NLC PERSONNEL MANUAL

INDEX
VOLUME-III
SECTION- V - WELFARE, HEALTH AND SAFETY
Chapter
Subject Pages
No.
34 Uniforms and Liveries 34-1 to 34-12
35 Rules relating to Allotment of Quarters 35-1 to 35-40
36 Rules relating to Reimbursement of Conveyance 36-1 to 36-10
Expenditure
37 Medical Benefit Rules 37-1 to 37-27
38 Incentives for Family Planning 38-1 to 38-7
39 Holiday Homes 39-1 to 39-4
40 Safety and Accident Prevention 40-1 to 40-19
SECTION- VI - SOCIAL SECURITY
Chapter
Subject Pages
No.
41 Workmen's Compensation 41-1 to 41-13
42 N.L.C. Employees' Provident Fund Rules and 42-1 to 42-39
working of the N.L.C. E.P.F. Trust
43 N.L.C. Deposit Linked Benevolent Scheme 43-1 to 43-10
44 Group Personnel Accident Insurance Scheme 44-1 to 44-4
for Employees
45 Gratuity-Mode of computation, Procedure, etc. 45-1 to 45-15
46 Post Retirement Medical Assistance Scheme 46-1 to 46-10
47 Family Relief Scheme 47-1 to 47-4
48 Death Relief Fund 48-1 to 48-2
SECTION- VII - DOCUMENTATION
Chapter
Subject Pages
No.
49 The Public Records Act and Records Management 49-1 to 49-31
50 Guidelines for Filing System 50-1 to 50-6
 NLC PERSONNEL MANUAL

SECTION- V
WELFARE, HEALTH AND SAFETY
Chapter Subject Pages
No.
34 Uniforms and Liveries 34-1 to 34-12
35 Rules relating to Allotment of Quarters 35-1 to 35-40
36 Rules relating to Reimbursement of 36-1 to 36-10
Conveyance Expenditure
37 Medical Benefit Rules 37-1 to 37-27
38 Incentives for Family Planning 38-1 to 38-7
39 Holiday Homes 39-1 to 39-4
40 Safety and Accident Prevention 40-1 to 40-19
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34. UNIFORMS AND LIVERIES

All workmen in the Labour Establishment and certain employees in the Regular Establishment are
being supplied With Uniforms / Footwear / Protective Footwear /Rain Coats/Helmets and safety
appliances with reference to the Statutory provisions under Mines/Factory/MTW Acts, etc.
Categories Number & Remarks
Periodicity
HELMET: Fire Service Staff/ One helmet The supply of helmets will be one per
Workers/Employees in the per employee individual and is to be renewed on
Mines and other Factory Units. inspection in each case. It should be
ensured that the replacement of
helmet is made only on return of old
ones.
RAINCOAT: One Rain coat Once in 4 years to all Employees
Gents : Jerkin & Pant Model Ladies : Full Coat Model
34.1.1. UNIFORMS:
Sl. No Categories Periodicity Colour & Item Colour & Item
1 Male Employees Two sets Cream Shirt Coffee Brown Pant
Every year
2 Female Employees Two Sets Cream base Brown Coffee Brown Blouse
Every year flower Design Saree
3 a. Operators III ‘C’ Two sets Khaki Shirt Khaki pant
3 b. Operator Gr. II B and Three Sets Khaki Shirt Khaki pant
above (For those covered
under MTW Act)
4 Checking Inspector Three sets White shirt Khaki Pant
5 Nurses Three Sets Apple Green Saree Green Blouse
6 Female Ward Assistant Three Sets White Saree White Blouse
7a. Pharmacist Three Sets White Shirt White Pant & White Coat
7b. Male Ward Assistant Three Sets White Shirt White Pant
8 Staff Car Driver Three Sets White Shirt White Pant
9 Junior Engineers working
in the Water Chemical
Treatment Plant,
Lab. Asst./ Jr. Scientific Two Nos. White Drill
Officers, Scientific Officers Over Coat
and Medical Officers
10 Employees working in NLC Two Sets Cream Shirt Coffee Brown Pant.
Transit House, New Delhi. 1 No.
Winter Clothing
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34.1.2.UNIFORMS AND LIVERY ITEMS FOR THE SECURITY AND FIRE SERVICE PERSONNEL
Sl.No Description of Uniform and liveries Scale of supply Period of wear
1 2 3 4
SECURITY
SUPERINTENDENT (WATCH & WARD)
RECURRING:
1 Khaki Gaberdine pant 2 Nos. 1 year
2 Khaki Gaberdine bush coat (full sleeves) 2 Nos. 1 year
3 Khaki nylon socks & white 2 Pairs 1 year
4 Khaki Forage cap 1 No. 1 year
5 Tunic Khaki Gaberdine 1 No. 1 year
6 Khaki drill pants 2 Nos. 1 year
7 Mattee bush coats 2 Nos. 1 year
8 Khaki mattee shirts (full sleeves) 1 No. 1 year
9 Brown shoes (Leather) 1 Pair 1 year
NON-RECURRING:
1 Khaki Tie Silk 1 No. 3 years
2 Buttons with rings (large 4 small 6) 10 Nos. 3 years
3 Shoulder stars (Nickel) 6 Nos. 3 years
4 Shoulder badge (Nickel) 2 Nos. 3 years
5 Cross belt 1 No. 5 years
6 Cap Badge (Metal) 1 No. 3 years
7 Whistle 1 No. 3 years
8 Whistle cord (Khaki) 1 No. 3 years
9 Torch light (Small) 1 No. 3 years
10 Rain Coat 1 No. 4 years
INSPECTORS:
RECURRING:
1 Khaki Gaberdine Tunic coat 1 No. 1 year
2 Khaki Gaberdine pant 1 No. 1 year
3 Khaki drill pants 3 Nos. 1 year
4 Bush Coat Khaki mattee 2 Nos. 1 year
5 Khaki mattee shirts (long sleeves) 1 No. 1 year
6 Khaki nylon socks 2 Pairs 1 year
7 Khaki Forage cap 1 No. 1 year
8 Brown shoes (Leather) 1 Pair 1 year
9 Beret Cap (Khaki woolen) 1 No. 1 year
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Sl.No Description of Uniform and liveries Scale of supply Period of wear

1 2 3 4

INSPECTORS:
NON-RECURRING:

1 Cross belt 1 No. 5 years

2 Cap Badge (Nickel) 1 No. 3 years
3 Shoulder badge (Nickel) 1 pair 3 years
4 Shoulder stars (Nickel) 6 Nos. 3 years
5 Khaki Tie Silk 1 No. 3 years
6 Buttons with rings (large ) 4 Nos. 3 years
7 Buttons with rings (small) 6 Nos. 3 years
8 Whistle (Nickel) 1 No. 3 years
9 Whistle cord (Red) 1 No. 3 years
10 Torch light (Small) 1 No. 5 years
11 Rain Coat 1 No. 4 years
ASSISTANT INSPECTORS:
RECURRING:
1 Gaberdine Tunic coat 1 No. 1 year
2 Khaki Gaberdine pant 1 No. 1 year
3 Khaki drill pants 3 Nos. 1 year
4 Bush Coat Khaki mattee 2 Nos. 1 year
5 Khaki mattee shirts (long sleeves) 1 No. 1 year
6 Khaki nylon socks 2 Pairs 1 year
7 Khaki Forage cap 1 No. 1 year
8 Brown shoes (Leather) 1 Pair 1 year
9 Beret Cap (Khaki woolen) 1 No. 1 year
NON-RECURRING:
1 Cross belt 1 No. 5 years
2 Cap Badge (Nickel) 1 No. 3 years
3 Shoulder badge (Nickel) 1 pair 3 years
4 Shoulder stars (Nickel) 4 Nos. 3 years
5 Khaki Tie Silk 1 No. 3 years
6 Buttons with rings (large ) 4 Nos. 3 years
7 Buttons with rings (small) 6 Nos. 3 years
8 Whistle (Nickel) 1 No. 3 years
9 Whistle cord (Khaki) 1 No. 3 years
10 Torch light (Small) 1 No. 5 years
11 Rain Coat 1 No. 4 years
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Sl.No Description of Uniform and liveries Scale of supply Period of wear

1 2 3 4
JAMEDARS:
RECURRING:
1 Khaki mattee shirts (2 Half arm shirts, 1 full shirt) 3 Nos. 1 year
2 Khaki drill pants 3 Nos. 1 year
3 Khaki nylon socks 2 Pairs 1 year
4 P.T.Banian 2 Nos. 1 year
5 Khaki Forage cap 1 No. 1 year
6 Brown shoes (Leather) 1 Pair 1 year
7 Pathani Chappal 1 Pair 1 year
NON-RECURRING:
1 Cross belt 1 No. 5 years
2 Whistle (Nickel) 1 No. 3 years
3 Whistle cord (Khaki) 1 No. 3 years
4 Shoulder badge (Nickel) 2 Nos. 3 years
5 Buttons with rings (Nickel / small) 6 Nos. 3 years
6 Numerals Nickel 1 No. Permanent
7 Cap Badge (Nickel) 1 No. 3 years
8 Shoulder stars (5 cornered Nickel) 2 Nos. 3 years
9 Web belt 1 No. 5 years
10 Lathi 1 No. Permanent
11 Torch light (Small) 1 No. 5 years
12 Rain Coat 1 No. 4 years
HAVILDARS/SAINIK/SAINIK DRIVERS:
RECURRING:
1 Khaki mattee full sleeves shirt 1 No. 1 year
2 Khaki mattee shirts ( Half sleeve shirts) 2 Nos. 1 year
3 Khaki drill pants 3 Nos. 1 year
4 Nylon socks 2 Pairs 1 year
5 Khaki Woolen Beret Cap 2 Nos. 1 year
6 P.T.Banian 2 Nos. 1 year
7 Chappal Pathani type 1 Pair 1 year
8 Brown leather shoes 1 Pair 1 year
NON-RECURRING:
1 Nickel Whistle 1 No. 3 years
2 Whistle cord (Khaki) 1 No. 3 years
3 Buttons with rings (small) 6 Nos. 3 years
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Sl.No Description of Uniform and liveries Scale of supply Period of wear

1 2 3 4
HAVILDARS/SAINIK/SAINIK DRIVERS:
NON-RECURRING:
4 Web belt 1 No. 5 years
5 Shoulder badge (Nickel) 1 Pair 3 years
6 Cap Badge (Nickel) 1 No. 3 years
7 Torch light (Small) 1 No. 5 years
8 Rain Coat 1 No. 4 years
9 Numerals 1 No. Permanent
10 Lathi 1 No. Permanent
FIRE SERVICE
ASST. FIRE OFFCER
RECURRING:
1 Khaki Gaberdine pant 1 No. 1 year
2 Khaki Gaberdine bush coat (full sleeves) 1 No. 1 year
3 Khaki shirt mattee (full sleeves) 1 No. 1 year
4 Peak cap woolen serge ( Forage cap) 1 No. 1 year
5 Tunic coat Khaki Gaberdine 1 No. 1 year
6 Khaki drill pants 3 Nos. 1 year
7 Socks Nylon 2 Pairs 1 year
8 Khaki Mattee bush coats 3 Nos. 1 year
9 Whistle Lane yard Navy blue 1 No. 1 year
10 Brown shoes 1 Pair 1 year
NON-RECURRING:
1 Khaki Tie Silk 1 No. 3 years
2 Buttons with rings (White Metal) large 4 Nos. 3 years
3 Buttons with rings (White Metal) small 7 Nos. 3 years
4 Shoulder wreath impeller small 3 Pairs 3 years
5 Cross belt 1 No. 5 years
6 Cap Badge (Nickel) 1 No. 3 years
7 Shoulder badge (Nickel) 1 Pair 3 years
8 Whistle (Nickel) 1 No. 3 years
9 Helmet (Fibre) 1 No. 5 years
10 Insulated Axe 1 No. 10 years
11 Pouch for Insulated Axe 1 No. 3 years
12 Rain Coat 1 No. 4 years
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Sl.No Description of Uniform and liveries Scale of supply Period of wear

1 2 3 4
STATION OFFICER AND
ENGINEERING STATION OFFICER
RECURRING:
1 Tunic coat Khaki Gaberdine 1 No. 2 years
2 Khaki Gaberdine pant 1 No. 2 years
3 Khaki drill pants 3 Nos. 1 year
4 Bush coat khaki mattee 3 Nos. 1 year
5 Shirt Khaki mattee (full sleeves) 1 No. 1 year
6 Socks Nylon 2 Pairs 1 year
7 Peak cap Khaki serge ( Forage cap) 1 No. 1 year
8 Whistle Lane yard (Navy blue) 1 No. 1 year
9 Brown shoes (Leather) 1 Pair 1 year
NON-RECURRING:
1 Khaki Tie Silk 1 No. 3 years
2 Cross belt 1 No. 5 years
3 Cap Badge (Nickel) 1 No. 3 years
4 Shoulder impeller 2 Pairs 3 years
5 Buttons with rings (Nickel) large 4 Nos. 3 years
6 Buttons with rings (Nickel) small 7 Nos. 3 years
7 Shoulder badge (Nickel) 2 Nos. 3 years
8 Whistle (Nickel) 1 No. 3 years
9 Fibre Helmet 1 No. 5 years
10 Gumboot 1 Pair 3 years
11 Insulated Axe 1 No. 10 years
12 Pouch for Insulated Axe 1 No. 3 years
13 Rain Coat 1 No. 4 years
SUB OFFICER
RECURRING:
1 Tunic coat Khaki Gaberdine 1 No. 2 years
2 Khaki Gaberdine pant 1 No. 2 years
3 Khaki drill pants 3 Nos. 1 year
4 Bush coat khaki mattee 3 Nos. 1 year
5 Shirt Khaki mattee (full sleeves) 1 No. 1 year
6 Socks Nylon 2 Pairs 1 year
7 Peak cap Khaki serge ( Forage cap) 1 No. 1 year
8 Whistle Lane yard (Navy blue) 1 No. 1 year
9 Brown shoes (Leather) 1 Pair 1 year
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Sl.No Description of Uniform and liveries Scale of supply Period of wear

1 2 3 4
SUB OFFICER
NON-RECURRING:
1 Khaki Tie Silk 1 No. 3 years
2 Cross belt 1 No. 5 years
3 Cap Badge (Nickel) 1 No. 3 years
4 Shoulder impeller 1 Pairs 3 years
5 Buttons with rings (Nickel) large 4 Nos. 3 years
6 Buttons with rings (Nickel) small 6 Nos. 3 years
7 Shoulder badge (Nickel) 2 Nos. 3 years
8 Whistle 1 No. 3 years
9 Helmet (Fibre) 1 No. 5 years
10 Gumboots 1 No. 3 years
11 Insulated Axe 1 No. 10 years
12 Pouch for Insulated Axe 1 No. 3 years
13 Rain Coat 1 No. 4 years
MAINTENANCE ASSISTANT:
RECURRING:
1 Khaki mattee shirts
(2 Half arm shirts, 1 full arm) 3 Nos. 1 year
2 Khaki drill pants 3 Nos. 1 year
3 Pitch hat 1 No. 1 year
4 Socks Nylon 2 Pairs 1 year
5 Khaki Beret cap 1 No. 1 year
6 Hand line 1 No. 1 year
7 Whistle Lane yard (Navy blue) 1 No. 1 year
8 Eupauletts (Red) 2 Pairs 1 year
9 P.T.Banian 2 Nos. 1 year
10 Leather Brown shoes 1 Pair 1 year
NON-RECURRING:
1 Gumboots 1 Pair 3 years
2 Web Belt 1 No. 3 years
3 Whistle Nickel 1 No. 3 years
4 Fibre Helmet 1 No. 5 years
5 Insulated Axe 1 No. 10 years
6 Pouch for Insulated Axe 1 No. 3 years
7 Buttons with rings (Nickel) small 7 Nos. 3 years
8 Shoulder badge (Nickel) 1 Pair 3 years
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Sl.No Description of Uniform and liveries Scale of supply Period of wear

1 2 3 4
MAINTENANCE ASSISTANT:
NON-RECURRING:
9 Cap Badge (Nickel) 1 No. 3 years
10 Metal Bar 2 Pairs 3 years
11 Numeral (Nickel) 1 No. Permanent
12 Rain Coat 1 No. 4 years
FOAM OPERATOR
RECURRING:
1 Khaki mattee shirts
(2 Half arm shirts, 1 full arm) 3 Nos. 1 year
2 Khaki drill pants 3 Nos. 1 year
3 Pitch hat 1 No. 1 year
4 Socks Nylon 2 Pairs 1 year
5 Khaki woolen Beret cap 1 No. 1 year
6 Hand line 1 No. 1 year
7 Whistle Lane yard (Navy blue) 1 No. 1 year
8 Eupauletts (Red) 2 Pairs 1 year
9 P.T.Banian 2 Nos. 1 year
10 Leather Brown shoes 1 Pair 1 year
NON-RECURRING:
1 Gumboots 1 Pair 3 years
2 Web Belt 1 No. 3 years
3 Whistle Nickel 1 No. 3 years
4 Fibre Helmet 1 No. 5 years
5 Insulated Axe 1 No. 10 years
6 Pouch for Insulated Axe 1 No. 3 years
7 Buttons with rings (Nickel) small 7 Nos. 3 years
8 Shoulder badge (Nickel) 1 Pair 3 years
9 Numeral (Nickel) 1 No. Permanent
10 Cap Badge (Nickel) 1 No. 3 years
11 Metal Bar with fletter 1 Pairs 3 years
12 Rain Coat 1 No. 4 years
LEADING FIREMAN
RECURRING:
1 Khaki mattee shirts
(2 Half arm shirts, 1 full arm) 3 Nos. 1 year
2 Khaki drill pants 3 Nos. 1 year
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Sl.No Description of Uniform and liveries Scale of supply Period of wear

1 2 3 4
LEADING FIREMAN
RECURRING:
3 Pitch hat 1 No. 1 year
4 Socks Nylon 2 Pairs 1 year
5 Khaki Beret cap 1 No. 1 year
6 Hand line 1 No. 1 year
7 Eupauletts (Red) 2 Pairs 1 year
8 Whistle Lane yard (Navy blue) 1 No. 1 year
9 P.T.Banian 2 Nos. 1 year
10 Leather Brown shoes 1 Pair 1 year
NON-RECURRING:
1 Gumboots 1 Pair 3 years
2 Web Belt 1 No. 3 years
3 Whistle 1 No. 3 years
4 Fibre Helmet 1 No. 5 years
5 Insulated Axe 1 No. 10 years
6 Pouch for Insulated Axe 1 No. 3 years
7 Buttons with rings (Nickel) small 7 Nos. 3 years
8 Shoulder badge (Nickel) 1 Pair 3 years
9 Cap Badge (Nickel) 1 No. 3 years
10 Metal Bar with fletter 1 Pairs 3 years
11 Numeral (Nickel) 1 No. Permanent
12 Rain Coat 1 No. 4 years
FIREMAN DRIVER
RECURRING:
1 Khaki drill pants 3 Nos. 1 year
2 Khaki mattee shirts (3 Half arm, 1 full arm) 4 Nos. 1 year
3 Socks (Nylon) 2 Pairs 1 year
4 Overall (Khaki Drill) 1 No. 1 year
5 Khaki Beret cap (Woolen) 2 Nos. 1 year
6 Hand line 1 No. 1 year
7 Eupauletts (Red) 2 Pairs 1 year
8 P.T.Banian 2 Nos. 1 year
9 Leather Brown shoes 1 Pair 1 year
NON-RECURRING:
1 Gumboots 1 Pair 3 years
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Sl.No Description of Uniform and liveries Scale of supply Period of wear

1 2 3 4
FIREMAN DRIVER
NON-RECURRING:
2 Web Belt 1 No. 3 years
3 Fibre Helmet 1 No. 5 years
4 Insulated Axe 1 No. 10 years
5 Pouch for Insulated Axe 1 No. 3 years
6 Buttons with rings (Nickel) 7 Nos. 3 years
7 Shoulder badge (Nickel) 1 Pair 3 years
8 Cap Badge (Nickel) 1 No. 3 years
9 Metal Wheel badge (M) 1 No. 3 years
10 Numeral (Nickel) 1 No. Permanent
11 Rain Coat 1 No. 4 years
FIREMAN
RECURRING:
1 Khaki drill pants 3 Nos. 1 year
2 Khaki mattee shirts (3 Half arm, 1 full arm) 4 Nos. 1 year
3 Socks (Nylon) 2 Pairs 1 year
4 Khaki Beret cap 2 Nos. 1 year
5 Hand line 1 No. 1 year
6 Eupauletts (Red) 2 Pairs 1 year
7 P.T.Banian 2 Nos. 1 year
8 Leather Brown shoes 1 Pair 1 year
NON-RECURRING:
1 Gumboots 1 Pair 3 years
2 Web Belt 1 No. 3 years
3 Fibre Helmet 1 No. 5 years
4 Insulated Axe 1 No. 10 years
5 Pouch for Insulated Axe 1 No. 3 years
6 Buttons with rings (Nickel) small 7 Nos. 3 years
7 Numeral (Nickel) 1 No. Permanent
8 Shoulder badge (Nickel) 1 Pair 3 years
9 Cap Badge (Nickel) 1 No. 3 years
10 Rain Coat 1 No. 4 years
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The following Security & Fire Service personnel are eligible for the supply of brown boot polish and
blanco olive green cakes for use on leather brown shoes and web belt on two occassions in a year
(Independence day and Republic day celebrations.)
SECURITY FIRESERVICE

Jamedars Foam Operator

Havildars Maintenance Assistants Boot polish Darktan brown 1 tin each
Sainik drivers Leading Fireman
Sainik Fireman drivers Blanco Olive green cake 1 no. each
Fireman
The following Security personnel are eligible for the supply of black boot polish use on Pathani
Chappals on one occassion in a year for Independence day and Republic day celebrations.
Jamedars
Havildars
Sainik drivers Black Boot polish cherry blossom 1 tin each
Sainik
34.1.3. MEASUREMENTS FOR UNIFORMS:
White Drill over coat (each) : 3.50 mts
Shirt (each) : 2.25 mts
Pant (each) : 1.30 mts
Saree (each) : 5.50 mts
Blouse(each) : 1.00 mt.
Winter Clothing : 2.85 mts
34.1.4. FOOT WEAR:
All employees (i.e) Executives, Non-Unionised Supervisors and Non-Executives
Employees (except Women Employees) working in Production Units, Service
Units and Offices will be supplied with Leather Shoes.
34.1.4.1. The Periodicity of supply of Leather shoes will be one pair once in two
yrs.
` 34.1.4.2. Those who work in Mines will be supplied one pair leather shoe and
one pair of Hunter shoe with steel toe once in two years in addition to
one pair of gumboot. Leather shoe with steel toe/moulded fibre toe or
as the case may be subject to approval of Director General of Mines
Safety.
34.1.4.3. Those who work in Factories and other Service Units will be supplied
one pair of leather shoe without steel toe once in two years.
34.1.4.4. Welders will be supplied one pair of leather shoe and one pair of hunter
shoe once in two years.
34.1.4.5. Operators will be supplied one pair of leather shoe without steel toe and
one pair of Pathani Chappal once in two years.
34.1.4.6. All Female Employees will be supplied one pair of Chappal every year
except those engaged in field duties. In respect of defining field it may
be as per statutory requirement.
34.1.4.7. Existing supply of footwear to Security and Fire Service Employees will
be continued to be followed.
34.1.4.8. For Nurses two sets of chappals every year in lieu of Sandak chappals.
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34.1.5. STITCHING CHARGES

1 For male employee Rs.175/= per set
2. For female employees Rs. 45/= per set
3. For those supplied with white Over coat Rs.200/= per set
4. For Staff Car Drivers Rs.225/= per set *
(* Proc.No.CORP/P&A/WR/800/2001-66/Dt.27.11.2001.)
34.1.5.1. CONDITIONS FOR STITCHING CHARGES.
a. The stitched uniforms shall be produced by the workers for
inspection within two months of the supply of cloth failing which
the management will have the right to recover the cost of
cloth and tailoring charges paid.
b. The stitching charges will be paid along with the pay/wages bill
after the issue of the cloth. List of persons who are eligible for
stitching charges should be prepared by the division and
forwarded to the Accounts Centres before 20th/15th of
concerned month.
c. No supplemental bills should be prepared on this account and it
will be included in the pay/wages bills for the next month.
d. In all cases of transfers, the bill preparing section should ensure
that no double payment is made for the same set of cloths.
e. The divisions should certify that the persons are eligible for the
stitching charges and that the names recommended have not
been included in any other such list and paid earlier.
34.1.6. WASHING ALLOWANCE:
For all employees - Rs.45/= per set per month
34.1.6.1. Proportionate recovery of washing allowance shall be effected in cases
where the employees supplied with uniforms do not wear the uniforms
for the continuous period of 10 and more days.
34.1.6.2. The Heads of units/Offices are to furnish a certificate to the Account
Centres in the above connection before 10th of each month to include
this allowance in the monthly salary bill.
(Reference:
(1) Procs No.Corp/P&A/725/3916/99 Dt 26.8.99
(2) Procs No.6669/Footwear/IR-2/98 Dt.23.11.98
(3) Approval Dt.27.7.99 by DP seen by F&AB
(4) Wage revision agreement in 2001.)

*****
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35. RULES RELATING TO ALLOTMENT OF QUARTERS

35.1.1. ACCOMMODATION :
Any employee joining the Corporation will be provided with any of the following
types of accommodation on application depending on the availability / eligibility:
a. Clubbed accommodation (separately available for men & women)
b. Independent / Family accommodation in flat type, individual type quarters
c. Plot
d. Sharing the quarters with another employee
e. Unpopular quarters.
35.2.1. CLUBBED ACCOMMODATION AT INDUCTION LEVEL:
An employee is provided with clubbed accommodation / quarters on joining the
Corporation, depending on his/her eligibility and availability. Following are the
quarters and types earmarked for initial allotment (Clubbed Accommodation ) :
a. B.E. Hostel at Block-6.
b. B.E. Hostel at Block-17 and other small Hostels in various Blocks.
35.3.1. INDEPENDENT / FAMILY ACCOMMODATION :
All quarters in Township and Temporary colony will be pooled separately for
allotment among all staff eligible for particular type of quarters irrespective of the
branches to which they belong.
35.3.1.1. ALLOTMENT SYSTEM :
i) The New Allotment System of “On vacation Basis” has been
implemented on 16.08.1996. Prior to August 1996, until the
allotment system was revised, allotment of quarters was made
by cross matching a vacant quarter in the chronological list of
vacant quarters to the senior most person waiting in the list.
Employees were not given any choice of preference and
altogether two inclusions with a gap of one year was permitted
for a particular type of quarter only under General Category.
ii) The New Allotment System was implemented with a provision of
limited options so that the employees can select their favorable
quarter , among the quarters ready for allotment by that time. The
list of quarters is sent to all the employees in the batch and every
employee is given a chance to select his favorable quarter
among a list of not less than three quarters. If the same quarters is
opted by more than two employees in the batch, the allotment is
decided as per seniority . In any case each employee is given a
choice of minimum of three quarters. In short, if the total no of
quarters floated is taken as ‘n’, intimations will be served to n x
1.4 employees (rounded off to an integer) and n x 0.7 employees
are placed under compulsory slot. If the employees under
compulsory slot failed to respond or failed to give willingness for
sufficient no. of quarters, they will be declared disqualified and
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debarred for further allotment of same type of quarter. However,

second inclusion under General Seniority after expiry of one year
from the date of disqualification is permitted. But, second time
inclusion is not permitted under Family Planning category. The
above rules are in force with effect from 25.04.1998.
35.3.1.2. TYPE OF SENIORITY LISTS :
i) GENERAL
ii) FAMILY PLANNING
iii) SC / ST
iv) DEPENDANT OF THE DECEASED
35.3.1.3. Drawing Up Seniority List (Other Than FP) :
i) The date of entry into the relevant group irrespective of the scales
will be the criterion for deciding the date of eligibility for allotment
of quarters. Casual services of employees rendered in the
appropriate equivalent pay scales will be taken into account for
drawing eligibility date. Where the date of eligibility is the same for
more than one employee, the date of initial appointment in the
Corporation in casual / regular capacity as the case may be, will
be the basis for deciding the inter seniority among such
employees. Where the date of initial appointment is also the
same, the seniority will be arranged in alphabetical order and
where date of eligibility, date of first appointment, name with initials
are also the same, CPF No will be considered for fixing the seniority.
35.3.1.4. RESERVATION TO SC/ST AND CYCLE OF ALLOTMENT:
i) Based on the guidelines issued by the B.P.E and with the
approval of the Board it has been decided that 5% of clear
vacancies in types C & D and 10 % of clear vacancies of Type-A &
B quarters may be reserved for SC/ST employees and for other
categories no reservation need be made.
ii) SC/ST employees are eligible for allotment for each type of list
(Up to ‘D’ type) prepared. The cycle of allotment for A&B type
quarters shall be as indicated in Appendix-I of Annexure-IV. For
Type C & D quarters, the cycle of allotment shall be as in
Appendix II of Annexure-IV.
35.3.1.5. FAMILY PLANNING SENIORITY:
i) The employee is eligible for allotment only once under FP
category. The ratio of allotment under FP category is 4:1 i.e. for
every four General allotments made, one FP allotment will be
made. An employee is eligible to apply for a particular type of
quarter under FP category only if he is eligible for the quarter at
the time of sterilization. ii)In arriving at the Family Planning
Seniority, if the date eligible is the same for more than one
employee, the date of first appointment in the Corporation will be
the basis for deciding the seniority. If the date of first appointment
is also the same, the seniority is arranged as per the date of
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Family Planning. If the date of eligibility, date of first appointment

and the date of Family Planning are the same, the seniority is
fixed as per the alphabetical order of names of the employees,
whereas if the date of eligibility, date of first appointment, date of
Family Planning and alphabetical order of names coincides, the
C.P.F. No. will be the criteria for deciding the seniority.
35.3.1.6. DEPENDANT OF THE DECEASED CATEGORY:
Twenty five percent of allotment of ‘A’ Type quarters and 10% of Type-I
quarters falling vacant will be reserved for allotment to the DD category.
For the purpose of allotment of Residential accommodation a
Dependant is one Who secured Employment in NLC solely as a son /
daughter / wife of the employee who died while in Service. In respect of
the Dependant of the Deceased category, the date of first appointment
in the Corporation is taken as the date of eligibility. If the date of first
appointment is the same, the alphabetical order of names will be
considered for arriving the seniority. If the date of first appointment and
the names are the same, C.P.F. No. will be the basis for fixing the
seniority.
35.3.1.7. FREQUENCY OF PREPARATION OF SENIORITY LIST :
(a) (i) General Once in 6 months Cut-off dates for receipt of
(ii) SC/ST application for inclusion are 15th of June &
(iii) Dependant of the 15th of December.
Deceased
(b) (i) Family Planning Once in 3 months Cut-off dates for receipt of
application are 15th March, 15th June, 15th
September, and 15th December
(c) (i) Unpopular Whenever such quarters are available will
be floated in Spot Allotment
35.3.1.8. CLUSTER OF QUARTERS AND TYPE OF ELIGIBILITY:
35.3.1.8.1 A- type scale eligibility
a. LCH (low cost housing/asbestos cement roofing)
b. R-type & R-Barracks in MKC/GKC,
c. Type-I \ HT in Block-5, 10, 12, 19, 25, 21, 22, 28,
29, 408 Quarters.
d. HT / Type-I in MKC / GKC
e. Sainik Quarters/MKC
f. Sainik Barracks/Block-28
g. Z - Type in Block-29 & 23
h. Y – Type in Block-29 & 23
i. J – Type in MKC
35.3.1.8.2 B - Type eligibility
a. B type
b. P type / S type
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35.3.1.8.3 C - Type eligibility

a. X - Type in Block-29
b. M/N/L Type in MKC
c. Type-II in Block-29
35.3.1.8.4 D - Type eligibility
a. K - Type in MKC
b. Type-II in Blocks- 4,5,6,7,22,25 (First Preference
to ‘E’-Type Eligible Employees)
35.3.1.8.5 E - Type eligibility
a. JE / JGO - Type in GKC
b. Type-II in Block-4, 5, 6, 7, 22, 25
35.3.1.8.6 F - Type eligibility
a. Type-III in all Blocks
b. EE / AE type in GKC
c. Executive Hostel, Block-20
35.3.1.8.7 G - Type eligibility
a. Type-IV in all Blocks
b. G – Type in TS
35.4.1. ACCOMMODATION IN PLOTS :
An employee who has not been allotted any quarter individually or allotted any
clubbed or sharing accommodation will be considered for allotment/transfer of a
plot following the procedures.
35.5.1. SHARING ACCOMMODATION :
Sharing with another employee is permitted, provided that the applicant does not
possess plot, clubbed accommodation or quarters. Rent under Standard-A of the
respective type will be charged for the original allottee. No HRA will be paid to the
sharer.
35.6.1. UNPOPULAR QUARTERS - SPOT ALLOTMENT :
A new SPOT allotment system for allotment of un-popular quarters was
implemented since July 2001, which has received an overwhelming response from
the employees of the Corporation. By this system, the eligible employees are
allotted quarters on the same day of the receipt of applications and unlike in the
previous system the time delay for processing the applications and delay in
occupation of the quarters by the allottees which consequently results in the theft of
doors & windows in the vacant quarters have been completely avoided.

In this new Spot Allotment system, the employees should themselves directly
submit the Application for Unpopular Quarters, duly certified by the Custodian of
Service Books to the Estate Section-I of TA Department between 9.30 a. m to 10.30
a. m on the specified date in the Program Table given in Spot Allotment Circular.
During the forenoon session, the received applications will be verified in Estate
Section for eligibility and the allotment list will be prepared and displayed in the
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TA Notice Board. The seniority will be based on the date of eligibility for the
particular type of quarters and then the date of trainee / first appointment and then
as per alphabetical order of the names.

By 4.00 P.M in the afternoon, the allotment orders will be issued to the eligible
employees as per seniority and the successful allottees should occupy the allotted
quarters immediately. The entire process of allotment will be completed on the
same day. The conditions and modus operandi for Spot Allotment are given at
Annexure-XIII. The specimen form for Spot Allotment is given at Annexure-VII.

35.7.1. CHANGE OF QUARTERS :

The new system for change of quarters has been implemented from November
2000, for the following type of quarters.

D, E, F and Equivalent Type Quarters and Type-IV . Representation for change of

quarters in the prescribed format should be forwarded through units concerned.
These representations will be processed, as per eligibility criteria and will be put up
for approval of competent authority. A seniority list for approved cases will be
prepared type wise in allotment section. The date of eligibility is taken as the
criteria for fixing the seniority (For GL / FP / SC-ST list). The list will be prepared
once in three months with cut-off date as 31/3, 30/6, 30/9 & 31/12 with operative
effect from 01-04, 01-07, 01-10 & 01-01 respectively. Quarters getting vacant will
be offered to the employees by displaying the details in the Notice Board of TA
Office every fortnight. If an employee does not avail the opportunity within the valid
period of one year, his/her name will be dropped from the list and he/she will be
banned from seeking further change of quarters for two years. He/she will become
eligible for applying for change of quarters after two years only. Application Format
for change of quarters is given at Annexure-VI

35.8.1. TRANSPARENCY IN ALLOTMENT:

All types of Seniority Lists with particulars of date of Eligibility are sent to all units
and recognized Unions / associations for reference. If, application of any individual
is rejected, the same is returned to him through proper channel with the reasons for
rejection. Intimations cum Willingness letters are sent to both residential and office
address of the employees to avoid missing / belated issuance. Acknowledgement
is given to the employees for receipt of willingness in Batch and Spot allotment.
After allotment is finalized, the list of successful allottees with details of seniority is
displayed in TA Notice Board for information and verification. Clarifications from
employees with regard to allotment and doubts of employees, if any, are cleared by
Estate Section staff immediately. If there is any complaint in the matter of allotment
of quarters, an appeal can be preferred to the Director (Personnel) within 30 days
from the date of receipt of the order. A second appeal can also be preferred to the
CMD against the order of the Director (Personnel) within a period of 15 days from
the date of receipt of the orders, if the allottees are not satisfied with the order of the
Director (Personnel).

35.9.1. PENAL RENT :

In order to prevent malpractices and to have a more deterrent effect on erring

employees penal rent is levied for the cases of violation of conditions of allotment of
quarters.
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35.10.1. ELECTRICITY CHARGES:

The Electricity rates applicable to Employees for domestic purpose (Subject to
revision) will be as follows : These rates are subject to revision from time to time.
Sl.No Unit Range Rate
1 Up to 50 Free
2 51 to 125 10 paise
3 126 to 200 15 paise
4 Above 200 Selling rate to TNEB
35.11.1. RETENTION OF QUARTERS AND OVERSTAYAL :
Ex-employees are permitted to retain the quarters after leaving the service, for a
specific period on the following grounds as per period shown against each with
specific approval of Director (Personnel).
35.11.1.1. Permission on normal grounds:
v 4 months on normal rent after superannuation or on voluntary
retirement
v 6 months on normal rent in case of death.
v Additional maximum of 4 months under “Rent with permission”
category, subject to the approval of Director (Personnel) for
VR/Retirement/deceased employees.
v Further occupation beyond permitted period will be unauthorized
and liable for levy of Penal Rent without permission for the
remaining period till the date of vacation / till he/she is evicted as
per Public Premises Act,1971.
35.11.1.2. Permission on Educational grounds:
v If the wards of the employees are studying in any of the schools in
Neyveli or studying in the final year of the degree course in
Jawahar Science College during the time of retirement, the
employees are permitted to retain the quarter up to end of the
current academic year (upto April 30th). If the ward(s) is studying
in the first year of the +2 course, the employee is permitted to
retain the quarter until the ward completes the second year of the
+2 course. (Up to June 30th )
v The academic year is reckoned with reference to the date of
retirement.
v Rent under Standard - A for the first academic year.
v Rent under Standard-B for the second academic year (only for
+2).
v In case of permission on educational grounds, the general
permission of 4 months does not apply.
v Rent without permission is leviable immediately after the period
of permission on educational grounds expires.
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35.11.1.3. In case of Transfer:

v Normal rent for two months from the date of relief.
v Commercial rent thereafter. In case of ward(s) studying in Neyveli
Schools, requisition to retain the quarters on Educational Grounds will
be considered as per applicable rules.
35.11.1.4. Resignation / Termination:

v One month from the date of relief. Penal rent is leviable after one
month from the day following the date of relief.
35.11.1.5. EOL for availing Employment in abroad :

v Normal rent for one month from the date of relief.

v Permitted to occupy / retain the quarters by paying commercial

rent and other charges for the entire EOL period in advance.
Either vacation of the quarters or remittance of commercial rent
and other charges for the entire EOL period in advance has been
made a prerequisite to get relief on EOL.
35.11.1.6. Pursuance of higher studies on leave with approval :

v Permitted to retain the quarters with the approval of competent

authority on payment of the prescribed rent.
35.12.1. REALLOTMENT OF QUARTERS TO THE SPOUSE WORKING IN NLC:
In cases where both the husband and wife are employed in the Corporation and if
any one is already in occupation of quarters, eligible type of the quarters to the
husband or wife may be allotted without waiting for turn in case any one retires.
35.13.1. IMPORTANT Allotment RULES in respect of General / FP / SC-ST, Change of
Quarters, Mutual, Sharing and Re-allotment etc.
35.13.1.1. GENERAL ALLOTMENT
a. As the SYSCON records have been arranged according to the
CPF Nos. of the employees, all correspondences may be issued
with CPF Nos, so as to facilitate quick disposal of
correspondence relating to allotment of quarters, issue of
clearance certificate, issue of residential certificates etc., by the
Estate Section-I of T.A Department.
b. Casual service will be counted for eligibilities for allotment of
quarters.
c. As and when persons retire, copies of relieving orders are to be
sent immediately to T.A Office.
d. Inclusion is not allowed for the same type of quarters in
occupation.
e. Employees who have rejected any house due to unwillingness
under General category are kept out of the allotment process for
one year from the date of allotment. If the employee rejects that
allotment for the second time, he loses his eligibility for that type.
The employees who have occupied and vacated under General
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category are eligible to apply once again after a period of one year
from the date of vacation.
f. When no employee is waiting in the present FP/DD/ Seniority list,
the immediate allotment will go to General.
g. If an employee is reinstated as fresh entrant after termination,
period of termination will be added to the original date of
joining/eligibility for the purpose of ascertaining the eligibility for
allotment of quarters. e.g.
Date of joining15/09/65
Date of termination 31/12/70
Date of Reinstatement 01/01/72
Date of eligibility15/09/66
h. An employee who was already working in NLC and terminated
(due to long absenteeism or any other reason) or resigned for
whom all the dues were settled, is appointed fresh on
sympathetic grounds, then the new date of joining will be taken as
the eligibility date for seniority list preparation of any type of
quarters.
i. Type – II quarters in Block 29 are allotted to employees eligible for
‘C’ type on willingness basis. Those who are in occupation of ‘C’
& equivalent cannot apply. They are not eligible for ‘C’ type again
after occupation of the above quarters. After occupation, any
type of change is not allowed, (Mutual change, Type-II to ‘C’ and
equivalent to Type – II). However, if employees eligible for Type –
II under E1/E2 and D eligible (Married/Bachelor) prefer to occupy
Type – II in BL-22, 29 they will be given preference according to
priority given in item (q).
j. The employees who are in occupation of quarters at TC will be
allotted all types of quarters in TS if they reach turn for the
particular type of quarters .
k. M, N, L at TC are treated equivalent to ‘C’ Employees who are in
occupation of quarters under these two categories are eligible for
allotment to other type and vice versa.
l. The allotment of eligible or one below type quarters to medical
staff and teaching staff on priority basis on appointment has been
stopped as per D(P) Note order dated 4/8/91 ( No.3410).
m. Equation of 408 Quarters/Hostel type to Type-I: Even though 408
Quarters/Hostel type is equated to Type-I for the purpose of
allotment, all applicable rent will remain unaltered.
n. Cultural Association/Prayer Hall/Temple: If the building of the
approved cultural association/prayer hall/temple is within the
premises of a particular type of quarters, the quarters may be
allotted to any willing person who is a member of the association
and who is eligible for that type of quarters even if turn is not
reached, with the specific approval of D(P).
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o. Allotment on Retirement and Reallotment: Allotment of eligible

type of quarters or same type reallotment to Son/Daughter on
retirement of the employee is dispensed with.
p. Allotment of Type-I - Allotment will be done with reference to date
of joining in the Corporation including casual service.
q. Up to 17/10/88, the allotment of quarters of all types except Type-
II was done only to married employees. As per the decision of the
allotment committee with the joint council of unions, seniority list
preparation is done without referring to the family (marital) status
of the employee.
r. The employees who are relieved under Voluntary Retirement can
retain the quarters for 4 months at normal rate of rent.
s. The employees who are in occupation of Type-I are eligible to
apply for A, B, C on willingness.
t. The employees who are in occupation of J-Type at temporary
colony can apply for M, N, L. & B Type.
u. Equation of hostel type Quarters is to Type-I. All types of rent will
remain unchanged.
v. The quarters should be occupied within 10 days from the date of
despatch of allotment order. Otherwise it will be cancelled and
allotted to next person.
w. In respect of Teaching Staff and Non Teaching Staff who are in
TN scale of pay, allotment of quarters will be made equating the
NLC scale and TN Govt. Scale.
x. The employees who are in occupation of Type-II will be allotted
D-Type under GL/SC/ST/FP.
i. Type-II to E will be allotted E under GL/FP
ii. Type-III to F will be allotted F under GL/FP
iii. Type-IV to G will be allotted G under GL
(D(P&P) No: 3012 dt:11.07.91)
y. Retention of double quarters: After allotment of higher type, the
lower type can be retained for a month / 30 Days after which penal
rent is imposed as notified till the date of vacation.
z. Eviction : In case of eviction of quarters, the eviction charges of
the respective type will be included in the CC/Demand as the
case may be.
aa. Violation of allotment conditions: Penal rent for the period
specified in the orders is recoverable.
35.13.1.2. ALLOTMENT OF QUARTERS TO SC/ST
bb. When a SC/ST employee gives an application for General &
SC/ST categories for a particular type of quarters up to D and
equivalent, his/her inclusion will be effected in General as well as
in SC/ST lists.
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35.13.1.3. ALLOTMENT OF QUARTERS TO FP CATEGORY

cc. The employee is eligible for allotment only once under FP
category. If an employee allotted Type-I Qtrs. under F.P
Seniority, he will not be allotted any other Eligible Type under F.P.
dd. Those employees who have undergone Family Planning
Operation after joining NLC and on or after 5/2/81 with upto 3
children alone on the date of F.P operation will be considered for
allotment under FP category.
ee. Under family planning, the employees will be considered the type
of quarters eligible at the time of undergoing Family Planning
Operation
35.13.1.4. CHANGE OF QUARTERS
ff. Change of quarters on sentimental grounds will be considered on
merit.
gg. Change is not permitted in neighbour quarrel cases. Actual
troublemaker will be identified and evicted from the quarters in
addition to taking disciplinary proceedings.
35.13.1.5. MUTUAL CHANGE OF QUARTERS
hh. Mutual change is allowed only between the houses of the same
type or cluster provided the employee has reached the turn under
General / FP seniority.
ii. The two employees opting for mutual change should be eligible
and should have at least 3 months more service till retirement .
jj. Mutual change is disallowed after proposal has been made for
higher type.
kk. Mutual change between flat and independent quarters is not
allowed even after the employee has reached turn for
independent quarters.
ll. Mutual change is not allowed for unpopular quarters till turn is
reached.
mm. Mutual change is not allowed for already mutually changed
quarters.
nn. Mutual change is not allowed for clubbed and sharing quarters
and subletting quarters.
oo. Mutual change is not allowed between employees and non-
employees and between non-employees.
pp. Mutual change is disallowed when one or both the employees are
in occupation of equivalent quarters but the turn has not reached
for that particular type. For example an employee who is in
occupation of ‘C’ type cannot be allowed mutual change until he
reaches his turn under normal course (‘C’ allotted under unpopular
quarters and in occupation).
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qq. When an employee occupies higher type or makes a change, the

mutual change for the lower type will not be processed.
rr. Mutual change is allowed for quarters inside GH campus and
same type/clusters of quarters in between Para-medical staff
(and Doctors) only.
ss. After mutual change, the stipulated period of continuous stay for
both of the quarters is 3 months.
tt. After getting mutual change and giving necessary
occupation/vacation reports, if either of the employees does not
move physically, then disciplinary action will be taken besides
recovering penal rent.
uu. The employees who have been in occupation of Type-II quarters
in Block-22 and Block-29 allotted under ‘C’ eligible scales are not
permitted to have mutual change with Type-II Quarters on any
other blocks.
vv. If an employee fails to vacate the plot after occupation of quarters,
mutual change is not allowed for the quarters occupied.
ww. The mutual change can be effected between the following
clusters of quarters. The employee desiring to have mutual
change from Township to T.C should have reached turn.
Employee desiring to occupy quarters in Township should have
reached turn for the quarters in the Township.
i. A, Z/R in TC
ii. B, FA/P,S in TC
iii. C/M, N, L, J in TC
iv. D/T&W-D, EE-2D, K in TC
v. E/JE, JGO, G in TC
vi. F/AE-I, II, III in TC
vii. G/EE in TC
viii. Type-I in TS & Type-I in TC
xx. If an employee gets mutual change for the present quarters his
name will not be considered for allotment of higher type of
quarters even though his name was included in the seniority list
and he had reached his turn within 3 months. His name will be
omitted and he should include his name in the subsequent
inclusion for allotment on application.
i. Rent as per the conditions applicable to independent
quarters is recoverable. If the employees leave the
organization within three months from the date of mutual
change (date of occupation) rent under Standard- B for
three months is recoverable.
ii. If the quarters is vacated within three months from the date
of mutual change (date of occupation) rent under
Standard-B is recoverable.
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NLC PERSONNEL MANUAL

iii. In case of death, transfer to outstations, recovery of rent

under Standard-B is not applicable.

35.13.1.6. ALLOTMENT OF UN POPULAR QUARTERS (UP).

yy. When a quarter is floated thrice and not opted / occupied

continuously, it is treated as unpopular.

zz. Normal rent is recoverable for UP quarters

aaa. In case the employee vacates the quarters within 2

years from the date of occupation rent under Standard-
B for three months is recoverable.

bbb. If the offer is declined by the employee, rent under

Standard-B is recoverable from the employee apart
from debarring him from applying again for that type of
quarters under UP basis.

ccc. An employee loses his eligibility to apply for the same

type in UP / Spot Allotment, once the unpopular
Quarters allotted was cancelled due to
Unwillingness/time limit.

ddd. If a particular type of quarters is unoccupied for a long

time by the eligible employees, management may
decide to allot for one below eligible employees calling
for willingness giving wide publicity.

eee. Management may declare houses situated in a

particular street/block as unpopular even after they
have been vacated. The quarters in the following
streets in the respective blocks are declared
straightaway unpopular, as and when any of the
quarters is vacated, it will be taken into the unpopular
list.

i. Block-2 Whole Block

ii. Block-3 Indira Gandhi Road (D)

iii. Block-4 Indira Gandhi Road (D type only)

iv. Block-13 Murugan Koil Road (D)

v. Block-20 Australian Road (E), Murugan Koil Street

(E)

vi. Block-27Murugan Koil Street (E)

fff. When a quarters, which was allotted on unpopular

basis, is vacated after 6 months (except those Specific
Streets declared as unpopular) it becomes popular.

ggg. An employee is not eligible to apply for a UP quarters,

when he/she is already in occupation of the same type.
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NLC PERSONNEL MANUAL

hhh. Sharing will not be permitted in unpopular quarters.

35.13.1.7. QUARTERS INSIDE GH CAMPUS
iii. For specific number of quarters (74) located in GH campus, the
allotment is allowed only for Doctors and paramedical staff.
CGS/Medical will provide the list. Mutual change is allowed for
these quarters and other equivalent types in Township and
Temporary Colony but only between Doctors and Paramedical
staff (on reaching their turn).
jjj. GH Campus quarters: For quarters inside GH campus, if a
particular quarters is not occupied by any eligible employee, it
may be allotted to one below eligible employee within Doctors
and Para-medical staff with the specific recommendation of CGS
(Medical) and approval of competent authority.
kkk. Similarly if a particular quarters is not occupied by any eligible
Doctors and employee of paramedical staff it may be allotted to
the spouse of the eligible Doctor and paramedical staff (spouse is
not a paramedical staff and Doctor) with the recommendation of
CGS (Medical) and approval of competent authority.
35.13.1.8. PLOT ALLOTMENT
lll. For Standard plots Ground Rent of Rs. 5/- is recoverable per
month and Rs. 10/- per month is recoverable for Plot
Extended .

mmm. If the occupant of the plot retains the plot for more than 3 months
from the date of occupation of a quarters, a penalty of Rs. 100/-
per month will be levied for the fourth month of dual occupation.
Rs. 200/- and Rs. 400/- will be levied respectively for the fifth and
sixth months. Beyond six months Rs. 500/- per month will be
levied.
Sl.No Authentication Ref
1 Procs.No: TA/ESI/E7/06713/96 , Dt;19.06.96 35.3.1.1
2 Pro.No: 87/P&A/84 , Dt: 19-04-84 35.3.1.3
3 Pro.No:16/P&A/84 , Dt:17-01-1984 35.3.1.4
4 Pro.No: 87/P&A/84 , DT: 19-04-84 35.3.1.5
5 Cir.No: TA/ESI/E11/09083/93, Dt:19-05-93 35.3.1.5.ii
6 Memo.No:P&A/DGM(N)/229/92-1,Dt:4 -01-92 35.3.1.6
7 E&G /A&T-2/109/72 , Dt: 12.04.72 35.3.1.7 a
8 D(P)’s Pro.No:238/P&A/82, Dt:24-08-82 35.3.1.7 b
9 Proc.No:E3/ESI/CTA/1005/87,Dt:15.5.1987 35.5.1
10 Cir.No:10139-48/TA/ESI/E11/2001,Dt:24.07.2001 35.6.1
11 Cir.No:5112/E7/ESI/TA/2000,Dt:4.11.2000, D(P) approval
Dt:29.05.2003 35.7.1
 35-14

NLC PERSONNEL MANUAL

Sl.No Authentication Ref

12 Proc.No:05638/E7/Estate-I/98, Dt:04.06.98 35.9.1
13 Cir.No:TA/ESI/E1/19929/94, Dt:21.11.94,
Pro.No: 01/WR/88, Dt:3.1.1989 35.11.1.1
14 Pro.No: 87/P&A/84 , DT:19-04-84 & 35.11.1.2
U.O.No:1351/WR/89-2, Dt:07.05.90 &
Pro.No:715/TA/ESI/E7/2002 ,Dt:16.03.2002
15 Pro.No: 01/WR/88, Dt:3.1.1989 &
U.O.No:1351/WR/89-2,Dt:07.05.90 35.11.1.3
16 Pro.No: 87/P&A/84 , DT: 19-04-84 35.11.1.4
17 Pro.No:CORP/P&A/0550/2001, Dt:24.07.2000 35.11.1.5
Pro.No:CORP/P&A/0550/2001, Dt:27.12.2001,
D(P) approval Dt: 27.03.2004
18 Pro.No: 87/P&A/84 , DT: 19-04-84 35.11.1.6
19 Memo.No:P&A/A&T-2/16941/83-24, Dt:12.09.85 35.12.1
20 CTA approval Dt: 04.04.1987 35.13.1.1.f
21 E&G/A&T-2/7112/73, Dt:7.02.75 35.13.1.1.g
22 Cir.No: TA/ESI/E 11/4542/94-2, Dt:10.08.94 35.13.1.1.i
23 E&G/A&T-2/18337/81, Dt: 23.09.1981 35.13.1.1.o
24 Cir.No:TA/ESI/E11/1154/92,Dt:27.07.1992 35.13.1.3.dd
25 Pro.No: TA/ESI/E8/04497/93-2,Dt:09.03.93 35.13.1.5
26 Cir.No:0922/CGM/TA/Rent/2002, Dt:12.08.02 35.13.1.8.mmm
27 CGM/TA/ESI/Rent Revision/2002, Dt:11.03.2002 35.14.1.1.1
28 Proc.No:05638/E7/Estate-I/98, Dt:04.06.98 35.14.1.1.2

REFERENCE
RENT TABLES, SAMPLE FORMS, CONDITIONS AND MODUS OPERANDI
OF ALLOTMENT OF QUARTER
Sl.No. CONTENTS REF.
1 Rent Table - Normal, Standard-A & Standard-B Annexure-I
2 Rent Tables – Penal , Rent with Permission Annexure-II
and Commercial Rent
3 Scale of Eligibility Annexure-III
4 Cycle of Allotment Annexure-IV

SAMPLE FORMS
1 Specimen inclusion form for GL / FP / DDseniority List Annexure-V
2 Application for Change of Quarters Annexure-VI
3 Application for Unpopular Quarters- Spot Allotment Annexure-VII
 35-15

NLC PERSONNEL MANUAL

REFERENCE
RENT TABLES, SAMPLE FORMS, CONDITIONS AND MODUS OPERANDI
OF ALLOTMENT OF QUARTER
Sl.No. CONTENTS REF.
SAMPLE FORMS
4 Sharing application form and rules of sharing Annexure-VIII
5 Allotment of quarters for the Dependent of the Annexure-IX
Deceased – Application form
6 Mutual application Form Annexure-X
7 Form of Re-allotment to the spouses of the
retired employees Annexure-XI
8 Allotment of Plots – Requisition Form Annexure-XII
CONDITIONS AND MODUS OPERANDI OF CERTAIN
SPECIAL TYPE OF ALLOTMENT SYSTEMS
1 Conditions and modus operandi of Spot Allotment Annexure-XIII
2 Conditions and rules of Sharing Allotment Annexure-XIV
3 Conditions of Allotment of Quarters Annexure-XV
4 Conditions For Allotment Of Plots Annexure-XVI
ANNEXURE-I
RENT TABLE
TYPE OF RENT APPLICABLE TO
Normal Employees – Standard Rent for accommodation
Standard – A Retired Employees / Deceased Employees to whom retention of
quarters till the end of academic year permitted on Educational
Grounds, Employees for accommodation on sharing, etc.
Standard – B Retired Employees / Deceased Employees when permitted to
retain the quarters for the second year on Educational Grounds
of their wards studying second year of plus two course.
Employees contravening the rules of allotment.
EP-A (Employee Penal Rent for Delayed vacation
Penal Rent A)
EP-B (Employee Penal Rent for Subletting / Overstayal and Other Violations
Penal Rent-B)
REVISED RENT STRUCTURE
Sl. Type Type of Normal Standard-A Standard-B
No Occupation Rent Rent Rent
1 TYPE-A Individual 30.00 30.00 75.00
2 TYPE-B Individual 40.00 40.00 100.00
 35-16

NLC PERSONNEL MANUAL

REVISED RENT STRUCTURE

Sl. Type Type of Normal Standard-A Standard-B
No Occupation Rent Rent Rent
3 TYPE-C Individual 50.00 50.00 125.00
4 TYPE-D Individual 60.00 80.00 200.00
5 TYPE-E Individual 75.00 100.00 250.00
6 TYPE-F Individual 100.00 160.00 400.00
7 TYPE-G Individual 225.00 300.00 750.00
8 TYPE-H Individual 240.00 400.00 1000.00
9 TYPE-J Individual 300.00 550.00 1375.00
10 TYPE-K Individual 430.00 800.00 2000.00
11 TYPE-Z Individual 30.00 30.00 75.00
12 NQ(GH) NEW Individual 50.00 140.00 285.00
13 NQ(GH) OLD Individual 50.00 105.00 210.00
14 GQTRS/ CO Individual 30.00 80.00 200.00
15 TYPE-I Individual 50.00 140.00 285.00
16 TYPE-II Individual 75.00 210.00 410.00
17 TYPE-II Clubbed 50.00 50.00 NA
18 TYPE-III Individual 100.00 450.00 2080.00
19 TYPE-IV Individual 225.00 1090.00 4925.00
20 LCH Individual 20.00 20.00 50.00
21 FLY.ASH- Bl-4 Individual 40.00 85.00 370.00
22 FLY.ASH- Bl-25 Individual 40.00 85.00 370.00
23 SAINIK BK/B28 Individual 30.00 120.00 550.00
24 408-QTRS Individual 50.00 85.00 250.00
25 408-QTRS Clubbed 40.00 40.00 NA
26 HOS.TYPE/ TS Individual 50.00 105.00 210.00
27 HOS.TYPE/ TS Clubbed 40.00 40.00 NA
28 TC-G Individual 50.00 50.00 125.00
29 TYPE-J/TC Individual 30.00 30.00 75.00
30 TYPE-K/TC Individual 40.00 40.00 100.00
31 TYPE-L/TC Individual 30.00 30.00 75.00
32 TYPE-M/TC Individual 30.00 30.00 75.00
33 TYPE-N/TC Individual 30.00 30.00 75.00
34 TYPE-P/TC Individual 20.00 20.00 50.00
35 TYPE-R/R-BARRKS Individual 20.00 20.00 50.00
36 TYPE-S/TC Individual 20.00 20.00 50.00
37 TYPE-JE/JGO-TC Individual 75.00 100.00 250.00
38 TYPE-AE-I, II & III / TC Individual 100.00 160.00 400.00
 35-17

NLC PERSONNEL MANUAL

REVISED RENT STRUCTURE

Sl. Type Type of Normal Standard-A Standard-B
No Occupation Rent Rent Rent
39 TY-EE1, 3&4 Individual 170.00 200.00 500.00
40 TY-EE2-D Individual 60.00 80.00 200.00
41 SAINIK Quarters Individual 20.00 20.00 50.00
42 TYPE-T& W-B Individual 40.00 40.00 100.00
43 TYPE-T& W-D Individual 60.00 80.00 200.00
44 TYPE-NQ/M Individual 30.00 30.00 75.00
45 TYPE-DB/A Individual 30.00 30.00 75.00
46 HOS.TYPE/ TC Individual 50.00 105.00 480.00
47 HOS.TYPE/ TC Clubbed 40.00 40.00 NA
48 TY-SI-QRS. Individual NA NA 100.00
49 POLICE QRS. Individual NA NA 50.00
50 LCH/TC Individual 20.00 20.00 50.00
51 TKC-MUD/AC Individual 20.00 20.00 50.00
52 SM-HOSTEL Individual 30.00 30.00 75.00
53 SM-HOSTEL Clubbed 20.00 20.00 50.00
54 BEH/BL-6 & 17 Individual 50.00 50.00 125.00
55 BEH/BL-6 & 17 Clubbed 30.00 30.00 75.00
56 TR.H/BL-27 Individual 50.00 165.00 760.00
57 CC-X Individual 50.00 145.00 650.00
58 CC-Y Individual 40.00 115.00 525.00
59 CC-Z Individual 30.00 100.00 455.00
60 VH/BL-27/NEW Individual NA 20.00 50.00
61 VH-BL-27/OLD Individual NA 40.00 100.00
62 EX.H/BL-20 Individual 100.00 450.00 2080.00
63 QAMB SHOP Individual NA 270.00 1210.00
64 R.H-II/A Individual 30.00 30.00 75.00
The above rates will be effective from 01.09.2001.

ANNEXURE-II
PENAL RENT TABLE
Type of Quarters Penal rent for subletting of Penal rent for delayed vacation of
Qrs.& other violations lower type Qrs.
‘A' type & equivalent Rs. 790 Rs. 530
‘B' type & equivalent Rs. 1180 Rs. 500
‘C' type & equivalent Rs. 1670 Rs. 700
‘D' type & equivalent Rs. 1920 Rs. 800
 35-18

NLC PERSONNEL MANUAL

ANNEXURE-II
PENAL RENT TABLE
Type of Quarters Penal rent for subletting of Penal rent for delayed vacation of
Qrs.& other violations lower type Qrs.
‘E' type & equivalent Rs. 2520 Rs. 1070
‘F' type & equivalent Rs. 3890 Rs. 1620
Type-I & equivalent Rs. 1230 Rs. 530
Type-II & equivalent Rs. 2520 Rs. 760
Type-III & equivalent Rs. 3890 Rs. 2007
Type-IV & equivalent Rs. 4925 Rs. 4925
Modification of penal rent for subletting of quarters / plots.
Sl.No. Quarter Type Existing Penal Rent Revised Penal Rent
Individual Type Categories
1 Type A & Equivalent 790.00 990.00
2 Type B & Equivalent 1180.00 1480.00
3 Type C & Equivalent 1670.00 2090.00
4 Type D & Equivalent 1920.00 2400.00
5 Type E & Equivalent 2520.00 3150.00
6 Type F & Equivalent 3890.00 4870.00
7 Type G & Equivalent 7640.00 8330.00
Flat Type Categories
8 Type - I & Equivalent 1230.00 1540.00
9 Type - II & Equivalent 2520.00 3150.00
10 Type – III & Equivalent 3890.00 4870.00
11 Type – IV & Equivalent 4925.00 6160.00
12 Plots 500.00 630.00
This order takes effect from 01.07.2007.
(Ref. Cir.No.1921-001/E3/ESI/ATA/TA/2007, dt.13.07.2007.)
RENTALS WITH PERMISSION
APPLICABLE TO RETIRED EMPLOYEES / DECEASED EMPLOYEES
FOR RETENTION OF QUARTERS FOR 4 MONTHS IN ADDITION TO
THE PERMITTED PERIOD
Sl No Type of Quarters Rent in Rs.
1 Type-I, HT and 408 Qrs Rs. 620
2 A' type & equivalent Rs. 400
3 B' type & equivalent Rs. 590
4 C' type & equivalent Rs. 840
 35-19

NLC PERSONNEL MANUAL

RENTALS WITH PERMISSION

APPLICABLE TO RETIRED EMPLOYEES / DECEASED EMPLOYEES
FOR RETENTION OF QUARTERS FOR 4 MONTHS IN ADDITION TO
THE PERMITTED PERIOD
Sl No Type of Quarters Rent in Rs.
5 D' type & equivalent Rs. 960
6 E' type & Type-II Rs. 1290
7 F' type & Type-III Rs. 1950
8 Type-IV Rs. 2250
9 G - Type Rs. 3320
10 H - Type Rs. 3980
11 J - Type Rs. 3980
12 K - Type Rs. 5890

REVISED COMMERCIAL RENT APPLICABLE TO NON-EMPLOYEES

[ EXCEPT STATE / CENTRAL GOVT.DEPT, JAWAHAR EDUCATION SOCIETY
AND OTHER SPECIFIED CASES ]
Penalty for Belated remittance 10% of demand or Rs.100/-P.M whichever is less
SL. TYPE OF PLINTH AREA PLINTH AREA OLD REVISED
NO QUARTERS IN SQ.METRE IN SQ.FT COMMERCIAL COMMERCIAL RENT
RENT in Rs PER MONTH in Rs
1 TYPE-A (without 28.43 306.00 390.00 430.00
additional room)
2 TYPE-B 35.15 378.00 480.00 530.00
3 TYPE-C 51.57 555.00 700.00 780.00
4 TYPE-D 59.19 637.00 800.00 900.00
5 TYPE-E 79.36 854.00 1070.00 1200.00
6 TYPE-F 120.38 1295.00 1620.00 1820.00
7 TYPE-G 205.69 2213.00 2770.00 3100.00
8 TYPE-H 244.43 2630.00 3290.00 3690.00
9 TYPE-Z [ without 23.04 248.00 310.00 350.00
addl.room ] in Bl-4
10 FLY.ASH-Bl-4 37.07 399.00 500.00 560.00
11 FLY.ASH-Bl-25 35.76 385.00 490.00 540.00
12 HOS.TYPE/TS 42.94 462.00 580.00 650.00
13 TYPE-I 38.00 409.00 520.00 580.00
 35-20

NLC PERSONNEL MANUAL

REVISED COMMERCIAL RENT APPLICABLE TO NON-EMPLOYEES

[ EXCEPT STATE / CENTRAL GOVT.DEPT, JAWAHAR EDUCATION SOCIETY
AND OTHER SPECIFIED CASES ]
Penalty for Belated remittance 10% of demand or Rs.100/-P.M whichever is less
SL. TYPE OF PLINTH AREA PLINTH AREA OLD REVISED
NO QUARTERS IN SQ.METRE IN SQ.FT COMMERCIAL COMMERCIAL RENT
RENT in Rs PER MONTH in Rs
14 TYPE-II 56.00 603.00 760.00 850.00
15 TYPE-III 85.60 921.00 2007.00 2080.00
16 TYPE-IV 158.00 1700.00 4925.00 4925.00
17 408-QTRS 39.92 430.00 540.00 610.00
18 NQ(GH)OLD 42.94 462.00 580.00 650.00
19 NQ(GH)NEW 38.00 409.00 520.00 580.00
20 LCH-BL-28 21.33 230.00 290.00 330.00
21 LCH/TC 11.00 198.00 250.00 280.00
22 TKC-MUD/AC 335.00 420.00 470.00
23 SAINIK BK/B28 36.00 387.00 490.00 550.00
24 EX.H/BL-20 72.54 780.00 2076.00 2080.00
25 SM-HOSTEL 13.50 145.00 190.00 210.00
26 BEH/BL- 17 8.64 93.00 120.00 140.00
27 BEH/BL-6 20.08 216.00 270.00 310.00
28 TR.H/BL-27 11.68 126.00 160.00 180.00
29 VH/BL-27/NEW 44.00 473.00 600.00 670.00
30 VH-BL-27/OLD 10.95 118.00 150.00 170.00
31 QAMB SHOP 58.80 633.00 800.00 890.00
32 GQTRS/CO 48.93 526.50 660.00 740.00
33 CC-X 56.68 610.00 770.00 860.00
34 CC-Y 46.80 504.00 630.00 710.00
35 CC-Z 36.53 393.00 500.00 560.00
36 TYPE-Z [ with addl. 36.53 393.00 500.00 560.00
room ] in Bl-4
37 TYPE-A [ with addl. 39.23 422.00 530.00 600.00
room ]
38 SAINIK Qrs / TC 33.44 360.00 450.00 510.00
39 TC-G 86.76 934.00 1170.00 1310.00
 35-21

NLC PERSONNEL MANUAL

REVISED COMMERCIAL RENT APPLICABLE TO NON-EMPLOYEES

[ EXCEPT STATE / CENTRAL GOVT.DEPT, JAWAHAR EDUCATION SOCIETY
AND OTHER SPECIFIED CASES ]
Penalty for Belated remittance 10% of demand or Rs.100/-P.M whichever is less
SL. TYPE OF PLINTH AREA PLINTH AREA OLD REVISED
NO QUARTERS IN SQ.METRE IN SQ.FT COMMERCIAL COMMERCIAL RENT
RENT in Rs PER MONTH in Rs
40 TYPE-J/TC 44.13 475.00 600.00 670.00
41 TYPE-K/TC 58.65 631.00 790.00 890.00
42 TYPE-L/TC 60.96 656.00 820.00 920.00
43 TYPE-M/TC 50.78 546.00 690.00 770.00
44 TYPE-N/TC 50.30 541.00 680.00 760.00
45 TYPE-P/TC 51.90 558.00 700.00 790.00
46 TYPE-R/R- 37.49 403.00 510.00 570.00
BARRKS
47 TYPE-S/TC 29.55 318.00 400.00 450.00
48 TYPE-JE-TC 79.27 853.00 1070.00 1200.00
49 TYPE-JGO-TC 87.14 938.00 1180.00 1320.00
50 TYPE-AE-I / TC 131.00 1410.00 1770.00 1980.00
51 TYPE-AE-II / TC 131.00 1410.00 1770.00 1980.00
52 TYPE-AE-III / TC 131.00 1410.00 1770.00 1980.00
53 TYPE-NQ/M 50.78 546.00 690.00 770.00
54 TYPE-DB/A 34.50 371.00 470.00 520.00
55 TY-SI-QRS. 89.99 968.00 1210.00 1360.00
56 POLICE QRS. 34.22 368.00 460.00 520.00
57 R.H-II/A 47.20 508.00 640.00 720.00
58 Manthope 260.96 2808.00 3510.00 3940.00
Qrs-TC
59 HOS.TYPE/TC 42.94 462.00 580.00 650.00
 35-22

NLC PERSONNEL MANUAL

ANNEXURE-III
STRUCTURE OF ELIGIBILITY – Non-Executives

Revised Existing Scale Revised Scale Revised Scale Revised Scale House
Grade w.e.f. 01.01.1982 w.e.f 01.09.1986 w.e.f 01.01.1992 w.e.f 01.01.1997 Type
Rs. Rs. Rs. Rs.
W1 550-11-715 1086-20-1386 2200-40 4900-110-7540 A
W2 580-12-700-13-830 1116-22-1292-23-1568 2235-43-2579-44 5000-120-7880 B
W3 595-14-735-15-885 1131-24-1323-25-1623 2250-46-2618-47 5150-130-8270 C
W4 605-15-755-16-915 1141-26-1349-27-1673 2270-51-2678-53 5300-140-8660 C
615-16-775-17-945 1151-28-1375-29-1723
635-17-805-21-1015 1171-30-1411-34-1819
W5 675-19-789-21-1083 1211-35-1491-37-1935 2350-61-2838-64 5500-150-9100 C
675-19-865-21-1075 1211-35-1491-37-1935
-26-1283
W6 695-21-905-23-1135 1231-38-1535-40-2015 2390-71-2958-83 5750-160-9590 C
715-22-935-30-1175 1251-42-1587-50-2087
W7 810-30-1050-35-1330 1346-55-1676-60-2276 2520-90-3240-111 6050-170-10130 D
810-30-1050-45-1410 1346-55-1676-70-2376
W8 895-45-1255-55-1530 1431-80-1911-90-2541 2625-126-3633-140 6395-180-10715 D
S1 2700-90-3330 5750-160-9590 D
S2 3000-120-3600- 6050-170-10130
130-5160 D
S3 3300-145-5475 6400-180-10720 D
EO 8300-235-13940 D

STRUCTURE OF ELIGIBILITY – EXECUTIVES

Revised From From From From House
Grade 01.08.1982 01.01.1987 01.01.1992 01.01.1997 Type
Rs. Rs. Rs. Rs.
E-1 960-50-1710 2250-100-4150 3700-175-7025 8600-250-14600 E
E-2 9850-250-14600 E
E-3 1060-50-1210 2500-120-3100-130 4400-200-7400 10750-300-16750
-60-1870 -3750-140-5150 E
E-4 1460-60-2180 3700-140-4400- 5550-225-6450- 13700-350-18250 F / TY-III
150-5900 250-9200
E-5 1800-70-2570 4600-150-5350- 6600-250-7600- 16000-400-20800 G / TY-IV
160-6470 275-9525
E-6 16400-400-20800 G / TY-IV
 35-23

NLC PERSONNEL MANUAL

STRUCTURE OF ELIGIBILITY – EXECUTIVES

Revised From From From From House
Grade 01.08.1982 01.01.1987 01.01.1992 01.01.1997 Type
Rs. Rs. Rs. Rs.
M-1 2150-75-2450- 5200-160-6000- 7000-275-8100- 16800-400-22000 G / TY-IV
100-2850 175-6875 300-9600
M-2 2500-100-3200 5750-175-7325 7500-300-9900 17500-400-22300 G / TY-IV
M-3 2700-100-3400 6000-175-7400 8250-300-10050 18500-450-23900 G / TY-IV
M-4 3000-100-3700 6250-175-7475 8500-300-10300 18950-450-23900
M-5 3500-100-4000 7250-200-8250 9500-400-11500 20500-500-26500
M-6 11500-400-13500 23750-600-28550

ANNEXURE-IV
CYCLE OF ALLOTMENT:
The cycle of allotment for A&B type quarters shall be as indicated in Appendix-I.
For Type C & D quarters, the cycle of allotment shall be as in Appendix -II.
Appendix-I
1 SC/ST 21 SC/ST 41 SC/ST 61 SC/ST 81 SC/ST
2 GENL. 22 GENL. 42 GENL. 62 GENL. 82 GENL.
3 GENL. 23 GENL. 43 GENL. 63 GENL. 83 GENL.
4 GENL. 24 GENL. 44 GENL. 64 GENL. 84 GENL.
5 FP 25 FP 45 FP 65 FP 85 FP
6 GENL. 26 GENL. 46 GENL. 66 GENL. 86 GENL.
7 GENL. 27 GENL. 47 GENL. 67 GENL. 87 GENL.
8 GENL. 28 GENL. 48 GENL. 68 GENL. 88 GENL.
9 GENL. 29 GENL. 49 GENL. 69 GENL. 89 GENL.
10 FP 30 FP 50 FP 70 FP 90 FP
11 SC/ST 31 SC/ST 51 SC/ST 71 SC/ST 91 SC/ST
12 GENL. 32 GENL. 52 GENL. 72 GENL. 92 GENL.
13 GENL. 33 GENL. 53 GENL. 73 GENL. 93 GENL.
14 GENL. 34 GENL. 54 GENL. 74 GENL. 94 GENL.
15 FP 35 FP 55 FP 75 FP 95 FP
16 GENL. 36 GENL. 56 GENL. 76 GENL. 96 GENL.
17 GENL. 37 GENL. 57 GENL. 77 GENL. 97 GENL.
18 GENL. 38 GENL. 58 GENL. 78 GENL. 98 GENL.
19 GENL. 39 GENL. 59 GENL. 79 GENL. 99 GENL.
20 FP 40 FP 60 FP 80 FP 100 FP
 35-24

NLC PERSONNEL MANUAL

Appendix – II
Cycle of Allotment for 'C' & 'D' / Type-I Quarters

1 SC/ST 21 SC/ST 41 SC/ST 61 SC/ST 81 SC/ST

2 GENL. 22 GENL. 42 GENL. 62 GENL. 82 GENL.

3 GENL. 23 GENL. 43 GENL. 63 GENL. 83 GENL.

4 GENL. 24 GENL. 44 GENL. 64 GENL. 84 GENL.

5 FP 25 FP 45 FP 65 FP 85 FP

6 GENL. 26 GENL. 46 GENL. 66 GENL. 86 GENL.

7 GENL. 27 GENL. 47 GENL. 67 GENL. 87 GENL.

8 GENL. 28 GENL. 48 GENL. 68 GENL. 88 GENL.

9 GENL. 29 GENL. 49 GENL. 69 GENL. 89 GENL.

10 FP 30 FP 50 FP 70 FP 90 FP

11 GENL. 31 GENL. 51 GENL. 71 GENL. 91 GENL.

12 GENL. 32 GENL. 52 GENL. 72 GENL. 92 GENL.

13 GENL. 33 GENL. 53 GENL. 73 GENL. 93 GENL.

14 GENL. 34 GENL. 54 GENL. 74 GENL. 94 GENL.

15 FP 35 FP 55 FP 75 FP 95 FP

16 GENL. 36 GENL. 56 GENL. 76 GENL. 96 GENL.

17 GENL. 37 GENL. 57 GENL. 77 GENL. 97 GENL.

18 GENL. 38 GENL. 58 GENL. 78 GENL. 98 GENL.

19 GENL. 39 GENL. 59 GENL. 79 GENL. 99 GENL.

20 FP 40 FP 60 FP 80 FP 100 FP
 35-25

NLC PERSONNEL MANUAL

ANNEXURE-V
F.P. / GENERAL / SC / ST / WILLINGNESS FOR .......... TYPE QUARTERS.
INCLUSION FORM FOR ALLOTMENT OF QUARTERS.
(To be sent to CGM / TA thro' the Custodian of Service Book of the Individual)
1. Name ( IN BLOCK LETTERS) :
2. CPF No. :
3. Designation :
4. Unit in which working :
5. Present accommodation/Local address
(Allotted to whom) :
6. Type for which now applied
a) Date of Eligibility :
b) Scale of pay at the time of eligibility :
7. Present Scale of pay w.e.f. (Date) :
8. Date of First appointment in NLC a. Casual
give scale of pay (whether Casual b. Regular
or Regular should be specified) c. Trainee.
9. Marital Status (Married / Bachelor) :
10. a) Date of sterilization (only after 5.2.81)
No. of Children :
b) Scale of pay at the time of sterilisation :
11. Whether belongs to SC/ST :
12. Spouse is working in NLC or not,
If working, give name, designation &
PF.No. & quarters details allotted to Spouse. :
Any false information will be make me liable for disciplinary action.
SIGNATURE OF THE EMPLOYEE
OFFICE OF THE CHIEF GENERAL MANAGER/
N.L.C. LIMITED, NEYVELI – 607 803.
Endt. No. Dated:
The particulars are checked with the Service Book and found correct. Forwarded to Chief
General Manager / TA for necessary action.

SIGNATURE OF THE
CUSTODIAN OF SERVICE BOOK.
With Seal
 35-26

NLC PERSONNEL MANUAL

ANNEXURE-VI
APPLICATION FOR CHANGE OF QUARTERS

1. Name :
2. Designation :
3. C.P.F. No :
4. Unit in which working :
5. Present Quarters with date of occupation :
6. Reason for seeking change :
7. Date of vacation of Lower Type :
8. *Date of joining in the Corporation :
with Scale(Casual/Trainee/Regular)
9. * Date of eligibility for the present :
quarters for Sl.No.5 with scale of pay.
10. * Family Planning Details-No. of children :
11. * Whether belongs to SC/ST :
SIGNATURE OF THE APPLICANT
Details furnished by the applicant vide Sl.Nos. 8, 9, 10 & 11 are verified with the Service Register
and found correct.
SIGNATURE OF THE CUSTODIAN
OF THE SERVICE BOOK.
With Seal
N.B: These details (*) are required for further processing at T.A without which, the application will be
rejected.
ANNEXURE–VII
APPLICATION FORM FOR ALLOTMENT OF UNPOPULAR
QUARTERS IN SPOT ALLOTMENT
1. Name (IN BLOCK LETTERS) :
2. C.P.F.No. :
3. Designation (Regular/Officiating) :
4. Unit in which working :
5. Present scale of pay w.e.f. :
6. Present accommodation :
7. Type for which now applied :
a) Date of eligibility :
b) Scale of pay at the time of eligibility :
c) Whether any unpopular quarters :
has already been allotted and if so
the quarters No., Street Name &
Block to be indicated.
8. Date of casual service in NLC with rate of daily wages. :
 35-27

NLC PERSONNEL MANUAL

9. Date of trainee with amount of salary. :

10. Date of regular appointment with scale of pay :
11. Choice of preference :
1.
2.
3. and so on

(If space not enough, mention the choice on the reverse page)
i. I fully know that any false information will bind me for disciplinary action
ii. I am aware that allotment will be made according to seniority among the willing
persons;
iii. I am aware that sharing will not be permitted;
iv. I am aware that change of quarters on sentimental reasons/medical grounds and on
mutual basis will not be permitted.
v. I am aware that the quarters if allotted and do not occupy the same within the
stipulated time prescribed in the allotment conditions the allotment will be cancelled
and my name will be debarred from further allotment of particular type of unpopular
quarters in addition to recovery of rent under Standard-B for three months.
vi. If I occupy the quarters under unpopular basis, vacate the same, within two years,
rent under Standard-B for three months will be recovered and my name will be
debarred from further allotment of particular type of unpopular quarters.
vii. If I vacate the unpopular quarters within two years of occupation in view of my
allotment of higher type quarters changing the same quarters (same type) on
reaching my seniority, rent under Standard-B for three months will be recovered
from my salary.
viii. I am aware that I will not be allotted the same type under any seniority
(General/FP/SC/ST/ DD).

ix. I assure you, that I will not sublet the quarters under any circumstances.

DECLARATION/UNDERTAKING BY THE APPLICANT ONE DOWN

1. I will not apply for change/mutual change of accommodation including on Medical/

Sentimental grounds from the allotted type until reach my turn under
FP/SC/ST/General seniority.

2. I will not ask for sharing accommodation with another employee for the allotted type.

3. I will pay rent at employee rate, applicable to the allotted quarters.

4. I will be allotted higher type of quarters after reaching my turn for those quarters.

5. I assure you, that I will not sublet the quarters under any circumstances.
 35-28

NLC PERSONNEL MANUAL

DECLARATION/UNDERTAKING TO BE GIVEN BY THE

‘C’ ELIGIBLE EMPLOYEES WHO APPLY
FOR TYPE-II / ‘C’ QUARTERS IN BLOCK-29
1. I will not ask for sharing accommodation under the allotment of Type-II quarters in
Block-29.
2. I will not ask for mutual change with any Type-II quarters in Block-4, 5, 6, 7, 22, 25 & 29
under any circumstances (including Type-II GH Campus).
3. I will not claim for change of accommodation on Medical Board recommendation (or)
sentimental grounds under any circumstances.
4. I will not ask for change to the ground floor on medical reason, if I am allotted the First
floor of Type-II quarters.
5. I will agree to cancel the allotment order of Type-II quarters with payment of rent for the
cancellation as per rules.
6. I agree to remove my name from the seniority list up to ‘C’ type equivalent and below
types, including Type-I quarters after occupation.
7. I agree to occupy the Type-II quarters in Block-29 only. Any false information will bind
me for disciplinary action.
SIGNATURE OF THE EMPLOYEE
The above particulars are checked with the Service Books/ Service Cards and
found correct. Forwarded to CGM/TA for necessary action.
CUSTODIAN OF SERVICE BOOKS
WITH OFFICE SEAL.
ANNEXURE-VIII
PROFORMA FOR ALLOTMENT OF SHARING ACCOMMODATION
1. Name and Designation (allottee) :
2. C.P.F. No. :
3. Division in which working :
4. Details of quarters No. Street name :
and Block where sharing applied for
5. Name and Designation ( Sharer ) :
6. C.P.F. No. :
7. Division in which working :
8. Whether allotted plot in Hutment :
area and details of plot No.
Ward No. and Block
9. Whether sharing was allowed previously
and give details of quarters No.
Street name and Block No. :
Certified that the original allottee and the sharer agree to abide by the rules of sharing
accommodation.
Signature of the Original Allottee Signature of the Sharer.
Endt. No. Endt. No.
Pay Drawing Officer of the Allottee Pay Drawing Officer of the Sharer.
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ANNEXUR- IX
APPLICATION FOR ALLOTMENT OF QUARTERS TO AN EMPLOYEE WHO IS THE
WIFE/SON/DAUGHTER OF DECEASED EMPLOYEES FOR CONSIDERATION
OF ALLOTMENT OF QUARTERS
1. Name of the employee :
2. C.P.F. Account No :
3. Designation :
4. Unit in which working :
5. Date of first appointment
a) Casual :
b) Regular :
6. Scale of pay in respect of the post referred to in (5) above
7. Marital status :
8. Present Accommodation :
9. Name of Father/Mother/Husband who expired :
10. C.P.F. Account No. of the deceased employee :
11. Designation/Division of the deceased employee :
12. Date of death of Father/Husband/Mother while in
employment in N.L.C
13. Whether he was having quarters at the time of
Death & particulars of quarters :
14. Whether proof for death enclosed :
15. Whether in individual’ s father/mother/son/daughter :
brother/sister is at present employed in NLC & if so details
16. Whether Quarters have already been allotted to any
of the above relatives noted in Column No. 15. :
A. I certify that the above particulars furnished from Sl.No. 1 to 16 are correct and I am
aware that disciplinary action will be taken against me if the information furnished
above are incorrect.
SIGNATURE OF THE EMPLOYEE.
B. Certified that the particulars ( Sl. No. 9 to 13 ) are furnished with reference to the
service records and found correct.
SIGNATURE OF THE PAY DRAWING OFFICER.
(of the deceased employee )
C. (1) Certified that the above particulars Sl. No. 1 to 8 are furnished with reference
to the service records and found correct.
(2) Certified that Shri/Kumari/Smt………………………………is the
son/daughter/wife of Shri………………………as per service records.

SIGNATURE OF THE PAY DRAWING OFFICER.

(of the serving employee )
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ANNEXURE-X
APPLICATION FOR MUTUAL CHANGE OF QUARTERS
1. Name and Designation :
2. a) CPF. No. :
b) Date of superannuation :
3. a) Present scale of pay :
b) Date of joining in the Corporation : Casual / Trainee:
c) Date of eligibility for quarters
w.r. to scale of pay : A- Type Type-I
( furnish for each type) B- Type Type-II
C- Type Type-III
D- Type Type-IV
E- Type
F- Type
G- Type
4. Office/Division/Unit in which working :
5. Present Accommodation :
6. Lower type quarters No. and date of vacation :
7. Quarters No. to which mutual change is requested.:
8. Name and Designation of the allottee :
of the quarters (Sl.No.7)
9. Whether present type of quarters :
mutually changed once.
10. Reason for mutual change :
11. Whether willingness of other is obtained. :
12. a. Certified that my present quarters have been allotted to me as per regular
seniority and not as per unpopular list or unpopular basis and I have become
eligible and reached my turn for allotment of the popular quarters for which
mutual change is requested.
b. If it is allotted under unpopular basis, I have since reached my turn in the normal
seniority.
c. Certified that I have not been allotted a higher type of quarters and I will not be allotted
higher type of quarters within three months from the date of occupation of mutually
changed quarters and I will be allotted higher type of quarters on application and after
inclusion of name in the seniority list that will be prepared once in six months in case of
General/SC/ST list and in case of F.P seniority list once in three months. Also certified
that I will not claim allotment of quarters as per the present seniority list.
d. Certified that I have not resigned my post in this Corporation. I will be in service of the
Corporation for a period of not less than three months from the date of occupa-
tion/vacation failing which rent may be collected from me for a period of three months
“UNDER STANDARD-B”.
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e. Certified that my wife/husband is not an employee in this Corporation and she/he

has not been provided any quarters in the NLC.
f. Certified that a period of three months is over from the date of occupation of the
quarters.

Date: SIGNATURE OF THE APPLICANT.

I am willing for the above mutual change of quarters.

Date: SIGNATURE OF THE OTHER PARTY.

OFFICE OF THE ...............................................................

NEYVELI LIGNITE CORPORATION LIMITED, NEYVELI
Endt. No. Dt:
1. Forwarded to T.A Office, NLC Ltd., Neyveli
2. The above particulars are verified and found correct.
The mutual change of quarters asked for is recommended.

SIGNATURE OF THE OFFICER

CUSTODIAN OF S.B/ C.S.C.
WITH OFFICE SEAL WITH DESIGNATION

ANNEXURE – XI
PARTICULARS IN RESPECT OF SPOUSE OF RETIRED EMPLOYEES
FOR CONSIDERATION OF ALLOTMENT OF QUARTERS
1. Name of the Employee :
2. C.P.F. no. / Emp. No :
3. Designation :
4. Unit in which working :
5. First appointment in NLC :
and give scale of pay
6. Date of drawal of present :
scale and on the date of retirement of spouse
7. Type to which eligible on the :
date of retirement of spouse
8. Present accommodation :
9. If any other persons employed in NLC and if allotted Qrs.
give details (Son/Daughter) :
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1. Certified that the above particulars are furnished with reference to the service records and
found correct.
2. Certified that …………………………………………………………………………. is the
wife/husband of ………………………………………………………………… An inclusion form
is also enclosed

SIGNATURE OF THE PAY DRAWING OFFICER

WITH SEAL
Encl. : Inclusion proforma
ANNEXURE-XII
APPLICATION FOR ALLOTMENT OF PLOT FOR CONSTRUCTION OF HOUSE .

1) Name of the Applicant :

2) Designation :

3) Employee CPF No. :

4) Employee Date of Birth :

a) Date of First Appointment. : Casual / Trainee :

b) Eligible for ‘C’ Type Quarters Regular :

with scale of pay.

c) present Scale of pay with effect from

5) Division in which working :

6) Accounts Centre :
7) Particulars of plot : Plot No.
ward No. Block –
Date of occupation by the Applicant :
PARTICULARS OF PREVIOUS OCCUPANT FROM WHOM
THE SUPERSTRUCTURE IS PURCHASED.
8) Name of previous occupant :
9) Designation / CPF No. :
10) Division in which working :
11) Accounts Centre :
12) Date of occupation of the plot and quarters
13) Date of sale of superstructure (Whether
certificate for ground rent recovery is enclosed.) :
14) No. and date of allotment order if available :
15) Whether the Documentary Evidence is enclosed :
16) Whether it is Electrified :
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17) Reason for the sale of Super Structure (Retire- :

ment, Higher Type of Quarters, Termination Etc.,)
I firmly state that I have no Quarters or Plot. All the above particulars are true to the best of my
knowledge. I do agree to undergo any disciplinary action, if any mistake is found in my statement.

SIGNATURE OF SELLER OF SIGNATURE OF THE APPLICANT.

THE SUPER STRUCTURE

SIGNATURE OF THE PAY SIGNATURE OF THE PAY

DRAWING OFFICER. DRAWING OFFICER.

ANNEXURE-XII-A
APPLICATION FOR PROVIDING POWER SUPPLY TO HUTMENTS
IN THE APPROVED COLONIES OF N.LC.
1) Name of the Dweller :
2) Designation :
3) Unit in which employed :
4) C.P.F. No. :
5) Plot Number and location of the hut :
6) Number of electrical points required :

Place : Neyveli SIGNATURE OF THE EMPLOYEE

Date :
CERTIFICATE

Certified that a sum of Rs...................... p.m. is being recovered regularly towards ground rent
from the pay of Shri/Smt..........................
(Name)
(Residential address)

SIGNATURE OF THE PAY DRAWING OFFICER

Forwarded to the Chief of Township Administration.

Unit Head.
Verified and transmitted to the Chief Manager/ETM/TA.

CHIEF OF TOWNSHIP ADMINISTRATION.

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ANNEXURE - XIII
CONDITIONS AND MODUS OPERANDI OF SPOT ALLOTMENT

1. The Estate Section of TA Department normally issues a circular for Spot Allotment as and
when sufficient number of quarters are identified as unpopular.
2. The employees applying for One-down category, should specifically mention the One-
Down type in the top of the application.
3. The Employees, who are actually willing to occupy the quarters if allotted, only should
apply.
4. The applicant, filling the application for unpopular quarters given in Annexure-VII, after
getting verified & endorsed by the Custodian of Service Book, should submit the
application directly to the Estate Section-I of TA Dept on the specified date and time given
in the circular. Any discrepancy in the particulars contained in the application form will be
viewed seriously and the allotment will be cancelled in addition to recommendation of
disciplinary action against the individual and the concerned CSR.
5. The individuals who submit the applications in the TA Dept will be given an
acknowledgement and they may contact the allotment section in the afternoon on the
same spot allotment day and confirm the allotment.
6. Allotment orders and keys will be issued to successful allottees who are eligible
employees as per seniority and they should occupy the allotted quarters immediately,
failing which the concerned employee will be debarred from further allotment of particular
type of unpopular quarters in addition to recovery of rent under Std-B for three months.
7. The occupation reports, list of missing items will be issued to the allottees only on receipt
of duly certified acceptance form enclosed along with the allotment orders.
8. A committee of members from other departments will witness the Spot Allotment process.
9. Any Correction or Over Writing in the Unpopular Application Form should be properly
attested with full signature, otherwise the Application will be rejected.
10. Applications in other than the prescribed format given in the circular will not be
entertained, even though applicants are eligible and reached their turn for that type of
quarters. Applicant should mention his preference specifically to his choice and
willingness. Applicant can mention any number of choices among the notified quarters.
Quarters will be allotted according to the seniority & choice of preference given by the
applicants.
11. Allotment will be made according to seniority among the willing persons.
12. Sharing will not be permitted.
13. Change of quarters on Medical grounds and on mutual basis will not be permitted.
14. If any employee who occupied the quarters, happens to vacate the same within two years,
three months rent under Std-B will be recovered.
15. After the allotment of unpopular quarters, if the employee vacates it for any reason other
than administrative, the name of the employee will be debarred from further allotment of
the particular type of unpopular quarters.
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16. If any employee vacates the unpopular quarters within two years of occupation in view of
his allotment of higher type quarters, changing the same quarters (same type) on reaching
his seniority, three months rent under Std-B will be recovered from the employee.
17. The employee once allotted the quarters, his request for change of quarters on the
grounds that the quarters is not fit for occupation will not be entertained. He has to
surrender the quarters, if he so wishes and three months rent under Std-B will be
recovered besides debarring him for further allotment of the same type of unpopular
quarters.
18. The applicant should mention the quarters No., Name of street and Block No. in the
application form.
19. If an applicant applies for more than one quarter, he/she should indicate his/her choice of
preference for any number of quarters.
20. Applications should be in the prescribed proforma for unpopular quarters allotment
quoting the relevant TA’s circular Number. Otherwise the application will be rejected and
filed.
21. Separate applications should be submitted for each type of quarters.
22. The application given for the unpopular quarters will be considered for the particular call
for only and they will not be considered for the next call for.
23. On application of two different types, the higher type will be allotted to an employee.
24. If they occupy the unpopular quarters allotted, they will not be allotted the same type under
any seniority (i.e.) General/SC/ST/FP/D.D.

ANNEXURE- XIV
RULES OF SHARING ACCOMMODATION
1. Sharing of accommodation is only for a period of one year from the date of the order.
Application for further renewal should be made at least one month before the expiry of the
period.
2. Proper occupation report be given to the concerned Building Inspector along with the
undertaking duly signed by them 8 days from the date of receipt of the order, otherwise
rent at the enhanced rate is recoverable from the date of order.
3. Service charges such as water and electricity charges etc. will be recovered from the
allottee as per the rules prescribed by the Corporation from time to time.
4. The order will not entitle the sharer to claim any priority or right over others in the allotment
of accommodation.
5. The sharer should vacate from the date on which permission given expires or when the
original allottee retires, resigns or occupies other Qrs. or when the sharing of
accommodation is cancelled. Continuation of occupation by the sharer beyond the
permitted period would constitute illegal occupation of Quarters.
6. The allottee, at the time of leaving the Corporation should hand over vacant possession of
the Quarters, failing which his final settlement of accounts with the Corporation would be
withheld as long as the sharer continues illegal occupation of the Quarters as no
clearance certificate will be issued.
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7. The allottee, at the time of moving to other Quarters, should hand over vacant possession
of the present Quarters failing which, rent under Standard-B for the present Quarters and
usual rent for the newly allotted Quarters will be recovered besides taking further penal &
disciplinary action on him.
8. The allottee and the sharer shall be liable for disciplinary action under the relevant rules
besides recovery of rent under Standard-B, if the sharer does not vacate the Quarters
within the time allowed.
9. In case of death of the allottee, the sharer should vacate the Quarters immediately, failing
which; rent under Standard-B will be recovered from him besides taking further action to
evict him from the illegal occupation.
10. The terms and conditions of allotment of the Quarters to the allottee will always be binding
on the allottee, despite the permission granted for sharing of accommodation.

ANNEXURE – XV
CONDITIONS OF ALLOTMENT OF QUARTERS (TOWNSHIP ADMINISTRATION)
The allotment of the quarters will be subject to the following conditions:
1. (i) If the allottee does not occupy the quarters within 10 days from the date of receipt of
this order the allotment order is liable to be cancelled and the quarters will be re-
allotted.
(ii) Rent Payable: The employees in service are to pay the applicable Normal Rent for the
quarters with reference to Order No.Corp/P&A/WR-800/2001-02, dated 4-9-2001.
However, the rent, EC and other service charges are subject to revision.
(iii) If the Electricity and Water consumed are metered, charges for power and water will be
levied at the following rates:
Units Rate/Unit
For the first 50 p.u -- Free of charges
51 to 125 p.u -- 10 Paise
126 to 200 p.u -- 15 Paise
201 and above -- Selling rate to
Tamil Nadu Electricity Board
If the allottee utilized the power for any business purpose or misused, rate applicable to
licensees in the NLC area will be charged. The rent and charges for power, water supply and
other services shall be payable by the allottee from the date of occupation of the quarters or
from the 10th day of receipt of the allotment order whichever is earlier. The rent and charges
will be recovered from the allottee by deduction from his/her pay/wages.
2. Rates of rent and power, water and any other service charges that may be levied in future, are
liable to be revised from time to time and in particular, if the allottee draws higher pay/wages in
his/her time. The rate of rent, EC and WC specified above will be applicable only to employees
of the Coporation. For non-employees rent, EC and WC will be levied as per rate given in the
allotment order and Subject to revision as decided by the Management.
3. When, as a result of promotion, the allottee becomes entitled to and is allotted a quarters of
higher type, he/she should vacate the quarters previously allotted to him/her and occupy the
quarters newly allotted, not later than thirty days after such new allotment has been made. The
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rent and other charges appropriate to the quarters, newly allotted will be levied from the date of
occupation of those quarters. Failure to occupy the quarters, newly allotted within the period of
ten days will result in cancellation of the newly allotted quarters and his seniority will be brought
down.
4. The premises allotted shall be used only for residential purposes and not for any other
purposes.
5. No other place except the kitchen shall be used as a kitchen, i.e. for cooking.
6. The allottee shall not make any alterations or additions to the premises, including temporary or
permanent structures of any kind attached or unattached to the house without the prior
permission, in writing from the Corporation.
7. The allottee shall keep the exterior and interior of the entire premises (including compound),
and all addition there to or therein, boundary wall and fences there of, if any, and the solid drain
pipes and sanitary and water supply fittings and the electrical installations and fixtures thereof
therein, thereon, and affixed thereto, in good and tenantable condition.
8. The trees, etc. in the site around the quarters i.e. in the premises including the compound,
should not be cut down, or any branches topped off, without the previous permission of the
Corporation, in writing.
9. The allottee shall not sublet or part with the possession of the premises, or any part thereof to
anyone, under any circumstances.
10. The allottee, when required, shall allow the Corporation’s servants or agents to carry out the
annual maintenances, and special repairs, if any, to the building.
11. The premises shall be deemed to be within the Corporation’s control and the allottee shall
vacate the premises whenever required to do so, leaving all fixtures additions thereto, in good
and tenantable condition.
12. The Corporation has the absolute discretion to transfer the allottees from the quarters to
another without assigning reasons therefor.
13. The allottee should intimate the date on which he/she occupied the quarters allotted to him/her
in paragraph in I above, to the Township Administrator and his/her Pay Drawing Officer.
14. This order of allotment is liable to be cancelled in the event of misconduct on the part of the
allottee or misuse of the quarters, or other breach of any of the conditions of allotment, or in the
event of its being found it was made erroneously or on the basis of incorrect facts and
particulars furnished by the allottee in his/her application for quarters.
15. The value of any damages causes to or in the quarters of the premises as a whole, including the
compound and any fittings thereof, therein, thereon, or affixed thereto including trees, electric
and other posts etc., shall be recoverable from the allottee.
16. If it is found that the electric energy/water meter(s) fixed in the quarters has or have been
tampered with in any manner power/water supply to the quarters shall be cut off pending
enquiry and action to be taken against the allottees. The charges for reconnection shall be
recovered from the allottee if the enquiry shows that the allottee has been guilty of tampering
with the meter of supply.
17. The allottee shall keep the portion of the area occupied by the sewers in the compound of the
houses, clear of vegetation to enable the Public Health or other staff of the Corporation to
approach the area in question easily for inspection and repairs. The allottee shall when
required, allow the Public Health and water work staff of Corporation to carryout inspections
and repairs.
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18. Any breach of any of the above conditions will be deemed to be misconduct and will accordingly
entail disciplinary action being taken against the allottee, in addition to any other action
indicated in the conditions of any other remedy open to the Corporation.
19. For any breach of any of the conditions of allotment in additions to action being taken against
the allottee under conditions (14) and (15) above, the allottee will forefeit the concession of
paying Normal rent for the quarters on the basis of Standard-A. In such cases the breach of
conditions of paying rent allotment the corporation reserve to themselves the right to charge
penal rent for the quarters with effect from the first of the month in which breach of any of the
conditions or allotment occurred or from the date of occupation whichever is later.
20. If the allottee to whom a residence is allotted dismissed or removed from the services reverts or
resigns from the services of the Corporation the allotment to him/her will be cancelled with effect
from one month after the date of his/her dismissal, removal, reversion or resignation as the
case may be or with effect from any date such dismissal, removal, reversion or resignation on
which the residence is actually vacated, whichever is earlier. Rent and other charges in such
case will be recovered as per rules in force.
21. Where both husband and wife are employed and having allotted quarters individually in the
NLC area including the quarters constructed by Government Departments, Banks, Schools,
etc., they should surrender one of the quarters within fifteen days from the date of marriage,
failing which penal rent shall be recovered for one of the quarters besides taking disciplinary
action against them.
22. Maintenance of pigs, sheep and goats totally prohibited.
23. The allottee shall take licence for cows and buffaloes maintained by him from the Township
Administrator after paying the licence fee of Rs.1/-. Cows and buffaloes shall not be allowed to
roam about in streets. Only the approved grazing grounds shall be used for grazing and no
animal shall be allowed to graze in unauthorized sites or damage the Corporation’s or other
individual’s plants, trees or trespass into the lands in which the Corporation’s buildings are
situated. Cattles should be kept within the compound of the allottee quarters otherwise penalty
will be imposed.
24. The cost of the administrative expenses incurred in preventing unauthorized straying of cattle
and the value of damage caused to the property of the company, which have been worked out at
Rs.60/- per day cattle will be recovered from the employee/allottee, without prejudice to any
action that may be taken on cattle pound charges that may be collected under the act.
25. The allottee shall not always keep dogs owned by him in leash in streets, grounds, other lands
and properties of the Neyveli Lignite Corporation. Licence fee will be Rs.15 per annum and fee
for the recovery of the captured dog will be Rs.10/- per dog.

FOR FLAT TYPE QUARTERS ONLY

(For Type-I, Type-II, Type-III, Type-IV Flat type quarters and Hostel Type flat Quarters)
26. The allottee shall not raise any garden in the open space or in front of the building.
27. The allottee shall not use firewood, dung cakes or any of the fuel that will emit smoke.
28. No Shed, or pandal shall be put up either in the rear or front side of the building.
29. The allottee, in addition to electricity consumed by him and charge with reference to meter
reading indicated by the separate meter provided for the flat, shall have to pay proportionately
for the current consumed by the common light points provided in the building.
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30. Subletting will not be allowed.

31. The allottee shall not fix T.V. Antenna or any other fixture to the walls of the water tank.
32. The allottee should vacate the quarters (Lower type in the case of higher type allotment) within
thirty days from the date of occupation of quarters now allotted. Failing which, penal rent will be
recovered from the allottee from the 31st day of the occupation of the quarters now allotted
besides taking disciplinary action against him.
TOWNSHIP ADMINISTRATION.

ANNEXURE - XVI
CONDITIONS FOR ALLOTMENT OF PLOTS
1. The ground rent payable by the allottee for the plots is Rs. 5/10 (Rupees five/Rupees Ten only)
per mensum. The ground rent shall be payable by the allottee from the date of allotment or the
date of occupation of the said plot whichever is earlier. The ground rent referred to will be
recovered from the allottee by deduction from his /her wage bill.
i) He/She should live peacefully with his neighbours and cause no inconvenience to the
neighbour or the society around.
ii) He/She should not open petty shops in the premises.
iii) He/She should not rear pigs and goats or such animals which are a source of annoyance to
the neighbours.
iv) The allottee is personally responsible for such other risks which will affect the neighbours.
v) He/She should not dig wells in his premises.
vi) He/She should vacate the premises when asked for by the management for any reasons
whatsoever.
2. When the allottee gets residential quarters allotted to him/her in his/her turn either in the
Township or in the Temporary Colony, he/she shall vacate and hand over the above plot allotted
to him/her to the Building Inspector concerned and occupy the quarters newly allotted in the
Township or Temporary Colony not later than 5 days referred to, will result in the cancellation of
the newly allotted quarters and also in the recovery of rent equivalent to the rent for the allotted
type of quarters in the New Township or Temporary Colony.
3. The plot allotted shall be used only for the erection of a temporary structure for residential
purposes and not for any other use.
4. The allottee shall not on any account encroach beyond the space specified in the allotment
order.
5. The cow shed, joge type well or any other construction shall not be made in the area by the
allottee. No earth pits should be made in the plot allotted.
6. The allottee shall keep the exterior and interior of the entire premises, drains, pipes and water
supply etc. neat and clean.
7. Trees etc. outside the allotted plot and in the plot should not be cut down or any branches
topped of.
8. The allottee shall not sublet, transfer or part with the possession of the premises, or any part
thereof to any one under any circumstances.
9. The premises shall at all times be deemed to be within the Corporation’s control and the
allottee shall vacate and hand over the plot whenever required to do so.
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10. The allottee shall not sell the superstructure to any other employee or private party without the
prior orders from the Township Administrator.
11. This order of allotment is liable to be cancelled in the event of any misconduct on the part of the
allottee in misuse of the plot or the temporary structure erected thereon or breach of any of the
conditions of allotment or in the event of its being found that was made erroneously or on the
basis of incorrect facts or particulars supplied by the allottee in his application for the allotment
of plot.
12. The cost of any damage by the allottee caused to any pipe line, electric posts including trees
etc. shall be recoverable from the allottee.
13. If it is found that the electric, telephone or water supply connection passing through have been
tampered in any manner, the allottee is liable to be proceeded against as if it is a misconduct
under the allotment rules. The charges for reconnection also shall be recoverable from the
allottee, if the authorities are satisfied that the allottee has been guilty of tampering with the
above said conditions.
14. Any breach of any of the above conditions by the allottee will be deemed a misconduct and will
accordingly entail disciplinary action being taken against the allottee in addition to any other
action indicated in the service conditions or any other remedy open to the Corporation.
15. If the allottee, to whom a plot is allotted, dies, dismissed or removed from the service or retires
or reverts or resigns from the services of the Corporation, the allotment made to him of the plot
will be cancelled with effect from one month after the date of his death, dismissal, removal,
retirement is not vacated by the allottee earlier. Meanwhile, ground rent and other charges in
such cases will be recovered at the rates at which they were recovered on the date on which the
allottee dies or was dismissed, removed, retired, reverted or resigned from the services of the
Corporation. Even if the plot is not surrendered after one month, the allottee or his family will be
forcibly evicted from the said plot.

*****
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36. RULES RELATING TO REIMBURSEMENT

OF CONVEYANCE EXPENDITURE
36.1 The Scheme of Reimbursement of Conveyance Expenditure has been introduced with
a view to encourage the employees to own and maintain conveyance and to use such
conveyance on journeys undertaken for official purpose.
36.2 CONDITIONS OF ELIGIBILITY
All regular workmen/employees of the company shall be eligible for reimbursement of
conveyance expenditure at the rates as under and the terms and conditions set forth
hereunder.
36.3 RATES OF REIMBURSEMENT
Type of Vehicle Workmen/ Jr Engineers Executives &
Non-Executives Non-executives
E1 & above
I Motor Car ** ** E3 & E4 Rs 1200/-p.m.
E5 & above Rs 1700/-p.m
II a) Motor cycle/ Rs.635/- p.m. Rs.660/- p.m Rs.680/-p.m.
Scooter
b) Moped less Rs.330/- p.m. Rs.340/- p.m. Rs.350/- p.m.
than 1 HP
III Employees not Rs.130/- p.m. Rs.130/- p.m. Rs.130/- p.m.
in possession
of any other
vehicle and
using public
transport
**Those not owning Two wheeler in their name, but owning car in their name and using the same for
Official purpose are eligible for RCE at the rate applicable for Motor Cycle / Scooter.
Employees posted to Mine-II and Thermal Power Station-II & Thermal Power Station – II Expansion
and sanctioned reimbursement of conveyance expenditure are eligible for the following amount in
addition to the above rates.
Type of Vehicle Rate (per month)
Car Rs 250/-
Scooter/Motor Cycle Rs 100/-
Moped Rs 60/-
36.4 CONDITIONS FOR CLAIMING CONVEYANCE REIMBURSEMENT:
36.4.1. Ownership and maintenance of a conveyance by the employees is in the interest of
the company in as much as it would be useful in the efficient and effective discharge
of his official duties.
36.4.2 The employee is required to attend to official business beyond normal duty hours
and/or during holidays as and when required or necessary for which no company
transport or extra compensation is admissible.
36.4.3 The rates of Reimbursement of Conveyance Expenditure and additional amount
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payable for employees posted in Mine-II and TPS –II & TPS –II Expansion will be
eligible only in the event of Physical attendance on duty for minimum of 15 days in a
month. No Pro rata Payment will be made.
36.4.4 Half a day presence shall be cumulatively reckoned for arriving at 15 days physical
attendance. For example an employee is physically present for 12 full days and
6 half days in a month he would be entitled for Reimbursement of conveyance
expenditure for that month.
36.4.5 Period of deputation to attend Official works within Neyveli or out station, on
specific orders of Unit Head shall be reckoned as Physical presence.
36.4.6 CL, EL, ML, HPL, EOL, Weekly-Off, C-Off shall not be construed as Physical
Attendance.
36.4.7 Reimbursement shall be allowed in respect of one vehicle only provided it is owned
and registered in the name of the eligible employee. Insurance should be paid
renewed periodically.
36.4.7.1 (i) It has been ordered that those who are claiming Reimbursement of
Conveyance Expenditure have to produce the Registration
Certificate (RC Book), valid Insurance and Road Tax.
(ii The reimbursement of Conveyance Expenditure is made on the basis
of the Certificate furnished by the employee in the prescribed
Proforma before 7th of every month.
(iii) Since certain practical difficulties were expressed by the Unit
Personnel Heads in insisting for valid insurance cover for vehicles not
covered under NLC conveyance advance, it has been decided not to
insist insurance only for those vehicles not covered under NLC
conveyance Advance for sanction of Reimbursement of Conveyance
Expenditure subject to declaration by employees that no advance
was drawn from the Corporation for the purchase of Vehicle in
possession and it will be his/her responsibility to ensure Insurance
coverage/fulfilling of statutory provisions. This is issued without
prejudice to any orders/conditions laid down by Transport/Statutory/
Government Authorities and the responsibility of insurance coverage
lies only with the employee concerned.
(Ref: No. CORP/P&A/WR/812/2007-18 Dated: 26 .07.2007.)
36.4.7.2 (i) Clarification has been sought by certain Production Units with regard
to settling the compensation without insurance cover, when the
employees use the vehicles for conveyance beyond the main entry
point inside the Unit premises to the respective work places and the
vehicles meet with accident either involving the employee concerned
or any other third party inside the premises.

(ii) It is clarified that, the circular issued vide P&A's No:

CORP/P&A/WR/812/2007-18 Dt: 26.07.2007. covers Units
including production Units of NLC.
(iii) Despite the above, accident if any arises inside the
premises/Yards/Shift Office/Canteen etc. while plying with their own
vehicles, the employee will only be held responsible for any
damages/claim. While obtaining undertaking this clause may also be
incorporated.
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(iv) This may be given wide publicity.

(Ref: No. CORP/P&A/WR/812/2007-19 Dated: 18.08.2007.)
36.4.8 An employee who is entitled to reimbursement of conveyance expenditure shall
use his own conveyance for official journeys within the limits of the city/town
headquarters/company's township where he is posted.
36.4.9 An employee who claims reimbursement under these Rules will not be entitled to
avail company's staff car/transport facilities.
36.4.10 Employees who travel to and from the place of work in company staff vehicles by
reason of such vehicles are authorised for being parked at their residences or
otherwise will therefore, not be eligible for reimbursement under these rules.
36.4.11 Employees who are provided free transport facility, concessional Company
Transport or subsidised Transport service facility will not be eligible for
reimbursement under these rules. The practice of issuing concessional monthly
bus pass is dispensed with.
36.4.12 Where an employee is absent from the Headquarters/place of duty or leave/tour,
temporary transfer or otherwise, or where the vehicle is not utilised for official
purpose owing to the same not being maintained in running condition for a period of
30 days and above, no reimbursement shall be allowed during that period.
36.4.13
(i) An employee who is eligible for reimbursement of conveyance expenditure
under these rules may apply in the prescribed form (Annexure-A) through
proper channel. All such application will be submitted to the Head of Unit.
(ii) The Head of the Unit will examine the application with reference to the
conditions of eligibility laid down herein and satisfied that the applicant is
entitled to reimbursement of conveyance expenditure, under these rules,
suitable orders will be passed to this effect indicating the monthly ceiling rate
and the date from which reimbursement will be admissible.
36.4.14 Reimbursement will be with effect from 1st of the month following the date of
purchase. Same procedure will be followed in regard to admissibility of higher
rates applicable to executives, to those non-executives promoted to executive
cadre in the middle of the month.
36.4.15 In pursuance of the sanction issued under 4.13 above, reimbursement shall be
made on the basis of the certificate of monthly claim in the prescribed proforma
(Annexure B) submitted by the employee at the end of each wage month.
36.5 DELEGATION OF POWERS TO SANCTION THE REIMBURSEMENT OF THE
CONVEYANCE EXPENDITURE.
FOR TWO WHEELERS :
36.5.1 The sanction of reimbursement of conveyance expenditure has to be accorded in
Annexure-A by the Unit Head. On behalf of the Unit Head the powers will be
exercised by the Head of the personnel Department, subject to the approval of the
consolidated statement by the Head of the Unit. The application for sanction in
Annexure-A is to be routed through proper channel and the first part of the
certification to be furnished by the Head of the Department will be by the
Department/Division under whom the employee is working or by the nominated
officer by the Head of the Department/ Division.
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36.5.2 The Head of the Department/Division in the respective Unit shall verify the R.C.
Book before certification of the reimbursement of conveyance expenditure. The
R.C. Books will be subject to verification at any time as may be required.
36.5.3 After sanctioning the reimbursement of conveyance expenditure as per Annexure-
A the P&A Department of the respective Units shall make necessary entries in the
service registers of the employees to this effect.
36.5.4 Commercial vehicles / sports utility vehicles are not permitted for claiming
conveyance reimbursement / conveyance advance and claims shall be restricted
to personal car models like OMNI.
FOR CAR :
36.5.5 Head of the respective Unit shall verify the R.C. Book and recommend for
sanction and authenticate the Application for reimbursement of conveyance
expenditure. [Annexure - A (Car)]
36.6 OTHER CONDITIONS
36.6.1 In respect of the employees who do not own any two wheelers/four wheelers, no
certificate is required.
36.6.2 The reimbursement of the conveyance expenditure is subject to the condition that
the employee concerned uses the vehicle for the entire month.. In case of absence
from headquarters, or place of duty, or not maintaining the vehicle in running
condition for a continuous period of 30 days or more, the employee will not be
eligible for reimbursement for this period even if it falls in two different months. The
holidays prefixed and suffixed will also be counted as absence for this purpose.
36.6.3 The employees have to furnish the certificate in Annexure B to the respective P&A
Department on or before 7th of the following month to become eligible for
reimbursement in respect of previous month. This certificate is not required in
respect of those who do not posses any two wheelers/four wheelers. However
these employees will also not be eligible for the reimbursement for a period not
having 15 days physical attendance.
36.6.4 The reimbursement of conveyance expenditure will be claimed through the pay bill
only. The P&A Department will furnish inputs by exception to the Data entry point
through the respective Accounts Centres before 10th of the following month, only in
respect of employees ineligible for the month.

36.7 CONVEYANCE ALLOWANCE TO PHYSICALLY HANDICAPPED

Conveyance Allowance paid to the blind or physically handicapped employees at 10% of the
basic pay subject to a maximum of Rs.170 /- will continue to be admissible to such
employees and there shall be no change in this rate. If however they are in possession of two
wheelers and also use them, they may be allowed the reimbursement of conveyance
expenditure, if the same is higher in-lieu of physically handicapped allowance.
36.8 OTHER CATEGORIES
36.8.1 Class IV / Attenders etc. who are required to deliver urgent tapals / cheques etc, at
distant places may be continued to be allowed the reimbursement of bus fare even
though they are otherwise eligible for reimbursement of conveyance expenditure.
The distance covered however should be more than 8 Kms from the Office in which
they are working.
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36.8.2 The employees in the Selection Grade (E-1) may be allowed reimbursement of
conveyance expenditure at the rate applicable to the Executives.
36.8.3 Casual workers, Trainees, Apprentices and those who are on consolidated pay will
not be eligible for reimbursement. However regular employees of the Corporation
who are appointed as trainees in the higher post will be eligible for reimbursement
of conveyance expenditure.
36.8.4 In the event of death of an employee he will be eligible for conveyance expenditure
till the date of his death. In this case the Unit heads will furnish certificate for
claiming the amount.
36.8.5 In the case of resignation, the employees will be eligible to draw conveyance
expenditure up to the date of his relief on production of required certificate.
36.8.6 Employees who have been allowed company's transport during any period will not
be eligible for reimbursement of conveyance expenditure.
36.8.7 The employees entitled to reimbursement of conveyance expenditure under these
rules will, if he is no longer in possession of the vehicle through loss, sale, theft etc.,
immediately report the matter to the Personnel Department with a copy to the
Accounts Department concerned. The Personnel Dept. will there upon notify
cancellation of the earlier order sanctioning monthly reimbursement of conveyance
expenditure under these rules.
36.9 THE CLASSIFICATION OF TWO WHEELERS FOR THE PURPOSE OF REGULATING
THE RATE OF REIMBURSEMENT OF CONVEYANCE EXPENDITURE.
The types of vehicles will be classified as follows:
100 CC and above : Motor cycle / Scooter
Less than 100 CC : Moped
36.10 GENERAL
36.10.1 Option can be exercised by M3 & above Officers between conveyance
reimbursement or company transport. However, providing transport will be at the
discretion of Unit Heads/FD. If an Officer is promoted or transferred, granting
conveyance reimbursement or providing transport will be at the discretion of the
Unit heads, depending upon the merits of each case. Such of those executives of
M3 & above level who are not provided transport by pool vehicles will be eligible for
drawing reimbursement of conveyance expenditure, with the approval of the Head
of the Unit.
36.10.2 Nature of functions of certain executives/employees require movement to various
locations/sections/offices during the course of official work. Example TA
Department, Civil Department, Health/Building Inspectors, Internal Audit, IE Wing
etc. In those cases,
I. Option can be given by the Officers in the rank of M3 and above for
reimbursement of conveyance expenditure or transport. But the Unit Heads
may use their discretion to provide transport with the available vehicles.
II. Those who have been provided with Corporation bicycle
a. To cover vast areas to perform official duties, they may keep their
bicycle in the office and allow them to take the cycle from the office to
perform their duties. In such cases, reimbursement of conveyance
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expenditure may be permitted as per the rates specified depending

upon the vehicles they possess.
III. Those who are provided with official transport by pool vehicles will not be
eligible for reimbursement of conveyance expenditure.
36.10.3 Certain categories of staff like Private Secretaries/Personal Assistants attached to
Directors etc, by their nature of work have to remain late in the evening and have to
come early in the morning are not entitled for Company transport, since they are
being paid Personal Allowance.
36.10.4 Higher rate of reimbursement of conveyance expenditure applicable to Executives
may be paid to the Employees who are promoted from Non-Executive cadre / scale
to Executive cadre / scale retrospectively, from the date of issue of Orders of
Promotion/movement to executive scales.
36.10.5 The Employees from Central/State Government etc. who are working in the NLC
on deputation may also be paid the reimbursement of conveyance expenditure
subject to the terms and conditions stipulated in the Scheme.
36.10.6 In case of change in the same category of Vehicle, the sanctioning authority shall
be informed by the employee well in advance. On verification of the RC Book of the
changed vehicle, necessary entries shall be made in concerned records.
36.10.7 The reimbursement of conveyance expenditure is made on the basis of the
certificate furnished by the employees every month in the prescribed proforma at
the end of each month and is subject to verification of RC book and other
documents.
36.10.8 The Heads of units / establishment are therefore requested to make a random
check of relevant records in support of claim for conveyance allowance and to
ensure that the employees who are entitled for conveyance allowance are
satisfying the conditions stipulated for the payment of the allowance, before
authorizing the payment based on Annexure - B
36.10.9 The Management reserves the right to modify, cancel or amend any or all of these
rules or orders issued thereunder.
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ANNEXURE - A
NEYVELI LIGNITE CORPORATION LIMITED
SCHEME FOR REIMBURSEMENT OF CONVEYANCE EXPENDITURE
APPLICATION FORM
To
The Unit Head (Sanctioning Authority)
Through (Head of Department)
Name of Applicant :
P.F. No. :
Designation :
Salary, Grade & Basic pay :
Department :
Type of vehicles owned and used :
for official work
Registration No. :
Date of purchase of vehicle :
Date from which vehicle is being :
used for official journey
Place where posted :
DECLARATION
I have gone through and understood the rules and conditions governing admissibility of monthly
reimbursement of conveyance expenditure as detailed in the scheme. I do hereby undertake that if
reimbursement of conveyance expenditure is granted under the scheme, I will abide by the terms and
conditions laid down there in.
Date Signature of Applicant
For official use only
I have duly examined the application with reference to the conditions of eligibility prescribed under
the relevant rules. I am satisfied that the applicant is eligible for reimbursement of conveyance
expenditure under the scheme.

Date: Signature of Head of Department

The applicant Shri ……………………………… (PF No…………..) Designation…………………….

may be granted reimbursement of conveyance expenditure subject to a maximum of
Rs.___________________ per month with effect from ____________________.

Signature of the Sanctioning Authority

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ANNNEXURE – A(car)

NEYVELI LIGNITE CORPORATION LIMITED

Scheme for Reimbursement of Conveyance Expenditure in respect of Car
Application Form

To

The Unit Head Concerned

1. Name of Applicant :

2. CPF No. :

3. Designation :

4. Scale of Pay & Basic Pay :

5. Divisions of Unit :

6. Registration No of the Car :

7. Date of purchase of Car / Registration :

8. Existing sanction for reimbursement of : Motor Cycle/Scooter/Moped

conveyance expenditure

I have gone through and understood the rules and conditions governing admissibility of monthly
reimbursement of conveyance expenditure in respect of Car as detailed in the scheme. I do hereby
undertake that reimbursement of conveyance expenditure is granted under the scheme, I will abide
by the terms and conditions laid down therein.

Date Signature of Applicant

For Official use only

I have duly examined the application with reference to the conditions of eligibility prescribed under the
relevant rules. I am satisfied that the applicant is eligible for reimbursement of conveyance
expenditure under the scheme, and he has not been provided with any company transport (i.e. Staff
car/Jeep etc.)

Date Signature of Unit Head

The applicant Shri ________________________________ may be granted reimbursement of

conveyance expenditure subject to a maximum of Rs.___________ per month with effect
from______________

Signature of Sanctioning Authority.

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ANNEXURE - B

SCHEME FOR REIMBURSEMENT OF CONVEYANCE EXPENDITURE

(For Two Wheeler/Car)

CERTIFICATE OF MONTHLY CLAIM FOR THE MONTH OF

……………………………………………….

To

The …………………………………………………….. (Head of Unit)

01. Name of the Employee :

02. CPF No. :

03. Designation :

04. Scale of Pay :

05. Division/Office :
06. No. of Days of Physical Presence :
on duty during the month

07. Amount Claimed : Rs. ……………./- (Rupees……………

…………………………………………………
…………………………………………….Only)

I hereby certify that I have maintained my Car / Scooter / Motor Cycle / Moped Registration
No. ……………………………………………………………in proper running condition and utilized the
same in the performance of Official Journeys and had not utilised any mode of Concessional
Company Transport or Subsidised transport facilities of the Company. Expenditure incurred on the
maintenance and running of the vehicle during the above said period was not less than the amount
claimed.

Also certified that the above vehicle was brought to the place of work not less than the number
of days of Physical presence as above.

Date: Signature of the Claimant

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REFERENCES:-
1. Proc.No. 113/P&A/WR/90, Dt. 13.12.90
2. Memo.No. 1660/WR/91, Dt. 22.01.91
3. Memo.No. 1660/WR/91-3, Dt. 04.02.91
4. Memo.No. 1660/WR/91-4, Dt. 21.02.91
5. Memo.No. 1660/WR/91-5, Dt. 22.02.91
6. Memo.No. 1660/WR/91-8, Dt. 14.03.91
7. Memo.No.1660/P&A/WR/91-9 Dt.05.04.91
8. Memo.No. 1660/WR/91-12,Dt. 20.02.92
9. Memo.No. 1660/WR/91-13,Dt. 15.05.92
10. Memo.No. 1660/WR/91-14,Dt. 30.07.92
11. Memo.No. 1660/WR/91-15,Dt. 05.05.93
12. Memo.No. 1660/WR/91-16,Dt. 14.07.93
13. No.1660/P&A/WR/91-17, Dt. 11.05.94
14. No.1660/P&A/WR/91-18, Dt. 17.11.94
15. Proc.No. 113/P&A/WR/95, Dt. 14.07.95
16. No.1660/P&A/WR/91-19, Dt. 21.10.95
17. No.1660/P&A/WR/91-20, Dt. 20.09.96
18. Lr.No.1660/P&A/WR/91-21, Dt.02.04.97
19. Proc.No.113/P&A/WR/95,Dt. 18.10.95
20. Proc.No.72/P&A/WR/95,Dt. 11.12.95
21. Proc.No.55/P&A/WR/95,Dt. 18.07.95
22. Corp/P&A/ 812/WR/2000-3,dt. 23.10.2000
23. Corp/P&A/ 812/WR/2000-4, dt. 06.11.2000
24. Corp/P&A/ 812/WR/2000-5,dt. 14.11.2000
25. Corp/P&A/ 812/WR/2000-7, dt .16.11.2000
26. Corp/P&A/ 812/WR/2000-8, dt. 12.12.2000
27. Corp/P&A/1951/2002,Dt. 28.08.2002
28. No.CORP/P&A/WR/825/2001-16, Dt. 30.05.2002
29. No.CORP/P&A/WR/812/2001-15, Dt. 01.12.2003
30. No.CORP/P&A/WR/812/2004-16, Dt. 20.11.2004
31. Proc.No.CORP/P&A/Rules/1951/2005, Dt. 05.08.2005

*****
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37. MEDICAL BENEFIT RULES

37.1 TITLE:
These rules may be called the Neyveli Lignite Corporation Limited (Medical Benefit Rules).
37.2 INTERPRETATIONS:
In these rules, the following expressions shall unless excluded by or repugnant to their
context, have the meanings hereby attached to them, namely:
37.2.1 “Authorised Medical Attendant” means any Medical Officer of the Corporation
appointed in this behalf by the Corporation.
Authorised Medical Attendants of the Central Government Employees will be the
Authorised Medical Attendants for the employees of the Corporation (and
members of their families) of equal status who are having Headquarters at Chennai
and elsewhere and also for the employees of the Corporation while they are camp
at Chennai, on duty, leave, training, etc.
37.2.2 “The Corporation” means the Neyveli Lignite Corporation Limited.
37.2.3 “Employee” means

v The employees of the Corporation of all classes including Probationers,

Trainees and Apprentices and the Workers of Industrial Canteens.
37.2.4 “Family” means an employee’s spouse, his or her legitimate children and step
children, and legally adopted children wholly dependent on him and his/her
dependent parents (includes adoptive parents also, as the case may be).
37.2.5 “Government Hospital” means a hospital maintained by a Government or Local
Authority in the Indian Union and any other hospital with which the Government for
the treatment of Government Servants has made arrangements.
37.2.6 “Patient” means an employee of the Corporation to whom these rules apply and a
member of his family, who has fallen ill.
37.2.7 “Pay” means the pay or salary or wages receivable by an employee from the
Corporation at the time he falls ill.
37.2.8 “Specialist” means a Doctor who has been declared as such by the Director of
Medical Services, of a State or in the JIPMER Hospital at Pondicherry who have
been declared as such by the Head, JIPMER.
37.2.9 “Treatment” means the use of all medical and surgical facilities available at the
Corporation General Hospital (hereinafter referred to as the Hospital) and at the
Corporation out-door dispensaries and at the Government or Local Authority’s
hospitals, or at referral hospitals at which the patient is treated. Treatment shall
include confinement, prenatal and postnatal treatment.
37.2.10 Words denoting the masculine gender shall include the feminine gender;
37.2.11 Words denoting the singular number shall include the plural number and vice
versa.
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Employees with Headquarters outside Neyveli

v Employees and their families having headquarters outside Neyveli.

v Employees with head-quarters at Neyveli but the members of their family

staying outside the headquarters for purpose of education of children and

v Employees with head-quarters at Neyveli (including the members of the

family) and temporarily away from head-quarters on duty, training, leave or
otherwise falling ill while away from head-quarters on duty, training, leave or
otherwise who require medical relief can have treatment in outside places on
par with central government employees as provided in CSMA Rules.
37.3 APPLICABLITY:
37.3.1 These rules apply to
a. All employees of the Corporation whether on duty, leave including terminal
leave, leave preparatory to retirement or under suspension;
b. Persons appointed on foreign service terms during their service in the
Corporation;
c. Apprentices who are in whole time service of the Corporation;
d. Families of the employees; and
e. Government pensioners on their re-employment under the Corporation.
37.3.2 These rules however do not apply to
a. Employees of the corporation on deputation or Employees on EOL for foreign
employment under lien service.
b. Retired employees of the corporation.
c. Persons appointed on contract, unless specifically mentioned in the terms of
their appointment and
d. Treatment secured outside India.
37.4 Criteria of Family Members to be a dependant:
37.4.1 Son & Daughter
37.4.1.1 All the children, stepchildren & legally adopted children of employee.
37.4.1.2 In case of Hindu employee the children through first wife.
37.4.1.3 Children born in case of failure of family planning sterilization or
recanalisation operation of employee / spouse after withdrawing the
benefits extended as per the conditions governing sanction of family
planning increment.
37.4.1.4 In case of sons aged 28 years and above, they should be unemployed
and unmarried. In case of unmarried daughters, she should be
unemployed. Married/Employed sons and daughters cannot be
considered as wholly dependent on the employee.
(No. P&A/3546/C1-1/Rules/91-2,dt.06.08.91)
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37.5. Parents
37.5.1 Normally the parents should reside with the Employee.
37.5.2 The total monthly income of the parent should not exceed (the pay plus dearness
pay wherever applicable) Rs.1500/- per Month.
(No. CORP/P&A/1926/2002,dt.13.03.2002)
Computation of Income:
The Lump sum non-recurring income e.g., contributory Provident Fund benefits, Government
of India Prize Bonds, Gratuity, Commuted Gratuity, Insurance benefits, etc. should not be
regarded as income for the purpose of this rule.
Recurring monthly incomes from sources such as houses, land holding, etc., should
however, be taken into account for the purpose of assessing income.
37.5.3 The employee concerned, once in the beginning of every calendar year, should
furnish the declaration regarding income and the residence of the parents.
37.5.4 The declaration regarding dependency of parents produced by the employees /
workmen may be retained by the Head of Office concerned and an entry to the
effect “Declaration regarding the dependency of parents (Name of father and
mother) has been produced and accepted” may be made in the MIB of the
employee concerned.
37.5.5 Regarding dependency of natural and adoptive parents of employee under NLC
Medical Benefits Rules, the following new provision is included under NLC Medical
Benefit Rules.
a. An adopted child shall be deemed to be the child of his/her adoptive
parents for all purposes and the ties of the child in the family of his /her birth
are severed and replaced by the adoption.
b. Accordingly medical facilities under N.L.C. Medical Benefit Rules will not
be extended to real (natural) parents, even though they are dependant on
the employee, once the adoption is effected.
c. The term 'Family' for the purpose of N.L.C. Medical Benefit Rules will
include adoptive parents who are dependant upon the employee and
normally reside with him/her and the total monthly income of adoptive
parents does not exceed Rs.1,500/- p.m.
d. In the case of adoptive parents, if the adoptive father has more than one
wife living, and the adoption has been made with the consent of more than
one wife, only the senior most among them in marriage will be deemed to
be the adoptive mother for the purpose of eligibility for the facilities under
N.L.C. Medical Benefit Rules and the other wives will be treated as
stepmothers and they will not be eligible for facilities under NLC Medical
Benefit Rules, since the term 'parent' does not include stepmothers.
This comes into force with immediate effect.
(Reference: Cir.No.CORP/P&A/RULES/1909/2007, 20.09.2007.)
37.6. More than one Wife
In case of Hindu Employee having more than one living wife, the first wife only is eligible for
inclusion in Medical Identity Book as dependent.
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In case of Non-Hindu Employee, if any case arises of the above nature, it may be referred to
P&A Dept./Corp. Office.
37.7. Both Husband & Wife Employed
37.7.1. Both Employed in NLC
In cases where both husband and wife are Corporation Employees, they, as well as
the eligible dependants, may be allowed to avail of the medical concessions
according to his/her status whichever is more favourable.
For this purpose, they should furnish to their respective administrative authorities a
joint declaration as to who will prefer the claim for reimbursement of medical
expenses incurred on the medical attendance and treatment in respect of
wife/husband and eligible dependants.
The above declaration should be submitted in duplicate and a copy of it shall be
recorded in the service register of each of them in their respective offices. Such a
declaration shall remain in force till such time and it is revised on the express
request in writing by both the husband and wife, e.g. in the event of promotion,
transfer, resignation etc. of either of the two. In the absence of such a joint
declaration, the medical concessions shall be availed of by the family according to
the status of the husband.
Wherever, both husband and wife operate the Medical Books, one of the books
may be withdrawn with reference to the declaration given.
The Unit Heads / Heads of establishment are to ensure that the joint declarations
mentioned above may be obtained and pasted in the service book of the individual.
37.7.2. Dependent Parents
When both Husband and Wife are employed in NLC, the medical benefits in
respect of their parents will be regulated as per their joint declaration. That is as per
the joint declaration where the medical concessions are to be regulated according
to the husband’s status, his dependent parents will be eligible for the medical
benefit under the rules and where the medical concessions are to be regulated as
per the wife’s status, her dependent parents will be eligible for the medical benefits.
In other words, the wife’s dependent parents in the former cases and the
Husband’s dependent parents in the latter case will not be included in the term
“family” and will not be eligible for medical benefits under the rules.
(Para 2 of Memo.No.7722/CI-1/71-11,dt.27.2.1973)
37.7.3. Husband or Wife Employed other than NLC
a) In case the husband or wife of the Corporation employees as the case may
be, employed in a Central / State Government or in a Defence / Railway
Services or Corporation / Bodies financed party or wholly by Central /State
Government Local Bodies and Private organization which provide medical
services would be entitled to choose either the facilities provided by the
organization in which he or she is employed.
b) The wife of an employee who is herself gainfully employed and is not “wholly
dependent” on the Corporation servant, shall also be entitled to medical
concessions according to these rules.
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37.8 MEDICAL IDENTITY BOOK

37.8.1 The Medical Identity Book issued is the property of the Corporation. The Medical
Identity Books are being issued to the employees at free of cost immediately on
appointment in the Corporation. In addition to this, Medical treatment book is
issued to each and every employee and his or her dependants for medical follow
up. Whenever there is inclusion of dependants’ name in the Medical Identity Book,
a new Medical Treatment Book will be issued to the individual.
37.8.2 In the Offices where there is no Unit Heads / Head of the Office himself shall issue
the Medical Identity Books. There shall be only one officer nominated to issue the
cards.
37.8.3 A list of officers authorised to sign the Identity Cards in the Unit shall be drawn up by
the GM/DGM of Branch/Units and intimated to the Chief Medical Officer.
37.8.4 The concerned Medical Officer with reference to the seal and signature of the
Authorised Officer shall verify the authenticity of the Medical Identity Book.
37.8.5 Medical Identity Book is the basis of verification for
a) Medical reimbursement claims, in respect of self and dependents (i.e.)
Children, spouse and parents.
b) LTC/LTA claims.
c) Family Welfare operations, if any undergone or IUCD insertion in respect of
eligible employees/their spouses.
d) Admission of Children in NLC Schools.
37.8.6 General Instructions
a) The Medical Treatment Book is a vital document and it should be maintained
very carefully.
b) The Medical Treatment books are only in the place of O.P. Slips. No Special
medicines will be given unless the medical treatment book is produced.
c) When the employee or dependents come for treatment, they have to bring
the Medical Treatment book with them and after date stamp is put in the
book, they can go direct to Doctor.
d) For emergency cases, O.P. Slips (or emergency slips) will be used. The next
day they have to bring the book and entries to be made.
e) For private patients the present O.P Slips will continue.
f) For replacement, on completion of the book, no charges will be collected. For
the loss of book or theft, a penalty will be collected for the issue for new book.
g) Details regarding the additions or deletions of dependents may be intimated
to the Office then and there.
h) In the case of retirement / resignation/death, the medical treatment books
shall be returned to the Office along with the Identity Book.
i) In the case of admission, medical treatment book may be produced to the
ward for entering the treatment taken, investigations done, discharge
summary etc.,
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j) If any misuse of the book (availing medical benefit by non-eligible persons) is

detected, all the medical benefits given to the employee will cease and
disciplinary action will be taken against the individual.
k) The medical identity book will serve for identification purposes.
37.8.7 a) Inclusion of Members
(i) All the persons covered under the definition of ‘family’ as defined in
37.2.4 and satisfying the criteria noted in 37.4 are eligible for inclusion
in the Medical Identity Book.
(ii) On no account, sisters (married or widow), brothers, etc., should be
included.
(iii) For including parents in the Medical Identity Book, specific declaration
should be given by each employee about the income of the parents and
it should be made clear that if it is found at a later date, on verification,
that the certificate is wrong, the employee is liable for disciplinary
proceedings for giving false information. On getting such certificate
only, the names of parents should be included in the Book.
The names of apprentices can not be included in the MIB of the parents
concerned (if employed in NLC ) during training period.
(b) Employees Stationed Outside Neyveli
Medical Identity Books may be issued to the employees/workmen stationed
outside Neyveli in view of the fact that the Medical Identity Book is the basis
of verification for various welfare measures.
The Medical Identity Book will be necessary when such of the employees
come over to Neyveli for some planned treatment or as an emergency during
their official visit.
The Unit Heads/Heads of Establishments will indicate prominently in the
Medical Identity Book, the headquarters of such of the employees who are
stationed outside Neyveli. The employees who are provided with the
Medical Identity Book may also be informed that any one misusing the book
will be liable for disciplinary action.
Issue of Medical Identity Books should be entered in Medical Identity Book
register.
(No.P&A/4318/CI-1/89-3,dt.09.05.1989)
(c) Graduate Clerical Apprentice / Trainees
Temporary Identification Card in ‘Form A’ will be issued to Graduate Clerical
Apprentices. The Identification Card is valid for the period of training only.
The temporary identification card so issued is valid only for Outpatient
treatment in NLC Hospitals and they will not be eligible for costly drugs as in-
patients. They have to pay for in-patient treatments in case of necessity.
The parents/family members of the trainees are not eligible for free treatment
if they are not employees of the Corporation.
The names of such apprentices cannot be included in the Medical Identity
Book of the parents concerned (if employed in NLC) during training period.
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FORM ‘A’
Identification Card for getting Medical Treatment under MB Rules (To be issued to Graduate
clerical Apprentices of the Corporation – valid for one year during the period of training only)
1. Name of the Trainee/Apprentice
2. Age and date of birth
3. Marks of identification (1)
(2)
4. Date of joining NLC

SPECIMEN SIGNATURE OF SIGNATURE OF THE HEAD OF

THE INDIVIDUAL. THE DEPARTMENT.
(U.O.No.P&A/15551/CI-1/89-3dt.15.2.1990)
37.8.8 Updating of Medical Identity Book
Any addition or deletion in the book should be under proper attestation by the Head
of Office. Further, the Medical Identity Book is required to be renewed annually by
the competent authority and attested. The Heads of Office are to carry the above
instructions to make the Medical Identity Books up to date by entering changes in
particulars of family members, pay and allowances, so that availing of the medical
concession by the employed sons / daughters, married sons / daughters, of
Corporation employees could be prevented. (P&A/13783/C1-1/85, Dt.20.01.86)
The identification marks of the spouse of the workman/employee must be entered
in the Medical Identity Book of each workmen/employee against the name of his
wife in the Medical Identity Book.
The Heads of Units are to insist on their workmen/employees to produce proper
identification marks of their wives legally married by them in the declaration form
annexed with this circular and get the identification marks entered in the Medical
Identity Book with due attestation by an Officer in charge of the Establishment.
In this connection, it is also informed that when a wife of a workman/employee
seeks to have family welfare sterilisation without producing the identification marks
along with the entries in the Medical Identity Book, it shall be liable for the Medical
Authority of the NLC Hospitals to reject such approach.
FORM OF DECLARATION
Name of the Employee Present Residential Name of the Marks of Medical
with Designation and Unit/ Address where the Wife and Identification Identity
Division where working Workmen/ Employee is her age (2 Nos.) Book No.
living with his Wife at present Minimum
(1) (2) (3) (4) (5)

Certified that the above particulars furnished by me are true to the best of my knowledge.

SIGNATURE OF THE WORKMAN/EMPLOYEE

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37.8.9 Issue of Duplicate Medical Identity & Treatment Books

Duplicate Medical Identity Book should not be issued unless the torn out/soiled old
identity book is surrendered.
In case, Medical Identity Book is lost, genuineness of the loss should be proved to
the satisfaction of the issuing authorities. In cases of doubt, the matter may be
referred to the Vigilance Department.
· In case of loss of Medical Identity Book, the employees has to remit Rs.25/- as fine
and obtain duplicate Medical Identity Book.
· In case of loss of medical treatment Book, the employee has to remit Rs.125/- as
fine and obtain duplicate medical treatment book.
(CircularNo.CORP/P&A/DGM/RP/1314/1111/99, dt.25.11.99)
The issuing authority should maintain a Register of Medical Identity Books,
entering the details, such as number of the book, Name of employee and the
members of his/her family entered in the Book, age, etc.
37.8.10 Surrendering of Medical Treatment and Identity Books.
The Medical Treatment Books issued to the sons/daughters of the employees
should be surrendered to the Unit Heads either on getting employment or marriage
of their wards whichever is earlier.
Every employee on termination of his/her service or on relief from Corporation on
resignation, retirement, etc., should surrender Medical Identity Book and Medical
Treatment Book of dependents to the Head of the Office for which he will give a
receipt.
The Medical Identity Books and Medical Treatment Books received from
employees may be arranged to be handed over to Medical Record Department
under proper acknowledgement after making the cancellation marks on the books.
For this purpose, a permanent register may also be maintained.
The Clearance Certificate from Medical Department for final settlement in the
cases of resignation, retirement, death, etc. will be issued only after receiving the
un-used books by the Medical Department.
37.8.11 Misuse of Medical Treatment Books.
Availing Post Retirement Medical Assistance as well as Medical Benefits through
NLC GH as dependant of employees will be viewed seriously and necessary
actions will be taken.
37.9 MEDICAL ATTENDANCE:
Treatment as an outpatient in the Corporation Hospital and Corporation out-door
dispensaries shall be free to all categories of employees and their families, irrespective of the
length of service of the employee in the Corporation.
All employees and their families will be provided with medical attendance at the hospital.
Medical attendance at the employee’s residence will be provided only if the Authorised
Medical Attendant, after examining the patient, considers that the patient on account of the
nature of the illness or his general condition cannot and should not be moved to, or treated in
the hospital or in the dispensary.
Patients shall be admitted in the hospital as in-patients on the advice of the Authorised
Medical Attendant or by the officer on duty in the Hospital or dispensary for purposes of
admission, if the Authorised Medical Attendant had not seen the patient concerned.
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Medical Treatment Book will be the basis for receiving Out-Patient / In-Patient treatment.
37.9.1 ELIGIBILITY FOR ADMISSION INTO WARDS:
1. Executives from E6 and above – ‘A’ Special Ward
2. Other Executives – ‘B’ Special Ward
3. Employees drawing a pay of Rs. 6390/- p.m. and above – ‘C’ Special Ward.
(Wage Revision Circular 2001)
4. Employees drawing a pay below Rs. 6390/- p.m. – General Ward.
If no accommodation in the class to which an employee is eligible for admission is
available and the treatment of the patient in the hospital could not be delayed,
accommodation of a higher class shall be allotted.
37.9.2 EMPLOYEES INVOLVED IN ACCIDENTS
The recovery towards Ward Charges in respect of employees admitted and treated
as in-patient in the NLC Hospitals as a result of accidents arising out of and in the
course of employment may be waived.
Consequent on the orders issued in Para 1 above, the CGS/M is empowered to
waive the recovery of Ward charges in respect of employees/workmen mentioned
therein, subject to the heads of unit/offices certifying that the injury sustained by the
employee/ workmen was due to accident arising out of and in the course of
employment.
The CGS/M is to maintain separate Registers in respect of all accident cases
treated as in-patients, with particular reference to those cases in which recovery of
ward charges has been waived under the powers sub-delegated to him in Para 2
above.
37.9.3 WARD CHARGES
Hospital Stoppages – Re-Named as Ward Charges with certain Modifications in
Definition of the term. These charges will be collected for all employees & their
Dependents as is being collected now
Ward Charges will be collected towards Medical attendance including minor operation,
Accommodation & Nursing according to the type of ward occupied by the patients.
For this purpose all persons aged 12 years and below are considered as
children.
· v Ward Charges consist of diet charges, accommodation charges & servicing
charges
v If admitted after 6.00 p.m., no Ward Charges on that date.
(a) NON- EXECUTIVES
WARD PAY BELOW Rs. 6390 PAY OF Rs. 6390
AND ABOVE
ADULT (Rs.) CHILD (Rs.) ADULT (Rs.) CHILD (Rs.)
GENERAL FREE FREE 1.00 0.50
C SPECIAL 20.00 10.00 1.00 0.50
B SPECIAL 40.00 25.00 40.00 25.00
A SPECIAL 60.00 45.00 60.00 45.00
ICCU FREE FREE 1.00 0.50
NEONATAL -- FREE -- 0.50
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(b) EXECUTIVES
WARD FROM E6 AND ABOVE OTHER EXECUTIVES
ADULT (Rs.) CHILD (Rs.) ADULT (Rs.) CHILD (Rs.)
GENERAL 2.50 1.25 2.50 1.25
C SPECIAL 4.00 2.00 4.00 2.00
B SPECIAL 7.00 3.50 7.00 3.50
A SPECIAL 8.00 4.00 60.00 45.00
ICCU 8.00 4.00 7.00 3.50
NEONATAL -- 1.25 -- 1.25
(C) Employee's Married Daughter - 25% of the rates mentioned below will be
applicable for Maternity / Delivery:
I. WARD CHARGES (Per day):
Ward Rate (Rs.)
General 100
C Special 150
B Special 250
A Special 400
ICCU 500
Neo-Natal 400
II. OPERATION CHARGES:
Description Rate (Rs.)
Caesarean 2500
Hysterectomy 5000
Laparatomy (Maternity) 5000
Normal Delivery 1000
Laparotomy (General Surgery) 3000
Hemi Thyroidectomy 2500
Appendicetomy 1500
Charges (MTP) 1000
D&C 1000
III. NEO-NATAL CHARGES:
Description Rate (Rs.)
Phototherapy Per day 50
Bllurubin (In ward) 50
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IV. In respect of Daughters (erstwhile dependants before their marriage) of

employees, who undergo treatment at Maternity Department in connection
with their pregnancy at the time of delivery etc., advance payment of Rs.200/-
will continue and the rates prescribed for their treatment will be 25% of the
above revised rates.
(Reference: Cir.No.CORP/P&A/RULES/1926/2007, dt:30.06.2007 & 15.11.2007)
37.10.0 REFERENCE TO OTHER HOSPITALS
Employees or their family members will be referred to other hospitals with which NLC has
entered with an agreement for specialist treatment, for want of institutional facilities, in
Neyveli Lignite Corporation. The cost of medical treatment in respect of employees, their
family members who have been referred for specialist treatment may be reimbursed, subject
to the following conditions:
a. The entire admissible expenditure towards the medical treatment of employees and
their family members who are referred to the NLC Approved hospitals by the Chief
General Superintendent/Medical will be reimbursed:
b. The reference should be made on the decision of a Medical Board with CGS/Medical
and two other Doctors constituted for the purpose.
c. The cost of medical treatment in respect of such employees/family members will be
settled directly by NLC with the hospital concerned.
d. The inadmissible items of expenditure on additional cost, Telephone charge, Diet
Charges, inadmissible medicine, certificate fee, etc. shall be borne by the individual
employees.
e. Treatment for mental disease is inadmissible under these rules only to the extent it is
available in the corporation Hospital. Treatment at a Mental Hospital is not covered by
these rules but is governed by the Indian Lunacy Act ,1912.
f. Employees allowed for taking treatment for T.B or Leprosy shall be eligible for
extraordinary leave upto 12 months in addition to leave admissible to them under the
rules subject to the following conditions viz.
(i). The post from which the employee proceeds on leave is likely to last till his return
to duty.
(ii). The extraordinary leave shall be granted subject to the production of a certificate
from the medical officer in charge of the hospital or a sanatorium specifying the
period for which leave is recommended and
(iii). The Medical Officer recommending leave considered that there are reasonable
prospects of the employee being fit to resume duty on the expiry of the leave or
earlier.
g. An Ex-gratia payment of 50% of the pay / wages may be allowed in individual cases of
such employees, on merits, with the specific sanction of the Chairman for 180 days only
of EOL/Leave without wages taken in the entire service of an employee for cases of
treatment of T.B. leprosy, cancer, mental illness, Pleurisy of Tubercular origin and renal
failure.
h. An employee or a workman who has suffered from T.B. or leprosy and who has obtained
treatment shall be entitled to reimbursement of fees for obtaining the certificate of
fitness to return to duty.
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i) Reimbursement of expenditure incurred by an employee on the treatment by a private

dentist or oculist will not be admissible under any circumstances whatsoever even if it is
on the advice of the AMA.
The Expenditure incurred by an Employee or a member of the family for treatment of
‘Venereal diseases’ and ‘delirium tremens’ will not be reimbursed by the Corporation.
j) In these rules, if any question arises as to whether any service is included in medical
attendance or treatment it shall be referred to the Chairman and the decision of the
Chairman shall be final. (Authority for MBR Pro No.263 dt. 24.02.60)
37.10.1 Reference Under Pressure/Force
Medical Department has been advised that as and when there are instances of
using pressure/force in seeking referral of patients to outside, there is no need to
resort to argument and such cases could be referred to outside Hospitals even
when there is no requirement for referral, on written request received from the
concerned who is seeking referral. This is subject to the condition that such
referrals would be examined by an Expert Committee later based on the bills and
Treatment Record / Discharge Summary received from Corporate Hospitals and in
the event of the Committee coming to a conclusion that the treatment at referral
Hospital could have been avoided and provided at NLC Hospital, the entire
expenses involved in the referral of that particular patient would be recovered from
the salary of the concerned employee.
(Cir. No.CORP/P&A/1926/2002, Dt. 03-09-2002)
Despite the above circular it has been reported about avoidable incidents between
Medical Professionals and Employees/Patients Management extends Medical
facility reasonably as part of Welfare measure, even though there is no statutory
provision for referral treatment and misuse of the facility cannot be tolerated. It is
reiterated that in the matters of Medical referral the views of Medical Professionals
is final and binding while patients are free to take treatment at their own cost if there
is no satisfaction.
As such medical officers have been instructed that whenever it is felt that referral is
not required and being forced such cases could also be referred without need for
altercation in the hospital by indicating “reference is out of compulsion” and
subsequently the medical treatment report / discharge summary / bills papers etc.
in respect of all such cases shall be referred to the committee doctors for scrutiny
and recommendations on genuineness or otherwise of the referral. If the
committee come to a conclusion that treatment was possible within NLC and
referral could have been avoided necessary action for recovery from the
concerned employee’s salary. This instruction comes into force with immediate
effect
(No. CORP/P&A/720/079/2003)
37.10.2 CONVEYANCE OF PATIENTS TO HOSPITAL:
NLC Ambulance
NLC ambulance attached to the Hospital shall be made available free of charge to
all employees and their families for taking them to the Hospital and back or for the to
and fro journeys for taking the patients to a Referral Hospital, provided the
Authorised Medical Attendant advises, with reference to the condition of the
employee/patient, that an ambulance must be used.
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Private Ambulance
No refund of charges shall be allowed in the case of use of an ambulance which
does not belong to the Corporation, unless the ambulance used belongs to a
recognised institution such as local authority, Red Cross Society, Fire Service, etc.
The Ambulance service for transporting patients to referral hospitals functions
under the control of DGM/S&FS. It has been reported that on account of shortage /
non-availability of Ambulance vehicles, employees/dependents are compelled to hire
Private Ambulances, on their own and are seeking reimbursement. While action has
already been initiated for the purchase of new Ambulance Vehicles, in order to
address the issue till the new vehicles are procured, the following Scheme is
introduced.
Reimbursement of expenses towards transport of patients to referral hospitals by
Private Ambulances may be regulated, as under:
1) Usage of private ambulance is restricted to cases involving emergency,
patients in serious condition and/or those who on medical grounds cannot
travel by Bus. Necessary clearance should have been given by the
General Hospital in the Referral Order itself.
2) Non- availability of N.L.C. Ambulance (with date and time) should be certified
by the Competent Authority nominated by DGM/S&FS and wherever
possible patients should be clubbed together.
3) The Employees/Dependents may hire any Vehicle but the vehicle should be
registered as "Ambulance", after ensuring that other patients are clubbed, for
economy.
4) Categories of Ambulance Vehicles and the maximum amount reimbursable
(depending upon the type of the vehicle hired) are as under. Payment will be
made for the total mileage by shortest route, proportionate to the number of
patients travelled (viz. If 2 patients travel, the reimbursement is restricted to
50% and so on).
a) Small size vehicle - Maruti Omni type - Rs. 5.50 per K.M.
b) Medium size vehicle-Matador/Mahendra type - Rs. 6.50 per K.M.
c) Large size vehicle - Tempo Travellor type etc. - Rs. 7.50 per K.M.
d) The Registration number of the Ambulance should be clearly indicated
in the bill.
The reimbursement claim should also include a copy of the referral sheet
issued by G.H, and self declaration by the employees concerned stating that
the patients attended treatment at the Referred Hospital(s) as per the referral
orders.
Any false declaration will be viewed seriously and in addition to recovery of
expenses the employee concerned will be subjected to disciplinary action.
This reimbursement arrangement will continue till the new vehicles are in
place. All pending claims may be regulated at the respective Units.
On regularising the reimbursement claims for the usage of Private
Ambulance for referral treatment, the following stipulations may be followed.
1) The distance travelled may be regulated on 'To and Fro' basis.
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2) For the purpose of the uniformity, guidelines for the maximum

permissible ceiling for travel to various Referral Hospitals (to and fro)
are as under:
i) Neyveli to JIPMER, Pondicherry - 150 Kilo metres.
ii) Neyveli to Apollo Hospitals, Chennai-430 Kilo metres.
iii) Neyveli to Miot Hospital, Chennai-420 Kilo metres.
iv) Neyveli to Ramachandra Hospital, Chennai-440 Kilo metres.
v) Neyveli to other Hospitals, at Chennai - 440 Kilo metres.
vi) Neyveli to CMC Hospital, Vellore-340 Kilo metres.
All Claims may be regulated based on the above ceiling or the actual,
whichever is less.
(Circular No.Corp/CM/W/P&A/1304/2005 Date: 13. 09. 05.
Circular No. Corp/CM/W/P&A/1304/05-1 Date: 14.11.05)
Private Taxi
Refund of Taxi charges or other conveyance charges incurred to convey a
patient from his residence to the Hospital shall not be admissible under these
rules.
37.11 REIMBURSEMENT UNDER EMERGENT CIRCUMSTANCES.
37.11.1 The following categories of employees will be allowed to have treatment in outside
places on par with Central Government employees as provided in CSMA Rules.
1. Employees with headquarters outside Neyveli and the members of their
family.
2. Employees with headquarters at Neyveli but with the members of their family
staying outside the headquarters for purpose of education of children.
3. Employees with headquarters at Neyveli (including the members of the
family) and temporarily away from headquarters on duty, training, leave or
otherwise.
(No.P&A/15279/CI-1/90,dt.16.01.91)
37.11.2 These employees shall be eligible for reimbursement of charges for Surgery and its
related treatment and consultation in private medical institutions and for
consultation with private medical practitioners /specialists in cases of serious
accidents or other emergent circumstances in the absence of Government/Local
Board Medical Institutions and doctors within a reasonable distance from the place
where the patient fell ill, the reasonableness of the distance being determined with
reference to the nature and severity of the ailment in each case.
37.11.3 Reimbursement of medical expenses shall also be allowed in cases where medical
tests like X-ray, Blood Examination etc. are got done in private clinics due to
absence of facilities in Government Hospitals/Local Board Hospitals or due to
severity of ailment which confines the patient to bed.
37.11.4 The expenditure incurred by the employees for the first LSCS (Lower Segment
Caesarian Section) only will be reimbursed, since according to religious
custom/tradition, such delivery has to be at in-law’s house/parent’s house at out
stations.
(U.O.No.15941/CI-1/93,dt.24.11.1993)
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37.11.5 The reimbursement in such cases would be made at the rates indicated in the
Annexure-I. For this purpose the classification of the places of work, surgeries,
Pathological Tests have been annexed for facilitating reimbursement.
(i) Group-I - Delhi and all State Capitals.
(ii) Group –II - All places coming under B1 and B2 cities other than State
Capitals.
(iii) Group –III – All other places. (C Class Cities)
(Proc.No.P&A/2972/CI-1/90-3,dt.1.09.90)
37.11.6 The classification of the type of surgery will be irrespective of the type of anesthesia
required. In case of doubt, clarification may be obtained from the CGS/M, would
decide on the type of surgery.
37.11.7 Temporary pacing to be regarded as minor surgery.
37.11.8 Implementation of pace maker (external) should be charged as minor surgery. Cost
of pace maker to be paid separately. As regards the type of pacemaker to be
implemented, specific justification of the operating surgeon is to be obtained before
consideration of reimbursement.
37.11.9 The cost of blood will not be reimbursed.
37.11.10 Charges for the procurement of artificial appliances where these have to be
purchased for diseases like polio, TB etc., in cases requiring surgical operations,
including expenses incurred in connection with the procurement of such artificial
appliances (e.g. travelling expenses, hospitalisation charges etc., if any, including
the cost of such appliances) shall also be reimbursed.
(Ref: Annexure to Schedule of Charges vide Proc.No.CORP/P&A/
1926/0001/2003 dt. 28.4.2003) (Please see Annexure-I of this Chapter)
37.11.11 Reimbursement of cost of Hearing Aid to the employees:
1. Reimbursement of cost of Hearing Aid will be for purchase / replacement /
repair/ adjustment of Hearing Aid and will be applicable to employees only.
2. The claim shall be based upon the recommendations of ENT Surgeon and CGS
(Medical) / Chief of Medical, NLC G.H. and on the basis of Audiogram test
identifying the deafness, the nature and extent of deafness.
3. Reimbursement upto a maximum amount of Rs.10,000/- for body worn/ pocket
/ behind the ear type / in the canal type (conventional), as per requirement of the
employee patient, for one-sided Hearing Aid is admissible.
4. Any employee patient requiring a Bilateral Hearing Aid on the basis of his / her
hearing loss and its attendant disability / speech training requirement /
rehabilitation / job requirement, shall be reimbursed upto a maximum ceiling of
Rs.20,000/- subject to the recommendation of ENT surgeon, considering the
hearing loss of employee and its attendant disability supported by audiometric
evidence.
5. Reimbursement towards cost of Hearing Aid to the employee shall be subject to
the ceiling indicated above at Sl.No.3 and at Sl.No.4.
6. This facility will be extended only once during the service of the employee.
The above provision will come into force with effect from 23.03.2007.
(Reference: Cir.No.CORP/P&A/1936/2007, dt:16.04.2007)
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37.11.12 Procedure for Reimbursement.

(i) The standard format of covering letter in annexure-III, the form submitted in
annexure-IV duly filled with name of medicines, Nature of test after obtaining
signature from the treating doctor of concerned hospital, discharge summary
has to be forwarded by the Unit Head / Head of Establishment to the
CGS/Medical along with emergency certificate and Cash vouchers.
(ii) The CGS/Medical will refer the admissible bills to the Accounts Centres of
respective Units with a statement of reimbursement for concurrence.
(iii) The Accounts Centres after scrutiny of the CGS/Medical's recommendations
will record its concurrence and forward the bills to the P&A Department of
Corporate Office for getting the approval of Director/Personnel and issue of
orders of reimbursement.
(iv) The CGS/Medical will return the inadmissible bills, if any to the Units for being
communicated to the individual employee/workmen.
(Proc.No.P&A/4207/CI-1/92,dt.27.02.1993)
(v) Claims for reimbursement of expenditure incurred should be preferred within
three months from the date of completion of treatment as shown in the
essentiality certificate of the Authorised Medical Attendant/ Medical Officer
concerned. The time limit for reimbursement of purchase of medicines is 3
months from date of purchase of the medicines.
(vi) The amount to be reimbursed in each of these cases will be regulated at the
rates prescribed in Government of India, Ministry of Health and Family
Planning Memo. No.S.14012/75-MC, dated 23-02-1977 as amended from
time to time for A and B class cities, they will be dealt with on merits in
consultation with the CGS/M. The claims in such cases are to be supported
by a certificate issued by the Medical Officer/Practitioner/ Institution
concerned, countersigned by the CGS/Medical of the Corporation regarding
the reasonableness of the claim.
(Proc. No. 240/E&G/79, dated 01-09-1979)
(vii) In these rules, if any question arises as to whether any service is included in
medical attendance or treatment, it shall be referred to the Chairman and the
decision of the Chairman shall be final.
(Authority for MBR : Pro No.263 dt. 24.02.60)
37.12 Medical Treatment while on tour:
Directors and Principal Officers have often to undertake tours to outside places in the
discharge of their onerous responsibilities. Sometimes it so happens that they fall sick at the
outstations and immediate medical attention is called for. At present Regional Offices meet
expenses initially and the same is remitted back by preferring individual claim in due course.
In order to simplify the present procedure it has been decided that the Executives of M3 and
above shall have the medical treatment attended to at the places of duty at the outstations
and the Doctor’s fees, the cost of tests/medicines etc., shall be met by the respective regional
offices, based on the certificate to be furnished by the executives concerned in the format
given below. The claim may be admitted and necessary transfer entry passed onto the
respective Accounts Centre for accounting of the same.
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“Certified that a sum of Rs...............(Rupees.....................(inwords) ….......................) has

been incurred towards medical treatment while I was on duty at ....................................”
The above procedure will not be applicable for treatment as an “in-patient” or for family
members of the Senior Executives concerned at outstation.
(Proc.No.P&A/4392/CI-1/87,dt.03.03.1987)
37.13 MEDICAL FACILITIES TO EMPLOYEES WORKING IN CHENNAI , CHENNAI OFFICE
The employees working in Chennai Office and their dependents will be provided medical
treatment facilities as per Medical Benefit Rules of NLC at the recognised Hospitals subject to
the conditions enumerated below:
a. Photo-identity of the employees and their dependents will be affixed in the Medical
treatment Book.
b. The Regional Manager / Chennai shall issue the medical reference form to the
employees for medical treatment.
c. After initial investigation, if the patients require treatment for major ailments like Heart
Surgeries (CABG) / Renal Transplantation / Cancer cases, etc., the patients shall attend
the medical treatment in the approved/recognised Hospitals only after getting approval
from CGS/Medical.
d. Based on the Medical reference form and after verifying the Medical Identity Book, the
recognised Hospitals below will provide treatment to the patients.
e. In odd hours and holidays, the employees can report to the recognised hospitals directly
for medical treatment using their Medical Treatment Book. However in such cases, the
Medical Reference Form issued by R.M/Chennai shall be arranged to furnish to the
recognised hospitals on the next working day itself.
f. The recognised hospitals will enter the date of treatment and other details as indicated
below by affixing a seal in the NLC Medical Treatment Book to ensure that the
employees have undergone the Medical Treatment, besides the routine discharge
summary annexed with the treatment bill claim concerned.
Date :
Doctor :
Treatment :
Advise :
The following will be the recognised Hospitals for treatment of employees of Chennai Office
and their dependents.
a. M/s. Balaji Hospital
b. M/s. Billroth Hospital
c. M/s Sundaram Medical Foundation.
This issues with the Approval of Competent Authority.
(No.CORP/P&A/1926/2002/Dt.04.03.2002)
37.14 OCCUPATIONAL HEALTH SERVICE
Industrial Medical Cell is formed in General Hospital, NLC Limited, to provide Occupational
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Health Service exclusively for all the employees in our Organisation. Medical Examination
and Medical Fitness, Disability compensation assessment, Standing Medical Board,
Industrial accidents, Occupational diseases, evaluation of dusts, noise and pollutant gas in
the Factory and maintenance of First-Aid centres in the project and other Medical problems
related to employees of NLC will be directly dealt by the Industrial Medical Cell, General
Hospital, NLC Limited. Hence, the letter related to the above subjects should be addressed
to Industrial Medical Officer.
Medical records of all the employees in NLC Limited, is maintained in this cell and codes used
will be only the CPF No. of individuals. All the Correspondence related to the employees will
be done using CPF No. and individuals name. For outpatient treatments also this CPF No.
will be used. Accident reports, particulars about retirements, termination, death, dismissal,
resignation of any employee should be immediately informed to the Cell by the respective
Unit Heads for maintenance of upto-date details of every employees in NLC.
37.15 MEDICAL BENEFITS – RECOVERY OF INADMISSIBLE AMOUNT:
37.15.1 To avoid heavy amounts outstanding with the Employees/ Workmen, it is
considered that the amount of less than Rs.100/- may be recovered from the
pay/wages of the employee in the next pay bill and if the amount is Rs.100/- and
above, it may be, recovered either from any lumpsum arrears due to the individual,
if any, immediately due, or from the pay subject to provisions of Payment of Wages
Act. This may be resorted to only in case the individuals do not remit the money
within one month from the date of intimation by the controlling officers.
(Uo.No.P&A/7876/CI-1/89, dated 02-08-1989)
37.15.2 Payment of Diet Charges for in-patients treatment in NLC Hospital/Referral
Hospitals.
Employees are required to settle the diet charges, incurred during the course of
taking treatment at Referral Hospitals. While in most of cases, the same is settled
by the employees on discharge from the Hospitals, there are instances of non-
settlement of the same by certain employees necessitating subsequent recovery
from salary.
With a view to ensure uniformity in procedures, it has been decided to dispense
with the system of recovering diet charges through salary and accordingly patients
admitted in NLC Hospitals or referred to outside Hospitals have to settle the
payment of diet charges by themselves without the need for recovery through
salary.
Lr.No.CORP/P&A/1970/2001 dt.24.03.2001
37.16 RULES ON TA FOR MEDICAL TREATMENT AND ADVANCE OF TA:
37.16.1 Employees and members of their families will be entitled to Travelling Allowance at
the rates and under the conditions specified below for journeys undertaken by them
to obtain appropriate medical attendance and treatment to which they are entitled
under the Medical Benefit Rules of the company:
Journey by Rail
a. For the employees: Fare of the entitled class or the lower class by which they
actually travel, plus incidentals as for the journey on tour under the rules in force
(but without halting allowance).
b. For the members of their families: Fare of the class by which the employee is
entitled to travel on tour under the rules in force or the lower class by which they
actually travel.
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c. The facility of travel by air-conditioned accommodation at Government expense

is not eligible for journey performed for receiving medical attendance and
treatment.
d. Journey by Road
i. For the employees: For the road portion of the journey or for journeys
between stations connected by road only, actual fare paid for the journey by
bus or other public conveyance, or road mileage as on tour admissible
under the rules in force, whichever is less.
ii. For the members of their families: Actual fare paid for the journey by bus or
other public conveyance or mileage allowance at half the rate of road
mileage admissible to employees, whichever is less.
e. Journey by other means of conveyance
If the patient travels by means of conveyance other than those specified in these
orders or by his/her private conveyance, TA would be admissible to the extent
otherwise admissible under these orders.
The reimbursement of expenditure on taxi fare in all urgent and serious cases of
employees of the Corporation or their families and authorised by CGS/M to
travel by taxi for specialist treatment in Government Hospitals outside Neyveli
for all Grades of employees may be restricted to the higher rate of road mileage
admissible for Officers under the TA rules or the taxi fare actually paid whichever
is less.
In all such cases reimbursement will be subject to the following conditions:

v CGS/M should certify to the urgency and the necessity for the patient to travel by taxi
and also authorise in writing such travel before the journey is performed.

v The claim should be supported by a proper stamped receipt where necessary,

indicating the registration number of the vehicle, the amount of taxi fare actually
paid in the name and address of the owner and or the driver of the taxi, the driving
license number of the driver, etc.
(Chs. Procs. No.392/E&G/72, dated 16-11-1972)
37.16.2 TA for an attendant/escort
An attendant/escort will be entitled to TA both ways at the rates admissible under
these orders to a member of family of the employee concerned provided it is
certified in writing by the medical authorities concerned that it is unsafe for the
patient to travel unattended and that an attendant/escort is necessary to
accompany him/her to the place of treatment. Similarly Travelling Allowance will
also be admissible if it becomes necessary for an attendant/escort to travel again to
fetch the patient on production of the necessary certificate mentioned above.
Facilities for certain pathological tests are not available in the NLC Hospital and the
specimens in such cases are sent to the JIPMER Hospital, Pondicherry or other
Government Hospitals through the patients or one of their relatives for test. The TA
in such cases will be regulated as admissible to the attendant/escort under the rules
governing the TA payable for trips for medical attendance in the Supplemental
Rules.
(Memo. E&G/3115/CI-1/75-5, dated 31-07-1975)
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The Medical Reimbursement and TA claims pertaining to cases of reference by

CGS/Medical of patients or specimens for laboratory tests at the JIPMER Hospital
need not be sent to that hospital for countersignature. The reference letters issued
by the CGS/M and the receipts issued by the JIPMER Hospital for collection of
charges for the tests will be sufficient proofs for counter-signing the claims by the
CGS/M and passing by the Controlling Officers.
(Memo. No. E&G/6512/78-1, dated 03-04-1978)
No separate TA is admissible for the attendant who accompanies the patient, who
travels by Taxi for specialist treatment in outside hospitals.
(Proc. No. 136/73)
Points of commencement and termination of the Journeys
The journey for the purpose of these orders should be deemed to have commenced
from the place from which the patient actually travels to the place of treatment and
the return journey to have ended at the place from which the patient proceeded for
obtaining treatment or at the place to which the patient actually travels, whichever is
nearer.
37.16.3 Advance of Traveling Allowance
a. Advance of TA to the extent admissible under these orders may be granted to
employees at the discretion of the authority competent to sanction advance of
TA on tour, on production of certificate in writing from the medical authorities
concerned to the effect that the employee or a member of his/her family has
been advised medical attendance and treatment outside the station (Name of
the station at which the patient has been recommended medical attendance
and treatment to be specified) in accordance with the Medical Benefit Rules
of the company.
b. The advance of TA for medical attendance on treatment should unless
otherwise specified, be treated as an advance on tour. Accordingly, the
following instructions should be followed regarding the grant of such advance
to employees:
i. The amount of advance granted should be adjusted against the
subsequent claim for TA on completion of journey or on 31st March,
whichever is earlier.
ii. A second advance will not be admissible under these orders until an
account has been given of the first advance.
(Memo. E&G/CI-1/Rules/1317/67-1, dated 13-12-1967)
Medical TA claim for local trips at outstation (i.e.) from Bus
Stand/Railway Station to Hospital and Hospital to Bus Stand/Railway
Station for each reference will be admitted for reimbursement in referral
cases only subject to production of proof for attending the Hospital.
The mode of conveyance will be as per the entitlement on tour under TA
Rules.
(Cir.No.P&A/2182/CI-1/Rules/95, Dt.18-05-1995)
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37.17 EXPENDITURE FOR INTERNATIONAL TRAVEL

The cost of vaccination, inoculations and injections for prophylactic and immunising
purposes taken before commencement of international travel by employees of the
Corporation and their families in order to procure health certificates required under
international travel regulations may be reimbursed to them by the Corporation provided they
are travelling on duty or on authorised leave in circumstances in which they are entitled to
fares at Corporation expenses.
Till such time as necessary arrangements for this are provided in the Corporation Hospital,
charges incurred on treatment for immunising and prophylactic purposes in a recognised
hospital in the case of communicable diseases only viz, cholera, typhoid group of fevers,
plague, diphtheria, whooping cough and tetanus shall be reimbursed.
Annexure-I (Refer 37.11.5 & 37.11.10)
The rates of reimbursement for Medical Treatment under emergent circumstances by the
employees for self/family members while away from headquarters/stationed outside Neyveli
prescribed in Proc.No.P&A/2972/CI-1/ 90-3, dt:01.09.1990 are revised for Medical treatment
taken with effect from 04.04.2003 as per the schedule of charges mentioned in the Annexure.
Wherever there is no specified rate for any item of expenditure in the Annexure, existing rates
will continue to be paid.
The other terms and conditions and procedures prescribed for settlement of claims as per the
proceedings cited will remain unaltered.
ANNEXURE
SCHEDULE OF CHARGES
The charges for Medical Reimbursement in cases of treatment by private practioner in private
clinic and in private institution will be subject to ceiling as indicated below:
Sl. Description GROUP I GROUP II GROUP III
No. Metropolitan B1/B2 Cities All other
Cities & all other than State places
States Capitals Capitals
1 Consultation charges Revised Rate Revised Rate Revised Rate
Rs. Rs. Rs.
i) General Practioners 80/- 60/- 40/-
ii) Specialist 150/- 125/- 100/-
iii) Super-Specialist 250/- 175/- 125/-
2 Accommodation
i Non-Executives, JE's upto
E2 Scale 300/- 200/- 150/-
ii Executives upto E6 500/- 300/- 200/-
iii Executives M1 & Above 650/- 500/- 300/-
iv Board Level Actual Actual Actual
v For ICU/ICCU
(All employees / Executives) Actual Actual Actual
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Sl. Description GROUP I GROUP II GROUP III

No. Revised Rate Revised Rate Revised Rate
Rs. Rs. Rs.
3 Surgery
i Simple 400/- 325/- 200/-
ii Minor 1000/- 700/- 500/-
iii Major & Radical 5000/- 4000/- 3500/-
4 Anesthesia
i Minor 500/- 300/- 250/-
ii Major 1000/- 700/- 500/-
iii OT/Labour room 800/- 500/- 300/-
5 Maternity
i Normal Delivery/Abortion/MTP 700/- 500/- 400/-
ii Minor operation/Assisted
delivery (Forcep/Vacum) 1000/- 700/- 500/-
iii Ceasarian section
(Major operation) 5000/- 4000/- 3500/-
Notes:
The classification of the type of surgery will be irrespective of the type of anesthesia
required. In case of doubt, clarification obtained from the CGS/Medical would decide on the
type of surgery.
Temporary pacing to be regarded as minor surgery.
Implementation of pace maker (external) should be charged as minor surgery. Cost of pace
maker to be paid separately. As regards the type of pacemaker to be implemented, specific
justification of the operating surgeon is to be obtained before consideration of reimbursement.
Sl. Description GROUP I GROUP II GROUP III
No. Revised Rate Revised Rate Revised Rate
Rs. Rs. Rs.
6 Radiology
i Radiography large size 100/- 80/- 70/-
ii Medium size 80/- 60/- 50/-
iii X-ray after Barium meal 600/- 450/- 450/-
a) Oesophagus only 500/- 450/- 450/-
b) Stomach & Duodenum 500/- 450/- 450/-
c) Enema (Large Intestine &
Rectum) 800/- 600/- 600/-
d) Full follow through 1000/- 800/- 600/-
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Sl. Description GROUP I GROUP II GROUP III

No. Revised Rate Revised Rate Revised Rate
Rs. Rs. Rs.
7 Pyelography
a) IV (Intravenous) 600/- 500/- 500/-
b) Retrograde 500/- 500/- 500/-
c) Oral Cholecystography 700/- 600/- 500/-
d) I.V. Cholecystography 700/- 600/- 500/-
e) Bronchography / Myelography
(No minor surgery charges) 700/- 600/- 500/-
f) Hysterosalpingography 700/- 600/- 600/-
g) Cysto-urethrography
(No minor surgery charge) 700/- 600/- 600/-
h) Imaging/Ultrasonography
(Upper Abdomen) 400/- 350/- 350/-
i) Imaging/Ultrasonography
(lower Abdomen) 400/- 350/- 350/-
j) Imaging / Ultrasonography
(whole Abdomen) 800/- 700/- 700/-
k) Angiography Actual (not exceeding package of National
(not exceeding package of Heart Institute economy Class)
National Heart Institute
economy Class)
l) Angiography Cadiac Cath
m) X-ray in operation theatre with
portable M/c 200/- 150/- 150/-
Note: If cost of dye is charged separately, it will be reimbursed.

Sl. Description GROUP I GROUP II GROUP III

No. Revised Rate. Revised Rate Revised Rate
Rs. Rs. Rs.
8 Dental
a) X-ray Plates Dental 50/- 50/- 40/-
b) Tooth Extraction (per tooth) 50/- 50/- 40/-
c) Simple Impacted Tooth 100/- 80/- 60/-
d) Scalling (not more than 4 sittings) 50/- 40/- 40/-
e) Filling 100/- 80/- 60/-
f) Root canal treatment (i) Anterior 250/- 200/- 150/-
g) Root Canal treatment (ii) Posterior 350/- 250/- 250/-
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Sl. Description GROUP I GROUP II GROUP III

No. Revised Rate. Revised Rate Revised Rate
Rs. Rs. Rs.
9 Pathology
a) Ordinary 70/- 50/- 50/-
b) Special 100/- 90/- 70/-
c) Super special Actual Actual Actual
10 Injection
a) Intramuscullar or
subcutraneous 10/- 10/- 10/-
b) Intravenus 20/- 20/- 20/-
c) Intra-articular Rs.200/- Rs.200/- Rs.200/-
Plus cost of Plus cost of Plus cost of
Drug Drug Drug
d) Dressing charges Rs.15/- OPD Rs.15/- OPD Rs.15/- OPD
per dressing per dressing per dressing
e) Stitching charges Rs.50/- OPD Rs.50/- OPD Rs.50/- OPD
11 Special Nurse for 12 Hrs.
a) Special Nurse for 12 Hrs. 100/- 80/-
b) Attendant for 12 Hrs. 40/- 30/-
12 EEG (a) Awake Rs.300/- (b) Sleep Rs.350/-
ECG
a) Doctor's chamber 80/- 80/- 80/-
b) At Residence
(Certificate of immobility
to be produced) 120/- 120/- 120/-
13 Physiotherapy 40/- per day 30/- per day
14 ECT Actuals
15 Blood Actuals from Registered Licenced Blood Bank

Note:
Donors should be encouraged and cost of blood not to be reimbursed. If treatment taken
locally, transfusion charges however will be reimbursed. It (cost of blood) will be
reimbursed only when cases are referred outside.
(Reference: Procs.No.CORP/P&A/1926/0001/2003, dt:28.04.2003)
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ANNEXURE-II
NEYVELI LIGNITE CORPORATION LIMITED
OFFICE OF THE ………………………………………………………………….
REQUISITION FOR MEDICAL TREATMENT BOOK(S)
To
The Chief General Superintendent / Medical,
NLC HOSPITAL,
NEYVELI – 607 803.
Sir / Madam,
Medical Treatment Book(s) may please be issued to the following employee and his /
her dependants:
1) Name of the Employee :
2) CPF No. :
3) Designation :
4) Division / Unit :
5) Name of the Dependants : Sex : DOB:
a) Wife :
b) Sons :
c ) Daughters :
d) Father :
e) Mother :
6) Status of Parents :
(a) Father : Whether currently employed – Yes / No*
If Yes, in NLC / Others*
If in NLC, CPF No.………… Unit:…………
If Not, whether retired from NLC -Yes / No*.
If Yes, whether member under PRMA**–Yes/No*
If Yes, Membership No.………………….
(b) Mother : Whether Housewife / Currently Employed*
If employed, in NLC / Others*
If in NLC – CPF No.………… Unit :…………
Whether retired from NLC - Yes / No*.
If Yes, whether member under PRMA**– Yes/No*
If Yes, Membership No.………………….
(* Strike out not applicable).
(** - Post Retirement Medical Assistance Scheme).
Forwarded to DGM/W&A – For verification of Parents particulars. w.r.t. – PRMA.
Date : Signature:………………………..

SEAL: UNIT HEAD

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CERTIFICATE BY DGM/W&A
Certified that the parent(s) are member(s) / not member(s) under PRMA Scheme. The
membership No. is …………………
*Forwarded to CGS/M/GH / Returned to Unit for necessary action.

Date :

Seal : DEPUTY GENERAL MANAGER/W&A.

*(Strike which ever not applicable).
(If member(s) under PRMA, return the application to the unit concerned or else forward it to
General Hospital for issue of books).

ANNEXURE - III
(Format of covering letter for forwarding of Medical Reimbursement Bills for treatment taken
in Private Hospitals under emergent circumstances.)
Office of the

Letter No. Date:

To
The Chief General Superintendent (Medical).
Neyveli Lignite Corporation Limited,
Neyveli-607 803.

Sir,

Sub: MEDICAL REIMBURSEMENT BILL in respect of Shri................................for

treatment of Shri ........................................at ...............................

1. The Medical Reimbursement Bill received from Shri................................................

(CPFNo. ) for the medical treatment of Shri ....................................
(Self/Wife/Son/Daughter/Mother/Father) at ..................................is enclosed.
2. In this connection it is certified that the dependent member of the employee for whom the
treatment expenses are claimed is of his family members as defined in NLC’s MBR and it
has been physically verified that the name of such dependent is found in the Medial Identity
book of the employee (as per Circular No. P&A/3546/CI-1/Rules/91-2, Dated. 28.03.92).
3. It is certified that the cash vouchers which are less than 1/4 of foolscap size has been pasted
in the standard size paper (as per circular no. P&A/2357/CI-1/Rules/92, Dated.28.03.92)
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4. Certified that necessary “Emergency Certificate” from the treating Doctor has been found
attached to the claim.
5. Certified that the employee who has preferred the claim has been on (nature of leave to be
indicated here) during the period from ...............to .................as per the entries in the leave
application the employee had been to ..................(Place of visit during leave) from where
treatment was/had in the case.
6. The Medical reimbursement bill with the recommendations of the Chief General
Superintendent (Medical) may be sent to Accounts Centre/......................if considered
eligible.
UNIT HEAD.
Encl. M.R.Bill.

ANNEXURE-IV
FORMAT
For Purchase of Medicines.
Date of Date of Details of Name of Quantity
prescription Purchase Cash Voucher Medicines Cost
(No. Dt. Etc. & (In -capitals) Prescribed Purchased Rs.
Name of Pharmacy)

*****
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38. INCENTIVES FOR FAMILY PLANNING

With a view to promote small family norms among the employees a number of Incentive Schemes
have been introduced, keeping in line with National Population Policy of Government of India. These
special Incentives will continue to be in force until further orders (1). The details of the Incentive
Schemes, modalities and the Regulations governing the schemes are as under:
ELIGIBILITY CRITERIA:
38.1 The Incentive Schemes are applicable to all Corporation Employees (including Executives)
who undergo sterilization with effect from 05.02.1981 (2).
Employees who undergoes sterilization after having not more than three surviving children
will be granted special increment(s) in the form of personal pay, not to be absorbed in future
increase in pay, either in the same post or on promotion to higher posts (3)
38.2 The rate of personal pay payable is equal to the amount of the next increment due at the time
of grant of concession and would remain fixed during the entire service. In the case of
persons drawing pay at the maximum, the rate of personal pay shall be equivalent to the
amount of the increment last drawn (3).
(The rate of personal Pay payable for adopters of small family norms will be equivalent to the
increment payable “on the first of the subsequent month” after surgery)
(Ref. Procs. No.P&A/Plan/17470/94, dt.13.01.1994)
38.3 The employee must be within the reproductive age group. In the case of a male employee,
this would mean that he should not be over 50 years and his wife should be between 20 and
45 years of age. In the case of a female employee, she must not be above 45 years and her
husband must not be above 50 years of age (3).
38.4 The employee should not have more than three living children. The grant of special increment
in the form of personal pay to the employees, who undergo sterilization, will also be
admissible to the acceptors who had twins after the birth of their first two children, although
the number of children becomes four (4).
38.5 For grant of increments the sterilization operation must be conducted and the sterilization
certificate must be issued by the Chief of Medical Services or by the Medical Officer who
perform the sterilization operation at Neyveli Lignite Corporation Limited, General Hospital or
by an authorised, competent authority of the Central Government or under the auspices of
the Central Government Health Scheme Hospital. The sterilization certificate issued by a
State Government Hospital or by an Institution recognised by the Central Government for the
purpose will also suffice (5) / (3).
The sterilization operations done by the Registered medical Practitioners in the well
established unapproved clinics, Private Hospitals or Nursing Homes, though not having
approved surgeries under Family Welfare Programmes, will be accepted for grant of
Incentives provided the sterilization certificate issued by the above unapproved clinics,
private hospitals, Nursing Homes should be duly countersigned by the Government District
Health and Family Welfare, Maternity and Child Health Officers of the concerned District
where the operation had been conducted (6).
The grant of special incentive increment(s) / lumpsum payment in lieu of second increment
can be sanctioned, only on production of sterilization certificate in the format prescribed by
the Government of India and undertaken by the employee concerned (Annexure-I & II).
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It should not be based on the certificate issued by the CGS(Medical)/CMS/RMO for grant of
special casual leave (7).
38.6 The Sterilization operation can be undergone either by the Corporation employee or his/her
spouse provided the condition at para (3), (4) & (5) above is fulfilled.
38.7 Laparoscopic sterilization for women is considered as one of the methods for permanent
sterilization as that of Tubectomy operation and so all incentives including leave offered for
Tubectomy shall be extended to acceptors of Laparoscopic sterilization (8)
38.8 The special increment to be granted in the shape of personal pay is not to be taken into
account for fixation of pay on promotion (i.e. the benefit of personal pay should continue to be
available even after his promotion). The special incentive increments is not to be absorbed in
future increases in pay, either in the same post or on promotion to higher posts and would be
taken into account for purposes of leave salary, encashment of leave, P.F., Gratuity, LTC and
for recovery of House rent. Thus the special incentive increment will be taken into account for
all purposes except for the purpose of fixation of pay (9)
38.9 Even if an employee is reduced to a lower stage in his time scale of pay or reduced to a lower
service grade or post by way of penalty, the employee would continue to draw the special
increment at the particular rate (3).
38.10 The benefit of personal pay would be admissible if the employee is deputed for training in the
public interest (3).
38.11 The personal pay would be admissible over and above other cash incentives, if any and will
be granted from the first of the month following the date of sterilization (3).
38.12 The personal pay can be drawn either by the husband or the wife, if both of them are working,
the choice being left to them so that they can choose the higher of the increments available to
them (3).
38.13 The benefit would not be admissible to those who have more than three children irrespective
of their being within the reproductive age group (3).
38.14 The benefit would not be admissible to cases of hysterectomy, as hysterectomy is a purely
health measure (10)
38.15 The special increment will not be admissible to those who underwent sterilization before
introduction of this scheme and have now undergone sterilization again, because the earlier
operation was not successful (10).
38.16 The benefit will not be admissible to those acceptors with three living children who undergo
vasectomy when their wives were pregnant at the time of the vasectomy operation (10).
38.17 The special incentive benefits granted would be withdrawn if any employee concerned has a
recanalisation operation and withdrawal will be effected from the date of recanalisation.(10).
38.18 The incentive benefits would be granted if any employee begets another child, incase of
failure of Family Planning Sterilisation or recanalisation of employee/spouse. The name of
such child will be included in the Medical Identity Book for admissibility of other benefits (11).
38.19 All acceptors who had undergone vasectomy operation earlier, and undergo Vaso-
Vasectomy operation (recanalisation) subsequently should intimate such recanalisation to
the Chief of TA, CGS/Medical and P&A Department, failing which necessary disciplinary
action will be taken, in addition to withdrawal of all incentives like special increment, priority
for allotment of quarters, etc. (12).
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38.20 In the case of vasectomy operation before granting special increment, a sperm count report
should be insisted upon. The authorities issuing the sterilization certificate should satisfy
themselves about the complete absence of sperms before issue of certificate
(Ref - Annexure-I) (7)
38.21 If the Trainee employees who are not in the Time Scale of Pay (14) or those such as Clerk-
Cum-Typist (Trainee), Artisan Trainee (ITI holders) and IW Gr.II (Trainees) who are
undergoing training either on a time scale of pay or on a consolidated pay, adopt small family
norms (self or spouse) during the period of training they will be granted as a special case a
lumpsum payment of Rs.2500/- (Rupees two thousand and five hundred only). The acceptor
should have not more than three living children.
They are not eligible to get the special incentive increment(s) as in the case of others (13).
BENEFITS :
(A) CASH BENEFITS:
Sl. Description Compensation for Compensation for Compensation for
No. of the surgery 2 living children 3 living children more than 3 living
and less children
State NLC Total State NLC Total State NLC Total
Govt. Rs. Rs. Govt. Rs. Rs. Govt. Rs. Rs.
Rs. Rs. Rs.
1 Vasectomy 175/- 145/- 320/- 175/- 95/- 270/- 175/- 395/- 570/-
2 Tubectomy 200/- 135/- 335/- 200/- 85/- 285/- 200/- 385/- 585/

(Ref. No. 7576/C1/2001, dated 11.09.2001)

i) This apart a special incentive of Rs.1000/- for adopting Small Family Norms will be paid
along with salary in lieu of gift articles / IVP for employees with two or less number of living
children (15).
ii) Employees having only one living child is also eligible for all benefits as in the case of
acceptors of small family norms having two living children. The sterilization might be done
after getting the consent of both husband and wife in writing (16)
(B) OTHER BENEFITS:
1. For all eligible acceptors of Small family norms two increments in the form of personal pay
for their entire period of service is granted, of which one special increment can be
surrendered for a lumpsum payment of Rs.2500/- in lieu of second increment (17).
2. The rate of special increment(s) on or after 01.01.1997 shall be paid as per the revised pay
scales effective from 01.01.1997. For those who had adopted small family norms prior to
01.01.1997, one special increment out of the two shall be paid based on the revised pay
scale. In the case of grant of only one increment, the same shall be paid at the revised rate
applicable from 01.01.1997 (18)
3. Prize awards for all acceptors (irrespective of the number of children) drawn by lots for
every 500 cases is also awarded as below: (19)
(i) One first prize : Rs.2000/-
(ii) Two second prizes : Rs.500/- each
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(iii) Twenty consolation prizes : Rs.100/- each.

4. Prize awards are given for all acceptors (i.e. Common to the acceptors from the corporation
as well as from the neighboring villages irrespective of the no. of children) by drawing lots
for every 500 cases as detailed in para above (19)
5. The Doctors and Para-Medical Staff who conduct Family Planning Operations
(Vasectomy & Tubectomy) will also be paid fees (Annexure-III) (20) .
No operation charges will be collected from the acceptors who undergo sterilization at NLC
General Hospital under the Family Planning programme. No charges are collected from
paying patients who undergo sterilization following normal delivery / caesarian.
6. The incentive scheme as detailed below for adopting small family norms is extended to the
public in the neighbouring villages in Vridhachalam, Kammapuram, Kurinjipadi, and Panruti
Panchayats of Cuddalore district, as part of welfare measure for promotion of small family
norms (19).
7. For all acceptors irrespective of the number of children, cash compensation at the rate of
Rs.45/- for Vasectomy and Rs.55/- for Tubectomy will be paid. This is in addition to the
amount paid by the State Government. The present rate of cash compensation is Rs.175/-
for Vasectomy and Rs.200/- for Tubectomy operations.
In addition to the cash incentive and prize award, special priority for allotment of quarters is
also extended to those eligible acceptors having not more than three living children who
adopt small family norms, the details of which are as under:
20% of each type of quarters falling vacant will be reserved for allotment to the eligible
acceptors as per a separate seniority list in each eligible type of quarters to be drawn. The
seniority list so prepared will be revised once in three months.
The special priority for family planning will not be extended to those who undergo
recanalisation operation and their names will be deleted from the list.
The quarters so allotted will be withdrawn if the allottee after allotment of quarters under
special priority for Family planning undergoes recanalisation operation subsequently (21).
8. In addition to the special increments, the rate of interest on HBA for employees who
undergo family planning surgery (themselves or their spouses) will be ½ % (half a
percent) less than the normal rate of interest. The concession will be subject to the
conditions enumerated in Annexure-IV (22).
9. Tubectomy after Medical Termination of Pregnancy is considered as puerperal benefits as
per the above scheme and is allowed to an employee whose wife undergoes Tubectomy
after Medical Termination of Pregnancy if he is otherwise eligible.
10. The eligibility for special leave for adopting Family Planning norms is given in Annexure-V.
11. This apart, in case husbands of women employees undergo Vasectomy Operation a special
casual leave for one day on the day when the husbands undergo operation, may be given to
enable the women employees to attend to their husbands (23)
Note : Numbers in brackets at the end of each para denotes reference(s).
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ANNEXURE-I
UNDERTAKING TO BE GIVEN BY ALL EMPLOYEES
I / my spouse have / has undergone Vasectomy / Tubectomy / Laparoscopic operation at
…………….. on ……………. Necessary sterilization certificate issued by
…………………………………. Is enclosed. In case I / my spouse have to take / resort to
recanalisation for any reason whatsoever, I undertake to report this fact forthwith to the Corporation.
* I also certify that my wife Smt. …………………………………… is not pregnant on this date.
* (For male employees only)
Signature: …………………………………
Date : Name :
Place : CPF No. :
Designation :
Unit :

ANNEXURE-II
(Memo No.9981/G/P&A/82-8, dt.03.07.1982)
STERILIZATION CERTIFICATE
I, Dr. ………………………………………………… hereby certify that I have conducted
*Vasectomy / Tubectomy / Laparoscopic operation Shri / Smt……………………employed
as…………...................................................................................……...………………………………
…in ………………..at………………………………. on…………………………
2.** A sperm count was undertaken on …………………………………..and on the basis
thereof, it is certified that the Vasectomy Operation has been completely successful.

*(Delete words wherever not applicable)

**(For Vasectomy Operation only)

Signature: …………………………………

Date :
Office Seal : SEAL
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ANNEXURE-III
Rate of fees to Doctors and Para Medical Staff:

(i) Vasectomy : NIL

Para-Medical Staff Rs.10/- per case.
(ii) Tubectomy : Doctors Rs.50/- per case.
Para-Medical Staff Rs.14/- per case (To be shared)

ANNEXURE-IV
Conditions governing rebate in interest rate for
HBA for accepting small family norms.
(i) The employee must be within the reproductive age group. In the case of a male employee,
this would mean that he should not be over 50 years and his wife should be between 20 to 45
years of age. In the case of a female employee she must not be above 45 years and her
husband must not be over 50 years of age.
(ii) The employee should have three or less number of living children.
(iii) Persons who have had twins after the birth of their first two children will be eligible for getting
the incentives although they have 4 children.
(iv) The sterilization certificate or a true copy thereof issued / countersigned by the Chief of
Medical Services should be attached to the application for house building advance with a
certificate from the Unit Officer about satisfying conditions (i), (ii) and
(iii) above.
(v) The employees or the spouse should have undergone the Family Planning Surgery on or
after first January 1983.
(vi) The incentive will also be allowed to those who have already been sanctioned House Building
Advance / who will be sanctioned House Building Advance if they undergo Family Planning
Surgery on or after 01.01.1983, subject to conditions (i), (ii) and (iii) above being satisfied.

ANNEXURE-V
Employees of the Corporation who undergo sterilization are granted special Casual Leave as
follows on production of certificates
1. Special Casual Leave not exceeding seven working days (for male employees).
2. Special Casual Leave not exceeding 14 days for puerperal and non-puerperal
sterilization (for female employees).
3. Special Casual Leave of not exceeding seven working days to a male employee whose
wife undergoes non-puerperal Tubectomy / Laparoscopic Operation (to attend on the
wife during her convalescence).
4. Special Casual Leave for one day to female employee of the Corporation who
undergoes IUCD insertion.
5. Grant of Special Leave of male/female employees for sterilization operation second
time, because of the failure of the first operation.
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REFERENCES
(1) Procs. No.P&A/Plan/024253/93, dt.27.12.1993.
(2) Procs. No.72 (E&G)/81, dt.05.05.1981.
(3) Procs. No.31 (E&G)/81, dt.16.02.1981.
(4) Memo. No. E&G/G/20283/80-30, dt.15.07.1981.
(5) Procs. No.P&A/8542/G/82-14, dt.15.09.1982.
(6) Procs. No.P&A/Plan/6863/P3/85, dt.03.08.1985.
(7) Memo No.9981/G/P&A/82-8, dt.03.07.1982.
(8) Memo No.9981/P&A-IX/83-21, dt.11.10.1983.
(9) Memo No.9981/P&A/G/82-5, dt.11.06.1982.
(10) Procs. No.E&G/G/20283/80-40, dt.11/16.09.1981.
(11) Procs.No.P&A/Plan/31220/86, dt.25.10.1986.
(12) Cir.No.6082/P&A/VIII-1/80/34, dt.24.12.1982.
(13) Procs.No.P&A/Plan/91/P3/85, dt.28.08.1985 &
Procs. No.P&A/Plan/P3/94/85, dt.11.09.1985.
(14) P&A/Plan/94/P3/85, dt.01.01.1988.
(15) Procs. No.CORP/P&A/2103/4469/2000, dt.17.05.2000.
(16) Procs. No.243/P&A/82, dt.31.08.1982.
(17) Procs. No.9/P&A/85, dt.29.01.1985.
(18) Cir. No.CORP/P&A/WR/825/2001-9, dt.07.08.2001.
(19) Procs. No.210/P&A/81, dt.21.12.1981.
(20) Procs. No.96/E&G/81, dt.20.06.1981.
(21) Procs.No.238/P&A/82, dt.19/24.08.1982 &
Memo No.9280/P&A(G)/82-5, dt.05.11.1982.
(22) Procs. No.3/P&A/83, dt.06.01.1982.
(23) Procs. No.P&A/Plan/002830/91, dt.15.02.1991.

*****
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39. HOLIDAY HOMES

The Neyveli Lignite Corporation Management has arranged the establishment of Holiday Homes
at Kodaikanal, Courtalam, Ooty and Kanyakumari for the benefit of its employees.
39.1 ELIGIBILITY:
Regular employees who have put in one year of service in the Company are eligible to avail
this facility.
39.2 LOCATIONS/ACCOMMODATIONS/ADDRESSES:
Sl. Location Accommodation Address (Present)
No.
1 Kodaikanal 3 Flats of 6 Rooms R.R. Flats, Anand
(4 for Non-Executives & Cottage Compound,
Two for Executives) Bear Shola Road,
Kodaikanal- 624 101
2 Courtalam One Bungalow of 4 Rooms Jothi Nilayam,
(Two for Non-Executives & Five Falls Road,
Two for Executives) Courtalam-627 802.
3 Ooty 3 Rooms for Non-Executives & Baby Mahal,
3 Rooms for Executives Opp. to Sunshine Hotel,
Missionary Hill,
Old Thalatimund road,
Ootacamund- 643 001.
4 Kanniyakumari 2 Rooms for Non-Executives & Hotel Jaas,
1 Room for Executives 2/75, South Car Street,
Kanniyakumari – 629 702

39.3 PROCEDURE FOR AVAILING HOLIDAY HOMES:

Eligible employees shall apply to Head of the Department in the prescribed application form
(Annexure-I). The facility is available to the employees and other members of family (as per
Medical Identity Books). The employee and their family can avail only one room and this
facility can be availed once in a year that too for one place only.
Details of Rent
39.3.1 Executives - Rs. 30/- per day
Non-Executives - Rs. 25/- per day
39.3.2 Maximum Period of stay: - 3 days
39.3.3 Minimum period of stay: - 2 days.
39.3.4 The application form in Annex-I should be completed by the employee and
forwarded through the Personnel Department of respective Unit.
39.3.5 The Unit Head shall forward the same to the Head of Public Relations Department.
After scrutiny of the applications, the allotment orders (Annexure-II) will be issued
to the individuals subject to the payment of room rent.
Applications will be received one month earlier.*
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* For e.g., booking for any date during the month of February, the individual shall apply on 1st
January onwards.

During peak season i.e., April and May, a lot system may be followed for allotment if
necessary. If the allotment is made through lot system, no refund will be made for
cancellation.

39.4 TERMS & CONDITIONS:

Only lodging facilities are available in the Holiday Homes. The employees have to make their
own arrangements for boarding, conveyance, etc.

The allotment order shall be produced at the Holiday Home failing which accommodation
may be refused. Check-in and Check-out time shall be recorded in the register in the Holiday
Home. On request, Photo ID card may be shown to the Caretaker of the Holiday Home.

Any damage to fittings, fixtures, furnishing items and furniture during the stay shall be
recovered from the occupants.

No telephone facilities are available in the Holiday Homes. Corporation shall not be
responsible for the loss of any cash or any valuables of the occupants.

The utensils, linen, etc., shall be returned in safe condition to the Holiday Home at the time of
departure.

In case the individual is not in a position to avail the Holiday Home facility after the allotment
order is intimated due to unavoidable reasons or of circumstances beyond his control, the
amount so remitted less 25% may be returned back to the individual when refund application
is send through the Unit Head. Such cancellation shall be made at least 3 days prior to the
date of occupation. Failure to apply for refund within the above said period will entail
forfeiture of the entire amount paid.

If after allotment the total number of days proposed could not be availed of in full and only
partly utilised, no refund shall be made.

No alcohol should be used within the Holiday Home and no overstayal is permitted. During
the stay decorum should be maintained.

The allotment order is not transferable.

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ANNEXURE – I

APPLICATION FOR AVAILING HOLIDAY HOME AT

KODAIKANAL/COURTALAM/OOTY/KANNIYAKUMARI OF NLC LTD.

01. Name :
02. Designation :
03. a) Unit & Telephone No. :
b) Accounts Centre :
04. C.P.F. No. :
05. Residential Address :
Telephone No.: NLC/P&T :
06. Names of members of family
(With Relationship) as entered in the
Medical Identity Book (who are availing) :
& Age
07. Period of stay : From 08.00 hrs on .................
To 07.00 hrs on .................
Total Days:............................
08. Place of Holiday Home availed :
previously (With Date)
09. Signature of Applicant with date :
10. Remarks of Unit Head :
Verified and found correct
Forwarded by P&A of concerned Unit
1. Signature :
2. Name :
3. Designation :
4. Telephone No. :
DATE: UNIT HEAD
APPROVED
For Office Use :
Allotment Order No. :
Receipt No. :
Amount :
Date of Receipt :
Room No. :
HEAD OF P.R.DEPT.
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ANNEXURE – II
NEYVELI LIGNITE CORPORATION LIMITED, NEYVELI
OFFICE OF THE CHIEF MANAGER/P.R
ALLOTMENT ORDER
Order No. ............. PRD/HH Dated: ........................
Sub: Availing Holiday Home at ......................…………………………..
Orders issued.
*****
Shri. .............………………………………… CPF No. ..........………… Des/Unit:................... is
allotted Room No.......... in .................... at................................................…....... for stay with his
family from 08.00 hrs on ................... to 07.00 hrs on ...…….............. (............days).
He/She is requested to contact the Caretaker of the Holiday Home on arrival with dependant family
members as detailed overleaf along with Photo Identity Card. Caretaker will not accommodate any
unauthorised persons.
This letter of allotment shall be produced at the Holiday Home before occupying the room. He/She is
advised to abide by the rules and regulations of the Holiday Home.
Address of the
Holiday Home
HEAD OF DEPARTMENT/P.R.
To
The Individual
Copy to Care-taker/Holiday Home at
Copy to the Unit Head.

(REFERENCE
1. Cir.No. P&A/A&T-1/3525/87-8/Dt.3.4.87
2. Cir.No. P&A/A&T-1/10510/87-2/Dt.25.6.87
3. Cir.No. P&A/A&T-1/16790/87-3/Dt.28.10.87)

*****
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40. SAFETY AND ACCIDENT PREVENTION

40.1.0 SAFETY AND HEALTH POLICY
40.1.1 Policy
To provide safe and healthy working environment to the employees by appropriate
technology, safe work procedure, adequate training and developing safety
consciousness among the employees to achieve the objective of zero accident.
40.2.0. ACCIDENT PREVENTION
40.2.1. Discipline
a. Discipline and Personal conduct at Workplace.

Indulgence in practical jokes, betting, scoffing or daring to take chances

should not be tolerated while on duty. Discussion and arguments in the work
spot with tools in hand are to be avoided. Employees should be considerate
to each other and to the public. Display of temper and ill feeling shall not be
tolerated.

b. Smoking, bringing open flame, etc., near combustible liquids:

Employees must not smoke or bring open flames into the vicinity of
evaporating combustible liquids or while opening oil filled equipment. Naked
flame should not be brought into the battery room. Matchsticks should not be
lighted in a breakdown van or near about.

c. Unqualified workmen and visitors:

Unqualified employees or visitors shall be prohibited from approaching any

live parts, unless accompanied by a qualified employee who should warn the
unqualified employee or visitor of the danger attendant upon such approach.

d. Warning signs:

Warning and danger signs should be displayed in conspicuous places to

catch the attention of employees working in the area and also to caution
others not actually engaged in the work.

e. Inexperienced or unfit employees:

No employee shall do work for which he is not properly qualified and

authorised where necessary, on or about live equipments or lines. If an
employee is in doubt as to the work assigned to him, he should ask for
instructions.

f. Inspection of protective tools and plant:

The Supervisor shall periodically inspect all safety devices and tools used by
employees under his supervision and see that they are maintained in good
condition. The inspecting officer should invariably check and ensure that the
safety devices and tools are maintained in perfect working condition so as to
ensure safety to the operating personnel.
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40.2.2 Safety Instructions

a. Working under hazardous conditions or when tired:
Under no circumstances shall an employee hurry to take unnecessary
chances when working under hazardous conditions, neither shall he attempt
to perform hazardous work when extremely tired or exhausted.
b. Inspection of protective equipment before use:
Employees must use the standard protective equipments intended for each
job. Each piece of equipment must be visually inspected before and after it is
used. All protective equipments should be periodically tested and
maintained in good condition.
c. Working at Heights:
When any person is required or allowed to work at a place from which he may
be liable to fall through a distance of more than ten feet, he shall be provided
with a safety belt for fastening a rope, the other end of which shall be securely
tied or hooked to some suitable rigid fixture. The safety belt so provided shall
be tested and examined thoroughly by a competent person at least once in
six months and a certificate with regard to its suitability obtained from the said
competent person and entered in a register, which shall be produced before
the Inspector on demand.
40.2.3. Road Accidents to Corporation Vehicles and Assistance to Drivers & Allied Matters:
The Drivers of the Corporation involved in traffic accidents might be given legal
assistance wherever the cases are prosecuted or followed up by the Police before
the Magistrate subject to the following conditions:
a. The Drivers will be eligible for legal assistance only if according to the
preliminary enquiry held by the Security Officer, he is found not at fault; in
such cases, no departmental proceedings will be taken till the case is
disposed off by the court.
b. The amount of assistance shall not exceed Rs. 900/- in any individual case –
the actual amount in each case will be decided on merits.
c. The amount paid towards legal assistance on the basis of preliminary
enquiry report of the Security Officer should be recovered if the drivers are
found guilty by the Magistrate. The recovery shall start from the month in
which Court orders are received and be effected in equal installments not
exceeding 12. No interest will be charged on the advance.
d. Where the individual has been found to be at fault during the preliminary
enquiry held by the Security Officer, and was not therefore extended legal
assistance when the case was heard by the Magistrate, but was
subsequently acquitted, the claim for legal assistance will be decided on
merits with reference to the Judgement of the Court.
e. Sanction for the assistance on individual cases may be given in consultation
with Finance by the Head of Office/Unit/Estt. in which the driver is attached.
f The interest free advance may be paid subject to a bond being obtained from
him with a surety from another employee of an equal or higher status by
following the procedure laid down for asking such surety as in the case of
other advance like Festival and Medical.
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g. In all cases, action under S.O. No. 47(3) should be taken if the workman is
convicted for an offence involving moral turpitude.
(Proc. No.297/E&G/72, dt. 21-08-72)
40.2.4. The following further instructions are issued for guidance subject to the conditions
already enumerated above:
a An amount of Rs.60/- (Rupees sixty only) may be paid as advocate’s fee for
each appearance subject to a maximum of Rs. 900/- (Rupees nine hundred
only) for the whole case, of traffic accidents where the drivers of the
Corporation are involved, this amount being inclusive of the amount of cost of
stamp and other incidental expenses.
b No expenses towards bus fare, train fare, food charges, etc., for attending
the Court will be admissible; and such expenses will have to be met by the
driver himself in the interest of his self defence. In other words, no amount
other than the amount fixed as advocate’s fee shall be payable to the drivers.
(Memo. No. 3529/IR-3/97, dt. 02-05-97)
In respect of the cases where the drivers of the vehicles take away the
vehicle unauthorisedly and involve them in accidents, the benefit of legal
assistance will not be extended even if the Court acquits them. In other
words, the legal assistance for drivers would be available only for those who
meet with accidents in a normal manner when the respective vehicles are
taken in an authorised manner for a specific purpose for the benefit of the
Corporation, and all other accidents happening in any other manner wherein
the drivers concerned have no proper authority incharge of the vehicle
cannot in any manner claim for legal assistance.
In cases where legal assistance is denied on the ground that the vehicle had
been taken unauthorisedly, the concerned Head of Office should make
adequate enquiries and satisfy himself that the driving was in fact
unauthorised, and he should record his reasoned findings in this regard.
(Memo. No. 3359/IR-1/74-15, dt. 11-11-74)
Whenever there is an accident involving Company’s vehicle, the Security
Department should hold a preliminary enquiry and send a report to the head
of the unit concerned on the same day. The report should specifically
indicate whether or not there was prima facie negligence on the part of the
operator of the vehicle. On receipt of the report of the Security Department,
the operator of the vehicle should be placed under suspension immediately
followed by charge-sheet within 72 hours. The enquiry should be completed
within 10 days and action taken thereupon immediately not later than a week.
(Memo. No. 12848/IR-2/82-1, dt. 06-07-82)
40.3.0. REPORTING OF ACCIDENTS
40.3.1 REPORT OF ACCIDENT
1. Name of Division/Unit:
2. Place of accident with details as to the exact location:
3. Nature of Industry:
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4. Injured persons’ name and address (residential as well as Official address):

5. (a) Sex of injured person:
(b) Age of injured person:
(c) Occupation/Designation of the injured person:
6. Monthly wages/pay of the person injured:
7. Circumstances under which the accident occurred:
8. (a) Whether the injured person was wearing the safety equipments at the
time of the accident:
(b) Whether there was any willful disregard of safety rules by the injured :
9. Time and date of accident:
10. Nature of injury:
11. Whether First-Aid was given and if so by whom? :
12. Has he/she been sent to the Doctor/Hospital and if so the name of the
Doctor/Hospital:
13. Measures taken to prevent such Accident:
14. In case of fatal or serious bodily injury, whether the next of kin of the
deceased/injured has been informed:
I certify that to the best of my knowledge and belief the above particulars are
correct in every respect.
SIGNATURE OF THE E.E/ SE/DCE/ACM
(P&AD/4072/IR.2/84-1, dated 20-03-84)
40.3.2 Notification of accident (Rule No. 96 )
1. When any accident or dangerous occurrence specified in the Schedule
occurs in a factory, the manager of the factory shall forthwith send notice
thereof by telephone, special messenger or telegram to the Inspector and
the Chief Inspector.
Provided that in respect of any accident or dangerous occurrence specified
in sub-item (a) of item 1 and 2 of the Schedule, notice as aforesaid shall also
be sent to: -
(a) The District Magistrate or Sub-Divisional officer; and
(b) The Officer-in-charge of the Police Station having jurisdiction over the
area:
Provided further that in respect of any accident specified in item 1 of the
Schedule, notice as aforesaid shall also be sent to the next of kin of the
injured or deceased person.
2. The notice so given under sub-rule (1) in respect of an accident shall be
confirmed by the manager of the factory by sending to the above mentioned
authorities within 12 hours of the accident, a separate written report in
respect of each person killed or injured in the prescribed Form No. 18.
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3. The notice so given under sub-rule (1) in respect of a dangerous occurrence

specified in paragraph 2 of the Schedule shall be confirmed by the Manager
of the factory by sending to the above-mentioned authorities within 12 hours
of the dangerous occurrence a written report in the prescribed Form No. 18-
A.
4. When any accident occurs in a factory which causes such bodily injury as
prevents the person injured from working for a period of 48 hours
immediately following the accident, the Manager of the factory shall send to
the Inspector, within 24 hours of the expiry of 48 hours after the occurrence of
the accident, a separate report thereof in respect of each person injured, in
the prescribed Form No. 18.
Provided that it shall be open to the Chief Inspector of Factories to accept a
report in any other form if he is satisfied that the form contains all the
particulars specified in Form No. 18 aforesaid.
5. Wherever the person injured returns to work in the factory without any
disablement before the expiry of 21 days after the occurrence of the
accident, the Manager of the factory shall send to the Inspector within 7 days
of the return to work of the person injured a written report giving the
particulars of
a. The Registration Number of the factory;
b. The relevant serial running number of the accident in the factory for the
calendar year and calendar year as reported against item 2 in the
report in form No. 18;
c. The name of the person injured;
d. The date of accident;
e. The date of return to work; and
f. The number of days the person injured was away from work.
Such reports may also be sent in batches for a number of accidents
together at a time within the time prescribed.
6. Wherever the person injured does not return to work in the factory before the
expiry of 21 days after the occurrence of the accident with or without
disablement and wherever the person injured returns to work in the factory
after sustaining compensable disablement as a result of the accident, the
Manager of the factory shall send to the Inspector within 28 days of the
occurrence of the accident, a written report in the prescribed Form No. 18-B
and follow it up necessary with further reports in the same Form No.18-B
once every fortnight thereafter, until the final report on the date of return to
work of the person injured is made. In the event of the person injured not
returning to work of his own accord or otherwise the full circumstances of the
same should also be reported to the Inspector by the Manager of the factory
within seven days of his name being removed from muster roll of the factory.
Even if the person injured was to be covered by the Employees’ State
Insurance Scheme it shall be the responsibility of the Manager of the factory
to obtain the relevant information for the purpose of this rule and Form No.18-
B and report the same to the Inspector as prescribed
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.THE SCHEDULE
1. (a) An accident which causes death to any person or is of such a serious nature that it
is likely to prove fatal.
(b) An accident of a serious nature which is likely to result in loss of limbs or vision of
permanent disablement to any person.
2. The following classes of dangerous occurrence whether or not they are attended by
personal injury or disablement: -
a. Bursting of a plant used for containing or supplying steam under pressure greater
than atmospheric pressure.
b. Collapses or failure of a crane, derrick, winch, hoist or other appliance used in
raising or lowering persons or goods, or any part thereof, or the overturning of a
crane.
c. Explosion or fire or bursting out, leakage or escape of any hot (molten) metal,
liquid or gas causing damage to any person or any room or place in which persons
are employed, or fire in rooms of cotton pressing factories when a cotton opener is
in use.
d. Explosion of a receiver or container used for the storage at a pressure greater
than atmospheric pressure of any gas or gases (including air) or any liquid or solid
resulting from the compression of gas.
e. Collapse or subsidence of any floor, gallery, roof, bridge, tunnel, chimney, wall,
building or any other structure.
f. Bursting of centrifugal machines.
Notice of poisoning or disease. (Rule No.97.)
A notice in Form No. 19 should be sent forthwith both to the Chief Inspector and to the
Certifying Surgeon, by the Manager of a factory in which there occurs a case of lead,
phosphorus, mercury, manganese, arsenic, carbon bi-sulphide or benzene poisoning; or
poisoning by nitrous fumes; or by halogen or halogen derivatives of the hydrocarbons of the
aliphatic series or of the chrome ulceration, anthrax, silicosis, toxic anaemia, toxic jaundice,
primary opitheliomatous cancer of the skin, or pathological manifestations due to radium or
other radio-active substances of X-rays.
40.3.3 FORM FOR REPORTING ELECTRICAL ACCIDENTS
(See Rule 44A)
1. Date and time of accident:
2. Place of Accident, and district:
3. System and Voltage of Supply:
4. Name of the Licensee or person/persons or supplier or user of energy in
whose premises or jurisdiction the accident occurred:
5. (a) (i) Name of person (ii) Animal (Please specify the name and address of
the owner) Name of persons, killed or injured.
(b) Address of such/each persons.
6. Occupation and Designation of such person/persons (and in particular
whether employed in electrical woks or elsewhere):
7. Brief description of the job undertaken, if any:
8. Authority under which such person/persons was/were allowed to work on the job:
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9. Describe fully nature and extent of injuries e.g. fatal, disablement of any
portion of body or other injury etc:
10. Detailed causes leading to the accident:
11. Action taken regarding First Aid, medical attendance, etc. immediately after
the occurrence of the accident:
12. Whether appropriate Government, District Magistrate and Police Station
informed (if so give the address):
13. Steps taken to preserve the evidence in connection with the accident to the
extent possible:
14. Name and Designation/s of the person/s killed/injured:
15. What safety equipments were given to and used by the person/persons who
met with this accident (e.g. rubber gloves, rubber mats, safety-belts, ladders
etc.):
16. Whether isolating switches and other sectionalising devices were employed
to deaden the sections for working on the same. If so, whether these were
earthed:
17. Whether the work on live lines was undertaken under the direct supervision
of authorised person. If so the name and designation of the person under
whose supervision the work was being carried out:
18. Whether artificial resuscitation treatment was given to the person who met
with electric accident, if yes, for how long was it continued, before its
abandonment.
(Memo. No. 12526/LI-2/65-1, dated 08-09-65)
40.3.4 REPORTING OF ACCIDENTS UNDER TAMIL NADU FACTORY RULES, 1950,
PRESCRIBED UNDER RULE 96
FORM NO. 18
Report of Accident
(A separate report is to be filled up in respect of each person killed or injured and each report
will constitute a separate accident)
Type of Accident Authority to Within what period
whom report is to be sent
in this Form

1. Inspector of Factories. Within 12 hours

Fatal or serious accident
likely to prove fatal. 2. Chief Inspector of the accident
3. District magistrate or
sub-divisional Officer.
4. Officer-in-charge of
the nearest police station
Which causes such bodily Within 24 hours of the
injury as prevents the expiry of 48 hours after
person injured from Inspector of factories the occurrence of the
working for a period of accident.
48 hours immediately
following the accident
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1. Registration number of the factory:

2. Running serial number of the accident in the factory for the calendar year and
calendar year, 20_ _

3. Name and address of the factory.

4. Name of industry.

5. Name and address of the occupier.

6. Name and address of the Manager.

7. Exact place in the factory (branch, department, machine etc.) where the accident
occurred.

8. Particulars of person injured –

a. Name:

b. Address:

c. Sex:

d. Age at last birthday:

e. Occupation:

f. Monthly wages:

9. Date and hours of accident.

10. Hours at which the person injured started work on the day of accident.

11. Describe clearly how the accident occurred.

12. State exactly what the person injured was doing at the time of the accident.

13. If the accident was caused by machinery –

a. Give the name and part, etc, of the machine causing the accident:

b. State whether it was moved by mechanical power at that time:

14. Give names and addresses of witnesses to the accident:

15. Detail the nature, extent, location, etc. of injury received.

16. Name and address of the Doctor of Hospital from whom or in which the person injured
or received or is receiving treatment:

17. If the person injured has died, give:

a. The date and hour of his death;

b. The date and hour of post-mortem examination;

c. The name and address of the Doctor who conducted the post-mortem
examination; and

d. The reasons therefor, if no post-mortem examination was conducted.

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18. Any other relevant information:

I certify that to the best of my knowledge and belief the above particulars are correct in every
respect.

Date of despatch of report.

Signature of Manager (Name in Block letters).

(This part is to be filled up by the Inspector of Factories).

R.No. / Accident No. :

Date of receipt :

Date of investigation :

Result of investigation :

19. Industry No.

Causation No. :

Sex (M/F; P/A) :

Fatal/Site of injury :

Date of return to work :

Minor/Serious :
FORM NO 18-A
Report of dangerous occurrence
A report in this Form is to be sent WITHIN 12 hours of the occurrence to
1. The Inspector of Factories.
2. The Chief Inspector of Factories.
3. The District Magistrate, or sub-divisional Officer; and
4. The Officer-in-charge of the nearest police station, in respect of the following classes of
dangerous occurrences whether they are attended by personal injury/disablement or not: -
a. Bursting of a plant used for containing or supplying steam under pressure greater than
atmospheric pressure.
b. Collapse or failure of crane, derrick, winch, hoist or other appliances used in raising or
lowering persons or goods, or any part thereof, or the overturning of a crane.
c. Explosion or fire or a bursting out, leakage or escape or any hot (molten) metal, liquid or gas
causing damage to any person or any room or place in which persons are employed, or fire in
rooms of cotton pressing factories when a cotton opener is in use.
d. Explosion of receiver or container used for the storage at a pressure greater than
atmospheric pressure of any gas or gases (including air) or any liquid or solid resulting from
the compression of gas.
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e. Collapse or subsidence of any floor, gallery roof, bridge, tunnel, chimney, wall, building or
any other structure.
1. Registration number of the factory.
2. Running serial number of the dangerous occurrence in the factory for the calendar year and
calendar year……….
3. Name and address of the factory.
4. Nature of Industry.
5. Name and address of the Occupier.
6. Name and address of the Manager.
7. Exact place in the factory (branch, department, plant, equipment, etc.) where the dangerous
occurrence took place.
8. Date and hour of dangerous occurrence.
9. Give names and addresses of witnesses to the dangerous occurrence.
10. State exactly what took place and describe clearly the details of the dangerous occurrence,
damage caused and steps taken to arrest further damage of danger etc.
11. Any other relevant information.
I certify that to the best of my knowledge and belief the above particulars are correct in every
respect.
Date of despatch of report.
Signature of Manager (name in block letters).
FORM NO. 18-B
Report of further details of accident.
(To be sent to the Inspector of Factories within 28 days of the occurrence of the accident and
once every fortnight thereafter as necessary until the final report on the date of return to work
of the person injured is made.)
1. Registration number of the factory.
2. Running serial number of the accident in the factory and calendar year in respect of
which this further report is now sent.
3. Name of the persons injured.
4. Date and hour of accident.
5. Date of return to work.
6. Number of days the person injured was away from work.
7. Details of disablement, if any.
8. Percentage loss of earning capacity, if any (give reference to the medical certificate and
enclose copy of the same).
9. Details of payment of disablement benefit where such payment is made by the employer
himself. (if the person injured is covered by the E.S.I. Scheme, state so).
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10. If the person is still undergoing treatment, state the present position, where he is
undergoing treatment, when he is likely to be fit to resume work, etc. Even if the person
injured is under treatment under the ESI Scheme, the relevant information should be
obtained and furnished to the Inspector by the Manager of the Factory.
11. Any other relevant information.
I certify that to the best of my knowledge and belief the above particulars are correct in every
respect.
Date of despatch of report.
Signature of Manager (name in block letters).
40.3.5 REPORTING OF ACCIDENTS UNDER COAL MINES REGULATIONS
1. Notice of Accident –
a. When there occurs in or about a mine –
i. An accident causing loss of life or serious bodily injury in
connection with mining operation.
ii. An explosion or ignition.
iii. A spontaneous heating or outbreak of fire, or appearance of
smoke or other indication of heating or an outbreak of fire.
iv. An influx of noxious gases.
v. An occurrence of inflammable gas in a mine to which Regulation
144 does not apply.
vi. An irruption of water.
vii. An instantaneous failure of a pillar or several pillars of coal (i.e. a
bump) in workings below ground.
viii. A premature collapse of any part of the workings.
ix. Any accident due to explosives.
x. A breakage or fracture of rope, chain, headgear, pulley, or axle or
bearing thereof or other gear by which persons are lowered or
raised.
xi. An over winding of cages or other means of conveyance while
men are being lowered or raised.
xii. A breakage or fracture of any essential part of winding engine,
crankshaft, coupling, bearing, gearing, clutch, drum or drum
shaft, failure of emergency brake;
xiii. A bursting of any equipment containing steam, compressed air or
other substance at high pressure; or
xiv. A breakage, fracture or failure of any essential part of any
machine or apparatus whereby the safety of persons may be
endangered;
The owner, agent or manager shall forthwith inform the Regional
Inspector about the occurrence by telephone or express telegram
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or by special messenger, and shall also, within 24 hours of every

such occurrence, give notice thereof in Form-IV A to the District
Magistrate, the Chief Inspector and the Regional Inspector and in
the case of an accident mentioned in sub-clause (i) of this Clause,
also to the Coal Mines Labour Welfare Commissioner. The
owner, agent or manager shall simultaneously exhibit a copy of
the notice on a special notice board outside the office of the mine
and shall ensure that the notice is kept on the board in a legible
condition for not less than 14 days from the date of such
exhibition.
b. When an accident causing loss of life or serious bodily injury occurs in
or about a mine in connection with the generation, storage,
transformation, supply or use of electrical energy, the owner, agent or
manager shall also forthwith inform the Electrical Inspector of Mines by
telephone, express telegram or messenger.
2. If death results from any injury already reported as serious under sub-
regulation (1), or if any injury other than the serious injury becomes serious,
the owner, agent or manager shall within 24 hours of his being informed of
the same, give notice thereof to the District Magistrate, the Chief Inspector,
the Regional Inspector and the Coal Mines Labour Welfare Commissioner.
3. In respect of every person killed or injured as above, the owner, agent or
manager shall within seven days of the occurrence, send to the Chief
Inspector, particulars in Form IV-B. The Owner, agent or manager shall
submit form IV-C with particulars of injured persons returning to duty (to be
given in respect of every person within 15 days of his return to duty) as per
CMR Page No.12.

FORM IV-A
(See Regulation 9)
Notice of Accident/Occurrence

From

To
1. The Chief Inspector of Mines/Director General of Mines Safety, Dhanbad-826 001.
2. The Regional Inspector of Mines/Director of Mines Safety………Region/
Dy. Director in Charge of Sub-Region.
3. The District Magistrate/District Collector.
4. The Electrical Inspector of Mines/Director/Dy. Director of Mines Safety (Electrical)
(electrical accidents only)
Sir,
I have to furnish the following particulars of a fatal/serious accident/a dangerous occurrence
(*) which occurred at …………….(**) mine of ……………..(owner)
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1.0 Mine code (nnnnnn) :

2.0 Date of accident (dd/mm/yy) :
2.1 Time of Accident (hhmm) :
3.0 Particulars of the mine (If mine code is not known) :

3.1 Mineral :

3.2 Village :

3.3 Post Office :

3.4 Pin Code :

3.5 Police Station :

3.6 Sub Division/Taluk :

3.7 District :

3.8 State :

3.9 Owner’s address :

4.0 Particulars of the accident :

4.1 No./name of shift :

4.2 Cause code : (nnn)

4.3.1 Place code (n) :
4.3.2 Working Code (n) :
4.4 No. of persons killed :
4.5 No. of persons seriously injured :
4.6 Location of accident :
4.6.1 Pit/Incline No. :
4.6.2 District/Panel/Bench/Outside working dist. :
4.6.3 Seam/Vein :
4.6.4 Level, dip No. :
4.6.5 Distance from the face (in mtrs.)
4.6.6 Details not covered above :
(if within district)
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5.0 Particulars of person(s) involved

_____________________________________________________________________
Sl. Name of Design Desig. if Contractor Sex Age Hours Nature of
No. Victim code Worker (M/F) (years) at work injury and
(nn) (Y/N) (nn) (hhmm) cause of
death
___________________________________________________________________________
Killed :
1
2
3
Seriously injured :
1
2
3
_______________________________________________________________________
6.0 Brief description of the cause of accident/occurrence:
7.0 Immediate last accident : F S
7.1 Type of accident :
7.2 Date of immediate last accident : dd mm yy
Particulars in respect of every person killed or injured in form IV-B are enclosed shall be
forwarded within a week (*).
Date : Yours faithfully,
Place: Signature:
Name in Block letters:
Designation : owner / agent / manager
………………………………..
*delete whichever is not applicable.
** name of mine.

For Office use only

ACC CLASS
PLC CODE
COS CODE
RESP
OPERATION
SCRUTINY
DE
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FORM IV (B)
PARTICULARS OF DECEASED / SERIOUSLY INJURED
(To be submitted within 7 days of occurrence separately in respect of
every person killed or seriously injured)
To
D.G.M.S., DHANBAD
Dy. D.G.M.S., HYDERABAD ZONE
D.M.S., CHENNAI Region
Dy. D.M.S. (SG)SUB-REGION

I. GENERAL:
i. Name of Mine:
ii. Name of mineral produced:
iii. Name of Owner:
iv. State and District in which mine is situated:
II. REFERENCE TO THE ACCIDENT:
i. Date and time of / *Fatal/Serious Accident:
III. DETAILS OF WORKER INVOLVED:
i. Name of Worker:
ii. Nature of injury / part of body injured:
Type of injury:
a.
b.
c.
iii. If Fatal, give date and time of expiry:
iv. Shift hours of worker:
IV. OCCUPATION AND EXPERIENCE OF WORKER:
i. *Direct employment / through employment:
ii. Nature of job/operations he was doing:
iii. Was it his regular occupation:
iv. Experience (in years) in the job he was doing:
v. Total Experience (in years) in mining :
V. PARTICULARS OF VOCATIONAL TRAINING
i. Basic Training given on :
ii. Refresher Training last given on :
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iii. Special training given on :

(Give Particulars)
VI. RESPONSIBILITY FOR ACCIDENT
i. Could the accident have been avoided :
ii. If so what was the unsafe cause or unsafe :
Condition which resulted in the accident
iii. Details of safety provisions contravened :
iv. By whom :
v. What action was taken against the offender :
vi. In case of fatal accident specify the amount :
of compensation deposited, if any
Place: Neyveli
Date: Signature
Name in Block Letters
Designation
* Delete whichever is not applicable. If a minor injury turns serious, particulars in Form IV
‘B’ shall be submitted as soon as it is intimated or after 20 days of occurrence of accident
whichever is earlier.
* FORM IV-C
Particulars of injured person returning to duty
(to be given in respect of every person within 15 days of his return to duty)
1.0 General

1.1 Name of Mine : 1.2 Mine code (nnnnnn)

1.3 Name of Owner: 1.4 Date of accident (dd/mm/yyyy)
1.5 Time of accident (hhmm):

Name(s) of Date of Whether Permanent Ex-gratia Statutory Benefits to

Sl. injured return to returned to Part(s) of body payment Compens- dependants
No. worker(s) duty regular or made ation paid or other
(dd/mm/yy) other job Lost Gone out of (Rs.) (Rs.) benefits
use
1
2
3
4

Signature:
Date : Name in block letters:
Place: Designation: Owner / Agent / Manager
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40.3.6 REPORTING OF ACCIDENTS UNDER WORKMEN’S

COMPENSATION ACT, 1923 AND RULES – FORM EE
(The report in Form EE to be sent to the Commissioner for Workmen’s Compensation,
Chennai within 7 days of occurrence of a fatal accident or a serious accident, which
will include disablement caused to a person exceeding 20 days.)

FORM EE
(See rule 11)
REPORT OF FATAL ACCIDENTS

To
Shri.

Sir,
I have the honour to submit the following report of an accident which occurred on (date), at
(here enter details of premises) and which resulted in the death of the workman/workmen of
whom particulars are given in the statement annexed.
2. The circumstances attending the death of the workman/workmen were as under:-
a) Time of the accident:
b) Place where the accident occurred:
c) Manner in which deceased was / were employed at the time:
d) Cause of the accident:
e) Any other relevant particulars:
I have, etc.,
GENERAL MANAGER
Unit ---------------------------------
(Principal Employer)

Statement
Name Sex Age Nature of Full Postal
employment Address
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40.4.0 FIRST AID

40.4.1 Notice regarding first-aid. (Rule No 63-A)
In every factory, a prominent notice containing the following particulars
shall be displayed at some conspicuous and convenient place at or
near the main entrance to the factory –
(a) The location/s of the first-aid box/es or cupboard/s in the factory;
(b) The name and designation of the responsible person working
within the precincts of the factory who is trained in first-aid
treatment and who is separately incharge of each of the above
first-aid boxes or cupboards.
(c) The work-room or place where each such person shall be
available during the working hours of the factory; and
(d) The name of the nearest hospital and its telephone number.
Copies of the above notice shall be displayed at a conspicuous
place near each first-aid box or cupboard.
First-Aid. (Rule No.63-B.)
Persons who are in charge of first-aid box shall be persons who
possess the certificate granted by the Saint John’s Ambulance
Association for rendering first-aid.
40.5.0 COAL MINES REGULATIONS, 1957
40.5.1 Use and supply of helmet (Reg. No. 191.A )
1. The helmet referred to in sub-regulation (1) shall be supplied free
of charge at intervals not exceeding five years or such other
intervals vide DGMS’ circular Legis.2/1975, as the Chief
Inspector may specify by a general or special order in writing by
the owner, agent or manager of a mine who shall at all times
maintain a sufficient stock of helmets in order to ensure
immediate supply as and when need for the same arises:
Provided that, when a helmet is accidentally damaged during
legitimate use, the owner, agent or manager shall immediately
replace the damaged helmet free of cost.
2. Life of Helmets:
5 years in respect of (i) Workers employed in opencast workings,
(ii) Workers employed on the surface of the mine vide DGMS’
circular Legis.2/1975.
40.5.2 Supply of other protective equipments (Reg.No. 191.B)
1. The protective equipment provided under sub-regulation (1) shall
be replaced free of charge by the owner, agent or manager
whenever it is rendered unserviceable by legitimate use. In any
other event the replacement shall be made on payment of full
cost.
2. If any dispute as to life of any protective equipment arises, it shall
be referred to the Chief Inspector for decision.
40.5.3 Place of accident not to be disturbed (Reg. No. 199)
1. Whenever there occurs in or about a mine an accident causing
loss of life or serious bodily injury to any person, the place of
accident shall not be disturbed or altered before the arrival or
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without the consent of Chief Inspector or the Inspector to whom

notice of the accident is required to be given under subsection (1)
of section 3, unless such disturbance or alternation is necessary
to prevent any further accident, to remove bodies of the deceased
or to rescue any person from danger, or unless discontinuance of
work at the place of accident would seriously impede the working
of the mine:
Provided that, where the Chief Inspector or the said Inspector
fails to inspect the place of accident within seventy two hours of
time of the accident, work may be resumed at the place of
accident.
2. Before the place of accident involving a fatal or serious accident is
disturbed or altered due to any reason whatsoever, a sketch of
the site, illustrating the accident and all relevant details shall be
prepared (in duplicate) and such sketch shall be duly signed by
the manager or assistant manager, safety officer, surveyor and
the workmen’s inspector or, where there is no workmen’s
inspector, by any work person present at the place of accident.
Such sketch shall also be supported by the photographs of the
place of the accident.
Provided that, if the place is disturbed or altered to prevent further
accident or rescue persons from danger before the sketch could
be prepared, the same shall be prepared immediately thereafter
giving all relevant details as existed before the place was
disturbed or altered.
3. One of the authenticated sketches shall be delivered or sent to
the concerned Inspector of mines.
40.5.4 PERIODICAL MEDICAL EXAMINATIONS IN MINES :
As per Rule 29-B of Mines Rules 1955, it is mandatory, and monitored
by DGMS, Ministry of Labour, Government of India.
40.6.0 EXTRACTS FROM TAMIL NADU FACTORIES RULES–1950
40.6.1 PERIODICAL MEDICAL EXAMINATIONS
Factories :
As per Factories Act 1948, the periodical Medical Examination is
mandatory for the specific areas as per 41-C of the Factories Act 1948
and as per 61-K and 67-A of the Tamil Nadu Factories
Rule 1950.

******
 NLC PERSONNEL MANUAL

SECTION- VI
SOCIAL SECURITY
Chapter
Subject Pages
No.
41 Workmen's Compensation 41-1 to 41-13
42 N.L.C. Employees' Provident Fund Rules 42-1 to 42-39
and working of the N.L.C. E.P.F. Trust
43 N.L.C. Deposit Linked Benevolent Scheme 43-1 to 43-10
44 Group Personnel Accident Insurance 44-1 to 44-4
Scheme for Employees
45 Gratuity-Mode of computation, 45-1 to 45-15
Procedure, etc.
46 Post Retirement Medical Assistance 46-1 to 46-10
Scheme
47 Family Relief Scheme 47-1 to 47-4
48 Death Relief Fund 48-1 to 48-2
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41. WORKMEN’S COMPENSATION

41.1 Applicability:
41.1.1 The Workmen’s Compensation Act, 1923 applicable to those workmen as covered
in Schedule II of the Act.
41.1.2 Those employees who are not covered under Schedule-II of the Act are excluded
from coverage.
41.1.3 Wages means “Wages” as defined under the Act.
41.2 Classification of accidents under Workmen’s Compensation Act shall be as below:
1. Temporary Disablement
2. Partial Disablement
3. Total Disablement
4. Fatal
41.3 Temporary Disablement / Disablement Period – Sanction of Full-Pay / Special
Disability Leave:
As per the Workmen Compensation Act, half-monthly payment is being paid to the workmen
during the period of Disablement as a result of accident, while on-duty. However NLC Limited
is paying full wages to such workmen and the period of Disablement will not also be set off
against the Leave admissible to the workmen.
{Reference:- Procs. No. 11115/WR/89-18, Dt. 15-11-1989}
41.4 Fatal Accidents :
In case of fatal accidents irrespective of the category of employment whether regular
employee of NLC or contract workmen/Incoserve, the claim and settlement of compensation
shall have to be disbursed /to be deposited with Commissioner for Workmen Compensation
within 30 days of the date of accident. In case of fatal accidents, a report has to be sent to the
Commissioner for Workmen Compensation in Form EE. While depositing the Compensation
amount with the Commissioner for Workmen Compensation, the following Documents shall
have to be enclosed and submitted.
a) Report of Accident
b) Postmortem Report
c) Age Proof
d) Death Certificate or Disablement Certificate from the Competent Medical Authority.
e) Details of Nominee and legal heir Certificate
f) FIR Copy of Police Department
g) Form 18 of Workmen Compensation Act.
In case of Contract Workmen, necessary followup by the Contractor with the Insurance
Company, for remittance of Compensation shall have to be ensured.
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41.5 All employees/Workmen including executives working in the Factories, Mines, etc., who are
covered by the provisions of Workmen’s Compensation Act and are disabled as a result of
accident which arose out of and in the course of employment will be paid wages/pay for the
disablement period under the provisions of Workmen’s Compensation Act, 1923 and as per
Proc No 11115/WR/89-18 Dt.15.11.89
41.6 All employees including executives who are not covered by the provisions of Workmen’s
Compensation Act (under schedule-II) may be sanctioned special Disability leave for the
disablement period caused due to accident while on duty as per the rules in force by the
competent authority only.
41.7 The cases as specified above i.e 41.5 and 41.6 may be regulated based on the Medical
Certificate issued by Chief General Superintendent/Medical in the form prescribed and
formal accident report from the Unit Heads concerned. The extent of disablement in respect
of Contract Workman will be assessed by Medical Officer / Industrial Medical Centre or
Standing Medical Board of NLC Hospital. For all cases of outside accidents, refer 41.13.
41.8 The Heads of Units are the authority to regulate disablement periods due to accident strictly
with reference to the above proceedings under reference and send a list of such cases at an
interval of six months to P&A Department, Corporate Office and to the Chief General
Superintendent/Medical for review.
{Reference:- Procs. No. 5218/IR-2/94-1, Dt. 29-04-1994}
41.9 The employees/Workmen who met with an accident while going to work and coming from
work spot to home may be allowed the benefit of full wages/compensation to those who are
strictly covered by the Workmen’s Compensation Act, as indicated in P&A Dept’s
Procs.No.5262/IR-2/94-1, Dt: 30.04.94.
41.10 Notional Extension:
The following circumstances come under the Theory of “Notional Extension”.
i. While going to attend duty from residence.
ii. While coming from duty after completion of shift to home.
iii. While traveling by commercial bus to duty and from duty to home.
iv. While going to work or back to home from work, by jeeps, Scooters, Bicycles and
walking.
41.11
The following conditions will be followed for allowing above benefits under the theory of
Notional extension of employer’s premises.
i. The accident/occurrence should have taken place within Neyveli area.
ii. There should be proximate connection between the accident and employment (i.e) time
and place.
iii. He should have undergone medical treatment in the NLC General Hospital and produce
the Medical Certificate accordingly (as applicable to special disability leave)
iv. There must be formal accident report from the unit/office where he is working as well
report from security dept.
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T h e U n i t H e a d s / O ff i c e s s h o u l d g i v e a c e r t i f i c a t e t o t h e e ff e c t t h a t
Shri…………………………….. Designation ………………………has to attend/has attended
duty in ……………. Shift and that he actually met with an accident while going to duty from
home/while going from duty to house at …………………… on ……………. at P.M/A.M and
that his claim is acceptable.
41.12 The Unit Heads should have strict vigil in order to avoid malpractices and should not dispose
of the cases in a routine manner. Whenever the circumstances warrants a detailed enquiry
may be conducted before sanctioning the leave/Compensation.
41.13 All cases of outside Accident which are deemed to have reasonable connection with
employment may be referred to the Personnel & Administration Department, Corporate
Office with the following supporting Documents for Clearance:
a) Accident Report
b) Medical & Fitness Certificate.
c) Police / Security Report, if any.
d) A Certificate to the effect that the employee / workmen met with the accident on
______________ was to attend duty in First / Second / Night / General Shift and the
Accident has occurred en-route to his Work spot / Residence at (time).
{Reference:- No.7336/IR-1/98, Dt:05.01.1999}
41.14 Revised procedure:
Claims are being made by employees seeking grant of Special Disability leave on the ground
that they sustained disability in accidents, even if such accidents occurred outside their work
spot, but applying the theory of Notional Extension of employment.
Even though in such cases the occurrence of accidents and the resultant injury/disability are
factual, it has come to notice that in many cases these injuries have been sustained at
accidents not even remotely connected with the employment or in the notionally extended
place of employment claimed. Some employees try to mis-represent these accidents, as
accidents that arose in the notionally extended place of employment and claim full
wages/special disability leave in a dishonest and fraudulent manner. To discourage/curb
such fraudulent practices on the part of certain employees, the Unit Heads are requested to
scrupulously follow the instructions issued now, which are in addition to the instructions
already issued in the references cited.
1 An employee who desires to prefer any claim for grant of special disability leave shall
report as soon as possible and in any case within 72 hours of the occurrence of the
accident, to the Unit Head concerned, with brief details, as to when and how the accident
took place, nature of injury/illness, immediate action taken, name of eye-witnesses etc.
in the proforma enclosed.
2 All such reports as and when received should be forwarded by the Unit Head together
copy of the accident report issued and other supporting documents viz, Medical
Certificate, Police/Security report if any and certificate of Unit Head with comments, to
the Standing Committee consisting of CGM/P&A, Unit Head concerned, CLO and
ACM/IR.
3 The Standing Committee will examine reports of every accident/injury/illness/ disease
submitted by the concerned employee received through to Unit Head and record their
recommendation as to the admissibility of the claim under the provisions regarding
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Special Disability Leave. The Committee may obtain statements of witnesses if need be
and also the opinion of the CGS/Medical before arriving at their recommendation.
4 The proceedings of the above Standing Committee together with its recommendations
shall be placed before the Competent Authority to approve or to refuse the special
disability leave and / or other benefits. The result of any decision refusing to approve the
special disability leave and / or other benefits shall be communicated to the employee
concerned, which shall be conclusive and binding on the employee.
These instructions shall take effect immediately and are applicable in respect of cases arising
after the date of this proceedings. It is informed that deterrent action shall be initiated against
those who prefer bogus claims in this regard.
(Reference: Procs.No.CORP/P&A/732/0320/2005, dt:06.04.2005.)
41.15 Proforma
NEYVELI LIGNITE CORPORATION LIMITED: P&A DEPARTMENT
……………………………………………..(UNIT)
PROFORMA FOR INTIMATING ACCIDENTS ARISING OUT OF AND
IN THE COURSE OF EMPLOYMENT UNDER NOTIONALLY
EXTENDED WORK PLACE (PROVISIONAL) FOR SPECIAL DISABILITY LEAVE.
1. Name/Designation of the employee :
injured in the accident.
2. Unit. :
3. CPF No. :
4. Date and Time of Accident. :
5. Place of Accident. :
6. Brief description of how the
accident took place. :
7. Details of connection between the
accident and the workplace of the employee. :
8. Whether at the time of the accident the Driving Car/riding motorised two
employee was(strike out whichever is not wheeler/cycle/pillion riding/walking/
applicable) : attending duties in the workspot.
9. If Car/motorised two wheeler was
involved in the accident, its
Registration No: :
Make/Type of the vehicle :
Ownership details :
10. If the employee was driving/riding
the vehicle details of the Driving
Licence (Photocopy to be enclosed)
Date of issue :
Valid upto :
11. Name and address of two persons : a)
who witnessed the accident. b)
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12. Nature of injuries sustained in the

accident (Please attach copy of Medical
Certificate issued by the NLC GH) :
13. Details of Special disability
Leave claimed (Medical recommendation
of NLC GH to be attached) :
14. Whether Police complaint lodged.
If so, details thereof (Attach copy of FIR) :
15. Whether any Insurance claim lodged. If
so, details thereof.

Signature:
Name:
(Employee)
Notes:
i) The above proforma should be filled-up by the employee concerned or on his behalf.
ii) If the employee is not in a position to sign, his LTI should be obtained.
iii) The filled in proforma with all details/enclosures is to be submitted to the Unit Head concerned
within 72 hours of the accident.
iv) In respect of fatal accidents, this form need not be submitted.
...................................................................................................................................................
Endt: Dated………….

The proforma received from Shri. . .. . . .. . . . .. . Designation.. . . .. CPF.No.. . . . . Division.. .... .

..................... is forwarded to the standing committee for further necessary action, after due
verification of the details furnished.

The following documents are enclosed.

A] Accident Report : Yes/No

B] Certificate from Medical Branch : Yes/No

C] Police/Security Report : Yes/No

It is certified that Shri.. . . . .. . . .. . . . Designation . . . . .. .. has met/reported to have met with an

accident on . . . . . . . . . and he was to attend duty/attended duty in First/ Second/Night/General
Shift and the accident has occurred enroute to/fro his workspot and Residence at . . . .. . . [time]

DATED UNIT HEAD

To

THE STANDING COMMITTEE,

CORPORATE OFFICE.
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41.16 Revised procedure - Minor modifications :

(1) The standing committee has been re-constituted as under to examine reports of every
cases submitted by the concerned employee.
1. Deputy General Manager/P&A/IR
2. Chief Law Officer
3. Industrial Medical Officer/GH
4. Concerned Divisional Head in the unit(CM/DGM) where employee is working.
(2) Special disability Leave certificate from General Hospital need not be obtained.
(Reference: Proc.No.CORP/P&A/732/0320/2005-1, dt:09-11-2006)
41.17 Disablement - Claiming benefits under various statutes / from other agencies :
Instances have come to notice wherein employees/dependants claiming benefits under
Workmen's Compensation Act, 1923 or Persons with Disabilities (Equal Opportunities,
Protection of Rights and Full Participation) Act,1995, are not disclosing details on parallel
claims made before other forums which lead to legal complications at a later date.
In order to streamline the procedure, the following instructions are issued for strict adherence.
1) While claiming benefits under Persons with Disabilities (Equal Opportunities, Protection
of Rights and Full Participation) Act, 1995/Workmen's Compensation Act, 1923 the
employees concerned shall specifically disclose the benefits they intend to claim/have
already claimed from other forums for the same disability.
2) Employees shall compulsorily disclose all the benefits that they receive, if any, from
other agencies including LIC/GIC etc., in view of loss of earning capacity, immediately
on receiving such payments from time to time.
3) Employees shall also disclose claims made by them under LIC Policy or any other
scheme, to which employees contribute premium / fee, where benefits for permanent
total disablement / permanent partial disablement/temporary disablement are
available.
(Reference: Cir.No.CORP/P&A/IR/732/2006, dt:14.09.2006)
41.18. In respect of contract /Indcoserve Workmen, in case of fatal accident, the respective
Contractor shall arrange and deposit the amount with the Commissioner or payment through
the Insurance Company within the prescribed period. Any failure in this regard as a Principle
employer NLC shall arrange for deposit of the amount with the Commissioner and adjust the
amount against the running bills or deposits of the Contractor under the terms and conditions
entered with NLC Management.
41.19. If the compensation is not deposited within a period of one month, penalty clause will be
invoked and interest at 12% p.a. will be levied on the Compensation amount by the
Commissioner and if there is abnormal delay without proven justification with documentary
evidence, the Commissioner for Workman Compensation will levy additional compensation
amount not exceeding 50% of the total Compensation payable and recovered by the
Commissioner.
41.20. The Commissioner shall have all the powers of a Civil Court under the code of Civil
procedures 5 of 1908.No Civil court shall have the Jurisdiction to settle decide or deal with
any question which is by or under this act required to be settled, decided or dealt with by the
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Commissioner or to enforce any liability incurred under this Act under section 195 and
chapter XXVI of the code of Criminal procedure 1973 (2 of 1974)
41.21. SCHEDULE OF DELEGATION OF POWERS TO THE CHAIRMAN AND FURTHER
DELEGATION BY HIM TO THE PRINCIPAL OFFICERS.
Sl. Nature of Officer to Extent of Powers Remarks
No Powers whom
Power is
delegated
1 Grant of Special CMD Full powers to grant Special
Disability disability leave to Employees
Leave. disabled by injury Intentionally
inflicted or caused in or in
accidentally incurred in or in
consonance of the due performance
of their official position provided
the leave is recommended by the
Head of the Medical Branch.
2 Grant of Special Functional Up to 4 (four) months in each case
Disability Leave. Directors in respect of employees under their
(Vide.Sl.No.33) charge if they are
disabled as above.

41.22. SCHEDULE OF DELEGATION OF POWERS TO THE CHIEF GENERAL MANAGERS /

GENERAL MANAGERS.

SL. Nature of Extent of powers to Extent of powers to Remarks

No. powers C.G.M. G.M.

1 Grant of UP to 2 (months) in each case in Up to 1 (one) month in each case

Special respect of employees under their in respect of employees under
Disability charge if they are disabled by their charge if they are disabled
leave. injury intentionally inflicted or by injury intentionally inflicted or
(Vide.Sl. caused in or accidentally caused in or accidentally incurred
No.33) incurred or in consonance of the or in consonance of the due
due performance of their official performance of their official
position provided the leave is position provided the leave is
recommended by the Head of recommended by the Head of
the Medical Branch. the Medical Branch.

41.23. DISABILITY : SCOPE AND STATUTORY OBLIGATIONS :

Sl. Nature of PERMANENT EMPLOYEES INDCOSERVE / CONTRACT

No. Disability WORKMEN

01. Temporary In case of disablement lasting for more In case of disablement lasting for
Disability than 48 Hours, Form-18 to be sent in more than 48 hours, Form-18 to be
triplicate to DCIF- Cuddalore with a sent in triplicate to DCIF-Cuddalore
copy to Inspector of Factories / with a copy to Inspector of
Cuddalore (with in 72 hours of the Factories / Cuddalore (with in 72
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41.23. DISABILITY : SCOPE AND STATUTORY OBLIGATIONS :

Sl. Nature of PERMANENT EMPLOYEES INDCOSERVE / CONTRACT
No. Disability WORKMEN
01. Temporary Accident) and till joining duty, Form-18B hours of the Accident) and till
Disability to be sent every fortnight. In case of joining duty. Form-18B to be sent
accidents to those employed in Mines, every fortnight. In case of accidents
appropriate form to be sent to to those employed in Mines,
Dy. Director General / Mines Safety. appropriate form to be sent to
Full pay is to be paid for temporary Dy.Director General / Mines Safety.
disablement period subject to Half monthly wages has to be
periodical Medical evaluation. paid for temporary disablement
(As per NLC Rules) period subject to periodical
Medical Evaluation.
02. Permanent With Fitness Certificate (issued by NLC The percentage of loss of earning
Partial Standing Medical Board), the victim is capacity as assessed by Standing
Disablement entitled for Disability Leave as mentioned Medical Board will be taken
above as recommended by NLC into account for payment of
standing Medical Board and approved compensation as per the Provisions
by the Unit Head / Competent Authority. of Workmen Compensation Act,
Compensation is also payable 1923. The Compensation amount
under Workmen’s Compensation shall be paid either by the Insurance
Act, 1923. Payment of Compensation Company or by the contractor. The
will be made subject to other statutory contractor may be directed to remit
provisions , as regards to the amount in advance and in
disability, exist in force. doubtful cases with the concurrence
of the F&AB, NLC make payment
and recover the same from the bills
payable to the contractor. Half
monthly wages, if any paid from the
date of accident till assessment
date, may be adjusted in the
compensation payable.
03. Permanent The percentage of loss of earning Same procedure as above.
Disablement capacity as assessed by Standing
Medical Board will be taken into
account for deciding the
Compensation payable under the
Workmen Compensation Act ,1923.
Payment of Compensation will be
made subject to other statutory
provisions, as regards to disability,
exist in force.
04. In case of The Compensation amount to be The Compensation amount to be
Fatal calculated as enumerated in the calculated as enumerated in the
Accident Workmen’s Compensation Act., and Workmen’s Compensation Act.,
sent to Commissioner as approved to and sent to Commissioner as
be deposited with the Commissioner approved to be deposited with
within 30 days from the date of the Commissioner within 30 days
occurrence for disbursement. from the date of occurrence for
disbursement.
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41.24. WORKMEN’S COMPENSATION ACT, 1923 - SCHEDULE-I {See Section 2(1) and 4}
LIST OF INJURIES DEEMED TO RESULT IN PERMANENT TOTAL DISABLEMENT (PART-I)
Sl. No DESCRIPTION OF INJURY % OF LOSS OF
EARNING CAPACITY
1 Loss of both hands or amputation at higher sites 100
2 Loss of hand and foot 100
3 Double amputation through leg or thigh, or amputation
through leg or thigh on one side and loss of other foot 100
4 Loss of sight to such an extent as to render the
claimant unable to perform any work for which
eyesight is essential 100
5 Very severe facial disfigurement 100
6 Absolute deafness 100
LIST OF INJURIES DEEMED TO RESULT IN PERMANENT PARTIAL DISABLEMENT (Part II)
Sl. No DESCRIPTION OF INJURY % OF LOSS OF
EARNING
CAPACITY
AMPUTATION CASES – UPPER LIMBS (EITHER ARM)
1 Amputation through shoulder joint 90
2 Amputation below shoulder with stump less than (20.32 cms)
from tip of acromin 80
3 Amputation from (20.32 cms) from tip of acromin to
less than (11.43 cms) below tip of olecranon 70
4 Loss of hand or of the thumb and four fingers of one
hand or amputation from (11.43 cms) below tip of olecranon 60
5 Loss of thumb 30
6 Loss of thumb and its metacarpal bone 40
7 Loss of four fingers of one hand 50
8 Loss of three fingers of one hand 30
9 Loss of two fingers of one hand 20
10 Loss of terminal phalanx of thumb 20
10A Guillotine amputation of tip of thumb without loss of bone 10
AMPUTATION CASES – LOWER LIMBS
11 Amputation of both feet resulting in end – bearing stumps 90
12 Amputation of foot resulting in end – bearing stumps 80
13 Loss of all toes of both feet through the metatarso - phalangeal joint 40
14 Loss of all toes of both feet proximal inter – phalangeal joint 30
15 Loss of all toes of both feet proximal to the proximal inter –
phalangeal joint 20
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LIST OF INJURIES DEEMED TO RESULT IN PERMANENT PARTIAL DISABLEMENT (Part II)

Sl. No DESCRIPTION OF INJURY % OF LOSS OF
EARNING
CAPACITY
AMPUTATION CASES – LOWER LIMBS
16 Amputation at hip 90
17 Amputation below hip with stump not exceeding (12.70cms)
in length measured from tip of great trenchanter 80
18 Amputation below hip with stump not exceeding (12.70 cms)
in length measured from tip of great trenchanter but not
beyond middle thigh 70
19 Amputation below middle thigh to (8.89 cms) below knee 60
20 Amputation below knee with stump exceeding (8.89 cms)
but not exceeding (12.70 cms) 50
21 Amputation below knee stump exceeding (12.70 cms) 50
22 Amputation of one foot resulting in end-bearing 50
23 Amputation through one foot proximal to the metatarso -
phalangeal joint 50
24 Loss of all toes of one foot through the metatarso –
phalangeal joint 20
OTHER INJURIES
25 Loss of one eye, without complications, the other being normal 40
26 Loss of vision of one eye, without complications or
disfigurement of eye-ball, the other being normal 30
26A Loss of partial vision of one eye 10
LOSS OF : A – FINGERS OF RIGHT OR
LEFT HAND INDEX FINGER
27 Whole 14
28 Two phalanges 11
29 One phalanx 9
30 Guillotine amputation of tip without loss of bone 5
MIDDLE FINGER
31 Whole 12
32 Two phalanges 9
33 One phalanx 7
34 Guillotine amputation of tip without loss of bone 4
RING OR LITTLE FINGER
35 Whole 7
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LIST OF INJURIES DEEMED TO RESULT IN PERMANENT PARTIAL DISABLEMENT (Part II)

Sl. No DESCRIPTION OF INJURY % OF LOSS OF
EARNING
CAPACITY
LOSS OF : A – FINGERS OF RIGHT OR
LEFT HAND INDEX FINGER
RING OR LITTLE FINGER
36 Two phalanges 6
37 One phalanx 5
38 Guillotine amputation of tip without loss of bone 2
B – TOES OF RIGHT OR LEFT FOOT - GREAT TOE
39 Through metatarso – phalangeal joint 14
40 Part, with some loss of bone 3
ANY OTHER TOE
41 Through metatarso – phalangeal joint 3
42 Part, with some loss of bone 1
TWO TOES OF ONE FOOT, EXCLUDING GREAT TOE
43 Through metatarso – phalangeal joint 5
44 Part, with some loss of bone 2
THREE TOES OF ONE FOOT, EXCLUDING GREAT TOE
45 Through metatarso – phalangeal joint 6
46 Part, with some loss of bone 3
FOUR TOES OF ONE FOOT, EXCLUDING GREAT TOE
47 Through metatarso – phalangeal joint 9
48 Part, with some loss of bone 3

(Note – Complete and permanent loss of the use of any limb or member referred to in this
Schedule shall be deemed to be the equivalent to be loss of that limb or member)
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41.25. Workmen Compensation Act, 1923 - SCHEDULE – IV (Section 4)

FACTORS FOR WORKING OUT LUMPSUM EQUIVALENT OF COMPENSATION
AMOUNT IN CASE OF PERMANENT DISABLEMENT AND DEATH
Completed years of age on the Factors Completed years of age on the Factors
last birthday of the workman last birthday of the workman
immediately preceding the date immediately preceding the date
on which the compensation fell due on which the compensation fell due
Not more than 16 228.54 41 181.37
17 227.49 42 178.49
18 226.38 43 175.54
19 225.22 44 172.52
20 224.00 45 169.44
21 222.71 46 166.29
22 221.37 47 163.07
23 219.95 48 159.80
24 218.47 49 156.47
25 216.91 50 153.09
26 215.28 51 149.67
27 213.57 52 146.20
28 211.79 53 142.68
29 209.92 54 139.13
30 207.98 55 135.56
31 205.95 56 131.95
32 203.85 57 128.33
33 201.66 58 124.70
34 199.40 59 121.05
35 197.06 60 117.41
36 194.64 61 113.77
37 192.14 62 110.14
38 189.56 63 106.52
39 186.90 64 102.93
40 184.17 65 or more 99.37
The Heads of Units shall sanction the full pay/compensation subject to fulfillment of the above
conditions. For the sanction of Special Disability Leave in respect of those who are not covered by
Workmen’s Compensation Act, it is requested that the existing procedure may be followed.
{Reference:- Proc.No.5262/IR-2/94-1, Dt:30.04.1994}
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41.26. Workmen’s Compensation

Permanent Employees Indcoserve / Contract workmen
An amount equal to 50 % (Subject to a ceiling Applicable under Workmen
of Rs.4000/-) of the monthly wages of the Compensation Act, 1923
deceased workmen multiplied by the relevant
age factor or Rs. 80,000/-(eighty thousand rupees)
whichever is higher.
Where permanent total disablement results from Applicable under Workmen
the injury an amount equal to (Sixty percent) of the Compensation Act, 1923
monthly wages of the injured workman multiplied
by the relevant age factor or an amount of Rs.90,000/-
(ninety thousand rupees) whichever is more;

“Where the monthly wages of a workman exceed Four thousand rupees, his monthly wages for the
purposes of calculating compensation under Workmen Compensation Act is to be deemed as Four
thousand rupees only”.

*****
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42. N.L.C. EMPLOYEES’ PROVIDENT FUND RULES AND

WORKING OF THE N.L.C. E.P.F. TRUST
(Published in Part-II, section 3(ii) of the Gazette of India)
Government of India / Bharat Sarkar / Ministry of Labour Shram Mantralaya.
Dated New Delhi-110 001 the 29th March 1979.

NOTIFICATION
So………. Whereas M/s. Neyveli Lignite Corporation Limited (hereinafter referred to as the said
establishment) has applied for exemption to its Lignite Mines at Neyveli in the State of Tamil Nadu
under clause (s) of Sub-section (1) of Section 17 of the Employees’ Provident Funds and
Miscellaneous Provisions Act, 1952 (19 of 1952) (hereinafter referred to as the said Act).
AND WHEREAS in the opinion of the Central Government, the rules of the provident fund of the said
establishment with respect to the rates of contribution are not less favourable to the employees
therein than those specified in section 6 of the said Act, and the employees are also in enjoyment of
other provident fund benefits which on the whole are not less favourable to the employees than the
benefits provided under the said act or under the Employees’ Provident Funds Scheme, 1952
(hereinafter referred to as the said Scheme) in relation to the employees in any other establishment of
a similar character.
NOW, THEREFORE, in exercise of the powers conferred by clause(s) of sub-section (1) of section 17
of the said Act, and subject to the conditions specified in the Schedule annexed hereto, the Central
Government hereby exempts the lignite mines of the said establishment from the operation of all the
provisions of the said Scheme.
This notification shall be deemed to have come into force with effect from the 6th January, 1979.
THE SCHEDULE
1. The employer in relation, to the said establishment shall provide for such facilities for
inspection and pay such inspection charges as the Central Government may, from time to
time direct under clause (s) of sub-section (3) Sub-section 17 of the Employees’ Provident
Funds and Miscellaneous Provisions Act, 1952, within 15 days from the close of every month.
2. The employer, in relation to the said establishment
(i) Shall comply with the directions issued by the Central Govt. from time to time, under
clause (d) of sub-section (3) of Section 17 of the said Act in regard to the investment of
contribution to the provident fund of the said establishment (hereinafter referred to as
provident fund).
(ii) Shall take due care to see that the Board of Trustees constituted in respect of that
establishment invest the provident fund contributions in accordance with the directions
issued by the Central Govt. from time to time and shall be responsible for such
investment of the provident fund contributions by the said Board of Trustees.
3. The employer shall submit such returns to the Regional Provident Fund Commissioner as the
Central Government may, from time to time, direct.
4. The employer shall furnish to each employee an annual statement of accounts of pass book.
5. All expenses involved in the administration of the Provident Fund including the maintenance
of accounts, submission of accounts and returns, transfer of accumulations, payment of
inspection charges, etc. shall be borne by the employer.
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6. The employer shall credit, every year, to the account of each member interest at such rates as
may be determined by the Board of Trustees and such rates shall not be less than the one
determined by the Central Government from time to time.
7. The employer shall display on the notice board of the establishment a copy of the rules of the
Provident Fund as approved by the Central Government and as and when amended, the
amendments thereto, along with a translation of the salient points thereof, in the language of
the majority of the employees.
8. Where an employee who is already a member of the Employees’ Provident Fund (Statutory
fund) of the Provident Fund of another exempted establishment is employed in his
establishment, the employer shall immediately, enroll him as a member of the fund of the
establishment, and accept the past accumulations in respect of such employee and credit the
same to his account.
9. The employer shall enhance the rate of Provident Fund contributions appropriately if the rate
of Provident Fund contribution for the class of establishments in which his establishment falls
is enhanced under the Employees’ Provident Funds and Misc. Provisions Act, 1952 so that
the benefits under the Provident Fund scheme of the establishment shall not become less
favourable than the benefit provided under the said act.
10. The establishment shall submit an audited balance sheet of its Provident Fund every year to
the Regional Provident Fund Commissioner within six months of the close of the year.
11. No amendment of the rules of the Provident Fund shall be made without the previous
approval of the Regional Provident Fund Commissioner and where any amendment is likely
to affect adversely the interest of the employees, the Regional Provident Fund
Commissioner, shall, before giving his approval, give a reasonable opportunity to the
employees to explain their point of view.

C.NO. 201 (26) / 58

GOVERNMENT OF INDIA
OFFICE OF THE COMMISIONER OF INCOME-TAX, MADRAS-6
FEBRUARY 23, 1959 / PHALGULA 4, 1880 (SAKA)
PROCEEDINGS OF THE COMMISSIONER OF INCOME-TAX, MADRAS

Shri W.K. Gharpurey, B.Sc., (Bombay), B.Sc., (London), I.R.S. Commissioner of Income-Tax
Sub: Provident Funds – Recognition of under Section 58B of Indian Income-Tax Act, 1922
(Act XI of 1922) Neyveli Lignite Corporation Employees’ Provident Fund.
Ref:Application dated 30-01-1959.
****
ORDER:
Under Section 58 B (I) of the Indian Income-Tax Act 1922 (Act XI of 1922), the Commissioner
of Income-Tax, Madras hereby accords recognition to the NEYVELI LIGNITE
CORPORATION EMPLOYEES’PROVIDENT FUND with effect from the 31st day of January
1959.
(Sd/-) W.K. Gharpurey,
Commissioner of Income-Tax
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THIS INDENTURE made this the Thirtieth day of January one thousand nine hundred fifty-
nine BETWEEN Neyveli Lignite Corporation (Private) Limited, a company registered under
the Indian Companies Act, 1956 with its Registered Office at No.151, Lloyds Road,
Royapettah, Madras (Now at Neyveli) (hereinafter referred to as the Company) OF THE ONE
PART and (1) M.G. Balasubramanian, I.A.S., Deputy General Manager (Administration),
(2) V.K. Subramaniam, Chief Accounts Officer (3) T.S. Mahalingam, Foreman Grade-II
(Mechanical) and (4) R.H. Subramaniam, Upper Division Clerk all of the Company
(hereinafter called “the Trustees”) OF THE OTHER PART.
WHEREAS the Company has decided to start a Provident Fund for the benefit of such of the
employees of the Company as are hereinafter mentioned (hereinafter called “the Fund”).
NOW THIS INDENTURE WITNESSETH and it is hereby agreed and declared that the
aggregate of the sums to be contributed and subscribed to the Fund by the members as
hereinafter defined and by the company in accordance with the rules hereinafter contained
shall be paid to and together with the income accruing from the use or investment thereof held
by the Trustees and shall in their hands constitute the assets of the fund and the Trustees
shall hold and apply the assets of the said Fund according to the Rules hereinafter contained
which shall be binding on the members as hereinafter defined and the Company.
THE RULES OF THE PROVIDENT FUND CONSTITUTED FOR THE NEYVELI LIGNITE
CORPORATION LIMITED:
PART-I
DEFINITIONS, THE FUND AND ITS MEMBERSHIP:
1. DEFINITIONS:
In these rules the following expressions shall unless excluded by or repugnant to their
context, have the meanings here attached to them namely:
(a) “Board” shall mean the Board of Trustees constituted for administering the Fund under
rules 12 and 13.
(b) “The Company” shall mean the Neyveli Lignite Corporation Limited.
(c) “Children” means legitimate children and includes adopted children. If the Board is
satisfied that, under the personal law of the member, adoption of a child is legally
recognised.
(d) “Continuous Service” shall mean uninterrupted service under the Company and
includes service which is interrupted by sickness, accident whilst on duty, authorised
leave, strike which is not illegal, or cessation of work not due to the employee’s fault.
Explanation:
Provided that an illegal strike shall not constitute a break in the service of an employee where
the company has condoned the break in continuous service due to such illegal strike or where
an employee is continued in employment without prejudice to his continuity of service, either
as a result of a settlement between him and the company or an award.
Note:
The period of sickness or interruption due to an accident whilst on duty should be certified by a
competent authority under the Medical Benefit Rules of the Company.
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(e) “Family” shall mean:

(i) In the case of a male member, the wife, children whether married or unmarried
and dependent parents of the member and the widow and children of a deceased
son of the member.
Provided that if a member proves that his wife has ceased, under the personal law
governing him or the customary law of the community to which the spouses
belong to be entitled to maintenance, she shall no longer be deemed to be a part
of the member’s family for the purpose of these rules unless the member
subsequently intimates by express notice in writing to the Board that she shall
continue to be so regarded, and
(ii) In the case of a female member, the husband and children of the member, the
dependent parents of the member or of the husband and the widow and children
of a deceased son of the member.
Provided that if a member, by notice in writing to the Board, expresses her desire
to exclude her husband from the family, the husband and his dependent parents
shall no longer be deemed to be a part of the member’s family for the purpose of
these rules, unless the member subsequently cancels in writing any such notice.
Explanation : In either of the above two cases, if the child of a member has been
adopted by another person and if under the personal law of the adopter, adoption
is legally recognised such a child shall be considered as excluded from the family
of the member.
(f) “Financial Year” means the year commencing on the 1st day of April and ending
with 31st March following.
(g) “Foreign Service” shall mean services in respect of which an employee of the
company receives his pay and other emoluments with the sanction of the
company from another employer.
(h) “Fund” means Provident Fund constituted for NLC Ltd. and shall include all
moneys from time to time held by or to the account of the Board of Trustees in
pursuance of the provisions herein contained and shall include any investments
for the time being made with such moneys.
(i) “Chairman” shall means the Chairman for the time being of the NLC Ltd.
(j) “Member” means member of the Fund
(k) “Nominee” or “Nominees” shall means any person or persons who may be
appointed in writing by a member to receive the amount that may become payable
from the Fund to the estate of the member in the event of the member’s death
before the termination of his service with the company.
(l) “Pay” means the fixed pay or wages receivable by a member from the Company
while on duty or on leave with salary or wages in accordance with the terms of
contract of employment and includes Dearness Allowances but exclusive of (any
commission, bonus, house rent allowance, overtime allowance, the cash value of
any food concession, any present made by the Company, special allowance,
construction allowance, ware allowance or any other allowance, remuneration or
profit whatsoever derived by a member outside his fixed salary or wages, where
such allowance, remuneration or profit is paid separately or the entire fixed salary
or wages, where such allowance, or remuneration is merged in the all in salary or
wages).
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(m) “Trustees” shall mean the members of the Board of Trustees constituted for
administering the Fund under Rules 12 and 13.
(n) Any expression connecting the masculine gender shall include the feminine
gender also.
(o) Words imparting the singular number shall include the plural number and vice
versa.
(p) The marginal notes hereto shall not affect the construction hereof.
2. ESTABLISHMENT OF FUND:
The fund shall be deemed to have been established on and from the 1st January 1959
pursuant to a Resolution of the Directors of the Company passed at a Meeting of the Board of
Directors on the 8th December 1958 in exercise of the authority conferred upon the Directors
by Article 77 (17) of the Articles of Association of the Company.
3. ASSETS OF THE FUND:
The fund shall consist of:
(a) Subscription by the members out of their salary or wages or other emoluments as
provided by rule 9;
(b) Contribution by the Company under rule 10 below;
(c) Interest and dividends which the investment of money forming the Fund from time to
time may yield;
(d) Balance transferred from other Provident Funds, where such transfers are permitted by
these rules;
(e) Any contributions or donations made by the company; and
(f) Any capital gains arising from the sale, exchange or transfer of capital assets.
4. RULES:
4.(a) The Fund shall be governed by these rules or by such rules as shall for the time being be
in force. The rules shall be interpreted by the Trustees whose decision shall be final and
binding and such decision shall be recorded and signed by the Trustees in a special
Minute Book to be maintained for the purpose. If there should arise any dispute
between the Board of Trustees and the members of the Fund regarding the
interpretation of any of these rules the matter shall be referred to the Regional Provident
Fund Commissioner only in respect of those governed by the provisions of the
Employees’ Provident Funds Act, 1952, and in the case of those not governed by the
Employees’ Provident Funds Act, 1952 to the Chairman for decision, which shall be final
and binding upon both the parties.
4 (b) The Board of Directors of the Company, after consulting the board of Trustees and
subject to the approval of the Regional Provident Fund Commissioner in respect of
those governed by the Employees’ Provident Funds Act, 1952 and the Commissioner of
Income-Tax shall, from time to time, repeal, add to, vary or alter these rules and frame
such other rules as may be necessary.
5. MEMBERSHIP:
With effect from 01-11-90 every employee employed in or in connection with the work of a
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factory or establishment to which the scheme applies should be enrolled as EPF member
from the date of joining the factory or establishment.
1. Employees entitled and required to join the fund:
Every employee employed in or in connection with the work of the company should be
enrolled as EPF member from the date of joining the Company.
5(1) a. Every employee employed in or in connection with the work of the company
other than an excluded employee, shall also be entitled and required to
become a member of the Fund on the day of this paragraph comes into force.
5(1) b. Every employee employed in or in connection with the work of the company
other than an excluded employee, shall also be entitled and required to
become a member of the Fund from the day this paragraph comes into force
in such factory or other establishment, if on the date of this paragraph coming
into force, if such employee is a subscriber to the provident fund maintained
in respect of the factory or other establishment or in respect of any other
factory or establishment under the same employer. Provided that where the
scheme applies to a factory or other establishment on the expiry or
cancellation of an order of exemption under Section 17 of the Act, every
employee who but for the exemption would have become and continues as a
member of the Fund, shall become member of the Fund forthwith.
2. After this paragraph comes into force in a factory or other establishment, every
employee employed in or in connection with the work of that factory or establishment,
other than an excluded employee, who has not become a member already shall also be
entitled and required to become a member of the fund from the date of joining the factory
or establishment.
3. An excluded employee employed in or in connection with the work or a factory or other
establishment to which this scheme applies shall on ceasing to be such an employee be
entitled and required to become a member of the Fund from the date he ceased to be
such employee.
4. On re-induction of an employee or a class of employees exempted under paragraph 27
or paragraph 27-A to join the fund on the expiry or cancellation of an order under this
paragraph, every employee shall forthwith become a member thereof.
5. Every employee who is a member of a private provident fund maintained in respect of an
exempted factory or other establishment and who but for exemption would have
become and continued as a member of the fund shall on joining a factory or other
establishment to which this scheme applies, become a member of the fund forthwith.
6. Notwithstanding anything contained in this paragraph, the Board of Trustees, may on
the joint request in writing, of any employee of a factory or other establishment to which
this scheme applies and his employer, enroll such employee as a member or allow him
to contribute more than rupees three thousand five hundred of his pay per month if he is
already a member of the fund and thereupon such employee shall be entitled to the
benefits and shall be subject to the conditions of the Fund, provided that the employer
gives an undertaking in writing that he shall pay the administrative charges payable and
shall comply with all statutory provisions in respect of such employee.
(The amendment takes effect from 01-11-1990)*
7. The Company shall before taking a person into employment ask him to state in writing
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whether or not he is a member of the Employees’ Provident Fund established under the
Employees’ Provident fund Scheme, 1952, or a member of a Provident Fund exempted
under Section 17 of the Employees’ Provident Funds Act, 1952 or a member of the Fund
exempted under para 27 or 27-A of the Employees’ provident Funds Scheme, 1952 and
if he is, ask for the account number and name and particulars of the last employer and
direct him to apply for transfer of Provident Fund accumulations in the Employees’
Provident Funds or the Provident Fund and the entire amount of the Provident Fund
shall, on transfer, be accepted and credited into the member’s account and he shall be
enrolled as a member of the Fund immediately from the date of joining the Company and
the subscriptions shall be payable by him and contributions by the Company from the
date of joining the Company.
8. Application to join the Fund shall be made in writing to the Company in a declaration of
agreement to comply with the rules of the Fund for the time being in force-vide
Appendix I.
9. Written notice shall be given by the Company to the applicants of the acceptance or
rejection as the case may be of their application to become Members of the Fund.
Note: This rule shall not apply to employees, who should under these rules, join the Fund
compulsorily.
10. Every employee becoming a member must abide by all the rules and regulations from
time to time in force until he ceases to be a member.
6. FOREIGN SERVICE OR DEPUTATION OUT OF INDIA:
If a member is transferred to Foreign Service or sent on deputation out of India, he shall
remain, subject to the rules of the Fund, in the same manner as if he were not so transferred or
sent on deputation.
7. TRANSFER FROM OTHER COMPANIES:
7(1) In the case of the transfer of the services of an employee (otherwise qualified for
membership under Rule 5 hereof) who is a member of a Provident Fund covered by the
provisions of the Employees’ Provident Funds Act, 1952 or who is transferred from any
of the companies or association of persons which maintain a Provident Fund
recognised under the Indian Income-Tax Act, 1922 (XI of 1922) or to which Provident
Fund 1925 (XIX of 1925) applies, the entire amount standing to his credit in the former
Provident Fund with such Company or association of persons (including the employers'
contribution and interest thereon) shall be caused to be transferred and paid to this
Provident Fund the employees who shall become a member of this Fund. Nothing in
this rule shall be deemed to provide that the amount of such transferred balance shall be
taken into account in determining the contributions to be made by the Company to the
Fund under rule 10 hereof so that Company shall be under no liability whatsoever on
such payment or transfer to this Provident Fund to make any equivalent contribution to
the Fund. Subject as aforesaid, any such transferred balance shall be credited to the
account of such joining member and be subject to the provisions of the rules for the time
being of the Fund.
7(2) In the case of Personnel of State and Central Government Department and other
Industrial concerns appointed initially in the Company on foreign service terms and
subsequently absorbed permanently, the entire amount payable or paid to them by their
Parent Departments towards pension and pensioner benefits, etc., shall be transferred
and paid to this Provident fund by the employee who shall become a member of this
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Fund. Nothing in this rule shall be deemed to provide that the amount so transferred
shall be taken into account in determining the contributions to be made by the Company
to the Fund under rule 10 here of so that the Company shall be under no liability
whatsoever on such payment or transfer to this Provident Fund to make any equivalent
contribution to the Fund. Subject as aforesaid, any such transferred amount shall be
credited to the account of such joining member and be subject to the provisions of the
rules for the time being of the Fund.
8. MEMBERS TO MAKE NOMINATION:
8 (1) Upon becoming a member of the Fund each member shall send in writing to the
Board of Trustees a nomination (vide Appendix II) conferring on one or more
persons the right to receive the amount that may stand to his credit in the fund in the
event of his death before the amount has become payable or having become
payable has not been paid to him.
Provided that in the case of a member having a family a nomination shall be made in
favour of one or more persons belonging to his family. If the member has no family
on the date of his becoming a member of the Fund, the nomination may be made in
favour of any person or persons, but if the member subsequently acquires a family,
such nomination shall forthwith be deemed to be invalid and the member shall make
a fresh nomination in favour of one or more persons belonging to his family.
8 (2) A nomination shall not be partly in favour of the member’s family and partly in favour
of others outside his family.
8 (3) If a member nominates more than one person under sub-rule (1) above, he shall
specify in the nomination the amount of share payable to each of the nominee in
such manner as to cover the whole of the amount that may stand to his credit in the
Fund at any time.
8 (4) Every nomination shall be in such forms as the Trustees may prescribe from time to
time.
8 (5) A nomination shall be registered in the books of the Board of Trustees under advice
to the member.
8 (6) A nomination shall take effect from the date it is handed over to the Board for
registration. No nomination shall be received for registration after the death of the
member.
8 (7) A member may at any time cancel a nomination by sending a notice in writing of his
intention of doing so in the prescribed (Vide Appendix 2A) in accordance with these
Rules.
8 (8) Where the nominee is a minor, the member shall name the person appointed to
receive the benefit on behalf of the minor, in case the amount becomes payable
before the minor nominee attains majority.
8 (9) The signature of the member in the nomination form shall be attested by two
witnesses.
8 (10) A member may provide in a nomination:
(i) In respect of any specified nominees that in the event of his predeceasing the
member, the right conferred upon that nominee shall pass to such other person as
may be specified in the nomination.
(ii) That the nomination shall become invalid in the event of the happening of a
contingency specified therein.
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8 (11) In case the nominee predeceases the member, the right conferred on the nominee
shall revert to the member until a fresh nomination is made.
PART-II
CONTRIBUTION TO THE FUND
9. MEMBERS’ SUBSCRIPTION:
9(1) The emoluments qualifying for subscription to the Fund shall be the entire monthly
emoluments (01-04-78).
Note:
(i) Emoluments mean total of pay, DA + VDA. Pay includes basic pay, Special pay,
personal pay and other additions to pay.
9(2) Substituted C.S. No.7/EPF/76 in Procs.No.274/E&G/76, dated 18-10-1976.
9 (3) (i) The compulsory subscription of a member shall be 12% of the emoluments while on
duty or the leave salary or corresponding emoluments drawn while on leave to the
categories mentioned in (1) and (2) above; however, a member may, if he so
chooses, subscribe at a rate more than 12% but not more than his total monthly
emoluments.
Note: A member shall indicate in writing to the Company his choice as to making additional
subscription and as to it’s rate once in any one of four occasions in a year for giving effect to in
the wage / pay bills payable in April, July, October or January and the deduction of it shall
commence from the respective month, so chosen only without retrospective effect.
(i) The deduction at the same rate shall be continued for at least 12 months from its
commencement; and
(ii) Any member wishing to discontinue the same or to vary the rate shall give to the
company notice, in writing of his intention to do so at any time before the end of any
financial year and the discontinuance or variation shall take effect from the wage / pay
bill payable in April following.
Explanation: “Except for the option exercised as from the bill payable in April, the
additional subscription will continue to be deducted at the uniform rate till the end of at
least the succeeding financial year.”
9(3) (ii) The amount of subscription shall be calculated to the nearest rupee, 50 paise or more
to be counted as the next higher rupee and fraction of a rupee less than 50 paise to
be ignored. For purpose of arriving at emoluments to calculate member’s
subscription as well as Company’s contribution, fraction of a rupee, less than 50
paise shall be ignored.
9(4) In the case of a member of the Fund who is covered by the EPF Scheme, 1952, the
amount of a member’s subscription shall be recoverable by means of deduction
from the wages of the member and not otherwise.
*1 Added Vide CS No. 5 EPF/76 in Proc. No. E&G/151/76-1, Dated 18.06.76.
(i) Provided that no such deduction may be made from any wage other than that which
is paid in respect of the period or part of the period in respect of which the
subscriptions are payable.
(ii) Provided further that the Company shall be entitled to recover the employee’s
subscription from a wage other than that which is paid in respect of the period for
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which the subscription has been paid or is payable, where the employee has in
writing given a false declaration at the time of joining service that he was not already
a member of the fund.
(iii) Provided further that where no such deduction has been made on account of an
accidental mistake or a clerical error, such deduction may, with the consent in writing
of the Trustees, be made from the subsequent wages.
10. COMPANY’S CONTRIBUTION:
Rule-10 (1):
With effect from 22.09.97, the Company’s contribution for a member shall be 12% of
the emoluments qualifying for the employee’s subscription under Rule-9 above.
For purposes of calculation of member’s subscription as well as company’s
contributions, fractions of a rupee in the wages earned i.e. 50 paise or more shall be
rounded off to a rupee, less than 50 paise being ignored.
10(2) The member’s subscription shall be deducted from the salary or from wages bills, as
the case may be, and made available to the Trustees along with the Company’s
contribution for credit to the individual account of the member within 15 days from
the date of collection.
Provided that if a member quits the services or dies during any month, the
Company’s contribution for the period between the close of the preceding month
and the date of quitting the service or the casualty as the case may be shall be made
available to the Trustees within a fortnight after the event for credit to the member’s
account with the member’s subscription deducted from his wage or salary.
Note: In respect of PF Collections relating to the units covered under the EPF and EPF Act
1952, the Company shall remit the monthly PF collections to the Trustees within 15
days of the date of the collection, failing which the company shall pay the trustees
penal interest on such belated remittances at the graded rates specified.
11. SUBSCRIPTION AND CONTRIBUTION DURING FOREIGN SERVICE:
When a member is on foreign service and receives his salary from the foreign employer, it
shall be incumbent on the member to remit his monthly subscriptions to the Trustees of the
Fund. The Company’s contribution payable in respect of foreign service shall unless it is
recovered from the foreign employer, be recovered by the Company from the member and
remitted to the Trustees.
@ 1 Inserted vide C.S.No.3/EPF/76 in Procs. No. 11/E&G/76, dated 10.01.76.

PART-III
MANAGEMENT OF THE FUND
12. MANAGEMENT:
The assets of the Fund and its administration shall constitute a Trust which shall be
irrevocable, save on the closure and winding up of the Fund as hereinafter provided. The
custody, control and management of the Fund shall be vested in Board of Trustees. The
costs, charges and expenses of administering the Fund, and of the determination of any
question arising under the rules or otherwise and all expenses incurred by the Trustees in the
discharge of their duties shall be paid to the Company.
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13. COMPOSITION OF THE BOARD OF TRUSTEES OF THE EXEMPTED ESTABLISHMENT

AND THE TERMS AND CONDITIONS OF SERVICE OF THE TRUSTEES:
6812/IR-3/P&A DEPT./94
Composition of Board of Trustees and the terms and conditions of service (five years) Rules
13.
After para (79) B – corresponding to our Rule 13, the following shall be inserted:
AMENDED PROVISION
(i) The Board of Trustees of the establishment, granted exemption under clause (a) of Sub
section (1) of Section 17 of the Act shall consist of not less than two and not more than
six representatives each of the employers and employees. The number of trustees
shall be fixed so as to afford, as far as possible, representation to employees of each
branch or department of the establishment. In the case of common PF for a group of two
or more, there will be atleast one representative each from the participating
establishment provided that any factory or establishment seeking fresh exemption shall
not be permitted to participate in any common Provident Fund more than six
participating factories or establishments.
(ii) The employer shall nominate his representative on the Board of Trustees from amongst
the Officers employed in managerial or administrative capacity in the establishment.
(iii) The representatives of the employees, on the Board of Trustees shall be nominated or
elected in the following manner namely:
(a) Wherever there is a union recognised by the employer under the code of
discipline in Industry or under any Act, such union shall nominate the
representatives of the employees.
(b) Where there are more than one trade union recognised by the employer, the
representatives of the employees shall be elected by the members of the union in
an election to be held for the purpose on any working day.
(c) Where there is no union recognised by the employer under the code of discipline
in industry or under any Act but there are more than one registered union
functioning in the establishments the union having the largest number of
members, subject to a minimum of 15% membership shall have the right to
nominate employees representative and in case there is only one registered
union, it shall have the right to nominate the employees representative provided it
has a minimum of 15% membership.
(iv) The employer shall nominate one of his representatives on the Board to be the
President thereof. In the event of equality of votes, the President may exercise a
casting vote.
(v) The term of Office of a Trustee shall be five years from the date of election or nomination.
An outgoing trustee shall be eligible for reelection or renomination. A trustee elected or
nominated to fill the remaining period of the terms of the trustee in whose place he is
elected or nominated.
(vi) A person shall be disqualified for being a trustee if:
(a) He is declared to be of unsound mind by a competent court or
(b) Has been convicted in an offence involving moral turpitude or
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(c) Is undischarged insolvent or

(d) Is an employer of an exempted, or unexempted establishment, which has
defaulted in payment of any dues under the Act.
(vii) A person shall cease to be a trustee of the Board if:
(a) he ceases to be an employee of the establishment or
(b) he ceases to be member of the Provident Fund of the establishment or
(c) the union on whose behalf he was elected or nominated, cease to be recognised
by the employer or
(d) he fails to attend three consecutive meetings of the Board without obtaining leave
of absence from the President of the Board of Trustees. The President may
however, condone the absence of a trustee if he is satisfied that there were
reasonable grounds for such absence.
(viii) The procedure for election or nomination of Trustees, the quorum at the meetings of the
Board, records to be kept of the transaction of business and all other matters not
specifically provided for in the scheme shall be regulated as per the provisions of the
approved Provident Fund Rules of the establishment and its guidelines for the
functioning of the Board as the Regional Provident Fund Commissioner may specify
from time to time.
(ix) In case of any dispute or doubt, the matter shall be referred to the RPFC in whose
jurisdiction, the Head Office is located. The decision of the commissioner in the matter
shall be final and binding.
14. MEETING OF TRUSTEES QUORUM:
14(1) At any meeting of the Trustees, one Trustee representing the Company and one
Trustee representing the employees shall constitute a quorum. Any decision of the
meeting of the Trustees at which a quorum is present shall be deemed to be a
decision of all the Trustees and final and binding on them. The President of the
Board of Trustees shall have a casting vote in addition to and not instead of his own
vote as a Trustee. In respect of matters affecting those who are governed by the
EPF Act, 1952, the President of the Board of Trustees shall exercise his casting vote
in addition to and not instead of his own vote as Trustee. The decision of a majority
at any meeting of the Trustees at which quorum is present shall be final and binding
on the trustees.
Provided that where in any case the exercise of the casting vote of the President of
the Board of Trustees results in a decision of the Board prejudicial to the interests of
the employees who are governed by the Employees' Provident Funds Act, 1952,
such decision shall be appealable to the Regional Provident Fund Commissioner,
and to the Chairman in respect of decisions prejudicial to the interest of employees
who are not governed by the Employees’ Provident Funds Act, 1952.
14(2) If, at any meeting, the number of Trustees present is less than the required quorum,
the President of the Board of Trustees shall adjourn the meeting to a date not later
than seven days from the date of the original meeting, informing the Trustees of the
date, time and place of the adjourned meeting and it shall thereupon be legal to
dispose of the business at such adjourned meeting, irrespective of the number of
Trustees present.
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15. TRUSTEES POWER TO APPOINT ATTORNEYS:

15(a) If any Trustee shall be temporarily absent from the headquarters of the Project, each
such Trustee may appoint any attorney (not being one of his Co-Trustees) to act in
his place or stead to exercise in all respects all the powers and discretion, by these
rules, conferred on a Trustee, but the appointment of such attorney shall be
terminated immediately on the return of his principal to Head-quarters.
15(b) If any of the Trustees shall be, at any time, absent from Head-quarters, and shall not
have appointed an attorney under the provisions of sub-rule (a) hereof, those of the
Trustees (not being less than two in number) who shall remain in head-quarters
shall, during such absence, have as full power to act in the trust hereof as if they
were the only Trustees of these presents.
16. If a Trustee fails to attend three consecutive meetings of the Board without obtaining leave of
absence from the President of the Board of Trustees, he shall cease to be a Trustee. The
President of the Provident Fund Trust shall accordingly recommend to the
Chairman/Managing Director of the NLC Limited, the removal of the Trustee and
appointment of a new trustee in his place.
17. When for any reason, the President of the Trust is not able to attend a meeting, and it is
considered by him that a meeting should be held in his absence the Chairman/Managing
Director of the NLC Limited may on the recommendation of the President nominate one of the
trustees to be the President for that meeting.
18. APPOINTMENT OF NEW TRUSTEES:
If and whenever any Trustee or Trustees representing the Company shall die, resign, refuse
or become in the opinion of the Company unqualified, incompetent or incapable of acting or
shall permanently leave India or shall cease to be an employee of the Company, the
Company shall nominate any other competent persons to be the new Trustee or Trustees. If
the vacancy is caused by a representative of the employees on his ceasing to be a Trustee
under any of the above said circumstances the person who got the next largest number of
votes in the election in which the representatives ceasing to be a Trustee was elected and
who is qualified to be appointed as a Trustee shall be appointed as his successor by the
Board of Trustees for the unexpired term of office of his predecessor. On every such
appointment, the funds of the Fund shall IPSO FACTO vest in the new Trustee or Trustees
jointly with the surviving or continuing Trustee or Trustees.
19. RESPONSIBILITY OF TRUSTEES:
The function and responsibility of the Trustee shall be to manage the funds according to these
rules.
20. LIABILITY AND INDEMNIFICATION OF TRUSTEES:
In the discharge of their duties for the administration of the Fund, the Trustees shall be
indemnified by the Fund against all proceedings, costs, damage, charges, expenses, claims,
demands losses and liabilities caused otherwise than through their or his negligence or fraud.
The Trustees shall not be responsible for any breach of trust committed by a co-trustee, or by
a Banker or other persons with whom any of the assets of the Fund may have been deposited
not for any loss unless the same happens through their or his own willful act or omission.
21. TRUSTEES’ CORRESPONDENCE:
All correspondence in relation to the Management of the Fund may be conducted by any one
of the Trustees on behalf of all the Trustees; receipts for money received by the Trustees may
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be signed by one of the Trustees on behalf of all the Trustees, Cheques on the banking
accounts of the Fund may be drawn, signed and/or endorsed by any two Trustees on behalf of
all the Trustees.
22. INVESTMENT OF FUNDS:
22(1) The Trustees shall from time to time pay all moneys received by them into the State
Bank of India or such other scheduled Bank as they shall from time to time determine,
to the credit of a special account. All moneys to the credit of such account shall be
dealt with only in accordance with these rules and such accounts shall be operated on
only by Cheques bearing the signature of any two trustees of whom atleast one shall
be the Trustee representing the Company.
22(2) Ministry of Finance and Company Affairs(Department of Economic Affairs)
Subject : Pattern of investment to be followed by the Non-Government Provident
Funds, Superannuation funds and Gratuity funds.
No.E.5(18)ECB/2001:- In partial modification of the Ministry’s Notification of number
E11(3)-PD/98, Dated 31st March 1999, the pattern of investment for investment of
incremental accretions by the non-Government Provident Funds, Superannuation
Funds and Gratuity Funds shall be as follows effective from 1st April 2003.
INVESTMENT PATTERN
1. (i) Central Government Securities as defined in Sec.2 of the Public Debt. Act. 1941 (18
of 1944); and / or units of such Mutual Funds which have been set up as dedicated
Funds for investment in Government securities and which have been approved by
the Securities and Exchange Board of India.
Percentage amount to be invested – 25%
(ii)a. Government Securities as defined a/in Sec.2 of the Public Debt Act. 1944 (18 of
1944); created and issued by any State Government; and / or investment in
Government Securities and which have been approved by the Securities and
Exchange Board of India, and/or
b. Any other negotiable securities the principal whereof and interest whereon is fully
and unconditionally guaranteed by the Central Government or any State
Government except those covered under (iii) (a) below.
Percentage amount to be invested – 15%
(iii)a. Bonds / Securities of Public Financial Institutions as specified under Section 4(1) of
the Companies Act “Public Sector Companies” as defined in Section 2(36-A) of the
Income Tax Act, 1961 including Public Sector Banks; and / or
(iii)b. Short duration (less than a year) Term Deposit Receipts (TDR) issued by Public
Sector Banks.
Percentage amount to be invested – 30%
(iv) To be invested in any of the above three categories as decided by their Trustees
Percentage amount to be invested – 30%
(v) The Trusts, subject to their assessment of the risk-return prospects, may invest upto
1/3rd of (iv) above, in private sector bonds / securities, which have an investment
grade rating from at least two credit rating agencies.
2. Any moneys received on the maturity of earlier investments reduced by obligatory
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outgoing shall be invested in accordance with the investment pattern prescribed in this
Notification.
3. In case of any instruments mentioned above being rated and their rating falling below
investment grade and the same rating has been confirmed by two credit rating agencies
than the option of exit can be exercised.
4. The investment pattern as envisaged in the above paragraphs may be achieved by the
end of a financial Year.
Sd./Dy.Secretary(CM.ECB and PR)
22(3) Any two Trustees and representing the Company, one representing the employee shall, on
behalf of all the Trustees, invest the moneys of the Fund purchase, sell, endorse, discharge,
transfer, negotiate, dispose of or otherwise deal in the said securities or bonds interest
warrants, etc., relating to the Fund.
23. REALISATION OF INVESTMENTS:
The Trustees may from time to time withdraw from the Fund such sum or sums as may be
required for the purposes of the Fund and raise any moneys so required by sale,
hypothecation or pledge of the investments held by them or of a sufficient part thereof.
24. ACCOUNTS:
The following accounts shall be maintained in the books of the Fund:
24(1) An account for each member in the form prescribed in rule 6 of the Indian Income-
Tax (Provident Funds Relief) (Central Board of Revenue) Rules showing the
Member’s subscription, the Company’s contribution, interest accrued, withdrawals,
repayments, etc., which shall show:
a) the Member’s subscriptions
b) the Employer’s Contributions under rule 10
c) interest on subscriptions, and
d) interest on contributions.
24(2) An interest suspense Account to which all interest, dividends and other income
realised or accrued up to 31st March of each year and the profits or loses, if any, from
the sale of investments shall be credited or debited, as the case may be. Brokerage
and commission on the purchase and sale of securities and other investments shall
be included in the purchase or sale price, as the case may be, and not separately
charged to the ‘Interest Suspense Account’.
(Proc. No. 192/E&G/77, Dt. 03-01-78)
24(3) An investment Valuation account, to be appended to Interest Suspense Accounts
showing the credits on account of appreciation noticed at the annual valuation of
investment at cost, par on market value whichever is lowest and debits on account of
depreciation noticed on annual valuation on the same basis. However, the
investments shall until realisation, be valued for the purpose of accounting in the
accounts of the Fund at their purchase price without taking appreciation or
depreciation into consideration.
24(4) the Investment account showing particulars of investments; and
24(5) any other account which the Board of Trustees may decide to open for the correct
exhibition of the transaction of the Fund.
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24(6) The Trustees shall maintain accounts of the Provident Fund in such manner and
submit returns, as the Central Government may direct from time to time in respect of
members governed by the Employees’ Provident Funds Act, 1952, to the Regional
Provident Fund Commissioner; and
24(7) The Trustees shall furnish to the Regional Provident Fund Commissioner such
accounts as the Central Govt. may prescribe from time to time relating to the Fund
which shall include annual statement of account of such subscriber in respect of the
factory or factories which are covered by the employees’ Provident Funds Act, 1952.
25. CREDITING OF INTEREST TO THE MEMBER’S ACCOUNTS:
25(a) As on 31st March of each year, the accounts of the Fund shall be closed. From the
net balance in the ‘Interest Suspense Account’ shall be credited to the individual
accounts of the members in proportion to the amount standing to the credit of such
account an amount calculated at such rate of interest shall be credited to the
member’s accounts on monthly running balance with effect from the last day in each
year in the following manner.
(Procs. No. 192/E&G/77, dated 31-08-77)
i. On the amount at the credit of a member on the last day of the preceding year,
less any sum withdrawn during the current year – Interest for 12 months.
ii. On sum withdrawn during the current year, Interest from the beginning of the
current year upto the last day of the month preceding the month of
withdrawal.
iii. On all the sum credited to the members account after the last day of the
preceding year, interest from the first day of the month succeeding the month
of credit to the end of the current year.
iv. The total amount of interest shall be rounded off to the nearest whole rupee
(fifty paise counting as the next higher rupee).
Provided that interest up to and for the current month shall be payable on the
claims which are authorised on or after 25th day of a particular month along
with actual payment after the end of the current month. (It shall come into
force on the date of its publication in the official gazette after its approval by
R.P.F.C., Tamil Nadu Notification No. GSR 393, dated 31-03-1982).
25(b) The rate of interest to be allowed on claims for refund for the broken currency period
shall be the rate fixed for the previous year.
25(c) In determining the rate of interest, the Board shall satisfy itself that there is no over
drawal on the interest suspense account as a result of the debit thereto of the
interest credited to the accounts of the members.
25(d) The total amount of interest shall be rounded off to the nearest whole rupee (fifty
paise counting as the next higher rupee).
26. AUDIT OF ACCOUNTS:
The Board of Trustees shall have the accounts of the Fund audited every year by Auditors
nominated by the Trustees.
27. STATEMENT OF ACCOUNTS TO MEMBERS:
27(1) As soon as possible after accounts have been audited as aforesaid the Trustees
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shall furnish to each member a statement of the amount shown by the Books of the
Fund Standing to the credit of his account as at the date of such Balance-sheet and
Revenue account. Such statement shall be accepted as correct and binding on the
members save that if any manifest error shall be found therein and notified by the
member to the Trustees in writing within six months of the receipt of the Statement.
INSPECTION OF ANNUAL STATEMENT OF ACCOUNTS BY MEMBERS:
27(2) Any member making a request in this behalf to the Trustees shall be permitted to
inspect his annual statement of accounts himself or to have the same inspected by
any person duly authorised by him in writing to do so, within 72 hours of making such
request provided that no such request shall be entertained more than once in every
two calendar months.
28. ANNUAL REPORT ON THE ADMINISTRATION OF THE FUND:
The Board shall furnish to the Chairman of the Company each year not later than a date to be
fixed by him a report on the administration of the fund during the previous financial year
together with a copy of the Auditor’s report.
29. SUPPLY OF COPIES OF RULES:
The Board shall supply to each employee of the Company on becoming a member, a copy of
these rules free of cost and shall also exhibit a copy of these rules on the notice Board of the
Company. Supply of further copies shall be on payment of such cost as may be prescribed by
the Board.
30. CLOSING AND WINDING UP OF FUND:
It shall be lawful for the Board of Trustees at any time, to wind up the Fund with the consent of
all the members of the Fund and of the Company, after giving them notice of three calendar
months in writing. The consent of the Regional Provident Fund Commissioner shall also be
obtained for closing and winding up the Fund. Upon the closing of the Fund all the amounts
due by members in respect of their own subscriptions and the Company’s contributions as
herein before provided shall be paid by the company to the Trustees and thereafter be
credited by the Trustees to the member’s accounts.
31. DISSOLUTION OF THE FUND:
On the closing and winding up of the Fund, the Trustees shall realise the assets at their
disposal and shall liquidate all liabilities, if any, of the Fund. Thereafter, the amounts standing
in the fund to the credit of the members governed by the Employees’ Provident Fund Act,
1952 shall be dealt with according to the direction of the Regional Provident Fund
Commissioner and the balance shall be distributed among the members who are governed
by the Employees’ Provident Funds Act, 1952 on a pro-rata basis.
PART-IV
PARTICIPATION IN BENEFITS
32. PAYMENTS ON CESSATION OF MEMBERSHIP:
When a member ceases to be in the service of the Company the amount withdrawable by him
or on his behalf from the fund shall thereupon be ascertained on a separate and distinct basis
in the manner according to the circumstances of his ceasing to be a member.
32(1) On discharge due to reduction in Establishment, or on termination of service through
ill-health.
In the event of any member being discharged permanently from service as a result of
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reduction by the Company of its establishment or his becoming permanently

incapacitated owing to injury sustained whilst in the service of the Company or if a
member’s service is terminated on account of continued illness (as to which the
decision of Medical Officer nominated by the Company shall be final) he shall be
entitled to the whole amount standing to the credit of his account as at the date of the
termination of his service or/for any of the reasons herein specified.
“Provided that a member suffering from TB or Leprosy or Cancer even if contracted
after leaving the service of the company on grounds of illness but before the
payment has been authorised, shall be deemed to have been permanently and
totally incapacitated for work”.
32(2) On termination of the contract of service.
In the event of a member ceasing to be in the service of the Company because of the
termination of his contract of service, he shall be entitled to the whole amount
standing to the credit of his account as at the date of the termination of the contract.
32(3) Resignation Or Dismissal, Etc.
(i) In case other than those specified in the sub-rule, the Board of Trustees may
permit a member to withdraw the full amount standing to his credit in the fund
on ceasing to be an employee in any establishment to which the Act applies,
provided that he has not been employed in any factory or other establishment
to which the Act applies for continuous period of not less than 2 months
immediately proceeding the date on which he makes an application for
withdrawal. The requirement of two months waiting period shall not,
however, apply in cases of female members resigning from the services of
the establishment for the purpose of getting married.
Explanation:
A declaration in writing made by a member affirming the fact of non-
employment as aforesaid may be accepted as proof thereof.
(ii) A member who is retired from service by the company at any time at or after
the age of superannuation shall be paid the full amount standing to his credit
in the fund as at the date of retirement. For the purpose of this sub-rule, a
member shall be deemed to have attained the age of superannuation on
completing the age of 60 years or such other age as may be prescribed by the
company’s rules.
Provided that a member who is governed by the Employees Provident Fund
Scheme, 1952 and who has not attained the age of 60 years or such other
age of superannuation as may be prescribed by the company’s Rules, at the
time of his retirement from the service of the company, shall also be entitled to
the full amount standing to the credit of his account in the fund if he attains the
age of 60 years or such other age of superannuation as may be prescribed by
the company’s Rules at the time when the payment is authorized.
Note : “Pensioners and superannuated employees of the State and Central
Government Departments re-employed and admitted to the Fund under note (i) to
Rule 5(2) shall on cessation of their service in the company and therefore of their
membership of the Fund be paid the full amount standing to their credit in the Fund”.
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ON TRANSFER TO OTHER COMPANIES:

32(4)(a) In the event of a member being transferred permanently to any other organisation or
Government Department the amount standing to the credit of his account in the
Fund may be transferred with his concurrence and with the concurrence of
organisation or Government Department to which he is transferred, to the credit of
his account in the Provident Fund if any maintained by such other organisation or
Government Department and thereupon the rules of such Provident Fund shall
apply to the member or to such transferred amount and the rules of this Provident
Fund shall cease to apply accordingly.
32(4)(b) The amount of Provident Fund accumulations standing to the credit of a member of
the Fund shall, when he leaves the service of the Company and obtains re-
employment in another establishment to which the Employees’ Provident Fund
Act,1952, applies, be transferred, within 3 months of the intimation of the
employment, to the credit of his account in the Provident Fund of the establishment
in which he is re-employed or in the Employees’ Provident Fund as the case may be.
DEATH:
32(5) On the death of a member whatever his length of service, the Trustees shall pay the
whole amount standing to the credit of the member at his death, including the
Company’s contribution with interest thereon, to the person or persons entitled to
receive the same.
32(6) In the event of a member ceasing to be a member of the Fund because of his
migration from India for permanent settlement abroad he shall be entitled to the
whole amount standing to the credit of his account immediately before such
migration.
33. ACCUMULATION OF A DECEASED MEMBER TO WHOM PAYABLE:
On the death of a member before the amount standing to his credit has become payable
under rule 32(5) hereof or where the amount has become payable but payment has not been
made.
(i) If nomination made by the member in accordance with rule 8 subsists the amount
standing to his credit in the Fund or that part thereof to which the nomination relates shall
become payable to his nominee or nominees in accordance with such nomination; or
(ii) If no nomination subsists or if the nomination relates only to a part of the amount or the
whole amount the part thereof to which the nomination does not relate, as the case may
be, shall become payable to the members of his family in equal shares.
Provided that no share shall be payable to:
(a) Sons who have attained majority.
(b) Sons of a deceased son who have attained majority.
(c) Married daughters whose husbands are alive.
(d) Married daughters of a deceased son whose husbands are alive if there is any
member of the family other than those specified in clauses (a), (b), (c) and (d).
Provided further that the widow or widows and the child or children of a deceased son
shall receive between them in equal parts only the share which that son would have
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received if he had survived the member and has not attained the age of majority at the
time of the member’s death:
(iii) In any case to which the provisions of clauses (i) and (ii) do not apply the whole amount
shall be payable to the person legally entitled to it.
(iii)a. If a person who in the event of the death of a member of the fund is eligible to
receive Provident Fund accumulations of the deceased member under this para
is charged with the offence of murdering the member or abetting in the
commission of such an offence, his claim to receive the share of Provident Fund
shall remain suspended till the conclusion of the criminal proceeding initiated
against him for such offence.
If on the conclusion of the criminal proceeding referred to above, the person
concerned is:
Convicted for the murder or abetting the murder to the member he shall be
debarred from receiving the share of provident fund accumulations which shall be
payable to other eligible member if any of the deceased member (or)
Acquitted of the murdering or abetting the murder of the member his share of
provident fund shall be payable to him.
Explanation:
(i) For the purpose of this paragraph a member’s posthumous child, if born alive,
shall be treated in the same way as a surviving child born before the member’s
death.
(ii) If the person to whom any amount is to be paid under these rules is a minor or a
lunatic for whose estate guardian under the Guardians and Wards Act, 1890 (VII
of 1890) or a Manager under the Indian Lunacy Act, 1912 (IV of 1912) as the case
may be, has been appointed, the payment shall be made to such guardian or
Manager. In case no such guardian or manager has been appointed, payment
shall be made to such person as the Board of Trustees may consider to be the
proper person representing the minor or the lunatic and the receipts of such
person for the amount paid shall be a sufficient discharge thereof. In any other
case the amount shall be paid to the person authorised by law to receive the
payment on behalf of the minor or the lunatic.
(iii) If it is brought to the notice of the Board of Trustees that a postumous child is to be
born to the deceased member, the Board of Trustees shall retain the amount
which will be due to the child in the event of its being born alive, and distribute the
balance. If subsequently no child is born or the child is still born, the amount
retained shall be distributed in accordance with the rule governing the payment of
accumulations of a deceased member.
34. EXTENT OF MEMBER’S CLAIM:
Except as is by these rules expressly provided no member or any persons on this behalf or in
respect of his interest in the Fund shall be entitled to claim any payment of money to him or
them.
35. CERTIFICATE OF BALANCE DUE TO A MEMBER:
The amount payable to any member or to the nominees or representatives of any deceased
member under any of the provisions of these rules shall be sufficiently ascertained and
determines in accordance with these rules by a certificate under the hands of the Trustees
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and such certificate shall be final and binding on all the parties; provided if any member,
nominee or representative of a deceased member feels aggrieved he shall have a right of
appeal to the Regional Provident Fund Commissioner if the member was governed by the
Employees’ Provident Funds Scheme,1952, or to the Chairman of the Company, if he was not
governed by the Employees’ Provident Funds Scheme, 1952 before the certificate is made
final and binding.
36. UNCLAIMED AMOUNTS:
Any amount unclaimed by a member or his nominee after such member ceases to be a
member of the Fund shall on no account lapse to the Fund. Such unclaimed accumulations
due to the members or their nominee shall be shown separately under the “Suspense
Account”.
37. OMITTED
38. OMITTED
39. PROTECTION AGAINST ATTACHMENT:
The amount standing to the credit of any member in the Fund shall not in any way be capable
of being assigned or charged and shall not be liable to attachment under any decree or order
of any court in respect of any debt or liability incurred by the member and neither the official
assignee appointed under the Presidency Towns Insolvency Act, 1909 (III of 1909) nor any
receiver appointed under the Provincial Insolvency Act, 1920 (V of 1920) shall be entitled to or
have any claim on any such amount.
Any amount standing to the credit of a member in the Fund at the time of his death and
payable to his nominee shall vest in the nominee and shall be free from any debt or other
liability incurred by the deceased or the nominee before the death of the member.
40. TEMPORARY WITHDRAWALS:
No member may be permitted to make a withdrawal of any part of the money for the time
being standing to the credit of his account in the Fund, save as provided for under this Rule.
40(1) A member may be permitted to make withdrawal of any part of the money for the time
being standing to the credit of his account for any of the purposes mentioned in Rule
68 (1) of the Income-Tax Rules, 1962, other than Rule *68(1)(a), 68(1) (aa) and
68(1) (d) of the Income-tax Rules, 1962, and within the limits laid down in the
Income-tax Rules, 1962, for the time being in force. A copy of the Rules 68 to 73 of
the Indian Income-tax Rules, 1962, relating to withdrawals as now in force is
annexed to these Rules.
40(2) ADVANCE FROM THE FUND FOR THE PURCHASE OF A DWELLING
HOUSE/FLAT OR FOR THE CONSTRUCTION OF A DWELLING HOUSE
INCLUDING THE ACQUISITION OF A SUITABLE SITE FOR THE PURPOSE.
(Corresponds to para-68 (B) of EPF Scheme under the Act)
(1) The Board of Trustees may on an application from a member in such form as
may as prescribed and subject to the conditions prescribed in this rule,
sanction from the amount standing to the credit of the member in the fund,
and advance:
(a) For purchasing dwelling house/flat, including a flat in a building owned
jointly with others (Out-right or on hire purchase basis), or for
constructing a dwelling house including the acquisition of a suitable
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site for the purpose from the Central Government, the State
Government, a Co-operative Society, an institution, a Trust, a local
body or a Housing Finance Corporation (hereinafter referred to as the
agency/agencies) or a Housing Development Finance Corporation.
(b) for purchasing a dwelling site for the purpose of construction of a
dwelling house or a ready built dwelling house/flat from any individual,
provided the said house/flat to be purchased is new and unlived one.
(or)
(bb) For purchasing a dwelling house / flat on ownership basis from a
promoter governed by the provisions of any flats and or
apartments ownership Act or by any other analogous or similar
law of the Central Govt. or the State Govt. as may be in force in
any state or area for the time being and who intends to construct
or constructs dwelling house or block of flat and the member is
required to pay to the said promoter in advance for financing the
said construction of the house / flat.
Provided that the member has entered into an agreement with the
promoter as may be required under the Flats or Apartments ownership
Act or any other analogous or similar law of the Central Govt. or State
Govt. which may be in force in any State or any area and the said
agreement is registered under the IRA 1908.
(OR)
(c) for the construction of a dwelling house on a site owned by the member
or the spouse of the member or jointly by the member and the spouse,
or for completing/continuing the construction of a dwelling house
already commenced by the member or the spouse, on such site.
Explanation-1:
(i) In this rule, the expression “Co-operative Society” means a Society
registered or deemed to be registered under the Co-operative
Societies Act, 1912 (2 of 1912 or under any other law for the time being
in force in any State, relating to Co-operative Societies).
(ii)a. For the purpose of purchase of a site for construction of house thereon,
the amount of withdrawal shall not exceed the member’s basic wages
and DA for 24 months or the member’s own share of contributions,
together with the employer’s share of contribution, with interest
thereon or the actual cost towards the acquisition of the dwelling site,
whichever is the least.
(ii)b. For the purpose of acquisition of ready built house / flat of for
construction of a house / flat, the withdrawal shall not exceed the
member’s basic wages and DA for 36 (thirty six) months or the
member’s own share of contribution, together with the employer’s
share of contributions, with interest thereon, or the total cost of
constructions, whichever is the least.
Explanation-2:
In this rule, the fact of a new and unlived house/flat shall be determined with
reference to the certificates relating to the number and date of approval of the
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building plan, the date of commencement and completion of the house/flat

and the tax bills and receipts issued by the appropriate authorities, and
wherever necessary, by neighbourhood enquiries.
(ii) The amount of advance shall not exceed the member’s basic wages and D.A.
for 36 months or the member’s own share of contributions, together with that
amount of the Company’s share of contributions admissible under clause (1)
of Rule 32 (3) had the member been allowed to withdraw his accumulations
on the date of authorisation of payment with interest thereon, or the actual
cost towards the acquisition of the dwelling site together with or the purchase
of the dwelling house/flat or the construction of the dwelling house,
whichever is the least.
(iii)a No advance under this rule shall be granted unless:
(i) the member has completed five years’ membership of the fund.
Ref: 348th PF Trust Board Meeting Dated: 16.05.2003
RPFC/Tr/Lr.No. B6/TN/TR/1088/Exem/03, Dt: 22.07.2003
(ii) the member’s own share of contributions with interest thereon in the
account standing to his credit in the fund is not less than one thousand
rupees.
(iii) the dwelling site or the dwelling house/flat or the house under
construction is free from encumbrances.
The above clause has been substituted as under vide TB meeting 331st on
16-02-2001.
“A declaration from the member that the dwelling site or the dwelling house /
flat or the house under construction is free from encumbrances and the same
is under title of the member and/or the spouse”.
Provided that where a dwelling site or a dwelling house/flat is mortgaged to
any of the agencies referred to in clause (a) of sub Rule (I), solely for having
obtained funds for the purchase of the dwelling house/flat or for the
construction of a dwelling house including the acquisition of a suitable site for
the purpose, such a dwelling site or a dwelling house/flat, as the case may be
shall not be deemed to be an encumbered property.
Provided further that a land acquired on a perpetual lease or on lease for a
period of not less than 30 years for constructing a dwelling house/flat, or a
house/flat built on such a leased land, shall not be deemed to be an
encumbered property.
Provided also that where the site of the dwelling house/flat is held in the name
of any agency referred to in clause (I) (a) of sub-rule 40 (2) and the allottee is
precluded from transferring, or otherwise disposing of the house/flat, without
the prior approval of such agency, the mere fact that the allottee does not
have absolute right of ownership of the house/flat and the site is held in the
name of the agency, shall not be a bar to the giving of an advance under
clause (I) of sub-rule 40(2), if the other conditions mentioned in this rule are
satisfied.
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(iii)b.No advance shall be granted for purchasing a share in the joint property or for
constructing a house on a site owned jointly except on a site owned jointly
with the spouse.
(iv) Subject to the limitation prescribed in Sub-Rule (ii)
(a) Where the advance is for the purchase of a dwelling house/flat or a
dwelling site from an agency, referred to in clause (a) of Sub-Rule (I),
the payment of advance shall not be made to the member but shall be
made directly to the agency, in one or more installments, as may be
authorised by the member.
(b) Where the advance is for the construction of a dwelling house, it may
be sanctioned in such number of installments as the Board thinks fit.
Explanation: Promoter includes a person who constructs or causes to be
constructed a block or building of flats or apartments for the purpose of
selling some or all of them to other persons or to a company, co-
operative society or other association of persons and his assignees
and where the person sells are different persons, and term “promoter”
includes both.
(c) Where the advance is for the acquisition of a dwelling house for the
purpose of construction of a dwelling house thereon from any
individual or any agency, the amount shall be paid in not less than two
equal installments, the first installment at the time of the acquisition of
the dwelling site and the remaining at his request at the time of the
construction of a dwelling house on such dwelling site.
(v) Where the advance is sanctioned for the construction of a dwelling house, the
construction shall commence within six months of the withdrawal of the first
installment and shall be completed within 12 months of the withdrawal of the final
installment. Where the advance is sanctioned for the purchase of dwelling site, the
purchase or acquisition, as the case may be, shall be completed within six months of
the withdrawal of the amount.
Provided that this provision shall not be applicable in case of purchase of a dwelling
house/flat on hire purchase basis and in cases where a dwelling site is to be
acquired or houses are to be constructed by a Co-operative Society on behalf of its
members with a view to their allotment to the members.
(vi) Except in the cases specified in Sub-Rule (vii) no further advance shall be
admissible to a member under this rule.
(vii) An additional advance upto twelve months’ basic wages and dearness allowance or
the member’s own share of contributions with interest thereon, in the amount
standing to his credit in the fund, whichever is less may be granted once and in one
installment only, for additions, substantial alterations or improvements necessary to
the dwelling house owned by the member or by the spouse, or jointly by the member
and the spouse.
Provided that the advance shall be admissible only after a period of five years from
the date of completion of the dwelling house.
(viii) The member shall produce the title deed and such other documents as may be
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required for inspection which shall be returned to the member after grant of
advance.
(ix) a. If the advance granted under this rule exceeds the amount actually spent for the
purpose for which it was sanctioned the excess amount shall be refunded by the
member to the fund in one lump sum within thirty days of the finalisation of the
purchase, or the completion of the construction of, or necessary additions,
alterations or improvements to, a dwelling house as the case may be. The amount
so refunded shall be credited to the Company’s share of contribution in the
member’s account in the fund, to the extent of advance granted out of the said share
and the balance, if any, shall be credited to the member’s share of contributions in
his account.
(b) In the event of the member not having been allotted a dwelling site/dwelling
house/flat, or in the event of the cancellation of an allotment made to the member
and of the refund of the amount by the agency, referred to in clause (a) of sub-rule (I),
or in the event of the member not being able to acquire the dwelling site or to
purchase the dwelling house/flat from any individual or to construct the dwelling
house, the member shall be liable to refund to the fund in one lump sum and in such
manner as may be specified by the Board of Trustees, the amount of advance
remitted under this rule to him or, as the case may be, to the agency referred to in
clause (a) of Sub-Rule (i).
The amount so refunded shall be credited to the Company’s share of contributions in
the member’s account in the fund, to the extent of advance granted out of the said
share, and the balance if any, shall be credited to the member’s own share of
contributions in his account.
(x) If the Board of Trustees is satisfied that the advance granted under this Rule has
been utilised for a purpose other than that for which it was granted or that the
member refused to accept an allotment or to acquire a dwelling site or that the
conditions of advance have not been fulfilled or that there is reasonable
apprehension that they will not be fulfilled, wholly or partly, or that the excess amount
will not be refunded in terms of clause (a) of sub-rule (ix) or that the amount remitted
back to the member by any agency, referred in clause (a) of Sub-Rule (i), will not be
refunded in terms of clause (b) of Sub-Rule (ix), the Board of Trustees shall forthwith
take steps to recover the amount due, with penal interest thereon at the rate of two
percent per annum from the wages of the member in such manner of installments as
the Board of Trustees may determine. For the purpose of such recovery, the Board
of Trustees, may direct the company to deduct such installment from the wages of
the member and on receipt of such direction, the Company shall deduct accordingly.
The amount so deducted shall be remitted by the Company to the Board of Trustees
within such time and in such manner as may be specified in the direction. The
amount so refunded excluding the penal interest shall be credited to the Company’s
share of contribution in the member’s account in the Fund, to the extent of advance
granted out of the said share and the balance, if any, shall be credited to the
member’s own share of contribution in his account. The amount of penal interest
shall, however, be credited to the interest suspense account.
(xi) Where any advance granted under this rule has been misused by the member, no
further advance shall be granted to him under this rule within a period of three years
from the date of grant of the said advance or till the full recovery of the amount of the
said advance, with penal interest thereon, whichever is later.
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40(3) Advance from the fund for repayment of Loans in special cases.
(i) a. The Board of Trustees may on an application from a member, sanction the amount
standing to the credit of the member in the fund an advance for the payment wholly
or partly of any outstanding principal and interest of a loan obtained from a State
Government, Co-operative Society, Housing Board, Municipal Corporation,
Housing Development Finance Corporation Limited, L.I.C., HUDCO or a Body
similar to the D.D.A. solely for the purposes specified in Rule-40(2) (i).
b. The amount of withdrawal shall not exceed the member’s basic wages and DA for 36
months or his own share of contributions together with the employer’s share of
contributions with interest thereon, in the member’s account in the fund, or the
amount with outstanding principal and interest of the said loans, whichever is the
least.
(ii) No advance shall be sanctioned under this rule unless:
a) the member has completed 5 years’ membership of the fund; and
b) the member’s own share of contribution with interest thereon, in the amount
standing to his credit in the fund, is one thousand rupees or more; and
c) The member produces a certificate or such other documents as may be prescribed
by the Board of Trustees, indicating the particulars of the member, the loan granted,
the outstanding principal and interest of the loan and such other particulars as may
be required.
(iii) The payment of the advance under this rule shall be made directly to the agency
mentioned under Rule – 40(2) (i) on receipt of an authorization from the member in
such manner as may be specified by the Board of Trustees and in no event the
payment shall be made to the member.
40(4) Advance from the fund to be non-refundable.
Except as otherwise provided, the advances given under Rules 40(2) and 40(3) shall be non-
refundable.
40(5) COMPUTATION OF PERIOD OF MEMBERSHIP:
In computing the period of membership of the fund of a member under rules 40 (2), 40(3) and
41(5), his total services exclusive of periods of breaks under the same company or factory /
establishment before this scheme applied to him, as well as the periods of his membership,
whether of the fund or of Private Provident Fund of exempted factories/establishments or as
an employee exempted under paragraph 27 or 27A of the Employees’ Provident Fund
Scheme, 1952, as the case may be immediately preceding the current membership of the
Fund, shall be included.
Provided that the member has not severed his membership by withdrawal of his Provident
Fund during such period.
41. GRANT OF ADVANCES IN SPECIAL CASES:
Rule 41 (1) (i)
In case a factory or other establishment has been locked up or closed down for more than
15 days and its employees are rendered unemployed without any compensation or in case an
employee does not receive his wages for a continuous period of 2 months or more, these
being for reasons other than a strike, the Board of Trustees may on an application from an
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employee who is a member of the Fund in such form as may be prescribed authorise payment
to him one or more non-recoverable advances from his PF a/c not exceeding his own total
subscription including interest thereon upto the date the payment has been authorised.
Rule 41 (1) (i) (a)
In case a PF member is discharged or dismissed or retrenched by the employer and such
discharge or dismissal or retrenchment is challenged by the member and the cases are
pending in a court of law, the board, on an applications from the member in such form as may
be prescribed authorise payment to him of one or more non-recoverable advances from his
PF account not exceeding 50% of his own share of contribution with interest thereon standing
to his credit in the fund on the date of such authorisation.
Rule 41 (1) (ii) Grant of withdrawals in special case
(a) In case the factory or other establishment continue to remain locked out or closed
down for more than 6 months and the appropriate Government is of opinion that the
said factory or establishment is likely to restart, the Board of Trustees on being
satisfied that the member who has already been granted one or more non-
recoverable advances to the full extent from his P.F. account under clause (i) still
continue to be unemployed and no compensation is likely to be paid to him at an
early date may on receipt of an application therefor in such form as may be
prescribed, authorise payment to the member of one or more recoverable advances
from his P.F. account not exceeding 50% of the employer’s total contribution
including interest thereon upto the date the payment has been authorised.
(b) The advance granted under clause (a) shall be interest free.
(c) The advance granted under clause (a) shall be recovered by deductions from the
pay/wages of the member in such installment as may be determined by the board of
Trustees. The recovery shall commence from the first pay/wages paid to the
member immediately after the restart of the factory or establishment.
(d) The company shall remit the amount so deducted to the fund within such time and in
such manner as may be specified by the Board of Trustees. The amount, on receipt
shall be credited to the member’s account in the fund.
41 (2) GRANT OF ADVANCE IN ABNORMAL CONDITIONS:
(i) The Board of Trustees may, on an application from a member whose property,
movable or immovable, has been damaged by calamity of exceptional nature, such
as floods, earthquakes, or riots, authorise payment to him from the provident fund
account, a non refundable advance, not exceeding fifty percent of his own total
subscription including interest thereon standing to his credit on the date of such
authorisation whichever is less, to meet any unforeseen expenditure.
Provided that such member produces evidence to the satisfaction of the Board of
Trustees that the property has been damaged.
(ii) No advance under Sub rule (I) shall be paid unless:
(a) The State Government has declared that the calamity has affected the general
public in the area and;
(b) The member produces a certificate from the appropriate authority to the effect
that his property (movable or immovable) has been damaged as a result of the
calamity.
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41 (3) OMITTED
41 (4) GRANT OF ADVANCE FOR ILLNESS IN CERTAIN CASES:
(i) A member may be allowed non-refundable advance from his account in the fund in
cases of (a) hospitalisation lasting for one month or more or (b) major surgical
operation in a hospital or (c) suffering from TB, Leprosy, Paralysis or Cancer, Mental
derangement or heart ailment and having been granted leave by his employer for
treatment of the said illness.
(ii) The advance shall be granted if
a doctor of the hospital certifies that a surgical operation or as the case may be
hospitalisation for one month or more had or has become necessary or a Registered
medical Practitioner or in the case of mental derangement, or heart ailment, a
specialist certifies that the member is suffering from TB, Leprosy, Paralysis, Cancer,
Mental derangement or heart ailment.
iii. Member may be allowed non-refundable advance from his account in the fund for
the treatment of a member of his family who has been hospitalised , or requires
hospitalisation for one month or more for (a) a major surgical operation or (b) the
treatment of TB, Leprosy, Paralysis or Cancer, Mental derangement or heart ailment
provided that no such advance shall be granted to a member unless he has
produced:
(1) A certificate from a doctor of the hospital that the patient has been
hospitalised or requires hospitalisation for one month or more, or that a major
surgical operation had or has become necessary.
(2) A certificate from the Employer that the Employees’ State Insurance facility
and benefits are not available to him for the treatment of the patient.
(iv) The amount advanced under this sub-rule shall not exceed the member’s basic
pay/wages and D.A. for six months or his own share of contribution with interest in
the Fund or Rs.10,000 whichever is less.
(Ref: Board of Trustees meeting 324, dated 18-06-1999)
(v) Where the Board of Trustees is not satisfied with a Medical Certificate furnished by
the member under this sub-rule it may, before granting an advance under this sub-
rule demand from the member another Medical Certificate to its satisfaction.
41(5) GRANT OF ADVANCE FOR POST MATRICULATION EDUCATION:
i. The Board of Trustees may on application from member, authorize payment to him/her
of a non-refundable advances from his/her PF not exceeding 50% of his/her share of
contribution, including interest thereon, standing to his/her credit on the date of such
authorization for the post matriculation education of his/her son or daughter.
The above clause has been amended as under:
(Ref: 348th PF Trust Board dt.16.05.2003).
B. Pre-Degree Course (+1) & (+2)
Rs.5,000/- or 50% of members Subscription whichever is less.
C. Degree or Diploma / PG Courses.
Rs.20,000 or 50% of members subscription whichever is less.
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D. Professional Degree Course.

Rs.30,000 or 50% of members subscription whichever is less.
The above withdrawals shall be granted four times as non-refundable withdrawals.
Fifth withdrawal (Recoverable withdrawal) is granted as below:
i. Degree / Diploma / PG course - Rs.25,000/- or 50% of members subscription
whichever is less.
ii. Professional degree course - Rs.45,000/- or 50% of members subscription
whichever is less.
The advance granted under clause shall be recovered from the Wages / Salary of
the such installment subject to maximum 36 months recovery.
Sixth withdrawal (Recoverable withdrawal) is granted on the amount specified for
the specific purpose stated in fifth withdrawal subject to completion of 50% period
of recovery of 5th withdrawal.
No advance under this sub rule shall be sanctioned to a member unless:
a. He has completed three years membership of the fund &
b. the amount of his own share of contribution with interest thereon standing to
his credit in the fund is Rs.1000/- or more.
iii. Not more than six advances shall be admissible to a member under this sub rule.
Explanation:
Wage means, for the purpose of this paragraph, basic wages and dearness allowance,
excluding lay off compensation, if any.
41(6) GRANT OF ADVANCE TO MEMBERS WHO ARE PHYSICALLY HANDICAPPED:
(i) A member, who is physically handicapped, may be allowed a non-refundable
advance from his account in the fund, for purchasing an equipment required to
minimise the hardship on account of handicap.
(ii) No advance under sub-rule (i) shall be paid unless the member produces a medical
certificate from the CGS/Medical (Previously Chief of Medical Services) of the
Company or a Medical Officer authorised by him, to the satisfaction of the Board to
the effect that he is physically handicapped.
(iii) The amount advanced under this rule shall not exceed the members basic wages
and DA for six months, or his own share of contributions with interest thereon, or the
cost of the equipment, whichever is the least.
(iv) No second advance under this rule shall be allowed within a period of three years
from the date of payment of an advance allowed under this rule.
WITHDRAWAL WITHIN ONE YEAR BEFORE RETIREMENT
Rule 41 (7) (a)
“The Board of Trustees / PF may on an application from a member in such form as may be
prescribed, permit withdrawal upto 90% of the amount standing at his / her credit at any time
after the attainment of the age of 59 years by the member or within one year before his / her
actual retirement on superannuation whichever is later”.
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ANNEXURE TO RULE 40(1) OF THE RULES

A copy of the Rules 68 to 73 of the Indian Income-Tax Rules, 1962.
68. CIRCUMSTANCES IN WHICH WITHDRAWALS MAY BE PERMITTED:
(1) Withdrawals by employees may be allowed by the Trustee of the provident Fund in the
following circumstances:
(a) To pay expenses incurred in connection with the illness of employee or a member
of his family.
Meeting the cost of higher education, including, where necessary, the travelling
expenses of any child of the employee actually dependent on him in the following
cases, namely:
(i) Education outside India for academic, technical, professional for vocational
courses beyond the high school stage; and
(ii) Any medical, engineering or other technical or specialised course in India
beyond High School Stage, provided that the course of study is for not less
than three years.
(b) To pay for the cost of passage to a place out of India of an employee or any
member of his family.
(c) To pay expenses in connection with marriages, funerals or ceremonies, which by
the religion of the employee it is incumbent upon him to perform.
(d) To meet the expenditure on building a house, or purchasing a site or a house and a
site; provided that the employee furnishes an undertaking to the Trustees not to
encumber or alienate such house or site, as the case may be.
(e) To pay premia on policies of insurance on the life of the employee or his wife
provided that the policy is assigned to the trustees of the Fund or at their discretion
deposited with them and that the receipts granted by the Insurance company for
the premia are from time to time handed over to the trustees for inspection by the
Income-Tax Officer.
(f) To meet the cost of legal proceedings constituted by the employee for vindicating
his position in regard to any allegations made against him in respect of any act
done or purporting to be done by him in the discharge of his official duty or to meet
the cost of his defence when he is prosecuted by the employer in any court of law
in respect of any official misconduct on his part.
Provided that the advance under this clause shall not be admissible to an
employee who institutes legal proceedings in any court of law either in respect of
any matter unconnected with his official duty or against employer in respect of any
condition of service or penalty imposed on him.
(2) For the purposes of sub-rule (1), “family” means any of the following persons who are
wholly dependent on the employee, namely, the employees’ wife, legitimate children,
step children, parents, sisters and minor brothers.
69. CONDITIONS FOR WITHDRAWAL FOR VARIOUS PURPOSES:
69 (1) The withdrawal in connection with expenses on marriage, as specified in clause (c)
of sub-rule (1) of Rule-68 shall not exceed ten months’ pay or the total of the
accumulation of exempted contributions and exempted interest lying to the credit of
the employee whichever is less.
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69 (2) The withdrawal for the purposes specified in clause (d) of sub-rule (1) of rule 68 shall
be subject to the following conditions.
(i) The amount of withdrawal shall not exceed the amount standing to the
employee’s credit or the actual cost of the house and/or the site, whichever is
less.
(ii) “The employee shall have completed five years of service”
(iii) the construction of the house should be commenced within six months of the
withdrawal and should be completed within one year from the date of the
commencement of the construction.
(iv) If the withdrawal is made for the purchase of a house and/or a site for a
house, the purchase should be made within six months of the withdrawal.
(v) If the withdrawal is made for the repayment of loan previously raised for the
purpose of construction or purchase of a house, the repayment of the loan
should be made within three months of the withdrawal.
(vi) Where the withdrawal is for the construction of a house it shall be permitted in
two or more equal instalments (not exceeding four) a later instalment being
permitted only after verification by trustees about the actual utilisation of the
earlier withdrawal.
(vii) The withdrawal shall be permitted only if the house and/or site is free from
encumbrance and no withdrawal shall be permitted for purchasing a share in
a joint property or building or house or land whose ownership is divided.
(viii) If the amount withdrawn exceeds the actual cost of the purchase or
construction of the house and/or site, or if the amount is not utilised for the
purpose for which it is withdrawn, the excess or the whole amount as the case
may be shall be refunded to the Trustees forthwith in one lump sum together
with the interest from the month of such withdrawal at the rate prescribed in
sub-rule (4) of Rule 71. The amount refunded shall be credited to the
employees’ account in the Provident Fund.
69 (3) The withdrawal for the purchase specified in clause (f) of Sub-rule (1) of rule 68 shall
not exceed three months’ pay or Rs.500/- whichever is greater, but shall in no case
exceed half the amount to the credit of the employee.
69 (4) The withdrawal for any other purpose referred to in sub-rule (1) of rule 68 shall not
exceed three months pay or the total of the accumulation of exempted contributions
and exempted interest lying to the credit of the employees, whichever is less.
69 (5) For the purpose of this rule, ‘pay’ means the pay to which the employee is entitled at
the time when the withdrawal is granted or in the case of any employee referred to in
sub rule (2) of rule 5 of part A of the Fourth Schedule, the pay (including increments),
if any, which he would have received had he not entered the armed forces of the
Union or been taken into or employed in the national service.
70. SECOND WITHDRAWAL:
1. Save as in sub-rule (2) a second withdrawal shall not be permitted until the sum first
withdrawn has been fully repaid.
2. A withdrawal may be permitted for the purpose specified in clause (e) of sub-rule (1) of
rule 68 notwithstanding that the sum withdrawn for any other purpose has not been
repaid.
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71. REPAYMENT OF AMOUNTS WITHDRAWN:

71 (1) Subject to the provisions of clause (viii) of sub-rule (2) of rule 69 where a withdrawal
is allowed for a purpose specified in clause (d) or clause (e) of sub-rule (1) of rule 68
the amount withdrawn need not be repaid.
71 (2) Where a withdrawal is allowed in connection with marriages as specified in clause
(c) of sub-rule (1) of rule 68, the amount withdrawn shall be repaid in not more than
forty-eight monthly instalments.
71 (3) Where a withdrawal is allowed for any other purpose, the amount withdrawn shall be
repaid in not more than twenty four equal monthly instalments. The minimum of
instalments for all repayable withdrawals is 24 and maximum number of instalments
is 48.
71 (4) In respect of withdrawals referred to in sub-rules (2) and (3) and of the amount
referred to in clause (viii) of sub-rule (2) of rule 69 interest shall be paid in
accordance with the following table.
TABLE
Where the amount is repaid in not more than One additional instalment of 4% on
12 monthly instalments the amount withdrawn.
Where the amount is repaid in more than Two additional instalments of 4% on
12 but not more than 24 monthly instalments the amount withdrawn.
Where the amount is repaid in more than Three additional instalments of 4% on
24 monthly instalments but not more than the amount withdrawn.
36 monthly instalments
Where the amount is repaid in more than Four additional instalments of 4% on
36 monthly instalments but not more than the amount withdrawn.
48 monthly instalments.
Where the amount is refunded under 4% of the amount which is
clause (viii) of sub-rule (2) of rule 69. refundable.

Provided that at the discretion of the trustees of the Fund, interest may be recovered on the
amount aforesaid or the balance thereof outstanding from time to time at 1 per cent above the
rate which is payable for the time being on the balance in the Fund at the credit of the
employee.
71 (5) The employer shall deduct the instalments aforesaid from the employee’s salary,
and pay them to the Trustees of the Fund. These deductions shall commence from
the second monthly payment of salary made after the withdrawal or, in case of an
employee on leave without pay, from the second monthly payment of salary made
after his return to duty.
71 (6) The minimum qualifying years of membership prescribed for drawal of Repayable
Advance is 3 years. Further Repayable withdrawal will be sanctioned only after
recovery of 50 % of the earlier advance and lapse of 50 % of the duration of
installment period.
Ref : 348th PF Trust Board Meeting Dated: 16.05.2003
RPFC/Tr/Lr. No. B6/TN/TR/1088/Exem/03, Dated: 22.07.2003
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72. AMOUNT WITHDRAWN BUT NOT REPAID MAY BE DEEMED AS INCOME:

In case of default of repayment of instalments due under sub-rule (2) or sub-rule (3) or sub-
rule (4) of rule 71 or where the amount withdrawn is not utilised for the purpose for which it is
withdrawn, the Commissioner may at his discretion order that the amount of the withdrawal or
the amount outstanding shall be added to the total income of the employee for the year in
which the default occurs or the withdrawn amount is finally held not to have been utilised for
the purpose for which it is withdrawn and the Income-tax Officer shall assess the employees
accordingly.
73. WITHDRAWAL ON LEAVE PREPARATORY TO RETIREMENT:
Notwithstanding anything contained in rules 68-72, it shall be open to the Trustees of a
Provident Fund to permit the withdrawal of ninety percent of the amount standing at the credit
of an employee if the employee takes leave preparatory to retirement, provided that if he
rejoins duty on the expiry of his leave he shall refund the amount drawn together with interest
at the rate allowed by the fund.
RELIEF OF DISTRESS AMONG FAMILIES OF MEMBERS:
1. The Board of Trustees may authorise payment of a sum as financial assistance to the
nominee/heir of a deceased member provided that the total amount including the sum
proposed to be paid should not however exceed Rs. 1250/- (The intention is that a sum of
Rs. 1250/- should be assured to such nominee/heirs).
The assured sum of Rs.1250/- will be the total of the following:
a. The amount of non-refundable advance(s) granted to the member.
b. The balance of amount of refundable advance and interest thereon which is
outstanding recovery on the event of death.
c. Balance of PF accretion and interest due to member on the outstanding balance
or Provident Fund Accumulations in the event of death.
d. The difference between the assured sum of Rs.1250/- and the sum total of 1 to 3
above, the difference as in (4) above will be paid by the Trustees under this bye-
law.
2. GENERAL:
The Board of Trustees may authorise payment of or making good the capital loss on the
conversion of securities and other investments of the Trust. This should however be
limited to cases of absolute necessity.
WORKING INSTRUCTIONS:
The following instructions are issued.
1. Before forwarding the proforma for final settlement, it is to be ensured that all
columns therein have been duly filled up by the member/Unit Office without
omissions.
2. In case of death, the name/names of the nominee for the gratuity, details of family
members, etc., is to be furnished. The claim letter of the nominee/nominees
should invariably be forwarded along with the proforma. In cases of illeterate
claimants, left hand thumb impression in case of Males, right hand thumb
impression in case of Female shall be affixed and the thumb impression should be
attested by the Officer forwarding the proforma. In case of minor nominees, the
name of the guardian should be indicated.
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3. The proposal for Death benevolent Fund should always be accompanied by an

Advance Stamped Receipt duly signed by the claimant (thumb impression should
be attested by the Officer) and witnessed by the officials of the Corporation.
4. If a member nominates a person other than his/her family member as defined in
N.L.C. EPF Rules as his/her PF nominee, he should certify that he/she has no
family as defined therein. Guardian should be named if the nominee is a minor.
Comparison with Gratuity nomination will prevent complication at a later date.
5. The employees are to be asked to visit PF Office to ensure the correctness of their
nomination with identification slips issued by the Unit.
6. The Account Centres concerned are to send the final remittances within
15 days from the date of retirement/death etc., irrespective of the fact whether the
final bill is paid or not. The quantum should be arrived at provisionally. Any delay
in this regard will attract penal interest for the violation of statutory provisions.
7. The 13-A Forms for the transfer of funds from previous Provident Funds need not
be forwarded to PF Office. It can directly be forwarded to the authorities
concerned by the Unit Heads marking a copy of the forwarding letter to (1) P&A
Department vide Director (Personnel)’s Memo. No. 16235/IR-3/87, dated 08-09-
87. But in case the Provident Fund Trust Transfer is due from the Provident Fund
Trust of an exempted establishment the application should be sent to the
Provident Fund Trust of the exempted establishment.
8. In order to ensure that cheques are issued only to the correct persons, application
for withdrawals should be forwarded by the Unit Head/Office only and in the
absence of the Unit Head/Office, it should be signed by any responsible officer,
clearly indicating the designation of the forwarding authority and in no case
application should be forwarded by an Officer, signed as “for Head of Unit/Office”
and such applications will not be entertained. This procedure may be followed for
issue of Identification Slips also.
GUIDELINES
The following procedure will be followed to effect final settlement of Provident Fund to the
members of The NLC PF Trust on the date of retirement itself and in this regard:-
1] Final Settlement Claim Form will be obtained by the Unit P&A concerned from the
employee retiring well in time along with the other necessary documents and will be got
countersigned by the Unit F&AB and forwarded to PF office on or before 5th of the month
of retirement.
2] The PF Contribution (both employee's subscription and employer's contribution) of the
employee relating to the month of retirement will be calculated notionally and a cheque
for this notional amount may be obtained from unit F&AB and forwarded to PF Office on
or before 10th of the month of retirement by the Unit P&A.
3] PF Office will scrutinize the claim and eligibility before authorizing payment.
4] PF Office will release the cheque for the PF accumulations on or before 20th of the
month of retirement and the Unit P&A will collect the cheque from PF Office.
5] Unit P&A will handover the cheque to the individual on the date of retirement along with
other terminal benefits, if any.
6] In the event of the PF remitted notionally for the month of retirement is on the higher side
because of EOL etc., then in such cases the PF cheque may be handed over after
ensuring remittance of the excess amount from the individual concerned.
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7] For the above PF settlement contemplated, production of Clearance Certificate will not
be insisted upon. However for retention of Company allotted quarters beyond the date
of retirement, advance payment in respect of applicable rent, water, electricity charges,
etc. for the proposed duration of stay, after retirement, shall be made by the employee.
The Unit P&A Department concerned shall advise the T.A Department suitably on
vacation/continuance.
The above procedure will be effective from 01/01/2006, and will be applicable in respect of
normal retirement/voluntary retirement cases only.
(Ref. No CORP/P&A/712/7583/97, Date: 30/12/2005)
APPENDIX-I
[Vide Rule 5 (4)]
APPLICATION FORM
To

The Trustees,
Neyveli Lignite Corporation Employees’ Provident Fund,
Neyveli.
Sirs,
I hereby declare that I have read and understood the rules and regulations of the Provident
Fund of the Neyveli Lignite Corporation Limited and I agree to become a subscriber and to be
bound by the rules and regulations of the Fund for the time being in force and as may from
time to time be prescribed.

1. Name in full :
2. Father’s Name :
3. Nature of Appointment :
4. Date of joining service :
a) Casual & Trainee :
b) Regular :
5. Present pay / wages :
Witness:
Dated: Signature / Thumb Impression

As the applicant is illiterate, the rules and regulations of the Provident Fund of the Neyveli
Lignite Corporation Limited have been explained to him by me and I certify that he
understands them.

Witness:
Dated: Signature
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APPENDIX-II
{Vide Rule 8 (4)}
ACCOUNT No. ………..
NEYVELI LIGNITE CORPORATION EMPLOYEES’ PROVIDENT FUND
DECLARATION AND NOMINATION FORM
1. Name
2. Sex
3. Religion
4. Father’s Name
5. Husband’s Name
(For married woman only)
6. Marital Status
(Whether unmarried/married, widow or widower)
7. Date of birth: Day Month Year
(As per Service Book entry)
8. Permanent Address
Village/Town……………………… Taluk………………………
District ……………………………. State ………………………
I declare that I have not previously been a member of the Employees’ Provident Fund, I
hereby nominate the person(s) mentioned below to receive the amount standing to my credit, in the
Fund in the event of my death before that amount has become payable or having become payable
has not been paid and direct that the said amount shall be distributed among the said persons in the
manner shown below against their names:

Name and Nominee’s Age of Amount of share Contingencies

Address of the relationship nominee of accumulations on the happening
nominee / nominees with the in the fund to of which the
member be paid to nomination shall
each nominee* become invalid
1 2 3 4 5

*Fill in only if there be a minor nominee

* I hereby direct in the event of my death, during the minority of my above named nominee, the
person whose particulars are given below shall be deemed to be the guardian of the minor
nominee for the purpose of the rules of the above Fund.
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Name & Address of the Age of the Relationship of the

Guardian Guardian guardian with the member

*Delete if not necessary

1. Certified that I have no ‘family’ as defined in rule 1 (e) the NLC EPF Rules and should I acquire
a ‘Family’ hereafter the above nomination should be deemed as cancelled.
2. Certified that my father/mother is dependent upon me.

Witness:
1. (Designation & A/C No.)
2. (Designation & A/C No.)
@ Signature or left/right hand
thumb impression of the member
Date:
Certified that the above declaration has been signed/thumb impressed by
Shri / Smt. …………………………………………………... Employed in my factory /
establishment before me after he/she has read the entries / the entries have been read over
to him/her by me.
Signature of the Employer or
other authorised Officer
Designation …………………
Division/Office…..…………
Dated:
· * This column should be filled in so as to cover the whole amount that may stand to the credit
of the member in the fund at any time.
@ Left hand thumb impression in the case of illiterate member and right hand thumb
impression by illiterate female member.
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APPENDIX-II A
{Vide Rule 8 (7)}
ACCOUNT No. ………..

NEYVELI LIGNITE CORPORATION EMPLOYEES’ PROVIDENT FUND

FRESH / REVISED NOMINATION
I …………………………………….. hereby cancel the nomination made by me previously as
regards the disposal, in the event of my death, of the amount standing to my credit in the above Fund,
and hereby nominate afresh the person(s) mentioned below to receive the amount standing to my
credit in the Fund, in the event of my death before that amount has become payable or having
become payable, has not been paid and direct that the said amount shall be distributed among the
said persons in the manner shown below against their names:
Name and Nominee’s Age of Amount of share Contingencies
Address of the relationship nominee of accumulations on the happening
nominee / nominees with the in the fund to of which the
member be paid to nomination shall
each nominee* become invalid
1 2 3 4 5

* Fill in only if there be a minor nominee

* I hereby direct in the event of my death during the minority of my above named nominee, the
person whose particulars are given below shall be deemed to be the guardian of the minor
nominee for the purpose of the rules of the above Fund.

Name & Address of the Age of the Relationship of the

Guardian Guardian guardian with the member

*Delete if not necessary

1. Certified that I have no ‘family’ as defined in rule 1 (e) the NLC EPF Rules and should I acquire
a ‘Family’ hereafter the above nomination should be deemed as cancelled.
2. Certified that my father/mother is dependent upon me.
Witness:
1. (Designation & A/C No.)
2. (Designation & A/C No.)

@ Signature or left/right hand

thumb impression of the member
Date:
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Certified that the above declaration has been signed/thumb impressed by

Shri / Smt. …………………………………………………... Employed in my factory /
establishment before me after he/she has read the entries / the entries have been read over
to him/her by me.

Signature of the Employer or

other authorised Officer
Designation …………………
Dated: Division/Office…..…………
· * This column should be filled in so as to cover the whole amount that may stand to the credit
of the member in the fund at any time.
@ Left hand thumb impression in the case of illiterate member and right hand thumb
impression by illiterate female member.

EPF & MISC. PROVISIONS ACT, 1952 - INSTRUCTIONS :

1.0 The most important statutory requirements are as follows:
1.1 Inspection Charges:
The inspection charges at the rates below have to be remitted to the Regional Provident
Fund Commissioner by the non-covered Units.
Inspection charges for P.F. 0.18% of total salary / wages

Inspection charges for Deposit Linked Insurance 0.05% of total salary /wages.

*****
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43. N.L.C. DEPOSIT LINKED BENEVOLENT SCHEME

GENERAL : It will be always ensured that the benefits available to the employees under the
Scheme are not at any time less than the benefits available under the Deposit Linked Insurance
Scheme under the Employees’ Provident Fund and Miscellaneous Provisions Act, 1952.
GUIDELINES :
In case of death of employees happening, the cash benefit of Rs.62,000/-, w.e.f. 24.06.2000
under the scheme will be disbursed by the LIC. In order to enable LIC to effect payment to the
proper person (nominee under PF Act or Legal heir where there is no valid nomination) by
depositing the amount in the SB Account in State Bank of India, Neyveli-1 or other
Nationalized Bank in the name of the person to whom the amount is payable, an application in
the Form A/B enclosed will be obtained from the nominee(s) or legal heir(s) as the case may
be, by the Unit Officers and the same may be forwarded to the NLC EPF Trust with the
certificate in the Proforma duly signed by them.
The Provident Fund Trust will inform the cheque number and date of issue of the death
benefit to the unit Officer concerned for making entries in the Service Book / Comprehensive
Service Card of the deceased employee/Workman.
43.1 Introduction : The Scheme is intended to provide financial assistance to the Family of the
employees who die while in service. The provisions of this scheme shall come into force on
01.08.76.
43.2 Applicability: The Scheme applies compulsorily to all the employees of the Corporation who
are members of the NLC EPF including Principal Officers. Deputationists, persons on
Contract, persons re-employed after retirement, industrial and other casual workers and
teachers in NLC Schools are not however, covered by the Scheme.
43.3 Benefits under the Scheme: No contribution is payable by the employees under this Scheme.
In case of death of an employee while in service, a cash benefit of Rs.62,000/- (Rupees Sixty
two thousand only) will be payable.
43.4 Benefits to whom payable: The amount will be payable to the nominee of the employee
nominated for Gratuity. Payment will be made through LIC under the scheme in the form of
an account payee cheque drawn on any Bank in the name of the person to whom the amount
is payable.
43.5 NLC EMPLOYEES DEPOSIT LINKED INSURANCE PAYMENT.
43.5.1 The quantum of amount of death benefit under Deposit Linked and Benevolence
Scheme of the Corporation is raised from the present Rs. 36,000/- (Rupees thirty six
thousand only) to Rs. 62,000/- (Rupees Sixty two thousand only) w.e.f 24.06.2000.
43.5.2 It has been decided with the approval of the Board that the payment of death benefit
under Deposit Linked Benevolent Scheme would be made by LIC through the
Provident Fund Trust w.e.f 01.05.2002.
43.5.3 In respect of cases of death occurred on or after 01.05.2002, the Unit Heads are
requested to process the same as per reference cited as usual along with an
attested Copy of the death certificate of deceased employee and advance stamped
receipt, from the concerned nominee / legal heirs as the case may be and send the
proposals to NLC Provident Fund Trust on or before 20th of every month.
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The payment towards Deposit Linked Benevolent Scheme will be made by the NLC
Employees Provident Fund Trust on receipt of the amount from M/s. LIC.
(No.CORP/P&A/754/644/2002/DT:06.05.2002)
(No.CORP/P&A/754/644/2002-1/DT:10.07.2002)
43.5.4 Amendment to the Scheme: The Chairman of the Corporation shall be the authority
Competent to amend the Scheme

FORM – ‘A’
Application for payment of Death Benefit under the Deposit Linked
and Benevolence Scheme by a nominee.

1. Name of the applicant Nominee.

2. Address in full of the applicant nominee.
3. Name in full and designation of the employee.
4. Provident Fund Account No.
5. Dept./Branch/Section/Relay where the employee last worked.
6. Date of death of the employee.
7. Particulars of nominee(s) as per nomination filed by the employee for gratuity.
Name of the Nominee Percentage of benefit Payable
8. Savings Bank Account No(s) of Nationalised Bank (s) to which the amount Payable is
to be credited.
Certified that the particulars given above are true and correct to the best of my knowledge and
belief.
SIGNATURE(S) OF THE NOMINEE(S)

CERTIFICATE

1. Certified that Shri/Smt.…………………..(Designation)……CPF.No.………Dn./Relay

expired on……………………
2. Certified that the particulars of nomination as per Col.No.7 above have been verified
with reference to the nomination for gratuity available in this office and found to be
correct.
3. Certified that the death benefit of Rs.62,000/- may be disbursed to the nominees as
per Col.7 above.
4. Certified that no application for payment of death benefit has been forwarded to LIC
in respect of this case previously.

SIGNATURE OF THE UNIT OFFICER

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FORM- ‘B’
Application for payment of Death Benefit under the Deposit Linked and
Benevolence Scheme by a Legal Heir
1. Name of the applicant Legal Heir.
2. Address in full of the applicant legal heir.
3. Name in full and designation of the employee.
4. Provident Fund Account No.
5. Dept./Branch/Section where the employee last worked.
6. Date of Death of the employee.
7. Particulars of Legal Heir(s) as per nomination filed by the employee.
Name of the Legal Heir Percentage of Benefit payable.
8. Savings Bank Account No(s) and Name (s) of Nationalised Bank (s)to which the
amount payable is to be credited.

Certified that the particulars given above are true and correct to the best of my knowledge and
belief.

Signature (s) of the Nominee(s)

CERTIFICATE

1. Certified that Shri/Smt…………………..(Designation)…………CPF.No.……

Division……..……expired on……………………

2. Certified that no valid nomination is available in this case.

3. Certified that I am satisfied with reference to documents produced that the

applicant(s) is/are legal heir(s) of the deceased employee.

4. Certified that the gratuity in respect of the deceased employee has been/will be paid
to the legal heir(s) at the percentages noted in col.7 of the application.

5. Certified that the death benefit of Rs.62,000/- may be disbursed to the legal heir(s) as
per col.7 of the application above.

6. Certified that no application for payment of death benefit has been forwarded to LIC
for this case previously.

SIGNATURE OF UNIT OFFICER.

(Proc.No.P&A/14783/IR/76-176, Dt: 30.12.1982)

(Memo.No.P&A/14783/IR/76-206 Dt:07/21.03.1984)
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43.6 HOW TO FILL UP THE PROFORMA, ETC.

43.6.1 The proforma should be signed by the Officer authorized to sign the proforma and
designation should be clearly written in Capital Letters.
43.6.2 The relationship of the nominee should be clearly given along with the name
(Column 7 in Form’A’)
43.6.3 The Bank Account No., Name of the Bank and the place where the Branch is
situated should be clearly written (Column 8 in Form’A’)
43.6.4 Signature of two witnesses of Corporation employees shall be obtained both in the
proforma and advance stamped receipt duly indicating their designation, PF
Account No. and place of work.
43.6.5 If the claimant affixes the thumb impression, it should be in stamp in the words L.T.I
of …………. Should be written.
43.6.6 Advance stamp receipt with two witnesses for each signature mentioned in ’43.6.4’
above should invariably accompany the proforma. The witness need not be the
same as that of those singed in the proforma.
43.6.7 If the claim is made on behalf of the minor child/children by the guardian, the
account should be opened separately by the name of each of the minor child with
guardianship even though the guardian may be same for the minors.
43.6.8 Both the proforma and advance stamped receipt should be signed by the
guardian on behalf of the minor and not by the minor children.
43.6.9 If the claim is made by the son/daughter of the deceased as per the records found in
the gratuity nomination, the age should specifically be mentioned.
43.6.10 If the claim is made on behalf of more than one individual, the % payable should be
clearly indicated (as per the gratuity nomination) and if there is a specific share for
guardian the same should be clearly indicated. In such cases a true copy of the
gratuity nomination may be enclosed with the proforma.
If the claim is in respect of more than one individual (Major / Minor) the Bank
Account should be opened separately for each nominee and clearly indicated in the
proforma.
43.6.11 The proforma should not be prepared in duplicate, (as it may lead to inadvertent
double payment)
43.6.12 All corrections in the proforma should be fully authenticated by the Officer signing
the same and mere initials should not be there. Similarly the corrections in the
advance stamped receipt also be fully authenticated by the claimant.
43.6.13 The proforma and advance stamped receipt should be sent with a covering letter,
and to avoid delay may be addressed directly to the Secretary, PF Trust.
(Cir.No.P&A/14783/IR-4/76-203, DT:20.01.1984)
43.7 RESPONSIBILITY :
43.7.1 In order to quicken the process, the Labour Officer may be asked to take the format
in complete shape to the Unit Heads with necessary conveyance so that they could
obtain the approval of the Unit Heads and send the cheque of Rs.62,000/- to the
bankers or to be taken by the Labour Officer himself for handing over Rs.62,000/-to
the nominee immediately.
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43.7.2 The Senior Personnel Manager/Personnel Managers/Asst. Personnel Managers

of the Unit concerned are personally responsible for the above and they will be held
responsible for any lapse in this regard.
(Memo.No.P&A/14783/IR-4/76-207, DT:30.03.1984)

LIFE INSURANCE CORPORATION OF INDIA

(Establishment by the Life Insurance Corporation Act, 1956)
Claim Form under Group Insurance Scheme in the lieu of E.D.L.I Scheme, 1976.
GUARANTEES’ STATEMENT
(TO BE COMPLETED BY THE MASTER POLICY HOLDER i.e. EMPLOYER)
1. i) Name of the Scheme :
ii) Master Policy No. :
iii) Full Name and address of the Master
Policy Holder :
2. i) Full name of the deceased member :
ii) Date of Birth :
iii) Date of Joining Service :
iv) Date of joining P.F :
v) P.F. Account No. :
vi) Date of entry to the Scheme :
vii) Date of death of member
(enclosed death certificate) :
viii) Cause of death of member :
ix) Serial No. of the employee in the Schedule:
x) Premium last paid :
xi) Sum Assured :
3. i) Name & Address of the Nominee/heir to
whom the claim amount is payable :
ii) If the nominee is a minor, state name
and address of the guardian :
iii) Name and address of the Bank with
which the claimant has opened a
Savings Bank :
iv) Account No :
We hereby declare that the answers to all the questions are true in every respect and that the
above employee was a member of the Group Insurance Scheme.
We hereby authorize the Corporation to credit the claim amount to the claimant’s above-
mentioned Savings Bank Account.
We further agree and declare that upon such a payment the Corporation will be discharged of all our
claim in respect of the above insured employee under the Master Policy.
Place:
Date:
Signature of the Master Policy Holder
With Official Seal.
Note : Units need not fillup Sl.No. 1 (i) to 1 (iii) and 2 (x) to 2(xi)
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RULES OF GROUP INSURANCE SCHEME IN LIEU OF EDLI

1. In these Rules, where the context so admits, the masculine shall include feminine,
the singular shall include the plural and the following words and expressions shall,
unless repugnant to the context, have the following meaning:
(i) “the COMPANY” shall mean Neyveli Lignite Corporation Limited.
(ii) “the CORPORATION” shall mean the Life Insurance Corporation of India
established under the Life Insurance Corporation Act, 1956.
(iii) “the SCHEME” shall mean Group Insurance Scheme.
(iv) “the “FUND” shall mean the Provident Fund of the company established in terms of
the employees Provident Funds and Miscellaneous Provisions
Act, 1952.
(v) “the RULES” shall mean the Rules of the Scheme at set out below and as amended
from time to time.
(i) “the MEMBER” shall mean an employee of the Company including
Employees employed by Contractor who is eligible to be admitted to the
membership of the scheme and on whose life and Assurance has been
effected in accordance with the Rules.
(ii) “EFFECTIVE DATE” shall mean the 21.05.2002 date as from which the
Scheme commences.
(iii) “ENTRY DATE” shall mean (a) in relation to a member admitted to the
Scheme on the Effective Date, (b) in relation to a New Member to be admitted
to the Scheme after the Effective Date, the date on which he becomes a
member of the Fund.
(iv) “ANNUAL RENEWAL DATE” shall mean, in relation to the scheme, the
01.05.2003 and the First May in each subsequent Year.
(v) “the ASSURANCE” shall mean the Assurance effected on the life of the
Member.
(vi) “the NOMINEE” shall mean the person or persons who has/have been
nominated by the member under the provident Fund to receive the benefits
on the event of his death.
(vii) “SALARY” shall mean the monthly salary of the employee eligible for
Provident Fund as defined in Employees' Provident Fund and
Miscellaneous Provisions Act, 1952, as amended from time to time.
(viii) “NOTIONAL BALANCE” shall mean the expected balance in the Provident
Fund as determined by the Corporation for the purpose of arriving at the
amount of Assurance in terms of the Rules of the Scheme.
(ix) “SERVICE” shall mean the service put in by the employee with the employer
and shall be computed from the date of joining service to the Annual Renewal
Date, a part of the year would be treated as one full year.
(x) “FACTOR” shall mean the factors of notional balance relating to the monthly
salary of Re. 1/- per mensum. Such factors may be revised upwards in future
subsequent to revision of rate of interest applicable to P.F revision of rate of
contribution etc.
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2. The Company will act for and on behalf of the Members in all matters relating to the
Scheme and every act done by agreement made with and notice given to the
Corporation by the Company shall be binding on the Members.
3. ELIGIBILITY:
The Employee of the Company who are within the following category shall be eligible to join
the Scheme.
All employees who are admitted as members of the Provident Fund. Present employees
who, on the Effective Date, are within the above category shall join the Scheme on the
relevant Entry Date. It will be a condition of service for future employees that they shall become
Members of the Scheme on the relevant Entry Date.
4. EVIDENCE OF AGE:
The company shall arrange to submit to the Corporation evidence of age in respect of each
Member at the time of entry into the Scheme.
5. PREMIUM:
(a) The Company shall pay to the corporation in respect of each members on the Entry Date
and the relevant Annual Renewal Dates such premiums as are required to secure the
benefits under the Assurance effected on his life in accordance with these Rules.
(b) If there is any default by the Company in payment of the premium within the stipulated
time, the Corporation will intimate that fact to the Regional Provident Fund
Commissioner.
(c) The Company undertakes to continue the scheme for a duration of not less than 3 years.
6. ASSURANCE:
On the Entry date, the Assurance shall be effected on the life of each Member under one year
Renewable basis.
Group Term Assurance Plan for sum Assured determined as under.
7. UNIFORM COVER:
On the Entry date, the Assurance shall be effected on the life of each Member under one year
Renewable Group Term Assurance Plan for a sum Assured of Rs.62,000/-
The Master Policy incorporating the Assurance shall be held by the company “UPON
TRUST” for the benefit of the persons entitled to in accordance with Rules.
8. RENEWAL OF ASSURANCES:
The Assurance shall be renewed for the sum Assured to be determined on each Annual
Renewal Date by multiplying “SALARY” by the relevant “FACTOR” as in previous paragraph
relating to Assurance by payment of premium for Member who continue to be in the service
of the Company.
9. BENEFITS ON DEATH WHILE IN SERVICE:
Upon the death of the member while in service, the sum Assured under the Assurance shall
become payable to the Nominee.
However, in case the actual balance in the fund of the employer in respect of the deceased
employee found to be higher than the Notional Balance, the sum payable shall be
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recalculated using the basis given under “Assurances” above, the applying actual balance in
the Fund instead of Notional Balance.
The difference between the amount so calculated and the amount of Sum Assured
paid/payable would also become Payable.
The benefits (becoming payable on death) shall in no case be less than what is payable
under the EDLI(1976) as increased by a sum of Rs.2,000/-.
10. TERMINATION OF ASSURANCE:
(i) The Assurance on the Life of a Member shall terminate upon the happening of any of the
following events:
(a) the Member ceasing to be in the service of the Company, or
(b) the Member ceasing to be an eligible Member under the Provident Fund.
ii) DEFAULT IN PAYMENT OF PREMIUMS:
In case of non-payment of premiums under the scheme for a period of six months from
the due date, the Assurance effected on the lives of members shall automatically
terminate on the expiry of the said period. (OR)
From the date of revocation of exemption order by the Central Provident Fund
Commissioners, If earlier.
The Life Insurance Corporation of India shall, however, intimate the default in payment
of premiums to the concerned Regional Provident Fund Commissioner soon after the
expiry of one month from the due date of the unpaid premiums.
11. REFUND OF PREMIUM ON LEAVING SERVICE:
If the Member leaves the service of the company, the Assurance effected in respect of him will
terminate and the Corporation will refund to the Company proportionate premium relating to
the unexpired period for which the premium is paid
12. RESTRAINT ON ANTICIPATION OR ENCUMBRANCE:
The benefits assured under the scheme are strictly a person and cannot be assigned,
charged or alternated in any way.
13. DISCONTINUATION OR AMENDEMENT OF THE SCHEME:
The Company reserves the right to discontinue after a period of 3 years, the scheme or to
amend the Rules there of on any Annual Renewal Date, provided that the Scheme can be
discontinued or the Rules amended only after obtaining prior approval of the Regional
Provident Fund Commissioner.
14. JURISIDICTION:
All Assurances issued under the scheme shall be subject to the provisions of the Income Tax
Act, 1961 and to any legislation subsequently introduced.
15. MASTER POLICY:
The Corporation will issue to the Company a Master Policy incorporating all the Assurances
effected under the Scheme.
16. NOMINATION:
Upon the death of the Member while in service, the sum Assured, under the Assurance on his
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life will become payable to the Nominee or Nominees appointed by the Member under the
Provident Fund. If no nomination subsists or if the nomination relates only to part of the
benefits, then the whole sum assured or part thereof, as the case may be, shall become
payable to the members of his family is equal shares as provided in the Employees' Deposit
Linked Insurance Scheme, 1976.
17. RATES OF PREMIUM AND CONDITIONS OF ASSURANCE:
The rates of premium and conditions of Assurance under which the Corporation is prepared
to arrange the Scheme shall be subject to an agreement between the company and the
Corporation. The conditions of Assurances and Rates of premium may be modified by the
Corporation on any Annual Renewal Date, subject to 3 months notice being given to the
Company.
18. GENERAL
The Scheme is arranged to provide life assurance benefits to the employees in lieu of the
benefits envisaged under the Employees' Deposit Linked Insurances Scheme, 1976. The
Scheme shall remain in operation as long as the Company is exempted from the provision of
the said Employees’ Deposit Linked Insurance Scheme, 1976 and shall not be discontinued
without obtaining prior permission of the Regional Provident Fund Commissioner. If, at any
time, the benefits under the Employees Deposit Linked Insurance Scheme is increased by
the Government, then the Company also will, in consultation with the Corporation takes steps
to increase the assurances benefits under the scheme to that level. Notional Balance
corresponding to salary of Re.1/- per month, contribution rate being 12% with similar amount
of the employer.
SERVICE FACTOR SERVICE FACTOR
1 2.40 21 163.19
2 5.09 22 182.73
3 8.10 23 204.31
4 11.47 24 228.17
5 15.25 25 254.53
6 19.48 26 283.65
7 24.21 27 315.83
8 29.52 28 351.40
9 35.46 29 390.69
10 42.12 30 434.12
11 48.24 31 482.10
12 56.19 32 535.12
13 65.05 33 593.71
14 74.93 34 658.44
15 85.95 35 729.98
16 94.06 36 809.03
17 106.80 37 896.38
18 120.95 38 992.90
19 136.65 39 1099.55
20 154.09 40 1217.40
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(REFERENCES :
1) No.CORP/P&A/754/644/2002, dated 06.05.2002
2) Cir.No.CORP/P&A/754/644/2002-1, dated 10.07.2002
3) Cir.No.CORP/P&A/754/644/2002-2, dated 05.08.2002)

*****
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44. GROUP PERSONAL ACCIDENT

INSURANCE SCHEME FOR EMPLOYEES
44.1 This scheme will be called the Group Personal Accident Insurance Scheme for
Employees of Neyveli Lignite Corporation Limited.
44.2 Coverage:
a) The Scheme will cover all employees (both male and female) W1 to M6 and also the
Trainees etc.,
b) Those who are within the age limit of 18 to 60 years are covered by this scheme.
c) The coverage is – WORLDWIDE.
d) The personal Accident Insurance Policy is a benefit policy and covers all types of
accidents on twenty four hours basis.
e) The Policy covers against the accident death or body injury caused by external violence
and visible means but would not include intentional self injury or suicide.
f) In case death or injury is inflicted by miscreants of third party, say, by Riots, dacoits,
burglars, thieves, the same would be accident in terms of the personal accident
insurance policy.
g) Likewise death caused by snake bite, dog-bite, lightning, drowning in river/water tank
while taking bath has also been classified as accident for the meaning of the policy.
h) The Policy covers death/injury caused by Fire.
i) The policy is also extended to cover accident while travelling by any kind of transport
including unlimited number of Air Journey.
44.3 CAPITAL SUM INSURED:
a. The capital sum insured in case of death of any of the employees by accident will be as
indicated below:

Category Capital Sum insured

i. W0 to W4 Rs. 90,000/-
ii. W5 to W6 Rs. 1,20,000/-
iii. W7 to W8 Rs. 1,50,000/-
iv. S1 to S3 & E0 Rs. 1,75,000/-
v. E- 1 to E-6 Grades Rs. 2,00,000/-
vi. M-1 to M-2 Grades Rs. 2,50,000/-
vii. M-3 Grade and above Rs. 3,00,000/-
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b. The capital sum insured in case of permanent total disablement of any of the employees
covered by the scheme by accident will be as indicated below:-
Category Capital Sum insured
i. W0 to W4 Rs.90,000/-
ii. W5 to W6 Rs. 1,20,000/-
iii. W7 to W8 Rs. 1,50,000/-
iv. S1 to S3 & E0 Rs. 1,75,000/-
v. E- 1 to E-6 Grades Rs. 2,00,000/-
vi. M-1 to M-2 Grades Rs. 2,50,000/-
vii. M-3 Grade and above Rs. 3,00,000/-
44.4 Compensation payable:
a. Cent percent of the capital sum insured will be payable in the following cases:
i. Death caused by accident.
ii. Permanent total disablement due to accident resulting in :
• Loss of two limbs, two eyes or one limb and one eye; or
• Permanent total disablement from injuries other than those mentioned above.
b. 50 per cent of the sum insured will be payable in case of loss of one limb without physical
separation.
c. In case of permanent partial disablement, depending on the part affected, the benefit will
be a percentage of capital sum insured as indicated in Annexure ‘A’
44.5 Premium:
For the purpose of risk under the Group Personal accident Scheme, there shall be two
classification of Officers, viz. Class-I and Class-II.
For Officers classified as Class-I (that is those not employed in underground workings) – All
Officers, whenever they are employed, other than those employed in underground workings
are classified as First Class.
For Officers classified as Class-II (that is those employed in underground workings)– All
Officers employed in underground workings are classified as Second Class.
a) As indicated earlier, all the Officers, both First Class and Second Class, are insured for
death. The details are as below: Rs.2,00,000/- in respect of Executive Trainees and
Officers in E-1 to E-6 Grades, Rs.2,50,000/- in respect of Officers in M-1 and M-2 Grades
and Rs.3,00,000/- in respect of Officers in M-3 Grade and above.
b) The above employees are also insured for permanent total disablement. The capital
sum insured for permanent total disablement is Rs.1,75,000/- in respect of S-1 to S-3 &
E0 Grades, Rs.90,000/- in respect of W-0 to W-4, Rs.1,20,000/- in respect of W-5 to
W-6, Rs. 1,50,000/- in respect of W-7 to W-8, Rs.2,00,000/- in respect of Executives
Trainees and Officers in E-1 to E-6 Grades, Rs.2,50,000/- in respect of Officers in M-1
and M-2 Grades, and Rs.3,00,000/- in respect of Officers in M-3 Grade and above.
44.6 On the occurrence of any accident leading either to death or loss of limbs or permanent total
or partial disablement, intimation will be sent by Neyveli Lignite Corporation Limited as the
case may be, to the Insurance Company and the insurance company will arrange to effect
necessary payment through Corp(P&A).
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44.7 The Coverage would include such subsidiaries that may be formed.
44.8 All the employees of Neyveli Lignite Corporation Limited would be required to file
nominations for receipt of the capital sum insured in the event of death. In case no nomination
for this purpose is separately filed, the nomination made in respect of Provident Fund would
be valid.
44.9 The Unit P&A Department shall intimate P&A Corporate Office details of the employees died /
permanently disabled, immediately on such occurrence.

ANNEXURE-A
COMPENSATION PAYABLE IN CASE OF DEATH, ETC., AND PARTIAL DISABLEMENT
UNDER THE SCHEME FOR GROUP ACCIDENT INSURANCE
Sl. ACCIDENT COVER Compensation in
No percentage (%) of
capital sum insured
1 If such injury shall within twelve (12) calendar 100%
months of its occurrence be the sole and direct,
cause of the death of the insured person, the
capital sum insured in the Schedule hereto
applicable to such insured person.
2 If such injury shall within twelve (12) calendar
months of its occurrence be the sole and direct
cause of the total and irrecoverable loss of.
i. The sight of both eyes, or of the actual loss 100%
by physical separation of the two entire hands
or two entire feet or one entire hand and entire
foot or of such loss of sight of one eye and
such loss of one entire hand or one entire foot,
the Capital sum insured stated in the schedule
hereto.
ii. Use of two hands or two feet, or one hand and 100%
one foot or of such loss of sight of one eye and such
loss of use of one hand or one foot, the capital sum
insured stated in the schedule hereto.
3 If such injury shall within twelve (12) calendar months
of its occurrence be the sole and direct, cause of the
total and irrecoverable loss of:
i The sight of one eye, or of the actual loss by 50%
physical separation of the one entire hand or one
entire foot, fifty percent (50%) of the capital sum
insured stated in the schedule hereto. Applicable
to such insured person.
ii Total and irrecoverable loss of use of a hand or
a foot without physical separation fifty percent
(50%) of the capital sum insured stated in the
schedule hereto applicable to such insured person.
Note: For the purpose of clause (2) and (3) above, physical separation of a hand or foot means
separation at or above the wrist and/or of the foot at or above the ankle.
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COMPENSATION PAYABLE IN CASE OF DEATH, ETC., AND PARTIAL DISABLEMENT

UNDER THE SCHEME FOR GROUP ACCIDENT INSURANCE
Sl. ACCIDENT COVER Compensation in
No percentage (%) of
capital sum insured
4 If such injury shall as a direct consequence thereof, 100%
immediately permanently totally and absolutely, disable
the insured person from engaging in being occupied
with or giving attention to any employment to occupations
of any employment or occupations of any description
whatsoever, then a lump sum equal to hundred percent
(100%) of the capital sum insured stated in the schedule
hereto applicable to such insured person.
5 If such injury shall within twelve calendar months of
its occurrence be the sole and direct cause of the total
and irrecoverable loss of use or of the actual loss by
physical separation of the following, then the percentage
of the capital sum insured applicable to such insured
person in the manner indicated below:
Note: The percentage of compensation payable and the reasons for disablement/death is liable to
change as per the terms of insurance policy. The above said benefits are only indicative and not final.
The terms of policy obtained will be only final.
i. Loss of toes – all 20
Great - both Phalanges 05
Great – One Phalanx 02
Other than Great, if more than one toe lost each 01
ii Loss of hearing – both ears 50
iii Loss of hearing – One ear 15
iv. Loss of 4 fingers and thumb of one hand 40
v. Loss of 4 fingers 35
vi. Loss of thumb – both phalanges 25
One phalanx 10
vii. Loss of index finger – three phalanges 10
Two phalanges 08
One phalanx 04
viii Loss of middle finger – three phalanges 04
Two phalanges 03
One phalanx 02
ix Any other permanent/partial Disablement: Assessed by the Doctor

*****
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45. GRATUITY – MODE OF COMPUTATION, PROCEDURE, ETC.

The employees of Neyveli Lignite Corporation are covered for payment of Gratuity under the
payment of Gratuity Act, 1972, from 24.05.1994 (Ref. Corporate P&A No.193/IR/-3/93
Dt:02.08.94)
45.1 ELIGIBILITY
Employees who have served in the Company for a period of 5 years and above are eligible for
payment of Gratuity.
45.2 AMOUNT OF GRATUITY
The amount of Gratuity will be equal to 15/26 days of Monthly emoluments for each
completed year of service or part thereof in excess of 6 months subject to a Maximum of
Rs.3.5.lakhs.
45.3 PAYMENT OF GRATUITY ACT, 1972
(ACT XXXIX OF 1972 - as amended by Act 11 of 1998)
An Act to provide for a scheme for the payment of gratuity to employees engaged in factories,
mines, oil-fields, plantations, ports, railway companies, shops or other establishments and
for matters connected therewith or incidental thereto.
Be it enacted by Parliament in the Twenty-third Year of the Republic of India as follows:-
1) Short title, extent, application and commencement :
(1) This Act, may be called the Payment of Gratuity Act, 1972.
(2) It extends to the whole of India:
Provided that in so far as it relates to plantations or ports, it shall not extend to the State
of Jammu and Kashmir.
(3) It shall apply to –
(a) every factory, mine, oil-field, plantation, port and railway company;
(b) every shop or establishment within the meaning of any law for the time being in
force in relation to shops and establishments in a State, in which ten or more
persons are employed, or were employed, on any day of the preceding twelve
months;
(c) such other establishments or class of establishments, in which ten or more
employees are employed, or were employed on any day of the preceding twelve
months, as the Central Government may, by notification, specify in this behalf.
(3A) A shop or establishment to which this Act has become applicable shall continue to be
governed by this Act notwithstanding that the number of persons employed therein at
any time after it has become so applicable falls below ten.
(4) It shall come into force on such date as the Central Government may, by notification,
appoint.
2) Definitions - In this Act, unless the context otherwise requires,-
(a) “appropriate Government” means-
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(i) in relation to an establishment-

(a) belonging to, or under the control of, the Central Government,
(b) having branches in more than one State,
(c) of a factory belonging to or under the control of, the Central
Government,
(d) of a major port, mine, oil-field or railway company, the Central
Government,
(ii) in any other case, the State Government;
(b) “completed year of service” means continuous service for one year;
(c) “continuous service” means continuous service as defined in section 2A.
(d) “controlling authority “ means an authority appointed by the appropriate
Government under section 3;
(e) “employee” means any person (other than an apprentice) employed on wage, in
any establishment, factory, mine, oil-field, plantation, port, railway company or
shop, to do any skilled, semi-skilled or unskilled, manual, supervisory, technical or
clerical work, whether the terms of such employment are express or implied, and
whether or not such person is employed in a managerial or administrative
capacity, but does not include any such person who holds a post under the Central
Government or a State Government and is governed by any other Act or by any
rules providing for payment of gratuity.
(f) “employer” means, in relation to any establishment, factory, mine, oil-field,
plantation, port, railway company or shop.
(i) belonging to or under the control of, the Central Government or a state
Government, a person or authority appointed by the appropriate
Government for the supervision and control of employees, or where no
person or authority has been so appointed, the head of Ministry or the
Department concerned,
(ii) belonging to or under the control of, any local authority, the person appointed
by such authority for the supervision and control of employees, or where no
person has been so appointed, the chief executive officer of the local
authority,
(iii) in any other case, the person who, or the authority which, has the ultimate
control over the affairs of the establishment, factory, mine, oil-field,
plantation, port, railway company or shop, and where the said affairs are
entrusted to any other person, whether called a manager, managing director
or by any other name, such person;
(g) “factory” has the meaning assigned to it in clause(m) of section 2 of the Factories
Act, 1948 (63 of 1948);
(h) “family”, in relation to an employee, shall be deemed to consist of-
(i) in the case of male employee, himself, his wife, his children, whether married
or unmarried, his dependent parents and the dependent parents of his wife
and the widow and children of his predeceased son, if any,
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(ii) in the case of female employee, herself, her husband, her children, whether
married or unmarried, her dependent parents and the dependent parents of
her husband and the widow and children of her predeceased son, if any:
Explanation.-Where the personal law of an employee permits the adoption by him of a child,
any child lawfully adopted by him shall be deemed to be included in his family, and where a
child of an employee has been adopted by another person and such adoption is under the
personal law of the person making such adoption, lawful, such child shall be deemed to be
excluded from the family of the employee;
(i) “major port” has the meaning assigned to it in clause (8) of section 3 of the Indian Ports
Act, 1908 (15 of 1908);
(j) “mine” has the meaning assigned to it in clause (j) of sub-section (1) of section 2 of the
Mines Act 1952 (35 of 1952);
(k) “notification” means a notification published in the Official Gazette;
(l) “Oil-field” has the meaning assigned to it in clause (e) of section 3 of the Oil-fields
(Regulation and Development) Act ,1948(53 of 1948);
(m) “plantation” has the meaning assigned to it in clause (f) of section 2 of the Plantation
Labour Act, 1951(59 of 1951);
(n) “port” has the meaning assigned to it in clause (4) of section 3 of the Indian Port Act,
1908 (15 of 1908);
(o) “prescribed” means prescribed by rules made under this Act;
(p) “railway company” has the meaning assigned to it in clause (5) of section 3 of the Indian
Railways Act, 1890 (9 of 1890);
(q) “retirement” means termination of the service of an employee otherwise than on
superannuation;
(r) “superannuation”, in relation to an employee, means the attainment by the employees of
such age as is fixed in the contract or conditions of service as the age on the attainment
of which the employee shall vacate the employment;
(s) “wages” means all emoluments which are earned by an employee while on duty or on
leave in accordance with the terms and conditions of his employment and which are
paid or are payable to him in cash and includes dearness allowance but does not include
any bonus, commission, house-rent allowance, overtime wages and any other
allowance.
2 (A) Continuous service : For the purposes of this Act
(1) an employee shall be said to be in continuous service for a period if he has, for that
period, been in uninterrupted service, including service which may be interrupted on
account of sickness, accident, leave, absence from duty without leave (not being
absence in respect of which an order treating the absence as break in service has
been passed in accordance with the standing orders, rules or regulations governing
the employees of the establishment), lay-off, strike or a lock-out or cessation of work
not due to any fault of the employee, whether such uninterrupted or interrupted service
was rendered before or after the commencement of this Act;
(2) Where an employee (not being an employee employed in a seasonal establishment)
is not in continuous service within the meaning of clause (1), for any period of one year
or six months, he shall be deemed to be in continuous service under the employer-
(a) for the said period of one year, if the employee during the period of twelve
calendar months preceding the date with reference to which calculation is to be
made, has actually worked under the employer for not less than-
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(i) one hundred and ninety days, in the case of an employee employed below
the ground in a mine or in any establishment which works for less than six
days in a week; and
(ii) two hundred and forty days, in any other case;
(b) for the said period of six months, if the employee during the period of six calendar
months preceding the date with reference to which calculation is to be made, has
actually worked under the employer for not less than-
(i) ninety five days, in the case of an employee employed below the ground in
a mine or in an establishment which works for less than six days in a week;
and
(ii) one hundred and twenty days, in any other case;
Explanation.-for purposes of clause (2), the number of days on which an employee has
actually worked under an employer shall include the days on which-
(i) he has been laid-off under an agreement or as permitted by standing
orders made under the Industrial Employment (Standing Orders) Act,
1946(20 of 1946), or under the Industrial Disputes Act, 1947 (14 of 1947),
or under any other law applicable to the establishment;
(ii) he has been on leave with full wages, earned in the previous year;
(iii) he has been absent due to temporary disablement caused by accident
arising out of and in the course of his employment; and
(iv) in the case of a female, she has been on maternity leave; so, however, that
the total period of such maternity leave does not exceed twelve weeks.
(3) Where an employee, employed in a seasonal establishment, is not in continuous
service within the meaning of clause (1), for any period of one year or six months,
he shall be deemed to be in continuous service under the employer for such
period if he has actually worked for not less than seventy-five per cent of the
number of days on which the establishment was in operation during such period.
3) Controlling authority - The appropriate Government may, by notification, appoint any
officer to be a controlling authority, who shall be responsible for the administration of
this Act and different controlling authorities may be appointed for different areas.
4) Payment of gratuity
(1) Gratuity shall be payable to an employee on the termination of his employment
after he has rendered continuous service for not less than five years,-
(a) on his superannuation, or
(b) on his retirement or resignation, or
(c) on his death or disablement due to accident or disease:
Provided that the completion of continuous service of five years shall not be necessary
where the termination of the employment of any employee is due to death or
disablement:
Provided further that in the case of death of the employee, gratuity payable to him shall
be paid to his nominee or, if no nomination has been made, to his heirs, and where any
such nominees or heirs is a minor, the share of such minor, shall be deposited with the
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controlling authority who shall invest the same for the benefit of such minor in such
bank or other financial institution, as may be prescribed, until such minor attains
majority.
Explanation.- For the purposes of this section, disablement means such disablement
as incapacitates an employee for the work which he was capable of performing before
the accident or disease resulting in such disablement.
(2) For every completed year of service or part thereof in excess of six months, the
employer shall pay gratuity to an employee at the rate of fifteen days’ wages
based on the rate of wages last drawn by the employee concerned:
Provided that in the case of a piece-rated employee, daily wages shall be
computed on the average of the total wages received by him for a period of three
months immediately preceding the termination of his employment, and, for this
purpose, the wages paid for any overtime work shall not be taken into account:
Provided further that in the case of an employee who is employed in a seasonal
establishment, and who is not so employed throughout the year the employer
shall pay the gratuity at the rate of seven days’ wages for each season..
Explanation.- In the case of a monthly rated employee, the fifteen days’ wages
shall be calculated by dividing the monthly rate of wages last drawn by him by
twenty-six and multiplying the quotient by fifteen.
(3) The amount of gratuity payable to an employee shall not exceed [three lakhs and fifty
thousand] rupees.
(4) For the purpose of computing the gratuity payable to an employee who is employed,
after his disablement, on reduced wages, his wages for the period preceding his
disablement shall be taken to be the wages received by him during that period, and his
wages for the period subsequent to his disablement shall be taken to be the wages as
so reduced.
(5) Nothing in this section shall affect the right of an employee to receive better terms of
gratuity under any award or agreement or contract with the employer.
(6) Notwithstanding anything contained in subsection (1),
(a) the gratuity of an employee, whose services have been terminated for any act,
willful omission or negligence causing any damage or loss to, or destruction of,
property belonging to the employer, shall be forfeited to the extent of the damage
or loss so caused;
(b) the gratuity payable to an employee [ may be wholly or partially forfeited].
(i) if the services of such employee have been terminated for his riotous or
disorderly conduct or any other act of violence on his part, or
(ii) if the services of such employee have been terminated for any act which
constitutes an offence involving moral turpitude, provided that such
offence is committed by him in the course of his employment.
4A) Compulsory Insurance
(1) With effect from such date as may be notified by the appropriate Government in
this behalf, every employer, other than an employer of an establishment
belonging to, or under the control of, the Central Government or a State
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Government, shall, subject to the provisions of subsection (2), obtain an

insurance in the manner prescribed, for his liability for payment towards the
gratuity Under this Act, from the Life Insurance Corporation of India established
under the Life Insurance Corporation of India Act, 1956 (31 of 1956), or any other
prescribed insurer:
Provided that different dates may be appointed for different establishments or
class of establishments or for different areas.
(2) The appropriate Government may, subject to such conditions as may be
prescribed, exempt every employer who had already established an approved
gratuity fund in respect of his employees and who desires to continue such
arrangement, and every employer employing five hundred or more persons who
establishes an approved gratuity fund in the manner prescribed from the
provisions of sub-section (1)
(3) For the purpose of effectively implementing the provisions of this section, every
employer shall within such time as may be prescribed get his establishment
registered with the controlling authority in the prescribed manner and no
employer shall be registered under the provisions of this section unless he has
taken an insurance referred to in sub-section (1) or has established an approved
gratuity fund referred to in sub-section (2).
(4) The appropriate Government may, by notification, make rules to give effect to the
provisions of this section and such rules may provide for the composition of the
Board of Trustees of the approved gratuity fund and for the recovery by the
controlling authority of the amount of the gratuity payable to an employee from
the Life Insurance Corporation of India or any other insurer with whom an
insurance has been taken under sub-section (1), or as case may be, the Board of
Trustees of the approved gratuity fund.
(5) Where an employer fails to make any payment by way of premium to the
insurance referred to in sub-section (1), or by way of contribution to an approved
gratuity fund referred to in sub-section (2), he shall be liable to pay the amount of
gratuity due under this Act (including interest, if any for delayed payments)
forthwith to the controlling authority.
(6) Whoever contravenes the provisions of sub-section(5) shall be punishable with
fine which may extend to ten thousand rupees and in the case of a continuing
offence with a further fine which may extend to one thousand rupees for every
day during which the offence continues.
Explanation. - In this section “approved gratuity fund” shall have the same
meaning as in clause (5) of section 2 of the Income-tax Act, 1961 (43 of 1961).
5) Power to exempt
(1) The appropriate Government may, by notification, and subject to such conditions
as may be specified in the notification, exempt any establishment, factory, mine,
oil-field, plantation, port, railway company or shop to which this Act applies from
the operation of the provisions of this Act if, in the opinion of the appropriate
Government, the employees in such establishment, factory, mine, oil-field,
plantation, port railway company or shop are in receipt of gratuity or pensionary
benefits not less favourable than the benefits conferred under this Act.
(2) The appropriate Government may, by notification and subject to such conditions
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as may be specified in the notification, exempt any employee or class of

employees employed in any establishment, factory, mine, oil-field, plantation,
port, railway company or shop to which this Act applies from the operation of the
Provisions of this Act, if, in the opinion of the appropriate Government, such
employee or class of employees are in receipt of gratuity or pensionary benefits
not less favourable than the benefits conferred under this Act.
(3) A notification issued under sub-section (1) or sub-section (2) may be issued
retrospectively a date not earlier than the date of commencement of this Act, but
no such notification shall be issued so as to prejudicially affect the interests of any
person.
6) Nomination
(1) Each employee, who has completed one year of service, shall make, within such
time, in such form and in such manner, as may be prescribed, nomination for the
purpose of the second provision to sub-section (1) of section 4.
(2) An employee may, in his nomination, distribute the amount of gratuity payable to
him under this Act amongst more than one nominee.
(3) If an employee has a family at the time of making a nomination, the nomination
shall be made in favour of one or more members of his family, and any nomination
made by such employee in favour of a person who is not a member of his family
shall be void.
(4) If at the time of making a nomination the employee has no family, the nomination
may be made in favour of any person or persons but if the employee
subsequently acquires a family, such nomination shall forthwith become invalid
and the employee shall make, within such time as may be prescribed, a fresh
nomination in favour of one or more members of his family.
(5) A nomination may, subject to the provisions of sub-section (3) and (4), be
modified by an employee at any time, after giving to his employer a written notice
in such form and in such manner as may be prescribed, of his intention to do so.
(6) If a nominee predeceases the employee, the interest of the nominee shall revert
to the employee who shall make a fresh nomination, in the prescribed form, in
respect of such interest.
(7) Every nomination, fresh nomination or alteration of nomination, as the case may
be, shall be sent by the employee to his employer, who shall keep the same in his
safe custody.
7) Determination of the amount of gratuity
(1) A person who is eligible for payment of gratuity under this Act or any person
authorised, in writing, to act on his behalf shall send a written application to the
employer, within such time and in such form, as may be prescribed, for payment
of such gratuity.
(2) As soon as gratuity becomes payable, the employer shall, whether an
application referred to in sub-section (1) has been made or not, determine the
amount of gratuity and give notice in writing to the person to whom the gratuity is
payable and also to the controlling authority specifying the amount of gratuity so
determined.
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(3) The employer shall arrange to pay the amount of gratuity within thirty days from
the date it becomes payable to the person to whom the gratuity is payable.
(3A) If the amount of gratuity payable under sub-section (3) is not paid by the
employer within the period specified in sub-section (3), the employer shall pay,
from the date on which the gratuity becomes payable to the date on which it is
paid, simple interest at such rate not exceeding the rate notified by the Central
Government from time to time for repayment of long-term deposits, as that
Government may, by notification specify:
Provided that no such interest shall be payable if the delay in the payment is due
to the fault of the employee and the employer has obtained permission in writing
from the controlling authority for the delayed payment on this ground.
(4) (a) If there is any dispute as to the amount of gratuity payable to an employee
under this Act or as to the admissibility of any claim of, or in relation to, an
employee for payment of gratuity, or as to the person entitled to receive the
gratuity, the employer shall deposit with the controlling authority such
amount as he admits to be payable by him as gratuity.
(b) Where there is a dispute with regard to any matter or matters specified in
clause (a), the employer or employee or any other person raising the
dispute may make an application to the controlling authority for deciding
the dispute.
(c) The controlling authority shall, after due inquiry and after giving the parties
to the dispute a reasonable opportunity of being heard, determine the
matter or matters in dispute and if, as a result of such inquiry any amount is
found to be payable to the employee, the controlling authority shall direct
the employer to pay such amount or, as the case may be, such amount as
reduced by the amount already deposited by the employer.
(d) The controlling authority shall pay the amount deposited, including the
excess amount, if any, deposited by the employer, to the person entitled
thereto.
(e) As soon as may be after a deposit is made under clause (a) , the controlling
authority shall pay the amount of the deposit-
(i) to the applicant where he is the employee; or
(ii) where the applicant is not the employee, to the [nominee or, as the
case may be, the guardian of such nominee or] heir of the employee,
if the controlling authority is satisfied that there is no dispute as to the
right of the applicant to receive the amount of gratuity.
(5) For the purpose of conducting an inquiry under sub-section (4), the controlling
authority shall have the same powers as are vested in a court, while trying a suit,
under the Code of Civil Procedure, 1908 (5 of 1908), in respect of the following
matters, namely:-
(a) enforcing the attendance of any person or examining him on oath;
(b) requiring the discovery and production of documents;
(c) receiving evidence on affidavits;
(d) issuing commissions for the examination of witnesses
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(6) Any inquiry under this section shall be a judicial proceeding within the meaning of
sections 193 and 228, and for the purpose of section 196 of the Indian Penal
Code (45 of 1860).
(7) Any person aggrieved by an order under sub-section (4) may, within sixty days
from the date of the receipt of the order, prefer an appeal to the appropriate
Government or such other authority as may be specified by the appropriate
Government in this behalf:
Provided that the appropriate Government or the appellate authority, as the case
may be, may, if it is satisfied that the appellant was prevented by sufficient cause
from preferring the appeal within the said period of sixty days, extend the said
period by a further period of sixty days.
Provided further that no appeal by an employer shall be admitted unless at the
time of preferring the appeal, the appellant either produces a certificate of the
controlling authority to the effect that the appellant has deposited with him an
amount equal to the amount of gratuity required to be deposited under sub-
section (4), or deposits with the appellate authority such amount.
(8) The appropriate Government or the appellate authority, as the case may be,
may, after giving the parties to the appeal a reasonable opportunity of being
heard, confirm, modify or reverse the decision of the controlling authority.
7 A) Inspectors
(1) The appropriate Government may, by notification, appoint as many Inspectors,
as it deems fit, for the purposes of this Act.
(2) The appropriate Government may, by general or special order, define the area to
which the authority of an Inspector so appointed shall extend and where two or
more Inspectors are appointed for the same area, also provide, by such order,
for the distribution or allocation of work to be performed by them under this Act.
(3) Every Inspector shall be deemed to a public servant within the meaning of
section 21 of the Indian Penal Code(45 of 1860).
7 B) Powers of Inspectors
(1) Subject to any rules made by the appropriate Government in this behalf, an
Inspector may, for the purpose of ascertaining whether any of the provisions of
this Act or the conditions, if any, of exemption granted thereunder, have been
complied with, exercise all or any of the following powers, namely;
(a) require an employer to furnish such information as he may consider
necessary:
(b) enter and inspect, at all reasonable hours, with such assistance (if any)
being persons in the service of the Government or local or any public
authority, as he thinks fit, any premises of or place in any factory, mine,
oil-field, plantation, port, railway company, shop or other establishment to
which this Act applies, for the purpose of examining any register, record or
notice or other document required to be kept or exhibited under this Act or
the rules made thereunder, or otherwise kept or exhibited in relation to the
employment of any person or the payment of gratuity to the employees,
and require the production thereof for inspection;
(c) examine with respect to any matter relevant to any of the purposes
aforesaid, the employer or any person whom he finds in such premises or
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place and who, he has reasonable cause to believe, is an employee

employed therein;
(d) make copies of, or take extracts from, any register, record, notice or other
document, as he may consider relevant, and where he has reason to
believe that any offence under this Act has been committed by an
employer, search and seize with such assistance as he may think fit, such
register, record, notice or other document as he may consider relevant in
respect of that offence;
(e) exercise such other powers as may be prescribed.
(2) Any person required to produce any register, record, notice or other document or
to give any information by an Inspector under sub-section (1) shall be deemed to
be legally bound to do so within the meaning of sections 175 and 176 of the
Indian Penal Code (45 of 1860).
(3) The provisions of the Code of Criminal Procedure, 1973 (2 of 1974) shall so far
as may be, apply to any search or seizure under this section as they apply to any
search or seizure made under the authority of a warrant issued under section 94
of that Code.
8) Recovery of gratuity
If the amount of gratuity payable under this Act is not paid by the employer, within the
prescribed time, to the person entitled thereto, the controlling authority shall, on an
application made to it in this behalf by the aggrieved person, issue a certificate for that
amount to the Collector, who shall recover that same, together with compound interest
thereon at such rate as the Central Government may, by notification, specify from the
date of expiry of the prescribed time, as arrears of land revenue and pay the same to
the person entitled thereto.
Provided that the controlling authority shall, before issuing a certificate under this
section, give the employer a reasonable opportunity of showing cause against the
issue of such certificate:
Provided further that the amount of interest payable under this section, shall, in no
case, exceed the amount of gratuity payable under this Act.
9) Penalties
(1) Whoever, for the purpose of avoiding any payment to be made by himself under
this Act or of enabling any other person to avoid such payment, knowingly make
or causes to be made any false statement or false representation shall be
punishable with imprisonment for a term which may extend to six months, or with
fine which may extend to [ten thousand rupees], or with both.
(2) An employer who contravenes, or makes default in complying with, any of the
provisions of this Act or any rule or order made thereunder shall be punishable
with imprisonment for a term which shall not be less than three months but which
may extend to one year, or with fine which shall not be less than ten thousand
rupees but which may extend to twenty thousand rupees, or with both.
Provided that where the offence relates to non-payment of any gratuity payable
under this Act, the employer shall be punishable with imprisonment for a term
which shall not be less than (six months but which may extend to two years)
unless the court trying the offence, for reason to be recorded by it in writing, is of
opinion that a lesser term of imprisonment or the imposition of a fine would meet
the ends of justice.
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10) Exemption of employer from liability in certain cases :

where an employer is charged with an offence punishable under this Act, he shall be
entitled, upon complaint duly made by him and on giving to the complainant not less
than three clear days’ notice in writing of his intention to do so, to have any other
person whom he charges as the actual offender brought before the court at the time
appointed for hearing the charge; and if, after the commission of the offence has been
proved, the employer proves to the satisfaction of the court-
(a) that he has used due diligence to enforce the execution of this Act, and
(b) that the said other person committed the offence in question without his
knowledge, consent or connivance,
that other person shall be convicted of the offence and shall be liable to the like
punishment as if he were the employer and the employer shall be discharged
from any liability under this Act in respect of such offence:
Provided that in seeking to prove as aforesaid, the employer may be examined
on oath and his evidence and that of any witness whom he calls in his support
shall be subject to cross-examination on behalf of the person he charges as the
actual offender and by the prosecutor:
Provided further that, if the person charged as the actual offender by the
employer cannot be brought before the court at the time appointed for hearing
the charge, the court shall adjourn the hearing from time to time for a period not
exceeding three months and if by the end of the said period the person charged
as the actual offender cannot still be brought before the court, the court shall
proceed to hear the charge against the employer and shall, if the offence be
proved, convict the employer.
11) Cognizance of offences
(1) No court shall take cognizance of any offence punishable under this Act save on
a complaint made by or under the authority of the appropriate Government:
Provided that where the amount of gratuity has not been paid, or recovered,
within six months from the expiry of the prescribed time, the appropriate
Government shall authorise the controlling authority to make a complaint
against the employer, whereupon the controlling authority shall, within fifteen
days from the date of such authorization, make such complaint to a magistrate
having jurisdiction to try the offence.
(2) No court inferior to that of a [ Metropolitan Magistrate or a Judicial Magistrate of
the first class] shall try any offence punishable under this Act.
12) Protection of action taken in good faith
No suit or other legal proceeding shall lie against the controlling authority or any
other person in respect of anything which is in good faith done or intended to be
done under this Act or any rule or order made thereunder.
13) Protection of gratuity
No gratuity payable under this Act and no gratuity payable to an employee
employed in any establishment, factory, mine, oil-field, plantation, port, railway
company or shop exempted under section 5 shall be liable to attachment in
execution of any decree or order of any civil, revenue or criminal court.
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14) Act to override other enactment’s, etc.

The provisions of this Act or any rule made thereunder shall have effect
notwithstanding anything inconsistent therewith contained in any enactment
other than this Act or in any instrument or contract having effect by virtue of any
enactment other than this Act.
15) Power to make rules
(1) The appropriate Government may, by notification, make rules for the purpose of
carrying out the provisions of this Act.
(2) Every rule made by the Central Government under this Act shall be laid, as soon
as may be after it is made, before each House of Parliament while it is in session,
for a total period of thirty days which may be comprised in one session or in two
or more successive sessions, and if , before the expiry of the session
immediately following the session or the successive sessions aforesaid both
House agree in making any modification in the rule or both Houses agree that the
rule should not be made, the rule shall, thereafter, have effect only in such
modified form or be of no effect, as the case may be; so, however, that any such
modification or annulment shall be without prejudice to the validity of any thing
previously done under that rule.
45.4. FOR DEATH CASES
Gratuity in respect of death cases may be regulated either with reference to the provisions of
the payment of Gratuity Act, 1972 viz., 15/26 days of monthly emoluments for each
completed year of service or part thereof in excess of 6 months subject to a maximum of Rs.
3.50 lakhs or as detailed below whichever be more.
LENGTH OF SERVICE GRATUITY PAYABLE
Death during the first year of service 2 months emoluments
Death after one year of service
but less than 5 years of service 6 months emoluments
Death after completion of 5 years but
less than 20 years of service 12 months emoluments
Death after completion of 20 years Half a months emoluments for completed
of service half year of qualifying service or 33 times
of emoluments or Rs.3.50 lakhs
whichever is less.
This will be effective from 24-09-1997
The difference of amount, if any, may also be paid to the nominee / legal heir on obtaining claim.
(Procs. No. 748 / 561 / IR / 2000 dated 19-02-2000)
In respect of employees who die in harness, the Gratuity amount calculated as per NLC Death-
cum-Gratuity Scheme or the amount envisaged under LIC Scheme, whichever is more
beneficial to the NLC employees towards Gratuity will be disbursed.
In case of other forms of cessation of service, calculation will be made as per provisions of
Payment of Gratuity Act, subject to a ceiling of Rs. 3,50,000/-
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45.5. PAYMENT OF GRATUITY - BY GRATUITY TRUST

It has been notified that the payment of gratuity hitherto made by the company to the eligible
employees by the concerned unit head will be dispensed, and henceforth statutory obligation
of the payment of Gratuity on behalf of the company will be discharged by the Gratuity Trust.
The following guidelines are issued for payment of gratuity by the Trust in future commencing
from the month of March 1997.
There is no change in guidelines issued for payment of Gratuity by the Trust in future
commencing from the month of March 1997.
There is no change in procedure until the Gratuity is sanctioned by the Unit Heads. The
payment will however be made by the Trust on behalf of the Company. The Unit Heads are
therefore requested to send the communication obtaining sanction to the Neyveli Lignite
Corporation Employees Gratuity Fund Trust, Corporate Office for arranging the issue of
cheque(s). The sanction orders may accompany a consolidated statement as in Annexure-I
besides sending sanction orders to Finance and Accounts Branch as hitherto being followed.
Individual cheque will be issued by the Trust. The cheque(s) may be disbursed to the
employees by the Unit Heads under proper acknowledgement on the date of relief of the
employee.
The acquittance may be sent to the Neyveli Lignite Corporation Employees Gratuity Fund
Trust, Corporate Office for being kept as record of payment of gratuity and audit purposes,
etc. The form of acquittance will be as in Annexure-II.
The Unit Heads are requested to process the payment of Gratuity proposals well in advance
every month. A consolidated requisition in Annexure – I along with the copy of sanction orders
for issue of cheques may be sent to the Trust not later than 26th of every month. If 26th
happens to be a holiday, the requisition may be sent on the previous working day. In
exceptional circumstances however, the requisition may be sent to the Trust from time to time
and the Cheque (s) collected for disbursement.
(1. P&A Dept. Lr.No.1933/IR-3/92, dt. 18-03-97.
2. Circular No.1933/IR-3/97, dt.25-03-97)
45.6. PAYMENT OF GRATUITY - LIC GROUP GRATUITY SCHEME
Consequent to the formation of NLC Gratuity Trust, payment of Gratuity is being hitherto
made through the Gratuity Trust.
With the approval of Board, it has been decided to transfer the administration of Gratuity
Funds from NLC Employees Gratuity Scheme to LIC Group Gratuity Scheme. Accordingly,
statutory obligation of the payment of Gratuity on behalf of the Company will be discharged by
the Gratuity Trust through M/s. LIC, Chennai.
As per the LIC Group Gratuity Scheme, there is an additional benefit to the employees viz, in
the event of death of an employee while in service, in addition to eligible Gratuity for the past
service rendered, Gratuity will be paid for the future service upto the normal date of retirement
within the ceiling as per Gratuity Act in force from time to time.
As for making payment on the date of retirement / resignation, etc., LIC requires a claim
before 10 days, all Unit Heads are requested to process the Gratuity proposals in the format
enclosed to the reference 1st cited along with advance stamped receipt from the concerned
employee to the Gratuity Trust on or before 20th of every month so as to enable the trust to
correspond with LIC to settle the gratuity to the employee or the nominee of the deceased
employee, as the case may be.
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The employer is under obligation to pay the Gratuity within one month from the date of
cessation of employment and any default in this regard will attract Penal Provisions under the
Payment of Gratuity Act, 1972. Otherwise, the Gratuity amount should be deposited with the
Controlling Authority under the Payment Gratuity of Act by Cheque / DD shall be in favour of
Drawing and Disbursing Officer and Assistant Labour Commissioner / Central duly explaining
the factual position.
A model calculation of payment of Gratuity to the nominee of the deceased employee is
indicated below for ready reference.
Name of the Employee XXX
Date of Birth 05.04.1977
Date of Joining in NLC 01.04.1996
Date of Normal Retirement 30.04.2037
Date of Death 20.04.1998
Service Rendered by him 2 Years
Service to be Rendered 39 Years
Calculation 15/26 x Last Pay Drawn x 41 Years.
Ceiling of Payment Rs. 3.50 Lakhs
All other conditions mentioned in the references cited remain unaltered.
The above will come into force towards payment to be made with effect from 01.05.2002.
(Ref. P&A/Cir.No.1933/I.R.-3/97-2/Dt. 25.03.1997
P&A/Cir.No.1933/I.R.-3/97-3/Dt. 16.04.1997.
Cir. CORP/P&A/760/1933/97-2/Dt. 13.05.2002)
FORM FOR CLAIMING THE GRATUITY AMOUNT FROM THE TRUST
ANNEXURE-I
Name of the CPF Unit in Probable DOJ in Salary qualifies Total No.of Amount of
Employee No. which date of NLC for computation Yrs. Service Gratuity
working Relief of gratuity (to be reckoned
as per Payment
of Gratuity Act)
_____________________________________________________________________________
1 2 3 4 5 6 7 8
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Details of Bank Account of Employee / Nominee / Legal heir
Name Bank A/C No. Account Type Bank Branch
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ANNEXURE-II
FORM OF ACKNOWLEDGEMENT TO BE OBTAINED FROM THE RECEIPIENT

Received from the Neyveli Lignite Corporation Gratuity Scheme, Neyveli, the sum of
Rs. ……………………….(Rupees ……………………………………………… only) being Gratuity
due to me for the services rendered in Neyveli Lignite Corporation Limited, vide Cheque
No…………………., dated ………………… sanctioned in Procs. No…………….. .

AFFIX
Re.1 Revenue
Stamp

Signature of the Employee/Nominee/Legal Heir(s)

Signature of the Disbursing Officer with Seal

*****
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46. POST- RETIREMENT MEDICAL ASSISTANCE SCHEME

46.1 OBJECTIVE:
46.1.1 With a view to render Medical Benefits to the retired Employees of NLC and their
spouse, a scheme titled “Post Retirement Medical Assistance” (PRMA) was
introduced with effect from 01.04.1995.
46.1.2 The Post Retirement Medical Assistance scheme replaced the “Medical Care
Insurance Scheme” of the company announced in the year 1990.
(Authority: Board Note 270.13 & Proc. No. P&A/8617/CI-1/Rules/95,
Dated.04/09/1995)
46.2 MEMBERSHIP ELIGIBLITY CONDITIONS
46.2.1 All the employees of NLC who have retired on reaching the age of Superannuation,
after rendering a continuous service of not less than 10 years in NLC, will be eligible
for the benefits under the scheme. The term “Retirement” will also include
retirement under Voluntary Retirement Scheme (VRS) approved by the company.
46.2.2 All employees including those appointed to Board level positions in NLC, the
service rendered in State, Central Government, its organisations and
establishments shall be reckoned for the purpose of calculating continuous service
period of 10 Yrs.
46.2.3 The spouse of the retired employee will continue to avail the benefit even after the
death of the retired employee.
46.2.4 THE SCHEME WILL NOT APPLY TO
a) Retired employees who are included as dependants and who claim
dependency on any other employee working in NLC and whose names are
included in the Medical Identity Book issued to the employee concerned.
b) Retired employees who are solely dependant on any other employee
working in Government, Public Sector Enterprises and availing the Medical
facilities as a dependant.
c) Employees who have been dismissed from service for acts/omissions
involving.
i) Violent or riotous behaviour in the premises of establishment.
ii) Any misconduct involving moral turpitude.
[Authority: Board Approval Nos.270.13, 354.12 & 355.01b and Circular
Corp/P&A/W&A/1300/1922/99 Dated 27.03.99]
46.2.5 OPTION TO JOIN/LEAVE THE SCHEME
46.2.5.1 In case of a retired employee whose ward is employed in NLC and willing to enroll
himself (and his spouse) in the scheme, the same will be permitted subject to
a) The ward surrenders the Medical Treatment Book(s) issued in the name of
the parents as dependants.
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b) The retired employees whose wards are employed in NLC at the time of
applying for assistance shall produce a certificate from the head of the
Department where the wards are employed that their names are not included
as dependents in the Medical Identity Book and if already included shall be
scored out and the P&A Head shall affix his signature there.
c) The retired employee and his spouse who apply for enrollment should also
under take or certify that they will not avail LTA, LTC or any such benefit that
may be awarded in future by NLC as dependents to their wards and entries to
this effect is made in service book of the employee concerned.
46.2.6 Retired employees who are already members of Post-Retirement Medical
Assistance Scheme and desire to be declared as ‘dependant’ on their ward can get
Medical Treatment books provided they cancel their membership in the Post-
Retirement Medical Assistance Scheme. Unit Heads shall ensure that they obtain
the requisite clearance from the W&A Wing, Corporate P&A before including the
member as dependant in the medical identity book.
(Authority: No. CORP/P&A(W&A)/1300/1922/PRMA/1999 dated.27.03.1999)
(Authority: No. CORP/P&A(W&A) /1300/1943/PRMA/2000 dated.09.05.2000)
46.3 REGISTRATION PROCEDURES
46.3.1 Retired employee or the spouse of the retired employee (in case of death of the
retired employee) who intends to avail the facility under the scheme shall apply in
the format prescribed, after surrendering the Medical Identity Book and Medical
Treatment Book(s) issued by the company, while in service and by remitting a
registration fee of Rs.100/- for both self and spouse and Rs.50/- in case of one
member only.
46.3.2 The Registration fee is payable through Demand Draft drawn on any Nationalised
Bank in favour of “NEYVELI LIGNITE CORPORATION LIMITED, NEYVELI”.
46.3.3 The application duly filled shall be sent to Welfare & Amenities, P.R.Department
Building with the following.
(a) Two Stamp size Photographs of self and spouse.
(b) Attested copy of the service certificate issued by the company to the
employee at the time of retirement.
(c) Clearance certificate obtained from General Hospital with respect to
surrender of Medical Treatment Book(s).
46.3.4 With effect from 27.07.2004, members / spouse who affix left hand thump
impression are required to
(a) Affix their Photo(s) on the application form.
(b) The Left Hand Thumb Impression must be affixed on the photograph duly
attested by Notary Public or Gazetted Officer.
46.3.5 On enrollment as member, a Medical Identity Card (M.I.C.) with specific number will
be opened in the name of the retired employee/spouse. This card is a permanent
record and will be retained at the Welfare Section. Details of renewals and Medical
Assistance and Medical Reimbursement disbursed in favour of the member/
spouse will be recorded in the Medical Identity Card.
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(Authority: Board Note 270.13 & Proc. No. P&A/8617/ CI-1/Rules/95,

Dated.04/09/1995)
46.4 RENEWAL OF MEMBERSHIP
46.4.1 The membership in the scheme has to be renewed every year before 31st March.
The renewal fee of Rs.50/- will be deducted in the Annual Medical Assistance. If any
member/spouse fails to renew his/her membership on or before 31st March every
year, his/her membership is deemed to have been expired and no benefit under
Post-Retirement Medical Assistance Scheme will be extended during that financial
year.
46.4.2 With effect from 27/07/2004, members / spouse who affix left hand thumb
impression are required to
(a) Affix their Photo(s) on the application form
(b) The Left Hand Thumb Impression must be affixed on the photograph duly
attested by Notary Public or Gazetted Officer.
(Authority: Board Note 270.13 & Proc. No. P&A/8617/ CI-1/Rules/95,
Dated.04/09/1995)
46.5 BENEFITS UNDER THE SCHEME
46.5.1 ANNUAL MEDICAL ASSISTANCE
Sl. Category Amount in
No. Rs.

1 If both retired employee and his/her spouse are alive. 3500.00

2 If either the retired employee or his/her spouse alone is alive. 2300.00
3 In case the employee retired after 30th September and enrolls in 1700.00
the scheme and if both retired employee and his/her spouse are
alive (Applicable only for the first year of registration)
4 In case the employee retires after 30th September and Enrolls 1200.00
in the scheme, and if either the Retired employee or his/her
spouse alone is alive (Applicable only in the first year of registration).
(Authority: Board Note 270.13 & Proc. No. P&A/8617/ CI-1/Rules/95,
Dated.04/09/1995 and No. CORP/ P&A(W&A)/1300/PRMA/2002, Dated.02.05.2002)

46.5.2 RETIREES' HEALTH INSURANCE SCHEME :

46.5.2.1 Under this new scheme, NLC will insure all the PRMA members and
their Spouses under a Tailor Made Medical Insurance Policy for a sum
assurance of Rs.1.00 Lakh per annum. This Policy will cover all the
expenses required to be incurred by the PRMA Members and their
spouses at the time of taking treatment as in-patient in any Hospital
subject to a maximum expenditure of Rs.1.00 Lakh per annum. The
entire cost of premium towards this Insurance Policy will be borne by
N.L.C.
(* Note : For further reference, refer 46.5.2.11)
46.5.2.2 QUANTUM OF COVERAGE:
The expenses for in-patient treatment up to Rs.1.00 Lakh per 'Unit' on
Floater Basis per year will be covered under this insurance scheme.
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A 'Unit' is defined as the family of the retired employee, consisting of

only retired employee and the spouse
46.5.2.3 Floater Basis means:

v Both PRMA Member and Spouse can incur medical

expenditure as in-patient up to a maximum of Rs.1.00 Lakh
OR

v Any one of the Unit (i.e. either PRMA member or Spouse) can
take treatment in a year to the maximum limit of Rs.1.00 Lakh or
part there of.
46.5.2.4 APPLICABILITY:

v Existing PRMA Members:

This scheme is applicable to all the PRMA Members and their
spouses who had renewed their PRMA membership for the year
2006-07. This insurance will be valid for one year from 01-09-
2006 to 31-08-2007. If the PRMA membership is renewed for
the subsequent years then this insurance cover will be
automatically renewed by NLC for the subsequent years.

v New Members:
The retirees who will become members of the PRMA Scheme
after 01-09-2006 will also become eligible for both the benefits
under PRMA Scheme from the date of enrollment under the
“Post-Retirement Medical Assistance Scheme”
46.5.2.5 Salient Features:

v Cashless Treatments

v Reimbursement of Treatment Expenditures

v 24 Hour Help Line Service through Toll Free Numbers

v This Health Insurance scheme covers hospitalisation expenses

for illness/diseases or injuries sustained including Burn Injury.
46.5.2.6 The expenses covered includes:-

v Room rent.

v Nursing Expenses.

v Diet charges for patient.

v Transport from one hospital to another hospital for better

treatment on recommendation of Chief Medical Officer of the
hospital or at the discretion of the patient.

v Pre-hospitalisation expenses.

v Post-hospitalisation expenses.

v Treatment for Pre-Existing Diseases.

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v Life threatening illness like Stroke, Heart Attack, Kidney failure

etc.

v Cataract/IOL, Chemotherapy, Dialysis etc.

v Treatment for Benign, Prostatic Hypertrophy, Hysterectomy for

Menorrhagia or Fibromyoma, Hernia, Hydrocele, Congenital
Internal diseases, Fistula in anus, piles Sinusitis.

v Anesthesia, Blood, Oxygen, Operation Theater charges,

Surgical Appliances, Medicines and Drugs, Diagnostic Material
and X-ray, Dialysis, Chemotherapy, Radiotherapy, Cost of
Pacemaker, Artificial Limbs and cost of Organs and similar
expenses.

v Surgeon, Anesthetist, Medical Practitioner, Consultants

Specialist Fees.

v Surgical intervention including laser, Laparoscope etc.,

replacement of vital organs like Kidney, liver, denture work and
replacement of hip/joints/ bones/kneecaps etc.

v Ambulance charges from spot of accident to the hospital or

Transportation of Dead body from hospital to Residence.
The existing “Medical Reimbursement Scheme” for retired employees
of N.L.C. will stand withdrawn from 01.09.2006. The Management
reserves the right to amend or withdraw the scheme at its discretion.
46.5.2.7 GUIDE BOOK FOR RETIREES HEALTH INSURANCE SCHEME
1. Who is our Insurance Company for the Year 2006-07?
M/S. National Insurance Company Limited, Neyveli
2. Who will settle the medical bills on behalf of PRMA Members?
The National Insurance Company will settle our PRMA
Member's medical bills to the hospital through their Third Party
Administrators (TPA).
3. What is meant by Third Party Administrators?
The Insurance Regulatory and Development Authority of India
is granting licenses to certain companies to provide services to

v Issue of Identity Card to all policy holders.

v Provide information to policy holders about hospitals.

v Provide Cashless access in network hospitals.

v Provide 24 hours, 7 days a week customer service toll free

number.

v M/S. National Insurance Company Limited will appoint

their Third Party Administrator.
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4. Who is our Third Party Administrator for the year 2006-07?

The National Insurance Company has authorized M/S.TTK
Health Services Limited, as the Third Party Administrator for our
PRMA Members.
5. What are all the methods available to settle the Hospital bills?
1. Cashless Treatment Method
2. Reimbursement Method
6. How to avail the “Cashless Treatment Method”?
Our Third Party Administrator M/S. TTK Health Care Services
limited will issue Photo Identity Card to all our PRMA Members.
This card can be used to get cashless treatment at certain
recognized hospitals of TTK. The List of hospitals recognized by
TTK is enclosed for reference
7. How to avail the “Reimbursement Method”?
Get treatment in any hospital as you like.
TTK should be contacted within 7 days from the time of
admission with details of TTK Card number, nature of illness,
name and address of the hospital/Nursing Home, Clinic,
attending Doctor, Bed Number etc. The claim form can be
collected from the nearest branch of the National Insurance
Company / TTK Office. This claim form must be filled fully and
sent to the nearest TTK Office along with the following
documents in original.

v Hospital bill with receipt for payment along with the

break-up signed by the member.

v In case of surgeons/consultants bills, kindly insist on a

stamped, preferably numbered receipt.

v Doctors prescription and medicine bills.

v Discharge summary sheet from the hospital.

v Pathological reports and other investigation reports along

with the Doctor's authorization.

v Other relevant details and documents connected to

hospitalisation.
8. What is the treatment procedure when Photo Identity Card is not
issued or Photo Identity Card is lost?
Till the time Photo Identity Card is issued by the Third Party
Administrator use the Reimbursement method.
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46.5.2.8 EMERGENCY TREATMENT PROCEDURE

EMERGENCY

Non-Network Network
Hospital Hospital

Immediately Get admitted in the

Hospital & Tell them you are
TTK Card Holder & Tell the Card Number

Hospital will fill the

Pre- Authorization Form &
will send it to TTK for approval

TTK scrutinize the request on a

case to case basis & will
authorize the hospital

Authorization Authorization
Not Given For Given For Cashless
Cashless Treatment Treatment

Pay the Bill, Sign the Bills,

Send bills to TTK for Pay the Non-Medical
Reimbursement Bills & Get Discharged

TTK will reimburse the bill

to PRMA Member
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46.5.2.9 PLANNED TREATMENT PROCEDURE

Planned

Non-Network Hospital Network Hospital

Submit preauthorization
Claim Intimation to be
request to TTK 4 days
sent to TTK
in advance

After Treatment TTK scrutinize the request

Pay the bill & on a case to case basis &
send the bill to TTK will authorize the hospital

Authorization Not Given Authorization Given for

for Cashless Treatment Cashless Treatment

Sign the Bills, Pay the

Pay the Bill & Send the bill
Non-Medical Bills &
to TTK for reimbursement
Get Discharged

TTK will reimburse the bill

to PRMA Member
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46.5.2.10 RESTRICTIONS ON REIMBURSEMENT

S. No ITEM RESTRICTION

1 Sum Insured [Floater Basis] Rs.1.00 Lakh per year which

includes expenditure from
S.No.2 to 9 given below.

2 Treatment restricted to Allopathy only

3 Room Rent Rs. 1000/- per day

4 Diet Charges Rs. 2000/- per illness

5 Pre & Post Hospitalisation expenses Rs. 10000/- per year

6 Ambulance charges from spot of

accident to the hospital or Transportation
of Dead body from hospital to Residence Rs. 1000/- per year

7 Pre - Hospitalisation Expenses 30 days before Hospitalisation

8 Post - Hospitalisation Expenses 60 days after Hospitalisation

9 Dental Treatment Dental treatments covered only

when Hospitalised.

(Reference: Cir.No.CORP/P&A/Welfare/1301/2006, dt:01/09/2006)

46.5.2.11 Extenion of retirees' health insurance scheme for one year with
effect from 01.09.2007 & enhancement of annual insurance
coverage from Rs.1.00 lakh to Rs.2.00 lakhs:
46.5.2.11.1 As part of Golden Jubilee Celebrations, a comprehensive
tailor made Health Insurance Scheme was introduced for
retired employees in lieu of medical reimbursement under
PRMA for one year, with effect from 01-09-2006,
vide Cir.No.:CORP/P&A [Welfare]/1301/2006,
Dt.: 01-09-2006.
46.5.2.11.2 In continuation of the same, it is informed that the scheme
has been extended for next one year starting from
01-09-2007.
46.5.2.11.3 While there is no change in the agencies handling the
scheme or in the terms and conditions already intimated
vide letter cited (2) above, it is to be noted that the
annual insurance coverage for retired employees
[per unit] has been increased from Rs.1.00 Lakh to
Rs.2.00 Lakhs.
46.5.2.11.4 As Health care is a key issue and in order to ensure
coverage under Medical Insurance Scheme immediately
after retirement, it is proposed to register the names of
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those employees who are on the verge of retirement

under PRMA Scheme and issue Medical Insurance
Identity Cards on the day of their retirement. This
proposal will be implemented with effect from 01-11-2007
and the modalities are as under:-
(i) The Unit P&A will issue the application forms to the
eligible employees (as per specimen enclosed), collect
the same duly filled, in duplicate, along with two numbers
(each for self and spouse) of recent colour stamp size
photographs (for enrollment under PRMA scheme and for
Medical Insurance Identity Cards) three months prior to
the date of their retirement and forward to Welfare Section
(Museum Building, Block-2) immediately for further
process.
(ii) The Unit P&A will ensure recovery of Rs.100/- (Rupees
one hundred only) towards registration fee under PRMA
scheme for self and spouse (Rs.50/- in case of single
member) from the salary of the employee concerned and
communicate the same while forwarding the
application(s) to Welfare section.
(iii) Necessary declaration about the employment status of
the ward(s) of the employee(s) concerned, whether
employed in NLC or any State / Central Government /
Enterprise / Organization shall be obtained by the
unit P&A and forwarded to Welfare Section.
(iv) After verification of the correctness, Welfare Section will
ensure delivery of Medical Insurance ID Cards to the
respective units in advance, for distribution to the
employee(s) on the date of retirement.
(v) The Medical Identification / Treatment Book(s) shall be
withdrawn from the willing employee(s) by Unit P&A on
the date of retirement, before issue of Medical Insurance
ID Card(s) and a copy of certificate / compliance report to
that effect shall be forwarded immediately to Welfare
Section for further action.
Concerned employees may be informed that the option
once exercised for enrollment under PRMA is final and
irrevocable.
46.5.2.11.5 All the Unit P&A Heads are also requested to ensure that
clearance from Welfare Section is a mandatory, vide
reference (3) cited above, before issue of Medical
Treatment Book(s) to the dependant parents of any
regularized Indcoserve employees / fresh recruits under
deceased employee quota or otherwise.
(Reference: Circular No.:CORP/P&A/WELFARE/1327/ R.E.H.I.S./2007. Dt.: 21-09-2007.)
*****
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47. FAMILY RELIEF SCHEME

47.0 SCHEME:
The Scheme for payment of Family Relief in lieu of employment, to the widows/dependants of
employees who die as a result of accident arising out of and in the course of employment as
well as those who die in harness in service was introduced with effect from 01-01-1994. This
scheme was developed in supersession to the scheme of providing employment to the
dependant of the employees who die in harness while in service.
47.1 SALIENT FEATURES OF THE SCHEME:
47.1.1 The scheme shall be called “Payment of Family Relief” to the dependants of
employees who die in harness while in service due to natural reasons or due to
accidents arising out of and in the course of employment;
47.1.2 The scheme shall be implemented in respect of deaths occurring on or after 01-01-
1994;
47.1.3 The rates of payment of “Family Relief” to widows in lieu of employment were as
follows:-

v In the case of Contract workers who have died due to accident arising out of
and in the course of employment, the widow shall be paid a monthly family
Relief of Rs.1,500/- p.m. till she attains the age of 58 years;

v In the case of natural death of employees while in service (confined to regular

employees and not Contract workers or workers employed through
INDCOSERVE), the widow of the deceased employee shall get a monthly
family relief of Rs.2,000/- p.m. till she attains the age of 58 years;

v In the case of regular employees who die as a result of accident arising out of
and in the course of employment, the widow shall be paid a monthly family
relief of Rs.2,500/- p.m. till she attains the age of 58 years;

v The family relief shall become payable from the first of the month following
the month in which the employee has died due to accident/natural reasons;

v The amount of family relief shall not become payable to any persons if a
member of the family of the deceased employees is already employed in
N.L.C.
47.1.4 In case there is no widow, the eldest son shall be eligible for family relief till he
attains the age of 28 years or till he get employed, whichever is earlier; In case there
is no son to the deceased employee, the eldest dependant unmarried daughter
shall get the family relief till she attains the age of 28 years or she gets married,
whichever is earlier.
47.1.5 The scheme is optional in lieu of employment and the option for family relief in lieu
of employment once exercised shall be final and irrevocable.
47.1.6 With effect from 01/10/2004(as per reference circular 7 at the end of this chapter)
Family Relief is payable to the dependant of deceased employees is enhanced as
shown below:
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Category Existing Revised

Death of contract/Indco serve workmen
due to accident arising out of and in the
course of employment Rs. 1500 Rs. 3375
Natural Death of NLC employees while
in service Rs. 2000 Rs. 4500
Death of NLC employees as a result of
accident arising out of and in the course of
employment Rs. 2500 Rs. 5625
47.1.7 Modification :
a) In the event of death of the employee, the spouse is eligible for family relief,
provided not gainfully employed and will cease to get the family relief once
gainfully employed subsequently.
b) 'Gainful Employment' denotes being employed in State / Central Government
Agencies / PSUs / Private Sector Organisations.
c) If the spouse has predeceased the employee concerned, the eldest
dependant ward is entitled to get the benefit. The relief is payable till he / she
completes 28 years of age or gets 'gainful employment' or gets married
(in case of female ward) whichever is earlier.
(Authority: Extract from the Minutes of the 367th Meeting of the Board of
Directors held on 12.08.2005 vide item No.367.08)
47.2 REGISTRATON PROCEDURE:
47.2.1 Application in the prescribed format for grant of family relief under the Scheme is to
be submitted to the Unit Head where the employee last worked, before his demise.
The documentary evidence regarding the age, educational qualification should
also be submitted along with the application.
To mitigate the sufferings of the family members of employees in the event of their
sad demise while in service and to expedite the process of verification, Family
Relief and other terminal benefits, three Committees are formed each to take care
of specific functional area i.e. Mines, Thermal Power Stations and all other rest of
the units. Immediately on receipt of information regarding the sad demise of an
employee, the respective Unit P&A Head shall send information to the Chairman of
the respective committee.
47.2.2 The widow/dependant of the deceased employee may be directed to contact the
Committee, for all further help and assistance.
47.2.3 The claimant will be advised to be present before the committee for briefing and
filling up / scrutiny of application(s) pertaining to family relief.
47.2.4 With the consent of the Committee, the application along with relevant documents
shall be forwarded to W&A Section / P&A Department for further processing, who in
turn shall forward the same to Vigilance Department.
47.2.5 The Vigilance Department shall verify the following: -
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v Whether any of the dependants in the family of the deceased employee is

working in N.L.C.?

v Whether (in the absence of the widow) the claimant is the eldest unemployed
dependant son / unmarried dependent daughter in the family of the
deceased employee?

v Whether the document / certificate submitted towards proof of age by the

claimant, is genuine?
47.2.6 On verification by Vigilance, need there be, the case will be referred to N.L.C.
General Hospital for age assessment of the claimant. On getting the age assessed,
a note will be put up for the approval of competent authority.
47.2.7 On approval, sanction orders will be sent to the respective units and the intimation
will be sent to the widow / dependent from Welfare Section.
47.2.8 The widow / dependent is eligible to draw the monthly Family Relief with effect from
the first of the next month of the demise of the employee. The arrear money if any
from such month till the month of sanction order shall be paid in lump sum and from
the next month of sanction order, regular monthly payment shall be effected by the
respective units as per the circulars (3) and (6) below.
47.2.9 The scheme for payment of Family Relief, subject to fulfillment of all conditions
prescribed in the existing scheme, to those widows/dependants of employees who
died in Harness between 01.10.1989 and 31.12.1993, while in service either due to
natural reason or due to accidents arising out of and in the course of employment
Widows / dependants of contract Workmen died due to accidents arising out of and
in the course of employment between 01.10.1989 and 31.12.1993 are also
covered under the extended scheme. However, Monetary benefit on sanction of
Family relief for the above will be from 01.10 2004.
(Cir.No.CORP/P&A/Welfare/1311/2005,Dated:03-03-2005)
47.2.10 Extension on the scheme is made from 01.10.89 to 31.12.93. However, Monetary
Benefit will be from 01.10.2004.
(Circular No.CORP/P&A/Welfare/1311/2005, Dt. 4/3/05.)
47.2.11 Workers who are members of Indcoserve, if they die while in service due to
Industrial accident, family will be eligible for Family Relief.
47.2.12 Revised procedure for verification regarding employment, age, etc.
1. Vigilance Branch will verify the following :
a. Whether any of the members of the family of deceased employee is
already employed in NLC Ltd.,
b. Whether [in the absence of the spouse] the claimant is the eldest
unemployed dependant son/eldest unmarried dependent daughter in the
family of deceased employee.
c. Whether the claimant i.e. spouse of the deceased employee or eldest
dependant ward in case of death of spouse, is employed in NLC
Indcoserve / Howsicos.
d. Whether the document / certificate submitted towards proof of age by the
claimant is genuine.
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2. After verification by Vigilance Branch, the file will be sent to Recruitment

Section for verification regarding employment of any of the members of the
family of deceased employee in N.L.C. Limited only and whether any of them
applied for employment in N.L.C. under Deceased employees Employment
Scheme.
3. Simultaneously, the details of claimant for Family Relief will be sent to
Indcoserve and Howsicos for verification about their employment.
4. After verification, an undertaking will be obtained from the claimant for family
relief that he / she is not employed in Central / State Governments / PSU's of
Central or State Governments / Private Sector Organisations and also asked
to intimate about the employment subsequently got after the sanction of family
relief.
[Reference: Welfare Section Note dated:05/05/2007, approved by Director
(Personnel)]
47.3 GENERAL:
47.3.1 A Certificate that the claimant of the Family Relief is alive has to be produced by the
claimant once in every six months during the period up to which the claimant
receives the Family Relief. Such certificate may be obtained from any one of the
following officers.
a) Executives in the rank of M1 Grade and above of N.L.C.Ltd.
b) Branch Manager of the Bank in which the claimant is holding Bank Account.
c) Gazetted Officers not below the rank of Tahsildar.
47.3.2 In case of the dependants of the demised employees from Chemical Units, the
monthly disbursements will be continued from Manager/Corporate office.
47.3.3 The Committee / Welfare Unit will be the only source of contact / access for the
claimant with N.L.C. Limited. Clarifications and further information if any required
from the claimant by the concerned Unit / Vigilance, shall be routed only through the
Welfare Section.
47.3.4 Management reserves the rights for any modification / Alteration /
Cancellation of the scheme.
(REFERENCES:
1. Board of Directors Meeting resolutions: 262.44, 269.15 & 289.47.
2. FD’s Meeting on 03-04-2001 Item No.26 for the “Extension of scheme to INDCOSERVE
Employees”
3. Circular No.: 1298/P&A IV-II/95, Dated: 06-02-1995.
4. Circular No.: CORP/P&A(W&A)/1311/1356/2001, Dated: 10-04-2001.
5. Circular No.: CORP/P&A(W&A)/1311/1356/2001-1, Dated: 20-01-2004.
6. Circular No.: CORP/P&A/CM/W&A/FR/1311/2004, Dated: 12-11-2004.
7. Cir. No.CORP/P&A/FR/1311/2005 Dated10.02.2005 Para 2.0)

*****
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48. DEATH RELIEF FUND

48.0. SCHEME:

48.1 A scheme known as “Death Relief Fund” to benefit the dependent of the deceased
employees who die in harness while in service is introduced with effect from
01.04.2004.

48.2 The salient features of the scheme are as follows:

48.2.1 The scheme shall be called “Death Relief Fund” to the dependant of
employee who die in harness while in service.

48.2.2 The scheme shall cover all employees of NLC including full time Board
of Directors, Deputationists and Teaching / Non-teaching staff of NLC
Schools hereinafter known as “Members” of the scheme.

48.2.3 In the event of death of a member on the rolls of NLC, an amount not
exceeding Rs.10/- per member shall be recovered from the ensuing
salary / wages bills of other alive members.

48.2.4 An equal matching contribution of the total amount thus collected

subject to maximum of Rs.10/- for each member shall be made by NLC.

48.2.5 The total solatium as mentioned in para (48.2.3) + (48.2.4) above shall
be paid to the nominee of deceased as per the nomination submitted
by him / her for other statutory payments like PF / Gratuity with effect
from 01.04.2004.

48.3 Applications for grant of “Death Relief Fund” under the scheme shall be made to the
P&A Department, Corporate Office in the format enclosed and routed through the
concerned Unit Head in which the deceased was employed immediately prior to
his/her death. Copy of the death certificate issued by the concerned authority duly
attested by the Unit Head / Unit Personnel Head should be submitted along with the
application and the sanction for Death Relief Fund will be given only after ensuring
the recovery made through the salary of the members concerned.

APPLICATION FORM FOR GRANT OF DEATH RELIEF FUND

1) Name of the Deceased Employee :

2) Designation and CPF No. of the

Deceased Employee :

3) Date of Death
(Copy of Death Certificate to be enclosed) :

4) Unit / Division in which he/she was working at

the time of death :
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DECLARATION BY THE CLIMANT

I certify that the particulars furnished above are true and correct to the best of my knowledge and
belief. I will abide by the rules and regulations prescribed by the Management or to be prescribed by
the Management from time to time under the Scheme.
Date : SIGNATURE OF THE CLAIMENT
NAME:
ADDRESS FOR
COMMUNICATION:
FOR OFFICE USE
No.:_________________________ Dated: ___________
CERTIFICATE
Certified that the particulars furnished in the application form have been verified with the Service
Book of Late …………………………………….. Designation …………………………. CPF No.
…………………….. and found correct.
NOMINATION DETAILS
The nomination particulars furnished by the employee for payment of Gratuity / PF is as below :
Sl. No. Nominee Age Relationship % of Nomination

RECOVERY DETAILS
The following amounts are due to NLC :
Sl. No. Details of Amount Total
Recovery Due to Corporation to be recovered
Rs. P. Rs. P.

Date of Nomination : …………………………………..

Copy of Nomination is enclosed.
SIGNATURE OF THE UNIT HEAD /
UNIT PERSONNEL HEAD
NAME :
DESIGNATION :
*****
 NLC PERSONNEL MANUAL

SECTION- VII
DOCUMENTATION
Chapter
No. Subject Pages

49 The Public Records Act and 49-1 to 49-31

Records Management
50 Guidelines for Filing System 50-1 to 50-6
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NLC PERSONNEL MANUAL

49. THE PUBLIC RECORDS ACT AND

RECORDS MANAGEMENT

49.1 INTRODUCTION:
With a view to regulate the Management, Administration and Preservation of Public Records,
Government of India enacted THE PUBLIC RECORDS ACT, 1993 on 22.12.1993.
Subsequently on 09.01.1997 the Government came up with the PUBLIC RECORDS RULES.
This Act is applicable to all Central Government Departments and offices, Union
Administrations, Public Sector Undertakings, Corporations, Commissions, Committees and
other statutory bodies constituted by Central Government.
This Act empowers Central Government and its nodal agency - NATIONAL ARCHIVES OF
INDIA to Co-ordinate, regulate and supervise the Operations connected with the
Administration, Management, Preservation, Selection, Disposal and Retirement of Public
Records.
49.2 DEFINITION:
(a) “RECORDS MANAGEMENT” may be defined as that area of General Administrative
Management concerned with achieving economy and efficiency in the creation,
maintenance, use and disposal of records during their entire life cycle.
(b) “PUBLIC RECORDS” includes any document, manuscript, file, Microfilm or any other
matter produced by a Computer or by any other device.
(c) “FILE” means collection of papers relating to public record on a specific subject matter
consisting of correspondence, notes and appendix there to and assigned with a file
number. A file is a part and parcel of Public Record.
(d) “CREATING AGENCY” is the agency that is responsible for the creation of file/record.
49.3 SALIENT FEATURES OF THE PUBLIC RECORDS ACT
01. Every Record-creating agency should nominate one of its officers as DEPARTMENTAL
RECORDS OFFICER (DRO) to discharge the functions under this Act.
02. The creating agency should set up number of record rooms as it deems fit and each
such room should function under one Records Officer.
03. No record created before 1892 shall be destroyed at all unless decided otherwise by the
National Archives of India.
04. The responsibilities of DRO include:
(a) Proper arrangement, maintenance and presentation of public records under his
charge.
(b) Periodical review of all records, it’s down grading and weeding out of records of
ephemeral value.
(c) Appraisal of public records which are more than 25 years old in consultation with
National Archives of India with the view to retain records of permanent value.
(d) Destruction of public records in the prescribed manner.
(e) Compilation of retention schedule of all records in consultation with National
Archives.
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(f) Periodical review of records for downgrading the classified records in the
prescribed manner.
(g) Submission of various reports at the time prescribed and in the given format.
49.4 CLASSIFICATION OF RECORDS/FILES
Based on general guidelines issued through “Central Secretarial Manual of Office Procedure”
compiled by the Department of Administrative Reforms and Public Grievances, records are
classified as “A”, “B” and “C”.
01. “A” CLASS files are those that are very important which qualify for permanent
preservation for administrative purposes (such as policy matters). These records are
termed as “Keep and Microfilm”.
02. “B” CLASS files are those that require permanent preservation. These are preserved as
such but not microfilmed. Hence they are termed as “Keep”.
03. “C” CLASS files are those that require preservation under four categories namely C1,
C3, C5 and C10, wherein the numbers denote the period of retention.
Once classified, the records are properly indexed and in the top corner of the Cover of
the file, details such as subject matter of the file, reference number, name/department of
the creating agency and the classification of the file should be mentioned. In case the
file is coded “A” or “B” it should be clearly stamped and sealed. This type of proper
indexing makes identification easier, thus making retrieval possible.
49.5 RETENTION OF RECORDS AND APPRAISAL
Preparation of retention schedule of all records is very essential, in order to prevent
unnecessary retention of records/files over a long period at the cost of money, manpower and
space. It is the importance of the file that decides its existence. Periodic appraisal helps in
weeding out unnecessary files.
Based on its functions, records are broadly divided in to three types. They are those dealing in
(1) HOUSE KEEPING FUNCTIONS
(2) FINANCIAL FUNCTIONS and
(3) SUBSTANTIVE FUNCTIONS
Retention of records connected with Finance is normally based on General Financial Rules
(FR) and retention of records pertaining to House Keeping such as those related to
Establishment, Personnel Administration etc., is governed by Records Retention Schedule
issued by the Department of Administrative Reforms and Public Grievances, GOI.
In respect of records of substantive function – i.e. those that are peculiar to the Organisation
concerned, the retention schedule has to be worked out by the concerned
organisation/Record Creating agency through DRO and in consultation with the NATIONAL
ARCHIVES OF INDIA.
In the case of files/records classified as “A” and “B” once the retention period crosses 25
years, appraisal should be done only in consultation with the National Archives of India and
once a decision is taken to preserve it, they have to be transferred to National Archives for
permanent preservation. If required “A” class files may be micro filmed and a copy of the
same may be given to the creating agency, on demand.
Appraisal is an examination undertaken by the record-creating agency, which every file has to
undergo for its survival. In the case of “A” and “B” files, the appraiser should be very clear and
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the decision taken should be either for preservation or for destruction, based on its Base
Value (Legal/Administrative etc.,) or historic value or intrinsic value. If in doubt the appraiser
should decide for its preservation since once destroyed, it can never be recreated.
All “C” class files will be reviewed on the expiry of its specified retention period. From the
Master Register, the DRO has to fish out these files and send it to the record-creating agency
for review/appraisal. If the file has to be retained for a further period, the concerned official
should clearly indicate the further period of retention and the reasons for doing so and send it
back to DRO.
49.6 ESSENTIAL OF RECORD ROOM [*]:
49.6.1 The Central Records Room, Block-8, hitherto under charge of Chief
Manager/P&A(W&A) will henceforth be under charge of Chief General
Manager/P&A. Chief General Manager/P&A will take necessary action to
streamline the functioning of the Central Records Room including for compliance of
various provisions under the Public Records Act, 1993 and the Public Records
Rules, 1997 in co-ordination with all the Units for proper management of records.
49.6.2 Section 2 of “The Public Record Act 1993” specifies that the record creating agency
should set up one or more record rooms as it deems fit and each one should be
under the control of one records officer. Space being the major constraint, proper
care should be taken at the planning stage of the record room itself.
49.7 DESTRUCTION OF RECORDS:
No Public Record shall be destroyed or otherwise disposed of except in such manner as
prescribed under the Act.
(1) No public record shall be destroyed without being recorded and reviewed. This work
shall be accomplished in consultation with the records officer.
(2) No public records which is more than twenty-five years old shall be destroyed by any
records creating agency unless it is appraised.
(3) A list of all such public records, which are proposed to be destroyed, shall be prepared
by the record-creating agency in Form-6 and retained permanently for future reference.
(4) The records officer shall furnish a half yearly report in Form-7 on recording, indexing,
reviewing and weeding of records to the Director General or head of the Archives as the
case may be.
(5) Records shall be destroyed either by burning or shredding in the presence of records
officer. The Departmental Records Officer / NLC Ltd. is sole authority to discharge the
functions under the Act and for issue of clarifications if any, on indexing, classification /
de-classification, working out retention schedule, preservation / destruction of records
etc.
Destruction of records should be carried out properly in the presence of Creating Agency,
either through burning or through shredder.
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RETURNS TO BE SUBMITTED
TO DIRECTOR GENERAL/NATIONAL ARCHIVES
BY DEPARTMENTAL RECORD OFFICER
SL DESCRIPTION OF METHOD OF REMARKS
NO THE SUBJECT FILING
01 Particulars of Public Records of Form-1 Before 31st
Permanent Nature that are due for January every Year
appraisal
02 Particulars of Transfer of Records to
Archives after proper appraisal Form-2 In Triplicate
One will be acknowledged
and given back for record
03 For recalling the records entrusted with
NAI – for the purpose of reference Form-3 ***
04 Statement of Evaluation and down grading
of Records Form-4 Half Yearly June/December
05 Status of Organisation and Record Room Form-5 Yearly by March
06 List of Records to be destroyed Form-6 Annual
07 Details of Recording, Indexing Form-7 Half Yearly
08 Research Scholars seeking Permission Form-8 ***
09 For Reprography and Transcription Form-9 By the Scholars on
facility/copy Payment only
DUTIES AND RESPONSIBILITIES OF THE CREATOR, USER AND THE CUSTODIAN OF
RECORDS
Records Management covers the activities concerning recording, retention, retrieval,
weeding and destruction of records.
01. STAGE OF RECORDING:
The word “Recording” refers to closing a file. Files should be recorded after action on the
issues considered thereon has been completed. However, files of a purely ephemeral nature
containing papers of little reference or value may be destroyed after one year without being
formally recorded.
02. PROCEDURE FOR RECORDING:
After action on the issue(s) considered on the file has been completed, the dealing
clerk/initiating officer, in consultation with his supervisory officer, should close and record the
file in the manner prescribed below:
(a) indicate the appropriate classification of record and in the case of class ‘C’, specify the
retention period also and the year of destruction on the file cover; such as C1, C3, C5 or
C10, (where the number represents the period of retention).
(b) where necessary, revise the title of the file so that it describes adequately the contents at
that stage;
(c) get the file indexed (Ref. Point 5 below), unless it is to be retained for less than 10 years
from the date of closing;
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(d) extract from the file such as copies of important decisions / documents, etc. that may be
useful for future reference and include them in the ‘standing guard file”/ “precedent
book”;
(e) remove from the file all superfluous papers, such as ‘reminders’, acknowledgments,
routine slips, working sheets, rough drafts, surplus copies etc. and destroy them;
(f) complete all references and in particular mark previous and later references on the
subject, on the file cover;
(g) pass on the file to the record clerk.
03. THE RECORD CLERK WILL:
(a) record the details in the Master File Register (Appendix-1 )
(b) indicate the year of review on the file cover in respect of class ‘C’ files;
(c) Prepare fresh covers where necessary, with all the entries already made thereon; and
repair the damaged papers, if any, stitch the file before keeping it in the bundle of
recorded files.
04. STAGE OF INDEXING:
Files will be indexed at the time of their recording. Only those files, which are categorized as
‘A’, and ‘B’ keep only
05. MANNER OF INDEXING:
While preparing a file for record (vide para 3 above) the dealing clerk or the desk assistant will
underline:
(a) the ‘index head’, i.e., the standard head or the most important “Catch-Word” in the
standard head which will naturally occur to any official searching for the file and which
will determine the position of the relevant index slip in the consolidated index; and
(b) the ‘index sub-head’, i.e. the catch word (s) in the standard sub heads and or the
‘content’ of the title, which will give a further and more specific clue to the file under
search.
(c) To ensure consistency and facilitate consolidation of departmental index, files relating to
welfare for example will be indexed not only under the appropriate standard head and
sub-head but also under the nature of such business e.g., “Welfare – Amenities -
Provisions”, “Welfare – Merit Scholarship - 2000-03”.
06. PRECEDENT BOOK:
Every section will maintain a precedent book for keeping note of important ruling and
decisions having a precedent value for ready reference. Entries in this record, will be made at
the earliest opportunity and in any case, at the stage of recording the file.
07. RECORD RETENTION SCHEDULE:
(1) To ensure that files are neither permanently destroyed, nor kept for periods longer than
necessary, every section / department will:
(a) in respect of records connected with accounts, observe the instructions contained
in the General Financial Rules issued by Ministry of Finance / GOI (Rule 284 and
Appendix-XIII);
(b) in respect of records, common to all departments, relating to establishment,
personnel and house keeping matters etc., the schedule for retention for Records
Common to all Departments issued by the Department of Administrative Reforms
and Public Grievances may be followed
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(c) in respect of Other/Miscellaneous records such as those specified in APPENDIX-2

the retention periods specified there in may be observed [Central Sectt. Manual
of the Office Procedure issued by the Dept. of Administrative Reforms, Public
Grievances and Pension, GOI…….. Para 105 (1) (c) and Appendix-28].
(d) in respect of records connected with its substantive functions, departmental
retention schedule may be prepared by the concerned unit/department in
consultation with DRO, prescribing the periods for which files dealing with
specified subjects should be preserved. If required the National Archives of India
may also be consulted (Refer Sec.-6 clause (e) (1) of the Public Records Act,
which stipulates that every record creating agency should compile a retention
schedule for the records pertaining to its substantive functions).
(2) The draft retention schedule needs to be sent to NAI, which in turn will depute its officials
to conduct a spot study before implementation.
(3) These retention schedules should be reviewed at least once in 5 years.
08. CUSTODY OF RECORDS:
(1) Recorded/files will be kept serially arranged in the concerned sections/desks for not
more than one year, after which they will be transferred to the unit level record room.
(2) In the event of transfer of work from one section to another, the relevant files also will be
transferred, after being listed in duplicate in prescribed format (ref. Appendix-3). One
copy of this list will be retained by the section taking over the files for its record and the
other copy may be acknowledged and returned to the section transferring them.
(3) Files transferred by a section to the unit level departmental record room will be
accompanied by a list of files (Appendix-3) in duplicate. The departmental record room will
verify that all the files mentioned in the list have been received, retain one copy of the list
and return the other duly signed, to the section concerned. In the records room these lists
will be kept section wise, in separate file covers.
(4) The departmental record room will maintain a record review register in which few pages
will be allotted for each future year. Class “C” files marked for review in a particular year
will be entered in the pages earmarked for that year in the register.
09. PERMANENT TRANSFER OF CUSTODY
(Subject to Approval by the Management):
According to the Public Records Act, 1993, all files surviving the review undertaken on
their attaining the 25th year of life [vide para 11(2)] will be stamped prominently as
“Transferred to NAI” and sent to the National Archives. Files transferred to the National
Archives will be accompanied by its list in triplicate, one copy of which will be returned by
the National Archives, duly signed, to the unit level departmental record room in charge.
10. REVIEW AND WEEDING OF RECORDS:
(1) A “C” Class file will be reviewed on the expiry of the specified retention period and
weeded out, unless there are sufficient grounds warranting its further retention.
Justification for retaining a file after review will be recorded on the file with the approval
of section officer/divisional/unit head concerned. Retention after a review will be for a
period of not exceeding ten years.
(2) Class “A” and class “B” files will be reviewed on attaining the 25th year of their life in
consultation with the National Archives of India. In these reviews, the need for revising
the original classification of class ‘B’ files may also be considered.
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(3) The year of review of class “C” files be reckoned with reference to the year of their
closing and that a class “A” and class “B” files with reference to the year of their opening.

(4) Beginning January each year, the unit level departmental record room Incharge/Clerk
will send a list of the files that are due for review in that year to the sections/desks
concerned, in the format listed, at Appendix 4, in four lots— i.e. during January, April,
July and September.

(5) Files received for review will be examined by or under the directions of, the Section
Officer or the desk functionary concerned and those no longer required will be marked
for destruction. Other files may be marked for further retention vide sub paras (2) and
(3) above.

(6) After review, the record Clerk/desk Assistants will make entries of revised
classification/retention period in the file registers and return them to the unit level
departmental record room in the same format Appendix - 4 after completing the column
3 thereof.

(7) The unit level departmental record room will;

(a) transfer class "A" and class "B" files surviving the review undertaken at the 25th
year of their life, to the National Archives; on approval by the Management,

(b) in the case of other files;

(i) destroy those marked for destruction, after completing column 4 of the list of
files (Appendix 3) and;

(ii) restore the rest i.e. those marked for further retention, to the departmental
record slacks, after making the required entries in the Record Review
Register, in the case of class ‘C’ files;

(8) Records not falling within the category of files, e.g., Publications, spare copies of
circulars, orders, will also be subjected to periodic reviews at suitable intervals and
those no longer needed should be weeded out. To facilitate such reviews, each section
will maintain a register.

(9) Considering the urgency to reduce the volume of records now being retained without
any significant need for their retention, the following measures may be taken by all
Units:

(a) A special drive may be launched once in every 6 months to review all old files and
to weed out those no longer needed. The results of such special drives should be
sent to Departmental Records Officer of the Corporation.

(b) Each Unit Head may review during every quarter, the state of
indexing/recording/review /weeding out of files in his unit and allot time bound
tasks towards this and to the members of his staff;

(c) Unit level Inspecting officers may be asked to pay special attention to the stage of
records management in the sections as well as the departmental record rooms,
during their inspections.
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11. RECORDS MAINTAINED BY SENIOR OFFICERS AND THEIR PERSONAL STAFF:

Each department may issue departmental instructions to regulate the review and weeding
out of records maintained by senior officers and their personal staff and a copy of the same
may be marked to the DRO/CO.

12. REQUISITIONING OF RECORDS: GENERAL RULES:

(1) No recorded file will be issued from the sectional, departmental or archival records,
except against a signed requisition.

(2) Requisitions for files belonging to other departments and those in the custody of the
National Archives will be got endorsed by the department concerned before they are
sent to the present owner/Archives. If the requisitioned file happens to be a confidential
one, the present owner/Archives will not supply the file direct to the requisitioning
department but route it through the department to which it belongs.

(3) The requisition slip will be kept in the place of the file issued.

(4) If the requisitioned file is one that has been micro filmed or printed, normally a copy and
not the original will be issued to the requisitioning department.

(5) If a requisitioned file initially obtained for being put up in one case is subsequently put up
in another, a fresh requisition should be given to the section in charge or sent to the
departmental record room or the National Archives, as the case may be, for replacing
the original requisition which will be returned to the party concerned. In the case of
records obtained from the National Archives, the fresh requisition slip will be
prominently marked ‘change slip’.

(6) On return, the requisitioned file will be restored to its place and the requisition return to
the section/official concerned.

(7) Files obtained by the section from the departmental record room will normally be
returned within three months. If they are not received back within this period, the
departmental record room will remind the section concerned. For this purpose, the
record room will maintain a simple register for keeping a record of the files issued to the
various sections each month. A similar register will be maintained by each section as a
record of files borrowed from it by other sections.

(8) Files obtained by a department from the National Archives will not normally be retained
for more than 6 months except with the latter’s specific knowledge and consent.
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APPENDIX - 1
File Register
STANDARD HEAD NO: ___________________________
STANDARD HEADING ______________________________

FILE SUBJECT DATE OF CLASSIFICATION REMARKS

NO. (AND YEAR OF REVIEW)
OPENING CLOSING
1. 2. 3. 4. 5. 6.

INSTRUCTIONS

1. Entries in columns 1-3 will be made at the time of opening the files and those in columns
4 and 5 at the time of recording (closing) and reviewing them.

2. Year of review in column 5 is required to be indicated only in the case of class ‘C’ files.

3. If, as a result of the review a file is marked for further retention, the year of the next review
will be worked out and indicated in column 5.

4. When a file is transferred to the departmental record room or to another section

department, the fact of such transfer and the relevant date will be indicated in column 6

Similarly when the file is marked for destruction, an entry regarding the fact and the year of
destruction will be made in this column (preferably in red ink, for easy identification).
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APPENDIX - 2
RETENTION SCHEDULE FOR RECORDS PRESCRIBED IN THE
MANUAL OF OFFICE PROCEDURE

SL DESCRIPTION OF REFERENCE RETENTION PERIOD

NO RECORD TO RELEVANT (YEARS)
PARA OF THE
MANUAL
(1) (2) (3) (4)
1. Dak register 9(6) 1
2. Invoice 10(1) 1
3. Section dairy 12(1) 3
4. Movement slip of receipts 15(3) To be destroyed after the
relevant receipts have been
received in the section
concerned.
5. Assistant’s diary 18(2)
6. Standing guard files 30(1)(c) Permanent. The earlier version
of these records will normally
be weeded out as soon as the
revised version becomes
available.
7. Standing Note 30(1)(b) -do-
8. Distribution chart 75(1) 1
9. Typist’s Diary 75(2) 1
10. Issue Diary 76(1) 1
11. Despatch Register 80(2) 5
11(a) Section Despatch Register 85(1)(d) 5
12. Postal Registration Books 80(4) 5
13. Receipts of Telegrams 80(7) 1
14. A Register of daily abstract of
stamps used 80(8) 5
15. Messenger Book 81(1) 1
16. Stamps Account Register 84(1) 5
17. Weekly statement of
cases disposed of without
reference to Minister 85(2)(b)(I) 1
18. File Register 91 15
19. File Movement Register 94(1) 1
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APPENDIX - 2
RETENTION SCHEDULE FOR RECORDS PRESCRIBED IN THE
MANUAL OF OFFICE PROCEDURE
SL DESCRIPTION OF REFERENCE RETENTION PERIOD
NO RECORD TO RELEVANT (YEARS)
PARA OF THE
MANUAL
20. Register for watching the 98(2)(b)
progress of recording. and(3) 3
21. Index Slips 101 5 years or till printed
departmental index becomes
available whichever is latter.
22. Consolidated departmental index 101 Permanent
23. Precedent book 104 Permanent
24. List of files transferred to
1(a)Departmental Record 106(2)
Room(b)National Archives 106(5) 25 - Permanent
25. Record Review Register 106(4) 1
26. List of files received for review 107(5) 1
27. Register of spare copies of
publications, circulars, orders etc. 107(9) 1
28. Record Requisition Slip 109 To be destroyed after the
requisitioned file has been
returned to the National
Archives.
29. Record Requisition Card 109 To be destroyed after all the
space for entries has been
used and the last file
requisitioned has been
returned to the sectional
departmental records.
30. Weekly arrears statement 117(1)(a) 1
31. Case sheets of cases pending
disposal over a month. 118(2)(a) 1
32. Numerical abstract of cases
pending disposal for over
a month. 118(4)(d) 1
33. Consolidated numerical
abstract of cases pending
disposal for over a month
in the various sections
of the department. 118(8)(a) 3
34. Call book 119(1) 1
35. Monthly Progress report on
recording of files 120(1) 1
36. Reminder Diary 121 1
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APPENDIX - 2
RETENTION SCHEDULE FOR RECORDS PRESCRIBED IN THE
MANUAL OF OFFICE PROCEDURE
SL DESCRIPTION OF REFERENCE RETENTION PERIOD
NO RECORD TO RELEVANT (YEARS)
PARA OF THE
MANUAL
37. Register for keeping a watch on
communications received from M.Ps. 122 1
38. Register of Parliamentary
assurances 123(1) 1
39. Check-lists for periodical reports 124 1
40. Inspection Reports 133 1 year after the date of next
Inspection.
NOTE: The retention period will be reckoned with reference to the date from which the record ceases
to be current/active. Current entries, if any, in them will first be transferred to the new register and the
old register weeded out thereafter.
APPENDIX - 3
LIST OF FILES TRANSFERRED TO NATIONAL ARCHIVES OF INDIA/
DEPARTMENTAL RECORD ROOMS/SECTIONS/DESKS
Ministry / Department of _____________________ Section ___________

SL.NO. FILE NO. CLASSIFICATION AND DATE OF ACTUAL

YEAR OF REVIEW DESTRUCTION
(1) (2) (3) (4)
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________

APPENDIX - 4
LIST OF FILES DUE FOR REVIEW

SL.NO. FILE NO. INSTRUCTIONS OF REVIEWING AUTHORITY

(1) (2) (3)
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
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INSTRUCTIONS
1. The record room will prepare this list in triplicate by completing columns 1 and 2
only.
2. The section responsible for review will sign one copy of the list and return it to the
record room by way of acknowledgement, retaining the other two copies.
3. After review, the section concerned will complete column 3 of the list in both the
copies by indicating.
(a) the word ‘keep’ in the case of the files proposed to be retained indefinitely;
(b) the letter ‘W’ in the case of files desired to be weeded out; and
(c) the precise year of weeding, in the case of class ‘C’ files proposed to be
retained for a further period not exceeding 10 years from the date of their
closing.
4. Both the copies of the list should accompany the files returned to the record
room, the incharge / clerk will sign one copy and return it to the section
concerned by way of acknowledgement.
CLASSIFICATION AND DE-CLASSIFICATION OF CLASSIFIED RECORDS
Records whose unauthorised disclosure causes damage to the interest of the organisation are
called Classified records. Every organization creates some records of classified nature in its day-to-
day activities. Based on the information contained therein, these records are classified into four
categories i.e. “Top Secret”, “Secret”, “Confidential” and “Restricted”.
“Top Secret” classification should be applied only to such information and material whose
unauthorized disclosure may damage the “Security”/”Interest” of the Organization as a whole. Since
this category is reserved for the Top most secrets, it is desirable to use it with great reserve.
“Secret” classification should be applied to such information and material whose unauthorized
disclosure may cause serious damage to the overall interests of the organization or cause serious
embarrassment to its functioning.
Similarly “Confidential” classification should be applied to the information and material whose
unauthorized disclosure may cause damage to the security of the organization or could be prejudicial
to its interest or could embarrass the organization in its day-to-day functioning. This classification
should be made only after proper analysis of the information contained in the records.
The “Restricted” category should be applied to such information and material which is essentially
meant for official use only and which should not be published or communicated to any one except for
the official purpose.
Each unit is required to carefully identify the information, its sensitivity before a classification is
given. It has been observed that due to over enthusiasm many a time higher security classification is
given to records, which does not deserve that classification. This needs to be avoided.
The power to accord Security classification to records should be delegated to very senior level
official(s), depending on the requirements of the organization concerned. De-classification/down-
grading of classified records can be done by an officer in and above the rank of an officer who had
originally given the classification to records.
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Though no time limit has been prescribed for declassification of classified records, undue delay in
reviewing these records for downgrading may lead to storage of outdated/obsolete information or
information that do not deserve such a classification.
Classified records shall be preserved with record creating agency and they shall not be transferred to
the Records room. No record bearing “Security” classification shall be transferred to NAI.
SECURITY OF OFFICIAL INFORMATION AND DOCUMENTS
(a) General Provisions with regard to security of Government documents and information:
Under the Neyveli Lignite Corporation Employees’ Conduct Rules, no employee of the
Corporation shall unless empowered by the Management, directly or indirectly,
communicate to the public or to the Press, any document or information which has come
into his possession in the course of his duties or has been prepared or collected by him
in the course of his duties. Under the provisions of the Indian Official Secrets Act, 1923,
it is a criminal offence (a) to possess or communicate without proper authority such
information or document; (b) to receive any such information or document with the
knowledge or with reasonable ground for the belief that it is communicated in
contravention of the orders; and (c) to attempt to commit or abet the commission of an
offence as aforesaid. In other words, all communications received in an office as well as
the papers connected there with are to be regarded as confidential so far as the public
and Corporation employees, other than those who are required to handle them in the
course of their duties, are concerned and Corporation employees are prohibited from
communicating or making any reference, direct or indirect to any information acquired
by them in the course of their official duties to any one whomsoever, unless its
communication is authorised by a Competent authority.
(b) Preservation of Records related to Disciplinary cases.
All records / files related to disciplinary cases especially those involving major
punishments such as termination, dismissal, removal from service, etc., shall be
preserved as perennial records on a permanent basis on completion of the
proceedings.
These records / files shall be kept under the safe custody of the Head of the P&A
Department in the Units and these files have to be recorded in a register and handed
over to the successor, if the P&A Head is transferred from the Unit.
Unit P&A Heads shall sent a list of such files being preserved to the Office of the Director
(Personnel) for information (No.CO/DGM(RP)/1612/352/P&A/99; dt: 08-04-1999)
(c) Safe Custody of Service Books / Service Cards:
The Service Books / Service Cards being an authenticated record shall be maintained in
order and there shall be no scope for access for unauthorized persons.
The Unit Personnel Heads shall ensure:
1. Safe custody of Service Records under lock and key of the concerned dealing Assistant/
Sectional Head.
2. Maintenance of Register for movement of Service Book / Service Cards with proper
follow up. In case of unauthorized correction / misplacement, responsibility shall be
fixed by the Unit Personnel Head (Cir No.03/P&A/Estt./98; dated 31-02-1998).
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3. To avoid misplacement of Service Book / Service Card, vital document, the following
system shall be followed:
(i) As and when the Service Book / Service Card is called, the Unit P&A
representative shall hand over to the concerned Corporate P&A personnel with
proper acknowledgement.
(ii) Corporate P&A shall take a minimum time for completing the work and it has to be
ensured that service book / service card is returned back to the concerned Unit
P&A with proper acknowledgement.
(iii) Unit P&A Heads shall fix the responsibility for handling the service books / service
card and shall check the availability of the service books / service card at regular
intervals.
(iv) A separate combined register has to be maintained for issue and return of service
books / service cards with proper follow up in each Unit / Corporate Office. (Cir.
No,1507/EE-I3/P&AD/98; dated 04-03-1998)

The GAZETTE OF INDIA, Extraordinary, Part II, Section I, No.120

New Delhi, Wednesday, December 22, 1993/Pausa I, 1915
MINISTRY OF LAW AND JUSTICE AND COMPANY AFFAIRS
(Legislative Department)
New Delhi, the 22nd December, 1993/Pausa I, 1915 (Saka)
The following Act of Parliament received the assent of the President on the 21st December,
1993, and is hereby published for general information:-
THE PUBLIC RECORDS ACT, 1993
No.69 OF 1993
An Act to regulate the management, administration and preservation of public records of the
Central Government, Union territory Administration, public sector undertakings, statutory
bodies and Corporations, commissions and committees constituted by the Central
Government or a Union territory Administration and matters connected therewith or indicated
thereto.
Be it enacted by Parliament in the Forty-fourth Year of the Govt. of India as follows:
1) i) This Act may be called the Public Records Act, 1993.
ii) It shall come into force on such date as the Central Government may, by
notification in the Official Gazette, appoint.
2) In this Act, unless the context otherwise requires:-
a) “Board” means the Archival Advisory Board constituted under sub-section (I) of
section 13:
b) “Director General” means the Director General of Archives appointed by the
Central government and includes any Officer authorised by that Government to
perform the duties of the Director General;
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c) “head of the Archives” means a person holding the charge of the Archives of the
Union Territory Administration;
d) “prescribed “ means prescribed by rules made under this Act;
e) “public records’ includes:-
i) any document, manuscript and file;
ii) any microfilm, microfiche and facsimile copy of a document.
iii) any reproduction of image or images embodied in such microfilm (whether
enlarged or not); and
iv) any other material produced by a computer or by any other device, of any
records creating agency;
f) records creating agency includes:-
i) in relation to the Central Government, any ministry, department or office of
that Government;
ii) in relation to any statutory body or corporation wholly or substantially
controlled or financed by the Central Government or commission or any
committee constituted by that Government, the offices of the said body,
corporation, commission or committee;
iii) in relation to a Union territory Administration, any department or office of that
Administration;
iv) in relation to any statutory body or corporation wholly or substantially
controlled or financed by Union territory Administration or commission or any
committee constituted by that Administration, the offices of the said body,
corporation, commission or committee;
g) “records officer” means the officer nominated by the records creating agency
under sub-section (I) of section 5.
3 (1) The Central Government shall have the power to coordinate, regulate and
supervise the operations connected with the administration, management,
preservation, selection, disposal and retirement of public records under this Act.
(2) The Central Government in relation to the public records of the records creating
agencies specified in sub-clause (i) and (ii) of clause (f) of section 2 and the union
territory Administration in relation to the public records of the records creating
agencies specified in sub-clause (iii) and (iv) of the said clause, may, by order,
authorise the Director General or the head of the Archives, as the case may be,
subject to such conditions as may be specified in the order, to carry out all or any of
the functions, namely;-
a) supervision, management and control of Archives;
b) acceptance for deposit of public records of permanent nature after such
period and may be prescribed;
c) custody, use and withdrawal of public records;
d) arrangements, preservation and exhibition of public records;
e) preparation of inventories, indices, catalogues and other reference media of
public records;
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f) analysing, developing, promoting and coordinating the standards,

procedures and the techniques for the improvement of records management
system;
g) ensuring the maintenance, arrangements and security of public records in
the Archives and in the offices of the records creating agency;
h) promoting utilisation of available space and maintenance of equipments for
preserving public records;
i) tendering advice to records creating agencies on the compilation,
classification and disposal of records and application of standards,
procedures and techniques of records management;
j) survey and inspection of public records;
k) organising training programmes in various disciplines of Archives
administration and records management;
l) accepting records from any private source;
m) regulating access to public records;
n) receiving records from defunct bodies and making arrangement for securing
public records in the event of national emergency;
o) receiving reports on records management and disposal practices for the
records officer;
p) providing authenticated copies of, or extracts from, public records;
q) destroying or disposal of public records;
r) obtaining on lease or purchasing or accepting as gift any document of
historical or national importance.
4 No person shall take or cause to be taken out of India any public records without the prior
approval of the Central Government:
Provided that no such prior approval shall be required if any public records are taken or
sent out of India for any official purpose.
5 (1) Every records creating agency shall nominate one of its officers as records officer
to discharge the functions under this Act.
(2) Every records creating agency may set up such number of records rooms in such
places as it deems fit and shall place each record room under the charge of a
records officer.
6) (1) The records officer shall be responsible for-
a) proper arrangements, maintenance and preservation of public records under
his charge;
b) periodical review of all public records and weeding out public records of
ephemeral value;
c) appraisal of public records which are more than twenty five years old in
consultation with the National Archives of India or, as the case may be, the
Archives of the Union territory with a view to retaining public records of
permanent value
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d) destruction of public records in such manner and subject to such conditions

as may be prescribed under sub-section(I)of section 8:
e) compilation of a schedule of retention for public records in consultation with
the National Archives of India or, as the case may be, the Archives of the
Union Territory;
f) periodical review for downgrading of classified public records in such manner
as may be prescribed.
g) adoption of such standards, procedures and techniques as may be
recommended from time to time by the National Archives of India for
improvement of record management system and maintenance of security of
public records.
h) compilation of annual indices of public records;
i) compilation of Organisation history and annual supplement thereto;
j) assisting the National Archives of India or, as the case may be, the Archives
of the Union territory for public records management;
k) submission of annual report to the Director General or, as the case may be,
head of the Archives in such manner as may be prescribed;
l) transferring of records of any defunct body to the National Archives of India or
the Archives of the Union Territory, as the case may be, for preservation.
(2) The records officer shall act under the direction of the Director General or, as the
case may be, head of the Archives while discharging the responsibilities specified
in sub-section(I)
7) (1) The records officers shall, in the event of any unauthorised removal, destruction,
defacement or alteration of any public records under his charge, forthwith take
appropriate action for the recovery or restoration of such public records.
(2) the records officer shall submit a report in writing to the Director General or as the
case may be, the head of the Archives without any delay on any information about
any unauthorised removal, destruction, defacement or alteration of any public
records under his charge and about the action initiated by him and shall take
action as he may deem necessary subject to the directions, if any, given by the
Director General or, as the case may be, head of the Archives.
(3) The record officer may seek assistance from any Government officer or any other
person for the purpose of recovery or restoration of public records and such officer or
person shall render all assistance to the records officer.
8. (1) Save as otherwise provided in any law or the time being in force, no public record
shall be destroyed or otherwise disposed of except in such manner and subject to
such conditions as may be prescribed.
(2) No record created before the year 1892 shall be destroyed except where in the
opinion of the Director General or, as the case may be, the head of the Archives , it
is so defaced or is in such condition that it cannot be put to any archival use.
9. Whoever contravenes any of the provisions of section 4 or section 8 shall be punishable
with imprisonment for a term which may extend to five years or with fine which may
extend to ten thousand rupees or with both.
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10. No public records bearing security classification shall be transferred to the National
Archives of India or the Archives of the Union territory.
11 (1) The National Archives of India or the Archives of the Union territory may accept
any record of historical or national importance from any private source by way of
gift, purchase or otherwise.
(2) the National Archives of India or as the case may be, the Archives of any Union
territory may, in such manner and subject to such conditions as may be
prescribed, make any record referred to in sub-section (1) available to any bona
fide research scholar.
12 (1) All unclassified public records as are more than thirty years old and are
transferred to the National Archives of India or the Archives of the Union territory
may be, subject to such exceptions and restrictions as any be prescribed made
available to any bona fide research scholar.
Explanation: for the purposes of this sub-section, the period of thirty years shall be
reckoned from the year of the opening of the public record.
(2) Any records creating agency may grant to any person access to any public record
in its custody in such manner and subject to such conditions as may be
prescribed.
13 1) The Central Government may, by notification in the Official Gazette, constitute an
Archival Advisory Board for the purposes of this Act.
2) The Board shall consist of the following members, namely,
a) Secretary to the government of India in the Ministry of Central Government
dealing with culture
b) one officer not below the rank of Joint Secretary to the government of India,
each from the Cabinet Secretariat, Ministry of Home Affairs, Ministry of
Defence, Ministry of External Affairs, Ministry of Finance and Ministry of
Personnel, Public Grievances and Pension.
c) two representatives not below the rank of Joint Secretary in the Union
Territory Administrations to be nominated by the Central government.
d) three persons to be nominated by the Central Government for a period not
exceeding three years, one being an Archivist and two being professors in
the Post-graduate department of history in any recognised University.
e) Director General
3) The members nominated under clause d) of sub-section (2) Shall be paid such
allowances as may be prescribed.
14. The Board shall perform the following functions, namely:-
a) Advise the Central Government and Union territory Administrations on matters
concerning the administration, management, conservation and use of public
records;
b) lay down guidelines for training of Archivists;
c) Give directions for acquisition of records from private custody;
d) Deal with such other matters as may be prescribed.
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15. The Director General shall have the power to lay down norms and standards for courses
curricula, assessment and examinations relating to the training in archival science and
other ancillary subjects.
16. No suit, prosecution or other legal proceedings shall lie against any person in respect of
anything which is in good faith done or intended to be done in pursuance of this Act or the
rules made there under.
17 (1) The Central Government may by notification in the Official Gazette, make rules to
carry out the provisions of this Act.
(2) In particular and without prejudice to the generality of the foregoing power, such
rules may provide for all or any of the following matters, namely:-
(a) the period after which public records of permanent nature may be accepted
under clause (b) of sub-section (2) of section 3;
(b) the manner in which and the conditions subject to which public records can
be destroyed under clause (d) of sub-section(1) of section 6;
c) the manner in which periodical review of classified public records for
downgrading shall, be undertaken under clause (f) of sub-section (1) of
section 6;
d) the manner in which the records officer will report to the Director General or
the head of the Archives under clause (k) of sub-section (1) of section 6;
e) the manner in which and the conditions subject to which public records may
be destroyed or disposal of under sub-section (1) of section 8;
f) the manner in which and the conditions subject to which records of historical
or national importance may be made available to research scholar under
sub-section (2) of section 11
g) exceptions and restrictions subject to which public records may be made
available to a research scholar under sub-section (1) of section 12;
h) the manner in which and the conditions subject to which any records creating
agency may grant to any person access to public records in its custody under
sub-section (2) of section 12;
i) the allowances payable to members of the Board under sub-section (3) of
section 13;
j) the matters with respect to which the Board may perform its functions under
clause (d) of section 14;
k) any other matter which is required to be, or may be, prescribed.
18. Every rule made under this Act shall be laid, as soon as may be after it is made, before
each House of Parliament, while it is in session, for a total period of thirty days which
may be comprised in one session or in two or more successive sessions, and if, before
the expiry of the session immediately following the session or the successive sessions
aforesaid, both Houses agree in making any modification in the rule or both Houses
agree that the rule should not be made, the rule shall thereafter have effect only in such
modified form or be of no effect, as the case may be, so, however, that any such
modification or annulment shall be without prejudice to the validity of anything
previously done under that rule.
K.L.MOHANPURIA
Secy. to the Govt, of India.
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The GAZETTE OF INDIA, Part II-Section 3, Sub-section (i)

New Delhi, Saturday, January 18, 1997
THE PUBLIC RECORDS RULES, 1997
Department of Culture, New Delhi, the 9th January, 1997
G.S.R.43:- In exercise of the powers conferred by sub-section (i) of section 17 of the Public
Records Act, 1993 (69 of 1993), the Central Government hereby makes the following rules,
namely:-
1. Short title and commencement :
(1) These rules may be called the Pubic Records Rules, 1997.
(2). They shall come into force on the date of their publication in the Official Gazette.
2. Definitions:- In these rules, unless the context otherwise requires:-
(a) “Act” means the Public Records Act, 1993 (69 of 1993):
(b) “Appraisal” means the evaluation of public records in association with the
National Archives of India or Archives of the Union Territory as the case may be;
(c) “classified records” means the files relating to the public records classified as top-
secret, secret, confidential and restricted in accordance with the procedure laid
down in the Manual of Departmental Security Instructions circulated by the
Ministry of Home Affairs from time to time;
(d) “Custody” means the possession of public records;
(e) “Defunct body” means a corporate or non-corporate body which has been wound
up with no successor to carry on its functions;
(f) “Declassification” means downgrade the security classification after their
evaluation;
(g) “file” means the form appended to these rules;
(h) “private records” means records lying in the possession of a private individual or
with any non-governmental Organisation;
(i) “recording” means the process of closing a file after action on all issues
considered thereon has been completed;
(j) “records of permanent nature” means the public records being maintained after
recording for a period specified, under sub-rule(I) of rule 5 by the records creating
agency in accordance with the procedure laid in its Manual of Office Procedure or
Instructions on the subject;
(k) “retention Schedule of records” means a Schedule which provides the period of
retention;
(l) ‘review’ recorded files on the expiry of the period of retention for determining their
further retention or destruction as the case may be;
(m) “Section” means the section of the Act;
(n) “Standing guard file” means a compilation of papers on a particular subject-matter
consisting of copies of policy decision, orders, instructions or any another matter
indicated there to arranged in a chronological order;
(o) Words and expression used herein and not defined but defined in the Act, shall
have the meanings respectively assigned to them in the Act.
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3. Nomination of records officer:- the records creating agency shall by an office order
issued in pursuance of the provision of sub-section (1) of section 5 of the Act nominate
one of its officers, not below the rank or grade of a section officer, as the records officer.
A copy of such office order shall be forwarded to the Director General or head of the
Archives as the case may be.
4. Maintenance of standing guard file:- the records officer shall be responsible for
maintaining and keeping a standing guard file and proper record of the directions issued
by the Director General or head of the Archives, as the case may be, in pursuance of the
provisions of sub-section (2) of section 6 and shall produce the same for inspection as
and when required by the Director General or head of the Archives, as the case may be.
5. Acceptance of public records of permanent nature:-
(1) The Director General or head of the Archives, as the case may be, shall accept for
deposit and preservation public records of permanent nature which have been
retained after recording by the records creating agency in its records room for the
last twenty five years or more.
(2) Records officer shall intimate to the Director General or head of the Archives, as
the case may be, each year before 31st day of January, in Form-I. the particulars
of all public records of permanent nature which are due for appraisal during the
year.
(3) On receipt of an intimation under sub-rule (2), the Director General or head of the
Archives, as the case may be, through his officer, shall assist the records officer in
conducting the appraisal of public records. When the appraisal is over, the
records officer shall prepare, in triplicate, a transfer list on Form-2 of all public
records and deposit the same for preservation with the Director General or head
of the Archives, as the case may be who shall after his satisfaction return one copy
of the transfer list to the records officer as a receipt of the public records.
(4) If the records officer after appraisal deems it necessary to retain any record or file
of permanent nature beyond the period of twenty five years, he may do so for
reasons to be recorded in writing and under intimation to the Director General or
head of the Archives, as the case may be.
6. Withdrawal of public records:-
(1) If public records deposited and preserved with the Director General or head of the
Archives, as the case may be, is required by the records creating agency for any
official purpose, then the records officer shall send a duly signed and stamped
requisition slip in Form-3 to the Director General or head of the Archives as the
case may be;
(2) The public records requisitioned under sub-rule(1) may be returned as soon as
the purpose is achieved but shall not be retained beyond the period of six months
by the records officer or the record creating agency.
7. Down-grading of classified records:-
(1) The records creating agency shall be by an office order authorising an officer not
below the rank of the Under Secretary to the Government of India to evaluate and
downgrade the classified records being maintained by it. A copy of such office
order shall be forwarded to the Director General or head of the Archives, as the
case may be.
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(2) The officer so authorised under sub-rule (1) shall evaluate the classified records
every fifth year for the purpose of downgrading.
(3) After downgrading, if the officer declares any record as of permanent nature, the
same shall be deposited and preserved with the Director General or head of the
Archives, as the case may be after its appraisal.
(4) The records deposited under this rule can be requisitioned for any official purpose
and returned to the Director General or head of the Archives, as the case may be,
in the manner provided under rule 6.
(5) Every year in the last week of June and December, a half-yearly statement in
Form-4 shall be furnished by the officer authorised under sub-rule (1) to the
Director General or head of the Archives, as the case may be, on the action taken
for evaluation and downgrading the classified records.
8. Submission of Annual Report:-
(1) The records officer nominated under rule 3 shall furnish to the Director General or
head of the Archives, as the case may be, an Annual Report in Form-5 every year
in the month of March of the following year.
(2) The Director General or head of the Archives, as the case may be shall, thereafter,
submit a report to the Government in the Ministry of Human Resource
Development every year on the action taken by the Records Officer in pursuance
to the provisions of clauses (a) to (1) of sub-section 1 of section 6 of the Act.
9. Destruction of public records:-
(1) No public record shall be destroyed without being recorded and reviewed. In the
month of January every year, each records creating agency shall record after
consulting the records retention Schedule all those files on which action has been
completed. This work shall be accomplished in consultation with the records
officer.
(2) No public records which is more than twenty-five years old shall be destroyed by
any records creating agency unless it is appraised.
(3) A list of all such public records, which are proposed to be destroyed, shall be
prepared by the record-creating agency in Form-6 and retained permanently for
future reference.
(4) The records officer shall furnish a half yearly report in Form-7 on recording,
indexing, reviewing and weeding of records to the Director General or head of the
Archives as the case may be.
(5) Records shall be destroyed either by burning or shredding in the presence of
records officer.
10. Access to private record:-
(1) Records acquired from private sources by way of gift or purchase or otherwise
shall be made available for bona fide research subject to the conditions laid down
by the donor.
(2) Research scholar shall submit an application in Form-8 to the Director General or
head of the Archives, as the case may be, for permission to consult records. The
Director General or head of the Archives, as the case may be, may refuse such
permission in public interest and for reasons to be recorded on the said
application.
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(3) Wherever microfilm rolls may be available, the original records shall not be
supplied for consultation to research scholars. No copy of any records shall be
made by any one without the prior permission of the Director General or head of
the Archives, as the case may be.
11. Access to public records:-
(1) The public records accepted for deposit and preservation under sub-rule (1) of
rule 5 shall be made available for bona fide consultation and research purposes
subject to the provision of sub-section 1 of section 12 and the following conditions
namely:-
(i) A person who intends to consult the public records shall apply to the Director
General or head of the Archives, as the case may be, in form-8. The Director
General or head of the Archives, as the case may be, may refuse such
permission in public interest and for reasons to be recorded on the said
application;
(ii) foreign national intending to consult the public records may be permitted only
on the production of letters of introduction from their sponsoring institution
and diplomatic Mission;
(iii) Record, maps and cartographic records relating to the Ministry of External
Affairs and Ministry of Defence, in respect of Arunachal Pradesh (including
Eastern Section of the Sino-Indian Border), Sikkim, Bhutan, Nepal, Tibet,
China and Myanmar and areas comprising Pakistan and Bangladesh may be
made available for consultation keeping in view the security and the defence
of India or of any part of the territory thereof. Records relating to the Ministry
of External Affairs, Home Affairs and Human Resource Development in
respect of Jammu and Kashmir (including Gilgit and Chitral) may also be
made available for consultation keeping in view the security and defence of
India or of any part of the territory thereof;
Provided that the Director General or head of the Archives as the case may
be, refuse such consultation;
(iv) wherever microfilm rolls may be made available, the original records shall
not be supplied for consultation to research scholar.
(v) reprographic and transcription facilities may be made available on
submission of an application in form-9 and for such services the applicant
shall have to make the payment of such service charges as may be fixed by
the Director General or head of the Archives, as the case may be, from time to
time;
(vi) a person consulting public records for the purpose of research and publishes
the work which is based upon the material taken from the said records may
acknowledge the same.
(2) a person intending to consult the public records shall not:-
(a) write and put any marks or indication on public records;
(b) fold, tear, cut, crease, or otherwise damage or mutilate public records;
(c) remove any public records without obtaining the permission from the Director
General or head of the Archives, as the case may be;
(d) be allowed to take any eatable or drinking products or smoking while
consulting public records;
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(e) place anything or object on any pubic records with a view to make out any
copy of the said records;
(f) disturb or interrupt any other person while consulting the pubic records; and
(g) behave in a manner which, in the opinion of the Director General or head of
the Archives, as the case may be, is determined to the maintenance and
preservation of public records.
12. Allowances to the members of the Archival Advisory Board:- the members of the
Archival Advisor Board nominated by the Central Government under clause (d) of sub-
section 2 of section 13 shall draw travelling allowance and daily allowance for attending
the meetings of the Archival Advisory Board at the rates admissible to Group ‘A’ officers
of the Central Government.
FORM – 1
[See sub-rule(2) of rule 5]
Particulars of records of permanent nature due for appraisal during the year……….
Total Number of files Total numbers of Total numbers of Total numbers Remarks,
of ‘A’ and ‘B’ categories files of ‘A’ and ‘B’ files referred to of files due for if any
lying in the records room categories transferred under column 1 appraisal
of the records creating to records room by and 2
agencies the sections during the
period under report
1 2 3 4 5

FORM – 2
[See sub-rule (3) of rule 5]
Transfer List
Name of the records creating agency i.e. Ministry /Department/Office/Public Undertakings etc:
Name and particulars of the records officer:
Name of the Branch/Section:
Year:
Sl.No. File No. Subject matter of the file Remarks, if any
1 2 3 4

Signature and seal of the records officer ……………………….

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Form – 3
[See sub-rule (1) of rule 6]
Requisition slip
Name of the records creating agency (i.e. Ministry/Department/Office):
Name and particulars of the records officer:
Particulars of records or file No. Requisitioned:
Purpose for which required:

Undertaking by the records officer:-

I ……………………………………. hereby declare that the records file requisitioned shall be

returned to the Director General/the head of the Archives before the expiry of six months as required
under sub-rule(2) of rule 6.

Date: Signature and seal of the records officer.

Form - 4
[See sub-rule (5) of rule 7]
(Half Yearly Statement on periodical review of classified records)

Total No. of No. of classified No, of files reviewed Remarks

classified records records due for and downgraded
lying at present in the reviewing during the period
organisation under report
1 2 3 4

Form – 5
Form for the submission of Annual Report to Director General of
Archives/head of the Archives
[See sub-rule (1) of rule 8]
1. A. Setting up organised Departmental Records Room-whether your organisation has set
up an organised Records Room, and if so, is the space sufficient?
B. Nomination of Records Officer:- Whether your organisation has nominated an officer as
Departmental Records Officer, and if not, give reasons?
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C. Training of Records Officer and Staff:

(i) Whether Departmental Records Officer has received training in Records
Management?
(ii) Whether the junior staff working in the Departmental Records Room are trained in
various aspects of Records Management?
(iii) If not, are you willing to avail training facilities existing at National Archives of
India.
D I. Sharing of space for housing semi-current records at National Archives/Archives
of the Union Territory:-
(i) Whether your organisation is willing to share space at National Archives, New
Delhi and its Records Centres at Jaipur, Pondicherry and Bhubaneswar and
Regional Office at Bhopal?
(ii) If Yes, please state bulk of records proposed to be transferred.
II. (i) Whether your organisation is willing to share space at the Archives of the
Union Territory?
(ii) If yes, please state the bulk of records proposed to be transferred.
2. Periodical recording, reviewing and weeding out of semi-current records:
(i) Whether your organisation has taken steps for recording, reviewing and weeding out of
ephemeral records?
(ii) Indicate the total number of records recorded, reviewed and weeded out during the
period under report.
3. Appraisal of Non-Current records:
(i) Whether your organisation has initiated action to get non-current records, appraised in
consultation with National Archives?
(ii) State the total bulk of records awaiting appraisal.
4. Compilation/Revision of Retention Schedule of Records:
(i) whether your organisation has compiled Record Retention Schedule of substantive
functions in consultation with National Archives and if not, what action do you propose to
take?
(ii) Has your organisation taken steps to revise the above schedule after five years?
5. Periodical review of classified records:
(i) Whether your organisation has de-classified the classified records during the period
under report?
(ii) If not, state reasons?
6. Compilation of Annual Indices to Records:
(i) whether your Organisation has compiled annual indices?
(ii) State inclusive years with the name of the series?
7. Compilation of Organizational history:
Has your Organisation compiled organizational history reflecting various functions along with
the date of their creation and if so, furnish a copy to National Archives.
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8. Records of Defunct Bodies;

(i) whether your organisation has got records of defunct bodies give details:
(ii) If yes, what action have you initiated for their transfer to National Archives?

Form – 6
[See sub-rule (3) of rule 9]
Particulars of records destroyed during the year……………………..

Sl.No. File Nos. Subject of Files Remarks

1 2 3 4

Form – 7
[See sub-rule (4) of rule 9]

Half Yearly report on recording, indexing , reviewing and weeding of records during the
half-year ending……………………………………..
_____________________________________________________________________________
Sl. Total no.of Total no.of Total no. of Total no. of Remarks
No. files recorded files indexed files reviewed files weeded
out, if any
_____________________________________________________________________________
1 2 3 4 5 6
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Form-8
[See sub-rule (2) of rule 10 and clause (i) of sub rule(1) of rule 11]

(Application form for permission to consult records)

To

The Director General of Archives

Government of India,
New Delhi – 110001.

Sir,

I hereby apply for enrolment as a research scholar for consulting records in the
Research Room of the National Archives of India, I agree to comply with the rules and
conditions in force and promise to deposit a copy of my work based on materials
consulted at the National Archives of India immediately after the publication.

Name, including Surname: Sh./Smt./Km./Dr…………………………………

Father’s/Husband’s name:………………………………….....………………

Date of Birth:……………………………………………………....…………….

Qualifications:………………………………………………………........…….

Nationality:………………………………………………………....……………

Profession:………………………………………………………...…………….

Subject of research:…………………………………………….....……………

University/Institutions* registered with………………………...………………

Period for which admission is sought:………………………...………………..

Signature and date:……………………………………………...………………

Address: (i) Local:

(ii) Permanent:

Particulars of records to be consulted:

Department Period Remarks

1.

2.

3.

4.

*Scholars are requested to attach a letter of recommendation from their University/Institution/

Department. However, the foreign scholars are requested to bring a letter of accredition from
the diplomatic representations of their country in India as well.
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Form-9
[See clause (v) of sub-rule (I) of rule 11]
Application for Reprographic/Transcription facilities
Dated:
To
The Director General of Archives,
National Archives of India,
New Delhi.
Sir,
Kindly supply me Microfilm (NEG/POS) PHOTO COPIES/XEROX TRANSCRIPTS of the
material(s) indicated in the enclosed list for my research/publication/University. The material is from
the Ministry(s)/Department(s) of ............................................ it consists of...................................
items and covers the period from ....................... to ..........................
I declare that the above material is for my research/publication/university.
I undertake to pay the charges as per schedule of rates prevailing at the time of completion of
work. I understand and accept that the estimated cost, when supplied is only tentative and the rates
are also liable to revision without notice.
The photocopies/transcripts supplied will not be sold/transferred to any other person without
prior permission of the Director General of Archives.
The material, if published, will be suitably acknowledged and provisions of copyright, where
applicable, will be complied with.
I hereby deposit a sum of Rs............................................................ as advance.

Yours faithfully,
Permanent address
Signature
(in block letters)Name (in block letters)
Local address
FOR OFFICE USE
Advance received vide receipt no......................... Dated.................................. for
Rs........................ Service charges have come to Rs............................................... Balance
receipt vide Receipt No....................................................................... dated
............................. Rs..............................................
Cleared for photo-copying transcription subject to following:
(I).....................................

Date. Signature of Archivist

[No.F.16-2/94-RM]
Sd./-KASTURI GUPTA MENON, Jt. Secy.
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Reprinted From:
The GAZETTE OF INDIA, Part II, Section3, Sub-section(ii) No.41
New Delhi, Saturday, October 9, 1999/Asvina 7, 1921

DEPARTMENT OF CULTURE
CORRIGENDUM
New Delhi, the 29th September, 1999

S.O.2857:- In the Notification of the government of India, in the Department of Culture

No.G.S.R. number 43 dated the 9th January, 1997, published at pages 725 to 740 of the
Gazette of India, Part-II, Section-3, sub-section (i) dated the 18th January, 1997-At Page
No..734, in rule 2:-
After clause (e), for “(g) file means a collection of papers relating downgrade the security
classifications after evaluations” read “(f) downgrading of classified records means to down
grade the security classifications after their evaluation;”
In clause (g), for “collection “ read “ collection of.”

[File No.16-8/99-R.M.]
S.SATHYAMOORTHY, Jt.Secy.

*****
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50. GUIDELINES FOR FILING SYSTEM

The general guidelines streamlining the filing systems in the Corporation were introduced vide
O.O No: PERS/0007/99, dt. 30.01.1999. This guideline covers the entire filing system, right from
its creation, maintenance and movement to its ultimate storage.
FILING SYSTEM – The Procedure:
50.1 FILE COVER: (DOCKET SHEET)
The front side of the docket sheet shall bear the following details.
1. Unit Name at the left top corner
2. Division Name below the Unit name
3. File number/Volume No. at the right top corner
4. Subject at the centre of the docket

AN ILLUSTRATION

UNIT FILE NO.

VOL. NO.

DIVISION

SUBJECT

The above details may be printed (or) stamped using rubber stamps
50.2 CREATION OF FILES
50.2.1. Opening of Files
Files are to be opened based on classification of subjects. The subjects so
classified will be assigned specific numbers for each unit. This number is here in
after referred as file number. All types of transactions relating to that subject would
constitute a file.
50.2.2. Numbering of files
1. Each Heads of Unit / Heads of Office is assigned a slot of numbers ranging
from 0001 to 9999 to operate files.
2. The Heads of Unit / Heads of Office shall break this slot into batches with
optimum range and assign these batches to the various divisions / sections
according to its requirements.
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3. With in the range of batch assigned, the Heads of Office / Heads of Division
assign numbers to files subject-wise, dealt by them. (illustration in Annexure-A)
50.2.3. General guidelines for numbering files:

v Number once assigned to a subject from the slot shall not be changed.

v Few numbers in the slot shall be kept unassigned as reserve for future
needs.

v Fancy numbers like 11, 22, 55, 555, 100…etc., which could be easily
remembered may be assigned to subjects of importance or subjects of
frequent handling.
50.3 CONSTITUENTS OF A FILE
Notes and Correspondences are the two major constituents of a file.
50.3.1. Notes
Notes are prepared / recorded for approval of a proposal or for obtaining decision
on a subject. The notes shall be printed / typed on note sheets with 3 inches left and
one inch right margin and 2 line spacing between the lines. Each note in a file will
carry continuous number.
50.3.2. Correspondences
The correspondences contain all communications received and copies of
communications sent which are to be invariably placed in the respective file on the
same day and number given.
50.3.3. Reference Number
Every note/correspondence should invariably have reference number and date.

UNIT DIVISION. FILE NO. RUNNING NO. YEAR DATE

UNIT : MAXIMUM 6 DIGITS - ALPHA NUMERICAL

DIVISION : MAXIMUM 4 DIGITS - ALPHA NUMERICAL
FILE NO. : 4 DIGITS - NUMERICAL
RUNNING NO. : 4 DIGITS - NUMERICAL
YEAR : 4 DIGITS - NUMERICAL

The reference number will include Unit reference (max. of 6 alphabets), Dept. / Section of origin
(max. of 4 alphabets), File number, Running number and year as explained in the following
illustration.
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ANNEXURE-A
Illustrations:
1. CO/Dir/Pers/0020/1050/99
Unit/Department/File Number/Current Number/Year
2. CO/IR/0590/1050/99
Unit/Section reference/File Number/Current Number/Year
3. TS-I/Cont/0040/0012/99
Unit/Section/File Number/Tender Number/Year
If a particular subject is dealt by more than one staff, the reference shall have seat
reference also.
E.g. TSI/P&A/A4/004/164/99
Note: Designation reference shall preferably be used by Heads of Units and above.
50.4. METHOD OF FILING
All correspondence and documents in a file shall be arranged chronologically (date wise)
from bottom to top and tied in the right side of the docket sheet using single punch. Page
numbering is to be made prominently in ink at the top right corner of the page. No paper,
document in a file shall be unnumbered. Similarly no sheet in a file shall be left untied.
All note sheets in a file shall be arranged chronologically from bottom to top and tied in the left
side of the docket sheet using single punch. The notes shall be numbered as N1, N2, and so
on.
50.4.1. Numbering of Enclosures
Enclosures constitute copies of reports, correspondences, documents, clipping
etc. referred in a Note or Correspondences put up for approval. The enclosures
shall be numbered using Small alphabets as a suffix to the page number of a file.
(e.g.) Suppose an enclosure is referred in the page number 5 and two enclosures in
the page number 7 of a file, the enclosure is to be numbered as 5a, 7b and 7c and
so on.
50.4.2. Numbering of Annexure
Annexure is supporting information in any form, which supplement the contents of a
Note or Correspondence. Annexure will be referred in Capital alphabets. (Ex: If a
correspondence contains information in an Annexure, the Annexure will be referred
as Annexure-A, Annexure-B and so on).
50.5. MOVEMENT OF FILES
Each dealing staff / PA / PS shall maintain a register to record and monitor the movement of
files. The register may have columns with following details.
Date From To Whom File Ref Subject Date of Remarks
Whom Clearance
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The movement of files from a desk shall be monitored by concerned. The Clearance of files
shall be indicated in the movement register by circling the file number using red ink and
recording in brief the outcome of the file in the remarks column. A list showing number of files
pending disposal for more than seven days (which are not circled in red ink) shall be
prepared and submitted to the Section Heads/Head of Office on weekly basis on the first
working day of every week. The list should contain the file number, brief description of
subjects and date of receipts. This exercise shall be repeated on first working day of every
week and cumulative list of pendency position shall be put up to Heads of Office/Section
Heads for review as below:
(a) List of Files pending for more than 7 Days
(b) List of Files Pending for more than 15 days and so on.
50.6. NOTE OF ACTION
In occasions where in a higher authority has given certain clarification/decision or decided to
defer, such details may be recorded with the caption “Note of action”.
50.7. MASTER COPY FILE
For quick browsing of events, to facilitate traceability and follow up of correspondences, a
master copy of each communication sent by Head of Department/ Section shall be maintained
in each area. A Copy of all correspondences sent from a section shall be filed in the Master
Copy File in a chronological order. This will facilitate review every week to send reminders
and for follow up without the subject file. The Heads of section/Heads of office shall review the
master copy file every week, follow up, if any.
50.8. STOCK FILES
For facility of references at a later date of the important policy guidelines, general instructions
and general orders issued from time to time, stock files shall be maintained in each
division/section.
The dealing staff/heads of section shall ensure those copies of notes, important guidelines
and orders are filed chronologically in the stock files and maintained up to date. Stock files
are permanent files.
50.9. INDEXING OF FILES
Under this system, the subject-wise files are indexed in an ascending order with details of
year and volume number. The indexed files shall be stored in ascending order.
50.10. RECEIPT OF COMMUNICATIONS
All Communications received in an office should be opened preferably under the direct
supervision of the Head of the Office or in his absence by the section head authorised to do so
by the Head of the Office. The Tapals should be immediately date stamped and put up for
perusal of the head of the office concerned. After they have been perused by the Head of
Office, they will be distributed to the sections through the distribution registers kept for each
section.
All communication originated / received in an office will be assigned numbers in ascending
order commencing from the 1st January and ending with the 31st December of each year and
the same numbers will also be entered in the distribution Register.
50.11. Further to the streamlining of filing system for better uniformity, the following
guidelines are introduced with effect from 18.01.99
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Arrangement of Files
1. The details of Unit / Division, File No., Volume Number and Subject are to be entered on
the File Cover.
2. The contents of the file are to be segregated in to Note Sheets and Correspondence with
different serial numbers of pages.
3. Note Sheets which indicate the decision making process shall contain the following.
a. Brief about the proposals indicating the action called for
b. Cross reference to Statements / Correspondence wherever relevant
c. Brief clarifications to the queries raised
4. Note sheets shall be arranged chronologically (date wise) from bottom (first page) to top
(running page) and be tied at the top using double punch in the left inner side of the File/
Docket Sheet. The arrangement will be in such a way that the first page will face the left
inner side of the Docket Sheet and the running page (containing latest notes) will be
displayed while opening the file.
5. The note sheets shall be numbered as N – Page-1, 2, 3, 4 .…………. and so on and
continuous numbering of pages including blank pages is to be done. Page numbers will
be in the top middle of the pages.
6. The notes shall be printed / typed on note sheets with 2 inches margins on either sides
and 1½ line spacing between the lines.
7. Correspondence portion will contain the following.
a. All communications received.
b. Copies of communications sent.
c. Inter-departmental communication.
d. Statements.
e. Annexures / Enclosures to the Notes.
8. All correspondence and documents in a file shall be arranged chronologically (date
wise) from bottom to top and tied in the top on the right inner side of the docket sheet
using double punch. Separate page numbering is to be made prominently in ink at the
top middle of the page as C – Page-1, 2, 3, .
9. No paper or document in a file shall be unnumbered and no sheets in a file shall be left
untied.
GENERAL GUIDELINES
1. Every Section shall maintain a Register of Files. Whenever a file is opened, entry
regarding file number, date of opening, subject, etc. is to be made.
2. There shall be neither Temporary Files nor Part Files.
3. Files shall contain original papers only.
4. No pasting in / removing of sheets in the Files is allowed.
5. Signatures are to be from top to bottom. Accordingly, column wise markings of Officers
be made and the list is to indicate only the route / channel the file has to go through.
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6. Closing of the particular volume of the file is to be recorded in the Note side and new
volume is opened.
7. Each dealing staff / PA / PS shall maintain Reminder Diaries indicating the list showing
number of files pending disposal for more than seven days / fifteen days and submit to
the Section Heads / Head of Office on weekly basis on the first working day of every
week.
It will be the responsibility of the concerned Officer to ensure that the files are maintained
as per the instructions before signing the papers in the file.
(Vide O.O.No.Dir/Pers/0007/99-1, Dt.28.12.99)
50.12. If due to any reason, papers / documents / records are removed from one file for use in
another, copies of such removed papers with proper recording for reasons for shifting and the
approval of Competent Authority should be kept in the original file.
(Ref. O/O Dir./Pers/007/2002, dated 29.07.2002)
50.13. Fixing Responsibility for custody of files and documents
The concerned Executive/employee shall be responsible for the concerned file and in their
interest shall keep track of the file and review the files in their custody periodically.
While transfer or relief of any executive/employees, the files under their custody should be
taken over and handed over, before relief. In order to ensure this, a certificate shall be issued
by the concerned Division head to the Unit /P&A enabling issue of relief Orders.
The Section heads and Division heads shall maintain File Movement Registers
independently. All files sent from the section/division and receipt of the same shall be
recorded in the File Movement Register along with date. A fortnightly review of the File
Movement Register shall be taken up by the Section Heads/Division heads so as to keep
track of the movement of files.
(Ref. Circular No. CORP/P&A/l 913/2005Dated: 04- 07-2005)

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