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TRANSFER POLICY GUIDELINES

ANNAN NANA
ANANTH

(Circular No.EP-03-2014-05 dated 12.02.2014)

SONRANANRAARANETABAHTRL AAASEWANTATEPAODTAASAAT

[File No.EP.3(1)/2013]

EAE TATDY
NEARING
ANONTAAEANENEANEATAPARENTAGE

FOOD CORPORATION OF INDIA

Headquarters, ‘Khadya Sadan’
16-20, Barakhamba Lane
New Delhi-110 001

OLEATEAPLAR BEEMELMEITSTSOUS SGAEARE/ DEL SELMEAO RIESE EEREESTATESTEALERMLAS IOLGEENA LAOS LLOLIASADRESSERTADOREA080(00M
 No.EP.3(1)/2013
FOOD CORPORATION OF INDIA
HEADQUARTERS, KHADYA SADAN
16-20, BARAKHAMBA LANE

NewDelhi, dated the 12" February, 2014

(Circular No.EP-03-2014-05)

Subject: Comprehensive Transfer Policy Guidelines for employees

of Food Corporation of India

1. Objective of Transfer Policy

The primary function of Food Corporation of India is to undertake... :

purchase, storage, movement, transport, distribution and sale of foodgrains -
and other foodstuffs. In the discharge of these functions, the Corporation
has to appoint sufficient number of employees and post them at various
places throughout the country. In order to efficiently discharge the assigned
functions, the Corporation has to expose its employees to various activities/
functions and rotate them from one place to another. To regulate the
placement and rotation of employees to various offices / stations
judiciously, in the best interest of the Corporation and to ensure that these
are done in an objective and transparent manner, certain guidelines are
hereby laid down.

2. General Guidelines

2.1 Applicability

These transfer policy guidelines are applicable to all the Executives/

Employees working in Food Corporation of India offices in the country and
no separate transfer policy guidelines shall be formulated or laid down or
adopted by any District/Region/Zone of the Corporation. These guidelines
supercede all earlier guidelines issued by the Headquarters.

2.2 Tenure

The normal tenure of stay of a Category-I Officer at a station will be

of 3 years. The normal tenure in a Zone shall be 7 years in one stretch but
shall not exceed 14 years in the entire service period, except in the case of
Headquarters, or where exigencies of work so require. In the total service
period as Category-I Officers, the maximum tenure in a Zone and Region
shall be 14 years and 7 years respectively. (However, the maximum period
prescribed in Region and Zone ofhis choice will be increased by the period
spent by an officer in NE Zone, J&K, Andaman & Nicobar Island and difficult
stations.) An officer completing an effective term of 1 year (excluding leave)
in NE Zone, J&K and Andaman & Nicobar Island may be posted in the
Region/Zone of his preference.

Ww
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2.3 All employees on promotion will be required to go on transfer to the
new place of posting wherever / whenever required. However, CategoryIII
& IV may be considered for posting within Region on promotion, if vacant
postis available subject to administrative convenience.

2.4 Mutual transfer generally may be discouraged and in any case will not
be allowed to Category I & II executives. Mutual transfer of Category III
and IV employees may be considered by the Executive Director (Personnel),
after completion of two years posting at Zone/Region.

2.5 Transfer on Longer Stay

An employee irrespective of the category may not generally be

posted in the same seat for a period exceeding three years and should be ~
transferred to another seat. me.

2.6 Posting to/Transfer from difficult Station

2.6.1 Executive Director(Zone) in consultation with GM(Region) are

empowered to identify and declare difficult stations once in three years
based on - (a) list of difficult stations notified by the State/Central
Governmentif any, (b) conditions of basic facilities / amenities available at
different stations / places etc. covering all the regions of Zone. If the
stations identified by FCI are different from those identified by Central/
State Government, then no extra financial benefits for such declared
stations will be admissible. A list of the difficult stations so identified may be
forwarded to Headquarters for reference and record.

2.6.2 The employees posted in such declared difficult stations from outside
may be transferred to other station of his/her choice as far as possible after
completion of period of one year of their effective stay at the difficult station
subject to his/her satisfactory performance and contribution to the
operation of FCI in that station/region.

2.6.3 Every employee is liable to serve at least one tenure during his
service at difficult stations declared by the Corporation from time to time.

2.6.4 In respect of posting of Officers on transfer / promotion to North East

Zone / Difficult Stations, the tenure shall be as given below:

Sl. Category of Officer Tenure of posting

No. (excluding leave period)
1. In-service Category I Officer posted One year
on transfer.
2. In-service Category II Officer One year
posted on promotion to Category I
post.
3. Directly recruited Category I Officer Two Year
on their first appointment.

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QS
2.6.5 The posting/transfer to/from difficult stations will be regulated as per
following conditions:

On completion of effective tenure i.e. Tenure of posting excluding

leave period, Category I Officers will be considered for posting of his choice
subject to his / her satisfactory performance and contribution to the
operation of FCI in that station / region/zone. Leave other than casual /
restricted holidays or normal earned leave of 30 days in a year, availed of
by the employees posted at a difficult station shall be deducted from the
period of their stay at difficult station for computing effective tenure for the
purpose of reckoning their eligibility for transfer.

2.6.6 However, these instructions do not debar the Competent Authority at

the Headquarters in effecting the transfer of any employee at any time:
keeping in view the administrative requirements and exigencies of work.

2.7 Posting of employees to sensitive seats / posts

2.7.1 As per Standing Instructions on posting of employees to sensitive

seats/ posts in offices, purchase centres, depots etc. contained in EP
Circular No.22 of 2001 dated 29.10.2001 as amended from time to time,
the employees posted on sensitive seats/ posts should invariably be
transferred after completion of three years. The same employee may be
considered for posting to a sensitive seat only after he has completed
minimum 3 years on a non-sensitive seat. Further, for posting in sensitive
districts, Headquarters’ Vigilance Division Circular No.95/2011 dated
08.08.2011, No.98/2011 dated 26.12.2011 and as amended from time to
time, shall be followed and the tenure of Area Manager and AGM(QC) in a
sensitive district should not exceed three years but the incumbent may be
shifted even before completion of three years based on requirements.

2.7.2 Employees who have either been served charge-sheets for vigilance
cases or facing cases of glaring administrative irregularities would be
transferred depending upon the gravity of the case. These employees
should not be allowed to continue at the same place/seat on any ground like
procurement season or any other such administrative pretext.

3. Inter Zonal Transfer/deputation

The guidelines on Inter Zonal Transfer for Category II, III and IV
employees are as under:

3.1 Guidelines regulating Inter Zonal transfer/ deputation on

tenure basis

3.1.1 Inter Zonal deputation will be available to employees only after

completion of two years service in his/ her cadre/ Unit of seniority as
provided under Regulation 4 of FCI (Staff) Regulations, 1971.

3.1.2 Requests for Inter Zonal deputation will be considered only in genuine
cases of pressing circumstances.

QW Page 3 of 11
3.1.3 The total allowable period of Inter Zonal deputation in the entire
career of an employee shall be 07 (Seven) years. However, in exceptional
circumstances Competent Authority may consider to extend it upto 10 years
subject to his/her satisfactory performance and contribution to the
operation of FCI in that station/region/zone.

3.1.4 Any request for deputation / extension will be entertained only if it is

forwarded by the concerned Executive Director (Zone) with well-considered
recommendations and concurred by the Executive Director of the Zone to
which the employeeis to be deputed.

3.1.5 Request for extension in tenure of deputation must be received at

least 3 months prior to expiry of approved period of deputation.

3.1.6 In case of employees seeking Inter Zonal deputation on grounds of —

education of children, the tenure of deputation can be allowed to coincide
with the academic session on specific request of the employee subject to
total period of seven years.

3.1.7 The deputation will be subject to the availability of vacant posts of

relevant level at the place to which deputation is sought by the applicant
and subject to administrative convenience.

3.1.8 Inter Zonal deputation is valid for the period for whichit is allowed by
Personnel Division of FCI Headquarters and any extension is neither
automatic nor should it be assumed.

3.1.9 In all Inter Zonal transfer/ deputation cases, ED(Zone)/GM(Region)/

Area Manager concerned shall be responsible for ensuring that such an
employee on deputation is relieved immediately on the last day of his/her
deputation and provide substitute to take over his/her charge. In
exceptional cases, maximum duration of three months extension may be
sought from ED(P) duly recommended by ED(Zone)/GM(Region).

3.1.10 Executive Director (Personnel) will be the Competent Authority to

allow Inter Zonal Transfer of Category II, III & IV employees on tenure
basis.

3.2 Guidelines regulating Inter Zonal transfer on permanentbasis

3.2.1 Inter Zonal transfer on permanent basis from one unit of seniority to
another as defined under Regulation 4 of FCI (Staff) Regulations, 1971 shall
be governed by following conditions:

(a) Where husband / wife of an employee is working in FCI / Central

Government / All India services/ State Government or in Central/
State Public Sector Undertaking.
Further the woman employees of the Corporation may be
considered for posting if husband is working in private companies/
multinational companies of repute.
Page 4 of 11
 (b) On grounds of extreme hardship in the rarest of cases
constituting threat to the life of the employee or spouse or dependent
children. In case of request on ground of threat, Zonal Office of the
parent Zone shall have the genuineness of the requests assessed by
a committee comprising of at least three officers. Employee is to give
choice of at least two zones while applying for permanent transfer on
the ground of extreme hardship.

(c) On grounds of self and dependent family members suffering from

life threatening diseases such as cancer etc.

3.2.2 An employee on his transfer on regular basis from one Zone to

another at his / her own request will be treated as a fresh entrant in the -
latter Zone for the purpose of seniority. Employee will be placed at the” ~
bottom of the panel(s) drawn / to be drawn in the year of transfer for that -
particular post. In case of more than one employee joining in a particular
post, their inter se seniority will be determined by panel year of their
selection in the particular post in their parent zone. In the event of their
panel year being same, inter se seniority will be determined as per their
respective Date of Birth. Employee born earlier to be treated as senior.

3.2.3 An employee once transferred to a Zone on permanent basis would

have no claim on seniority / promotion etc. in the parent Zone irrespective
on any revision of seniority etc. at a later stage as a result of any court case
or other administrative decision. A legally valid undertaking will have to be
furnished by the employee in this regard while making a request for Inter
Zonal transfer on permanentbasis.

3.2.4 Managing Director will be the Competent Authority to allow Inter

Zonal transfer of Cat II, III and IV employees on permanent basis.
Executive Director (Zone) will be the Competent Authority for Inter-
Regional transfer in case of Cat IV employees.

3.2.5 Any request for Inter Zonal transfer on permanent basis will be
entertained only if it is forwarded by the concerned Executive
Director(Zone) with well-considered recommendation s and concurr ed by the
Executive Director of the receipient Zone.

3.2.6 The Inter Zonal transfer on permanent basis will be subject to

administrative convenience and availability of vacant posts of relevant level
and Category.

3.2.7 In case of Cat IV employees, the words “Inter-Zonal” may be

construed as “Inter-Regional” also in the foregoing paras.
any
3.2.8 The transfer guidelines mentioned in the Circular will not bestow
right on employees to such deputation / transfer.

Qs Page 5 of 11
3.3 Guidelines on tenure transfer in respect of FCI employees
including single unmarried women, widows and person with
disabilities for considering Inter-Zonal Transfer before two years

Cases of Inter Zonal tenure transfer before qualifying period of two

years will be considered only after certification of factual conditions /
circumstances of individual case by concerned GM(Region) & ED(Zone) of
parent Region / Zone for cases of Zones and DGM(Hars) / GM(Haqrs) &
ED(P) for cases of Headquarters.

Some of the criteria for examination of the requests received for

tenure transfer could be:

(a) Marital status of the employee:

Where husband / wife of an employee is working in FCI / Central -
Government/ All India services/ State Governmentor in Central/ -
State Public Sector Undertaking.
Further the woman employees of the Corporation may be
considered for tenure posting if husband is working in private
companies/ multinational companies of repute.
(b) Medical condition of parents (along with relevant records), if
applicable.
(c) Confirmation of threat or harassment, if reported.
(d) Disability condition of the employee.

However, the above list is not exhaustive and there may be other
conditions/ criteria depending upon the grounds / reasons mentioned by the
respective employee in her / his transfer request. The respective authorities
as mentioned abovewill first examine / assess genuineness of the case and
after satisfying themselves will refer the cases to Zonal Establishment (ZE)
Section under Personnel Establishment Division of Headquarters with
specific recommendation for consideration of relaxations which may be
considered by the Managing Director subject to availability of vacancies.

4. Guidelines for Special Cases:

4.1 Transfer of employees involved in vigilance case under major

penalty charges.

An employee who is involved in a vigilance case in major penalty

charges should be transferred out of District/ Region/ Zonal office, as the
case may be. The request for change of transfer from such employees
should not be entertained by the authority concerned.

4.2 Transfers of office bearers of recognised Union / Association.

The office bearers of any of the Union / Staff Association including

recognized Unions are not exempted from transfers. However, subject to
administrative convenience, the President and the Secretary of the
recognised Unions at the All India, Zonal and Regional levels may not be
transferred outside the station upto two tenures in the capacity of President
or Secretary. Further, the protected workmen declared by the Corporation
are also exempted from transfer for maximum two tenures subject to
administrative convenience.
vy Page 6 of 11
4.3. Posting of husband and wife

In view of the utmost importance attached to the enhancement of

women’s status in all walks of life and to enable them to lead a normal
family life and also to ensure the education and welfare of the children, it
has been decided to consider posting / transfer of the employees in the
following situations:

4.3.1 Where the spouse is employed in FCI and belong to same unit of
seniority, the Competent Authority may post them at the same station.

4.3.2 Where one spouse belongs to an All India Service and the other
spouse belongs to FCI, the spouse employed under FCI may apply to the
competent authority and said authority may post the employee to the
station, or if there is no post under FCI in that station, to the State where “x.
the other spouseis posted.

4.3.3 Where one spouse belongs to a Central Service and the other spouse
belongs to FCI, the spouse employed under the FCI may apply to the
competent authority and the said authority may post the employee to the
station or if there is no post under FCI in that station, to the station nearest
to the station where the other spouse is posted. If, however, the request
cannot be granted because FCI has no post in the said station, then the
spouse belonging to the Central Service may apply to the appropriate cadre
controlling authority and the said authority may post the said employee to
the station or if there is no post in that station, to the station nearest to the
station where the spouse employed under FCI is posted.

4.3.4 Where one spouse is employed in FCI and the other spouse is
employed under the State Govt. or Central/State PSU, the spouse employed
under FCI may apply to competent authority which may post the said
employee to the station or if there is no post in that station to the State
where the other spouseis posted.

4.3.5 The woman employees of the Corporation may also be considered for
posting to the Station/ State where her husband is working in private
companies/ multinational companies of repute.

4.4 Posting of Widow and unmarried women.

Widow and unmarried women employees may be considered for

posting at the places of their choice as far as possible subject to
administrative convenience.

4.5 Transfer of physically disabled employees

The posting and transfers of physically disabled employees may be

considered by the Competent Authority as per Central Government
guidelines issued vide DoP&T O.M. No.A-B 14017/41/90-Estt(RR) dated
10.05.1990 and O.M. No.AB 14017/16/2002-Estt(RR) dated 13.03.2002
which stipulate that such persons may be given posting as far as possible,
subject to administrative convenience, near their native places within the
Region. Requests from such employeesfor transfer to or near their native
places may also be given preference.
Q Page 7 of 11
4.6 Transfer on Medical Grounds.

If an employee himself/ herself or his/ her spouse or his/ her

dependent is suffering from any serious disease, his/ her request for
transfer to a place of treatment or where his/ her family generally stays
may be considered even before the completion of normal tenure by the
Competent Authority after satisfying himself that such a posting would be
helpful to the employee, subject to administrative convenience which in any
case would be paramount.

4.7 Transfer of Sports Persons.

A sports person actively involved in sports, as players and

administrators or both should be exempted from transfer till the time they -
are associated with sports.

4.8 Transfers of employees due for retirement within two years to

their places of choice.

Requests from officers/ employees, who are due for retirement within
two years, for transfer to their home State/towns or other stations where
they want to settle down after retirement, may be considered by the
Competent Authority. However, such officers/ employees, on their posting
to Home Station/ States can be considered by the Competent Authority
subject to administrative convenience for posting to sensitive seats as may
be determined by the Competent Authority from time to time provided they
are found suitable in all other aspects.

The employees who have been posted on tenure to other Zone

cannot be considered for extension of tenure under this provision.

4.9 Posting of employees having mentally retarded

children/chi ldren with hearing impairment or multiple disabilities.

Considering that the facilities for medical help and education of

mentally retarded children/ children with hearing impairment or multiple
disability may not be available at all stations, a choice in the place of
posting is likely to be of some help to the parent in taking care of such a
child. While administratively, it may not be possible in all cases to ensure
posting of such an employee at a place of his/her choice, the Competent
Authority may take a sympathetic view on the merits of each case and
accommodate such requests for posting to the extent possible.

4.10 Transfer from one Region to other Region within Zone:

4.10.1 The employees may be transferred from one region to another

region within the Zone after completing stay of one year, subject to the
following conditions: -

(a) that the employee concerned has stayed for a period of one year
excluding the period spent on leave including HPL/Medical Leave, at the
place of transfer; and
Q Page 8 of 11
 (b) that the employee shall not be entitled to any TA/DA and joining
time etc. on transfer back. However, the employee who completes an
effective stay of two years at the place of transfer shall be entitled to
transfer benefits on his/her transfer back.

4.10.2 The above sub clauses will not be applicable in respect of officials
moving out of the Region on promotion to a higher post. They will be
considered for TA/DA on completion of tenure of 3 years.

4.10.3. The Executive Directors (Zone)/ GMs (Region) will ensure that
there should not be any out-go on TA/DA while implementing the transfer of
employees from one Region to another on completing one year effective
stay.

4.11 General:

The list of cases as mentioned above is only illustrative and not

exhaustive. The authorities competent to issue transfer orders may also
consider the special cases but are equally serious and deserve to be dealt
with sympathetically. The special cases shall be thoroughly examined and
wherever it is deemed necessary to issue transfer order in relaxation of the
normal terms and conditions laid down above, reasons shall be recorded in
the file.

5. Competent Authority and jurisdiction

5.1 Transfer & Postings of Category I Executives

5.1.1 Managing Director is competent to transfer Category I officer

anywherein the country.

5.1.2 The Executive Director (Personnel) is competent to transfer Category

I officer upto the level of AGM anywherein the country.

The Executive Director (Zone) is competent to transfer Category I

officer upto the level of AGM within the Zone.

5.1.3 The posting of Area Managers including postings in sensitive

procurement districts will be further subject to the guidelines issued on the
subject by FCI Headquarters Vigilance or Personnel Division from time to
time.

5.2 Transfer and Posting of Category II Executives

5.2.1 Category II Executives are liable to be transferred within the Zone

with the approval of Executive Director(Zone). However, Executive
Director(Personnel) may transfer any Category II Employee out of Zone and
out of Head Office on temporary transfer to any part of the country in
exigencies of work. Executive Director(Personnel) may also consider
individual requests of CategoryII officers for transfer to other Zone(s) for a
fixed tenure as per policy guidelines on Inter Zonal Transfer.

G Page 9 of 11
5.2.2 General Manager (Region)/Deputy General Manager (PO) are
competent to transfer any Category II employee within the region.

5.3. Transfer / Posting of Category III employees

5.3.1 Area Manager is competent to transfer Category III employees within

the District.

5.3.2 The General Manager (Region)/Deputy General Manager (PO) are

competent to transfer any Category III employee within the region.

5.3.3 The Executive Director (Zone) is competent to transfer a CategoryIII

employee from one region to another within the Zone. However, the
Executive Director (Personnel) may transfer any Category III employee on... -
temporary basis anywhere in the country in exigencies of work. Executive.”
Director (Personnel) may also consider individual requests of Category III
employees for transfer to other Zone(s) for a fixed tenure as per policy
guidelines on Inter Zonal Transfer.

5.4 Transfer / Posting of Category IV employees

5.4.1 Category IV employeesare liable to be transferred within the District

by the Area Manager.

5.4.2 The General Manager (Region)/ DGM(P) is competent to transfer a

Category IV employee out of the District but within the Region.

5.4.3 The Executive Director (Zone) are competent to transfer a Category

IV employee anywhere within Zone. Executive Director (Personnel) may
also consider individual requests of Category IV employeesfor transfer to
other Zone(s) for a fixed tenure as per policy guidelines on Inter Zonal
Transfer.

6. Miscellaneous:

6.1 The Competent Authorities while affecting the transfer may consider
economy aspect, administrative requirement, exigencies of work. The
endeavour should be to post the right person at the right place so that the
interest of the Corporation is best served.

6.2 The transfer/postings will be as per the powers delegated. However,

power to transfer employees vested in a subordinate authority can also be
exercised by his/her superior authority.

6.3 The transfer orders issued by any Competent Authority be implemented

in toto by the concerned authorities within stipulated period or within 10
days, if no time limit is specified in the transfer order.

6.4 Rosters/Registers shall be maintained at District/Region/Zone/

Headquarters level as the case may, for all request transfers of employees
to a particular station and transfers shall be affected as per roster position.

G Page 10 of 11
6.5 In terms of Regulation 17 of FOOD CORPORATION OF INDIA (STAFF)
REGULATIONS, 1971 an employee can be transferred to any place at any
time as per administrative requirement and exigencies of work with the
approval of Managing Director.

6.6 Efforts may be made to rotate officers from sensitive to non-sensitive

and vice versa. Similarly officers may normally be rotated from field to non-
field posts and vice versa.

6.7 All annual transfer orders shall be normally issued by 31% March so as
to match with academic session of school/colleges. However, actual
movement may happen later so that procurement operations are not
disturbed.

6.8 The employees whose children are in class X to XII may not be
transferred and their case may be considered by Competent Authority on
merits subject to administrative convenience.

6.9 A correct and complete database is a prerequisite for effective

implementation of the transfer policy. Personnel Establishment Division of
Headquarters/Zonal/Regional offices shall ensure that the database
containing the profiles of all employees falling within their respective
jurisdiction is computerized and updated regularly.

6.10 No officer/employee shall bring or attempt to bring any external

influence for change of his/ her transfer orders. Attention to FCI(Staff)
Regulations, 1971 Section 32(A)is invited in this regard.

6.11 The abovesaid guidelines are subject to administrative exigencies and

postings may be made as per requirements.

These guidelines shall come into force with immediate effect.

Retin. Chots
1 2. 2-19
(R.K. Chaturvedi)
General Manager (P&IR)

Distribution:

As per standard mailing list.

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