Note : 1.

While every effort has been made to compile and consolidate all
circulars, amendments, modifications, revisions in various HR
policies in this HR Manual, in case any inconsistency is found in the
manual, readers are requested to kindly bring it to the notice of HR
Department, Corporate Office and partner in our endeavor to make
the HR Manual both comprehensive and accurate for ready reference
by all concerned.

2. Since HR Policies are quite dynamic, this Manual cannot be quoted

for claims and legal purposes etc. for which the latest Policy Circular
will be valid.

3. In case of any doubt, original policy circular may be referred.

Dedicated Freight Corridor Corporation of India Limited (DFCCIL)

 HR Manual of DFCCIL

R.K. Jain
Managing Director
Dedicated Freight Corridor Corporation of India Ltd.

FOREWORD
Dedicated Freight Corridor is the flagship project of Ministry of Railways
which is the keystone of developing world class transport infrastructure for
Viksit Bharat. To execute this biggest railway infrastructure project of
modern India, Dedicated Freight Corridor Corporation of India Limited
(DFCCIL) was established in 2006.
The success of challenging and magnanimous projects like DFCs rely heavily
on technically skilled and focused workforce. An efficient Human Resources
Management plays an important role in keeping the workforce motivated
and committed to the organization. In a competitive world, Human Resource
development and retention of talent to meet organizational objectives are
the major challenges for HR department. In such a situation, clearly laid
down HR processes/practices and continuously attuning those to the market
benchmarks is an important responsibility of HR Department. It not only
smoothens the processes, but also avoids a lot many employee grievances.
This Manual for Human Resource Management is a consolidated compilation
of various rules, orders and instructions issued from time to time covering
various aspects of managerial tasks like recruitment, perks & allowances,
D&AR, training and development, appraisal of performance, career
progression, welfare of staff, and so on.
The 1st Edition of DFCCIL HR Manual was issued in 2012. Over the years, a
number of amendments and modifications have taken place necessitating
the need to issue a revised updated 2nd Edition of the Manual.
I am confident that this edition would serve as a good reference guide for our
employees and set a benchmark of clarity and quality for others to emulate.
I believe, we would continue to take proactive initiatives, including revisiting
the existing HR systems to keep them aligned with our company’s business
strategy and sustain a high motivation level among our employees enabling
them to contribute their best and to derive a culture of high performance.
I also take this opportunity to congratulate the HR team for coming up with
the revised and updated 2nd Edition of the HR Manual. Best of Luck !

(R.K Jain)
Managing Director

Corporate Office: 5th Floor, Metro Station Building Complex, Supreme Court, New Delhi-110001
Tel: +91-11-23454600, 23379820, Fax: 91-11-23454605
Web: www.dfccil.org, email: [email protected]
 HR Manual of DFCCIL

INDEX

S. No. Chapter Subject Page No.

Foreword
1. Chapter-I Human Resource Development Plan 7-14
2. Chapter II Recruitment Policy 15-59
Section I Open Market Recruitment
(Direct Recruitment)
Section II Campus Recruitment
Section III Deputation Policy
Section IV Permanent/Immediate Absorption
Section V Re-employment & Re-engagement Policy of
Retired Govt./PSU employees in DFCCIL
Section VI Appointment on Compassionate Ground
Section VII Contract Appointment
3. Chapter-III Training 60-67
4. Chapter-IV Conduct, Discipline & Appeal Rules 68-126
5. Chapter-V Service Rules 127-185
Section I Bond Policy
Section II Probation Confirmation
Section III Promotion
Section IV Rules governing Seniority
Section V Transfer
Section VI Hours of Work and Period of Rest (HOER)
Section VII Leave Rules
6. Chapter-VI IDA Pay Scale Structure & Pay Fixation 186-189
7. Chapter-VII Perks & Allowances to Board Level & 190-227
Below Board Level Executives
Section I Perks & Allowances
Section II JPO for disbursement of Pay/Perks
and Allowances

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 HR Manual of DFCCIL

S. No. Chapter Subject Page No.

8. Chapter-VIII Rules for Travel 228-240

entitlements and other benefits
including CTG on Transfer,
Retirement, etc.
9. Chapter-IX Company Lease & Residential 241-257
Accommodation Rules
10. Chapter-X Leave Travel Concession Rules 258-272
11. Chapter-XI Loans and Advances 273-295
Section I Multi-Purpose Advance Rules
Section II Conveyance Advance
12. Chapter-XII Medical Rules 296-346
13. Chapter-XIII DFCCIL Employee Welfare Trust 347-349
14. Chapter-XIV Social Security Schemes 350-396
Section I DFCCIL Employee’s Pension Scheme - NPS
Section II Employee’s Provident Fund
Section III DFCCIL Post-Retirement Medical
Benefit Scheme
Section IV DFCCIL Employees Group Gratuity Rules
Section V Ex-Gratia
Section VI Benefits on Separation
(Superannuation/Death/Resignation)
15. Chapter-XV Record Keeping and Weeding 397
of Records

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 HR Manual of DFCCIL

Chapter-I
HUMAN RESOURCE DEVELOPMENT PLAN

1. Vision statement of HR department of DFCCIL

Outstanding Human Resources Support and Service: Making a
Difference at DFCCIL.
The HR department of DFCCIL is a strategic business partner in developing
programs and practices that would make DFCCIL a model employer. The HR
department endeavors to serve DFCCIL through alignment of HR policies
with organizational goals, effective leadership, professional expertise, and
quality consultation.

2. Mission and Values

The HR department serves the interests of the organization by supporting,
developing, and protecting its most valuable resource - People. It is
committed to providing quality services in an environment of continuous
change; to achieving business results through development of world class
HR core competencies by promoting innovation through continuous
learning and employee empowerment; and by building a collaborative
organization characterized by a challenging and supportive work
environment that offers opportunities for both employee and organizational
growth and at the same time being guided by ethical and professional
standards.
This would be demonstrated by: -
i) Providing cost effective innovative solutions that enhance individual
and organizational capability and excellence;
ii) Supporting employee/management by providing pro-active guidance,
direction, interpretation and continuous evaluation of personnel
policies, practices and programs and consultative services for
enhancement to the various constituents of DFCCIL;
iii) Promoting the full development and utilization of human resources
organization including acknowledgement and respect for employee
diversity;
iv) Enabling employees in developing a culture of exceptional customer
service and continuous learning, civic and social responsibility, thus
contributing to sustainable growth of the national economy.
v) Fostering a team-oriented approach to the provision of services to
ensure consistent, transparent, equitable, and prompt responses to
our customers' needs and questions;
vi) Contributing to employees feeling stimulated, respected, challenged,
treated fairly and valued and recognizing their contributions to the
success and growth of DFCCIL.

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 HR Manual of DFCCIL

3. The Company
The Board of Directors (BoD) of DFCCIL consists of one part-time ex-officio
Chairman (Chairman/Railway Board is the part time ex-officio Chairman),
Managing Director, four Functional Directors, two nominee Directors (one
from Ministry of Railways and other from Planning Commission) and four
non-official part time (Independent) Directors. The Functional Directors of
DFCCIL are designated as (i) Director/Finance, (ii) Director/ Project
Planning, (iii) Director/Infrastructure (iv) Director/Operation & Business
Development. To lay down the strategy and broad direction for the
functioning of the organization, the Functional Directors have been given
responsibilities on the functional lines. Director (Project Planning) and
Director (Infrastructure) are also responsible for the Eastern and Western
Corridors respectively.

4. Organizational culture and values

4.1 Need for a distinctive work culture

i) DFCCIL is a unique organization, ever conceived anywhere in the
world.
ii) DFCCIL will be operating the longest heavy haul network utilizing state
of the art technology and mechanized system of maintenance
iii) To achieve goals of each phase of life cycle, a distinct corporate work
culture needs to be developed in the organization.

4.2 How this will be achieved

i) Transparency:
• HR system that is transparent, responsive, reliable, and pro-active
by utilizing best practices aimed at intended customer satisfaction,
provision of decision-making support that synergizes with overall
corporate objectives/ goals.
• HR Feedback evaluation/reorganization through on-line paperless
system.
• Developing a grievance redressal mechanism within set time
standards.

ii) Top-down and Bottom-up approach:

• Top-down and Bottom-up approach for setting departmental/field
unit goals so that every employee is involved in analysis and
synthesis of targets to be achieved.

iii) Re-engineering of HR policies and practices:

• Re-engineering of HR policies and practices to provide responsive,

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 HR Manual of DFCCIL

reliable and speedy delivery system by establishing target duration

for each level or stage of the delivery system.
• Periodical/internal audit of existing HR practices, procedures,
manuals to identify procedures which are obsolete and not in
conformity with the existing and future corporate HR requirements.

iv) Technology driven work culture:

• An advance HR Management Information system which gives focus
on eventual paperless office system.
• A single window System utilizing on line web based portals/offline
touch screen information technology and communication system on
a single digit number which gives access to; Sourcing information
for internal and external customers; HR financial services, i.e.
compensation packages, severance packages, performance related
incentives; HR Career progression policies, i.e. promotion policy,
career progression levels/ opportunities, performance appraisal /
evaluation / gaps, training need identification/ opportunities.
• IT-enabled office so that there is no time lag in effective
communication.
• Online data processing including sourcing of employees from open
market.
• All corporate policy decisions and instructions to be uploaded on the
official website of the company.
v) Sourcing of work force compatible with organizational culture;
training them to inculcate targeted attributes such as high degree of
responsiveness, quality, integrity, decisiveness, teamwork and
organizational commitment, Customer focus (both external and
internal), development of competencies and work ethics.

5. Labour relations and conflict resolution

The labour relations and conflict resolution will be tackled through:
➢ Grievance redressal procedures
➢ Productivity enhancement

6. HR Service/Legal Regulations
The HR service and legal regulations will serve the various areas, some of
which are as under:
➢ Hours of work for the employees
➢ Payment of minimum wages
➢ Contractual labour
➢ Safety programs

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 HR Manual of DFCCIL

➢ Employee compensation.
➢ Disability
➢ Right to Information (RTI)
➢ Anti-Discrimination/Harassment policies

7. HR System Audit and HR Budget

➢ There will be periodical Audit of HR policies and programs to make
changes as required/anticipated,
➢ Evaluation of costs saved due to HR policies aimed at prevention of
employee accidents and absenteeism.
➢ Assessment of HR budgetary needs

8. Attracting and retaining talent

8.1 Sourcing of manpower and development of career progression
plans:
• Identification of levels to be filled by internal sourcing and external
sourcing; mapping requirements and availability of compatible
manpower, continuous environmental assessment and forecasting
to keep track of various change drivers such as demographic shifts,
changes in the economy and skills, as also internal DFCCIL’s
strategic plan and abilities to manage change. The overall goal
would be to enable positioning of the right person for the right job at
the right time.
• This would be linked with assessment of environment and
anticipated changes, training and wage compensation package
policies, job analysis, job design and provision of job descriptions
and specification of the skills, knowledge and attitudes/experience
required for each job/job level.
• Consultation with stakeholders would be an integral part of the
career planning process.
• Timelines and measurable goals would be set.

*******

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 HR Manual of DFCCIL

Annexure-I

Organizational Chart of Corporate Office

Managing Director
Corporate Office

11
 HR Manual of DFCCIL

Annexure-II

Organizational Chart of Field Unit

12
 HR Manual of DFCCIL

Annexure-III

(a) Grade-wise Sanctioned Strength in Operation Phase.

Grade Sanctioned Strength

E9 9

E8 49

E7 31

E6 21

E5 118

E4 109

E3 484

E2 189

E1 941

E0 1500

N7

N6 989

N5

N4

N3

N2 1482

N1

Total 5922

* Excludes MD & Directors.

Note: Proposal for E7 to E9 level posts sent to MoR for approval.

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 HR Manual of DFCCIL

(b) Department wise Sanctioned Strength in Operation Phase.

S. No. Department Sanctioned Strength

1 CIVIL 1775

2 OP&BD 1456

3 S&T 1193

4 ELECTRICAL 1053

5 MECH. 93

6 SECURITY 83

7 FINANCE 81

8 HR 49

9 TRAINING SCHOOL 46

10 CORP. STAFF 28

11 IT 25

12 BD, COMMERCIAL & PPP 19

13 SECRETARIAL 9

14 LAW 6

15 ADMIN. 6

Total 5922

* Excludes MD & Directors.

Note: Proposal for E7 to E9 level posts sent to MoR for approval.

*******

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 HR Manual of DFCCIL

Chapter-II
RECRUITMENT POLICY

Section-I
Open Market Recruitment (Direct Recruitment)

Open Market Recruitment (Direct Recruitment) is to be done at levels of N1, N2,

E0 & E2 in accordance with quota defined in para 3 of Promotion Rules/Policy,
based on the following broad guidelines: -
a) All open market recruitments shall be made through reputed recruitment
agency.
b) Eligibility conditions (educational qualifications as mentioned above),
other requirements/conditions will be prescribed as per requirements
from time to time, with approval of MD, DFCCIL for each cadre at relevant
level/grade in the cluster.
c) The detailed advertisement will be drafted by DFCCIL for publication in
Employment News and other dailies as decided from time to time. Receipt
of application, scrutiny and selection process shall be undertaken through
a reputed recruitment agency.
d) The process of selection may include Computer Based Written Test (one or
two stage) and CBAT/PET, where prescribed.
e) There will be no interview in terms of Railway Board’s letter No.E(NG)-II/
2016/RR-1/2 dated 16.02.2016.
f) Reservations/relaxations for SC/ST/OBC/PwBD/ExSM/EWS etc. shall be
as per GOI instructions.
g) Formation of Panel and Stand-by Panel – Recruitment Agency will
recommend a List/Panel up to the number of vacancies and give the merit
list of all the candidates. For Document Verification, the number of
candidates called will be equal to the number of vacancies (community-
wise). No Stand-by List/Panel will be maintained. In case of shortfall in
empanelment of candidates or other exigencies, DFCCIL Administration
reserves the right to utilize/empanel candidates down the merit list, if
required. However, going down the merit list will be entirely an
administrative decision and any claim/request of candidate for going down
the merit list against any shortfall in the Main Panel will not be entertained.
The recommendations of Recruitment Agency will be put up to Appointing
Authority as per SOP for approval. Currency of panel will be for one year
from the date of approval. Currency of panel can further be extended for
one year with the approval of Appointing Authority as per SOP. If the
Appointing Authority is of Director’s level, Director/HR and if it is of

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 HR Manual of DFCCIL

GM/GGM’s level, GM/GGM (HR) will exercise this power.

(Para 5(d) to 5(g) amended vide Circular No. 15/2023 dated 03.04.2023).
h) Offer of appointment will be issued only after suitability in the medical test
from the approved Hospital. The appointment will be subject to verification
of character antecedents, caste certificate (either online or through
respective issuing authority) and verification of educational qualifications
(either online or from the Institute through correspondence). Any adverse
report received in the verification will lead to termination of services of the
employee without assigning any further reasons.
i) Direct Recruits will be required to execute a bond as per the policy.
j) Internal candidates will be allowed relaxation in age criteria for Open
Market Recruitment upto 8 years. Such a relaxation shall be admissible for
open market recruitment at all levels except the lowest entry grade, which
is N1.
(Circular No. 422/2020 dated 14.07.2020)
k) The candidates who will join DFCCIL from other CPSEs/State PSUs/Govt.
Dept. through proper channel, Pay protection will be given as per DPE
guidelines.
(Circular No. 15/2019 dated 14.06.2019)

*******

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 HR Manual of DFCCIL

Section-II
Campus Recruitment

1 Campus Recruitment:
Campus recruitment shall be done as per the following procedure:
(i) Number of candidates to be selected will be based on the requirement
duly approved by Director concerned and within the regular cadre.
Numbers so proposed will be approved by MD.
(ii) Campus recruitment will be done from reputed institute as per the
requirement to be pre-decided by MD.
(iii) Selection Committee of three members of GGM/GM level will be
nominated by MD, DFCCIL from concerned department, sister
department and HR Department. The selection process will comprise
of CGPA/percentage marks and written test.
(iv) The Selection Committee will shortlist the candidates, on the basis of
percentage of marks secured by them up to the last semester/latest
CGPA available at the time, in the final year, as on date of campus
selection. The candidates may be asked to appear for written test.
Evaluation criteria will be 60% for CGPA/percentage performance and
40% performance in written test. Minimum Qualifying marks shall be
60% marks in Evaluation. The overall merit list will be drawn by
selection committee. The Selection Committee will recommend the
panel of successful candidates in the order of total marks awarded to
the Competent Authority for approval.
(v) The Selection Committee will frame the panel of successful
candidates and submit the recommendations through HR
Department to Competent Authority for consideration and approval.
Selected candidates will have to fulfill the Educational Qualification criteria
as applicable to Direct Recruitment.

2. Campus Recruitment from National Rail and Transportation

Management / Transportation Technology in NRTI / Vadodara (now
Gati Shakti Vishwavidyalaya) (GSV):
Campus recruitment from National Rail and Transport Institute (NRTI) now
Gati Shakti Vishwavidyalaya (GSV)/ Vadodara shall be done as per the
following procedure:
1) Selection of the candidates will be for the post of Executive level (E0) in
pay scale of Rs. 30,000-1,20,000 (Cluster C) in OP&BD, Civil and S&T
Departments.

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 HR Manual of DFCCIL

2) Number of Candidates to be selected through campus recruitment from

GSV shall be:-

Number of Vacancies in the Number of Candidates to be selected

Recruitment Year through Campus Recruitment
Up to 10 One
More Than 10 - up to 20 Two
More Than 20 Vacancies (Up to Max 5 with specific approval of MD)

3) Campus Recruitment shall be done for the following courses: -

S. Courses Specialization Eligible for the post in

No. DFCCIL as per the
norms of Open Market
Recruitment Policy

(i) B.Tech. Civil Engineering Executive/Civil

(Specialization:Rail Engineering)

(ii) B.Tech. Electronics and

Communication Engineering Executive /S&T
(Specialization: Rail Engineering)

(iii) BBA Transportation Management Executive/OP&BD

B.Sc. Transportation Technology

MBA Logistics & Supply

Chain Management

MBA Transport Economics &

Management

M.Sc. Transport Information

Systems & Analytics

4) The service bond shall be executed by selected candidates as per the

norms of DFCCIL, at the time of joining, as per extant policy.
5) Offer of appointment shall be subject to suitability in psycho
(Computer Based Aptitude Test) test(for OP&BD candidates) and
medical test.
(Circular No. 11/2021 dated 02.05.2021 and Circular No 13/2024 dated
26.03.2024)
*******

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 HR Manual of DFCCIL

Section-III
Deputation Policy

1. Recruitment Rules for induction on Deputation basis in DFCCIL.

a) The Govt./Railway/PSU employee joining DFCCIL on deputation shall
be entitled for Basic Pay in the Parent Cadre+deputation duty
allowance in terms of the extant instructions issued by DOP&T vide
their OM dated 17.06.2010 circulated by Ministry of Railways vide
their 28.07.2010 and DPE’s OM dated 26.11.2008.
b) Grant of designations to such Deputationists in DFCCIL shall be
determined based on the following criteria: -

A B C D
Grade/ Name of Scale of Pay Eligibility criteria for
Level post deputation
CDA IDA

N6 Junior Level 4 Rs. 28000 C e n t ra l / S t a t e g o v e r n m e n t

Executive -80000 employees working in analogous
grade (Level 4) or PSU employees
working in analogous grade in Rs.
28000-80000 (IDA)
N7 Junior Level 5 Rs. 29000 C e n t ra l / S t a t e g o v e r n m e n t
Executive -91000 employees working in analogous
grade (Level 5) or PSU employees
working in analogous grade in Rs.
29000-91000 (IDA)

E0 Executive Level 6 Rs. 30000 C e n t ra l / S t a t e G ove r n m e n t

-120000 employees working in analogous
grade (Level 6) in relevant
discipline or holding substantive
posts in Level 5/Level 4 or PSU
employees working in analogous
grade or in Rs. 29000-91000
(IDA) with four years’ of service
in the grade.

E1 Sr. Level 7 Rs. 40000 C e n t ra l / S t a t e G ove r n m e n t

Executive -140000 employees working in analogous
grade (Level 7) in relevant
discipline or holding substantive
posts in Level 6 or PSU employees

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 HR Manual of DFCCIL

working in analogous grade in relevant

discipline or in Rs. 30000-120000
(IDA) (E0) with four years’ service in
that grade.
E2 Junior Level 8 Rs. 50000 Central/State Government employees
Manager -160000 working in analogous grade (Level 8)
in relevant discipline or holding
substantive posts in Level 7 (Level 8 in
Accounts) or PSU employees working in
analogous grade in relevant discipline
or in Rs. 40000-140000 (IDA) (E1) with
four years’ service in that grade.

E3 Assistant Level 10 Rs. 60000 Group B officers of Central/State Govt.

Manager -180000 in the relevant discipline or PSU
employees working in analogous grade
in relevant discipline or in Rs. 50000 -
Rs. 160000 (IDA) (E2) with four years’
service in that grade.

E4 Manager Level 11 Rs. 70000 Group B officers of Central/State Govt.

-200000 with at least 4 years’ of service in Group
B (Gazetted) in relevant discipline or
PSU employees working in analogous
grade in relevant discipline or in Rs.
60000 -Rs. 180000 (IDA) (E3) with
four years’ service in that grade.
E5 Deputy Level 12 Rs. 80000 Central/State Govt. officers holding Sr.
General -220000 Scale (Level 11) posts or Central/State
Manager Govt officers with 10 years’ service in
Group B and holding cadre posts in
Level 10 in their parent cadre or PSU
employees working in analogous grade
in the relevant discipline or in Rs.
70000-200000 (IDA) (E-4) with four
years’ service in the grade.
E6 Joint Level 13 Rs. 90000 Central/State Govt. officers working in
General -240000 analogous substantive grade (Level -
Manager 13) in the relevant discipline or in
Junior Administrative grade (JAG)
(Level 12) with 8 – 12 years’ service in
Group A in relevant discipline or PSU
employees working in analogous grade
in relevant discipline or in Rs. 80000-
220000 (IDA) (E5) with four years’
service in that grade.

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 HR Manual of DFCCIL

E7 Additional Level Rs. 100000 Central/State Govt. officers working in

General 13 A -260000 analogous grade (Level -13 A) in the
Manager relevant discipline or in Selection Grade
(Level-13) with minimum 12 years’ in
Group A in the relevant discipline or in
Rs. 90000-240000 (IDA) (E6) with four
years’ service in the grade.

E8 General Level 14 Rs.120000 Central/State Govt. officers working in

Manager -280000 analogous grade (Level 14) in the
relevant discipline or in SG (Level 13)
with 17 years’ service in Group A in the
relevant discipline or PSU employees
working in analogous grade in the
relevant discipline or in Rs. 100000-Rs.
260000 (IDA) (E7) with four years’
service in that grade.
(Circular No. 570/2020 dated 17.09.2020)

c) The eligibility criteria indicated in Column ‘D’ above, i.e. standards

prescribed for selection on deputation will be applicable for
consideration of candidates on deputation only and same will not confer
any right for selection on permanent absorption basis.
d) The Field units of DFCCIL shall continue to be headed by only one Chief
General Manager/General Manager (Coordination). Any other
SAG(Level-14) or SG level officer(Level-13 with minimum 17 years’ of
Group-A service) if posted to a Field unit, he/she shall be designated as
General Manager reporting to the respective CGM/GM (Coordination) so
as to maintain unified flow of directions/command. The GMs of field units
shall be entitled for perks and benefits as admissible to CGM/GM
(Coord). However, such GMs shall exercise the powers of E7 level in
terms of SoP, until further orders.
e) While the designations will be granted to Deputationists on fulfilling the
above criteria, the benefit of proforma promotion in their parent cadre
will be allowed under NBR as per extant rules.
f) The deputation tenure of Govt./Railway/PSU employees in DFCCIL shall
be for a period of three (03) years from the date of joining on deputation
which is further extendable upto 5 years.
g) Further extension of tenure beyond 05 years, if any, may be processed
with the approval of Ministry of Railways.

2. Re-designation (Upgradation) Policy for Deputationists

a) Existing employees on deputation who have fulfilled the criteria of 17
years of service in Group ‘A’ will be considered for E8 grade as per the
above eligibility criteria.

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 HR Manual of DFCCIL

b) Re-designation within cluster:

Within the cluster E5-E7, E2-E4, E0-E1 & N5-N7, since the posts are on
floating basis, Re-designation to deputationists may be granted on
actual basis (not notional) if they are eligible/attain eligibility of higher
post as per the revised deputation policy (Circular No 570/2020 dated
17.09.2020) and they may be posted against appropriate higher-level
post (within the cluster).
On upgradation to higher position (within cluster), the financial benefits
(perks & allowances) and higher designation will be given from the date
of shouldering higher responsibility for which the officer will submit a
joining report in terms of the order issued by HR.
c) Inter-cluster Re-designation:
i. If there is no vacancy, inter-cluster re-designation will be given on
notional basis to such deputationists who are eligible/attain eligibility
as per revised deputation policy (Circular No 570/2020 dated
17.09.2020). In notional re-designation, only financial benefit (perks
and allowances) of higher level will be granted and designation/
powers will remain the same. Financial benefits (perks & allowances)
will be allowed from the date of issue of the order by HR.
ii. Whenever vacancy arises in higher grade, the officer on deputation
who has been granted re-designation of higher grade / eligible for
higher grade, will be considered for higher level post by the
Committee of appropriate level and will be posted against higher
grade post on regular basis, if found fit
d) Past cases decided otherwise need not be opened.
e) Permanent absorption will be done as per DFCCIL policy notified vide
Circular 05/2021 dated 17.03.21, (Para 1.2 equivalence table indicating
the eligibility criteria for absorption) already approved by the BoD in its
meeting held on 24.02.21. The above re-designation will not confer any
right for selection on permanent absorption.
(Circular No. 36/2022 dated 07.10.2022).

3. Modified Assured Career Progression (MACP) Scheme

1. Consequent upon the implementation of 7th CPC, DFCCIL vide Circular
No.25/2018 dated 09.02.2018 have revised various allowances
including Deputation (Duty) Allowance. Vide Sub-Para (i) and (ii) below
Note of Para 3 under the Head “Deputation Allowance”, it has been
stipulated that in case where Basic Pay in the parent cadre has been
upgraded on account of NFU, MACP, NFSG, etc. the upgraded Basic Pay
under such upgradations shall not be taken into account for the purpose
of deputation allowance. In case of proforma promotion under NBR, if:-
(i) The Pay Matrix is higher than the ex-cadre post, the basic pay under

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 HR Manual of DFCCIL

such proforma promotion shall not be taken into account for the
purpose of deputation (duty) allowance; and
(ii) The Pay Matrix is equal to or below than the ex-cadre post, the basic
pay under such proforma promotion shall not be taken into account
for the purpose of deputation (duty) allowance.
2. The above matter has further been clarified by DOP&T vide OM
No.2/11.2017- Estt (pay-II) dated 15.03.2021 (copy attached). The
policy has been bifurcated into two parts as under:-
(a) Below Level-13A (AGM in DFCCIL); and
(b) Level-14 (GM in DFCCIL).

3.1 Level-13A (AGM in DFCCIL) and Below:-

(i) In cases where the basic pay in parent cadre has been upgraded on
account of NFU, MACP, NFSG, etc. If the officer has opted for such
upgraded pay of the parent cadre, in that event, the upgraded basic pay
under such upgradations shall not be considered for the purpose of
Deputation (Duty) Allowance.
In such cases, the Deputation (Duty) Allowance will be calculated taking
the basic pay of the parent cadre which the officer was getting before
such upgradation and the amount of the same would be further
regulated every year on the basis of the pay arrived at by giving annual
increments on the presumptive pay
(ii) In the case of Proforma promotion under Next Below Rule (NBR)
If such a Proforma Promotion is in a Level of the Pay Matrix which is
higher than that of the ex-cadre post, and the officer has opted for the
upgraded pay of the proforma promotion, the basic pay under such
proforma promotion shall not be taken into account for the purpose of
Deputation (Duty) Allowance.
The amount of Deputation (Duty) Allowance would be calculated on the
basis of the pre-upgraded presumptive pay that the officer was drawing
prior to Proforma Promotion and the amount of the same would be
further regulated every year on the basis of the pay arrived at by giving
annual increments on the presumptive pay.
If such a Proforma Promotion under NBR is in a Level of the pay matrix
which is equal to or below that of the ex-cadre post, Deputation (Duty)
Allowance shall be admissible on the basic pay of the parent cadre post,
under the proforma promotion, if opted by the deputationist.

3.2 Upgradation to Level-14 (GM in DFCCIL)

i) In cases where the basic pay in parent cadre has been upgraded on
account of NFU, MACP, NFSG, etc. The deputationist shall be given the
option to draw the upgraded basic pay under such upgradations without

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 HR Manual of DFCCIL

Deputation (Duty) Allowance or the pay which he was drawing before

such upgradation with Deputation (Duty) Allowance, whichever is more
beneficial as per the option of the officer.
ii) In the case of Proforma Promotion under Next Below Rule (NBR)- The
deputationist shall be given the option to draw the upgraded basic pay
under such proforma Promotion without Deputation (Duty) Allowance or
the pay which he was drawing before grant of Proforma Promotion with
Deputation (Duty) Allowance, whichever is more beneficial as per the
option of the officer.
The amount of Deputation (Duty) Allowance would be calculated on the
basis of pre-upgraded presumptive pay that the officer was drawing
prior to the grant of Proforma Promotion and the amount of the same
would be further regulated every year on the basis of the pay arrived at
by giving annual increments on the presumptive pay.

3.3 Guidelines for induction of TADKs attached to officers joining

DFCCIL on deputation:
Any induction of TADKs (attached to officers joining DFCCIL on
deputation) will be done as per following guidelines:
a) Railway officers joining on deputation to DFCCIL having facility of TADK
in Railways will have the option to either bring his/her TADK from the
Railways on terms and conditions mentioned below or to avail the
admissible TADK allowance.
b) All railway officers who want to bring their TADK from the Railways have
to give their request in writing on joining DFCCIL along with details of
TADK and the requisite declarations, as mentioned above.
(letter no. HQ/HR/3/TADK/21 dated 14.02.2012)
c) The TADKs proposed to be brought by the officer should be either a
screened person or should have been granted temporary status as a
Railway employee so that he/she becomes entitled to seek deputation to
DFCCIL.
d) Screened/temporary status TADKs joining on deputation terms with the
officers will be allowed deputation duty allowance besides their parent
pay. No other allowances, perks and benefits apart from their parent
entitlement will be admissible to them in DFCCIL. However, the TADKs
joining DFCCIL on deputation terms may opt for medical facility of the
company (outdoor in the form of medical allowance in the salary +
Indoor treatment) as per DFCCIL’s Medical Rules.
(letter no. HQ/HR/3/TADK/21 dated 28.05.2013).
e) The officers joining DFCCIL has to make a request by enclosing the
details of the TADK proposed to be attached with him. Approval of the
competent authority in DFCCIL will be obtained before forwarding his
request to the concerned Railways.

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 HR Manual of DFCCIL

f) While forwarding the request it would be made clear to the Railways that
the services of the TADK should be sent to DFCCIL only when he/she is
either screened or acquired temporary status in the Railways
g) Deputation of TADK to DFCCIL would be considered only when he has
been relieved by the concerned CPO/other authorized personnel officer
only, irrespective of the department where the employee is presently
working in Railways.
h) Following declarations have to be submitted by the officer, TADK and the
concerned Railway before inducting a TADK on deputation to DFCCIL:
i) The officer with whom the TADK is attached has to declare that as
and when the Officer is repatriated, TADK would also be repatriated.
ii) TADK has to declare that he/she will have no claim whatsoever to
remain in DFCCIL, if the Officer with whom he is attached does not
want to retain him or the officer is repatriated, whichever event
happens earlier.
iii) The concerned Railway should give their consent to take back the
TADK in the event of repatriation of the Officer and DFCCIL will have
no liability in this regard.
All railway officers who want to bring their TADK from the Railways have to give
their request in writing on joining to DFCCIL along with details of TADK and the
requisite declarations, as mentioned above.

3.4 Scheme of reimbursement of journey expenditure to the extent

of curtailed privilege passes during the deputation tenure of
Railway employees in DFCCIL
1. As per Railway Servants (Pass) Rules’ 1986, the normal entitlements
of the privilege pass to the railway servants on deputation to DFCCIL is
admissible upto two years for SAG & above level officers and upto
three years for below SAG level officers and staff. Thereafter, only the
number of passes admissible to a retired railway servant of his/her
category is allowed.
2. Board of Directors (BoD)/DFCCIL, vide their 34th meeting held on
07.08.2012 approved the scheme of reimbursement of journey
expenditure to the extent of curtailed privilege passes in favour of the
railway employees during their deputation tenure in DFCCIL (3rd year
and onwards for SAG levels and 4th year and onwards for below SAG
levels), as per their entitlements under Railway Servants (Pass) Rules.
Following procedure is to be adopted to implement this decision:-
a) Number of journeys eligible for reimbursement will be limited to
number of curtailed passes by rail only by entitled class on
production of proof of travel and expenditure.
b) The reimbursement facility will be admissible only after the due
number of passes have been drawn from the lien Railways for which

25
 HR Manual of DFCCIL

the official will make a onetime declaration yearly and get the same
certified by the Railway/Railway Board where his/her pass account
is being maintained;
c) The reimbursement will be limited to the actual number of persons
undertaking the journey but not exceeding the entitled numbers as
per Railway Pass Rules:
d) Cost of journey of attendant will not be reimbursed,
e) One to & fro journey and the one-way journey will tantamount to
utilization of one set and half set pass respectively as per Railway
pass Rules, and
f) Travel entitlement and rules governing such journeys will be the
same as provided for in Railway Servants (Pass) Rules subject to the
conditions mentioned from (a) to (e) above
3. In order to avail the benefits of this scheme, Railway officers and staff
on deputation will be required to furnish the information regarding
their entitlement, dependents etc. in the proforma enclosed as
Annexure-I.
4. Parallel pass account of the Railway Deputationists (for curtailed
passes) will be maintained by HR/Corporate Office for those posted in
Corporate Office and by the CGMs for those railway employees posted
in their units.
5. In the Corporate Office the request for reimbursement of journey fare
with original railway tickets/proof of travel should be submitted to HR in
the proforma enclosed as Annexure-II for processing & its onward
transmission to Finance department for reimbursement. In the field Unit
the reimbursement will be made with the sanction of respective CGM.
6. The above scheme will be effective from 07.06.2012 i.e. from the date
of approval of the scheme by the BoD/DFCCIL.
(HR Circular No HQ/HR/10/Passes/1 dated 26.09.2012)

*******

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 HR Manual of DFCCIL

ANNEXURE-I
YEAR:

Personal Particulars Form

(Declaration to be submitted at the time of making changes to the

details given here under)
(To be filled by the Railway Employees)

1 Name of Official
2 Employee Code
3 Designation
4 Place of posting in DFCCIL
5 Date of joining in DFCCIL
(A) Relevant Bio Data Details
1 Date of appointment in Railways
2 Substantive Grade/Scale in Railways
3 Date of Appointment to substantive grade
in Railways
4 Rate of Pay in substantive grade in Railways
5 Designation in Railways
6 Date of relieving on Deputation to DFCCIL
7 Date of completion of Two years (in case of
SAG and above)/ Three years (in case of
below SAG level) of deputation tenure:
(B) DETAILS ABOUT PASS ENTITLEMENT
1 Pass account maintaining office with address
Entitlement of Passes (please enclose a copy of last pass issued)
1 Class of Pass and travel entitlement
2 Normal entitlement of passes and No of
Passes issued in current year’s account
3 Curtailed number of passes in the
current year of deputation tenure
List of dependents as given in Railway
Pass Records and Rules
Name of Dependent Relationship and DOB (Age)
1
2
3
4

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 HR Manual of DFCCIL

I certify that the particulars furnished above are correct to the best of
my knowledge and belief:

(Signature with

Name and Designation)

(To be issued by Pass Issuing Authority)

It is certified that the pass account of Shri/Smt/Kum… ............................. ,

formerly (Railway designation at the time of proceeding to DFCCIL)…………….….
and currently on deputation with DFCCIL is maintained by this office.

Further the details mentioned in section ‘B’ above are correct as per the pass
records maintained by this office.

Place and Date (Signature)

Official seal Name of certifying officer

Designation

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 HR Manual of DFCCIL

ANNEXURE-II
YEAR:

Application for Re-imbursement of rail journey expenditure to the

extent of curtailed Privilege passes during deputation tenure of
Railway employee in DFCCIL (to be filled by the Railway Officer)

1 Name of Claimant
2 Employee Code
3 Designation
4 Place of posting in DFCCIL
5 Date of joining in DFCCIL
6 Date of appointment in Railways
7 Substantive Grade/Scale in Railways
8 Date of completion of deputation tenure of
Two years (in case of SAG and above)/
Three years (in case of below SAG level):
9 Annexure I duly filled up submitted YES
10 Normal entitlement of passes & number of Normal Passes
passes withdrawn in this year’s account (duly entitlement withdrawn
certified by pass account maintaining office) in this year

11 Curtailed number of passes for which entitled

in the current year of deputation tenure
12 Curtailed Passes Already Availed for the
current year of deputation
13 List of eligible persons who have performed Railway journey (as per
Railway Pass Rules)
Name of Dependent (Self) Relationship and Age

14 Journey Details
Outward Journey Inward Journey
From
To
Date of Journey
Class of Travel

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 HR Manual of DFCCIL

PNR No.
Train No. & Name
Actual cost of ticket
15 Original Journey Tickets enclosed YES

An amount of Rs. …………………………… may kindly be reimbursed

towards the journey undertaken as per details given above. I certify
that the above particulars furnished by me are correct to the best of my
knowledge and belief. It is certified that this ………set is due to me in
the year ………………….

(Signature with

Name and Designation)

(For Use of HR Department)

No.HQ/HR/42/Curtailed/P.Passes dated:........................

1. The Annexure “A” from Shri/Smt./Km……………………………………………………

(Desig)… ............. duly completed in all respect is available at Registration
No.
2. The application has been checked and found correct as per details certified
by the pass issuing authority in Annexure “A” and as per entitlement
indicated in the Railway Pass Rules.
3. An amount of Rs. ………………… (Rupees……………………………………….) can be
reimbursed towards cost of ticket for the aforesaid journey including break
journey for the individual(s) indicated above.
Dealing HR Officer

DGM/HR

DGM/Fin

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 HR Manual of DFCCIL

Section-IV
Permanent/Immediate Absorption

The following policy for induction of employees on permanent and on

immediate absorption basis shall be followed in the company:

1) Eligibility conditions:
a) Absorption of employees working in Railways, other Govt.
departments, Central PSUs and those already on deputation with
DFCCIL shall be considered.
b) Permanent Absorption (i.e. deputation followed by absorption) as
well as Immediate Absorption (i.e. direct absorption) shall be made in
IDA pay scale structure, as per extant policy of Company.
c) Higher grade pay granted under MACP by the parent department shall
not be taken in to account for the above eligibility criteria.
d) The eligibility criteria for both permanent and immediate absorption
to various levels shall be as under:

1.1 Permanent Absorption

Employees on deputation in DFCCIL shall be eligible to apply for
permanent absorption in the same grade in which they are working.
(Circular 05/2021 dated 17.03.2021)

1.2 Immediate Absorption

Post Grade IDA Scale/ Eligibility criteria for Educational

comparable immediate absorption Qualification
CDA scales for entry in
lowest grade
CDA Scale IDA Scale of the cluster
(1) (2) (3) (4) (5) (6)
GM E8 120000- Working in Working in
280000/ analogous analogous grade
Level 14 grade (Level E8 (120000-
14) or 280000) with
working 20 years of
in SG grade managerial service
(Level 13) or working in E7
with 17 years (100000-260000)
of Group A for a period of
service in 04 years with a
relevant total of 20 years of
discipline managerial service.

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 HR Manual of DFCCIL

AGM E7 100000- Working in Working in analogous

260000 analogous grade grade E7 (100000-
Level (Level 13 A) or 260000) with 16 years
13 A in SG (Level 13) of managerial service
with minimum or working in E6
03 years' (90000-240000) for a
service period of 04 years with
in Level 13. total of 16 years of
managerial service

JGM E6 90000- Working in Working in analogous

240000/ analogous grade grade E6 (90000-
Level 13 (Level 13) or in 240000) having 12 yrs.
JAG (Level 12) managerial service or
with minimum working in E5 (80000-
08 years' 220000) for a period
service in Group of 04 years and
A in relevant having total 12 years
discipline managerial service.

DGM E5 80000- Group “A” or Working in analogous

220000/ Group “B” grade E5 (80000-
Level 12 officers working 220000) having 08 yrs.
in Level 12 managerial service or
(Analogous working in E4 (70000-
Grade) or 200000) for a period
Working in Sr. of 04 years having a
Scale (Level 11) total of 08 years
for a period managerial service.
of 04 years.

Manager E4 70000- Group “A” or Working in analogous Relevant

200000/ Group “B” officers grade E4 (70000- Degree
Level 11 working in Level 200000) having from a
11 (analogous 04 years managerial recognized
Grade) Or service or working in Institute
Group “A” or E3 (60000-180000) for with
Group “B” officers a period of 04 years minimum
working in Level and having a total 60%
10 with 4 Years' of 04 years marks
experience managerial service.
Assistant E3 60000- Group “A” officer Working in
Manager 180000/ working in level analogous grade E3
Level 10 10 or Group “B” (60000-180000) or
working in Level working in E2
10 (analogous (50000-160000) for
grade) or Group a period of 03 years.
“B” officers with
at least 3 years'
service in Group

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 HR Manual of DFCCIL

B (gazetted)
working in relevant
discipline.
Junior E2 50000- Working in Working in
Manager 160000/ analogous grade analogous
Level 8 (Level 8) Group grade E2
“B” in relevant (50000-
discipline or holding 160000) or
substantive posts working in E1
in Level 7 (Level 8 (40000-
in Accounts) for a 140000) for a
period of period of 03
03 years. years.
Sr. E1 40000- Working in Working in Relevant Diploma
Executive 140000/ analogous grade analogous from a recognized
Level 7 Level 7 (Level 8 in grade E1 Institute with
Accounts) in (40000- minimum 60%
relevant discipline 140000) or marks, as
or holding working in E0 approved from
substantive posts (30000- time to time as
in Level 6 (Level 7 120000) for a per Clause 1.3 ©.
in Accounts) for a period of
period of 4 years. 4 years

Executive E0 30000- Working in Working in

120000/ analogous grade analogous
Level 6 (Level 6) in grade E0
relevant discipline (30000-
or holding 120000) or
substantive posts working in N7
in Level 5/Level (29000-91000)
4 for a period of for a period of
3 years. 3 years.

Jr. N6 28000- Working in Working in ITI approved by

Executive 80000/ analogous analogous NCVT/ SCVT / ITI
Level 4 grade (Level 4) grade N6 equivalent, with
(28000- not less than 60%
80000) marks in
aggregate in ITI
(Specific
qualification/
trade for different
cadre will be
prescribed
separately as
approved from
time to time as per
Clause 1.3 (c)).

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 HR Manual of DFCCIL

1.3 Note
a) Managerial service will be counted w.e.f date of grant of IDA Pay scale of Rs.
50000-160000 or CDA pay scale of Level 8/ date of entry to Group “B”.
b) The maximum age of the applicant for absorption to the posts of AGM &
below shall be 55 (Fifty-Five) years and that for the post of GM maximum
age will be 57 (Fifty-Seven) years. The age will be reckoned as on the
date of notification calling for application (Para 2.1 (a)) in case of
deputationists seeking permanent absorption. In case of immediate
absorption, the age will be reckoned as prescribed in the advertisement.
c) Eligibility conditions (educational qualifications as mentioned above),
other requirements/conditions will be prescribed as per requirements
from time to time, with approval of MD, DFCCIL for each cadre at
relevant level/grade in the cluster.

2. Selection Method
2.1 Notification of vacancies
a. Permanent Absorption
i. Assessment of vacancies will be undertaken on 1st January every year.
ii. The vacancies will be notified after assessment on 1st February of the
year. The last date of receiving applications in corporate office HR for
permanent absorption in DFCCIL will be 10th February every year.
iii. GGMs/GMs/CGMs may forward the applications of the employees for
permanent absorption in DFCCIL as per the above schedule
accordingly.
(Circular 09/2024 dated 04.03.2024)
b. Immediate Absorption
i. After assessment of vacancies, advertisement seeking applications
for immediate absorption will be displayed on company's website
and/or published in Employment News & other newspapers.
ii. Normally, applications forwarded through proper channel would be
considered. In cases where NOC/forwarded application/APARs is not
received from the employer before the interview, the candidate
would be provisionally interviewed based on self-certified copies of
APARs and can be provisionally selected, subject to receipt of letter of
acceptance of resignation from the competent authority in parent
organization before joining DFCCIL.

2.2 Scrutiny Committee

a. Permanent Absorption
The Scrutiny Committee will not be required in case of permanent
absorption as applicants are already working on deputation.

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 HR Manual of DFCCIL

b. Immediate Absorption
The Scrutiny Committee shall be nominated by the Appointing Authority
as per SOP.

2.3 Composition of Selection Committee

a. Permanent Absorption

Level of posts/category Selection Committee

E3 & below Committee Of GM/GGM Level including GM/GGM of
concerned department to be nominated by MD
E4, E5, E6 Committee of EDs to be nominated by MD
E7, E8 Committee of Directors to be nominated by MD

b. Immediate Absorption

Level of posts/category Selection Committee

E3 & below Committee of GM/GGM Level including GM/GGM of
concerned department to be nominated by MD
E4, E5, E6 Committee of EDs to be nominated by MD
E7, E8 Committee of Directors to be nominated by MD

2.4 Selection Criteria

a. Permanent Absorption

APARs Additional Professional Personality, Total Qualifying

(3 Professional competence& General marks marks
years) qualification managerial awareness &
in the qualities/ Attributes communication
relevant field (through skills (through
presentation) interaction)
30 10 30 30 100 75

*The qualifying marks shall be 75% in each component /attribute as well as in

total except for the component pertaining to Additional Professional
Qualification in the relevant field (Circular 17/2021 dated 12.07.2021).
*Where one or more APAR is not available out of 03 (three APARs), as
prescribed, the Selection Committee may consider the APARs of preceding
period.
*Applicant will not be considered in absence of APARs of 3 years.

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 HR Manual of DFCCIL

b. Immediate Absorption

APARs Additional Professional Personality, Total Qualifying

(3 Professional competence& General marks marks
years) qualification managerial awareness &
in the qualities/ Attributes communication
relevant field (through skills (through
presentation) interaction)
30 10 30 30 100 75

* The qualifying marks shall be 75% in each component /attribute as well as in

total except for the component pertaining to Additional Professional
Qualification in the relevant field (Circular 17/2021 dated 12.07.2021).
*Where one or more APAR is not available out of 03 (three APARs), as
prescribed, the Selection Committee may consider the APARs of preceding
period.
*Applicant will not be considered in absence of APARs of 3 years.

2.5 Recommendations of Selection Committee

The Selection Committee, after assessment of the employees, shall
prepare Select List/Panel. The recommendations of the Committee shall
be put up to MD for approval.

2.6 Approval of Panel

The recommendation of the Selection Committee will be put up to MD for
approval.

2.7 Notification of Panel

List of candidates approved on recommendation of Selection Committee
shall be notified.

2.8 Currency of the Panel

The currency of the panel shall be for a period of 12 months.

2.9 Offer of appointment

a. Permanent Absorption
Offer of appointment will be issued after approval of Competent
Authority. The validity of the offer will be for a period of one month. In
case an employee does not accept the offer of Appointment within one
Month, the offer of appointment will be deemed to have lapsed. After
acceptance of the offer, the case will be referred to parent department
for acceptance of technical resignation. The parent department should
accept technical resignation within a period of 3 months. However, If
the parent department does not accept the technical resignation within
3 months from date of submission, then, case would be put up to

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 HR Manual of DFCCIL

MD/DFCCIL for extension of period for acceptance of technical

resignation by parent department or cancellation of the absorption
offer. Permanent absorption in DFCCIL shall be effective from the date
following the date of acceptance of resignation by the parent
organization.

b. Immediate Absorption
Offer of appointment will be issued only after suitability in the medical
test from the approved Hospital. The appointment will be subject to
verification of character antecedents, caste certificate (either online or
through respective issuing authority) and verification of educational
qualifications (either online or from the Institute through
correspondence). Any adverse report received in the verification will
lead to termination of services of the employee without assigning any
further reasons. The validity of the offer will be for a period of one
month. In case an employee does not accept the offer of appointment
within one month, the offer of appointment will be deemed to have
lapsed.

Other conditions:
a) In terms of the DOP&T and DPE's instructions, in the case of deputation
followed by absorption, the absorption in DFCCIL shall be effective from
the date following the date of acceptance of resignation by the parent
organization and in the case of immediate absorption, the date of joining
shall be the date of absorption.
b) Further, as per DOP&T/DPE's instructions, the absorbee shall severe all
connections with the parent organization from the date of absorption in
DFCCIL and he/she will not be allowed to revert to parent cadre. Such an
absorbee will be governed by the rules/policies/instructions, etc. of
DFCCIL in all respects.

4. Pay Fixation
(i) The pay of the employee shall be fixed in IDA pay scale, in which
absorbed, as given under Column 3 of Para 1.2, from the date of
immediate absorption.
(ii) For the employees working on deputation and permanently absorbed in
DFCCIL, pay will be fixed in terms of Office Memorandum issued by DPE
on the subject “Finalization of Terms & Conditions including Pay Fixation
in respect of Board level executives of CPSEs, revised procedure thereof”
as applicable to Below Board level executives, issued from time to time.
(Circular No. 12/2022 dated 04.04.2022)
(iii) Latest orders have been issued by DPE vide O.M. No. W-02/0035/2019-
DPE (WC)-GL XIX/19 dated 17th Sept.2019. (Circular No. 12/2022 dated
04.04.2022)

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 HR Manual of DFCCIL

(iv) Individual cases of fixation of pay not covered under the above rule will
be decided as per the principle contained in Fundamental Rules of
Government of India/Railways and DPE required for its application in
DFCCIL. MD would be the Competent Authority to decide the same.
5. Interpretations:
MD would be the Competent Authority to decide/clarify the provisions, issue
necessary administrative instructions and procedural order, etc. for
implementation of Absorption Policy. This policy may be reviewed periodically.

*******

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 HR Manual of DFCCIL

Format of Application for Permanent Absorption in DFCCIL.

Photograph

1 Name (in full)

2 Date of Birth
(Please enclose copy of Matric/10 certificate)
th

3 Community (UR/SC/ST/OBC)
(Please enclose copy of relevant certificate)
4 Service/Department in Parent Cadre
5 Parent Railway/Deptt., Division & Unit
6 Date of appointment in parent Deptt.
7 a) Post held in parent cadre as on date
b) Date from which held
8 a) Pay Level/Basic Pay in parent cadre
as on date(substantive)
b) Date from which admissible
c) Pay Level/Basic Pay admissible
under MACP scheme with Date
9 Educational/Professional Qualifications
(please enclose self-attested copies)
10 Working Experience in parent Deptt.
(attach separate sheet, if required)
11 Date of Joining DFCCIL on deputation
12 Post held on deputation
13 Pay Level/Basic Pay on deputation

Undertaking
I hereby submit willingness for being considered for permanent absorption in
DFCCIL as per Absorption Policy of the company. Relevant documents are
enclosed.

Place: Name and Signature

Date:
Recommendation of the Controlling Officer

HR/Corporate Office

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 HR Manual of DFCCIL

Section-V
Re-employment & Re-engagement Policy of Retired
Govt./PSU employees in DFCCIL

The retired Govt./PSU employees have been re-employed/re-engaged in

DFCCIL as Advisors, Consultants and on Re-employment basis in DFCCIL as per
the following procedure: -

I. RE-EMPLOYMENT:
Engagement on Re-employment basis against the vacancies in
Sanctioned Strength
(i) Eligibility: -
(a) Central/State Government officials retired from the level 13/13A
and below will be eligible for re-employment in DFCCIL.
(b) CPSE officials retired from E7 and below will be eligible for re-
employment in DFCCIL.
(c) Re-employment will be made against vacancies in E7 (AGM) & below
level posts. The eligibility of Retired Govt./PSU employees for re-
employment to the various posts in DFCCIL will be as under: -

Retired in CDA/IDA Grade as indicated Eligibility for re-employment

in the PPO (Substantive Grade) in DFCCIL (Post)

Level-13A/IDA scale in E7 AGM (E7)

Level-13/IDA scale in E6 JGM (E6)
Level-12/IDA scale in E5 DGM (E5)
Level-11/IDA scale in E4 Manager (E4)
Level-09/10/IDA scale in E3 Assistant Manager (E3)
Level-08/IDA scale in E2 Jr. Manager (E2)
Level-07/IDA scale in E1 Sr. Executive (E1)
Level-06 Executive (E0)
(retired as Supervisors/IDA scale in E0)
Level-5/6 (retired as Sr. Technician or Jr. Executive (N7)
MCM)/IDA Scale in N7
Level-4&5/IDA scale in N6 Jr. Executive (N6)
Level-2&3/IDA scale in N5 Jr. Executive (N5)
Level-1/IDA scale in N4 MTS (N4)

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 HR Manual of DFCCIL

(ii) Remuneration: -
(a) Monthly remuneration @50% of last Basic Pay drawn plus applicable
DA will be payable to the re-employed retired employees.
(b) Other Charges/Allowances:
Re-employed post Conveyance charges Mobile charges
per month (in Rs.) per month (in Rs.)
Manager(E-4) and above 4000/2000*
Executive (E0) and above up
to Assistant Manager (E3) 2000/1200* Rs. 500/-
MTS Grade-IV (N3) to 1600/1000*
Jr. Executive (N7)

*If posted in cities other than Hyderabad (UA), Delhi (UA), Bangalore
(UA), Greater Mumbai (UA), Chennai (UA), Kolkata (UA), Ahmedabad
(UA), Surat (UA), Nagpur (UA), Pune (UA), Jaipur (UA), Lucknow (UA)
and Kanpur (UA).
Note: – Requirement for Re-employment
1) Re-employment beyond the age of superannuation should not be done as a
matter of routine and should be based on the merits of each individual case.
Engagement of retired Govt./PSU employees on re-employment basis may
be kept restricted to the minimum, on need basis only and may be made
only against sanctioned posts which are lying unfilled. Generally, Non-
technical/non-professional employees should not be re-employed.
2) Re-employment will be resorted to where specific expertise is not readily
available within the company and serving Government officers are not
willing to join on deputation.
3) Efforts should be made through wide publicity for getting experts on
deputation or other means.
4) In order to meet the shortage of staff for attending the failures, Retired
running staff of Indian Railways may be engaged as Consultant or on Re-
employment basis. They will be engaged on need basis on specific
requirement for the train operations.
5) When a project is in mid-stream and withdrawal of the expert who is retiring
will adversely affect completion of the project. This should be resorted to
only in exceptional cases. Normally, arrangement should be made by the
company in time so that retirement of an individual does not affect the
company’s business/completion of the project. Care should be taken that
only officers having sufficient time before retirement should be posted on
new projects so that necessity for re-employment for completion of the
projects does not arise.
6) With permission for re-employment, the organization may review
requirement of consultants, contract appointments, Advisers, etc.
(Ministry of Railways letter No.2003/PL/60/51 dated 06.09.2004 & DFCCIL
Circular No.HQ/HR-Re-Emp-Engmt.Pol/10 dated 31.07.2014)

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 HR Manual of DFCCIL

II. Re-engagement:
(i) The services of Advisors/Consultants will not be against Sanctioned
strength. They will be purely on need basis where specific expertise is
required.
(ii) Re-engagement of retired officials should be need based for a specific
assignment and for a specific duration.
(iii) The system of engaging Advisors/Consultants on retainer-ship basis
i.e. without specifying and specific assignment for a specific duration
shall not be permitted and it should be discontinued with immediate
effect.
(iv) The services of Advisors/Consultants should be hired only in the areas
where specific expertise is required. The retired officer engaged as
Advisor/Consultants should have active current involvement in the
profession or recent experience of railway working during the last
three years.
(v) Re-engaged officials shall not be allowed to take regular work of the
companies.
(vi) Re-engaged officials shall not undertake work which involves entering
into financial commitments for exercising powers or matters which are
likely to Bind the company.
(Circular No. HQ/HR-Re-Emp-Engmt.Pol/10 dated 31.07.2014)

(A) Engagement as Advisors

(i) Eligibility: -
Central/State Government officers of the rank of HAG and
above i.e. Principal Executive Director/Advisors, Additional
Members/Additional Secretary level officers, Members/
Secretary level officers, Chairman, etc.
CPSE officers of the rank of Executive Directors (E9), Directors
and Managing Directors/CMD.

(ii) Remuneration: -
(a) Rs.6700/- per diem
(b) In case their services are utilized for half a day, the
remuneration will be 60% per diem rate.
(c) Monthly remuneration shall be restricted to maximum of 15
days in a month.
(d) Rs.1000 per day for Transport Charges (on claim basis)
(Circular No.29/2019 dated 01.10.2019)

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 HR Manual of DFCCIL

(B) Engagement as Consultants

(i) Eligibility: -
(a) Central/State Government officials of the rank of SAG and below
will be eligible for Re-engagement as Consultant in DFCCIL.
(b) CPSE officials of the rank of E-8 and below will be eligible for Re-
engagement as Consultant in DFCCIL.

(ii) Remuneration: -
(a) Monthly remuneration @ 50% of last Basic Pay drawn plus DA
will be payable to the re-engaged retired employees.
(b) Other Charges/Allowances

Retired in CDA/IDA Scales Conveyance Mobile charges

as indicated in PPO charges per per month
(Substantive Grade) month (in Rs.) (in Rs.)

For officers of the rank of SAG

5000/2500*
(Level-14)/E-8
For officers of the rank from level
4000/2000*
13A to 10/E7-E3 Rs. 500/-
For officials of the rank from level
9 to 6/E2-E0 2000/1200*

For officials of the rank from level

1600/1000*
5 to 1/N7-N4

*If posted in cities other than Hyderabad (UA), Delhi (UA), Bangalore
(UA), Greater Mumbai (UA), Chennai (UA), Kolkata (UA), Ahmedabad
(UA), Surat (UA), Nagpur (UA), Pune(UA), Jaipur (UA), Lucknow(UA)
and Kanpur (UA)

III. Other Conditions for re-employment /re-engagement of

retired officials: -
i. Such retired persons who are clear from vigilance angle should only be
engaged on re-employment / re-engagement basis.
ii. Retired employees from Railway/Other Govt. Dept./PSUs may be re-
engaged/ re-employed for a period one year at a time till 65 years of
age with the approval of MD. Cases of Re-employment / Re-
engagement beyond 65 years will require approval of BoD.
iii. Allowance payable to the staff against the running duty like Tower
Wagon Driver (TWD) /Shunting Duties-Any Re-employed/re-engaged
(Consultant) staff posted for running duties (TWD/Shunting) will be
paid kilometerage Allowance as per the rates specified vide para 5.1.2.

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 HR Manual of DFCCIL

of circular No.403/2020 dated 01.07.2020. The rate will be determined

on the basis of eligibility as defined in Para – I (i)(c) above. Allowance
will be available only on the dates they perform the running duties.
iv. The TA/DA/Hotel charges for retired officials posted in corporate office
for travel on official duty beyond 60 Km at the TA rates applicable to
equivalent level official on the basis of eligibility as defined in Para
I(i)(c) above will be payable. For SAG level officers, TA/DA shall be
applicable as given to E8 level officers. For Advisors, TA/DA shall be
applicable as given to E9 level officers.
v. No separate vehicle is to be provided to retired employees.
vi. Retired re-employed officials/consultants posted in field units being
deputed to various sites/ on tour to assess the progress of the work
shall be eligible for TA/DA/Hotel charges on tour at the rates defined
for the equivalent scales in DFCCIL as per extant instructions. There
shall be no restriction of 60 kms as envisaged for Consultants/Re-
employed retired employees posted in Corporate Office.
vii. Similarly, retired re-employed officials/consultants posted in field
units / corporate office whenever they are posted on roster duties and
engaged for night duty or on national holiday, shall be eligible at the
rates defined for the equivalent scale in DFCCIL.
viii. Both Re-employed and Consultants will be granted two (2) days leave
for each completed month of employment in DFCCIL and such leave
shall not have any specific nomenclature like CL, earned leave, etc. The
accumulated leave cannot be carried forward to the next calendar year.
ix. Only officials with good conduct and integrity should be considered for
re-engagement/re-employment. Details should be checked up from
concerned administrative Ministry / Department.
x. Retired employees should not be sent abroad unless prior approval of
Ministry of Railways has been obtained.
xi. No other allowance is admissible.
(Circular No.HQ/HR-Re-Emp-Engmt.Pol/10 dated 10.11.2014, Circular No.29/
2019 dated 01.10.2019,
Ministry of Railways letter No.2003/PL/60/51 dated 06.09.2004)

IV. Procedure for engagement of retired Govt./State PSU/CPSEs

officials as Consultants or on Re-employment basis: -
Issue of advertisement and selection process- Notification for
re-employment /re-engagement shall be advertised on the website of
the DFCCIL for conducting walk-in-interview by Corporate Office /HR,
duly specifying the eligibility criteria.
(i) The selection process will be through walk-in-interview/calling of
application as defined in the notification.

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 HR Manual of DFCCIL

(ii) The Selection Committee will be constituted as under: -

 For Advisor (s): Committee of Director level will be constituted
consisting of 2 Directors with the approval of MD.
 For Consultants/Re-employed: Committee of GGMs/GMs/CGMs
level will be constituted consisting of three (3) members with the
approval of MD.
(Circular No. HQ/HR-Re-Emp-Engmt.Pol/10(Pt.II) dated 14.08.2014 and
17.08.2015)
(iii) Selection Criteria for retired officials for Re-engagement/Re-
employment will be as under:-

Marks out of 40
Domain Knowledge Age Personality Total
30 5 5 40
Qualifying marks will be 60% out of 40 marks.

V. Vigilance Clearance:
Instructions issued by DPE/ DoP&T / Ministry of Railways/ CVC from time
to time, shall apply.

VI. Medical Examination:

Retired officials from Central/State Govt./CPSEs before being
engaged as Consultants/Re-employed will require to undergo medical
examination.

VII. Police Verification

(i) After issuing orders for re-employment/re-engagement of
retired employees, Verification form will be sent to concerned
SPs for Police Verification and a copy of the same will also be sent
to Vigilance Department of DFCCIL for information and
coordination.
(ii) In case, any adverse report in the Police Verification, the services
of retired employee will be terminated immediately without any
notice and remunerations paid to retired employee will be
refunded/deposited to DFCCIL by him/her.
(Circular No. HQ/HR-Re-Emp-Engmt. Pol/10(Pt.II) dated 21.11.2014)

VIII. Conflict of Interest

(i) Retired officials from Central/State Govt./CPSEs for engagement
as Advisors/Consultants or Re-employed is expected to display,
utmost honesty, secrecy of office and sincerity while discharging
his/her duties. In case the services of Advisors/Consultants/Re-

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employed are not found satisfactory or found in conflict with the

interests of the Government, his/her services will be liable for
discontinuation without assigning any reason.
(ii) Retired officials from Central/State Govt./CPSEs for engagement
as Advisors/Consultants/Re-employed appointed on full time
basis would not be permitted to take up any other assignment
during their tenure with DFCCIL.

IX. Uniform
(i) Retired re-engaged/re-employed operating officials in field units
involved in train operations in the station premises/yard must
wear Uniform during duty period and may be allowed
reimbursement of the cost of uniform @Rs.833/- per month.
(ii) Type/Colour of Uniform shall be same as the Uniform of regular
employee and as per extant instructions issued from time to time.
(iii) Other departmental staff working on re-engaged/re-employment
basis in field units may be given safety jacket where required to
be put on to identify as official engaged with DFCCIL.
(iv) The issue of deciding which retired re-engaged/re-employed is
performing train operations in the station premises/yard be left
to the discretion of the concerned CGMs/GMs (Co-ord.)/GMs of
the Field Units.

X. Tenure and Extension of the tenure of Retired Officials

(i) Tenure of Advisors shall be initially for a period of 6 months.
(ii) Tenure for Re-employed and Consultants shall initially be a
period of one year.
(iii) Extension of tenure, if any, will be considered based on the need
of the said specific assignment.
Note: Format for sending the proposal of extension is placed at
Annexure-I for Corporate Office and at Annexure-II for Field Unit.
(iv) Cases for extension, if required, may be processed at least 6
months in advance along with detailed justification including
working report of the retired employee. It will be the
responsibility of the Unit Head to ensure that the proposals with
complete documents are submitted in one go to avoid any further
correspondence.
(Circular No.HQ/HR-Re-Emp-Engmt.Pol/10(Pt.II)L dated 14.08.2014)
(v) In case no sanction for extension is issued, the official will stand
relieved on the last date of the sanctioned term. No post-facto
sanction for extension of the tenure will be processed.
(Circular no.HQ/HR-Re-Emp-Engmt.Pol/10(Pt.II)L dated 05.05.2016).

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 HR Manual of DFCCIL

(vi) In the case of extension also, the vigilance clearance shall be

sought from the Vigilance Deptt. of DFCCIL for the period of
further extension of engagement in DFCCIL and an undertaking
should be taken from the retired employees about being cleared
from any vigilance case after engagement.
(Circular No.HQ/HR-Re-Emp-Engmt.Pol/10 dated 06.05.2015).

XI. Termination Notice

DFCCIL can cancel the appointment at any time without providing any
reason for it. However, in the normal course it will provide one month’s
notice to Consultants/Re-employed. The Consultant/Re-employed
can also seek for termination of the Contract upon giving one month’s
notice to DFCCIL.

XII. Other Miscellaneous matters

The Nomination and Remuneration Committee (NRC) may be
informed from time to time of persons engaged as Advisors,
Consultant and on Re-employment basis in DFCCIL.
(DFCCIL Circular No.29/2019 dated 01.10.2019).

XIII. Interpretation
(a) MD would be the Competent Authority to decide, clarify, amend
or modify the provisions and issue necessary administrative
instructions and procedural order, etc. for implementation of
Policy on engagement of retired Govt./PSU officials as Advisors,
Consultant and on Re-employment basis in DFCCIL.
(b) Instructions issued by DoP&T/DPE/ Ministry of Railways/CVC, in
future, in this regard shall be applied in DFCCIL. However, for
enhancement of remuneration etc., matter will be placed before
the BoD.
(c) Instructions will be applicable to the retired officials re-employed
or re-engaged as Consultants/Advisors from the date of issue of
instructions. Past cases shall not be re-opened and a separate
contract shall be signed for the balance period.

*******

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Annexure-I

(For Corporate Office, DFCCIL)

Performa for sending the proposal for extension of re-employment/re-
engagement tenure of retired Govt. employees presently working in
DFCCIL on re-employment/ re-employment basis.

1. Name
2. Designation in DFCCIL and Employee ID
3. Eligible for the post as per policy
Circular No. 28/2022 dated 22.07.2022.
4. Retirement Details
4.1 Date of birth and Date of Retirement
4.2 Designation from which retired
4.3 Department from which retired
4.4 Place of posting at retirement
4.5 Org./Railway from which retired
4.6 Pay scale/GP/Level from which
retired as per PPO (IDA/CDA)
4.7 Last pay drawn as per PPO
4.8 Pension fixed as per PPO
5. Job description/Duty list of the
proposed consultant/ re-employed
6. Justification
7. Financial Implication (in case of field units,
duly vetted by Finance head of the field unit) Rs ---------------------- P.A.
8. Vacancy position No. of On-Roll Vacancy
sanctioned (including
post in the Permanent,
relevant absorbed,
Grade Deputationist,
Contractual,
Consultant/
Re-employed

9. Integrity Certificate Proforma attached.

10. Remarks, if any

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 HR Manual of DFCCIL

Enclosures:
1. Willingness of the concerned re-employed/re-engaged employee.
2. PPO/Service Certificate.
3. Financial Implication duly vetted by Finance head of the field unit.

Initiating Officer:
Name:
Designation:
Dated:

Functional Head of the department (GGM/GM)

GM/HR/CO

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 HR Manual of DFCCIL

Annexure-II
(For Field Unit)

Proforma for sending the proposal for extension of re-employment/re-

engagement tenure of retired Govt. employees presently working in
DFCCIL on re-employment/ re-employment basis.

1. Name
2. Designation and employee ID
3. Eligible for the post as per policy
Circular No. 28/2022 dated 22.07.2022
4. Retirement Details
4.1 Date of birth and Date of Retirement
4.2 Designation from which retired
4.3 Department from which retired
4.4 Place of posting at retirement
4.5 Org./Railway from which retired
4.6 Pay scale/GP/Level from which
retired as per PPO (IDA/CDA)
4.7 Last pay drawn as per PPO
4.8 Pension fixed as per PPO
5. Job description/Duty list of the
proposed consultant/re-employed
6. Justification
7. Financial Implication (in case of
field units duly vetted by Finance Rs ------------------------------ P.A.
head of the field unit)
8. Vacancy position No. of On-Roll Vacancy
sanctioned (including
post in Permanent,
the absorbed,
relevant Deputationist,
Grade Contractual,
Consultant/
Re-employed)

9. Integrity Certificate Proforma attached.

10. Remarks, if any

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 HR Manual of DFCCIL

Enclosures:
1. Willingness of the concerned re-employed/re-engaged employee.
2. PPO/Service Certificate.
3. Financial Implication duly vetted by Finance head of the field unit.

Initiating Officer:
Name:
Designation:
Dated:

CGM/Field Unit
GM/HR/CO

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 HR Manual of DFCCIL

Section-VI
Appointment on Compassionate Ground

Grant of compassionate appointment is a social security measure, as per which

appointments can be made on compassionate ground to a dependent family
member of DFCCIL regular employee, to tide over the immediate financial crisis.

1. Objective: The objective of the scheme is to grant appointment on

compassionate ground to a dependent family member of DFCCIL regular
employees, who dies (natural/accidental), leaving his/her family in
penury- and without any means of livelihood, so as to relieve the family of
DFCCIL employee concerned, from financial destitution and to help, to tide
over the crisis.

2. Applicability: The scheme shall be applicable to dependent family

member of a regular DFCCIL employee, who dies while in service and also
for those who have died while in service during the last 5 years.

3. Dependent Family Members Dependent Family member means: -

(i) Spouse, or,
(ii) Son (including adopted son); or,
(iii) Daughter (including adopted daughter)-unmarried/widowed/
divorcee who was wholly dependent on DFCCIL employee, at the
time of his/her death in harness.

4. Employee for the purpose of these instructions means an employee

appointed on regular basis and not one working on daily wages, or casual,
or, an apprentice or, ad-hoc, or on contract, or on re-employment/
consultant basis.

5. Competent Authority to make compassionate appointment: MD,

DFCCIL shall be the Competent Authority to make compassionate
appointments in DFCCIL.

6. Posts and qualification for which Compassionate appointment can

be made: -

6.1 Posts: Compassionate Appointment shall only be made at the Grade of N1

(16000-45000) and E0 (30000-120000), where there is an element of
Direct Recruitment. In case compassionate ground appointee and a
candidate recruited through open market join on the same day, the
candidate joining through open market will be placed before those
appointed through compassionate appointment. No compassionate
appointment shall be permissible in intermediate grades, or, on a scale
higher than that of 30000- 420000. The recruitment on Compassionate

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 HR Manual of DFCCIL

grounds shall be made on the basis of educational qualification and

applicable medical standards etc.

6.2 Qualification: A candidate shall be considered as per qualification

possessed by the candidate at the time of death of deceased employee, or,
if the candidate is enrolled for a course, on basis of qualification acquired,
or completion of such course. Candidates who have passed Matriculation
examination will be appointed in N1 grade. Candidate who has passed
Graduation Examination will be subjected to Suitability test and will be
appointed to the posts in E0 grade as per the requisite qualification for
various posts in E0 Grade for different cadres. If any Candidate fails to
pass the Suitability test prescribed for E0 Grade posts, he/she will be
appointed to N1 Grade. Any candidate who is not ITI qualified (which is the
requisite qualification for N1 Grade as per Recruitment and Promotion
policy) will be enrolled in DFCCIL Apprentice Quota under National
Apprenticeship Promotion Scheme launched by Ministry of Skill
Development and Entrepreneurship, implemented by Regional
Directorates of Apprenticeship Training (RDATs) under the control of
Directorate General of Training. Such persons will not be eligible for any
further promotion till they obtain requisite qualification and issue of
National Trade Certificate/ National Apprenticeship Certificate.

7. Eligibility: Following shall be the eligibility criteria for appointment on

compassionate grounds:
(i) The family is indigent and deserves immediate assistance for relief
from financial destitution.
(ii) The applicant for compassionate appointment is eligible and suitable
for the post in all respects, as per the extant rules and regulations
(iii) The person seeking appointment on compassionate grounds should
fulfil the conditions of eligibility regarding age and educational
qualifications prescribed for appointment to the posts or grade
concerned as defined for Direct Recruitment as explained above.
(iv) The lower age limit of the candidate seeking compassionate
appointment shall be 18 years. Upper age limit in case of children
(son/daughter)shall be 35 years. For spouse seeking appointment
there shall not be any upper age limit (i.e. less than 60 years).

8. Determination/Availability of vacancies: Appointment on

compassionate grounds shall be made on regular basis. Appointment for
E0 Grade shall be subject to qualifying the Suitability test which will be
based on written examination. For N1 Grade, there will be no Suitability
test. A maximum of three chances shall be given to a general category
candidate, while in case of candidates, who are SC/ST Widow, a maximum
of four chances, shall be given. The pass marks in the written test shall be
50% for UR candidates and 40% of OBC/SC/ST and PH candidates. Fitness
in medical test shall be mandatory and shall be as per the norms of open

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market recruitment. Appointment shall be subject to fitness in medical

examination, as per the applicable standards.

9. The Committee constituted for considering a request for appointment on

compassionate ground should limit its recommendation to appointment
on compassionate grounds only in really deserving cases and only if
vacancy meant for appointment on compassionate ground is available,
with the approval of Competent Authority.

10. Time limit for considering applications for Compassionate

Appointment: All appointments on compassionate grounds should be
made within a period of five years from the date of occurrence of the event.
The period of five years may be relaxed by MD, DFCCIL subject to the
following conditions —
(i) The case should not be more than 10 years old as reckoned from the
date of death.
(ii) The widow of the deceased employee should not have remarried at
the time of appointment.
(iii) The benefit of compassionate appointment should not have been
granted at any time to any other member of the family of the
deceased employee.
(iv) The circumstances of the case should be such as to warrant relaxation
of the time limit of five years.
(v) The reasons for relaxing the time limit should be placed on record.
(vi) The request for compassionate appointment should have been
received by DFCCIL as soon as the son/daughter to be considered for
compassionate appointment has become a major, with relaxation for
completing the educational qualification required for the post if
candidate is pursuing.

11. Where there is an earning member: In deserving cases even when

there is already an earning member in the family, a dependent family
member may be considered for compassionate appointment, with the
prior approval of MD. Before approving such appointments, the
Competent Authority shall satisfy himself/herself that the grant of
compassionate appointment is justified having regard to the number of
dependents, assets and liabilities, left by DFCCIL employee, income of the
earning member as also his/her liabilities, including the fact whether the
earning member is residing with the family of the deceased DFCCIL
employee and whether he/she should not be a source of livelihood, to the
other members of the family. In cases where any member of the family of
deceased DFCCIL employee is already in employment and is not
supporting the other members of the family of the DFCCIL employee,
extreme caution has to be observed in ascertaining the economic distress
of the members of the family of DFCCIL employee, so that the facility of
appointment on compassionate grounds is not circumvented and

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misused, by putting forward the ground that the member of the family
already employed, is not supporting the family.

12. Procedure: A Committee of three officers shall be constituted to

recommend appointments, consisting of three GGMs/GMs to be
nominated by MD. Recommendations of the Committee shall be placed
before Competent Authority, i.e MD for a decision.

13. Undertaking for maintenance of the family of the deceased

employee: A person for appointment on compassionate grounds under
the scheme should give an undertaking in writing that he/she will maintain
properly the other family members who were dependent on the DFCCIL
employee in question, and in case, it is proved subsequently (any time),
that the family members are being neglected, or, are not being maintained
properly by him/her, his/her appointment shall be terminated henceforth.

14. Request for change in post/person: When a person has been

appointed on compassionate ground to a particular post, the set of
circumstances, which led to such appointment, should be deemed to have
ceased to exist. Therefore,
(i) He/she should strive in his/her career like his/her colleagues, for
future advancement.
(ii) An appointment made on compassionate ground cannot be
transferred to any other person and any request for the same on
consideration of compassion, should invariably be rejected.

15. Termination of services: Compassionate appointment can be

terminated on the ground of noncompliance of any condition stated in the
offer of appointment, after providing an opportunity to the compassionate
appointee by way of issue of show cause notice, asking him/her to explain
why his/her services should not be terminated, for non - compliance of
conditions, in the offer of appointment.

16. General: An application for compassionate appointment, should not be

rejected, merely on the ground that the family of DFCCIL employee has
received the benefits under various schemes. While considering the
request for appointment on compassionate grounds, a balanced and
objective assessment of the financial condition of the family has to be
made, taking into account, the assets and liabilities (including the benefits
received under various schemes), and all other relevant factors, such as
the presence of an earning member, size of the family, age of the children
and essential needs of the family etc.
17. Interpretation: MD would be the Competent Authority to decide/clarify
the provisions, issue necessary administrative instructions and procedural
order etc. for rules pertaining to compassionate appointment.
(Circular No. 09/2021 dated 02.05.2022)

*******

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 HR Manual of DFCCIL

Section-VII
Contract Appointment

To meet immediate requirement of manpower from Open Market on contract

basis during construction phase, following procedure shall be followed:

1. Designation For Technical category:

(i) Works Engineer
(ii) Junior Works Engineer
For Finance
(i) Finance Officer
(ii) Junior Finance Officer

2. Qualification For Technical Category:

(i) Works Engineer: Engineering Degree in relevant
discipline
(ii) Junior Works Engineer: Diploma inrelevant
discipline
Post qualification experience:
Minimum three years in Government, PSUs or
reputed private companies
For Finance:
(i) Finance Officer- CA/ICWA/MBA Finance.
(ii) Junior Finance Officer-CA/ICWA/MBA Finance.
Post qualification experience:
(i) Finance Officer - Minimum three years in
Government, PSUs or reputed private companies.
(ii) Junior Finance Officer - Minimum one year in
Government, PSU or reputed private companies

3. Basic (i) Finance Officer - Rs.50,000/-

Emoluments (ii) Jr. Finance Officer - Rs.35,000/-
Per month
(iii) Works Engineer - Rs. 40,000/-
(iv) Jr. Works Engineer - Rs. 27,500/-
(Circular No. 36/2018 dated 20.07.2018)
4. Provident Provision will be made as per extant rule.DFCCIL will
Fund contribute employer's share of Provident Fund @ 12%
of Basic Salary. Matching contribution would be educted

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from the salary of the contractual staff and deposited

in his/her EPF account.

5. Gratuity Will be paid at the time of leaving DFCCIL as per

provisions of the Gratuity Act, if applicable.

6. Annual Contractual employment is project specific and is liable

to Performancebe terminated at the end of the specific
time period Incentivementioned or at the end of the
project period, whichever is earlier. If continued beyond
one year, contractual staff will be eligible for increase in
emoluments by 5% based on the performance
benchmark decided by MD.

7. Mobile Phone Rs. 1250/- per month

Call Charges (Circular No. 36/2018 dated 20.07.2018)

8. Conveyance Rs. 2000/- per month for Finance Officer & Works
Charges Engineer Rs.1500/- per month for Jr. Finance Officer &
Jr. Works Engineer
(Circular No. 36/2018 dated 20.07.2018)

9. TA/DA As per entitlement for E-0 category

10. Leave Contractual personnel will be granted

Entitlement two (2) days leave for each completed month of
employment in DFCCIL and
such leave shall not have any specific nomenclature like
CL, Earned Leave, etc. The accumulated leave cannot
be carried forward to the next calendar year.

11. Duration Initially for one year and extendable further at sole
discretion of DFCCIL.

12. Number Number of Works Engineer/Finance officer will be

limited to 50% of vacancy in AM grade and Jr. Works
Engineer/Jr. Finance Officer, will be limited to 50% of
vacancy in Executive grade in respective disciplines.

13. Age 18 to 35 years, with relaxation in upper age limit as per

orders issued by GOI from time to time.
14. Medical Candidates will have to undergo medical examination
Examination (as applicable for direct recruitment for E0 category in
relevant discipline) and will be considered for contractual
appointment only if they are found medically fit.

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2. Application and Selection process:

(i) The advertisement will be published in local and national newspaper(s)
and will also be uploaded on DFCCIL website.
(ii) The selection will be done through "Walk-in-Interview". The interview
will be held at Field Offices or at Corporate Office depending upon the
requirement of manpower.
(iii) The duly filled application will be brought by the candidates on date of
Walk- in-Interview. In case of large number of applicants, Walk-in-
Interview may be held for more than one day.
(iv) A three members Selection Committee at the level of GM/GGM/CGM
including one officer from the concerned department and one from HR
shall be nominated by MD. In case of non-availability of officers, HR and
Finance officers may be one level below the level of officers of the
Committee.
(v) Scrutiny Committee for verification of documents/eligibility criteria
shall be nominated by Director.
(vi) Candidates not fulfilling the eligibility criteria will not be considered for
interview.
(vii) Distribution of marks (total 100) for selection:
• Educational Qualification: 20
• Job experience: 20
• Personality/initiative/communication skill: 20
• Technical/knowledge in relevant field: 40
(viii) Qualifying marks (%):
• General Candidates: 60%
• OBC candidates: 55%
• SC/'ST candidates: 50%
(ix) The selection process will be reviewed based on experience.

3. General Guidelines
(i) The concerned Director will identify the posts to be filled through
Contract.
(ii) The above posts are project specific for the limited period and are not
for the regular establishment of DFCCIL. No other perks or benefits
would be admissible except those mentioned above.
(iii) The appointment initially will be for a period one year, extendable
further as per the requirement at the sole discretion of the DFCCIL
provided if the services of the candidates are found to be satisfactory.

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(iv) The appointment on contract basis will not confer any right to claim for
regular absorption/extension in the company.
(v) Applicants working in Govt./PSU may note that this is short duration
contract. Besides, even for these posts they have to provide NOC at the
time of interview and resign from their organization on their selection.
(vi) The services may be terminated by either side by giving one month's
notice. However, in case of gross negligence/misconduct/irregularities,
the employment may be terminated with immediate effect and in such
cases the employee will be liable for action as per law/policies of the
Company.

4. PF Deduction
(i) All the existing employees engaged on contract basis on consolidated
emoluments and those who will join subsequently and who are already
members of the PF Scheme in the previous organization will continue to
be a member of EPF scheme. They will be required to submit Form -11
giving details of the PF particulars etc.
(ii) All the existing employees engaged on Contract basis on consolidated
emoluments and those who will join subsequently and who are not
members of the PF Scheme, will be given an option to become a
member of EPF scheme or otherwise and action will be taken
accordingly.
(iii) The amount of contribution towards PF deduction for those who opt for
the EPF scheme or are already members of EPF Scheme in the past will
be calculated based on the ceiling of the pay prescribed under EPF
Scheme from time to time. Presently, the contribution will be limited to
Rs. 1800/- per month (i.e. 12% of ceiling of the monthly wages of
Rs.15000/- prescribed by the PF Scheme for which payment of EPF
contribution is mandatory), with an equal contribution of Rs.1800/- per
month from the Employer (DFCCIL).
(iv) The prescribed forms will be got filed by the Recruitment Cell/HR at the
time of their joining and send directly to finance/Payroll/CO for onward
submission to EPFO.
(Circular No. 09/2017) dated 28.06.2017)

Interpretation:
MD would be the Competent Authority to interpret/clarify and to carry out minor
modifications in the policy.
(letter no: HQ/HR/3/Manpower Contract/30 dated: 04.03.2016)

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Chapter-III
Training
HR development
1. Training:
i) Hi-tech Organization:
• DFCCIL will use state of the art technology for construction of
advanced heavy haul track system, OHE, signaling and
telecommunication system for the project.
• It will follow modern international system and practices best suited
for Indian conditions for the maintenance of its assets to deliver safe
and reliable Rail freight corridors.
• Mechanized maintenance through integrated maintenance depot
(IMD) located 160 Kms apart on the freight corridors as well as sub-
depots at 80 Kms apart.

2. Training Delivery (Internal)

(i) Training School:-
• Since DFCCIL is adopting state of the art technology and modern
international system of maintenance, a specialized training institute
i.e. Heavy Haul Institute (HHI) has been set up at DFCCIL’s office
cum residential Head Quarters located at Noida. Presently HHI,
Noida is equipped to provide Orientation Training to all new recruits
of all departments. Induction Training of operating department is
already being given there.
• The institute will have dedicated Principal, Vice Principal, Sr.
Instructors and Instructors of specialized disciplines besides other
staff. Manpower details of HHI, Noida are:-

DESIGNATION/ GGM AGM E7- E4- E1- Skilled Unskilled Total

Grade (E8) (E7) E5 E2 E0 (N7-N5) (N4-N1)

Principal 1 1
Vice Principal 1 1
Instructors
Transportation 1 2 6 1 1 11
Civil 1 2 6 1 1 11
Electrical 1 2 6 1 1 11
S&T 1 2 6 1 1 11
Total 1 1 4 8 24 4 4 46

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• The present infrastructure of the facility includes 4 Lecture Halls with a

total capacity of 240 students at a time and 79 well-furnished rooms, each
providing twin accommodation are functional. There is a plan to built fully
equipped Model Rooms of Operations, Electrical and S&T systems to
provide hands-on/on board experience to the newly joined professionals.
• The rates of Honorarium for Internal and External Faculty Members mas
Annexure-I.
• In consultation with nominated Executive departmental heads, HR has
prepared Orientation -Induction Training plan for S&T, Electrical,
Operations, Mechanical and HR& Civil department. At-a-Glance Training
Module being followed is:-

TRAINING SUMMARY
S. Deptt. Post Grade Training Days Duration Training
No. Type (Weeks) Place
1. Electrical Jr. Manager E-2 Induction 130 26 CTI/HHI
Jr. Manager E-2 Promotion 20 04 CTI
Jr. Manager E-2 Refresher 5 01 CTI
Executive E-0 Induction 90 18 STC/CTI
Executive E-0 Promotion 20 04 STC/ HHI
Executive E-0 Refresher 5 01 STC/HHI
Jr. Executive N-5 Induction 45 09 STC/HHI
Jr. Executive N-5 Promotion 20 04 STC/HHI
Jr. Executive N-5 Refresher 5 01 HHI
2. S&T Jr. Manager E-2 Induction - 24 IRISET
Jr. Manager E-2 Promotion 4 IRISET
Jr. Manager E-2 Refresher 1 IRISET
Executive E-0 Induction 19 STTC/
IRISET
Executive E-0 Promotion 4 STTC/HHI
Executive E-0 Refresher 1 STTC/HHI
Jr. Executive N-5 Induction 9 STTC
Jr. Executive N-5 Promotion 4 STTC/HHI
Jr. Executive N-5 Refresher 2 STTC/HHI
3. Mechanical Junior E-2 Induction 25 CTI or
Manager STC, DFC
Junior E-2 Promotion 4 CTI or
Manager STC, DFC

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Executive E-0 Induction 18 STC, DFC

Executive E-0 Promotion 4 STC, DFC
Executive E-0 Refresher 1 STC, DFC
Jr. Executive N-5 to Induction 9 ZTC, DFC
N-7
Jr. Executive N-5 to Promotion 4 ZTC, DFC
N-7
Jr. Executive N-5 to Refresher 1 ZTC, DFC
N-7
MTS N1 To N4 Refresher 1 DFC
4. Human Executive E-2/E-0 Induction 30 DFC
Resource
AM/JM/ E-0/E- Refresher 10 DFC
Department
Executive 2/E-3
5. OP & BD JM/AM E-2/E-3 Induction 73 IRITM
JPM E-1 To Promotion 15 IRITM
E-2
Executive E-0 Induction 58 ZRTI
Executive N-5 To Promotion 44 ZRTI
E-0
Sr. E-0 Refresher 06 ZRTI/HHI
Executive/
Executive/JM
Jr. Executive N-5 Induction 24 ZRTI
Jr. Executive E-5 Refresher 05 ZRTI/HHI
Deputation/
Immediate Orientation 10 ZRTI/HHI
Absorption
basis

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Summary Civil Department

Category/ Training No of Training Details Training Total
Grade Type Weeks Institute Institute Duration
(In
weeks)

Jr. Manager Induction 01 Introduction &

(E-2) Orientation

General
Appreciation for HHI,
02 OP & BD, Safety, DFCCIL
Disaster Mgt,
Finance, HR,
Ethics, First Aid 40
Weeks
16 Technical Training
Phase-I & II ZTI, IRICEN
(including exam)

Appreciation CTIs i.e IRIEEN,

05 Courses at RIMEE, AND
various CTIs & IRISET AND
NICMR/Pune IRTMTC,
NICMR, Pune

Orientation Corporate Office

01 towards and OCC,
Organizational Ahmadabad
set-up & OCCs and Prayagraj

15 Field Training CGM Units

Refresher 02 As per syllabus HHI, DFCCIL 02 weeks

Executive Induction Introduction & HHI, DFCCIL

01
(E-0) Orientation
24 Technical Training ZTI, IRICEN
& Supervisor 29 weeks
Training Schools

04 Field Training CGM Units

Refresher 04 As per syllabus HHI, DFCCIL 04 weeks

Jr. Induction 01 Introduction & HHI, DFCCIL

Executive Orientation
(N-5) ZTI, IRICEN &
21 Technical Training
Supervisor
Training Schools
04 Field Training CGM Units
02 weeks
Refresher 02 As per syllabus HHI, DFCCIL

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Note:
(a) As per instructions Training at HHI is to be aligned with IR Training with
respect to module and duration. Therefore, the above duration may change
as per requirements.
(b) Refresher Courses will be due every three years and there is no field
training in Refresher Courses.
i) Assessment of training needs and development of training
plans:
• Initially, a comprehensive identification of skills, knowledge and
attitudes required at each level will be undertaken.
• Thereafter, periodic assessment would be made of the gap between
existing capabilities/skills/knowledge/competencies and those
required keeping in view present and future technological up-
gradations/organizational growth/environmental changes.
• This would be followed by identification of the needs that require
training.
• Assessment would utilize the HRIS, employee and user group
feedback, performance indicators and evaluations, internal and
external environmental factors as also training audit. Based on
these, customized cost-effective strategic Training Plans would be
developed for identified target groups.

ii) Training delivery (External):

• The external plan would involve exposure to world class technology,
practices and corporate culture through specialized training
programs to be imparted in the training institutes or through
seminar, conferences, workshop, etc.
• Talent exchange programme with the leading national and
international organizations engaged in Heavy Haul Freight Railways.
• Employee exchange programme with other organization engaged in
heavy haul freight movement.
• World Bank funded trainings covered in yearly training plan is
attached as Annexure-II.

iii) Training Audit:

This would aim at assessment and evaluation of the training needs;
ensuring compatibility between training need and design, identification
of non-training issues influencing performance. It would utilize
questionnaires, interviews, tests, trainee, trainer and stakeholder/user
group feedback.

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Annexure-I

Rates of Honorarium for Internal and External

Faculty Members

The rates of honorarium for internal and external faculty members were issued
vide Circular No. 33/2022. The rates for External speakers/delegates are
revised as per details given below-

Lecture Duration Internal Member External Member

Up to 2 hours Rs. 2500/- per lecture for Rs. 5000/-per lecture
GM & above officers subject to maximum of
subject to maximum of Rs. 7500/- per day. For
Rs. 5000/- per day. Senior External Speakers
/ Delegates, maximum of
Rs. 1500/- per lecture for Rs. 10000/- per day.
below GM level officers
subject to maximum of
Rs. 3000/- per day.

Full day Rs. 7500/- per day Rs. 10,000/- per day.
workshop/ For Senior External
training Speakers/Delegates,
maximum of
Rs 15000/- per day.

• Lunch arrangements for faculty and Transportation cost/arrangement of

vehicle for external faculty will be made by DFCCIL.
• Training coordinator/In charge of HHI will certify and recommend the
claims of the Internal/External faculty members as per the above rates
directly to Associate Finance for payment.
• For highly specialized external faculties of repute, the provision of SoP Para
G3.2 with approval of concerned Director will continue to be applicable.
• The above Honorarium will not be applicable to officials/instructors posted
in HHI.
* Senior External Speaker/Delegates which will include, Senior Retired/Serving
Govt. Officers in level 15 & above, Retired/Serving PSU officers of the level of ED
& above. (Letter dated 12.07.2023).
* For Senior External Speakers / Delegates, certification of Director Level will be
required to grant enhanced honorarium.
(Circular No – 33/2022 dated 29.09.2022 and Circular No.17/2023 dated 25.04.2023).

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Annexure-II

S. No. Topics Covered in World Bank Training Plan (Yearly)

1 Strategic Management, Leadership , Change Management, Organizational
excellence/ interpersonal skills/team performance/ managerial
effectiveness, Ethics, Conflict Resolution, Emotional Intelligence
2 Organizational Development & Team Building
3 Construction Management/Contract Management (Service, Stores and
Works), Compliance Management
4 PPP/Financial model for PPP
5 Environmental Management Framework/R&R Policy/Safeguards
6 System Design and Application/ Reliability Availability and
Maintainability, Mechanized infrastructure maintenance, Network based
Systems, Embedded Systems
7 Project Management, Safety Management (Operational Safety), Quality
Management, Accident Site Management and conducting enquiries.
8 Communication, Communication Strategies for leaders, Communication
and presentation skills for Managerial success,
9 Visit Heavy Earthwork (CIVIL), Construction Sites Visits
10 Financial Appraisal of the Projects/Commercial Accounting/Taxation/ Cash
Flow & Treasury Management/Project Finance/Capital Budgeting
(Finance)/Training on Companies Act, 2013/Financial Modelling/Forex
Management, Working Capital Management/Income Tax, IFRS, Payroll,
Finance for non- finance officers, GST, Project Financing, IND-AS,
Financial Management from Project perspective & Taxation, International
Finance i.e. raising of funds in International market for Infra Projects
Procurement through GEM, Excel modelling for company accounts/project
finance, Training on procurement guidelines of MA such as JARD, JICA,
IMF, ADB etc. Regulatory Tariff-Approach and Practical Implementation
11 Computer/IT Applications, Managing IT projects/ERP, Information
Management, Cyber Security, Business Analytics, SAP Trg.
12 Enterprises Risk Management
13 Strategic HRM, Linking Human Resources with Business Strategy, Best
Practices in HR , Compensation schemes, Recruitment rules, Settlement
Dues, Performance Management, E-HR, Corporate Social Responsibility,
Pay Fixation, Disciplinary & Appeal Rules, Establishment Rules,
Reservation Rules, HR Audit & other HR matters etc.
14 General- Stress Management, Time Management, Gender Sensitization etc.
15 RTI & E-Governance, Corporate Governance
16 Logistics services/intermodal supply chain Management

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17 Rajbhasha training & workshop

18 Administration/General Management - Tenders & Contracts, Arbitration,
Public Procurement, Archiving/Digitization and Disposal of Records,
security systems, training, in building management system,
sanitation/water harvesting, Fire, General Administration, Scanner, PA
System, Access System, Upkeep and Maintenance of Office Premises,
Building Automation System, Corporate Catering Service, Logistic
Service, Best Practice in Administration,
19 Legal & Regulatory Issues in Infrastructure, Labour Law, Factory Act,
Workmen Compensation Act.
20 System and Compliance Management,
21 Electric traction systems, energy efficiency, OHE monitoring &
measurement, operational traction system, mechanised maintenance
technique for traction, energy audit, Power trading through power
exchange, Long term power purchase contracts as per E/Act. in
India, Solar energy for Electric Traction, El Interlocking, TPWS,
MSDAC,GSM(R), Traction and Distribution on IR & DFCCIL, SCADA
Maintenance
22 Training on Vigilance, Anti-Corruption
23 New wagon development, on – line condition monitoring of rolling stock,
disaster management, Disaster Management of Rolling Stock,
24 Train Management System (TMS), Track Maintenance, EOTT Working,
Loco troll Working, Double Stock Containers operations, Long haul/heavy
haul operations, How it is computed, principles & practical
implementation, IRR Calculations, RCRV, ART operations, Logistic
working, Track Access charge in different Railways, RORO & Cold Chain,
Rail Technology, Crew Management System, Fuelling installations,
Running Room Management, Loco Operation and Maintenance.
25 FIDIC
26 Freight Business Development, Train Operations, Signalling, logistics and
Intermodal business planning, and Safety during operations phase, New
Loading Technology and Wagon Weighment Systems.

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Chapter-IV
Conduct, Discipline and Appeal Rules

Rule-1. Short title and commencement

a) These rules may be called DFCCIL (Conduct, Discipline and Appeal)
Rules 2010.
b) They shall come into force w.e.f. 16.07.2010.

Rule-2. Application
These rules shall apply to all employees except,
a) Those in casual employment or paid from contingencies;
b) Those governed by the Standing Orders under the Industrial Disputes
Act, 1947.

Rule-3. Definitions
In these rules, unless the context otherwise requires-
a) Employee means a person in the employment of the undertaking other
than the casual, work-charged or contingent staff or workman as
defined in the Industrial Disputes Act, 1947, but includes a person on
deputation to the Company.
b) Workman means a person as defined in the Industrial Disputes Act
1947, and to whom the provision of these rules shall not apply.
c) Company means the Dedicated Freight Corridor Corporation of India
Limited (DFCCIL).
d) Board means the Board of Directors of the company and includes in
relation to the exercise of powers, any committee of the Board/
Management or any officer of the Undertaking to whom the Board
delegates any of its powers.
e) Chairman/Managing Director means the Chairman/Managing Director
of the Company.
f) Disciplinary Authority means the authority specified in the Schedule
appended to these rules and competent to impose any of the penalties
specified in Rule 25.
g) Competent Authority means the authority empowered by Board of
Directors by any general or special rule or order to discharge the
function or use the powers specified in the rule or order.
h) Government means the Government of India.
i) Appellate Authority means the authority specified in the Schedule
appended to these rules.

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j) Reviewing Authority means the authority specified in the Schedule

attached to these rules.
k) Family in relation to an employee includes:–
i) The wife or husband as the case may be of the employee, whether
residing with him or not but does not include a wife or husband as the
case may be separated from the employee by a decree or order of a
Competent court.
ii) Sons or daughters or stepsons or stepdaughters of the employee
and wholly dependent on him, but does not include a child
or stepchild who is no longer in any way dependent on the employee
or of whose custody the employee has been deprived of by or under
any law.
iii) Any other person related, whether by blood or marriage to the
employee or to such employee’s wife or husband and wholly
dependent on such employee.
l) Public servant shall mean and include a person as mentioned in section
21 of Indian Penal Code as amended from time to time.

Rule-4. General
a) Every employee of the company shall at all times
i) Maintain absolute integrity;
ii) Maintain devotion to duty; and
iii) Do nothing which is unbecoming of a public servant.
b) Every employee of the company holding a supervisory post shall take all
possible steps to ensure the integrity and devotion to duty of all
employees for the time being under his control and authority.
c) Prohibition of sexual harassment of working women:-
i) No employee shall indulge in any act of sexual harassment of any
woman.
ii) Every employee who is in charge of a work place shall take
appropriate steps to prevent sexual harassment to any woman at
such work place.
Explanation: For the purpose of this rule, ‘Sexual Harassment’ includes
such unwelcome sexually determined behavior, whether directly or
otherwise as –
(i) Physical contact and advances;
(ii) Demand or request for sexual favours;
(iii) Sexually colored remarks;
(iv) Showing any pornography; or

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(v) Any other unwelcome physical, verbal or non-verbal conduct of a

sexual nature.

Rule-5. Misconduct
Without Prejudice to the generality of the term "misconduct", the
following acts of omission and commission shall be treated as
misconduct:–
a) Theft, fraud or dishonesty in connection with the business or property of
the company or of property of another person within the premises of the
company.
b) Taking or giving bribes or any illegal gratification.
c) Possession of pecuniary resources or property disproportionate to the
known source of income by the employee or on his behalf by another
person, which the employee cannot satisfactorily account for.
d) Furnishing false information regarding name, age, father’s name,
qualification, ability or previous service or any other matter germane to
the employment at the time of employment or during the course of
employment.
e) Acting in a manner prejudicial to the interests of the Company.
f) Willful insubordination or disobedience, whether or not in combination
with others, of any lawful and reasonable order of his superior.
g) Absence without leave or over-staying the sanctioned leaves for more
than four consecutive days without sufficient grounds or proper or
satisfactory explanation.
h) Habitual late or irregular attendance.
i) Neglect of work or negligence in the performance of duty including
malingering or slowing down of work.
j) Damage to any property of the Company.
k) Interference or tampering with any safety devices installed in or about
the premises of the Company.
l) Drunkenness or riotous or disorderly or indecent behavior in the
premises of the Company or outside such premises where such behavior
is related to or connected with the employment.
m) Gambling within the premises of the establishment.
n) Smoking within the premises of the establishment where it is prohibited.
o) Collection without the permission of the competent authority of any
money within the premises of the Company except as sanctioned by any
law of the land for the time being in force or rules of the Company.
p) Sleeping while on duty.

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q) Commission of any act, which amounts to a criminal offence involving

moral turpitude.
r) Absence from the employee's appointed place of work without
permission or sufficient cause.
s) Purchasing properties, machinery, stores, etc. from or selling
properties, machinery, stores etc., to the Company without express
permission in writing from the competent authority.
t) Commission of any acts subversive of discipline or of good behavior.
u) Sexual harassment of women employees.
v) Abetment of or attempt at abetment of any act which amounts to
misconduct.
The above instances of misconduct are illustrative in nature and not
exhaustive.

Note:
i) No employee of the company should join educational institutions or
courses of studies for university degrees without prior permission of the
competent authority (DOP&T’s OM No.130/54-Estt. (A) Dated
26.02.1955).
ii) Every employee is required to take prior permission for leaving station/
headquarters. For private visit abroad, the employee shall take prior
approval furnishing the details as in the proforma at Annexure-I
(DOP&T’s OM No.11013/7/2004-Estt. (A) Dated 05.10.2004).

Rule-6. Employment of near relatives of the employees of the

Company in any company or firm enjoying patronage of the
Company
a) No employee shall use his position or influence directly or indirectly to
secure employment for any person related, whether by blood or
marriage to the employee or to the employee's wife or husband,
whether such a person is dependent on the employee or not.
b) No employee shall, except with the previous sanction of the competent
authority, permit his son, daughter or any member of the family to
accept employment with any company or firm with which he has official
dealings, or with any company or firm, having official dealings with the
Company.
Provided that where the acceptance of the employment cannot await the
prior permission of the competent authority the employment may be
accepted provisionally subject to the permission of the competent
authority, to whom the matter shall be reported forthwith.
c) No employee shall in the discharge of his official duties deal with any

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matter or give or sanction any contract to any company or firm or any

other person if any member of his family is employed in that company or
firm or under that person or if he or any member of his family is
interested in such matter or contract in any other matter and the
employee shall refer every such matter or contract to his official superior
and the matter or the contract shall thereafter be disposed of according
to the instructions of the authority to whom the reference is made.

Rule 7. Taking part in demonstration, politics and elections

a) No employee of the Company shall engage himself or participate in any
demonstration which involves incitement to an offence.
b) No employee of the company shall engage himself in the following kinds
of activities:
i) To be an office-bearer of a political party or an organization which
takes part in politics;
ii) To take part in or assist in any manner in any movement /agitation or
demonstration of a political nature;
iii) To take part in an election to any legislature or local authority.
iv) To canvass in any election to any legislature or local authority.

Rule 8. Connection with Press or other media

a) No employee of the Company shall, except with the previous sanction of
the competent authority, own wholly or in part, of conduct or participate
in the editing or management of, any newspaper or other periodical
publication or electronic media.
b) No employee of the Company shall, except with the previous sanction of
the Competent authority or the prescribed authority, or in the bonafide
discharge of his duties, participate in a radio/media/electronic
broadcast or contribute any article or write any letter either in his own
name or anonymously, pseudonymously, or in the name of any other
person to any newspaper or periodical.
Provided that no such sanction shall be required if such broadcast or such
contribution is of a purely literary, artistic or scientific character.

Rule-9. Criticism of Government and the Company

No employee shall in any electronic broadcast or in any document published
under his name or in the name of any other person or in any communication
to the press, or in any public utterances, make any statement:
a) which has the effect of adverse criticism of any policy or action of the
Central or State Governments, or of the Company; or
b) which is capable of embarrassing the relations between the Company
and the public.

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Provided that nothing in these rules shall apply to any statement made or views
expressed by an employee, of purely factual nature which are not considered to
be of a confidential nature, in his official capacity or in due performance of the
duties assigned to him.
Provided further that nothing contained in this clause shall apply to bonafide
expression of views by him as an office-bearer of a recognized trade union for
the purpose of safeguarding the conditions of service of such employees or for
securing an improvement thereof.

Rule-10. Evidence before Committee or any other Authority

a) Save as provided in sub-rule (c) below, no employee of the Company
shall, except with the previous sanction of the competent authority, give
evidence in connection with any enquiry conducted by any person,
committee or authority.
b) Where any sanction has been accorded under sub-rule (a), no employee
giving such evidence shall criticize the policy or any action of the Central
Government or of State Governments, or of the Company.
c) Nothing in this rule shall apply to-
i) evidence given at any enquiry before an authority appointed by the
Government, Parliament or a State Legislator or any Corporation/
Company;
ii) evidence given in any judicial enquiry; or
iii) evidence given at any departmental enquiry ordered, by authorities
subordinate to the Government.

Rule-11. Communication of official information

Every employee shall in performance of his duties in good faith,
communicate information to a person in accordance with the Right to
Information Act, 2005 (22 of 2005) and the rules made there under:
Provided that no employee shall, except in accordance with any general or
special order of the Company or in the performance in good faith of the
duties assigned to him, communicate, directly or indirectly, any official
document or any part thereof to any officer or other employee, or any other
person to whom he is not authorized to communicate such document or
information.

Rule-12. Gifts
a) Save as otherwise provided in these rules, no employee of the Company
shall accept or permit any member of his family or any other person
acting on his behalf to accept any gift.
b) On occasions such as weddings, anniversaries, funerals or religious
functions, when the making of gifts is in conformity with the prevailing

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religious or social practices, an employee of the Company may accept

gifts from his or her near relatives, but employee shall make a report to
the competent authority if the value of the gift exceeds.
(i) Rupees twenty-five thousand in the case of the Manager & above.
(ii) Rupees fifteen thousand in the case of Assistant Manager and below.
From his /her personal friends having no official dealing with the
employee, but employee shall make a report to the competent
authority if the value of any such gift exceeds Rupees one thousand five
hundred in the case of all employees.
(Circular No. 05/2019 dated 08.05.2019)
c) In any other case, an employee of the Company shall not accept or
permit any other member of his/her family or any other person acting on
his/her behalf to accept any gifts without the sanction of the competent
authority if the value thereof exceeds Rupees one thousand five hundred
for all employees. (Circular No. 05/2019 dated 08.05.2019)
d) Provided that when more than one gift has been received from the same
person/firm within a period of 12 months, the matter shall be reported
to the competent authority if the aggregate value of the gifts exceeds
Rupees twenty-five thousand for Manager & above and Rupees fifteen
thousand for Assistant Manager &below. (Circular No. 05/2019 dated
08.05.2019)
e) Provided that when more than one gift has been received from the same
person/firm within a period of 12 months, the matter shall be reported
to the competent authority if the aggregate value of the gifts exceeds
Rs.1500- for Assistant Manager & above and Rs.500- for Sr. Executive
& below.
f) Notwithstanding anything contained in sub-rules (b) & (c), an employee
of the company, being a member of the Indian delegation or otherwise,
may receive and retain gifts from foreign dignitaries if the market value
of gifts received on one occasion does not exceed rupees one thousand.
In all other cases, the acceptance and retention of such gifts shall be
regulated by the instructions issued by the company in this regard from
time to time.
g) An employee of the company shall not accept any gifts from any foreign
firm which is either contracting with the company or is one with which
the employee had, has or is likely to have official dealings. Acceptance of
gifts by an employee of the company from any other firm shall be subject
to the provisions of sub-rule © above.

Note:
i) The expression "gift" shall include free transport, boarding, lodging
or other service or any other pecuniary advantage when provided by

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any person other than a near relative or a personal friend having no

official dealings with the employee.
ii) An employee of the Company shall avoid acceptance of lavish or
frequent hospitality from any individual or firm having official
dealings with him.

Rule-13. Dowry
No employee of the Company shall-
a) give or take or abet the giving or taking of Dowry; or
b) demand, directly or indirectly, from the parents or guardian of a bride or
bridegroom, as the case may be, any Dowry.
Explanation: For the purposes of this rule ‘dowry’ has the same meaning as
in Dowry Prohibition Act, 1961 (28 of 1961).

Rule-14. Private Trade or employment

a) No employee of the Company shall except with the previous sanction of
the competent authority, engage directly or indirectly in any trade or
business or undertake any other employment.
Provided that an employee may, without such sanction, undertake
honorary work of a social or charitable nature or occasional work of
literary, artistic or scientific character, subject to the condition that his
official duties do not thereby suffer.
b) Every employee of the Company shall report to the competent authority,
if any member of his family is engaged in a trade or business or owns or
manages an insurance agency or commission agency.
c) No employee of the Company shall, without the previous sanction of the
competent authority except in the discharge of his official duties, take
part in the registration, promotion or management of any bank or other
company which is required to be registered under the Companies Act,
1956 (I of 1956) or other law for the time being in force or any
cooperative society for commercial purposes;
Provided that an employee of the Company may take part in the
registration, promotion or management of a consumer/House Building
Co-operative society substantially for the benefit of employees of the
Company, registered under the Cooperative Societies Act, 1912 (2 of
1912) or any other law for the time being in force, or of a literary,
scientific or charitable society registered under the Societies
Registration Act, 1860 (21 of 1860), or any corresponding law in force.
d) No employee of the Company may accept any fee or any pecuniary
advantage for any work done by him for any public body or any private
person without the sanction of the competent authority.

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Rule-15. Restriction on joining private commercial undertaking after

retirement
a) No Functional Director of the Company including the Chief Executive
who has retired/resigned from the service of the Company, after such
retirement/ resignation, shall accept any appointment or post, whether
advisory or administrative, in any firm or company, whether Indian or
foreign, with which the Company has or had business relations, within
one year from the date of retirement without prior approval of the
Government.
b) The term "retirement" mentioned in sub-rule (a) above includes
resignation; but not cases of those whose term of appointment was not
extended by Government for reasons other than proven misconduct.
The term ‘business relations’ include ‘official dealings’ as well.
c) Functional Directors including Chief Executive who after superannuation
or resignation accept employment in private commercial firms without
prior sanction of the Government, will henceforth be debarred from
being appointed as full time/part time Directors of the CPSEs. Further, in
order to secure compliance of the restrictions, the CPSEs shall secure a
bond from the concerned person at the time of his/her employment/
retirement/resignation as Director in CPSEs for an appropriate sum of
money payable by him/her as damages for any violation of the
restrictions.
d) The Administrative Ministry will be competent to consider and decide
requests for post-retirement employment received from former Board
level executives in consultation with DPE and with the approval of their
Minister-in-charge. With a view to ensuring that all relevant particulars
are available for considering the application for permission to take post-
retirement employment, the application should be sent in the format as
at Annexure-II.

Rule 16. Investment, lending and borrowing

a) No employee shall, save in the ordinary course of business with a bank,
the Life Insurance Corporation or a firm of standing, borrow money from
or lend money to or otherwise place himself under pecuniary obligation
to any person with whom he has or is likely to have official dealings or
permit any such borrowing, lending or pecuniary obligation in his name
or for his benefit or for the benefit of any member of his family.
b) A full time Director or any executive/employee involved in the decision
making process of fixation of price of an Initial Public Offering/Follow-up
Public Offering (IPO/FPO) of shares of a CPSE shall not apply either
himself/herself or through any member of his/her family or through any
other person acting on his/her behalf for allotment of shares (which
includes all types of equity related instruments) in an IPO/FPO of such

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CPSE, even out of the category of preferential quota reserved for

employees/Directors of the CPSE.
c) All executives/employees including full time Directors of CPSEs who are
in possession of unpublished price sensitive information would be
prohibited from dealing/transacting either in their own name or through
any member of their family in the shares of their own company.
d) Full-time Director or executives/employee of a CPSE or any member of
his/her family or any person acting on his/her behalf shall not apply for
shares out of any preferential quota reserved for employees/Directors
of other companies.
e) All employees of the CPSEs would be required to disclose to the company
all transactions of purchase/sale of shares worth Rs.20,000/- or more in
value or existing holding/interest in the shares worth Rs.20,000/- or
more in his/her own company either in his/her own name or in the name
of any family member to report to the company indicating quantity,
price, date of transaction and nature of interest within 4 working days.

Rule 17. Insolvency and habitual indebtedness

a) An employee of the Company shall avoid habitual indebtedness unless
he proves that such indebtedness or insolvency is the result of
circumstances beyond his control and does not proceed from
extravagance or dissipation.
b) An employee of the Company who applies to be or is adjudged
or declared insolvent shall forthwith report the fact to his
competent authority.

Rule 18. Movable, Immovable and Valuable property

a) No employee of the Company shall except with the previous knowledge
of the competent authority, acquire or dispose of any immovable
property by lease, mortgage, purchase, sale, gift or otherwise, either
in his own name or in the name of any member of his family.
(Annexure-III).
b) No employee of the Company shall except with the previous sanction of
the competent authority, enter into any transaction concerning any
immovable or movable property with a person or a firm having official
dealings with the employee or his subordinate.
c) No Company employee shall speculate in any stock share or other
investments. Frequent purchase or sale or both of shares, debentures
or other investments shall be deemed to be speculation within the
meaning of this sub-rule.
d) Every employee of the Company shall report to the competent authority
every transaction concerning movable property owned or held by him in

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his own name or the name of a member of his family, within one month
from the date of such transaction, if the value of such property exceeds
two months basic pay of the official as in Annexure-IV. The term
“every transaction concerning movable property owned or held by him”
includes all transactions of sale or purchase.
(Circular No. 05/2019 dated 08.05.2019)

e) An intimation shall also be made as in Annexure-V, where cumulative

transactions i.e. total transactions in shares, securities, debentures,
mutual funds scheme, etc. exceeds six months basic pay of the
employee during the calendar year (to be submitted by 31st January of
subsequent calendar year).
(Circular No. 05/2019 dated 08.05.2019)

f) For the purposes of this sub-rule, the definition of movable property

would include:-
i) Jewellery, insurance policies the annual premium of which exceeds
two months’ basic pay of the official;(Vide Circular No. 05/2019
dated 08.05.2019)
ii) Shares, securities and debentures;
iii) All Loans, whether secured or not, advanced or taken by the
employee;
iv) Motor cars, motor cycles, or any other means of conveyance; and
v) Refrigerators, radios, radiogram and television sets.
g) Transaction entered into by the spouse or any other member of family of
an employee of the company out of his or her own funds (including
stridhan, gifts, inheritance etc.) as distinct from the funds of the
employee of the company himself, in his or her own name and in his or
her own right, would not attract the provisions of the above sub-rules.
h) Every employee shall, on first appointment in the Company, submit a
return of assets and liabilities as in Annexure-VI giving the full
particulars regarding:-
(i) The immovable property inherited by him, or owned or acquired
by him, held by him on lease or mortgage, either in his own name
or in the name of any member of his family or in the name of any
other person;
(ii) Shares, debentures, and cash including bank deposits inherited
by him or similarly owned, acquired, or held by him;
(iii) Other movable property inherited by him or similarly owned,
acquired or held by him if the value of such property exceeds two
months’ basic pay of the official.(Circular No. 05/2019 dated
08.05.2019)

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(iv) Debts and other liabilities incurred by him directly or indirectly;

i) Employees belonging to Junior Manager & above shall, submit an Annual
Property Return (APR) in January every year as in Annexure-VII
giving full particulars regarding the immovable property inherited/
owned/acquired/held by him on lease or mortgaged either in his own
name or in the name of any member of his family or in the name of any
other person.
j) The competent authority may, at any time, by general or special order
require an employee to submit, within a period specified in the order a
full and complete statement of such movable or immovable property
held or acquired by him or on his behalf or by any member of his family
as may be specified in that order. Such statement shall, if so required by
the competent authority, include details of the means by which, or the
source from which such property was acquired.

Clarification-1:
It is clarified that the transactions entered into by the spouse or any other
member of family of an employee of the Company out of his or her own funds
(including stridhan, gifts, inheritance, etc.) as distinct from the funds of the
employee of the Company himself/herself in his/her own name and in
his/her own right, would not attract the provisions of Rule 18 (a), (b) and (d).
(Circular No. 26/2022 dated 18.07.2022)

Rule 19. Canvassing of non-official or other influence

No employee shall bring or attempt to bring any outside influence to bear
upon any superior authority to further his interests in respect of matters
pertaining to his service in the Company.
1. No employee shall send any representation regarding his/her service
matters directly to any authority in Corporate Office. If the employee
wishes to raise any grievance or claim in relation to his/her service
matter, the representation should be addressed to his/her immediate
superior authority. In case the said authority is not competent to deal
with the same, he/she will forward the same to Corporate Office along
with his/her comments. In no case shall the employee send his/her
representation directly to Corporate Office. Violation of these
instructions will invite action under the D&AR Rules.
(Circular No. 268/2023 dated 06.04.2023)

Rule 20. Bigamous marriages

a) No employee shall enter into, or contract, a marriage with a person
having a spouse living; and
b) No employee, having a spouse living, shall enter into, or contract, a
marriage with any person;

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Provided that the Board may permit an employee to enter into, or

contract, any such marriage as is referred to in clause (a) or clause (b) if
it is satisfied that-
i) such marriage is permissible under the personal law applicable to
such employee and the other party to the marriage; and
ii) There are other grounds for so doing.
c) The employee who has married or marries a person other than that of
Indian nationality, shall forthwith intimate the fact to the Competent
Authority through HR/Corporate Office.

Rule 21. Consumption of intoxicating drinks and drugs

An employee of the Company shall:-
a) Strictly abide by any law relating to intoxicating drinks or drugs in force
in any area in which he may happen to be for the time being;
b) Not be under the influence of any intoxicating drink or drug during the
course of his duty and shall also take due care that the performance of
his duties at any time is not affected in any way by the influence of such
drink or drug;
c) Refrain from consuming any intoxicating drink or drug in a public place;
d) Not appear in public place in state of intoxication;
e) Not use any intoxicating drink or drug to excess.
Explanation – For the purposes of this rule, ‘Public Place’ means any place or
premises (including clubs, even exclusively meant for members where it is
permissible for the members to invite non-members as guests, bars and
restaurants, conveyance) to which the public have or are permitted to have
access, whether on payment or otherwise.

Rule 22. Suspension

a) The appointing authority or any authority to which it is subordinate or
the disciplinary authority or any authority empowered in that behalf by
the management by general or special order may place an employee
under suspension-
i) Where disciplinary proceeding against him is contemplated or is
pending; or
ii) Where case against him in respect of any criminal offence is under
investigation or trial.
b) An employee shall be deemed to have been placed under suspension by
an order of appointing authority –
i) with effect from the date of his detention, if he is detained in custody,
whether on a criminal charge or otherwise, for a period exceeding
forty-eight hours;

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ii) with effect from the date of his conviction, if, in the event of a
conviction for an offence, he is sentenced to a term of imprisonment
exceeding forty-eight hours and is not forthwith dismissed or
removed or compulsorily retired consequent to such conviction. The
period of forty-eight hours shall be computed from the
commencement of the imprisonment after the conviction and for this
purpose, intermittent periods of imprisonment, if any, shall be taken
into account.
c) Where a penalty of dismissal or removal from service imposed upon an
employee under suspension is set aside on appeal or on review under
these rules and the case is remitted for further inquiry or action or with
any other directions, the order of his suspension shall be deemed to
have continued in force on and from the date of the original order of
dismissal or removal and shall remain in force until further orders.
d) Where a penalty of dismissal or removal from service imposed upon an
employee is set aside or declared or rendered void in consequence of or
by a decision of a court of law and the disciplinary authority, on
consideration of the circumstances of the case, decides to hold a further
inquiry against him on the allegations on which the penalty of dismissal
or removal was originally imposed, the employee shall be deemed to
have been placed under suspension by the appointing authority from
the date of the original order of dismissal or removal and shall continue
to remain under suspension until further orders.
e) Subject to the provision contained in sub rule (h) an order of suspension
made or deemed to have been made under this rule shall continue to
remain in force until it is modified or revoked by the authority competent
to do so.
f) An order of suspension made or deemed to have been made under this
Rule may at any time be revoked by the authority, which made or is
deemed to have made the order or by any authority to which that
authority is subordinate.
g) An order of suspension made or deemed to have been made under this
rule shall be reviewed by the authority competent to modify or revoke
the suspension, before expiry of ninety days from the effective date of
suspension, on the recommendation of the Review Committee
constituted for the purpose and pass orders either extending or revoking
the suspension. Subsequent reviews shall be made before expiry of the
extended period of suspension. Extension of suspension shall not be for
a period exceeding one hundred and eighty days at a time.
h) An order of suspension made or deemed to have been made under sub-
rules (a) or (b) of this rule shall not be valid after a period of ninety days
unless it is extended after review, for a further period before the expiry
of ninety days:

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Provided that no such review of suspension shall be necessary in the

case of deemed suspension under sub-rule (b), if the employee
continues to be under suspension at the time of completion of ninety
days of suspension and the ninety days period in such case will count
from the date the employee detained in custody is released from
detention or the date on which the fact of his release from detention is
intimated to his appointing authority, whichever is later.
Notes:
i) It shall be the duty of the employee who may be arrested for any
reason to intimate the fact of his arrest and the circumstances
connected therewith to his official superior promptly even though he
might have subsequently been released on bail. Failure on the part
of any employee to so inform his official superiors will be regarded as
suppression of material information and will render him liable to
disciplinary action on this ground alone, apart from the action that
may be called for on the outcome of the police case against him.
ii) The headquarters of an employee should normally be assumed to be
his last place of duty. However, where an individual under
suspension requests for a change of headquarters, there is no
objection to a competent authority changing the headquarters if it is
satisfied that such a course will not put company to any extra
expenditure like grant of T.A. etc. or other complications.
iii) Application of an employee for appointment, whether by Direct
Recruitment, deputation or transfer, to any other post should not be
considered/forwarded if: He is under suspension; or Disciplinary
proceedings are pending against him and a charge sheet has been
issued; or Sanction for prosecution, where necessary has been
accorded by the competent authority; or where a prosecution
sanction is not necessary, a charge sheet has been filed in a court of
law against him for criminal prosecution.
iv) The company reserves the right not to accept the resignation of the
employee who is under suspension or against whom disciplinary
cases are pending and contemplated or a decision has been taken
by the competent authority to issue a charge sheet(DPE’s
guidelines no. 2(28)/75-BPE(GM-I) dated 09.12.1982 and further
instructions thereon).
v) Promotion of an employee under suspension / in respect of whom
a charge sheet has been issued and the disciplinary proceedings
are pending / prosecution for a criminal charge is pending, shall be
governed as per “Sealed Cover Procedure” contained in DOP&T’s
OM no. 22011/4/91-Estt.(A) dated 14.09.1992 & further
instructions thereon.

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vi) Guidelines for constitution and composition of review committee for

the purpose of sub rule-(g) shall be governed in terms of (DOP&T’s
OM No. 11012/4/2003-Estt. (A) dated 07.01.2004).

Rule 23. Subsistence Allowance

a) An employee under suspension shall be entitled to draw subsistence
allowance equal to 50 percent of his basic pay provided the disciplinary
authority is satisfied that the employee is not engaged in any other
employment or business or profession or vocation. In addition, he shall
be entitled to Dearness Allowance admissible on such subsistence
allowance and any other compensatory allowance of which he was in
receipt on the date of suspension provided the suspending authority is
satisfied that the employee continues to meet the expenditure for which
the allowance was granted.
b) Where the period of suspension exceeds six months, the authority which
made or is deemed to have made the order of suspension shall be
competent to vary the amount of subsistence allowance for any period
subsequent to the period of the first six months as follows:-
i) The amount of subsistence allowance may be increased to 75
percent of basic pay and allowances thereon, if in the opinion of the
said authority, the period of suspension has been prolonged for
reasons to be recorded in writing not directly attributable to the
employee under suspension;
ii) The amount of subsistence allowance may be reduced to 25 percent
of basic pay and allowances thereon, if in the opinion of the said
authority, the period of suspension has been prolonged due to the
reasons to be recorded in writing directly attributable to the
employee under suspension.
c) If an employee is arrested by the Police on a criminal charge and bail
is not granted, no subsistence allowance is payable. On grant of bail, if
the competent authority decides to continue the suspension, the
employee shall be entitled to subsistence allowance from the date he is
granted bail.
d) No payment shall be made unless the employee furnishes a certificate
that he is not engaged in other employment, business profession or
vocation.
e) Deductions from subsistence allowance may be made on items like
House Rent, Income Tax, where due, loans and advances, etc.

Rule 24. Treatment of the period of suspension

a) When the employee under suspension is reinstated, the competent
authority may grant to him the following pay and allowances for the
period of suspension:

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i) If the employee is exonerated and not awarded any of the penalties

mentioned in Rule 25 the full pay and allowances which he would
have been entitled to if he had not been suspended, less the
subsistence allowance already paid to him; and
ii) If otherwise, such proportion of pay and allowances as the
competent authority may prescribe.
b) In a case falling under sub-clause (a) (i) the period of absence from duty
will be treated as a period spent on duty. In case failing under sub-clause
(a) (ii) it will not be treated as a period spent on duty unless the
competent authority so directs.

Rule 25. Penalties

The following penalties may be imposed on an employee, as hereinafter
provided, for misconduct committed by him or for any other good and
sufficient reasons.

Minor Penalties
(a) Censure;
(b) withholding of increments of pay with or without cumulative effect;
(c) withholding of promotion;
(d) recovery from pay of the whole or part of any pecuniary loss caused to
the Corporation/Company by negligence or breach of order;
(e) Reduction to a lower stage in the time scale of pay for a period not
exceeding 3(Three) years, without cumulative effect and not adversely
affecting his terminal benefits.

Major Penalties
(f) Save as provided in clause (e), reduction to a lower stage in the time
scale of pay for a specified period, with further directions as to whether
or not the employee will earn increments of pay during the period of
such reduction and whether on expiry of such period, the reduction will
or will not have the effect of postponing the future increment of pay;
(g) Reduction to a lower time scale of pay, grade, post or Service, which
shall ordinarily be a bar to the promotion of the employee to the time-
scale of pay, grade, post from which he was reduced, with or without
further directions regarding conditions of restoration to the grade or
post from which the employee was reduced and his seniority and pay on
such restoration to that grade or post;
(h) Compulsory retirement;
(i) Removal from service which shall not be a disqualification for future
employment under the Govt. or the Corporation/Company owned or
controlled by the Govt.;

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(j) Dismissal from service which shall ordinarily be a disqualification for

future employment under the Govt. or the Corporation/Company owned
or controlled by the Govt.;
Provided that, in every case in which the charge of possession of assets
disproportionate to known sources of income or the charge of acceptance
from any person of any gratification, other than legal remuneration, as a
motive or reward for doing or forbearing to do any official act is
established, the penalty mentioned in clause (i) or (j) shall be imposed.
Provided, further, that in any exceptional case and for special reasons
recorded in writing, any other penalty may be imposed.
Explanation: The following shall not amount to a penalty within the
meaning of this rule-
a) With-holding of increment of an employee on account of his work being
found unsatisfactory or not being of the required standard, or for failure
to pass a prescribed test or examination;
b) Stoppage of an employee at the efficiency bar in a time scale, on the
ground of his unfitness to cross the bar;
c) Non-promotion, whether in an officiating capacity or otherwise, of an
employee, to a higher post for which he may be eligible for consideration
but for which he is found unsuitable after consideration of his case;
d) Reversion to a lower grade or post, of an employee officiating in higher
grade or post, on the ground that he is considered, after trial, to be
unsuitable for such higher grade or post, or on administrative ground
unconnected with his conduct;
e) Reversion to his previous grade or post, of an employee appointed on
probation to another grade or post, during or at the end of the period of
probation in accordance with the terms of appointment;
f) Replacement of the services of an employee, whose services had been
borrowed from any Ministry or Department of the Central/State Govt. or
PSU or an authority under the control of the Central/State Govt., at the
disposal of the Government/PSU/authority from which the services of
such employee had been borrowed.
g) Compulsory retirement of an employee in accordance with the
provisions relating to his superannuation or retirement.
h) Termination of Service
i) of an employee appointed on probation, during or at the end of the
period of probation, in accordance with the terms of his appointment;
ii) of an employee appointed in a temporary capacity otherwise than
under a contract or agreement, on the expiration of the period for
which he was appointed, or earlier in accordance with the terms of
his appointment;

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iii) of an employee appointed under a contract or agreement, in

accordance with the terms of such contract or agreement; and
iv) of any employee on reduction of establishment.

Note:
i) Cases of promotion of an employee during the pendency of disciplinary
proceedings and after imposition of any of the prescribed penalties
would be regulated in terms of instructions issued by DOP&T from time
to time.
(DOP&T’s OM No. 39/21/56-Estt(A) dated13.12.1956,OM No. 21/5/70-
Estt(A) dated 15.05.1971, OM No.22011/2/78-Estt(A) dated 16.02.1979, OM
No.22011/4/91-Estt.(A) dated 14.09.1992,OM No. 22012/1/99-Estt(D) dated
25.10.2004, OM No.22034/5/2004-Estt (D) dated 15.12.2004, OM No.
11012/2/2005-Estt.(A) dated14.05.2007,OMNo.11012/6/2008-Estt(A),
dated 07.07.2008, etc.)

Rule 26. Disciplinary Authority

The Disciplinary Authority, as specified in the Schedule or any authority
higher than it may impose any of the penalties specified in Rule 25 on
any employee of the company.

Rule 27. Procedure for imposing major penalties

a) No order imposing any of the major penalties specified in Clauses (f) to
(j) of Rule 25 shall be made except after an inquiry is held in accordance
with this rule.
b) Whenever the disciplinary authority is of the opinion that there are
grounds for inquiring into the truth of any imputation of misconduct or
misbehavior against an employee, it may itself inquire into, or appoint
any serving or retired public servant (hereinafter called the inquiring
authority) to inquire into the truth thereof.
(Letter No. HQ/HR/3/CDA Rules/17 dated 21.11.2011)
Provided that where there is a complaint of sexual harassment within
the meaning of Rule 4-(c) of this rule, the complaints Committee
established for inquiring into such complaints, shall be deemed to be the
inquiring authority appointed by the disciplinary authority for the
purpose of these rules and the Complaints Committee shall hold, if
separate procedure has not been prescribed for the complaints
committee for holding the inquiry into the complaints of sexual harassments,
the inquiry as far as practicable in accordance with the procedure laid down in
these rules.
c) Where it is proposed to hold an inquiry, the disciplinary authority shall
frame definite charges on the basis of the allegations against the
employee. The charges, together with a statement of the allegations, on
which they are based, a list of documents by which and a list of

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witnesses by whom, the articles of charge are proposed to be sustained,

shall be communicated in writing to the employee, who shall be required
to submit within such time as may be specified by the Disciplinary
Authority (not exceeding 15 days) a written statement whether he
admits or denies any of or all the Articles of Charge.
Explanation- It will not be necessary to show the documents listed with
the charge-sheet or any other document to the employee at this stage.
d) On receipt of the written statement of the employee, or if no such
statement is received within the time specified, an inquiry may be held
by the Disciplinary Authority itself, or by any other public servant
appointed as an Inquiring Authority under sub-clause (b).
Provided that, it may not be necessary to hold an inquiry in respect of
the charges admitted by the employee in his written statement. The
disciplinary authority shall, however, record its findings on each such
charge.
e) Where the disciplinary authority itself inquires or appoints an inquiring
authority for holding an inquiry, it may, by an order appoint a public
servant to be known as the "Presenting Officer" to present on its behalf the
case in support of the articles of charge.
f) The employee may take the assistance of any other public servant but
may not engage a legal Practitioner for the purpose, unless the
Presenting Officer appointed by the disciplinary authority is a legal
practitioner, or the disciplinary authority, having regard to the
circumstances of the case, so permits. However, nomination of an
assisting public servant shall not be accepted if at the time of
nomination, the assisting public servant has two pending disciplinary
cases on hand in which he has to function as Defence Assistant. It is
clarified that, when on behalf of the disciplinary authority, the case is
being presented by a Prosecuting Officer of the Central Bureau of
Investigation or a Government Law Officer (such as Legal Adviser, Junior
Legal Adviser), there are evidently good and sufficient circumstances
for the disciplinary authority to exercise his discretion in favour of the
delinquent officer and allow him to be represented by a Legal
Practitioner. Any exercise of discretion to the contrary in such cases is
likely to be held by the court as arbitrary and prejudicial to the defence
of the delinquent Government servant.
g) On the date fixed by the inquiring authority, the employee shall appear
before the Inquiring Authority at the time, place and date specified in
the notice. The inquiring authority shall ask the employee whether he
pleads guilty or has any defense to make and if he pleads guilty to any of
the articles of charge, the inquiring authority shall record the plea, sign
the record and obtain the signature of the employee concerned thereon.
The Inquiring Authority shall return a finding of guilt in respect of those
articles of charge to which the employee concerned pleads guilty.

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h) If the employee does not plead guilty, the inquiring authority shall
adjourn the case to a later date not exceeding thirty days after recording
an order that the employee may, for the purpose of preparing his
defense:
i) Inspect the documents listed with charge-sheet.
ii) submit a list of additional documents and witnesses that he wants to
examine; and
iii) Be supplied with the copies of the statements of witnesses, if any,
listed in the charge-sheet.
Note: Relevancy of the additional document and the witnesses referred to in
sub-clause h (ii) above will have to be given by the employee concerned and
the documents and the witnesses shall be summoned if the inquiring
authority is satisfied about their relevance to the charges under inquiry.
i) The inquiring authority shall ask the authority in whose custody or
possession the documents are kept, for the production of the
documents on such date as may be specified.
j) The authority in whose custody or possession the requisitioned
documents are, shall arrange to produce the same before the inquiring
authority on the date, place and time specified in the requisition notice.
Provided that the authority having the custody or possession of the
requisitioned documents may claim privilege if the production of such
documents will be against the public interest or the interest of the
Company. In the event, it shall inform the inquiring authority
accordingly.
k) On the date fixed for the inquiry, the oral and documentary evidence by
which the articles of charge are proposed to be proved shall be produced
by or on behalf of the disciplinary authority. The witnesses shall be
examined by or on behalf of the Presenting Officer and may be cross-
examined by or on behalf of the employee. The Presenting Officer shall
be entitled to re-examine the witness on any points on which they have
been cross-examined, but not on a new matter, without the leave of the
Inquiring Authority. The Inquiring Authority may also put such
questions to the witnesses as it thinks fit.
l) Before the close of the prosecution case, the inquiring authority may, in
its discretion allow the Presenting Officer to produce evidence not
included in the charge sheet or may itself call for new evidence or recall
or re-examine any witness. In such case the employee shall be given
opportunity to inspect the documentary evidence before it is taken on
record; or to cross-examine a witness, who has been so summoned.
m) When the case for the disciplinary authority is closed, the employee may
be required to state his defense, orally or in writing as he may prefer. If
the defense is made orally, it shall be recorded and the employee shall

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be required to sign the record. In either case a copy of the statement of

defense shall be given to the Presenting Officer, if any appointed.
n) The evidence on behalf of the employee shall then be produced. The
employee may examine himself in his own behalf if he so prefers. The
witnesses produced by the employee shall then be examined and shall
be liable to cross-examination, re-examination and examination by the
inquiring authority according to the provision applicable to the
witnesses for the disciplinary authority.
o) The Inquiring Authority may, after the employee closes his case, and
shall, if the employee has not examined himself, generally question him
on the circumstances appearing against him in the evidence for the
purpose of enabling the employee to explain any circumstances
appearing in the evidence against him.
p) The inquiring authority may, after the completion of the production
of the evidence, hear the Presenting Officer, if any, and the employee
or the permit them to file written briefs of their respective cases, if they
so desire.
q) If any employee does not submit the written statement of defense
referred to in sub-rule (c) on or before the date specified for the purpose
or does not appear in person, or through the assisting officer or
otherwise fails or refuses to comply with any of the provisions of these
rules, the inquiring authority may hold the enquiry ex parte.
r) Whenever any inquiring authority, after having heard and recorded the
whole or any part of the evidence in an inquiry ceases to exercise
jurisdiction therein, and is succeeded by another inquiring authority
which has, and which exercises, such jurisdiction, the inquiring
authority so succeeding may act on the evidence so recorded by its
predecessor, or partly recorded by its predecessor and partly recorded
by itself.
Provided that if the succeeding inquiring authority is of the opinion that
further examination of any of the witnesses whose evidence has already
been recorded is necessary in the interest of justice, it may recall,
examine, cross-examine and re-examine any such witnesses as herein
before provided.
s) After the conclusion of the inquiry, a report shall be prepared and it shall
contain-
i) a gist of the articles of charge and the statement of the imputations
of misconduct or misbehavior;
ii) a gist of the defense of the employee in respect of each article
of charge;
iii) and assessment of the evidence in respect of each article of charge;
iv) The findings on each article of charge and the reasons therefor.

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Explanation-if in the opinion of the inquiring authority the proceedings

of the inquiry establish any article of charge different from the original
articles of the charge, it may record its findings on such article of charge.
Provided that the findings on such article of charge shall not be recorded
unless the employee has either admitted the facts on which such article
of charge is based or has had a reasonable opportunity of defending
himself against such article of charge.
t) The inquiring authority, where it is not itself the disciplinary authority,
shall forward to the disciplinary authority the records of inquiry which
shall include-
i) The report of the inquiry prepared by it under sub-clause (s)above:
ii) The written statement of defense if any submitted by the employee
referred to in sub-rule (m)
iii) The oral and documentary evidence produced in the course of the
inquiry;
iv) Written briefs referred to in sub-rule (p) if any; and
v) The orders if any made by the disciplinary authority and the inquiring
authority in regard to the inquiry.

Rule 28. Action on the inquiry report

a) The disciplinary authority, if it is not itself the inquiring authority may,
for reason to be recorded by it in writing remit the case to the inquiring
authority for fresh or further inquiry and report and the inquiry authority
shall thereupon proceed to hold the further inquiry according to the
provisions of Rule 27 as far as may be.
b) The disciplinary authority shall, if it disagrees with the findings of the
inquiring authority on any article of charge, record its reasons for such
disagreement and record its own findings on such charge, if the
evidence on record is sufficient for the purpose.
c) If the disciplinary authority having regard to its findings on all or any of
the articles of charge is of the opinion that any of the penalties specified
in Rule 25 should be imposed on the employee it shall, notwithstanding
anything contained in Rule 29, make an order imposing such penalty.
d) If the disciplinary authority having regard to its findings on all or any of
the articles of charge is of the opinion that no penalty is called for, it may
pass an order exonerating the employee concerned.

Rule 29. Procedure for imposing minor penalties

a) Where it is proposed to impose any of the minor penalties specified in
clauses (a) to (e) of Rule 25, the employee concerned shall be informed
in writing of the imputations of misconduct or misbehavior against him
and give an opportunity to submit his written statement of defense

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within a specified period not exceeding 15 days. The defense statement,

if any, submitted by the employee shall be taken into consideration by
the disciplinary authority before passing orders.
b) The record of the proceedings shall include –
i) A copy of the statement of imputations of misconduct or misbehavior
delivered to the employee;
ii) His defense statement, if any; and
iii) The orders of the disciplinary authority together with the reason
therefor.

Rule 30. Communication of orders

Orders made by the Disciplinary Authority under Rule 28 or Rule 29 shall be
communicated to the employee concerned, who shall also be supplied with a
copy of the report of inquiry, if any.

Rule 31. Common proceedings

Where two or more employees are concerned in a case, the authority
competent to impose a major penalty on all such employees may make an
order directing that disciplinary proceedings against all of them may be
taken in a common proceeding and the specified authority may function as
the disciplinary authority for the purpose of such common proceedings.

Rule 32. Special procedure in certain cases

a) Notwithstanding anything contained in Rule 27 or 28 or 29, the
disciplinary authority may impose any of the penalties specified in Rule
25 in any of the following circumstances:–
i) the employee has been convicted on a criminal charge, or on the
strength of facts or conclusions arrived at by a judicial trial ; or
ii) where the disciplinary authority is satisfied for reasons to be
recorded by it in writing that it is not reasonably practicable to hold
an enquiry in the manner provided in these Rules; or
iii) Where the Board is satisfied that in the interest of the security of the
Company, it is not expedient to hold any inquiry in the manner
provided in these rules.
b) Notwithstanding anything contained to the contrary in any other Rules,
the services of any employee shall be terminated by the Company:
i) If, his post is abolished or he is declared on medical grounds to be
unfit for services in the company, after giving three months’ notice to
a permanent employee and one months’ notice to a temporary
employee or pay in lieu thereof in both the cases.
ii) If, he remains on unauthorized absence for sixty days or more and
fails to explain his conduct satisfactorily within 15 days from the date

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of receipt of the ‘Show Cause Notice’ issued to him and review of the
case by a screening committee of two Functional Directors/General
Managers to be constituted for this purpose by the Managing
Director and the reasons for the decision would be recorded in
writing. The Management shall be empowered to take a decision
without resorting to further inquiries.
c) Disciplinary proceedings, if instituted while the employee was in service
whether before his retirement or during his re-employment, shall, after
the final retirement of the employee, be deemed to be proceeding and
shall be continued and concluded by the authority by which it was
commenced in the same manner as if the employee had continued in
service. The concerned employee will not receive any pay and/or
allowances after the date of superannuation. He will also not be entitled
for the payments of retirement benefits till the proceedings are
completed and final order is passed thereon except his own contribution
to CPF.
d) During the pendency of the disciplinary proceeding, the disciplinary
authority may withhold payment of gratuity, for ordering the recovery
from gratuity of the whole or part of any pecuniary loss caused to the
Company if the employee is found in a disciplinary proceeding or judicial
proceeding to have been guilty of offences/misconduct as mentioned in
sub-section (6) of Section 4 of the Payment of Gratuity Act, 1972 or to
have caused pecuniary loss to the company by misconduct or
negligence, during his service including service rendered on deputation
or on re-employment after retirement. However, the provisions of
Section 7(3) and 7(3A) of the Payment of Gratuity Act, 1972 should be
kept in view in the event of delayed payment, in case the employee is
fully exonerated.

Rule 33. Employees on deputation from the Central Government or the

State Government, etc.
a) Where an order of suspension is made or disciplinary proceeding is
taken against an employee, who is on deputation to the Company from
the Central or State Government, or another public undertaking, or a
local authority, the authority lending his services (hereinafter referred
to as the "lending authority") shall forthwith be informed of the
circumstances leading to the order of his suspension, or the
commencement of the disciplinary proceeding, as the case may be.
b) In the light of the findings in the disciplinary proceeding taken against
the employee:–
i. If the Disciplinary Authority is of the opinion that any of the minor
penalties should be imposed on him, it may pass such orders on the
case as it deems necessary after consultation with the Lending
Authority; provided that in the event of a difference of opinion

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between the Disciplinary and the Lending Authority, the services of

the employee shall be placed at the disposal of the Lending
Authority.
ii. If the Disciplinary Authority is of the opinion that any of the major
penalties should be imposed on him, it should replace his services at
the disposal of the Lending Authority and transmit to it the
proceedings of the enquiry for such action as it deems necessary.
c) If the employee submits an appeal against an order imposing a minor
penalty on him under sub-rule (b) (I), it will be disposed of after
consultation with the Lending Authority;
Provided that if there is a difference of opinion between the Appellate
Authority and the Lending Authority, the services of the employee shall
be placed at the disposal of the Lending Authority, and the proceedings
of the case shall be transmitted to that authority for such action as it
deems necessary.

Rule 34. Appeals

a) An employee may appeal against an order imposing upon him any of the
penalties specified in rule 25 or against the order of suspension referred
to in Rule 22. The appeal shall lie to the authority specified in the
schedule.
b) An appeal shall be preferred within one month from the date of
communication of the order appealed against. The appeal shall be
addressed to the Appellate Authority specified in the schedule and
submitted to the authority whose order is appealed against. The
authority whose order is appealed against shall forward the appeal
together with its comments and the records of the case to the appellate
authority within 15 days. The appellate authority shall consider whether
the findings are justified or whether the penalty is excessive or
inadequate and pass appropriate orders within three months of the date
of appeal. The appellate authority may pass order confirming,
enhancing, reducing or setting aside the penalty or remitting the case to
the authority which imposed the penalty or to any other authority with
such direction as it may deem fit in the circumstances of the case.
Provided that if the enhanced penalty which the appellate authority
proposes to impose is a major penalty specified in clauses (f) to (j) of
Rule-25 and an inquiry as provided in Rule 27 has not already been held
in the case, the appellate authority shall direct that such an enquiry be
held in accordance with the provisions of Rule-27 and thereafter
consider the record of the inquiry and pass such orders as it may deem
proper. If the appellate authority decides to enhance the punishment
but an enquiry has already been held as provided in Rule-27, the
appellate authority shall give a show cause notice to the employee as to
why the enhanced penalty should not be imposed upon him. The

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appellate authority shall pass final order after taking into account the
representation, if any, submitted by the employee.

Rule 35. Review

Notwithstanding anything contained in these rules, the reviewing authority
as specified in the schedule may call for the record of the case within six
months of the date of the final order and after reviewing the case pass such
orders thereon as it may deem fit.
Provided that if the enhanced penalty, which the reviewing authority
purposes to impose; is a major penalty specified in clauses (f) to (j) of Rule-
25 and an enquiry as provided under Rule-27 has not already been held in
the case, the reviewing authority shall direct that such an enquiry be held in
accordance with the provisions of Rule-27 and thereafter consider the record
of the enquiry and pass such order as it may deem proper. If the appellate
authority decides to enhance the punishment but an enquiry has already
been held in accordance with the provisions of Rule-27, the reviewing
authority shall give show cause notice to the employee as to why the
enhanced penalty should not be imposed upon him. The reviewing authority
shall pass final order after taking into account the representation, if any,
submitted by the employee.

Rule 36. Service of orders, notices, etc.

Every order, notice and other process made or issued under these rules shall
be served in person to the employee concerned or communicated to him by
registered post at his last known address.

Rule 37. Power to relax time-limit and to condone delay

Save as otherwise expressly provided in these rules, the authority
competent under these rules to make any order may, for good and
sufficient reasons or if sufficient cause is shown, extend the time specified in
these rules for anything required to be done under these rules or condone
any delay.

Rule 38. Savings

(a) Nothing in these rules shall be construed as depriving any person to
whom these rules apply, of any right of appeal, which had accrued to him
under the rules, which have been superseded by these rules.
(b) An appeal pending at the commencement of these rules against an order
made before the commencement of these rules shall be considered and
orders thereon shall be made, in accordance with these rules.
(c) The proceedings pending at the commencement of the rules shall be
continued and disposed as far as may be, in accordance with the
provisions of these rules, as if such proceedings were proceedings under
these rules.

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(d) Any misconduct, etc., committed prior to the issue of these rules which
was a misconduct under the superseded rules shall be deemed to be a
misconduct under these rules.

Rule 39. Standard Forms for initiation of disciplinary proceedings

Standard Forms for initiation of disciplinary proceedings under DFCCIL
(Conduct, Discipline and Appeal) Rules, 2010 for use in DFCCIL:
(i) Standard form of Order for Suspension in Civil offence (SF-OI).
(ii) Standard form of Order for Deemed Suspension (SF-02).
(iii) Certificate of be furnished by the Suspended Employee (SF-03).
(iv) Standard form of Order for Revocation of Suspension order
(SF-04).
(v) Standard form of Charge Sheet for Major Penalty (SF-05).
(vi) Standard form of Order Relating to Appointment of Inquiring
Authority (SF-07).
(vii) Standard form for Appointment of Presenting Officer (SF-08).
(viii) Standard form of Order for imposition of penalty of ...(SF-09).
(ix) Standard form of Order for taking Disciplinary action in common
proceedings (SF-10).
(x) Standard form of Charge Sheet for Minor Penalty (SF-11).
(xi) Standard form of Show Cause Notice to be issued to an employee
convicted on a Criminal charge (SF-12).
(Circular No. 18/2017 dated 02.11.2017)

Rule 40. Interpretation / Relaxation / Deletion / Modification

In case of any doubt or dispute regarding interpretation of these rules, the
decision of Managing Director shall be final. He shall also have the powers to
relax, delete/modify/revise, etc. of any of the items of the provisions of
these rules, found necessary in future, for reasons to be recorded in writing.

*******

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Standard Form -01

STANDARD FORM OF ORDER FOR

SUSPENSION IN CIVIL OFFENCE

[Rule 22 of DFCCIL (Conduct, Discipline and Appeal) Rules 2010]

No. .............................. Date: ...... /. ...... /20

ORDER
Whereas a disciplinary proceeding against Shri/Smt./Km……………..
(Name/ Designation/place of posting of the employee), is contemplated/
pending.

NOW, THEREFORE, the undersigned (the authority competent to place

the official under suspension) in exercise of powers conferred by Rule 22(a)
of DFCCIL (Conduct, Discipline and Appeal) Rules 2010, hereby places the
said Shri/Smt./ Km............................. under suspension with immediate
effect/with effect from. ...................

It is further ordered that during the period that this order shall remain in
force, the said Shri/Smt./Km……………. shall not leave the headquarters
without obtaining the prior permission of the Competent Authority.

Signature ……………………………….
(Name) …………………………………..
(Designation of the Suspending Authority)

Copy to:
l. Shri/Smt./Km …………………….. (Name and designation of the suspended
Employee). Orders regarding subsistence allowance admissible to
him/her during the period of suspension will be issued separately.
2. Personal file.

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Standard Form -02

STANDARD FORM OF ORDER FOR

DEEMED SUSPENSION
[Rule 22(b) of DFCCIL (Conduct, Discipline & Appeal) Rules, 2010]

No. ..................... Date: ...... / ........ /20

ORDER

WHEREAS a case against Shri/Smt./Km…………….............................

(Name/Designation/place of posting of the employee), in respect of a
criminal offence is under investigation.

AND WHEREAS the said Shri/Smt./Km… ...................... was detained in

custody on ................. for a period exceeding forty-eight (48) hours.

NOW, THEREFORE, the said Shri/Smt./Km………………………is deemed to

have been suspended with effect from the date of detention i.e……………..
(Date) in terms of Rule 22(b) of the DFCCIL (Conduct, Discipline and Appeal)
Rules 2010, and shall remain under suspension until further orders.

Signature………………………………….

(Name)……………………………………...

(Designation of the Suspending Authority)

Copy to:

1. Shri/Smt./Km………………………………. (Name and designation of the

suspended DFCCIL's employee). Orders regarding subsistence
allowance admissible to him during the period of suspension will be
issued separately.
2. Personal File.

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Standard Form -03

CERTIFICATE TO BE FURNISHED
BY THE SUSPENDED EMPLOYEE
[Rule 23 (d) of DFCCIL (Conduct, Discipline and Appeal) Rules 2010]

I,… ................................ (Name of the suspended employee) having been

placed under suspension by Order No………………………dated… ................ ,
while holding the post of........................... do hereby certify that I have not
been engaged in any business, profession or vocation for profit/
remuneration/salary.

Signature:
Name of the employee:
Designation:
Head Quarter:
Address:

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Standard Form-04

STANDARD FORM OF ORDER FOR REVOCATION OF

SUSPENSION ORDER
[Rule 22 (f) of DFCCIL (Conduct, Discipline & Appeal) Rules 2010]

No………………… Date……………

ORDER

WHEREAS the order placing Shri/Smt./Km. ............................. (Name and

designation of the employee) under suspension was made/was deemed to have
been made by............................. on……………………

NOW, THEREFORE, the undersigned (the authority which made or is deemed

to have made the order of suspension or any authority to which that authority is
subordinate) in exercise of powers conferred by Sub-Rule (f) of Rule 22 of
DFCCIL (Conduct, Discipline and Appeal) Rules 2010, hereby revokes the said
order of suspension with immediate effect/with effect from

Signature……………………….
Name………………………….…
(Designation of the Authority making this order)

Copy to:
l. Shri/Smt./Km… ...................................... (Name and designation
of the suspended employee).
2. Personal File.

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Standard Form-05

STANDARD FORM OF CHARGE SHEET

FOR MAJOR PENALTY
RULE 27 OF THE DFCCIL (CONDUCT, DISCIPLINE AND APPEAL)
RULES 2010
No.................. Date: …../…./20……

MEMORANDUM

l. The undersigned propose(s) to hold an inquiry against Shri/Smt./Km

……..…………….…...................under Rule 27 of the DFCCIL's (Conduct,
Discipline and Appeal) Rules, 2010. The substance of the imputations of
misconduct or misbehavior in respect of which the inquiry is proposed to be
held is set out in the enclosed statement of Articles of charges (Annexure-A).
A statement of the imputations of misconduct or misbehavior in support of
each Article of charges is enclosed (Annexure-B). A list of documents by
which and a list of witnesses by whom, the article of charges are proposed to
be sustained are also enclosed (Annexure-C & D).
2. Shri/Smt./Km .................................. is hereby informed and if he/she so
desires, he/she can inspect and take extract from the documents mentioned
in the enclosed list of documents (Annexure C) at any time during office
hours within ten (10) days of receipt of this Memorandum. For this purpose,
he/she should contact immediately on receipt of this memorandum.
3. Shri/Smt./Km ................................ is further informed that he/she may, if
he/she so desires, take the assistance of any other public servant (who
satisfies the requirements of Rule 27 (f) of the DFCCIL (Conduct, Discipline
and Appeal) Rules 2010) for inspecting the documents and assisting him in
presenting his/her case before the Inquiring Authority in the event of an oral
inquiry being held. For this purpose he should nominate one or more persons
in order of preference. Before nominating the assisting public servant,
Shri/Smt./Km ............................... should obtain an undertaking from the
nominee that he/she is willing to assist him during the disciplinary
proceedings. The undertaking should also contain the particulars of other
cases, if any, in which the nominee had already undertaken to assist and the
undertaking should be furnished to the undersigned along with the
nomination.
4. Shri/Smt./Km ..................................... is hereby directed to submit to the
undersigned a written statement of his/her defence, which should reach the
undersigned within fifteen (15) days of receipt of this Memorandum, if
he/she does not require to inspect any documents for the preparation of his
defence, and within fifteen (15) days after completion of inspection of
documents, if he/she desires to inspect documents, and also :-

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a) to state whether he/she wishes to be heard in person, and

b) to furnish the names and addresses of the witnesses, if any, whom
he/she wishes to call in support of his/her defence.
5. Shri/Smt./Km …………………………………is informed that an inquiry will be held
only in respect of those Articles of charge as are not admitted. He/she
should, therefore, specifically admit or deny each Article of charge.
6. Shri/Smt./Km .............................. is further informed that if he/she does
not submit his/her written statement of defence within the period specified
in para 4 or does not appear in person before the Inquiring Authority or
otherwise fails or refuses to comply with the provisions of Rule 27 of the
DFCCIL ( Conduct, Discipline and Appeal) Rules 2010 or the
orders/directions issued in pursuance of the said Rule, the Inquiring
Authority may hold the Enquiry ex-parte.
7. The attention of Shri/Smt./Km ................................... s invited to Rule 19
of the DFCCIL (Conduct, Discipline and Appeal) Rules 2010, under which no
DFCCIL employee shall bring or attempt to bring any outside influence to
bear upon any superior authority to further his/her interests in respect of
matters pertaining to his/her service under the company. If any
representation is received on his/her behalf from another person in respect
of any matter dealt within these proceedings, it will be presumed that
Shri/Smt./Km ……………………………………… is aware of such a representation
and that it has been made at his/her instance and action will be taken against
him for violation of Rule 19 of the DFCCIL (Conduct, Discipline and Appeal)
Rules 2010.
8. The receipt of this Memorandum may be acknowledged.

DA. Annexure. A to D.
(Signature)
Name and Designation of Disciplinary Authority
To
…………………………………
…………………………………
Annexure-A

Article of charges proposed to be sustained against Shri/Smt./

Km………………………………………………
(Name, Designation & Signature of the Disciplinary Authority)

Annexure-B

Statement of imputation of misconduct/misbehavior in support of Article of

charges framed against Shri/Smt./Km…………………………………………

(Name, Designation & Signature of the Disciplinary Authority)

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Annexure-C

List of documents by which Article of charges proposed to be sustained

against Shri/Smt./Km………………………………………………………………

(Name, Designation & Signature of the Disciplinary Authority)

Annexure-D

List of witness by whom article of charges proposed to be sustained against

Shri/Smt./Km…………………………………………

(Name, Designation & Signature of the Disciplinary Authority)

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Standard Form-07

ORDER RELATING TO APPOINTMENT OF

INQUIRING AUTHORITY
RULE 27 (b) OF DFCCIL (CONDUCT, DISCIPLINE AND APPEAL)
RULES, 2010

No……………………… Date:...... /. ...... /20

WHEREAS an inquiry under Rule 27 of the DFCCIL (Conduct, Disciplinary &

Appeal) Rules, 2010, is being held against Shri/Smt./ Km.............................

AND WHEREAS the undersigned considers that an Inquiring Authority should

be appointed to inquire into the charges framed against the said Shri/Smt./
Km…………………………………………………

NOW, THEREFORE, the undersigned, in exercise of the powers conferred by

Sub Rule (b) of the Rule 27, hereby appoints Shri/Smt./Km…..................as the
Inquiring Authority to inquire into the charges framed against the said
Shri/Smt./Km………………….….….….….

Signature……………………
Name…………………………
Designation…………………
(Disciplinary Authority)

Copy for information to:

1. Shri… ................... the Charged Employee through Controlling Officer.
2. Shri… ................... the Inquiring Authority.
3. Shri… ................... Presenting Officer.

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Standard Form-08

STANDARD FORM FOR APPOINTMENT OF

PRESENTING OFFICER
RULE 27 (e) OF DFCCIL (CONDUCT, DISCIPLINE AND APPEAL) RULES, 2010

No………………………. Date: ...... /. ...... /20

Whereas an inquiry under Rule 27 of the DFCCIL (Conduct, Discipline and

Appeal) Rules 2010, is being held against Shri/Smt./Km…………………………………

And whereas the undersigned considers it necessary to appoint a person to

present the case in support of charges before the Inquiring Authority.

Now, therefore, the undersigned, in exercise of the power conferred by Sub Rule
(e) of the Rule 27, hereby appoints Shri/Smt./Km…………………………….(Name &
Designation) as the Presenting Officer to present the case in support of the
Article of charges before the Inquiring Authority.

Signature.................................
Name......................................
Designation..............................

(Disciplinary Authority)

Copy for information to:

l. Shri… ....................... the Charged Employee through Controlling Officer.
2. Shri… ....................... the Presenting Officer.
3. Shri… ....................... the Inquiring Authority.

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Standard Form-09

STANDARD FORM OF ORDER OF IMPOSITION OF

PENALTY OF……………………..

No……………………………… Date:....../..... /20

ORDER
1. I have carefully considered your representation dated……………….............….
in reply to the Memorandum of Chargesheet No…..............……………………..
dated. ........................................ I do not find your representation to be
satisfactory due to the following reasons :-
………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………
… ........................................................................ (Speaking Orders)

2. I, therefore, hold you guilty of the charge(s) viz………………………………...........

levelled against you and have decided to impose upon you the penalty
of……………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………

3. The penalty will be recorded in your Service Book, please note.

4. Under Rule 34 of DFCCIL (Conduct, Discipline & Appeal) Rules, 2010 against
these orders lies to ......................................provided:
(i) the appeal is submitted through proper channel within 30 days from the
date you receive the orders; and
(ii) the appeal does not contain improper or disrespectful language.
5. Please acknowledge the receipt.
Signature .....................
Name...........................
Designation:.................
Shri/Smt./Km......................

Designation......................... Through........................
Unit....................................

Copy to: Shri/Smt./Km ......... for information, necessary action & record.

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Standard Form-10

STANDARD FORM OF ORDER FOR TAKING

DISCIPLINARY ACTION IN COMMON PROCEEDINGS
RULE 31 OF DFCCIL (CONDUCT, DISCIPLINE AND APPEAL) RULES 2010

No………………………. Date:...... /....... /20

ORDER

1. WHEREAS the following DFCCIL employee are jointly concerned in a

disciplinary case:
i. Shri/Smt./Km…………………………. (Designation)… ..................... (Unit)
ii. Shri/Smt./Km…………………………. (Designation)… ..................... (Unit)
iii. Shri/Smt./Km……………………….....(Designation)… ....................... (Unit)

2. NOW, THEREFORE, in exercise of the powers conferred by Rule 31 of the

DFCCIL (Conduct Discipline and Appeal) Rules 2010, the undersigned
hereby direct(s):
(i) The disciplinary action against all the said employees shall be taken
in a common proceeding.
(ii) That Shri/Smt./Km (Name & Designation) shall function as the
Disciplinary Authority for the purpose of the common proceeding.
(iii) That the procedure prescribed in Rule 27 and Rule 29 shall be
followed in the said proceedings.

Signature………………
Name……………………

(Designation of the Competent Authority)

Copy for information to:

1. Shri/Smt./Km……………………….(Designation)… ................ (Unit)

2. Shri/Smt./Km……………………….(Designation)… ................ (Unit)
3. Shri/Smt./Km……………………….(Designation)… ................. (Unit)

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Standard Form-11

STANDARD FORM OF CHARGE SHEET

FOR MINOR PENALTY
RULE 29 OF THE DFCCIL (CONDUCT, DISCIPLINE AND APPEAL)
RULES 2010

No……………………………… Dated:..... /. ..../20

MEMORANDUM

1. Shri/Smt./Km…………………….…….working under .......................... is

hereby informed that the undersigned has proposed to take action
against him/her under Rule 29 of DFCCIL (Conduct, Discipline and
Appeal) Rules 2010. A statement of the imputations of misconduct or
misbehaviour, on which action is proposed to be taken as mentioned
above, is enclosed.
2. Shri/Smt./Km ........................ is hereby given an opportunity to make
such representation as he/she may wish to make against the proposal.
The representation, if any, should be submitted to the undersigned
(through proper channel) so as to reach the undersigned within fifteen
(15) days of receipt of this Memorandum.
3. If Shri/Smt./Km ........................ fails to submit his/her representation
within the period specified in para 2, it will be presumed that he/she has
no representation to submit and orders will be liable to be passed
against Shri/Smt./Km ..................... ex-parte.
4. The receipt of this Memorandum should be acknowledged by Shri/Smt./
Km…………………………………..

Encl. : - Statement of imputations of misconduct / misbehaviour.

Signature………………….
Name……………………..
Designation………………

(Disciplinary Authority)

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To,

STATEMENT OF IMPUTATION OF MISCONDUCT ON

WHICH ACTION IS PROPOSED AGAINST Shri/Smt./Km
………………………………………

That Shri/Smt./Km………………………….while working under ............... has

committed irregularities as much as “… .......................................... ”.

By this above act of omission & commission, Shri/Smt./Km ………….......………

… ................................................................ failed to maintain absolute
integrity/devotion to duty/acted in a manner unbecoming of a DFCCIL
employee and thereby contravened Rule 4(a)(i)/(ii)/(iii) of DFCCIL
(Conduct, Discipline and Appeal) Rules 2010.

Signature……………………
Name….……………………
Designation…………………
(Disciplinary Authority)

Note: Strike out, whichever is not applicable. Specific provisions of Rule 4 to

be indicated.

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Standard Form-12

STANDARD FORM OF SHOW CAUSE NOTICE TO BE ISSUED

TO AN EMPLOYEE CONVICTED ONA CRIMINAL CHARGE

MEMORANDUM
1. Shri/Smt./Km…………………………………Designation……………………………. Place of
posting/Unit…………………………....... (under suspension) is informed that on a
careful consideration of the circumstances of the case in which he/she was
convicted on (date) on a criminal charge, the undersigned considers that
his/her conduct which has led to his/her conviction, is such as to render his/her
further retention in service of the corporation, undesirable. The undersigned
has, therefore, provisionally come to the conclusion that-
2. Shri/Smt./Km… ............... is not a fit person to be retained in service and so
the undersigned, in exercise of power conferred by rule 25 of DFCCIL (Conduct,
Discipline & Appeal) Rules 2010, proposes to impose on him/her the penalty of
removal/dismissal from service.
3. Shri/Smt./Km…………………..is hereby given an opportunity of making
representation on the proposed penalty. Any representation which he/she may
wish to make on the penalty proposed, will be considered by the undersigned
before passing final orders. Such representation, if any, should be made in
writing and submitted to the undersigned within fifteen (15) days from the date
of receipt of this Memorandum by Shri/Smt./Km…………………… If no
representation is received from him within the stipulated time, it will be
presumed that he/she has no representation to make and final orders will be
liable to be passed against him/her ex-parte.
4. The receipt of this Memorandum should be acknowledged by Shri/Smt./
Km………...……......................................................

Signature………………
Name: ……………..……
Designation:……………

Shri/Smt./Km……………………………
Designation………………………………. Through………………………..
Place of Posting/Unit……………………

Address ………………………………………
……………………………………………….…

Through ............... In case of suspension

Copy to: .............................. for information, necessary action and record.

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Annexure-I

Proforma seeking prior approval for private visit abroad

1. Name :
2. Designation :
3. Pay Scale :
4. Passport No. :
5. Details of private foreign travel to be undertaken:

Period of stay abroad Names of Purpose Estimated Source Remarks

Countries Expenditure of
From To to (Travel; board/ Funds
be visited lodging, visa,
misc. etc.)

6. Details of previous private foreign travel, if any, undertaken during the last
four years (to be given in the above format).

Signature with Date

Controlling Officer
HR/Corporate Office

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Annexure-II

Form of application for permission to PSE executives to accept

commercial employment within a period of ONE year after retirement.

1. Name of the Executive

(in Block letters)
2. Date of Retirement

3. Particulars of the Ministry/Department/Office/PSE in which the executive

served during the last 5 years preceding retirement (with duration):

Name of Ministry/ Post held From To

Department/Office/PSE.

4. Post held at the time of retirement

and period for which held

5. Pay scale of the post and pay drawn by

the Executive at the time of retirement

6. Pensionary benefits
Pension expected/sanctioned, if any Gratuity, if any
(communication if any, should be mentioned)

7. Details regarding commercial employment proposed to be taken up-

(a) Name of the firm/company/co-operative society, etc.

(b) Products being manufactured by the firm/type of
business carried out by the firm, etc.
(c) Whether the executive had during his official career, any
dealings with the firm, etc.
(d) Duration and nature of the official dealings with the firm
(e) Whether the PSE in which the executive was working
had any dealings with the firm, etc. if so, give details
(f) Name of the job/post offered
(g) Whether post was advertised, if not, how was offer made
(attach newspaper cutting of the advertisement, and a
copy of the offer of appointment, if any)
(h) Description of the duties of the job/post
(i) Remuneration offered for post/job

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8. Any information which the applicant desires

to furnish in support of his request

9. Declaration:-
I hereby declare that -
i) I had no official dealings with the prospective employer in the preceding 5
years. The proposed employment will not involve conflict of interest with the
policies of the office held by me during the last 5 years and the interest
represented or work undertaken by the organization;
ii) The employment which I propose to take up will not bring me into conflict with
Government/PSE;
iii) My commercial duties will not be such that my previous official position or
knowledge or experience under Government/PSE could be used to give my
proposed employer an unfair advantage;
vi) My commercial duties will not involve liaison or contact with the Government
departments/PSEs;
v) I have not been privy to sensitive or strategic information in the last 5 years of
service which is directly related to the areas of interest of work of the firm that
I propose to join or to the areas in which I propose to practice or consult.

Signature of the applicant

Dated: Name:

Address:

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Annexure-III

Form for giving prior intimation or seeking previous sanction under

Rule-18 for transaction in respect of Immovable Property.

1 Name and Designation.

2 Scale of Pay and present pay.
3 Purpose of application-sanction for transaction/prior
intimation of transaction.
4 Whether property is being acquired or disposed of.
5 Probable date of acquisition/disposal of property.
6 Mode of acquisition/disposal
7 Full details about location, viz. Municipal No., Street/
Village, (a) Taluk, and District and State in which
situated.
(b) Description of the property, in the case of cultivable
land, dry or irrigated land.
(c) Whether freehold or leasehold.
(d) Whether the applicant’s interest in the property is in
full or part. (In case of partial interest, the extent of
such interest must be indicated).
(e) In case the transaction is not exclusively in the name
of the Government servant, particulars of ownership
and share of each member.
8 Sale/purchase price of the property.(Market value in
the case of gifts)
9 In cases of acquisition, source or sources from which
financed/proposed to be financed :-
(a) Personal savings
(b) Other sources giving details.
10 In the case of disposal of property, was requisite
sanction/intimation obtained/given for its acquisition
(A copy of the sanction/acknowledgement should be
attached).
11 Name and address of the party with whom
(a) transaction is proposed to be made.
(b) Is the party related to the applicant? If so, state the
relationship.
(c) Did the applicant have any dealings with the party in

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his official capacity at any time, or is the applicant

likely to have any dealings with him in the near
future?
(d) How was the transaction arranged? (Whether
through any statutory body or a private agency
through advertisement or through friends and
relatives. Full particulars to be given).
12. In case of acquisition by gift, whether sanction is also
required under Rule 12.
13. Any other relevant fact which the applicant may like
to mention.

DECLARATION

I, hereby declare that the particulars given above are true. I request that I may
be given permission to acquire/dispose of property as described above from/to
the party whose name is mentioned in item 11 above.

OR

I, hereby intimate the proposed acquisition/ disposal of property by me as

detailed above. I declare that the particulars given above are true.

Place:

Signature with Date

➢ Different portions may be used according to requirement.

➢ Where previous sanction is asked for, the application should be
submitted at least 30 days before the proposed date of the transaction.

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Annexure-IV

Form for giving intimation or seeking previous sanction under Rule 18

for transaction in respect of Movable Property.

1. Name of the Government servant.

2. Scale of Pay and present pay.
3. Purpose of application - Sanction for transaction/
prior intimation of transaction.
4. Whether property is being acquired or disposed of.
5. Probable date of acquisition or disposal of property.
(a)

(b) If the property is already acquired/disposed of –

Actual date of transaction.
6. Description of the property (e.g. car/Scooter/
(a) Motorcycle/Refrigerator/radio/radiogram/ jewellery/
loans/insurance policies etc.)
(b) Make, model (and also registration No. in case of
vehicles), where necessary.
7. Mode of acquisition/disposal (Purchase/sale, gift,
mortgage, lease or otherwise).
8. Sale/purchase price of the property.(Market value in
the case of gifts)
9. In case of acquisition, source or sources from which
financed/proposed to be financed :-
(a) Personal savings
(b) Other sources giving details.
10. In the case of disposal of property, was requisite
sanction/ intimation obtained/given for its acquisition
(A copy of the sanction/ acknowledgement should be
attached).
11. Name and address of the party with whom
(a) transaction is proposed to be made/has been made.
(b) Is the party related to the applicant? If so, state the
relationship.
(c) Did the applicant have any dealings with the party in
his official capacity at any time, or is the applicant likely
to have any dealings with him in the near future?
(d) Nature of official dealings with the party.

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(e) How was the transaction arranged? (Whether

through any statutory body or a private agency
through advertisements or through friends and
relatives. Full particulars to be given).
12. In the case of acquisition by gifts, whether sanction is
also required under Rule-12
13. Any other relevant fact which the applicant may like
to mention.

DECLARATION

I, …………………………………… hereby declare that the particulars given above are

true. I request that I may be given permission to acquire/dispose of property as
described above from/to the party whose name is mentioned in item 11 above.

OR

I, ……………………………………..hereby intimate the proposed acquisition/ disposal

of property by me as detailed above. I declare that the particulars given above
are true.

Place:

Signature with Date

➢ Different portions may be used according to requirement.

➢ Where previous sanction is asked for, the application should be
submitted at least 30 days before the proposed date of the transaction.

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Annexure-V

Form for giving intimation under Rule-18 for transaction

in Shares/Securities/Debentures/Mutual Fund/etc.

1. Name and designation :

2. Scale of pay and present pay :

3. Details of each transaction made in Shares, :

securities, debentures, mutual fund scheme
etc. during the calendar year.

4. Particulars of the party/firm with whom :

transaction is made-

a) Is party related to the applicant? :

b) Did the applicant have any dealings with

party in his official capacity at any time or
is the applicant likely to have any dealings
with him in the near future.

5. Source or sources from which financed –

a) Personal savings :
b) Other sources giving details

6. Any other relevant fact which applicant :

may like to mention

DECLARATION

I hereby declare that the particulars given above are true.

Place:
Signature with Date

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Annexure-VI

Return of Assets and Liabilities on First Appointment

(Rule-18) as on

1. Name in full……………………..………………………………(in block letters)

2. Designation and place of posting ……………………………………………………..
3. Total length of past service till date……………………………………………………
4. Total annual income from all sources during the Calendar year
immediately preceding the 1st day of January’ 20- ………………………………….

Declaration

I hereby declare that the return enclosed namely, Forms-I to V are complete,
true and correct as on…………….to the best of my knowledge and belief, in
respect of information due to be furnished by me under the provisions of Rule-
18 of DFCCIL (Conduct, Discipline & Appeal) Rules.

Date…………………. Signature…………………………

Note:
1. This return shall contain particulars of all assets and liabilities of the
employee either in his own name or in the name of any other person.
2. If an employee is a member of Hindu Undivided Family with coparcenaries
rights in the properties of the family either as a ‘Karta’ or as a member, he
should indicate in the return in Form No. I the value of his share in such
property and where it is not possible to indicate the exact value of such
share, its approximate value. Suitable explanatory notes may be added
wherever necessary.

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Annexure-VII

FORM No. 1

Statement of immovable property on first appointment

as on the 31st December, 20--.

(e.g. Lands, House, Shops, Other Buildings, etc.)

S. Description Precise location Area of Nature Extent If not in own
No. of property (Name of District, land (in of land of name, state in
Division, T aluk case of in case interest whose name
and Village in land and of landed held and
which the buildings) property his/her
property is relationship, if
situated and also any to the
its distinctive Government
number, etc.) servant

1 2 3 4 5 6 7

Date of How acquired (whether Value of Particulars Total Remarks

acquisition by purchase, mortgage, the of sanction annual
lease inheritance, gift property of income
or otherwise) and name (see Note prescribed from the
with details of person/ 2 below) authority property
persons from whom if any
acquired (address and
connection of the
employee, if any, with
the person/persons
concerned) Please see
Note 1 below)

8 9 10 11 12 13

Date……………………..
Signature…………………...

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Note:

1. For purpose of Column 9, the term "lease" would mean a lease of immovable
property from year to year or for any term exceeding one year or reserving a
yearly rent. Where, however, the lease of immovable property is obtained
from a person having official dealings with the employee, such a lease should
be shown in this Column irrespective of the term of the lease, whether it is
short term or long term, and the periodicity of the payment of rent.

2. In Column 10 should be shown -

i. where the property has been acquired by purchase, mortgage or
lease, the price or premium paid for such acquisition;
ii. where it has been acquired by lease, the total annual rent thereof
also; and
iii. where the acquisition is by inheritance, gift or exchange, the
approximate value of the property so acquired.

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FORM No. II
Statement of liquid assets on first appointment
as on the 31st December, 20--.

(1) Cash and Bank balance exceeding 3 months emoluments.

(2) Deposits, loans, advances and investments (such as shares, securities,

debentures, etc.)

S. Description Name & Amount If not in own Annual Remarks

No. Address of name, name income
Company, and address of derived
Bank etc. person in
whose name
held and
his/her
relationship
with the
Government
servant

1 2 3 4 5 6 7

Date……………………..
Signature…………………....………..

Note:
1. In column 7, particulars regarding sanctions obtained or report made in
respect of the various transactions may be given.
2. The term "emoluments" means the pay and allowances received by the
employee.

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FORM No. III

Statement of movable property on first appointment

as on the 31st December, 20 --.

S. Description Price or value If not in How Remarks

No. of items at the time of own name, acquired
acquisition name and with
and/or the address of approximat
total payments the person e date of
made upto the in whose acquisition
date of return, name and
as the case his/her
may be, in relationship
case of articles with the
purchased on employee.
hire purchase
or installment
basis

1 2 3 4 5 6

Date………………… ...... Signature…………………….............

Note:

1. In this Form information may be given regarding value of items like

jewellery, silver & other precious metals/stones, Motor Cars,
Scooters/Motorcycles, refrigerators/air-conditioners, television sets and
such other articles.

2. In column-5, may be indicated whether the property was acquired by

purchase, inheritance, gift or otherwise.

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FORM No. IV

Statement of Provident Fund and Life Insurance Policy on

First Appointment as on 31st December 20….

S. Policy Name of Sum Amount Type of Closing Contribution Total Remarks

No. No. Insurance insured of annual Provident balance made (if there is
and Company date of premium Funds/ as last subsequently dispute
date maturity GPF/CPF, reported regarding
of (Insurance by the closing
policy Policies) Audit/ balance
account Accounts the
No. Officer figures
alongwith according
date of to the
such Govt.
balance servant
should
also be
mentioned
in this
column)

1 2 3 4 5 6 7 8 9 10

Date………………… Signature …………………………

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FORM No. V

Statement of movable property on first appointment

as on the 31st December, 20 --.

S. Amount Name and Date of Details of Remarks

No. address of incurring Transaction
Creditor Liability

1 2 3 4 5 6

Date ……………………… Signature……………………………

Note: Individual items of loans not exceeding three months emoluments need
not be included.

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Annexure-VII

Statement of Annual Immovable Property Return

for the year…

1. Name:
2. Designation:
3. Date of appointment:
4. Pay Scale:

Name of Name and Present If not in How Annual Remarks

district details of Value own acquired- Income
sub- property name Whether by from
Division, state in purchase the
Housing Lands
Taluk whose lease, property
and
and name mortgage,
other
Village held and inheritance
buildings
in which his / her gift or
property relation- otherwise,
is ship to with date-
situated the of-
employee acquisition
and name
with details
of persons
from whom
acquired

(1) (2) (3) (4) (5) (6) (7) (8)

Signature with date……………………………

Note:

1. Inapplicable clause to be struck out.

2. In case where it is not possible to assess the value accurately the
approximate value in relation to present conditions may be indicated.
3. This form is required to be filled in and submitted by employees in AM and
above in January every year, giving particulars of all immovable property
owned, acquired or inherited by him or held by him on lease or mortgage,
either in his own name or in the name of any members of his family or in
the name of any other person.

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Schedule

Disciplinary, Appellate and Reviewing Authorities

Under DFCCIL (Conduct, Discipline and Appeal) Rules.

S. Category of Penalty Disciplinary Appellate Reviewing

No. Employee Authority Authority Authority
(1) (2) (3) (4) (5) (6)
1. ED/GGM/GM Major MD Chairman BoD
Minor MD Chairman BoD
2. AGM/JGM/DGM Major MD Chairman BoD
Minor Director MD Chairman
3. Manager/AM/JM Major GM Director MD
Minor AGM GM Director
4. Sr. Executive/ Major AGM GM Director
Executive
Minor JGM AGM GM
5. Below Executive Major JGM AGM GM
Minor DGM JGM AGM

(HRs letter no. HQ/HR/E2/Pt.I/201501794 dated; 10.02.2016)

Note:
1) Officers with different designations comparable to the designations
mentioned in Col. (3) to (6) of the Table shall exercise the power.
2) The above Schedule of Power may be reviewed from time to time as per
the requirements of the company.

*******

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Chapter-V
Service Rules

Section-I
Bond Policy

Following are the provisions of Service Agreement-cum-Bond and Forwarding

of Applications, as given below: -

S. Bond Policy (Applicable to Direct recruits)

No. Category Period Amount (In Rs.)
1. Executive (E0) level to AM (E3) 3 yrs 04 lacs + GST (if applicable)
2. Below E0 level (Jr. Executive/MTS) 3 yrs 02 lacs + GST (if applicable)

a. For all employees inducted through Immediate Absorption basis, Bond

amount shall be Rs. 3.0 lakhs + GST.
b. No bond is required for employees inducted through Permanent Absorption
basis.
c. All employees shall have to serve minimum period of 3 years irrespective of
their mode of induction.
d. If an employee leaves the company during the bond period on completion
of 02 years' service, proportionate bond amount to be recovered with the
approval of MD only.
e. In regard to forwarding of applications for outside employment, the same
shall be forwarded as per DOPT guidelines.
f. The bond is transferable.
g. The revised policy shall be applicable to the existing employees also.

2.1 The items (e) i.e. forwarding of applications for outside employment as per
DOPT guidelines and (f) i.e. bond is transferable, shall be governed as per
follows:
i) Forwarding of applications: Applications of DFCCIL employee for
outside employment shall be forwarded as per DoPT guidelines
contained in their OM No. 28011/1/2013-Esttt (C) dated 23.12.2013
and further instructions issued from time to time.
ii) Transfer of bond: The instructions of DPE contained in their OM No.
15(2)/2003- DPE(GM)/GL-57 dated 29.07.2004 and further
instructions issued from time to time regarding transfer of bond in
respect of employees of PSUs who leave the services of one undertaking
to join another Undertaking/Government will be applicable.
(Circular No. 11/2019 dated 29.05.2019)

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Section-II
Probation Confirmation

Direct Recruits shall be on probation for a period of two years from the date of
joining. They shall be confirmed subject to satisfactory completion of the
probationary period including test/training as prescribed.

Probation period can be curtailed or extended on merits of individual cases duly

bringing out the justification/reasons of each individual case with the approval
of appointing authority.

Employees on probation may be discharged from the service during period of

probation without assigning any reasons.

The following are the rules and procedure for probation confirmation:-

1. APARs for 02 Years.

a) Employee’s minimum grading should be ‘Very Good’ and above for 02
years.
b) Where employee completes 02 years in middle of the year and only 01
APAR is available, Special Working Report (SWR) will be taken as on 30
June, 30th Sep and 31" Dec as the case may. The Performa of the SWR is
enclosed at Annexure- I
Concerned Unit/ Functional Heads in C.O. will submit the SWR of the
probationers in the prescribed format within 20 days after above due
dates positively, to the corporate office/HR for further action in the matter.
c) A probationer who is not making satisfactory progress, should be
informed on his shortcomings well before the expiry of the original
probationary period so that he can make special efforts at self-
improvement.

2. Leave/Absence from Duty

If an employee does not complete 75% of the total duration prescribed for
probation i.e. 2 years on account of availing any kind of leave as permissible
to a probationer under the Rules, his/her probation period may be extended
by the length of the leave availed, but not exceeding double the prescribed
period of probation.

3. Vigilance/D&A Clearance.
The employee should be free from D&A and Vigilance angle. If he/she is not
free from D&A/Vigilance angle then he/she will be taken up under the D&A
Rules of the Company.

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4. Procedure
The procedure for clearance of probation period will be as under:

Ratings of APAR Process for Probation Clearance

In all the cases where rating of The probation period of such employees
employees is 'Very Good" and will be cleared automatically on
above in two years APAR/SWR. obtaining D&AR and vigilance clearance.
An Office Order to this effect will be
issued by HR.

In all the cases where grading is In such cases, the probation period will
less than Very Good in any of the be extended for six months
APAR/SWR. automatically and the case for probation
clearance will then be reviewed based
on next APAR/SWR, as the case may be,
after six months.
If the employee is not found suitable for
probation clearance even after 02 such
extended period of probation, such
cases will be referred to the Standing
Committee/Committee who can
recommend termination of service as
'discharge simpliciter' which will not
amount to a punitive disciplinary action.
The recommendation of the committee
will be put up to MD for decision on
discharge of the employee or otherwise.

(Circular 34/2019 dated 19.11.2019)

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Annexure - I

Special Working Report for Probation Clearance

(For the period from to )

01. Employee Code :

02. Name of the Employee :

03. Date of Birth :

04. Designation :

05. Grade :

06. Date of appointment :

07. Place of posting :

08. Whether SC/ST/OBC :

09. Date of Joining DFCCIL :

10. Date of Joining the present project :

11. Educational Qualification :

12. Report on Performance :

(a) Brief statement of the work handled :

(b) Technical ability :

(c) Physical fitness for strenuous work :

(d) Amenability to discipline :

(e) Deficiencies/short comings noticed, :

If so, whether these have been
informed

In writing to the employee and

result Thereof. :

(f) An assessment whether he can be

Classified Outstanding/Very Good
/Good/Fair/Below Par :

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(g) Integrity :

(h) Fitness for probation clearance :

(I) General Assessment :

13. Leave Availed during the period

(Other than C.L/R.H :

(List may be attached if required)

14. DAR & Vigilance case, if any :

Reporting officer :

Name :

Design :

Date :

Remarks of Reviewing Authority :

Signature :

Name :

Design :

Date :

Remarks of Accepting Authority :

Signature :

Name :

Design :

Date :

*******

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Section-III
Promotion
1. Sourcing and Cadre formation
a) All the posts up to E8 level in DFCCIL will be distributed among different
cadres as explained below:
Cadre
Infrastructure Civil
Systems Electrical
S&T
Operations Operations & BD
Mechanical Mechanical
Finance Finance
HR HR, Administration & Legal
IT IT
(Circular No. 22/2021 dated 01.09.2021)

Note – Detailed functions for each cadre/post will be prepared with the
approval of MD.

b) Hierarchy and cluster of Posts

The hierarchy and cluster shall be as under:
Grade Post/Hierarchy IDA Pay Scales Cluster
E8 General Manager 120000-280000 F
E7 Addl. General Manager 100000-260000
E6 Jt. General Manager 90000-240000 E
E5 Dy. General Manager 80000-220000
E4 Manager 70000-200000
E3 Assistant Manager 60000-180000 D
E2 Junior Manager 50000-160000
E1 Sr. Executive 40000-140000 C
E0 Executive 30000-120000
N7 Jr. Executive-Grade I 29000-91000
N6 Jr. Executive-Grade II 28000-80000 B
N5 Jr. Executive-Grade III 25000-68000
N4 MTS-Grade I 22000-63000
N3 MTS-Grade II 21000-60000
A
N2 MTS-Grade III 18000-52000
N1 MTS-Grade IV 16000-45000

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c) The organizational structure of the company would be as decided from

time-to-time.
d) All the posts in Cluster A (N1 to N4) for different cadres will have common
centralized seniority and employees can be posted and utilized as per
requirement in different cadres/departments. At the time of
promotion/selection from Cluster A (common cadre) to Cluster B (where
the cadres will be different), options will be called from all the employees
in the Cluster A.
An option will be given to all eligible MTS employees appearing in combined
exam to choose three departments (for promotion to N5 level). Panel for N5
will be prepared department wise after considering three options along with
other criteria of promotion policy.
(Circular No. 03/2021 dated 17.02.2021)
e) From N5 to E8 level, seniority will be maintained cadre wise.
f) Company reserves right to form new cadres or split cadres as per the
prevailing functional needs.
g) Recruitment and Promotions will be made on the basis of posts
sanctioned for the different cadres as per the chart given above.
h) Employees working against isolated posts/small group of posts like
Company Secretary will be promoted on fulfilling the requisite residency
period as per the selection procedure contained in Para 10 of
promotion/this chapter.
• For the post of Company Secretary, employees fulfilling the requisite
residency period may be considered for promotion up to the level
of E8.
• For the post in Secretarial Cadre, employees fulfilling the requisite
residency period may be considered for promotion up to the level
of E6.
i) The posts in Vigilance department shall be filled up by inducting staff as
per instructions issued by DPE from time to time.
j) Isolated/small group of posts may be filled on tenure basis by calling for
volunteers from among DFCCIL employees or from outside through
lateral induction.

2. Composition of cadre
a) All regular employees appointed to a post/grade in a cadre/discipline
referred to in Para-1, either by direct recruitment or by absorption, shall
be members of the respective cadres/disciplines up to E8 level.
b) The vacancies in any of the posts/grades in a cadre referred to in Para-1
shall be filled as per the mode of filling vacancies prescribed in Para-3,
except for the posts as prescribed for Direct Recruitment.

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3. Mode of filling the vacancies at various levels:

Grade Post/ Cluster Mode of filling Educational

Hierarchy vacancies Qualifications for
Direct Recruitment/
Immediate
Absorption for
entry in lowest
grade of the cluster
E8 General F 70% by promotion,
Manager remaining 30% by
lateral induction/
deputation. In case
Promotion quota does
not get filled up due to
non-availability of
suitable candidate, the
vacancy will be filled
up by lateral induction/
deputation. However,
such vacancy will
revert back to
promotion quota on
completion of
deputation term of
such incumbents.
E7 Addl. General 70% of the vacancies
Manager E in Cluster E(E5/E6/ E7)
should be filled up by
E6 Jt. General promotion and
Manager remaining 30% should
be filled through lateral
induction/ absorption/
E5 Dy. General
Deputation. The
Manager
absorbed office should
be counted towards
30% quota.
E4 Manager 50% posts in E2 to E4 Relevant Degree
D grade (cluster D) shall from a recognized
be filled by direct Institute with
E3 Assistant recruitment. 50% minimum 60%
Manager posts in E2 to E4 grade marks.
(cluster D) shall be
E2 Junior
filled by Promotion
Manager from eligible

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employees in E0/E1
grade having 4 years
minimum service through
competitive examination.

E1 Sr. Executive C 50% posts in E0 & E1 Relevant Diploma

grade (cluster C) shall be from a recognized
E0 Executive filled by direct Institute with
recruitment. minimum 60%
marks, as approved
50% posts in E0 & E1
from time to time as
grade (cluster C) shall be
per Clause 5 (b)
filled by Promotion from
eligible employees in
N5/N6/N7 grade having 4
years minimum service
through competitive
examination.

N7 Jr. Executive- 50% posts in N5 to N7 ITI approved by

Grade I grade (cluster B) shall be NCVT/ SCVT / ITI
filled by direct recruitment. equivalent, with not
N6 Jr. Executive- 50% posts in N5 to N7 less than 60% marks
Grade II grade (cluster B) shall be in aggregate in ITI
filled by Promotion from (Specific qualification
N5 Jr. Executive- eligible employees in N1 to / trade for different
Grade III B N4 grade having 4 years cadre will be
minimum service through prescribed
competitive examination. separately as
approved from time
For promotion to N5 grade
to time as per Clause
in cluster B, combined
5 (b))
written exam for eligible
employees at the level of
N1 to N4 will be held.
(Circular No. 03/2021
dated 17.02.2021)

N4 MTS -Grade I 100% by Direct ITI approved by

A recruitment NCVT/ SCVT or ITI
N3 MTS -Grade II
equivalent with not
N2 MTS -Grade III less than 60% marks
in aggregate in ITI.
N1 MTS -Grade IV

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Note:
(i) For the purpose of promotion within the executive and non-executive
posts from the grade of N2 to E8, the various grades have been placed in
cluster viz-A, B, C, D, E&F as indicated above. N1 to N7 are non-executive
posts, whereas, E0 and above are executive posts.
(Circular No. 22/2021 dated 01.09.2021).
(ii) All the posts in Cluster A (N1 to N4) will have common seniority.
Employees working on these posts can be used as per requirement for
different functions. For promotion from Cluster A (N1 to N4) to lowest
level of Cluster B (N5), where the posts will be distributed in different
cadres, as per the chart in Para 1(a), options will be called from the
eligible employees in the N1 to N4 grades. The promotion will be
processed to N5 grade on the basis of options submitted, as per the Zone
of Consideration as described in Para 7 (b) (i) of promotion policy.
(iii) All Open Market Recruitment/Immediate Absorption shall be made in the
lowest grade/level in the cluster.
(iv) For higher grades/levels within the cluster, promotion will be made on
completion of minimum residency period.
(v) Vacancies earmarked at various levels will be filled up against prescribed
quota. Lateral Induction/ Permanent Absorption should be made only
against the quota earmarked for direct recruitment/ lateral induction/
deputation.
(vi) Eligibility conditions for lateral induction to Cluster E/F will be prescribed
as per DPE guidelines. (Circular No. 22/2021 dated 01.09.2021).

4. Minimum Residency
Cluster A
Multi-Tasking Staff-Grade I (N4)
🡅3Yrs.
Multi-Tasking Staff -Grade II (N3)
🡅3Yrs.
Multi-Tasking Staff-Grade III (N2)
🡅3Yrs.
Multi-Tasking Staff-Grade IV (N1)

Cluster A to Lowest Grade in Cluster B

Total four years’ service in Grade N1/N2/N3/N4 will be required for
employees to appear in the Competitive Examination for promotion to
Junior Executive Grade -III (N5 level).

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Panel will be as per seniority from amongst the employees who meet the
prescribed selection criteria.
Cluster B
Jr. Executive- Grade I (N7)
🡅3Yrs.
Jr. Executive- Grade II (N6)

🡅3Yrs.
Jr. Executive- Grade III (N5)

Cluster B to Lowest Grade in Cluster C

Total four years’ service in Grade N5/N6/N7 will be required for employees to
appear in the Competitive Examination for promotion to Executive (E0).
Panel will be as per seniority from amongst the employees who meet the
prescribed selection criteria.
Cluster
Sr. Executive(E1)
🡅4Yrs.
Executive(E0)

Cluster C to Lowest Grade in Cluster D

Total four years’ service in Grade E0/E1 will be required for employees
to appear in the Competitive Examination for promotion to Junior Manager
(E2).
Panel will be as per seniority from amongst the employees who meet the
prescribed selection criteria.
Cluster D
Manager(E4)
🡅4Yrs.
Assistant Manager(E3)
🡅3Yrs.
Junior Manager(E2)

Cluster D to Lowest Grade in Cluster E

Dy. General Manager(E5)
🡅4Yrs.
Manager(E4)

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Cluster E
Addl. General Manager(E7)
🡅4Yrs.
Jt. General Manager(E6)
🡅4Yrs.
Dy. General Manager(E5)

Grade E7 to grade E8
General Manager(E8)
🡅4Yrs.
Addl. General Manager(E7)
Note:
Jr. Manager (E2) grade was introduced vide HR’s Letter No. HQ / HR / E2 / Pt.I
/201501794 Dt. 10.02.2016. To ensure that the promotional prospects of
existing Sr. Executives (as on 10.02.2016) is not adversely affected by the
insertion of new level of E2, such Sr. Executives who have completed 3 years or
more in E1 (Sr. Executive) grade may be given an option to opt either -
(i) For promotion to E3 on completion of six years residency in E1 (Sr.
Executive) grade; or
(ii) For promotion to the new E2 (Jr. Manager) grade on completion of 3 years
in E1 (Sr. Executive) grade and will become eligible for promotion to E3
(Assistant Manager) on completion of 3 years residency period in E2
(Jr. Manager) grade.

5. Counting of Residency
5.1 Counting of residency period of employees on promotion
a) The residency period for all cases of promotion will be counted as on
1st January every year.
b) The actual financial benefits and the date of pay and increment
fixation will be w.e.f the actual date of joining by the employee in the
higher post.

5.2 Counting of residency period of employees on permanent

absorption
For the purpose of counting residency period for promotion in the case of
employees joining on deputation followed by permanent absorption in
DFCCIL, they will be governed by the following: -
a) In the cases where the employees are considered for absorption in
higher grade, their date of residency would be the date of absorption.

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b) In cases where they are absorbed in the same grade in which they
are working on the date of absorption, their date of residency would
be the date of entry to the grade in which absorption is being made
but not before the date of joining on deputation.
c) The employee, who was on deputation and later on given higher
designation and subsequently absorbed in higher designation, will
not be entitled for the benefit of residency period i.e. the date of
residency will be from the date of absorption.

6. Assessment of vacancy for promotion

(a) Within the cluster
i. The number of posts in each grade/level within one cluster will be on
floating basis.
ii. Promotion within the cluster will be considered on completion of
requisite residency period in the present grade, irrespective of
vacancy, as per the selection procedure contained in Para 10.
iii. Assessment for promotions shall be undertaken once in a year. For this
purpose, eligibility lists of employees completing the minimum
required residency for promotion to the next grade shall be prepared
as on 1st January.
(b) From one cluster to another cluster
i. Promotion from one cluster to another cluster shall be subject to
availability of vacancy.
ii. Reservation (SC/ST/PwBD) will be applicable for promotions from
Cluster A to B, Cluster B to C and Cluster C to D.
iii. Post based rosters will be maintained for each cluster where
reservation is applicable as mentioned above.
iv. Assessment of vacancies for promotion from one cluster to another
(inter cluster promotion) in N5, E0, E2 grade shall be undertaken on
1st January. Similarly assessment of vacancy for E5 and E8 grade will
be undertaken on 1st January of every year. For assessing the
vacancy, the existing and anticipated vacancies that will arise in the
next one year will be taken into consideration.
v. The anticipated vacancies will cover the following-
a) Vacancies on account of normal wastage, viz retirement on
superannuation
b) Vacancies likely to be caused as a result of resignation provided the
same are likely to be accepted.
c) Vacancies in next higher clusters in the channel, the filling of which
will result in the need to make consequent appointments from the
proposed panel.

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d) Vacancies likely to be caused due to staff approved to go on

deputation to other units.
e) Number of staff already empanelled for ex-cadre posts.
f) Vacancies likely to arise due to creation of additional posts in next
higher clusters and in the same cluster, with approval of Competent
Authority.

7. Zone of Consideration (ZOC) for Promotion

a) Within the cluster
All eligible employees who have completed the minimum residency
period as on 1st January will be called for selection.
b) From one cluster to another Cluster
(i) For promotion to N5, E0, E2 grades.
All the employees in lower cluster with 4 years of minimum service
will be eligible to appear in the Competitive Examination.
(ii) For promotion to E5 & E8 grades
The Zone of Consideration (ZOC) for E5 and E8 grades, i.e. number
of employees to be called for selection process out of the employees
who have completed minimum residency period as on 1stJanuary
shall be as under: –

Number of Vacancies(X) Normal ZOC

Up to 10 2X+4
More than 10 1.5 X+3 but not less than 24.

8. Issue of notification of vacancies

The number of vacancies to be filled on promotion (within cluster or from one
cluster to another cluster) will be notified. For promotion to N5, E0, E2, option
will be called from the employees working in lower cluster who have
completed 4 years of service in the cluster. List of employees who fall within
the Zone of Consideration as explained in Para 7, who have opted for
competitive examination in terms of Para 7 (b) (i) will be published.

9. Composition of Selection Committee (DPC)

a) Selection Committee (DPC) shall be nominated by the Appointing
Authority as per SOP
b) Composition of the Selection Committee (DPC) for various grades shall be
as under:

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For promotion to Selection Committee Composition

GM (E8) Three Directors including Director in-charge of HR.

AGM, JGM, DGM Three GGM/GMs, one each from HR, the concerned
(E5, E6, E7) department and the sister department.
Manager and Asst. Three AGMs one each from HR, the concerned
Manager (E3, E4) department and the sister department.

Junior Manager (E2) Three AGMs one each from HR, the concerned
(Cluster C to Cluster D) department and the sister department.(one
member should belong to SC/ST category).

In case no member is available from SC/ST

category, another member can be co-opted at one
grade/level lower to the committee.

Sr. Executive (E1) Three AGMs one each from HR, the concerned
department and the sister department.
Executive (E0) Three AGMs one each from HR, the concerned
(Cluster B to department and the sister department. (one
Cluster C) member should belong to SC/ST category).
In case no member is available from SC/ST
category, another member can be co-opted at one
grade/level lower to the committee.
Junior Executive Three AGMs/JGMs one each from HR, the
Grade I and concerned department and the sister department.
Junior Executive
Grade II (N6, N7)

Three AGMs/JGMs, one each from HR, the concerned

Junior Executive department and the sister department. (one
Grade III (N5) member should belong to SC/ST category).
(Cluster A to Cluster B) In case no member is available from SC/ST
category, another member can be co-opted at one
grade/level lower to the committee.

Multi-Tasking Staff Three DGMs one each from HR, the concerned
(N2, N3, N4) department and the sister department.

10. Selection Procedure

10.1 Method
a) Within the cluster
(i) For N1 to N2,N2 to N3, N3 to N4, N5 to N6, N6 to N7 and E0 to
E1 grades, promotions will be made on the basis of performance of
the employee in the Annual Performance Appraisal. APAR’s for last 3
years will be considered. Weightage of each APAR will be of 10

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marks. Minimum Qualifying marks for the promotion will be 60% of

the Total marks, (i.e 18 marks out of 30).
(ii) For E2 to E3, E3 to E4, E5 to E6 and E6 to E7 promotions will be
made on the basis of performance of the employee in Professional/
Managerial Ability (Presentation), Personality Traits (Interview)
and APARs. APAR’s for last 4 years will be considered. Weightage of
each APAR will be of 10 marks (through pro rata conversion).
Distribution of Marks will be as under -

Professional/Managerial Personality APAR Total

ability (Presentation) Traits(interview)
25 25 50 100

Minimum Qualifying marks for the promotion will be 60% of

Professional/ Managerial ability (Presentation) & Personality Traits
(Interview) and 60% of APAR. Thus, overall Qualifying marks shall
be 60% (i.e minimum 60 marks out of 100).

b) From one cluster to another Cluster

(i) For promotion to N5, E0, E2 grades
For Cluster A to lowest Grade in Cluster B (N5), Cluster B to lowest
Grade in Cluster C (E0) and Cluster C to lowest Grade in Cluster D
(E2) promotions will be made on the basis of performance of the
Employee in competitive examination comprising of Professional/
Managerial ability (Written Test) and APARs.
All the employees in lower cluster with 4 years minimum service will
be eligible to appear in the Competitive Examination.
Marks obtained in the written test (computer-based test) as per the
result given by the reputed testing agency will be tabulated along
with marks for APARs by the Selection Committee. APARs for last 4
years will be considered. Weightage of each APAR will be of 10
marks. Distribution of Marks will be as under –

Professional/Managerial APAR Total

ability (Written Test)
60 40 100

If APAR for 4 years are not available then marks will be awarded on
pro-rata basis on the basis of available APARs. Minimum Qualifying
marks for the promotion will be 60% in Professional/Managerial
ability (Written Test) and 60% in APAR. Thus, overall Qualifying
marks shall be 60% (i.e 60 marks out of 100).

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(ii) For promotion to E5 and E8 grades

From Cluster D (E4) to lowest Grade in Cluster E (E5) and Grade E7 to
Grade E8 respectively, promotions will be made on the basis of
performance of the Employee in Professional/Managerial Ability
(Presentation), Personality Traits (Interview) and APARs. APAR’s for
last 4 years will be considered. Weightage of each APAR will be of 10
marks (through pro rata conversion).
Distribution of Marks will be as under:-

Professional/Managerial Personality APAR Total

ability (Presentation) Traits(interview)
25 25 50 100

For promotion to E5 grade, minimum qualifying marks shall be 60%

in Presentation and interview and 60% in APAR. Thus, overall qualifying
marks shall be 60% (i.e. minimum 60 marks out of total 100).
For promotion to E8 grade, minimum qualifying marks shall be 75%
in presentation and interview and 75% in APAR. Thus, overall qualifying
marks shall be 75% (i.e minimum 75 marks out of total 100).

10.2 Presentation
Candidates may be required to make a presentation about his/her
professional/managerial achievements/abilities before Selection
Committee (DPC), wherever prescribed, for promotion to various levels.
Topics for presentation will be decided by member of the Selection
Committee of the concerned department /cadre.

10.3 Written Test

Candidates may be required to appear in the written test for his/her
Professional/ Managerial Abilities, wherever prescribed, for promotion
to various levels. Computer-Based Test (CBT) will be conducted through
reputed testing agency. Syllabus for the test will be prescribed with the
approval of Appointing Authority.
10.3.1 Provision of 10% relaxation of marks to SC/ST/PwBD candidates shall
be applicable up to E2 level in Promotion for non-safety category posts.
Accordingly, the SC/ST/PwBD candidates will require 50% qualifying
marks in Professional/Managerial Ability (written test) and 50% in
APAR. Thus, overall qualifying marks will be 50% (i.e. 50 marks out of
100) in Promotional Selections (up to E2 level) for posts other than those
which fall under safety category, provided, there is a shortfall of
SC/ST/PwBD candidates qualifying from normal standards and posts are
reserved for SC/ST/PwBD candidates.
(Circular No. 36/2023 dated 09.10.2023)

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10.4 Distribution of Marks for APAR

a) For the purpose of assessing the suitability of the employees for
promotion in every grade, the Selection Committee (DPC) shall award the
marks against APARs four (04)/ three (03) preceding years, as prescribed.
b) While awarding the marks under APAR head sum total of marks obtained
on scale of 1 to 10 should be taken into account.
c) Where one or more APAR is not available out of 03/04 (three/four), as
prescribed, the Selection Committee may consider the APARs of
preceding period. If this is also not available, Selection Committee may
award the marks on the average of other available APARs.

10.5 D&AR & Vigilance Clearance

At the time of consideration of the cases of eligible employees for
promotion, details of their D&AR/Vigilance clearance should be obtained
and details thereof, should be brought to the notice of the Selection
Committee.

11. Recommendations of Selection Committee

a) The Selection Committee (DPC) after assessment of the employees shall
prepare Select List/Panel.
b) Cases in respect of employees, who are under suspension or who have
been charge-sheeted or against whom criminal charges have been
framed by a Court of Law, will specifically brought to the notice of the
Selection Committee (DPC). The Selection Committee shall assess the
suitability of such employees for promotion. The assessment and the
recommendations of the Selection Committee shall be kept in a sealed cover.
c) If the disciplinary case/ criminal prosecution proceedings are still
pending against such employees at the time of subsequent selections,
the Selection Committee (DPC) shall assess the suitability for promotion
and the recommendations of the Selection Committee shall be kept in a
sealed cover for each subsequent year.
d) Detailed procedure and guidelines relating to processing the case kept in
sealed cover will be issued from time to time.

12. Formation of Panel

12.1 a) Within the cluster
(i) For N2 to N3, N3 to N4, N5 to N6, N6 to N7 and E0 to E1,
Selection Committee will recommend names of the employees who
have qualified as per the prescribed procedure in order of seniority.
(ii) For E2 to E3, E3 to E4, E5 to E6 and E6 to E7, Selection
Committee will recommend names of the employees who have
qualified as per the prescribed procedure in order of seniority.

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b) From one cluster to another Cluster

(i) For promotion to N5, E0, E2 grades
Selection Committee will recommend names of the employees in the
order of seniority as per vacancies notified from amongst the
employees who meet the prescribed selection criteria.
(ii) For promotion to E5 and E8 grades
Selection Committee will recommend names of the employees in the
order of seniority as per vacancies notified from amongst the
employees who meet the prescribed selection criteria.

12.2 Approval of Panel

The recommendation of Selection Committee (DPC) for promotion will
be put up to Appointing Authority for approval, as per SOP.

12.3 Notification of Panel

List of candidates approved on recommendation of selection committee
shall be notified.

12.4 Currency of the Panel

The currency of the panel shall be for a period up to the assessment of
vacancies for promotions for the next cycle.

13. Supplementary Selection

a) Within the cluster
(i) For N1 to N2,N2 to N3, N3 to N4, N5 to N6, N6 to N7 and E0 to E1, no
supplementary selection will be required as the assessment is made
only on the basis of APARs only.
(ii) For E2 to E3, E3 to E4, E5 to E6 and E6 to E7
If an employee is unable to appear in the Presentation/Interview for
promotion on the scheduled date due to self – sickness or self-marriage
or for any other extraordinary circumstances beyond his/her control,
he/she may be considered for supplementary selection with approval of
Competent Authority based on the merits of each case. The
representation regarding inability to attend the selection should be
submitted by the employee, duly forwarded by his/her Controlling
Officer, to HR department/CO within 15 days from the scheduled date of
selection. Supplementary Selection may be fixed on a convenient date
after decision has been taken on the representation to convene
Supplementary Selection. The supplementary meeting of the Selection
Committee should as far as possible be attended by the same Officers
who were present at the first Selection Committee. Not more than one

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supplementary selection will be held to cater to such situation. Revised

panel may be issued based on the results of the Supplementary Selection
Proceedings.
b) From one cluster to another Cluster
(i) For promotion to N5, E0, E2 grades- No supplementary written
test (CBT) will be conducted. All the employees should appear in the
written test (CBT).
(ii) For promotion to E5 and E8 grades- If an employee is unable to
appear in the Presentation/Interview for promotion on the scheduled
date due to self – sickness or self-marriage or for any other
extraordinary circumstances beyond his/her control, he/she may be
considered for supplementary selection with approval of Competent
Authority based on the merits of each case. The representation
regarding inability to attend the selection should be submitted by the
employee, duly forwarded by his/her Controlling Officer, to HR
department/CO within 15 days from the scheduled date of selection.
Supplementary Selection may be fixed on a convenient date after
decision has been taken on the representation to convene
Supplementary Selection. The supplementary meeting of the
Selection Committee should as far as possible be attended by the
same Officers who were present at the first Selection Committee. Not
more than one supplementary selection will be held to cater to such
situation. Revised panel may be issued based on the results of the
Supplementary Selection Proceedings.

14. Orders of Promotion

a) Within the cluster- Employees borne on the panel will be promoted
irrespective of the vacancy by upgradation/down gradation of posts.
b) Inter Cluster (one cluster to another) – Employees borne on the panel
will be promoted subject to availability of vacancy.
c) If an employee who is recommended for promotion by the Selection
Committee, but in whose case, any of the circumstances indicated in
Para 11 (c) arises after the notification of the panel but before he/she is
promoted, the employee shall not be promoted until the case is finalized.

15. Refusal of promotion

In the event of an employee refusing promotion for any reason, he/she
shall be debarred for promotion for a period of two years from the date of
refusal by such employee. Further, an employee who has been called for
selection for promotion to the next higher grade/post, declines to attend or
fails to attend for any reason, he/she shall be considered again only in the
next Promotion cycle.

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16. Applicability
The promotion policy will be applicable from 01.01.2024. Promotions up to
31.12.2023 will be dealt as per earlier existing policy.
(Circular No. 36/2023 dated 09.10.2023)
The above policy is applicable to Permanent Cadre and may be reviewed
from time to time.
(Circular No. 640/2020 dated 16.10.2020 & Circular No. 03/21 dated 17.02.2021)

II. Eligibility criteria, Mode of filling and Selection criteria for filling
up the posts at E9 (Executive Director) level
(a). Eligibility criteria and Mode of filling: The posts of E9 level
(EDs) may be filled up Department-wise by promotion, by first
inviting the applications from the officers already absorbed in
DFCCIL (internal candidates) and presently working in E8 (GM)
level in IDA scale, having at least 04 years of combined service in
SAG including (NFSAG) (CDA)/E8 (IDA) and having total of 25 years
of Group A/ Managerial Service. Maximum age limit on the date of
publishing of advertisement should be 58 years. In case, internal
candidates are found not suitable/not available in DFCCIL, then
applications will be invited from regular officers of respective
Department of IR and Central PSUs having at least 04 years of
combined service in SAG grade (including NFSAG) (CDA) / in E8
grade in IDA scale and having a total of 25 years of Group A
service/managerial service.
(b). Selection criteria : Selection from amongst applicant candidates
will be done on basis of marks against following attributes as
assessed during interview/interaction with the Committee
consisting of three (03) Directors of BoD nominated by MD –

APAR Professional Personality, Total Qualifying

(5 years) competence & General Marks Marks
managerial awareness & (Total)
qualities/ communication
Attributes skills (through
(through interaction)
presentation)

50 25 25 100 75

*The qualifying marks shall be 75% in each component/attribute as

well as in total.
(Circular No. 20/2021 dated 13.08.2021.)

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Section-IV

Rules governing Seniority

1. The Seniority shall be maintained in every grade/level in each cadre

separately. The seniority among the incumbents in a grade/level shall be
governed by the date of induction in the grade in the manner prescribed
below.
2. The relative seniority of employees appointed by permanent/immediate
absorption in a particular grade/level shall be determined in accordance with
the position on the panel. The person ranking higher in a panel will be senior to
the person ranking lower in the panel.
3. The relative seniority of the employees absorbed through a particular
Selection Committee (DPC) shall be as per the recommendations made by
the Selection Committee. All the employees from one select list will rank
senior to employees borne on the subsequent select list/panel. The
currency of the panel will be for a period of 12 months, up to the period of
assessment of vacancies for next cycle.
4. In N5 (Junior Executive Grade III), E0 (Executive) and E2 (Junior Manager)
grades, where the posts are filled partially by direct recruitment, by
competitive examination and by promotion/absorption, the criterion for
determination of seniority shall be the date of regular promotion after due
process in the case of promotee and the date of joining in the case of direct
recruit. When the dates of entry into a grade of promoted employees and
direct recruits are same, seniority will be assigned to promotees first,
followed by competitive examination and Direct Recruits.
5. The relative seniority amongst the direct recruits shall be in the order of
their merit in which they are selected for such appointment, subject to the
condition that selected candidate joins within the stipulated time. Those
who seek extension of time for joining shall lose seniority vis-à-vis who joins
before them. When two or more candidates get the same merit figure, the
relative seniority shall be based on date of birth, the older candidate
assigned higher seniority.
6. The relative seniority of the employees promoted through a particular
Selection Committee (DPC) shall be in order of seniority on the select list/
panel. All the employees from one select list will rank senior to employees
borne on the subsequent select list/panel.
7. For any post that is required to be filled from multiple cadres, integrated
seniority will be drawn amongst the eligible candidates on the basis of
respective seniority position in respective cadres. For this purpose, date of
entry into the grade /level will be taken as base.
8. If an employee who is empanelled, refuses promotion for any reason, he/
she shall be debarred for promotion for a period of two years from the date
of refusal. In such cases, he/she will rank junior to all others who have been

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promoted based on earlier panel(s). He will have to appear in the

subsequent selection on completion of two years and his/her relative
seniority will be in order of merit on the subsequent select list/ panel.
9. Interpretation
MD would be the competent authority to decide/clarify the provisions, issue
necessary administrative instructions and procedural order, etc. for
implementation of seniority rules. This policy may be reviewed periodically.
(Circular No. 641/2020 dated 16.10.2020)

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Section-V

Transfer

1. Initial posting and Request Transfer of officials

Following guidelines are laid down for consideration of cases related to initial
posting of newly inducted officers/staff and request transfer of officials:-
1. Place of posting of newly inducted officials will be decided considering
administrative requirement, vacancies, option given by the officials and
seniority of the officials in the select list, Senior officials will be given
preference for place of posting over his/her juniors, in the list.
2. Request transfer will not be considered unless officials have completed
minimum two years of residency period at the place of posting except for
the administrative reasons and exceptional circumstances to be recorded
in writing. Any request for transfer on medical/humanitarian ground will
be considered with the approval of MD.
3. Administrative requirement will always be of paramount importance in
deciding the posting.
(Circular No. 06/2016 dated 15.09.2016)

2. Mutual Transfer
Guidelines for Mutual transfer rules for Employees of DFCCIL
1. Mutual transfer rules shall be applicable to:-
i) All permanent employees of the DFCCIL.
ii) These rules shall not apply to Deputationists, Consultants, Advisor,
Casual/Daily rated employees and those on Service Contract.
2. Mutual Transfer shall be allowed between two employees holding same
grades and cadre (viz Civil, S&T/Elect, etc) only i.e. and Executive/Civil or
a Jr. Executive/S&T can seek mutual transfer with another Executive/Civil
or a Jr. Executive/S&T respectively.
3. Procedure to be followed for mutual transfers in DFCCIL:-

S.No. Activity Time

i. Forwarding of application by CGM unit in Project 20 days
Offices/ Controlling officer in Corporate office to
Corporate office HR. The forwarded application should
convey the approval of the CGM/Controlling officer for
the mutual request.
ii. Processing of file by Corporate HR for obtaining 15 days
approval of Competent Authority as defined in SOP for
transfers.

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iii. Issue of Transfer order to Concerned Units/Deptt 05 days

concerned in CO by Corporate OR alter receipt of
Approval from the competent authority.
iv. Relieving/Sparing:- One
Once a transfer order is issued, employees should be month
relieved within 01 month of the date of issue of transfer
order by Corporate HR. This would be responsibility of
C.O./Head of Department concerned under whom the
staff is working.
v. Dispatch of LPC/No dues by the relieving unit/office:-
HR nominated Official at the Unit will ensure that LPC/No One
dues are sent along with Relieving orders to the new month
Unit/ Office etc.

4. General Rules:
(a) Application for mutual transfer between employees working in
different sub areas of a unit shall be dealt by the concerned CPM of
that unit as per SOP on transfers.
(b) There will be no effect on the seniority of the employees who
undergo mutual transfer, since centralized seniority is maintained
at DFCCIL.
(c) No transfer benefits shall be admissible on mutual transfer.
(d) As the mutual transfers are ordered with the consent of both the
employees, it should be made clear right at the time of forwarding
the applications that no request for back tracking from mutual
exchange arrangement will be entertained under any
circumstances.
In case, any official backtracks from the mutual request, he shall
be debarred for three years from requesting for any type of
transfer.
(e) Once a mutual transfer request has been approved and
implemented, the official cannot request for another mutual
transfer, till the time he is working in the same Unit for which his
mutual transfer was accepted in the first place.
(f) It may be ensured that forwarding of application in enclosed
format is done only by CGMs in Units and Controlling official in
Corporate office. No application should be sent directly to
Corporate HR without proper forwarding and recommendation of
the CGM / Controlling officer.
(g) All applications for mutual transfer should be forwarded in the
enclosed format (Annexure I) to Corporate Office by 20th of
every month along with D&AR/ Vigilance Clearance of the officials.
(CircularNo-22/2017 dated 28.11.2017)

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Annexure I

(A) Application for Mutual Transfer (To be filled by the Employee):-

1. Name:
2. Designation:
Employee to
3. E.Code: paste a
4. Grade & Scale of Pay: recent
passport size
5. DOB:
photograph
6. Date of Joining in DFCCIL:
7. Present Place of Posting& Date of Joining
at present place of posting:
8. Educational/Professional Qualification:
9. Transfer sought to:
10. Awards Received, if any:
11. Particulars of employee with whom mutual transfer is sought:-

i Name:
ii Designation:
iii E.Code:
iv Grade & Scale of Pay:
v DOB:
vi Date of Joining in DFCCIL:
vii Present Place of Posting & Date of Joining
at present place of posting:
viii Educational/Professional Qualification:
ix Transfer sought to:
x Awards Received, if any:

I have read the guidelines for mutual transfer circulated vide Circular No.
22/2017 dated 28 .11.2017 and will abide by them. I will not seek transfer back
to my present place of posting or to any other place in future in case of
acceptance of this request, neither will I claim for transfer benefits. The above
particulars are correct to the best of my knowledge and if any discrepancy is
detected at a later stage, I shall be held responsible for the same and will be
liable to be taken up under D&AR Rules of DFCCIL.

Place :
Date :
(Signature)

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(B) To be filled by the Forwarding Office:-

The above particulars have been checked and found to be correct.

There is no D&AR/Vigilance case pending, against Shri/Smt…….......……
........................................Designation…………………..........….on date.

His application is forwarded to Corporate HR for consideration.

Any other Remarks/Recommendations.

Dealing official of the Unit

CGM (Controlling Officer in CO)

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2. Rotational transfer of officers posted against sensitive posts

The nature of duties identified as sensitive as per DFCCIL’s letter dated
08.12.2017 is accordance with DFCCIL’s vigilance manual.
(i) Engineering, Civil, Electrical, S&T, IT and Admin Deptt:-
• All posts above the level of Sr. Executives engaged in Procurements,
Tendering and Contract execution.
• All posts at the level of DGM and above engaged in tender
finalization.
(ii) Finance/Accounts:-
• All posts of Finance above the level of Sr. Executives who are
engaged in vetting of proposals, agreements, contractor payments
etc.
• All posts of Accounts related to contractor payments, disbursement
of compensation to PAPs.
A. HR:-
• All posts of HR at DGM and above level engaged in Promotion,
transfer and posting activities.
• All posts of HR at DGM and above level engaged in HR policy
formulation.
B. Vigilance:-
• All posts in vigilance.
C. In addition to above, in OP&BD department, Business development
section has also been categorized as sensitive and once operation
starts, inclusion of posts in Operations section shall be reviewed.
D. Secretarial staff have a tenure of five years with a particular officer and
in case of continuance beyond five years, they are also being taken
under the purview of rotational transfer, following Railway Board
instructions.
Officials posted against these posts should be rotated as per the existing
guidelines every four years to avoid developing vested interest.
(Letter no. DFC/Vig/0511/2023, Vigilance Policy 07.05.2023.)

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Section-VI
Hours of Work and Period of Rest (HOER)

In terms of sub clause 34, Para 2, Chapter I of Indian Railways Act 1989, DFCCIL
employees are covered under definition of Railway Servant.
In view of the above, the provisions of Railway Servants (Hours of Work and
Period of Rest) Rules, 2005 are applicable to DFCCIL employees.
Accordingly, Railway Servants (Hours of Work and Period of Rest) Rules, 2005
are to be implemented in DFCCIL and are enclosed as Annexure.
(Circular No. 18/2022 dated 17.05.2022)

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Annexure

MINISTRY OF RAILWAYS
(Railway Board)
New Delhi, the 28th February, 2005

RBE No: 131/2005, No. E(LL)2001/HER/9, New Delhi Dated: 09-08-2005

G.S.R.75, 28th February, 2005:- In exercise of the powers conferred by
section 136 of the Railways Act, 1989 (24 of 1989), the Central Government
hereby makes the following rules, namely:-
PART-1

1. Short title, commencement and application

(1) These rules may be called the Railway Servants (Hours of Work and
Period of Rest) Rules, 2005.
(2) They shall come into force on the date of their publication in the Official
Gazette.
(3) They shall apply only to those railway servants to whom Chapter XIV of
the Act applies.

2. Definitions:-
In these rules, unless the context otherwise requires,-
(a) 'Act' means the Railways Act, 1989 (24 of 1989).
(b) 'full-night' means the period between 10.00 p.m. and 6.00 a.m.;
(c) 'long-on' means a period of duty over eight hours in the case of
'intensive' workers, over ten hours in the case of 'continuous’ workers
and over twelve hours in the case of 'essentially intermittent' workers;
(d) 'Ordinary rate of pay' includes-
i. pay as defined in rule 1303 (F.R. 9) of the Indian Railway
Establishment Code Volume-11 (1990 Edition) and includes element
of running allowance to the extent of 30 per cent of basic pay in the
case of running staff as defined in Rule 1507 of the aforesaid Code,
ii. Dearness Allowance, Additional Dearness Allowance and Dearness
Pay, if any, and
iii. Compensatory (City) Allowance;
(e) "Railway servants employed in confidential capacity" includes-
i. Stenographers working either in a separate confidential cell or
attached to the officers in Administrative offices,
ii. Cypher operators,

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iii. Confidential Assistants and Personal Assistants, and

iv. Any other railway servant who may be so specified by the Head of the
Railway Administration to have been employed in confidential
capacity;
(f) 'Regional Labour Commissioner' means an officer appointed as such by
the Government of India in the Ministry of Labour, by notification in the
Official Gazette.
(g) 'Roadside station' means a station other than-
i. an important junction station,
ii. a station with marshalling yard,
iii. an important terminal station,
iv. a station from which trains are ordered as a regular measure, and
v. a station where a separate goods office under a supervisory Goods
Clerk, in the grade of Chief Goods Clerk or of higher rank sanctioned
on the basis of workload in that Goods Office has been provided : -
Provided that the Head of the Railway Administration or the
authority to whom he may delegate this power, may draw up a list of
road-side stations keeping in view the above definition.
(h) 'Roster' means a document which shows the hours that a railway
servant expected to be on duty every day, the daily as well as weekly
rest and break between spells of duty in a day besides other necessary
particulars;
(i) 'Running staff' means the staff who are defined to be so in Rule 1507 of
the Indian Railway Establishment Code, Volume-II (1990 Edition);
(j) "Section" means a section of the Act;
(k) 'Short off' means a period of rest which is-
(i) In the case of intensive workers:
A. less than 12 hours in a roster of six hours duty, and
B. less than 14 hours in a mixed roster of 6 and 8 hours duty,
(ii) In the case of continuous worker—less than 10 hours,
(iii) In the case of essentially intermittent workers - less than 8 hours,
(l) 'Split duty' means duty in two or more spells with intervening breaks
each of half or more hour necessitated by exigencies of work and when
the employee is free to leave his place of duty. Intervals for rest and
meals shall not breaks for the purpose of split duty;
(m) 'Sustained attention' as used in clause (b), section 130 implies mental
effort.
Explanation: A Points man waiting for the arrival of a train after setting points is
required to give sustained attention. Similarly, a Station Master or an Assistant

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Station Master is generally required to pay sustained attention from time he

gives line clear to the Station in rear till the time the train arrives and again from
the time the line clear is asked for to the time the Block Section ahead is cleared.
Wherever circumstances justify a different treatment, the period involving
sustained attention maybe decided by the Controlling Authority. In case of any
doubt, the decision of the Head of the Department shall be final.
(n) All other words and expressions used but not defined in these rules
shall the meanings respectively assigned to them in the Indian Railway
Establishment Code or the Act.

PART- II
Classification of Employment and Hours of Work
3. Prescribed authority to classify the employment of railway servant-
(1) The power to declare the employment of railway servants as 'intensive'
or essentially intermittent' within the meaning of section 130 shall vest
in the Head of the Railway Administration:
a) Provided that the Head of the Railway Administration may, in his
discretion, delegate the power vested in him under this sub-rule to the
Chief Personnel Officer:
b) Provided further that during the period of emergency such as flood,
accident, the power vested in the competent authority can be
exercised by an officer not below the rank of senior scale.
(2) A copy of every declaration made by the prescribed authority under
sub-rule (1) shall, as soon as may be, sent to the Regional Labour
Commissioner concerned and, in case the declaration is made by an
officer other than the Head of the Railway Administration, to the Head
of the Railway Administration or the Chief Personnel Officer, as the case
may be.

4. Appeals against classification:-

(1) Any railway servant aggrieved by the declaration of classification made
under rule 3 may, within ninety days from the date of such declaration,
prefer an appeal to the Regional Labour Commissioner, who, after
scrutiny of relevant documents or if considered necessary, after a fresh
job analysis, may order for a change in the classification.
(2) Any railway servant or Railway Administration aggrieved by a decision
of the Regional Labour Commissioner may, before the expiry of ninety
days from the date on which the decision of the Regional Labour
Commissioner is communicated to him, prefer an appeal to the
Secretary to the Government of India in the Ministry of Labour who will
dispose it off after hearing the parties concerned.

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5. Supervisory staff:-
(1) The Ministry of Labour shall, by order in writing, specify the railway
servants or classes of Railway servants who shall be treated as
supervisory staff under sub clause (iv) of clause (c) of section 130 on
the ground that the Railway servant holds a position of responsibility, is
employed on duties mainly of a supervisory character and is, from the
nature of his work and position, comparatively free to adjust his hours
of duty or work during such hours.
Provided that the railway servants who on the date of publication of
these rules are treated as supervisory staff under these rules shall
continue to be treated as such until the orders specifying the railway
servants or classes of railway servants as supervisory staff is issued
under this sub-rule.
(2) A copy of every such order issued under sub-rule (1) shall be furnished
to the Chief Labour Commissioner (Central), New Delhi.

6. Excluded staff:-
The following categories of staff of the Health and Medical Department shall
be treated as 'excluded' under sub-clause (v) of clause (c) of Section 130,
namely:-
(a) Matrons:
(b) Sisters-in-charge;
(c) Midwives who are not posted on regular shift duty in Railway Hospitals
(d) Health Educators and District Extension Educators (Male and Female)
(e) Family Planning Field Workers (Male and Female);
(f) Lady Health Visitors;
(g) Auxiliary Nurses-cum-Midwives;
(h) Projectionists.
In addition to the above, the Ministry of Railways may, by order in writing,
specify any other category of railway staff in any of the Departments of the
Indian Railways who shall be treated as 'Excluded' on the consideration that
such staff are available on call.

7. Criteria for determining classification of railway servants:-

(1) Continuous: All employments of Railway servants except those exclude:
from the purview of the Hours of Employment Regulations are assumed
to be `Continuous', thereafter, on the basis of factual job analysis, the
employment may be classified either as 'intensive' or 'essentially
intermittent', as the case may be
(2) Intensive: The two important factors in declaring an employment as

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`Intensive' under clause (d) of section 130 of the Act are :—

(i) Strenuous nature of the work tending to cause mental or physical
strain; and
(ii) Continuous application to such work with little or no periods of
relaxation
Explanation I:- The term' continued concentration' in clause (d) of the Section
130 is intended to convey that the attention demanded of the Railway servant
concern& for a particular nature of job should be exclusive not to allow any other
thought or idea to enter the mind and must be of such nature as to cause strain
(physical or mental or both) upon the Railway servant concerned as a result of
continuous application to such work over certain period without reasonable
periods of respite. Thus, having regard to the entire period of duty and nature of
work, the prescribed authority shall before declaring any employment as
'Intensive', satisfy itself that the above factors are present in the job concerned.
In other words, the prescribed authority shall consider whether the job is of
such a character that it demands continued concentration without any
reasonable periods of relaxation.
Explanation II:- Factor (ii) should be considered to have been satisfied where
the periods of rest, inaction or relaxation do not aggregate 6 hours or more in a
cycle of 24 hours or one hour or more in a shift of 8 hours.
(3) Essentially Intermittent: The work of an employee is to be regarded as
essentially intermittent' if his daily duty hours which should be assumed to
be twelve hours per day include-
(a) One period of inaction of not less than one hour, or two such periods of
no-less than half an hour each, and
(b) Various periods of inaction including the period of inaction specified in
clause (a) aggregating 50 per cent or more, during which he is not
generally called upon to display either physical activities or sustained
attention.
Note: In assessing the work-load of the 'essentially intermittent' classification
in accordance with sub-section (b) of Section 130, periods of inaction of less
than 5 minutes shall be ignored.

8. Fixation of hours of work:-

The hours of work of a Railway servant as per roster (hereinafter referred to
as the rostered hours of work) may be continuous or may have short interval
for rest, or breaks due to exigencies of service or deployment.
(1) Subject to the limit specified in section 132 and having regard to the
requirement of the service and the nature of work, the Railway
Administration shall fix the normal rostered hours of work for the various
categories of railway servants in the manner indicated in these rules.

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(2) The rostered hours of work of Railway servants shall consist of-
(i) Standard hours of duty;
(ii) Additional hours as may be prescribed in the case of certain
categories classified as essentially intermittent; and
(iii) Time required to do preparatory or complementary work or both for
those who are required to do such work.
(3) The standard hours of duty for different classes of employment of
Railway servants shall be as under: -
(a) Intensive. . . 42 hours a week;
(b) Continuous. . . 48 hours a week; and
(c) Essentially Intermittent. . . 48 hours a week;
(4) (a) Railway servants having essentially intermittent class of
employment shall be called upon to work as per rule 8(2)(ii)
additional hours as indicated below:-
(i) Gatemen 'C' Caretakers of Rest Houses and Reservoirs, etc.,
Chowkidars and Saloon Attendants -24 additional hours per week
(ii) Railway servants posted to work in Essentially Intermittent
employment at road-side stations and provided with residential
quarters with 0.5 Kms. From their place of duty -24 additional
hours per week
(iii) Rest of the employees posted to work in Essentially Intermittent
class of employment –12 additional hours per week.
(b) Such additional hours of work shall be reflected in the duty rosters
of the Railway servants concerned.
(5) The time required by various categories of staff to do preparatory or
complementary work or both, which includes the work of handling over
and taking over charge, must necessarily be carried out outside the
limits laid down for general working of an establishment, branch or shift
and shall be determined by means of job analysis of such work in
respect of representative posts in respective categories.
(6) The time determined under sub-rule (5) shall be added to the standard
hours of duty of the staff in all the various classifications subject to
maximum limit prescribed below:-
(a) When employment is intensive. . . 3 hours a week;
(b) When employment is continuous. . . 6 hours a week;
(c) When employment is essentially intermittent. . .
(i) Gatemen 'C' Caretakers of Rest Houses and Reservoirs,
Chowkidars, Saloon Attendants and those posted at road-side
stations and provided with residential quarters within 500
meters from their place of duty - 3 hours a week:

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(ii) Railway servants other than those mentioned in sub-clause (a)

- 4-1/2 hours a week
(7) The time required for preparatory or complementary work by the
running staff shall be deemed to be 4 hours a week.
Notes:
(i) Where the time assessed for doing preparatory or complementary
work is under 15 minutes per day, the same shall not be treated as
duty shall not be exhibited in the roster.
(ii) In the case of employment of continuous' nature, the time assessed
for doing’ preparatory or complementary work, between 15 minutes
and less than 45 minutes per day should be treated as half an hour's
work such time between 45 minutes and one hour per day should be
treated as one hour's work.
(iii) In the case of intensive and essentially intermittent categories of
employment, such time assessed between 15 minutes and 30
minutes per day shall be treated as half an hour's work.
(iv) The time assessed for the work mentioned in Note (iii) shall be
reflected in the duty rosters of the concerned railway servants.
(v) Total hours for preparatory or complementary work or both shall
fixed to ensure that the overall duty hours do not exceed the
prescribed for respective classification in Section 132.
(8) Where Railway servants are required to perform split duty, such duty
shall subject to the following conditions, namely:-
(a) The spells of duty shall not exceed three and the number of breaks
shall be limited to two; -24 additional hours per week
(b) In the case of an employment of 'continuous' nature, the railway
servant whose place of residence is beyond 1.6 kilometers from the
place of duty seven hours of split duty shall be treated as equivalent
to eight hours of normal duty.
(9) While preparing rosters, 'long on' or' short offs hall, accordingly, be
avoided
(10) Where, in accordance with the provisions of sub-section (4) of Section -
132 or sub- section (3) of Section 133 and in the circumstances
mentioned therein, a - Railway servant is called upon by an order of
temporary exemption made under Rule 9 below by the competent
authority to render duty beyond the hours of work fixed in accordance
with the foregoing sub-rules or beyond the hours prescribes in sub
sections (1), (2) and (3) of the Section 132, it shall be the duty of the
Railway concerned to render such extra hours of duty.

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9. Power to make temporary exemption

(1) Subject to the provisions of sub-section (4) of Section 132 and of sub-
section (3) of Section 133, Head of a Railway Administration may by
order in writing make temporary exemption of any Railway servant or
class of Railway servants from the provisions of sub sections (1), (2)
and (3) of Section 132 and subsections (1) and (2) of Section 133.
(2) The Head of Railway Administration may by order in writing delegate his
powers under sub rule (1) to any officer subordinate to him and whom
he may deem it to exercise the powers.
(3) A copy of every order of delegation made under sub-rule (2) shall be
sent to the Regional Labour Commissioner concerned.

10. Principle of averaging and payment of overtime allowance

(1) Where a Railway servant is required to render extra hours of duty
beyond the rostered hours fixed in accordance with rule 8 or beyond the
limits specified for different classes of Railway servant under section
132, he shall be paid overtime for such extra hours of work, subject to
the principle of averaging as specified in sub-rule (2).
(2) Averaging shall be done by averaging of the hours of work over the
averaging periods as specified in Section 132 which has been adopted to
provide a reasonable measure of elasticity as essential in railway
working for certain classes of Railway servants and it shall apply to-
(i) Running staff;
(ii) Operating staff;
(iii) Shift workers; and
(iv) Those other Railway servants whose work is connected with the
work of any of the categories of Railway servants mentioned in
clauses (i), (ii) and (iii).
(3) Subject to the provisions contained in sub-section (4) of Section 132,
payment of overtime for excess hours of work shall be made as under :-
(i) for the excess hours of work rendered by a Railway servant between
the limits of prescribed rostered hours of work and the hours
prescribed in Section 132, during the relevant averaging period,
payment shall be made at 11/2 times the ordinary rate of pay; and
(ii) for the excess hours of work rendered beyond the limits prescribed
in Section 132, payment shall be made at two times the ordinary
rate of pay.
(4) The hourly rate of overtime shall be worked out on the basis of rostered
hours over the relevant averaging period as under : -
(i) Hourly rate of Pay (for staff governed by Averaging Principle)

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Period of averaging ÷ No. of rostered hours of work in the averaging

period X 1/30 of monthly ordinary rate of pay.
(ii) Hourly rate of pay (for those not governed by Averaging Principle)
1 ÷ No. of daily rostered hours of work X 1/30 of monthly those
ordinary rates of pay

11. Register of extra hours of work:- The particulars of all extra hours of
work done by a Railway servant beyond the prescribed rostered hours of
duty shall be recorded in a register to be maintained in Form 'A' appended
to these rules by the officer authorized in this behalf by the Head of the
Railway Administration.

12. Periodical Rest:-

(1) Railway servant whose employment is Intensive or Continuous shall be
granted, every week commencing on a Sunday, rest of not less than
thirty consecutive hours and those whose employment is Essentially
Intermittent, shall be granted rest of not less than twenty-four
consecutive hours including a full night.
(2) No Railway servant classified as Intensive, Continuous or Essentially
Intermittent shall be called on duty unless one has had a rest of not less
than 12, 10, 8 consecutive hours, respectively after completion of the
previous tour of duty. Such rest shall be given as far as possible through
the employment of rest givers and the rest givers so provided shall be
separate for Continuous and Essentially Intermittent categories.
(3) Locomotive or traffic running staff shall be granted, each month, a rest
of at least five periods of not less than twenty-two consecutive hours
each, or a rest of at least four periods of not less than thirty consecutive
hours each including a full - The hours of work for this purpose shall be
calculated from "signing on" to 'signing off”.
(4) The locomotive and traffic running staff shall not normally be away from
headquarters for more than three or four days at a stretch and the
periodic rest for such staff shall be given at headquarters. Rest at
headquarters shall always include a night in bed, and as far as possible
be once in every ten days.
(5) Staff on duty in running trains, other than locomotive and traffic running
staff such as Travelling Pay Clerks and Catering Staff attached to
Restaurant Car shall be given periodic rest on the scale and in the
manner laid down for the locomotive and traffic running staff. Some
portion of the periodic rest may, however, be given away from their
headquarters having regard to their length of trips.
(6) The working hours and periodic rest of marine staff, other than those
who are governed by the Factories Act shall be regulated in the same
manner as running staff.

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(7) In accordance with clause (ii) of sub-section (2) of Section 133 of the
Act, the Head of the Railway Administration may, with the prior approval
of the Ministry of Railways, specify the categories of Railway servants to
whom the periods of rest on scales less than those laid down under sub-
section (1) of the said section prescribed.

13. Compensatory periods of rest:-

No Railway servant in respect of whom an exemption has been made under
rule shall be required to work for more than fourteen days without a period
of rest and shall be provided with compensatory rest within this period.

PART-III
AUTHORITIES TO ENSURE PROPER IMPLEMENTATION OF THE
PROVISIONS OF CHAPTER XIV OF THE ACT AND THESE RULES

14. Appointment of Supervisors- The supervisors of Railway labour shall be

appointed by the Ministry of Labour. The manner of their appointment and
the educational qualifications, etc., prescribed for the purpose will be as
laid down by the Ministry of Labour from time to time.

15. Display of rules and notices-

Every Railway Administration shall display in. a conspicuous place
(a) Where the Railway servants work, notices specifying the
classification of employment of Railway servants; the duration of
their hours of employment, their period of rest and rosters; and
(b) In each station or other establishment, a copy of Chapter XIV of the
Act and these rules in English, Hindi and in local language.

16. Annual Return

Every Railway Administration shall send each financial year a return in
Form "B’ appended to these rules, so as to reach the Regional Labour
Commissioner not later than the 15th day of May following the end of the
financial year to which it relates.

PART-IV
RESIDUARY POWER

17. Power to make modification in special cases.

(1) Notwithstanding anything provided in these Rules, where, in the
interest of efficient working of the Railways, there are certain
conditions of special nature necessitating an immediate modification

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of any conditions laid down under these web rules to suit local
conditions, such modifications which are not inconsistent with any
provisions of Chapter XIV of the Act, may be effected with the prior
approval of the Ministry of Railways.
(2) A copy each of such modification shall be sent to the Regional Labour
Commissioner concerned.
(3) If any Railway servant is adversely affected by any such modification
made under sub-rule (1), he may prefer an appeal before the expiry
of 90 days from the date of effecting such modification to the Ministry
of Railways whose decision thereon shall be final.

PART-V
REPEAL AND SAVING
18. The Railway Servants (Hours of Employment) Rules, 1961 and any
orders issued there under in so far as they are inconsistent with these
rules, are hereby repealed, provided that:-
(1) Such repeal shall not affect the previous operation of the said rules or
any orders made or anything done or any action taken there under;
(2) Nothing in these rules shall be construed as depriving any person to
whom these rules apply, of any right of appeal which had accrued to
him under the rules or orders in force before the commencement of
these rules.
(3) An appeal pending at the commencement of these rules against an
order made before such commencement shall be considered and
orders thereon shall be made in accordance with these rules as if
such orders were and the appeals were preferred under these rules.
(4) As from the commencement of these rules any appeal or application
for review against any orders made before such commencement,
shall be preferred or made under these rules as if such orders were
made under these rules.

*******

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FORM ‘A’
(See Rule 11)
REGISTER OF EXTRA HOURS OF WORK –REGISTER PRESCRIBED
UNDER RULE 11 OF RAILWAY SERVANTS (HOURS OF WORK AND
PERIOD OF REST) RULES, 2004.
Station:
Division:

S. Month Name Designation Classification Rate of Rostered Actual Extra

No. and and Intensive Pay hours Hours Hours
date Father’s Continuous worked
overtime Name Essentially From To From To
worked Intermittent
(1) (2) (3) (4) (5) (6) (7) (8) (9)

Reason Compulsory Number Reasons for Signature of Amount Remarks

for rest of hours granting subordinate of
working granted for which temporary incharge overtime
extra over time exemption granting paid and
hours payable under section exemption date of
132 (4) and under rules payment
133
Date From To
(10) (11) (12) (13) (14) (15) (16)

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FORM ‘B’
(See Rule 16)
ANNUAL RETURN FOR THE YEAR ENDING 31st MARCH
………...........

S. Name of Total No. Intensive Continuous

No. Railway of Railway Other than
Servants running staff
Employed
No. Percent No. Percent No. Present
(1) (2) (3) (4) (5) (6) (7) (8) (9)

THE GAZETTE OF INDIA MARCH 5, 2005/PHALGUNA 14, 1926 [Part II Sec 3 (I)]
Essentially Supervisory Excluded employed in Others
Intermittent confidential capacity
No. Percent No. Percent No. Percent No. Percent Remarks
(10) (11) (12) (13) (14) (15) (16) (17) (18)

Signature of Head/
Place:
Incharge of Railway Administration
Date: (SEAL)

To:
The Regional Labour Commissioner (Central)

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Section-VII
Leave Rules

01. Short Title and Commencement:-

(a) These Rules may be called DFCCIL Leave Rules’ 2008 and as amended
in 2021.
(b) These Rules came into force from 26.12.2008 and Leave on Average
Pay (LAP) and Leave on Half Average Pay (LHAP) already earned by the
regular employees of the Company prior to commencement of these
Rules were credited to their Leave Account.

02. Extent of Application:-

(a) These Rules shall apply to all regular employees in the permanent
strength of the Company and such other category of employees
brought under these Rules by special order.
(b) These Rules shall NOT apply to the employees working on Deputation
terms from Indian Railways and other Government Departments/
Organizations. These Rules shall also NOT apply to the employees
appointed on Contract terms, those on casual employment and those
engaged as Consultants.
(c) In the matter of leave, the employees appointed on Contract terms or
as Consultants, etc. shall be governed by the mutually agreed terms
and conditions of their appointment.

03. General Conditions and procedures for Grant of Leave:-

(a) Right to Leave: - Leave cannot be claimed as a matter of right. The
competent authority shall not alter the kind of leave due and applied for
except at the written request of the employee. Leave of any kind may be
refused or revoked by the authority competent to grant Leave to ensure
that no dislocation in the normal working of the establishment is
caused.
(b) Combination of different kinds of Leave: - Except as provided
otherwise under these rules, any kind of leave under these rules may be
granted in combination with or in continuation of any other kind of
leave. Casual Leave (CL) shall not be combined with any other kind of
leave admissible under these rules.
(c) Combination of Holidays with Leave: - Holiday or a series of
holidays (including Restricted Holidays) falling before commencement
of the leave or after expiry of the leave may be prefixed and/or suffixed
with leave.
(d) Employment during Leave: - The employee on leave shall not take

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any service or accept any employment without the previous sanction of

the competent authority in the Company.
(e) Application, Grant for Leave and Leave Account: - All kinds of
leave are to be applied through ESS portal of DFCCIL/SAP data. The
leave shall be sanctioned by the authority in accordance with the
powers delegated in the Schedule of Powers (SOP)-Schedule-III (Estt.
Matters) of the Company. Leave account will be maintained in the ESS
portal/SAP data. Leave shall not be granted to an employee whom the
competent authority has decided to dismiss, remove, or compulsorily
retire from service. Leave for three days or less shall be made at least
twenty-four hours prior to the start of the requested leave and if the
leave is required for more than three days, the leave request shall be
made seven days prior to the start of the requested leave.
(f) Extension of Leave: - An employee who desires to extend his leave
shall apply through ESS portal/SAP data to the sanctioning authority
giving reasons for extension well in time so as to reach the sanctioning
authority before the expiry of leave already granted. Except in the case
of an emergency, the employee shall not avail the leave for the
extended period before it is sanctioned by the leave sanctioning
authority.
(g) Absence after expiry of Leave: - Willful absence after expiry of
leave/extended leave or unauthorized absence from duty shall render
an employee liable to disciplinary action. An employee who remains
absent from duty after expiry of leave unless it is extended shall not be
entitled for leave salary for the period of such absence and such period
shall be debited as leave without pay i.e. against the EOL. However, if
the employee proves to the satisfaction of the leave sanctioning
authority that his absence was on account of sickness or other valid
reasons, that authority may at his discretion regularize his absence into
any leave due with or without pay. (Circular 12/2017 dated 19.07.2017
for ESS portal)
(h) Recall from Leave: - In case the Company finds it necessary to recall
an employee to duty before the expiry of sanctioned leave, it shall be
obligatory for the employee to comply with the orders and mandatorily
report for duty and DFCCIL employee shall be entitled to:-
(a) If the leave from which he is recalled is in India, to be treated as on
duty from the date on which he starts from the station to which he is
ordered, and to draw:-
i. Travelling allowance under rules made in this behalf for the
journey; and
ii. Leave salary until he joins his post, at the same rate at which he
would have drawn it but for recall to duty.
(b) If the leave from which he is recalled is out of India, to count the

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time spent on the voyage to India as duty for purposes of

calculating leave, and to receive -
i. Leave salary, during the voyage to India and for the period from
the date of landing in India to the date of joining the post at the
same rate at which he would have drawn it but for recall to
duty;
ii. A free passage to India;
iii. Refund of his passage from India if he has not completed half
the period of his leave by the date of leaving for India on recall,
or three months, whichever is shorter;
iv. Travelling allowance under rules made in this behalf for the
journey.
(c) The period of leave not availed shall be restored to his / her account.
(Para 516 IREC Vol.II)
(i) Grant of Leave on Medical Grounds: - Grant of leave or extension of
leave, on medical grounds, must be accompanied by a Medical
Certificate from any “Authorized Medical Attended” nominated by the
Company or by any medical practitioner duly qualified in the Allopathic,
Homeopathic or Ayurvedic systems of medicines and registered in the
appropriate schedule of the State and acceptable to the Company. An
employee who has been sanctioned leave or an extension of leave on
medical grounds shall not resume duty unless he produces a “Fitness
Certificate” from the aforesaid medical authority or any other higher
Medical Authority/ Medical Board as may be required by the leave
sanctioning authority.
(j) Procedure in case of Deputationist:- The Procedure for making
application for leave and grant of leave for a Deputationist shall be
same as followed for regular employees of the Company. In terms of
Rule No.-2016 and 2023-(6.6)-(c)-(iii) & (6.7) of Indian Railway
Establishment Code (Volume-II), all Railway Employees on deputation
to DFCCIL shall be regulated by the Leave Rules of their Parent
Organization. Employees from other Govt. Deptt. on deputation to
DFCCIL shall also be governed by the Leave Rules of their Parent
Organization. The details of the Leave availed by deputationist shall be
periodically sent by HR/Corporate Office to the Pay and Accounts Office
of their parent organization for making necessary debit in their Leave
Account. DFCCIL shall pay Leave salary contribution (except for the
period of leave availed while on deputation with DFCCIL) in favour of
such deputationist, along with Foreign Service Contribution (FSC)
towards the cost of their Pension. The Leave Salary and Foreign
Service Contributions shall be determined as prescribed in Rule No.-
2007 and 2008 read with Appendix-I of the Indian Railway
Establishment Code (Volume-II) and the required amount of cheque

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along with its details shall be periodically sent by Finance/ Corporate

Office to the Pay and Account Office of their parent office, under
intimation to the deputationist.

Kind and Amount of Leave admissible:-

04. Leave on Average Pay (LAP):-

(a) The employee shall be entitled to 30(thirty) days Leave on Average Pay
(LAP) in a calendar year. The Leave Account of every employee shall be
credited with LAP in advance, in two installments of 15 days each on the
first day of January and July of every calendar year. (BoD 65th meeting
13.08.2018)
(b) During the half yearly period in which appointment was made, LAP shall
be credited to the leave account @21/2 days for each completed calendar
month of service which he is likely to render in that half year. Similarly,
during the calendar half year in which an employee is due to retire or
resign from service or is removed or dismissed from service or dies
while in service, credit of LAP to his leave account shall be afforded @
2 days per completed calendar month. In both the cases the period of
1/2

15 days or more shall be taken as one month and less than 15

days shall be ignored.
(c) The maximum accumulation of total LAP at credit shall not exceed 300
days at any given point of time out of which the ceiling under the
encashable Leave Account shall be 150 days. The maximum amount of
LAP that can be granted at a time to an employee shall be 150 days.
(d) The leave at the credit of an employee at the close of the previous half
year shall be carried forward to the next half year subject to the leave so
carried forward plus the credit for the half year do not exceed the
maximum limit of 300 (three hundred) days.ll
(e) During employment only, the employee would be allowed to encash
50% of LAP to his/her credit as on the date on which he/she applies for
encashment once in a calendar year provided that he she is left with at
least 30 days LAP to his/her credit after such encashment as on the date
of the application. (BoD 65th meeting 13.08.2018)
The period of leave shall not be deducted from the maximum quantum
of leave encashable (300 days) at the time of retirement. (BoD 65th
meeting 13.08.2018)
(f) An employee who proceeds on Leave on Average Pay (LAP) shall be
entitled to leave salary equivalent to that he/she was drawing
immediately before proceeding on LAP.
(g) If an employee has been sanctioned leave beyond 180 days will be
allowed HRA/Lease provided a certificate is submitted that the
employee continued for the period for which house rent allowance is

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claimed, to retain the house of the same station whether within the
qualifying limits or in an adjoining areas from where he proceeded on
leave and paid rent for it and did not sublet whole of it. Based on the
above instructions, certificate from DFCCIL employee could be as
under:
The DFCCIL Employee Ms./Mrs./Shri
continued for the period for which house rent allowance/ Leave is
claimed, to retain the house at the same station (whether within its
qualifying limits or in adjoining area) from where the employee
proceeded on paid rent for it and did not sub-let whole of it;
Note: The words “adjoining area” used in the above certificate refer to
an area from which a DFCCIL employee normally attends to his/her
duty.
(Ministry of Finance letter dated 27.11.1965 and Para 1707(iii) (ii) of
IREC Vol. II)

05. Leave on Half Average pay (LHAP):-

(a) The employees shall be entitled to Leave on Half Average Pay (LHAP) of
20 days in respect of each completed year of service. The account of
LHAP of every employee shall be credited with LHAP in advance, in two
installments of 10 days each on the 1st day of January and 1st day of
July of every calendar year. LHAP can be accumulated to any extent in
the leave account of an employee.
(b) The LHAP shall be credited to the leave account @5/3 days for each
completed calendar month of service which the employee is likely to
render in the half-year of the calendar year in which he/she is
appointed. Similarly, the credit for half year in which the employee is
due to retire or resign from service shall be allowed @ 5/3 days per
completed month upto the date of retirement or resignation. However,
when an employee is removed or dismissed or dies while in service,
credit of LHAP shall be allowed @5/3 per completed month upto the end
of calendar month proceeding the calendar month in which the
employee is removed or dismissed from service or dies while in service.
In all these cases (fraction of a day shall be rounded off to the nearest day).
(c) The amount of LHAP that can be availed of in one spell irrespective of its being
combined with any other kind of leave or not shall be limited to 24 months.
(d) An employee who proceeds on LHAP shall be entitled to leave salary
equal to half of that he/ she was drawing immediately before proceeding
on such leave.

06. Commuted Leave:-

Commuted leave not exceeding half the amount of LHAP due may be
granted, on Medical Certificate, to the employees with the following
conditions:-

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(a) The authority competent to grant leave is satisfied that there is

reasonable prospect of the employee returning to duty on its expiry;
(b) When commuted leave is granted, twice the amount of such leave shall
be debited against the LHAP due;
(c) There is no limit to the number of days of commuted leave to be availed
of during the entire service;
(d) Where an employee who has been granted commuted leave and resigns
from service or at his request is permitted to retire voluntarily without
returning to duty, the commuted leave shall be treated as LHAP and the
difference between the leave salary in respect of commuted leave and
LHAP shall be recovered. However, no such recovery shall be made if the
retirement is compulsorily thrust upon him by reason of ill health
incapacitating the employee for further service or in the event of his
death;
(e) Commuted leave may be granted at the request of the employee even
when LAP is due to him.

07. Leave Not Due:-

(1) Leave Not Due may be granted to a DFCCIL employee in permanent
employment subject to the following conditions:-
i) Leave Not Due shall be limited to the leave on half average pay he is
likely to earn thereafter;
ii) Leave Not Due during the entire service shall be limited to a
maximum of 360 days, on medical certificate;
iii) Leave Not Due shall be debited against the half pay leave he is likely
to earn subsequently.
iv) Where a DFCCIL employee who has been granted Leave Not Due
resigns from service or at his/her request permitted to retire
voluntarily without returning to duty the Leave Not Due shall be
cancelled, his/her resignation or retirement taking effect from the
date on which such leave had commenced and the leave salary shall
be recovered.
v) Where a DFCCIL employee who having availed of Leave Not Due
returns to duty but resigns or retires from service before he/ she
has earned such leave shall be liable to refund the leave salary to
the extent the leave has not been earned subsequently.
(2) Provided that no leave salary shall be recovered under clause (iv) or
clause (v) if the retirement is compulsorily thrust upon him/her by
reason of ill health incapacitating the employee for further service or if
he/she is retired compulsorily on disciplinary grounds or due to pre-
matured retirement. (Para 528 of IREC Vol.II)

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08. Extraordinary Leave (EOL) i.e. Leave without Pay: -

(a) Extraordinary leave (EOL) i.e. 1eave without pay may be granted to an
employee in special circumstances, when no other leave is admissible
to him.
(b) EOL shall not be granted to an employee on probation and to those re-
employed with the company.
(c) Two spells of EOL, if intervened by any other kind of leave, shall be
treated as one continuous spell of EOL.
(d) Where an employee fails to resume duty on the expiry of the EOL
sanctioned to him/her, admissible under these rules, he/she shall be
deemed to have resigned from the service, unless the competent
authority of the Company in view of the exceptional circumstances of
the case otherwise determines.
(e) An employee who proceeds on Extraordinary Leave (EOL) shall not be
entitled to any leave salary.

09. Leave Preparatory to Retirement (LPR):-

(a) An employee not desirous of encashment of Leave on Average Pay (LAP)
at his credit at the time of retirement on superannuation may be
permitted by a competent authority to take leave preparatory to
retirement to the extent of LAP due, not exceeding 180 days together
with LHAP due, subject to the condition that such leave extends only upto
and includes the day preceding the date of retirement.
(b) The leave granted as leave preparatory to retirement shall not include
EOL.

10. Maternity Leave: -

(a) Maternity leave will be granted to a female employee for a maximum
period of 26 weeks of which not more than 8 weeks shall precede the date
of her expected delivery subject to maximum of 2 surviving children etc.
{Para 3(A)(I) of the Maternity Benefit (Amendment) Act 2017}.
The term “week” means a cycle of seven days including Sundays.
B. Shah V. Presiding Officer, A.I.R. 1978 S. C. 12 {Note under Para
5(3) of the Maternity Benefit Act 1961}
(b) Maternity leave to those female employees who are already having two,
or, more than two surviving Children shall be for a maximum period of
12 weeks of which not more than 6 weeks shall precede the date of her
expected delivery. {Para 3(A)(ii) of the Maternity Benefit
(Amendment) Act 2017}
(c) Any other kind of leave (including commuted leave for a period of not
exceeding 60 days and leave not due) that can be granted in
continuation with maternity leave shall be for two years. The period of

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Extra Ordinary Leave without Medical Certificate, if any, shall not be

treated as qualifying service for the purpose of pension, annual
increments, etc.
(d) No woman shall be entitled to maternity benefit unless she has actually
worked in an establishment of the employer from whom she claims
maternity benefit for a period of not less than one hundred and sixty
days in the twelve months immediately preceding the date of her
expected delivery. {Para 5(2) of the Maternity Benefit Act 1961}
(e) Maternity leave may be granted for a maximum period of six weeks
immediately following the day of her miscarriage. {Para 9 of the
Maternity Benefit Act 1961}
This also includes abortion induced under the Medical Termination of
Pregnancy Act, 1971.
(f) Maternity leave may be combined with any other kind of leave.
(g) The maternity leave shall not be debited against the leave account.
(h) Maternity leave will be granted on the production of a certificate
recommending its grant and period by an Authorized Medical Practitioner.
(i) During maternity leave, the employee shall be paid leave salary equal to
the pay drawn immediately before proceeding on leave {Para 551(2)
IREC Vol.I}.
(j) A woman who legally adopts a child below the age of 3 months or a
commissioning mother shall be entitled to maternity benefit for a period
of 12 weeks from the date the child is handed over to the adopting
mother or the commissioning mother as the case may be. {Para
3(B)(4) of the Maternity Benefit (Amendment) Act 2017}
(k) In case where nature of work assigned to a woman is of such nature that
she may work from home, the employer i.e. DFCCIL may allow her to do
so, after availing of the maternity benefit for such period and on such
conditions as the employer i.e. DFCCIL and the woman may mutually
agree. {Para 3(B)(5) of the Maternity Benefit (Amendment) Act
2017}

11. Paternity Leave:-

(a) A male employee with less than two surviving children may be granted
Paternity Leave for a period of 15 days during the confinement of his
wife i.e. up to 15 days before or up to 06 months from the date of
delivery of child and if such leave is not availed of within this period, it
shall be treated as lapsed.
(b) It shall not be debited against the leave account and may be combined
with any other kind of leave.
(c) This leave may not normally be refused to the employee.
(d) It shall be sanctioned only in a single spell.

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(e) During the period of such leave, he shall be paid leave salary equal to
the pay drawn immediately before proceeding on leave.

12. Special Disability Leave:-

(a) Special disability leave may be granted to an employee, who is disabled
by injury accidentally incurred in, or in consequence of due
performance of his official duties or in consequences of his official
position, or by illness incurred in the performance of any particular duty
which has the effect of increasing his liability to illness or injury beyond
the ordinary risk attaching to the post which he holds.
(b) Such leave shall not be granted unless the disability manifested itself
within 03 months of the occurrence to which it is attributed, and the
person disabled acted with due promptitude in bringing it to notice.
(c) The period of leave shall be such as certified to be necessary by the
proper medical authority/ authorized medical attendant of the
company, however, the maximum period of such leave shall not exceed
24 months in consequence of any one disability.
(d) Special disability leave may be combined with any other kind of leave.
Such leave shall not be debited against the leave account.
(e) Leave salary during such leave for the first 120 days shall be allowed
equal to the leave salary while on LAP; and for the remaining period of
any such leave, leave salary shall be equal to that admissible during
LHAP.
(f) In the case of a person to whom the Workman’s Compensation Act,
1923 applies, the amount of leave salary payable under this rule shall
be reduced by the amount of compensation payable under the said Act.
(g) Procedure adopted for processing the cases of employees injured by
accident arising out of and in the course of employment is placed at
Annexure-IV.

13. Leave Encashment:-

(a) In case of death while in service:- In case an employee dies while in
service, the cash equivalent of the leave salary that the deceased
employee would have got had he gone on LAP that would have been due
and admissible to him but for the death, on the date immediately
following the date of death, and in any case not exceeding leave salary
(including DA) for 300 days, shall be paid to his family.
(b) In case of retirement on attaining the age of superannuation: -
All employees retiring on superannuation shall be paid cash equivalent
of leave salary in respect of LAP at their credit at the time of retirement.
The payment of cash equivalent of leave salary shall be limited to a
maximum of 300 days of LAP and shall be paid in one lump sum as one
time settlement. Cash payment shall be equal to leave salary as

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admissible for LAP and DA admissible on that leave salary @ in force on

the date of retirement. No CCA and/or HRA shall be payable. The above
rule shall not apply to the cases where an employee is dismissed, removed
from service or compulsorily retired as a measure of punishment under
DFCCIL (Discipline & Appeal Rules). The cash payment for unutilized LAP
shall be made in the manner indicated below:

Pay admissible on the Multiplied by the Number

Cash date of retirement + DA of unutilized LAP at credit
Payment = admissible on that date. on the date of retirement,
30 subject to a maximum of
300 days.

(c) In case of Premature/ Voluntary retirements/Termination from

Service:- The employee who retires by giving notice to the Company or
the employee is retired or his services are terminated by the Company
by giving him the notice or pay and allowances in lieu of such notice in
accordance with the terms and conditions of his service, may be
allowed encashment in respect of LAP at his credit, subject to a
maximum of 300 days. The amount shall be determined as at (b) above
and shall be paid in one lump sum as a onetime settlement. No HRA or
CCA shall be payable.
(d) In cases of retirement while under Suspension or D&AR case
Pending:- In case of an employee retiring from service on attaining the
age of retirement while under suspension or while disciplinary or
criminal proceedings are pending against him at the time of retirement,
the competent authority may withhold whole or part of cash equivalent
of LAP payable to him, if in the view of such an authority there is
possibility of some money recoverable from him on conclusion of
proceedings against him. On conclusion of the proceedings, he will be
eligible to the amount withheld after adjustment of Company’s dues, if
any.
(e) In cases of resignation or quitting of service:- In the cases of
resignation or quitting of service, the employee may be granted cash
equivalent in respect of LAP at his credit on the date of cessation of
service to the extent of HALF of such LAP at his credit, subject to a
maximum of 150 days.
(f) Encashment of Leave on Half Average Pay (LHAP):- The half pay
leave shall be considered for encashment of leave along with LAP,
subject to overall limit of 300 days. The cash equivalent payable for half
pay leave shall be equal to leave salary as admissible for half pay leave
plus Dearness allowance admissible on the leave salary without any
reduction being made on account of pension equivalent of other
retirement benefits payable. To make up the shortfall in LAP, no
commutation of half pay leave shall be permissible. The cash equivalent

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for half pay leave component shall be calculated in the manner

indicated below: -

Cash Payment in Half Pay Leave Multiplied by the Number

lieu of Half Pay salary admissible on of days of half pay leave at
Leave Component the date of retirement credit subject to the total
= + DA admissible on of LAP and LHAP at credit
that date. not exceeding 300 days.
30

14. Casual Leave and Restricted Holidays: -

(a) Casual Leave may be granted to an employee subject to exigencies of
the work. A total of 08 CL is admissible to the employees in a calendar
year. Half a day’s CL can also be granted, if requested by the employee.
(b) CL shall not be combined with any other kind of leave; however, it can
be prefixed and suffixed with holidays.
(c) An employee on CL shall be treated as on duty for the purpose of drawal
of salary.
(d) CL shall be sanctioned by the concerned controlling officer of the
employees through ESS portal/ SAP data.
(e) In addition to the CL, the employees shall be entitled to avail 02
Restricted Holidays to be chosen from a list of RH notified by the
Central/ State Govt. where the office of DFCCIL is located.
Note:
(i) Field Unit staff may be granted casual leave for half-a-day or for the
full day on Saturday, depending upon the periods of working i.e. if
there are two periods of working on Saturdays and the absence is
during either of the two periods, casual leave may be granted for
half-a-day; and
(ii) If there is only one period of working on a Saturday, the leave should be
for a full day.

15. Transfer of leave from previous organization and vice-versa:-

(a) Wherever an employee, joins the services of DFCCIL after leaving the
services of any Public Sector Enterprise, the Company will accept the
transfer and amount of Leave on Average Pay (LAP) subject to a
maximum of 300 days and Leave on Half Average Pay (LHAP) already
earned by him under his previous employer provided applications
having been routed through proper channel and the management of
both the concerns have concurred in.
(b) Wherever an employee leaves the services of DFCCIL and joins the
services of any Public Sector Enterprise, the amount of Leave on

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Average Pay (LAP) subject to a maximum of 300 days and Leave on Half
Average Pay (LHAP) already earned by the employee, will be
transferred to the new employer subject to the condition that the
applications having been routed through proper channel and the new
employer agrees to accept such amount. Such transfer should take
place with the consent of DFCCIL and the other employer.
(c) The transferor organization should liquidate its liability by making
lump-sum payment to the borrowing organization in respect of leave
salary for Leave on Average Pay (LAP) and Leave on Half Average Pay
(LHAP). {BoD 43rd meeting 20.01.2014}

16. Special Casual Leave

(a) Special Casual Leave will be admissible to employees of DFCCIL to cover
their absence from duty. It may also be granted to those engaged on
contract basis.
(b) It is not a recognized leave or is subject to any rule under leave Rules
applicable to DFCCIL employees.
(c) Full Pay will be admissible during the period when the employee is on
Special Casual Leave.
(d) Special Casual Leave can be combined with regular leave or casual
leave, but not with both.
(e) Special Casual Leave will be granted to DFCCIL employees to cover their
absence from duty on the following occasions –
1) Absence due to bandh/curfew and other disturbances
Special Casual Leave may be granted subject to the Competent
Authority being satisfied that the absence is due to the reasons
beyond their control in following cases-
i. In case of failure of transport facilities.
ii. In case of picketing or disturbances or curfew.
iii. Disorganization of train services either on account of train
accidents or floods.
iv. In case of employees who proceed on leave but are unable to return
to place of duty owning to dislocation of train services or floods.
In both these cases (item iii &iv), special casual leave will be
permissible when no other mode of transport could have been
availed of to reach place of duty.
2) Sporting and Cultural events.
i. For participation in sporting and cultural events organized by DFCCIL
ii. For participation in State/National/International sporting
events (including Training Camps) conducted by Government/
recognized Federations/Associations.

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iii. Participation in cultural events of national importance.

iv. Participation in Mountaineering/ trekking expeditions
recognized by Indian Mountaineering Federation or Youth
Hostel Association of India.
For participation in these events, maximum of 30 days in a calendar
year will be admissible.

3) Miscellaneous purposes.
i. Voluntary blood donation organized at DFCCIL office/ Railways
DFCCIL volunteering to donate blood at camps organized at
DFCCIL office may be granted one day Special Casual Leave if
blood is donated on a working day.
ii. For appearing as Defense Counsel in Departmental enquiries.

4) Regularization of absence during COVID-19 Epidemic Lockdown.

Instructions contained in DFCCIL circular No. 12/2021 dated
01.06.2021 and 16/2021 dated 23.06.2021, will apply. Maximum
Special Casual Leave a DFCCIL employee can avail is 30 days.

5) Sanctioning Authority.
Concerned GGM/GM in Corporate Office and CGM/GM(Co-
ordination) in field units will be sanctioning authority for Special
Casual Leave for employees’ up to the level of E5 (up to DGM/PM
level). For employees at E6 and above level (JGM/Dy.CPM and
above), Director concerned will be the sanctioning authority.
{Office Order No. 383/2020 dated 24.06.2020}

17. Maximum amount of continuous leave

Unless MD, in view of the exceptional circumstances of the case otherwise
determines, no DFCCIL employee shall be granted leave of any kind for a
continuous period exceeding 5 years. (Para510 of IREC Vol.I). This includes
all types of leave including Extra-ordinary leave/ Maternity Leave, etc.
Provided further that this rule shall not apply to a case where leave is
applied on medical certificate, in connection with disability.
Note: Here and hereafter “disability” means “specified disability”,
“benchmark disability” and “disability having high support needs” as referred
to in the Rights of Persons with Disabilities Act, 2016 (49 of 2016).

18. Amendments and Interpretations:-

(a) Where any doubt arises to the interpretation of these Rules, it shall be
referred to the HR/Corporate Office for a decision by the Competent
Authority, which shall be final.
(b) The Managing Director DFCCIL may amend, Delete or Add or Revise any
of the provisions of these rules as required from time to time.
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Annexure-I

Dedicated Freight Corridor Corporation of India Limited.

Application for Leave.

01. Name of applicant :

02. Employee Code :

03. Post held :

04. Place of posting (Deptt /Project) :

05. Kind of Leave applied for :

06. Period : Days. From to

07. Purpose :

08 Sat./Sun./Holidays to be : refixed, suffixed.

09. Whether intends to avail LTC.

(If so, mention the block year &
Num. of days to be encashed, if any):

10. Address while on Leave :

11. Leave Balance :

Signature of the applicant.

Recommendation of controlling officer.

Orders of the Leave sanctioning authority. If the

concerned CPM/GGM/GM is the leave sanctioning authority Signature,
for the leave applied for, the same may be sanctioned, Date &
subject to verification by HR of the leave due and admissible. Designation.
In other cases, the leave application, if recommended, may
be forwarded to HR/Corp. Office for further processing.

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Annexure-II

LEAVE ACCOUNT

Name of Employee: , Designation: ,

Employee Code: , Date of Joining DFCCIL: ,
Date of Birth: , Date of Retirement: ,
Whether Deputationist or Regular employee: .
Opening Half Leave Leave on Leave on Half Other Leave Verification Remarks
Balance Year availed on Average Average Pay
Pay(LAP) (HLAP)
From To Total Cr. Dr. Balance Cr. Dr. Double Balance Kind Nos. By HR
debit, if of of the Officer
Commuted Leave days custodian
availed of
Leave
A/C

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Annexure-III

Dedicated Freight Corridor Corporation of India Limited

CASUAL LEAVE/RH RECORD- 20…

Name of Employee: ,
Emp. Code: ,Designation: ,
Place of Posting: .

CL/RH availed on No of Balance Brief Sign. of Sanctioned

Days reason for Employee by
From To leave

Restricted Holidays(RH)

Instructions
01. A total of 08 CL and 02 RH shall be admissible in a calendar year, as per the
terms and conditions contained in DFCCIL Leave Rules.
02. This card shall be maintained by the Holder and CL/RH will be sanctioned
only in it.
03. In case of loss of this card, it will be presumed that the holder has availed of
all the CL/RH due to him/her. No duplicate card will be issued.

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Annexure-IV

The following procedure will be adopted for processing the cases of

employees injured by accident arising out of and in the course of
employment: -
1. The Supervisor/Incharge should immediately render first aid and provide
medical treatment to the injured employee.
2. The Supervisor/Incharge should give message to all concerned
(CGM/GM/Co-ord, AGM/Dy. CPM/PM/Dy. PM of concerned Department,
Unit HR, and Finance) within 48 hours and a copy of the same should
invariably be forwarded to GM/HR/CO for information. An email in this
regard may also be sent to all concerned, immediately.
3. The Supervisor/Incharge should take two eyewitnesses and their
statement.
4. The Supervisor/Incharge should prepare accident report including small
diagram.
5. The Supervisor/Incharge should get medical report of injured employee.
6. The Supervisor/Incharge should also take the statement of injured
employee if possible.
7. The Supervisor/Incharge should make findings of injury comprising all
facts viz. timing of duty, cause of accident, time of accident, medical
recommendation, Safety precautions, etc. He should forward the report
with all documents to unit HR for further course of action.
8. Controlling Officer of the concerned Department may ensure all the above
Reports to submit to Unit HR for processing within a week time.
9. Unit HR should prepare the details of the leave taken during the last 12
months and process the case for approval of concerned CGM/GM/Co-ord
for forwarding the case to Corporate Office for sanctioning of Special
Disability Leave in another 10 days.
10. The period of leave is required to be certified as necessary by proper
Medical Authority/Authorized medical attendant.
11. The detailed incident report along with all necessary documents i.e.
Medical certificate by AMA/Hospital, Copy of FIR, recommendation of
concerned CGM/GM should reach to Corporate Office/HR Department
within 3 weeks of the incident.
(letter No. HQ-HR0CMER(MISC)/22/2023 dated: 13.03.2023)

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Chapter-VI
IDA Pay Scale Structure & Pay Fixation

1. Implementation of IDA Pay Scales and Allowances:

A) The following shall be the Pay scales for Board level and Below Board level
Executives governed by IDA pay scales w.e.f. 01.01.2017:

Grade Post* IDA Pay Scale (Rs.)

(Sch. 'A') CMD/MD 200000-370000
(Sch. 'A') Director 180000-340000
E9 Executive Director 150000-300000
E8 GGM/GM 120000-280000
E7 AGM 100000-260000
E6 JGM 90000-240000
E5 DGM 80000-220000
E4 Manager 70000-200000
E3 Asst. Manager 60000-180000
E2 Junior Manager 50000-160000
E1 Sr. Executive 40000-140000
E0 Executive 30000-120000
(Circular No. 41/2018 dated 14.08.2018)

B) IDA Pay Scale Structure for below Executive (E0) level is as under: -
S. No. Categories Grade IDA Pay Scale (Rs.)
1 Jr. Executive-Grade I N7 29000-91000
2 Jr. Executive-Grade II N6 28000-80000
3 Jr. Executive-Grade III N5 25000-68000
4 Multi-Tasking Staff (MTS)- Grade I N4 22000-63000
5 Multi-Tasking Staff (MTS)- Grade II N3 21000-60000
6 Multi-Tasking Staff (MTS)- Grade III N2 18000-52000
7 Multi-Tasking Staff (MTS)- Grade IV N1 16000-45000
(Circular No. 58/2018 dated 30.11.2018)

2. Allowances payable to IDA employees as per basket:

Fitment Benefit:
2.1 A uniform fitment benefit @ 15% on existing basic pay (IDA) drawn by
the employee as on 31.12.2016 + DA @ 119.5% as applicable on
01.01.2017 would be provided to all Board level officers and below

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Board level employees as on 01.01.2017. The aggregate amount would

be rounded off upto next Rs. 10/- and pay fixed in the revised scale.
2.2 Methodology for pay fixation: To arrive at the revised Basic Pay as on
01.01.2017 fitment methodology shall be as under:
D (Revised BP as
A B C
on 01.01.2017)
Basic Pay + + Industrial Dearness + 15% + Aggregate
Stagnation Allowance (IDA) @ of amount
increment (s) 119.5% as applicable on (A+B) rounded off to
as on 01.01.2017 (under the the next Rs.
31.12.2016 IDA pattern computation 10/-
(personal methodology linked to All
pay/special pay India Cumulative Price
not to be Index (AICPI) 2001=100
included) series)

2.3 In case revised basic pay as on 01.01.2017 arrived so is less than the
minimum of the revised pay scale, pay will be fixed at the minimum of
the revised pay scale.
2.4 In case of employees, who have been granted increment as on
01.01.2017 in pre-revised scale, they will be eligible for increment on
01.01.2017 in revised pay scale.
2.5 In the case of employees who have taken absorption in DFCCIL on or after
01.01.2016 after availing 7th CPC scales of pay, the following procedure
will be adopted for fixation of pay in revised pay as per 3rd PRC:
(i) Employees who have taken absorption between 01.01.2016 and
31.12.2016 and availed 7th CPC scales of pay, their basic pay in
IDA as on 31.12.2016 will be taken and applicable IDA on the date
(119.5%) will be added to the basic pay for fixing the pay in the
revised scale as per 3rd PRC w.e.f. 01.01.2017.
(ii) The pay of the employees absorbed w.e.f. 01.01.2017 onwards will
be re-fixed in reference to their Cadre pay of 7th CPC.
(iii) In respect of employees in Vigilance Department who have opted for
IDA pay scale, their cases will also be dealt as per (i) and (ii) above.
3. Increment: A uniform rate of 3% of Basic Pay will be applicable for both annual
increment as well as Promotion Increment and rounded off to the next multiple
of Rs. 10/-.
4. Stagnation Increment: In case of reaching the end point of pay scale, an
Executive (all employees of DFCCIL) will be allowed to draw stagnation
increment, one after every two years upto a maximum of three such
increments and rounded off to the next multiple of Rs. 10/-, provided
executives gets a performance rating of "Good" or above.

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5. Dearness Allowance: 100% DA neutralization will be adopted for all the

employees who are on IDA pattern of scales of pay w.e.f. 01.01.2017. The
periodicity of adjustment will be once in three months as per the existing
practice for these categories.
6. House Rent Allowance (HRA): The House Rent Allowance payable to the
employees of the Company will be at the following rates from the date of
issue of Presidential Directive i.e. 05.07.2018:

Classification of Cities Rate of HRA

X – class (Population of 50 lakh and above) 27% of Basic Pay
Y – class (Population of 5 lakh to 50 lakh) 18% of Basic Pay
Z – class (Population below 5 lakh) 9% of Basic Pay
Note: The rates of HRA shall be revised to 30%, 20% and 10% when IDA
crosses 50%.
7. Superannuation Benefits : The existing provisions regarding
superannuation benefits have been retained as per which CPSEs can
contribute upto 30% of Basic Pay plus DA towards Provident Fund (PF),
Gratuity, Post-superannuation Medical Benefits (PRMS) and Pension of their
employees.
8. Gratuity: The ceiling of gratuity is raised from Rs. 10 lakhs to Rs. 20 lakhs
with effect from 01.01.2017 and the funding for the entire amount of Gratuity
would be met from within the ceiling of 30% of Basic Pay plus DA. Besides,
the ceiling of gratuity shall increase by 25% whenever IDA rises by 50%.
9. Club Membership: Board level executives will be allowed Corporate Club
Membership (upto maximum of two clubs), co-terminus with their tenure.
(Circular No. 41/2018 dated 14.08.2018)
10. General:
All the employees who were on the rolls of the company in IDA pay scale as
on 01.01.2017 but subsequently ceased to be in service on account of
superannuation, resignation, termination of employment, death,
repatriation etc. would be eligible for the benefits of the revised scales and
allowances of pay upto the period they were in employment with the
Company.
11. Guidelines for Pay Fixation:
For the employees working on deputation and permanently absorbed in
DFCCIL, pay will be fixed in terms of the Office Memorandum issued by DPE
on the subject “Finalization of Terms & Conditions including Pay Fixation in
respect of Board level executives of CPSEs, revised procedure thereof” as
applicable at below Board level executives, issued from time to time.
Latest order has been issued by DPE vide O.M No. W-02/0035/2019-DPE
(WC)-GL XIX/19 dated 17th Sept. 2019.

*******
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Annexure-I

Items to remain outside the purview of 35% Basket:

S. No. Items
1. Dearness Allowance
2. House Rent Allowance / Lease Accommodation
3. Monthly CTA in lieu of DA
4. Official communication
(Telephone/Broad band charges within the permissible limits)
5. Expenditure on residential office to the entitled categories.
6. Mobile/Landline
7. Telephone attendant wages (TADK) to the entitled categories.
8. Company Car to entitled categories.
9. Expenses on Indoor Medical treatment and Special diseases as
per Medical Policy.
10. Brief case
11. Birthday Gift / Diwali Gift.
12. Performance Related Pay (PRP)
13. Leave Travel Concession.
14. Leave Encashment
15. Uniform Allowance
16. Hard & Soft Furnishing
17. Entertainment Allowance

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Chapter-VII

PERK & ALLOWANCES TO BOARD LEVEL &

BELOW BOARD LEVEL EXECUTIVES

Section-I
Perks & Allowances
A. Allowances paid with Salary:
1. Basket of allowances (Cafeteria approach – IDA employees)
Allowance are payable to IDA Employees as per “basket of Allowances”
along with salary. The Employees can select from Components of the
Basket to the extent of Upper Ceiling limit of 35%. Selection by the
employee is allowed once a year (Change in the components).
S. No. Allowances Percentage (%)
1 Transport Allowance 4
2 Fitness Allowance 6
3 Professional Updation cum Education Allowance 15
4 Recreation Allowance 6
5 Special Personal Allowance 4
6 House upkeep allowance 4
7 Outdoor Medical, Health and Wellness Allowance* 14
8 Newspaper/Magazine & Knowledge/Information 8
(including digital media) Upgradation Allowance

*Earlier referred as Medical Allowance

(Circular No. 17/2024 dated 02.05.2024).
a) The regular employees of DFCCIL in IDA scale will be eligible to choose
allowances from the above basket to the extent of 35%.
b) Any employee who avails the facility of transport from the office, the
ceiling for the basket will be reduced by 4%.
c) Allowances will be paid along with the Salary every month. Bills /
Certification will be submitted through ESS portal at the end of the
financial year (Similar to Certification for Uniform Reimbursement/TADK
Reimbursement). Any employee leaving the organization will have to
submit the Bills/Certification as a part of No Dues Certificate, non-
submission of Bills/Certification will make the employee liable for
Recovery of Reimbursement already paid.
(Circular No. 23/2019 dated 09.09.2019 & JPO dated15.10.2019, Circular No.
17/2024 dated 02.05.2024)

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d) A declaration in the prescribed format for opting set of allowances/ perks,

as per Annexure-I shall be submitted to Finance/Pay Roll in the beginning
of each financial year i.e. by 20th of April. The declaration once
submitted by the employee to Finance Department, will not be changed
till end of the financial year and the employee will continue to draw the
same set of allowances/perks during the currency of the financial year.
2. Transport Allowance (part of basket in IDA):
(i) In case of deputationists (CDA scale) the revised rates of Transport
Allowance notified by Govt. of India (Ministry of Finance) will be payable
at the following rates –

Level Employees posted in the city as per Employees posted

annexure of Ministry of Finance (O.M in all other places
No.21/5/2017-E.II(B) dt.7-7-2017
9 and above Rs. 7200 + DA thereon Rs. 3600 + DA thereon
3 to 8 Rs. 3600 + DA thereon Rs. 1800 + DA thereon
1 and 2 Rs. 1350 + DA thereon Rs. 900 + DA thereon

The other conditions for grant of Transport Allowance will be as per Ministry of
Finance, Government of India letter No. 21/5/2017-E-II (B) dated 07.07.2017.
(Circular No. 23/2019 dated 09.09.2019 & JPO dated 15.10.2019).

(ii) Double/Additional Transport Allowance shall be kept out of 35%

ceiling of cafeteria for Divyangan/PwD.
Additional (Double) Transport Allowance @ 4% of Basic Pay, beyond the
35% ceiling of Cafeteria shall be paid for PwD employees, to facilitate
their accessibility to &fro the office, in line with DPE’s O.M.No. W-
02/0015/2021-DPE(WC) dated 21.02.2022).
(Circular No. 35/2023 dated 06.10.2023)

3. Medical Allowance (Outdoor Treatment – Part of basket in IDA):

(i) Officials on deputation to DFCCIL shall be allowed outdoor Medical,
Health and Wellness Allowance (earlier referred to as medical
allowance) @ 14% of basic pay if he/she has opted for DFCCIL Medical
facility by surrendering the medical facility of Railway/Parent
Organization during deputation tenure.
(ii) The allowance will be paid along with the Salary every month and will be
admissible on reimbursement basis i.e. on submission of bills/
certification on monthly basis.
(iii) Bills /Certification will be submitted through portal at the end of the
financial year. Any employee leaving the organization will have to

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submit the Bills/Certification will make the employees liable for

recovery of reimbursement already Paid.

4. Newspaper/Magazine & Knowledge/Information (including digital

media) upgradation allowance (part of basket in IDA):
Officials on deputation will be entitled to Newspaper/Magazine &
Knowledge/ Information (including digital media) upgradation allowance @
8% of basic pay. A certificate to the effect that expenditure has been
incurred on these items shall be provided by the officer concerned on half
yearly basis to concerned finance for continued reimbursement.
(Circular No. 17/2024 dated 02.05.2024)

5. Birthday Gift: Employees are eligible for birthday gift every year. The
amount of gift will be limited to Rs. 1000/- per person.

6. Reimbursement of Mobile call charges/Telephone charges/

Broadband charges:
For the employees of Corporate Office & Field units, a combined amount, as
indicated below, towards expenses on landline/mobile/ broadband usage shall be
paid through salary:
Board Level Executives
CMD/MD No Limit
Director
Below Board Level Executives
Category Corporate Office and Field Units (Rs.)
ED (E9) 5000
GGM/GM (E8) 5000
AGM (E7) 2500
JGM (E6) 2500
DGM (E5) 1500
Manager (E4) 1500
AM (E3) 1500
Jr. Manager (E2) 1200
Sr. Executive (E1) 1000
Executive (E0) 1000
Below Executives
Skilled Staff (Jr. Executives) N5-N7 800
MTS (N1-N4) 500

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The charges being incurred by the company towards USB modem for mobile
broadband provided to the officers, if any, shall also be included to keep the
clubbed amount within the existing ceiling.
(Circular No. 30/2021 dated 22.12.2021 & 07.07.2022)

7. Travelling and Daily allowance for travel on duty

The travelling and daily allowance on duty shall be admissible to the
employees posted in Field Units and in the Corporate Office as under:

Travelling Daily Allowance

Allowance Field Units Corporate Office
(Field &
Levels Actual Beyond Within 60
CO)
movement 60 Km. Km. of HQ
basis beyond from HQ (CTA)
8 Km. from HQ (per day)
(per day)

MD - 4000 -
Actual
Director expenditure - 3500 -
as per the
E9 (ED) entitled - 2100 -
mode of
E8 (GGM) 1900 1900 3000/month
travel for
E8 (GM) journey 1900 1900 3000/month
away from
E7 (AGM) HQ. 1700 1700 2500/month
E6 (JGM) 1500 1500 2500/month
E5 (DGM) 1500 1500 2000/month
E4 (Manager) 1300 1300 2000/month
E3 (AM) 1300 1300 1500/month
E2 (JM) 1300 1300 1500/month
E1(Sr. Exec.) 1100 1100 1500/month
E0 (Exec.) 1100 1100 -
N5-N7 (Jr. Exec) 700 700 -
N1-N4 (MTS) 700 700 -

(Circular No. 15/2024 dated 23.04.2024, Circular No. 23/2019 dated 09.09.2019 &JPO
dated 15.10.2019 and Circular No.681/2020 dated 06.11.2020)
2. Consolidated Travelling Allowance (CTA) for employees in Corporate
Office shall be granted on monthly basis in lieu of Daily Allowance for
travel within 60 K.M from HQ and will be charged with salary.

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3. Since TA/DA on the basis of actual movement is admissible for field unit
employees, CTA is not admissible for employees of the field units.
4. Full daily allowance shall be granted for each completed day of absence
from HQ reckoned from midnight to midnight i.e. for each calendar day.
5. For the day of departure from or return to HQ or when the journey
commences or ends on the same calendar day, the following proportion of
daily allowance shall be admissible: -
(i) if the absence from HQ does not exceed 6 hours....................... 30%
(ii) if the absence exceeds 6 hours but does not exceed 12 hours
…70%
(iii) if the absence exceeds 12 hours ..................... full daily allowance.
(iv) if the period of absence from the HQ falls on two calendar days, it
shall be reckoned as two days, even when the absence does not
exceed 24 hours, and the daily allowance for each day shall be
granted separately in terms of the above.
(v) Each spell of absence from HQ shall constitute a complete journey
and daily allowance allowed separately in respect of it. The total
daily allowance allowed for journey performed on any calendar day
shall, however, be subject to a maximum of the full daily allowance
admissible for each completed day of absence from midnight to
midnight.
(vi) Daily allowance is also admissible for holiday during tour but not
when an employee avails leave during tour.
(vii) Daily allowance admissible at a place outside HQ while on tour
where board or lodging are not provided shall be - First 180 days -
full daily allowance and beyond the period of 180 days, the case
will be put up to concerned Director for decision.
(viii) If an employee is provided boarding free of cost, he/she will draw
25% of admissible daily allowance.
(ix) Payment of lodging/accommodation charges and Daily Allowance
to fresh recruits during training-
1. If the newly recruited candidate is deputed directly for
Institutional Training after joining, then the HQ of the trainee
will be Corporate Office.
2. He/She will be eligible for lodging/accommodation charges and
Daily Allowance during the training period as under, subject to
the condition that training is organized /conducted beyond 8
kms from the Corporate Office –
2.1 Daily Allowance - Where boarding is provided by the
Training Institute free of cost and same is borne by DFCCIL,
then only 25% of DA shall be payable, otherwise 100% DA
shall be paid.

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2.2 Lodging Charges- If lodging (accommodation) is not

provided by the Institute, then the employees will be
eligible for reimbursement of lodging/accommodation
charges as per his/her entitlement. In such cases, the
claim shall be supported by a certificate from the training
coordinator regarding non-availability of accommodation
by the Training Institute.
3. The new recruits under training whose Headquarter is
Corporate Office shall not be entitled to CTA.
i. CTA will not be admissible for the calendar month(s) wholly
covered by leave.
ii. CTA will not be admissible for attending training for the
whole month.
(Circular No. 23/2019 dated 09.09.2019 &JPO dated 15.10.2019,
Circular No.681/2020 dated 06.11.2020, Circular No. 41/2022 dated
23.12.2022)
8. Caretaker for office work at Residence:
The officers, who have not been provided official TADK, are entitled for
reimbursement for the expenditure incurred towards caretaker for office
work at residence as per entitlements:

Level Amount per month in Rs.

CMD/MD 32,900/-
Director 32,900/-
Executive Director (E9) 28,800/-
GGM(E8) 28,800/-
GM (E8) 24,700/-
AGM(E7) 24,700/-
JGM (E6) 12,000/-
DGM (E5) 12,000/-

a) This will be paid on submission of annual certificate, as reimbursement.

In case of Corporate Office, certificate should be submitted by
employees to Finance payroll by 5th of the month. For field staff, they
should submit certificates by 5th of every month to the associate
finance of the field unit who will release the payment.
b) For Board level officers as well as officers on deputation, they have the
option to bring their existing caretaker to DFCCIL on deputation if
permitted by their parent department. In such an event, such
caretakers may be allowed to join DFCCIL on deputation on standard
terms and conditions of deputation on co-terminus basis with the
tenure of the officer with whom the caretaker will be engaged. On

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expiry of the tenure/superannuation of the Board Level officer, such

caretakers will be repatriated to the parent department.
(Circular No. 59/2018 dated 05.12.2018 & Circular No. 23/2023 dated 27.06.2023)

9. Lodging Charges (Hotel)

a) As far as possible all employees, while on official tour, should try to make
use of lodging arrangements in Guest House/Rest Houses owned and
managed by Railways/Central Government Public Sector Enterprises and
other Government sectors. In case where such accommodation is not
available or special exigencies of work so demand, hotel /private lodge
accommodation may be utilized within the prescribed ceiling.
b) The lodging charges are admissible only when night stay is involved and
the employee is on approved tour programme.
c) If an employee spends whole day at a place of duty other than his/her HQ
and if there is no Rest House facility of DFCC available at that place of
duty, the officer shall be entitled to reimbursement of actual hotel
charges against receipt or double DA. An officer may exercise this option
as per his/her requirement.
d) If the newly recruited candidate is send directly for Institutional Training
after joining, then the HQ of the trainee will be Corporate Office. He/She
will be eligible for lodging/accommodation charges, if lodging
(accommodation) is not provided by the Institute, then the employees will
be eligible for reimbursement of lodging (accommodation) charges as per
his/her entitlement. In such cases, the claim shall be supported by a
certificate from training coordinator regarding non-availability of
accommodation by the Training Institute subject to the condition that the
training is organized/conducted beyond 08 Kms from the Corporate Office.
(Circular No. 41/2022 dated 23.12.2022).
e) Actual lodging charges will be reimbursed on production of receipt,
subject to following upper ceiling for lodging charges: -

Level Ceiling for Lodging Charges In Rs.

X Y Z
MD Ashoka Hotel 90% of the rate of 80% of the rate of
Director Suite Ashoka Hotel Suite Ashoka Hotel Suite
E9 (ED) 12000 11000 8500
E8 (GGM) 12000 11000 8500
E8 (GM) 12000 11000 8500
E7 (AGM) 10000 8500 6000
E6 (JGM) 8000 7000 5000
E5 (DGM) 8000 7000 5000
E4 (Manager) 5000 4500 3000

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E3 (AM) 5000 4500 3000

E2 (JM) 5000 4500 3000
E1(Sr. Exe) 3000 2000 1500
E0(Exec.) 3000 2000 1500
N5-N7 (Jr. Exec) 3000 2000 1500
N1-N4 (MTS) 2000 1500 1000
(Circular No. 15/2024 dated23.04.2024, Circular No. 23/2019 dated
09.09.2019 & JPO dated 15.10.2019)

10. Travel Entitlements on Domestic Tour

Travel entitlements for various grades of employees as contained will be
admissible as under: -

Mode Designation Travel entitlement on official

tour (CDA and IDA)

By Air MD/Directors Business Class

EDs Business Class/ Economy class
GGM/GM Economy class*
AGM/JGM/DGM Economy class
By Rail DGM & above AC-I (Including
(Including Rajdhani/ Shatabdi)/
Rajdhani/ Executive Class
Shatabdi)
Manager/AM/JM/Sr Exec. AC-II
Executive First Class.AC-III/AC-CC
Junior Executive, Grade -I, AC-III/AC-CC
II, III, MTS N3-N4
MTS N1 & N2 AC-III/AC-CC
By Road GGM/GM AC Bus/AC Taxi or Auto as per
actual
AGM to Sr Executive Same as above except AC Taxi
Executive & Below Non-AC Public Bus as per
actual/Auto rickshaw

Note : In the case of GGM/GM, in exigencies requiring essential travel for work,
business class travel in relaxation may be approved by the Director concerned only
for the cases where no ticket is available for Economy class.
(Circular No. 93/2016 dated 17.10.2016)

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In case employee uses his/her own vehicle to travel on duty by road, he/she will
be eligible for the following-

Mode of journey Rate

For journeys performed by own car/taxi Rs 24/- per km
For journeys performed by auto rickshaw, own scooter etc. Rs 12/- per km

Note – The rate per km will further rise by 25%, whenever IDA
increases by 50%.
The time limit for submission of claim for travelling allowance (TA) will be 60
days succeeding thedate of completion of the journey in case of TA/DA on
tour/transfer/training and 180 days for journey on retirement.
(Circular No. 46/2018 dated 26.09.2018)

11. Tour Advance: The facility of tour advance has been provided to
employees of DFCCIL while proceeding on duty and training within India and
the following procedure is laid down for drawl of tour advance in such cases: -
i) The tour advance will be admissible to meet the expenses for hotel
charges, daily allowance and local conveyance.
ii) The tour advance will be restricted to 75% of the estimated expenditure
on the items mentioned at (I) above.
iii) For journeys the tour advance will be up to 100% of the ticket charges.
iv) Employees should submit TA bills within 30 days of the conclusion of the
tour failing which the uncleared tour advance will attract interest
@18% per annum.
v) Employees will submit the request for tour advance in the prescribed
format enclosed as Annexure-III
vi) Controlling officer (not below the rank of GM/CPM) will sanction the tour
advance and Finance will release the advance payment.
(Circular No. 06/2017)

12. Allowances for official travel abroad

1. All official travel of the officers of Dedicated Freight Corridor
Corporation of India Limited to foreign countries will be governed by the
following terms and conditions: -
1.1 The Foreign Travel Allowance will consist of two parts – a) Daily
Allowance (DA) and b) Consolidated Per Diem (consisting of lodging
allowance, local transport allowance and other incidental and
contingent expenses).

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1.2 The entitlement for various level of officers shall be as given below:

Level Daily Allowance (DA) Ceiling for Consolidated

Per Diem (consisting of
lodging allowance, local
transport allowance,
other incidental and
contingent expenses)
plus DA*.
MD/Directors Full rates as fixed by the Ministry of US $ 475
GGM/GM External Affairs for DA for Foreign
US $ 400
Travel for various countries
AGM/JGM US $ 335
DGM/Manager US $ 275
AM/Jr. Manager 75% of the rates fixed by the US $ 250
Ministry of External Affairs for DA for
Foreign Travel for various countries.
Sr Exec/Exec 33% of the rates fixed by the US $ 250
Ministry of External Affairs for DA for
Foreign Travel for various countries.

1.3 The time limit for submission of claim for travelling allowance (TA)
will be 60 days succeeding the date of completion of the journey in
case of TA/DA on tour/transfer/ training and 180 days for journey on
retirement.
(Circular No. 17/2022 dated 23.01.2023)

1.4 Daily Allowance (DA):

(i) Daily Allowance (DA) will cover expenses of personal nature for
the employees. The Daily Allowance (DA) will be at the rate(s)
fixed by Ministry of External Affairs from time to time.
(ii) For the purpose of calculating Daily Allowance, the day will be
taken from midnight to midnight and the clock will start from the
time of disembarkation at the destination.
(iii) The payment of Daily Allowance will be admissible as under-

S. No. Details Admissibility

i For a stay of less than six hours Nil
ii For a stay of more than six hours 50% of Daily Allowance rate
but up to twelve hours
iii For a stay of more than 100% of Daily Allowance
twelve hours rate
Daily Allowance will also be paid as per above rates for the journey time.
(iv) Total Daily Allowance including that of journey time will, however,
not exceed the total number of days spent outside India.

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1.5 Consolidated Per Diem: The consolidated Per Diem will consist of
following components:
(i) Lodging Allowance: Lodging allowance will cover expenses on
room rent including service charges and taxes etc.
(ii) Transport Allowance: Transport allowance will cover the
expenditure on local conveyance and Airport transfers. The
expenses for intercity travel will not form part of transport
allowance.
(iii) Other Incidental and Contingent Expenses: This allowance will
cover such expenses as phone call charges, fax charges,
stationery and printing expenses, computer charges and use of
internet etc.
The consolidated Per Diem shall be granted based on the number of
nights spent in foreign countries on official duty.

2. Grant of advance towards Daily Allowance & Consolidated Per Diem:

The Officer proceeding on foreign tour on duty shall be granted advance
in following two parts:
a) An advance of Daily Allowance calculated as per provisions contained in
para 1.4.
b) An advance of Consolidated Per Diem as per ceiling mentioned in
column 3 of the table given in para 1.2.

3. Submission of TA Bill and Account of Expenditure:

3.1 Daily Allowance: No vouchers or certificates of use are required to be
submitted for items of expenditure covered under daily allowance.
3.2 The Officer shall submit an account of expenditure on Consolidated
Per Diem including Lodging, Transport and Other Incidental and
Contingent Expenses duly supported by the voucher within one
month on return from the foreign tour with following exceptions: -
a) The officer can submit a self-certification of use for expenditure of
an amount not more than 20% of the ceiling on consolidated per
diem towards expenses for local transportation and other incidental
and contingent expenses, wherever vouchers are not available.
b) In case, the officer is not able to produce hotel voucher for lodging
charges, he/she will be allowed only 20% of the ceiling of
consolidated per diem towards lodging charges.
3.3 The time limit for submission of claim for travelling allowance (TA)
will be 60 days succeeding the date of completion of the journey in
case of TA/DA on tour/transfer /training and 180 days for journey on
retirement.
(Circular No. 17/2022 dated 23.01.2023)

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4. In case where both lodging and boarding are provided by DFCC/

Foreign sponsor or agency, the above rates will be as under:
a) Daily allowance 50% of the entitlement
b) Consolidated per Diem 33% of the ceiling of Consolidated Per Diem
subject to submission of voucher/self-certification as per para 3.2.

5. In case where only lodging is provided by DFCC / Foreign sponsor

or agency the above rates will be as under:
a) Daily allowance 100% of the entitlement
b) Consolidated Per Diem 33% of the ceiling of Consolidated Per diem
subject to submission of voucher/self-certification as per para 3.2.

6. The same entitlements shall also be applicable for attending any

Training/workshop/Seminar/Conference abroad.

7. Journey by Air (International)

(i) GM & above (grade pay of Rs. 10,000/- or equivalent IDA):
Business Class
(ii) Others: Economy Class

13. Brief Case

Board level executives will be entitled for reimbursement of the cost of
briefcase as per actuals every year.
The employees of below board level of DFCCIL will be allowed reimbursement
of the cost of Brief case as per following scale once in two years:-

Category Revised rate (once in 2 years) in Rs.

ED (E-9) 9500
GGMs (E-8) 9000
GMs (E-8) 8000
AGM (E-7) 7000
JGM (E-6) 6000
DGM (E-5) 5000
Manager (E-4) 4000
AM/Junior Manager(E-3) & (E-2) 3000
Sr. Executive (E-1) 2000
Executive (E-0) 2000
Below Executives (N1 to N7) (E-0) 1500
(Circular No. 23/2019 dated 09.09.2019 & 15.10.2019)

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14. Reimbursement of expenses towards purchase of instrument

(Mobile/landline):
Board level executives will be entitled for reimbursement of the cost of
briefcase as per actual once in a year.
(Circular No. 42/2022 dated 23.12.2022)
Below board level employees will apply for reimbursement of expenses
towards purchase of instruments (Mobile/Landline) as per rates given below
(once in two years). The claim will be submitted by the employee on ESS
portal & Payment will be made by Finance.

Category Rate (Once in two years) in Rs.

Mobile Landline/cordless phone
ED 30000 5700
GGM/GM 27000 5700
AGM 21000 2990
JGM 18000 2990
DGM 15000 2990
Manager 12000 0
Jr. Manager/AM 10000 0
Sr. Executive/Executive 8000 0
Jr. Executive (N5 to N7) 6000 0
MTS (N1 to N4) 6000 0

Depreciation @47.5% pa, 5% being scrap to be paid by the concerned

employee to DFCCIL. This is inclusive of GST. This will be applicable on the
purchase of mobile instruments under revised rate w.e.f. 01.09.2019.
(Circular No. 23/2019 dated 09.09.2019 & 15.10.2019)

15. Rates of Night Duty Allowance (NDA) for rostered staff (up to E1
level)
Rates of NDA for rostered staff in DFCCIL shall be as indicated below-
i. Hourly rate of NDA shall be calculated based on {(Basic pay + Dearness
Allowance)/200} for work put in during the period from 2200 hours to
0600 hours. For calculation of NDA, weightage of 10 minutes for every
hour of duty performed between hours of 22.00 and 06.00 will be
applicable. The rate would be separately worked out for each employee.
ii. Controlling officer/supervisor shall submit statement with details of staff
utilized for NDA for the month directly to Finance at field unit for
payment.
(Circular No. 27/2022 dated 19.07.2022)

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16. Rates of National Holiday Allowance (NHA) for rostered staff (up to
E1 level)
i. Admissibility of NHA for various groups of rostered staff for work during
National Holidays will be as indicated below-:
Level in DFCCIL Rate of allowance (per day) - INR
N1-N4 Rs. 384/-
N5-N7 Rs. 477/-
E0-E1 Rs. 630/-

ii. The rates of this allowance will further increase by 25% each time DA
rises by 50%.
iii. Rostered staff of DFCCIL, who can’t be allowed to avail the holidays, due
to compulsions of work will be eligible for monetary compensation in lieu
thereof, as in the case of attendance on national holidays. (Circular No.
09/2022 dated 14.03.2022)
iv. Controlling officer/supervisor shall submit statement with details of staff
utilized for NHA for the month directly to Finance at field unit for
payment.
(Circular No. 27/2022 dated 19.07.2022)

17. Hard and soft furnishing allowance

Hard and Soft Furnishing Allowance shall be paid to the categories from E0
and above through SAP/Employee Self-Service Portal as per the defined
rates given below:

Category Amount
CMD/MD Rs. 250000/-
Director
ED (E9) Rs. 225000/-
GGM/GM (E8) Rs. 200000/-
AGM (E7) Rs. 150000/-
JGM (E6) Rs. 125000/-
DGM (E5) Rs. 100000/-
Manager (E4)- (E0) Rs. 75000/-

The eligibility of the hard and soft furnishing allowance will be on the basis of
date of first purchase only, i.e. the employees’ eligibility will be fixed on the
date of first purchase and thereafter no changes will be made due to change
in status of an employee (re-designation/ promotion).
a) Employees will be eligible to purchase any household items like A/C,
Inverter, Multifunctional printer, heat converter, Furniture, Television,
Carpet, Mattresses, Curtain, and Refrigerator etc.

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b) Regular employees are entitled to two times in their whole tenure

including the period of deputation with a minimum gap of 5 years
between the two purchases.
c) Five years period of next purchase is to be counted from the date of first
purchase of any of the furnishing items by the employee including the
period of deputation/ extended period of deputation.
d) Deputationists will be entitled to the furnishing reimbursement once in
their tenure.
e) Where an officer on deputation takes permanent absorption, he will be
eligible for the next purchase only after a gap of five year.
f) The eligibility of the hard and soft furnishing allowance will be on the basis
of date of first purchase only, i.e. the employee’s eligibility will be fixed on
the date of first purchase and thereafter no changes will be made due to
change in status of an employee (re-designation/ promotion).
g) The depreciated cost for the above items will be 60% for the first year, 40%
for the second year, 20% for the third year, 10% for the fourth year and NIL
for the fifth year. Depreciation of each item will be calculated from the date
of purchase of that item only. If an officer is leaving organization, he/she will
be allowed to purchase the items at the depreciated value indicated above.
h) The employee will be eligible for Second Cycle Purchase, provided the
depreciation of all items purchased in First Cycle becomes 0 (zero) or the
employee deposits the balance depreciated cost to the Company.
I) For calculation of the entitlement as well as the residual value, GST will be
excluded, both at the time of sanction as well as at time of calculation of
residual value. Residual value will be calculated on basis of date of
purchase of each bill.
(Circular No. 23/2019 dtd. 09.09.2019, 31/2022 dtd.17.08.2022 & 32/2022
dtd. 18.08.2022 & JPO dtd. 15.10.2019)
18. Uniform Allowance:
The objective of scheme of uniform allowance is to facilitate employees of
DFCCIL to be in professional attire while performing official duties whether
they are at place of work or are in official meetings with clients.
Regular employees and employees on deputation shall be eligible for the
scheme as per following rates: -
Level Annual ceiling of reimbursement
(Per Year)
MD/Director 40,000/-
ED/GGM/GM 30,000/-
AGM/JGM 25,000/-
DGM/Manager/AM/Jr. Manager 20,000/-

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Sr. Executive/ Executive 15,000/-

Below Executive (E0) (Excluding TADK) 10,000/-
(HR Letter No. HQ/HR/3/Outfit & Washing Allowance dated 25.01.2016& Circular
No. 552/2020 dated 07.08.2020)
a) All employees (regular & deputationists) on roll as on 31st March will be
eligible for reimbursement of cost of uniform as per their entitlement
without any restrictions of separation/repatriation/resignation.
b) The annual cycle of reimbursement of cost of uniform will be March to
February.
c) Newly joined employees will be entitled for reimbursement of cost of
uniform which will be paid in their first month’s salary.
d) In the case of those employees who are joining within 3 months from the
next annual reimbursement cycle (i.e. December to February) will also be
reimbursed along with their first salary but they will not be eligible for
reimbursement in the next March Annual Cycle, and thereafter, they will
be covered in the regular cycles. For instance, if an employee joins on
1stJanuary, 2018, he/she will be paid the reimbursement of cost of
uniform with the salary of January, 2018 but will not be eligible for
reimbursement in March, 2018 (annual cycle of reimbursement). Such
employees will be eligible for reimbursement of cost of uniform from next
cycle i.e. March, 2019.
e) All employees shall furnish a utilization certificate towards expenditure
incurred on cost of uniform within one month from the date of payment.
f) Dress code and other modalities will be decided by a committee whose
members will be nominated with the approval of MD/DFCCIL for this
purpose.
(Circular No. 03/2017 dated 08.03.2017 & Circular No. 32/2018 dated 07.06.2018)

19. Entertainment Expenses:

Grade Limit for DFCCIL
Jr. Manager/Assistant Manager/ Rs. 1500/- per occasion subject to
Manager (E2, E3 and E4) a maximum of Rs. 20,000/-p.a
DGM/JGM (E5 and E6) Rs. 4000/- per occasion subject to
a maximum of Rs. 50,000/-P.a.
AGM (E7) Rs. 7500/- per occasion subject to
a maximum of Rs. 90,000/- p.a.
GM/GM (Co-ord.) (E8) Rs. 10,000/- per occasion subject to
a maximum of Rs. 1,20,000/- p.a.
ED/GGM/CGM (E8 and E9) Rs. 12,500/- per occasion subject to
a maximum of Rs. 1,50,000/- p.a.
(Circular No. 23/2019 dated 09.09.2019)

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a) If an official joins or leaves the organization in mid-year and works only

for a part year, he/she is entitled to claim reimbursement proportionately
for the period of his/her working in the organization and not the whole
amount as per the defined ceiling limit, in a particular year.
b) The amount of reimbursement claim will be in proportion to the period of
his/her working till the time of claim. For example, the annual hospitality
limit of an officer is Rs. 1,20,000/- and he submits the claim after two
months of beginning of the financial year, the reimbursable amount
should not exceed Rs. 20,000/-.
c) In case of change of status of employee (due to promotion/reversion/re-
designation etc.), revised limit shall be changed from the first day of
next month. For example, if AGM is promoted/re-designated to GM on
08th September, then he is eligible for Rs. 60,000/- as Entertainment

Allowance of GM grade (for the remaining period i.e. from October to

March).
(Circular No. 22/2022 dated 21.06.2022)
d) Existing facility for making the expenditure through Credit Card, where
credit card has been issued to the Officer will continue.
e) For the officers who have not been issued Credit Card facility, this
reimbursement will be paid to the eligible categories as per the procedure
being followed for the payment of TA/DA.
f) Powers available under Para G 5.8 of SOP for protocol expenses will be
de-linked from reimbursement of entertainment expenses.
(Circular No. 289/2020 dated 26.05.2020)

g) Employees may claim month wise Entertainment Allowance as per

his/her entitlement (Month wise/FY wise) on ESS portal.
h) Summary sheet (as per Annexure-II of Entertainment Allowance bills
with self-declaration (month wise) are to be uploaded on ESS portal by
the employee.
i) Claims under entertainment allowance will be made only once in a month
and not multiple times a month.
(Circular No. 23/2019 dated 09.09.2019& Circular No. 22/2022 dated
21.06.2022&JPO dated 15.10.2019)

20. Reimbursement of membership/subscription fee: For National/

International Institutions of repute as per IR Policy:
DFCCIL has adopted the Indian Railway scheme of reimbursement of
Membership fees/Subscription fee for National/International Institutions/
Societies of repute in terms of Railway Board's guidelines issued vide letter
no. E (G) 33FEI-4 dated 29.04.1988 and list of 77 National Institutes and
54 International Institutes and further amendments issued by MoR from
time-to time.

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Accordingly, the entitlements will be as under:

i) Officers of DGM and above level shall be permitted to become member of
five National/International Institution/Society including maximum 2
international institutions and shall be reimbursed with 90% of the
membership/subscription fees.
ii) AM and Managers shall be permitted to become member of two National/
International Institution/Society including maximum one international
institution and shall be reimbursed with 90% of the membership/
subscription fees.

21. Facilities for the employees deputed for attending breakdown

The working of DFCCIL is similar to that of Indian Railways and breakdowns
do occur on DFCCIL track. Accordingly, Competent Authority has fixed the
definition of ‘Breakdown’ as under and approved the following facilities to
the employees of all departments (E1 and below level) who are deputed at
accident sites for restoration:-
A) Breakdown
Any Accident /derailment of a train which involves calling out of a
breakdown train or engine with special staff or equipment (including MFD
equipment or traffic crane) from the nearest breakdown train depot or
shed, or a breach or wash away on the line which interrupts normal
traffic.
B) Facilities to the employees deputed to accident site for
restoration:
(i) Supply of free food, departmentally or otherwise, during the period
they are engaged in breakdown duties.
(ii) Payment for overtime work in accordance with the normal rules, time
taken in traveling to the site of the accident/breakdown and back
shall also be reckoned for payment of overtime.
(iii) Payment of full daily allowance without the stipulation that they should
be out of headquarters beyond 8 kilometers for a period exceeding 12
consecutive hours.
Daily allowance at full rates as above will be admissible for each
breakdown occurring at different places on the same day.
Officers of Level E2 and above who are called out in connection with
accidents/ breakdown shall be allowed concessions enumerated in
clauses (i) & (iii) above.
(Circular No. 34/2023 dated 06.10.2023)

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22. Provision of Tablet/iPad for DFCCIL officers from E7-E9 level

Officers at E7-E9 level shall be eligible for provision of Tablet/iPad as per
details given below -
Grade Post Rates in DFCCIL (excluding GST)
E9 ED 55000
E8 GGM 55000
E8 GM 50000
E7 AGM 45000

1. The officials may complete the procurement of Tablet/iPad and thereafter

claim reimbursement of the amount by submitting GST paid invoice.
2. The Tablet/iPad so purchased will be taken in the asset register of DFCCIL.
3. Codal life of the tablet/iPad will be three years.
4. The Tablet/iPad may be procured with 1+ 2-year Annual Maintenance
Contract and Insurance. Hence, no separate maintenance/repair charges
shall be payable.
5. The Tablet/iPad purchased under the policy is meant for official purposes
and will be property of DFCCIL till expiry of its codal Life.
6. The responsibility for security and proper upkeep of the Tablet/iPad shall
be undertaken by the custodian. In case of theft/loss of Tablet/iPad, the
custodian shall lodge the First Information Report (FIR) with the police.
7. The life of Tablet/iPad will be three years and depreciation will be 60% at
the end of the first year, 84% at the end of second year and 90% at the
end of third year (SLM), i.e, 10% being scrap value. Monthly pro-rata
calculation for depreciation of Tablet/iPad shall be similar to that of
Laptop contained in the existing Laptop Policy dated 18.10.2023.
8. If an official has already purchased the Tablet/iPad, under the existing
laptop policy, he/she will not be eligible to purchase Tablet/iPad under the
new policy till three years of codal life is over and the residual value of the
earlier purchased Tablet/iPad is deposited to the company.
9. At the time of leaving DFCCIL, the residual value of Tablet/iPad will have
to be necessarily deposited by the concerned official as per the
depreciation mentioned above.
10. In case of any clarifications with respect to interpretations of any
provisions of the Tablet/ iPad policy, the matter shall be referred to the
Managing Director, whose decision shall be final.
11. The Managing Director can make modifications, amendments and
deviations to the Tablet/iPad policy.
(Circular No. 16/2024 dated 23.04.2024, Circular No 19/2024 dated
10.05.2024)

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Annexure-I

(For Employees in IDA scales)

To,
Finance (PR),
Corporate Office,
DFCCIL

Subject: Option for Perks & Allowances under the Cafeteria Approach.

Ref.: Corporate office letter No. .

With reference to the above, I hereby opt for the following Perks and
Allowances under Cafeteria Approach:

S.No. Item S.No. Item

1 6
2 7
3 8
4 9
5 10

I understand that the above option will be valid till the end of the present
financial year.
I certify that Company car has been provided / not provided to me.
My salary may accordingly be charged.
Thanking you,

Yours faithfully

(Signature)

Name:

Designation:

Place of Posting:

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Annexure II

Performa for submission of claim related to

Entertainment Allowance

Sub: Claim for entertainment allowance (Month wise)

Month Financial Year

S.No. Bill No. Date of Bill Amount

1.
2.
3.
4.

Total (in words also)

1. I hereby declare that all the bills of entertainment allowance mentioned

herewith have been preserved and kept in my custody till end of the
financial year plus next one year.
2. Amount of claim of entertainment allowance above is as per my
entitlement (Month Wise and Financial Year Wise).

Signature:
Name:
Designation:
Employee ID:
Location:
Date of Submission:

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Annexure-III

(Circular No. 06/2017)

TOUR ADVANCE FORM

1. Name
2. Emp. Code
3. Designation
4. Place of Posting
5. Place of visit
6. Purpose of the visit
7. Duration of the visit From….....…….to…...……..…total… .............. days
8. Advance A) To cover expenses on Hotel, Daily
Allowance and Conveyance (75% of the
estimated expenditure)
i) Hotel:……………….......................
ii) Daily Allowance………………………
iii) Local Conveyance………………......
Total Amount: Rs………………….....

B) Fare : (100% of the Ticket Charges)

Rs……………………………….
Grand Total : Rs.……………………..
8. Amount of advance Rs…………………/- (in
words…....................................................... )

(Signature of the employee)

Dated:............................
Controlling Officer………………….
For use of Finance

Passed for advance payment of Rs………................................................

Prepared by……………….............
Checked by ………………………………...…
Sanctioning Authority…………………………

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Section-II

JPO for disbursement of Pay/Perks and Allowance

Allowances payable to IDA employees as per basket:

i) The employee can select from components of the basket given below to
the extent of Upper Ceiling limit of 35%. Selection by the employee is
allowed once a year (Change in the components) in SAP/ESS Portal:

S.No. Allowances Percentage (%)

1 Transport Allowance 4
2 Fitness Allowance 6
3 Professional Updation cum Education Allowance 15
4 Recreation Allowance 6
5 Special Personal Allowance 4
6 House upkeep allowance 4
7 Outdoor Medical, Health and Wellness Allowance* 14
8 Newspaper/Magazine & Knowledge/Information 8
(including digital media) Upgradation Allowance

*Earlier referred as Medical Allowance

(Circular No. 17/2024 dated 02.05.2024).
ii) Any employee availing the facility of transport from the office, the
ceiling for basket shall be reduced by 4%. If the employees avails
medical allowance 14% as part of basket, the same shall be payable on
reimbursement basis. For such employees the ceiling for the basket
shall be reduced by 14%. The Medical Allowance for IDA employees who
opt for the allowance as an item in the basket of allowances shall be paid
@ 14% of the basic pay w.e.f. 02.05.2024.
iii) Allowance shall be paid along with the salary of every month.
Bill/certification shall be submitted through portal at the end of the
financial year (similar to certification for uniform reimbursement / TADK
reimbursement). Any employee leaving the organisation shall have to
submit the bills/certification as a part of No Dues Certificate, non-
submission of bills/certification shall make the employee liable for
recovery of reimbursement already paid.
iv) Necessary provision shall be made in SAP/ESS Portal for selection in the
components of basket initially on activation of the automated
process/First joining of the employee and subsequently in once in April
every year components can be allowed to be changed.

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v) Work Flow for approval of components of Basket is as under:

Corporate Office:
Employee -> HR (Perks and Allowance) -> Finance (Payroll)
Field Units:
Employee -> HR (CGM Unit) -> Finance (Payroll)
(JPO dated 15.10.2019, 14.10.2022)

2. Hard and Soft furnishing:

(i) Hard and Soft Furnishing Allowance shall be paid to the categories from
E0 and above through SAP/Employee Self-Service Portal as per the
defined rates given in HR Manual Chapter ----:
(ii) Asset creation shall be done automatically in SAP at approver one level.
For calculation of the entitlement as well as Residual Value, GST shall be
excluded, both at the time of sanction as well as at the time of
calculation of Residual Value. The eligibility of the hard and soft
furnishing allowance shall be on the basis of date of first purchase only,
i.e. the employee’s eligibility shall be fixed on the date of first purchase
and thereafter no changes shall be made due to change in status of an
employee (re-designation/promotion). Depreciation of each item shall
be calculated from the date of purchase of that item only. The employee
shall be eligible for Second Cycle purchase, provided the depreciation of
all items purchase in First Cycle becomes 0 (Zero) or deposits the
balance depreciation cost to the Company. Residual Value must be
deposited by the employee at the time of leaving the organization. No
dues certificate will be issued by Finance only after residual value has
been deposited by the employee.
(iii) Work Flow for sanction of hard and soft furnishing will be as under:
Corporate Office:
Employee -> Finance (Payment)
Field Units:
Employee -> Finance (Payment)
(JPO dated 15.10.2019, 14.10.2022 & Circular No. 31/2022 & 32/2022)

3. Reimbursement limit on entertainment expenses:

The rates for reimbursement of entertainment allowance to different
categories are given in HR Manual Chapter VII (Section I).
(i) Existing facility for making the expenditure through the Credit Card
where credit card has been issued to the officer shall continue. For the
officers who have not been issued Credit card facility, this reimbursement
will be paid to the eligible categories as per the procedure being followed
for the payment of TA/DA.

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(ii) Work Flow for reimbursement of Entertainment Expenditure shall be as

under:
Corporate Office:
Employee -> Finance (Payment)
Field Units:
Employee -> Finance (Payment)

3.1 Procedure for payment of Entertainment Allowance:

(i) Employees may claim month wise Entertainment Allowance as per
his/her entitlement (Month wise/FY wise) on ESS Portal.
(ii) There is no need to upload Entertainment Allowance Bills on ESS
Portal. Only Summary Sheet (As per Annexure-I) of Entertainment
Allowance Bills with Self-Declaration (Month Wise) is to be uploaded
on ESS portal by the Employee (Format of summary sheet with Self
Declaration is attached).
(iii) Claims under Entertainment Allowance will made only once in a
month and not multiple times in a month.
(JPO dated 19.05.2020)

4. CDA Employees (0n deputation) will be paid following allowance

with the salary:
(i) Professional updation-education allowance (part of basket in IDA): This
allowance is payable @ 15% of the revised pay in 7th CPC of CDA
employees w.e.f. 01.09.2019.
(ii) Transport Allowance (part of basket in IDA): In case of deputationists
(CDA scale) the revised rates of Transport Allowance notified by Govt. of
India (Ministry of Finance) will be payable at the following rates w.e.f.
01.09.2019:

Level Employees posted in cities as per Employees posted in

Ministry of Finance (OM No. 21/5/ other places
2017-E-II(B) dated 07.07.2017.)

9 and Rs. 7200/- + DA thereon Rs. 3600/- + DA thereon

above
3 to 8 Rs. 3600/- + DA thereon Rs. 1800/- + DA thereon
1 to 2 Rs. 1350/- + DA thereon Rs. 900/- + DA thereon

The other conditions for grant of Transport Allowance will be as per Ministry
of Finance, Government of India letter No. 21/5/2017-E-II (B) dated
07.07.2017.

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(iii) Medical Allowance (Outdoor Treatment) (CDA Employees):

The Medical Allowance for CDA employees (Deputationists) shall be paid
@14% of basic pay w.e.f. 01.11.2023.
Allowance shall be paid along with the salary every month to the
employee who are on deputation and opt for medical facilities from
DFCCIL. Bills/Certification shall be submitted through portal at the end
of the financial year. Any employee leaving the organization shall have
to submit the Bills/Certification as a part of No Dues Certificate, Non-
submission of Bills/Certification shall make the employee liable for
recovery of reimbursement already paid.
Work Flow for submission of Bill/Certification will be as under:
Employee -> Finance (Corporate Finance Payments)

(iv) Newspaper/Magazin & Knowledge/Information (including

digital media) upgradation allowance (part of basket in IDA):
The Newspaper/Magazine & Knowledge/Information (including digital
media) upgradation Allowance for CDA employees (Deputationists)
shall be paid @ 14% of basic pay w.e.f. 01.11.2023.
A certificate to the effect that expenditure has been incurred on these
items shall be provided by the officer concerned through ESS portal on
half yearly basis to concerned finance for continued reimbursement.
Non-submission of Bills/Certification shall make the employee liable for
recovery of reimbursement already paid.
Work Flow for submission of Bill/Certification will be as under:
Employee -> Finance (Corporate Finance Payments)
(Circular No. 17/2024 dated 02.05.2024)

5. Lodging charges (Hotel):

(i) Lodging Charges (hotel) is currently being paid as part of TA/DA or
Credit Card Expenditure where Credit Card has been issued vide JPO
dated 15.10.2019.
(ii) Work Flow is as under:
Corporate Office:
Employee -> Controlling Officer (CO) -> Finance (Payment)
Field Units:
Employee -> Controlling Officer (Field Unit) -> Finance (Payment)

6. Daily Allowance on tour:

Daily allowance on tour is currently being paid as a part of TA/DA.

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(ii) Work Flow is as under:

Corporate Office:
Employee -> Controlling Officer (CO) -> Finance (Payment)
Field Units:
Employee -> Controlling Officer (Field Unit) -> Finance (Payment)

7. Reimbursement of expenses towards purchasing of instrument

(Mobile/ landline):
Employees shall apply for reimbursement of expenses towards purchase of
instruments (Mobile/Landline) as per rates given in HR Manual Chapter VII
(Section I) (once in two years). Depreciation @47.5% pa, 5% being scrap to
be paid by the concerned employee to DFCCIL. This is inclusive of GST. This
shall be applicable on the purchase of mobile instruments under revised
rate w.e.f. 01.09.2019. The claim shall be submitted by the employee on
ESS portal & Payment shall be made by Finance.
(ii) The rates as per eligibility shall be maintained in SAP by HR.
(iii) Asset Creation to be done automatically in SAP at approver one level.
(iv) Work Flow shall be as under:
Corporate Office:
Employee -> Finance (Payment)
Field Units:
Employee -> Finance (Payment)

8. Reimbursement of Mobile call charges:

For the employees of field units and Corporate Office, a combined amount
mentioned in HR Manual Chapter VII (Section I) towards expenses on
Landline+Mobile+Broadband call charges shall be paid with salary.
(ii) The charges being incurred by the company towards USB modem for
mobile broadband provided to the officers, if any, shall also be included
to keep the clubbed amount within the existing ceiling.
(iii) The details of recovery of Mobile call charges/bill on account of CUG
facility shall be updated in SAP for field units by the Field Unit itself for
which relevant authorization shall be provided by IT department based
on request of CGM.
(iv) An annual utilization certificate will be provided by the employee for
mobile call charges through IT connect.
(v) The period of non-admissibility of allowance due to any kind of leave or
any other reason will be incorporated in the SAP by the field unit itself.
(JPO dated 07.07.2022).

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9. Brief Case:
Employee will apply for brief case claim as per defined rates given in HR
Manual Chapter VII (Section I) --- (once in two years) on ESS portal. The
claim shall be submitted by the employee on ESS portal & payment shall be
made by Finance (JPO dated 14.10.2022).
(ii) Work Flow shall be as under:
Corporate Office:
Employee -> Finance (Payment)
Field Units:
Employee -> Finance (Payment)
(iii) The rates as per eligibility shall be maintained in SAP by HR.

10. Sanctioning of Traveling/Daily Allowance on Foreign Tour

Powers for sanctioning of traveling/daily allowance for foreign tour at
various levels (including field units), in terms of Para E3.2 of SOP have been
specified.
2. The following procedure order is laid down for payment of foreign tour
advance/settlement-
(A). Procedure order for the payment of foreign tour advance in INR
i. While issuing the office order for nomination of officer for foreign
training, HR Department will indicate the entitlement of allowances
on foreign tour as per HR Manual. Similarly, in case of testing/
inspection etc. abroad, respective Executive Departments will
mention the entitlement of foreign tour allowances in their Office
Orders, as per HR Manual.
ii. The officer(s) will give the request for advance in INR to Finance
Department in Corporate Office / Field units, as the case may be, as
per the entitlement indicated in office orders in the format as given
in Annexure-I, at least 04 working daysin advance.
iii. The request submitted by the officer will be processed and paid by
Finance Department in terms of the Circular issued vide letter no.
HQ/HR/8/Foreign Trg. dated 16.11.2018 within three (03) working
days.
iv. The concerned Office(s) can get the advance received in Indian
Rupees converted into foreign exchange from any authorized
foreign exchange dealer (list available on RBI website i.e.
https://rbi.org.in/scripts/ ffmclist.aspx) depending upon the
city of transaction/ rate on the date of transaction.

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(B). Procedure order for the payment of foreign tour advance in

Foreign Currency
(i) The procedure laid down in Para 2 (A) - Item (i) and (ii) will apply,
except that the officer will clearly specify if advance is required in
foreign currency at least 10 working days in advance.
(ii) For Corporate Office
(a) In case of officers working in Corporate Office, the request of
the officer will be sent through Controlling Officer to
GM/Fin/CF at least 10 working days in advance, after issue of
order as indicated in item (I) above.
(b) Finance department (Payroll Section) will process the
payment within 02 working days and forward the same to
banking section.
(c) The payment will be released in foreign currency by the
Finance Department (Banking section) within 05 working
days.
(iii) For Field Units
(a) The request submitted by the officer working in field units
will be processed by Unit Finance within two working days
and forwarded to GM/Fin/CF (Corporate Office) after approval
of CGM.
(b) On receipt of the sanction from field unit, Finance (Payroll
Section) in Corporate Office will process the payment within
02 working days and forward the same to Banking section.
(c) Banking section will release the payment in foreign currency
within 05 working days.
(C) General Conditions
i. The Officer shall submit the travelling allowance bill on return from
foreign tour within one month from the date of return as per format
enclosed as Annexure II.
ii. Any difference in the advance received and actual expenditure
incurred by the Officer and also on account of conversion into
foreign exchange is to be adjusted at the time of submission of tour
bill by the Officer.
iii. The checklist for scrutinizing and processing of foreign tour
advance/accountal by Finance is enclosed at Annexure-III.
(Circular No. 19/2019 dated 10.07.2019)

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11. Admissibility of Pay/Perks & Allowances to the official who join in

DFCCIL & Issuance of LPC on repatriation/resignation:
11.1 Admissibility of Pay/Perks & Allowances to the official who
join in DFCCIL:
(i) A checklist separately for IDA/CDA officials, having complete
details of admissible Pay/Perks & Allowance, shall be provided
at time of joining.
(ii) HR Format (joining order) which is provided to the officials at
the time of joining should be duly filled by the concerned official
in all respects. Concerned HR official shall ensure the same
from the official at the time of joining.

11.2 Issuance of LPC on repatriation/resignation within one

month of personnel leaving the organization:
i) Official completing their deputation period shall have to submit
No Dues Certificate on prescribed format, from all concerned
departments of the DFCCIL, within 15 days from date of
repatriation order.
ii) Those officials, willing to avail two months repatriation leave
and then join another organization after/before completion of
two months leave, shall have to furnish their Joining Report to
DFCCIL for issuing and adjustment of salary payment and
recovery, if any. The office order sanctioning leave (02 months)
shall also have the following, “it shall be personal responsibility
of the officer concerned to inform DFCCIL in case he/she is
posted and joins before the expiry of leave, so that his/her
salary payment is stopped immediately.
iii) Repatriated officials shall have to declare about the status of
“Housing Lease facility” during repatriation leave and ensure
refund of Security Money in case of third party lease.
iv) Those cases in which the repatriated officials fail to submit No
Dues Certificate within stipulated period (i.e. within 15 days
from date of repatriation order) will be put to MD for further
course of action.
v) After the clearance of all outstanding dues, LPC shall be issued
within 07 working days. (JPO dated 04.07.2019).

12. Procedure of payment of NDA & NHA: Following procedure for claiming
NDA and NHA shall be followed by rostered staff in all CGM units/Corporate
office, wherein, the allowance shall be applied through ESS portal for
approval.

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1. Procedure for NDA

i. Employee will fill in the hours put in night duty in a month (total in a
month) – and upload attendance register as attachment, which
should be duly counter signed by his reporting officer.
ii. Reporting officer will confirm/edit night duty hours by an employee
in a month. (i.e hours worked between 22.00 to 06.00 hours only).
iii. The amount based on laid down formula and as per Basic Pay and DA
of the employee will be calculated through SAP.
iv. Officer in charge at E5 and above level will approve the hours.
v. Finance will release the payment with salary or off cycle.

2. Procedure for NHA

i. Employee will fill in the date of NHA for which he is booked in a
month and upload approval letter as attachment.
ii. Reporting officer will confirm/edit NHA dates claimed by an
employee in a month.
iii. The amount on basis of grade wise laid down rates shall be auto
calculated by the system.
iv. Officer in charge at E5 and above level, shall be the approver for NHA.
v. Finance will release the payment with salary/ off cycle.
Till the time this provision is enabled in SAP, the above-mentioned procedure
should be followed as per prescribed formats (attached as annexure-IV & V)
with immediate effect.
(Circular No. 27/2022 dated 19.07.2022)

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Annexure-I

Application Form for Grant of Foreign Travel Advance

1 Name of the Employee and Employee Code

2 Date of appointment
3 Designation/Department/Place of posting
4 Basic Pay and Scale
5 Sanction Order No. (indicating amount
entitled for foreign visit )-copy to be enclosed
6. Details of Program, including period of visit
and place of visit (copy of tour program to
be enclosed)

7. Journey Details
Date/place/time Date/place/time No of days of stay
of departure of arrival

8. Foreign Travel Allowance

(a)
Total number Daily Allowance Consolidated per Advance claimed (INR
of days as per rules diem as per rules or foreign currency)

(b) Amount of advance required towards air travel (if any) – as per estimate
from travel agency /actual ticket cost)

9. Total amount of advance required 8 (a) + (b) :

(i) Foreign Travel Advance (INR or foreign currency) …………………..
(ii) Air Travel (INR) ……………………………….

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*The amount of advance will be limited to the entitlement /ceiling as prescribed

in Para 16 (1.2) of Chapter XIII of HR Manual, as per which AM is eligible for 75%
of the rates fixed by Ministry of External Affairs for DA. In case of Sr. Executive
and below, the eligibility is 33% of the rates fixed by the Ministry of External
Affairs for DA.
Certified that –
1. The advance claimed for foreign visit is as per the entitlement as prescribed
in rules.
2. I shall submit the travelling allowance bill on return from foreign tour within
one month from the date of return. In case of failure to submit the bills
within one month of return from foreign trip, the amount can be deducted
from salary.
3. In the event of cancellation of said foreign visit, I undertake to return the
advance immediately to Finance Department.

Date........................... Signature of Employee

For office use only

Field Units
Controlling Officer (CGM)
Unit Finance
(In case of foreign currency)
GM/Fin/CF Banking Section
Corporate Office
Controlling Officer (CO)
GM/Fin/CF Banking Section

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Annexure-II

Accountal of Expenditure for foreign visit

1 Name of the Employee and Employee Code

2 Date of appointment
3 Designation/Department/Place of posting
4 Basic Pay and Scale
5 Sanction Order No. (indicating amount
entitled for foreign visit)-copy to be
enclosed
6 Details of Program, including period of visit
and place of visit
7. Break up of Expenditure (All original documents/receipts etc. to be
enclosed)

Heads Actual Advance Adjustment/

Expenditure/ Received Remarks
Entitlement
DA
Consolidated per diem
Air Travel
Boarding/lodging
(including local travel
in foreign country)
Visa fee
Travel Insurance
Local Travel (before
and after departure)

Advance sanctioned ………………………..

Expenditure incurred ………………………….
Recovery /Payment to be made ………………………

Date Signature of Employee

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For office use only

Field Units

Controlling Officer (CGM)

Unit Finance

*Officers working in CGM units will submit accountal at the unit level for
settlement.

Corporate Office

Controlling Officer (CO)

GM/Fin/CF

*For officers working in Corporate Office, accountal to be submitted to GM/

Fin/CF

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Annexure- III

Check list for scrutinizing and processing of foreign tour

advance/accountal

1. Advance

(a) Copy of nomination letter

(b) Approved tour programme with flight details/timings etc.
(c) Tickets (Copy of confirmed ticket)
(d) Copy of passport (front and last page)
(e) Valid visa copy
(f) Copy of pan card
(g) Exchange rate prescribed by RBI on the date of application for advance
to be attached.

2. Accountal (All documents to be submitted in original)

(a) Flight tickets indicating date and time of arrival

(b) Boarding passes
(c) Hotel bills
(d) Fee Visa receipt
(e) Insurance receipts
(f) Bill of purchase of foreign currency/authorized agency as per RBI
website www.rbi.org.in/scripts/FFMClist.aspx
(g) Local Travel

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Annexure-IV

NIGHT DUTY ALLOWANCE (NDA)

Circular No. 571/2020
Hourly rate of NDA shall be calculated based on [(Basic pay + Dearness
Allowance)/200] for work put in by eligible rostered staff during the period
from 22.00 hour to 06.00. For calculation of rate of NDA, Weightage of 10 min
for every hour of duty performed between hours of 22.00 and 06.00 will be
applicable. The rate separately worked out for each employee.
Night allowance for the month of :
Name :
Emp ID:
Designation :
Posting Place :
Basic pay & DA :
Rate of NDA :

Date Night Shift in which Period of night duty @10

employed Total(hr.) min per hour of night duty
From To

Total hours of Night Duty (hours)

Total Amount of Night Duty
(Rupees)

Total Amount in words:

Signature of Employee
The above duty booking was essential
Reporting officer

Approving authority - E5 and

above level

Finance

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Annexure-V

NATIONAL HOLIDAY ALLOWANCE (NHA)

Period of Claim M /Y
National
Name
S. No. Emp. Code Designation Holiday Amount Payable
(Shri)
Date (B)
(A)

To be
1 Picked from
As Per defined rates
system
Calendar

Grade Wise Rates

Grade Rates (C)
N1-N4 384
N5-N7 477
E0-E1 630

Signature of Employee

The above duty booking was essential

Reporting officer

Approving authority -
E5 and above level

Finance

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Chapter-VIII

Rules for Travel entitlements and other benefits including

CTG on Transfer, Retirement, etc.

TRAVEL ENTITLEMENT RULES ON TRANSFER & RETIREMENT etc.

1. Short Title and Commencement:
a) These rules may be called DFCCIL Travel Entitlement (Transfer,
Retirement) Rules 2018.
b) They shall come into force from 28.09.2018.
(Circular No. 49/2018 dated 28.09.2018)

2. Application:
a) These rules shall be applicable to:
i) All regular employees of the company and deputationists and
their “Family”.
ii) These rules shall not apply to Consultants, Advisors, casual/daily
rated employees and those on contract.

3. Definitions:
a) “Company” means DFCCIL.
b) “Employee” means regular employees of the Company.
c) “Deputationist” means those officials who join the Company on
deputation from Central or State Government or any other Public
Sector Undertaking.
d) “Family” for the purpose of these rules shall mean spouse and dependent
children.
e) “Transfer” means “the movement of the employee from one
Headquarter station in which he/she is employed to another such
station, either to take up the duties of the new post, or in consequence
of a change of his/her headquarters”.

4. Entitlement on Transfer:
a) The following are the different kinds of entitlement admissible on
transfer:-
(i) Travel Expenses (Actual cost of travelling)
(ii) Road Mileage
(iii) Reimbursement of hotel charges on transfer

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(iv) Cost of transportation of personal effect from residence to

residence
(v) Transportation of vehicle possessed by the employee
(vi) Composite Transfer Grant
(vii) Joining Time
(viii) Daily Allowance on Temporary Transfer
(ix) Advances on Transfer

5. Travel Expenses on Transfer (Actual cost of Travelling)

a) An employee of the company on transfer from one unit to another in
public interest will be entitled for reimbursement of travel expenses for
self and “Family” for the journey performed from his/her last place of
posting to his/her new place of posting as per the entitlements on tour
provided in para-10 of Chapter-VII (Section I) of DFCCIL’s HR Manual.
(b) In case, the journey is performed by a higher class than the entitled class
or any other mode, then the reimbursement of claim will be restricted to
the entitlement or actual expenses incurred, whichever is less.
(c) Road Mileage: When an employee makes a journey by road by own
vehicle, actual admissible road mileage allowance prescribed by the
Directorate of Transport of the concerned State. At places where no
specific rates have been prescribed by the Director of Transport of the
concerned State or of the neighboring States, the mileage allowance
shall be regulated at the rates prescribed by Central Government,
which are as under at present:
• For journey performed by own Car :- Rs. 24 per km
Note-(1) These rates will further rise by 25 % whenever DA
increases by 50 %.
Note-(2) Apart from the above-mentioned prescribed rates,
employee shall also be eligible for Toll/Levy charges as applicable
during the course of the journey by own vehicle, subject to original
bills /receipts being submitted.
Note-(3) When the journey is performed by the employee/Family
member in own vehicle (car/scooter/motor cycle), then employee will
not be entitled for the transport of the vehicle benefit as mentioned at
Rule-8.
(d) Time Limit to submit the bills for reimbursement of Travel expenses:
(i) After carrying out the orders of transfer, an employee should
submit his/her claim for reimbursement of travel expenses for
self/family within a period of three (03) months from the date on
which the journey is performed.

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(ii) If a member of employee’s family follows him/her within six (06)

months or precedes him/her by not more than one month, the
reimbursement of travel expenses may be granted in respect of
such member. For such cases the claim for reimbursement of
travel expenses should be submitted with in a period of three (03)
months from the date on which the journey is performed.

6. Reimbursement of Hotel charges on transfer

(i) An employee on transfer to a place other than Delhi, Mumbai and
Kolkata will be entitled to claim reimbursement of lodging charges as
per his/her entitlement for staying in a hotel for a period upto 15 days
or till he/she arranges for an accommodation in the new place of
posting whichever is earlier. However, the proposed reimbursement
will not be admissible where Company arranged accommodation is
available.
(ii) Employees on transfer to the cities of Delhi, Kolkata and Mumbai may
claim reimbursement for lodging charges for stay in a Hotel only if
they get a ‘no room’ certificate from concerned Project Head and
General Manager/Administration in case of Corporate Office. The
clause shall also apply mutatis-mutandis on any other city where
company guesthouse accommodation is available.
(iii) The claim of hotel reimbursement beyond 15 days will be reimbursed
under special circumstances with the prior approval of the Managing
Director.

7. Transportation of personal effects on transfer

(i) An employee shall be entitled to reimbursement of expenses for
transportation of personal effects by train/road on transfer as per
rates given below: -
Designation Luggage Entitlement Mode of Transportation of
(IDA) personal effects
(a) If transported by train
(goods train only) the actual
expenses subject to specified
luggage limits.
(b) If transported by road the
rates are as under:-
Rate per KM for Transport
by Road (Rs. per km)
DGM and 6000 Kg by Goods Rs. 50 per KM
above (E5 & Train/ Four-Wheeler
above) double container

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Manager to
Jr. Manager 3000Kg Rs. 25 per KM
(E2 to E4)
Executive/Sr.
Executive 2500Kg Rs. 25 per KM
(E0 & E1)
Non-
Executive 2000 Kg Rs. 25 per KM
including MTS

Note–(1) The rates will further rise by 25% whenever DA increases

by 50%.
Note–(2) The monetary ceiling would be inclusive of all levies and taxes,
which may be imposed by any authority on account of
transportation of personal effects by road. Any claim for
reimbursement of expenses must be supported with the bills/
vouchers / tax payment receipts etc.
(ii) Time limit: Personal effects may be transported within six months
from the date of joining at new place of posting.

8. Transportation of vehicle
i) An employee shall be entitled to reimbursement of transportation cost
of vehicles as follows:-
ii)
Level Reimbursement
AM and above 01 motor car etc or 01 motor cycle/scooter
Below AM 01 motor cycle/scooter/moped/bicycle

iii) An employee shall be entitled to reimbursement of expenses for

transportation of his/her personal vehicle by train/road at the rates
given below:-
Between Places connected Between Places not connected
by Rail by Rail
If transported by goods train, Same rates as for Road mileage
actual cost of packing and freight indicated in Rule – 5 (c) above.
between two stations
Or
If transported by passenger train,
actual freight charges by the
Railways
Or

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If transported by road carrier

service providers, actual cost or
freight admissible had the
vehicle been transported by
passenger train or whichever is
less. This will only include the
transportation cost inclusive of
taxes as applicable, excluding
the cost and taxes applied upon
packing, loading/unloading,
insurance charges etc.

iv) Time Limit: Personal vehicle may be transported within six months
from the date of joining at new place of posting.

9. Composite Transfer Grant

(i) Composite Transfer Grant will be admissible to employees who are
transferred from one station to the other. This is intended to cover all
incidental expenditure such as packing, loading/unloading, insurance
charges etc. in upsetting/shifting establishment at the old station and
setting it up at new station.
(ii) Quantum of Composite Transfer Grant
If there is a change of residence as a result of transfer and the
employee has been transferred to an outstation (see Note 1 below)
beyond a distance of 20 KMs , payment of Composite Transfer Grant
will be regulated as under:-
Category CTG (for 20kms. or more)
(1) (2)
Employees 80% of One month’s Basic pay (exclusive
of NPA, MSP, etc)

Note–(1)The term Same Station means area falling within the

jurisdiction of the Municipality or Corporation including such of sub-
urban Municipality notified area or cantonment as are contiguous to
the same Municipality. For example, an employee transferred from
Ghaziabad, Sonepat, Gurgaon, Faridabad, Noida etc. to Delhi and vice
versa, shall be treated as transferred within the same station and they
will be granted Composite Transfer Grant only at the rate of one-third
of one month’s Basic Pay.
Note–(2) No Daily Allowance or road mileage allowance for the journey
on transfer is Permissible.
In the case of transfer to an outstation within 20 kms. of the old
headquarters, Composite Transfer Grant shall be granted at the rate

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of one-third of one month’s basic pay, provided there is a change of

residence, as a result of transfer.
(iii) Time limit: The composite transfer grant should be claimed within a
period of 6 months from the date the employee take charge of the new
post. However, in case of any delay in submitting the claim of the CTG
within the prescribed period, MD or any authority to whom this power
is delegated by him, is empowered to condone the delay, for reasons
to be recorded in writing.
(iv) Terms and Conditions of grant of Composite Transfer Grant
(CTG):
a) Composite Transfer Grant will not be admissible if there is no
change in the residence of the employee as a result of transfer.
b) Composite Transfer Grant will not be admissible in case of a
temporary transfer not exceeding 180 days.
c) Composite Transfer Grant will not be admissible if the
transfer/mutual transfer has been ordered at the request of an
employee.
d) The Composite Transfer Grant shall not be treated as income for
the purpose of Computation of Income Tax being a part of
Travelling Allowance admissible to the employee on transfer.
e) The payment of Composite Transfer Grant need not be linked with
the vacation of Company Leased Accommodation provided at the
old headquarters. The Grant will be payable if the employee
makes some temporary arrangement for residence at his/her new
headquarters.
v) For claiming Transfer Grant, an employee is required to submit
documentary proof of his having performed the journey, etc.

10. Deputationist from Railways and other Government Departments/

PSUs
i) In the case of Officials on deputation to DFCCIL from Railways or other
Government Departments/ PSUs, they will be eligible for transfer
benefits and the CTG benefits at the time of joining/repatriation at the
rates prescribed by their parent department.
ii) The procedure of claiming transfer benefits and Composite Transfer
Grant (CTG) for Deputationists on initial joining and repatriation will
be as per Annexure ’A’.

11. Advance on transfer

a) DFCCIL employees can avail the facility of advance not exceeding one
month’s basic pay from the project/unit from which they are
transferred, if he/she applies for it. However, the final claim would be

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settled by the project / unit where the employee has been transferred
only on joining at the new place of posting.
b) The advance will be interest free and the amount of Advance on
transfer should be recorded in the Last Pay Certificate of the
transferred employee.

12. Joining Time on Transfer

a) In the case involving transfer from one station to another and also
involving change of residence, the employee shall be allowed joining
time with reference to the distance between the old headquarters and
new headquarters by direct route and ordinary mode of travel as
indicated below:-
Distance between Old and New Joining Time
Headquarter admissible
Upto 1000 Kms 10 days
More than 1000 and upto 2000 Kms 12 days
More than 2000 Kms 15 days

Note–(1) In case of travel by air maximum joining time will be 12

days.
Note–(2) The period of joining time shall include the period spent
on journeys.
Note–(3) The joining time shall commence from the date of
relinquishment of charge of the old post if charge is made
over in the forenoon, or the following day if the charge is
made over in the afternoon.
b) When holidays follow joining time, the normal joining time may be
deemed to have been extended to cover such holidays. In other
words, when holidays fall immediately on expiry of the permissible
joining time, the period of joining time shall stand extended to cover
the holidays.
c) Leave in lieu of joining time: when an employee joins the new post
without availing of the full joining time, the number of days of joining
time as admissible reduced by the number of days actually availed of
shall be credited to his leave account as earned leave/LAP. The credit
of joining time to the leave will be subject to usual restriction on
accumulation of Earned Leave/LAP in the leave account.
d) No joining time is admissible in case of temporary transfer. Only the
actual journey time will be allowed.
e) Not more than one day joining time shall be admissible if the new
headquarters and old headquarters are at the same station.

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13. Daily Allowance on Temporary Transfer

The cases of transfer not exceeding the period of 180 days will be treated
as on tour/temporary Transfer. The Daily allowance is admissible during
temporary transfer as follows:
• First 180 days : a) Full Daily Allowance.
Note–(1) Transfer effective for more than 180 days will deemed to be
permanent transfer.

14. Entitlement on Superannuation

a) The Composite Transfer Grant shall be paid at the rate of 80% of the
last month's pay to the retiring employee who wishes to settle down at
the last station of duty or other than last station of duty after
retirement, subject to the condition that change of residence is
actually involved (irrespective of distance).
The employee has to submit a Self-declaration Certificate regarding
change of residence in prescribed format enclosed as Annexure – B.
In case of settlement to and from the Island territories of Andaman,
Nicobar & Lakshadweep, CTG shall be paid 100% of last month's
basic pay.
(Circular No. 38/2023 dated 10.10.2023)
b) The claim shall be availed by the employee within ONE year from the
date of Superannuation.
c) No advance is permissible in such cases.
d) No claim for Composite Transfer Grant will be entertained until and
unless the retired employee vacates the leased accommodation
allotted to him and has actually performed the journey/transported
his personal effects finally and has submitted the necessary
documentary proof thereof.

15. Entitlement to the family of Deceased employee:

In the case of employee who dies while in service, his/her family will be
entitled for the same travel benefits including Composite Transfer Grant as
applicable in the case of employees on Superannuation as per Rule 14. In
such cases the criteria of minimum qualifying service period of five (5)
years in DFCCIL will not apply.

16. Entitlement at the time of initial joining or on absorption:

a) Fresh Open Market Recruitment: A person at the time of initial
joining on appointment in the Company will be entitled for
reimbursement of travel expenses from the place of his residence to
the place of joining within India as per his/her entitlement.

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b) Appointed on tenure: A person joining the Company on tenure basis

will be entitled to travel expenses and cost of transportation of
personal effects from the place of last residence to the place of new
residence within Indiaas applicable on transfer subject to the
condition that he/she has not claimed the travel benefits from his/her
Previous Organization.
c) Appointed on absorption: In the case of a person joining the
Company on Immediate absorption, he/she will be entitled to travel
expenses and cost of transportation of personal effects from the place
of last residence to the place of new residence within India as
applicable on transfer subject to the condition that he/she has not
claimed the travel benefits from his/her previous Organization.

17. Sanctioning Authority:

The Authority for sanctioning the claims of Travel Entitlement, Hotel
Charges, Transportation of Personal Effects & Vehicle and Composite
Transfer Grant of employees, deputationists etc. will be as under:
Particulars Sanctioning Sanctioning Authority (If
Authority bills are submitted after
the prescribed time limits)
Employees working CGM GM/HR
in Field units
CGMs AGM/HR GM/HR
Corporate Office AGM/HR GM/HR
Employees

Note–(1) The reimbursement may be claimed by presentation of

supporting bills in original as per the entitlement in terms of
the Rules of the Company as amended from time to time.

18. General Rules

a) Transfer Benefits in cases, where both husband and wife are in
Government service and are transferred within 60 days of his/her
transfer from the same place to the same place, shall not be
admissible to the spouse transferred later. In cases where the transfer
takes place within six months, but after 60 days of the transfer of the
spouse, fifty per cent of the Transfer Grant on transfer shall be allowed
to the spouse transferred later. No transfer grant shall be admissible to
the spouse transferred later, in case both the transfers are ordered
within 60 days. The existing provisions shall continue to be applicable
in case of transfer after a period of six months or more.
b) No transfer benefits will be allowed in case of own request
transfer/mutual transfers.

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c) If any variation / error is found in the claim relating to travel benefits

including CTG, at a later stage, necessary correction will be made and
overpayment, if any, will be recovered from the employee’s salary or
the settlement dues.
d) The official submitting a wrong claim will also be liable to be taken up
under the relevant Conduct & Disciplinary rules.

19. Interpretations
In case of any doubt or dispute regarding interpretation of these rules, the
decision of Managing Director shall be final.
(Circular No. 49/2018 dated 28.09.2018)

*******

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Annexure-'A'

Procedure of claiming transfer benefits and Composite

Transfer Grant “CTG” for Deputationists on initial
joining and repatriation

A) For deputationists from Railways:-They shall be governed by the TA

rules —Vllth CPC as circulated and amended by the Ministry of Railways
from time to time.
i) The deputationists from Railways upon joining DFCCIL will submit his/
her claim in the prescribed format to the Controlling Officer/Project
Head. The details of transportation of household effects and the
availing or otherwise of VPU (with or without car) should also be
mentioned in the form to decide the percentage of CTG admissible.
ii) In case Railway employees avail the facility of Kit Pass/VPU for
transfer of the impersonal effects/conveyance, the rate of CTG will be
governed by the instructions issued by the Ministry of Railways from
time to time.
iii) The composite transfer grant should be claimed with in a period of six
months. Further, guidelines as per Para-9(iii) shall be applicable.
iv) The sanctioning authority shall be defined in para-17ofthese Rules.
v) The details of CTG claim/payment made to the officer will be referred
by the HR Department in Corporate Office/HR coordinator in Units, as
the case may be, to the concerned Railway for necessary confirmation
with the request to point out any variation/error to the Unit/Corporate
Office within 60days.
vi) If any variation/error is found at a later stage, necessary correction
will be made and over payment, if any, will be recovered from the
officer’s salary or the settlement dues. The official raising a wrong
claim will also be liable to be taken up under the relevant Conduct &
Disciplinary rules.
vii) CTG claims of officers repatriated back to the Railways will be settled
only after approval from the concerned Railway is received.
viii) In case a deputationistis paid CTG on joining but later on gets
absorbed in DFCCIL then he/ she will not be entitled for the CTG again
at the time of absorption.

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B) For deputationists from other Government Departments and PSUs

a) The deputationists upon joining he project office will submit his/her
claim, duly for warded by his/her controlling officer, to the Project Head.
b) The Project Head after assessing eligibility, forward the claim of the
employee, to the concerned lending organization, for getting their
approval for payment.
c) On receipt of the requisite approval from the lending organization,
Accounts Department of the Project will process the case form a king
payment to the employee.

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Annexure-B

Self-declaration Certificate for Change of Residence for

claiming Composite Transfer Grant (CTG) on Retirement

(Annexure to Circular No. 38/2023 dated 10.10.2023)

I, ………………………………………………………………….. (Name of the employee) hereby
declare and certify that:
1. I have changed my residence from ................................................................to
……………………………………………………………………………………………….for settlement on
my retirement
2. In case the above declaration given by me is not found true at any stage, I
shall be liable to disciplinary action under DFCCIL Conduct, Discipline & Appeal
Rules as amended from time to time, and to refund the sum along with penal
interest thereon to the company.

(Signature)
Name of the Retired Employee..................................
Employee Code......................................................
Designation/ Department........................................
Last Place of Posting................................................
Address and Contact Details.....................................

To
CGMs/GM-Co-ord. (Field Units)
GM/HR (in case of CO.)

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Chapter-IX

Company Lease & Residential Accommodation Rules

1. Short Title and commencement

These Rules may be called DFCCIL Company Lease & Residential
Accommodation Rules.

2. Extent of Application
(a) The scheme of company lease shall be applicable only to the Regular
Employees and the Employees on deputation, who are working in
DFCCIL as Executive and above (E0 and above) and for Jr. Executives
(N5-N7) posted at X-Class cities, as per the instructions issued from
time to time. (Circular No 18/2024 dated 06.05.2024)
(b) The scheme of residential accommodation shall be applicable to all the
Regular Employees and the Employees on deputation, who are
working in DFCCIL and as per instructions issued from time to time.
(c) These rules shall not apply to Contract employees, Consultants,
Trainees and Apprentices, who are governed by the specific terms and
conditions of their appointment.
(d) These rules shall be applicable to the Third Party as well as to the Self-
Leased residential accommodations. If an employee takes house on
lease belonging to a person who is fully dependent upon that
employee as per DFCCIL Medical Rules or his/her Parents, then it will
be treated as the case of self-lease and not 3rdParty Lease. (79th
meeting of BoD held on 09.11.2021)

3. Procedure for obtaining Company leased accommodation

The lease facility may be availed by the eligible Employees at any place of
his/her choice within the country, subject to the base lease rates
prescribed as per the applicable rates issued from time to time for X, Y and
Z class cities or place of posting, whichever is lower. (79th meeting of BoD
held on 09.11.2021)
The existing lease rates (as on 01.07.2024) are as under:
Level of Revised Monthly rental ceiling for
Officers Third party lease accommodation
X Y Z
MD 111644 - -
Director 98510 - -
ED 72316 50793 29395

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GGM 66290 46612 27057

GM 58788 41322 23983
AGM 48826 34314 19925
JGM 40095 28288 16357
DGM 39847 28042 16235
Manager 39110 27548 15989
AM 32592 22998 13284
Jr. Manager 30871 21769 12544
Sr. Executive 26442 18694 10822
Executive 17465 12299 7133
Jr. Executive (N7) 15450 - -
Jr. Executive (N6) 13905 - -
Jr. Executive (N5) 11974 - -

(Circular No. 27/2024 dated 03.07.2024)

Lease rates for Jr. Executives (N5-N7 level) are as under-

Categories/Grade DFCCIL Monthly rental ceiling for Third
Party at X class city (In Rs.)
X
Jr. Executive Grade I -N7 15000
Jr. Executive- Grade II -N6 13500
Jr. Executive Grade III -N5 11625

(Circular No 18/2024 dated 06.05.2024)

(a) The eligible officials desirous of having company leased
accommodation, either from Third Party or on Self Lease basis, shall
make an application in the proforma as prescribed at Annexure-I &
II respectively. For the officials posted in Corporate Office, such
application will be addressed to the GGM/GM, HR Department and in
the Field Units, such application shall be addressed to the concerned
CGM. Lease accommodation in favour of a CGM/ GM-Coordination in
the Unit shall be processed and finalized by the concerned CGM/GM-
Coordination himself/herself.
(b) The Third-Party lease agreement shall be executed in the proforma
prescribed at Annexure-III and the Self lease agreement shall be
made in the proforma prescribed at Annexure-IV in a stamp paper of
adequate value as may be applicable in the state where it is executed.
The blank stamp paper of required value will be provided by the
company to the concerned employee.

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(c) The application (both for Third Party or Self Lease) shall also be
accompanied by the relevant lease agreement in the stamp paper duly
filled and signed by the owner of the house, along with proof of
ownership of the house, which may be either in the form of a copy of the
registration deed or letter of allotment by the authorized Government
agencies like DDA, GDA, NOIDA authority, HUDCO, IRWO, Housing
Board, Co-operative society, Private Builders or Power of Attorney (POA)
accompanied by sale deed and absolute Will in favour of the owner.
(d) The Lease agreement shall be signed with the owner of the house by
the designated HR officer in Corporate Office on behalf of the
Company. In the Projects/Field Units, the concerned CGM/ Nominated
Officer of the Unit may sign the lease agreement with the owner of the
house on behalf of the Company.
(e) It will be the personal responsibility of the employee concerned as to
the amount of lease and no further check will be done. The employee
should take care with regard to the amount of lease duly following the
canons of Financial Propriety.
(f) The original documents including the agreement will be uploaded in
the employee self-service portal by the concerned Employee and a
copy of the same shall be sent to Finance for making necessary
payments and House rent recovery (HRR) at the applicable rates from
the official.

4. General Conditions governing Lease accommodation:

(a) The Employees availing the Company leased accommodation shall not
be eligible for HRA.
(b) It shall be the responsibility of employee availing self-lease/third
party lease for ensuring all conditions are duly satisfied, while
entering into an agreement.
(c) Whenever the Lease Rent is enhanced by the Company, a fresh lease
at enhanced rate, both for third party and self-lease, may be executed
after the expiry of the earlier lease agreement.
(d) Under no circumstances, an employee can enter into a lease
agreement at a monthly rent higher than that agreed to by both the
parties in the initial lease agreement during the currency of the lease
period.
(e) Lease Agreement (Self and Third Party) shall be executed for a
maximum period of 11(eleven) months at a time and shall be effective
from the date of possession of the accommodation by the Employee.
(f) The lease agreement (Self and Third party) cannot be modified if the
current lease agreement is in operation. The higher lease entitlement
can be only on renewal of the agreement. The lease agreement (Self

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and Third party) cannot be unilaterally broken to avail the enhanced

lease amount for the same house till the old agreement expires. In
case, lease agreement is broken by either party during existing lease
tenure, agreement cannot be renewed for the same house till the
expiry of lease tenure that was broken.
(g) Where the current lease agreement is more than the entitlement of
the employee resulting in excess amount being recovered from the
salary, in such cases, when employees become eligible for higher
lease amount on event of promotion/redesignation, recovery shall
be adjusted as per the eligibility to the post he is promoted/
redesignated.
(h) No sub-letting of the company leased accommodation shall be
allowed. The term “subletting” would mean sharing of the
accommodation by the employee otherwise than with 'close relations’.
The following are to be treated as 'close relations' for this purpose:
i. Father, Mother, Brothers, Sisters, Grandfather and Grandmother
and Grandsons and Granddaughters.
ii. Uncles, Aunts, First cousins, Nephews, Nieces, directly related by
blood to employee.
iii. Father-in-Law, Brother-in-law, Sister-in-law, Son-in-law,
Daughter-in-law, Brother-in-law.
iv. Relationship established by legal adoption (not admissible when
the relationship ceases by any order of court of law)
(i) The company shall have the right to inspect the premises to ensure
the appropriate use of such accommodation and may terminate the
lease with or without notice, if it is satisfied that the accommodation
has been put to inappropriate use, apart from the employee
himself/herself being liable for disciplinary action.
(j) While vacating the lease accommodation, the concerned employee
shall furnish a “No Demand Certificate” from the owner of the house
as in the proforma prescribed at Annexure-V.
(k) In case there is overpayment to the Lessor for reasons attributable to
the Employee, he/she will make good the loss to the Company for
such over payment.
(l) In respect of retention of government/ railway accommodation, the
amount of rental ceiling on the basis of entitlement of the employee
will be remitted to the concerned Railway unit/department as per the
rates prescribed.
(m) Tax on housing perquisite value for third party/self-lease
accommodation will be borne by DFCCIL at applicable rates; and
(n) Tax on housing perquisite on Railway/Government Accommodation
will be borne by DFCCIL at applicable rates for such employees.

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(o) Where the accommodation provided to the employee is owned by the

employer.
S. No. Cities having population as per 2001 census Perquisite
1 Exceeds 25 lacs 15%
2 Exceeds 10 lacs but does not exceed 25 lacs 10%
3 For other places 7.5%
Tax on housing perquisite on DFCCIL Accommodation will be borne by
DFCCIL at applicable rates for such employees. (BoD 79th meeting held
on 09.11.2021)

5. Rental Ceilings on Lease accommodation

(a) Entitlement of Lease Third party for various Level of employees will be
as per the latest circular issued by HR, with the approval of Competent
Authority.
(b) Lease rate shall be revised to the extent of an increase of @3%
annually on 1st July.
(c) Base rate shall be enhanced to the extent of 25% for main areas of
Delhi (A, B & C categories as per Delhi Govt. notification).
(d) In case an employee takes a house on lease in excess of his/her
entitlement, the employee shall give an undertaking to pay the excess
of admissible lease rent in addition to HRR (House Rent Recovery)
from his/her monthly salary, to be deducted at the time of monthly
salary payments. Where the current lease agreement is more than
the entitlement of the employee resulting in excess amount being
recovered from the salary, in such cases, when employees become
eligible for higher lease amount on event of promotion/re-
designation, recovery shall be adjusted as per the eligibility to the
post he is promoted/re-designated.
(Circular No. 11/2022 dated 30.03.2022)
(e) In case of self-lease no excess amount may be allowed beyond the
ceiling limit. However, the employees may be permitted to revise the
self-lease agreement at any time even before expiry of validity of
original agreement.
(f) In Case of Self Lease Monthly ceiling limit at various places/cities
based on stay/posting (whichever is lower) will be as under: -
Grade For X City For Y City For Z City HRA Recovery
All Employees HRA HRA HRA 1% of the
(E0 and above as applicable as applicable as applicable Basic Pay
and Jr. plus 3% of plus 3% of plus 3% of the
executives the Basic Pay the Basic Pay the Basic Pay
posted at X rounded to rounded to rounded to
class cities) Rs. 100. Rs. 100. Rs. 100.

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If an employee takes house on lease belonging to a person who is fully

dependent upon that employee as per DFCCIL Medical Rules or his/her
Parents, then it will be treated as the case of self-lease and not 3rd Party
Lease. (BoD 79th meeting held on 09.11.2021).

6. Rent Recovery
House Rent Recovery (HRR) from the employees for the third party
leased accommodation/self-lease accommodation will be @ 1% of the
Basic Pay. House Rent Recovery (HRR) for DFCCIL staff quarters and
Government/ Railway accommodation will be made at the standard rate
(prescribed flat rate of license fee which is recoverable on basis of plinth
area), as per policy guidelines issued by HR from time to time with the
approval of Competent Authority. Rates prescribed vide HR’s order dated
24.06.2020 are placed at Annexure-VI. (BoD 79th meeting held on
09.11.2021).

7. Allotment of Quarters to DFCCIL Employees

Entitlement of the employees for the DFCCIL Quarters as well as
procedure of allotment of quarters will be as per the policy guidelines
issued by from time to time with the approval of Competent Authority.

8. Brokerage Charges and Advance Deposit:

(a) If the accommodation from a third party is arranged through a broker,
the company may pay brokerage charges directly to the broker. The
Brokerage charges admissible shall be up to a maximum of one
month's rental once in two years, subject to the condition that change
in residence is due to the reasons other than personal or expiry of
existing lease period.
In this connection, it is clarified that the brokerage charges will be
limited to one month’s lease entitlement of the officer and excess, if
any, claimed by the broker shall be recovered from the employee.
(Circular No. 11/2022 dated 30.03.2022)
(b) In the case of Third-Party accommodation, an advance equal to three
(3) months rental may be paid directly to the house owner. However,
such an advance shall be treated as an advance to the House Owner
and a separate Advance Ledger against house owner shall be
maintained, which will be cleared on refund of the amount by the house
owner or the officer or adjusted against the monthly lease payments
made to the House Owner as per the conditions of the lease agreement.
(c) Brokerage charges and Advance deposit shall not be payable in the
case of Self Lease.

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9. Retention of Company lease/Government/Railway accommodation

(a) In case of transfer (From one CGM unit to other CGM unit/Corporate
Office and vice versa)or transfers within units–
i. In the event of transfer from one unit to another or within unit,
employee can retain the lease accommodation at the previous
place for the full period with same lease entitlement. The words
“full period” means the period of lease agreement.
ii. In case of DFCCIL Accommodation, employee can retain
accommodation at the previous place for 2 months/scholastic
session (where children are studying) whichever is later.
iii. The permission to retain lease accommodation shall be based on
employee’s application and approval of Competent Authority.
(b) Repatriation-Period of retention of DFCCIL Accommodation/leased
Accommodation will be two months.
(c) Retirement–Period of retention will be two months for DFCCIL
Accommodation/leased accommodation. The Rates for leased
accommodation will as per the rate of last lease entitlement.
(d) Death–Period of retention will be four months for DFCCIL
Accommodation/leased Accommodation. The Rates for leased
accommodation will be as per the rate of last lease entitlement.

10. Amendments and Interpretations

(a) The Rates prescribed for rental Ceilings as well as House Rent
Recovery will be revised from time to time by HR up to the limit
approved by BoD. Revision of Rates for rental ceilings as well as House
Rent Recovery other than the limit prescribed and approved by BoD
will require approval of NRC & BoD.
(b) Where any doubt arises to the interpretation of these Rules, it shall be
referred to the HR/Corporate Office for a decision by the Competent
Authority (MD),which shall be final. Further, any interpretation having
financial implications should be referred to HQ/Finance through
HQ/HR department only.
The Company may amend, delete or add to these rules, from time to
time with the approval of MD, and all such amendments, deletion or
additions shall take effect from the date stated therein. (BoD 79th
meeting held on 09.11.2021)

*******

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Annexure-I

Application for Company Leased Accommodation from

Third Party basis.

To,
The CGM/GGM/GM Corp. Office/Field Unit

01. Name and Designation of the Officer :

02. Employee Code :
03. CDA Pay & Grade Pay or IDA Pay Scale :
04. Are you a Regular officer or a Deputationist :
05. Deputation tenure upto :
06. Tenure of existing lease :
07. Amount of lease (i) Eligible :
(ii) Claimed :
(iii) Previous Lease Amount :
08. House owner’s Name, Address & Tele. :

09. Full address of the House to be leased :

i) Relationship with owner, if any: :

10. Whether proof of ownership of house enclosed :
11. Monthly house rent claimed by the owner :
12. Whether advance deposit is to be paid to the owner :
(If yes, mention the amount)
13. Whether the house is arranged through a broker:
(If yes, mention the Name of broker & the amount of brokerage to be paid)
14. The period for which leased accommodation is proposed to be taken.
From to
(Column-09 & 10 are relevant only in case of leased accommodation from Third Party)
‘I understand that normally the company shall enter into the lease agreement
with the owner only within the amount of lease rent admissible to me as per

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rule. Since I am taking the above house on lease in excess of my entitlement, I

request that the company may execute the lease agreement for the rent
indicated in Para-8 above and I authorize the company to deduct from my salary
the amount in excess of the admissible lease rent.’
‘I understand that in case my spouse whether residing with me or not or
parent/son/daughter residing with me and working in the Central/State Govt.,
Autonomous bodies, Public Undertaking or Semi-Govt. organisations such as
Municipality, Port Trust, Nationalized Banks, LIC of India, etc. at the same
station where the lease accommodation is provided by DFCCIL, HRA will not be
admissible to my spouse/parent/son/daughter. Further, I declare that my
working spouse and parent/son/daughter residing with me has not been
allotted accommodation (including leased) by his/her employer at the same
station.
That I will not claim lease beyond my deputation period/tenure.

Signature:
Name & Designation:
Date:

(Controlling Officer)
Forwarded by

Papers checked & found in orders, he is eligible for Rs………………/- monthly

lease.

HR. Deptt.

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Annexure-II

Application for Company Leased Accommodation on

Self Lease basis

To,
The CGM/GGM/GM Corp. Office/Field Unit

01. Name :
02. Designation of the officer :
03. Employee Code :
04. CDA Pay & Grade pay/IDAP ay Scale :
05. Regular/Deputationist :
06. Deputation tenure up to :
07. Tenure of existing lease :
08. Amount of lease(i)Eligible :
(ii) Claimed :
(iii) Previous Lease Amount :
09. House Owner’s name, address, Tele :

10. Full address of the House Leased :

11. Proof of ownership enclosed : Yes/No
12. Area in Square feet :
13. Accommodation is proposed to be taken from to
14. I here by certify the following:
➢ That the rent of the unfurnished house/flat for which the lease has
been applied is Rs. /-(Rupees )
➢ That the rent certified is based on prevalent market rates.
➢ That the certified lease is not additional source of income to me.
➢ That if the lease claimed by me is found to be in excess of my
entitlement, I under take to refund the difference of amount to DFCCIL.
➢ That the premises for which I am claiming the rent is in accordance with
the approved plan by the concerned agency/authority.
➢ That I will not claim lease beyond my deputation period/tenure.

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I understand that in case my spouse whether residing with me or not or

parent/son/daughter residing with me and working in the Central/State
Government, Autonomous bodies, Public Undertaking or Semi-Government
organizations such as Municipality, Port Trust, Nationalized Banks, LIC of
India, etc. at the same station where the lease accommodation is provided
by DFCCIL, HRA will not be admissible to my spouse/parent/son/daughter.
Further, I declare that my working spouse and parent/son/daughter
residing with me has not been allotted accommodation (including leased) by
his/her employer at the same station.

Signature:
Name & Designation:
Date:

(Controlling Officer)
Forwarded by

Tick mark the document enclosed:

(i) Letter of consent from the owner of the house
(ii) Drawing of the house with details of rooms, veranda, balconies, etc
(iii) Proof of ownership of the house by the owner, which may be either of the
following:
( ) Copy of the registration deed, or
( ) Letter of allotment by the authorized Govt. agencies like DDA, GDS,
HUDCO, NOIDA Authority, Housing Board, Co-operative Society,
IRWO, etc, or
( ) Power of Attorney accompanied by sale deed and absolute Will in
favour of the owner.

Officer dealing:
Lease Date:

Papers checked & found in orders, he is eligible for Rs /-monthly

lease.
HR. Dept.

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Annexure-III

Company Leased Accommodation Agreement

(From Third Party)

This Agreement of Lease is made at………………..on this …………..Day of

……………………., between Shri/Smt.…………………………..Son/Daughter of
Shri/Smt.………………..........and resident of ………………………………….., hereinafter
referred to as the LESSOR (which expression shall mean and include his heirs,
successors, assignees, nominees and legal representatives) and Dedicated
Freight Corridor Corporation of India Limited (DFCCIL), through its
representative Mr./Ms…………………………………., address… ........................................... ,
hereinafter referred to as the LESSEE.
WHEREAS, the LESSOR Shri/Smt… ............................... is the owner of the premises
known as .......................... The LESSOR hereby agrees to lease out to the LESSEE
his/her above said accommodation consisting of………….Bed Rooms,
……….Dining Rooms,………….Drawing Rooms, ………………Kitchen… ...................... ,
Bathroom & Toilets, etc with a total covered area of about ……Sq. Feet and Open
area of…………Sq. Feet, together with all Electrical and Sanitary fittings and
fixtures, under the following terms and conditions:-
1. The LESSEE agrees to pay the LESSOR a monthly rent of Rs….only
(Rupees… ............................................... only) by 10th of every month.
2. The Lease is for a period of......................................................................months
commencing from……….…………to……………and for exclusive residential
use of LESSEE’s official Mr./Ms…………………., working as ........................... in
DFCCIL, along with his/her family.
3. The Lease may be terminated during the currency of Lease Agreement
by giving one month’s notice on either side.
4. All taxes payable to the Municipality or any other authority shall be paid
by the LESSOR at his own cost.
5. ‘Major Repairs’ of the house shall be done by the LESSOR at his own cost.
‘Major Repairs’ shall mean any structural and other damages not relating
to normal wear and tear caused by normal usage of a house. It includes
items like plumbing complaints of leaking washers, choked
exhausts/drains (if not related to a structural faults), electrical fuses,
bulbs, switch/plug, etc. and other such items.
6. The Water and Electricity charges shall be paid by the LESSEE residing in
the premises.
7. The LESSEE shall be liable to pay breakage, damages to sanitary and
electrical fittings, etc during the lease period.

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8. The LESSEE shall not make any structural additions or alterations

without the written consent of the LESSOR.
9. The LESSEE shall not sublet the premises other than to ‘close relations’
as defined in Rule-4 (h) of the DFCCIL Lease Rules.
10. The LESSEE shall give vacant and peaceful possession of the premises
on expiry/termination of the Lease.
11. The LESSEE shall pay an advance of Rs………………….to the LESSOR as
Security Deposit, which shall be promptly returned to the LESSEE at the
time of vacation of premises.
12. Under no circumstances, Security Deposit on third party lease may be
allowed unless requested by the Landlord in his consent letter.
(Letter No. HQ/HR/Misc./2023 dated 11.07.2023)

IN WITNESS WHEREOF, the parties have set and subscribe their hands in
the presence of the witnesses mentioned herein below:

Signature: Signature:
Shri./Smt: Mr./Ms.
(LESSOR) Dedicated Freight Corridor Corporation of
India Ltd. (LESSEE)

WITNESSES:

1. ……………………...

2. ……………………….

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Annexure-IV

Company Leased Accommodation Agreement

(On Self Lease)

This Agreement of Lease is made at………………..on this ……...……..Day of............... ,

between Shri/Smt………………..Son/Daughter of Shri/Smt. ................................. and
resident of .........................................................................., hereinafter referred to as the
LESSOR (which expression shall mean and include his heirs, successors,
assignees, nominees and legal representatives) and Dedicated Freight
Corridor Corporation of India Limited (DFCCIL), through its representative
Mr./Ms……………………...........……………., address… ............................................................ ,
hereinafter referred to as the LESSEE.
WHEREAS, the LESSOR Shri./Smt… ...............................is the owner of the premises
known as .......................... The LESSOR hereby agrees to lease out to the LESSEE
his/her above said accommodation consisting of………….Bed Rooms,
……….Dining Rooms,………….Drawing Rooms, ………………Kitchen… ...................... ,
Bathroom & Toilets, etc with a total covered area of about ……Sq. Feet and Open
area of…………Sq. Feet, together with all Electrical and Sanitary fittings and
fixtures, under the following terms and conditions:-
1. The LESSEE agrees to pay the LESSOR a monthly rent of Rs….only
(Rupees… ............................ only) by 10th of every month.
2. The Lease is for a period of............................................................ months
commencing from……………………to................... and for exclusive residential
use of LESSEE’s official Mr./ Ms…………..………., working as
… ................................. in DFCCIL, along with his/her family.
3. The Lease may be terminated during the currency of Lease Agreement
by giving one month’s notice on either side.
4. All taxes payable to the Municipality or any other authority shall be paid
by the LESSOR at his own cost.
5. ‘Major Repairs’ of the house shall be done by the LESSOR at his own cost.
‘Major Repairs’ shall mean any structural and other damages not relating
to normal wear and tear caused by normal usage of a house. It includes
items like plumbing complaints of leaking washers, choked
exhausts/drains (if not related to a structural faults), electrical fuses,
bulbs, switch/plug, etc. and other such items.
6. The Water and Electricity charges shall be paid by the LESSEE residing in
the premises.
7. The LESSEE shall be liable to pay breakage, damages to sanitary and
electrical fittings, etc. during the lease period.
8. The LESSEE shall not sublet the premises other than to ‘close relations’
as defined in Rule-4 (h) of the DFCCIL lease rules.

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IN WITNESS WHEREOF, the parties have set and subscribe their hands in
the presence of the witnesses mentioned herein below:

Signature: Signature:
Shri./Smt: Mr./Ms.
(LESSOR) Dedicated Freight Corridor Corporation of
India Ltd. (LESSEE)

WITNESSES:

1. ……………………...

2. ……………………….

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Annexure-V

NO DEMAND CERTIFICATE

(Applicable in case of Third Party Lease. To be obtained from the house owner
while vacating the house)
I,…………………………...........................................………, presently working
as……...................................................…have handed over vacant
possession of the Flat No…….......…………………, to Shri./Smt… ................................ ,
along with fittings/fixtures, etc. to the satisfaction of the owner. No dues are
payable to the owner.

Signature & Date: Signature & Date:

Name: Name:
(House Owner) (Executive of DFCCIL)

Copy to:
01. HR, Corp.Office/Field Unit
02. Finance, Corp.Office/Field Unit

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Annexure-VI

Standard Rates of License Fee

Type Slab of Plinth Area Revised rates w.e.f 01.09.2019 (in Rs.)

1 Upto 25 Sqm 116

25-30 Sqm 145
30-35 Sqm 176
Above 35 Sqm 191

2 Upto 45 Sqm 231

45-50 Sqm 271
50-55 Sqm 295
Above 55 Sqm 319

3 Upto 60 Sqm 408

60-65 Sqm 448
65-70 Sqm 480
Above 70 Sqm 510

4 Upto 80 Sqm 600

80-90 Sqm 670
90-100 Sqm 743
100-120 Sqm 879
Above 120 sqm 1118

5 Upto 150 Sqm 1646

150-200 Sqm 2068
200-250 Sqm 2924
250-300 Sqm 3339
300-350 sqm 4122
Above 350 Sqm 4951
For servant quarters and garages allotted, following flat rates may be recovered
as under: -
Quarters
Servant Quarter 111
Garages 80
Note
The rate of standard rent will be revised by 10% on 1stJuly every year (rounded
off to next whole rupee). The rate of standard rent will be applicable with effect
from 01.09.2019, the date on which Perks and Allowances have been revised.

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Chapter-X

Leave Travel Concession Rules

1. Short title & Objective:

(a) These Rules shall be called the "DFCCIL (Leave Travel Concession)
Rules".
(b) These Rules are meant to provide financial assistance to employees of
DFCCIL in meeting the expenses of travel involved while availing of
rest and recreation with their family away from their headquarters at
their Home Town or elsewhere periodically.

2. Scope and Applicability:

(a) These Rules shall apply to:
(i) Full time functional directors of the company
(ii) All regular employees of the Company with at least one year of
continuous service in the company on the date of journey.
(iii) The deputationists from Central/State Government, Railways and
other Public Sector Undertakings on permanent absorption in the
company. The LTC facility will be in addition to the facility of post-
retirement complementary Railway passes or such facilities from
previous employer. The deputationists on their permanent
absorption in DFCCIL will be entitled for LTC without the condition
of one year continuous service thereafter.
(iv) The employees from Central/State Government (except railway
employees) and other Public Sector Undertakings working in the
Company on deputation terms shall be eligible for LTC facility as
per the rules in parent organization and the costs will be borne by
the company on certification by the concerned organization.
(b) These Rules shall not be applicable to:
(i) Casual or daily rated employees.
(ii) Persons engaged on contract basis including retired employees
re-engaged as consultant.
(iii) Persons not in the whole time employment of the company,
including outsource persons,
(iv) Persons who are eligible for any other form of travel concession
from their parent organization as a part of service conditions.

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3. Definitions:
(a) "Competent Authority" means Managing Director, Director or any
other officer of the company, having delegation of powers.
(b) ‘Family’ means:
(i) Employee’s Spouse.
(ii) Two surviving unmarried children / step children / adopted
children wholly dependent upon the employee, whether residing
with the employee or not.

Explanation:
The restriction of the concession to only two surviving children or step children
shall not be applicable in respect of (i) those employees who already have more
than two children prior to the coming into force of this restriction i.e. 20.10.
1997; (ii) children born within one year of coming into force of this restriction;
(iii) where the number of children exceeds two as a result of second child birth
resulting in multiple births.
(iii) Married daughters, who have been divorced, or separated from
their husbands, if residing with and wholly dependent upon the
employee.
(iv) Unmarried brothers, unmarried sisters, divorced/separated
sisters from husbands or widowed sisters residing with and wholly
dependent upon the employee provided their parents are either
not alive or are themselves wholly dependent on the employee.
(v) Parents and/or step parents (step-mother & step-father) wholly
dependent upon the employee, irrespective of whether they are
residing with the employee or not.
(c) The “Dependency” will be linked to the minimum family pension
prescribed in Central Government and dearness relief thereon. In
other words, a member of the family of the employee other than the
spouse shall be treated as wholly dependent upon the employee if his/
her income from all sources does not exceed the minimum family
pension prescribed from time to time + dearness relief thereon.
(d) All employees are required to give a declaration of dependent family
members in the form given in Annexure-I at the time of
appointment in DFCCIL and changes thereafter, if any, should be
intimated to the HR/Corporate Office within one month of such
changes.
(e) “Home Town” shall be the place declared as such by the employee at
the time of appointment/absorption in the company, where the
employee was or near relations are still residing or where the
employee owns immovable property or is a member of a joint family
having such property. The declaration of home town shall be given in

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the prescribed form as per Annexure-I. Such a declaration shall be

subject to acceptance by the competent authority. The hometown
once declared and accepted by the competent authority shall be
treated as final. In exceptional circumstances, the MD may authorize
a change in such declaration provided that such a change shall not be
made more than once during the entire service of an employee.
(f) The term ’shortest route’ under the scheme means the fare by the
shortest direct route irrespective of whether journey was performed
by any other route.

4. General Conditions for grant of LTC:

(a) The LTC shall be admissible during any kind of leave including Casual
Leave.
(b) LTC, however, cannot be availed claiming regular leave and resigning
without returning to duty.
(c) Where husband and wife are both DFCCIL employees, option will be
available to choose separate home towns and may also claim LTC
separately under the rules for their respective families. If either of
them avails the facility as a member of the family of other the
concession will not be permitted for self independently. The children
shall be eligible for the benefit in one particular block as member of the
family of one of the parents only.
(d) An employee under suspension cannot avail of LTC as no leave of any
kind is permitted. However, since the employee continues to be in
service, the family members shall be entitled to LTC during the period
of suspension.

5. Admissibility and Type of LTC:

(a) The LTC to home town shall be admissible irrespective of the distance
between the headquarter of the employee and the home town, once in
a block of two calendar years. The block year of the employee for the
purpose of LTC will be as per the block year prescribed by DoP&T. The
current four year block is 2022-25, while two year block is 2022-23 &
2024-25.
(b) The LTC to any place in India shall be admissible irrespective of the
distance of the place of visit from the headquarter of the employee,
once in a block of four calendar years.
(c) The employee and his/her family can avail one All India LTC in
exchange of one of the two hometown LTCs in a block of 4years.
(d) Thus, in a block of 4 years, an employee, at the maximum can either
avail one home town LTC and one All India LTC.
(Clarification Letter dated 17.02.2023 (E.File 13215)

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(e) An employee whose family (spouse, children etc.) lives in home town
or unmarried employee having left wholly dependent parents, sisters
and minor brothers in home town, may avail of LTC for self only to
visit the home town every year. This concession will be in lieu of all
other LTC facilities admissible under this scheme, including the LTC to
visit any place in India once in a block of four years.
(f) Fresh Recruit:
(i) Fresh recruits from the open market in the company will be
allowed LTC to their Home Town along with their family on three
occasions in a block of four years and to any place in India on the
fourth occasion. Accordingly, the entitlement of new recruits shall
be different during the first two blocks of four years (i.e. during
their first 8 years of service) as per (DoPT’s O.M.No.
31011/7/2013-Estt. (A-IV) dated 26.09.2014.
(ii) Entitlement of LTC may be carried forward in case of a previously
serving in Central/State/PSUs who joins after having submitted
Technical Resignation. In case of government employee who
resigns within 08 years of his/her appointment and joins DFCCIL
after Technical Resignation, the employee shall be treated as a
fresh recruit for a period of 08 years from the date of his/her initial
appointment under Central/State/PSUs. Thus if a direct recruit
joins DFCCIL after serving in previous Government department
for 04 years, he will be treated as a fresh recruit for 04 years in the
corporation.
(g) LTC to visit North-East Region), Jammu and Kashmir (J&K) and
Andaman and Nicobar Islands (A&N) by Air In lieu of a Home Town will
be governed by the instructions/guidelines of DoP&T issued from time
to time.

6. Declaration of place of visit under LTC to any place in India:

Declaration of place of visit under LTC shall be made in advance to the
controlling officer. The declaration may be changed before the
commencement of the journey with the approval of controlling officer, but
it may not be changed after the commencement of the journey except in
exceptional circumstances where it is established that the request for
change could not be made before the commencement of the journey owing
to circumstances beyond the control of the employee.

7. LTC in different groups and at different times:

(a) An employee and members of family availing of LTC may travel in
different groups at different times during a block of two or four years,
as the case may be. The concession so availed of will be counted
against the block of two years or four years within which the outward

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journey by the first group is performed, even if the return journey was
performed after the expiry of the block of two years or four years. This
will also apply to availing of LTC carried forward in terms of Rule-8.
(b) During All India LTC, the employee and the family members may
travel to different places of their choice at different times during a
block of four years.
Note: It is clarified that full reimbursement as per the entitlement of the
employee shall be allowed for the journey (s) performed on LTC by the
family members from any place in India to Headquarters/place of posting
of the employee and back. When such journey is performed from Home
Town, the LTC shall be counted against “Home Town” LTC and in case the
journey is from any other place in India, then it shall be counted against
“Any place in India” LTC.

8. Carry forward of LTC:-

(a) In case, the employee is unable to avail LTC for home town in any
particular block of 2 years, the same may be allowed to be carried
forward and availed of before the expiry of the first year of the
succeeding block of two calendar years.
(b) Similarly, all India LTC once in a block of four years if not availed of in
any block, the same may be allowed to be carried forward and availed
of before the expiry of the first year of the succeeding block of four
calendar years.
(c) No Carryover of LTC to the next year is allowed in case of a fresh
recruit as he is already entitled to every year LTC. Hence, if a fresh
recruit does not avail of LTC facility in any year, his LTC will deem to
have lapsed with the end of that year.

9. Restricted Concession:
The LTC will be restricted to one may journey only when:
(a) A dependent son gets employment or a dependent daughter gets
married after completion of the outward journey or remains at the
outstation for studies or for any other valid reason.
(b) When the family having completed the outward journey does not
intend to complete the return journey.
(c) The employee’s newly married wife coming from Home town to
headquarters station or a wife who has been living away from the
employee travels to the headquarters station only on the “return”
journey.
(d) A child completes the fare-paying age only at the time of travel on the
return journey.

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(e) A child adopted by the employee while on a visit to another station

travels to the headquarters.
(f) When the employee and his/her family travels to home town on
his/her proceeding on Leave Preparatory to Retirement or terminal
leave or within two months of retirement, provided the LTC is
otherwise admissible.

10. LTC to Visit Home Town outside India:

LTC is restricted for visits to places in India only. If the Home Town of an
employee is located outside the country, the LTC will be limited to journeys to
and from the railway station nearest to the home town/ port of embarkation/
disembarkation in India.

11. Travel Entitlement on LTC:

For travel under the scheme of leave travel concession the entitlement
shall be as under:
Level of Officer Entitlement
By Air mode
GGMs & above Economy
GMs/AGMs Economy
DGM & above Economy
AM & above Economy
By Rail (including Rajdhani/Shatabdi)
DGM & Above AC-I/Executive Class
Sr. Executive to Manager AC-II /CC
Below Sr. Executive 1st class/AC-III/CC
By Road
GM & above AC Bus/ AC Taxi as per actual
Sr. Executive to AGM AC Bus/Non-AC Taxi
Below Sr. Executive Non-AC Public Bus as per actual/Auto rickshaw
By Sea/River Steamer
AM & above Highest Class/Deluxe Class
Below AM Next lower class

Note:
(i) The entitlement for Air Journey during LTC will be governed by the
instructions issued by the Ministry of Finance and DO P&T from time
to time.

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(ii) Travel entitlement as above shall be according to the status of the

employee on the date of journey. No Daily allowance shall be
admissible.
(iii) Entitlement by Rajdhani/Shatabdi Trains would be applicable in cases
where journey is actually undertaken by these trains and not for
determining on notional basis when the journey is actually
undertaken by some other mode.
(iv) LTC shall be admissible in respect of journeys by chartered railway
coach but the reimbursement of fare shall be restricted to the cost of
fare by the shortest /direct route for his entitled class.
(v) In case a journey is performed by a longer route or in higher than the
entitled class, the reimbursement will be calculated by the shortest
route as per his entitlement.
(vi) Where an employee and/ or his family avail(s) of the concessional
circular tour tickets offered by the Railways in conjunction with LTC,
the fare at the normal rate for the entitled/lower class actually used
between headquarters and home town/place of visit by the shortest
route shall be reimbursed.
(vii) In all cases of travel by AC Taxi, Taxi or Auto-rickshaw or Bus, production
of fare receipt/tickets is necessary. The word “as per actual” mentioned
in the table under Rule-12 (Road Journey) means- the expenditure
incurred in actual (as per money receipts/bills), expenditure admissible
to distance travelled on the basis of certain rates.
(viii) Reimbursement shall not cover incidental expenses and expenditure
incurred in local journeys.
(ix) LTC partly by rail and partly by road on tours conducted by ITDC /
State Tourism Development Corporations or local bodies would be
permissible subject to the condition that the amount of
reimbursement will in no case exceed to the rail/bus fare by the
shortest/direct route for his entitled class.
(x) Where an employee or family travels by road, by private car or
otherwise, the reimbursement shall be equivalent to what would have
been admissible had the journey been performed by the entitled
class, or the actual expenses, whichever is less.
(xi) Journey by air is permissible to non-entitled officers for LTC subject to
condition that reimbursement of fare would be restricted to the
entitled class by rail. Also, reimbursement at the rates applicable for
Rajdhani/Shatabdi express trains is permissible provided the
employee is entitled to travel by such trains in such class and the
places visited or the portion travelled by air is directly connected by
Rajdhani/Shatabdi. In case, thefare paid for the air ticket on LTC is
less than the fare being charged for Rajdhani/Shatabdi trains, the
reimbursement would be limited to the actual expenditure.

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(xii) Travel by Premium Trains is not permissible on LTC. Hence, the fare
charged by the Railways for journeys performed by Premium Trains
shall not be reimbursed for the purpose of LTC.
(xiii) If an employee/his family members are entitled to concessional train
fare such as Sr. Citizen, Student concession, children, then in case of
air travel, the reimbursement would be restricted to the full train fare
in entitled class including Rajdhani/Shatabdi if full air fare has been
charged by the airlines1.
(xiv) Flexi fare (dynamic) applicable in Rajdhani/Shatabdi/Duronto trains
shall be admissible for the journey(s) performed by these trains on
LTC. This dynamic fare component shall not be admissible in case
where a non-entitled employee travel by air and claims
reimbursement for the entitled class of Rajdhani / Shatabdi / Duronto
trains.

12. Grant of advance and adjustments thereof:

(a) An employee proposing to avail LTC may draw an advance limited to
90% of the estimated final claim. For this purpose an application in
the form specimen at Annexure-II shall be submitted to Competent
Authority. An employee can draw advance for LTC journey before the
proposed date of the outward journey as under:-
(i) In case by Rail: 125 days.
(ii) By any other mode: 65days
He/she should, however, produce the outward railway tickets
within 10 days of the drawal of advance to the competent
authority.
(b) Advance can be separately drawn for self and different groups of
family members if traveling separately.
(c) Advance for both the outward and return journeys will be admissible
only if their turn journey is to be completed within prescribed time
limit as per mode of travel availed.
(d) The advance shall be refunded forthwith in one lump sum by the
employee if the outward journey is not commenced within prescribed
time frame of the drawal of the advance. No request for recovery of
the advance in installments shall be entertained.

13. Interest at penal rate:

If the conditions to the grant of advance including those relating to the
recovery of amount are not complied with fully and / or the rules regulating
the grant of these advances have been violated, the interest @ 2 % per
month over the interest rate allowed on the Provident Fund balances shall
be charged.

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14. Reimbursement:
i. Reimbursement of expenses towards journey shall be allowed as per
the entitlements for the shortest direct route on production of original
tickets. This scheme shall not cover incidental expenses/local
journeys except conveyance charges from residence to station/
airport and back.
ii. For family members of employees of DFCCIL, aged between 5-12
years, the actual rail fare shall be reimbursed for LTC as per the choice
of rail tickets purchased by the employees.

15. LTC Claims:

(a) Submission of LTC claim: An employee availing LTC for himself
and/or his family should submit his claim for reimbursement in Form
(Annexure-III) within the prescribed time and along with
supporting documents.
(b) Time Limit for Submission of LTC Claims: Where LTC advance is
availed, LTC claim is required to be submitted within one month of
completion of the return journey and where LTC advance is not
availed, LTC claim may be submitted within 2 months of completion of
the return journey.
(c) Furnishing of Evidence and Certificates: An employee while
submitting LTC claim should produce such evidence (like rail tickets,
bus tickets in original, cash receipts, Boarding pass and Air tickets,
etc.) as will confirm his and his family members having actually
performed the journey. The employee is also required to submit a
certificate in the claim form to the effect that the various conditions
relating to admissibility of LTC have been complied with.
(d) LTC Claim in respect of Spouse: In case the spouse of an employee
is employed in an office other than the DFCCIL which provides LTC
facilities and the employee prefers spouse's LTC claim, he shall certify
in the claim form that the spouse has not made a claim with his/ her
employer for the same journey.
(e) Forfeiture of claim: A claim for reimbursement of expenditure
incurred on journey under LTC shall be submitted with in the
prescribed time limit. Failure to do so will entail forfeiture of the claim
and no relaxation shall be permissible in this regard.

16. Disciplinary action for Fraudulent claim of leave travel concession:

(a) Decision to initiate disciplinary proceeding on the charge of preferring
a fraudulent claim of LTC shall debar future LTC till finalization of such
disciplinary proceedings.
(b) Imposition of any of the penalties specified in DFCCIL (Conduct,

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Discipline and Appeal) Rules for misuse of LTC facility shall debar the
next two sets of the leave travel concession in addition to the sets
already withheld during the pendency of the disciplinary proceedings.
If the misuse is considered grave enough, more than two sets of LTC
may be disallowed with reasons to be recorded in writing. Withholding
of sets of LTC will be in addition to the penalty imposed. For this
purpose, LTC to home town and to any place in India shall constitute
two sets of LTC.
(c) Full exoneration of the charge of fraudulent claim of LTC shall entitle
the concession withheld earlier as additional set(s) in future blocks of
years without attracting the provision so lapsing of LTC facility not
availed of within the first year of the next block.
This should, however, be done before the normal date of
superannuation.

17. Interpretation and Relaxation

In the event of any doubt regarding interpretation of these rules and
relaxation of any provisions of these rules in individual cases of hardship,
the decision of the MD shall be final and binding. MD shall also have the
power to amend, modify, delete any of the provision of these rules, found
necessary in future.

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Annexure-I

Declaration of Home Town and dependent

family members

(Name) Designation Emp. No. Scale of Pay Rate

of Pay DOA/Absorption hereby declare that my Home Town for the purpose of
LTC is falling within the District of
State .
I further declare that my spouse and other family members who are wholly
dependent* upon me consists of the following members with the relevant
particulars shown against each in the table below. Notify the changes, if any, as
and when arise.

S. No. Name of Family members, Sex Date of Age Relationship

including self Birth

*Please refer to Rule 3 (b) & (c) of the DFCCIL (LTC) Rules.

Date: Signature:
Place:
Designation:

Controlling Officer

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Annexure-II

Application Form for Grant of LTC Advance.

S. No. Particulars Details

1. Name & Designation of the Applicant
(in block letter) / Emp. No.
2. Date of Joining DFCCIL.
3. Present Pay + Grade pay or
present IDA Pay scale
4. Nature &period of leave sanctioned
5. Particulars of members of 'Family’ Name & age Relationship
(Including self) in respect of whom
LTC is proposed to be availed.

6. a) Name of the place to be visited

with the nearest railway station
(in block letters)
b) “Home Town” as declared under
the rule.
c) Specifically mention the block for
which LTC is to be availed.
7. Probable date of commencement of
the journey
8. Single rail fare / bus fare from the
headquarters to home town/
place of visit by shortest route in
the entitled mode/class
9. Amount of LTC advance required

A. Certified that:
(a) I am availing of the concession for the first time during the block
years .
(b) The Family members in respect of whose journey(s) the advance is
being claimed are entirety dependent upon me.
(c) That my wife/husband is not an employee of DFCCIL. He/She has not
availed of the concession separately.
(d) That the journey(s) shall be performed by the class of accommodation
for which the advance has been drawn.

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B. I undertake:
(a) To refund the advance in full forthwith if the outward journey is not
commenced within 30 days of the drawal of advance.
(b) To refund the Company one half of the advance forthwith where the
advance has been drawn for both the outward and return journey and
later it becomes clear that the period of absence from headquarters is
likely to exceed 90 days.
(c) To submit the LTC claim along with journey tickets / cash receipts, etc.
against the advance drawn within 30 days after the completion of the
return journey.

I declare that the particulars furnished above are true and correct to the
best of my knowledge. I undertake to return the advance in one lump-
sum, in case the outward Journey is not commenced within 30 days of
receipt of the advance.

Dated: Signature of the Employee

Controlling Officer

For Official Use

Passed for payment of Rs. against the block year

of for the Home Town/All India.

Dealing Officer/ HR

DGM/JGM (HR) (for CO)/Associate HR/ Finance (for units)

GM/ HR/ CGM (for approval)

Finance/ Finance Head at CGM/ Units (for payment)

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Annexure-III

LTC Claim Form

1. Name of the employee

2. Date of appointment
3. Designation/Department
4. Employee No
5. Basic pay and scale
6. Period & nature of leave availed
7. (i) Block year during which the
concession last availed of
(ii) Block years during which the
concession now applied for
8. Please indicate the type of LTC i.e.
Home Town or All India
9. Place of visit

10. Details of journey undertaken (please enclose journey tickets, cash

receipts, etc.)
S. No. Name Relationship Date of From To Distance Mode Fare
and age journey
OUTWARD JOURNEY

RETURN JOURNEY

11. Amount of fare claimed as per rules:

12. Amount of advance taken, if any:
13. Balance amount payable/receivable:

Date:
Controlling Officer
Signature of the employee

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For Official Use

Passed for payment of Rs. against the block year

of for the Home Town/All India.

Dealing Officer/ HR

DGM/JGM (HR) (for CO)/Associate HR/Finance (for units)

GM / HR/CGM (for approval)

Finance/ Finance Head at CGM/ Units (for payment)

Check list for Scrutinizing and processing of LTC claims:

The following points should be kept in view while scrutinizing and processing
the LTC claims:
(i) Whether the employee has completed one year of continuous service
on the date of journey.
(ii) Whether the claim has been preferred within one month / two months
of the date of completion of the return journey.
(iii) Whether the claim is for the journey performed within India.
(iv) Whether the home town is the permanent home town recorded in the
service book or as declared by the employee for this purpose.
(v) Relationship of the members of the family and age.
(vi) Whether the employee is entitled to the class of accommodation by
which he has travelled.
(vii) Whether the claim is by the shortest route.
(viii) Whether the employee has previously intimated before the journey
was undertaken.
(ix) Whether proof of journey i.e. railway tickets /cash receipts/bus
tickets, etc. submitted.
(x) Whether the concession has been availed as per the entitlement in
the relevant block year.
(xi) Whether the advance taken has been adjusted in full or to be
recovered/refunded.

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Chapter-XI
Loans And Advances

Section-I
Multi-Purpose Advance rules

i) Multi- Purpose Advance rules for DFCCIL employees are as under:

a) Purpose: The Multi-purpose Advance would provide financial
assistance to the employees for their various needs like marriage of
self or children, education of self or children, purchase of household
appliances including computer, furniture and home furnishing
requirement etc. except HBA & Conveyance Advance.
b) Scope: These rules shall apply only to the regular employees of the
company and shall not apply to Deputationists, consultants, or re-
employed or those working on daily wages, outsourced manpower or
contractual basis.
c) Eligibility: Regular employees of the company who have completed
their probation period (two years) as on date of application for
advance will be eligible to be granted advance under these rules.
Employees joining DFCCIL on Immediate/permanent absorption shall
also be eligible if they have completed 5 years of continuous service,
including the service in previous PSU/Govt. department.
d) Source of fund: A budgetary allocation of Rs. 2.25 crores to start
with will be provided by DFCCIL.
Amount of advance: The amount of advance to be sanctioned would be
as under:
(a) Upto Rs. 3.0 lakhs for below Executive level;
(b) Upto Rs. 3.5 lakhs for Executive to Manager level;
(c) Upto Rs. 4.0 lakhs for DGM to AGM; and
(d) Upto Rs. 5.0 lakhs for GMs & above.
The advance sanctioned for payment would be subject to repaying
capacity of the employees and budget allocation for multipurpose advance
every financial year.
(i) Ceiling of Advance: The advance may be drawn partially in
maximum 3 installments. The balance amount remains at the credit of
the employee till he utilizes the entire advance. The advance is
restricted to 2 times in entire service, subject to repayment of previous
advance so drawn and not earlier than expiry of 5 years from the date
of drawl of first advance. Subsequent advance will be granted only
after full recovery of the previous advance including accrued interest.

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(ii) Interest: The rate of interest for Multi-purpose Advance sanctioned

under these rules would be 7.5%. The advance shall carry simple
interest from the month of payment of advance. The amount of
interest shall be calculated on the balance outstanding on the
beginning of each month. The advance shall be recovered from the
month following the month in which first installment of advance is
drawn.
The advance shall be recovered in maximum 84 installments (Principal
+ interest) from the salary, subject to remaining number of months of
service of the employee.
Company reserves the right to change the rate of interest at any time.
(iii) Repayment: The capacity of the applicant to repay the advance shall
be worked out before grant of advance in order to ensure that the
principal together with interest thereon is fully recovered before the
applicant retires from the service.
The total deductions towards all advances should not exceed 50% of
the total gross emoluments which does not include statutory/
voluntary deductions and further in any case, total deductions
including statutory deductions viz. PF, Income Tax etc. should not be
more than 75% of total gross emoluments.
(iv) Mode of Payment: The employee shall have the option of pre-
payment of the entire outstanding balance in one installment at any
time during the currency of the loan, subject to realization of interest
as applicable till that month.
(v) Security: The security shall be obtained in the form of Agreement&
Surety Bond. A surety bond from two employees shall be furnished by
the applicant who have completed at least 5 years of service and who
is a status equal to or higher than that of the applicant before the
sanctioned advance or any part thereof is disbursed.
(vi) Procedure of sanction:
• Sanctions will normally be done on first come first served basis by
the HR department limited to budget allocation for the year,
satisfactory evidence of the purpose of utilization of loan
submitted by the employee.
• GM/HR will be the authority for sanction of the advance, subject to
availability of funds in the budget.
• Application for Advance shall be made by the employees in the
prescribed format as per Annexure-1 hereto.
• Documentary support required along with loan application
(Annexure-II).
• Evidence of utilization e.g. in case of purchase of vehicles,

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equipment’s, fee payment, purchase of furniture/furnishing

items, copies of invoices will be submitted within 30 days of drawl
of loan, failing which loan should be returned immediately and on
any delay, penal interest at 3% will also be charged and advance
recovery can be accelerated/made of any dues.
• In case of large number of applicants, HR department reserves
the right to prioritize cases to be sanctioned.
• The amount of Multipurpose Advance so granted shall be minus
the existing advances other than HBA/Conveyance Advance taken
by the employee.
(vii) Interpretation/Relaxation/Deletion/Modification:
In case of any doubt or dispute regarding interpretation of these
rules, the decision of Managing Director shall be final. He will also
have the power to frame rules from time to time and
relax/delete/modify/revise, etc. any of the items of the provisions of
these rules found necessary to be recorded in writing. The Managing
Director, DFCCIL is also empowered to increase the budgetary
allocation from time to time. Any substantial/significant change in the
Multi-purpose Advance Rules will be informed to Board.

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Annexure-I

DFCCIL
Application for Multipurpose Advance

1. Name of the applicant :

2. Employee Code :
3. Designation :
4. Place of Posting :
5. Present basic pay :
6. Pay Scale :
7. Purpose of advance :
(a) Contact No. :
8. (a) Date of appointment :
(b) Date of Birth :
(c) Date of superannuation :
9. (a) Amount of advance required :
(b) Earlier advances, if any, amount of :
advance & interest accrued thereon
(on the date of application)
10. No. of installments in which the :
Advance is desired to be repaid
11. Whether Multipurpose Advance :
availed earlier with balance
Outstanding.
12 Names & signatures of Sureties 1. 2.
a) Designation :
b) Basic Pay :
c) Date of superannuation :
13. a) Certified that the information furnished above is correct.
b) Certified that I have read the rules and will abide by them.
I hereby authorize the company to recover any outstanding amount from
my settlement/final dues.

(Signature of Applicant)
Dated:

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Certified that particulars given above and the case is recommended. (to be
signed by HR Department).
(Note: Papers attached with application should be duly signed by
employee).

Annexure-II

Documents to be attached with the Application

1. Photocopy of latest pay slip.
2. For Marriage of self or children - Marriage card/Invitation card & dependent
certificate.
3. Education of children – Details of Expenditure from the Institute.
4. Purchase of Electronic appliances including computer & other domestic
requirements – Quotation.
5. Furnishing/furniture for House – Estimate.

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Section-II

Conveyance Advance

1. Title and Scope:

1.1 These rules shall be called “DFCCIL RULES FOR GRANT OF ADVANCE
FOR PURCHASE OF CONVEYANCE” and shall be deemed to have come
into force from 30.07.2014.
1.2 These rules shall apply only to the permanent employees of the
company and shall not apply to the employees on deputation or those
on contract, engaged as consultant etc.
1.3 Employees who have not worked for at least one year as permanent
employee in the DFCCIL and have less than three years to serve
before superannuation from the date of application will, however, not
be entitled for advance.

2. Eligibility:
2.1 Permanent employees of DFCCIL will be eligible for grant of advance
as indicated below:
(i) Motor Car Advance: Jr. Manager and above.
(Circular No. 552/2020 dated 07.09.2020)
(ii) Motor Cycle/Scooter/Moped Advance: All permanent
employees of DFCCIL.

3. Sanctioning Authority:
The following will be the sanctioning authority for advance for purchase of
conveyance subject to availability of funds and satisfaction of repayment
capacity of the employee.
(a) Director/Incharge of HR/DFCCIL: For car advance.
(b) GGM/GM (HR)/DFCCIL: For Motor Cycle/Scooter/Moped Advance.
Note:
(i) No authority shall sanction forhimself, but seek the approval of the
next higher authority not less than Director as the case may be.
(ii) Sanction will be subject to compliance with other existing provisions
in the Rules relating to conditions of second/subsequent advance,
mortgage, insurance, submission of proof of purchase/cash receipt
within thirty days etc.
(iii) The disbursing authority is an authority which disburses salary to the
employees.

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4. Amount of Advance:
The maximum amount that will be advanced for purchase of conveyance in
each case will be as follows:
(i) Motor Car
15 (fifteen) times the basic pay of the employee, or 90% of the
estimated “on the road cost” or Rs. Five Lacs, whichever is less.
(ii) Motor Cycle/Scooter/Moped
Rs. 40,000/- or 90% of the estimated “on the road cost”, whichever is less.
Note:
Estimated “on the road cost” shall include onetime registration and
insurance charges, sales-tax and road tax at the time of purchase but
excluding cost of accessories which are not an essential and integral part of
the vehicle and on which the purchaser has a choice.

5. Procedure for Sanction of Advance:

(i) Application for advance shall be made in the prescribed form and the
advance will be sanctioned by the sanctioning authority after
ascertaining the eligibility of the employee and the availability of
funds.
(ii) A copy of the sanction order will be sent by the sanctioning authority
to the disbursing authority and the applicant advising him to execute
an agreement in the prescribed form.
(iii) Purchase of vehicle should be completed within thirty days from the
date on which the applicant actually draws the advance failing which
full amount of advance drawn with interest thereon will have to be
refunded to the Company immediately. The sanctioning authority
may, however, extend the above time limit for a period not exceeding
one month on the merits of the case.
(iv) As soon as vehicle is purchased and in any case within thirty days from
the date of purchase, the applicant will submit to the sanctioning
authority a mortgage deed in prescribed form mortgaging the vehicle
to DFCCIL. After scrutiny, the sanctioning authority will forward the
mortgage deed, duly accepted, to the disbursing authority for safe
custody.
(v) Sanctions that are not utilized within a period of four months from the
date of sanction will automatically lapse.
(vi) Case receipt and agreement form shall be returned to the employees
after the advance and interest thereon has been completely
recovered.
5.1 An advance for purchase of a conveyance shall not be granted to an
employee of the Company who has already purchased the

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conveyance and paid for it, unless the conveyance has been
purchased within the last three month commencing from the date of
advance was applied for and has been paid for by raising a temporary
loan. In such case the agreement will have to be executed by the
employee in specified format.

6. Second/Subsequent Advance:
6.1 For second and subsequent advance, the limit would be restricted to
the difference between the “estimated on road price” of the vehicle to
be purchased and the sale proceeds of the old one left over with the
employee of the Company after repayment of the earlier outstanding
advance (Principal + Interest), if any, subject to the amount not
exceeding the limit prescribed in Rule 4.
Note:
(a) A second advance will be granted only after 5 years from the date of
the first one was granted except in exceptional circumstances at the
discretion of the sanctioning authority.
(b) In all the above cases, if the ‘actual on road cost’ of the vehicle paid by
the employee is less than the amount of advance, he shall refund the
balance forthwith.
6.2 The number of occasions on which the advance can be granted to an
employee shall not exceed 3 each for motor car/motor
cycle/scooter/moped during his entire service.
6.3 The restriction of five years will not, however, apply when advance has
been allowed earlier for the purchase of Moped/Motor cycle/Scooter
but it is desired to draw an advance for the purchase of Motor car.

7. Insurance:
i) The vehicle purchased with the advance given by DFCCIL should be
comprehensively insured within one month from the date of
purchase, and the Insurance Policy should be furnished to the
sanctioning authority along with the mortgage deed for verification.
The amount for which the vehicle is insured should at no time be less
than the outstanding balance of the advance plus interest. The
insurance should be renewed from time to time till the full amount of
advance, including interest is liquidated.
ii) The applicant should also furnish to the Insurance Company in
prescribed form informing the Insurance Company that DFCCIL has
interest in the vehicle. The sanctioning authority will countersign and
forward the original to the Insurance Company and obtain the letter’s
acknowledgement.

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iii) The employee should produce renewal policies to the sanctioning

authority for verification until the advance is fully liquidated.
8. Mortgage Bond:
The Mortgage Bond will be executed in a prescribed format in compliance
with Rules.

9. Interest:
The interest rates on advance sanctioned to the employees for purchase of
Motor Car shall be 7.5% and for Motor Cycle/Scooter/Moped shall be
6.5%.
i) Recoveries on account of simple interest will be made after all the
recoveries on account of principal have been completed.
ii) The total amount of interest due from the employees shall be
recovered in the minimum number of monthly installments, the
amount of each such installment being not more than the amount of
installment by which the principal amount is repaid.
iii) Provided that the advance together with the interest will be recovered
before the date of leaving service in the Company due to retirement or
any other reason.
Note: Calculation of interest on outstanding advance – on acceptance of
resignation of employees and calculation of settlement dues.
In cases of resignation where the payable settlement dues to the employee
are more than the recoverable outstanding dues, then the interest on
outstanding conveyance advance will be calculated till the date of relieving
of the employee by the projects/corporate office, as the case may be.
However, in case outstanding recoverable dues are more than the payable
settlement dues then the interest on outstanding advances will be
calculated up to the date of final release of settlement dues.

10. Repayment of Advance:

1. The advance for purchase of a Motor Car will be recovered in not more
than 120 equal monthly installments, if it is a first advance and in not
more than 90 equal monthly installments, in case it is second or
subsequent advance.
2. The advance in the case of Motor Cycle/Scooter will be recoverable in
not more than 60 equal monthly installments in the case of first
advance and in not more than 50 equal monthly installments in the
case of second or subsequent advance.
3. In the case of Moped, the advance will be recoverable in not more than
50 equal monthly installments in the case of first advance and 40 equal
monthly installments in the case of second or subsequent advance.

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4. The amount recoverable in each installment will be in whole rupees,

except the last installment. The installment once fixed cannot be
altered, except with the permission of the sanctioning authority.
5. Recoveries of the advance will commence from the salary for the
month following that in which the advance is drawn.

11. Sale of Conveyance before Complete Repayment of Advance:

11.1 If an employee desires to sell the vehicle before the advance
received from the Company with interest thereon has been fully
repaid, he will do so only after obtaining permission from the
sanctioning authority. In such case, he will surrender the balance of
the advance outstanding to his credit immediately after carrying out
the transaction.
11.2 If, however, an employee desires to apply for re-appropriation of
sale proceeds before the purchase of another vehicle, the
management, may permit the same, provided:-
i) The amount outstanding shall not be permitted to exceed the cost
of the new vehicle obtained;
ii) The amount outstanding will continue to be repaid at the rate
previously fixed;
iii) If the amount outstanding is less than the cost of new vehicle, the
balance advance will be surrendered forthwith; and
iv) The new vehicle is insured comprehensively and mortgaged to the
Company and all conditions and rules will apply in such case.

12. Penalty:
If an employee does not produce proof of purchase/cash receipt along with
registration certificate, insurance details, etc. within the time specified in Rule
5 or does not return the advance with interest as provided for in the Rules, he
will have to pay penal interest at the rate of double the normal interest on
such advance in addition to attracting action under the Conduct, Discipline &
Appeal Rules of the DFCCIL.

13. Implementation and Interpretation:

In case of any doubt or dispute regarding interpretation of these rules, the
decision of Managing Director shall be final. The Forms/Mortgage
deed/Surety bonds will be framed/finalized/amended with the approval of
Managing Director.
(Vide HR circular dated 07.08.2015 BoD approved Multi-Purpose advance in meeting
held on 12.02.2015)

*******

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Annexure-I

Sub: Application for purchase of Car/Motor

Cycle/Scooter/Moped.

CONDITIONS:
1. Regular employees who have completed one year service and have three
years to serve before superannuation would be eligible for vehicle
advance.
2. Car-AM & above-15 times basic pay or 90% of the estimated “on road
cost”/or Rs.5 Lacs whichever is less.
3. Motor cycle/Scooter/ Moped – All officers & Staff – Rs.40,000 or 90% of
the estimated “on road cost” or whichever is less.
4. Rate of interest- Car-7.5%; M.cycle/Scooter/Moped – 6.5%.
5. Max. no of Installments –
Car - 120 installment; M.cycle/Scooter - 50 installments; Moped - 50
installments.

Note:
1. Information in respect of all columns is compulsory for processing of
application.
2. Strikeout whichever is not applicable.

1. Employee Code

2. Name of the Employee

3. Designation

4. Place of Posting

5. Status

Regular/Probation/Perm. Absorption

6. Date of Appointment

7. Grade Rs. IDA

8. Basic Pay Rs. p.m

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9. Type of vehicle to be purchased Car/Motor-cycle/scooter/Moped

10. Whether purchasing new / old vehicle New vehicle/Old vehicle
Note: If the intention is to purchase old motor car/ motor cycle/ scooter/
moped from a person having official dealings with the employer or other
than a regular reputed dealer/agent, previous sanction of the competent
authority is required.
11. Completed months of service rendered months
in DFCCIL
12. Date of Superannuation / /
13. Service left in complete months upto the months
date of superannuation.
14. Estimated on road cost of the vehicle (excluding
accessories) (Attach original estimate)
a) Invoice price Rs.
b) Registration charges Rs.
c) Taxes including Road tax,sales tax etc. Rs.
d) Cost of Insurance Rs.
e) Total Rs.
15. Amount of Advance Required (Least of as given
in condition-2/3 above)
16) Particulars of Previous advance- (IF APPLICABLE) Type of Vehicle-
(i) Note: It is necessary to clear the earlier advance
along with the interest. After clearing the earlier Office Order No.
advance along with interest, certificate from Date:
Accounts is to be enclosed with this application. Amount- Rs.
(ii) For Second and subsequent advance-
a) Sale proceeds of the old vehicle
b) Amount refunded to the company for
settlement of earlier advance
c) Left over balance with the employee
(iii) a) Net amount required for purchase of vehicle
(Col.14(e) – 16 (ii)(c)
b) Maximum admissible amount of advance
(least of (i) and (ii) )

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Car i) 90% of the estimated on road Least of (i),

cost of the vehicle (ii) & (iii)
ii) 15 times of basic Pay (Rs. x
30 = Rs. )
(iii) Rs.5 lacs.
i) 90% of the estimated on road
Scooter cost of the vehicle
ii) Rs.40,000/-
c) Eligibility – amount of advance (least of col.(a) & (b)
(iv) Amount of advance applied for (sub to max. limit Rs.
mentioned in col.16(iii)(c)
17) No.of installments in which the advance is Principal-
desired to be paid (For maximum no.of … ..............No.of
installments refer condition-5 at top) installments
Interest-
… ..............No.of
installments

Undertaking: - I certify that I have not taken delivery of the Car / Motor cycle /
Scooter / Moped on account of which I apply for the advance. I shall complete
negotiations of the Car / Motor Cycle / Scooter / Moped before the expiry of one
month from the date of drawal of the advance and that the vehicle shall be insured
and hypothecated in favor of “DFCCIL” from the date of taking delivery of it.

Dated Signature of Applicant

Encls…….: (Tick mark the enclosures attached)

1 Form of agreement for drawl of advance on a stamp paper of Rs.50/-

2 Form of mortgage deed for drawl of advance on a stamp paper of
Rs.100/-
3 Proforma invoice from the reputed dealer with on road price of the
vehicle.
4 Last month pay slip of the applicant.
5 Certificate from Accounts regarding full and final recovery of earlier
advance (ref. para 16 (ii))
6 Approval of competent authority for purchase of vehicle if the purchase is
not from a reputed dealer (ref.para 10)

In case the employee is posted at project, the above information should be

recommended by CGM before this is forwarded to Corp.Office.

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CONTROLLING OFFICER

For use in HR

Information given above is checked & verified.

Employee is eligible for conveyance advance for- Car / Motor Cycle / Scooter
/Moped.

Amount of advance recommended- Rs.

No.of installments in which principal is to be recovered installments.

No.of installments in which interest is to be recovered installments.
Competent Authority for approval is (Ref.Item No E8.4(ii)
Revised SOP).
Submitted for approval please.

Signature of the dealing official

DGM/HR
GM/HR
DGM/Fin/PR

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Annexure-II
Page-1
[Form CA-2]

Form of Agreement to be Execute before Drawing

Advance for the Purchase of a Motor Vehicle
(First Advance) (Rule – 5 ii)
TO BE EXECUTED ON NON-JUDICIAL STAMP PAPER OF A SUITABLE VALUE

AGREEMENT
This Agreement made on this day of Two thousand and
seventeen between Shri ……………………… son of Shri ………………………….
(hereinafter called ‘the Borrower’ which expression shall include his heirs,
administrators, executors, legal representatives and assigns) of the one part
and the Dedicated Freight Corridor Corporation of India Limited, New Delhi
(hereinafter called the Company which expression shall include and assignees)
of the other part.
WHEREAS the borrower has under the provisions of the Rules framed for
the purpose (hereinafter called the ‘RULES’ and which expression shall include
any amendments thereof and/or any instructions issued in this behalf for the
time being in force), applied to the Company for a, loan of Rs. 4,08,300/-
(Rupees Four lac Eight thousand Three hundred only) for the purchase of a
Motor Car and the Company has agreed to lend the said amount to the Borrower
on the terms and conditions hereinafter contained.
NOW IT IS HEREBY AGREED between the parties hereto that in
consideration of the sum of Rs……………………../- (Rupees ........................only)paid
by the Company to the borrower (the receipt of which the Borrower hereby
acknowledges), the Borrower hereby agrees with the Company:
1. to pay the Company the said amount with interest calculated @7.5% per
annum according to the said rules by monthly deductions from the salary as
provided in the said rules and hereby authorizes the Company to make such
deductions and
2. within one month from the date of payment of the said amount to expend
the full amount of the said loan in the purchase of a Motor Vehicle or if the
actual price paid is less than the loan to repay the difference to the Company
as security for the amount lent to the borrower as aforesaid and interest in
the form provided by the said rules AND IT IS HEREBY LASTLY AGREED AND
DECLARED THAT if the Motor Vehicle has not been purchased and
hypothecated as aforesaid within one month from the date of payment of
the said sum or if the borrower within that period becomes insolvent or quits
the service of the Company or dies, the whole amount of the loan and
interest accrued thereon shall immediately become due and payable.

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Annexure-II
Page-2

IN WITNESS WHEREOF THE BORROWER has hereunto set his hand and Shri
in the Company and on behalf of the Company has
hereunto set his hands on the date and year first before written.

Signature and Designation

of the borrower
WITNESS
1.
2.

Signed by
Name
Designation

For and on behalf

Dedicated Freight Corridor Corporation of India Limited

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Annexure-III
Page-1
[Form CA-3]
(Rule 5 iv)
Form of Mortgage Bond for Motor Vehicle Advance
TO BE EXECUTED ON NON-JUDICIAL STAMP PAPER OF A SUITABLE VALUE

MORTGAGE BOND

THIS INDENTURE made on this day of between Shri

Vipin Parihar S/o Shri …………………..are (hereinafter called the “BORROWER”
which expression shall include his heirs, administrators and legal
representatives) of the one part and the Dedicated Freight Corridor
Corporation of India Limited of the other part.
WHEREAS the borrower has applied for and has been granted an advance of Rs.
…………………./- (receipt of which sum the mortgagor hereby acknowledges) to
purchase a Motor Car on the terms of the rules framed by the Company
(hereinafter referred to as the rules which expression shall include any
amendment thereof or additions thereto for the time being in force).
WHEREAS the borrower has agreed to purchase the Motor Vehicle described in
the schedule hereunder written (hereinafter referred to as the “said motor
vehicle”.)
AND WHEREAS one of the conditions upon which the said advance has been/was
granted to the Borrower is/ was that the borrower will/ would hypothecate the said
Motor Vehicle to the Company / Project / Unit within 30 days of grant of advance,
as security for the amount so advanced as aforesaid the motor vehicle particulars
whereof are set out in the schedule herein under written.
NOW THIS INDENTURE WITNESSETH that in pursuance of the said agreement
and for the consideration aforesaid the borrower doth hereby covenant to pay
to the Company the sum of Rupees aforesaid or the balance
thereof remaining unpaid at the date of these presents by equal payments of
Rs. each on the first day of every month and will pay interest on the
sum for the time being remaining due and being calculated according to the
said rules and the Borrower doth agree that such payments may be received by
monthly deductions from his salary in the manner provided by the said rules, or
where, in the event of his proceeding on deputation out of India for a period of
12 months or on his being transferred to a post outside India, the competent
authority has allowed repayment of the amount of advance remaining unpaid
and / or interest as aforesaid on, the happening of such an event, in Rupees in
India, the borrower doth hereby agree to pay the Company such dues by
remittance through Bank Draft drawn by the 15 of every month in favour of the
Accounts Officer in whose books the accounts of the aforesaid advances are

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kept and in further pursuance of the said agreement the borrower doth hereby
assign and transfer up to the Company the motor vehicle, the particulars
whereof are set out in the schedule hereunto written by way of security for the
said advance and to interest thereon as required by the said rules.
AND the borrower doth hereby agree and declare that he has paid in full the
purchase price of the said motor vehicle and that the same is his absolute
property and that he has not pledged and so long as any money remains
payable to the Company, in respect of the said advance, will not sell, pledge or
part with the property in or possession of the said motor vehicle.
PROVIDED ALWAYS AND IT IS HEREBY AGREED AND DECLARED that if any of
the said instalments of principal or interest shall not be paid or recovered in
manner aforesaid within ten day after the same are due or if the borrower shall
die or at any time ceases to be in the Company service or if the borrower shall
sell or pledge or part with the property in possession of the said motor vehicle or
become insolvent or make any composition or agreement with his creditors or if
any person shall take proceeding in execution of any decree of judgment
against the borrower the whole of the said principal sum which shall then be
remaining due and unpaid together with interest thereon, calculated as
aforesaid shall forthwith become payable.
AND IT IS HEREBY AGREED and declared that the Company may on the
happening of any events herein before mentioned seize and take possession of
the said motor vehicle and either remain in the possession thereof without
removing the same or else may remove and sell the said motor vehicle either by
public auction or otherwise and may out of the sale money retain the balance of
the said advance, the remaining unpaid and any interest due thereon calculated
as aforesaid charges, expenses and payments properly incurred or made in
maintaining, defending or realizing his rights herein under and shall pay over
the surplus, if any, to the borrower, his executors, administrators, or legal
representatives, PROVIDED FURTHER that the aforesaid power of taking
possession or selling of the said motor vehicle shall not prejudice the right of the
Company to sue the borrower, his personal representative for the said balance
remaining due and interest or in the case of the motor vehicle being sold, the
amount by which the net sale proceeds fall short of the amount owing AND the
borrower hereby further agrees that so long as any moneys are remaining due
and owing to the Company, he, the borrower, will insure and keep insured the
said motor vehicle against loss or damage by fire, theft or accident or strike risk
and any disturbance of public peace with an Insurance Company to be approved
by the Company that the Motor Insurance Company with whom the said motor
vehicle is insured have received notice that the Company, is interested in the
policy and the borrower hereby further agrees that he will not permit or suffer
the said motor vehicle to be destroyed or injured or to deteriorate in a greater
degree that it would deteriorate by reasonable wear and tear thereof AND
further that in the event of any damage or accident happening to the said motor
vehicle, the borrower will forthwith have the same repaired and made good.

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The Schedule:

DESCRIPTION OF MOTOR VEHICLE : ..................................................

Maker’s Name : ..................................................
Description : ..................................................
No. of Cylinders : ..................................................
Engine No. : ..................................................
Chasis No. : ..................................................
Cost Price :............................................... /- ( Including
registration, insurance)
IN WITNESS whereof the borrower be hereunto set his hand and Shri
in Dedicated Freight Corridor Corporation of India Limited
for and on behalf of Dedicated Freight Corridor Corporation of India
Limited has hereunto set his hand.
*Signed by the said in the presence of

(Signature and Designation of the borrower)

WITNESSES:
1.
2.
Signed by

(Name and Designation)

For and on behalf of DEDICATED FREIGHT
CORRIDOR CORPORATION OF INDIA LIMITED
WITNESSES:
1.
2.

*Name and designation of the Borrower

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Annexure-IV
Page-1
Form CA-7
(Rule 5.1)

Form of Agreement to be Execute before Drawing

Advance for the Purchase of A Motor Vehicle

AGREEMENT

This Agreement made on day of between Shri

… ........................... (hereinafter called the borrower which expression shall include
his heirs, executors, administrators and legal representatives) of the one part
and Dedicated Freight Corridor Corporation of India Limited which expression
shall include its successors and assignees of the other part.
WHERAS the borrower has purchased the motor vehicle described in the
schedule hereunder written (hereinafter referred to as the ‘said motor vehicle’)
AND WHEREAS the borrower has under the provisions of the said rules
regarding grant of advance for purchase of conveyance (hereinafter referred to
as the said rules) which expression shall include any amendments thereof for
time being in force), applied to Dedicated Freight Corridor Corporation of India
Limited for a loan of Rs. 4,08,300/- for the purchase of a motor vehicle.
AND WHEREAS Dedicated Freight Corridor Corporation of India Limited has
agreed to lend the said amount to the borrower on the terms and conditions
hereinafter contained.
NOW it is hereby agreed with Dedicated Freight Corridor Corporation of India
Limited.
1. To repay to Dedicated Freight Corridor Corporation of India Limited the
said amount with interest calculated according to the said rules by
monthly deductions from his salary as provided in the said rules and
hereby authorizes Dedicated Freight Corridor Corporation of India Limited
to make such deductions and
2. Within one month from date of payment to the borrower to the said sum to
expend the full amount of the said loan in the repayment of any loan
obtained by him from a private party / the ......................................... (Bank) for
the purchase of the said motor vehicle or if actual price paid is less than the
loan, to repay the difference to Dedicated Freight Corridor Corporation of
India Limited forthwith and
3. To execute a document hypothecating the said motor vehicle to Dedicated
Freight Corridor Corporation of India Limited as security for the amount to
be lent to the borrower as aforesaid and interest in the form provided by
the said rules.

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Annexure-IV
Page-2

AND IT IS HEREBY LASTLY AGREED AND DECLARED THAT if motor vehicle has
not been purchased and hypothecated as aforesaid within one month from the
date of payment to the borrower of the said sum if the borrower fails to repay
the amount of the loan obtained by him from a private party /
(Bank) for the express purpose of purchasing the said
motor vehicle within one month from the date of payment to the borrower of the
said sum or if the borrower within that period becomes insolvent or quits the
service of Dedicated Freight Corridor Corporation of India Limited or dies, the
whole amount of the loan and interest accrued shall immediately become due
and payble.

The Schedule:
DESCRIPTION OF MOTOR VEHICLE : ….......................……………………….
Maker’s Name : ….......................……………………….
Description : ….......................……………………….
No. of Cylinders : ….......................……………………….
Engine No. : ….......................……………………….
Chasis No. : ….......................……………………….
Cost Price : ………/- (Including registration,
insurance)
IN WITNESS WHEREOF THE borrower has hereunto set his hand Shri
in Dedicated Freight Corridor Corporation of India Limited for
and on behalf of Dedicated Freight Corridor Corporation of India Limited has
hereunto set his hand.

(Signature and Designation of the borrower)

WITNESSES:
1.
2.
Signature and Designation of the officer
For and on behalf of DEDICATED FREIGHT
CORRIDOR CORPORATION OF INDIA LIMITED
WITNESSES:
1.
2.

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Annexure-V
Form CA-8
(Rule -7 ii)
Letter Intimating to the Insurance Company, Company’s
Interest in Insurance Policies of Motor Car etc.

To
… ................................ General Insurance Co. Ltd.,
………………………………,
………………………………..
PIN-……………

Dear Sir,
I am to inform you that Company is interested in the Motor Car Insurance
Policy No ....................................... secured in your company and to request that you
will kindly insert a clause to the following effect in the policy:
1. CLAUSE TO BE INSERTED IN THE INSURANCE POLICY
“It is hereby declared and agreed that Shri ……………………..(the owner of
the Motor Car, hereinafter referred to as the insured in the schedule to this
policy), has hypothecated the Motor Car to Dedicated Freight Corridor
Corporation of India Limited as security for an advance for the purchase of
the Motor Car and it is further declared and agreed that Dedicated Freight
Corridor Corporation of India Limited is interested in any money which but
this endorsement be payable to the said Shri …………………..the insured
under this policy in respect of the loss or damage to the said Motor Car
(which loss or damage is not made good by repair, reinstatement or
replacement) and such money shall be paid to Dedicated Freight Corridor
Corporation of India Limited as long as it is the mortgagee of the Motor Car
and its receipt shall be full and final discharged to the company in respect
of such loss or damage.
2. “Save as by this endorsement expressly agreed nothing herein shall
modify or effect the rights or liabilities of the insured or the company
respectively under or in connection with this policy or any term or any term
of provision or condition thereof”.

Yours faithfully,
( )
Borrower’s Signature & Designation

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Place:
Date

Forwarded, receipt of the letter may kindly be acknowledged. It is also

requested that the undersigned may kindly be informed whenever any claim is
paid under the policy and also if the premium is not paid periodically for
renewal.

(Signature and Designation of the sanctioning authority)

Place & Date

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Chapter-XII

Medical Rules

1. Scope and Applicability:

a) These Rules shall be applicable to:
(i) All regular employees of the company and their “Family”
(ii) Deputationists opting for Medical benefits of the company,
b) These Rules shall not apply to Consultants, advisors, casual/daily
rated employees and those on service contract.
c) All employees including deputationists have to submit the
option/family composition as in Annexure-I to become eligible for
Medical benefits.

2. Definitions:
a) “Family” for the purpose of these rules shall include:
(i) Spouse.
➢ Unmarried daughters’/Step daughters.
➢ Unmarried son without an upper age limit, even if not a student or
invalid, provided he is wholly dependent on, and resides with the
employee.
(Circular No. 22/2023 dated 26.06.2023).
➢ Widowed daughters/step daughter/ separated daughters who are
wholly dependent on the employee.
(Circular No. 35/2022 dated 06.10.2022).
(ii) Dependent parents of the employee, normally residing with the
employees. If both husband and wife are the employees of the
company, only one of them may avail the medical benefits for the
family. However, dependent parent of both will be included
independently, for the purpose of these benefits.
(Circular No. 09/2023 dated 24.02.2023).
b) Dependent shall mean a person whose income from all sources does
not exceed the minimum family pension plus dearness relief thereon,
prescribed by Central Govt. from time to time which is Rs.9450/- per
month (Rs.9000+ Dearness Relief @ 5% i.e. Rs.450/-) as on
01.07.2017. This is further to revision of Dearness Relief rate from
time to time.
(i) Any candidate joining DFCCIL, either through deputation or
permanent/ Immediate absorption or Open market, etc. shall,

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within 3 months of joining furnish an Income certificate of

dependent parents from Tehsildar/SDM/DM etc. office for availing
the benefit of DFCCIL Medical Rules. In case the aforesaid Income
certificate is not furnished within 3 months, it will be presumed
that the employee will not avail the medical benefits of his
dependent parents.
(ii) The aforesaid Income certificate shall be valid for a period of two
years and shall be renewed by the employees within 3 months of
the expiry of the said certificate. In case the renewal is not
submitted by the concerned employee, the benefit of medical
facilities to the dependent parents shall cease.
(iii) In case after a period of time, an employee’s parents become
dependent on the employee, the employee shall obtain an income
certificate from Tehsildar/SDM/DM etc. office for availing the
benefits of DFCCIL Medical Rules for parents.
(iv) The income Certificate will be submitted by the employee while
preferring any claim for medical reimbursement.
(Circular No. 13/2022 dated 07.04.2022)
c) “Authorized Medical Attendant” (AMA) means a medical officer, if any,
in the service of the Company or any medical practitioner duly
qualified in the Allopathic, Homeopathic or Ayurvedic systems of
medicine, and registered with the appropriate schedule of the State
and acceptable to the Company.

3. Medical Treatment:
a) Outdoor Treatment
(i) Medical Allowance shall be part of the 35% basket of allowances
towards expenses on outdoor treatment.
(ii) The Medical Allowance for CDA employees (deputationists) is 7%
of basic pay. The allowance is admissible on reimbursement basis
i.e. on submission of bills/certification on monthly basis.
(Circular No. 23/2019 dated 09.09.2019)
(iii) All employees shall furnish a utilization certificate towards the
end of the financial year.
(iv) Apart from the outdoor medical allowance, the expenses incurred
by the employees towards investigations including pathological
investigations, radio diagnosis, etc. in cases of specific occasions
of presence of symptoms to rule out a disease or otherwise, if
prescribed by AMA shall be reimbursable on submission of a copy
of AMA’s prescription and original bills. (Annexure-II).
(HR’s letter no. HQ/HR/3/Medical Rules/4 dated 16.12.2010)

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b) Presently, Physiotherapy charges shall be allowed on advice of an AMA

registered by the Apex body, subject to a maximum reimbursement
for 15 sessions of physiotherapy only. There will be a ceiling limit of
Rs. 500 per session in physiotherapy.
c) The limit of 15 sessions would not be applicable in case of accident on
duty which causes long term impairment or partial disablement of the
employee, requiring long term physiotherapy.
d) Cases of Autism, Celebral palsy/Learning disorders etc. which are
neurological disorders already covered under “special diseases” and
require long term occupational therapy/speech therapy/special
education etc. shall be kept out of purview of ceiling limit/ restrictions
of 15 sessions.
(Circular No.33/2023 dated 03.10.2023)

e) Indoor Treatment
(i) Indoor treatment means treatment taken during hospitalization
for which room rent is charged by the hospital. For this purpose,
the treatment should be taken from any Govt./Private/Trust
hospital/ Nursing Home registered with Local Bodies or State
Govt.
(ii) In case of day care/short admission etc. for any minor medical
procedure/emergency treatment, the treatment charges shall be
reimbursable, even if no bed charges have been levied & for post-
operative follow up (after day care/short admission etc.),
reimbursement may be given for consultation charges for one
visit only.
(Circular No. 39/2022 dated 14.12.2022).
(iii) All expenses for a particular treatment leading to indoor
admission, upto 30 days prior to admission and follow-up
treatment upto 30 days after the date of discharge from hospital,
shall qualify as indoor treatment to be claimed as in Annexure-
III.
(iv) The indoor expenses shall include consultation, diagnostics,
medicines, ambulance charges, surgery/OT charges, equipments
like pacemaker, coronary stents, intra ocular lenses, artificial
limbs and implants, essential cosmetic treatments in the cases of
burns, disfiguring in accidents, etc.
(v) Reimbursement on account of Room Rent, based on original
receipts, shall be as per the following entitlements:

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S. No. Levels Room Type

1 MD/Directors Suite/Deluxe Room
2 ED/GGMs/GMs Deluxe Room
3 AGMs/JGMs/DGMs/Mgrs./ Single Room
AMs/Jr. Managers
4 Sr. Executive/Executive Double/Three bedded room
5 Below Executives General Ward
6 All levels ICU charges (as per actuals)

(HR’s letter no. HQ/HR/3/Medical Rules/4 (Pt.II) dated 06.08.2015 & Circular
No. 552/2020 dated 07.09.2020)

f) Reimbursement of medical claims for indoor treatment: If

treatment is taken at an empanelled hospital, reimbursement will be
made on actual basis. If treatment is not taken at an empanelled
hospital, rates of Max Saket, New Delhi shall be the benchmark for
reimbursement of claims for indoor treatment. Actual claims shall be
reimbursed in case of emergency, life-threatening and accidental
cases subject to approval of MD with due justification on case-to-case
basis.
(Circular No. 01/2024 dated 02.01.2024)

g) Special Diseases
(i) The following diseases shall be considered as special diseases:
➢ Cancer, Cardiac Ailments, Kidney ailments, Treatments arising
out of accidents/fire etc., Diabetes, Mental Diseases,
Poliomyelitis, Cerebral Palsy and Spastics, Tubercular diseases,
Thalassemia major, AIDS, Hypertension, Neurological diseases,
Thyroid, Rheumatoid Arthritis, Epilepsy, Ovarian Cyst, Growth
Hormone Disorder, Psoriasis (I), Hepatitis A/B/C/D/E (ii), COVID-
19 (iii), Cirrhosis of liver with established portal hypertension,
Amoebic liver abscess, Varicose veins, Carotid artery
insufficiency, Fibrosis of lungs, Emphysema, Asthma, Leprosy,
Gangrene and Osteo- Arthritis (iv).
Note: (Inserted vide HR’s letter no. HQ/HR/3/Med. Rules/4 dated
31.03.2015 for SN- (i), HR’s Circular No. 34/2018 dated 08.06.2018 for SN-
(ii), HR’s Circular no. 673/2020 dated 05.11.2020 for SN-(iii), HR’s Circular
No. 39/2022 dated 14.12.2022 for SN-(iv)).
(ii) Reimbursements towards expenses incurred like consultation,
diagnostics, medicines, etc. shall be allowed as per actual based
on production of original receipts and copy of the prescriptions of

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the AMA as in Annexure-IV. The nature of special diseases must

be properly and legibly mentioned on the prescription by AMA in
all the system of treatment. Reimbursement for only one system
of treatment for a particular disease at a time shall be admissible.
*Under ‘Diagnostics’ pertaining to Special Disease of Diabetes &
Hypertension, following items are reimbursable: -
a) Reimbursement of cost of BP instrument once in a period of 3
years with cost ceiling of Rs. 1600/-.
b) Reimbursement of cost of Glucometer once in a period of 3
years, with cost ceiling of Rs. 1200/-.
c) Glucose, testing strips for blood tests at home in respect of
employees suffering from diabetes will be allowed subject to
the specific recommendation of AMA to this effect.
(Circular No. HQ/HR/3/Medical Rules/4 dated 18.06.2015.)
(iii) Claims for medicine bills exceeding Rs 5000 (excluding
consultation/investigation under special diseases) per person,
per month shall be sent to Corporate Office for sanction, except
for chronic ailments such as cancer, chronic kidney disease/renal
failure and liver cirrhosis. Claims for medicines below this
amount may be sanctioned by CGM at Unit level.
(iv) Food/dietary supplements, vitamins, tonics, protein powder, diet
box, products certified by FSSAI shall not be reimbursed under
medicines.
(v) Medicine bills without a proper description like name of medicine,
quantity, rates etc. will not be eligible for reimbursement.
(vi) Employees shall certify about genuineness of claim of medicine
under special disease and thereafter, the claim should be
scrutinized scrupulously by concerned dealing official in CGM
unit/CO.
(vii) The list of special diseases may be reviewed with the approval of
MD from time to time.

h) Medical equipment/treatment without indoor admission

Hearing Aid:
(i) Expenses incurred towards Hearing Aid shall be reimbursed with
ceiling upto Rs.30,000 for Bilateral Hearing Aid and upto Rs.
15,000 for one-sided Hearing Aid. In special circumstances,
Digital Hearing Aid with ceiling upto Rs.40,000 per Ear shall be
reimbursed on production of original receipt.
(ii) The use of hearing aid and its type should have been
recommended by any ENT specialist registered with appropriate

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Govt. authority or an ENT specialist of a hospital/clinic/nursing

home, registered with the local authority.
(iii) However, the digital hearing aid shall be permitted under the
following two special circumstances duly mentioned by the ENT
specialist in his prescription:
(iv) Moderate to Severe Sensory Neural Hearing Loss with Aided
Speech Discrimination Score, which cannot be improved to 70%
by use of Analog Hearing Aid.
(v) Sharply sloping audiogram seen on Pure Tone Audiometry,
inverted V audiogram or U-shaped audiogram involving 2000 Hz.
(vi) Replacement of Hearing Aid may be allowed only after Five (5)
years on the recommendation of an ENT specialist as at (ii) above.

Ophthalmic:
(vii) The expenses towards Ophthalmic (cataract) surgery shall be
reimbursed as per actual with cost ceiling for Intra Ocular Lens
upto Rs.30,000 for each Eye.
(Circular No. 39/2022 dated 14.12.2022).
Dental:
(viii) The expenses towards Dental treatment for Extraction, Scaling &
Gum treatment, Filling of teeth, any major dental treatment
involving jaw bones, operation of gums, removal of wisdom teeth,
Root Canal Treatment shall only be allowed for reimbursement as
per actual, subject to cost ceiling for crown upto Rs.3000 per
tooth.
(ix) However, supply of artificial denture, cleaning/polishing of
teeth, filling of teeth with gold or other expensive materials or
orthodontic treatment for cosmetic reasons shall not be
reimbursable.

Artificial limbs and appliances:

(X) Artificial limbs and appliances used shall be reimbursed as per
actual. (Annexure-V).

4. Executive Health Check-up Scheme (EHCS):

(i) Employee and spouse shall be permitted comprehensive medical
checkup at Company’s expenses every alternate year between the
age of 45 (40 years in case of female employees and wife of male
employees) and 55 years and every year above 55 years of age of the
concerned employee/spouse till superannuation/retirement of the
employee in the Government Hospital, Government aided hospitals,

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Trust hospital operating on a no profit no loss basis and Hospital/

Nursing Home registered with the local bodies/state government
including reputed hospitals like Apollo, Escorts etc.
(ii) Reimbursement towards expenses incurred shall be allowed as per
actual based on the production of original receipts as in the enclosed
format (Annexure-VI).

5. Annual ceiling limit for dependent parents:

(i) The capping of annual medical reimbursement for dependent parents
(excluding Self, Spouse and Children as defined in these rules) shall
be as under: -
Category of Employee Annual Medical coverage for
Dependent Parents
Non-executive (All clusters) Rs. 5 Lakh
E0 to E4 Rs. 7.5 Lakh
E5 to E7 Rs. 10 Lakh
E8 to E9 Rs. 15 Lakh
Functional Directors/MD Rs. 20 Lakh

(ii) 80% of the reimbursement of the bills shall be borne by DFCCIL and
the balance 20% by the employee. This implies that each medical bill
of the dependent parents will be borne by DFCCIL to the extent of 80%
and by the employee to the extent of 20%. Further, the payment of
DFCCIL share of 80% will be subject to the limit prescribed in the
above table. Beyond the above capping, all expenses shall be borne by
the employee himself/herself.
(iii) The limits prescribed above for dependent parents shall be applicable
from 1st April 2022 and onwards. The limit shall be applicable taking
into account the date of Admission or the date of Consultancy during a
financial year.
(iv) The capping, as prescribed in the above table shall be reviewed after a
period of two years.
(Circular No. 13/2022 dated 07.04.2022)

6. Medical Advance:
Advance for the purpose of Indoor medical treatment may be sanctioned
subject to the following conditions:
a) Employees shall furnish an estimate of the likely expenditure as per
enclosed format (Annexure-VII) from the hospitals where treatment
is proposed to be taken.
b) Advance shall be released through a cheque/draft/RTGS in favor of

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the Hospital/Employee.
c) It will be the responsibility of the employee to ensure that the
unutilized portion of the advance is returned by the hospital/himself
within a week after discharge.
d) Original bills/vouchers shall be submitted within 30 days from the
date of discharge from the hospital failing which recovery of the
advance would be made from the salary.
e) Reimbursement Procedure: All medical expenses including medical
advance, other than medical allowance paid through salary, shall be
reimbursed as per SOP.
f) The monetary ceiling for various treatments/equipments shall be
reviewed periodically; say for every two years as per the prevailing
market conditions.

7. Submission of documents for availing Income Tax Exemption:

7.1 DFCCIL is reimbursing the expenditure by its employees on medical
treatment of self and dependents and expenditure on medical
treatment incurred by employee/employer is covered under section
17 (2) & Rule 3(A)(1) and 3A (2) of Income Tax Act, 1962, for the
purpose of applicability of tax on the same (relevant extracts of the
Income Tax Act are annexed with Circular No. 40/2018 dated
14.08.2018). While submitting the claims for reimbursement of
indoor medical expenditure, following documents are to be enclosed:
(i) Registration certificate of the Hospital with Govt./Local bodies
with current validation.
(ii) Income Tax exemption certificate issued by the Chief
Commissioner of IT in favor of the Hospital.
7.2 In absence of the above documents, the reimbursed amount would
be liable to be included as Income of the official and will be subject to
applicable tax.
7.3 The above shall be subject to the provisions of the Income Tax Act as
amended from time to time.
(Circular No. 40/2018 dated 14.08.2018)

8. Contribution to Railway revenues in the case of officers/staff

availing Railway Medical Facilities during the period of their
deputation to Govt. Department/ Corporations/Undertakings
8.1 Ministry of Railways, Railway Board vide its letters dated 27.11.2013
and 29.07.2021 advised the following amendment in Rule-625 of
IRMM-2000 and corresponding Rule 602, para-1 (Sub Section-19) of
IREC, Vol-1:

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“Railway employees sent on deputation to other Government

Departments/Corporations/Undertakings may be governed by the
medical attendance rules of the borrowing departments. The
borrowing organization may, however, allow the railway employees,
at his/her option, to enjoy Railway Medical facilities, provided a
contribution to Railway revenues is made by the borrowing
Corporations/Undertakings at the rate of recovery prescribed from
time to time for Government employees of his/her status under the
CGHS. However, in case of borrowing Central and State Government
Departments, no such contribution is required to be paid and the
employee will enjoy the Railway Medical facilities free of cost as during
Railway services”.
8.2 Accordingly, the rates (per annum) notified by the Railway Board from
time to time towards the contribution for availing medical facilities by
the officials on deputation to PSUs are as under:

S. No. Year Annual contributions (Rs.) Railway Board’s

letter dated
1 2014-2015 10,283.29/- 25.11.2014
2 2015-2016 11,020/- 27.05.2016
3 2016-2017 11,731/- 20.12.2017
4 2017-2018 12,924/- 26.06.2018
5 2018-2019 14,837/- 17.06.2019
6 2019-2020 16,575/- 28.10.2020
7 2020-2021 16,286/- 31.08.2021
8 2021-2022 17,304/- 22.07.2022
9 2022-2023 18,859/- 30.10.2023

8.3 Corporate Finance will remit the amount to Parent Railways in respect
of the concerned employees working on deputation in DFCCIL as per
the above rates on annual basis regularly.
8.4 CO/HR Cadre officials will provide complete details of the employees
mentioning to whom the contribution is to be sent as under:
(a) Railway Employee No. -----------
(b) Payment to be made in favour of -----------------
(c) Name of the Railway---------------- Address: -----------------
(d) RTGS details of the concerned Railways for sending online
payment (preference should be given for online mode payment).
8.5 The rates for future contribution will be notified by HR from time to
time on receipt from the Railway Board.

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(Circular No. 21/2021 dated 19.08.2021)

9. Modalities for Annual Health Checkup for filling APAR through
E-Office (SPARROW)
9.1 All officers above the age of 40 years working in E2 and above grades
shall undergo health checkup as per details given below: -
A. Through physical examination
B. Basic investigations for screening of following health parameters:
• Blood test for HB, TLC, DLC, FBS, Hb, Alc, Lipid profile, LFT, KFT
• ECG
• Urine-R/E, M/E
9.2 Accordingly, all officers working in E-2 grade or above and above the
age of 40 years are advised to undergo mandatory health checkup.
9.3 The Certificate of health checkups as per (Annexure-VIII) will be
required to be uploaded by such officers on SPARROW while filing
APAR form online.
The health checkup should be done by March of the concerned year.
(Circular No. 21/2023 dated 21.06.2023)

10. Empanelment of Hospitals and Diagnostic Labs with DFCCIL.

To provide medical services and health care treatments benefits to the
DFCCIL employees and their dependents, various hospitals/labs have
been empaneled by DFCCIL for indoor and outdoor treatment as per
details given in Annexure-IX

11. General Conditions:

a) If the spouse of an employee is employed in another organization
(Private or Govt.) whether at the same station or elsewhere, which
provides medical facilities in cash or kind or both, the spouse shall be
entitled to the medical facilities under the medical rules only if he/she
does not avail of the medical facilities in the organization, in which
he/she is employed. The employee shall give his/her option in writing
whether his/her spouse who is employed in another organization,
shall avail of the medical facilities of DFCCIL or of the organization, in
which he/she is employed and shall certify to the effect that he/she is
not availing medical facilities in cash or kind or both, from any other
sources.
b) Time limit for submission of medical claims:
Time limit for submission of medical claims of employees/ dependents
shall be within 30 days.

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For condonation and delay in submission of medical claims, the

powers will be as under:-
i. Field Units- CGMs are empowered to condone delay up to 2
months (after 30 days period).
ii. Corporate Office-GM/HR is empowered to condone delay up to 2
months (after 30 days period).
iii. The cases requiring condonation of delay beyond (a) & (b) shall
be put up to Director/Infra (In-Charge of HR) for decision.
(Circular No. 39/2022 dated 14.12.2022 and Circular No. 27/2023
dated 19.07.2023).

12. Interpretation / Relaxation:

a) In case of any doubt or dispute regarding interpretation of these
Rules, the decision of Managing Director shall be final. He may also
relax, delete, modify, and revise any of the provisions of these rules
as required from time to time.
b) The Managing Director may at his discretion review and check the
veracity of any claim or treatment and the decision of MD taken after
such review shall be final.
c) Misuse, fraudulent use, false declaration, or false claims for
reimbursement, by any employee under these Rules will render the
employee liable to refund the amount with penal interest besides
initiation of disciplinary action as per rules.

*******

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Annexure-I

Medical Benefits Declaration

I certify that my family members stated below are dependent upon me as per
DFCCIL Medical Rules and any change in the status in this respect shall be
immediately intimated to HR, Corp. Office.

S. No. Name DOB Relationship with Remarks

employee
1
2
3
4
5
6
7

2. The employee shall give his/her option in writing whether his/her spouse
who is employed in another organization, shall avail of the medical
facilities of DFCCIL or of the organization, in which he/she is employed and
shall certify to the effect that he/she is not availing medical facilities in cash
or kind or both, from any other sources.
3. I, being on deputation to DFCCIL, opt to avail the medical benefits of the
company and shall not avail the benefits from my parent department. (For
deputationists only).

Name
Signature
Designation
Date

Controlling Officer

HR/Corp. Office.

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Annexure-II

Sub: Reimbursement of medical expenses on

Investigations under DFCCIL Medical Rules.

1 Name of the employee

2 Employee Code
3 Designation & Place of posting
4 Scale of Pay & Basic Pay
5 Name of the patient
6 Employee’s Relationship with
patient
7 Disease diagnosed by the
AMA/presence of symptoms
(to be specifically mentioned
in the prescription)
8 Name/s of AMA with Regn No.
9 Details of the amount claimed
are given below:
10 Details Bill No./ Gross amount Amount
date of bill claimed*
A Consultation/s

B Investigation charges
(head-wise)

GROSS TOTAL:

* All bills/cash-memos (in original)/supporting prescriptions (clearly

indicating the diagnosis/presence of symptoms) etc. duly verified must be
enclosed.
DECLARATION/UNDERTAKING:
1. The claim for reimbursement is being made for self/family members,
who are covered under the definition of ‘Family’ under the DFCCIL
Medical Rules as on the date of treatment.

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2. The claimed expenditure has actually been incurred by me.

3. Misuse, fraudulent use, false declaration, or false claims for
reimbursement will render me liable to refund the amount with penal
interest besides initiation of disciplinary action as per extant rules.

Signature of the employee :

Date:

Recommendation of the Controlling Officer

Name:

Designation:

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Annexure-III

Sub: Reimbursement of medical expenses on Indoor

Treatment under DFCCIL Medical Rules.

1 Name of the employee

2 Employee Code
3 Designation & Place of posting
4 Scale of Pay & Basic Pay
5 Name of the patient
6 Employee’s Relationship with
patient
7 Name & Address of the Hospital
8 Registration No. of the hospital with
Central/State Govt./Local Bodies:
9 Date of Admission in the hospital
10 Date of Discharge from the hospital
11 Diagnosis of the ailment and
treatment given in brief.
12 Details of the amount claimed are
given below:
13 Details of the amount claimed (attach details as per format below
in a separate sheet, if the space is not adequate)
14 Details Bill No./ Gross amount Amount
date of bill claimed*
A Medicines

B Consultation charges

C Investigation charges

D Room Rent

GROSS TOTAL:

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* All bills/cash-memos (in original)/supporting prescriptions (clearly

indicating the diagnosis)/ duly verified must be enclosed.
DECLARATION/UNDERTAKING:
1. The claim for reimbursement is being made for self/family members, who
are covered under the definition of ‘Family’ under the DFCCIL Medical
Rules as on the date of treatment.
2. The amount claimed is only for in respect of treatment of specified Special
Disease only. No other medicines/expenses are claimed for
reimbursement.
3. The claimed expenditure has been incurred by me.
4. In the case of multiple diseases covered in the same prescription, the
amount claimed is restricted to the treatment of specified Special
Disease only.
5. Reimbursement is claimed for only one system of treatment for the
specified Special Disease only.
6. Misuse, fraudulent use, false declaration, or false claims for
reimbursement will render me liable to refund the amount with penal
interest besides initiation of disciplinary action as per extant rules.

Signature of the employee:

Date:
Recommendation of the Controlling Officer

Name:
Designation:

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Annexure-IV

Sub: Reimbursement of medical expenses on Special Disease under

DFCCIL Medical Rules.

1 Name of the employee

2 Employee Code
3 Designation & Place of posting
4 Scale of Pay & Basic Pay
5 Name of the patient
6 Relationship with the employee
7 Disease diagnosed by the AMA
(to be specifically mentioned in
the prescription)
8 Details of the amount claimed
are given below:
9. Name/s of AMA with Regn No.
10 Details Bill No./ Gross amount Amount
date of bill claimed*
A Medicines

B Consultation charges

C Investigation charges

GROSS TOTAL:

* All bills/cash-memos (in original)/supporting prescriptions (clearly

indicating the diagnosis)/ duly verified must be enclosed.

DECLARATION/UNDERTAKING:
1. The claim for reimbursement is being made for self/family members, who
are covered under the definition of ‘Family’ under the DFCCIL Medical
Rules as on the date of treatment.
2. The amount claimed is in respect of treatment of specified Special
Disease only. No other medicines/expenses are claimed for
reimbursement.

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3. The claimed expenditure has actually been incurred by me.

4. In case of multiple diseases covered in the same prescription, the amount
claimed is restricted to the treatment of specified Special Disease only.
5. Reimbursement is claimed for only one system of treatment for the
specified Special Disease only.
6. Misuse, fraudulent use, false declaration, or false claims for reimbursement
will render me liable to refund the amount with penal interest besides
initiation of disciplinary action as per extant rules.

Signature of the employee:

Date:

Recommendation of the Controlling Officer

Name:

Designation:

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Annexure-V

Sub: Reimbursement of medical expenses on Hearing Aid/

Ophthalmic/Dental under para-4 (d) of DFCCIL Medical Rules.

1 Name of the employee

2 Employee Code
3 Designation & Place of posting
4 Scale of Pay & Basic Pay
5 Name of the patient
6 Employee’s Relationship with patient
7 Disease diagnosed by the AMA/
claims made for type of
treatment (to be specifically
mentioned in the prescription)
8 Name/s of AMA with Regn No.
9. Details of the amount claimed
are given below:
10. Details Bill No./ Gross Amount
date amount claimed*
of bill
A Consultation/s

B Investigation charges (head-wise)

C Procedures (detailed break up)

GROSS TOTAL:

* All bills/cash-memos (in original)/supporting prescriptions (clearly

indicating the diagnosis/presence of symptoms) etc. duly verified must
be enclosed. Claims to be made only for specified treatments given
in the Medical Rules and all required documents to be attached.

DECLARATION/UNDERTAKING:
1. The claim for reimbursement is being made for self/family members, who
are covered under the definition of ‘Family’ under the DFCCIL Medical Rules
as on the date of treatment.

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2. The claimed expenditure has actually been incurred by me.

3. Misuse, fraudulent use, false declaration, or false claims for reimbursement
will render me liable to refund the amount with penal interest besides
initiation of disciplinary action as per extant rules.

Signature of the employee:

Date:

Recommendation of the Controlling Officer

Name:

Designation:

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Annexure-VI

Sub: Re-imbursement of expenses under Executive Health Check-up

Scheme (EHCS).

1 a) Name of Employee (Date of Birth)

b) Name of Spouse (Date of Birth)

2 Employee Code

3 Designation & posting

4 Scale of Pay & Basic Pay

5 Date of last re-imbursement taken,

if any under EHCS

6 Whether verified original bills enclosed

7 Total amount claimed

Signature of employee with date………………………………

Controlling Officer

HR/Corp. Office

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Annexure-VII

Dated: …………………

Medical Indoor Advance Form

1 Name of the employee with Designation &

Posting
2 Employee Code
3 Scale of Pay & Basic Pay
4 Name of the patient
5 Relationship with the employee
6 Disease diagnosed
7 Name of the Hospital
(With Registration Number/certificate)
8 Expected Date of Admission
9 Expected Date of Discharge
10 Advance Demanded, if/any
11 Original Estimated cost of treatment from
the Hospital, duly signed
12 Amount to be paid in favour of
(if Sanctioned Name of A/C)

Declaration:-
1. I will ensure that the unutilized portion of the advance is returned
by the hospital within a week after discharge
2. Original bills/vouchers shall be submitted within 30 days from the
hospital, failing which recovery of advance may be made from
salary.

Name & Designation of Employee

Controlling Officer

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Annexure-VIII

Mandatory Health Check up of E2 and above level officers (age above

40 years) of DFCCIL for filing APARs (This part to be attached/
uploaded with APAR):

Name :
Employee Code :
Designation :
Department :
Location :

The health checkup of above-named officer has been conducted on………………

and he/she has been advised accordingly. The record of medical examination
has been made available to the officer who is liable to produce it, as and when
required by the administration.

Signature & Stamp of Doctor

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Annexure-IX

LIST OF EMPANELLED HOSPITALS

1. Fortis HealthCare Ltd.

Particulars Facilities extended

OPD OPD Investigations, Diagnostics and Consultation:
At 15% discount on Prevailing Hospital Tariffs.
IPD IPD on 15% discount on Prevailing Hospital Tariffs
excluding drugs, consumables, and implants.
Preventive Health 15% discount on Hospital’s Health Checkup
Checkup (PHC) Package
Applicable Tariff Prevailing Hospital Tariffs at the time of Billing
Applicable Units All Units of Fortis Pan-India
Payment Terms Payment directly by beneficiary at the time of
billing for all facilities.

S.No. Hospital Contact Details (Mr/Ms.)

1. Fortis Hospital, Mohali, Punjab Ajinder Singh 9872170582
2. Fortis Hospital, Arcot Road, Chennai Veeraprakash 9994197222
3. Fortis Hospital, Shalimar Bagh, Delhi Narender Attri 9717446414
4. Hiranandani Hospital, Vashi Tejashree 9967550070
5. Fortis Hospital, Bannerghatta Road, Ravi Kumar 9980411377
Bengaluru
6. Fortis Hospital, Anandpur, Kolkata Tonmoy Sen 9874319898
7. Fortis Kalyan Hospital, Mumbai Madhavi Varik 8879469847
8. Fortis Hospital, Mulund, Mumbai Priya Sawant 8108800259
9. Fortis Hospital & Kidney Institute, Partha Sarkar 9477239114
Kolkata & Fortis Medical Centre.
Kolkata
10. Fortis Hospital, Cunningham Road, Chandrasekhar 7975589364
Bengaluru
11. Fortis Escorts Hospital, Amritsar Akshay Prashar 9115119191
12. Fortis Escorts Hospital, Faridabad Mohit Ahuja 9953758994
13. Fortis Memorial Research Institute, Dev Ranjan 7980248113
Gurgaon

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14. Fortis Escorts Hospital, Jaipur Neeraj Kr. Purohit 8769374564

15. Fortis Hospital, Noida Piyush 9999412921
16. Fortis La Femme, New Delhi Sonia Balwani 9911121848
17. Fortis La Femme, Bangalore Manjunatha B S 9538001314
18. Fortis Hospital, Ludhiana Anil Singh 7087000735
19. Fortis Cancer Institute, Niranjan 9315504128
Defense Colony, New Delhi
20. Fortis C-Doc, Chirag Enclave, Danish 8586968664
New Delhi
21. Fortis Escorts Heart Institute, Devendra Singh 9540100069
Okhla Road, New Delhi
22. Fortis Malar Hospital, Chennai Gopalkrishnan 9884815051
23. Fortis Hospital, Rajaji Nagar Srikant R 9916866463
24. Fortis Hospital, Nagarbhavi Yathish Kumar 8748859111
25. Fortis Flt Lt Rajan Dhall Hospital, Virendera Joshi 9717100012
Vasant Kunj
26. Fortis S L Raheja Hospital, Mumbai Dhirendra Mallick 9820450134
27. Fortis Hospital Greater Noida (Unit Anurag Yadav 9953759545
of Ramratan Real Estate Pvt Ltd)

(*Second level contact: Mr. Siddharth Datta, Fortis Corporate office - 9711144010)

2. Max Healthcare
Particulars Facilities extended Contact details
OPD, IPD & 20% discount on 1st (i) Mr. Rakesh Kumar Singh
PHP Oct 2022 tariff except Manager – Institutional Sales, Max
medicines, Healthcare Institute Ltd., Max Multi
consumable, implants Speciality Centre, Noida
& packages (Excluding
Outsourced Mob: 9873823879
Investigation). Email -
[email protected]
Payment Payment directly by
Terms beneficiary at the time (ii) Mr. Sachin Bhatia
of billing for all Associate General Manager-
facilities. Institutional Sales, Max Healthcare
Institute Ltd., Max Multi Speciality
Applicable All Units of Max Centre, Noida
Units Health Care Pan India.
(As per Annexure Mob: 8826972555, 9818372555
IX (I)) Email -
[email protected]

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3. Ayushman Hospital

Particulars Facilities extended Contact details

OPD 15 %discount (Consultation, Mr. C M Bhatnagar,
Radiology, Diagnostics) GM – Marketing, Ayushman
10 % discount ( Except Hospital & Health Services,
IPD Packages, Drugs, Disposables Elephanta Lane, Sector -10,
and Implants) Dwarka, New Delhi -110075,

10% discount Mob: 9910272570,

Room Rent
Phone No:
011-49495555 (Exnt-2121),
Email:
[email protected]

(Circular No. 43/2022 dated 27.12.2022)

4. Medanta Hospital

Particulars Facilities extended

OPD Consultations Discount of Rs. 900/-
OPD Laboratory & 15% Discount on Prevailing Hospital Tariffs.
Radiology Tests
All IPD and Day- 15% Discount on Prevailing Hospital Tariffs excluding
Care Admissions. Drugs, Disposables, Consumables, Blood
Components, Implants, Devices etc.
Discount Coverage Details:-Room Rent, Lab &
radiological Investigations.
Contact details : Name: Mr. Ajay Sharma, Desig:- Sr. Manager
Marketing
Email: [email protected]
Mob: 9999769539

*Comments:- Billing Policy same as Medanta Prevailing tariff.

*All Exclusions:-
(OPD Consultations)
1) Package based OPD Treatments (e.g. Mental Health).
2) Physiology & Dietician not included.

(OPD Laboratory & Radiology Tests)

1) No Discount on investigations other than Lab or Radiology.
2) No Discount on outsourced investigations.
3) No Discount on CT, PET-CT, and MRI.

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4) No Discount applicable on Covid Tests in OPD.

(All IPD and Day-Care Admissions)

1) No Discount to TPA/Insurance Patients.
2) No Discount on any component of any pre-defined packages or Heart
Station Test.
3) All Day-Care procedures like Dialysis and Radiotherapy.
4) No Discount on investigations other than Lab or Radiology.
5) No Discount on outsourced Investigations.
6) No Discount on CET, PET-CT, and MRI.
7) No Discount applicable on Covid treatment.

5. Apollo Hospital

Benefits offered Locations Contact Details

➢ 15% discount on room rent and IP List of Toll Free
Investigations. (excluding medicine, Hospitals Corporate
consumables, packages, critical care are enclosed Helpline
beds and Implants). as Number- 1800-
➢ 15% discount on Preventive Health Annexure 1099
Check Ups. IX (ii)
Email:
➢ 15%discountonOPD services corporatehelplin
(Investigations and Diagnostics only), e@apollohospita
except outsourced investigations. ls.com
➢ Coverage – Serving employees and their Level- 2
dependents are entitled for the above
benefits ( self, spouse, dependent Mr. Anand G,
children, parents). Retired employees, Customer
their spouses, dependent children are also Relationship
eligible for above benefits on cash basis. Manager
➢ Free Registration at Apollo hospitals. Mob. No:
➢ Free ambulance pick up and drop within 8919633788
10 Km radius from nearest Apollo hospital.
Email:
➢ Room upgrade at Apollo Hospitals (basis
availability of beds). anand_gujju@a
pollohospitals.
➢ Access to Apollo advantage Desk -
com
Dedicated corporate help desk at hospitals.
➢ Access to Apollo 24|7 corporate suit
➢ Apollo pharmacy (other than hospital
pharmacy) discount – 10% discount on
medicines (Login to “Apollo 24/7” App
and login with your companies Email Id
and Password to avail the benefits)/Call
on 1800-1099 (Toll- Free) for Pharmacy
booking.
(Circular No. 04/2024 dated 23.01.2024)

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6. Manipal Hospital

Benefits offered Locations Contact Details

Inpatient Services: Karnataka Mr. Dharmapalan
Inpatient Services: (Bengaluru, Mysuru, P S, Desig: -
Mangaluru, Manipal, Associate Director -
• 15% discount on Procedure
Udupi, karkalla, Marketing
Packages of the Hospital tariff
Kateelu),
E-mail:
• 15% discount on open billing Tamil Nadu (Salem),
dharmapalan.sriniv
as per hospital tariff Andhra Pradesh
asan@manipalhospi
Outpatient Services: (Vijayawada),
tals.com
Rajasthan (Jaipur),
• 15% discount on all services Mob: 9686474455,
Punjab (Patiala),
including Consultation,
Uttar Pradesh 080-49360300
Laboratory, Radiology,
(Ghaziabad),
Physiotherapy etc.
Haryana (Gurugram,
Health Check Packages: Delhi (Dwarka),
• 20% discount on all Manipal Maharashtra (Pune),
hospital health check packages West Bengal
(Kolkata)
• Discount is not applicable on
(28 Hospitals)
drugs, consumables,
implants, outsourced tests,
blood product etc.

7. Kailash Hospital

Benefits offered Locations Contact Details

1. IPD- 15% Discount on Room Noida Sector- Mr. Manish
rent (except ICU, ICCU, CCU, 27, Noida
Email:kailash.noida@
NICU & Nursery), Lab, Sector- 71,
kailashhealthcare.com,
Diagnostic. Greater Noida
agm.marketing@kailash
2. OPD -20% discount on Lab, healthcare.com
Diagnostic & OPD Consultation
Mob: 8010666742
3. Discounted health checkup
packages
4. Hospital Current schedule of
charges (01.04.2022) as
amended on financial year
basis will be applicable.

8. Jaipur Golden Hospital

Benefits offered Location Contact Details
IPD/OPD facility at Rohini, Delhi Mr. Ravinder Kumar,
applicable CGHS Desig:-Dy. General Manager -
rates. Corporate & TPA
Email: [email protected]
Mob: 9968240003, 011-27907244

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9. Delhi Heart and Lung Institute (DHLI)

Benefits offered Location Contact Details

• Rates notified by CGHS and Punchkuian Mr. Vijay Kumar,
prevailing from time to time Road, Delhi
Deputy Manager, Marketing
would be applicable.
and Corporate Relations
• In case the items are not
Email:
included in the CGHS rate list,
[email protected],
10% discount will be provided
on Hospital Tariff 2020 except [email protected]
medicines, consumables, Mob: 9654100141
implants & outsourced
investigations.

10. Metro Heart Institute with Multispecialty Hospital (Faridabad)

Benefits offered Location Contact Details

10%discount on OPD and IPD Faridabad Mr. Bikram Singh
services at Hospital rate list DGM/Marketing
SOC- 2019.
Mob:9711380456

11. Metro Group of Hospitals

Benefits offered Locations Contact Details

1. 15% Discount for OPD • Metro Hospital & Health Mr. Vinod Kumar,
(Consultation & Inhouse Institute, X-1, Sector- Manager -
Investigations) 12, Noida-201301. Corporate Affairs
2. 12% Discount for I.P.D • Metro Hospital & Health Email:vinod.kuma
(Excluding Medicines, Institute, L-94, Sector- r@metrohospitals.
Consumables, Implants 11, Noida-201301. com,
and Outsourced
• Metro Hospital & Cancer info@metrohospit
Investigations)
Institute, 21, als.com
3. 10% Discount on our Community Center,
Hospital Preventive Health Preet Vihar, New Delhi. Mob:
Checkup Packages. 99901457443
• RLKC Hospital & Metro
4. Admission on priority basis Heart Institute, Pandav
5. Ambulance will be Nagar, Naraina Road,
provided free in case of New Delhi.
emergency/admission. • Metro Hospital & Heart
6. Tariff of 2021 will be Institute, Meerut (U.P)
applicable (except Jaipur • Metro Hospital & Heart
unit) Institute, Haridwar (U.K)
7. Tariff of 2018 will be • Metro M.A.S Heart Care
applicable (For Jaipur unit) & Multi speciality, Jaipur,
Rajasthan.

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12. Medeor Hospital

Benefits offered Location Contact Details

• OPD & Investigations – 20% Qutub Mr. Vaibhav Chauhan,
discount on Doctor Consultations Institution
Manager, Corporate
and Investigations al Area,
Relations & BD
• IPD Services – 20% discount on IPD Dwarka,
services like doctor consultation, Delhi Email:vaibhav.chauha
surgery/procedure charges and [email protected]
room rent. Discount will not be valid Mob: 95400325425
on drugs, disposables, implants,
consumables, transportation, meals,
blood component and fixed cost
packages.
• Hospital SOC 2018 will be applicable.

(Circular No. 19/2023 dated 12.05.2023)

13. Jaypee Hospital

Benefits offered Contact Details
OPD/IPD Consultation Mr. Prashant Verma,
• General Rs 600, Super Specialist - Rs 800 Deputy Manager,
OPD Marketing &
Communication
• 20% Discount on investigations and diagnostics
Mob: 9953437644
• 15% discount on eye, dental and
physiotherapy procedures in OPD Email:
prashant.verma@jalindia.
IPD co.in
• 15% Discount on room rent, investigations and
diagnostics, non-package surgeries, OT and
Anesthesia (Except medicines, consumable,
implant, blood transfusion, outsourced
investigation and ambulance charges)
• Hospital Tariff as on 01st April 2022 will be
applicable.

14. Neo Hospital

Benefits offered Contact Details

• OPD Consultation -20% discount, Mr. Rishi Dev,
• Consultation charges will not exceed Rs 1000, for Desig:-DGM Marketing,
neurology consultation - Rs 1500 will be
maximum charge. Neo Hospital Noida,

• IPD services-20% discount (Except medicines Mob: 7906959285

and consumables) Email:
• Lab/diagnostics/investigations - 20%discount [email protected]
• Hospital Tariff 2023-24 will be applicable.

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15. Eye 7 Group of Hospitals

Benefits offered Location Contact Details

• OPD/IPD services - on Daryaganj (Central Mr. Suraj Kaushal,
prevailing CGHS rates Delhi),
Desig:-Manager
• 15% discount (except Lajpat Nagar (South Marketing
consumables) on existing Delhi),
Hospital Tariff on items not Mob: +91 9717896107
Eye7 Kids eye Center
covered/unlisted (South Delhi), Email:
procedures by CGHS. Janakpuri (West [email protected]
• 10% discount on spectacles Delhi), Shaheen Website: www.eye7.in
• IOL cost as per approved Bagh,
limit by DFCCIL Indirapuram

(Circular No. 24/2023 dated 12.07.2023)

16. Felix Hospital

Benefits offered Contact Details

* All medical treatments as per Mr. Mohammad Raheel,
approved by CGHS/NABH Deputy Manager Marketing
2018 rates. Mob : 9650022081, 9599112227
Email : [email protected]
[email protected]

17. Gandhi Hospital

Benefits offered Contact Details

* Prevailing CGHS rates for indoor Mr. Aman Gupta,
treatment for all specialties, OPD Admin Executive
Consultations, Investigations and Mob: 7982388240, 9582134315
Diagnostic procedures. Email: [email protected]

(Circular No. 29/2023 dated 09.08.2023)

18. Artemis Hospital
Benefits offered Location Contact Details
• CGHS Tariff for OPD and IPD specialties Gurgaon Shahjad Hassan,
such as Cardiology and cardiothoracic Sr. Manager- Sales
surgery, orthopedic with joint & Mktg
replacement, Medical oncology.
Artemis Hospital,
• 12% discount on all OPD, IPD and Health Gurgaon
Check up services including Consultations,
Room rent, Investigations, Procedures Email:
and other facilities. No discount shall be shahjad.hassan@art
offered on Outsourced investigations, emishospitals.com
procedures, drugs and consumables. Mob: 9810402797
• Prevailing tariff 2022 will be applicable
(Circular No. 39/2023 dated 11.10.2023)

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19. Sarvodaya Healthcare (Delhi/NCR)

Particulars Benefits offered Locations Contact Details

IPD 15 % discount on total • Sarvodaya Sh. Saurabh
bills except DCI, Room Hospital, Sector- Chaudhary
rent, Blood bank, 8, Faridabad,
Manager S&M
Outsource Investigations Haryana,
121006. Mob:
Discount not applicable
• Sarvodaya 9971835139
on TPA/Insurance IPD
cases. Hospital, Gaur Email:
City-2, Sector- saurabh@sarvod
OPD 25% discount on Lab
16c, Greater ayahospital.com
Investigation test.
Noida West, G.B.
(Except outsourced test)
Nagar, U.P.
15% discount on 201301.
Diagnostic test. (Except • Sarvodaya
outsourced test) Hospital, Sector-
10% discount on 19, Faridabad,
Pharmacy. Haryana-121002.
10% on procedure. • Sarvodaya
Imaging Centre,
10% discount on
Charak Palika
Physiotherapy.
Hospital, New
OPD Consultation - Delhi.
Specialty consultation- • Sarvodaya
Rs 500 Imaging Centre,
NRCH Connaught
Super Specialty
Place, New Delhi.
consultation- Rs 600
Indirapuram

20. Yatharth Hospital (Delhi/NCR)

Particulars Benefits offered Location Contact Details

OPD 25% discount on • Yatharth Wellness Sh. Ravi Verma
services. Super Specialty
Assistant Manager
Hospital & Heart
15% discount on - PSU & Corporate
IPD Centre, Noida.
services (except Relations
medicine & • Yatharth Super
Mob: 8588833394
implant) Specialty Hospital,
Noida Extension. Email:
Health 10% discount on
ravi.verma@yathar
Checkup Preventive health • Yatharth Super
thhospitals.com
checkup Specialty Hospital&
packages. Trauma Centre,
Greater Noida.

(Circular No. 41/2023 dated 06.11.2023)

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21. Cloudnine Hospitals

Benefits offered Location Contact Details

• Rs. 10K discount on IPD List of Mr. Chandan
• 10% discount on OPD/ Hospitals
AGM/Marketing
consultation are enclosed
as Cloudnine Hospital
• 10% discount on Lab tests.
Annexure Mob: 9990114256
• Monthly Gynae clinic set up IX (iii)
at DFCCIL office Email ID:
[email protected]
• Regular online sessions/
webinars

22. Dr. Sabherwal Dental Clinic

Benefits offered Location Contact Details
• 20 % off on All • E-7 Lajpat Dr. Uday Sabherwal
Treatments, consultation Nagar, New
Dr. Sabherwal Dental Clinic
and X-rays except Delhi-110024
Implants, Braces, Crowns • B-202 Sec 19, Mob: 9350004448,
and Bridges treatment Noida-201301 9811162115, 9311294688
• 10% off on Implants, Email ID:
Braces, Crowns and [email protected]
Bridges treatment

23. Kailash Deepak Hospital

Benefits offered Location Contact Details

• IPD- 15% Discount on Room 5, Vikas Mr. Manoj Kumar
rent (except ICU, ICCU, CCU, Marg,
Sr. Manager Corporate
NICU & Nursery), Lab, Institutional
Relations
Diagnostic. Area, II,
New Delhi, Mob: 9711918490,
• OPD -20% discount on Lab,
Delhi, 9871244013
Diagnostic & OPD Consultation
110092 Email ID:
• Discounted health checkup
marketing@kailashdeepa
packages
khospital.com

(Circular No. 04/2024 dated 23.01.2024)

24. List of Empaneled Hospitals of Vadodara Unit

Hospitals Benefits Offered Contact Details

Chhani * 15% discount on Final Mr. Ankit Parekh,
Multispecialty Hospital Bill (IPD/OPD)
Hospital Administrator
Hospital
* 15% discount on Packages
Mob: 7490036797
* 10% discount on Pharmacy

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Spandan * 10% discount on SOC Mr. Kartik Shah,

Multispeciality
* 5% discount on Pharmacy Medical Operation
Hospital
* No discount on outsourced Manager
facilities like CT Scan, MRI, Blood Mob: 7819858574
Bank, NPPA, items like stent and
Email:
covered medicine and
[email protected]
consumables

BAPS * 10% discount on OPD, IPD, Health Mr. Nirmit Patel,

Shastriji Check up Services (except
Deputy Manager,
Maharaj outsourced services) with
Business Development
Hospital application of charges list
SOC-2023 Mob: 9727953710
Email:
corporate@bapssmho
spital.org

Bhalla * 5% discount on Consultation Full Mr. Parth Patel,

Amin Time doctors, Pathology (In- Senior Manager, BD
General house), Radiology (In-house) – Mob: 9825711116
Hospital OPD Services Email:
dennis.swami@bagho
* 5% discount on BAGH Health
spital.com
Packages
* 5% discount on Room rent,
Pathology (Inhouse), Radiology
(In-house)- IPD services
* Free ambulance services within
VMC limit in case of emergency

Aashray * IPD- 10% discount applicable only Mr. Siddharth,

Hospital on Total Hospital Bill including
Hospital Administrator
investigations like laboratory
(pathology), x-ray, ECG & Excluding Mob: 9624295864
Implants, CT Scan, MRI and other Email:
Radiological investigations, Blood aashrayhospital@
Products, Outsourced services gmail.com
*OPD-10% discount on consultation
only

Zydus * 10% discount on OPD Consultation Mr. Pawan Patidar,

Hospital for In-house Consultants
Marketing Executive,
(Excluding Visiting consultants)
Corporate
* 10% discount on OPD based
Mob: 9106938880
Pathological and Radiological
Investigations (Excluding
Outsourced services)

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* 10% discount on Zydus Health

Checkup packages (Excluding
promotional packages and
customized health checkup
packages)
* No registration Fees in OPD and
IPD Registration
* 10% discount on Indoor patient
treatment (Except packages,
medicines, consumables,
implants and govt. ceiling rates)

Sunshine * First OPD consultation on Mr. Purvansh Dagor,

Global complimentary basis (Physician,
Senior Executive, BD
Hospital Gen. Surgeon, Orthopedic,
Corporate
Gynecology, Ophthalmology,
Spin Surgeon, Urology, Mob: 8889243469
Cardiology) with appointment. Email:
* 15% discount on OPD purvansh.dagor@sunshin
Investigation (Radiology & eglobalhospitals.com
Pathology in house only)
*10% discount on Indoor patient
services (excluding Medicine,
consumable, Packages, Blood &
Blood product & Outsource
Services If any)
* 10% discount on Health check-
up Services Range. For COVID-
19 treatment, charges shall be
applicable as per the latest
circular issued by
Vadodara municipal corporation
or any changes made on time-
to-time basis.
* Above discount will be
applicable on prevailing Rates

Sterling * 10% discount on the IPD Mr. Denis,

Hospital Services Excluding Pharmacy,
Assistant Manager
Professional Fees,
Corporate,
consumables, Packages, Blood
product, NPPA-DPCO Products Sales and Marketing
and outsourced services. Mob: 9898852528
* 10% discount on OPD Email:
Consultation (Not on visiting [email protected]
consultant) & In-house
diagnostic services.

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Adarsh * 10% discount on Hospital Bill, Mr. Sanjay,

Heart & Lab Bill, Excluding Pharmacy
Hospital Administrator
Super Bills.
speciality Mob: 9601269034
Hospital Email:
(Bharuch) [email protected]

Orchid * 10% discount on hospital bills Mr. Pravin Singh,

Multispeciality excluding Laboratory, Radiology
Marketing Head
Hospital and Pharmacy.
(Bharuch) Mob: 9558207870
Email:
orchidhospital.mkt@gmail.
com

Sunshine Outdoor Patient Services Mr. Apurva,

Global
* Priority Access consultation Deputy Manager, Buisness
Hospital
Development
(Surat) * 15% discount on consultation
with Full Time Doctors Mob: 9039012231
* 15% discount on In house Email:
Radiology & Pathology info@sunshineglobalhospi
Investigations tals.com,
Indoor Patient Services Apurve.gore@sunshineglo
balhospitals.com
* 5% discount on Inpatient
Admission & Services
* Priority Admission & Discharge
Process
* Deposit Free Admission
* Dedicated Patient Service
Executive
Health Check-up Services
* Customized Health Check-up
packeges
* Onsite Health Check up
Emergency Facility
* Free Pick up & Drop of Admitted
Patient within 10 KMS
* Dedicated 24x7 Emergency
Services

Shalby * 20% on OPD Consultations for Mr. Jaimin Christian,

Multispeciality in-house speciality and super
AGM, Corporate
Hospital speciality consultants
Development
(Surat) (Excluding visiting consultants)

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* 15% discount on OPD based Mob: 9925199925

Pathological and Radiology Email:
Investigation (Excluding [email protected]
outsourced services)
* 07% discount on Indoor Patient
Treatment (Excluding Machines,
drugs, Implants, consumables,
packages)
* Discounted health check-up
packages (For all employees
and dependents)
* Free ambulance service within
the city area (In case of
emergency and admission)
* Home care facility (Lab
services, Doctor consultation,
Nursing service, Attendants,
Physiotherapy, Medical
equipment on rent.
Applicable tariff- Current SOC-
2022-2023

Jio Max * 15% discount on OPD & IPD Ms. Manisha,

Multi bill excluding Pathology
PA to Director
Speciality services Radiology service &
Hospital Pharmacy. Mob: 9825722920
(Surat)
* 10% discount on IPD bills for
Pathology service & Radiology
service.
* 7.5% discount on OPD bills for
Pathology service & Radiology
service.
* 10% discount on OPD & IPD
bill for Pharmacy.

25. List of Empaneled Hospitals of Ambala Unit

Hospitals Location Benefits Offered Contact Details

Amcare 1. VIP Road, * 20% discount on Mr. Rajesh Sandhu,
Hospital Zirakpur, Punjab OPD Marketing Manager,
* 15% discount on Corporate and
IPD billing
Mob: 7087000400,
9915849808

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Indus 1. Ambala * 20% discount on Mr. TejPreet Singh,

International Chandigarh OPD Marketing Manager
Hospital Highway, (Consultation)
Mob: 9888909584
DERABASSI
* 10% discount on
(Mohali) (Punjab),
IPD
2. Phase 1 Sector
* 10% discount on
55, Mohali,
Diagnostics/Inve
3. SCF 98-99-100 stigation
Phase 3b2,
* 5% discount on
Mohali,
medicine
4. LandranFathegarh
* 20% discount on
State Highway
health check up
(12A) Pirjan,
Fathegarh Sahib
(Punjab), Indus
Mehandiratta
Hospital, Manali
House, Ambala
City (Haryana)
5. Indus Healthsure
Hospital,
Chandigarh-
Ludhiana Road,
NH-95 GHARUAN
(Mohali) (PUNJAB)
6. My Hospital Site
No. 1-2 Himalya
Marg, Mohali.

Neelam Rajpura, Punjab * 20% discount Mr. Arun Kumar,

Hospital on OPD
Marketing
* 15% discount Manager,
on IPD
Mob: 6283286306

Gaba Yamuna Nagar * 15% discount on Help desk

Hospital OPD
Dr. Vandana
* 10% discount on
Mob: 9306752915
IPD

Alchemist Ojas Hospital, Plot * 15% discount on Mr. Puneet,

Hospital no. H-1 Sector 26, OPD
Manager Marketing
Panchkula
* 10% discount
(Haryana) Mob: 9780011836
IPD
* 15% laboratory
& Radiology

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MM MMISR * CGHS rates Mr. Sanjiv,

Institute of Chandigarh (OPD & IPD)
Senior Manager
Medical Highway, Sadopur,
Scinces and Ambala Mob: 9911510110
Research
(Mullana)

Park Healing List of * 20% discount As per Annexure

Touch hospitals/location on OPD & IPD IX (iv)
Hospital, is attached as
Ambala Annexure-IX (iv)

SPS Ludhiana * 20% discount Mr. Ranjit Singh

Healthcare on OPD Mob: 8054808083
Limited
* 15% discount Mr. Mukesh Singh
on IPD
Mob: 88720207224
Dr. Bineet Sachdeva
Mob: 8872027790
Email:
[email protected]
corporate@spshospita
ls.com

Bhagat Ambala * 15% discount Dr. Mukesh Kumar

Orthopadic on OPD & IPD
Mob: 7988644293
and Eye
Hospital

Affinity Ambala * 25% discount Dr. Sandeep Arora

Dental on OPD & IPD Mob: 9466177347

Rai Hospital Ambala * 15% discount Dr. Rai

on OPD Mob: 9215520690
* 10% discount
on IPD

(Circular No. 29/2023 dated 09.08.2023)

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26. List of Empaneled Hospitals of Tundla Unit

a) Ujala Cygnus Rainbow Hospital

Benefits offered Locations Contact Details

• 10% discount on packages excluding Agra Sh. Tarun Maini,
implants, kits, stents & consumables Business Head
• 15% on hospital Bills for cases other Ujala Cygnus Rainbow
than package (excluding medicines, Hospital
implants, kits, stents and
(A Unit of Cygnus
consumables)
Medicare Pvt Ltd)
• 10% discount on medicines (both
NH-19, Sikandra, Agra
OPD & IPD)
282007
• 25% discount on OPD consultation
Email:
(Other than Neuro Department)
finance.agra@ujalacygn
• In OPD case- 20% discount on us.com
Radiological & Pathological
Mob: 9897099335
Investigations.
• Executive Health Checkup package
at Rs. 5500/-

b) Synergy Plus Hospital

Benefits offered Locations Contact Details

• 10% discount on OPD consultation. Agra Sh. Nitin Agarwal,
• IPD-10% on total hospital bill Manager-Accounts
(excluding medicines consumables Synergy Plus Hospital
and implant).
Agra-282007
• 10% on Hospital Health Check up
Email-
packages
[email protected]
• Prevailing hospital tariff will be
Mob: 9319650905,
applicable.
7055511104

c) Maxfort Multi Specialty Hospital

Benefits offered Locations Contact Details
• IPD-12% on total Hospital Bill Aligarh Dr. Mansi Chanpuria,
(excluding medicines,
AGM- Corporate relations
consumables, disposables &
& Empanelments
investigation)
Maxfort Multispeciality
• OPD-20% on Consultation, 10% on
Hospital, Aligarh- 202001
Diagnostics, 10% on Pharmacy &
12% on Daycare procedures Email: mansi.chanpuria@
gmail.com
• Surgery packages - NIL
Mob: - 07088109901
• Ambulance discount- 10%
• Executive Health Checkup- NIL

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d) Mithraj Hospital

Benefits offered Locations Contact Details

• OPD & IPD-20% Aligarh Sh. Sonika Udvani
discount on total Mithraj Hospital,
Hospital Bill (excluding Ramghat Road, Aligarh (202001)
medicines
Email - [email protected]
consumables, implants
& packages) Mob: 7500242974

(Circular No. 39/2023 dated 11.10.2023)

27. List of Empaneled Hospitals of Jaipur Unit

a) Eternal Hospital (Jaipur)
Particulars Benefits Offered Location Contact Details
OPD 15% discount on OPD 3A, Sh. Chetan
consultations, pathological and Jagatpur Khandal,
radiological investigations RD, near Manager-
15% discount on OPD Jawahar Marketing &
procedures Circle, Extension
Malviya
15% discount on health Mob:
Nagar,
packages 919799396047
Jaipur,
IPD 10% discount on gross bill Rajasthan Email:chetan.kh
(excluding drugs, 302017 andal@eternalhe
consumables, implants, stents, art.org
fixed cost packages, blood
processing charges, admission
fee, registration fee etc.)

b) Rukmani Birla Hospital (Jaipur)

Particulars Benefits Offered Location C ontact Details

OPD 20% discount on consultation Gopalpura Sh. Swapnil
15% discount on in-house Bypass Sharma,
pathological and radiological Road,
Manager/Sales &
investigations Near
Marketing
Triveni
10% discount on OPD procedures, Mob:7357017222
Bridge
non-invasive cardiology
Gopalpura, Email:
procedures like ECHO, TMT
Jaipur- swapnil.sharma
10% discount on Preventive 302018 @ckbirlahospital
Health Check up packages
s.com
10% discount on total IPD bill
IPD except drugs, consumables,
implants

(Circular No. 41/2023 dated 06.11.2023)

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28. Dr. Lal Path Labs (Pan India) as preferred diagnostic partner for
investigations/diagnostic tests:
Dr. Lal Path Labs Limited, India’s pioneer medical diagnostic lab has been
empanelled by DFCCIL as a preferred diagnostic partner for investigations/
diagnostic tests etc. at CGHS rates for DFCCIL employees and their dependents
towards outdoor medical treatment as per the procedure mentioned below:
(i) The employee will have to show his/her valid official ID proof for
undertaking any tests or investigations at the lab. For tests of
dependent family members, relationship proof/dependent proof along
with ID card copy for dependents will be required.
(ii) Employee may use the services provided by Dr. Lal's Path Labs
wherever available and the claims on the expenditures incurred therein
are reimbursable which shall be made at CGHS rates as charged by
the lab.
(iii) For the locations where Dr. Lal Path Labs are not available, employees
may use services provided by other institutions/labs/ diagnostic
centers locally available and claims for reimbursement shall be
permitted at actual rates.
(iv) The claims, against test/investigations which are either not offered by or
are not covered at CGHS rates at Dr. Lal Path Labs, shall be reimbursed
on actual basis as incurred by the employees at any hospital/labs.
(v) Payment shall be made by the employee at the time of registration.
(vi) Discount will not be applicable on CNI Investigations, Packages & Net
rates.
(vii) Employees may avail home collection service but the reimbursement
for extra charges incurred due to same will not be borne by DFCCIL.
(viii) Employees shall claim for reimbursement as per actual amount spent
(at CGHS rates) on production of original invoice.
(ix) In case of any issues in availing CGHS rates at network of Dr. Lal Path
Labs, the following details may be provided at Dr. Lal Path Labs: Client
Name-DFCCIL, Client Code-C004288397.
(Circular No. 195/2020 dated 06.05.2020, Circular No. 199/2020 dated
14.05.2020 & Circular No. 01/2021 dated 21.01.2021.)
➢ Coverage: Serving employees and their dependent are entitled for
the above benefits (self, spouse, dependent children, parents).
Retired employees, their spouses, dependent children are also
eligible for above benefits on cash basis.
➢ Empanelment of the hospitals will be valid for a period of 02 years.
➢ The employee/dependent shall produce identification proof of
DFCCIL to avail the benefits. Family members shall produce ID with
relationship proof. All payments shall be made by the employee to
the hospital/unit directly.
➢ List of empanelled hospitals will be updated on DFCCIL website and
intranet for information of all the employees.

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Annexure-IX (I)

Max Group of Hospitals

S.No. LOCATION OPD IPD PHP

SOUTH DELHI
1 Max Super Specialty Hospital Y Y Y
(West Block), Saket
2 Max Super Specialty Hospital Y Y Y
(East Block), Saket
3 Max Smart Super Specialty Hospital Y Y Y
4 Max Multi Specialty Centre, Y N Y
Panchsheel Park
5 Max Institute Cancer Care Lajpat Nagar Y Day Care N
6 Max Med Centre Lajpat Nagar IMMIGRATION CENTRE
CENTRAL DELHI
7 Max BLK Hospital Y Y Y
EAST DELHI
8 Max Super Specialty Hospital, Y Y Only
Patparganj Sunday
NCR
9 Max Super Specialty Hospital, Vaishali Y Y Y
10 Max Hospital, Gurgoan Y Y Y
11 Max Multi Specialty Hospital, Noida Y Day Care Y
NORTH WEST DELHI
12 Max Super Specialty Hospital, Y Y Y
Shalimar Bagh
MAHARASHTRA
13 Max Nanavati Super Specialty Hospital Y Y Y
PUNJAB
14 Max Super Specialty Hospital, Mohali Y Y Y
15 Max Med Centre Mohali IMMIGRATION CENTRE
16 Max Super Specialty Hospital, Bathinda Y Y Y
UTTARAKHAND
17 Max Super Specialty, Dehradun Y Y Y

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Annexure-IX (ii)

Apollo Hospitals/Location

City Hospitals Name Location

Ahmedabad Apollo Hospital Plot No, 1A, Gandhinagar -Ahmedabad Rd,
International GIDC Bhat, estate, Ahmedabad, Gujarat
Limited Ahmedabad 382428

Ahmedabad Apollo Hospitals No.1, Tulsi Baugh Society Opp. Doctor

City Centre House, near Parimal Garden, Ambawadi,
Ahmedabad, Gujarat 380006

Ahmedabad Apollo CBCC Akshara Complex, 12 Shanti Sadan Co-op

Cancer Care - Housing Soc limited, Parimal Underpass, near
Ahmedabad, Parimal Garden, Ellisbridge, Ahmedabad,
Gujarat Gujarat 380006

Aragonda Apollo Hospitals Chittoor Aragonda Rd, Aragonda, Andhra

Pradesh 517129

Bangalore Apollo Hospitals 154, IIM, 11, Bannerghatta Main Rd, opposite
Bannerghatta Krishnaraju Layout, Krishnaraju Layout,
Amalodbhavi Nagar, Naga, Bengaluru,
Karnataka 560076

Bangalore Apollo Hospitals Old No. 28, 1, Platform Rd, near Mantri
Sheshadripuram Square Mall, VV Giri Colony, Seshadripuram,
Bengaluru, Karnataka 560020

Bangalore Apollo Speciality 14 th Cross Road, 212 , Sri Nitturu

Hospital Srinivasarao Rd, near Madhavan Park Circle,
Jayanagar 3rd Block, Jayanagar, Bengaluru,
Karnataka 560011

Bhopal Apollo Sage Bawadiya Kalan, Salaiya, Bhopal, Madhya

Hospital Pradesh 462026

Bhubaneswar Apollo Hospitals, Plot no, 251, Sainik School Rd, Unit 15,
Bhubaneswar Gajapati Nagar, Bhubaneswar, Odisha
751005

Bilaspur Apollo Hospital, Lingiyadih, opposite Vasant Vihar, Bilaspur,

Bilaspur Chhattisgarh 495006

Chennai Apollo Speciality 5/639, Rajiv Gandhi Salai, Tirumalai Nagar,

Hospital Perungudi, Chennai, Tamil Nadu 600096

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Chennai Apollo Cancer Nandanam, 320, Anna Salai, Teynampet,

Centre Teynampet Chennai, Tamil Nadu 600035

Chennai Apollo Children's 15, Shafee Mohammed Rd, Thousand Lights

Hospital West, Thousand Lights, Chennai, Tamil Nadu
600006

Chennai Apollo City Centre No. 134, Mint St, opposite Ramar Temple,
Hospital Sowcarpet Sowcarpet, Peddanaickenpet, George Town,
Chennai, Tamil Nadu 600079

Chennai Apollo First Med Apollo First Med Hospital, 154, Poonamallee
Hospitals High Rd, Kilpauk, Chennai, Tamil Nadu
600010

Chennai Apollo Hospitals 645, Thiruvottiyur High Rd, Tondiarpet,

Chennai, Tamil Nadu 600081

Chennai Apollo Women's 16/7, Shafee Mohammed Rd, Thousand

Hospital Lights West, Thousand Lights, Chennai, Tamil
Nadu 600006

Chennai Apollo Proton 4/661, Dr Vikram Sarabai Instronic Estate 7th

Cancer Centre St, Dr. Vasi Estate, Phase II, Tharamani,
Chennai, Tamil Nadu 600096

Chennai Apollo Hospital Greams Lane, 21, Greams Rd, Thousand

Chennai Lights, Chennai, Tamil Nadu 600006

Delhi Indraprastha Indraprastha Apollo Hospital, Mathura Rd,

Apollo Hospital New Delhi, Delhi 110076

Guwahati Apollo Hospitals Lotus Tower, International Hospitals, GS Rd,

Christian Basti, Guwahati, Assam 781005

Hyderabad Apollo Hospitals Pollicetty Towers, St. John's Road, beside

Secunderabad Keyes High School, Secunderabad, Telangana
500003

Hyderabad Apollo Hospitals Near, Plot No. 3-5-836 to 838, Hyderguda-

Hyderguda Basheerbagh Rd, Old MLA Quarters, King Koti,
Hyderguda, Telangana 500029

Hyderabad Apollo Hospitals DMRL Cross Rd, Kanchan Bagh, Hyderabad,

DRDO Telangana 500058

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Chennai Apollo Hospitals Plot No, 64, Vanagaram-Ambattur Rd,

Ayanambakkam, Ambattur Industrial
Estate, Chennai, Tamil Nadu 600095

Hyderabad Apollo Hospitals Rd Number 72, opposite Bharatiya Vidya

Jubilee Hills Bhavan School, Film Nagar, Hyderabad,
Hyderabad Telangana 500033

Indore Apollo Hospitals - Sector-D, Scheme No 74C, Vijay Nagar,

Indore Indore, Madhya Pradesh 452010

Kakinada Apollo Hospitals #13-1-3, Main Road, Surya Rao Peta,

Kakinada Kakinada, Andhra Pradesh 533001

Karaikudi Apollo Reach Madurai Main Road, Managiri, Karaikudi,

Hospitals, Karaikudi Tamil Nadu 630307

Karim Nagar Apollo Reach Railways Station Road Road Number 2,

Hospitals, Karimnagar Telangana 505001

Karur Apollo Hospital Karur 163 A- E, Allwyn Nagar, 30, LGB Nagar,
Kovai Main Rd, Vaiyapuri Nagar, Ramanujam
Nagar, Karur, Tamil Nadu 639002

Kochi Apollo Adlux Hospital Near Adlux convention center Cable Junction
Ernakulam District, National Highway 47
Karukutty, Angamaly, Kerala 683576

Kolkata Apollo 58, Canal Circular Rd, Kadapara, Phool

Multispeciality Bagan, Kankurgachi, Kolkata, West Bengal
Hospitals 700054

Lucknow Apollomedics Super Kanpur - Lucknow Rd, Sector B, Bargawan,

Speciality Hospitals LDA Colony, Lucknow, Uttar Pradesh 226012

Madurai Apollo Speciality 80 Feet Rd, KK Nagar, Tamil Nadu 625020

Hospitals Madurai

Mumbai Apollo Hospitals Plot # 13, Off Uran Road, Parsik Hill Rd,
Sector 23, CBD Belapur, Navi Mumbai,
Maharashtra 400614

Mysore Apollo BGS Adichunchanagiri Road, Jayanagar,

Hospitals, Mysuru Kuvempu Nagara, Mysuru, Karnataka
570023

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Nasik Apollo Hospitals Plot No. 1, Swaminarayan Nagar, New

Adgaon Naka, Panchavati, near Lunge
Mangal Karyalay, Nashik, Maharashtra
422003

Nellore Apollo specialty 16/111, 1133, Muthukur Rd, Pinakini

Hospitals Avenue, Ramji Nagar, Nellore, Andhra
Pradesh 524004

Noida Apollo Hospital- E 2, Apollo Hospitals Rd, Block E, Sector

Noida 26, Noida, Uttar Pradesh 201301

Trichy Apollo Speciality Chennai Bypass Road Ariyamangalam

Hospitals Area, Old Palpannai, Tiruchirappalli,
Tamil Nadu 620010

Visakhapatnam Apollo Hospitals & Q868+GR Arilova, Visakhapatnam,

Cancer Unit Health Andhra Pradesh
City Visakhapatnam

Visakhapatnam Apollo Hospitals Door No 10, Executive Court, 50-80,

Ramnagar Vizag Waltair Main Rd, opp. Daspalla, Ram
Nagar, V i s a k ha p at n am , Andhra
Pradesh 530002

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Annexure-IX (iii)

Cloudnine Hospitals/Location

S. Hospitals Name
Location
No.
1 Jayanagar, Hospital Cloudnine, #1533, 9th Main, 3rd Block Jayanagar,
Bengaluru -560011

2 Malleshwaram, Cloudnine, #47, 17th Cross, 11th Main, Malleshwaram,

Hospital Bengaluru -560055

3 Old Airport Road, Cloudnine, #115, Opp. Total Mall, old Airport Road,
Hospital Bengaluru-560017

4 Whitefield, Hospital Nagarjuna Sai Signet Plot no.11, Survey No.

88,Whitefield Bengaluru 560066

5 HRBR, Hospital #636/1,Horamavu Village, K R Puram, Hobli (HRBR

Layout), Bengaluru South Taluk, Bengaluru,
Karnataka- 560048

6 Bellandur, Hospital No. 1/79/4, Bellandur Village, VarthurHobli,

Bengaluru East Taluk, Bengaluru 560103

7 Chennai, Hospital Cloudnine - T Nagar,54, VijayaRaghavaRoad,T Nagar

Chennai 600017

8 Mumbai, Malad SiddhachalArcade,CTS Nos. 1084C and 1186A,Link

hospital Road, Malad West, Mumbai 400064

9 Mumbai, Vashi Plot No. 17, Sector-19D, Vashi, Phase 2, Sector 19D,
hospital Vashi, Navi Mumbai, Maharashtra 400705

10 Pune,Kalyaninagar Hermes Waves, Survey No. 212/1B, Plot no. 59 C,

Hospital Kalyaninagar, Pune 411006

11 Pune, Shivajinagar No. 103, CTS No. 3175, Plot No 65, Shree Shivaji Co-
Hospital Operative Housing Society Limited., Senapathi Bapat
Road, BhamburdaShivajinagar, Pune 411016

12 Gurugram Hospital MSJ House, Plot No. A-2, Mayfield Gardens, Sector 47,
Gurugram, Haryana.

13 Chandigarh, Site No. 48, Industrial Area, Phase-II, Chandigarh,

Hospital 160002

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S.
Hospitals Name Location
No.
14 Noida Hospital C-9, Hoshiarpur Village, Sector 51, Noida, Uttar
Pradesh 201301

15 Kanakpura Hospital No, 766 And 767, Kanakapura Rd, Narayana Nagar 1st
Block, Doddakallasandra Village, Bengaluru,
Karnataka 560062

16 Sahakarnagar Cloudnine, #1533, 9th Main, 3rd Block Jayanagar,

Hospital Bengaluru -560011

17 Electronic city 3, Opp Puma Showroom, Doddathoguru Village

Hospital Electronic City Phase 1, Neeladri Road, South, Taluk,
Bengaluru, Karnataka 560100

18 Delhi Hospital Community Centre, Plot, Street Number 6B, Fazalpur,

I.P.Extension, Mandawali, Delhi, 110092

19 Panchkula Hospital Swastik Vihar, Chandigarh - Panchkula Rd, Mansa

Devi Complex, Sector 5, Panchkula, Haryana 134109

20 Faridabad Hospital Plot No. 1B, 213/214, NH - 1, Block B, New Industrial

Twp 1, New Industrial Town, Faridabad, Haryana
121001

21 Chennai OMR 148, Old Mahabalipuram Rd, Mettukuppam,

hospital Thoraipakkam, Tamil Nadu 600097

22 Punjabi Bhag, New Plot No. 1, North West Avenue Club Road, Punjabi
Delhi Bagh, New Delhi - 110026

23 Gurugram 94/4, Gurunanak Tower, MG Road, Old DLF,

Sector 14 Gurugram, 122001

24 Ludhiana Ferozepur Rd, opp. to MBD Mall, Mahavir Nagar, Bhai

Randhir Singh Nagar, Ludhiana, Punjab 141012

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Annexure-IX (iv)

Park Group of Hospitals/Location

S. Hospitals Address Contact Details
No. Name
1 Park Meera Enclave Mr. Raju Singh
Mediworld (Chowkhnadi), Phone No. 011-45323232
Pvt Ltd Near Keshopur Mob: 8447313605
Sabzi Mandi, New Email: [email protected],
Delh-110018 [email protected]

2 Park Q-Block South Mr. Vishnu

Mediworld City, Sector-47, Phone No. 0124-4900000
Pvt Ltd Main Sohna Mob: 7503141444
Road, Gurugram, Email: [email protected],
Haryana [email protected]

3 Aggarwal J-Block, Sec-10, Mr. Amit

Hospital Near Court, Phone No. 0129-4200000
and Faridabad, Mob: 9015796421
research Haryana Email: [email protected],
Pvt. Ltd. [email protected]

4 Park National Highway Dr. Pradeep Kanchi

Medicity No-1, Village Phone No. 9467732306
India Siwah, Panipat Email: [email protected],
Pvt. Ltd. [email protected]

5 DMR CHD City, Sector Dr. Ranjana Sharma

Hospitals 45, G T Karnal Phone No. 0184-6620000
Pvt. Ltd. Road, Karnal, Mob: 8397050505
Haryana Email: [email protected],
[email protected]
6 The Signature Sector-37 Mr. Pushpender Singh
Hospital D(BPTP), Dwarka Phone No.: 0124-5000005
Mob: 9582367888
(A unit of Park Expressway,
Email: [email protected],
Medicity North Gurugram
Haryana [email protected]
Pvt. Ltd.)
7 Healing Touch Sultanpur Chowk, Dr. Jagmohan Obetoi
Super Nr. Dhulkot Mob: 9315149022
Specialty Barrier, Ambala Ms. Deepika Bhatia
Hospital (A Chandigarh Expy, Mob: 8851503602
unit of Blue Ambala, Haryana Email: healingtouchhospitaladmn
Heavens 134003 @gmail.com,
Health Care [email protected]
Pvt. Ltd)

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S. Hospitals Address Contact Details

No. Name

8 Umkal H Block, Chauma Dr. Swinky

Healthcare Village, Sector 1, Phone No. 9910041916
Pvt. Palam Vihar, Email: metrohospitalpalamvihar
Gurugram, @gmail.com,
Haryana 122017 [email protected]

9 Kailash Hospital NH8, Behror, Dr. Pradeep Malik

(A Unit of Rajasthan 301701 Phone No. 7042648235
Kailash Super Email:
Specilaity [email protected]
Hospital Pvt. [email protected]
Ltd.)

10 Nidaan Hospital Murthal Rd, Mr. Arun Sharma

(A unit of Sonipat, Haryana Mob: 9716075820
Narsingh 131001 Email: [email protected]
Healthcare
Pvt. Ltd.)

11 Park Medicity Urban Estate, Dr. Himani Sharma

world pvt. Ltd.) Patiala Punjab Mob: 9810257959

12 Amar Medical & Sector-3, Kiran Dr. Ram

Research centre Path Mansarover, Mob: 9810748258
(A unit of Jaipur,
Ratangiri Rajasthan-
Innovations 302020
Pvt.Ltd.)

13 Grecian Super Near Vill.Kumbra, Ms. Simran

Speciality Sector-69, SAS Mob: 7982519505
Hospital (A unit Nagar -
of RGS 160062,Punjab
Healthcare Ltd.)

(Circular No. 29/2023 dated 09.08.2023)

Note- Contact details of hospitals is as per details provided by the hospital at the
time of empanelment, which may be subject to change.

*******

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Chapter – XIII
DFCCIL EMPLOYEE WELFARE TRUST

In order to carry out welfare activities of the employees and their families,
Company have a registered trust namely ‘DFCCIL EMPLOYEES WELFARE
TRUST’. Trust is being administered and managed by the ‘Board of Trustees’.

1. Composition of the Trust:

The criteria for Board of trustees-board shall consist of the following: -
(a) GGM from Administration Department.
(b) GM from Accounts Department.
(c) GGM from HR Department.
(d) Four representatives of employees below General Manager level to
be nominated by Managing Director. One of them should be female
employee to represent the woman employees.
(e) Any other representative of employees (not exceeding two) to
represent special interest as may be considered necessary by the
Managing Director.

2. Sources of Fund for Welfare Activities:

a) The fund was started initially with a corpus of Rs. 25 lakhs
contributed by DFCCIL out of which Rs. 5 lakhs was held in
perpetuity and Rs. 20 lakhs was towards expenditure on various
welfare activities. Thereafter, DFCCIL has contributed annually by
increasing the assigned amount of Rs. 20.00 lakhs by 10% annually
till the completion of the Construction Phase
b) The fund shall be financed from the following sources:
(i) Subscription from the employees at the following rates: -
1) DGM & Above Rs. 200/-
2) Executive and Above Rs.100/-
3) Below Executive level Rs. 25/-
(ii) Membership will be compulsory for all the regular employees
and Deputationists only.
(iii) Voluntary contribution from the employees or other individuals,
organizations, etc.
(iv) Miscellaneous receipts such as from interest on investments,
charity shows, fetes, etc.
(v) After completion of Construction Phase, DFCCIL shall make an
annual contribution which will be in matching measure to the

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contribution made by the employees in the previous year and

shall credit to the Fund on the 1st April of each financial year.

3. Welfare Activities:-
(a) General welfare activity including recreation and amusement shall be
restricted to regular employees/Deputationists and their family
members such as:
(i) Sports activities like participation in events by employees or
their family members, Annual Sports Day, etc.
(ii) Annual picnic to be organized by Field Units and Corporate
Office for the employees and their family; and
(iii) Cultural activities of employees including educational-cum-
recreation tours of the employees or of their children.

(b) Provision of education to employees children:

Awarding scholarships for Professional like Technical, Medical,
Computer, Accountancy & Management education of children of
regular employees/ Deputationists provided no other assistance is
availed by the employees from the corporation or any other source;

(c) Relief from distress to employees:

(i) Financial assistance to below Executive level employees
suffering from TB, Leprosy, Cancer, mental diseases or any
other terminal disease, when on leave without pay.
(ii) Supply of artificial limbs when necessary to deserving regular
staff/ deputationists or their family members.

(d) Annual Voluntary Medical Check-ups and Camps:

For the employees/spouses who are 35 years and up to 45 years for
male and 40 years for female employees/spouse at the
hospitals/clinics approved by ‘The trust’ or in the office/colony
premises, as the case may be, with a view to detect dreaded
diseases, if any, at the early stage;
(i) Annual Voluntary Medical Checkup consisting of basic tests and
investigations.
(ii) Camps for Cancer Detection/Eye Screening etc.
(iii) Homeopathy and Allopathic Doctors for all employees in
corporate office who will provide free consultancy to the
employees.

(e) Marriage Gift:

To have the sense of belongingness with the employee on the happy
occasion of self and/children’s marriage;

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(i) @ Rs.5000/- on self-marriage

(ii) @ Rs.2500/- on son/daughter’s marriage.

(f) Resort Facilities:

The Trustee, if any appointed by the Trust, will work out the details
for finalizing the family holiday resorts by contacting the holiday
providers. The final terms and conditions will be laid down for
approval of MD and will be applicable to the regular employees/
Deputationists and their family members.

(g) Financial Assistance in case of death: (*)

In case of death of an employee, an amount of Rs. 5 lakhs will be
provided to the family.”
(*Clause 9 (g) amended vide circular no 10/2022-HQ/HR/3Welfare Fund
Rules Date: 29.03.2022)

(h) Scholarship for the wards of the bereaved families of the

deceased employees:
One time educational grant on admission to the degree/diploma
courses for professional/technical/engineering studies may be given
as under:
(a) Graduation - Rs.10,000/- or actual whichever is lower per child
on submission of fee receipt from the family.
(b) Diploma Courses Rs. 15,000/- or actual whichever is lower per
child on submission of fee receipt from the family.
(c) Engineering Graduate Courses/ Professional Degree -
Rs.25,000/- per annum per child on submission of receipt of fee
by the family.
(i) Educational Assistance to the wards Children of deceased
employee:
Up to the level of senior secondary (12th standard) education up to
Rs. 15,000/- per annum per child subject to a maximum of two
wards of the employee.
4. Definition of Family:
The definition of “Family” shall be as provided for in DFCCIL Medical Rules.

*******

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Chapter-XIV
Social Security Schemes

Section-I
DFCCIL Employee’s Pension Scheme - NPS

1. Short Title and Commencement:

a) The scheme will be called DFCCIL Employee’s Pension Scheme-NPS.
b) They shall come into force w.e.f 01.01.2017.

2. Application:
The scheme shall be applicable to:
i. All regular employees of the company.
ii. These rules shall not apply to Deputationists, Consultants, Advisor,
casual/daily rated employees and those on contract.

3. Contribution:
a) The contribution of the employer will be @10 % of BP+DA.
b) The employer’s contribution @ 10% of BP+DA will commence from
01.01.2017, for regular employees as on 01.01.2017. For employees
who have joined DFCCIL as regular employees after 01.01.2017, the
contribution of the employer @10% of BP+DA will commence from date
of their joining.
c) Employees are given an option to contribute voluntarily. In such cases,
the voluntary contribution of employee will commence from the month
following the enrolment of the employee under NPS and allotment of
Permanent Retirement Account Number (PRAN).

4. Operation of the Scheme:

The detailed guidelines/norms issued by Govt. of India (PFRDA) for NPS from
time to time will be adopted for DFCCIL. The existing features adopted for
operation of the scheme in DFCCIL is mentioned in Annexure A.
5. Charges payable for operation of the pension scheme (Registration charges,
service/administrative charges on employer’s contribution) will be borne by
DFCCIL. Service/administrative charges on voluntary contribution of
employee will be borne by employee (subscriber).
6. Any changes and amendments issued subsequently in the NPS by the GOI
will be adopted and notified.

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Annexure A

Operation of the NPS Scheme

1. The scheme has two Tiers i.e. Tier-I & Tier-II.

2. The contribution of the employer (DFCCIL) @ 10% of BP+DA and their
investment return would be deposited in a non-withdrawal pension Tier-I
account.
3. Tier II is a voluntary savings facility with the facility of withdrawal as per
employee option. DFCCIL will not make any contribution to this tier-II
account. Employees can contribute in Tier I and/or Tier II.
4. Central Record Keeping Agency (CRA), an entity authorized by PFRDA to act
as an operational interface between PFRDA and other NPS intermediaries will
be nominated from the Authorized CRAs published by PFRDA with the
approval of MD.
5. Point of Presence (POP), a separate entity authorized by PFRDA to work as an
interface between corporate subscriber (employee) and the NPS
architecture will be nominated from the authorized list of POPs published by
PFRDA after negotiating the service charges with the prospective POPs
invited for bidding for NPS scheme in DFCCIL with the approval of MD.

6. Exit & Withdrawal from the Scheme:

(i) An employee covered under the scheme can exit at or after attaining the
age of 60 years from the Tier – I of the system. At exit, it would be
mandatory for the individual to invest 40 % of the pension wealth to
purchase an annuity from an IRDA regulated life insurance company,
which will provide for pension for the lifetime of the employee and his
dependent parents/spouse at the time of retirement. The balance 60%
is paid as lump sum payment to the subscriber. If the corpus is less than
Rs.2 lacs complete withdrawal may be opted by the employee.
(ii) In the case of employee, who leaves the system before attaining the age
of 60 years, the mandatory annuitization would be 80 % of the pension
wealth to be utilized for purchasing an annuity for providing pension to
the subscriber. The balance (20%) can be withdrawn in lump sum. If the
corpus is less than Rs 1 lacs then complete withdrawal may be opted by
the employee.
(iii) In case of death, the option of 100 % withdrawal from the scheme will be
available to the Nominee.
(iv) The employee who have superannuated since 01.01.2017 onwards and
before implementation of the scheme in DFCCIL will be enrolled under
the scheme in case their corpus is more than Rs. 02 lacs, otherwise their
contribution will be paid to them.

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7. Investment Choice Asset Allocation:

i) The scheme provides for following options under Active Choice for
investment by the employee:
• Asset Class E: Investment in predominantly equity market
instrument.
• Asset Class C: Investment in fixed income instruments other
than Government securities.
• Asset Class G: Investment in Government Securities.
• Asset Class A: Investment in Alternate Investment Fund.
ii) The scheme also provides for an option to the Subscriber for investment
under Auto choice option, where the investment across the asset classes
E, C & G is made automatically based on age.
8. For Investment, the employee will have to choose anyone from the
nominated Pension Fund Managers (PFMs) appointed by PFRDA for
investment in Asset classes as per his/her choice.
9. For Annuity Service Provider (ASP), subscriber (employee) may choose the
service provider from the nominated ASPs of PFRDA as per his/her choice.
10. For more details about NPS, their website www.pfrda.org.in may be referred to.

Joint Procedure Order for Implementation of DFCCIL Employee’s

Pension Scheme- NPS
1. The scheme will be effective from 01.01.2017.
2. The employer’s contribution @ 10% of BP+DA will commence from
01.01.2017, for regular employees as on 01.01.2017. For employees who
have joined DFCCIL as regular employees after 01.01.2017, the
contribution of the employer @10% of BP+DA will commence from date of
their joining.
3. Employees have an option to contribute voluntarily. In such cases, the
voluntary contribution of employee will commence from the month
following the enrolment of the employee under NPS and allotment of
Permanent Retirement Account Number (PRAN).
4. Appointment of Central Record Keeping Agency (CRA) and Point of
Presence (POP) will be finalized from the approved list published by PFRDA,
with the approval of MD.
5. The process for getting DFCCIL registered in the CRA system through POP
for allotment of Corporate Registration Number (CRN) will be done by HR.
6. HR will process the filling up of the forms of employees for enrollment under
NPS scheme through online/manual mode.
7. All the completed forms will be handed over to the nominated POP by HR for

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forwarding it to CRA for generating PRAN of each employee/subscriber. On

every subsequent joining, the same process will be followed.
8. In case an employee is already enrolled under NPS and has a PRAN, in such
cases, his/her account will be mapped with the POP of DFCCIL. HR will
process the above cases with the nominated POP.
9. In case of an employee who leaves the organization for joining other
organization, HR will initiate the process to de - link the account through
nominated POP to enable the employee to get his PRAN account mapped to
new organization.
10. Monthly remittance (employer’s and employee’s voluntary contribution) to
POP will be managed by Finance. (HQ-HR/COPO9(HR)/5/2O2O-HR-COORD
AND POLICY Dated: 26.05.2020)

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Section-II
Employee Provident Fund

DFCCIL PF Operation with EPFO:

In compliance with ‘The Employees’ Provident Funds and Miscellaneous
Provisions Act, 1952’ and approval from the DFCCIL Competent Authority i.e.
Managing Director, the company's EPF account has been established under
account No. (Establishment ID) DL-42192. Contributions from both DFCCIL
employees and their employers commenced from March 1, 2011. Here's an
overview of how EPF accounts operate for DFCCIL employees with EPFO:
i) Accounts department is making the necessary deductions (Employer as
well as Employee's contribution), prepare challans, deposit contribution
in EPF account, and related necessary routine returns to EPFO.
ii) HR is in the forefront to co-ordinate in the matter.

Applicability of the EPF Act and EPF Scheme:

a. The EPF Act is an act that provides for the institution of provident funds
(EPF), pension fund (EPS) and employee’s deposit-linked insurance
scheme (EDLI) for employees in factories and other establishments and
vide section 5 provides for a welfare scheme for the establishment of
provident funds under the Act for employees or for any class of employees
and specify the establishments or class of establishments to which the
said scheme shall apply i.e. the EPF Scheme brought into force to secure a
better future for employees enacted by the Government of India.
b. Under the EPF Scheme, both employers and employees must make their
contributions to the Employees’ Provident Fund (EPF). The interest
earned on the amount is credited to the EPF account and is available to
the employee at the time of retirement or exit from the employment
provided certain conditions are fulfilled.
c. The administration and management of EPF is carried out by the EPFO.

The Key Aspects Covered under the EPF Act and EPF Scheme:
The EPF Act is applicable to every establishment which employees 20
(twenty) or more persons and every such employer shall be required to be
registered under the EPF on the government website ‘Employee Provident
Fund Organization (EPFO)’.
1. The contributions payable by the employer under the EPF Scheme
shall be at the rate of 12% (twelve percent) of the basic wages,
dearness allowance (including the cash value of any food
concession) and retaining allowance (if any) payable to the
employees regularly on a monthly basis. For EPS members, the 12%
(twelve percent) rate is allocated as follows: 8.33% is the

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employer's contribution towards the EPS Scheme, while 3.67% goes

towards the EPF.
2. The employees are also required to make an equal and matching
contribution of 12 % (twelve percent), which makes the total
monthly percentage contributed to 24 % (twenty-four percent).
3. As per para 26 A of the Employees Provident Fund Scheme, 1952 in
case the employee earns more than INR 15,000 per month including
dearness allowance, retaining allowance (if any) and cash value of
food concession, the contribution payable by the employee, and in
respect of the employee by the employer, shall be limited to the
amounts payable on a monthly pay of INR 15,000 (Indian Rupees
Fifteen Thousand only) including dearness allowance, retaining
allowance (if any) and cash value of food concession.
4. However, members are also having the option to contribute on
higher wages, surpassing Rs. 15,000/- (Fifteen Thousand only),
upon securing permission from APFC/RPFC in accordance with the
provisions outlined in para 26(6) of the EPF scheme.
5. However, since September 1, 2014, the EPFO has ceased granting
new memberships under the EPS Scheme to individuals who joined
PF membership after that date. Consequently, in such instances, the
entire 12% of the employer's contribution is directed to the EPF
account.
6. Members have also the option to make voluntary contributions
beyond the standard 12% (twelve percent) rate.

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Section-III
DFCCIL Post-Retirement Medical Benefit Scheme

1. Objective
To set up a Post-Retirement Medical Scheme (PRMS) for catering to the
medical requirements of the eligible employees of DFCCIL and spouse of
deceased DFCCIL employees in IDA pay-scales.

2. Title of the Scheme:

The scheme be known as “DFCCIL Post-Retirement Medical Benefit Scheme”.

3. Eligibility:
The scheme will apply to the following categories of the employees:
i) The Scheme shall be applicable to serving employees in IDA pay scales
of pay who would superannuate after putting in 15 years service in
CPSE(s). The period of service rendered on secondment / deputation to
any other concern under the management or services lent by the
company to any PSU/ Autonomous Body / Statutory Body / office would
be counted for the purpose.
ii) The scheme shall also be extended to all categories of Superannuated
employees in IDA pay scales, who have superannuated on 01.01.2017
or afterwards, after putting in at least 15 years of service in CPSE(s),
and spouse of above-mentioned category of deceased employees or ex-
employees, who had died after 01.01.2017.
iii) Minimum requirement of 15 years’ service shall not be applicable for
Board level Executives who have retired / will retire or have completed /
will complete their tenure after 01/01/2017.
iv) Employees who resign from service (excluding resignation covered under
“technical" formality clause), and those employees upon whose services
are terminated, removed or dismissed is imposed because of disciplinary
proceedings, shall not be eligible for benefits under this scheme.
v) In the event of death of a member or an employee who is permanently
disabled & incapacitated, leading to cessation of his/her service, before
putting in 15 years of service in a CPSE, or, to early retirement before
putting in 15 years’ service in CPSE(s), he/she and his/her beneficiary
will become eligible for the benefit under this scheme.
vi) Cases of VRS/VSS would be governed by such specific schemes of
VRS/VSS. Benefits under this scheme would not accrue to VRS/VSS
optees automatically
vii) Spouse will not be eligible for medical facility under this scheme in the
event of re-marriage.

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viii) While calculating the period of service of 15 years, any period of service
rendered as Trainee, internship or casual, contractual shall not been
counted. The service rendered in Government shall not be counted for
the purpose of computation of total service in CPSE(s).
3.1 The following category of employees are not covered under the scheme.
i. Ad-hoc/contract employees including those on casual or daily wages
ii. Part-time and re-employed employees
iii. Consultants and advisors
iv. Employees on deputation to DFCCIL
v. Those whose services have been terminated/ dismissed / removed.

4. Definitions:-
In this Scheme unless the context otherwise requires:
i) “EFFECTIVE DATE” in relation to the Scheme shall mean 1st day of
January, 2017, the date as from which the scheme takes effect;
ii) The “COMPANY” shall mean “Dedicated Freight Corridor Corporation of
India Ltd.”
iii) The “EMPLOYER” shall mean Dedicated Freight Corridor Corporation of
India Ltd. through its Chairman & Managing Director or the Managing
Director, as the case may be.
iv) “SCHEME” shall mean DFCCIL Post-Retirement Medical Scheme
(PRMS).
v) “TRUST” shall mean DFCCIL Post-Retirement Medical Trust
vi) “RULES” shall mean the Rules of the Scheme as herein set out and any
amendments made thereto from time
vii) “EMPLOYEES” shall mean – The regular employees of the Company in
IDA pay scales who are eligible as per para – 03 above.
viii) “MEMBER” shall mean an Eligible employee and retired or ex-employee
who has been admitted to the membership of the Scheme.
ix) “SERVICE” shall mean in relation to a Member the period for which for
the purpose of the scheme, he/she has been or deemed to be in
continuous service with the employer including service rendered in
CPSE(s), the period of regular service in DFCCIL up to the date of his
normal retirement date or the date of cessation of service, as the case
may be, and this will include, inter alia, period of authorized leave.
x) “SUPERANNUATION” shall mean in respect of each employee the date
on which he attains the age of 60 years or as fixed by the Company.
xi) “BENEFICIARY” shall mean the Member, his/her spouse and mentally/
physically disabled children totally dependent upon the member.

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xii) “QUALIFYING SERVICE” includes

a) past services rendered in continuity in CPSEs;
b) the period from the date of joining as a regular employee, including
as probationer.
xiii) “SALARY” shall mean Basic Pay, Dearness allowance and stagnation pay,
if any.

5. Conditions for Joining the Scheme:

The eligible employees mentioned in para-3, at the time of his retirement, or,
the beneficiary in case of an employee/ ex-employee who is/was eligible
under para 3.0 above, shall be eligible to become a Member of the scheme by
submitting an application to the Company in the prescribed Proforma (Form-
A) and if found eligible, he/she will be issued a membership card.
Further that the concerned employee shall not be eligible to avail of the
benefit under the scheme in case he/she is already availing of similar benefit
from Govt. Hospitals/ Dispensaries or other CPSE Hospitals/ Dispensaries
(if any).
The management reserves the right to approve/not approve the
membership of any person. The decision of the management of the Company
in this regard shall be final.

MANAGEMENT OF THE SCHEME

6. Funding of the Scheme

6.1 Vide clause (v) of Annexure-IV of DPE’s Office Memorandum No.
2(70)/09- DPE(WC) dated 26.11.2008, CPSE’s have been allowed to
make their own scheme to take care of the superannuation benefits of
IDA scales employees consisting of Contributory Provident Fund,
Gratuity, Pension and Post-Retirement benefits to the tune of maximum
30% of basic pay plus DA vide DPE’s Office Memorandum No. 2(70)/08-
DPE(WC)-GL-VII/09 dated 2.4.2009. In accordance with DPE
instructions, DFCCIL is incurring expenditure of approximately 27% on
Gratuity, Pension scheme (NPS) and Employer’s contribution towards
Provident Fund, leaving a balance of 3% of basic pay and DA for Post-
Retirement Medical Scheme. Accordingly, 3% (maximum) shall be
contributed towards Post-Retirement Medical Scheme. Every year a
provision shall be made as per DPE's O.M. dated 26.11.2008 and
21.05.2014 to take care of the medical needs of IDA pay scale ex-
employees.
6.2 DFCCIL as employer shall contribute towards Post-Retirement Medical
Scheme maximum at the rate of 3% of 'Basic Pay + DA' drawn by the
employees. In the present scenario since DFCCIL NOT fully operational

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and is technically not securing profits, a contribution of 2% will be set

aside from its D&G charges. This rate of 2% shall continue in future also
when the company enters its Operation phase and starts earning profit.
However, this rate of contribution can be increased upto 3% if in future, it
is felt that more funds are needed as per the provision in para-6.3 below.
6.3 The ordinary Annual/Monthly contribution of 2% may be got reviewed
annually by an Actuary, if the need is felt. The rate of contribution may
be increased maximum upto 3%, or decreased as per the Actuarial
report, with the approval of the MD/DFCCIL. The overall ceiling of 30%
of salary for all superannuation schemes shall be adhered to.

7. Creation of Trust
a) The DFCCIL Post-Retirement Medical Benefit Scheme will be
administered and managed through a Trust, hereinafter called as
DFCCIL Post-Retirement Medical Trust especially formed for this
purpose.
b) DFCCIL will make an upfront contribution every year to the fund to the
extent of 2% of the basic pay + DA of the employee, out of 30% for
superannuation benefits as per DPE guidelines. The contribution can be
increased maximum upto 3% in terms of para-6 above.
c) MD will nominate officers of Trust and frame appropriate Rules for
forming and management of the Trust. He will nominate a functional
Director as its Chairman and Executive Director as Secretary.

8. Management of the Scheme

8.1 Chairman & Managing Director/ Managing Director shall nominate
Trustees of the DFCCIL Post-Retirement Medical Fund hereinafter
referred to as "Board of Trustees’ for managing contribution to the
corpus, management and investment of the Fund, who will ensure that
the Fund is invested in risk free securities. The Board of Trustees may
delegate the work to a Committee, to work under its supervision, for
monitoring of Scheme, investment of funds, disbursement of funds, etc.
8.2 The Board of Trustees would be competent to:;
i. Nominate executives for signing agreements/documents/ operating
bank account(s) on behalf of the Trust and Scheme, and
ii. Nominate executives for taking all actions as may be incidental to
operate/ amend/interpret the Scheme from time to time.

BENEFITS UNDER THE SCHEME

9. Benefits
The medical benefits to the ‘beneficiary’ as defined in Para-4 above will be
admissible for the following treatment taken only in India as per details
indicated below-

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(a) Indoor treatment for self and spouse.

(b) Outdoor treatment including executive health checkup (annual) for
self and spouse and for special diseases.
9.1 Outdoor medical treatment includes Annual/periodical health checkup
costs besides expenditure incurred on pathological tests/investigations,
radio diagnostics etc.
9.2 Indoor treatment means treatment taken during hospitalization.
9.3 The entitlement of room rent and other treatment charges including
surgical and non-surgical treatment shall be on the scale as admissible
to a serving employee from time to time, corresponding to the last
post/grade held by the employee.
9.4 Outdoor Treatment for Special diseases shall be as per the
reimbursement of special diseases laid down in DFCCIL Medical Rules. It
shall include Ophthalmic Treatment, Dental Treatment, Hearing Aid,
Artificial limbs and appliances, Pathological and other Diagnostic
Investigations and Procedures, as described in DFCCIL Medical Rules.
9.5 Advance for indoor medical can be allowed based on estimate given by the
hospital to an extent of 75% of the estimated expenditure. After discharge
from the hospital, the beneficiary will settle the claim within 30 days.
9.6 The reimbursement of expenses towards medical equipment/treatment
without indoor admission will be as per the entitlements contained in
DFCCIL Medical Rules applicable at the time of treatment.

10. Reimbursement of Medical Expenses: -

The beneficiaries shall submit their claims along with a copy of the self-
attested membership card. The claim shall be submitted by the beneficiary
on the prescribed Proforma.) (Form-B)

11. Claims for Reimbursement: -

11.1 Hospitalization: -
Claims for reimbursement of Hospitalization can be submitted by
the beneficiary after the treatment, in the prescribed Proforma
(Form-B) along with required hospital treatment Bills and
supporting documents as prescribed from time to time.
(a) No Travelling Allowance/Conveyance is payable for outstation
treatment.
11.2 OPD/Outdoor for special Diseases/other claims of treatment
without indoor admission:
Claims for Reimbursement of OPD expenses should be submitted
quarterly during the financial year along with documents in original
viz. Bills of medicines, tests and doctors prescriptions etc. as per
details below:

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(a) Bills for the period of treatment from 1st March upto May to be
submitted in the 1st week of June;
(b) Bills for the period of treatment from 1st June upto August to be
submitted in the 1st week of September;
(c) Bills for the period of treatment from 1st September upto November
to be submitted in the 1st week of December;
(d) Bills for the period of treatment from 1st December upto February to
be submitted in the 1st week of March.

12. Process of Claims:

The claims relating to reimbursement of medical expenses under the
Scheme shall be submitted to the Executive nominated by the Board of
Trustees as laid down in para-8.2 above or as may be notified from time to
time. The dependency of the beneficiary would be got verified by the
nominated Executive before finalization of the claim. The member of the
Scheme should invariably intimate the nominated Executive of his/her
hospitalization within 3 days of his/her hospitalization through email/fax/
letter. In case of emergency/serious cases, the period of intimation may
be extended as per the condition of the case with the approval of the
Company. The claims of members shall be processed on the pattern of
medical reimbursement being processed in case of serving DFCCIL
employees as per DFCCIL Medical Rules, as amended from time to time, by
the nominated Executive.

13. Settlement of Claims: -

The claims will be settled and payments shall be released to the member of
the Scheme through Bank transfers to his account as mentioned in the
reimbursement claims.

MISCELLANEOUS PROVISIONS

14. Amendment to the Scheme: -

The Chairman & Managing Director/ Managing Director shall be the
competent authority to make minor modification(s) to the Scheme from
time to time as may be required including on aspects relating to inflationary
rates for the purposes of calculation of the amount of eligibility, subject to
observation of all Government guidelines.

15. Interpretation and Relaxation of Rules: -

The power to interpret these rules, in cases of doubt, vests with the
Chairman & Managing Director/ Managing Director of the Company, whose
decision shall be final. He may also relax any of the provisions of these rules
in individual cases of hardship for reasons to be recorded in writing.

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16. Prevention of Misuse: -

16.1 Management has the discretion to terminate the membership of a
member/ spouse on the basis of evidence on record that the
benefits/facilities under the Scheme are being misused/abused by a
member/spouse, apart from taking such other action as it may deem fit.
16.2 If any member of the scheme has claimed reimbursement of medical
expenses from more than one organization for the same treatment/bill,
subject to confirmation of the same, the membership will be summarily
terminated with discretion to Management to take such action as it may
deem fit.
16.3 The member will be required to submit a declaration to the effect that
he/she will not claim reimbursement from more than one organization
for the same bill/treatment (included in Form ’B’)

17. General: -
17.1 The company reserves the right to amend or modify the Scheme, in
part or full at any time and without assigning any reasons. The retired
employee will have no right whatsoever to force the Company to the
continuity of the scheme or to enhance/extend any other facility than
those provided in this Scheme.
17.2 In the event of any ambiguity or dispute arising out of any of the
provisions of this scheme, the decision of the Chairman & Managing
Director/ Managing Director will be final.

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FORM-A

APPLICATION FORM FOR JOINING DFCCIL PRMS

Joint photograph of family/

beneficiaries with employee
duly self-attested (one to be
pasted and one photo to be
attached with this form)

I hereby opt to join & become a member of DFCCIL PRMS. Kindly issue me the
Medical Card along with my spouse/ physically disabled children (fully dependent
on the member) as per the rules of the scheme. Service particulars and other
information are as under:
1. Name of employee / ex-employee:
2. Employee code:
3. Name of the applicant, if applying by spouse/dependent:
4. Father’s / husband’s name of employee:
5. Designation of employee at the time of separation:
6. Office/Field unit from which retired:
7. Last Grade & Salary drawn:
8. Date of birth:
9. Date of appointment/absorption:
10. Date of retirement /superannuation/death:
11. Nature of retirement:
12. Qualifying service for PRMS:

In DFCCIL DD: MM: YYYY:

In other PSUs: DD: MM: YYYY:
Please specify the Name of the PSU-:
Total Qualifying Service DD: MM: YYYY:

13. Address:
14. Details of spouse/physically disabled children (fully dependent on the member)
for whom medical card is/are to be issued: -

S. No. Name Relation with member Date of birth

1
2
3

Sign. : (. ........................ )

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FORM –A (contd.)

DECLARATION BY APPLICANT

I, ………………………………….…………… hereby declare that I am joining the above-

said scheme (PRMS) with full knowledge of the rules and regulations of the
scheme. I would not challenge the order of DFCCIL to this effect in any court of
law. I also declare that I shall fulfil all terms and conditions of DFCCIL PRMS as
amended till now and bind with these instructions.
I further declare the employment and medical facility status in respect of my
spouse/dependent children as detailed below:

S Name Relation Whether working Whether Medical

No. with in Government/ facility availing
Member/ Private from that
Employee organization employer
(Yes/No) (Yes/No)*

*In case of spouse/dependent working in Government/Private organization,

certification of the employer may please be attached.

Date:

Place:
( )

signatures of applicant

Contact no.

Emailid………………………………………………..…………

To- GM/HR Cadre

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FORM-B

Medical Reimbursement Claim Form

(To be filled in BLOCK LETTERS)

1. (a) Name of the retired employee:

(b) Employee Code:
(c) Date of retirement:
(d) Last post held in DFCCIL:
(e) Last Scale of pay in DFCCIL:
(f) Full Address:
(g) Mobile telephone No. and e-mail address, if any:

2. (a) Patient’s Name:

(b) Relationship with the retired employee:

3. Name & Address of the hospital/ diagnostic centre /

Imaging centre where treatment is taken or tests done:

4. Treatment for which reimbursement claimed

(a) OPD/Test & investigations:
(b) Indoor Treatment:

5. Whether subscribing to any health/medical insurance: Yes/No

Scheme, If yes, amount claimed/received:

6. Total amount claimed:

(a) OPD Treatment:
(b) Indoor Treatment:
(c) Test/ Investigation:

7. Name of the Bank: ……………….. SB A/c No: ……………………………….

Branch MICR Code: ………………. IFSC Code : ………………………………

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DECLARATION/CERTIFICATION

I hereby declare that the statements made in the application are true to the best
of my knowledge and belief and the person for whom medical expenses were
incurred is wholly dependent on me. I agree for the reimbursement as is
admissible under the rules.
I hereby certify that no other organization has been approached/will be
approached for reimbursement of the Medical expenditure stated above and do
hereby give an undertaking that I shall not claim reimbursement of medical
expenses under the Post–Retirement Medical scheme of DFCCIL from more
than one organization for the same treatment/bill.
In case if it is found that the medical claims made by me are fraudulent, at any
stage, my membership may be summarily terminated and Management may
take appropriate action as deemed fit.

Date:………….

Place:……………………..

Signature of the retired employee/Claimant

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IMPORTANT

Kindly ensure to provide the following information/ documents, wherever

applicable:
(a) Original bills/ cash memo/ vouchers etc., for the reimbursement amount
claimed.
(b) Obtain Break up of Investigations from the hospital/ diagnostic centre/
Imaging centre (details and rate of individual tests and the exact number
of tests, X-ray films, etc..) as the reimbursable amount is calculated as per
approved rates per test.
(c) In case of implants (viz lens, artificial limbs, etc) and Aids Invoice No.
along with sticker with serial number of the implant to be attached.
(d) In case of Coronary Stents, Outer pouch of stents is to be enclosed.
(e) In case of replacement of pacemaker/ ICD etc., copy of the warranty
certificate of earlier pacemaker /ICD may be enclosed.

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Section-IV
DFCCIL Employees Group Gratuity Rules

DEFINITIONS, ELIGIBILITY & REQUIREMENTS FOR MEMBERSHIP

i. These Rules may be called “DFCCIL Employees Group Gratuity Rules”.

ii. Objective:
The objective of these rules is to provide financial assistance to the
employees of the Company and/or their family as a social security
measure on the termination of their employment due to
superannuation, resignation, physical incapacitation or death.

iii. Definitions
In these rules, unless the context otherwise requires: -
i) ‘Company’ shall mean Dedicated Freight Corridor Corporation of
India Limited (DFCCIL), having its Registered Office at 5th Floor,
Supreme Court Metro Station Building Complex, New Delhi-110001.
ii) “Corporation” shall mean the Life Insurance Corporation of India
established under Section 3 of the Life Insurance Corporation Act, 1956.
iii) ‘Scheme’ shall mean DFCCIL Employees Group Gratuity Scheme
described in these rules.
iv) ‘Rules’ shall mean the Rules of the Scheme as set out below and as
amended from time to time.
v) ‘Employee’ shall mean a person in the regular employment of the
Company which includes full time Managing Director and Directors but
shall exclude the following: -
(a) Casual and non-regular employee.
(b) Persons engaged on contract basis (like Consultants, Advisors,
Experts) including those whose services have been outsourced
through an agency.
(c) Re-employed after superannuation.
(d) Employees of Central, State Government or any other Corporation
or Company who may be working in DFCCIL on deputation/foreign
service terms.
(e) Apprentice and trainees.
vi) ‘Members’ shall mean an employee who has been admitted to the
membership of the scheme.
vii) ‘Nominee’ shall mean the person nominated by the member to receive
the benefits in the event of his death.

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viii) ‘Effective Date’ in relation to the scheme is 01 October 2018

ix) ‘Entry Date’ shall mean:-
(a) in relation to the original members, the effective date and;
(b) in relation to new Members admitted to the scheme after the
effective date, the Ist day of the month which is co-incident with
or which next follows the date on which they become eligible.
x) ‘Annual Renewal Date’ in relation to the scheme shall mean the
1 October in each subsequent year.
st

xi) ‘Normal Retirement Date’ shall mean in respect of each member

the date on which he retires on attaining the age of superannuation.
xii) ‘Completed Year of Service’: means continuous service for one year
xiii) ‘Continuous Service’ means uninterrupted service and includes
service which is interrupted by sickness, accident, leave, lay-off,
strike or a lockout or cessation of work not due to any fault of the
employee concerned and/or as defined in Section 2A of The Payment
of Gratuity Act 1972.
xiv) ‘Anticipated Service’ shall mean in relation to a member who dies
while in service before the Normal Retirement date the service which he
would have completed had he lived upto his Normal Retirement Date.
xv) ‘Salary’ shall mean Basic pay + Dearness Allowance.
xvi) ‘Family’ in relation to an employee shall be deemed to consist of:
(a) In the case of a male employee, himself and his wife and in the
case of a female employee herself and her husband;
(b) Sons, unmarried daughters including step children and adopted
children but excludes a child of an employee who has been
adopted by another person and such adoption is, under the
personal law of the person making such adoption, lawful;
(c) Widowed daughters;
(d) Brothers below the age of 18 years and unmarried and widowed
sisters including step brothers and step sisters;
(e) Father;
(f) Mother;
(g) Married daughters;
(h) Children of predeceased son; and
(i) Wife of a predeceased son
xvii) ‘Qualifying Service’ shall mean all service rendered in the Company
after completion of 18 years of age except the periods of service
rendered as Apprentice and extraordinary leave without salary.

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xviii) ‘Superannuation’ in relation to an employee means the attainment

by him of such an age as is prescribed in the Rules or conditions of
service by which he is governed, at which the employee shall vacate
the employment.
xix) ‘Trustees’ shall mean the Trustees appointed / nominated in Trust
from time to time for DFCCIL Employees Group Gratuity Rules.
xx) “Trust” shall mean the Trust under which the scheme is established.
xxi) ‘Trust Deed’ shall mean the Trust Deed executed by the Company
and the first Trustees for the purpose of administering the Scheme in
accordance with the provisions thereof and shall include any
amendments made thereto by appropriate deeds of variation.
xxii) ‘Due Date’ for the purpose of accounting in relation to the ‘Effective
Date” shall mean the 31st March and in relation to the “ANNUAL
RENEWAL DATE” shall mean 1 October in each subsequent year.
st

4. The Trustees to act for the Employer and Members:

The Trustees will act for and on behalf of the Employer and members in any
matter relating to the Scheme and every act done by agreement made
with the notice given to the Corporation by the Trustees shall be binding on
the Employer and the member.

5. Eligibility
“Employees who are not less than 18 years till they continue in the regular
service of DFCCIL.
Employees who are in the service of the company on the Effective Date
shall join the scheme as from that date.
Employees appointed by the company after the Effective Date shall join the
scheme on the date on which they become eligible.
Provided that, if on becoming the member of the scheme, the employer
requests the trustees to procure transfer of the equitable interest in
respect of any member secured under the approved gratuity scheme of any
other employer of which he was a member prior to joining the Employer’s
Service, the trustees shall take necessary steps to procure such transfer.
The amount so transferred shall be utilized by the trustees to secure part of
the benefits to be provided for the member in accordance with these rules.

6. Conditions for the Grant of Gratuity

Gratuity shall be granted to an employee of the company on the
termination of his employment, after he has rendered continuous and
qualifying service for not less than five years on: -
(a) superannuation; (b) retirement including voluntary retirement;
(c) resignation; (d) death; (e) Disablement due to accident or disease.

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Provided That
i. The completion of qualifying service of five years shall not be necessary
where the termination of employment is due to death, disablement, or
superannuation.
ii. In case of death of the employee Gratuity shall be payable to his nominee
or if no nomination has been made, gratuity will be paid in the manner
specified in Rule- 13.
iii. In case of Central Government / Railway employees, who are appointed
in the Company on permanent/immediate absorption basis, the
previous service rendered under the Government / Railways shall not be
taken into account while computing the qualifying service for payment
of gratuity under these rules. But in such cases, the condition of
minimum qualifying service of five years will not apply provided the past
service with the previous employer is not less than 5 years.
However, the total gratuity admissible in respect of service rendered
under the Government / Railways and that under the Company shall not
exceed the amount that would have been admissible had the employee
continued in Government / Railway service and retired on the same pay
which he drew on retirement from the Company.
iv. Upon a member leaving the service of the company of his own free will
after completion of five years of service the benefits payable will be
equal to fifteen days salary as on the day of leaving service for each year
of service. The member will not be entitled to any benefits if he leaves
the service before completing five year of service.
PROVIDED wherever a member leaves the service of the company and
joins the services of any employer, who is created by any Act of
Parliament, State Legislative, Central or State Government and
Government companies as defined under the Companies Act, the
amount of Gratuity already earned by the member, irrespective of
numbers of years of service rendered by him, will be transferred to the
new employer subject to that the new employer agreed to accept such
amount. Such transfer should take place with the consent of DFCCIL and
the other employer.
PROVIDED further that whenever a member joins the services of the
company after leaving the services of any employer, who is created by
any Act of Parliament, State Legislative, Central Government or State
Government and Government companies as defined under the
Companies Act, the company will accept the transfer and the amount of
gratuity already earned by him under his previous employer.

7. Evidence of Insurability
For the purpose of effecting terms Assurance in respect of the member,
evidence of insurability satisfactory to the Corporation shall be required
prior to the Employer’s entry into the scheme and on each occasion when
an increase in sum assured is to be granted.

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8. Contribution and Scheme of Insurance

These shall be paid by the DFCCIL to the trustees in respect of each
member the contribution mentioned in sub-paragraph (i) below annually
in advance on the date of entry of the member into the scheme and on the
relevant Annual renewal date and the contributions mentioned in sub-
paragraph (ii) below in one lump sum on the date of entry or in not more
than five equated annual instalments commencing from the date of entry
into the scheme and the trustees shall pay the same to the Corporation for
providing the gratuity benefits to the members under a Scheme of
Insurance.

Ordinary Annual Contribution

i) Ordinary Annual Contribution: The ordinary annual contribution
shall be such amount as shall be determined and recommended by the
Corporation within the limits stipulated under Rule 103 of I.T. Rules,
1962 for securing the benefits herein below described. The contribution
shall be 5% of the salary (Basic pay +DA) of each member and may be
varied from time to time on the basis of an evaluation of the benefits to
be made at intervals of not more than Three years. The contributions will
be paid throughout the future service of the members.
ii) Initial Contribution: The Employer shall pay any sums by way of initial
contributions in respect of Members relating to their past service with
the Employer as shall be determined and recommended by the
Corporation within the limits stipulated under Rule 104 of I.T. Rules
1962 for securing the benefits relating to such past services and, on
paying such sums, shall advise the Trustees as to their allocation to all or
specified members.
Provided that the contributions payable by the Employer in any year in
respect of any member in terms of sub-paragraph (I) above shall not
exceed 8.33% of the salary, paid to the member during the year and that
the initial contribution referred to in sub-paragraph (ii) above shall not
exceed 8.33% of the salary paid to the member for each year of his past
service with the Employer.

9. Cost of administering the Fund

9.1 All administrative costs of whatsoever nature including the costs,
charges and expenses of administering the Fund including the
maintenance of books of accounts, audit fee, investment
management fee / charges, accounting services charges, submission
of returns, bank charges etc. shall be borne by the Fund itself except
salary of the employees administering the Fund which shall be borne
by the Employer.

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9.2 Any loss that may be caused to the Fund due to theft, burglary,
misappropriation, fraud, defalcation, wrong investment decision or
any other reason by any of its employee(s) shall be borne by the
Fund. However, Employer would be entitled to recover this amount
from the employee concerned.

10. Scheme of Insurance

(i) The Trustees shall enter into a scheme of insurance with the
Corporation, if possible, for providing the benefits to the members.
Subject to the provisions of Rule 7, an assurance will be effected on the
life of each member(s) under one year renewal term assurance plan for
a sum assured equal to the difference between (a) Fifteen days salary as
on the date of entry into the scheme or the Annual renewal date, as the
case may be, for each year of his Anticipated service and (b) Fifteen
days salary as on the days / on the day of entry into the scheme or the
Annual Renewal Date as the case may be for each year of service.
Provided that the Corporation may, in the case of any member, restrict
the sum assured for which the assurance is to be effected to a smaller
amount on the basis of the evidence of health submitted in respect of
that member. The assurance will be renewed on the Annual Renewal
Dates for appropriate sums assured.
(ii) After Appropriating the required amount towards the premium payable
year to year for the life assurance benefit the balance of the
contributions will be held by the Corporation in a running account for the
credit of the trustees. The Corporation will allow interest on the balance
remaining in the running account for each financial year ending 31st
March at a rate to be determined by the Corporation at the close of the
year.
(iii) When Gratuity becomes payable to a member on his retirement or
cessation of service, or to his nominee in the event of his death, the
Corporation shall pay to the trustees the benefits payable according to
the rules out of the balance remaining in the running account and under
the Term Assurance.

Benefits

11. Benefits on Retirement and Early Retirement due to ill Health

Upon retirement of the member or upon death whilst in service or upon
retirement owing to ill health or incapacitation, the benefits payable will be
equal to fifteen day’s salary for each completed year of Service.
The gratuity payable in respect of any member under the scheme will be
paid only in a lump sum; and shall be subject to the overall ceiling
prescribed in the Payment of Gratuity Act, 1972; as amended from time
to time.

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12. Benefits on Death Before Normal Retirement Date

a) Upon the death of the member whilst in service before Normal
Retirement Date, the benefits payable will be equal to the total of:
(i) Fifteen days’ salary for each completed year of service up to the
date of death; and
(ii) Fifteen days salary for each year of his anticipated service upto the
date of his normal retirement.
Subject to the overall ceiling prescribed in the Payment of Gratuity Act,
1972; as amended from time to time.

13. Nomination for Payment of Gratuity

(a) Every member shall make a nomination conferring on one or more
persons the right to receive the benefits hereunder in the event of his
death before the benefits become payable. Such a nomination shall be
made according to the form given in the Appendix.
(b) If a member nominates more than one person under clause (a) above,
he shall, in his nomination, specify the amount or share payable to each
of the nominees in such manner as to cover the sole of the amount of
gratuity that may be payable in the event of his death.
(c) Where a member has a family at the time of making a nomination, the
nomination shall be in favour of one or more persons belonging to his
family. Any nomination made by such member in favour of a person or
persons not belonging to his family shall be invalid.
(d) If, at the time of making a nomination, the member has no family, the
nomination may be in favour of any person or persons but if the member
subsequently acquires a family, such nomination shall forthwith be
deemed to be invalid and the members shall make a fresh nomination in
favour of one or more persons belonging to his family.
(e) A nomination made by a member may, at any time, be modified by him
after giving a written notice to the trustees of his intention of doing so. If
the nominee predeceases the member, the interest of the nominees
shall revert to the member, who may thereupon make a fresh
nomination.
(f) A nomination or its modification shall take effect to the extent it is valid
on the date on which it is received by the trustees.
(g) If there is no nomination or if the nomination made does not subsist at
the time of death of an employee, the gratuity shall be paid in the
manner indicated below:
(i) If there are one or more surviving members of the family as in
clauses (a) and (b) of the sub-rule (xvi) of Rule 3, to all such
members in equal shares.

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(ii) If there are no such surviving members of the family as in sub

clause(i) above, but there are one or more surviving members as in
clauses (c), (d), (e), (f), (g), (h) and (i) of sub-rule (xvi) of Rule 3 to
all such members in equal shares.
(h) If a nominee has not been made by the member and the member does
not leave a family, then the benefits shall lapse to the fund.

14. Forfeiture of Gratuity

(a) Gratuity shall be wholly or partially forfeited
(i) if the services of such employee have been terminated for riotous
conduct or any other act of violence on his part, or disorderly
conduct, or
(ii) if the service of such employee have been terminated for any act
which constitute an offence involving moral turpitude, provided
that such offence is committed by him in the course of his
employment.
(b) In case of termination of service for any act, wilful omission or
negligence of the member causing any damage or loss to or destruction
of property belonging to the company, gratuity payable under the
scheme shall be forfeited to the extent of the damage or loss so caused.
(c) Gratuity will not be admissible to an employee whose services are
terminated for misconduct, insolvency or inefficiency.
(d) Gratuity shall be forfeited if the employee is removed or dismissed from
service.

15. Withholding of Gratuity during pendency of Disciplinary Proceeding

and/or Judicial Proceeding: -
(i) An employee against whom disciplinary action / proceedings is / are
contemplated or pending at the time of resignation / retirement etc., will
not be paid Gratuity, until the conclusion of disciplinary / judicial
proceedings and issue of final orders thereupon. On finalisation of the
disciplinary / judicial proceedings, the release of the payment of the
amount of gratuity will depend on the final outcome of the disciplinary /
judicial proceedings.
Note: for the purpose of this rule, judicial proceedings may be both civil
proceeding or criminal proceeding against an employee for any act,
wilful omission, negligence, riotous / disorderly conduct or an offence
involving moral turpitude, and on conclusion of such proceeding if he is
found guilty of any such act for which his gratuity is liable to be forfeited
under Rule 14.
(ii) In case of employee against whom disciplinary or judicial proceedings
have been instituted, and on the conclusion of proceedings he is fully
exonerated, gratuity as otherwise due shall be paid.

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(iii) In case where the disciplinary / judicial proceeding is dropped on

account of the death of an employee during the pendency of disciplinary
/ judicial proceeding, the gratuity shall be payable to the nominee /
family of the deceased employee.

16. Recovery of Dues from Gratuity:

(1) It shall be ensured that all dues payable by the employee at the time of
his retirement, death etc. is correctly ascertained and assessed. Dues
ascertained and assessed which remain outstanding till the date of
retirement or death etc of an employee shall be adjusted against the
amount of gratuity payable to him.
(2) A claim against the employee may be on account of all or any of the
following:
(i) Losses including short collection, shortage in stores etc caused to
the company as a result of negligence or fraud on the part of the
employee while he was in service.
(ii) The dues such as over payment on account of pay an allowance or
dues such as house rent, post office or Life Insurance Premia or
outstanding amount of advances like house building, conveyance
advance or any other advance.
(iii) Other dues payable by the employee to Consumer Cooperative
Societies, Consumer Credit Societies or the dues payable to any
other organisation. These dues can be recovered from the amount
of gratuity provided he gives the consent for doing so in writing to
the management.

Miscellaneous Provisions
17. The benefits assured under the scheme are strictly personal and cannot be
assigned, charged or alienated in any way.

18. Except as provided in these Rules, no member or his nominee shall have
any legal claim, right or interest in the scheme. PROVIDED ALWAYS THAT
the trustees shall administer the scheme for the benefit of
the members and their nominees in accordance with the provisions of
these rules.

19. Payment of Interest

If, for any reason, the amount of gratuity payment to the employee is not
paid within 30 days from the date on which gratuity had become payable to
the date on which it is paid, simple interest at such rate, as notified by the
Central Government, from time to time for repayment of long term
deposits, shall be paid to the employees concerned. However, no such
interest shall be payable to the employee if, the delay is due to the fault of
the employee and the management had obtained permission in writing
from the Competent Authority for delay in payment on this account.

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20. Jurisdiction
The master policy issued under the scheme shall be an Indian Contract
subject to the laws of India including the Income Tax Act, 1961, the
Payment of Gratuity Act,1972 and to any legislation subsequently
introduced. All benefits under the scheme shall be payable only in India.
Should anything contained in these rules, or in any amendment made
thereof be repugnant to any provision or provisions of the Income Tax Act,
1961, or the Income Tax Rule, 1962 it shall be ineffective to the extent of
such repugnance. Any such repugnance shall be removed by the trustees
if so directed by the Commissioner of Income Tax.

21. Master Policy

The Corporation will issue a single master policy to the trustees to provide
for the benefits to the members under the scheme.

22. Income Tax and Other Taxes

22.1 In any case where the Corporation or the trustees are liable to account
to the Income Tax authorities for Income Tax or any payment made
under the rule, the Corporation or the trustees as the case may be,
shall deduct a sum equal to such tax from any such payment made and
shall not be liable to the members for the sum so deducted.
22.2 If the gratuity fund and scheme for any reason cease to be approved by
the Commissioner of Income Tax, the trustees shall nevertheless remain
liable to tax on any benefits paid to any members or his nominees.

23. Interpretation of Rules

It shall be a condition of membership of the scheme that on any question
arising on any point of interpretation of these Rules or any point relating to
admission of new members and cessation of membership, the decision of
the trustees shall be final. If the decision has any bearing on the provisions
of part C of the fourth schedule of the Income Tax Act, 1961 or the rules
made there under it shall be forthwith reported to the Commissioner of
Income Tax and if the Commissioner of Income Tax as requires, the
trustees shall review the decision.
23.1 The provisions of Gratuity Act 1972 will prevail whenever there is any
contradiction in these rules vis-à-vis the Gratuity Act 1972 as amended
from time to time.

24. Authorization to amend DFCCIL Employees Group Gratuity Trust

Deed and Rules: -
Managing Director is hereby authorized to exercise the powers of the
company for effective administration of DFCCIL’s Gratuity Trust and;

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i) To reconstitute the Gratuity Trust and to fill vacancies as and when

they arise;
ii) To approve consequential amendments to DFCCIL EMPLOYEES
GROUP GRATUITY TRUST RULES resulting from amendments in the
Payment of Gratuity Act from time to time including enhancement
in the gratuity ceiling in accordance with Central Government
rules; and
iii) To approve removal of anomalies in the said Rules that might be
discovered at any point of time which are not in consonance with
the Payment of Gratuity Act as recommended by the Trustees of
DFCCIL Employees Group Gratuity Trust.

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(Form-F)
DEDICATED FREIGHT CORRIDOR CORPORATION INDIA LIMITED
(A Govt. of India Undertaking)

The Authorised Signatory,

Board of Trustees,
DFCCIL Employees’ Group Gratuity Trust
New Delhi.

Sir,
1. I, Shri/Shrimati/Kumari (Name in full here) ………………………………............……….
Whose particulars are given in the statement below, hereby nominate the
person(s) mentioned below to receive the gratuity payable after my death as
also the gratuity standing to my credit in the event of my death before the
amount has become payable, or having become payable has not been paid and
direct that the said amount of gratuity shall be paid in proportion indicated
against the name(s) of the nominee(s).
2. I hereby certify that the person(s) mentioned is/are a member(s) of my family
within the meaning of clause (h) of section 2 of the Payment of Gratuity Act.
1972.
3. I hereby declare that I have no family within the meaning of clause (h) of
section 2 of the said Act.
4. (a) My father/mother/parents/are not dependent on me.
(b) My Husband’s father/mother/parents is/are not dependent on my husband.
5. I have excluded my husband from my family by a notice dated the
… .......................... to the controlling authority in terms of the provision to clause
(h) of section 2 of the said Act.
6. Nomination made herein invalidates my previous nomination.

Nominee(s)
Name in full with Relationship Age of Proportion by which
full address of with the nominee the gratuity will
nominee(s) employee be shared

(1) (2) (3) (4)

1. Name of Employee in full : …………………...................…………………………………

2. Sex : ……………………………………………………

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3. Religion:.........................................................................................
4. Whether unmarried/married/widow/widower: ......................................
5. Dept./Branch/Section where employed: ..............................................
6. Post held with ticket or Serial No., if any: ............................................
7. Date of Appointment : ......................................................................
8. Permanent Address:
Village:.....................................Thana:.............................................
Sub Division:................................... P.O:.........................................
District:.........………………………………..State:...........................………………….

Place: ………………………………….

Date: …………………………………..

Signature/thumb impression of the employee

(Declaration by the witness)

Nomination signed/thumb impressed before me.

Name in Full and Full Address Signature of witness

1. ……………………………………… 1.………………………….……............

2. ……………………………………… 2.………………………….……............

Place: ………………………………….

Date: …………………………………..

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Certificate by the Employer

Certified that the particulars of the above nomination have been verified and
recorded in this establishment.

Employer’s reference No., if any,

Signature of the employer/officer authorized: ……………………………………………….

Designation: …………………………………………….…………............……………….…….

Date: …………………

Name and address of the establishment or Rubber stamp thereof

Acknowledgement by the employee

Received the duplicate copy of nomination in Form ‘F’ filled by me and duly
certified by the employer.

Date: ……………………………………

Signature of the Employee

Note: Strike out the words and paragraphs not applicable.

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PAYMENT OF GRATUITY (CENTRAL) RULES

FORM ‘I’
See sub-rule (1) of Rule 7

Application for Gratuity by an Employee

To,
(Give here name or description of the establishment with full address)

Sir/Gentlemen,
I beg to apply for payment of gratuity to which I am entitled under sub-section
(1) of Section 4 of the Payment of Gratuity Act, 1972 on account of my
superannuation/retirement/ resignation after completion of not less than five
years of continuous service/total disablement due to accident/total
disablement due to disease with effect from the Necessary particulars relating
to my appointment are given in the statement below.

Statement

1. Name in full
2. Address in full
3. Department/Branch/Section where last employed
4. Post held with Ticket No., or Serial No., if any
5. Date of appointment
6. Date and cause of termination of service
7. Total period of service
8. Amount of wages last drawn
9. Amount of gratuity claimed

I was rendered totally disabled as a result of---

(Here give the details of the nature of disease or accident)

The evidences/witnesses in support of my total disablement are as follows: -

(Here give details)

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Payment may please be made in cash/open or crossed bank cheque.

As the amount of gratuity payable is less than rupees one thousand, I shall
request you to arrange for payment of the sum due to me by Postal Money
Order at the address mentioned above after deducting postal money order
commission therefrom.

Yours faithfully,
Signature/Thumb-impression of the
applicant employee.

Place: ..........................................
Date: ...........................................

Notes.- (1) Strike out the words not applicable.

(2) Strike out paragraph or paragraphs not applicable.

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PAYMENT OF GRATUITY (CENTRAL) RULES

FORM 'J'
See sub-rule (2) of Rule 7

Application for Gratuity by a Nominee

To,
(Give here the name or description of the establishment with full address).

Sir/Gentlemen,

I beg to apply for payment of gratuity to which I am entitled under sub-section

(1) of Section 4 of the Payment of Gratuity Act, 1972 as a nominee of
late (Name of the employee) who was an employee
of your establishment and died on the
. The gratuity is payable on account of the
death of the aforesaid employee while in service/superannuation of the
aforesaid employee on /retirement or resignation
of the aforesaid employee on after completion of years of service/total
disablement of the aforesaid employee due to accident or disease while in
service with effect from the . Necessary particulars
relating to my claim are given in the Statement below:

Statement

1. Name of applicant nominee

2. Address in full of the applicant nominee
3. Marital status of the applicant nominee (unmarried/ married/
widow/widower)
4. Name in full of the employee
5. Marital status of employee
6. Relationship of the nominee with the employee
7. Total period of service of the employee
8. Date of appointment of the employee
9. Date and cause of termination of service of the employee
10. Department/Branch/Section where the employee last worked
11. Post last held by the employee with Ticket or Sl. No., if any

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12. Total wages last drawn by the employee

13. Date of death and evidence/witness as proof of death of the employee
14. Reference No. of recorded nomination if available
15. Total gratuity payable to the employee
16. Share of gratuity claimed

I declare that the particulars mentioned in the above statement are true and
correct to the best of my knowledge and belief.
Payment may please be made in cash/crossed or open bank cheque.
As the amount payable is less than rupees one thousand, I shall request you
to arrange for payment of the sum due to me by postal money order at the
address mentioned above after deducting postal money order commission
there from.

Yours faithfully,
Signature/Thumb-impression of
applicant nominee.

Place:..............................
Date:..............................

Notes.- (1) Strike out the words not applicable.

(2) Strike out paragraph or paragraphs not applicable.

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FORM 'K'
See sub-rule (3) of Rule 7
Application for Gratuity by a Legal Heir

To,
(Give here the name or description of the establishment with full address)

Sir/Gentlemen,

I beg to apply for payment of gratuity to which I am entitled under sub-section

(1) of Section 4 of the Payment of Gratuity Act, 1972, as a legal heir of
late (Name of the Employee) who was an employee of your
establishment and died
on the without making any nomination. The gratuity
is payable on account of the death of the aforesaid employee while in
service/superannuation of the aforesaid employee on the retirement or
resignation of the aforesaid employee on the after completion of
years of service/total disablement
of the aforesaid employee due to accident or disease while in service with effect
from the Necessary particulars relating to my claim
are given in the Statement below:

Statement

1. Name of applicant legal heir

2. Address in full of applicant legal heir
3. Marital status of the applicant legal heir (unmarried/married/
widow/widower)
4. Name in full of the employee
5. Relationship of the applicant with the employee
6. Religion of both the applicant and the employee
7. Date of appointment and total period of service of the employee
8. Department/Branch/Section where the employee worked last
9. Post last held by the employee with Ticket or Sl. No., if any
10. Total wages last drawn by the employee
11. Date and cause of termination of service of the employee (death or otherwise)

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12. Date of death of the employee and evidence/witness in support thereof

13. Total gratuity payable to the employee
14. Percentage of the gratuity claimed
15. Basis of the claim and evidence/witness in support thereof

I declare that the particulars mentioned in the above statement are true and
correct to the best of my knowledge and belief.
Payment may please be made in cash/open or crossed bank cheque.
As the amount payable is less than Rupees one thousand, I shall request you
to arrange for payment of the sum due to me by postal money order at the
address mentioned above, after deducting postal money order commission
there from.

Yours faithfully,
Signature/Thumb-impression
of applicant legal heir.

Place:............................................

Date:............................................

Note.—Strike out the words not applicable.

*******

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Section-V

EX-GRATIA

Financial Assistance in Case of Death/Permanent Incapacitation

(Permanent Total Disability) of an Employee - Payment of Ex-Gratia

1. “Financial assistance in case of death of an employee - payment of Ex-gratia”

for DFCCIL employees was approved by BoD in its 83rd meeting (Item No
83.3.2) held on 27.07.2022.

2. In case of natural as well as accidental death/permanent total disability

leading to being incapacitated, a lump sum ex-gratia payment equivalent to
70 times of last pay drawn (Basic Pay+ DA) or remaining months of service x
last pay drawn (Basic pay +DA), whichever is less, subject to minimum of
Rs 25 lakhs will be payable to the family of the deceased/permanent
incapacitated employee. This amount will be released from DFCCIL revenue.

3. The financial assistance from DFCCIL Welfare Trust (presently Rs 5 lakhs)

will continue to be paid as per existing policy.

4. Funeral expenses of Rs.25,000/- will be paid.

5. Managing Director will be the Competent Authority to decide or clarify the

provisions, and issue necessary administrative instructions, procedural
orders, etc. for implementation of the above policy.

6. The above policy is effective from date of issue of orders and no past cases
will be opened.
(Circular No 29 /2022 Dated: 10.08.2022)

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Annexure-I
Procedure Order for Payment of Ex-Gratia amount in the
event of Death while in service

The entire process i.e. from collection of documents to issue of sanction order
should be completed within the time limit as under: -

S. Type of Financial
No. Assistance Procedure for ex-gratia payment

1. Funeral Expenses Immediately on getting the information on the death

of Rs. 25,000/- of the employee, GM/HR in Corporate office and CGM
in field office will nominate an official not below the
rank of AM/APM who will visit the residence of the
deceased employee and make the payment of Rs.
25,000/- to the spouse, if alive or to children/parents
as the case may be and obtain receipt in the format as
per Annexure-‘A’.

2. Lumpsum (A) Death of an employee due to accidents in the

Ex-gratia course of performance of duties:
payment
IN FIELD UNITS

(i) In the case of death of employee of CGM unit,

CGM will nominate an official not below rank of
APM who will initiate action for collecting the
required documents as per check list enclosed as
Annexure ‘B’.
(ii) CGM will also nominate an enquiry committee
comprising two officers not below the rank of PM
for submitting an enquiry report. CGM after
scrutinizing all the documents, including the
enquiry report, will forward the same along with
his recommendations to HR/Corporate Office for
processing for payment.

AT CORPORATE OFFICE
(i) Similarly in the case of death of employee of
Corporate Office, GM/HR will nominate an official
not below rank of AM who will initiate action
for collecting the required documents as per
check list.

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S. Type of Financial
No. Assistance Procedure for ex-gratia payment

(ii) GM/HR will also nominate an enquiry committee

comprising two officers not below the rank of DGM
for submitting an enquiry report. The enquiry report
will be submitted to the concerned GGM/GM of the
department to which the deceased employee
belongs for his recommendation.
(iii) After receipt of the enquiry report, the documents
will be scrutinized at Corporate Office in HR and the
same will be submitted to finance for concurrence.
(iv) After finance concurrence the case will be submitted
for sanction of GM/HR. Thereafter sanction of ex-
gratia payment will be issued by HR and payment will
be arranged by Finance

(B) Death of an employee due to natural reasons:

In the case of death of employee of CGM unit, CGM
will nominate an official not below rank of APM who
will initiate action for collecting the required
documents as per check list enclosed as Annexure 'C.
i. CGM after scrutinizing all the documents, will
forward the same along with his recommendations
to HR/Corporate Office for processing for
payment.
ii. Similarly in the case of death of employee of
Corporate Office, GM/HR will nominate an official
not below rank of AM who will initiate action for
collecting the required documents as per check
list enclosed as Annexure 'C
iii. These documents will be scrutinized at Corporate
Office and order will be issued for payment after
sanction of GM/HR.

The entire process i.e. from collection of documents to issue of sanction

order should be completed within the time limit as under:-
(i) Within 60 days for accidental death.
(ii) Within 30 days for natural death from the date of the death of the
employee.
(iii) HR will issue the order for release of payment within 15 days from the
date of receipt of documents complete in all respect from concerned units.
(letter no.: HQ/HR/3/Social Security/1 dated: 03.01.2017)

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Annexure-A

Receipt

Received a sum of Rs.25,000/- (Twenty-Five Thousand only) towards funeral

expenses of Late Designation .

Signature:

Name:

Relation with deceased:

Witness: 1) Signature:
Name:
Designation:

2) Signature:
Name:
Designation:

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Annexure-B

Check List of Documents for Payment of Ex-Gratia in

Case of Death Due to Accident on Duty

S. No. Documents (Original/Attested) Page No.

1 Death Certificate

2 FIR (Panchnama not acceptable)

3 Post Mortem Report

4 Accident Report

5 Inquiry Report

6 Legal Heir Certificate

7 Statement of Guard/Driver/Asst. Driver (if case relates to

moving train with date)

8 Copy of PPO/NEFT particulars

9 Copy of Top Sheet of SR and payment particulars

10 Calculation of amount paid under WCA

11 Memo of payment made under WCA

12 Approval of the competent authority at CPM Unit level

and Branch officer at Corporate office certifying that the
death had occurred during the performance of official
duties on the ENQUIRY REPORT

13 Any amount paid as immediate relief

14 Application of Spouse/Beneficiary for Ex-Gratia

Compensation.

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Annexure-C

Check List of Documents for Payment of Ex-Gratia in

Case of Death due to Natural Reasons

S. No. Documents (Original/Attested) Page No.

1 Death Certificate

2 Legal Heir Certificate

3 Copy of PPO/NEFT particulars

4 Copy of Top Sheet of SR and payment particulars

5 Any amount paid as immediate relief

6 Application of Spouse/Beneficiary for

Ex-Gratia Compensation.

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Nomination for Receiving Payment of Ex-Gratia in event

of Death of the Employee
(To be filled in duplicate and to be submitted to the HR)

Dated: ………………….
To,
GM/HR, DFCCIL,
Corporate Office, New Delhi.

(Through: Controlling Officer concerned)

Dear Sir,
Sub: Nomination for payment of ex-gratia

I ................................................................................... , hereby make the following person(s)

as nominee for receiving of payment of Ex-Gratia in event of my death:

S.N Name Age Relationship Address % of Share

1
2

(Unused/Blank rows be scored off)

Signed at...........................this........................day of...................................202

Signature of Employee:
Name:

Designation: Section/Dept.:
Employee No:
Witnessed by:

1. Signature- 2. Signature
Name- Name-
Address- Address-
Date- Date-

Note: i) One copy to be pasted in Service Book.

ii) Second copy to be given back to the employee after certification by HR.
The detailed procedure for payment of the above financial assistance is
indicated at Annexure I.

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Section-VI
Benefits on Separation (Superannuation/Death/Resignation)

1. Encashment of leave

Event LAP* LHAP (*)

Superannuation 100% 100%
Death 100% 100%
Resignation 50%(subject to max. limit 150) Nil

*Ceiling-300days
2. Gratuity: As per Gratuity Rules, however salient features are reproduced
below:
(Circular No.51/2018 dated 01.10.2018)
a) 15/26 of a month’s emoluments for each completed year of service
or part thereof in excess of six months (in death cases, up to date of
superannuation had the employee remained alive) subject to
maximum limit of Rs.20 lakhs. The ceiling of gratuity shall increase
by 25% whenever IDA rises by 50%.
b) In case of death of the employee, anticipatory gratuity is also
payable to the nominee for remaining service.

3. Employee Provident Fund (EPF)

On separation PF accumulation (i.e., both employer and employee’s share)
along with interest is paid to an employee by the EPFO. The employees on
separation have to apply Form 19 online on the EPFO Unified Member Portal
for withdrawal of PF accumulation. In case of pension employee has to apply
online in Form 10(C).

4. Employee Deposit Linked Insurance Scheme (EDLI)

The scheme is applicable to all regular and contractual employees (excluding
those on deputation) who are members of the Provident Fund. The
registered nominee will receive a lump-sum payout in the event of the death
of the insured person. If no nominee or beneficiary is registered, then the
amount would be paid to the legal heir. With effect from 28.04.2021, the
calculation is as under:
{Average Monthly Salary of the Employee for the last 12 months (capped at
Rs.15,000/- p.m.) x 30} + Bonus Amount (Rs.2,50,000/-)
Therefore, the maximum payout under EDLI is capped at Rs. 7,00,000/-.

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5. Employee Pension Scheme (EPS)

As the EPS Scheme is administered by the Regional Provident Commissioner,
Employee on attaining the pension age has to apply Form-10 D online on the
EPFO Unified Member Portal. A specific Pension Payment Order (PPO) will be
issued by the EPFO to the Member.
Certain other salient features are as follows:
It is calculated on the basis on contribution towards pension and qualifying
service, as per employee’s pension Scheme, 1995.
a) He should be a member of EPFO
b) He should have completed 10 years of service
c) He has reached the age of 58
d) He can also withdraw his EPS at a reduced rate from the age of 50 years
e) He can also defer his pension for two years (up to 60 years of age) after
which he will get a pension at an additional rate of 4% for each year.

Pension calculation formula

The pension amount in PF depends on the pensionable salary of the member
and the pensionable service. The member’s monthly pension amount is
calculated as per the following EPS formula:

Member’s Monthly Pension = Pensionable salary (x) Pensionable service / 70

6. Travel/transportation of Personal effects-CTG on transfer, Retirement

etc. will be given as per rules mentioned in Chapter-VIII.

7. Financial Assistance in case of death/permanent incapacitation

(total Permanent disability)-payment of ex-gratia
In case of natural as well as accidental death/permanent total disability
leading to being incapacitated, a lump sum ex-gratia payment equivalent to
70 times of last pay drawn (Basic pay+DA) or remaining months of service x
last pay drawn (Basic Pay + DA), whichever is less, subject to minimum of
Rs. 25 lakhs will be payable to the family of the deceased/permanent
incapacitated employee. This amount will be released from DFCCIL revenue.
i. The financial assistance from DFCCIL Welfare Trust (presently Rs. 5 lakhs)
will be paid as per existing policy.
ii. Funeral expenses of Rs. 25000/- will be paid.

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Chapter-XV
Record Keeping and Weeding of Records

Guidelines issued by the Department of Administrative Reforms & Public

Grievances, Government of India on record retention schedule are available at:

http://darpg.gov.in/sites/default/files/RRS_WC.pdf

The following procedure will be adopted for disposal/retention of the records:

1. Custodian will digitize the physical file and preserve in e-office, prior to
scrapping/disposal.
2. Prior approval to be obtained from the respective Department Head for
scrapping/disposal of records under this policy. For the purpose of this policy,
the Department Heads shall be GGMs/GMs Level officers for Corporate Office
and CGMs for the Field Units.
3. For disposing-off Scrapped Files:
a) Paper Shredder Machine, to be used to shred the scrapped files.
b) Remains of these shreds, to be disposed-off in DFCCIL’s provisioned
bins.
4. All Departments will ensure to digitize the records which qualify for
permanent preservation for administrative purposes (Category A & B
Records). Category C Records, which need to be preserved for 3 years, 5
years & 10 years (C-3, C-5, and C-10), should be digitized if they are within
their prescribed period of preservation. Also, all Department Heads should
frame internal guidelines for digitization of records within broad framework
of DARPG guidelines.
(Circular No. 27/2021 dated 24.11.2021 and 07/2023 dated 23.02.2023)

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