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PFI Manual of Service and Rule Final |
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POPULATION FOUNDATION OF INDIA
SECTION - I
1. Background
The Population Foundation of India is a non-profit making, non governmental
organisation with its main objectives as defined in the Memorandum of Association. The
main objectives are to organize, sponsor, promote, establish contact and undertake to
assist scientific research in any area or field of population stabilization including
reproductive health and family planning. It supports national family planning programme,
thus supplementing governmental efforts in solving the national population problems. It
also serves as a continuous and reliable source for providing non-governmental funds to
interested and highly motivated voluntary agencies, organizations, institutions and
individuals to enable them to initiate supportive research and action / demonstration
activities in reproductive health, family planning and related areas. It provides an
innovative and fresh channel of thinking about how to get the people of India committed
to small family norm and to adopt modern family planning methods and also contribute
to improvements in contraceptive techniques to suit Indian conditions, as means of
spacing births and limiting family size.
The Mission of the Foundation
The Population Foundation of India is dedicated to promote effective formulation and
implementation of gender sensitive population and development policies, strategies and
programmes. PFI seeks to accomplish this by extending technical and financial support
to individuals and civil society institutions; piloting innovative approaches; and building
support at the national, sub-national and community levels through informed advocacy.
The Foundation, in most cases, achieves its objectives by relying on and making use of
research laboratories and institutions where suitable facilities already exist or can be
created with marginal additional inputs for research, teaching or other direct operation
and by entrusting implementation of action research / model projects to voluntary Non
Governmental Organizations.
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Income of the Foundation
The income of the Foundation is derived from Indian Industrialists, private individuals,
Foundations, Trusts etc. Donations to the Foundation are exempt from Income Tax under
Section 80G (5) of the Income Tax Act 1961 and the income of the Foundation is also
exempt from Income Tax under Section 10(23C) iv.
Management
The Foundation is managed by a Governing Board and it is advised by its Advisory
Council.
1.1 Office Hours
The office of the Foundation functions from Monday to Friday and the hours of
duty are from 0915 to 1715 hours with lunch break from 1300 to 1330 hours
1.2 Holidays
The Foundation observes the same holidays as are observed by the offices of the
Central Government in Delhi. A list of approved holidays is issued at the
beginning of each calendar year.
1.3 After Office Hours Calls
After office hours, the Administrative Officer/Secretary & Treasurer of the
Foundation is to be contacted for all urgent matters. Residential addresses and
telephone numbers of all the staff of the Foundation shall be circulated from time
to time.
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2. STAFF
SECTION - II
The Foundation has a core staff under the Executive Director to provide the essential
support. As per the directions of the Governing Board the Executive Director appoints
such staff on terms and conditions as it may consider necessary and appropriate. The
terms and conditions of the appointment and service of the staff are generally indicated in
the letter of appointment for each staff. These rules are applicable to the Core staff
members of the Population Foundation of India.
2.1 Levels
There will be five levels of staff as indicated below:
Levels
Positions
I Visionary Level Executive Director and Additional Director.
II Leadership
Senior Adviser, Joint Directors and Secretary & Treasurer,
Level
Project Director (Global Fund Project) Project Manager
(MacArthur Foundation Project)
III Managerial
Programme Officers, Programme Associate (MacArthur
Level
Foundation Project), Administrative Officer, Executive
Assistant, Grants Manager (Global Fund Project), Programme
Manager, (Global Fund Project), Monitoring & Evaluation
Manger (Global Fund Project), PFI-Packard Fellow (Packard
Project).
IV Executive Level Programme Associate (PD) cum Rajasthan Co-ordinator,
Accounts Officer, HR Executive, Programme Associates, RRC
Training Co-ordinators, RRC Project Associates, Medical
Officer (Mobile Health Clinic Project), Research Associates, M
& E Associate (GF), Programme Associate (GF), Accounts
Officer (GF), Procurement Officer (GF), plus 12 staff in 6 states
(GF). RRC Assistant Co-ordinator, Junior Programme Associate
(YARSH, Patna), Programme Co-ordinator (YARSH, Ranchi),
Programme Associate (YARSH, Ranchi), Junior Accounts
Officer.
V Support Level
Personal Secretary, Senior P.A., Assistant Public Relation
Officer, Personal Assistant, Assistant Accountant, Stenographer,
Technical Assistant (Computer), Library Assistant, Junior
Analyst, Record Clerk, General Maintenance Executive.
Assistant (General Maintenance Upkeep), Driver, Messenger,
Daftri, Helper (Safai) Mali and Pantry Attendant
All positions in the block are project based special contract posts and others
are regular posts.
2.2 The current Organization Structure is placed at Page No. 42. .
This Staff structure may change from time to time both in number and the nature
of duties to meet the emerging requirements of the Foundation.
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SECTION - III
3. PERSONNEL POLICY AND PROCEDURES
3.1 Nature of Appointments
The Foundation may appoint staff on regular, contractual, temporary, casual or on
part-time basis for a specific purpose or for a specified period of time. They will
be offered monthly fee or all-inclusive pay or Basic Pay plus and allowances at
the discretion of the Appointing Authority. The terms of service, benefits etc.
pertaining to each employee will be indicated in his/her appointment letter. Staff
whose terms are set forth in their respective appointment letters are eligible for
those benefits which accrue in terms of their contract and not for any other
benefits applicable to others. The applicant seeking employment with the
Foundation will have to fill up the employment form given at Proforma I.
3.2 Sanctioning/Appointing Authority
The details of sanctioning/appointing authority for each level is indicated below:
Levels
I
Visionary
II
Leadership
Sanctioning
authority for the
post
Governing Board
Governing Board
For new
Recruitment/
Promotion
By a selection
Committee
consisting of
Governing Board
members
By a selection
Committee
consisting of –
Governing Board
Members,
Executive Dir
and Additional
Director
Approving
authority for
appointments
Governing
Board
Governing
Board
Letter of
appointment to be
issued by
• In respect of
the
Executive
Director –
Chairman,
Governing
Board
• In respect of
the
Additional
Director –
the
Executive
Director
Executive Director
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Levels
III
Managerial
Sanctioning
authority for
the post
Executive
Director
IV
Executive
Executive Director
V
Executive
Support Director
For new
Recruitment/
Promotion
Executive Director,
Additional Dir,
Secretary
&
Treasurer and Joint
Director/Project
Director concerned
Executive Director/
Additional Dir,
Secretary
&
Treasurer and Joint
Director/Project
Director concerned
Additional Dir,
Secretary
&
Treasurer,
Administrative
Officer/
HR
Executive.
Approving
authority for
appointments
Executive
Director
Executive
Director
Executive
Director
Letter of
appointment to be
issued by
Secretary
&
Treasurer
Secretary
&
Treasurer
Secretary
&
Treasurer
3.3 Qualifications
Qualifications for appointment for various posts are prescribed by the Executive
Director according to the needs and the type of posts required by the Foundation.
These may be changed from time to time in the case of candidates who are
otherwise considered suitable.
3.4 Pre-employment Criteria
A medical fitness certificate by a physician approved by the Foundation is
required for all regular and contractual appointments. The Foundation will
arrange for medical examination. The appointing authority shall ascertain and
ensure that the candidate possesses good character and antecedents apart from
obtaining a declaration regarding his/her marital status and other personal details
on the prescribed form before issuing the appointment letter.
3.5 Probation
Staff on appointment, whether by direct recruitment or promotion, shall be placed
on probation for one year or as otherwise indicated in the appointment letter
before confirmation. During this period, the individual’s performance will be
watched and if an employee has not attained an acceptable standard of
performance, the probationary period may be extended.
During the probationary period, the sanctioning/appointing authorities without
notice and without assigning any reasons may terminate the services of an
employee. In the case of departmental promotion, the person concerned may be
reverted to the post held immediately before such appointment, without any notice
if found wanting in any respect or for any other reasons which need not be
communicated during the probationary period.
3.6 Termination
Except for those who are on probation, the services of a regular employee or on
contract basis may be terminated after serving three calendar months notice in
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writing or payment of Basic Pay in lieu thereof. Those on probation may be
terminated without notice.
The services of an employee may be terminated by the
sanctioning/appointing authority for the following reasons:
• Reduction/abolition of position;
• Completion of assignment;
• Abandonment of position;
• Change in the nature of duties;
• Ill-health;
• Unsatisfactory performance or lapse/defaults on the part of the employee;
• Irregular attendance;
• Excessive leave;
• Misconduct
Notice of such termination action will be given depending upon the
circumstances in each case at the discretion of the appointing authority.
3.7 Resignation
• During probation: A staff member while on probation may resign from the
services of the Foundation after serving one month notice in writing or
payment of Basic Pay in lieu there of.
• After confirmation: A staff member after confirmation may resign from
the services of the Foundation after serving three months notice in writing
or payment of Basic Pay in lieu there of.
The appointing authority may, if it deems proper in any special circumstance,
permit a staff to resign from the services of the Foundation by notice of less
than one month/three months as the case may be and may also waive payment
in lieu of notice.
3.8 Retirement
A staff member shall retire from the services of the Foundation as per the details
indicated below:
Level
Retirement
I and II
(Visionary and
Leadership)
III, IV and V
(Managerial,
Executive and
Support)
On his/her attaining the age of 65 years or on completion of the
contract period whichever is earlier
On his/her attaining the age of 60 years or on completion of the
contract period whichever is earlier
In exceptional circumstances the Governing Board may give extension of service
to the staff beyond the normal retirement age.
3.9 Final Settlement
Before leaving the Foundation, a staff member has to get a “Clearance” in
Proforma II which shall inter-alia, include handing over charge, settling of dues,
refund of loans, if any, returning of equipments, books and property in personal
charge etc. If there is any loss of the Foundation’s property by a staff, the cost of
the same will be recovered from his/her salary or full and final settlement.
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3.10 Performance appraisal
The annual performance appraisal (April to March) of Additional Director and all
the staff in Level II will be completed by the Executive Director by 30th June of
that year and annual increment will be given effective 1st July.
The annual performance (April to March) of all the staff in Level III to V will be
completed by 30th June of that year by the Joint Directors/Project Directors
concerned and Secretary & Treasurer from professional angle and disciplinary
and administrative angle respectively.
As reviewing authority the Executive Director and Additional Director will
review these reports and with their remarks the same shall be placed in the
personal file of the concerned staff.
Performance based annual increment will be given to all staff members effective
1st July instead of the earlier system of individual date of increment (based on the
date of joining/promotion). On account of this change, if a staff member has to
wait for more than 12 months for 1st such increment, he/she will be suitably
compensated through a proportionate increase in the increment amount.
New staff will be considered for 1st increment if he/she has completed 6 months
or more during April to March. If the staff has to wait for further increment for
the next July, they will be given an interim increment on completion of 12
months, equivalent to the increment paid to staff graded as Good.
The procedure for grant of performance based annual increment is mentioned at
4.3.
3.11 Service Records
Service records, including the performance appraisal shall be maintained by the
HR Executive/Administrative Officer/Secretary & Treasurer and these shall serve
as complete official record of staff. The staff member should report any change of
name, residence, home states, marital or dependent status or beneficiary,
additional educational qualifications or new skills etc. to the Secretary &
Treasurer, to enable the updating of the record.
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SECTION - IV
4. BASIC PAY, COST TO COMPANY AND ANNUAL INCREMENT
4.1 Basic Pay Range/CTC Range
The staff members of the Foundation are divided into 5 levels. These are, as
specified below, together with the Minimum and Maximum range of Basic Pay
and CTC.
Level
Basic Pay Range
CTC Range
Minimum Maximum Minimum Maximum
I.
Visionary
II.
Leadership
III
Managerial
IV
Executive
V
Support
35,000
24,000
14,000
5,200
2,900
52,500
44,000
31,000
18,300
9,600
1,00,000
50,000
30,000
11,306
6,250
1,50,000
91,666
66,666
37,500
20,833
Break up of CTC at minimum and maximum for Level I to V is placed Page Nos.
43 to 47.
The Governing Board may approve such changes as considered desirable from
time to time.
4.2 Project Posts
The Foundation undertakes project work for which Project personnel are
appointed for specific period. Their terms and conditions, CTC will be as
specified in their appointment letters, taking into account the nature of the project,
the work involved, the duration of the project, availability of funds based on the
approved budget etc.
4.3 Annual Increment
• Increment will not be a matter of right and will be based on performance.
The following model will be introduced and based on the experience and other
considerations, the same will be reviewed in future.
• The Governing Board will be the deciding authority for grant of
increments/re-fixation of CTC in respect of the two visionary level positions
(Level 1) from time to time.
• There will be an annual performance appraisal in respect of employees at
Level 2, 3, 4 and 5 and each employee will be given marks out of 100. The
enclosed Proforma-III is the format for annual appraisal.
• Keeping in view the relative performance score (out of 100) the staff at Levels
2 and 5 shall be distributed into the following clusters:
Very Good
Good
Average
Below Average
(not more than 20%)
(not more than 40%)
(not more than 30%)
(not less than 10%)
If the group size is smaller, depending on the clustering of the
performance rating, the Performance Appraisal Committee chaired by the
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Executive Director may marginally change the above percentage
distribution without making any impact on the overall sanctioned budget.
• For each year budget for the overall annual increase shall be placed for
approval in terms of percentage to CTC. The budget for annual increase with
effect from 1st July 2006 shall be taken as 8% to start with. The staff as per
their performance cluster as indicated above shall be given annual increase in
the following proportion:
Very Good
Good
Average
Below Average
2 (X)
1.5 (X)
1 (X)
0.5 (X)
Note:
-
“X” shall be in terms of rupees in CTC calculated based on the budget
proposed for annual increase. An illustration of the same is given below.
-
Staff who get a ‘below average’ rating consecutively for two years shall
not be given increment in the second year. In the 3rd year if there is no
improvement, the employee will be separated.
Illustration for annual increment
CTC per annum for 20 employees at a level
Rs. 40,50,000
The annual increment budget for the year @ 8% of CTC Rs. 3,24,000
The increment budget for a month @ 8% of CTC
Rs. 27,000
The distribution of employees into various clusters as per the approved formula is:
Category
%
Very Good :- 20 %
Amount of
Increment
per head
2X
No. of
employees in
the Cluster
4
Total
Increment
Amount
8X
Good :-
40%
1.5 X
8
12X
Average :-
30%
1X
6
6X
Below Average :- 10%
0.5 X
2
1X
20
27X
X = 27000 = Rs.1000
27
Increment Amount in Rupees
Category
No. of
Employees
Very Good
4
Good
8
Average
6
Below Average
2
Total
Rating
2X
1.5X
1X
0.5X
Amount
per head
(p.m.)
Rs.
2,000
1,500
1,000
500
Total
Amount
(p.m.)
Rs.
8,000
12,000
6,000
1,000
27,000
4.4 Additional Increment/Correction of anomaly in CTC
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In order to correct any inequity / anomaly or to revise the CTC of a particular
employee based on market considerations, the Executive Director may grant
special increment(s) for which the Executive Director shall obtain a special
sanction from the Governing Board, as deemed necessary.
4.5 Drawal of Emoluments
Emoluments shall be paid once a month based on actual attendance up to 25th of
the month. The emoluments for the month shall be prepared and disbursed to the
staff by the last working day of the month. All payments shall be deposited into
the respective Bank accounts of the staff or paid to them through cheque/cash.
4.6 Cost to the Company (CTC)
CTC of staff will be worked out and suitably distributed into the following four
heads:
• Basic Pay;
• Items linked to Basic Pay;
• Items linked to Levels; and
• Allowance
4.6.1 Basic Pay
Basic Pay means the consolidated salary including Dearness Allowance
but shall not include any other allowance, perquisites or benefits of
whatsoever in nature payable in cash or in kind if any.
Explanation
In view of Dearness Allowance being merged with the salary all staff
working under pay and allowances will receive only Basic Pay and there
will be no Dearness Allowance.
4.6.2 Items linked to Basic Pay:
a) House or House Rent Allowance
b) Provident Fund
c) Deposit Linked Insurance Fund
d) Admn. Charges on EPF
e) Medical Reimbursement
f) Leave Travel Concession
g) Gratuity
a) House or House Rent Allowance:
For staff under Level I
Staff under Level I will be entitled to unfurnished residential
accommodation which they may hire in their name or in the name
of the Foundation up to the approved limit of 80% of Basic Pay.
The staff, before being provided with unfurnished accommodation
by the Foundation shall furnish an undertaking to the Foundation
in Proforma IV.
• That he/she shall use the accommodation only for residential
purposes of self and/or his family and dependents and that he
will not sub-let any portion of the accommodation to any one
under any circumstances.
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• That he/she shall pay the rent as may be in excess of the limits
prescribed in this manual by deduction from the emoluments
payable to him/her.
• He/she shall peacefully hand over charge and vacant
possession of the accommodation to the Foundation or to their
order, on the date he/she ceases to be in the employment of the
Foundation. In exceptional cases, the Foundation may permit
the employee to continue to occupy the accommodation for a
further period of 1 month from the date he/she ceases to be in
employment with the Foundation. In such cases he/she will
undertake to pay rent and other charges for the period of
his/her occupation of the accommodation and also for the
period of notice required to be given to the land lord as per
terms and conditions of the lease. In case of his/her failure to
pay rent and other charges as above, the same shall be deducted
from the dues if any, payable to the employee.
• Full and final settlement of the dues of the staff shall be made
only after the accommodation given to him/her has been
handed over back to the Foundation and all rents/charges in
that connection have been paid to the satisfaction of the
Foundation.
• The Foundation shall not pay any rent or advance any money
or enter into any lease/tenancy agreement in respect of any
accommodation to be taken on lease or on rent for staff unless
the letter of undertaking as mentioned above has been
delivered to the Foundation.
If for any personal reasons, the staff still prefers to stay in his/her
own accommodation or in the accommodation rented
by him, the Foundation may pay to such employee House Rent
Allowance as per the limits mentioned below:
Level I
80% of Basic Pay
For staff under Level II to V
Staff under Level II to V of the Foundation will be given House
Rent Allowance at the rates mentioned below:
Level II and III 40% of Basic Pay
Level IV and V 25% of Basic Pay
b) Provident Fund
All staff members on receipt of Basic Pay and CTC in Level I to V shall
contribute minimum of 12 per cent of their monthly Basic Pay in the
provident fund account. The Foundation shall make a matching
contribution subject to a maximum of 12% of the Basic Pay towards
Employees Provident Fund and Employees’ Pension Scheme as the case
may be. The staff may contribute a higher amount but the Foundation’s
contribution will be limited to 12% or at such rate as may be prescribed by
the government from time to time.
c) Deposit Linked Insurance Fund
The Foundation will make a contribution towards Deposit Linked
Insurance Fund and towards its Administration Charges at the rates
applicable from time to time for all staff working under Basic Pay and
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CTC in Level I to V. Presently the contribution towards this is @ 0.51%
of Basic Pay.
d)Administration Charges on EPF
The Foundation will make a contribution towards Administration Charges
on EPF at the rates applicable from time to time for all staff working under
Basic Pay and CTC in Level I to V. Presently the contribution towards this
is @ 1.1% of Basic Pay.
e) Medical Reimbursement/Medical Allowance
• The medical benefits scheme for staff provide for reimbursement of
expenditure up to one month’s maximum of the basic pay drawn
during the year for self and the family, in a year. Family includes
spouse, unmarried dependent children up to the age of 21 years and
parents solely dependent on the employee.
Medical benefits include payments made towards medical
insurance, medical treatment, surgical operation, pathological or
X-ray examination, consultation with the specialist. Maternity
expenses, dental treatment including the cost of denture, glasses
and contact lenses prescribed by an Eye Specialist. Physician’s bill
should include the patient’s name, date of visit, nature of illness
and charges. Chemists bill should include name of patient, details
and cost of medicines. Payment will be made only on production
of the original bills and receipts.
• New entrants of the Foundation will not be entitled to medical
reimbursement while he/she is on probation.
• No advance will be paid against medical reimbursement. In case an
employee leaves the Foundation, actual entitlement on pro-rata basis
till the last date of his/her service will be worked out and if any
amount already paid as medical reimbursement is in excess of his/her
pro-rata entitlement till the date of leaving the service, the same shall
be refunded or recovered from the dues payable to him/her.
• Any amount due as unclaimed under medical reimbursement will be
paid to the employee concerned as medical allowance subject to
income tax at the end of the financial year.
• The above limit for reimbursement may be relaxed by the Governing
Board in special cases of prolonged/serious illness and hospitalization.
• Income tax exemption in respect of medical reimbursement will be
limited to the amount of exemption available as per the Income Tax
Act/Rules applicable from time to time.
Claim for Reimbursement of Medical Expenses will be submitted by the
staff members in Proforma V.
f) Leave Travel Concession
The staff of the Foundation shall be eligible for leave travel concession for
travel in India on completion of one year service and thereafter LTC can
be availed twice in a block of four year, the block year commencing from
2006-2007 financial year. LTC can be availed for self, for the spouse,
dependent children up to the age of 21 years, provided they are unmarried
and unemployed and dependent to the parents. W.e.f. 1st April 2006 the
staff will be reimbursed the actual travel expenses subject to a maximum
of one month’s basic pay on production of documentary evidence, namely,
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air ticket stubs, photocopy of boarding pass, cash receipts or voucher,
ticket numbers etc. for the block of two years i.e 2006-07 and 2007-08 and
onwards. Where it is not possible to retain ticket stubs, the staff make a
note of the ticket numbers and provide full information at the time of
submitting the travel claim along with the supporting vouchers.
Reimbursement shall not include taxi charges for long distance travel. In
case an employee leaves the Foundation, actual entitlement on pro rata
basis till the last date of his/her service will be worked out and if any
amount paid as leave travel concession is in excess of his/her pro rata
entitlement till the date of leaving the service, the same shall be recovered
from the dues payable to him/her.
Staff members can draw advance for LTC. An application for advance
equivalent to 75% of their entitlement or 75% of the actual anticipated fare
whichever is less may be submitted to the Foundation at the time of
making travel arrangements for approval and disbursement. This advance
is to be adjusted within a week from the date of joining duty. If the
journey is cancelled the full amount of advance should be returned to the
Foundation within 3 days from the date of cancellation.
The journey may be performed as under :
By economy class air, rail (any class), own car but the amount
exempted from income tax will be restricted as applicable from time
to time and balance if any will be added as income as perquisite while
computing his/her income tax.
Declaration for claiming LTC shall be made in Proforma VI and claim
shall be submitted in Proforma VII.
Income tax exemption in respect of Leave Travel Concession will be
limited to the amount of exemption available as per the Income Tax
Act/Rules applicable from time to time.
g) Gratuity
The staff shall be entitled to retirement-cum-death gratuity at the rate of 15
days salary for each completed year of service or part thereof in excess of
6 months on the basis of last Basic Pay drawn, subject to a maximum of
Rs. 3,50,000 or as per the limit prescribed under Payment of Gratuity Act,
provided the individual has rendered continuous service of not less than 5
years.
If a regular employee (under Level III to V) who has rendered at least 5
years service, dies while in service, an ex-gratia payment, in addition to
retirement-cum-death gratuity shall be paid to the beneficiary at below
noted rate.
Level III employee
Level IV employee
Level V employee
4.7 Items linked to Levels
Rs. 25,000
Rs. 15,000
Rs. 10,000
a) Motor car Petrol and Maintenance
b) Driver’s cost
c) Conveyance Allowance
d) Children Education Subsidy
e) Reimbursement of Residential Telephone Expenses
f) Group Accidental Insurance.
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a) Reimbursement of Motor Car petrol and Maintenance
For those staff who own a car and use it for official duty,
reimbursement towards insurance, petrol, oil, tyre, tube and
maintenance within the Municipal/local limits or 8 kms either way
from office, which ever is lower, will be restricted to –
Rs 10,000 per month for Level I
Rs 6,000 per month for Level II
Rs 2,500 per month for Level III
b) Driver’s cost
For Level I - Reimbursement of driver’s cost will be
restricted to Rs 8,000 per month
c) Conveyance Allowance
Conveyance Allowance will be paid
• @ Rs 800 per month to staff members under Level I to III
who do not own a car/not claiming reimbursement for
Motor car petrol and maintenance/driver; and
• @Rs 800 per month to staff members under Level IV and
V
d) Children Education Subsidy
• Children Education Subsidy: Staff on Basic Pay and CTC from
Level I to V of the Foundation are eligible for the grant of
children education subsidy subject to the details indicated
below:
• Children’s education subsidy will be applicable to the first two
children of the staff.
• Reimbursement of actual expenditure subject to a maximum of
Rs. 4,800 per annum will be permitted to those staff members
with school/college going child/children.
• Education subsidy will cover from Nursery level to University
level including Diploma/ professional courses like
Engineering, Medical, Law etc.
• Lower age limit will be 3+ and upper age limit will be 24
years; subject to the condition that the children are not
employed.
• Education subsidy will cover the following expenses:
a) school/College Tuition Fee;
b) Examination Fee;
c) Laboratory Fee/Computer Fee;
d) School provided transport;
e) Expenses on educative excursion;
f) Text Books, note books and accessories;
g) School Uniforms.
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Items (a) to (e) reimbursement will be made on
production of receipts/paid challans/certificates from the
school/college/concerned authorities in their official
letter-head.
Item No. (f), reimbursement will be made on production
of cash memo/receipted bill.
Item No. (g), reimbursement will be made on production
of cash memo/receipted bill from the school approved
tailor/shops/authority, indicating quantity, student’s
name, class and
item.
• Proforma VIII needs to be filled every academic year by the
staff member and submitted to the Secretary & Treasurer of the
Foundation. If there is any change in between, the staff
member must inform the same to the Secretary & Treasurer in
writing. Claim for reimbursement of Children Education
Subsidy will be submitted in Proforma IX.
e) Reimbursement of Residential Telephone Expenses
Reimbursement of residential telephone expenses will be restricted
to Rs 3,500 per month for Level I, Rs 1,500 per month for Level II
and Rs 1,000 per month for Level III.
f) Group Accidental Insurance Premium
Group Accidental Insurance policy to cover accidental risks will be
taken in respect of all staff based on their level/CTC and the
amount of premium paid by the Foundation will be a part of the
CTC.
4.8 Allowance
Amount payable as allowance = CTC – (amount paid/payable as Basic Pay +
Items Linked to Basic Pay + Items Linked to Level).
4.9 Interest free loan to the staff
Subject to availability of funds, normally the staff members of the Foundation
may be given interest free loans during the service with the Foundation. No loan
shall be admissible to the staff during the first year of their service with the
Foundation. There will be an interval of 1 year from the date of payment of last
installment of the earlier loan and the date of application for the next loan.
Loan shall be given for the following purposes :
(a) Purchases of car/scooter
(b) Purchase of plot of land / house building;
(c) House repairs;
(d) Engagement/marriage ceremony of self/children/sister;
(e) Higher Education
(f) Other bonafide purposes approved by Executive Director.
(a) Purchase of car/scooter
Only staff under Level I to III and in exceptional cases staff members
under Level IV of the Foundation with the special approval of the
Executive Director are eligible for grant of loan for purchase of a car. The
loan admissible will be 75% of the actual price of the car subject to a
maximum of Rs. 1.50 lakhs. In the case of purchase of scooter by staff in
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Level IV and V, the maximum admissible loan will be 75% of the actual
price of the scooter/motor cycle.
Staff members seeking loan must have served the Foundation for a period
of at least 1 year and they should have further service of at least two years.
Repayment
Loan shall be recovered from the pay and allowances of the staff member
in easy equated monthly installments not exceeding 60 or in equated
installments within the contracted period of service. In the event of the
individual leaving the Foundation earlier, the remaining amount shall have
to be paid back in one installment before or at the time of full and final
settlement. During the currency of one loan, no other loan shall be
sanctioned to the same individual. The Foundation may impose such
conditions, as considered necessary at the time of sanctioning the loan in
order to safeguard the interest of the Foundation.
(b) Purchase of plot of land/ house building advance
This advance is given for purchasing a residential plot or a dwelling
house(outright or on hire purchase basis) or constructing a dwelling house
or making substantial additions, alterations, improvements to the dwelling
house already purchased on the following conditions:
• This type of loan shall be given only once during the service in
Foundation.
• The staff member seeking loan must have served with the
Foundation for a period of at least 5 years.
• No loan shall be granted for purchasing a share in a joint
property or building a house on land owned jointly, except
when it is owned jointly by the staff member and his or her
spouse.
• The staff member seeking loan shall produce documentary
evidence in support of the expenditure or the anticipated
expenditure in connection with the purchase of construction or
major alterations/additions to the dwelling house.
• The staff members seeking loan shall produce documentary
evidence in support of construction or major
alterations/additions to the dwelling house.
• For construction of a house the loan shall not exceed 40 times
of Basic Pay subject to a maximum of Rs. 1.5 lakh or the actual
cost of the construction whichever is less.
• For construction of house including acquisition of plot, 40
times of Basic Pay subject to a maximum of Rs. 1.5 lakh or the
actual cost of the construction whichever is less.
• For purchase of ready built house, 40 times of Basic Pay
subject to maximum of Rs. 1.5 lakh or the actual cost of the
construction whichever is less.
• For enlarging the existing living accommodation, 40 time of
Basic Pay subject to a maximum of Rs. 75,000 or the cost of
construction for enlarging the existing accommodation
whichever is lower. This type of loan will be given once
during the service with the Foundation. If the employee has
already a housing loan for construction of a house/purchase of
a flat or plot, he/she will be entitled after 5 years of making the
last installment of the earlier housing loan.
• While sanctioning the house building advance the repaying
capacity of the applicant should be kept in mind i.e. the amount
of advance that the loanee could pay back in the remaining part
of service.
• The loan shall be recovered in not more than 60 monthly
installments.
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• where a loan is sanctioned as mentioned above, the staff
member shall not sell the dwelling house or the plot, as the
case may be, at any time after the withdrawal of the loan till it
is repaid in full to the Foundation.
• The original title deeds of the dwelling house or the plot shall
be deposited with the Foundation, if so desired, till the loan is
fully repaid.
• The staff member seeking loan shall be required to produce a
surety from one of his/her colleagues in the Foundation as
security for repayment of this loan.
• In the event of the individual leaving the Foundation earlier,
the remaining amount shall have to be paid back in one
installment before or at the time of full and final settlement.
(c) House Repairs
This type of loan shall be given to staff members who own a house in
his/her name or in the spouse name and stays in the same dwelling unit.
There should be a gap of five years between loan of his type. The loan
admissible would be Rs. 50,000 or 10 times of the Basic Pay whichever is
less. There should be a gap of 5 years of making the last installment of the
earlier loan.
(d) Engagement/marriage ceremony of self/children/sister
An amount of loan up to 10 months basic pay subject to a maximum of Rs.
40,000 will be granted. Other conditions mentioned in the case of other
loans would apply in this case as well.
The decision of the Executive Director taking into account the
circumstances of each case, shall be final.
(e) Higher Education:
An employee can avail a maximum interest free higher education loan of
Rs 1,50,000 for their first two children in college level at India/abroad.
Recovery of the loan sanctioned under (c), (d) and (e) above will be
decided at the time of approval of the loan request.
Amount of interest applicable from time to time for the interest free loan
amount will be added as perquisite value in the income tax computation of
the respective employee who has availed the interest free loan.
4.10 Uniform for staff under Level V
Level 5 Staff shall be given one set of winter and two sets of summer uniform
every year and a pair of shoes every year. Wearing of uniform is compulsory.
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SECTION - V
5. LEAVE RULES
5.1 Leave cannot be claimed as a matter of right and it may be granted subject to the
exigencies of service. Staff on leave may not take up any service or employment
elsewhere.
Entitlement per annum up to 31.12.2005
Staff on pay scale
Others on contract/ projects
Sick Leave
Earned Leave 30 days
10 days
Causal Leave 12 days
---------
Total
52 days
Consolidated 30 days
Entitlement from 01.01.2006
From 01.01.2006 all staff members of the Foundation will have a
uniform entitlement of leave of 30 days per annum.
Accumulation limit and encashment of leave
Upto 31.12.2005
Earned Leave: Accumulation of earned leave is allowed up to 240 days
and once a year encashment (Basic Salary + DA) subject to a maximum of
50% of leave accumulated is permitted during the service. Request for
encashment of earned leave has to be made in Proforma No.X. At the time
of leaving the service balance leave at credit up to a maximum of 240 days
can be encashed.
Sick Leave: There is no limit for accumulation of sick leave and can be
availed as and when the employee fall sick. There is no encashment.
From 01.01.2006
In the revised structure there will be a consolidated leave. Accumulation
will be restricted to 60 days and encashment (Basic Pay) will be permitted
at the time of leaving the service. There will not be any encashment of
leave during service.
Treatment of past accumulated leave:
The accumulated earned leave as on 31.12.2005 will be kept in a separate
account. The same may be encashed now or later.
The accumulated Sick Leave as on 31.12.2005 may be availed now or
later and there is no encashment.
Leave shall be applied by staff members in advance in Proforma XI.
5.2 Late Coming and Short Leave
All the staff members are expected to be punctual in reaching and leaving office.
However, keeping in view the practical difficulties late coming/early leaving
(with permission) is allowed and the rules for the same are as under:
If the cumulative late coming/early departure (with permission) in a month is -
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• Less than 4 hrs no leave will be adjusted;
• More than 4 hrs and less than 6 hrs half day leave will be adjusted;
• More than 6 hrs and less than 8 hrs full day leave will be adjusted;
• Every one hour or part there of beyond 8 hrs half day leave will be
adjusted.
Leave application for short leave should be submitted in Proforma XII .
5.3 Maternity Leave
On completion of probation period with the Foundation, maternity leave of 90
days each shall be admissible to women staff members for the first 2 deliveries in
the entire service. There should be an interval of at least three years between two
such claims. Leave over and above this period shall be charged to their
accumulated sick leave. If sick leave accumulated to the women employee’s
credit is not sufficient to cover the period over and above 90 days, leave without
pay and allowance may be granted for the reminder of the required period of
absence duly recommended by a Physician and with the approval of the Executive
Director. This counts as service for increments.
5.4 Extraordinary Leave
Extraordinary leave without pay in special cases up to a maximum of 6 months
may be granted to staff. This is entirely at the discretion of the Executive
Director. This will be allowed when no leave is there to the credit of the
employee.
5.5 Compensation for working late/attending office on off days and holidays
This will be applicable to staff in Level IV and V with the approval of Secretary
& Treasurer/Joint Director/Project Director as per the details indicated below:
Levels
Working on off days/holidays
Late working, i.e.
beyond 6 PM
IV
Executive
V
Support
• One day Compensatory Leave for
working on an off day/holiday.
• Will have to avail the
Compensatory Leave within one
month from the date.
• In addition actual conveyance
expenses from residence to office
and back subject to a maximum of
Rs 100 will be paid.
• No compensatory leave will be
permitted;
• Rs 50 will be paid if required to
work upto 4 hours.
• Rs 100 will be paid for work more
than 4 hours or upto 6 PM
• Rs 150 will be paid if the work is
extended beyond 6 PM.
• Actual
conveyance
expenses by
auto
rickshaw
from office
to residence
will be paid.
• Rs 50 will
be paid
towards
conveyance
expenses.
The Driver of the Foundation will get @ Rs 16.50 per hour as over time. Apart from the
Driver the messenger on official driving duty will also get @ Rs 16.50 per hour.
No compensatory leave will be given to the staff while working/traveling on holidays
during the official tour.
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5.6 Procedure for grant of leave
The Executive Director shall be the approving authority for Additional Director
and staff under Level II and those who directly reporting to the Executive
Director. Secretary & Treasurer shall be the approving authority for others. An
employee before proceeding on leave should make an application in Proforma XI
except for early departure of less than two hours for which permission in writing
shall be obtained in Proforma XII from the senior staff with whom he/she is
working.
5.7 Procedure for attending official duty outside PFI office
The staff members from Level II to V are required to take prior permission from
the Division Head/Executive Director for attending official duty outside PFI
office in Proforma XIII.
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SECTION – VI
6. TRAVEL EXPENSES
Staff members under various levels are classified as under:
GROUP – I
GROUP – II
GROUP – III
GROUP – IV
Visionary level
Leadership Level
Managerial Level & Executive Level
Support Level
• The Executive Director shall approve the tour programmes of Additional Director and
staff from Group II to Group IV for all domestic travel.
• A formal proposal in Proforma XIV shall be made, for prior approval of the
concerned division head in writing indicating the nature of work involved, places to
be visited and the duration of halt at each station. There after with the
recommendation of the concerned division head the same will be placed before the
Executive Director for approval. Any change in the programme during travel may be
informed to the concerned division head by mail/telephone for approval.
• In the absence of Executive Director, tour programmes shall be recommended by
respective Leadership level or Programme Heads and approved by the Additional
Director which will be ratified by ED post facto.
• Requests for drawing advance money for tour should be made at least 3 working days
before the starting date of the tour to the Secretary & Treasurer in Proforma XV
enclosing therewith copy of the approved tour programme and giving full details of
anticipated expenditure under each head, namely, travel expenses, accommodation,
daily allowance, local travel and other incidental expenses. Advance for tour shall
not be allowed if previous tour advance remains unadjusted.
• Immediately on return from tour, a report on the results of the tour shall be submitted
to the Executive Director by Additional Director and all staff under Group II and to
the Executive Director through concerned division head by staff under Group III to
IV.
• Within 5 working days from return of tour, travel expenses claim statement in
Proforma XVI duly supported with bills/receipts and other vouchers seeking
reimbursement of travel expenses admissible/adjustment of advance will be submitted
along with the unutilised amount of advance, if any, to the Secretary & Treasurer.
• The staff members will be entitled to outstation travel expenses for journey on duty at
the rates indicated at Page Nos. 48-51.
Travel Abroad
All travels out of India on Foundation's work and any expenditure and per-diem
abroad shall be with the prior approval of the Executive Director, which shall
indicate the itinerary, duration of halt at each place and anticipated expenditure. On
completion of the tour, an employee shall render the expenditure statement with
supporting vouchers. For travels out of India by Executive Director, prior approval
of Governing Board/Executive Committee is required. In case of urgency,
Chairman, PFI may approve.
In the case of tours undertaken by the senior staff on invitation from organisation abroad,
normally no expenditure of any kind will be met from Foundation, unless it is for local
travelling from residence to airport etc. In exceptional cases, if the terms of invitation so
provide that some part of the expenses is liable to be incurred, prior approval for the same
needs to be obtained.
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SECTION - VII
7. DISCIPLINARY ASPECTS
The inculcation and maintenance of a sense of discipline is fundamental for efficient
working of any organisation. To fulfil its objectives, the Foundation, which has only a
limited staff must have its members of high quality and competence. The Management,
therefore, expects that each employee will be honest, courteous, tactful and pleasant in all
his/her association with the public and colleagues and at the same time maintain the
highest standard of personal conduct. Any abuse or misuse of benefits or privileges
provided by the Foundation are viewed as a serious matter and can be cause for
disciplinary action.
The staff of the Foundation shall not during the course of his/her employment be
involved, concerned or interested, directly or indirectly, in any other
assignment/occupation, business, employment or work unless it has the approval of the
Foundation in advance in writing. If such approval is granted the employee concerned
shall ensure that the interest of the Foundation is not sacrificed. Besides such approvals if
granted, shall be towards the promotion of technical knowledge.
Prolonged personal telephone calls during office hours, congregating at desk and in the
hallways, loud talking, misuse of internet facility and other activities of a distractive
nature in an office interfere with its business and lowers its image, efficiency and
effectiveness.
The Foundation expects the staff to comply with the rules and regulations of the
Foundation and all orders and directions of the superior authorities. The Foundation also
expects that the staff shall not take part in any unlawful activities of political or
communal party. Any matter relating to the conditions of services of an employee for
which no provision is made in this manual shall be determined by the Governing Board
or on its behalf by the Executive Director.
7.1 Disciplinary Measures
An employee whose conduct is considered by the superior officers unsatisfactory
shall be subject to disciplinary action. If an employee is at any time found guilty
of misconduct or misbehavior as judged by the administration or refuses or
willfully neglects to perform his/her duty to the Foundation, the appointing
authority may at once, with required notice or pay in lieu thereof, terminate the
services.
According to the gravity of the offence, disciplinary action may take the from of
any one or combination of the following:
• Oral warning
• Written reprimand
• Stoppage of increment
• Stoppage or withholding of pay and allowance in full or in part for a
specified period
• Termination of services
• Dismissal.
If an employee is placed on suspension as result of disciplinary action, he/she
shall be liable for loss of any benefits that the administration may decide during
this period. This period shall also count as time lost for the next annual
increment.
7.2 Authority Competent to Impose Penalty
The appointing authority or any other authority superior to the appointing
authority may impose on an employee any of the above mentioned penalties.
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7.3 Suspension of staff
If a charge of serious misconduct is made against a member of the staff and it is
considered that the charge is prima facie, well founded and that the staff members'
continuance in the office pending an investigation of the charge would prejudice
the inquiry, the staff member may be suspended from his/ her post pending
investigation. In case of suspension on part payment or without pay and if the
charges are not sustained, salary withheld shall be paid.
The administration of the population Foundation of India shall be the sole and
final judge for all disciplinary measures in respect of the staff of the Foundation.
7.4 Dealing with grievances of the employee
Grievances shall first be discussed with the employee by his immediate superior
in an effort to bring about a fair and reasonable solution. If the nature of the
grievance is pressing, then the employee can bring this to the attention of the
superior next in line by a written request routed through his/her immediate
superior. In no instance whatsoever should a genuine grievance be dismissed
unless the employee is fully satisfied and does not request that the matter be
referred to higher authority. Staff resorting to direct access to higher authorities
than his immediate superior shall become liable to disciplinary action. In any
event, no penalty should be imposed unless an opportunity of being heard is given
to the employee and his/her explanation is duly considered.
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SECTION - VIII
8. OFFICE PROCEDURES
8.1 Procedure for Incoming Mails
The below noted procedures shall be followed for incoming Mails:
• All in-coming mails will be opened centrally by PA to the Secretary &
Treasurer, except those addressed and coming by name or designation. There
after all the mails will be passed on to the Record Clerk.
• Print out of all official e mails received will be passed to the Record Clerk by
the concerned staff.
• Record Clerk will date-stamp all the Incoming Mail.
• Record Clerk will enter all the incoming mail in the Incoming Mail Register
kept for the purpose.
• All incoming dak will be circulated among the Senior Staff and the Executive
Director addressed 'by name'. The Executive Director may mark the reference
to staff concerned who has to initiate action thereon.
• While in circulation no letters should be removed 'en route'.
• Mail addressed by name will be opened by the respective Senior Staff
Member(s) and they will also be circulated along with the other letters, unless
they are 'confidential'.
• After circulation, all the letters will go back to Record Clerk for distribution
among the concerned staff.
• While in circulation, senior staff will identify to the extent possible their
papers and mark them "TO ME" and initial them.
• Record Clerk will then distribute the mail to the concerned PA's/PS's of the
senior staff through the 'Incoming Register' and obtain their initials.
• PS's/PA's will maintain a register for receipt of 'dak' and enter the receipts on
the same day, including those coming in by name.
• The receipts should be put up to the concerned senior staff, together with the
files for action within 24 hours.
• The Executive Director may assign any paper(s) to any member of the Senior
Staff during transmission and transit. In order to facilitate distribution by the
Inward Dak Incharge, every paper should clearly indicate "TO ME" by the
concerned senior staff. Any paper without such marking will be assigned by
the Executive Director to the concerned senior staff member.
• While broadly there will be classification such as
project/accounts/administration among the senior staff, there should be
miscellaneous correspondence which would need special marking by the
Executive Director.
• All papers coming in should be in the hands of the respective senior staff
members within 24 hours of their receipt.
• Under no circumstances, should a paper be dealt with in a loose leaf fashion.
• Once the papers reach the senior staff officers through their PS's/PA's, any
movement of the file from one to the other should be through an entry made in
the register kept by the PA's/PS's.
• Incoming mail requiring action should be attended to within a maximum of 7
days either by sending an interim reply, or, final disposal.
• Those coming in only for information within the Foundation should be
disposed of accordingly.
• PA's/PS's should watch disposal of the receipts and bring the items pending to
the notice of their officers for necessary further action every fortnight. The
Dak Pad should be retrieved by the PA's/PS's whenever there is a likelihood of
the senior staff being away on tour/leave/ for more than a week.
• Senior Officers will deal with the file only through a proper note sheet
attached to the file and the note sheet should contain all discussions, notings,
decisions etc. till the matter is finally disposed off.
• The note sheet should be a permanent part of the file and should reflect the
latest position as regards the subject dealt with.
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• Any communication coming into the Foundation should be acknowledged
immediately and replied within seven days. If, for any reason delay is
anticipated, an interim reply should go communicating the approximate date
by which a final reply will be sent.
• No receipt coming into the Foundation should be dealt with without Diary No.
and registration in the incoming register.
• Urgent dak needing immediate action will be distributed immediately on its
receipt and can be circulated after taking necessary action thereon.
• Responsibility for proper maintenance of files will be that of the PA's/PS's of
the Senior Staff.
8.2 Procedure for Out-going Mail
• Out-going mail register will be maintained by the Record Clerk.
• All out-going letters should indicate the reference/file number and the subject.
• All out going letters should be entered in the outgoing/dispatch register.
• Those going by post should be sorted out and sent after affixing the necessary
stamp on the same.
• Those going by hand should be sent through the peon book, once in a day at
3.00 p.m. unless the matter dealt with in the letter requires very urgent action,
and is so indicated by the senior staff member.
• Those communications sent through e mail, a copy of the same should be
given to the Record Clerk by the concerned official for circulation.
• Confidential/secret letter should indicate the reference number and date on top
of the envelope and the dame number and date should be entered in the
outgoing/dispatch register in case of letters by post, and in the peon book in
case of communications by hand.
• No confidential/secret letters should be sent without there being a marking of
the reference number and date on top of the envelope.
• Senior staff members signing the outgoing mail will also indicate the mode of
dispatch i.e. courier/speed post/special messenger/fax/regd. post/ordinary post
etc.
• Confidential copy of all letters sent by fax will invariably be sent to the
addressee.
• All letters typed should bear the initials of the senior staff members and the PS
and PA typing it.
• No loose papers/letters should be lying with the PA's/PS's without being
indexed on the file.
• A Master file, termed as the without being indexed on the file.A Master file,
termed as the Reading File would be maintained on daily basis, which should
be circulated every day to all senior staff members. Thereafter this Reading
File should form part of the Master File maintained by the Receptionist in the
Foundations. The Reading File will contain all letters going out of the
Foundation for the previous day.
• Copies of all letters issued and e mails sent by the Foundation on any subject
should find a place in the master file, except copies of confidential/secret
letters which are given in closed covers as per item 6 above.
8.3 System of Filing Papers
A proper filing system is essential for convenient, identification, sorting, storage
and retrieval of papers.
• All files will be marked the subject to which it relates and will be assigned file
number based on the function to which it relates.
• All current 'live' files and new files that may be opened will be assigned file a
sample of which is available in the Foundation.
• Papers required to be filed will be punched on the left hand side and tagged on
to the file, the latest receipt being on top. Papers should be arranged on a
chronological order on the basis of dates of receipt, and issue of letters as the
case may be.
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• Note sheet containing internal discussions and orders should also be with
dates, the latest page of which being at the bottom of the note sheets. These
note sheets which would be on top of the correspondence portion of the file
should also be tagged on to the file.
• All papers on file, including note sheets, should be consecutively page
numbered (note sheets to be page numbered separately).
• The note sheets should contain a record of all discussions and final
orders/disposal.
• When either the notes or the correspondence portion of a file becomes bulky,
say exceeds 100 pages, it will be stiched and marked Vol. I. Further papers on
the subject would be added to the new volume of the same file which will be
marked Vol. II and so on.
• Pamphlets, books, reports, received in connection with the subject handled in
a file should be placed in a separate folder and kept alongwith correspondence
file giving suitable indications in the file.
• Each item of receipt in a file should contain a serial number and date of
receipt which should be displayed on the right hand top.
• The sample file available in the Foundation gives the arrangement of papers
and note sheets for guidance.
All PA's/PS's handling files on behalf of their seniors will follow the procedure
laid down above and introduce the system as and when they handle current "live"
files as well as new files that may be opened from now.
8.4 Communication
• All communications may be made as far as possible by email and wherever it
is felt necessary, the same may be sent by post or courier.
• In case where email facilities are not available urgent messages may be
conveyed by fax.
• Staff have to maintain a record of STD/Trunk Calls made from their extension
and certify the same when the print out in respect of their extension is
provided. Staff should use dynamic STD/Local lock system available to avoid
misuse.
8.5 Attending seminars by staff of the Foundation in India
Frequently senior staff of the Foundation participate in seminars, conferences,
workshops conducted by the various organisations. There has been no uniform
policy laid down as regards the number of seminars and conferences that may be
attended by the staff of the Foundation.
The following principles are, therefore, laid down:
• The Executive Director may at his/her discretion attend seminars/conferences.
• The Additional Director with the approval of the Executive Director may
attend seminar/conferences. In addition, he/she may also attend the
seminar/conference in the absence of the Executive Director where the
invitation is for the Executive Director.
• With the prior approval of the Executive Director staff can attend at the
expense of the Foundation one seminar/workshop outside Delhi in a year on
the subject directly concerned with their expertise/job requirements.
• Staff can attend seminars to which they are specifically deputed by the
Foundation depending upon the nature of the seminar.
• With the prior approval of the Executive Director staff can attend the seminars
in which they are professionally interested at their own expense but the period
of absence will be treated as on duty in deserving cases.
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8.6 General
All staff members of the Foundation will ensure austerity in use of stationery,
consumption of electricity, postage, telephone, internet and other expenses. It
should be ensured that expenses incurred are not more than those warranted by
the occasion.
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SECTION - IX
9. DELEGATION OF POWERS
Subject to the guidelines and overall annual budget provisions approved by the
Governing Board, Executive Director has been delegated the below noted administrative
and financial powers.
9.1 Administrative
• To create post of Level IV and V staff members
• To appoint staff against sanctioned posts in Level III.
• To promote staff under sanctioned posts in Level III to V.
• To secure personal deputation from other institutions/government except
senior staff on normal terms against sanctioned post.
• To disburse salary, TA and other personal claims of staff.
• To terminate services of staff members except for senior staff.
• To suspend staff members.
• To approve tour programmes of staff.
• To grant leave*
• Fixation and extension of probation period
• To sanction annual increments**
• To with hold annual increments
• To sanction advance increments
• To allow performance of journey by any class/mode of conveyance in respect
of work
• To institute, conduct and defend any legal proceedings.
• To execute contracts, deals, instruments on behalf of the Foundation.
9.2 Financial
• To sanction projects upto Rs. 1 lakh with a ceiling of Rs. 4 lakhs per annum.
• To sanction expenses on seminars upto Rs 25,000 with a ceiling of Rs 1 lakh
per annum.
• To sanction expenses for Project Development, Monitoring & Evaluation and
IEC within the approved budget.
• To release project grants against sanctioned projects.
• To sanction loan to staff upto prescribed limits.
• To incur expenditure of capital nature such as furniture, equipment etc.
• To sanction honorarium and consultation fee.
• To sanction legal expenses.
• Payment of expenses for***:
Repair and maintenance of office/residence
Rent
Insurance
Electricity and water
Postage and telegram,
Telephone,
Printing and stationery,
Meeting expenses
Staff welfare expenses
General expenses
Bank charges
Courier expenses
Repairs of Furniture/fixtures and Equipment
TA and other personal claims of staff
TA advance/advance for other official purposes
Travelling expenses, boarding and lodging expenses
Local conveyance expenses/incidental charges to members of Governing
Board/Advisory Council/consultants
Library Books/periodicals
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3.9 Page 29 |
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Lunch/dinner to guests of the Foundation
• Utilization of funds received from external sources for specific projects in
accordance with the project budget approved by the grantor.
• To sanction ex-gratia payment in deserving cases upto Rs 5000/- each case
• Any other item not provided for Rs 5000/- each item.
Under overall control of Executive Director, Secretary & Treasurer has been delegated
powers in respect of items marked:
*-
** -
*** -
to grant leave up to 3 days
for Levels III, IV and V
payment of expenses for.
NOTE:
Executive Director may sub delegate any of the powers mentioned above
in
whole or part to the Additional Director / Secretary & Treasurer.
Organization Structure of Population Foundation of
ExecIuntdiviae Director
June,
2006
Additional Director
Jt. Director
(Programme
Development)
Jt. Director *
(Monitoring &
Evaluation and
Documentation)
Project Manger
(Mac Arthur
Foundation Project
Jt. Director **
(Advocacy and
Communication)
Project Director
(HIV/AIDS
Global Fund Project)
Secretary & Treasurer
(Administration,
Finance and Corporate Affairs)
Programme
Officer (RCH)
(Vacant)
Programme
Associate
Cum Rajasthan
Co-ordinator
Programme
Officer
(Vacant)
Regional
Resource
Centre
Co-
ordinator
Programme
Associate
Programme
Associate
Programme
Officer .***
2 PFI
Packard
Fellow
Asstt
Co-ordinator.
Programme
Associate
(1) Grants
Manager
(2) Monitoring &
Evaluation
Manager
(3) Programme
Manager
Administrative
Officer
HR
Executive
(Vacant)
Executive
Assistant
(Vacant)
Junior
Analyst
(Vacant)
(HQ at
Delhi)
Research
Associate
2 staff
2 staff
(1) Monitoring &
Asstt.
PRO
Accounts
at
Raipur
at
Patna
Evaluation
Associate
Sr. PA
Officer
Medical
Officer
(Mobile
Health
Clinic
Project)
Programme
Associate
2 Library Assistants
Personal
Assistant
4 Staff
at
Patna
2 staff
at
Raipur
Note
a) ……….. Functional reporting
b) Regular Positions are vacant and are being handled by:
* Consultant (Monitoring and Evaluation)
** Senior Advisor also looks after JD (Advocacy & Communication)
Stenographer
Tech. Asstt.
(Computer)
(2) Programme
Associate
(3) Accounts
Officer
(4) Procurement
Officer at Delhi
plus 12 staff in 6
States
Record
Clerk &
GME
Assistant
Accountant
10 Support Staff
Personal
Secretary
(Vacant)
****
Jr. Accounts
Officer
*** Consultant (IEC/ Advocacy)
**** Asstt. Public Relation Officer
Levels :
Visionary
Leadership
Managerial
Executive Support
No. of Employees 2
6
8+3 (vacant)
46 + 3 (Vacant) 10
Total = 72 + 6 (Vacant)
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3.10 Page 30 |
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POPULATION FOUNDATION OF INDIA
Break up of CTC per month ( Minimum & Maximum)
Visionary Level
( Amount in
Rs. )
Particulars
Minimum Maximum
( A )Basic Pay
35000
52500
35000
52500
( B ) Items linked to Basic Pay ( 110.91 % )
House Rent/ House Rent Allowance @ 80% of
Basic Pay
Provident Fund @ 12 % of Basic Pay
Deposit Linked Insurance Fund @ 0.51 % of
Basic Pay
Admn.Charges on EPF @ 1.1% of Basic Pay
Medical Reimbursement @ 8.33 % of Basic Pay
Leave Travel Concession @ 4.17 % of Basic Pay
Gratuity @ 4.8 % of Basic Pay
( C ) Items linked to level
Motor car Petrol & Maintenance
Driver's Cost
Children Education Subsidy
Reimbursement of Residence Telephone
Expenses
Group Accidental Insurance Premium ( New Item
)
( D ) Allowance
28000
4200
179
385
2917
1458
1683
38821
10000
8000
400
3500
188
22088
4091
4091
42000
6300
268
578
4375
2188
2524
58232
10000
8000
400
3500
188
22088
17180
17180
CTC Per month {( A ) + ( B ) + ( C ) + ( D ) }
100000
150000
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4.1 Page 31 |
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POPULATION FOUNDATION OF INDIA
Break up of CTC per month ( Minimum and Maximum )
Leadeship Level
( Amount in
Rs. )
Particulars
Minimum Maximum
( A ) Basic Pay
24000
44000
( B ) Items linked to Basic Pay ( 70.91 % )
House Rent/ House Rent Allowance @ 40% of
Basic Pay
Provident Fund @ 12 % of Basic Pay
Deposit Linked Insurance Fund @ 0.51 % of
Basic Pay
Admn.Charges on EPF @ 1.1% of Basic Pay
Medical Reimbursement @ 8.33 % of Basic Pay
Leave Travel Concession @ 4.17 % of Basic Pay
Gratuity @ 4.8 % of Basic Pay
( C ) Items linked to level
Conveyance Allowance/ Motor car Petrol &
Maintenance
Children Education Subsidy
Reimbursement of Residence Telephone
Expenses
Group Insurance Premium ( New Item )
( D ) Allowance
CTC Per month {( A ) + ( B ) + ( C ) + ( D ) }
24000
9600
2880
122
264
2000
1000
1154
17020
6000
400
1500
188
8088
892
892
50000
44000
17600
5280
224
484
3667
1833
2115
31204
6000
400
1500
188
8088
8374
8374
91666
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4.2 Page 32 |
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POPULATION FOUNDATION OF INDIA
Break up of CTC per month ( Minimum and Maximum )
Managerial Level
( Amount in
Rs. )
Particulars
Minimum Maximum
( A ) Basic Pay
( B ) Items linked to Basic Pay ( 70.91 % )
House Rent/ House Rent Allowance @ 40% of
Basic Pay
Provident Fund @ 12 % of Basic Pay
Deposit Linked Insurance Fund @ 0.51 % of
Basic Pay
Admn.Charges on EPF @ 1.1% of Basic Pay
Medical Reimbursement @ 8.33 % of Basic Pay
Leave Travel Concession @ 4.17 % of Basic Pay
Gratuity @ 4.8 % of Basic Pay
( C ) Items linked to level
Conveyance Allowance/ Motor car Petrol &
Maintenance
Children Education Subsidy
Reimbursement of Residence Telephone
Expenses
Group Insurance Premium ( New Item )
14000
14000
5600
1680
71
154
1167
583
673
9928
2500
400
1000
143
4043
31000
31000
12400
3720
158
341
2583
1292
1490
21984
2500
400
1000
143
4043
( D ) Allowance
CTC Per month {( A ) + ( B ) + ( C ) + ( D ) }
2029
2029
30000
9639
9639
66666
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4.3 Page 33 |
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POPULATION FOUNDATION OF INDIA
Break up of CTC per month ( Minimum and Maximum )
Executive Level
( Amount in
Rs. )
Particulars
Minimum Maximum
( A ) Basic Pay
( B ) Items linked to Basic Pay ( 55.91 % )
House Rent/ House Rent Allowance @ 25% of
Basic Pay
Provident Fund @ 12 % of Basic Pay
Deposit Linked Insurance Fund @ 0.51 % of
Basic Pay
Admn.Charges on EPF @ 1.1% of Basic Pay
Medical Reimbursement @ 8.33 % of Basic Pay
Leave Travel Concession @ 4.17 % of Basic Pay
Gratuity @ 4.8 % of Basic Pay
( C ) Items linked to level
Conveyance Allowance
Children Education Subsidy
Group Insurance Premium ( New Item )
5200
5200
1300
624
27
57
433
217
250
2908
800
400
99
1299
18300
18300
4575
2196
93
201
1525
763
880
10233
800
400
99
1299
( D ) Allowance
1899
7668
1899
7668
CTC Per month {( A ) + ( B ) + ( C ) + ( D ) }
11306
37500
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4.4 Page 34 |
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POPULATION FOUNDATION OF INDIA
Break up of CTC per month ( Minimum and Maximum )
Support Level
( Amount in
Rs. )
Particulars
Minimum Maximum
( A ) Basic Pay
2900
2900
9600
9600
( B ) Items linked to Basic Pay ( 55.91 % )
House Rent/ House Rent Allowance @ 25% of
Basic Pay
Provident Fund @ 12 % of Basic Pay
Deposit Linked Insurance Fund @ 0.51 % of
Basic Pay
Admn.Charges on EPF @ 1.1% of Basic Pay
Medical Reimbursement @ 8.33 % of Basic Pay
Leave Travel Concession @ 4.17 % of Basic Pay
Gratuity @ 4.8 % of Basic Pay
( C ) Items linked to level
Conveyance Allowance
Children Education Subsidy
Group Accidental Insurance Premium ( New Item
)
725
348
15
32
242
121
139
1622
800
400
55
2400
1152
49
106
800
400
462
5368
800
400
55
( D ) Allowance
CTC Per month {( A ) + ( B ) + ( C ) + ( D ) }
1255
473
473
6250
1255
4610
4610
20833
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4.5 Page 35 |
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POPULATION FOUNDATION OF INDIA
Entitlement of Domestic Travel Expenses
Group
I
II
III
Mode of
Travel
By Air
Train – AC
first class
Road – AC
Car/taxi
However, as
an austerity
measure, as far
as possible
staff under
Level I may
travel by II AC
class instead of
Travel by
air/AC first
class
especially
when over
night train
facilities are
available
-do-
By Rail – AC
2 or 3 tier/First
Class/AC
Chair Car
By Road –
AC/deluxe bus
Hotels
4 Star
(actuals)
3 Star
2 Star
Incidental charges
during journey
Journey
exceeding
6 hours
but less
than 12
hours
Rs.
150
Journey
exceeding
12 hours
but less
than 24
hours
Rs.
300
150 300
120
240
If own
arrangements
are made for
board and
lodging,
Daily
Allowance
admissible
A Other
Class cities
cities
Rs. Rs.
1,500 1,125
1,200 900
900 675
If
arrangements
for board and
lodging are
made by
office, Daily
Allowance
admissible
• If
boarding
and
lodging
20% of
Daily
Allowance
• Free
Lodging
alone.
50% of
Daily
Allowance
-do-
-do-
Local
Travel
Expenses
AC Taxi
(where
taxi is
retained
and
payment
involved
is more
than Rs
100/-, a
receipt
from the
taxi driver
should be
obtained).
-do-
Taxi
(where
taxi is
retained
and
payment
involved
is more
than Rs
100/-, a
receipt
from the
taxi driver
should be
obtained).
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4.6 Page 36 |
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Grou Mode of
p
Travel
Hotels
• Only
in
except
ional
cases,
ED
may
permit
air
travel
to
Group
III
staff.
IV By Rail – Economy Hotel
2 Class –
Sleeper/A
Incidental charges during
journey
Journey
exceeding 6
hours but less
than 12 hours
Rs.
Journey
exceeding 12
hours but less
than 24 hours
Rs.
If own
arrangements are
made for board and
lodging,
Daily Allowance
admissible
A Class Other
cities
cities
If
arrangements
for board and
lodging are
made by office,
Daily
Allowance
admissible
Rs.
Rs.
Local Travel
Expenses
60
120
450
375
-do-
Auto Rickshaw
(in exceptional
cases, Executive
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4.7 Page 37 |
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C 3 tier
Road –
Bus
• As
an • Where the period of journey • Where night stay
austerity
exceeds 24 hours, staff is not involved,
measure as members are entitled to entitlement shall
far
as incidental charges at the be restricted to 50
possible
proportionate rate for every % of the aforesaid
staff under additional 6 hours or part rates.
all Groups thereof. Production of voucher • Where night stay
are
is not required for claiming is not involved,
encouraged
this entitlement.
but
to stay at a
accommodation is
lower
provided,
category
entitlement shall
hotel
/
be restricted to
economy /
25% of the daily
tourist
allowance rates
hotels /
guest
houses.
Director may
permit taxi).
• For
reimburseme
nt of local
travel
expenses,
each place
of visit and
the
expenditure
on each trip
should be
indicated
separately
duly
supported
by
Vouchers/
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4.8 Page 38 |
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Grou Mode of
p
Travel
Hotels
Incidental charges during
journey
Journey
Journey
exceeding 6 exceeding 12
hours but hours but
less than 12 less than 24
hours
hours
Rs.
Rs.
• Where during the period
of
journey,
refreshments/break
fast/lunch/dinner
is
provided; no entitlement
for incidental charges is
permitted.
If own arrangements are
made for board and
lodging,
Daily Allowance admissible
A Class cities Other cities
Rs.
Rs.
• Entitlement for meals
and other incidental
expenses will be 50% of
the daily allowance
entitlement as per their
respective Level.
If
arrangeme
nts for
board and
lodging are
made by
office,
Daily
Allowance
admissible
Local
Travel
Expenses
receipts or
such other
available
evidence
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4.9 Page 39 |
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Others:
• Unless permitted specifically, other than conveyance and official telephone calls, no other
reimbursement or entitlement is allowable under these rules
• Telephone calls made for official purposes only are reimbursed.
• No reimbursement are allowed for any other incidental expenses, including and not limited to
personal calls, laundry, bar/alcohol or expenses of personal nature.
For official journeys performed beyond the prescribed limits by staff members using their own
vehicle the reimbursement will be made at the rates given below:
Group
I & II
III
IV
Type of Vehicle
A/c Vehicle
Non A/C Vehicle
Scooter/Moped
Amount per K.M.
Rs. 8.00
Rs. 6.00
Rs. 2.50
Staff under Level I to III, who are in receipt of reimbursement as at 4.7 (a), but are
engaging hired vehicles as per their entitlement, reimbursement shall be made after deduction of
8 kms either way as per the rates mentioned above.
LIST OF ‘A’ CLASS CITIES
1. All State Capitals
2. Pune
3. Kanpur
4. Lahul & Spiti Districts
5. Vishakapatnam
Cities that are included in A Class: Expensive/Remote/Hill area
6.
Darjeeling District (except Siliguri / NEFA areas)
7.
Darjeeling Town
8.
Expensive & Remote localities of Himachal Pradesh (Shimla)
9.
Naga Hills, NEFA Areas
Any addition / modification to this list will be circulated as and when found necessary.
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4.10 Page 40 |
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PROFORMA – I
CONFIDENTIAL
POPULATION FOUNDATION OF INDIA (PFI)
B-28, Qutab Institutional Area, Tara Crescent, New Delhi – 110 016
Phone : 42899770
APPLICATION FOR EMPLOYMENT
(TO BE FILLED IN BY APPLICANT IN OWN HANDWRITING)
RECENT
PASSPORT
SIZE
PHOTOGRAPH
1. Post Applied for
………………………………………………………………………………………………………
……………............
2. Name in Full
………………………………………………………………………………………………………
……………………….
(IN BLOCK LETTERS)
3. Name in brief (e.g. A R
Sinha)………………………………………………………………………………………………
……………..
4. Present
Address……………………………………………………………………………………………
………………………………..
E- mail Address, if
any…………………………………………………………………………………………………
…………………..
Phone: Residence…………………Office….……………….………May we telephone
you discreetly at Office if necessary – Yes/ NO
5. Permanent Address…………………………………………………………….Telephone
No…………………………………………….
6. Father’s / Husband’s
Name…………………………………………………….Occupation……………………………
…………………
7. Place of Birth…………………………………………..Date of
Birth………………………..Age……………Gender…………..
8. Nationality……………………………………………………… Whether you belong to
SC/ST/OBC………………………………….
9. Marital
Status………………………………………………………………………………………………
……………………………….
10. Age/ Sex of children, if
any…………………………………………………………………………………………………
……………...
11. Other dependents if
any…………………………………………………………………………………………………
………………….
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5.1 Page 41 |
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12. Identity
Mark…………………………………………………………...........................................................
..............................................
13. Have you any physical handicap? If yes,
what?............................................................................................................................................
14. Have you bad illness in the last three years which lasted for more than 15 days? If yes,
please give details ……………………………..
………………………………………………………………………………………………
………………………………………………
15. Have you ever been interviewed by or worked in P.F.I or its project before?
(a) Interviewed – Yes/ No. If yes, for what post & When?
If
worked :
Period
Name of the Project Position
Last Salary
Reason for
Held
Drawn
Leaving
From To
16. Are you related to any one now employed in P.F.I or its project? Yes/ No if Yes:
Name of Relative
Designation
Relationship
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5.2 Page 42 |
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17. Academic and Professional Qualification (Beginning from School Leaving examination)*
Examination Year Name of
Name of Board
Division % of
School/College/Institute University/Institute &
Marks
Merit Distinction,
If any
Passed
at
which
attempt
Main
Subject
* (Please indicate break in studies, if any, with reasons thereof.)
18. Relevant Experience
|
|
5.3 Page 43 |
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Please highlight relevant experience possessed by you relating to key aspects of the job in the
space below:
Job Component
Organization (please also provide
brief details of
exposure/responsibilities handled
Exposure (in months)
19. Understanding of Job, Skills, Interests and Experience of Relevance to your application:
Please read the Job Description available at the end of this form and use this page to
describe what you understand to be the key responsibilities of the ----------.
Considering
the same, please highlight your qualifications, skills, attributes and past experience to
demonstrate suitability for the position.
|
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5.4 Page 44 |
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20. Details of Experience Commencing from Present Employer/ if unemployed, give details from last employer
Your Surname
Dates
From To
NAME ADDRESS OF
EMPLOYER
Total
number
of
employe
es
POSITION
HELD
Start Finish
Nature of work
done and to whom
responsible
Length
of
Service
SALARY &
PERQUISITES
Rupees per
month
Start
Finis
h
Reasons for
leaving service
(if discharged,
state full
particulars)
Details of Emolument from Present Employer/ last Employer (if unemployed) – Rupees per month
Remunerat Basi D.A HRA Convey Serva Newsp Entertain Electri Educa LT Medi Soft House Bon Oth Tota
ion
c
ance
nt aper
ment
city tion A cal furnis Mainten us ers l
|
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5.5 Page 45 |
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Sala
ry
On Joining
At Present
P.F Grat Super
Benefits in kind
Retirement
uity an-
benefits
nuati
on
Employer’s
House Furnitu Frid Cooler AC Car
Contributio
re
ge
n%
hing ance
Other Benefits
|
|
5.6 Page 46 |
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21. Present Employment/ If unemployed, details of last employment:
(i) Name and Address of
employer……………………………………………………………………………………………
.......
………………………………………………………………………………………………
…………………………………..
(ii) Nature of Employer’s
business……………………………………………………………………………………………
……
(iii) Number of Employees……………………………………………………No. of
employees under you………………………
(iv) Annual Turnover
Rs…………………………………………………………………………………………………
………….
(v) Designation……………………………………………………………….Effective
from……………………………………..
(vi) Please outline your job
responsibilities……………………………………………………………………
……………………
………………………………………………………………………………………………
…………………………………..
………………………………………………………………………………………………
…………………………………..
………………………………………………………………………………………………
…………………………………..
(vii) To whom are you responsible………………………………………………
Please explain it through an organization
(viii) Who are responsible to you………………………………………………….
Chart in a separate sheet.
22. Minimum remuneration acceptable:
Salary……………………………………………………………………………………………….
..
Perquisites…………………………………………………………………………………
………………………………………………..
23. How soon would you be free to take up the appointment?
24. Languages
known………………………………………………………………………………………………
…………………………..
25. Hobbies/Pastime including membership of social and cultural
bodies…………………………………………………………………….
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5.7 Page 47 |
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………………………………………………………………………………………………
………………………………………………
………………………………………………………………………………………………
………………………………………………
26. Membership of : Professional bodies/ Institute with
dates…………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………
………………………………………………………………………………………………
………………………………………………
………………………………………………………………………………………………
………………………………………………
27. Foreign Stay/ Travel, (Give details with
dates)…………………………………………………………………………………………….
………………………………………………………………………………………………
………………………………………………
………………………………………………………………………………………………
………………………………………………
………………………………………………………………………………………………
………………………………………………
28. Are you prepared to work in any part of
India?.............................................................................................................................................
29. May we refer to your previous
Employer?..........................................................................................................................................
..........
(No reference will be made to the present employer without your permission)
30. Please summarise what you consider are the important aspects of your experience to date
and what are your future plans and aims……
………………………………………………………………………………………………
………………………………………………
………………………………………………………………………………………………
………………………………………………
………………………………………………………………………………………………
………………………………………………
………………………………………………………………………………………………
………………………………………………
………………………………………………………………………………………………
………………………………………………
………………………………………………………………………………………………
………………………………………………
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5.8 Page 48 |
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31. Name and address of referees, two of whom should be other than relatives or former
employers. (Please indicate whether we may
contact them straightaway – Yes/ No.
Sl.
Name
Position
Address
No.
(i)
(ii)
(iii)
DECLARATION
I hereby declare that my answers to each of the foregoing are true and in case it is proved
otherwise, I shall be liable for dismissal.
Place…………………………
………………………………………….
Date…………………………
Signature
Applicant’s
______________________________________________________________________________
_______________________________________
FOR OFFICE USE ONLY
1. Date of Interview …………………………
…………………………………
Place of Interview …………………………
…………………………………
Interviewed by
…………………………………
…………………………………
2. Date of Interview …………………………
…………………………………
Place of Interview …………………………
…………………………………
…………………………………
Interviewed by
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5.9 Page 49 |
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PROFORMA –II
POPULATION FOUNDATION OF INDIA
CLEARANCE CERTIFICATE FOR SETTLEMENT OF FINAL ACCOUNT
Name
:
Designation
:
Department
:
Date of release
:
__________________________________________________________________________
(BY CONCERNED DEPTT.)
STAGE – I
1. Charge has been taken over from this employee by Mr _________________
2. Clearance accorded
Date
Signature of the
Signature of Deptt. Head
Designated official
__
STAGE – II
(BY ADMINISTRATION DEPTT)
1. The stationery items, identity cum attendance card, equipments, laptops etc. issued
by the PFI.
2. Clearance accorded
Date
Signature of Administrative Officer
__
(BY LIBRARY)
STAGE – III
1. All books, cassettes, CDs returned
2. Clearance accorded.
Date
Signature of Library Assistant
__
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5.10 Page 50 |
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(BY ACCOUNTS DEPTT)
STAGE – IV
1. Checked the following:
• Loan Account
• Advance
• Salary
• Any other.
2. Final account can be settled
Date
Signature of Accounts Officer
__
(FOR APPROVAL)
STAGE – V
• Secretary & Treasurer
• Additional Director
• Executive Director
__________________________________________________________________________
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6.1 Page 51 |
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POPULATION FOUNDATION OF INDIA
PROFORMA FOR ANNUAL APPRAISAL
PROFORMA - III
Name of the Employee
Designation
Targets
1.
2.
3.
4.
5.
Weightage
1.
2.
3.
4.
5.
Achievements
Marks
Score Maximum
Total
100
Comments of the Superior’s Superior
(Signature of the Superior)
Date:
Signature of the Superior’s Superior
Date:
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6.2 Page 52 |
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PROFORMA - IV
LETTER OF UNDERTAKING
(For unfurnished residential accommodation)
The Executive Director/Secretary & Treasurer
Population Foundation of India
B-28 Qutab Institutional Area
Tara Crescent
New Delhi-110016
Sir,
I am thankful to you for your kindly sanctioning at my request unfurnished residential
accommodation for me and my family in premises No. (description) ----------------------------------
--------------------.
I confirm having agreed to as follows :-
1. The accommodation has been sanctioned to me purely as an incidence of my services
with you. I will be entitled to enjoy this accommodation at your pleasure. I undertake to
pay the rent as may be in excess of …..% of my salary and also other charges in this
connection.
2. This accommodation will be utilized only for the purpose of actual residence of myself
and my family and shall not be sublet in any case.
3. Should you withdraw this facility or should my service be terminated, whether on
account of termination by you or on account of my resignation, I shall hand over to you
vacant and peaceful possession on the day I cease to be on the rolls of the Foundation or
within such period as may be specified by the Foundation in this behalf. I confirm and I
declare that on and from the date I cease to be an employee of the Foundation, you will
be entitled and deemed to be in possession of the said accommodation.
4. I undertake to indemnify the Foundation against any loss or damage to the said residential
accommodation and/or to the fixtures and fittings therein.
5. I have read and understood the present Rules in this connection and also the lease-deed
relating to the above accommodation.
6. I shall observe and abide by any rules and regulations (as amended from time to time)
framed or to be framed by the Foundation for regulating residential accommodation to
employees.
Yours faithfully,
Signature
Name of the employee
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6.3 Page 53 |
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PROFORMA – V
POPULATION FOUNDATION OF INDIA
Claim for Reimbursement of Medical Expenses
Name of Claimant:
Date:
Amount of Claim:
Declaration by the Claimant
I certify that I have incurred a sum of Rs _________ (
) on medicine and medical consultation etc. for
self/wife/son/daughter/dependent parents during the period from __________ to ___________ as
under:
Sl.No. Cash Memo No./ Date
Receipts
Name of the persons Relationship
with the
Claimant
Amount
Rs.
Original Cash memos/Receipts are enclosed. Amount admissible may be reimbursed to
me.
Payment recommended for Rs. _______
(Signature of Claimant)
(Administration Officer/Accounts Officer)
Approved
Secretary & Treasurer/Executive Director
Sub Register Folio No.
January
Note: 1. To be submitted not more than once in a quarter; and
2. To be submitted in the 1st week of April, July, October,
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6.4 Page 54 |
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PROFORMA - VI
POPULATION FOUNDATION OF INDIA
DECLARATION FOR AVAILING LEAVE TRAVEL CONCESSION FOR
THE BLOCK YEAR COMMENCING 20 - 20 .
1) Name in Full:
Designation:
Date of Birth:
2) Wife's/husband's name:
Age
Total Number of Dependent Children:
3) First Child:
4) Second Child
Dependents:
5) Father' Name:
6) Mother's Name:
Name
Sex
Age
I, ………………………… declare that all the above facts stated by me are correct.
(Signature)
Date:
(Change if any, should be intimated immediately)
------------------------------------------------------------------------------------------------------------
For office use
Declaration admitted
PAYMENTS MADE DURING THE BLOCK YEAR
(Secy & Tresr.)
Sl.No. Vr.No.
Date Amount Paid for
claim(s) in Signature
respect of
Sl.No.
F.O.'s
Sub Register Folio No.
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6.5 Page 55 |
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PROFORMA - VII
POPULATION FOUNDATION OF INDIA
CLAIM FOR REIMBURSEMENT OF EXPENSES OF LEAVE TRAVEL
CONCESSION FOR THE BLOCK YEAR 20 - 20 .
Name of the Claimant:
Amount of Claim:
Date:
Declaration by the Claimant
I certify that I have incurred a sum of Rs.…………. (Rupees……… …… ………… ……
…only) on leave Travel as detailed below:
1) Journey performed by: Self/wife/son(s)/daughter(s)/ dependent father/dependent
mother
Name of the persons travelled:
(1)
(2)
(3)
(4)
2) Details of Journey:
Journey (Station)
Date of Mode of Air/Ticket(s)
From
To Travel
Travel
No.
Fare
Rs.
3) I have not claimed any LTC before in the block year 20 - 20 . I have already claimed
Rs………. for the journey performed during this block year vide voucher No. Dated.
(Signature of Claimant)
a) If journey is by air, used ticked(s) (air stub) is to be attached.
b) If the journey is by train, please indicate the class/type of compartment AC, Ist class, IInd
class ordinary, AC Chair etc.
c) If the journey is by bus, please indicate whether by ordinary or Deluxe bus.
---------------------------------------------------------------------------------------------------------------------
--------------------
For Office use
(a) Claim is for Sl.No.(s):
(b) Entitlement for a period of two years
In this block year, i.e. 20 - 20 .
(c) Fares verified and found correct:
(d) Claim is passed for payment Rs.
(Administrative Officer)
(Accounts Officer)
Approved
.
Secretary & Treasurer/Executive Director
Sub register folio No.
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6.6 Page 56 |
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PROFORMA - VIII
PROFORMA - STAFF CHILDREN EDUCATION SUBSIDY
Date:
1) Name of the staff:
2) Designation:
3) Residential Address:
4) Total Number of Children:
5) i) First Child:
(a) Name:
(b) Sex:
(c) Date of Birth:
(d) Name & Address of the
Educational institution
(e) Class:
(f) Date of Admission:
(g) Academic Year:
ii) Second Child:
(a) Name:
(b) Sex:
(c) Date of Birth:
(d) Name & Address of the
Educational institution
(e) Class:
(f) Date of Admission:
(g) Academic Year:
I declare that all the above facts stated by me are correct.
Declaration admitted
(Signature of the Staff)
(Secretary & Treasurer)
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6.7 Page 57 |
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PROFORMA – IX
POPULATION FOUNDATION OF INDIA
CLAIM FOR CHILDREN EDUCATION SUBSIDY
1. Name of the Claimant :
2. Designation:
3. Amount of Claim:
Date:
Declaration by the Claimant
I certify that I have incurred a sum of Rs. __________ ( …………………. …………………….
Only) on my son(s)/daughter(s) education during the year 200 - as per the details -
supports/vouchers attached.
Sl.No.
Item
For_______ Total
I Child II Child
Rs.
Rs. Rs.
1. School / College Tuition Fee ……….
2. Examination Fee ……………….
3. Laboratory Fee/Computer Fee ………
4. School provided transport ……….
5. Expenses on educative excursion ……
6. Text Books (according to curriculum)/
note books / accessories ……….
7. School Uniforms ……………….
________ _______ ________
TOTAL
________ _______ ________
The amount admissible may please be reimbursed to me.
Amount Admissible ………………..
Amount already allowed …………...
Amount now reimbursed …………..
(Signature of Claimant)
Verified
(Admn. Officer) (Accounts Officer)
Approved
Secretary & Treasurer / Executive Director
Sub Register Folio No.
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6.8 Page 58 |
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POPULATION FOUNDATION OF INDIA
ENCASHMENT OF EARNED LEAVE
1. Name:
Date:
2. Designation:
3. Encashment requested for ______________ days Earned Leave.
Amount of encashment may please be released to me.
PROFORMA -X
(Signature of Claimant)
Date:
4. Date of Joining the Foundation:
5. Last leave encashment drawn : ________days on _____________.
6. Earned leave due (as on 1st January 20…. ):_________days.
7. Monthly Basic Pay : Rs.
8. Amount of encashment for ……..days of leave: Rs. …………….
Recommended for payment of Rs………………..as encashment of……………….days
Earned Leave.
Checked by:
(Admn. Officer)
Accounts Officer:
Approved
Secretary & Treasurer/Executive Director
Sub Register Folio No.
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6.9 Page 59 |
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PROFORMA – XI
POPULATION FOUNDATION OF INDIA
LEAVE APPLICATION
Name of Applicant
:
Designation
:
Number of days of leave :
(with dates)
Reason for leave
:
Recommended
(Signature of Applicant)
Date:
(Official Incharge)
II
---------------------------------------------------------------------------------------------------------------------
--------
Leave at credit
Now sanctioned
Balance
as on date
and Adjusted
---------------------------------------------------------------------------------------------------------------------
--------
Above leave is adjusted.
Folio No.
(Admn. Officer)
Sanctioned
Secretary & Treasurer/Executive Director
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6.10 Page 60 |
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Name of Employee:
Date:
Reason:
POPULATION FOUNDATION OF INDIA
Requisition for short leave
Designation:
Time:
From
To
PROFORMA – XII
Recommended
(Signature of the Employee)
Date:
Recorded
Sanctioned
(Official Incharge)
(Administrative Officer) (Secretary & Treasurer/
Executive Director)
Name of Employee:
Date:
Reason:
POPULATION FOUNDATION OF INDIA
Requisition for short leave
Designation:
Time:
From
To
(Signature of the Employee)
Date:
Recommended
Recorded
Sanctioned
(Official Incharge)
(Administrative Officer) (Secretary & Treasurer/
Executive Director)
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7 Pages 61-70 |
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7.1 Page 61 |
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PROFORMA – XIII
POPULATION FOUNDATION OF INDIA
Requisition for attending official duty outside the PFI office
Name of the Employee
:
Designation
:
Date
:
From (Time)
:
To (Time)
:
Reason
:
Recommended
(Offier Incharge)
(Signature of the Employee)
Recorded
(Administrative Officer)
Sanctioned
Secretary & Treasurer/
Executive Director
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7.2 Page 62 |
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PROFORMA - XIV
POPULATION FOUNDATION OF INDIA
TOUR PROGRAMME
I request my tour programme may kindly be approved as under:
1. Date of Departure
:
2. Place(s) of Journey
:
3. Mode of Journey by
Air/Rail(class)/Road
:
4. Date of Return
:
5. Contact Address and
Telephone No. on Tour
6. Purpose
:
Signature ________________
Name
Date:
To:
Executive Director
____________________________________________________________
Tour Programme Approved
(Executive Director)
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7.3 Page 63 |
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PROFORMA - XV
POPULATION FOUNDATION OF INDIA
REQUISITION FOR TA/DA ADVANCE FOR TOUR
I request that TA advance of Rs__________________ may kindly be sanctioned for
undertaking tour as per Tour Programme approved by Executive Director (copy enclosed).
Details of anticipated expenses are:
(i) Fare
:
(ii) Local conveyance :
(iii) Hotel
:
(iv) Daily Allowance :
(v) Miscellaneous
:
Signature _______________
Name:
Date:
To:
Secretary & Treasurer
____________________________________________________________
TA advance of Rs _____________ sanctioned.
(Secretary & Treasurer)
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7.4 Page 64 |
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POPULATION FOUNDATION OF INDIA
TRAVEL EXPENSES ACCOUNT
NAME OF THE EMPLOYEE:
DESIGNATION:
PERIOD OF TRAVEL: FROM: TO:
Date Places Mod Clas Fare Departure of Arrival of Tota Incident Local Hotel Daily Miscella Total
visited e of s. In * train/flight train/flight at l
al
Conve- Expen Allowan
-
Expense
trans- case
at starting
the
hour charges yance ** ses
ce neous**
s
port of
place
destination s of during
train
trave journey
,
l
nam
e of
the
train
From To
Rs. Date Tim Date Time
Rs
Rs.
Rs.
Rs.
Rs.
Rs.
e
TO
TAL
Less: Amount taken as advance for tour
Net Total Refundable / Payable (-) (+)
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7.5 Page 65 |
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* If directly paid by PFI, not required to mention the amount
ATTACH
Receipted Hotel Bills/ Used air stubs/Boarding pass/Photocopies of train tickets
** Please attach the expenses details
IMPORTANT: This bill must be submitted within five working days on completion of
tour/resuming duty
It is certified that tour is as per tour programme approved by the Executive Director and tour
report has been submitted on concerned file.
MISCELLANEOUS CODES:
A. OFFICIAL TELEPHONE B. PORTERAGE
C. CANCELLATION CHARGES
D. OTHERS
(As per details attached).
Checked
Total expenses recommended
Approved
for Rs _________
and net amount to be paid/refunded
Rs _______
Date Submitted
_________________
__________________
_____________
_________________
Signature of Claimant
Administrative Officer
Finance Officer
Secretary & Treasurer