REVISION OF ESTABLISHMENT - GENERAL RULE

CHAPTER XVI REVISION OF ESTABLISHMENT—GENERAL RULES

POWERS

Rule 523.

The powers of officer of the Department in respect of creation, revision or abolition of establishments are defined in the Schedule of Financial Powers of Officers of the Indian Postal Department.

      SUBMISSION OF PROPOSALS FOR FIXED ESTABLISHMENTS TO  THE                                                               DIRECTORATE GENERAL.

SUBMISSION OF PROPOSALS FOR FIXED ESTABLISHMENTS TO THE DIRECTORATE GENERAL.

524.

All proposals made by Divisional Heads of Postal/Railway Mail Service, Chief Postmasters, Executive Engineer/ Superintendent Engineer will be submitted by Heads of Circles to the Director General directly. In such cases, the papers containing the proposals will be forwarded to the sanctioning authority, in consultation with the Circle IFA, by the Head of the Circle who will personally add the following sentence in his forwarding letter :-

"The figures shown as representing the present cost of the establishment affected by this proposal has been verified by the Circle IFA in its verification certificate No. .,dated the ……(enclosed)."

The proposals relating to BD and Marketing, PLI, Postal Directorate, Civil Wing should be sent through the respective CGMs/DDsG/Chief Engineer (C)

Note

- Every proposal must be submitted to the Director General at least three months in advance (in case of fixed establishment) and two months (in case of temporary establishment) of the date from which sanction is desired. In the case of Postal and Railway Mail Service, where necessary, it must be supported by a statistical memorandum and a copy of the value return.

CHAPTER XVII

REVISION OF ESTABLISHMENT POST OFFICE AND RAILWAY MAIL SERVICE

PERSONAL RESPONSIBILITY FOR INCREASES IN ESTABLISHMENTS CHARGES

525.

Before sanctioning proposals for the creation or revision of fixed establishments or for the employment of experimental and temporary establishments, the authority empowered to sanction or revise the establishment must personally scrutinize them and satisfy herself/himself that they are fully justified with reference to the standards and rules on the subject.

PREPARATION OFPROPOSALS REGARDING FIXED ESTABLISHMENTS

526.

Every letter containing a proposal for the creation, revision or abolition of fixed establishments should explain fully the grounds on which it is based, along with the financial effect clearly. In other words, the letter should show the

present cost of the establishment or portion of establishment affected, details

of the number and pay of the appointments which it is proposed to add or modify, and the cost after revision of the establishment or portion of establishment concerned, the particulars being exhibited in tabular form. (For further instructions see Posts & Telegraphs Initial,

Account Code, Vol-I). For this purpose the establishment charges should be taken to be divided into four portions,

as shown below :-

(a)

In the case of a Head Office or a very large Sub Office

(1) clerical establishment;

(2) delivery establishment;

(3) class IV establishment

(4) other items such as contingent allowance of the office, house rent, etc.

(b)

In the case of a Railway Mail Service Division

(i) Sorting Assistant establishment

(2)Mail Guards establishments

(3) Class IV establishment;

(4) Other items such as contingent allowance, allowance to attendants at rest house, etc.

Exception—When it is proposed to revise or abolish an existing house-rent charge, or to incur a new one, details should be given only in respect of the items of house rent that are affected by the proposal.

527.

When it is proposed to transfer an appointment or other establishment charge from one office or division to another, the proposal should contain: (a) the abolition of the appointment or charge in its old office or division, and simultaneous creation of the appointment or charge in the new office or division.

529.

In the case of an office, line appointment or other establishment charge which is proposed for only a portion of each year or the cost of which is higher during a portion of a year than during the rest of the year, one twelfth of its total annual cost should be taken as its monthly cost.

SUBMISSION OF PROPOSALS REGARDING FIXED ESTABLISHMENT TO THE HEAD OF THE CIRCLE

530.

Every proposal made by a Supdt. or Chief Postmaster or

Executive Engineer/ Superintending Engineer, as the case may be, must be submitted to the Head of the Circle at

least three months in advance of the date from which sanction is desired and where necessary, it must be supported by a statistical statement in Form Est.2, Est.3 or Est.3(a) as the case may be.

531.

A value return in Form Est.5 or Est6(a), as the case may be, should be submitted with every proposal :-

(1) in connection with experimental post office,

(2) for increasing the establishment charge of a branch office

(3) for converting a branch office into a sub office,

(4) for closing an office on the ground of its being un-remunerative.

(5) for increasing the cost of those mail lines which benefit branch offices only.

532.

When a proposal involves a revision of the signaling charges of a combined office, it should be accompanied by an abstract statement of the telegraph statistics and revenue of the office for the prceding six months.

PROPOSALS FOR TEMPORARY ESTABLISHMENTS

533.

Proposals for the employment of temporary establishments (including those required for telegraph work in combined offices) should be submitted by Supdt. or Chief Postmaste or Executive Engineer or Superintendent Eningeer as the case may be to the Head of the Circle direct. The grounds on which the proposal should be clearly and fully stated and the date from and the period for which the establishment is likely to be required should be specified. Proposals should be submitted at least two months in advance of the date from which sanction is required.

NOTE:- When it is found that a sanctioned temporary etablishment needs revision, a fresh proposal should be submitted to the Head of the Circle stating the revised temporary establishment for which sanction is actually needed.

SANCTION TO PROPOSALS REGARDING FIXED AND TEMPORARY ESTABLISHMENTS

534.

If a proposal submitted to the competent authority is approved by him and does not require the sanction of a higher authority, he will issue an order of sanction to the officer who submitted the proposal, simultaneously sending copies there of to all concerned, including Establishment Division of the Postal Directorate. The order of sanction will specify the date from which the proposal whould be effective and in the case of a temporary establishment, the period for which it may be needed.

535.

Under no circumstances should effect be given to a revision of fixed establishment from a date earlier than the one specified in the order of sanction and in exceptional cases where the revision is to take place from a later date, a report must be submitted immediately to the competent authority stating the date from which the sanction will be carried out and this date will, at the same time be intimated to the other offices to whom copies of sanction were sent. If the sanction involves an increase in expenditure, the competent authority will inform the Circle IFA and other concerned parties of the revised date of effect without delay and if a decrease is involved, he will issue a revised sanction. Similarly, if it is found that the period for which a temporary establishment has been sanctioned requires alteration, a report must be submitted to the competent authority without delay, stating the period for which sanction is actually needed, and on receipt of this report, a revised order will be issued by him.

536.

If a proposal which requires the Director General’s orders is approved by him, the Head of the Circle will receive an order of sanction, in which the date from which the alteration in the fixed establishment should be carried out or the period for which the temporary establishment may be employed, as the case may be, will be specified. The necessary extract from this order will be communicated by the Head of the Circle to the officer by to whom the proposal was submitted, and a copy of it will be sent to the Chief Postmaster or the Supdt., or Executive Engineer/Superintending Engineer, as the case may be. If for any reason, the sanction to the revision of a fixed

establishment cannot be carried out from the date specified by the Director General or the period of employment of temporary establishment specified in his sanction requires alteration, a report must be submitted at once to the Director General stating the date from which the sanction will be carried out or the period for which sanction is actually needed. In the former case, the revised date of effect will be communicated also to the Circle IFA.

536-A

A sanction involving an increase in expenditure which has not been carried out within a year of the date of issue of the sanction but without stipulation in the sanction about the budgetary provisions of a specified year from which expenditure is to be met, the sanction will have to be revised / renewed by the sanctioning authority before the close of the financial year. The sanction will be considered to have been acted as if payment in whole or in part has been made in pursuance of the sanction within 12 months from the date of its issue. In cases when part payment has been made within the stipulated time, the subsequent payment of the balance may be made without a fresh expenditure sanction.

REGISTER OF SANCTIONED ESTABLISHMENT

537.

The Supdt. must keep up a register of sanctioned establishments for his Division in the form A.C.G. 19(a) used for the sane purpose in head offices. He must ensure that this register is kept corrected properly and up-to-date.

PERIODICAL REVIEW OF THE WORK OF OFFICE AND SECTIONS

538.

It is necessary, in the best interest of the Department and of the staff concerned that the work of Head Offices, larger Sub Offices , Mail Offices, Sections is periodically reviewed as prescribed in the rules to ensure availability of manpower is commensurate with the amount of work in each case.

539.

For this purpose, the Head of the Circle, will arrange to receive, at fixed intervals, statistics of the work of each head office and of each of the larger sub offices in their circles in the forms prescribed for revisions of establishment according to the Bewoor;s Time tests. The intervals

should ordinarily be:-

(a)

Kolkata, Mumbai and all GPOs/HOs/MDGs - Every year

(b)

LSG/HSG SOs- Every three years

Class I SOs –

Every three years

Other T/SOs –

Every three years

(c)

Branch Offices – Every three years

Revision of Allowances of GDS

GDS BPMs/GDS SPMs

– Every three years

Other GDS

– Every three years

Note-1.

Register in the proforma indicated below should be maintained to ensure that the prescribed review is carried out within the prescribed period.

Note-2.

It would be sufficient to take up the periodical review of a post office not with reference to the last periodical rview but with refrence to the latest review taken when additional staff as justified was sanctioned.

Note 3.

At the time of inspection

of every Head office and Sub Office the Inspecting officers should examine whether the existing strength of the office is adequate or requires revisions. The inspecting officer may direct the Postmaster or Sub postmaster to maintain statistics of the delivery and sorting branches if he is satisfied after examining the statistics of accountable articles mentioned by the office that there is some justification to take up the revision of the existing strength.

Note 4.

The review of Bos, rationalization of their establishment and revision of allowance of GDS will be done at the time of review of the SO or HO, as the case may be. There is no need for inspecting officer to visit BO separately for this purpose.

Note 5.

Interim review as necessitated due to revision of norms or on account of any significant variation of work load of Offices may be undertaken as and when found necessary.

541.

On receipt of the statistical returns the Head of the Circle will after satisfying himself that the figures are reliable, consider the question of retaining the staff of the office or section concerned.

Special statistics must be taken between the periodical reviews if an abnormal rise or fall in traffic makes such a course available.

POST OFFICE-SPECIAL RULES -ROAD ESTABLISHMENT

544.

The road establishment of each mail line, i.e.the number of GDS Mail Carrier employed to carry the mails, will depend on the length of the line and the weight of

mails ordinarily to be conveyed. Wherever practicable, the same GDS Mail Carrier will carry mails in both directions over his stage.

545.

Before submitting to the Head of the Circle any proposal to increase the permanent strength of the road establishment of a mail line (except in cases where the length of the line is increased) the Supdt. must first satisfy himself/herself that the existing road establishment is not in consonance with the work required. He must ensure that this can be done only by revising the mail arrangements, diverting a portion of the mails to another line sending the letter and parcel mails in the same bag, reducing the sizes of the bags, reducing the number of bags by establishing sorting sub-offices, or any other practicable device.

546.

In all cases in which GDS Mail Carriers are employed solely for the benefit of a single office, they must be sanctioned as part of the establishment of that office.