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DIRECTORATE OF ADMINISTRATION & HRKHADI AND VILLAGE INDUSTRIES COMMISSION. .

IRLA ROAD.VILE PARLE (WEST)' M_UMBAI-5",.

No.Adm-II/3 /153 (iii)/2014,.15 /(156)/Vol-VIII. Date: 26.05.2014.

Sub:-. Simplification of procedure for verification of service -. -.adherence to tnerev~ormat - regard~

A copy of O.M.No.18019/7j2013-Estt.(L) dated 23.10.2013 issuedby the Ministry of Personnel, Public Grievances and Pensions, DoPT, Govt.of India, New Delhi on the subject cited above having instructions inregard to maintenance of Service Books as well as recording of alln~cessary entries tberein is enclosed herewith for information andnecessary action.

At the same time, in compliance with the contents of O.M.No.17011 j1j99-Estt.(L) dated 11.3.2008 (enclosed), and Commission's decisiontaken thereon in it's 623rd meeting held on 26.3.2014, the revised formatof Service Book has been introduced for the employees of the Commission,which will be applicable only to new entrants in the Commission. In thecase of existing employees, the new Service Book may be used when theexisting stock is exhausted and in that case the existing entries need not berewritten in the new Form.

The copy of the new format of the Service Book has been uploadedon the website of the Commission i.e. on www.kvic.gov.in. and is alsoavailable in the website of the Ministry bttp://persmin.gov.t.nL.IlliITEmployeesCorner Form ServiceBook . df which may be downloaded byall concerned as per their requirement.

Further, the Directorate of Printing, Govt. of India Forms Store,Kolkata has been instructed by the Govt. of India to supply the ServiceBooks in the revised form to the various Government organizations. TheDirectorate of E&Sand Directorate of Publicity may arrange to supply therevised format of Service Book either by getting printing or by collecting itdirectly from the said agency.

Contd...2

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All Heads of Offices of KYIC in and outside Mumbai are herebydirected to ensure compliance of the decision of the Commission in view ofthe instructions of the Govt. of India on introduction/maintenance ofService Book in the newly devised format. -

This will come -into force with immediate effect.

.t:ncl.:- As-above.

To

All the Heads of Offices of KYICin and outside Mumbai.

Copy to:-

1. All Members of the Commission.2. Secretary to Chairman.3. Cornmiss'ion Cell.4. OSD,C.E.O.Cell.5. Dy.Director, F.A.Cell.6. Dy.Director, CVOCell.7. P.A.to Jt. CEO.8. P.A.to all Dy.CEOsin Central Office.9. The Director (Publicity), KYIC,Mumbai (in duplicate) for publication in

the ensuing issue of Jagriti and for Mediaan~ PRcell. _

10. The Hindi Officer, Hindi Cell,KYIC,Mumbai with a request to issue Hindiversion of this Standing Order.

11. The Grievances Officer, KYIC,Mumbai.12. The Public Relation Officer, KYIC,Mumbai.13. DITfor web.site.14. Information Cell (Adm.-II).

18019nI2013-Estt.(L)Govemmentof India

Ministryof Personnel,PGandPensions(Departmentof Personnel&training)****

OldJNUCampus,NewDelhiDatedthe z:1: October,2013.

Subject:Simplificationof procedurefor verificationof service- adherenceto the reVisedformat-regarding.

Theundersignedisdirectedto inviteattentionto theprovisionsof theSupplementaryRules. whichrelatetomaintainingrecordsofserviceofa Governmentemployee.TheprovisionsofSR-199and202requirethatMEverystep.1naGovernmentservanrsofficiallifemustberecordedin hisServiceBookandeachentrymustbeattestedbytheHeadof hisOffice..." (SR199)andthat81tshallbe the duty of everyHeadof Officeto initiateaction'to showthe ServiceBooksto theGovernmentservantsunderhis administrativecontroleveryyear TheGovemmentservantsshallinteraliaensure thattheirserviceshavebeendulyverifiedandcertifiedassuch (SR202).

2. Further,theprovisionsof Rule32of theCCS(Pension)Rules,1972provide.for issuingacommunicationin Form-24on completionof 18 yearsof serviceregardingverificationanddeterminationof qualifyingservice.The Rule59 thereofrelatesto the preparatorywork to be donebytheHeadof Office forsanctioningpensionalYbenefitsto theretiringemployee.AttentionIsalsoinvited to this Department'sOM No. 17011/1J99-Estt.(L).dated11-03-2008,wherebythe revisedfonnatof the ServiceBookwas circulatedfor beingadopted.Thesaid revisedformatalsoincludesPartV whereunderthe recordofverificationofserviceis to be maintained.

3. 1thassincebeenbroughtto thenoticeof thisDepartmentthattheaforesaidprovisions.oftheSupplementaryRulesasalsotheprovisionsoftheCCS(Pension)Rules,1972asreferredtoaboveareriotbeingfollowed.Consequen8y,thegapsin serviceverification,getdetectedat a verylatestage when the concernedGovernmentservantis due to retire on attainingthe age ofsuperannuation.

4. In viewof thisandwiththeobjectiveofeliminatingdelaysin processingof casesof retiringGovernmentS~rvants,the aforementionedrulesand the Instructionsof this Departmentarereiteratedandit isstatedthatit maybeensuredthatthefollowingarestrictlyadheredto:

(i) Therecordof verificationof seNicemayhenceforthbemaintainedonlyin PartV ofthe revisedfonnatof theServiceBookas per the newfannatprescribedby thisDepartment'saforesaidOMof 11-03-2008

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(ii) TheexerciseforensuringcompletionoftheentriesofserviceverificationinthePartVof thenewforma~inrespectofeMployeeswho'areretiringwithinfiveyears,maybeundertakenImmediately,bytheconcernedadministrativeauthoritiesandconcludedwithinadefinedtimeframe,asmaybeworkedoutbysuchauthority.

(ilij Anygapin theverificationof servicemaybe Intimatedto theemployeeconcerned,andsimultaneouslyappropriateactionforensuringverificationof missingspellsmaybetakenbytheHeadofOffice. .

Qv) TheconcernedGovernmentservantmayalsobeInformedof deficienciesandgapsasregardsmissingentriesrela~ingtoverifICationofserviceandtheperiodthereof.

5. The Departmentof Pensionand Pen.ioners'Welfarehavealsosuggestedthat theadministrativeauthorities,to precludeandtoCliitdownondelaysInpaymentof reUraJbenefitstoGovernmentservantsretiringof superannuation,may consideradoptionof the. followingmechanismsandprocesses,inconsultationwitMhelrPA~:

(i) AnnualserviceverificationstatementsmaybeconsideredtobeissuedalongwithpayslipforthemonthofAprileveryyectr. .

(ii) AtthetimeoftransferfromoneMlnlstrylDepartment/Officetoanother,anygapintheservicerecordincludingfor priorperiodsunderthe administrativecontrolof theMinistrylDepartrnent/OfficewillbeiindicatedintheLastPayCertificate.

(Hi) Creation&MaintenanceofServiceRecords'ine-formatavailableIne-Offlceundere-governance.

6. All Ministries!Departmentsare acoordinglyrequestedto issuesuitableinstructionsto allHeadsof OfflceslPay& AccountsOfficesforstrictcomplianceof theaboveinstructionsso astoprecludeanydelaysindisbursementofretiratbenefitsofGovernmentservants.ItmaybereiteratedandagainstressedthattheactionasIndicatedin para4 of thisOMmaybetakenimmediatelybyprioritizingtheup-dationofserviceverificationdetailsInrespectofsuchGovernmentservantswhoaredueto retireonattainingtheageofsuperannuationInthenextfive(5)years,byworkingoutatimeboundschedule.Inthesecondphase,theverificationofserviceof aUremainingemployeesintheprescribedformatmaybecompleted.

~.,(MukulRatra)

Director .

All MinlstrieslDepartmentsof Governmentof India.

Copyto: DepartmentAdministrativeReforms& PubficGrievancesfor inclusionof monitoringofserviceverificationinthemonthlyARCTeporttotheCabinetSecr8tariat.

' 1t t-, ,) c ., ""1 /'.)0 ~J~ I~ -1crr.~ ~ ~ ..)~

Jv,~-,...;I-, 'I ..fit, m \')? ~S"~ .

No. J1011./l!99-Estt(~)Government of rndia

Ministry of Personnel, Public Grievances & PensionsDepartment of Personnel and Training

New Delhi, the U~arch, 20m~.

OFFICI<~MEMORANDUM

Subject:- Revision of the Form of Servke Book.~.. ..... ....

The undersigned is directed lostatc that the question of revision of theexisting Form of Service Book bas beehunder oo11$iderationofthi$ Department GUldit has since been deCided after consultationwjth the Comptroller a.nd AuditorGeneral of India.,tor~vise the fortn.as per the specimen enclosed. The revised Formof ServiceBook v.ifUbe. applicableonly to new entrants in Governmentservice. Inthe case of existing Government servants. the new Service Book may be used whenthe existing stock is exhausted and in that case the existing entries need not berev-Tittenin the new Form. The rcvb,cd format of the Service Book is enclosed a.nda\:opy of the same has been uploaded on DOPT website.

2. The Directorate of Printing, Government of India Forms StOre, Kolkata hasbeen instructed to supply the Service Books in the revised form to the variousGovernment orga.'lizations according to the indents placed on them~ 'HIeMinistries,T)epartments are, therefore, requc$ted to approach them direct in thi$rnattcr.

ToAUMirlistries/Departmentsofthe G<yvernmentof 1I1dia(As per USl).

C</py".als() f91W(trded {<2: .

i. Oflice of the Comptroller & Auditor Generalof India.2. Secre1aries to Union Publie Service Commission/Supreme Conn of Ind!3/Lok

Sabha SecttJRajya Sabha Sectr.iClbincl Sectt.IElection Commission/CemralVigilance CommissionlPresident's &cretari~tfVice-:President's Secretariat{PrimeMinister's Office I Planning Commission.

3. All State Governments and Union TeITitories.4. Governors of all States/Lt. Governors of aUUnion Territories,5. Secretary, National Council of JCM (Staff Side), 13-C. Ferez Shah Road, New

Delhi.6. AllMembersof StaffSideof the NationalCouncilof JCMJDepartmental

~ounci1. .7. OfficialLanguage Wing (Legislative Deptt.),.BhagwanDass Road, New Delhi.8. Railwa.yBoard,New Dellii. .

9. Directorate of Printing. Dy. Director (B&F), Nirmarl Bhavan. New Delhi.10. AUOtlicerslSections ofDO:PTlDeplt. of AdministrativeReforms & Public

GrievancesIDepanmemofPensions & Pensioners Welfare/ PESB.11. 1.00spare copies.

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