i

Himachal Pradesh Tourism Development Corporation, India

A
Training Report
Submitted
in fulfilment of the requirements of the degree of
Master of Business Administration
By

AKSHAT SHARMA

University Roll No: 21110105004

Supervised by

Dr. BALBIR MANGTA

Assistant Professor

Department of Management Studies

March, 2023

Sardar Patel University

(A State Government University)
Mandi, Himachal Pradesh -175001, India
 ii

ACKNOWLEDGEMENT

First I would like to thank Mr. Navdeep Thappa, Head, of Himachal Pradesh Tourism
Development Cooperation Dharmshala for giving me the opportunity to do an internship
within the organization.

I also would like all the people that worked along with me in Himachal Pradesh Tourism
Development Cooperation Dharmshala , with their patience and openness they created an
enjoyable working environment . It is indeed with a great sense of pleasure and immense
sense of gratitude that I acknowledge the help of these individuals.

I would like to thank my Training Guide Dr.Vikrant Jaiswal for his constructive
criticism throughout my internship and for the various guidelines.
 iii

DECLARATION BY THE STUDENT

I Sachin Awasthi student of MBA Final year, University Roll. No 21110105030,

Department of Management Studies, Sardar Patel University, Mandi, Himachal Pradesh
hereby certify that the work which is being presented in the training report submitted to
the Department of Management Studies, Sardar Patel University, Mandi, Himachal
Pradesh for the fulfillment of the requirement for the award of Degree of Master in
Business Administration is an authentic record of my own work carried out under the
supervision of Dr.Vikrant Jaiswal, Department of Management Studies, Sardar Patel
University, Mandi, Himachal Pradesh.

The work has not formed the basis for the award of any other degree or diploma in any
other University. In following the ethical practice in reporting scientific information, due
acknowledgments have been made wherever the findings of others have been cited.

(Signature)
Name of the Student: Sachin Awasthi
MBA (final year)
University Roll no : 21110105030
Department of Management Studies
Sardar Patel University Mandi
Himachal Pradesh – 175001, India
 iv

CERTIFICATE BY THE SUPERVISOR

This is to certify that Sachin Awasthi, a student in MBA Final year, University Roll. No.
21110105030 is a regular student in the Department of Management Studies, MBA
program at Sardar Patel University, Mandi, Himachal Pradesh in the academic years 2022
to 2023. He has prepared the training report under my supervision to fulfill the degree of
Master in Business Administration award. The content of this report has not been
submitted to any other university to award any other degree or diploma.

(Signature)

Dr. Vikrant Jaiswal

Department of ManagementStudies
Sardar Patel University, Mandi
Himachal Pradesh-175001, India
 v

CERTIFICATE BY THE INDUSTY

 vi

TABLE OF CONTENT
Chapter 1
ORGANIZATION PROFILE 1-15

1.1 Introduction 1-3

1.2 Function of HPTDC 3-4
1.3 Promotional strategies 4-6
1.4 Units and Subunits of HPTDC LMT 6-10

1.5 Various department and their functions 10-15

1.6 SWOT analysis of HPTDC 15
Chapter 2
TRAINING SCHEDULE 16
CHAPTER 3
METHOD OF TRAINING 17-19
3.1 ON THE JON TRAINING METHOD 17-18
3.2 OFF THE JOB TRAINING METHOD 19
3.3 CONCLUSION 19
Chapter 4
TRAINING LEARNING 20-38
4.1 The significant roles of an HR department 20-21
4.2 LEARNINGS 21-38
1. Process Payroll 21-25
2. Disciplining Employees Leave 26-35

3. Payment of Gratuity 35-36

4. Show cause Notice 36

5. Service Book 37-40

6. Annual Increment for Employees 41

7. Payment of Bonus 41-42
43
BIBLOGRAPHY
 vii

LIST OF FIGURES

Figure 1 HIERARCHY OF HPTDC........................................................17

Figure 2 FINANCE DEPARTMENT HIERARCHY..............................17
Figure 3 ADMINISTRATION/HR DEPARTMENT..............................19
Figure 4 TRANSPORTATION DEPARTMENT....................................21
Figure 5 SWOT Analysis.........................................................................22
 1

CHAPTER 1
ORGANIZATION PROFILE

1.1 Introduction
The Himachal Pradesh Tourism Development Corporation (HPTDC) was formed in
September, 1972 as an undertaking of the Government of Himachal Pradesh under the
company act 1956. HPTDC is a Government run organization is a premier
organization of Himachal Pradesh operating in tourism sector.

The corporation is running hotels, restaurants at various places for tourists,

besides providing transport facilities. In addition, corporation is engaged in
production, distribution and sales tourist publicity literature and providing
entertainment and duty free shopping facilities to the tourists.

HPTDC Ltd. is a state government run organization. It is a premier organization of

Himachal Pradesh operating in tourism sector, having its registered o􀁸ice at Ritz
Annexe, Shimla-171001. It provides a complete package of tourism services,
including catering,
conferencing, sports activities, accommodation and transport facilities besides
corporation is also running hotels, circuit houses, restaurants and cafes at various
places for tourists. In addition, corporation is engaged in production, distribution and
sales
tourist publicity literature and providing entertainment and duty free shopping
facilities to the tourists

VISION OF HPTDC
To become one of the finest and leading service providers in the Hospitality Sector.

MISSION OF HPTDC
To expand quality tourism infrastructure in theState and outside, in order to provide
 2

world class facilities to the tourists, where guestscan enjoy, relax and spend
memorable time
OBJECTIVE OF HPTDC

The objectives are formulated to agree with the present development program and
complement to the broadgoals of Tourism development in Himachal Pradesh, such as,
judicious use of natural resources, economic benefit to the region, fullemployment,
urban revitalization balanced growth of areas, preservation of heritage resources,
penetration in the new findresources of tourism such as apple blossom and improved
goodwill.The main objectives are as follows

1. The main aim of the company to establish, develop, promote, execute, operate and
otherwise carry on projects, schemes and other activities including running and
maintenance of tourist vehicles to facilitate or accelerate the development of the
tourism within the state.

2. Construct run and maintain tourist information centers and main centers in and
outside the state within the country.

3. Publish and Sell different types of material for the purpose of giving publicity to the
tourism in India and abroad.

4. Construct, Lease out, take on lease, run and maintain tourist bungalows, tourist inns,
youth hostels, hotels and cafeterias.

5. To promote culture, fairs, temples, tourist attractions, cuisines of the state .

6. Construct, lease out , take on lease, run and maintain tourist bungalows , circuit house
, hotel and cafeterias.

GOALS OF HPTDC

1. Judicious use of natural resources.

 3

2. Economic benefit to the region.

3. Generation of employment.
4. Urban revitalization.
5. Balanced growth of the area.
6. Preservation and development of the heritage resources.
7. Penetration in the new resources of tourism such as apple blossom and improved
goodwill.
HPTDC has taken tremendous steps to achieve these goals.

1.2 Functions of HPTDC

1. To promote tourism in local, regional, national, international and globally.

2. Establish Hotels, Restaurants, and Resorts at major and also at minor tourist
destinations.
3. Improve the transportation facilities of the state all railways, roadways and airways.

4. Maintain various heritage sites and historical sites of the Himachal Pradesh.

7. Develop various tourism sites or Destinations of the Himachal Pradesh.

8. Organize various cultural events, fairs, exhibitions and trade fairs with the help of
local community.

9. Developing fine infrastructure like TOP’s ROP’s BTE’s etc.

10. Establish various theme parks, eco-parks in different parts of state.

9. Organize various exhibitions and meeting related to promotion of tourism.

Role in Promotion of tourism

1. A Pioneer: Brave steps into the new world

 4

2. Dispersal of Tourism: Expansion

3. Prime mover after without advantage social mandate.

4. Continues to be a singular presence.

5. Generate employment.

6. Contribution to state revenue.

7. Facilitated tourist during their travel and visits within the state.

8. Brand Name for safe secure stay.

9. Official host of the government.

PRODUCTS AND SERVICIES

HPTDC Ltd offers complete package of tourism services including:
Accommodation, Catering, Transport, Conferencing, Sports activities and Local
Sightseeing

1.3 Promotional Strategies

a. Home Stay Scheme: This scheme was launched in 2008 by Himachal Pradesh
Government with the aim to provide clean, comfortable and affordable supplementary
accommodation to tourism in rural areas in the vicinity of famous tourist destinations
when hotel and guest houses are packed to capacity. This scheme was intended to
broaden the stake holders base for tourism in the state by including rural and interior
areas of the state in providing tourism accommodation infrastructure and at the same
time decongest the urban areas, which cannot support any further tourism traffic. The
 5

scheme has proved to be highly successful for the Himachal Pradesh Government
with home stay unit evoking overwhelming response in Kullu, Manali, Shimla,
Dharamshala, Palampur and Dalhousie Regions. A Total of 891 rooms in 332 units
were registered as home stay units by February 2011.

b. Har Gaon Ki Kahani: This initiative was started by the Himachal Government in
2010. One village was selected in each of the twelve districts of the state Fascinating
tales, Folklore, and anecdotes related to these villages are used to lure tourists. This
scheme aimed at developing villages of historic importance as tourism villages by
providng basic amenities and provides tourists a deep into rustic life of hill state. The
state has also won the award for most innovative marketing.

Tourism Promotion Technique: The HPTDC using print media to promote

tourism in the state and at national and international tourism market. This includes
advertisement in Newspapers and publishing books like “Unforgettable Himachal”
The department has also used TV Channels, Primarily News Channels to advertise
tourism. Department also participated in various national level tourist festivals across
the countries and also conduct road shows to draw more tourist attention. For
promoting tourism in Himachal Pradesh (HPTDC) introduced various new strategies
for attracting tourists. One of the newly introduced services is Swiss Cottage Tents.
It is available at two hotels only in Himachal Pradesh till Now. AT Hamta Huts
(Manali) and at Hotel Bhagsu (Mcloadgunj)

Organization Setup of HPTDC The management of the company holds

positions in the organization setup like Board of Directors. The Chief-Minister is the
ex-officio chairman of the company. The managing directors are assisted by the
general manager, Deputy Manager and finance manager at head office at Shimla.

Transport Wing (operational from 1974)

Main objectives of this wing are:

a. Safe comfortable transport to destination.

 6

b. Facilities travel to remote areas by luxury coaches conducted tours.

c. 2 Lakh passengers travel on average annually.

Promotional Activities and Events organized by HPTDC

a. HPTDC organize various events like on 17th December 2011, HPTDC organize
classical fusion music night at its hotel “HOLIDAY HOME” at Shimla.

b. Special Offers for women: HPTDC is offering 10% special additional discount on
accommodation over and above.
c. Special “Karva Chauth Package” was launched for the tourist.

d. HPTDC also organize various cultural activities at Gaiety Theater.

e. HPTDC also take part in various exhibitions outside the state all over in
India.

1.4 UNITS & SUBUNITS OF HPTDC LML

1) Hotel Holiday Home Complex

Apple Cartinn, Kiaright

Hotel Holiday Home

Hotel Baghal, Darighat

Hotel Golf Glade, Naklehra

Hotel Mamleshwar, Chindi

Hotel Apple Blossom, Fagu

Café Lalit , Kufri

2)Hotel Shivalik. Parwanoo

M.O SHIMLA
 7

M.O DELHI

3) Hotel Peter Hoff, Shimla

4)Chail Complex

5)Goofa/Ashiana

6)Transport Wing

7)Lin, Shimla

8) Manali Complex

Log Huts Manali

Hotel Huts Manali

Club House, Manali

Hadimba Cottage

TB Keylong and Sarchu

Hotel Ksnzum Manali

Tourist Lodge, Kaza

9) Rampur Complex

Hotel Hatu, Narkarnda

Café Satluz, Rampur

Hotel Srikhand, Sarahan

Bushehar Regency, Rampur

Hotel Chansha, Rohroo

Hotel kinnerKailsh, Kalpha

 8

Giri Ganga Resort, Kharapathar

10) Dalhousie Complex

Hotel Deodar, Khajjiar

Hotel Geetanjali, Dalhousie

Hotel Manimashesh, Dalhousie

11)Dharamshala Complex

Hotel Dhauladhar

Kunal Hotel

Kashmir house

Hotel Bhakshu

Club House

Nupur Hotel

Pong Dam

12)Chamba Complex

Hotel Iravati, Chamba

Café Ravi view, Chamba

Hotel champak, Chamba

13)Jawalaji complex

14) Kullu Complex

Hotel Sarvari, Kullu

 9

Hotel Silvermoon, Kullu

Tourist Hut , Kasol

Café Monal, Kullu

Camping site, Raison

Hotel Castel, Naggar

Angler bungalow Katrian

Café Raft

Café Jhiri

15) Palampur Complex

Hotel Tea Bud, Palampur

Café Neugal, Palampur

Yatri Niwas, Chamunda ji

Hotel Uhi, Joginder Nagar

16) Bilaspur – Mandi Complex

Tourist inn Rewalsar

Hotel Lake view Bilaspur

Hotel Hilltop Swarghat

Café Bilaspur

17) Barog Complex

Hotel Pinewood Barog

 10

Hotel Ros Common Kasauli

18)Panota Complex

Hotel Yamuna, Ponta Sahib

Hotel Renuka, Renukaji

Café Nahan

1.5 VARIOUS DEPARTMENT AND THEIR FUNCTIONS

BOARD OF
DIRECTOR

MANAGING
DIRECTOR

GENERAL
MANAGER

FINANCE COMPANY DGM MARKETING

PROJECT OFFICER DGM TRANSPORT DGM PURCHASE
MANAGER SECRETARY AND OPERATIONS

ASSISTANT ACCOUNTS AGM MARKETING

ASST. MANAGER AGM AGM
ENGINEER OFFICER & PUBLICITY

ASSISTANT
SENIOR SENIOR
ACCOUNTS SENIOR MANGER
MANAGER MANAGER
OFFICER

Figure 1 HIERARCHY OF HPTDC

a) FINANCE DEPARTMENT
DEPUTY
GENERAL
MANAGER

ACCOUNTS
OFFICER

SENIOR SENIOR SENIOR ASST.

ASSISTANT A.O. ASSISTANT A.O. A.O

Figure 2 FINANCE DEPARTMENT HIERARCHY

 11

Finance department plays a very significant role in any organization. They maintain
various books of accounts, manage the budget and the cost functions of the company
etc.

FUNCTIONS

HPTDC maintains the books of accounts according to the Companies Act, 1956.All
their financial functions are carried out according to this act. The various books
maintained by them are:-
1. Daily Sales Summary.
2. Journal.
3. Cash Book.
4. Ledger.
5. Bank reconciliation Statement

B) MARKETING & PUBLICITY DEPARTMENT

The most important function of HPTDC is marketing

as it is a tourism company. It has set-up Marketing
DGM MARKETING
and Tourist Information Offices in all major and &PUBLICITY
important cities within and outside the State.
Besides it has appointed 14 General Sales Agents in
different cities of the country for reservation of ASST. GM ,
HPTDC Hotels and other facilities. For this, it is MARKETING OFFICER ,
SHIMLA
paying these General Sales Agents and Travel Agents
handsome commission on slab basis.
Depending upon the volume of business they fetch, ASST. GM,
they are being given commission ranging from 15% MARKETING OFFICER ,
to 25%. The department collects information DELHI
regarding current market condition to maximize
awareness of the product.
SR. MANAGER ,
MARKETING OFFICER ,
FUNCTIONS
CHANDIGARH
TheHPTDC has also prepared different package
tours. They also announce special packages during
New Year/ X-mas, Trekking Packages for Students
and Skiing packages during winters.
 12

Introduction of privilege card

In view to have repeatedclientele HPTDC has introduced the system of Privilege
card. The card holder is allowed 20% discount on boarding and lodging & soft drinks.

Offer special discount on HPTDC Hotels:

Corporation offers 10% special discount to during season such
as Monsoon / Winter Discounts.

Offer various schemes like:

1. Home stay scheme :
They have floated Home Stay Scheme by which tourists are being invited to stay
in village houses offering them to have a feel of village atmosphere. 2.

2. Rejuvenation health Centre Publicity and Information Network: Press release of

managingdirectors of the corporation.

C) ADMINISTRATION/HR DEPARTMENT

JOINT
CONTROLLER

SUPERINTENDENT

Figure 3 ADMINISTRATION/HR DEPARTMENT

Cordial relations are maintained between the employees and management during the
year with the result the management gets whole-hearted cooperation from the
employees to boost the sale of our accommodation, Food & Beverages.
 13

FUNTIONS
Planning Human resource planning involves planning of required quantity of
manpower to perform the job. During the recent period 52 employees working on

contractual/daily/fixed wages in the various cadres/categories have been regularized,

about 88 officers/officials have been promoted and 9 Drivers appointed on contractual
daily wage basis.

Wage and Salary Administration

The wage payment in HPTDC is monthly paid on the last working day of every
month and it is directly credited to the respective bank account of employees. Grade
Pay allowed to Sta􀁸 of HPTDC as per Govt. Notification. Dearness allowance
and house rent allowance is also paid to the employees. Capital allowance is paid to
those working in the capital.

Training
In HPTDC both on-the-job and off-the-job training are given. Further, students of the
various Hotel Management Instituteshave been imparted “on the job training” in the
Hotels/Marketing Offices of HPTDC.

Grievance Redressal
Employees of the Corporation have easy accessibility to the Management to raise and
get redressal of their grievances. Special attention ispaid to the redressal of
employeeʼs grievances and their appeals/ representations are attended to and decided
promptly. Matters pertaining to grievances of employees are also settled by discussion
with the representative of Employees Union. Noindividual in the company is allowed
to contact Head of the Department directly. These grievances are taken up by the
grievance committee.

D) TRANSPORTATION DEPARTMENT

The Transport Wing of this Corporation was operationalized in the year 1974. At
present it has a fleet of 21 coaches comprising of 6 Nos. 41 seater AC Volvo Coaches,
13 Nos. 35 seater, 2 Nos. 15 seater Non AC Deluxe Coaches. Apart from the above,
 14

the private AC Volvo Coaches are also hired from the private transporters/tour
operators particularly in the peak touristʼs season in order to meet out the additional
demand of the tourists. The Transport Wing runs direct services between Delhi-
Manali, Delhi-Shimla and Delhi-Dharamshala besides conducting local sightseeing
tours around Shimla & Manali. The Transport Wing has established three depots at
Manali, Delhi & Shimla for the convenience of the tourists. This was done keeping in
view the tourist traffic. Apart from the above, the Transport Wing also been conducts
tours to tribal areas of Leh, Lahaul&Spiti and Kinnaur District and earned a wide
publicity among the foreign as well as domestic tourists. HPTDC Ltd. also providing
the online reservation of Volvo buses through payment Gateway.

FUNTIONS
i) Provide facility to the tourist.
ii) ii) Operates busses to provide LTC facility to government employees.

ASST. GM
TRANSPORT WING

ASST. MANAGER
MANALI

Figure 4 TRANSPORTATION DEPARTMENT

E) PURCHASE DEPARTMENT

This department looksinto the needs of all the other departments. They make all kinds
of purchase on behalf of the company. All big to small purchases are made by this
department. They make purchases at Head Office level as well as at the unit level
depending onheir day-to-day requirements. Purchase is being made in the
mosteconomical, transparent manner and also in accordance with the requirements
keeping in mind the aspect like quality, colour, design etc. Tenders for purchase and
 15

rate contract of Central Store items for the year 2014-2015 were madeduring the
current financial year afer wide publicity in the leading national, regional news papers
and through tender portal, so that reputed manufacturers and genuine suppliers could
participate in the tender process and the corporation couldget the best quality material
on competitive rates. They make centralized purchases, apart from this e􀁸orts are
being initiated to purchase the commonly required provisions directly from the
manufacturers or their authorized distributors so thatthe standardized provision
material are available on competitive rates
FUNCTIONS
 Procurement of items.
 Vendor quality evaluation.
 Recurring storing and issuing all incoming Material.
 Maintaining good relations with the sellers.
 Makingorders as and when required.
 Keeping in touch with the needs of the other departments.
 They issue central store items

1.6 SWOT Analysis

 16

STRENGTH WEAKNESS
SUPERIOR QUALITY OF SERVICE
OFFERED INADEQUATE FLOW OF TOURIST
POLITICAL AND ECONOMICAL NO NEW MAJOR TOURIST
STABILITY DESTINANTION
TRAINED GUIDE And staff PROBLEM OF LAND ACQUISITION
upgraded staff

SWOT
ANALYSIS
OPPORTUNITIES THREATS
CREATE A NEW DESTINATION IN YET AGGRESSIVE COMPETITION AMONGST
UNEXPECTED BUT BEAUTIFUL AREAS THE LEADING TOURIST STATE AND A
TO DEVELOP AN IDEAL DESTINATION STRONG PROMOTION OF TOURISM BY
FOR NATURE LOVER BY PROMOTING OTHER STATE
ECOTOURISM CONSTRUCTION THREAT TO
ENVIRONMENT

Figure 5 SWOT Analysis

CHAPTER 2
TRAINING SCHEDULE

In training program or process. Usually a training schedule lists the various training
schedules list the various training session and events , including the allocated for
each session and the course facilitator or training conductor.

My summer training period is 56 days in HPTDC . there is a same time for all people
in company it doesn’t matter person is employee, trainee, manager of a company . My
office timing was 10:00 am to 5:00 pm and in between there is one hour break for
lunch during 1:00 to 2:00 pm and in HPTDC there is system of 6 days working ,
Sunday are off . but sometime because of some urgent work we also work on Sunday .
this urgent work is like collection of money from the different hotel complex

I have noticed in HPTDC , how every employee is so punctual about timing and their
office coming time is even is that person is director of company. Everyone is so
punctual about time and that’s create and office environment a workaholic . because if
 17

any employee will not came in proper time to office than that will create a bad
impression in another employee mind .

With the help of this internship my sitting capacity increases because I have worked
there 10:00am to 5:00 pm and in between those 8-9 hours I have learned so many
things like how they complete their work in given time.

Importance of training schedule

The training schedule is implemented because it helps to provide an organizational

and the time management support for the entire training program while providing
clear information to its policies to all participants .

It creates an impact on individual life like how they should be professional.

CHAPTER 3
METHOD OF TRAINING

Training method refers to a way or technique for improving the knowledge and skills
of an employee for doing assigned jobs perfectively.

The organization has to consider the nature of the job, size of the organization &
workers, types of workers, and cost of selecting a training method.

Training is a significant part of an organization’s growth and success. A well-trained

workforce is more productive and efficient at their roles, enabling them to contribute
at a high level to their organization. With the importance of effective employee
training being obvious, the next step is to choose the right employee training methods
that are ideal for your overall organization, as well as individual team members.
Different types of employee training methods come with different benefits,
challenges, and goals.
 18

Identifying the best training method for your employees requires a lot of detailed
thought and planning, which can be a bit overwhelming for the L&D teams –
especially as the cost of employee training is so high.

Training are divided amongst two , on the job training and off the job training method

a. On the job training

Thesemethod are generally applied on the workplace while employee is actually

working.

1. Method of on the job training

1.1. Job coaching- an experienced employeegive a verbal presentation to explain
the nitty-gritty’s of the job. Under this method, the trainee is placed under a
particular supervisor who functions as a coach in training and provides
feedback to the trainee. Sometimes the trainee may not get an opportunity to
express his ideas.

1.2. Job rotation - This training method involves movement of trainee from one
job to another gain knowledge and experience from different job assignments.
This method helps the trainee understand the problems of other employees.

1.3. Internship and assistantship- An intern and assistant are recruited to

perform a specific time bound jobs or project during their education. It may
consists a part of their educational course. Under this method, instructions
through theoretical and practical aspects are provided to the trainees. Usually,
students from the engineering and commerce colleges receive this type of
training for a small stipend.

1.4. Job instruction training – JIT consists of four basic steps;

1. preparing the trainees by telling them about the job and overcoming their
uncertainties;
2. presenting the instruction, clearly giving essential information;
3. having the trainees try out the job to demonstrate their understanding; and
 19

4. On their own, placing the workers into the job with a designated resource
person is ready to provide the required assistance.

b. Off the job training

Off-the-job training is conducted in a location specifically designated for training. It may be

near the workplace or away from work, at a special training center or a resort conducting the
training away from the workplace minimize distractions and allows trainees to devote their
full attention to the material being taught- However, off-the-job training programs may not
provide as much transfer of training to the actual job as do on-the-job programs. Many people
equate off-the-job training with the lecture method, but in fact a very wide variety of methods
can be used.

Training is generally given through lectures, discussions, case studies, and

demonstrations. This enables the trainee to study theoretical information or be
exposed to new and innovative ideas.

2. Method of off the job training

2.1. Case study method -Usually case study deals with any problem confronted
by a business which can be solved by an employee. The trainee is given an
opportunity to analyse the case and come out with all possible solutions. This
method can enhance analytic and critical thinking of an employee.

2.2. Role play - In this case also a problem situation is simulated asking the
employee to assume the role of a particular person in the situation. The
participant interacts with other participants assuming different roles. The
whole play will be recorded and trainee gets an opportunity to examine their
own performance.
2.3. Simulation - Under this method an imaginary situation is created and trainees
are asked to act on it. For e.g., assuming the role of a marketing manager
solving the marketing problems or creating a new strategy etc.
 20

2.4. Lectures- This will be a suitable method when the numbers of trainees are
quite large. Lectures can be very much helpful in explaining the concepts and
principles very clearly, and face to face interaction is very much possible.

2.5. Incident method- Incidents are prepared on the basis of actual situations
which happened in different organizations and each employee in the training
group is asked to make decisions as if it is a real-life situation. Later on, the
entire group discusses the incident and takes decisions related to the incident
on the basis of individual and group decisions.

3. Conclusion In HPTDC I have undergone in On the job training and the in on the
job training mostly we have acquired the method of
Job coaching.
1. Job rotation.
2. Internship and assistantship.

CHAPTER 4
TRAINING LEARNINGS

Human resources are the set of the people who make up the workforce of an
organisation, business sector, industry, or economy.
The HR department is accountable for developing and implementing HR plans and
policies that help business superiors better manage human resources. HR managers
usually play a role that is strategic and operational, with a vision of building a
workforce that can help the company to reach its peak.
 21

3.1 The significant roles of an HR department

1. Human Resource Planning

Know how many people are needed in any department of the company, analyse future
needs and take actions accordingly so that the company can run smoothly.

2. Continuous Development

Receiving new employees and providing resources for continued development is a

crucial investment for companies, and HR manages these processes by arranging
training and other learning sessions.

3. Performance Management

HR managers keep track of all employees’ performance and reward the correct
person, and thus workers stay productive and engaged.

4. Maintaining Industrial Relations

HR teams manage and maintain relationships with the labor union, other collectives
and their members.

6. Administrative Responsibilities

HR team manage and develop policies and procedures of the handling of promotions,
relocations, discipline, performance improvement, illness, regulations, cultural and
racial diversity, unwanted intimacies.

7. Future Planning & Guiding

HR is also responsible for career planning, guidance, and development for employees.

3.2 The major things we learned as an HR trainee in HPTDC

Dharamshala are listed below.
 22

1. Process Payroll
2. Disciplining Employees Leave
3. Payment of Gratuity
4. Show cause Notice
5. Service Book
6. Annual Increment for Employees
7. Payment of Bonus

1. Process Payroll

Payroll processing in HR is an elaborate process that involves a lot more than salary
calculations. The process can be intimidating if you do not know how to go about it
which is exactly why this handy guide will navigate you through the intricacies of
payroll processing. Payroll processing is an essential business function that involves
arriving at the ‘net pay’ of the employees after the adjustment of necessary taxes and
deductions. For efficient payroll management process, the payroll administrator needs
to plan the payroll process step-by-step.
Note

Net pay = Gross income – Gross deduction

Here,

Gross income/Salary = Regular Income + Allowances + One-time payment/ Benefit

Gross deduction = Regular deductions + Statutory deductions + One-time deductions

Step-by-Step explanation of Payroll Processing

The entire payroll procedure is divided into 3 stages.

1.1.1 STAGE 1: Pre-Payroll Activities

1. Defining payroll policy

This is the first stage wherein you establish policies to bank on during the payroll
process. To turn these policies into standards, they need to be approved by the
 23

management. Examples of such policies are – pay policy, attendance policy, leave and
benefits policy, and more.

2. Gathering inputs
The next step is to gather inputs from various departments to ensure accurate
calculation of payroll.

DATA SOURCE DATA EXAMPLE

Employees Income tax declaration, facilities availed, and

more.

HR team Salary structure, eligibility for benefits, etc.

Finance team Deduction for recoveries. etc.

Leave and attendance Data from attendance systems, current work shift,
systems etc.

General service providers Transport service provider, canteen vendor, and

more.

All this data collection can seem overwhelming at first. You must, therefore,
incorporate payroll software which comprises features such as leave and attendance
management, ESS (Employee Self Service portal) and more to make it hassle-free.

3. Input validation
Once you’ve finished gathering all the required data, you need to verify its validity.
Because a single mistake here can cause ruin the entire payroll process.

 Ensure that the list contains all the active employees and no records of inactive
employees.
 Check that data adheres to the company policy.
 Ensure the data present in the right format.
 24

1.1.2 Stage 2: Actual payroll process

4. Payroll calculation
Now that you have the verified data, its time to feed it into the payroll system. The
result you get will be the net pay after the adjustment of necessary taxes and
deductions. In this step, you recheck the process again to nullify chances of errors.

A payroll system is a software to automate the payroll process. These systems can be
integrated with leave and attendance tracking systems and employee self-service
portal and are used to keep track of employee’s working hours, calculate salaries,
calculate taxes and deductions, print payslip, etc.

Payroll software, thus, minimises employers’ efforts so that they can focus on more
pressing problems of the business.

1.1.3 Stage 3: Post-payroll process

5. Statutory compliance
During the payroll processing, the payroll administrator needs to religiously adhere to
the statutory compliances. Various statutory deductions – EPF, TDS, ESI – are
deducted during payroll processing. These deductions are then paid to the respective
authorities/government bodies.

6. Payroll accounting
Every organisation needs to maintain an accurate book of accounts. And the salary
paid is one of its significant entries. Therefore, as a step of the payroll process, all
salary data must be fed into the accounting or ERP system.

7. Payout
After all these steps, you can finally pay salaries via cash, cheque, or bank transfers. It
is preferable to have salary accounts of employees for hassle-free transfers. For
payment to salary accounts, you need to send salary bank account statements with
particulars such as employee ID, account number, salary amount, etc., to the branch.

8. Reporting
The last step is to prepare accurate reports containing information such as department
or location- wise employee cost. These reports are then sent to the finance department
or the management team for further analysis.

These are what goes into the making of an efficient payroll process in India. Now that
you know the procedure in detail, make sure to leverage the information and amplify
your organisation’s efficiency.

EXCEL TEMPLATE FOR PAYROLL

 25

Employee Name Pay Total Hours Worked Overtime Gross Pay Income Tax
A 3000 7 1 55000
B 3500 8 1 75000
C 4000 8 1 70000
D 3400 9 1 67000
E 4900 6 1 89800
F 5000 8 1 90000
S 7655 8 1 95000
G 9900 8 1 98000

2.Disciplining Employees Leave

Employee Leave refers to an approved leave of absence for an Employee for any of
the following reasons: (a) holiday or other paid time off in accordance with the
applicable Seller Entity's written employment policies; (b) approved leave under the
Family and Medical Leave Act or other leave made in accordance with Law; or (c)
short-term or long-term disability leave.

There are basically 3 kinds of leave which are classified in to different types

1.1 UNRECOGNISED KINDS OF LEAVE

1.2 ORDINARY KINDS OF LEAVE

1.3 SPECIAL KINDS OF LEAVE

 26

1.1 UNRECOGNISED KINDS OF LEAVE : A government employee

may miss work for short periods of time without it being considered leave.
You must be aware that government employees receive a wage in exchange
for their services to the government. Can they receive a similar wage
throughout their leave periods as well? Definitely not. What therefore should
they receive as compensation for their leave times? The sum due is known as
"leave salary." A government employee on leave should be given their "leave
salary," not their "salary." We will talk about how this leave salary varies
depending on the type of leave you are taking. However, here you must clearly
understand that they are to be allowed salary and not the leave salary, when
they are on any unrecognised kind of leave. Unrecognised kinds of leave
include:

1.1.1 Casual Leave

1.1.2 Special Casual Leave
1.1.3 Compensatory Leave

These kinds of leave are not strictly recognised as leave under C.C.S. (Leave)
Rules, 1972. This is because of this reason that govt. servants are treated as on
duty even when they are availing leave from any of these kinds. Let’s discuss
these individually now.

Casual Leave: This type of leave is the most common and the first among the
unrecognised types. To handle exigencies, this type of leave has been provided for.
Thus, the terms of its award are straightforward. It is not subject to the requirements
of Leave Regulations. Under the State Government's executive directives, this is
authorised and governed by HPTDC

Regulation of Casual Leave

Admissibility of casual leave to a govt. servant is:

 27

 12 days for those who are in service on 1st January of a calendar year and will
remain in service till 31st December of that calendar year. The credit of entire
amount of leave is to be afforded on 1st January itself.
 For those who join govt. Service during the currency of a calendar year,
remaining months of that calendar year are to be calculated. They will be
entitled to casual leave @ 1 day for each such remaining month.

Grant of Casual Leave : Sundays and other holidays can be coupled with casual
leave. They may be prefixed1, suffixed2, or combined with unpaid time off.
Moreover, Casual Leave, Special Casual Leave, and Compensatory Leave can be
combined. However, it is subject to a few restrictions when combined with Special
Casual Leave and Compensatory Leave, which were covered when addressing these
two types in subsequent Sub Sections. Under no circumstances, with the exception of
the situation outlined in Earned Leave, may Casual Leave be coupled with Regular
Leave or Special Leave.

The Performa for casual leave is given below

APPLICATION FOR CASUAL LEAVE/ RESTRICTED HOLIDAY IN HPTDC

EMPLOYEE CODE NO :

NAME OF THE APPLICANT :

POST HELD :

DIVISION/SECTION/UNIT :

NATURE OF LEAVE :

NO. OF DAYS C.L/R.H :

PERIOD : PURPOSE :
 28

WHETHER STATION LEAVE PERMISSION IS REQUIRED :

ADDRESS DURING THE LEAVE PERIOD :

DATED: (SIGNATURE) Signature of the Controlling Officer

Remarks if any:

Sanction: Casual Leave is to be applied for on a plain paper giving the duration of
leave required and briefly the purpose for which it is required. Casual Leave can also
be sanctioned for ½ day. When it is sanctioned for half a day, the lunch hours are the
dividing line for determining the half-day. A govt.servant, who applies for half-day
casual leave for the forenoon, should be present in the office at the time when office
re-opens immediately after the lunch break. A govt. servant, who requires ½-day
casual leave for the afternoon, can leave office immediately at the commencement of
lunch break.

1.1.2 Special Casual Leave: Govt. has kept yet another type of leave known as
‘special casual leave’. This kind of leave is admissible to the govt. servants to take
care of special kinds of unofficial duties expected from them e.g. to sports persons,
trade union leaders. This kind of leave is also admissible as an incentive to promote
family welfare programme of the government.

Special Casual Leave also falls in the category of ‘unrecognised kinds’ and is, therefore, not
subject to the regulations of C.C.S.(Leave)Rules contained in Unit-II of this module. When a
govt. servant is on Special Casual leave, he is to be treated as on duty. Therefore, he is
allowed ‘salary’ and not the ‘leave salary’ for such absence. The govt. has not prescribed a
uniform pattern for the grant of this kind of leave.

Sanction: No Performa is prescribed as an application for the grant of Special Casual

Leave. It should be applied on the plain paper. It should be supported with the
necessary documents e.g. Medical Certificate or invitation to participate in a sporting
event etc. It should be submitted to and sanctioned by the authority that is competent
to sanction Casual Leave for the person seeking the grant of Special Casual Leave.
 29

1.1.3 Compensatory Leave : The third and the last kind of leave from amongst
the unrecognized kinds of leave is Compensatory Leave. As per Fundamental Rule 10
of the Fundamental and Supplementary Rules, the whole time of a government
servant is at the disposal of the government. Despite this provision in the Rules, the
government has prescribed the office hours to be from 1000 to 1700 on all the
working days. Granting leave in lieu thereof compensates government servants, who
are required to attend the office before the commencement or after the close of office
hours due to certain exigencies in public interest. This kind of compensation in terms
of leave is termed as ‘Compensatory Leave’. Similarly, Compensatory Leave is also
admissible for working on Sundays and holidays.

Entitlement: The provisions relating to Compensatory Leave are applicable only to a

part of the non gazetted staff of the State Government. These are not applicable to:

 The Gazetted Government Servants;

 Thosegovernment servant who are entitled to over-time allowance in lieu of
putting extra duty;
 Field, Technical and Inspection Staff of the government. However, Drivers are
allowed Compensatory leave if deployed on duty before or beyond office
hours or on holidays etc.

Sanction : As compensatory leave is not a recognized kind of leave and is to be

allowed sparingly under emergencies, it should not be allowed to accumulate. The
person, who has earned it, must be granted the same immediately thereafter. If this is
not practicable, Compensatory Leave should be allowed at the earliest convenient
time to ensure that it does not accumulate. Compensatory Leave should not be
allowed to exceed 3 days at a time. Compensatory leave is to be applied for on a plain
paper and is to be sanctioned by the authority that is competent to sanction Casual
Leave.

1.2 ORDINARY KINDS OF LEAVE

 30

The Central Civil Service (Leave) Rules, 1972 provide for the following ordinary
kinds of leave:
1.2.1 Earned Leave
1.2.2 Half Pay Leave
1.2.3 Commuted Leave
1.2.4 Leave Not due
1.2.5 Extra-ordinary leave

1.2.1.Earned Leave : This type of leave can be availed both by temporary and
permanent govt. servants. This is called Earned Leave because in the past it had to be
earned by duty. At those times, it could only be availed after it had been earned. You
would like to know as to how it was being earned by duty. For that you will have to
go to the Rules that remained prevalent till 1974. Till then, the credit of Earned Leave
was made generally @ 1 day for every 11 days of service. Whenever government
servants wanted to avail Earned Leave, their days of duty between the periods of their
previous return to duty from leave and till the date from which they wanted to avail it
afresh, had to be counted.These duty days were then used to be divided by 11 and the
resultant figure was credited to their earned leave account.

 ENCASHMENT OF EARNED LEAVE :

The amount to be encashed is to be worked out by applying the following formula:

Cash Equivalent of unutilized Earned leave = Last Pay admissible + Dearness

allowance admissible on that date x No. of days of unutilized Earned Leave restricted
to 300 or 150 days /30. This leave is admissible to all government servants whether
vocational or non-vocational. However, this is not admissible to Teachers, Principals,
Headmasters, Librarians, Laboratory Assistants and Watermen working in the schools
The format for Earned leave is-

APPLICATION FOR EARNED LEAVE or EXTENSION OF EL IN HPTDC

1. Name of the applicant:

2. Post held:
 31

3. Department/ Office and Section:

4. Pay:
5. House rent and other compensatory:
allowances drawn in the present post
6. Nature and period of leave applied for:
and date from which required
7. Sundays and holidays, if any, proposedto be prefixed/ suffixed to leave :
8. Grounds on which leave is applied for :
9. Date of return from last leave, and the
nature and period of that leave :
10. I propose / do not propose to avail myself of leave travel concession for the
block years during the ensuing
leave.
11. Address during leave period :
12. In the event of my resignation or voluntary retirement from service, I undertake to
refund:
i) the difference between the leave salary drawn during commuted leave and that
admissible during half pay leave,
which would not have been admissible had sub-rule (1) of rule 30 not been applied;
ii) the leave salary drawn during leave not due which would not have been admissible
had sub-rule (1) of rule 31 not
been applied.
Date : Signature of the Applicant.
13. Officer remarks and recommendation of Controlling Officer
Date : Signature
Certificate regarding admissibility of leave
(By Audit Officer in case of Gazetted Officer)
14. Certified that ________________________________ leave
___________________________________ days from
____________________ to __________________ is admissible under rule
_______________ of the Central Civil
Services (Leave) Rules 1972.
Signature :
Date :
 32

Designation :
Signature :

Date :
Designation :

1.2.2Half Pay Leave : This leave is admissible to all government servants

whether vocational or non-vocational. However, this is not admissible to Teachers,
Principals, Headmasters, Librarians, Laboratory Assistants and Watermen working in
the schools. This is so because they have been allowed the benefit of regular credit of
Earned leave. Half-Pay leave can be availed on any grounds even when Earned Leave
is due.

Credit: For the purpose of credit of Half-Pay Leave also, a calendar year is divided
in two half years. The first half year commences from 1st of January and ends on 30th
of June every year. Likewise, the 2nd half-year commences from 1st of July and ends
on 31st of December every year. Like for Earned Leave, the provisions with regard to
credit and debit of Half-Pay Leave are also identical for both the half years.

1.2.3 Commuted Leave : Commuted Leave means leave admissible in exchange

of half pay leave to a Government employee on medical ground or for prosecuting
higher course of technical or scientific studies in public interest. Double the amount of
commuted leave is debited to half pay leave account

Various aspects of Commuted Leave which include:

 Commuted Leave on Medical Certificate

 Commuted leave for other than on Medical Certificate
 Maximum single spell for its grant; and
 Leave Salary payable during Commuted Leave.
 33

1.2.4 Leave Not due : As the name implies, this kind of leave is granted though it is
not due. Leave Not Due is granted and availed in advance of earning of leave in the account
to which it is debited – Half-Pay leave. So this kind of leave can never be sanctioned as Leave
Preparatory to Retirement.

Admissibility:

 To Permanent Government servants.

 To Temporary Government Servants

1.2.5 Extra-ordinary leave : This kind of leave is popularly known by many of us as

Leave Without Pay. This is again a regular kind of leave under the Central Civil
Service(Leave) Rules, 1972.
Extra-Ordinary Leave is granted to government servants when:

 Other kinds of leave are not due and admissible; or

 Other kinds may be due and admissible, but the government servant specifically
requests for the grant of this kind of leave.
Extra Ordinary leave can be granted on the request of the government servant even when
other kinds of leave are available to him

1.3 SPECIAL KINDS OF LEAVE

Special Kinds of leave have been classified in to different types which are discussed below.
1.3.1 Maternity Leave
1.3.2 Leave to female government servant on adoption of a child
1.3.3 Paternity Leave

1.3.1Maternity Leave : This kind of leave is admissible to the female government servants
for the purpose of delivery of a child or for the purpose of abortions. The rules do not make
any distinction on account of marital status of the female. Therefore, even unmarried female
government servants are also entitled to this kind of leave.
Maternity leave for delivery: As stated above, Maternity leave is admissible for two
purposes:
 34

For delivering a child and For abortions.

Maximum limit for the grant of Commuted leave in continuation of maternity leave is 60
days(equal to 120 days Half-Pay leave) under this provision whereas there is no such limit for
the grant of Leave Not Due. If the delivering mother is a permanent government servant, she
can take Leave Not Due for any period but when combined with other kinds, total period of
leave should not exceed one year. One year period does not include the period of Maternity
leave.

For Abortions maternity leave is admissible not only for delivering a child. It is also
admissible to female government servants for abortions. Abortions include miscarriages,
induced abortions under Medical Termination of Pregnancy Act. But these do not include
threatened abortions. The leave is to be sanctioned only after the production of medical
certificate by female government servants.

The quantum of Maternity Leave for abortions is 45 days during the entire service of the
female government servant. She can avail it in more or any number of spells. While counting
45 days, any period of maternity leave for abortions, which might have been availed by the
female government servant prior to 16-6-94, will not count. Alternatively, we can say that
female government servants who were in service on 16- 6-94 or those who join government
service after 16-6-94, are entitled to 45 days of maternity leave for abortions.

1.3.2 Leave to female government servant on adoption of a child : Leave Rules also take
care of the requirement of leave by adoptive mothers i.e. female government servants who
want to adopt a child. If a female government servant does not have more than one surviving
child and wants to adopt a child of less than one year old, she can take leave of the kind due
and admissible up to one year. Thus two conditions must be satisfied on the date of adoption
of a child:

1. The female government servant should not have more that one surviving child; and
2. The age of the child to be adopted should be of less than one year.

If both the conditions are satisfied, the adoptive mother will be entitled to leave of the kind
due and admissible for a period by which the age of the child falls short of one year. The
facility of this leave up to one year is the same as is for delivering mothers. Here also, if the
female government servant wants to avail commuted leave up to 60 days or Leave Not Due,
 35

that will be granted without the production of medical certificate. If it is otherwise due and
admissible.

1.3.3 Paternity Leave: The 5th Central Pay commission has recommended the grant of
Paternity leave to the government servants to look after their wives during the pre/post natal
periods. Central Government has adopted the recommendation of Pay Commission. This has
also been adopted by the Government of Himachal Pradesh and consequently the Paternity
leave is now admissible to the government servants serving the State of Himachal Pradesh.

This provision provides for the grant of 15 days Paternity leave to male government servants
who may be having less than two surviving children. There is, however, one ambiguity. It
may happen than the male government servant may be having one child. He may need
Paternity leave after his wife has delivered the 2nd child. Then at the time when he avails
paternity leave, this condition is not fulfilled.

The Performa for the paternity leave is given as

SANCTION OF PATERNITY LEAVE IN HPTDC FORMAT

1. Name of the employee :

2. Designation & Station :

 36

3. T.No.GP.No./PF No. :

4. Date of paternity leave applied by the employee:

5. Whether this is the first/Second Serving Child :

6. Name of the Hospital/Health Unit Where the spouse: Has undergone Delivery

7. Period of PL :

8. Declaration given by the employee : I hereby declare that I am having only (two)

surviving children, I am aware of the fact that I am liable for disciplinary action if the

above declaration is proved to be false at a later date. SIGNATURE OF EMPLOYEE.

9. Witness (To be signed by the serving Railway Employee)

Signature : Signature : Name : Name : Designation: Designation: Date : Date:

2. Payment of Gratuity

The Payment of Gratuity Act, 1972 is an Indian law that makes certain industries pay
a one-time gratuity to retired employees The gratuity is 15 days' wages for every year
of employee service, or partial year over six months. If the number of employee is
below 10, the employer must still pay gratuities. Thus, no employer will be able to
refuse gratuity under this act based on the number of employees. The act does not
applies to apprentices and persons who hold civil posts under the Central Government
or State Governments and are subjected to any other act or rule other than this act.

Under Section 4, payment of gratuity is mandatory. Gratuity shall be payable to an

employee on termination of employment after he has rendered continuous service for
not less than five years in a single organization. The termination can be due
to: Superannuation, Retirement or resignation, and Death or disablement due to
 37

accident or disease. As per Section 4(1), the completion of continuous service of 5

years is not required where termination of employment is due to death or disablement.
In such case mandatory gratuity is payable. The unpaid gratuity amount is seized by
government which is further used in holiday, vacations, parties and other fun related
activities.

Gratuity is paid at a rate of 15 days' wages for every completed year of service or part
thereof in excess of six months. The wages here means wages last drawn by the
employee. The "15 days' wages" will be calculated by dividing the last drawn wages
by 26 and multiplying the result with 15. But under Section 4(3), the maximum
gratuity that is payable is fixed at 20,00,000 INR. Any gratuity amount paid in excess
of 20,00,000 INR is taxable in the employee's hands.

3. Show cause Notice

The start of a domestic inquiry will be indicated by a show cause letter. A show cause
letter needs to be handled in a delicate manner, as it is a complex and sensitive issue.

Before the letter is issued, the HR department needs to contact the accused employee
for an appropriate, professional discussion on the matter. This will allow the accused
employee to tell their side of the story and prevents any form of victimization from
happening.

After that, it can be determined if there is a case to decide upon. A show cause letter is
only served as the last resort when the particulars of a case have escalated to the point
where a domestic inquiry becomes necessary.

A show cause letter can include many offences, such as assault and battery, disorderly
conduct, intoxication, insubordination, conflict of interest, serious charges (such as
theft, fraud, or sexual harassment), participation in illegal strikes, or issuing
statements without approval.
 38

4.Service Book

Service Book contains all information relating to service in respect of a Government

employee. It is opened the day the employee joins the Government service. The first
entry is the Notification announcing joining of Government service by the particular
person. The Service Book is closed when the employee superannuates, dies in harness
or leaves Government service permanently. The last entry is the Notification of his
retirement/death, etc. In between, the Service Book contains all information
pertaining to the Government service of the employee. It contains the entire service
history of the employee. It also contains the date of birth, qualification, leave details
and family details of the employee.

At the time of retirement, the pension papers of an employee are prepared based on
the Service Book.

INSTRUCTIONS FOR MAINTENANCE OF SERVICE BOOK

4.1. The Service Book should be maintained in duplicate and kept in the custody of
the Head of the Office in which the Government servant is serving and transferred
with him from office to office. For the sake of reference, the original Service Book
should be made use of and the duplicate copy should be kept up to ‐date in reserve and
taken out only when it may be absolutely necessary to do so, such as for making
entries corresponding to those made in the original Serviced Book or in the event of
loss or misplacement of the original Service Book.

4.2. It is the duty of the Head of the Office that all entries in the Service Book are
promptly made and duly attested by the authorized Attesting Officer. It is the duty of
the Government servant also to see that his Service Book is being properly maintained
in accordance with the rules. The Head of the Office should afford every facility to
the Government Servant to examine and satisfy about the correctness of the entries
made in his Service Book. In token of his scrutiny and acceptance of the entries made
in the Service Book the Government Servant should sign his name in the column
provided and his / her endorsed as evidence by the Attesting Officer.
 39

4.3. No erasure or overwriting of an entry once made is allowed. In case of any entry
occurring incorrectly it should be scored with a red line and correct neat entry made
underneath it which should be duly attested (full sign and date).

4.4. Bio data of Government servant, the entries regarding date of birth and domicile
should be made in accordance with the relevant rules and orders of Government. All
entries in this Part excepting finger prints should be renewed and re ‐attested at least
after every five years and the signatures of the Government servant and the Attesting
Officer should be dated.

4.5. Personal certificates of character must not, unless the Head of the Department so
directs, be enter in the Service Book.

4.6. Personal certificates of character must not, unless the Head of the Department so
directs, be enter in the Service Book.

4.7. Every Period of suspension from employment and every other interruption of
Service must with promptly noted full details of its duration in Part ‐III of the Service
Book and attested by the Authorized Attesting Officer.

4.8. If a Government servant is reduced in rank to a lower substantive post, the reason
of reduction must be briefly recorded under the relevant column.

4.9. The Service Book should be taken up for verification soon after the close of the
financial year and the Authorized Attesting Officer after satisfying himself should
sign the verification certificate in Part‐ IV of the Service Book.

4.10. At the time of transfer of the Government servant from one office to another, the
Head of the Office or the Attesting Officer under whom he/she was originally
working should record the certificate of verification of his/her service in Part ‐IV, for
the whole period during which he/ she remained employed under him. After that the
service book should be forwarded to the office where the Government servant is
transferred.
 40

4.11. If the Government servant is transferred to Foreign Service, the Head of his
Office or department must send his Service Book to the Audit Officer concerned. The
Audit Officer will return it after noting under his signatures, the order sanctioning the
transfer, the effect of the transfer in regard to leave admissible during Foreign Service
and any other particulars which he may consider to be necessary. On the Government
servants transfer to Government service, his service book must again be sent to the
Audit Officer who then notes in, it over his signatures, all the necessary particulars
connected with the Foreign Service may be attested by any authority other than the
Audit Officer.

4.12. Detailed instructions for filling in the various parts of the Service Book are
given at the beginning of each part.

4.13. The entries regarding particulars of Government servant on page 4 of the service
book should be renewed or re‐attested at least after every five years & the signature
against item 11 & 12 should be dated.

DOCUMENTS (GENERALLY) REQUIRED FOR SERVICE BOOK VERIFICATION

WITH EVENTS

A.FOR ALL CASES /EVENTS OF VERIFICATION

a. Basic Information Form (Annex‐A)

b. Attested Copy of CNIC
c. Attested copy of Authority letter for nomination of ‘Authorized Attestation
Officer’ to sign the Service books along with specimen signatures dated.
d. Attested copy of LATEST Pay Slip
e. CNIC/ Personnel Number should be written on Service Book.

B. FOR FIRST –EVER VERIFICATION (after new appointment)

a. Attested copy of Offer/ appointment Letter

b. Attested copy of Medical Fitness Certificate
c. Attested copy of Joining Report

C. REGULARIZATION OF SERVICE

a. Attested copy of Regularization Orders.

 41

b. Attested copy of all orders relating to appointment on contract basis, extensions,

Minutes of the Selection / cabinet committee,ETC.
c. Approval of the competent authority for Pay Protection.

D.UPGRADATION / PROMOTION OF THE POST

a. Attested copy of office orders for the up‐gradation / Promotion.

b. Attested copy of the office orders for the promotion
c. Attested copy of the Joining Report on the promoted (new) post.
d. Attested copy of the Option(s), if any, for pay fixation benefits.

E. ADVANCE INCREMENTS ON QUALIFICATION

a. Attested copy of the testimonials (degrees/ certificates)

b. Attested copy of the office orders of the approval by the head of department /
office

5.Annual Increment for Employees

Salary increment is measured as a percentage of an employee's overall base pay.It is

usually a percentage of the employee's annual salary. Salary Increments are used by
employers to increase or decrease base salary, as well as to grant incentives.

In the Himachal Pradesh government sector,the annual growth rate is 3%.

5. Payment of Bonus

Himachal Pradesh Tourism Development Corporation follows the payment of bonus

act 1965.It requires two or more workmen. The Payment of Bonus Act, 1965
provides for a minimum bonus of 8.33 percent of wages. The salary limited fixed for
eligibility purposes is Rs. 3,500 per month and the payment is subject to the
stipulation that the bonus payable to employees drawing wages or salary not exceeded
to Rs.10000 per month would be calculated as if their salary or wages is Rs. 3,500 per
month. The Central Government is the appropriate authority in respect of the
 42

industries /establishments for which it is appropriate Government under the industrial

Disputes Act, 1947.

BIBLOGRAPHY
 43

JOURNALS

1. Results – framework documents (RFD) for Himachal Pradesh Tourism

Development corporation

WEBSITES

HPTDC Official website (http://hptdc.in )

Himachal Tourism website ( www.himachaltourism.gov.in )
Tourism-in-himachal-pradesh.pdf
www.publisishingindia.com
www.himachaltourism.nic.in