Service Books
Maintenance of Service
Books
4.1 The rules governing the maintenance of service
books in respect of Government servants are contained in the FRs&SRs and
the GFRs. Some important provisions of rules which should be kept in view while
maintaining service books are mentioned in the ensuing paragraphs.
[SR 197].
4.2 A Service Book should be maintained by the Head
of Office for every Government Servant (Gazetted and Non-Gazetted) holding a
substantive post on a permanent establishment or officiating in a post or
holding a temporary post likely to last for more than one year.
Custody of Service Books
[SR 198].
4.3 A service book shall be maintained for a
Government servant from the date of his first appointment to Government
service. It must be kept in the custody of the Head of the Office in which he
is serving and transferred with him from office to office.
Attestation of Entries in Service Books
[Government of India
4.4 The Head of Office can delegate, to a
subordinate gazetted officer under him, powers to attest entries in the service
books of all gazetted officers (except his own) for the maintenance of which he
is responsible. The Head of Office should however scrutinize at least ten per
cent of these documents every year and initial the same in token of having done
so.
Entries of Foreign Service in Service Books
[SR 203].
4.5 If a Government servant is transferred to
foreign service, the Head of his Office or Department must send his service
book to the Pay & Accounts Officer who will return it after noting in it,
under his signature, the order sanctioning the transfer, the effect of the
transfer in regard to leave admissible during foreign service etc. On the
Government servant’s re-transfer to Government service his service book must
again be sent to the Pay & Accounts Officer who will then note in it the
fact of recovery of leave salary and pension contributions. No entry relating
to the period spent on foreign service should be attested by any authority
other than the PAO. This fact is ,however to be recorded by DDO in case of the
merged DDO Scheme.
Leave Account
[Rule 15 of CCS (Leave) Rules].
4.6 A leave account shall be maintained for each
Government servant (Gazetted or Non-Gazetted) by the Head of Office. Entries
regarding leave in the leave account and the service book should be made
distinctly and attested.
Nature of Entries in Service Books
[SR 199].
4.7 Every step in a Government servant’s offical
life should be recorded in his service book and each entry must be attested by
the Head of Office or if he himself is the Head of Office, by his immediate
superior. The Head of Office must see that all entries are duly made and
attested and that the service book contain no erasure or over-writing, all
corrections being neatly made and properly attested.
[Government of India
4.8 The entries regarding increments, and fixation
of pay should be based on the Increment Certificates, and Pay fixation
statements. The declaration of the Government servant electing the new scale of
Pay and the statement showing the fixation of his initial pay in the relevant scale
in support of the entry in the service book should be pasted in the service
book.
[Rule 4 of the LTC Rules].
4.9 The declaration of Home-Town for purpose of
Leave Travel Concession duly accepted by the competent authority should be
pasted in the service book.
(SR 200].
4.10 Every period of suspension from employment and
every other interruption in service must be noted promptly with full details of
its duration and be properly attested.
Periodical Inspection of Service Books by the
Govt. Servant Concerned
[SR 202].
4.11 The Head of Office should show the service book
to each Government servant under his administrative control every year, and
obtain his signature therein in token of his having inspected the service book.
A certificate to the effect that he has done so in repect of the preceding
financial year should be submitted by him to his next superior by the end of
every September.
Entries regarding Date of Birth
4.12 The provisions of Rules 79 and 80 of GFRs should
be observed with regard to the entry of the date of birth in the service book.
[Note 5 below FR 56].
4.13 No alteration in the date of birth of a
Government servant should be made except with the sanction of the
Ministry/Department concerned of the Central Government, under which the
Government servant is serving, provided :
(a) A request in this regard
is made within five years of his entry into Government service
(b) it is clearly established
that a genuine bonafide mistake has occured; and
(c) the date of birth so altered
would not make him ineligible to appear in any School or University or UPSC
examination in which he had appeared, or for entry into Government service on
the date on which he first appeared at such examination or on the date on which
he entered Government service.
Entries regarding verfication of service
(GFR 81).
4.14 (i) In the beginning of each year all the
service books should be taken up for verification of service by the Head of
Office in terms of Rule 81 of GFRs and a certificate in the following manner
recorded therein over his signature :- "Service verified upto (date) from
……………………the record from which the verification is made”.
[Government of India
(ii) If any portion of service
cannot be verified from office records, the Head of Office should state
distinctly that for the excepted periods (naming them) a statement in writing
by the Government servant as well as a record of the evidence of his
contemporaries ,is attached to the service book.
[Government of India
4.15 In case of transfer of Government servant, the
Head of Office under whom he was originally employed should record the
verification of service in respect of the whole period during which the
Government servant was employed under him before forwarding the service book to
the office where his services are transferred.
Providing certified copy of Service Book
[Government of India
4.16 A certified copy of service book may be supplied
on payment of a copying fee Rs. 5/- to a Government servant who asks for it on
quitting Government service, by retirement, discharge or resignation.
Note regarding receipts of nominations for
pension/ DCRG & other important to entries
[Government of India
4.17 A clear note should be made in the service book
regarding the receipt of nomination for DCR Gratuity and Family Pension and
related notices from the Government servant and where they have been lodged for
safe custody.
[Government of India
4.18 The orders of the competent authority regarding
the counting or otherwise of periods of extraordinary leave,or periods
preceding breaks in service or qualifying service for pension should be
obtained invariably at the very time the occasion arises and not later. Such
orders should be noted in the service book.
[Government of India
4.19 General Provident Fund Account No. allotted to a
Government servant (including any subsequent changes in the Account No.) should
be entered on the right hand top of page 1 of his service book by means of a
rubber stamp.
[Para 4.2 of M/F OM No.F.15(3)/78 WIP dated
30-10-80,read with OM No..F.15(3)/78 WIP,dated
20-2-82].
4.20 The Head of Office should ensure that necessary
note of the membership of CGEGI Scheme has been made in respect of Government
Servants who were in service on 1st November,1980 and who did not exercise the
option to opt out of the scheme and those who joined the Government Service
later.
[Para 9 of the
M/F O.M. No. F. 15(3)/78 WIP, dated 31-12-80].
4.21 The Head of Office should obtain from every
Government servant who is a member of C.G.E.G.I. Scheme a nomination in Form
7/Form 8 as the case may be, countersign it and paste it in the Service Book.
Whenever the nomination is revised by the Government servant, the fresh
nomination should be similarly counter-signed and pasted.
4.22 The photograph of the Government servant should
be pasted on the right side of page 1 of the service book.
4.23 Proper entries regarding medical examination of
the Government servant at the time of appointment and attestation forms
verifying antecedents and character etc. should be made at the appropriate
place of the service book.
source http://www.cga.nic.in/