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Human Resource Manual

EMPLOYEES SERVICE

REGULATIONS – 2013

SMALL AND MEDIUM ENTERPRISES

DEVELOPMENT AUTHORITY

(SMEDA)

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C o n t e n t s

Sr. No. Subject Page

CHAPTER-I

1. Short Title and Commencement ...................................................... 3

CHAPTER-II

2. Definitions ........................................................................................ 4

CHAPTER-III

3. Office Attendance .......................................................................... 11

CHAPTER-IV

4. Recruitment ................................................................................... 13

CHAPTER-V

5. Training ......................................................................................... 24

CHAPTER-VI

6. Overtime Pay ................................................................................. 29

CHAPTER-VII

7. Performance Appraisal .................................................................. 31

CHAPTER–VIII

8. Leave ............................................................................................. 36

CHAPTER-IX

9. Employees Allowances, Benefits, Perquisites and Salary ............. 49

CHAPTER-X

10. Traveling ........................................................................................ 62

CHAPTER-XI

11. Joining Time .................................................................................. 76

CHAPTER-XII

12. Coordination of Business in SMEDA Divisions .............................. 78

CHAPTER–XIII

13. File Management System Regulations .......................................... 85

CHAPTER-XIV

14. Efficiency & Discipline ................................................................... 96

CHAPTER-XV

15. Deputation .................................................................................. 121

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CHAPTER-XVI

16 SMEDA Employees Gratuity Fund. ......................................... 126

17. Annexures ................................................................................ 129

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SMALL AND MEDIUM ENTERPRISES DEVELOPMENT AUTHORITY Government of Pakistan,

LDA Plaza, Lahore

Dated Lahore, the 2013

S.R.O. No. (I)/2012. In exercise of the powers conferred by section

37 of the Small and Medium Enterprises Development Authority Ordinance, 2002

(XXXIX of 2002), the Board of Directors is pleased to make Regulations, on the

following subjects, namely:

i) Office Attendance;

ii) Recruitment and Service;

iii) Training;

iv) Over Time;

v) Performance Appraisal & Promotion;

vi) Leave;

vii) Allowances, Benefits, Perquisites and Salary;

viii) Traveling and Daily Allowance;

ix) Joining Time;

x) Coordination between Divisions of SMEDA;

xi) File Management System;

xii) Efficiency & Discipline;

xiii) Employee‟s Personal Information System;

xiv) Deputation;

xv) Gratuity Fund

CHAPTER – I

1.1. Short title and Commencement:

These Regulations may be called Small and Medium Enterprises

Development Authority Regulations, 2013.

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1.2. Applicability:

These Regulations shall apply to all employees of Small and Medium

Enterprises Development Authority.

CHAPTER – II

2.1. Definitions:

(1) In these Regulations, unless there is anything repugnant in the subject

or context, the following expressions shall have the meanings hereby

assigned to them:-

I. “Accounts Department” means the department of Accounts of the

Authority;

II. “Administration Department” means the department of Administration

of the Authority;

III. “Allowances” means an amount to which an employee and officers

appointed on deputation from Government of Pakistan are entitled in

respect of his/her employment/deputation with the Authority,

Allowances include amount payable in respect of conveyance, fuel,

medical and utilities in accordance with these Regulations;

IV. “Appointment on Deputation” means an officer/employee of the

Government or any other organization appointed/posted on deputation

with the Authority and vice versa;

V. “Authority” means the Small and Medium Enterprises Development

Authority established under section 3 of the Ordinance;

VI. “Benefits” means an advantage to which an employee is entitled in

relation to his/her employment with the Authority and includes but not

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limited to an amount payable in respect of gratuity and leave

encashment in accordance with these Regulations;

VII. “Board” means the Board of Directors of the Authority;

VIII. “Chief Executive Officer (CEO)” means the Chief Executive Officer of

the Authority;

IX. “Competent Authority” means the Chief Executive Officer, or any

other officer of the Authority designated to act as competent authority

for a particular case or class of cases;

X. “Demotion” means any movement of an employee to a level lower

than the level being held by such employee at the time of such

demotion;

XI. “Domestic Travel” means travel within Pakistan by an employee in

respect of his/her official engagements;

XII. “Earned Leave” means the leave accrued to the employee;

XIII. “Employee” means any person who has been recruited by the

Authority;

XIV. “Encashable Leave” means the earned leave for more than 24

working days in a year;

XV. “GM (Central Support)” means General Manager Central Support

Division of the Authority;

XVI. “GoP” means Government of Pakistan;

XVII. “Gratuity” means the lump sum monetary benefit to which an

employee is entitled in lieu of his/her service with the Authority in

accordance with the Regulations;

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XVIII. “Health Insurance Company” means insurer who is engaged by the

Authority for the purposes of availing Health Insurance Plan for the

employees;

XIX. “HR Department” means the Department of Human Resources of the

Authority;

XX. “Incidental Allowance” means the amount to which an employee is

entitled according to these Regulations in respect of his/her domestic

or international travel;

XXI. “International Travel” means the travel an employee shall undertake

outside Pakistan for official reasons;

XXII. “Leave without Pay” means the leave other than earned, sick,

maternity and special leave;

XXIII. “Legal Dependant” means the immediate family member of the

employees including parents (wholly dependent on him), wife and

children. Those employed in Government or self-employed shall not be

entitled for medical reimbursement;

XXIV. “Legal heir(s)/Nominee(s)” means Nomination conferring one or more

persons to receive gratuity/emoluments of an employee of the

Authority;

XXV. “Level” means the employment level in the Authority as prescribed in

sub-rule (4) of Small and Medium Enterprises Development Authority

(Employees Service) Rules, 2013;

XXVI. “Lodging Allowance” means the amount to which an employee is

entitled according to these Regulations including all laundry, incidental

allowance and hotel stay but does not include land transport expenses.

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XXVII. “Medical Entitlement” means the reimbursement of amount to which

an employee is entitled as per these Regulations;

XXVIII. “MoI” means Ministry of Industries, Government of Pakistan;

XXIX. “Nominee” means person nominated by the employee in writing on a

form prescribed by the Authority to receive gratuity under these

Regulations;

XXX. “Ordinance” means the Small and Medium Enterprises Development

Authority Ordinance, 2002;

XXXI. “Perquisites” means a facility extended to an employee in accordance

with these Regulations in relation to his/her employment with the

Authority;

XXXII. “Post” means a position designated for employment within a level;

XXXIII. “Probation” means the trial period under the initial appointment during

which the appointment may be terminated without assigning any

reason, by the employee or the Authority;

XXXIV. “Position” means a post in any level of the Authority;

XXXV. “Premium” means a proportionate amount of medical entitlement of an

employee payable to an insurer for availing Health Insurance Plan by

the employee;

XXXVI. “Prescribed” means prescribed by these Regulations;

XXXVII. “Personal Car Usage Allowance” means the allowance as per these

Regulations, to be give n to the employees for using their personal cars

for official duty;

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XXXVIII. “Probationary Period” means the duration of employment duration

which an employee may be terminated at any time without assigning

any reason;

XXXIX. “Rules” means the Small and Medium Enterprises Development

Authority (Employees Service) Rules, 2013;

XL. “Regional Office” means the offices of the Authority in Pakistan other

than the Head Office;

XLI. “Salary” means monthly emoluments drawn by the employees and

officers of SMEDA or deputationists from Government of Pakistan;

XLII. “Selection Committee” means the committee constituted for

recruitment in level 2 in the service of Authority;

XLIII. “Short term Appointment” means appointment of a duly qualified

person for a short period against a regular post as and when required

keeping in view the urgency;

XLIV. “Surety Bond” means a surety bond required to be submitted by an

employee before availing foreign funded or GoP funded foreign training

facility;

XLV. “Working Days” means the days worked except Saturdays, Sundays

and gazetted holidays;

2.2. All other words, terms and expressions used but not defined herein shall have

the same meanings as are assigned to them under the Ordinance.

2.3. The Authority shall be competent to interpret the meaning and spirit of these

Regulations. In case any clarification is required, a reference shall be made to

the Board whose opinion thereon shall be final.

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ORGANIZATIONAL SET UP

AND

JOB DESCRIPTION

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CHAPTER – III

OFFICE ATTENDANCE

Office Attendance record shall form the basis of salary/allowance calculation:

3.1. Primary Source of Attendance Proof/Record:

(1) For all employees who have been allocated personal computers

logging into the Time Manager Software will be considered the primary

source of an employee‟s office attendance.1 An attendance register

shall be maintained for the rest of employees.

(2) Attendance record of the Provincial Offices and RBCs will be

maintained by the Provincial Admin Officers and conveyed daily to

Admin Department at Head Office.

3.2. Secondary Source of Attendance Proof/Record:

If the employee abstains from office on account of official duty, the following

will be considered proof of attendance:

(1) Outstation Travel Authority Form, duly approved by relevant reporting

authority.

(2) Prior sanction of the designated supervisory authority on the prescribed

form for availing casual leave. Only in cases of emergency, verbal

approval followed by subsequent sanction of the concerned authority,

shall be sought.

1 In case of failure of Time Manager Software (confirmable through the appearance/non-appearance

of a white clock icon at the bottom of computer screen), it will be responsibility of the employee to

promptly inform MIS/IT and Admin Departments, within the same working day, through email.

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3.3. Report regarding record of absence:

Providing proof of presence in office will be the sole responsibility of the

employee concerned. On 25th day of every month, Admin Department will

issue a report regarding record of absence of all employees who fail to give

proof in the above stipulated manner.

3.4. Official Working Hours:

(1) SMEDA‟s official working hours will be:

Monday to Friday: 9:00 am to 5:00 pm.

Logging in after 9:30 am and logging off before 5:00 pm will be

considered violation of the official timings.

(2) Violation of the official timings for five (05) days or more in a month

shall lead to deduction of one (01) day‟s salary and further deduction

shall be based in the same manner.

(Note: Further clarification is given at Annex-I)

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CHAPTER-IV

RECRUITMENT AND SERVICE REGULATIONS

PART-I

Recruitment:

Appointment to positions in SMEDA shall be made by initial recruitment or by

transfer in accordance with the prescribed qualification.

4.1. Filling of Vacant Post:

The concerned department, after approval from the CEO & General Manager

(concerned), as the case may be, forward a Memo to fill vacant post(s) along

with the justification/need to fill in the post(s), to General Manager, Central

Support (Annex-II).

HR department may within reasonable period of the receipt of the demand

submit a summary along with the requirements of the concerned department

to the CEO or the GM (CS), as the case may be, for consideration and

approval.

The CEO or the GM (CS), as the case may be, within reasonable period

ordinarily grant approval or disapproval

4.2. Advertisement in Print Media:

(1) Subsequent to the approval by CEO or GM (CS) as the case may be,

HR department shall prepare the advertisement to be placed in Print

Media for the recruitment against vacant post(s). The advertisement

shall clearly and succinctly contain the summary of the job description,

job specifications (as per Schedule I & II attached herewith), mode of

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submission of application and documents (if any), name of the

department to whom applications shall be addressed, complete

address of the Authority and the closing date for submission to the

Authority.

(2) The time for closing date for filling of a vacant post shall not be less

than fourteen days. However in case of exceptional circumstance the

time for closing date may be shortened or extended with the prior

approval of CEO or GM (CS), as the case may be.

(3) HR department shall on the prescribed Form "A" request the Admin &

PR department for placement of advertisement in the Print Media

having wide circulation keeping in view the location where the position

has to be filled.

(4) The Advertisement will also be placed on the website of SMEDA and

the candidate may apply for the job in SMEDA “on line” till the closing

date for receipt of application.

(5) Admin and PR department shall within one week of receiving the

requisition from the HR department cause the advertisement to be

published in the newspaper.

(6) HR department shall also forward the approved advertisement to

E-Services department for uploading on Authority website.

(7) On line application received on the website of the Authority shall also

be included for short-listing and interviews.

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4.3. Short Listing of the Candidates:

The applications received against the advertised vacant post(s), within the

closing date, shall be scrutinized and the appropriate potential candidates

shall be short listed as per the criterion in the advertisement and written

assessment test for level 3 to 7 (Annex-III).

4.4. Selection Procedure:

(1) HR Department shall with the approval of the Recruitment/Selection

Committee concerned, fix a date and time for holding written test (if

required)/interview of the candidates. The date so fixed shall not ordinarily

be less than two weeks from the date of communication to the candidates.

(2) The Recruitment/Selection Committee shall hold the written test (if

required) and/or interviews of the short listed candidates on the fixed date

as per selection criteria given at Annex-IV and communicate its

recommendation(s) to the HR department through GM (CS) (Annex-V).

To ensure accuracy of information/lists provided to the Selection

Committee, it shall be certified by some responsible employee.

(3) Within a reasonable time of the receipt of recommendations of the

Recruitment/Selection Committee, the GM (CS)/DGM (HR) shall prepare

accordingly a summary/office memo citing the name of the successful

candidate(s) along with names of alternative candidates (if any) who

would be offered the position. CEO/GM Central Support /DGM HR shall

cause such summary to be presented to the Appointing Authority.

To ensure accuracy of information/list provided to the Selection Committee, it shall be certified by some

responsible employee.

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PART-II

Selection Committees

4.5. Recruitment/Selection Committee No. I (for General Managers):

Recruitment/Selection committee shall comprise the following:

(i) CEO SMEDA (Chairman)

(ii) Joint Secretary MoI (Member)

(iii) One Private Sector Member of SMEDA Board (Member)

(iv) GM (CS) (Member)

(v) DGM (HR) (Secretary)

4.6. Recruitment/Selection Committee No. II (Level 3, 4, 5 and 6):

Recruitment/Selection committee shall comprise the following:

(i) CEO SMEDA (Chairman)

(ii) GM Central Support (Member)

(iii) General Manager of relevant division (Member)

(iv) DGM HR (Secretary)

4.7. Recruitment/Selection Committee No. III (for Level 7 & 8):

Recruitment/Selection committee shall comprise the following:

(i) GM Central Support (Chairman)

(ii) DGM HR (Member)

(iii) Head of the Concerned Department or Division (Member)

4.8. Quorum of Committees:

The quorum of Committee No. I, and Committee No. II shall be three

members including CEO while the quorum of Committee No. III shall be at

least two members including G.M. (CS).

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PART-II

Appointment

4.9. Offer of Appointment on Contract:

(1) For recruitment at level 8 the procedure contained in Regulations

except relating to taking of assessment test shall apply in the same

manner.

(2) Selected candidates may be offered a Contract Appointment for a term

of 2 years which will include the salary package and terms and

conditions of employment, job description and a request to the

successful candidate to respond to the offer within a specified time not

exceeding 10 days of the communication of the offer (Annex-VI).

(3) The candidate(s) who accept the offer shall be given the Contract

Appointment Letter, containing all terms and conditions related to the

job, at the time of joining the office, for his/her signatures (Annex-VII).

(4) The HR department shall complete the personal file of the selected

candidate(s) and may conduct necessary Reference Check (if

required).

(5) If the successful candidate(s) refuse(s) the offer, the alternative

candidate following next on the merit list (if any), prepared by the

relevant Recruitment/Selection Committee may be offered the job, after

approval by CEO or GM (CS), as the case may be.

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4.10. Validity OF Degree:

Only full time or Executive Masters/Four years bachelor's degree shall be

accepted and online degrees shall not be accepted. The credentials of the

candidates who accept the offer and join duty shall also be sent to the

concerned certificate/degree awarding institution, Board or University for

verification.

4.11. Counting OF Experience:

The only experience that will count is full time experience after four years

Bachelors Degree/Masters Degree.

4.12 Maximum Age Limit:

No candidate beyond the age of sixty (60) would be considered /short listed

for any position.

4.13. Renewal of Contract:

The contract of the employees of SMEDA who have reached the age of sixty

years shall not be renewed; however they shall be allowed to complete the

period of the last contract they have already been given before attaining the

age of sixty years, provided that further contract renewal shall be till the age of

superannuation i.e. sixty (60) years.

4.14. Recruitment on short term basis:

(1) A person fulfilling the requirements of the post may be employed on

short term basis against a regular post as and when required keeping

in view the urgency. The terms and conditions of his/her employment

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shall be specified, as far as practicable and communicated in the

appointment letter given to such employee.

(2) The recruitment procedure and selection requirements for short term

Employment shall he decided by the Authority from time to time.

4.15. Conversion to Two-Year Regular Contract:

(1) Upon recommendation of concerned General Manager and approval

by the Appointing Authority the short term employment of an employee

may be converted into to two years "Regular Employment Contract" on

availability of the post.

(2) For conversion of short term employee into regular contract employee

for the same position on which he/she is working there, the post shall

be advertised and procedure prescribed for regular appointment shall

be adopted.

4.16. Eligibility:

No person shall be appointed against any post in SMEDA unless:

(1) He has attained 18 years of age and has not crossed the age of 60

years.

(2) He is citizen of Pakistan; provided that this condition will not be

applicable in respect of foreign experts engaged on special contract

with the permission of the Federal Government.

(3) He has been certified by a qualified medical practitioner (approved by

SMEDA) to be mentally and physically fit for service.

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(4) His character and antecedents have been verified to the satisfaction of

the Appointing Authority.

(5) His degrees and testimonials have been verified.

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Schedule-I

REQUIREMENT FOR DIRECT RECRUITMENT

(Qualification, age, experience etc.)

(GENERAL/DEPUTATION)

LEVELS DESIGNATION AGE EDUCATION/

QUALIFICATION EXPERIENCE

APPOINTING AUTHORITY

2 GM (CS) A Civil Servant from Pakistan Administrative Service

Minimum 15 years service

Federal Government

2 GM(OR),GM (BS[SD5),GM(P&P)

38-55

Years

Masters Degree in Management, Economics, Engineering or equivalent from a reputable foreign or HEC recognized institute/university.

Minimum 15 years practical work experience CEO

3 DGM 34-45

Years

Masters Degree in Management, Economics. Engineering or equivalent from a reputable foreign or HEC recognized institute/university.

Minimum 11 years practical work experience CEO

4 Manager 29-38

Years

Masters / four years Bachelors degree in Management, Economics, Engineering or equivalent from a reputable foreign or HEC recognized institute/university.

Minimum 6 years practical work experience CEO

5 Assistant Manager 25-30

Years

Masters / four years Bachelors degree in Management, Economics, Engineering or equivalent from a reputable foreign or HEC recognized institute/university.

Minimum 3 years practical work experience CEO

6 MA/Sr. Officers/RBC 22-28

Years

Masters / four years Bachelors degree in Management, Economics, Engineering or equivalent from a reputable foreign or HEC recognized institute/university

Relevant experience will be preferred CEO

7 Exec Sec/Off/Coord 20-35

Years

Minimum Bachelors degree or equivalent from a reputable foreign or HEC recognized institute/university

Relevant experience will be preferred

GM(CS)

8 Office Support 20-45

Years

At least Middle in case of Drivers with valid LTV license. For Office Assistant at least Matric.

Relevant experience is mandatory

GM[CS}

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Schedule-II

DIRECT RECRUITMENT (Accounts)

(Qualification, age, experience etc.)

LEVELS Designation AGE EDUCATION EXPERIENCE Salary

Ranges

Appointing

Authority

4 Finance Manager

29-38

years

CA/CCA/

ACMA/

Equivalent

For CA Minimum 3 years post qualification work experience, for ACCA/ACMA minimum 6 years practical work experience or Masters in relevant field (M.Com., Accountancy/ Finance) or equivalent, from a reputable foreign or HEC recognized institute/university with minimum 6 years post qualification work experience.

Rs. 60000

to 100000

CEO

5 Assistant

Manager

25-30 years

C.A. Inter/ACCA/ACM A/ Equivalent

For CA Inter Minimum 2 years post Articles work experience, for ACCA/ACMA or Masters in relevant field (M.Com. Accountancy/ Finance) equivalent from a reputable foreign or HEC recognized institute/university with minimum 3 years post qualification work experience.

Rs. 40000 to 70000

CEO

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6 M.A./Sr.

Officer

22-28 years

CA Inter/ ACCA/ACMA/Equivalent

For CA inter articles completed, and for ACCA/ACMA or Masters in relevant field equivalent from a reputable foreign or HEC recognized institute/university with minimum 1 year post qualification work experience

Rs. 25000

to 45000

CEO

7. Manager

(Legal

Services)

38-55 years

Master Degree in Management, Economics or Engineering from a reputed Foreign or Local HEC recognized University.

Minimum 6 years work experience in relevant field

Rs. 60000

to 100000

CEO

8. Manager

(MIS)

38-55 years

Master Degree in Management, Economics or Engineering from a reputed Foreign or Local HEC recognized University.

Minimum 6 years work experience in relevant field

Rs. 60000

to 100000

CEO

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CHAPTER-V

TRAINING

5.1. Training Need Assessment:

Training needs will be assessed to identify performance requirements and the

knowledge, skills and abilities needed by SMEDA workforce to achieve the

requirements.

5.2. Training need assessment will be made by the Reporting Officer while

initiating PA of the employee. An effective training needs assessment thus will

address resources needed to fulfill organization mission, improve productivity,

and provide quality products and services.

5.3. The levels of TNA will broadly be:

i. Organizational

ii. Occupational Assessment

iii. Individual

(Note: Detail procedure for TNA is given at Annex-VIII and template of TNA

Form is at Annex-IX.)

5.4. Local Training:

On the basis of TNA the local training of short duration will be arranged by the

Authority for employees in the institutes providing training e.g. in Pakistan

Institute of Management (PIM) and the Management Professional

Development Department (MPDD) of the Punjab Government.

5.5 Foreign Training:

The procedure for foreign training/courses/seminars/workshops/conferences/

meetings/visits shall be as follows:

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Facilities received from Federal Government:

(1) The foreign training/courses/seminars are mostly routed through

Ministry of Industries (Mol), Government of Pakistan. Majority of

which are fully sponsored by different international

organizations or funded by Government of Pakistan.

(2) Training invitations that entail financial implications shall be

governed by policies/instructions of the Government of Pakistan

issued from time to time.

(3) After the invitation for nominations are received, the HR

department through GM (CS) will forward the summary of the

course invitation to the management.

(4) For an employee to be nominated for a training course minimum

length of service with the Authority will be required as one (1)

year.

(5) The nominations for facilities received from the Government of

Pakistan and the advertised scholarships both shall be finalized

by the competent authority on the recommendations of the

Special Selection Committees.

Advertised Scholarship:

An employee of SMEDA who is selected for foreign training program by

the sponsoring agency through advertised scholarship may be allowed

to avail the facility with the approval of Chief Executive Officer,

provided:

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(1) The application for the scholarship was submitted through proper

channel;

(2) The training program is related directly to his assignment and is

useful for the Authority;

(3) The entire expenses during stay abroad are borne by the sponsors

and there is no financial liability of any kind on the Authority;

(4) The employee gives an undertaking to the Authority that he on

completion of training program will come back and serve the

Authority at least for 02 years.

5.6. Special Selection Committees:

There shall be two (02) Special Selection Committees for recommending

suitable employees for foreign training courses and also for the deputation of

employees to other organizations with the following composition:-

(a) Special Selection Committee No. I: (Levels 2 to 5)

i. CEO, SMEDA Chairman ii. GM (Central Support) Member

iii. GM of concerned Division Member

iv. Provincial Chief/Head of Member

Department concerned

(b) Special Selection Committee No. II: (Level 6 to 8)

i. GM (Central Support) Chairman

ii. GM of concerned Division Member

iii. Provincial Chief/Head of Member

Department concerned

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Proformae giving the details of foreign training facility and the particulars of

proposed nominees are placed at Annex-X & XI.

5.7. 2nd Nomination:

If an employee has successfully attended foreign trainings/courses/

seminars/workshops/conferences/meetings/visits there should preferably be a

gap of six (6) months before he/she can be nominated for any other training.

5.8. Presentation on return from training:

On return from training; the trainee will be required to make a presentation

to a group of employees from level 4 to level 1, within 15 days of his/her

return to disseminate the gained knowledge

5.9. Sureties and Penalties:

(1) If an employee refuses to attend training subsequent to selection by

the sponsoring organization, without providing a solid justification, there

will be a one year bar on his/her nomination for any other training

course/seminar/workshop/study tour.

(2) It is mandatory for all employees benefiting from training/study visits

sponsored by Government of Pakistan or Foreign Funded to sign a

bond (Annex-XII) to continue service with Authority for a minimum

period of 02 (two) years and not to seek an employment outside

SMEDA, starting from the date of their return.

(3) HR department shall cause the surety bond to be signed by the

nominated employee before proceeding to foreign training.

5.10. Failure/Refusal to continue service after training abroad:

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In case of failure and/or refusal of an employee to continue service with

Authority subsequent to attending the training, the Authority may take penal

action against such employee in terms of the bond signed by such employee

and or such other action as deemed appropriate in accordance with Rules.

5.11. Intimation to Employee:

(1) As soon as an employee is nominated for foreign training, the HR

department shall inform such employee about his/her nomination and

provide him/her the requisite documents to be required by the

sponsoring Agency.

(2) Subsequent to acceptance of nomination by the sponsor of training,

HR department shall facilitate the employee concerned by issuing NOC

and visa recommendation letter etc.

5.12. Excellent Performance in Foreign Training Programme:

An employee of the Authority if shows excellent performance in the foreign

training course, he may be given additional marks for the purposes of

selection to the higher post if applied for by him.

5.13. Regular Study Abroad:

The employees desirous of pursing regular study abroad (at least degree level) /relevant to

their job and also beneficial for the Authority in a reputable Institute/University may be

allowed Study Leave by SMEDA on terms and conditions given in Chapter 8.

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CHAPTER -VI

OVERTIME ALLOWANCE

6.1. Eligibility:

Subject to the provisions contained in these Regulations, employees of level-8

will be eligible for the overtime allowance for the duty performed after office

hours.

6.2. Rate of Overtime Allowance:

The rate of overtime allowance will be calculated on hourly basis in

accordance with the following formula:

Overtime allowance (ordinary rate) = Gross salary x No. of overtime hours in the month

days in the month x 8

6.3. Beginning of Overtime Duty:

The overtime duty will begin after 6:30 p.m. till next day before 08:00 am on

working days. Gazetted holidays are an exception to the above timings. The

employees undertaking extra work any time on holidays will be entitled to this

allowance.

Provided that the employee shall claim overtime allowance if he/she works for

more than one hour after the beginning of overtime duty.

6.4. Application for Overtime Allowance:

An employee claiming Overtime allowance shall submit an overtime

application to the Admin and PR Department. Overtime application has to be

filled in and duly signed by the employee and approved by the concerned

DGM/General Manager/Group Leader along with reasons to be recorded for

overtime duty and must be verified by the concerned Admin officer and

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endorsed by the Team Leader to General Manager (Central Support) for

approval.

6.5. Time for Submission of Application:

(1) The employee may claim the overtime allowance on monthly basis on

or before 5th day of each month succeeding to which the overtime

allowance relates. However, if the employee could not submit the claim

due to official assignments outside the base station he / she may

submit the claim within 05 working days of return to the base station.

(2) The Accounts Department shall ordinarily clear the claim of overtime

allowance on 15th day of every month.

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CHAPTER.-VII

PART-I

Performance Appraisal

7.1. Performance Appraisal:

Every employee shall be subject to his/her performance appraisal once a year

in accordance with these Regulations (Templates at Annex-XIII).

7.2. Procedure for Performance Appraisal:

The following procedure shall be initiated:

(1) Performance Appraisal (PA) of each employee will be initiated in the

manner as prescribed by the Authority.

(2) PAs are to be done by respective line managers (not below manager

level) for the employees concerned, countersigned by the GM of the

respective division.

(3) Regular employees, having worked for more than 3 months in a fiscal

year, will be eligible for PA.

(4) Upon representation by the appraised employee, the next level of

reporting in to (with reference to the evaluating officer) will re examine

the PA.

(5) If an employee feels aggrieved, due to adverse assessment in his PA,

even after re examination, final appellate authority will be the CEO. In

case of General Manager, Chairman of Board of Directors shall be the

final Authority.

32

(6) HR department will only process those performance appraisal forms

that are duly signed by the employee concerned and GM of the

concerned division.

(7) Not more than 20% of employees in a respective division shall be given

Outstanding (OS) scoring in the normal course. However, deserving

cases above the 20% limit may be referred by the concerned GM to

CEO on the basis of outstanding performance.

(8) CEO, at his discretion, may scrutinize up to 20% of the evaluated

employee‟s cases.

(9) PA's shall be done on fiscal year basis (July-June).

(10) All PA's shall be completed by the GMs in 1st week of September every

year. The deadline for line Managers will be 15th August.

(11) Employees can be rated in “Outstanding”/”Exceeds Expectations”/

”Meets Expectations”/”Needs Improvement”/“Unsatisfactory” according

to the marks obtained respectively. Based on marks obtained by an

employee in annual performance appraisal, “an increment in salary”

may be given, subject to the availability of funds/approval of competent

authority.

7.3. Submission of completed PA Forms:

It will be the responsibility of GM concerned to finalize the P.As. of his division

within 1st week of September every year and to send them to the HR

Department by the 15th September without fail. Failure to accomplish the task

shall invite initiation of action under E&D Rules.

33

7.4. Increment:

Increments may be given to the employees, subject to the availability of the

funds, as per the percentage decided by the Authority for each performance

rating. The increase in the salary as a result of increment shall be limited to

the maximum of the salary range of the level. Increments shall be given to

employees on the basis of their performance appraisal ratings. Performance

appraisals for employees on leave without pay shall be conducted in case the

employee serves more than three months in the said fiscal year before

proceeding on leave without pay. Increments for those employees shall be

given for the full fiscal year. There shall be no PA for the period one remains

on leave or is placed under suspension.

7.5. Increase in salary would depend on the ratings obtained by each individual

employee. For those who secured:

(i) Outstanding: rating in the PA may be allowed 8% increase in salary.

(ii) Exceeds Exceptions: rating in the PA may be allowed 6% increase in

salary.

(iii) Meet Exceptions: rating in the PA may be allowed 5% increase in salary.

(iv) Needs Improvement: rating in the PA may be allowed 2% increase in

salary.

7.6. Compilation of Record:

HR department shall compile record relating to performance of every

employee in the prescribed form.

34

7.7. Contract shall be renewed of all the employees strictly on the basis of their

performance appraisal. Contract renewal shall not be granted without

performance appraisal under any circumstances.

PART II

7.8. Eligibility Criteria for Recruitment to higher positions:

(1) Availability of vacant positions as per headcount/number/ratio at each

level/departments defined by the Board)/ competent authority from time to

time.

(2) Completion of minimum tenure and qualification required for recruitment

of departmental candidates shall be as per table given below:

Level Years Experience

Qualification

1 Management Associate to Assistant Manager

02 As such

Master/four years Bachelors degree in Management, Economics, Engineering or equivalent from a reputable foreign or HEC recognized Institute/University.

2 Assistant Manager to Manager

03 As such

Master/four years Bachelors degree in Management, Economics, Engineering or equivalent from a reputable foreign or HEC recognized Institute/University.

3 Manager to Deputy General Manager

05 As such

Master/four years Bachelors degree in Management, Economics, Engineering or equivalent from a reputable foreign or HEC recognized Institute/University.

4 Deputy General Manager to General Manager

05 As such

Master/four years Bachelors degree in Management, Economics, Engineering or equivalent from a reputable foreign or HEC recognized Institute/University.

35

(3) Fulfillment of minimum requirement of educational qualifications

prescribed for a certain position/level, would entitle the employee for

competing with other candidates. The experience acquired by the

existing employee would be preferred while selecting the candidates.

(4) Seniority within a certain level shall, be calculated from the date of

joining to the certain level.

(5) Time spent in Authority employment, regardless of the level, shall also

be taken into account, for the purpose of seniority.

36

CHAPTER – VIII

LEAVE

PART-I

General

8.1. The service rendered by a SMEDA employee after completion of two years

probation will qualify him to earn leave but no leave shall be earned during the

period of leave. However, the period of probation will be included in the period

of service while computing his entitlement.

8.2. Categories of Leave:

The Authority will have the following categories of leave:

(a) Earned Leave

(b) Sick Leave

(c) Maternity Leave

(d) Special Leave

(e) Extraordinary Leave (leave without pay)

(f) Ex-Pakistan Leave

(g) Study Leave

8.3. Earning of Earned Leave:

An employee will earn leave at the rate of 02 days per month of duty

excluding period spent on leave. If duty period during a calendar month is 15

days or less, it will be ignored and that of more than 15 days will be treated as

full month.

The Leave will be earned and sanctioned in full days. There will be no fraction

of day of leave.

37

8.4. Accumulation of Leave:

Earned leave may be accumulated upto maximum of 72 working days. Any

leave over and above 72 days will be considered to have lapsed at the

beginning of the next financial year.

8.5. Leave not to be claimed as a right:

The employee shall not be entitled to claim leave, as a matter of right. The

grant of leave shall be subject to the exigencies of Authority's business, as the

case may be.

PART II

EARNED LEAVE

8.6. Eligibility:

Every employee will be eligible for Earned Leave from the date on

which he completes one year satisfactory service.

8.7. Entitlement:

(1) An employee may avail leave for maximum of 72 working days, subject

to entitlement (if available), in a financial year. Assessment of

entitlement of number of days of Earned Leave available to a particular

employee shall take place at the beginning of each financial year i.e. 1st

July.

(2) Earned leaves will be credited to an employee's account on monthly

basis after one year of the employment with the Authority. An

employee will be eligible for 02 days earned leave per month except

when the employee is on leave.

38

8.8. Leave Record:

The Administration Department shall maintain and keep proper record relating

to the leave of employees of SMEDA.

PART III

Sick Leave

8.9. Eligibility:

An employee is eligible for sick leave from the date of his/her employment with

SMEDA.

8.10. Entitlement:

(1) Subject to the provisions contained herein, an employee shall be

entitled to avail a maximum of 15 days sick leave in a financial year. In

case of failure of an employee to avail sick leave during a financial year

the same shall lapse at the end of the financial year.

(2) Sick leave exceeding three (03) days will be supported with a medical

certificate from a qualified doctor registered with the Pakistan Medical

and Dental Council (PMDC).

Provided further that an employee may be granted sick leave for more

than 15 days, but not exceeding 90 days in a financial year on

production of a medical certificate, issued by the Medical

Superintendent of any Federal/Provincial Government hospital.

39

(3) The Authority may, if it deems fit, nominate its own Doctor or refer the

matter to a Medical Board to determine the criticality of the illness of an

employee seeking sick leave beyond fifteen days.

(4) The sick leave may be treated as paid leave without any effect on the

earned leave at the discretion of the Competent Authority.

PART IV

Maternity Leave

8.11. Eligibility:

A married female employee of the Authority, if submits application for

maternity leave duly supported with medical certificate, shall be entitled to

avail paid maternity leave for a maximum period of 90 calendar days. Such

leave shall not be granted for more than three times in the entire service of a

female employee. The leave will not be debited to her leave account.

PART V

Special Leave

8.12. A female employee of SMEDA, on death of her husband, be granted special

leave (with pay) when applied for, upto 130 working days commencing from

the date of death of her husband. For this purpose she will have to produce

death certificate issued by the competent authority. This leave will not be

debited to her leave account.

40

PART VI

Extraordinary Leave (leave without pay)

8.13. Eligibility:

(1) The employees of SMEDA shall not generally be entitled for extraordinary

leave (leave without pay). However, under exceptional circumstances, the

competent authority, at its own discretion, may grant leave without pay to

an employee.

(2) Employees availing extraordinary leave (without pay) shall not be entitled

for any pay, allowances, perquisites, benefits and/or other facilities.

8.14. Maximum period of EOL (without pay):

Maximum period for which EOL (without pay) can be granted to an employee

will be 02 years during the whole service with SMEDA with at least 04 years

service with the Authority at the time of submission of application for such

leave. The employees having service less than 04 years may be allowed EOL

upto maximum period of one year at the discretion of competent authority.

8.15. Processing of case:

EOL (without pay) cases shall be processed by the Human Resource (HR)

Department.

8.16. Competent Authority:

Competent Authority to sanction EOL (without pay) for any period will be the

CEO for all levels.

8.17. NOC:

The employee before proceeding on EOL (without pay) shall obtain a

41

clearance NOC from SMEDA and return official assets (if any) which are

property of SMEDA or any project (i.e. laptop, vehicle etc.).

8.18. Replacement:

The replacement of employee proceeding on EOL (without pay) may be given

subject to the approval of the competent authority.

8.19. Leave beyond entitlement:

Any leave applied/approved beyond the entitlement, shall be treated as leave

without pay.

PART– VII

Ex-Pakistan Leave

8.20 Ex-Pakistan Leave:

Ex-Pakistan leave may be granted to any employee of the Authority who

applies for such leave. The provision of maximum limit of number of days of

earned leave in Regulation No. 8.7 and that of EOL (without pay) given in

Regulation No. 8.14 shall remain applicable. The pay for the leave period if it

is allowed with pay, shall be paid in Pak Rupees. The leave ex-Pakistan shall

be sanctioned with the approval of CEO.

PART– VIII

Leave Application

8.21. Application for Earned Leave:

(1) An employee desirous of obtaining earned leave not exceeding 7

working days shall submit an approved leave application on the

42

prescribed Form appended to these Regulations to the Administration

Department. Leave application has to be filled out and duly signed by

the employee and approved by the concerned reporting Deputy

General Manager/ Manager/General Manager/ Team Leader as the

case may be. For level 2 employees approval shall be granted by the

CEO.

Provided that earned leave beyond 7 working days but not exceeding

24 working days shall be granted with the approval of the General

Manager concerned for level 3 to level 8 and the CEO for level 2.

Provided further that earned leave beyond 24 working days shall not be

granted to the employee of any level without the approval of the CEO.

(2) Employees of SMEDA .desirous of obtaining ex-Pakistan earned leave

shall submit the leave application form to the CEO for approval, duly

recommended by the concerned General Manager The employee of

level 2 will submit the leave application form directly to the CEO,

8.22. Application for Sick Leave:

(1) An employee desirous of obtaining sick leave not exceeding three days

shall submit leave application to the Administration department, duly

filled in by the employee and approved by the concerned line Manager

DGM/General Manager/Team Leader as the case may be for level 3 to

8. The employees of level 2 shall submit such application directly to

CEO for approval.

43

(2) Sick leave beyond three days shall not be granted unless it is

supported by a medical certificate from a doctor registered with the

PMDC (Pakistan Medical and Dental Council) and recommended by

the General Manager concerned for level 3 to level 8 and CEO for level 2.

Provided that sick leave beyond fifteen days shall not be granted to

employees of any level unless it is supported by a medical certificate

from a doctor registered with the PMDC (Pakistan Medical and Dental

Council) and approved by the CEO.

8.23. Application for Maternity Leave/Special Leave:

A female employee desirous of obtaining maternity leave/special leave (as the

case may be) shall submit a leave application to the Administration department,

duly recommend by the concerned General Manager and approved by the CEO.

The application must be supported by a medical certificate in case of maternity

leave and death certificate in case of special leave.

8.24. Application for Extraordinary (leave without pay):

An employee desirous of obtaining leave without pay shall submit a leave

application to the Administration department duly recommended by the

concerned GM for approval of CEO. The application must be supported by

justification/reason for obtaining leave without pay.

8.25. Application subsequent to Leave:

(1) Where an employee of level 8 to level 3 absents himself/herself in case

of emergency/sickness, he/she shall inform his/her General Manager /

44

Team Leader as soon as possible. The employees of level 2 shall

inform the CEO as soon as possible.

(2) Leave Application Form shall then be submitted by such employee on

the day he returns to the office, to the Administration department. The

submission of any application will not be deemed valid until formal

sanction by the relevant authority.

8.26. Counting of Leave days:

Leave days shall be counted by the Administration department by taking into

consideration leave taken on working days only unless specified. Holidays

falling in between will not be counted as leave.

8.27. Suspension/Refusal of Leave:

The leave sanctioning authority may, in the interest of Authority, at any time

suspend, or refuse leave to an employee and may at its discretion require the

employee to make such reasonable adjustment in the proposed period of

leave as may be mutually convenient.

8.28. Leave Record:

It will be the responsibility of the Administration department to maintain and

keep proper record relating to the leave of employees of the Authority in the

prescribed form.

8.29 Recall from Leave:

If an employee of the Authority, in exigencies of service, is recalled to duty at

his base station with the approval of the leave sanctioning authority he will

resume the duty accordingly. He will, in such case be entitled to claim travel

45

expenses (one way) if he was availing leave away from his headquarter/base

station.

PART-IX

STUDY LEAVE

8.30. SMEDA as a policy places emphasis on staff development and in this regard

may grant study leave to employees for enhancing their skills and capabilities.

However, every study leave will be subject to the exigencies of SMEDA‟s

business.

8.31. All study leave matters will be processed by Human Resource (HR)

Department, SMEDA.

8.32. (1) Study leave shall be availed only for well-reputed foreign universities (for

degree programs only). It can be allowed for the maximum of twenty four (24)

months during the whole service with SMEDA.

(2) The CEO, SMEDA will be the competent authority to sanction study leave

for any level of employees.

8.33. The concerned employee (applying for study leave) must have minimum four

(04) years of service with SMEDA at management level.

8.34. The age of employee (applying for study leave) must not be more than forty

five (45) years.

8.35. The employee proceeding on study leave shall not be entitled to salary,

perquisites and emoluments during the study leave period. However, the

46

Authority may allow „Study Allowance‟ upto 75% of basic salary provided the

course is related directly to the assignment of the employee.

8.36. (1) The period of study leave shall be counted towards seniority, however, the

employee who has availed the study leave shall be considered for recruitment

against higher post and given due preference provided he fulfils the

qualifications prescribed for the post on rejoining SMEDA and serving at least

one (01) year with the organization as well as submission of one performance

appraisal report.

(2) The employee who has proceeded on study leave shall be entitled to

notional increment (if any) during the study leave period, provided he

completes the course successfully.

8.37. The employee before proceeding on study leave shall obtain a clearance

NOC from SMEDA and return any official assets that is property of SMEDA or

any project of SMEDA (i.e. laptop, vehicle, etc.).

8.38. The employee will sign a bond with SMEDA including but not limited to

following clauses:

(1) After the completion of study leave the employee shall serve with

SMEDA for a period at least equal to the study leave period.

(2) In case, the employee fails to comply with the terms and conditions of

the bond, SMEDA shall deduct the gratuity which equals to the study

leave period of the concerned employee.

47

8.39. At any given time, only five (05) percent or working strength of SMEDA may

be allowed to avail leave (at management level) on “first come first served”

basis.

8.40. SMEDA reserves the right to cancel/withdraw any study leave at any time

without assigning any reason thereof.

48

SMEDA

Leave Application Form

Leave ID: Date:

Name: Designation:

Department: Leave Nature:

No. of Days: From: To:

Reasons:

Contact No. during leave:

Current Leave Balance (days): Casual Medical

49

CHAPTER – IX

Employees Allowances, Benefits, Perquisites and Salary

9.1. Medical Allowance Entitlement:

Subject to the provisions contained in these Regulations the employees shall

be entitled for medical expenses incurred on availing medical facilities/

medicines for their persons and legal dependants subject to the maximum of

10 % of current gross salary.

9.2. Mode of payment of medical allowance:

(1) An employee shall be paid the medical allowance maximum to 10% of

the monthly gross salary every month along with other benefits and

allowances.

(2) The Accounts Department shall transfer the medical allowance to the

bank accounts of the employees as per their entitlement i.e. maximum

to 10% of the gross monthly salary in lump sum maximum by 15th of

each month.

9.3. Health Insurance Plan:

(1) The employee shall avail Health Insurance Plan from Health Insurance

Company (HIC) as may be arranged or introduced by the Authority

from time to time and subject to the terms and conditions as may be

agreed between the HIC and the Authority.

Under the Health Insurance Plan the employee shall be entitled to

hospitalization benefits as per the terms and conditions offered by the

HIC.

(2) The Health Insurance Plan premium shall be paid from the medical

allowance given to the employees.

50

(3) The Accounts Department shall pay the premium in full to the HIC at

the beginning of the Health Insurance Plan and shall deduct the fixed

amount from the medial allowance of the employees on monthly basis.

The amount to be deducted shall be according to the percentage so as

to adjust the total premium amount (paid upfront at the beginning of the

plan) within the health insurance plan duration.

9.4. Payment of Premium:

Premium to the approved HIC shall be paid by SMEDA on behalf of the

employee as per payment schedule agreed with the HIC by the Authority.

9.5. Medical Benefits for Health Insurance Plan:

Employees availing Health Insurance Plan shall be entitled for such medical

benefits from the HIC as may be agreed between the Authority and the HIC in

a financial year.

Provided that, the Authority shall not be liable for any medical benefit required

to be provided by the HIC under Health Insurance Plan availed by such

employee.

9.6. Reimbursement of Medical Expenses from Insurer:

Where an employee incurs expenses for availing medical facilities, which are

reimbursable from the HIC, such employee may claim reimbursement of such

expenses from the HIC through the HR department of the Authority.

Provided that, the Authority shall not be liable for payment of all or any of the

expenses incurred by an employee for availing medical facilities and which

are reimbursable from the HIC.

51

9.7. Medical Entitlement during leave:

(1) The employees shall be entitled to medical reimbursement for the

period of earned leave.

(2) Where an employee is on leave without pay, he/she shall not be

entitled for any medical reimbursement including protection/benefits

arising out of the Health Insurance Plan nor shall he/she be liable for

payment of any premium for such Plan during the period he/she was

on leave without pay.

Fuel/Gasoline

9.8. Entitlement of Gasoline:

Employees from the level 2 to 7 shall be entitled to fuel/gasoline allowance as

per the entitlement prescribed in Schedule-I hereto.

9.9. Mode of Payment:

(1) The Accounts Department shall make payments in respect of

fuel/gasoline allowance to each employee as per entitlement in bank

account in the beginning of every month along with other benefits &

allowances.

(2) All payments in respect of fuel/gasoline allowance shall be made on

the basis of prevailing prices of fuel/gasoline as may be determined by

the Government of Pakistan from time to time.

52

BENEFITS

Gratuity

9.10. Eligibility to Gratuity:

Subject to the provisions contained in these Regulations all regular

employees shall be entitled to Gratuity upon completion of one year or more

service with the Authority.

9.11. Basis of Gratuity:

Gratuity shall be equal to one month‟s gross salary calculated on the basis of

last drawn one month‟s gross salary to which an employee may have been

entitled in respect of his/her employment with the Authority.

9.12. Realization of Gratuity:

Gratuity is a terminal benefit for employees. An employee shall be entitled to

receive Gratuity on termination of his/her employment with the Authority in

accordance with these Regulations.

9.13. Computation of Gratuity:

Gratuity of an employee shall become due upon completion of one year of

service and shall be computed in accordance with the number of complete

service years.

9.14. Payment of Gratuity:

(1) Upon termination/Resignation from the employment of an employee

with the Authority, the HR Department shall forthwith initiate process

for clearance of outstanding liabilities, if any, of such employee unto

the Authority on the prescribed form.

(2) The HR Department shall seek approval of the Chief Executive

Officer/GM (CS), as the case may be, on the clearance certificate and

53

forward the clearance certificate along with personal file of the

employee concerned to Accounts Department for payment of final dues

including Gratuity to the erstwhile employee or his/her nominee/legal

heirs as the case may be.

(3) The Accounts Department shall, as soon as possible, make payment of

Gratuity of such erstwhile employee or his/her nominee/legal heirs as

the case may be.

9.15. Payment of Gratuity to the Nominee/Legal heir(s):

Upon death of an employee the Gratuity shall be payable to the nominee in

the case of a nominee appointed by the employee. In the absence of such

nomination, to the legal heirs, as may be determined by Court of competent

jurisdiction to receive the Gratuity.

9.16. Entitlement of Gratuity during Leave without Pay and deputation:

(1) The employees shall be entitled to gratuity for the period of leave

without pay not exceeding two years. The employees availing leave

without pay for more than six months up to two years shall have to sign

a bond to serve for at least two years on their return from leave without

pay otherwise they shall not be entitled to gratuity for the period of

leave without pay.

(2) Where an employee is sent on deputation, the Gratuity shall be paid by

the organization/department to which he/she is on deputation.

9.17 Advance against Gratuity:

(1) Employees may avail advance against Gratuity not exceeding 80% of

the total Gratuity to which an employee is entitled to on the date of

application.

54

(2) Advance against Gratuity may be provided on approval by the Chief

Executive Officer/GM(CS), when requested by the employee on the

prescribed form.

(3) The advance against gratuity provided to an employee shall be

deducted by the Accounts Department from the monthly salary of the

employee. The advance against Gratuity shall be recoverable in 18

months from the date of the advance is given to the employee. This

shall be recoverable in 18 equal monthly installments from the salary of

the employee. Any amount so recovered from an employee shall be

credited to the “SMEDA EMPLOYEES GRATUITY FUND ACCOUNT”.

9.17. Withholding of Gratuity:

The Authority may withhold gratuity of any employee in the following

circumstances:

(1) Where disciplinary proceedings under the rules are pending against an

employee;

(2) Where an employee has been terminated on the ground of misconduct

in terms of the E&D Rules; and

(3) Where in the opinion of the Authority an employee fails to fulfill his/her

obligations pursuant to a commitment, guarantee, indemnity and or

undertaking given or furnished in favour of the Authority in respect of

any official assignment, training or responsibility.

55

Leave Encashment

9.18. Entitlement During Service:

Subject to the provisions contained in the Small and Medium Enterprises

Development Authority (Employees Leave) Regulations, 2012, the employees

shall be entitled to encashment of their earned leave.

9.19. Procedure for Encashment:

(1) An employee may request for encashment of earned leave at the

beginning of the fiscal year i.e. 1st July provided that his earned leaves

balance at the beginning of the fiscal year is more than 24 working

days and provided further that only earned leaves beyond 24 working

days shall be encashable.

(2) An employee entitled to leave encashment may, apply on a prescribed

Form to the Accounts Department for payment against his/her

encashable leave. The leave shall be enchased on calendar day‟s

basis.

(3) The Accounts Department shall, on receiving application from an

employee under these Regulations, seek confirmation in writing from

the Administration Department within seven working days regarding

availability of encashable leave of such employee.

(4) The Admin Department shall as soon as practicable confirm the leave

status as requested by the Accounts Department.

(5) Upon receiving the confirmation from Admin Department, the Accounts

Department shall make payment of encashable leave to the employee.

56

9.20. Leave Encashment on Termination of Employment/Separation:

Upon termination of employment/separation from the Authority, the employee

shall be made payment of encashable leave (if any) in his/her final settlement

by the Accounts Department.

Perquisites

Motor Vehicle

9.21. Entitlement:

Subject to the terms and conditions as may be prescribed by the Authority,

the employees of level 2 and 3 and certain employees in level 4 as prescribed

in Annex-VI hereto, shall be entitled for vehicles of the Authority for official

use.

9.22. Car Maintenance Allowance:

(1) The Authority shall provide Car Maintenance Allowance to employees

who have been provided with Authority cars. The allowance shall be

Rs. 4,000 per month.

(2) The allowance shall be used by the employees to maintain Authority

provided cars in line with the manufacturer‟s recommended

maintenance standard and service, etc.

(3) Provided that the allowance shall not cover the repair/maintenance in

case of major accidents. The Authority shall get the cars repaired from

the authorized 35 dealers in case of major accident.

(4) The maintenance shall be undertaken by the employees from the

authorized 35 dealers/workshops only.

(5) The reimbursement of Maintenance Allowance shall be on presentation

of actual bills, marked with the meter reading at the time of repair and

57

shall be submitted to the Accounts Department before the 5th of each

month.

(6) The Accounts Department shall reimburse the amount maximum by

15th of each month.

9.23. Allowance for Additional Charge:

(1) The employees of SMEDA will be entitled to avail allowance for

performing additional duties/responsibilities in addition to their own.

(2) Additional charge of vacant post in SMEDA as well as in PSDP

projects managed by SMEDA may be given to an employee of SMEDA

for a maximum period of six months, subject to the approval of CEO.

(3) In case of SMEDA, the Additional Charge Allowance may be allowed,

subject to the approval of CEO, when an employee of SMEDA is given

additional charge against vacant position of SMEDA. The additional

charge shall not be for more than six months unless reasons for this

are recorded and approved by the competent authority.

(4) In case of PSDP projects managed by SMEDA, the Additional Charge

Allowance may be allowed when an employee of SMEDA is given

additional charge against a position which has been already envisaged in

the PC-I of that project and the salary of that position has also been

budgeted. The Additional Charge Allowance shall be given from the

budget of that project subject to the availability of funds of that project.

The Additional Charge Allowance shall not be for more than six months.

(5) SMEDA employees who are assigned additional charge as mentioned

above will be entitled to Additional Charge Allowance at the rate of

58

10% of basic monthly salary subject to a maximum ceiling of Rs. 6000

per month.

9.24. Salary:

The SMEDA employees shall be entitled to salary and allowance as given in

Schedule-II. The Board may revise the Schedule-II as and when required.

59

Schedule-I

Level Designation Motor Vehicle

Entitlement

Vehicle Fuel/Gasoline entitlement per Month

(Ltrs.)

Car Maintenance

Allowance

2. General

Manager

Yes 1300 cc

Toyota Corolla,

Honda City,

Suzuki Liana

or equivalent

350 4000

3. Deputy

General

Manager

Yes 1300 cc

Toyota Corolla,

Honda City,

Suzuki Liana

or equivalent

300 4000

4 Managers No, except for

Finance, HR,

Admin and

Public

Relationing

Departments

1000 cc Suzuki

Cultus,

Hyundai

Santro or

equivalent

250 4000

5. Assistant

Managers

No - 100 -

6. Management

Associates

No - 75 -

7. Officers No - 50 -

60

Schedule-II

SALARY

Levels Designation Salary Ranges and Allowances

1 CEO Deputation: BPS-20+ *SPA Rs.50,000+Utilities: 50,000/month or From private sector with MP1 Scale

2 GM (CS) GM(OR), GM (B&SDS), GM (P&P)

Deputation: BPS+*SPA Rs.50,000+Utilities: 40,000/month From Private Sector: Rs.125,000-200,000, Medical Allowance: 10% of gross salary Perquisites and -1300 cc car with 350 liters of fuel Allowances: and Maintenance Allowance @ -Rs. 4,000/- per month -Leave Encashment -Gratuity at gross salary x actual time of service

3 Dy. GM Salary: Rs.90,000-140,000 Medical Allowance: 10% of gross salary Perquisites and -1300 cc car with 300 liters of fuel Allowances: and Maintenance Allowance @ -Rs. 4,000/- per month -Leave Encashment -Gratuity at gross salary x actual time of service

4 Manager Salary: Rs.60,000-100,000 Medical Allowance: 10% of gross salary Perquisites and 275 liters of fuel (Senior Manager Incharge) and 250 liters for Managers Allowances: -Leave Encashment -Gratuity at gross salary x actual time of service

5 Assistant Manager

Salary: Rs.40,000-70,000 Medical Allowance: 10% of gross salary Perquisites and -100 liters of fuel Allowances: -Leave Encashment -Gratuity at gross salary x actual time of service

6 M.A./Sr. Officer/ RBC

Salary: Rs.25,000-45,000 Medical Allowance: 10% of gross salary Perquisites and -Leave Encashment Allowances: -75 liters of fuel -Gratuity at gross salary x actual time of service

61

7 Executive Secretary/Off/ Coord

Salary: Rs.10,000-30,000 Medical Allowance: 10% of gross salary Perquisites and -Leave Encashment Allowances: -50 liters of fuel -Gratuity at gross salary x actual time of service

8 Office Support Salary: Rs.8,000-20,000 Medical Allowance: 10% of gross salary Perquisites and -Leave Encashment Allowances: -Gratuity at gross salary x actual time of service

*SPA: Senior Post Allowance

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CHAPTER – X

Traveling

10.1 Purpose:

An employee may be allowed traveling allowance when traveling in

connection with affairs of the Authority out side his base station to cover travel

cost and extra daily expenditure in consequence of such absence.

10.2. Authorization to Travel:

(1) Employees intending to undertake domestic travel shall obtain prior

authorization/approval for such travel on the prescribed Form “A” from

the concerned General Manager/Team Leader/Chief Executive officer

as the case may be;

Provided that no authorizations shall be required in case of traveling by

the CEO and GM (CS);

(2) Where the concerned General Manager/Team Leaders are not

available due to leave or otherwise, authorization to travel may be

sought from GM (CS);

(3) Authorization to travel shall ordinarily be submitted not later than 3

working days before the date of travel to the concerned officer of the

Administration Department to facilitate travel arrangements. However,

once in a while business exigencies may be handled on a short notice.

10.3. Travel Arrangements:

(1) Pursuant to the submission of authorization and subject to the

provisions contained in these Regulations, Administration Department

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shall be liable to facilitate travel arrangements, in due course, of an

employee as requested in the Authorization Form.

(2) In case of business exigencies, the employees intending to take

domestic travel may make their own arrangements for traveling,

subject to their entitlement as per these Regulations, under intimation

to Administration Department.

Provided that these expenses incurred by an employee on his/her own

travel arrangements shall be reimbursable to such employee according

to his/her entitlement;

Provided further that the employees, who incur expenses on their

traveling arrangements beyond their entitlement due to non-availability

of travel arrangement, shall be reimbursed as per their entitlement

subject to the approval by the concerned GM or the CEO as the case

may be.

10.4. Air Travel Entitlement:

For the purpose of facilitating travel arrangements employees shall ordinarily

be treated in accordance with their prescribed level as provided in Schedule 1

to these Regulations.

Provided that in case of non-availability in a particular class of travel and

subject to the prior approval of General Manager (Central Support) and CEO

as the case may be, travel arrangements of an employees may be made by

the Administration Department in the higher travel class.

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10.5. Lodging Entitlement:

Employees undertaking official domestic travel outside their base stations by

making their own accommodation arrangements shall be entitled for lodging

allowance in accordance with their entitlement as prescribed in the Schedule–I,

thereof.

10.6. Incidental Allowance:

(1) Employees undertaking domestic travel where accommodation

arrangements (if required) are made by the Administration Department

of the Authority shall be entitled for incidental allowance (to cover food

expenses) in accordance with their entitlement as prescribed in

Schedule-1.

(2) Incidental Allowance shall be admissible for days spent on outstation

travel duty in accordance with Authorization Form.

(3) In case the travel is less than 12 hours, half of incidental Allowance

shall be admissible and in case the travel is for more than 12 hours and

up to 24 hours; full day incidental allowance shall be admissible on 12

hours basis as for the first 24 hours.

(4) In case of air, train or bus travel, time will be calculated, for the

purposes of calculating Incidental Allowance, one hour before

departure (from base station) and one hour after arrival time (to base

station). In case of road travel, time will be calculated at actual

departure and arrival time.

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10.7. Laundry Expenses:

Employees will be entitled to the following during the course of their domestic

travel:

(1) Pressing only (Ironing) of one business attire per business day in case

the visit is for two business days.

(2) Complete laundry service (washing, dry cleaning and pressing service

only), if the visit extends beyond two business days. However, this

facility shall be limited to one business attire per business day.

10.8. Land Transport:

(1) Employees who have been provided Authority vehicles or entitled to

fuel allowance shall ordinarily use assigned vehicles or personal

vehicles for home station drops and pickups in the courses of domestic

travel. However, if this facility is required at odd hours (before 7:00 am

and after 11:00 pm) in that case pool car, if available or rental transport

may be allowed after approval of the GM (CS) or the CEO as the case

may be.

(2) Employees who have not been provided with Authority vehicles or fuel

are entitled to use pool cars (if available) or taxi for pickups and drops

after the approval of GM (CS).

(3) At the destination, use of taxi or official vehicles is encouraged through

a pre-arrangement with the respective regional office of the Authority.

Rented vehicles can be used only in exceptional cases and with prior

approval of the GM (CS) or the CEO as the case may be.

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(4) Mode of transportation for local/day trip travel can be personal/

Authority vehicle, taxi or rental cars. However, rented car usage may

not be preferred especially where usage of taxi is more feasible.

(5) Employees using personal vehicles for official travel shall use the most

feasible route for their destinations.

(6) The drivers who are assigned official duty in respect of domestic travel

of an employee or otherwise which requires them to be in office before

7.00 am and after 11.00 pm shall be entitled to such fare as may be

determined by the authority from time to time for each way.

10.9. Personal Car Usage Allowance:

An employee using personal vehicle for inter and intra city traveling shall be

reimbursed as per the amount mentioned in the schedule 1 after approval of

GM (CS) or CEO as the case may be.

10.10. Lodging Allowance:

In case employees do not use Authority‟s prescribed entitlement of

accommodation while on official business, shall be entitled to a lodging

allowance in accordance with the level of entitlement as prescribed in

Schedule–1 hereto. Lodging Allowance includes all laundry, incidental

allowance and hotel stay.

10.11. Travel Expenses Report:

(1) Employees undertaking domestic or international travel shall submit

Travel Expenses Report (TER) in the prescribed Form “B” within one

week of the conclusion of the trip after which the same will not be

67

entertained unless a sufficient cause is shown for its non-production

within the prescribed time. This report should be filled out in detail and

approved by the respective supervisor, i.e., General Manager/Team

Leader/or the CEO as the case may be.

Provided that no such approval of Travel Expenses Report shall be

required in case of CEO.

(2) The TER (duly complete in all respects) shall be furnished to Accounts

Department within one week of the conclusion of the trip by the

concerned employee along with:

(i) Copy of travel authorization form

(ii) Used air ticket and/or bus ticket and / or train ticket and/or toll

tickets.

(iii) Hotel bill (not needed if lodging allowance has been opted for

accommodation arrangements by the employee himself/herself).

(iv) Taxi/Rickshaw (if used) fare should be mentioned separately in

the report.

(3) Accounts Department shall reimburse the expenses within a

reasonable time after submission of TER.

(4) If any employee fails to provide used ticket (air, train or bus) or toll

tickets in case of road travel, he will not be entitled for specific amount.

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10.12. Telephone Calls:

(1) During traveling the employees shall be entitled to make two telephone

calls for their home location (maximum of two minutes per call).

(2) If an employee is required to stay away on business for more than one

day, he/she will be allowed a telephone call (two minutes) for each

business day.

(3) Official calls made outside the hotel will be reimbursed against actual

bills (e.g., hotel bill detail, mobile phone bill, PCO bill).

10.13. Tipping:

(1) Tipping is considered to be a personal expense and shall be

considered to the personal accounts of the employee, if so incurred by

any employee.

10.14. Personal Expenses:

(1) Those employees who, during official domestic travel, incur expenses

over and above their entitlement including those not covered in these

Regulations shall be considered personal expense and the employee

shall have to pay/clear such expenses at the time of check out. In case

the employee fails to pay/clear these expenses the same shall be

deducted by the Accounts Department from the amount reimbursable

to him or from his salary.

69

PART – II

International Traveling

10.15. Approval for International Travel:

Approval for all employees working in the Authority shall be sought in line with

the instructions of the Government of Pakistan regarding visits abroad by

government official issued from time to time.

10.16. Authorization to Travel:

(1) Employees intending to undertake international travel shall obtain prior

authorization for such travel on the prescribed Form “A” from the

concerned General Manager/Team leader endorsed by the CEO or

directly from the CEO as the case may be.

Provided that in the case of traveling of Chief Executive Officer

Authorization shall be sought from the competent authority,

(2) Authorization to travel shall be submitted well in advance to the

Administration Department in order to enable them to facilitate travel

arrangements.

10.17. Incidental Allowance:

(1) Employees who are approved for foreign/overseas training/business

visit shall be entitled to claim incidental allowance in accordance with

their level of entitlement as prescribed in Schedule – II only if not

covered by the sponsor of the training programme. However, if the

trainings/visits are fully funded by the sponsor, no incidental allowance

shall be allowed by the „Authority‟.

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(2) if accommodation is covered in the training, the incidental allowance

will be reduced to 30% of the entitlement of an employee.

(3) If accommodation and food or transport is covered in the training,

incidental allowance shall be reduced to 20% of the entitlement of an

employee.

(4) If accommodation, food and transport are covered, daily allowance will

be reduced to 10% of the entitlement.

(5) The Incidental Allowance will be calculated from one day before the

start of the travel till one day after the completion of the travel on the

basis of paras (1), (2), (3) and (4).

(6) All costs incurred domestically for the purpose of international travel

such as domestic traveling for visa purpose or to the airport(s) for

international departure, visa fee, airport taxes (if not covered by the

sponsor) shall be reimbursed at the actual by the Accounts Department

within three days of submission of approved travel expense report

supported by bills/vouchers/receipts.

10.18. Reimbursable Expenses:

Employees shall be entitled to reimbursement of following expenses incurred

by them during their international travel;

(1) Transportation costs incurred (if not provided by the sponsor) outside

Pakistan and initiated after disembarkation for official traveling reasons.

Such expenses will be reimbursed at actual.

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(2) Official communication expense (telephone/fax/e-mail/postage) shall

be reimbursed at actual.

PART-III

Traveling on transfer

Employees who are transferred by Authority (for business reasons only) to

another location during their service in Authority shall be entitled to the

following allowance:

(1) Reimbursement of economy class airfare for employee and family

(spouse and children) to new location. Where ever air travel is not

possible to a new location reimbursement at the rate of Rs. 9/km would

be entitled to the employee.

(2) Reimbursement of costs of freight to new location not exceeding one

month basic salary. Reimbursement will be against actual bills

presented.

(3) Disturbance allowance of one month‟s basic salary.

(4) The allowances mentioned in the said transfer policy will not be

applicable during the probation period.

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Schedule-I

Domestic Travel

ORG Level

Designation Travel Class

Lodging Incidental expenses

(Rs.)

Lodging allowance per diem

(Rs.)

Personal Car usage allowance

Taxi/ Rental

Car

**Intracity

***Intercity

1 CEO *E SMEDA

designated 2200 4500 Actual Actual Actual

2 GM E SMEDA designated

2200 4500 9/km 9/km Actual

3 Dy. GM E SMEDA designated

2200 4000 9/km 9/km Actual

4 Manager E SMEDA designated

1800 3600 9/km 9/km Actual

5 Asst. Manager

E SMEDA designated

1500 3000 9/km 9/km Actual

6 Manage-ment Associate/ Sr. Officer

E By Road

SMEDA designated

1400 2800 9/km 9/km Actual

7 Officers/ Secretaries/ Coordinator

E By Road

SMEDA designated

1200 2400 Car 9/km M/cycle 6/km

9/km Actual

8 Support Staff By Road

500 1000 Car 9/km M/cycle 6/km

6/km Actual

**

This allowance will only be given to employees who have not been provided vehicles or fuel by SMEDA. ***

This allowance cannot exceed economy class fare if air service. *Economy Class

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Schedule-II

International Travel

ORG Level Designation Travel Class Traveling Allowance Ceiling (US $) For all regions

Taxi/Rented Car

1 CEO E Class 250 Actual

2 GM E Class 175 Actual

3 Dy. GM E Class 165 Actual

4 Manager E Class 150 Actual

5 Asst. Manager E Class 150 Actual

6 Management

Associate/Senior

Officer

E Class 150 Actual

7 Officers/Secretaries/

Coordinator

E Class 150 Actual

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Form-A

Small and Medium Enterprises Development Authority

Travel Authorization Form

Name:

Designation: Places of visit

Purpose of Visit

Mode of Travel By Air By Car By Bus By Train Other

Travel Date: From To Departure Time Place Place

Travel Date: From To Departure Time Place Place

Expected No. of Days to Stay:

Hotel Arrangement Own Arrangement

Expected No. of Days to Stay: Rs. (In words)

Other Instructions:

Requested By Authorized By

Note:

(a) Any change in schedule must be endorsed on the Form.

(b) Please fill out Travel Adjustment Form after each travel whether expenditure incurred or not.

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Form-B

Small and Medium Enterprises Development Authority

Out Station Travel Adjustment Form

Name: Designation

Place of Visit: Date

Purpose

Traveling Expenses:

Mode of conveyance Use: By Car/By Taxi/By Bus/By Air/By Van/By Rickshaw/Other

Date From To K.M. Rate Amount

Hotel Expenses/Daily Allowance (Personal Accommodation)

Sr. No. Particulars Date No. of Nights

Rate Amount

From To

Other Expenses: (Attach Supporting)

Sr. No. Particulars Amount

Requested By: Total Expenses:

Advance Received:

Approved By: Balance payable/ Receivable:

ATTACH USED TICKETS/BOARDING PASSES

76

CHAPTER-XI

JOINING TIME

11.1. Eligibility:

An employee of Authority may be allowed joining time:

(1) To join a new post to which he is appointed while on duty in his old

post;

(2) To join a new post, if transferred, on return from any kind of Leave.

11.2. Calculation of Joining Time:

(1) 02 days for preparation (including holiday) plus the actual days

required to perform, journey may be allowed as joining time in case of

transfer to another station;

(2) Not more than one day may be allowed to an employee in order to join

a new post when the appointment to such post does not necessarily

involve a change of residence to another station;

(3) No joining time is admissible in cases where the change of posts does

not involve an actual change of office/base station.

11.3. Transfer to another Organization:

An employee under the administrative control of the Authority when sent on

deputation to other Organization/Government, his joining time to join his post

under the Organization/Government and for the return journey will be

governed by the rules of that Organization/Government.

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11.4. Pay during Joining Time:

An employee during joining time shall be regarded as on duty and would be

entitled to salary which he would have drawn if he had not been transferred to

new post.

11.5. Joining Time in hardship cases:

The Chief Executive Officer may, at his discretion, grant special joining time

under extraordinary circumstances where the employee could not join his new

post within the joining time allowed for reasons beyond his control.

No employee can claim this as a matter of right and the CEO shall have the

discretion to decide each case on merit.

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CHAPTER-XII

COORDINATION OF BUSINESS IN SMEDA DIVISIONS REGULATIONS

12.1. The establishment of SMEDA, its mandate and key areas of activities,

assigned to it by the SMEDA ordinance, 2002 is structured as a professional

organization with a pyramid hierarchy for an efficient management and

smooth functioning. The organization is controlled by the Board of Directors,

headed by the Minister for Industries, Government of Pakistan. The CEO is

the Chief Executive of the organization, who organizes and supervises the

functions of SMEDA.

It has four regional offices in each provincial headquarters of the country. The

provincial Head Office is supervised by the Provincial chiefs. The

headquarters of the organization is at Lahore. There are 18 regional business

centers of SMEDA, and 4 divisions at the head offices, which are further

divided into departments. The departments have been allocated independent

business. The divisions are as under:

(i) Policy and Planning Division.

(ii) Business and Section Development.

(iii) Central Support

(iv) Outreach

12.2. The Division is normally headed by a General Manager, who supervises the

overall activities of the department. He is answerable to CEO and other senior

management about the division, its annual plan and progress reporting. He

also coordinates the activities with other divisions to achieve organizational

goals. He also represents on the senior management committees. He is also

responsible for reviewing and finalizing specific projects and general

79

operations, maintaining effective working relationship with provincial and

federal government offices.

12.3. Inter-Division Procedure:

(1) When the subject of or case concerns more than one divisions, the

division incharge shall be responsible for consulting other divisions

concerned and no order shall issue, nor shall the case be submitted to

CEO or the BOD, until it has been considered by all the concerned

divisions and their views are obtained.

(2) The division should normally furnish its views within a fortnight of the

receipt of the reference.

(3i) In the event of a difference of opinion between the divisions concerned

the General Manager primarily concerned shall try to resolve the

difference in consultation with other General Managers if no agreement

is reached, the case may be submitted to the CEO for orders.

(4) When the case is referred by one Division to another for consultation,

all relevant facts and points necessitating the references shall be

clearly brought out. The reference should be complete in all respects to

eliminate avoidable back referencing. The GM concerned shall approve

the reference.

12.4. Consultations with Research Division:

Research Division;

This section has to coordinate its activities in respect of the following:

(i) Collection of information from all departments/divisions.

(ii) Developing and maintaining SME database.

(iii) Publication of SMEDA research journals.

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(iv) Collaboration with academic institutions.

(v) implementation of SME policy 2007

(vi) Industrial Policy of Pakistan

(vii) Regular reporting and coordination with Ministry of Industries

and Production.

(viii) Developing comments on different studies/policy papers.

Planning and Coordination Division;

(i) Designing system for SMEDA activities, feedback, planning,

monitoring, evaluation and coordination through SMEDA

(ii) To coordinate Projects (PC-Is) for initiation implementation.

(iii) To coordinate with respective Ministries regarding allocation of

funds.

(iv) Online system Development to monitor Projects efficiently.

(v) Coordination of CEOs Progress Review meetings.

Outreach Division;

(i) Coordination with stakeholders in public and private sectors and

civil society.

(ii) Outreach SMEs in four provinces and 22 major business cities

of Pakistan.

(iii) Coordinate with Chamber of Commerce, Trade Association,

Provincial governments and Civil Society to develop SMEs in

cluster and sectors through consultations and launching pilot

projects.

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Business and Sector Development Department;

(i) Publications for capacity building of SMEs.

(ii) Implement training programmes, workshops for capacity building

and procurement of credit from financial institutions.

(iii) Update SMEDA website.

Business and Sector Development;

(i) Coordination with local and international consultants engaged

for sector development projects.

Central Support Division

(a) Finance Department;

(i) relinquishment, revision or assignment of loan or grant or

guarantee for loan against any project of SMEDA.

(ii) Expenditure for which no provision exists in the budget or for

which no sanction exists.

(iii) Re-appropriation within the budget grant.

(iv) Receipt or expenditure of foreign exchange component.

(v) a change in terms and conditions of employee, which have

financial implications.

(vi) Reimbursement of expenses after submission of TER.

(vii) The Finance Department will be responsible for payment of

monthly salary to the employees. Fuel, gasoline charges, health

insurance charges of the employees to the Health Insurance

Company (HIC), etc.

(viii) Payment of gratuity to the employee, his legal heirs on the

recommendations of the HR Department.

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(ix) Leave encashment to the employees

HR Department;

No Division shall without the consultation of HR Department issue or

authorize to issue any order other than an order in pursuance of any general

or special delegations made by the CEO, which include:

(i) Appointment to posts in all levels by means of any mode of

appointment, i.e., initial appointments or transfer.

(ii) Change in the terms and conditions of service of the SMEDA

employees.

(iii) Expenditure proposal relating to the increase in salary of the

employees.

(iv) Payment of leave encashment, gratuity, or any other dues.

(v) Interpretation of the Service Rules and Service Regulations of

the Authority.

(vi) Process foreign training facilities through GM (CS).

Administration Department;

(i) Shall facilitate traveling.

(ii) keep account of the leave record of the employee.

(iii) Process of overtime claims of the employees.

(iv) Procurement of durable goods.

(v) Implementation of the Procurement Policy.

Correspondence;

(a) Within the Divisions

(i) Inter-divisional correspondence shall be carried out in

memorandum forms would be made to finalize issue through

83

mutual discussions with the active participation of the concerned

GM.

(ii) The communications should convey the exact intentions of the

orders passed by the Management, both in letter and spirit.

(iii) Inter-departmental references made on files should invariably be

accompanied by a duplicate copy of the reference.

(b) Correspondence with Federal and Provincial Governments

(i) All important references received from the Federal and

Provincial Governments should be attended to promptly.

(ii) Such cases should be put up immediately by the officer dealing

with them to the next superior officer.

(iii) If the said superior officer or the C.E.O. directed to submit the

reply, it should be signed by the CEO or the GM.

(iv) The Ministries or Divisions of the Federal Government should be

approached with the approval of the CEO through the Ministry of

Industries.

(v) Correspondence with Private Institutions/Individuals in foreign

countries should ordinarily be conducted through the Pakistan

Diplomatic Missions in that country. However, if correspondence

is made with them directly, a copy thereof should be made to the

Mission concerned.

(vi) Communications made to the Ministry of Industries shall be

made in the form of a letter, starting with a salutation „Sir‟ and

ending with the subscription „Yours faithfully‟.

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(vii) Communications addressed to Foreign Missions direct, shall be

in letter form, beginning with the salutation „Dear Sir, and ending

with the subscription „Yours faithfully‟.

(viii) The correspondence, emanating from SMEDA to the Federal

Government or the Provincial Governments should necessarily

be signed by the CEO or the GM.

85

CHAPTER-XIII

FILE MANAGEMENT SYSTEM REGULATIONS

13.1. Composition of File:

Ordinarily a file consists of two distinct parts:

(1) Correspondence part;

(2) Notes part.

For the correspondence part of the file, the thick card-board cover bearing two

punched holes, if available is used. For the noting file the thinner folded file

cover is used. The subject and number on each portion of file shall be written

on both the file covers or typed on slips and pasted on them.

The correspondence part of the file contain a docket sheet showing all

communications including demi-official letters and self-contained and

separate un-official references, received or issued. The correspondence part

is arranged strictly in chronological order from left to right and is firmly laced

through the punched holes of the hard file covers. All pages of the

correspondence part of the file is serially numbered. The odd page number

should be written on the right hand top corner of the page while the even

numbers should appear on the top left hand corner on the reverse. The

numbers should be written clearly and legibly and if numbering has to be

changed due to error or interpolation of some material, the original serial

number should not be crossed or over-written but simply scored out by a line

drawn across it and the new number written there under.

Necessary correction should also be made in the Notes.

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13.2 Subject Title and File Number:

Every file shall be given a suitable subject title; and an appropriate number;

and these shall appear prominently on the front page of the Department‟s file

cover in places provided for them. Every Division shall maintain an approved

list of main subject headings serially numbered in respect of all matters dealt

with in the Section. This list of main subject headings shall only give general

subjects, being dealt with by the departments. File may be given a number in

the following manner:

(1) The Section to which the file pertains;

(2) The serial number of the main list of headings;

(3) The serial number of the sub-heading;

(4) The year in which the file is opened. The name of the Department

to which the file belongs should be printed in bold letters on the file

cover or should be written clearly in the space provided for it on

the file cover. The list of main subject headings should be pasted

on the opening pages of the File Register. The series of file

numbers run from 1st January to 31st December each year, after

which it should again start from the beginning, retaining as far as

possible the file numbers allotted to various subjects in the

preceding year.

While new files should, according to the above instructions, be

started on the 1st January each year, there are certain exceptions

87

to this rule. If the number of pages in a file exceeds 300, a second

volume should be started, bearing the same number with the

addition „Vol.–II‟ after it. New files may not be opened

unnecessarily.

(5) The opening of part files should also be avoided as far as possible.

A part file may, however, be opened when the main file is not likely

to be available for some time, and action on a freshly received

communication cannot brook delay. When more than one part file

is opened, each of them should be given a distinct number to

indicate its relation with the main file.

13.3. Referencing on File:

(1) Referencing each communication in the correspondence file should be

properly cross-referenced to facilitate prompt reference to the

connected documents. The latest communication on which action is

being taken shall also be placed on the correspondence file at the end

and page-numbered. It may also be flagged with a “PUC” label and

referred to in the Notes file as “PUC” at page ----/C. Reference to

correspondence shall always be made page-wise as “pp. 13-14/C”. etc.

No case shall be submitted to an officer without adding and referencing

the previous papers to which references may have been made in the

PUC or in the notes.

(2) All previous papers, rules and regulations, precedents, policies, etc., to

which reference has been made in the fresh receipts or in the fresh

88

receipts or in notes shall be indicated by giving the number of the

page/paragraph and number of relevant file in the margin in pencil by

flagging with alphabetical slips.

(3) The slips should be pinned neatly under the pages, and sharp end of

the pin being hidden between the slip and the page. When a large

number of references are to be flagged, the slips should be so spaced

as to be easily noticeable. If references are flagged with alphabetical

slips the number and pages of the relevant file or document should

also be indicated in the margin so that if the slips are lost or removed at

a later stage, the reference can still be located. If the document put up

for reference is a report, periodical or other publication, its full title etc.,

should also be given in the margin in ink, unless it is clearly mentioned

in the note itself by name. In the case of a file, its number must be

noted in ink in the margin.

13.4. Placement of the reference material:

Reference books normally available with the officers should not be put up with

the file but the relevant pages to which attention is to be drawn should be

indicated in the margin. If any reference books have to be put up, they should,

if of the same size as the file board or file cover be placed at the bottom of the

case papers; and if of a smaller size they should be placed at the top to

prevent them from slipping out. Linking of files on which action is in progress

should, as far as possible, be avoided. As a general rule this practice should

be resorted to only when the files are inter-connected and orders have to be

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passed on them simultaneously. If a reference has to be made to papers in

another current file, relevant extracts should be taken if the matter involved is

not too lengthy. Where linking is necessary, a slip should be attached to the

top binder of the file board indicating the number of cases and file numbers on

which orders are required.

13.5. Noting on the File:

The noting sheets in the Notes file shall be tagged inside the file cover at the

left hand top corner so that it becomes possible to fold them backward and

bring the last portion of the notes on top. The Notes file should not be page-

numbered. It shall be serially Paragraph-numbered continuously from

beginning to end. References to Notes shall always be made paragraph-wise,

“as para 19/N”. etc. All incoming and outgoing communications shall be

entered in red ink in the Notes file at the appropriate stage and given a

paragraph number. Such entries shall be separated from the running Notes by

horizontal lines drawn across the page before and after each such entry as

under:-From: The Provincial Chief, SMEDA, Quetta - No. 11447/G, dated 15th

August, 2011……….Page 15/C. No. ODS(O&M)-11/63, dated 20th August,

2011 .Page 16/cor.One or two blank sheets should be added to the file even

if there is enough space blow a note for the higher officers to record their

notes.

13.6. How to Write a Note:

Notes shall ordinarily be recorded on cases which are to be put up to higher

officers for orders. No elaborate note need, therefore, be recorded by an

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Officer on:- (i) a receipt which he himself is competent to dispose of in the light

of clear precedent or practice or under the standing orders delegating specific

powers to him to dispose of certain types of cases; and (ii) a case where the

line of action has been indicated by higher officer and he is required to put up

a draft, unless some thing important has to be pointed out which would alter

the proposed line of action. When a case is put up to a higher officer, it shall

always be assumed that the paper under consideration will be read by the

officer to whom it is submitted. Paraphrasing of the contents of the paper

under consideration or reproduction of verbatim extracts from it in a note

should, therefore, as a rule, be avoided. A precis may, however, be made if a

paper under consideration is of great length and complexity. The object of a

note is to supply in the most concise, correct and clear form the relevant

information required for the disposal of a paper under consideration. In some

cases, a mere perusal of the paper under consideration will be sufficient, and

no further elaboration will be needed beyond a brief suggestion for action.

When a note is required, it shall be a presentation of the case in the following

sequence:

(1) The question under consideration;

(2) The circumstances leading up to it, with brief background and full facts

of the case. (The noting officer should point out any errors or

misstatement of facts in the paper under consideration or in notes of

other departments);

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(3) Any rules, regulations, precedents or policy having a bearing on the

case. (The noting officer should discuss their application or otherwise

to the question under consideration);

(4) The points for decision; and

(5) The suggestions for action. In complicated or protracted cases,

particularly those involving references to other Departments, the Officer

may prepare and place in a separate cover a duly referenced summary

of the case, which shall be kept up-to-date by incorporating important

decisions therein. The summary shall be signed by the Officer

concerned. The facts of the case shall not then be reproduced in the

notes part of the file. All notes should be legibly written on note sheets.

No notes should be written on the receipt itself, except when a special

paper economy drive is on. If a higher officer has already made any

remarks on the receipt, they should be copied out on the note sheet

below the red ink entry relating to the receipt before subsequent notes

are recorded. Notes exceeding half a page may be neatly typewritten.

If hand written, they should be easily legible. Notes should be broken

up, as much as possible, into short connected paragraphs, each

dealing with a particular point. Long sentences and a rambling style

should be avoided. All notes shall be temperately worded and shall be

free from personal remarks.

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13.7. Criticism:

(1) If apparent errors are to be pointed out, or if an opinion has to be

criticized, it shall be done in sober and appropriate terms. Special care

should be taken in making observations on notes on senior officers.

The officer recording the note should affix his signatures and date on

the right side of the note sheet at the end of his note alongwith his full

name in type/print.

(2) The designation of the officer to whom a case is submitted should be

indicated on the left side of the note below the signatures and date of

the officers submitting the note.

(3) When the higher officer agrees with the note or recommendation, he

may merely append his signature. To facilitate the expeditious disposal

of cases, full use should be made of personal discussion between

officers in the same department if a case pertains to more than one

particular Section.

13.8. Use of Priority Labels:

The use of priority labels shall be strictly restricted to cases where they are

absolutely necessary. Utmost care should be exercised in the gradation of

references and priority labels must not be used indiscriminately. The label

shall be fixed to the top binder of the file board on the left side. Once a

particular priority has been given to a file, it should not continue to have the

same priority automatically. Each officer dealing with a file shall satisfy

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himself at every stage that the correct priority has been given to it. The

exclusion of all other work which an officer may be doing at the time should

be labeled `Top Priority‟ and such cases shall be sent to the residence of the

officer concerned after office hours and on holidays, if necessary. If sent to

the residence, the officer shall deal with the case promptly and, if possible,

return it with his orders to the person who brought it. This label should be

used most sparingly. Files relating to budget matters shall have the word

BUDGET printed below the Top Priority, Immediate and Urgent labels. Cases

requiring attention within 48 hours of submission shall be labeled “URGENT”.

13.9. Preservation and Weeding:

Staring from January each year the Support Staff will take out in the first week

of each month files due for destruction during that month. He will prepare a list

of all such files and, together with the files, place it on the table of

Management Associate who will go through each file and obtain the final

orders of the Manager concerned with regard to its destruction or preservation

for a further period. The date of destruction or period of extension will be

entered in the appropriate registers by the Support Staff. When the life of the

file is extended, the new date shall be carried forward to the relevant year. The

secret and confidential files and papers due for destruction shall be burnt

under the personal supervision of the Manager, who will note the fact in the

Register of Recorded Files.

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13.10. Drafting:

A draft of a communication, proposed to be issued on a case submitted to a

higher officer, may be prepared at any stage, if it appears that this will facilitate

its disposal. In routine cases the Management Associate should invariably put

up an anticipatory draft when submitting a case for orders or higher officer may

himself prepare a draft and authorize its issue or submit it to the next higher

officer for approval. A draft communication should convey the exact intention

of the orders passed both in letter and in spirit. The language used should be

clear and simple Long sentences and repetitions, whether of words,

expressions or ideas should be avoided. In the case of lengthy and

complicated communications, the main points should be summarized in the

concluding paragraph.

13.11. Preparation for Recording of Files:

A file, after it has been marked for record, is to be arranged properly for

recording. This involves the following actions:

(1) Amendment or revision of the title of the file, where necessary, to

ensure that its contents are adequately described at that stage and

underlining of the words under which the title should be indexed.

(2) To complete references, that is, to remove alphabetical slips and give

permanent identification marks to the references quoted in notes and

correspondence where this has not already been done and mark

numbers of previous or later files on the subject on the cover of the file.

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(3) To prepare a fresh cover for the file with the revised title and details of

previous and later reference, etc., where necessary.

(4) Noting in the File Register the date of recording, classification, and, in

the case of "C" files, the year of destruction.

(5) Removing from the file routine notes and papers, such as notes on

casual discussions on points of .less importance. Routine

correspondence like reminders, acknowledgments, etc., and notes

which are intended to elucidate minor points of detail which are of an

ephemeral nature. The Management Associate will complete the items

(a) and (b) above.

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CHAPTER – XIV

Efficiency & Discipline

14.1. Definitions:

In these Regulations, unless there is anything repugnant in the subject or

context–

(a) „accused‟ means a person who is or has been an employee and

against whom action is initiated;

(b) „appellate authority‟ means the authority next above the competent

authority to which an appeal lies against the orders of the competent

authority;

(c) „appointing authority‟ in relation to an employee or class of employees

means an appointing authority declared or notified as such by an order

of the Authority;

(d) „charge‟ means allegations framed against the accused pertaining to

acts of omission and commission cognizable under these Regulations;

(e) „Competent Authority‟ means the Chief Executive Officer, or any other

officer of the Authority designated to act as competent authority for a

particular case or class of cases;

(f) „corruption‟ means–

(i) accepting, obtaining or offering any gratification or valuable

thing, directly or indirectly, other than legal remuneration, as a

reward for doing or for bearing to do any official act: or

(ii) dishonestly or fraudulently misappropriating, or indulging in

embezzlement or misusing Authority‟s property or resources; or

(iii) possession of pecuniary sources or property by an employee or

any of his dependents or any other person, through him or on

his behalf, which cannot be accounted for and which are

disproportionate to his known sources of income;

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(h) „inefficiency‟ means failure to efficiently perform functions assigned to

an employee in the discharge of his duties; or

(i) „inquiry committee‟ means a committee of two or more officers, headed

by a convener, as may be appointed by the competent authority under

these Regulations;

(j) „inquiry officer‟ means an officer appointed by the competent authority

under these Regulations;

(k) „misconduct‟ includes–

(i) conduct prejudicial to good order or service discipline; or

(ii) conduct contrary to the Regulations or Ethics, for the time being

in force; or

(iii) conduct unbecoming of an officer and a gentleman; or

(iv) absence from duty without prior approval of leave; or

(v) acquittal by a court of law as a result of compounding of an

offence involving moral turpitude or affecting human body; or

(vi) conviction for an offence by a court of law;

(vii) Willful insubordination or disobedience whether alone or in

combination with others, to any lawful and reasonable order of a

superior;

(viii) Theft, fraud or dishonesty in connection with SMEDA‟s business

and property;

(ix) Willful damage to or loss of organization‟s goods or property;

(x) Taking or giving bribes or illegal gratification;

(xi) Bringing firearms or weapons onto SMEDA‟s premises;

(xii) Excessive tardiness or abuse of break and lunch privileges;

(xiii) Continual breach or Rules or any Law applicable to SMEDA;

(xiv) Customary late Attendance;

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(xv) Discourteous, riotous, violent or disorderly behavior during

working hours a the establishments of SMEDA or any act

subversive of discipline;

(xvi) Chronic negligence;

(xvii) Making commitments on behalf of SMEDA beyond the scope of

the delegated authority;

(xviii) Making commitments known to be detrimental to the interests of

SMEDA;

(xix) Engaging directly or indirectly, without SMEDA‟s permission in

any other business or paid occupation, whilst in the services of

SMEDA;

(xx) Joining SMEDA under false pretence;

(xxi) Divulging of confidential or other secret matters likely to affect

SMEDA adversely;

(xxii) Violation of the corporate policy on technology use and privacy;

(xxiii) Refusing to receive any official memorandum or communication

addressed to her/him by SMEDA;

(xxiv) Taking part in political activities

14.2. Grounds for proceedings and penalty:

An employee shall be liable to be proceeded against, if he is–

(i) inefficient or has ceased to be efficient for any reason; or

(ii) guilty of misconduct; or

(iii) guilty of corruption or is reasonably considered to be corrupt; or

(iv) engaged or is reasonably believed to be engaged in subversive

activities, and his retention in service is prejudicial to national security,

or is guilty of disclosure of official secrets to any unauthorized person.

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14.3. Penalties:

(1) The competent authority may, notwithstanding anything contained in any

law or the terms and conditions of service of the accused, by an order in writing,

impose one or more of the following penalties, namely:

(a) Minor penalties–

(i) censure;

(ii) withholding of increment or increments, for a specific period,

subject to a maximum of five years;

(iii) fine not exceeding basic pay of one month;

(iv) reduction to a lower stage or stages in pay scale, subject to a

maximum of five stages; and

(b) Major penalties–

(i) recovery from pay, or any amount payable to the accused, the

whole or a part of any pecuniary loss caused to the Government

or the organization in which he was employed;

(ii) reduction to a lower post and pay scale from the substantive or

regular post for a specific period subject to a maximum of five

years;

(iii) forfeiture of past service for a specific period subject to a

maximum of five years;

(iv) removal from service; and

(2) Any penalty under this Act shall not absolve an employee or accused

from liability to any punishment to which he may be liable for an offence, under any

law, committed by him while in service.

14.4. Initiation of proceedings:

(1) If on the basis of its own knowledge or information placed before it, the

competent authority is of the opinion that there are sufficient grounds for initiating

proceedings against an employee under these Regulations, it shall either–

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(a) proceed itself against the accused by issuing a show cause notice, for

reasons to be recorded in writing, dispense with the enquiry:

Provided that no opportunity of showing cause or personal hearing

shall be given where–

(i) the competent authority is satisfied that in the interest of

security of Pakistan or any part thereof, it is not expedient

to give such an opportunity; or

(i) an employee is involved in subversive activities; or

(iii) it is not reasonably practicable to give such an

opportunity to the accused; or

(b) get an inquiry conducted into the charge or charges against the

accused, by appointing an inquiry officer or an inquiry committee, as

the case may be:

Provided that the competent authority shall dispense with the inquiry

where–

(i) an employee has been convicted of any offence other than

corruption by a court of law under any law for the time being

in force; or

(ii) an employee is or has been absent from duty without prior

approval of leave:

Provided further that the competent authority may dispense with the

inquiry where it is in possession of sufficient documentary evidence

against the accused or, for reasons to be recorded in writing, he is

satisfied that there is no need to hold an inquiry.

(2) The orders of inquiry or the show cause notice, as the case may be, shall

be signed by the competent authority;

14.5. Procedure where inquiry is dispensed with:

If the competent authority decides that it is not necessary to hold an inquiry

against the accused, it shall–

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(a) inform the accused by an order in writing, of the grounds for

proceeding against him, clearly specifying the charges therein,

alongwith apportionment of responsibility and the penalty or penalties

proposed to be imposed upon him;

(b) give him a reasonable opportunity of showing cause against the

proposed action, within seven days of receipt of the order or within

such extended period as the competent authority may determine;

(c) on receipt of reply of the accused within the stipulated period or after

the expiry thereof, if no reply is received, determine whether the

charge or charges have been proved against the accused or not;

Provided that after receipt of reply to the show cause notice from the

accused, the competent authority, shall decide the case within a

period of ninety days, excluding the time during which the post held

by the competent authority remained vacant due to certain reasons:

(d) afford an opportunity of personal hearing itself, if it is determined that

the charge or charges have been proved against him. and

(e) exonerate the accused, by an order in writing, if it is determined that

the charge or charges have not been proved against him; and

(f) impose any one or more penalties mentioned, by an order in writing,

if the charge or charges are proved against the accused:

14.6. Action in case of conviction:

Where an employee is convicted by a court of law or has been acquitted by a

court of law as a result of compounding of an offence involving moral turpitude or

affecting human body under any law for the time being in force, the competent

authority, after examining facts of the case, shall–

(a) Remove the employee from service where he has been

convicted of charges of corruption or and has returned the

assets or gains acquired through corruption or corrupt practices

voluntarily; or

(b) Proceed against the employee by issuing a show cause, where

he has been convicted of charges other than corruption; or

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(c) Proceed against the employee through a regular enquiry, where

he has been acquitted by a court of law as a result of

compounding of an offence involving moral turpitude or affecting

human body.

14.7. Procedure to be followed by competent authority where inquiry is

necessary:

(1) If the competent authority decides that it is necessary to hold an inquiry

against the accused it shall issue a Charge Sheet containing the acts of

omissions and commissions of the accused; and the grounds for penalty–

(a) It shall appoint an inquiry officer or an inquiry committee; provided

that the inquiry officer or the convener of inquiry committee, as the

case may be, shall be of a rank senior to the accused and where

two or more accused are proceeded against jointly, the inquiry

officer or the convener of the inquiry committee shall be of a rank

senior to the senior most accused;

(b) Direct the accused to submit written defense to the inquiry officer or

the inquiry committee, as the case may be, within seven days of the

receipt of Charge Sheet or within such extended period as the

competent authority may determine.

(2) The record of the case and the list of witnesses, if any, shall be

communicated to the inquiry officer or the inquiry committee, as the case

may be, along with the orders of inquiry.

14.8. Procedure to be followed by inquiry officer or inquiry committee:

(1) On receipt of reply of the accused or on expiry of the stipulated period, if

no reply is received from the accused, the inquiry officer or the inquiry

committee, as the case may be, shall inquire into the charges and may

examine such oral or documentary evidence in support of the charge or

in defense of the accused as may be considered necessary and where

any witness is produced by one party, the other party shall be entitled to

cross examine such witness.

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(2) If the accused fails to furnish his reply within the stipulated period, or

extended period, if any, the inquiry officer or the inquiry committee, as the

case may be, shall proceed with the inquiry ex-parte.

(3) The inquiry officer or the inquiry committee, as the case may be, shall

hear the case from day to day and no adjournment shall be given except

for reasons to be recorded in writing, in which case it shall not be of more

than seven days.

(4) Where the inquiry officer or the inquiry committee, as the case may be, is

satisfied that the accused is hampering or attempting to hamper the

progress of the inquiry, he or it shall administer a warning and if,

thereafter, he or it is satisfied that the accused is acting in disregard to

the warning, he or it shall record a finding to that effect and proceed to

complete the inquiry in such manner as may be deemed expedient in the

interest of justice.

(5) If the accused absents himself from the inquiry on medical grounds, he

shall be deemed to have hampered or attempted to hamper the progress

of the inquiry, unless medical leave, applied for by him, is sanctioned on

the recommendation of a Medical Officer; provided that the competent

authority may, in its discretion, sanction medical leave upto seven days

without recommendation of the Medical Officer recognized by the

SMEDA.

(6) The inquiry officer or the inquiry committee, as the case may be, shall

submit his or its report, containing clear findings as to whether the charge

or charges have been proved or not and specific recommendations

regarding exoneration or, imposition of penalty or penalties, to the

competent authority within sixty days of the initiation of inquiry:

Provided that where the inquiry cannot be completed within sixty days,

the inquiry officer or the inquiry committee, as the case may be, shall

seek extension for specific period from the competent authority, for

reasons to be recorded in writing:

Provided further that the inquiry shall not be vitiated merely on the

grounds of non-observance of the time schedule for completion of inquiry:

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Provided further that the recommendations of the inquiry officer or the

inquiry committee, as the case may be, shall not be binding on the

competent authority.

14.9 Order to be passed by the competent authority on receipt of report

from the inquiry officer or inquiry committee:

(1) On receipt of the report from the inquiry officer or inquiry committee, as

the case may be, the competent authority shall examine the report and

the relevant case material and determine whether the inquiry has been

conducted in accordance with the provisions of these Regulations.

(2) If the competent authority is satisfied that the inquiry has been conducted

in accordance with the provisions of these Regulations, it shall further

determine whether the charge or charges have been proved against the

accused or not.

(3) Where the charge or charges have not been proved, the competent

authority shall exonerate the accused by an order in writing.

(4) Where the charge or charges have been proved against the accused, the

competent authority shall issue a show cause notice to the accused by

which it shall–

(a) inform him of the charges proved against him and the penalty or

penalties proposed to be imposed upon him by the inquiry

officer or inquiry committee;

(b) give him reasonable opportunity of showing cause against the

penalty or penalties proposed to be imposed upon him and to

submit as to why one or more of the penalties as provided in

these Regulations may not be imposed upon him and to submit

additional defense in writing, if any, within seven days of the

receipt of the notice;

After affording personal hearing to the accused, the competent authority shall,

keeping in view the findings and recommendations of the inquiry officer or inquiry

committee, as the case may be, facts of the case and defence offered by the

accused during personal hearing, by an order in writing–

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(i) exonerate the accused; or

(ii) impose any one or more of the penalties specified in Para 14.3 of

these Regulations:

Provided that–

(i) Where charge or charges of grave corruption are proved

against an accused, the penalty of removal from service shall

be imposed, in addition to the penalty of recovery, if any; and

(ii) Where charge of absence from duty for a period of more than

one year is proved against the accused, the penalty of removal

from service shall be imposed upon the accused.

(5) Where the Competent Authority is satisfied that the inquiry proceedings

have not been conducted in accordance with the provisions of these

Regulations or the facts and merits of the case have been ignored or

there are other sufficient grounds, it may, after recording reasons in

writing, either remand the inquiry to the inquiry officer or the inquiry

committee, as the case may be, with such directions as the competent

authority may like to give, or may order a de novo inquiry.

(6) After receipt of inquiry report, the competent authority, shall decide the

case within a period of ninety days, excluding the time during which the

post held by the competent authority remained vacant due to certain

reasons.

(7) If the case is not decided by the competent authority within the prescribed

period of ninety days, the accused may file an application before the

appellate authority for early decision of his case, which may direct the

competent authority to decide the case within a specified period.

14.10. Departmental appeal and review:

(1) An accused who has been awarded any penalty under these Regulations

may, within thirty days from the date of communication of the order,

prefer departmental appeal to the Appellate Authority through the

Competent Authority:

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(2) The appellate authority shall call for the record of the case and comments

on the points raised in the appeal from the concerned department or

office, and on consideration of the appeal by an order in writing–

(a) uphold the order of penalty and reject the appeal or review petition; or

(b) set aside the orders and exonerate the accused; or

(c) modify the orders and reduce or enhance the penalty; or

(d) set aside the order of penalty and remand the case to the competent

authority, where it is satisfied that the proceedings by the competent

authority or the inquiry officer or inquiry committee, as the case may

be, have not been conducted in accordance with the provisions of this

Regulations, or the facts and merits of the case have been ignored,

with the directions to either hold a de novo inquiry or to rectify the

procedural lapses or irregularities in the proceedings:

Provided that where the appellate proposes to enhance the penalty, it

shall by an order in writing–

(i) inform the accused of the action proposed to be taken against

him and the grounds of such action; and

(ii) give him a reasonable opportunity to show cause against the

action and afford him an opportunity of personal hearing either

itself or through a hearing officer; Provided that the hearing officer

shall only be appointed where the appellate or the review authority

is of the rank of Secretary to Government of the Punjab or above.

14.11. Competent Authority:

For the purpose of maintaining discipline and conducting disciplinary

proceedings on behalf of the Authority; the following officers are referred

to as Competent Authority:

1) For GM Board of Directors

2) For DGM Chief Executive Officer

3) For Managers Chief Executive Officer

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4) For Assistant Manager Chief Executive Officer

5) For Management Associate, Senior Officers, Regional Business Coordinators Chief Executive Officer

6) For other employees GM Central Support

14.12. Right to Appeal:

An employee aggrieved by a decision given or order, passed by the

Competent Authority, shall be entitled to appeal to the next higher Authority

through the Competent Authority within a period of thirty (30) days from the

date of communication of the order to such employee. An employee

aggrieved by a decision given or order passed in an appeal by Chief

Executive Officer may file an appeal to Board of Directors through Competent

Authority within a period of thirty (30) days from the date of communication of

the order to such employee.

14.13. Procedure for submission and contents of Appeal:

(1) Every employee preferring an appeal shall do so separately and in his

own name.

(2) No appeal shall lie for any joint or collective grievance under these Rules.

(3) It shall be written in polite and respectful language and shall be free

from unnecessary and superfluous verbage and shall be signed.

(4) It shall contain all material statements and arguments relied on and

shall be complete in shape.

(5) It shall specify the relief desired.

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(6) An authenticated copy of the order appealed against should be

enclosed.

14.14. Withholding of appeal:

The appeal will be liable to be withheld by the Competent Authority if: it is not

preferred within the prescribed time/limit; it is illegible or unintelligible; it deals

with a matter which does not concern the employee personality; it is

addressed to an authority to which no appeals lies;

The fact of with-holding an appeal should be intimated to the appellant and

the appellate authority with reasons by the Competent Authority.

14.15. Transmission of Appeals:

(1) The authority which made the order appealed against shall without any

avoidable delay transmit it to the appellate authority every appeal

which is not withheld, under Regulations together with its comments

and relevant records.

(2) The authority to whom an appeal lies may direct transmission of any

appeal with-held and thereupon such appeal shall be transmitted to

that authority together with the comments of the authority with-holding

the appeal and the relevant records.

14.16. Consideration of Appeals:

The Appellate Authority shall consider whether:

(i) the findings are justified.

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(ii) whether the penalty imposed is excessive, adequate or inadequate

and pass suitable orders. Provided the appellate Authority shall give

notice to the appellant if he intends to enhance the penalty.

14.17. Rejection of Appeal:

An appeal may be rejected by the Appellate Authority on, interalia, the

following reasons:

i. It is an appeal in a case in which no appeal lies under these

Regulations; or

ii. It does not comply with provisions of Regulations;

iii. It is not preferred within the time specified in Regulation No. 14.10

and no reasonable or plausible cause is shown for the delay; or

iv. It is addressed to an authority to which no appeal lies under these Rules; or

v. It is repetition of a previous appeal which has already been decided, and no new

facts, circumstances or reasons have been adduced which afford grounds for

reconsideration of the case:

Provided that in every case in which an appeal is rejected, the aggrieved

employee shall be informed of the fact and the reasons for it within thirty (30)

days of its being rejected.

Templates regarding enquiry procedure are placed at Annex-XIV to XVII.

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Appeals and Representations

Part-II

14.18. Review of Orders:

(1) Where no appeal or representation lies, an employee aggrieved by a

decision given or an order passed by the Competent Authority

imposing upon him/her a penalty may apply to such Competent

Authority for review of the decision given or order passed against

him/her within thirty (30) days of passing of such decision or orders;

Provided that the Competent Authority may accept or reject the review

application, after thirty (30) days where a sufficient reason has not

been given by the applicant for not making the said application within

the prescribed time.

(2) The Competent Authority shall either accept or reject the review

application ordinarily within thirty (30) days of the filling of such

application.

14.19. Right to Appeal:

An employee aggrieved by a decision given or order passed by the

Competent Authority, except in the case of an order passed by CEO, shall be

entitled to appeal to the Board within a period of thirty (30) days from the

date of communication of the order to such employee.

14.20. Procedure for submission and contents of Appeal:

(1) Every employee preferring an appeal shall do so separately and in his

own name.

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(2) No appeal shall lie for any joint or collective grievance under these

Rules.

(3) It shall be written in polite and respectful language and shall be free

from unnecessary and superfluous verbage and shall be signed.

(4) It shall contain all material statements and arguments relied on and

shall be complete in shape.

(5) It shall specify the relief desired.

(6) An authenticated copy of the order appealed against should be

enclosed.

14.21. Withholding of appeal:

The appeal will be liable to be withheld if: it is not preferred within the

prescribed time/limit; it is illegible or unintelligible; it deals with a matter which

does not concern the employee personality; it is addressed to an authority to

which no appeals lies;

The fact of with-holding an appeal should be intimated to the appellant and

the appellate authority with reasons.

14.22. Transmission of Appeals:

(1) The authority which made the order appealed against shall without any

avoidable delay transmit it to the appellate authority every appeal

which is not withheld, under Regulations No. 14.13 together with its

comments and relevant records.

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(2) The authority to whom an appeal lies may direct transmission to any

appeal with-held and thereupon such appeal shall be transmitted to

that authority together with the comments of the authority with-holding

the appeal and the relevant records.

14.23. Consideration of Appeals:

The Appellate Authority shall consider whether:

(i) the findings are justified.

(ii) whether the penalty imposed is excessive, adequate or inadequate

and pass suitable orders. Provided the appellate Authority shall give

notice to the appellant if he intends to enhance the penalty.

14.24. Rejection of Appeal:

An appeal may be rejected by the Appellate Authority on, interalia, the

following reasons:

i. It is an appeal in a case in which no appeal lies under these

Regulations; or

ii. It does not comply with provisions of Regulation No. 14.13;

iii. It is not preferred within the time specified in Regulation No.

14.10 and no reasonable or plausible cause is shown for the

delay; or

iv. It is addressed to an authority to which no appeal lies under

these Rules; or

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It is repetition of a previous appeal which has already been decided, and no

new facts, circumstances or reasons have been adduced which afford

grounds for reconsideration of the case: Provided that in every case in which

an appeal is rejected, the aggrieved employee shall be informed of the fact

and the reasons for it within thirty (30) days of its being rejected.

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CHAPTER – XV

DEPUTATION POLICY

15.1. Deputation:

An employee begins to be regarded as on “deputation” when he is appointed

or transferred to a post in on or service different from the one to which he

permanently belongs.

15.2 Procedure:

The following procedure shall be followed for the transfer and posting of

SMEDA employees on deputation basis:

(2) All deputation related matters will be processed by Human Resources

(HR) Department, SMEDA.

(3) The transfer and posting of SMEDA employees on deputation basis to

any project/entity of the Authority will be made through an open

competition within SMEDA. Any such post/vacancy will be advertised

within SMEDA in a transparent manner by the HR Department.

(4) To be eligible to apply against any such position, the minimum required

length of service with SMEDA shall be four (04) years.

(5) HR Department shall shortlist the candidates from those who have

applied and fulfilled the criteria mentioned in the advertisement (i.e. job

description, job specification, salary, benefits and time duration etc.).

a) For level 2 to 6, the short listed candidates shall be interviewed

by the “Special Selection Committee No. I” constituted in

Regulation No. 5.2;

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b) For level 7 to 8, the short listed candidates shall be interviewed

by the “Selection Committee No. II” constituted in Regulation

No. 5.2.

(6) On the recommendation of the Special Selection Committee, selected

SMEDA employee can be transferred on deputation basis on agreed

terms and conditions, by the Competent Authority.

(7) When any Government/Semi-Government organization or any other

organization working with SMEDA through a MoU or any

assignment/project in which SMEDA is directly involved, requisitions a

particular employee on deputation, the process defined in Clause (2)

will be exempted and the case shall be directly submitted to the

concerned Special Selection Committee.

(8) SMEDA employees can also apply against any post/vacancy of the

Government/Semi-Government on deputation after approval from the

concerned Special Selection Committee.

15.3. Terms and Conditions:

The terms and conditions of deputation (either selected by SMEDA, applied

by employee or on the requisition of any organization linked with SMEDA)

shall be as follows:

(1) Pay and Allowances Including Deputation Allowance

(i) Salary and emoluments shall be paid by borrowing

agency/organization/project where the employee shall be

transferred and posted on deputation basis. The

employee shall not be entitled to salary, emoluments,

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gratuity and any other perks and allowances from

SMEDA during the deputation period.

(ii) The SMEDA employees transferred and posted on

deputation basis will not be paid less than their own pay

scales and allowances.

(2) Signing of Surety Bond

The employee shall sign a bond with SMEDA including but not limited

to following clauses:

(a) After the completion of deputation period the employee will

serve with SMEDA for at least One (1) year.

(b) In case the employee fails to comply with the terms and

conditions of the surety bond, the SMEDA shall deduct the

gratuity which equals to the deputation period of the concerned

employee.

(3) Period of Deputation

The maximum deputation period shall be three (3) years during the

whole service with SMEDA.

(4) Conduct and Discipline

The employee will be governed by the provisions of the relevant

Conduct and Efficiency and Discipline Rules applicable to the

cadre/level to which he belongs.

(5) Further Deputation

After any deputation, the employee shall serve at least one (1) years

with SMEDA before being eligible for further deputation.

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(6) Seniority

The period of deputation shall be counted towards seniority, however,

employee will, on rejoining SMEDA and serving at least one year with

the organization as well as the submission of one performance

appraisal be eligible for appointment against a higher post subject to

vacancy.

(7) Performance & Appraisal

The performance appraisal during the deputation period will be

conducted (on pattern provided by SMEDA) by the borrowing

agency/organization where the employee is posted on deputation.

(8) Increment

The employee will be entitled to notional increment (if any) during

deputation period.

(9) Clearance/N.O.C.

The employee before proceeding on deputation shall obtain a

clearance N.O.C. from SMEDA and shall return any official assets that

is property of SMEDA or any project of SMEDA (i.e., laptop, vehicle,

etc.)

(10) Leave

The leave balance of the employee posted on deputation shall be

frozen (up to maximum 48 days leave) and it shall be restored after

rejoining SMEDA.

(11) Withdrawal of Deputation

SMEDA reserves the right to cancel/withdraw the deputation at any

time without assigning any reason.

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(12) Absorption in the Borrowing Organization

During deputation period the employee can be absorbed in relevant

project/organization after adjusting of gratuity as mentioned in Clause

2(b) above and having approval of the Competent Authority on the

recommendation of the concerned Special Selection Committee.

(13) Replacement

The replacement of the employee being transferred/posted on

deputation may be given subject to the approval of the Competent

Authority.

(14) Traveling Allowance and Joining Time

Traveling cost and the joining time (including joining time pay) to join

new post under the borrowing organization and for the return journey

will be governed by the rules of the borrowing organization and will be

paid by that organization.

15.4. Other conditions:

In addition to the above, other conditions may also be applied depending

upon the nature of the position/vacancy.

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CHAPTER – XVI

SMEDA EMPLOYEES GRATUITY FUND

Fund:

16.1. There shall be established a fund called “the SMEDA Employees Gratuity

Fund”. To the credit of this Fund, shall be placed:

(i) All amounts received from SMEDA.

(ii) The amount recovered from employees on account of advance against

gratuity.

(iii) Any interest on profit accrued on such amounts.

(iv) Any grant received from Government or any donation from any other

source.

SMEDA shall every year, on account of payment of gratuity to its employees,

place some amount in the Fund.

16.2. Board of Management:

The Board of Management of SMEDA Employees Gratuity Fund shall

comprise of:

Chairman SMEDA Board Chairman

CEO Member

G.M. (C.S.) Member

G.M. (B&S.D.S.) Member

Manager Finance Member/Secretary

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16.3. Meetings of the Board of Management:

(a) The Board shall meet once in three months

(b) All meetings shall be presided over by the Chairman Board of

Management

(c) The Chairman and two other members will constitute the quorum

(d) All decisions shall be taken by majority of notes. The Chairman in case

of equal votes shall have a casting vote.

(e) The Manager Finance shall be responsible for recording of minutes of

the meetings and maintenance of record of proceedings of the

meetings.

16.4. Custody of Fund:

All money credited into the „SMEDA Employees Gratuity Fund‟ shall be kept

in the account in a scheduled bank to be opened in the name of Chairman,

SMEDA Employees Gratuity Fund Board of Management.

16.5. Withdrawals:

The account shall be operated jointly by Chairman of the Board or his

nominees and Secretary of the Board of Management.

16.6. Accounts:

The accounts of Gratuity Fund shall be in Pak rupees, kept and audited in the

manner to be prescribed by the Board of Management.

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16.7. Payment of claims:

(1) Claims under these Regulations shall become payable only on

submission by the head of office through H.R. Wing.

(2) In case of claim on death of an employee during service, a copy of his

nomination form shall also be attached.

(3) Where there is no such nomination, the payment shall be made, to

legal heirs as may be determined by a court of competent jurisdiction

to receive the claim.

16.8. Investment:

The Board of Management may invest such money out of Fund as is not

required for immediate expenditure in any of the securities or in real estate or

may deposit them in fixed deposit in a scheduled bank on the rate/terms to be

decided by the Board of Management on competitive basis.

****************************

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Annex-I

TIME AND ATTENDANCE SYSTEM

Apart from the Systems mentioned in the Regulations, there are other Time

and Attendance system track the employees not only in their check-ins and

check-outs but also adds up their off-seat timings due to which an employee

is unable to spend time wandering here and there in the name of meetings.

These are totally computer generated systems with a modified specification

with which the employee can even be checked upon if he is working or not

while on-seat. This invaluably modified system also tracks the performance

quality of the employees which is estimated on a ratio basis to improvise the

manual or intentional errors.

Time and attendance systems are available in manual and automated types.

Manual systems are riskier than the automated ones. The first time and

attendance system was the Weeney Clocker developed by a South African

company. However, among the developed countries, time and attendance

system UK dominates all types of this system. This system has a specialized

module of securing payroll frauds with which the employees and employers

work on the satisfactory basis of wage payments. It also provides quality

information about the workers at dispersed locations and ensures labor

regulations. The Revolutionary Biometric Attendance System:

Automated systems

Automated time and attendance systems can use electronic tags, barcode

badges, magnetic stripe cards, biometrics (hand, fingerprint, or facial), and

123

touch screens in place of paper cards which employees touch or swipe to

identify themselves and record their working hours as they enter or leave the

work area. The recorded information is then ideally automatically transferred

to a computer for processing although some systems require an operator to

physically transfer data from the clocking point to the computer using a

portable memory device. The computer may then be employed to perform all

the necessary calculations to generate employee timesheets which are used

to calculate the employees' wages. An automated system reduces the risk of

errors that are common in a manual system, and allows the workforce to be

more productive instead of wasting time on tedious administrative tasks.

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Annex-II

Official Form No.

SMALL AND MEDIUM ENTERPRISES DEVELOPMENT AUTHORITY

PERSONNEL REQUISITION

Location: No.

Deputy General Manager (HR)

Following positions have fallen vacant. There is a need to fill these position in accordance

with prescribed procedure and Regulations. A copy of job description is attached for

advertisement and for further action:

POSITION TITLE AND NO:

CATEGORY AND LEVEL:

OFFICE/SUPERVISOR:

EXPECTED DATE OF JOINING DUTY:

I certify that the above required position is essential for the purposes of SMEDA business

and that it is provided in budget of Authority. I also certify that the attached job description is

complete in all material respects and represent a true sketch of position requirements.

Date:

Requesting Officer‟s Signature

Name :

Title:

Clearance by Finance Office:

Finance Manager

Approved by:

General Manager/Head of Location

125

Annex-III

Official Form No.

SMALL AND MEDIUM ENTERPRISES DEVELOPMENT AUTHORITY

SHORT LIST

Location: No.

PERSONAL REQUISITION NO:

POSITION TITLE AND NO:

CATEGORY AND LEVEL:

OFFICE/SUPERVISOR:

EXPECTED DATE OF JOINING DUTY:

To: The Convener of the Selection/Interview Committee

All applications received for the above position were reviewed in the light of approved job

specifications. Following is a list of candidates who meet required criteria and who are

recommended for an interview:

Sr.

No.

Name Father’s Name/

Husband’s Name

Age Education Experience

Period

1.

2.

3.

Deputy General Manager (HR)

126

Annex-V

Official Form No.

SMALL AND MEDIUM ENTERPRISES DEVELOPMENT AUTHORITY

CANDIDATES INTERVIEW EVALUATION FORM

PERSONNEL REQUISITION NO:

POSITION TITLE:

CATEGORY AND LEVEL:

LOCATION:

OFFICE/SUPERVISOR:

EXPECTED DATE OF JOINING DUTY:

DATE OF INTERVIEW:

Sr.

No.

Name Father’s Name/

Husband’s Name

Age Education Experience

Period

1.

2.

3.

RATING

INTERVIEW COMMITTEE MEMBERS:

Sr. No. Name Signature

1.

2.

3.

4.

127

Annex-VI

OFFER OF APPOINTMENT ON CONTRACT

Reference:

Date:

Dear, (Name of the Applicant)

Address: (The applicant's address)

We are pleased to welcome you to Small & Medium Enterprises Development

Authority as .

We are eager to have you work with us on such an important assessment. We

see your skills as a value addition to our company and our clients. You would be

appointed as a (designation) and your date of joining would be (mention the date) for

a period of 02 years on Contract.

Remuneration

Your monthly salary will be level as Pakistani Rupees

per month.

Place of Work

Your current location would be at (mention the location in which the employee

is posted). However, you may be transferred/posted in any of the SMEDA branch

offices or project locations in the country or abroad, at the discretion of the Authority.

Leave

You would be eligible for the leave as per the rules applicable in the Authority.

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During your stay with the Authority, you are duty-bound to commit your time

completely to the work of the Authority. Moreover, you would not take up any other

assignment, whether full-time, part-time or honorary, or in cash or in kind, without

prior intimation and written approval from the Authority.

Please return a signed copy of this letter, which would signify your

acceptance.

Once again we welcome you to (Authority Name) and look forward to have a

fruitful association with you.

With Best Wishes,

Signature of the DGM (HR)

129

Annex-VII

APPOINTMENT LETTER

Personal & Confidential

Mr. ______________

S/O: Mr. ______________

(Address) ________________________________

Subject: Letter of Appointment on Contract

With reference to your acceptance of offer of appointment dated________________,

we are pleased to appoint your as___________________.

1. Commencement Date

Your date of appointment will be effective from for a period of two

years on Contract extendable till you perform to the satisfaction of the Appointing

Authority not beyond the age of 60 years.

2. Salary and Benefits

Salary and benefits are detailed in the offer of appointment attached herewith. Your

Gross salary is subject to deduction of Tax at source.

3. Place of work

Your initial employment location will be . However, your services are

transferable to any place in the country or abroad or to any of the company‟s

associate or sister concern or its subsidiary client location, at the sole discretion of

the management.

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4. Working Hours

SMEDA observes the following working hours:

From Monday to Thursday: From 9.00 am to 05.00 pm

Friday: From 9.00 am to 12.00 pm

5. Job Assignment/Reporting

In your assignment, you will be responsible for the duties of , as more

particularly laid out in the job description for this position. You will report directly to

the supervisor nominated by the management.

6. If the exigencies of work so require, the company may not relieve you earlier

than the expiry of the entire period of notice. It shall, however, be open to the

company to accept your resignation with effect from any date earlier than the one

offered by you in your resignation letter. The company will have the right to terminate

your employment without notice or payment of salary in lieu thereof if:

a) You commit any breach of your duties and responsibilities under this

contract of service.

b) You are guilty of any gross default or misconduct, which contravenes

the expressed or implied conditions of your employment; and

c) You commit breach of any of the terms of clause 8 of this appointment

letter.

7. Absence without Notice

Absence without leave or remaining absent beyond the period of leave originally

granted or subsequently extended, shall result in voluntary termination of your

employment without any notice unless you:

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1) Return to work within 3 days from the commencement of such

absence, and

2) Provide satisfactory explanation to management regarding such

absence.

8. Non-Disclosure Agreement

During the course of your employment with us you will have access to

confidential/proprietary information about the organization, its clients, its business

transactions, and associated companies. You shall not during your course of

Employment and two years after you have ceased to be in the employment of this

organization, disclose such confidential/proprietary information to any third party and

/or any unauthorized person.

All notes and memoranda pertaining to this organization trade secrets and

confidential/proprietary information made by or acquired by you during the course of

your employment shall at all times remain the property of this organization. Upon

termination of your employment, you shall return all notes/memoranda and any

copies thereof to organization that you may have obtained during the course of your

employment.

You are obliged to sign a non-disclosure agreement specific to a particular client as

and when required by organization.

Prior to joining organization, you will ensure that you will be free from any contractual

restrictions preventing you from accepting this offer or starting work on the joining

date.

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9. Employment Regulations

Whilst employed with the company:

You will not engage in any trade or profession or undertake any employment, full or

part-time, while in the service of SMEDA;

You will have no objection to working extra hours in the morning and/or the evening

according to the requirements of the job.

During your employment, you will be bound by the SMEDA‟s Rules and Regulations

framed and enforced from time to time. The SMEDA reserves the right to amend or

alter the said Rules and Regulations at its discretion, without any notice thereof, and

these will be deemed as Rules and Regulations in terms of your employment;

The Authority shall verify the facts stated by you in your resume submitted during the

interview process. If any of the facts stated therein are found to be false, your

services will be terminated forthwith without any notice;

This appointment letter is governed by and shall be construed in accordance with the

laws of Pakistan, and both parties to this appointment letter shall submit to the

exclusive jurisdiction of the Pakistani Courts. This appointment letter contains the

entire understanding between the parties and supersedes all previous agreements

and/or arrangements relating to employment with the organization. Any amendment

or modification to this appointment letter shall be made in writing and signed by both

the parties.

The terms and conditions of service are confidential and may not be disclosed to or

discussed with anyone;

133

You will be required to effectively carry out all duties and responsibilities assigned to

you by your manager and others authorized by the Authority to assign such duties

and responsibilities;

You will be required to apply and maintain highest standards of personal conduct

and integrity and comply with prescribed policies and procedures. All acts subversive

of good conduct and discipline like insubordination, gross negligence, corruption,

fraud, forgery, misappropriation, etc. would warrant strong disciplinary action from

the Authority.

The emoluments/benefits due to you will be liable / subject to deduction of Income

Tax in accordance with the provisions, of the Income Tax Act and Rules made there

under as also other applicable laws, if any, as may be in force from time to time.

10. Retirement

You will automatically retire from the service of the Authority on attaining the

superannuating age of 60 years.

11. Date of Joining

You are required to join on or before , following which this offer

stands withdrawn. At the time of joining please submit the following documents:

a) Proof of compensation last drawn Date of Birth proof certificate (Copy

of passport / birth certificate / S.S.C) (Two Copies )

b) Original Academic Certificates (all from 10th to Highest)

c) Original Resignation Letter with acknowledgement

d) Relieving letter from previous employer (Original)

e) Proof of compensation last drawn (3 Months – Original)

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f) Six passport size photographs (Recent)

g) Bank Statement (six months)

12. Acceptance

Please sign and return the duplicate copy of this letter and annexure as a token of

your acceptance of the terms and conditions mentioned herein.

If you fail to indicate your acceptance within a week from the date of the appointment

letter, this offer of employment will be deemed to have been withdrawn and

cancelled.

All other terms and conditions will be governed by the Authority‟s policies as stated

from time to time.

We look forward to your joining us for a long, successful and mutually beneficial

association.

Yours faithfully

Deputy General Manager Human Resources

135

Annex-VIII

Training Needs Assessment

There are three levels of a training needs assessment:

Organizational assessment evaluates the level of organizational

performance. An assessment of this type will determine what skills,

knowledge, and abilities are needed by SMEDA. It determines what is

required to alleviate the problems and weaknesses of the Authority as well as

to enhance strengths and competencies, especially for Mission Critical

Occupation's (MCO). Organizational assessment takes into consideration

various additional factors, including changing demographics, political trends,

technology, and the economy.

Occupational assessment examines the skills, knowledge, and abilities

required for affected occupational groups. Occupational assessment identifies

how and which occupational discrepancies or gaps exist, potentially

introduced by the new direction of Authority. It also examines new ways to do

work that can eliminate the discrepancies or gaps.

Individual assessment analyzes how well an individual employee is doing a

job and determines the individual's capacity to do new or different work.

Individual assessment provides information on which employees need training

and what kind.

Process:

1. Benefits of Needs Assessment- this part of the process will sell and help the

decision makers and stakeholders understand the concept of the needs

assessment. Needs assessment based on the alignment of critical behaviors

with a clear agency mission will account for critical occupational and

performance requirements to help your agency:

a) eliminate redundant training efforts

b) substantially reduce the unnecessary expenditure of training dollars, and

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c) assist managers in identifying performance requirements that can best be

satisfied by training and other developmental strategies. To go beyond

learning and actually achieve critical behaviors the Authority will also need to

consider how required drivers will sustain desired outcomes.

Key steps include:

o Identify key stakeholders

o Solicit support

o Describe desired outcomes that will contribute to mission objectives

o Clarify critical behaviors needed to achieve desired outcomes

o Define required drivers essential to sustain the critical behaviors

2. Plan- The needs assessment is likely to be only as successful as the

planning.

o Set goals/objectives for the needs assessment

o Evaluate organizational readiness and identify key roles

o Evaluate prior/other needs assessments

o Prepare project plan

o Inventory the capacity of staff and technology to conduct a meaningful

training skills assessment and analysis

o Clarify success measures and program milestones

3. How to Conduct Needs Assessment

o Obtain needs assessment data (e.g., review strategic plans, assess

HR metrics, review job descriptions, conduct surveys, review

performance appraisals)

o Analyze data

o Define performance problems/issues: occupational group/individuals

o Describe critical behaviors needed to affect problems/issues

o Determine and clarify why critical behaviors do not currently exist

o Research integrated performance solutions

o If training is the best solution, determine best training and development

approach(es)

o Assess cost/benefit of training and development approach(es); build a

"business case"

137

o Include organizational drivers needed to reinforce the critical behaviors

that will affect problems/issues

o Describe how the critical behaviors will be monitored and assessed

after implementation of the improvement plan

138

Annex-IX

TRAINING NEED ASSESSMENT FORM

Capacity Building Program

Human and Institutional Development

Name:

Designation:

Department:

Location:

Email Address:

Contact Numbers.

1. Please indicate No. of Divisions/Departments. Please indicate

S. No Establishment/Divisions

2. Please indicate functions/Current jobs each Divisions/Departments is performing?

S. No Establishment/Divisions

139

3. Please highlight briefly, the departmental strategic objectives?

4. Please highlight the core competencies (from the attach list), required to fulfill

these strategic objectives:

5. Please intimate the areas where your employees must have functional/Managerial

knowledge?

6. Please suggest any improvements desired in the existing Training Program if any;

a) Course Content

b) Training Methods

i. Class room training

ii. Virtual class room training

140

iii. Self paced e-learning

iv. Workshops

v. Seminars

vi. Games and simulations

vii. Group discussions

c) Training Tools &

Techniques

d) Training Aids (audio

/ visual)

e) Course Structure

f) Training

Environment

7. Training/Course Duration: One Week Two Week Three Week Four Week Eight Week

141

STRATEGIC THINKING

INITIATIVE & CREATIVITY

ANALYTICAL SKILLS

PROBLEM SOLVING & DECISION

MAKING

PLANNING & ORGANIZING

CHANGE MANAGEMENT

TEAM LEADERSHIP

INFORMATION MANAGEMENT

LEADERSHIP SKILLS

INTERVIEWING SKILLS

ORGANIZATIONAL DEVELOPMENT

RISK & CRISIS MANAGEMENT

TIME MANAGEMENT

COMMUNICATION SKILLS

HR Management

Any other training

COMPUTER APPLICATIONS

BUDGETING & CONTROL SKILLS

COMMITMENT TO QUALITY

PROJECT MANAGEMENT SKILLS

NETWORK & SYSTEM SECURITY

TENDERING AND NEGOTIATION

SKILLS

142

Annex-XII

BOND FOR TRAINEES UNDER PUBLIC SECTOR CAPACITY BUILDING PROGRAM

Know all men by these present that we, (i) NAME:

Designation: Address: of nominee (hereinafter called

the Trainee) and at (ii) Alternative Address (hereinafter called the Surety) are held

and firmly bond up to the Chief Executive Officer, Small and Medium Enterprise

Development Authority (hereinafter called the CEO, SMEDA) for all moneys,

charges, costs and expenses as may be determined by CEO, SMEDA as having

been incurred on or in respect of the trainees training which amount we will not

question, to be paid to the CEO, SMEDA, his successors-in-office or assigns for

which payment well and true to be made we hereby bind ourselves each of us/our

and each of our/heir, executors and administrators jointly and severely.

Whereas on his/her request the CEO, SMEDA has selected the Trainee for training

in Course Name under the Public Sector Capacity Building Programme.

Now the condition of above-written is that if the Trainee shall successfully complete

his/her training and shall return to Pakistan immediately after training and serve

SMEDA for a period of no less than two (2) years, as may be directed by CEO,

SMEDA and not seek employment outside SMEDA, without prior approval of CEO,

SMEDA, then the above shall be void and of no effect, otherwise it shall be sand

remain in full force and virtue. And that in case of failure on the part of the Trainee to

abide by the above condition in its entirety and full force of application, SMEDA

reserves the right to without payment of the Trainee‟s gratuity and any other

143

emoluments due to him/her to recover the above cited moneys, charges, costs and

expenses.

Signature (Trainee)

N.I.C. No.

Signature (Surety)

N.I.C. No.

Signed jointly and severally, by each of us this Date in the presence of the following

witness:-

Witness:

1. Name and Address of Witness 1 Signature

2. Name and Address of Witness 2 Signature

144

Annex-XIII

SMALL AND MEDIUM ENTERPRISES DEVELOPMENT AUTHORITY

PERFORMANCE EVALUATION REPORT

For Employees in:

(except Deputationists) FOR THE PERIOD: FROM: TO

L-2

L-3

L-4

L-5

PART-I

(to be filled in by the officer reported upon)

1. Name in Block Letters:

2. Date of Birth:

3. Parentage:

4. Designation:

5. Department/Region:

6. Date of Joining:

7. Qualification:

8. Training Receive (Local & Foreign:

145

BRIEF DESCRIPTION OF MAIN DUTIES:

i.

ii.

iii.

iv.

9. Specify the Operational/Physical/Financial Targets fixed by the Authority and your

achievement against each target:

Objectives or Targets fixed Extent of Achievement Reasons for failures/

deficiencies

10. Do you believe you have made any exceptional contribution e.g. successful completion of

any extraordinarily challenging task resulting in significant benefit to the SMEs, reduction in time and

cost to the Authority?

11. What can be done to make you more efficient?

Signature of the Officer Reported

upon

146

PART-II

PERFORMANCE ASSESSMENT:

1. Please comment on effectiveness of the officer in performance of main duties as detailed at

Sr. No. 6 of Part-I.

2. Has the officer correctly reflected objectives/targets fixed for him/her at Sr. No. 7 of Part-I?

If not, please specify.

3. Has the officer achieved objectives/targets as claimed at Sr. No. 7 of Part-I? If not, please

specify.

4. Do you agree with the reasons for failure in achieving the objectives/targets reflected at Sr.

No. 7 of Part-I? If not, please specify.

5. Do you agree with the claim of exceptional contribution of the officer at Sr. No. 8 of Part-I?

If not, please specify.

147

PART-III

General Assessment

*Parameter Maximum points for

each parameter

Points to be awarded

on scale of

Points awarded by:

Reporting Counter-

Officer signing

Officer

1. Integrity 10 0-10

2. Initiative & Drive 10 0-10

3. Sense of

Responsibility &

Reliability

10 0-10

4. Timely Decision

making

10 0-10

5. Ability to

Communicate/

Analyze

a) Oral b) Writing

10

0-5

0-5

6. Ability to plan,

organize & co-

ordinate

10 0-10

7. Ability to lead &

manage

5 0-5

8. Willingness to

accept new

challenges

5 0-5

9. Performance in

terms of:

a) Quantity of

10

148

work b) Quality of

work

0-5

0-5

10. Ability to learn &

apply new skills

5 0-5

11. Attitude towards

colleagues

5 0-5

12. Punctuality 5 0-5

13. Emotional stability 5 0-5

Total (1-13) 100 0-100

Name, Name

Designation Designation

Signature Signature

PART-IV

(to be filled in by the Reporting Officer and the Countersigning Officer)

Overall Grading

By Reporting Officer By Countersigning Officer

Outstanding

Exceeds Exception

Meets Expectation

Needs Improvement

Unsatisfactory

Name of the Countersigning Officer ................................ Signature ..............................................

(Capital letters)

Designation ....................................................................... Date .......................................................

149

PART-V

Remarks of the Countersigning Officer

Name of the Reporting Officer ......................................... Signature ..............................................

(Capital letters)

Designation ....................................................................... Date .......................................................

*

Legend= those who acquire

(a) 91 to 100 Marks may be rated as outstanding

(b) 75 to 90 Marks may be rated as exceed exception

(c) 61 to 75 Marks may be rated as meet expectation

(d) 46 to 60 Marks may be rated as needs improvement

(e) 1 to 45 Marks may be rated as unsatisfactory

150

SMALL AND MEDIUM ENTERPRISES DEVELOPMENT AUTHORITY

PERFORMANCE EVALUATION REPORT

For Employees in:

(except Drivers) FOR THE PERIOD: FROM: TO

L-6

L-7

PART-I

(to be filled in by the officer reported upon)

1. Name in Block Letters:

2. Date of Birth:

3. Parentage:

4. Designation:

5. Department/Region:

6. Date of Joining:

BRIEF DESCRIPTION OF MAIN DUTIES:

i.

ii.

iii.

151

iv.

7. Specify the Operational/Physical/Financial Targets fixed by the Authority and your

achievement against each target:

Objectives or Targets fixed Extent of Achievement Reasons for failures/

deficiencies

8. Do you believe you have made any exceptional contribution e.g. successful completion of

any extraordinarily challenging task resulting in significant benefit to the SMEs, reduction in time and

cost to the Authority?

9. What can be done to make you more efficient?

Signature of the Officer Reported

upon

152

PART-II

PERFORMANCE ASSESSMENT:

1. Please comment on effectiveness of the officer in performance of main duties as detailed at

Sr. No. 6 of Part-I.

2. Has the officer correctly reflected objectives/targets fixed for him/her at Sr. No. 7 of Part-I?

If not, please specify.

3. Has the officer achieved objectives/targets as claimed at Sr. No. 7 of Part-I? If not, please

specify.

4. Do you agree with the reasons for failure in achieving the objectives/targets reflected at Sr.

No. 7 of Part-I? If not, please specify.

5. Do you agree with the claim of exceptional contribution of the officer at Sr. No. 8 of Part-I?

If not, please specify.

153

PART-III

General Assessment

*Parameter Maximum points for

each parameter

Points to be awarded

on scale of

Points awarded by:

1. Integrity 10 0-10 Reporting

Officer

Counter-

signing

Officer

2. Sense of

Responsibility &

Reliability

10 0-10

3. Ability to Communicate Analyze

c) Oral d) Writing

20

0-10

0-10

4. Willingness to

accept new

challenges

5 0-10

5. Performance in terms of:

c) Quantity of work

d) Quality of work

20

0-10

0-10

6. Ability to learn &

apply new skills

10 0-10

7. Attitude towards

colleagues

10 0-10

8. Punctuality 5 0-5

13. Emotional stability 5 0-5

Total (1-13) 100 0-100

Name, Name Designation Designation

Signature Signature PART-IV

154

(to be filled in by the Reporting Officer and the Countersigning Officer)

Overall Grading

By Reporting Officer By Countersigning Officer

Outstanding

Exceeds Exception

Meets Expectation

Needs Improvement

Unsatisfactory

Name of the Reporting Officer ......................................... Signature ..............................................

(Capital letters)

Designation ....................................................................... Date .......................................................

155

PART-V

Remarks of the Countersigning Officer

Name of the Reporting Officer ......................................... Signature ..............................................

(Capital letters)

Designation ....................................................................... Date .......................................................

*

Legend= those who acquire

(a) 91 to 100 Marks may be rated as outstanding

(b) 75 to 90 Marks may be rated as exceed exception

(c) 61 to 75 Marks may be rated as meet expectation

(d) 46 to 60 Marks may be rated as needs improvement

(e) 1 to 45 Marks may be rated as unsatisfactory

156

SMALL AND MEDIUM ENTERPRISES DEVELOPMENT AUTHORITY

PERFORMANCE EVALUATION REPORT

For Drivers:

FOR THE PERIOD: FROM: TO

1. Name in Block Letters:

2. Date of Birth:

3. Parentage:

4. Designation:

5. Department/Region:

6. Date of Joining:

BRIEF DESCRIPTION OF MAIN DUTIES:

i. Knowledge of general maintenance of the vehicle O EE ME NI UNS

ii. Whether servicing to the vehicle done regularly

iii. Whether oils are being changed periodically

iv. Knowledge of traffic rules

v. Capacity to attend to minor repair

vi. Whether punctual in attending to duties

vii. Punishments, censures of special commendations in the

period under report

viii. Date of communication of any adverse remarks since last

report

ix. General remarks including statements of discipline, integrity,

reliability and ability in driving etc.

x. Overall grading

157

Reporting Officer: Name & Designation

Signature

Countersigning Officer: Name & Designation

Signature

1. Appraisal Forms of Categories:

i) 2 to 5 ii) 6 to 7 iii) 8 iv) Drivers

2. Training Need Assessment:

i) Why and How ii) Training Need Assessment Forms

3. Functional Brief/Job Description:

i) Functions ii) Forms

4. E & D:

i) Show Cause ii) Charge Sheet iii) Personal Hearing Notice iv) Orders of Penalty v) Exoneration Letter

5. Recruitment:

i) Methods given (curtail)

ii) Interview/Evaluation Forms

iii) Appointment Letter

158

6. Post Selection:

Verification of:

i) Credentials ii) Antecedents

7. Compensation & Benefit Policy:

8. Career Path Development

i) Short Term Appointment ii) Promotion

9. Attendance Model:

i) Ideally IT linked and it should be developed System.

159

Annex-XIV

MODEL DRAFT ORDER OF CHARGE SHEET AND ORDER OF APPOINTMENT OF INQUIRY OFFICER/COMMITTEE TO BE SIGNED/ISSUED BY THE COMPETENT AUTHORITY UNDER SMEDA E&D REGULATIONS 2013

ORDER OF INQUIRY

WHEREAS, the undersigned as Competent Authority under SMEDA, E&D

Regulations 2013 is of the opinion that there are sufficient grounds to proceed

against Mr./M/s. (name/names and designation of the accused)

under Para of the Regulations ibid on the charges (of inefficiency,

misconduct, corruption and engagement in subversive activities). I, therefore, order

initiation of disciplinary proceedings against the accused under the SMEDA, E&D

Regulations 2013.

2. AND WHEREAS, I consider that in the light of facts of the case and in the

interest of justice, it is necessary to hold an inquiry. I, therefore, appoint

Mr. (name & designation) as inquiry officer/inquiry

committee consisting of the following:

1) Mr. (Name & Designation/Convener)

2) Mr. (Name & Designation/Member)

3) Mr. (Name & Designation/Member)

to proceed against the accused in terms of these Regulations conduct inquiry into

the following charge(s):

i. (give full description of the charge)

ii. -do-

iii. -do-

3. The accused official/officials is/are directed to submit his/their written defence

to the Inquiry Officer/the Inquiry Committee, within seven days of the date of receipt

of this order/charge sheet (or within such extended period as may be determined by

the Competent Authority). If he/they fail to submit his/their written defence within the

160

prescribed period, it shall be presumed that either he/they have no defence to offer

or he/they have declined to offer the same and he/they have accepted the charge(s).

4. In case the accused official/officials desires/desire to consult any record on

which the aforesaid charges are based or is relevant to the aforesaid charge(s), he/

they may do so with prior arrangement with the undersigned within 03 days of the

receipt of this order.

5. The Inquiry Officer or Inquiry Committee shall submit his/its report and

recommendations to the undersigned within sixty days of the initiation of inquiry in

terms of these Regulations.

SIGNATURE OF THE COMPETENT AUTHORITY NAME & DESIGNATION

Note: Model Notice is only for guidance and may be modified keeping in view the

requirements of the case.

161

Annex-XV

MODEL DRAFT SHOW CAUSE-CUM-PERSONAL HEARING NOTICE UNDER

SMEDA, E&D REGULATIONS 2013

To

______________ (name of the accused)

Subject: SHOW CAUSE-CUM-PERSONAL HEARING NOTICE UNDER SMEDA E&D REGULATIONS 2013

WHEREAS, disciplinary proceedings were initiated against you by the

undersigned / competent authority under the provisions of the above Regulations on

the charge(s) of (inefficiency, misconduct, corruption and engagement in subversive

activities) vide Order No. ______________ dated _______________.

2. AND WHEREAS, the Inquiry Officer/Committee submitted his/its

inquiry report, according to which the following charge/charges have been proved

against you:

Sr. No. Charge No. Extent to which charge proved

1. (Fully proved or partially proved)

2. (Fully proved or partially proved)

The inquiry Officer/Committee has recommended imposition of penalty

(give details) upon you. A copy of the inquiry report is enclosed.

3. AND WHEREAS, after perusal of the inquiry report and other relevant

record, I have found no reason to differ/I have reasons to differ (give detailed

reasons for differing) with the findings and recommendations of the Inquiry

Officer/Committee. Hence the charge/charges leveled vide above referred order

have been proved against you for which you are liable to be imposed the following

penalty/penalties:

162

i. ______________ (specific penalty/penalties)

ii. ______________ -do-

iii.______________ -do-

4. NOW, THEREFORE, in exercise of the powers conferred upon me as

Competent Authority under Sub-para 4 of Para 14.7 of the SMEDA Regulations, you

are hereby called upon to show cause within seven days, of the receipt of this notice,

as to why the above mentioned penalty/penalties may not be imposed upon you.

You are also allowed to submit your additional defence in writing, if any.

5. You are also offered an opportunity of personal hearing before the

undersigned. You are directed in your own interest to appear before the undersigned

for personal hearing with additional defence as to why the aforesaid penalties may

not be imposed.

1. Date of hearing:

2. Venue:

SIGNATURE OF THE COMPETENT AUTHORITY NAME & DESIGNATION

Note: Model Notice is only for guidance and may be modified keeping in view the

requirements of the case.

163

Annex-XVI

MODEL SHOW CAUSE NOTICE UNDER PARA 14.5 (f) OF THE SMEDA, E&D REGULATIONS 2013 TO BE ISSUED BY THE AUTHORITY

Subject: SHOW CAUSE NOTICE WHEREAS, the undersigned as Competent Authority, under SMEDA,

E&D Regulations, in due consideration of the facts of this case is of the view that

you, Mr. While posted as ______________during the

period from to have committed the following irregularities

and there are sufficient grounds to proceed against you:

i. _________________ (give full description of the allegations)

ii. _________________ -do-

iii. ________________ -do-

2. AND WHEREAS, the undersigned is of the opinion that it is not

necessary to hold an inquiry into the matter in view of the provisions contained in

Para 14.5 of the SMEDA, E&D Regulations 2013.

3. NOW, THEREFORE, you are hereby called upon to show cause in

writing within seven days (or within such period as may be extended by the

competent authority) of the receipt of this notice as to why one or more of the

penalties as prescribed in Para 14.3 of the SMEDA, E&D Regulations 2013.

4. Your reply to this show cause notice should reach the undersigned

within the said period, failing which it shall be presumed that you have no defence to

offer.

5. In case you desire to consult any record, on which the aforesaid

charges are based or is relevant to the aforesaid charge(s) you may do so with prior

arrangement with the undersigned within 03 days of the receipt of this notice.

SIGNATURE OF THE COMPETENT AUTHORITY NAME & DESIGNATION

Note: Model Notice is only for guidance and may be modified keeping in view the requirements of the case.

164

Annex-XVII

MODEL DRAFT OF PERSONAL HEARING NOTICE UNDER PARA 14.5 OF THE

SMEDA E&D REGULATIONS 2013

To

________________ (name of the accused)

Subject: PERSONAL HEARING NOTICE UNDER PARA

WHEREAS, inquiry proceedings were initiated against you by the

undersigned as competent authority under the para 14.5 of SMEDA, E&D

Regulations 2013 , on the charge(s) of (inefficiency, misconduct, corruption and

engagement in subversive activities) and it was decided to dispense with the inquiry

in terms of para 14.5 .

2. AND WHEREAS, a show cause notice was served upon you in terms

of para14.5 SMEDA, E&D Regulations 2013, bearing No. ___

dated to submit your written reply within 07 days.

3. AND WHEREAS, your reply to the said show cause notice has been

considered and it has been determined that the following charge(s) as contained in

the show cause notice has/have been proved against you:

Sr. No. Charge No. Extent to which charge proved

1. (Fully proved or partially proved)

2. (Fully proved or partially proved)

Hence, it is proposed to impose the following penalty/penalties upon

you in terms of Regulations ibid:

i. (specific penalty/penalties)

ii. -do-

iii. -do-

165

4. NOW, THEREFORE, you are afforded an opportunity of personal

hearing in terms of para 14.5 (d) SMEDA, E&D Regulations 2013 and directed to

appear before the undersigned on at in the

office of the undersigned. If you fail to avail this opportunity it would be presumed

that you do not want to be heard in person.

SIGNATURE OF THE COMPETENT AUTHORITY NAME & DESIGNATION

Note: Model Notice is only for guidance and may be modified keeping in view the

requirements of the case.