Fundamental Rules (FR) & Supplementary Rules (SR) – Complete Quick Reference

with MCQs
1. Overview
The Fundamental Rules (FR) lay down the basic conditions of service of Central
Government employees. They cover pay, leave, retirement, foreign service, TA/DA,
suspension, and service abroad. The Supplementary Rules (SR) provide detailed
procedures and entitlements supplementing the FR.
The Fundamental Rules (FR) lay down the basic conditions of service of Central
Government employees. They cover pay, leave, retirement, foreign service, TA/DA, and
other service conditions. The Supplementary Rules (SR) provide detailed procedures and
entitlements supplementing the FR.

2. Fundamental Rules (FR) – Key Areas

 • FR 1–9: Definitions – Pay, Time Scale of Pay, Leave Salary, Foreign Service, etc.
 • FR 10–18: General Conditions – Service commencement, retirement age, etc.
 • FR 19–29: Pay – Fixation of pay, increments, special pay.
 • FR 30–35: Combination of Appointments – Holding charge of more than one post.
 • FR 36–49: Deputation / Officiating – Rules for additional charge and officiating
posts.
 • FR 50–60: Suspension & Subsistence Allowance – Pay during suspension,
reinstatement rules.
 • FR 61–75: Service Abroad & Miscellaneous – Deputation abroad, foreign
allowance, pension contributions.
 • FR 76–104: Leave Rules – Kinds of leave, leave salary, encashment.
 • FR 105–127: Foreign Service – Rules regarding employees lent to another
organization.

 Easy Memory Map for FR (1–127)

 1. FR 1–9 → Definitions
👉 Start always with definitions.
💡 Think: Before starting a game, first read the “rules/definitions.”
2. FR 10–18 → General Conditions
👉 Basic joining & retirement rules.
💡 Think: After knowing definitions, you join the job and later retire.
3. FR 19–29 → Pay
👉 Salary comes once you join.
💡 Think: First thing you expect after joining = Pay.
4. FR 30–35 → Combination of Appointments
👉 Extra charge, holding more than one post.
💡 Think: If your boss is on leave, you handle double duty.
5. FR 36–49 → Deputation / Officiating
👉 Sent to work somewhere else or officiate.
💡 Think: You are “temporarily transferred” for duty.
6. FR 50–60 → Suspension & Subsistence
👉 If something goes wrong, suspension happens.
💡 Think: After deputation, if rules are broken → suspension with reduced pay.

 Suspension = temporary stoppage from duty.

 Subsistence allowance = survival money paid during suspension.

7. FR 61–75 → Service Abroad & Miscellaneous

👉 Posting abroad with allowance.
💡 Think: Lucky ones go abroad after surviving suspension! 😄
8. FR 76–104 → Leave Rules
👉 After working long, you take leave.
💡 Think: Once you get tired, you ask for leave/encashment.
9. FR 105–127 → Foreign Service
👉 Lending service to another organization.
💡 Think: At last, you may go on foreign service (working in another org).

 Main Areas Covered under SR

1. Travelling Allowance (TA/DA Rules)
o Rules for journeys on official duty, transfer, training, or tour.
o Covers daily allowance (DA), mileage allowance, journey by air/rail/road.
o Hotel entitlements, taxi fares, incidental charges.
2. Joining Time Rules
o Time allowed when an employee joins a new post after transfer.
 o Entitlement to pay/leave salary during joining time.
3. Leave Travel Concession (LTC)
o Rules for availing LTC (travel to hometown or anywhere in India).
o Eligibility, frequency, reimbursement of fare.
4. Medical Attendance Rules
o Medical reimbursement facilities for employees and dependents.
o Rules for treatment in government/private hospitals.
5. TA on Retirement / Death while in service
o Entitlements for travelling allowance after retirement.
o Family TA in case of death of employee while in service.
6. Transfer Entitlements
o Packing, transportation of household goods, conveyance, etc.
o Composite Transfer Grant (CTG).
7. Compensatory Allowances
o For posting in difficult areas, hilly regions, tribal areas, etc.
o Includes Special Compensatory (Remote Locality) Allowance, Tribal
Allowance, Hill Allowance.
8. Foreign Travel Rules
o Rules for deputation abroad.
o Foreign allowance, per diem, travel fare reimbursement.
9. Miscellaneous Provisions
o Allowances like Daily Allowance, Conveyance Allowance, Uniform
Allowance, Risk Allowance, Children Education Allowance (CEA), etc.


 ✅ Simple Way to Remember SR

 💡 Just think: SR = Extra Money + Extra Facilities
 Travel (TA/DA, LTC, Transfer, Foreign travel)
 Time (Joining Time, Retirement TA)
 Treatment (Medical Rules)
 Top-up Allowances (Compensatory, Education, Misc.)

3. Supplementary Rules (SR) – Key Areas

 • Travelling Allowance Rules (SR 44–116): Entitlements for air, rail, road travel; DA
rates.
 • Joining Time Rules: Maximum 7 days, extendable in special cases.
 • Medical Attendance Rules: Entitlements, reimbursement, CGHS provisions.
 • Compensatory Allowances: HRA, Transport Allowance, Children’s Education
Allowance.
 • Service Abroad: Deputation abroad, foreign allowance rules.
 • Miscellaneous: Conveyance allowance, overtime allowance, official residence rules.
4. Detailed Focus: FR 30–75
FR 30–35: Combination of Appointments
• Employee may be appointed to hold two or more posts simultaneously.
• Pay admissible = Full pay of higher post + 10% of presumptive pay of lower post (if
duties are substantial).
• If one post is temporary, rules are stricter.
• No double allowances for same kind of work.
• Maximum remuneration capped to what would be drawn if posts held permanently.
FR 36–49: Deputation / Additional Duties
• FR 36: Defines ‘Officiating’ – performing duties of a higher post.
• FR 35: Restriction on pay if officiating in a lower post.
• FR 37–41: Pay rules for temporary/officiating appointments.
• FR 49: Additional charge:
– Current duties only → No extra pay.
– Full additional charge → 10% of basic pay of additional post (subject to ceiling).
FR 50–60: Suspension & Subsistence Allowance
• FR 53: Subsistence allowance = 50% of last pay + admissible DA/HRA.
– May be raised to 75% or reduced to 25% depending on conduct.
• FR 54: Treatment of suspension on reinstatement:
– Fully exonerated → Full pay & allowances.
– Partially guilty → Proportionate pay only.
FR 61–75: Service Abroad & Miscellaneous
• Rules for Govt. servants deputed abroad.
• Pay, allowances, foreign service contributions.
• Entitlements during study leave, training, foreign assignments.
• Pension contributions borne by borrowing authority.
5. Sample MCQs for Practice
 Q: Which FR defines 'Pay'?
A) FR 9(21)
B) FR 10
C) FR 19
D) FR 76
Answer: A) FR 9(21)

 Q: How many days of joining time are admissible for transfer under SR?
A) 5 days
B) 7 days
C) 10 days
D) 15 days
 Answer: B) 7 days

 Q: Who bears the pension contribution during foreign service?

A) Parent Organization
B) Borrowing Organization
C) Jointly by both
D) Employee himself
Answer: B) Borrowing Organization

 Q: What allowance is admissible during joining time?

A) Only Basic Pay
B) Pay + DA
C) Pay + HRA
D) No allowance
Answer: B) Pay + DA

 Q: Under which rules is TA admissible?

A) FR 19
B) SR 44 onwards
C) FR 76
D) CCS Leave Rules
Answer: B) SR 44 onwards

 Q: Under FR 49, when an employee is given full additional charge of another post, he
is entitled to:
A) No additional pay
B) 10% of basic pay of the additional post (subject to ceiling)
C) Full pay of both posts
D) Only allowances of the second post
Answer: B) 10% of basic pay of the additional post
 Q: ‘Officiating’ in a higher post is defined under:
A) FR 30
B) FR 36
C) FR 53
D) FR 61
Answer: B) FR 36

 Q: Subsistence allowance during suspension under FR 53 is:

A) 100% of pay
B) 50% of pay (modifiable up to 75% or down to 25%)
C) No pay, only DA
D) Fixed allowance decided by department
Answer: B) 50% of pay (modifiable)

 Q: On reinstatement after suspension, if an employee is fully exonerated, the

suspension period is treated as:
A) Dies non
B) Leave without pay
C) Full pay & allowances admissible
D) Half pay admissible
Answer: C) Full pay & allowances admissible

 Q: FR 61–75 mainly deals with:

A) Retirement rules
B) Service abroad & foreign service contributions
C) Increment rules
D) Leave encashment
Answer: B) Service abroad & foreign service contributions

Service Matters – Key Rules

1. LTC Rules (Leave Travel Concession)
 Entitlement: Travel concession for Govt. employee + family.
  Frequency:
o Home Town LTC – once in 2 years.

o Anywhere in India – once in 4 years.

 Mode of travel: By entitled class (air/rail/road).

 Reimbursement: Actual fare (as per entitlement).
 Condition: Journey should be actually performed; proof required.

2. Leave Rules
 Kinds of Leave:
o Earned Leave (EL)

o Half Pay Leave (HPL)

o Commuted Leave (CL)

o Leave Not Due (LND)

o Extraordinary Leave (EOL)

o Maternity/Paternity Leave, Child Care Leave.

 Leave cannot be claimed as a right; it requires sanction.

 Leave salary: Admissible as per type of leave.

3. CCS (Conduct) Rules, 1964

 Purpose: Ensure discipline, integrity, and devotion to duty.
 Key provisions:
o Maintain integrity & impartiality.

o No participation in politics, demonstrations, strikes.

o Restrictions on accepting gifts, dowry, private trade, or employment.

o Maintain courteous behavior and official secrecy.

 Violations → lead to disciplinary action under CCS (CCA) Rules.

4. TA/DA Rules (Traveling Allowance / Daily Allowance)
 When admissible? On tour, transfer, training, deputation, retirement.
 Components:
o TA = actual travel fare (rail/air/bus).

o DA = daily allowance for food + stay, based on pay level & city.

o Lumpsum transfer grant + mileage allowance on transfer.

 Rates: Prescribed by Ministry of Finance; vary with pay level & city
classification.

5. Medical Attendance Rules

 Entitlement: Employee + dependents.
 Facilities: Consultation, medicines, tests, hospitalization.
 Reimbursement: As per CGHS/AIIMS rates.
 CGHS Provisions: Cashless treatment in empanelled hospitals, referral system.

🧠 Memory Mnemonic: “L-L-C-T-M = Little Lovely Central Travel Medicine”

 L = LTC → Travel concession.

 L = Leave Rules → Types of leave, sanction needed.
 C = CCS Conduct → Integrity, no politics, discipline.
 T = TA/DA → Travel fare + daily allowance.
 M = Medical Attendance → Treatment & reimbursement.
Types of Leave (Central Govt. Employees)
1. Earned Leave (EL)
 Accumulated leave earned by duty.
 Credit: 30 days per year (15 days per half year).
 Can be carried forward (max 300 days).
 Encashment allowed (e.g., at retirement).
2. Half Pay Leave (HPL)
 Credit: 20 days per year (10 days per half year).
 Availed with half pay.
 Can be combined with Commuted Leave.

3. Commuted Leave
 Leave taken on full pay, but twice the HPL is debited.
(e.g., 10 days Commuted Leave = 20 days HPL deducted).
 Usually for medical purposes.

4. Extraordinary Leave (EOL)

 Without pay & allowances.
 Granted when no other leave is available or employee applies for it.
 Period not counted for leave salary, but may count for service in special cases.

5. Maternity Leave
 For female employees.
 Period: 180 days for first 2 surviving children.
 Admissible with full pay.

6. Paternity Leave
 For male employees.
 Period: 15 days (up to 2 surviving children).
 To be availed within 6 months of child’s birth.
CCS (Conduct) Rules, 1964 – Key Points
1. General Conduct
o Maintain absolute integrity and devotion to duty.

o Do nothing unbecoming of a Government servant.

2. Obedience & Discipline
o Strictly follow lawful orders of superiors.

o Maintain discipline and dignity in service.

3. Prohibition on Private Trade/Employment

o Cannot engage in trade, business, or private employment without prior
sanction.
4. Taking Gifts
o Cannot accept gifts that may influence official decisions.

o Small gifts from relatives/friends on special occasions may be allowed,

within limits.
5. Public & Political Activities
o Cannot participate in political activities, demonstrations, or criticism of
government policy in public.
o Cannot contest elections or be associated with political parties.

6. Connection with Press/Media

o Restrictions on publishing books/articles without prior sanction (if related
to official work).
o Cannot broadcast or speak publicly without approval.

7. Property & Assets Declaration

o Must declare movable/immovable property and any significant
transactions.
8. Prohibition on Dowry
o Cannot demand or accept dowry in marriage.

9. Influence & Favoritism

o Must avoid nepotism, favoritism, or misuse of position.

10. Employment of Family Members

o Restrictions on family members engaging in trade/business connected with
official dealings.
11. Sexual Harassment
 o Prohibited strictly, following the Vishaka Guidelines / POSH Act.

12. Demonstrations & Strikes

o Government servants cannot participate in strikes, hartals, or coercive
activities against the government.

👉 In short: CCS (Conduct) Rules ensure integrity, impartiality, political neutrality,

transparency, and discipline among Central Government employees.
Would you like me to make this into a short exam-oriented note format (bullet points,
memory aids), or a detailed explanation with examples (for Assistant Registrar prep)?
You said:
Vishaka Guidelines / POSH Act.
ChatGPT said:
Great question 👍 Let’s break it down clearly, since Vishaka Guidelines and the POSH
Act, 2013 are directly connected but not the same.

🌸 Vishaka Guidelines (1997)

 Background: In Vishaka vs. State of Rajasthan (1997), Supreme Court laid down
guidelines to deal with sexual harassment at workplace, as there was no specific
law then.
 Key Points:
1. Definition of Sexual Harassment – unwanted physical contact, demands
for sexual favours, sexually coloured remarks, showing pornography, or
any other unwelcome sexual conduct.
2. Employer’s Duty – provide a safe working environment.
3. Complaints Committee – every employer to set up a Complaints
Committee with a woman chairperson and an external NGO/activist
member.
4. Awareness – employers to spread awareness and ensure prevention.
5. Disciplinary Action – against the offender in line with service rules.
🔑 Importance: Vishaka Guidelines acted as “law of the land” until Parliament enacted
legislation.
🌸 POSH Act, 2013

(Sexual Harassment of Women at Workplace (Prevention, Prohibition & Redressal)

Act, 2013)
 Enacted to give statutory backing to Vishaka Guidelines.
 Salient Features:
1. Covers all women at workplace (organized/unorganized,
government/private).
2. Internal Complaints Committee (ICC) – mandatory in every office with
10+ employees.
 Chairperson: senior woman employee.
 2 members: preferably women.
 1 external member: NGO/activist.
3. Local Complaints Committee (LCC) – for workplaces with <10
employees or where employer is the respondent.
4. Time Limit – Complaint must be made within 3 months (extendable by
ICC).
5. Inquiry Process – ICC has powers of a civil court (summon, evidence,
witnesses).
6. Action – if complaint proved, action as per service rules or fine/penalties.
7. False Complaints – safeguards against malicious complaints (but not just
inability to prove).
8. Awareness & Training – employer must conduct regular workshops,
awareness sessions.
9. Annual Report – ICC must submit cases handled to employer/District
Officer.

🌸 CCS Conduct Rules + POSH

Under CCS (Conduct) Rules, sexual harassment is explicitly defined as “misconduct”,

and action is to be taken as per service rules, in line with POSH Act, 2013.

✅ Simple way to remember:

  Vishaka Guidelines (1997) → Judicial directions, temporary law.
 POSH Act (2013) → Permanent legislation, detailed framework.
TA/DA Rules – Overview
TA/DA rules regulate the reimbursement of travelling expenses and daily allowances
for government employees when they travel on official duty.

1. Travelling Allowance (TA)

Covers expenses actually incurred by an employee when sent on
tour/transfer/temporary duty.
It may include:
 Travel fare: Air, Rail, Bus, Taxi (depending on entitlement).
 Conveyance charges: Local transport.
 Mileage allowance: If using own vehicle (per km rate).
 Transfer TA: Expenses for shifting family and personal effects (household items)
during official transfer.
🔑 Entitlement depends on Pay Level/Grade Pay of the employee.

2. Daily Allowance (DA)

Fixed allowance to cover food, stay, and incidental expenses during travel.
 Admissible when an employee is away from HQ for more than 6 hours.
 Amount depends on pay level and city class (X, Y, Z cities).
 If free boarding/lodging provided → DA reduced proportionately.

3. Types of Journeys Covered

1. Tour – Travel for official duty away from HQ.
2. Transfer – Joining new duty station (includes family, luggage transport).
3. Training – TA/DA admissible (varies if residential training with free
lodging/boarding).
4. Temporary Duty – When employee is posted temporarily elsewhere.
 5. Retirement/Resignation – TA for self & family to home town (in some cases).

4. Special Points
 Advance TA/DA: Employee may draw advance before tour.
 Bills: Must submit tickets, boarding passes, hotel bills, etc.
 Air Travel: Only certain pay levels entitled; otherwise must take prior approval.
 Foreign Travel: Governed by separate rules (FR 46B).

5. Mnemonic to Remember –
👉 “F-MaD-TT”

 Fare (train/air/bus)
 Mileage (own vehicle)
 Daily allowance (food/stay)
 Transfer (family + luggage)
 Tour (official duty travel)

✅ In short:

 TA → reimburses actual travel expenses.

 DA → daily fixed allowance for stay/food.
Central Services (Medical Attendance) Rules, 1944 – Overview
These rules govern medical facilities admissible to Central Government employees and
their families.

1. Who is Covered?
 All Central Govt. employees (including pensioners, in some cases).
 Their family members (as defined → spouse, dependent children, and dependent
parents).
2. Entitlements under Rules
1. Free Consultation
o At Govt. hospitals / dispensaries / recognized CGHS facilities.

2. Reimbursement
o For medical expenses if treated at:

 Govt. hospitals.
 Approved private hospitals (recognized for CGHS).
o Includes cost of medicines, tests, treatment, surgery.

3. Specialist Consultation
o Referral required from Authorised Medical Attendant (AMA).

4. Hospitalisation
o Admissible in recognized hospitals (Govt. or private empanelled).

5. Medical Advances
o Employee may take advance for major treatment / surgery.

3. Key Terms
 AMA (Authorised Medical Attendant): A Govt. doctor designated to provide
treatment & certify need for specialist consultation/hospitalisation.
 Family: Includes spouse, children (dependent & below 25 yrs or unemployed),
and dependent parents.
 Treatment: Covers consultation, medicines, tests, surgery, hospitalisation,
maternity care.

4. CGHS (Central Govt. Health Scheme)

 In cities covered by CGHS, employees must use CGHS dispensaries/hospitals.
 In non-CGHS areas, treatment allowed in nearest Govt. hospital.

5. Special Provisions
  Referral System → AMA refers to specialist if needed.
 Emergency → Employee can go directly to any hospital; expenses reimbursable.
 Reimbursement Limit → As per CGHS approved rates.
 Retired Employees → Can opt for CGHS by paying subscription.

6. Mnemonic for Quick Recall → "FRESH"

 F – Family covered
 R – Reimbursement of medical expenses
 E – Emergency treatment allowed
 S – Specialist consultation via AMA
 H – Hospitalisation admissible

✅ In short: Medical Attendance Rules ensure free or reimbursed medical treatment

for govt. employees & their dependents through AMA/CGHS system.
Central Government Health Scheme (CGHS)
CGHS is a comprehensive medical care scheme for Central Government employees,
pensioners, and their dependents. It started in 1954 and covers most major cities in India.

1. Who is Covered?
 Central Govt. employees (except Railways & Defence, who have separate
schemes).
 Pensioners (with contribution).
 Members of Parliament, Governors, Ex-Vice Presidents, Freedom Fighters,
etc.
 Family Members: spouse, dependent children (up to 25 yrs/unemployed),
dependent parents.

2. Facilities Provided under CGHS

1. Outpatient Care – at CGHS dispensaries (OPD treatment, medicines).
 2. Specialist Consultation – through referral system.
3. Hospitalisation – at CGHS recognized/empanelled hospitals.
4. Diagnostic Tests – at approved labs.
5. Emergency Treatment – at any hospital (later reimbursable).
6. Maternity & Child Care – including immunization.
7. Family Welfare & Health Education.
8. Reimbursement – for expenses if treatment taken outside in emergencies.

3. Contribution (Subscription)
 Serving employees: Deducted monthly from salary.
 Pensioners: Can opt for monthly deduction or one-time life membership
contribution.
 Contribution depends on Pay Level.

4. CGHS Card
 Mandatory for availing facilities.
 Contains details of employee + dependents.
 Smart Card system being introduced.

5. Special Points
 Only available in notified cities (Delhi, Kolkata, Mumbai, Chennai, etc., and
many other cities).
 Outside CGHS areas → employees covered by CS (MA) Rules, 1944.
 Cashless facility available at empanelled hospitals.
 Medicines issued as per CGHS formulary.

6. Mnemonic for Quick Recall → "OH MEDIC"

 O – OPD care
  H – Hospitalisation
 M – Medicines supply
 E – Emergency treatment
 D – Diagnostic tests
 I – Immunization & maternity
 C – Card (CGHS card mandatory)

✅ In short:
CGHS = Health insurance–like system for Central Govt. employees/pensioners,
giving access to dispensaries, hospitals, medicines, and reimbursement.

Do you want me to also make a CGHS vs CS (MA) Rules table (because exams often
ask the difference between the two)?
You said:
Disciplinary & Vigilance,
ChatGPT said:
Good point 👍 Let’s go step by step on Disciplinary & Vigilance matters, since they’re a
very important part of Service Matters (especially for Assistant Registrar exams).

⚖️Disciplinary & Vigilance

These relate to maintaining integrity, accountability, and discipline among

Government servants.

1. Disciplinary Rules
👉 Governed mainly by:

 CCS (Conduct) Rules, 1964 → what employees must or must not do.
 CCS (CCA) Rules, 1965 (Classification, Control & Appeal) → procedure for
disciplinary action.
(a) Kinds of Penalties (Rule 11 of CCS (CCA) Rules)
1. Minor Penalties
 o Censure (warning).

o Withholding of promotion.

o Recovery from pay for loss/damage.

o Reduction of increments (without cumulative effect).

2. Major Penalties
o Reduction to lower post or pay scale.

o Compulsory retirement.

o Removal from service (not disqualification for future).

o Dismissal from service (disqualification for future).

(b) Disciplinary Authority

 Different levels (e.g., Head of Dept, Appointing Authority) depending on
employee’s rank.
(c) Procedure
 Issue of charge sheet.
 Written statement of defence.
 Inquiry by Inquiry Officer (for major penalties).
 Representation opportunity.
 Final order by Disciplinary Authority.

2. Vigilance
👉 Deals with prevention, detection, and punishment of corruption/misconduct.

(a) Vigilance Organisation

 CVC (Central Vigilance Commission) → Apex body for vigilance in Govt. of
India.
 CVO (Chief Vigilance Officer) → in each Ministry/Department.
 CBI (Central Bureau of Investigation) → Investigates major cases.
(b) Types of Vigilance Cases
 Corruption/bribery.
  Possession of disproportionate assets.
 Misuse of official position.
 Integrity-related complaints.
(c) Vigilance Mechanism
1. Preventive Vigilance – System improvements, rotation of staff, awareness.
2. Punitive Vigilance – Action against delinquent employees (disciplinary
proceedings).
3. Participative Vigilance – Encouraging public/employee participation (e.g.,
complaint portals).

3. Link between Disciplinary & Vigilance

 Vigilance detects misconduct/corruption → refers case to disciplinary
authority.
 Proceedings under CCS (CCA) Rules ensure due process before punishment.

4. Mnemonic for Quick Recall – “PPD”

 P → Preventive vigilance
 P → Punitive vigilance
 D → Disciplinary action

✅ In short:

 Disciplinary Rules → how to punish Govt. servants for misconduct.

 Vigilance → how to prevent and detect corruption/misuse of position.
 Together, they ensure clean, efficient, and accountable governance.

Would you like me to prepare a flowchart of disciplinary proceedings (from complaint

→ inquiry → penalty)? It’s often asked in exams in simple diagram form.
You said:
ccs full form
ChatGPT said:
The full form of CCS is:
👉 Central Civil Services

It generally refers to the set of rules and regulations that govern the service conditions of
Central Government employees (civilian, non-defence).
Examples:
 CCS (Conduct) Rules, 1964 – Code of conduct for Govt. employees.
 CCS (CCA) Rules, 1965 – Classification, Control & Appeal (disciplinary
proceedings).
 CCS (Leave) Rules, 1972 – Leave entitlements.
 CCS (Pension) Rules, 1972 – Pension provisions.

Do you want me to make a list of all major CCS rules with year + purpose for your
quick revision?
You said:
Types of Vigilance Cases Corruption/bribery. Possession of disproportionate assets.
Misuse of official position. Integrity-related complaints.
ChatGPT said:
Exactly 👍 You’ve listed the main ones. Let me give you a clear structured note on
Types of Vigilance Cases (as per CVC guidelines, commonly asked in exams).

🔎 Types of Vigilance Cases

Vigilance cases are those involving lack of integrity or gross misconduct by a

Government servant. They are broadly classified as:

1. Corruption / Bribery
 Demanding or accepting illegal gratification (money, gifts, favours) in return for
official work.
 Example: Clerk demanding money to clear a file.
2. Possession of Disproportionate Assets
 Owning assets beyond known sources of income.
 Investigated by CBI/Anti-Corruption agencies.
 Example: Govt. officer with salary ₹80,000 per month found with property worth
several crores.

3. Misuse of Official Position

 Using official power for personal gain or to favour relatives/friends.
 Example: Awarding contracts to relatives, showing undue favour in recruitment
or promotions.

4. Integrity-related Complaints
 General complaints about doubtful integrity or unethical behaviour.
 Example: Tampering with records, unfair practices in decision-making.

5. Other Acts of Serious Misconduct (also treated as vigilance cases)

 Gross negligence with mala fide intent.
 Forgery or falsification of documents.
 Abuse of official powers.
 “Vigilance Angle” applies if conduct indicates lack of integrity, corruption, or
moral turpitude.

✅ In short: Vigilance cases = corruption, assets, misuse of power, doubtful integrity.

Right to Information (RTI) Act, 2005

Enacted to promote transparency and accountability in the working of public
authorities.

1. Objective
 Empower citizens to seek information.
  Promote transparency and accountability.
 Curb corruption.
 Enhance participation of citizens in governance.

2. Key Provisions
(a) Coverage
 Applies to all public authorities (Central, State, local bodies, funded NGOs).
 Public authority = any body established by Constitution, law, government order,
or substantially financed by Govt.
(b) Right to Information Includes
 Inspect works, documents, records.
 Take notes, extracts, or certified copies.
 Obtain information in electronic form.
(c) Public Information Officers (PIOs)
 Every public authority must appoint PIOs/APIOs to receive & process RTI
requests.
(d) Time Limit
 30 days (normal cases).
 48 hours (if information concerns life & liberty).
 45 days (if third-party consultation needed).
(e) Fee
 Nominal application fee (₹10).
 Additional charges for copies/electronic data.
(f) Exemptions (Sec. 8 & 9)
Information denied if:
 Affects sovereignty & security of India.
 Related to foreign relations.
 Commercial confidence / trade secrets.
  Personal information (without public interest).
 Cabinet papers (till decision taken).
(g) Appeals
 First Appeal → to senior officer in same dept. (within 30 days).
 Second Appeal → to Central / State Information Commission.

3. Information Commissions
 Central Information Commission (CIC).
 State Information Commissions (SICs).
 Headed by Chief Information Commissioner + Information Commissioners.

4. Penalties
 PIO may be fined ₹250 per day (max ₹25,000) for delay/refusal without reason.

5. Mnemonic for Quick Recall – “C-PETAL”

 C – Coverage (all public authorities)
 P – PIOs/APIOs
 E – Exemptions (Sec. 8 & 9)
 T – Time limits (30 days, 48 hrs life & liberty)
 A – Appeals (1st & 2nd)
 L – Liability (penalties on PIOs)

✅ In short:
RTI Act gives every citizen the legal right to access information from Govt. bodies,
making administration more transparent, accountable, and citizen-friendly.
Work Process in Govt. Offices
The day-to-day work in Government offices generally flows through Dak → File →
Noting → Drafting → Decision → Record.
1. Dak Management (Receipt & Issue of Mail)
 All incoming papers (letters, applications, reports, complaints, official
communications) = Dak.
 Process:
1. Receive → Date-stamp & enter in Dak Register.
2. Sort → Urgent, ordinary, confidential.
3. Distribute → Sent to the concerned Section/Branch.
 Outgoing Dak → properly numbered, signed, and dispatched.

2. File Movement (Opening & Routing of Files)

 Each new case gets a file.
 A file has two parts:
o Notes portion (internal remarks/suggestions).

o Correspondence portion (letters, reports, references).

 File moves through levels:

Dealing Assistant → Section Officer → Under Secretary → Deputy Secretary →
Joint Secretary → Secretary.

3. Noting (Recording Analysis & Suggestions)

 The dealing hand/assistant writes a note summarizing facts, issues, and
suggesting action.
 Higher officers add their remarks, approvals, or disagreements on the note sheet.
 This is the internal thinking process of the office.

4. Drafting (Preparing Official Communication)

 After decision is taken, an official communication is drafted.
 Draft = Order, letter, memorandum, circular, notification, etc.
 Draft must be clear, precise, and in proper format.
5. Decision-Making (Orders of Competent Authority)
 The competent authority (depends on case level) takes final decision.
 Orders recorded on the note sheet.
 Draft communication approved and issued.

6. Record Keeping (Preservation & Weeding of Files)

 After case is disposed, file is recorded.
 Files classified as:
o A → Permanent value (policy, rules).

o B → 25 years.

o C → 5–10 years, then destroyed.

 Record room maintains files, indexes, and retrieval systems.

 Now being shifted to e-Office → digital records.

🔑 Example (Simple Case)

A citizen writes a complaint letter →

📥 Dak Section receives → enters register → sends to Section Officer →
📂 File opened → facts noted →
📝 Assistant writes note “May be referred to XYZ dept” →
✅ Higher officer approves →
📜 Draft reply letter prepared → signed by competent authority → dispatched →
📦 File closed → sent to Record Room.

Mnemonic to Remember → D-F-N-D-R

 D – Dak (receive, register, distribute)
 F – File movement (open, route)
 N – Noting (facts + suggestions)
 D – Drafting (letters, orders)
 R – Record (preserve/dispose)
✅ In short: Govt. work flows systematically from Dak → File → Noting → Drafting →
Decision → Record keeping to ensure accountability, speed, and transparency.
The NIT Act & Statutes
1. NIT Act, 2007
 Enacted by Parliament in 2007.
 Declared NITs (earlier Regional Engineering Colleges) as Institutes of National
Importance.
 Later amended in 2012 to include:
o IISERs (Indian Institutes of Science Education & Research)

o IIITDMs (Indian Institutes of Information Technology, Design &

Manufacturing)

2. Purpose of the Act

 Provide legal status to NITs, IISERs, IIITDMs.
 Define their governance structure, powers, and functions.
 Ensure uniformity across these centrally funded institutes.

3. Governance Structure under the Act

 Visitor → President of India (overall supervisory authority).
 Board of Governors (BoG) → Highest administrative body of each institute.
 Senate → Highest academic body (courses, exams, research).
 Director → Chief Executive Officer (academic & administrative head).
 Registrar → Custodian of records, administration, and service matters.

4. Statutes under the NIT Act

Statutes = Detailed rules framed under the Act, approved by the Central Government.
They cover:
 Service Matters → Recruitment, pay, leave, retirement, disciplinary procedures.
  Authorities → Roles of BoG, Senate, Finance Committee, Building & Works
Committee.
 Academics → Admission, courses, examinations, degrees, scholarships.
 Administration → Delegation of powers, conduct of meetings.
 Financial Matters → Budget, audit, accounts.

5. Difference between Act, Statutes & Ordinances

Aspect NIT Act Statutes Ordinances

Parent law passed Detailed rules framed Day-to-day operational rules

Meaning
by Parliament under the Act framed under Statutes

Legal status, Recruitment, service, Course structure, exam rules,

Covers
powers, governance academics, administration hostel rules, etc.

Approval Parliament Central Govt. Board of Governors/Senate

Recruitment rules for Rules for B.Tech.

Example NIT Act, 2007
faculty/staff attendance/exam grading

✅ In summary:

 NIT Act = Backbone law that grants powers & status.

 Statutes = Detailed framework for administration & service matters.
 Ordinances = Academic/operational rules made by institutes under the Statutes.
Reservation in Service Rules (Central Government)
1. Legal Basis
 Governed mainly by:
o Constitution of India (Articles 15(4), 16(4), 16(4A), 16(4B)).

o Department of Personnel & Training (DoPT) instructions.

o Central Educational Institutions (Reservation in Teachers’ Cadre)

Act, 2019.

2. Categories of Reservation
 1. SC (Scheduled Castes) → 15%
2. ST (Scheduled Tribes) → 7.5%
3. OBC (Other Backward Classes – Non-Creamy Layer) → 27%
4. EWS (Economically Weaker Sections) → 10% (added in 2019, 103rd
Constitutional Amendment).
5. PwBD (Persons with Benchmark Disabilities) → 4% (as per RPwD Act, 2016).
6. Ex-Servicemen → in certain posts.
👉 Total reservation: up to 59.5% (SC+ST+OBC+PwBD), plus 10% EWS (outside this
cap, due to Constitutional amendment).

3. Applicability
 Applies to Central Government jobs (Group A, B, C, D posts).
 Also applicable to Central Educational Institutions (like NITs, IISERs,
IIITDMs) for faculty & staff recruitment, and student admissions.

4. Key Rules/Guidelines
 Roster System → 200-point roster system for recruitment, ensuring
representation.
 Promotion → Reservation in promotion allowed for SC/ST (per Article 16(4A)),
subject to "efficiency of administration".
 Creamy Layer → OBC reservation applies only to Non-Creamy Layer (NCL).
 EWS → Based on family income & assets (₹8 lakh income ceiling, specific asset
limits).
 PwBD Reservation → Distributed across disability categories (vision, hearing,
locomotor, mental illness, etc.).

5. In Educational Institutions (like NITs/IISERs/IIITDMs)

 Reservation applies in:
o Student Admissions (UG, PG, PhD)

o Faculty Recruitment (teaching posts)

 o Staff Recruitment (non-teaching posts)

Example: In NIT faculty recruitment, reservations apply as per Central Educational

Institutions (Reservation in Teachers’ Cadre) Act, 2019 → ensures department-wise
cadre-based roster.

✅ In summary:
Reservation in Service Rules ensure representation of SC, ST, OBC, EWS, PwBD, and
ex-servicemen in Central Govt. jobs & institutions, implemented through a roster system,
in both recruitment & promotions.
Departmental Promotion Committee (DPC)
1. Meaning
A Departmental Promotion Committee (DPC) is a committee constituted in Govt.
departments/institutions to:
 Assess the suitability of employees for promotion.
 Recommend names for promotion/appointment to higher posts.
 Ensure promotions are done fairly, objectively, and as per rules.

2. Composition of DPC
 Headed by a Chairperson (often senior-most officer or UPSC representative).
 Includes members (senior officers from the same or related department).
 Vigilance officer/representative may be consulted for clearance.
 For Group A posts, UPSC’s involvement is mandatory.

3. Functions of DPC
1. Promotion
o Evaluate service records (Confidential Reports/APARs).

o Consider seniority, merit, integrity.

o Apply reservation rules & roster system.

2. Confirmation
o Confirm probationers after successful completion of probation.
 3. Assessment for Upgradation
o Screening for Modified Assured Career Progression (MACP).

4. Other HR Functions
o Consider cases of ad-hoc promotion regularisation.

o Handle selection/non-selection methods for promotion.

4. Factors Considered by DPC

 APAR/ACR grading (performance reports).
 Seniority list.
 Vigilance clearance (no pending corruption/disciplinary case).
 Service record (integrity, efficiency, conduct).
 Reservation roster (SC/ST/OBC/EWS/PwBD representation).

5. Types of Promotion Methods

 Seniority-cum-Fitness → Senior-most considered fit gets promoted.
 Merit-cum-Seniority → Merit first, then seniority considered.
 Selection → Based on competitive merit (usually for higher posts).

6. Link with Vigilance

 No promotion is given if:
o Officer is under suspension, or

o Disciplinary proceedings/vigilance case is pending.

 In such cases, the officer’s name is kept in a sealed cover and reviewed later.

✅ In short:
The DPC ensures fair, rule-based promotions in Govt. institutions, checking service
record, integrity, vigilance clearance, and applying reservation rules.
Pay Fixation in Government Service
1. Meaning
👉 Pay Fixation means determining the pay of an employee when:

 He/She joins service,

 Gets promoted,
 Is granted upgradation under MACP (Modified Assured Career Progression), or
 Shifts to a higher pay structure after a Pay Commission revision.
It ensures pay is fixed fairly, consistently, and as per rules (mainly Fundamental Rules
(FR 22), CCS (Revised Pay) Rules, and DoPT orders).

2. When Pay Fixation Happens?

1. On First Appointment → At minimum of pay scale / pay level.
2. On Promotion / Financial Upgradation (MACP)
o One increment in the old level, then placed in the next higher pay level
(7th CPC matrix).
3. On Pay Commission Revision (e.g., 6th → 7th CPC).
4. On Re-employment / Absorption after retirement.
5. On Option for Fixation → Employee may opt to fix pay from date of promotion
or from next increment date.

3. Rules Governing Pay Fixation

 FR 22(I)(a)(1): On promotion → one increment in lower level + placement at
next higher cell in new pay level.
 FR 23: Pay on appointment should not be less than minimum of scale.
 CCS (Revised Pay) Rules, 2016 (7th CPC): Pay fixed in Pay Matrix instead of
pay bands/grade pay.

4. Example of Pay Fixation (7th CPC, Promotion Case)

Suppose:
 Current Pay: Level 6, Cell 6 → ₹44,900
  On Promotion: Eligible for Level 7
Step 1: Give 1 increment in old level → Level 6, Cell 7 = ₹46,200
Step 2: Fix in next higher cell of new level (Level 7) → ₹46,800
✅ New Pay after promotion = ₹46,800

5. Important Points
 Option Rule: Employee may choose fixation from promotion date OR from next
increment date (whichever is beneficial).
 Stepping up of Pay: If a junior gets more pay due to anomaly, senior’s pay is
stepped up.
 Personal Pay: Sometimes granted to protect pay in special cases (absorptions,
pay anomalies).
 Protected Pay: No reduction in basic pay when moving to new pay structure.

6. Why Pay Fixation is Important?

 Ensures equity among employees.
 Prevents pay anomalies after promotion/revision.
 Maintains motivation and transparency.

✅ In short:
Pay fixation = official process of setting correct pay whenever there’s a new
appointment, promotion, or pay revision → governed by FR 22, CCS (RP) Rules, 2016,
and DoPT guidelines.
Seniority in Government Service
1. Meaning
👉 Seniority means the order of precedence of government employees in a particular
grade/cadre/service.
 It determines who is senior and who is junior, which directly affects promotion,
posting, deputation, and other service benefits.

2. Rules Governing Seniority

  DoPT Guidelines (consolidated seniority rules).
 Recruitment Rules (RRs) of each post.
 Court judgments (e.g., Direct Recruits vs Promotees case).

3. Basis of Seniority Fixation

1. Direct Recruitment (through UPSC/SSC/etc.)
o Seniority is based on merit/rank in the selection list.

o If two people join same day, order given by recruiting body is followed.

2. Promotions
o Seniority is based on order in the panel prepared by DPC/Selection
Committee.
3. Direct Recruits vs Promotees (Quota–Roster system)
o Seniority is fixed according to rotation of quotas (if 50% posts are for
direct recruits and 50% for promotees).
o Example: 1st post → Direct recruit, 2nd → Promotee, 3rd → Direct
recruit, 4th → Promotee, etc.
o This is called Quota-Rotation Principle.

4. Technical Resignations/Transfers
o If someone joins after technical resignation, past service may be counted.

4. Special Principles
 Date of joining matters if appointment letters are on different dates.
 Provisional service counts only after regularization.
 Ad hoc/contractual service does not count for seniority.
 Seniority cannot be claimed from a date before actual appointment.

5. Why Seniority is Important?

 Decides eligibility for promotion.
  Used in posting/transfer preferences.
 Impacts inter-se ranking of employees.
 Ensures fairness and order in service matters.

✅ In short:
Seniority = rank/order of employees in a cadre, fixed by recruitment rules, DoPT
guidelines, and quota–rotation principle, and it is the basis for promotion and career
growth.

Would you like me to also prepare a quick comparison chart: Direct Recruits vs
Promotees Seniority Fixation for easy memorization?
You said:
MORE EXPLANATION
ChatGPT said:
Perfect 👍 Let’s go deeper into Seniority with more detailed explanations, rules, and
illustrations.

🏅 Seniority in Government Service – Detailed Explanation

1. Definition
Seniority is the relative position of an employee in a service/cadre/post, compared to
others.
 It decides who comes first for promotion, deputation, training, or higher
responsibilities.
 Example: If two employees are in the same cadre, the senior one will be
considered first for promotion.

2. General Principles of Seniority (DoPT Guidelines)

1. Seniority of Direct Recruits
o Based on the order of merit/rank recommended by the recruiting
authority (UPSC, SSC, selection committee, etc.).
 o Example: If 10 candidates are selected, the candidate ranked 1st will be
the senior-most, 2nd next, and so on — even if some of them join later due
to delayed joining.
2. Seniority of Promotees
o Based on the order of recommendation by the DPC (Departmental
Promotion Committee).
o Example: If DPC recommends 3 promotees in order A, B, C → their
seniority will also be A > B > C.
3. Direct Recruits vs Promotees (Quota–Rotation Rule)
o When both Direct Recruits (DR) and Promotees (PR) fill posts in a ratio
(say 50:50), their seniority is interwoven by rotation.
o Example: If the rule says 1 DR : 1 PR → seniority list will be DR1, PR1,
DR2, PR2 … (even if one group joins later).
o This prevents one group from getting all seniority at once.

3. Important DoPT Principles

 Date of Joining:
o Seniority usually does not depend on actual date of joining, but on the
merit list/selection list.
o However, if a candidate fails to join within the prescribed joining time
(without valid reason), he may lose seniority.
 Provisional / Ad hoc Service:
o Does not count for seniority until the appointment is regularized.

 Transfer/Technical Resignation:
o If an employee moves from one service to another via technical
resignation, his past service may be counted for seniority (as per DoPT
orders).
 Seniority Cannot Be Claimed Retrospectively:
o You cannot claim seniority from a date before your actual appointment
(as per Supreme Court rulings).

4. Special Cases
 1. Tied Seniority (same day joining):
o Seniority is decided by:

 Order of merit, OR
 Age (older candidate may be treated senior if rules allow).
2. LDC/UDC type cadres:
o If recruitment is through multiple channels (Direct + Departmental exams
+ Promotion), quota-roster applies.
3. Litigation Cases:
o Many disputes arise between direct recruits vs promotees.

o Courts usually apply the quota-rotation principle unless recruitment

rules are violated.

5. Illustration (Quota–Rotation Rule)

Suppose 4 vacancies → 2 Direct Recruits (DR) + 2 Promotees (PR) in 50:50 ratio.
 Selection results:
o DR: A, B (merit order)

o PR: X, Y (DPC order)

 Seniority List after Quota–Rotation:

1. DR–A
2. PR–X
3. DR–B
4. PR–Y
Even if promotee X joined service earlier than DR–A, A remains senior, because merit
list decides.

6. Why Seniority is Sensitive?

 It decides career progression.
 Small mistakes in fixing seniority → long litigations, disputes, and court cases.
  That’s why DoPT issues consolidated seniority guidelines (latest in 2022) to
maintain uniformity.

✅ In summary:

 Direct recruits → seniority by merit list.

 Promotees → seniority by DPC order.
 DR vs PR → fixed by quota–rotation principle.
 Ad hoc service doesn’t count until regularized.
 No retrospective seniority before actual joining.
Legal Matters in Service Rules
1. Meaning
👉 Legal matters in government service mean any issue relating to an employee’s service
conditions, rights, or obligations that requires interpretation or enforcement of laws,
rules, regulations, or court judgments.

2. Types of Legal Matters in Service

(A) Service-Related Disputes
 Recruitment/appointment disputes
 Seniority disputes
 Pay fixation, promotion, increments
 Transfer/posting issues
 Reservation roster disputes
 Pension, retirement benefits
(B) Disciplinary & Vigilance Matters
 Misconduct (under CCS Conduct Rules)
 Disciplinary action (under CCS CCA Rules)
 Corruption, bribery, misuse of official position
 Vigilance clearance before promotion/DPC
(C) Leave & Attendance Matters
 Denial of leave
 Counting of service period for leave/pension
 Medical leave disputes under Medical Attendance Rules/CGHS
(D) Legal Compliance Issues
 RTI Act, 2005 → obligation to provide information
 POSH Act (Prevention of Sexual Harassment at Workplace) → handling
complaints
 Reservation in Service → constitutional compliance
(E) Litigation
 Employees may approach:
o Departmental Appellate Authority (first appeal)

o Administrative Tribunal (CAT) under Administrative Tribunals Act,

1985
o High Court / Supreme Court (writ petitions, appeals)

3. Authorities Handling Legal Matters

 Departmental Legal Cell / Vigilance Section → first level scrutiny.
 Central Administrative Tribunal (CAT) → specialized court for service
matters.
 High Courts & Supreme Court → constitutional remedies.
 DoPT & Ministry of Law & Justice → policy/interpretation of rules.

4. Examples of Legal Matters

 An employee claims wrong fixation of pay → legal case.
 Dispute over seniority list between direct recruits and promotees.
 Employee punished for misconduct challenges penalty in CAT.
 SC/ST employee files case for reservation roster violation.
  Pension denied due to service break → employee approaches court.

✅ In short:
Legal Matters in Service = any dispute, rule interpretation, or compliance issue
regarding government employees’ service conditions, which may need legal remedy
through departmental appeal, CAT, or courts.

Would you like me to make a table of common Legal Matters vs. Relevant Rule/Act
(like Pay Fixation → FR/SR, Misconduct → CCS Conduct Rules, Pension → CCS
Pension Rules, etc.) for quick reference?
You said:
MORE EXPLANATION EASY TO REMEMBER FOR ASSISTANT REGISTRAR
ChatGPT said:
Perfect 👍 Since you’re preparing for Assistant Registrar, I’ll simplify Legal Matters so
you can remember easily in exam/interview.

⚖️Legal Matters (Easy-to-Remember for Assistant Registrar)

👉 Think of Legal Matters as problems of employees in office life that require rules +
law + tribunal/court.

1. Main Areas of Legal Matters

📌 Use this memory trick → “SSP-DR”

 S → Seniority
 S → Service conditions (pay, promotion, leave, pension)
 P → Punishment/disciplinary issues
 D → Disputes (transfer, posting, reservation)
 R → Rules & Regulations (RTI, POSH, Reservation, etc.)

2. Types (with simple examples)

1. Recruitment & Appointment
 o Ex: Wrong selection procedure → candidate files case.

2. Seniority & Promotion

o Ex: Promotee vs Direct Recruit dispute → who is senior?

3. Pay Fixation / Pension

o Ex: Employee says “My pay was not fixed correctly as per 7th CPC.”

4. Leave/Service Benefits
o Ex: Denial of maternity leave for 3rd child → becomes legal matter.

5. Disciplinary Cases
o Ex: Bribery, misuse of official position → handled under CCS (CCA)
Rules.
6. Reservation / Roster Issues
o Ex: SC/OBC candidate says roster was not followed → goes to court.

7. Compliance Acts
o RTI Act → Citizen asks info, employee denies → legal dispute.

o POSH Act → Complaint of workplace harassment.

3. Where Legal Matters Go?

📌 Easy chain to remember → Dept → Tribunal → Courts

 First: Departmental Appeal (within office/Ministry)

 Then: CAT (Central Administrative Tribunal – special court for service matters)
 Finally: High Court / Supreme Court (constitutional remedy)

4. Authorities Involved
 Vigilance Section → corruption/misconduct cases
 DoPT (Dept. of Personnel & Training) → clarifications on rules
 Legal Cell → handles court cases for institute
 CAT / Courts → final decisions
5. Why Assistant Registrar Must Know?
 AR deals with file movement, noting, drafting, implementation of rules.
 Many files you handle will be legal matters → promotions, reservations, pay
disputes, disciplinary cases.
 You must ensure proper rule application to avoid litigation.

✅ One-line formula to remember:

👉 Legal Matters = Service disputes (seniority, pay, promotion, leave, pension) +
Discipline/vigilance + Reservation/Acts → handled by Dept → CAT → Courts.
Foreign Service (FR & SR)
1. Meaning
👉 When a Government servant works under another employer (outside his parent
cadre/department) but still remains a Govt. servant → it is called Foreign Service.
 The other employer = Foreign Employer (can be State Govt., PSU, University,
Autonomous Body, or even International Org. like UN/WHO).
 The officer’s lien (permanent post) remains in parent dept.

2. Conditions
 Requires sanction of the President / Competent Authority.
 Employee continues to follow Govt. Conduct Rules.
 Terms of service (pay, leave, pension contribution) are fixed in advance.

3. Pay & Allowances

 Employee may get pay from foreign employer (often higher) but Govt. must
approve.
 Leave Salary & Pension Contribution → paid by foreign employer to Govt. (so
govt. service is not broken).
 If foreign employer doesn’t pay, employee may pay himself.

4. Benefits
✔ Wider exposure (UN, World Bank, International Projects).
✔ Higher pay and allowances.
✔ Service continuity (seniority, pension not affected).

5. Restrictions
 Govt. servant cannot accept foreign service without proper approval.
 Must return to parent cadre after deputation ends.
 Maximum period is generally 5 years (can be extended with approval).

6. Example
 A Professor from NIT Jamshedpur is sent to work at UNESCO, Paris for 3
years → this is Foreign Service.
 During this period, UNESCO pays salary, but Govt. counts this period for
pension & seniority (since pension contribution is deposited).

✅ Easy Formula to Remember:

👉 Foreign Service = Govt. servant works outside Govt. → Still remains Govt.
employee → Pension & seniority protected if contributions paid.

putation (FR & SR context)

1. Meaning
👉 Deputation means a Government servant is temporarily sent to another
post/department/organization, but:
 He remains an employee of parent cadre,
 Draws pay as per rules,
 Returns after deputation period.
📌 Key: It is within Government system (Central, State, PSU, Autonomous body, etc.).

2. Features of Deputation
 Always with consent of employee + approval of competent authority.
  Temporary arrangement, not permanent transfer.
 Employee enjoys protection of lien in parent cadre.
 Deputation Allowance may be given (usually 5–10% of basic pay, subject to
limits).
 Tenure usually 3–5 years, extendable.

3. Pay & Allowances

 Employee may choose parent pay + deputation allowance OR pay of
deputation post, whichever is better, as per rules.
 Other allowances as applicable in new post.

4. Example
 An Assistant Registrar at NIT Jamshedpur goes to work in UGC, New Delhi on
deputation for 3 years.
 After 3 years, he returns to NIT Jamshedpur.

⚖️Foreign Service vs Deputation (Easy Table)

Aspect Deputation Foreign Service

Non-Govt./external body (NGO,

Govt. dept./PSU/autonomous
Employer University, UN, International org,
body
private co. etc.)

Who pays Parent Govt. (with deputation Foreign employer (but must pay
Salary allowance) or borrowing dept. leave/pension contribution to Govt.)

Approval President/Competent Authority (more

Competent Authority
Needed strict)

Service
Yes, lien in parent cadre Yes, if pension contributions paid
Continuity

Example NIT faculty → deputation to UGC NIT faculty → deputation to UNESCO

✅ Memory Trick:
👉 Deputation = within Govt. system
👉 Foreign Service = outside Govt. system but with Govt. approval

1. Major Labour Laws (Memory Trick → “MWLSI”)

 M – Minimum Wages Act, 1948
 W – Workmen’s Compensation (Employees’ Compensation) Act, 1923
 L – Labour Welfare Acts (Factories Act, 1948 / ESI Act, 1948)
 S – Social Security Acts (EPF Act, 1952 / Payment of Gratuity, 1972)
 I – Industrial Relations Acts (Industrial Disputes Act, 1947 / Trade Union Act,
1926)

2. Important Acts (Short & Easy)

1. Minimum Wages Act, 1948
o Fixes minimum wages for workers.

o Prevents exploitation.

2. Payment of Wages Act, 1936

o Timely payment of wages.

o No unauthorized deductions.

3. Payment of Bonus Act, 1965

o Bonus to employees (profit-linked / productivity).

4. Payment of Gratuity Act, 1972

o Gratuity = lump sum after 5 yrs service (retirement, resignation, death).

5. EPF & Miscellaneous Provisions Act, 1952

o Compulsory PF contribution (employee + employer).

o Pension & Insurance benefits.

6. Employees’ State Insurance (ESI) Act, 1948

o Medical care + cash benefits in sickness, maternity, accidents.

7. Factories Act, 1948

 o Health, safety, welfare in factories.

o Hours of work, leave rules.

8. Industrial Disputes Act, 1947

o Mechanism for strikes, lockouts, retrenchment.

o Settlement through conciliation/tribunals.

9. Trade Union Act, 1926

o Registration & rights of trade unions.

3. New Labour Codes (after 2020 consolidation)

👉 Govt. merged 29 labour laws into 4 Codes (notified but implementation pending in
many states):
1. Code on Wages, 2019 – wages, bonus.
2. Industrial Relations Code, 2020 – strikes, unions, disputes.
3. Occupational Safety, Health & Working Conditions Code, 2020 – factories,
mines, safety.
4. Social Security Code, 2020 – PF, ESI, gratuity, maternity, gig workers.

4. Relevance to Assistant Registrar

 Handling contract workers, outsourced staff → ensure min. wages, ESI, EPF
compliance.
 Ensuring NIT/IISER/IIIT follows Govt. labour regulations for non-regular
employees.
 Drafting replies in labour disputes/RTI/legal cases.
 Coordinating with Labour Commissioner / PF office / ESI office.

✅ One-Line Formula to Remember:

👉 Labour Laws = Wages + Safety + Social Security + Disputes + Welfare.

Service Rules (Central Govt. Employees)

👉 Service Rules = a set of rules that govern service conditions of Govt. employees (pay,
leave, conduct, discipline, retirement, etc.).
👉 For Assistant Registrar in NITs/Institutes → Mostly based on Central Civil Services
(CCS) Rules + NIT Act & Statutes.

1. Main Service Rules Framework

1. Fundamental Rules (FR)
o Deal with pay, leave, foreign service, retirement, deputation, lien, etc.

o FR = broad principles.

2. Supplementary Rules (SR)

o Detailed procedures → TA/DA, joining time, daily allowance, medical
rules, etc.
3. CCS (Conduct) Rules, 1964
o Do’s and Don’ts for employees → integrity, no dowry, no corruption, no
unauthorized communication, no political activity.
4. CCS (Leave) Rules, 1972
o Types of leave → Earned Leave, HPL, Commuted Leave, Maternity
Leave, Study Leave, etc.
5. CCS (Pension) Rules, 1972 / CCS (Pension) Rules, 2021 (new)
o Retirement, pension, gratuity, family pension.

6. CCS (CCA) Rules, 1965 (Classification, Control & Appeal)

o Deals with disciplinary proceedings, penalties, suspension, appeals.

2. Other Related Rules

 TA/DA Rules – travel & daily allowance on duty.
 Medical Attendance Rules / CGHS Rules – medical reimbursement, CGHS
facility.
 Reservation Rules – SC/ST/OBC/EWS/PwBD representation.
 RTI Act, 2005 – transparency in service matters.
 Conduct & Vigilance Rules – corruption, integrity, disciplinary cases.
3. Why Important for Assistant Registrar?
 You’ll be handling establishment section (service books, leave, pension,
promotion, pay fixation).
 Ensuring compliance with Govt. rules in NIT/IISER/IIIT.
 Handling disciplinary matters, DPC, vigilance clearance, legal cases.
 Drafting office orders (leave sanction, deputation, pay fixation).

✅ Memory Trick:
👉 Service Rules = Pay + Leave + Conduct + Pension + Discipline

CCS (Pension) Rules

👉 These rules govern retirement benefits (pension, gratuity, family pension, etc.) of
Central Government employees.

1. Applicability
 Applies to Central Govt. civil employees (including autonomous institutes like
NITs, IISERs, IIITDM if adopted).
 Does not apply to defence personnel.

2. Types of Pension
1. Superannuation Pension
o On retirement at age of 60 years (normal retirement).

2. Retiring Pension
o Voluntary retirement after 20 years of qualifying service (with notice).

3. Invalid Pension
o If employee retires due to ill health.

4. Compensation Pension
o If post is abolished and employee is not absorbed elsewhere.

5. Compulsory Retirement Pension

o If employee is compulsorily retired as a penalty.
 6. Family Pension
o Paid to spouse / dependent family after employee’s death (while in
service or after retirement).

3. Gratuity
 Retirement gratuity = lump sum paid after 5 years of qualifying service.
 Death gratuity = paid to nominee if employee dies in service (rates depend on
length of service).

4. Qualifying Service
 Normally minimum 10 years for pension.
 Must have served in a permanent capacity (temporary service counts if
confirmed).

5. Commutation of Pension
 Employee can take up to 40% of pension as lump sum (commuted value).
 Balance continues as monthly pension.

6. New Rules
 Earlier → CCS (Pension) Rules, 1972.
 Now replaced by CCS (Pension) Rules, 2021 (effective for employees recruited
before 1 Jan 2004).
 For employees after 1 Jan 2004 → covered under NPS (National Pension
System), not old pension rules.

7. Why Important for Assistant Registrar?

 You’ll deal with pension cases of retiring employees.
 Need to verify qualifying service, leave encashment, vigilance clearance,
gratuity calculation.
 Must ensure timely pension payment to retirees/family.
✅ One Line Formula to Remember:
👉 CCS Pension Rules = Pension + Family Pension + Gratuity + Commutation.

Would you like me to also prepare a step-by-step “Pension Settlement Procedure”

(what Assistant Registrar has to do when an employee retires)?
You said:
Gratuity
ChatGPT said:
Perfect 👍 Let’s make Gratuity very clear and easy to remember for your Assistant
Registrar prep.

📘 Gratuity (under CCS Pension Rules & Payment of Gratuity Act, 1972)

👉 Gratuity = One-time lump sum payment made by employer to employee as a mark

of recognition for long service.

1. Types of Gratuity
1. Retirement Gratuity
o Given to an employee who retires / superannuates / takes voluntary
retirement after at least 5 years of qualifying service.
2. Death Gratuity
o Paid to nominee/legal heirs if employee dies in service (no minimum
service needed).
o Amount depends on completed years of service.

2. Eligibility
 Central Govt. employees covered under CCS (Pension) Rules.
 Autonomous bodies (like NITs/IISERs/IIITDM) usually follow the same.
 Must have 5 years service for retirement gratuity (not required for death
gratuity).
3. Calculation
 Formula for Retirement Gratuity:
Gratuity=Last Basic Pay + DA×1/4 month×completed 6-monthly periods of service\
text{Gratuity} = \text{Last Basic Pay + DA} \times \text{1/4 month} \times \
text{completed 6-monthly periods of
service}Gratuity=Last Basic Pay + DA×1/4 month×completed 6-monthly periods of servi
ce
 Maximum ceiling: ₹20 lakh (as per latest amendment).

4. Death Gratuity Slabs (easy table):

Service Length Death Gratuity Payable

< 1 year 2 × Basic Pay

1 – 5 years 6 × Basic Pay

5 – 20 years 12 × Basic Pay

Half of emoluments × No. of completed 6-monthly periods (max 33

> 20 years
times)

5. Tax Status
 Gratuity is tax-free up to ₹20 lakh (latest rule).

6. Why Important for Assistant Registrar?

 You’ll have to:
✅ Verify employee’s qualifying service.
✅ Calculate gratuity amount.
✅ Check vigilance/disciplinary clearance.
✅ Forward sanction order to Accounts for payment.

✅ Memory Trick:
👉 Gratuity = Gratitude of Govt. in lump sum (20 lakh max).
👉 5 years needed (except death cases).
Would you like me to also prepare a short “Step-wise Gratuity Settlement Process”
flowchart (for when an employee retires/dies in service)?
You said:
Now replaced by CCS (Pension) Rules, 2021 (
ChatGPT said:
Yes ✅ you caught it correctly! Let me explain clearly about the replacement of old CCS
(Pension) Rules, 1972 by CCS (Pension) Rules, 2021 in a simple, exam-oriented way 👇

📘 CCS (Pension) Rules, 2021

👉 Notified on 20 December 2021 to replace the CCS (Pension) Rules, 1972.

👉 Applicable to Central Govt. employees recruited before 01.01.2004 (Old Pension
Scheme).
👉 Employees recruited on/after 01.01.2004 are under NPS (National Pension System)
→ not covered by these rules.

🔑 Key Features of CCS (Pension) Rules, 2021

1. Superannuation Pension
o Retirement age 60 years.

o Pension = 50% of last pay drawn (if 33 years qualifying service).

o Pro-rata if service is less.

2. Qualifying Service
o Minimum 10 years service for pension.

o For gratuity → minimum 5 years (not needed in case of death).

3. Gratuity
o Retirement gratuity + death gratuity rules retained.

o Ceiling = ₹20 lakh.

4. Family Pension
o Enhanced family pension for first 10 years after death (if in service or
within 7 years of retirement).
o Normal family pension = 30% of last pay drawn.
 5. Commutation of Pension
o Up to 40% pension can be commuted (lump sum).

o Restoration after 15 years.

6. Voluntary Retirement
o Allowed after 20 years of qualifying service.

7. Compulsory Retirement / Penalty Pension

o Pension can be reduced/withheld in case of disciplinary proceedings.

✨ Main Differences vs 1972 Rules

Old (1972) New (2021)

Scattered amendments Consolidated & updated

Language old & complex Modern, simplified drafting

Some provisions obsolete Removed & aligned with NPS era

Ambiguities in family pension, gratuity Clarified with clear ceilings & formulas

📝 Why Important for Assistant Registrar?

 You will process pension, gratuity, and family pension cases.

 Must know who is covered (pre-2004) and who is under NPS (post-2004).
 Ensure timely pension sanction, commutation, and family pension settlement.

✅ Memory Formula:
👉 CCS Pension Rules, 2021 = Pension + Family Pension + Gratuity + Commutation
(for pre-2004 employees).
👉 Post-2004 → NPS only.

Would you like me to also give you a step-by-step “Pension Settlement Workflow”
(who prepares, who verifies, who sanctions) so you can easily recall in exam & also
use in office work?
You said:
yes
ChatGPT said:
Great 👍 Let’s make the Pension Settlement Workflow very clear and stepwise — useful
both for exam and for actual office duty as an Assistant Registrar.

📝 Pension Settlement Workflow (under CCS Pension Rules, 2021)

📌 Step 1: Identification of Retiring Employee

 Establishment section prepares list of employees retiring in next 12–24 months.

 Pension papers initiated 1 year before retirement.

📌 Step 2: Verification of Service

 Service Book checked for:

✅ Date of appointment & retirement
✅ Qualifying service (leave, suspension, EOL entries)
✅ Promotions, pay fixation, increments
✅ Integrity/vigilance clearance

 Head of Office issues service verification certificate.

📌 Step 3: Preparation of Pension Papers

Forms filled by employee & office:

 Form 5 – Pension application
 Form 6 – Particulars of family for family pension
 Form 7 – Pension calculation & forwarding form
Employee chooses:
 Commutation (up to 40%)
 Bank account details

📌 Step 4: Forwarding to Pay & Accounts Office (PAO)

 Head of Office forwards completed pension case 6 months before retirement.

  Includes:
✅ Pension papers
✅ Service book
✅ Gratuity calculation
✅ Vigilance clearance

📌 Step 5: Scrutiny & Authorization by PAO

 PAO verifies calculations.

 Issues Pension Payment Order (PPO) in triplicate:
o One copy → Retiring employee

o One copy → Pension Disbursing Bank/Treasury

o One copy → Office record

📌 Step 6: Disbursement

 From date of retirement:

✅ Pension credited monthly to bank
✅ Gratuity lump sum paid
✅ Commutation lump sum paid (if opted)

✨ In Case of Death While in Service

1. Family submits claim (Form 12).

2. Death gratuity + family pension sanctioned.
3. PPO issued to spouse/eligible family member.

🎯 Easy Memory Trick (for Exam)

👉 3 V’s + 3 P’s = Pension Process

 V1: Verification of service

 V2: Vigilance clearance
 V3: Validation of forms
 P1: Preparation of pension papers
  P2: PPO by PAO
 P3: Payment by Bank

✅ This sequence is exactly how files move in Establishment → Accounts → PAO →

Bank, which is very useful for your Assistant Registrar role.
New Pension Scheme (NPS)
👉 Introduced by Government of India: 1 January 2004
👉 Applicable to: Central Govt. employees (except Armed Forces) recruited on/after
01.01.2004
👉 Managed by: PFRDA (Pension Fund Regulatory and Development Authority)
👉 Also called: National Pension System

🔑 Key Features

1. Contribution-based (Defined Contribution)

o Employee contributes 10% of Basic Pay + DA every month.

o Govt. contributes 14% (earlier 10%) of Basic Pay + DA.

o Contributions go into individual PRAN (Permanent Retirement

Account Number).
2. Tiered Structure
o Tier I (mandatory):
🔹 Long-term retirement account.
🔹 Withdrawal restricted.
🔹 At retirement (age 60):

 60% can be withdrawn (tax-free)

 40% must be invested in annuity (monthly pension)
o Tier II (optional):
🔹 Voluntary savings account.
🔹 Withdrawals anytime (like a savings scheme).

3. Pension Wealth Management

o Funds invested in market instruments:
✅ Equity (E)
✅ Corporate bonds (C)
✅ Government securities (G)
 o Employees can choose investment mix or leave to default scheme.

4. Tax Benefits (Income Tax Act, Sec 80CCD)

o Employee contribution up to ₹1.5 lakh eligible for deduction (under
80C).
o Additional deduction ₹50,000 under 80CCD(1B).

5. Exit / Withdrawal Rules

o On superannuation (60 yrs):

 60% withdrawal allowed (tax-free).

 40% compulsory annuity.
o On death in service:

 Full accumulated corpus given to nominee/family.

🔄 Difference: OPS vs NPS

Old Pension Scheme (OPS) New Pension Scheme (NPS)

Defined benefit (50% of last pay as Defined contribution (depends on accumulated

pension) corpus)

Govt. bears pension liability Shared contribution (Employee + Govt.)

Guaranteed lifelong pension Market-linked, not guaranteed

No employee contribution Employee contributes 10% of pay+DA

Covers pre-2004 Covers post-2004 recruits

✨ Why Important for Assistant Registrar?

 You will handle NPS subscriptions, PRAN accounts, nomination, and final
settlement for employees recruited after 2004.
 Need to check Govt. + Employee contributions are deposited regularly.
 Guide staff on withdrawal rules, tax benefits, and annuity purchase.
✅ Memory Tip:
👉 OPS = “Old Promise Scheme” → Govt. promises pension.
👉 NPS = “New Participation Scheme” → Employee & Govt. both participate
(contribute).
General Financial Rules (GFR), 2017
👉 Issued by: Ministry of Finance, Department of Expenditure
👉 Applicability: All Central Government Ministries, Departments, Autonomous
Bodies (like NITs, IISERs, IITs, etc.)
They are the basic financial rules that govern:
 How Govt. money is received, spent, and accounted for.
 Procurement, contracts, grants, and utilization of public funds.

🔑 Key Provisions of GFR

1. Receipts & Expenditure

 All money received → must be credited to Govt. account.
 No expenditure without Budget provision + sanction + approval.
 Principle: “No expenditure without authority of law.”

2. Budget & Appropriation

 Each Dept. prepares Annual Budget Estimates.
 Spending limited to sanctioned grants/appropriations.
 Re-appropriation allowed with approval.

3. Procurement Rules
 Follow transparency, competition, fairness.
 Methods:
✅ GeM (Government e-Marketplace) – preferred for common goods/services.
✅ Limited Tender, Open Tender, Single Tender – as per value.

 Rule 149: Procurement of goods through GeM is mandatory.

 Rule 155: Purchase of goods up to ₹25,000 can be made without quotations.
  Rule 166: Limited tender up to prescribed limits.

4. Works & Contracts

 Rules for public works (construction, maintenance).
 Must have Administrative approval, Expenditure sanction, Technical
sanction.
 E-tendering compulsory beyond certain limits.

5. Grants-in-Aid
 Given to autonomous bodies, NGOs, institutions.
 Must ensure:
o Proper utilization certificates (UCs).

o Accounts audited by CAG/Chartered Accountant.

6. Inventory & Asset Management

 Maintain Stock Registers, Asset Registers.
 Periodic verification mandatory.

7. Accounts & Audit

 All accounts maintained as per prescribed formats.
 Audit by CAG to ensure compliance & accountability.

✨ Easy Memory Trick (for GFR)

👉 Think of 7 Pillars of Financial Discipline:

1. Receipt of govt. money

2. Expenditure with sanction
3. Budgeting & control
4. Procurement (GeM, tender)
 5. Works & contracts
6. Grants-in-aid with UC
7. Audit & accounts

🎯 Relevance for Assistant Registrar

 You will deal with:

o Purchase of goods/services (tender/GeM).

o Budget control & UC submission.

o Grants to departments/projects.

o Audit queries & compliance.

Would you like me to also prepare a one-page “Important GFR Rules (with Rule No.
+ key point)” list for quick revision?
You said:
different types of tender
ChatGPT said:
Great question 👍 … knowing the types of tenders is very important for financial
administration, purchase rules, and also for exams like Assistant Registrar. Let’s make
it very clear and easy to remember.

📘 Types of Tender in Government Procurement

1. Open Tender
 Most transparent & preferred method.
 Advertised publicly (newspaper, websites, CPP portal, GeM).
 Any eligible supplier can participate.
 Ensures maximum competition, fair price.
📌 Example: NIT wants to buy lab equipment worth ₹50 lakhs → invites open tender.
2. Limited Tender
 Sent only to a limited number of pre-identified suppliers.
 Used when:
o Number of suppliers is limited.

o Item is of standard type, readily available.

 Ensures speed & efficiency but less competition.

📌 Example: Repair of branded machinery → tender sent only to authorized dealers.

3. Single Tender / Proprietary Tender

 Order placed with only one supplier.
 Used when:
o Item is proprietary / unique.

o Only one source/manufacturer exists.

o Emergency purchase (with proper justification).

📌 Example: Buying a specific branded software from the OEM.

4. Two-Bid / Two-Cover System

 Used for high-value or technical works.
 Part 1: Technical bid (qualifications, experience, specifications).
 Part 2: Financial bid (price).
 Financial bids opened only if technical bid is qualified.
📌 Example: Construction of hostel building, IT projects.

5. Global Tender
 Inviting suppliers from outside India also.
 Used for high-value, specialized equipment not available domestically.
📌 Example: Importing a high-end research instrument for a lab.
6. Rate Contract Tender
 Agreement with supplier(s) for supply of goods at fixed rates for a period.
 Saves time for repetitive purchases.
📌 Example: Stationery items for the whole institute.

✅ Quick Memory Trick (OLSTGR)

👉 Open → Wide competition

👉 Limited → Few vendors
👉 Single → One vendor (proprietary/emergency)
👉 Two-bid → Technical + Financial
👉 Global → International suppliers
👉 Rate contract → Fixed rate for long term

⚡ For Assistant Registrar, focus on:

 When to use Open, Limited, or Single tender.

 Rule 155, 166, 173 of GFR 2017 (procurement rules).
 GeM procurement (mandatory for many items).
General Financial Rules (GFR), 2017
👉 Issued by: Ministry of Finance, Department of Expenditure
👉 Applicability: All Central Government Ministries, Departments, Autonomous
Bodies (like NITs, IISERs, IITs, etc.)
They are the basic financial rules that govern:
 How Govt. money is received, spent, and accounted for.
 Procurement, contracts, grants, and utilization of public funds.

🔑 Key Provisions of GFR

1. Receipts & Expenditure

 All money received → must be credited to Govt. account.
 No expenditure without Budget provision + sanction + approval.
  Principle: “No expenditure without authority of law.”

2. Budget & Appropriation

 Each Dept. prepares Annual Budget Estimates.
 Spending limited to sanctioned grants/appropriations.
 Re-appropriation allowed with approval.

3. Procurement Rules
 Follow transparency, competition, fairness.
 Methods:
✅ GeM (Government e-Marketplace) – preferred for common goods/services.
✅ Limited Tender, Open Tender, Single Tender – as per value.

 Rule 149: Procurement of goods through GeM is mandatory.

 Rule 155: Purchase of goods up to ₹25,000 can be made without quotations.
 Rule 166: Limited tender up to prescribed limits.

4. Works & Contracts

 Rules for public works (construction, maintenance).
 Must have Administrative approval, Expenditure sanction, Technical
sanction.
 E-tendering compulsory beyond certain limits.

5. Grants-in-Aid
 Given to autonomous bodies, NGOs, institutions.
 Must ensure:
o Proper utilization certificates (UCs).

o Accounts audited by CAG/Chartered Accountant.

6. Inventory & Asset Management

  Maintain Stock Registers, Asset Registers.
 Periodic verification mandatory.

7. Accounts & Audit

 All accounts maintained as per prescribed formats.
 Audit by CAG to ensure compliance & accountability.

✨ Easy Memory Trick (for GFR)

👉 Think of 7 Pillars of Financial Discipline:

1. Receipt of govt. money

2. Expenditure with sanction
3. Budgeting & control
4. Procurement (GeM, tender)
5. Works & contracts
6. Grants-in-aid with UC
7. Audit & accounts

🎯 Relevance for Assistant Registrar

 You will deal with:

o Purchase of goods/services (tender/GeM).

o Budget control & UC submission.

o Grants to departments/projects.

o Audit queries & compliance.

Would you like me to also prepare a one-page “Important GFR Rules (with Rule No.
+ key point)” list for quick revision?
You said:
different types of tender
ChatGPT said:
Great question 👍 … knowing the types of tenders is very important for financial
administration, purchase rules, and also for exams like Assistant Registrar. Let’s make
it very clear and easy to remember.

📘 Types of Tender in Government Procurement

1. Open Tender
 Most transparent & preferred method.
 Advertised publicly (newspaper, websites, CPP portal, GeM).
 Any eligible supplier can participate.
 Ensures maximum competition, fair price.
📌 Example: NIT wants to buy lab equipment worth ₹50 lakhs → invites open tender.

2. Limited Tender
 Sent only to a limited number of pre-identified suppliers.
 Used when:
o Number of suppliers is limited.

o Item is of standard type, readily available.

 Ensures speed & efficiency but less competition.

📌 Example: Repair of branded machinery → tender sent only to authorized dealers.

3. Single Tender / Proprietary Tender

 Order placed with only one supplier.
 Used when:
o Item is proprietary / unique.

o Only one source/manufacturer exists.

o Emergency purchase (with proper justification).

📌 Example: Buying a specific branded software from the OEM.

4. Two-Bid / Two-Cover System
 Used for high-value or technical works.
 Part 1: Technical bid (qualifications, experience, specifications).
 Part 2: Financial bid (price).
 Financial bids opened only if technical bid is qualified.
📌 Example: Construction of hostel building, IT projects.

5. Global Tender
 Inviting suppliers from outside India also.
 Used for high-value, specialized equipment not available domestically.
📌 Example: Importing a high-end research instrument for a lab.

6. Rate Contract Tender

 Agreement with supplier(s) for supply of goods at fixed rates for a period.
 Saves time for repetitive purchases.
📌 Example: Stationery items for the whole institute.

✅ Quick Memory Trick (OLSTGR)

👉 Open → Wide competition

👉 Limited → Few vendors
👉 Single → One vendor (proprietary/emergency)
👉 Two-bid → Technical + Financial
👉 Global → International suppliers
👉 Rate contract → Fixed rate for long term

⚡ For Assistant Registrar, focus on:

 When to use Open, Limited, or Single tender.

 Rule 155, 166, 173 of GFR 2017 (procurement rules).
  GeM procurement (mandatory for many items).

Do you want me to also prepare a comparison table of tender types (features + when
used + advantages/disadvantages) for quick exam revision?
You said:
Elementary knowledge of Income Tax
ChatGPT said:
Perfect 👌 — for Assistant Registrar exam or administrative job, you only need
elementary knowledge of Income Tax (not deep CA-level). Let’s cover the basics in a
very simple & easy-to-remember way.

📘 Elementary Knowledge of Income Tax (India)

1. What is Income Tax?

 A direct tax levied by the Government of India on income earned by individuals,
firms, companies, etc.
 Legal basis: Income-tax Act, 1961.
 Collected by: CBDT (Central Board of Direct Taxes).

2. Who Pays Income Tax?

 Individuals (salaried, self-employed, professionals)
 HUF (Hindu Undivided Family)
 Firms/LLP
 Companies
 Trusts & AOP/BOI

3. Sources of Income (5 Heads of Income)

1. Income from Salary – salary, pension, allowances, perquisites.
2. Income from House Property – rent received.
 3. Profits & Gains of Business/Profession – business income, consultancy,
freelancing.
4. Capital Gains – profit from selling property, shares, land.
o Short-term & Long-term capital gains.

5. Income from Other Sources – interest, lottery, dividends, gifts.

👉 Total Income = Sum of all 5 heads – Exemptions – Deductions.

4. Exemptions (Tax-free income)

 Agricultural income (subject to conditions).
 Scholarships.
 Certain allowances (HRA, LTC, etc., partly exempt).
 PF withdrawal after 5 years.

5. Deductions (Chapter VI-A)

Reduce taxable income if you invest/spend in specified areas.
 Section 80C → Max ₹1.5 lakh (LIC, PPF, ELSS, PF, tuition fees, home loan
principal).
 Section 80D → Health insurance premium.
 Section 80G → Donations to charities.
 Section 24(b) → Home loan interest deduction (up to ₹2 lakh for self-occupied
house).

6. Tax Slabs (FY 2024-25, New Regime – default)

Individuals (below 60 years):
 Up to ₹3,00,000 → Nil
 ₹3,00,001 – ₹7,00,000 → 5% (rebate up to ₹7 lakh under 87A → Nil tax)
 ₹7,00,001 – ₹10,00,000 → 10%
 ₹10,00,001 – ₹12,00,000 → 15%
  ₹12,00,001 – ₹15,00,000 → 20%
 Above ₹15,00,000 → 30%
👉 Plus 4% Health & Education Cess

(Old regime with 80C, 80D deductions is optional, but new regime is default from 2023-
24.)

7. TDS (Tax Deducted at Source)

 Tax deducted by employer/bank at the time of paying salary, interest, rent, etc.
 Appears in Form 26AS.

8. ITR (Income Tax Return)

 Filed annually (usually between April–July).
 Types: ITR-1 (Sahaj, for salaried), ITR-2, ITR-3, etc.
 Filing mandatory if income > basic exemption limit.

9. Advance Tax & Self-Assessment Tax

 If tax liability > ₹10,000 in a year → pay in advance installments (June, Sept,
Dec, Mar).

10. For Govt. Officers (like Assistant Registrar)

 You don’t need deep calculation skills, but must know:
✅ How salary tax is deducted (Form 16).
✅ Basics of exemptions (HRA, LTC).
✅ Difference between old regime & new regime.
✅ Role of TDS & filing ITR.

✨ Memory Trick – 5E-DT

 5 Heads of income
 Exemptions (tax-free income)
 Deductions (80C, 80D, etc.)
  Tax slabs (progressive rates)
GST Rules – Quick Summary
🔹 1. What is GST?

 A single indirect tax on supply of goods & services (replaced excise, VAT,
service tax, etc.).
 Introduced: 1st July 2017.
 One Nation, One Tax → Simplifies tax structure.

🔹 2. Types of GST

1. CGST → Central GST (share of Centre).

2. SGST → State GST (share of State).
3. UTGST → Union Territory GST (for UTs).
4. IGST → Integrated GST (for inter-state supply/imports).
👉 Example:

 Selling goods in Jharkhand → CGST + SGST.

 Selling goods from Jharkhand to Delhi → IGST.

🔹 3. Registration

 Mandatory if turnover > ₹20 lakh (₹40 lakh for goods in some states).
 Compulsory for interstate suppliers, e-commerce, exporters.

🔹 4. Rates of GST

 0% – Essential items (milk, cereals, books).

 5% – Basic needs (rail tickets, edible oil, footwear <₹1000).
 12% – Processed food, computers, mobiles.
 18% – Services, normal goods, electronics.
 28% – Luxury items, sin goods (cars, tobacco, aerated drinks).
🔹 5. Input Tax Credit (ITC)

 Credit of tax paid on purchases can be used against tax on sales.

 Prevents tax on tax (cascading effect).

🔹 6. GST Returns

 GSTR-1 → Outward supplies (sales).

 GSTR-3B → Summary return (monthly).
 GSTR-9 → Annual return.

🔹 7. Penalties

 Late filing fee: ₹50/day (₹20/day for Nil return).

 Interest: 18% p.a. on late tax payment.
 Fake invoice/ITC fraud: heavy penalty & prosecution.

🔹 8. Special Schemes

 Composition Scheme → For small taxpayers (turnover < ₹1.5 crore).

o Pay fixed tax (1% traders, 5% restaurants, 6% services).

o Cannot claim ITC.

✅ Easy Memory Formula → “R-R-R-I-P-S”

 R – Registration
 R – Rates (0, 5, 12, 18, 28)
 R – Returns (GSTR-1, 3B, 9)
 I – Input Tax Credit
 P – Penalties
 S – Special Schemes (Composition)
Banking Procedures of Budgeting
When Govt. institutions (like NITs, IISERs, IITs) or offices prepare and use budgets,
banking procedures ensure control, transparency, and accountability.

🔹 1. Budget Preparation

 Each department prepares Estimated Income & Expenditure for the year.
 Sent to Finance/Budget section → consolidated → approved by Board/Govt.
 Budget classified as:
o Plan (development, projects, infrastructure).

o Non-Plan (salaries, maintenance, day-to-day expenses).

o Capital (assets, equipment).

o Revenue (recurring expenditure).

🔹 2. Allocation of Funds

 After approval, funds are sanctioned by Govt./MHRD/Finance Ministry.

 Released in installments to the institution’s bank account (Public Fund
Account/Treasury Account).

🔹 3. Banking Operations

 Receipts: Tuition fees, grants, project funds, donations → deposited in bank.

 Payments: Salaries, TA/DA, procurement, contractors → paid through bank
(cheques/online transfer).
 Separate Bank Accounts may be maintained for:
o Salary

o Projects (sponsored research, consultancy)

o Development grants

o Student funds

🔹 4. Budget Control
  Expenditure must stay within sanctioned head of account.
 Re-appropriation allowed (shifting money between heads with approval).
 Regular reconciliation with bank statements to prevent mismatch.

🔹 5. Audit & Accountability

 Internal Audit (by Accounts wing).

 External Audit (CAG/Chartered Accountant).
 Ensures compliance with General Financial Rules (GFR), PFMS (Public
Financial Management System), and Govt. norms.

🔹 6. Modern Systems

 PFMS (Public Financial Management System): All payments through digital

mode (DBT – Direct Benefit Transfer).
 E-Banking: NEFT/RTGS/Online Transfers instead of cheques.
 IFMS (Integrated Financial Management System): Used in many states for
budgeting + expenditure tracking.

✅ Memory Trick → B-A-B-C-A-M

 B → Budget Preparation
 A → Allocation of funds
 B → Banking Operations (receipts/payments)
 C → Control (head-wise limits, reconciliation)
 A → Audit & Accountability
 M → Modern Systems (PFMS, e-banking)

👉 This makes it easy to explain in exams or interviews if they ask “What is the role of
banking in budgeting of govt. institutions?”
Would you like me to also prepare a flowchart (Budget preparation → Allocation →
Banking → Expenditure → Audit) for quick revision?
You said:
Public Fund Account/Treasury Account
ChatGPT said:
Perfect 👍 Let’s make Public Fund Account & Treasury Account very clear and exam-
ready for you.

📘 Public Fund Account / Treasury Account

🔹 1. Treasury System (Traditional)

 Earlier, all Govt. funds were kept in State Treasury (under Finance Dept.).
 Every receipt (fees, grants, taxes) → deposited in Treasury.
 Every expenditure → paid only after Treasury sanction.
 Advantage → strict financial control.
 Disadvantage → delays in payments, heavy paperwork.

🔹 2. Public Fund Account (in Autonomous Institutions like NIT/IIT/IISER)

 Instead of Treasury, institutions maintain their own Public Fund Account in a

Nationalised Bank (e.g., SBI).
 Receipts: Govt. grants, student fees, project funds.
 Payments: Salaries, TA/DA, vendor bills, scholarships.
 Operated by → Director/Registrar/Finance Officer (joint signatures).
 Must follow General Financial Rules (GFR), PFMS norms, Audit checks.
👉 Example:

 NIT Jamshedpur gets grant from MHRD → credited to Public Fund Account
in SBI.
 Registrar & Finance Officer sign cheques / approve online payments.
 Accounts audited by CAG.

🔹 3. Key Difference
Treasury Account Public Fund Account

Maintained by State Govt.

Maintained in Bank (SBI, etc.)
Treasury

Used by Autonomous Bodies (NITs, IITs,

Used by Govt. Depts.
Universities)

Slow, manual Faster, bank-based

High control but less flexibility More flexibility, but must follow audit rules

✅ Easy to Remember:

 Treasury = Govt. purse (old system).

 Public Fund Account = Institutional purse in Bank (new system).

Would you like me to also explain how PFMS (Public Financial Management System)
links with the Public Fund Account (important in financial administration)?
You said:
yes
ChatGPT said:
Great 👍 Let’s connect PFMS (Public Financial Management System) with the Public
Fund Account in a simple way:

📘 PFMS & Public Fund Account

🔹 1. What is PFMS?

 PFMS = Public Financial Management System.

 Online platform of Govt. of India (Ministry of Finance) to track fund flow from
Govt. → Institutions → Beneficiaries.
 Ensures transparency, real-time monitoring, and Direct Benefit Transfer
(DBT).

🔹 2. Role in Public Fund Account (Autonomous Institutions like NIT/IIT/IISER)

  Every grant (salary, development, scholarship, project) is released via PFMS.
 The money goes directly to the institution’s Public Fund Account (Bank).
 All payments from Public Fund Account (salary, TA/DA, vendor bills, student
scholarships) must be processed through PFMS portal.
 Thus, Govt. can track every rupee spent.

🔹 3. Example Flow

1. MHRD sanctions ₹10 Cr grant for NIT Jamshedpur.

2. Grant is released via PFMS → directly credited to Public Fund Account (SBI)
of NIT.
3. NIT makes payments (salary, vendor, scholarship) → entries updated on PFMS
portal.
4. CAG Audit can verify instantly → no misuse.

🔹 4. Advantages

 ✅ Transparency – No leakage, all payments online.

 ✅ Real-time monitoring – Govt. can see fund utilization instantly.

 ✅ Audit-ready – Automatic record keeping.

 ✅ Direct Transfer – Scholarships/DBT go directly to students’ bank accounts.

🔹 5. Memory Trick → P-F-A

 P → PFMS (Fund Sanction)

 F → Fund credited to Public Fund Account
 A → All Payments/Audit tracked online
Public Procurement: Procurement of Goods & Services
🔹 1. Meaning

 Public Procurement = Government buying goods/services from market for

official use.
  Must follow transparency, competition, fairness, and value-for-money
principles.
 Governed by General Financial Rules (GFR), 2017 + CVC Guidelines.

🔹 2. Procurement Methods (Goods & Services)

(A) Goods (tangible items like computers, furniture, lab equipment)

1. GeM (Government e-Marketplace) – Mandatory for common items.
2. Local Purchase Committee (LPC) – For small/local purchases (≤ ₹25,000).
3. Limited Tender – Invite bids from few empanelled vendors.
4. Open Tender (Advertised) – Wide competition, published in
newspapers/portals.
5. Global Tender – For high-value imports/equipment.

(B) Services (intangible like manpower, consultancy, maintenance, training)

1. Hiring through Tender/EOI (Expression of Interest) – For specialized
services.
2. Rate Contracts/Panel Selection – Fix rates, empanel multiple service providers.
3. QCBS (Quality & Cost Based Selection) – For consultancy (70% technical +
30% financial).
4. Outsourcing Contracts – Security, housekeeping, mess, transport.

🔹 3. Key Principles of Public Procurement

 Transparency – Open process, wide publicity.

 Competition – Encourage multiple vendors.
 Fairness – Equal opportunity, no favoritism.
 Value for Money – Lowest cost but meeting quality needs.
 Accountability – Audit trail must be available.

🔹 4. Example (NIT / Govt. Institution)

  NIT Jamshedpur needs 50 desktops → Buy via GeM.
 Wants to hire a bus service for students → Service contract via Open Tender.
 Requires specialized lab consultancy → Use QCBS method.

🔹 5. Easy Memory Trick → “G-L-O-G-S”

👉 GeM
👉 LPC
👉 Open Tender
👉 Global Tender
👉 Services Contracts

Rule 149, GFR 2017 – Procurement through GeM

🔹 Rule 149 Text (simplified):

 Government departments must procure goods and services available on GeM

(Government e-Marketplace).
 Common-use goods & services shall be procured mandatorily through GeM.
 The portal allows:
o e-bidding,

o reverse e-auction,

o demand aggregation (bulk buying).

👉 Thus, Rule 149 makes GeM the default method of procurement for common items.

🔹 Key Points to Remember

1. Mandatory – If an item/service is available on GeM, you cannot bypass it

(except in special cases with approval).
2. Thresholds (as per GeM procedures):
o Direct purchase ≤ ₹25,000.

o L1 purchase ₹25,001 – ₹5,00,000.

o Bidding/Reverse Auction > ₹5,00,000.

3. Ensures transparency, competition, efficiency, audit trail.

 4. Linked with PFMS (Public Financial Management System) for online
payments.

🔹 Example (NIT/Institute case):

 NIT Jamshedpur needs laptops (common item) – must buy via GeM as per Rule
149.
 If the item is not on GeM, then they can go for tendering as per GFR with
proper approval.

✅ Memory Tip:
Rule 149 = GeM Rule (1-4-9 → think “1 Online 4 Government 9 Procurement”).

Central Public Procurement Portal (CPPP)

🔹 1. What is CPPP?

 An online portal (https://eprocure.gov.in) managed by NIC, Ministry of

Finance.
 Used by all Central Government Ministries, Departments, PSUs,
Autonomous Bodies to publish and process tenders (e-procurement).
 Ensures transparency, efficiency, equal opportunity to bidders.

🔹 2. Scope

 Covers procurement not available on GeM.

 Used for works contracts, large-value procurements, complex services (e.g.,
building construction, consultancy, research projects).
 Integrates with CVC guidelines (vigilance compliance).

🔹 3. Tendering Process on CPPP

1. Tender Notice – Department publishes tender online (open to public).

2. Bidding – Vendors register & submit bids (technical + financial).
3. Bid Opening – Online, transparent, date/time logged.
 4. Evaluation – Technical evaluation first → then financial bids of qualified
vendors.
5. Award of Contract – Lowest acceptable bidder (L1) OR QCBS (Quality & Cost
Based Selection).
6. Contract Monitoring – Delivery, performance monitoring via portal.

🔹 4. Types of Tenders (on CPPP)

 Open Tender – Anyone can apply (most transparent).

 Limited Tender – Only selected vendors invited.
 Single Tender – Only one vendor (special/urgent cases).
 Global Tender – For international competition.

🔹 5. Key Features

 e-Publishing → All tenders visible online.

 e-Procurement → End-to-end digital bidding.
 Online Bid Submission (Digital Signature required).
 Integration with Payment & Audit systems.
 Complaints & grievance redressal mechanism.

🔹 6. Difference: GeM vs CPPP

Feature GeM (Rule 149) CPPP

Use Common-use goods/services Large projects, works contracts, complex services

Value Small to large Usually higher-value

Process Direct, L1, Reverse Auction e-Tendering, bidding, evaluation

Portal gem.gov.in eprocure.gov.in

✅ In short:
  GeM = For routine/common goods & services (mandated by Rule 149 GFR
2017).
 CPPP = For tendering of works, high-value & specialized procurement.

👉 Memory Tip:
“GeM for Goods, CPPP for Projects”
Contract Management in Government Procurement
After a procurement process (tendering or GeM purchase), the buyer has to ensure that
the contract is executed properly. This is where Contract Management comes in.

🔹 Key Stages of Contract Management

1. Contract Award
o After bidding/RA/L1 selection, the Purchase Order (PO) or Contract
Agreement is issued.
o It mentions → specifications, quantity, delivery schedule, payment terms,
penalties, etc.
2. Contract Execution
o Supplier/vendor starts supplying goods or services.

o Buyer monitors whether delivery is as per specifications and within

timelines.
3. Monitoring & Performance Management
o Check quality of goods/services.

o Track delivery deadlines.

o Ensure supplier complies with all terms (warranty, after-sales, manpower

deployment in services).
4. Payments
o Payment released only after:

 Goods/services received in full.

 Inspections/tests done (if required).
 Bill submitted by vendor.
 5. Amendments (if needed)
o Sometimes contract conditions need change (like delivery extension,
quantity variation).
o Must follow rules & get approval from competent authority.

6. Dispute Resolution
o If disputes arise (delayed supply, poor quality, price variation), follow:

 Contract clauses (penalty/liquidated damages).

 Arbitration (if mentioned).
 Legal remedies.
7. Closure of Contract
o Once all obligations fulfilled → contract is formally closed.

o Documents recorded for audit (important in Govt. system).

🔹 Why Contract Management is Important?

 Ensures value for money in public procurement.

 Prevents fraud, corruption, or vendor default.
 Provides accountability (CAG audit, vigilance checks).
 Builds long-term vendor performance history for future reference.

🔑 Easy Memory Tip (7 Cs of Contract Management):

👉 Creation (award) → Clarity (terms & specs) → Compliance (monitor) → Cost

(payments) → Change (amendments) → Conflict resolution → Closure.
nventory Management (Govt. Context)
👉 Meaning:
Inventory = All the materials, equipment, consumables, and spares kept in stock for
office/institutional use.
Inventory Management = Systematic control of procurement, storage, issue, and
disposal of these items to ensure availability without wastage.

🔹 Objectives of Inventory Management

 1. Ensure availability of required items when needed.
2. Avoid overstocking (waste of funds, risk of expiry/damage).
3. Prevent stock-outs (shortage disrupting work).
4. Maintain proper records for audit (CAG, internal audit, vigilance).
5. Control pilferage, misuse, and obsolescence.

🔹 Key Activities in Inventory Management

1. Procurement
o Purchase items (through GFR rules, GeM, tenders).

o Enter into Stock Register immediately.

2. Receipt & Inspection

o Check quantity and quality on arrival.

o Goods Receipt Note (GRN) issued.

3. Storage
o Proper storage in Stores/Stock Room.

o Labeling, coding, and safe handling.

4. Issuing Items
o Items issued only through Requisition Slip (approved).

o Entry made in Stock Register.

5. Stock Verification
o Annual Physical Verification (mandatory).

o Surprise checks by audit/vigilance.

6. Re-ordering
o Maintain Minimum Stock Level (MSL), Maximum Stock Level (MSL),
and Re-order Level (ROL).
o Place fresh orders before stock finishes.

7. Disposal of Surplus/Obsolete Items

 o Unusable/expired items disposed via Condemnation Committee.

o Auction/scrap sale as per rules.

🔹 Types of Inventory in Govt. Offices

 Consumables → Stationery, printing paper, cleaning supplies.

 Non-consumables → Computers, furniture, lab equipment.
 Maintenance spares → Electrical, plumbing, mechanical parts.

🔹 Simple Example (NIT Context)

 Stock of lab chemicals → must be maintained carefully.

 If chemicals expire → loss to Govt. + audit objection.
 Good inventory management = order only what is required, check expiry dates,
issue on FIFO (First In, First Out) basis.

🔑 Easy Memory Tip – 5 Rs of Inventory

1. Right Item
2. Right Quantity
3. Right Time
4. Right Place
5. Right Cost
Procurement Manuals (Govt. of India Context)
👉 Procurement Manuals are guidelines issued by the Ministry of Finance (Dept. of
Expenditure) to help Govt. offices, PSUs, and autonomous bodies (like NITs, IISERs,
IITs) in making purchases fairly, transparently, and economically.
They support the General Financial Rules (GFR), 2017, and detail the procedures for
different kinds of purchases.

🔹 Types of Procurement Manuals (issued by DoE)

1. Procurement of Goods Manual (2017)

 o Rules for purchasing materials, equipment, furniture, consumables, etc.

o Covers → direct purchase, local purchase, bidding, e-procurement, GeM.

2. Procurement of Works Manual (2019)

o For construction, repair, and maintenance projects.

o Explains → tendering, work contracts, measurement, payment to

contractors.
3. Procurement of Consultancy & Other Services Manual (2017)
o For hiring manpower, consultancy, IT services, housekeeping, transport,
etc.
o Selection methods → Quality Based Selection (QBS), Quality & Cost
Based (QCBS), Least Cost (LCS), Single Source.

🔹 Key Principles of Procurement (common to all manuals)

1. Transparency – Open tendering, e-procurement, clear terms.

2. Competition – Encourage maximum bidders (no favoritism).
3. Fairness – Equal opportunity to all eligible vendors.
4. Value for Money – Choose best combination of cost & quality.
5. Accountability & Auditability – Every decision must be recorded and defensible
in audit.

🔹 Procurement Methods (as per Manuals & GFR)

 Direct Purchase – Up to ₹25,000.

 Local Purchase / Quotation – ₹25,000 – ₹2.5 lakh (3 quotations).
 Open Tender – Above ₹2.5 lakh (advertised, competitive).
 GeM Procurement – Mandatory for common-use goods/services.
 Rate Contract / Framework Agreement – For repeated supply.
 Limited Tender – When few suppliers are available.
 Single Tender – Exceptional cases (proprietary, emergency).
🔹 Why Important for Assistant Registrar?

 As AR, you’ll often handle purchase proposals, tender committees, stock &
audit.
 Knowing manuals helps you ensure:
✅ Compliance with GFR & CVC guidelines
✅ Avoid audit objections
✅ Smooth processing of procurement cases

✅ Easy Memory Tip – 5Ts of Procurement Manual:

 Types (Goods, Works, Services)

 Thresholds (₹25k, ₹2.5L, etc.)
 Transparency (e-procurement, GeM)
 Tendering methods (Open, Limited, Single)
 Tracking & Audit
Import of Goods (Govt. Procurement Context)
👉 Import = Procurement of goods from a foreign supplier (outside India).
Since foreign transactions involve customs, foreign exchange, shipping, and taxes, the
Govt. of India has special rules & procedures.

🔹 Key Guidelines for Import of Goods

1. Authority
o Governed by General Financial Rules (GFR), 2017 and

o Procurement of Goods Manual (2017).

o Also linked with Foreign Trade Policy of India.

2. Mode of Import
o Direct Purchase from Foreign Supplier (through tenders/quotations).

o Through Indian Agent (supplier’s representative in India).

o Through GeM / Global Tender (if allowed).

3. Procedure
1. Indenting Department raises requirement (lab, office).
 2. Tendering Process (Global Tender / Limited Tender).
3. Purchase Order / Letter of Credit (LC) issued.
4. Customs Clearance – via CHA (Customs House Agent).
5. Payment – through Letter of Credit, Wire Transfer, or Demand Draft
in foreign currency.
4. Tax & Duty
o Customs Duty payable unless exemption (e.g., NIT/IIT/IISER may get
duty exemption for R&D equipment).
o IGST (Integrated GST) applies on imports.

5. Shipping Terms (Incoterms) – important in contracts:

o FOB (Free on Board) → Supplier delivers goods at port; buyer arranges
shipping & insurance.
o CIF (Cost, Insurance, Freight) → Supplier bears cost, insurance &
freight till Indian port.
o DDP (Delivered Duty Paid) → Supplier delivers at buyer’s location after
customs clearance.

🔹 Documents Needed for Import

 Purchase Order / Contract

 Proforma Invoice (from supplier)
 Shipping Documents: Bill of Lading/Airway Bill, Packing List, Insurance
Certificate
 Customs Documents: Bill of Entry, Duty Exemption Certificate (if any)
 Bank Documents: Letter of Credit (LC), SWIFT transfer records

🔹 Common Problems & Controls

❌ Delays at customs → ✅ Engage approved CHA (Customs House Agent).

❌ High duties → ✅ Apply for Customs Duty Exemption Certificate (CDEC) if eligible.
❌ Exchange rate risk → ✅ Use LC with fixed validity.
🔑 Easy Memory Tip – 4Cs of Import

1. Contract (with supplier)

2. Customs (clearance & duty)
3. Currency (foreign exchange, LC, payment)
4. Compliance (GFR, manuals, audit rules)

Would you like me to also prepare a step-by-step flowchart of the Import Process
(Indent → Tender → PO → Shipment → Customs → Delivery → Payment) for
quick revision?
You said:
Purchase Order / Contract Proforma Invoice (from supplier) Shipping Documents: Bill of
Lading/Airway Bill, Packing List, Insurance Certificate Customs Documents: Bill of
Entry, Duty Exemption Certificate (if any) Bank Documents: Letter of Credit (LC),
SWIFT transfer records
ChatGPT said:
Perfect ✅ — you’ve picked up the core documents for Import of Goods. Let me quickly
explain each in a very simple, exam-friendly way (Assistant Registrar level):

📘 Documents in Import of Goods

1. Purchase Order / Contract

 Official order placed by institute to the foreign supplier.
 Mentions price, specifications, delivery terms (FOB/CIF/DDP), payment
mode.
 Legal base for entire transaction.

2. Proforma Invoice (PI)

 Issued by supplier before shipment.
 Like a "quotation" but more formal.
 Contains: description of goods, price, quantity, delivery schedule, country of
origin, HS Code.
 Used for opening Letter of Credit (LC) with bank.
3. Shipping Documents
Essential for transportation & customs clearance.
 Bill of Lading (Sea) / Airway Bill (Air): Proof of shipment (like a ticket for
goods).
 Packing List: Detailed list of items, weight, number of packages.
 Insurance Certificate: Covers risk of damage/loss during transit.

4. Customs Documents
 Bill of Entry: Filed with Indian Customs for clearance.
 Duty Exemption Certificate (if any): Research/educational institutions (like
IIT/NIT/IISER) often get Customs Duty Exemption for scientific equipment.

5. Bank Documents
Used for international payment in foreign currency.
 Letter of Credit (LC): Bank guarantees payment to supplier if contract terms are
met.
 SWIFT Transfer Records: Proof of electronic international money transfer.

🔑 Easy Memory Trick → P-P-S-C-B

👉 Purchase Order → Proforma Invoice → Shipping Docs → Customs Docs → Bank

Docs
Noting & Drafting Skills
🔹 1. Noting

 Meaning → Writing comments, suggestions, or recommendations on a file for

decision-making.
 Purpose → Helps higher authority (Registrar/Director) take decisions.
 Style → Clear, precise, factual, no personal opinion.
✅ Good Practices in Noting:
 1. Brief Facts – Summarize the case quickly.
2. Rules/Regulations – Quote relevant CCS, GFR, Act, or Statute.
3. Options/Analysis – Present alternatives if needed.
4. Recommendation – Give a clear suggested action.
👉 Example (Leave application case):

 Facts: Shri X has applied for 10 days Commuted Leave.

 Rule: As per CCS (Leave) Rules, commuted leave is admissible if HPL balance is
available.
 Position: Shri X has 20 days HPL balance.
 Recommendation: May kindly be approved.

🔹 2. Drafting

 Meaning → Writing official communications (letters, orders, office memos,

circulars).
 Purpose → To convey decision clearly, legally, and formally.
 Style → Simple language, no ambiguity, polite but firm.
✅ Types of Drafts:

1. Official Letters – To ministries, agencies, institutions.

2. Orders/Notifications – For rules, appointments, changes.
3. Office Memoranda (OMs) – Internal communication, instructions.
4. Circulars – Information for all staff/students.
5. Replies – To RTI, representations, grievances.
✅ Essentials of Good Draft:

 Clarity – No vague words.

 Brevity – As short as possible, but complete.
 Correctness – Facts, figures, rule references correct.
 Tone – Respectful, professional.
👉 Example (Draft letter):
Subject: Grant of Maternity Leave
Content: In continuation of her application dated …, Smt. Y is hereby sanctioned
maternity leave for 180 days w.e.f. … to … under Rule … of CCS (Leave) Rules, 1972.

🔑 Easy Memory Tip

 Noting → For Decision (internal, file-based).

 Drafting → For Communication (external, letter/order).