HRD in CBEC

Directorate of Publicity and Public Relations

Directorate General of Human Resources Development

Customs & Central Excise

C.R. Building, I.P. Estate, New Delhi-110109

Customs & Central Excise

New Delhi

For Departmental use only

HRD IN CBEC A NEW CHAPTER

(INFORMATION BOOKLET)

Compiled by : Directorate General of Human Resource Development

Customs & Central Excise

New Delhi

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GOVERNMENT OF INDIA

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MINISTRY OF FINANCE/DEPARTMENT OF REVENUE

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CENTRAL BOARD OF EXCISE & CUSTOMS

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Chairman NORTH BLOCK, NEW DELHI-10001 Tel.: +91-11-2309 2849, Fax: +91-11-2309 2890

MESSAGE
Human capital is the foundation for creating value in the new global economy. Yet, this asset is the least understood and at times the least prone to management. With a view to providing a more focused approach to employee development and infrastructure expansion in order to harness the Human Resource functions as a strategic partner in business success and growth, the Directorate of Human Resource Development (HRD) was set up, which is now in the second year of its existence. CBEC has been entrusted with the responsibility of collection of indirect tax revenue on the one hand and on the other, it is required to provide an efficient, judicious and responsive revenue administration system to the tax payers. This responsibility is discharged by the Department through individual contributions made by over seventy thousand officers and members of staff. Hence, it is important to ensure that a robust and conducive environment is provided to the personnel of the Department to motivate them to develop their skills and to give their best in public service. To achieve this objective, the Directorate General of Human Resource Development, I am sure, would strive to devise ways of maximizing employee potential, create assets by way of infrastructure expansion and initiate appropriate welfare measures so as to succeed in being perceived as a truly HRD focused organization. I am certain that the new Information Booklet consolidating the activities of both the wings of the Directorate will be an effective referencer for the officers & staff working in the field formations. I wish the Directorate General all success in their sincere efforts.

(V. Sridhar)

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GOVERNMENT OF INDIA

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MINISTRY OF FINANCE/DEPARTMENT OF REVENUE

dsUnzh; mRikn ,oa lhek 'kqYd cksMZ S.K. Goel

Member Tel.: 2309 2568 Fax : 1309 2308 CENTRAL BOARD OF EXCISE & CUSTOMS

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NORTH BLOCK, NEW DELHI-10001 Tel.: +91-11-2309 2849, Fax: +91-11-2309 2890

MESSAGE
The organizational goal of the CBEC is to optimize revenue collection through broadening the tax base, rationalizing tax structure, simplifying procedures, improving voluntary compliance and providing an efficient and responsive tax administration. In order to meet this goal, it should be the aim of the DG (HRD) to develop a skillful, productive, healthy, efficient and diverse work force with highly effective supervisors, managers and leaders. This can be achieved through proper career planning and training; promotion and placement; motivation & retention policies. Cadre restructuring would be one of the positive steps in this direction. It is in this spirit that the DG (HRD) strives to enhance and upgrade the skills of the officers and staff thereby enabling the rendering of services to the tax payers in a more efficient manner. The Government is working towards bringing about a significant change in the scheme of indirect taxation by way of ushering in the GST regime. In the GST regime, Centre and State tax administrations would be required to work in close co-ordination, throwing up new challenges for our workforce. Hence, apart from integrating various cadres and improving the service conditions, there is a need to raise the capacity, confidence level and self esteem of the officers and staff in order to harness their full potential. I am sure the efforts of the Directorate General will further the achievement of career expectations and aspirations of all cadres of officers and staff under the CBEC and equip them to render qualitatively improved services to the tax payers. I congratulate the officers & staff of DGHRD for making an effort to bring out a consolidated Information Booklet highlighting the activities of all the divisions under the two Wings of the Directorate. The new booklet not only aims to consolidate the material but also attempts to provide additional information regarding Human Resources Management activities. I wish the DG (HRD) and the officers and staff manning it, the very best in their endeavour. (S.K. GOEL)

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GOVERNMENT OF INDIA

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Directorate General of Human Resource Development

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Customs & Central Excise

Sandhya Baliga
Director General Phone : 2337 8201

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D Block, I.P. Estate, New Delhi-110 002

MESSAGE
In its new Avtar the Directorate General of Human Resource Development was formed in Nov.,2008 by merging the erstwhile Directorate of Organization & Personnel Management and Directorate of Housing & Welfare and became operational w.e.f. 1 st December,2008 having 5 Divisions, namely, Cadre Management Division, Performance Management Division, Capacity Building and Strategic Vision Division, Welfare Division and Infrastructure Division. The first three divisions constitute the HRM Wing and is headed by Additional Director General, HRM. The Infrastructure and Welfare Wing is headed by Additional Director General (I&W). Human Resource Development is the framework for facilitating employees to develop their personal and organizational skills, knowledge and abilities. It also includes such opportunities as employee training, career development performance management and organizational development. The focus of all aspects of HRD is on developing the most superior work force so that the organization and individual employees can accomplish their work goal in service to Customers. The Directorate General of Human Resource Development is working towards providing a very conducive and humane set up for the effective functioning of the officers/staff members of the Department. I am sure that the Directorate General of Human Resource Development would make a mammoth contribution in creating and sustaining an administrative set up that would inspire the work force to make positive contributions in indirect tax administration.

(Sandhya Baliga)

While going to print

MRS. LALITHA JOHN JOINS AS MEMBER (P&V) IN THE CENTRAL BOARD OF EXCISE & CUSTOMS

Directorate General of Human Resource Development extends a warm welcome to Mrs. Lalitha John and look forward to her guidance as Member in-charge Human Resource Development.

INDEX
Item No. 1 2 Contents Creation of Directorate General of HRD Notification dated 18.11.2008 regarding constitution of Directorate General of Human Resource Development under CBEC FUNCTIONS HUMAN RESOURCES IN CBEC, AT A GLANCE (a) Group-wise Sanctioned Staff Strength under CBEC (All Cadres) (b) Group-wise Sanctioned Staff Strength under CBEC (Main Stream Cadres) (c) Grade-wise Sanctioned Strength in IRS (C&CE) Allotment of Centralized Order Number by DOPM dated 12.01.2006 issue of local transfer/posting/rotation orders of IRS (C&CE) Officers made by various Cadre Controlling Authorities Dated 25.08.2008 for regarding Review of HOP of Group A officers as available on Departmental website Letter dated 21.09.2010 for formulation of Long Term Human Resource Plan for the Department All India Transfer Policy for IRS (Customs & Central Excise) Group A Officers (Latest updated version) List of Cadres and their sanctioned strength in CBEC Page No. 1 3

3 4

5 9

15

18

23

26

42

xi

Item Contents No. 10 GUIDELINES ON INFRASTRUCTURE Instructions dated 26.06.2003 for Streamlining of Procedure for submission of proposals to the Board regarding purchase of land, construction of buildings, purchase of ready built accommodation and/or hiring of buildings etc. Check-lists dated 18.09.2006 for (a) repair & maintenance proposals (b) initial hiring of office accommodation and (c) revision of rent of hired premises Office Memorandum dated 10.10.2007 for classification of works expenditure under proper Head of Account and Demand for Grants

Page No.

47

11

56

12

63

xii

INDEX
WELFARE GUIDELINES Item Contents No. 1.0 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 2.0 3.0 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 4.0 Introduction Distribution of the credits amongst two funds Nature of Funds Administration of Funds Purpose of the Fund Coverage of the Fund Sponsoring of proposals Responsibility of Maintenance of Accounts Documents Audit of Funds Activities Undertaken from the Welfare Fund Schemes/Guidelines for various activities Guidelines for Financial Assistance for Medical Expenses Guidelines for ex-gratia financial assistance in cases of death Cash Award Scheme Scholarship Scheme Guidelines for Guest House Guidelines for Canteens/Kitchenettes Guidelines for Crche Guidelines for Gym./Recreation/Sports Guidelines for Cash Awards in Sports List of Common Facilities xiii Page No. 69 69 70 70 70 71 72 72 73 73 73 74 74 81 84 85 93 109 118 126 132 134

Item Contents No. 4.1 4.2 4.3 4.4 4.5 List of Hospitals List of Guest Houses List of Hotels/Rest Houses Governing body of the Customs & Central Excise Welfare Fund Letter, D.O.F. No. 712/167/HRD/WF/09 dated 25.09.2010 for proforma to be filled in by the Commissionerate office while forwarding applications for Cash Award Name, Designation & Phone Nos. (O)/(R) of DG (HRD) for Group A Officers

Page No. 134 135 139 140 141

4.6

143

xiv

F.No.A-11013/28/2007-Ad.IV Government of India Ministry of Finance Department of Revenue (Central Board of Excise & Customs)

New Delhi, the 18th November, 2008

OFFICE MEMORANDUM
Subject: Creation of the Directorate General of Human Resource Development regarding. The undersigned is directed to say that it has been decided with the approval of the Competent Authority to constitute a new Directorate General, namely, the Directorate General of Human Resource Development. The new Directorate General shall be created by merging the present Directorate General of Housing & Welfare and the Directorate of Organization & Personnel Management. The welfare function which is presently with the Directorate of Logistics shall also stand transferred to the new Directorate General. A copy of the notification is enclosed. 2. The Directorate General of Human Resource Development shall become operational w.e.f. 1st December, 2008 with the existing staff strength of the merged Directorates. Encl: As above -Sd(R. Sanehwal) Dy. Secretary to the Govt. of India Tele-fax No. 011-26162675 To For kind information and necessary action 1. The DG, Housing & Welfare, New Delhi 2. The Commissioner, DOPM, New Delhi 3. The Commissioner, Logistics, New Delhi For kind information and necessary action

1. PS to FM/MOS(R)/Secretary(R)/Chairman (EC)/All Members, CBEC. 2. AS (R)/JS (R) 3. All Joint Secretaries and Commissioner in the Board. 4. All Chief Commissioners/Directors General under CBEC. 5. All Commissioners in-charge of Directorates under CBEC. 6. Director (Publications). 7. Pr. CCA, AGCR Building, I.P. Estate, New Delhi. 8. The Manager, Website, Directorate of Systems, New Delhi. 9. Office Order folder/spare copies.

Government of India Ministry of Finance (Department of Revenue) (Central Board of Excise & Customs)

NOTIFICATION
New Delhi, the 18th November, 2008 F.No.A-11013/28/2007-Ad.IV-The President of India is pleased to give his assent to the constitution of the Directorate General of Human Resource Development under Central Board of Excise & Customs, Department of Revenue, Ministry of Finance, with immediate effect. 2. The Directorate General of Human Resource Development shall have five Divisions, namely, Cadre Management Division, Performance Management Division, Capacity Building and Strategic Vision Division, Welfare Division and Infrastructure Division. The functions assigned to these five Divisions shall be indicated in Annexure. 3. The Directorate General of Human Resource Development shall be headed by a Director General, who will be an officer of the level of Chief Commissioner and will be located at New Delhi. The Directorate General of Human Resource Development shall be created by merging the present Directorate of Organization and Personnel Management and Directorate of Housing and Welfare. The welfare function which is presently with Directorate of Logistics, shall also stand transferred to the new Directorate General of Human Resource Development. 4. The Directorate General of Human Resource Development shall be an attached office of Central Board of Excise & Customs and its proposals shall be put up to the Member (Personnel & Vigilance), Central Board of Excise & Customs.

5. The Directorate General of Human Resource Development shall become operational w.e.f. 1st December, 2008. The Directorate General of Human Resource Development shall start function with the existing staff strength of the merged Directorates and once the Directorate is functional, the Director General shall submit independent proposal for augmentation of staff for consideration of the Board.

(P. Sanehwal) Deputy Secretary to the Govt. of India

FUNCTIONS
Functions assigned to the five Divisions of the Directorate General of Human Resource Development (a) Cadre Management Division: i) To devise and design CBECs Human Resource Management plans in congruence with the goals and vision of the department; To analyse and propose changes in the Recruitment Rules;

ii)

iii) To prepare a charter of duties for various posts and periodically review the charter; iv) To provide support to CBEC in drawing its annual recruitment plan (ARP) for direct recruitment; v) To support CBEC in framing and implementation of its recruitment policy;

vi) To design HR policies, processes and systems, including proposals where posts are diverted temporarily from one functional area to another; vii) To maintain and update the Human Resource Information System (HRIS) for recommending officers/staff for training, placement, skill up-gradation and succession planning; viii) To provide data support to CBEC for placement and transfer of officers as part of the annual general transfer (AGT) and otherwise; ix) To receive feedback on the Transfer Policy and relay the same to CBEC for further action; x) To provide support to CBEC in its Cadre Review and Restructuring exercise for the department in the context of changing economic scenario and needs; xi) To assist the CBEC in preparing for periodic interaction with associations of officers/staff; xii) To develop a Manual and other reference literature on Human Resource Management (HRM)/Administration related matters; and 5

xiii) To provide support to the CBEC in bringing about uniformity/ homogeneity in the administrative practices followed by field formations across the country. (b) Performance Management Division: i) To develop an effective Management Information System (MIS) and Performance Management System (PMS) for capturing and assessing individual performances; To develop performance indicators for the organization at the group and individual levels based on objective goal setting, taking into account manpower and infrastructural limitations;

ii)

iii) To design a scientific appraisal system and a scheme for performance measurement, etc.; iv) To coordinate receipt of annual performance appraisals; v) To link rewards with performance and design an appropriate reward policy;

vi) To liaison with external consultants for developing a suitable system to track, support and monitor individual performance and maintain accountability, and vii) To review formats for annual performance appraisal (APAR) for all cadres and suggest meaningful changes to it from time to time; (c) Capacity Building and Strategic Vision Division: i) ii) To identify training needs for officers at all levels and create a training needs inventory; To disseminate information regarding HRD issues among officers and staff;

iii) To coordinate in-service training programmes in consultation with DG, NACEN for officers and staff of the department at various service intervals (e.g. 6-9 years of service, 10-16, 17-19 and 20-30 years of service) in consultation with training institutions within and outside the country; iv) To assist the Ministry in development of viable models of Training Needs Analysis, Designs for Training etc, and 6

nominate of officers for training based on Training Needs Analysis in consultation with DG, NACEN; v) To recommend officers for foreign training in those areas which are outside training programmes being conducted at present by NACEN;

vi) To provide support to CBEC in the management of organizational relations including vertical relationship (within hierarchy), gender relations and prevention of discrimination and harassment on the basis of sex; vii) To manage changes for working of field formations under CBEC; viii) To form a Strategic Vision Group through inclusion of retired officers and outside experts on the subject; ix) To forecast future developments and suggest changes in the organization, personnel management and procedure to be able to respond to them; and x) To assist the Ministry in processing the requests of the officers and staff for training programmes under the Domestic Funding Scheme of the Government of India. (d) Welfare Division: i) ii) To identify and recommend welfare measures to the CBEC; To process proposals received from field formations for sanction of funds by the Governing Body of the Welfare Fund;

iii) To coordinate with the Directorate of Logistics and Principal CCAs office for accounting of funds to be allocated between the Welfare Fund and the Special Equipment Fund; iv) To manage superannuation of employees especially regarding their psychological, emotional and financial aspects (by arranging training through NACEN and/ or outside experts to psychologically prepare the employees on the verge of superannuation for life after retirement from service and proper management of retirement benefits); v) To prepare and maintain an inventory of specialization areas and skills of retiring officers, and advise them about exploring 7

opportunities in alignment with requirements of other ministries and public sector undertakings, connected to their respective fields of knowledge and experience; and vi) To disseminate information concerning welfare schemes/ measures being promoted/ implemented by the CBEC among officers and staff. (e) Infrastructure Division: i) To function as nodal authority for examination and processing of all infrastructure proposals received directly by the Division from field formations and forward them alongwith its recommendations to the CBEC/Ministry for further action; To consider all issues pertaining to approval and sanction for infrastructural proposals including those for purchase and disposal of land, purchase and disposal of buildings, hiring of accommodation and continuation of hiring of already hired space, construction of office and residential buildings, repair/maintenance/renovation/ modifications/replacement/ alternations in the departments buildings, residential complexes etc.,

ii)

iii) To account and document the assets of CBEC through the creation, maintenance and regular updation of an Asset Register; iv) To consolidate and project budgetary requirement for ready built office space and residential accommodation for departmental staff to CBEC; v) To ensure conformity of infrastructure proposals, (whether in process or sanctioned) with policy guidelines and administrative instructions pertaining to their sanction;

vi) To secure as a link between the CBEC and its field formations by communicating the observations/queries/ approvals/sanctions of the Ministry on the submitted proposals to the field formations.

HUMAN RESOURCES IN CBEC AT A GLANCE

GROUP-WISE SANCTIONED STAFF STRENGTH UNDER CBEC (ALL CADRES)

Total Sanctioned Staff Strength: 73091

HUMAN RESOURCES IN CBEC AT A GLANCE

GROUP-WISE SANCTIONED STAFF UNDER CBEC (MAIN-STREAM CADRES)

Total Sanctioned Strength of Main Stream Cadres : 68115

10

HUMAN RESOURCES IN CBEC AT A GLANCE

GROUP-WISE SANCTIONED STRENGTH IN INDIAN REVENUE SERVICE (CUSTOMS & CENTRAL EXCISE)

Total Sanctioned Strength of Indian Revenue Service (Customs & Central Excise)

11

HUMAN RESOURCES MANAGEMENT

13

F.No.8/61/DB/DOPM/2005 Directorate of Organization & Personnel Management Customs & Central Excise 412-A/8, Deep Shikha Building, Rajendra Place New delhi-110008 Dated: 12.01.2006 To All Chief Commissioners, Central Excise. All Chief Commissioners, Customs. All Director Generals, Customs & Central Excise. All Commsisioners (in charge of Directorates). Commissioner, Settlement Commission, (Delhi/Mumbai/Kolkata/Chennai) Chief Controller of Factories, Gwalior. Subject: Allotment of Centralized Order Number by DOPM in respect of issue of local transfer/posting/rotation orders of IRS (C&CE) Officers made by various cadre Controlling Authorities-reg. It has been decided by the Board that in order to ensure that the information relating to local rotation is made available to DOPM, the Cadre Controlling Authorities would need to obtain Centralized Number from Commissioner, Directorate of Organization & Personnel Management, Customs & Central Excise, New Delhi before issuing local transfer/posting/rotation orders of IRS (C&CE) Officers. 2. In accordance with the above decision by the Board, the following procedure has been prescribed:(a) Chief Commissioner/Commissioner, Director General/ Additional Director General, Commissioners-in-charge of the Directorates (herein after referred to as Cadre Controlling Authority) prior to issue of any local transfer/posting/rotation orders (here-in after referred to as local transfer orders) in respect of IRS (C&CE) officers under their charge will obtain a Centralized Order Number from Commissioner, DOPM. (b) The request for obtaining the said Order Number shall be made over fax addressed to Commissioner, DOPM. A request can be made up to 3 days in advance of issue of an order. 15

(c) Commissioner, DOPM shall ensure issuance/ communication of the Order Number immediately and in any case not later than within 24 hrs. of the receipt of the fax in the following three categories. (i) DOPM/Commissioner/ (No.)/ (Year) (ii) DOPM/ADC-JC/(No.)/ (Year) (iii) DOPM/AC_DC/ (No.)/ (Year) (d) If felt necessary, Cadre Controlling Authority may also mention their own Order Number in the following manner below the Centralized order Number. DOPM/COMM/ / (Local Order No.)

/ NO. / YEAR

e) After obtaining the centralized Order Number and issuance of the Order, a copy thereof shall be sent immediately but not later than 24 hrs. from the issuance of the same to the Commissioner (DOPM) on fax number 011-25729871. (f) The Scheme will be effective from 1st February, 2006 onwards. 3. Principal Chief Controller of Accounts, CBEC, New Delhi is also being requested to direct all the PAOs of Central Board of Excise & Customs, not to draw the salary of IRS (C&CE) Officers, who have been transferred/posted/rotated locally by the Jurisdictional Cadre Controlling Authorities, without the Centralized Order Number in the format prescribed in preceding para. 4. Receipt of this letter may please be acknowledged by name to Praveen Jain, Commissioner, DOPM, New Delhi.

-Sd(Chitra Saha) Member (P&V)

16

Copy to: Principal Chief Controller of Accounts, Central Board of Excise & Customs, A.G.C.R. Building (I floor), New Delhi. It is requested that necessary directions may please be issued to all PAOs on CBEC with reference to para 3 of the letter. -Sd(Chitra Saha) Member (P&V)

17

D.O. F.No. 8/5/DB/DOPM/2007-Part-II Government of India Ministry of Finance Department of Revenue Central Board of Excise & Customs To Dated: 25th August, 2008 All Chief Commissioners All Directors General All Commissioners (in charge of Directorates) Commissioner, Settlement Commission/Delhi/Mumbai Kolkata/Chennai Chief Controller of Factories, Gwalior, Narcotics Commissioner, Gwalior. Subject: Regarding Review of HOP of Group A officers as available on Departmental website. As you are aware, the History of Postings of all the officers of IRS (C&CE) is available at http://www.finmin.nic.in/index.asp for viewing by the concerned officers. These HOPs have been compiled on the basis of records maintained at DOPM. Most of the HOPs have been duly certified by concerned Head of the Department on the basis of service record. However, often representations are received seeking modification in the HOP. Accordingly, it has been decided that all officers should individually review their HOP on the website, and in case, any modification is required, they should make a representation, which should include necessary certificate from the HOD in respect of proposed changes. The time limit for making such Representation has been fixed at 15.09.2008, and in all cases where no representation is received, it shall be presumed that available details on Departmental website regarding HOP are correct. After 15.09.2008, no representation requesting change in HOP shall be entertained. 2. You are requested to inform all group A [IRS (C&CE)] officers working in your charge of the decision in this regard. In case, any officer has difficulty in accessing his HOP due to requirement of 18

details like User ID and Password, he may send communication to Commissioner, DOPM through his Controlling officer by Fax/Speed Post or by e-mail at:dopm@rediffmail.com. -Sd(P.C. Jha) Chairman (CBEC)

19

PROFORMA CONTAINING THE DETAILS OF GROUP A OFFICERS

PART I (PERSONAL DETAILS)
S.No. FULL NAME OF THE OFFICER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 NAME DATE OF BIRTH (dd/mm/yy) SEX (Male/Female) CATEGORY (SC/ST/OBC/General) EDUCATIONAL QUALIFICATION (With Subjects) LANGUAGES KNOWN FLUENTLY MARITAL STATUS NAME OF SPOUSE PROFESSION OF SPOUSE HOME TOWN HOME STATE DATE OF JOINING GROUP A SERVICE BATCH TO WHICH THE OFFICER BELONGS CADRE TO WHICH THE OFFICER BELONGS (DR/PC/PE/PA)* IF PROMOTED FROM GROUP B (1) Last with station (2) Name of parent Customs House/Commissionerate PRESENT RANK/DESIGNATION DATE OF JOINING PRESENT RANK PRESENT RESIDENTIAL ADDRESS (with name of State) FIELD OF SPECIALISATION, IF ANY APTITUDE FOR ANY FIELD REMARKS, IF ANY SH./SMT./MS.

16 17 18 19 20 21

*DR=Direct Recruit, PC=Promotee from Supdt., Cus. (Prev.), PE=Promotee from Supdt. (C&CE), PA= Promotee from Appraisers

20

Name of the Officer PART II (POSTING/TRAINING/LONG LEAVE DETAILS HISTORY OF POSTING AS GROUP A
S.No. Rank/Post Held Commissionerate/Directorate Station From To

Note :1. Customs Overseas Intelligence Network (COIN) Postings, if any, should be shown as COIN Posting against Commissionerate/Directorate column. 2. Probation period in respect of Direct Recruit IRS (C&CE) officers (as Probationer) should be shown under Training Details.

HISTORY OF POSTING AS GROUP B/C (FOR PROMOTEE OFFICERS ONLY)

S.No. Post Held Commissionerate/Directorate Station From To

TRAINING DETAILS
S.No. Course Details Conducted by (with Station) Period From To In India or Abroad

21

DETAILS OF LONG LEAVE, IF ANY

S.No. Nature of leave From Period To

The particulars given above are verified and found correct as per service record.

Signature of Chief Commissioner/Director General with office seal

Name of Officer:

Date:

Designation:

22

Government of India Ministry of Finance Department of Revenue Central Board of Excise & Customs Directorate General of Human Resource Development 409/8, Deep Shikha, Rajendra Place, New Delhi 110008 F.No. 8/56/HRD (HRM)/2010 To, All the Chief Commissioners of Customs & Central Excise All the Directors General under CBEC Subject: Formulation of Long Term Human Resource Plan for the Department Madam/ Sir, During the Annual Chief Commissioners Conference held on 15-16th June, 2010, Honble Finance Minister in his address to the Conference emphasized the need for having a long term human resource plan in the Department of Customs & Central Excise. In view of the aforesaid observations, the Member (P&V), CBEC, vide D.O.F.No. 401/160/2010-Cus. III dated 10th September, 2010, has directed this Directorate to formulate a Long Term Human Resource Plan (hereinafter LTHRP) for the Department. 2.1 In view context, it is observed that a LTHRP would have to necessarily incorporate the following key components: HRD Vision and Mission Statement. Functional Autonomy to the Board for creation of new posts/ diversion of existing posts from one formation to another as per the functional requirements of the Field formations. Dated: 21st September, 2010

23

Addressing the issues related to legitimate aspirations of the officers and staff including Cadre Restructuring. Formulation of Policies for Transfer/ Placement of officers and staff. Capacity Building and Skill Development. Formulation of Recruitment and Promotion Plans. Updation of Recruitment Rules for various grades. Regular Publication of Seniority Lists in all the grades by concerned authorities. Dispute Resolution Mechanism including alternate methods to avoid service litigation. Provision for Performance Appraisal & Reward. Preventive & Punitive Vigilance. Web-enabled Communication and Knowledge-sharing with officers & staff Dissemination and adoption of best HR policies. Providing ergonomic work environment. Welfare Measures.

2.2 Further, the process of formulation of the said Long Term Human Resource Plan has to necessarily involve consultations with all the following stakeholders:(a) The Board along with various administrative sections dealing with Human Resource in the Board. (b) Senior leadership within the Department i.e. the Chief Commissioners (c) More than 73000 sanctioned workforce of the Department represented by their respective associations/ federations, duly recognized by the Board. 3.0 Accordingly, it is requested that the LTHRP, its aims & objectives, roadmap and process components to achieve the objectives may kindly be formulated in consultation with the Commissioners under your respective charge. DGHRD is separately addressing 24

the officers and staff associations duly recognized by the Ministry for obtaining their views on the issue. However, the officers and staff associations may also kindly be taken onboard at local level for ascertaining their concerns and priorities on the issue, while formulating the LTHRP. The LTHRPs so formulated at Zonal/ Directorate General level may be sent to this Directorate for their integration into one comprehensive report for whole of the Department for submission to the Board for consideration and further necessary action. The matter my kindly be accorded Top Priority.

Yours Faithfully,

-Sd(M.S. Arora) Additional Director General (HRM)

25

ALL INDIA TRANSFER POLICY FOR IRS (CUSTOMS & CENTRAL EXCISE) GROUP A OFFICERS

TRANSFER/ PLACEMENT POLICY FOR GROUP A OFFICERS OF THE INDIAN REVENUE SERVICE (C & CE)
1.0 INTRODUCTION 1.1 The Ministry of Finance has taken major initiatives for tax reforms, including reform of tax administration with an emphasis on reducing inter-face between the tax payers and administration; imparting greater transparency and minimizing discretion so as to ensure efficiency and recognition of merit and honesty. 1.2 The successful implementation of tax reforms depends on the efficiency of the delivery system. A significant contributor to the effectiveness of the administrative machinery is a credible human resource development policy, which offers opportunities for excellence and career advancement through a proper placement strategy. 1.3 The existing placement policy has been in place for over a decade. Based on the experience of its implementation, a review of the present system of transfers and postings was carried out. Accordingly, a new Transfer/Placement Policy (herein after referred to as the Transfer Policy) for Group A Officers of IRS (C&CE) has been formulated. The new transfer/ placement policy shall come into effect from 1st April, 2005. 2.0 SALIENT FEATURES OF THIS TRANSFER POLICY 2.1 The salient features of this Transfer Policy are as follows: a) All transfer and postings of Group A officers of IRS (C&CE) shall be effected by the Board/ Placement Committee or on their recommendation as stated hereinafter; b) The Transfer policy has been formulated for officers at different levels; 26

c) All stations have been categorized in three classes and tenure of stay in different classes of station has been prescribed; d) All posts have been divided into two categories, namely, Sensitive and Non- Sensitive; e) All posts have been categorized as field and non-field posts. f) Guidelines for dealing with different types of compassionate grounds cases have been laid down.

g) All annual transfer orders shall be normally issued by 30th April and, in any case, not later than 31st May of the year. 2.2 A correct and complete database is a sine qua non for operationalising the Placement Policy. CBEC shall ensure that the database containing the profiles of all Group A officers is regularly updated. 2.3 All grievances arising out of the implementation of this Transfer Policy shall be addressed in accordance with the guidelines issued by the Department of Personnel & Training, only after the officer has joined his new assignment. 2.4 This Transfer Policy shall not be applicable to the transfer of Chief Commissioners/ Directors General. 3.0 THE BOARD/ PLACEMENT COMMITTEE: 3.1 The Board will recommend proposals for posting of Chief Commissioners/ Directors General and Commissioners for approval of the Government i.e. Finance Minister through Revenue Secretary and Minister of State (Revenue). Joint Secretary (Administration), CBEC will serve as Secretary to the Board for this purpose. 3.2 The Placement Committee will be the final authority for transfer of officers below the rank of Commissioner, provided the case falls within the purview of the existing guidelines. After the proposals are drawn up and approved by the Board, the Chairman shall consult MOS (R) before giving effect to the transfer proposals. Approval of the Government will be 27

required in case a deviation from the existing guidelines has to be made. 3.3 The Placement Committee shall consist of the following: a) Chairman; b) Member (Personnel & Administration); c) One Member of CBEC to be nominated, in rotation, by the Chairman of the Board for a period of six months; and d) Joint Secretary (Admn.) posted in CBEC as its MemberSecretary. 3.4 The minutes of the meeting of the Board/Placement Committee shall be drawn up and approved by all Members within 24 hours in a meeting (not by circulation). These must be approved by the competent authority within thirty days. 4.0 TRANSFER POLICY FOR OFFICERS AT DIFFERENT LEVELS 4.1 In case of Commissioners and Chief Commissioners/ Directors General, the Board will recommend both the station of posting and the specific charge. 4.2 Officers below the rank of Commissioner will be placed at the disposal of the Chief Commissioner/ Director General concerned, for further deployment. While considering the officers for further deployment, the Chief Commissioner/ Director General shall keep in mind the old cycle of posting of the said officer, considering which the Board has placed that officer at their disposal. 4.3 The normal practice is transfer on promotion. In individual cases, this may give rise to hardship. Hence, this may be decided by the Board/Placement Committee. For this purpose, the grant of Senior Time Scale/Non Functional Selection Grade shall not be treated as promotion. 4.4 Directly recruited/newly promoted Group A officers shall be given intensive training in accountancy for a period of 23 months during the period of probation/upon promotion. Upon completion of training, directly recruited officers shall 28

be normally posted to a class A station, whereas the officers promoted from Group B to Group A shall, on promotion, be transferred out of the station in which they were previously working, unless the balance service is less than three years. Further, in view of the sensitive nature of the job, Appraisers, on or after promotion to the post of Assistant Commissioner, will not continue to remain posted in the Commissionerate which exercised jurisdiction over the Customs House on whose cadre they were originally borne. 4.5 As far as possible, an officer shall spend the first nine years of his service on field posts. All posts in the Commissionerates of Customs, Central Excise, Service Tax and the Directorates of Revenue Intelligence and Central Excise Intelligence have been categorized as field posts. Officers upto and including the rank of Commissioners shall ordinarily be posted on field assignments for at least 5, 3 and 2 years respectively, in each of the first 3 decades of their career respectively. During the first six years, the officer shall not ordinarily be given a posting outside the department or sent on a deputation, and should be given exposure in Central Excise, Service Tax and Customs branches, as far as possible. After completing six years of service, an officer may be posted to the Board as an Under Secretary. 4.6 As far as possible, the senior-most officer may be posted as the Executive Commissioner. However, once posted, a Commissioner will not be moved out of the executive charge merely because an officer senior to him has replaced the hitherto junior non-executive Commissioner at that station. 4.7 The officers will, as far as possible, be rotated between the Customs and Central Excise branches every two years and adequate experience in Service Tax branch will also be ensured as far as possible. This shall be done after the Annual Transfers have been affected. At stations where there are separate Chief Commissioners of Central Excise and Customs, a committee of all such Chief Commissioners shall collectively decide on the rotation between the two branches at that station. At other stations, local rotation will be done jointly by the Chief Commissioners who exercise control over the posts located at that station. 29

5.0 CLASSIFICATION OF STATIONS, FIXATION OF TENURES OF POSTING AND ROTATION BETWEEN THEM 5.1 The various stations where Group A officers may be posted have been categorized as Class A, Class B and Class C [Annexure I-III]. Such categorization is based on the twin criteria of revenue collection and the number of Commissioner-level posts at a station. 5.2 The categorization of stations may be changed by the Board with the approval of the Government. 5.3 The States in the country have been divided into 5 areas, viz. East, West, North, South and Central [Annexure-IV]. An officer shall not serve in an area for more than a total of 14 years (hereinafter referred to as a cycle) during his entire tenure up to and including the rank of Commissioner, of which tenure in an A station shall be for a maximum of 8 years. The tenure shall not be less than four years in a Class B station and not less than two years in a Class C station. The tenure of posting in Customs Overseas Intelligence Network (COIN) shall not exceed three years. A stay of more than nine months in a station (to be computed as on 31st December of the previous year) will be treated as a complete year, and the length of the period of stay shall be counted from the date of joining. An officer posted in Class A or B station can opt to move to a lower category station after he has completed at least half his tenure in that station. 5.4 An officer shall be rotated between the three different classes of stations. After completing one cycle of posting, the officer shall be moved to another area. Further, as far as possible, an officer shall serve in at least two Areas of the country, viz. North, South, East, West and Central during his career upto and including the rank of Commissioner. It may be clarified that an officer can be posted from a Class A station to a Class B or Class C station (not necessarily in that order) in any other area and vice versa, provided that if he had been posted in that area earlier, a minimum period of 2 years should have elapsed before he can be posted again to the same area (called cooling off period). 30

5.5 All postings in the Board and deputation to technical posts in the Department of Revenue, Central Economic Intelligence Bureau (CEIB), Enforcement Directorate, Authority for Advance Rulings (AAR), Competent Authorities (CAs), Appellate Tribunal for Forfeited Property (ATFP), Customs, Excise and Service Tax Tribunal (CESTAT), Settlement Commission [and all Directorates (excluding Directorate of Revenue Intelligence and Central Excise Intelligence)] shall not count towards calculation of stay at a particular station/area but may be so counted at the option of the officer. However, an officer who has been on deputation to any one of the aforesaid bodies shall not ordinarily be considered for another deputation to any of the aforesaid organizations. [The tenure of posting in a particular Directorate shall not exceed 5 years]. 5.6 The total tenure of an officer in all A Stations (combined), during his entire tenure up to and including the rank of Commissioner, shall not exceed 16 years (excluding the exempted postings indicated in Para-5.5 above) and shall be not exceed 22 years (including all the exempted posting indicated in para-5.5 above as also the tenure of Central Deputation to other Ministries/Departments referred in para6 below). However, the length of stay of an officer in one or more A stations continuously, without a posting in a B or C Station, shall not exceed 14 years. 5.7 In order to encourage officers to seek postings in Class C station, the Government shall sanction: a) At least one vehicle for office use in every Class C station irrespective of the level of the officer heading the office; and b) 100 per cent housing facilities at the Officer level to the extent possible. 5.8 The starting point for computing the stay in Class A, B or C station shall be the date of joining at the station. 5.9 The officers after completing their tenure in North Eastern Region (Assam, Sikkim, Meghalaya, Mizoram, Manipur, Nagaland, Arunachal Pradesh and Tripura), Jammu and 31

Kashmir, NACEN and its RTIs and Vigilance Directorate and CESTAT will get preference in posting to stations of their choice. 5.10 When a certain number of officers are due for moving out of a station to a new station or by local rotation to new postings in the same station for the reason of having completed their tenure, but cannot be so moved due to inadequate number of vacancies available, the officer who has served for longer periods will be moved first. 5.11 The station of the posting will be taken as the actual place where an officer is posted and not head quarters of Commissionerate/Directorate to which the officer is posted. 6. Deputation of officers under Central Staffing Scheme and under non- Central Staffing Schemes outside the Department of Revenue. 6.1 An officer may be allowed to go on deputation outside the Department for not more than two terms in his entire career. However, each term of deputation shall not exceed 6 years and the total tenure of both the deputations shall not under any circumstances exceed 10 years. 6.2 The period of deputation outside the Department shall be excluded for counting towards stay in the station and area tenures of the officer. However, the same shall be counted if the officer so desires. 6.3 There shall be a cooling off period of 3 years after completion of each period of deputation. During the cooling off period, the officer will be posted to a location other than the station in which he had been working while on deputation. Provided, in cases in which the officer has not completed his permissible tenure in that station, the Board may consider posting him in any assignment in that location according to administrative need. 6.4 After return from deputation Delhi/Mumbai stations, the officer shall ordinarily be posted to a different station for a minimum period of 2 years. If he is seen to have worked predominantly in A station, he shall invariably be posted to B or C stations. After 2 years of such posting in B and 32

C stations, the officer could be considered for posting in Delhi/Mumbai or any other A Stations in accordance with the transfer norms and availability of vacancy. 6.5 Requests from State Governments/Central Ministries/ Department/Organizations asking for particular officers by name shall not be entertained. In all such cases, where there is a request for an officer of the Department, the Board shall first consider whether it is administratively feasible to release an officer on deputation. If it is found that it is administratively convenient, the offer will be circulated to all officers and willingness for deputation invited. A panel of shortlisted officers will be forwarded and the approval of the competent authority to the concerned Department or Organization to select an officer. 7. CATEGORISATION OF POSTS INTO SENSITIVE AND NONSENSITIVE: 7.1 All posts in CBEC have been classified into sensitive and non-sensitive with the approval of the Government: [Annexure-V] 7.2 Ordinarily, the tenure of an officer on a sensitive post shall be two to three years at one stretch. 8 POSTINGS IN DIRECTORATES OF REVENUE INTELLIGENCE, CENTRAL EXCISE INTELLIGENCE, VIGILANCE AND SYSTEMS(CBEC)

8.1 In the Directorates of Revenue Intelligence, Central Excise Intelligence, Vigilance and Systems, the respective Director General will propose a panel of names for the consideration of the Board/ Placement Committee. Individual officers will be selected by the Board/Placement Committee, which will also indicate their station of posting. 8.2 The maximum length of tenure in the Directorates of Revenue Intelligence, Central Excise Intelligence and Vigilance will be three years, subject to the condition that no officer shall spend more than six years in these Directorates during his entire service career. 33

POSTING ON COMPASSIONATE GROUNDS 9.1 In case an officer seeks a posting to a particular station on medical grounds, the Board/ Placement Committee is empowered to take a decision on his plea. However, if required, the Board/Placement Committee may refer the case to a Medical Board. 9.2 In case of working couples, if the spouse of an officer is working outside the Department, posting in the same station may be allowed subject to the instructions issued by the Department of Personnel & Training on this issue. 9.3 In case where the spouse is also an officer of the Department, both the officers should be posted to the same station, if they are otherwise eligible, provided that, jointly, they do not occupy more than 50 per cent of the posts in that station. 9.4 Officers having less than two years of service before superannuation may be considered for posting at a place of their choice as far as possible. 9.5 In case an officer requests for retention in a particular station on the ground that his/her child is studying in Class-X or Class-XII, the Board/Placement Committee may consider such requests.

10 TRANSFER ON ADMINISTRATIVE GROUNDS OR IN PUBLIC INTEREST 10.1 Notwithstanding anything contained in this policy, Government may, if necessary in public interest, transfer or post any officer to any station or post. 10.2 An officer against whom the CVC has recommended initiation of vigilance proceedings, should not normally be posted or remain posted at the station where the cause of the vigilance proceedings originated. He shall also not be posted on a sensitive charge. This restriction will remain in operation till such time the vigilance matter is not closed. 34

11 AVAILMENT OF EARNED LEAVE AFTER ISSUANCE OF TRANSFER ORDERS An officer under orders of transfer shall be granted Earned Leave or Study leave only after he has joined his new place of posting. The period spent on Earned Leave or Study Leave will not count towards computation of tenure in that station or cooling-off period. Officers who proceed on Earned Leave or Study Leave without completing the minimum tenure prescribed for the station/area will have to rejoin the same station for completing the prescribed tenure. In other cases the Board/Placement Committee will decide their posting after they rejoin on completion of the Earned leave/Study leave.

35

Annexure-I

CLASS A STATIONS
1. Mumbai (including Thane, Belapur, Raigarh & Nhavasheva ) 2. Delhi (including Faridabad, Gurgaon, NOIDA and Ghaziabad), 3. Chennai 4. Kolkata 5. Bangalore 6. Hyderabad 7. All posts in the Customs Overseas Intelligence Network (COIN)

36

Annexure-II

CLASS B STATIONS
S.No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 STATION AHMEDABAD ALLAHABAD MANGALORE COCHIN BHUBANESHWAR INDORE RAIPUR TRICHY MEERUT VIZAG JAIPUR CHANDIGARH ( INCLUDING JALLANDHAR) PATNA LUCKNOW KANPUR RAIGAD PUNE VADODARA GOA SURAT JAMNAGAR KANDLA LUDHIANA NAGPUR NASIK RANCHI RAJKOT 37

Annexure-III

CLASS C STATIONS
S.No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 STATION AMRITSAR AURANGABAD BELGAUM BHAVNAGAR BHOPAL BOLPUR CALICUT COIMBATORE DAMAN DIBRUGARH GUNTUR GUWAHATI GWALIOR HALDIA HAZARIBAGH JAMMU & KASHMIR JAMSHEDPUR JODHPUR MADURAI MYSORE PUNCHKULA PONDICHERRY ROHTAK SALEM SHILLONG SILIGURI TRIVANDRUM TIRUNELVELI TIRUPATI TUTICORIN VAPI REMAINING CITIES(OTHER THAN CLASS A AND CLASS B STATIONS) 38

ANNEXURE-IV

North Zone: Jurisdictional areas of Chief commissioners of Customs & Central Excise of Chandigarh, Delhi, Jaipur, Meerut (State of Uttarakhand, NOIDA and Ghaziabad only) (falling in the States of J&K, Himachal Pradesh, Punjab, Uttarakhand, Uttar Pradesh, Delhi, Haryana, Rajasthan & Union Territory of Chandigarh). East Zone: Jurisdictional areas of Chief Commissioners of Customs & Central Excise of Hyderabad, Visakhapatnam, Bhubaneshwar, Kolkata, Ranchi (State of Jharkhand only), Shillong, Patna (State of Jharkhand only) (falling in the States of Andhra Pradesh, Orissa, Jharkhand, West Bengal, Meghalaya, Nagaland, Assam, Sikkim, Manipur, Mizoram, Arunachal Pradesh & Union Territory of Andaman & Nicobar islands). West Zone: Jurisdictional area of Chief Commissioner of Customs & Central Excise of Vadodara (UTs of Daman & Diu and Dadra & Nagar Haveli only) Mumbai, Pune, and Nagpur (falling in the States: Maharashtra, Goa & Union Territories of Daman & Diu and Dadra & Nagar Haveli). South Zone: Jurisdictional area of Chief Commissioner of Customs & Central Excise of Bangalore, Chennai, Cochin, Coimbatore, Mangalore, (falling in the States of Karnataka, Tamil Nadu, Kerala & Union Territory of Puducherry & Lakshadweep). Central Zone: Jurisdictional area of Chief Commissioner of Customs & Central Excise of Ahmedabad, Vadodara (other than UTs of Daman & Diu and Dadra & Nagar Haveli), Lucknow, Meerut (Other than State of Uttarakhand, NOIDA and Ghaziabad), Patna (Other than State of Jharkhand), Ranchi (other than State of Jharkhand) and Bhopal (falling in the States of Gujarat, Uttar Pradesh, Bihar, Madhya Pradesh and Chhattisgarh).

39

Annexure-V Categorization of posts into sensitive and non-sensitive: The following posts have been categorized as sensitive and non-sensitive: A. Customs Commissionerates:
S.No. Group A post 1 Commissioner Commr.(Gen.) Commr.(Appeals) Commr.(Adj.) Addl./Jt. Commr./DC/AD Preventive Legal Rummaging & Intelligence SIIB Air Intelligence Airport Town Intelligence Section/ Branch Category Sensitive Sensitive Non-Sensitive Non-Sensitive Sensitive Non-Sensitive Sensitive

Sensitive Sensitive Sensitive Sensitive

All Appraising Groups Sensitive Docks/Shed Statistics Audit Review Tribunal MCD All other charges which do not involve regular dealings with the public Sensitive Non-Sensitive Non-Sensitive Non-Sensitive Non-Sensitive Non-Sensitive

40

B. Central Excise Commissionerates:

S.No. Group A post 1 Commissioner Commr.(Appeals) Commr.(Adj.) Addl./Jt. Commr./DC/AD Anti-Evasion Legal & Adjudication P&V Audit Divisions Review Technical/Audit Section/ Branch Category Sensitive Non-Sensitive Non-Sensitive Sensitive Non-Sensitive Sensitive Non-Sensitive Sensitive Non-Sensitive Non-Sensitive

41

5.0 LIST OF CADRES & THEIR SANCTIONED STRENGTH IN CBEC

S.No. Posts 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 Chief Commissioner Commissioner Commissioner (Appeals/TAR/CBEC) Commissioner (Adj.) Addl./Jt. Commissioner Dy./Asstt. Commissioner Supdt. Of Central Excise Supdt. Of Customs (Prev.) Appraiser Programmer Inspector Examiner Preventive Officer CAO AO/ACAO/EA Dy. Director (OL) Asstt. Director (OL) Sr. PS PS Asstt. Programmer Steno-I Steno-II Total(Including SEZ) SS 47 215 72 8 593 1744 11703 1582 1095 20 18350 424 2057 155 984 6 37 47 297 60 245 490

42

S.No. Posts 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 Steno-III DOS Sr. Tax Assistant Tax Assistant LDC Driver Spl. Grade Driver-I Driver-II Driver-III ASI (Weapons) Lady Searcher ASI (Dog Handler) Sr. Hindi Translator Jr. Hindi Translator Hindi Typist Draftsman Sr. Gest Operator Record Keeper Cashier Dy. Cashier Pin Point Operator Book Binder Head Havaldar Havaldar

Total(Including SEZ) SS 550 1986 3211 5432 828 103 725 621 641 51 13 5 24 168 0 13 17 80 8 3 1 2 2139 4065

43

S.No. Posts 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 Sepoy Peon Gest. Operator Farash/Safaiwala Safaiwala/ Farash Chowkidar Mali Bhishti Daftri Sorter Scaleman Liftman Koyal Darwan Scavanger Caner Total

Total(Including SEZ) SS 6410 102 88 270 109 38 65 4 27 2 33 15 8 4 1 10 68103

44

INFRASTRUCTURE

45

F.No.207/36/2002-Ad.VIII(EC) Government of India Ministry of Finance (Department of Revenue) (Central Board of Excise & Customs) New Delhi, the 26th June, 2003 To All the Chief Commissioners of Central Excise & Customs, All Commissioners of Central Excise & Customs, All DGs and Directorates under CBEC. Subject: Streamlining of procedure for submission of proposals to Board regarding purchase of land, construction of buildings, purchase of ready built accommodation and/or hiring of buildings etc.Instructions regarding. Sir/Madam, Instructions have been issued by the Central Board of Excise and Customs (CBEC) from time to time regarding furnishing of details while forwarding proposals relating to purchase of buildings and/or land and hiring of buildings. These instructions were based on guidelines issued by the Central Vigilance Commission (CVC), Finance Secretary and the Board. The multiplicity of guidelines has resulted in avoidable problems of delays and excessive paper work in practice. Hence, it has been decided to issue consolidated guidelines, which in essence capture the substance of all the guidelines issued earlier. However, the CVC guidelines are again being enclosed so that in case of any doubt concerning the undermentioned guidelines the forwarding office can rely on them for clarificatory purposes (Schedule A). 2. Accordingly, it is requested that henceforth all the proposals for purchase of buildings and/or land and hiring of buildings must contain the following details:-

47

PART A (i) Name of Station- whether the station is covered under any CBEC order for special emphasis on infrastructure/accommodation development so as to warrant relaxation in MOF/MOUD/CBEC norms; (ii) Name of office who has forwarded the proposal; (iii) Whether the proposal is for purchase of building and/or land or hiring of accommodation; (iv) Justification for requirement of land/accommodation on the basis of austerity norms (Annexure A-1). In case of accommodation, requirement may be indicated separately for super area, floor area and carpet area. For residential accommodation type-wise requirement of quarters on the basis of staff strength/prescribed percentage of satisfaction may be given. Actual demand for residential accommodation indicating waiting list etc., may be given. (v) Availability of built-up accommodation with all the formations of CBEC in the station:Super area Name of Station Name of office Total Owned Hired Floor area Owned Hired Carpet area Owned Hired

This should include buildings for which sanctions have been issued, even if construction has not commenced. (a) Revenue collection for the last three years may be given. (b) The accommodation status of a particular station may be reported to Directorate of Housing & Welfare on a quarterly basis by the designated officers in the office of Chief Commissioners. (vi) Area of vacant land which is available with all the formations of CBEC in the station:S.No. Plot No. 48 Area

In order to monitor the projects/works relating to accommodation in which CPWD is involved the following information may be provided; (a) Proposals initiated but not finalized, (b) Proposals finalized but payment not released by CPWD, (c) Payment released but possession not taken, (d) Possession taken but construction proposal not finalized, (e) Construction in progress, (f) Construction completed and building occupied. (vii) Certificate about non-availability of Central Government building and/or land (Annexure A-II). Further efforts made to obtain the land/building from the State Government/Municipal Corporation/ Local Development Authority should be indicated. (viii) If estimated cost is more than Rs. 3 crores, whether permission of the Board prior to placement of advertisement was taken. (ix) (a) Newspaper cuttings to substantiate that the Notice Inviting Tenders (NIT) as per the two bid system was published in local as well as national newspapers (Annexure A-III). (b) Whether advertisement for purchase of land, purchase of ready built accommodation and hiring of accommodation given in standard format. (c) Evaluation sheet of techno-commercial bids (Annexure AIV). (d) Evaluation sheet of financial bids (Annexure A-V). (x) Proposal for administrative approval & for expenditure sanction may be finalized within 3 and 6 months respectively from the date of acquisition of land.

49

PART B PURCHASE OF READY BUILT BUILDING/QUARTERS (Xi) (a) (i) Reasons for opting for the Purchase Option in preference to constructing the Departments own building/hiring of space from market. Comparative economics of all options may be given. Whether the property is without any encumbrance and has a clear legal title.

(ii) (b)

Certificate from CPWD/other Government agencies or PSUs having specialization regarding quality of construction vis--vis comparable government specifications (Annexure B-10. The certificate may indicate the adequacy of utilities being provided and necessity of open land area appurtenant to the building which is sought to be purchased. CPWDs/any other Government agency/PSUs No Objection Certificate for maintenance of buildings/ quarters to be purchased (Annexure B-II). Certificate from CPWD regarding reasonability of price proposed to be paid for the purchase of building. In case of purchase of land such a certificate may be procured from State Government Revenue authorities (Annexure B-III). Financial (Rupees in crores) (i) (ii) (iii) (iv) Final cost of purchase Availability of budgetary provision Cost of furnishing, fixtures etc., for the building Annual maintenance cost (including property tax).

(c)

(d)

(e)

(f)

Completion/ready to occupy or equivalent certificate from the local development/municipal authority, State Government (Annexure B-IV). Likely date by which CBEC would get possession of the building. Efforts made to ensure that objectives of modern, lowupkeep well designed accommodation/housing has been met. 50

(g) (h)

PART C PURCHASE OF LAND FOR CONSTRUCTION OF OFFICE BUILDING/RESIDENTIAL COMPLEX (Xii) (a) Certificate from CPWD regarding minimum requirement of land (Annexure C-1). For this the Commissionerate should communicate their requirement of land to CPWD in accordance with prescribed norms. The certificate should also take into account the provisions of the local Municipal/Development Authoritys bye-laws viz., FAR, Ground Coverage, population density, etc. Certificate from CPWD regarding suitability of land for the purpose for which it is being purchased (Annexure C-II). If the office is currently housed in rented premises, the monthly rent of the said premises. Certificate from the State Revenue Authority/District Magistrate regarding reasonableness of price of land (Annexure C-III). (i) Undertaking from the seller that the price is final and there will be no escalation (prospective or retrospective) after a deal has been finalised between CBEC and the seller (Government o otherwise) (Annexure C-IV). Certificate from local authority that the land is wholly unencumbered without any dispute and has a clear legal title (Annexure C-V).

(b)

(c) (d)

(ii)

(e)

Financial (i) (ii) Final cost of land (including registration charges, stamp duty, etc.). Availability of Budgetary provision.

(iii) Likely date of getting possession over the land. 51

PART D INITIAL HIRING OF PREMISES (Xiii) (a) (b) (c) Copy of consent letter from landlord containing details of the offer (Annexure D-I). Copy of fair rent certificate received from CPWD (Annexure D-II). Rent being paid by any other Central/State Government Department in the vicinity/same locality (Annexure DIII). If a new office has been sanctioned, whether the staff has joined or not. Item-wise details on financial liabilities of the building owner and the hiring office during the hiring period. CPWD advice on each of these items. Part A has to be filled up in all cases. Part B, C and D are to be filled for purchase of ready built accommodation, land and hiring of buildings respectively. For example, in case of hiring of buildings only Part A and Part D may be filled and the relevant Annexures enclosed. There is no set proforma for the Annexures except Annexure D-II. 3. The jurisdictional Commissioner must certify that all the information/details as above have been incorporated in the proposal. 4. The proposal, complete in all respects, may be forwarded to the Directorate of Housing or Board as per the allocation of work informed vide Ministrys letter F.No.207/37/2002-Ad.VIII(EC) dated 07.05.2003. 5. All the proposals must be routed through the officer so designated in the office of the Chief Commissioner as per the instructions contained in the letter F.No.207/34/2002-Ad.VIII(EC) dated 14.11.2002 issued by Member (P&V) addressed to all Chief Commissioners and D.Gs. It may be mentioned that the 52

(d) (e)

proposals which do not contain the above mentioned details would not be considered by the Directorate of Housing and at the Board level and returned to the forwarding officer without any further action. 6. Standard format of documents for notice inviting tenders, processing sheets for technical bids and processing sheets for financial bids will be circulated separately.

Yours faithfully, -SdEncl: As above (SUSHMA KATARIA) UNDER SECRETARY TO THE GOVT. OF INDIA

53

CHECK-LIST FOR INFRASTRUCTURE PROPOSALS AS PROPOSED BY IFU

S. No. Subject 1 2 3 4 5 6 7 8 9 10 11 12 13 Available land (area, in sq. mtrs.) Encumbrances, if any (also enclose certificate from concerned District/Local Authority) Date of administrative approval/ expenditure sanction for the cost of land (copy to be also enclosed). Date of possession of land Sanctioned strength at the station (category-wise as on date) Working strength at the station (category-wise, as on date) Requirement for quarters/office space as per norms. (Work-sheets to be enclosed) Deviation, if any from the norms- reasons thereof Lease rent, ground rent and other one time and/or recurring payment to local authority Particulars (including date) of administrative approval of construction. (Copy to be enclosed). Non-construction fee and other charges payable for delay in construction. Cost of construction (also enclose CPWD P/E). Plan of building (drawing/lay-out plan etc. indicating physical characteristics of the building, its elevation, lay-out etc.) 54

14 15

Date of completion as per estimates Budget availability (to be ascertained from CPWD). In case budget is not available, how the expenditure is proposed to be met? On-going works at the place Commitment of any other work by CPWD Revenue collection for the last 5 years (both targets and actual), year-wise and the future potential for the next 10-20 years may be given. In the case of Anti Smuggling/Anti-Evasion formations, value of goods seized, goods confiscated, sale proceeds etc during the last 5 years, year wise may be given along with a write-up on the importance of the Station for anti-smuggling etc work justifying the need to have a permanent set up at the station. Statement of all Immovable assets (Land & Building) of CBEC, both owned and hired, for the city to establish the necessity of fresh requirement.

16 17 18

19

20

55

F.No. 207/01/2006-Ad.VIII (EC) Government of India Ministry of Finance (Department of Revenue) CBEC New Delhi the 18th September, 2006 To All Chief Commissioners of Central Excise, All Chief Commissioners of Customs, All Director Generals/Directors under CBEC Subject: Check-lists for (a) repair & maintenance proposals (b) initial hiring of office accommodation and (c) revision of rent of hired premises-regarding. Sir, I am directed to enclose herewith the following three checklists devised by Integrated Finance Unit (IFU) of Department of Revenue:(i) Check-list for initial hiring of office accommodation; (ii) Check-list for revision of rent of hired premises; and (iii) Check-list for repair and maintenance proposals in respect of office and residential buildings owned by the CBEC. 2. It is requested that the proposals may be sent to the Ministry alongwith duly complete check-lists to avoid unnecessary references of incomplete proposals to the Ministry and to prevent wastage of time and energy on repeated clarifications. Yours faithfully, -Sd(BIMAL KUJUR) UNDER SECRETARY TO THE GOVT. OF INDIA 56

Encl: As above

CHECK LIST FOR INITIAL HIRING OF OFFICE ACCOMMODATION

(A) Necessity of hiring 1. Statement of all immovable assets (land & building) of CBEC, both owned and hired, for the city to establish the necessity for fresh hiring. The break up to be given for each office and thereafter total of the concerned Commissionerate/city/ place. If offices of various Commissionerates/Directorates function from that city/place, the total assets of all such formations. Why work cannot be performed from existing accommodation. 2. Detailed break-up of sanctioned and actual staff strength (category-wise) of hiring office; 3. If new office has been sanctioned, whether staff has joined. Whether new/additional staff has joined or office created by diversion of staff from other existing office; 4. Details of space requirement as per staff strength/austerity norms for the hiring office; 5. Office space to be hired. This will be 30% less than the space arrived at by applying the norms in case of 7 major A/A-1 cities and 20% less in case o the rest of the country. (B) Procedure for hiring 6. Copy of the advertisement published in leading newspapers of the city/place. 7. Reasons for preference of particular locations for hiring with respect to the nature of work of hiring office. 8. Reasons for including the particular technical and financial conditions given in advertisement with respect to the nature of work of hiring office. 9. Details of offers received to the advertisement and their comparison (technical bidding) with respect to the conditions given in advertisement. 57

10. Details of financial bidding from the short listed offer at technical bidding. 11. Shortlisted L-1 offer as selected by the selection committee of the Commissionerate/office. The details of the initial offer of L-1, terms/conditions given in advertisement and outcome of negotiations with L-1. 12. Copy of consent letter of building owner containing the rent demand and all other conditions of hiring. 13. Copy of rent assessment certificate of CPWD and recommendations of Hiring Committee. 14. Copy of non availability of office accommodation by CPWD and/or Directorate of Estates. 15. Rent being paid by any other Central/State departments in the vicinity/same locality. 16. Justification of hiring proposal by linking the revenue collections and potential of the station/city with the proposed expenses during the hiring period. 17. Copy of draft lease agreement to be executed between tenant and owner. 18. Statement of all financial implications of the proposal: Monthly, Annual and for the total period of hiring in terms of rent and all other expenses for the tenant. Whether delegation of financial powers available to HOD for hiring and other associated expenditure has been kept in view while calculating financial implications for the tenant. 19. Whether any altered period of hiring (instead of standard 3/ 5 years) with reference to any pending land/construction proposal for the hiring office.

58

CHECK-LIST FOR REVISION OF RENT OF HIRED PREMISES

(Procedure to be initiated at least 6 months before expiry of current hiring) 1. Initial date of hiring premises with rent and details of subsequent revisions in rent; 2. Ministrys previous reference/file(s) nos., if any; 3. Copy of fair rent certificate issued by CPWD alongwith date on which the request for assessment was sent by the Commissioner to CPWD. 4. Copy of letter from landlord containing first request for revision of rent/date of first request for revision; 5. If the initial hiring/subsequent revisions were done by HOD within delegated powers, then detailed break-up of staff strength (category-wise) and detailed requirement of space as per norms and total space available may also be furnished; 6. Existing staff strength and space requirement as per norms. Change, if any, in staff strength, etc., after initial hiring; 7. Copy of existing and proposed lease/hiring agreement should be furnished for perusal; 8. Statement of Immovable assets of CBEC (land & building) for the city and necessity for continuing the hiring arrangement; 9. Any pending proposal under the consideration of DG (HRD) and/or CBEC for acquisition of land and construction thereon or acquisition of ready built office accommodation, where this office will be shifted after its finalization; 10. Certificate from Directorate of Estate/CPWD about nonavailability of General Pool Accommodation;

59

11. Advertisement given and offers received in response to the advertisement. Whether any fresh offer received considered or the present owner has consented for continuation of hiring at the same rates or at the rates advised in FRC; 12. Whether space norms for office space hiring are followed and details thereof; 13. Financial implication of the proposal: Monthly, annual and for the total period proposed for re-hiring; 14. Detailed justification in support of proposal (including the revenue collections of the past three financial years).

60

CHECK LIST FOR REPAIR & MAINTENANCE PROPOSALS IN RESPECT OF OFFICE AND RESIDENTIAL BUILDINGS OWNED BY THE CBEC
1. (a) Date of acquisition or completion of construction and (b) Total cost of acquisition or construction 2. The agency, which constructed the office/ residential building, or the agency from which the ready built office/residential building had been purchased.

3. (a) The status of utilization i.e. whether this building is being fully used for office or residential purpose. (b) In case of office whether entire building is being used. If not, the reasons thereof. (c) In case of residential quarters/flats, details of types of flats and number of the flats under occupation. (d) If not occupied fully, the reasons thereof and the plan of the department to utilize the unoccupied quarters or to dispose of those unutilized quarters / building to prevent wastage in maintenance expenditure. 4. Whether the repair and maintenance estimates are of regular nature or of one time nature and special repair nature or both. 5. (a) If the repair and maintenance estimates are of regular nature then the previous financial years estimates and approval for the same items may be indicated. (b) If the repair and maintenance estimates are of special nature then the details of last such special repair and maintenance work and approval may be indicated. (c) The number of such special repair and maintenance works undertaken after taking possession of this building, on completion of construction or after purchase, may be indicated. 6. (a) The certification from CPWD that only those items of repair and maintenance (whether one time repairs of special nature or regular / annual repair) have been included in the 61

estimates which are permissible in general pool office or residential accommodation of similar type. (b) If the agency is other than CPWD, whether GFR provisions have been followed in its engagement and the certification as required in item 6(a) above. 7. Whether the items of regular or one time or special repairs fall within the liability of agency which constructed the building or from which the building had been purchased. If yes, whether this repair work/expenditure. The details thereof. 8. The availability of budget along with the Demand number, Major heads. Object head, etc. From which this expenditure will be booked. 9. Date of Estimate and total amount 10. The time to be taken by repair and maintenance agency for completion of this work for which the estimates has been sent. 11. Whether the HOD / Commissioner and the users of this building are satisfied with the quality of repair / maintenance work of the agency undertaken in past. 12. All annual repair and maintenance proposals are to be received in the first quarter of the financial year and if received late, the reasons there for. 13. Whether the proposal is within the delegated financial powers of HOD (in case of proposals costing below Rs. 10 lakhs).

62

F.No. 18/2009/IFU-III Government of India Ministry of Finance Department of Revenue New Delhi, the 10th October 2007

OFFICE MEMORANDUM
Subject : Classification of works expenditure under proper Head of Account and Demand for Grants It has been observed that proposals related with repairs, maintenance and construction of office and residential buildings received in IFU do not contain correct mention of budget heads resulting into avoidable delays in approval of proposals. In order to ensure correct mention of the budget heads, following classification may be followed: Demand No. 43 Indirect Taxes:
Item of expenditure Repairs/maintenance of Departmental Office Building of Customs. Repairs/maintenance of Departmental Office Building of Central Excise. Repairs/maintenance of Departmental Residential Office Accommodation by Customs and Central Excise. Purchase of Ready built Office Accommodation by Customs and Central Excise. Purchase of Ready built Residential Accommodation by Customs and Central Excise. Object Head Minor Works Major Head 2037

Minor Works

2038

Minor Works

2216

Investments

4059

Investments

4216

63

Demand No. 100-Department of Urban Development:

Item of expenditure Purchase of land/Construction of Residential Building for Customs and Central Excise and other construction activities on such purchase e.g. boundary wall etc. Description Finance (Revenue) Major Head 4216

Demand No. 101 Public Works:

Item of expenditure Description Major Head 4059

Purchase of land/Construction of office Finance Building for Customs and Central Excise (Revenue) and other construction activities on such purchase e.g. boundary wall etc.

2. As far as expenditure towards original works in the Government Buildings constructed and maintained by CPWD in concerned, the expenditure should be met from the grant of Urban Development and Public Works for the residential and Office Building respectively. The original works is defined in GFR 123 as new construction, addition and alterations to existing works, special repairs, remodeling, etc. Further, as far as possible, the expenditure towards maintenance, repairs and minor works of the Government Buildings should also be met by CPWD from the funds, under Repairs & Maintenance provided in the Demands for Grant of Department of Urban Development/Public Works. 3. The availability of budget on the date of forwarding the proposal to the IFU under the respective Head of Accounts and Demand for Grants may also be mentioned. If the budget is not available, how it is proposed to be obtained, may also be stated in the proposal. -Sd(Sanjai Singh) Director (Finance)

64

To 1. All Heads of Department under CBEC, Department of Revenue. 2. Member (P&A) 3. DG (Housing & Welfare) CBEC & JS (A), CBEC with a request to kindly ensure the above classification before forwarding proposals to IFU.

65

66

WELFARE

67

68

1.0 Introduction As a part of liberalization of the policies and procedures relating to grant of rewards to the Government servants, three funds, namely (i) Customs & Central Excise Welfare Fund, (ii) Performance Award Fund, and (iii) Special Equipment Fund, were created in the year 1985 for the purpose of financing various welfare schemes for promotion of welfare of staff and their families and for acquisition of anti-smuggling equipments of a specialized nature within the shortest possible time. The three Funds were financed by transfer of 10% of the sale proceeds of confiscated goods credited to the Government and Customs/Excise Duties, fines, penalties in offence cases realized and sustained in appeal/revision etc. during the year 1985-86 onwards as verified and confirmed by the Chief Controller of Accounts, CBEC and Financial Adviser to the Ministry of Finance. The distribution of the credits of 10% amongst three funds was as under: (i) Welfare Fund (ii) Performance Award Fund (iii) Customs Special Equipment Fund : : : 1% 4% 5%

Customs and Central Excise Welfare Fund and customs and Central Excise Performance Award Fund Ministry have been merged into a single entity, called Customs and Central Excise Welfare fund vide Ministrys order dated 12.10.2006, to be used for general welfare of staff and officers of the department. The funds have been allocated in the ratio 1:1 in the two funds. Accordingly, with effect from 12.10.2006, there are two funds namely (i) Customs and Central Excise Welfare Fund and (ii) Customs & Central Excise Special Equipment Fund. 1.1 Distribution of the credits amongst two funds The total amount equal to 10% of the sale proceeds of confiscated goods, credited to the Government and Customs/ Excise Duties, fines, penalties in offence cases realized and sustained in appeal/revision etc., is transferred every year to the two funds as under: (i) Customs and Central Excise Welfare Fund : 5%

(ii) Customs & Central Excise Special Equipment Fund : 5% 69

1.2 Nature of Funds The two funds form a part of Public Account in the same manner as General Provident Fund or Central Govt. Employees Group Insurance Scheme and thus are cumulative in character and the interest on the amount is to be annually transferred and credited to the respective fund accounts. 1.3 Administration of Funds Funds are centrally administered by constitution of a Governing Body comprising of the following members: (i) Chairman, CBEC (ii) All Members of the CBEC (iii) Financial Adviser (iv) Commissioner (Logistics) Convener Members Member Member-Secretary

1.4 Purposes of the Fund:- The underlying purpose of these funds is to cover the following liabilities/schemes :a) Promotion of staff Welfare, recreation and other outdoor activities including a sense of adventure. The staff welfare activities shall include setting up of recreation clubs, libraries, and scholarships for children of employees, opening of crches, providing vocational training to wives of employees, arrangements of subsidized transport facility for the staff, providing more amenities in the departmental canteens etc. b) To provide for contingencies like death resulting from accident or from injury suffered or from a natural cause during and while the officer is actually engaged in an operation of antismuggling, anti-evasion or narcotic enforcement; injury suffered in the course of anti-smuggling, anti-evasion, or narcotic enforcement activities; death from any cause whatsoever while the officer is posted to a formation involving anti-smuggling, anti-evasion or foreign exchange or narcotic enforcement work as the case may be. The assistance may be provided even if the employee has ceased to be so posted but if the death could reasonably be attributed to his having worked in any such formation; and any permanent 70

disability or loss of limb or eye etc. arising as a result of accident or injury suffered which can be reasonably attributed to any of the circumstances described earlier. c) Providing different forms of medical assistance for emergencies and serious distress to staff and members of their families, not normally, governed under the medical reimbursement rules and to provide for high risk insurance cover to operational staff. d) Construction/hiring/leasing of holiday homes in places of tourist/pilgrimage interest and departmental guest house in Metropolitan cities for the use of departmental staff. e) Advancement of supplemental loans to officers/staff of the department for construction/hiring/leasing of residential complexes which could be leased for the use of departmental staff so long as they are in service. f) Grant of performance incentives to the best managed Unit/ Circle/Division for creation of a sense of competition and better performance amongst the staff.

g) Procurement of anti-smuggling equipments of a specialized nature within the shortest possible time. h) Any other scheme or measures intended for the promotions of staff Welfare and improving performance of the officers. i) Any other purpose for the Welfare of community at large including removal of difficulties caused by natural calamities like floods, earthquake, drought etc.

1.5 Coverage of Funds The utility of two funds extends to all officers and staff working in the Central Board of Excise & Customs, its attached and subordinate offices and includes officers/staff of the CBEC working on deputation in various Ministries/Departments of the Government. Governing Body, in its meeting dated 20.12.2006 has decided to extend the benefits for reimbursement of medical expenses from Customs & Central Excise Welfare Fund to the following officers engaged in revenue collection and/or enforcement of 71

laws in relation to Customs, Central Excise, Service Tax and Narcotics: (a) Officials in IFU who deal with CBEC matters. (b) Officials of Pr. CCA, CBEC, New Delhi & PAOs attached to subordinate offices of CBEC during the tenure of their posting in these offices. (c) Cadre officers of CBEC who are entitled to the benefits of welfare Fund continue to receive the facility of financial assistance for medical treatment after their retirement in case they are re-employed with any body/organization under Department of Revenue which deals with revenue collection or enforcements of Laws in relation with Customs, Central Excise, Service Tax, and Narcotics. The organization include CESTAT, Settlement Commission, and Authority of Advance Ruling. The benefit will be given for the period of such re-employment. 1.6 Sponsoring of proposals for various schemes Specific proposals in respect of the various Schemes formulated in accordance of the Welfare Rules are required to be sponsored by respective Commissioner of Customs of Central Excise/ officers of equivalent rant in the department, on the recommendation of the Advisory Committee constituted at the Heads of Departmental level. For this purpose, an Advisory Committee comprising the Commissioner/ officers of equivalent rank in the department and one representative each of Group A to D be nominated in each Commissionerate/ Directorate. The decisions arrived at by the Advisory Committee on each proposal should be forwarded to the Governing Body with full details/ justifications for further consideration and sanction. 1.7 Responsibility for Maintenance of Accounts The accounts of the Funds are to be maintained by a special Unit created for the purpose in each Commissionerate from within its existing staff strength. The Unit shall be manned by necessary Secretarial Staff under the supervision of the Chief Accounts officer. 72

1.8 Documents The following records shall be maintained to keep a proper account of the funds: (a) Separate general files for each Fund in which all sanctions and vouchers will be kept; (b) Separate stock registers/ disbursement registers for the Funds keeping record of articles purchased etc. Detailed instructions regarding opening and maintenance and accounting of the Personal Deposit Account and Accounting procedure relating thereto for the funds have been sent to all Commissioners of Customs and Central Excise vide Ministrys letter F.No. 712/21/88-Cus (AS) dated 22-041988. 1.9 Audit of Funds The documents relating to Personal Deposit account mentioned by the Personal Deposit Account holder shall be subject to the Internal Audit of the Pr. Chief Controller of Accounts, C.B.E.C. at the Headquarters level, and by the Pay and Account Officer of the respective Commissionerate/ Directorate level. The accounts will also be subjected to statutory audit once in year by the C. & A.G. 2.0 Activities undertaken from the Welfare Fund Presently, the various activities undertaken from the welfare Fund include the following: (i) Grant of financial assistance for non-reimbursable expenses under CS (MA)/ CGHS Rules; (ii) Grant of ex-gratia financial assistance in cases of death of departmental officials; (iii) Advance on medical grounds in exceptional cases in emergencies; (iv) Arrangements for medical treatment in hospitals recognized under CS (MA)/ CGHS Rules without payment of any advance deposit by the departmental officials; (v) Grant of cash awards to the children of departmental officials 73

for performance in Board Examinations at the level of 10th and 12th Standard; (vi) Grant of scholarships for pursuing specified professional courses at graduate level; (vii) Setting up of common facilities, viz. departmental guest hoses, acquiring accommodation in hotels, Canteens, Creches, Gym./ Recreation/ Sports Centers; (viii) Grant of financial assistance for the losses suffered due to natural calamities like Tsunami, Earthquakes, Floods etc.; (ix) Cash Awards for winning medals in games/events of National/ International importance and financial assistance for meeting expenditure on participation in National/International games/ events, etc. (x) Financial assistance for recreation and other outdoor activities including a sense of adventure. 3.0 Schemes/ Guidelines for various activities undertaken from the Welfare Fund 3.1 GUIDELINCES FOR FINANCIAL ASSISTANCE FOR MEDICAL EXPENSES CONSOLIDATED GUIDELINES (i) Admissible financial assistance Financial assistance shall be admissible for portion of expenses on treatment which are non reimbursable under the CS(MA)/CGHS Rules (ii) Time limit for submission of proposal (a) The individual has to request within 3 months of settlement of claims when part of the claim is settled under CS(MA)/CGHS rules. The Commissioners/HODs should forward the proposal within a period of one month of receipt of the request The time limit for requesting for financial assistance by the individual and for forwarding the proposal by the Commissioner should be strictly observed. 74

(b) Proposal submitted after the prescribed time limit Reasons for delay in submission of proposal by the applicant/ Commissionerate should be given. (iii) For Continuous Treatment In cases of continuous treatment only one time financial assistance should be considered and normally no subsequent request should be entertained unless there are extreme compassionate grounds. (iv) Minimum amount for financial assistance The following minimum amounts of financial assistance to be proposed for sanction have been fixed: Group A : Rs. 10,000/Group B : Rs. 5,000/Group C : Rs. 3,000/Group D : Rs. 1,000/-

(v) Coverage of financial assistance Financial assistance is admissible only to the officer/staff, his/her unemployed spouse and dependent children. No financial assistance is admissible to dependents, including dependent parents. (vi) Ceiling on amount of financial assistance In case of dependent children and spouse (unemployed), the officer/staff is entitled to financial assistance with an overall cap of Rs. 7.5 lakhs in the entire career. However, there is no limit on the amount of financial assistance for departmental officials. To monitor the maximum overall cap of Rs. 7.5 lakh for the treatment of dependent children and spouse (unemployed) of the officials, the following procedure should be followed: (a) Entries in the Service Book of the officer/staff of the financial assistances for medical expenses from the Welfare Fund are required to be made. To computerize / monitor the details by the Directorate of Logistics, the Commissioner, while forwarding the proposal shall certify that the name of the officer is as per the Service Book and also give details regarding change of name, 75

if any. (b) The Commissioner while forwarding the requests of financial assistance for medical expenses shall send the details of financial assistance hitherto granted to the officer / staff in his entire career as per the Service Book and details of proposals in respect of that officer if any pending with the Directorate. The Commissioner should also enclose certificate to this effect from the officer / staff in the proforma given at Annexure-III. (vii) Expenses on maternity/termination of pregnancy in emergencies would not be admissible to officer/staff having more than two surviving children. (viii) No financial assistance is admissible to retired officers / staff. (ix) Mandatory Deductions On Room charges:(a) 25% of the non-reimbursable room charges are deducted in cases when room charges are shown separately. (b) In case of reimbursement under package deal (room charges are included in package rates), a sum of Rs. 500/- per day is deducted. On Sundry charges:Full deduction on sundry expenses. Overall deduction: After deductions, on account of the non reimbursement room charges and sundry charges, a further deduction of 25% of the remaining nonreimbursement expenses is made to arrive at the final amount admissible for financial assistance from the Welfare Fund. (x) Waiver of deductions:- There will be full waiver of the amount on account of mandatory deduction in the following cases:(a) Illness or accidents resulting in death of the official 76

(b) Illness or accidents resulting in serious physical or mental infirmity, which permanently incapacitates the official for further service. (c) A partial bodily or mental infirmity or handicap like loss of vision/hearing/limbs. In such cases, a minimum physical handicap to the extent prescribed for qualifying a person for consideration for employment under the PH quota, may justify the waiver. (xi) Ceiling on room charges: The ceiling on room charges (category-wise) have been fixed as given below for grant of financial assistance:
Category Group A Group B Group C & D All categories Type of room Single Room Twin Sharing Multi Bed/General Ward ICU Rent per day Rs. 4,500/Rs. 3,000/Rs. 1,500/Actuals

(xii) Submission of proposal (a) Certificates in the prescribed Proforma, duly certified by the Commissioner/HOD should accompany the proposal showing break up of amount spent, amount reimbursed and amount non-reimbursable category wise (cost of treatment etc, room charges and sundry charges). (b) Each proposal should be scrutinized and recommended by the Advisory Committee, headed by Commissioner/ Director and having one representative each from Group A to D officials, before it is sent to the Directorate of Logistics. The proposals received without recommendation of the Advisory Committee would not be placed before the Governing Body. (c) Checklist for sending proposals Photocopies of the requisite documents as listed in the check-list should be enclosed with the proposal.

77

(Proforma)

CERTIFICATE
(To be submitted with the proposal for grant of Financial Assistance on non reimbursable medical claims) 1. Certified that the proposal for financial assistance has been recommended by the Advisory Committee constituted in this office for this purpose. 2. Certified that a sum of Rs._____has been earlier sanctioned to the individual as Financial Assistance from the Welfare Fund for medical expenses for spouse and dependent children and the details thereof have been entered in the individuals service book. Further,______ number of proposals of Financial Assistance are pending (give details) with Directorate of Logistics. Note: The amount of financial assistance to staff/employee should not be included in above certificate 3. Certified that the name of the officer is as per the service book (in case of change of name, details may be given.) 4. Certified that the number of surviving children are less then two. Note: This certificates required only in cases of grant of Financial Assistance on the non reimbursable expenses on the maternity expenses or termination of pregnancy. 5. Certified that the spouse of employee/officer is non working. Note: This certificate is required only where financial assistance is sought for medical expenses of spouse. 6. Details of medical expenses reimbursed and not reimbursed are as under: No. of days for which room rent paid for stay in other than ICU/CCU ________ 78

Details of the Claims

Total Amount Spent

Amount reimbursed as per CS(MA) rules

Amount NonAdmissible

Cost of treatment (Doctors fees, Medicines, Test, Procedure etc. ICU/CCU charges Room Charges other than ICU/CCU Sundry Charges (Viz Telephone bills, guest room charges, food, conveyance, diet, Ambulance etc.) Total

Signature of Commissioner/HOD Name

79

CHECK LIST FOR PROPOSALS FOR GRANT OF FINANCIAL ASSISTANCE OF EXPENSES ON TREATMENT
Check that: 1. Copy of request letter of the applicant is enclosed. 2. Claim has been settled under CS(MA)/CGHS Rules. Copy of Sanction Order/ Sanction for reimbursement of medical claim under CS(MA)/CGHS Rules has been enclosed. 3. Copy of bills/vouchers of medical expenses submitted with the medical claim have been enclosed. 4. Proposal has been submitted within prescribed time limit. 5. In case of proposals submitted after the prescribed time limits, justification for condonation of delay have been given. 6. The following certificates as required in Annexure-III have been furnished:(i) Advisory Committee recommendation. (ii) In case financial assistance is sought for medical expenses incurred on dependent children & spouse, amount of financial assistance received by the applicant earlier from the Welfare Fund for the medical expenses incurred on treatment of dependents. (iii) In case financial assistance is sought for medical expenses incurred on treatment of spouse, a certificate that the spouse of employee/ officer is not working in any State/Central Govt, Banks, PSUs, Private Organizations or is self employed etc. (iv) In case financial assistance is sought for medical expenses incurred on child birth, certificate that the number of surviving children is not more than two. 80

3.2 CONSOLIDATED GUIDELINES FOR GRANT OF EX-GRATIA FINANCIAL ASSISTANCE TO DEPARTMENTAL OFFICIALS FROM THE WELFARE FUND IN CASE OF NATURAL DEATH WHILE IN SERVICE /ATTRIBUTABLE TO PERFORMANCE OF DUTIES /INJURIES SUSTAINED IN PERFORMANCE OF DUTIES. (i) Amount of financial assistance: (a) In case of natural death: The amount of ex-gratia financial assistance in case of natural death will depend on the total value of terminal benefits and immovable assets of the deceased official. The Total value of terminal benefits and immovable assets have been revised w.e.f. 20.02.2008 as under:
S.No. Terminal benefits + immovable assets (i) (ii) (iii) Upto Rs. 7,50,000/Rs. 7,50,001/- to Rs. 15,00,000/Rs 15,00,001/- and above Value of Amount of ex-gratia

Rs. 1,00,000/Rs. 75,000/Nil

Present financial condition of the family A verification/inquiry report should be sent with the proposal showing the present financial condition of the family giving full details of value of immovable properties, amount available with the Banks (savings/fixed deposits) LIC payments, total terminal benefits paid, monthly pension being paid, details of surviving children such as age, in school/higher education, earning if any, and earning including pension of spouse of the deceased official. (b) In case of death attributable to performance of duties: For the officials / staff who die while performing antismuggling / anti-evasion/ anti-narcotics duties, a sum of Rs. 5 lakhs be paid as ex-gratia assistance in addition 81

to any assistance which may be sanctioned from the Consolidated Fund of India in terms of Department of Pension & Pensioners O.M. No. 45/55/97-P&PW(C) dated 11.9.98. In view of condition No. 12 contained in the Annexure to the afore-mentioned O.M. which provides that ex-gratia assistance paid from different sources should not exceed Rs. 10 lakhs in each individual case, the amount paid out of the Welfare Fund will be in addition to the relief, if any, received from the Consolidated Fund of India in terms of the aforementioned O.M. However, the ex-gratia assistance out of the Welfare Fund will be paid only if the death of the official is directly attributable to the actual performance of anti-smuggling / anti-evasion and anti-narcotics duties. The Commissioners while forwarding proposals in this respect would critically examine and report the circumstances of death of the subject official. (c) In case of injuries sustained in performance of duties: A sum of Rs. One lakh is to be sanctioned as Ex-gratia financial assistance to officials / staff who sustain permanent injury or disability during the performance of Government duties. (ii) The decision regarding grant of ex-gratia financial assistance shall be delinked from the appointment on compassionate grounds of a family member of the deceased official. (iii) Time limit for submission of proposal A time limit of two years from the death of officials has been prescribed for submission of a proposal. However, if for some reasons, a proposal for ex-gratia financial assistance could not be submitted in the prescribed time limit of 2 years after the death of an employee, but survivor(s) of the deceased official deserver ex-gratia financial assistance, on merit of the case, the same may be submitted for consideration of the Governing Body, giving full justification and reasons for the proposal not being submitted within prescribed time limit of 2 years after the death of the employee. 82

CHECK LIST FOR PROPOSALS FOR EX-GRATIA FINANCIAL ASSISTANCE.

Check that: 1. Application of beneficiary has been enclosed. 2. The date of death and age of the deceased official is mentioned. 3. Death certificate is enclosed. 4. In cases of death due to accident, or in mysterious circumstances, police investigation report is enclosed. 5. Following details of each of the surviving members of the family of deceased official are given: Name, Age, Relationship with the deceased official, employment (income/earning), in case of dependent children give their marital status, employed (mention earning/income) or studying (mention class/course). 6 Details of immovable assets, and Insurance /Fixed deposits etc. in the name of deceased official or in the name of his family members, if any, are given. Also mention income by way of rent or/and interests, if any.

7. Details such as Gratuity, CGEIS, GPF, encashment of leave, family pension etc., of terminal benefits received by the family of the deceased official have been given. 8. Details of outstanding loans against the deceased official, if any, along with supporting documents have been given. 9. In case if the surviving beneficiary are minor children, details of their legal heir ship along with copy of Court Order, if any, have been given. 10. Proposal has been submitted within prescribed time limit of 2 years from the date of death of the official. 11. In case of proposal submitted after 2 years from the death of the official, enclose Verification Report on the present family conditions of the family as at Sl. No. 5 above, and mention reasons for delayed submission of the proposal. 12. Proposal has been recommended by the Advisory Committee headed by Commissioner/HOD. 83

3.3 CASH AWARD SCHEME For the children of officials with Grade Pay above Rs. 1,800/- (other than Drivers, Havaldars and Head Havaldars), including children of deceased officials: The eligibility conditions (minimum percentage of marks), number of Cash Awards and amount of each Cash Award are given in Table-1 below: Table-1
Class Stream Min % of marks Boys 80% 70% 74% 85% 75% 79% 85% 75% 79% 75% 65% 69% Number of cash awards Girls Boys 75 % 65% 69% 80% 70% All 74% found 80% eligible 70% 74% 70% 60% 64% Girls Amount of each cash award (Rs.) Boys Girls

10th

12th

Category Not applicable General SC/ST OBC Science General SC/ST OBC Comm. General With SC/ST Maths OBC Others General SC/ST OBC

All found eligible

5,000/-

6,000/-

B. For the children of officials with Grade Pay upto Rs. 1,800/- and Drivers, Havaldars and Head Havaldars and physically handicapped children of all categories including children of deceased officials. The eligibility conditions (minimum percentage of marks), number of Cash Awards and amount of each Cash Award are given in Table-2 below: Table-2
Class Stream Min % of marks Category Boys General 65% 55% 59% Number of cash awards Girls Boys 60% All 50% 54% found eligible Girls All found eligible Amount of each cash award (Rs.) Boys Girls

10th & 12th

Not

applicable SC/ST OBC

5,000/-

6,000/-

84

Conditions for availing benefits for physically challenged (handicapped) children. The benefit under the scheme shall be applicable subject to the fulfillment of the following conditions besides minimum percentage as prescribed in the Table-II in the Cash Award Scheme-2007. 1. The benefit shall be applicable to the following three categories of disabilities: (i) Blindness or low vision; (ii) Hearing impairment and (iii) Locomotor disability or cerebral palsy (includes all cases of orthopaedically handicapped persons) 2. The benefit shall be admissible for disability of 40% or above. 3. An attested copy of certificate of disability issued by State / Central Govt. Hospital or a competent authority as per reservation for physically handicapped persons shall be enclosed by the applicant along with the application for cash award. 3.4 Scholarship Scheme (Note: The Scholarship Scheme is implemented on yearly basis) Scholarship Scheme is a scheme for reimbursement of fees, paid by departmental officials for professional education at under graduate level of their children and are eligible to receive financial assistance under the Customs & Central Excise Welfare Fund in the following fields of study. (i) Engineering including architecture, Computers/Information technology (ii) Medical including Dental, Veterinary, Pharmacy, Homeopathy, Ayur-vedic and Unani medicines) (iv) Law (iv) Hotel Management (v) Fashion Technology (vi) Under graduate courses covered by Indian Council of Agriculture Research (ICAR) Entrance Test. (vii) Business Administration/ Computer Applications 85

2. Definitions (i) Eligibility criterion The term shall mean obtaining admission in institutes/ colleges on the basis of obtaining a minimum rank in an Entrance Examination as given in Table-I or on the basis of merit (percentage of marks obtained in 12th standard Board Exams) as given in Table-II or admissions under Lateral Entry Scheme (after Diploma Course in Engineering only) for Track-III only. (ii) Fees The term fees shall mean all charges paid to the college/ institute in connection with the academics excluding refundable caution/security money, lodging and boarding expenses. (iii) Track The scheme operates on three tracks designed in consideration of the salaries drawn by different officers, which are as follows:Track I: Scheme for children of officials in the pay scale starting at Rs. 12,000/- and above. Track-II: Scheme for children of officials in the pay scale starting at Rs. 6,500/- but less than Rs. 12,000/Track III: Scheme for children of officials in the pay scale starting below Rs. 6,500/-. III-(A) Departmental officials other than Drivers and GroupD staff. III-(B) Drivers and Group-D staff of the department. (iv) Performance standards Performance standards mean obtaining the minimum percentage or grade in the annual examinations in first attempt while pursuing the under graduate level course. 86

Track

% marks or equivalent grades Boys Girls 55% 50%

Track-I Track-II Track-III-A (other than Drivers & Group-D staff) Track-III-B (Drivers & GroupDstaff) For SC/ST categories (All Tracks)

60% 55%

55% Pass marks

50%

10% less than other categories for Track-I, Track-II & TrackIII-A and minimum pass marks for Track III-B 6% less than other categories for Track-I, Track-II & TrackIII-A and minimum pass marks for Track III-B Pass mark for all Tracks

For OBC categories

For physically challenged children

(v) First year First year of education in the under graduate course. (vi) Later year Second year and all later years of education in the under graduate course. 3. Applicability of Scheme The scheme is applicable to the following categories: (i) Fees paid for first year on the basis of Entrance Tests held in the year 2006. (ii) Fees paid for later years on the basis of Entrance Tests held prior to the year 2006. 4. Award of scholarships The scholarship shall be awarded to children who meet the eligibility criterion contained in Table-I and Table-II and meeting the performance standards as at para 2 (iv) above.

87

(A) Reimbursement of fees for first year The eligibility for reimbursement of fees for the first year by way of grant of scholarships for admissions in various Institutes/ Univ. shall be as given in Table-I (for admissions based on Entrance Tests where ranks are awarded ) and Table-II (for admissions based Entrance Tests where ranks are not awarded and also on Merit i.e. percentage of marks in 12th std. Board Exam) below: Table I (I) Admissions based on Entrance Tests where ranks are given

S. Entrance Exam. Institutes No.

*Entrance Exam. Ranks/ Institutes

Track I

Track II

TrackIIIA, III-B Girl All Boy/Girl All

Boy 1 IIT-JEE Others 2 On-line Test, BITS AIEEE Pilani & otherCenters All NITs All IITs All

Girl All

Boy All

All

All

All Allup to 20000

All

All

NITsup NITsup to10000 to15000 rank rank

Allup All to 30000 rank All All

4 5

CEEE(Delhi)

NSIT/DCE

All up to 500 ranks

All up to 750 ranks

All up to 1000 ranks

Any State Level All Entrance Exam. foradmission to engineering institute University level Entrance Test (Engg. and medical Aligarh Muslim Univ.,Jamia MiliaIslamia, Vellore Institute of Technology AIIMS

up to All 1500 ranks

All

All

All

All

All

All India EntranceExam.

All

All

All

All

All

88

S. Entrance Exam. Institutes No.

*Entrance Exam. Ranks/ Institutes

Track I

Track II

TrackIIIA, III-B Girl All Boy/Girl All

Boy 8 All India PMT (CBSE) State Level (Medical) All All

Girl All

Boy All

All

All

All

All

All

All

10

Test by National All IHMs under Council of Hotel NCHMCT Management & Catering Tech., All India Entrance Tests for integrated course B.A. LLB ILS, Pune, NLS, Bangalore, NALSAR, Hyderabad, National Law Univ.Jodhpur, NLIU Bhopal NUJS, Kolkatta, Symbiosis Pune Ahemdabad All

NIL

up to 750 ranks

up to All 1125 ranks

11

All

All

All

12

National Instt. of Design, Admission Test, Ministry of Textiles Test conducted byICAR

All

All

All

All

13

All NIFTs

NIL

All All courses/ courses/ ranks ranks

14

All

All

All All courses/ courses/ ranks ranks NIL All

15

Any

All other Govt recog. Engg/ Medical colleges

NIL

16

BBA/BCA All EntranceExam. conducted by Universities/ Institutesfunded byCenter/States Govts.

Nil

All

All

89

(i) In case of children of SC/ST/OBC categories of departmental officials under all Tracks, eligibility condition will be irrespective of any rank for those who get admission on the basis of Common Entrance Tests. (ii) In case of physically challenged children (as per conditions enclosed) under all Tracks, eligibility condition will be irrespective of any rank for those who get admission on the basis of Common Entrance Tests. Table-II (II) Admissions based on Merit (percentage of marks in 12th std. Board Exam) or on the basis of Entrance Tests where ranks are not given
S. No. Track Stream Minimum % of Marks Boys 1 I, II & III-A (other than 85% 80%Drivers, Gr.-D staff) III-B (Drivers & Gr.-Dstaff) All Tracks (in case of physically challenged children) For the children of SC/ST officials of all Tracks For the children of OBC officials of all Tracks Science Commerce withMaths/Account Others All Streams All streams 85% 75% 65% 65% Girls 80% 70% 60% 60%

2 3

4 5

10% less than as prescribed for the other categories 6% less than as prescribed for the other categories

(III) Admission based under Lateral Entry Children of departmental officials of Track III (B) are also eligible for grant of scholarships who got their admission into B.E / B.Tech Degree courses in the colleges/institutions funded by Centre / State Govts. after Diploma through Lateral Entry Scheme. (B) Reimbursement for later years Children having got admission on the basis of Entrance Exam. prior to 2006 but have not been granted scholarship from the 90

Welfare Fund in the past, shall be eligible to get the scholarship for subsequent years subject to meeting eligibility criterion defined in para 2(i) and performance standards laid in para 2(iv) herein, in the year for which reimbursement is being claimed. Provided that children who have been granted the scholarship earlier from the Welfare Fund shall continue to get the scholarship in the later year/ years under Scholarship Scheme 2006-07 notwithstanding that they do not fulfill eligibility criterion contained in Table-I and Table-II. Grant of scholarship shall be subject to meeting the performance standards set in para 2(iv) herein. 5. Amount of Scholarships
S.No. Category of officers/ staff 1 Track-I & Track-II Amount of scholarship Rs. 18,000/- or actual fee,whichever is less Rs. 18,000/- or actual fee,whichever is less Rs. 36,000/- or actual fee,whichever is less

Track-III (A) other than Driversand Group-D staff Track-III (B) Drivers & Group-Dstaff

6. Number of scholarships: 250 inclusive of (i) A maximum of 10 scholarships to candidates if found eligible otherwise as per Scholarship Scheme in each State where admissions to professional courses are made on the merit basis, without conducting Entrance Test/ Examination, or Entrance Test has been conducted but ranks are not declared; (ii) Candidates belonging to the children of SC/ST/OBC categories of the departmental officials, if found eligible otherwise, as per Scholarship Scheme. (iii) Cases of Lateral Entry admissions, if found eligible otherwise as per Scholarship Scheme, scholarship will be granted only if the number of scholarships are left to be awarded after all candidates found eligible in respect of admission on the basis of Entrance Tests and merit have been granted scholarship. 91

7. Income limit of parents Notwithstanding any of the provisions above, no scholarship shall be paid to a child if the combined emoluments of parents exceed Rs. 5.0 lac per annum, for which purpose the emoluments will be taken to mean a sum of Basic pay, Dearness pay and Dearness allowance only. 8. Other general conditions of eligibility (a) In case both husband and wife are working in the Customs and Central Excise department any one can apply for grant of scholarship to his/her ward(s). (b) If a serving officials child is covered under the scheme and becomes eligible for scholarship before his/her retirement , the scholarship shall continue even after retirement of the official as if the officer is in service subject to satisfying the eligibility criterion in all aspects; (c) Only two children of an official will be eligible to avail the scholarship. If subsequent beneficiaries are daughters, this restriction will not apply; (d) Amount of any other scholarship being received by an awardee will be deducted from the scholarship under the scheme; (e) The scheme will also be applicable to the children of deceased officials. Conditions for availing benefits for physically challenged (Handicapped) children The benefit under the scheme shall be applicable subject to the fulfillment of the following conditions besides minimum percentage as prescribed in the Table-II in the Cash Award Scheme-2007. 1. The benefit shall be applicable to the following three categories of disabilities: (i) Blindness or low vision; (ii) Hearing impairment and (iii) Locomotor disability or cerebral palsy (includes all cases of orthopaedically handicapped persons) 92

2. The benefit shall be admissible for disability of 40% or above. 3. An attested copy of certificate of disability issued by State / Central Govt. Hospital or a competent authority as per reservation for physically handicapped persons shall be enclosed by the applicant along with the application for cash award. 3.5 Guidelines for setting up/ upgrading/refurbishing Guest Houses and hiring of Rent Free Accommodation Guest House: 1. Situations in which Guest House(s) may be set up Guest house may be set up in any of the following situations: (i) Where there is no departmental guest house; (ii) Where existing departmental guest house(s) are not adequate to meet the demand for accommodation; (iii) Where accommodation in the existing guest house(s) is not available for one or more category of officials. 2. Accommodation for housing the Guest House Guest houses may be set up in any of the following ways: A. In Government owned office building: (i) Where guest house is a part of the building; (ii) Where accommodation can be spared for the guest house from the available space. In this case proper justification about sparabilty of space should be provided; B. Rented office building: (i) For housing Guest House in a rented building specific permission of the Competent Authority should be taken. Ministrys letter F.No. 207/44/97- Ad.VIII (EC) dated 0204-1998 refers. (ii) Lease period left should not be below 3 years. C. In Residential complex: (i) Where accommodation for a guest house is in original plan; 93

(ii) By converting residential flats into a guest house if the Estate Officer certifies that conversion of residential flat(s) will not affect adversely demand of residential flat at the station. D. In accommodation purchased/ leased on rent for a guest house: By hiring accommodation in terms of welfare rule 2(d) which reads as Construction/hiring/leasing of holiday homes in places of tourist/pilgrimage interest and departmental guest house in Metropolitan cities and other important cities for the use of departmental staff. 3. Suggested Scale of Accommodation:
S.N. Category of Officials 1A 1B 2. 3. 4. Officers in the rank of Commissioner and above Other Group-A officers Group-B officers Group-C Executive and Ministerial Officers Other Officers Type of accommodation A.C. suite with ante room and attached toilet/bath room A.C. room with attached toilet/bath room A.C. room with attached toilet/bath room Air cooled rooms with attached toilet/ bath room.* Air cooled rooms/ dormitory preferably with attached toilet.*

* In case of constraints of space rooms with common toilet/ bathroom may also be considered.

4. In the interest of creating convivial environment in the Guest Houses, preferably there should be separate Guest House for each Sl.no. as given in table above. However, for reasons of economy and/or constraints of space categories 2, 3 and 4 may be combined to the extent required. 5. Number of rooms in the Guest House should be fixed after considering the load on account of touring officers and status of the station as a place of tourist attraction. 6. As far as possible Guest House should be set up for all categories of officers in the station. 7. Funds for civil works in connection with repairs, modifications 94

of the government building are not provided from the welfare fund. Such funds need to be obtained from the Ministry as a normal budgetary grant. Such civil works should be got done through CPWD or other agencies as provided in the rules. Minor modification in private buildings should be got done from the landlord before hiring it. Nature of support from the Welfare fund shall remain restricted to furnishings, gadgets and cutlery etc. 8. Canons of financial propriety, provisions of GFR and any other instructions/ guidelines of the government for incurring the expenditure shall be followed to incur expenditure from the assistance provided from the welfare fund. 9. Additional Guest House (i) More than one Guest House(s) may be set up if the existing facilities are not sufficient to meet the demand. Existing guest house being under control of some other administrative authority under the CBEC shall not be an acceptable reason for considering additional Guest House. (ii) Proposal for additional Guest House should be sent giving full information on existing Guest Houses and arrangements for rent-free accommodation, if any, in hotels, number of rooms for different categories of officers, occupancy position of the existing facilities in terms of room nights for last two years, number of additional rooms for different categories of officers. (iii) Sketch/ lay out plan of proposed accommodation should be forwarded along with the proposal. 10. Refurbishing/ Up-gradation of existing Guest Houses (i) Proposal for up gradation of Guest House may be forwarded in line with these guidelines. (ii) Replenishment of various items can also be considered as under: a) For perishable items like mattresses, bed sheets, pillow covers, blankets / quilts, towels, curtains, carpets, buckets etc., dining set/ crockery, etc. after the items have become unworthy of use. It is expected that these 95

items shall be able to last for at least one year. A certificate to this effect should be sent with the proposal. b) For durable item proposal can be considered after the items become obsolete, unserviceable or beyond economical repairs. The items should be first condemned after following the procedure prescribed in the GFR. 11. A Model List of provisions The Guest House may be provided with the following items: (A) Rooms/Suite
S.N. Item VIP AC suite AC room Non AC room (air cooled) 1 1 2 2 2 chairs, 1 table 1 set 1+1 set 2+2 1 1 As required As required 1 As required 2+2 1 As required Approx. Amount (Rs.) per Unit/Set 30,000/5,000/30,000/20,000/15,000/5,000/5,000/30,000/5,000/2,000/5,000/10,000/2,000/2,000/5,000/1,000/5,000/5,000/5,000/500/250/4000/1,000/- for Non-AC room 2,000/ for VIP suite/AC room

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23.

AC Air Cooler TV Refrigerator- small Double Bed Single Beds Cupboard Sofa Set Study Table Study Chair Easy Chairs with Table Mattresses Bed sheet with Pillow covers Blanket/Quilt Dressing Table Room Heater Curtains / Blinds Carpet Geyser Buckets etc. Towels DTH TV connection Misc. Items: Wall \ clock, Table lamp,\ paintings/wall hangings

1 1 1 1 1 2( 1 for ante room) 1 1 1 set 1 +1 set 2+2 1 1 As required As required 1 As required 2+2 1 As required

1 1 1 1 1 1 1 1 set 1+1 set 2+2 1 1 As required As required 1 As required 2+2 1 As required

Total Amount (Rs.) Say (Rs.) (per suite/room)

2,17,500 r.off to 2,20,000 2,10,000

1,67,500r. off to 1,70,000

1,09,500r. off to 1,100,000

96

(B) Drawing Room/ Dining Hall

S.N. Item 1. 2 3. 4. 5. 6. 7. 8. 9. ACs Dining Table TV Sofa set Carpet(as required) Dining set, Crockery, cutlery etc Coffee table/ Tepoy- small table DTH TV connection Wall Clock, Table lamp, Paintings, Wall hangings TOTAL Qty. Depending on size of room 1 1 2 As required 1 1 As required Amount in Rs. 50,000/30,000/30,000/50,000/25,000/15,000/5,000/4,000/5,000/-

2,09,000/- rounded off to 2,10,000/-

C) Kitchen
S.No Item 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Refrigerator Gas connection with Gas Burner Microwave Oven Cooking utensils Water cooler with water filter Qty. 1 1 1 As required 1 Approx. amount (Rs.) 20,000/5,000/10,000/5,000/10,000/5,000/10,000/5,000/5,000/5,000/5,000/2,000/-

Buckets, Water storage Tank, etc. As required Exhaust chimney Mosquitoes/ Insects repellant Fire extinguisher Grinder Mixer/Juicer Electric Toaster TOTAL 1 1 As required 1 1 1

87,000/- r. off to Rs.90,000/-

Note: Above lists and prices are indicative only. The actual requirement/number may vary depending on the facts of each case.

97

12. Amount of financial assistance: The total amount of financial assistance shall be worked out based on above scales. The field offices should decide on their needs and prepare estimates after obtaining rates as per prescribed instructions in the GFRs. A note on how the rates have been ascertained along with a copy of the rates should be part of the proposal. 13. Rules for Allotment: The guest houses shall be governed by the Departmental Guest House (Indian Customs and Central Excise) Rules 2007. Allotment Rules Departmental Guest House (Indian Customs and Central Excise) Rules 2007 (i) These rules may be called the Departmental Guest House (ICE) Rules, 2007. (ii) They shall come into force immediately on issuance. (iii) In these rules unless the context otherwise requires:Guest House includes Holiday Homes, rent free accommodation arranged by the department and any club with residential facility set up by the department; Department means the CBEC and its attached/ subordinate offices; (iv) Allotment of the Guest House shall be made by an allotting authority specified by the Chief Commissioner in whose jurisdiction the Guest House is set up. In case of difficulty where the guest house(s) and/or the rent-free accommodation are in jurisdiction of more than one Chief Commissioner the matter may be decided among the Chief Commissioners. (v) The Guest House shall remain under control of the Estate Officer or the Head of office in charge of the building in which they are situated. (vi) The Directorate of Logistics entrusted with the welfare function shall be the overseeing authority for administration of Guest House. The Directorate shall issue such administrative 98

instructions as considered necessary for proper administration, maintenance and up keep of guest house. (vii) Room entitlement for various categories of officers shall be as follows:
S.N. Category of Officials 1. 2. 3. 4. 5. Officers in the rank of Commissioner and above Other Group-A officers Group-B officers Group-C Executive and Ministerial Officers Other Officers Type of accommodation A.C. suite with ante room and attached toilet/bath room A.C. room with attached toilet/ bath room A.C. room with attached toilet/ bath room Air cooled rooms with attached toilet/ bath room.# Air cooled rooms/ dormitory preferably with attached toilet.#

# subject to availability of accommodation.

(viii) Application for allotment should ordinarily be sent to the allotting authority at least 7 days prior to the date on which the guest house accommodation is required ** . In case of urgent visits and emergencies, the controlling officer may exercise discretion in allotting guest (ix) Order of priority: Allotment should be made in the following order of priority: First priority to the officials on departmental duty; Second priority to the serving departmental officials on private visit; Third priority to officers on duty of other offices who provide their Guest House facility to our department. Fourth priority to retired departmental officials; Fifth priority to guests of departmental officials. (x) The allotting authority shall allot the accommodation three days prior to the intended date of stay strictly according to the order of priority as above and the date of receipt of applications 99

irrespective of rank. In cases where requests are received at the same time from two officials of the same category, priority of allotment should be given to the senior officer. In the event of the seniority being the same priority may be given to the officer who application is received first. *** However one third of the rooms in a particular category may be allotted earlier on receipt of request to enable the officers plan their journeys. Where a facility is set up primarily as a holiday home the advance booking may be extended to two third of the total number. (xi) Period of stay (I) For serving departmental officials: (a) On official tours for the duration of the tour; (b) On private visits up to a max. of 3 days; Extension for further 2 days may be given on request if there is no demand for accommodation; (c) In case of transfers room charges will be as under: (i) For stay up to one month: at normal rates as per the guidelines (ii) For stay exceeding one month but up to 3 months: 50% of HRA admissible. (iii) Stay beyond 3 months may not be allowed. (d) In case of medical treatment at out-stations, departmental officials or their dependent family members, may be allowed to stay for period of treatment. (II) Other Officers: For a maximum of 3 days. (xii) An officer shall not be permitted to occupy the guest house situated at his/her own HQ except when the officer is on transfer or returning from long leave (more than 1 month). In case of returning from leave, guest house accommodation may be provided for a period not exceeding seven days. (xiii) In case of an accommodation being vacant, an officer may be allotted accommodation of one level higher. Similarly subject to 100

willingness of the officer he may be allotted any lower level accommodation. (xiv)Room Charges: Room charges for the Guest House shall be as follows:
Officers/Guests Class of city Type of accommodation AC Suite Charges/Fee per day (Rs) On duty (25% of DA) On private visit (20% extra) AC Room Charges/Fee per day (Rs) On duty (20% of DA) On private visit (20% extra) 55 45 Air cooled room Charges/Fee per day (Rs) On duty On (15% private of DA) visit (20% extra) 25 20 30 25

Departmental officers

A-1A, and specially expensive localities B-1, and expensive localities. Others A-1 A, and specially expensive localities B-1, and expensive localities Others

65 55

80 65

45 35

45 35

55 45

30 25

35 30

15 10

20 15

Other officials of Central/State Govt./PSU/ public sector Bank ( room charges double the rates applicable to departmental officials on duty) Guests of departmental officers(room charges 20 % extra of rates applicable to departmental officials on private visits)

130 110 90 70

90 70 60 50

50 40 30 20

A-1A, and specially expensive localities B-1, and expensive localities Others

95 80

65 55

35 30

65 55

45 35

25 20

N.B. The proposed rates are inclusive of Service charge, charges for Air-conditioners, Heaters, Geyser etc., but do not include charges for breakfast/ meals

14. Running of Guest House (i) A Committee should be formed for running/maintenance/ care taking of guest house. (ii) No funds shall be sanctioned for wages/salary of staff engaged for running the Guest House and kitchen. 101

(iii) Receipts from room charges should be used for meeting recurring and maintenance expenses of guest house. (iv) The occupants are required to pay in cash without fail, to the officer-in-charge, the room charges/fee and other charges due, before they vacate the guest house. Any damage to furniture, crockery, fixture or fittings caused by a guest shall be charged separately in addition to the rent. In case of dispute, decision of the Commissioner, having the responsibility of maintenance/ up keep/running of the guest house shall be final. 15. Records to be maintained The following details should be maintained in the records of Allotment Register: (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) (xi) Name & Designation, Commissionerate/Office, Place of posting, Telephone numbers (office/residence/mobile) official/private visit, Date of arrival, Date of departure, period of stay, Type and number of rooms, Room charges/fee per day, Room charges/fee paid,

(xiii) Receipt number, (xiv) Signature of visitor. In case of dependent/guest of a departmental official, mention name, relationship, address (office and residence), telephone number, and purpose of visit of dependent/guest also. 16. Internal Audit: Internal audit should be carried out yearly (financial year) and report to be sent to Directorate of Logistics by 30th April. Points 102

to be covered during internal audit are given in Check List for Auditors. 17 Accommodation arrangements with Hotels (i) To meet sudden demands, in Commissionerates on account of conferences/ meetings involving wider participation or at places of tourist attraction, arrangements for rent-free accommodation in Hotels may be made. (ii) Such arrangements may be made preferably with hotels run by the Centre/State Corporations or run by reputed private groups. (iii) First preference should be given Centre / State to hotels run by

Tourism Corporations. Arrangements with private hotels shall be considered in case hotels run by State Govt. Tourism Departments are not available or not suitable for reasons of their location, facility, terms and conditions for rent-free accommodation. (iv) The number of room nights contracted shall be estimated so that expected utilization is in the range of 80% to 90%. Hotel should agree to provide 2 rooms at any point of time and 5 rooms on requisition 7days in advance from the date of occupancy. Rooms selected for hiring should be comfortable. Luxurious rooms should not be selected for hiring. (v) The scheme for making advance deposits with the hotels should be considered only for state owned hotels. The amount of interest-free deposit shall be estimated on the basis of interest that will accrue to the hotel from the prevailing interest rate on fixed deposit. The amount of interest accruable divided by the number of room nights i.e. notional room rent per room night should be reasonable compared to the room rents prevailing in the city. Alternatively, it may also be considered that instead of depositing money with a private hotel, the agreed amount may be kept in a fixed deposit, in the name of the concerned Commissioner of Central Excise, or Customs as the case may be, and payment towards rent may be made on 103

quarterly basis from the interest accrued on such fixed deposit. Regarding payment of rent, scale of entitlement for the type of room to be allotted may be kept in mind. (vi) In case of hotels run by private groups payment of rent in quarterly installments should be preferred. Rent for a quarter can be deposited in advance subject to getting a Bank Guarantee of the same amount. (vii) Discount on food should also be sought while making the arrangements. (viii) Rent-free accommodation shall be selected by inviting tenders / quotations following GFR-2005. Agreement for rent free accommodation shall be reviewed yearly for continuation/renewal on the basis of occupancy position. Any of the guidelines proposed may be relaxed by the Governing Body on merit in deserving cases.

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Check Lists
(A) For setting up a new guest house 1. Is there any departmental guest house or rent-free accommodation arrangements in the same city/town? 2. Justification for setting up of departmental guest house giving number of visitors and inadequacy of accommodation available, if any, as mentioned at 2 above. 3. Where guest house is proposed to be set up? 4. For Govt. owned office building give justification if accommodation is not in building plan. 5. For rented office building enclose copy of Ministrys permission and mention period of rent lease (from to ). 6. For residential colony, in case of conversion of nonearmarked flats for guest house, enclose copy of permission from allotment authority and certify the period since when the said flat(s) have been lying vacant and there will be no adverse effect for allotment of said flats, as a guest house. 7. For accommodation purchased/leased for guest house, mention location, area, address etc. 8. Enclose pen sketch/ lay out plan of proposed guest house accommodation been enclosed? 9. Mention Type and number of suites/rooms available in the proposed set up. 10. Mention authority for allotment of accommodation in guest house. Give address, telephone number etc. of the concerned officer selected for allotment. 11. Whether a Committee has been formed for running/ maintenance/care taking of the guest house? Mention its members. 12. Indicate arrangements made for running of guest house on self sustaining basis. 13. Mention if the proposal has been recommended by the 105

Advisory Committee formed as per Directorates letter no dated 14. Whether amount of financial assistance sought is based on competitive rates as per GFR-2005 rules? Enclose copies of quotations/ rate list for items to be purchased. (B) For additional Guest house 1. Give following details of existing guest house and rent-free accommodation in the same town/city. (i) Address, (ii) Date since when established, (iii) Amount of previous financial assistance (iv)Type wise number of different suites/rooms available, (v) Occupancy position during last 3 years. 2. Whether justification for additional requirement of guest house is given? 3. Where guest house is proposed to be set up? 4. For Govt. owned office building give justification if accommodation is not in building plan. 5. For rented office building enclose copy of Ministrys permission and mention period of rent lease (from to ). 6. For residential colony, in case of conversion of non-ear marked flats for guest house, enclose copy of permission from allotment authority and certify the period since when the said flat(s) have been lying vacant and there is no demand for allotment of said flats. 7. For accommodation purchased/leased for guest house, mention location address. 8. Has pen sketch lay out plan of guest house accommodation been enclosed? 9. Mention Type and number of suites/rooms proposed to be set up. 10. Mention authority for allotment of existing accommodation in guest house. Give address, telephone number etc. of the concerned officer for allotment. 11. Whether a Committee has been formed for running/ 106

maintenance/ care taking of the existing guest house? Mention its members. 12. Indicate arrangements made for running of existing guest house on self sustaining basis. 13. Mention if the proposal has been recommended by the Advisory Committee formed as per Directorates letter no dated 14. Give details of previous sanctions for setting up and refurbishing/ up gradation thereafter. Mention whether Utilization certificates have been furnished to the Directorate and unspent amount, if any, has been refunded. 15. Whether amount of financial assistance sought is based on competitive rates as per GFR-2005 rules? Enclose copies of quotations/ rate list for items to be purchased. (C) For refurbishing of existing guest house 1. Give following details of existing guest house and rent-free accommodation in the same town/city. (i) Address, (ii) Date since when established, (iii) Amount of previous financial assistance (iv)Type wise number of different suites/rooms available, (v) Occupancy position during last 3 years. 2. Whether utilization certificate of previous sanction has been furnished and balance amount, if any, refunded to the welfare fund? 3. Mention authority for allotment of existing accommodation in guest house. Give address, telephone number etc. of the concerned officer for allotment. 4. Whether a Committee has been formed for running/ maintenance/care taking of the existing guest house? Mention its members. 5. Indicate arrangements made for running of existing guest house on self sustaining basis. 6. Whether list of items to be replaced has been enclosed? 7. Mention if the proposal has been recommended by the Advisory Committee formed as per Directorates letter no dated 107

8. Whether amount of financial assistance sought is based on competitive rates as per GFR-2005 rules? Enclose copies of quotations/ rate list for items to be purchased. (D) For Internal Auditors 1. Whether an official has been made officer-in-charge for receipt/accounting/custody of goods and materials purchased for Guest House? If No, an official may be designated so for this purpose. 2. Whether a separate dead-stock register for fixed assets such as furniture, fixtures, gadgets etc. purchased for Guest House from sanctioned amount from Welfare Fund or from other funds is maintained? 3. Whether a record of items of perishable nature is being maintained separately in the dead stock register? 4. Whether the physical stock available in the Guest House tallies with the records. Mention the discrepancies, if any, in the audit report. 5. Disposal of goods: Has any item been declared surplus or obsolete or unserviceable in the Audit year? If Yes, manner in which they were disposed off. 6. Whether Allotment register is maintained for allotment of rooms and receipts of room rent being charged issued? Receipt number, date and amount should be mentioned in the register. 7. Check that the following entries in Allotment register are made: (i) Name, (ii) Designation, (iii) Basic pay Scale, (iv) Commissionerate and place of posting, (v) Purpose of visit- official/personal, (vi) Dates of check-in and check-out (vii) number of days of occupancy, (viii) room rent charged, (ix) Receipt number and date. 8. Whether a statement of accounts for the audit year has been prepared? Mention about viability of running of the Guest House. 108

9. Whether the facility is under utilized/optimally utilized or whether the facility is inadequate to cater to demand? Mention the occupancy in total number of room nights occupied during the audit year for each type of room. 10. Internal audit report should contain a para on overall functioning / performance of the Guest House including occupancy position and suggestions for bringing further improvement. 11. Copy of Internal audit report to be sent to Directorate of logistics by 31st March every year for inclusion in the Annual Report on the performance of Welfare funds being submitted to the Governing Body. 3.6 Norms/ Guidelines for grant of financial assistance for setting up Canteen/ Kitchenettes in Commissionerates (A) For setting up new canteens 1. The minimum staff strength requiring a canteen facility should be 50 (including all categories of staff). 2. Office requiring canteen facility should own the building i.e. building should be departmental or it should be on a long term lease. 3. No funds will be sanctioned for Canteens in make shift buildings or buildings on short term rental basis. 4. Cases where other Central govt. officers not having any canteen are housed in the same building will be given priority to ensure running of a canteen and its profitability. 5. Proposal shall be accompanied with a sketch layout plan of the accommodation where proposed canteen is to be set up. 6. No post shall be sanctioned for running the canteen. 7. No funds shall be sanctioned either from the Welfare Fund or in the regular budget for meeting recurring expenditure such as consumables or wages salary of manpower/ staff for running the canteen. The canteen should be self supporting. 109

8. Complete details as to how canteen will be run (i.e. whether by outsourcing or run by the Commissionerates existing canteen staff) should be provided along with the proposal. 9. A Committee consisting of Commissionerates staff/ officials representing different categories should be formed to supervise/monitor running of canteens for their smooth/ efficient/ profitable functioning. 10. Amount of financial assistance
S.No. Total staff strength i ii iii iv Above 500 250 to 500 100 to less than 250 50 to less than 100 Max. Financial assistance (Rs.) 5,00,000/- or actual whichever is less 3,00,000/- or actual whichever is less 2,00,000/- or actual whichever is less 1,50,000/- or actual whichever is less

Financial assistance for special equipments like mechanized vegetable cutter, Dish washing machine, mechanized Floor cleaning equipment, System etc., that may become available in market and will be helpful in reduction of manual labour and time consumed in handling large quantities, fuel efficient and hygienic cooking, and water conservation etc. will be considered on case to case basis on merits. Any of the above conditions may be relaxed by the Governing Body in deserving cases, as per merits of individual case. (B) For refurbishing of existing Canteens The items provided at the time of setting up of a new canteen are subject to wear and tear. These items require replacement after 5 years or more. The following guidelines are proposed for refurbishing of existing canteens. 1. All applications must be accompanied with details of expenditure incurred in refurbishing of the Canteen from Welfare Fund and sources other than Welfare Fund during the last five years. 2. Financial assistance for refurbishing of a canteen shall be 110

considered after five years or more of the initial setting up of the canteen. Subsequent refurbishing shall be considered after 5 years or more after the previous sanction. 3. No funds shall be sanctioned either from Welfare Fund or in the regular budget for meeting recurring expenditure such as consumables or wages/salary of manpower/staff for running the canteen. 4. A Committee consisting of Commissionerates staff/officials representing different categories should be in existence to supervise/monitor running of canteens for their smooth/ efficient/profitable functioning. 5. Amount of financial assistance:
S. No. Total staff strength i Above 500 Max. Financial assistance (Rs.) Shall be considered on case to case basis by the Governing Body 1,50,000/- or actual whichever is less 1,00,000/- or actual whichever is less 75,000/- or actual whichever is less

ii iii iv

250 to 500 100 to less than 250 50 to less than 100

Financial assistance for special equipments like mechanized vegetable cutter, Dish washing machine, mechanized Floor cleaning equipment, Steam cooking system etc., that may become available in market and will be helpful in reduction of manual labour and time consumed in handling large quantities, fuel efficient and hygienic cooking, and water conservation etc. will be considered on case to case basis on merits. Any of the above conditions may be relaxed by the Governing Body in deserving cases, as per merits of individual case. (C) Guidelines for Kitchenettes at offices (staff strength 6 to 24) 1. There should not be any canteen facility in the same building or in the vicinity. 2. No post shall be sanctioned for running such arrangement.

111

3. No funds shall be sanctioned either from Welfare Fund or in the regular budget for meeting recurring expenditure such as consumables or wages/salary of manpower/staff or for raw materials for running such arrangements. 4. Such arrangements should be run on self sustaining basis including expenses on replacement of crockery. 5. I/C of office shall be responsible for smooth running of the arrangement and inventory of items provided. 6. Replacement of items other than crockery only shall be considered after 5 years or more after the previous sanction. Estimation of cost of items for arrangements of tea/coffee and light snacks at smaller offices (staff strength 6 to 24) S.No. 1. 2. 3. 4. 5. 6. ITEM Fridge 165-200 lt. Gas Connection Gas Stove Oven/Hot case Cooking utensils Crockery TOTAL Approx. Cost (Rs.) 15,000/5,000/5,000/5,000/2,000/3,000/35,000/-

Guidelines for Kitchenettes at offices (staff strength 25 to 49) 1 There should be suitable accommodation available for sitting arrangements for staff in Tiffin Room otherwise only Kitchenette facility will be provisioned. There should not be any canteen facility in the same building or in the vicinity. No post shall be sanctioned for running such arrangement. No funds shall be sanctioned either from Welfare Fund or in the regular budget for meeting recurring expenditure such as consumables or wages/salary of manpower/staff or for raw materials for running such arrangements. 112

2 3 4

5 6 7

Such arrangements should be run on self sustaining basis including expenses on replacement of crockery. I/C of office shall be responsible for smooth running of the arrangement and inventory of items provided. Replacement of items other than crockery only shall be considered after 5 years or more after the previous sanction.

Estimation of cost of items for arrangements of tea/coffee and light snacks at smaller offices ( total staff strength 25 to 49) S.No. 1. 2. 3. 4. 5. 6. 7. ITEM Fridge 165-200 lt. Gas Connection Gas Stove Oven/Hot case Cooking utensils Crockery Tables / Chairs TOTAL Approx. Cost (Rs.) 15,000/5,000/5,000/5,000/2,000/3,000/15,000/50,000/-

Estimation of cost of items for setting up a new Canteen

S.No. ITEM Approx. cost (Rs.) For Staff Strength of (250-500) (100-250) (50-100) 30,000/30,000/20,000/5,000/5,000/5,000/20,000/20,000/10,000/10,000/10,000/5,000/10,000/10,000/10,000/5,000/5,000/5,000/5,000/5,000/5,000/10,000/7,000/5,000/30,000/20,000/10,000/5,000/5,000/3,000/5,000/5,000/3,000/10,000/7,000/5,000/

1 2 3 4 5 6 7 8 9 10 11 12

Fridge Gas Connection Burner Cooking Range Single Burner Cooking Range Hot Case/ Oven Grinder Mixer Working Table/ Board (Kitchen) Water Cooler & Aqua Guard Water storage containers/Tank Raw material containers Cooking utensils

113

S.No.

ITEM

13. 14 15 16 17 18 19 20 21 22 23 24 25

Idly steamer Dosa plate Electric water boiler / Tea/coffee vending machine. Cutleries Plates, spoons, bowls, etc Crockery, Trays, etc. Service Counter Coupon counter Cupboards Tables & Chairs Exhaust chimney Fire Extinguisher Insect repeller TOTAL rounded off to

Approx. cost (Rs.) For Staff Strength of (250-500) (100-250) (50-100) 10,000/7,000/5,000/10,000/7,000/5,000/10,000/7,000/5,000/5,000/10,000/10,000/20,000/10,000/10,000/50,000/20,000/10,000/10,000/3,30,000/3,00,000/5,000/7,000/7,000/15,000/7,000/5,000/30,000/15,000/10,000/5,000/2,56,000/2,00,000/3,000/5,000/5,000/10,000/5,000/5,000/15,000/10,000/10,000/5,000/1,74,000/1,50,000/-

SUMMARY- FINANCIAL ASSISTANCE FOR CANTEENS

Staff strength Canteen/Tiffin Room or Kitchenette Canteen Max. financial assistance for setting up, (Rs.) 5,00,000/- or actual which ever is less 3,00,000/- or actual which ever is less 2,00,000/- or actual which ever is less 1,50,000/- or actual which ever is less 50,000/- or actual which is less 35,000/- or actual which is less Max. financial assistance for refurbishing (Rs.) 2,50,000/- or actual which ever is less 1,50,000/- or actual which ever is less 1,00,000/- or actual which ever is less 75,000/- or actual which ever is less 25,000/- or actual which ever is less 17,500/- or actual which ever is less

above 500

250 to 500

Canteen

100 to 249

Canteen

50 to 99

Canteen

25 to 49

Tiffin Room

6 to 24

Kitchenette

114

Check List for Canteens/Tiffin Room/Kitchenette

(A) For setting up a new Canteen/Tiffin room/Kitchenette: 1. Date of establishment of office. 2 3 4 Number of staff strength Whether building where facility is required is departments owned building or rented on long term lease? Details of departmental offices and others with their staff strength in the same Building/Block or in the immediate vicinity. Is there some other canteen/Tiffin room functioning in the immediate vicinity or in the same Building/Block? Whether suitable accommodation is available for setting up of new canteen/Tiffin room? Sketch lay out plan of the accommodation where facility is proposed. What is the present arrangement of catering? What are the pressing reasons that the present arrangement cannot be continued?

5 6 7 8 9

10 If there is any change in the sanctioned strength or relocation of other offices in the same Building/Block? 11 Details of arrangements how facility will be run. Whether by outsourcing or by commissionerates own arrangements? 12 Whether a Committee has been formed for running/ supervision of the facility? If so details to be given. 13 What is the one time expenditure required to open the canteen or Tiffin room/Kitchenette? 14 What is the estimated recurring expenditure and how it is proposed to be met? 15 What are safety measures/fire fighting arrangements? 115

(B) For refurbishing of existing canteens/Tiffin rooms/ kitchenette 1. Date of establishment of existing Canteen. 2. Details of previous sanction(s) from Welfare Fund and/or from other fund: (a) Amount of sanction, (b) Date of sanction, (c) List of items/gadgets purchased form the Welfare Fund or regular budget, (d) List of items available presently. 3. Whether utilization certificate of earlier sanction(s) has been forwarded and un spent amount, if any, refunded?

4. Whether performance report on functioning/ utilization of facility enclosed? 5. Whether Internal Audit/CAG Audit of the facility carried out? If yes, a copy of report to be enclosed. 6. Whether refurbishing has been approved/recommended by the Canteen Committee and Advisory Committee? 7. Whether List of items with their date of purchase which are proposed for replacement for refurbishing has been enclosed? If any special gadget is included in the list and justification for the same has been furnished? 8. Increase in number of staff strength, if any, from the time the present canteen was established. 9. Whether cost of items is competitive based on quotations/ tenders? Copies of quotations/tenders to be enclosed.

10. What are safety measures/fire-fighting arrangements? 116

Check list for Auditors for internal audit of Canteens set up/refurbished by grants from Welfare Fund:
1. Whether utilization certificate of earlier sanction, if any, has been sent? Yes / No / Not applicable. If yes, yes attach a copy. If not, reason for delay. 2. Whether purchase / procurement procedure has been as per GFR, 2005. 3. Whether an official has been made officer-in-charge for receipt/ accounting/custody of goods and materials purchased for Canteen? If Yes, mention name and designation of the official in the report. 4. Whether a separate dead-stock register for fixed assets such as furniture, fixtures etc. purchased for Canteen from sanctioned amount from Welfare Fund or from other funds is maintained? 5. Whether a record of items of perishable nature like crockery etc. is being entered separately in the dead stock register? 6. Whether the physical stock available in the Canteen tallies with the records. Mention the discrepancies, if any, in the audit report.

7. Disposal of goods: Has any item been declared surplus or obsolete or unserviceable in the Audit year? If Yes, manner in which they were disposed off. 8. Figure of total sales of food items and beverages during the year. 9. Whether the facility is under utilized/optimally utilized or whether the facility is inadequate to cater to all members? 10. A descriptive para on overall functioning/performance of the Canteen and suggestions for bringing further improvement. 11. Any other comments/matter required to be brought to the notice. 12. Copy of Internal audit report to be sent to Directorate of logistics by 31st March every year, the abstracts of which will be included in the Annual Report on the performance of Welfare funds being submitted to the Governing Body.

117

3.7 Norms/Guidelines for grant of Financial Assistance from Welfare Fund for setting up of Crche in Commissionerates Crche Centre will provide day-care services for the children of departmental women officer/staff. Norms for age group of children, number of children, accommodation/space, facilities to be created, caretaking and safety/security of children, monitoring/ supervision of running of Crche amount of financial assistance for setting up of new Crche, refurbishing or up gradation of existing Crches are proposed as under: (a) Age Group and minimum number of children: 1. Crche facility should be set up for children in age group of 90 days to 10 years. 2. Number of children requiring Crche in the age group as given at 1 above should be 5 or more. (b) Accommodation/ space : 1. Accommodation where Crche is proposed to be set up should be appropriate for number of children needing Crche facility. Crche Centre should have a minimum space of 6-8 sq. ft. per child to ensure that they can play, rest, and learn without any hindrance. 2. The Centre should be well lighted with adequate ventilation. 3. The Centre should have clean toilet and sanitation facility for small children. 4. There should be adequate safe play area outside the Centre. 5. The Centre should have a safe and regular drinking water arrangement. 6. There should be a small kitchen or cooking area for warming/preparation of food for children. Kitchen/ cooking area must be located at a place which is away from the activity area of the children to avoid accidents. 118

(c ) Facilities for children : 1. There should be sleeping facilities for children. 2. Essential play material and teaching and learning material must be available to meet the needs of preschool children. 3. The Centre must be equipped with basic First Aid kit containing pediatric medicines for common ailments like fever, vomiting etc. and ointments, disinfectants, band aids, cotton wool etc. for minor injuries. (d) Care taking/security/safety of children: 1. There should be proper arrangements for trained or experienced Ayahas for taking care of children. 2. The centre should have a chowkidar for safety and security of children. 3. Responsibility should be assigned to a designated staff/ officer to maintain stock/record of the equipments/items provided to Creche. Arrangements for annual verification of equipments/items should also be in place. (e) Monitoring/supervision/running of Crche: 1. A Committee having a representative from the women employees requiring Crche facility should be formed for supervision and smooth running of the Crche. 2. Crche should be run on self-sustaining basis. A monthly fee may be charged from the employees availing the Crche facility for meeting the running expenses. 3. Along with the proposal for setting up of a Crche, Commissioner should specify fee to be charged in terms of number of children to meet running expenses. Possibility of entering into contract with a Service provider may also be explored following due procedure.

119

(f) Financial assistance: (i) For setting up a Crche: An illustrative List of items to be provided for setting up a crche at an approximate estimated cost shall be as given in the List of items. For setting up a Crche, amount of financial assistance shall be decided according to number of items and type of item to be provided as per number of children. No financial assistance from Welfare Fund or from regular budget for paying wages of Ayahas and Chowkidar and any other miscellaneous expenses shall be admissible for running the Crche. No funds shall be provided for Civil/Electrical works for setting up a Crche. Apart from items mentioned in Annexure2' any other item necessary may be considered on merit on case to case basis.

(ii) For up gradation of existing Crche : 1. Request for financial assistance for up gradation (enhancing the capacity) shall be considered depending on the utilization and demand in terms of number of children. (iii) For refurbishing of an existing Crche : Items like crockery, utensils, Soft carpets, Toys, Mosquitoes net, mattresses, Bed sheets, Pillows, Towels, Toys, tricycles, Baby Walker etc. get worn out or broken over a period of time. Such items are required to be replaced after some time of their use. A period of 3 years is considered appropriate for replacement of such items. For replacement of other items such as Refrigerator, Colour TV, Washing Machine, Air Conditioner a period of 7 years is considered appropriate. 120

1. Financial assistance for refurbishing shall be considered after 3/7 years or more of setting up the Crche depending on the items required for replacement. 2. Amount of financial assistance shall be 50% of the sanctioned amount of items provided for setting up or actual, whichever is less. 3. The details of expenditure, if any, made during the years after setting up of Crche from any other source/regular budget will be taken into account while considering financial assistance for refurbishing. Such details should be furnished while seeking financial assistance for refurbishing. (g) For all purchases, procedure prescribed under GFR-2005 and CVC guidelines must be followed. List of Items
S. Item No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Color TV Music System Refrigerator Water Cooler with water filter Washing Machine (Fully automatic) LPG gas connection and Gas stove Microwave Oven Fire fighting gadgets Crockery, utensils, Thermos Flask etc. Air Conditioner (Split type) Unit cost (Approx.) Rs. 20,000/10,000/15,000/10,000/10,000/5,000/5,000/10,000/10,000/30,000/Scale at which items to be provided 1 1 1 1 1 1 1 As required up to Rs. 10,000/As required up to Rs. 10,000/as required depending on size of accommodation

121

S. Item No. 11. Room Heaters

Unit cost (Approx.) Rs. 1,000/-

Scale at which items to be provided as required depending on size of accommodation As required As required depending on size of accommodation 1 each per child up to age of 1 year 1 each per child for age group 1 to 12 years 2 (1+1) sets for each child As required As required

12. 13.

Inverter Soft Carpet

20,000/5,000/- per 100 sq. ft.

14.

Cradle

5,000/-

15.

Children Cot with Mosquitoes net Mattresses, Bed sheets, Pillows, Towels, Blanket Cupboards Wooden shelf, Table, Chairs, Shoe Rack etc. Toys, Books, tricycles, Baby walker etc. Vacuum Cleaner First Aid Box TOTAL

5,000/-

16.

6,000/-

17. 18.

5,000/20,000/-

19.

20,000/-

As required

20. 21.

10,000/2,000/2,24,000/-

1 1 rounded off to Rs. 2,25,000/-

Check List for Crche (A) For setting up a new Crche : 1. Date of establishment of office. 2. Number of women employee. 3. Number of children in age group of 90 days to 10 years. 4. Whether building where facility is required is departments owned building or rented on long term lease? 5. Whether minimum space at the scale of 6 to 8 sq.ft. per child is available? 122

6. Whether accommodation has proper provision for light and ventilation? 7. Whether facility of toilet and sanitation facility for small children is available? 8. If adequate safe play area outside the centre is available? 9. Whether adequate regular arrangement for supply of safe drinking water is available? 10. Whether kitchen facility is available? If yes, whether it is away from activity area of children? 11. How arrangements for Ayahas and Chowkidars for taking care of children and their safety are proposed to be made? 12. Whether a Committee formed for running/monitoring/ supervision of the facility having a representative of each category includes at least one women employee? 13. What are the proposed arrangements for running of the facility on self-sustaining basis? Indicate monthly fee to be charged from employee. 14. Whether a list of items along with cost, proposed to be purchased enclosed? 15. Whether above list is as per the requirement of number of children? 16. Whether costs of items are competitive based on quotations/ tenders? Copies of quotations/tenders to be enclosed. 17. Details of departmental offices and others with their staff strength in the same Building/Block or in the immediate vicinity. 18. Is there some other Crche functioning in the immediate vicinity or in the same Building/Block? 19. Sketch lay out plan of the accommodation where facility is proposed. 20. What is the one time expenditure required to set up the facility? 21. What is the estimated recurring expenditure and how it is proposed to be met? 22. What are safety measures/fire fighting arrangements? 123

(B) For up gradation/refurbishing of existing Crche: 1. Details of previous sanction(s) (a) Amount of sanction, (b) Date of sanction, (c ) List of items/gadgets purchased form the Welfare Fund or regular budget, (d) List of items available presently. 2. Whether utilization certificate of earlier sanction has been forwarded? 3. Whether Feedback report on assessment of functioning/ utilization of facility enclosed? 4. Whether Internal Audit/CAG Audit of the facility carried out? If yes, a copy of report to be enclosed. 5. Increase in number of children, in case of up gradation. 6. Whether a list of items along with cost, proposed to be purchased enclosed? 7. Whether above list is as per the requirement of increase in the number of children, in case of up gradation? 8. Whether cost of items are competitive based on quotations/ tenders? Copies of quotations/tenders to be enclosed. Check list for Auditors for internal audit of Crche set up/ refurbished by grants from Welfare Fund 1. Whether utilization certificate of earlier sanction, if any, has been sent? Yes / No / Not applicable. If yes, yes attach a copy. If not, reason for delay. 2. Whether purchase / procurement procedure has been as per GFR, 2005. 3. Whether an official has been made officer-in-charge for receipt/ accounting/custody of goods and materials purchased for Crche? If Yes, mention name and designation of the official in the report. 124

4. Whether a separate dead-stock register for fixed assets such as furniture, fixtures etc. purchased for Crche from sanctioned amount from Welfare Fund or from other funds is maintained? 5. Whether a record of items of perishable nature like Bed sheets, Towels etc. is being entered separately in the dead stock register? 6. Whether the physical stock available in the Crche tallies with the records. Mention the discrepancies, if any, in the audit report. 7. Disposal of goods : Has any item been declared surplus or obsolete or unserviceable in the Audit year? If Yes, manner in which they were disposed off. 8. Whether a register is maintained for charging of fee from parents of children and receipts of fee being charged issued? 9. Whether the facility is under utilized/optimally utilized or whether the facility is inadequate to cater to number of children? 10. A descriptive para on overall functioning/performance of the Canteen and suggestions for bringing further improvement. 11. Any other comments/matter required to be brought to the notice. 12. Copy of Internal audit report to be sent to Directorate of logistics by 31 st March every year, the abstracts of which will be included in the Annual Report on the performance of Welfare funds being submitted to the Governing Body. 13. Internal audit report should contain a para on overall functioning/ performance of the Crche indicating total number of children who availed the facility during the year and suggestions for bringing further improvement. 14. Copy of Internal audit report to be sent to Directorate of logistics by 31st March every year for inclusion in the Annual Report on the performance of Welfare funds being submitted to the Governing Body.

125

3.8 Guidelines/Norms for setting up/refurbishing of Gym./ Recreation/Sports facilities 1. Advisory Committee formed in Commissionerates for recommending financial assistance from Welfare Fund should make a survey and satisfy themselves and certify that adequate number of users availing different equipment/ gadget/machine/games, particularly cost intensive, to be provided under the facility proposed to be set up will be available for a period of 5 years or more to ensure that the such infrastructure created does not into disuse or idle, consequent to their creation. 2. Staff and/or their dependents should be registered individually for membership to avail one or more of the facilities separately (each indoor/outdoor games/sports and Gym.). 3. Appropriate membership fee for availing each facility should be charged on monthly/quarterly/half-yearly/yearly basis. 4. For running of a Gym., arrangements for using Gym. Equipment/gadgets under supervision of a qualified Trainer should be made to avoid/prevent and accidental injury to users who are not trained. 5. Arrangements for maintenance/repair of equipment particularly Gym. Should be made. 6. Running of sports/recreational/Gym. Centre should be on self-sustaining basis. 7. For better utilization by staff and their family members staff residential complexes/colonies should be given first priority for setting up Gym./Recreation/Sports facilities to the extent possible. 8. In Commissionerates or other places where there is no staff residential colony Gym./Recreation, facility may be set up in departmental buildings or in buildings on a long terms lease. 9. Sufficient suitable space/accommodation must be available for setting up a Gym./Recreation facility. 10. No funds will be sanctioned to creating facilities in make shift buildings or buildings on short terms rental basis. 126

11. No funds shall be sanctioned for any Civil/Electrical Works in connection with site preparation for the proposed facility. 12. No funds shall be sanctioned for meeting recurring expenditure such as consumables, maintenance of equipment/gadgets, or wages salary of manpower/staff for the facility. 13. Refurbishing/up gradation of the facility shall be considered after 5 years or more from the date of previous sanction. 14. Details of amount received and spent during last 5 years, if any, from regular budget or/and from DOPT/CRSB/or any other agency/organization to be given. 15. Amount of financial assistance
Purpose For setting up At Commissionerate HQ Rs. 4,00,000/- or actual whichever is less Rs. 2,00,000/- or actual whichever is less At places other than HQ Rs. 2,50,000/- or actual whichever is less Rs. 1,25,000/- or actual whichever is less

For refurbishing/up gradation after 5 years or more

16. Proposals for setting up of facilities like Lawn Tennis Courts, Swimming Pool, etc., involving substantial expenditure, in departments large residential complexes having flats more than 200 and where land is available for setting up such facility, shall be considered by the Governing Body on case to case basis on merit. 17. For all purchases, procedure prescribed under GFR-2005 and CVC guidelines must be followed. Any of the above conditions may be relaxed by the Governing Body in deserving cases, as per merits of individual case.

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List of items proposed for Gym./Recreation/Sports facilities and their costs

S.No. Item 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. Stepper Jogger Treadmill (motorized) Exer-cycle Balancer Height/Weight measuring equipment Seated Rowing Flat Bench with support Weight Lifting Rod Free Weights Dumb-bell Bench Press Z-Bar Vertical Knee (raise & dipping) Dual twister (seated & standing) Wrist curl High Let-pull down Belt Vibrator Rubber sheet Table-Tennis table Billiard Table Carron, Chess Board etc. Badminton Set Volley Ball Basket Ball Cards Table & Chairs Swings Slides Music System TV Water Cooler Total rounded off to Approx. Amount (in Rs.) 12,000/10,000/80,000/10,000/8,000/2,000/8,000/5,000/8,000/6,000/2,000/10,000/1,000/5,000/6,000/7,000/10,000/15,000/15,000/20,000/1,00,000/10,000/5,000/5,000/10,000/10,000/10,000/20,000/10,000/30,000/10,000/4,60,000/4,00,000/6,000/10,000/40,000/10,000/8,000/2,000/8,000/5,000/8,000/6,000/2,000/10,000/1,000/5,000/6,000/7,000/10,000/15,000/15,000/20,000/10,000/5,000/5,000/10,000/10,000/10,000/20,000/10,000/30,000/10,000/2,94,000/2,50,000/-

Note: This calculation is based on current prices taken from invoices received from Commissionerates.

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Check List for Gym./Recreation/Sports Centre

(A) For setting up a new Gym./Recreation/Sports Centre 1. Date of establishment of office. 2. Total staff strength. Number of staff who will avail the facility at least for 5 years or more. 3. Whether facility is proposed to be set up in Office/Residential Complex? 4. In case of office building, whether building where facility is required is departments owned building or rented on long term lease (period of lease)? 5. Details of departmental offices and others with their staff strength in the same Building/Block or in the immediate vicinity. 6. Is there some other such facility functioning in the immediate vicinity or in the same Building/Block? 7. Whether suitable accommodation/space is available for setting up of facility? 8. Enclose a sketch lay out plan of the accommodation/space where facility is proposed. 9. What is the present arrangement for such facility? 10. What are the pressing reasons that the present arrangement cannot be continued? 11. If there is nay change in the sanctioned strength or relocation of other offices in the same Building/Block, or increase in number of staff quarters/number of occupants, in case of up gradation? 12. Details of arrangements how facility will be run. Whether by outsourcing or by Commissionerates own arrangements? 13. Whether a Committee has been formed for running/ supervision of the facility? If so details to be given. 14. What is the one time expenditure required to set up the facility? 129

15. What is the estimated recurring expenditure and how it is proposed to be met? 16. What are safety measure/fire fighting arrangements? 17. What are the arrangements proposed for supervision of a qualified trainer? 18. How the maintenance/repair of machines/gadgets will be taken care of? (B) For up gradation/refurbishing of existing Gym./Recreation/ Sports Centre 1. Details of previous sanction(s) (a) Amount of sanction, (b) Date of sanction, (c) List of items/gadgets purchased from the Welfare Fund or regular budget, (d) List of items available presently. 2. Whether utilization certificates of earlier sanction has been forwarded? 3. Whether Feedback report on assessment of functioning/ utilization of facility enclosed? 4. Whether Internal Audit/CAG Audit of the facility carried out? If yes, a copy of report to be enclosed. 5. Increase in number of children, in case of up gradation. 6. Whether a list of items along with cost, proposed to be purchased enclosed? 7. Whether above lists is as per the requirement of increase in the number of users, in case of up gradation? 8. Whether cost of items is competitive based on quotations/ tenders? Copies of quotations/tenders to be enclosed. 130

Points to be covered during internal audit of Gym./ Recreation/ Sports Centre set up/ refurbished by grants from Welfare Fund 1. Whether utilization certificate of earlier sanction. If any, has been sent? Yes/ No/ Not applicable. If yes, attach a copy. If not, reason for delay. 2. Whether purchase/ procurement procedure has been as per GFR, 2005. 3. Whether an official has been made officer-in-charge for receipt/ accounting/ custody of goods and materials purchased for Canteen? If no, an official may be designated so for this purpose. 4. Whether a separate dead-stock register for fixed assets such as furniture, fixtures, gadgets etc. purchased for Gym./ Recreation/ Sports Centre from sanctioned amount from Welfare Fund or from other funds in maintained? If No, a separate deadstock registers to be made. 5. Whether a record of items of perishable nature like etc. is maintained in a separate register? If No, a separate register for perishable shuttle cocks/ balls etc items should be made. 6. Whether inventory for fixed assets is being verified at least once in a year? If Yes, whether goods/ material found in good conditions during physical verification and deficiencies/ surpluses, if any, noticed? Deficiencies/ surpluses investigated and brought to account? Copy of physical verification report carried out previously should be forwarded with the Internal audit report. It No, system of physical verification should be started. 7. Disposal of goods: If any item declared surplus or obsolete or unserviceable? If Yes, How disposal of the same has been done? Any amount recovered by way of auction/sale of obsolete/ surplus items should be refunded to the Welfare Fund. 8. A membership register should be maintained and receipts of fee being charged issued? 9. Whether the facility is under utilized/ optimally utilized or the facility over stressed due to high/over utilization? 131

a. In case of under utilization, for continuation of the facility what measures are proposed to be taken to improve utilization of the existing facility? b. If the continuation of the existing facility is being reviewed? If so, when report of review is likely to be ready? c. In case the facility is over stressed due to high/over utilization what steps need to be taken up gradation/ capacity enhancement for easing the stress on the facility? 10. Any other comments/ matter required to be brought to the notice. 11. Internal audit report should contain a para on overall functioning/ performance of the Gym./ Recreation/ Sports Centre including total number of members who availed the facilities during the year and suggestions for bringing further improvement. 12. Copy of Internal audit report to be sent to Directorate of logistics by 31st March every year for inclusion in the Annual Report on the performance of Welfare funds being submitted to the Governing Body. 3.9 Guidelines for Cash Awards for winning medals/civilian awards in sports and financial assistance for participation in sports (w.e.f. 27.02.2004) Amount of Cash Awards for winning medals (A) For Individual participation
S.No. Sport Event Medal Gold 1 2 3 Olympics/World Cup Silver Bronze Rs. 4.0 lac Rs. 1.0 lac

Rs. 10.0 lac Rs. 6.0 lac Rs. 2.0 lac

Commonwealth/Asian Games Rs.3.0 lac South Asian Federation/ SAARC/ Afro-Asian Games Rs. 1.0 lac

Rs. 0.50 lac Rs. 0.20 lac

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(B) Team Participation (awards for individuals)

S.No. Sport Event Medal Gold 1 2 3 Olympics/World Cup Rs. 5.0 lac Silver Rs. 3.0 lac Rs. 1.0 lac Bronze Rs. 2.0 lac Rs. 0.50 lac

Commonwealth/Asian Games Rs.1.5 lac South Asian Federation/ SAARC/ Afro-Asian Games Rs. 1.0 lac

Rs. 0.50 lac Rs. 0.20 lac

(C) Coaches 50% of the award admissible t individual sports persons (D) Civilian Awards (i) Padamshree (ii) Arjuna Award/Dronacharya Award Rs. 5.0 lacs Rs. 1.0 lac

Financial assistance for participation in sports events/ competitions Financial assistance could be considered in order to enable Departmental officers/staff/teams for participation in the following sports events subject to the conditions that none of the bodies conducting the sports events or competitions are commercial organizations: (i) Sports events or competitions conducted under the aegis of any International Organization like UNO, WCO etc. (ii) Sports events or competitions organized by any sports organization out side India which is affiliated to or registered with the International Apex Organization of eh corresponding sports. (iii) Sports events or competitions organized in India by any organization which is affiliated to or registered with the relevant sports Federation at the National level. (iv) Sports events or competitions as approved by the Central Board of Excise & Customs. 133

4.0 List of Common facilities 4.1 List of Hospital recognized under CS (MA)/CGHS Rules for treatment without paying advance money
S. Commissionerate No. 1 CCE-I, Kolkata Name of Hospital Facilities

Behala Balananda Brahmachari Hospital & Research Centre, Kolkata

For providing facility of reservation of 2 cabin Beds & 2 General Beds; Treatment at CGHS rates. Reservation of two beds; Treatment at CGHS rates. Reservation of 2 beds.

CCE-I, Bangalore

Wockhardt Hospital & Heart Institute, Bangalore (i) M/s Amrita Institute of Medical Science & Reasreach Centre, Cochin (ii) M/s P.V.S. Memorial Hospital Ltd., Cochin

CCE, Cochin

CCE, Pune

Ruby Hall Clinic, Pune

Reservation of 2 beds (one AC & One NonAC), Treatment at CGHS rates Reservation of 2 beds

CCE, Mangalore

Kasturbha Medical College & Hospital, Mangalore Tata Main Hospital, Jamshedpur

CCE, Jamshedpur

Facility of instant accommodation & treatment in emergency case without any specific reservation of beds. Treatment at CGHS rates. Reservation of 2 beds. Treatment at CGHS rates.

CCE & C, Belgaum

M/s KLES Hospital, Belgaum

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4.2 List of Guest Houses DETAILS OF GUEST HOUSES SET UP/FURNISHED FROM WELFARE FUND AS ON 01.01.2008
S.No. Commissionerate 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Ahmedabad, CCE-I Allahabad, CCE Amritsar, CC Aurangabad, CC &CE Bangalore, CCE-I Belgaum, CCE Bhopal, C & CE Bholpur, CC & CE Calicut, CC &CE Chandigarh, CCE Chennai, CC Chennai, CCE-I Coimbatore-I Daman, CC&C Delhi, CC (I&G), NCH Delhi, CCE-I Goa, CC&C Place Mamnagar Allahabad (i) Dalhousie (ii) Amritsar (i) CIDCO (ii) Aurangabad (i) Madiwala (ii) Kormangala Belgaum Bhopal Bholpur Kannur (i) Sector-17 (ii) Sector-29 Anna Nagar Chennai (i) Coimbatore (ii) Pollachi Vapi NCH, New Delhi A.G.V. Delhi (i) Panaji (ii) Sinquerim (iii) Miramar Mehdipatnam Indore (i) Bharatpur (ii) Bhiwadi (iii) Jawahar Nagar (iv)Vidhyadhar Nagar (v) Udaipur

18 19 20

Hyderabad, CC&CE-I Indore, CCE Jaipur, CCE-I

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S.No. Commissionerate 21 22 23 24 25 26 27 28 29 30 Jamshedpur, CCE Jodhpur, CC Kandla, CC Kanpur, CC & CE Kolkata, CC, (Air & Admn) Kolkata, CCE-IV Lucknow, CC(P) Ludhiana, CCE Mangalore, CCE Meerut,CCE-I

Place (i) Sakchi (ii) Bistupur (i) Ratanada (ii) Jaisalmer (iii) CH, Kandla (i) Laxman Bagh (Kanpur) (ii) Vaishali (Agra) (i) CH, Kolkata (ii) Haldia Golf Green Hazratganj Rishi Nagar Karwar (i) GH-I, Mngalpandey Nagar (ii) GH-II, Mangalpandey Nagar (iii) GH-III, Mangalpandey Nagar (iv)Dehradun (v) Saharanpur Haldwani NCH, Ballard Estate (i) Bandra (ii) Bassein (iii) Alibag (i) Churchgate (ii) Malad Mysore Nagpur (i) Patna (ii) Muzaffarpur (i) Heritage G/H (ii) ICE House Sangli Solapur Tikrapara Rajkot Bokaro

31 32 33

Meerut-CCE-II Numbai, CC(G) Mumbai, CC(P)

34 35 36 37 38 39 40 41 42 43

Mumbai, CCE-I Mysore, CCE Nagpur, CC&CE Patna, CCE Pune, CCE-I Pune, CCE-II Pune. CCE-III Raipur, CC&CE Rajkot, CC&CE Ranchi, CCE

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S.No. Commissionerate 44 45 46 47 48 49 50 51 52 53 54 Shillong, CC(P) Shillong, CCE Tirupati, CC&CE Trichy, CC Trichy, CCE Tuticorin, CC Vadodara, CCE-II Vizag, CC ADG, DRI, Cochin ADG, DRI, Chennai DRI, Kolkata

Place (i) Shillong (ii) Guwahati (i) Shillong (ii) Guwahati Tirupati (i) Rameswaram (ii) Kanyakumari (i) Trichy (ii) Tanjavur CH, Tuticorin Halol Vizag Kaloor Chennai (i) Krishnanagar (Guwahati) (ii) Oak land (Shillong) (iii) Imphal Bhandup (i) Gwalior (ii) Neemuch (iii) Indore Motihari (i) Bhubaneswar (ii) Paradeep(iii) Puri Sshyedri Nagar Hosur Ramnad Vadodara Sand Hills Faridabad Chennai

55 56

ADG, NACEN, Mumbai Gwalior, NCB

57 58 59 60 61 62 63 64 65

Patna, CC(P) Bhubneswar-CCE-I Nasik, CCE Chennai, CCE-III Trichy, CCE Vadodara, CCE-I Vizag, CCE-I DG NACEN ADG, CEI Chennai

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Details of Guest Houses Setup/Furnished by Commissionerates as on 01.01.2008

S.No. Commissionerate 1 2 Chennai, CCE-I Chennai, CCE-III Place K.K. Nagar (i) Villore GH-I (ii) Villore GH-II (i) Milan Nagar (ii) Milan Nagar(VIP) Guntur Port Blair Ujjain Midnapore (i) Gangtok (ii) Darjeeling (i) Meenambalpuram (ii) Bibikulam Raigad Puducherry Belapur (i) Rode (ii) Udagamandalam Karimganj Tinkasi Trivandrum Bharuch Belapur (i) Matunga(ii) Powal

Dibrugarh, CCE

4 5 6 7 8

Guntur, CCE Haldia, CCE Indore, CCE Kolkata CC (Air & Admn) Kolkata, CCE-II

Madurai, CCE

10 11 12 13

Nhava Sheva CC(Export) Puducherry, CCE Raigarh, CCE Salem, CCE

14 15 16 17 18 19 20 21

Shillong, CC(P) Tirunelveli, CCE Trivandrum Vadodara, CCE-II Belapur, CCE Mumbai CC(G) Cochin, CC Tirupati

Wellingdon, Cochin Balaji, Colony, Tirupati

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4.3 List of Hotels/Rest Houses for rent-free accommodation

S.No. Commissionerate 1 CCE, Madurai Location of the Hotel (i) (ii) (iii) (iv) (v) (i) (ii) Kadalkanal Rameswaram Kanyakumari Mahabalipuram Ooty Sabarimala Temple Swagath Holiday Resorts, Kovalam

2 3 4 5 6 7

CCE & C, Trivendrum CC & CE, Cochin CCE, Mysore CCE, Calicut CCE, Jalandhar CCE, Meerut-II

International Hotel, Cochin Hotel Sandesh The Price, Mysore Hotel Hyson Heritage, Kozhikode (i) (ii) M.K. Hotel, Amritsar The President Hotel, Jalanshar

(i) Rest House, KMVN Ltd., Nainital (ii) Rest House, KMVN Ltd., Kausani (iii) Rest House, KMVN Ltd., Raniket Hotel Surabhi International, Varanasi

CCE, Allahabad

TTDC- Tamil Nadu Tourism Development Corporation. KMVN- Kumaon Mandal Vikas Nigam Ltd. (KMVN Ltd.)

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4.4 GOVERNING BODY OF THE CUSTOMS & CENTRAL EXCISE WELFARE FUND Governing body of the Customs & Central Excise Welfare Fund comprises of the following: (i) (ii) (iii) (iv) (v) (vi) Chairman Member (Cus. & Cx.) Member (P&V) Member (Customs, I &RI) Member (L&J) Member (Budget & Computerization) - Convener - Member - Member - Member - Member - Member - Member - Member - Member Secretary

(vii) Member (Service Tax) (viii) Financial Advisory (Finance) (ix) Additional Director General, DGHRD (Infrastructure & Welfare)

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D.O.F.No. 712/167/HRD/WF/09 Dear

Dated: 30.09.2010

Subject: Proforma to be filled in by the Commissionerate Office while forwarding applications for Cash Award Scheme- reg. During the processing of applications for the Cash Award Scheme for Academic Year 2008-09 (Board Examination 2009), it was observed that the proposals forwarded by the various Commissionerates on the recommendation of the Advisory Committee were not properly categorized as is required to be done. In the absence of proper categorization by the concerned Commissioners, further processing of the proposals takes a longer time. In order to minimize the time required for processing each application under the Cash Award Scheme the DG (HRDs) office has formulated a proforma as enclosed (Annexure-I). The Commissioners are henceforth required to forward the Advisory Committees report along with the enclosed proforma. 2. Further, it has been observed that many a time, the applicants submit computerized mark sheets which are not attested. Caste certificates are found to be in the regional language and translation of the same at this end is not possible. The Commissioners are henceforth required to forward the proposals for the Cash Award Scheme along with duly attested mark sheets and caste certificates duly translated in English/Hindi for ease of processing. All certificates/mark sheets forwarded by the Commissionerates, will be duly verified and certified as correct by the Commissioner while forwarding the application. With Yours Encl: As above All Chief Commissioners/Director Generals All Commissioners/Additional Director Generals -Sd(Sandhya Baliga)

Copy for information forwarded to: 141

Annexure-I
Category Gen/SC/ ST/OBC Name Gender of Boy/ Candidate Girl PH Yes/No Class X/XII % of Marks Whether Eligible or Not Remarks

S. No.

Employee/ Parents Name

Designation and Contact No.

Desig. Contact No.

Grade Pay CommissioDrawn nerate Upto Rs. 1800= B Above Rs.1800 =A

Stream Science/ CWM/ Others

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7.0 DIRECTORATE GENERAL OF HUMAN RESOURCE DEVELOPMENT Drum Shape Building, 5th Floor, I.P. Estate, New Delhi-110002
Name Ms. Sandhya Baliga Designation Office Residence

Director General 011-23378201 011-2688938 011-23379154 (D) 011-23378210 (Fax) Sr.PS 011-23378201 011-24677179

Ms. Pratibha Bajaj

INFRASTRUCTURE AND WELFARE WING Customs & Central Excise, Drum Shape Building I.P.Bhawan, I.P. Estate, New Delhi-110002 Ms. Krishna A. Mishra ADG 011-23378563 011-23378614 011-26176210

Ms. Pritpal Kaur Bedi

PS

011-23378563 9811978182 011-23370914 (Fax) 011-23370926 011-23378196 011-26433564 09914435465

Shri G.K. Dixit Shri R.K. Mittal

Addl. Director Dy. Director

HUMAN RESOURCE MANEGEMENT WING Customs & Central Excise, 507/8, Deep Shikha Building Rajendra Place, New Delhi-110008 Shri M.S. Arora ADG 011-25710483 011-25754015 011-25741163 011-25729871 (Fax) 011-25710483 011-25733146 9868240281 011-25743553

Shri Ashok Kumar Shri Neerav Kumar Mallick Ms. Minu Pramod Urmil B.D. Singal

PS Addl. Director

JD PS Dy. Director

011-25761008 011-25761008 011-25733169

9910197253 011-25740719 9350460114

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