Guidelines for deputation of officers on various
The following guidelines will be followed while nominating officers on
Programme: Any training, course, study tour, workshop, conference,
meetings abroad is termed as programme for the purpose of these guidelines.
Duration of the programme: A programme is
termed as long term, if it is of duration of six months( 182 days) or more. A
programme is called short term, if
it is of 15 days or more but less than 6 months (182 days).
requirement: Officer should
have completed a minimum of 5 years of service on the date of commencement of
Age limit: Officers
nominated for long term programmes should not be more than 45 years of age on
the date of commencement of the programme.
In special cases, relaxation of the age limit upto 46 years may be
granted provided adequate justification is given.
nominated for short term training programme should not be more than 50 years of
age on the date of commencement of the progamme.
case wherein foreign Government/Institution prescribes a different upper age
limit for a training programme, the same will prevail.
Cooling off Period:
An officer having attended a foreign programme of a duration in column ‘A’ of 15 days to one month, will be
required to complete a “cooling off” period shown
in column ‘B’ before he can be considered again for any foreign
|Column ‘A’||Column ‘B’|
|Period of previous programme||Cooling off period|
|1||Less than 15 days||Nil|
|2||16 Days to 30 days||2 years|
|3||31 Days to 182 days||3 years|
|4||183 Days and above||5 years|
Project related training/official visits abroad, irrespective of
duration, are exempted from the provisions of cooling off.
Vigilance clearance: Officers
whose names are proposed for the programmes abroad should be clear from the
Project related visits: Only those officers will be deputed for project related
programmes, who are working/associated with such projects and / or will be
posted/associated on return from training
only to these projects, so that their specialization / expertise
gained is fruitfully utilized for the benefit of the project.
Very good service record: Officers to be nominated for
programmes abroad should possess at least “Very Good” service record
for a reasonable period equivalent to atleast the period shown in Column ‘B’
of para (v) as revealed from their ACR. A
sheet in this respect containing the assessment of the officer for the
required period may be attached.
Cases of deputation abroad of Officials at the level of Joint
Secretary and below will be decided by Ministry in consultation with the
Financial Adviser and with the approval of Minister in charge.
Cases of deputation abroad of Officials of the rank of Secretary and
Additional Secretary are required to be sent to the Screening Committee of
Secretaries for prior approval, except visits to SAARC countries which is to be
decided by Ministry in consultation with Financial Advisor.
In case of Delegation, it should be ensured that it is compact in size,
compromising only the technical personnel and senior officials directly
connected with the subject matter.
The Officer of the Government of India should not accept invitations from
foreign agencies particularly private commercial organizations, private bodies
or trusts etc. Such an invitation should be accepted only
after the requisite approval of the Screening Committee
of Secretaries or Prime Minister as the case may be, have been obtained.
Even in such cases, the entire expenditure should be met from Government of
If the deputation abroad is covered under a bilateral agreement or under
a regular exchange programme, the cost of travel, etc, could be met by foreign
There should be no objection in accepting international fare and
hospitality from an international Body, of which India is a member.
In cases where foreign hospitality is proposed to be accepted, clearance
of the Ministry of Home Affairs under the foreign Contributions Regulation
Act(FCRA) will be necessary. FCRA clearance shall not, however, be required when
the Government delegates receive invitations in their capacity as Chairman,
Members of the Committee in International bodies or are delegates,
advisors/consultants to the International bodies of which India is a member.
The leader of the delegation should sent immediately on return from tour
a brief note to inform the Ministry all the major achievements of his mission
and a copy of the report should be sent to the Ministry of External Affairs.
This has to be in addition to the detailed reports of the delegation.
The officers returning from programmes abroad will have to
submit three copies of the participation
report to the Ministry
within one month of their return from the programme.
Programmes of essential nature organized by UN and other international
agencies should be attended by designated persons in view of their importance.
Experts who are picked up to represent India on International Working
Groups or Committees etc. shall
be deputed to attend the concerned
meetings irrespective of their current designation.
Programmes where organizers
meet the expenses partly or fully, should be fully availed of to give maximum
exposure to the officers.
Programmes other than those described in para
(xviii) and para (xix) shall
be used to give exposure to other officers and may be attended by officers with
atleast 3 years experience in the field of subject of the programme with
preference being given to the officers who have not been deputed abroad on any
As contained in the conduct rules, personal and private conversation with
foreign Embassies/High Commissions/Missions especially for getting invitation
for foreign visits must be avoided.
Accepting Foreign Hospitality for Presenting Papers/Delivering
Lectures at Conferences/ Seminars/Workshops etc:-
the invitation for any programme is received from foreign
government/organization/agencies etc. by the Government of India and GOI selects
an Officer to attend workshop/conferences/to present papers/deliver lectures
etc, the officer may be treated as on official deputation.
the invitation for any programme is received by the officer directly in his
personal capacity, the officer should be treated as on personal visit and such
cases will need to be considered in the light of Cabinet Secretariat’s OM No.
21/1/7/94-Cab, dated 30th March, 1995 regarding acceptance of foreign
hospitality( para xii of this circular) and also he will be asked to proceed on
leave as per Ministry of Finance OM No. 36/1/2000-E.IV dated 21.03.2000( copy
As per economy instructions issued by Ministry of Finance(Department of
Expenditure) vide its O.M dated 24.09.2000(copy enclosed), Foreign travel
should be restricted to unavoidable official engagements and there shall be a
ban on foreign travel for study tours, Seminars etc. Size of Official
delegations, where foreign travel is unavoidable, shall be restricted to bare
minimum. The Organisations submitting the foreign travel proposals should
strictly keep in mind he above economy instruction of Ministry of Finance .
(xxv) It shall be ensured by the Head of the organizations that the circulars asking for nominations for all foreign training, workshops etc is circulated timely to all the Officers/field units under their control and the nominations as recommended by them are on the basis of response accordingly. This fact should be clearly stated while forwarding the nominations to the Ministry.
SCREENING COMMITTEE (MINISTRY OF WATER RESOURCES) -
SCRUITINY OF PROPOSAL FOR FOREIGN DEPUTATION
A .Details of
Nature of Visit
(Training */ Conference**/ Delegation***)
and Date of Commencement of the Visit
to be Visited
Reasons for Nomination
of the Visit/Course/Conference etc.
of Visit to Nominee’s Job
for the Nomination/Remarks of SMD
of Organisation which will
bear the cost.
Itemwise financial implication like- airfare, D.A, Hotel
Approved budget under Foreign Travel Head
and the upto date incurred/committed expenditure and the
THE INTERNAL SCREENING COMMITTEE:
OF THE CANDIDATE
HELD DURING LAST THREE YEARS
FULFILLS CRITERIAN OF THE VISIT
ABROAD DURING LAST 5 YEARS.