LEAVE AND PASS RULES

M Kumar
CI/EM/IRIMEE
 Leave to Apprentice Mechanics

• Apprentices under training for Group C posts who are

posted to supervisory posts after training such as
Apprentice JE, Train Examiners, P. Way Inspectors, Stores
apprentices etc.

• Granted leave on full stipend for a period not exceeding

16 days and on half stipend on medical certificate for a
period not exceeding 20 days in any year of
apprenticeship.

• Leave will be non-accumulative and no leave shall be

granted if it would interfere with the training
 Leave to Trade apprentices

• May be granted leave on full stipend for a period of

12 days and

• Leave on half stipend on medical certificate for a

period of 15 days in any year of apprenticeship.
 LEAVE RULES
• Various types of leaves provided in Railways:-
– Leave on average pay(LAP)
– Leave on half average pay(LHAP)
– Casual leave(C.L)
• Special casual leave(S.C.L)
• Compensatory casual leave(C.C.L)
 LEAVE RULES
– Extra Ordinary Leave (E.O.L)
– Leave not due
– Maternity Leave
– Paternity Leave
– Hospital Leave
– Special Dis-ability Leave
– Study Leave
– Ex-India Leave
 Leave on average pay(LAP)

• 30 days in a calendar year in two installments on 1st day of

January and 1st day of July.
• Can be accumulated up to 300 days, thereafter it will lapse.
• Can be prefixed or suffixed to holidays. However holidays,
Sundays and rest days falling within the scale of LAP will be
counted as LAP.
• Has to be availed only after prior sanction.
• 10 days LAP can be encashed once in two calendar years,
subject to maximum 6 times availing in complete service.
 Leave encashment
• A/c to 6th CPC, both LAP and LHAP shall be considered for
encashment subject to a maximum limit of 300 days.
• Cash equivalent in lieu of LAP = (Basic Pay + DA admissible
on the date of retirement)/30 x no of LAP credited
• Cash equivalent in lieu of LHAP = (HALF pay plus DA)/30x no
of LHAP at credit (max limit of 300)
• To make up shortfall of LAP no commutation of LHAP
permitted
• In case of a Railway employee dying in harness the leave
encashed amount shall be paid to family.
• Railway employees who are compulsorily retired under
DAR Can be sanctioned encashment of LAP as per rules
 Leave on average pay(LAP)
• During the calendar half year in which a staff is due to join or
retire or resign/removed/dismissal from service or dies,
recalculation will be made at the rate of 2.5 days per month
and half month or more will be taken as a month.

• Max leave that can be granted at one time is 120 days, but in
case of the leave is to be spent out of India (except-MLNP),
then it can be up to the extent of 180 days.
 Leave on half average pay(LHAP)
• 20 days in a calendar year and credited in advance in two
installments of 10 days each on January 1st and July 1st of
every calendar year.
• No restriction on accumulation.
• May be granted on medical certificate or on private affairs.
• May be commuted by surrendering 2 days of LHAP for one
day of LAP without any limit in case of medical grounds, and
up to 180 days in other cases.
• Can be availed of in one spell shall be limited to 24 months
• Credited to the leave account at the rate of 5/3 days for each
Completed calendar month of service.
 Casual Leave(CL)
CL is not considered a leave.
• Leave to attend sudden/unforeseen needs/requirements i.e.
without prior intimation to the higher authorities
• Depends on the job profile, Most of the employees get 8 CLs
per year and Jobs involving risky and hard work will be
entitled for 10 CLs.
• Is not a recorded leave.
• May be prefixed or suffixed to holidays
• Can not be combined with any other leave except
compensatory CL.
• Can be granted for half day.
• Employee have taken CL during ORS is not entitled to draw TA
for leave periods.
• Can not be combined with joining time.
 Special casual leave(S.C.L)

• Is granted for participation in sports ,scouting work, cultural

activities, attending court, attending Hindi examination, work
connected with co-operative societies, voting election and
voluntary donation of blood etc.

• Subject to a max of 30 days in a calendar year and to be

extended up to 90 days by GM in case of national and
international games.

• 04 Days in a calendar year-for Rly employee with disabilities

on submission of CoD (RBE 201/2019)
 Compensatory casual leave(C.C.L) /CR

• Is granted to the ministerial staff , Group D staff, and

supervisors who are attending offices on Sunday, closed day,
weekly offs and holidays.

• Can be prefixed or suffixed with CL ,Sundays and holidays.

• 3 CCL can avail in one time.

• Can be availed within one month

 Extra Ordinary Leave (E.O.L)

• Is granted up to a max of 5 years in one spell together with all

kinds of leave.

• Salary is not admissible during EOL

• (1) EOL may be granted to a RS in special circumstances

– (a) when no other leave is admissible, and
– (b) When other leave is admissible, but the railway servant
applies in writing for the grant of EOL.
 Extraordinary Leave(EOL)
• Where the railway servant has completed one years continuous
service and is undergoing treatment for
Pulmonary/tuberculosis/tuberculosis/leprosy /cancer or for
mental illness in an institution recognized for the treatment of
such disease or by a Medical officer or Specialist of railway or
government.
• Where a RS is granted EOL ,he shall be required to execute a
bond (Annexure II) undertaking to refund to the railway during
such leave plus that incurred with interest on event of his not
returning to duty on the expiry of such leave before a period of 3
years after return to duty.
• The bond shall be supported by sureties from two permanent RS
having a status comparable to or higher than that of the RS.
 Leave not due

• It is LHAP granted in advance of earning on medical

certificates with prospect to returning on duty after
availing leave.

• 360 days max during entire service can be granted

 Maternity Leave
• For female railway employee (including an apprentice) , with less than two
surviving children
• Can take before 90 days of issues or as required
• 180 days from the date of commencement and 6 weeks in case of mis-
carriage/abortion.
• Second maternity leave will sanction after 2 years of first maternity leave.
• Maternity leaves can be combined with any other kind of leaves including CCL
and can be taken without medical certificate up to one year in continuation.
• These leaves cannot be debited against leave account and the period of leave
will be included in service period for increment and pension.
• Will get full pay during the leave period.
• But one should be careful not to join office back during maternity leave period
(as this leave can be taken in one spell), If joins before completing her
maternity leave, it automatically gets cancelled.
 Child Adoption Leave
• An adoptive mother with less than two surviving children may
be granted leave of 180 days on adoption of a child up to one
year of age as maternity leave admissible to natural mothers

• Salary shall be paid equal to pay drown immediately before

the leave

• Combined leave of any other kinds

• The max.admissible period of one year leave of the kind due

and admissible(including leave not due & commuted leave up
to 60 days without production of medical certificate)
 Child Adoption Leave
• It will be reduced by the age of adopted child on the
date of adoption

Age of the child on the date Leave may be allowed

of adoption
If less than one month up to one year
If between 6 to 7 month up to 6 months
If between 9 to 10 month up to 3 months

• Shall not to be debited against the leave

account
 PATERNITY LEAVE

• A male Railway Servant (including an apprentice) with less than two

surviving children, may be granted Paternity Leave for a period of
15 days, during the confinement of his wife for child birth i.e., up to
15 days before, or up to six months from the date of delivery of the
child
• It shall not be debited against the leave account and may be
combined with any other kind of leave (as in the case of Maternity
Leave).

• It shall not be refused under any circumstances. It, too, like

maternity leave, can be sanctioned only in a single spell.

• Will get full salary during PL

• The Paternity Leave may be combined with leave of any other kind.
 Child Care Leave(C.C.L)
• A woman railway servant having children below the age of
eighteen years (up to the age of 22 years in case of disabled
children,) for a maximum period of two years (i.e. 730 days)
during the entire service for taking care of two eldest
surviving children only, to look after any of their needs like
examination, sickness etc.
• Will get full salary during CCL
• May be combined with leave of any other kind.
• Shall not be granted in more than 3 spells in a calendar year
with each spell of being not less than 15 days.
• It can not be a matter of right. requires prior proper approval
of the leave, treated like LAP as such sanction.
• Shall not be debited against the leave account.
• Not in probation period
 Single male railway employees

• Can get two years (730 days)leave to take care

of their minor children(at birth or up to 18 years
of age)

• Parents can avail leave of one year with full pay

and another year with 80 % pay under this
scheme.

•
 Hospital leave

• May be granted to Group C & Group D, while under medical treatment

for illness or injuries if such illness or injury is directly due to risks
incurred in the course of official duties.
• Shall be granted on production of medical certificate
• leave salary--
• (i) equal to leave salary while on leave on average pay for the first
120 days of any period of such leave; and
• (ii) equal to leave salary during half pay leave for the remaining
period of any such leave.
• The amount of leave which may be granted by the GM is unlimited.
• Shall not be debited against the leave account and may be combined
with any other kind of leave which may be admissible, provided the
total period of leave, after such combination, does not exceed 28
months.
 Special Dis-ability Leave
leave for accidental injury

• When an employee is disabled by injury inflicted intentionally

in consequence of due to performance of his official duty or
official position.

• Leave salary--
• (I) equal to leave salary while on leave on average pay for
the first 120 days of any period of such leave; and
• (ii) equal to leave salary during half pay leave for the
remaining period of any such leave

• This should not exceed 24 months in respect of one disability.

 Study Leave
• May be granted to study scientific, technical subject having a
direct and close connection with his duty or to undergo
special courses of instruction in or outside India .
• Is granted to who has rendered not less than 5 years regular
continuous service .
• GM is the c/a to sanction leave in India for Group A &B
• Such leave is not debited against the leave account.
• Study leave shall count as service for promotion, pension ,
seniority and increments.
• May be granted for max 12 months at one time and for max
amount of 24 months during entire service.
• In case of Ex-India leave,1st obtain NOC and then get prior
sanction of leave by c/a for max of 180 days.
 Absence More than 5 years

• Not even single day a Railway employee can absent without

availing proper leave. The action will be decided through
enquiry as per D&AR. Regularization of absent will be decided
after D&AR enquiry.
• Rules permits authorized absence up to 5 years.
• Regularization of period of absence beyond 5 years by RB.
 Joining time

• Joining time:-time allowed to a Rly employee

on transfer. The period of joining time is
treated as duty.
•
Distance between the old and new HQ Joining time admissible

<1000Kms 10 days

>1000Kms 12 days

>2000 Kms 15 days(except travel by Air)

 Joining time

• Any holidays succeeding ,the normal joining time may

extended to cover such holidays.

• Extension of joining time can be granted up to max limit of 30

days by HOD and on division by DRM in case of gr. C and gr. D
staffs.
 PASS RULES
The Railway servant (pass) rules,1986

• Different types of passes applicable to Railway

employees:-
• Duty Pass
• Privilege Pass
• Privilege Ticket Order(PTO)
• Post Retirement Complimentary Pass
• Monthly Suburban Ticket
• Residential Card Pass
• School Pass
• Special Pass
• Widow Pass
• Transfer Pass
 Duty Pass( Gazetted Cadre)
CLASS OF
PASS ISSUED TO TRAVEL OVER REMARKS
ELIGIBILITY
Coupe may be
CRB,MR,FC,DG,GM,CCR
All over Indian IAC – Two allotted
GOLD S
Railways Others – Four even if self only is
(Level-16 & 17)
traveling.
SAG & HAG
All over Indian IAC – Self Only For Family in IAC 
SILVER (including NF)
Railways Others – Four 1/3rd of (IAC – II AC)
(Level-14 & 15)
BRONZE/First Class
SG,JAG Rly Board officers –
“A” Pass/First Class Zone in which
and Gr. A and B I AC – Nil All over IR.
‘A’ card pass with employed/IR as per
Officers Others – Four If pay level 13 or
validity exiting conditions.
(Level-12&13) more
(with 1-AC authority)
BRONZE/First Class
Rly Board officers –
“A” Pass/First Class Other Gr. “A” & “B” Zone in which I AC – Nil
All over IR.
‘A’ card pass with Gazetted Officers(Level- employed/IR as per Others – Four
If pay level 13 or more
validity 8,9,10 & 11) exiting conditions
 Duty Pass(Non - Gazetted Cadre)

First Class Pass (Level-6 & above )

Second Class “A” Pass (Level-2,3,4,& 5)

Second /Sleeper Class Pass (Level-1)

.
 PRIVILEGE PASS FOR GAZETTED CADRE
Category Pay Level Privilege Class Number of Number of PTO
Privilege
Passes

CRB,MR,DG,GM 17 Frist Class ‘A’ 06 sets 04 sets

GM & Equivalent 16 Frist Class ‘A’ 06 sets 04 sets

officers
HAG & SAG 15 & 14 Frist Class ‘A’ 06 sets 04 sets
SG,JAG,SS 11, 12, & 13 Frist Class ‘A’ 06 sets 04 sets
Other Gr. A & B 8, 9 & 10 Frist Class ‘A’ 06 sets 04 sets
Officers
PRIVILEGE PASS FOR NON-GAZETTED CADRE
Category Pay Level Privilege Class Number of Number of
Privilege Passes PTO
6 & above First Class 01 set up to the
Non-Gazetted 5 Second Class ‘A’ end of 5th year
Cadres of railway 04 sets
4,3,2 & 1 Second/Sleeper service and 03
Class sets thereafter

1.The Upgraded pass facility i.e. 01 set of Second Class ‘A’ Pass in lieu of 01 set of
Second /Sleeper Class Pass to serving employees in pay level 1,2,3,& 4 even with less
than 05 years of railway service.

2.Group C Rly .Servant Who is entitled for sleeper class /second class ‘A’ Privilege pass
may be granted First Class Pass with a companion in the same class on
request.(Companion facility will also be permissible on PRCP .)

3. Privilege pass /PTO may be issued in advance for next calendar year but not should
issue more than the Advance Reservation Period (5 months at present)
RBE No.16/2019
 PRIVILEGE PASS

1. Class of pass

2. Who are included in pp

3. Luggage in pp

4. Availability

5. One attendant in pp

6. Inclusion of dependants in pp
 Privilege Pass

• 8. If both husband and wife railway servant

• 9. Break journey

• 10. Route

• 11. Cancellation of pp

• 12. Issue of pp in advance

 Privilege Pass

• 13.Colour of pp

• 14. Split pass

• 15. Can two wives travel in pp

• 16. Motor cycle/scooter in pp

 Privilege Ticket Order(PTO)
• It is a concession given to Railway employees in service.
• Journey tickets are issued at 1/3rd of public tariff rate.
• Each PTO has 3 foils (Record, Booking clerk and employee) and is serially
numbered.
• It is prepared in ink without any alterations.
• It is issued for self and family.
• It should be exchanged for a ticket at the station, shown as ‘From’ station
in case of an unreserved ticket.
• If it is addressed to “SM/IR,” it can be exchanged at any PRS centre for
reservation.
• It is valid for 5 months from the date of issue.
• The following details should be checked by the booking clerk at the time
of exchange:
• a)PTO addressed to that station b) Signature and seal of the issuing
officer
• c) Seal of the issuing office d) Date of issue
• e) No alterations or erasures f) Period of availability
g) Signature of the employee and witness
 Privilege Ticket Order(PTO)
• Number of PTOs eligible for an employee  4 sets per
year
• Class of travel will be according to their eligibility.
• PTO holders need not pay development charge, reservation
& supplementary charges.
• The employee should carry both(employee foil & ticket)
while travelling.
• PTO can be exchanged for a lower class or for less number
of persons if an endorsement is made by the employee in
this regard.
• Minimum fare is not applicable to PTO holders.
• Any number of family members can be included. A max of 2
dependents can be included in a PTO which then restricts
the total number of persons to 5 including self.
 Post Retirement Complimentary Pass

Chairman and Members of Railway Board 3 sets per year

Group A & B with railway service of 20 years or more 3 sets per year

Group C staff with railway service of 20 years or more 2 sets per year

Group D staff with railway service of 20 years or more 2 set per year
 Post Retirement Complimentary Pass

• Will be eligible to the same class, as he was enjoying

at the time of service.
• If the promotion in the higher grade is on ad-hoc
basis after working for a minimum of 3 years in the
higher grade
• Railway service alone is considered for issue of post-
retirement complimentary pass.
• In the year of retirement total number of passes
issued is restricted to total number he is eligible
while the railway employee was in service.
 Post Retirement Complimentary Pass
• One set of PRCP will be disallowed for every month of
unauthorized retention of railway quarter by the retired
employee. *
• PRCP will not be issued to those RS who are dismissed from
service / removed from service on or after 26.10.2005.
• PRCP will not be issued to those RS on whom the penalty of
cent percent cut in pension and gratuity has been imposed on
or after 20.02.2005.
• PRCP will be issued to those RS who are dismissed or removed
from service on or after 26.10.2005 but are granted
compassionate allowance in terms of Rule 65 of the Railway
Services(Pension) Rules,1993.PRCP Issued from the date of
grant of compassionate allowance.**
 Post Retirement Complimentary Pass
• Widow mother of retired employee may be included in PRCP
along with others entitled.
• Legally divorced daughter and widowed daughter may also
be included in PRCP provided they reside with the RS and
fulfill the income criteria.
• Prompt issue of PRCP will be ensured on the same day for
retired employees to avoid inconvenience.

• Family Identity Cards

• In case of retired pensioners and widows- Family Identity
Cards will be issued from the office issuing Post-retirement or
widow passes.
 PRCP in advance
• May be issued, on request, for journeys commencing
in the next year
• Duly debiting such pass in the next year’s pass
account.
• The validity of the pass shall be six months from the
date of issue.(Advance Reservation Period + One
month)
 School Pass

• On production of a bonafide certificate from the

recognized institution
• Three sets or six half sets
• Guardian allowed
– Up to 18 years of boys.
– More than 18 years of girls
– Disabled boys of any age
• PASS /PTO will not revoked even after suspension or
any penalty
• If both spouse are railway employee-school pass will
allowed on single account only
 School Pass

• Entitlement for school passes will be same as to RS on

privilege account.

• Children of RS (Gaz.& NG) studying in Oak Grove

School , Jharipani (Dehradun) –who are not ordinarily
entitled to first class passes, may issued first class
passes from their home to school & back and on
vacations.
 SPECIAL PASSES
• On Medical Grounds.

• On sports account

• For appearing before RRB/ Selection Board while on

leave or on duty.

• For attending Courts.

• For attending departmental disciplinary enquiries and
for inspection of documents.
• For personal hearing of the Appellate Authority.
 SPECIAL PASSES
• Railway unions and of the Federation for whom grant .

• The instructions issued by RB from time to time.

• Special Class Railway Apprentices(SCRA)/ Other apprentices.

• For Scout and Guide activities

• For St. John's Ambulance Brigade

 SPECIAL PASSES
• To receive settlement dues.

• On First appointment to Railway Service

• On retirement/decease

• For enquiries by Commissioners for Railway Safety

• Railway servants under suspension

• Attending conferences or meetings

 SPECIAL PASSES
• Family passes to Territorial Army

• Personnel proceeding to camps by RRB and Railway

Administrations.

• Attending cultural activities etc.

• Retired Railway servants for perusal of documents

• for preparation of his Defence in disciplinary case instituted

against him.
 SPECIAL PASSES
• Medically de-categorised staff when called for their suitability
for alternative appointment.
• To retired RS for assistance to defend a RS involved in
disciplinary proceedings, to attend any meeting of a
commission of enquiry or of a Board, Conference, Committee,
or departmental enquiry
• kin of the victims as well as to the surviving victims involved in
Railway accidents.
• RPF Dogs with Handler/Inspectors
• Grant of I AC Complimentary Pass to the visiting Lecturer of a
appropriate status
• Railway Magistrates
 SPECIAL PASSES

• Government Railway Police

• Participants in Workers Education Programmes Conducted by

AIRF/ NFIR in the ZHS/ Div. HQ Station / CTI

• Rail travel facilities to MR/MOS(R).

 Residential Card Pass

• Issued to a RS for performing rail journey from the

place of residence to the place of his work
 COMPLIMENTARY PASS
It is valid for one year and can be renewed every year.

• Issued by Railway Board to the following :

• Arjuna award winners
• Chakra awardees
• Olympic medalists
• Gold medalists in the Asian Games and
Commonwealth Games
• Police medal recipients.
• Freedom fighters(to freedom fighters and
widows) :-be issued by Divisional / HQ office
 LOSS/ MISUSE/ FRAUDULENT USE OF
PASSES AND PTOs
• Passes / PTOs are not transferable and should be used
only by the person in whose favour they have been
issued.
• Special care should be taken to ensure that Passes /
PTO’s are not lost
• In the case of loss the Pass / PTO , may pass into
unauthorized hands leading to fraudulent use
• For which the Pass /PTO holder may have to
responsibility and be also liable for action under the
rules.
• In case of loss of pass or PTO a report should be made
immediately to the police & a copy of the same to the
Pass/PTO issuing authority.
 LOSS/ MISUSE/ FRAUDULENT USE OF
PASSES AND PTOs
• Punishment should be awarded to RS detected misusing
passes /PTO; this may take the dismissal or removal from
service or reduction to a lower post depending upon the
seriousness of the offence.

• In case of a retired RS, misuse of PRCP renders the retired

RS liable to be declared ineligible for getting such passes.

• Passes may be returned within one month of the expiry

of the pass or its utilization whichever is earlier.