Staff Handbook

OVERVIEW
COPYRIGHT 2011, C-DOT. All rights reserved.

No part of this document may be reproduced in any form without prior written permission from
C-DOT.
HR Document
C-DOT-HR-SHBK
Version 02/11 (1.3.0)

Staff Handbook

Released on: 27-03-2014

Any hardcopy unless authorised or a softcopy in a directory other than the central
repository
is an Uncontrolled Copy.

This hardcopy of the document is a Controlled Copy only when signed by an authorised
signatory.

Issued to: ___________________________
Signature and Date

DISCLAIMER

This Staff Hand Book is a compendium of all CDOT Policy Circulars and Orders released from
time to time and is meant for use as a reference manual by CDOT staff members only. In case of
any contradiction between the Staff Hand Book and the Policy Circulars, the Circulars approved
by the Board will prevail.
CENTRE FOR DEVELOPMENT OF TELEMATICS
MANDI ROAD, MEHRAULI, NEW DELHI 110030, INDIA
ELECTRONICS CITY (PHASE I), HOSUR ROAD, BANGALORE 560100,
INDIA

STAFF HANDBOOK V02/11 D01 ii
Copyright 2011, C-DOT.

Message from Executive Director

Dear Colleagues,
In a globally competitive market in which C-DOT is able to thrive and progress, our
commitment to provide state-of-the-art R&D activity & excellent long term support,
speaks volumes of the quality of our human resources and the contribution made by each
one of you. Please remember that whatever we have achieved at C-DOT is not a
milestone of how far we have travelled but a signpost of how much further we have to
advance. Our confidence to advance springs from the commitment of our employees. I
will appeal to each and everyone of you to put in their best to fulfill the goals we set for
C-DOT.
The focus at C-DOT has been to create a work environment and culture conducive to
achieve organizational excellence. The main emphasis of the Human Resource
Management philosophy is on developing a learning organization through enhancement
of people competencies. Various HR policies & practices at C-DOT have been designed
and developed to inculcate pride and satisfaction, drive for best contribution, improve
personal effectiveness, improve quality of work life, prepare staff members for change
and develop their career and enhance professionalism. The work environment in C-DOT
cultivates & nurtures trust, care & empowerment.
In C-DOT, we are proud of our achievements and will continue to work hard to maintain
& enhance our brand image. We look forward to your contributions. Your inputs are
valuable to us. Please feel free to discuss your ideas and suggestions with HR, Group
Leaders or any of the Board members.

Effective communication has been our forte. Staff Handbook is the publication which
provides comprehensive information on staff related matters. I complement the HRD for
the efforts in bringing out this handbook. I hope that this revised Staff Handbook, though
released after a long time, serves its intended purpose well.

V.V.R. Sastry
Executive Director

STAFF HANDBOOK V02/11 D01 iii

Table of Contents

1. OVERVIEW .................................................................................................................. 1
1.1. C-DOT Vision ................................................................................................................ 1
1.2. C-DOT Mission .............................................................................................................. 1
1.3. C-DOT Objectives .......................................................................................................... 1
2. ABOUT C-DOT ............................................................................................................. 2
2.1. C-DOT Telecom Technologies & Solutions .................................................................... 2
2.2. Some of the Products Working in the Network are as Follows ........................................ 3
2.3. Competitive Advantages of C-DOT Technology ............................................................. 4
2.4. C-DOT R&D Infrastructure ............................................................................................ 4
2.5. State-Of-The-Art Development Environment .................................................................. 5
2.6. Current Focus Areas ....................................................................................................... 5
2.6.1. Projects of National & Strategic Importance for the following Sectors ................ 5
2.6.2. Projects for Software Intensive Telecom Solutions ............................................. 5
2.6.3. Projects in the Areas of Hi-tech .......................................................................... 5
2.6.4. Futuristic Study Projects .................................................................................... 6
2.7. Environment & Culture .................................................................................................. 6
2.7.1. Commitment to People ....................................................................................... 6
2.7.2. Delegation and Accountability ........................................................................... 6
2.7.3. Commitment to Excellence and Professionalism ................................................ 6
3. SERVICE CONDITIONS ............................................................................................. 7
3.1. Contracts ........................................................................................................................ 7
3.2. Probation ........................................................................................................................ 7
3.3. Posting / Transfer ........................................................................................................... 7
3.4. Working Hours/ Days ..................................................................................................... 8
3.5. Attendance ..................................................................................................................... 8
3.6. Resignation .................................................................................................................. 10
3.7. Relieving Formalities ................................................................................................... 10
3.8. Retirement on Superannuation ...................................................................................... 10
3.9. C-DOT Policy on Deputation ....................................................................................... 11

STAFF HANDBOOK V02/11 D01 iv
4. PAY SCALES & SALARY ......................................................................................... 17
4.1. Pay Scales .................................................................................................................... 17
4.2. Salary ........................................................................................................................... 19
5. ALLOWANCES .......................................................................................................... 20
5.1. Dearness Allowance ..................................................................................................... 20
5.2. House Rent Allowance (H.R.A) .................................................................................... 20
5.3. Other Allowances ......................................................................................................... 20
6. EMPLOYEE BENEFITS / FACILITIES ................................................................... 23
6.1. Transport ...................................................................................................................... 23
6.1.1. Subsidized Transport ....................................................................................... 23
6.1.2. Reimbursement for Own Conveyance .............................................................. 23
6.1.3. Reimbursement for Vehicle Maintenance ......................................................... 24
6.1.4. Reimbursement for Public Transport ................................................................ 25
6.1.5. Procedure......................................................................................................... 25
6.2. Medical Reimbursement ............................................................................................... 25
6.2.1. Eligibility Conditions ....................................................................................... 25
6.2.2. Scheme for Reimbursement ............................................................................. 26
6.2.3. Other Terms and Conditions of C-DOT Mediclaim Policy................................ 29
6.2.4. Medical Reimbursement after retirement /death................................................ 29
6.2.5. Relaxation in Reimbursement for Medical Expenditure beyond entitlement...... 29
6.3. Leave Travel Concession .............................................................................................. 31
6.3.1. Scope ............................................................................................................... 31
6.3.2. Eligibility......................................................................................................... 31
6.3.3. Home Town ..................................................................................................... 32
6.3.4. Block Years ..................................................................................................... 32
6.3.5. Carry Forward ................................................................................................. 33
6.3.6. Journey by Air/Rail: ......................................................................................... 33
6.3.7. Journey by Sea or by River Steamer: ................................................................ 34
6.3.8. Break-Up in Groups ......................................................................................... 34
6.3.9. Shortest Route ................................................................................................. 34
6.3.10. Prior Permission .............................................................................................. 35
6.3.11. Procedure......................................................................................................... 35
6.3.12. LTC Entitlement for Fresh Recruits.................................................................. 35

STAFF HANDBOOK V02/11 D01 v
6.3.13. Other General Conditions ................................................................................. 36
6.3.14. Eligibility to Avail LTC to North East Regions ................................................ 36
6.3.15. Relaxation in LTC Rules for Travel by air to Visit J&K ................................... 37
6.3.16. Clarification regarding reimbursement of LTC 80 fare for LTC ..................... 37
6.4. Liberalised Leave Travel Concession (LLTC)............................................................... 37
6.4.1. LLTC Entitlement for Fresh Recruits ............................................................... 38
6.5. Procedure for Availing LLTC ....................................................................................... 38
6.6. Reimbursement for Purchase of Books ......................................................................... 38
6.7. Reimbursement for Purchase of Journals ...................................................................... 39
6.8. Reimbursement of Newspaper Expenses ....................................................................... 39
6.9. Official Telephone Reimbursement .............................................................................. 40
6.10. Children's Educational Allowance ................................................................................ 42
6.11. Membership Of Professional Bodies ............................................................................. 42
6.12. Multi Functional Allowance ......................................................................................... 43
6.13. Hardship And Night Shift Incentive .............................................................................. 44
6.13.1. Hardship Incentive ........................................................................................... 44
6.13.2. Night Shift Incentive ........................................................................................ 44
6.14. Performance Linked Incentive For Field Staff ............................................................... 45
6.15. Leased Accommodation ............................................................................................... 45
6.15.1. Objective ......................................................................................................... 45
6.15.2. Limits and Recoveries ...................................................................................... 45
6.15.3. Brokerage ........................................................................................................ 46
6.15.4. Agreement ....................................................................................................... 46
6.15.5. General ............................................................................................................ 47
6.15.6. Availability of C-DOT Bangalore Apartments for lease .................................... 48
6.15.7. Self Lease ........................................................................................................ 48
6.15.8. Termination of Lease ....................................................................................... 48
6.15.9. Renewal of Lease ............................................................................................. 49
6.15.10. Leased Accommodation Maintenance .............................................................. 49
6.15.11. House Maintenance Allowance ........................................................................ 50
6.16. Small Family Norms..................................................................................................... 50
6.17. Allowances for the Physically Handicapped Staff and Staff with Disabled Children ...... 51
6.17.1. Transport Allowance at Special rates for the Physically Handicapped ............... 51

STAFF HANDBOOK V02/11 D01 vi
6.17.2. Childrens Allowance at Special Rates Staff Members with Disabled children:. 51
7. LEAVE ......................................................................................................................... 53
7.1. Earned Leave ............................................................................................................... 53
7.2. Encashment .................................................................................................................. 53
7.3. Leave Advance ............................................................................................................. 54
7.4. Casual Leave ................................................................................................................ 54
7.5. Half Pay / Commuted Leave ......................................................................................... 54
7.6. Leave Not Due ............................................................................................................. 55
7.7. Maternity Leave ........................................................................................................... 56
7.8. Paternity Leave ............................................................................................................ 57
7.9. Child Care Leave (CCL) ............................................................................................... 57
7.10. Extra-Ordinary Leave ................................................................................................... 59
7.11. Grant of Leave For Going Abroad ................................................................................ 60
7.12. Study Leave ................................................................................................................. 60
7.13. General ........................................................................................................................ 60
7.14. Policy for Pursuing Higher Studies ............................................................................... 61
8. ADVANCES AND LOANS ......................................................................................... 64
8.1. Advances ..................................................................................................................... 64
8.2. Long Term Advance ..................................................................................................... 64
8.3. Interest Subsidy on Loan Taken for Purchase of Conveyance ........................................ 65
8.4. Interest Subsidy on Loan taken for Purchase / Construction of House ........................... 66
9. SOCIAL SECURITY SCHEMES ............................................................................... 68
9.1. Employees Provident Fund .......................................................................................... 68
9.2. Employees Deposit Linked Insurance Scheme .............................................................. 68
9.3. Gratuity ........................................................................................................................ 68
9.4. Group Insurance Scheme .............................................................................................. 69
9.5. Insurance Scheme for Staff Visiting Disturbed Areas .................................................... 69
10. STAFF CLAIMS & TRAVEL .................................................................................... 70
10.1. Traveling Allowance Rules........................................................................................... 70
10.1.1. Scope ............................................................................................................... 70
10.1.2. Classifications.................................................................................................. 70
10.1.3. Entitlement on Tour ......................................................................................... 70
10.1.3.1. Travel .............................................................................................................. 70

STAFF HANDBOOK V02/11 D01 vii
10.1.3.2. Daily Allowance (DA) ..................................................................................... 71
10.1.3.2.1. Guest House DA .............................................................................................. 72
10.1.3.2.2. Stay in Guest House ......................................................................................... 72
10.1.3.2.3. Conveyance ..................................................................................................... 72
10.1.3.2.4. DA for Continuous Halts.................................................................................. 72
10.1.3.2.5. DA Regulation .......................................................................................................... 73
10.1.4. Guest House/ Hotel Booking ............................................................................ 73
10.1.5. Entitlement on Transfer.................................................................................... 74
10.1.6. Foreign Travel Policy....................................................................................... 74
10.1.6.1. Entitlement ...................................................................................................... 74
10.1.6.2. DA on Tour ..................................................................................................... 74
10.1.6.3. Procedure......................................................................................................... 76
10.1.6.4. General ............................................................................................................ 76
10.1.6.5. Local Conveyance............................................................................................ 77
10.1.7. General ............................................................................................................ 77
10.1.7.1. Daily Allowance on Training ........................................................................... 77
10.1.7.2. Entitlement on Joining Duty ............................................................................. 78
10.2. Rules Regarding Personal Foreign Travel ..................................................................... 78
11. HUMAN RESOURCES DEVELOPMENT ............................................................... 80
11.1. HRD Objectives ........................................................................................................... 80
11.2. HRD Activities ............................................................................................................. 80
12. CAREER DEVELOPMENT ....................................................................................... 81
12.1. Performance Appraisal Scheme .................................................................................... 81
12.1.1. Appraisal Process............................................................................................. 81
12.1.2. Rating Scale ..................................................................................................... 81
12.1.3. Periodicity ....................................................................................................... 81
12.1.4. General ............................................................................................................ 82
12.2. Promotion Policy .......................................................................................................... 82
12.2.1. Procedure......................................................................................................... 83
12.2.2. Criteria ............................................................................................................ 84
12.2.3. Delay in Eligibility because of Excess Leave.................................................... 85
12.2.4. Qualifying score .............................................................................................. 86
12.3. Pay Fixation On Promotion .......................................................................................... 86

STAFF HANDBOOK V02/11 D01 viii
12.4. Impact Of Promotion On Salary.................................................................................... 87
12.5. Responsibility Placement .............................................................................................. 87
12.6. Career Growth .............................................................................................................. 87
12.7. Redesignation of Research Engineers ........................................................................... 87
12.8. Award Policy ............................................................................................................... 88
12.8.1. Project / Group / Team Level Awards .............................................................. 88
12.8.1.1. Introduction ..................................................................................................... 88
12.8.1.2. Applicability .................................................................................................... 88
12.8.1.3. Project Team.................................................................................................... 89
12.8.1.4. Selection Of Projects For Awards .................................................................... 89
12.8.1.5. Award for the Selected Project ......................................................................... 90
12.8.2. Individual Award Scheme ................................................................................ 90
12.9. Long Service Award ..................................................................................................... 92
12.9.1. Objective ......................................................................................................... 92
12.9.2. Scope of Policy ................................................................................................ 92
12.9.3. Policy .............................................................................................................. 92
12.9.4. Recognition of Long Service for existing employees During Employment ..... 92
12.9.5. Recognition of Long Service Award on Retirement ....................................... 93
12.10. Grant of Cash Incentive on Passing Hindi Examinations ............................................... 93
12.10.1. Purpose ............................................................................................................ 93
12.10.2. Cash Awards & Incentives ............................................................................... 94
12.11. Training Sponsorship Scheme....................................................................................... 95
12.11.1. Objective ......................................................................................................... 95
12.11.2. Scheme ............................................................................................................ 95
12.12. Corporate Membership of Professional Bodies ............................................................. 95
12.13. Suggestion Scheme....................................................................................................... 95
12.14. Grievances ................................................................................................................... 95
13. FACILITIES AND WELFARE .................................................................................. 99
13.1. Library ......................................................................................................................... 99
13.2. Books / Proceedings / Reports / Standards .................................................................... 99
13.3. CDs Video Cassettes ................................................................................................... 99
13.4. Digital Resources ......................................................................................................... 99
13.5. MCIT Gateway ............................................................................................................ 99

STAFF HANDBOOK V02/11 D01 ix
13.6. Services ........................................................................................................................ 99
13.7. Rules .......................................................................................................................... 100
13.8. Canteen ...................................................................................................................... 100
13.9. In-House Medical Facility .......................................................................................... 100
13.10. Recreation .................................................................................................................. 100
13.11. Staff Get Together / Recreation / Functions ................................................................ 101
13.12. Bank Counter ............................................................................................................. 101
13.13. Photocopying ............................................................................................................. 102
13.14. Travel......................................................................................................................... 102
13.15. Staff Car ..................................................................................................................... 102
13.16. E-Mail / Internet ......................................................................................................... 102
13.17. Employee Information System (EIS) .......................................................................... 103
13.18. Staff Claims Procedure ............................................................................................... 103
13.19. Security ...................................................................................................................... 103
13.19.1. Materials / Staff Movement ............................................................................ 103
13.19.2. Visitors .......................................................................................................... 104
14. OVERVIEW OF PURCHASE PROCESS ............................................................... 105
14.1. Classification Of Items ............................................................................................... 105
14.2. Process Related To Capital Procurement ..................................................................... 105
15. OFFICIAL LANGUAGE (HINDI) ........................................................................... 107
16. IPR / NDA / RTI / VIGILANCE ............................................................................... 108
16.1. Intellectual Property Rights (IPR) ............................................................................... 108
16.2. Signing Of Non-Disclosure Agreement (NDA) ........................................................... 109
16.3. Right To Information (RTI) ........................................................................................ 109
16.4. Procedure to Receive Information Under the Act ........................................................ 109
16.5. Vigilance .................................................................................................................... 110
16.6. Publications By C-DOT Staff ..................................................................................... 110
16.7. Prevention of Sexual Harassment of Women Employees at Work Place ...................... 110
17. CONDUCT, DISCIPLINE & APPEAL RULES ...................................................... 112
17.1. Application................................................................................................................. 112
17.2. Do's ............................................................................................................................ 112
17.3. Dont's ......................................................................................................................... 112
17.4. Acts, Conduct and Commissions Which Amount To Misconduct ................................ 114

STAFF HANDBOOK V02/11 D01 x
17.5. Activities Requiring Permission / Sanction ................................................................. 115
18. LIST OF FORMS TO BE USED BY STAFF MEMBERS ...................................... 119

OVERVIEW

STAFF HANDBOOK V02/11 D01 1
1. OVERVIEW
1.1. C-DOT VISION
To become a world-class Telecom Technology Development Centre which has a global
impact and global reach.

1.2. C-DOT MISSION
1. To design and develop state-of-the-art technologies, products and solutions.
2. To meet the telecom needs of India, particularly of national importance in strategic
sectors and rural areas.
1.3. C-DOT OBJECTIVES
1. Work on telecom technology products and services.
2. Provide solutions for current and future requirements of telecommunication and
converged networks including those of national importance especially related to rural
applications, strategic sector and security agencies etc.
3. Provide market orientation to R&D activities and sustain C-DOT as a centre of
excellence.
4. Build partnerships and joint alliance with academia, industry, solution providers,
Telcos and other R&D organizations to offer cost effective solutions.
5. Support Telcos and service providers in the introduction of new technologies, features
and services by optimal utilization of installed networks, pilots and studies.
6. To strengthen the Indian telecom manufacturing base, by transfer of technologies
developed by C-DOT.
ABOUT C-DOT

2. ABOUT C-DOT
The Centre for Development of Telematics (C-DOT) is the Telecom Technology
development centre of the Government of India. It was established in August 1984 as an
autonomous body. It was vested with full authority and total flexibility to develop state-
of-the-art telecommunication technology to meet the needs of the Indian
telecommunication network. The key objective was to build a centre for excellence in the
area of telecom technology.
The key objectives of C-DOT at present are as follows:
1. To provide solutions for current and future requirements of telecommunication and
converged networks including those of national importance especially related to rural
applications, strategic sector and security agencies etc.
2. Build Technology Excellence to Meet Current and Future needs.
3. Provide market orientation to R&D activities and sustain C-DOT as a centre of
excellence.
4. Build partnerships and joint alliance with academia, industry, solution providers,
Telcos and other R&D organizations to offer cost effective solutions.
5. Help Build an Industrial Infrastructure for Telecom Sector through Technology
Transfer and other different modes of commercialization of technology e.g. direct
solution provisioning, IPR sharing, etc.
6. Support Telcos and service providers in the introduction of new technologies, features
and services by optimal utilization of installed networks, pilots and studies.
The administration and the management of Centre comprises of three-tier of management
structure, namely;
1. C-DOT Governing Council - the apex body Chaired by Hon'ble Minister of
Communication & IT; and comprises of various secretary level members.
2. C-DOT Steering Committee - Chairman Telecom Commission is the ex officio
Chairman of the C-DOT Steering Committee and the Committee comprises of fairly
senior members representation from the ministries and departments working in
related fields to periodically review, monitor the progress of the activities of the
Centre subject to overall control and guidance of the Governing Council.
3. Full time C-DOT Board - responsible for day-to-day administrative and technical
management.
2.1. C-DOT TELECOM TECHNOLOGIES & SOLUTIONS
1. C-DOT had developed telecom technologies and solutions for the fixed-line, mobile,
packet-based and converged networks. While taking a quantum leap towards the Next
Generation Networks (NGN), C-DOT has kept a significant focus on cost-effective
rural network solutions and also leveraged the legacy network.
ABOUT C-DOT

2. C-DOTs current product portfolio spans world-class Digital Switching systems,
Intelligent Network solutions, Access Network products, Voice-over-IP solutions,
SDH & WDM technologies, Satellite Communication, Network Management and
Operation Support Systems.
3. Digital Switching systems, Intelligent Network systems and Rural Telecom products
from C-DOT dominate the large Indian Telecom Network. This distinction emerges
from cost-effectiveness and ruggedness of C-DOT products as well as comprehensive
technology transfer and field support methodology that focuses on long-term
relationship with the technology recipients, network operators and service providers.
4. With its world-class development infrastructure and comprehensive product portfolio,
C-DOT offers Total Telecom Solutions in the field of Telecom & Information
Technology. This high-end total solution are the state-of-art design and development
according to the service providers i.e. customers need.
2.2. SOME OF THE PRODUCTS WORKING IN THE NETWORK ARE AS
FOLLOWS
Range of Products
1. Small capacity Rural Automatic Exchanges (RAX)
2. Access Node RAX
3. Stand-alone medium capacity digital switches
4. Large capacity Main Automatic Exchanges
5. Intelligent Network systems
6. ATM Core Switch, Multiplexers and Interfaces
7. Dense / Coarse Wavelength Division Multiplexing System (DWDM/CWDM)
8. Gigabit Passive Optical Network
9. Lawful Interception System/Monitoring (LIS/LIM)
10. Data Clearing House (CLH)
11. Network Management Systems
12. Operation Support Systems
13. Intermediate Data Rate equipment (IDR)
14. Time Division Multiple Access Point to Multi-Point (TDMA-PMP)
15. Broadband Transport via Satellite (BBTS)
16. SMD-155 satellite modem
17. Ku Band up and down converter
18. Shared GSM Radio Access Network (SGRAN)
19. Next Generation Networks (NGN) and MAX-Next Generation (MAX-NG)
ABOUT C-DOT

2.3. COMPETITIVE ADVANTAGES OF C-DOT TECHNOLOGY
1. Modular technology
2. Open platforms to progressively provide evolving carrier grade services
3. Low maintenance costs
4. Cost-effective solutions
5. Network solutions as per requirements
6. Robust technology can work in extreme environmental conditions
7. Appropriate for the diverse geographic and traffic conditions of developing countries
8. Low Capital Expenditure (CAPEX)
9. Least turnaround time for modification for new services and other field requirements
10. Life-time technology and product support
11. Obsolescence support
12. Future technology enhancements & product upgrades
2.4. C-DOT R&D INFRASTRUCTURE
1. C-DOT comprises of world-class R&D infrastructure with its two main offices
located at Delhi & Bangalore.
2. The Corporate Office at Delhi, Mehrauli comprises of Campus Spread over 40 acres
land with built up area of 1 lakh sq. mtr. The notable features of the building include
functionally partitioned hardware & software development labs, state-of-the-art
building management system, ground water re-charging wells, waste recycling &
filtering system, uninterrupted power supply and necessary air conditioned
environment for R&D work.
3. These Campus locations provide single roof environment for all the activities of C-
DOT including H/W and S/W R&D, computer aided design systems, validation
centers and captive pilot & field trial infrastructure. Technical and administrative
services groups to support the Developmental teams will also be co-located.

Campus Location at Bangalore Campus Location at Delhi
ABOUT C-DOT

2.5. STATE-OF-THE-ART DEVELOPMENT ENVIRONMENT
The Centre has state-of-the-art development environment comprising client / server
network of RISC workstations, latest software development tools, very mature and
effective development and support methodologies. The campus at both the locations has
functionally partitioned work areas, hardware & software development labs with
ergonomically designed workstations, equipment, computing infrastructure, terminals for
each employee.
Electronic Design Automation (EDA)
tools for hardware and ASIC designs
CASE Tools for development and
testing of software
Captive labs
Computing centre
Pilot production facility
Component Testing facilities
Card Repair Centre
Captive Exchange
Simulation Facilities
2.6. CURRENT FOCUS AREAS
C-DOT has realigned its efforts and defined its roadmap with a focus in the four major
directions keeping in view the relevance and need in the present scenario. The major
developmental schemes in these directions, for the 11th five-year plan period are:
2.6.1. Projects of National & Strategic Importance for the following Sectors
1. Rural Areas: The shared GSM Radio Access Network, which is currently under
development, will give a fillip to business in rural India.
2. North Eastern Region: The MAX-NG programme will breathe fresh life into the fixed
line infrastructure and bring to people of NER, VoIP and Broadband services.
3. Security Solutions: One of the major initiatives is to develop a fully automated
centralized lawful interception, monitoring and analysis system for enhancing
national security. Other projects include those required by defence.
2.6.2. Projects for Software Intensive Telecom Solutions
1. NMS, which provides a common umbrella of management of a network equipped
with products from diverse vendors.
2. Data Clearing House services for roaming based on ASP model, which has become
commercially operational.
2.6.3. Projects in the Areas of Hi-tech
1. Gigabit Optical Passive Network (G-PON) to bring broadband pipes to homes and
SOHOs.
2. Next Generation Network (NGN) products and services.
ABOUT C-DOT

2.6.4. Futuristic Study Projects
1. One Number, which will aim to utilize a unique number like social security number,
for a mobile personal number.
2. Cognitive Radio
3. Advanced Optical Network Technology
2.7. ENVIRONMENT & CULTURE
2.7.1. Commitment to People
Improved quality of work life
1. Egalitarian work culture
2. Designations, responsibilities, perks related to functions and not to levels
3. Provide opportunities for growth and development
4. Multi skilling, multifunctional responsibilities, job rotation and job enrichment
5. Access to state-of-the-art equipments, tools and facilities
6. Participation and involvement
7. Open door policy
8. Effective formal and informal communication
9. Direct access to Board members and senior officials
10. Welfare
11. Recreational facilities for staff and family members
2.7.2. Delegation and Accountability
1. Budgets at group levels
2. Financial and administrative delegation at the operational level
3. Delegation of Administrative and Financial powers as per Delegation of Powers
document
2.7.3. Commitment to Excellence and Professionalism
1. Individual based key result areas
2. Periodic appraisal and review
3. Rewards based on individual and group performance

SERVICE CONDITIONS

3. SERVICE CONDITIONS
3.1. CONTRACTS
1. Appointments in C-DOT are made on contract, normally for a period of 5 years.
2. On completion of this period, the contract is further renewed based on performance.
3. Renewal of Contract: Recommendations from respective Group Heads are considered
periodically by separate Contract Renewal Committees constituted by C-DOT Board
for Delhi / Bangalore for the following categories of staff:
a. Registrar & CFO
b. STE/TE/GL/Managers
c. All Staff in Executive Cadre (below GL level) EI/AVI and above
d. All staff in SI to SVI Grades
e. All staff in AI to AV Grades
4. The Contract Renewal Committees will meet on quarterly basis.
5. Contract renewal orders are issued by Executive / Manager (P&HR), 30 days prior to
date of completion of contract.
6. Contract termination orders are issued three months prior to the expiry of contract or
payment of salary in lieu of notice period.
7. In the case of superannuating employees, the last contract renewal will be upto the
date of superannuation.
3.2. PROBATION
1. Staff members of the Centre, on their initial appointment shall be on probation for a
period of one year from the date of joining.
2. Probation shall be closed on completion of probation period only after receipt of the
Police Verification Report / Performance Report / Medical Report.
3. The probation shall be considered closed only when communication in writing to that
effect reaches the concerned staff member.
3.3. POSTING / TRANSFER
Staff members of the Centre are liable to be posted at the discretion of the Board
to serve at any of the Centre's Offices/units or any other Govt. Department,
Statutory Body or Public Sector Undertaking anywhere in India or abroad.
SERVICE CONDITIONS

3.4. WORKING HOURS/ DAYS
The Centre observes the following working Hours/Days- Monday to Friday -
0830 hrs to 1700 hrs with half an hour lunch break. However, C-DOT also
observes flexible extended working hours, which implies self-discipline and a
greater responsibility of one's work. The extended working hours are an important
part of any R&D organisation. C-DOT provides additional facilities for such
works in terms of transport, canteen etc.
3.5. ATTENDANCE
1. C-DOT follows the Biometric Attendance System. Staff members are to record their
fingerprint on the Biometric Access Terminal during every movement across
entry/exit point.
2. Biometric Access Terminals are installed at the locations mentioned below:
3. In Delhi: 8 Nos. Three at Bank side entry (Gate No. 2). One at Staircase of
reception side entry, and two each in the basement Car parking area left and
right side.
4. In Bangalore: 4 Nos. at main entrance and 1 near wicket gate, adjacent to the
Directors Block.
5. In case of Biometric failure or where the biometric access terminals are not available
at the entry/exit points, staff have to record their movement in a register, kept with the
Security Personnel for this purpose.
6. ATTENDANCE POLICY (w.e.f. 01 NOVEMBER 2011)
A. Normal office working hours are 8.30 AM to 5.00 PM.
B. All gates shall be kept opened from 8.00 am to 9.00am and 5.00 PM to 5.30pm
for easy movement of staff.
C. Staff have to work Minimum 8 hours x No. of working days for the Calendar
Month.
D. Staff is allowed to record their attendance up to 9.00AM without any prior
permission; however, staff shall not leave office before 5 PM without permission.
For the purpose of meeting the requirement of 8 hrs per day on an average
over a month, normally the contributions during 8 AM 5.30 PM would be
considered.
E. Every movement across entry/exit points to be recorded by punching into the
Biometric attendance system (BAS) machines.
F. There may be many instances where staff members have to put in extra hours of
work to meet either the ABP and RFD time and project schedules or to attend
urgent customer related issues. It is generally expected that no compensation for
SERVICE CONDITIONS

these extra hours can be claimed as a right. However, the Group Head of the
staff member, after due diligence, may permit / allow staff members to take
short leaves to attend to their personal / domestic needs.
G. Any absence from office, due to official duty or due to attending training or
seminars, tour etc., or missing punches shall be regularized with the consent of
the Group Heads for the staff working below, through the ON-DUTY option
in the work flow system that has been created for Casual Leave applications. For
Group Heads and above, ON DUTY is by self declaration. For applying Casual
Leave staff members may enter details as required in the automated workflow
system.
H. Except CL there is no change in procedure in applying all other leaves.
However, the other types of leave (EL/HPL/COMM etc), once updated in the
EST package will be ported in the BAS system in order to ensure reconciliation
with the attendance records. MIS Bangalore is working towards automation of
EL and HPL also in the work flow system. Till the time that system becomes
operational, all leaves other than CL will be ported into the BAS system from
the EST package.
I. In the Leave system, leave deduction will not be applied for first 2 hours of
shortage in working hours in a Month. Beyond that, for shortage up to every 4
hours, 1/2 day CL will be deducted till the CLs are exhausted, provided prior
permission from Immediate Superior was taken for each occasion; this
procedure will also be applied for permissions that are not compensated. After
the CLs are exhausted, the ELs and HPLs shall be deducted as per applicable
rules.
J. Waiver of up to 3 Hours in a month may be allowed with prior permission of the
Immediate Superior for the staff working below; Group Heads may declare for
self.
K. By 7
th
of every Month group-wise individual attendance records shall be made
available to all Group Heads.
L. Individual staff members shall ensure applying leaves due, official duties entry,
Missing attendance records regularization, and Compensatory offs entry, before
15
th
of every Month for the previous Month.
M. HR shall update all leave records of staff in the system by 20
th
of every month
for the previous month and intimate Finance for further processing.
N. Consolidated summary report shall be sent to Registrar and also on demand to
the Board members
Note:
Group Heads means all GLs, acting GLs, Senior Managers, Managers, SPMs and
above
SERVICE CONDITIONS

3.6. RESIGNATION
1. One month's Notice Period is required to be given in writing, by a staff member under
probation.
2. After the completion of probation, a staff member shall be required to give three
months notice in writing.
3. In case a staff member wishes to get released without serving full notice period, C-
DOT reserves the right to either allow him/her to:
a. Set off Earned Leave towards shortfall in notice period.
b. Pay salary in lieu of notice period.
c. Waiver of notice period is not allowed under normal circumstances. Waiver if any
can be sanctioned only by the EDR on recommendation of GL/Director
concerned.
d. The leave during notice period of resignation should be minimised and the leave
sanctioning authority will have the authority to extend the notice period by the
duration of the leave taken.
3.7. RELIEVING FORMALITIES
1. On release of the office order accepting the resignation, the staff member should
obtain a No Dues certificate from groups (Admin., HR, Finance, TSG, immediate
superior, Equipments Group, SRC, Library), listed in the format.
2. The staff member should subsequently surrender or transfer any material
assets/equipments/cupboard key etc. under his/her custody with the approval of his
GL.
3. On receipt of the No Dues Certificate, the Personnel & HR Department will issue
the relieving letter and service certificate on the last working day.
3.8. RETIREMENT ON SUPERANNUATION
1. Presently, the age prescribed for retirement on superannuation is 60 years.
2. Retirement is effective from the afternoon of the last day of the month in which age
of superannuation is attained.
3. An employee whose birth date is the first of the month shall retire on the afternoon of
the last day of the preceding month.
4. The day of retirement on superannuation will be deemed as a working day.
SERVICE CONDITIONS

3.9. C-DOT POLICY ON DEPUTATION
Vide circular No. 11/2012 dated 23
rd
November, 2012 the Policy for Deputation has been
announced. There are two facets to this policy: Proceeding on deputation to other
organizations and Recruitment of staff on deputation from other government
organizations.
The guiding principles on both are given below:
A. Policy regarding Deputation to other Government Organisations
The guiding principles for proceeding on deputation to other organizations would be as
under:
1. FINAL AUTHORITY FOR GRANTING APPROVAL :
The Appointing Authority (C-DOT Board) will be the final authority to permit
staff to proceed on deputation. However, the applicant cannot claim to proceed on
deputation as a matter of right. The request shall be evaluated on the basis of the
current status of the C-DOT Project If he /she can be spared, only then the
permission shall be granted.
2. DEFINITION :
A. Employee means an employee of C-DOT who is being sent on
deputation in terms of these conditions :
B. C-DOT shall mean the Centre for Development of Telematics having
its registered office at Mandi Road, Chattarpur, New Delhi and having
its offices / branches at New Delhi, Bangalore or any other place.
C. Borrowing Organisation shall mean any other Government Department /
Autonomous bodies
3. ELIGIBLITY :
a) An employee shall be eligible for deputation/foreign service to State
Government/State Government Organizations/Government of
UTs/Government of UTs Organizations/International Organizations/
Autonomous bodies, trusts, societies, PSUs etc. controlled by the Central
/State Governments only, against the deputation circulars floated by
these organizations. The employee should be clear from the vigilance
angle and should not have dealt with the borrowing organization in the
last five years. Such deputation shall be limited to a maximum period of
three years in the entire service of an employee within C-DOT.
SERVICE CONDITIONS

b) Officers below the age of 56 years only shall be eligible for deputation.
c) Only those applications shall be considered that shall add value to the
employees skills on reversion to C-DOT.
4. Refusal to proceed on deputation:
a. The employee shall have no right to withdraw the request for deputation
after its approval unless and until the withdrawal is approved by the C-
DOT Board.
b. A staff in a higher Grade Pay / scale of pay shall not be appointed on
deputation to a post in lower Grade pay / scale of pay and where the scale
of pay and dearness allowance in C-DOT and the deputation post are
dissimilar.
5. Period of Deputation :
The period of deputation shall normally be for a period of three years or the end
of the service contract with C-DOT whichever is earlier. At the end of
deputation. he/she will either revert to C-DOT or get absorbed permanently in
the borrowing organization if approved by the C-DOT Board.
6. Extension of deputation
Extension can be granted up to a maximum of one year, provided such
extension does not exceed the period of service contract of the employee
with C-DOT. If the borrowing organization wishes to retain the officer
beyond the prescribed tenure, it shall initiate action for seeking
concurrence of the lending organization, individual concerned etc., six
months before the expiry of the tenure. In no case it shall retain the
officer beyond the sanctioned term unless the approval of the Competent
Authority of the organization has been obtained in writing.
7. Cooling period :
There shall be no mandatory cooling off. Deputation shall be permitted
by C-DOT only once in the total service period of an employee in C-DOT.
8. Commencement of Deputation :
The period of deputation shall commence from the date of release from C-DOT
and shall terminate on the date the employee resumes duty in C-DOT on
reversion ( in case reversion happens prior to date of expiry of term of deputation
or upon expiry of the period of deputation or upon expiry of service contract with
SERVICE CONDITIONS

C-DOT, whichever is earlier).
9. Pay & Allowances and any other expenses
During the period of deputation, all applicable expenses of the employee
including Pay and other allowances shall be completely borne by the borrowing
organization. C-DOT shall bear no liability of the employee during the period of
deputation.
10. Joining time pay :
Joining time pay while proceeding on deputation and on repatriation, if
applicable, shall be payable by the borrowing organisation.
11. CPF/Gratuity
The employee of C-DOT, who is proceeding on deputation, shall not join any PF
Trust of the borrowing organisation. The employee shall continue to be a
member of the C-DOT Employees PF Trust. The borrowing organisation shall
recover from monthly salary of the employee contribution due to the C-DOT PF
Trust and contribute an equivalent amount as employer before sending the
aggregate amount to C-DOT on or before the 10
th
of the following month. The
borrowing organisation shall also, on a written request from C-DOT, remit to C-
DOT, amount of gratuity payable to the employee for the period of deputation.
12. Leave Rules :
The employee shall follow leave rules of the borrowing organization.
13. Medical Facilities :
The employee shall be entitled to medical facilities of the borrowing organization
only.
14. Loans & Advances :
The borrowing organization shall remit to C-DOT outstanding installments
payable by the employee to C-DOT against any loans / advances along with the
interest due.
15. Termination of Deputation :
Deputation may be terminated either by the borrowing organization or C-DOT
after serving a notice period of three months.
16. Service :
SERVICE CONDITIONS

a) The service rendered by the employee in the borrowing organisation shall
be counted as service for the purpose of PF/Gratuity. The employees
experience during the deputation period will be counted as long as it is in
line with C-DOT work and this shall be done on merit and on case to
case basis.
b) The employees appraisals will be normalized by C-DOT with respect to
C-DOT employees.
c) The period of deputation will be counted for five years contract period.
17. Other facilities :
C-DOT shall have no objection to other facilities being extended to the deputed
employee which the borrowing organization may extend to its employees.
18. Deputation to Central Government services shall be governed by C-DOT Rules.
19. C-DOT reserves the right to add, alter, delete or amend any terms and conditions
set forth above.
B. Policy on Recruiting staff on Deputation
1. Recruitment shall be at the level of SRE & above from other government
organizations or PSUs (as per DOPT orders) handling similar nature of projects
C-DOT shall follow its recruitment rules for hiring staff on deputation.
2. Skill sets required :
A. Holding similar or analogous position in the present organization
B. Having desired experience in the area of specialization
C. Qualifications : B.Tech / M.Tech degree in relevant discipline.
D. Minimum experience: Having work experience of minimum of five
years in the relevant area / technology. PMI Certification would be
an added advantage.
E. Age limit can be set as per the minimum experience required, but not
exceeding superannuation age after including duration of deputation.
3. Grade offered: Grade to be offered can be decided depending on the
current qualifications, skill, experience and the present scale of the
candidate in the parent organization. Deputation of officers from Civil
SERVICE CONDITIONS

Services will be as per deputation rules & regulations of Govt. of India.
4. Release of Notification :
The requirement on deputation basis would be circulated to Government
organizations.
These organizations would be requested to publicize C-DOTs requirement
within their organization. C-DOT website and DOPT may also be used as a
medium of publicity.
The public notification would indicate the number of vacancies in each
grade, eligibility criteria, qualifications, etc.
The notification would clearly indicate the initial term of deputation which
shall not exceed three years. Term of appointment can be extended by C-
DOT with the consent of the parent organization.
Applications submitted by candidates shall be forwarded through proper
channel in the parent organization and shall contain the following
information: -
(i) Detailed Resume of the candidate
(ii) Performance data for the last five years
(iii) Vigilance/Disciplinary clearance from the parent organization.
(iv) A statement showing major/minor penalties imposed during the last
ten years. The statement is also required in case of NIL information.
(v) Any awards/recognitions given to candidate.
(vi) Present Pay band and grade
(vii) Pay & Perks and allowances availed.
(viii) Medical benefits being availed.
5. Short listing of Applications, interview & issue of offer letter:
A. Initially, HRD shall screen applications and short list applications
meeting the published criteria. The criteria will be published in the
notification.
B. Second level screening will be done by a Committee of Technical
SERVICE CONDITIONS

Experts / Group Leaders nominated by the Board for this purpose.
C. Short listed candidates : Short listed candidates would be called for
an interview by a panel constituted by the Board.
D. Board shall take a decision on the final recommendations of the
Interview panel for issue of offer to selected candidates.

PAY SCALES & SALARY

4. PAY SCALES & SALARY
4.1. PAY SCALES
C-DOT follows Central Government pay scale pattern. The pay scales have been revised
through the Sixth Pay Commission Report, which came into force with effect from
January 1, 2006.
Depending upon functions, C-DOT pay scales are classified into the following four
categories.
TECHNICAL STAFF
(Engineers & Scientists)
Grade Pay Band Scales of Pay Grade Pay
EI PB3 ` 15600-39100 ` 5400
EII PB3 ` 15600-39100 ` 6600
EIII PB3 ` 15600-39100 ` 7600
EIV PB4 ` 37400-67000 ` 8700
EV PB4 ` 37400-67000 ` 8900
EVI PB4 ` 37400-67000 ` 10000
EVII HAG ` 67000-79000 NIL
EVIII Apex Scale ` 80000 fixed NIL

ADMINISTRATIVE STAFF
(Registrar, CFO, Officers, Executives, Associates, etc.) in the HR, Admin. Purchase,
Finance departments
Administrative
Support

AI PB1 ` 5200-20200 ` 2400
AII PB1 ` 5200-20200 ` 2800
AIII PB2 ` 9300-34800 ` 4200
AIV PB2 ` 9300-34800 ` 4600
AV PB2 ` 9300-34800 ` 4600
AV(New) PB2 ` 9300-34800 ` 4800
PAY SCALES & SALARY


Administrative
Executive
Pay Band Scales of Pay Grade Pay
AVI PB3 ` 15600-39100 ` 5400
AVII PB3 ` 15600-39100 ` 6600
AVIII PB3 ` 15600-39100 ` 7600
AIX PB4 ` 37400-67000 ` 8700
AX PB4 ` 37400-67000 ` 8900
AXI PB4 ` 37400-67000 ` 10000

SUPPORT STAFF
(Technical Support e.g. Research Associates, Associates, etc.)

SI PB1 ` 5200-20200 ` 2400
SII PB1 ` 5200-20200 ` 2800
SIII PB2 ` 9300-34800 ` 4200
SIV PB2 ` 9300-34800 ` 4600
SV PB2 ` 9300-34800 ` 4600
SV (new) PB2 ` 9300-34800 ` 4800
SVI PB2 ` 9300-34800 ` 5400

MISCELLANEOUS STAFF
(e.g. Despatchers, Couriers, etc.)

MI 1S ` 4440-7440 ` 1650
MII PB1 ` 5200-20200 ` 1900
MIII PB1 ` 5200-20200 ` 2400
MIV PB1 ` 5200-20200 ` 2800

PAY SCALES & SALARY

4.2. SALARY
Salary means basic pay and all other admissible allowances. Salary is paid on the last
working day of each month. However, for the month of March of each year, the salary is
paid on the first working day of April next. All payments are through remittance to the
employees Bank Account.
ALLOWANCES

5. ALLOWANCES
5.1. DEARNESS ALLOWANCE
1. DA is granted to compensate the price rise. This is fixed twice a year, based on the
rise / fall in the cost of living index in January 1st and July 1st of each year.
2. As per Central Government rates.
3. The rate of DA as on 01/01/2014 is 100% of basic pay.
5.2. HOUSE RENT ALLOWANCE (H.R.A)
1. The House Rent Allowance shall be paid as per the following rates:
a. Delhi - 30% of actual basic pay including Grade pay drawn
b. Bangalore - 30% of actual basic pay including grade pay drawn
2. A staff member is not eligible to draw House Rent Allowance when
a. He/she avails the leased accommodation facility.
b. He/she shares leased accommodation allotted to another staff member.
c. He/she resides in an accommodation allotted to parent (s) / son / daughter /
spouse in the same station by Central Govt./Public Sector Undertaking
/LIC/Bank etc.
d. He/she is provided Hostel Accommodation by the Centre.
3. House Rent Allowance is payable on the basis of initial declaration by staff member
at the time of joining. Declaration forms are available with the Administration Group.
5.3. OTHER ALLOWANCES
The following Payments are made by Finance to Staff, subject to eligibility, claim and
fulfillment of other specified conditions:
1. Pay including Grade pay
2. DA
3. MFA
4. HRA
5. Transport
ALLOWANCES

a. Subsidized transport
b. Reimbursement Own conveyance
i. Petrol for Car
ii. Petrol for Scooter
iii. Vehicle Maintenance
c. Reimbursement public Transport
6. Local conveyance
7. Children Education Allowance
8. Medical Reimbursement
9. LTC/LLTC
10. Purchase of
a. Books
b. Journals
c. Newspaper
11. Official Telephone Reimbursement
12. Credit Card
13. Interest Subsidy
a. Car
b. Housing
14. Travel Bills Including Transfer / Tour (DA/Local Conveyance/Fares)
15. HRA/Lease Maintenance
16. Long Term Advances
17. Membership for professional Bodies
a. One Foreign
ALLOWANCES

b. One Indian
18. Leave Encashment
19. Gratuity Subject to Eligibility on resignation or otherwise
20. Adhoc Bonus
21. Award / Reward (Including Official Language)
22. Family planning Allowance

EMPLOYEE BENEFITS / FACILITIES

6. EMPLOYEE BENEFITS / FACILITIES
6.1. TRANSPORT
C-DOT provides Conveyance facilities to staff as follows. Staff members can intimate
the options chosen by them to Administration Group who in turn will inform the Finance
Group.
6.1.1. Subsidized Transport
Buses/Matadors on specified routes are provided to cover maximum number of staff
members for morning pick-ups and evening drops. In addition, regular trips are provided
late in the evening. Staff cars are also available on holidays. Transport is available for
select places, the details of which may be obtained from Admin. Group.
Staff contribution for using Centre's Subsidized transport shall be as follows:
Grade Pay Deduction (per month)
Upto ` 2800/- ` 75/-
Above ` 2800/- ` 100/-
Directors & Above ` 150/-
1. While C-DOT transport facilities are available on all the working days, in the event of
non-availability, due to any reason, of such pick-up and drop facility, the employee
can commute on his own and claim reimbursement of local conveyance by the
eligible mode. For this purpose the claim will have to be submitted to the Admin.
Based upon certification by the Admin. Group, Finance will reimburse the same.
2. On weekdays, C-DOT provides transport at late hours also. For staff members of C-
DOT Bangalore, please note that two vehicles ply on shuttle basis within the city
limits, the requirement of which has to be forwarded to Admin. Group through a
prescribed form, approved by the GL. For staff members of Delhi, a prior request
approved by the GL, as per delegation of powers, needs to be forwarded to Admin.
For commuting on holidays for official duty, reimbursement of local conveyance by
eligible mode will be admissible to all those staff members who are availing
subsidised transport facilities provided by C-DOT, based on request approved by GL,
as per delegation of powers.
6.1.2. Reimbursement for Own Conveyance
Staff members are entitled for reimbursement of conveyance expenditure at actual on
self-declaration for using transport for coming to office and returning as follows:
Amount of Reimbursement = quantum of petrol x the prevalent prices of petrol at
working city.

Classification Quantum
Employees using 2 wheelers (irrespective of
scale of pay or grade)
30 Ltrs p.m.
Employees using cars and whose
Grade Pay is ` 6600/- and below
50 Ltrs p.m.
Employees using cars and whose Grade Pay
is ` 7600/- and above
75 Ltrs p.m.
The above classification applies to equivalent non-technical grades too. The
reimbursement is made on the basis of certification to be furnished by the employee
concerned.
1. The employee shall have to certify that the vehicle is registered in the name of self /
family (family for this purpose comprises of spouse or blood relation residing with
the staff member).
2. That the staff member is using the vehicle for attending office and no claim is being
made by any other person for conveyance reimbursement against this vehicle from C-
DOT or any other authority (organization).
3. These reimbursements are made through monthly salary. However, staff is required
to give annual declaration for the reimbursement made.
Those who claim reimbursement for own conveyance will also be eligible for
reimbursement of conveyance charges for journeys undertaken for official work.
However, for official journeys performed on holidays, they will be paid either local
conveyance charges as per entitlement or they can claim reimbursement on a Kilometer
basis. Please refer to Local Conveyance table given in Sec 10.1.6.5.
6.1.3. Reimbursement for Vehicle Maintenance
1. All employees in EI / AVI grade and above, will be eligible to own cars and claim
reimbursement accordingly. The amount that can be re-imbursed, will be limited to `
400/- per month for cars and ` 200/- per month for 2 wheelers.
2. Employees below EI / AVI grade, will be eligible to own and seek reimbursement for
two-wheelers. If an employee in this category owns a car, reimbursement for vehicle
maintenance will be limited to ` 200/- per month only.
3. Reimbursement will be made alongwith the monthly salary, based on declarations
made to Admin. However, the staff member is required to give annual declaration at
the end of the financial year for the reimbursement obtained.

6.1.4. Reimbursement for Public Transport
Staff members are entitled for reimbursement of conveyance expenditure for using public
transport at the following rates w.e.f. 01/09/2008 at both the Location i.e., Delhi &
Bangalore:
Grade Pay of the Employee Rate of Transport Allowance
Grade Pay of ` 5400 and above ` 3200 + DA thereon
Grade Pay of ` 4200, ` 4600 & ` 4800
`1600 + DA thereon

Those drawing pay below ` 4200 but drawing pay
in the pay band equal to ` 7440 and above
Grade Pay Below ` 4200 and pay in the pay band
below ` 7440
` 600 + DA thereon
Rates of Transport allowance are different for Physically Handicapped staff
members. For details please refer Section 6.17 of this handbook.
6.1.5. Procedure
1. Staff members intending to use C-DOT subsidised transport may contact the Admin.
Dept., who shall provide information about existing routes of the vans. Deductions
shall be made from the salary.
2. Those covered under reimbursement scheme should apply to Finance Department in
the prescribed conveyance form on monthly basis.
3. Those who wish to switch over from one system of reimbursement to another can do
so only once in a period of six months.
4. Reimbursement will be made alongwith the monthly salary, based on declarations
made to Admin. However, the staff member is required to give annual declaration at
the end of the financial year for the reimbursement obtained.
6.2. MEDICAL REIMBURSEMENT
6.2.1. Eligibility Conditions
1. For the purpose of reimbursement of medical expenditure incurred by employees on
their dependents is reimbursed only when the total monthly income of such
dependents (other than spouse) from all sources does not exceed ` 3500/- per month
plus the amount of Dearness Relief admissible per month on the date of consideration
of the claim.

2. The above income ceiling has to be worked out by taking into account, the income of
such dependents from salaries, pension, interest income, properties, capital gain and
other sources.
3. If one of the parents of the employee is not dependent on him, then the other parent
will also be deemed to be not dependent on the employee.
6.2.2. Scheme for Reimbursement
S.No. Particulars Remarks
(i) Basis a. The Scheme will operate on Financial Year Basis
b. For the Purpose, the term Financial Year will mean the
year commencing on the first day of April of each year and
ending on the 31
st
day of March of the next year.
(ii) Entitlement a. Two months Basic pay on the first day of April each year,
after including therein the normal annual increment, if due
on that day.
b. The amount so arrived at will not be revised at any time
thereafter during the Financial Year, due to subsequent
events like promotions, retrospective hike in the basic pay
etc.
c. In the case of Employees joining the services of the
organization after the first day of April of a Financial Year,
the entitlement will be calculated on the basis of Basic pay
on the date of joining. However, in such cases, the
entitlement will be computed on prorata basis for the number
of completed months in the Financial Year in which they
join.
(iii) Re-imbursement a. For the purpose of this revised scheme, the terms Family,
Dependants and Income Criteria for Eligibility of
Dependants to be covered by the Scheme will have the
same meaning as in the existing scheme. The Declarations
given by the employees, at the time of joining service
regarding dependants will be used for the purpose of
reimbursement. For clarifications on dependents, contact HR
or Finance Group. Any false declaration will be construed as
misconduct.
b. The Entitlement of an employee for each Financial year,
worked out as per Para (ii) above, will contain two equal
parts Part A and Part B.
c. Part A, being 50% of the annual entitlement (Two months
Basic pay), will be disbursed in Cash, as an advance along

with the salary for the month of April of each year.
d. Part B, being the balance 50% of the entitlement will be used
to reimburse further Medical Expenditure incurred. Such
reimbursement will be made only against bills for medicines
purchased, receipts for doctors fees/clinical tests, proofs for
premium paid under Mediclaim Policies taken to cover the
employees themselves, members of their family or other
eligible dependants. Employees will have the option to avail
of Mediclaim Policy either directly or through C-DOT
employees group Mediclaim Policy.
(iv) Recovery of the
Advance paid
[Part A of the
entitlement]
a. Where an employee, who was paid the Medical
reimbursement advance for any financial year, leaves the
organization before the expiry of that year, the amount paid
in advance will be recovered for the period he / she does not
serve C-DOT before he is released from C-DOT.
b. No such recovery will, however, be made, where the
employee furnishes proofs like doctors prescriptions, bills
for medicines purchased etc., using the advance paid to him/
her.
(v) Carry forward
of the unspent
balance of the
entitlement
[Part B]
a. Any part of the amount or the whole thereof remaining
unutilized at the end of the financial year concerned will be
allowed to be carried forward to the immediately succeeding
financial year.
b. The amount so brought forward to a financial year from the
previous one cannot be encashed but only to be utilized for
seeking reimbursement of the actual expenditure incurred in
the current financial year. If the aggregate of the advance
paid to the employee at the beginning of the year [Part A]
of the entitlement, and the amounts reimbursed against bills
etc. [Part B] during the year exceeds the entitlement for the
year. For the purpose, bills for expenditure incurred and
other proofs will have to be produced. Reimbursement in
such cases will be admissible only with the approval of the
Director concerned.
c. The unspent amount of the entitlement for Financial Year,
which is the transition year, will be allowed to be carried
forward to the next Financial Year.
(vi) Relaxations a. Normally, reimbursement beyond the entitlement indicated
in (ii) above, will not be made.
b. However, in cases where an employee has exhausted

entitlement at (ii) above and balance of unspent entitlement
brought forward from the previous financial year, as
indicated in (v) above request for further reimbursement will
be considered beyond the normal entitlement for the year,
plus the balance brought forward from the previous year. In
such cases, reimbursements will be allowed only with the
approval of the Board.
(vii) Recovery of
Income tax and
Statutory Levies
Will be made in accordance with the statutory provisions
applicable from time to time.
(viii) Procedure to be
followed
a. For receiving the advance in Cash [PartA]
No Form/Certificate is to be given for the purpose.
The Advance will be given in the case of all employees
availing Medical Reimbursement facility under the
existing scheme. The Advance will be credited alongwith
Salary for the month of April/May. Similarly, the advance
will also be given in the case of all new employees based
upon their basic pay on the date of joining and the
declarations of dependants made by them.
b. Certificate to be given at the end of the financial year
regarding utilization of above advance.
Where the advance is utilized, in meeting expenditure on
Medical Treatment at recognized hospitals for specified
illnesses, proofs therefore should be furnished.
Where however, the advance is used in meeting
expenditure on common illnesses, a mere certification that
the advance has been used will suffice.
c. Where an employee, who received the advance in Cash,
leaves the organization before the end of the financial year
concerned.
To furnish proofs for expenditure incurred out of the
advance.
Upon submission of proofs, no recovery will be made to
that extent.
Where the employee does not produce any proof for the
expenditure incurred, the whole of the advance will be
recovered.

6.2.3. Other Terms and Conditions of C-DOT Mediclaim Policy
Part B of Medical entitlement (for reimbursement of medical bills etc.) will be released
for only those staff members who have either opted for C-DOT Group Mediclaim Policy
or have their own policy for an amount equivalent (or more) to the mediclaim coverage
of employees in C-DOT Group Mediclaim policy i.e.
3.5 lakhs for Support Grades (SI to SVI and AI to AV) and EI/AVI and below
5.0 lakhs for EII/AVII and above
1. Staff members who have opted for own Mediclaim Policy are advised to submit the
proof of the same to HRD Group and only after clearance from HRD, finance will
release part B amount for employees who have opted for their own policy.
2. Staff members opting for C-DOT Group Mediclaim Policy will have to submit a
declaration to Admin Group in the prescribed format, which should be similar to the
declaration submitted to HRD.
6.2.4. Medical Reimbursement after retirement /death
1. C-DOT Management has considered need for extending medical benefits to CDOT
employees and their dependents after superannuation.
2. It has been decided to allow reimbursement upto two months basic pay/annum for
medical expenditure (Last pay drawn)
3. This policy will be applicable to all those who have superannuated from the services
of CDOT even prior to this decision.
4. All those employees who have put in atleast 5 years of service in CDOT and
superannuate will be entitled for this benefit.
5. For those employees who have rendered 10 yrs of service, CDOT will pay premium
for medical insurance for the family of the deceased /superannuated employee as per
the norms applicable to C-DOT employees in service.
6. Those who join service of any public/private sector organization after superannuation
would not be entitled for this benefit.
6.2.5. Relaxation in Reimbursement for Medical Expenditure beyond entitlement
For the purpose of reimbursement of medical expenditure incurred by
employees for self and their dependents, there exists a ceiling of two months
basic pay (pay as on 01 April of the year) in a financial year.
Relaxation beyond entitlement:

Normally, reimbursement beyond the entitlement indicated above, is not to be
made.
Cases beyond normal eligibility will be dealt on a case-to-case basis and the
approving authority will be Director / Board.
However, in cases where an employee has exhausted entitlement for current year
and balance of unspent entitlement brought forward from the previous financial
year, request for further reimbursement shall be allowed only with the approval
of the Board.
Reimbursement over and above eligibility cannot be claimed as a right. The
decision of the Board in this matter will be final and binding on the claimant.
PROCEDURE:
All applications for any relaxation beyond entitlement of current year shall be made
by the staff member in the prescribed format.
1. Regarding reimbursement beyond current year entitlement from unutilized
portion of previous year entitlement, present practice of reimbursement after
Director approval shall continue.
2. Regarding cases where an employee has exhausted entitlement for current year
and balance of unspent entitlement brought forward from the previous financial
year, the general guidelines that shall be followed for recommending cases to the
Board, for relaxation for reimbursement beyond eligibility are given below:
(a) Such cases will be treated only as exceptions and not a norm.
(b) Relaxation shall be admissible for critical illness only, involving very high
medical expenditure. Criticality of illness has to be established by the staff
member by attaching Doctors Diagnosis, prescriptions. relevant reports etc.
(c) Reimbursement shall only be made when staff member has produced bills to
justify that Part A for the current year (disbursed as cash, as an advance along
with the salary for the month of April each year) has also been completely
spent towards medical expenditure in the current financial year. Proof of
usage of Part A shall be attached by the employee, along with his / her
application for relaxation.
(d) This application for relaxation beyond normal eligibility shall first be sent to
the Finance department. Finance department shall verify the application with

regard to Proof of usage of Part A (as prescribed by point no. b above) and
attach the history of Medical utilization by the staff member in the last 5 years
(excluding current year) with the application.
(e) If Finance is not satisfied with proof of usage, application shall be rejected by
Finance and returned to the employee.
(f) After verification of proof of usage of Part A, and annexing history of medical
utilization, Finance department shall forward the application to HRD.
(g) On receipt of the application, HRD shall obtain the comments of the in-house
Doctor regarding the application and thereafter forward the application
(along with all documents mentioned above) for consideration of the Board.
6.3. LEAVE TRAVEL CONCESSION
6.3.1. Scope
The objective of this scheme is to offer assistance to C-DOT staff members and family to
visit their hometown and other places as part of welfare measures.
6.3.2. Eligibility
1. Staff members should have completed one-year service as on date of onward journey.
2. Self and family are eligible.
3. Family for LTC means staff member's spouse, and two surviving children or
stepchildren wholly dependent upon the staff member, whose income from all sources
does not exceed ` 3,500/- p.m. It includes in addition, unmarried sisters, minor
brothers and married daughters who have been divorced, abandoned or separated
from their husbands, if residing with and wholly dependent on the staff member
(provided their father is either not alive or is himself dependent on the staff member.
4. Parents or step-parents and children, wholly dependent upon the employee,
irrespective of whether residing with the employee or not, will also be covered.
Note:
a. The restriction of two surviving children as indicated shall not apply in respect of
existing children of staff member as on 1/10/97 and a child born within one year
from 1/10/97 and also in case of multiple births after one child.
b. Not more than one wife is included in the term family for the purpose of these
rules.

5. Staff members on deputation have the option (if not specified in deputation orders),
either to choose LTC of C-DOT or that of parent organisation; whichever is more
favourable to them.
6. The concession is restricted to journeys within India.
7. If both husband and wife are employed in different organisations, LTC could be
availed only from one organisation on declaration and certification by the other
organisation.
8. In case a staff member goes on LTC and gets married, his/her spouse would be
entitled for LTC coverage from the place of LTC to place of posting.
6.3.3. Home Town
1. Hometown means the place declared by the staff member, which requires his/her
physical presence at regular intervals for discharging various domestic/social
obligations.
2. Hometown could be one where the staff member owns residential property or where
his relations are residing.
3. Hometown declaration once made at the time of joining shall be treated as final.
Hometown can be changed only once during the entire service period. Any change
shall be accepted by the Competent Authority subject to a detailed assessment of the
justification given and based on the criteria detailed above.
6.3.4. Block Years
1. The block years followed in C-DOT are 2006-2009, 2010-2013 and so on.
2. Block year of eligibility is one in which the staff member completes one years'
service.
3. The concession is admissible as below:
a. Example
If X joins on 10-6-09, his first LTC is admissible for the block year 2010-11, that
is the block in which, he/she completes one year service. (Please note that there is
no block year like 2009-2010).
4. In a span of 4 years, for example blocks of 2010-2013, a staff member could avail
a. Either both blocks to home town (i.e.) 2010-2011 and 2012-2013
or

b. One hometown and one anywhere in India in lieu of the second hometown block.
5. Staff members whose hometown and place of posting are the same, are eligible for
LTC once in 4 years only to visit any place in India.
6.3.5. Carry Forward
The concession admissible for a particular block of two years, which is not availed during
the block, may be carried forward to the first year of the next block. This facility is
however not available to those who may avail LTC to hometown every year due to
his/her family being away from the station of posting.
For example, if a staff member has not availed LTC concession of 2008-09 during
that block year, the same could be carried forward upto December 31, 2010.
6.3.6. Journey by Air/Rail:
Grade Pay Air Train
Employees drawing Grade Pay
of `10000/- & above and
those in Pay Scale of HAG &
above
Business /club class by air
(as per LTC policy)
Presently Economy class (as
per DOPT OM)
AC I Class
Officers with grade pay of `
7600/-, ` 8700/- and ` 8900/-
Economy class A/C 1st Class
Officers drawing Grade Pay of
` 5400/- and ` 6600/-
Economy class A/C 2 tier Class
Officers drawing Grade Pay of
` 4200/-, ` 4600/- and `
4800/-
----- A/C 2 tier Class
All other employee ----- 1st Class / A/C 3 tier or
A/C Chair Car
a. In case of places not connected by rail, travel by AC bus for all those entitled to
travel by AC II tier and above by train and by Deluxe /ordinary bus for others is
allowed.
b. In case of road travel between places connected by rail, travel by any means of
public transport is allowed provided the total fare does not exceed the train fare by
the entitled class.
Note: Entitlement by Rajdhani/Shatabdi Trains would be applicable in cases where
journey is actually undertaken by these trains and not for determining entitlement on

notional basis. Both ends of the journey i.e., place of origin of the journey and the
destination should be directly connected by Rajdhani/Shatabdi Express.
6.3.7. Journey by Sea or by River Steamer:
Grade Pay Andaman & Nicobar Islands &
Lakshadweep islands (Shipping
Corp of India)
Others
Officers drawing Grade pay of
` 5400/- and above and those
in pay scales of HAG+ and
above
Deluxe Class Highest Class
Officers drawing grade pay of
` 4200/-, ` 4600/- and `
4800/-
First / A Cabin Class If there be two classes
only on the steamer, the
lower class
Officers drawing grade pay of
` 2400/- and ` 2800/-
Second / B Cabin Class If there be two classes
only on the steamer, the
lower class
If there be three classes,
the middle or the second
class
If there be four classes,
the third class
Officers drawing grade pay
less than ` 2400/-
Bunk Class The lowest class
6.3.8. Break-Up in Groups
1. Staff members may avail Leave Travel Concession for travel in one group or
separately in different groups as convenient to them.
2. Where the staff members and/or members of family travel in different groups at
different times, it becomes compulsory that the return journey be completed within 6
months.
3. A staff member and/or members of his family may visit either the same place or
different places of their choice. It is not necessary that all of them visit the same
place.
6.3.9. Shortest Route
1. Before commencement of the journey a staff member should declare the intended
place of visit.

2. The journey may be performed by any route to the declared place of visit. But the
claim will be regulated with reference to the shortest direct route on a through ticket
basis.
6.3.10. Prior Permission
1. Staff members intending to avail LTC should obtain sanction from the immediate
supervisor before commencement of journey.
2. A statement of leave sanctioned should also be furnished in the form.
3. Minimum of one days leave alongwith holidays/weekends is mandatory to avail
LTC.
6.3.11. Procedure
1. Application in prescribed preformed duly completed and sanctioned should be
submitted to Personnel before commencement of journey.
2. Booking of tickets should be done only after obtaining the certification from
Personnel & HR Group.
3. Staff member has to produce original ticket in reference of air/water/road journeys
and ticket numbers or photocopy of tickets in reference of rail journeys for settlement
of the claims.
4. Staff members may approach Administration Group for booking of LTC tickets.
6.3.12. LTC Entitlement for Fresh Recruits
1. Fresh recruits will be allowed to travel to their hometown alongwith their family on
three occasions in a block of four years and to any place in India, on the fourth
occasion.
2. This facility shall be available only for the first two blocks of four years after joining
the Government for the first time. The block of four years shall apply with reference
to the initial date of joining service.
3. The existing blocks will remain the same but the entitlements of the new recruit will
be different in the first eight years of service.
4. Fresh recruits are also entitled for conversion of one block of Home Town LTC into
LTC for destination in NER/Jammu and Kashmir.
5. The current block of four years is 2010-13

6.3.13. Other General Conditions
1. In all cases of travel by AC Taxi, Taxi or Auto rickshaw, production of fare receipt
will be necessary.
2. Charges incurred for booking of rail tickets through Internet/e-ticketing through the
website of Indian Railways are reimbursable. Service Tax, education cess and other
similar levies charged on travel by Air/Road/Steamer are also reimbursed.
3. Upto 90% of the fare can be taken as Advance.
4. Travel by Air India only
5. In Economy Class only, irrespective of entitlement
6. Reimbursement of air-fare lower than the LTC-80 airfare of Air India will also be
admissible for journeys performed by Air India under LTC, as the intention is to
ensure that the LTC claim should not in any case, exceed LTC-80 fare of Air India.
7. Air tickets may be purchased directly from Airlines (At Booking counters/website of
Airlines) or by utilising the services of Authorised travel agents viz M/s. Balmer
Lawrie and Company, M/s. Ashok travels and tours and IRCTC (to the extent IRCTC
is authorised as per DOPT OM No. 31011/6/2002-Estt. (A) dt. M02/12/2009.
6.3.14. Eligibility to Avail LTC to North East Regions
Eligibility to Avail LTC to North East Regions whose home town is different from their
respective headquarters namely Bangalore / Delhi.
1. An employee whose headquarters and hometown are same is not entitled to home
town LTC and thus home town LTC cannot be converted into LTC for NER in such
cases. i.e. Staff members, who have declared Delhi/Bangalore as Hometown and are
working at C-DOT Delhi/Bangalore respectively, shall not be considered eligible for
LTC to Hometown and therefore cannot claim LTC to NER in lieu of LTC to
Hometown.
2. However, staff members working at C-DOT Delhi/Bangalore, but whose hometown
is other than these two cities (including small and satellite towns adjoining these two
cities) will be considered to have a Hometown distinct from the headquarters
concerned and will be allowed to claim LTC to NER in lieu of LTC to Hometown.
3. Further, in accordance with the OM F.No.31011/4/2007-Estt.(A) dt. 20/04/2010, the
relaxation for travel by air to visit North Eastern Regions, under CCS (LTC) Rules,
1988 is available upto 1 May 2014.

6.3.15. Relaxation in LTC Rules for Travel by air to Visit J&K
1. All staff members will be allowed to avail LTC to visit J&K against conversion of
one block of their Home Town LTC.
2. Staff members entitled to travel by air can avail this LTC in their entitled class.
3. All other staff members can travel by air in economy class from Delhi and Amritsar
to any place in J&K by any Airlines subject to their entitlement being limited to LTC-
80 fares of Air India. Journey from their place of posting upto Delhi/Amritsar will
have to be undertaken as per their entitlement.
4. Relaxation to travel by private Airlines to visit J & K while availing LTC is available
to all categories of Govt. Employees, including those entitled to travel by air.
5. Restriction of air travel only by Air India on LTC to other places shall continue to
remain in force.
6. This scheme shall be in operation upto 18th June 2014.
As C-DOT follows CCS (LTC Rules), all other terms and conditions will continue to be
as per the rules prescribed by the Central Govt., and the changes made from time to time
in the CCS (LTC) rules 1988 will apply for C-DOT also.
6.3.16. Clarification regarding reimbursement of LTC 80 fare for LTC
Vide circular No. 01/2011 dated March 07, 2011 it was clarified that reimbursement of
air-fare lower than the LTC-80 airfare of Air-India will also be admissible for journeys
performed by Air India under LTC, as the intention is to ensure that the LTC claim
should not in any case, exceed LTC-80 fare of Air India. It was further clarified that other
instructions issued on air travel from time to time continue to remain in force.
6.4. LIBERALISED LEAVE TRAVEL CONCESSION (LLTC)
Employees have the option to avail either LTC facility as per Central Govt. rules or avail
LLTC family, which is as follows:
1. By availing this facility the staff member have an option to avail this facility for a
distance of 750 kms. (one way) in a block of 2 years and for a distance of 1500 kms.
(one way) in the block of 4 years based upon certificates to be provided by them.
2. While availing LTC/ LLTC the employee can exercise the option each time.
3. In case of employees who desire to avail the benefit of the Liberalised scheme, claims
for the amount spent will have to be made both for self and family at the same time.

4. For availing LLTC, employees are expected to be away from Place of work for a
period of at least 5 days at a stretch including holidays.
5. All rules regarding block years / extended block years applicable in case of LTC are
also applicable in case of LLTC.
6. Once an employee rejoins after availing Lien, she would become eligible for LTC
/LLTC for the block year in which she completes one year service on rejoining. Eg.
Employee joining in November 2002 would become eligible for block year 2002-
2003, only in November 2003. Employee joining in February 2003, would be eligible
for LTC /LLTC for block year 2004-2005 only in February 2004.
7. The LLTC disbursement amount for those who are claiming the same on certification
basis will be limited to the highest class of train fares between the locations with
upper limits in kilometres remaining the same.
6.4.1. LLTC Entitlement for Fresh Recruits
1. This facility shall be available only for the first two blocks of four years after
joining the Government Service for the first time. i.e it is applicable only in the
first four years of service in C-DOT and subsequently in the next four years.
The block of four years shall apply with reference to the initial date of joining
service.
2. LLTC for Home Town can be availed within first three years of service after
completing one year of continuous service. On availing LLTC Home Town, the
new recruit shall not be eligible for LTC Home Town in the first three years of
their service.
3. LLTC for Anywhere can be availed only in the fourth year. e.g. if Date of Joining
is 01.08.2012, from 01.08.2013 the new recruits are entitled to LLTC Anywhere
only in the calendar year 2016.
6.5. PROCEDURE FOR AVAILING LLTC
All staff members are advised to apply for availing LLTC in advance for approval as in
case of LTC and get the approval of Competent Authority and sanction of Personnel
Group prior to availing LLTC.
Request for reimbursement of LLTC expenses without prior sanction of LLTC by
Personnel Group will not be considered.
6.6. REIMBURSEMENT FOR PURCHASE OF BOOKS
1. The reimbursement facility is to encourage staff members to purchase professional
books relevant to their functions.

2. Engineering staff with a Grade Pay of ` 6600/- and above, will be reimbursed ` 5000
per annum.
3. Other employees, who have a Grade Pay of ` 4600/- and above will be reimbursed `
2000/- per annum.
4. On the basis of Vouchers and Bills submitted by the employee in the Standard
proforma, the reimbursement will be made by C-DOT on a Quarterly basis. The
Calendar year is to be broken into 4 quarters for the purpose of reimbursement - Jan-
Mar, Apr-Jun, July-Sep, Oct-Dec. Not more than 4 claims are to be submitted for one
calendar year.
6.7. REIMBURSEMENT FOR PURCHASE OF JOURNALS
1. The reimbursement facility is to encourage staff members to purchase professional
journals relevant to their functions.
2. Engineering staff with a Grade Pay of ` 6600/- and above will be reimbursed upto `
4800/- per annum, for purchase of journals.
3. The claim is to be made on a Quarterly basis in the first month after the quarter
concerned. If the claim is not so lodged, it can be done along with the claim for the
immediately succeeding quarter. Not more than 4 claims are to be submitted for one
calendar year. All claims are to be supported with Vouchers and Bills.
4. All employees seeking reimbursement for journals will be allowed reimbursement,
within entitlement, even if it is for subscription beyond the current year.
5. For a staff member subscribing to a journal on payment which is beyond his / her
entitlement during the current year, the reimbursement during the current year will be
limited to his /her current year entitlement, the balance will have to be claimed during
the next financial year on production of the photocopy of the bill.
6.8. REIMBURSEMENT OF NEWSPAPER EXPENSES
1. Staff members are entitled for reimbursement of Newspaper expenditure. The method
for reimbursement is as follows:
Category of Employees Amount of Reimbursement
Employees with Grade Pay of ` 7600/- and
above
` 150/- p.m.
Employees with Grade Pay of ` 5400/- and `
6600/-
` 75/- p.m.
All other employees ` 60/- p.m.

It will be paid alongwith salary. However, the staff members are required to give annual
declaration for the claims reimbursed.
6.9. OFFICIAL TELEPHONE REIMBURSEMENT
1. The objective of this Reimbursement is to fulfill the need of employees to work
beyond office hours, and holidays and need to be contacted at home.
A. Telephone Facility on Functional Basis:
i. C-DOT will provide one official landline telephone on functional basis to the
following category of employees. They may opt for the reimbursement of their
personal phones as in the case of other employees.
Board Members
STEs / TEs / Registrar / CFO / CAO
GL / TL / Manager
ii. Employees in the other categories may be provided official phone or
reimbursement of personal phone on functional requirement basis, for a period
of one year with the approval of director and for a period beyond one year with
the approval of EDR
iii. The maximum entitlement of the phone and internet charges on functional basis
to various categories of employees shall be as under:
Sl. No. Level Of
Employee
Type Maximum
Entitlement
(No. of calls on
Monthly Cycle
basis.)*
Internet
connection
(Duration in
Hrs. Per Month)
1. Director Official No Limit No Limit
2. STE/TE/CFO/RGR
/ CAO
Official 1000 30 Hrs.
3 GL/Sr.Mgr. Official Upto750 15 Hrs.
4. RE/ Manager/Sr.
Executive/
Executive
Official/Reimbu
rsement on
approval basis
Upto 500 calls or Slabs
1/2/3 i.e. ` 450/- `
570/- ` 830/-
-
5. Member Support,
Secretary, T.A's
Technicians
Reimbursement
on approval
basis
Slabs 1/2/3/ as above -

* Entitlement for all categories of employees includes rentals besides no. of calls
exclusive of free calls. Over and above these limits, the additional calls may be
sanctioned as:
2. Director - Full Powers
Bill to bill basis for R.Es/ Executives/ Memb. Supp./ TAs / Secy / Technicians,
etc.
3. STE/TE/RGR/CAO/CFO - 50% of the entitlement for staff below in respect of GL /
Mgr. Only
B. Telephone facility as a perquisite:
Staff in the under mentioned category will be entitled for reimbursement of expenses for
telephone at residence as per the following rates:
Sl.
No.
Category Type Entitlement
(No. of calls on Monthly Cycle
basis)
1. Engineers with a Grade Pay
of ` 6600/- and above
Reimbursement 500 Calls exclusive of rentals and
tax
C. General
1. The reimbursement of personal phones will be allowed if the registration of phone is
in the name of the staff member, spouse, parents, in-laws and landlord.
2. In case where both, husband and wife, are employees of C-DOT, the reimbursement
shall be given to either of them, whoever has a higher entitlement. However, the
entitlement for no. of calls will be clubbed for official use of the phone.
3. The claims for the reimbursement of telephone bills should be submitted directly to
finance division alongwith a self-certified copy of the bill, once sanction order is
issued by administration division.
4. The landline phone may be installed by any telephone company besides
MTNL/BSNL. However, the calculation for the reimbursement of entitlement shall be
restricted / based on the rental and call charges of MTNL/BSNL only.
5. One mobile phone connection including instrument and accessories to officials
holding the post of technical expert and above for better communication and
availability. The present limit for the reimbursement is as under:

Sr.Technical Expert/RGR/CFO ` 2000/- pm inclusive of monthly rentals
Technical Expert ` 1200/- pm inclusive of monthly rentals
6. The reimbursement of personal mobile phones will be allowed if the registration of
phone is in the name of the staff member.
7. Staff members who are entitled for landline reimbursement can seek either landline
reimbursement or reimbursement for mobile connection, provided the same is against
a post paid bill and not a pre-paid card connection. reimbursement in such cases will
be limited to the following norms:
Category Monthly Reimbursement
I `450/-
II `570/-
III ` 830/-
8. The request for change in the option for reimbursement of mobile or landline
connection can be made not more than once in three months.
6.10. CHILDREN'S EDUCATIONAL ALLOWANCE
1. All staff members are eligible for Children's Educational Allowance @ ` 1000
p.m. per child for a maximum of 2 children, upto the 10+2 education (including LKG
/ UKG). Childrens Educational Allowance will not be paid for children enrolled in
play schools. Rates of Childrens Education allowance are different for staff with
disabled children. For details please refer Section 6.17 of this handbook.
2. The term Children's Education Allowance includes Tuition fees, Laboratory fees,
Computer fees, library fee, games / sports fee and fee for extra-curricular activities.
This also includes reimbursement for purchase of one set of textbooks and notebooks,
two sets of uniforms and one set of school shoes, which can be claimed for a child in
a year, but does not include transportation.
3. The reimbursement is paid through salary and employees would be required to
furnish proofs i.e. Receipts issued by schools at the end of the every year directly to
finance.
4. The above limits would be automatically raised by 25% every time the DA on the
revised pay structure goes up by 50%.
6.11. MEMBERSHIP OF PROFESSIONAL BODIES
1. The reimbursement facility is to encourage staff members to participate in
professional bodies in the field of their specialisation. A staff member could get
reimbursement for membership of 2 professional bodies.

2. The professional bodies can either be both in India or one of them can be a body
outside India.
3. For membership of a professional body outside India the membership fee i.e. the
admission fee and annual subscription both shall be payable in Indian rupees and
shall be limited to the membership fee payable for IEEE.
4. For Indian professional body the membership fee shall be limited to fee payable for
CSI.
5. The reimbursement shall be limited to admission fee/annual subscription.
6. For initial membership the approval of the concerned TE/Director shall be obtained.
7. In addition to IEEE membership, an employee can take membership of one of the
societies in the area of their specialisation. C-DOT will bear 50% of cost for
membership to such society and employees will have to bear the balance of 50%.
8. In case of administrative staff the professional bodies could be the ICAI, ICWAI,
ICSI, Indian Institute of Personnel Management, AIMA and Indian Institute of
Materials Management. The staff in this category can choose any of the two of these
bodies for reimbursement.
6.12. MULTI FUNCTIONAL ALLOWANCE
1. The Multi-functional Allowance (MFA) is admissible to those non-executive staff
members of the Centre, who perform multi-functional duties.
2. MFA is payable to staff members in support category e.g. associates, data entry
operators, receptionists, member support, research associates etc.
3. MFA is granted initially upon a certification given by the STE/TE/GL and continued
until a specific order from the STE/TE/GL concerned for dis-continuance is given.
4. MFA is not admissible during probation.
5. The existing rate of Multi - Functional Allowance is:
Grade Pay Rates (per month) (`)
` 1800 60
` 1900 90
` 2400 120
` 2800 180
` 4200 240

Grade Pay Rates (per month) (`)
` 4600 270
` 5400 300
6.13. HARDSHIP AND NIGHT SHIFT INCENTIVE
1. In order to motivate such staff members who perform arduous duties either through
visits to difficult stations or performing night duties.
6.13.1. Hardship Incentive
1. Hardship incentive is payable to employees in Grade SVI or below who frequently
visit distant sites other than metro cities for installation, operation, maintenance &
other R&D related activities.
2. A staff member would be paid hardship incentive for the actual number of days spent
in field, provided a minimum of 20 days in one quarter are spent out of C-DOT.
3. A new group member becomes eligible for this incentive after serving for a minimum
period of 6 months in the group and only when he/ she starts making independent
field visits.
4. The approval for the Hardship incentive shall be given by the local Director on
recommendation of concerned GL/TE/STE.
5. Rates of Incentive would be `100/- per day, maximum of ` 1000/- per month.
6. The Board will do the periodic review and implementation of the scheme.
6.13.2. Night Shift Incentive
1. Eligibility: Member of staff in Technical support, who perform round the clock (24
hrs) rotational duties for maintenance and related functions.
2. Incentive is given only after the staff member has performed the shift duty for a
minimum of 3 months. Nightshift incentive would be paid only in case the rotational
duties include at least one week of night shift.
3. Amount of Incentive: ` 250/- p.m.
4. Approval will be given by Local Director on recommendation of concerned
GL/TE/STE.

6.14. PERFORMANCE LINKED INCENTIVE FOR FIELD STAFF
1. Eligibility: For staff deployed in the field and providing various kinds of services, in
addition to the existing policy for hardship allowance.
2. The field incentive performance and achievement of targets/objectives incentives will
be in slabs of ` 1000/-, ` 2000/- and ` 3000/- per quarter in addition to the hardship
allowance as per policy.
3. The GL will submit a quarterly report (Jan-Mar, April-June, July-Sept, Oct-Dec) to
the concerned Director, recommending names of staff and the quantum of incentive.
4. Office order will be issued by HRD.
6.15. LEASED ACCOMMODATION
6.15.1. Objective
1. To provide residential accommodation to staff members where the Centre does not
have own residential township. This facility is in lieu of House Rent Allowance.
2. Agreement between C-DOT and Owner.
6.15.2. Limits and Recoveries
Category
(Grade Pay)
Entitlement Limits (`) as per
CPC No. 04/2004
Financial Recovery
(license fee)
2400 2940 121
2800 2940 245
4200 5600 434
4600 5600 527
5400 5600 527
6600 7000 645
7600 9100 771
8700 10500 906
8900 11550 1299
10000 12600 1299
1. With effect from 10th January, 2012, the entitlement for Leased accommodation
has been revised. The entitlement for Lease shall be the lease entitlements as per
the table above (based on CPC 04/2004) or the HRA admissible in the case of
Individual employees, whichever is higher.

2. License fee for Lease Accommodation will continue to be recovered as per rates
prescribed by the corporate policy circular no. 04/2004 dated 10.08.2004, given
in the table above.
1. Two independent staff members other than wife and husband clubbing together are
eligible for 150% of the lower of the two entitlements and the eligibility would be
225% of the least entitlement in case of three employees joining together for leased
accommodation.
2. Employees may either request Administration to identify a house as per their
requirement or may do it on their own or take help of a broker.
3. Performa of lease agreement is available with the respective Admin. Groups.
6.15.3. Brokerage
1. Upto 100% of entitlement admissible as brokerage at Bangalore & Delhi.
2. Brokerage shall be allowed once in 3 years only. Payment shall be made directly to
the Agency/Broker through crossed cheque only.
3. The claim for brokerage charges will have to be made by the Property Agent directly.
4. In case of premature termination of lease, brokerage will not be payable for entering
into fresh lease.
6.15.4. Agreement
1. Lease is executed through an agreement between the Centre and the owner. The text
of the agreement enumerating detailed terms and conditions is available with the
Administration Group.
2. A layout plan of the accommodation should be attested by the landlord, broker and
the staff who is opting for lease.
3. The period of agreement shall be for a maximum period of 3 years.
4. If the landlord insists on renting out the house only to a particular staff member, his
name could be incorporated in the Agreement.
5. The deed is to be typed on a non-judicial stamp paper of the value of ` 50/- for Delhi
and ` 20/- for Bangalore. The deed in original shall be preserved at C-DOT.
6. The stamp paper may be arranged by the landlord.
7. It is incumbent upon the landlord to produce proof of ownership of premises to be
leased out.

8. The fittings, fixtures, equipment etc. in the premises may be listed and a schedule
attached to the deed.
9. Any deviation from the terms and conditions of the deed could be submitted to
Administration Group.
6.15.5. General
1. The leased accommodation is intended for use of staff member and members of the
family. Staff members should ensure that the leased accommodation is not sublet /
unauthorisedly used. Staff members are responsible for the safe - keeping of the
house. Any damage to the leased accommodation has to be borne by the staff
members.
2. Leased accommodation is admissible for houses in the Union Territory of Delhi /
Bangalore city and their satellite towns i.e. Noida, Greater Noida, Faridabad, Bahadur
Garh, Gurgaon, Ghaziabad, Sampla (Rohtak), Sonipat (Haryana), Murad Nagar, Modi
Nagar and Meerut for Delhi and Hosur in relation to Bangalore City including all
BBMP areas.
3. The leased cheque is credited through ECS system directly to the concerned staff
member account.
4. Approval of leased accommodation is subject to verification of prevalent market rates
by the Admin. Department.
5. In case of extension of an existing lease, the consent of the owner to the existing
criteria/ terms and conditions has to be obtained.
6. In case of advance/deposit, at Delhi three months advance is admissible which is
adjustable in first 3 months.
7. At Bangalore, C-DOT pays security deposit equivalent of 10 months rent, repayable
by landlord at the time of expiry of lease.
8. Advance/deposit is not payable in self-lease cases.
9. Whenever an employee avails leave for reasons other than medical, lease
accommodation facility will be extended on normal rent only for the following
periods:
10. Maternity: 6.5 months (inclusive of M.L)
11. All other cases: 4 months

12. Any leave beyond this period will not entitle an employee to retain leased
accommodation facility.
13. The following documents need to be submitted to the Administration Group
a. Layout plan of the accommodation proposed to be leased giving details of
accommodation, dimensions and total floor area proposed to be leased.
b. Sale deed.
c. Possession letter
d. Conveyance deed
e. Latest House Tax paid receipt
Performa is available with Administration Group.
6.15.6. Availability of C-DOT Bangalore Apartments for lease
C-DOT Bangalore owns ten `three bed room apartments at the National Games Village,
Koramangala, Bangalore. Out of the above, some apartments are presently available for
being given on a three-year lease to interested staff members, based on the conditions
governing the scheme. Interested staff members may contact Admin. Group for further
details.
6.15.7. Self Lease
1. Staff members will be allowed to hire accommodation belonging to them/ their family
members. (Self Lease) on similar terms and conditions as other normal leased
accommodation.
2. Staff members shall also be required to give an undertaking that the proposed leased
accommodation is for their use and use of their dependent family members and none
of the members of his/her family are either drawing HRA from any other organisation
or have been provided leased accommodation facility/government accommodation.
3. In case of self-lease, security deposit/advance/brokerage shall not be admissible.
6.15.8. Termination of Lease
1. Advance notice of at least 30 days before expiry of lease/extended date of termination
to be given by the staff member.
2. Clearance of all dues - NOC from owner to be taken by the staff member and
recovery of all advances/security deposits etc. would be done by C-DOT.

3. Employees desirous of terminating third party residential lease pre-maturely, can do
so by giving adequate notice as per lease agreement, without waiting for completion
of current lease period. However, in such cases of premature termination of
Residential Lease, brokerage will not be payable for entering into fresh lease.
4. Fresh lease would be signed only on expiry/settlement of the dues of the previous
lease. No overlapping would be allowed.
5. It is essential that staff member clears all dues like payment of electricity and water
charges including claims for damages if any and hands over the possession to the
owner and obtains a `No due Certificate' at the time of vacating the leased
accommodation.
6.15.9. Renewal of Lease
1. Application for renewal of lease has to be submitted to the Administration group by
the staff members.
2. Consent of the landlord has to be submitted to the Administration group by the staff
member.
6.15.10. Leased Accommodation Maintenance
1. The reimbursement scheme is to facilitate carrying out minor essential repairs and
maintenance of leased accommodation hired by C-DOT. This includes expenses like
minor electrical, civil, carpentry & plumbing jobs. This includes self-leased
accommodation also. Generally, all repairs etc. should be taken care of by the owner
as per the lease agreement.
2. Lease maintenance reimbursement at the new rates is effective from financial year
2012-13.
3. The lease maintenance allowance shall be equivalent to one months lease
entitlement or the actual lease amount, whichever is lower.
4. Reimbursement will be on the basis of the certificate to be given by the individual
employees to finance.
5. If necessary, employees have to substantiate their claims with actual bills etc., to meet
the requirements of Income Tax Department.
6. Claims can be submitted in the Lease Maintenance Expenditure form (available with
Admin. group), once in a year in the month of April/May. Claims of a financial year
have to be submitted within 60 days of the end of the financial year ie. on or before
the 31st May of the next Financial Year.

7. In the case of joint lease by 2 employees, reimbursement of expenditure on
maintenance of such accommodation will be given to only one of them. The amount
to be reimbursed in such cases will be the individual entitlement of the claimant
concerned.
6.15.11. House Maintenance Allowance
1. Employees drawing HRA would be entitled to draw a house maintenance allowance
equivalent to one months HRA entitlement, per annum.
2. For House Maintenance Allowance, HRA will be calculated on the basis of pay
including Grade Pay drawn as on 1st March of the respective year and the same will
be paid without any ceiling unlike in the case of leased accommodation maintenance
reimbursement.
6.16. SMALL FAMILY NORMS
1. C-DOT has adopted Central Government Policy for award of incentives for small
family norms. It is a special incentive for small family norm in the form of personal
pay known as Family Planning Allowance.
2. In accordance with OM F.No. 7(20)/2008-E.III(A) dt. 24/09/2008 issued by the
Ministry of Finance, the rates of Family Planning Allowance for adoption of small
family norms, is applicable to C-DOT, the details of which are given below:
Category
(Grade Pay)
Rate of Family Planning Allowance
1,300 to 2400 210
2800 250
4200 400
4600 450
5400 550
6600 650
7600 750
8700 800
8900 900
10000 1000

6.17. ALLOWANCES FOR THE PHYSICALLY HANDICAPPED STAFF AND STAFF
WITH DISABLED CHILDREN
6.17.1. Transport Allowance at special rates for the physically handicapped
1. An orthopedically handicapped employee if he or she has a minimum of 40%
permanent partial disability of either upper or lower limbs or 50%
permanent partial disability of both upper and lower limbs together is
eligible for claiming this allowance.
2. The orthopedically handicapped employee as per entitlement shall draw this
allowance at double the normal rates, which shall, in no case, be less than
`1,000/- per month plus the applicable rate of dearness allowance.
3. The conveyance allowance shall be admissible to the orthopedically
handicapped employees on the recommendation of the Head of Orthopedics
Department of a Government Civil Hospital. The validity of the certificate
confirming the permanent partial disability of the employee shall have to be
as prescribed by the Chief Medical officer.
4. The allowance shall be granted with effect from the date on which the
recommendation of the concerned medical authority is received by the Head
of the Department of the employee.
5. The allowance shall not be admissible to those employees who have been
availing the facility of C-DOT transport.
6. The allowance will not be admissible during leave (except casual leave),
joining time or suspension.
6.17.2. Childrens Allowance at special rates staff members with disabled children:
1. Reimbursement of Childrens education allowance for C-DOT staff with
disabled children shall be payable at double the normal rates prescribed.
2. Disability means a person having a minimum Disability of 40% (pertaining
to Visual Impairment, Locomotor / Orthopaedic disability, Speech &
Hearing disability, Mental Retardation) in order to be eligible for the
concession / benefit. According to the Persons with Disabilities Rules, 1996
notified by the Central Government, authorities to give disability Certificate
will be a Medical Board duly constituted by the Central and the State
Government, comprising of at least three members out of which at least one
shall be a specialist in the particular field for assessing locomotor / visual
including low vision / hearing and speech disability, mental retardation and
leprosy cured, as the case may be.

3. The Certificate issued by the competent authority of the Government Civil
Hospital would be valid for a period of five years for those whose disability
is temporary and are below the age of 18 years. For those who acquire
permanent disability, the validity can be shown as Permanent.
4. The annual ceiling for reimbursement of education allowance for disabled
children of C-DOT employees is ` 30,000/- per annum per child.
5. Hostel Subsidy for disabled children of C-DOT employees shall be ` 7500/-
per child per month.

LEAVE

7. LEAVE
7.1. EARNED LEAVE
1. Entitlement - 30 days in a calendar year.
2. Advance credit made in two instalments of 15 days each, on the first day of January
and July of every calendar year.
3. In case of a newly appointed staff member, Earned Leave shall be credited at the rate
of 2.5 days for each complete calendar month(s) of service he/she is likely to render
in the year in which he/she is appointed.
4. Earned Leave can be accumulated upto 300 days.
5. Intervening holidays are counted as Earned Leave.
6. Can be combined with other leave except CL.
7. If a staff member is on extra-ordinary leave (leave without pay), he/she shall not get
Earned Leave credit for such period.
8. Earned Leave cannot be granted for half day. The minimum period should be one
day.
7.2. ENCASHMENT
1. Staff members shall be permitted to encash their Earned Leave after completion of
one year.
2. Staff members will be entitled to encash upto 50% of the Earned leave to their credit
as on the date of application. However maximum encashment will be limited to 30
days and will be allowed only once in a calendar year.
3. Encashment is calculated as follows:
4. Cash equivalent = Basic pay + DA x no. of days of EL applied/unutilised
30 at the time of resignation/retirement
5. Staff members intending to encash leave may get sanction from their Immediate
Superior (TL/Executive & above) in the prescribed format and forward to
Personnel/HRD group.
6. At the time of leaving the services of the organisation, the staff members are entitled
to encash all the earned leaves to their credit upto a maximum of 300 days.
7. With effect from 14
th
February 2012, both Earned Leave and Half pay leave
shall be considered for the benefit of encashment of leave at the time of
LEAVE

Superannuation, subject to a maximum of 300 days. The cash equivalent payable
for Earned Leave remains unchanged. Calculation of cash equivalent in respect
of HPL at credit shall be mutatis mutandis in the manner given in the
Government of India O.M. No. 14028/3/2008-Estt. (L) dated 25.09.2008.
7.3. LEAVE ADVANCE
A staff member proceeding on at least 30 days Earned Leave can draw leave advance
upto one month's pay and allowance subject to normal deductions.
7.4. CASUAL LEAVE
1. Each staff member shall be issued a Casual Leave card at the beginning of a calendar
year/at the time of joining, as the case may be.
2. All requests for availing Casual Leave should be made in the card only. After getting
sanction from sanctioning authority, the card should be returned to the group
secretary.
3. Unavailed portion of Casual Leave shall lapse at the end of the year.
4. Casual Leave cannot be clubbed/combined with any other type of leave.
5. Intervening Sundays / holidays shall not be treated as Casual Leave. However,
total period of absence including such intervening Sundays / holidays (apart
from Sundays / holidays prefixed or suffixed) should not exceed 8 days on any
one occasion.
6. Entitlement - 8 days in a calendar year.
7. Staff members joining any time after commencement of year shall be entitled for
Casual Leave on prorata basis, i.e. 0.66 for each completed month of service.
8. Sanctioning authority may curtail or refuse leave applied for under exigencies of
work.
7.5. HALF PAY / COMMUTED LEAVE
1. Entitlement of 20 days in a year without any limit for accumulation.
2. HPL is credited in advance at the rate of 10 days on January 1st and July 1st of every
year. Staff members on fresh appointment shall be entitled for prorata credit @5/3
day for each completed calendar month of service he is likely to render in the half
year in which he is appointed.
3. HPL can be availed with or without medical certificate.
4. HPL means half of Basic Pay + DA admissible.
LEAVE

5. HPL can be converted into full pay leave by taking it as Commuted Leave if the leave
applied is supported by medical certificate. If Commuted Leave is taken, twice the
number of days availed will be debited in the HPL account.
6. Commuted Leave to be supported by fitness certificate on resuming duty.
7. Commuted leave is admissible only after one years service.
8. Unavailed balance of Commuted Leave cannot be encashed.
9. HPL to be credited every half year will be reduced at the rate of one eighteenth of the
period of suspension treated as dies non.
10. The credit of half year in which Govt. servant is due to retirement and resigns will be
accorded at the rate of 5/3 days for each completed calendar month in the first half of
the year upto the date of retirement/ resignation.
11. Commuted leave upto a maximum of 90 days can be taken during the entire service
without the medical certificate where such leave is utilised for an approved course of
study certified to be in public interest.
12. Commuted leave up to a maximum of 60 days can be granted to a female
Government servant in continuation of maternity leave without medical certificate.
13. Commuted leave up to maximum of 60 days can be granted without medical
certificate to a female employee with less than two living children, on adoption of a
child less than 1 year old.
14. Commuted leave can be granted only when the leave sanctioning authority is satisfied
that there is a reasonable prospect of the employee returning to duty on its expiry. So
it cannot be granted as leave preparatory to retirement.
15. Where an employee granted commuted leave, quits service voluntarily without
returning to duty, the commuted leave shall be treated as half pay leave and the
excess leave salary recovered. If the retirement is by reason of ill-health
incapacitating him for further service or in the event of death, recovery should not be
made.
16. Commuted leave may be granted at the request of the employee even when earned
leave is due to him.
7.6. LEAVE NOT DUE
Leave not due is granted to a permanent employee when there is no half pay leave at
credit and at the employee request for grant of LND.
LEAVE

1. Staff members with minimum of one years service and suffering from TB, Leprosy,
Cancer or Mental illness may also be granted LND if the post from which the official
proceeds on leave is likely to last till his return.
2. It is granted only on medical certificate if the leave sanctioning authority is satisfied
that there is reasonable prospect of the employee returning to duty on its expiry.
3. It may be granted without medical certificate in continuation of maternity leave.
4. It may be granted without medical certificate to a female employee with less than two
living children, on adoption of a child less than a year old.
5. The amount of leave should be limited to the half pay leave that the employee is
likely to earn subsequently.
6. Leave not due during the entire service is limited to a maximum of 360 days.
7. Leave not due will be debited against the half pay leave that the Government
employee may earn subsequently.
8. Leave not due is not granted in the case of Leave preparatory to retirement.
9. When an employee granted leave not due resigns from service or at his request
permitted to retire voluntarily without returning to duty the leave not due should be
cancelled. The resignation or retirement will take effect from the date on which such
leave had commenced and the leave salary should be recovered.
10. Where an employee, who having availed himself of leave not due, returns to duty but
resigns or retires from service before he has earned such leave, he shall be liable to
refund the leave salary to the extent the leave has not been earned subsequently.
11. Leave salary will not be recovered if the retirement is by reason of ill-health,
incapacitating the employee for further service or in the event of his death or if he is
retired prematurely.
7.7. MATERNITY LEAVE
1. Granted to female staff members for delivery, to a maximum of 180 days. Admissible
only to employees with less than two surviving children.
2. For miscarriage/abortion (induced or otherwise), total of 45 days in the entire service.
3. Female staff members with less than two surviving children, on valid adoption of
a child less than one year will be entitled to Child Adoption Leave from the
date of valid adoption, for a period of 180 days. During such period she shall be
paid leave salary equal to the pay drawn immediately before proceeding on
leave.
LEAVE

4. Maternity Leave granted as full pay and counts as service for increments.
5. In case of leave subsequent to maternity leave the total absence should not exceed
270 days including maternity leave.
6. Leased Accommodation after 6.5 months (195 Days) is not admissible.
7.8. PATERNITY LEAVE
1. Granted to male staff member with less than two surviving children, during the period
of confinement of his wife. i.e. upto 15 days before or upto six months from the date
of delivery of his child and if such leave is not availed of within this period, it shall be
treated as lapsed.
2. Paternity leave is granted with full pay and can be combined with other type of
leaves, except Casual Leave.
3. Paternity leave cannot be split up as applicable in the case of maternity leave. It
should be taken in one stretch.
7.9. CHILD CARE LEAVE (CCL)
Vide CPC No. 01/2014 Child care leave has been introduced for female staff members of
C-DOT. Provisions of CCL in C-DOT shall be as follows:
A. ELIGIBILITY
1. Women employees having minor children may be granted Child Care Leave by the
sanctioning authority, for a maximum period of two years (i.e. 730 days) during their
entire service for taking care of up to two children whether for rearing or to look after
any of their needs like examination, sickness etc.
2. Child Care Leave is not admissible if the child is eighteen years of age or older. Child
care leave is admissible for two eldest surviving children only. For women with
disabled children (minimum disability of 40%) who are dependent on her, the staff is
permitted to avail CCL till the child is 22 years of age.
B. QUANTUM OF LEAVE THAT CAN BE AVAILED
Women staff in C-DOT may avail CCL as per the following scheme: The total period
of CCL available for the staff shall be on the basis of the number of years that the
staff has served in C-DOT, as per details given below:
LEAVE

Number of years of Service No. of days of CCL available to the
staff
Staff who have served 5 years, or less in C-
DOT (i.e. during first 5 years of service)
25 % of the total quota of CCL (6
months) i.e. maximum period of CCL
may not exceed total 180 Days
Staff who have served more than 5 years,
but less than 10 years in C-DOT
50 % of the total quota of CCL (1 Year)
i.e. maximum period of CCL may not
exceed total 365 Days
Staff who have served more than 10 years,
but less than 15 years in C-DOT
75 % of the total quota of CCL (1.5
years) i.e. maximum period of CCL may
not exceed total 545 Days
Staff who have served more than 15 years
in C-DOT
100 % of the total quota of CCL i.e. CCL
may be availed up to a maximum of 730
days
(However, the staff member can avail CCL only after completion of probation period.
The unutilized quota can be carried forward to the next year, without any lapse).
C. SANTIONING AUTHORITY FOR CCL:
1. For staff members who have served C-DOT for five years or less :
C-DOT Board shall be the leave sanctioning authority for child care leave for
staff member who has served C-DOT for 5 years or less at the time of application
for the leave.
2. For staff members who have served C-DOT for more than five years:
(a) For CCL of up to 180 days in a calendar year (continuous or in different
spells), sanctioning authority shall be the concerned Director.
(b) CCL of more than 180 days (continuous or in different spells) shall be
sanctioned by the C-DOT Board.
D. OTHER CONDITIONS
1. Staff will not be eligible for CCL during probation period.
2. CCL may be availed of, in more than one spell. However, CCL shall not be
granted for less than 15 days at a time and CCL shall not be granted for more than
3 spells in a calendar year.
3. Leave account for Child Care Leave shall be maintained separately.
4. While a staff is availing CCL, it shall be treated like the earned leave and
sanctioned as such. i.e. Saturdays, Sundays, Gazetted holidays etc. falling during
the period of leave would also count for CCL, as in the case of earned leave.
LEAVE

5. CCL cannot be combined with any other type of leave.
6. Staff cannot claim LTC/LLTC while on CCL.
7. During the period of such leave, the women employees shall be paid leave salary
equal to the pay drawn immediately before proceeding on leave.
8. CCL shall be admissible for two eldest surviving children only.
9. CCL cannot be demanded as a matter of right. Under no circumstances can
any employee proceed on CCL without proper prior approval of the leave by
the leave sanctioning authority. Application for CCL should be given at least
one month in advance of the proposed/desired date of leave.
7.10. EXTRA-ORDINARY LEAVE
1. Extra-Ordinary Leave (EOL) is leave without pay.
2. EOL could be granted to a staff member who does not have any leave to his credit.
3. Sanctioned on grounds of prolonged illness or any other exceptional circumstances.
4. EOL upto 45 days can be sanctioned by Director. If beyond 45 days then it is to be
granted by Executive Director only.
5. If the date of increment falls during the period of EOL, increment shall be withheld
and shall be payable only from the date of resumption.
6. During the period of EOL, the staff member is not entitled for any pay and allowance.
7. Extra ordinary leave will be granted to a staff member in special circumstances as
given below. In C-DOT, the Extra-ordinary leave will continue to be sanctioned by
EDR on recommendation of Director concerned.
a. When no other leave is admissible;
b. When other leave is admissible, but the Government employee applies in writing
for the grant of extraordinary leave.
8. Extraordinary leave cannot be granted to run concurrently with the notice period, in
the case of officials proceeding on voluntary retirement.
9. Two spells of extraordinary leave, if intervened by any other kind of leave, should be
treated as one continuous spell for the purpose of applying the maximum limit.
10. May also be granted to regularize periods of absence without leave retrospectively.
LEAVE

11. This discretion will be exercised by Management only on grounds of prolonged
illness or any other exceptional circumstances.
7.11. GRANT OF LEAVE FOR GOING ABROAD
The Competent Authority for granting leave to employees for personal visit for going
abroad will be the concerned Director. However, the same will be governed by C-DOTs
leave rules.
7.12. STUDY LEAVE
1. Study leave may be granted to an employee without pay who wants to pursue further
studies on relevant courses, based on the discretion of the Management and on
execution of bond.
2. The period of study leave will not ordinarily be for more than one year at a time and
two years in the entire service. The study leave can be granted to an employee only if
he has already rendered 5 years service in C-DOT and also he is in a position to
render 5 years more service in C-DOT on completion of his study leave.
3. Study leave shall not be debited against the leave account of the employee. Study
leave may be combined with any kind of leave but in no case shall the grant of this
leave in combination with leave, other than extraordinary leave, involve a total
absence of more than 28 months from the duties of the employee at C-DOT.
7.13. GENERAL
1. The leave cards are issued/updated by the Personnel group.
2. Leave records are maintained through:
a. Leave card for Casual Leave, (issued every year). They are kept with respective
Associates / Floor Associates.
b. Leave book for Earned Leave, Half Pay Leave, Maternity Leave, Extra- ordinary
Leave, etc. Leave book maintenance is centralised. Any staff member who wants
to avail leave can take the card from Personnel/HRD group and return the same
after obtaining sanction of leave from the competent authority. P& HR, in turn,
will update the same and if necessary, inform the Finance group, in case of HPL
& EOL.
3. Any leave (EL/ HPL/ Medical Leave etc.) to be sanctioned beyond 90 days at a
stretch in a calendar year, will require approval of Director concerned on a proforma,
except, Maternity Leave (for a period of 135 days), which will require approval of the
concerned GL.
4. Post Maternity leave beyond 90 days needs approval of the Director.
LEAVE

5. In case of leave subsequent to Maternity leave the total absence should not exceed
270 days, including Maternity leave.
6. In case of leave on medical grounds the same can be granted as per Central
Government rules.
7. No employee will be granted EOL for more than 270 days during 5 year block
beginning January 96. However for employees joining after Jan. 96 the five year
block will be counted from the date of their joining.
7.14. POLICY FOR PURSUING HIGHER STUDIES
A. ELIGIBILITY CRITERIA
For seeking permission for pursuing higher studies, employees are expected to meet the
following eligibility criteria:
a. Should have completed three years of service in C-DOT on the date of
application.
b. Should have scored an average rating of 80 (aggregate of all appraisals)
immediately preceding the date of application.
c. Should not have taken leave more than his / her entitlement including Maternity
Leave, during the period of last three years, preceding the date of application.
d. Should not have availed of the facility for acquiring higher qualification in C-
DOT during the last three years, preceding the date of application. i.e. there will
be cooling period of atleast three years between application for permission /
between two courses / qualifications/ studies/ completion of one course and
beginning of second.
B. GENERAL CONDITIONS
a. No employee will be granted permission for acquiring more than two
qualifications during his or her service in C-DOT.
b. Employee will have to log in min 40 hrs. a week for a full working week and
required hours on pro-rata basis when holidays / leave are availed.
c. The employee will undertake that his or her assignments or targets will be
achieved as scheduled and that he / she will maintain performance rating of
around 80 in each KRA period during the period of study. In case the rating is not
maintained, permission will be withdrawn.
d. The employee will not apply for leave beyond entitlement for the purpose of
studies / examination during the period. Leave will be granted by supervisor
LEAVE

based on work requirements. Grant of permission for higher studies should not be
construed as automatic permission for leave.
e. The employee will undertake to serve C-DOT for a period of atleast one year for
course of upto one year duration and two years for course of duration more than
one year duration after completion of the course.
f. If an employee resigns from the service of C-DOT, he / she would reimburse to
C-DOT subsidy and compensation of ` One lakh / Two lakhs in lieu of service to
be rendered consequent to grant of permission.
g. This policy will apply to all certificate/ diploma / degree / doctorate programme
of duration more than six months and more.
h. If contract of the employee is not continued / extended on grounds of poor
performance, employee will refund full amount of subsidy paid by C-DOT
i. Not more than 5% of total staff strength will be given permission for study in one
academic year.
j. Staff members who do not seek C-DOT subsidy but only permission to pursue
higher studies, should also meet the criteria listed above but are required to give
only a declaration in the prescribed format, available with Personnel.
C. C-DOT SUBSIDY
a. C-DOT would subsidize the expenditure incurred for undertaking such courses
inclusivie of admission fee, tuition fee, examination fee and other fee (except
security deposits etc.)
b. C-DOTs contribution would not exceed ` 7500/- per annum. C-DOT would
contribute in the ratio of 3:1. For a course costing ` 10,000/- per annum, C-
DOTs contribution would be ` 7500/- and employees contribution will be `
2500/-. For a course costing ` 8000/- per annum, C-DOTs contribution will be `
6000/- and the employees contribution would be `2000 and so on. In case of a
course costing more than ` 10,000/- per annum C-DOT liability will not
exceed ` 7500/- per annum and the entire balance will have to be borne by the
employee.
c. The incentive/subsidy shall not be payable to any employee who has got the same
from any other source.
LEAVE

D. PROCESS
a. Application will be submitted by concerned employees to Personnel Department
through his / her Group Leader / Manager or higher level in case of GL in the
prescribed proforma.
b. Group Leader / Manager would be required to give full justification that targets
will not be affected and justify relevance of the course to C-DOT activities.
c. Applications forwarded by the Competent Authority, will be scrutinized by
Personnel Department for eligibility.
d. If the employee meets eligibility criteria, Personnel Department will forward
application with its recommendations to concerned Director for approval.
e. Upon receiving approval of the concerned Director, Personnel Department will
issue permission order on receiving the self declaration by the employees.
f. For members seeking subsidy, HRD Group will issue Office Order indicating the
quantum of subsidy and other details of the course.
g. The reimbursement of C-DOT subsidy will be against actual payment made to the
Institute on production of receipts.
h. For further procedure to execute a Service Agreement Bond, HRD may be
contacted.
ADVANCES AND LOANS

8. ADVANCES AND LOANS
8.1. ADVANCES
Advances can be drawn for travel on official duty, travel on leave with leave travel
concession, medical advances for hospitalization and cash purchases for office use.
1. Staff advances whether for official travel or leave travel concession, should not
exceed 90% of the estimated claim.
2. If for any reason the advance is not utilised (such as the proposed journey is
cancelled) the advance should be credited back immediately.
3. Claims adjusting the advances should be submitted immediately and in any case not
later than 60 days.
4. If no claim is received within 60 days of taking the advance, the advance will be fully
adjusted from the next salary bill of the official.
5. In the case of advances taken for purchases for the office the unutilised portion should
be credited the same day or positively on the next working day. If only a portion of
the advance is utilised and some more purchases are proposed to be made later the
balance of the advance may be credited in case next/balance purchase is not to take
place in a week's time and then at the time of making the balance purchases the
required sum may be drawn again. It would not be correct to retain advance for
purchases without making the purchase immediately after taking the advance.
6. Bills/vouchers for purchases should be submitted immediately and in any case with in
one month of taking the advance.
8.2. LONG TERM ADVANCE
1. Granted as part of Welfare Scheme to meet financial requirements of staff members.
2. Sanctioned on first come first served basis within the budgetary provisions.
3. Amount of Advance
Grade Pay Max. Amount of Loan
` 8700 & above ` 1,00,000/-
` 5400-7600 ` 80,000/-
Below ` 5400 ` 60,000/-

4. Interest chargeable towards Long term Advance shall be 1% more than the rate of
interest applicable for Employee Provident Fund at the beginning of the financial year
or 10 %, whichever is lower.
ADVANCES AND LOANS

5. Recovery of the principal amounts and the interest there-on will be made from the
monthly salaries over the period indicated in the application by the employee
concerned. Where the number of instalments agreed upon is 12/24/36/40, then
interest on the amounts of the loan will be recovered in the next 1/2/3/4 monthly
instalments respectively after the full recovery of the principal. Until final instalment
in respect of interest is recovered, the second loan will not be granted.
6. Loan shall be sanctioned by the respective GL within the allocated budget. While
approving loan the approving authority would give weightage to factors such as
length of service, performance, productivity, purpose of loan and past record of loan.
7. An employee would become eligible for loan on completion of probation period.
8. With effect from 24.08.2011, staff members who avail the facility of Long Term
Advance from C-DOT will not need to sign the Employee Agreement Bond and
Surety Bond.
8.3. INTEREST SUBSIDY ON LOAN TAKEN FOR PURCHASE OF CONVEYANCE
1. C-DOT will reimburse payment of higher interest to those staff members who will
take loan from approved agencies for the purpose of purchase of conveyance
(car/motor cycle/scooter), in lieu of granting advance for the same.
2. All staff members on satisfactory completion of probation will be eligible for this.
Where both, the wife and the husband are employed at C-DOT, only one of them will
be eligible. Eligible staff members will include those who will draw loan as well as
those who have already drawn loan for purchase of conveyance. Each staff member
would be eligible for such benefit only once in his/her entire tenure of service at C-
DOT.
3. While employees at the levels of E-II / AVII and above will be eligible for subsidy on
loan taken for purchase of Cars, all other employees will be eligible for subsidy on
loan taken for purchase of two wheelers.
4. The amount of loan eligible for subsidy in the case of car will be equal to 25 months
basic pay of the eligible employees as on the date of application or the cost of a
Standard Maruti Car, whichever is lower. Similarly, in the case of Two wheelers, the
amount of loan eligible for subsidy will be 11 times the basic pay of the eligible
employees or ` 40,000 whichever is lower.
5. For the purpose of grant of subsidy under this Head the rate of interest will be taken
from Central Bank of India at the beginning of each calendar year. The rate of interest
at the beginning of each such calendar year shall be adopted for the purpose of grant
of subsidy to fresh cases during that year.
ADVANCES AND LOANS

6. As conveyance loans are generally repaid to Banks, etc., over a maximum period of
60 months, in Equated Monthly Instalments (EMI), the subsidy under the scheme will
be available for a period of 60 months only from the first payment of EMI and will
cease on the expiry of the 60th instalment.
7. Application in the prescribed form will have to be made by the employees within 90
days of the commencement of the EMI. Requisite proofs for payment of EMI will
have to be provided by the employees.
8. The documents required to be produced by the Staff members alongwith the
application to Personnel and HR are: RC Book, Invoice, Loan Sanction Letter, EMI
details and proof of payment of the first EMI.
9. The quantum of subsidy in all cases will be restricted to the 50% of the interest
payable/paid during each calendar year.
8.4. INTEREST SUBSIDY ON LOAN TAKEN FOR PURCHASE / CONSTRUCTION
OF HOUSE
1. C-DOT will reimburse payment of higher interest to those staff members who will
take loan from approved agencies for the purpose of purchase of readily built
house/flat or for construction/extension of house flat or purchase of a plot for
residential purpose, in lieu of granting advance for the same. An approved agency
means a financial institution, which is a public limited company, recognized by
National Housing Bank.
2. All staff members on satisfactory completion of probation will be eligible for this.
Where both, the wife and the husband are employed at C-DOT, only one of them will
be eligible. Eligible staff members will include those who will draw loan as well as
those who have already drawn loan for housing purpose. Staff member who (or
his/her spouse) has availed of any house building advance or interest subsidy of any
other public sector undertaking/government/ institutions will not be eligible. Each
staff member would be eligible for such benefit only once in his/her entire tenure of
service at C-DOT.
3. The cost ceiling for the purpose of grant of interest subsidy will be equal to 34
months basic pay of the employee concerned as on the date of grant of Interest
Subsidy subject to a monetary ceiling of ` 7.5 Lakhs in all cases
4. For this purpose, the term "Approved Agency" shall denote all Scheduled Banks,
Housing Subsidiaries of Public Sector Insurance Corporations, HUDCO, HDFC,
State Unit Corporations/Boards, City/Town Development Authorities and
Improvement Trust Board and Housing Finance Companies recognized by the
National Housing Bank.
ADVANCES AND LOANS

5. For this purpose, the maximum rate of interest payable on a Housing Loan taken from
any one of the above approved agencies is assumed as 9.5% (for the Year 2010). An
employee is expected to bear at least such interest payable by Government servants
on HBA taken from Govt. The remainder will be taken as the excess interest paid by
the employee and this is to be covered by the interest subsidy scheme.
6. As the loan for the purpose as well as the interest thereon are to be repaid to the
approved agency in the form of Equate Monthly Instalments (EMI), the interest
subsidy will also be given on a monthly basis to the employees.
7. With effect from December 2011, the ceiling of 90 days for submission of
application for housing loan interest subsidy has been removed. Staff members can
apply for the Housing Loan interest subsidy, once they have in their possession, all
the documents required for application of the subsidy as per the said policy,
irrespective of the date of payment of the first EMI.
8. The Interest Subsidy will be paid as arrears, with retrospective effect, once the
application is submitted with all necessary documents and approved.
9. The maximum interest on Housing Loans will be ascertained from the Approved
Agency i.e. HDFC on a calendar year basis for the purpose of grant of interest
subsidy in the case of fresh applications during that calendar year. However, loans
contracted at any different rate on which interest subsidy has already been granted
will not be reopened.
10. This revised Scheme will be available to an employee only once during his Service.
However, those who availed benefit of this scheme may, after repayment of the loan,
take a fresh loan under the different GRIH Sudhar Schemes offered by Approved
Agencies for upkeep/renovation of existing house and be covered by the Subsidy
Scheme. Such cases will be considered as fresh cases. Only one such additional
benefit will be granted to an employee.
11. Those who had taken Housing Loan, prior to the commencement of their service in
the Centre, may, within 90 days of doing so, apply to be covered under the Scheme.
The documents required to be produced by the staff members alongwith the
application to Personnel & HR Group are: absolute sale deed, possession certificate,
loan sanction letter, EMI payment details and proof of payment of first EMI,
declaration of occupancy.
12. The subsidy, which will be paid on a monthly basis, will cease with the last EMI as
per original Loan Agreement. The employee will, however, inform the Finance
Group, with a copy marked to Personnel & HR Group, of any foreclosure so that
subsidy can be stopped.
SOCIAL SECURITY SCHEMES

9. SOCIAL SECURITY SCHEMES
9.1. EMPLOYEES PROVIDENT FUND
1. C-DOT has an Employees Provident Fund Trust governed by a Board of Trustees.
2. 12% of basic pay and dearness allowance to be contributed by staff member with a
matching contribution by the Centre.
3. Additional voluntary contribution can be made by the staff member for which no
matching contribution will be made by the Centre.
4. All staff members are furnished with a statement of CPF account during April every year.
5. Staff members on deputation to C-DOT shall continue to be a member of Provident Fund
Scheme of Parent Department.
6. Advances, temporary and permanent withdrawals etc. admissible subject to staff
members years of service, reasons, etc.
7. Details of the scheme are available with Finance group.
8. Interest on the balance as on 31
st
March of each financial year will be provided at the
prevailing rate of interest.
9.2. EMPLOYEES DEPOSIT LINKED INSURANCE SCHEME
C-DOT has entered into an arrangement with Insurance companies to offer deposit linked
insurance scheme. On the death of an employee while in service a sum of ` 1,50,000
will be paid by the insurance company to the family of the deceased.
9.3. GRATUITY
1. Gratuity is payable after a staff member renders continuous service of not less than
five years.
2. C-DOT is governed by Payment of Gratuity Act. 1972.
3. Gratuity is paid by following formula:
4. (Basic + DA) last drawn x 15 x Number of completed year of service
26
5. Completing more than 6 months will be treated as completed 1 year of service and
less than 6 months service will be ignored for this purpose
6. The maximum Gratuity payable as per the formula mentioned above will be limited
to 10 Lakhs.
SOCIAL SECURITY SCHEMES

7. Death Gratuity is also payable, who die while in Service as per Payment of Gratuity
Act 1972.
9.4. GROUP INSURANCE SCHEME
C-DOT has entered into a Group Insurance Scheme with an insurance company to insure
all its employees for ` 1,00,000/- each. No premium is deducted from the employees
salaries. On the death of an employee while in C-DOT service, the dependents of the
deceased will get a sum of ` 1,00,000/-.
9.5. INSURANCE SCHEME FOR STAFF VISITING DISTURBED AREAS
Staff members who are required to visit disturbed areas shall be covered under insurance
through National Insurance Company Limited under Personal Accident Policy.
Insurance policy will be taken for periods for which the employee has to visit such
disturbed areas. If the duration is more than 30 days, coverage will be extended to such
periods.
The coverage is for Death, Partial / Temporary Disablement and Partial Permanent
Disability.
Coverage amount will vary from 36-60 months of gross salary of the insured. In order to
avail this coverage, Group Leader may provide the names of concerned staff to be
covered. Names proposed by GLs will be approved by the concerned Director.
This will be extended only to places declared as Disturbed Areas. In order to fulfill the
formalities, staff members may inform administration department at least three days
before the start of their journey and the details are required be furnished in the prescribed
format.

STAFF CLAIMS & TRAVEL

10. STAFF CLAIMS & TRAVEL
10.1. TRAVELING ALLOWANCE RULES
10.1.1. Scope
C-DOT follows ITI rules for travelling allowance purposes and would get modified with
changes in ITI rules. These rules are applicable to all staff members including those on
deputation.
10.1.2. Classifications
For the purpose of Travelling Allowance rules, staff members are classified into the
following groups based on Grade Pay
Group Grade Pay `
A 8700 & above
B 6600 - 7600
C 4600 5400
D 2800 4200
E Below 2800
Travelling Allowance rules may be grouped into the following broad categories
1. Entitlement on tour
2. Entitlement on transfer
3. Entitlement on foreign travel
4. General
10.1.3. Entitlement on Tour
10.1.3.1. Travel
1. The entitled class for travel is
Group Entitlement
A Air/1st AC Sleeper
B & C IInd Class AC Sleeper
D IIIrd AC Sleeper/A/C Chair Car

E IInd Class
a. Staff members drawing pay of more than ` 8700 per month are also entitled to travel
by air if the distance is more than 500 kilometres each way and journey cannot be
covered by rail overnight.
b. Travel beyond entitled class can be approved as per delegation
c. Every member of the staff going on tour in India or abroad is required to submit a
brief (maximum one page) report on activities and accomplishments during the tour
to the supervisor. This report is to be submitted along with the TA/DA claim form.
d. A staff member intending to proceed on tour/transfer may get his ticket booked
through Administration Group.
e. Please refer delegation of powers for approvals of tours.
f. If a staff member avails leave while on tour and comes back to headquarters via any
other place, he/she shall not be entitled for any higher class of travel.
g. Sanction for advances required for tour may be obtained through the Request for
Advance form.
h. Staff members should ensure that TA claims are submitted within 15 days of
completion of tour.
i. Staff members shall not be eligible to draw a second advance if the previous one is
not settled.
j. All TA claims shall be countersigned by immediate superior.
10.1.3.2. Daily Allowance (DA)
Rates of DA for Domestic Travel for C-DOT staff have been revised vide CPC No.
9/2012. The revised rates with regard to Hotel and DA are given in the Table below:

ENTITLEMENT FOR HOTEL AND DA RATES FOR DOMESTIC TRAVEL:
SNO. STAFF CATEGORY (ON BASIS
GRADE PAY)
PER DAY HOTEL
ENTITLEMENT (MAXIMUM
LIMIT)
DA
RATES
1.
Grade Pay ` 10,000/- & above and
HAG + and above
` 6875 ` 690
2.
Grade Pay of ` 7600 to ` 8900 ` 4675 ` 470
3.
Grade Pay of ` 5400 to ` 6600 ` 2810 ` 375

4.
Grade Pay of ` 4200 to ` 4800 ` 1250 ` 375
5.
Grade Pay below ` 4200 ` 750 ` 250

A. When Hotel is arranged for/approved by C-DOT: Hotel Bills shall be reimbursed on
actuals, up to the maximum limits as stated in Table above and the DA shall be
payable (based on declaration) as per the rates mentioned in Table.
B. When staff member makes own private arrangements: Only the DA as per rates stated
in Table shall be payable to the staff member based on declaration. No hotel charges
will be reimbursed.
10.1.3.2.1. Guest House DA
When staff is staying in C-DOT Guest house: 40 % of DA entitlement (as stated in Table
1) can be claimed by the staff member, based on declaration. 60% of the DA shall be
paid/charged towards boarding and lodging offered in the Guest House.
10.1.3.2.2. Stay in Guest House
Administration Group shall decide about allotment of Guest House accommodation. Only
if the accommodation is not available in the guest house at Delhi and Bangalore, hotel
accommodation will be booked by the Administration group. Staff members are not
expected to make direct hotel bookings without going through local Administration
group. Details regarding hotels are available with P & A group.
All employees are expected to stay in C-DOT guest house where this facility
exists.
10.1.3.2.3. Conveyance
1. Group A staff members may hire taxis on per day basis or point to point basis.
2. Group 'B' and 'C' staff members may use taxis/autorickshaws on point-to-point
basis for local travel at outstation for official work.
3. Group 'D' and 'E' staff members may use autorickshaws/public transport on
point-to-point basis. If they are carrying equipment/baggage and
autorickshaws are not available, they are entitled to use taxis.
4. Local conveyance charges at outstation shall be restricted to 50% of the total
DA for halt. This could be relaxed by Director. This, however, is not
applicable to Group 'A' staff members who hire taxis on per day basis.
10.1.3.2.4. DA for Continuous Halts
1. For first 15 days of stay in the same place of duty Full Rate.
2. For period beyond 15 days and upto and inclusive of 30 days Half Rate.

3. Full rate may be allowed with approval of Director/Executive Director
concerned
4. Tours beyond 30 days of continuous stay will need prior approval of EDR
either in individual cases or category of staff. Such approvals will also cover
DA rates payable beyond 30 days.
5. Practice of giving a short break and restarting the tour shall be avoided.
10.1.3.2.5. DA Regulation
1. DA is calculated from the time of departure upto the time of arrival
2. If departure/arrival time is delayed beyond 2 hours after scheduled time, such
actual time shall be counted.
3. For fraction of a day, DA/Boarding charges shall be:
Upto 6 hours 30%
6 hrs - 12 hrs 50%
12 hrs & above 100%
Journey period = Total days of absence from Head quarters minus number of days
at tour station.
10.1.4. Guest House/ Hotel Booking
C-DOT owns a Guest House both at Delhi and Bangalore where all staff members on
tour can stay. They are located at:
Delhi: Flat No. 302 & 303, C-DOT Apartments, GH-2, Sector 56, Gurgaon -122003.
Telephone No.: 0124-2577551
Bangalore: Flat No.418, B-5 Cauvery Block, National games Housing Complex,
Koramangala, Bangalore -560 047. Telephone 080-25701303

1. If the Guest Houses are full, the Admin incharge shall provide alternate
accommodation as per the hotels shortlisted by admin. and as per entitlement.
2. Staff members staying at Hotels need to pay the personal expenses on account of
laundry, food and tips etc. directly to the hotel. C-DOT shall settle room charge only.
3. Staff members should make their bookings only through the Admin in charge.
4. A nominal variable amount is charged towards food, accommodation and beverages.

10.1.5. Entitlement on Transfer
As per the ITI Rules. For details contact Admin./ Finance. Those transferred on request
are not eligible for any benefit under TA/DA Rules including joining time.
10.1.6. Foreign Travel Policy
10.1.6.1. Entitlement
Foreign travel is approved by the Project Board where after office order is issued
by the office of Registrar. Only after the approval, staff members may approach
the Finance group for release of foreign exchange and Administration group for
tickets, visa and medical insurance. All staff members are expected to have a
valid passport. Before departure, it is advisable to keep details of passport, visa,
travellers' cheques and important C-DOT contact numbers for use in case of
emergency.
10.1.6.2. DA on Tour
1. C-DOT follows ITI Rules with regard to reimbursement of TA/DA to its
employees travelling abroad. The Rules, which have been followed in the
matter of reimbursement of Foreign TA/DA to C-DOT employees since
January, 1997 are given in the table below.
2. In addition to the TA/DA payable as per the rates stipulated in the table
below, every employee undertaking foreign travel is also reimbursed a
contingency advance of US$100. This advance is to be used for meeting the
expenditure on taxi charges from the airport abroad to the local residence
when the employee lands abroad for the first time. Similarly, this amount can
also be used for the return journey from the local residence to the local airport
prior to leaving for India. The contingency advance like any other advance is
to be settled along with the final TA Bill for the Foreign Travel undertaken by
the employee and the unspent amount will have to be surrendered. Bills for
the expenditure on taxi hire charges etc., wherever possible, will have to be
furnished.
3. Daily Allowance rates shall be as under:
Level of Employees DA admissible per day in US $
Executive Director 400
Directors 320
STEs/TEs 280
Officers in the grade of EIII and above other 210

than STEs/TEs
All other employees 190

The Boarding part of the composite DA, namely 65% of the Composite DA mentioned
in the table above, will be further restricted to 75% thereof, in accordance with the
economy measures suggested by the Ministry of Finance.
SPECIALISED TRAINING FOR ALL GRADES OF OFFICERS
a. For first 15 days
16
th
day to 30
th
day
31
st
day to 180 days
beyond 6 months
US$ 120 per day
US$ 100 per day
US$ 80 per day
US$ 1200 per month
b. Where Boarding and Lodging are provided free of cost in respect of officials
deputed for training, incidental expenses @US$ 35 per day are paid.
c. Entertainment Allowance: This is to be considered on case to case basis to be
approved by the Board at the time of granting approval for the foreign tour The
allowance shall not exceed US$ 2000/- per trip per person. Only the leader of the
Group will be eligible for such allowance.
d. Contingency Allowance: An amount of US $100 is paid for meeting contingent
expenses and conveyance from the Airport abroad to the place of stay and similar
expenditure on the return journey. The release of the amount will be in the nature
of advance to be supported by proof for incidence of expenditure. If proof cannot
be produced, the advance will have to be surrendered to C-DOT in Foreign
Currency on completion of the tour.
4. Travel to Nepal and Bhutan will be deemed to be Domestic Travel and hence
not covered by this schedule.
5. Travel to Pakistan, Bangladesh and Sri Lanka will be covered by Schedule for
Group `C'.
6. Quantum of DA is also decided based on the type of program,
accommodation, boarding charges and on the nature of training program.
7. All staff members who are being sponsored by C-DOT are expected to fill up
the Bond as per the foreign travel policy. The details and proforma are
available with the Admin group.

10.1.6.3. Procedure
Whenever members of staff are being deputed abroad for Training, a suitable
service agreement bond will have to be executed by them to serve C-DOT on
return from deputation abroad.
10.1.6.4. General
1. For details of the service agreement bond, please contact the HR & Personnel
Group. If the staff member sent for training abroad leaves C-DOT within
a year of his / her return from training, he / she will have to reimburse to
C-DOT, the cost incurred by C-DOT on the training.
2. For the information of those who undertake foreign travel, the following
Provisions of the Foreign Exchange Regulations Act, 1973 are reproduced:
a. According to RBI Regulations, only US $500 or its equivalent will be
issued in cash by the Banker against the foreign DA admissible to the
employee. Balance amount will be in the form of Travellers Cheques.
b. However, those, who undertake foreign travel to countries like Russia,
Iran and other CIS countries, full foreign DA admissible under C-DOT
Rules can be taken in cash.
c. The RBI Regulation permit Foreign Exchange either in US$ or its
equivalent. In other words, the employee can take his DA in the foreign
currency of the destination country. It will save the employee from worries
about exchange rate fluctuations. Presently, Travellers Cheques are issued
in the currencies of six different countries.
d. To obtain Foreign Exchange, the employee will have to present at the
Bank with his Passport, foreign visa for the country of travel and
confirmed Air Ticket in addition to the A-II Form, which is filled by C-
DOT-Finance and given to the employee.
e. According to the Regulations, an Indian Citizen, who has legitimately
acquired Foreign Exchange can hold up to US $2000 either in cash or in
Travellers Cheque without having to reconvert it into Indian Rupees. Any
amount beyond this level must be converted into Indian Rupees. If the
excess amount is in the form of cash, the conversion into Indian Rupee
will have to take place within three months of return to India and in the
case of Travellers Cheques, however within six months of return.

10.1.6.5. Local Conveyance
1. Staff members going for official work both at the place of their posting as well
as on tour are eligible for reimbursement as per rates given below:
Mode Reimbursement Eligibility
Three Wheeler As per rates notified grade
by the local (state)
administration from time to
time
Staff drawing pay below
` 8700/-
Taxi As per rates notified grade
by the local (state)
administration from time to
time
Staff drawing pay of
` 8700/- & above
2. Employees who use their own transport for performing official local duties are
eligible for reimbursement as per entitlement by car / scooter / motorcycle /
moped.
The following rates of reimbursement are applicable:
Car ` 10.00 per km
Scooter / Mobike ` 3.75 per km
Moped ` 2.50 per km.
All those with grade EIII and above are eligible to use their own car for
performing official local duties.
10.1.7. General
10.1.7.1. Daily Allowance on Training
1. The Daily Allowance rates shall be as below:
Category Rates for
Metropolitan Cities (`)
Rates for
Other Cities (`)
A 120 100
B 100 85
C 80 65
D 50 40
E 35 30

2. Metropolitan cities include Ahmedabad, Bangalore, Bombay, Calcutta, Delhi,
Hyderabad and Chennai
10.1.7.2. Entitlement on Joining Duty
1. On first appointment
Level Class Members eligible
EI & above 1st Class Self, spouse and children

Below EI Chair Car / 2nd Class Self, spouse and children
This is applicable only for those joining from other Government organisations or
Public Sector Undertaking.
2. Entitlement of candidates called for interview / test for recruitment
Level Class
EI & above 1st Class
Below EI Chair Car / 2nd Class
10.2. RULES REGARDING PERSONAL FOREIGN TRAVEL
The procedure for permission and approval for personal foreign visits by C-DOT staff
will be as follows:
1. Any staff member planning to visit a foreign country on a personal visit will have to
give an application for permission for foreign travel and leave, to the leave
sanctioning authority (as per delegation of powers). The staff member should clearly
mention the country (or countries) he/ she is planning to visit, in the application.
2. Along with the application, the staff member will also have to submit a declaration in
prescribed format (available with HRD), in which he/ she will be required to give the
details regarding his travel plans.
3. After approval of the leave sanctioning authority, the application of the staff member
(along with the annexure) will be sent for vigilance clearance to the CVO, through
proper channel.
4. Once vigilance clearance has been granted, the application will be sent for approval to
the concerned Director. e.g. if a research engineer is wanting to travel to a foreign
country on a personal visit, he has to make an application which will first go to the
Team Leader, then Group Leader, then the CVO and thereafter to the concerned
Director for final approval.

5. Once approval of the Director and vigilance clearance has been granted, HRD will
issue an NOC to the staff member, granting permission and leave to travel abroad,
specifically mentioning the country (or countries) for which he/ she has been granted
approval.
6. In case a staff member is visiting a foreign country for official purpose and wishes to
extend his visit by a few days by taking leave, he / she will also have to seek
permission and leave for the extended stay in the foreign country for personal reasons
through the procedure mentioned above.
7. On his / her return from the foreign visit, the staff member will have to submit a copy
of his/her passport and show the original to the HRD department for verification of
the visit. This verification must be done within fifteen working days of the return to
the home country.

HUMAN RESOURCES DEVELOPMENT

11. HUMAN RESOURCES DEVELOPMENT
11.1. HRD OBJECTIVES
1. Improve individual effectiveness.
2. Inculcate pride, trust and satisfaction.
3. Promote all-round growth and development.
4. Initiate Drive, Innovation and Creativity.
5. Enhance quality of work life.
11.2. HRD ACTIVITIES
1. In-house training programs Managerial / Technical skills.
2. Participation in International / National conferences, Exhibitions, Seminars and
Meets.
3. Performance Appraisal and Feedback.
4. Career Growth - promotions, job rotation, job enrichment, succession planning.
5. Organisational Development/health/motivation.
6. Personnel policies.

CAREER DEVELOPMENT

12. CAREER DEVELOPMENT
12.1. PERFORMANCE APPRAISAL SCHEME
12.1.1. Appraisal Process
1. Job Description plus KRAs and standards defined after mutual discussion
2. Review process after 3 months
3. Self rating after 6 months
4. Mutual Discussion on performance and training needs
5. Rating by 1st level appraiser
6. Communication of the rating to all staff member
7. Normalization for each level will be done based on total numbers at appropriate
levels.
8. HRD process for further plan
12.1.2. Rating Scale
Nomenclature of ratings is as below:
A Excellent performance - achieved all targets to and beyond expectation and
performed all functions very well.
B Very good performance met all targets as per expectation and performed all
duties upto expectation.
C Satisfactory performance - met some targets upto expectation and
completed most duties assigned.
D Needs to improve to meet targets upto expectation and perform duties
assigned.
12.1.3. Periodicity
The staff member will be appraised every six months. The dates will be fixed for all staff
members. The dates are 1st April for the period from October 1st to March 31st and 1st
October for the period form 1st April to 30th September of each year.
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12.1.4. General
Databases of all the appraisals will be maintained by the HRD group. For detailed rules,
clarification/interpretation, staff members may refer to the Performance Appraisal
Manual or contact HRD group.
12.2. PROMOTION POLICY
1. Promotions in C-DOT are classified into following types:
a. Change of pay scale with change of job category with higher responsibility - these
types of promotions shall be based on selection process like skill test, interview,
etc. for example - support staff to become Executives, Research Associates to
become Engineers, etc.
b. Change of job/responsibility without change of pay scale, as in Engineer to TL.
c. Change of pay scale without change of job responsibility as from SI to SII grade.
2. The Promotion Committee has to give their recommendations to the Board for the
final decision. The Board considers the candidature of eligible staff members on the
following criteria:
a. Normalised Performance Appraisal Reports/Ratings
b. Interview marks /ratings by interview /promotion committee
c. Comparisons of candidates with candidates who were promoted in similar
eligibility period in the past (role models).
d. Leave details including authorised leave to be considered.
e. Awards/Appreciation received during the period of consideration.
f. Paper published/seminars presented/patents/contribution to professional bodies,
additional relevant qualifications, extra professional activities, contributions to
other groups/divisions etc.
g. Disciplinary Action or any other relevant inputs.
3. Every year, different promotion committees will be constituted for various grades.
4. These committees meet once a year to consider those eligible for promotion, the
schedule of which will be decided by HR after taking feedback from the
Management.
5. Promotions are given with effect from 1st April and 1st October.
CAREER DEVELOPMENT

The eligibility criteria for promotion is as follows:
GRADE (Non Executive Cadres) Min. Period for Eligibility
MIII to MIV 5 Years
AI to AII
SI to SII
3 years
AII to AIII
SII to SIII
3 Years
AIII to AIV
SIII to SIV
3 Years
AIV to AV
SIV to SV
5 Years
AV to AV (new)
SV to SV(new)
6 months in AV/SV Grade
AIV to AV (new)
SIV to SV (new)
5 Years in AIV/SIV Grade
SV (new) to SVI 6 Years, cumulative in SV
and SV(new)

GRADE (Executive Cadres) Min. Period for Eligibility
AVI to AVII
EI to EII
2 Years
AVII to AVIII
EII to EIII
3 Years
AVIII to AIX
EIII to EIV
4 Years
AIX to AX
EIV to EV
5 Years
EV to EVI
AX to AXI
5 Years
12.2.1. Procedure
1. All eligible staff members in EI/AVI and above grades and will be required to appear
for an interview before the promotion committee mentioned above and present their
contributions/ achievements during the eligibility period.
2. Cases of all eligible staff members in SI-SVI and AI-AV grades will be considered by
respective promotion committees (No interviews).
3. All eligible staff in non-executive cadres (SI to SV and AI to AIV), will be required
to submit a write-up, not exceeding one page, highlighting their contributions and
achievements during the review period. This will be submitted to HRD through the
CAREER DEVELOPMENT

GL, who would be expected to add his/ her comments/observations on the same. This
write-up will be submitted to the HRD by the GL alongwith the promotion
recommendation form of the staff and will be one of the inputs to the promotion
committee.
12.2.2. Criteria
The criteria for Grade promotions will be as follows:
S.No DIMENSION TOTAL
WEIGHTAGE
CRITERIA RATING
Average of
Appraisal Ratings
for the review
period
50

90 & above
85 - 90
80 - 84
75 - 79
70 - 74
65 - 69
60 - 64
Less than 60

40
35
30
25
20
15
10
5
Individual
Performance: 40
Group
Performance: 10
Overall group performance
with respect to the planned
deliverable or expected service
level
0 10
GLs
Recommendation
20 Strongly Recommended
Highly Recommended
Recommended
May Consider
Not Recommended
20
15
10
5
0
Rating by the
Committee
20 Relative assessment of
individual's performance by
Committee members
0 to 20
Leave * 10 Upto 50% of entitled leave
51% to 60% of entitled leave
10
8
6
4
2
1
TOTAL 100
* Entitled Leave: 40 days Leave per year (i.e. 30 EL + 10 COMM in 12 months) + any
Maternity Leave availed by Women Staff + any statutory leave.
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(For Eg. with respect to employees eligible for promotion from EI to EII, entitled Leave
will be 100 days of leave for a review period of 2 years and 120 days of leave for a
period of 3 years).
The leaves for the review period for all staff members eligible for promotion to higher
grades will be calculated before the interviews are held and recommendation forms are
prepared.
12.2.3. Delay in Eligibility because of Excess Leave
Those staff members who have excess leave in a particular PCM will not be considered
for promotion for that particular PCM and penalization for excess leave will be as
follows:
1. For any Leaves beyond the entitled Leave, the following would be applicable:
a. Excess leave between 01 day 90 days: promotion eligibility may be delayed by
6 months
b. Excess Leave between 91 days 180 days: promotion eligibility may be delayed
by 1 yr
c. Excess leave between 181 days 270 days: promotion may be delayed by 1
years
d. Excess leave between 271 days - 360 days: promotion may be delayed by 2 years
e. Excess leave between 361 days to 450 days: promotion eligibility may be delayed
by 2 years
f. Excess leave between 451 days to 540 days: promotion may be delayed by 3
years.
It will be clearly identified as to how long the promotion is to be delayed (6 months or 1
year or more as per the policy) and for those many subsequent PCMs, the staff member
will not be considered. The Staff Member will not be called for interviews in case he is
not being considered and recommendation from GL will also not be sought in this case.
However HRD will make a list of such staff members and forward the same to their GLs
at the time of sending the recommendation form and keep them and the concerned staff
informed about the same.
On completion of the delayed period of eligibility, if the staff has availed leave within the
limits of entitled leave for the period (i.e. 20 leaves for every six month period), during
the said delayed period of eligibility, then he will be considered for promotion as
enumerated below:
CAREER DEVELOPMENT

Upon non-consideration in one or two PCMs due to excess leave, when the staff
members will become due in the subsequent PCM, in order that he does not get penalized
on the leave marks repeatedly, the score of the individual in the promotion delayed period
will be considered as his score against leave criteria. His total marks obtained will be
compared to the cut off for that particular grade since cut offs usually are different for
minimum, minimum + 6 months and so on.
In case excess leave cases from past PCM, if penalization is already been done for a
particular case and the period of penalization is over, there will be no review of the
period as per the latest leave criteria. However, for those penalization period is not over
yet, will be reviewed against the new principle.
These changes in Leave criteria are applicable from 44th PCM (01/10/2009) onwards.
12.2.4. Qualifying score
1. Candidates scoring 60% and above in aggregate will become eligible for
consideration for promotion.
2. Eligible candidates would be considered for promotion w.e.f. 01 October or 01 April,
depending upon their eligibility.
3. The actual number of employees to be promoted in various categories each time will
be decided by the C-DOT Board.
12.3. PAY FIXATION ON PROMOTION
Consequent to implementation of 6th Central Pay commission in C-DOT, with effect
from 01/01/2006, the pay fixation on promotion from one grade pay to another in the
revised pay structure, the fixation will be done as follows:
One increment equal to 3% of the sum of the pay in the pay band and the existing grade
pay will be computed and rounded off to the next multiple of 10. This will be added to
the existing pay in the pay band. The grade pay corresponding to the promotion post will
thereafter be granted in addition to this pay in the pay band. In cases where promotion
involves change in the pay band also, the same methodology will be followed. However
if the pay in pay band after adding the increment is less than the minimum of the higher
pay band to which promotion is taking place the pay in the pay band will be stepped up to
such minimum.
CAREER DEVELOPMENT

12.4. IMPACT OF PROMOTION ON SALARY
The impact of promotion on various components of salary and benefits would be as
under:
Benefit Effective Date
Pay Scales Date of Promotion
Salary Fitment (Basic Salary) Date of Promotion
Dearness Allowance Date of Promotion
City Compensatory Allowance Date of Promotion
House Rent Allowance Date of Promotion
House Maintenance Financial Year of date of order
Leased Accommodation where there is
recovery
If limit changes, the difference is reimbursed from
date of promotion. New lease can be taken only on
completion/ termination of earlier lease
Lease Maintenance Financial year of date of order
Conveyance Allowance Date of issue of order
Travel Allowance Date of issue of order
Multi-Functional Allowance Date of Promotion
Hardship Allowance Date of Order
Medical Reimbursement April 1
st
of current year for cases where Promotion
is effective from date in previous financial year.
Others from April 1
st
of next year
Provident Fund Date of Promotion
Leave Travel Concession Date of issue of order
Newspaper/ Magazine Reimbursement Date of issue of order
Periodicals Date of issue of orders
Leave Encashment Date of Promotion
Long Term Loan Date of issue of order
Subsidy for purchase of Vehicle &
House
Date of Promotion, if already availing
Transport Allowance Date of issue of order
Professional Body Membership Date of issue of order
12.5. RESPONSIBILITY PLACEMENT
Under review
12.6. CAREER GROWTH
Under review
12.7. REDESIGNATION OF RESEARCH ENGINEERS
1. Research Engineers who have completed five years of service as on 01 April each
year, will be re-designated as Senior Research Engineers with effect from April 01 of
that year, based on the following conditions:
CAREER DEVELOPMENT

2. HRD Delhi and Bangalore will generate a list of eligible staff members and send the
same to their respective Group Leaders.
3. Recommendations of the GLs will be sought for all such REs and those who have
completed five years of service (or more) as on April should be recommended for re-
designation by the GLs.
4. No disciplinary action should have been taken against the RE in the preceding five
years, to be considered for being re-designated as SRE.
12.8. AWARD POLICY
The new award policy has been notified vide CPC 04/2011 and CPC 05/2011 dated 14
July, 2011 which will be implemented from Financial Year 2011-12 onwards.
12.8.1. PROJECT / GROUP / TEAM LEVEL AWARDS
12.8.1.1. INTRODUCTION
12.8.1.1.1 Awards for Project/ Group/ Team will henceforth be presented as per the
revised procedures laid down by this Policy. The details with regard to
applicability, selection criterion and method of selection for awards are laid
down in succeeding paragraphs.
12.8.1.1.2 The Review Reference is C-DOTs Five Year Plan and Current Annual
Business Plan and review would be done in the month of April immediately
after the given Financial Year. The Project/ Group/ Team level Awards are to
be linked directly to and commensurate with the Organizations overall
performance/ delivery in the given FY and limited to 2 awards per FY.

12.8.1.2. APPLICABILITY
12.8.1.2.1 The Project/Group/Team Excellence Award Scheme shall be applicable for
all R&D projects included in ABP from 01.04.2011 onwards which result in
commercialization of the product. These R&D projects include all in-house
Projects.
12.8.1.2.2 This award will also be applicable to all Technical Service Groups and non-
technical Support groups like Purchase, Administration, Finance, HRD,
Marketing, etc. All Group/Team members working at C-DOT Delhi and
Bangalore and have made significant contribution in the Project shall be
eligible for the awards.
CAREER DEVELOPMENT

12.8.1.3. PROJECT TEAM
12.8.1.3.1 A Project Team would consist of all individuals across various groups who
have constructively contributed to the project (i.e. at ABP level); hence be
commended as a whole. The Project Team shall be as defined for each
project clearly in the ABP/ Organization Structure.
12.8.1.3.2 The team would consist of Project Team members working in the Team as on
the date of recommendation for Award.
12.8.1.3.3 Names of Team members as defined by above Project/ Group/ Team shall be
reviewed and cleared by the concerned GL and countersigned by the Director.
12.8.1.3.4 During the course of development of project, it is possible that there may be
occasions when a few members leave/ change and new members added.
These additions/ subtractions shall be authorized by the GL and countersigned
by the concerned Director from time to time.
12.8.1.3.5 Only those who contribute significantly to the project shall be considered as
Project Team members.
12.8.1.4. SELECTION OF PROJECTS FOR AWARDS
12.8.1.4.1 Only for the Projects/Groups/Teams which have accomplished the
prescribed tasks completely and delivered as per the ABP and within the
scheduled time and budget and meeting all requirements stipulated (both
explicit & implicit). Those projects which result in obtaining Orders from
customer (Lol or Indent/ Order/ Contract) shall also be considered.
12.8.1.4.2 Concerned Project Head/ GL/ TL shall put up the application/ proposal to
HRD in the prescribed format, for consideration of Award in the form of a
file, giving full details of Project, Project Team (as cleared as per Para 3
above) as and when the project is completed.
12.8.1.4.3 HRD will forward all the applications/ proposals to the Empowered
Committee.
12.8.1.4.4 The Empowered Committee, consisting of Directors, will assess the project as
per the prescribed format (available with HRD).
12.8.1.4.5 On the basis of the assessment, a Matrix shall be prepared by the Empowered
Committee. The format of the matrix will be made available to the
empowered committee by HRD
CAREER DEVELOPMENT

12.8.1.4.6 Only those projects for which minimum 50% marks is obtained for each
Criterion/ Parameter and total marks of 60% and above shall be considered
for the Award.
12.8.1.4.7 The projects recommended for consideration will be placed before a high-
level Committee consisting of EDR and all the Directors for the final
selection of the best few projects for award every year.
12.8.1.4.8 A Project/Group/Team that received an award in the previous year shall not
be considered for the award again. However, they may be considered in the
subsequent year.
12.8.1.4.9 For all Technical Service Groups and Non-Technical Support Groups, the
same prescribed format will be used for indicating their specific
achievements/contributions. If some parameters therein are not directly
relevant, they will be covered as weighted ratings, with requisite justification
of the relevant parameters only.
12.8.1.5. AWARD FOR THE SELECTED PROJECT
12.8.1.5.1 Each project member (as defined vide Para 3 above and contributed to
project) except the Key Individual Contributor shall be given a Cash Award
not exceeding ` 20,000/- and a Citation. The Key Individual Contributor, if
any, will be given a Cash Award not exceeding ` 40,000/- and a citation.
12.8.1.5.2 Awards shall be given away to the selected Project/Group/Team members by
EDR every year in a function organized as decided by Management. Such a
function may be clubbed with Annual Day or a Business Review meeting
when all GLs are also present. The awardees will be invited to attend with
their spouses. Both the staff and spouse would travel by train/ air as per the
entitlement of staff concerned as per TA/DA Rules, for official travel, if
required
12.8.2. INDIVIDUAL AWARD SCHEME
12.8.2.1 Staff members who make significant and key contributions for the success of the
Project (any project including those not short listed for award) specifically for those
who develop innovative/critical/path-breaking technology features due to which the
product gets the special technological edge would be recommended by the immediate
supervisor, clearly defining their significant technological contributions. These shall
be considered by the Empowered Committee.
12.8.2.2 The list of Individual Contributors as cleared by Empowered Committee would be
put up to the Committee consisting of EDR and the Directors for decision on the
Award, which may carry Cash Award up to ` 50,000/- and a Citation, subject to an
CAREER DEVELOPMENT

overall budget allocation decided by the Directors. This is conditional on the
candidate not receiving Individual Key Contributor award for the same project.
12.8.2.3 Award for key contributors shall also be given away during function as specified
earlier, viz. during the Annual Day or a GBM
12.8.2.4 Categories & Quantum: Individual Level (Maximum 16 per Financial Year)

"Exemplary Performance": Eight per FY for Research Engineers/
Sr. Research Engineers/ Team Leaders/
Executives/ Managers

"Exemplary Leadership": Two per FY for Group Leaders/ Technical
Experts / Sr.Technical Experts/ Sr. Managers
/CAO/ CFO/ Registrar

"Best Support (Technical)": Four per FY for Research Associates

"Best Support (Non-Technical)": Two per FY for Associates / Member
Support / Assistant Executives
12.8.2.5 Selection:
Exemplary Leadership Award:
Board would decide based on Organizations overall performance/ delivery May solicit
recommendations from Director(s)/CFO/Registrar/Sr.TE(s).
Other Individual Level Award:
A High Level Empowered Committee to be constituted (FY basis) that would
independently assess the proposals and recommend to the Board Members in the
month of April for the completed FY.
12.8.2.5.1 Concerned Project Head/ GL/ TL shall put up the recommendation/nomination to
HRD for consideration of Award in the prescribed format (available with HRD),
giving full details of the achievements and justification for award.
12.8.2.5.2 HRD will forward all the nominations to the Empowered Committee.
12.8.2.5.3 The Empowered Committee, will assess the individuals as per the prescribed format.
12.8.2.5.4 Only those individuals who obtain total marks of 60% and above shall be considered
for the Award.
12.8.2.5.5 An individual who received an award in the previous year shall not be considered for
the award again. However, he/she may be considered in the subsequent year.
CAREER DEVELOPMENT

12.8.2.5.6 Peer level feedback may be solicited to ascertain authenticity on the suitability and
aptness of stated achievements, reasons, justification, etc. of individuals and also
those of Projects/Groups/Teams, before qualifying them for consideration.
12.8.2.5.7 For Support (Technical and Non-technical), the same format of assessment will be
used for indicating their specific achievements/contributions. If some parameters are
not directly relevant, they could be covered as weighted ratings, with requisite
justification of the relevant parameters only.
12.8.2.6 Discretion: Board has discretionary powers to grant/reject.

NO compulsion to grant if NO exceptional delivery/performance seen in a FY.
12.9. LONG SERVICE AWARD
12.9.1. Objective
The aim of this Policy is to set out the processes through which the loyalty and
commitment of staff is rewarded and they get motivated to contribute their best towards
the objectives of the Centre.
12.9.2. Scope of Policy
This Policy applies to all employees within the Centre who have accrued the appropriate
length of service.
12.9.3. Policy
In recognition of long and valued service, the Centre will mark its appreciation by
awarding a Long Service Award to those employees who accrue 25 years service during
employment and to those employees who superannuate at our Centre.
12.9.4. Recognition of Long Service for existing employees During Employment
The Long Service Award will be issued to qualifying employees who accrue 25 years
service at our Centre. The Long Service Award will consist of the following:
1. A certificate signed by the Executive Director in recognition of their long service.
2. A silver plaque, worth ` 5000/- with name of the staff and Long Service Award of 25
years inscribed on it.
Staff Members on leave will be eligible / considered for the Long Service Award in
the following manner:
1. Staff Members who have availed EOL of more than three months & leave on lien
during their 25 years service, will be considered during the year in which they
CAREER DEVELOPMENT

complete their 25 yrs service after compensating the shortfall of service period due to
leave.
2. Staff Members who have been reprimanded due to misconduct or unauthorised
absence during the preceding 5 years from the date of completion of 25 yrs of service,
will be considered only after serving 2 years from the date of reprimand, on receipt of
recommendations / approval from their concerned GL / Director.
PROCESS
1. HRD will generate list of staff who will be eligible for consideration of this Award as
on August 25, every year and obtain approval from EDR.
2. On receipt of approval, HRD will prepare the certificates and plaques.
3. Awards will be granted to the staff during the Annual Day Celebrations of the
respective years.
12.9.5. Recognition of Long Service Award on Retirement
The Long Service Award will be issued to qualifying employees who leave the Centre on
attaining the age of Superannuation.
The Long Service Award on retirement will consist of the following:
1. A certificate signed by the Executive Director acknowledging the employees long
and valued service.
2. A gift cheque worth ` 10,000/-.
PROCESS
1. HRD will generate list of staff retiring three months prior to their retirement and
forward their cases for approval by EDR.
2. On obtaining approval, HRD will prepare the Certificates and Gift Cheques.
3. The Awards will be given to the retiring employees by the during the farewell get-
together organised for this purpose.
12.10. GRANT OF CASH INCENTIVE ON PASSING HINDI EXAMINATIONS
12.10.1. Purpose
To encourage staff members to acquire knowledge of Hindi. C-DOTs personnel, who
have not studied Hindi in their School / College and pass Prabodh / Praveen / Pragya
Examination, are eligible for cash awards and incentives. These awards are given on
passing the following exams:
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1. Pragya Examination: The personal pay for passing Pragya Exam shall be granted
only to those officers / employees for whom that course has been prescribed as the
final course of study.
2. Praveen Examination: The personal pay shall be granted only to those employees
for whom the Praveen course has been prescribed as a final course of study
3. To the employees on passing the Praveen Examination with 55% or more marks.
4. To the officers on passing the Praveen Examination with 60% or more marks.
5. All the staff members including those who have passed Hindi S.S.L.C as III language
in Non-Hindi regions like Bangalore, may be given an opportunity to receive training
for the three courses i.e Prabodh, Praveen, Pragya of the Hindi Teaching Scheme,
relaxing the rigid norms of admissions. A declaration may be obtained from the staff
while taking admission to the effect that they do not possess actual working language
in Hindi although they have passed Hindi as III language at S.S.L.C level.
12.10.2. Cash Awards & Incentives
1. Personal Pay: Personal pay equal to the amount of one increment for a period of 12
months is granted to the C-DOT Officers/ Employees on passing the following Hindi
Language Examinations.
2. Cash Awards: The following cash awards are granted according to eligibility for
securing good marks in Hindi Prabodh, Pragya Examinations, for which present rates
are as under:
a. Prabodh:
i. On securing 70% or more marks - ` 500/-
ii. On securing 60% or more marks but less than 70% marks - ` 300/-
iii. On securing 55% or more marks but less than 60% marks - ` 200/-
b. Praveen & Pragya:
i. On securing 70% or more marks - ` 800/-
ii. On securing 60% or more marks but less than 70% marks - ` 600/-
iii. On securing 55% or more marks but less than 60% marks - ` 400/-
3. Personal pay will be in addition to cash awards for which the employee is entitled for.
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12.11. TRAINING SPONSORSHIP SCHEME
12.11.1. Objective
To provide an aid to C-DOT employees who are interested for acquiring skills,
knowledge and qualification from various training programmes.
12.11.2. Scheme
1. All requests for sponsorship for training would have to be made and processed on
standard format.
2. On completion of the training programme, employees would be required to submit a
report in the prescribed format, through their supervisors, to the Training Cell.
3. Approval of Training: (Delegation of Powers) The Delegation for deputing for
training/conference/seminars/exhibition with effect from 01 April, 2012 is as follows:
a. Competent Authority: Senior Technical Expert/ Technical Expert / Group Leader
Extent: For staff below: ` 15,000/- per person, per occasion (Total Course fee &
course material.)
Remarks: Limited to a maximum total approval of ` 50,000/- per quarter, excluding
travel/boarding. (The limit of ` 50,000/- is, the maximum monetary limit for
approval that maybe sanctioned by the STE/TE/GL in a quarter, irrespective of the
number of persons).
b. Competent Authority: Director
Extent: Full Powers for staff below
12.12. CORPORATE MEMBERSHIP OF PROFESSIONAL BODIES
1. The proposals regarding corporate membership shall be consolidated by HRD.
2. For each of Professional Body the journals/ publications shall be received by Library
at respective locations.
3. HRD maintains the database of these memberships.
12.13. SUGGESTION SCHEME
1. Suggestions are welcome to improve upon various services, facilities and procedures.
2. Suggestions can be given across the table.
12.14. GRIEVANCES
The GRIEVANCE REDRESSAL PROCEDURE in C-DOT has been announced vide
CPC 12/2012 in November 2012. Details are given below:
CAREER DEVELOPMENT

AIMS '& OBJECTIVES: To provide the employees as easy and readily accessible
machinery for prompt disposal of their day to day grievances.
NATURE OF GRIEVANCES THAT FALL FOR REDRESSAL UNDER
GRIEVANCE
PROCEDURE: Complaints affecting one or more individual workers in respect of the
following:
Implementation of the policies / rules or the decisions of the organization
Financial parameters e.g. salary payment and perks, increments, non-extension of
benefits under organizational rules etc.
Interpretation and application of service rules- e.g. Transfer, leave, etc.
Work related: e.g. working conditions, hours of work, work assignment etc.
Other matters of similar nature
However, grievance pertaining to or arising out of the following shall not come under the
purview of grievance procedure
Performance Appraisals / confidential reports
Promotions, including DPC minutes and decisions
Where the grievance does not relate to an individual employee, and
Any grievance arising out of the discharge or dismissal of an employee
Grievance pertaining to or arising out of disciplinary action or appeal against such action
shall be forwarded to the competent authority as laid down under the conduct rules and in
such cases, grievance procedure will not apply.
DIFFERENT STAGES FOR REDRESSAL OF GRIEVANCES PROVIDED FOR
UNDER THE GRIEVANCE REDRESSAL PROCEDURE OF C-DOT:
To get their grievances addressed, employees can make use of the three grievance
redressal levels available in the organization.
FIRST STAGE (DEPARTMENT LEVEL): The aggrieved employee shall represent
his/her grievance in writing to the HR Department of his location.
Upon receipt of the grievance, the HR head shall meet the aggrieved employee in person
to understand the issue and shall try to resolve the issue within the existing organizational
CAREER DEVELOPMENT

frame work. If the grievance does not get resolved with these efforts, the HR shall
forward the grievance immediately to the employee's Group Head which shall have to be
acknowledged. The Group Head shall send his reply in writing, to the HRD within 10
days of the receipt of the grievance. The same shall be forwarded to the aggrieved
employee.
SECOND STAGE (GRIEVANCE COMMITTEE): If the employee is not satisfied, he
may request the HRD to forward his / her Grievance to the Grievance Committee
constituted for the location. There shall be a grievance committee each at Delhi and
Bangalore consisting of the Registrar, two Senior Officers from Technical Executive
cadres, one Senior Officer from HR and Finance.
The recommendations of the Grievance Committee shall be communicated to the
concerned staff within 30 days. A copy of the minutes of the Grievance Committee
meeting may also be given to the aggrieved staff, upon receipt of written request for the
same.
THIRD STAGE (APPELATE AUTHORITY - CORPORATE LEVEL): If the
employee is not satisfied with the reply given by the Grievance Committee, he / she can
represent the matter to the concerned Director, who will convey his decision within 30
days from the date of receipt of grievance from the Committee. The decision of the
Director shall be final.
General Conditions:
The employee concerned shall grievance immediately and in any case within a period
of three months from the date of occurrence.
If the Grievance arises out of an order of the Management, the said order shall be
complied with, before the employee concerned invokes the grievance procedure.
Any appeal or representation to a higher authority must not be made unless the
appropriate lower authority has already rejected the claim or refused relief or ignored
or unduly delayed the disposal of the case.
If the employee is not satisfied with the resolution of the grievance, he/ she may meet
the Executive Director on a designated day to present the grievances and to seek
solution thereof. However, this option can be exercised by the employee only after he
has gone through all the three stages of Grievance redressal, but is still not satisfied
with the resolution.
Representations to still higher authorities must not be made unless all means of
securing attention or redress from lower authorities have been exhausted.
Any attempt by any C-DOT staff to seek a decision on such issues in a Court of Law,
[even in cases where such a remedy is legally admissible] without first exhausting the
CAREER DEVELOPMENT

normal official channels of redress, can only be regarded as contrary to official
propriety and subversive of good discipline and may well justify the initiation of
disciplinary action against the staff member.

FACILITIES AND WELFARE

13. FACILITIES AND WELFARE
13.1. LIBRARY
The Library of C-DOT, with a comprehensive collection of books, is at its two locations
Delhi and Bangalore to cater to the information requirement of employees. The Centres
libraries are equipped with all the modern information tools and computerized for online
access to library resources across its campuses through the library intranet site.
13.2. BOOKS / PROCEEDINGS / REPORTS / STANDARDS
Libraries have a large collection of books on technical subjects of relevance to C-DOT in
particular, i.e. on Telecommunications, Electronics, Computer Science, Management and
Hindi books, besides books on general interest and other subjects.
Periodicals/Journals:
Libraries both at Delhi and Bangalore subscribe to the best Journals/Periodicals, both
National and International.
13.3. CDS VIDEO CASSETTES
The libraries also have a good collection of CDs and videocassettes on Technical and
Management subjects.
13.4. DIGITAL RESOURCES
The Centres Libraries provide IP based digital database access across its campuses to
1. IEEE Xplore Digital Library
2. ACM Digital Library
13.5. MCIT GATEWAY
As members of the Ministry of Communications and Information Technology
Consortium (MCIT), C-DOT has access to journals database of the participating libraries
for resource sharing.
13.6. SERVICES
1. Press Clipping service
2. Telecom Literature Service
3. Article Alert Service
4. Current Awareness Service
5. Reprographic Service
6. Reference Service

7. Inter Library Loan
8. On line access catalogue
9. Networking
- Inter library
- With other libraries
10. Do you know service
13.7. RULES
1. Each C-Dotian is eligible for issue of maximum of five books.
2. Books are issued for a period of one month.
3. Reference books and technical journals are kept in the library for reference purpose.
4. For inclusion of new books and journals in the library, user can give the
recommendations to the library staff after getting appropriate approvals.
13.8. CANTEEN
Subsidised canteen facility is available for all staff members. Contract based canteen is
operational. The canteen transactions are fully automated for which the biometric
machines are used. Staff members may register their finger-prints with Tools Group for
biometric transactions. End of the month, total transactions are computed and only 1/4th
of the total amount is deducted from staffs salary, balance being paid by C-DOT.
13.9. IN-HOUSE MEDICAL FACILITY
Doctors have been appointed to provide medical assistance to staff members in the office
premises. These doctors are available as per details below:
LOCATION TIMINGS
C-DOT Campus, Delhi Monday- Thursday
11.00 hours to 13.00 hours
C-DOT Campus, Bangalore Monday Thursday
2.00 4 .00 p.m.
In case above visiting days fall on a holiday, doctors shall visit the office on the next
working day.
20% discount available to all staff members and their dependents at MEDINOVA
Diagnostic Centre for all tests/services at Bangalore.
13.10. RECREATION
C-DOT Bangalore and Delhi have recreation clubs managed by representatives of staff
members. The clubs are financed through monthly contributions from staff members and
C-DOT subsidy. The clubs are responsible for:

1. Sports and games
2. Cultural programmes, picnics, outings, get-togethers, etc.
3. Trekking, training for spouses, etc.
4. Welfare activities
Staff Recreation Club Contribution
All staff members contribute ` 40/- per month towards the SRC w.e.f. 01.04.2010 with a
corresponding contribution of ` 160/- per employee, per month, from the C-DOT
Management.
13.11. STAFF GET TOGETHER / RECREATION / FUNCTIONS
1. This facility will be available twice in a Financial Year once for each half year
ending 30th September and 31st March. While the facility for 1st half year must
be incurred within a period of 2 months after 30th September, the one for second
half year must be incurred within 3 months after 31st March.
2. The per employee expenditure will be ` 650/- and will include all taxes, taxis and
transportation costs and tips, where applicable.
3. Power to incur and approve expenditure will be available at STE / TE / GL /
Registrar / CFO level.
4. All Groups reporting to the above officers will be clubbed together for this
purpose.
5. This scheme is linked to achievement of objectives of the Group. The
justification for incurring the expenditure must be given either by the GL or the
STE/TE, as the case may be, by reference to the achievement of the KRA for that
period and the fulfilment of milestones stated in ABP.
6. Where several GLs report to a STE/TE, this power is deemed to be delegated to
the TE who shall, upon suitable recommendation received from GL regarding
achievement of the KRA given to the Group will approve. If the GL is not
reporting to the STE/TE, then this power is delegated to such GL and he/she can
approve/incur the expenditure as per prescribed limits.
13.12. BANK COUNTER
1. At Delhi, Canara Bank Extension Counter is at the C-DOT premises, ground
floor, Gate no. 2. The Services of Bankers are as follows:
10 a.m. to 2 p.m. and 2.30 p.m. to 3.30 p.m. on weekdays

10 a.m. to 12.30 p.m. on Saturday
2. At Bangalore, Canara Bank counter is at the C-DOT premises on all working days
between 12.30 p.m. to 01.30 p.m.
3. On joining, staff members are expected to open a bank account either in the bank
counters available at the C-DOT premises or in any of the banks located in Delhi
and Bangalore respectively. Salary and other staff payments are credited to the
individual bank accounts, based on individual declarations given in the ECS
mandate form.
13.13. PHOTOCOPYING
Services for photocopying are available at Delhi and Bangalore offices. The
photocopying services are available for official work only.
13.14. TRAVEL
Requisition for booking of tickets may be given to Administration group on prescribed
pro-forma with approval of Managers (as per delegation of powers). Administration
group shall arrange for purchase of tickets for both onward and return journey. Members
of staff can also avail of Administration facilities for getting personal Rail/Air
reservations for self and family members.
13.15. STAFF CAR
For the purpose of official duties, members of staff can use staff car facilities, depending
on availability. In case staff car is not available public transport can be used and
reimbursement claimed as per entitlement.
13.16. E-MAIL / INTERNET
1. C-DOT provides an e-mail facility for official work at the C-DOT campus. The users
do not have a right to privacy in this matter. The e-mail messages (both incoming &
outgoing) are subject to screening. The e-mail facility should not be used in any
manner detrimental to the interest and image of C-DOT (like sending technical
documents to competitors, sending or soliciting indecent material, seeking
employment or employment information or admission to educational institutes except
where such courses are sponsored by C-DOT).
2. C-DOT (B) provides Internet access to meet business requirements. This has been
provided through proxy server where the users are authenticated through password.
Internet usage logs are maintained for security reasons. All TLs / managers and above
have been provided individual passwords. All other staff can access using group
accounts. Group accounts are issued based on the need of the group. Web content is
filtered for inappropriate matter and then passed on to the end user.

13.17. EMPLOYEE INFORMATION SYSTEM (EIS)
There is a password enabled Software called as Employee Information System (EIS)
which can be accessed by all employees, for information on Salary Slips, Income-tax
deductions, Employees Provident Fund (EPF) Card etc. Further, all details like
individual claims pending, amount passed etc are also available for the information of the
staff. The EIS also contains General Information like Attendance report, leave card,
canteen Facility utilization, assets info, Biodata, C-DOT Holiday list, Staff Handbook,
Annual Business plan (ABP), C-Dot Stock Status, Indent/PO Status etc.
13.18. STAFF CLAIMS PROCEDURE
Staff who wish to claim any reimbursements like Medical, conveyance, Residential
telephone, Books etc should have to claim in the prescribed forms available with their
Group Associates, attaching the original receipts/Vouchers, within the prescribed time.
These claim papers should be entered in the Staff Claims package available in their
respective workstations. Once entered, an alphanumeric Number is generated, which
should be noted on the top of the claim papers and submitted to Finance. Finance will
periodically scrutinize all these claims say once in a month and will issue pay order to
bank for making payment to the respective Bank accounts of the staff.
13.19. SECURITY
13.19.1. Materials / Staff Movement
1. Staff members are required to ensure that the materials taken out of C-DOT on
returnable gatepass are returned on or before the due date. Until then, they will be the
sole custodians of these materials and will be solely responsible for the said materials.
2. Staff getting relieved from C-DOT, are required to ensure that all the materials taken
out/sent out of C-DOT under returnable gate passes, signed by the staff as a bearer, is
returned to C-DOT and the outstanding entries are closed. If the materials are
outstanding for valid reasons, the responsibility is to be transferred to another staff
member of the same Division by the authorised person under approval of the DM
concerned and the transferee has to accept the responsibility in writing.
3. Materials brought into C-DOT for testing/demos etc. will be allowed inside with valid
Demo/Testing gatepass.
4. Due to security reasons, staff members are advised to avoid entering the Office
premises on holidays/after office hours except in the case of overstay/visit due to
official work.
5. No movement of vehicles shall be allowed to/from office on holidays and after office
hours. In case of exigencies permission of administration may be taken before the
incident.

13.19.2. Visitors
1. Personal Visitors are limited upto Reception area only. Hawkers, peddlers, sale
promoters of consumable, domestic appliance etc., are not allowed.
2. Official visitors are allowed on working days either on prior appointment/otherwise
between 08.30 hrs to 17.00 hrs only. They have to obtain a pass at security, go to
reception. The receptionist will call the staff to be visited on phone and inform the
presence of the visitor. If the staff member is meeting the visitor, he/she is required to
come down to meet the visitor, hold discussion at discussion table in the reception
and see off the visitor after completion of business.
3. The visitor has to be taken to the floor or the working area only when the visit is need
based. In such case, the visitor should get floor badge and go to the concerned floor
with the staff and the staff has to see the visitor off after the business.
4. Visitors carrying any materials for delivery, for display, demonstration, sample etc.,
have to declare, get them entered in material inward register, obtain demo/evaluation
pass and carry the materials into C-DOT. When the materials are returned after
inspection, the authorised person should sign on the demo/evaluation gate pass, which
is a must to allow the material to be taken out.
5. Official visitors, if required to be received into C-DOT working areas, should be with
prior permission from the respective GLS.
6. Visitors are not allowed on Saturdays/Holidays, and after office hours on working
days. However, if any visitor were to express his intention to see a particular staff of
C-DOT who is available on duty, express permission/clearance of the visit from the
Divisional Manager available on duty or that of Administration Department is
essential.
OVERVIEW OF PURCHASE PROCESS

14. OVERVIEW OF PURCHASE PROCESS
C-Dot procurement is governed by a well laid out purchase procedure. Detailed
procedure can be obtained from the purchase department. A brief over of the Purchase
process are appended below:
14.1. CLASSIFICATION OF ITEMS
Items can be generally classified under the following categories:
a. Capital Items (Technical): Hardware, Software, etc
b. Components: COI, Non COI, PCBs, Spares, etc.
c. Consumables (Technical): CDs, cartridges, equipment consumables etc.
d. Capital Items (Administrative)
e. Furniture, Office Equipment (FAX/Printers/ACs etc)
All the indents as per Sl.No. (a & b) have to be routed thru Central Stores ( Delhi &
Bangalore ) to ascertain the availability of the same. Certification of Non Availability to
be given by Central Stores.
14.2. PROCESS RELATED TO CAPITAL PROCUREMENT
1. Before indenting a capital item for your group, it is imperative that you find out from
other groups whether they can share the same equipment/software.
2. The requirement of technical capital items should be approved by the Project Board.
3. The specification of the equipment should be generic in nature so that all the reputed
vendors/manufacturers compete for the same and in the process we get the best
possible prices.
4. The indentor / indenting group has to inform Purchase whether the requirement is to
be processed through Open Tender/Limited enquiry/Proprietary. The same has to be
indicated in the indent with proper attachments like specifications, potential supplier
list, Proprietary certificate as the case may be.
5. In case the item is proprietary in nature {Only available through single source}
because of developmental reasons a separate committee shall provide the Proprietary
Certificate and subsequently the requirement needs to be approved by competent
authority. (List of competent authority who can sign the Proprietary Committee is
enclosed (Office Order enclosed).
6. The indentor / Indenting group has to provide the specifications in detail and also to
mention the Warranty & Post-warranty required for the Equipment/Instrument.
OVERVIEW OF PURCHASE PROCESS

7. Repeat Order may be placed for the item already purchased and the same is required
by the indentor / indenting group. However, the repeat order value should not exceed
the original PO value and the same should be within one year.
8. We follow Open Tender (Press Advertisement) and also Limited Tenders (when an
enquiry is sent to few reputed manufacturers for our requirements.
9. Spares and other proprietary software items are processed through Limited Tender
Enquiry as there are only specified parties for these equipment viz. IBM/HP servers,
Oracle software, Microsoft Software etc.
10. At any point of time, the indentor/indenting group faces problem, they can approach
the Purchase department for any guidance.
11. In case, the indentor/indenting group wishes to get the samples from the supplier, the
same may be indicated to Purchase in advance so that the clearing of the same from
Customs may be initiated.
12. The indents of Administrative items in nature like Chairs, Tables, Fans, Aluminium
partitioning works, Anti-static flooring etc. has to be routed through Admin group.
13. The indents pertaining to Computer consumables, computer peripherals etc. are to be
routed through Computer Infrastructure group.
OFFICIAL LANGUAGE (HINDI)

15. OFFICIAL LANGUAGE (HINDI)
1. As per Section 3 of the official Languages Act, 1963 (As Amended, 1967) Hindi in
Devanagari script is the Official Language of the Union and the form of numerals to
be used for official purposes is the international form of Indian numerals.
2. Under Section 3(3) of the Official Languages Act, 1963, Resolutions, General Orders,
Rules, Notifications, Administrative or other Reports, Press Communiques,
Administrative and other Reports and official papers to be placed before the House(s)
of Parliament, Contracts, Agreements, Licences, Permits, Tenders Notices and Forms
of Tender should invariably be issued bilingually (in both Hindi & English
languages).
3. As per Rule 11 of the Official Language Rules, 1976, all Manuals, Codes and other
Procedural literature are required to be prepared both in Hindi and English. All
Forms, Headings of Registers, Name Plates, Notice Boards and various items of
stationery, etc., are also required to be in Hindi and English.
4. All the States/Union Territories have been divided into 3 regions, viz., Region A,
B & C. C-DOT, Bangalore falls under Region C.
5. The Official Language Implementation Committee meets regularly once in every
quarter to discuss the progress of implementation of the Official Language and entail
methods for further progress.
6. Workshops / Interactive Sessions in Hindi on various topics of general interest are
organised on a regular basis every quarter. Experts from the relevant fields are invited
to share their knowledge on these topics.
7. Hindi Fortnight is being celebrated as HINDI UTSAV in the month of September
every year. Various competitions are organised during this period and winners of the
competitions are awarded cash awards.
IPR / NDA / RTI / VIGILANCE

16. IPR / NDA / RTI / VIGILANCE
16.1. INTELLECTUAL PROPERTY RIGHTS (IPR)
1. The activities of the Intellectual Property Rights Division encompass protection of all
types of intellectual property generated in C-DOT patents, trademarks, design and
copyrights. This division now widely known for the service being rendered to provide
efficient Technical and Techno-Legal IPR Advisory support to engineers on matters
relating to intellectual property, and act as a natural facilitator and catalyst.
2. C-DOT IPR Group aims at fulfilling the IPR needs of the organization and the main
functions of IPR Group are:
a. IPR identification, generation, sustenance and maintenance.
b. Disseminating IP understanding & awareness thru lectures and knowledge
networks.
c. Support to product groups w.r.t prior art search, techno-legal assistance etc.
d. Interactions with Patent Attorneys, Patent Offices and IPR experts.
e. Providing inputs to IPR clauses in NDAs, MOUs, Source code
f. Agreements, work orders, ToT agreements etc as and when required.
There are seven types of IPR in practice which are protected, viz.,
Instruments Protection
Patents Protect inventions, which are novel, non-obvious and
have commercial application
Copyrights Protects creative output such as words, music, art,
software code etc.
Trademarks Protects signs or marks which distinguish product or
services
Design Rights Protection of external appearance of products
Know How/ Trade
secrets
Protects companys / Individuals internal knowledge
that is kept within the organization
Geographical
Indications
Protection of goods that can be identified to a
particular territory, region or country
Traditional Knowledge e.g. therapeutic benefits of turmeric, neem, etc.,
agricultural practices, genetic resources

16.2. SIGNING OF NON-DISCLOSURE AGREEMENT (NDA)
1. C-DOT has been signing Non Disclosure Agreements, MOUs and Commercial
agreements with various vendors and collaborators. In these documents, C-DOT is
making commitment to counter parts to keep information about their technologies and
products confidential. This commitment is on behalf of all C-DOTians. It is therefore
imperative that every member of C-DOT staff also gives a commitment to C-DOT
Management to keep all the information acquired while working in C-DOT confidential.
2. All C-DOT employees present and future will sign a NDA to keep all information
acquired by them while working in the service of C-DOT confidential.
16.3. RIGHT TO INFORMATION (RTI)
1. The Right to Information Act, 2005, aims to provide for setting out the practical regime
of right to information for the citizens of India, to secure access to information under the
control of public authorities, in order to promote transparency and accountability in the
working of every public authority.
2. This Act received the assent of the President of India on the 15th of June, 2005.
3. In C-DOT, one's right to information is respected and great care is taken to provide the
relevant information sought under the Right to Information Act, 2005, enacted as a Law
by the Government of India.
4. The following officers have been entrusted with the responsibility to implement the Act
in C-DOT:
Appellate Authority
Phone : +91-11-26598479
Fax : +91-11-26598480
E-Mail : appelate@cdotd.ernet.in
Central Public Information Officer
Phone : +91-11-26598221
Fax : +91-11-26598221
E-Mail : cpio@cdotd.ernet.in
Assistant Public Information Officer
(Delhi)
Phone : +91-11-26598184
Fax : +91-11-26803338
E-Mail : apio@cdotd.ernet.in
Assistant Public Information Officer
(Bangalore)
Phone : +91-80-25119521
Fax : +91-80-25119529
E-Mail : apio@cdotb.ernet.in
16.4. PROCEDURE TO RECEIVE INFORMATION UNDER THE ACT
1. How to file an application?
Application should be prepared in standard format (click here to download form) using
Hindi, English or the local language. Application on plain paper is also accepted.
Application should be sent to the Central Public Information Officer (CPIO)* by
Registered Post or Courier or Fax or in person. Alternately, a softcopy of the filled-up
application form can be sent to the CPIO by e-Mail.

Application fee can be paid in cash to Finance Department, C-DOT Campus, Mehrauli,
New Delhi 110030, and receipt submitted to the CPIO, or in the form of Demand Draft or
Banker Cheque or Indian Postal Order (all in favour of "C-DOT") and sent to the CPIO
by Registered Post or Courier or in person.
2. Fees:
The following fees have been prescribed by the Government of India:
#
Purpose Amount and Remark
1 Application fee ` 10.00.
2
Additional page
` 2.00 per page (paper size: A4 or A3).
3
Large size paper
Actual charges
4
Sample or Model
Actual charges
5
Inspection of records
No fee for the first hour and ` 5.00 for each subsequent
hour (or fraction thereof).
6
Floppy Diskette/CD
` 50.00.
16.5. VIGILANCE
The vigilance cell of C-DOT is located at its corporate headquarters at Delhi. The Chief
Vigilance Officer may be contacted for any vigilance related queries or complaints.
16.6. PUBLICATIONS BY C-DOT STAFF
1. C-DOT R&D Staff is encouraged to contribute publications in National and
International Journals.
2. When papers authored by C-DOT staff (either individually or as part of a team) are to
be published, the incidental charges such as publication fee, postage, courier etc.
would be borne by C-DOT, subject to approval of concerned Director, upto a
maximum of US$ 1000/- or equivalent. For expenses beyond US$1000/-, approval of
the Board will be required.
16.7. PREVENTION OF SEXUAL HARASSMENT OF WOMEN EMPLOYEES AT
WORK PLACE
As per the directions of the Honourable Supreme Court of India, a Complaint Committee
has been constituted.

The Committee is created for redressal of the complaint made by any female employee
regarding sexual harassment on them at work place. Committee shall ensure time bound
recommendations and redressal of complaints.
CONDUCT, DISCIPLINE & APPEAL RULES

17. CONDUCT, DISCIPLINE & APPEAL RULES
17.1. APPLICATION
1. These rules shall apply to all members of staff except those employed in casual /
temporary employment.
2. The provisions of rules below are only indicative. For implementation, doubts,
clarifications, details, Central Civil Services Conduct Rules, 1964 would be
applicable. A detailed copy of Central Civil Services Conduct Rules is available with
Personnel Dept. / Library.
3. Cases of misconduct are handled as per the CCA (Classification, Control and Appeal)
Rules 1965, which is applicable to C-DOT.
17.2. DO'S
1. Maintain absolute integrity at all times.
2. Maintain absolute devotion to duty at all times.
3. Maintain independence and impartiality in the discharge of duties.
4. Render prompt and courteous service to the public.
5. Observe proper decorum during the lunch break.
6. Report to superiors the fact of your arrest or conviction in a Criminal Court and the
circumstances connected therewith, as soon as it is possible to do so.
7. Keep away from demonstrations organised by political parties in the vicinity
neighbourhood of Government Offices.
8. Maintain political neutrality
9. Manage private affairs in such a way as to avoid habitual indebtedness or insolvency
10. If any legal proceedings are instituted for the recovery of any debt due from or for
adjudging you as an insolvent, report the full facts of such proceedings to the
competent authority.
11. Act in accordance with Government policies
12. Observe courtesy and consideration to Members of Parliament and State Legislatures
17.3. DONT'S
1. Do not make joint representations in matters of common interest.

2. Do not indulge in acts unbecoming of a Government servant.
3. Do not be discourteous, dishonest and partial.
4. Do not adopt dilatory tactics in your dealings with the public.
5. Do not convey oral instructions to subordinates. (If done for unavoidable reasons,
confirm them in writing as soon as possible).
6. Do not practice untouchability.
7. Do not associate yourself with and banned organisations.
8. Do not join any association or demonstration whose objects or activities are
prejudicial to the interest of the sovereignty and integrity and integrity of India, public
order or morality.
9. Do not give expression to views on Indian or foreign affairs, while visiting foreign
countries.
10. Do not get involved in unauthorised communication of any official document or
information.
11. Do not join or support any illegal strike.
12. Do not enter into any private correspondence with Foreign Embassies or Missions /
High Commissions.
13. Do not accept lavish or frequent hospitality from any individual, industrial or
commercial firms, organisations etc. having official dealings with you.
14. Do not accept any offer of the cost of passage to foreign countries or hospitality by
way of free board and lodging there, if such offers are from foreign firms contracting
with the Government.
15. Do not accept invitations to you and members of your family for free inaugural flights
offered by Air India, Indian Airlines, and Corporation of Foreign airliners.
16. Do not give or take or abet giving or taking of dowry or demand any dowry directly
or indirectly from the parent of a bride or bridegroom.
17. Do not accept any gift from any foreign firm, which is having official dealings.
18. Do not engage yourself in the canvassing business of Life Insurance Agency,
Commission Agency or Advertising Agency owned or managed by the members of
your family.

19. Do not lend money to or borrow money from or deposit money as a member or agent,
with any person, firm or private company with whom you are likely to have official
dealings. Do not otherwise place yourself under pecuniary obligation with such
person, firm or private company.
20. Do not approach your subordinates for standing surety for loans taken from private
sources either by you / your relations / friends.
21. Do not undertake private consultancy work.
22. Do not speculate in any stock, share or other investment.
23. Do not purchase shares out of the quota reserved for friends and associates of
Directors of Companies.
24. Do not bid at any auction of property where such auction is arranged by your own
officers.
25. Do not stay as guest with Foreign Diplomats or foreign nationals in India.
26. Do not accept or permit your wife or dependants to accept passage money or free air
transport from a Foreign Mission / Government or Organisation.
27. Do not bring any political influence in matters pertaining any political influence in
matters pertaining to your service.
28. Do not consume any intoxicating drinks or drugs while on duty.
29. Do not appear in public place in a state of intoxication.
30. Do not indulge in any act of sexual harassment of any woman at her workplace.
31. Do not employ children below 14 years of age.
32. Do not accept award of monetary benefits instituted by Private Trusts/Foundations
etc.
17.4. ACTS, CONDUCT AND COMMISSIONS WHICH AMOUNT TO MISCONDUCT
1. If the act or conduct is prejudicial or likely to be prejudicial to the interest of the
master or to the reputation of the master.
2. If the act or conduct is inconsistent or incompatible with the due or peaceful
discharge of his duty to his master.
3. If the act or conduct of a servant makes it unsafe for the employer to retain him in
service.

4. If the act or conduct of the servant is so grossly immoral that all reasonable men will
say that the employee cannot be trusted.
5. If the act or conduct of the employee is such that the master cannot rely on the
faithfulness of his employee.
6. If the act or conduct of the employee is such as to open before him temptations for
not discharging his duties properly.
7. If the servant is abusive or if he disturbs the peace at the place of his employment.
8. If he is insulting and insubordinate to such a degree as to be incompatible with the
continuance of the relation of master and servant.
9. If the servant is habitually negligent in respect of the duties for which he is engaged.
10. If the neglect of the servant, though isolated, tends to cause serious consequences.
11. Wilful insubordination or disobedience, whether alone or in combination with others,
to any lawful and reasonable order of a superior.
12. Infidelity, unfaithfulness, dishonesty, untrustworthiness, theft and fraud, or
dishonesty in connection with the employer's business or property.
13. Strike, picketing, gherao, striking work or inciting others to strike work in
contravention of the provisions of any law, or rule having the force of law.
14. Gross moral misconduct, acts subversive of discipline, riotous or disorderly behaviour
during working hours at the establishment or any act subversive of discipline.
15. Riotous and disorderly behaviour during and after the office hours or in office
premises.
16. Habitual late attendance.
17. Negligence or neglect of work or duty amounting to misconduct - Habitual
negligence or neglect of work.
18. Habitual absence without permission and overstaying leave.
19. Conviction by a Criminal Court.
17.5. ACTIVITIES REQUIRING PERMISSION / SANCTION
1. To join educational institution or course of studies for University degree.
2. To join Civil Defence Service.

3. To enrol as member of St. John Ambulance Brigade.
4. To join Territorial Army.
5. To join Home Guards Organisation.
6. To join foreign language classes conducted by Indo-Foreign Cultural Organisation.
7. To own wholly or in part or conduct or participate in the editing or management of
any newspaper or other periodical publication or electronic media.
8. To give evidence in connection with any enquiry conducted by any person,
committee or authority.
EXCEPTION
a. Giving evidence at an enquiry before an authority appointed by Government,
Parliament or a State Legislature; or
b. Giving evidence in any judicial enquiry; or
c. Giving evidence at any departmental enquiry ordered by authorities subordinate to
the Government.
9. To ask for or accept contributions to or otherwise associate himself in the raising of
any funds or other collections in cash or in kind in pursuance of any object
whatsoever.
10. To accept gifts from near relatives and personal friends, when the value exceeds
prescribed limits.
11. To accept membership of Book Clubs run by Foreign Agencies.
12. To receive any complimentary or valedictory address or accept any testimonial or
attend any meeting or entertainment held in his honour or in the honour of any other
Government servant.
EXCEPTION
a. To take part in informal farewell entertainment held on occasions like retirement
or transfer.
b. To attend and speak at functions and ceremonies performed by others in respect
of purely non-political or cultural institutions.
13. To engage directly or indirectly in any trade or business, or hold an elective office, or
canvass for a candidate for an elective office, in any body, or canvass in support of

any business of insurance agency, commission agency, etc., owned or managed by
any member of his family.
14. To accept International Awards.
15. To accept fee for work done for any private or public body or person.
16. Acceptance of a part-time lecturership in an educational institution, which is in the
nature of a regular remunerative occupation.
17. To enrol himself as an Advocate with the Bar Association (subject to the condition
that the Government servant does not engage himself in the legal profession so long
as he continues in Government service.)
18. To accept remuneration for services rendered regularly to co-operative societies.
19. To undertake medical practice during spare time on purely charitable basis, if
registered as a practitioner in any system of medicine.
20. To enter into negotiation with private firms to secure commercial employment even
while in service.
21. To acquire or dispose of any immovable property either directly or through Power of
Attorney by lease, mortgage, purchase, sale, gift or otherwise wither in his own name
or in the name of any member of his family, if the above transaction is with a person
having official dealings with the Government servant.
22. To enter into transactions in movable property, if its value exceeds prescribed limits
and if the transaction is with a person having official dealings with the Government
servant.
a. To acquire by purchase, mortgage, lease, gift or otherwise, either in his own name
or in the name of any member of his family any immovable property situated
outside India.
b. To dispose of, by sake, mortgage, gift or otherwise or grant any lease in respect of
any immovable property situated outside India which was acquired or held by him
either in his own name or in the name of any member of his family.
c. To enter into any transaction with any foreigner, foreign Government, foreign
organisation or concern
1. for the acquisition, by purchase, mortgage, lease, gift or otherwise, either in
his own name or in the name of any member of his family of any immovable
property.

2. for the disposal of, by sale, mortgage, gift or otherwise, or the grant of any
lease in respect of immovable property which was acquired or is held by him
either in his own name or in the name of any member of his family.
23. To have recourse to any Court or to the press for the vindication of any official act
which has been the subject matter of adverse criticism or an attack of a defamatory
character.
24. To stay with Foreign Diplomats and foreign nationals abroad.
25. To be members of or actively participate in the activities of Indo-Foreign Cultural
Organisations.
26. In the case of pensioners who, immediately before retirement, were Group 'A'
Officers, to accept any commercial employment before the expiry of two years from
the date of retirement.
TABLE OF AUTHORITIES
Description of
Posts
Appointing
Authority
Authority competent
to impose penalties
Appellate Authority
EDR &
Directors
Governing Council Governing Council Governing Council
Technical Staff Project Board or by
delegation any
officer of the Centre
Project Board or by
delegation any officer
of the Centre
Chairman, Steering
Committee or by
delegation, any
Officer of the Centre
Registrar Project Board or by
delegation any
Project Board or by
of the Centre
Steering Committee
Administrative,
Support and
Miscellaneous
Staff
Project Board or by
delegation any
Project Board or by
of the Centre
Chairman, Steering
Committee or by
delegation, any
Officer of the Centre

LIST OF FORMS TO BE USED BY STAFF MEMBERS

18. LIST OF FORMS TO BE USED BY STAFF MEMBERS
P&HR
1. Application for leave beyond 90 days.
2. Leave Encashment form
3. LTC
4. LLTC
5. Interest Subsidy for Conveyance
6. Interest Subsidy for Housing
7. Training Proposal form
8. Performance Appraisal form
9. Application for seeking permission for pursuing higher studies
10. Process Sheet for Resignation
11. Certificate for claiming Incentive for Small family Norms
12. PF Nomination Form
13. Request for Gratuity Form
FINANCE
1. The Tax Declaration form stating:
a. Savings Details
b. Other Income Details
2. Rent Exemption Form
3. Medical Form - Break up (Showing the break up of amount claimed for Employee
and Dependent Members)
4. Telephone declaration form for employees on functional basis.
5. Settlement of Advance
6. Reimbursement of Contingent/Misc. Expenses

7. Annual Certificate Form
a. Medical Advance Utilization
b. Declaration for Tuition fee
c. Declaration for usage of Vehicle
d. Newspaper Usage
e. Declaration of Long Leave (EL/HPL/ML)
f. HRA/Lease Maintenance declaration
PURCHASE
1. Indent Form
2. Purchase Order
3. Material Requisition Note (MRN)
4. Material Return Voucher (MRV)
5. Material Inspection cum Acceptance Report(Capital & Components separately)
ADMIN.
1. Proforma for claiming reimbursement of conveyance expenses
2. Printing requisition form
3. Travel Booking requisition
4. Travel Cancellation slip
5. Tour Report Form
6. Vehicle booking slip
7. Local conveyance
8. Long Term Advance
9. Canteen Order Slip
10. Inland travel expenses

11. Proforma for claiming reimbursement of expenditure on leased accommodation
12. Declaration for HRA
13. Letter Format for Third Party Lease
14. Leased Accommodation declaration
15. No-Dues Form from owner for Third Party Lease
16. Application for being considered for providing C-DOT Apartment on Lease
17. Letter format for Self-Lease
18. Application for Self Lease
19. Reimbursement of contingent / misc. Expenses
20. Transport Mode of conveyance declaration form
21. C-DOT Group Mediclaim declaration form

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