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CANARA BANK                                                     <>        INDEX NO                 :   STAFF 1

PERSONNEL MANAGEMENT SECTION         <>       CIRCULAR  NO         :   1/ 2004  

PERSONNEL WING : 112 : J C ROAD               <>        DATE                           :   01.01.2004 

HEAD OFFICE : BANGALORE – 560 002.         <>        A D I T          

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SUB :: CBOSR-1979 – TA RULES FOR OFFICERS – CONSOLIDATED CIRCULAR

                                                                     ****************

 

The consolidated Circular on TA rules for Officers was last issued in 1989 (Circular No.2/89 dtd.2/1/89).Subsequently , as and when changes / modifications have been effected, the details were advised by way of Circulars from time to time.

 

We are pleased to release an updated Circular furnishing the regulations / guidelines relating to Travelling Allowance, in super-session of Circulars issued till date, for the ready reference of the Officers of the Bank.

 

TA rules are formulated in terms of the Regulation 41 of CBOSR-1979 and the guidelines issued by the Government of India / Indian Banks Association. As such, the rules are subject to changes that may be advised from time to time by Government of India / Indian Banks’ Association.

 

 

K  SURESH  RAO

GENERAL MANAGER

horizontal rule

 

INDEX

 

01.    ELIGIBILITY AND MODE OF TRAVEL AS PER CBOSR 1979

 

02.     REIMBURSEMENT OF EXPENSES ON TRAVEL:

 

     03.     TRAVELLING ALLOWANCE ON TRANSFER

 

04.    SHIFTING OF FAMILY TO / FROM OTHER PLACES

 

05.     REIMBURSEMENT OF EXPENSES FOR SHIFTING BELONGINGS

 

06.     TRANSPORTATION OF OWN CARS / TWO WHEELERS

 

          07.     PORTERAGE

 

08.     REIMBURSEMENT OF OTHER EXPENSES

 

          09.     OCTROI

 

10.    REIMBURSEMENT OF EXPENSES ON TRANSFER WITHIN THE SAME CITY/TOWN

 

11.     ELIGIBILITY FOR TRAVELLING ALLOWANCE BENEFITS FOR TRANSFER ON REQUEST:

 

12.    LOCAL CONVEYANCE

 

13.     PAYMENT OF CONVEYANCE ON DEPUTATION FOR TRAINING/MEETING/WORKSHOP CONDUCTED AT OUR STC/RSTCs/OTHER INSTITUTIONS   LOCALLY SITUATED:

 

14.     REIMBURSEMENT OF EXPENSES FOR TRAVEL ON DUTY WITHIN THE SAME CITY / TOWN:

 

15.    LOCAL CONVEYANCE ON DEPUTATION / POSTING TO EXTENSION COUNTERS

 

16.    CONVEYANCE EXPENSES INCURRED BY OFFICERS ON INSPECTION DUTY IN THE COURSE OF INSPECTION

 

17.     ELIGIBILITY FOR REIMBURSEMENT OF CONVEYANCE EXPENSES WHEN CONDUCTING INSPECTION OF LOCAL BRANCHES / OFFICES SITUATED AT HEAD QUARTERS

 

18.    HALTING ALLOWNACE

 

19.    REIMBURSEMENT OF LODGING EXPENSES

 

20.    TARIFF FOR LODGING AT DELHI/ MUMBAI/KOLKATA TO EXECUTIVES IN SCALE – VI & VII

 

21.    REIMBURSEMENT OF EXPENSES FOR BOARDING

 

22. ENTITLEMENT OF HALTING ALLOWANCE TO OFFICERS WHO CLAIM LODGING OR BOARDING ON ACTUAL BASIS

 

23.    HA / TA WHEN ON LEAVE WHILE ON OUTSTATION DUTY

 

24.     DIEM ALLOWANCE PAYABLE TO INSPECTING OFFICERS

 

25.    VISITS IN CONNECTION WITH DEPARTMENTAL ENQUIRY

 

26.    DEPUTATION TO NEARBY BRANCHES

 

27.    PAYMENT OF HALTING ALLOWNACE ON TRANSFER:

 

28.    PERMISSIBLE TIME LIMIT FOR TAKING OVER CHARGE:

 

29.    ELIGIBILTY FOR HALTING ALLOWANCE DURING TAKING OVER CHARGE     PERIOD:

 

30.    STAY IN HOTEL / LODGE BEYOND THE TAKING OVER CHARGE PERIOD

 

31.    PROOF OF TRAVEL / JOURNEY / EXPENSES TO BE SUBMITTED ALONG WITH THE TA BILL:

 

32.    VACATION OF QUARTERS AT TRANSFEROR PLACE

 

33.    RELIEF ON TRANSFER & JOURNEY PERIOD

 

34.    JOINING TIME ON TRANSFER

 

35.    MID-ACADEMIC YEAR TRANSFER ALLOWANCE

 

36.    DIRECT RECRUIT PROBATIONARY OFFICERS:

 

37.     SHIFTING FAMILY & BELONGINGS TO THE PLACE OF PERMANENT SETTLEMENT AFTER RETIREMENT

 

38.    DRAWING ADVANCE TA

 

39.    SUBMISSION OF BILL / SANCTIONING AUTHORITY

 

40.    COMPETENT AUTHORITY

 

41.     GENERAL

 

42.    ANNEXURE-I

 

43.    ANNEXURE – II

 

44.    ANNEXURE - III

 

 


  1. ELIGIBILITY AND MODE OF TRAVEL AS PER CBOSR 1979

 

1.1    JUNIOR MANAGEMENT GRADE SCALE – I

 

An Officer in Junior Management Grade may travel by I class or AC II Sleeper by train. The Competent Authority may permit the Officer Employee in JMG Scale – I to travel by air (economy class) having regard to the exigencies of business or public interest.

 

1.2    MIDDLE MANAGEMENT GRADE SCALE – II & III

 

An Officer in Middle Management Grade may travel by I Class or AC II Sleeper by train. The officer may travel by air (economy class) if the distance to be travelled more than 500 Kms. The Competent Authority may permit the officer employee in MMG Scale – II & III to travel by air (economy class) even for a shorter distance, having regard to the exigencies of business or public interest.

 

Until otherwise advised, the officers in MMG Scale II / III posted for training / faculty assignments / inspection work, shall necessarily travel by Train by eligible class / bus irrespective of the distance between the two places of travel. In case of exigencies of business, the General Manager of the Circle / Wing in Head Office and in his absence, the Deputy General Manager may permit the Officers to travel by air.

 

1.3    SENIOR MANAGEMENT GRADE SCALE –IV & V AND TOP EXECUTIVE GRADE SCALE – VI & VII

 

1.3.1    An Officer in Senior Management or Top Executive Grade may travel by train AC I Class or by air (economy class).

 

1.3.2       An Officer in Senior Management or Top Executive Grade may travel by car between places not connected by air or rail provided that the distance does not exceed 500 Kms. However, when a major part of the distance between the two places can be covered by air or rail, only the rest of the distance should normally be covered by car.

 

 

  1. REIMBURSEMENT OF EXPENSES ON TRAVEL:

 

2.1    TRAVEL BY AIR :

 

2.1.1  An officer eligible to travel by air (and an officer who is not eligible but specifically permitted by the Competent Authority having regard to the exigencies of business or public interest to travel by air) while on official duty should normally undertake air travel by utilizing the services of  Indian Airlines, by economy class.

 

2.1.2  When the journey is undertaken by Indian Airlines (National carrier), the fare in full is reimbursable.

   

2.1.3    In case of travel by Private Airlines where the sector is serviced by Indian Airlines, the Officer shall be eligible for reimbursement of fare by economy class charged by Indian Airlines or actual fare incurred by economy class by Private Airlines, whichever is less. The excess if any will have to be borne by the officer. Where Indian Airlines are not available and any Private Airlines are operating, the reimbursement will be restricted to actual fare incurred for travelling by Private Airlines in Economy Class.

 

       The journey if undertaken by Executive class, the reimbursement shall be restricted to the fare as applicable to the economy class.

 

2.1.4     In case of travel by Foreign Airlines, the Officers shall not be reimbursed the air fare for such travel, even if the fare claimed is less than the fare charged by Domestic Airways / National carriers.

 

2.1.5     In the absence of prior permission from the Competent Authority, in case an officer not eligible to travel by air, undertakes the journey by air, reimbursement shall be restricted to notional AC II sleeper by train, by shortest route or the actual expenses incurred whichever is less.

 

2.1.6        Helicopters are not treated as eligible mode of transport.

 

2.1.7        Service Charges

 

For booking air tickets, if Indian Airlines/Private Airlines do not have their office at the local centre, reasonable service charges will be reimbursed. However, supporting bills / vouchers have to be produced while claiming the reimbursement.

 

2.1.8      Wherever Airlines are having their offices at the centre, no service charges for booking air ticket is permissible.

 

2.2    TRAVEL BY TRAIN:

 

2.2.1     Officers in JMG Scale –I and MMG Scale-II & III undertaking journey by train, are eligible for reimbursement of actual fare i.e., I class / AC II sleeper if the journey is undertaken by AC II Sleeper, by shortest route.

 

2.2.2 The Officers in Senior Management and Top Executive Grades are eligible for the reimbursement of actual train fare, i.e., I class / AC II Sleeper or AC I Class as the case may be, depending upon the class actually traveled by shortest route.

 

2.2.3     The Officer undertaking journey by circuitous route, for any reasons whatsoever, shall be eligible for reimbursement of I class train fare by shortest route or expenses actually incurred whichever is less.

 

2.2.4      Reservation charges, berth charges, etc., are reimbursable over and above the normal fare as per eligibility. The reservation tickets if any, issued separately, are to be submitted along with the bill.

 

Bed roll charges are reimbursable, over and above the entitlement subject to production of receipt.

 

2.2.5      Whenever the journey is undertaken by train and the officer is not in a position to furnish the relevant details as mentioned under proof of journey [Annexure-I], the reimbursement shall be restricted to II Class train fare or Rs.0.50 per KM whichever is less.

 

2.2.6     Where an Officer undertakes journey by circuitous route by different mode and class of travel, the fare applicable to the shortest route by the lowest mode actually travelled only will be reimbursed. Further the reimbursement of either actual fare or his/her eligibility whichever is less will require the permission from the Competent Authority.

 

2.2.7        If the Officer actually undertakes the entire journey by Shatabdhi Express / Rajdhani Express by shortest route, the fare incurred may be reckoned for the purpose of reimbursement. If the journey is undertaken by shortest route, partly by Shatabdhi / Rajadhani Express and partly by other trains, the reimbursement will be restricted to fare charged by Shatabdhi / Rajadhani express plus the eligible fare by eligible class and mode by other train or actual incurred whichever is less.

 

2.2.8        Service Charges

 

Reasonable service charges incurred, supported by bills / vouchers, for booking the train tickets are reimbursable over and above the train fare. The limit for service charges at present for booking train tickets are as follows:

 

At metro centres, a maximum of Rs.40/- per head / per ticket for booking train tickets or actual expenses, whichever is less, shall be reimbursable.

 

At all other centres, maximum service charges reimbursable will be Rs.30/- per head / per ticket or actual expenses, whichever is less.

 

The above reimbursement of service charges is applicable for booking tickets through Internet also. However, the employee has to produce Xerox copy of the ticket along with declaration for having booked ticket through Internet.

 

       2.3      TRAVEL BY TAXI:

 

2.3.1        The officers in Senior Management and Top Executive Grade can travel by taxi between places not connected by air or rail, provided that the distance does not exceed 500 kms. However, when a major part of the distance between the two places can be covered by Air or Rail, only the rest of the distance should normally be covered by Taxi.

 

However, where both the places are connected by air or rail or where a major part of the distance to be travelled can be covered by air or rail and the Officer if desires to cover the entire distance by taxi, prior permission of the Competent Authority is necessary.

 

The reimbursement of fare for travel by Taxi shall be

a)      The actual expenses incurred

                                                         OR

b)      Taxi fare (as advised by the Bank from time to time) by shortest route whichever is less.

 

2.3.2            For Officers in JMG and MMG Scales, taxi is not an eligible mode of transport.

 

However, subject to prior permission from the Competent Authority, having regard to the exigencies of the business, the Officers in JMG Scale –I and MMG Scale-II & III, may travel by taxi. In such cases, the reimbursement will be considered as follows:

 

a)      Actual expenses incurred

                                                OR

b)      Notional fare by Train as per eligibility

                                                 OR

c)      Taxi fare (as advised by the Bank from time to time) by shortest route whichever is less.

 

2.3.3        Normally, taxi operators charge for to and fro journey even though the vehicle is engaged for only one way travel. In such cases, reimbursement shall be restricted to fare applicable to one way fare only. Further, waiting charges / driver’s bata / night halting charges, etc. shall not be reimbursable.

 

2.3.4          In case of travel by a registered taxi, stamped voucher / receipt containing the following details should be obtained from the travel agency / taxi owner / driver.

 

a)      Name and address of the vehicle owner

b)      Name of the driver

c)      Registration Number of the vehicle

d)      Destination / Date & time of commencement of journey

e)      Distance covered

f)        Date & time of return journey

g)      Total number of persons travelled

h)      Amount paid / expenses incurred

 

(in figures)   Rs……………..

(in words)     Rupees………………………………………………..

 

 

Place  :                                                                                    Signature of the Driver/Owner

Date   :                                                                                     of Travel Agency

 

2.3.5       However, in the absence of prior permission from the Competent Authority, for the journey undertaken by taxi/own vehicle/private vehicle, road mileage of Rs.0.50 km by shortest route shall only be reimbursed.

 

2.4                  TRAVEL BY BUS:

 

2.4.1        In case of journey by bus, actual bus fare or first class fare by train by shortest route, whichever is less shall be reimbursable. In such cases, the tickets should be produced along with the TA Bill. However, if tickets are not submitted for any reason the reimbursement of fare shall be restricted to Rs.0.50 per km for the road mileage by the shortest route on submission of declaration by the Officer.

 

2.4.2            Service Charges:

 

In the case of travel by bus, reasonable service charges supported by bills / vouchers are reimbursable for booking the bus tickets.

 

2.5                  TRAVEL BY OWN VEHICLE

 

2.5.1        The competent authority having regard to the exigencies of business may authorize an Officer to travel by own vehicle. The use of personal vehicle for official purpose should as far as possible, be confined within the local (city / town / panchayat) limits. The reimbursement shall be permitted on the basis of the declaration by the officer.   

Use of own vehicle if permitted beyond local limits by the Competent Authority, the reimbursement shall be at the rate mentioned below:

a)      First Class / II AC Sleeper by Train by shortest route

                  OR

b)      Actual Expenses incurred

                   OR

c)      Rate stipulated by the Bank from time to time for different category of vehicles

 

The rate fixed by the Bank at present for different types of vehicles are as follows:

 

TYPE OF VEHICLE                                          REIMBURSEMENT

 

          1.         Four wheeler of 1000 cc or more                        Rs.4.50 per KM   (5.80) *

                      engine capacity

 

          2.         Four wheeler of less than 1000 cc                       Rs.3.60 per KM   (4.60) *

                       engine capacity

 

          3.         Motor Cycle & Scooter                                       Rs.2.00 per KM   (2.80) *

 

          4.         Mopeds                                                            Rs.1.25 per KM   (2.00) *

                                                                        *  (w.e.f. 1/1/2004 HO Cir.66/2004)

 

2.5.2            For use of own vehicle for official purpose at the place of work, within a radius of 8 kms from the branch / office, the reimbursement will be as per the monthly conveyance scheme in vogue in the Bank.

 

2.6                  TRAVEL BY PRIVATE VEHICLE:

 

2.6.1            The Officers have to obtain prior permission from the Competent Authority, for journey by private vehicle for official purposes, both for local as well as outstation visits. In such cases, the Competent Authority having regard to the exigencies of business may accord permission to Officers to travel by Private Vehicle. Further, the use of private vehicle should be confined to local limits [i.e., city/ town / panchayats] as far as possible.

 

2.6.2     Whenever the journey is undertaken by private vehicle (four wheeler), the reimbursement shall be at the prescribed rate per km as decided by the Bank, from time to time.

 

                                      OR

                     II AC Sleeper train fare by shortest route

                                      OR

                     Actual expenses incurred, whichever is lower.

 

2.6.3      Further, in support of the claim, bills/vouchers for petrol diesel, oil alongwith the registration number of the vehicle, name and address of the owner are also to be furnished as in clause 2.3.4.

 

2.7                  TRAVEL BY WATER TRANSPORT

 

2.7.1        Whenever the Officers undertake journey by water transport, the actual fare by deluxe class shall be reimbursed subject to production of supporting tickets / vouchers.

 

3                        TRAVELLING ALLOWANCE ON TRANSFER

 

3.1.1        ELIGIBILITY FOR JOURNEY ON TRANSFER:

 

i)      Officers on transfer will be eligible to travel to the place of posting by the same mode of travel and class of accommodation as in the case of travel on duty.

 

ii) The dependent family members are also eligible to travel by the same mode and class of  accommodation.

 

When the members of the family of the Officer travel separately by road i.e., not alongwith the Officer, the entitlement will be the actual fare for the distance covered or Class I Train fare by the shortest route whichever is less.

 

iii)    In case the Officer is permitted to travel by air by the Competent Authority due to administrative exigencies, such permission shall be restricted to the Officer only and cannot be extended to the family members.

 

3.1.2        DEFINITION OF FAMILY

 

The family for the purpose of Travelling Allowance will be limited to the spouse as also children, parents, brothers and sisters residing with and wholly dependent on the Officer employee.

 

      [a]   The term wholly dependent parent / brother / sister / children shall mean such relatives

             having an income / aggregate income not exceeding Rs.1500/- per month.

 

      [b]  Dependent family members of an Officer should ordinarily be residing with the Officer.

 

     [c] If income of one of the parents exceeds Rs.1500/- per month or the aggregate income of both the parents exceeds Rs.1500/- per month, both parents will not be considered as wholly dependent on the Officer. In such cases, the Officer’s brothers and sisters will also be considered as dependent of the parents only, even though they are residing with the Officer & / or not having individual income of Rs.1500/- per month.

 

     [d] The above definition of family  holds good in case of unmarried female Officer employees also.

 

     [e]  In case of a married female Officer, the criteria for inclusion of wholly dependent parents / parents-in-law / brothers / sisters in the definition of family will be as under:

 

i) Parents / Parents-in-Law/Brothers/Sisters of the female Officer ordinarily residing with the Officer;

 

  ii) The female Officer is the only earning member in the family;

 

  iii) If other earning members are married daughters of parents / parents-in-law in which case the Bank may consider on merits the claims of the Officers for inclusion of parents / parents-in-law /brothers / sisters.

 

3.1.3      The officers while claiming Travelling Allowance in connection with Transfer for dependent family members may submit a declaration on the following lines:

 

PROFORMA OF DECLARATION

 

 

“I hereby declare that the members of my family included in the TA bill submitted in connection with my transfer from ……………….branch / office to …………………….. branch / office are wholly dependent on me.

 

We have travelled by the transport, class and mode for which the fare is claimed and all the statements contained in this bill are true to the best of my knowledge.

 

I further declare that

 

a) The income of either of my parents or their aggregate income does not exceeds Rs.1500/- pm.

 

b) Income of my wholly dependent Son/Daughter/Brother/Sister does not exceed Rs.1500/- pm and they are ordinarily residing with me.”

 

PLACE :                                                                        SIGNATURE OF THE EMPLOYEE

DATE   :                                                                        NAME & STAFF NO.

 

3.2    TRAVELLING ALLOWANCE ON TRANSFER – SHIFTING OF FAMILY AND BELONGINGS:

 

3.2.1        CROSS COUNTRY TRANSFER:

 

The officers as well as their family members are eligible to travel to the transferee place by eligible mode and class of travel.

 

In the normal course, the officer should shift his family and belongings to the transferee place immediately on relief from the transferor branch / office.

 

However, for the reasons such as non-availability of quarters for immediate occupation at the transferee place etc., the officer employee can shift family and belongings at a later date, within the time limit specified below. In such cases, the officer shall be eligible for travelling allowance / journey period, by eligible mode twice i.e., once in connection with reporting and second time while shifting the family and belongings.

 

The officer employee in such cases has to shift his family and belongings within 60 days from the date of relief from the transferor branch/office or within 30 days from the date of occupying the quarters at the transferee place, whichever is earlier.

 

3.2.2        In case for any valid reason, the office could not shift his family and belongings within 60 /30 days as mentioned above, the Competent Authority, at his absolute discretion, may consider extension of further time for shifting his family and belongings. In such cases the eligibility for TA for self for the second journey shall be subject to the discretion of the Competent Authority on merits and the officer cannot claim the TA benefit for self as a matter of right.

 

3.2.3      The facility of travelling twice,  in connection with the transfer, shall not be extended for transfers from other State to Home State and the officer owns a house / quarters is readily available for occupation at the place of posting.

 

       3.3    TRANSFERS WITHIN THE STATE & TRANSFER TO CONTIGUOUS STATE

 

3.3.1       The officers shall be eligible to travel to the transferee place by eligible mode and class of travel and shift  their family & belongings to the transferee place immediately on relief from the transferor place.

 

3.3.2          However, if the quarters are not readily available for occupation at the transferee place, the officer may, with specific and prior permission from the Competent Authority, shift his family and belongings at a later date but within 60/30 days as the case may be. In such cases, the officer will be eligible for TA by the eligible mode / class and journey period for the second journey also.

 

3.3.3          In case, family and belongings are not shifted within 60/30 days as the case may be, the officer shall not be eligible for TA for self and journey period while shifting family and belongings beyond the stipulated time limit of 60/30 days.

 

3.4                  Shifting Personal effect and belongings only:

 

No TA for to and fro journey for the second time will be paid in case the officer does not shift the family and shift only personal effects / belongings.

 

     4.          SHIFTING OF FAMILY TO / FROM OTHER PLACES

 

 

  4.1                  Shifting of family from transferor place to native place / third place :

 

4.1.1         The officer with the permission of the competent authority may shift his family to native place / third place. The reimbursement of expenses in such cases shall be the least of the following by eligible mode and class of travel by shortest route, as provided under CBOSR 1979.

 

i)                    Transferor place to Transferee Place

ii)                   Transferor place to Third place / native place

iii)                 Actual expenses incurred

 

          In case the family members travel by road, the reimbursement of TA as above will further be restricted to the actual fare incurred for the distance covered or First Class train fare by shortest route from transferor place to native place / third place.

 

4.2                  Shifting of family from third place / native place to the transferee place

 

4.2.1            The family members of an officer left at a place i.e., other than place of work, before the issuance of transfer orders, may travel from the place other than place of work (third place) to the transferee place subject to prior permission from the competent authority.

 

4.2.2            For the purpose of reimbursement of TA in such cases, the least of the following, by eligible mode and class of travel, by shortest route, as provided for under CBOSR, 1979 shall be considered:

 

i) Transferor place to transferee place

ii) The place of stay to the transferee place

iii)Actual expenses incurred

 

In case the family members travel by road, the reimbursement of TA as above will further be restricted to the actual fare incurred for the distance covered or first class train fare by shortest route from the place of stay to the transferee place.

 

4.3                  An officer on transfer shall not be eligible for TA for self  at the time of shifting family members to third place / native place or initially to third place / native place and thereafter to transferee place.

 

4.4                  Eligibility for TA benefits to family members in subsequent transfers:

 

The officer employee, in case has shifted the family to a third place / native place by obtaining prior permission from the competent authority, can claim reimbursement of TA expenses for family members for subsequent transfers as per his eligibility under CBOSR 1979, subject to the following :

 

  Fare by eligible mode and class by shortest route from transferor place to transferee place.

 

                                                                   OR

 

  Fare by eligible mode and class from native place / third place to transferee place by shortest route

 

                                                                    OR

  

Actual expenses incurred, whichever is less

 

4.5                  SHIFTING OF PERSONAL BELONGINGS:

 

Other places i.e, native place / third place other than transferee place:

 

An officer with prior permission from the competent authority may shift his personal belongings or a part thereof from transferor place to native place / third place. If permitted the officer shall be entitled for reimbursement of actual freight charges for shifting the personal belongings as permissible under CBOSR 1979 (refer clause no.5) subject to the following:

 

i)                    The expenses are within the overall entitlement as eligible for transportation from transferor place to the transferee place.

 

ii)                   The belongings are shifted from the place where family is shifted and not from any other place

 

 

 

4.6                  Shifting of personal belongings from native place / third place to transferee place :

 

4.6.1            In case the officer employee has shifted personal belongings or part of personal belongings to a third place / native place with permission, can claim the expenses for shifting the same to the transferee place for subsequent transfer, subject to the prior permission from the competent  authority. If permitted, the expenses shall be reimbursed subject to the following :

 

i)                    The expenses are within the overall entitlement as eligible for transportation of personal belongings from transferor place to transferee place.

ii)                   Actual expenses for transportation of personal belongings from native place / third place whichever is less subject to eligibility for transportation of personal belongings as per CBOSR 1979.

 

4.7                  For shifting family & belongings at a later date ie., subsequent to relief of the officers, the officer has to obtain prior permission of the competent authority. Otherwise, expenses incurred in connection with shifting of family and personal belongings shall not be permitted.

 

4.8                  Shifting of family and belongings prior to the relief of the officer:

 

4.8.1            An officer intending to shift family and /or belongings to the transferee place, prior to relief from the transferor place, but after issuance of transfer orders for personal convenience, may do so with the prior permission of the competent authority.

 

However, if any modifications / cancellations of the transfer orders is effected due to administrative exigencies, the office shall not be eligible for any expenses subsequently incurred for further shifting of family and / or  belongings to the modified place of posting.  Further, in case of administrative exigencies, the Bank cancels the transfer orders, the officer shall not be eligible for TA / freight charges for shifting family and /or belongings back to the place of posting.

 

4.8.2            If the family / belongings are shifted before relief, the officer shall not be provided with quarters at transferee place till the actual reporting of the officer and he will have to make own arrangements for storing the personal belongings and stay of the family members.

 

4.8.3            Request for shifting the family and /or personal belongings prior to issuance of the transfer orders shall not be considered.

 

5.                    REIMBURSEMENT OF EXPENSES FOR SHIFTING BELONGINGS

 

5.1                  Transportation of personal effects / belongings:

 

An officer on transfer, is eligible for reimbursement of expenses incurred for shifting personal belongings to the transferee place as provided in the CBOSR 1979, as furnished below:

 

5.2                  Places connected by Rail:

 

5.2.1            If the transferor and transferee places are connected by rail the baggage may be transported by goods train and the reimbursement shall be:

 

                    

Basic Pay Range (Rs.)

Where the officer has family

Where the officer has no family

7,100/- pm to 9,820/- pm

3000 Kgs

           1500 Kgs

9,821/- pm and above

Full Wagon

           2500 Kgs

 

 

5.2.2            The officer on transfer may avail off the facility of ‘Container Service’ provided by the Railways for transporting personal effects. Further, reimbursement of expenses of container service is permissible, only if the facility is availed.

 

An officer eligible for full wagon, in JMG Scale –I, MMG Scale –II & III, avails of the facility of ‘Container Service’ by railways, will be reimbursed actual charges for one container.

 

Executives in SMG Scale IV & V and TEG Scale VI & VII shall be reimbursed the actual charges for two containers.

 

5.2.3            Reimbursement towards handling charges / local transportation charges in the case of transportation by Container Service will be made considering it as part of freight charges only, provided such amounts have been specified by the concerned authorities in the bills issued by them towards the charges for ‘container service’ availed by them.

 

5.2.4            The baggage if transported by passenger / express / mail train the reimbursement will be restricted to actual freight charges incurred or cost of freight by goods train in broad guage, for permissible quantity, whichever is less.

 

5.3                  Personal belongings transported by Road through the places are connected by Rail:

 

5.3.1            The baggage / personal belongings, if transported by road between places connected by rail the reimbursement will be limited to the actual freight charges subject to the cost not exceeding the cost of transport of the maximum permissible quantity by Train as given in clause no.5.2.1.

 

For the purpose of reimbursement of actual charges, the maximum permissible quantity shall normally be 60 quintals by goods train where the officer is eligible for reimbursement of full wagon transportation expenses.

 

However, keeping in view the difficulties faced by the officers, in such cases the maximum limit for reimbursement of expenses shall be upto 120 quintals at goods train rate, provided belongings are transported through an approved transport operator.

 

The reimbursement shall be upto 60 quintals at goods train in case the goods are transported through Unapproved Transport Operators.

 

 

5.4                  Places not connected by Rail:

 

5.4.1            Between the places not connected by rail, the baggage may be transported through an approved transport operator and the reimbursement will be as follows:

 

                    

Basic Pay Range (Rs.)

Where the officer has family

Where the officer has no family

7,100/- pm to 9,820/- pm

                3000 Kgs

           1500 Kgs

9,821/- pm and above

                6000 Kgs

           2500 Kgs

 

   In case the goods are transported through Approved Transport Operator and weight is not mentioned in the lorry receipt, the entitlement shall be calculated subject to 120% of goods train rate for the maximum permissible weight.

                         

  In exceptional cases, for officers drawing a basic pay of Rs.9821/- and above and have family, if the expenses incurred for transporting the belongings through an approved transport operator are beyond such maximum the eligible amount shall be restricted to freight for 120 quintals of goods train rate.

 

5.4.2            The baggage if transported by an unapproved transport operator, the reimbursement of expenses shall be restricted to the rate by goods train for the permissible weight.

 

5.5                  Places partly connected by Rail:

 

For places partly connected by rail the reimbursement of expenses for transporting the baggage shall be arrived (total of a & b given below).

 

a.       for the distance connected by rail reimbursement of expenses in terms of clause 5.2 shall be made.

 

b.      for the distance not connected by rail, reimbursement of expenses in terms of clause 5.4 shall be made.

 

 

5.6                  Approved Transport Operators’, shall mean the transport operator whose name finds a place in the list maintained & circulated by Risk Management Wing, HO from time to time for the purpose of discounting bills.

 

5.6.1            In case an officer shifts belongings through transport operator, whose name does not finds a place in the Bank’s  approved list, the claim for reimbursement of freight shall be considered only to the extent applicable to the unapproved transport operator, even though name of such transport operator  finds a place in the approved list of IBA.

 

5.6.2            The officer has to ensure that the Lorry Receipts issued by the approved transport operators or their authorized agents, contain IBA code No. besides the address and Telephone / Telex No. of the issuing branch office / authorized agent. In case the approved transport operator does not have the practice of mentioning the address and telephone / telex number in the lorry receipt issued by him, the concerned officer may obtain a certificate / letter from the approved transport operator confirming that the lorry receipt has been issued by him and submit the same along with the TA bill.

 

5.7                  Officer, permitted for double quarters facility / retention of family at third place consequent to transfer / not accompanied by dependent family members, shall be eligible for reimbursement of expenses for transportation of personal belongings as applicable to one without family.

 

5.8                  Transportation of Personal belongings in parts

 

5.8.1            Prior permission from the competent authority is to be obtained for transportation of personal belongings in parts / to other place/ native place etc. However for transporting the personal effects to any place other than the transferee place, the office shall not be eligible for journey period, TA, HA, etc.

 

In case of shifting the personal belongings in parts, the officer should indicate in the TA bill, in connection with TA for self at the time of reporting that a portion of the personal effects shall be shifted at a later date, duly enclosing a copy of permission obtained from Competent Authority to this effect.

 

5.8.2            The Officer on transfer, do not transport the entire baggage / personal effects to the transferee place but prefers either to leave a portion of the baggage at the place of transfer or transport it to some other place convenient to the Officer, the actual expenses incurred for transporting such personal effects will be reimbursed subject to the officer’s entitlement calculated for transporting the entire personal effects from the place of transfer to the transferee place . (refer clause no.4.5).

 

 

5.8.3            For shifting a part or all belongings to a different locality within the same city / town, reimbursement of such shifting will be made subject to limits specified in clause no.10, for local transfers,  provided such expenses are within the overall entitlement for transporting personal belongings from the place of transfer to transferee place.

 

5.8.4            Reimbursement of expenses for re-transportation of personal belongings, initially to third place and thereafter to transferee place at a later date is not permissible.

 

5.8.5            Where both husband and wife are employees of the Bank and are transferred, both can claim reimbursement of transportation expenses of personal belongings subject to the limits of individual employees, provided evidence for having transported the personal belongings by two separate consignments are submitted. However, on the single consignment of personal belongings, both cannot claim freight charges as it amounts to double claim.

 

5.8.6            In case the spouse of an Officer is an employee of any other Bank / Organisation / Institution etc. and eligible for transfer benefits such as reimbursement of TA / freight charges, etc., the officer should declare that there is no claim or no claim will be made by the spouse on the same baggage from the other Bank / Organisation / Institution etc.

 

5.8.7            Clearing agent’s charges incurred for transhipment of goods at intermediary stations from one common carrier to another common carrier for onward transshipment to the transferee place will be considered within the overall entitlement for reimbursement of freight charges.

 

6.                    TRANSPORTATION OF OWN CARS / TWO WHEELERS

 

6.1                  Shifting by Train ::

 

In case the officer owns a car / scooter / motor cycle, he will be eligible for reimbursement of cost of transporting the vehicle by train to the transferee place at the goods train rate, on production of money receipts. The reimbursement expenses in this regard will be over and above the freight charges entitled for shifting the personal belongings.

 

6.2                  Shifting by Lorry :

 

In case, the scooter / motor cycle or any other vehicle (other than four wheeler) is transported by lorry, the actual lorry charges shall be paid on production of relevant receipt / voucher. The reimbursement so permitted will be over and above the reimbursement entitled for shifting the personal belongings.

 

6.3                  However, for shifting own car by lorry, the expenses shall be reimbursed if it is within the overall entitlement for shifting personal belongings.

 

 

6.4                  Driven by Road :

 

In case the car / two wheeler is driven by road, reimbursement shall be at the rate fixed by the Board from time to time. The reimbursement so eligible will be over & above the entitlement for reimbursement for shifting the personal belongings.

 

The current rate of reimbursement is as follows:

 

Type of vehicle                                                          Rate per km in rupees

 

Moped                                                                        1.25

Scooter / Motor cycle                                                  2.00

Four wheeler (Engine capacity 1000 cc & more)             4.50

                      (Engine capacity less than 1000 cc)          3.60

 

6.5                  An officer shall not be eligible for reimbursement expenses for shifting personal vehicle from third place to transferee place or from transferor place to third place, as there is no provision for the same.

 

7.                    PORTERAGE

 

Whenever an Officer on transfer undertakes travel by a mode other than air and incur an expenditure towards porterage, reimbursement of actual expenses shall be considered subject to maximum of Rs.200/- on declaration basis.

 

8.                    REIMBURSEMENT OF OTHER EXPENSES

 

8.1                  An Officer on transfer shall be eligible for reimbursement of lump-sum amount as indicated below for expenses connected with packing, local transportation, insurance/charges for loading and unloading of personal belongings, by giving a declaration for having incurred the same:

 

                     

GRADE

LUMPSUM

TEG SCALE VI & VII AND SMG SCALE IV & V

  Rs.5000/-

MMG SCALE II & III AND JMG SCALE I

  Rs.4000/-

 

8.2                  Where, both husband and wife are officer employees and transferred, the eligibility for other expenses shall be considered separately if the Bank has reimbursed expenses towards shifting of personal belongings for both the officer employees individually, having satisfied that the personal belongings are transported in separate consignments. In other cases, the eligibility for reimbursement of other expenses shall be considered only to the Officer who has been reimbursed the freight charges towards shifting the personal belongings.

 

9.                    OCTROI

 

9.1                  Reimbursement of Octroi expenses shall be made subject to a maximum of Rs.1500/- or actuals incurred, whichever is less, on production of original receipts issued by the authorities concerned.

 

10.                REIMBURSEMENT OF EXPENSES ON TRANSFER WITHIN THE SAME CITY/ TOWN

 

10.1              If as a result of transfer at the instance of the Bank within the same city / town an officer is required to shift the belongings, the actual expenses incurred will be reimbursed on the basis of the declaration given by the officer subject to the following limits:

 

SCALE / GRADE

MAXIMUM LIMITS

Officers in MMG & JMG Scales

Rs.800/- in major A Class Cities

Rs.600/- in other places

Rs.1000/- in the case of transfers to

Delhi from Ghaziabad, Noida, Faridabad,

Gurgaon & vice versa

Officers in SMG & TEG

Rs.1200/- at all centres

 

10.2              The reimbursement of expenses for shifting personal effects / belongings may also considered if the shifting is made at the instance of the Bank /with prior permission from the competent authority.

 

a.       Shifting from one quarters to another on personal lease, after expiry of 3 years lease period.

b.      Shifting from quarters occupied on personal lease to the Bank’s quarters and vice versa.

c.       Shifting from one quarters to other owned by the Bank or Bank’s quarters / quarters on personal lease to own residence.

 

10.3              The reimbursement of expenses for the above purpose shall be for meeting the expenses incurred for shifting of bank’s furniture as well as personal belongings and has to be claimed from the Premises Section of Circle Office / Head Office.

 

10.4              If the transfer is effected at the request of the officer, reimbursement of expenses for shifting belongings locally shall not be permissible.

 

 

11.                ELIGIBILITY FOR TRAVELLING ALLOWANCE BENEFITS FOR TRANSFER ON REQUEST:

 

11.1              Whenever a transfer is effected at the specific request of an Officer, he shall not be entitled for reimbursement of traveling expenses such as travel / transport of personal effects and Halting Allowance etc.

 

11.2              In the entire service of an Officer employee, requests for transfer with TA and other benefits will be acceded to only upto a maximum of 3 occasions. The transfers effected under clause No.113(a) & (b) below shall be excluded for the purpose of computing three occasions.

 

11.3              The transfers effected under the following cases will be treated as a transfer in routine course and TA/HA benefits as eligible for normal transfer will be paid to Officers

 

a.        Who has put in 3 years & more active service outside the home state and after completion of the term, requests for a transfer back to home state and where such requests are acceded.

 

b.        Working in North Eastern Region, on completion of a tenure of 2 years of service in that region, requesting for a transfer to a place of his choice, out of  three places indicated by them and where such transfers are considered to.

 

11.3.1        However, in respect of officers working in branches coming under North Eastern region under option scheme on promotion, 3 years of active service shall be treated as a term.

 

11.4              An officer working outside the home state, requests for a transfer to home state, before completion of 3 years active service, and if such requests are acceded to, the competent authority, at his absolute discretion, depending upon the merits of the case, may consider TA and other benefits on such transfers. Such, transfers are permitted by the competent authority waiving the active service norms on special footings and hence the same cannot be treated as one among the 3 occasions for the entitlement of TA / HA benefits on request transfer by the officers.

 

Further, the transfers waiving the active service norms, without TA/HA benefits, whenever permitted by the General Manager, Personnel Wing, Head Office, such benefits cannot be extended by any other authorities.

 

12.                LOCAL CONVEYANCE

 

12.1              LOCAL CONVEYANCE IN RESPECT OF OFFICIAL VISIT / TRAINING / MEETINGS / WORKSHOP CONDUCTED AT OUR STC / RSTCs / OTHER INSTITUTIONS SITUATED AT OUTSTATION CENTRES

 

12.1.1        Officers shall be reimbursed reasonable conveyance expenses from residence / place of work to the Railway Station / Airport / Bus Station at the Head Quarters for onward and return journeys. Further local conveyance from the place of stay to the place of work and vice-versa while on outstation duty  are also reimbursable.

 

12.1.2        The officers should travel by public transport / cheaper mode of transport. Wherever local train facilities are available, the same should be utilised as far as possible. Full particulars, such as date of travel, mode of conveyance, approximate distances covered, amount paid etc., should clearly be mentioned in TA bill.

 

12.1.3        An officer posted / deputed to outstation duty and permitted to stay and operate from Head Quarters or nearby places at his request by the competent authority, has to use cheaper mode / public transport for operating from place of stay to place of work.

 

13.                PAYMENT OF CONVEYANCE ON DEPUTATION FOR TRAINING/MEETING/WORKSHOP CONDUCTED AT OUR STC/RSTCs/OTHER INSTITUTIONS LOCALLY SITUATED:

 

13.1            Actual conveyance expenses incurred by the officers deputed to the STC/RSTCs situated in the same city/town for training shall be reimbursed at branch / office upon submission of attendance certificate & a declaration for having incurred the expenses.

 

13.2            In respect of posting for training / workshop / meetings etc., at other organizations / institutes etc., the expenses are to be claimed from the branch / office by submitting a declaration for having incurred the expenditure.

 

13.3            In the above cases, reimbursement shall be restricted to a maximum of 1/4th of the halting allowance payable at the respective place or actual expenses whichever is less. Details such as the date of travel, mode of conveyance, approximate distance covered to and fro destination, amount paid, etc. should be given in the declaration.

 

13.3.1Whenever personal vehicle is used for official purposes, with prior permission of the competent authority, reimbursement will be restricted at the rates applicable for use of personal vehicle as mentioned in clause 6.4 subject to a maximum of 1/4th of the Halting Allowance payable at the respective place.

 

13.3.2             Officers claiming local conveyance expenses as per the scheme shall be governed by the scheme for their visit upto 8 kms radius from the branch / office and as such officers, shall not be eligible for claiming additional or separate local conveyance.

 

14.            REIMBURSEMENT OF EXPENSES FOR TRAVEL ON DUTY WITHIN THE SAME CITY / TOWN:

 

14.1              For the travel from the place of work to any other place in the same city or town on office duty, the officer shall not be eligible for reimbursement of the expenses if Bank’s vehicle is provided. In case the Bank’s vehicle is not provided, the officer shall be eligible for reimbursement of expenses. The sanctioning authority for this purpose shall be the concerned Divisional Manager / Assistant General Manager. In case, the officer is required to travel for official purpose very frequently, the reimbursement may be claimed on a monthly basis.

 

14.2              Officer claiming local conveyance as per the Monthly Conveyance Scheme shall be governed by the rules of the Conveyance Scheme. For the local visits beyond 8 kms radius from the branch / office, the officers can claim reasonable conveyance expenses separately.

 

15.                LOCAL CONVEYANCE ON DEPUTATION / POSTING TO EXTENSION COUNTERS

 

15.1              Extension counters are treated as a part of the main branch for all accounting purposes. The officers posted to extension counters for a specific period and required to report directly at extension counters daily are not eligible for any local conveyance for travel from residence to extension counters and vice-versa.

 

15.2              However, where the extension counter is situated outside the municipal / corporation limits and the officer makes use of public transport to reach extension counter, bus fare applicable from the residence to extension counter or parent branch to extension counter, whichever is less shall be reimbursed for the to & fro journeys.

 

15.3              Officer reporting at the Main / parent branch and then required to report at Extension counter is eligible for local conveyance for travel from the parent branch to the extension counter & vice-versa by the cheapest mode of conveyance i.e., public transport.

 

15.4              Where the officer is required to work at the Extension counters, for short periods, in the leave vacancy of an Officer working in an extension counter, actual conveyance expenses by the cheapest mode of transport from the residence to the extension counters and vice versa shall be reimbursed.

 

15.5              Whenever an officer is claiming reimbursement of conveyance expenses on actual basis, reimbursement as per the monthly conveyance scheme of the Bank, i.e, reimbursement on declaration basis shall not be applicable on those days.

 

16.             CONVEYANCE EXPENSES INCURRED BY OFFICERS ON INSPECTION DUTY IN THE COURSE OF INSPECTION

 

16.1              General :

 

In case the Inspecting Officer incurs conveyance expenses for visiting party’s godown / factory / unit etc. , for checking the securities during the course of Inspection of a branch, the expenses shall be reimbursed as follows :

 

16.2              As far as possible, the Inspecting Officer shall make use of the bank’s vehicle.

 

16.3              In case the Bank’s vehicle cannot be made use of, the branch may make arrangements by engaging cheaper mode of public transport. Alternatively, the Inspecting Officer may travel by public transport on their own  and  claim reimbursement from the branch. The   expenses so incurred by the Inspecting Officer is to be reimbursed by the branch, debiting General Charges – Conveyance, after obtaining permission from RO. The expenses are to be recovered from the party subsequently and credited to the Bank’s account.

 

 

16.4              Duty at outstation places – eligibility for conveyance expenses

 

The local conveyance incurred by Inspecting Officer for travel from place of stay / hotel / residence to the branch to which the Officer is posted for inspection duty & vice versa, if eligible, should be claimed in the monthly TA bill to be submitted to the respective sanctioning authority.

 

16.5              An Inspecting Officer when permitted by the Competent  Authority to operate from a nearby place or the headquarters, has to make use of the public transport for commuting from the place of stay to the place or work and vice versa.

 

17          ELIGIBILITY FOR REIMBURSEMENT OF CONVEYANCE EXPENSES WHEN CONDUCTING INSPECTION OF LOCAL BRANCHES / OFFICES SITUATED AT HEAD QUARTERS

 

17.1      The Inspecting Officer has discretion to opt for conveyance allowance either on declaration basis i.e actual basis as per the Monthly Conveyance Scheme in vogue. The option once exercised, cannot be changed so long as the Officer works at a particular place  of  posting.

 

17.2    If opted to avail the reimbursement on actual basis, the same has to be claimed submitting the details in the monthly TA bill to the sanctioning authority.

 

17.3    The Inspecting Officer who has opted for reimbursement as per Conveyance Scheme. May claim the reimbursement of expenses on monthly basis by submitting the bills to respective

       Zonal  Inspectorates.

 

17.4  The Officers permitted by the Competent Authority to fix up quarters at third places other

        than place of work / Head Quarters, reimbursement of conveyance charges for commuting

        from the place of stay to the place of work or vice-versa is not permitted.

 

18   HALTING ALLOWNACE

       

18.1 An Officer on outstation duty, is eligible for Halting Allowance by way of daily allowance.

 

The Halting Allowance payable to Officers in various grades / scales are as follows :

 

 

 

Grade / Scales of Officers

 

 

Daily Allowance (Rupees)

Major A Class Cities

Area I

Other Place

Officers in Scale IV & above

 

Officers in Scale I/II/III

      340.00

 

      270.00

        270.00

 

        240.00

        240.00

 

        200.00

  

 

 

 

 

 

 

 

a. MAJOR ‘A’ CLASS CITIES: Delhi, Mumbai, Hyderabad / Secunderabad, Kolkata, Chennai, Bangalore 

                                        and Ahmedabad

 

b. AREA I: Pune, Kanpur, Nagpur, jaipur, Lucknow & Surat

 

c. OTHER PLACES : Places other than a & b.

 

18.2           DEFINITION OF ‘DAY’ FOR HALTING ALLOWANCE

 

18.3           Where the total period of absence on outstation duty is less than 24 hours, ‘day’ shall mean a period not less than 8 hours. For the purpose of computing Halting Allowance, ‘per diem’ (per day) shall mean each period of  24 hours or any subsequent part thereof.

 

18.4          The period for the purpose of computation of Halting Allowance, shall be reckoned from the reporting time for departure, in case of air travel and the scheduled time of departure in other cases, to the actual time of arrival at the airport/railway station/bus station as the case may be back to headquarters.

 

18.5          HALTING ALLOWANCE FOR A FRACTION OF A DAY

 

18.5.1    If The total period of absence on outstation duty is less than 8 hours, but more than 4 hours continuously, halting allowance at half the rates mentioned in 18.1 shall be payable. If such period is 4 hours or less, no halting allowance shall be payable.

 

18.5.2    For deputation /official visits to places which are within the urban agglomeration, municipal/panchayat limit of the place of work, no Halting Allowance is payable.

 

18.5.3    Further, wherever higher CCA is paid at a centre at par with the adjoining bigger city treating it as the contiguous part / composite area of that  city, no HA shall be payable to an Officer for operating between such two places, for eg : between Delhi & Ghaziabad, Faridabad, Noida, Gurgaon (UA) and vice versa.

 

The transfer from Ghaziabad, faridabad, Noida Complex and vice versa will be treated as transfer within the same centre and therefore officers will not be eligible for TA/HA, joining time and journey period on account of such transfers. However, eligible expenses for shifting the family and or/belongings will be reimbursed as applicable to local shifting.

 

For officers visiting Ghaziabad, Faridabad and noida from places other than Delhi / New Delhi they will be reimbursed HA as applicable to Delhi.

 

18.5.4    TA bills should contain the dates and timings of the departure and arrival. In the case of daily travel on deputation, journey particulars should be furnished on day to day basis.

 

18.5.5    Halting Allowance for each day will be paid as applicable to the place of visit /the place of transfer. The Officer shall be eligible for HA for total stay outside the place of work as enumerated in clause 18.1 above.

 

18.5.6    For the period of early arrival and over stay at the place of visit, an Officer shall not be eligible for Halting Allowance and other expenses unless & until specifically permitted for.

 

18.5.7    An Officer is required to submit a declaration for having incurred the expenses in connection with outstation visit, which shall be the basis for reimbursing the eligible halting allowance.

 

19.              REIMBURSEMENT OF LODGING EXPENSES

 

19.1          An Officer on outstation duty is eligible for reimbursement of actual lodging expenses and all types of taxes incurred, against production of bills & vouchers for stay in ITDC hotels depending on his eligibility and grade, as under:

 

 

 

 GRADE     OF    OFFICER

 

 

 

 

 

ELIGIBILITY

 

 

 

 

MAXIMUM ROOM TARIFF PERMISSIBLE

 

MAJOR ‘A’ CLASS CITIES

 

 

AREA-I

 

OTHER PLACES

 

 

TOP EXECUTIVE GRADE

SCALE VI & VII

4* HOTEL

Rs.3500

Rs.1750

Rs.1500

SENIOR MANAGEMENT GRADE SCALE IV & V

3* HOTEL

Rs.1600

Rs.1195

Rs.1050

MIDDLE MANAGEMENT GRADE

SCALE II & III

2* HOTEL

Rs.825

Rs.700

Rs.600

JUNIOR MANAGEMENT GRADE

SCALE 1

1* HOTEL

(NON-AC)

Rs.500

Rs.425

Rs.350

 

19.2     The maximum room tariff permissible as specified above are inclusive of all service charges but exclusive of taxes such as luxury / taxes of any other nature etc.

 

19.3     Luxury tax / other taxes on tariff etc. as applicable to the max. permissible room tariff shall be reimbursable.

 

19.4     Where an Officer is permitted by the competent authority to stay at a nearby place other than the place of work, reimbursement of actual lodging expenses shall be as applicable to the place of visit or place of stay, whichever is less.

 

19.5     Wherever ITDC hotels of eligible star category are available, an Officer employee shall normally stay in such hotels. If ITDC hotels of eligible star category are not available or accommodation is not available in ITDC hotels of eligible star category, the Officer can stay in any other hotel and claim reimbursement of actual lodging expenses incurred to the extent of maximum permissible tariff in ITDC hotel of eligible star category, as applicable to the place of visit.

 

19.6          Officers in JMGS-I & MMG Scale-II/III if stayed in AC accommodation, such claims shall be reimbursed to the extent of the entitlement of the Officer or the actual expenses incurred.

 

19.7          If at a centre ITDC hotel of eligible Star category is not available but there is an ITDC hotel of higher category, an Officer who is eligible for a lower starred category may stay in that hotel or in any other hotel and claim reimbursement of actual lodging expenses incurred within the maximum permissible tariff of an ITDC Hotel of eligible category or the tariff of the ITDC hotel of higher category at that centre, whichever is lower.

 

19.8          ITDC Hotels are allowing 20% discount on room tariff to employees of Public Sector Undertakings and therefore, an Officer should insist for discount whenever the Officer stays in ITDC Hotels.

 

20.TARIFF FOR LODGING AT DELHI / MUMBAI / KOLKATA TO EXECUTIVES IN SCALE –VI & VII

 

An Officer in Top Executive Grade Scale-VI and VII, if unable to stay in ITDC hotels in Delhi, Kolkata and Mumbai within the tariff limit of ITDC hotels, is eligible for reimbursement of actual lodging expenses for staying in other hotels not exceeding 125% of the tariff of the entitled class at these centres.

 

21.              REIMBURSEMENT OF EXPENSES FOR BOARDING :

 

21.1          An Officer on outstation duty is eligible for reimbursement of actual boarding expenses incurred [including all taxes], towards boarding, against production of relevant bills subject to a maximum amount per day specified below depending on their Grade:

 

   

 

Grade / Scales of Officers

 

 

BOARDING CAHRGES (RUPEES)

Major A Class Cities

Area I

Other Place

 

 

 

 

Officers in Scale IV & above

 

     340.00

 

       270.00

 

       240.00

 

Officers in Scale I/II/III

      270.00

        240.00

        200.00

 

 

 

 

 

21.2      Reimbursement of lodging and or boarding expenses will be made only where the outstation duty is 8 hours or more and involves night stay/overnight journey. However, in exceptional cases, where it is felt necessary, the reimbursement of lodging and/or boarding expenses will be made where night stay/overnight journey is not involved but period of outstation duty is 8 hours or more.

 

22            ENTITLEMENT OF HALTING ALLOWANCE TO OFFICERS WHO CLAIM LODGING OR BOARDING ON ACTUAL BASIS

 

22.1      Halting allowance payable to Officers on outstation duty who claim actual hotel expenses for boarding and / or lodging supported by bills/vouchers is as follows:

 

22.2      Where lodging and / or boarding expenses are claimed, actual (full day’s) HA is not  payable. In such cases HA is payable as under:

 

a.       Where lodging is provided at Bank’s cost/arranged through thebank free of cost, 3/4th of the Halting Allowance will be admissible.

 

b.      Where boarding is provided at Bank’s cost /arranged through the Bank free of cost, ½ of the Halting Allowance will be admissible.

 

c.       Where lodging and boarding are provided at Bank’s cost / arranged through the Bank free of cost, 1/4th of the halting Allowance will be admissible.

 

d.      Wherever an Officer claims Boarding Expenses on declaration basis, with or without incurring expenses towards lodging, shall be reimbursed boarding expenses to the extent of HA applicable to that place. However, a separate declaration to the above effect should accompany the TA bill in addition to furnishing the same in the TA bill under the Boarding column.

 

Halting Allowance shall not be paid if boarding expenses are claimed on declaration basis.

 

22.3      During the journey period on duty, reimbursement of hotel expenses will not be permissible for stay at intermediary places, unless & until it is absolutely necessary & reason should be assigned for in the TA bill along with a representation to the Competent Authority for consideration of the claim.

 

In such cases, reimbursement of hotel expenses incurred at intermediary cases shall be purely at the discretion of the sanctioning authority, provided, the Competent Authority satisfies the purpose of stay.

 

23        HA / TA WHEN ON LEAVE WHILE ON OUTSTATION DUTY

 

23.1      No TA / HA will be paid when an officer on outstation duty takes any category of leave for personal reasons.

23.2      An officer constrained to avail casual leave due to illness or privilege leave on medical grounds or LOP on sick grounds or sick leave while on outstation duty, no HA / lodging expenses shall be eligible in the absence of hospitalization. However, if the leave sought for at the outstation is on medical grounds and not more than 2 days and where the Officer has not left the station, such cases will be considered on merits, at the discretion of the Bank for payment of halting allowance / lodging expenses on the basis of declaration.

 

24.          DIEM ALLOWANCE PAYABLE TO INSPECTING OFFICERS

 

If the Inspecting Officers are on outstation duty and are claiming halting allowance, lodging and/or boarding expenses, they shall be eligible in addition to the Halting Allowance/Hotel Expenses, set out in clauses 18.1 for a supplementary diem allowance of Rs.10/- per day. Such Supplementary Diem Allowance shall be payable only for the day/s of night halt outside headquarters on Inspection duty / Investigation work / Study of deposit growth etc.

 

25.          VISITS IN CONNECTION WITH DEPARTMENTAL ENQUIRY

 

25.1      An Officer, who defends another Officer against whom departmental enquiry has been     initiated, is eligible for TA and HA provided the Officer comes from an outstation branch within the same state where the delinquent officer is also working. However no TA / HA shall be paid when defence representative travels beyond the state where he is working / posted and also when the enquiry is adjourned at the instance of the delinquent Officer or the defence representative. The necessary attendance certificate should be obtained from the Enquiry Authority and submitted along with the TA Bill.

 

25.2      Inquiring Authority/Enquiry Officer are permitted to incur Rs.50/- per day towards tea/ coffee expenses on the day of conducting enquiry.

 

26.          DEPUTATION TO NEARBY BRANCHES

 

26.1      Whenever Officer employees are deputed to a nearby place where hotel / lodging facilities are available, they have to stay at the deputed place. However, if they are permitted to operate from their original place for their convenience, they shall not be paid TA / Conveyance for their daily travel. They shall be paid only eligible HA, as applicable to the place work / place of stay, whichever is less.

 

26.2      In case the deputation is to a nearby place where no hotel / lodging facilities are available, Officer employees may be permitted to operate from the place of work. Expenses for daily travel and local conveyance by cheapest mode of transport along with eligible HA shall be reimbursed.

 

26.3      In case the deputation is to a place where no hotel / lodging facilities are available, Officer  employees may be permitted to operate from a nearest place where hotel / lodging facilities are available. Expenses for daily travel and local conveyance by cheapest mode of transport along with eligible lodging and / or boarding expenses will be reimbursed.

 

26.4      In case of deputation to a place which is quite far from the place of work and if the deputation is for a longer period, the Officer employees must stay at the deputed place. However, in exceptional cases, when an Officer employee is permitted to operate from the place of work, due to personal reasons, the Officer shall not be paid TA/Local conveyance for daily operation, except one way onward / return fare & eligible local conveyance. However, eligible HA shall be reimbursed.

 

26.5      The permission to stay and operate from third places while on deputation is to be obtained from Divisional Manager / Assistant General Managers of Regional Offices.

 

26.6      Wherever Officers are permitted to operate from the place of work or from a third place, the permission is to be given as per the format furnished as per Annexure-II of this Circular.

 

27.          PAYMENT OF HALTING ALLOWNACE ON TRANSFER:

 

27.1      Halting Allowance will be paid for the actual journey period as applicable to the place of transfer at the time of reporting. (Refer Clause No.18)

 

27.2      No halting Allowance is payable for the journey undertaken for shifting the family at a later date.

 

27.3      For the purpose of halting allowance ‘day’ shall have the same meaning as mentioned in clause 18.1.

 

28            PERMISSIBLE TIME LIMIT FOR TAKING OVER CHARGE:

 

28.1      The Officers in all grades, on transfer, are permitted specified number of days, to get apprised of the matters relating to the new assignment in connection with taking over charge. The above period is meant to go through the relevant files/books/registers/ inspection report, etc so as to get themselves familiar with the matters, facilitating to take over of the charge.

 

28.1.1    The maximum permissible number of days for taking over charge as applicable to   Officers in each grade / scale are furnished herebelow:

 

CATEGORIES OF OFFICERS

NO. OF DAYS PERMISSIBLE FOR TAKING OVER CHARGE

(a)           Officers in JMG Scale-I / Second Line Managers /

          Managers in Scale III in branches / Offices and  

          Officers in JMG Scale-I posted to proposed branch

           to attend preliminary work

 

(b) i.    Senior Managers/Managers in HO / CO / RO                / ID / Inspection Wing/ZIs, STC/RSTCs / CLC,

              other administrative units (not covered in [a]               to [c] and Senior Manager/Manager posted to

               proposed new Branch / Office to attend

               preliminary work

 

       ii.      Officers in JMG Scale-I in-charge of small

                branches, Senior Manager/Managers in-charge

                of small branches.

 

   (c)  i.    Senior Manager / Manager in-charge of

               medium branches

 

        ii.    Senior Manager / Managers in charge of

               Large branches/Clearing Sections/Foreign  

               Depts./Cur.Chests, A/C Sections

 

       iii.   Senior Managers of ELBs / VLBs

 

      iv.    Officers in Scale-IV and above

 

4 days

 

 

 

 

7 days

 

 

 

 

 

 

7 days

 

 

 

10 days

 

 

10 days

 

 

 

10 days

 

10 days

 

      Note: The incoming Officer/II Line Manager/Manager Scale-III has to get apprised with regard to nature of assignment to be handled in the transferee branch / office in connection with taking over charge. The number of days indicated above is meant for completion of the process of taking over charge.

 

28.1.2        The period of taking over charge should commence from the date of arrival of the Officer to the transferee office/branch and shall not exceed the days specified under any circumstances.

 

28.1.3        The number of days leave availed, Sundays and other public holidays shall be excluded for the purpose of arriving at the permissible days for taking over charge.

 

29.      ELIGIBILTY FOR HALTING ALLOWANCE DURING TAKING OVER CHARGE PERIOD:

 

29.1      In case no residential accommodation is made available by the Bank to the Officer at the transferee place and hence, the Officer incurs additional expenses for the reasons beyond his control, during the process of taking over charge, the Bank on merit, consider granting Halting Allowance as applicable to him at the new place of work, not exceeding the maximum number of days permissible for taking over charge.

 

29.2      An Officer owning a house at the transferee place is not eligible for payment of Halting Allowance as the officer is expected to occupy the same straight away on arrival. Similarly officers who have been allotted the quarters but do not occupy the same for personal reasons are also not entitled for Halting Allowance during the period of taking over charge.

 

29.3      The Officer claming Halting Allowance for the period of taking over charge is required to submit a declaration or bills / vouchers for having incurred additional expenses for the purpose of claiming Halting Allowance as per Proforma given in Annexure-III.

 

29.4      An Officer is entitled for HA from the date of reporting at the transferee branch/office till the date of taking over charge or the date of providing quarters, whichever is earlier, excluding the number of days leave availed, subject to a maximum permissible period. However, the Bank may consider payment of Halting Allowance for intervening Sundays/holidays provided the total number of days claiming Halting Allowance including holidays, etc does not exceed the maximum permissible days for taking over charge.

 

29.5      An Officer shall not be eligible for reimbursement of Halting Allowance beyond the stipulated days even if the quarters is not made available at the transferee place or for any reason/s, whatsoever.

 

29.6      During taking over charge period, if quarters are not provided, in addition to the HA, the Officers shall be eligible for minimum HRA as applicable to the place. However, if the Officer stays in a lodge/Hotel, lodging expenses shall be reimbursed, subject to the maximum of rental ceiling applicable to that place. Further, if reimbursement of rental ceiling is extended, recovery at 2.5% of the initial stage of the Basic Pay shall be recovered towards HRR.

 

29.7      Further, an Officer employee is not entitled to Halting Allowance, during the period of taking over charge in respect of request transfers. However, if transfers are effected on request with TA and other benefits, the Officer shall be reimbursed HA during the taking over charge period, as available in the normal transfer.

 

30.          STAY IN HOTEL / LODGE BEYOND THE TAKING OVER CHARGE PERIOD

 

30.1      In case quarters is not provided by the Bank or the Officer is not in a position to fix up a quarters on Bank/personal lease and hence, prefers to stay in a hotel/lodge beyond the taking over charge period, the Officer shall be eligible to seek reimbursement of lodging expenses subject to the rental ceiling fixed to the quarters at the place of work, as applicable to the scale. In such cases, the recovery towards HRR of 2.50% of the first stage of the Basic Pay in the scale in which the Officer is placed shall be effected and will not be eligible for HRA for this period.

 

30.2      The sanction for reimbursement of lodging expenses in such cases is to be obtained from Staff Section (Officers).

 

30.3      The reimbursement of lodging expenses permissible under the above clause for the Officer where quarters are not provided/could not fix-up quarters on Bank/personal lease, shall be considered for a reasonable period of 3 months only. All efforts have to be made by the Officer concerned to fix-up the quarters at the earliest. If quarters are not fixed up within the reasonable period of 3 months, the Officer shall be eligible for minimum HRA only.

 

 

31.          PROOF OF TRAVEL / JOURNEY / EXPENSES TO BE SUBMITTED ALONG WITH THE TA BILL:

 

31.1      IN RESPECT OF TRAVEL / JOURNEY

 

31.2      For claiming travel expenses, an Officer should produce the original tickets. However, in respect of travel by train, in the absence of original train tickets, the Officer should furnish the details of the journey undertaken by furnishing the details as per proforma given in Annexure-I.

 

31.3      In the absence of ticket jacket in case of air travel, no fare shall be reimbursed. In case, the Officer is unable to produce the air ticket jacket for any reason whatsoever, a certificate from the Air Lines through which journey has been undertaken will have to be submitted along with TA bill. Further, reimbursement of air fare shall not be considered om mere production of boarding pass / bill issued by the travel agent.

 

31.4      While submitting the TA bills in connection with transfers, copy of transfer order has to be enclosed.

 

31.5      In respect of travel relating to enquiries, defence representative and such other visits, the TA bill should accompany the specific permission of the Competent Authority / copy of the proceedings along with enquiry officers / Courts certificate of attendance.

 

31.6      In respect of deputation to branches, original relieving letter from the branch to which the Officer is deputed, containing the following particulars:

 

a.                   Date and time of reporting at the branch.

 

b.                  Date and time of relief from the branch.

 

c.                   Place of stay during deputation i.e., whether the Officer has been operating daily from his permanent residence/head-quarters or staying at the deputed place during the period of deputation.

 

d.                  Particulars of leave availed during the deputation period, if any.

 

31.7      Wherever proof of journey is not established, the Officer shall be reimbursed to the extent of Re.0.50 per KM or actual expenses, whichever is less.

 

31.8      IN RESPECT OF FREIGHT / SHIFTING CHARGES

 

For reimbursement of expenses for transport of personal effects, receipts issued by railway / lorry authorities [way bill] to be produced.

 

Excepting cash bills, all the other receipts should be stamped for requisite value, as applicable, bear the signature, full address of the persons issuing the receipts. If any receipt is issued in any regional or local languages, it should contain English version for processing the TA bill.

 

All enclosures to the TA bill, such as journey tickets, vouchers, lorry receipts etc., shall bear the signature of the Officer on the reverse with name and staff number.

 

31.9      LODGING EXPENSES

 

         Claim for Hotel (Lodging) expenses should be supported by bills. The bills produced for stay in private dwelling / houses etc. shall be disallowed and in such case only eligible HA shall be considered.

 

31.10  BOARDING EXPENSES

 

Claim for Boarding expenses can be made either by submitting bills or on a declaration basis. Further, when boarding expenses are claimed supported by bills such bills should give break-up of date-wise expenses for breakfast, lunch, dinner etc. duly specifying the items consumed. Claims for items purchased in bulk (which are stored and consumed at a later date/ time) shall not be permitted for reimbursement. Claims for items such as bottles of horlicks, Boost, Soap, Toothpaste, Laundry, Dry Fruits, Mineral Water etc. shall be disallowed.

 

Whenever specific permission is given by the Competent Authority for travel by taxi / higher mode of transport, wherever applicable, such permissions are to be enclosed to the TA bill.

 

32          VACATION OF QUARTERS AT TRANSFEROR PLACE

 

32.1    An Officer on transfer, shall vacate Bank’s quarters within 7 days of the relief.

 

32.2    In case, the Officer is not in a position to vacate the quarters within 7 days of relief, prior permission from the Competent Authority has to be obtained. Retention of quarters beyond 7 days cannot be claimed as a matter of right. Such requests shall be examined by the Competent Authority on merits provided satisfactory reasons are furnished. The decision of the Competent Authority shall be final in such cases.

 

32.3    It may also be noted that granting of permission to shift family and/or belongings at a later date does not imply permission for retention of quarters at transferor place. For retention of quarters specific prior permission of the Competent Authority is necessary.

 

Note: Whenever permission has been accorded for retention of quarters at transferor place by the Competent Authority beyond 7 days, such permission shall not exceed 30 days from the date of   relief. Further, in such cases, recovery towards quarters as per norms shall be effected.

   

32.4    Whenever Officers are permitted retention of quarters at their last place of work or stay at third place and they visit such places on official duty, they shall not be eligible for TA/HA. However, reasonable conveyance expenses, if any, incurred at the place of stay in connection with official duty, will be reimbursed.

 

32.5    Failure to vacate the quarters within the time permitted for retention, will render the Officer to appropriate actions including recovery of market rent etc.

 

33.          RELIEF ON TRANSFER & JOURNEY PERIOD

 

a.       Actual period spent on journey shall alone be treated as journey period. If the journey is undertaken by circuitous route, notional journey period by shortest route shall only be permitted.

 

b.      If the journey is undertaken on working days during working hours, journey period is permissible. In other words, if the travel is undertaken other than on working days and/or outside working hours, no notional journey period is permissible.

 

c.       If Officers are required to travel in the night / next day morning before commencement of working hours, they may be relieved a.o.h on that day.

 

d.      If the Officers are commencing travel during office hours, they are to be relieved sufficiently in advance on the date of travel so that they will have reasonable time to reach place of stay and commence travel.

 

e.       If the Officers reach place of work / destination during working hours, Senior Manager/ Managers have to insist them to report for duty on the same day during office hours. This is, however, subject to permitting them reasonable time to reach the place of stay on arrival. Otherwise, the absence on that day should be treated as joining time/ leave of appropriate category.

 

f.        Public Holidays /Weekly Holidays immediately following the date of relief shall be excluded for computing either Joining Time or Journey Period but not for both.

 

g.       Officers are required to commence journey immediately on relief by eligible mode of conveyance.

 

h.       Night travel by bus on the date of relief need not be insisted wherever the distance between the two places is comparatively more. Only when the distance between the two places is commutable within one or two hours and frequent transport facilities are available in such cases, the Officers may be insisted for return journey on the same day.

 

i.         If the train facility is available, journey should be commenced immediately on relief even if it invoves night journey.

 

34.          JOINING TIME ON TRANSFER

 

34.1      An Officer shall be eligible for joining time of 7 days exclusive of the number of days spent on travel, for joining duty at the transferee place. However, no joining time shall be permissible in case of local transfers (i.e.in the same city / town including the areas under urban agglomeration of main centres / within same municipal / panchayat limits).

 

34.2      An Officer shall be eligible for joining time when asked to report at the transferee place on return from leave.

 

34.3      In calculating the joining time, the day on which the Officer is relieved from the earlier place shall be excluded. Only public / weekly holidays immediately following the date of relief shall be excluded in computing the joining time. In other words, intervening public holidays and weekly holidays shall be included in computing the joining time.

 

34.4      Joining time spent at the transferee place shall be treated as on duty.

 

34.5      Joining time can be availed in two installments with prior permission from the Competent Authority, within stipulated time for shifting family and belongings.

 

34.6      The Officer shall not be eligible for any joining time for temporary transfers eventhough such transfers are to places other than the Officer’s place of permanent posting.

 

34.7      When the joining time is availed before reporting at the transferee place, an Officer shall be eligible to draw the emoluments as applicable to the place of transfer.

 

35.          MID-ACADEMIC YEAR TRANSFER ALLOWANCE

 

35.1      An Officer transferred from one place to another, in the middle of an academic year, i.e. the order issued on or after 1st July of the year, shall be eligible for an allowance of Rs.300/- p.m. provided he has one or more children studying in school / college in the transferor place. The Mid Academic Year Allowance is payable from the date when the Officer reports at the transferee place to the end of the academic year or till the time the Children cease studying in the transferor place, whichever is earlier.

 

35.2      However, in the case of transfers effected on or after 1st july, i.e., in the middle of an academic year, the Officer having school / college going children/dependent school/college going family members, may request for retention of quarters at the transferor place. The same shall be normally considered at the discretion of the Bank. If permission is accorded by the Competent Authority the same shall be valid till the end of the academic year or till the children continue to prosecute the studies, whichever is earlier.

 

35.3      After examinations are over, the Officer is expected to shift the family immediately. Failure to do so, the Officer shall be liable to reimburse to the Bank full rent for the quarters, for the period beyond the completion of the academic year till the vacation of quarters. The Officer should give an undertaking letter to this effect at the time of requesting for retention of quarters.

 

35.4      Wherever retention of quarters is permitted, the Officers are not eligible for mid-academic year transfer allowance.

 

36.          DIRECT RECRUIT PROBATIONARY OFFICERS:

 

36.1      the Direct Recruit Probationary Officers are not eligible for shifting charge/s in connection with transfer on account of their posting for undergoing on the job training till they are finally allotted to a Circle. Thereafter the Officer shall be eligible for all transfer benefits as applicable in the case of other officers on subsequent transfers.

 

36.2      However, the direct recruit Probationary Officers shall be eligible for TA for self only for transfers effected during on the job training phase. However, other expenses shall not be payable.

 

36.3      In the case of a direct recruit Prob. Officers, when they are transferred from one branch / office to another for on the job training during their probationary period, they are required to avail the joining time if any, immediately after their relief from the transferor place. Otherwise, the same shall lapse.

 

36.4      The Probationary Officers shall not be eligible for quarters during the training period. However, they can claim House Rent Allowance either on production of rent paid receipt/investment basis if they possess a house at the place of posting. Reimbursement of lodging expenses on production of relevant rent receipt shall be subject to rental ceiling as applicable to the place of posting.

 

36.5      In the case of direct recruit Probationary Officers who are posted on first appointment directly to Staff Training College / Regional Staff Training College, they are entitled for halting allowance as per clause 18.1 or reimbursement of actual hotel expenses, as per Clause Mo.19 above for the period of training if they are from outstation. In such case, HA payable will be computed from the date & time of reporting at Staff Training College / Regional Staff Training College.

 

36.6      However, in the case of direct recruit Probationary Officers, if it is mentioned in the appointment orders that on completion of the initial training at Staff Training College / Regional Staff Training College, they are required to report at a branch/ office situated in the place where Staff Training College / Regional Staff Training College is located, in such cases the Officers shall not be eligible for any Halting Allowance / reimbursement of actual hotel expenses, for the period of training.

 

36.7      Where a direct recruit Probationary Officer, who was earlier residing in the place where the STC/RSTC is located, even if the Officer’s home town is other than such place, the Officer shall not be eligible for the halting allowance / reimbursement of actual hotel expenses, for the period of training.

 

36.8      Such of those direct recruit Probationary Officers who are claiming HA or reimbursement of actual hotel expenses as per clause 18.1 or 21.1 should give a declaration in their TA bills that they are not local candidates and that they are from outstation & should also furnish the address of their home town when they are posted to STC/RSTC.

 

36.9      Direct Recruit Probationary Officers on initial posting from STC to branches/offices, are not eligible for fare for family members, reimbursement of expenses for transporting personal effects / other expenses.

 

36.10  The concept of taking over charge and payment of Halting Allowance for the taking over period is not applicable in case of direct recruit Probationary Officer posted to Branches / Offices for on the job training.

 

37.          SHIFTING FAMILY & BELONGINGS TO THE PLACE OF PERMANENT SETTLEMENT AFTER RETIREMENT

 

37.1      On retirement, an officer employee shall be eligible for reimbursement of Travelling Allowance, shifting personal belongings / baggage and other expenses for self and dependent family members, as applicable on transfer. The reimbursement shall be as applicable from the last station at which the Officer is posted to the place where he proposes to settle on retirement.

 

37.2      The entitlement for the above purpose shall be as applicable to the Scale in which the Officer was serving at the time of retirement.

 

37.3      In case of shifting locally on permanent settlement, reimbursement shall be as applicable to local shifting.

 

37.4      No advance TA shall be permissible and the reimbursement of expenses incurred is to be claimed from respective Staff Sections of the Circle / HOSA Section / SA Section – ID / Inspection, as the case may be.

 

37.5      The facility of reimbursement of traveling expenses / shifting expenses is extended to Officers retiring on superannuation. The facilty shall be extended to the family members in the case of death of an Officer while in service. Further, TA benefilts are not extended to Officers who cease to be in service of the Bank consequent to imposition of punishment / resignation / voluntarily retirement.

 

37.6      TA expenses have to be claimed within 6 months from the date of retirement.

 

38.          DRAWING ADVANCE TA

 

An Officer may draw advance TA in connection with the journey on official visits / transfers, not exceeding the estimated expenditure. For the purpose of drawing the TA advance, a request in F-1119 has to be submitted furnishing details of expenses to be incurred. However, if the Officer chooses not to avail advance TA before the commencement of the journey / during the period of deputation / on official duty in outstation, in such cases, the Officer shall be eligible to seek reimbursement only on sanctioning of the bill.

 

Officers who have drawn advance while proceeding on outstation duties, in case utilize Cancard facility to meet the expenses, the amount of advance which has been met by utilizing Cancard should be remitted to Sundry Assets Advance TA immediately on reporting for duties.

 

38.1      Adjustment of excess TA advance

 

An Officer who has drawn excess amount by way of advance, shall reimburse to the Bank the excess amount drawn immediately on reporting back for duties. The forwarding authority should ensure that the excess TA is reimbursed by the Officer. Further, the forwarding authosrity is required to certify in the Bill that the Officer has reimbursed the excess amount. If the Officer employee does not remit the excess TA advance drawn, the same shall be recovered from the salary for the ensuing month.

 

38.2      In case any portion of the claim is disallowed, the Officer shall remit the amount immediately. The representation, if any, shall be forwarded only after the disallowed portion is reimbursed.

 

38.3      Failure on the part of the Officer employee to refund the excess TA / disallowed portion will attract appropriate action including disciplinary action besides recovery of the same from the salary with clean rate of interest.

 

38.4      Advance towards conveyance expenses on official duties within the same city / town is not permissible.

 

38.5      When an Officer intends to shift family and belongings at a later date, advance towards expenses estimated in connection with the journey for reporting shall only be drawn. Advance towards expenses in connection with shifting of family and/or belongings at a later date shall be drawn at the time of shifting. The Branches/offices are advised to make a note of the above and disburse only the reasonable estimated amount.

 

39.          SUBMISSION OF BILL / SANCTIONING AUTHORITY

 

39.1      All Officer employees should submit their TA bills within 15 days of their resuming duties / reporting at the transferee / parent branch so that the TA advance drawn do not stand under Sundry Assets for more than 30 days.

 

39.2      Where the Officer is unable to submit TA bill within 15 days, for reasons like bills / vouchers / tickets lost / misplaced, goods not received  for furnishing Lorry Receipts / Railway Receipts etc., the officer has to seek prior permission from the sanctioning authority within 15 days of resuming duties by explaining the reasons. Wherever such permission is accorded by the sanctioning authority, a copy of the same is to be enclosed with the TA bills while submitting to sanctioning authority.

 

 

GRADE / SCALE

TO BE SUBMITTED TO

1.

Direct recruit Prob. Officers (applicable during the period of on the Job Training)

HOSA Section, Personnel Wing, Head Office

2.

JMGS-I, MMGS II & III,

SMGS IV & V in circles.

SS(O) / HRM Section / SA Section, ID, Mumbai/Inspection Wing/HOSA Section, H.O.

3.

TEG Scale  VI & VII

HOSA Section, Personnel Wing, H.O.

 

39.3      The bills relating to the following visits are to be submitted to respective Circles :

 

[a]        Recovery, Business Development, Inspection [Pre/Post Sanction visits/Field Work].

 

[b]        Court Work.

 

[c]        Regular Godown Inspection Visits.

 

[d]        Periodical exchanging of Duplicate Keys.

 

[e]        Branch Managers Conference.

 

[f]         Review Meeting.

 

[g]        Enquiry/Investigation/CBI Enquiry etc.

 

[h]        Deputation Visits.

 

[i]         TA Bills of Sports Persons.

 

[j]         Visits relating to preliminary work for Branch Opening.

 

[k]        AEOs monthly tour programme/other periodical works.

 

[l]         TA bills of Inspecting Officers.

 

[m]       Deputation to Branches / Offices at outstation places.

 

[n]        Test / Interviews / Valuation, etc.

 

39.4      The bills in respect of foreign travel, irrespective of grade / scale are to be submitted to HOSA Section, Personnel Wing, HO, Bangalore.

 

40.          COMPETENT AUTHORITY

 

           

 

Grade / Scale

Competent Authority

1.

Officers in Scale I to Scale V working in branches / offices in Circle / ID

Deputy General Manager of the Circle / ID

2.

Officers in Scale I / II / III / IV in Head Office

Assistant  General Manager, HOSA Section, H.O. Bangalore

3.

Officers in Scale I to Scale V working in Zonal Inspectorate

Deputy General Manager, Inspection Wing, H.O.

4.

Officers in Scale V in H.O. / Scale VI and VII in Circles / ID / H.O.

General Manager, Personnel Wing, H.O./Executive Director / Managing Director

 

41.          GENERAL

 

41.1      Whenever the Officer employees travel by lower mode / class, then reimbursement of expenses shall be restricted to actual expenses.

 

41.2      The Officer, if permitted to travel by higher mode of transport (i.e. by air) by the Competent Authority, shall be eligible for reimbursement of actual expenses. In such cases a copy of the permission letter should be submitted along with the TA bill. In all other cases, if the Officer employee travels by higher/costlier mode, the reimbursement shall be restricted to the fare by the eligible mode and class of travel by shortest route or actuals, whichever is less.

 

41.3      For air or rail travel, a single fare for the officers shall be reimbursed. As per CBOSR 1979, there is no provision for payment of fractional fare, deficiency allowance or breakage allowance.

 

41.4      For booking / collecting journey tickets i.e. air, train and other mode of transport including public transport, no TA/HA/ Local Conveyance shall be reimbursed.

 

41.5      An Officer posted/deputed for outstation duty has to commence the return journey immediately on completion of the work at the place of visit/ deputation/ training etc. The Officer unable to travel by eligible mode and class of travel, has to commence the return journey by any mode and class of travel, however, not by costlier mode.

 

41.6      During outstation duty, an Officer has to stay at the place of work, as far as possible.

 

41.7      In case of transfer, travel by bank’s Car is not permissible.

 

41.8      Officers on official duty at outstation places / Inspection / training if stay together are advised to use common local conveyance on sharing basis so as to keep the expenses to the minimum. The reimbursement of conveyance expenses may be claimed by furnishing the name/s and staff number/s of officer/s accompanied in local travel.

 

41.9      Officers of different scale / grade stay together in a room on sharing basis, reimbursement of lodging expenses shall be restricted to maximum of the entitlement of the respective scale/grade in which they are placed. However, bill relating to lodging should contain the details of  names of the co-occupants.

 

41.10  For posting / training abroad, the entitlement for travel and other expenses, wherever permitted by the Competent Authority, shall be informed to the individual Officer at the time of such posting.

 

41.11  The Officers, in their own interest, are advised to retain a photocopy of bill / vouchers submitted along with TA  bills  till the sanction proceedings are received.

 

41.12  Travelling expenses comprise of a sizeable segment of our establishment charges. Hence, it is necessary to ensure that travelling on duty is undertaken only where an exigency of Bank’s business exists. Travelling on duty by Officers should be undertaken only where the tour programme is permitted by the immediate superior to the Officer, not below the rank of Divisional Manager. In the case of Officers in Zonal Inspectorate, travel should be undertaken as per the programme given by the Inspection Wing.

 

41.13  The Officers are advised to go through the Circular and adhere to the Regulations and the guidelines thereto. While submitting the TA bills, all relevant / supported vouchers / bills receipts / copy of the permission obtained from the Competent Authority, wherever necessary, should invariably be enclosed which will facilitate processing of the bills quickly by the sanctioning authorities. Compliance of the instruction contained in the Circular will result in avoiding raising queries / seeking clarifications etc, besides clearing off the entries in the books of the Bank relating to advances drawn.

 

   

horizontal rule

 

ANNEXURE-I

 

PROFORMA OF DECLARATION TO BE SUBMITTED BY THE OFFICERS FOR JOURNEY BY TRAIN

 

 

From:                                                                               To:

           

Name                                                                                CANARA BANK

Staff No                                                                            Staff Section (Officers) / HRM Section/

Branch / Office                                                                  SA Section Insp. Wing HO /

                                                                                       SA Sec. ID Mumbai /

                                                                                       HOSA Section HO.

                                                                                       Circle Office

                                                                                   

 

Sub : Particulars of Tickets relating to Train journey undertaken in connection with ……………………………………………………………………………………………….

 (Mention the purpose of the visit)

 

[a]   Train Number and Name of the Train         :

 

[b]   Ticket Number and PAN No. if any          :

 

[c]    Date of journey and Class of Travel          :

 

[d]    Date of purchase & Place of issue :

 

[e]    Fare including reservation charges :

 

[f]     Destination                                               :

 

[g]    No of persons traveled                             :

 

 

 

PLACE :

 

DATE   :                                                                                                         SIGNATURE

 

 

ANNEXURE – II

 

CANARA BANK

Regional Office :________________

 

Ref No :                                                                      Date :

 

Permission to operate from the place of work or from third place to the deputed place

 

 

[1]    Name                                 :

 

[2]    Staff No & destination      :

 

[3]    Branch / Office                   :

 

[4]    Deputed to                        :

 

[5]    Permitted to operate from :

 

[6]        [a]        Whether lodging facility is available at the deputed place:

 

            [b]        When lodging facility is available reason for permitting

to operate from the place of work / third place:

 

[7]    Whether places are directly connected by train / bus :

 


[8]    If Not, other mode of conveyance available to reach the place:

 

[9]    Where no train / bus available, what is the reasonable / actual one

 way fare charged from deputed place to the place of operation by

 the following mode per KM:

       

            [a]        Share Trekker

 

            [b]        Share Taxi

           

  [c]        Cycle Rickshaw

 

            [d]        Rickshaw

 

            [e]        Other mode, if any

 

 

                                                                                                            DIVISIONAL MANAGER

 

 

 

ANNEXURE - III

 

 

                                                                                   

From:                                                                                            To:

           

Name                                                                                            The Dy Gen Manager

Staff No                                                                                        CANARA BANK

Branch / Office                                                                             Staff Section (Officers) / HRM Section/

                                                                                                      SA Section Insp. Wing HO /

                                                                                                    SA Sec. ID Mumbai /

                                                                                                    Circle Office……………………………

 

                                                                                                     The AGM / General Manager

                                                                                                     CANARA BANK

                                                                                                     HOSA SECTION

                                                                                                       Head Office

                                                                                                       B A N G A L O R E

 

 

                                                        T h r o u g h

 

  The Senior Manager / Manager

     CANARA BANK

        ________________Branch/Office

 

 

Dear sir,

 

     Sub : CBOSR, 1979 – Regulation 42 [4] – HA during the period of taking over charge on          transfer.

 

     Ref : Proceedings of General Manager –

 

[1]            Date of relief from the transferor Branch / Office        :

 

[2]            Date of arrival at the transferee place                        :

 

[3]            Date of reporting at the transferee Branch/Office       :

 

[4]            Date of providing quarters                                         :

 

[5]            Whether involved in the process of taking over Charge ?

                If so,                    : From:                         To:                   No.of days:

 

[6]            Leave availed, if any

 

 

 

                                                                                                                        Yours faithfully,

 

 

 

DATE:                                                                                             SIGNATURE OF THE OFFICER

 

 

It is hereby certified that the information furnished in column No. 3, 4, 5 & 6 above are correct.  Forwarded to SS [O]/HRM Sec, Circle Office / SA Sec. Inspection Wing / SA Sec, ID Mumbai / HOSA Section, Personnel Wing, Head Office, Bangalore.

 

 

 

Senior Manager / Manager