No part of this document may be reproduced in any form without prior written permission from C-DOT. HR Document C-DOT-HR-SHBK Version 02/11 (1.3.0)
Staff Handbook
Released on: 27-03-2014
Any hardcopy unless authorised or a softcopy in a directory other than the central repository is an Uncontrolled Copy.
This hardcopy of the document is a Controlled Copy only when signed by an authorised signatory.
Issued to: ___________________________ Signature and Date
DISCLAIMER
This Staff Hand Book is a compendium of all CDOT Policy Circulars and Orders released from time to time and is meant for use as a reference manual by CDOT staff members only. In case of any contradiction between the Staff Hand Book and the Policy Circulars, the Circulars approved by the Board will prevail. CENTRE FOR DEVELOPMENT OF TELEMATICS MANDI ROAD, MEHRAULI, NEW DELHI 110030, INDIA ELECTRONICS CITY (PHASE I), HOSUR ROAD, BANGALORE 560100, INDIA
STAFF HANDBOOK V02/11 D01 ii Copyright 2011, C-DOT.
Message from Executive Director
Dear Colleagues, In a globally competitive market in which C-DOT is able to thrive and progress, our commitment to provide state-of-the-art R&D activity & excellent long term support, speaks volumes of the quality of our human resources and the contribution made by each one of you. Please remember that whatever we have achieved at C-DOT is not a milestone of how far we have travelled but a signpost of how much further we have to advance. Our confidence to advance springs from the commitment of our employees. I will appeal to each and everyone of you to put in their best to fulfill the goals we set for C-DOT. The focus at C-DOT has been to create a work environment and culture conducive to achieve organizational excellence. The main emphasis of the Human Resource Management philosophy is on developing a learning organization through enhancement of people competencies. Various HR policies & practices at C-DOT have been designed and developed to inculcate pride and satisfaction, drive for best contribution, improve personal effectiveness, improve quality of work life, prepare staff members for change and develop their career and enhance professionalism. The work environment in C-DOT cultivates & nurtures trust, care & empowerment. In C-DOT, we are proud of our achievements and will continue to work hard to maintain & enhance our brand image. We look forward to your contributions. Your inputs are valuable to us. Please feel free to discuss your ideas and suggestions with HR, Group Leaders or any of the Board members.
Effective communication has been our forte. Staff Handbook is the publication which provides comprehensive information on staff related matters. I complement the HRD for the efforts in bringing out this handbook. I hope that this revised Staff Handbook, though released after a long time, serves its intended purpose well.
V.V.R. Sastry Executive Director
STAFF HANDBOOK V02/11 D01 iii Copyright 2011, C-DOT.
Table of Contents
1. OVERVIEW .................................................................................................................. 1 1.1. C-DOT Vision ................................................................................................................ 1 1.2. C-DOT Mission .............................................................................................................. 1 1.3. C-DOT Objectives .......................................................................................................... 1 2. ABOUT C-DOT ............................................................................................................. 2 2.1. C-DOT Telecom Technologies & Solutions .................................................................... 2 2.2. Some of the Products Working in the Network are as Follows ........................................ 3 2.3. Competitive Advantages of C-DOT Technology ............................................................. 4 2.4. C-DOT R&D Infrastructure ............................................................................................ 4 2.5. State-Of-The-Art Development Environment .................................................................. 5 2.6. Current Focus Areas ....................................................................................................... 5 2.6.1. Projects of National & Strategic Importance for the following Sectors ................ 5 2.6.2. Projects for Software Intensive Telecom Solutions ............................................. 5 2.6.3. Projects in the Areas of Hi-tech .......................................................................... 5 2.6.4. Futuristic Study Projects .................................................................................... 6 2.7. Environment & Culture .................................................................................................. 6 2.7.1. Commitment to People ....................................................................................... 6 2.7.2. Delegation and Accountability ........................................................................... 6 2.7.3. Commitment to Excellence and Professionalism ................................................ 6 3. SERVICE CONDITIONS ............................................................................................. 7 3.1. Contracts ........................................................................................................................ 7 3.2. Probation ........................................................................................................................ 7 3.3. Posting / Transfer ........................................................................................................... 7 3.4. Working Hours/ Days ..................................................................................................... 8 3.5. Attendance ..................................................................................................................... 8 3.6. Resignation .................................................................................................................. 10 3.7. Relieving Formalities ................................................................................................... 10 3.8. Retirement on Superannuation ...................................................................................... 10 3.9. C-DOT Policy on Deputation ....................................................................................... 11
STAFF HANDBOOK V02/11 D01 iv Copyright 2011, C-DOT. 4. PAY SCALES & SALARY ......................................................................................... 17 4.1. Pay Scales .................................................................................................................... 17 4.2. Salary ........................................................................................................................... 19 5. ALLOWANCES .......................................................................................................... 20 5.1. Dearness Allowance ..................................................................................................... 20 5.2. House Rent Allowance (H.R.A) .................................................................................... 20 5.3. Other Allowances ......................................................................................................... 20 6. EMPLOYEE BENEFITS / FACILITIES ................................................................... 23 6.1. Transport ...................................................................................................................... 23 6.1.1. Subsidized Transport ....................................................................................... 23 6.1.2. Reimbursement for Own Conveyance .............................................................. 23 6.1.3. Reimbursement for Vehicle Maintenance ......................................................... 24 6.1.4. Reimbursement for Public Transport ................................................................ 25 6.1.5. Procedure......................................................................................................... 25 6.2. Medical Reimbursement ............................................................................................... 25 6.2.1. Eligibility Conditions ....................................................................................... 25 6.2.2. Scheme for Reimbursement ............................................................................. 26 6.2.3. Other Terms and Conditions of C-DOT Mediclaim Policy................................ 29 6.2.4. Medical Reimbursement after retirement /death................................................ 29 6.2.5. Relaxation in Reimbursement for Medical Expenditure beyond entitlement...... 29 6.3. Leave Travel Concession .............................................................................................. 31 6.3.1. Scope ............................................................................................................... 31 6.3.2. Eligibility......................................................................................................... 31 6.3.3. Home Town ..................................................................................................... 32 6.3.4. Block Years ..................................................................................................... 32 6.3.5. Carry Forward ................................................................................................. 33 6.3.6. Journey by Air/Rail: ......................................................................................... 33 6.3.7. Journey by Sea or by River Steamer: ................................................................ 34 6.3.8. Break-Up in Groups ......................................................................................... 34 6.3.9. Shortest Route ................................................................................................. 34 6.3.10. Prior Permission .............................................................................................. 35 6.3.11. Procedure......................................................................................................... 35 6.3.12. LTC Entitlement for Fresh Recruits.................................................................. 35
STAFF HANDBOOK V02/11 D01 v Copyright 2011, C-DOT. 6.3.13. Other General Conditions ................................................................................. 36 6.3.14. Eligibility to Avail LTC to North East Regions ................................................ 36 6.3.15. Relaxation in LTC Rules for Travel by air to Visit J&K ................................... 37 6.3.16. Clarification regarding reimbursement of LTC 80 fare for LTC ..................... 37 6.4. Liberalised Leave Travel Concession (LLTC)............................................................... 37 6.4.1. LLTC Entitlement for Fresh Recruits ............................................................... 38 6.5. Procedure for Availing LLTC ....................................................................................... 38 6.6. Reimbursement for Purchase of Books ......................................................................... 38 6.7. Reimbursement for Purchase of Journals ...................................................................... 39 6.8. Reimbursement of Newspaper Expenses ....................................................................... 39 6.9. Official Telephone Reimbursement .............................................................................. 40 6.10. Children's Educational Allowance ................................................................................ 42 6.11. Membership Of Professional Bodies ............................................................................. 42 6.12. Multi Functional Allowance ......................................................................................... 43 6.13. Hardship And Night Shift Incentive .............................................................................. 44 6.13.1. Hardship Incentive ........................................................................................... 44 6.13.2. Night Shift Incentive ........................................................................................ 44 6.14. Performance Linked Incentive For Field Staff ............................................................... 45 6.15. Leased Accommodation ............................................................................................... 45 6.15.1. Objective ......................................................................................................... 45 6.15.2. Limits and Recoveries ...................................................................................... 45 6.15.3. Brokerage ........................................................................................................ 46 6.15.4. Agreement ....................................................................................................... 46 6.15.5. General ............................................................................................................ 47 6.15.6. Availability of C-DOT Bangalore Apartments for lease .................................... 48 6.15.7. Self Lease ........................................................................................................ 48 6.15.8. Termination of Lease ....................................................................................... 48 6.15.9. Renewal of Lease ............................................................................................. 49 6.15.10. Leased Accommodation Maintenance .............................................................. 49 6.15.11. House Maintenance Allowance ........................................................................ 50 6.16. Small Family Norms..................................................................................................... 50 6.17. Allowances for the Physically Handicapped Staff and Staff with Disabled Children ...... 51 6.17.1. Transport Allowance at Special rates for the Physically Handicapped ............... 51
STAFF HANDBOOK V02/11 D01 vi Copyright 2011, C-DOT. 6.17.2. Childrens Allowance at Special Rates Staff Members with Disabled children:. 51 7. LEAVE ......................................................................................................................... 53 7.1. Earned Leave ............................................................................................................... 53 7.2. Encashment .................................................................................................................. 53 7.3. Leave Advance ............................................................................................................. 54 7.4. Casual Leave ................................................................................................................ 54 7.5. Half Pay / Commuted Leave ......................................................................................... 54 7.6. Leave Not Due ............................................................................................................. 55 7.7. Maternity Leave ........................................................................................................... 56 7.8. Paternity Leave ............................................................................................................ 57 7.9. Child Care Leave (CCL) ............................................................................................... 57 7.10. Extra-Ordinary Leave ................................................................................................... 59 7.11. Grant of Leave For Going Abroad ................................................................................ 60 7.12. Study Leave ................................................................................................................. 60 7.13. General ........................................................................................................................ 60 7.14. Policy for Pursuing Higher Studies ............................................................................... 61 8. ADVANCES AND LOANS ......................................................................................... 64 8.1. Advances ..................................................................................................................... 64 8.2. Long Term Advance ..................................................................................................... 64 8.3. Interest Subsidy on Loan Taken for Purchase of Conveyance ........................................ 65 8.4. Interest Subsidy on Loan taken for Purchase / Construction of House ........................... 66 9. SOCIAL SECURITY SCHEMES ............................................................................... 68 9.1. Employees Provident Fund .......................................................................................... 68 9.2. Employees Deposit Linked Insurance Scheme .............................................................. 68 9.3. Gratuity ........................................................................................................................ 68 9.4. Group Insurance Scheme .............................................................................................. 69 9.5. Insurance Scheme for Staff Visiting Disturbed Areas .................................................... 69 10. STAFF CLAIMS & TRAVEL .................................................................................... 70 10.1. Traveling Allowance Rules........................................................................................... 70 10.1.1. Scope ............................................................................................................... 70 10.1.2. Classifications.................................................................................................. 70 10.1.3. Entitlement on Tour ......................................................................................... 70 10.1.3.1. Travel .............................................................................................................. 70
STAFF HANDBOOK V02/11 D01 vii Copyright 2011, C-DOT. 10.1.3.2. Daily Allowance (DA) ..................................................................................... 71 10.1.3.2.1. Guest House DA .............................................................................................. 72 10.1.3.2.2. Stay in Guest House ......................................................................................... 72 10.1.3.2.3. Conveyance ..................................................................................................... 72 10.1.3.2.4. DA for Continuous Halts.................................................................................. 72 10.1.3.2.5. DA Regulation .......................................................................................................... 73 10.1.4. Guest House/ Hotel Booking ............................................................................ 73 10.1.5. Entitlement on Transfer.................................................................................... 74 10.1.6. Foreign Travel Policy....................................................................................... 74 10.1.6.1. Entitlement ...................................................................................................... 74 10.1.6.2. DA on Tour ..................................................................................................... 74 10.1.6.3. Procedure......................................................................................................... 76 10.1.6.4. General ............................................................................................................ 76 10.1.6.5. Local Conveyance............................................................................................ 77 10.1.7. General ............................................................................................................ 77 10.1.7.1. Daily Allowance on Training ........................................................................... 77 10.1.7.2. Entitlement on Joining Duty ............................................................................. 78 10.2. Rules Regarding Personal Foreign Travel ..................................................................... 78 11. HUMAN RESOURCES DEVELOPMENT ............................................................... 80 11.1. HRD Objectives ........................................................................................................... 80 11.2. HRD Activities ............................................................................................................. 80 12. CAREER DEVELOPMENT ....................................................................................... 81 12.1. Performance Appraisal Scheme .................................................................................... 81 12.1.1. Appraisal Process............................................................................................. 81 12.1.2. Rating Scale ..................................................................................................... 81 12.1.3. Periodicity ....................................................................................................... 81 12.1.4. General ............................................................................................................ 82 12.2. Promotion Policy .......................................................................................................... 82 12.2.1. Procedure......................................................................................................... 83 12.2.2. Criteria ............................................................................................................ 84 12.2.3. Delay in Eligibility because of Excess Leave.................................................... 85 12.2.4. Qualifying score .............................................................................................. 86 12.3. Pay Fixation On Promotion .......................................................................................... 86
STAFF HANDBOOK V02/11 D01 viii Copyright 2011, C-DOT. 12.4. Impact Of Promotion On Salary.................................................................................... 87 12.5. Responsibility Placement .............................................................................................. 87 12.6. Career Growth .............................................................................................................. 87 12.7. Redesignation of Research Engineers ........................................................................... 87 12.8. Award Policy ............................................................................................................... 88 12.8.1. Project / Group / Team Level Awards .............................................................. 88 12.8.1.1. Introduction ..................................................................................................... 88 12.8.1.2. Applicability .................................................................................................... 88 12.8.1.3. Project Team.................................................................................................... 89 12.8.1.4. Selection Of Projects For Awards .................................................................... 89 12.8.1.5. Award for the Selected Project ......................................................................... 90 12.8.2. Individual Award Scheme ................................................................................ 90 12.9. Long Service Award ..................................................................................................... 92 12.9.1. Objective ......................................................................................................... 92 12.9.2. Scope of Policy ................................................................................................ 92 12.9.3. Policy .............................................................................................................. 92 12.9.4. Recognition of Long Service for existing employees During Employment ..... 92 12.9.5. Recognition of Long Service Award on Retirement ....................................... 93 12.10. Grant of Cash Incentive on Passing Hindi Examinations ............................................... 93 12.10.1. Purpose ............................................................................................................ 93 12.10.2. Cash Awards & Incentives ............................................................................... 94 12.11. Training Sponsorship Scheme....................................................................................... 95 12.11.1. Objective ......................................................................................................... 95 12.11.2. Scheme ............................................................................................................ 95 12.12. Corporate Membership of Professional Bodies ............................................................. 95 12.13. Suggestion Scheme....................................................................................................... 95 12.14. Grievances ................................................................................................................... 95 13. FACILITIES AND WELFARE .................................................................................. 99 13.1. Library ......................................................................................................................... 99 13.2. Books / Proceedings / Reports / Standards .................................................................... 99 13.3. CDs Video Cassettes ................................................................................................... 99 13.4. Digital Resources ......................................................................................................... 99 13.5. MCIT Gateway ............................................................................................................ 99
STAFF HANDBOOK V02/11 D01 ix Copyright 2011, C-DOT. 13.6. Services ........................................................................................................................ 99 13.7. Rules .......................................................................................................................... 100 13.8. Canteen ...................................................................................................................... 100 13.9. In-House Medical Facility .......................................................................................... 100 13.10. Recreation .................................................................................................................. 100 13.11. Staff Get Together / Recreation / Functions ................................................................ 101 13.12. Bank Counter ............................................................................................................. 101 13.13. Photocopying ............................................................................................................. 102 13.14. Travel......................................................................................................................... 102 13.15. Staff Car ..................................................................................................................... 102 13.16. E-Mail / Internet ......................................................................................................... 102 13.17. Employee Information System (EIS) .......................................................................... 103 13.18. Staff Claims Procedure ............................................................................................... 103 13.19. Security ...................................................................................................................... 103 13.19.1. Materials / Staff Movement ............................................................................ 103 13.19.2. Visitors .......................................................................................................... 104 14. OVERVIEW OF PURCHASE PROCESS ............................................................... 105 14.1. Classification Of Items ............................................................................................... 105 14.2. Process Related To Capital Procurement ..................................................................... 105 15. OFFICIAL LANGUAGE (HINDI) ........................................................................... 107 16. IPR / NDA / RTI / VIGILANCE ............................................................................... 108 16.1. Intellectual Property Rights (IPR) ............................................................................... 108 16.2. Signing Of Non-Disclosure Agreement (NDA) ........................................................... 109 16.3. Right To Information (RTI) ........................................................................................ 109 16.4. Procedure to Receive Information Under the Act ........................................................ 109 16.5. Vigilance .................................................................................................................... 110 16.6. Publications By C-DOT Staff ..................................................................................... 110 16.7. Prevention of Sexual Harassment of Women Employees at Work Place ...................... 110 17. CONDUCT, DISCIPLINE & APPEAL RULES ...................................................... 112 17.1. Application................................................................................................................. 112 17.2. Do's ............................................................................................................................ 112 17.3. Dont's ......................................................................................................................... 112 17.4. Acts, Conduct and Commissions Which Amount To Misconduct ................................ 114
STAFF HANDBOOK V02/11 D01 x Copyright 2011, C-DOT. 17.5. Activities Requiring Permission / Sanction ................................................................. 115 18. LIST OF FORMS TO BE USED BY STAFF MEMBERS ...................................... 119
OVERVIEW
STAFF HANDBOOK V02/11 D01 1 Copyright 2011, C-DOT. 1. OVERVIEW 1.1. C-DOT VISION To become a world-class Telecom Technology Development Centre which has a global impact and global reach.
1.2. C-DOT MISSION 1. To design and develop state-of-the-art technologies, products and solutions. 2. To meet the telecom needs of India, particularly of national importance in strategic sectors and rural areas. 1.3. C-DOT OBJECTIVES 1. Work on telecom technology products and services. 2. Provide solutions for current and future requirements of telecommunication and converged networks including those of national importance especially related to rural applications, strategic sector and security agencies etc. 3. Provide market orientation to R&D activities and sustain C-DOT as a centre of excellence. 4. Build partnerships and joint alliance with academia, industry, solution providers, Telcos and other R&D organizations to offer cost effective solutions. 5. Support Telcos and service providers in the introduction of new technologies, features and services by optimal utilization of installed networks, pilots and studies. 6. To strengthen the Indian telecom manufacturing base, by transfer of technologies developed by C-DOT. ABOUT C-DOT
STAFF HANDBOOK V02/11 D01 2 Copyright 2011, C-DOT. 2. ABOUT C-DOT The Centre for Development of Telematics (C-DOT) is the Telecom Technology development centre of the Government of India. It was established in August 1984 as an autonomous body. It was vested with full authority and total flexibility to develop state- of-the-art telecommunication technology to meet the needs of the Indian telecommunication network. The key objective was to build a centre for excellence in the area of telecom technology. The key objectives of C-DOT at present are as follows: 1. To provide solutions for current and future requirements of telecommunication and converged networks including those of national importance especially related to rural applications, strategic sector and security agencies etc. 2. Build Technology Excellence to Meet Current and Future needs. 3. Provide market orientation to R&D activities and sustain C-DOT as a centre of excellence. 4. Build partnerships and joint alliance with academia, industry, solution providers, Telcos and other R&D organizations to offer cost effective solutions. 5. Help Build an Industrial Infrastructure for Telecom Sector through Technology Transfer and other different modes of commercialization of technology e.g. direct solution provisioning, IPR sharing, etc. 6. Support Telcos and service providers in the introduction of new technologies, features and services by optimal utilization of installed networks, pilots and studies. The administration and the management of Centre comprises of three-tier of management structure, namely; 1. C-DOT Governing Council - the apex body Chaired by Hon'ble Minister of Communication & IT; and comprises of various secretary level members. 2. C-DOT Steering Committee - Chairman Telecom Commission is the ex officio Chairman of the C-DOT Steering Committee and the Committee comprises of fairly senior members representation from the ministries and departments working in related fields to periodically review, monitor the progress of the activities of the Centre subject to overall control and guidance of the Governing Council. 3. Full time C-DOT Board - responsible for day-to-day administrative and technical management. 2.1. C-DOT TELECOM TECHNOLOGIES & SOLUTIONS 1. C-DOT had developed telecom technologies and solutions for the fixed-line, mobile, packet-based and converged networks. While taking a quantum leap towards the Next Generation Networks (NGN), C-DOT has kept a significant focus on cost-effective rural network solutions and also leveraged the legacy network. ABOUT C-DOT
STAFF HANDBOOK V02/11 D01 3 Copyright 2011, C-DOT. 2. C-DOTs current product portfolio spans world-class Digital Switching systems, Intelligent Network solutions, Access Network products, Voice-over-IP solutions, SDH & WDM technologies, Satellite Communication, Network Management and Operation Support Systems. 3. Digital Switching systems, Intelligent Network systems and Rural Telecom products from C-DOT dominate the large Indian Telecom Network. This distinction emerges from cost-effectiveness and ruggedness of C-DOT products as well as comprehensive technology transfer and field support methodology that focuses on long-term relationship with the technology recipients, network operators and service providers. 4. With its world-class development infrastructure and comprehensive product portfolio, C-DOT offers Total Telecom Solutions in the field of Telecom & Information Technology. This high-end total solution are the state-of-art design and development according to the service providers i.e. customers need. 2.2. SOME OF THE PRODUCTS WORKING IN THE NETWORK ARE AS FOLLOWS Range of Products 1. Small capacity Rural Automatic Exchanges (RAX) 2. Access Node RAX 3. Stand-alone medium capacity digital switches 4. Large capacity Main Automatic Exchanges 5. Intelligent Network systems 6. ATM Core Switch, Multiplexers and Interfaces 7. Dense / Coarse Wavelength Division Multiplexing System (DWDM/CWDM) 8. Gigabit Passive Optical Network 9. Lawful Interception System/Monitoring (LIS/LIM) 10. Data Clearing House (CLH) 11. Network Management Systems 12. Operation Support Systems 13. Intermediate Data Rate equipment (IDR) 14. Time Division Multiple Access Point to Multi-Point (TDMA-PMP) 15. Broadband Transport via Satellite (BBTS) 16. SMD-155 satellite modem 17. Ku Band up and down converter 18. Shared GSM Radio Access Network (SGRAN) 19. Next Generation Networks (NGN) and MAX-Next Generation (MAX-NG) ABOUT C-DOT
STAFF HANDBOOK V02/11 D01 4 Copyright 2011, C-DOT. 2.3. COMPETITIVE ADVANTAGES OF C-DOT TECHNOLOGY 1. Modular technology 2. Open platforms to progressively provide evolving carrier grade services 3. Low maintenance costs 4. Cost-effective solutions 5. Network solutions as per requirements 6. Robust technology can work in extreme environmental conditions 7. Appropriate for the diverse geographic and traffic conditions of developing countries 8. Low Capital Expenditure (CAPEX) 9. Least turnaround time for modification for new services and other field requirements 10. Life-time technology and product support 11. Obsolescence support 12. Future technology enhancements & product upgrades 2.4. C-DOT R&D INFRASTRUCTURE 1. C-DOT comprises of world-class R&D infrastructure with its two main offices located at Delhi & Bangalore. 2. The Corporate Office at Delhi, Mehrauli comprises of Campus Spread over 40 acres land with built up area of 1 lakh sq. mtr. The notable features of the building include functionally partitioned hardware & software development labs, state-of-the-art building management system, ground water re-charging wells, waste recycling & filtering system, uninterrupted power supply and necessary air conditioned environment for R&D work. 3. These Campus locations provide single roof environment for all the activities of C- DOT including H/W and S/W R&D, computer aided design systems, validation centers and captive pilot & field trial infrastructure. Technical and administrative services groups to support the Developmental teams will also be co-located.
Campus Location at Bangalore Campus Location at Delhi ABOUT C-DOT
STAFF HANDBOOK V02/11 D01 5 Copyright 2011, C-DOT. 2.5. STATE-OF-THE-ART DEVELOPMENT ENVIRONMENT The Centre has state-of-the-art development environment comprising client / server network of RISC workstations, latest software development tools, very mature and effective development and support methodologies. The campus at both the locations has functionally partitioned work areas, hardware & software development labs with ergonomically designed workstations, equipment, computing infrastructure, terminals for each employee. Electronic Design Automation (EDA) tools for hardware and ASIC designs CASE Tools for development and testing of software Captive labs Computing centre Pilot production facility Component Testing facilities Card Repair Centre Captive Exchange Simulation Facilities 2.6. CURRENT FOCUS AREAS C-DOT has realigned its efforts and defined its roadmap with a focus in the four major directions keeping in view the relevance and need in the present scenario. The major developmental schemes in these directions, for the 11th five-year plan period are: 2.6.1. Projects of National & Strategic Importance for the following Sectors 1. Rural Areas: The shared GSM Radio Access Network, which is currently under development, will give a fillip to business in rural India. 2. North Eastern Region: The MAX-NG programme will breathe fresh life into the fixed line infrastructure and bring to people of NER, VoIP and Broadband services. 3. Security Solutions: One of the major initiatives is to develop a fully automated centralized lawful interception, monitoring and analysis system for enhancing national security. Other projects include those required by defence. 2.6.2. Projects for Software Intensive Telecom Solutions 1. NMS, which provides a common umbrella of management of a network equipped with products from diverse vendors. 2. Data Clearing House services for roaming based on ASP model, which has become commercially operational. 2.6.3. Projects in the Areas of Hi-tech 1. Gigabit Optical Passive Network (G-PON) to bring broadband pipes to homes and SOHOs. 2. Next Generation Network (NGN) products and services. ABOUT C-DOT
STAFF HANDBOOK V02/11 D01 6 Copyright 2011, C-DOT. 2.6.4. Futuristic Study Projects 1. One Number, which will aim to utilize a unique number like social security number, for a mobile personal number. 2. Cognitive Radio 3. Advanced Optical Network Technology 2.7. ENVIRONMENT & CULTURE 2.7.1. Commitment to People Improved quality of work life 1. Egalitarian work culture 2. Designations, responsibilities, perks related to functions and not to levels 3. Provide opportunities for growth and development 4. Multi skilling, multifunctional responsibilities, job rotation and job enrichment 5. Access to state-of-the-art equipments, tools and facilities 6. Participation and involvement 7. Open door policy 8. Effective formal and informal communication 9. Direct access to Board members and senior officials 10. Welfare 11. Recreational facilities for staff and family members 2.7.2. Delegation and Accountability 1. Budgets at group levels 2. Financial and administrative delegation at the operational level 3. Delegation of Administrative and Financial powers as per Delegation of Powers document 2.7.3. Commitment to Excellence and Professionalism 1. Individual based key result areas 2. Periodic appraisal and review 3. Rewards based on individual and group performance
SERVICE CONDITIONS
STAFF HANDBOOK V02/11 D01 7 Copyright 2011, C-DOT. 3. SERVICE CONDITIONS 3.1. CONTRACTS 1. Appointments in C-DOT are made on contract, normally for a period of 5 years. 2. On completion of this period, the contract is further renewed based on performance. 3. Renewal of Contract: Recommendations from respective Group Heads are considered periodically by separate Contract Renewal Committees constituted by C-DOT Board for Delhi / Bangalore for the following categories of staff: a. Registrar & CFO b. STE/TE/GL/Managers c. All Staff in Executive Cadre (below GL level) EI/AVI and above d. All staff in SI to SVI Grades e. All staff in AI to AV Grades 4. The Contract Renewal Committees will meet on quarterly basis. 5. Contract renewal orders are issued by Executive / Manager (P&HR), 30 days prior to date of completion of contract. 6. Contract termination orders are issued three months prior to the expiry of contract or payment of salary in lieu of notice period. 7. In the case of superannuating employees, the last contract renewal will be upto the date of superannuation. 3.2. PROBATION 1. Staff members of the Centre, on their initial appointment shall be on probation for a period of one year from the date of joining. 2. Probation shall be closed on completion of probation period only after receipt of the Police Verification Report / Performance Report / Medical Report. 3. The probation shall be considered closed only when communication in writing to that effect reaches the concerned staff member. 3.3. POSTING / TRANSFER Staff members of the Centre are liable to be posted at the discretion of the Board to serve at any of the Centre's Offices/units or any other Govt. Department, Statutory Body or Public Sector Undertaking anywhere in India or abroad. SERVICE CONDITIONS
STAFF HANDBOOK V02/11 D01 8 Copyright 2011, C-DOT. 3.4. WORKING HOURS/ DAYS The Centre observes the following working Hours/Days- Monday to Friday - 0830 hrs to 1700 hrs with half an hour lunch break. However, C-DOT also observes flexible extended working hours, which implies self-discipline and a greater responsibility of one's work. The extended working hours are an important part of any R&D organisation. C-DOT provides additional facilities for such works in terms of transport, canteen etc. 3.5. ATTENDANCE 1. C-DOT follows the Biometric Attendance System. Staff members are to record their fingerprint on the Biometric Access Terminal during every movement across entry/exit point. 2. Biometric Access Terminals are installed at the locations mentioned below: 3. In Delhi: 8 Nos. Three at Bank side entry (Gate No. 2). One at Staircase of reception side entry, and two each in the basement Car parking area left and right side. 4. In Bangalore: 4 Nos. at main entrance and 1 near wicket gate, adjacent to the Directors Block. 5. In case of Biometric failure or where the biometric access terminals are not available at the entry/exit points, staff have to record their movement in a register, kept with the Security Personnel for this purpose. 6. ATTENDANCE POLICY (w.e.f. 01 NOVEMBER 2011) A. Normal office working hours are 8.30 AM to 5.00 PM. B. All gates shall be kept opened from 8.00 am to 9.00am and 5.00 PM to 5.30pm for easy movement of staff. C. Staff have to work Minimum 8 hours x No. of working days for the Calendar Month. D. Staff is allowed to record their attendance up to 9.00AM without any prior permission; however, staff shall not leave office before 5 PM without permission. For the purpose of meeting the requirement of 8 hrs per day on an average over a month, normally the contributions during 8 AM 5.30 PM would be considered. E. Every movement across entry/exit points to be recorded by punching into the Biometric attendance system (BAS) machines. F. There may be many instances where staff members have to put in extra hours of work to meet either the ABP and RFD time and project schedules or to attend urgent customer related issues. It is generally expected that no compensation for SERVICE CONDITIONS
STAFF HANDBOOK V02/11 D01 9 Copyright 2011, C-DOT. these extra hours can be claimed as a right. However, the Group Head of the staff member, after due diligence, may permit / allow staff members to take short leaves to attend to their personal / domestic needs. G. Any absence from office, due to official duty or due to attending training or seminars, tour etc., or missing punches shall be regularized with the consent of the Group Heads for the staff working below, through the ON-DUTY option in the work flow system that has been created for Casual Leave applications. For Group Heads and above, ON DUTY is by self declaration. For applying Casual Leave staff members may enter details as required in the automated workflow system. H. Except CL there is no change in procedure in applying all other leaves. However, the other types of leave (EL/HPL/COMM etc), once updated in the EST package will be ported in the BAS system in order to ensure reconciliation with the attendance records. MIS Bangalore is working towards automation of EL and HPL also in the work flow system. Till the time that system becomes operational, all leaves other than CL will be ported into the BAS system from the EST package. I. In the Leave system, leave deduction will not be applied for first 2 hours of shortage in working hours in a Month. Beyond that, for shortage up to every 4 hours, 1/2 day CL will be deducted till the CLs are exhausted, provided prior permission from Immediate Superior was taken for each occasion; this procedure will also be applied for permissions that are not compensated. After the CLs are exhausted, the ELs and HPLs shall be deducted as per applicable rules. J. Waiver of up to 3 Hours in a month may be allowed with prior permission of the Immediate Superior for the staff working below; Group Heads may declare for self. K. By 7 th of every Month group-wise individual attendance records shall be made available to all Group Heads. L. Individual staff members shall ensure applying leaves due, official duties entry, Missing attendance records regularization, and Compensatory offs entry, before 15 th of every Month for the previous Month. M. HR shall update all leave records of staff in the system by 20 th of every month for the previous month and intimate Finance for further processing. N. Consolidated summary report shall be sent to Registrar and also on demand to the Board members Note: Group Heads means all GLs, acting GLs, Senior Managers, Managers, SPMs and above SERVICE CONDITIONS
STAFF HANDBOOK V02/11 D01 10 Copyright 2011, C-DOT. 3.6. RESIGNATION 1. One month's Notice Period is required to be given in writing, by a staff member under probation. 2. After the completion of probation, a staff member shall be required to give three months notice in writing. 3. In case a staff member wishes to get released without serving full notice period, C- DOT reserves the right to either allow him/her to: a. Set off Earned Leave towards shortfall in notice period. b. Pay salary in lieu of notice period. c. Waiver of notice period is not allowed under normal circumstances. Waiver if any can be sanctioned only by the EDR on recommendation of GL/Director concerned. d. The leave during notice period of resignation should be minimised and the leave sanctioning authority will have the authority to extend the notice period by the duration of the leave taken. 3.7. RELIEVING FORMALITIES 1. On release of the office order accepting the resignation, the staff member should obtain a No Dues certificate from groups (Admin., HR, Finance, TSG, immediate superior, Equipments Group, SRC, Library), listed in the format. 2. The staff member should subsequently surrender or transfer any material assets/equipments/cupboard key etc. under his/her custody with the approval of his GL. 3. On receipt of the No Dues Certificate, the Personnel & HR Department will issue the relieving letter and service certificate on the last working day. 3.8. RETIREMENT ON SUPERANNUATION 1. Presently, the age prescribed for retirement on superannuation is 60 years. 2. Retirement is effective from the afternoon of the last day of the month in which age of superannuation is attained. 3. An employee whose birth date is the first of the month shall retire on the afternoon of the last day of the preceding month. 4. The day of retirement on superannuation will be deemed as a working day. SERVICE CONDITIONS
STAFF HANDBOOK V02/11 D01 11 Copyright 2011, C-DOT. 3.9. C-DOT POLICY ON DEPUTATION Vide circular No. 11/2012 dated 23 rd November, 2012 the Policy for Deputation has been announced. There are two facets to this policy: Proceeding on deputation to other organizations and Recruitment of staff on deputation from other government organizations. The guiding principles on both are given below: A. Policy regarding Deputation to other Government Organisations The guiding principles for proceeding on deputation to other organizations would be as under: 1. FINAL AUTHORITY FOR GRANTING APPROVAL : The Appointing Authority (C-DOT Board) will be the final authority to permit staff to proceed on deputation. However, the applicant cannot claim to proceed on deputation as a matter of right. The request shall be evaluated on the basis of the current status of the C-DOT Project If he /she can be spared, only then the permission shall be granted. 2. DEFINITION : A. Employee means an employee of C-DOT who is being sent on deputation in terms of these conditions : B. C-DOT shall mean the Centre for Development of Telematics having its registered office at Mandi Road, Chattarpur, New Delhi and having its offices / branches at New Delhi, Bangalore or any other place. C. Borrowing Organisation shall mean any other Government Department / Autonomous bodies 3. ELIGIBLITY : a) An employee shall be eligible for deputation/foreign service to State Government/State Government Organizations/Government of UTs/Government of UTs Organizations/International Organizations/ Autonomous bodies, trusts, societies, PSUs etc. controlled by the Central /State Governments only, against the deputation circulars floated by these organizations. The employee should be clear from the vigilance angle and should not have dealt with the borrowing organization in the last five years. Such deputation shall be limited to a maximum period of three years in the entire service of an employee within C-DOT. SERVICE CONDITIONS
STAFF HANDBOOK V02/11 D01 12 Copyright 2011, C-DOT. b) Officers below the age of 56 years only shall be eligible for deputation. c) Only those applications shall be considered that shall add value to the employees skills on reversion to C-DOT. 4. Refusal to proceed on deputation: a. The employee shall have no right to withdraw the request for deputation after its approval unless and until the withdrawal is approved by the C- DOT Board. b. A staff in a higher Grade Pay / scale of pay shall not be appointed on deputation to a post in lower Grade pay / scale of pay and where the scale of pay and dearness allowance in C-DOT and the deputation post are dissimilar. 5. Period of Deputation : The period of deputation shall normally be for a period of three years or the end of the service contract with C-DOT whichever is earlier. At the end of deputation. he/she will either revert to C-DOT or get absorbed permanently in the borrowing organization if approved by the C-DOT Board. 6. Extension of deputation Extension can be granted up to a maximum of one year, provided such extension does not exceed the period of service contract of the employee with C-DOT. If the borrowing organization wishes to retain the officer beyond the prescribed tenure, it shall initiate action for seeking concurrence of the lending organization, individual concerned etc., six months before the expiry of the tenure. In no case it shall retain the officer beyond the sanctioned term unless the approval of the Competent Authority of the organization has been obtained in writing. 7. Cooling period : There shall be no mandatory cooling off. Deputation shall be permitted by C-DOT only once in the total service period of an employee in C-DOT. 8. Commencement of Deputation : The period of deputation shall commence from the date of release from C-DOT and shall terminate on the date the employee resumes duty in C-DOT on reversion ( in case reversion happens prior to date of expiry of term of deputation or upon expiry of the period of deputation or upon expiry of service contract with SERVICE CONDITIONS
STAFF HANDBOOK V02/11 D01 13 Copyright 2011, C-DOT. C-DOT, whichever is earlier). 9. Pay & Allowances and any other expenses During the period of deputation, all applicable expenses of the employee including Pay and other allowances shall be completely borne by the borrowing organization. C-DOT shall bear no liability of the employee during the period of deputation. 10. Joining time pay : Joining time pay while proceeding on deputation and on repatriation, if applicable, shall be payable by the borrowing organisation. 11. CPF/Gratuity The employee of C-DOT, who is proceeding on deputation, shall not join any PF Trust of the borrowing organisation. The employee shall continue to be a member of the C-DOT Employees PF Trust. The borrowing organisation shall recover from monthly salary of the employee contribution due to the C-DOT PF Trust and contribute an equivalent amount as employer before sending the aggregate amount to C-DOT on or before the 10 th of the following month. The borrowing organisation shall also, on a written request from C-DOT, remit to C- DOT, amount of gratuity payable to the employee for the period of deputation. 12. Leave Rules : The employee shall follow leave rules of the borrowing organization. 13. Medical Facilities : The employee shall be entitled to medical facilities of the borrowing organization only. 14. Loans & Advances : The borrowing organization shall remit to C-DOT outstanding installments payable by the employee to C-DOT against any loans / advances along with the interest due. 15. Termination of Deputation : Deputation may be terminated either by the borrowing organization or C-DOT after serving a notice period of three months. 16. Service : SERVICE CONDITIONS
STAFF HANDBOOK V02/11 D01 14 Copyright 2011, C-DOT. a) The service rendered by the employee in the borrowing organisation shall be counted as service for the purpose of PF/Gratuity. The employees experience during the deputation period will be counted as long as it is in line with C-DOT work and this shall be done on merit and on case to case basis. b) The employees appraisals will be normalized by C-DOT with respect to C-DOT employees. c) The period of deputation will be counted for five years contract period. 17. Other facilities : C-DOT shall have no objection to other facilities being extended to the deputed employee which the borrowing organization may extend to its employees. 18. Deputation to Central Government services shall be governed by C-DOT Rules. 19. C-DOT reserves the right to add, alter, delete or amend any terms and conditions set forth above. B. Policy on Recruiting staff on Deputation 1. Recruitment shall be at the level of SRE & above from other government organizations or PSUs (as per DOPT orders) handling similar nature of projects C-DOT shall follow its recruitment rules for hiring staff on deputation. 2. Skill sets required : A. Holding similar or analogous position in the present organization B. Having desired experience in the area of specialization C. Qualifications : B.Tech / M.Tech degree in relevant discipline. D. Minimum experience: Having work experience of minimum of five years in the relevant area / technology. PMI Certification would be an added advantage. E. Age limit can be set as per the minimum experience required, but not exceeding superannuation age after including duration of deputation. 3. Grade offered: Grade to be offered can be decided depending on the current qualifications, skill, experience and the present scale of the candidate in the parent organization. Deputation of officers from Civil SERVICE CONDITIONS
STAFF HANDBOOK V02/11 D01 15 Copyright 2011, C-DOT. Services will be as per deputation rules & regulations of Govt. of India. 4. Release of Notification : The requirement on deputation basis would be circulated to Government organizations. These organizations would be requested to publicize C-DOTs requirement within their organization. C-DOT website and DOPT may also be used as a medium of publicity. The public notification would indicate the number of vacancies in each grade, eligibility criteria, qualifications, etc. The notification would clearly indicate the initial term of deputation which shall not exceed three years. Term of appointment can be extended by C- DOT with the consent of the parent organization. Applications submitted by candidates shall be forwarded through proper channel in the parent organization and shall contain the following information: - (i) Detailed Resume of the candidate (ii) Performance data for the last five years (iii) Vigilance/Disciplinary clearance from the parent organization. (iv) A statement showing major/minor penalties imposed during the last ten years. The statement is also required in case of NIL information. (v) Any awards/recognitions given to candidate. (vi) Present Pay band and grade (vii) Pay & Perks and allowances availed. (viii) Medical benefits being availed. 5. Short listing of Applications, interview & issue of offer letter: A. Initially, HRD shall screen applications and short list applications meeting the published criteria. The criteria will be published in the notification. B. Second level screening will be done by a Committee of Technical SERVICE CONDITIONS
STAFF HANDBOOK V02/11 D01 16 Copyright 2011, C-DOT. Experts / Group Leaders nominated by the Board for this purpose. C. Short listed candidates : Short listed candidates would be called for an interview by a panel constituted by the Board. D. Board shall take a decision on the final recommendations of the Interview panel for issue of offer to selected candidates.
PAY SCALES & SALARY
STAFF HANDBOOK V02/11 D01 17 Copyright 2011, C-DOT. 4. PAY SCALES & SALARY 4.1. PAY SCALES C-DOT follows Central Government pay scale pattern. The pay scales have been revised through the Sixth Pay Commission Report, which came into force with effect from January 1, 2006. Depending upon functions, C-DOT pay scales are classified into the following four categories. TECHNICAL STAFF (Engineers & Scientists) Grade Pay Band Scales of Pay Grade Pay EI PB3 ` 15600-39100 ` 5400 EII PB3 ` 15600-39100 ` 6600 EIII PB3 ` 15600-39100 ` 7600 EIV PB4 ` 37400-67000 ` 8700 EV PB4 ` 37400-67000 ` 8900 EVI PB4 ` 37400-67000 ` 10000 EVII HAG ` 67000-79000 NIL EVIII Apex Scale ` 80000 fixed NIL
ADMINISTRATIVE STAFF (Registrar, CFO, Officers, Executives, Associates, etc.) in the HR, Admin. Purchase, Finance departments Grade Pay Band Scales of Pay Grade Pay Administrative Support
Grade Pay Band Scales of Pay Grade Pay MI 1S ` 4440-7440 ` 1650 MII PB1 ` 5200-20200 ` 1900 MIII PB1 ` 5200-20200 ` 2400 MIV PB1 ` 5200-20200 ` 2800
PAY SCALES & SALARY
STAFF HANDBOOK V02/11 D01 19 Copyright 2011, C-DOT. 4.2. SALARY Salary means basic pay and all other admissible allowances. Salary is paid on the last working day of each month. However, for the month of March of each year, the salary is paid on the first working day of April next. All payments are through remittance to the employees Bank Account. ALLOWANCES
STAFF HANDBOOK V02/11 D01 20 Copyright 2011, C-DOT. 5. ALLOWANCES 5.1. DEARNESS ALLOWANCE 1. DA is granted to compensate the price rise. This is fixed twice a year, based on the rise / fall in the cost of living index in January 1st and July 1st of each year. 2. As per Central Government rates. 3. The rate of DA as on 01/01/2014 is 100% of basic pay. 5.2. HOUSE RENT ALLOWANCE (H.R.A) 1. The House Rent Allowance shall be paid as per the following rates: a. Delhi - 30% of actual basic pay including Grade pay drawn b. Bangalore - 30% of actual basic pay including grade pay drawn 2. A staff member is not eligible to draw House Rent Allowance when a. He/she avails the leased accommodation facility. b. He/she shares leased accommodation allotted to another staff member. c. He/she resides in an accommodation allotted to parent (s) / son / daughter / spouse in the same station by Central Govt./Public Sector Undertaking /LIC/Bank etc. d. He/she is provided Hostel Accommodation by the Centre. 3. House Rent Allowance is payable on the basis of initial declaration by staff member at the time of joining. Declaration forms are available with the Administration Group. 5.3. OTHER ALLOWANCES The following Payments are made by Finance to Staff, subject to eligibility, claim and fulfillment of other specified conditions: 1. Pay including Grade pay 2. DA 3. MFA 4. HRA 5. Transport ALLOWANCES
STAFF HANDBOOK V02/11 D01 21 Copyright 2011, C-DOT. a. Subsidized transport b. Reimbursement Own conveyance i. Petrol for Car ii. Petrol for Scooter iii. Vehicle Maintenance c. Reimbursement public Transport 6. Local conveyance 7. Children Education Allowance 8. Medical Reimbursement 9. LTC/LLTC 10. Purchase of a. Books b. Journals c. Newspaper 11. Official Telephone Reimbursement 12. Credit Card 13. Interest Subsidy a. Car b. Housing 14. Travel Bills Including Transfer / Tour (DA/Local Conveyance/Fares) 15. HRA/Lease Maintenance 16. Long Term Advances 17. Membership for professional Bodies a. One Foreign ALLOWANCES
STAFF HANDBOOK V02/11 D01 22 Copyright 2011, C-DOT. b. One Indian 18. Leave Encashment 19. Gratuity Subject to Eligibility on resignation or otherwise 20. Adhoc Bonus 21. Award / Reward (Including Official Language) 22. Family planning Allowance
EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 23 Copyright 2011, C-DOT. 6. EMPLOYEE BENEFITS / FACILITIES 6.1. TRANSPORT C-DOT provides Conveyance facilities to staff as follows. Staff members can intimate the options chosen by them to Administration Group who in turn will inform the Finance Group. 6.1.1. Subsidized Transport Buses/Matadors on specified routes are provided to cover maximum number of staff members for morning pick-ups and evening drops. In addition, regular trips are provided late in the evening. Staff cars are also available on holidays. Transport is available for select places, the details of which may be obtained from Admin. Group. Staff contribution for using Centre's Subsidized transport shall be as follows: Grade Pay Deduction (per month) Upto ` 2800/- ` 75/- Above ` 2800/- ` 100/- Directors & Above ` 150/- 1. While C-DOT transport facilities are available on all the working days, in the event of non-availability, due to any reason, of such pick-up and drop facility, the employee can commute on his own and claim reimbursement of local conveyance by the eligible mode. For this purpose the claim will have to be submitted to the Admin. Based upon certification by the Admin. Group, Finance will reimburse the same. 2. On weekdays, C-DOT provides transport at late hours also. For staff members of C- DOT Bangalore, please note that two vehicles ply on shuttle basis within the city limits, the requirement of which has to be forwarded to Admin. Group through a prescribed form, approved by the GL. For staff members of Delhi, a prior request approved by the GL, as per delegation of powers, needs to be forwarded to Admin. For commuting on holidays for official duty, reimbursement of local conveyance by eligible mode will be admissible to all those staff members who are availing subsidised transport facilities provided by C-DOT, based on request approved by GL, as per delegation of powers. 6.1.2. Reimbursement for Own Conveyance Staff members are entitled for reimbursement of conveyance expenditure at actual on self-declaration for using transport for coming to office and returning as follows: Amount of Reimbursement = quantum of petrol x the prevalent prices of petrol at working city. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 24 Copyright 2011, C-DOT. Classification Quantum Employees using 2 wheelers (irrespective of scale of pay or grade) 30 Ltrs p.m. Employees using cars and whose Grade Pay is ` 6600/- and below 50 Ltrs p.m. Employees using cars and whose Grade Pay is ` 7600/- and above 75 Ltrs p.m. The above classification applies to equivalent non-technical grades too. The reimbursement is made on the basis of certification to be furnished by the employee concerned. 1. The employee shall have to certify that the vehicle is registered in the name of self / family (family for this purpose comprises of spouse or blood relation residing with the staff member). 2. That the staff member is using the vehicle for attending office and no claim is being made by any other person for conveyance reimbursement against this vehicle from C- DOT or any other authority (organization). 3. These reimbursements are made through monthly salary. However, staff is required to give annual declaration for the reimbursement made. Those who claim reimbursement for own conveyance will also be eligible for reimbursement of conveyance charges for journeys undertaken for official work. However, for official journeys performed on holidays, they will be paid either local conveyance charges as per entitlement or they can claim reimbursement on a Kilometer basis. Please refer to Local Conveyance table given in Sec 10.1.6.5. 6.1.3. Reimbursement for Vehicle Maintenance 1. All employees in EI / AVI grade and above, will be eligible to own cars and claim reimbursement accordingly. The amount that can be re-imbursed, will be limited to ` 400/- per month for cars and ` 200/- per month for 2 wheelers. 2. Employees below EI / AVI grade, will be eligible to own and seek reimbursement for two-wheelers. If an employee in this category owns a car, reimbursement for vehicle maintenance will be limited to ` 200/- per month only. 3. Reimbursement will be made alongwith the monthly salary, based on declarations made to Admin. However, the staff member is required to give annual declaration at the end of the financial year for the reimbursement obtained. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 25 Copyright 2011, C-DOT. 6.1.4. Reimbursement for Public Transport Staff members are entitled for reimbursement of conveyance expenditure for using public transport at the following rates w.e.f. 01/09/2008 at both the Location i.e., Delhi & Bangalore: Grade Pay of the Employee Rate of Transport Allowance Grade Pay of ` 5400 and above ` 3200 + DA thereon Grade Pay of ` 4200, ` 4600 & ` 4800 `1600 + DA thereon
Those drawing pay below ` 4200 but drawing pay in the pay band equal to ` 7440 and above Grade Pay Below ` 4200 and pay in the pay band below ` 7440 ` 600 + DA thereon Rates of Transport allowance are different for Physically Handicapped staff members. For details please refer Section 6.17 of this handbook. 6.1.5. Procedure 1. Staff members intending to use C-DOT subsidised transport may contact the Admin. Dept., who shall provide information about existing routes of the vans. Deductions shall be made from the salary. 2. Those covered under reimbursement scheme should apply to Finance Department in the prescribed conveyance form on monthly basis. 3. Those who wish to switch over from one system of reimbursement to another can do so only once in a period of six months. 4. Reimbursement will be made alongwith the monthly salary, based on declarations made to Admin. However, the staff member is required to give annual declaration at the end of the financial year for the reimbursement obtained. 6.2. MEDICAL REIMBURSEMENT 6.2.1. Eligibility Conditions 1. For the purpose of reimbursement of medical expenditure incurred by employees on their dependents is reimbursed only when the total monthly income of such dependents (other than spouse) from all sources does not exceed ` 3500/- per month plus the amount of Dearness Relief admissible per month on the date of consideration of the claim. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 26 Copyright 2011, C-DOT. 2. The above income ceiling has to be worked out by taking into account, the income of such dependents from salaries, pension, interest income, properties, capital gain and other sources. 3. If one of the parents of the employee is not dependent on him, then the other parent will also be deemed to be not dependent on the employee. 6.2.2. Scheme for Reimbursement S.No. Particulars Remarks (i) Basis a. The Scheme will operate on Financial Year Basis b. For the Purpose, the term Financial Year will mean the year commencing on the first day of April of each year and ending on the 31 st day of March of the next year. (ii) Entitlement a. Two months Basic pay on the first day of April each year, after including therein the normal annual increment, if due on that day. b. The amount so arrived at will not be revised at any time thereafter during the Financial Year, due to subsequent events like promotions, retrospective hike in the basic pay etc. c. In the case of Employees joining the services of the organization after the first day of April of a Financial Year, the entitlement will be calculated on the basis of Basic pay on the date of joining. However, in such cases, the entitlement will be computed on prorata basis for the number of completed months in the Financial Year in which they join. (iii) Re-imbursement a. For the purpose of this revised scheme, the terms Family, Dependants and Income Criteria for Eligibility of Dependants to be covered by the Scheme will have the same meaning as in the existing scheme. The Declarations given by the employees, at the time of joining service regarding dependants will be used for the purpose of reimbursement. For clarifications on dependents, contact HR or Finance Group. Any false declaration will be construed as misconduct. b. The Entitlement of an employee for each Financial year, worked out as per Para (ii) above, will contain two equal parts Part A and Part B. c. Part A, being 50% of the annual entitlement (Two months Basic pay), will be disbursed in Cash, as an advance along EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 27 Copyright 2011, C-DOT. S.No. Particulars Remarks with the salary for the month of April of each year. d. Part B, being the balance 50% of the entitlement will be used to reimburse further Medical Expenditure incurred. Such reimbursement will be made only against bills for medicines purchased, receipts for doctors fees/clinical tests, proofs for premium paid under Mediclaim Policies taken to cover the employees themselves, members of their family or other eligible dependants. Employees will have the option to avail of Mediclaim Policy either directly or through C-DOT employees group Mediclaim Policy. (iv) Recovery of the Advance paid [Part A of the entitlement] a. Where an employee, who was paid the Medical reimbursement advance for any financial year, leaves the organization before the expiry of that year, the amount paid in advance will be recovered for the period he / she does not serve C-DOT before he is released from C-DOT. b. No such recovery will, however, be made, where the employee furnishes proofs like doctors prescriptions, bills for medicines purchased etc., using the advance paid to him/ her. (v) Carry forward of the unspent balance of the entitlement [Part B] a. Any part of the amount or the whole thereof remaining unutilized at the end of the financial year concerned will be allowed to be carried forward to the immediately succeeding financial year. b. The amount so brought forward to a financial year from the previous one cannot be encashed but only to be utilized for seeking reimbursement of the actual expenditure incurred in the current financial year. If the aggregate of the advance paid to the employee at the beginning of the year [Part A] of the entitlement, and the amounts reimbursed against bills etc. [Part B] during the year exceeds the entitlement for the year. For the purpose, bills for expenditure incurred and other proofs will have to be produced. Reimbursement in such cases will be admissible only with the approval of the Director concerned. c. The unspent amount of the entitlement for Financial Year, which is the transition year, will be allowed to be carried forward to the next Financial Year. (vi) Relaxations a. Normally, reimbursement beyond the entitlement indicated in (ii) above, will not be made. b. However, in cases where an employee has exhausted EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 28 Copyright 2011, C-DOT. S.No. Particulars Remarks entitlement at (ii) above and balance of unspent entitlement brought forward from the previous financial year, as indicated in (v) above request for further reimbursement will be considered beyond the normal entitlement for the year, plus the balance brought forward from the previous year. In such cases, reimbursements will be allowed only with the approval of the Board. (vii) Recovery of Income tax and Statutory Levies Will be made in accordance with the statutory provisions applicable from time to time. (viii) Procedure to be followed a. For receiving the advance in Cash [PartA] No Form/Certificate is to be given for the purpose. The Advance will be given in the case of all employees availing Medical Reimbursement facility under the existing scheme. The Advance will be credited alongwith Salary for the month of April/May. Similarly, the advance will also be given in the case of all new employees based upon their basic pay on the date of joining and the declarations of dependants made by them. b. Certificate to be given at the end of the financial year regarding utilization of above advance. Where the advance is utilized, in meeting expenditure on Medical Treatment at recognized hospitals for specified illnesses, proofs therefore should be furnished. Where however, the advance is used in meeting expenditure on common illnesses, a mere certification that the advance has been used will suffice. c. Where an employee, who received the advance in Cash, leaves the organization before the end of the financial year concerned. To furnish proofs for expenditure incurred out of the advance. Upon submission of proofs, no recovery will be made to that extent. Where the employee does not produce any proof for the expenditure incurred, the whole of the advance will be recovered. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 29 Copyright 2011, C-DOT. 6.2.3. Other Terms and Conditions of C-DOT Mediclaim Policy Part B of Medical entitlement (for reimbursement of medical bills etc.) will be released for only those staff members who have either opted for C-DOT Group Mediclaim Policy or have their own policy for an amount equivalent (or more) to the mediclaim coverage of employees in C-DOT Group Mediclaim policy i.e. 3.5 lakhs for Support Grades (SI to SVI and AI to AV) and EI/AVI and below 5.0 lakhs for EII/AVII and above 1. Staff members who have opted for own Mediclaim Policy are advised to submit the proof of the same to HRD Group and only after clearance from HRD, finance will release part B amount for employees who have opted for their own policy. 2. Staff members opting for C-DOT Group Mediclaim Policy will have to submit a declaration to Admin Group in the prescribed format, which should be similar to the declaration submitted to HRD. 6.2.4. Medical Reimbursement after retirement /death 1. C-DOT Management has considered need for extending medical benefits to CDOT employees and their dependents after superannuation. 2. It has been decided to allow reimbursement upto two months basic pay/annum for medical expenditure (Last pay drawn) 3. This policy will be applicable to all those who have superannuated from the services of CDOT even prior to this decision. 4. All those employees who have put in atleast 5 years of service in CDOT and superannuate will be entitled for this benefit. 5. For those employees who have rendered 10 yrs of service, CDOT will pay premium for medical insurance for the family of the deceased /superannuated employee as per the norms applicable to C-DOT employees in service. 6. Those who join service of any public/private sector organization after superannuation would not be entitled for this benefit. 6.2.5. Relaxation in Reimbursement for Medical Expenditure beyond entitlement For the purpose of reimbursement of medical expenditure incurred by employees for self and their dependents, there exists a ceiling of two months basic pay (pay as on 01 April of the year) in a financial year. Relaxation beyond entitlement: EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 30 Copyright 2011, C-DOT. Normally, reimbursement beyond the entitlement indicated above, is not to be made. Cases beyond normal eligibility will be dealt on a case-to-case basis and the approving authority will be Director / Board. However, in cases where an employee has exhausted entitlement for current year and balance of unspent entitlement brought forward from the previous financial year, request for further reimbursement shall be allowed only with the approval of the Board. Reimbursement over and above eligibility cannot be claimed as a right. The decision of the Board in this matter will be final and binding on the claimant. PROCEDURE: All applications for any relaxation beyond entitlement of current year shall be made by the staff member in the prescribed format. 1. Regarding reimbursement beyond current year entitlement from unutilized portion of previous year entitlement, present practice of reimbursement after Director approval shall continue. 2. Regarding cases where an employee has exhausted entitlement for current year and balance of unspent entitlement brought forward from the previous financial year, the general guidelines that shall be followed for recommending cases to the Board, for relaxation for reimbursement beyond eligibility are given below: (a) Such cases will be treated only as exceptions and not a norm. (b) Relaxation shall be admissible for critical illness only, involving very high medical expenditure. Criticality of illness has to be established by the staff member by attaching Doctors Diagnosis, prescriptions. relevant reports etc. (c) Reimbursement shall only be made when staff member has produced bills to justify that Part A for the current year (disbursed as cash, as an advance along with the salary for the month of April each year) has also been completely spent towards medical expenditure in the current financial year. Proof of usage of Part A shall be attached by the employee, along with his / her application for relaxation. (d) This application for relaxation beyond normal eligibility shall first be sent to the Finance department. Finance department shall verify the application with EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 31 Copyright 2011, C-DOT. regard to Proof of usage of Part A (as prescribed by point no. b above) and attach the history of Medical utilization by the staff member in the last 5 years (excluding current year) with the application. (e) If Finance is not satisfied with proof of usage, application shall be rejected by Finance and returned to the employee. (f) After verification of proof of usage of Part A, and annexing history of medical utilization, Finance department shall forward the application to HRD. (g) On receipt of the application, HRD shall obtain the comments of the in-house Doctor regarding the application and thereafter forward the application (along with all documents mentioned above) for consideration of the Board. 6.3. LEAVE TRAVEL CONCESSION 6.3.1. Scope The objective of this scheme is to offer assistance to C-DOT staff members and family to visit their hometown and other places as part of welfare measures. 6.3.2. Eligibility 1. Staff members should have completed one-year service as on date of onward journey. 2. Self and family are eligible. 3. Family for LTC means staff member's spouse, and two surviving children or stepchildren wholly dependent upon the staff member, whose income from all sources does not exceed ` 3,500/- p.m. It includes in addition, unmarried sisters, minor brothers and married daughters who have been divorced, abandoned or separated from their husbands, if residing with and wholly dependent on the staff member (provided their father is either not alive or is himself dependent on the staff member. 4. Parents or step-parents and children, wholly dependent upon the employee, irrespective of whether residing with the employee or not, will also be covered. Note: a. The restriction of two surviving children as indicated shall not apply in respect of existing children of staff member as on 1/10/97 and a child born within one year from 1/10/97 and also in case of multiple births after one child. b. Not more than one wife is included in the term family for the purpose of these rules. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 32 Copyright 2011, C-DOT. 5. Staff members on deputation have the option (if not specified in deputation orders), either to choose LTC of C-DOT or that of parent organisation; whichever is more favourable to them. 6. The concession is restricted to journeys within India. 7. If both husband and wife are employed in different organisations, LTC could be availed only from one organisation on declaration and certification by the other organisation. 8. In case a staff member goes on LTC and gets married, his/her spouse would be entitled for LTC coverage from the place of LTC to place of posting. 6.3.3. Home Town 1. Hometown means the place declared by the staff member, which requires his/her physical presence at regular intervals for discharging various domestic/social obligations. 2. Hometown could be one where the staff member owns residential property or where his relations are residing. 3. Hometown declaration once made at the time of joining shall be treated as final. Hometown can be changed only once during the entire service period. Any change shall be accepted by the Competent Authority subject to a detailed assessment of the justification given and based on the criteria detailed above. 6.3.4. Block Years 1. The block years followed in C-DOT are 2006-2009, 2010-2013 and so on. 2. Block year of eligibility is one in which the staff member completes one years' service. 3. The concession is admissible as below: a. Example If X joins on 10-6-09, his first LTC is admissible for the block year 2010-11, that is the block in which, he/she completes one year service. (Please note that there is no block year like 2009-2010). 4. In a span of 4 years, for example blocks of 2010-2013, a staff member could avail a. Either both blocks to home town (i.e.) 2010-2011 and 2012-2013 or EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 33 Copyright 2011, C-DOT. b. One hometown and one anywhere in India in lieu of the second hometown block. 5. Staff members whose hometown and place of posting are the same, are eligible for LTC once in 4 years only to visit any place in India. 6.3.5. Carry Forward The concession admissible for a particular block of two years, which is not availed during the block, may be carried forward to the first year of the next block. This facility is however not available to those who may avail LTC to hometown every year due to his/her family being away from the station of posting. For example, if a staff member has not availed LTC concession of 2008-09 during that block year, the same could be carried forward upto December 31, 2010. 6.3.6. Journey by Air/Rail: Grade Pay Air Train Employees drawing Grade Pay of `10000/- & above and those in Pay Scale of HAG & above Business /club class by air (as per LTC policy) Presently Economy class (as per DOPT OM) AC I Class Officers with grade pay of ` 7600/-, ` 8700/- and ` 8900/- Economy class A/C 1st Class Officers drawing Grade Pay of ` 5400/- and ` 6600/- Economy class A/C 2 tier Class Officers drawing Grade Pay of ` 4200/-, ` 4600/- and ` 4800/- ----- A/C 2 tier Class All other employee ----- 1st Class / A/C 3 tier or A/C Chair Car a. In case of places not connected by rail, travel by AC bus for all those entitled to travel by AC II tier and above by train and by Deluxe /ordinary bus for others is allowed. b. In case of road travel between places connected by rail, travel by any means of public transport is allowed provided the total fare does not exceed the train fare by the entitled class. Note: Entitlement by Rajdhani/Shatabdi Trains would be applicable in cases where journey is actually undertaken by these trains and not for determining entitlement on EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 34 Copyright 2011, C-DOT. notional basis. Both ends of the journey i.e., place of origin of the journey and the destination should be directly connected by Rajdhani/Shatabdi Express. 6.3.7. Journey by Sea or by River Steamer: Grade Pay Andaman & Nicobar Islands & Lakshadweep islands (Shipping Corp of India) Others Officers drawing Grade pay of ` 5400/- and above and those in pay scales of HAG+ and above Deluxe Class Highest Class Officers drawing grade pay of ` 4200/-, ` 4600/- and ` 4800/- First / A Cabin Class If there be two classes only on the steamer, the lower class Officers drawing grade pay of ` 2400/- and ` 2800/- Second / B Cabin Class If there be two classes only on the steamer, the lower class If there be three classes, the middle or the second class If there be four classes, the third class Officers drawing grade pay less than ` 2400/- Bunk Class The lowest class 6.3.8. Break-Up in Groups 1. Staff members may avail Leave Travel Concession for travel in one group or separately in different groups as convenient to them. 2. Where the staff members and/or members of family travel in different groups at different times, it becomes compulsory that the return journey be completed within 6 months. 3. A staff member and/or members of his family may visit either the same place or different places of their choice. It is not necessary that all of them visit the same place. 6.3.9. Shortest Route 1. Before commencement of the journey a staff member should declare the intended place of visit. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 35 Copyright 2011, C-DOT. 2. The journey may be performed by any route to the declared place of visit. But the claim will be regulated with reference to the shortest direct route on a through ticket basis. 6.3.10. Prior Permission 1. Staff members intending to avail LTC should obtain sanction from the immediate supervisor before commencement of journey. 2. A statement of leave sanctioned should also be furnished in the form. 3. Minimum of one days leave alongwith holidays/weekends is mandatory to avail LTC. 6.3.11. Procedure 1. Application in prescribed preformed duly completed and sanctioned should be submitted to Personnel before commencement of journey. 2. Booking of tickets should be done only after obtaining the certification from Personnel & HR Group. 3. Staff member has to produce original ticket in reference of air/water/road journeys and ticket numbers or photocopy of tickets in reference of rail journeys for settlement of the claims. 4. Staff members may approach Administration Group for booking of LTC tickets. 6.3.12. LTC Entitlement for Fresh Recruits 1. Fresh recruits will be allowed to travel to their hometown alongwith their family on three occasions in a block of four years and to any place in India, on the fourth occasion. 2. This facility shall be available only for the first two blocks of four years after joining the Government for the first time. The block of four years shall apply with reference to the initial date of joining service. 3. The existing blocks will remain the same but the entitlements of the new recruit will be different in the first eight years of service. 4. Fresh recruits are also entitled for conversion of one block of Home Town LTC into LTC for destination in NER/Jammu and Kashmir. 5. The current block of four years is 2010-13 EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 36 Copyright 2011, C-DOT. 6.3.13. Other General Conditions 1. In all cases of travel by AC Taxi, Taxi or Auto rickshaw, production of fare receipt will be necessary. 2. Charges incurred for booking of rail tickets through Internet/e-ticketing through the website of Indian Railways are reimbursable. Service Tax, education cess and other similar levies charged on travel by Air/Road/Steamer are also reimbursed. 3. Upto 90% of the fare can be taken as Advance. 4. Travel by Air India only 5. In Economy Class only, irrespective of entitlement 6. Reimbursement of air-fare lower than the LTC-80 airfare of Air India will also be admissible for journeys performed by Air India under LTC, as the intention is to ensure that the LTC claim should not in any case, exceed LTC-80 fare of Air India. 7. Air tickets may be purchased directly from Airlines (At Booking counters/website of Airlines) or by utilising the services of Authorised travel agents viz M/s. Balmer Lawrie and Company, M/s. Ashok travels and tours and IRCTC (to the extent IRCTC is authorised as per DOPT OM No. 31011/6/2002-Estt. (A) dt. M02/12/2009. 6.3.14. Eligibility to Avail LTC to North East Regions Eligibility to Avail LTC to North East Regions whose home town is different from their respective headquarters namely Bangalore / Delhi. 1. An employee whose headquarters and hometown are same is not entitled to home town LTC and thus home town LTC cannot be converted into LTC for NER in such cases. i.e. Staff members, who have declared Delhi/Bangalore as Hometown and are working at C-DOT Delhi/Bangalore respectively, shall not be considered eligible for LTC to Hometown and therefore cannot claim LTC to NER in lieu of LTC to Hometown. 2. However, staff members working at C-DOT Delhi/Bangalore, but whose hometown is other than these two cities (including small and satellite towns adjoining these two cities) will be considered to have a Hometown distinct from the headquarters concerned and will be allowed to claim LTC to NER in lieu of LTC to Hometown. 3. Further, in accordance with the OM F.No.31011/4/2007-Estt.(A) dt. 20/04/2010, the relaxation for travel by air to visit North Eastern Regions, under CCS (LTC) Rules, 1988 is available upto 1 May 2014. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 37 Copyright 2011, C-DOT. 6.3.15. Relaxation in LTC Rules for Travel by air to Visit J&K 1. All staff members will be allowed to avail LTC to visit J&K against conversion of one block of their Home Town LTC. 2. Staff members entitled to travel by air can avail this LTC in their entitled class. 3. All other staff members can travel by air in economy class from Delhi and Amritsar to any place in J&K by any Airlines subject to their entitlement being limited to LTC- 80 fares of Air India. Journey from their place of posting upto Delhi/Amritsar will have to be undertaken as per their entitlement. 4. Relaxation to travel by private Airlines to visit J & K while availing LTC is available to all categories of Govt. Employees, including those entitled to travel by air. 5. Restriction of air travel only by Air India on LTC to other places shall continue to remain in force. 6. This scheme shall be in operation upto 18th June 2014. As C-DOT follows CCS (LTC Rules), all other terms and conditions will continue to be as per the rules prescribed by the Central Govt., and the changes made from time to time in the CCS (LTC) rules 1988 will apply for C-DOT also. 6.3.16. Clarification regarding reimbursement of LTC 80 fare for LTC Vide circular No. 01/2011 dated March 07, 2011 it was clarified that reimbursement of air-fare lower than the LTC-80 airfare of Air-India will also be admissible for journeys performed by Air India under LTC, as the intention is to ensure that the LTC claim should not in any case, exceed LTC-80 fare of Air India. It was further clarified that other instructions issued on air travel from time to time continue to remain in force. 6.4. LIBERALISED LEAVE TRAVEL CONCESSION (LLTC) Employees have the option to avail either LTC facility as per Central Govt. rules or avail LLTC family, which is as follows: 1. By availing this facility the staff member have an option to avail this facility for a distance of 750 kms. (one way) in a block of 2 years and for a distance of 1500 kms. (one way) in the block of 4 years based upon certificates to be provided by them. 2. While availing LTC/ LLTC the employee can exercise the option each time. 3. In case of employees who desire to avail the benefit of the Liberalised scheme, claims for the amount spent will have to be made both for self and family at the same time. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 38 Copyright 2011, C-DOT. 4. For availing LLTC, employees are expected to be away from Place of work for a period of at least 5 days at a stretch including holidays. 5. All rules regarding block years / extended block years applicable in case of LTC are also applicable in case of LLTC. 6. Once an employee rejoins after availing Lien, she would become eligible for LTC /LLTC for the block year in which she completes one year service on rejoining. Eg. Employee joining in November 2002 would become eligible for block year 2002- 2003, only in November 2003. Employee joining in February 2003, would be eligible for LTC /LLTC for block year 2004-2005 only in February 2004. 7. The LLTC disbursement amount for those who are claiming the same on certification basis will be limited to the highest class of train fares between the locations with upper limits in kilometres remaining the same. 6.4.1. LLTC Entitlement for Fresh Recruits 1. This facility shall be available only for the first two blocks of four years after joining the Government Service for the first time. i.e it is applicable only in the first four years of service in C-DOT and subsequently in the next four years. The block of four years shall apply with reference to the initial date of joining service. 2. LLTC for Home Town can be availed within first three years of service after completing one year of continuous service. On availing LLTC Home Town, the new recruit shall not be eligible for LTC Home Town in the first three years of their service. 3. LLTC for Anywhere can be availed only in the fourth year. e.g. if Date of Joining is 01.08.2012, from 01.08.2013 the new recruits are entitled to LLTC Anywhere only in the calendar year 2016. 6.5. PROCEDURE FOR AVAILING LLTC All staff members are advised to apply for availing LLTC in advance for approval as in case of LTC and get the approval of Competent Authority and sanction of Personnel Group prior to availing LLTC. Request for reimbursement of LLTC expenses without prior sanction of LLTC by Personnel Group will not be considered. 6.6. REIMBURSEMENT FOR PURCHASE OF BOOKS 1. The reimbursement facility is to encourage staff members to purchase professional books relevant to their functions. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 39 Copyright 2011, C-DOT. 2. Engineering staff with a Grade Pay of ` 6600/- and above, will be reimbursed ` 5000 per annum. 3. Other employees, who have a Grade Pay of ` 4600/- and above will be reimbursed ` 2000/- per annum. 4. On the basis of Vouchers and Bills submitted by the employee in the Standard proforma, the reimbursement will be made by C-DOT on a Quarterly basis. The Calendar year is to be broken into 4 quarters for the purpose of reimbursement - Jan- Mar, Apr-Jun, July-Sep, Oct-Dec. Not more than 4 claims are to be submitted for one calendar year. 6.7. REIMBURSEMENT FOR PURCHASE OF JOURNALS 1. The reimbursement facility is to encourage staff members to purchase professional journals relevant to their functions. 2. Engineering staff with a Grade Pay of ` 6600/- and above will be reimbursed upto ` 4800/- per annum, for purchase of journals. 3. The claim is to be made on a Quarterly basis in the first month after the quarter concerned. If the claim is not so lodged, it can be done along with the claim for the immediately succeeding quarter. Not more than 4 claims are to be submitted for one calendar year. All claims are to be supported with Vouchers and Bills. 4. All employees seeking reimbursement for journals will be allowed reimbursement, within entitlement, even if it is for subscription beyond the current year. 5. For a staff member subscribing to a journal on payment which is beyond his / her entitlement during the current year, the reimbursement during the current year will be limited to his /her current year entitlement, the balance will have to be claimed during the next financial year on production of the photocopy of the bill. 6.8. REIMBURSEMENT OF NEWSPAPER EXPENSES 1. Staff members are entitled for reimbursement of Newspaper expenditure. The method for reimbursement is as follows: Category of Employees Amount of Reimbursement Employees with Grade Pay of ` 7600/- and above ` 150/- p.m. Employees with Grade Pay of ` 5400/- and ` 6600/- ` 75/- p.m. All other employees ` 60/- p.m. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 40 Copyright 2011, C-DOT. It will be paid alongwith salary. However, the staff members are required to give annual declaration for the claims reimbursed. 6.9. OFFICIAL TELEPHONE REIMBURSEMENT 1. The objective of this Reimbursement is to fulfill the need of employees to work beyond office hours, and holidays and need to be contacted at home. A. Telephone Facility on Functional Basis: i. C-DOT will provide one official landline telephone on functional basis to the following category of employees. They may opt for the reimbursement of their personal phones as in the case of other employees. Board Members STEs / TEs / Registrar / CFO / CAO GL / TL / Manager ii. Employees in the other categories may be provided official phone or reimbursement of personal phone on functional requirement basis, for a period of one year with the approval of director and for a period beyond one year with the approval of EDR iii. The maximum entitlement of the phone and internet charges on functional basis to various categories of employees shall be as under: Sl. No. Level Of Employee Type Maximum Entitlement (No. of calls on Monthly Cycle basis.)* Internet connection (Duration in Hrs. Per Month) 1. Director Official No Limit No Limit 2. STE/TE/CFO/RGR / CAO Official 1000 30 Hrs. 3 GL/Sr.Mgr. Official Upto750 15 Hrs. 4. RE/ Manager/Sr. Executive/ Executive Official/Reimbu rsement on approval basis Upto 500 calls or Slabs 1/2/3 i.e. ` 450/- ` 570/- ` 830/- - 5. Member Support, Secretary, T.A's Technicians Reimbursement on approval basis Slabs 1/2/3/ as above - EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 41 Copyright 2011, C-DOT. * Entitlement for all categories of employees includes rentals besides no. of calls exclusive of free calls. Over and above these limits, the additional calls may be sanctioned as: 2. Director - Full Powers Bill to bill basis for R.Es/ Executives/ Memb. Supp./ TAs / Secy / Technicians, etc. 3. STE/TE/RGR/CAO/CFO - 50% of the entitlement for staff below in respect of GL / Mgr. Only B. Telephone facility as a perquisite: Staff in the under mentioned category will be entitled for reimbursement of expenses for telephone at residence as per the following rates: Sl. No. Category Type Entitlement (No. of calls on Monthly Cycle basis) 1. Engineers with a Grade Pay of ` 6600/- and above Reimbursement 500 Calls exclusive of rentals and tax C. General 1. The reimbursement of personal phones will be allowed if the registration of phone is in the name of the staff member, spouse, parents, in-laws and landlord. 2. In case where both, husband and wife, are employees of C-DOT, the reimbursement shall be given to either of them, whoever has a higher entitlement. However, the entitlement for no. of calls will be clubbed for official use of the phone. 3. The claims for the reimbursement of telephone bills should be submitted directly to finance division alongwith a self-certified copy of the bill, once sanction order is issued by administration division. 4. The landline phone may be installed by any telephone company besides MTNL/BSNL. However, the calculation for the reimbursement of entitlement shall be restricted / based on the rental and call charges of MTNL/BSNL only. 5. One mobile phone connection including instrument and accessories to officials holding the post of technical expert and above for better communication and availability. The present limit for the reimbursement is as under: EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 42 Copyright 2011, C-DOT. Sr.Technical Expert/RGR/CFO ` 2000/- pm inclusive of monthly rentals Technical Expert ` 1200/- pm inclusive of monthly rentals 6. The reimbursement of personal mobile phones will be allowed if the registration of phone is in the name of the staff member. 7. Staff members who are entitled for landline reimbursement can seek either landline reimbursement or reimbursement for mobile connection, provided the same is against a post paid bill and not a pre-paid card connection. reimbursement in such cases will be limited to the following norms: Category Monthly Reimbursement I `450/- II `570/- III ` 830/- 8. The request for change in the option for reimbursement of mobile or landline connection can be made not more than once in three months. 6.10. CHILDREN'S EDUCATIONAL ALLOWANCE 1. All staff members are eligible for Children's Educational Allowance @ ` 1000 p.m. per child for a maximum of 2 children, upto the 10+2 education (including LKG / UKG). Childrens Educational Allowance will not be paid for children enrolled in play schools. Rates of Childrens Education allowance are different for staff with disabled children. For details please refer Section 6.17 of this handbook. 2. The term Children's Education Allowance includes Tuition fees, Laboratory fees, Computer fees, library fee, games / sports fee and fee for extra-curricular activities. This also includes reimbursement for purchase of one set of textbooks and notebooks, two sets of uniforms and one set of school shoes, which can be claimed for a child in a year, but does not include transportation. 3. The reimbursement is paid through salary and employees would be required to furnish proofs i.e. Receipts issued by schools at the end of the every year directly to finance. 4. The above limits would be automatically raised by 25% every time the DA on the revised pay structure goes up by 50%. 6.11. MEMBERSHIP OF PROFESSIONAL BODIES 1. The reimbursement facility is to encourage staff members to participate in professional bodies in the field of their specialisation. A staff member could get reimbursement for membership of 2 professional bodies. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 43 Copyright 2011, C-DOT. 2. The professional bodies can either be both in India or one of them can be a body outside India. 3. For membership of a professional body outside India the membership fee i.e. the admission fee and annual subscription both shall be payable in Indian rupees and shall be limited to the membership fee payable for IEEE. 4. For Indian professional body the membership fee shall be limited to fee payable for CSI. 5. The reimbursement shall be limited to admission fee/annual subscription. 6. For initial membership the approval of the concerned TE/Director shall be obtained. 7. In addition to IEEE membership, an employee can take membership of one of the societies in the area of their specialisation. C-DOT will bear 50% of cost for membership to such society and employees will have to bear the balance of 50%. 8. In case of administrative staff the professional bodies could be the ICAI, ICWAI, ICSI, Indian Institute of Personnel Management, AIMA and Indian Institute of Materials Management. The staff in this category can choose any of the two of these bodies for reimbursement. 6.12. MULTI FUNCTIONAL ALLOWANCE 1. The Multi-functional Allowance (MFA) is admissible to those non-executive staff members of the Centre, who perform multi-functional duties. 2. MFA is payable to staff members in support category e.g. associates, data entry operators, receptionists, member support, research associates etc. 3. MFA is granted initially upon a certification given by the STE/TE/GL and continued until a specific order from the STE/TE/GL concerned for dis-continuance is given. 4. MFA is not admissible during probation. 5. The existing rate of Multi - Functional Allowance is: Grade Pay Rates (per month) (`) ` 1800 60 ` 1900 90 ` 2400 120 ` 2800 180 ` 4200 240 EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 44 Copyright 2011, C-DOT. Grade Pay Rates (per month) (`) ` 4600 270 ` 5400 300 6.13. HARDSHIP AND NIGHT SHIFT INCENTIVE 1. In order to motivate such staff members who perform arduous duties either through visits to difficult stations or performing night duties. 6.13.1. Hardship Incentive 1. Hardship incentive is payable to employees in Grade SVI or below who frequently visit distant sites other than metro cities for installation, operation, maintenance & other R&D related activities. 2. A staff member would be paid hardship incentive for the actual number of days spent in field, provided a minimum of 20 days in one quarter are spent out of C-DOT. 3. A new group member becomes eligible for this incentive after serving for a minimum period of 6 months in the group and only when he/ she starts making independent field visits. 4. The approval for the Hardship incentive shall be given by the local Director on recommendation of concerned GL/TE/STE. 5. Rates of Incentive would be `100/- per day, maximum of ` 1000/- per month. 6. The Board will do the periodic review and implementation of the scheme. 6.13.2. Night Shift Incentive 1. Eligibility: Member of staff in Technical support, who perform round the clock (24 hrs) rotational duties for maintenance and related functions. 2. Incentive is given only after the staff member has performed the shift duty for a minimum of 3 months. Nightshift incentive would be paid only in case the rotational duties include at least one week of night shift. 3. Amount of Incentive: ` 250/- p.m. 4. Approval will be given by Local Director on recommendation of concerned GL/TE/STE. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 45 Copyright 2011, C-DOT. 6.14. PERFORMANCE LINKED INCENTIVE FOR FIELD STAFF 1. Eligibility: For staff deployed in the field and providing various kinds of services, in addition to the existing policy for hardship allowance. 2. The field incentive performance and achievement of targets/objectives incentives will be in slabs of ` 1000/-, ` 2000/- and ` 3000/- per quarter in addition to the hardship allowance as per policy. 3. The GL will submit a quarterly report (Jan-Mar, April-June, July-Sept, Oct-Dec) to the concerned Director, recommending names of staff and the quantum of incentive. 4. Office order will be issued by HRD. 6.15. LEASED ACCOMMODATION 6.15.1. Objective 1. To provide residential accommodation to staff members where the Centre does not have own residential township. This facility is in lieu of House Rent Allowance. 2. Agreement between C-DOT and Owner. 6.15.2. Limits and Recoveries Category (Grade Pay) Entitlement Limits (`) as per CPC No. 04/2004 Financial Recovery (license fee) 2400 2940 121 2800 2940 245 4200 5600 434 4600 5600 527 5400 5600 527 6600 7000 645 7600 9100 771 8700 10500 906 8900 11550 1299 10000 12600 1299 1. With effect from 10th January, 2012, the entitlement for Leased accommodation has been revised. The entitlement for Lease shall be the lease entitlements as per the table above (based on CPC 04/2004) or the HRA admissible in the case of Individual employees, whichever is higher. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 46 Copyright 2011, C-DOT. 2. License fee for Lease Accommodation will continue to be recovered as per rates prescribed by the corporate policy circular no. 04/2004 dated 10.08.2004, given in the table above. 1. Two independent staff members other than wife and husband clubbing together are eligible for 150% of the lower of the two entitlements and the eligibility would be 225% of the least entitlement in case of three employees joining together for leased accommodation. 2. Employees may either request Administration to identify a house as per their requirement or may do it on their own or take help of a broker. 3. Performa of lease agreement is available with the respective Admin. Groups. 6.15.3. Brokerage 1. Upto 100% of entitlement admissible as brokerage at Bangalore & Delhi. 2. Brokerage shall be allowed once in 3 years only. Payment shall be made directly to the Agency/Broker through crossed cheque only. 3. The claim for brokerage charges will have to be made by the Property Agent directly. 4. In case of premature termination of lease, brokerage will not be payable for entering into fresh lease. 6.15.4. Agreement 1. Lease is executed through an agreement between the Centre and the owner. The text of the agreement enumerating detailed terms and conditions is available with the Administration Group. 2. A layout plan of the accommodation should be attested by the landlord, broker and the staff who is opting for lease. 3. The period of agreement shall be for a maximum period of 3 years. 4. If the landlord insists on renting out the house only to a particular staff member, his name could be incorporated in the Agreement. 5. The deed is to be typed on a non-judicial stamp paper of the value of ` 50/- for Delhi and ` 20/- for Bangalore. The deed in original shall be preserved at C-DOT. 6. The stamp paper may be arranged by the landlord. 7. It is incumbent upon the landlord to produce proof of ownership of premises to be leased out. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 47 Copyright 2011, C-DOT. 8. The fittings, fixtures, equipment etc. in the premises may be listed and a schedule attached to the deed. 9. Any deviation from the terms and conditions of the deed could be submitted to Administration Group. 6.15.5. General 1. The leased accommodation is intended for use of staff member and members of the family. Staff members should ensure that the leased accommodation is not sublet / unauthorisedly used. Staff members are responsible for the safe - keeping of the house. Any damage to the leased accommodation has to be borne by the staff members. 2. Leased accommodation is admissible for houses in the Union Territory of Delhi / Bangalore city and their satellite towns i.e. Noida, Greater Noida, Faridabad, Bahadur Garh, Gurgaon, Ghaziabad, Sampla (Rohtak), Sonipat (Haryana), Murad Nagar, Modi Nagar and Meerut for Delhi and Hosur in relation to Bangalore City including all BBMP areas. 3. The leased cheque is credited through ECS system directly to the concerned staff member account. 4. Approval of leased accommodation is subject to verification of prevalent market rates by the Admin. Department. 5. In case of extension of an existing lease, the consent of the owner to the existing criteria/ terms and conditions has to be obtained. 6. In case of advance/deposit, at Delhi three months advance is admissible which is adjustable in first 3 months. 7. At Bangalore, C-DOT pays security deposit equivalent of 10 months rent, repayable by landlord at the time of expiry of lease. 8. Advance/deposit is not payable in self-lease cases. 9. Whenever an employee avails leave for reasons other than medical, lease accommodation facility will be extended on normal rent only for the following periods: 10. Maternity: 6.5 months (inclusive of M.L) 11. All other cases: 4 months EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 48 Copyright 2011, C-DOT. 12. Any leave beyond this period will not entitle an employee to retain leased accommodation facility. 13. The following documents need to be submitted to the Administration Group a. Layout plan of the accommodation proposed to be leased giving details of accommodation, dimensions and total floor area proposed to be leased. b. Sale deed. c. Possession letter d. Conveyance deed e. Latest House Tax paid receipt Performa is available with Administration Group. 6.15.6. Availability of C-DOT Bangalore Apartments for lease C-DOT Bangalore owns ten `three bed room apartments at the National Games Village, Koramangala, Bangalore. Out of the above, some apartments are presently available for being given on a three-year lease to interested staff members, based on the conditions governing the scheme. Interested staff members may contact Admin. Group for further details. 6.15.7. Self Lease 1. Staff members will be allowed to hire accommodation belonging to them/ their family members. (Self Lease) on similar terms and conditions as other normal leased accommodation. 2. Staff members shall also be required to give an undertaking that the proposed leased accommodation is for their use and use of their dependent family members and none of the members of his/her family are either drawing HRA from any other organisation or have been provided leased accommodation facility/government accommodation. 3. In case of self-lease, security deposit/advance/brokerage shall not be admissible. 6.15.8. Termination of Lease 1. Advance notice of at least 30 days before expiry of lease/extended date of termination to be given by the staff member. 2. Clearance of all dues - NOC from owner to be taken by the staff member and recovery of all advances/security deposits etc. would be done by C-DOT. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 49 Copyright 2011, C-DOT. 3. Employees desirous of terminating third party residential lease pre-maturely, can do so by giving adequate notice as per lease agreement, without waiting for completion of current lease period. However, in such cases of premature termination of Residential Lease, brokerage will not be payable for entering into fresh lease. 4. Fresh lease would be signed only on expiry/settlement of the dues of the previous lease. No overlapping would be allowed. 5. It is essential that staff member clears all dues like payment of electricity and water charges including claims for damages if any and hands over the possession to the owner and obtains a `No due Certificate' at the time of vacating the leased accommodation. 6.15.9. Renewal of Lease 1. Application for renewal of lease has to be submitted to the Administration group by the staff members. 2. Consent of the landlord has to be submitted to the Administration group by the staff member. 6.15.10. Leased Accommodation Maintenance 1. The reimbursement scheme is to facilitate carrying out minor essential repairs and maintenance of leased accommodation hired by C-DOT. This includes expenses like minor electrical, civil, carpentry & plumbing jobs. This includes self-leased accommodation also. Generally, all repairs etc. should be taken care of by the owner as per the lease agreement. 2. Lease maintenance reimbursement at the new rates is effective from financial year 2012-13. 3. The lease maintenance allowance shall be equivalent to one months lease entitlement or the actual lease amount, whichever is lower. 4. Reimbursement will be on the basis of the certificate to be given by the individual employees to finance. 5. If necessary, employees have to substantiate their claims with actual bills etc., to meet the requirements of Income Tax Department. 6. Claims can be submitted in the Lease Maintenance Expenditure form (available with Admin. group), once in a year in the month of April/May. Claims of a financial year have to be submitted within 60 days of the end of the financial year ie. on or before the 31st May of the next Financial Year. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 50 Copyright 2011, C-DOT. 7. In the case of joint lease by 2 employees, reimbursement of expenditure on maintenance of such accommodation will be given to only one of them. The amount to be reimbursed in such cases will be the individual entitlement of the claimant concerned. 6.15.11. House Maintenance Allowance 1. Employees drawing HRA would be entitled to draw a house maintenance allowance equivalent to one months HRA entitlement, per annum. 2. For House Maintenance Allowance, HRA will be calculated on the basis of pay including Grade Pay drawn as on 1st March of the respective year and the same will be paid without any ceiling unlike in the case of leased accommodation maintenance reimbursement. 6.16. SMALL FAMILY NORMS 1. C-DOT has adopted Central Government Policy for award of incentives for small family norms. It is a special incentive for small family norm in the form of personal pay known as Family Planning Allowance. 2. In accordance with OM F.No. 7(20)/2008-E.III(A) dt. 24/09/2008 issued by the Ministry of Finance, the rates of Family Planning Allowance for adoption of small family norms, is applicable to C-DOT, the details of which are given below: Category (Grade Pay) Rate of Family Planning Allowance 1,300 to 2400 210 2800 250 4200 400 4600 450 5400 550 6600 650 7600 750 8700 800 8900 900 10000 1000 EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 51 Copyright 2011, C-DOT. 6.17. ALLOWANCES FOR THE PHYSICALLY HANDICAPPED STAFF AND STAFF WITH DISABLED CHILDREN 6.17.1. Transport Allowance at special rates for the physically handicapped 1. An orthopedically handicapped employee if he or she has a minimum of 40% permanent partial disability of either upper or lower limbs or 50% permanent partial disability of both upper and lower limbs together is eligible for claiming this allowance. 2. The orthopedically handicapped employee as per entitlement shall draw this allowance at double the normal rates, which shall, in no case, be less than `1,000/- per month plus the applicable rate of dearness allowance. 3. The conveyance allowance shall be admissible to the orthopedically handicapped employees on the recommendation of the Head of Orthopedics Department of a Government Civil Hospital. The validity of the certificate confirming the permanent partial disability of the employee shall have to be as prescribed by the Chief Medical officer. 4. The allowance shall be granted with effect from the date on which the recommendation of the concerned medical authority is received by the Head of the Department of the employee. 5. The allowance shall not be admissible to those employees who have been availing the facility of C-DOT transport. 6. The allowance will not be admissible during leave (except casual leave), joining time or suspension. 6.17.2. Childrens Allowance at special rates staff members with disabled children: 1. Reimbursement of Childrens education allowance for C-DOT staff with disabled children shall be payable at double the normal rates prescribed. 2. Disability means a person having a minimum Disability of 40% (pertaining to Visual Impairment, Locomotor / Orthopaedic disability, Speech & Hearing disability, Mental Retardation) in order to be eligible for the concession / benefit. According to the Persons with Disabilities Rules, 1996 notified by the Central Government, authorities to give disability Certificate will be a Medical Board duly constituted by the Central and the State Government, comprising of at least three members out of which at least one shall be a specialist in the particular field for assessing locomotor / visual including low vision / hearing and speech disability, mental retardation and leprosy cured, as the case may be. EMPLOYEE BENEFITS / FACILITIES
STAFF HANDBOOK V02/11 D01 52 Copyright 2011, C-DOT. 3. The Certificate issued by the competent authority of the Government Civil Hospital would be valid for a period of five years for those whose disability is temporary and are below the age of 18 years. For those who acquire permanent disability, the validity can be shown as Permanent. 4. The annual ceiling for reimbursement of education allowance for disabled children of C-DOT employees is ` 30,000/- per annum per child. 5. Hostel Subsidy for disabled children of C-DOT employees shall be ` 7500/- per child per month.
LEAVE
STAFF HANDBOOK V02/11 D01 53 Copyright 2011, C-DOT. 7. LEAVE 7.1. EARNED LEAVE 1. Entitlement - 30 days in a calendar year. 2. Advance credit made in two instalments of 15 days each, on the first day of January and July of every calendar year. 3. In case of a newly appointed staff member, Earned Leave shall be credited at the rate of 2.5 days for each complete calendar month(s) of service he/she is likely to render in the year in which he/she is appointed. 4. Earned Leave can be accumulated upto 300 days. 5. Intervening holidays are counted as Earned Leave. 6. Can be combined with other leave except CL. 7. If a staff member is on extra-ordinary leave (leave without pay), he/she shall not get Earned Leave credit for such period. 8. Earned Leave cannot be granted for half day. The minimum period should be one day. 7.2. ENCASHMENT 1. Staff members shall be permitted to encash their Earned Leave after completion of one year. 2. Staff members will be entitled to encash upto 50% of the Earned leave to their credit as on the date of application. However maximum encashment will be limited to 30 days and will be allowed only once in a calendar year. 3. Encashment is calculated as follows: 4. Cash equivalent = Basic pay + DA x no. of days of EL applied/unutilised 30 at the time of resignation/retirement 5. Staff members intending to encash leave may get sanction from their Immediate Superior (TL/Executive & above) in the prescribed format and forward to Personnel/HRD group. 6. At the time of leaving the services of the organisation, the staff members are entitled to encash all the earned leaves to their credit upto a maximum of 300 days. 7. With effect from 14 th February 2012, both Earned Leave and Half pay leave shall be considered for the benefit of encashment of leave at the time of LEAVE
STAFF HANDBOOK V02/11 D01 54 Copyright 2011, C-DOT. Superannuation, subject to a maximum of 300 days. The cash equivalent payable for Earned Leave remains unchanged. Calculation of cash equivalent in respect of HPL at credit shall be mutatis mutandis in the manner given in the Government of India O.M. No. 14028/3/2008-Estt. (L) dated 25.09.2008. 7.3. LEAVE ADVANCE A staff member proceeding on at least 30 days Earned Leave can draw leave advance upto one month's pay and allowance subject to normal deductions. 7.4. CASUAL LEAVE 1. Each staff member shall be issued a Casual Leave card at the beginning of a calendar year/at the time of joining, as the case may be. 2. All requests for availing Casual Leave should be made in the card only. After getting sanction from sanctioning authority, the card should be returned to the group secretary. 3. Unavailed portion of Casual Leave shall lapse at the end of the year. 4. Casual Leave cannot be clubbed/combined with any other type of leave. 5. Intervening Sundays / holidays shall not be treated as Casual Leave. However, total period of absence including such intervening Sundays / holidays (apart from Sundays / holidays prefixed or suffixed) should not exceed 8 days on any one occasion. 6. Entitlement - 8 days in a calendar year. 7. Staff members joining any time after commencement of year shall be entitled for Casual Leave on prorata basis, i.e. 0.66 for each completed month of service. 8. Sanctioning authority may curtail or refuse leave applied for under exigencies of work. 7.5. HALF PAY / COMMUTED LEAVE 1. Entitlement of 20 days in a year without any limit for accumulation. 2. HPL is credited in advance at the rate of 10 days on January 1st and July 1st of every year. Staff members on fresh appointment shall be entitled for prorata credit @5/3 day for each completed calendar month of service he is likely to render in the half year in which he is appointed. 3. HPL can be availed with or without medical certificate. 4. HPL means half of Basic Pay + DA admissible. LEAVE
STAFF HANDBOOK V02/11 D01 55 Copyright 2011, C-DOT. 5. HPL can be converted into full pay leave by taking it as Commuted Leave if the leave applied is supported by medical certificate. If Commuted Leave is taken, twice the number of days availed will be debited in the HPL account. 6. Commuted Leave to be supported by fitness certificate on resuming duty. 7. Commuted leave is admissible only after one years service. 8. Unavailed balance of Commuted Leave cannot be encashed. 9. HPL to be credited every half year will be reduced at the rate of one eighteenth of the period of suspension treated as dies non. 10. The credit of half year in which Govt. servant is due to retirement and resigns will be accorded at the rate of 5/3 days for each completed calendar month in the first half of the year upto the date of retirement/ resignation. 11. Commuted leave upto a maximum of 90 days can be taken during the entire service without the medical certificate where such leave is utilised for an approved course of study certified to be in public interest. 12. Commuted leave up to a maximum of 60 days can be granted to a female Government servant in continuation of maternity leave without medical certificate. 13. Commuted leave up to maximum of 60 days can be granted without medical certificate to a female employee with less than two living children, on adoption of a child less than 1 year old. 14. Commuted leave can be granted only when the leave sanctioning authority is satisfied that there is a reasonable prospect of the employee returning to duty on its expiry. So it cannot be granted as leave preparatory to retirement. 15. Where an employee granted commuted leave, quits service voluntarily without returning to duty, the commuted leave shall be treated as half pay leave and the excess leave salary recovered. If the retirement is by reason of ill-health incapacitating him for further service or in the event of death, recovery should not be made. 16. Commuted leave may be granted at the request of the employee even when earned leave is due to him. 7.6. LEAVE NOT DUE Leave not due is granted to a permanent employee when there is no half pay leave at credit and at the employee request for grant of LND. LEAVE
STAFF HANDBOOK V02/11 D01 56 Copyright 2011, C-DOT. 1. Staff members with minimum of one years service and suffering from TB, Leprosy, Cancer or Mental illness may also be granted LND if the post from which the official proceeds on leave is likely to last till his return. 2. It is granted only on medical certificate if the leave sanctioning authority is satisfied that there is reasonable prospect of the employee returning to duty on its expiry. 3. It may be granted without medical certificate in continuation of maternity leave. 4. It may be granted without medical certificate to a female employee with less than two living children, on adoption of a child less than a year old. 5. The amount of leave should be limited to the half pay leave that the employee is likely to earn subsequently. 6. Leave not due during the entire service is limited to a maximum of 360 days. 7. Leave not due will be debited against the half pay leave that the Government employee may earn subsequently. 8. Leave not due is not granted in the case of Leave preparatory to retirement. 9. When an employee granted leave not due resigns from service or at his request permitted to retire voluntarily without returning to duty the leave not due should be cancelled. The resignation or retirement will take effect from the date on which such leave had commenced and the leave salary should be recovered. 10. Where an employee, who having availed himself of leave not due, returns to duty but resigns or retires from service before he has earned such leave, he shall be liable to refund the leave salary to the extent the leave has not been earned subsequently. 11. Leave salary will not be recovered if the retirement is by reason of ill-health, incapacitating the employee for further service or in the event of his death or if he is retired prematurely. 7.7. MATERNITY LEAVE 1. Granted to female staff members for delivery, to a maximum of 180 days. Admissible only to employees with less than two surviving children. 2. For miscarriage/abortion (induced or otherwise), total of 45 days in the entire service. 3. Female staff members with less than two surviving children, on valid adoption of a child less than one year will be entitled to Child Adoption Leave from the date of valid adoption, for a period of 180 days. During such period she shall be paid leave salary equal to the pay drawn immediately before proceeding on leave. LEAVE
STAFF HANDBOOK V02/11 D01 57 Copyright 2011, C-DOT. 4. Maternity Leave granted as full pay and counts as service for increments. 5. In case of leave subsequent to maternity leave the total absence should not exceed 270 days including maternity leave. 6. Leased Accommodation after 6.5 months (195 Days) is not admissible. 7.8. PATERNITY LEAVE 1. Granted to male staff member with less than two surviving children, during the period of confinement of his wife. i.e. upto 15 days before or upto six months from the date of delivery of his child and if such leave is not availed of within this period, it shall be treated as lapsed. 2. Paternity leave is granted with full pay and can be combined with other type of leaves, except Casual Leave. 3. Paternity leave cannot be split up as applicable in the case of maternity leave. It should be taken in one stretch. 7.9. CHILD CARE LEAVE (CCL) Vide CPC No. 01/2014 Child care leave has been introduced for female staff members of C-DOT. Provisions of CCL in C-DOT shall be as follows: A. ELIGIBILITY 1. Women employees having minor children may be granted Child Care Leave by the sanctioning authority, for a maximum period of two years (i.e. 730 days) during their entire service for taking care of up to two children whether for rearing or to look after any of their needs like examination, sickness etc. 2. Child Care Leave is not admissible if the child is eighteen years of age or older. Child care leave is admissible for two eldest surviving children only. For women with disabled children (minimum disability of 40%) who are dependent on her, the staff is permitted to avail CCL till the child is 22 years of age. B. QUANTUM OF LEAVE THAT CAN BE AVAILED Women staff in C-DOT may avail CCL as per the following scheme: The total period of CCL available for the staff shall be on the basis of the number of years that the staff has served in C-DOT, as per details given below: LEAVE
STAFF HANDBOOK V02/11 D01 58 Copyright 2011, C-DOT. Number of years of Service No. of days of CCL available to the staff Staff who have served 5 years, or less in C- DOT (i.e. during first 5 years of service) 25 % of the total quota of CCL (6 months) i.e. maximum period of CCL may not exceed total 180 Days Staff who have served more than 5 years, but less than 10 years in C-DOT 50 % of the total quota of CCL (1 Year) i.e. maximum period of CCL may not exceed total 365 Days Staff who have served more than 10 years, but less than 15 years in C-DOT 75 % of the total quota of CCL (1.5 years) i.e. maximum period of CCL may not exceed total 545 Days Staff who have served more than 15 years in C-DOT 100 % of the total quota of CCL i.e. CCL may be availed up to a maximum of 730 days (However, the staff member can avail CCL only after completion of probation period. The unutilized quota can be carried forward to the next year, without any lapse). C. SANTIONING AUTHORITY FOR CCL: 1. For staff members who have served C-DOT for five years or less : C-DOT Board shall be the leave sanctioning authority for child care leave for staff member who has served C-DOT for 5 years or less at the time of application for the leave. 2. For staff members who have served C-DOT for more than five years: (a) For CCL of up to 180 days in a calendar year (continuous or in different spells), sanctioning authority shall be the concerned Director. (b) CCL of more than 180 days (continuous or in different spells) shall be sanctioned by the C-DOT Board. D. OTHER CONDITIONS 1. Staff will not be eligible for CCL during probation period. 2. CCL may be availed of, in more than one spell. However, CCL shall not be granted for less than 15 days at a time and CCL shall not be granted for more than 3 spells in a calendar year. 3. Leave account for Child Care Leave shall be maintained separately. 4. While a staff is availing CCL, it shall be treated like the earned leave and sanctioned as such. i.e. Saturdays, Sundays, Gazetted holidays etc. falling during the period of leave would also count for CCL, as in the case of earned leave. LEAVE
STAFF HANDBOOK V02/11 D01 59 Copyright 2011, C-DOT. 5. CCL cannot be combined with any other type of leave. 6. Staff cannot claim LTC/LLTC while on CCL. 7. During the period of such leave, the women employees shall be paid leave salary equal to the pay drawn immediately before proceeding on leave. 8. CCL shall be admissible for two eldest surviving children only. 9. CCL cannot be demanded as a matter of right. Under no circumstances can any employee proceed on CCL without proper prior approval of the leave by the leave sanctioning authority. Application for CCL should be given at least one month in advance of the proposed/desired date of leave. 7.10. EXTRA-ORDINARY LEAVE 1. Extra-Ordinary Leave (EOL) is leave without pay. 2. EOL could be granted to a staff member who does not have any leave to his credit. 3. Sanctioned on grounds of prolonged illness or any other exceptional circumstances. 4. EOL upto 45 days can be sanctioned by Director. If beyond 45 days then it is to be granted by Executive Director only. 5. If the date of increment falls during the period of EOL, increment shall be withheld and shall be payable only from the date of resumption. 6. During the period of EOL, the staff member is not entitled for any pay and allowance. 7. Extra ordinary leave will be granted to a staff member in special circumstances as given below. In C-DOT, the Extra-ordinary leave will continue to be sanctioned by EDR on recommendation of Director concerned. a. When no other leave is admissible; b. When other leave is admissible, but the Government employee applies in writing for the grant of extraordinary leave. 8. Extraordinary leave cannot be granted to run concurrently with the notice period, in the case of officials proceeding on voluntary retirement. 9. Two spells of extraordinary leave, if intervened by any other kind of leave, should be treated as one continuous spell for the purpose of applying the maximum limit. 10. May also be granted to regularize periods of absence without leave retrospectively. LEAVE
STAFF HANDBOOK V02/11 D01 60 Copyright 2011, C-DOT. 11. This discretion will be exercised by Management only on grounds of prolonged illness or any other exceptional circumstances. 7.11. GRANT OF LEAVE FOR GOING ABROAD The Competent Authority for granting leave to employees for personal visit for going abroad will be the concerned Director. However, the same will be governed by C-DOTs leave rules. 7.12. STUDY LEAVE 1. Study leave may be granted to an employee without pay who wants to pursue further studies on relevant courses, based on the discretion of the Management and on execution of bond. 2. The period of study leave will not ordinarily be for more than one year at a time and two years in the entire service. The study leave can be granted to an employee only if he has already rendered 5 years service in C-DOT and also he is in a position to render 5 years more service in C-DOT on completion of his study leave. 3. Study leave shall not be debited against the leave account of the employee. Study leave may be combined with any kind of leave but in no case shall the grant of this leave in combination with leave, other than extraordinary leave, involve a total absence of more than 28 months from the duties of the employee at C-DOT. 7.13. GENERAL 1. The leave cards are issued/updated by the Personnel group. 2. Leave records are maintained through: a. Leave card for Casual Leave, (issued every year). They are kept with respective Associates / Floor Associates. b. Leave book for Earned Leave, Half Pay Leave, Maternity Leave, Extra- ordinary Leave, etc. Leave book maintenance is centralised. Any staff member who wants to avail leave can take the card from Personnel/HRD group and return the same after obtaining sanction of leave from the competent authority. P& HR, in turn, will update the same and if necessary, inform the Finance group, in case of HPL & EOL. 3. Any leave (EL/ HPL/ Medical Leave etc.) to be sanctioned beyond 90 days at a stretch in a calendar year, will require approval of Director concerned on a proforma, except, Maternity Leave (for a period of 135 days), which will require approval of the concerned GL. 4. Post Maternity leave beyond 90 days needs approval of the Director. LEAVE
STAFF HANDBOOK V02/11 D01 61 Copyright 2011, C-DOT. 5. In case of leave subsequent to Maternity leave the total absence should not exceed 270 days, including Maternity leave. 6. In case of leave on medical grounds the same can be granted as per Central Government rules. 7. No employee will be granted EOL for more than 270 days during 5 year block beginning January 96. However for employees joining after Jan. 96 the five year block will be counted from the date of their joining. 7.14. POLICY FOR PURSUING HIGHER STUDIES A. ELIGIBILITY CRITERIA For seeking permission for pursuing higher studies, employees are expected to meet the following eligibility criteria: a. Should have completed three years of service in C-DOT on the date of application. b. Should have scored an average rating of 80 (aggregate of all appraisals) immediately preceding the date of application. c. Should not have taken leave more than his / her entitlement including Maternity Leave, during the period of last three years, preceding the date of application. d. Should not have availed of the facility for acquiring higher qualification in C- DOT during the last three years, preceding the date of application. i.e. there will be cooling period of atleast three years between application for permission / between two courses / qualifications/ studies/ completion of one course and beginning of second. B. GENERAL CONDITIONS a. No employee will be granted permission for acquiring more than two qualifications during his or her service in C-DOT. b. Employee will have to log in min 40 hrs. a week for a full working week and required hours on pro-rata basis when holidays / leave are availed. c. The employee will undertake that his or her assignments or targets will be achieved as scheduled and that he / she will maintain performance rating of around 80 in each KRA period during the period of study. In case the rating is not maintained, permission will be withdrawn. d. The employee will not apply for leave beyond entitlement for the purpose of studies / examination during the period. Leave will be granted by supervisor LEAVE
STAFF HANDBOOK V02/11 D01 62 Copyright 2011, C-DOT. based on work requirements. Grant of permission for higher studies should not be construed as automatic permission for leave. e. The employee will undertake to serve C-DOT for a period of atleast one year for course of upto one year duration and two years for course of duration more than one year duration after completion of the course. f. If an employee resigns from the service of C-DOT, he / she would reimburse to C-DOT subsidy and compensation of ` One lakh / Two lakhs in lieu of service to be rendered consequent to grant of permission. g. This policy will apply to all certificate/ diploma / degree / doctorate programme of duration more than six months and more. h. If contract of the employee is not continued / extended on grounds of poor performance, employee will refund full amount of subsidy paid by C-DOT i. Not more than 5% of total staff strength will be given permission for study in one academic year. j. Staff members who do not seek C-DOT subsidy but only permission to pursue higher studies, should also meet the criteria listed above but are required to give only a declaration in the prescribed format, available with Personnel. C. C-DOT SUBSIDY a. C-DOT would subsidize the expenditure incurred for undertaking such courses inclusivie of admission fee, tuition fee, examination fee and other fee (except security deposits etc.) b. C-DOTs contribution would not exceed ` 7500/- per annum. C-DOT would contribute in the ratio of 3:1. For a course costing ` 10,000/- per annum, C- DOTs contribution would be ` 7500/- and employees contribution will be ` 2500/-. For a course costing ` 8000/- per annum, C-DOTs contribution will be ` 6000/- and the employees contribution would be `2000 and so on. In case of a course costing more than ` 10,000/- per annum C-DOT liability will not exceed ` 7500/- per annum and the entire balance will have to be borne by the employee. c. The incentive/subsidy shall not be payable to any employee who has got the same from any other source. LEAVE
STAFF HANDBOOK V02/11 D01 63 Copyright 2011, C-DOT. D. PROCESS a. Application will be submitted by concerned employees to Personnel Department through his / her Group Leader / Manager or higher level in case of GL in the prescribed proforma. b. Group Leader / Manager would be required to give full justification that targets will not be affected and justify relevance of the course to C-DOT activities. c. Applications forwarded by the Competent Authority, will be scrutinized by Personnel Department for eligibility. d. If the employee meets eligibility criteria, Personnel Department will forward application with its recommendations to concerned Director for approval. e. Upon receiving approval of the concerned Director, Personnel Department will issue permission order on receiving the self declaration by the employees. f. For members seeking subsidy, HRD Group will issue Office Order indicating the quantum of subsidy and other details of the course. g. The reimbursement of C-DOT subsidy will be against actual payment made to the Institute on production of receipts. h. For further procedure to execute a Service Agreement Bond, HRD may be contacted. ADVANCES AND LOANS
STAFF HANDBOOK V02/11 D01 64 Copyright 2011, C-DOT. 8. ADVANCES AND LOANS 8.1. ADVANCES Advances can be drawn for travel on official duty, travel on leave with leave travel concession, medical advances for hospitalization and cash purchases for office use. 1. Staff advances whether for official travel or leave travel concession, should not exceed 90% of the estimated claim. 2. If for any reason the advance is not utilised (such as the proposed journey is cancelled) the advance should be credited back immediately. 3. Claims adjusting the advances should be submitted immediately and in any case not later than 60 days. 4. If no claim is received within 60 days of taking the advance, the advance will be fully adjusted from the next salary bill of the official. 5. In the case of advances taken for purchases for the office the unutilised portion should be credited the same day or positively on the next working day. If only a portion of the advance is utilised and some more purchases are proposed to be made later the balance of the advance may be credited in case next/balance purchase is not to take place in a week's time and then at the time of making the balance purchases the required sum may be drawn again. It would not be correct to retain advance for purchases without making the purchase immediately after taking the advance. 6. Bills/vouchers for purchases should be submitted immediately and in any case with in one month of taking the advance. 8.2. LONG TERM ADVANCE 1. Granted as part of Welfare Scheme to meet financial requirements of staff members. 2. Sanctioned on first come first served basis within the budgetary provisions. 3. Amount of Advance Grade Pay Max. Amount of Loan ` 8700 & above ` 1,00,000/- ` 5400-7600 ` 80,000/- Below ` 5400 ` 60,000/-
4. Interest chargeable towards Long term Advance shall be 1% more than the rate of interest applicable for Employee Provident Fund at the beginning of the financial year or 10 %, whichever is lower. ADVANCES AND LOANS
STAFF HANDBOOK V02/11 D01 65 Copyright 2011, C-DOT. 5. Recovery of the principal amounts and the interest there-on will be made from the monthly salaries over the period indicated in the application by the employee concerned. Where the number of instalments agreed upon is 12/24/36/40, then interest on the amounts of the loan will be recovered in the next 1/2/3/4 monthly instalments respectively after the full recovery of the principal. Until final instalment in respect of interest is recovered, the second loan will not be granted. 6. Loan shall be sanctioned by the respective GL within the allocated budget. While approving loan the approving authority would give weightage to factors such as length of service, performance, productivity, purpose of loan and past record of loan. 7. An employee would become eligible for loan on completion of probation period. 8. With effect from 24.08.2011, staff members who avail the facility of Long Term Advance from C-DOT will not need to sign the Employee Agreement Bond and Surety Bond. 8.3. INTEREST SUBSIDY ON LOAN TAKEN FOR PURCHASE OF CONVEYANCE 1. C-DOT will reimburse payment of higher interest to those staff members who will take loan from approved agencies for the purpose of purchase of conveyance (car/motor cycle/scooter), in lieu of granting advance for the same. 2. All staff members on satisfactory completion of probation will be eligible for this. Where both, the wife and the husband are employed at C-DOT, only one of them will be eligible. Eligible staff members will include those who will draw loan as well as those who have already drawn loan for purchase of conveyance. Each staff member would be eligible for such benefit only once in his/her entire tenure of service at C- DOT. 3. While employees at the levels of E-II / AVII and above will be eligible for subsidy on loan taken for purchase of Cars, all other employees will be eligible for subsidy on loan taken for purchase of two wheelers. 4. The amount of loan eligible for subsidy in the case of car will be equal to 25 months basic pay of the eligible employees as on the date of application or the cost of a Standard Maruti Car, whichever is lower. Similarly, in the case of Two wheelers, the amount of loan eligible for subsidy will be 11 times the basic pay of the eligible employees or ` 40,000 whichever is lower. 5. For the purpose of grant of subsidy under this Head the rate of interest will be taken from Central Bank of India at the beginning of each calendar year. The rate of interest at the beginning of each such calendar year shall be adopted for the purpose of grant of subsidy to fresh cases during that year. ADVANCES AND LOANS
STAFF HANDBOOK V02/11 D01 66 Copyright 2011, C-DOT. 6. As conveyance loans are generally repaid to Banks, etc., over a maximum period of 60 months, in Equated Monthly Instalments (EMI), the subsidy under the scheme will be available for a period of 60 months only from the first payment of EMI and will cease on the expiry of the 60th instalment. 7. Application in the prescribed form will have to be made by the employees within 90 days of the commencement of the EMI. Requisite proofs for payment of EMI will have to be provided by the employees. 8. The documents required to be produced by the Staff members alongwith the application to Personnel and HR are: RC Book, Invoice, Loan Sanction Letter, EMI details and proof of payment of the first EMI. 9. The quantum of subsidy in all cases will be restricted to the 50% of the interest payable/paid during each calendar year. 8.4. INTEREST SUBSIDY ON LOAN TAKEN FOR PURCHASE / CONSTRUCTION OF HOUSE 1. C-DOT will reimburse payment of higher interest to those staff members who will take loan from approved agencies for the purpose of purchase of readily built house/flat or for construction/extension of house flat or purchase of a plot for residential purpose, in lieu of granting advance for the same. An approved agency means a financial institution, which is a public limited company, recognized by National Housing Bank. 2. All staff members on satisfactory completion of probation will be eligible for this. Where both, the wife and the husband are employed at C-DOT, only one of them will be eligible. Eligible staff members will include those who will draw loan as well as those who have already drawn loan for housing purpose. Staff member who (or his/her spouse) has availed of any house building advance or interest subsidy of any other public sector undertaking/government/ institutions will not be eligible. Each staff member would be eligible for such benefit only once in his/her entire tenure of service at C-DOT. 3. The cost ceiling for the purpose of grant of interest subsidy will be equal to 34 months basic pay of the employee concerned as on the date of grant of Interest Subsidy subject to a monetary ceiling of ` 7.5 Lakhs in all cases 4. For this purpose, the term "Approved Agency" shall denote all Scheduled Banks, Housing Subsidiaries of Public Sector Insurance Corporations, HUDCO, HDFC, State Unit Corporations/Boards, City/Town Development Authorities and Improvement Trust Board and Housing Finance Companies recognized by the National Housing Bank. ADVANCES AND LOANS
STAFF HANDBOOK V02/11 D01 67 Copyright 2011, C-DOT. 5. For this purpose, the maximum rate of interest payable on a Housing Loan taken from any one of the above approved agencies is assumed as 9.5% (for the Year 2010). An employee is expected to bear at least such interest payable by Government servants on HBA taken from Govt. The remainder will be taken as the excess interest paid by the employee and this is to be covered by the interest subsidy scheme. 6. As the loan for the purpose as well as the interest thereon are to be repaid to the approved agency in the form of Equate Monthly Instalments (EMI), the interest subsidy will also be given on a monthly basis to the employees. 7. With effect from December 2011, the ceiling of 90 days for submission of application for housing loan interest subsidy has been removed. Staff members can apply for the Housing Loan interest subsidy, once they have in their possession, all the documents required for application of the subsidy as per the said policy, irrespective of the date of payment of the first EMI. 8. The Interest Subsidy will be paid as arrears, with retrospective effect, once the application is submitted with all necessary documents and approved. 9. The maximum interest on Housing Loans will be ascertained from the Approved Agency i.e. HDFC on a calendar year basis for the purpose of grant of interest subsidy in the case of fresh applications during that calendar year. However, loans contracted at any different rate on which interest subsidy has already been granted will not be reopened. 10. This revised Scheme will be available to an employee only once during his Service. However, those who availed benefit of this scheme may, after repayment of the loan, take a fresh loan under the different GRIH Sudhar Schemes offered by Approved Agencies for upkeep/renovation of existing house and be covered by the Subsidy Scheme. Such cases will be considered as fresh cases. Only one such additional benefit will be granted to an employee. 11. Those who had taken Housing Loan, prior to the commencement of their service in the Centre, may, within 90 days of doing so, apply to be covered under the Scheme. The documents required to be produced by the staff members alongwith the application to Personnel & HR Group are: absolute sale deed, possession certificate, loan sanction letter, EMI payment details and proof of payment of first EMI, declaration of occupancy. 12. The subsidy, which will be paid on a monthly basis, will cease with the last EMI as per original Loan Agreement. The employee will, however, inform the Finance Group, with a copy marked to Personnel & HR Group, of any foreclosure so that subsidy can be stopped. SOCIAL SECURITY SCHEMES
STAFF HANDBOOK V02/11 D01 68 Copyright 2011, C-DOT. 9. SOCIAL SECURITY SCHEMES 9.1. EMPLOYEES PROVIDENT FUND 1. C-DOT has an Employees Provident Fund Trust governed by a Board of Trustees. 2. 12% of basic pay and dearness allowance to be contributed by staff member with a matching contribution by the Centre. 3. Additional voluntary contribution can be made by the staff member for which no matching contribution will be made by the Centre. 4. All staff members are furnished with a statement of CPF account during April every year. 5. Staff members on deputation to C-DOT shall continue to be a member of Provident Fund Scheme of Parent Department. 6. Advances, temporary and permanent withdrawals etc. admissible subject to staff members years of service, reasons, etc. 7. Details of the scheme are available with Finance group. 8. Interest on the balance as on 31 st March of each financial year will be provided at the prevailing rate of interest. 9.2. EMPLOYEES DEPOSIT LINKED INSURANCE SCHEME C-DOT has entered into an arrangement with Insurance companies to offer deposit linked insurance scheme. On the death of an employee while in service a sum of ` 1,50,000 will be paid by the insurance company to the family of the deceased. 9.3. GRATUITY 1. Gratuity is payable after a staff member renders continuous service of not less than five years. 2. C-DOT is governed by Payment of Gratuity Act. 1972. 3. Gratuity is paid by following formula: 4. (Basic + DA) last drawn x 15 x Number of completed year of service 26 5. Completing more than 6 months will be treated as completed 1 year of service and less than 6 months service will be ignored for this purpose 6. The maximum Gratuity payable as per the formula mentioned above will be limited to 10 Lakhs. SOCIAL SECURITY SCHEMES
STAFF HANDBOOK V02/11 D01 69 Copyright 2011, C-DOT. 7. Death Gratuity is also payable, who die while in Service as per Payment of Gratuity Act 1972. 9.4. GROUP INSURANCE SCHEME C-DOT has entered into a Group Insurance Scheme with an insurance company to insure all its employees for ` 1,00,000/- each. No premium is deducted from the employees salaries. On the death of an employee while in C-DOT service, the dependents of the deceased will get a sum of ` 1,00,000/-. 9.5. INSURANCE SCHEME FOR STAFF VISITING DISTURBED AREAS Staff members who are required to visit disturbed areas shall be covered under insurance through National Insurance Company Limited under Personal Accident Policy. Insurance policy will be taken for periods for which the employee has to visit such disturbed areas. If the duration is more than 30 days, coverage will be extended to such periods. The coverage is for Death, Partial / Temporary Disablement and Partial Permanent Disability. Coverage amount will vary from 36-60 months of gross salary of the insured. In order to avail this coverage, Group Leader may provide the names of concerned staff to be covered. Names proposed by GLs will be approved by the concerned Director. This will be extended only to places declared as Disturbed Areas. In order to fulfill the formalities, staff members may inform administration department at least three days before the start of their journey and the details are required be furnished in the prescribed format.
STAFF CLAIMS & TRAVEL
STAFF HANDBOOK V02/11 D01 70 Copyright 2011, C-DOT. 10. STAFF CLAIMS & TRAVEL 10.1. TRAVELING ALLOWANCE RULES 10.1.1. Scope C-DOT follows ITI rules for travelling allowance purposes and would get modified with changes in ITI rules. These rules are applicable to all staff members including those on deputation. 10.1.2. Classifications For the purpose of Travelling Allowance rules, staff members are classified into the following groups based on Grade Pay Group Grade Pay ` A 8700 & above B 6600 - 7600 C 4600 5400 D 2800 4200 E Below 2800 Travelling Allowance rules may be grouped into the following broad categories 1. Entitlement on tour 2. Entitlement on transfer 3. Entitlement on foreign travel 4. General 10.1.3. Entitlement on Tour 10.1.3.1. Travel 1. The entitled class for travel is Group Entitlement A Air/1st AC Sleeper B & C IInd Class AC Sleeper D IIIrd AC Sleeper/A/C Chair Car STAFF CLAIMS & TRAVEL
STAFF HANDBOOK V02/11 D01 71 Copyright 2011, C-DOT. E IInd Class a. Staff members drawing pay of more than ` 8700 per month are also entitled to travel by air if the distance is more than 500 kilometres each way and journey cannot be covered by rail overnight. b. Travel beyond entitled class can be approved as per delegation c. Every member of the staff going on tour in India or abroad is required to submit a brief (maximum one page) report on activities and accomplishments during the tour to the supervisor. This report is to be submitted along with the TA/DA claim form. d. A staff member intending to proceed on tour/transfer may get his ticket booked through Administration Group. e. Please refer delegation of powers for approvals of tours. f. If a staff member avails leave while on tour and comes back to headquarters via any other place, he/she shall not be entitled for any higher class of travel. g. Sanction for advances required for tour may be obtained through the Request for Advance form. h. Staff members should ensure that TA claims are submitted within 15 days of completion of tour. i. Staff members shall not be eligible to draw a second advance if the previous one is not settled. j. All TA claims shall be countersigned by immediate superior. 10.1.3.2. Daily Allowance (DA) Rates of DA for Domestic Travel for C-DOT staff have been revised vide CPC No. 9/2012. The revised rates with regard to Hotel and DA are given in the Table below:
ENTITLEMENT FOR HOTEL AND DA RATES FOR DOMESTIC TRAVEL: SNO. STAFF CATEGORY (ON BASIS GRADE PAY) PER DAY HOTEL ENTITLEMENT (MAXIMUM LIMIT) DA RATES 1. Grade Pay ` 10,000/- & above and HAG + and above ` 6875 ` 690 2. Grade Pay of ` 7600 to ` 8900 ` 4675 ` 470 3. Grade Pay of ` 5400 to ` 6600 ` 2810 ` 375 STAFF CLAIMS & TRAVEL
A. When Hotel is arranged for/approved by C-DOT: Hotel Bills shall be reimbursed on actuals, up to the maximum limits as stated in Table above and the DA shall be payable (based on declaration) as per the rates mentioned in Table. B. When staff member makes own private arrangements: Only the DA as per rates stated in Table shall be payable to the staff member based on declaration. No hotel charges will be reimbursed. 10.1.3.2.1. Guest House DA When staff is staying in C-DOT Guest house: 40 % of DA entitlement (as stated in Table 1) can be claimed by the staff member, based on declaration. 60% of the DA shall be paid/charged towards boarding and lodging offered in the Guest House. 10.1.3.2.2. Stay in Guest House Administration Group shall decide about allotment of Guest House accommodation. Only if the accommodation is not available in the guest house at Delhi and Bangalore, hotel accommodation will be booked by the Administration group. Staff members are not expected to make direct hotel bookings without going through local Administration group. Details regarding hotels are available with P & A group. All employees are expected to stay in C-DOT guest house where this facility exists. 10.1.3.2.3. Conveyance 1. Group A staff members may hire taxis on per day basis or point to point basis. 2. Group 'B' and 'C' staff members may use taxis/autorickshaws on point-to-point basis for local travel at outstation for official work. 3. Group 'D' and 'E' staff members may use autorickshaws/public transport on point-to-point basis. If they are carrying equipment/baggage and autorickshaws are not available, they are entitled to use taxis. 4. Local conveyance charges at outstation shall be restricted to 50% of the total DA for halt. This could be relaxed by Director. This, however, is not applicable to Group 'A' staff members who hire taxis on per day basis. 10.1.3.2.4. DA for Continuous Halts 1. For first 15 days of stay in the same place of duty Full Rate. 2. For period beyond 15 days and upto and inclusive of 30 days Half Rate. STAFF CLAIMS & TRAVEL
STAFF HANDBOOK V02/11 D01 73 Copyright 2011, C-DOT. 3. Full rate may be allowed with approval of Director/Executive Director concerned 4. Tours beyond 30 days of continuous stay will need prior approval of EDR either in individual cases or category of staff. Such approvals will also cover DA rates payable beyond 30 days. 5. Practice of giving a short break and restarting the tour shall be avoided. 10.1.3.2.5. DA Regulation 1. DA is calculated from the time of departure upto the time of arrival 2. If departure/arrival time is delayed beyond 2 hours after scheduled time, such actual time shall be counted. 3. For fraction of a day, DA/Boarding charges shall be: Upto 6 hours 30% 6 hrs - 12 hrs 50% 12 hrs & above 100% Journey period = Total days of absence from Head quarters minus number of days at tour station. 10.1.4. Guest House/ Hotel Booking C-DOT owns a Guest House both at Delhi and Bangalore where all staff members on tour can stay. They are located at: Delhi: Flat No. 302 & 303, C-DOT Apartments, GH-2, Sector 56, Gurgaon -122003. Telephone No.: 0124-2577551 Bangalore: Flat No.418, B-5 Cauvery Block, National games Housing Complex, Koramangala, Bangalore -560 047. Telephone 080-25701303
1. If the Guest Houses are full, the Admin incharge shall provide alternate accommodation as per the hotels shortlisted by admin. and as per entitlement. 2. Staff members staying at Hotels need to pay the personal expenses on account of laundry, food and tips etc. directly to the hotel. C-DOT shall settle room charge only. 3. Staff members should make their bookings only through the Admin in charge. 4. A nominal variable amount is charged towards food, accommodation and beverages. STAFF CLAIMS & TRAVEL
STAFF HANDBOOK V02/11 D01 74 Copyright 2011, C-DOT. 10.1.5. Entitlement on Transfer As per the ITI Rules. For details contact Admin./ Finance. Those transferred on request are not eligible for any benefit under TA/DA Rules including joining time. 10.1.6. Foreign Travel Policy 10.1.6.1. Entitlement Foreign travel is approved by the Project Board where after office order is issued by the office of Registrar. Only after the approval, staff members may approach the Finance group for release of foreign exchange and Administration group for tickets, visa and medical insurance. All staff members are expected to have a valid passport. Before departure, it is advisable to keep details of passport, visa, travellers' cheques and important C-DOT contact numbers for use in case of emergency. 10.1.6.2. DA on Tour 1. C-DOT follows ITI Rules with regard to reimbursement of TA/DA to its employees travelling abroad. The Rules, which have been followed in the matter of reimbursement of Foreign TA/DA to C-DOT employees since January, 1997 are given in the table below. 2. In addition to the TA/DA payable as per the rates stipulated in the table below, every employee undertaking foreign travel is also reimbursed a contingency advance of US$100. This advance is to be used for meeting the expenditure on taxi charges from the airport abroad to the local residence when the employee lands abroad for the first time. Similarly, this amount can also be used for the return journey from the local residence to the local airport prior to leaving for India. The contingency advance like any other advance is to be settled along with the final TA Bill for the Foreign Travel undertaken by the employee and the unspent amount will have to be surrendered. Bills for the expenditure on taxi hire charges etc., wherever possible, will have to be furnished. 3. Daily Allowance rates shall be as under: Level of Employees DA admissible per day in US $ Executive Director 400 Directors 320 STEs/TEs 280 Officers in the grade of EIII and above other 210 STAFF CLAIMS & TRAVEL
STAFF HANDBOOK V02/11 D01 75 Copyright 2011, C-DOT. than STEs/TEs All other employees 190
The Boarding part of the composite DA, namely 65% of the Composite DA mentioned in the table above, will be further restricted to 75% thereof, in accordance with the economy measures suggested by the Ministry of Finance. SPECIALISED TRAINING FOR ALL GRADES OF OFFICERS a. For first 15 days 16 th day to 30 th day 31 st day to 180 days beyond 6 months US$ 120 per day US$ 100 per day US$ 80 per day US$ 1200 per month b. Where Boarding and Lodging are provided free of cost in respect of officials deputed for training, incidental expenses @US$ 35 per day are paid. c. Entertainment Allowance: This is to be considered on case to case basis to be approved by the Board at the time of granting approval for the foreign tour The allowance shall not exceed US$ 2000/- per trip per person. Only the leader of the Group will be eligible for such allowance. d. Contingency Allowance: An amount of US $100 is paid for meeting contingent expenses and conveyance from the Airport abroad to the place of stay and similar expenditure on the return journey. The release of the amount will be in the nature of advance to be supported by proof for incidence of expenditure. If proof cannot be produced, the advance will have to be surrendered to C-DOT in Foreign Currency on completion of the tour. 4. Travel to Nepal and Bhutan will be deemed to be Domestic Travel and hence not covered by this schedule. 5. Travel to Pakistan, Bangladesh and Sri Lanka will be covered by Schedule for Group `C'. 6. Quantum of DA is also decided based on the type of program, accommodation, boarding charges and on the nature of training program. 7. All staff members who are being sponsored by C-DOT are expected to fill up the Bond as per the foreign travel policy. The details and proforma are available with the Admin group. STAFF CLAIMS & TRAVEL
STAFF HANDBOOK V02/11 D01 76 Copyright 2011, C-DOT. 10.1.6.3. Procedure Whenever members of staff are being deputed abroad for Training, a suitable service agreement bond will have to be executed by them to serve C-DOT on return from deputation abroad. 10.1.6.4. General 1. For details of the service agreement bond, please contact the HR & Personnel Group. If the staff member sent for training abroad leaves C-DOT within a year of his / her return from training, he / she will have to reimburse to C-DOT, the cost incurred by C-DOT on the training. 2. For the information of those who undertake foreign travel, the following Provisions of the Foreign Exchange Regulations Act, 1973 are reproduced: a. According to RBI Regulations, only US $500 or its equivalent will be issued in cash by the Banker against the foreign DA admissible to the employee. Balance amount will be in the form of Travellers Cheques. b. However, those, who undertake foreign travel to countries like Russia, Iran and other CIS countries, full foreign DA admissible under C-DOT Rules can be taken in cash. c. The RBI Regulation permit Foreign Exchange either in US$ or its equivalent. In other words, the employee can take his DA in the foreign currency of the destination country. It will save the employee from worries about exchange rate fluctuations. Presently, Travellers Cheques are issued in the currencies of six different countries. d. To obtain Foreign Exchange, the employee will have to present at the Bank with his Passport, foreign visa for the country of travel and confirmed Air Ticket in addition to the A-II Form, which is filled by C- DOT-Finance and given to the employee. e. According to the Regulations, an Indian Citizen, who has legitimately acquired Foreign Exchange can hold up to US $2000 either in cash or in Travellers Cheque without having to reconvert it into Indian Rupees. Any amount beyond this level must be converted into Indian Rupees. If the excess amount is in the form of cash, the conversion into Indian Rupee will have to take place within three months of return to India and in the case of Travellers Cheques, however within six months of return. STAFF CLAIMS & TRAVEL
STAFF HANDBOOK V02/11 D01 77 Copyright 2011, C-DOT. 10.1.6.5. Local Conveyance 1. Staff members going for official work both at the place of their posting as well as on tour are eligible for reimbursement as per rates given below: Mode Reimbursement Eligibility Three Wheeler As per rates notified grade by the local (state) administration from time to time Staff drawing pay below ` 8700/- Taxi As per rates notified grade by the local (state) administration from time to time Staff drawing pay of ` 8700/- & above 2. Employees who use their own transport for performing official local duties are eligible for reimbursement as per entitlement by car / scooter / motorcycle / moped. The following rates of reimbursement are applicable: Car ` 10.00 per km Scooter / Mobike ` 3.75 per km Moped ` 2.50 per km. All those with grade EIII and above are eligible to use their own car for performing official local duties. 10.1.7. General 10.1.7.1. Daily Allowance on Training 1. The Daily Allowance rates shall be as below: Category Rates for Metropolitan Cities (`) Rates for Other Cities (`) A 120 100 B 100 85 C 80 65 D 50 40 E 35 30 STAFF CLAIMS & TRAVEL
STAFF HANDBOOK V02/11 D01 78 Copyright 2011, C-DOT. 2. Metropolitan cities include Ahmedabad, Bangalore, Bombay, Calcutta, Delhi, Hyderabad and Chennai 10.1.7.2. Entitlement on Joining Duty 1. On first appointment Level Class Members eligible EI & above 1st Class Self, spouse and children
Below EI Chair Car / 2nd Class Self, spouse and children This is applicable only for those joining from other Government organisations or Public Sector Undertaking. 2. Entitlement of candidates called for interview / test for recruitment Level Class EI & above 1st Class Below EI Chair Car / 2nd Class 10.2. RULES REGARDING PERSONAL FOREIGN TRAVEL The procedure for permission and approval for personal foreign visits by C-DOT staff will be as follows: 1. Any staff member planning to visit a foreign country on a personal visit will have to give an application for permission for foreign travel and leave, to the leave sanctioning authority (as per delegation of powers). The staff member should clearly mention the country (or countries) he/ she is planning to visit, in the application. 2. Along with the application, the staff member will also have to submit a declaration in prescribed format (available with HRD), in which he/ she will be required to give the details regarding his travel plans. 3. After approval of the leave sanctioning authority, the application of the staff member (along with the annexure) will be sent for vigilance clearance to the CVO, through proper channel. 4. Once vigilance clearance has been granted, the application will be sent for approval to the concerned Director. e.g. if a research engineer is wanting to travel to a foreign country on a personal visit, he has to make an application which will first go to the Team Leader, then Group Leader, then the CVO and thereafter to the concerned Director for final approval. STAFF CLAIMS & TRAVEL
STAFF HANDBOOK V02/11 D01 79 Copyright 2011, C-DOT. 5. Once approval of the Director and vigilance clearance has been granted, HRD will issue an NOC to the staff member, granting permission and leave to travel abroad, specifically mentioning the country (or countries) for which he/ she has been granted approval. 6. In case a staff member is visiting a foreign country for official purpose and wishes to extend his visit by a few days by taking leave, he / she will also have to seek permission and leave for the extended stay in the foreign country for personal reasons through the procedure mentioned above. 7. On his / her return from the foreign visit, the staff member will have to submit a copy of his/her passport and show the original to the HRD department for verification of the visit. This verification must be done within fifteen working days of the return to the home country.
HUMAN RESOURCES DEVELOPMENT
STAFF HANDBOOK V02/11 D01 80 Copyright 2011, C-DOT. 11. HUMAN RESOURCES DEVELOPMENT 11.1. HRD OBJECTIVES 1. Improve individual effectiveness. 2. Inculcate pride, trust and satisfaction. 3. Promote all-round growth and development. 4. Initiate Drive, Innovation and Creativity. 5. Enhance quality of work life. 11.2. HRD ACTIVITIES 1. In-house training programs Managerial / Technical skills. 2. Participation in International / National conferences, Exhibitions, Seminars and Meets. 3. Performance Appraisal and Feedback. 4. Career Growth - promotions, job rotation, job enrichment, succession planning. 5. Organisational Development/health/motivation. 6. Personnel policies.
CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 81 Copyright 2011, C-DOT. 12. CAREER DEVELOPMENT 12.1. PERFORMANCE APPRAISAL SCHEME 12.1.1. Appraisal Process 1. Job Description plus KRAs and standards defined after mutual discussion 2. Review process after 3 months 3. Self rating after 6 months 4. Mutual Discussion on performance and training needs 5. Rating by 1st level appraiser 6. Communication of the rating to all staff member 7. Normalization for each level will be done based on total numbers at appropriate levels. 8. HRD process for further plan 12.1.2. Rating Scale Nomenclature of ratings is as below: A Excellent performance - achieved all targets to and beyond expectation and performed all functions very well. B Very good performance met all targets as per expectation and performed all duties upto expectation. C Satisfactory performance - met some targets upto expectation and completed most duties assigned. D Needs to improve to meet targets upto expectation and perform duties assigned. 12.1.3. Periodicity The staff member will be appraised every six months. The dates will be fixed for all staff members. The dates are 1st April for the period from October 1st to March 31st and 1st October for the period form 1st April to 30th September of each year. CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 82 Copyright 2011, C-DOT. 12.1.4. General Databases of all the appraisals will be maintained by the HRD group. For detailed rules, clarification/interpretation, staff members may refer to the Performance Appraisal Manual or contact HRD group. 12.2. PROMOTION POLICY 1. Promotions in C-DOT are classified into following types: a. Change of pay scale with change of job category with higher responsibility - these types of promotions shall be based on selection process like skill test, interview, etc. for example - support staff to become Executives, Research Associates to become Engineers, etc. b. Change of job/responsibility without change of pay scale, as in Engineer to TL. c. Change of pay scale without change of job responsibility as from SI to SII grade. 2. The Promotion Committee has to give their recommendations to the Board for the final decision. The Board considers the candidature of eligible staff members on the following criteria: a. Normalised Performance Appraisal Reports/Ratings b. Interview marks /ratings by interview /promotion committee c. Comparisons of candidates with candidates who were promoted in similar eligibility period in the past (role models). d. Leave details including authorised leave to be considered. e. Awards/Appreciation received during the period of consideration. f. Paper published/seminars presented/patents/contribution to professional bodies, additional relevant qualifications, extra professional activities, contributions to other groups/divisions etc. g. Disciplinary Action or any other relevant inputs. 3. Every year, different promotion committees will be constituted for various grades. 4. These committees meet once a year to consider those eligible for promotion, the schedule of which will be decided by HR after taking feedback from the Management. 5. Promotions are given with effect from 1st April and 1st October. CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 83 Copyright 2011, C-DOT. The eligibility criteria for promotion is as follows: GRADE (Non Executive Cadres) Min. Period for Eligibility MIII to MIV 5 Years AI to AII SI to SII 3 years AII to AIII SII to SIII 3 Years AIII to AIV SIII to SIV 3 Years AIV to AV SIV to SV 5 Years AV to AV (new) SV to SV(new) 6 months in AV/SV Grade AIV to AV (new) SIV to SV (new) 5 Years in AIV/SIV Grade SV (new) to SVI 6 Years, cumulative in SV and SV(new)
GRADE (Executive Cadres) Min. Period for Eligibility AVI to AVII EI to EII 2 Years AVII to AVIII EII to EIII 3 Years AVIII to AIX EIII to EIV 4 Years AIX to AX EIV to EV 5 Years EV to EVI AX to AXI 5 Years 12.2.1. Procedure 1. All eligible staff members in EI/AVI and above grades and will be required to appear for an interview before the promotion committee mentioned above and present their contributions/ achievements during the eligibility period. 2. Cases of all eligible staff members in SI-SVI and AI-AV grades will be considered by respective promotion committees (No interviews). 3. All eligible staff in non-executive cadres (SI to SV and AI to AIV), will be required to submit a write-up, not exceeding one page, highlighting their contributions and achievements during the review period. This will be submitted to HRD through the CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 84 Copyright 2011, C-DOT. GL, who would be expected to add his/ her comments/observations on the same. This write-up will be submitted to the HRD by the GL alongwith the promotion recommendation form of the staff and will be one of the inputs to the promotion committee. 12.2.2. Criteria The criteria for Grade promotions will be as follows: S.No DIMENSION TOTAL WEIGHTAGE CRITERIA RATING Average of Appraisal Ratings for the review period 50
40 35 30 25 20 15 10 5 Individual Performance: 40 Group Performance: 10 Overall group performance with respect to the planned deliverable or expected service level 0 10 GLs Recommendation 20 Strongly Recommended Highly Recommended Recommended May Consider Not Recommended 20 15 10 5 0 Rating by the Committee 20 Relative assessment of individual's performance by Committee members 0 to 20 Leave * 10 Upto 50% of entitled leave 51% to 60% of entitled leave 61% to 70% of entitled leave 71% to 80% of entitled leave 81% to 90% of entitled leave 91% to 100% of entitled leave 10 8 6 4 2 1 TOTAL 100 * Entitled Leave: 40 days Leave per year (i.e. 30 EL + 10 COMM in 12 months) + any Maternity Leave availed by Women Staff + any statutory leave. CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 85 Copyright 2011, C-DOT. (For Eg. with respect to employees eligible for promotion from EI to EII, entitled Leave will be 100 days of leave for a review period of 2 years and 120 days of leave for a period of 3 years). The leaves for the review period for all staff members eligible for promotion to higher grades will be calculated before the interviews are held and recommendation forms are prepared. 12.2.3. Delay in Eligibility because of Excess Leave Those staff members who have excess leave in a particular PCM will not be considered for promotion for that particular PCM and penalization for excess leave will be as follows: 1. For any Leaves beyond the entitled Leave, the following would be applicable: a. Excess leave between 01 day 90 days: promotion eligibility may be delayed by 6 months b. Excess Leave between 91 days 180 days: promotion eligibility may be delayed by 1 yr c. Excess leave between 181 days 270 days: promotion may be delayed by 1 years d. Excess leave between 271 days - 360 days: promotion may be delayed by 2 years e. Excess leave between 361 days to 450 days: promotion eligibility may be delayed by 2 years f. Excess leave between 451 days to 540 days: promotion may be delayed by 3 years. It will be clearly identified as to how long the promotion is to be delayed (6 months or 1 year or more as per the policy) and for those many subsequent PCMs, the staff member will not be considered. The Staff Member will not be called for interviews in case he is not being considered and recommendation from GL will also not be sought in this case. However HRD will make a list of such staff members and forward the same to their GLs at the time of sending the recommendation form and keep them and the concerned staff informed about the same. On completion of the delayed period of eligibility, if the staff has availed leave within the limits of entitled leave for the period (i.e. 20 leaves for every six month period), during the said delayed period of eligibility, then he will be considered for promotion as enumerated below: CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 86 Copyright 2011, C-DOT. Upon non-consideration in one or two PCMs due to excess leave, when the staff members will become due in the subsequent PCM, in order that he does not get penalized on the leave marks repeatedly, the score of the individual in the promotion delayed period will be considered as his score against leave criteria. His total marks obtained will be compared to the cut off for that particular grade since cut offs usually are different for minimum, minimum + 6 months and so on. In case excess leave cases from past PCM, if penalization is already been done for a particular case and the period of penalization is over, there will be no review of the period as per the latest leave criteria. However, for those penalization period is not over yet, will be reviewed against the new principle. These changes in Leave criteria are applicable from 44th PCM (01/10/2009) onwards. 12.2.4. Qualifying score 1. Candidates scoring 60% and above in aggregate will become eligible for consideration for promotion. 2. Eligible candidates would be considered for promotion w.e.f. 01 October or 01 April, depending upon their eligibility. 3. The actual number of employees to be promoted in various categories each time will be decided by the C-DOT Board. 12.3. PAY FIXATION ON PROMOTION Consequent to implementation of 6th Central Pay commission in C-DOT, with effect from 01/01/2006, the pay fixation on promotion from one grade pay to another in the revised pay structure, the fixation will be done as follows: One increment equal to 3% of the sum of the pay in the pay band and the existing grade pay will be computed and rounded off to the next multiple of 10. This will be added to the existing pay in the pay band. The grade pay corresponding to the promotion post will thereafter be granted in addition to this pay in the pay band. In cases where promotion involves change in the pay band also, the same methodology will be followed. However if the pay in pay band after adding the increment is less than the minimum of the higher pay band to which promotion is taking place the pay in the pay band will be stepped up to such minimum. CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 87 Copyright 2011, C-DOT. 12.4. IMPACT OF PROMOTION ON SALARY The impact of promotion on various components of salary and benefits would be as under: Benefit Effective Date Pay Scales Date of Promotion Salary Fitment (Basic Salary) Date of Promotion Dearness Allowance Date of Promotion City Compensatory Allowance Date of Promotion House Rent Allowance Date of Promotion House Maintenance Financial Year of date of order Leased Accommodation where there is recovery If limit changes, the difference is reimbursed from date of promotion. New lease can be taken only on completion/ termination of earlier lease Lease Maintenance Financial year of date of order Conveyance Allowance Date of issue of order Travel Allowance Date of issue of order Multi-Functional Allowance Date of Promotion Hardship Allowance Date of Order Medical Reimbursement April 1 st of current year for cases where Promotion is effective from date in previous financial year. Others from April 1 st of next year Provident Fund Date of Promotion Leave Travel Concession Date of issue of order Newspaper/ Magazine Reimbursement Date of issue of order Periodicals Date of issue of orders Leave Encashment Date of Promotion Long Term Loan Date of issue of order Subsidy for purchase of Vehicle & House Date of Promotion, if already availing Transport Allowance Date of issue of order Professional Body Membership Date of issue of order 12.5. RESPONSIBILITY PLACEMENT Under review 12.6. CAREER GROWTH Under review 12.7. REDESIGNATION OF RESEARCH ENGINEERS 1. Research Engineers who have completed five years of service as on 01 April each year, will be re-designated as Senior Research Engineers with effect from April 01 of that year, based on the following conditions: CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 88 Copyright 2011, C-DOT. 2. HRD Delhi and Bangalore will generate a list of eligible staff members and send the same to their respective Group Leaders. 3. Recommendations of the GLs will be sought for all such REs and those who have completed five years of service (or more) as on April should be recommended for re- designation by the GLs. 4. No disciplinary action should have been taken against the RE in the preceding five years, to be considered for being re-designated as SRE. 12.8. AWARD POLICY The new award policy has been notified vide CPC 04/2011 and CPC 05/2011 dated 14 July, 2011 which will be implemented from Financial Year 2011-12 onwards. 12.8.1. PROJECT / GROUP / TEAM LEVEL AWARDS 12.8.1.1. INTRODUCTION 12.8.1.1.1 Awards for Project/ Group/ Team will henceforth be presented as per the revised procedures laid down by this Policy. The details with regard to applicability, selection criterion and method of selection for awards are laid down in succeeding paragraphs. 12.8.1.1.2 The Review Reference is C-DOTs Five Year Plan and Current Annual Business Plan and review would be done in the month of April immediately after the given Financial Year. The Project/ Group/ Team level Awards are to be linked directly to and commensurate with the Organizations overall performance/ delivery in the given FY and limited to 2 awards per FY.
12.8.1.2. APPLICABILITY 12.8.1.2.1 The Project/Group/Team Excellence Award Scheme shall be applicable for all R&D projects included in ABP from 01.04.2011 onwards which result in commercialization of the product. These R&D projects include all in-house Projects. 12.8.1.2.2 This award will also be applicable to all Technical Service Groups and non- technical Support groups like Purchase, Administration, Finance, HRD, Marketing, etc. All Group/Team members working at C-DOT Delhi and Bangalore and have made significant contribution in the Project shall be eligible for the awards. CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 89 Copyright 2011, C-DOT. 12.8.1.3. PROJECT TEAM 12.8.1.3.1 A Project Team would consist of all individuals across various groups who have constructively contributed to the project (i.e. at ABP level); hence be commended as a whole. The Project Team shall be as defined for each project clearly in the ABP/ Organization Structure. 12.8.1.3.2 The team would consist of Project Team members working in the Team as on the date of recommendation for Award. 12.8.1.3.3 Names of Team members as defined by above Project/ Group/ Team shall be reviewed and cleared by the concerned GL and countersigned by the Director. 12.8.1.3.4 During the course of development of project, it is possible that there may be occasions when a few members leave/ change and new members added. These additions/ subtractions shall be authorized by the GL and countersigned by the concerned Director from time to time. 12.8.1.3.5 Only those who contribute significantly to the project shall be considered as Project Team members. 12.8.1.4. SELECTION OF PROJECTS FOR AWARDS 12.8.1.4.1 Only for the Projects/Groups/Teams which have accomplished the prescribed tasks completely and delivered as per the ABP and within the scheduled time and budget and meeting all requirements stipulated (both explicit & implicit). Those projects which result in obtaining Orders from customer (Lol or Indent/ Order/ Contract) shall also be considered. 12.8.1.4.2 Concerned Project Head/ GL/ TL shall put up the application/ proposal to HRD in the prescribed format, for consideration of Award in the form of a file, giving full details of Project, Project Team (as cleared as per Para 3 above) as and when the project is completed. 12.8.1.4.3 HRD will forward all the applications/ proposals to the Empowered Committee. 12.8.1.4.4 The Empowered Committee, consisting of Directors, will assess the project as per the prescribed format (available with HRD). 12.8.1.4.5 On the basis of the assessment, a Matrix shall be prepared by the Empowered Committee. The format of the matrix will be made available to the empowered committee by HRD CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 90 Copyright 2011, C-DOT. 12.8.1.4.6 Only those projects for which minimum 50% marks is obtained for each Criterion/ Parameter and total marks of 60% and above shall be considered for the Award. 12.8.1.4.7 The projects recommended for consideration will be placed before a high- level Committee consisting of EDR and all the Directors for the final selection of the best few projects for award every year. 12.8.1.4.8 A Project/Group/Team that received an award in the previous year shall not be considered for the award again. However, they may be considered in the subsequent year. 12.8.1.4.9 For all Technical Service Groups and Non-Technical Support Groups, the same prescribed format will be used for indicating their specific achievements/contributions. If some parameters therein are not directly relevant, they will be covered as weighted ratings, with requisite justification of the relevant parameters only. 12.8.1.5. AWARD FOR THE SELECTED PROJECT 12.8.1.5.1 Each project member (as defined vide Para 3 above and contributed to project) except the Key Individual Contributor shall be given a Cash Award not exceeding ` 20,000/- and a Citation. The Key Individual Contributor, if any, will be given a Cash Award not exceeding ` 40,000/- and a citation. 12.8.1.5.2 Awards shall be given away to the selected Project/Group/Team members by EDR every year in a function organized as decided by Management. Such a function may be clubbed with Annual Day or a Business Review meeting when all GLs are also present. The awardees will be invited to attend with their spouses. Both the staff and spouse would travel by train/ air as per the entitlement of staff concerned as per TA/DA Rules, for official travel, if required 12.8.2. INDIVIDUAL AWARD SCHEME 12.8.2.1 Staff members who make significant and key contributions for the success of the Project (any project including those not short listed for award) specifically for those who develop innovative/critical/path-breaking technology features due to which the product gets the special technological edge would be recommended by the immediate supervisor, clearly defining their significant technological contributions. These shall be considered by the Empowered Committee. 12.8.2.2 The list of Individual Contributors as cleared by Empowered Committee would be put up to the Committee consisting of EDR and the Directors for decision on the Award, which may carry Cash Award up to ` 50,000/- and a Citation, subject to an CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 91 Copyright 2011, C-DOT. overall budget allocation decided by the Directors. This is conditional on the candidate not receiving Individual Key Contributor award for the same project. 12.8.2.3 Award for key contributors shall also be given away during function as specified earlier, viz. during the Annual Day or a GBM 12.8.2.4 Categories & Quantum: Individual Level (Maximum 16 per Financial Year)
"Exemplary Performance": Eight per FY for Research Engineers/ Sr. Research Engineers/ Team Leaders/ Executives/ Managers
"Exemplary Leadership": Two per FY for Group Leaders/ Technical Experts / Sr.Technical Experts/ Sr. Managers /CAO/ CFO/ Registrar
"Best Support (Technical)": Four per FY for Research Associates
"Best Support (Non-Technical)": Two per FY for Associates / Member Support / Assistant Executives 12.8.2.5 Selection: Exemplary Leadership Award: Board would decide based on Organizations overall performance/ delivery May solicit recommendations from Director(s)/CFO/Registrar/Sr.TE(s). Other Individual Level Award: A High Level Empowered Committee to be constituted (FY basis) that would independently assess the proposals and recommend to the Board Members in the month of April for the completed FY. 12.8.2.5.1 Concerned Project Head/ GL/ TL shall put up the recommendation/nomination to HRD for consideration of Award in the prescribed format (available with HRD), giving full details of the achievements and justification for award. 12.8.2.5.2 HRD will forward all the nominations to the Empowered Committee. 12.8.2.5.3 The Empowered Committee, will assess the individuals as per the prescribed format. 12.8.2.5.4 Only those individuals who obtain total marks of 60% and above shall be considered for the Award. 12.8.2.5.5 An individual who received an award in the previous year shall not be considered for the award again. However, he/she may be considered in the subsequent year. CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 92 Copyright 2011, C-DOT. 12.8.2.5.6 Peer level feedback may be solicited to ascertain authenticity on the suitability and aptness of stated achievements, reasons, justification, etc. of individuals and also those of Projects/Groups/Teams, before qualifying them for consideration. 12.8.2.5.7 For Support (Technical and Non-technical), the same format of assessment will be used for indicating their specific achievements/contributions. If some parameters are not directly relevant, they could be covered as weighted ratings, with requisite justification of the relevant parameters only. 12.8.2.6 Discretion: Board has discretionary powers to grant/reject.
NO compulsion to grant if NO exceptional delivery/performance seen in a FY. 12.9. LONG SERVICE AWARD 12.9.1. Objective The aim of this Policy is to set out the processes through which the loyalty and commitment of staff is rewarded and they get motivated to contribute their best towards the objectives of the Centre. 12.9.2. Scope of Policy This Policy applies to all employees within the Centre who have accrued the appropriate length of service. 12.9.3. Policy In recognition of long and valued service, the Centre will mark its appreciation by awarding a Long Service Award to those employees who accrue 25 years service during employment and to those employees who superannuate at our Centre. 12.9.4. Recognition of Long Service for existing employees During Employment The Long Service Award will be issued to qualifying employees who accrue 25 years service at our Centre. The Long Service Award will consist of the following: 1. A certificate signed by the Executive Director in recognition of their long service. 2. A silver plaque, worth ` 5000/- with name of the staff and Long Service Award of 25 years inscribed on it. Staff Members on leave will be eligible / considered for the Long Service Award in the following manner: 1. Staff Members who have availed EOL of more than three months & leave on lien during their 25 years service, will be considered during the year in which they CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 93 Copyright 2011, C-DOT. complete their 25 yrs service after compensating the shortfall of service period due to leave. 2. Staff Members who have been reprimanded due to misconduct or unauthorised absence during the preceding 5 years from the date of completion of 25 yrs of service, will be considered only after serving 2 years from the date of reprimand, on receipt of recommendations / approval from their concerned GL / Director. PROCESS 1. HRD will generate list of staff who will be eligible for consideration of this Award as on August 25, every year and obtain approval from EDR. 2. On receipt of approval, HRD will prepare the certificates and plaques. 3. Awards will be granted to the staff during the Annual Day Celebrations of the respective years. 12.9.5. Recognition of Long Service Award on Retirement The Long Service Award will be issued to qualifying employees who leave the Centre on attaining the age of Superannuation. The Long Service Award on retirement will consist of the following: 1. A certificate signed by the Executive Director acknowledging the employees long and valued service. 2. A gift cheque worth ` 10,000/-. PROCESS 1. HRD will generate list of staff retiring three months prior to their retirement and forward their cases for approval by EDR. 2. On obtaining approval, HRD will prepare the Certificates and Gift Cheques. 3. The Awards will be given to the retiring employees by the during the farewell get- together organised for this purpose. 12.10. GRANT OF CASH INCENTIVE ON PASSING HINDI EXAMINATIONS 12.10.1. Purpose To encourage staff members to acquire knowledge of Hindi. C-DOTs personnel, who have not studied Hindi in their School / College and pass Prabodh / Praveen / Pragya Examination, are eligible for cash awards and incentives. These awards are given on passing the following exams: CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 94 Copyright 2011, C-DOT. 1. Pragya Examination: The personal pay for passing Pragya Exam shall be granted only to those officers / employees for whom that course has been prescribed as the final course of study. 2. Praveen Examination: The personal pay shall be granted only to those employees for whom the Praveen course has been prescribed as a final course of study 3. To the employees on passing the Praveen Examination with 55% or more marks. 4. To the officers on passing the Praveen Examination with 60% or more marks. 5. All the staff members including those who have passed Hindi S.S.L.C as III language in Non-Hindi regions like Bangalore, may be given an opportunity to receive training for the three courses i.e Prabodh, Praveen, Pragya of the Hindi Teaching Scheme, relaxing the rigid norms of admissions. A declaration may be obtained from the staff while taking admission to the effect that they do not possess actual working language in Hindi although they have passed Hindi as III language at S.S.L.C level. 12.10.2. Cash Awards & Incentives 1. Personal Pay: Personal pay equal to the amount of one increment for a period of 12 months is granted to the C-DOT Officers/ Employees on passing the following Hindi Language Examinations. 2. Cash Awards: The following cash awards are granted according to eligibility for securing good marks in Hindi Prabodh, Pragya Examinations, for which present rates are as under: a. Prabodh: i. On securing 70% or more marks - ` 500/- ii. On securing 60% or more marks but less than 70% marks - ` 300/- iii. On securing 55% or more marks but less than 60% marks - ` 200/- b. Praveen & Pragya: i. On securing 70% or more marks - ` 800/- ii. On securing 60% or more marks but less than 70% marks - ` 600/- iii. On securing 55% or more marks but less than 60% marks - ` 400/- 3. Personal pay will be in addition to cash awards for which the employee is entitled for. CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 95 Copyright 2011, C-DOT. 12.11. TRAINING SPONSORSHIP SCHEME 12.11.1. Objective To provide an aid to C-DOT employees who are interested for acquiring skills, knowledge and qualification from various training programmes. 12.11.2. Scheme 1. All requests for sponsorship for training would have to be made and processed on standard format. 2. On completion of the training programme, employees would be required to submit a report in the prescribed format, through their supervisors, to the Training Cell. 3. Approval of Training: (Delegation of Powers) The Delegation for deputing for training/conference/seminars/exhibition with effect from 01 April, 2012 is as follows: a. Competent Authority: Senior Technical Expert/ Technical Expert / Group Leader Extent: For staff below: ` 15,000/- per person, per occasion (Total Course fee & course material.) Remarks: Limited to a maximum total approval of ` 50,000/- per quarter, excluding travel/boarding. (The limit of ` 50,000/- is, the maximum monetary limit for approval that maybe sanctioned by the STE/TE/GL in a quarter, irrespective of the number of persons). b. Competent Authority: Director Extent: Full Powers for staff below 12.12. CORPORATE MEMBERSHIP OF PROFESSIONAL BODIES 1. The proposals regarding corporate membership shall be consolidated by HRD. 2. For each of Professional Body the journals/ publications shall be received by Library at respective locations. 3. HRD maintains the database of these memberships. 12.13. SUGGESTION SCHEME 1. Suggestions are welcome to improve upon various services, facilities and procedures. 2. Suggestions can be given across the table. 12.14. GRIEVANCES The GRIEVANCE REDRESSAL PROCEDURE in C-DOT has been announced vide CPC 12/2012 in November 2012. Details are given below: CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 96 Copyright 2011, C-DOT. AIMS '& OBJECTIVES: To provide the employees as easy and readily accessible machinery for prompt disposal of their day to day grievances. NATURE OF GRIEVANCES THAT FALL FOR REDRESSAL UNDER GRIEVANCE PROCEDURE: Complaints affecting one or more individual workers in respect of the following: Implementation of the policies / rules or the decisions of the organization Financial parameters e.g. salary payment and perks, increments, non-extension of benefits under organizational rules etc. Interpretation and application of service rules- e.g. Transfer, leave, etc. Work related: e.g. working conditions, hours of work, work assignment etc. Other matters of similar nature However, grievance pertaining to or arising out of the following shall not come under the purview of grievance procedure Performance Appraisals / confidential reports Promotions, including DPC minutes and decisions Where the grievance does not relate to an individual employee, and Any grievance arising out of the discharge or dismissal of an employee Grievance pertaining to or arising out of disciplinary action or appeal against such action shall be forwarded to the competent authority as laid down under the conduct rules and in such cases, grievance procedure will not apply. DIFFERENT STAGES FOR REDRESSAL OF GRIEVANCES PROVIDED FOR UNDER THE GRIEVANCE REDRESSAL PROCEDURE OF C-DOT: To get their grievances addressed, employees can make use of the three grievance redressal levels available in the organization. FIRST STAGE (DEPARTMENT LEVEL): The aggrieved employee shall represent his/her grievance in writing to the HR Department of his location. Upon receipt of the grievance, the HR head shall meet the aggrieved employee in person to understand the issue and shall try to resolve the issue within the existing organizational CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 97 Copyright 2011, C-DOT. frame work. If the grievance does not get resolved with these efforts, the HR shall forward the grievance immediately to the employee's Group Head which shall have to be acknowledged. The Group Head shall send his reply in writing, to the HRD within 10 days of the receipt of the grievance. The same shall be forwarded to the aggrieved employee. SECOND STAGE (GRIEVANCE COMMITTEE): If the employee is not satisfied, he may request the HRD to forward his / her Grievance to the Grievance Committee constituted for the location. There shall be a grievance committee each at Delhi and Bangalore consisting of the Registrar, two Senior Officers from Technical Executive cadres, one Senior Officer from HR and Finance. The recommendations of the Grievance Committee shall be communicated to the concerned staff within 30 days. A copy of the minutes of the Grievance Committee meeting may also be given to the aggrieved staff, upon receipt of written request for the same. THIRD STAGE (APPELATE AUTHORITY - CORPORATE LEVEL): If the employee is not satisfied with the reply given by the Grievance Committee, he / she can represent the matter to the concerned Director, who will convey his decision within 30 days from the date of receipt of grievance from the Committee. The decision of the Director shall be final. General Conditions: The employee concerned shall grievance immediately and in any case within a period of three months from the date of occurrence. If the Grievance arises out of an order of the Management, the said order shall be complied with, before the employee concerned invokes the grievance procedure. Any appeal or representation to a higher authority must not be made unless the appropriate lower authority has already rejected the claim or refused relief or ignored or unduly delayed the disposal of the case. If the employee is not satisfied with the resolution of the grievance, he/ she may meet the Executive Director on a designated day to present the grievances and to seek solution thereof. However, this option can be exercised by the employee only after he has gone through all the three stages of Grievance redressal, but is still not satisfied with the resolution. Representations to still higher authorities must not be made unless all means of securing attention or redress from lower authorities have been exhausted. Any attempt by any C-DOT staff to seek a decision on such issues in a Court of Law, [even in cases where such a remedy is legally admissible] without first exhausting the CAREER DEVELOPMENT
STAFF HANDBOOK V02/11 D01 98 Copyright 2011, C-DOT. normal official channels of redress, can only be regarded as contrary to official propriety and subversive of good discipline and may well justify the initiation of disciplinary action against the staff member.
FACILITIES AND WELFARE
STAFF HANDBOOK V02/11 D01 99 Copyright 2011, C-DOT. 13. FACILITIES AND WELFARE 13.1. LIBRARY The Library of C-DOT, with a comprehensive collection of books, is at its two locations Delhi and Bangalore to cater to the information requirement of employees. The Centres libraries are equipped with all the modern information tools and computerized for online access to library resources across its campuses through the library intranet site. 13.2. BOOKS / PROCEEDINGS / REPORTS / STANDARDS Libraries have a large collection of books on technical subjects of relevance to C-DOT in particular, i.e. on Telecommunications, Electronics, Computer Science, Management and Hindi books, besides books on general interest and other subjects. Periodicals/Journals: Libraries both at Delhi and Bangalore subscribe to the best Journals/Periodicals, both National and International. 13.3. CDS VIDEO CASSETTES The libraries also have a good collection of CDs and videocassettes on Technical and Management subjects. 13.4. DIGITAL RESOURCES The Centres Libraries provide IP based digital database access across its campuses to 1. IEEE Xplore Digital Library 2. ACM Digital Library 13.5. MCIT GATEWAY As members of the Ministry of Communications and Information Technology Consortium (MCIT), C-DOT has access to journals database of the participating libraries for resource sharing. 13.6. SERVICES 1. Press Clipping service 2. Telecom Literature Service 3. Article Alert Service 4. Current Awareness Service 5. Reprographic Service 6. Reference Service FACILITIES AND WELFARE
STAFF HANDBOOK V02/11 D01 100 Copyright 2011, C-DOT. 7. Inter Library Loan 8. On line access catalogue 9. Networking - Inter library - With other libraries 10. Do you know service 13.7. RULES 1. Each C-Dotian is eligible for issue of maximum of five books. 2. Books are issued for a period of one month. 3. Reference books and technical journals are kept in the library for reference purpose. 4. For inclusion of new books and journals in the library, user can give the recommendations to the library staff after getting appropriate approvals. 13.8. CANTEEN Subsidised canteen facility is available for all staff members. Contract based canteen is operational. The canteen transactions are fully automated for which the biometric machines are used. Staff members may register their finger-prints with Tools Group for biometric transactions. End of the month, total transactions are computed and only 1/4th of the total amount is deducted from staffs salary, balance being paid by C-DOT. 13.9. IN-HOUSE MEDICAL FACILITY Doctors have been appointed to provide medical assistance to staff members in the office premises. These doctors are available as per details below: LOCATION TIMINGS C-DOT Campus, Delhi Monday- Thursday 11.00 hours to 13.00 hours C-DOT Campus, Bangalore Monday Thursday 2.00 4 .00 p.m. In case above visiting days fall on a holiday, doctors shall visit the office on the next working day. 20% discount available to all staff members and their dependents at MEDINOVA Diagnostic Centre for all tests/services at Bangalore. 13.10. RECREATION C-DOT Bangalore and Delhi have recreation clubs managed by representatives of staff members. The clubs are financed through monthly contributions from staff members and C-DOT subsidy. The clubs are responsible for: FACILITIES AND WELFARE
STAFF HANDBOOK V02/11 D01 101 Copyright 2011, C-DOT. 1. Sports and games 2. Cultural programmes, picnics, outings, get-togethers, etc. 3. Trekking, training for spouses, etc. 4. Welfare activities Staff Recreation Club Contribution All staff members contribute ` 40/- per month towards the SRC w.e.f. 01.04.2010 with a corresponding contribution of ` 160/- per employee, per month, from the C-DOT Management. 13.11. STAFF GET TOGETHER / RECREATION / FUNCTIONS 1. This facility will be available twice in a Financial Year once for each half year ending 30th September and 31st March. While the facility for 1st half year must be incurred within a period of 2 months after 30th September, the one for second half year must be incurred within 3 months after 31st March. 2. The per employee expenditure will be ` 650/- and will include all taxes, taxis and transportation costs and tips, where applicable. 3. Power to incur and approve expenditure will be available at STE / TE / GL / Registrar / CFO level. 4. All Groups reporting to the above officers will be clubbed together for this purpose. 5. This scheme is linked to achievement of objectives of the Group. The justification for incurring the expenditure must be given either by the GL or the STE/TE, as the case may be, by reference to the achievement of the KRA for that period and the fulfilment of milestones stated in ABP. 6. Where several GLs report to a STE/TE, this power is deemed to be delegated to the TE who shall, upon suitable recommendation received from GL regarding achievement of the KRA given to the Group will approve. If the GL is not reporting to the STE/TE, then this power is delegated to such GL and he/she can approve/incur the expenditure as per prescribed limits. 13.12. BANK COUNTER 1. At Delhi, Canara Bank Extension Counter is at the C-DOT premises, ground floor, Gate no. 2. The Services of Bankers are as follows: 10 a.m. to 2 p.m. and 2.30 p.m. to 3.30 p.m. on weekdays FACILITIES AND WELFARE
STAFF HANDBOOK V02/11 D01 102 Copyright 2011, C-DOT. 10 a.m. to 12.30 p.m. on Saturday 2. At Bangalore, Canara Bank counter is at the C-DOT premises on all working days between 12.30 p.m. to 01.30 p.m. 3. On joining, staff members are expected to open a bank account either in the bank counters available at the C-DOT premises or in any of the banks located in Delhi and Bangalore respectively. Salary and other staff payments are credited to the individual bank accounts, based on individual declarations given in the ECS mandate form. 13.13. PHOTOCOPYING Services for photocopying are available at Delhi and Bangalore offices. The photocopying services are available for official work only. 13.14. TRAVEL Requisition for booking of tickets may be given to Administration group on prescribed pro-forma with approval of Managers (as per delegation of powers). Administration group shall arrange for purchase of tickets for both onward and return journey. Members of staff can also avail of Administration facilities for getting personal Rail/Air reservations for self and family members. 13.15. STAFF CAR For the purpose of official duties, members of staff can use staff car facilities, depending on availability. In case staff car is not available public transport can be used and reimbursement claimed as per entitlement. 13.16. E-MAIL / INTERNET 1. C-DOT provides an e-mail facility for official work at the C-DOT campus. The users do not have a right to privacy in this matter. The e-mail messages (both incoming & outgoing) are subject to screening. The e-mail facility should not be used in any manner detrimental to the interest and image of C-DOT (like sending technical documents to competitors, sending or soliciting indecent material, seeking employment or employment information or admission to educational institutes except where such courses are sponsored by C-DOT). 2. C-DOT (B) provides Internet access to meet business requirements. This has been provided through proxy server where the users are authenticated through password. Internet usage logs are maintained for security reasons. All TLs / managers and above have been provided individual passwords. All other staff can access using group accounts. Group accounts are issued based on the need of the group. Web content is filtered for inappropriate matter and then passed on to the end user. FACILITIES AND WELFARE
STAFF HANDBOOK V02/11 D01 103 Copyright 2011, C-DOT. 13.17. EMPLOYEE INFORMATION SYSTEM (EIS) There is a password enabled Software called as Employee Information System (EIS) which can be accessed by all employees, for information on Salary Slips, Income-tax deductions, Employees Provident Fund (EPF) Card etc. Further, all details like individual claims pending, amount passed etc are also available for the information of the staff. The EIS also contains General Information like Attendance report, leave card, canteen Facility utilization, assets info, Biodata, C-DOT Holiday list, Staff Handbook, Annual Business plan (ABP), C-Dot Stock Status, Indent/PO Status etc. 13.18. STAFF CLAIMS PROCEDURE Staff who wish to claim any reimbursements like Medical, conveyance, Residential telephone, Books etc should have to claim in the prescribed forms available with their Group Associates, attaching the original receipts/Vouchers, within the prescribed time. These claim papers should be entered in the Staff Claims package available in their respective workstations. Once entered, an alphanumeric Number is generated, which should be noted on the top of the claim papers and submitted to Finance. Finance will periodically scrutinize all these claims say once in a month and will issue pay order to bank for making payment to the respective Bank accounts of the staff. 13.19. SECURITY 13.19.1. Materials / Staff Movement 1. Staff members are required to ensure that the materials taken out of C-DOT on returnable gatepass are returned on or before the due date. Until then, they will be the sole custodians of these materials and will be solely responsible for the said materials. 2. Staff getting relieved from C-DOT, are required to ensure that all the materials taken out/sent out of C-DOT under returnable gate passes, signed by the staff as a bearer, is returned to C-DOT and the outstanding entries are closed. If the materials are outstanding for valid reasons, the responsibility is to be transferred to another staff member of the same Division by the authorised person under approval of the DM concerned and the transferee has to accept the responsibility in writing. 3. Materials brought into C-DOT for testing/demos etc. will be allowed inside with valid Demo/Testing gatepass. 4. Due to security reasons, staff members are advised to avoid entering the Office premises on holidays/after office hours except in the case of overstay/visit due to official work. 5. No movement of vehicles shall be allowed to/from office on holidays and after office hours. In case of exigencies permission of administration may be taken before the incident. FACILITIES AND WELFARE
STAFF HANDBOOK V02/11 D01 104 Copyright 2011, C-DOT. 13.19.2. Visitors 1. Personal Visitors are limited upto Reception area only. Hawkers, peddlers, sale promoters of consumable, domestic appliance etc., are not allowed. 2. Official visitors are allowed on working days either on prior appointment/otherwise between 08.30 hrs to 17.00 hrs only. They have to obtain a pass at security, go to reception. The receptionist will call the staff to be visited on phone and inform the presence of the visitor. If the staff member is meeting the visitor, he/she is required to come down to meet the visitor, hold discussion at discussion table in the reception and see off the visitor after completion of business. 3. The visitor has to be taken to the floor or the working area only when the visit is need based. In such case, the visitor should get floor badge and go to the concerned floor with the staff and the staff has to see the visitor off after the business. 4. Visitors carrying any materials for delivery, for display, demonstration, sample etc., have to declare, get them entered in material inward register, obtain demo/evaluation pass and carry the materials into C-DOT. When the materials are returned after inspection, the authorised person should sign on the demo/evaluation gate pass, which is a must to allow the material to be taken out. 5. Official visitors, if required to be received into C-DOT working areas, should be with prior permission from the respective GLS. 6. Visitors are not allowed on Saturdays/Holidays, and after office hours on working days. However, if any visitor were to express his intention to see a particular staff of C-DOT who is available on duty, express permission/clearance of the visit from the Divisional Manager available on duty or that of Administration Department is essential. OVERVIEW OF PURCHASE PROCESS
STAFF HANDBOOK V02/11 D01 105 Copyright 2011, C-DOT. 14. OVERVIEW OF PURCHASE PROCESS C-Dot procurement is governed by a well laid out purchase procedure. Detailed procedure can be obtained from the purchase department. A brief over of the Purchase process are appended below: 14.1. CLASSIFICATION OF ITEMS Items can be generally classified under the following categories: a. Capital Items (Technical): Hardware, Software, etc b. Components: COI, Non COI, PCBs, Spares, etc. c. Consumables (Technical): CDs, cartridges, equipment consumables etc. d. Capital Items (Administrative) e. Furniture, Office Equipment (FAX/Printers/ACs etc) All the indents as per Sl.No. (a & b) have to be routed thru Central Stores ( Delhi & Bangalore ) to ascertain the availability of the same. Certification of Non Availability to be given by Central Stores. 14.2. PROCESS RELATED TO CAPITAL PROCUREMENT 1. Before indenting a capital item for your group, it is imperative that you find out from other groups whether they can share the same equipment/software. 2. The requirement of technical capital items should be approved by the Project Board. 3. The specification of the equipment should be generic in nature so that all the reputed vendors/manufacturers compete for the same and in the process we get the best possible prices. 4. The indentor / indenting group has to inform Purchase whether the requirement is to be processed through Open Tender/Limited enquiry/Proprietary. The same has to be indicated in the indent with proper attachments like specifications, potential supplier list, Proprietary certificate as the case may be. 5. In case the item is proprietary in nature {Only available through single source} because of developmental reasons a separate committee shall provide the Proprietary Certificate and subsequently the requirement needs to be approved by competent authority. (List of competent authority who can sign the Proprietary Committee is enclosed (Office Order enclosed). 6. The indentor / Indenting group has to provide the specifications in detail and also to mention the Warranty & Post-warranty required for the Equipment/Instrument. OVERVIEW OF PURCHASE PROCESS
STAFF HANDBOOK V02/11 D01 106 Copyright 2011, C-DOT. 7. Repeat Order may be placed for the item already purchased and the same is required by the indentor / indenting group. However, the repeat order value should not exceed the original PO value and the same should be within one year. 8. We follow Open Tender (Press Advertisement) and also Limited Tenders (when an enquiry is sent to few reputed manufacturers for our requirements. 9. Spares and other proprietary software items are processed through Limited Tender Enquiry as there are only specified parties for these equipment viz. IBM/HP servers, Oracle software, Microsoft Software etc. 10. At any point of time, the indentor/indenting group faces problem, they can approach the Purchase department for any guidance. 11. In case, the indentor/indenting group wishes to get the samples from the supplier, the same may be indicated to Purchase in advance so that the clearing of the same from Customs may be initiated. 12. The indents of Administrative items in nature like Chairs, Tables, Fans, Aluminium partitioning works, Anti-static flooring etc. has to be routed through Admin group. 13. The indents pertaining to Computer consumables, computer peripherals etc. are to be routed through Computer Infrastructure group. OFFICIAL LANGUAGE (HINDI)
STAFF HANDBOOK V02/11 D01 107 Copyright 2011, C-DOT. 15. OFFICIAL LANGUAGE (HINDI) 1. As per Section 3 of the official Languages Act, 1963 (As Amended, 1967) Hindi in Devanagari script is the Official Language of the Union and the form of numerals to be used for official purposes is the international form of Indian numerals. 2. Under Section 3(3) of the Official Languages Act, 1963, Resolutions, General Orders, Rules, Notifications, Administrative or other Reports, Press Communiques, Administrative and other Reports and official papers to be placed before the House(s) of Parliament, Contracts, Agreements, Licences, Permits, Tenders Notices and Forms of Tender should invariably be issued bilingually (in both Hindi & English languages). 3. As per Rule 11 of the Official Language Rules, 1976, all Manuals, Codes and other Procedural literature are required to be prepared both in Hindi and English. All Forms, Headings of Registers, Name Plates, Notice Boards and various items of stationery, etc., are also required to be in Hindi and English. 4. All the States/Union Territories have been divided into 3 regions, viz., Region A, B & C. C-DOT, Bangalore falls under Region C. 5. The Official Language Implementation Committee meets regularly once in every quarter to discuss the progress of implementation of the Official Language and entail methods for further progress. 6. Workshops / Interactive Sessions in Hindi on various topics of general interest are organised on a regular basis every quarter. Experts from the relevant fields are invited to share their knowledge on these topics. 7. Hindi Fortnight is being celebrated as HINDI UTSAV in the month of September every year. Various competitions are organised during this period and winners of the competitions are awarded cash awards. IPR / NDA / RTI / VIGILANCE
STAFF HANDBOOK V02/11 D01 108 Copyright 2011, C-DOT. 16. IPR / NDA / RTI / VIGILANCE 16.1. INTELLECTUAL PROPERTY RIGHTS (IPR) 1. The activities of the Intellectual Property Rights Division encompass protection of all types of intellectual property generated in C-DOT patents, trademarks, design and copyrights. This division now widely known for the service being rendered to provide efficient Technical and Techno-Legal IPR Advisory support to engineers on matters relating to intellectual property, and act as a natural facilitator and catalyst. 2. C-DOT IPR Group aims at fulfilling the IPR needs of the organization and the main functions of IPR Group are: a. IPR identification, generation, sustenance and maintenance. b. Disseminating IP understanding & awareness thru lectures and knowledge networks. c. Support to product groups w.r.t prior art search, techno-legal assistance etc. d. Interactions with Patent Attorneys, Patent Offices and IPR experts. e. Providing inputs to IPR clauses in NDAs, MOUs, Source code f. Agreements, work orders, ToT agreements etc as and when required. There are seven types of IPR in practice which are protected, viz., Instruments Protection Patents Protect inventions, which are novel, non-obvious and have commercial application Copyrights Protects creative output such as words, music, art, software code etc. Trademarks Protects signs or marks which distinguish product or services Design Rights Protection of external appearance of products Know How/ Trade secrets Protects companys / Individuals internal knowledge that is kept within the organization Geographical Indications Protection of goods that can be identified to a particular territory, region or country Traditional Knowledge e.g. therapeutic benefits of turmeric, neem, etc., agricultural practices, genetic resources IPR / NDA / RTI / VIGILANCE
STAFF HANDBOOK V02/11 D01 109 Copyright 2011, C-DOT. 16.2. SIGNING OF NON-DISCLOSURE AGREEMENT (NDA) 1. C-DOT has been signing Non Disclosure Agreements, MOUs and Commercial agreements with various vendors and collaborators. In these documents, C-DOT is making commitment to counter parts to keep information about their technologies and products confidential. This commitment is on behalf of all C-DOTians. It is therefore imperative that every member of C-DOT staff also gives a commitment to C-DOT Management to keep all the information acquired while working in C-DOT confidential. 2. All C-DOT employees present and future will sign a NDA to keep all information acquired by them while working in the service of C-DOT confidential. 16.3. RIGHT TO INFORMATION (RTI) 1. The Right to Information Act, 2005, aims to provide for setting out the practical regime of right to information for the citizens of India, to secure access to information under the control of public authorities, in order to promote transparency and accountability in the working of every public authority. 2. This Act received the assent of the President of India on the 15th of June, 2005. 3. In C-DOT, one's right to information is respected and great care is taken to provide the relevant information sought under the Right to Information Act, 2005, enacted as a Law by the Government of India. 4. The following officers have been entrusted with the responsibility to implement the Act in C-DOT: Appellate Authority Phone : +91-11-26598479 Fax : +91-11-26598480 E-Mail : appelate@cdotd.ernet.in Central Public Information Officer Phone : +91-11-26598221 Fax : +91-11-26598221 E-Mail : cpio@cdotd.ernet.in Assistant Public Information Officer (Delhi) Phone : +91-11-26598184 Fax : +91-11-26803338 E-Mail : apio@cdotd.ernet.in Assistant Public Information Officer (Bangalore) Phone : +91-80-25119521 Fax : +91-80-25119529 E-Mail : apio@cdotb.ernet.in 16.4. PROCEDURE TO RECEIVE INFORMATION UNDER THE ACT 1. How to file an application? Application should be prepared in standard format (click here to download form) using Hindi, English or the local language. Application on plain paper is also accepted. Application should be sent to the Central Public Information Officer (CPIO)* by Registered Post or Courier or Fax or in person. Alternately, a softcopy of the filled-up application form can be sent to the CPIO by e-Mail. IPR / NDA / RTI / VIGILANCE
STAFF HANDBOOK V02/11 D01 110 Copyright 2011, C-DOT. Application fee can be paid in cash to Finance Department, C-DOT Campus, Mehrauli, New Delhi 110030, and receipt submitted to the CPIO, or in the form of Demand Draft or Banker Cheque or Indian Postal Order (all in favour of "C-DOT") and sent to the CPIO by Registered Post or Courier or in person. 2. Fees: The following fees have been prescribed by the Government of India: # Purpose Amount and Remark 1 Application fee ` 10.00. 2 Additional page ` 2.00 per page (paper size: A4 or A3). 3 Large size paper Actual charges 4 Sample or Model Actual charges 5 Inspection of records No fee for the first hour and ` 5.00 for each subsequent hour (or fraction thereof). 6 Floppy Diskette/CD ` 50.00. 16.5. VIGILANCE The vigilance cell of C-DOT is located at its corporate headquarters at Delhi. The Chief Vigilance Officer may be contacted for any vigilance related queries or complaints. 16.6. PUBLICATIONS BY C-DOT STAFF 1. C-DOT R&D Staff is encouraged to contribute publications in National and International Journals. 2. When papers authored by C-DOT staff (either individually or as part of a team) are to be published, the incidental charges such as publication fee, postage, courier etc. would be borne by C-DOT, subject to approval of concerned Director, upto a maximum of US$ 1000/- or equivalent. For expenses beyond US$1000/-, approval of the Board will be required. 16.7. PREVENTION OF SEXUAL HARASSMENT OF WOMEN EMPLOYEES AT WORK PLACE As per the directions of the Honourable Supreme Court of India, a Complaint Committee has been constituted. IPR / NDA / RTI / VIGILANCE
STAFF HANDBOOK V02/11 D01 111 Copyright 2011, C-DOT. The Committee is created for redressal of the complaint made by any female employee regarding sexual harassment on them at work place. Committee shall ensure time bound recommendations and redressal of complaints. CONDUCT, DISCIPLINE & APPEAL RULES
STAFF HANDBOOK V02/11 D01 112 Copyright 2011, C-DOT. 17. CONDUCT, DISCIPLINE & APPEAL RULES 17.1. APPLICATION 1. These rules shall apply to all members of staff except those employed in casual / temporary employment. 2. The provisions of rules below are only indicative. For implementation, doubts, clarifications, details, Central Civil Services Conduct Rules, 1964 would be applicable. A detailed copy of Central Civil Services Conduct Rules is available with Personnel Dept. / Library. 3. Cases of misconduct are handled as per the CCA (Classification, Control and Appeal) Rules 1965, which is applicable to C-DOT. 17.2. DO'S 1. Maintain absolute integrity at all times. 2. Maintain absolute devotion to duty at all times. 3. Maintain independence and impartiality in the discharge of duties. 4. Render prompt and courteous service to the public. 5. Observe proper decorum during the lunch break. 6. Report to superiors the fact of your arrest or conviction in a Criminal Court and the circumstances connected therewith, as soon as it is possible to do so. 7. Keep away from demonstrations organised by political parties in the vicinity neighbourhood of Government Offices. 8. Maintain political neutrality 9. Manage private affairs in such a way as to avoid habitual indebtedness or insolvency 10. If any legal proceedings are instituted for the recovery of any debt due from or for adjudging you as an insolvent, report the full facts of such proceedings to the competent authority. 11. Act in accordance with Government policies 12. Observe courtesy and consideration to Members of Parliament and State Legislatures 17.3. DONT'S 1. Do not make joint representations in matters of common interest. CONDUCT, DISCIPLINE & APPEAL RULES
STAFF HANDBOOK V02/11 D01 113 Copyright 2011, C-DOT. 2. Do not indulge in acts unbecoming of a Government servant. 3. Do not be discourteous, dishonest and partial. 4. Do not adopt dilatory tactics in your dealings with the public. 5. Do not convey oral instructions to subordinates. (If done for unavoidable reasons, confirm them in writing as soon as possible). 6. Do not practice untouchability. 7. Do not associate yourself with and banned organisations. 8. Do not join any association or demonstration whose objects or activities are prejudicial to the interest of the sovereignty and integrity and integrity of India, public order or morality. 9. Do not give expression to views on Indian or foreign affairs, while visiting foreign countries. 10. Do not get involved in unauthorised communication of any official document or information. 11. Do not join or support any illegal strike. 12. Do not enter into any private correspondence with Foreign Embassies or Missions / High Commissions. 13. Do not accept lavish or frequent hospitality from any individual, industrial or commercial firms, organisations etc. having official dealings with you. 14. Do not accept any offer of the cost of passage to foreign countries or hospitality by way of free board and lodging there, if such offers are from foreign firms contracting with the Government. 15. Do not accept invitations to you and members of your family for free inaugural flights offered by Air India, Indian Airlines, and Corporation of Foreign airliners. 16. Do not give or take or abet giving or taking of dowry or demand any dowry directly or indirectly from the parent of a bride or bridegroom. 17. Do not accept any gift from any foreign firm, which is having official dealings. 18. Do not engage yourself in the canvassing business of Life Insurance Agency, Commission Agency or Advertising Agency owned or managed by the members of your family. CONDUCT, DISCIPLINE & APPEAL RULES
STAFF HANDBOOK V02/11 D01 114 Copyright 2011, C-DOT. 19. Do not lend money to or borrow money from or deposit money as a member or agent, with any person, firm or private company with whom you are likely to have official dealings. Do not otherwise place yourself under pecuniary obligation with such person, firm or private company. 20. Do not approach your subordinates for standing surety for loans taken from private sources either by you / your relations / friends. 21. Do not undertake private consultancy work. 22. Do not speculate in any stock, share or other investment. 23. Do not purchase shares out of the quota reserved for friends and associates of Directors of Companies. 24. Do not bid at any auction of property where such auction is arranged by your own officers. 25. Do not stay as guest with Foreign Diplomats or foreign nationals in India. 26. Do not accept or permit your wife or dependants to accept passage money or free air transport from a Foreign Mission / Government or Organisation. 27. Do not bring any political influence in matters pertaining any political influence in matters pertaining to your service. 28. Do not consume any intoxicating drinks or drugs while on duty. 29. Do not appear in public place in a state of intoxication. 30. Do not indulge in any act of sexual harassment of any woman at her workplace. 31. Do not employ children below 14 years of age. 32. Do not accept award of monetary benefits instituted by Private Trusts/Foundations etc. 17.4. ACTS, CONDUCT AND COMMISSIONS WHICH AMOUNT TO MISCONDUCT 1. If the act or conduct is prejudicial or likely to be prejudicial to the interest of the master or to the reputation of the master. 2. If the act or conduct is inconsistent or incompatible with the due or peaceful discharge of his duty to his master. 3. If the act or conduct of a servant makes it unsafe for the employer to retain him in service. CONDUCT, DISCIPLINE & APPEAL RULES
STAFF HANDBOOK V02/11 D01 115 Copyright 2011, C-DOT. 4. If the act or conduct of the servant is so grossly immoral that all reasonable men will say that the employee cannot be trusted. 5. If the act or conduct of the employee is such that the master cannot rely on the faithfulness of his employee. 6. If the act or conduct of the employee is such as to open before him temptations for not discharging his duties properly. 7. If the servant is abusive or if he disturbs the peace at the place of his employment. 8. If he is insulting and insubordinate to such a degree as to be incompatible with the continuance of the relation of master and servant. 9. If the servant is habitually negligent in respect of the duties for which he is engaged. 10. If the neglect of the servant, though isolated, tends to cause serious consequences. 11. Wilful insubordination or disobedience, whether alone or in combination with others, to any lawful and reasonable order of a superior. 12. Infidelity, unfaithfulness, dishonesty, untrustworthiness, theft and fraud, or dishonesty in connection with the employer's business or property. 13. Strike, picketing, gherao, striking work or inciting others to strike work in contravention of the provisions of any law, or rule having the force of law. 14. Gross moral misconduct, acts subversive of discipline, riotous or disorderly behaviour during working hours at the establishment or any act subversive of discipline. 15. Riotous and disorderly behaviour during and after the office hours or in office premises. 16. Habitual late attendance. 17. Negligence or neglect of work or duty amounting to misconduct - Habitual negligence or neglect of work. 18. Habitual absence without permission and overstaying leave. 19. Conviction by a Criminal Court. 17.5. ACTIVITIES REQUIRING PERMISSION / SANCTION 1. To join educational institution or course of studies for University degree. 2. To join Civil Defence Service. CONDUCT, DISCIPLINE & APPEAL RULES
STAFF HANDBOOK V02/11 D01 116 Copyright 2011, C-DOT. 3. To enrol as member of St. John Ambulance Brigade. 4. To join Territorial Army. 5. To join Home Guards Organisation. 6. To join foreign language classes conducted by Indo-Foreign Cultural Organisation. 7. To own wholly or in part or conduct or participate in the editing or management of any newspaper or other periodical publication or electronic media. 8. To give evidence in connection with any enquiry conducted by any person, committee or authority. EXCEPTION a. Giving evidence at an enquiry before an authority appointed by Government, Parliament or a State Legislature; or b. Giving evidence in any judicial enquiry; or c. Giving evidence at any departmental enquiry ordered by authorities subordinate to the Government. 9. To ask for or accept contributions to or otherwise associate himself in the raising of any funds or other collections in cash or in kind in pursuance of any object whatsoever. 10. To accept gifts from near relatives and personal friends, when the value exceeds prescribed limits. 11. To accept membership of Book Clubs run by Foreign Agencies. 12. To receive any complimentary or valedictory address or accept any testimonial or attend any meeting or entertainment held in his honour or in the honour of any other Government servant. EXCEPTION a. To take part in informal farewell entertainment held on occasions like retirement or transfer. b. To attend and speak at functions and ceremonies performed by others in respect of purely non-political or cultural institutions. 13. To engage directly or indirectly in any trade or business, or hold an elective office, or canvass for a candidate for an elective office, in any body, or canvass in support of CONDUCT, DISCIPLINE & APPEAL RULES
STAFF HANDBOOK V02/11 D01 117 Copyright 2011, C-DOT. any business of insurance agency, commission agency, etc., owned or managed by any member of his family. 14. To accept International Awards. 15. To accept fee for work done for any private or public body or person. 16. Acceptance of a part-time lecturership in an educational institution, which is in the nature of a regular remunerative occupation. 17. To enrol himself as an Advocate with the Bar Association (subject to the condition that the Government servant does not engage himself in the legal profession so long as he continues in Government service.) 18. To accept remuneration for services rendered regularly to co-operative societies. 19. To undertake medical practice during spare time on purely charitable basis, if registered as a practitioner in any system of medicine. 20. To enter into negotiation with private firms to secure commercial employment even while in service. 21. To acquire or dispose of any immovable property either directly or through Power of Attorney by lease, mortgage, purchase, sale, gift or otherwise wither in his own name or in the name of any member of his family, if the above transaction is with a person having official dealings with the Government servant. 22. To enter into transactions in movable property, if its value exceeds prescribed limits and if the transaction is with a person having official dealings with the Government servant. a. To acquire by purchase, mortgage, lease, gift or otherwise, either in his own name or in the name of any member of his family any immovable property situated outside India. b. To dispose of, by sake, mortgage, gift or otherwise or grant any lease in respect of any immovable property situated outside India which was acquired or held by him either in his own name or in the name of any member of his family. c. To enter into any transaction with any foreigner, foreign Government, foreign organisation or concern 1. for the acquisition, by purchase, mortgage, lease, gift or otherwise, either in his own name or in the name of any member of his family of any immovable property. CONDUCT, DISCIPLINE & APPEAL RULES
STAFF HANDBOOK V02/11 D01 118 Copyright 2011, C-DOT. 2. for the disposal of, by sale, mortgage, gift or otherwise, or the grant of any lease in respect of immovable property which was acquired or is held by him either in his own name or in the name of any member of his family. 23. To have recourse to any Court or to the press for the vindication of any official act which has been the subject matter of adverse criticism or an attack of a defamatory character. 24. To stay with Foreign Diplomats and foreign nationals abroad. 25. To be members of or actively participate in the activities of Indo-Foreign Cultural Organisations. 26. In the case of pensioners who, immediately before retirement, were Group 'A' Officers, to accept any commercial employment before the expiry of two years from the date of retirement. TABLE OF AUTHORITIES Description of Posts Appointing Authority Authority competent to impose penalties Appellate Authority EDR & Directors Governing Council Governing Council Governing Council Technical Staff Project Board or by delegation any officer of the Centre Project Board or by delegation any officer of the Centre Chairman, Steering Committee or by delegation, any Officer of the Centre Registrar Project Board or by delegation any officer of the Centre Project Board or by delegation any officer of the Centre Steering Committee Administrative, Support and Miscellaneous Staff Project Board or by delegation any officer of the Centre Project Board or by delegation any officer of the Centre Chairman, Steering Committee or by delegation, any Officer of the Centre
LIST OF FORMS TO BE USED BY STAFF MEMBERS
STAFF HANDBOOK V02/11 D01 119 Copyright 2011, C-DOT. 18. LIST OF FORMS TO BE USED BY STAFF MEMBERS P&HR 1. Application for leave beyond 90 days. 2. Leave Encashment form 3. LTC 4. LLTC 5. Interest Subsidy for Conveyance 6. Interest Subsidy for Housing 7. Training Proposal form 8. Performance Appraisal form 9. Application for seeking permission for pursuing higher studies 10. Process Sheet for Resignation 11. Certificate for claiming Incentive for Small family Norms 12. PF Nomination Form 13. Request for Gratuity Form FINANCE 1. The Tax Declaration form stating: a. Savings Details b. Other Income Details 2. Rent Exemption Form 3. Medical Form - Break up (Showing the break up of amount claimed for Employee and Dependent Members) 4. Telephone declaration form for employees on functional basis. 5. Settlement of Advance 6. Reimbursement of Contingent/Misc. Expenses LIST OF FORMS TO BE USED BY STAFF MEMBERS
STAFF HANDBOOK V02/11 D01 120 Copyright 2011, C-DOT. 7. Annual Certificate Form a. Medical Advance Utilization b. Declaration for Tuition fee c. Declaration for usage of Vehicle d. Newspaper Usage e. Declaration of Long Leave (EL/HPL/ML) f. HRA/Lease Maintenance declaration PURCHASE 1. Indent Form 2. Purchase Order 3. Material Requisition Note (MRN) 4. Material Return Voucher (MRV) 5. Material Inspection cum Acceptance Report(Capital & Components separately) ADMIN. 1. Proforma for claiming reimbursement of conveyance expenses 2. Printing requisition form 3. Travel Booking requisition 4. Travel Cancellation slip 5. Tour Report Form 6. Vehicle booking slip 7. Local conveyance 8. Long Term Advance 9. Canteen Order Slip 10. Inland travel expenses LIST OF FORMS TO BE USED BY STAFF MEMBERS
STAFF HANDBOOK V02/11 D01 121 Copyright 2011, C-DOT. 11. Proforma for claiming reimbursement of expenditure on leased accommodation 12. Declaration for HRA 13. Letter Format for Third Party Lease 14. Leased Accommodation declaration 15. No-Dues Form from owner for Third Party Lease 16. Application for being considered for providing C-DOT Apartment on Lease 17. Letter format for Self-Lease 18. Application for Self Lease 19. Reimbursement of contingent / misc. Expenses 20. Transport Mode of conveyance declaration form 21. C-DOT Group Mediclaim declaration form