All about transfer posting of Central Government Employee.

Dear All,

We compile here all the rule and regulations mentioned in our departmental book for transfer and posting, kindly go through it and take benefit of it.

1. TENURE, TRANSFER & POSTINGS

I. ROTATION TRANSFERS & OTHER TRANSFERS

1. Circulation of 'Transfer Policy' to regulate transfers of officers/officials, other than the Officers of Indian Postal Service, Group

'A, of Department of Posts.

I am directed to say that following rules/ policy / guidelines have been issued from time to time to regulate the transfer of

officers/ officials, other than the officers of Indian Postal Service, Group 'A' of Department of Posts :

i. Rule 37 of Postal Manual Vo. IV.

ii. Rule 38 of Postal Manual Vol. IV.

iii. Requests received from Inspectors of Posts, for inter- Circle transfer under Rule 38 of Postal Volume Vol. IV.

iv. Requests for temporary inter-Circle transfer.

v. Policy guidelines for rotational transfers.

vi. Transfer / posting of women employees.

2. It is observed that some Circles are still following some orders / instructions which are outdated / not in force. The transfer

policy with regard to officers/ officials of Group 'A' to 'C' (other than the officers of IPOs, Group 'A') has now been prepared after

examining all the related issues in detail. Therefore, 'Transfer Policy' to regulate transfers of officers/ officials, (other than the

Officers of Indian Postal Service, Group 'A') of the Department of Posts is enclosed herewith as Annexure to this letter.

3. Officers of Indian Postal Service, Group 'A' including Junior Time Scale/Senior Time Scale officers, are rotated/transferred as per

Transfer Policy Guidelines issued vide Directorate's letters No. 4-9/2011-SPG dated 04-04-2011 and 02-04-2012.

4. This 'Transfer Policy' is issued in supersession of earlier orders / policy / guidelines on the subject.

5. All Postal Circles are requested to follow this Transfer Policy scrupulously.

Annexure to Letter No. 141-141/2013-SPB-II dt. 31-01-2014

Consolidated Transfer Policy to regulate transfers of officers / officials of the Department of Posts other than the officers of Indian

Postal Service, Group 'A'.

1. Rule 37 of Postal Manual Vol.IV

All Officials of the Department are liable to be transferred to any part of India unless it is expressly ordered otherwise for any

particular class or classes of officials.

2. Rule 38 of Postal Manual Vol. IV - Transfer at one's own request and related orders / instructions.

(I) Rule 38 of Postal Manual Vol-IV, provides for mutual transfer and transfer of an official at his/her own request under certain

conditions which are as under :

(i) Transfers of officials when desired for their own convenience should not be discouraged if they can be made without injury to

the rights of others. However, as a general rule, an official should not be transferred from one unit to another, either within the

same Circle, or to another Circle unless he has completed probation period satisfactorily. As it is not possible to accommodate an

official borne on one gradation list into another gradation list without injury to the other members in that gradation list such

transfers should not ordinarily be allowed except by way of mutual exchange. Transfers by way of mutual exchange, if in themselves

inherently unobjectionable, should be allowed. But in order to safeguard the rights of employees borne in the gradation lists of both

the offices, the official brought in should take the place, in the new gradation list; that would have been assigned to him had he been

originally recruited in that unit or the place vacated by the official with whom he exchanges appointment, whichever is the lower.

(ii) When an official is transferred at his own request but without arranging for mutual exchange, he will rank junior in the

gradation list of the new unit to all officials of that unit on the date on which the transfer order is issued, including also all persons

who have been approved for appointment to that grades as on that date.

(iii) If the old and the new unit form parts of a wider unit for the purpose of promotion to a higher cadre, the transferee (whether

by mutual exchange or otherwise) will retain his original seniority in the gradation list of the wider unit.

(iv) An official transferred from one unit to another will not have any claim to go back to his old unit. A declaration to the effect that

he accepts the seniority in the new Unit on transfer under Rule 38 and that, he will not have any claim to go back to the old unit,

should be obtained before an official is transferred under this rule. Any special privilege to which an official may be entitled by virtue

of his position in the gradation list of the Unit from which he is transferred will, ordinarily, be forfeited on his transfer to a new

gradation list.

(v) Rule 38 transfers may be permitted on the basis of declared vacancy i.e. direct recruit may be transferred against direct

recruitment vacancy and promotee against a promotion vacancy. Further OC candidate should be transferred against OC vacancy, SC

candidate against SC vacancy and ST candidate against ST vacancy.

(vi) Under Rule 38, inter-Circle and intra-Circle transfer from one distinct cadre to another viz. Post Offices to Circle Office, Regional

Office, SBCO, Postal Assistant to Sorting Assistant etc. or vice versa is not allowed.

(vii) Only such officials who have put in minimum service of five years in the case of direct recruits in the cadre in question and three

years in the case of surplus qualified officials wherever applicable would be eligible for transfer under Rule 38. Any relaxation in this

regard should be matter of rarest exception. Transfer of officials who have not yet cleared the probation period should be permitted

in deserving cases only.

(viii) Under the existing instructions, Heads of Circles i.e. CPMsG are fully empowered to permit such transfers with the approval of

CPMG of the other Circle, where the transfer is sought. In such cases where the prescribed conditions are met the approval of the

Directorate's would not be necessary.

(ix) As and when the applications are received for such transfers, it should be recorded in the register, which will serve as priority

list to be operated as and when vacancy (ies) arise.

(x) Under Rule 38, an official will be allowed to seek transfer only twice during his entire service.

(II) Requests received from Inspectors of Posts, for inter-Circle transfer under Rule 38 of Postal Volume Vol.IV.

(i) Requests for mutual transfers under Rule 38 could be considered between the Inspectors of Posts from one Circle to another

Circle provided the process of verification of certificates etc. has been completed in respect of Direct Recruit Inspectors of Posts and

they have completed the probation period.

(ii) Transfers of both direct recruits as well as promotee Inspectors of Posts may be permitted subject to fulfilling the minimum

service limit of five years in the case of direct recruits and three years in the case of promotees. The lady Inspectors of Posts would

be eligible for such transfer without provision of minimum service in the grade in deserving cases on merit.

(iii) The requests of male Inspectors of Posts candidates for transfer under Rule 38 may be considered in special circumstances by

relaxing the condition of five years and three years for direct recruits and promotee officers, respectively provided they have

completed the probation period.

(iv) The CPMG of the Circle where the Inspectors of Posts are working would be competent to permit such transfer in consultation

with the CPMG of the Circle where the transfer is sought for by the individual. The Chief Postmasters General should take a

considerate view in consultation with their counterpart while considering the request of Inspector of Posts candidates for transfer to

their Home/nearby Circle under Rule 38.

(v) Deficit Circles should consider such requests only under extreme compassionate grounds or compelling reasons after assessing

the staff position and needs of their own Circle.

(vi) Before announcing vacancies for a particular recruitment year whether under Direct Recruitment or Departmental examination,

the number of Rule 38 transfer requests of Direct Recruits and promotee Inspectors of Posts which have already been approved by

the competent authority but could not be given effect to during the recruitment year should first be deducted from the quota of

vacancies earmarked for Direct Recruit and Departmental Examination and only the remaining vacancies should be reported to

Directorate.

(vii) In order to maintain the representation of promotees and direct recruits, promotee Inspectors of Posts may be allowed to seek

transfer in the other Circle against a vacancy meant for promotion to be filled up on the basis of Departmental Examination, which is

yet to be reported to the Directorate. Similarly, Inspector of Posts appointed on the basis of Direct Recruitment may be considered

for transfer sought in another circle against a vacancy meant to be filled up by the Direct recruitment, which is yet to be reported to

the Directorate.

(viii) The vacancies earmarked for Direct Recruitment Quota and Departmental Quota should not be disturbed/interchanged and the

status of roster points should not be disturbed. Transfer of Inspectors of Posts belonging to one category i.e. SC/ST/OC/OBC shall be

allowed against the vacant post of same category in the Circle to which transfer has been sought.

(ix) No transfers may be allowed against the vacancies already reported to Staff Selection Commission.

3. Requests for temporary inter-Circle transfer.

(a) Request for temporary inter-Circle transfer should not be entertained unless they are really hard and deserving cases. The

guidelines in this regard are as under:

(i) The Circles should not entertain inter-Circle transfer on temporary basis received from officials in a routine manner. The

requests of officials who seek such transfer may be considered by the Circles in the first instance under Rule 38 of Postal Volume IV

and instructions issued by the Directorate from time to time, if they are otherwise eligible. If the case is not being considered under

Rule 38, the reasons therefore may be recorded.

(ii) Such Inter-Circle transfer cases of officials on temporary basis, referred to Directorate, will be considered only when both the

CPMsG of the Circles have agreed to in really hard and deserving cases after the genuineness of ground for such transfer stated by

the official is established to the utmost satisfaction of CPMG of parent Circle.

(iii) Inter-Circle transfer on temporary basis is restricted to only those officials, who have completed probation period, wherever

applicable, and in other cases on completion of two years of service in the grade.

(iv) Grant of temporary transfer from one Circle to another will be considered initially for a period of six months only. Further,

extension thereon shall be considered by the Directorate on recommendations of the Circles for a period of six months.

(v) In no case, temporary transfer will be allowed to an official beyond two years in his/her entire service career.

(vi) Requests of the officials for extension of temporary transfer should be forwarded by the Circle with due recommendation of

both the Circles at least two months in advance before expiry of period of temporary transfer already granted by the Directorate.

(vii) Inter-Circle transfer on temporary basis from one cadre to another cadre viz. Postal Assistant in Post Offices to Postal Assistant

in RMS Offices, Postal Assistant to Sorting Assistant etc. will not be considered by the Directorate. Circles should not forward such

requests to the Directorate.

(viii) If the official is promoted during the period of temporary transfer, such official should join in the promoted post within a

month, failing which, he/she will be debarred for promotion for one year.

(ix) Requests of temporary transfers and extension thereon already granted to the officials by the Directorate before issue of this

letter will be regulated as per these new temporary transfer guidelines.

4. Rotational Transfers

4.1 Officers of Indian Postal Service, Group 'A' including Junior Time Scale/Senior Time Scale officers, shall be rotated as per

Transfer Policy Guidelines issued vide Directorate's letter No. 4-9/2011-SPG dated 04.04.2011 and 05.04.2011.

4.2 Employees of all other cadres including Private Secretaries/Stenographers and Mail Motor Service in the Department of Posts,

completing prescribed post tenure and station tenure, read in conjunction with the provisions in the Postal Manual, unless otherwise

specially specified, may be rotated as detailed below subject to following broad principles of rotational transfers:

a) Matching of human resource with requirements of posts and placing officials in the choice stations may be considered in the

overall context of administrative requirements and austerity measures.

b) Inter-station transfers should be restricted to minimum in view of the austerity measures.

I. All such officials who are due for rotational transfers on completion of post tenure/station tenure may be asked to give at least

three options of the place of posting/ station with reasons to enable the authorities to consider the same while effecting transfers.

However, it may be made clear to the officials that their request will be considered subject to administrative convenience and

availability of the post.

II. The post tenure of Inspectors and Assistant Superintendent of Post Offices and their counterparts in the Railway Mail Service

shall be four years and they shall be invariably rotated on completion of their tenure. They shall never be posted back to a particular

Sub-Division, in which they have already completed one tenure.

III. All other officials should be transferred on completion of their prescribed post-tenure of four years within the same stations to

the extent possible. Where it is not possible to do so without shifting some of them outside their present stations, they may be

posted outside their present stations to the extent administratively feasible.

IV. If officials belonging to various cadres are waiting since long for their posting to particular stations and it has not been found

possible to accede to their request for one reason or other, such pending requests for transfer may be acceded to in really deserving

cases by transferring out officials having longest stay in such stations in the public interest.

V. All Sub Post Master/ Postal Assistant in a single handed or double handed Post Offices must be shifted on completion of their

post tenure of four years positively, even if it involves moving out of station of their present postings. Further, as per the

instructions, concerning preventive vigilance measure, issued by Investigation Division of the Directorate vide their letters No. 8-

4/2005-Inv. dated 22-09-2005, 12-01-2012 and 05-12-2012, officials who have been posted as Sub Post Master/ Postal Assistant in a

single handed or double handed post office irrespective of period of posting / completion of tenure should not be posted back to the

same office even after a break. In other words, officials of single handed and double handed Post Offices can have only one posting

in such offices during their service period. However, Divisional Heads, subject to following conditions have been vested with the

powers to consider an official, who had earlier served in the single/ double handed office to be posted back to the same office or

other single and double handed office in the division.

(i) The Divisional Head will satisfy himself / herself about the antecedents and character of the officials for whom the provision are

being relaxed, and note to this effect will be given in the file.

(ii) No official will be posted back to the same single-handed/ double handed post offices on transfer/ deputation or otherwise

before a break of full tenure period.

(iii) Information about cases of relaxation so exercised by the Divisional Head will be communicated to the Regional Postmaster

General / Chief Postmaster General as the case may be, in a half yearly statement.

VI. Rotational Transfer of Savings Bank Control Organization staff will be made within the cluster of Divisions. However, in

exceptional circumstances, DPS (Hqs.) in consultation with Accounts Officer ICO (SB) may consider movement of SBCO officials

outside the cluster.

VII. All those, other than all Sub Post Masters/Postal Assistants in a single handed or double handed Post Offices, who are due to

retire within one year should not be shifted, unless otherwise specially specified or there are very special reasons to be recorded in

writing by the Head of the Circle.

VIII. Extension of post tenure in respect of all Group 'C' staff, other than Sub Post Master/Postal Assistant in a single handed or

double handed Post Offices, may be allowed in deserving cases for a period of one year by the Regional Postmasters General/Chief

PMG after recording full justification on file. Such extensions to Group 'B' Gazetted as well as Non Gazetted Officers shall be granted

by the Head of the Circles after due consideration. The authority to extend the Post tenure in respect of the officers of the level of

JTS and above will rest with the Directorate.

IX. The station tenure for Gazetted officers is normally four years which may be extended up to six years in individual cases in

public interest. The powers for extending the station tenure beyond four years in respect of Group "A" Gazetted officers will be

exercised by the Directorate. Such power in respect of Group 'B' Gazetted Officers shall rest with the CPMG.

X. An Official/Officer on his transfer, after joining the station assigned to him, shall not be considered for retransfer for a period of

two years to the station from which he was transferred. Two year break is; however, only a minimum condition and it will not entitle

an officer/official to claim retransfer to the old station in preference to others who have spent longer periods out-side. Retransfer

before completion of two years may be considered only in extreme public interest or on extreme compassionate grounds in

exceptional cases with the approval of the Heads of the Circle. The retransfer of officials as Sub Post Master/Postal Assistant in a

single handed or double handed Post Offices shall be regulated as per the instructions issued by Investigation Division of the

Directorate, in this regard.

XI. Gazetted and Non-Gazetted Staff will not be transferred from a post before completion of the prescribed tenure. However, an

officer/official may be transferred from a post in administrative interest or at his/her own request provided he/she has completed at

least one year in the said post. Leave of any kind exceeding 15 days will not be counted while computing this period. Nevertheless,

transfer of any officer/official before completion of one year in the post may be done in public interest but the reasons for the same

should be recorded.

XII. The rotational transfer policy guidelines may not be enforced in the cadres of Postman and Multi-tasking Staff (MTS).

XIII. The provision of Station tenure of six year will normally not be enforced on the cadre of Postal Assistant/Sorting Assistant

except when ordered in administrative interest and under exigencies of service.

XIV. As regards posting/transfer of working couples at the same station, the same should be regulated in terms of extant guidelines

issued by Department of Personnel & Training.

4.3 Transfers will be effected sufficiently in advance of the commencement of the academic year. Officials who are due to complete

their tenure by 30th September of the year should be transferred well before the commencement of academic session, but not later

than 31st May of that year. Similarly, where the academic session commences in December of the year the transfer of the officers

should be effected well before the commencement of the said academic session.

4.4 In respect of Circle cadres where transfer/postings are done by the Regional Postmasters General, Chief Postmasters General

must ensure that all re-allotments/transfers in the said cadres to various Regions are finalized and conveyed to the Regional

Postmasters General concerned by 15th March of the financial year so that the officials in such cadres could be considered in the

next financial year for rotational transfer.

4.5 Transfers may not be effected in the middle of the academic session in general save in exceptional circumstance (which will

include administrative necessity/public interest).

4.6 While ordering transfers, administrative interest and operational needs of a particular division/office/region should be kept on

view.

4.7 New products/services and modern technology are being introduced in the Department of Posts in a big way. Heads of

Circles/Regional Heads/Divisional Heads/Unit Heads therefore, should build up a pool of trained officials to handle these new

products and technology related jobs so that manpower is readily available to replace the officials presently working on completion

of tenure and to ensure achievement of desired objectives. Proper succession planning will have to be made by the

HOCs/Regional/Divisional/Unit Heads well in time. The Department has already taken necessary steps to train its manpower for

successful implementation of IT Project. It should not be difficult to replace such officials on completion of tenure. However, to avoid

dislocation of work, the officials specially trained to handle newly introduced products/services and technologies may not be

transferred on completion of their tenure unless trained substitutes are available to replace them. HOCs / Regional PMsG must

record, in the concerned files the reason for retaining such officials. Therefore, it is incumbent on the Head of Circle to see that there

is a significantly well-trained pool available to rotate the officials.

4.8 The aforesaid instructions may be read in conjunction with the relevant rules contained in the Chapter-II of P&T Man. Vol.IV as

amended from time to time.

5. Posting/transfer of women employees.

It may be ensured that women employees are posted/transferred to an office only after ensuring that basic and essential

amenities for women as required are available there.

6. Bringing of direct or indirect political or other outside influence by any official/officer regarding his posting/transfer would

attract the provisions of Rule 20 of CCS(Conduct) Rules, 1964, as per which an appropriate disciplinary action may be initiated against

him/her.

(DG (P) No.141-141/2013-SPB.II dated 31.01.2014)

2. Circulation of transfer policy to regulate transfer of officers/ officials other than the Officers of IPIS-Group ‘A’ of Department of

Posts- Reg.

I am directed to refer to CO letter No. STA/52-R/Corr dated 15-5-2014 on the above subject and to say that the Directorate

has laid down the transfer policy for various types of transfer cases vide letter No. 141-141/2013-SPB.II dated 31-1-2014. The

guidelines issued vide Directorate’s another letter No. 4-09/2011-SPG (Pt) dated 10/15.01.2014 for constitution of Transfer and

Placement Committees for recommending transfers of the officers/officials of the Department is based on the instructions issued by

the Department of Personnel & Training vide their OM No. 11013/10/2013-Estt.A dated 9-1-2014.

2. In para 3 of the Dte letter dated 10/15.1.2014, it is stated that from now onwards transfers/postings of all Group ‘A’ ‘B’ &

‘C’ staff in the Department of Posts will be done by the Competent Authority after considering the recommendations of the Transfer

and Placement Committees. It is felt that the Committee which recommend the transfers/postings of Group A, B & C staff in the

Postal Circles will have to take into consideration the guidelines laid down in Dte letter No. 141-141/2013-SPB.II dated 31.1.2014

before making recommendations for transfers/posting of officers/officials in the Circles and accordingly submit its recommendations

to the Competent Authority for his/her approval. The instructions contained in both the Directorate’s letter referred to above are

complementary to each other and are not contrary.

(DG (P) No. 141-141/2013-SPB.II dated 24.07.2014)

3. Constitution of Transfer and Placement Committees in the Department of Posts for recommending transfers / postings of the

officers/officials of the Department reg.

I am directed to refer to above mentioned subject and to say that in compliance with the Hon'ble Supreme Court's order

dated 31-10-2013 in WP (Civil) No. 82/2011, the Department of Personnel & Training (DOP&T) has issued directions vide their OM

No. 11013/10/2013-Estt. A dated 09-01-2014 that there should be a body akin to the Civil Services Board (CSB) in each Cadre to

consider the transfers and postings of the officers/officials. In view of this, the Competent Authority has decided to constitute

"Transfer and Placement Committees" in the Department of Posts for recommending the transfers and postings of the

officers/officials. The composition of the Committees at various levels in this regard will be as under :

Sl.

No.

Composition of the Transfer and Placement Committee at

different levels.

Remarks

(i) In Postal Directorate Member (Personnel), Chairperson The Committee will recommend the

transfer/postings/allotments of the officers, which

are required to be approved by the MOC&IT MOS

(C&IT) and Secretary (Posts).

DDG (Personnel), Member

Director (Staff), Member Secretary

(ii) In Circle Office DPS (HQ), Chairperson The Committee will recommend the

transfers/postings/allotments of the

officers/officials, which are required to be approved

by the Chief PMG. The Committee will also

recommend on the proposals of transfers/postings

received from Divisions in the Circle before Chief

PMG’s approval in case Circle has no Region or if

there is a Region under Chief PMG

APMG/AD (Staff), Member

(iii) In Regional Office DPS (Region), Chairperson The Committee will recommend the

transfers/postings of the officers/officials, which are

required to be approved by the PMG. The

Committee will also recommend on the proposals of

transfers/postings received from Divisions under a

Region before PMG’s approval.

AD (Staff), Member

2. The Committees will be the recommendatory bodies and will make recommendations for transfers/postings of

officers/officials of the Department. The final decision on the recommendations of the Committee will be taken by the Competent

Authority concerned.

3. From now onwards, transfers/postings of all Group A' B' & C' staff in the Department of Posts will be done by the

Competent Authority after considering the recommendations of the Transfer and Placement Committees as detailed above.

4. This may be brought to the notice of all concerned.

(DG (P) No. 4-09/2011-SPG (Pt) dated 10.01.2014)

4. Transfer and Placement Committees in the Department of Posts for recommending transfers/postings of the officers/officials of

the Department-reg.

I am directed to refer to this office letter of even number dated 10-01-2014 on the above mentioned subject and to say

that the matter relating to the composition of the Transfer and Placement Committees has been reviewed and the Competent

Authority has approved the following modified Transfer and Placement Committees for considering the transfers/postings of the

officers/officials of the Department.

Sl. No. Composition of the Transfer and Placement

Committee at different levels

Remarks

CIRCLE LEVEL

i. For (a) allotments of the officers of Postal Service Group ‘B’ & equivalent cadres and ASPs, HSG-I, Postmaster

Grade-III and equivalent cadres including SBCO and; (b) direct postings of the officers of Junior /Senior Time

Scale (JTS/STS) and equivalent cadres, for which CPMG will be the Competent Authority.

DPS (HQ) – Chairperson CPMG will accept the recommendations of the

Committee and approve allotments/transfers/posting of

the officers of these cadres.

APMG/AD (Staff) of the Circle Office – Member

One APMG/AD of the Circle Office – Member (To be

nominated by the CPMG)

ii. For allotments of the officers of Inspector (Posts), LSG, HSG-II, Postmaster Grade-I & II and equivalent cadres

including SBCO staff (PAs also) for which DPS (HQ) will be the Competent Authority :

APMG/AD (Staff) of the Circle Office-Chairperson

DPS (HQ) will accept the recommendations of the

Committee and approve allotments of the officers of

these cadres.

One APMG/AD of the Circle Office – Member (To be

nominated by the CPMG)

Office Assistant concerned in the Circle Office –

Member

CIRCLE LEVEL IN CASE NO REGION IN THE CIRCLE

iii. For transfers/postings of the officers of JTS/STS, P.S. Group ‘B’, ASPs, HSG-I, Postmaster Grade-III and

equivalent cadres including SBCO, for which CPMG will be the Competent Authority :

DPS (HQ) – Chairperson CPMG will accept the recommendations of the

Committee and approve transfers/postings of the

officers of these cadres

APMG/AD (Staff) of the Circle Office – Member

One APMG/AD of the Circle Office – Member ( To be

nominated by the CPMG)

iv. For transfers/postings of the officers of Inspector (Posts), LSG, HSG-II, Postmaster Grade-I & II and equivalent

cadres including SBCO staff (PAs also) for which DPS (HQ) will be the Competent Authority :

APMG/AD of the Circle Office – Chairperson DPS (HQ) will accept the recommendations of the

Committee and approve transfers/postings of the

officers of these cadres.

One APMG/AD (Staff) of the Circle Office – Member

(To be nominated by the CPMG)

Office Assistant concerned in the Circle Office –

Member

REGIONAL LEVEL

v For transfers/postings of the officers of P.S. Group ‘B’, ASPs, HSG-I, Postmaster Grade-III and equivalent cadres

including SBCO staff, for which PMG of the Region will be the Competent Authority :-

DPS (Region) – Chairperson PMG will accept the recommendations of the Committee

and approve transfers/postings of the officers of these

cadres.

APMG/AD (Staff) of the Regional Office-Member

One AD of the Regional Office – Member (To be

nominated by the PMG)

vi For transfers/posting of the officers of Inspector (posts), LSG, HSG-II, Postmaster Grade-I & Ii and equivalent

cadres including SBCO staff (PAs also) for which DPS (Region) will be the Competent Authority :

APMG/AD (Staff) of the Regional Office – Chairperson DPS (Region) will accept the recommendations of the

Committee and approve transfers/postings of the

officers of these cadres.

One AD of the Regional Office – Member (To be

nominated by the PMG)

Office Assistant concerned in the Regional Office –

Member

DIVISIONAL LEVEL

vii For transfers/postings of the officials of Postal Assistant/Sorting Assistant and equivalent cadres for which

Divisional Head concerned will be the Competent Authority :

Divisional Head of the Division concerned – Member Divisional Head concerned will be the Competent

Authority to accept the recommendations and order the

transfers/ postings. Such Committee for each Division

will be formed by the PMG/CPMG concerned.

Head of a neighbouring Postal/RMS Division –

Member

One ASPs of the Divisional Office concerned failing

which senior most ASPs or IPs in the Division –

Member

Senior most member will chair the Committee

Note: For Postman, Mail Guard, MTS and equivalent cadres and other units, which are not covered above, Circle will make similar

Committees.

2. Besides above, a separate Transfer & Placement Committee at Directorate level has also been constituted as given below

for recommending the allotments of the officers of Group ‘B’ cadres :

Composition of the Transfer and Placement Committee Remarks

DDG (Personnel) – Chairperson Member (Personnel) will be the Competent Authority to

accept the recommendations and order the

transfers/postings.

Director (Staff) – Member

ADG (SGP) – Member

3. As already communicated, the Committees will remain the recommendatory bodies and will make recommendations for

transfers/postings of officers/officials of the Department. The final decision on the recommendations of the Committee will be taken

by the Competent Authority concerned.

4. In addition to above, following are also clarified:

(i) For first review of the allotments/transfers/postings in the Circles, next authority higher than the approving

authority will be the Competent Authority. For second and last review, the next authority higher than the first reviewing authority

will be the Competent Authority. In case CPMG is the approving authority or the first reviewing authority, review will rest only with

CPMG and cases need not be sent to the Postal Directorate.

(ii) If post of any member of the Committee is vacant, the officer (holding/looking after the additional charge of the

said post) will be the chairman/member of the Committee as the case may be.

(iii) Recommendations of Transfer & Placement Committee are mandatory for any kind of transfer in the Circle viz.

rotational, Rule 37/38, transfer on promotion, temporary transfer etc.

5. This may be brought to the notice of all concerned.

(DG (P) No. 4-09/2011-SPG (Pt) dated 30.03.2015)

5. Guidelines for rotational transfers (Main order)

The question of rotational transfers of staff gazetted as well as non-gazetted has been considered in depth. In

supersession of all the previous orders on the subject, the following orders are issued to regulate the rotational transfers of staff.

2. As regards transfers on completion of tenure in posts, the existing instructions regarding 'post tenure' will continue to be

applicable for various categories of staff, both gazetted and non-gazetted, as laid down in P&T Manual Volume IV.

3. As regards transfer on completion of tenure in a station, the principles as explained in the following paragraphs will be

followed:

4-1. Gazetted officers and non-gazetted supervisory staff (such as ASPOs, ASRMS, IPOs, IRMs, JEs, Junior Accounts Officers, etc.) will

be normally subject to station tenure of 4 years, which may be extended up to 6 years in individual cases, in the public interest. The

powers in respect of the gazetted officers will be exercised by the P&T Directorate and in the case of non-gazetted supervisory staff,

by the concerned Heads of Circle.

4-2. Gazetted officers as well as non-gazetted officials, who have all India transfer liability, may be transferred to another station in

the same state / region on completion of tenure, to the extent administratively possible.

4-3. As regards non-gazetted operative staff, they will also be liable to transfers from one station to another (within their respective

recruiting units) on the basis of completion of station tenure of 4 years. Such transfers should also be taken into consideration the

need for balancing of popular and non-popular stations so that popular stations are not monopolized by certain favoured employees.

The station tenure of 4 years may, however, be extended to 6 years in individual cases in the public interest. The powers for

extending the station tenure beyond the prescribed limit in respect of the operative staff up to the level of LSG officials will be

exercised by the concerned Director Postal Services / Director Telegraphs / Area Manager / Deputy General Manager and in the case

of higher selection grade officials, by the Head of the Circle.

4-4. Since the bulk of Junior Accounts Officers is concentrated in the Circle Postal Accounts offices; it may not be possible to rotate

them from one station to another on the basis of fixed tenure. However, for junior Accounts Officers working outside the Circle

Postal Accounts Offices, i.e. in offices like SBCOs, Postal Stamp Depots, MMS and PLI, the same stipulation of station tenure of 4

years should apply. These officers after completion of tenure should be brought back to Postal Accounts offices and their position in

the SBCOs etc. should be taken by those officials working in the Postal Accounts Offices. Junior Accounts Officers on promotion, as

far as possible, should be posted outside the Circle in which their parent office is located. They may be brought back wherever there

are vacancies to their parent office, after completion of their tenure if suitable vacancies are available in their original parent office.

The JAOs and AOs should be rotated periodically within the circle so that they acquire varied experience.

5. The crucial date for computing the completion (or otherwise) of the tenure will be the 30th of Sept.

6. Transfers may not be effected save in exceptional circumstances (which will include the administrative necessity) in the middle of

the academic year.

7. Transfers may, as far as possible, be effected sufficiently in advance of the commencement of the academic year. Officials who

are due to complete the tenure by the 30th September (in any year) should be transferred in the preceding April -June period or the

following December - January period depending upon the academic year. Those who are completing the tenure after the 30th of

Sept. should be transferred in December of the same year or in April-June period of the following year depending upon the starting

date of the academic session. Orders in respect of rotational transfers should be issued in the middle of December, 81 so that

officers / officials keep themselves in readiness for moving to their station of posting by January or April, May 1982, as the case may

be the same procedure will be followed.

8. Periods of leave taken in the course of a posting in a station will be counted as duty for the purpose of computation of the tenure

period, except that continuous leave of any kind exceeding six months at a stretch will be excluded from the tenure period.

9. Periods of training / deputation exceeding six months at a time both in India and abroad will be excluded from the computation of

tenure period. All other training / deputation periods will be counted as duty for the purpose of computation of tenure.

10. The staff who have two years or less to go on 30th September of each year before superannuation may be exempted from

rotational transfers, as far as possible, and also given posting of their choice to the extent administratively feasible.

11. In the case of officers on deputation to other Dept / Ministries in the same station, the principle to be followed will be that they

should not remain away from the field for too long. An officer, on return from deputation will as rule be posted at a station different

from the one he was working at before he proceeded on deputation. The same principle will be followed in respect of officers

returning from foreign assignments. In exceptional cases, which should be rare, if the competent authority is satisfied that in the

interest of the Dept., the posting of an officer at the same station on return from deputation / foreign assignment is necessary, a

departure from the rules may be made, but in that case of officer's service in the Dept. at the same station prior to his deputation /

foreign assignment will be taken into account for calculating the total period of tenure at the station and on completion of the

prescribed tenure, he will have to be transferred to another station (for deputations less than 6 months, provisions under Para 9 will

apply).

12. In reckoning the period of stay of a gazetted officer at a station the period of non-gazetted service immediately preceding the

gazetted service at the same station will be taken into account. On promotion from a non-gazetted grade to a gazetted grade, an

official will be generally transferred to a different functional unit at a different station. It will, however, be ensured that no official on

promotion, may be posted to work in a post which requires the exercise of supervisory inspectorial powers over the staff with whom

he was working for a good period of time or immediately before his promotion.

13. Re-transfer of an officer / official to the station from which he was transferred should not be normally considered for a period of

two years. In other words, an officer / official should spend a minimum of two years at the station to which he is transferred before

he can be considered eligible for re-transfer. The two year break is, however, only a minimum condition and it will not entitle an

officer / official to claim re-transfer to the old station in preference to others who have spent longer periods outside. Re-transfer

after a break of two years may be considered on administrative as well as compassionate grounds. In such cases of re-transfer, an

officer / official will count his tenure at the old station afresh for the purpose of further rotational transfer. Re-transfer before the

completion of two years may be considered only in extreme public interest or on extreme compassionate grounds in very rare cases.

Re-transfer of officers from Regional / Area Headquarters to Circle Headquarters may, however, be-considered without the two-year

restriction subject to exigencies of service and the principles of station tenure.

14. Transfers on promotion may be ordered keeping in view the exigencies of public service, notwithstanding non-completion of

tenure by an officer / official at a station. When transferring on promotion to a post involving all-India transferability, efforts should

be made, subject to public interests to give posting in the same state / circle (where the circles comprises of more than one state) or

region. If transferred to outside stations for lack of vacancies the officer / official may, after joining duty, ask for posting in his own

state / circle / region. Efforts will be made subject to public interest, to comply with the request on the occurrence of an appropriate

vacancy provided that the re-transfer, if made before two years, will be treated as done at the request of the officer / official. No

request for re-transfer will be considered with respect to any officer / official who do not join the station assigned to him.

15. Case of extension of tenure, whether in a post or station, on compassionate grounds should be the exception and considered

only in very deserving cases. Even in such cases, extension of the prescribed station tenure should not be granted for more than one

year by the next superior authority and reasons therefore should be recorded on the file. Any proposal for extension beyond one

year in respect of non-gazetted staff should be referred to the Directorate. In case of gazetted officers, proposals for granting

extension even for one year should be referred to the Directorate

16. Transfers in the interest of service may be ordered by the competent authority even though they do not fall within the purview

of the above guidelines.

17. While making transfers of officials / officers administrative needs of particular regions/ state should be kept in view.

18. If the operation of rotational transfers necessitates the transfer of officials exceeding 33% in a particular station / unit in a

particular category, these transfers will be limited to 33% in the current year. If, however, there are only two persons at a station

who have completed their tenure, one of them will be transferred notwithstanding the ceiling of 33%. The officers / officials, who

have over-stayed in their post as on 30th September for a longer period, may be transferred first.

19. In the case of officials trained specially to the advance technology programmes in satellite communication and electronic

switching, the proposals for their transfer on completion of tenure or otherwise on the grounds of administrative requirements

should be referred to the Directorate.

20. Heads of Circles etc. are requested to take immediate necessary action in the matter accordingly.

(DG (P&T) No. 69/4/79-SPB-I dated 12.11.1981)

6. Tenure of non-gazetted Postmasters

I am directed to refer to this office letter of even number dated 14.02.80 on the above noted subject in which it was

decided that the tenure of non-gazetted Sub-Postmasters (Time Scale) along with LSG and HSG Postmasters may be four years.

It has been brought to the notice of this office that in some cases of hard areas some officials are transferred before

completion of their tenure and thereby debarring them of getting the Backward Area Allowance. You are, therefore, requested to

scrupulously follow the instructions laid down in para one above, except in the public interest when transfer before completion of

the tenure may be justified.

(DG (P&T) No. 69/15/79-SPB I dated 01.04.1981)

7. Clarification on rotational transfers

A reference is invited to this office letter of even number dated 12-11-81 on the above subject. In Para 3 of this office letter

of even number dated 16-12-81, it is provided that while efforts should be not to disturb officials unless, in the opinion of the

controlling authorities, their transfer is necessary in the interest of service and, on the other hand, there should be no hesitation to

transfer those whose transfer is necessary in departmental interest. Before considering the transfer of officials in departmental

interest, an evaluation of work performance will have to be made. It has been decided that necessary action for evaluation of work

performance may be taken up now. If it is observed, in specific cases, that the performance of certain officials is not satisfactory, the

performance of such officials may be kept under watch for a couple of months, and if no improvement is noticed, the orders of their

transfer may be issued by the end of February, 1982.

(DG (P) No. 69/4/79-SPB.I dated 21.12.1981)

8. Rotational transfers

According to the policy for rotational transfers as enunciated in the orders referred to above, orders of rotational transfer

should be issued in December each year so that the officers/officials may move to the new station of posting in the following

January/April, depending on the academic session. It is also provided in the orders that for certain cadres, while the liability for

rotational transfer remains actual transfer will depend upon the evaluation of work performance.

2. The basic objective behind the rotational transfer of operative staff is that the staff should not develop a feeling of

complacency but should at all times display a sense of responsibility and responsiveness to the needs of the service in the public

interest. Staff whose performance is not up to the mark should be made aware that they will be subjected to rotational transfer if

they do not improve their performance adequately. Consequently, it will be the responsibility of the supervisory officers to identify

the staff whose performance has been unsatisfactory and take corrective action.

3. Advance action is required to be taken for the rotational transfers to be ordered in December, 1982. A period of about five

months is now available for doing the necessary spade work, in this regard. The authorities vested with the power to assess the

performance of the officials working under their control should identify those whose performance has not been up to the mark. A list

of such officials should be made out and the officials concerned should be specifically informed by them that their performance has

not been satisfactory and that they are being kept under watch with a view to deciding whether they will be transferred. They may

also be orally warned of the deficiencies in their performance and counseled to show improvement. A period of 2 to 3 months may

be given to them so as to enable them to show visible improvement in performance. If adequate improvement is not noticed

another warning should be issued to the officials concerned. This may be done by the authority who is vested with the power to

assess the performance of the official if he is also competent to order the transfer of the official concerned. In case, however, the

power to order transfer is vested with a higher authority (as in the case of Gazetted Head Post Offices, SDOT's offices etc. where PM

(Gazetted / SDOT) does not have powers to order their transfer of Clerical staff out of their office), the matter may be reported to

that authority who in turn will issue a warning to the official concerned that his performance has not been satisfactory and that if no

adequate improvement is noticed his transfer out of the station will be considered. A record of written and oral warnings issued to

the officials should be kept by the competent authorities concerned. If the opportunities given to the officials to reform themselves

prove to be of no avail, a decision is to be taken regarding their rotational transfer. Orders of rotational transfer decided as above

should be issued in December, 1982. In the extreme cases where it is considered that the provisions of Rule 37 should be invoked in

the administrative interest, the transfer should be ordered outside the recruiting unit and outside the station in accordance with

Rule 37.

4. It may clearly be noted that transfer orders once issued should not normally be cancelled or modified. Officials who are

rotationally transferred either under Rule 37 or otherwise should be required to carry out the orders and no leniency should be

shown to them.

5. It is to be made clear further that apart from rotational transfers, the competent authorities have the right to order

transfer of the officials in the public interest even without giving them an opportunity to show cause against transfer which is after

all not a penalty, legally speaking.

(DG (P&T) No. 69-22/82-SPB-I dated 26.07.1982)

9. Rotational Transfers

A reference is invited to this office letter No. 69-4/79-SPB-I dated 12.11.1981, 16.12.1981 and 21.12.1981 and letter No. 69-4/79-

SPB-I Col.II dated 18.8.1982

2. The policy guidelines contained in these letter have been reviewed by the P&T Board and the following decisions have been taken.

(a) The concept of rotation transfer will continue and the liability for rotational transfer for different categories of staff will also

continue.

(b) While transferring officials, the field of experience of the officials and their suitability for the posts to which they are being

considered for transfer, shall be kept in view.

(C) Keeping in view the paramount need for economy, rotational transfers may not be ordered during the current year except in

cases where considered necessary in the interest of Service. Rotational transfer of Non-Gazetted Staff will be restricted to

officials whose shift from one Station to another is considered essential in administrative interest after and evaluation of their

work performance.

The above instructions do not apply to transfers necessitated by promotions.

(DG (P&T) No. 69-4/79-SPB-I dated 16.04.1983)

10. Rotational Transfers

I am directed to refer to your letter No. F/21 (Tfr)/P dt. the 20th December, 1985 addressed to Member (Per), Postal Service Board,

on the subject noted above and to state that in para 2 of office letter of even number dated 2nd April, 1985 where by policy

guidelines for 1985-86 have been laid down, it has been stated ‘non-gazetted staff who have completed the prescribed post-tenure

be transferred to another post in the same station or another station be followed is that post tenure are to be honoured but as far

possible the officials can be posted in the same station on completion of the tenure post which would not disturb their family. Hence

essence, there is no change of policy for 1986-87 and as such notification in the orders issued on 02.12.21985 is called for.

(DG (P) No. 69-23/83-SPB-I dated 03.02.1986)

11. Rotational Transfer policy guidelines for the year 2013- 14- Reg.

I am directed to refer to Directorate's letter No.141-91/2012-SPB.II dated 2.4.2012 and 28.5.2012 on the subject cited

above. There is no deviation in the policy to be adopted for rotational transfer for the year 2013-14. All the employees completing

post tenure may be rotated subject to the broad principles of rotational transfers laid down in the above guidelines.

2. All Heads of Circles are requested to ensure rotational transfers of all cadres in the Circle observing the above Rotational

Transfer Guidelines without any deviation. All Rotational Transfers should be completed by 31st May i.e. before pilot of IT roll out so

that officials and supervisors are in place for the pilot launch. A watch be maintained on staff position in pilot offices so that the

smooth roll out of IT in pilot offices can be ensured. The staff posted in IT pilot offices should be IT savvy so that the roll out is made

easier.

3. Action taken report on implementation of rotational policy guidelines for the year 2013-14 may be furnished positively by

31st May 2013.

(DG (P) No. 141-91/2013-SPB.II dated 30.04.2013)

12. Rotational transfers’ liabilities of SBCO staff

Attention is invited to Para 6 of this Department's letter No. 141-4/98-SBP-II dated 23-2-1998 which states that:

"SBCO staff constitutes a circle cadre. In order, however to minimize their hardship, their rotational transfers may be

confined as far as possible within the same division or to the neighbouring divisions subject to the exceptions as in Para 4 above."

Service unions have been making representations to the Department that SBCO cadre should be made a divisional cadre

restricting their transfer liability to within a division. The matter has been examined in detail and in continuation of the earlier

guidelines, it is now added that the rotational transfer liabilities of SBCO staff may be limited to within a region and any transfer

outside a region may be done only with the concurrence of the Head of the Circle and on specific administrative grounds only.

(DG (P) No. 93-8/97-SPB-II dated 30.3.1999)

13. Rotational transfer liabilities of SBCO staff – Non adherence of instructions issued vide Directorate’s letter no 93-8/97-SPB-II

dated 30.03.99 & 141-77/2000-SPB-II dated 02.03.2000

I am directed to state that All India Postal SBCO Employees Association, New Delhi has brought to the notice of this Directorate that

instructions issued vide Directorate letters No. 93-8/97-SPB-II dated 30.03.99 & 141-77/2000-SPB-II dated 02.03.2000 are not being

followed in some Circles in respect of SBCO staff.

2. In this connection, it is stated that a comprehensive Transfer Policy guidelines to regulate transfers of officers/officials

other than the officers of the Indian Postal Service, Group ‘A’ was circulated to all CPMsG/PMsG vide this office letter of even no.

dated 31st January, 2014. This transfer policy was issued in supersession of earlier orders/policy guidelines on the subject.

3. Para 4 (vi) of the aforesaid transfer policy contains the policy guidelines in respect of SBCO staff, which provides that

Rotational Transfer of Saving Bank Control Organization staff will be made within the cluster of Divisions. However, in exceptional

circumstances, DPS (Hqs) in consultation with Accounts Officer ICO (SB) may consider movement of SBCO officials outside the

cluster.

4. In view of the reference from AIPSBCOEA, it is reiterated that the rotational transfer of the staff of the Savings Bank

Control Organization may be made within the cluster of Divisions and/or Head Post Offices only, which fall in the same Postal

Division or/and a neighbouring Postal Division and are located in the same Region. It is presumed that the Circles/Regions have

already worked out the clusters of HPOs for this purpose.

5. All Circles are requested to ensure that the Rotational Transfer Policy guidelines are strictly followed while considering the

transfer cases of the SBCO officials.

(DG (P) No. 141-229/2014-SPB-II dated 28.01.2015)

14. Rotational transfers- guidelines-regarding

"R.T. Policy guidelines" were compiled and communicated to all Regions vide C.O. letter No. STC/102-1/2002 dated 15-4-

2002. In the gist of the Directorate orders communicated, instructions regarding 'station tenure' were issued in para-1 of page-1 and

Para under caption 'station tenure' in page-3. It was informed therein that 'station tenure' of non-gazetted staff would normally be 4

years which might be extended up to 6 years in public interest. It was also mentioned therein that an official who completed 'station

tenure' was liable for transfer even though he had not completed 'post tenure'. These orders were issued based on Directorate's

orders No. 69/4/79-SPB-I dated 12-11-81 and communicated in C.O. letters no. STC/102-1/80 dated 18-11-1981 and 6-1-1982.

However, these instructions were modified subsequently by Directorate in letter No. 69-23/83-SPB-I dated 2-4-85.

It has been brought to the notice of this office by one of the Service Unions that some of the non-gazetted staffs were

shifted out of stations from where they were working even though they had not completed "post tenure" as per the Rules. It is

presumed that some of the Divisions/units might have misinterpreted the above instructions without taking into account the latest

guidelines of Directorate dated 2-4-85.

In this connection, kindly see DG's letter No. 141-35/2001-SPB-II dated 11-4-2001 (communicated in C.O. letter no.

STC/102-1/2001-02 dated 18-4-2001 (the last one received from Directorate on this subject) in which it was categorically stated that

'All the employees completing 'post tenure' may be rotated subject to certain conditions. This means that there is no 'station tenure'

for non-gazetted staff and only 'post tenure' is applicable to them. However, there will be no bar to transfer the officials in all cadres

from one place to another on administrative reasons and in the interest of service.

Suitable instructions may kindly be issued to all concerned in this regard

(Principle CPMG, Tamilnadu No STC/101-2/2002 dated 30.06.2006)

15. Abolition of station tenure - transfer of non-gazetted staff from one station to another

As you are aware, the station tenure for non-gazetted staff has been abolished and as far as possible on completion of

tenure in a post, the non-gazetted staff may be transferred to some other post in the same station, provided of course that there are

no pending requests from other officials for posting to that station and provided administratively there is no other consideration vide

our circular letter No. 69/49/71-SPB.I dated 02-12-71. It has been brought to notice that in respect of popular stations like Bangalore,

there are always pending requests for transfer to that station, with the result that though station tenure has been abolished, a large

number of transfers will have to be effected if all pending requests have to be accommodated. It is not the intention that wholesale

transfers should be effected to accommodate all pending requests. At the same time the requests of officials for transfer to

particular stations should also be considered and accommodated to the extent administratively convenient. It is difficult to lay down

any hard and fast rule in this regard. The Heads of Circles / Divisions will have full discretion to order transfers keeping in view all the

aspects.

(DG (P&T) No. 69/49/72-SPB.I dated 29.08.1973)

16. Posting of gazetted staff and non-gazetted staff to their home areas

According to standing orders, Superintendents, Inspectors of Post Offices/Railway Mail Service and Selection Grade officials

are not to be posted to their Home Areas. As stated in this office letter No. SPB - 69-70/53, dated 26.09.55, these orders are to

meticulously follow in respect of Superintendents and Inspectors except in cases, where it is not possible to implement them due to

the size of the Circle or non-availability of posts. So far as the postings of Higher Selection Grade and Lower Selection Grade officials

are concerned, the spirit of these orders is to be followed to the extent possible at the discretion of the Heads of the Circles.

In view of several representations received on the question as to whether these orders should continue to be followed has

been under consideration for some time. It has now been decided that so far as Gazetted officers. Asstt. Superintendents and

Inspector of Post Offices are concerned, the present orders should be meticulously observed. Postmasters in the HSG and Sub-

Postmaster in LSG, Record and Sub Record clerks may also continue to be subject to the existing orders at the discretion of the Heads

of the Circles. In the case of Non Gazetted Deputy and Assistant Post masters as also Head sorters, however, it has been decided in

modification of the existing orders that they may be permitted to continue in their parent units on promotion, if their retention in

the same office is not considered objectionable on administrative grounds.

(DG (P&T) No. 69/29/62-SPB-I dated 25.05.1963)

17. Transfer at request from one station to another within the recruiting units- maintenance of request register

It is a normal practice for the various competent authorities to maintain a request register for recording requests of

officials for transfer to different stations within the same recruiting unit. While ordering rotational transfers, the request registers

are consulted and officials are transferred, to the extent possible, to stations of their choice, consistent with exigencies of service

and administrative requirements. It has been brought to our notice by the Staff Side of the Departmental Council of JCM that in

some of the recruiting units, request registers are not maintained. You are, therefore, requested to instruct all the authorities

competent to maintain a request register in which requests of officials for transfer from one station to another may be entered and

the entries therein consulted at the time of issue of transfer order. Normally requests may be considered in the order of receipt.

However, while deciding transfers to particular stations, all the relevant factors such as the suitability of the official for specific posts,

his prior tenure at the station of request, competing claims of other officials etc. will have to be kept in mind. Transfers within the

station from one post to another, however may be decided mainly on administrative grounds as no individual official is put to

hardship by way of shifting of residence on account of such transfers.

(DG (P&T) No. 71-8/82-SPB-I dated 25.03.1982)

18. Tenure of non gazetted postmasters (Time-Scale)

I am directed to invite a reference to Rule 60 of P&T Manual Vol. IV wherein the tenures of different categories of

postmasters have been prescribed. The tenure of non-gazetted postmasters (LSG) and postmasters (HSG) was increased from three

to four years in this office letter No. 69/4/76-SPB I dated 24-12-76.

It has now been decided that the tenure of non-gazetted sub postmasters (Time Scale) may also be increased to four years.

(DG P&T No. 69/15/79-SPB-I dated 14.02.1980)

19. Period of stay at tenure station - calculation of

I am directed to invite a reference to this office letter No. 69/5/75-SPB.I dated 01-03-75 wherein it has been prescribed

that while calculating the period of stay at a tenure station all periods of earned leave (excluding Casual leave) will be excluded. The

matter has been re-considered and it has been decided that the period of earned leave up to 30 days at a station where the

prescribed tenure is one year and 60 days at stations with tenure of two years should be included in the period of stay if an

employee actually avails the leave during his stay at the tenure station. In other words, the period of duty plus 30 or 60 days actual

leave as the case may be should not be less than the prescribed tenure.

2. These instructions are applicable to all tenure stations (even though all are not mentioned in the letter referred to above.)

(DG P&T 69/1/80-SPB.I dated 07.02.1980)

20. Computation of tenure for the purpose of rotational charges

The periodic rotations of charges in operative and administrative offices of the Department of Posts are laid down in Rule

37 to 62 of P&T Manual Volume IV as modified from time to time. A question has been raised whether in the computation of tenure

for rotation of charges the period spent by an official as Reserve PA / SA should be included or not. It is clarified that the reserve staff

are headquartered at suitable offices in the division for filling up of short or medium term vacancies within the division. They are not

posted as such in any office or charge during the time when they are Reserve PA / SA. This may be brought to the notice of all

concerned.

(DG (P) No. 70/168/87-SPB-I dated 07.08.1987)

21. Rotation of officials who occupy post quarters

The following decisions have been taken.

i) An official in the occupation of attached to Post Quarters, on transfer from that post to a post to which no quarter is

attached at the same station and in the same unit should be allotted a quarter on out of turn basis if his turn had come for regular

allotment when he was occupying the attached to Post quarters or if he had vacated a P&T quarter at the same station duly allotted

to him in his turn before occupying the Post Quarters.

ii) As far as possible, officers occupying attached Post Quarters should be rotated within themselves so that hardship involved in

vacating Post Quarters and/or providing alternate accommodation is minimized to the extent possible.

(DG (P&T) No. 2-20/66 dated 05.06.1973)

22. Reduced tenure in respect of certain stations considered arduous

I am directed to state that the Unions have been representing for prescribing a shorter tenure at certain stations which are

considered arduous where the conditions of life are comparatively harsh because of educational, medical, transport facilities etc.

available in those places are much less as compared to other places. It has been decided that for such stations the Heads of Circles

may fix shorter tenure of 3 years instead of 4 years if they are satisfied that such reduction is called for.

(DG (P) No. 141-98/90-SPB.II dated 26.12.1990)

23. Rotational transfer of the officers in the Department of Posts

In terms of the rotational transfer policy of the Department of Posts issued by the Department's letter No. 141-35/2001-

SPB-II dated 11th April 2001 all officers in the Department who have completed their prescribed tenure in their posts/stations are to

be transferred to other Posts/Stations. In view of the above, tenure transfer of the officers should be strictly adhered to so that no

officer stays in a post/stations for unduly long period which may lead to development of vested interest that is not conductive to

good administration.

It is therefore, requested that the JAG and above grade officer including medical officers who have completed their tenure

in a station may send their request for their stations to this Department by 10th February 2005 positively. It is also requested that

rotational transfer of the officer below the rank of JAG working in the circle may also be strictly adhered to.

(DG (P) No.1-15/2004-SPG/PO dated 01. 2005)

24. Rotational transfer of staff working in post offices

1. Tenures of Single Handed and Double Handed SPMs, and PAs working in double handed SOs and above must be observed

very strictly. Although instructions exist that overstayal of tenure has to be personally approved by the PMG/CPMG, many cases are

noticed where Divisional Heads manage to continue staff beyond the tenure on some pretext or the other and the inspecting officers

also do not object to this. In some cases, PA in double handed SO is continued there itself as SPM, ignoring his previous stay as PA

and treating the SPM's tenure afresh from the date of posting as SPM. This is incorrect and office tenure as a whole should be

observed strictly. Tenure of PAs working in HPOS is four years with some exception for SB incentives qualified officials. It is observed

that officials are retained far in excess of prescribed tenure, which needs to be stopped forthwith.

They will please send their compliance report and these instructions may be deep in mind at the time of transfer

posting/Rotational Transfers etc.

(DG (P) No. 4-95/Misc/03/2007 dated 16.07.2007)

25. (i) Rotational transfer/(ii) Posting policy for officials granted financial upgradation under Modified Assured Career Progression

Scheme (MACPS)

I am directed to say that D/o Posta has been following the policy of Rotational Transfers for the last many years and every

year guidelines used to be issued for the field units as to the manner in which these were to be effected. In supersession of all the

previous orders on the subject, a new set of guidelines were issued to regulate the rotational transfer of staff vide Dte. letter No.

69/4/79-SPB-I dated 2.11.1981 and 16.12.1981. The last policy guidelines were issued vide Dte. lr. No. 141-35/2001-SPB II, dated

11.4.2001 wherein it was stated that there was no deviation in the policy guidelines for rotational transfers issued for the year 2000-

2001 for adopting the same for the years 2001-2002. It was further stated therein that in view of the well-defined principles of

rotational transfers in Department and provision of tenures and other administrative instructions, annual issue of rotation transfer

guidelines were being discontinued and changes in the existing policies would be communicated whenever necessary. Subsequently,

Directorate vide letter No. 141-132/2009-SPB. II dated 2.6.2009 issued instructions regarding retention of staff for implementation of

Core Banking Solution in the Post offices including SBCO staff and AOICO (SB).

2. Modified Assured Career Progress Scheme (MACPS) has been introduced vide Dte.lr. No. 4-7/(MACPS) /2009-PCC, dated

18.09.2009 whereby three financial upgradation of pay scales are permitted to the officials who were stagnating in their career for

further regular promotion, after completion of 10,20 and 30 years respectively. It has also been stated that the TBOP and BCR

Schemes shall stand withdrawn w.e.f 1.9.2008.

3. Demands have been raised for issuing new guidelines about utilization of MACP-1, MACP-2 and MACP-3 officials in the

Postal Operative offices and in the Postal Divisional offices. The matter has been carefully considered in the light of Recruitment

Rules and the objective of MACP scheme. MACP Scheme clearly states that on grant of financial upgradation under the Scheme,

there shall be no change in the designation, classification or higher status. The financial upgradation would be on non-functional

basis. Thus those who are granted ACP, they would continue to function against their existing posts.

4. However, rotational transfer may continue to be made as per the guidelines issued by the Directorate from time to time.

(DG (P) No. 137-27/2010-SPB-II dated 10.06.2010)

26. Tenure posting of officials in single handed/double handed post offices -- Preventive vigilance measure

Recently while reviewing serious fraud cases it has come to notice that often officials who have completed tenure as Sub

Postmaster / Postal Assistant in a particular single handed or double handed post office, are posted back to the same office after a

break of tenure during which they worked in some other post offices. It has been seen that in some cases such officials have

committed frauds over a long period of time covering both their tenures in the same office. Evidence of collusion with other officials

/ Agents etc. has also come to light.

2. After considering the matter, it is therefore directed that officials who have been posted as SPM / PA in a single handed or

double handed post office irrespective of period of posting / completion of tenure should not be posted back to the same office after

a break as is being done now. In other words, officials of single handed and double handed post offices can have only one posting in

such offices during their service period.

However, only in respect of double handed post offices, the CPMG / PMG may personally relax this provision in a specific

case if warranted by exceptional administrative exigencies.

3. All Circle / Regional Heads are requested to ensure that above guidelines are kept in view while deciding transfers/posting.

(DG (P) No. 8-4/2005-INV dated 22.09.2005)

27. Comprehensive Review of the SB AND/CC processes and procedures with a view to plugging loopholes and to streamline the

system

I am directed to refer to PAF division letter No. DDG (PAF) /Misc. /2006, dated 1.12.2006 and DDG (Vig) D.O letter No. 5-10/WB-

01/2006-Inv. dated 14.06.2006 on the above mentioned subject.

2. Continuing the process to analyze the causative factors facilitating SB/CC frauds, group of officers consisting of JS & FA, DDG

(Vig), DDG (P) and DDG (Estt.) reviewed the procedures further in the light of recent frauds and felt it necessary to review the

security arrangements and preventive vigilance checks by the Heads of Circles again, based on the ever changing threat perception.

The group made the following additional recommendations.

(i) Tenures of single-handed and double-handed SPMs and PAs working in double handed SOs and above must be observed very

strictly. Although instructions exist that overstay of tenure has to be personally approved by the PMsG/CPMsG, many cases are

noticed where Divisional Heads manage to continue staff beyond the tenure on some pretext or the other and the inspecting officers

also do not object to this. In some cases, PA in double handed SO is continued there itself as SPM, ignoring his previous stay as PA

and treating the SPM's tenure afresh from the date of posting as SPM. This is incorrect and office tenure as a whole should be

observed strictly. Tenure of PAs working in HPOs is four years with some exception for SB incentives qualified officials. It is observed

that officials are retained far in excess of prescribed tenure, which need to be stopped forthwith.

(ii) Double handed SOs practically work single handed for long durations. In such cases, the PA himself allows withdrawals in his

capacity as SPM and therefore, the post office has to be practically treated as single handed. In all such cases, checks prescribed for

single-handed SOs like calling for ECB memos for excess retention of cash, verification of high value SB withdrawals, TD Accounts etc.

should also be insisted.

(iii) Security of cash needs a thorough review and special provisions like providing inner lock (godown lock), better quality safes

(suggested Godrej Defender), concrete embedding of safes, better guarding systems and burglary alarms at post offices retaining

heavy amount of cash need to be made. As suggested vide Secretary (Posts) DO letter No. 10-1/2006-Inv, dated 18.07.2006, these

steps may be implemented making necessary budget provisions in the year 2007-08.

3. It is requested to accord your personal attention so as to successfully implement these instructions/measures, and thus

minimize the chances of further frauds in the post offices.

(DG (P) No. 4-95/Misc. 03/2007-Inv dated 16.07.2007)

28. Tenure posting of officials in single-handed and double handed SOs-Preventive vigilance measure.

I am directed to refer to your office letter No. STA/28-16/2000-Rlg., dated 07.03.2008 on the above-mentioned subject.

2. Keeping in view the practical difficulties in the posting of Sub Postmasters in the four single handed Sub Offices and one

Head Office in the Lahol and Spiti areas of Kinnor District, it has been decided to vest discretionary powers with the Chief PMG

Shimla to post Sub Postmasters in the four single handed SOs by personally relaxing the provisions contained in Directorate letter of

even number dated 22.09.2005 on the lines of discretion already available to CPMG/PMG to personally relax this provision in the

case of double-handed SOs. However as a measure of abundant precaution such relaxation would be applicable only to that unit, and

adequate adherence to preventive measures/ instructions issued from time to time to contain misappropriations will be ensured by

the Chief PMG in advance.

3. This has the approval of DDG (Vig)/ Chief Vigilance Officer.

(DG (P) No. 8-4/2005-Inv dated 15.5.2008)

29. Posting of SPMs in the Single handed post offices

Frauds in the payment of lost/stolen KVPs/NSCs involving considerable loss of public money have come to light where a Head

Post Office was found to have deputed the same one or two Postal Assistant to work as Sub Postmaster in seven different Sub Post

Offices. The said officials who already had blemished record of service, committed frauds in all the Sub Post Offices where deputed

as SPMs.

In the regard your kind attention is invited to instructions issued vide this office letter No. 6-06/Rag-01/2008-Inv, dated

06.11.2006 stipulating that while posting and transferring officials as Sub Postmasters of single handed post offices, their

antecedents should be compulsorily be verified.

I am directed to say that the said instructions are applicable in the cases of officials deputed to work as SPMs in the single

handed SOs in leave/training arrangement etc. also. Further necessary instructions may be issued to all concerned in this regard and

strict compliance may kindly be ensured.

(DG (P) No. 5-10/UP-05/Medical College.2008-Inv dated 23.12.2010)

30. Posting of Sub Postmasters in single handed and double handed sub post office -reg.

I am directed to refer to your suggestion that instructions similar to those already issued by the Circles may be issued at

the level of the Directorate to the effect that the officials who are about to retire should not be given full-fledged independent

charge at least six months before their retirement in any single or double handed post office in order to frauds.

2. The proposal of the Circle has been examined by the Competent Authority. Reports were called for from the Postal Circles

and examined. It has been observed from the reports of the Circles that number of frauds committed by officials who are due to

retire in six months is very minimal.

3. In view of the above , it has been decided not to put the condition that the officials due to retire should not be given full-

fledged independent charge of Sub Postmaster (SPM) of single handed and double handed Post Offices at least six months before

their retirement . However, the Divisional Superintendent should satisfy himself that the official has a clear service record with no

past involvement of any kind in fraud cases etc. and that he is a person of probity and has the required competence to provide

quality service. The integrity of the system should not be compromised under any condition.

(DG (P) No. 37-56/2008-SPB II dated 15.07.2011)

31. Tenure posting of officials in single handed & double handed post offices-Preventive Vigilance Measure.

Instructions were issued vide this office letter of even No. dated 22.09.2005 to the effect that officials who have been

posted as SPM/PA in single handed or double handed post offices irrespective of period of posting/completion of tenure should not

be posted back to the same office after a break as is being done now. In other words officials of single handed and double handed

post offices can have only one posting in such offices during their service period. The letter however vested powers personally with

the CPMsG/PMsG for relaxation of the said provisions only in respect of double handed post offices in a specific case if warranted by

exceptional administrative exigencies.

2. For quite some time past, this office has been receiving reports/representations expressing difficulties faced in the

implementation of these instructions in respect of single handed SOs. As such it has been decided that the powers of the

CPMsG/PMsG for relaxation in respect of double handed SOs if warranted by exceptional administrative exigencies would be

applicable in respect of single handed SOs also.

(DG (P) No. 8-4/2005-Inv dated 12.01.2012)

32. Tenure posting of officials in single handed & double handed post offices Preventive Vigilance Measure.

Instructions were issued vide this office letter dated 22.09.2005 to the effect that officials who had been posted as SPM/PA in a

single handed or double handed post office irrespective of period of posting/completion of tenure should not be posted back to the

same office after a break. It was suggested that officials in single handed or double handed post offices can have only one posting in

the same single/double handed PO during their service period. However, only in respect of double handed post offices the

CPMG/PMG were given the discretion to personally relax this provision in specific cases, if warranted by exceptional administrative

exigencies. This was done as a preventive vigilance measure and to have better administrative management and control of

single/double handed offices.

2. Subsequently, power to relax the aforesaid stipulations vested with the Chief PMG/Regional PMG in respect of double

handed SOs, was extended in respect of single handed post offices also vide Directorate letter of even No. dated 12.01.2012.

3. It has now been decided that the aforesaid powers vested with the Chief PMG/Regional PMG in respect of single handed

and double handed post offices to consider an official, who had earlier served in the single/double handed office to be posted back

to the same office or other single and double handed office in the Division, will henceforth be exercised by the Divisional Heads

subject to the following conditions:

i) The Divisional Head will satisfy himself/herself about the antecedents and character of the officials for whom the proviso

are being relaxed; and a note to this effect will be given in the file.

ii) No official will be posted back to the same single handed/double handed post offices on transfer/deputation or otherwise

before a break of full tenure period.

iii) Information about cases of relaxation so exercised by the Divisional Head will be communicated to the Regional PMG/Chief

PMG as the case may be, in a half yearly statement.

4. This issues with the approval of Secretary (Posts)

(DG (P) No.8-4/2005-Inv dated 05.12.2012)

33. Regarding rotational transfer of staff working in post offices

Tenures of Single handed and double handed SPMs and PAs working in double handed SOs and above must be observed

very strictly. Although instructions exist on the overstayal of tenure has to be personally approved by the PMG/CPMG, many cases

are noticed where Divisional Heads manage to continue staff beyond tenure on some pretext of the other and the inspecting officers

also do not object this. In some cases, PA in double handed SOs is continued there itself as SPM, ignoring his previous stay as PA and

treating the SPM.s tenure afresh from that date of posting as SPM. This is incorrect and office tenure as a whole should be observed

strictly. Tenure of PAs working in HPOs is four years with some exception for SB incentive qualified officials. It is observed that

officials are retained far in excess of prescribed tenure, which needs to be stopped forthwith.

They will please send the compliance report and these instructions may be deep in mind at the time of Transfer posting/

Rotational Transfer etc.

(DG (P) No. 4-95/Misc/03/2007 dated 16.07.2007)

34. Metropolitan cities to be treated as a single unit

I am directed to refer to this office letter No. 6 -19/92-SPB.II dated 13-1-1985 on the above subject. In para 4 of the said

letter it has been stated that for the purpose of promotion to LSG, Postal Assistants / Sorting Assistants in all Units located at the four

metropolitan cities Bombay, Calcutta, Delhi and Madras and those where more than one division exist will constitute one single

cadre. The matter has been re-examined in this office and it has now been decided that the LSG will be a divisional cadre even in

cities having more than one division except in four metropolitan cities of Bombay, Calcutta, Delhi and Madras. In other words LSG

cadre has not been divisionalised in four metropolitan cities.

(DG (P) No.6-19/82-SPB.II dated 16.10.1989)

35. Tenure transfer of Postal Assistants working in Gazetted Head Offices under the charge of Senior Postmasters

I am directed to refer to this office letter of even number dated 19-10-89 vide which it was clarified that there is no need to

transfer P.As / Clerks out of the HO or the city if they can be rotated there itself.

2. The entire matter has been re-examined in consultation with the staff side and it has been decided that subject to the

standing instructions regarding tenure transfers, requests of officials working for long periods in mofussil areas away from the H.Os/

Divisional Headquarters should also be sympathetically considered while effecting tenure transfers. This should be done keeping in

view the current instructions relating to economy and such transfers should be kept to the minimum. Request registers, as already

prescribed should be maintained for this purpose.

(DG (P) No. 69-20/87-SPB-I dated 06.12.1990)

36. Tenure transfer of Postal Assistants working in Gazetted Head Offices

In supersession of Directorate earlier letter No. 69-20/87-SPB.I dated 19-10-1989 on the above cited subject, now it has

been decided that in the case of First Class Head Office, which is recruiting unit, the clerical and Group 'D' staff should be rotated

within that office only. However, in the case of Head Offices which are not recruiting units and under the administrative jurisdiction

of SSPO/SPOs, the officials should be rotated within the Division once in every four years.

(DG (P) No. 141-236/94-SPB.II dated 01.12.1994)

37. Posting of OA in Divisional Office

The Director General has decided that only those clerks who have put in at least five years’ service as such and are suitable

should be selected for working in Offices of Suptd of Post Offices and RMS. This condition of five years’ service limit may be relaxed

only in the case of a time scale clerk who is to be employed as a typist in the Divisional Office.

(DG (P&T) No-SPB/ 20-14/50 dated 31.03.1950)

38. Fixation of tenure for Mail overseers

I am directed to say that in this office letter No. 153-1/63-SPB.I dated the 25th May 1964, it had been intimated to all

Heads of Circles that no hard and fast guidelines could be laid down in regard to fixation of tenure for Mail Overseers, Sorting

Postman etc. and the matter was left to the discretion of divisional authorities.

2. In the absence of any tenure, the officials belonging to Mail Overseers Cadre are allowed to continue in the same beat for

unduly long periods. The officials concerned develop vested interests and laxity in supervision of the working of Branch Post Offices

on their part affects efficiency of service. To ensure efficient functioning of the Branch Post Offices, the suggestion has been made

that the officials holding the posts of Mail Overseers should be rotated and for this purpose, a tenure should be fixed for this

category of staff.

3. The suggestion relating to fixation of tenure for Mail Overseers has been examined in this office carefully. Having regard to

all relevant factors it has been decided that Mail Overseers may be transferred from one line to another line with the headquarters

at the same station once in two or three years. If necessary, they may be transferred to another station within the same Postal

Division once in five years.

4. While effecting rotational transfers of Mail Overseers in pursuance of these orders, the general provisions regarding

academic session, computation of tenure, exemptions of officials who are due for superannuation within two years from transfer to

another station within the same division, etc. as contained in this office letter No. 69-4/79-SPB-I dated 12-11-81 and other relevant

orders may be kept in view.

5. The above orders may be brought to the notice of all concerned for compliance.

(DG (P&T) No. 69-2/86-SPB-I dated 05.03.1986)

39. Selection of Speed Post Postmen and tenure

The question of fixing a tenure and prescribing the criteria for selection of speed post postmen was under consideration of this

office for some time past. The matter was examined in detail and it has now been decided to prescribe the following criteria for

future:-

(a) Whenever it is proposed to fill up posts of speed post postmen, applications should be called for from all postmen serving in the

unit.

(b) Selection should be made by the Head of the Office in the case of Gazetted Post office and by Divisional Supdts in other cases.

(d) Seniority should be given due consideration.

(e) Postmen who possess and actually use bicycles / motorcycles / mopeds / scooters should be preferred.

(f) Speed post postmen may be allowed to hold the post for a period of 2 years which can be extended to 3 years at the discretion

of the authority competent to select speed post postmen.

The selection of speed post postmen in future should be made keeping in view the above criteria.

(DG (P) No. 43-26/91-D dated 26.05.1993)

40. Tenure for System Administrator

The Service union has taken item for 83rd RCM regarding tenure for System Administrator. As there is no separate cadre as

System Administrator, only from existing Postal Assistants after necessary training are being selected to work as System

Administrator.

In this connection, the guidelines issued by Dte.vide Memo No. 141-35/01-SPB-II dt. 11.04.2001, below para 2 it is stated that

new products and services are being introduced by the Department from time to time. Officials are being specifically trained to

handle these products & services. Heads of Circles should build up a pool of trained officials to handle these newly introduced

products and services. However, officials especially trained to handle newly introduced products and services will not be transferred

on completion of their tenure unless trained substitutes are available for replacing them.

Under the circumstances, in view to consider the staff demand and to see that the office work should not suffer, the Chief

Postmaster General, Maharashtra Circle has ordered to fix tenure of six years for Postal Assistants working as System Administrators.

The divisional heads however should ensure that suitable substitutes are available and that work does not suffer.

(Chief PMG Maharashtra No. STA/9-22/R/2003-08 dated 29.01.2008)

41. Posting of Office Assistant to BD & Marketing Directorate

The Competent authority has accorded approval authorizing BD & Marketing Directorate to issue the transfer /posting

orders in respect of Postal/Sorting Assistant from Circles against its sanctioned staff strength of Office Assistants.

2. BD & Marketing Directorate will maintain request register, wherein the requests received from Postal/Sorting Assistants,

through proper channel, will be entered and considered depending on vacancies. During the period of posting, Postal/Sorting

Assistants will draw pay and allowances against the sanctioned strength of Business Development and Marketing Directorate. The

period of tenure will be initially for three years and could be curtailed in case of unsatisfactory work.

3. This OM may be circulated down to the level of Divisional and Post Offices/RMS Offices enabling them to register their

requests for posting to BD & Marketing Directorate against the post of Office Assistants.

(DG (P) No. 25-2/1999-BDD dated 19.07.2006)

42. Fixation of tenure of staff working in PSDs

Attention is invited to Staff Section Circular letter No. 69-24/87-SPG-I, dated 22-12-88 on the above mentioned subject.

According to this Circular letter, the operative staff of the PSDs should be drawn from the willing officials of the neighbouring

divisions and rotated periodically. For this it was prescribed to call for the applications from the willing officials and if no willing

officials in the neighbouring divisions were available then the staff of the local division should be utilized for posting to PSDs.

2. As a result of discussion in the three Workshops on Material Management held recently it was felt that proper persons are

not being sent to PSDs. We have received complaints that unwanted and inefficient persons are being sent to the PSDs more or less

as a punishment. This adversely affects the functioning of the PSDs. The nature of work in the PSDs is entirely different than that of

Post offices and RMS offices.

3. Some Circles take proper interest in this aspect. They call for volunteers from divisions throughout the regions under which

the PSDs are located and the Regional Director personally selects proper people for posting to PSDs because ultimately he is

responsible for the efficiency of the PSDs in his/her region.

4. You are, therefore, requested to please streamline the system of selecting proper operative staff for the PSDs from

amongst the volunteers and nobody should be posted to PSDs as a punishment. Willing people with good records of service and

above average intelligence may be posted to PSDs so that the efficiency of the PSDs could be improved and sound material

management in the regions and the Circle could play effective part in supplying essential forms and stores to a larger number of field

units in the regions and Circles.

(DG (P) No. 12-5/89-UPE, dated 19.06.1989)

43. Staffing pattern of Postal Stores Depots

I am directed to invite your attention to this office letter No. 69-24/87-SPB-I dated 22-12-1988 on the subject noted above

and to say that the matter has been examined and it has been decided that the present system of selection from among the

volunteers of the neighboring division may continue. The selection should be made with a view to select really efficient and

interested officials with clean records and that too by the Director personally. Here more accents should be given on integrity apart

from the efficiency. This may be made applicable to the Superintendents, PSDs as well since it is observed that on quite a few

occasions Supdts., who are not considered as good to be in charge of the division or who are sickly or those who are to retire shortly

are being posted to PSDs.

(DG (P) No. 60-91/88-SPB-I, dated ....09-1991)

44. Rotational transfer of departmental stamp vendors

I am directed to state that the question of rotational transfer of Departmental Stamp vendors has been under the

consideration of this Department. It has now been decided that the existing system in this regard may continue. However, circles

may consider transfer of stamp vendors selectively from one place to another or exchange them with postmen wherever feasible

and required. The following instructions inter alia are emphasized for necessary action and guidance.

(i) With progressive installation of MPCMs, the posts of Stamp Vendors may become redundant.

(ii) The existing provisions for monitoring and control of the work of Stamp Vendors should be effectively exercised.

(iii) Transfer of Stamp Vendors should be considered as a measure of administrative action as a consequent of perceived inefficiency

or other cogent grounds.

(DG (P) No. 141-152/98-SPB-II dated 8.6.2000)

45. Tenure of SB/SC counters staff

Sl. No. Types of Office Tenure

a. Tenure in single handed and double

handed offices

3 years

b. Over all tenure in A class and bigger

offices

4 years out of which 3 years can be either as counter

clerk or ledger clerk continuously.

c. Over all tenure in Head offices and bigger

sub offices having full time SB/SC clerks

5 years out of which 3 years can be either as counter

clerk, ledger clerk or supervisor continuously.

(DG (P) No. 69-43/75-SPB-I dated 07.08.1975)

46. Rotation of drivers among Mail Motor Service vans, jeeps and staff cars

In supersession of the orders conveyed under DDG(P)'s D.O. Letter of even number dated 6.11.90, it is hereby ordered to

institutionalize rotation of drivers among mail motor vans, inspection and other jeeps and staff cars. Currently some circles have the

system of rotation of drivers and in some others the posts of drivers of staff cars and jeeps are operated separately. This distinction is

hereby abolished. The mail motor services pool drivers will work on deputation.

2. All Chief Postmasters General/Postmasters General are hereby directed to rotate all drivers so as to observe a tenure of 4

years. All those who have completed 4 years on 1.1.90 may be rotated now and those who complete tenure on 1.1.91 may be

rotated in May 1991

(DG (P) NO. 141-105/90-SPB-II dated 15.11.1990)

47. Shorter tenure for counter clerks in H.O.s having instant counter facility

Reference is invited to the provisions of Rule 404 (5) of P&T Manual Vol. VI, Pt. II, prescribing that the S.B. counter clerk

shall be rotated after every 3 years with the other clerks. The matter came up for discussion in the last Heads of Circle Conference

when it was pointed out that the period of tenure of 3 years for the counter clerk is too long and its reduction as a fraud

preventative measure was suggested.

(2) The matter has been reviewed. It has now been decided that in Head Post Offices having instant counter facilities, the

counter clerk will be rotated with other officials working in S.B. Branch every two years instead of 3 years.

(DG (P) NO. 35-34/84-SB dated 09.04.1987)

48. Continuity of counter staff for at least one year

With the introduction of various new activities through Post Office counters, it has become imperative that there is some

continuity of the officials working on counters in big and important offices. In addition, installation of multipurpose counter

machines and emphasis on better customer services would necessitate that officials working in counters should not be disturbed

frequently. All the officials may not be able to provide the specialized customer services and to handle varied products across the

counter. This would need specialized training. Keeping in view of the above, Head of Circles may make the necessary selection

based on the aptitude and performance of the officials for their working in the front office. Such officials may be exposed to special

training in different spells and continued in the front office as per administrative needs.

(DG (P) No. 141-172/2003-SPB.II dated 08.09.2003)

49. Extension of tenure of Postal Assistants working in the SB branches of the Pos

A reference is invited to this office letter no. 2-3/86-SB dated 27th April, 1989 in which it was inter alia provided that the

maximum tenure in the SB Branch will be 5 years inclusive of the period during which of officials had worked in this branch prior to

the introducing of the Saving Bank Allowance Scheme (Para 6).

2. It has been pointed out by some circles that it would not be possible to replace all the existing incumbents on completion

of their tenure by those officials who would qualify in the SB Aptitude Test as adequate number of such qualified officials may not be

available for replacement. The matter has been reviewed and it has been decided that the Heads of Circles may extend the tenure up

to a period of two years in case it is not possible to replace existing incumbents with qualified officials.

3. However, it should be ensured that at least one or two officials should be moved out of the SB Branch of the P.O every year

on completion of 5 years tenure. The entire lot of officials should not be given extension. Extension should be allowed to a few of

them if a large number of officials complete the tenure in the same year and sufficient number of Aptitude test qualified hands are

not available to replace them.

(DG (P) No. 55-1/90-SB dated 20.03.1990)

50. Public Relation Inspector (Postal) criterion for selection of - regarding

I am directed to invite your kind attention to this office circular letter No. 6-15/86-SPB-II dated 27-7-87 and to say that the

matter of selection of officials for the post of Public Relation Inspectors came for discussion in the recently held Heads of Circles

meet where it was recommended that there should be an upper age of 45 years for appointing any person as Public Relation

Inspector.

Since the posts of PRIs are norm-based LSG Posts, which are to be manned by officials promoted to HSG-II under the

Biennial Cadre Review in accordance with the orders issued in implementation of the BCR scheme, officials promoted under BCR

scheme are likely to be over years of age with the possible exception of SC/ST officials. Therefore, in implementation of the exercised

recommendation of the Heads of Circles meet it has been decided that, as far as possible, officials of over 45 years age may be not

be posted as PRIs unless they are considered to be meritorious, intelligent and energetic. In case no such official from amongst those

promoted under BCR scheme is available there will be no objection if the posts of PRIs manned by TBOP officials possessing the

qualities mentioned above.

(DG (P) No. 4-52/92-SPB-II dated 23.11.1992)

51. Rules for selection of development officer (PLI)

A new Rule 279/6 of P&T Manual Volume-IV (V Edition) was introduced vide Memo No. 10-1/74-SPB.II dated 08-10-1975

providing for a quota of 50% for appointment of DOs (PLI) on seniority-cum-fitness basis from the eligible staff of Postal Circle Offices

and remaining 50% through a competitive examination open to the Postal Assistants / Sorting Assistants working in Postal / RMS

Divisions. The above quotas of 50% each for staff working in Circle Offices and Postal / RMS Divisions was subsequently revised to

2/3rd and 1/3rd respectively vide DOP Memo No. 10-7/82-SPB.II dated 17-10-1984.

2. Consequent on introduction of TBOP and BCR Scheme for the LDCs and UDCs of the Circle / Regional Offices, these LDCs &

UDCs have since been merged into a single grade and re-designated as P.As CO. As per extant provisions of the aforesaid Rule 279/6,

permanent or quasi-permanent P.As of the Circle Offices / Regional Offices who are not more than 45 years of age, and have

completed 5 years' service can be selected as DOs (PLI) against 2/3rd quota fixed therefor subject to fulfillment of certain other

conditions.

3. A large number of P.As have since crossed prescribed maximum age limit of 45 years. As such, some Circles have

expressed their difficulties in finding suitable officials to work as D.Os(PLI) from among 2/3rd quota fixed for Circles / Regional staff

as either required number of officials do not volunteer for working as DO (PLI) or are not eligible. Consequently, some posts of DO

(PLI), remain lying vacant thereby adversely affecting the procurement of PLI business.

4. The matter has been examined and it has now been decided that where the required number of officials against 2/3rd

quota cannot be found to work as Dos (PLI), the resultant unfilled vacancies of DOs (PLI) will be transferred to 1/3rd quota available

for the staff having 5 years' service of Circle / Regions and Postal / RMS Divisions to be filled up through competitive examination. To

make it practicable to do so, the selection of officials to work as Dos (PLI) against 2/3rd quota should precede the examination to be

held against 1/3rd quota in that year. It has further been decided that the P.As of the Circle and Regional offices promoted to TBOP

cadre will also be eligible for selection as D.Os (PLI) so long as their pay do not exceed Rs. 7,000/- p.m. if they fulfill other conditions.

5. Necessary formal amendment to Rule 279/6 of P&T Manual, Volume-IV will be issued separately.

(DG (P) No. 35-5/87-LI (Vol. II) dated 26.08.2002)

53. Authorization of ex D.Os (PLI), PRI (P) and selected Postal Assistants (who are well versed with PLI and RPLI schemes/jobs) for

procurement of PLI/RPLI business

In partial modification of Para (viii) of this office order of even number dated 13.09.2006, I am directed to convey that the

total strength of the Postal Assistants Selected by the Head of Circles for procurement of PLI/RPLI business will be decided by the

Head of Circles only, depending on the local compulsion.

(PLI Directorate No. 28/05/2000-LI dated 18.05.2007)

54. Payment of Incentive to DO (PLI) - Revision thereof and the conditions for extension of the tenure of DO (PLI).

Ref: Earlier references on the above subject.

(i) Letter No.25-4/2002-LI dated 22.7.2004, (ii) Letter No.25-4/2002-LI dated 18.03.2005 and (iii) Letter No.25-4/2002-LI

dated 14.11.2006.

Reference is invited to PLI Directorate's letters cited above. The incentive free business for DO (PLI) was last revised under

this office letter of even number dated 18.3.2005. The average sum assured of new business in PLI at that time i.e. in 2004-05 was

Rs.1.1 lakh. The average sum assured of new business in PLI has now more than doubled to Rs.2.24 lakhs in 2009-10. Accordingly,

the incentive free business for DO (PLI) needs to be raised at least in the same proportion. Moreover, during this period, the income

of eligible clientele has also gone up considerably on account of revision of pay etc. The matter was, therefore, considered and it has

been decided by the competent authority to increase the limit of incentive free business for DO (PLI) from Rs.4 crore to Rs.9 crore.

2. Subsequent to increase in limit of incentive free business as proposed in above para, the revised incentive structure of

DO (PLI) would be as under:

Upto Rs. 9 Crore of Sum Assured Nil

Above Rs.9 Crore and upto Rs.11 Crore of Sum Assured Rs. 25/- per Rs.ten thousand of Sum Assured

Above Rs. 11 Crore of Sum Assured Rs. 20/- per Rs. ten thousand of Sum Assured

3. Further under Directorate letter of even number dated 22.07.2004, a DO (PLI) was required to procure a minimum

business every year to make him eligible to work as DO (PLI) in the next year. To procure business, D.O. (PLI) need to familiarize

himself/herself with business procurement techniques and also with the eligible clientele. D.O. (PLI) should, therefore, be appointed

for a minimum fixed tenure. It has, therefore, been decided that D.O. (PLI) will initially be appointed for a tenure of two years,

provided he/she procures a minimum business of Rs.9 crore in each of the first three years. DO (PLI) would be eligible for extension

of tenure in subsequent years as follows:

(a) To get extension for 4th and 5th year, the DO (PLI) should have procured average business of Rs.10 crores in first two years.

(b) To get extension for 6th and 7th year, the DO (PLI) should have procured average business of Rs.12 crores in the 3rd and 4th

year.

(c) To get extension for 8th and 9th year, the DO (PLI) should have procured average business of Rs.14 crores in 5th and 6th year.

(d) To get extension for the 10th year, the DO (PLI) should have procured average business of Rs.16 crores in 7th and 8th year.

(e) For extension beyond 10 years, the DO (PLI) should procure minimum business of Rs.20 crores in each year.

4. However, continuation of DO (PLI) in any year as stated in para 3 above, is subject to the condition that the DO (PLI) should

have procured business of not less than Rs.9 crores in the previous financial year. For example, a DO (PLI) may get an extension for

6th and 7th year as he procured average business of Rs.12 crores in the 3rd and 4th year. However, if at the end of the 5th year if

the DO (PLI) has procured a business of less than Rs.9 crores in the 5th year, the DO (PLI) would be terminated immediately

thereafter notwithstanding the fact that he was earlier given an extension of tenure for the 6th& 7th year. Circles should, therefore,

evaluate the performance of the DO (PLI) within two months of the close of the previous financial year and in case, it is found that

the DO (PLI) has procured a business of less than Rs. 9 crores in the previous financial year, he should be terminated immediately

thereafter.

5. DO (PLI) procuring business exceeding Rs.25 Crores in a year would be designated as Sr. DO (PLI) and would be provided

additional facility by way of infrastructure support and training in specialized Marketing and Insurance Institutes.

6. These orders would be applicable from current financial year 2011-12.

7. This issues with the approval of the competent authority.

(DG (P) No.25-4/2002-LI dated 25.05.2011)

55. Posting of SC/ST candidates recruited for Group 'C' posts nearer to their native places.

The SC/ST candidates appointed to Group 'C' and 'D' Posts on regional basis may be given posting, as far as possible subject to

administrative constrains, near their native places within their region.

(DOPT OM No. AB-14017/27/89-Estt (R) dated 20.06.1989)

56. Non posting of officers in Stations where they had worked in subordinate capacity

The questions of non-posting of officers and non gazette staff in stations/divisions where they had worked in subordinate capacity

was under consideration of P&T Board for some time past in view of the difficulties experienced by a few heads of circles in

implementing these orders. It has now been decided to modify the existing orders on the subject so that the ban remains operative

for a period of five years only from the date of their promotion.

(DG (P&T) No. 99/6/67-STA (II) dated 28.03.1969)

57. Exercise of powers for cancellation of transfer orders by appointing authorities - procedure to be followed

The question with regard to the procedure to be followed in respect of cancellation of transfer orders of staff/officers by

appointing authorities has been under consideration for some time. After taking into account all relevant factors it has been decided

that the transfer orders once issued may be cancelled by the appointing authorities primarily in the interest of service. However the

appointing authority will inform the next higher authority of his intention of such cancellation giving the reasons therefor. If no reply

is received within 7 days, from the date of making the reference to the next higher authority the appointing authority will issue the

cancellation of transfer orders.

The above instructions should be brought to the notice of all offices concerned.

(DG (P&T) No. 69-18/81-SPB-I dated 06.01.1982)

58. Cancellation of transfer order by appointing authorities

While examining the Vigilance/Disciplinary cases it has come to the notice of the Vigilance branch that the instructions

contained in DG P&T's letter No. 69-18/81-SPB-I dt. 6-1-82 regarding procedure to be followed for cancellation of transfer orders by

appointing authorities are not being compiled with the authorities. A copy of these instructions is enclosed.

Accordingly it has been decided by DDG (V) that the existing instructions on the subject need be reiterated and all

concerned authorities advised to observe them scrupulously. I shall be grateful if necessary action to reiterate these instructions to

all concerned, is taken expeditiously under intimation to the Directorate.

(DG (P) No. 16-7/88-Vig. I dated 27.03.1991)

59. Check on the issue of transfer orders by divisional superintendent retiring within (6) six months

Of late, it has been observed that some divisional Superintendents who are about to retire have issued a number of

irregular transfer orders just before retirement. To keep proper check on such cases, I am directed to request you to kindly ensure

that the divisional Superintendents, retiring within six months be required to obtain the prior approval of DPS/PMG before issuing

transfer orders.

(DG (P) No. 4-19/92/IV dated ......7.1992)

60. Check on the issue of transfer orders by divisional superintendents retiring within 6 Months

Kindly refer to this office letter No. 4-19/92-Vig dated July 1992 regarding check on the issue of transfer / posting orders by

Divisional Superintendents retiring within a period of 6 months. In the said letter, it was laid down that the Divisional

Superintendents retiring within 6 month period must obtain prior written approval of their DPS / PMG before issuing any transfer /

posting orders and appointment of ED agents, which was otherwise within their normal administrative jurisdiction. The said

instructions were necessitated as many divisional superintendents on the verge of retirement had issued a number of irregular

transfers/posting orders/appointment orders.

In spite of aforesaid specific and clear instructions, instances have come to our notice where the Divisional

Superintendents retiring within 6 months period have committed similar nature of irregularities. In some cases, we are

contemplating action against the erring retired officers under Rule 9 of CCS (Pension) Rules, 1972.

I would therefore, again impress upon you to kindly ensure that the above quoted instructions of this office are complied

with strictly in letter and in spirit and the divisional superintendents are again reiterated the earlier instructions for strict compliance.

(DG (P) No. 7-4/88-VIG (PT) dated 12.06.1996)

61. Integrity of officers appointed to Responsible Post – Reputation regarding honesty

In para 7 of Chapter VI of the First-year Plan, the Planning Commission have observed that no officer who does not have a

reputation for honesty should be placed in a position in which there is considerable scope for discretion. The Government of India

fully agree with this observation. While there is no intention that an officer should be penalized or condemned merely on hearsay

evidence, it is necessary that all recommending authorities should, before recommending officers for responsible posts where is

considerable scope for discretion take into account all relevant factors regarding their integrity and reputation for honesty and

impartiality. This is of course, not an entirely new principle and it has always been expected that the authorities concerned with

postings and promotions should observe it in the ordinary course. In view, however, of the importance which both public opinion

and Government attach to the maintenance of a high standard of integrity by Government servants, the Ministry of Finance, etc. are

requested to bring this principle specifically to the notice of such authorities under them.

(MHA OM No. 41/255-(II)-Estt (A) dated 23.04.1955)

62. Categorising LSG officials as leave reserve Postal assistants

A reference has been received from one of the Staff Unions stating that in many circles, LSG officials are being treated as

Leave Reserve Postal Assistants erroneously. Those who join a new Division on Rule 38 transfers, even though they are LSG officials

are shown junior most to all Postal Assistants are made Leave Reserves. It is clarified that on Rule 38 transfer to another Division a

TBOP official will become junior to the TBOP officials at the new Division. He cannot become junior to Time Scale Postal Assistants.

The Leave Reserve is sanctioned only in the basic grade. Therefore, only those who are in the basic cadre of Postal Assistants should

be made as Leave Reserve Postal Assistants. Hence LSG (TBOP) officials cannot be made Leave Reserves.

(DG (P) No. 137-10/98-SPB.II dated ...04.1998)

63. Leave Reserve utilization of.

It has been brought to the notice of the Directorate that Leave Reserve Staff are being utilized is some units in regular

vacancies on account of shortage of staff and thereby leave is being refused in some genuine cases.

It may be mentioned that the Leave Reserve Staff are primarily mean for the purpose of being utilized against leave

vacancies. In this connection, attention is invited to Rules 18/1, 18/2, 249, 307/1 as 426-A of P&T Manual, Vol. IV. However, it has

also to be borne in mind that leave cannot be claimed as a matter of right and the authorities concerned can refuse and revoke leave

of any description due to administrative exigencies as provided in F.R. 67.

In view of the position indicated above, it is desirable that the authorities concerned ensure that as far as possible and

subject to exigencies of service, leave is not refused in cases where the leave Reserve is not already fully utilized for grant of leave

(with or without Medical Certificate) to officials or for filling up vacancies caused suspension of officials.

DG (P&T) No.30-3/72-PE.I (Pt) dated 21.2.1974

64. Continuance of the Existing leave Reserve Scheme in respect of operative cadres.

It continuation of DG P&T, New Delhi No.30-1/73-PE-I dated 31.3.75 forwarded vide this office endt, of even No.

dated 14.7.75, an extract from Ministry of Finance O.M. No. F.8(8)-E-II/55 dated 24.8.1955 on the subject is forwarded herewith for

information and guidance.

The review of the L.R. strength of Class III Postman and Class IV under your jurisdiction may also be conducted and results

reported to this office immediately at any rate no later than 30th August 75.

(CPMG Karnataka, No. ESA/1-3/Rlgs dated 16.8.1975)

Copy of MOF OM No. F.8(8)-E-II/55 dated 24.8.1955

Continuation of the leave reserve scheme for temporary Ministerial establishments in the Secretariat and attached and

subordinate offices of the Scheme.

The undersigned is directed to refer to the late Finance Department office Memorandum No.F.12(5)-WII/45 dated 14th

June, 1955, sanctioning a scheme of leave reserve for the temporary ministerial staff in offices which recruit their staff through the

Central Recruiting Agency, namely, the Union Public Service Commission, and subsequent office Memoranda ending with this

Ministry’s Memorandum No.8(10-EII/54 dated the 8th June 1955 continuing this scheme from time to time with light modifications.

Apart from this scheme of leave reserve for temporary establishments permanent leave reserves have been created in the various

Ministries and offices at percentages based on ad-hoc requirements. The Government of India have since reviewed the position as a

whole, particularly in the light of the present conditions of recruitment and the quantum of leave now admissible to permanent and

temporary employees and the sanction of the President is hereby conveyed, in supersession of all existing orders on the subject, to

the following revised leave reserve scheme. This scheme will apply to all Ministries and their attached and subordinate offices and

will cover (i) all Ministerial establishments, (ii) other non-Ministerial class III cadres and (iii) class IV establishments.

The leave reserve will be calculated separately for permanent and temporary posts on the basis of 10% of the posts in each

category, so far as Ministerial and non-Ministerial Class III posts are concerned.

In calculating the temporary leave reserve strength, only those temporary posts which are sanctioned for a minimum

period of one year will be taken into account. In regard to Class IV staff leave reserve will be equal to 71/2 of the permanent posts

and the temporary posts sanctioned for a maximum period of one year put together, and all the leave reserve posts will for the time

being on a temporary basis up to the end of August 1956. The continuance of those posts beyond the 31st August, 1956 will be

reviewed sometime in the middle of 1956.

The leave reserve for Ministerial posts will ordinarily be in the lowest grade of these posts except in the offices

participating in the various Secretariat Service Schemes and the Audit Department which are dealt with separately in the following

paragraphs. Even in regard to posts other than Ministerial and class IV posts, suitable groupings of posts should be adopted so that

the 10% leave reserve may be provided in the lowest appropriate cadre. The leave reserve for stenographers will be provided in the

cadre of stenographers itself. Steno-typists will, however, he included in the category of clerks for the calculation of the leave reserve

in the Lower Division Clerks cadres. In calculating the leave reserve fractions of less than half should be omitted and fractions of half

or more should be rounded off to the next higher integer.

65. Posting of women employees – Reg.

I am directed to say that during the meeting of the Departmental Council (JCM) held on 27.8.2010 under the Chairpersonship of

Secretary (Posts), an item regarding non-posting of women employees where basic amenities are not available was raised by the

Staff Side. The Staff Side has, therefore, demanded that women employees should not be posted to such offices before ensuring

basic amenities in such places.

It was informed to the staff side that Dte. has issued instructions vide letter No. 137-12/98-SPB.II, dated 29.04.1998 to all Postal

Circles advising them to avoid posting of ladies staff where basic amenities are not available in the office. It was decided in the

meeting by the Chairperson that instructions on the subject be reiterated to all Heads of Circles for strict compliance.

In the Directorate’s letter No. 137-12/98-SPB.II dated 29.04.1998, it was inter-alia, advised to avoid posting women employees

where there are no basic and essential amenities for women. Circles are, therefore, requested to scrupulously follow these

instructions before women employees are posted/transferred from one work place to other. It may be ensured that women

employees is transferred to an office only after ensuring that basic and essential amenities for women are available there. The Circles

are also requested to identify these offices which are lacking basic amenities and take action for providing them immediately.

(DG (P) No. 137-10/2011-SPB.II dated 18.01.2011)

66. Transfer and posting of circle cadre staff by regional Postmasters General- request of staff for transfer

I am directed to state that it has been brought to the notice of this office that difficulties are being experienced in inter-

regional transfers of staff borne on Circle Cadres. It is, therefore, hereby clarified that all requests for transfer from one region to

another region should be addressed to the Chief Postmaster General whose office is expected to maintain a request Register and

post officials as and when vacancies become available in Region concerned. All such requests for transfer should be submitted

through Regional PMGs to the Chief Postmaster General.

(DG (P) No. 141-387/92-SPB.II dated 12.10.1992)

67. Posting of officials against LSG supervisory posts

I am directed to state that as per the instructions contained in this office letter of even number dated 28-11-1989, an

official has to work in the supervisory post for 2 years, once such a posting is accepted. In this regard, it is clarified that the said

restriction of two years does not impose a ban on transfer from one post of supervisor to another post of supervisor within the same

station or at another station before completion of the period of two years. This may however be done in exceptional/deserving

cases.

(DG (P) No. 6-4/87-SPB II dated 05.03.1991)

68. Important staff ruling regarding posting of OA in divisional office

The director general has decided that only those clerks who have put in at least five years service as such and are suitable should be

selected for working in Offices of Suptd. of Post Offices and RMS. This condition of five years service limit may be relaxed only in the

case of a time scale clerk who is to be employed as a typist in the Divisional Office.

(DG (P) No-SPB/20-14/50 dated 31.03.1950)

II. POSTING OF PHYSICALLY HANDICAPPED CANDIDATES

69. Posting of physically handicapped candidates

The undersigned is directed to say that a suggestion has been made that physically handicapped candidates appointed

under the Govt. should preferably be posted in their native places or at least in their native district. The matter has been examined

carefully. It may not be possible or desirable to lay down that physically handicapped employees belonging to Group A or Group B

who have All India transfer liability should be posted near their native places. However in cases of holders of Group C or Group D

posts who have been recruited on regional basis and who are physically handicapped, such persons may be given posting as far as

possible, subject to administrative constraints, near their native places within the region.

Requests from physically handicapped employees for transfer to or near their native places may also be given preference.

(Min.of Per, PG & Pen A-B 14017/41/90-Estt. (RR) dated 10.5.1990; DG (P) 141/179/90-SPB II dated 26.7.1990)

70. Physically handicapped officers/employees may be given preference in posting/transfer nearer to their native places

It is clarified that the guidelines contained in Para 2 of this Department's O.M. dated10-5-1990 that requests from

physically handicapped employees for transfer to or near their native places may also be given preference, covers physically

handicapped employees in Groups 'A', 'B', 'C' and 'D'

(DOPT O.M No AB-14017/16/2002-Estt. (RR) dated 13.03.2002)

71. Posting of persons with disabilities near their native places.

Persons with disabilities recruited on regional basis to Group C and D posts may be given posting as far as possible, subject to

administrative constraints, near their native places within the region. Requests for transfer to or near their native places may also be

given preference.

(DOPT OM No. 36035/3/2004-Estt (Res) dated 29.12.2005)

72. Employees having children with hearing impairment or multiple disabilities may be given posting to their own preferred

linguistic Zone/State

The undersigned is directed to say that there has been a demand that an employed parent of a child suffering from hearing

impairment or multiple disabilities may be given posting to their own preferred linguistic Zone or State where educational facility for

their hearing impaired or multiple disabled children exists and that too in the same language exists. This demand has been made on

the ground that the disabled children may have opportunities of learning in one single language as these children cannot cope up

with learning their subjects in more than one language, as result of transfer of their parents from one State or another.

2. The matter has been examined. Considering that the facilities for medical care and education of children with hearing

impairment or multiple disability may not be available at all stations, such requests from the parents of a child suffering from hearing

impairment or multiple disability, may as far as possible, be considered sympathetically. Where, however, this may not be possible,

efforts may be made to accommodate such a Government servant in the same State to the extent possible.

3. All the Ministries/Departments etc are requested to bring these instructions to the notice of all the appointing authorities

under their control.

(DOPT. O.M. No. 36035/1/2000-Estt. (Res.) dated 18.02.2000)

73. Posting of Govt. employees who have mentally retarded children

The matter has been examined. Considering that facilities for medical help and education of mentally retarded children

may not be available at all stations, a choice in the place of posting is likely to be of some help to the parent in taking care of such a

child. While administratively it may not be possible in all cases to ensure posting of such an employee at a place of his/her choice,

Ministries/Departments are requested to take a sympathetic view on the merits of each case and accommodate to such requests for

posting to the extent possible.

(MOP PG & Pensions OM No. AB-14017/41/90-Estt (RR) dated 15.02.1991)

74. Posting of Govt. employees who have mentally retarded children

The undersigned is directed to refer to this Department's O.M. of even number dated the 15th February, 1991 on the

above subject and to say that representations have been received from a number of Government employees who have mentally

retarded children that their postings from one place to another outside the State adversely affects the education of their mentally

retarded child due to change of language and environment. It has been suggested that such Government employees should be kept

at the place of his choice purely on the consideration of his ward with mental handicap and even if he/she is to be transferred,

efforts should be made to accommodate him/her in the same State so that the change of language does not adversely affect the

education of the child.

2. The matter has been examined. Considering that the facilities for medical care and education of mentally retarded children

may not be available at all stations, such requests from the parent of a mentally retarded child may as far as possible, be considered

sympathetically. Where, however, this may not be possible, efforts may be made to accommodate such a Government servant in the

same State to the extent possible. The same approach may be adopted in the case of Government Servants having physically

handicapped children who require special medical treatment due to chronic ailments or disabilities.

(DG (P) No. 141/35/93-SPB-II dated 18.03.1993)

75. Posting of Government employees who have differently abled dependents-reg.

There has been demand that a Government employee who is a care giver of the disabled child may not have to suffer due to

displacement by means of routine transfer/ rotational transfers. This demand has been made on the ground that a Government

employee raises a kind of support system for his/her disabled child over a period of time in the locality where he/she resides which

helps them in the rehabilitation.

2. The matter has been examined. Rehabilitation is a process aimed at enabling persons with disabilities to reach and maintain

their optimal physical, sensory, intellectual, and psychiatric or a social functional level. The support system comprises of preferred

linguistic zone, school/academic level, administration, neighbours, tutors/special educators, friends, medical care including hospitals,

therapists and doctors etc. Thus, rehabilitation is a continuous process and creation of such support system takes years together.

3. Considering that the Government employee who has disabled child serve as the main care giver of such child, any displacement

of such Government employee will have a bearing on the systemic rehabilitation of the disabled child since the new environment/

set up could prove to be a hindrance for the rehabilitation process of the child. Therefore, a Government servant who is also a care

giver of disabled child may be exempted from the routine exercise of transfer/rotational transfer subject to the administrative

constraints. The word disabled includes (i) blindness or low vision (ii) hearing impairment (iii) locomotor disability or Cerebral Palsy

(iv) leprosy cured (v) mental retardation (vi) mental illness and (vii) multiple disabilities.

4. Upbringing and rehabilitation of disabled child requires financial support. Making the Government employee to choose

voluntary retirement on the pretext of routine transfer / rotation transfer would have adverse impact on the rehabilitation process

of the disabled child.

5. This issues with the approval of MoS (PP).

6. All the Ministries/ Departments, etc. are requested to bring these instructions to the notice of all concerned under their control.

(DOPT No. 42011/3/2014-Estt (Res.) dated 06.06.2014)

76. Posting of Government employees who have differently abled dependents- reg.

The undersigned is directed to refer to this Department's OM of even number dated 06.06.2014 and 17.11.2014 exempting

a Government employee, who is also a care giver of disabled child, from the routine exercise of transfer/rotational transfer subject

to the administrative constraints. The word 'disabled' includes (i) blindness or low vision (ii) hearing impairment (iii) locomotor

disability or cerebral palsy (iv) leprosy cured (v) mental retardation (vi) mental illness (vii) multiple disabilities and autism.

2. The matter regarding the scope of 'disabled' has been examined in consultation with the Department of Empowerment of

Persons with Disabilities. Considering the fact that the child suffering from " Thalassemia" and "Haemophilia" requires constant

caregiver support and it would be imperative for the Government employees to take care of their child suffering from "Thalassemia"

and "Haemophilia" on continuous basis, it has been decided to include "Thalassemia" and "Haemophilia" in the term of 'disabled'

defined in Para 3 of the above mentioned OM dated 06.06.2014.

3. The term 'disabled' as defined herein and in OM dated 06.06.2014 and 17.11.2014 is applicable only as grounds for seeking

exemption from routine transfer/rotational transfer of a Government employee who have disabled child.

4. All the Ministries/Departments are requested to bring these instructions to the notice of all concerned under their

control.

(DOPT OM No.42011/3/2014-Estt. (Res) dated 05.01.2016)

77. Posting to home division/circle policy regarding all categories of supervisory cadres

The Meeting No. 17 of 1993-94 of Postal Service Board held on 02.09.93 on the subject mentioned alone and it has been

decided as under.

i) Members of the Supervisory cadres (Inspectors/ASPOs/Supdts/and Gazetted Postmasters) should not be posted to their

Home division/Parent division during the first four years of their service in supervisory cadres.

ii) They should not be transferred (except in administrative interest) from a post unless they complete at least two years in

that post if they are working within Circle(period of leave exceeding 15 days will not be counted while computing the duration of two

years. The definition of two years will be 24 calendar months.

iii) Request for reposting to a post should not be granted unless a period of two years has passed since the requesting officer

left charge of that post.

iv) In respect of officers posted on promotion to outside circles their requests for transfer back to their home circles could be

considered when the next DPC is held provided there are vacancies and they have worked outside the circle physically for six months

excluding the period of leave.

(DG (P) No. 141-495/92-SPB II dated 11.10.1993)

III.POSTING OF TREASURERS AND ASSISTANT TREASURERS

78. Choice of officials for posting as Treasurers / Asst Treasurers in post offices

In the course of discussions in the Committee of Departmental Council (JCM) held on 30-08-1980, the questions of

widening the area of selection for posting as Treasurers / Asst Treasurers in Post Offices were insisted upon by the Staff Side. In this

connection, it will appear that nothing has been specifically prescribed that the selection has necessarily to be confined to post office

wise or division wise or even station wise. On the suggestion of the staff side, it was decided to examine that the panel of officials

for the Treasurers / Asst Treasurers would be drawn station wise instead of its being office wise as at present.

The matter has been examined in all its aspects and it has been decided that there may not be any difficulty in having the

area of selection being widened to make it station wise. For the purpose it has however been decided that the selection would be

made from amongst the eligible officials of the concerned divisions namely the divisions in the jurisdiction of which the post of

Treasurer/Assistant Treasurer lies. In other words if there are more than one division in any station, the eligible staff of all the

divisions would not be considered but only the eligible staff of the division in whose jurisdiction the post office functions would be

considered. Having the selection done as indicated above it should however be made clear that an official selected would have no

right of choice of posting or for posting back to the office from which he came, on completion of the tenure. However, as far as

possible, he may be retained at the same station subject to exigencies of service and administrative convenience.

(DG (P&T) No. 3/4/80-SPB-II dated 18.03.1981)

79. Appointment of treasurers/cashiers in Post offices regarding

I am directed to say that a number of references from various Circles have been received regarding difficulties being

experienced by them in finding suitable officials for posting as Treasurers/Cashiers in Post Offices. The matter has been receiving

attention and after careful consideration, it has been decided that in order to meet the situation the existing eligibility service

condition of 10/8 years is further reduced to five years’ service in Postal Assistant Cadre. It has also been decided that the existing

tenure of Cashiers/Treasurers in Post Office shall be increased from one year to two years. However, if Postal Assistants with five

years' service are not available for posting as Treasurers/Cashiers in Post Offices, Postal Assistants promoted as LSG under Time

Bound one Promotion Scheme can also be considered if they are willing. However, they will not be entitled to special allowance

admissible to time scale Postal Assistants.

These orders take effect from the date of issue. However, the present incumbents who have not completed their one year

tenure may be allowed to continue for another one year.

(DG (P) No. 3-2/85-SPB-II dated 14.12.1988)

80. Appointment of LSG operatives as Treasurer / Cashier in post offices -- payment of special pay

Attention is invited to this Directorate Memo No. 3-2/85-SPB-II dated 14-12-1988 on the subject cited above. The matter

was taken up by the Staff Side in the Departmental Council of JCM. The Staff side has agreed with the principle of postings of Postal

Assistants in Time Scale only as Treasurer in Post Offices. However, sometimes it so happens that LSG operatives have to be posted

as Treasurers due to paucity of volunteers and unwillingness of Time Scale officials to work in short term vacancies. In supersession

of this Directorate memo ibid, it has now been decided that LSG operatives promoted under the TBOP scheme when posted as

Treasurers in Post Offices will be entitled to special pay as admissible to the Time Scale Postal Assistants. This order will take effect

from the date of issue.

[DG (P) No. 6-3/91-PAP dated 23 .10.1992]

81. Posting of treasurers on completion of tenure

I am directed to say that a question has been raised as to whether an official who has completed a tenure of four years in

an office, in continuation, can be posted as Treasurer / Cashier in the same office and vice versa. The matter has been considered. It

is hereby clarified that there is no objection if an official, who has completed a full tenure in another post in an office is posted as

Cashier / Treasurer subject to the administrative convenience. In such circumstances the official may be allowed to complete a full

tenure as Treasurer / Cashier even though he has done a full tenure in the same office in another post.

(DG (P) No. 03-1/90-SPB.II dated 16.5.1990)

IV. TRANSFER POLICY FOR OFFICERS

82. Transfer policy for Indian Postal Service Officers (IPoS). Group 'A' (Junior Time Scale, Senior Time Scale, Junior Administrative

Grade and Senior Administrative Grade)

The issue of a separate transfer/posting/deputation policy for Indian Postal Service Officers (IPoS), Group A from Junior

Time Scale (JTS) to Senior Administrative Grade (SAG) has been considered by the competent authority.

2. The current general guidelines are available in Memo Nos. 141-4/98-SPB-II dated 23rd February, 1998, 141-1/99-SPB-II

dated 23rd March 1999, 141-6/2000-SPB-II dated 24.04.2000 and 141-35/2001-SPB-II dated 11.04.2001 with reference to Rotational

transfers in the Department. The guidelines issued vide the aforementioned memos will henceforth be applicable to all cadres

working in the Department of Posts other than officers from Junior Time Scale (JTS) to Senior Administrative Grade (SAG) of the

Indian Postal Services, Group 'A'

3. Given the changing needs of the Group A cadre, consequent upon the 5th Cadre Review, the change in the nature of

services provided by the Department and the forays made into new areas of activities, it is imperative to have a separate transfer

policy guidelines for Group 'A' officers. The policy will be applicable to all direct recruits of the Indian Postal Service and promoted

officers/officers qualifying the Group B examination and having a minimum of 2 years of residual service.

4. The new policy guidelines rest on the principles of tenure, performance, service history and records and suitability of

officers for a post, sensitive and non-sensitive postings, interest of service/administrative interest, request and interest of officer, e.g

working couple, education of children, medical exigencies, etc. and above all to ensure that an officer gains wide experience of

working both in the field in various capacities in different circles and the Directorate and by exposure to placements under the

Central Staffing Scheme.

5. The following revised guidelines are laid down for transfer/posting/deputation of Indian Postal Service Officers (IPoS),

Group A from Junior Time Scale (JTS) to Senior Administrative Grade (SAG):

(i) All annual transfer orders shall be normally issued by 30th April and in any case, not later than 31st May of the year.

Transfers may not be effected save in exceptional circumstances (which will include administrative exigency) in the middle of the

academic session.

(ii) The station tenure will be four years which may be extended up to six years in individual cases in public interest, on

self/family medical grounds or on educational grounds of the wards.

(iii) The powers for extending the station tenure beyond 4 years can be exercised only by the competent authority.

(iv) The station in which the officer is actually working will be taken as the Station for purposes of tenure and transfer.

(v) The crucial date for computing the completion or otherwise of the tenure will be 1st of September. The tenure of an officer

who joins on 1st September or before will be considered in April of the year in which he completes the tenure. Officers joining after

the 1st of September will be considered in the next annual transfer.

(vi) While ordering transfers, administrative and functional needs of a particular post shall be kept in view. Furthermore, the

service records, past performance, character and antecedents of the officer should be considered to assess his/her suitability for a

post.

(vii) As regards posting of working couples at the same station, the same should be allowed if it is administratively feasible.

Keeping in view the importance of high school/intermediate education of children, the Department will consider requests for posting

of officers whose children are studying in the 9th to 12th standards subject to administrative requirements of the organization.

(viii) A promoted officer with residual service of two years will normally be retained in the parent circle subject to availability of

vacancies. For Direct Recruit officers, the residual service before superannuation for retention in the same station would be one

year.

(ix) Deputation:

a. First deputation: During the first six years of an officer's career, he/she shall not be given a posting outside the department

or sent on deputation.

b. Period of deputation: An officer shall be allowed to go on deputation outside the Department for not more than three

times in his/her entire career. However, the period of one deputation each shall not exceed seven years and the total period of all

deputation shall not exceed twelve years. APS deputation will be separate.

c. Second deputation: Two deputations shall not be considered in continuity. A mandatory cooling off period of two years

will be followed. Ordinarily an officer shall not be posted at the same station after return from deputation for a minimum period of

two years. However, relaxation of the same could be considered by the competent authority keeping in view administrative

exigencies and the suitability of an officer for a particular post keeping in view the special skills and competences acquired by him

during deputation.

x. All directly recruited Group 'A' officers should preferably work for one tenure at the policy making level i.e. in the

Directorate/Deputation under Central Staffing Scheme and State Government deputation either in JTS/STS, JAG or in SAG. Due

weightage shall be given for such experience in planning the career progression of an officer such as further deputation under

Central Staffing Scheme, secondment to multilateral agencies/UN/UPU and foreign and long term training courses.

xi. For postings to Directorate, a panel shall be drawn up annually at the beginning of each year by calling for requests from all

officers. The panel shall be drawn up after assessing the suitability of the officer and empaneled officers will be posted to

STS/JAG/SAG assignments in the Directorate. Panel of officers will be prepared for each grade separately and finalized with the

approval of the Competent Authority.

xii. To ensure that an officer gains wide experience of working both in the field and the Directorate in various capacities and in

different circles, categories of stations have been determined.

a. Stations of posting are divided into 3 categories:

Class A: Delhi, Mumbai, Kolkata, Chennai, Bangalore and Hyderabad and foreign assignments

Class B: All State Capitals except those in Class A

Class C: All other stations where Group 'A' posts are available

b. Officers who complete tenure in any Class of Station indicated above will necessarily be posted to a different class of

station (A to B to C to A) in a Circle subject to a maximum of two tenures. After two continuous tenures within a Circle in different

class of stations, the officer has to necessarily move for a full tenure to either the Directorate or to a Circle in another Cluster as

detailed below. The total tenure in a Circle cannot be in any case more than 12 years up to the level of SAG.

c. Circles are clustered as follows for purposes of transfer:

Cluster 1: Himachal Pradesh, Haryana, Uttarakhand, Punjab, Delhi (excluding Directorate), Rajasthan and Uttar Pradesh

Cluster 2: Gujarat, Maharashtra, Madhya Pradesh and Chattisgarh

Cluster 3: Orissa, West Bengal, Jharkhand and Bihar

Cluster 4: Tamil Nadu, Andhra Pradesh, Karnataka and Kerala

The policy of the Government of India with regard to postings in Jammu & Kashmir, Assam, Andaman & Nicobar and the

North Eastern States will be applicable for purposes of transfer to and from these states and hence they have not been included in

the clusters.

Officers completing two tenures in a Circle/Cluster will necessarily be transferred to a Circle in another Cluster.

Tenure of four years will apply to officers posted in the Directorate. On completion of tenure in the Directorate, officers

can be posted to any Cluster or Class of Station except Delhi Circle. There will be no bar on deputation.

Any officer working on training assignments in Postal Staff College, India (PSCI)/Postal Training Centers (PTCs) will

invariably be posted to the field/Directorate. No extension of tenure will be granted. For purposes of transfer the station where

PSCI/PTCs is/are located will be reckoned as part of that Circle. For instance, PTC, Mysore will be taken as part of Karnataka Circle

and the guidelines with regard to Class of Station and Cluster will apply for transfer.

Total (maximum) tenure in a cluster will be 14 years including deputations.

Xiii. Field attachment during probation and the first posting thereafter in JTS for Direct recruits shall be outside their home

circles.

xiv. Any deviation from the policy will require the approval of the MoC& IT.

(DG (P) No. 4-9/2011 - SPG dated 04.04.2011)

83. Empanelment of Indian Postal service Group 'A; Officers for posting to Postal Directorate- Regarding.

I am directed to invite your attention to the Transfer Policy for IPoS Group 'A' Officers issued vide O.M. of even number dated

04.04.2011.

2 In this regard, your attention is drawn to para 5 (x) of the policy : all directly recruited Group 'A' officers should preferably work

for one tenure at the policy making level i.e. in the Directorate/ Deputation under Central Staffing Scheme and State Government

deputations either in JTS/STS, JAG or in SAG. Due weightage shall be given for such experience in planning the career progression of

an officer such as further deputation under Central Staffing Scheme, secondment to multilateral agencies/UN/UPU and foreign and

long term training courses. Further as per para 12 (c) of the said policy, tenure of four years will apply to officers posted in the

Directorate. On completion of tenure in the directorate, officers can be posted to any Cluster or class of station except Delhi Circle.

There will be no bar on deputation.

3 As per para 5 (xi) of aforesaid O.M, a panel shall be drawn up annually at the beginning of each year for posting to Directorate

by calling for requests from all officers. The panel shall be drawn up after assessing the suitability of the officer (in the light of service

records, etc.) and empanelled officers will be posted to STS/JAG/SAG assignments in the Directorate. Panel of officers will be

prepared for each grade separately and finalized with the approval of the Competent Authority.

4 As per para 3 of the said O.M. the policy will be applicable to all direct recruits of the Indian Postal Service and promoted

officers qualifying the Group B examination and having a minimum of 2 years of residual service.

5 In view of the above guidelines, it has been decided to call for willingness of officers at JTS/STS/JAG and SAG levels for posting in

the Directorate for the year 2011-12. Interested officers may be directed to forward their requests positively by 15.4.2011 along with

their bio-data and posting profiles to the Postal Directorate for consideration by the Competent Authority.

6 This may be given wide publicity among all IPoS Group "A" Officers of JTS/STS/JAG/SAG level in your jurisdiction. The transfer

policy is also available on the India Post website: indiapost.gov.in.

This may kindly be accorded top priority.

(DG (P) No. 4-9/2011-SPG dated 05.04.2011)

84. Transfer Policy for Indian Postal Service Officers (IPoS), Group 'A' (Junior Time Scale, Senior Time Scale, Junior Administrative

Grade and Senior Administrative Grade).

Reference is invited to this office OM of even number dated 04.04.2011 on the subject cited above. The matter relating to

transfer guidelines for Group 'A' officers of the Indian Postal Service has been reviewed and the Competent Authority has approved

the following modifications in the existing Transfer Policy Guidelines:

(i) The concept of grouping of Circles into Clusters is deleted.

(ii) The Classification of Cities as A, B & C is deleted.

(iii) All transfers in Higher Administrative Grade (HAG) will be based on performance.

(iv) Every officer should work in at least three Circles in addition to his/her home Circle upto Senior Administrative Grade.

(v) The total tenure in one Circle should not exceed 12 years, which may be extended upto 14 years in administrative interest.

(vi) An officer should preferably work for at least one tenure in Postal Directorate up to Senior Administrative Grade.

(vii) An officer shall not be posted at the same station after return from deputation for a minimum period of two years except

in administrative interest.

(viii) Tenure in a Grade at a stretch in Postal Directorate including PLI and BD&M Directorates will be 4 years, which may be

extended upto 6 years on merits only.

(ix) RAK National Postal Academy, Ghaziabad, Postal Training Centers and DPLI at Kolkata will be treated as separated entities

for postings keeping in view the specialized nature of work performed by them. After 4 years in RAKNPA or PTCs or DPLI, extension

may be allowed to officers on merits only subject to sub Para (v) above.

(x) DOP&T policy relating to working couples and for posting in Sikkim will be followed subject to administrative requirements.

(xi) On completion of Post tenure, extension of tenure up to six years in a Station may be granted if administratively feasible,

to officers on the grounds of (a) children studying between classes 9th to 12th ,(b) medical treatment ground for self, spouse &

children only and not the extended family and (c) in administrative interest, if the officer is handling any Project, subject matter of

which requires expertise.

(xii) An officer must have experience of working in the field before being considered for a posting in the Postal Directorate as

Director or Assistant Director General. In the case of posting as Assistant Director General, an officer should have worked in the field

for at least three years.

(xiii) Postal Directorate will be treated as a Circle and all provisions of the Transfer Policy Guidelines related to transfers and

postings in Circle will also be applicable to transfers and postings in the Postal Directorate.

2. The other provisions contained in OM dated 04.04.2011 will remain unchanged.

(DG (P) No. 4-9/2011-SPG dated 29.03.2012)

85. Revision to the composition of the Transfer and Placement Committee for the officers working in the Senior Administrative

Grade (SAG) of IPoS, Group ‘A’ and above.

Ref. Directorate’s Letter No. 4-09/2011-SPG (Pt) dated 10th January, 2014

With the approval of the Competent Authority, the composition of the Transfer and Placement Committee in Postal

Directorate as contained in Directorate’s Letter No. 4-09/2011-SPG(Pt) dated 10th January, 2014 is revised as under:

S.No. Composition of Transfer & Placement Committee in Postal

Directorate

Remarks

(i) Up to JAG Level

Member (Personnel)-Chairperson

DDG (Personnel)-Member

Director (Staff)-Member Secretary

For SAG and above

Director General (Postal Services)- Chairperson

Member (Personnel)- Member

DDG (Personnel)- Member Secretary

The Committee will submit its recommendations to

Secretary Posts

The Committee will recommend the

transfers/ postings/ allotments of the officers,

which are required to be approved by

Secretary (Posts) and the Minister in charge.

(DG (P) No. 4-09/2011-SPG (Pt) dated 20.10.2016)

86. Transfer Policy for officers of Indian Postal Service (IPoS), Group ‘A’ (Junior Time Scale, Senior Time Scale, Junior

Administrative Grade and Senior Administrative Grade).

Reference is invited to the Transfer Policy of Indian Postal Service Officers, Group ‘A’ (JTS to SAG) issued vide this office OM

of even number dated 04.04.2011 and subsequent modifications issued vide OM dated 29.03.2012. The matter has been revisited

and the Competent Authority has approved the following amendments to the existing Transfer policy guidelines:-

(i) Provision limiting the total period of deputation to a maximum 12 years only is hereby deleted and provisions of DOPT

will be followed in this regard.

(ii) Circle/Directorate tenure is hereby increased from the existing 12 years to 15 years.

(iii) Postings in RAKNPA, PTCs and DPLI will not be treated as part of the Circle tenure.

2. The other provisions contained in OMs dated 04.04.2011 and 29.03.2012 will remain unchanged.

(DG (P) No. 4-09/2011-SPG (Pt) dated 16.01.2017)

87. Rotational Transfer Policy Guidelines for the year 2012-13 for all cadres including Private Secretaries/Stenographers and MMS

in the Department of Posts except Indian Postal Service, Group 'A'.

I am directed to invite reference to the guidelines for rotational transfers issued in the past in respect of the employees of

the Department of Posts. There is no major change in the policy to be adopted for rotational transfer for the year 2012-13.

Employees of all cadres including Private Secretaries/Stenographers and MMS in the Department of Posts except Indian Postal

Service, Group 'A' completing Post Tenure of four years or Station Tenure of six years, unless otherwise specially specified, may be

rotated subject to following broad principles of rotational transfers:

(i) Matching of human resource with requirements of posts and placing officials in the choice stations may be considered in

the overall context of administrative requirements and austerity measures.

(ii) Inter-station transfers should be restricted to minimum in view of the austerity measures.

(iii) Extension of tenure by one year except in the case of Single Handed Sub Postmasters and employees retiring within one

year may be considered for retention by the Head of Circle.

(iv) In respect of Group 'A' officers other than that of Indian Postal Service, Group 'A', officers, who have completed four years

in a particular post or six years at a particular station may be invariably rotated, especially, if the post occupied by them is sensitive in

nature. Their transfers should be linked with their performance and requirements of the posts to be filled up.

(v) If extension is required for such Group 'A' officers, the proposal of extension may be referred to the Directorate.

(vi) Rotational Transfer of SBCO staff will be made within the cluster of Divisions and only in exceptional circumstances, DPS

(Hqs.) in consultation with AO ICO (SB) may consider movement of SBCO officials outside the cluster.

(vii) The Rotational transfer Guidelines should be made applicable to all cadres as indicated above including

Stenographers/Private Secretaries and MMS.

(viii) Instructions issued by Vigilance Division of the Department regarding transfer/posting relating to sensitive posts will hold

good without any change.

2. New products/services and modern technology are/is being introduced by the Department from time to time. Officials are

being specifically trained to handle these products/services and the technology. Heads of Circle, therefore, should build up a pool of

trained officials to handle these new introductions in the Department so as to ensure achievement of desired objectives. The officials

specially trained to handle newly introduced products/services and technologies may not be transferred on completion of their

tenure unless trained substitutes are available to replace them. Therefore, it is incumbent on the Head of Circle to see that there is a

significantly well trained pool available to rotate the officials and not make it an excuse to retain any person or favour any official.

3. For officers of Indian Postal Service, Group 'A' including JTS/STS officers, Transfer Policy Guidelines already circulated vide

this Directorate's vide OM No. 4-9/2011-SPG dated 04.04.2011 and subsequent revisions thereto, if any, shall apply.

4. All Heads of Circles are requested to take immediate action for issuing orders for rotational transfers for all cadres and

JTS/STS officers of Indian Rotational Transfer Guidelines without any deviation.

(DG (P) No.141-91/2012-SPB.I dated 02.04.2012)

88. Rotational Transfer policy guidelines for the year 2012-13 for all cadres including Private Secretaries/Stenographers and MMS

in the Department of Posts except Indian Postal Service, Group 'A'.

I am directed to refer to Directorate's letter of even number dated 2.4.2012 on the subject cited above. Some Circle have

sought clarifications on the rotational policy guidelines for the year 2012-13 about their applicability to the cadres of Postmen and

Multi Tasking Staff (MTS).

2. In this connection it is stated that the rotational policy guidelines contained in Directorate's letter No. 69/4/79-SPB.I dated

16.12.1981 did not include the cadres of Postmen and the then Group 'D' staff and now MTS. The orders issued vide Dte letter of

even number for the year 2012-13 are also not intended to be made applicable to Postmen/MTS of the Circles. Therefore, the cadres

of Postmen/MTS are not covered under the Rotational Transfer policy guidelines for the year 2012-13.

3. In addition to above, it is also clarified that the provisions of Station Tenure of six years contained in ibid rotation transfer

guidelines are also not applicable to the cadre of Postal Assistant/Sorting Assistant except when transfers are ordered in

administrative interest and under exigencies of service.

(DG (P) No.141-91/2012-SPB.II dated 28.05.2012)

89. Guidelines to be followed on re-allotment of Postal Service Group ‘B’ officers from one Circle/Unit to other Circle/Unit-reg.

I am directed to refer to the circular letter of even number dated 15.09.2014 on the subject cited above. The matter has

been revisited and the Competent Authority has approved the following revised guidelines in the matter. These may be brought to

the notice of all concerned:-

(i) Postal Service Group ‘B’ officers on their promotion will be allotted to the Home Circle to the extent of clear vacancies

available on that date and also against the vacancies arising in the next three months, as far as possible.

(ii) If not possible to allot the PS Gr. B officers to Home Circle as mentioned at (i) above, as far as possible these officers will be

allotted to neighboring Circles. Posting of PS Group ‘B’ officers in Postal/BD/PLI Directorates will be done from nearby Circles.

(iii) Re-allotment of Postal Service Group ‘B’ officials to Home Circles will be considered after the availability of vacancies in

their Home Circle. Re-allotment to their Home Circle will be considered strictly on the basis of the date of their joining on

promotional post outside their Home Circle, as far as possible.

(iv) Postal Service Group ‘B’ officers, who are going to retire within one year will be allotted to their Home Circle against the

available vacancies by according them first priority to avoid any personal dislocation at the final stage of their career.

(v) Request for re-allotment from officers received through proper channel will only be considered and any direct request in

this regard will not be entertained.

(vi) The performance of the Postal Service Group ‘B’ officers will also be reckonable while considering the re-allotment

requests, as it will motivate officers to perform. If they do well, they stand the chance. Head of Circle will furnish their comment in

this regard while forwarding/recommending the request of the officer

This issues with the approval of Secretary (Posts).

(DG (P) No. 9-23/2014-SPG dated 23.03.2017)

V. POSTING IN THE SENSITIVE POSTS

90. Rotation of officials working in sensitive posts

Attention is invited to the Commission’s instructions contained in circulars under reference wherein all CVOs were asked to

identify the sensitive posts and also to ensure that officials posted on sensitive posts are rotated every two/three years to avoid

vested interests. These instructions are not being strictly followed which is a matter of serious concern.

2. Recently, the Commission while dealing with a case pertaining to a Public Sector Bank noticed that a senior ranking official

who was associated with procurements etc. was posted in the department for an unduly long period which is against the spirit of the

Commission’s guidelines. The Commission would once again emphasize that periodicals rotation of officials holding sensitive

posts/jobs especially at senior levels need to be ensured. As such, officials should not be retained in the same place/position for

unduly long periods in the guise of indispensability etc by the Management of Public Sector Banks.

3. The Commission while reiterating its guidelines would advise the CVOs of Public Sector Banks to bring to the notice of all

concerned to ensure strict compliance of the same. Further, the CVOS should specifically mention the action taken status in this

regard indicating the number of officials’ rotated/transferred in the Bank in the Monthly Report of CVOs to the Commission.

(CVC No. 004/VGL/90 dated 04.01.2012)

91. Identification of sensitive posts in Department of Posts-Reg.

In compliance with CVC Circular No. 17/4/08 issued vide No. 004/VGL/90 dated 1st May, 2008, it has been decided with the

approval of Secretary (Posts) to identify certain posts, mentioned hereunder, of the Department of Posts, as sensitive/ non-sensitive,

in supersession of any order/ communications issued by the Vigilance Division of this Department in this regard.

Directorate

(DG (P) No.4-7/2009-Vig. dated 13.09.2010)

92. Identification of Sensitive Posts - reg.

I am directed to refer to Circle Office letter No. ST/R-33/RTI/2011 dated 15th May 2013 on the above mentioned subject and to

say that all the Group B and C officers dealing with vigilance, Staff, building and procurement in the Divisional Office should also be

considered as sensitive.

(DG (P) No. 4-7/2009-Vig dated 03.07.2013)

93. Rotation of officials working in sensitive posts-regarding.

Central Vigilance Commission and the Department of Personnel and Training have issued instructions for effecting

rotational transfers of officials posted on sensitive posts. As per Commission's instructions issued vide letter Nos. 98/VGL/60 dated

15-04-1999, 02-11-2001 and 004/VGL/90 dated 01-05-2008 and 04-01-2012 (for public sector banks) on this issue, it was prescribed

that Ministries/Departments/Organizations and CVOs are to identify the sensitive posts and staff working in these posts and also

ensure that they are strictly rotated after every two/three years to avoid developing vested interests.

2. The Commission in the superintendence of vigilance administration over the years has observed that such rotational

transfers are not effected in many organizations due to which officials continue to remain in the same posts for long periods. Such

overstay and continuous postings afford scope for indulging in corrupt activities, developing vested interests etc. which may not be

in the interest of the organization. The Commission would, therefore, emphasize that periodical rotation of officials holding sensitive

posts/jobs needs to be ensured. As such, officials should not be retained in the same place/position for long by the

Ministries/Departments/PSUs/Banks/Organizations etc.

3. Heads/CVOs of all Department/Organizations are advised to ensure strict compliance of the Commission's guidelines and

implement the same in letter and spirit. Further, the CVOs should specifically report the action taken indicating the number of

officials rotated/transferred in the respective organizations in the Monthly Report of CVOs submitted to the Commission.

(CVC DO. No. 03/09/13 dated 11.09.2013)

Sensitive Non Sensitive

(i) (ii) (iii) (iv)

1. All Group ‘A’ posts except as mentioned

in col. (iv)

1. PMG (BD)

Director (BD)

2. All Group ‘B’ and ‘C’ officers dealing with

vigilance, Staff, Building and procurement

in the Circle HQ, Region HQs and Postal

Training Centres/College

2. All Group ‘B’ and ‘C’ officers except as

mentioned in Col. (ii), for example – Dy

SPOs, Postmaster, Suptdt, CSD, AD (Plg),

AD (Estt.), AD (Mails), AD (PG), AD (PO)

Sensitive Non Sensitive

(i) (ii) (iii) (iv)

1. All Group B and C posts of Administration,

General Administration, C&A, Building, DE,

Financial Advice, IR, Philately, Technology,

Vigilance and Vigilance Petition

1. All Group B and C posts of Directorate

except as mentioned in col. (ii)

2. All Group A posts up to the level of DDG

and officers subordinate to them except

DDG (PG) and DDG (PO)

2. DDG (PG), DDG (PO) and Group ‘A’

officers subordinate to DDG (PG) and DDG

(PO)

94. Review of Mechanisms to ensure probity among Government servants - Rotation needs to be carried out in respect of

sensitive and non-sensitive posts - reg.

I am directed to refer to above mentioned subject as also the Transfer Policies/ instructions issued on Transfer &

placement Committees and to circulate herewith the Department of Personnel & Training O.M No. C-11020/1/2015-Vig dated

14.09.2015 wherein requirement of rotation of Government servants on sensitive and non-sensitive posts has been emphasized. The

DOP&T has requested all the Ministries/Departments to ensure the above exercise with the objective of having probity among

Government servants.

2. lt is, therefore, requested that provisions of the Transfer Policies and instructions on Transfer & placement Committees may be

strictly adhered to without any deviation. lt is also requested to send a Compliance Certificate that rotational transfers for the year

2015-16 have been carried out for all the cadres in the Circle up to STS including the extensions granted, if any, supported by valid

justifications. lf this exercise in respect of any of the cadres is still pending, the reasons for the same may be informed to this office

and rotation transfer of such cadres may be effected within a fortnight under intimation to this office.

3. The status of rotational transfer of all the cadres in the Circles up to STS on sensitive posts and non-sensitive posts may also be

included in the monthly D.O. letter written to the Secretary (Posts) by the CPMG.

(DG (P) No. 141-141/2013-SPB-II dated 29.10.2015)

95. Review of Mechanisms to ensure probity among Government Servants.

In a meeting taken by the Cabinet Secretary on 10.08.2015 with senior officers of different Ministries on mechanisms to

adopt to ensure probity among Government Servants, it has been emphasized that rotation needs to be carried out in respect of

sensitive posts and non-sensitive posts and review and screening of officers under FR 56(J) within the Ministries and DOPT shall

monitor implementation and obtain compliance from all Ministries in this regard.

2. All Ministries/Departments are, therefore, requested to kindly look into the matter and carry out rotation in respect of

sensitive and non-sensitive posts and FR 56(J). As this activity is to be completed in a time bound manner, it is requested that

priority attention may be paid to it and inputs sent to the internal Vigilance Section at the very earliest. These details are also to

be made part of the monthly D.O. letter to be sent by concerned Secretary to the Cabinet Secretary.

(DOPT.No.C-11020/1/2015-Vig dated 14.09.2015)

96. Identification of Sensitive and Non-sensitive posts in Department of Posts.

In compliance with CVC Circular No. 17/4/08 issued vide No. 004/VGL/90 dated 01.05.2008, it has been decided with the approval

Secretary (Posts) and Chief Vigilance Officer, Department of Posts to identify certain posts mentioned hereunder as “Sensitive” and

“Non-sensitive” in supersession this office Memo No. 4-7/2009-Vig dated 13.09.2010.

1.1 (In Directorate)

Sensitive Non-sensitive

(i) (ii) (iii) (iv)

1. All Group A&B and C posts in Postal Directorate,

BD and PLI Directorate, except the posts

mentioned in Column(iv)

1. DDG(PG),DDG(PO),DDG(Estt.),DDG(SR &

Legal),DDG (Training & CP) and all Groups A,B, and

C officers /officials subordinate to them.

2. All Posts in Engineering Wing, except as

mentioned in Column(iv)

2. AE(Planning), EE(P&D) , SE (P&D)

3. All Posts in Finance Wing 3. NIL

4. All Posts of Mail Motor Branch 4. NIL

1.2 (In RAKNPA,Ghaziabad Postal Training Centres/Circles/Regional Offices/Divisional Offices/Sub Divisions/MMS):

Sensitive Non-sensitive

(i) (ii) (iii) (iv)

1. All Group A Posts (above STS Level) except

as mentioned in Col(iv)

1. PMG(BD),PMG(MM),PMG(Mails) and

DPS(BD),DPS(MM),DPS(Mails),Joint Director, RAKNPA (All not

handling procurement)

Less Sensitive:: Director GPOs

2. All Group A Posts of JTS and STS Level and

all PS Group B Posts/Sr. Postmaster Posts,

except as mentioned in column (iv)

2. All Posts not handling procurement, recruitment, vigilance,

transfer & Postings, building matters, philately etc.e.eg.

APMG/AD/DDM/ADM Mails, BD, PG, PO, Estt., PLI, Legal, Staff

Relations, Welfare, Planning, Training, Quality Service Deputy

SPOs, Superintendent (Sorting0, Manager SPC etc.

3. All Group B (Gazetted/Non-Gazetted) and

Group C Officers/Officials dealing with

Vigilance ,Transfer & Posting, Recruitment,

Building and procurement etc.

3. The Officers/officials subordinates to the Posts, as identified in

Column No.(iv) of (2) above and not handling the sensitive

assignments as enumerated I this column(ii) 0f (3).

For example, ASPOs/IPOs/Office Assistants, PG,BD, Mails ,PLI,

PO, Legal, SR, Welfare, Estt., Training, Sorting Inspector,

SAS,R&D, Office Superintendent etc.

4. All Posts of Engineering Wing. 4. NIL

5. All Posts of Finance/Accounts Wing 5. NIL

6. All Posts of MMS Units 6. NIL

1.3(In Post Offices/Business Post Centres /Mail Offices/Foreign Post Offices/AMOCs HRO/SRO//E-Commerce Centres/BNPL

Centres):

Sensitive Non-sensitive

(i) (ii) (iii) (iv)

1. All Group B and C Posts in Single & Double

handed Post Offices, Business Post Centres, E-

Commerce Centres, BNPL Centres and Savings

Bank Counters.

1. NIL

2. All Group B and C Posts in other Post Offices,

handling treasury, Cheque Clearances, Billing,

Counter Operations, Claim cases including PA/SA

WORKING AS System Managers , Marketing

Executive and the staff working in CPCs (of PLI

and CBS)

2. Accounts Branch, SBCO, Mails, SBSO, Sub Account,

PG/CCC, and Counters other than mentioned in column

(ii) of 1 above.

SRO,HAS, Supervisors (RMS) Sorting Assistants (who are

not in counter operations/BPC//BNPL Centres or

working as System Managers/Marketing Executive)

2. Further, the following posts in operational/administrative offices will be considered to be Most-Sensitive postings and

no relaxation, whatsoever over and above the prescribed period of tenure, shall be given while posting officers/officials on these

posts.

(i) All Posts of SPMs/PAs in Single and Double Handed Post Offices.

(ii) All Supervisory Posts/PAs/SAs/Marketing Executives working in Business Post Centres/BNPL Centres/E-commerce Centres of

other bulk mail/business centres.

(iii) All officials working as System Managers and Marketing Executives in any office including those working in CO/RO/DO/HO etc.

(iv) All Supervisory Officers/PAs/SAs working in CPCs of CBS and PLI including those working in SDC/CEPT.

(v) All Supervisory Officers/PAs/SAs working in branches like Treasury/Billing Cashier/Stock/Staff etc.

(vi) All Staff/section dealing with CED letters/CED parcels in Foreign Post Offices.

2.1 Deputation periodical arrangement of the officers/officials on the above posts would also be counted towards their prescribed

tenure for the posts mentioned in para (2) above.

3. It has also been noticed in recent past that the close relatives posted in same office in a capacity to supervise/influence other’s

work, have developed vested interest and committed frauds. It has therefore been decided that postings of close relatives in the

same office or in a office where they are in a capacity to supervise/influence each other’s work should be avoided, as a pre-

cautionary measure.

4. Further, it is also felt that due to particular work distribution pattern across Circles in the Department, it is practically difficult to

identify each and every post as “Sensitive” or “Non-sensitive”. Therefore, in case of difficulties in posting of “Officers with Doubtful

Integrity (ODI)” on a non-sensitive posts, as required under the rules, the HOC/HOR may in their own discretion revise the work

distribution suitably with a view to ensure that the sensitive work of Procurement Recruitment, Transfer/Postings, Vigilance etc. is

not entrusted to such officer (ODI). The deployment may be reviewed accordingly and necessary corrective action be taken

whenever required.

5. The orders may kindly be brought to the notice of all concerned for strict compliance.

(DG (P) No. 4-7/2009-Vig dated 07.10.2016)

VI. TENURE POLICY IN RMS

97. Tenure in RMS Head Record Offices

It has been represented that in some of the Circles are interpreting that the Rules 60 (15 & 15A) of P&T Manual Vol. IV are

not applicable in the case of staff working in Head Record Offices.

2. It is hereby reiterated that the said Rules cover all staff in RMS including Group 'D' and the newly upgraded 58 posts of

HSG.I. Hence, they may also be rotated as per period prescribed in the said rules, wherever possible.

(DG (P) No. 141-509/92-SPB.II dated 18.12.1992)

98. Tenure in RMS

This office circular letter of even number dated 18-12-1992 reiterating that the Rule 60 (15 & 15A) of P&T Manual Vol. IV is

applicable to all staff in RMS including Group 'D' and in the newly upgraded 58 posts to HSG.I and it is further clarified that after

completion of tenure in HRO or Divisional Office, an official should be made to work in a Mail Office before being posted back in

either to the two offices i.e., Divisional Office or HRO and not simply rotated between office and HRO.

(DG (P) No. 141-509/92-SPB.II dated 18.12.1992)

99. Uniform tenure policy in RMS

I am directed to say that some of the Unions have represented to this Department that a few circles are not strictly

following the rules/instructions relating to the tenure policy in RMS. They have also complained that extension of tenure is being

granted without the approval of the Competent Authority.

2. As the Circles etc. are aware, the existing orders and guidelines on this issue are quite clear and elaborate. The problem

pointed out by the Unions could be due to local aberrations. However, the Circles are requested to take appropriate steps to ensure

that the tenure policy in RMS is followed scrupulously keeping in mind the broad parameters of the rotational transfer policy

guidelines issued from time to time.

(DG (P) No. 137-4/2002-SPB-II dated 10.06.2003)

100. Fixing of tenure of service for mailman and SG Mailman in the offices of Supdts of RMS & Post office and HROs.

I am directed to refer to the subject cited above and to say that the matter was discussed in the JCM meeting. After due

deliberation, it has been decided that the tenure for Mailman and SG Mailman in RMS divisional offices and Gr. 'D' staff in Postal

Divisional Offices should be for five years. Further, rotation of Mailman and SG Mailman may be prescribed from the office of the

Divisional Superintendent RMS to the HRO or any other office at the same station where the Divisional office is located. Likewise,

rotation for Gr. 'D' officials in the Postal Divisional Offices is prescribed from the office of the Divisional Superintendent to the HO or

any other office at the same station where the Divisional Office is located.

2. This may be brought to the notice of all concerned and necessary action taken accordingly.

(DG (P) No. 45-60/88-SPB.I dated 19.01.1990)

VII. RULE 38 TRANSFERS & TEMPORARY TRANSFERS

101. Transfer under the provisions of Rule 38 of P&T Man Vol. IV

The present practice in dealing with Rule 38 transfers has been examined in detail and the PMG has ordered that the

following revised procedure may be followed in regard to the disposal of Rule 38 cases.

2. The transfer of eligible officials under Rule 38 to the division of their choice should be approved in principle irrespective of

availability of vacancies in that unit. A waiting list of such approved transfers both in departmental quota and in the direct

recruitment quota should be maintained in the divisional offices to which the transfer is sought. At the time of computation of

vacancies for LGO's examination/direct recruitment, such approved transfers should be taken into account for necessary adjustment

in the announcement for vacancies. Similarly approved transfers of officials in both the quotas from that Division to other units

should also be taken into account for the purpose of computation of vacancies.

3. It is directed that the application for transfer under Rule 38 from eligible officials will be restricted to only one unit;

otherwise if applications for more than one unit are entertained it will create complications. If after approval of the transfer, the

concerned official changes his mind and applied for another unit, it will be treated as a fresh application after the cancellation of his

turn on the waiting list of the old unit.

4. Transfer under Rule 38 of eligible within the Region will be approved by the Regional Directors. However, cases of inter

region transfers and cases requiring relaxation and for temporary deputations of husband/wife at the same station should come to

the Circle Office. This would apply to the cases of mutual exchange transfers also. The Regional Directors as well as the Circle office

will endorse copies of approval of transfer to the concerned transferee unit with instructions to bring the name on the waiting list

and to intimate the waiting list number to the concerned official through the controlling divisional superintendent. In the memo of

approval of transfer the date on which the application was received in the circle office/regional office will be shown and the names

of the officials will be entered in the waiting list by the divisional offices based on those dates.

5. In so far as the old cases pending with Circle office/Regional offices are concerned, it is decided that those cases will be

decided first as per the above instructions.

6. The case of transfer by way of mutual exchange will be allowed as per the rules on out of turn basis.

7. There are some LSG officials waiting for re allotment to their home division. Such repatriation will have to be completed

first before any Rule 38 transfer is considered and such repatriates will be at the top of the waiting list.

8. All Rule 38 transferees will be placed below all APCs/RTPs and lower grade officials on approved list for promotion to

PA/SA cadre including those who would be successful in the examination for promotion to PA/SA cadre held on 24-5-87.

9. The officials rendered surplus due to TBOP, abolition of BRL system etc who have been transferred to other units/divisions

as per Directorate's instructions on the subject should be brought back first to their original unit/division on occurrence of vacancy.

The repatriation of such officials will take precedence over Rule 38 transfers

10. The position of officials whose Rule 38 transfer have been approved but are still waiting for their posting orders will

depend on the date of approval of their transfer. They will be below APCs, RTPs, and LGOs awaiting appointment on those dates.

11. The case of Rule 38 for transfer of wife/husband for posting at the same station would be considered on out of turn basis

as per Directorate's instructions on the subject. Such transfer would be treated purely on deputation without any monetary benefit

till their actual turn on the basis of their registration for transfer comes.

(CPMG Gujarat No. Staff- 1-15/Rlg /Corr dated 13.07.1987)

102. Transfer u/r 38 of P&T Manual Vol. IV in Postmaster Grade-I.

I am directed to refer to Circle Office letter No. STA/PM Grade-I/R-38/M. SrinivasRao/2012/6 dated 30.03.2012 on the

subject cited above and to say that a probation period of two years is prescribed for the officials who are appointed as Postmaster

Grade-I, Rule 38 provides for inter/intra Circle transfer of permanent official. Postmaster Grade-I is a Circle cadre and therefore the

provisions of Rule 38 are not attracted when an official in Postmaster Grade-I makes request for transfer within a Circle. However,

the request of officials in Postmaster Grade-I u/r 38 from one Circle to another Circle may be considered by the Circle on the

following parameters:

a) Transfer under Rule 38 either through mutual exchange or at one's own request may be permitted only after completion of

two years of service as by the time the official who has completed probation period satisfactorily would be deemed to be

permanent.

b) Transfer u/r 38 should be done with the approval of both the CPMsG of concerned Circles subject to other conditions laid

down in Rule 38. Further approval of Directorate may not be necessary in such cases.

(DG (P) No.4-18/2012-SPB-II dated 28.05.2012)

103. Time Scale Clerk and Allied Cadres- promotion or Departmental lower officials – Retransfer of surplus qualified Dept. officials

Please refer to this office letter of even number dated 17.07.81 on the above subject. It is clarified that

(a) Transfers by mutual exchange may be permitted even if 5 years ‘Service in a division is not completed.

(b) Officials directly recruited to the clerical and allied cadres may be considered for Rule 38 transfer even before completion of 5

years’ of service in a Division, at the discretion of the Head of the Circle.

(c) Transfer of surplus qualified Deptl. Officials to division other than home division even before the completion of 5 years of

service in the division of allotment may be considered by Heads of Circles at their discretion. It should be however ensure such

transfer is only against the Deptl. Quota of vacancies. However there are two or more city divisions at a station and if a surplus

qualified official of a city Division ‘A’ after re-allotment to another divisions outside the station requests for transfer to city

division ‘B’ the request may not be considered as it will militate against the spirit of the orders.

(DG (P&T) No. 60-22/81-SPB I dated 18.03.1982)

104. Re-delegation of power to Heads of circles to allow Rule 38 transfer requests of surplus qualified officials to their home

divisions in relaxation of 5 years’ service condition

I am directed to invite your attention to this office letter No. 60-22/80-SPB.I dated 17-07-81, whereby on the basis of

decision of the erstwhile P&T Board it has been inter-alia stipulated that surplus qualified departmental Lower grade officials who

are promoted to clerical and allied cadres in a division other than their parent division may be transferred to their parent division or

any division other than the one in which they are working, under Rule 38 against departmental quota of vacancies only and direct

recruits will continue to be adjusted against outsiders quota. It has further been stipulated that powers vested in Heads of Circles

vide this office letter No. 69/23/75-SPB.I dated 29-10-75 to allow Rule 38 transfer requests of surplus qualified officials before

completion of 5 years’ service in the unit / circle are also withdrawn. It has further been clarified vide this office letter No. 60/22/81-

SPB.I dated 18-03-82 that Rule 38 transfers of surplus qualified officials may be permitted by Heads of Circles on the mutual

exchange basis even if 5 years’ service in a division is not completed subject to the condition that such transfers are adjusted against

the departmental quota of vacancies. It was also clarified that such transfers can be also permitted to any unit other than the home

division and city units located in the station of the official's parent unit. Heads of Circles can consider Rule 38 transfers of direct

recruits in relaxation of 5 years’ service limit in their discretion as hitherto before.

2. Certain Heads of Circles, Staff Union and individuals have represented to this office, inter-alia stating that the five year ban

imposed on repatriation of surplus qualified officials to their parent units has operated harshly and that the discretionary powers

earlier vested in the Heads of Circles for considering such requests in relaxation of minimum 5 years’ service limit may be re

delegated to Heads of Circles. An item on the subject was also brought up for discussion in the Heads of Circle Conference held in

Nov. 1985.

3. Accordingly, the matter has been reconsidered by the Postal Service Board in its meeting held on 30-10-85. It has been

decided to delegate the powers to Heads of Circles to permit Rule 38 unilateral transfer requests of surplus promotes to clerical

cadres to their parent unit after completion of 3 years’ service subject to the condition that the powers would be exercised by the

Heads of Circles personally in really deserving cases and transfer of such officials will not jeopardize the interest of appointees

against other quota. In other words, such transfers will be adjusted against departmental quota of vacancies. The Heads of Circles

will not be empowered to allow Rule 38 transfer of surplus officials to their parent unit before completion of three years’ service.

4. As clarified in this office letter No. 60/22/81-SPB.I dated 18-03-82 the Heads of Circles will continue to allow Rule 38

transfer requests of surplus qualified officials to their parent unit before completion of 3 years’ service if the same are on mutual

exchange basis or the transfer sought for is to a unit other than the home unit or a city unit where the parent unit of the official is

located. Similarly, they will continue to allow Rule 38 transfer requests of direct recruits to T/S clerical cadres in relaxation of 5 years’

service limit.

(DG (P&T) No. 60-34/84-SPB-I dated 05.02.1986)

105. Transfer of Records of Service Books (confidential Reports and Service Books, Personal Files etc.) of officials under orders of

transfer under Rules – 38

It has been brought to the notice of the Directorate that there is considerable delay in receipt of service books and the

confidential records (including GPF and DCRG nominations) from one Division to another or from one circle to another in respect of

officials who have been transferred under Rule- 38 of the P&T Manual Vol. IV. This delay in the transfer of service records etc. causes

undue hardships to the officials concerned on various obvious counts. In order to avoid such hardships it is necessary that prompt

action should be taken to transfer such records etc. early as possible but preferably not later than a period of 15 days from the date

of relief of the official from a station. The above instructions may please be noted for compliance in future.

(DG (P&T) No. 71/53/78-SPB.I dated 01.11.1978)

106. Postal Assts/Sorting Assts - transfer under Rule 38 of P&T Manual Vol. IV

I am directed to refer to this office letter No.60-22/80-SPB-I dated 15th July, 1981 wherein orders have been issued that

surplus qualified Departmental lower grade officials who are promoted to clerical and allied cadres in a division other than from

parent division may be transferred to their parent division or in a division other than the one in which they are working under Rule

38 of P&T Manual Vol. IV, against Departmental quota of vacancies and the transfer of direct recruits under Rule 38 will be adjusted

against outside quota. The matter has been further examined.

It is hereby further ordered that the resultant vacancies arising from Rule 38 transfer in the division, from which a

departmental promotee is transferred, may be adjusted against the departmental Quota and if a direct recruit is transferred, the

vacancy may be adjusted against direct recruit quota. This means if a departmental promotee is transferred from A division to B

division, the vacancy in A division should be adjusted against departmental quota and in the B division also the vacancy should be

adjusted against departmental quota. If a direct recruit is transferred from A division to B division, the vacancy arising in A division

should be adjusted by appointment of direct recruit and the vacancy should be adjusted in B division against the vacancy of direct

recruit. The existing proforma for calculation of vacancies should be modified suitably so as to give effect to these orders.

(DG (P) No. 60-113/88-SPB I dated 12.01.1989)

107. Inter-circle transfer within the same cadre under Rule-38 of Postal Manual Vol. IV

This office has been receiving references from various circles where inter-circle transfer having the approval of both the

concerned Chief Postmasters General / Postmasters General requires the approval of the Directorate.

2. In this connection, it is reiterated that the Heads of Circles are fully empowered under the existing instructions vide

Directorate, letter No. 33-1/88-PE.II dated 5th December, 1989, pertaining to "power and function of Chief Postmasters

General/Postmasters General (Region)" to permit transfer of any employee to any Central Government office or Department except

in respect of such officials whom the Chief Postmaster General is not competent to appoint. Where such permission is accorded by

the Head of Circle, a reference to Directorate would not be necessary.

3. It is clarified that the aforesaid instructions do not apply in cases involving transfer between two separate and distinct

cadres such as Postal Assistant (P.O) to Postal Assistant (C.O. / R.O.)/PA (SBCO) SA or vice-versa.

In such cases the approval of the Directorate would be required even if both the Chief Postmasters Generals are agreeable.

(DG (P) No.141.13/94-SPB.II dated 18.04.1996)

108. Review of the provisions of Rule 38 of Postal Manual Volume - IV - Postal Assistants / Sorting Assistants

I am directed to say that a provision exists in Rule 38 of Postal Manual Vol. IV for transfer of Postal Assistants / Sorting

Assistants who are recruited on divisional basis from one division to another either on mutual basis or on the basis of application

given by an official to be transferred foregoing his / her seniority in the parent division and assuming seniority afresh in the new

division to which he / she is transferred. In recent times, due to various reasons, there has been substantial increase of applications

for transfer under Rule 38.

2. The provisions of Rule 38 of Postal Manual Vol. IV are under review and separate instruction on the subject will follow.

However, as regards transfer under Rule 38 of Postal Manual Vol. IV from the cadre of Sorting Assistant to Postal Assistant, the same

has been examined keeping in view the availability of the manpower in both the wings. It has been decided that the request for

transfer from the cadre of Sorting Assistant to the cadre of Postal Assistant (Post Office) will not attract the provision of Rule 38,

Postal Manual Vol. IV and such requests will be considered in the context of need for redeployment of personnel from one operative

wing to another. The following conditions will apply to such transfers on requests from RMS to Postal Wing:

(a) The applicant will be ranked junior most in the new cadre / recruiting unit on such transfer.

(b) He / she will bear the cost of training which will be required to be imparted to him / her for the nature of job in the new

cadre and only after he / she qualifies in the above training at his / her own cost, the transfer from one cadre to another would

materialize.

(c) The official will be permanently debarred from going back to the old cadre / recruiting unit and he / she cannot claim the

old seniority in the earlier recruiting unit.

(DG (P) No. 141-198/2001-SPB-II dated 10.05.2002)

109. Clarification on Rule 38 transfers from Sorting Assistant to Postal Assistant

I am directed to refer to this Department's Letter No. 141-198/2001-SPB.II dated 10-05-2002 on the above subject and

letter No. 1-37/2001-Trg., dated 30-01-2002. It was indicated in letter dated 10-05-2002 that one of the conditions to be fulfilled for

considering the requests from Sorting Assistants for transfer as Postal Assistant (P.O.) was that, he / she would bear the cost of

training which would be required to be imparted to him / her for the nature of job in the new cadre and only after he / she qualified

in the above training, the transfer would materialize. In this context, it is clarified that only when an official wants to change his cadre

on his / her own interest, the cost of training will have to be borne by the concerned official.

(DG (P) No. 141-198/2001-SPB-II dated 22.08.2002)

110. Rule 38 Transfer case in the cadre of Postman/Mail Guards

I am directed to refer to this office letter number 70-195/85-SPB.I dated 10th June 1986 on the above subject wherein the powers

have been delegated to the Regional Director of Postal Services to grant Rule 38 transfers of officials’ belongings to Postman/Mail

guards. One Circle has sought for clarifications whether the RDPS can grant of Rule 38 transfer to Postman/Mail Guards and Group

‘D’ officials if they are of temporary status. In the Directorate letter Number 70-195/85-SPB.I. dated 10th June 1986, there is no

mention of permanent or temporary. It is therefore, clarified that the regional Directors of Postal Services can allow Rule 38 transfers

of Postman/Mail Guards, in respect of temporary officials also.

(DG (P) No. 70-195/85-SPB-I dated 25.01.1989)

111. Inter-Circle transfer of Inspectors of Posts under Rule 38 of P&T Manual Vol. IV-Reg.

I am directed to say that at present there are no specific guidelines in place in so far as regulation of requests received

from the Inspectors of Post (except in respect of lady Inspectors of Post) for transfer to other Circles of their choice. Previously, there

was neither any provision for direct recruitment nor for surplus qualified Inspectors of Post for appointment against the unfilled

vacancies of other Circles through Departmental Examination. Therefore, the Inspectors of Post seeking transfer under Rule 38 could

be adjusted against the available vacancies. The existing Recruitment Rules for Inspectors of Post provides for 1/3rd vacancies to be

filled up by Direct Recruitment and 2/3rd through Departmental examination. On introduction of Direct Recruitment quota and

provision of grant of promotion to surplus qualified candidates against the unfilled vacancies of other Circles, therefore, a need has

been felt to issue guidelines to regulate the request for transfer received from the Inspectors of Post. Such guidelines are also

necessary to ensure correct calculation/projection of vacancies in the cadre of Inspectors of Post.

2. The Directorate vide letter No. A-34013/01/2009-DE/SPB-II, dated 5.2.2010 issued guidelines providing for transfer of lady

Inspectors of Post against Direct Recruit/Departmental examination vacancy based on her selection in the respective examination.

According to these guidelines, if she has qualified in the Departmental examination, she cannot be transferred under Rule 38 against

vacancy meant for Direct Recruit. Such transfer should also be against SC/ST/OC/OBC category to which the official belongs.

3. After careful consideration, the following guidelines are laid down for regulating the requests received from male

Inspectors of Posts and request of lady Inspectors of Posts, for inter-Circle transfer under Rule 38 of Postal Volume Vol.IV :

a) Requests for mutual transfers under Rule 38 could be considered between the Inspectors of Posts from one Circle to

another Circle provided the process of verification of certificates etc. has been completed in respect of direct recruit Inspectors of

Posts and have completed the probation period.

b) Transfers of both direct recruits as well as promotee Inspectors of Posts (including surplus qualified departmental officials)

may be permitted subject to fulfilling the minimum service limit of 5 years in the case of direct recruits and 3 years in the case of

surplus qualified officials. The lady Inspectors of Posts would be eligible for such transfer without provision of minimum service in the

grade.

c) The requests of male Inspectors of Posts candidates for transfer under Rule 38 may be considered in special circumstances

by relaxing the condition to 5 years/3 years for direct recruits and promoted officers, respectively provided they have completed the

probation period.

d) The CPMG of the Circle where the Inspectors of Posts are working would be competent to permit such transfer in

consultation with the CPMG of the Circle where the transfer is sought for by the individual. The Chief Postmasters General should

take a considerate view in consultation with their counterpart while considering the request of Inspector of Posts candidates for

transfer to their Home/nearby Circle under Rule 38.

e) Deficit Circles like North East, Gujarat, Uttar Pradesh, Bihar, etc. should consider such requests only under extreme

compassionate grounds or compelling reasons after assessing the staff position and needs of their own Circle.

f) Before announcing vacancies for a particular recruitment year whether under Direct Recruitment or Departmental

examination, the number of Rule 38 transfer requests of Direct Recruits and promotee Inspectors of Posts (including surplus

qualified officials) which have already been approved by the competent authority but could not be given effect to during the

recruitment year should first be deducted from the quota of vacancies earmarked for Direct Recruit and Departmental Examination

and only the remaining vacancies should be reported to Directorate.

g) In order to maintain the representation of promotees and direct recruits, promotee Inspectors of Posts (including surplus

qualified Inspectors of Posts) may be allowed to seek transfer in the other circle against a vacancy meant for promotion to be filled

up on the basis of Departmental Examination, which is yet to be reported to the Directorate. Similarly, Inspectors of Posts appointed

on the basis of Direct Recruitment may be considered for transfer sought in another Circle against a vacancy meant to be filled up by

Direct Recruitment which is yet to be reported to the Directorate.

h) The vacancies earmarked for Direct Recruitment Quota and Departmental Quota should not be disturbed/interchanged

and the status of roster points should not be disturbed. Transfer of Inspectors of Posts belonging to one category i.e. SC/ST/OC/OBC

shall be allowed against the vacant post of same category in the Circle to which transfer has been sought.

i) No transfers may be allowed against the vacancies already reported to Staff Selection Commission.

(DG (P) No. 141-177/2009-SPB-II dated 14.12.2010)

112. Inter- Circle temporary transfer policy guidelines -Reg.

I am directed to refer to Directorate's letter No. 141-151/96-SPB.II dated 28th October, 1996 on the subject cited above and to

say that the existing instructions issued by the Directorate in respect of Inter-Circle temporary transfer have been reviewed. In

supersession of existing instructions issued by the Directorate, the following norms/ guidelines may be followed by the Circles for

consideration of requests received from officials seeking inter-Circle temporary transfer:-

a) The Circles should not entertain inter-Circle transfer on temporary basis received from officials in a routine manner. The

requests of officials who seek such transfer may be considered by the Circles in the first instance under Rule 38 of Postal Volume IV

and instructions issued by the Directorate from time to time, if they are otherwise eligible. If the case is not being considered under

Rule 38, the reasons therefore may be recorded.

b) Inter-Circle transfer on temporary basis of officials referred to Directorate will be considered where both the CPMsG of the

Circles have agreed to in really hard and deserving cases after the genuineness of ground for such transfer stated by the official is

established to the utmost satisfaction of CPMG of parent Circle.

c) Inter-Circle transfer on temporary basis is restricted to only those officials, who have completed probation period, wherever

applicable and in other cases on completion of two years of service in the grade.

d) Grant of temporary transfer from one circle to another will be considered initially for a period of six months only. Extension

thereon may be considered by the Circles for further six months.

e) In no case, temporary transfer will be allowed to an official beyond two years in his/ her entire service career.

f) Requests of the officials for extension of temporary transfer should be forwarded by the Circle with due recommendation of

both the Circles at least two months in advance before expiry of period of temporary transfer already granted by the Directorate.

g) Inter-Circle transfer on temporary basis from one cadre to another cadre will not be considered by the Directorate. Circles

should not forward such requests to the Directorate.

h) If the official is promoted during the period of temporary transfer, such official should join in the promoted post within a

month, failing which, he/she will be debarred for promotion for one year.

i) Requests of temporary transfers and extension thereon already granted to the officials by the Directorate before issue of this

letter will be regulated as per these new temporary transfer guidelines.

(DG (P) No. 141-26/2013-SPB-II dated 14.05.2013)

113. Transfer/retention of officials on bifurcation/re-organization of a division- clarification regarding

It is clarified that as far as possible such requests may not be agreed to this may be only after obtaining the requisite

declaration for transfer under Rule 38 of P&T Manual Vol. IV and it may be made very clear to the officials concerned that his

retention is under the provisions of Rule 38 with all consequential disabilities. Rule 38 is applicable only in cases of transfers and such

retention are to be treated as 'notional' transfers from the residuary division to the division of option or allotment as per rules and

transfers to the residuary division under Rule 38 will be on paper. This point will have to be made clear to the officials and willingness

and declarations obtained.

(DG (P&T) No. 271-58/74-SPB dated 04.03.1977)

114. Clarification regarding transfer of Assistant Superintendent of Posts under Rule 38 of Postal Manual Volume IV.

I am directed to refer to “Transfer Policy” guidelines to regulate transfer of officers/officials other than the officers of

Indian Postal Service, Group ‘A’ of Department of Posts issued vide letter of even number dated 31.01.2014 and to say that reference

from some Postal Circles have been received in the Directorate regarding applicability of Rule 38 to the cadre of Assistant

Superintendent of Posts.

2. The issue has been examined. As promotion of Inspector Posts to the cadre of Assistant Superintendent of Posts is Circle

specific, which varies from Circle to Circle, there are instances that an official junior in the All India Seniority list of Inspector Posts

has been promoted to the cadre of Assistant Superintendent of Post to the Circle where his senior is still working as Inspector Posts

will create anomaly in the Circle concerned.

3. In view of the above, to avoid any anomalous situation, it has been decided to keep the cadre of Assistant Superintendent

of Posts out of the purview of the provisions of transfer under Rule 38 of Postal Manual Volume IV.

4. This issues with the approval of the Secretary (Posts).

(DG (P) No. 141-141/2013-SPB-II dated 23.09.2015)

115. Regarding Rule 38 transfers

Please refer to your Reference No. P/4-1/Staff dated 27.5.2016 on the subject cited above and to say that enhancing the

number of occasions for transfer under Rule 38 is not administratively feasible.

(DG (P) No. 13-3/2015-SPB-II Dated - 14.07.2016)

116. Review of ‘Transfer Policy’ circulated by Directorate vide letter No. 141-141/2013 SPB-II dated 31.01.2014-invitation of

suggestion/comments.

I am directed to refer to the Directorate letter cited above and to convey that keeping in view a large number of requests

being received for inter circle transfer the Directorate is considering review of various provision in the existing ‘Transfer Policy’ to

make it more employee friendly without compromising on organizational functioning and objectives.

2. Following are some of the provisions, which the Directorate is proposing to review/amend/delete:

(a) Only such of officials who have put in minimum service of five years in the case of DR and 3 years in the case of surplus

qualified officials, whichever applicable would be eligible for transfer under rule 38. Any relaxation in this regard should be matter of

rarest exception. Transfer of officials who have not yet cleared the probation period should be permitted in deserving cases only

(Para 2(1) (vii) of the instructions)

The Directorate is considering removal of this provision so that any official who is seeking transfer under rule 38 can

straightaway apply for the same without needing to either complete any specified period of service or even probation period.

(b) Under Rule 38 an official will be allowed to seek transfer only twice during his entire service. (Para 2(1) (x) of the

instructions)

The Directorate is considering deletion of this provision so that there is no limit to the number of times an official can seek

transfer during his entire service.

(c) With respect to the provisions for inter-circle transfer in para 3 of the instruction Directorate is considering amending the

provisions so that such inter-circle transfers can be decided by the Concerned CPMGs without seeking approved the Directorate.

3. Therefore, all CPMGs and other stakeholders are requested to provide their suggestions with justifications not only on the

charges proposed in para 2 above but also on any other existing provisions of the Policy which need to be amended/deleted.

4. Suggestions/Comments may be provided to the Directorate within seven days of hosting of this letter on the DOP website.

(DG (P) No. 141-141/2013-SPB-II dated 28.03.2017)

117. Instructions to stop irregular Rule-37 transfers.

Some of the unions have pointed out that many officers/officials in circles have been irregularly awarded Rule 37 transfer

by way of disciplinary action.

2. As per Rule 37 of Postal Manual Volume-IV, all officials of the Department are liable to be transferred to any part of India

unless it is expressly ordered otherwise for any particular class or classes of officials. Transfer is not a penalty under the CCS (CCA)

Rules, 1965. Therefore, transferring an employee as a result of disciplinary proceedings initiated under CCS (CCA) rules, 1965 should

be avoided.

3. All Circles are requested to follow the provision of Rule-37 in letter and spirit, and the provision of Rule 37 should not be

invoked in disciplinary proceeding initiated under CCS (CCA) Rules, 1965.

(DG (P) No. 141-141/2013-SPB-II (pt) dated 13.12.2016)

VIII. POSTING OF HUSBAND AND WIFE IN THE SAME STATION

118. Posting of husband and wife at the same station

The question of formulation of a policy regarding the posting at the same place of husband and wife who are in

Government service or in the service of Public Sector undertakings has been raised in Parliament and other forums on several

occasions. Government's position has been that requests of Government servants and employees of public sector undertakings for

posting at the same station usually receive sympathetic consideration and that each case is decided on merits, keeping in view the

administrative requirements.

2. The Government of India has given the utmost importance to the enhancement of women's status in all sectors and all

walks of life. Strategies and policies are being formulated and implemented by different Ministries of the Central Government to

achieve this end. It is also considered necessary to have a policy which can enable women employed under the Government and the

Public sector undertakings to discharge their responsibilities as wife/mother on the one hand, and productive workers on the other,

more effective. It is the policy of the Government that as far as possible and within the constraints of administrative feasibility, the

husband and wife should be posted at the same station to enable them to lead a normal family life and to ensure the education and

welfare of their children.

3. In February 1976, the then Department of Social Welfare had issued a circular D.O. letter to all Ministries and Departments

requesting them to give serious consideration to the question of posting husband and wife at the same station. However,

representations continue to be received by the Department of Women's Welfare in the Ministry of Human Resources Development

from women seeking the intervention of that Department for a posting at the place where their husbands are posted. It has,

therefore, now been decided to lay down a broad statement of policy at least with regard to these employees who are under the

purview of the Central Government/Public Sector undertakings. An attempt has, therefore, been made in the following paragraphs

to lay down guidelines to enable the cadre controlling authorities to consider the requests from spouses for a posting at the same

station. At the outset, it may be clarified that it may not be possible to bring every category of employees within the ambit for this

policy as situations of husband/wife employment are varied and manifold. The guidelines given below are, therefore, illustrative and

not exhaustive. Government desires that in all other cases the cadre controlling authority should consider such requests with utmost

sympathy.

4. The classes of cases that may arise, and the guidelines for dealing with each class of case are given below:-

i) Where the spouses belong to the same All India service or two of the All India services, namely IAS, IPS and Indian Forest

service (Group 'A'):

The spouse will be posted to the same cadre by providing for a cadre transfer of one spouse to the cadre of the other

spouse subject to their not being posted by this process to their home cadre. Postings within the cadre will, of course, fall within the

purview of the State Government.

ii) Where one spouse belongs to one of the All India services and the other spouse belongs to one of the Central services.

The cadre controlling authority of the Central services may post the officer to the station, or if there is no post in that

station to the State where the other spouse belonging to the All India Service is posted.

iii) Where the spouses belongs to the same Central Service:

The cadre controlling authority may post the spouses to the same station.

iv) Where one spouse belongs to one Central service and the other spouse belongs to another Central service:

The spouse with the longer service at a station may apply to the appropriate cadre controlling authority and the said

authority may post the said officer to the station, or if there is no post in that station to the State, where the other spouse belonging

to the other Central service is posted.

(v) Where one spouse belonging to an All India service and the other spouse belongs to Public Sector Undertaking-

The spouse employed under the Public Sector Undertaking may apply to the competent authority and said authority may

post the said officer to the station, or if there is no post under the PSU in that station to the State where the other spouse is posted.

(vi) Where one spouse belongs to a Central Service and the other spouse belongs to a PSU:-

The spouse employed under the PSU may apply to the competent authority and the said authority may post the officer to

the station, or if there is no post under the PSU in that station to the State where the other spouses is posted. If however, the

request cannot be granted because the PSU has no post in the said station/ State then the spouses belonging to the Central Service

may apply to the appropriate cadre controlling authority and the said authority may post the said officer to the station, or if there is

no post in that station to the State where the spouse employed under PSU is posted.

vii) Where one spouse is employed under Central Government and the other spouse is employed under the State Government;

The spouse employed under the Central Government may apply to the competent authority and the competent authority

may post the said officer to the station or if there is no post in that station, to the state where the other spouse is posted.

5. As will be seen from the illustrations given above, they do not cover all possible categories of cases which may arise. In fact

it is not possible to anticipate all the categories of cases. Each case not covered by the above guidelines, will have to be dealt with

keeping in mind the spirit in which these guidelines have been laid down and the larger objective of ensuring that a husband and

wife are, as far as possible and within the constraints of administrative convenience, posted at the same station.

6. Ministry of Finance etc. are requested to bring the above instructions to the notice of all administrative authorities under

their control and ensure compliance.

7. In so far as persons serving in Indian Audit and Accounts Department are concerned, these orders issue in consultation

with the comptroller and Auditor General of India.

8. This issues with the concurrence of the Department of Public Enterprises.

(DOP&T OM No. 28034/7/86 Estt(A dated 03.04.1986))

119. Posting of Husband and wife at the same station

I am directed to refer to this office letter No. 257/53/62-STB-I (SPB-I) dated 23rd July, 1962 wherein it has been laid down that

husband and wife should be posted at the same station as far as possible provided there is no administrative inconvenience. This

issue was again discussed in the meeting of the Committee of the Departmental Council (JCM) and it has been decided that such

requests for transfer under Rule 38 of P&T Manual Volume IV should be considered sympathetically on a priority basis and granted

liberally where the post concerned is not which is filled by promotion only. The idea is that both husband and wife should be helped

subject to administrative convenience to work at the same place, this being in keeping with the policy of the Govt.

(DG (P) No. 69/22/75-SPB.I dated 23.08.1978)

120. Posting of husband and wife at the same station and out of-turn transfer of officials on compassionate rounds fixation of

seniority

I am directed to refer to this office letters of even number dated 23rd and 24th August, 1978 on the above subject and to

state that it has been indicated therein that request for transfer/posting of husband and wife at the same station should be

considered sympathetically on priority basis under Rule 38 of the P&T Manual Vol. IV where the post concerned is not one which is

filled by promotion only. It was also decided that request for deputation without any monetary benefits to the place where the

spouse is working should also be considered sympathetically and such officials may be allowed to be reverted to their parent units

etc. when their turn for promotion comes there.

The whole issue was further considered in the Departmental JCM Meeting and the staff side held that inter-senior should

be maintained between the officials who are given over-riding priority in the matter of transfer under Rule 38 of the P&T Manual

Vol. IV and of those whose request for such transfers have already been registered but could not be transferred due to

administrative reason. By virtue of and out-of-turn transfer under Rule-38, junior officials may become senior in new Divisions to

their senior in old Dn. who have been transferred subsequently. The matter has been thoroughly examined and it has now been

decided that the request for transfer/posting of husband and wife at the same station may continue to be considered

sympathetically and on priority basis but such transfers to the new units should be treated purely on deputation without any

monetary benefits till their actual turn on the basis of their registration for transfer to the new unit comes. Such officials may also be

allowed to be repatriated to their parent units as and when their turn for promotion comes.

(DG (P) No. 69/22/75-SPB.J dated 12.02.1979)

121. Posting of husband and wife at the same station

The undersigned is directed to say that the policy of Government has been to give utmost importance to the enhancement

of women's status in all sectors and all walks of life. Keeping this policy in view, the Government had issued detailed guidelines

about posting of husband and wife at the same station vide OM No. 28034/7/86-Estt. (A) dated the 3rd April 1986 and OM No.

28034/2/97-Estt. (A) dated the 12th June 1997. Attention of the Government was drawn that the instructions contained in these

Office Memoranda are not being followed in letter and spirit by the Ministries / Departments even when there were no

administrative constraints. Accordingly, it is impressed upon all Ministries / Departments that the guidelines laid down in the

aforesaid Office Memoranda are strictly followed while deciding the request for posting of husband and wife at the same station.

(DOPT OM No. 28034/23/2004-Estt. (A) dated 23.08.2004)

122. Posting of husband and wife at the same station - reiterated

The undersigned is directed to say that on the subject mentioned above, Govt. had issued detailed guidelines vide OM No.

28034/7/86-Estt. (A) dt.03-04-1986.

The Fifth Central Pay Commission, has now recommended that not only the existing instructions regarding the need to post

husband and wife at the same station need to be reiterated, it has also recommended that the scope of these instructions should be

widened to include the provision where posts at the appropriate level exist in the organization at the same station. The husband and

wife invariably be posted together in order to enable to lead a normal family life and look after the welfare of the children, especially

till the children are 10 years of age.

2. The Govt. after considering the matter has decided to accept this recommendation of the Fifth Central Pay Commission.

Accordingly it is reiterated that all Ministries/Departments should strictly adhere to the guidelines laid down in OM No. 28034/7/86-

Estt. (A) dt. 03-04-1986 while deciding on the request for posting of husband and wife at the same station and should ensure that

such posting invariably done especially till their children are 10 years of age. If posts at the appropriate level exist in the organization

at the same station and if no administrative problems are expected to result of consequence.

3. It is further clarified that even in cases where only the wife is a Govt. servant the concession elaborated in Para 2 of this

OM would be admissible to the Govt. servant.

4. These instructions would be applicable only to posts within the same Department and would not apply on appointment

under the central staffing scheme.

(DOPT OM NO. 28034/2/97-Estt (A) dated 12.06.1997)

123. Posting of husband and wife at the same station

In view of the utmost importance attached to the enhancement of women's status in all walks of life and to enable them to

lead a normal family life as also to ensure the education and welfare of the children, guidelines were issued by DOP&T in O.M No.

28034/7/86-Estt.(A) dated 3.4.86 and No.28034/2/97-Estt.(A) dated 12.6.97 for posting of husband and wife who are in Government

service, at the same station. Department had issued instructions on 23.8.2004 to all Ministries / Departments to follow the above

guidelines in letter and spirit.

2. In the context of the need to make concerted efforts to increase representation of women in Central Government jobs,

these guidelines have been reviewed to see whether the instructions could be made mandatory. It has been decided that when both

spouses are in same Central Service or working in same Dept and if posts are available, they may mandatorily be posted at the same

station. It is also necessary to make the provisions at Para's 3(iv) and (vi) of the OM. dated 3.4.86 stronger as it is not always

necessary that the service to which the spouse with longer service belongs has adequate number of posts and posting to the nearest

station by either of the Department may become necessary.

3. On the basis of the 6th CPC Report, Govt. servants have already been allowed the facility of Child Care Leave which is

admissible till the children attaining 18 years of age. On similar lines, provisions of O.M. dated 12.6.97 have been amended.

4. The consolidated guidelines will now be as follows:

(i) Where the spouses belong to the same All India Service or two of the All India Services, namely lAS, IPS and Indian Forest

Service (Group 'A');

The spouse may be transferred to the same cadre by providing for a cadre transfer of one spouse to the Cadre of the other

spouse, on the request of the member of service subject to the member of service not being posted under this process to his/her

home cadre. Postings within the Cadre will, of course, fall within the purview of the State Govt.

(ii) Where one spouse belongs to one of the All India Services and the other spouse belongs' to one of the Central Services:-

The cadre controlling authority of the Central Service may post the officer to the station or if there is no post in that

station, to the State where the other spouse belonging to the All India service is posted.

(iii) Where the spouses belong to the same Central Service:

The Cadre controlling authority may post the spouses to the same station.

(iv) Where the spouse belongs to one Central Service and the other spouse belongs to another Central Service:-

The spouse with the longer service at a station may apply to his/her appropriate cadre controlling authority and the said

authority may post the said officer to the station or if there is no post in that station to the nearest station where the post exists. In

case that authority, after consideration of the request, is not in a position to accede to the request, on the basis of non-availability of

vacant post, the spouse with lesser service may apply to the appropriate cadre authority accordingly, and that authority will consider

such requests for posting the said officer to the station or if there is no post in that station to the nearest station where the post

exists.

(v) Where one spouse belongs to an All India Service and the other spouse belongs to a Public Sector Undertaking:

The spouse employed under the Public Sector Undertaking may apply to the competent authority and said authority may

post the said officer to the station, or if there is no post under the PSU in that station, to the State where the other spouse is posted.

(vi) Where one spouse belongs to a Central Service and the other spouse belongs to a PSU:-

The spouse employed under the PSU may apply to the competent authority and the said authority may post the officer to

the station or if there is no post under the PSU in that station, to the station nearest to the station where the other spouse is posted.

If, however, the request cannot be granted because the PSU has no post in the said station, then the spouse belonging to the Central

Service may apply to the appropriate cadre controlling authority and the said authority may post the said officer to the station or if

there is no post in that station, to the station nearest to the station where the spouse employed under PSU is posted.

(vii) Where one spouse is employed under the Central Govt. and the other spouse is employed under the State Govt.:-

The spouse employed under the Central Govt. may apply to the competent authority and the competent authority may

post the said officer to the station or if there is no post in that station to the State where the other spouse is posted.

(viii) "The husband & wife, if working in the same Department and if the required level of post is available,

should invariably be posted together in order to enable them to lead a normal family life and look after the welfare of their

children especially till the children attain 18 years of age. This will not apply on appointment under the Central Staffing Scheme.

Where only wife is a Govt. servant, the above concessions would be applicable to the Govt. servant.

5. Complaints are sometimes received that even if posts are available in the station of posting of the spouse, the

administrative authorities do not accommodate the employees citing administrative reasons. In all such cases, the cadre controlling

authority should strive to post the employee at the station of the spouse and in case of inability to do so, specific reasons, therefore,

may be communicated to the employee.

6. Although, normal channels of representations/complaints redressal mechanism exist in the Min / Deptts., added

safeguards to prevent noncompliance may be provided by ensuring that the complaints against non-adherence to the instructions

are being decided by the authorities at least one level above the authorities which took the original decision when they are below

the level of secretary to the Govt. of India/Head of the PSU concerned and all such representations are considered and disposed of in

time bound manner.

(DOP & T NO.28034/9/2009-Estt.(A) dated 30.09.2009)

IX. TRANSFER – MISCELLANEOUS

124. Grant of TA & transit to the officials transferred on completion of tenure to the place of their choice

A proposal to grant TA and transit to officials who are transferred on completion of tenure to the place of their choice was

under consideration in this Directorate for some time past.

SR-114 which governs TA on transfers distinguishes between transfer for public convenience and transfer on own request.

Although transfer on completion of tenure in one office has not been specifically referred to in this rule, yet the transfer on

completion of tenure per se is a transfer for public convenience. On completion of tenure the official has to be transferred out for

operational reasons. Therefore, such a transfer is mandatory, while posting to a place of choice is secondary and subject to public

convenience. In view of this posting to a place of choice after completion of full tenure may not be normally termed as "transfer on

own request" under SR-114.

It has, therefore, been decided that henceforth officials transferred after completion of full tenure as prescribed from time

to time to the place of their choice will be entitled for TA and Transit.

(DG (P) No. 17-3/94-PAP dated 18.12.1995)

125. In request transfer cases, intervening holidays can be availed

The holidays intervening the date of relief and the date of joining the new place, even on transfer of an official at his own

request should be deemed to have been availed of by the official as holidays and he need not take leave for such holidays.

(DOPT OM No 19011/16/88-Estt (All) dated 15.12.1988)

126. Utilization of holidays/off days for journey period in case of transfer from one station to another of an officials his own

request

The undersigned is directed to refer to this to department's O.M. No 19011/33/31-Estt dated 29/1/83 in which instructions

have been issued that in the case of transfer of a Government servant at his own request, there is no objection to his being granted

regular leave, as admissible, by the competent authority under the leave rules applicable to him to cover the period between the

date of handing over charge at an old station and that of taking over at the new station if the Government servant applies for it and

the competent authority is willing to sanction it. Accordingly, when an official is relieved on transfer at his own request on the eve of

holiday/holidays and reports for duty at the transferred station in the forenoon after the holiday/holidays the employee is required

to, take leave for the intervening holidays.

2. The question whether the Government servant is required to take regular leave to cover such holidays has been under

consideration and it has now been decided that in such cases intervening holidays may be deemed to have been availed of by the

Government servant as Holidays and he may not be required to take leave for such holiday/holidays.

3. Pay for holidays intervening the date of relief and the date of joining the new place will be borne by the Department where

the Government servant joins after his transfer.

(DG (P) No. 70-270/87-SPB-I

All about transfer posting of Central Government Employee.

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All about transfer posting of Central Government Employee.

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