STAFF SERVICE RULES

 

1. TITLE

 

  • 1.1   These rule shall be called ERA staff service rules and shall be applicable to all staff of the ERA.
  • 1.2  These Rules which were approved by the Management Board of ERA at its meeting shall come into force with effect from ---------- which will supercede all or any previous rules or practices which have been in operation on matters covered by these rules.

2. DEFINITIONS:

        In these rules, unless there is anything repugnant in the subject or context:

  • 2.1  ERA, means the Society for Environmental and Rural Awakening, Khundian.
  • 2.2  Management, means the Management Board, Executive Secretary, and any other person or persons so authorized by the Management Board.
  • 2.3  Executive Secretary means the Chief Executive Officer to whom the executive powers have been delegated by the Management Board of ERA from time to time.
  • 2.4  STAFF means any person engaged by ERA in any work in any capacity, full time, whether skilled or unskilled, technical or clerical, managerial or supervisory, in any department, for whose services a remuneration is paid whether directly by the Society or by any foreign or domestic agency in pursuance of any agreement with ERA for such payment.
    This however, does not include:
    • 2.4.1  Any employee of a contractor even through he may be working within the premises of ERA.
    • 2.4.2  Any person whose services are temporarily loaned to ERA.
    • 2.4.3  Students, residents, trainees or other visitors who are involved in any survey or project study, might make an direct contribution to the work of ERA.
  • 2.5  HABITUAL OFFENDER means commission or omission of an act for a minimum of three times within a period of 30 days from the date of the first act of commission or omission.
  • 2.6       MASCULINE shall include Feminine and Singular shall imply Plural relevant and vice versa.

3. CATEGORIES OF STAFF

         Following are the categories of staff/employees in ERA:-

  • Executive Director cum Secretary
  • Co-Director
  • Project Director
  • Programme Officer
  • Administrative Officer
  • Programme Officer
  • Assistant Programme Officer
  • Administrative Asstt./P.A./F.S./Accountant
  • Officer Asstt./Sr. Stenographer/Sr. Clerk-Typist/Sr. Accounts Clerk.
  • Officer Asstt./Jr. Stenographer/Nr. Clerk-Typist/Jr. Accounts Clerk.
  • Driver/Sr. Helper
  • Helper

 

(Note : The above grade may be given in any department or section.)

 

The above categories will be placed under two types : -

  1. Core Staff
  2. Project Staff

 

4.CLASSIFICATION OF STAFF

  •   - Permanent
  •   - Probationer
  •   - Temporary
  •   - On Contract
  •   - Casual
  •   - Part-time

4.1   Permanent staff is one who is appointed against a permanent post, has completed the period of probation or extended period of probation satisfactorily, and has been confirmed in writing by the appointing authority.

4.2   Probationer is one who is provisionally employed to fill a permanent post but has not yet completed the prescribed period of probation or extension thereof and has not been confirmed in writing by the appointing authority in the post in which he has provisionally been appointed.

4.3   Temporary staff is one who is appointed for a fixed or specified period of time (a) in work which is essentially or a temporary nature, or (b) to fill a temporary vacancy in a permanent post, or (c) to cope with a temporary increase in work.

4.4    On Contract staff is one who is employed on a contract for a stipulated period of time on the lapse of which the contract may be renewed with mutual consent either on the same or different terms. However contractual staff are not entitled to get the benefit like permanent staff.

4.5   Casual staff is one who is employed on a day today basis for work of an occasional or casual nature.

4.6   Part-time staff is one who is employed to do work for less than normal working hours.

4.7   Trainees is one to whom facilities are extended for training or learning work in a designated field in the Society with or without any obligation of employment the part of the Management.

 

5. EMPLOYMENT

No person shall be deemed to be in the regular employment of the Society unless he has received a letter or appointment from the appointing authority.

All appointments and promotions are to be made against posts sanctioned by the Management Board. All appointments and promotions will be made by the Management  Board, as per the personnel policy and constitution.

 

NOTES

 

      1. Employment on Contract will be done only against specific projects.
      1. On Contract Employee shall be entitled only to the benefits specified in writing in the contract of employment.
      1. Employment who are on contract for a minimum period of six months may avail one casual leave per month.
      1. Employees who are on contract for one year will be entitled to one casual leave per month and one earned leave for every two months of service done.
      1. No employee On contract with ERA is allowed to take up any part time employment during their contract period with ERA.
      1. A Casual Staff shall not entitled to benefits provided to other classes of employees.
      1. Part-time staff are not entitled to benefits provided to the permanent staff members.

 

5.1       All appointees shall be on probation for a period of six months except where otherwise specified. This period may be extended by a further periods of three months at the absolute discretion of the management. The appointment of a probationer is liable to be terminated at any time during the period of probation or before confirmation in writing, without notice or compensation in lieu of notice and without assigning any reason whatsoever. No employee is entitled to be confirmed or to be treated as permanent employee, unless a confirmation order in writing is given by the appointing authority.

 

5.2   A permanent staff who is appointed to a different post or promoted to a higher post shall be on probation in that post for a period of six months and is liable at any time during this probation period to be reverted to the original post at the discretion of the Management.

 

5.3  The Management reserves the right to appoint any person as a trainee or probationer. However the trainee has to go through the probation period but the probationer can be confirmed directly, of found satisfactory by the Management.

 

6. SELECTION

Selection shall be made for various categories of staff by the selection committee comprising of two members from the Management Board and Executive Secretary. However the Management Board can invite one expert from outside, of the relevant field, if required.

 7. FURNISHING OF BIO-DATA

It shall be incumbent upon every staff to furnish in writing his correct and complete bio-data to the appointing authority as required by the Management for the purpose of record, also to promptly notify in writing any subsequent changes in the particulars of the bio-data. One pass-post size photograph is also to be attached with the bio-data duly attested by the competent authority.

 

7.1   Every employee should submit a medical fitness certificate from a registered Medical Practitioner before appointment or Medical Officer authorized by the Management Board/authority.

8. RECORD OF AGE

The Management shall verify and record the age of every staff, anyone of the following documents shall be satisfactory proof of the age of an employee:

 

      1. a) Baptism Certificate.
      2. b) Birth certificate issued by a Registrar of Births and Deaths/panchayat.
      3. c) School Leaving Certificate.

 

The age of the staff verified as above and accepted and recorded by the Management shall be the sole evidence of the age of the staff for the purposes concerning employment including calculating of age of retirement and superannuation benefits.

9. EXCLUSIVE SERVICE

No employee of ERA shall seek or accept any part-time employment either for financial consideration or otherwise. Staff members may accept a position in an honorary capacity in a Trust, Society or Association with prior written permission from the Management provided there is no conflict of interests and the holding of such position does not interfere into their work with ERA.

 10. EXCLUSIVE PROPERTY

All information, data, documents and research materials collected by employees while in the service of ERA shall be the exclusive property of this Society and no employee shall have any claim to any such property. Staff desirous of having these materials may get copies with prior approval of the Administrator. Confidential documents e.g., Evaluation of a project or diagnostic studies must also have the permission of the owner or project holders to be used.


 11. ATTENDANCE

11.1     Staff shall sign the attendance Register on arrival at the office on each working day. The Executive Secretary being a part of the Management will be exempted.

11.2     All staff shall report duty punctually at the stipulated time.

11.3     Habitual late attendance will be deemed to be a breach of discipline, three late attendances in a month will render a employee liable to forfeit one days casual leave to his/her credit.


 12. WORKING HOURS : 

12.1     The office of ERA will function from Monday to Saturday (except on holidays) from 10.00 a.m. to 5.00 p.m. with 30 minutes break for lunch between 13.00 to 13.30 hrs. Second and Fifth Saturday will be holidays.

12.2     All employees shall be required to attend any emergency or other urgent duties outside their regular hours of work including Sundays and holidays, as and when required. They shall not be entitled to any extra remuneration for such work but may be given compensatory leave at the Management’s convenience.


 13. HOLIDAYS

A list of holidays (a maximum of fifteen days) to be observed during the year will be prepared before the end of the preceding year. This list, as approved by the Executive Secretary, will be displayed on the Notice Board of the Society. It can be changed from time to time by the Management Board.


 14. CONFIDENTIALITY

All employees of ERA, including probationers, trainees and residents shall maintain confidentiality of all information pertaining to the internal and external functioning of the Society.


 15. CONSULTANCY SERVICES

15.1     Consultancy services rendered by staff of ERA are deemed to be services rendered of ERA and not by any staff in his personal capacity.

15.2     All consultancy fees and other payments for services rendered by programme resources staff will be paid to ERA. Some percentage may be given to the staff at the discretion of the Management Board.

 

16. TOURS AND TRAVELS

16.1     Ordinarily, all travel plans and tours in connection and the official work of the Society shall be planned in advance in consultation with the Programme Coordinator. Staff who are intending to travel shall submit their tentative travel schedule in advance to the respective Programme Coordinators and the Administrator.

16.2     Staff upto the level of Programme Officer are allowed to travel by 2nd class rail and ordinary bus (Deluxe with permission). Ticked to be attached.

16.3     Staff at the level of Sr. Programme Officer and Administrator are allowed to travel by the 1st class rail and deluxe bus.

16.4     The Executive Secretary can travel by any means as per the need in order to save time.


17. ACCIDENTS/HEALTH INSURANCE FOR STAFF

All staff who are assigned with outdoor activities or on tour will be entitled to accident insurance upto Rs. 20,000/- per person and others will be entitled to accident insurance upto Rs. 10,000/-.

 

18. PAYMENT OF SALARIES AND WAGES

18.1     Salaries will be paid by Cheque or Cash to the staff.

18.2     Permissible deductions from salaries are :

      • Income-tax payable by the employee
      • Contributions to Provident Fund.
      • Recovery of loans and advances.
      • Fines or penalties imposed by competent authority.
      • Recovery of cost of goods or properties of the Society which have been lost or damaged by willful negligence, carelessness or deliberate act on the part of the employee.

18.3     Salaries will normally be paid on the first day of the month following the month for which the salary is due. If the 1st happens to be a holiday, the Management may pay the salary on the last working day of the month.

18.4     Advance against salaries shall not be made. However, employees, proceeding on leave and who will not be present on stipulated day of payment of salaries may be paid their salaries before proceeding on leave.

 

19. SALARY INCREMENTS


19.1     For the purpose of determining the payment of annual increments, the anniversary date for those joining between the first and fifteenth of the month, will be the first of the month in which they joined.

19.2     For those who have joined between the sixteenth and last date of the month, anniversary date will be deemed to be the first of the month following the month in which they have joined.

19.3     The first increment in the scale shall be payable only after completion of one year regular service period, subject to the provisions of section 19.1 and 19.2 above.

19.4     Under normal circumstances, annual increments in the scale are automatic. However, the Management has the right to withhold the due increment as a penalty for inefficiency and misconduct. Additional increments may be paid in case of exceptionally good performance after annual review. By a systematic monitoring process to asses inefficiency/exceptionality.

 

20. CHANGE OF JOB ASSIGNMENT

In the overall interest of the Association all staff members are required at any time to assist in any work and to accept any change of job assignment to meet the needs of the Organisation.

 

20.1     Posting and Transfer

Regarding of the post to which staff is initially appointed, the Management reserves the right to transfer him from one department/section to other department/section. One project to another project/core to project in the same scale of pay.

The management also reserves the right to second/place any staff to any member organization to perform and finish its activity with the consent of the member. The period for the secondment will be decided by the Management Board of ERA, depending on the need.

 

21. PROMOTION 

21.1     The Management is under no obligation to promote anyone from one post to another even when he has reached the minimum qualifications of a new or higher post.

21.2     If a new post is created by the Management Board or an existing higher post falls vacant, the Management is free to consider all available candidates including the existing employees. No employee can claim a right to promotion merely on the ground that he has reached a maximum of his present grade.

21.3     All promotions are to be made only against posts sanctioned by the Management Board and be given by the competent appointing authority.

21.4     The promotion of a staff from a lower post to a higher post or from a lower grade to a higher grade will be determined by the Management on the basis of seniority, merit, suitability, length of service and demonstrated ability.

21.5     In the event of an employee is selected for promotion, he/she shall initially be on probation for a period of one year in the new post to determine his/her suitability for the job.

 

Unless a letter of confirmation is issued by the appointing authority, the employee remains on probation. He is liable to be reverted to his previous position depending on the performance during probation.


22. LEAVE

 

22.1     Leave is granted in accordance with the leave rules in force from time to time. These are available as a separate document. Originally, employees shall avail of leave only after the leave is sanctioned by the Management/Administration. An employee who desires to avail of leave of absence shall apply in writing.

22.2     If an employee, after proceeding on leave, desires an extension thereof, he shall, before the expiry of the leave period originally sanctioned make an application in writing for the extension of leave. The management/Administrator shall send to the employee a reply either granting or refusing the extension of leave. The communication will be sent to the last known address. Every employee going out of station on leave shall furnish his leave address in the leave application form. 

22.3     Leave will not be deemed to have been granted unless sanction is give. An employee who absents himself without prior sanction, will not earn salary for the period of absence. Further, he/she shall be liable for disciplinary action.

22.4     The administration may refuse or revoke leave of any description depending on exigencies of work of the Society. Such refusal for revoking of leave will be given in writing to the applicant.

 

23        ABANDMONMENT OF SERVICE

 

23.1     If a staff member remains absent for eight consecutive days without prior sanction of leave or permission, he shall be deemed to have abandoned the employment and his services shall stand terminated automatically with effect from the date on which the absence commences.

23.2     If a staff remains absent beyond the period of leave originally granted or subsequently extended, he shall be deemed to have abandoned the employment and his service shall stand terminated automatically with effect from the date on which the absence commenced unless he/she (I) returns within eight days of expiry of the leave and (II) gives a satisfactory explanation for inability to return on the expiry of leave.

 

24        RETIREMENT

 

            Every employee of ERA shall retire at the age of 60 years.

 

Extension in services will be at the discretion of the Management Boar on a yearly basis. However, no employee shall continue in service beyond the age of 62. This will not be applicable to contractual workers or consultant or reemployed.

 

25        CESSATION OF SERVICE

 

25.1     The appointed authority may terminate the service of any permanent employee on administrative grounds in the interest of the Society by giving one working month’s notice, provided that no such notice shall be necessary for termination of services arising out of misconduct. The appointing authority can terminate the services of a temporary employee any time without assigning any reasons of any nature whatsoever. 

25.2     Any employee desirous of leaving the services of the Society shall send a letter of resignation to the appointing authority through the Executive Secretary and Administrator, giving one working month’s notice, or the equivalent of one month’s salary in lieu of notice.

25.3     No notice is necessary in the case of casual employees.

25.4     No notice shall be necessary if the termination of services is under an agreement or contract of service which specifies a date for such termination.

25.5     The Management reserves the right to refuse or to accept the resignation of an employee against whom disciplinary proceeding are pending, or for breach of contract, or whose services are liable to be terminated for break of discipline.

 

26. SETTLEMENT OF ACCOUNT

An employee who is terminating his services with the Society shall settle all outstanding accounts and loans and shall hand over to the Administrator all documents, files, records, equipment and other properties of the Society which are currently in his/her custody and shall obtain a clearance certificate to that effect.

Failure to do so shall entitle the Management to recover all such amounts or properties in any manner considered appropriate or expedient under the circumstances.

 

27. MISCONDUCT

That term “misconduct” shall demote any offence or act of commission or omission on the part of an employee which falls within the general notion of the work “misconduct” as generally understood, and shall be deemed also to cannot offences or acts of commission or omission under or against these service rule or any other regulations and/or practices of the Society.

Without prejudice to the foregoing and without being extensive, the minor and major acts of misconduct are listed below :

 

MINOR MISCONDUCT

 

27.1     Discourtesy to colleagues, superiors or subordinates.

27.2     Refusal to cooperate with colleagues or to carry out legitimate orders.

27.3     Laziness, inefficiency or carelessness at work.

27.4     Quarreling within the premises.

27.5     Loitering or committing nuisance within the premises. 

27.6     Obtaining leave of attempting to obtain leave on false pretenses.

27.7     Improper or discourteous behavior towards visitors and guests.

27.8     Habitual late attendance.

 

28. PENALTY FOR MINOR MISCONDUCT 

28.1     Warning or censure

28.2     Fine

28.3     Suspension without pay and allowances for upto four days.

 

29. MAJOR MISCONDUCT 

29.1     Willful insubordination or disobedience of formal orders, whether alone or in conjunction with others.

29.2     Striking work or inciting other employees to strike work. 

29.3     Theft, fraud or dishonesty in connection with the Society’s business or property.

29.4     Demanding or accepting bribes or any illegal gratification whatsoever.

29.5     Habitual breach of any standing orders or of these Service Rules.

29.6     Drunkenness, disorderly or riotous behavior during working hours within or outside the premises, or any act subversive of discipline.

29.7     Gross negligence or neglect of work.

29.8     Willful breakage or of damage to the properties of the Society.

29.9     Threatening or intimidating any person within the premises or using force or violence in any form.

29.10   Malingering or deliberate delay in performance of duty or carrying out of legitimate orders.

29.11   Holding meetings inside the premises of the Society without prior permission.

29.12   Gambling within the premises.

29.13   Tampering with records, attendance register or any other books or files of the Society.

29.14   Disclosing confidential information about the Society to any person not authorized to receive such information.

29.15   Any act of immorality within the premises.

29.16   Promotion of disaffection among the employees.

29.17   Obtaining employment by concealment of facts which would have prevented employment by the Society.

29.18   Any act detrimental to good public relations.

29.19   Any act subversive of discipline within the Society.

 

30. PENALTIES FOR MAJOR MISCONDUCT 

30.1     Suspension without pay and allowances for a period upto 30 days.

30.2     Stoppage of one or more increments.

30.3     Demotion.

30.4     Discharge.

30.5     Dismissal.

 

31. PROCEDURE FOR DISCIPLINARY ACTION

 

31.1     No order of punishment shall be made without the staff being given an opportunity to explain to the satisfaction of the Management the circumstances alleged against him through an oral or rescorded enquiry.

 

      • In the case of a minor misconduct, if an order of suspension is rescinded, the staff shall be deemed to be on duty during the period of suspension and will be entitled to the same remuneration as the would have received if he had not been suspended.
      • In the case of major misconduct, there shall be a recorded enquiry, provided, however, that no such recorded enquiry will be necessary if the staff concerned admits the charges in writing. The employee concerned shall be issued a charge sheet (or show cause notice), clearly setting forth the charge alleged against him.
      • If the staff concerned does not admit the charges or if his explanation is not satisfactory, the Management may arrange to hold a recorded enquiry in accordance with the principals of natural justice.
      • The Management may appoint an Enquiry Officer either from among the staff of from outside to conduct the enquiry. 
      • The staff concerned shall present himself at the time and place set for the enquiry. If the employee concerned fails to appear at the enquiry for reasons which the Enquiry Officer consider satisfactory, the enquiry shall be proceeding expert.
      • The staff subjected to enquiry shall be permitted to assist him/her in the enquiry. The employee shall be permitted to cross examine any witness deposing in support of the charges, and he shall also be permitted to produce witnesses in his defense.
      • The statements of all the witnesses on either side and the employee please made at the enquiry shall be recorded.
      • The Enquiry Officer shall record his findings as to whether all or any of the charges leveled against the employee are established.
      • If charges are proved in the enquiry, the Management shall take into account the gravity of the misconduct, the previous record of the employee and any other extenuating or aggravating circumstances that may exist. The nature of punishment shall be at the discretion of the Management. The order passed by the management shall be communicated in writing to the employee concerned.
      • If an employee is suspended pending investigation, enquiry trial or during the pendency of any legal proceedings against him, he shall be paid a subsistence allowance to be decided by the management if however the suspension is awarded as a punishment for misconduct as established by an enquiry, the suspension shall be without pay and allowances.

 

32. REDRESS OF GREVANCES

Any member of staff has a complaint or grievance arising out of employment may submit to his immediate superior who will deal with if as expeditiously as possible and intimate his decision to the staff member concerned. If the staff member is not satisfied with the decision of the action taken by the immediate superior, he may submit the matter in writing to the Executive Secretary who shall examine the mater expeditiously and intimate his decision to the staff member. Of the staff member is still not satisfied with the decision of the Executive Secretary he may advance the grievance to the ERA Management Board which will examine it and give the decision. This decision shall be final. Also any grievance relating to the termination of services may be appealed to the Management Board through the Executive Secretary.

 

33. APPLICABILITY OF SERVICE, ADMINISTRATIVE AND OTHER RULES AND REGULATIONS 

All staff are subject to and are bound by the rules and regulation and procedures relating to conditions of appointment, emoluments, provident fund, retirement, leave etc. as they are in force at the time of their appointment and as they may be modified from time to time thereafter. When changes are made in the rules and regulations by the Management, they shall apply immediately to all staff superceding the rules and regulations in force at the time of the appointment.

 

34. AMENDMENTS AND INTERPRETATIONS 

34.1     The Executive Board of NGO has the sole authority to amend, modify or in any other way to alter these rules from time to time.

34.2     The Executive Board of NGO reserve the right to amend, modify or supercede any of the rules contained herein and to issue orders or instructions as may be considered expedient and appropriate in specific cases.

34.3     Each employee will be provided with a copy of these service rules and with a copy of any amendment or modification there to and of any order or instructions which may be issued from time to time.

34.4     In the event of any doubt or conflict in the interpretation of the these rules, the interpretation given by the Executive Director shall prevail subject to the final decision of the Executive Board.

 

35.RESPONSIBILITY OF THE MANAGEMENT

The Executive Director or in his absence, the person authorized by the Executive Board of NGO shall be responsible for the faithful observance of these service rules.

 

LEAVE RULES

 

GENERAL

      1. Leave shall be granted in accordance with the following Leave Rules which shall be applicable to all employees of the NGO.
      2. For the purpose of leave, the leave year shall be reckoned from January 1st to December 31st.
      3. Leave is a privilege generally granted to employees. It cannot be claimed as a right. The administration may refuse, revise or revoke leave of any description if exigencies of work make it necessary.
      4. All applications for leave shall normally be made in the prescribed application for and shall contain the recommendation of the Head of the department/incharge.
      5. Ordinarily no employee shall absent himself from work unless he has obtained prior sanction for the lease of absence.
      6. Absence from duty without proper sanction will be deemed to be misconduct and will render the employee concerned liable to disciplinary action.
      7. If any employee is absent without leave for eight consecutive days, or absent for eight days beyond the period of leave originally sanctioned or subsequently extended, he shall be deemed to have abandoned service voluntarily. The management may allow the employee to rejoin service of absence will be deemed to be a break in service.
      8. Leave will ordinarily begin and end on the dates sanctioned. All Saturday, Sunday and holidays falling within the leave period will be part of the sanctioned leave.
      9. Leave will be calculated on a prorate basis, and will include the actual period spent on duty in the calendar year. For arriving at the number of days spent on duty, the days availed of for casual leave will be taken into account, but not the days of absence on loss of pay. No advance leave will generally be sanctioned.
      10. Unconfirmed employees are not eligible for sick leave and any kind.
      11. Casual or substitute workers are not eligible for leave of any kind.
      12. No leave can be encashed, except in case of annual leave standing to the credit of an employee at the time of his leaving service, not exceeding 60 days.

 

These leave rules shall not be the applicable to those employees whose service are governed unless it is specifically mentioned.

 

      1. An employee under suspension will not be eligible for any leave.
      2. The Administrator shall be the competent authority to sanction all leave, except study leave, leave on loss of pay and social leave for which the Executive Director shall be the competent authority.
      3. A record of all sanctioned leave shall be maintained in a register prescribed for the purpose

 

TYPES OF LEAVE

 

      1. CASUAL LEAVE
      2. ANNUAL LEAVE
      3. SICK LEAVE
      4. MATERNITY LEAVE
      5. SPECIAL LEAVE
      6. STUDY LEAVE
      7. LEAVE ON LOSS OF PAY

 

1. CAUSAL LEAVE

 

      1. Casual leave is not an entitlement and cannot be claimed as a right. It is granted by the Administration at its sole discretion.
      2. Casual leave is meant to cover casual absence not exceeding four days at a time due to unforeseen emergencies, minor indisposition or urgent domestic work.
      3. Casual leave cannot be combined with any other kind of leave.
      4. Casual leave cannot carried over from one year to another.
      5. No employee may, except under unavoidable and exceptional circumstances, avail casual leave unless it has been previously sanctioned by the competent sanctioning authority.
      6. In the event of unforeseen emergencies or unexpected minor indisposition, the employee should inform the Administrator either by telephone or in writing of his inability to attend office. The prescribed leave application form should be filled in and the sanction of the competent authority obtained on resuming duty.
      7. Casual absence should not exceed twelve days in a calendar year. Any absence over twelve days in a year will be liable to be treated as leave on loss of pay.

 

2. ANNUAL LEAVE

 

      1. Annual leave of 30 days for every leave year is provided to every employee for the purpose of rest and recuperation of energy-both physical and mental. Every employee, therefore, should avail of this leave each year.
      2. In order to plan an orderly continuation of services, all applications for leave shall be made in the beginning of the year. The Administration will indicate the time most suitable for the leave to be taken. If for exigencies of work, the Administration cannot release a particular person at the time he requests, an alternative will be offered.
      3. Encashment of annual leave will not be allowed, subject to the provisions of No. 12 under “Leave Rules-General”.
      4. Leave on loss of pay and/or study leave will not be counted for computing the amount of annual leave.
      5. Annual leave will not be granted for less than five days at a time.
      6. Annual leave may be granted in full or in installments. It will not be granted for more than four times in a calendar year.
      7. Annual leave may be carried over and accumulated upto sixty days. Any leave in excess of sixty days will stand forfeited.
      8. Annual leave may be combined with sick leave and or maternity leave only.
      9. Weekends or holidays declared by the management may be prefixed as well as suffixed to the period of annual leave and will not be calculated as part of the leave earned. However, all Saturday, Sunday and holidays falling within the leave period will form part of the leave.
      10. For employees who spend their annual leave more than 500 kms away from the office, additional three days will be allowed for the purpose of travel, only once in a calendar year.

 

3. SICK LEAVE

      1. Employees who are confirmed in service are eligible to sick leave with full pay and allowances for upto fifteen days in a year.
      2. Sick leave will be granted apply for illnesses requiring medical attention and treatment and complete bed rest as prescribed by a Medical Officer approved by the Management.
      3. Sick leave may be carried over and accumulated upto ninety days as a time.
      4. Sick leave will not be normally granted for less than 3 days at a time. It must be supported with Medical Certificate from a registered Medical Practitioner. If however, the employee is taking home remedies, it should be mentioned in the leave application form.
      5. An employees who avails of prolonged sick leave of thirty days or more on production of the required medical certificate from a medical officer, approved by the management, will not be permitted to resume duty unless he produces a certificate of fitness from a medical officer approved by the management testifying to his ability to resume normal work.
      6. Sick leave is not encashable.
      7. In case of long illness which extended beyond 6 months, the employee’s services will stand automatically terminated on medical ground. He may be re-employed at the discretion of the management subject to satisfactory evidence being produced of his fitness to resume normal work.

 

4. MATERNITY LEAVE

 

      1. Every female employee who has completed one year of service is eligible to maternity leave with full pay and allowances for a period which may extend to ninety days from the date of commencement of the leave.
      2. Maternity leave will be granted not more that twice during the tenure of service of the employee with the NGO.
      3. Maternity leave may be combined with annual leave.
      4. Sick leave may be combined with maternity leave provided such leave relates to complications arising out of pregnancy or delivery and is supported by a medical certificate from a medical officer approved by the management.
      5. Maternity leave may be availed of in cases of miscarriage and/or abortion, provided such leave does not exceed six weeks.

 

5. SPECIAL LEAVE

 

      1. Any employee sponsored by the NGO to attend seminars, conferences and/or any other kind of professional meetings, with or without financial assistance from the NGO, nay be granted special leave for the purpose.
      2. The Executive Director shall be the competent authority to sanction such leave.
      3. Applications for special leave should be made to the Executive Director through the Head of the Division/Incharge and the Administrator.
      4. Any leave upto and inclusive of 30 days will be special leave.

 

6. STUDY LEAVE

 

      1. Study leave may be granted by the executive board at the recommendation of executive director in consultation with people concerned if this is in the interests of the NGO. Study leave cannot be claimed as a right.
      2. Requests for study leave may be initiated by the head of the division/incharge or by an employee in consultation with the head of the division/incharge, and the executive director will act in consultation with the administrator and the head of the department concerned, and will recommend all study leave and study programmes to the board.
      3. Study leave may be approved with or without financial commitment on the part of the management, or with a partial financial support of the NGO.
      4. Annual leave may be combined with study leave.
      5. An employee who is on study leave will not be eligible for any other kind of leave during the study leave period.
      6. Study leave may be granted only to such employees who have completed at least two years of confirmed service with the NGO.
      7. Study leave period will not constitute a break in service, but if study leave is granted without salary and allowances, contributions to the provident fund will generally remain suspended during the period of study leave.
      8. 30 days and above upto a maximum of 2 years will be considered to come under study leave.

 

7. LEAVE ON LOSS OF PAY

 

      1. Under extraordinary circumstances, the executive director may on the recommendation of the administrator, grant leave on loss of pay to an employee.
      2. Any period of leave on loss of pay will not count for increments and computation of leave.
      3. Contributions to the provident fund from both the employer and the employee will remain suspended during the leave on loss of pay.
      4. The executive director may sanction leave on loss of pay upto 3 months. Any leave in excess of 3 months shall be sanctioned by the executive board.

 

OTHER BENEFITS

 

REIMBURSEMENT OF MEDICAL EXPENSES

      • Expenses incurred during to illness of an employee or his immediate dependents will be reimbursed only upto but not exceeding Rs. 2400/- for each financial year.
      • For the purpose of this benefit only the immediate dependent of a confirmed employee will be eligible, and will only include the unemployed spouse, unmarried and unemployed children upto the age of 18, and dependent unemployed parents of 65 years or over. All such dependent shall be declared in advance and approved by the executive director, to receive this benefit.
      • This reimbursement shall be made only on production of the prescription of a medical officer approved by the management and the bills/receipts from approved registered chemists/druggists/pharmacists.
      • This reimbursement shall not include expenses incurred on food supplement, tonics, vitamins, protein etc., nor on cosmetic surgery dentures.
      • There shall be no carry-over of this benefit to the succeeding year. Consequently, medical expenses incurred in a previous year will not be reimbursed in a subsequent year.

 

LOAN

The granting of loans of employees is not encouraged, but in very special circumstances the Executive Director may grant a loan amount, equal to one month’s salary, on the following conditions:

 

      • The loan amount should be repaid within the current financial year.
      • No loan will be sanctioned to an employee who has already availed of a loan previously until the full amount of the previous loan is repaid.
      • The employee should have completed at least one year of service from the date of confirmation in service.

 

In addition, special loan may be sanctioned to the staff at the discretion of the Executive Director for various specific requirements like housing, leasing etc. The loan amount should be repaid within the same financial year.

 

ALLOWANCES TO STAFF

 

      1. LEAVE TRAVE ALLOWANCE

All regular staff members, who have completed two years of service will be eligible for LTA of one month’s gross salary once in a block of two years. It is also necessary to avail a minimum of 10 days privilege leave.

 

      1. UNIFORM (IN KIND)

Two sets of winter and summer uniforms will be given to the following categories of staff once in two year only: Driver, Night watchman, Cleaner/Sweeper, staff assigned to do outdoor work (messenger). Molins machine operator will be given one overcoat.

 

      1. NON-PRACTICING ALLOWANCE

Non practicing allowance is given to all regular and confirmed medical doctors. The present rate of NPA is: Programme Officers ……………………….. Rs. 500/-p.m.

Sr. Programme officers and above…… Rs. 800/-p.m.

 

      1. REIMBURSEMENT OF CHILDREN’S EDUCATIONAL EXPENSES

A fixed sum of Rs. 75/- will be paid per child per month to all regular staff only. This would be subject to a maximum of two children and limited to children from ages 3 (school going) and above, upto Standard XII. In case of couples working with NGO, the amount will be reimbursed only to one of them.

 

      1. CONVEYANCE REIMBURSEMENT

An amount of Rs. 150/- per month will be reimbursed to all staff to meet partly the expenditure incurred by them for travel to and fro from office.

 

      1. TRAVEL ALLOWANCE

Per diem allowance will be paid to all touring staff as shown below. This could covered food and other petty expenses etc., excluding travel and lodging expenses which will be against the actuals.