Professional Documents
Culture Documents
CHAPTER 1
1.1. INTRODUCTION
During the year 1967 Government of Kerala took a policy decision to the effect that
Chitties/Kuries should be conducted under State auspices. The then Finance Minister in his
budget speech for financial year 1967-68 made the following announcement on the floor of the
Assembly:
“I view this decision as a bold step forward along the path towards socialism,
aimed at bringing banks and other financial institutions under social control”.
The Chitty/Kuri business being what it is, there existed ample scope
for exploitation of the ignorance, indifference and gullibility of the
needy people by unscrupulous promoters, who organized financial
institutions in the name of chitty/kuri fund in order to mobilize fluid
resources in their own interest and appropriate for themselves
substantial profit accrued out of such organizations. Government
wanted to introduce a check on the unbridled growth of such financial
institutions with a view to safeguard the interest of the general public
and at the same time to channelise the savings so consolidated for
productive purposes. With these objectives, Government appointed a
Special Officer in the year 1967 to prepare a comprehensive scheme
for starting chitties and kuries under Government control. The Special
Officer presented his report on 7th October 1967 analysing all aspects
involved in the proposal and recommending strongly the entry of
Government in the field of chitties and kuries. Though the
recommendation was for conducting the business as an adjunct of the
Registration Department, Government, however, took a different view
and decided to bring within the purview of Government control not
only chitties/kuries but also some other financial transactions for
which socialsation was felt necessary. Hire purchase financing and
insurance were the new areas suggested for inclusion within the ambit
of the proposed organization. Accordingly, Government decided to
organize a public sector undertaking with the name ‘The Kerala State
Financial Enterprises Limited’ for the purpose of conducting Chitty,
Hire Purchase and Insurance business under Government control.
1.2. CONSTITUTION
(a) To start, conduct, promote, manage and carry on the business of chitties in India or elsewhere.
(b) To promote, undertake, organize, conduct, manage and carry on
the business of general and miscellaneous insurance of any kind in
India or elsewhere.
To start, promote, conduct, operate, carry on and manage the
business of dealers, agents and traders under hire purchase system
of articles, vehicles, machinery, materials goods and tools, of all
capital goods and consusmer goods and property of all nature and
description for personal, domestic, office, commercial, inductrial
and community use and consumption as a business of the Company
or as agents of the Government, State or Central or any body or
organization thereunder or of any other Company. Besides these
objects, there are many other objects, which are incidental or
ancillary to the main objects such as to advance, deposit with or
lend money, securities, property or to receive loans or grants or
concession of any nature or deposits from Banks, Government or
Governmental organizations or others.
(a) The different departments of the Head Office are the following.:
(i) Business Department :-
This is headed by General Manager(Business) who is responsible for all business activities
of the Company.
(b) Regions
The activities of the Regional Managers are grouped functionally as well as scheme wise.
They are mainly responsible for the proper and healthy functioning of the Branches and to
be in charge of the overall growth and development of the Branches under their
jurisdiction. The Regional Managers report directly to the General Manager Business and
the General Manager Finance for the respective functions and to the Managing Director
relating to the other functions.
(c) Units
At the base level the Units are graded into three categories viz.
(i) Major Branches having a chitty sala of Rs.70 lakhs and above. All previously known
Loan Units are treated as Major Branches.
(ii) Medium Branches having a chitty sala of Rs.40 lakhs and above and
(iii) Small Branches having a chitty sala of below Rs.40 lakhs
Each Unit is headed by a Unit Head viz, the Manager and its activities are grouped under
Assistant Manager(s)/ Deputy Manager(s). The Unit Heads report directly to the Regional
Managers concerned and to the Departmental Heads in the Head Office on matters
pertaining to the departments concerned. In exceptional circumstances the Unit Heads can
report directly to the General Manager (Business)/ General Manager (Finance) and
Managing Director.
1. To identify key factors for the survival and growth of the Company and devise basic
objectives, policies and programmes for dealing with these factors and to obtain the
approval of the Board in this regard;
2. To be sensitive to the interdependence of the numerous actions taken by the Company to
maintain a strategic balance in these actions;
3. To formulate policies and objectives subject to the control and guidance of the Board
4. To tone up the organization to carry out the objectives and policies decided up on by the
Board. Responsibility for the many activities which are necessary to execute the policies
must be assigned to different employees, and relationships among the employees should be
clarified.
5. To develop resources needed to put the plans into effect
6. To guide the execution of plans through the organization with the resources assembled.
This is for programming, activating and controlling the operations.
7. To guide, motivate and control his immediate subordinates;
8. To effect necessary changes in the organization structure with in the overall set up ;
9. To recruit, along with the other Board of Directors, Personnel whom the Board is
Competent to appoint;
10. To select personnel for promotion to the positions where the Managing Director is
competent to make such promotions;
11. To select, along with the other Board of Directors, personnel for promotions where the
Board is competent to promote;
12. To recommend to the board for approval large capital expenditure and contracts.
13. to participate in the major negotiations;
14. to recommend to the Board for approval of annual budgets;
15. To maintain a guiding influence on current activities and to ‘umpire’ when senior officers
encounter sharp differences of opinion, so that action may proceed;
16. To keep a watchful eye on current results and to be objective enough and tough enough to
insist on remedial action when operation are unsatisfactory;
17. To recommend to the Board major changes in objectives, policies, organization structure
and large commitments.
18. (a) To issue, execute, endorse and transfer promissory notes, bonds, stocks,
debentures, shares, securities and documents of the title to goods standing in the
name of or held by the Company and to draw, accept and endorse bills of exchange
and other instruments of the Company and to sign all other accounts, receipts and
documents connected with such business.
(b) To arrange for all action being taken to implement the sanctions of the Board or any
committee of the Board and to conduct the day-to-day administration of the
Company’s affairs;
19. (a) To take expert advice and fix remuneration and other expenses for such advice.
(b) To engage solicitors and advocates for legal work and fix their fees and
expenses, also to remove and change them when necessary (with the approval of the
Chairman);
(c) (i) To incur all necessary expenditure on salaries and allowances , contingencies and
miscellaneous items including purchases, constructions, repairs to buildings or
dead stock, subject to the total expenditure in a year under all these heads not
exceeding the total sanctioned budget for the year by more than 25%. The
ratification of the Board should be taken for excess expenditure over the budget
provision.
(ii) To write off losses of office equipment or other assets subject to a maximum of
Rs.1,000/- in each case.
20. (a) To engage persons on daily wages up to a maximum of 180 days at a time as and when
exigencies arise.
(b) Confirmation and waiving of notice period in the case resignation;
(c) Grant of leave of any kind an transfer of employees of all grades
(d) Fixation of pay of an employee for performing the duties of a higher post, according
to rules.
(e) Granting or withholding of increments of employees
(f) To grant extra increments/ lumpsum payments subject to a maximum limit of
Rs.1,000/- to an employee in recognition of outstanding performance /contribution,
with the approval of chairman;
(g) The Managing Director will be his own controlling officer in regard to T.A. claims.
(h) To take disciplinary action (including removal or dismissal from service) against
employees of the Company, whom the Managing Director is competent to appoint;
(i) Fixation of seniority in each grade and making variations therein in respect of the
employees of the Company;
(j) Deputing any employee of the company for training in India for work connected with
the company and to count such period of training as duty for all purposes.
(k) Renting of accommodation required. Each case should \, however, be placed before
the Board for information;
(l) Declaration of stores as surplus or unserviceable;
(m) To incur expenditure on entertainment of guest of the Company
21. To draw, accept or make cheques, bills of exchange and promissory notes on behalf of the
Company
22. To use the Company car for his trips from his residence to office and back and for personal
purposes, treating trips from residence to office and back as duty runs.
23. To execute or do all or any of the acts or things for and on behalf of the company, that is to
say:
(a) To appear and act in all courts, civil, revenue or criminal, whether original or
appellate, in the registration offices and in any other office of Government or District
Board, Municipal Board or notified area or any other local authority;
(b) To sign and verify plans, written statements, petitions of claims and objections,
Memorandum of appeal and petition and application of all kinds and to file them in
any such court or office.
(c) To compromise, compound or withdraw cases, to conform to judgment and to refer
cases to arbitrator;
(d) To appoint any Advocate, Vakil, Pleader, Mukhater, Revenue Agent or any legal
practitioner;
(e) To file and receive back documents, to deposit and withdraw money and to grant
receipts therefore
(f) To obtain refund of stamp duty or repayment of court fees;
(g) To purchase property at court auction sales or auction sale under Revenue Recovery
Act in execution of any decree or Revenue Recovery proceedings.
(h) To take delivery of possession of property in execution of decrees or of property
purchased for the Company at auction sale.
(i) To file suit in any court of law.
(j) To apply to courts and officers for copies of documents and papers.
(k) To apply for the inspection and to inspect judicial records.
(l) To accept service of any summons, notices or writ issued by any court or officer
against the company;
(m) Generally to do all lawful acts necessary for the above mentioned purposes;
24. To accept the deposits from the public including chitals of the Company according to the
decision of the Board.
25. To delegate the authority to the Managers of the Units, and other Authorised Officer to
receive deposits and issue deposit receipts to the depositors and as per the decision of the
Board.
26. To sell, endorse, transfer, negotiate or otherwise deal in Government securities standing in
the name of the Company.
27. To take all actions for releasing the amount due to the Company in respect of Government
securities endorsed to the Company and to receive from the Government or respective
financial institutions all sums due to the Company in respect of these Government
securities and all benefits to arise there under
28. To delegate and assign duties/ function and powers to his subordinates whenever
necessary.
1. The General Manager (Business) will be in charge of the entire functional areas
of the business of the Company, its planning including research and training and will report
to the Managing Director.
2. He will be responsible for:
(i) Business opportunity assessment and development of strategies that will
enable to cultivate the market opportunities
(ii) Business planning and programming
(iii) Classify and analyse the information available with the Company, to find out the trend
and report to the Managing Director as a part of the research activity
(iv) Establishment of an effective plan of organization and methods of controlling the
activities of members of his organization.
(v) Evaluating and adjusting marketing efforts to enable the Company to react to changes
occurring in the environment and to maximize its business prospects.
He will have the following specific functions:
3. To develop, supervise and control the business of chitty, hire purchase and deposits
business of the Company;
4. To conduct market study and product analysis with a view to improve, modify, withdraw
any of the existing products and to introduce new line of products and activities.
5. To review periodically and suggest modifications, etc., of the existing business rules aiming
at the overall development of the business, without hampering the interest of the
organization;
6. To prepare and modify periodically the corporate plan and also to prepare annual
plan/budget along with the General Manager (Finance) for the consideration of the
Planning Cell.
7. To detect potential or actual deviation from plans /budget/ targets early enough to permit
effective corrective measures.
8. To be an overall charge of the business activities of the Company; setting up of a sales
organization, advertisement and publicity.
9. To review and prepare business performance report periodically and present the same to the
Managing Director and the Planning Cell for appropriate action.
10. To help the Managing Director in the negotiations with the
manufactures/distributors/dealers and to fix rates of commission, terms of payment,
delivery of items, after sales service terms etc.
11. To recommend sanction of RCL above Rs.3 lakhs on the recommendation of the R.M
concerned to the Managing Director.
12. To recommend sanction of Flexy Trade Loan above Rs.5 lakhs with the recommendation
of the Regional Manager concerned to the Managing Director.
13. To accept personal sureties in respect of cases forwarded to Head Office through the
Regional Manager
14. To ensure that the Unit Head/Regional Managers take effective action to collect the
defaulted subscriptions/ instalments.
15. To review the quality of service rendered to the customers with special reference to
customer satisfaction and to recommend steps for its improvements;
16. To carry on correspondence relating to his functions, obtain any information or statistics
from the Units/Regional Offices/Departments and to sign fair copies of the drafts approved
by the Managing Director to outsiders except Government/ Accountant General and the
like;
17. To operate the bank account and to draw /accept or make cheques, bills of exchange,
promissory notes on behalf of the Company jointly with any one of the officers of the
Company at Head Office, namely Managing Director, General Manager (Finance) or other
delegated Senior officers for amount exceeding Rs.25,000/- but not exceeding Rs.1 lakh
and in the case the amount drawn exceeds Rs.1 lakh jointly with Managing Director.
18. To incur business promotional expenses up to Rs.500/- at a time subject to the annual limit
prescribed in the budget and allocated to the General Manager (Business) ;
19. To ensure proper distribution of work among various product departments with a view to
effectively co-ordinate and control the business activities of the Company.
20. To recommend for approval by the Managing Director tour programmes and tour diary in
respect of Regional Managers and to communicate the orders of Managing Director
thereon;
21. To write performance appraisal reports of Regional Managers and Officers who reports to
him, in the capacity of a Reporting Officer and to be the Reviewing Officer in respect of
other officers and staff working in his department;
22. To initiate disciplinary proceedings against employees of his Departments and to impose
punishments of warning, reprimand and censure;
23. To warn, reprimand Unit Heads and Officers of the cadre of Grade I and below for non-
compliance of instructions/ failure to send periodical information required with copy
marked to Administrative Officer for necessary recording.
24. To place under suspension any Officer of the Grade II cadre and below and staff attached to
the Business department where there is a prima facie case of misconduct and report the fact
to the Managing Director on the same day.
25. To attend to any other work that may be assigned to him by the Managing Director from
time to time.
The General Manager (Finance) will be in full charge of the finance, accounting functions.
These include activities pertaining to Corporate Planning, Control and Accounting. He
will also have the following specific functions and report to the Managing Director.
1.1 To prescribe accounting policies and procedures such as on capital and revenue
expenditure, depreciation, physical verification of stocks, income and expenditure accrued
or otherwise, corporate tax plough back of profits and reserves, etc., in consultation with
the Managing Director.
1.2 To prescribe and maintain a Management Information system, covering operational
aspects, products, assets and profit analysis etc., and to make best use of such reports by
proper analysis and interpretation to fulfil the overall organizational objectives.
1.3 To measure profits and profitability
1.4 To prepare budgets, statistical data, statements and concrete proposals for the proper
planning, budgeting and regulated growth of business of the Company;
1.5 To prepare corporate plan in consultation with the General Manager (Business) review it
annually and place the review report before the planning cell with the approval of the
Managing Director.
1.6 To administer the tax aspects of the Company including tax planning in order to ensure:
(i) Prompt collection of taxes such as deduction of tax on interest payments and
deduction of income tax etc.
(ii) Payment of these taxes to the Central or State Government in the prescribed manner in
time.
(iii) Filing of required returns and statements.
(iv) Issuance of certificates properly for the taxes deduction to the parties strictly as per
the law
1.7 To determine, appraise and administer a Corporate Insurance Policy in order to cover
common losses of assets like cash, inventory, equipment, receivables etc.,
1.8 To determine, appraise and administer the pricing activity of the company with particular
reference to demand, competitive situation and Company situation in order to maximize
revenues in consultation with the General Manager (Business) and with the approval of the
Managing Director;
1.9 To regulate and administer the liabilities of the Company in the form of loans from
Government, deposits from public, etc., and its proper utilization and to arrange timely
repayment including rescheduling wherever necessary with the approval of the Managing
Director.
1.10 To optimise the usage of internal resources by regulating cash flows and to make profitable
use of surplus funds, if any, with the approval of the Managing Director.
1.11 To plan and control the Company’s long and short term capital requirements in view of
general expansion and activity plans and projected market, business and economic trends
and data.
1.12 To evaluate the Company’s needs to capital and meeting them.
1.13 To investigate, develop and formulate financial plans to ensure provision of adequate funds
to meet long and short term requirements on the most economical and practical basis
consistent with sound financial practices:
1.14 To maintain adequate funds to meet requirements and obligations and to determine quantity
and sources of funds to be utilized, on a basis consistent with overall financial plans for
smooth and proper functioning of the Regions, Branches and the company as a whole.
2.1 To develop and administrate r various financial controls, reports and statements as required,
to accurately depict correct financial conditions and sources and utilization of the
established financial plan, or desired distribution of assets.
2.2 To review on a continuous basis the current financial position regularly by means of
established controls, to note sound asset distribution and develop and recommend
appropriate corrective action to the Managing Director.
2.3 To investigate and evaluate possible new or improved methods, techniques or sources for
sound financing and recommend adoption of more efficient and economical ones for
Managing Director’s approval;
2.4 To recommend and substantiate to Managing Director the soundness and anticipated return
from the existing or proposed products, schemes and major investments in fixed assets, and
negotiate and execute financial arrangements for acquisition or construction of approved
new facilities and for the sale of existing facilities.
2.5 To investigate, develop and recommend to the Managing Director financial control and
administrative policies.
2.6 To review and evaluate in consultation with the General Manager (Business) , reports, data
and statistics relating to performance and expenditure proposals to note any significant
deviations from operating and financial plans;
2.7 To direct through immediate subordinates the preparation and interpretation of financial
reports and statements for the Company.
2.8 To advise and guide immediate subordinates in the proper interpretation and application of
legislation and regulations to corporate financial affairs and counsel with and advise the
Managing Director and other Officers, as to their impact on Company’s business.
2.9 To sign and send periodical returns to Reserve Bank of India in time.
3.1 To ensure the proper maintenance of accounts both in the Head Office and Units and to
ensure timely preparation of interim and final accounts of the Company
3.2 To ensure the proper maintenance of records, registers and accounts relating to Chitty,
CVL, Fixed Deposits, Sugama Deposits, and other schemes of the Company.
3.3 To call for and watch periodically the achievements of the Regions and the Units against
the targets given under expenses, income and to take prompt corrective steps to assure
attainment of objectives according to plans.
3.4 To advise the Unit Offices of their monthly share towards taxes and Head Office
administration expenses.
3.5 To obtain fortnightly fund position from all Unit Offices and arrange equitable distribution
of funds in consultation with the Regional Managers and to ensure proper and economic
utilization.
3.6 To advise the administration Department about the volume of activities for assessment of
man power requirements of various Units, periodically.
3.7 To design standardize and review various registers, forms, etc., with the approval of the
Managing Director for use in the Head Office, Regions and Units.
3.8 To carry out additions, deletions or revisions in the Manual of Office Procedure wherever
necessary with the approval of Managing Director;
3.9 To watch the various deposits made in the Branches towards Sugama, Fixed Deposits etc,
its timely remittance and to ensure proper reconciliation of the accounts.
3.10 Codification of uniform account heads for use in the various offices and detailing the types
of expenses of each head taking the tax effect in to account.
3.11 Simplification of accounting procedure and to issue necessary instructions on all matters
relating to accounts, to the Units wherever necessary with the approval of the Managing
Director;
3.12 To prepare annual report of overall performance of Branches during the month of April
every year
3.13 To supervise and give proper guidance and instructions, subject to the instructions of the
Managing Director to the Regional Managers, and other subordinates working under him
on all matters relating to his functional responsibility.
3.14 To operate the bank accounts and to draw, accept or make cheques, bills of exchange,
promissory notes on behalf of the Company jointly with any one of the officers of the
Company at Head Office, namely Managing Director or any one of the senior officers of
the finance department up to Rs.25,000/- and if amount drawn exceeds Rs.25,000/- but
does not exceeds Rs.1 lakh with Managing Director, General Manager (Business) or other
delegated Officers and if the amount drawn exceeds Rs.l lakh either with Managing
director or General Manager (business).
3.15 To obtain monthly report from all the branches by 5th of every succeeding month and to
maintain a register in the form prescribed to watch the receipt of the returns and to initiate
action there on.
3.16 To analyse by 20th of every month the monthly reports and communicate the remarks to the
Regions/Units/ Departments and prepare a quarterly review and send it to the Managing
director for further action.
3.17 To pass T.A claims of Regional Managers based on the tour diary approved by Managing
Director.
4.1 To sign balance sheets of the Company as required under the provisions of the Company’s
act.
4.2 To sign pleadings on behalf of the company in connection with civil suits in consultation
with Legal Department and with the prior approval of the Managing Director.
4.3 To sign contracts, agreements, lease deeds, affidavits, statement of facts, etc., on behalf of
the Company in consultation with Legal Department and with the approval of the
Managing Director.
4.4 To handle the work co-ordinating replies to the L.A. interpellation, questionnaire, etc., issued
by the Government, Committees, such as the Estimate Committee, Public Accounts
Committee and Committee on Public Sector Undertakings.
4.5 To get the accounts and all connected activities of the Company at the Head Office, Regional
Offices and Units audited (Internal Audit, Statutory Audit and AG’s audit)as laid down in
the M.O.P. and to arrange for the rectification of objections raised in audits.
4.6 To ensure proper follow up action on audit reports/ inspection reports etc., of the Head
Office/ Region/ Units and to watch the rectification of objections and to apprise the
position to the Managing Director
4.7 To ensure proper distribution and co-ordination of work among various seats in his
department with a view to extract maximum effort from employees
4.8 To carry on correspondence of a routine nature relating to his functions, obtain any
information or statistics from the Regions and Branches and sign fair copies of drafts to
outsiders, except Government, Accountant General, Income Tax Department and the like.
However, no correspondence having any financial commitment or affecting the general
policy of the Company will be carried on by him without the approval of the Managing
director.
5.1 To initiate disciplinary proceedings against the Unit Heads and employees of his
department and or to impose punishments of warning, reprimand and censure
5.2 To warn , reprimand Unit Heads and Officers of the Grade I cadre and below working
under his control and supervision for non-compliance of instructions / failure to send
periodical information required, etc., with copy marked to Administrative Officer for
necessary recording and filing.
5.3 To write performance appraisal reports of Regional Managers and Grade II officers
attached to his Department in the capacity of the Reporting Officer and to be the Reviewing
Officer of the Officers in respect of whom the Regional Manager is the Reporting Officer.
6.1 To attend to any other work that may be assigned to him by the Managing Director from
time to time
The branches of the Company have been grouped under 5 regions presently. The Regional
Office is headed by the Regional Manager. He will be assisted by officers in the areas of
business development, finance and accounts and legal matters. The Regional Manager will
be responsible for co-ordinated activities of all the branches under his jurisdiction. He
will be the administrative head of the Region. The Regions will serve as the growth
centres of the company. Functionally he will report to the General Manager(Business) and
the General Manager(Finance) for respective functions subject to instructions issued by the
Managing director from time to time. The Regional Manager will have following specific
duties, authority and responsibility.
1. For the proper and healthy functioning of the Branches and to be in charge of the overall
growth and development of the Branches under his jurisdiction.
2. To fix the business targets for the units, within the overall budget and corporate plan of the
Company, especially targets for Chitty, CVL, Fixed Deposits, Sugama Deposits and
Bhadratha, in consultation with the Business Manager and the Unit Heads concerned and to
ensure that the Branch Manager draw up systematic plans to achieve the targets and pursue
efforts for the successful execution of their plans and forward regular and periodical review
reports to Head Office.
3. To help and motivate the Branch in canvassing business by supplementing their efforts by
himself or by the staff working in the Region scheduling and allotting Company vehicles
available in the Region or sanctioning canvassing expenses for engaging vehicles etc.,
wherever necessary.
4. To maintain correct and up-to-date business register of the Branches;
5. To conduct monthly review of the business development of each Unit and ensure
achievement of targets fixed by taking corrective measures in cases of shortfall in targets;
6. To conduct market study and to give timely advice to the General Manager (Business) on
policies and prospects conducive to development of business;
7. To conduct field survey in order to find out areas where there is business potential and
scope for developing the schemes of the Company and advise the General Manager
(Business) on the steps to be taken for exploitation of business potential of the area
including the feasibility of opening new branches;
8. To watch defaults by subscribers and loanees and to appraise efforts made and of results
achieved by the Branch Managers in regard to the collection of defaulted subscription;
9. To maintain Branch-wise default lists in respect of chitty and loan with details of defaults
exceeding Rs.5000/- and or cases of defaulted instalments exceeding 3 months, (all cases of
defaults in respect of terminated chitties and loan schemes), update the list every month and
to ensure that the Managers take suitable steps from the third month of defaults to recover
the defaulted subscriptions; develop and implement effective control mechanism to detect
defaults and pursue and monitor such defaulted subscriptions and to ensure that the
defaults are not time barred;
10. To issue communication to the Heads of officers regarding recovery in cases referred to the
Region by the Branch Managers and to keep track of the results.
11. To ensure that the Managers initiate Revenue Recovery steps to collect the defaulted
subscriptions or other dues recoverable in cases where recovery from salary is found to be
ineffective or insufficient and to ensure proper maintenance of Revenue Recovery Register
and accounts.
12. To obtain copies of R.R requisitions from the Branches and to check whether the R.R
certificates are issued by the District Collector timely and in case of delay to take up the
matter with the Collector for its timely issue.
13. To keep proper liaison with the Tahsildar/Deputy Tahsildar attached to his Region and
other revenue authorities and to make sure that the cases referred to R.R. are timely
followed up and defaults collected;
14. To send quarterly consolidated statement of defaults both in chitties and loan schemes to
the General Manager (Business) indicating action taken proposed to be taken to recover
defaults;
15. To appoint agents/ authorise persons for canvassing business in the branches coming under
his jurisdiction, to maintain a list of such agents and to keep the list up-to-date.
16. To review the working of agents and to terminate their agency in case their performance is
found to be not satisfactory.
17. To ensure that Branch Managers take steps and effect payment of prize money to the prized
subscribers on the due date if the subscribers have furnished adequate security for future
subscription
18. To watch, inspect and ensure that Auction proceedings Register, Minutes and other
registers relating to the auction and payment of prize money are correctly and properly
maintained by the Branches.
19. To sanction CVL/Loans exceeding Rs.1 lakhs and to recommend cases above his limit to
H.O
20. To accept movable /immovable properties as security in respect of chitty/loans above the
sanctioned limit of Manager based on the scrutiny report, legal advice, valuation reports
etc., and to sanction payment /give legal clearance, as the case may be in such cases.
21. To sanction canvassing expenses of a reasonable amount on proper evaluation of the
necessity for personal canvassing in the area, efforts put in by the Manager and the staff,
business canvassed by the agents etc.
22. To watch the flow of funds in the Branches and to arrange for its proper utilization by
distribution among the Branches and the Regional Office in consultation with the General
Manager (Finance) and to ensure proper utilization of Fixed Deposits and Sugama Deposits
, etc., by the Branches and /or by the Regional Office.
23. To ensure that the accounts are maintained in the Branches and Regions on a current basis
and that the monthly trial balance, quarterly consolidated trial balance and the annual
accounts, statements, schedules, etc., of the Branches (including Regional Office) are
consolidated and sent in time to Head Office.
24. To conduct monthly review of the performance of the Branches and forecast the business
results on a progressive basis
25. To ensure that all balance sheets and documents that are to be filed with the Registration
Department under the Chitties Act are filed by the Branches, the chitty balance sheets are
got audited yearly and the chitty security deposits released timely.
26. To submit proposals to the General Manager (Business) for opening new Branches in the
regions with proper justification and /or to submit proposals for shifting the existing
Branches.
27. To ensure the rectification of the defect/ points objections raised in the statutory/ A.G’s
/internal audit of all Branches coming under their jurisdiction and to take appropriate
measures for the timely sending of compliance reports by these offices, wherever
applicable.
28. To be Controlling Officer of the vehicles attached to his Region and to be responsible for
the proper use, care, supervision and maintenance of the vehicles, and for regulating its
journeys in accordance with the provisions in the M.O.P. and H.O. instruction from time to
time.
29. To sanction fuel expenses for the Company vehicles attached to the Region.
30. To ensure that the log books and the vehicles History Books of the vehicles under his
control is properly maintained.
31. To arrange for repairs not exceeding Rs.2,500/- at a time of the Company vehicle subject to
an annual limit of Rs.10,000/- (Repairs exceeding Rs.2,500/- at a time shall be arranged
after getting sanction from the M.D)
32. To study and review the quality of service rendered to the customers by the Branch with
special reference to the customer satisfaction and to recommend steps for its improvement;
33. To analyse and review complaints affecting the service to customers and or inaction on the
part of the Branches relating to the conduct of business and to settle matters if necessary, by
personal enquiry and with the approval of the Head Office, wherever found necessary;
34. To ensure monthly transfer of funds to the Regional Office from the Branches and
distribute the amount as under.
(a) transfer to H.O towards pay roll deduction, share or tax and H.O. overheads, share of
chitty security deposits released, fixed deposit collection , etc.
(b) transfer to branches the amount due to them towards inter-branch collection
35. To conduct or to arrange through the officers/Staff working in the Regional Office,
inspection of business, accounts and all connected activities of the Branches (as per the tour
programme approved by the Head Office in the case of the Regional Manager) whenever
called for and report to the H.O. detailing the work done, cases of fraud, misappropriation,
wasteful expenditure, uneconomical operation or inefficiency in the use of Personnel or
other resources, etc., detected with specific recommendations for remedial action and to
ensure that the Branches and the Regional Office effect economy in administrative
expenses as per the Government guidelines from time to time;
36. To effect inter-branch transfers (within the Region) of employees below the level of Unit
Head as per the norms approved (in the case of workmen) and based on suitability (in the
case of Officers) and also to make temporary transfers, within the Region depending upon
the necessity (All such transfers should have prior approval of the H.O.)
37. To sanction all kinds of leave exceeding 30 days in the case of employees in the Branches
and to sanction all kinds of leaves to the Unit heads and the officers and staff in the
Regional Office, under intimation to the Administrative Officer.
38. To sanction increments in respect of Officers under his jurisdiction in consultation with the
Administrative Officer and to maintain their service books
39. To draw, accept or make cheques, bills of exchange, promissory notes on behalf of the
Company jointly with the Officers in-charge of accounts or in his absence, the Officer in-
charge of business, in the Regional Office.
40. To ensure that the work assignment in the Branches and in the Regional Office is done
properly and that the principle of rotation is followed in the placement of personnel ;
41. To be responsible for the safe custody of all valuables and documents received in the
Regional Office in connection with the business of the Company.
42. (a) To incur contingent /promotional expenditure up to a maximum of Rs.500/- at a time
from the imprest cash provided to him with in the approved budget subject to annual
limit of Rs.2,000/-
(b) To incur an amount of Rs.10,000/- at a time for printing of notices, preparation and
display of banners, binding of records, repairs and maintenance, Branch shifting ,
Branch inauguration etc.
43. To sanction and draw tour advance to himself as per rules, and to present the final bill to
the General Manager (Finance) for sanction and payment.
44. To sanction TA and DA to the employees attached to the Regional Office and the Unit
Heads subject to the observance of rules and procedures.
45. To draw and disburse salary to the employees including himself, as per the pay roll
received from the H.O.
46. To write Performance Appraisal Reports in respect of all Unit Heads/ Officers under his
charge in the capacity of a Reporting Officer and to be the Reviewing Officer of the
Assistant Manager /Deputy Manger in the Units and of the staff (excluding officers)
attached to his office.
47. To initiate disciplinary proceedings against the employees/ officers appointed to his office
and to impose punishments of warning reprimand and censure, under intimation to the
Administrative Officer.
48. To place under suspension any Officer of the Grade II cadre and below in the Units and any
Officer of the Grade II cadre and below attached to his office where there is a prima-facie
case of misconduct against him/her and report the fact to the Managing Director on the
same date.
49. To warn and reprimand Unit Heads for non-compliance of instructions /failure to send
periodical information required, with copy marked to the Managing Director for necessary
information.
50. To attend to such other items of work as are assigned to him by the General Manager
(Finance)/ General Manager (Business)/ Managing Director from time to time.
1. To be in complete charge and control of the personnel administration of the Head Office
and the Branches/Units subject to the control and direction of the Managing Director.
2.1 To be responsible for the proper maintenance of the Attendance Register, Casual Leave and
other Leave Registers of the Head Office and ensure its proper maintenance at the
Branches / Offices.
2.2 To be responsible for the proper maintenance and updating of :
(a) Personal files of all Officers and workmen in the Company;
(b) Service records
(c) EPF records
(d) Loans, advances and their repayments
2.3 To be responsible for the posting of non-supervisory staff in the Head Office.
2.4 To be in overall charge and responsible to the Managing Director for the following
functions.
(a) recruitment through the Public Service Commission for all cadres coming under its
purview
(b) recruitment through other sources
(c) transfers and postings in all cadres
(d) promotion, conducting of promotion tests, eligibility test at the appropriate time and
subsequent further action .
(e) declaration of probation
(f) apprenticeship trainees in the Head Office and Branches/Units
(g) training and refresher courses for the employees
(h) convening periodical Managers’ conferences, weekly Departmental Officers’
conferences, conference of Association representatives and other allied conferences.
2.5 To sanction annual increments in all routine cases in respect of employees upto and
including Grade II Officers working in the Head Office after getting and scrutinizing the
performance appraisal records and confidential reports.
2.6 To sanction casual leave of all Officers upto and including Grade II in the Head Office.
While sanctioning the leave application of employees working in the other departments of
the Head Office, prior consultation with the Departmental Heads concerned may be made;
2.7 To sanction all other kinds of leave in respect of the employees upto and including Officers
Grade II in the Head Office.
3.1 To be solely responsible for the salary administration including centralized preparation of
pay rolls, the timely payment and rendering of returns relating to the EPF and personal
income tax, annual bonus and other similar payments to the employees and furnishing
consolidated figures and detailed statements of such payments to the Central Accounts
Department for proper accounting;
3.2 To be responsible for obtaining, scrutinizing and keeping under safe custody annual
property statements, annual confidential reports, performance appraisal records, fidelity
insurance guarantee, loans records, etc., of all the employees of the Company
3.3 To ensure that liability if any, of an employee is settled or caused to be settled before an
employee is relieved from the Company on retirement, resignation, dismissal, etc
3.4 To be responsible for the prompt payment of dues to the employees as and when they
occur and maintain sufficient proof of record for their disbursement.
3.5 To pass all payments relating to the reimbursement of medical bills in respect of all
employees in the Company.
4.1 To be responsible for maintaining cordial industrial relation in the Company
4.2 To collect data and prepare reports necessary for presentation in labour and other
conciliation conferences, discussions on charter of demands, etc., and to assist the
Managing Director at the conferences;
4.3 To ensure proper distribution and co-ordination of work among the various seats in
his department with a view to extract maximum efforts from the employees;
4.4 To represent the Management at the conciliation conferences, labour disputes and
other conferences from time to time.
4.5 As Administrative Officer (Personnel) he will keep in touch with various demands
and complaints put fourth by the Associations/ Employees and take suitable action
promptly and cause to initiate such steps that are required to maintain a cordial employer-
employee relationship;
4.6 To carry on correspondence of a routine nature, obtain any information or statistics
from the Branches and sign fair copies of drafts approved by the Managing Director to
outsiders, except Government, Accountant General, Public Service Commission, Advocate
General, Labour Department and the like. However, no correspondence having any
financial commitment of affecting the general policy of the Company will be carried on by
the Administrative Officer with out the approval of the Managing Director.
4.7 To attest the entries in the service records, personal cards, service books and other
registers maintained in his department.
5.1 To sanction petty expenditure connected with the Administration Department upto Rs.500/-
in each case.
6.1 To be responsible for and to be in charge of various welfare measures extended to the
Company employees from time to time.
7.1 He is empowered to take disciplinary action and impose punishments like warning,
reprimand and censure against the employees/ officers below the rank of Grade II in his
department.
7.2 To warn and reprimand Unit Heads including the cadre of Grade II Officers for non-
compliance of instructions/failure to send periodical information required etc.
7.3 To write performance appraisal reports of Grade II/ III/IV Officers attached to his Department
in the capacity of the Reporting Officer and to be the Reviewing Officer in respect of other
Officers working in his department.
8 Any other work that may be assigned to him by the Managing Director from time to time.
1. To be responsible for taking timely action in respect of all the functions conferred under
the Companies Act 1956.
2. To file returns with the Registrar of Companies under the Companies Act,1956 and to
attend to all correspondence with the Registrar of Companies and Company Law Board
with the approval of the Managing Director.
3. To maintain all books and registers required to be maintained under the Companies Act
1956.
4. To keep custody of the Company’s Common Seal
5. To sign Share Certificate under rule 6 of the Companies (Issue of Share Certificate) Rules
1960
6. To prepare agenda notes for the meeting of the Board and General Body meeting under
instructions from the Managing Director.
7. To issue notices for meetings of Board and General Body with the approval of the
Managing Director.
8. To prepare minutes of the meetings of the Board and General Body for approval of
Managing Director/Chairman and to forward the approved minutes to the members of the
Board the Government and to other authorities.
9. To communicate the decision of the Board for action and provide the Board with the feed
back
10. To sign Balance Sheets of the Company as required under the provisions of the Companies
Act.
11. To sign pleadings on behalf of the Company in connection with civil suits in consultation
with Legal Department and with the prior approval of the Managing Director.
12. To sign contract, agreement, lease deeds, affidavits statement of facts etc. on behalf of the
Company in connection with Legal Department and with the approval of Managing
Director.
13. To collect and collate operational information and data and convert them into a form
suitable for consideration of the Board as and when called for.
14. To handle the work of co-ordinating replies to the interpellations, questionnaire etc., issued
by the Government, Committees , such as the Estimates Committee, Public Accounts
Committee and Committee on Public Sector Undertakings.
15. To spend any reasonable amount for refreshments, entertainments etc., in connection with
the Board Meeting, Committee Meetings etc. not exceeding Rs.10,000/- per meeting.
16. To ensure proper distribution and co-ordination of work among various seats in his
department with a view to extract maximum efforts from the employees.
17. To attend the duties of Administrative Officer in his leave/absence and to that extent he will
be deemed holding immediate charge/Additional charge of Administrative Officer as the
case may be.
18. To attend to any other work that may be assigned to him the Managing Director from time
to time and on exigencies.
19. To prescribe and maintain a Management information System, covering operational
aspects, products, assets and profit analysis etc. and to make best use of such reports by
proper analysis and interpretation to fulfil the overall organizational objectives.
1. To arrange, through Internal Audit Teams, periodical audit and inspection of accounts and
all connected activities of the Company at the Head Office, Regional Offices and Units as
laid down in the M.O.P with particular reference to the following.
(a) Accounting of receipts, payments and the position of day-to-day accounts.
(b) Payment of prize money to prized subscribers and acceptance of sureties/ securities for
the same with special reference to delay, if any, occurring at different stages;
(c) Compliance of Chitties Act, timely filing of returns including chitty balance sheets and
getting refund of security deposits.
(d) Effectiveness of default follow up efforts (prized and non-prized) including removal
/substitution of non-prized defaulters in respect of chitties and default follow up efforts
in respect of all other schemes.
(e) Compliance of Shops and Commercial Establishment Act.
(f) Compliance of Head Office instructions on personal and Administrative matters, such
as maintenance of attendance register, granting of leave, entries in the Service Books,
furnishing leave application to Regional Office/Head Office, purchase of fixed assets,
stationery stock maintenance etc.,
(g) Pay rolls and salary deduction returns
(h) Transfer of funds to the Regional Office concerned towards pay roll deductions,
monthly quota, inter branch collection etc.
(i) Accuracy and reliability of periodical return furnished to the Head Office/ Regional
Office, prescribed from time to time.
(j) Efficiency of internal check and internal control in operation in the Units, Regional
Offices and Head Office
2. To review the above audit work done by the Audit Teams by inspecting the Units (as per
the tour programmes approved by the M.D) during the course of audit.
3. To go through, in detail, the manuscript Inspection Note received in the Head Office from
the Audit Teams and to give it a complete shape immediately.
4. To send the audit report to the Unit with in a week after its receipt in the Head Office, and
to obtain compliance reports from the Units.
5. To ensure proper follow up action with the Units and get compliance reports with in a
month, and to appraise the M.D periodically of the results.
6. To analyze the detailed replies to each of the points mentioned in the audit report, consult
the Departmental Heads concerned, accept or obtain a further reply from the Units/ Region
concerned
7. To dispose off ordinary cases of objections in consultation with the Departmental Heads.
8. To report to the Managing Director all cases of fraud, mis-appropriation, wasteful
expenditure, uneconomical operations or inefficiency in the use of personnel or other
resources with specific recommendations for remedial action.
9. To conduct surprise inspections of the Units on the direction of the Managing Director;
10. To critically evaluate the efficiency or efficacy of the Company policies, rules, systems
and procedures and to put up concrete suggestions to the Managing Director for
examination.
11. To appraise the adequacy of the follow up action taken by the various Officers in
implementing the instructions, procedures etc, that are prescribed by the Management from
time to time and to report to the Managing Director.
12. To investigate specific cases referred to his Department by the Managing Director and to
report back to him.
13. To be responsible to give special reports to the Managing Director on irregularities of a
grave nature in each Unit immediately after the inspection is over.
14. To prepare and submit to the Managing Director an annual audit report, with brief analysis
supported by facts and figures on the performance of the different Units (in all the key
areas of its operation) inspected by the Internal Audit Officer during the period under
review, immediately after the end of the financial year.
15. To attend to any other work that may be assigned by the Managing Director which would
not normally be reviewed and appraised by Internal Audit and which could not reasonably
be construed to compromise the independence of audit.
16. Empowered to have full access to all records, properties and personnel relevant to the
subject under review.
17. To review and appraise policies, plans, procedures and records of the Company.
18. To frame audit programme after obtaining prior permission of the Managing Director.
19. To initiate disciplinary proceedings against the employees of his department and to impose
punishment of warning reprimand and censure;
20. To warn and reprimand Unit Heads below the cadre of Grade II Officers for non
compliance of instructions/ failure to send periodical information required, with copies
marked to the Regional Managers and Administrative Officer for necessary recording and
filing.
DUTIES/FUNCTIONS AND POWERS OF THE
MANAGER E.D.P
1. Manager (EDP) will be in charge of the entire automation/ computerization of H.O/ R.O/
Branches both in respect of Hard ware and Soft ware and maintenance/ updation of the
same.
2. He/She should liaison with officers at H.O/ R.O/ Branches for the fulfilment of the above
objective.
3. Obtain suggestions from departments study the same and put up the proposals for
automation/computerization of various areas of work to improve the efficiency of the
Company at H.O/ R.O/ Branch level.
4. Preparation of databases and software packages according to the needs of the institution
and doing the necessary liaison work with the departments concerned in this regard.
5. To be responsible for the maintenance and repair of all computer hardware and to be
responsible for renewal of AMCs and obtaining service as per the AMC agreement.
6. Attending to timely maintenance of software used by the EDP Department and other
sections of the institution and to be responsible for all the necessary troubleshooting in this
regard.
7. Giving suggestions to the top management regarding subscription of periodicals and other
publications related to Information Technology
8. If the subscription to such periodicals are agreed to by the top management, receiving the
same and storing the same in good condition in the EDP Department.
9. Going through the above periodicals and contemporary publications on recent
developments in IT and giving suggestions to the top management for adopting useful latest
technology for the benefit of the organization.
10. Maintaining all the files regarding progressive computerization of the institution and giving
appropriate advice to the Management whenever necessary in this regard.
11. Participating in the discussions related to automation of the institution in various sectors
and giving advice and suggestions, wherever necessary.
12. To be responsible for the maintenance and upkeep of all the infrastructure related to the
EDP such as computer rooms, cabling, air conditioning, maintenance of UPS systems, etc.,
and for ensuring that the system is not mishandled/misused or sabotaged by anyone.
He/She should ensure that the data fed are proper and the information provided/ analysed
satisfy the requirements. He/She should maintain and ensure the safety and secrecy of
informations stored.
13. Indenting the necessary computer consumables such as computer stationery, printer
ribbons, floppy disks, etc., after closely monitoring the stock position and in such a way
that the institution is benefited on the economy front and doing necessary liaison work with
the respective departments in this regard.
14. Helping the top management in formulation of policies regarding development of better
Management Information System (MIS) and improving the communication system.
15. Helping the management in preparing tender notices, tabulation of details of the sealed
tenders, determining the proper systems vendor, whenever acquisition of computer systems
is necessary and doing necessary liaison work with the Departments concerned.
16. To put up suggestion before the top management regarding participation in the training
programmes and conferences related to IT for keeping abreast of at least and relevant
development in IT
17. To be responsible for the preparation of Monthly pay rolls of all the staff members and
individual pay slips after collecting required details of leave/ increment etc., from
Personnel Administration Department.
18. To be responsible for the preparation of the fixation of pay of all staff on their promotion
on accruing of yearly increments, on revision of pay …etc.
19. To be responsible making suitable corrections on the pay and allowances of those faced
disciplinary action and also to regulate the pay of suspended employees in according to the
rules in force.
20. To be responsible for the maintenance of correct personal data of all staff members in the
computer and provide the required data to the Administrative Officer as and when
demanded.
21. To be responsible for implementation of orders/ directions issued by the Administrative
Officer with regard to various data on staff matters in the computer.
22. To be responsible for making suitable change in the pay and allowances of the staff, as per
the guidelines issued by the Government.
23. To be responsible for calculation of the pay and allowances in accordance with the
conditions of agreement for the pay revision made between the Management and
representation of staff.
24. To maintain personal bio-data of all staff members for the Personnel Administration
Department.
25. To be responsible for the preparation of monthly and yearly statements of pay roll
deductions like IT, PF, H/L, LIC Festival Advance, Gratuity etc.,
26. To be responsible for furnishing all the required details of employees supplying to LIC ,PF
office etc., in connection with EDLI, DCRG, GSLI and PF.
27. To be responsible for generating data for the compilation of Periodical Business review for
ascertaining the staff requirement in the branches.
28. To ensure proper distribution and co-ordination of work among various seats in the E.D.P.
department with a view to extract maximum efforts from the employees.
29. To initiate disciplinary proceedings against the employees of his/her department and to
impose punishments of warning reprimand and censure.
30. To warn and reprimand Unit Heads below the level of Grade II Officers for non-
compliance of instructions/failure to send periodical information required with copy
marked to the Administrative Department for necessary recording and filing.
31. Any other function entrusted from time to time by the top management.
The Manager, EDP will report to General Manager(Finance), General Manager (Business)
and Administrative Officer on the basis of the functional areas dealt with.
1. He will be responsible for the environment with in the Units in which his subordinates work
and will create conditions conducive to effective work;
2. To prepare a master plan outlining the proposed activities with the objectives to be attained
in accordance with the policies of the organization and forward it to the Head Office during
February each year to enable the Company to prepare a realistic budget every year. In
addition to the implied duties he will have the following specific functions;
3. To do all the basic tasks of the Manager, such as
(a) To plan the operations of his subordinates, organize, integrate, control and co-ordinate
their activities for maximum contribution to the Branch Manager as head of financial
unit.
(b) To post proper persons to various positions in the Branch, train and develop them to
accomplish their task effectively.
(c) To organize their role relationship
(d) To direct their work by clarifying their assignments, guiding them towards improved
performance and motivate them to work with zeal and confidence.
(e) To control them by measuring and correcting their activities to assure that events
conform to plans and
(f) To co-ordinate their work
(g) 2
4. He will also have the following specific duties, powers and responsibilities in regard to the
functional operation of the Branch.
1) To start chitties conforming to the pattern prescribed by the Head Office and achieve the
targets fixed by the Company;
2) To issue advertisements, if necessary, directly to the local dailies with the approval of the
Regional Manager.
3) To undertake personal canvassing of subscribers without detriment to the normal office
work.
4) To issue temporary receipts to persons from whom he collects money towards 1st instalment
during canvassing and remit such amounts to the office the same day or latest by the next
working day.
5) To acknowledge payments of subscription or to arrange acknowledge of payment of
subscription.
6) To issue variolas to the canvassing agents of the Company, necessary directions regarding
the procedure for the enrolment of subscribers, pay commission at the rates prescribed by
the Head Office of the Company from time to time and to maintain the Agent’s Register.
7) To give the security to be given by the foreman under section 15 of the Chitties Act.
8) To perform the duties and to exercise the rights of the foreman under the relevant
provisions of the Acts relating to the chitty.
9) To give a true copy of the variola to the subscribers and to file the acknowledgements with
the Registrar under the relevant provisions of the Acts relating to the Chitty .
10) To receive proxy form on behalf of subscribers enter the details in the register prescribed,
to file the proxy forms chitty-wise, and to be responsible for the proper inclusion of their
names in the auction/ draw.
11) To regulate and conduct the auction and drawing of the chitty at the time and place
mentioned in the variola, to sign the auction
12) To keep correct minutes of the proceedings of every auction and drawings, sign the minutes
on behalf of the foreman and to file a true copy of the minutes with the Registrar on the due
date.
13) To obtain sufficient security for the payment of future subscriptions and take steps for
valuation and scrutiny of the title deeds and to submit reports to the Regional Office /Head
Office in this regard, seeking sanctions, wherever necessary.
14) To take steps for the payment of prize money to the prized subscribers on the due date if
the subscriber has furnished adequate security for the payment of future subscriptions.
15) To keep all the registers and accounts to be kept by the foreman under the Chitties Act and
Rules and as directed by the Head Office/ Regional Office and ensure the correctness and
authentication by subordinate supervisory officers.
16) To remove defaulting subscribers and substitute others in their place and file a true copy of
the entry with the Registrar on the due date as prescribed in the Chitties Act and as directed
by the Head Office.
17) To take steps for the payment of the amount due to the defaulting subscriber on the due
date.
18) To demand in writing, consolidated payment of future subscription from defaulting
subscriber on the due date.
19) To accept and recognize transfer if it is in order and to make entries in the foreman’s books
and to file a true copy of the entry regarding transfer on the due dates.
20) To convene with the prior approval of the Managing Director, meeting of the General Body
of the subscribers under the Chitties Act, as and when necessary.
21) To discharge the duties of the foreman under Sections 40 &41 of the Kerala Chitties Act/
corresponding Sections of relevant act relating to the chitty
22) To prepare a separate Annual Balance Sheet for each chitty and to take steps for the audit
of such balance sheets and filing of copies with the Registrar at the appropriate time.
23) To prepare default lists and to watch defaults by prized / non-prized subscribers and to take
suitable steps at the proper time to recover the consolidated payments of all arrears and
future subscriptions in respect of prized defaulters.
24) To initiate timely action under R.R. Act to collect defaulted subscriptions or other dues
recoverable , wherever necessary.
25) To send intimation cards indicating the amount due for the next instalment to the
subscribers/ banks having standing instructions from the subscribers, timely.
26) To send recovery schedules to the drawing / disbursing officers in respect of subscribers
who have joined our salary deduction scheme and to ensure the remittances so received are
duly entered in the books of accounts promptly.
27) To file documents and to deposit the amounts as per the relevant provision of the Chitties
Act.
28) To develop chitty business of the branch by starting chitties timely and attain the budgeted
sala of business.
29) To study and review the working of the Agents attached to his Unit and to send to the
Regional Manager concerned their performance appraisal reports at periodical intervals.
30) To verify the correctness of the entries in the Money orders Register, sign the Money order
forms, and to receive the Money order, on behalf of the Company.
31) To ensure that all the amounts received by Money order on the day have been duly
acknowledged by the cashier.
32) To be responsible for ensuring the proper receipt, recording and accounting of the cheques
received in the Unit are written up on a current basis and satisfactorily maintained.
33) To ensure that the day-to-day accounts in the Units are written up on a current basis and
satisfactorily maintained.
34) To be responsible for timely closing of annual accounts.
35) To verify the scrutiny report, examine all the documents relating to the payment of prize
amounts, ensure that they are in order, identify the subscriber, sign the cheque and hand it
over to him personally, obtaining his acknowledgements on the voucher, cheque counterfoil
and personal ledger folio etc.
36) To see that the subscriber and sureties execute the security bond or agreement and all other
documents connected with the payment of prize amount in the manner laid down in the
Manual of Procedure;
37) To be responsible along with Assistant Manager /Deputy Manager and the Assistant
concerned for the adequacy of Security /surety and for the genuineness there of;
38) To be responsible along with Assistant Manager /Deputy Manager the accuracy of the prize
amounts paid and for ensuring that all the amounts due from the subscriber on the prized
ticket in question or recoverable from him in his capacity as a prized subscriber in respect
of any ticket or as surety to any other subscriber, or as loanee/ guarantor .
39) To be responsible for the proper identification of the subscriber and of his
acknowledgements on the documents, payment voucher, cheque counter foil, personal
ledger folio etc and hand over the cheques to the parties concerned.
40) To be responsible for the safe keeping of all the documents relating to the payment of prize
money/ removed subscribers contribution
41) To file the final balance sheet relating to the terminated chitties and to get the security
deposit released timely.
42) To reconcile the Bank accounts, Head Office Current Accounts and Regional Office
Current Accounts.
43) To ensure early clearance of amounts kept under suspense head and to send monthly
statement showing the suspense figures at the commencement of each such month and the
extent of reduction made during the month.
44) To arrange for the preparation of subscribers personal ledger schedules and their tallying
with control accounts.
45) To schedule payment of prize money in such a way that they are more or less evenly
distributed over the month, also taking into account the ways and means position and
giving priority of payment based on the date of receipt of surety/security applications and
subsequent execution of documents.
46) To transfer funds to the Regional Office within the date stipulated towards:
a) Other Branch collections
b) Salary deduction
c) Share of tax and Head Office administration overheads
47) To deposit the entire collections of a day in the bank the same day or on the morning of the
next day.
48) To make the physical verification of cash balance with the cashier/ Assistant Manager
/Deputy Manager/Assistant daily to see that it agree with the cash book balance and to
authenticate the correctness.
49) To introduce “internal check” as a control system and to ensure that the operations are
conducted in as efficient and well ordered manner;
50) To arrange to carry out special checks by Senior Assistant or Assistant Manager /Deputy
Manager when checks are not automatically carried out as part of system.
51) To check occasionally and ensure that the employees have already performed their assigned
duties (including carrying out checking procedure) satisfactorily;
52) To build up and enhance the reputation of the Company in its dealings with the subscribers
and prospects, fostering friendliness with the general public projecting always the good
image of the Company so that we may merit a reputation of our own for the quality of
service;
53) To see that the incoming mails are opened in his presence and to initial it with date, in
token of having seen it;
54) To maintain the Attendance Register, Casual Leave and other registers as laid down in the
M.O.P.
55) To dispose of all kinds of leave applications of his subordinates as laid down in the M.O.P
and as per rules.
56) To be responsible for the proper maintenance and updating of
a) Personal files of all employees in the Unit
b) Service records/books
c) Loans, advances and their repayments
57) To arrange compliance of law relating to Shops and Commercial Establishments Act by the
Units
58) To be in overall charge of receiving, recording and distribution of incoming mails and
despatch of all outward communications /articles.
59) To be responsible for general administration of the Branch;
60) To account all the assets of the Company and to safeguard it from losses of all kinds.
61) To purchase and distribute stationery items for amount not exceeding Rs.1,000/- at a time.
62) To render the following returns to the Head Office / Regional Office:
To Head Office :-
(a) Monthly reports regarding the activities in the Unit to be received on or before the 5 th of the
subsequent month
(b) Application for sanction of loan/advances in cases where the sanction does not fall within
his powers.
(c) Letters seeking Head Office sanction for the construction/ purchase of cash counters,
cabins, furniture, cycles, office equipments fans, fittings, reference books, periodicals and
other costly items;
(d) To ensure that all the due returns as per the Manual of Procedures are included in the
calendar of returns and that they reach Head Office/ Regional office on the due dates
prescribed.
(e) Any other returns that may be prescribed by Head Office from time to time;
To Regional Office
(a) Monthly reports regarding the activities in the Unit to be received on or before the 5th of
subsequent month
(b) Consolidated trial balance of a quarter by the beginning of the subsequent quarter
(c) Quarterly reports regarding the position of defaults and clearance thereof;
(d) Application for sanction of Loans and advances in case where the sanction falls with in the
power of Regional Manager.
(e) Leave application (half pay leave, leave on loss of pay, maternity leave, special casual leave
etc.) that require Regional Office sanction.
(f) Any other returns that may be prescribed from time to time;
63) To handle complaints from customers and others on matters regarding the conduct of
business of the Company;
64) To collect/ furnish liability details in respect of subscribers/ loanees, sureties/guarantors/
from/to other branches;
65) To establish proper liaison with the Sub-Registrars/ Chitty Auditors concerned.
For the efficient and faithful discharge of the above functions/duties, the Unit head will
have the following powers.
m) To receive Fixed Deposits as and when the Company decides to accept them and
subject to the restrictions imposed by the Head Office in this regard.
n) To sign Fixed Deposit Receipt/ Deposit in Trust jointly with the Assistant
Manager/Deputy Manager/ special Grade Assistant/ Senior Assistant subject to the
restrictions imposed by the Head Office in this regard.
o) To release Fixed Deposits subject to the rules and regulations in this regard.
p) To suspend, pending disciplinary proceedings, employees of his unit whenever felt
necessary to report the fact to the Regional Manager/ Managing Director Immediately
thereafter.
q) To appraise the performance of all his subordinates working in the Units and to act as
the Reporting Officer/ reviewing Officer as the case may be in respect of all the
employee subordinate to him.
r) To accept all postal articles including Registered Insured and Value Payable Post and
other articles addressed to the Unit.
s) To delegate his functions/ powers to the Assistant Manager/ Deputy Manager bearing in
mind that responsibility, being an obligation to perform, is owed to one’s superior, and
the Unit head can not reduce his responsibility by such delegation (Major functions/
activities that can be assigned to the Assistant Manager /Deputy Manager for smooth
and regular flow of work in the Unit are grouped under the duties/ functions/ powers of
Assistant Manager /Deputy Manager in the M.O.P. The Unit Head may add/ delete/ re-
group the activities listed therein to suit the convenience and the availability of the
supervisory posts in his unit)
t) To be responsible for giving assignment of duties to each Assistant Manager/Deputy
Manager as and when there is a change of personnel in this cadre and to forward an
acknowledged copy of the assignment order to the Regional Office for filing in the
personal file concerned.
66) To collect periodical interest on chitty security deposits from the treasury;
67) The Unit Head will also have the following specific duties, powers and responsibilities in
regard to the conduct of loan schemes.
a) To register names of prospective loanees on getting the prescribed registration fee.
b) To process loan application with in his limit and sanction the same after obtaining
sufficient security.
c) To communicate sanction of the advance to the loanee
d) To see that the agreement in stamp paper of the requisite value is executed by the loanee
and guarantors and all other documents connected with the loan transaction are in the
manner as laid down in the Manual of Procedure.
e) To appoint dealers for supply of articles under the CVL scheme of the Company as per
the terms prescribed by the Head Office.
f) To issue delivery order in the prescribed form for the supply of the articles under the
CVL scheme.
g) To pass for payment the bills received from suppliers after ensuring its correctness and
make payment deducting commission if any, due to the Company by means of account
payee crossed cheqes.
h) To see that the agreement in connection with the payment of NHFS is duly executed in
the manner as laid down in the M.O.P and pay the advance as per the rules of the
Scheme and the M.O.P
i) To issue pass book indicating there in the monthly premium payable.
j) To take timely action for insurance/ renewal of the insurable articles supplied under the
CVL scheme.
k) To keep all the registers and accounts to be kept by the company as contemplated in the
M.O.P
l) To prepare default list and to watch defaults by loanees and to take suitable steps at the
proper time to recover the dues.
m) To initiate timely action under Revenue Recovery Act to collect the CVL dues or other
dues recoverable.
n) To send recovery schedules to the drawing /disbursing officers in respect of loanees
who have joined our salary deduction scheme and to ensure that the remittance so
received are duly entered in the books of accounts promptly,
o) To develop CVL business of the Unit and attain the budgeted business in time.
p) To verify the scrutiny report, examine all the documents relating to disbursement of
house loan, ensure that they are in order, identify the loanee, sign the cheque and hand it
over to him personally, obtaining his acknowledgement on the voucher, cheque
counterfoil etc.,
q) To be responsible along with the Assistant Manager/Deputy Manager concerned for the
adequacy of security/ surety and for the genuineness there of;
r) To arrange for the preparation of loanees personal ledger schedules and their tallying
with control accounts,
s) To schedule execution of loan agreements in such a way that they are more or less
evenly distributed over the month taking into account the ways and means position and
giving priority of payment based on the date of receipt of applications and subsequent
execution of documents.
Any other duties that may be assigned to him from time to time.
Assistant Manager/Deputy Manager will be the front line supervisor in the Officers’ Cadre
who will discharge the following duties, functions and exercise the following powers and
report direct to the Unit Head.
1. To do all the basic tasks of the front line supervisor, such as:
(a) To plan the operations of his subordinates organize, integrate, control and co-ordinate
their activities for maximum contribution;
(b) To post proper persons to the various positions under his control, train and develop
them to accomplish their task effectively;
(c) To organize their role relationships;
(d) To direct their work by clarifying their assignments, guiding them towards improved
performance and motivating them to work with zeal and confidence;
(e) To control them by measuring and correcting their activities to assure that events
conform to plans and to co-ordinate their work.
1. To be responsible for supervising and checking of all collection activities of the Branch, i.e.
all work relating to the receipt of money by all modes, issue of official receipts, passing of
entries in the pass book, etc., on behalf of the Company and proper maintenance of the
primary records and registers relating to such transactions;
2. To ensure by test check or complete check as may be appropriate that all the financial
transactions under his section are in order, in accordance with the law/ regulations/ MOP
affecting such transactions, in accordance with the accepted policies and procedures of the
Company and in conformity with the instructions issued by the Head Office of the
Company from time to time.
3. To verify the correctness of the entries in the Money Order Register with reference to the
Money Order Forms to initial every entry in the Money Order Register authenticating its
correctness, sign the M.O. Forms by way of acknowledgement on behalf of the Company
and ensure that receipts for remittances by Money Order are correctly prepared and
despatched to the parties on the day itself.
4. To verify the total of the entries in the Money Order Register and to ensure all the amounts
received by the Money Order have been duly acknowledged and accounted by the cashier.
5. to be responsible for the correctness of the entries made in the Money Order Register and
of the amounts received and recorded in the Money Order Register.
6. To correspond with persons from whom the Money Order has been received in cases
where proper details regarding such remittances are not available.
7. To receive and enter all the cheques/demand drafts received in the “Cheques/Bank Drafts
Sent for Collection Register” and to get defects, if any, rectified or to return the cheques to
the parties on the same day if the defects noticed could not be got rectified, close the
register every day, pass them on to the Assistant Manager/Deputy Manager (Accounts)
where there is one, on proper acknowledgement together with the Register duly installed
and get the entries in the Register attested by the Branch Manager every day;
8. To ensure that the cheques / bank drafts are duly crossed and if not, to cross them “Account
Payee”;
9. To be responsible for the proper receipts and recording of the incoming cheques until
handed over to the Assistant Manager/ Deputy Manager (Accounts) where there is one and
acknowledged by him, and for the keeping of chequecovering slips/letters.
10. To supervise the postings in the Chitty Collection Registers/ Chitty Day Book, Personal
Ledgers/ Loan Registers/ Sugama Account Ledger and Collection Registers, and all the
other relevant registers and to ensure the preparation of daily collection summary on the
date it self;
11. To supervise and check the postings in the Personal Ledger
12. To ensure timely preparation and tallying of quarterly collection summary and forward to
the Assistant Manager/Deputy Manager (Accounts) along with the journal voucher for
being posted in the Chitty Ledger.
13. To ensure that the amount kept under suspense are cleared in time.
(i) To ensure correspondence relating to queries in respect of remittance of subscribers,
loanees, depositors, review the position of work in his section and to submit the
report to the Branch Manager at the end of every month
(ii) To prepare the aspect of the monthly report relating to his section and submit to the
Branch Manager at the end of every month.
(iii) To prepare draft replies to the queries relating to his section, received from the Audit/
Inspection wing;
14. To regulate and conduct the draw/auction to act as proxy on behalf of the subscribers who
have authorised the Branch Manager for such participation initial the Auction Proceedings
Register along with the Assistant who help him at the Auction/ Draw and obtain the
signature of the Branch Manager therein or sign it himself in the absence of Branch
Manager;
15. To ensure that the auction minutes are prepared and signed correctly and to ensure that the
true copies of the minutes are filed with the Registrar on the due dates.
16. To get the auction proceedings voucher prepared, initial it and to pass it on to the Assistant
Manager/Deputy Manager (Accounts) where there is one, and to be responsible for its
accuracy.
17. To ensure that all formalities in the conduct of auction such as the obtaining of auction
difference receipts, affixing of “auction/ prized” seal in the personal ledgers, intimation
regarding prize winning to the subscribers who have authorised the Branch Manager as
proxy, calculation of dividend, arrangement of printing of monthly intimation cards,
preparation of dividend lists, sending of recovery schedules to the Heads of Office in
respect of subscribers/ Loanees who have opted for the salary deduction scheme, filing of
minutes with the registrar, depositing of amounts in approved bank as per the Kerala
Chitties Act, etc, are observed correctly and in time.
18. To get the default statements (prized, non-prized and loan schemes) prepared in time,
ensure its accuracy, to sign it and forward the same to the Assistant Manager/Deputy
Manager (General) where there is one, for follow-up action or to initiate the follow-up
action himself.
19. To operate the Bank account of the Branch jointly with the Branch Manager or jointly with
any other Assistant Manager/ Deputy Manager where there is one or Special Grade
Assistant where there is one or the senior most Senior Assistant of the Branch.
20. To make physical verification of cash with the Cashier at the close of business every day, to
certify the fact of having made such verification in the cash scroll and to bring to the notice
of the Branch Manager difference between the actual physical cash and book balance;
21. To arrange for the preparation of chitty balance sheets and its filing.
22. to attend to all other work which can be classified under collection and attend to the duties
of the other Assistant Manager/ Deputy Manager in his absence and to do any other work
that may be assigned to him by the Branch Manager as and when the exigencies demand.
1. To scrutinize the cheques/ demand drafts and ensure they are in order;
2. To sign pay-in-slips, initial the entries in the “Cheque Sent for Collection Register” to
ensure that all cheques/ demand drafts received on the day are deposited with the Bank the
next day and to keep the counterfoils/ duplicate copy of the cheques pay-in-slips;
3. To check and sign the cheque Dishonour Advice and ensure its despatch to the subscriber
in time;
4. To be responsible for the remittance of daily cash collection (including the Money Order
collection) in to the bank on the date of collection itself or latest by the next working day,
for the maintenance of the Cash in Transit Register and to submit the pay-in-slip, duly
signed by him overleaf, along with the voucher to the Branch Manager for his information.
5. To ensure once in every fifteen days that the cheques sent for collection are either realised
or dishonoured and the entries in the Cheque Sent for Collection Registerare complete in
every respect.
6. To trace the fate of every cheques that remain to be realised for more than 20 days and to
take follow up action.
7. To be responsible for the safe keeping of the cheques received until they are deposited in to
the Bank and to ensure that the cheques/ demand drafts deposited in the Bank have been
duly acknowledged by the Bank on the counterfoil/ duplicate copy of the pay-in-slip;
8. To verify and initial transfer chalans and to be responsible for any erroneous or fraudulent
entry in respect of such chalans.
9. To ensure the writing up of the Main Cash Book, to sign it and to check the postings of
General Ledger and to be responsible for the accuracy of the postings.
10. To get vouchers prepared for transferring collections received from prized/auctioned
subscribers based on the minutes, from non-prized collection account to the prized
collection account on the date of auction/ draw for payments to be made from the Branch
and to be responsible for its accuracy.
11. To ensure the writing up of the Chitty Ledger.
12. To verify the scrutiny report, ensure that the prize amount payable agrees with the figures
shown in the original auction minutes, ensure with reference to books of accounts that the
deductions to be made as shown in the report are accurate and initial the scrutiny report.
13. To examine all the documents concerned with the payment of prize amount and other
payments and ensure that they are generally in order and in particular ensure that all the
amounts mentioned in the documents are accurate.
14. To get all payment vouchers prepared, to check and initial it, and to be responsible for its
accuracy.
15. To be responsible for the accuracy of the prize amounts and other payments made and for
ensuring that all amounts due from the subscribers on the prized tickets in question or
recoverable from him in his capacity as a prized subscriber in respect of any other ticket or
as security to any other subscriber in the same Branch or other Branches or as loanee/
guarantor are recovered.
16. To be in charge of the imprest cash and to make payment towards expenses such as
stationery, miscellaneous office expenses, etc., after such payments are passed by the
Branch Manager.
17. To review and submit monthly work position reports to the Branch Manager.
18. To ensure satisfactory maintenance of accounts in the branch, arrange the preparation of all
statements/ schedules relating to the accounts and to render all returns relating to Accounts
to the Head Office/ Regional Office.
19. To ensure timely completion of annual accounts and related statements.
20. To ensure rectification of defects/ points/ objections raised in the statutory/ Accountant
General/ Internal Audit or in the inspection and to take appropriate measures for the timely
rectification of defects.
21. To transfer funds to Regional Office to wards:
(a) Salary deduction
(b) Share of tax and Head Office administration overheads along with the other Branch
collection.
(c) For meeting emergency requirements.
22. To get the Bank account and Head Office Current Account/ Regional Office Current
Account reconciled monthly and to give the reconciliation statement, by 15th of every
succeeding month
23. To conduct preliminary audit of all bills of expenses and other claims including T.A claims
against the Company before submission to the Manager for approval and clearance;
24. To be responsible for the safe custody of all the relevant records, registers, vouchers etc.,
handled by him and seats under his control.
25. To closely watch the accrual of interest on the security deposit with the Treasuries and to
take timely action top claim and collect the periodical interest.
26. To operate the Bank account of the Branch jointly with the Branch Manager or jointly with
the Assistant Manager/ Deputy Manager where there is one Special Grade Assistant or
senior most Senior Assistant of the Branch;
27. To attend to the duties of any Assistant Manager/ Deputy Manager in his absence;
28. To attend any other work coming under ‘Accounts’ and to attend any other work that may
be assigned to him as and when exigencies demand.
1. To initiate action for the starting of chitties in the Branch and to arrange the release of
advertisements with the approval of the Branch Manager.
2. To assist the Manager in canvassing subscribers as and when necessary
3. To issue variolas to the prospective subscribers, after getting the “Direct Enrolment” seal
affixed there in;
4. To issue variolas to the canvassing agents of the Branch, maintain the Agents Register and
verify the claims for commission received from agents;
5. To arrange for the issue of true copies of the variola to the subscribers and to file their
acknowledgements with the Register on the due date;
6. To obtain sufficient security for the payment of future subscription.
7. To take steps for the payment of prize money to the prized subscriber on the due date, if the
subscriber has furnished adequate security for the payment of future subscriptions, and to
intimate the fact to the prized subscribers;
8. To verify the genuineness/ liability of the subscribers/ sureties;
9. To get the scrutiny report on the security/ surety prepared and verify it with reference to the
security/surety applications and other relevant records/ registers;
10. To be equally responsible along with the Manager for the adequacy of the security/ surety
and for their genuineness thereof;
11. To verify the scrutiny report, ensure that the prize amount payable agrees with the figures
shown in the auction minutes, ensure with reference to the books of accounts that
deductions to be made as shown in the report are accurate and initial the report in token of
its accuracy.
12. To examine all the documents concerned with the payment of prize amount and ensure that
they are in order and correct and complete in all respects;
13. To ensure that all preliminaries relating to the payment of removed subscriber’s
contribution are observed before payment is effected to the proper payee;
14. To identify the subscriber, initial the payment voucher, cheques counterfoil and personal
ledger folio, etc., and effect payment of prize money along with the Branch Manager and in
the absence of the Branch Manager with the authorised Officer.
15. To arrange for the proper maintenance of the Document Register, surety/ Subscriber Index
Register, the Security Inward Register and the Trunk Call Register;
16. To be responsible for the safe keeping of all documents relating to the payment of prize
money/ removed subscriber’s contribution subject to the direction, control and supervision
of the Branch Manager;
17. To see that the subscriber and sureties execute the security bond or agreement and all other
documents connected with payment of prize amount in his presence, witness their
signatures along with the assistant working in the payment section and to be responsible for
the proper identification of the signatories to the documents;
18. To be responsible along with the Branch Manager/ Assistant Manager/Deputy Manager/
Assistants concerned for the accuracy of the prize amount paid.
19. To remove defaulting chitty subscribers and substitute others in their place as per rules after
obtaining prior permission from the Branch Manager;
20. To take steps for payment of the amount due to defaulting subscriber on the due date;
21. To take suitable steps in cases where the prized/ auctioned subscribers decline to claim the
prize money;
22. To get the chitty balance sheets audited and to get the security deposit in terminated chitties
released in time;
23. To watch defaults by prized/ non-prized subscribers/ loanees and to take suitable steps at
the proper time to collect such defaults and to initiate RR steps wherever necessary.
24. To supervise the work relating to the Fixed Deposit/ Security Deposit in Trust/ Sugama
Deposit collected by the Branch and payment of periodical interest thereon;
25. To operate the Bank account of the Branch jointly with the Branch Manager or jointly with
the Assistant Manager/ Deputy Manager where there is one Special Grade Assistant or
senior most Senior Assistant;
26. To be responsible for the safe custody of all the relevant records, registers, vouchers etc.,
handled by him and sections under his control.
27. To be responsible for the safe keeping of the Assets of the Branch and maintenance of
Fixed Asset Register;
28. To be in charge of receiving, recording and distributing of incoming mails after its being
seen by the Branch Manager and despatch of all outward communications;
29. To be responsible for the entire personnel administration of the Branch for the proper
maintenance of Attendance Register, Casual Leave Register and other leave accounts,
personal files, service records/ books , provident fund records, loans, advances and its
repayment etc;
30. To be responsible for the verification of stock of stamps and franking machine balance with
reference to the despatch register every day and ensure its correctness;
31. To initiate action for the purchase, stocking and distribution of stationery items with prior
approval of the Branch Manager;
32. To be in-charge of the stock of loan application forms and to maintain the loan application
inward register and to scrutinize the applications including the security offered and to
recommend sanction.
33. To be responsible for the maintenance of the registers relating to CVL/ CVL Dealership
Register, etc;
34. To attend to all enquiries and complaints from subscribers/ loanees/depositors on matters
relating to his functional responsibility and to sign and send fair copies of the
communications (drafts of which have been approved by the Branch Manager) to them;
35. To attend the duties of any Assistant Manager/Deputy Manager in his absence.
36. To attend to any other work that may be assigned to him from time to time;
For the faithful discharge of their functions, the Assistant Manager/ Deputy Manager will
have the following specific powers/ responsibilities :
A movement register shall be maintained in the Head Office/Regional Office and in the
Units in the prescribed form.
(ii) In the case of persons on leave/ tour/ other duty, the following abbreviations may be
used to indicate the nature of the absence:
The custody of the Attendance Register shall, in the Head Office, be with the
Administrative Officer, in the Units with the Assistant Manager/Deputy Manager
concerned and in the Regional Offices with the Officer concerned and in his absence the
mentioned above with the authorised employee.
At the close of every calendar month the authorised Officer shall review the Attendance
Register and record cases of forfeiture of eligible leave on account of late comings in the
remarks column of the Attendance Register. If there are no cases of forfeiture during a
month the following certificate shall be recorded in the Attendance Register.
3.6 HOLIDAYS
All holidays declared by the Government of Kerala as holidays for its employees will be
holidays for the company also, unless declared to be restricted to specific department in
which the Company is not included.
In addition to the above, the local holidays either whole or part declared by Government are
also available to Company employees of the respective locality. At the beginning of every
year, a list will be drawn up and released showing the public holidays on the basis of the
public holidays declared by the Government. In addition to the holidays fixed for each
year all Sundays and Second Saturdays will be holidays for the Company.
proposed to
Nature of work
Actual time of
Expected time
leaving the
Places
performed
of return
Purpose
remarks
Office
Initial
return
Initial
visit
(ii) When the Unit Heads leave the office for the purpose noted above or otherwise he will
hand over charge of his duties to the senior most Assistant Manager/Deputy Manager/
Special Grade Assistant/ Senior Assistant / Junior Assistant as the case may be, by
recording the same in the diary and obtaining the signature of the staff member who is
entrusted with the duty in his absence. This can be recorded as a running note below the
details in the column giving particulars of the absence.
(iii) While on leave or on tour for canvassing or other purpose, the procedure in item (ii)
above, may be repeatedly followed in addition to sending to Regional Office/ Head Office
the leave application /tour programme sufficiently in advance.
(iv) This Diary, when the Unit Heads are present in the Office will be kept by them and when
absent, must be entrusted to the person who holds the charge of the Unit Head in his
absence.
(v) In case the Unit Head is on EL / HPL /CML full additional charge will be gone senior
most Assistant Manager
3.8 MAINTENANCE OF OFFICE KEY REGISTER.
Branches should maintain a key register providing necessary columns
3.18 INDEBTEDNESS
As insolvency or habitual indebtedness impairs the efficiency and usefulness of an employee,
every employee is forbidden from entering into pecuniary arrangements which are liable to
render him insolvent and indebted.
CHAPTER I
General
1. PRELIMINARY :: A Theses Orders may be called the Kerala State Financial Enterprises
Limited Employees Standing Orders.
2. APPLICABILITY ::
(i) These Orders shall apply to all whole time employee of the Company except :-
a) The Managing Director, whose terms of appointment and remuneration are determined by
the Governor of Kerala under Article 26 of the Articles of Association of the Company.
Unless the application to him of all or any of these orders has been approved by the
Governor of Kerala.
b) Those on deputation from the service of the Central or State Governments, Government
Companies or Statutory Corporation, and
c) Those employed on special contracts, on terms and conditions varying from the
provisions of these orders.
(ii) These orders shall also apply to Trainees to the extent to which specific provision has been
made in these orders.
3. DEFINITIONS ::
(i) In these Orders unless there is anything repugnant in this subject or context :-
a) “Basic pay” means the amount drawn monthly by an employee as :-
(i) The “Basic Pay” which has been sanctioned for the position held by him,
(ii) Any other emoluments which may be classed as “basic pay” by the Board.
b) “Board” means the Board of Directors of the Company.
c) “Chairman” means the Chairman of the Board of Directors of the
Company.
d) “Competent Authority” in respect any employee to whom these orders
apply, means the authority to whom such powers are delegated from time
to time and where no such specific delegation is made the authority in
whom the power to appoint such employees is vested from time to time by
the Board of Directors.
e) “Company” means The Kerala State Financial Enterprises Limited.
f) “Duty” includes:
(i) Service as a probationer provided such service is followed by absorption in the regular
service of the Company.
(ii) Period during which an employee is on joining time;
(iii) Period spent on Casual Leave and special casual leave duly authorised; and
(iv) Period spent in a course of instruction or training duly authorised.
g) “Family” includes persons mentioned below and wholly dependent on the
employee.
(i) unemployed wife or husband
(ii) dependent children including stepchildren
(iii) dependent brothers below 18 years of age and unmarried or widowed sisters.
(iv) Depended father and/or mother
h) “Government” means the Government of Kerala
i) “Leave Salary” means the monthly amount paid to an employee on leave.
j) “Managing Director” means any Director appointed by the Governor
under Article 26 of the Articles of Association of the Company.
k) “Probationer” means an employee appointed on probation.
l) “Salary” means the basic pay and other allowances which an employee is
entitled to draw by reason of his position; but excluding conveyance or
travelling allowances.
m) “Secretary” in relation to any powers exercisable by him, includes an
officer authorised by this Managing Director exercise the powers of the
Secretary during the temporary absence of the Secretary.
n) “Service” includes the period during which an employee is on duty as
well as on leave duly authorised but does not include any period during
which an employee is absent from duty without permission or overstays
his leave, unless specially permitted by the Managing Director.
o) “Subsistence Allowance” means a monthly grant made to an employee
who is not in receipt of salary or leave salary.
p) “Trainee” means a person undergoing training in the Company.
q) “Permanent Employee” means an employee who is confirmed in the
permanent establishment of the Company.
r) “Temporary Employee” is an employee appointed on a temporary basis
by the Company.
(ii) Other expressions occurring in these orders, but not defined herein, shall have the meanings
assigned to them in the respective contexts.
CHAPTER II
Appointment , Probation and Termination of Service
SECTION -1 APPOINTMENTS
10. AGE :: The provisions made in the Kerala State Financial Enterprises Limited
Recruitment Rules shall be followed in all cases.
SECTION – 2 PROBATION
14. CONFIRMATION ::
(i) No person appointed to a position on probation or promoted on probation to a higher
position shall be confirmed unless he successfully completes the probation and the
appointing authority orders his confirmation.
(ii) After the expiry of the period of probation in the absence of orders to the contrary, within a
reasonable periods it will be deemed that the employee is confirmed in the post.
19. SENIORITY ::
(i) A list of employees of the Company arranged in the order of seniority in each separate
category shall be maintained.
(ii) In determining the seniority of an employee in a particular category, the provisions in rule
VI of the Kerala State Financial Enterprises Limited Recruitment Rules will be followed
generally.
20. PROMOTION ::
(i) Promotions to positions in the service of the Company shall be made from among qualified
and suitable employee as specified in the Kerala State Financial Enterprises Ltd.
Recruitment Rules by the appropriate authority.
(ii) The promotion of an employee shall depend entirely upon his efficiency in the discharge of
his duties.
(iii) For the purpose of assessing the efficiency of employees such suitable records for the
periodical assessment of the performance of each of the employees, as may be prescribed
by the Managing director, shall be maintained.
CHAPTER IV
Conduct, Discipline & Appeals
SECTION 1 CONDUCT
22. SCOPE OF SERVICE :: Unless in any case it be other wise distinctly provided,
the whole time of an employee shall be at the disposal of the Company and he/she shall
serve the Company in its business in such capacity and at such place as he may from time
to time be directed.
23. The Company will be under the jurisdiction of the Vigilance Division.
32. ACCEPTANCE OF GIFT :: No employee shall solicit or accept any gift from
any customer or person having dealings of any sort with the Company or from any
subordinate employees.
36. SUSPENSION ::
(i) The competent authority may at any time place and employee of the Company under
suspension.
a) Where disciplinary proceedings against him is contemplated or is pending.
OR
b) Where a case against him in respect of any criminal offence is under investigation or
trial
OR
c) Where final orders are pending in the disciplinary proceedings, if the appropriate authority
considers that in the then prevailing circumstance it is necessary, in the Company’s interest,
that the employee should be suspended from service.
(ii) Where the order of suspension is made by an authority lower than the Managing Director,
such authority shall forthwith report to the Managing Director, the circumstances in which
the order was made.
(iii) The Managing Director may, if he considers necessary suspend an employee who is
detained in custody whether on a criminal charge or otherwise for a period exceeding forty
eight hours, from the date of detention and place him under suspension until further orders.
(iv) Where a penalty of dismissal or removal from the service imposed upon the employee is set
aside in appeal or on review under these rules and the case is submitted for further enquiry
or action or with any other directions the order of suspension shall be deemed to have
continued in force from the date of the original order of dismissal or removal and shall
remain in force until further orders.
(v) An order of suspension made or deemed to have been made under these rules may at any
time be revoked by the authority which made or deemed to have made the order or by any
authority to which that authority is subordinate.
(vi) Where an employee is placed under suspension he shall be paid a subsistence allowance at
the rates, terms and conditions prescribed under the Kerala Payment of Subsistence
Allowance Act, 1972.
SECTION 2 - DISCIPLINE
SECTION 3 - APPEAL
39. RIGHT TO APPEAL :: An employee who has been aggrieved by an order imposing a
penalty on him shall have a right of appeal against such order passed by a superior
authority provided, that the appeal shall be filed within 30 days of receipt of such order.
The appellate authority shall be:
(i) In case the order appealed against was passed by an authority subordinate to the Managing
Director; Managing Director.
(ii) In case the order appealed against was passed by the Managing Director to the Board of
Directors.
42. SUBMISSION OF APPEALS :: The appeal which is not with held shall be forwarded to the
appellate authority with the comments of the authority which made the order appealed
against without any avoidable delay, and with the relevant records.
47. FIXATION OF PAY :: When the scale of pay of a position has been changed, the pay
of an employee shall be fixed by a competent authority in case the scale of pay of the
position which he is holding has been changed.
51. INCREMENTS ::
(i) In an incremental scale, the increment shall accrue on the completion of each specified
period of service on each stage of that scale whether such service be probationary or
confirmed.
(ii) An increment shall be drawn only on specific sanction from the competent authority on the
recommendation of the person under whose control and superintendence the employee has
worked during the period.
(iii) Where an efficiency bar is prescribed in the time scale the increment next above the bar
shall not be given to an employee with out the specific sanction of the competent authority.
(iv) No increment may be withheld except as a disciplinary measure as provided for in these
Regulations and each order withholding an increment shall state the periods for which it is
withheld and whether the withholding shall have the effect of postponing further
increments.
52. GRANTING OF EXTRA INCREMENTS :: The Managing Director may with the
approval of the Chairman grant extra increments to an employee in recognition of
outstanding ability of an employee or meritorious service rendered by him provided that
such increment shall not affect the seniority of any other employees of the Company.
CHAPTER – VI
Leave and Joining time
SECTION 1 – GENERAL
54. KINDS OF LEAVE :: Subject to the provisions of these Orders, the following kinds
of leave may be granted to an employee:
i) Earned Leave
ii) Casual Leave
iii) Special Casual Leave
iv) Half Pay Leave
v) Leave on Loss of Pay
vi) Maternity Leave
vii) Compensatory Holidays.
62. CALCULATION OF EARNED LEAVE :: All employees shall be entitled to earned leave
on full basic-pay and allowances at the rate of one-eleventh of the period spent on duty,
provided that an employee shall cease to earn such leave when the earned leave due
aggregates to 180 days and provided also that the maximum period of earned leave that can
be granted to an employee at a time shall not exceed 120 days.
Provided that in respect of the first year of service the earned leave admissible shall be one-
twenty second of the period spent on duty, provided further that allowances admissible to
an employee during the period of earned leave shall not include any allowance granted for
specific duties (e.g. stencilling allowance)
67. SALARY DURING HALF PAY LEAVE :: An employee on Half-pay Leave is entitled
to basic pay and allowances at half the rate applicable in the case of earned leave as
specified in these orders.
68. LEAVE ON LOSS OF PAY : LEAVE WITHOUT PAY AND ALLOWANCES :: Leave
on loss of pay may be granted to an employee in special circumstances.:
(i) When no other leave is admissible;
(ii) Except in the case of a confirmed employee, the duration of leave on loss of pay shall not
exceed a total period of three months.
(iii) An employee may be granted leave on loss of pay in combination with or in continuation
of leave of any other kind admissible to him.
(iv) No pay and allowances shall be admissible during the period of leave on loss of pay.
(v) An employee may be granted leave on loss of pay if the company so desires, for enabling
him to take up foreign assignment, the maximum period of leave on loss of pay that can be
thus sanctioned to an employee shall be determined by the Managing Director in
conformity with the Govt: rules and Regulations Prevailing in this respect from time to
time.
70. LEAVE COUNTING FOR INCREMENTS :: Periods spent on all kinds of leave other than
‘leave on loss of pay’ shall count for increment.
CHAPTER - VII
Compensatory Allowance
SECTION 1 - GENERAL
73. AT WHAT RATE TO BE PAID :: Until the Board otherwise determines the Dearness
Allowance and House Rent Allowance shall be paid to the employees of the Company at
the same rates and subject to the employees of the Government of Kerala form time to time.
74. TRAVELLING ALLOWANCE :: Travelling Allowances that will be admissible to the
employees shall be at rates as sanctioned by the Board from time to time.
JOINING TIME
75. JOINING TIME MAY BE GRANTED :: Joining time may be granted to an employee
to enable him to join a new position to which he is transferred.
76. CALCULATION :: Three days are allowed for preparation and in addition one day is
allowed for every 500 kilometres by Railway 500 kilometres by motor vehicle or other
public conveyance. A day is also allowed for any fractional portion of the distance above
mentioned.
77. PAY & ALLOWANCES DURING JOINING TIME :: An employee is entitled to draw
during joining time the pay he would have drawn if he had not been transferred or pay he
will draw on taking charge of the new position, whichever is less. An employee transferred
during leave shall draw, if he joins the new position without returning from leave the leave
salary admissible to him during the leave period.
78. OVERSTAY AFTER JOINING TIME :: An employee who does not join his post with
in the joining time allowed to him shall be deemed to have committed breach of regulation
No.31 and his absence from duty beyond the admissible period of joining time will be dealt
with under the provisions of regulation No.31(ii).
82. WORKING HOURS :: The working hours for the Head Office, Branches and other
offices of the Company shall be so prescribed by the Managing Director from time to time
subject to provisions of any statute in force.
83. PUBLICATION OF STANDING ORDERS :: A copy of these orders in English and
Malayalam shall be pasted at the Manager’s Office and on notice board maintained at the
Head Office and other branches of the establishment.
CERTIFIED
Sd/
Note:: Leave, joining time etc., have been subsequently amended as per bilateral
settlements. Hence please refer the relevant clauses also.
III OFFICE DISCIPLINE
5.4 LEAVE
(a) Ordinary Leave.
(i). Earned Leave
Surrender of Earned Leave
(ii) Half Pay Leave
(iii) Commuted Leave
(iv) Leave Without Allowances:
(b) Special Leave ::
(i) Special Disability Leave
(ii) Study Leave
(iii) Leave for foreign Employment
(iv) Maternity Leave
(c) Casual Leave
General Conditions
Leave Salary
Application Form for leave
Maintenance of Service book
RECRUITMENT RULES
“KSFE MEDICAL BENEFITS RULES”.
RULES RELATING TO EMPLOYEES HOUSE LOAN SCHEME OF THE COMPANY.
RULES FOR ADVANCE FOR THE PURCHASE OF MOTOR CONVEYANCE
V RECRUITMENT RULES AND SERVICE CONDITIONS
5.3 ALLOWANCES
The various allowances paid to the employee of the Company fall under the following
heads:
(a) Dearness Allowance
(b) House Rent Allowance
(c) Cashier’s Allowance
(d) Allowance to Drivers
(e) Washing Allowance
(f) Chappal Allowance
(g) Conveyance Allowance
(h) Cycle Allowance
(i) Tea Allowance
(j) Franking /Despatch Allowance
(k) Hill Tract Allowance
(l) Allowance to physically handicapped.
(m) Festival Allowance
(n) Charge Allowance
(o) Spectacle Allowance
(a) Dearness Allowance :: This is payable to all officers and employees of the Company at the
rates admissible to state Government servants from time to time.
(b) House Rent Allowance :: This is paid to all officers and employees of the Company at the rates
admissible to state Government servants from time to time.
(c) Cashier’s Allowance :: Any Assistant who is in charge of cash is eligible for Cashier’s
Allowance at the rates prescribed below:
(d) Allowance to Drivers :: This allowance is paid to Company Drivers for odd hours of
work and for car washing. The present rate of allowance is Rs.450/- per month..
(e) Washing Allowance :: The subordinate staff and PT employees who are supplied with
uniforms are paid an allowance for washing uniforms at the rate of Rs.120/- per month.
(f) Chappal Allowance :: The subordinate staff and PT employees supplied with uniforms
are paid an allowance at the rate of Rs.200/- per month .
(g) Conveyance Allowance :: All Officers in the Company are eligible for conveyance
allowance at the rates prescribed below.
Category Officers
All Assistant Managers/Deputy Manager 225/-
All Officers other than Assistant Manager/
Deputy Manager 338/-
In the case of the following category of Officers who own and use vehicles as specified
will be reimbursed the actual cost of fuel or the amount shown against such category
whichever is less.
All Asst.Managers//Deputy Manager who own
and use motor vehicle 0
All Officers other than Asst.Managers//Deputy
Manager who own and use motor vehicle 450/-
All Officers other than Asst.Managers/Deputy
Manager and Grade I Officers who own and use
motor car 675/-
All Grade I Officers who own and use motor car 750/-
All Officers under super grade who own and use
motor car 1000/-
(h) Cycle Allowance :: Peons are paid Cycle Allowance at the rate of Rs.160/- per month.
(i) Tea Allowance :: Tea Allowance is paid to night watchman at the rate of Rs.150/- per
month.
(j) Franking /Despatch Allowance :: Franking /Despatch Allowance is paid to subordinate
staff for operating Franking /attending Despatch work at the rate of Rs.100/- per month.
(k) Hill Tract Allowance :: This Allowance is paid to the employees for working in places
and at the rates specified by Government of Kerala for the purpose.
(l) Allowance to physically handicapped :: Physically handicapped employees are paid
Conveyance Allowance at the rate admissible to such government servants.
(m) Festival Allowance :: Festival Allowance is paid to employees of the Company who are
not eligible for bonus, at the rate admissible to Government servants from time to time.
(n) Charge Allowance :: Charge Allowance is admissible to an employee for performing the
duties of a post which is higher/ equivalent/ lower to his post subject to the conditions
specified hereunder.
An employee is eligible for charge allowance for holding full additional charge and
discharge current duties of higher post at the rates applicable as per KSR.
(o) Spectacle Allowance :: An employee is eligible for Spectacle Allowance twice in service
with five year gap.
5.4 LEAVE
Application for leave should be made in the prescribed form and submitted in advance of
the date from which leave is required. Leave should be availed of only after getting it
sanctioned by the appropriate authority. In exceptional and unavoidable circumstances
when leave is availed of before getting it sanctioned the employee concerned shall
explain to the satisfaction of the appropriate authority the full circumstances
necessitating such availing of leave by him.
The following are the important types of leave admissible to the company employees.
Leave applicable to KSFE employees are classified into 3 categories.
(a) Ordinary Leave.
(b) Special Leave.
(c ) Casual Leave
Earned leave application should be in the form prescribed and submitted in advance. At
the Unit level earned leave and leave surrender not exceeding 30 days at a stretch is
sanctioned by the Unit Head in respect of a member of staff in the Unit including the
staff working in the Office of the Special Deputy Tahsildar. The earned leave/leave
surrender application shall be submitted to the Unit Head through the Assistant
Manager/ Deputy Manger/ Special Grade Assistant/ Senior Assistant as the case may be,
and the Assistant Manager/ Deputy Manger/ Special Grade Assistant/ Senior Assistant
will after verification of the leave account record his recommendation and eligibility for
the leave/surrender applied for and submit it to the Unit Head. The Unit Head shall
record his orders either sanctioning or refusing the leave/surrender applied for under
intimation to the employee concerned. In the case of refusal the Unit Head should
record the specific reasons therefore under intimation to the employees.
All earned leave/ surrender leave applications of the Unit Head and earned leave
applications exceeding 30 days in respect of employees working in Units shall be
forwarded to the Regional Manager concerned. The Regional Manager shall have the
credit verified and record his orders sanctioning or refusing the leave/leave surrender
applied for under intimation to the employee concerned. The same procedure will
apply, mutatis mutandis in the case of employees working under the Regional Managers
and internal audit teams under the control of Internal Audit Officer.
In the case of Head Office, the leave/ surrender leave applications of all employees
including the staff working under the Special Deputy Collector below the rank of Grade
I Officers shall be submitted to the Administrative Officer through the respective
Departmental Heads who shall record their recommendation thereon. The procedure for
disposing of the leave/ surrender leave applications will be the same as given above.
The leave/ surrender leave applications of Grade I Officers and above in the Head Office
and the Regional Managers in the Regions shall be submited to the Managing Director
through Administrative Officer who shall record the eligibility therefore and submit
them to the Managing Director for orders and the Administrative Officer will
communicate Managing Directors’ orders to the Officers concerned.
If the leave/ surrender applied for falls short of the credit in the leave account, the
employee has the option either to withdraw his application or apply afresh for leave to
the extent of credit available. Communications sanctioning surrender of earned leave of
all employees working in Units, Internal Audit wings and Regions shall be included in
the proforma prescribed and forwarded so as to reach the Head Office not later than 10 th
of the month to enable the Pay Roll section to include the leave surrender salary also in
the pay roll of that month. Communications regarding sanction of earned
leave/surrender leave of all employees shall be filed in the personal files of the
employees concerned.
At the Unit/ Regions/ HO level all sanction orders of leave/leave surrender accorded by
the Unit Heads/RM/Administrative Officer shall be recorded in red ink in the Service
book of the employees concerned under attestation. This must be done at the Unit/
Regions/ HO level along with the sanction and in the case of leave/ surrender leave
sanctioned at Regional Office in respect of employees of the Units on the day of receipt
of such communications. TheUnit Heads/ Regional Managers/ Administrative Officer
are responsible for ensuring that the earned leave/surrender leave applications are filed
in the personal files of the employees concerned.
(c ) Casual Leave
The maximum number of casual leave to be availed of by an employee in a calendar
year is 20 days. Casual leave may be combined with Sundays and other holidays. The
total duration of casual leave and holidays should not exceed 15 days at a time.
Provisional hands and PT employees are eligible for casual leave up to 20 days in a
calendar year. A Register of Casual Leave is to be maintained in every office.
At the Unit level, casual leave applications of the employees shall be submitted to the
Unit Head through the Assistant Manager/ Deputy Manger/ Senior Grade Assistant as
the case may be and the latter will verify the casual leave at credit with reference to the
Casual Leave Account of the applicant, recording his recommendation thereon. The
casual leave application of the staff attached to the office of the Special Deputy
Tahsildar shall also be submitted in the same manner as above the SDT office is treated
to be a separate independent Unit. The Unit Heads shall submit their casual leave
applications to the Regional Manager concerned who after getting the casual leave at
credit of the applicant duly verified shall disposed of the same in the manner indicated
above.
The Casual Leave applications of the staff borne on the Regional Managers’
establishment shall be disposed of by the Regional Managers in the same manner.
In the case of Head Office, casual leave applications of all officers below the rank of
Grade I Officers and those attached to the Deputy Collector (RR) shall be submitted to
the Administrative Officer through the respective Departmental Heads who shall record
his recommendations in the casual leave applications. The Administrative Officer will
have the credit verified with reference to the leave account of the applicant and dispose
of the applications in line with the procedure mentioned above.
In the case of Officers of Grade I and above in the Head Office and Regional Managers,
the casual leave application shall be submitted to the Managing Director through the
Administrative Officer who will verify the credit with reference to the leave account of
the applicant. The Managing Director shall dispose of the application in the manner
prescribed above.
In the case of staff attached to Internal Audit Wings casual leave applications of
employees shall be submitted to the Team Chief who will, after verifying the leave at
credit with reference to the Casual Leave Account of the applicant maintained by him,
shall record his orders thereon sanctioning or refusing the leave applied for. The Team
Chief shall submit his casual leave applications to the Internal Audit Officer who shall
dispose of the same.
A Casual Leave Account shall be maintained in the Unit, in the Regional Office and in
the Head Office in the prescribed form. Similarly the Internal Audit Wings also shall
maintain casual leave accounts in the form prescribed. The Casual Leave Account
should be periodically verified with the Attendance Register and the casual leave
applications and ensure that there is proper correlation. After each verification, a
certificate shall be recorded to the effect that the casual leave account tallies with the
Attendance Register and the leave applications under the dated signature of the leave
sanctioning authority.
The unavailed casual leave sanctioned can be cancelled on the written request of the
employees.
General Conditions
These rules shall apply to all employees of the KSFE if not specifically stated otherwise.
(i) Leave cannot be claimed as a matter of right. The leave sanctioning authority can
revoke or refuse the leave applied for, in the interest of the organisation.
(ii) Prior sanction should be obtained in the matter of all kind of leave.
(iii) The maximum period of absence from duty of an employee shall not exceed five years
unless extended.
(iv) An employee on leave should not accept any service or employment during the leave
other than foreign employment.
(v) If an employee is recalled compulsorily to join duty before the expiry of his leave, he
is to be treated as on duty from the date of his joining duty.
(vi) An employee who has been granted leave on medical certificate may not rejoin duty
without producing a medical certificate of fitness from a medical practitioner not below
the rank of an Assistant Surgeon in the prescribed form.
(vii) An employee on long leave other than maternity leave may not return to duty before the
expiry of the leave period without permission of the leave sanctioning authority. Unless
it is specifically mentioned in the sanctioning order, the employee on the expiry of leave
should report at H.O/R.O concerned
(viii)An employee on leave preparatory to retirement can withdraw his/her request and
rejoin duty only with the consent of the Head Office.
(ix) Any kind of leave except casual leave may be sanctioned in combination with or in
continuation of another kind of leave.
(x) The eligibility of leave is decided with reference to the eligibility on the date on
which the employee proceeds on leave.
(xi) No leave shall be granted beyond the date of his/her normal/voluntary retirement.
(xii) Sanctioning authority for all kinds of leave exceeding 3 months will be the
Administrative Officer/Managing Director.
Leave Salary
An employee on earned leave is eligible for full pay, DA on full pay and other
compensatory allowances admissible for the period of leave as if he had been on duty.
An employee on half pay leave is entitled to half of duty pay had he been on duty, half
of the DA and half of the HRA.
An employee on commuted leave is eligible for leave salary equal to the full pay and
full DA and other allowances.
An employee on leave without allowances is not eligible for any leave salary.
An employee on casual leave is entitled to full pay and allowance as if he is on duty.
Name of
Remarks
Date of
Initial.
Sl.N fresh Transfer from/ Date of receipt/
joining duty
o. appointment to forwarding SB
in the office
/ transfer
designation
1 2 3 4 5 6 7 8
The maximum joining time admissible to an official involving a transfer from one
station to another is 30 days. Six days are allowed for preparation and in addition a
period cover the actual journey calculated as follows.
(i) For the portion of the journey which an Actual time taken for the journey
official travels by air craft
A day is also allowed for any fractional portion of any distance noted above.
A Sunday does not count as a day (but holidays count) for the purpose of the calculation
of the joining time but is included in the maximum of 30 days. But if holiday(s)
follow(s) joining time the normal joining time may be deemed to have been extended to
cover such holidays.
A transfer involving a distance not less than 8 kms. between two places will not be
treated as a transfer involving change of station and in such cases not more than one day
is allowed as joining time. In the case of request transfers, only actual journey time is
allowed.
5.6 T.A.RULES
The T.A. Rules applicable to the employees of the Company are the same as those in
part II of KSR subject to the change in DA rates for various categories of officers of the
Company. For the purpose of travelling allowance Officers are classified in following
four categories.
Classification of Officers
Grade I All officers who draw an actual pay of Rs. 14,900/- and above
Grade II(a) Officers with actual pay of Rs.12,400/- and above but below Rs.14,900/-
Grade II(b) Officers with actual pay of Rs.8,000/- and above but below Rs.12,400/-
Grade III Officers with actual pay of Rs.5,000/- and above but below Rs.8,000/-
Grade IV Officers with actual pay below Rs.5,000/-
Actual pay represents basic plus personal pay.
Class of Travel
Eligible class for each grade shall be as follows:
Classification of Government officials for the purpose of carrying personal effects shall
as follows:
(i) Officers whose Actual pay is Rs. 14,900/- and above 2240/-
(ii) Officers whose Actual pay is Rs. 8,000/- and above
but below Rs.14,900/- 1120/-
(iii) All other officers 560/-
The above revised rates are applicable with effect from 01.03.2006.
The following guidelines shall generally govern the tours and the T.A claims:
a. There shall be proper sanction in writing for undertaking tours by officials of the
Company.
b.Tours undertaken by the Departmental Heads/ Grade I Officers and above in the Head
Office and Regional Managers in the Regions shall be sanctioned by the Managing
Director. All tour programmes in triplicate should be submitted to the Managing
Director in advance. Tours of officials below the rank of Departmental Heads/ Grade I
Officers shall be sanctioned by the Grade I Officers/ Deputy Collector (in respect of staff
working in the R.R Wing). In the case of staff working under the Regional Manager in
the Regional Office, tours of staff working in the Regions will be sanctioned by the
Regional Manager. In the case of tours undertaken by the Unit Heads to the Head
Office/ Regional Office, prior sanction of the General Manager (Business)/ General
Manager (Finance)/ Administrative Officer/ Regional Manager as the case may be shall
invariably be obtained in writing. The tours of internal audit party and special team shall
be sanctioned by the Internal Audit Officer or by the officers concerned. In respect of
staff working in the Units, the tours, if any, shall be sanctioned by the Unit Heads. The
officers sanctioning the tours shall do so only in very rare and genuine cases where the
tours are absolutely necessary.
c. Journey by special conveyance as a matter of course shall be avoided by the officers
entitled to such conveyance in the interest of economy but where the use of special
conveyance is unavoidable in public interest prior sanction of the General Manager
(Business)/ General Manager (Finance)/ Administrative Officer/ Regional Manager as
the case may be should be obtained therefore.
d.Whenever staff members are allowed to undertake such tours they should be allowed to do
so on proper authorization in writing and the staff member concerned should submit this
authorization before the Officer(s) visited and he has to receive a letter of confirmation
from the Officer(s) visited indicating the completion of the assignment and time of
relief.
e. For all authorised journeys tours advances calculated at an amount not exceeding 90% of
the probable amount of T.A payable to the officials on tour may be paid on an
application.
f. The T.A. claim of the Regional Managers and officials of the Head Office are passed by
the General Manager (Finance) or other Officer delegating for the purpose in the
finance department.. The T.A. claim of the Unit Heads are passed by the respective
Regional Managers. The T.A. claim presented for sanction should be accompanied by
the approved tour programme and/or tour diary along with the number and date of the
sanction order for the tour, wherever applicable. The T.A. claims in respect of the staff
working in the Regional Offices and in the Units are passed by the Regional Manager/
Unit Heads if the claims are in order.
g.The T.A. claims for a month become due on the expiry of the month of travel. The claim
should be submitted to the authorised concerned within 3 months of such tours failing
which the claims should be sanctioned only on proper and convincing explanation for
the delay involved and the sanctioning authority condones the delay. Final T.A. claims
received in the H.O. shall be disposed of as expeditiously as possible and in any case not
later than 3 months of their receipt in H.O.
According to the Trust Fund Rules there shall be a minimum of two Trustees to operate
the Fund who shall be nominated by the Board of Directors. The Trust Fund shall be
governed by the rules of KSFE Employees Group Gratuity-cum-Life Assurance Scheme.
A master policy has been taken out by the Trustees (No.45043) which incorporates the
assurances effected under the rule for the benefits of the members and which policy shall
be held by the Trustees. The effective date of the Scheme is 1st August 1975 and the
annual renewal date the 1st August 1976 and the 1st of August of every subsequent year.
The gratuity claims of the employees are settled in accordance with the Trust Deed and
Rules.
The following documents are to be submitted for the advance under item No.(i) above:
(1) Original title deed for perusal and return.
(2) Agreement with seller in the case of purchase of site only.
(3) Non-encumbrance certificate
(4) Approved lay out plan or certificate from the Municipality/
corporation/ authority to the effect that the site is for the construction of the
house.
(5) Approved plan
(6) Estimated cost of construction issued by the Engineer.
In regard to item No.(iii) the certificate portion of the application to be filled and signed
by a Doctor - Government/ Private Hospitals as the case may be has to be produced.
In regard to item No.(iv) the documents to be produced are:
(1) Declaration in the case of own marriage or the marriage dependant brother/
sister/ son/ daughter indicating the date of marriage along with a dependency
certificate in respect of the above dependants.
(2) Certificate regarding the course of study and the anticipated expenditure from
the Head of Educational institution in the case of advance for the purpose of
post matriculation of son/ daughter.
The application for advances shall be sent to the Regional Provident Fund Commissioner
through proper chanel in the prescribed forms which are available with the Provident
Fund Offices on free of cost.
(iv) A sum calculated at 0.5% of the total wages is also remitted to the P.F. Commissioner
towards Deposit Linked Insurance.
(v) A sum calculated at 0.1% of the wages of the employees is also credited to the Provident
Fund Commissioner towards administrative charges of the Deposit Linked Insurance.
The employer shall forward to the Commissioner with in 25 days of the close of the
month, the monthly consolidated statement showing the recoveries made from the wages
of the employees and the amount contributed by the employer in respect of each
employee.
(d) E. S. I.
The Company was under the coverage of ESI Scheme from 1 st May 1976. On a joint
representation of employer and employees associations, the Government have granted
temporary exemption to the Company from the coverage of E.S.I. Scheme.
For availing the self surety facility the concerned employee should have a minimum
net salary of Rs.3000/- in the case of Assistants, Rs.2,500/- in the case of peons and
Rs.1,500/- for PTS.
(ii). Single Surety
Liability limit of subscriber who : 10 times net salary subject to a minimum
offers single surety of Rs.75,000/-
Minimum net salary required Rs.3,000/-
Limit of liability as a single surety : 15 times net salary subject to a
minimum of Rs.75,000/-
Minimum net salary required Rs.3000/-
The limit of personal surety liability is Rs.3.5 lakhs.
(iii) Concession in interest rates
Scheme Limit of Interest
advance concession in
the prevailing
rate
a C/VL 75,000/- 3%
b Gold Loan 50,000/- 2.5%
c RCL 75,000/- 3%
d 1. NHFS (for those who have not availed 2,50,000/- 2.5%
Employees’ House Loan)
2. NHFS (for those who have availed 1,50,000/- 2.5%
Employees’ House Loan)
(i) Whenever petitions/ memoranda or other written communications from the general public
are received in the Units/Regions or in the Head Office, receipt of such communications
should be acknowledged within one week if the same could not be disposed of within
that period.
(ii) In case these petition could not be disposed of within one week of their receipt, an
intimation about the action taken should be given to the party within one month.
(iii) Final decision taken on such petition should be communicated to the party with in a
period of three months at the latest.
(iv) General public directly approaching for details relating to the business of the
organization should be supplied with such details to their satisfaction and without any
delay.
(v) Whenever it is possible to redress a grievance or sanction a request immediately, it
should be done then and there without asking the petitioner to come again later. When it
is not possible to sanction a request immediately, a definite date should be indicated so
that repeated futile and expensive visits by a petitioner can be avoided.
ANNEXURE
Statement Showing Particulars of Leave/ Increment Sanctioned
Branch : Month & Year Date:
surrenderedNo. of EL.
To
H.O. Administration Branch Manager
RECRUITMENT RULES
I. Short title:
These Rules may be called the Kerala State Financial Enterprises Limited Recruitment
Rules.
II. Constitution:
The Service under the Company shall consist of the following cadres of Officers and
Staff:
A. Officers' Cadre:
(i). General Manager (Business)
(ii). General Manager (Finance)
Officers Grade I
Regional Manager
Officers Grade II
Internal Audit Officer
Administrative Officer
Law Officer
Senior Manager
Secretary
Public Relations Officer
Personal & Industrial Relations Manager
Security-cum-Vigilance Officer
System Analyst
Officers Grade III
Manager
Officers Grade IV
Junior Manager
Legal Assistant
C. Assistants Cadre:
(i) Special Grade Assistant
(ii) Assistants Grade I
Senior Assistant
Cashier
Stenographer
(iii) Assistant Grade II
Junior Assistant
Typist
E. Part-time Staff:
Part-time Sweeper-cum-Scavenger
Part-time-Gardner
Part-time Packer/Despatcher.
III. Appointment:
a) Appointments to the several cadres of the service, either by promotion or by direct recruitment,
shall be as laid down in Appendix-I.
b) Notwithstanding anything contained in Rule III(a) above, it shall always be open to the
Company to make any appointment on contract basis to posts requiring technical
qualifications or special skill for a period not exceeding five years in each case or to
appoint persons on deputation from the Govt. of Kerala or the Government of India
or any Government owned Company or Statutory Corporation or Quasi-
Government organisation, provided that before the Company makes any contract
appointment to a post which is within the purview of the Kerala Public Service
Commission it shall obtain prior approval of the Commission and the Government.
c) Notwithstanding anything contained in Rule III(a) and (b) above, it shall be open to the
Company to make any appointment on provisional basis to any of the posts brought
within the purview of the Kerala Public Service Commission for a period not
exceeding 180 days, provided that for continuance of such provisional appointments
beyond 180 days, it shall be necessary to obtain the concurrence of the Commission
and the sanction of the Government of Kerala.
d) The Company shall not enter into any agreement with the employees for appointments
being given to their relatives.
e) It shall always be open to the Company to make appointments of relatives/ dependants of
employees who die in harness, in accordance with the rules prevailing in the
Government of Kerala on the matter from time to time and in accordance with the
directions from the Government.
V. Appointing Authority:
The appointing authority for all the posts shall be the Managing Director.
VI. Seniority:
The Seniority of directly recruited persons where the selections are made by the staff
Selection and promotion Committee will be determined in the order in which their
names appear in the select list. Where the selections are made by the Kerala Public
Service Commission the seniority shall be determined by the date of advice of the
Commission. Where the names of more than one person are advised by the Commission
on the same day, the seniority will be determined in the order in which their names
appear in the Commissions' Gradation list.
APPENDIX-I
STATEMENT SHOWING THE CADRE, MODE OF APPOINTMENT AND QUALIFICATION
FOR THE VARIOUS POSTS (AS ON 31.03.1991)
--------------------------------------------------------------------------------------------
-----------
CADRES MODE OF APPOINTMENT QUALIFICATION
--------------------------------------------------------------------------------------------
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OFFICERS' CADRE
OR OR
1. Degree of a recognised
University.
2. Should possess not less
than three
years experience in the
cadre of
Officers Grade III in the
Company.
OR
1. S.S.L.C.
2. Should possess not less
than three
years experience in the
cadre of
Officers Grade III in the
Company.
AND
DIRECT RECRUITMENT
40% BY Direct Recruitment
1. (a) Degree of a
recognised University
OR DIRECT RECRUITMENT
By Direct Recruitment if no 1. Degree of recognised
University.
qualified and suitable hand 2. Should be a Chartered
Accountant or
is available in the Cadre of Cost Accountant.
Officers Grade IV.
OFFICER GRADE IV
Junior Manager: 75% of vacancies by promotion PROMOTION
by selection based on 1. Degree of a recognised
University.
competitive written test and 2. Should have passed the
Intermediate
interview from qualified and Examination of the
Institute of
suitable officers in the Junior Chartered Accountants of
India or of
Officers Cadre. In the absence the Institute of Cost &
Works
of such candidates to fill up Accountants of India.
the quota of promotions, those
vacancies will also be filled up
by direct recruitment.
3. Should possess not less
than two
years experience in the
Junior
Officers cadre in the
Company.
OR
1. S.S.L.C.
2. Should possess not less
than three
years experience in the
Junior
Officers cadre in the
Company.
AND DIRECT
RECRUITMENT
25% of the vacancies by 1. Second Class Master's
Degree in
direct recruitment. Commerce with Banking or
Advanced
Accountancy or its
equivalent.
2. Two years experience in
dealing with
accounts matters in a
concern registered
under the Indian Companies
Act or in a
firm of Chartered
Accountants (the
experience should be
one acquired
after acquiring the basic
degree)
Desirable:
A pass in the final
examination of
I.C.A. of India or
I.C.W.A. of India.
Assistants Grade I
Senior Assistant By promotion on the basis of
Cashier seniority-cum-merit from qualified
Stenographer and suitable Assistants Grade II.
(Note: Typists joined after
12.09.1985 and have completed
two years of service will be
eligible for promotion to
the cadre of Assistants
Grade I only on passing
the prescribed qualifying
written test)
Assistants Grade II
Junior Assistant
By direct recruitment on the Direct
Recruitment
advice of the Kerala Public A Degree of a recognised
University.
Service Commission.
5% of the vacancies in the
category of Junior Assistants
may be filled up by selection
from among subordinate staff
of the Company who possess the
minimum educational qualifica-
tion of S.S.L.C. and possess not
less than 2 years' experience as
subordinate staff. In their
case, the Kerala Public Service
Commission will conduct a
suitability test and assess
whether they are suitable for
appointment as Junior Assistants.
PART-TIME STAFF:
-------------------------------------------------------------------------------------------------------
A P P E N D I X -II
"General Conditions for Direct Recruitment through the Public Service Commission for
appointment to the service of the Kerala State Financial Enterprises Limited, Trichur.
Candidates for appointment by direct recruitment should comply with the following
conditions:-
(x) The upper age limit will be relaxed upto 45 years for the persons of Indian Origin who
have migrated from Vietnam to India due to constitutional changes, for admission to
the competitive examinations conducted by the Kerala Public Service Commission or
any other authority for recruitment to the Civil Service/ posts under the State
Government for appointment to services/posts under the State Government which are
filled on the basis of selection/interview by the Kerala Public Service Commission.
The above concessions will be applicable to repatriates (either as individuals or as
families) who are Indian Nationals (Indian Passport holder) as also those holding
Emergency Certificates issued to them by the Indian Embassy in Vietnam and who
arrived in India from Vietnam not earlier than July, 1975.In order to qualify for the
above concessions the persons concerned will have to produce satisfactory evidence
about their being bonafide repatriates from Vietnam, from the District Magistrates of
the areas in which they may be residing for the time being.
The concessions contemplated in paras (vii) to (x) will be available only upto
"31.12.1984".
(xi) "The crucial date for determining the upper age limit of trained apprentices to all
appointments in non-gazetted/Class III and Class IV posts in Government and to
equivalent posts in Government owned/controlled Companies, Boards, Corporations,
will be determined by deducting from his age the period of apprenticeship/
training undergone by him as prescribed under the Apprentices Act, 1961, subject to the
condition that the apprenticeship/training is in the same organisation or in the same line
of work/trade.
3. Selected candidates shall produce before the appointing authority before they are admitted
to duty necessary medical certificate in the prescribed form and the documents in original
in proof of age, qualifications, experience etc., together with proforma furnishing details
enabling the verification of character and antecedents of the candidates.
4. Advice on recruitment of candidates will be made on the basis of the rank secured by them
in the ranked list prepared pursuant this notification, in accordance with the rules of
reservation prescribed in Rules 14 to 17 of Part II of the Kerala State and Subordinate
Service Rules, 1958 and in accordance with the rules made for the purpose from time to
time.
Note:-The Kerala Public Service Commission shall have the power to cancel the advice
for appointment if it is found subsequently that such advice was made under some
mistake, provided such cancellation and subsequent termination of service by the
appointing authority shall be made within the period of probation or 240 days from the date
of joining duty whichever is earlier.
5. The seniority of candidates advised for appointment by the Public Service Commission will
be governed by Rule 27(c) of the Kerala State and Subordinate Service Rules.
6. The appointment to the service of the Company will be subject to the rules and regulations,
the Company may make from time to time.
NOTES:
1. Selection for appointment by promotion shall be made as per Clause 7 of the certified
Standing Orders applicable to the employees of the Company as approved by the
Government.
2 For all promotions, periodical Performance Evaluation Reports of the employees shall also
be given due weightage.
3. Direct recruitments to cadres with a scale of pay the minimum of which is above Rs.700/-
shall be made after inviting applications by advertisement in Leading Malayalam and
English newspapers, by the Staff Selection and Promotion Committee of the Board of
Directors, and to all cadres (other than part-time employees) with a scale of pay the
minimum of which does not exceed Rs.700/- shall be made by the Kerala Public Service
Commission.
4. The staff Selection and Promotion Committee of the Board of Directors shall consist of an
official Director without whose presence the quorum for the meeting shall not be deemed to
be complete.
5. The question of creating positions of Divisional Managers shall be considered only after the
number of Branches of the Company exceeds 20.
6. For determining the positions of Senior Managers/Managers/Junior Managers, the
Branches are graded into three categories as shown below:
Major Branches: Branches having a chitty sala of Rs:70 lakhs and above.
Medium Branches: Branches having a chitty business of Rs:40 lakhs and above but below
Rs:70 lakhs
Small Branches: Branches having sala of below Rs.40 lakhs.
There will be no reversion on adoption of the above criteria and above norms will be
revised in every two years.
7. It shall be open to the Company to post Officers and staff in suitable position in
accordance with the requirements of the Company from time to time, without affecting
their cadre.
Officer Grade IV
Junior Manager By direct recruitment 1.M.Com degree of a recognised
University or equivalent
OR
A degree in Engineering with
Postgraduate Diploma in
Business Management.
There will be no reversion on adoption of the above criteria and above norms will be
revised in every two years.
7. It shall be open to the Company to post officers and staff in suitable position in
accordance with the requirements of the Company from time to time, without affecting
their cadre.
FORM M.B.R I
Place: Name:
Date : Signature:
DECLARATION
(i) the statement given above are true and correct to the best of my knowledge and belief.
(ii) the person for whom medical reimbursement is claimed is wholly dependent on me
Place :
Date : Signature:
FORM M.B.R. III
ESSENTIALITY CERTIFICATE
FORM M B R IV
DECLARATION
I, …………………………… do hereby declare that I have not claimed and will not claim
reimbursement of expenses incurred by me for the treatment of my illness during the period
from …………….to………….from my employer.
Place :: Signature ::
Date :: Name ::
Place :: Signature ::
Date :: (Office Seal) Name & Designation::
Approved list of hospitals
1. These rules shall be called the rules regulating the grant, disbursement and recovery of
Loans to Employees of the Kerala State Financial Enterprises Limited, for the
construction / purchase of Houses.
2. These rules shall come into force from the date of formal approval by the Government of
Kerala for the long term settlement signed on 25.10.2005.
3. In these rules, unless the context otherwise stipulates the following terms and words shall
have the meaning given below:
DEFINITION
a) Chairman:
Chairman of the Kerala State Financial Enterprises Limited appointed by the Government
from time to time.
b) Board:
The Board of Directors of the Kerala State Financial Enterprises Limited appointed by the
Government from time to time.
c) Managing Director:
The Chief Executive appointed under Article 26 of the Articles of Association of the
Company, by the Government of Kerala, from time to time.
d) Company :
The Kerala State Financial Enterprises Limited.
e) Fund:
Means fund provided with the Head "House Loan" in every years budget.
f) Employees:
All employees including Officers appointed on a regular basis, whether it be on probation
or otherwise but do not include employees working on part time, Contract, Deputation
Apprentice Training basis.
g) Permanent Employees:
Include all employees who are confirmed in the service of the Company.
h) Continuous Service:
Includes total service including deputation period but excluding leave period spent on
foreign assignment.
Eligibility
4. Subject to availability of provision of fund, permanent employees who have completed
minimum period of 6 years continuous service and who have at their credit not less than 7
years of service before retirement shall be eligible to apply for the House Loan.
5. If, both Husband and wife are employees of the Company and fulfil the condition of minimum
service under clause 4 they will be eligible for the House Loan jointly, subject to limiting the
amount of advance to the maximum provided for one.
6. An employee who has a house in his / her name / in the name of the spouse / minor children is
not entitled for House Loan of the Company except for 8(d) given below.
7. An employee is eligible to the loan only once in his / her service in the Company.
PURPOSES
8. The Loan shall be extended for the following one or more purposes.
a) For the purchase of a plot with House and repair thereon.
b) For the construction of a House in the plot owned by employee or jointly owned by
the employee and his / her spouse.
c) For the purchase of a site and to construct a house thereon.
d) For addition, repairs, renovation and such other bonafide purpose of a house owned by
the employee.
e) For the repayment of house loan taken by the employees under NHFS/HFS schemes
of the Company or from outside agencies viz
(i) Nationalized/Scheduled Banks and their sponsored banks and subsidiary
housing finance units.
(ii) State/District Co-operative Banks
(iii) LIC of India.
(iv) Kerala State Housing Board
(v) Housing Development Finance Corporation.
9. Amount of Advance and the mode of payment of Advance:
a) In general, the sanction of advance shall be subject to availability of sufficient fund and
shall be in accordance with the proportion of staff in each category so as to ensure an
equitable distribution of the available fund among all. For this, the employees are
categorized as Officers, Workmen and Last Grade Employees. The Officers include all
incumbents coming under the Officers Cadre and workmen include all the other category of
permanent employees except last grade employees. The proportion among Officers,
Workmen and Last Grade Employees shall be 2:5:2. Total service in the Company shall be
the criterion for determining the eligibility of the employees in each category for the loan
applied for every year provided preference will be given to those applicants who retire
earlier among the eligible applicants who joined in a year in each category. If sufficient
number of eligible applicants are not available in one category, the surplus resulting
thereby in a year shall be diverted to the other categories.
b) The amount of advance may be fixed at the rate of 60 months Basic pay for the month of
February in the year of application, subject to a maximum of Rs. 3,75,000.
c) There is a provision for getting additional advance for those who have availed house loan
of Rs.1 lakh and below (the earlier maximum limits) under the following conditions.
(i) There shall be at least 4 years future service as on the date of application.
(ii) Loan will be sanctioned only for the completion work/extensions/
additions/alterations/ maintenance work of the existing house and repayment of loan
taken from the Company under HMS/NHFS/HFS.
(iii) The amount of advance will be limited to Rs.1 lakh or 10 times the basic pay as on the
date of application or estimated cost of proposed work or the advance applied for,
whichever is less.
(iv) The additional advance will be treated as part of the previous advance and recovery
will be commenced with the salary for the month next to that in which additional
advance is disbursed.
(v) As the property would have already been mortgaged in favour of the Company in
consideration of the original advance, the additional advance will be disbursed only on
execution of a document creating a 2nd mortgage, in the form prescribed by the
Company.
(vi) The month for submitting application for additional advance will be May every year.
d) The advance sanctioned shall be paid:-
i. If the advance sanctioned is for the construction of a house on the plot owned by
the employee 50% of the advance within 15 days or the formal sanction and the
remaining 50% after the construction reaches at the roof level.
ii. If the advance sanctioned is for purchasing a plot and then constructing a house the
disbursement shall be 40% of the advance or the amount equal to the land value
whichever is less and the balance amount in two equal instalments one at the
commencement of work and the other at the roof level.
iii. If the advance sanctioned is for outright purchase of a land with building, the
advance will be paid in lump at the time of purchase subject to satisfying other
conditions regarding the value of the plot and building.
iv. If the advance is sanctioned for purchase of land with building, which the loanee
intends to repair, 80% of the advance will be paid at the time of purchase and the
remaining 20% at the commencement of repair work subject to satisfying the
conditions regarding value of land and building and the estimate of the proposed
repairs.
v. If the advance sanctioned is for repairs, the payment shall be regulated in three stages
based on the utilization certificates produced.
(Note: A Civil Engineer in Government Department, Public Sector Undertaking not below the
rank of an Assistant Engineer is the competent Officer for the purpose of certifying the plan &
estimate and utilisation of the loan amount).
10. Interest:
a) Rate of interest shall be at 9% simple interest p.a. and interest will be
charged from the date of drawal of each instalment of the loan.
b) For the purpose of calculation of interest actual days will be considered.
c) If the loanee dies while in service before the final settlement of the loan
account, no interest will be recoverable on the principal amount of outstanding advance
proposed to be adjusted from the gratuity for any period beyond the date of death of the
loanee. The gratuity should be realised and adjusted to the extent necessary for the final
settlement of the loan amount as early as possible, after the death of the loanee.
d) Levy of Penal interest:
Penal interest at 2.5% over and above the normal rate of interest will be levied in respect
of over-due instalments of interest or principal and interest outstanding from time to time,
in cases where there is any default, violation or breach of all or any of the provisions
contained in these rules and / or in the original or supplementary mortgage deeds or any
other documents executed in pursuance of these rules and also in the following cases of
non-compliance with the requirement of rules:
(i) Retention of the loan amount unutilised by the loanee beyond the normal admissible
periods.
(ii) Retention of sale proceeds of house site/site with house
purchased with Company loan beyond the normal admissible period.
(iii) Non-utilisation of loan for the purpose for which it was
sanctioned even when the loan is repaid in lump within the normal permissible date.
(iv) Delay in the execution of the mortgage bond after
purchase of house-site/house and site.
(v) Delay in the production of utilisation certificate as well as
completion certificate.
(vi) Non-compliance with the requirement of other rules
relating to house construction advance.
11. Security:
(a) "In order to safeguard the company from loss, the
loanee shall mortgage the House along with the land where it stands to the Company till
the entire liability to the Company is fully and finally discharged".
(b) The borrower should assign his gratuity in addition
to the land and building, as collateral security.
15. On receipt of the application the Managing Director shall cause to examine the applications to
the effect that (1) the employee who has applied for the advance is a permanent employee
having 6 years or more service (ii) the application is bonafide and has been submitted in
the prescribed form duly completed in all respects (iii) the facts concerning the pay and
allowances of the employee have been correctly recorded (iv) the amount of loan applied
for is within the limits prescribed and (v) in all other aspects the conditions regulating the
grant of an advance are complied with. The Managing Director shall also arrange through
the legal department or such other Department or person the scrutiny of documents, title
deeds, plan and estimates and such other important records, that are submitted by the
employee from time to time. The Managing Director shall sanction the admissible
advance if the application is found alright in the scrutiny.
16. It is the bounden duty of the employee concerned to ensure that the loan
sanctioned is used for the said purpose within 1 year from the date of receipt of the 1st
instalment of the loan.
17 Any misuse of the loan granted under these rules to the employee of the Company, shall be
considered as a breach of discipline and shall be dealt with according to the other rules in
force in the Company.
18. No employee shall transfer by way of sale, mortgage or gift or
otherwise dispose of the house or houses purchased or constructed or repaired with the loan
taken from the Company while the loan with interest has not been repaid in full or while the
mortgage in favour of the Company in respect of the property is prevailing.
19. The employee shall allow periodical inspection of the property
by Officers of the Company appointed in this behalf by the Managing director from time to
time and furnish to such Officer the requisite information as may be called for from time to
time.
20. The House/Houses acquired, constructed or purchased shall be maintained in good
condition at the cost of the employee. The employee shall keep the house/houses free from
all encumbrances and shall pay regularly all the land, Municipal or other Rates and Taxes
and insurance premium until the loan with interest has been repaid in full to the Company.
The employee shall furnish annually certificates to this effect to the Company.
21. All expenses connected with the grant of loan or mortgage will
be borne by the employee.
22. If any doubt or dispute arises in respect to any or all clauses of these rules it shall be
referred to the Managing Director and whose decision shall be binding. However agreed by
the decision of Managing Director appeal can be preferred to Board and the decision of the
Board shall be final.
.
THE KERALA STATE FINANCIAL ENTERPRISES LIMITED
F O R M – HL
I/We hereby bind myself/ourselves to use the advance for the purpose I/We have applied
for and in strict compliance of the rules in this respect laid down in the regulations of
giving house loan to employees and such other orders issued by the Company from time to
time.
I/We do hereby declare that surplus of the advance, if any, will be refunded to the
Company immediately after the purpose is over.
I/We also hereby agree that the Company may realize the dues in this regard, if any, from
the amount due to me/us from the Company (such as Gratuity, Provident Fund etc.) in case
I/We commit any default in repaying the amounts.
I/We do hereby declare that I/We do not already own a house anywhere in the country
either in my name or in the name of my wife/husband/minor children.
I/We solemnly declare that the information furnished against the various items indicated
above is true to the best of my/our knowledge and belief.
a) Clear Title Certificate from the District Government Pleader in the form prescribed vide
Rule 20.
b) Documents mentioned for safe custody in the Clear Title Certificate.
c) Encumbrance Certificate for a period 12 completed years from the concerned Sub Registry
Office.
d) Possession and Valuation Certificates of the property from the concerned Tahsildar.
e) Location Certificate of the property from the concerned Village Officer.
f) Plan and Estimate
i. For Construction :- Plan and detailed estimate duty prepared, certified and sealed by a
technical person not below the rank of an Assistant Engineer.
ii. For Purchase of House with Site:- Existing Plan and Valuation Certificate of the
building proposed to be purchased duly prepared and certified by an Engineer not below
the rank of an Assistant Engineer.
iii. For Extension or Completion:- Plan and Estimate duly prepared along with a certificate
from an Assistant Engineer for the actual amount required for the work.
iv. An Estimate certified by an Assistant Engineer.
g) Certificate regarding the Basic Pay, Scale of Pay and Dearness Allowance at the time of
submitting the application obtained from the Head of Office.
h) Certificate regarding Date of Birth obtained from the
Head of Office.
i) A Declaration of the applicant in the following form;
“I, ……………………………………………. do hereby declare that I do not possess any
house anywhere in the country in my name or in the name of my wife/husband or in the
name of my minor children”
j) In the case of purchase of house with site an agreement in Stamp Paper worth Rs.50/-
obtained from the proposed vendor that he has got clear title to the property which has been
agreed to be sold to the applicant by the Vendor.
Rules for Advance for the Purchase of Motor Conveyance
(i) These rules shall be called the rules regulating the grant, disbursement and recovery of
advances to employees of the KSFE Ltd. for the purchase of Motor conveyances.
(ii) These rules shall come into effect from the date of the formal approval by the Government of
Kerala for the long term settlement signed on 25th October 2005.
(iii) In these rules, unless the context otherwise stipulates the following words and terms shall have the
meaning given below:
I. Definitions:
a) Chairman: Chairman of the KSFE Ltd, appointed by the Government from time to time.
b) Board: Board of Directors of the KSFE Ltd., appointed by the Government from time to
time.
c) Managing Director: The chief Executive appointed under article 26 of the Articles of
Association of the Company by the Government of Kerala from time to time.
d) Company: The Kerala State Financial Enterprises Ltd.
e) Fund: Means Funds provided under the Head conveyance loan in every Years' Budget.
f) Employees: All employees including officers, appointed on regular basis, whether it be on
probation or otherwise but do not include employees working on Part Time, contract,
deputation and apprentice training basis.
g) Permanent Employees: Include all employees who are confirmed in the service of the
Company.
h) Continuous Service: Include total service including deputation period but excluding leave
period spent on foreign assignment.
i) Motor conveyance: Means and includes Motor Cars and two wheelers like Scooter, Motor
Cycles, etc.
j) Actual Price: Includes the price of the vehicles and the price of such items which have
necessarily to be purchased along with the motor conveyance, eg. Spare wheel, tyre and
tube, pillian seat in a scooter. Cost for the purchase of radio in car, plastic covers and
expenses for insurance and registration charges incurred are not included in the actual price
of the vehicle.
k) Eligibility: Permanent employees who have completed a minimum period of five years
continuous service in the Company and are drawing a basic pay prescribed hereinafter are
eligible to apply for the advances under these rules and grating of the advance shall be
determined subject to the following conditions that:
i) There shall be sufficient provision of funds in the annual budget of the year in which the
employees apply for the advance.
ii) There shall be sufficient balance in the monthly salary (after effecting the statutory
recoveries and other deductions on chitty, H.P. and other advances from the Company or
from other institutions) to repay the advance and interest.
iii) A motor conveyance is essential for the discharge of the duties of the employees.
iv) The employees who have applied for advance for the purchase of a car, belong to the
officer cadre, shall have a minimum basic pay of 7500/- per month and those who have,
applied for advance for the purchase of two wheelers shall have a minimum basic pay of
Rs. 4000/- per month.
v) The employees who have applied for advance have no outstanding liabilities in respect of
conveyance advance already availed of and that the fresh conveyance advance is applied
for after a lapse of at least 3 years from the date of drawal of the previous conveyance
advance. If there is any outstanding liabilities the same should be closed before
sanctioning fresh loan.
vi) The employees who have applied for the loan are willing to execute the agreement,
mortgage deed etc. prescribed for the purpose and to offer the securities that are
prescribed or may be prescribed in due course, for the due repayment of advance interest
and penalty if any.
II Amount of Advance:
Sanction of advance under these rules shall be subject to availability of funds and
eligibility prescribed hereunder. The amount of advance shall be limited to a maximum of
Rs.1,00,000/- or the anticipated price of the vehicle or the amount of advance applied for
whichever is less, in the case of advance for the purchase of car and Rs. 45,000/- or the
anticipated price of the vehicle or the amount of advance applied for whichever is less, in
the case of advance for the purchase of two wheelers. If however, the actual price paid is
less than the advance taken, the balance should be refunded to the Company immediately
after the purchase deed is executed, failing which the sanction will lapse.
III. Interest:
The amount advanced under these rules shall bear interest @ 15% for car loans and 11.5%
for two wheeler loans.
V. Repayment of Advance:
The repayment of the advance is decided by the sanctioning authority the details of which
will be indicated in the sanction order. UsUally the advance amount and the interest thereon
shall be recovered in equal monthly instalments by compulsory deduction from the pay of
the borrower. The maximum period of repayment of advance amount is 96 months and that
of interest is 36 months. The repayment is to be made from the salary due for the
succeeding month of the month in which the advance was paid. The recovery of interest,
calculated on the balance outstanding on the last day of each month, shall begin with the
pay of the next month after the repayment of the principal is completed.
Deductions towards advance drawn, interest and penal interest if any, shall be made from
the subsistence allowance also at such rates as the sanctioning authority deem appropriate.
The whole amount due should always be completely recovered within the period originally
fixed, unless for exceptionally strong reasons, the sanctioning authority allows special
extension of the period. In the case of officers who are due to retire before the expiry of the
period prescribed for repaying the advance, the instalments of repayment shall be so fixed
as to have the advance + interest fully discharged before retirement. No recovery of the
advance will be made during the period of leave without allowance and the repayment will
be postponed in such cases to that extend, provided, however, that the principal and interest
are fully repaid before the officer retires from service.
On receipt of the applications, the Administrative Officer shall cause to examine them to
the following effect that:
a) the employees who has applied for advance is a permanent employee having 5 years or
more service.
b) the application is in the prescribed form duly completed in all respects.
c) the pay and allowances and net salary drawn are shown clearly.
d) the amount of loan applied for is within the limits prescribed.
e) the invoice or the consent of the seller of motor conveyance denoting the price is attached to
the application.
f) evidence to show that the motor conveyance is free from prior charge (in the case of second
hand motor vehicles).
g) declaration from the seller agreeing to sell the motor conveyance within one month of the
sanction of advance and the declaration from the buyer agreeing the rate and purchase of
the vehicle within the time specified.
The Administrative Officer shall prepare the list of applications and submit them to the
Managing Director with his recommendation regarding the eligibility and otherwise.
The Managing Director may sanction the admissible advance if the application is found
alright in the scrutiny.
X. Drawal of Advance:
The Company employee who draws advance should pay finally for, and take delivery of the
vehicle within one month from the date of drawal of the advance; otherwise he should
repay to the company at once, the full amount of the advance drawn with interest on it for
one month. If he completes the transaction within one month allowed, he should
immediately execute a mortgage bond in the prescribed form hypothecating the vehicle to
the company as security for the advance. He should enter the actual price paid for the
vehicle in the schedule attached to the bond. The Administrative Officer should see that
the borrower completes the transactions within the time allowed or makes the necessary
repayment immediately after its expiry. If he duly completes the transactions in time, the
Administrative Officer should see that the employee immediately submits the necessary
mortgage bond duly executed, for scrutiny and safe custody. When the advance had been
fully repaid along with interest and penalty if any, the bond should be returned to the
employee concerned, duly cancelled.
XI. The advance should be drawn only after the company employee
concerned has received a written assurance from the motor conveyance dealer that the
supply is likely to the available within a month and a certificate to that effect obtained and
produced. In the event of any delay despite the written assurance given by the dealer, the
employee should apply within the permissible period of one month for extension of time,
supported by a letter from the dealer indicating the probable period of supply and such
permission for retaining the advance amount for that period. The request will be
considered by the Managing Director on the merit of each case. No request for extension
of time will be entertained in case the employee is purchasing second hand vehicles.
XII. Budgeted provision of the fund will be distributed in the ratio 3:5:2
among the Officers, Assistants and Last Grade Employees.
XIII. The four wheeler advances are given only when there is any balance in
the budgeted amount after allotting two wheeler loans to all the eligible applicants. Priority
for four wheeler advance is determined taking the cadre wise seniority of applicants from
top to bottom.
XIV. An employee who has availed of this advance, when goes on long
leave on foreign employment will have to repay the entire advance + interest thereon before
the leave applied for is granted.
The employee should send the insurance policy to the Head Office of the company within
the time specified. If however, the employee fails to insure the vehicle within the
prescribed period he should refund the whole of the advance with the interest that has
accrued on it unless good reason is shown to the contrary. The amount for which the
vehicle is insured during any period shall not be less than the outstanding balance of the
advance with the interest that has accrued at the beginning of that period and the insurance
should be renewed from time to time until the amount due is completely repaid. If at any
time and for any reason the amount for which the vehicle actually insured is less than the
outstanding balance of the advance including the interest that has already accrued, the
employee should refund the difference to the company in not more than three monthly
instalments. The Administrative Officer should whenever the policy is about to fall due for
renewal, so long as any amount remains outstanding on account of the advance, require the
borrower to produce his receipts for the renewal of premium on each such occasion before
the date on which the policy is due for renewal and should scrutinise it so see that it is in
order.
XVI Employee who has been granted advance for the purchase of conveyance should furnish the
prescribed security within two months from the date of sanction of advance failing which
recovery of the advance in lump will be made from the borrower.
XVII Any misuse of the advance granted under these rules shall be considered as a breach of
discipline and shall be dealt with according to the rules and regulations in force in the
company. The employee shall allow periodical inspection of the motor conveyance by
officers authorised by the Managing Director for the purpose from time to time and furnish
to such officers the registration information as may be called for.
XVIII All expenses connected with the grant of loan, mortgage, etc will be borne by the loanee.
XIX If any doubt or dispute arises in respect to any or all clauses of these rules it shall be referred
to the managing Director. However, the employee can appeal to the Chairman whose
decision shall be binding and final.
VI PERFORMANCE APPRAISAL
VI PERFORMANCE APPRAISAL
6.1 PERFORMANCE APPRAISAL OF INDIVIDUAL OFFICERS AND EMPLOYEES
The Company has a performance appraisal system. In the case of Officers,
performance appraisal system is done qualitatively and quantitatively by analysing
the relevant data of their performance of a given year in the prescribed form along
with the Officers self assessment. But in respect of Employees and Assistant
Managers/ Deputy Managers performance assessment is done only qualitatively
through a system of confidential report. Performance appraisal in the present job will
be done every financial year. The performance appraisal forms duly filled up as at
the end of the financial year will be sent to the officers reported on for their signature.
The reporting Officer in respect of Grade II,III and IV Officers shall be an Officer not
below the rank of a Grade I Officer under whom the person has worked and the Reviewing
Officer shall be the Managing Director or the authorised Officer to whom the Reporting
Officer is subordinate. In the case of Unit Heads, the Regional Managers concerned shall
be the Reporting Officers and the Reviewing Officer shall be the Managing Director or the
Officer to whom the Regional Manager is subordinate. The performance appraisal in
respect of Officers who are directly reporting to the Managing Director will be written by
the Managing Director. The performance appraisal report should be shown to the Officer
reported upon and his signature obtained in the space provided for in the appraisal form in
token of having read the report. Objections, if any, on the appraisal can be referred to the
Reviewing Officer with in a period of one month from the date on which the rate receives
the report.
The Reviewing Officer after due consideration of the objections and the remarks of the
Reporting Officer may decide to expunge, modify or retain the remarks objected to so as to
ensure fairplay and natural justice to the reportee. The Reviewing Officer shall
communicate his final decision on the objections with in a reasonable period, in any case,
not exceeding three months of the receipt of the objections.
In respect of employees and Assistant Managers/ Deputy Managers confidential reports are
written up as at the end of the financial year in the form prescribed. In the Head Office,
the confidential reports in respect of all the employees below the rank of Assistant
Managers/ Deputy Managers, the Officer just below the Departmental Heads shall be the
Reporting Officer and the Departmental Heads the Reviewing Officer. In the Regions the
Junior Manager/Senior Manager as the case may be, shall be the Reporting Officer for the
employees working under them and the Regional Manager the Reviewing Officer. In the
Units, the Unit Heads shall be the Reporting Officer for the employees working under them
and the Regional Manager the Reviewing Officer. The confidential reports duly written up
shall be shown to the employees concerned and got noted by them.
The performance appraisal forms are so designed as to quantify (with particular reference
to the Company) as much information of the Managers as is practicable so as to achieve
objectivity in appraising their performance. The appraisal forms are for Officers Grade IV
to Grade I
In addition to the above appraisal forms, a “self assessment” should be obtained from the
reportee in a separate sheet.
6.2 PERFORMANCE APPRAISAL OF UNITS AND AWARD OF CASH & MERIT
CERTIFICATE ON THE BASIS THERE OF.
The system of award of Cash & Merit certificate to the best Units based on overall
performance has been introduced in the Company to promote competitive spirit and
teamwork among the employee of the Company
For the purpose, the branches are grouped into three categories based on the volume of
business and separate prizes are fixed for each. The selection of the best branches from
each category based on the yearly performance in various respects will be made by special
committee constituted for the purpose. The criteria for selecting the Best Branches will
mainly depend on the following items.
a) Timely achievement of business targets fixed for the branch for the financial year.
b) Regular and up-to-date maintenance of accounts and timely closing of accounts.
c) Proper control on default. Performance in this regard will be assessed by:
(i) Maintaining the non-prized default below 5% of the sala in each chitty
(ii) Keeping the prized default in each ticket in running chitties below 3 instalments.
(iii) Reducing the default as at the beginning of the year in the terminated chitties by 10% by
the end of the year.
(iv) Keeping the default in each live Loan schemes below 3 instalments.
(v) Reducing the total defaulted amount as at the beginning of the year in the Loan
schemes of which repayment period has expired by 10% by the end of the year.
d) Due compliance of statutory obligations and various obligations to Head Office, Regional
Office and other Units.
e) Maintenance of cordial customer relationship.
f) Efficiency in Office administration including punctuality, proper work allocation, control and
supervision etc.
g) Attaining economy in expenditures on productive and non-productive activities.
h) Arrear clearance including closing of personal accounts, adjustments of general suspense,
etc.
i) Keeping the office premises neat and tidy and maintaining filing the records properly.
j) Such other relevant facts as will add to the credit of the staff and branch as a whole.
While appraising the performance of the Branches the following points will also be borne in mind.
In appraising the business performance the factors against which performance is to be evaluated are the
various schemes conducted by the Company such as Chitties, Loan schemes, Deposit schemes, other
schemes, etc. These factors will again be split into (a) number of subscribers/ loanees enrolled and (b)
sala/ deposits mobilized/ amount of advance sanctioned. The rationale in splitting this factor into
subfactors is that in some branches where higher denomination chitties can be started without much
effort the business booked can be high whereas in other Branches business can not be booked though
matching efforts might have been made. In the later case the number of subscribers enrolled may be
higher whereas in the former it may be less. Both these aspects will be studied to have objective
appraisal of the Branch concerned.
Besides, the performance of one Branch can not be compared with that of another Branch for
conditions in one Branch may be entirely different from those prevailing in another Branch. To
illustrate, the business performance of Ernakulam Branch can not be compared with that of
Malappuram Branch. Hence while appraising the performance of a particular Branch during a
particular period the present performance will also compared with the performance during the previous
period.
Similarly a comparison of the defaulted subscription in any two Branches will not give a true picture of
the position of defaults in these two Branches unless it is correlated with the volume of business in
those Branches. Hence while evaluating the performance both these aspects will be taken into
account.
Customer/ Employee reactions may sometimes give a clue to the performance of the
Branch. Hence the written complaints (proved) received from subscribers/ subordinates/
Union representatives, penalties/ fines imposed by Govt. authorities and disharmonious
interpersonal relations etc., at the Branch level will also be looked into while appraising the
performance of the Branch.
***************
VII COMMUNICATIONS
VII COMMUNICATIONS
Communications are broadly classified as oral and written which can either be external or internal. In
external communications the oral aspect is of paramount importance in as much as the public on
whose good-will and cordial relationship the Company depends for the development of its
business, come into direct contact with the Company . It must be borne in mind that the most
important visitor to the Company is the customer who visits the Branch not merely to get his
transactions done; but beyond that he has an expectation of getting some satisfaction which can be
fulfilled only by the cultivated courtesy on the part of the officials who interact with him. Here is
where external oral communication assumes importance. In like manner internal oral
communication at all levels shall be courteous and polite.
Great care has to be exercised in written external communications in as much as the Company is a
business organization banking upon the good-will and patronage of the public. A high level of
personal intimacy and courtesy has to be maintained in all the communications with the public
either written or oral. The standard form for communications with the public is designed to
achieve this end. As far as practicable, communications addressed to the company in Malayalam
or in any language used by any of the linguistic minorities in the area may be replied to in the same
language.
The following are the types of communications issued from Head Office/ Regions/ Units for upward
and downward correspondence.
(i) Office Order
(ii) Circulars
(iii) Memos
(iv) Notes.
(v) D.O. Letters
(vi) Circular letters
(vii) Ordinary letters
(viii) Telegrams, Teleprinter Message
(ix) Telephone.
(x) Fax
(xi) E-mail
The Regional Managers/ Unit Heads are not authorised to issue circulars on behalf of the
Company. They may use all the other types of communications mentioned above.
Circulars issued from each Department of the Head Office shall be given serial number year-wise from
the Control Register kept with M.D’s Secretariat before issue. This is to ensure control and
proper co-ordination between various departments of the Head Office over the issue of the
circulars. This is being done in the manner indicated below:
A circular issued from the Administrative Department under file No. 4307 in January 1984
(the first circular issued from H.O in the Calendar year 1984) will bear “Circular” No.1/84
(Admn). Another circular issued on the same day from the Accounts Department will bear
“Circular No.2/84 (A/cs). A 3rd circular issued from the Business Department on the same
day or on the succeeding day will bear “Circular” No. 3/84 B.S. This pattern of noting the
serial numbers will be continued in consecutive series in the calendar year. Copies of all
the circulars issued from the various departments of the Head Office shall be filed serially
in the Master file maintained by the M.D’s Secretariate. All circulars and communications
effecting the policy and financial matters shall have the approval of the Managing Director
for issue. All letters addressed to the Government shall be over the signature of the
Managing Director or in his absence of the authorised person. even in cases of
communications on routine matters, the Departmental Heads may in the event of dispute or
doubt, take the orders of the Managing Director on their final disposal.
The Departmental Heads of the Head Office will be responsible for the proper maintenance of files on
the communications. The orders of the authority based on which the communications are issued
should be available in the files concerned. The same procedure will apply in the case of Regions
and the Units. All communications shall bear the file number, date and signature of the officer
issuing the communication. The Officer who signs the fair copy of the communication shall
check whether the date of his signature is the same as the date of issue and if it differs he shall
indicate in the office copy, the date of his signature and underneath the original date of the letter,
the date of his signing the communication.
(ii) Circular
Circulars are issued by Head Office to communicate instruction/directions/ decisions on
procedures, etc., for compliance
(iii) Memo
Memo is issued by a superior to a subordinate to communicate some decision, information
etc., or calling for information, explanation, documents etc.
(iv) Notes
Notes are generally written as a means of routine internal communication upward and
downward. The note communicated upward will be for getting some orders and those
communicated downward are for getting things done.
(v) D.O.Letters
Demi official letters are letters addressed by name. while addressing superiors and
outsiders the salutation should be ‘Dear Sir’ or ‘Respected Sir’. But such salutation
between equals and by a superior to subordinate may be by name. The D.O.Letters should
be written in the event of urgency and importance, if such letters need the personal
attention of the addressee concerned.
(ix) Telephone
It is a means of oral communication resorted to in times of urgency. In appropriate cases
telephonic communication should be followed by a written communication in confirmation thereof
by the communicator and vice versa.
(x) Fax
A system which can transmit a letter, documents etc., over a telecommunication link, where
the recipient receives an original like copy of the document.
(xi) E-mail
Electronic mail or e-mail allows computer users locally and world vide to exchange
messages. Each user of e-mail has a mail box address to which messages are sent.
Messages sent through e-mail can arrive within a matter of seconds.
A TRANSFER OF PERSONNEL
B TRANSFER NORMS FOR WORKMEN
C TRANSFER OF CHARGE
D LIABILITY STATEMENT
E RIGHT TO INFORMATION
F STAFF WELFARE COMMITTEE
G INSTRUCTIONS TO BE FOLLOWED AT THE TIME WHEN AGITATIONAL
METHODS/ HARTHALS, SPONSORED BY POLITICAL PARTIES/TRADE
UNIONS ARE MATERIALISED.
H ISSUE OF EMPLOYMENT CERTIFICATES TO COMPANY EMPLOYEES
I MAINTENANCE OF CONTROL REGISTER OF CIRCULARS AT BRANCHES
AND REGIONAL OFFICE EFFECTIVE FROM 01.01.99
XVI MISCELLANEOUS
II. The following shall be the principles to be adopted for transfers and postings of
workmen to fill up the different categories of vacancies mentioned above:
(1). Posting on first appointment in the Company.
(i). Posting on first appointment in the Company will generally be made against the
open vacancies in the particular category of post that may exist at the time of
posting. But, before issuing posting orders to new recruits, Head Office will
ensure that the request for transfer to that particular place(s)/office(s) from
employees who satisfy the terms hereunder prescribed does not exist pending
disposal.
(ii). Newly appointed employees are generally not entitled to apply for transfer/get a
transfer within a period of three years of joining duty in the Company.
(iii). In order to consider names of such employees also in the general transfer, they
may however submit their transfer requests in the month of February of the year
on their completing the initial 3 year continues service in the place/office
originally posted.
(ii). When the duties and responsibilities to be discharged by the promotee do not
differ from those he/she had been discharging before promotion and that there is
vacancy to accommodate the promotee in the same office, such promotee will
not be transferred provided he/she satisfies the other terms of the norms.
. (3). Transfers and postings against vacancies caused due to leave, promotion, retirement,
resignation, creation of new post, formation of new offices, diversification of activities
or for any purpose other than those mentioned under clause (1) and (2) above.
(i). Any leave vacancy exceeding a continuous total period of three months or more
shall be deemed to be an open vacancy. In such cases the lien of the incumbent
attached to the post will be shifted to the Head Office/Controlling Office to
enable posting an eligible substitute against the vacancy.
(ii). The transferee against the above vacancy shall have a right to continue in the post
until otherwise ordered provided he/she satisfies the other conditions prescribed
in the norms and the leave was not on Medical ground.
(iii). Those who avail of maternity and medical leave will have a right to rejoin duty in
the same office after the expiry of maternity leave, and the substitute will have to
vacate the post unless there is another vacancy for him/her to continue in the
same office.
(iv). In the case of employees availing leave (other than maternity and medical leave)
exceeding three months, separate posting orders will have to be obtained by the
incumbent from the Head Office/Controlling Office sufficiently in advance.
However, while issuing such orders all other conditions of transfer including
those on promotion /transfer should be looked into and ensured.
(4). Transfers and Posting to fill up vacancies arising due to reasons other
than leave.
(i). Vacancies arising due to reasons other than leave shall be treated as open
vacancies and the same will be filled up observing terms of these norms as and
when vacancies arise.
(ii). The staff strength will be reviewed based on half yearly business position
(subscribers/hirers strength, etc) and the excess/short in staff strength will be
regularized invoking the terms of these norms.
The following shall be the general transfer norms subject to complying the guiding principles
mentioned above.
(2). As far as possible, workmen be given postings near to their place of residence or near/or
at their place of choice.
(3). Generally workmen who have completed 3 years of continuous service in a particular
place/office is liable for transfer at any time. However, such transfers will be effected
normally at the time of general transfer. But the workmen may be allowed to continue
in the same office/place if they so desire even after a lapse of 3 years, provided there
are no request for transfer to that place/office from other eligible person as per these
norms and that there is no extenuating circumstances compelling the transfer. For the
purpose of allowing continuance for more than 3 years, the priority shall be as follows
:
a). Widow/widower
b). Physically handicapped
c). Scheduled Caste/Scheduled Tribe
d). Female employees
e). Intercaste married employees
f). Close Relatives of military personnel
g). Married couples in the Company
h). Spouse employed in the same place.
(5). These norms do not apply in the case of workmen who have only less than 3 years
service for retirement except on contingencies due to administrative grounds.
(6). Workmen transferred according to their first choice for transfer in their request are not
entitled to make another request/get a transfer within a period of 3 years of their
joining duty at the new office. But however, in case only the 2 nd or 3rd or other choice
was considered for the transfer he/she is entitled to file fresh request after the expiry
of one year service in the newly posted place/office.
(7). Request for mutual transfer will be entertained provided other conditions of transfer are
satisfied
(8). Physically handicapped employees (orthopaedic handicaps listed in the Public Service
Commission notification), intercaste married couple, first relations(direct
brothers/sisters, sons, daughters, wife/husband and parents) of military personnel,
scheduled castes/scheduled tribes, winners of first place in state level and first or
second or third place in National level sports/games and such other categories of
employees treated by the Government under special privileged category, will be given
postings, as far as possible, in offices situated in their home districts/offices of their
choice, irrespective of General Transfer Norms.
(9). These Transfer Norms are applicable in the case of Last Grade employees also. But, As
far as possible, they will be posted in offices situated in their home districts, subject to
availability of vacancies.
(10). All workmen shall work in Malabar area for a period of atleast 3 years in a continuous
service of ten years.
(11). Application for transfer should be submitted through proper channel and any such
transfer request routed through any other channel by the workman or his relative is
liable to be not entertained.
(12). No workman has any right for continuous service for more than three years in any
office.
(13). Ordinarily no employee will be transferred before three years of continuous service in
an office.
(14). In cases where spouse of the workman is employed in any other department or
institution where the question of transfer does not arise, he/she will be given
preference for posting in the nearby stations where the spouse is employed.
(15). All the above guidelines are without prejudice to all transfers considering exigencies of
service/special assignment /administrative reasons or on compassionate grounds.
(16). If any objection is raised by any recognized Association/Union regarding any transfer
under these rules that will be examined by the Chairman and the Association/Union be
informed of his decision with reason thereof and his decision shall be final and
binding.
A format of Transfer request is reproduced hereunder.
A report of transfer of charge except in the case of staff in the subordinate cadre in the
prescribed form shall be prepared in all cases. This report shall indicate the state of work
in his or her position, all items of property which he or she was in charge of. The report
should be signed both by the officer relinquishing charge and the officer taking over
charge. It should then be submitted to the Unit Head in the case of employees working in
the Units, Regional Managers in the case of employees of the Regional Office and
Departmental Heads in the case of staff in the Head Office. The Regional Managers and
Departmental Heads under orders of transfer shall submit the charge reports directly to
the Managing Director.
In the case of Unit Heads, immediately after the transfer of charge has been effected,
copies of charge reports shall be sent to the Head Office in duplicate for record. One
copy of the charge report shall be sent to the Regional Manager concerned and another
retained in the branch. The records and other valuables in the personal custody of the
relieved officer shall be listed in an annexure to the charge report. The form of charge
report is given below.
1) Name of Branch/Region/Department(H.O) ::
2) Station ::
3) Name & Designation of the relieved Officer ::
4) Date of handing over charge (Specify FN or AN) ::
5) Signature ::
6) Name and designation of the relieving Officer and the
details of office from which transferred ::
7) Date of taking over of charge (Specify FN or AN) ::
8) State of work (if necessary this may be given in a separate sheet)::
9) Details of records, valuables, etc transferred-vide annexure ::
10) Signature ::
The transfer of charge shall be effected within a day of the relieving Officer joining duty.
Exceptional cases requiring more time will be considered on merit by the Managing
Director and orders issued accordingly.
In compliance with the instructions contained in the GO referred to above, the following
officers are posted under the Right to Information Act, 2005 and the details of the
engagement are furnished hereunder.
All the above officers will act wherever necessary in consultation with the M.D.
1. Scholarship
Amount
Category Course
(Rs)
I Plus two and equivalent 1250
II Above Plus two which do not require entrance exam
1500
(Degree, Diploma, PG)
III Professional Graduation course require entrance exam and
1800
MCA,MBA
IV Post Graduate Professional course (M.Tech, M.D, P.hd etc.) 2500
2. Others
Amount
Sl.No. Schemes
(Rs)
01 Tour Subsidy : Employee 200
02 Memento to Retiring employee 2000
03 Relief fund to the family of employee dying while in service 15000
From 01.01.99 all circulars issued from Head Office irrespectively of its contents will bear circular
serial number with year followed by the name of the issuing department in abbreviated form. For eg::,
a circular issued from Business Department will carry the serial number as (1/99 (BD)
The following are the abbreviated words used to represent each department /Section.
Personal Administration PA
Finance & Accounts FA
Business Department BD
Planning section Plg
General Administration GA
Legal section Legal
Revenue Recovery RR
Internal Audit IA