STATEMENT PROPOSING FOR FIXATION OF TIME LIMITS FOR DISPOSAL OF VARIOUS TYPES OF CASES/PRSONAL CLAIMS

STATEMENT PROPOSING FOR FIXATION OF TIME LIMITS FOR DISPOSAL OF VARIOUS TYPES OF CASES/PRSONAL CLAIMS

Sl..	Item of work	Main issues to be examined	Channels involved for processing of case	Level of final disposal	Likely time to be taken in disposal of normal cases	Remarks
1.	GPF Advance/Withdrawal	Admn. – Application in prescribed form, balance in credit, Rule position, rate of recovery etc. Cash – Verifying accuracy of figures mentioned in sanctioned order etc.	Administration CR Cash	DS (A) -- DDO	5 1 2 8
2.	HBA Advance	Admn. – Application in prescribed form in duplicate with supporting documents, admissibility under Rules and to verify the application and supporting documents etc. Cash – Verify figures and amount of installments, rate of interest and making bill for release of funds etc.	Administration CR Cash	DS (A) -- DDO	20/30* 1 2 23/33	* In case the advance is to be sanctioned in relaxation of the eligibility criteria.
3.	Car/Motor Cycle/Scooter/Computer Advance	Admn. – Application in prescribed performa, verify contents of application, verify admissibility under Rules, availability of funds etc. Cash – To check that advance taken earlier has been fully recovered etc.	Administration CR Cash	DS(A)/Secy*. -- DDO	20/30* 1 2 23/33	*In case the advance is to be sanctioned in relaxation of the eligibility criteria.

Please see notes at the end of this Statement.

Sl. No.	Item of work	Main issues to be examined	Channels involved for processing of case	Level of final disposal	Likely time to be taken in disposal of normal cases	Remarks
4.	LTC Advance (including sanctioning of leave )	Admn. – Application in prescribed performa, to determine eligibility w.r.t. check list, to ensure that leave application duly approved has been received etc. Cash – Previous advance, if any, has been adjusted etc.	Administration CR Cash	US (A) CR DDO	7 1 2 10
5.	TA Advance	Admn. – Requisite application with a copy of tour programme approved by an Officer of the rank of JS and above, to determine admissibility of advance etc. Cash - Position regarding settlement of previous advance .	Administration CR Cash	US (A) CR DDO	2 1 1 4
6.	Festival Advance	Admn. – Application in prescribed performa, to check eligibility criteria, to get surety bonds from temporary employees Cash - To check that previous advance is not outstanding etc.	Administration CR Cash	US (A) CR DDO	7 1 2 10 -	The sanction should reach at least seven working days before the festival in Cash Section. Since PAO also needs about three-four days for issuing the cheque.

Sl. No.

Item of work

Main issues to be examined

Channels involved for processing of case

Level of final disposal

Likely time to be taken in disposal of normal cases

Remarks

Cycle Advance

Admn. – Application in prescribed performa, to check eligibility criteria, to get surety from temporary employees, to give priority to the officials who have not drawn the advance during preceding five years or who have applied for the first time subject to availability of funds etc.

Cash - To check that previous advance is not outstanding.

Administration

Cash

US (A)

DDO

No Objection Certificate for passport

Admn. – to verify that no disciplinary/vigilance case is pending or contemplated against the official and there are no grounds to believe that the applicant could figure adversely on security records of the Govt. and to issue NOC in the prescribed format after obtaining approval of competent authority etc.

Administration

JS(A)

Sl. No.	Item of work	Main issues to be examined	Channels involved for processing of case	Level of final disposal	Likely time to be taken in disposal of normal cases	Remarks
9.	Forwarding of application for higher posts	Admn. – To ensure application is complete in al respects, verify that no vigilance/disciplinary case is pending or contemplated and sending application to concerned department after obtaining approval of competent authority.	Administration CR	US(A)	8* 1 9	* Application should reach in Administration Section at least 12 days before the last date.
10.	Pay fixation (including personal pay)	Admn.—to ensure promotion/ appointment orders have been issued, to ensure service record has been received, to fix the pay as per relevant rules and to issue orders.	Administration CR	US(A)	7 1 8
11.	Advance of Pay	Admn.—To ensure application is on standard form, to verify particulars of application, to verify approval of leave, to determine the amount of leave salary. Finally to issue order after obtaining approval of competent authority. Cash – Calculation of pay as per sanction letter & making bill for payment.	Administration CR Cash	US(A) DDO	7 1 2 10

Sl. No.	Item of work	Main issues to be examined	Channels involved for processing of case	Level of final disposal	Likely time to be taken in disposal of normal cases	Remarks
12.	Leave encashment at the time of retirement/ resignation etc.	Admn.—To update the service book and records, to see whether any EL has been encashed at the time of LTC, to issue necessary sanction. Cash – Calculation on the basis of sanction letter.	Administration CR Cash	US(A) DDO	7 1 2 10
13.	Insurance payment	Admn. – To check the date of entry in insurance scheme, to ascertain amount of deduction from Cash Section and to issue sanction after obtaining approval of competent authority. Cash – To verify date of membership, change of Groups, amount of deduction, reference to table etc.	Administration CR Cash	US(A) DDO	7 1 3 11
14.	Table Fan advance	Admn. – To ensure application in prescribed proforma by Group D employees, to verify particulars furnished by applicant, admissibility under rule and to issue necessary sanction after obtaining approval of competent authority. Cash – making bill for payment	Administration CR Cash	US(A) DDO	7 1 2 10

Sl. No.	Item of work	Main issues to be examined	Channels involved for processing of case	Level of final disposal	Likely time to be taken in disposal of normal cases	Remarks
15.	Re-imbursement of stitching charges for liveries	General – to verify bills and passing for payment as per admissibility under rules, to check whether liveries were issued to those employees during that year and to issue sanction letter. Cash – to check sanction is accompanied with bills/vouchers etc.	General CR Cash	DS(G) DDO	5 1 2 8
16.	Re-imbursement of telephone bills	General – Checking of bills and making enteries in bill register and issuing sanction letter. Cash – to check necessary certificate on the bill and making bill for payment.	General CR Cash	DS(G) DDO	4 1 3 8	The bills will be processed by General Section twice – one all those which are received upto 8^th of a month and the second time those which are received by 23^rd of that month.
17.	Re-imbursement of newspaper bills	General – Checking amount and month of bill as per entitlement, to pass bill in accordance with existing instructions and issuing sanction. Cash – to verify vouchers and see whether necessary deductions have been made.	General CR Cash	DS(G) DDO	8 1 4 13	The bills received by 10^th of every month will be processed by General Sections during that month. The bills received thereafter will be entertained during next month.

Sl. No.

Item of work

Main issues to be examined

Channels involved for processing of case

Level of final disposal

Likely time to be taken in disposal of normal cases

Remarks

18.

Medical claim – advance

General – to check whether advance is admissible under the rules, the anticipated expenditure thereof verified from the treating physician of Govt./CGHS recognized private hospital and issuing sanction.

Cash – making bill for payment.

General

Cash

DS(G)

DDO

* where required.

19.

Medical Claim – permission for taking treatment at a hospital/ for Lab. Test

General – to check whether specialist of CGHS/CMO I/C of CGHS dispensary or Govt. hospital has recommended the treatment/test at private hospital/diagnostic centre/CGHS recognized centre in case of CGHS beneficiary

General

DS(G)

Sl. No.	Item of work	Main issues to be examined	Channels involved for processing of case	Level of final disposal	Likely time to be taken in disposal of normal cases	Remarks
20.	Medical claim – OPD treatment	General – to check whether claim has been submitted in prescribed format, prior/ex-post facto permission has been taken for treatment/test etc. in case the treatment has been taken in private hospital/centre, claim is submitted within the prescribed time limit, necessary certificates (Essentiality Certificate) duly verified by CMO is attached, admissibility of the claim, issuing sanction after deducting the advance taken, if any. Cash – to verify the sanction and supporting documents and making bill for payment.	General CR Cash	DS(G) HoO	6 2 3 11	If the expenditure/rates of treatment/tests are not indicated in CGHS rate list, claim will be settled after consulting AIIMS or M/O Health & Family Welfare.
21.	Medical Claims – Hospitalisation	General – to check whether the claim is submitted in prescribed proforma supported with relevant documents i.e. essentiality certificate, verification by CMO etc. within the time frame and issuing sanction letter. Cash – to verify documents/ prescribed medicines allowed or not, rates of tests etc.	General CR Cash	DS(G) HoO	6 2 4 12
Sl. No.	Item of work	Main issues to be examined	Channels involved for processing of case	Level of final disposal	Likely time to be taken in disposal of normal cases	Remarks
22.	Conveyance charges claims	Cash – to check claim is on prescribed proforma duly approved by controlling officer, amount claimed.	Cash HoO/HoD	HoO/HoD	All bills received upto 10^th of particular month will be sent to PAO by 20^th.	Bills received after 10^th will be entertained during next month.
23.	OTA Bills	Cash – to check approval of competent authority, number of hours and amount claimed. Making bill for payment	Cash HoO	HoO	10 days after receipt of claims relating to a particular office for a particular month.	Subject to availability of funds and decision of HoD about allocation to different wings/offices/ categories of staff.
24.	Tuition fee claims: (a) Initial (b) Subsequent	Cash – to check necessary fee receipt, number of children for whom fee is being claimed, necessary certificate in this regard etc. Necessary receipt, etc.	Cash HoD	HoD DDO	14 4

Notes: (i) The time indicated in days means working days.

(ii) In normal cases, after cheque is received from PAO for a particular payment, the payment will be made next day.

(iii) PAO does not accept any routine bills after 20^th of a month and staff of Cash Section gets busy in preparation of pay bills after 15^th. As such, the time limits indicated in this statement will not apply for sanctions/claims received after 15^th of every month, except for emergent and time bound bills.

(iv) As per provisions of Civil Accounts Manual, PAO can take 7 days for passing a bill & issuing of cheques, but if they have any objection then they have to return the bill within 3 days to cash section with their objection. In Urgent/emergent payments, they are supposed to issue cheques the same day/next day