Minutes of the JCM, Departmental Council (DC) Meeting held on 27/11/2013

F.No.06-02/2013-SRGovernment of India

Ministry of Communications & ITDepartment of Posts

Dak Bhavan, Sansad MargNew Delhi, dated the 23th December, 2013

Subject: JCM Departmental Council (DC) meeting held on 27/11/2013 in Dak Bhavan, under the chairpersonship of Secretary (Posts) – minutes – regarding.

Kindly find enclosed minutes of the above meeting for information and necessary action. It is requested that Action Taken Report may please be sent to this office within a period of one month.

(Arun Malik)Director (SR & Legal)

Official Side:

CGM (PLI) / CGM (BD&MD) / JS &FA

Secretary (PSB) / DDG (P) / DDG (Estt)/ DDG (R&P)/ DDG (Estates & MM) / DDG (PAF) / DDG (Vig) / DDG (PO&CP) / DDG (FS) / DDG (Technology)

Director (Mail Mgt.) / OSD to Secretary (Posts)

Staff Side:

(1) Shri M. Krishnan, (2) Shri D. Theagarajan(3) Shri Giri Raj Singh(4) Shri T.N. Rahate(5) Shri I.S. Dabas(6) Shri D. Krishan Rao(7) Shri P. Suresh

(8) Shri Pranab Bhattarcharjee(9) Shri T. Satyanarayana(10) Shri R.N. Parashar.(11) Shri N. Subrananian(12) Shri C.B. Surve(13) Shri S.K. Humayun(14) Shri M. Ramappa

Copy for information to:

(i) Sr. PPS to Secretary (Posts)(ii) PS to Member (O) / Member (Tech) / Member (PLI) / Member (Plg) / Member

(P) / Member (HRD).

Minutes of the JCM, Departmental Council (DC) Meeting held on 27/11/2013

The meeting of the JCM (DC) was held on 27/11/2013 under the chairpersonship of Secretary (Posts) in G.P. Roy Committee Room, Dak Bhavan, New Delhi. A list of participants is annexed.

Secretary (Posts) welcomed the participants and congratulated Shri M. Krishnan for his selection as Leader of the Staff Side. Thereafter, she briefly explained about the IT modernization project. This project aims at transforming the department into a “Technology Enabled, Self-Reliant Market Leader”. It is intended to build a wider reach to Indian populace through more customer interaction channels like Call Centre, Help Desk, ATM, Net Banking, etc., provide better customer service by rolling out IT enabled products and services which will improve operational efficiency like Core Banking, RTGS, NEFT and thereby enhance market share of Post as well as its revenue. Secretary (Posts) also informed that the Greams Road Post Office in Chennai will be the first to have Core Banking solutions with effect from 16/12/2013 followed by T. Nagar H.O. and Old College Road SO.

The Leader of Staff Side thanked Secretary (Posts) for convening this meeting and also thanked her for approval of enhanced bonus ceiling to GDS.

With the permission of the chair, agenda items were taken up for discussions. After detailed deliberations on each point, following decisions were taken:-

S.No.

Agenda item

No.

Agenda Item Decisions taken Action to be taken by

1. 1. Non counting of the The staff side was DDG(P)

training period for drawal of incrementIn accordance with FR 26 GOI I, (DOPT OM No. 16/16/89-Estt (pay I) dt. 22.10.1990 & 31.03.1992, the employees recruited under Direct recruitment who were under training as on01.01.1986 and thereafter before regular appointment, training period undergone by such a Govt. Servant whether on remuneration or stipend or otherwise may be treated as duty for the purpose of drawing increments. The above said instructions have been issued as per the decision of the National Council (JCM). Whereas, this has been denied and audit objections were raised to recover the payment for such fixation in some circles like Karnataka circle.

It is therefore requested that necessary clarification may please be caused to set aside the irregular objection raised by the ICIR party in this regard.

informed that the Government of India’s order issued vide DOPT OM No. 16/16/89-Estt. (Pay-I) dated 22/10/1990 and 30/08/2004 on the subject are clear. It was decided that the orders may be re-circulated to all the Circles to be applied uniformly.

2. 15. Irregular interpretation in filling up the posts of LSG (NB) in Accounts line – request modification

In the 1st Para of the

It was informed to the Staff Side that the post of LSG in accounts line are filled by PAs/SAs with six years regular service in the grade, who have

Item closed.

Directorate letter No. 06-12/2010-SPB dt. 07.03.2011, it is mentioned that the posts of LSG in Accounts line in respect of PO & RMS offices will be filled by the PA/SAs with 10 years regular service in the grade who have passed the PO & RMS Accountant examination and in the last para it is stated that list of such PA/SAs who have passed the Accountant’s examination by the crucial date prescribed for assessing the eligibility may be prepared based on their seniority in PA/SA grade which is totally against to the Provisions contained in volume IV statutory rules.

Further, the Directorate vide its letter No. 9-15/85-SPB-II dt. 01.05.1986 clarified that the appointment to LSG Accountants posts are to be made according to the year of passing of PO & RMS Accountant Examination. It is a settled issue and it cannot be revised without amending the statutory rules of volume IV and the practice hither to adhere to by an administrative order.

It is crystal clear that the seniority of the Accountants shall be counted from the date of passing the PO &

passed the Accountant’s examination. Passing the examination is an eligibility condition and seniority cannot be counted from the date of passing the examination. Seniority is based on the seniority in PA/SA Grade which cannot be diluted even if one clears the examination earlier.

RMS Accountants examination and not from the date of entry of PA/SA cadre which will defeat the very purpose of qualifying in the examination.

It is therefore requested to kindly review and reconsider and modify the position that the eligibility shall be determined from the date of qualifying in the PO & RMS Accountant examination.

3. 17. Modification in the revised Postmen / Mailguard recruitment rules

As per the previous recruitment rules, 50% of the Postmen/MG vacancies were reserved as Group D promotional quota ( 25% seniority and a 25% merit ) The unfilled up Group D promotional quota vacancies were offered to GDS under merit quota. But as per the revised recruitment rules the 25% seniority quota of MTS is removed and the unfilled Group ‘D’ quota vacancies are offered to open market recruitment. This has adversely affected the promotional chances of senior Group D staff and also the GDS. This is in violation of the understanding reached with the staff side. It was assured that there will not be

The Staff Side grievance is that the unfilled Gr. D quota vacancies are offered to the open market recruitment which has adversely affected the promotional chances of senior Gr. D staff and GDS. The staff side was informed that the said provision enables the circles to induct younger officials from the open market who are capable of doing physical work and can be deployed usefully. It was, however, decided that since rule was recently amended, we may await two-three rounds of examination and thereafter review Recruitment Rules.

Item closed.

any open market recruitment of the post of Postmen/Mail guard cadre.

Further in the previous recruitment rules out of the 50% Postmen/MG/Vacancies earmarked for GDS, 25% were under seniority quota and 25% under merit quota. But in the revised recruitment rules entire 50% vacancies are earmarked for merit quota only, thus curtailing the promotional chances of senior GDS.

It is requested to review the Postmen/Mailguard recruitment rules to remove open market recruitment and also to restore seniority quota promotion.

4. 22. Denial of relaxed standards to GDS in the appointment of Postal Assistants in the revised recruitment rules - regarding.

In the Recruitment Rules for the Postal Assistants communicated vide Directorate letter No.60-9/2009-SPB-1 dated 8/5/2012, the process of applications for admission to write the examination for the unfilled up vacancies of LGOs by the GDS to PA/SA, the minimum mark in the Plus Two examination has

As per the observations of DOP&T, the revised RRs without prescribing cut off percentage is being referred to Ministry of Law for vetting .

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been prescribed as 50% of all communities including SC/ST whereas in the open competition for the direct recruitments through examination it was fixed as 45% for SC/ST applicants. This is an utter violation of the spirit of the constitution of India and defeat the very purpose of reservation in the appointments. It should have been fixed at least as 40% for such categories.

It is therefore requested to kindly cause immediate action to amend the recruitment rules accordingly at the earliest.

5. 24. Irregular postings ordered in the LSG Promotion in some Circles :

In Some Circles, promotion is granted to the cadre of LSG (NB) based on the dates of confirmation in the entry grade and not based in the DPCs. This has resulted in many junior S.As/P.As getting promotion as LSG (NB), while senior P.As/ S.As have been deprived of their due promotion. Clear clarification is required.

The staff side was informed that as per DOPT’s instruction dated 4/11/1992, seniority of a person regularly appointed to a post after 04/11/1992 would be determined by the order of merit and not according to the date of confirmation. The staff side agreed to this and it was decided to reiterate the above order / instruction to UP and Tamil Nadu Circles.

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6. 27. Preparation and maintenance of APARs of officials working in Post office – Case of S.

Staff side was advised to take up this matter with CPMG, Karnataka Circle.

Item closed.

K. Region Karnataka Circle.

In Karnataka circle, one DO letter No. SK/STA/APAR/Rlgs/2013 dated 8th March 2013 was sent by Dr. P. M. Saravanan, Director of Postal Services, S. K. Region, Karnataka circle to all Divisional heads, fixing points for some items of work to be done by post office staff, for the purpose of APAR grading which is in practical, no one will get above average even though he completed the work assigned to him. Clear orders from DOP&T exist for performance assessment and grading vide DOP&T OM No. 21011/2005-Estt (A) (Pt II) dated 23rd July 2009. Department of Posts has not issued any separate orders. As such, the regional Directors are not empowered to fix separate yardsticks for performance assessment and grading as per their own taste. The orders issued by the DPS, SK. Region, is not in conformity with the DOP&T orders and is bad in law. If each officer is allowed to fix his own norms, according to his own whims and fancy the Postal employees will be the ultimate sufferers. It is

therefore requested to cause instructions to withdraw the instructions forthwith.

7. 32. Request for filling up of 25% vacancies of Mail Guard posts by promotion by selection cum seniority of Multitasking staff

The posts of Mail Guard under 25% by promotion by selection cum seniority of Multitasking staff, have not been filled up in RMS, in many Circles despite clear instructions were issued by the Directorate. The eligible officials were denied of their promotion in the vacant selections under the scheme of 25% by promotion by selection cum seniority of multi tasking staff.

Unfortunately, the new recruitment rules issued for filling up of 25% by promotion by selection cum seniority of multi tasking staff for the years 2009 2010.2011& 2012 was not observed in many Circles through clear guidelines are issued.

It is requested to cause suitable instructions in this regard and also to fill all the MG Vacancies in accordance with the instructions

The staff side was informed that for filling up all the unfilled vacancies of Mail Guard, necessary instructions have been issued to all Circles. Reminders have also been issued from Member (P) and review meetings held by Member (P) / Secretary (P) with the CPMsG of the Circles to ensure that the vacancies are filled up at the earliest.

Item closed.

contained in Directorate memo No 44-2/2011-SPB-I dated 27.01.2011. and No. 45-2/2011-SPB-I dated 18.10.2012.

8. 42. Problem related to MMS.

(a) Fill up vacant posts in MMS in each cadre and stop outsourcing of MMS Drivers.

(b) Supply of Uniforms and sanction justified posts of the Drivers and Artisans and replacement of condemned vehicles.

(c) Filling up the vacant Posts of Manager Mail Motor Service  in MMS Poona, Patna, Ahmedabad, Bhopal, Kanpur and Guwahati MMS units..

Posts of Manager Mail Motor Service in Poona, Patna, Ahmedabad, Bhopal, Kanpur and Guwahati MMS units  are lying vacant for the last more than 5 years. As the recruitment for the posts of Manager MMS is not being carried out since 2004, due to which resentment and discontentment among the staff is simmering.

(d) Regarding allowing Drivers and Workshop staff of MMS to appear in the Examination for promotion to Postal Assistant Cadre.

The DPC for Assistant Manager to Deputy Manager will be held very shortly.

For filling up the posts of Manager (MMS) the RRs have been approved by DOPT and are being sent to UPSC. Meanwhile, a meeting was held with UPSC for filling up vacancies of Manager from open market. As regards framing of Recruitment Rules for the post of Assistant Manager, it was informed that the UPSC has asked for certain information and the same has been sought for from Circles and Estt. Division. On receipt of the same, proposal for filling up vacancies will be taken up with UPSC.

The Staff Side was informed that Drivers cannot be included in the RRs for promotion as PA / SA as they have their own structural promotion scheme within their own hierarchy.

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According to latest Recruitment Rules of PA/SA notified on 18th

November,2011, category of cadres who can appear in the Examination for promotion to PA/SA are mentioned in Column 11 but there is no mention of Drivers and Workshop Staff in this column while the dispatch Riders who are also working in the MMS have been allowed to appear in the examination for promotion to PA/SA cadre.

9. 44. Fill up the 4 posts of Superintendent Sorting among HSG-I officials.

There are 4 posts of Supdt. Stg (Gazetted Group-‘B’) in RMS to be filled by General Line HSG-I officials of RMS on All India basis. This is the only channel for HSG-I officials in RMs to get promotion to Gazetted cadre. But since years together these posts are being manned by ASP cadre (in an officiating capacity as Gazetted Group –‘B’). These posts may be filled up from HSG-I officials on a regular basis so that eligible HSG-I officials may get promoted to Gazetted cadre.

DPC for Superintendent Sorting was held on 13/11/2013 and the orders of recommended officers will be issued shortly.

Item closed.

10. 52. Revision of Syllabus for The committee set up to look into the issue has

DDG(P)

Departmental Exams:

As the only avenue open to the cadre of Postman / MTS for higher promotion is that Postal Assistants through competitive examinations. The Department opted for revision of syllabus and pattern of examinations and the Staff Side to agree to it. It was told to us that the revision of syllabus and pattern of examinations would go a long way to help more candidates get through the examination to avoid many vacancies go unfilled after every examination. It took a long time for finalizing the syllabus and new method of examination introduced for LGO exam. However it is found that contrary to what was told by the Department the examinations of LGOs as well as the examinations from GDS to Postman and MTS have become so tough that it has become extremely difficult to answer many questions.  This has led to a situation wherein the candidates could not get through these examinations and a large number of vacancies remain unfilled after the examinations.

submitted its report which is being examined. Model Question Papers will be prepared and circulated to all the Circles to ensure that difficulty level is uniform and not higher than educational qualifications / job requirements prescribed for the post.

11. 56. Grant of PA Promotion on seniority to Plus 2 qualified Postman and MTS

The staff side was explained that as per the Recruitment Rules of Postal Assistants, 50% of

Item closed.

There are many postmen employees having qualification Plus 2 should be made eligible for promotion to PA for provisioning some percentage for this cadre on the basis of seniority – cum -fitness. 

the vacancies are required to be filled on the basis of LGOs examination. Postmen are also eligible to appear in the said examination. Therefore, there is already an opening for the meritorious postmen to compete for appointment as Postal Assistant.

12. 73. Issues of Postmaster Cadre officialsIt is happened while calling for volunteers for various grades of Postmaster cadre, it was assured to the applicants vide Para 4, 5, 6 of the Directorate letter No. DG (P) No. 4-17/2008-SPB II dated 07.02.2011 that the same years as minimum qualifying service will be adhered for the promotions of Postmaster Grade-I to Postmaster Grade-II and Postmaster Grade-III as in the cases of LSG to HSG II and HSG II to HSG I, many senior HSG II officials opted for PM Grade II are now by passed by junior HSG II officials remained in the General line by getting HSG I on completion of 3 years of qualifying service.

As assured while the initial constitution of Postmaster Grade by the Directorate to

The staff side was informed that the proposal is being drafted for sending it to the DOPT / UPSC for relaxation of recruitment rules, in order to promote Postmaster Gr. II Official to Postmaster Gr. III with three years’ service in Postmaster Gr.II / HSG.II.

The staff side insisted that similar relaxation is required in case of promotion from Gr. I to Gr. II, as the period of service required for promotion from LSG to HSG-II for existing incumbents is three years only whereas in the case Gr. I to Gr. II it is six years. Official side agreed to review this case also.

DDG(P)

maintain same qualifying service, all the Postmaster Grade II officials having 3 years of service in HSG II& Postmaster Grade-II combinedly may be promoted to Postmaster Grade-III by taking in to account of anomaly caused to Postmaster Grade-II officials. Since there is clear cut going back from the instructions and assurances, the volunteers opted for Postmaster Grade on the basis of the said assurances may be allowed to switch over to General Line. There is a provision in the extant instruction on returning back the Postmaster cadre official to General line if they are not fulfilling the requisite standards during their probation. As the Postmaster Grade officials are much frustrated of their future career profile are not commensurated with their responsibilities, most of the Postmaster Grade-I and Grade II officials are ready to switch over to General line at least to work in Head offices as supervisors and to fit in PS Group ‘B’ examination.

13. 77. Abnormal delay and non finalization of Recruitment Rules for PA, Circle office.

Recruitment Rules for the post of PA (CO and RO) are being referred to Ministry of Law for vetting

DDG (P)

Due to non finalization of Recruitment Rules for PA circle office, the vacancies for the many years have not been filled up. The delay causes a concern. If the revised RR may take same more time for approval of nodal Ministries, the recruitment may be finalized as per the old Recruitment Rules.

to revise the eligibility condition to provide 10+2 class pass without any cut off percentage.

14. 85. Discrimination in service for appearing LGO exam between Postmen & MTSAs per the existing rules, the minimum qualifying service prescribed for appearing LGO exams for Postmen and Group D is three and five years respectively and there is a clear discrimination between the equal Group ‘C’ for appearing the same LGO exam. As both the posts of MTS & Postmen are in union Group ‘C”, this discrimination is incorrect.

It is therefore requested to reduce the five years period to MTS as three years.

The staff side was informed that as per DOPT instructions the qualifying service for promotion from the post with Grade Pay of Rs.2000/- to the post with Grade Pay of Rs.2400/- is five years and from the post with Grade Pay of Rs.1800/- is eight years. As against this the Department has already taken a lenient view and provided qualifying service condition for Postman and MTS as three and five years respectively. Further relaxation is not possible.

Item closed.

15. 86. Engagement of Qualified GDS in vacant Posts of PA/SASThe shortage of staff in Postal Assistant/Sorting Assistant is very acute due to non filling of vacant posts, prolonged officiating in LSG,

There is no such provision in the Recruitment Rules of Postal Assistant / Sorting Assistant.

Item closed.

HSG II & HSG I Posts, diversion of Posts to ME & System oriented works, deputation to circle office etc. The officials are forced to look after two or three PAs works daily which causes erosion in efficiency and criticism from customers. In order to overcome the present shortage, it is requested to kindly cause orders to engage well qualified GDS available in the department on daily rated basis as if engaged in Postmen/Group ‘D’ short term vacancies.

16. 92. Conduct of Postmen exam – request modification

(i) (i) Despite the introduction of objective type, the questions are being set above the standard of state board syllabus in matriculation.

(ii) (ii) As the exam is conducted on a regional basis, the GDS is forced to spend huge amounts for journey, stayal etc. to write the exam.(iii) As the answers are asked to be written in white papers instead of OMRs, there are several corruptions in the valuation as well as in the exam centre. There is scope for quo replacing the answer papers and it will lead to major corruption.

The staff side was informed that the committee constituted to examine the standard of question paper has submitted its report which is under examination.

As regards conducting examination division-wise, the staff side was informed that this is not possible in view of the huge expenditure involved in it.

DDG(P)

As such it is felt that earlier practice of divisional wise exam is better and it should be conducted on OMR method and answer sheet should be in the prescribed sheet supplied by the Department with some identification work and not write paper.

17. 95. Lifting Ban on filling up the Post of Stenographer Grade IIILike SA and ME, numbers of Postal Assistant are on deputation to work as Stenographer. In the RJCM Maharashtra Circle the item for non utilization of PAs against the Stenographer was taken and the Administration has given a reply as there is BAN on filling up the post of Stenographer Grade III and as these posts are vacant, the services of PAs are being utilized against these posts. RJCM in its reply further mentioned that the matter has already been taken up with the Dte but there is no reply from the Dte.

The staff side therefore demands that to lift the Ban on the filling of the post of Stenographer Grade III and fill up all posts of

Recruitment Rules for the post of Stenographer Gr. I and II are under revision. As soon as rules will be notified, further course of action to fill up the posts will be initiated. The cadre of Stenographer Gr. III no more exists and hence the demand cannot be agreed to.

DDG (P)

Stenographer Grade I to III without delay.

18. 103. Regular Promotion in LSG / HSG-I to SBCO Cadre.Regular promotion to LSG, HSG-II and HSG-I SBCO Cadre are no taken up periodically in all Circles by convening DPC. As a result majority of supervisory posts are lying vacant and being managed under office agreements. This pre-empts the availability of eligible LSG officials to go on promotion to HSG-II and HSG-I Cadre and causes extra work load to T/S Pas SBCO. Therefore, it is requested to issue necessary instructions to all Circle Heads to convene the DPC in a time bound manner and accord promotions to the staff every six months.

The staff side was informed that the Directorate has been writing to Circles for holding DPC / DSC meetings timely for promotion in the various cadres. However, the staff side desired that copy of the instructions be sent to DPLI, Kolkata. It was agreed.

DDG(P)

19. 87. Non filling up of canteen staffEven though, the DOPT vide its OM No. 15/2/2010-Dir (c) dated 13.10.2010 & 27.06.2011 directed to fill up all the vacant canteen staff, the process has not been commenced in the Departmental canteens functioning in the Department of Posts.

It is therefore requested to cause appropriate orders to fill

RRs are being finalized for filling up the posts of canteen staff.

DDG(P).

up all the vacant post in

20. 102. Request to withdraw the extension of business hours up to 5.00 PM (total 7 hours) including Saturdays against ILO norms and against 5 day week- administrative office / 6 day week – operative office principles.As per the instructions contained in Dte. No. 11-2/2004-p. o. dt. 26.6.2012 instructions were issued to all the Divisions/units in other regions also to revise/extend the business hours up to 17.00 hours based on demand and revenue and based on this in Tamilnadu Circle, in one region ordered to extend the counter working hours for seven hours which results the closure of all offices late . The counter working hours should not be raised beyond five hours and six hours for bigger offices agreed upon earlier. It is requested to cause appropriate instructions in this regard.

The staff side was informed that no such instructions were issued by the Directorate to revise the counter working hours upto 7 hours a day. The Circles were requested to extend the working hours for the maximum number of services to the extent possible, minimum being one hour, vide letter No.11-2/2004-PO dated 26/06/2012.

Item closed

21. 102 A. Maintaining LR strength and filling up the vacancies Due to acute shortage of staff, the existing LRPAs were positioned against regular vacant posts, years-together, and slowly the LR

The staff side was informed that the sanctioned strength is computed by including LR strength (10% and 7.5% for class III and class IV employees respectively). Therefore vacancy

Item closed.

P.A. S were amalgamated within the sanctioned strength mostly in all the Divisions and the Rectt. was denied against the 10% LRPAs posts, as in the case of residual vacancies. Hence a thorough review is requested in order to restore the LR strength exclusively.

calculations done by taking into account the sanctioned strength and it automatically includes the LR strength.

22. 6. Stepping up of pay in case of postman and Group ‘D’ officials – regarding.

The condition of seniority in the gradation list to be observed for the stepping of pay has been misinterpreted in case of Karnataka Circle and the postman and Group 'D's are not permitted to claim stepping of pay at par with juniors in the Divisional gradation list.

The stepping up has been denied by stating that the seniority should be determined within the sub division where the official is working. This defeats the purpose of maintaining the gradation list at Divisional level in such cadres. Since the recruitment of postman and Group 'D' is being made at Divisional level and the seniority is also being determined based on the selection list of the entire

Chief PMG, Karnataka Circle has been asked to furnish a status report. After the report is received, necessary clarification, if required, will be issued to Karnataka Circle. The staff side was also informed that such matters pertaining to a specific Circle should be taken up at Circle level.

DDG(Estt)

division, the denial of stepping up of the pay is tantamount to the denial of dues to such officials.

23. 10. Revision of cash allowance to SPMs in the absence of Treasurer.

Consequent upon the acceptance of Arbitration Award in CA reference No. 1 of 1990, the Special Pay has been fixed to the sub postmasters of single and double handed Post offices for handling/custody of cash at the following rates, vide the Directorate letter No. 6-4/80-PAP dt. 25.02.1992.

Amount of cash Rs. 10,001 to Rs. 20,000

handled Rs. 20/-

Special Pay on an Rs. 20,001 to Rs.50,000

average per day Rs. 25/- (Per Month)

Rs. 50,001 to Rs. 1,00,000 Rs. 30/-Above Rs. 1,00,000

Rs. 35/-

Thereafter there is no revision of in the quantum of amount and also the practice of granting of such allowances

The matter is under examination in consultation with the nodal ministries (DOP&T and Ministry of Finance).

DDG(Estt)

has not been carried out in all the circles. Further, the same scheme has not been extended to the SPMs working in more than three hands and dealing the treasury work.

It is therefore requested to revise the rate and also cause orders for implementations.

24. 12. Allowances required restoration & Now introduction

After the Second Pay Commission, considering the need and justification, the Department granted special pay to the single handed/double handed postmasters with Rs. 20/- & Rs, 25/- respectively per month. Similarly one supervisor supervising another supervisor was also paid special pay of Rs. 45/- PM. All these special allowances were withdrawn at the time of implementation of TBOP/BCR schemes as matching savings. Now the TBOP/BCR schemes were withdrawn, there is every justification to revive the allowances and revise the rate as per the present requirements.

The System Administrators are maintaining and caretaking number of

The 5th Central Pay Commission has upgraded the pay scale of Postal Assistants who man the single and double handed Post offices. There is, therefore, no justification for revival of the Special Pay. However, the staff side was advised to put up the proposal before the 7th

Pay Commission after bringing the 5th CPC upgradation to their notice.

Item Closed

computers apart from their regular work. There is ample justification to grant Allowance equal to Caretaker allowance to the extent of 10% of pay plus grade pay. Similarly, the Marketing Executives are performing exemplary works in the marketing and they may be considered for the grant of special allowance. The Postmaster cadre officials are also to be considered for the care taking allowance since they are incharge of the offices and taking care of them.

It is requested to consider the above and cause appropriate decisions thereon.

25. 16. Applicability of various kinds of TA in Case of System Administrators.

A kind attention is invited to the Directorate letter No. 1/02/2011/PAP dated 17.01.2012, in which the application of SR-25 has been prescribed in the case of System Administrators and they have been asked to maintain log books for the grant of conveyance allowance.

It is pertinent to mention that the nature of the duties of the S.A cannot be equated with

The staff side has informed that System Administrators have to rush to rectify the faults for immediate restoration of the Systems. They demanded that the provision of SR 25 be deleted in case of System Administrators and the road mileage allowance may be paid if the official utilizes his own vehicle for official journey. It was decided that a proposal will be submitted by the staff side which will be examined in the

Staff side / DDG (Estt)

that of the PRI (P) and the others. Whenever there is call to attend the fault, the SAs has to rush to rectify the faults for immediate restoration of the system and office. Similarly all the inspecting officer has been granted TA/DA including road mileage allowance to carry out their duties.

As such if the SAs have to utilize public vehicle for their conveyance under TA/DA, it will cause more dislocation in services. Further the nature of work of SA shall not warrant to look after the faults so leisurely and they have to rush the spot to rectify the errors.

It is therefore requested to delete the provision of SR 25 and apply the road mileage allowance in the case if the official utilize his own vehicle for official Journey.

Directorate within the framework of extant rules on the subject.

26. 18. Special Pay to PO & RMS Accountant

(a) Grant of special Pay to TBOP/BCR official(b) Grant of special pay to MACP official with retrospective effect

As per the recent clarification issued by the Directorate, the

The staff side was informed that this issue has been re-examined by Deptt. Of Personnel & Training and it was not found feasible to give retrospective effect to the instructions dated 31/08/2012.

The grant of Special Pay to TBOP/BCR officials is

DDG(Estt)

grant of special pay has been extended to MACP officials who are working as Accountants. The order is effective only from the date of issue. Hence many MACP officials who have been continuously working on the Accountant posts are deprived of the benefits from which date they are working as Accountants. Similarly like MACP, TBOP/BCR is also not promotion and hence the above benefit should be extended to TBOP/BCR officials also. Necessary clarifications may be issued.

being examined.

27. 20. Creation of New Posts of System Administrators and Marketing Executives instead of redeployment of the sanctioned PA posts

At present, the Postal Assistants are being deployed to carry out the jobs of systems Administrators, Marketing Executives etc for which no establishment norms had been laid down. Resultantly there is an absolute shortage in the operative works being carried out by the Postal Assistants. Necessary action may please be taken for the creation of justified Posts.

The staff side was informed that having a separate cadre for System Administrator will not be advantageous for them since the cadre will not be able to support itself for promotion to the higher grade. If the System Administrators continue in the PA grade the channel of promotion is available. Looking from a macro view, it will be in the interest of System Administrators if they continue in the PA cadre as the educational qualification for system administration in any Department / Ministry will require technical

Item closed.

qualification and the present System Administrators may not possess the same.

28. 28. Revision of PPOs of Pre-2006 Pension casesPlease refer to the OM No.38/37/08-P&PW(A) dated 13-02-2013 of Ministry of Personnel & PG & Pensions on the above subject. There are many inconsistencies in the Table annexed to the above orders and the same was forwarded by the Directorate to field offices without clear guidelines as issued at the time of earlier Pay Commissions. Comparison between concordance table and pre-revised / existing scales are given in table form for every cadre.

It is therefore requested to grant pension by giving corresponding Grade Pay which has been given to those who are in service on or after 01/01/2006, of the Post from which the Pensioner retired. It is requested to cause to issue guidelines.

The below given explanatory note will substantiate the inconsistencies.

The staff side was informed that the concordance table is in accordance with the DOP&PW OM NO. 38/37/08-P&P(A) dated 28/01/2013. The concordance Table has been prepared on the basis of corresponding pay bands and Grade Pays of the pay scales prevalent during 4th and 5th

Pay Commissions’ periods. They do not take into account the upgraded pay scales and / or pay bands and grade pays of certain posts. Neither the OM dated 28/01/2013-ibid contain anything about upgraded pay scales / pay bands. The pension / family pension of a person retired before 01/01/2006 has strictly to be fixed in accordance with the corresponding pay scale / pay band and grade pay irrespective of the post held and / or it’s upgraded pay scale / pay band, Grade Pay attached to certain posts later on. There is, therefore, no need to issue any further /

Item closed.

It is felt that the pay scales as on 01-01-1986, 01-01-1996 and grade pays of 1-1-2006 as mentioned in the Annexure are applicable to all the Central Govt. Departments in general. But there are different Pay Scales are in vogue for different cadres which are unique to the Postal Department.

From 01-01-1996, different pay scales and different grade pays were adopted in the Department of Posts in respect of Group D / Mailman, TBOP / BCR grades in Group D cadre // Postman cadres (Mail Guard, Mail Overseer, Cash Overseer) / TBOP / BCR grades // Postal Assistant, Sorting Assistant, Sub Post Master Initial Cadre / TBOP / BCR grades // Postmaster HSG-I, HRO HSG-I // ASPOs, ASRMs // SPOs, SRMs // SSPOs, SSRMs, Junior Accountant, Senior Accountant, JAO/AAO, Accounts Officer, Sr.AO, ACAO etc. Comparison between concordance table and pre-revised / existing scales are given below in table form for every cadre.

There are several orders on

revised instructions / guidelines in this regard.

Group D cadres – sanctioning PB-1 with Grade Pay of Rs.1800/- for those who were in initial scale, PB-1 with Grade Pay of Rs.1900/- for those who got upgradation of TBOP / ACP and PB-1 with Grade Pay of Rs.2000/- for those who got BCR promotion. Giving pension revision for Group D cadres based on Grade Pays of -1S scales.

The comparison between the pay scales given in the Table and the existing pay scales is given in the Annexure.

29. 29. Eligibility for drawl of Increment on 1st July of every yearThere is a peculiar situation after implementation of VI CPC in drawing Annual Increment for those who get promotion on 1st of July every year.

3rd Up-gradation under MACP and Regular Promotion thereafter:

As per Para 4 of MACP Rules, at the time of regular promotion, if it happens to be a post carrying Higher Grade Pay than what is available under MACPs, No Pay Fixation would be available. And Only Difference of Grade Pay would be

The orders regarding drawl of increment, MACP, pay fixation etc., are very clear on the subject and are within the purview of Department of Expenditure. However, if there is any specific case where the said order have not been followed, the same may be taken up with the concerned Circle Office.

Item closed

available.

When such regular promotion happens to be between 2nd Jan and 30th

June, which results in Drawl of New Grade Pay for less than SIX MONTHS. It is noticed that some DDOs are drawing Annual Increment on 1st July taking into account the Pay and Old Grade Pay being drawn before such Promotion, though there is no specific rule that the NEW GRADE PAY shall be drawn for at least SIX Months for allowing Increment.

1. Ad-hoc promotion and officiating for more than 11 months on 1st July in broken spells.The officials in such cases should have got Annual Increment on 1st July, in the officiating post, if they have more than SIX months' service in the SAME PAY + GRADE PAY.

In the Pre-revised scales there was a provision to allow Annual Increment after completing a period of 12 months in broken officiating spells and drew Pay in the same stage. Now, It should be allowed for a period of 6 months (including broken spells) as on 1st of every

July.

30. 36. Extension of Medical facilities for the treatment of employees and their families

The following Hospitals like as (1) Wochart Kidney Centre, Kolkata, (2) Kothary Medical Research Centre, Kolkata, (3) A.M.R.I. Salt Lake, Kolkata, (4) Apollo Gleneagles Hospital, Kolkata, (5) Anandaloke, Siliguri and (6) Paramount Hospital, Siliguri may be recognized as approved medical Clinic.

The competent authority to empanel / recognize private hospitals is Ministry of Health & Family Welfare who have been requested vide letter No.4-1/2013-Medical dated 18/11/2013 to consider the proposal.

DDG(Estt)

31. 37. Extension of Medical facilities at P&T Dispensaries - Jalpaiguri & Siliguri. 

 Due to shortage of Medical Practitioner the Staff / Employees are suffering badly. The employees are forced to take Medical facilities from the outside of the Dispensary. So some private Hospital may be authorized to allow for treatment for the Postal Employees and their families.

Department of Posts is not competent to authorize any private hospital for its employees as per CSMA rules. However, the proposal regarding shortage of medical practitioner in Jalpaiguri and Siliguri may be taken up with CPMG West Bengal by the Staff Side.

Item closed.

32. 38. Recognition of Private Hospitals as referral hospitals in Assam and NE

Ministry of Health & Family Welfare is competent authority under CSMA Rules to empanel /

DDG(Estt)

Circle

Unlike in other circles where a good number of private hospitals are recognized as referral hospitals, only one private hospital, downtown hospital in Guwahati is a referral hospital for the postal employees in Assam and NE Circle. Earlier the International Hospital and the Sankardev Netralaya in Guwahati were also recognized, but agreement lasted only for a small period. Chatribari Christian Hospital in Guwahati and Nazareth Hospital in Shillong have since been discontinued. Government hospitals in Assam and NE Circles are not up to the mark and cannot extend proper treatment as per present need. On the other hand many sophisticated hospitals have come up in the cities and our employees are subject to financial hardship for taking treatment in these hospitals in absence departmental support. For super Speciality facilities, most of the patients are to be taken outside the NE Region by spending lakhs of rupees either from hard earned savings of the employees  or from personal loans taken from others by endangering

recognize private hospitals. In view of this they have been requested vide letter No.4-1/2013-Medical dated 18/11/2013 to consider this proposal.

the future of the families concerned.

Under these circumstances, well equipped private hospitals in select cities like Guwahati (at least five in numbers), Shillong, Dibrugarh, Tinsukia, Jorhat, Nagaon, Tezpur, North Lakhimpur, New Bongaigan,Silchar, Agartala, Dimapur, Kohima, Imphal, Itanagar and Tura are to be recognized as referral hospitals for diagnostic, general treatment purpose and super special purpose.

33. 47. Non-implementation of the decision taken in postmen related issue committee constituted under the chairmanship of CGM, PLI to consider the issues related to postman.

(a) Extraction of data entry work from Postman- There was in principle agreement of the staff side that the postmen had no objection in performing the data entry work provided suitable time factor in this element of work was allowed in their overall workload. The Committee noted that Meghdoot LAN norms for postmen Module have already been circulated by the Department on 28.07.2009 for

Heads of Circles have been requested to impart training to the Postmen who are unable to perform data entry work on computers. It has been agreed to accord time factor for data entry work using same norms presently used for calculating work load of Postal Assistant, in case the data entry work is done by the Postman. Necessary orders in this regard will be issued shortly.

DDG (Estt)

33(a)

implementation in all computerized HPOs.  It was accordingly decided that the factor given for various activities, it was further decided that the Directorate will consider issuing instructions to all the Circles in this regard by 30th April 2012.

(b) Scheme of payment of Incentive to Postmen: Incentive to Postmen staff for delivery of Speed Post articles is badly delayed. The Committee was informed that the CGM, Business Development and Marketing Directorate (BD &MD) has already been requested to issue suitable instructions to all the Circles to the effect that all payments of speed post delivery incentive bills pertaining to Postmen may be cleared by 31st March 2012 There is no improvement and the backlog is still pending. Target date fixed by 31st March 2012 for clearance of all bills has since been over by one year.  This needs to be specially looked into by issuing strict order by fixing another target date. It is presumed that incentive bills are not prepared by the dealing assistants, In some cases the delay in payment is intentionally done on the pretext for non receipt of

All the Heads of Circles have been addressed to clear the Speed Post bills by September, 2013. However, strict instructions will be issued to expedite this and dispose of the pending bills by December, 2013.

As regards improvement of Speed Post module, the issue is being examined by CEPT Mysore.

CGM (BD&MD)

33(b)

33(c)

funds. Moreover there is no provision for separate budget since the incentive is paid by the customer. To overcome this situation, it is suggested to make regular payment of the bills by the postmaster of delivery PO by evolving improvement in Speed Post module. This need to be done at the earliest

(d) Combination of beats: It was decided in the meeting that combination of beats in the post offices having the 4+ strength of postmen should be removed. After detailed discussion it was decided that the Directorate will consider the issue of instructions to all the Circles to the effect that combination of beats should be resorted to only by exception as it adversely impacts the delivery efficiency.

(e) Delivery of Heavy parcels and EPP articles: It was pointed out by the staff side that Postman face difficulty in delivery of registered parcels weighing more than 5 Kgs each and EPP articles of which the maximum weight of 35Kgms, per articles has been fixed. It was highlighted that either some reasonable rate and mode of conveyance for

The orders have already been issued regarding combination of beats. The staff side has agreed that they have received a copy of the orders.

A committee was constituted to suggest the mechanism for delivery of heavy parcels fixing / suggesting coolie charges. Minutes of the meeting are under process.

Item closed.

CGM(BD&MD)

33(d)

33(e)

delivery EPP articles should be fixed or the rates of coolie charges fixed in the past should be revised for efficient delivery of registered parcel.  It was decided that the Directorate will consider reiterating the instructions on coolie charges to all the Circles so that the delivery of heavy parcels is not adversely affected. Whether coolie charges pertaining to heavy parcels have been enhanced due to high prices. As regards EPP parcels, whether the mode of conveyance with rate of each mode have been decided by the Directorate.

(f) Corrigendum on density of population: The staff side drew attention of the committee to note of Sl. 8 in the Directorate letter No 9-1/2005-WSl/PE l dated 5.2.2010 which stipulates that area having a density of population 2500 per Sq. KM may be taken as congested area “and pointed out that the same has incorrectly been printed as it should refer to 2500 per sq. Mile instead of 2500 sq meter. They quoted a clarification received from PTC, Mysore which has cited Directorate letter dated 19.02.76 indicating establishment

PTC Mysore has informed that there is no typographical error. The definition of the congested area as 2500 per sq.kms. is correct.

Item closed.

Item closed.

norms for Postmen and defining a congested area or having a density of population of 2500 per sq. Mile. After discussion it was agreed that Directorate would examine and issue a suitable amendment / corrigendum to the Note 8 of the revised norms of postmen establishment.

(g) Creating of justified additional posts: In this connection while implementing the system for delivery work and allowing postmen to write correct remarks for non-delivery The staff side drew attention to item No 25 minutes of the last JCM meeting issued on 1.3.2012 wherein it is mentioned that the issue is under examination by the Postman Committee being chaired by CGM (PLI). After discussion, the view emerged that this item is not part of the Committee’s mandate and the issue pertains to creation/ re-deployment of Posts which is basically a policy issue. However, the staff side mentioned that Postmen were not able to write correct remarks for non delivery of an article due to heavy work in the project Arrow Offices, it was therefore decided that

The staff side was informed that there is a complete ban on creation of posts. However, on receipt of establishment review reports, necessary action will be taken to re-deploy the staff from surplus to deficit offices.

the experience gathered after implementation of the project Arrow in various Post Offices could be examined. Result of examination has not been communicated so far in this regard.

34. 49. Door to Door Scientific Measurement of Beats:-

At present the door to door beat measurement system adopted by the department is not  only unsatisfactory but also incorrect one as neither scientific device like foot meter nor cyclometer is used to assess the actual length of the beat. The measurement of beats is generally done while sitting on the table by guess work only..  Moreover the workload of mail delivery and a number of houses to be visited during duty of eight hours has nowhere been laid down causing extreme harassment to postmen staff. It is demanded that the number of houses to be visited and number of articles to be delivered should be laid down in the interest of delivering efficiency and rationalization of the workload of postmen staff as well.

Laxmi Nagar Post Office beat (mentioned by Shri Dabas in his letter 1/7/2013) was measured scientifically and it was observed that this beat was within the prescribed limits. However, staff side may bring some unusually long beat to our notice and instructions will be issued to measure them scientifically so that this grievance is resolved once for all.

Staff side/DDG(Estt)

35 53. Cadre Restructuring of Postman and MTS

New cadre restructuring committee for Gr. B (non-gazetted), Gr. C and MTS

DDG (Estt)

The item is long pending and to be discussed and decided. The first and foremost issue on which a bias against the Postman is clearly visible is that of cadre restructuring for this cadre. The Department though conceded to form a Cadre Restructuring Committee during the strike negotiations with the Postal Joint Council of Action had issued orders omitting the cadre of the Postman and MTS from the ambit of cadre restructuring. This shows the mind-set of the Department on the important issue of cadre restructuring of Postman and MTS cadre. The stand of the Postal Directorate was against the direction of the Official Side in the National Anomaly Committee that every department shall go into the issue of cadre restructuring for boosting the promotional avenues of employees rather than depending too much on the MACP Scheme for that purpose. It is a known fact that the cadre of Postman and MTS have no in-situ promotion in their cadre except the promotion to the cadre of Postal Assistant through a competitive examination. Every other

cadre stands reconstituted under the chairmanship of Shri V.P. Singh, DDG (P) who will look into this issue.

cadre other than the cadres of Postman and MTS have their own hierarchical promotions in their own cadre and this discrimination cannot be ended without a proper cadre restructuring in place for the Postman and MTS cadre. Even the flimsy promotion for the cadre of Postman earlier to the introduction of TBOP/BCR like Head Postman, Sorting Postman etc have disappeared from the scene and as on date no promotion in the cadre is available to both these cadres. Unfortunately the Department of Posts not only in a position to appreciate our contention as well as the proposal for cadre restructuring based on a percentage basis as available to all cadres in the Department of Railways but not inclined to consider any cadre restructuring proposal to these cadres. The absence of any promotion to them in their own cadre leaves them totally frustrated and takes away any incentive to perform better to the services. This has to be properly appreciated and attended to by the Postal Directorate in the absence of Cadre Restructuring

Committee failed to find out any alternate proposals to our proposal based on percentage.

36. 55. Creation of Posts of Postmen against newly constructed  Cities / Area: Instances of the creation new Raipur city (capital of Chhattisgarh) have come to notice wherein the construction of buildings has started and mails started pouring for the staff working huge construction.  Accordingly expansion of many cities like Gurgaon and Faridabad etc is also going on all sides resulting excess work for delivery.  It would be appreciated if necessary sanction of postmen staff according to construction/expansion is taken before hand avoiding delivery complication in the future.

There is a complete ban on creation of new posts. However, depending on the results of establishment review, necessary action will be taken for re-deployment of staff from surplus to deficit areas.

DDG(Estt)

37. 58. Cycle Maintenance Allowance to MTS: The Cycle Maintenance Allowance is paid to all Postman staff without any conditions whereas the MTS Staff who are engaged in letter box clearing etc like out of office work are excluded from the ambit of CMA. This is unjustified. The MTS Staff also is to be paid CMA without any conditions as like Postman staff. Our Union urges upon you to issue

The Postman’s duty involves daily visit to deliver letters in his beat and hence if he is using a cycle the allowance is admissible. Since different persons, depending on their availability are used for letter box clearances, the allowance cannot be given to any specific official as the same person is not deputed on this duty. Further, in many Post

Item closed.

necessary orders to pay CMA to all MTS without any conditions

Offices one or two bicycles are generally kept. These can be used for clearing Letter Boxes. The proposal that MTS staff be paid CMA without any condition like Postman staff is thus not feasible.

38. 59. Grant of OTA to Postmen staff: Whenever excess work is done by postmen staff:  It is seen that the grant of OTA/compensation is not granted to them whenever they return late due to excess work.  They should be considered for grant of OTA for excess work performed by them like PAs working in the Post offices.

It has time and again been informed that postmen perform outdoor duties which cannot be overseen by superior authorities. They are allocated work as per prescribed fixed norms. For additional duties performed by them in absence of another postman, they are being paid Fixed Monetary Compensation (Double Duty allowance) at prescribed rates, fixed recently. Therefore, grant of OTA is not justified.

Item closed.

39. 60. Grant of Special Allowance /Increment: The posts of Mail Overseer, Cash Overseer, Sorting Postman and Head Postman were treated in the past as promotional posts and were paid some allowance against each post.  Now nothing is paid to them but they are given higher responsibilities to perform the said posts. In this connection it is

There is no separate Grade Pay between Rs.2000 & 2400 in the hierarchy of the Grade Pay recommended by the 6th CPC. In case, we treat these cadres as promotional cadres of postman then they will be at a disadvantage as 1st

financial upgradation will be admissible to them in the same Grade Pay with

Item closed.

mentioned that they should be allowed to perform postman duty and not to be deployed on such posts, if no special increment/allowance is granted to them.

one increment. For example, a direct recruit postman is presently allowed 1st financial upgradation to the GP of Rs.2400, 2nd financial upgradation to the GP of Rs.2800 and 3rd financial upgradation to the GP of 4200. In the event of treating these cadres as promotional cadres in the same GP but with allowance, they will get 1st

financial upgradation to the GP of Rs.2000, 2nd

financial upgradation to a GP of Rs.2400 and 3rd

financial upgradation to the GP of Rs.2800.

It is evident from the above that treating the post of Mail Overseer, Cash Overseer, Sorting Postman and Head Postman as promotional posts will be disadvantageous to the staff. Hence, the proposal may not be pursued.

The special allowance provided after introduction of TBOP effective from 30/11/1983 was withdrawn on introduction of BCR effective from 1/10/1991. Thus, for the posts of Mail Overseer, Cash Overseer, Head Postman & Sorting

Postman, no special allowance is currently admissible.

40. 61. Revision of Fixed Monetary Compensation (FMC) : This has reference to your office  letter No 10-7/2003.P.E.II dated 24th Nov 2010 wherein the existing rate of revision has been enhanced for each category except Multi Tasking staff whose rate of remuneration has been reduced @ Rs 60/- per holiday for 4 hours  whereas MTS staff was getting @ Rs 63.45 per holiday for 3 hrs on an hourly basis @ Rs 21.15 per hour. Protracted correspondence made proved in fructuous. These need to be reviewed for proper justice to the MTS staff.

The matter is under examination in consultation with Integrated Finance Wing.

DDG(Estt)

41. 62. Grant of cash handling allowance to cash overseers and  mail overseers

As regards cash handling allowance, it is intimated that handling of cash is also done by Cash Overseers and Mail Overseers like other employees handling cash in the department In this connection it is stated that staff handling cash other than Mail Overseers and Cash Overseers are granted

Mail Overseers do not generally carry cash. There is no justification for giving cash handling allowance to Mail Overseers. However, there is requirement of increasing the prescribed limits of cash handled i.e re-visiting the current limits. This will be done by

DDG(PO)

cash handling allowance.  But the staff of mail overseer and cash overseers is deprived of the allowance. They also carry extra risk and responsibilities while performing their duties. In this regard. It would not be out of question to mention that deprived staff should also be considered likewise other staff in the department.

PO Division.

42. 66. Norms for delivery staffAll Delivery POs, all the Beats of Postmen in the PO’s may be calibrated at equidistant. One postman for the work of 450 minutes be allotted Orders may be issued on the subject. One hour allotted for advance preparation of the work in computerization should be included in the data calculation in the revision cases.

(i) Unaccountable Postal articles may be ordered to be delivered to watchman (Security) of the flats/Society or at the Society Office, due to heavy shortage of field staff.

(ii) Undelivered accountable article returned with remarks ‘time barred’ delivery should be permitted and no action be taken for such remarks.

The staff side informed that delivery of Speed Post articles commences very late in almost all the Post Offices throughout the country. As a result the Postman is not able to deliver all the letters. When the undelivered mail is deposited in the Post Offices, the system does not accept the reason “non-delivery due to shortage of time”. In view of this the Postman has to record a wrong statement that a number of houses were locked.

The staff side was informed that Post Offices are inspected from time to time by senior officers of the Department and observed that the complaint of the staff side is not substantiated. There may be some occasions

Item closed.

‘Time barred’ for delivery may be approved as prescribe remark for return.

when Speed Post delivery commences late. The staff side was convinced that this type of problem will automatically be resolved after the CSI is launched.

Shri Dabas was also advised to meet CGM (MB) on this issue for further discussion.

43. 74. Anomaly in grant of one increment to the MTS stagnated and their DNI falls in between 01.01.2006 to 30.06.2006.After the implementation of Sixth CPC, the MTS whose pay become stagnated prior to 01.01.2006 were granted one increment in the new pay band on 01.01.2006. Whereas, for the MTS whose next DNI falls between 01.01.2006 to 31.06.2006 but stagnated as on 01.01.2006 have not been granted one increment while implementing the orders No. 4-4/2008-PCC dated 20.03.2012 due to non specification of the same in the communication.It is therefore requested to accord appropriate clarifications in his regard.

Ministry of Finance vide OM No.1/12008-IC dated 29/01/2009 has clarified that in all cases, where a Government servant has been granted an increment (whether normal annual increment or stagnation increment) after January 1, 2005, no increment will be allowed on 1/1/2006 at the time of fixation of pay in the revised pay structure.

Item closed.

44. 75. Non grant of MACP promotions to the Drivers promoted from Group ‘D’ cadre

The staff side was advised to take up this proposal with CPMG, West Bengal Circle.

Item closed.

As per the DOPT clarification vide No. 35011/03/2008-Estt (O) dated 30.10.2010 the earlier service of Driver promoted from Group ‘D’ cadre on qualifying examination for promotion in T. S. Driver, would not be counted as promotion for MACPs and the regular service as T S Driver will be taken afresh. The placement of staff car Driver is not in the hierarchy of the Promotion of Group ‘D’ employees as per the DOPT Model RR and the Group ‘D’ services should not be taken for MACP. The regular service for the MACP for staff car Drivers would be from the date of appointment as staff car drivers. This has not been implemented in postal For example in West Bengal Circle, the case has not been decided in the case of Sri. Md. Rehamatullah, Driver, Inspection Vehicle, North Hooghly division.Suitable clarification may please be issued to all concerned.

45. 81. Recovery of CGHS subscription from the date of issue of card instead of Date of joining.

At present, the CGHS subscriptions are being recovered from the date of

The benefits of CGHS accrue from the date on which the Government servant applies for CGHS cards.

Government of India

Item closed.

joining. However, treatment is allowed only after the issue of card. It is therefore requested that the subscription may be recovered from the officials from the date of issue of CGHS card and not from the date of joining

O.M. dated 15.6.2004 states that:

CGHS is a compulsory scheme for all Central Government employees residing within the areas covered by CGHS dispensaries. As soon as a person joins Central Government service and intimates his residential address which is within a CGHS covered area, CGHS contribution at the appropriate rate should be recovered whether the CGHS card is issued or not.

46. 84. Counting of training period for postmen service.The DOPT issued instructions to count the training period of qualifying service to the direct recruited officials and it is in vogue. Whereas the same has not been extended so far to the GDS who have appointed as Postmen/Group ‘D’ on direct recruitment for duly counting their training period as qualifying service for all purposes.It is therefore requested to kindly cause orders to construe the training period of Postmen/MTS shall be taken as the qualifying for all

The staff side was informed that the proposal “counting of training period for Postman service” was recently examined consequent upon a reference made by the DAP, Thiruvananthapuram and a clarification has also been issued under letter 4-4/2008-PCC dated 14/10/2013. (copy enclosed).

Item closed.

purposes.

47. 90. Arbitrary imposement of recovery from APM Accounts for excess drawal of Bonus to GDS in AP Circle.The Directorate caused orders to recover the excess Paid bonus to GDS from the APM Accounts/Postmasters instead of recovering the amount from the concerned GDS or appealing against the Court decisions for non recovery of the excess paid amount. The court did not specify that the amount should be recovered from any one. One Head Postmaster has been proceeded Rule 14 on the date of his retirement and converted as Rule 9 and did not get the retirement benefits for the reason of excess drawal of Bonus to GDS. This is arbitrary, unjust and against to the orders on the subject.

Suitable orders may please be issued to withdraw the earlier instructions to fix responsibility on APM/Postmasters and the amount may be recovered from the officials to whom it is paid.

It was decided that Leader, staff side will send the relevant copies / court judgements in this case. Thereafter the proposal will be re-examined in the Department.

Staff side/DDG(Estt)

48. 94. Non grant of MACP to Para Para Medical Staff was earlier covered by ACP

Item closed.

Medical staffThe para medical staff of P&T Dispensary was not brought under the MACP scheme so far. It is requested to consider the same.

Scheme of Aug, 1999. MACPs has been made operational from 01/09/2008 to all cadres under DOPT OM No. 35034/3/2008-Estt(D) dated 19/05/2009 issued under this Department’s OM No.4-7(MACPS)/2009-PCC dated 29/07/2009. It is evident that all categories of Central Government employees including para medical staff are covered within the purview of the said OM.

49. 101. Grant of peripheral HRA in consonance with the List of Urban Agglomerations notified in 2011 Population totals released by the Census of India 2011 of Govt. of India, instead of awaiting for dependency certificate years-to-gether from the respective collectors.It is well placed in the Census of India 2011 that the notified urban agglomeration is a continuous urban spread constituting a town and its adjoining growths. Instead of forwarding separate proposal, the Circle heads may be advised to collect all details and take up the

The procedure of obtaining dependency certificate has been fixed by the Ministry of Finance and is being followed by all the Central Government Departments. There cannot be a deviation from the approved laid down procedure of Ministry of Finance.

Item closed.

proposals as one time. It will minimise the time and workload as well enable to issue early sanctions.

50. 9. Enhancement of additional HRA to the SPM’s not provided with post attached quarters

According to existing orders the additional HRA to the SPMs who have not been provided with post attached quarters shall be drawn at the rate equivalent to the licence fee and it may be enhanced whenever the revision is taking place.

Since the licence fee for Government quarters has been revised w.e.f. 1.7.2010 vide Directorate letter No. 3-1/2001 – Bldgs dt. 11.7.2011, it can be applied for the drawal of additional HRA to the SPMs. Whereas, in many circles, this has not been implemented and seeking separate orders from the Directorate for drawal of the enhanced amount of such categories.

It is therefore requested to kindly cause necessary orders for applying the enhanced rates for those officials without seeking separate orders.

The matter has been taken up with Ministry of Finance (Department of Expenditure).

DDG(Estt)

51. 76. Non grant of MACP to the The Supreme Court Item closed.

SBCO officials appointed from Postmen etc.As LDC (SBCO) is a separate hierarchical cadre and the direct recruitment for appearing the exam by Postmen then, the service of the SBCO officials shall be taken only from the initial appointment in SBCO cadre and the past services shall not be taken for computation of MACP.The Chief PMG, West Bengal vide his D. O. letter dated 05.02.2013 has confirmed this point and sought clarification from the Directorate in order to dispose the CAT judgment confirming the position stated in para supra. It is requested to issue necessary clarification at the earliest.

orders are applicable only to the officials who are party in the case. The orders are clear that they cannot apply mutatis-mutandis to others who are not party in the case.

52. 104. Financial Upgradation to Pre-UDCs.

It is hereby resolved that based on the judgement issued by Hon’ble CAT, Hon’ble High Court, Calcutta, and dismissal of SLP No.18019/2006 moved by the Department in Supreme Court, necessary orders are to be issued to grant financial upgradation under Time Bound Promotion / BCR to pre-from the date of which

(i) There is a ban on the creation of posts.

(ii) It is not permissible to engage casual labourers for work of regular nature vide DOPT OM NO.9014/2/96-Estt(C) dtd. 07/06/1988.

(iii) In case of exigency provision already exists for getting the unmanned work outsourced.

Item closed.

the Pre-LDC’s were granted promotion after introduction of TBOP and BCR schemes in SBCO wing.

53. 30. Acute shortage of MTS staff in RMS in all circles and Non arrangement of Substitutes and keeping the GDS MM and Temporary Casual labourers posts in RMS wing unfilled

The work load of the MTS staff in particular has increased manifold due to heavy shortage of MTS Group` C ` in all circles, whereas due Retirement/Death number which is more than 50% sanctioned posts, and if a sufficient number of GDS and Temporary Casual Labourer are not available In RMS unit the existing staff are suffering very much and forced to perform OT duties every day. Further as there are no substitutes arrangement in place of MTS in all Circles, the vacant posts are left unfilled since long time. Alternative arrangement of engaging coolies/outsiders on a temporary basis may please be considered. In some Circles the casual mazdoors engaged in MTS vacancies

(i) There is a ban on creation of posts.

(ii) Heads of Circles have been delegated the power of outsourcing.

Item closed.

in RMS are actually being utilised to Sort mail (SA Duties) instead of in MTS duties. Their remuneration is also calculated on the basis of MTS pay scale, thereby the shortage in Sorting Asst is being managed at the cost of MTS. This is resulting in heavy additional workload on the MTS who are present in the sets.

54. 31. Creation of MTS Posts to the tune of vacant GDS MM and Temporary Status Casual Labourer Posts in RMS

Consequent upon the issue of Directorate Orders for keeping the GDS MM and Temporary Status Casual Labourer posts in RMS wing unfilled, the work load of the MTS staff in particular has increased manifold. The Circle, Regional and Divisional Administration have taken advantage of the said orders to keep the vacancies of all such GDS MM and Temporary Status Casual Labourer unfilled. They have not taken any effort to assess the actual work hours to be performed by those vacant GDS posts to create necessary Multitasking Staff posts.

New Posts cannot be created. It was decided that re-deployment of staff can be done if found justified on Establishment Review.

DDG (Estt)

It is requested to kindly issue suitable instructions to all concerned to immediately assess the total hours of work pertaining to the vacant GDS MM and Temporary Status Casual Labourer posts in RMS and take measures to create appropriate posts of Multitasking Staff in order to mitigate the problems of staff and the RMS services.

55. 48. Provisioning the facility of Mobile telephone to Mail Overseer/Cash Overseer

The mobile phone will prove helpful to connect the authorities like Postmaster/SSPOs when there is any   requirement of excess cash or any imminent danger to cash/Mail on the way. There will be easy access to SDI, ASP and SP and can easily meet the requirement related to cash movement. Mail overseer while inspecting any BO can clear some doubts coming to the mind of mail overseer.

It was decided that Mail Overseer/Cash Overseer may be reimbursed the actual expenditure incurred on telephone when they have to inform the Postmaster about any fraud or any other important information, subject to a maximum of Rs.20 per month. Orders to this effect will be issued separately.

DDG (Estt)

56. 93. Impact of down gradation of ED SOs in to ED BOs – request to provide manpower.After the down gradation of EDSOs and converted them as BOs, the following works were added to the class II

After establishment review redeployment can be done from surplus operative offices to the deficient operative offices, if necessary.

DDG(Estt)

and class III offices.(i) Issue and payment of money

orders, supervision of delivery works, closing and opening of a mail bag, account bag and cash bag.

(ii) Work related to MPKBY agents attached to EDSOs are translated to account office as MPKBY agents cannot be attached to EDBOs.

(iii) Pass books of all new accounts opened in EDBOs has to be issued by account office apart from the incorporation of SB/RD/TD deposit and withdrawals in ED BOs.All the works mentioned above are being managed single/double handedly besides the work of their own.

It is therefore requested to provide adequate manpower either redeployment or by means of compensation etc. to the single/double handed offices.

57. 40. Creation of more L-1 offices & problems thereon - Before implementation of redesigning of the first Class Mail Offices, the staff side was assured that more L-1 offices will be opened and L-2 offices will be converted as L-1 where ever it is found necessary.

There are 86 L-1 offices across the country. The number of L-1 offices is adequate and no change is required at this stage. In order to further expedite mail sorting and transmission, all L-1 and L-2 mail offices within a Circle have been allowed to close bags for each

Item closed.

But after its implementation, this was not kept up. We have already submitted a circle wise list to convert the following L-2 offices into L-1 to avoid back routing and delay to public mail vide letter No. R-IIII/52/40         dated   29th May, 2012.   

Name of Circle

Name of L-2 RMS office

to be converted to

L-1 office

Assam      Shillong RMS, Agartala RMS, Tinsukia RMS, Silchar RMS and    Dimapur RMS

Andhra Guntakal RMS instead of Kurnool RMS and Kazipet RMS

Bihar Hajipur RMS, Samastipur RMS, Kuil RMS, Bhagalpur RMS and Chhapra RMS.

Gujarat Bhavnagar RMS, Surender Nagar RMS and Balsar

other vide orders dated 07/08/2013.

RMS

Haryana Faridabad Stg., Rohtak RMS, Panipat RMS and Gurgaon Stg.

Jharkhand Hazaribagh RMS, Daltonganj RMS and  Jasidih RMS.

Kerala Kannur RMS, Palakkad RMS, Kollam RMS, and Thodupuzha RMS

Karnataka Hassan Stg., Davengere RMS, Belgaum RMS, and Bijapur RMS.

M.P. Ratlam RMS and  Katni RMS

Maharashtra

Akola RMS,   Amraoti RMS, Nasik Road RMs, Miraj RMS, Madgaon RMS, Latur RMS, Solapur RMS, Thane Stg. Office, Kalyan RMS, and Panvel Stg. Office.

Odisha Jajpur Road RMS, Balasor RMS, Rourkela RMS, Sambalpur RMS and Jaypore`K` Stg. Office.

Punjab  Bhatinda RMS

Tamilnadu Erode RMS, Vardhachalam RMS, Kumbakonam RMS, Dindigul RMS, Nagacoil RMS, Tirur RMS and Jollarpettai RMS.

West Bengal

Kharagpur RMS,  Sealdah RMS and Malda RMS

U.P. Meerut Cantt RMS, Dehradun Stg., Gonda RMS, Moradabad RMS, Jhansi RMS, Aligarh RMS, Faizabad RMS, and Mou RMS

Rajasthan  Sikar RMS, Bikaner RMS, Alwar RMS and Falna RMS

58. 45. Provide modern infrastructure and work materials to RMS offices.

Under the Plan Scheme on ‘Mail Network Optimization Project’ to be

Item closed.

Even after implementing the MNOP, RMS employees are still compelled to work in unhygenic and dilapidated office premises. Newly designed sorting cases and chairs are not even supplied to L1 offices. Inferior quality sealing wax, torn and ugly plastic bags are still continuing in RMS offices. It is requested to provide modern infrastructure and work materials to all RMS offices.

implemented during the 12th Plan period, the Department has formulated a proposal for a comprehensive infrastructure upgradation and improve-ment in working conditions of the mail offices. The plan scheme stands approved. Funds have been released to Circles for procurement of operational equipments for Mail Offices.

59. 46. Introduction of more cross bags between L1 and L2 offices within the circle.

Even though some cross bags are introduced within the circle, back routing, double handling and delay to the public mails are still continuing. To avoid this more cross bags may be introduced in between L1 and L2 offices within the circle.

Recently, an instruction has been issued vide OM No.30-7/2012-D dated 07/08/2013 where in all L-1 and L-2 mail offices within a Circle have been allowed to close bags for each other for both first and second class mail.

Item closed.

60. 70. Provision of issue of VIP card for Railway reservation to JCM Departmental Council Members for attending Departmental Council Meeting.

 All Departmental Council Members are not in Foreign Service and not residing in

There is no provision for issue of VIP card to the Members of JCM (DC) for Railway reservation for attending meetings.

Item closed.

Delhi. They are getting difficulties for Railway Reservation. We request that all Departmental Council Members may please be provided with VIP Card for Railway Reservation and they should be provided VIP Quota Railway Reservation as deemed fit.

61. 78. Formation of separate RMS division of Uttarakhand CircleConsidering the improvement in efficiency and better supervision in the Mail sector, a separate division with the headquarters at Dehradun for monitoring mails for Uttarakhand circle is the needy one. It is requested to consider the same.

Approval has been conveyed for creation of new RMS (‘DN’) Division with its headquarter at Dehradun in Uttarakhand Circle from 01/09/2013.

Item closed.

62. 79. Fixing prescribed tenure for Marketing Executives and grant of Special AllowanceConsidering the nature of work and to encourage the Marketing Executives, Special Allowance may please be considered. Similarly they should not be allowed to continue beyond 4 years tenure which will create vested interest.

Marketing Executive is a Postal Assistant who has been given the designated task of securing business to meet the revenue targets of the Circle. In view of this it is not advisable to fix the tenure of marketing executives as they are picked up on the basis of their talent to bring business to the Department.

Item closed.

63. 33. Non Supply of Uniform Chappals etc., to Ladies and Gents:-

The staff side was informed that there is delay by some Circles in

DDG (Estates & MM)

It has been brought to the notice of this union that uniform cloth both polyster and woollen, shoes, chappals, etc., have not been supplied to eligible RMS staff in Uttar Pradesh, Tamil Nadu, Maharashtra, Bihar, Chattisgarh, Andhra Pradesh, Karnataka, Punjab etc. Kindly ensure supply of the all items of uniform etc., to the eligible staff.

providing uniform, chappals etc., in view of the e-tendering procedure recently introduced. The staff is still not conversant with this new IT based procedure and hence there is some delay. The staff side was also informed to bear for some time as new technology will automatically solve all the problems. Member (Plg) provided status report in respect of some Circles, which is as below:

Punjab Circle: Supply of uniform to the eligible staff has been made upto 2013. Supply of shirts for winter and summer are under process.

Karnataka circle: Supply of uniform for the year 2011-12 has been made.

T.N. Circle: Tenders for supply of uniform have been floated.

Bihar Circle: Uniform supplied upto 2012 in North Region and process for 2013-14. In Central Bihar uniform could not be finalized due to observations of CIFA whether MTS staff is eligible for uniform.

Andhra Pradesh: All uniform have been supplied to staff upto 2013 except khaki, dark blue and white colour of uniform due to non supply of cloth by the bidders. Tender had to be cancelled. Fresh tender could not be floated due to paucity of funds.

Chhattisgarh Circle: Uniform Chappals have been supplied to staff upto 2011.

The staff side was also informed that the Circles have been directed to ensure funds to be utilized judiciously to cover all requirements by segregating the amounts under various items.

64. 35. Construction of Postal Staff quarters in Madurai

Madurai City is the second biggest city in Tamilnadu State. The postal quarters built was converted as Postal Training Centre during 1985. As on date there is no postal quarters in the city. However Postal Dept. has acquired plots from Tamilnadu Housing Board at Ellisnagar (Madurai) scheme and proposal for constructions of staff quarters have been

Proposal for construction of postal staff quarters in Madurai has been received very late in Estates Division. The matter has been taken up with Tamil Nadu Circle for clarification of certain issues based on its examination.

DDG (Estates & MM)

submitted during 1990s. Due to delay in approval of the proposal the site remains vacant for decades. Immediate approval as well as the allotment of funds is requested for the commencement of construction of Postal Staff Quarters at Madurai. 

65. 41. Ensure supply of canvas bags and discontinue plastic bags.

Plastic is creating health hazards from the environmental point of view. Several High Courts have given judgments against using plastic bags and pouches. Moreover, one of the main reasons for unabated loss and fraud cases are the use of plastic bags and pouches. It is requested to introduce canvas bags by withdrawing the existing plastic bags. 

Plastic bags are being used only as a make shift arrangement in place of canvas / blue mail bags. As soon as procurement of canvas bag materializes the use of plastic bags will be discontinued.

Canvas bags could not be procured because DGS&D had refused to procure the postal bags for the Department and returned the indent placed on them for the same. Thereafter, Directorate initiated the process for procurement of bags at its level. In 2012 e-procurement was made mandatory for any purchase of Rs.10.00 lakhs & more and, therefore, DoP in consultation with NIC initiated the process for procurement of B/W Air Mail Bags on e-procurement Portal as a pilot Project. The pilot

Item Closed

project got launched in October, 2013 & now e-tendering for canvas will take place shortly in consultation with IFW & Competent Authority.

Member(Planning) assured the staff side that she is personally monitoring to ensure speedy resolution of this problem.

66. 50. Supply of better quality of uniforms

This is the important item and generally it is overlooked / neglected. Further it is mentioned that no timely supply anywhere in the Country was made resulting the uniformed staff remains without uniform and they are bound to purchase the cloth from their own pockets for which no reimbursement is made. Now it should be made clear that whenever there is any delay for supply of uniform for uniform staff should be allowed to purchase the cloth as per fixed amount and the same should be reimbursed in the interest of staff.  Similar action in respect of other kit items should be made available

The Directorate has been regularly issuing instructions on the subject. The clarifications on the subject received from DOPT after the new GFR 2005 came into effect were also circulated to all circles vide this Directorate’s letter NO.23-5/2007-UPE dated 30/08/2011, 09/05/2012 and dated 01/07/2013. As per the DOPT’s clarification superseding earlier instructions, Ministries / Department can now decide to procure uniform from anywhere and on rates subject to complying with the provisions of GFR 2005.

The Directorate has been advising all circles to supply good quality uniform to all eligible employees timely. There

DDG (Estates & MM)

(a) Provision of cash payment in lieu of non supply of uniform and kit items: Whenever uniform and other kit items are not supplied to the eligible staff whatever the reasons may be. In such circumstances a cash equivalent to the price of each item should be paid.

is no specific case of any circle received from staff side.

There is no provision for grant of cash in lieu of uniform and kit items.

67. 51. Supply of Kit Book: Union demand that every uniformed employee should be supplied Kit Book at the time of appointment.  This system would make transparency to maintain a regular supply of Uniform and kit items. At present individual is not provided with kit book and all the records of supply of uniform/kit items are maintained by the post office resulting individual does now know when the next supply of each item would become. It lacks transparency.  As such kit cards should be given individually as his personal kit book  to maintain transparency.

The Directorate has called for the comments from all Heads of Circles to explore the possibility for issue of Kit Card. Replies have since been received from all the Circles who are in favour of issue of kit cards for the employees.

Therefore, it has been decided to incorporate format of Kit Card with unique ID of the employees in consultation with CSI vendor. It will be the duty of kit supplying authority to make entry or update the corresponding Kit Card of the Employees.

The employees will be able to view entry of all the supplied items under the uniform and kit categories in his / her kit card.

Item closed

68. 69. Maintenance of P&T Colony, Sahar, Mumbai

Funds for maintenance works of P&T colonies are released by DDG (PAF) in

Item closed.

Close and kind attention to be given to the pitiable plight of the residence of Sahar, P&T Colony, Sahar, Mumbai-400099. The residence in this colony is anxiously awaiting for years together to mitigate their predicament which is not fully cared for by the local civil wing, urgent action needed. During the year 2011-2012 Maharashtra Circle has surrendered funds of Rs. One crore to DG Office, the fund was surrendered due to shortage of civil employees/officials. So please release this fund amount of Rs. 1 crore for the completion of the pending work.

the Directorate. Further action is to be taken by the Maharashtra Circle. The proposal may be taken up with Maharashtra Circle.

The staff side was, however, informed that CPMsG have been directed to utilize the funds judiciously.

69. 21. Penalising innocent officials in the name of minus balances

Despite the fact that it was assured not to penalize the officials without evincing any action to recover the minus balance from the depositors, the divisional heads are resorting action to recover the amount from the innocent official by hook or crook by misusing the contributory factors provisions. The AIPEU Group ‘C’ has sent a detailed note earlier about the cause, effect and remedy

Vide letter dtd. 16/09/2013 instructions to all Heads of Circles have been issued that in Minus balance cases efforts should be made to recover excess payment, if any, from the depositors and wherever any official is found responsible for over payment, action should be taken against him as per CCS (CCA) Rules, 1965 as misuse of government funds by over payment is wrong .

The staff side was,

Item closed.

in settlement of minus balance for which there seems no action.

It is therefore requested to kindly ensure not to recover any amount of minus balance from the innocent officials without resorting action to recover the amount from the depositors concerned.

however, informed to bring specific cases to our notice, if any, for consideration in the Directorate.

70. 64. Ledger AgreementThe ledger Agreement of number of Small Savings Schemes has not been completed in last 5 to 10 years and in respect of Recurring Deposit Account since 1987 in number of Head Office. While giving reply on the subject under RTI some many Divisional heads informed that the ledger Agreement work has been stopped from the year 2002. This is a very serious matter will lead to many frauds.

The staff side therefore demands that, the ledger agreement work on all small saving schemes accounts including Recurring Deposit Account should be completed within one year.

Instructions dated 16/09/2013 have been issued to all Head of Circles that procedures laid down for verification of balances of SO/SOSB/SBCO should be followed as per standing instructions issued by this office time to time.

Item closed.

71. 65. Centralization of RD, MIS, SCSS Work

In 2002 the SB work of RD,

Instructions for maintenance of second set of data for RD / MIS

Item closed.

MIS, has been decentralized by the department without consultation with staff side. The Senior Citizen Savings Scheme has also been brought under decentralization. There is no second checking on the transactions of these accounts and due to this the cases of frauds have increased day by day. This is also admitted by One Circle Head (CPMG Himachal Pradesh) in the RJCM.

The staff side therefore demands that all Small Savings Schemes work should be centralized again.

and SCSS in HOs have been issued time and again to the field units. At this stage, decentralization of these schemes cannot be rolled back. However, on implementation of CBS, the problems relating to duplication of work will be eliminated.

72. 88. Duplication of work both manual & Computer – Request to cause orders to dispense with manual entries.In most of the circles, despite after the computerization, the officials have been ordered to carry out manual maintenance of records like SO Account, TCB etc. When the issue was discussed with Chief PMG Kerala, it was replied that there is no orders issued by the Directorate (PO branch) to dispense with the maintenance of the SO account in form PA 17 part I & II. As such so account in

FS Division has already issued SB Order No.26/2000 dated 29/09/2000 regarding discontinuance of manual ledger / binders in post offices on SB LAN in HO relating to accounts opened in SOs where SOSB is working on SB LAN. Further in SOs where work of POSB is being done on-line and balances of SOs data are agreed with data in SOSB, maintenance of physical ledger can be discontinued.

Item closed.

the prescribed form has to be manually maintained in every SO.” in some circles, charge sheets have been issued for non maintaining SB Log Book etc. manually by the disciplinary authorities.After the computerization, maintenance of manual work should be dispensed with and officials should not be compelled on this score.

73. 98. Checking of Vouchers of all Small Savings SchemesAt present no branch is functioning in any Head Post Office as “SB “ or “ RD SO” and if so no sufficient staff has been given to those branches. The staff of Head Office and SBCO section are posting figures of transactions as per particulars noted in “List of Transactions” without checking of vouchers.

Because of this an amount of more than Four Hundred Crores is shown as “Unposted amount “(Deposit as well as withdrawal) by the SBCO’s in all circles. Not only that, the cases of minus balance is coming into light. It is a duty of Head Office and SBCO to check the vouchers also before posting and if any irregularity is found it should be brought to

FS Division is issuing instructions for clearing of Unposted items and minus balances to the field units and monitoring these items through VCs being held periodically.

Item closed.

the notice of the concerned office immediately. But they are not doing their job properly.

The staff side therefore demands that, the “Unposted “ figure should be made “Zero” before asking license from the Reserve Bank of India for Post Bank.

74. 105. Withdrawal of operative work from SBCI Staff:

A number of operative work were added to SBCO such as maintenance of Accounts-wise balance in V 2 SBCO for the categories of RD, MIS, SCSS, verification MPKBY / SAS Agents commission bills, deputation to sub office for verification of accounts balances, settlement of minus balance objections. These items of work are not covered under the control procedure of SBCO should be withdrawn.

FS Division has already issued instructions dated 16/09/2013 to all Head of the Circles that services of SBCO Staff should be utilized for the duties as per laid down Rules / Regulations / instructions issued from time to time.

Item closed.

75. 89. Non refund of the amount recovered under the New Pension Scheme & Non settlement of dues to the deceased/retired employees under NPS.Consequent upon the clarification of the Government of India that in case of new recruits appointed after 01.01.2004

The matter regarding refund of NPS contribution in case of new recruits appointed after 01/01/2004 but remained in training prior to 01/01/2004 by way of bringing them under old pension is being referred to Pension Fund Regulatory and

Item closed.

but remained in training prior to 01.01.2004 shall be covered under the old pension scheme, more than 10000 Postal Assistants were brought under the old pension scheme. However, the recoveries made from them towards the new pension scheme have not been refunded yet despite many representations. Serious action is requested to refund the amount early.

(ii) Similarly in the event of resignation/retirement, the pension fund has not yet been refunded besides payment of pension. Many officials joined after 2004 and many GDS promoted after 2004 to Postmen could not get any benefits so far under this NPS.

It is requested to cause appropriate action in this regard.

Development Authority (PFRDA). The court cases for which PFRDA had issued clarification have been settled already. In respect of other cases orders for refund will be issued as soon as clarification is received from PFRDA.

The final orders regarding settlement of claims in respect of officials retiring on superannuation / resignation / death covered under NPS are yet to be received from Ministry of Finance. The matter is being pursued with the Ministry of Finance. However, based on interim clarifications given by Ministry of Finance / PFRDA, this office has issued instructions for settlement of claims on retirement / resignation / death vide letters dated 31/08/2012, 11/09/2012, 24/09/2012 and 16/05/2013. Copies of withdrawal forms have also been sent to the Postal Accounts offices for processing the claims.

76. 82. Enhancement of special casual leave for union

20 days Special Casual leave in a year is considered sufficient for

Item closed.

meetings.At present, 20 days have been allowed for the grant of special casual leave to the officials for attending union meetings, circle conference, seminars etc. This is insufficient. Further in some circles, the days in which the union secretaries attending the Monthly Meetings/Bi-monthly Meetings are also construed as special casual leave instead of duty period as the formal meetings with administration will not cover up with other union meetings.

It is therefore requested to clarify the same and also to enhance the number of special casual leave to attend union Meetings/Seminars.

attending union meetings/seminars/conference etc., keeping in view the number of such events held in a year.

77. 34. Supply of Government Orders from all sections to Recognised service unions.

In spite of repeated instructions, the staff unions are not receiving the orders of the Directorate then and there and we could aware of such orders from the unit levels in many occasions. This is deplorable.

It is therefore requested to arrange some mechanism to prompt dispatch of all

All Divisions in the Directorate have been requested vide Circular dated 27.9.2013 to ensure updating of their mailing list aimed at supply of the copies of important unclassified orders and instructions to the federations and recognized associations.

Item Closed

circulars to the service associations.

78. 25. Fitting of Glass panels in counters – Phase I and II Project Arrow offices

While the counters of the indentified post offices in Phase – III and onwards under Project Arrow have been fitted with glass panels facilitating the customers to come in queue, such Post Offices under Phase – I and II have been left open as a result of which confrontations/arguments in between the counter assistants and members of public are quite regular in such post offices. For example, in spite of several visiting remarks and Inspection reports of the higher authorities, no progress has been made till date in Odisha Postal Circle.

Therefore, the counters of all the indentified Post offices in Phase – I and II under Project Arrow need to be fitted with glass panels.

The staff side was informed that in Phase I and II, 50 and 450 Post Offices respectively were covered under Project Arrow for Look and Feel. The Project was started in April, 2008 for Phase I and in August, 2008 for Phase II. The Phase I and II were completed in August, 2008 and December, 2008 respectively. The Branding under Look and Feel was done strictly on the basis of the Blue Book and there was no provision for the Glass Panel to be fitted on the counters.

However, for Post Offices taken up in Phase III and beyond, the provision was made for glass panels on the basis of the requirements and experiences observed during phase I & II. As far as, the glass panel for the Post Offices covered under look and feel in phase I and II is concerned, it can be taken up by Circles during Maintenance for which funds have been placed at

Item closed.

their disposal.

79. 26. Provision of AC and water cooler in all Project Arrow Post offices

Though the original concept of “Project Arrow” is based on look and feel good factor, most of the Project Arrow Offices were not air conditioned. Due to scorching heat, the overhead water tanks fail to supply cold water now days. The water filters supplied to POs are too small to supply sufficient water. As a result the offices where a large number of customers, are not in a position to supply a glass of cold water to the members of the public.

As we have witnessed the idea of giving the post offices a corporate look has to be materialized, the concept of Project Arrow needs to be followed in letter and spirit with provision of AC and water coolers in all project arrow and bigger post offices.

The staff side was informed that as per the Project Arrow Blue Book, there is no provision for AC for the Post Offices covered under Project Arrow look and feel. As far as Water Coolers are concerned, the same were supplied by the Heads of the Circle’s based on the capacity and requirement of the Post Office.

Item closed.

80. 71. Heavy delay in the disposal of Rule 9 casesSo many retired officials proceeded with Rule 9 of CCS pension rules are not disposed of despite years of time are passing. Failing of

The staff side was informed that over a period of last three years 750 cases of non-gazetted officials have been settled. 120 cases are pending in the Directorate which will

DDG(R&P) / DDG (Vig)

Timely disposal is a matter of concern as the affected parties are waiting for very long periods for justice. Some filthy and revenging nature of the charges at the fag end of service were floated and the charged officials are in endless waiting for getting their pension benefits. To facilitate early justice to innocents, speedy and timely disposal of all Rule 9 cases is much needed of the hour.

be liquidated, as far as possible, within a period of six months.

32 cases of PS Group B and above are pending at present for which IOs and other concerned officers have been reminded for expediting the disposal.

81. 72. Unwarranted delay in finalization of disciplinary casesDespite the Government has reiterated its instruction vide DOPT OM No. 425/04/2012-AVD IV (A) dated 29.04.2012 for initiating disciplinary cases without delay and conclude the proceeding in time, there are several cases pending years together leading mental agony and distress to the charged officials for a prolonged period.

It was instructed vide Dte. No. 4-26/98-vig dated 2/4/99 earlier that Rule 14 cases should be completed by the IO within 6 months from the date of its appointment. Accountability may please be fixed on IO, PO and DA for

The staff side was informed that from May, 2013 to August, 2013, 225 cases under Rule 14 and 1619 cases under Rule 16 have been settled.

However, instructions will be issued to all the Circles to expedite disposal of pending cases.

DDG (Vig)

delaying. Justice delayed is nothing but the justice denied may be made aware to the concerned to avoid procrastination. A clear cut instruction is needed to be issued to all disciplinary authorities not to resort any revenging charges to settle their goals with biased intention.

82. 80. In many POs, the computers are more than 10 years old and it could not cater to the present day requirements. Many printers are out of service and there is no action to replace such systems and printers. Many UPS are not in good condition. Further due to non of adequate funds, Computer stationeries are not supplied and there are restrictions.

All Circle heads may be directed to assess such accessories and replace them in a phased manner and ensure smooth functioning of the systems.

Further when the demand of supply of Lazer Printers was taken up by the circle unions, it was replied that there is no plan provision for this activity and the matter has to be taken up with the Directorate. For the efficient and effective work, the supply of Lazer printers is a must.

The staff side was informed that Head of Circles are empowered to condemn the old Hardware as per the technical guidelines issued from time to time. HOCs have also been delegated financial power to purchase new Hardware in place of the old and condemned. As intimated by the Circles, the condemnation is being done in phased manner and new Hardware is being purchased in lieu of condemned computers / hardware as replacement.

Circles will be addressed to carry out the condemnation and replacement following the due procedure and to ensure that all the old computers are replaced in phased manner.

DDG (Tech)

83. 97. Computerization

There is a statement from the Higher officers/ Government that, 155000 POST OFFICES are computerized. We brought it to the notice of the administration that, there is more than one lakh branch Post Offices where no

The Department has completed the computerization of all the departmental Post Offices. The computerization of all the Branch POs will be covered under “IT Modernization Project 2012” of India Post.

As per the reports

Item closed.

computers are installed. In many department /offices printers are not provided as per requirement. The entries in Pass Books of Small Savings Account including SB & RD Accounts are done manually. No History sheets have been maintained for computers and other instruments. Old computers are not replaced for many years. Due to load shedding the staff is forced to do the work manually and the in charge of Pos(SPM/PM) are sitting in the PO’s upto midnight for sending DET. The Government has given a lot of funds for modernization / computerization of PO’s. But there is no proper utilization of funds. The Divisional heads are sending reports as “All the PO’s have been completely computerized but in reality it is not true.

The staff side therefore demands for proper utilization of funds allotted for computerization. Old computers should be replaced time to time and printers should be provided to all PO’s as per their requirement. The staff side further demands that, the committee may be appointed to visit any Post Office in

received from the circles, the History Sheets of the Hardware are being maintained in all the POs as and when the hardware is received. The history sheets are updated whenever there is movement of hardware from one post office to another or any modification to hardware etc.

All the Departmental POs have been supplied with computers and peripherals.

Proper monitoring of fund utilization as well as the Hardware supplied is being done at Division / Region / Circle and Directorate level. Further, during visits / annual inspections, the inspecting officers also check the functioning / maintenance and other aspects related to proper functioning of Hardware and Software supplied to POs under different phases, as per the inspection questionnaire.

small cities and rural area at any time at all levels and the union representatives should be a member of said committee.

At the end, the Leader, Staff Side and Secretary General, FNPO appreciated the valuable contribution and expertise of Member (P) towards improving the image of the Department and also wished him happy and prosperous retired life.

The meeting ended with a vote of thanks to the chair.

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