POST SELECTION MUSINGS WHEN PROCEEDING ON DEPUTATION

Appces

A : MoD letter No 5(15)/58/99/S/D(MS) dated 25 Feb 1970

B : MoD letter No 2(3)/73/D(MS) dated 21 Apr 1975
C : MoD letter No 13(1)/87/D(Pay/Services) dated 25 Sep 1987.
D : MoD letter No A/02584/AG/PS3(a)/97-S/D(Pay/Services) dated 25
Jan 1964 and No 37269/AG/PS-3(a)/90/D(Pay/ Services) dated 13 Jan 1994
E : GoI, MoD letter No B/37835/AG/PS3(a)/5454/D (QS) dated 16
December 1983.
F : Leave Salary & Pension Contributions Circular from PCDA
G : Extract of AO 09/2011/MS
H : Annual Medical Examination Form
I : Compilation of contributions while on deputation
J: : Samples of important documents

1. Congratulations for being selected on deputation!

2. Caution. All that which happened auto in Armed forces will halt. So
one needs to prepare. This docu may help other service offrs but is framed
particularly as an aid for Army Offr. Here is a nutshell summary for proceeding
ahead: -

(a) Plan your joining

(b) Documentation
(c) Fight for your right

Plan your Joining.

3. Seemingly straight forward, it has significance for Pay & Allces (P&A). Two
aspect arise:-

(a) Joining Time. Generally, MS will issue a posting order with an

adv notice of about 30-45 days to join. Barring few exceptions, this is too
less. Good thing is one can always write to new org and seek extension for
joining. Don’t confuse - that’s not joining time. One is only seeking change

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 in date of reporting. The joining date preferably & under the best case
should be on 01st of the month. Accordingly write to MS and seek
amendments of posting order. They comply. Move as per the joining date.
Remember, even if one has adequate notice, it shall always be better to
join in advance on 01st of the calendar month. Simply because your P&A
calculations at either ends are easy to handle & are easy to do.

(b) Reece. Proceed to the new place for an immediate ‘Reece’

with an oversight to take care of the accn, schools/college and any other
particular reqmts that you may have. But pre-joining visit is kind of helpful
to meet the staff in the new org & get a feel of the stn. It helps in taking
‘harbour’ when you arrive ‘log stock barrel’.

(c) Pay Option. Unless specifically in advantage, it is better to opt for

parent cadre pay as MSP is a maj component. Plus, you are entitled to few
other privileges as defined in Appx A. Most important, being that, MS will
have little objection to att you to an Army Unit for documentation. This
decision, however, requires focussed analysis to be done by an indl.

4. Posting out Part 2 Order. This is an Achilles heel. To save time, you
can find a sample as Appx F. Don’t question ‘what to fill as SUS No’ for your org.
Unless you have all the time & energy to get one allotted through DGIS for your
new org, just key in any non-regular item (000000 & its cousins will be too
obvious, so avoid them). This is a most essential docu that has all the
ramifications. More details follow in subsequent paras.

Documentation

4. Immediately on joining, a new org seeks to have some documentation to

be done. Nothing much in particular; but keep a copy of your paramount card
and that of your service record handy for your own ref. Carry few colour photo
in civ clothes if available. Here the important action points: -

(a) Pay option Cert. Render this cert and keep some sort of
receiving. Many org move such things on file, hence the note sheet is a
good thing to keep if available. Till such time you do not get your Last Pay
Certificate (LPC), the new org will provisionally fix your salary in the PB/
level and give you basic allces. What is Interesting to note is that PCDA
shall also be remitting your salary as well. So feel elated & enjoy the bliss
of double salary till you read the next para.

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 (b) Last Pay Certificate (LPC). This is one of the most horrendous
experience that one undergoes. Largely, there is no way to avoid it. It has
two implications. Firstly, you get paid from both dept and the debt piles
up substantively. PCDA ask for refund of salary it has paid prior to issuing
the LPC. One has to be on the toes to break the cycle. To do that,
immediately once the Part 2 order of posting out is published, send it to
PCDA with a request to stop releasing the salary. But only after the
provisional salary from the new dept has been fixed or at least issued for
one month. Follow all means, email, fax & hard copy with PCDA. If
possible- send by hand as well. Apart from stopping the salary, also incl
the request to issue LPC in the same letter. Incl your contact details in the
letter (gov.in mail id is a must) for them to reach back to you.

(c) E-MRO. PCDA will intimate the amt to be refunded back that
can be done online through the e-MRO as hosted on their website. Pretty
straight forward. What is needed is to transmit the receipt back to your
AO (…. That’s an abbvn for Account Offr!) to close your ledger and issue
LPC. But the LPC wont still come. Post my experience, send a separate
request in the interim for inclusion of allce that you want to be included
in LPC. For eg Technical Tier 2 or Ration Money allce. The extra cash you
would have got ultimately goes back. Thus short-lived is the happiness of
double salary!

(d) Arrival Report. Pretty standard…. But don’t falter on this.

(e) Att to an Army Unit. This is reqd to cov your cas publications.
So when you are on reece, keep a look out for this as well. Send your
choice of units to MS3 for issuing a formal att order. Ensure that the letter
is signed from a civilian staff of the org (even though you may have taken
over as Adm Offr yourself) and more importantly send the pay option
exercised/ cert along with. If either of this is not complied, you shall keep
waiting only to hear nothing.

(f) CR Channel. This is a function of MS4. You may take initiative

and send it all by yourself or wait from MS 4 to initiate a letter. To keep
matters straightforward, it’s more of a paper ex and advisable to complete
the formality. At this stg in service, the CR will hardly matter unless your
case is in some form of reckoning. The filing of paperwork however must
be done to avoid any lapses for future peace!!

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 (g) Leave Salary & Pension Contribution. This is reqd to be
deposited by all civ org. Must follow it up. Haven’t a clue how it affects,
but given the little knowledge, it shall come back to haunt you once you
retire and CDA will put a spoke asking for the contribution to be
deposited. See Appx F for a circular issued to AICTE.

(h) Misc Aspects.

(i) Have a new dependent card made before you move out from
unit.
(ii) As per Appx A of 1970 letter, you are auth to take treatment
in civil.
(iii) Don’t falter on routine med exam (AME/ PME) or re-cat
board (AO 09/2011/MS, Para 10(f), Para 16 & 61 refers). Extract at
Appx G. AME form at Appx H.
(iv) Buddies are not auth on deputation. Beyond that, it’s your
own management.
(v) Get your Canteen cards renewed if they are about to expire.
(vi) Try completing the ACR of subordinates under you before
you move out.

5. It is also important for you to take out any print outs of any docu (say any
AO, policy, offrs CR form etc) that you may need to refer as the Army Intranet
will not be available. Equally, there is unlikely to be any army tele in near vicinity.
Hence prepare for your journey ahead well. Word copy of the blank form is
already in circulation.

Fight for your Right

6. I guess most offrs face the real music on this count. While you may be out
from Army, the civvy street is quite ‘lakir ke fakir’. They would want all the
authorities for releasing your P&A. The best bet is the LPC. To re-stress the
point, what is there in LPC is not questioned. But to get anything else…… it is a
painful journey. (To cite, few of us are still fighting to get Tier 2 & RMA even
after 2.5 years!). The battle is to be fought by an indl for which the fwg may be
considered: -

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 (a) Defence offrs have special terms & conditions as issued via 1970
letter (Appx A). Hence the oft quoted DoPT letter (of 2010) does not apply.
Even MS 3 has issued this clarification.

(b) Para 5 (c) of Appx A authorises KMA (now outfit allce), Qualification
Pay, NPA, Spl Pay, Tech Pay.

(c) Only when one opts for civ cadre pay will the usual army allces not
be payable. In that case, the civ dept allces shall be payable.

(d) There is no clarity what is service concession and what constitute

field service concession. We know the logic……. But they don’t. Do
empathize with them as it’s not their line of usual work. Reality is harsh….
accept it with humility. Even Appx D does not make it clear.

(e) Deputation allce is simple- 100% if joining from outside stn, else
50%. With service concessions, whatever is applicable to you will be
reduced by half (50%).

(e) LTC is also questioned. Our TR 177 A & B may be shown. This is
authorised as per 1970 letter if pay option of parent cadre is chosen.

7. Apart from the ones listed above, certain other allces such as tele cum
internet bill, newspaper allces, briefcase allce which gets paid to other
employees must be claimed.

8. Ration Money has to be claimed from local CDA. All old timers would be
aware that RMA can be claimed if not drawing in rations in kind. Also Appx E
allows it. All deputees may decide as per their convenience. Personally, I guess
the ration in kind is better.

9. AGIF. Thankfully, it can be done online. Some agencies are pro-

active who do it in time & some don’t. AGIF recommends deposition by 5 th of
every month to avoid any gaps. As per AGI, it is the responsibility of indl offr to
deposit the subscription in time. Thus an indl may choose to pay it by himself
(through standing instructions) or work out the modalities with civ org. If latter
is chosen, do collect all rx/ cheque No or any other verification details which can
be referred later. Remember, your final release from Army will be from PCDA
and not the civ org. These will come handy then.

10. DSOP. Ditto as above. Keep records. There will not be any
acknowledgements from AO. But don’t fret. After every year shoot a letter with

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details of cheques/ NEFT transaction No etc to AO to place on record that the
amt has been sent regularly. As a matter of fact, cheques if sent to PCDA are
usually encashed. Unfortunately, there is no acknowledgement.

11. A compilation of various contributions (AGIF, CDA, Leave Salary & pension
contribution) as required during deputation is placed at Appx H.

Continuation & Follow Through

12. Tenure & extension. MS issues signal for 2 plus 1 year. This means
that the third year extension will be granted by MS 3. The willingness for
continuation is sent by MS3 usually six months prior to expiry. For the fourth
year (as per Appx B) is granted by MoD. Timelines remains the same. Beyond
that, MoD has no clear cut policy. Much will rather depend on the civ org.
However, it has been specified that deputation allce beyond fourth year is not
admissible.

13. Few Practical Advises.

(a) Get your Part 2 order done regularly for lve. Always keep a copy of
the lve application so sanctioned for your own records.

(b) Weigh your priorities. It’s a give & take…… for eg, you may not get
entire 60 days lve even though you may have encashed entire 300 days.

(c) 60 days LTC encashment- frankly, haven’t claimed it ever so far. And
it should be least expected from them. You may initiate and fight for your
right.

(d) Initiate ACRs timely and file them lest you come across a gap in CR
when you retire. Your choice!

(e) Quickly unlearn. Org is never a loser. Re-learn the tricks of trade to
flow with the water.

(f) DON’T expect the so called Moral High Ground when you didn’t find
it in Army.

(g) Moving things on file is better…. and safer. Re-learning is reqd.

(h) Another aspect is accountability. You are only accountable if you

want & not otherwise. This may sound illogical, but that’s what I learnt.

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 (i) No social life. So don’t flaunt the hospitality that you have gathered
over the years. CSD liquor should be big NO unless it is reciprocated. Keep
your good friends if available in stn. It will get lonely. But remember…….
better alone than in a bad company. You shall realise sooner than later.

(j) Don’t ever get the patriotic ‘keeda’ in your mind and wear your
uniform on 15 Aug/ 26 Jan or any other day. This however is an indl choice.
I haven’t worn it ever since I joined deputation except once when I went
for the Air Force Day parade. But never in the new org. I must thank a
senior offr who advised me for this.

(k) Concentrate on your family matters, kids’ education or enhance

your professional qualification. Least, do share market but don’t waste
time.

(l) GPRA (General Pool Residential Accn) is applicable for select org
only. Hence do make a note of it. Sometime spare accn in a sister org
under same Ministry may be available for allotment. This is quite
subjective in nature. And can be enquired during the recee.

(m) Keep getting your I Card checked at the att unit regularly for the
sake of formality.

Conclusion

14. There is always a time to relax. Being on deputation may be one such
opportunity. Given our ‘musings of Armed Forces’ we do not tend to stay idle. It
shall be wise to advise here to use this to find an opportunity for permanent
placement. After having spent a considerable time relaxing, you may start
applying for vacancies on permt absorption under the provisions of AO 27/87.
This golden opportunity may not come again so make the best of it.

15. Wish you all the best for the journey ahead!!

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 Appendix A

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 Appendix B

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 Appendix C

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 Appendix D

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 Appendix E

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 Appendix F

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 Appendix G

Extract of AO 09/2011/MS

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 Appendix H

COMPILATION OF CONTRIBUTIONS WHILE ON DEPUTATION

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 Appendix I

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 _________________

_________________

_________________

______________________ Aug 2018

Military’s Secretary’s Branch (MS 3B)

IHQ of MoD (Army)
South Block
DHQ PO, New Delhi 110010

ARRIVAL REPORT: OFFRs

1. Ref SAO 16/S/74 as amended vide AO 198/75.

2. On being SOS/SORS from _______________, IC/ MR/ NS/ SS __________

Rank _____ Name ___________ CDA (O) A/c No 11/11/111111D, reported arrival
on permt posting to ______ and TOS on _______ and TORS wef ________.

Auth: MS 3B letter No XXXXXXXXXXXXXXXXX

________
________

Copy To

1. AG’s Branch (MP 6(c)), Army HQ, West Block III, RK Puram New Delhi 66
2. AG’s Branch (Org 3(a)), Army HQ, West Block III, RK Puram New Delhi 66
3. AG’s Branch (ASO Coord), Army HQ, West Block III, RK Puram New Delhi 66
4. -----------------------------------
5. -----------------------------------
6. ADG (MISO/PSG), GS Br, IHQ of MoD (Army), PIN 908703, c/o 56 APO
7. HQ Command
8. HQ Corps
9. HQ Div
10. HQ Bde
11. PCDA (O), Golibar Maidan, Pune 411001
12. Pers Copy
13. Office Copy

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This form is to be used if sending by cheque

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 ______________
_____________

_____________ ___________

Military’s Secretary’s Branch (MS 3B)

IHQ of MoD (Army)
South Block
DHQ PO, New Delhi 110010

FORMAL ATTACHMENT
No ______Rank ______ Name _________ON DEPUTATION TO _______

1. Ref the following: -

(a) MS 3B letter No ----------- (Copy enclosed).

(b) Request received from No ______Rank ______ Name _________ att

to army unit (Copy enclosed).

2. No ______Rank ______ Name _________, has been deputed to XXXXX as

Director & the officer had joined XXXX on 99 Toil 1999. The officer has chosen to opt
for parent cadre pay as per the option cert enclosed.

3. The officer has requested for formal att to the following unit:-

YYYYYYYYYY
UUUUUUUUU
ZZZZZZZZZZZ

4. A formal att order with effect from 99 Toil 9999 may kindly be issued at the
earliest.

Copy To

1. MS – xxxx Line Dte, Army HQ, DHQ PO, New Delhi 11

2. Pers Copy
3. Office Copy/ Guard File

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