National's HR Manual 2017 Volume-II PDF

NATIONAL’S HR MANUAL 2017 VOLUME-II Encashment of Earned Leave during Service All confirmed employees (Officers, Dev. Officers, Class III &IV) are allowed encashment of Earned Leave up to a maximum of 15 days at a time once in a block of two years and the leave account after en...

NATIONAL’S HR MANUAL 2017 VOLUME-II Encashment of Earned Leave during Service All confirmed employees (Officers, Dev. Officers, Class III &IV) are allowed encashment of Earned Leave up to a maximum of 15 days at a time once in a block of two years and the leave account after encashment will be debited by the number of days of leave encashed. The block of two calendar years is from even to odd, e.g. Block year 2014-15 st commencing from 01 January 2014 to 31st December 2015. The salary for the purpose of encashment shall be computed as follows: 1. Officers : Salary for the purpose of encashment shall consist of Basic pay, DA, HRA, CCA including Fixed Personal Allowances (if any) but excluding all other allowances. 2. Development Officers : Salary for the purpose of encashment shall consist of Basic pay, DA, HRA, CCA including Fixed Personal Allowances (if any) but excluding all other allowances. 3. Staff : Salary for the purpose of encashment shall consist of Basic pay, DA, HRA, CCA including Fixed Personal Allowances (if any) but excluding all other allowances. No contribution to provident fund shall be deducted from the encashment amount. Similarly the Company’s Contribution to Provident Fund is also not applicable for the said encashment. Clarified that, HRA for the purpose of calculation will only be granted to the employees who are drawing HRA on the date of the application for encashment. The salary for the purpose of encashment shall be the one the employee was drawing as on the date of application. For the purpose of calculations, salary should be divided by 30 days irrespective of the number of days in the month concerned and multiplied by the number of days the earned leave encashed. Leave encashment facility will be available to India based officer posted abroad, only when during the period they are in India on leave. The salary for the purpose of encashment would be the salary he would draw in India at that point of time. It will be in order to make the disbursement of leave encashment amount to the India based Officers posted abroad at the Officer’s place of posting. Page | 37  NATIONAL’S HR MANUAL 2017 VOLUME-II TRAVELLING / HALTING ALLOWANCE ON TOUR Definition of Tour: Tour shall mean a journey beyond 8 km. from the outer municipal limits of the headquarter. Definition of each completed journey : The expression each completed journey shall mean that the journey is completed when an employee reaches the next place of duty. Thus, if the employee is posted at headquarters ‘A’ and is proceeding on tour to Station ‘B’ he shall be deemed to have completed his journey once he reaches the Station ‘B’. If, however, he has to proceed on further tour from station ‘B’ to station ‘C’ his journey between station ‘B’ to station ‘C’ shall be taken as separate journey. It should, however, be noted that if two or more journeys are completed on the same calendar day from midnight to midnight, all such completed journeys shall be treated as one complete journey. Travelling Allowance (Mode & Class of Travel) : 1. OFFICERS: a) The officers while undertaking official tours shall be reimbursed the actual fare (inclusive of reservation charges) by the mode and class of travel indicated below :- Cadre of Officer Mode Class of Travel Scale VII, VI & V Air/Rail Economy Class/AC-I Class Scale IV Air/Rail Economy Class/II Class A.C Sleeper/I Class Scale III & II Air/Rail (a)By Rail II Class A.C Sleeper/I Class/Rajdhani- II A.C.Sleeper (b) By Air (Economy Class) provided the air fare does not exceed 125% of entitled rail(Rajdhani Express, if plying on route) fare, if the distance involved is not exceeding 1000 Kms. by surface distance. (c ) By Air(Economy Class), if the distance involved is more than 1000 Kms. by surface distance. Page | 38  NATIONAL’S HR MANUAL 2017 VOLUME-II Scale I Rail II Class AC Sleeper/I Class ( II Class AC Sleeper by Rajdhani/Duronto Express) For Scale I:- Tour sanctioning authority can sanction for Air travel if the fare of Air travel does not exceed the Railway fare as per entitled class. However, for comparison of fare between different mode of travel, total fare between point of origin and duty point (destination) shall be considered. Further, scale-I officers/employees may also be allowed to undertake journey on tour by Air where the fare exceeds the eligible Railway class provided they bear such excess cost of air travel.In the case of such cancellation of such air tickets, if the journey is not undertaken, the cancellation charges are to be borne by the individual officer/employee if the tour is cancelled at his behest and by the Company if the tour is cancelled due to office exigency. In case of travel by Steamer the Officers may travel by the highest class. Where the places are connected by road but not by train, the Officers may travel by the First Class in a Bus, wherever it is provided or by taking a single seat in Taxi where such facilities are available. If, the places are connected by Train and still the Officers travel by Bus or Taxi, the fare reimbursable shall be the actual fare by Bus or Taxi but not exceeding Rail fares for a Class to which he is entitled to travel as per regulation referred to above. With the introduction of new express nonstop train services known as ‘Duronto Express’ between select cities by Indian Railways, it may be noted that travel by this class of trains will be treated at par with travel by ‘Rajdhani Express’ trains for the entitled classes of employees.In view of the forgoing, the fare for ‘Duranto’ (Class-2A) could also be reimbursed to all classes of employees who are entitled to travel by Rajdhani with immediate effect. Notwithstanding above, the Officers entitled to conveyance facilities and taking tour by their vehicles shall be governed by the following rules : In case of Officer using Company Petrol and Oil expenses as per actuals supported by cash memos owned cars Type of Vehicles Mileage Allowance (per km.) w.e.f.01.06.2006 In case of Officer assigned with Cars (Petrol) 12% development functions and other eligible officers undertaking tour in their own vehicles(including vehicle on loan Page | 39  NATIONAL’S HR MANUAL 2017 VOLUME-II basis) Cars ( Diesel) 15% Two Wheeler 5% b) When the Officer is on sanctioned tours outside city limit beyond 8 km. from the Municipal Limits of his place of posting, the mileage allowance shall be paid for the entire distance of tour i.e. from the office / residence (from where he proceeds on tour) to the place of tour. 2. SUPERVISORY, CLERICAL & SUBORDINATE STAFF The eligible mode and class of travel shall be as under :- Employee with Basic Salary of Rs. Rail-I Class (other than Rajdhani 23,450/-& above Express)- Travel by A/C II Class sleeper coach may be permitted where I Class accommodation is not available. Rajdhani Express- chair car. In addition to the above travel by A/C II Class sleeper coach in ordinary trains 3 Tier sleeper coach in Rajdhani is permitted. Employee with Basic Salary with less Rail II Class/II class sleeper where than Rs. 23,450/- night journey is involved. In addition to the above, Class III employees drawing basic salary less than Rs. 23,450/- travel by I Class in ordinary trains or by II AC sleeper class in trains ( other than Rajdhani Express) where night journey is involved, is permitted. Travel by Road : Supervisory, Clerical and Subordinate Staff, by Public Transport by taking single seat. Actual fare (by upper class if provided for all employees except Subordinate Staff). Page | 40  NATIONAL’S HR MANUAL 2017 VOLUME-II 3. TRAVEL BY HIGHER CLASS : FOR OFFICERS The Chairman-Cum-Managing Director or the General Manager may permit any other officer to travel by Air or by a Class higher than the class by which the officer is eligible to travel under these instructions. FOR EMPLOYEES The Chairman-cum-Managing Director/General Manager has been authorized by the Board of the Company to permit the employees, in special circumstances, to undertake travels either by Air or by a class higher than the class of their entitlement, when considered necessary and expedient. All references in this respect have to be made to Head Office Personnel Department. Prior approval of Head Office must be sought in all such cases. Insurance protection for travel of official tour by Air : FOR OFFICERS 1. Any officer travelling on official duty by Air may be allowed reimbursement of the premium for air insurance cover. This insurance protection cannot be granted to officer undertaking travel by modes other than Air. 2. An officer may, if he so desires, take out at his own cost an annual personal accident insurance, which provides cover for the air journeys to be undertaken on official duty. As and when an air journey is undertaken on official duty, the Officer may charge proportionate cost of insurance for that journey in his bill for travelling expenses, quoting the insurer’s name, policy number and annual premium paid. In this way the Officer can claim reimbursement of the annual premium borne by him provided that the amounts so claimed during the year do not exceed the cost of his annual insurance cover. The limit is as under :- DGM & above Rs. 5 Lacs Chief Manager / Manager Rs. 3 lacs AO /AM/ Dy. Manager Rs. 2 Lacs. Page | 41  NATIONAL’S HR MANUAL 2017 VOLUME-II SUPERVISORY, CLERICAL AND SUBORDINATE STAFF Employees who are allowed by the Chairman-cum-Managing Director to travel by Air on official duty, may be provided with insurance protection in the form of reimbursement of cost of Air travel insurance for Rs. 1 lac Conveyance Expenses (Residence to Station & Vice-versa) : Employees when they undertake official tours may be reimbursed expenses actually and necessarily incurred by them towards transport from their residence to the railway / bus station/airport and from the railway / bus station/airport to their residence, both at the headquarters and at the place/s of their tours subject to the following : Officers Actuals Supervisory, Clerical & Subordinate Staff Actual subject to maximum of 100% of Halting Allowance at ’C’ class city rate for one day for each completed journey. General Provisions If two or more journeys are completed on the same calendar day from midnight to midnight, all such completed journey shall be treated as one completed journey for the above purpose. Where the employees are staying outside the City limit of the Headquarters in adjoining townships, the journeys on tour should wherever practicable start from the Railway Station nearest to the residence Incidentals: For Officers Only In addition to applicable halting allowances the incidental expenses actually incurred by the officers on coolie hire charges, cost of transporting of personal luggage (including of excess charges) and hire of bedding supplied by railway authorities for night journeys by train, subject to a maximum of an amount equal to appropriate Halting Allowance for half a day class ‘C’ cities) for each completed journey, may be reimbursed. If two or more journeys are completed on the same calendar day from midnight to midnight, all such completed journeys be treated as one complete journey for the purpose of claiming incidentals. Page | 42  NATIONAL’S HR MANUAL 2017 VOLUME-II Local journey at tour station: 1. No expenses on local transport will be admissible to an employee who is provided with transport at the tour station. 2. If an employee on Tour is not provided with local transport he may be allowed actual expenses incurred on moving from place to place on office work at the tour station provided the amount spent was the minimum and inescapable. 3. No local conveyance expenses shall be allowed to employees on tour for proceeding from the place of stay at the tour station to the office or first place of duty and vice-versa. 4. Where an officer assigned with development function who undertakes an official tour by his car, may claim reimbursement of 80% of the cost of petrol used for running at the place of tour, subject to normal monthly limit on running expenses as per rule. Thus, when such an officer undertakes an official tour by his car, he should produce the bills/receipts for the petrol purchased for the tour and show separately the quantum used for travel to the place of tour and back and that used for running at the place of tour, so as to apportion reimbursement of mileage allowance under travelling rules and running expenses under conveyance facilities. 5. Sometimes Engineers have to proceed from the place of stay at tour station to the first place of duty like insured’s premises situated more than 30 km. away. Such journeys beyond 8 km. from the municipal limits of the tour station should not be treated as local journeys and should be treated as tour. Halting Allowance: 1. The rates of daily halting allowance shall be as under :- Category of Metro( Mumbai, ‘Á’ Class City ‘B’ Class City ‘C’ Class Employees Delhi, Kolkata, City Chennai) Scale VII/Scale VI 1800 1300 1100 950 Officers Scale V/Scale 1500 1300 1100 950 IVOfficers Page | 43  NATIONAL’S HR MANUAL 2017 VOLUME-II Scale III/Scale 1300 1100 950 800 II/Scale I Officer Development Officer 700 700 600 450 Grade I/Senior Assistant/Steno Development Officer 600 600 520 340 Grade II/Assistant/Record Clerk Class IV Employees 500 500 400 250 2. Calculation for Halting Allowance : a) For calculating the halting allowance for the period of journey, the rate applicable for ‘C’ class cities may be applied. b) Halting Allowance shall be paid for the period from the time of commencement of outward journey to the time of return to headquarters. For every unit of 24 hours, it shall be paid at the above rates. Payments in respect of fraction of 24 hours shall be regulated by the following table :- i) Period exceeding 12 hours -- Same as for 24 hrs. unit. ii) Period exceeding 6 hours but --50% of the amount for a 24 hrs.unit not exceeding 12 hours iii) Period not exceeding 6 hrs. --30% of the amount for a 24 hrs. unit c) Where the departure of train/plane/bus is delayed, the scheduled time of departure of train/plane/bus (irrespective of the actual departure time of train/plane/bus) shall be taken as the time of commencement of tour. d) Where the arrival of train/plain/bus is delayed, the actual time of arrival of train/place/bus (irrespective of the scheduled time of arrival of train/plane/bus) shall be taken as the time of termination of tour. e) Where free lodging is provided at the place of halt, ¾ of the Halting Allowance will be admissible. f) Where free boarding is provided at the place of halt, ½ of the Halting Allowance will be admissible. Page | 44  NATIONAL’S HR MANUAL 2017 VOLUME-II g) Where free lodging and free boarding are provided at the place of halt, ¼ th of the Halting Allowance will be admissible. h) In cases where the officers get the facility of guest house accommodation provided by the Company/Government/Public Sector Undertakings or staying with relatives, friends or acquaintance halting allowance will be paid in full. i) When Boarding and Lodging are provided free by the client to an officer on tour such officer will be allowed 25% of the usual halting allowance admissible to him to cover the incidentals during the period of stay at the place of tour. j) Halting Allowance in the case of Development Officers and Supervisory, Clerical and Subordinate Staff, who stay in guest houses maintained by the Company or any of its subsidiaries or the Life Insurance Corporation shall be admissible at half the normal rate where Boarding or Lodging is provided free and ¼ the normal rate if both the Boarding and Lodging are provided free. k) In case of stay in Hotel, Halting allowance will be reduced by Rs. 10/- per day. 3. Limit of Halting Allowance a) OFFICERS Full rate upto 180 days Half rate beyond 180 days. b) SUPERVISORY, CLERICAL AND SUBORDINATE STAFF Full rate upto 180 days only NOTE : Counting of 180 days for 100% Halting Allowance is to be reckoned from the date of departure from Headquarter and not from place to place as the purpose of reduction is to discourage unreasonably prolonged tour. Page | 45  NATIONAL’S HR MANUAL 2017 VOLUME-II Hotel Expenses:- 1. Officers in various grades/scales may be reimbursed the actual hotel expenses, restricting to single room accommodation charges in ITDC Hotels, Subject to the limits (category of hotels) given below :- Designation of Officer Eligibility to Stay Scale VII 4 Star AC Single Room Scale VI 4 Star AC Single Room Scale V 3 Star AC Single Room Scale IV 3 Star AC Single Room Scale III 2 Star Non-AC Single Room Scale II 2 Star Non-AC Single Room Scale I 1 Star Non-AC Single Room NOTE 1. If at a centre ITDC hotel of eligible star category is available the Officer should normally stay in that hotel. If, however, no accommodation is available in any ITDC hotels of eligible star category, or there is no ITDC hotel of eligible star category, he may stay in any other hotel and seek reimbursement of actual lodging expenses incurred to the extent of maximum tariff of an ITDC hotel of eligible star category at the same centre. 2. The ITDC Hotel single room tariff ceiling as given above is exclusive of all taxes and such taxes may be reimbursed over and above that amount. 3. Officers should invariably stay in Guest House. Whenever due to accommodation not being available in a Guest House, an Officer is compelled to stay in a Hotel, he should furnish a certificate to the effect that no accommodation was available in any Guest House. 2. Limit of Lodging Expenses (Hotel Charges) The employees who stay at hotel while on official tour may be allowed reimbursement of actual lodging charges upto the following maximum limits :- Category of employees Maximum Lodging Charges which can be reimbursed Major Cities Area I Other Places General Manager/Deputy General 8200 4100 3600 Manager Chief Manager/Manager 4800 2900 2400 Deputy Manager/Assistant 2900 2000 1500 Manager Page | 46  NATIONAL’S HR MANUAL 2017 VOLUME-II Administrative Officer 2000 1500 1000 Development Officer 1800 1350 900 Class III employees 1600 1200 800 Class IV employees 1400 1050 700 City Classification:- Major Cities for this purpose shall mean the cities of Ahmedabad, Mumbai, Bangalore, Kolkata, Delhi, Hyderabad & Chennai. Area I shall be cities of Pune, Nagpur, Kanpur, Surat, Jaipur, Lucknow, Vishakhapatnam, Patna, Vadodara, Kochi, Indore, Bhopal, Ludhiana, Coimbatore, Madurai, Agra and Varanasi. General Provisions 1. Check-off Time In case of an employee staying in a hotel where the check-off time is fixed at 12 noon, is charged lodging expenses for 2 days though his stay was less than 24 hours, he may be reimbursed the actual lodging expenses charged by the hotel within the ceiling limit for 2 days as per his entitlement subject to production of bills. 2. Taxes, Service Charges, Surcharges The limit of reimbursement of lodging charges as given above is exclusive of all taxes, service charges, surcharges and such payments may be reimbursed over and above that amount. 3. Reimbursement of Tips Reimbursement of tips over and above the bills of hotel cannot be allowed. 4. Reimbursement of Breakfast Charges For the days the officer stays in a hotel, he will get reimbursed both the lodging charges and the standard breakfast charges reasonably incurred at the same hotel. The daily halting allowance admissible will be reduced by Rs. 10/-per day during which he stays in such hotels. The following points are to be noted; Page | 47  NATIONAL’S HR MANUAL 2017 VOLUME-II a) If the hotels have standard breakfast as package on their menu for a fixed charge, such charges or the breakfast charges reasonable and actually incurred at the same hotel may be reimbursed against the bill. b) If the breakfast is taken at any other hotels/places, the same shall not be reimbursed. c) In view of varying rates of standard breakfast served by hotels, no specific ceiling has been laid down on reimbursement of standard breakfast charges. However, the reimbursement is restricted to the actual charges which are reasonably incurred by the employees. d) It has been reported that there are a few instances where proper care was not taken to check the bills for breakfast charges and reimbursement has been allowed beyond what may be considered reasonable charges for breakfast. Therefore, while settling the bills it is necessary to check the cash memo/bills for standard breakfast charges (which have to be necessarily from the same hotel where the employee stays) and ensure that the reimbursement is restricted to the actual charges reasonably incurred for breakfast only. e) Supervisory, Clerical and Subordinate Staff staying in a hotel or in a guest house maintained by an organization other than the Company or its subsidiaries or the LIC shall be allowed reimbursement of actual lodging charges and actual charges of standard breakfast subject to the limits for lodging charges in a hotel. Thus the Hotel limit is combined limit for lodging and breakfast charges. Special provision with respect to training: 1. Officers and employees attending training programmes outside city of their posting should be considered as on tour. However, with respect to halting allowance the provisions will be as under :- a) Halting Allowance shall be payable at full rate for the entire training period subject to maximum period of 90 days if neither boarding or lodging is provided free. b) If boarding or lodging is provided, the Halting Allowance shall be payable at half rate. Page | 48  NATIONAL’S HR MANUAL 2017 VOLUME-II c) If boarding and lodging are provided free, the halting allowance shall be payable at 25% of normal rate for the period such facilities are provided. The rate of halting allowance to be considered for this purpose shall be the rate applicable in case of tours to that city. Training at Management Institutions The Officer deputed for training at the Management Institutions where the lodging and boarding charges are included in the fees payable, he shall be paid daily halting allowance @ 25% of the halting allowance as applicable. Training at Headquarter Where an Officer has to necessarily stay at the venue of the training (residential course) at their headquarters and when the Officer actually stays at such venue boarding and lodging are covered by tuition fees or are provided free, the Officer is entitled to draw 25% of the daily halting allowance for the period of such training. TA/HA for purposes other than tour 1. In case of Officiating Officiating for officers is allowed for a period exceeding 15 days. Where such officiating arrangement, according to existing rules, is done it would be in order to pay both officiating allowance and travelling and halting allowance admissible to the officers if he has been deputed to hold temporary charge of post in the higher category at a station other than his headquarters. 2. Attending Conference of Insurance Institute of India Officers attending the conference as Council Member nominated by Company and those invited to the Annual Conference of the I.I.I. to collect their prizes and also to present Technical Session paper will be entitled to payment of travelling and halting allowance etc. as per rules. Employees attending the conference of I.I.I as Council Member nominated by Company will be entitled to payment of Travelling and Halting Allowance etc. as per rules. Officers and employees attending the conference in any other capacity will not be eligible for the said facility. However, the period spent by them on attending the Conference and the journey time will be treated as having been on duty. Page | 49  NATIONAL’S HR MANUAL 2017 VOLUME-II 3. Appearing in the examination for recruitment in higher cadre When employees attending interview for higher post in our industry they may be treated as on duty and be paid TA /DA accordingly. However, employees appearing in written examination for higher post in the industry are not eligible to TA / DA on tour. Treatment of leave on Tour: 1. Casual Leave The employee may be allowed to take Casual Leave whilst on official tour. However, for the period the employee is on Casual Leave he shall not be entitled to any halting allowance. If however, the employee proceeds out of tour station on Casual Leave and on holidays and Sundays, prefixing and or suffixing Casual Leave remains out of station he shall not be entitled to halting allowance for the holidays and Sundays prefixing and suffixing such Casual Leave unless the employee is actually and not merely constructively in camp. However, he should be allowed to travelling fare etc. for the return journey to headquarters. 2. Sick Leave An employee falling sick while on tour and compelled to take Sick Leave or Earned Leave or any other leave on grounds of sickness may be allowed the fare for the return journey to headquarters. However, he will not be entitled to halting allowance and lodging for the period he is laid up with sickness at the place of tour and for the period of journey. 3. Earned Leave If Earned Leave is taken while on tour, tour comes to an end. However, if such Earned Leave is taken on grounds of sickness the matter should be dealt with as mentioned above. NOTE 1. When an employee is required to proceed on official tour from a place (other than his headquarters) where he is on leave, he should be considered to be on tour from that place and the actual travelling expenses and halting allowance etc. admissible between headquarters and the tour station whichever is less, should be allowed. He should be deemed to have resumed his duties on the day the tour commences. 2. When an employee who is on earned leave and is recalled to duty will be entitled to TA/DA in respect of self only for returning to his Headquarters Page | 50  NATIONAL’S HR MANUAL 2017 VOLUME-II provided the employee had furnished his leave address in his leave application. Submission of documents for settlement of claim For travel by Rail, it should be enough for the employees to submit the details of ticket numbers and the train by which the journey has been undertaken. The claims may, therefore, be settled on the basis of these details furnished by the employees. The relaxation shall apply only to journey by train and that too during the period the Railway Authorities have dispensed with the practice of issuing money receipts. Under no circumstances bills not supported by Money Receipt/ticket in case of journey by Air and Bus and Ticket No./Ticket in case of journey by train shall be entertained. Boarding Pass is required in case journey by Air. MISCELLANEOUS 1. Ticket Booking Charges When the employees undertake official tours, the service charges required to be paid to travel agents for booking Railway Tickets through them may be reimbursed. It may be stated that such booking of tickets through travel agents may be kept at the minimum. 2. Expenses for attending LokAdalat Session a) The officers may be paid Rs. 1000/- towards reimbursement of out of pocket expenses if they attend the Lok Adalat on Saturdays and Sundays or holidays at the place of posting. b) If the officer attend LokAdalat at a place other than his/her place of posting, he/she shall be eligible only for TA/HA applicable as on tour as per rules in addition to Rs. 500/- towards reimbursement of out of pocket expenses. 3. TA, DA for Employees deputed for Election Duty. Since allowances are being paid by the Election Commission for performing polling duties, no separate TA/DA is to be granted to Micro Observers and other employees of National Insurance deployed for Election Duty. Payment of TA/DA for competitive examination under Para 13.2 of Promotion policy No TA/DA is payable to the employees appearing in written examination under Para 13.2 of Promotion policy for Supervisory, Clerical and Subordinate Staff. Page | 51  NATIONAL’S HR MANUAL 2017 VOLUME-II 4. Payment of TA/DA to Representatives of Checked off Associations/Union Sometimes office bearers of checked off Associations/Unions who are employed in one company are invited by Head Office of another Company to attend structured meetings as representative of the Union/Association. The company where the Union/Association representative is employed may settle the TA/DA bill on production of certificate from the inviting Company regarding his participation in the meeting. The Union/Association representative will also be required to obtain prior permission from the Competent Authority in his Company before drawing advance/proceeding for meeting. Page | 52