HRD Circular No. HO/HRD/77/87/2019-20/729 28.11.

2019

ALL THE BRANCHES / OFFICES

REVIEW OF HIGHLY SENSITIVE POSITIONS / SENSITIVE POSITIONS FOR

MANDATORY LEAVE / AWAY FROM DESK POLICY

The Board of Directors vide agenda item no. A-31 in its meeting dated 25.11.2019,
reviewed and approved amendments of the highly sensitive positions / sensitive positions in
the Bank for Mandatory leave / Away from desk Policy, details of which are mentioned here
under :-

HIGHLY SENSITIVE / SENSITIVE POSITIONS:-

 List of Highly Sensitive Positions/ Sensitive Positions at Corporate Office / Circle Offices /
Branch Offices / Other Offices of the Bank are as under:-
Highly Sensitive Positions: Officials posted at highly sensitive positions shall be on
leave for a continuous period of at least 10 working days in a calendar year, except for
Dealers who are required to be on at least 15 days continuous leave.
 Integrated Treasury & Investment:-
 Dealers
 Officials at Treasury Back office
 Officials at Mid-Office posted at RMD
 Officials at Treasury Back Office in B/O Fort (SOL ID -1050), Mumbai handling
Treasury Operations
 Officials handling E-Kuber operations posted at Head Office or at any Branch /
other office/s of the bank
 IBD:-
 Dealers
 Officials in SWIFT Operations
 Officials in Reconciliations
 Officials at Mid-Office posted at RMD
 GM, DGMs, AGMs, Chief Managers in Services Department, Corporate Office
 All Officials in Electronic Payment Solutions Cell (ePS Cell).
 All Officials in TReDs cell
 All Officials in CBS Cell & Data Centre.
 All Officials in B/O Depository Services (SOL ID- 8024)
 All Officials in CTC Forex branches including those handling Back office operations
 All Officials in Currency Chests.
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 Sensitive Positions: - Officials posted at sensitive positions shall be on leave for a
continuous period of at least 6 working days in a calendar year.
Corporate Office:-
 GM, DGMs, AGMs in Integrated Treasury, Investment & IBD.
 GM, DGMs, AGMs in DIT & DBD (Other than at CBS cell & Data centre covered at
highly sensitive positions above).
 All officials of DIT & DBD handling reconciliations, procurement and bill payments
seats (Other than at CBS cell & Data centre covered at highly sensitive positions above).
 All officials assigned risk modeling, model validations seat in RMD at HO.
 All Officials in Vigilance Deptt. at Corporate Office.

Circle Office Level:-

 Circle Heads;
 Vigilance Officers.

Cluster Office Level:-

 Cluster Heads – RAM, RAG & RRL.
 All officers posted in RAM / RAG Clusters having sanctioning powers of advances.
 All Officers assigned the duties of processing credit proposals in RAM / RAG Clusters.

Branch Office / Other Office Level:

 All Branch Incumbents of Udbhav / Classic Branches (Including LCBs & MCBs).
 Second man of all of Udbhav / Classic Branches (including Mid- corporate classic
branches)
 Cashiers of all branches
 Officers assigned the duties of processing credit proposals in Classic Branches
(including Mid- corporate classic branches)
 In-charge of Foreign Exchange Division at Branches.

 For Highly Sensitive / Sensitive Positions, the requirement of mandatory leave are as
under:-
S. Highly Sensitive / Minimum number of working Days of
No. Sensitive Positions continuous Leave, once in every calendar year
1 Highly Sensitive Positions 10* Working Days
(*15 days continuous Leave for Dealers at
Integrated Treasury, Investments & IBD)
2 Sensitive Positions 6 Working Days

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 GENERAL GUIDELINES:-

 Away from Desk Policy: Officials as identified at highly sensitive positions (except
Dealers) for “Away from desk policy” shall be advised without any prior intimation, to be
away from their desk, for a continuous period of at least 10 working days in a calendar
year, against leave standing to his/ her credit.

 Dealers posted at Integrated Treasury, Investments & IBD as identified at highly

sensitive positions for “Away from desk policy” shall be advised without any prior
intimation, to be away from their desk, for a continuous period of at least 15 days in a
calendar year, against leave standing to his/ her credit.

 Circle Head, General Manager of the concerned department / Vertical, may advise any
staff under their jurisdiction not covered under highly sensitive positions above, to be away
from desk, if considered necessary in the interest of the Bank.

 Mandatory Leave Policy: - Officials as identified at sensitive positions for “Mandatory

Leave Policy” shall be required to compulsorily avail leave for a continuous period of at
least 6 working days in a calendar year, against leave standing to his/ her credit after
obtaining sanction from the competent authority.

 Circle Head, General Manager of the concerned department / Vertical, may advise any
staff under their jurisdiction not covered under sensitive positions above, to go on
Mandatory Leave, if considered necessary in the interest of the Bank.

 Maternity Leave / Paternity Leave / Sabbatical / Joining time of required period availed as
per extant guidelines, may qualify for the said purpose of mandatory leave for officials
under highly sensitive / sensitive positions categories as above, provided it covers the
minimum mandatory leave requirement.

 Training period in itself (or including leave whether preceding/succeeding if availed in

continuity) may qualify for the said purpose of mandatory leave for officials under highly
sensitive / sensitive positions categories as above, provided it covers the minimum
mandatory leave requirement.

 If an official has availed Mandatory Leave during the year as applicable, he/she need not
avail it again during the same calendar year on account of change in his/ her profile from
non-sensitive to sensitive or vice-versa.

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 If an official at his/her present place of posting has not worked for more than 6 months on
highly sensitive positions/ sensitive positions as defined above may be exempted and not
be included in list of officials falling under highly sensitive positions/ sensitive positions
category, being reported at that time.

 Officials retiring during the calendar year (upto June) may be exempted.

 During the mandatory leave/ away from the desk, the concerned officials shall not be
allowed access to any physical or virtual resources related to his work responsibilities.

 The first instance of official having availed consecutive leave of 6 or more working days in
the calendar year shall invariably be treated as Mandatory Leave as there might be cases
where an official avails such leaves for 2 -3 times during the year and at the end of
calendar year again requests leave citing compliance with Mandatory Leave.

 Posting of Officers in Highly Sensitive Positions/ Sensitive Positions: Officers posted

at Highly Sensitive Positions / Sensitive Positions shall be rotated strictly on completion of
three years. Further, the Officers of Doubtful Integrity shall not be posted at these
positions.

MONITORING OF MANDATORY LEAVE / AWAY FROM DESK POLICY:-

 The absence from Duty should be suitably planned/staggered, preferably, equally in each
quarter (say 25% employees comply with the policy guidelines in each quarter) so that the
normal functioning including quarterly/ half yearly/ annual closing work of Branches/
Offices is not hampered in any way. Leave availment shall be avoided in the last month of
the quarter as far as possible.

 Respective Circle Heads for all offices under their jurisdiction & General Manager of the
concerned department / Vertical will monitor the implementation of the policy on quarterly
basis and advise its staff suitably to plan their leave accordingly.

 Quarterly implementation plan for highly sensitive / sensitive positions shall be

submitted by respective Circle Heads for all offices under their jurisdiction & General
Manager of the concerned department / Vertical at Corporate Office to HRD, Head Office
at the beginning of the quarter, starting from January 2020. Compliance / Progress report
of the same shall be submitted to HRD, Head Office within 21 days of completion of the
month. The same shall be placed before the Audit Committee of Executives (ACE) in its
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 every meeting as calendar agenda and it shall also be placed before the HR committee of
the Board for review on quarterly basis.

 The Inspecting Officers/ Concurrent Auditors, while inspecting/auditing Branches/ Offices

should examine implementation of the “Mandatory Leave Policy” & “Away from Desk
Policy” and point out instances of breaches, if any, in their report.

 All Circle Heads/ Vertical Heads to ensure that the guidelines framed under this policy are
implemented in true letter and spirit as a measure of preventive vigilance and to ensure
Bank’s interests.

All Circle Heads/ Vertical Heads are advised that maximum efforts are made to implement
the guidelines framed under this policy, by 31 st December 2019. The Quarterly
implementation plan shall be worked out for highly sensitive / sensitive positions by Circle
Heads / Vertical Heads, in a phased manner so that functioning of Branches / Offices is not
hampered in any way, and ensure complete adherence of the policy in letter and spirit. The
quarterly implementation plan shall be submitted to HRD, Head Office at the beginning of the
quarter, starting from January 2020.

The contents of this circular be noted by all the staff members of the Branches/ Offices.

(BRIJ MOHAN SHARMA)

GENERAL MANAGER

Signed Copy of Circular

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