M S T C LIMITED

(A GOVERNMENT OF INDIA ENTERPRISE)

225-F, ACHARYA JAGADISH BOSE ROAD

KOLKATA

 

 

 

 

 

 

DELEGATION OF ADMINISTRATIVE POWERS

&

GUIDELINES

 

 

 

DELEGATION OF ADMINISTRATIVE POWERS

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AUTHORITY :

 

 

 

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Office Order No.P&T/01/118/85/8966 dated 31.3.89, P&T/01/118/85/8972 dated 3.4.89, P&T/01/031/85/9099 dated 12.5.89

P&T/01/002/84/4545 dated 27/7/92

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Sl.No.

 

 

Nature of Powers

Extent of powers and

designated authority

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Head Office

Regional Office

Branch Office

Remarks

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1.

Grant of Leave

 

A) CL/OH

 

For Executives

 

a) Upto Mgr.(upto 10 days)

 

b) Upto Mgr.(beyond 10 days)

 

c)Sr.Manager and above

 

d)HODs

 

For Non-Executives

 

 

 

 

 

 

 

 

Sr.Manager

 

 

HOD

 

 

HOD

 

CMD

 

Concerned Reporting Officer of any rank

 

 

 

 

 

RMs-full powers to sanction leave in respect of all employees under their control.

 

 

All leaves of RMs are sanctioned by CMD.

 

Full powers for

Officers and Staff under the respective control

(for Head of Office, approval of his Controlling

Officer required)

In absence of RMs/BMs, the just below their rank shall excise routine administrative powers delegated to RMs/BMs relating to sanction of TA,Medical ,Local Conveyance ,

LTC/LLTC Bills etc. and CL. In the event of both such executives, the executive in the next below rank shall excise such powers with CFA if necessary. Such delegation of power is also subject to other conditions mentioned.(vide order no.P&T/01/003/89/2154 dated 21.9.94)

                           

 

 

 

 

 

 

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b) EL/Commuted Leave/HPL

 

For Executives

 

a) Upto Mgr.(upto 10 days)

 

b) beyond 10 days

 

c) Sr.Manager and above

 

d) HOD

 

For Non-Executives

 

 

 

 

 

 

Sr.Manager

 

 

HOD

 

HOD

 

CMD

 

M/Sr.M/Sectional Head

 

 

 

 

 

 

 

 

SAME

 

 

 

 

 

 

SAME

 

 

 

 

 

 

SAME

 

 

 

 

 

 

SAME

 

 

 

All kinds of leave other than CL & OH for the Officers of the rank of AGM and above will be sanctioned by CMD.

 

CMD to be kept informed of EL in respect of all Officers.

 

Leave to HODs and RMs will be approved by CMD.

 

c) Study Leave, Special Disability Leave, Special Casual Leave, Leave not due

 

 

For Executives

 

All Officers

 

For Non-Executives

 

 

 

 

 

 

 

 

 

 

CMD

 

All Non-Executives-

HOD of Personnel Deptt with concurrence of HOD concerned.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

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2.

Grant of Leave Encashment

 

Sr.M(P&A)/M(P&A)full powers with financial concurrence 

RMS for All Officers and Staff under them in concurrence with finance of RO

 

Full powers for Officers and Staff under the respective control with financial concurrence.

 

For Head of Office, approval of his Controlling Officer required.

 

 


 

 

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3.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3A.

To approve tour programmes

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Withdrawal of Tour Advance,settlement of bills for HODs

HODs full powers for all Officers under their control.

N.B.

*CMD's approval is necessary

 

1. When tours are undertaken by HODs

 

2. When travel on tour is by non-entitled higher class

 

3. When tour programme exceed 10 days halt in the same station

 

Vide Circular No. P&T/01/003/89/4217 dtd. 20-03-92.

 

HODs will be their own self controlling officers.

Note: HODs will have to obtain the approval of CMD and certify in the bills that such approval has been obtained.

RMs - same as HODS

 

Full powers for officers & staff under their control for tour not exceeding 4 days in the same station.

 

For BM, approval of his controlling officer required.

Tour programmes for Officers of the rank of AGM and above and, tours involving halt in the same Station exceeding 10 days in other cases will be required the approval of CMD. CMD to be informed by a monthly report of the tours undertaken by all other Executives.

           

 

 


 

 

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4.

 

 

4A.

To allow LTC/LLTC for Executives & Staff

 

 

LTC/LLTC bills for

withdrawal of advance

HODs full powers for Officers & Staff under their control.

 

HODs will be their

own self controlling officers.

Note:HODs will have to obtain the approval of CMD and certify in the bills that such approval has been obtained.

Vide circular no.P&T/01/002/84/

4545 dated 27.07.92

 

RMs - same as

HODs

Full powers for officers & staff under the respective control with CFA.

 

5.

To approve TA/LTC/LLTC, reimbursement of Conveyance & other expenses - Children's Education Allowance (Air travel/travel by AC first class for non-entitled persons would require CMD's approval. Such approval to be granted only in emergent cases)

 

Controlling Officer with financial concurrence.

RMs - in concurrence with Associate Finance.

Full powers for Officers and Staff under the respective control with CFA.

 

For Head of Office, approval of his Controlling Officer required.

 

RMs to report to

Fin.(Estb.) every month.


 

 

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6.

To Sanction Advance of Pay, Festival, TA, LTC/ LLTC, Medical etc.  

 

Full powers to Sr.M(P&A)/M(P&A) with financial concurrence

Full Powers to RMs with concurrence of Associate Finance

Full Powers for Officers & Staff under the respective control with CFA

 

(Remarks : for Head of the office, approval of his Controlling Officer required)

 

RMs to report to F&A Establishment every month.

7.

To sanction expenditure on cancellation of Rail/Air tickets in respect of Executives & Non-Executives

 

 

HODs with concurrence of Estb. Finance for Staff & Officers under their control

 

RMs - same as HODs

Full powers for Officers & Staff under the respective control with CFA

(Rail tickets only)

(Remarks : for Head of the office, approval of his Controlling Officer required)

 

RMs to report to F&A Establishment every month.

8.

To sanction advance for purchase of Conveyance for Executives & Non-Executives

 

Full powers to *Sr.M(P&A)/M(P&A) with financial concurrence

Full powers to RMs with concurrence of head of finance of the respective region

(NRO,WRO & SRO)

 

Full powers to BMs with concurrence of head of finance of the respective Branch.

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9.

To sanction reimbursement of LTE as per rules

Full powers to *Sr.M(P&A)/M(P&A) with financial concurrence

(*vide office order no.P&T/01/003/89/

654 dated 06.7.93)

Full powers to RMs with concurrence of head of finance of the respective region

(P&T/01/003/89/540 dated 23.6.93)

Full powers to BMs with concurrence of head of finance of the respective Branch.

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10.

Forwarding of application of Non-Executives and granting permission to study

 

Full Powers to the Head of Personnel Dept. with the concurrence of the concerned HOD

 

Full Powers to RM

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Forwarding of application of Executives or granting permission to them for Study will require CMD's approval.

 

11.

To confirm or extend probationary period of Non-Executives

 

Full Powers to the Head of the Personnel Department with the concurrence of the concerned HOD.

Full Powers to RMs

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Orders to be issued by Personnel Deptt. For Executives, such powers will rest with CMD.

 

12.

Constitute DPC/Selection Committee for appointment/

Promotions within Non-Executives cadre

 

Head of the Personnel Deptt

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13.

Appointment to Non-Executive posts

 

 

 

 

 

Full powers to Head of the Personnel Department

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Appointment will be subject to rules and against post sanctioned and approved for operation by CMD

 


 

 

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14.

Transfer of Non-Executives from one department to another

 

Head of the Personnel Department

 

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All Officers and staff, on being transfer, should formally had hand over charge by signing a “Handing Over Report”, HODs are requested to ensure that this report is submitted before the  release of the employee

concerned. In enclosed format the items A2 and E  will apply only to Executives and the rest of the items are common for both Executives and non-executives.

15.

Incentive payment for Small Family Norms and other routine payments

Head of the Personnel Department

 

-

-

Granting incentives for acquiring professional qualifications will require CMD's approval

 


 

 

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16

To sanction Company Leased/Self Leased Accommodation for Executives

Full powers to the Head of the Admn. Department with financial concurrence

 

Full powers to RMs for respective region.Lease Addommodation for RMs shall continue to be sanctioned with the approval of P&A Deptt.

Full powers to BMs – same as RMs.

 

(Vide O/O no.P&T/01/003/89/185 dated 30.5.2001.

Approved Lease Hold Agreements may be executed by CS/M(Admn) and RMs of Regional Offices

 

Full powers are given to RMs/BMs for the respective Region/Branch within the approved norms. Deviation,relaxation, if any proposal shall be sent to P&A Deptt.,H.O.

(Vide O/O no.P&T/01/003/89/185 dated 30.5.01.

 

17.

Pay fixation on promotion/initial appointment etc. for Non-Executives

Full powers to Head of the Personnel Department with financial concurrence

 

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-

 

18.

Pay fixation on promotion/initial appointment etc. for Executives

Full powers to Head of the Personnel Department with financial concurrence

 

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-

 


 

 

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19.

To draw and to sanction advance for meeting Company's expenses approved/to be approved by Competent Authority

Full powers to HODs and SM(Admn) to the extent they are competent to sanction the expenditure

Full powers to RMs to the extent they are competent to sanction the expenditure

Full powers to the extent they are competent to sanction the expenditure with financial concurrence

 

20.

To sanction purchase of liveries for Class-IV staff including shoes, Umbrella, Raincoat etc. (Min. 3 quotations should be obtained) as per rules

Full powers to SM(Admn) with financial concurrence and according to approved entitlement

Full powers to RMs to the extent they are competent to sanction the expenditure.

Full powers to the extent they are competent to sanction the expenditure with financial concurrence

 

Maximum limit for the cost of each article should be laid down

21.

To sanction purchase of furniture and fixtures including Office-equipment, Air-Conditioners, Refrigerators, Water Coolers, Type-Writers, Intercom equipment, Calculator, Electronic Stencil cutters, Photo Copiers, Copy Machines, Franking Machine, Addressographs, Filing and Indexing systems and its accessories and consumables (Min. 3 quotations to be obtained unless a particular brand has been standardised by competent authority)

CMD - Full powers.

Head of the Admn - upto Rs.1 lac per month and no single item exceeding Rs.25,000/-.

 

SM(Admn) - upto Rs.30,000/- per month and no single item exceeding Rs.15,000/-

Powers to be exercised with financial concurrence

Vide office order no.P&T/01/003/89/2451 dated 19.02.91, P&T/01/003/89/235 dated 29.03.93,

P&T/01/003/89/670 dated 07.11.97.

Same as for SM(Admn)

Full powers upto Rs.15000/- per annum and no single item exceeding Rs.5000/- with CFA.

(Items are excluded mentioned in brackets).

The exercise of this power shall be subject to such conditions and scales as may be prescribed by the competent authority.

 


 

 

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22.

To sanction purchase of stationary including printing of forms, registers, visiting cards, greeting cards, periodicals, files, registers and binding of books etc. (minimum 3 quotations to be obtained where the cost involve is more than Rs.1000/- for each item)

CMD - full powers.

Head of administration Rs.1 lack per month and not exceeding Rs.15,000/- in each case.

 

SM(Admn) - upto to Rs.50,000/- per month and not exceeding Rs.10,000/- in each case.

 

Same as for SM(Admn)

Full powers upto Rs.25,000/- per annum and not exceeding Rs.2000/- in each case with CFA.

 

All officers and staff, on being transfer, should formally hand over charge by signing a “Handing Over Report”. HODs are requested to ensure that this report is submitted before the release of the employee concerned.

(vide circular no.P&T/01/003/89/4042 dated 28.01.92.)

22A.

Petty Works and Repairs including Renovation, water & Sanitary fittings, Electrical installations in Office building and Company owned residential houses/flats of non-recurring nature.

CMD - full powers.

Head of Administration -
Rs.15,000/- in each case subject to limit of Rs.1 lac per annum.

 

SM(Admn) - Rs.2000/- in each case and subject to limit of Rs.50,000/- per annum.

 

Powers to be exercised with financial concurrence.

 

Same as SM(Admn)

Full powers upto Rs.1000/- in each case subject to a limit of Rs.10,000/- per annum with CFA

 


 

 

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22B.

All above work including maintenance and upkeep and services of recurring nature

CMD - full powers.

Head of Administration Rs.25,000/- in each case subject to a maximum of Rs.1 lac per annum.

 

Power to be exercised with financial concurrence

Same as Head of Administration.

Full powers upto Rs.5000/- in

each case subject to maximum of

Rs.25000/- per annum with CFA.

 

 

23.

To sanction purchase of books and periodicals/ magazines

Full powers to HODs upto Rs.2000/- per annum. However, for individual items beyond Rs.300/- approval of CMD will be necessary. Requisitions to be routed through Company Secretary.

 

RMs - Same powers as that of HODs.

Full powers upto Rs.2000/- per annuam with limitation of Rs.300/- for individual item with CFA.

Subject to budget provision.

24.

To incur/sanction expenditure on entertainment

HODs upto the annual limit fixed from time to time.

RMs upto the annual limit fixed from time to time.

 

Full powers upto Rs.5000/- per annum.

 

25.

To sanction payment of customs duty and Air port charges as per rules

 

Full powers to HODs.

Full powers to RMs

Full powers to BMs

 

 


 

 

 

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26.

To incur/approve expenditure on Postage, Telegrams, Telephones, Telex & TPMs including admittance of Telephone bills

 

Full powers to SM(Admn)with financial concurrence.

Full powers to RMs

Full powers to BMs

 

26A.

 

 

 

 

 

 

26B

To incur/approve

Electric & Water charges, Municipal Taxes/Levies, Govt. duties etc.

 

Shifting of P&T Telephones and correspondence with Calcutta Telephones Authority.

Full Powers to

SM(admn)

 

 

 

Approval of Telephone shifting as per rules full powers to DGM(P&A).For signing of lettrs and necessary documents,

permanent authorisation is given to SM(Admn.)(vide office order no.P&T/01/003/89/4838 dated 29.10.92)

Full powers to

RMs

Full powers to

BMs (in terms of lease agreement)

 

 

 

 

 

 

 

 

Deviations, if any, are to be referred  to CMD.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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27.

To incur expenditure on repairs, maintenance of furniture, fixture, fitting and Office equipments etc. including entering into service contract.

CMD-Full powers.

 

Head of Admn-Rs.10,000/- in each case and not exceeding Rs.50,000/- per annum

SM(Admn)-Rs.2000/- in each case and not exceeding RS.25000/- per annum.

Powers to be exercised with financial concurrence

Same as for Head of Admn.

Full powers upto Rs.2000/- in each case and not exceeding Rs.25,000/- per annum with CFA.

 

28.

To sanction expenditure against imprest maintained by any HOD

Full powers to HODs upto Rs.100/- per individual item

 

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RM to report to (F&A)/Estab. every month in a format as may be prescribed

29

Insertion of advertisement in respect of administrative matters

Head of Admn upto Rs.10,000/- with financial concurrence and beyond Rs.10,000/- to be approved by CMD

Full powers to RMs upto Rs.10,000/- with financial concurrence and beyond Rs.10,000/- to be approved by CMD.

 

Full powers upto Rs.5,000/- per insertion with CFA

 

 

 

 

 

 

 

 

 

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30.

 

 

Engagement of hired car

 

 

Head of Admn – full

 powers.

 

SM(Admn)-7 days at a time and subject to 30 car-days in a month powers to be exercised with financial concurrence.

 

 

RMs with

financial concurrence

 

Full powers for

10 car-days per month with CFA

 

 

30A.

Repairs and maintenance of Company's own cars

SM(Admn) maximum upto Rs.1000/- per car per month beyond which to be approved by head of Admn Deptt. upto Rs.10,000/- at a time both with financial concurrence.

 

Beyond Rs.10,000/- at a time to be approved by CMD

 

Same as for SM(Admn)

 

 

30B.

Purchase of fuel of cars

SM(Admn)-full powers

 

Same as for SM(Admn)

 

A monthly statement may be sent to Finance & Accounts Estab. showing car wise consumption

 

 


 

 

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30C.

Electric & Water charges, Post & Telegraph charges, Telephone charges etc.

 

SM(Admn)-full powers

Same as for SM(Admn)

BMs-full powers

 

30D.

Insurance coverage of Company's assets & properties

 

Head of Admn full powers.

 

Power to be exercised with financial concurrence

 

 

BMs- full powers

 

31.

Formation of Tender Committee for purchase/ other administrative jobs

 

CMD full powers.

 

Head of Admn - upto estimated job of Rs.1 lac.

 

Powers to be exercised with financial concurrence

 

Same as head of Admn

Full powers upto estimated job of Rs.50,000/- with CFA

 

(Vide office Order no.P&T/01/003/89/235 dated 29.3.93)

 

32.

Panel of Contractors for repair and renovation, electrical job, plumbing work, motor repairing work excepting advertising agencies.

Full powers Head of Admn with financial concurrence of head of finance

(vide Circular no.P&T/01/003/89/

2451 dated 19.2.91)

RMs with financial concurrence of head of finance

 

 


 

 

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33.

Legal actions

Company Secretary shall sign the Indemnity/Vakalatnama when the papers have been cleared by the concerned HOD/RM and vetted by AGM of Finance.

(Circular No.P&T/01/003/89/2047 dated 6/7.12.90)

 

RMs same power as that of SM(Law) in Head Office. They will engage counsels in consultation with Head Office as far as possible.

 

CS shall sign theIndemnity/Vakalatnama after  clearance from HODconcerned/RMs and vetted by the Head of Finance.(P&T/01/003/89/2047 dated 06/07/12/90)

34.

Extension of time limit for completion of construction of the house for which advance has been taken from the Company

Upto 6 months- Head of Personnel Dept.

Beyond 6 months-CMD

(Office Order No. P&T/01/031/90/727 dated 19-03-90

 

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Extension of time limit may be allowed when the work is delayed due to circumstances beyond the control of the employee depending upon the merit of each case


 

 

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36.

 

 

 

 

 

37.

To Order premature retirement of Executives

 

 

 

 

 

 

 

 

 

 

 

 

 

To sanction House Building Advance on the recommendation of House Building Advance Committee.

 

To issue “No Objection Certificate” for applying for international passport.

Board - full powers for Executive(s) of level of AGM & above.

 

CMD full powers for Executive(s) upto the level of Sr.Manager

 

(Order No.P&T/01/ 003/89/ 2217 dated 08-01-91

(Vide order no.

 

 

DGM(P&A) – Full powers with financial concurrence.

 

 

DGM(P&A)  - Full powers

 

(vide O.O.No.P&T/01/003/89/699 dated 25.11.97.

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Any decision for termination/ retirement of an Executive under these rules will be brought to the notice of Board as soon as a decision is taken by the competent authority and in any case not later than the date of premature retirement.

 

           

________________________________________________________________________________________________________________

Note : 1)             All expenditure is subject to budget provision.

           2)             In absence of GM(F&A), DGM(F&A) will exercise his powers.

            3)             Powers delegated to an Officer can be exercised by a Senior Officer.

            4)             Wherever concurrence of finance is necessary and there is a difference of opinion, the matter should be referred to the next higher Officer.

            5)            Drawing and disbursing authority will be the Designated Officer of Finance & Accounts as determined by M(F&A)/E or GM(F&A).


 

APPENDIX-1.1

 

ITEMS FOR CMD'S APPROVAL/INFORMATION AS PER ADMINISTRATIVE DELEGATION OF POWERS

 

 

SL. NO.

 

ITEM

NATURE OF POWERS

1.

Grant of Leave

  i) EL for AGM and above, EL, CL and RH of HOD's/Regional  Head and Study Leave/Special Disability Leave/Special CL/Leave not Due for all executives require CMD's approval.

 

 ii) HOD's to inform CMD of EL of all Officers of their department (by monthly statement)

 

2.

Approval of Tour Programme

i) Tour programmes of AGM & above require CMD’s approval. 

   Tour Programmes of HODs and RMs require CMD's approval.

 

ii) HODs to inform CMD of Tours of all Officers of their department by monthly statement.

 

iii) For all cases of halt for more than 10 days in the same station, CMD's approval is required.

 

3.

TA/LTC/Conveyance-Reimbursement/Children's Education all

 

Air/AC first class rail travel for non entitled persons in emergent cases requires CMD's approval.

4.

Purchase of furnitures/ fixtures/Office equipments

Though M(Admn) and RM's have full powers upto Rs.10,000/- with financial concurrence, all proposals for purchase require CMD's approval in principle.

 

5.

Purchase of Books/Periodicals/ Magazines by HOD's

Beyond Rs.2000/- per annum (and above Rs.300/- for individual item) concurrence of GM(F&A) and CMD is required.

 

6.

Repair of Cubicles/Partitions/ furniture/Office equipments in Company's  Offices

 

Proposals for expenses above Rs.10,000/- requires CMD's approval.


 

 

SL. NO.

 

ITEM

NATURE OF POWERS

7.

Sanction of Overtime

As determined by CMD from time to time. At present, this requires CMD's approval for all employees other than Drivers and RM's and M(Admn) may approve Overtime for Drivers.

 

8.

Forwarding application for outside employment

  i) For Executives, CMD's approval is required.

 ii) P&A Division and RMs to inform all such cases for ­­­____ to CMD by monthly statement.

 

9.

Permission for during courses for additional higher qualifications

  i) For Executives, CMD's approval is required

 ii) For Non-Executives, Regional Heads should endorse copy of Office Order to P&A Division while according permission.

 

10.

Confirmation of employees after probationary period (on first appointment and on promotion)

 

  i) For Executives, CMD's approval is required

 ii) For Non-Executives, HODs/Regional Heads should send papers to P&A Division for issue of necessary orders.

11.

Extension of probationary (on first appointment and on promotion)

  i) For Executives, CMD's approval is required

 ii) For Non-Executives, HODs/Regional Heads should send papers to P&A Division for issue of necessary orders.

 


 

ITEMS TO BE REPORTED BY REGIONAL HEADS TO HEAD OFFICE AS PER  DELEGATION OF ADMINISTRATIVE POWERS

 

 

            APPENDIX-1.2

 

SL. NO.

 

ITEM

FREQUENCY

TO BE SENT TO

1.

Statement of EL of all Officers of Regional Office and also CL and OH of Regional Heads.

 

By 7th of following month

S.O to CMD

2.

Statement of tours of all Officers of Regional Office

 

-do-

-do-

3.

Expenses on cancellation of Rail/Air ticket (for all employees)

 

-do-

-do-

4.

TA/LTC/Conveyance Reimbursement/Children Education All

 

-do-

-do-

5.

Advance of Pay/Festival/TA/ LTC/Medical Expenses (for all employees)

 

-do-

-do-

6.

Purchase of Furnitures/ Fixtures/Office equipments

 

-do-

-do-

7.

Purchase/Printing/Binding or Stationary

 

-do-

-do-

8.

Expenses against impress of MOD's

 

-do-

-do-

9.

Sanction of Overtime

 

-do-

-do-


 

 

SL. NO.

 

ITEM

FREQUENCY

TO BE SENT TO

10.

Statement of Income & Expenditure (as per prescribed format-I)

 

By 15th of following month

DGM(F&A)

11.

Monitoring Report on Revenue Expenditure (as per prescribed format-II)

 

-do-

-do-

12.

Monthly Trial Balance

 

-do-

-do-

 

Note :   1)            Items 10, 11, 12 are not stipulated in the Delegation of Administrative Powers

 


 

ITEMS TO BE REPORTED BY REGIONAL HEADS TO HEAD OFFICE AS PER  DELEGATION OF ADMINISTRATIVE POWERS

 

APPENDIX-1.2

           

SL. NO.

 

ITEM

FREQUENCY

TO BE SENT TO

1.

Statement of EL of all Officers of Regional Office and also CL and RH of Regional Heads.

 

By 7th of following month

S.O to CMD

2.

Statement of tours of all Officers of Regional Office

 

-do-

-do-

3.

Sanction of full D.A. for halts exceeding 4 days on tour

 

-do-

M(F&A)/E

4.

Expenses on cancellation of Rail/Air ticket (for all employees)

 

-do-

-do-

5.

TA/LTC/Conveyance Reimbursement/Children Education All

 

-do-

-do-

6.

Advance of Pay/Festival/TA/ LTC/Medical Expenses (for all employees)

 

-do-

-do-

7.

Advance for purchase or Conveyance (for all employees)

 

-do-

-do-

8.

Purchase of Furnitures/ Fixtures/Office equipments

 

-do-

-do-

9.

Purchase/Printing/Binding or Stationary

 

-do-

-do-

10.

Expenses against impressed of HOD's

 

-do-

-do-


 

 

SL. NO.

 

ITEM

FREQUENCY

TO BE SENT TO

11.

Sanction of Overtime

 

-do-

-do-

12.

Statement of Income & Expenditure (as per prescribed format-I)

 

By 15th of following month

DGM(F&A)

13.

Monitoring Report on Revenue Expenditure (as per prescribed format-II)

 

-do-

-do-

14.

Monthly Trial Balance

 

-do-

-do-

 

Note :   1)            Items 12, 13 & 14 are not stipulated in the Delegation of Administrative Powers


 

2.0       LIST OF MONTHLY/QUARTERLY RETURNS(HEAD OFFICE)

 

 

 

ITEM

FREQUENCY

ISSUED TO

ISSUED BY

 

For CMD's Secretariate

 

1.

D.O. letter on monthly performance of MSTC

By 7th of following month

 i) Secy.(Steel)

 

ii) Copy to: Jt. Secy./Dir.(Fin)/Dy. Secy., DOS

 

CMD

 

 

S.O to CMD

2.

 

 

a) Landed Cost of imported Shredded Scrap or all ports

 

b) Regional Market Prices of Ferrous Scrap and related items

 

-do-

 

 

-do-

Principal System Analyst, D.O.S.

S.O to CMD

3.

Physical and Financial Performance Statistics in prescribed format.

 

-do-

Jt. Secretary/Dir. (Fin.)/Dy. Secy., D.O.S.

S.O to CMD. as per data from DGM(F&A)

 

4.

Agenda Notes for Quarterly Performance Review Meeting by D.O.S.

 

By end of following quarter i.e. June/Sept./Dec/March.

 

Jt. Secretary, D.O.S

CMD

5.

Data for "Annual Report of DOS"

 

Annually(in Dec.)

Dy. Secretary, D.O.S.

CMD, as per data from

GM(F&A)

 

6.

Data for "Performance Budget of DOS"

 

-do-

Director(Finance), D.O.S.

-do-


 

 

 

ITEM

FREQUENCY

ISSUED TO

ISSUED BY

 

For Company Secretary

 

7.

Share Capital Return(in prescribed proforma)

 

 i) Quarterly (within 30 days of following quarter)

 

ii)  Annual (within 30 days of the end of financial year)

 

Research Officer, Company Law Board

Company Secretary

8.

Annual Return of the Company

Within 60 days of AGM

Registrar of Companies, W.B.

 

-do-

 

9.

Filing of Annual Accounts

Within 30 days of AGM

Registrar of Companies, W.B.

 

-do-

For F&A Division

 

10.

Annual Plan for MSTC

Annually (in June)

 

Director Finance (D.O.S.)

GM(F&A)

11.

Quarterly Performance Review Statement on Physical and Financial Performance

Within 30 days of following quarter

 

Section Officer, D.O.S.

-do-

12.

Last Day Message(LDM) by Telex-Summary of Physical Performance, Financial Performance(i.e. turnover and PBT of the month)

 

Last day of the month

Secy./Addl. Secy./ Jt. Secy./Director (Finance)D.O.S.

-do-

13.

Monthly Plan Expenditure Statement(in prescribed format)

By 10th of following month

Director(Finance) D.O.S.

-do-


 

 

 

ITEM

FREQUENCY

ISSUED TO

ISSUED BY

 

14.

Physical and Financial Performance Report(in prescribed format)

By 10th of following month

 

Director(Finance) D.O.S

GM(F&A)

15.

Cash Flow Statement

-do-

-do-

-do-

 

16.

Data Information on Financial Items

Annually(after closing of Accounts, around July)

 

ADV.(Finance), BPE

-do-

17.

Monitoring Statement on Revenue and Expenditure (on file)

20th of following month

 

CMD

DGM(F&A)

18.

Foreign Exchange Statement(on file)

By 7th of following month

 

-do-

-do-

19.

Profitability Statement

Last day of the month or, one day prior to Perf. Rev. meeting (which ever is earlier)

 

S.O to CMD

M(F&A)/CA

20.

Monthly Overtime Statement(on file)

By 15th of following month

CMD

M(F&A/E


 

 

 

ITEM

FREQUENCY

ISSUED TO

ISSUED BY

 

For DM Division

 

21.

Statement of Outstanding dues receivable on last day of month for DM Division

By 10th of following month

 

Director(Finance) D.O.S.

GM(DM)

22.

a) Physical Performance Report

 

b) Steel Plantwise Booking and Despatch Statement

 

c) Statement on Outstanding Service Charges from Steel Plant and PSUs

 

Last day of the month or one day prior to Perf. Rev. meeting(which- ever is earlier)

 

S.O to CMD

-do-

For IM Division

 

23.

a) Physical Performance Report

 

b) Performance Report on Ships for breaking

 

c) Statement on pending shipments against imported Ferrous Melting Scrap

 

d) Statement on Outstanding Receivables

 

Last day or the month or one day prior to Perf. Rev. Meeting(which- ever is earlier)

S.O to CMD

GM(IM)

24.

Import Price and Landed Cost of Ferrous Scrap for all Ports

Last day of every month

 

S.O to CMD

GM(IM)

For MS Division

 

25.

Regional Market Prices of Ferrous Scrap and related items

1st of every month.

 

4th of every month

S.O to CMD

 

 

GM(DM/IM/F&A)

 

DGM(MS)

 

 

-do-

 


 

 

 

ITEM

FREQUENCY

ISSUED TO

ISSUED BY

 

26.

Market Prices of Sale Items

7th of every month

 

GM(DM/F&A)/S.O to CMD

DGM(MS)

27.

Price Trend of Ferrous Scrap Items, Ferro Alloys, Old Ships for scrapping, etc.

15th and last day of every month

 

GM(IM/F&A)/ RM(WR/N/S)

-do-

For P&A Division

 

28.

a) Annual Report on reservation for SC/STs in service (in prescribed format)

 

b) Appreciation Report on employment position of SCs/STs

 

 

Annually (by 31st March)

Under Secy., D.O.S

 

Copy to :

 i) Under Secy, Min. of Home Affairs

ii) B.P.E.

 

AGM(P&A)

29.

Report on New Schemes for employees' participation in Management of PEs

Quarterly (by 7th of the month following the quarter)

 

Under Secy., D.O.S.

-do-

30.

Report on Communal Harmony & National Integration etc.

 

-do-

-do-

-do-

31.

Report on Welfare of Minorities

-do-

Under Secy., Min. of Welfare(Minority Cell)

 

-do-

32.

Report as per Employment Exchange(Compulsory Notification of Vacancy) Act, 1959 and Rules 1960

 

-do-

Regional Employment Exchange, Calcutta

-do-

 


 

 

 

ITEM

FREQUENCY

ISSUED TO

ISSUED BY

 

33.

Biennial Survey of Occupational-Cum-Educational Profile of employees

 

Biennial (position as in September to be sent by Oct/Nov in each even year

 

-do-

-do-

 

 Note :                  In   addition   to   the   above,   reports   on   top

                                                                                                Management inventory, employment of Physically

                                                                                                Handicapped persons etc. are submitted from time

                                                                                                to time by P&A Division as and when asked for by

                                                                                                the concerned authorities.

 

For Hindi Cell

 

1.

Quarterly Performance Report on use of Hindi

Within 15th days of following quarter

 

Asstt.Director

(Hindi),D.O.S.

Hindi Officer

2.

Annual Performance Report against Annual Programmes for Hindi implementation

 

15th April

-do-

-do-

3.

Half Yearly Hindi Training Report

15th April/ 15th October

Dy. Director, Hindi Teaching Scheme, Rajbhasha Department, Dept. of Home Affairs, Calcutta

-do-


 

3.0                                                    DELEGATION OF  COMMERCIAL POWERS FOR

                                                       INTERNATIONAL MARKETING DIVISION

 

UNDER REVISION

 

 

---------------------------------------------------------------------------------------------------------------------------------

 

 

 

 

4.0                                                              DELEGATION OF  COMMERCIAL POWERS FOR

DOMESTIC MARKETING DIVISION

 

UNDER REVISION

---------------------------------------------------------------------------------------------------------------------------------

 

5.0                                                                   GUIDELINES FOR INVENTORY CONTROL AND

                                                                                    SUPPLY OF STATIONERY

 

-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

AUTHORITY :                                   OFFICE ORDER NO.MSTC/EA/11 DATED : 11/5/87 ISSUED BY M(F&A)/E

-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

1.0            RECEIPT OF STORES :

 

1.1       All materials purchased from time to time should be invariably recorded in the Store Ledgers indicating the Order No., Name of the suppliers, Quantity Received, Rate, Chalan No. and Date etc.

 

1.2       Any material which may be found defective or not conforming to the specification mentioned in the orders should not be accepted and be returned to the Suppliers immediately.

 

1.3       All materials received should invariably be linked up with the purchase order reference.  Any  remarks of the Store Keeper on the Goods Receipt Note should be taken into account at the time of passing the Suppliers' bill in the Accounts Section. All payments against purchases should be made on receipt of the Goods Receipt Note duly signed by the Store Keeper.

 

1.4       All quality complaints/supply of materials not conforming to the order requirements should be entered into a separate Complaint Register against particular supplier and a review of the same may be made at the end of the quarter before placement of future order on such suppliers.

 

2.0       ISSUE OF STROES :

 

2.1       Issue of materials will be on the basis of fortnightly requisition duly signed by heads of department or such other Executives authorised by him and accordingly to his entitlement/eligibility of the Indentor. All stores item shall be issued first to seven on first fortnight and 15 to 20 in the second fortnight.

 

2.2       All requisitions at the time of issue should be signed by concerned departments in acknowledgement of receipt of the materials on requisition form itself on in the Register concerned.

 

2.3       Issue of all such Strores are to be clearly shown in the Strores Ledgers indicating the date of requisition and the date of supply to the concerned department.

 

2.4       A minimum stock for six weeks has to be maintained by the Store Keeper. At the end of the month The Store Keeper should give indent  from Stores Items indicating  all particulars regarding specification and quantity. Arrangement for purchase of materials should be made at the end of each month.

 


 

2.5       A periodical reconciliation has to be made with the issue of stores as mentioned in the Stores Ledger and the consumption record supported by the requisition slips received from time to time.

 

3.0            INVENTORY CONTROL :

 

3.1       The Stationery Ledger and stock to be verified at the end of the each month for assessing the need for replenishment, if any. A quarterly statement is to be prepared for the review of the position showing therein the total quantity purchased and issued during the quarter department-wise and the balance of each of the item at the end of the quarter. This statement is to be put up to CMD through GM(F&A) pointing out therein any special feature notice during the quarter under review.

 

3.2       Any Stationery item not included in the  Purchase Order but required urgently can be purchased directly from the market without financial concurrence if the total amount involved in each case is within Rs.200/- and will financial concurrence if it is above Rs.200/- in each case after recording the justification for such purchase.

 

3.3       Half-yearly stock taking of Stores Item and reconciliation of the same with Store Ledger will be conducted by the Internal Auditor or departmentally.

 

4.0            NORMS FOR ISSUE OF STATIONERY ITEM :

 

            i)            Stapler Machine :

 

                        Not more than once in 24 months. Replacement, if any, required earlier than this will be made against a requisition counter-signed by the Head of Department indicating the specific reasons for asking such replacement. This item should be issued only upto the executive staff level and below the executive staff may be issued on the basis of recommendation by Head of Department.

 

            ii)            Towel :

 

                        A pair not earlier than 180 days from the date of issue of the previous one.

 

            iii)            Dot Pen :

 

                        One Dot Pen in not more than 120 days from the date of issue of the previous one.

 

            iv)            Ash Tray :

 

                        Once in three years. This item should not be issued below the Executive level.

 


 

            v)            Pen Stand :

 

                        Once in two years for issue to Executives of the level of Manager and above.

 

            vi)            Plastic Jug :

 

                        Once in two years.

 

            vii)            Jotter Pen :

 

                        Only for Executives once in six months.

 

            viii)            Jotter Refill :

                                                                       

                        Only for Executives once in three months.

 

            ix)            Dot Pen Refill (Ordinary) :

 

                        Maximum two Refills in a month.

 

            x)            Punching Machine (Single/Double) :

 

                        Not earlier than once in three years. Replacement, if any, as to come through Head of Department indicating the reasons for such replacement.

 

            xi)            Lead Pencil :

 

                        Maximum once in four months. For Steno maximum one in a month.

 

            xii)            Waste Paper Basket :

 

                        Once in three years.

 

            xiii)            Desk Calendar Stand :

 

                        Maximum once in three years. This item is exclusively for Executives.

 


 

            xiv)            Eraser (Type/Pencil) :

 

                        Maximum one in four months.

 

                        The above list is, however, not exhaustive but only indicative. Administration Division in consultation with Finance may from time to time extend, improve and modify this list depending on the circumstances.

 


 

6.0                                                                        GUIDELINES FOR MAINTENANCE OF OLD RECORDS

                                                                                                      

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

I.         AUTHORITY :                                                               OFFICE ORDER NO.13192  DATED : 6/4/83 ISSUED BY M(P&A)

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

 

            It is of paramount importance to weed out  such records which are either unwanted or have ceased to be active source of reference and retain only such records which may be required for present or future use.

 

            Broadly speaking, the records in our Office may be classified as under :

 

            a)            Administrative and Establishment records of the Office.

            b)            Records connected with main functions of the various other departments

 

            Retention period for various records may be determined as :-

 

            i)            Permanent                             -A

            ii)            Upto 10 years                                  -B

            iii)            Upto 5 years                           -C

            iv)            Upto 3 years                           -D

            v)            Upto 2 years                           -E

 

            The following procedure may be followed for the destruction of obsolete records :-

 

             1)        The Officer-in-Charge will get all his records reviewed every year with a view to ascertain whether some of the records are due for destruction according to retention schedule as given above.

 

             2)        Records listed out and earmarked for destruction will be subjected to further screening and verification by a Departmental Screening Committee (to be nominated by the Departmental Head consisting of three Officer of each Department.) with a view to determine whether records in question  are still required to be preserved for a longer period than the one indicated in the retention schedule,  due legal implication, audit implication etc.

 


 

             3)        If any document for record is involved as a reference in Court case/Enquiry, the same will be retained for two years after the case has been decided in the Court and the matter treated as closed irrespective of the retention schedule.

 

                        For the Personnel & Administration Department, the description of records which retention period may be as follows :-

                       

 

RETENTION PERIOD

 

SL.NO.

DESCRIPTION OF RECORDS

REMARKS

A)

Permanent

 

 

 

 

 

Files

1.

Sanction Order

Until suspended

 

 

 

2.

Delegation of Powers

Until suspended

 

 

 

3.

Office Order on Policy Matters

Until suspended

 

 

 

4.

Ministerial and Government instruction

Until suspended

 

 

Registers

 

1.

File Index Register

 

 

 

2.

Asset Register/Office Equipment/ Machines/Furniture

 

 

B)

Upto 10 years

1.

Office Letters, Joining Reports

 

 

 

 

2.

Confirmation/Promotion/Transfer Orders

 

 

 

 

3.

Manpower proposals

 

 

C)

Upto 5 years

 

1.

Parliament Question

 

 

Files

2.

Minutes of meetings

 

 

 

 

3.

Bills for repairs and maintenance of Office Furniture, Office Equipment, Trank-Call Bill etc.

 

 


 

 

 

 

Registers

 

Stock Register

1.

Stationery items

 

 

 

2.

Printing materials

 

 

 

 

3.

Liveries

 

 

 

 

4.

Log Book for Vehicles

 

 

D)

Upto 3 years

1.

Audit queries and their replies

 

 

 

 

2.

LTC application

 

 

E)

Upto 2 years

1.

Leave Orders

 

 

 

 

2.

General correspondences, administrative matters

 

 

 

 

3.

Despatch Register, Attendance Register, Trank-Call Register, Peon Book, Leave Account Register,  File Movement Register, Duty Roster Register

 

 

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

II.         AUTHORITY :                                                               OFFICE ORDER NO.P&T/07/020(i)/87/6247  DATED : 25/11/87

                                                                                                    ISSUED BY AGM(P&A)

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

 

1.0            SENDING FILES TO RECORD ROOM :-

 

1.1       Files should be sent to Record Room not more than once a month. If there are different sections in a department and it is considered expedient to do so, files from different sections may be sent in different lots, but in one bunch from the department and not more than once a month.

 


 

1.2       To facilitate the above process the following procedure may be adopted.

 

1.2.1    The date of opening and closing of file should invariably be mentioned on the file cover for which provision already exists on the file cover.

 

1.2.2    While closing the file a decision should be taken by the department regarding the nature of the records and the period of which the records are to be preserved in accordance with the provisions of Office Order No,13192 dated 06/04/83. According to this provision files are to be divided in 5 categories as follows :

 

            Category                                             Period for which the records are to be preserved

 

               A                                                       Permanent

               B                                                       Upto 10 years

               C                                                      Upto 5 years

               D                                                      Upto 3 years

               E                                                       Upto 2 years

 

            While closing the files, in accordance with  above, the category of the file namely A, B, C, D & E should be marked clearly on the file cover. Departments should formulate their own policies in this regard with due consultation with Associate Finance and Law. The decision two categories the files should be taken by an Officer not below the rank of Manager. The policy in this regard should be approved by the Head of the Deptt.

 

1.3       Files should be sent to Record Room for a maximum period of two years. Category "A" files should be maintained as far as possible in the department itself and in any case should not be sent to Record Room before 8 years.

 

1.4       While sending the files to the Record Room this should be nettle bundled, if necessary sectionwise and should be accompanied by Form 1 given at Annexure-I duly filled in triplicate. Such forms should be maintained for each department for a separate file. Numbering of these forms will be important and should be done in the following fashion :

 

           

 

Name of the Department

(Old record)

File No.

Sl.No. of

the lot

Year

Despatch No.

 

            Thus, the first lot send by the Department (say IM) in the year 1988 should have the number IM/01/....I/88 Despatch No.

 

1.5       The Form 1 should be filled in and signed in triplicate. After being signed by the Record Room incharge one copy should come back to the sender department, one copy to be retained by the Record Room for their file and the other copy should be passed on the top of the bundle after wrapping the bundle suitably with thick paper. Such bundle may be kept serially in the rack earmarked for that particular department in the Record Room. The bundle should be so wrapped that it may be opened without tearing Form 1 pasted on the wrapper.

 

2.0            REQUISITIONING A FILE FROM THE RECORD ROOM :

 

2.1       While requisitioning a file from the Record Room Form 2 given at Annexture-II may be used. Again this should be filled in triplicale and after being signed by the Record Room In-charge,  one copy alongwith the file should come back  to the requisitioning department, one copy to be kept in the Record Room file and one copy should be kept in a blank file cover to be kept the stack in  place of the file taken out.

 

2.2       Once a file is taken back from the Record Room, if it has again to be sent to the Record Room, then it should be sent alongwith a frame stack of files after making necessary changes in the records of the sending department.

 

3.0            DESTRUCTION OF OLD RECORDS :

 

 3.1      Twice in a year particular fortnights should be earmarked for destruction of files. Each department should nominate an Officer for this purpose who will co-ordinate with the Record Room Incharge.

 

3.2            Records should be destroyed in accordance with the instructions given in Form 1 in conformity with the categorisation. This will necessiate opening of the stacks, taking out the files earmarked for destruction, re-make the stack and score out the concerned file numbers in Form 1 already pasted with the remark 'DESTROYED'  entered against them which should be initialled both by the using department official as well as the Record Room In Charge. After this, Form 1 should remain pasted on the top of the stack of the remaining files.

 

            This procedure comes in force with effect from 25-11-87 and has the approval of the Competent Authority.


 

ANNEXURE-I

 

(FORM-1)

FILE MOVEMENT FROM DEPARTMENT TO RECORD ROOM

 

 

(Number)

Department

(say IM)

 

File No.A/87/

(O.R)

Sl.No. of the lot

Year

Despatch No.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

To,

The Record Room In-charge,

 

 

 

            The following files are sent herewith to be kept in the Record Room as per instruction given below :-

 

           

 

Sl.No.

File No.

Pages

Date of opening

Date of closing

To be destroyed after.......

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Approved by...............    

(Not below the rank of Manager)

Yours faithfully,

 

Received in Record Room

 

 

(Record Room In-charge)

 

(To be filled in triplicate)

 

Distribution to :

1.         Sender (1st copy)

2.         Record Room (Old Record File)

3.         Record Room (To be kept on the top of the file stack)


 

ANNEXURE-II

 

(FORM-2)

 

REQUISITION FORM FOR FILE FROM RECORD ROOM

 

No.........                                                                                                                                                                                               Date :

 

 

To,

The Record Room In-charge,

 

 

 

            Please arrange to send us the following files from Record Room :-

 

           

 

Sl.No.

File No.

Sent to Record Room vide No.

Date

 

 

 

 

 

 

 

 

 

 

 

Authorised by...............    

(Not below the rank of Manager)

Yours faithfully,

 

 

RECORD ROOM

 

                                                                                    File sent to requisitioning department

 

 

( Record Room In-charge )

Distribution to :

1.         One copy - Requisitioning Department alongwith the file

2.         One copy  - Record Room File

3.         One copy - On the stack enclosed with Form 1


 

7.0                            GUIDELINES FOR CONDUCTING LITIGATION/ARBITRATION

                                         IN INDIA AND ABROAD FILED BY AND AGAINST MSTC

---------------------------------------------------------------------------------------------------------------------------------

AUTHORITY :                        OFFICE ORDER NO.MSTC/LAW/GUIDELINES/8/2484

                                                DATED : 26/3/87 ISSUED BY GENERAL MANAGER(FT)

---------------------------------------------------------------------------------------------------------------------------------

 

            The following guidelines are framed for conducting litigations/arbitrations in so far as this Company is concerned :

 

            i)          The Operation Division for defending any of their actions in the Courts of Law and/or before any Arbitrator, or when desire to initiate legal action, against any party, will refer the matter to Law Section, in a self contained note.

 

            ii)         Law Section will examine the case and if necessary also obtain expert legal opinion and thereafter submit through GM(P&A) to CMD, with recommendation as to whether the case should be contested/initiated or otherwise.

 

            iii)         Where it is decided that MSTC should initiate/contest legal action, Law Section shall arrange issuance of legal notice of demands or take immediate steps to issue necessary replies to the legal notice of demands served on MSTC within the notice-period, through Solicitors/Advocate, as the case may be.

 

            iv)        In the event of disputes with another Public Sector Undertaking or Govt. Department, matters will be decided in terms of the guidelines issued by the Government.

 

            v)         Where it is felt, that it will not be expedient to proceed with the legal action, the Operation Division will be so advised.

 

            vi)        EXPERT OPINION :

 

                        Expert opinion in regard to matters referred to Law Section, will be obtained in consultation with the Legal Adviser. Reasons for obtaining such opinion will also be duly recorded.

 

            vii)        EMPANELMENT OF EXPERTS/SOLICITORS/LAWYERS :

 

                        A panel of Experts in various fields of expertise, Solicitors and Lawyers in India & abroad will be prepared keeping in view their reputation, performance and reasonableness of fees (fee charges to be also indicated) in the different areas of litigation/adjudication, and this will be reviewed periodically.

 


 

            viii)       ENGAGEMENT OF SOLICITORS :

 

                        The Solicitors from amongst the panel shall be engaged only in respect of cases coming up before the High Court and Supreme Court.

 

            ix)        ENGAGEMENT OF SENIOR LAWYERS :

 

                        a) The Attorney General/Solicitor General of India/Advocate General of State, as the case may be, shall invariably be engaged in cases involving principles of law, matters having far-reaching impact on the policy decision of the Company and/or considerable money stake for the Company ; where the services of Attorney General/Solicitor General of India/Advocate General are not available, then Senior Lawyer from amongst the panel will be engaged.

 

                        b) Senior Lawyer(s) will be engaged in cases where money stake of the Company is more than Rs.3 lacs.

 

                        c) In all other cases, Junior Lawyer(s) will be engaged and according to necessity and judicial procedure.

 

            x)         EMPANELMENT OF ARBITRATORS :

 

                        A panel of Arbitrators, with their respective fees,  selected from amongst retired Judges/Lawyers/Professional Managers as also retired executives of Public Sector Enterprises, having reputation and integrity in the respective discipline, will be prepared for arbitration on behalf of MSTC, in all arbitration proceeding in India.

                       

            xi)        APPOINTMENT OF ARBITRATORS :

 

                        The actual appointment of Arbitrator from amongst the panel will be made in each case keeping in mind nature of arbitration and in the following manner :

 

                        a) Where arbitration involves principles of law and/or financial stake exceeding Rs.3 lacs, a retired judge of High Court or Supreme Court or Lawyers with expertise in the branch of law involved in the arbitration.

 

                        b) Where arbitration involves only matters of commercial nature and/or money stake is Rs.3 lacs or less, Executives of Public Sector Enterprise with commercial background, as available in the panel; however,  there will be no bar to engaging a retired Judge/Lawyer, if the circumstances, so warrant.

 

                        c) TA, Conveyance Allowance etc. payable to the Arbitrators will be as follows :

 

                                     i) When arbitration sitting is held in the same station as the normal residence of Arbitrator, the actual taxi fare will be paid towards local conveyance, if no transport is provided by the Company.


 

 

                                     ii) When such sitting is held at outstation, Arbitrator shall be entitled to :

 

                                                  a) Actual Railway fare by the highest class as available or Air fare (economy class).

 

                                                  b) Accommodation at Guest House of the Company or other Public Sector Undertakings or in Five Star Hotel as available.

 

                                                  c) No daily allowance is payable but food expense will be borne by the Company.

 

                                                  d) Actual taxi fare as local conveyance, if no transport is provided by the Company.

 

                                     iii) The appointment of Arbitrators for foreign arbitration shall be made on the advice of Solicitors/Indian Consul (Com)/Indian Embassy of the respective countries.

 

            xii)        PAYMENTS :

 

                        a) Payment of advance :- On the basis of the specific request from the Solicitors/Lawyers/Arbitrators etc. as and when received, limited to 75% of the estimated expenses excluding the Court Fees, Railway/Air fare etc. which will be paid in full. Payment of advance, in all cases, will be made with the concurrence of GM(F&A). However, such advance shall be adjusted against costs within a reasonable period, at any rate not beyond six months from the date of advance.

 

                        b) Payment of Bills :- After receipt of the Bill of Costs from the Solicitors/Lawyers/Arbitrators as the case may be, Law Section shall process the said Bills with reference to the approved terms of payment and in consultation with Finance & Accounts  Division and every effort is to be made to settle the Bills within one month.

 

            xiii)       AUTHORITY FOR INITIATING/DEFENDING CASES AND PAYMENTS :

 

                       

 

Nature

Authority

Extent of power

 

i)

Initiating legal action/arbitration

CMD

Full powers with financial concurrence

 

ii)

Defending cases against Company

GM/DGM of the respective Operation Divisions

 

- do -


 

 

iii)

Engagement of :

 

 

 

 

a)

Attorney General/Solicitor General/Advocate General of State

 

CMD

- do -

b)

Senior Lawyers with a fee of Rs.10,000/- or more for conference/appearance/ hearing

 

CMD

- do -

c)

Lawyers with a fee below Rs.10,000/- but above Rs.3000/- per conference/ appearance/ hearing

 

GM/DGM of the respective Operation Divisions

- do -

d)

Lawyers with a fee below Rs.3000/- but above Rs.1000/-

 

- do -

- do -

e)

Lawyers with a fee below Rs.1000/-

 

Manager(Law)

- do -

         

 


 

APPROVAL OF EXPENDITURE AND

SIGNING OF PAYMENT VOUCHERS

 

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AUTHORITY :                                                            OFFICE ORDER NO.P&T/01/118/85/8109

                                                                                    DATED : 12/10/88 ISSUED BY DEPUTY

                                                                                    MANAGER(P&T)

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Sl.No.

Nature of powers

Financial concurrence to the proposal to be accorded by­

------------------------------------­

Signature of payment  vouchers by

 

--------------------------------

 

 

Head

Office

 

Regional

Office

Head

Office

Regional

Office

           

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

(1)

(2)

(3)

(4)

(5)

(6)

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

1.

Leave Encashment as per rules

M(F&A)E

JM(F&A)

& above

 

JM(F&A)E & above

JM(F&A) & above

2.

Payment of TA/LTC/LLTC claims as per rules, reimbursement of conveyance and other expenses, Children's Education Allowance as per rules

 

- do -

- do -

- do -

- do -

3.

Advance of Pay/Festival/Medical/ TA/LTC & LLTC as per rules and any other advance against approved expenditure

 

- do -

- do -

- do -

- do -

4.

Payment of daily allowance at full rate for halt not exceeding the prescribed limit of 30 days

 

M(F&A)

- do -

- do -

- do -


 

 

 

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

(1)

(2)

(3)

(4)

(5)

(6)

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

5.

To incur expenditure on cancellation of rail/air tickets in respect of Executives and Non Executives under them

 

M(F&A)

JM(F&A)

& above

 

JM(F&A)E & above

JM(F&A) & above

6.

Payment of advance for purchase of conveyance

as per rules

 

M(F&A)E

- do -

- do -

- do -

7.

Reimbursement of LTE as per rules

 

JM(F&A)E

- do -

- do -

- do -

8.

To sanction Company Lease/Self Lease Agreement for house on rent for the executives as per rules

 

M(F&A)E

- do -

- do -

- do -

9.

Purchase of liveries for Class IV staff including shoes, umbrella, rain-coat etc. as per rules

 

- do -

- do -

- do -

- do -

10.

Purchase of furniture & fixtures including office equipment, air-conditioners, refrigerators, water coolers, etc.

 

- do -

- do -

- do -

- do -

11.

Purchase of stationery including printing of forms, registers, visiting cards, periodicals, files, registers & binding of books etc.

 

- do -

- do -

- do -

- do -


 

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

(1)

(2)

(3)

(4)

(5)

(6)

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

12.

Purchase of books and periodicals/magazines as per provision made in the annual Budget

 

M(F&A)E

Nil

- do -

Nil

13.

To incur/approve expenditure on postage, telegrams, telephones, telex & TPMS including admittance of telephone bills

 

- do -

- do -

- do -

- do -

14.

To incur expenditure for repairs, maintenance and renovation of cubicles, partitions, furniture, fittings, office equipment etc. in Company's Offices including entering into service contracts

 

- do -

- do -

- do -

- do -

15.

Insertion of advertisement in respect of administrative matters

 

- do -

- do -

- do -

- do -

16.

Engagement of hired car

 

- do -

- do -

- do -

- do -

17.

Formation of Tender Committee for purchase/other administrative job

 

- do -

- do -

- do -

- do -

18.

Panel of Contractors for repairs and renovation, electrical job, plumbing work, motor repairing work excepting advertising agencies

 

- do -

- do -

- do -

- do -


 

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

(1)

(2)

(3)

(4)

(5)

(6)

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

19.

To act as Drawing & disbursing Officer for payment of salary/ wages, Medical/TA reimburse-ment and all other approved expenditure

 

M(F&A)E

-Do-

JM(F&A)E & above

-Do-

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

NOTE :

 

1.         The above delegation of power for financial concurrence is, however, subject to following limitations :

 

            i)            Upto  Manager - Proposal involving Rs.1 lac or less

            ii)            Sr.Manager & above but below DGM - Proposal involving Rs.10 lacs or less

            iii)            Dy General Manager - Proposal involving Rs.20 lacs or less

            iv)            Proposal involving more than Rs.20 lacs will require General Manager's approval

            v)            Proposals requiring Managing Director's approval will require concurrence of General Manager(F&A)

 

2.         If General Manager(F&A) is on leave or on tour or for some reasons not available in the Office for a considerable time, his function will be carried out by Dy. General Manager(F&A)

 

3.         In the event of absence of any Officer in the Establishment Acts wing, Officers belonging to the level of Junior Manager(F&A) and above in F&A Central Acts wing will be eligible to make signature in the payment vouchers.

 

4.         In the event of absence for any reason of any specified Officer for according financial concurrence, the same, however, shall be exercised by any other Officer of equivalent or higher status of F&A Division.

 

 

 

 

 

 

 

 

 

M S T C LIMITED

 

(A.GOVT. OF INDIA ENTERPRISE)

225-F, ACHARYA JAGADISH BOSE ROAD,

KOLKATA – 700 020.

 

 

 

 

CHARGE RELINQUISHING REPORT

 

 

In pursuance to Office Order no.                               dated transferring the undersigned, I do hereby relinquish my charge on this

day of

 

A)     Files in my custody:

 

 

File No.                                                          Subject                                                     Location

 

 

 

A1)  Any other documents in my custody secret or given by me to:

      Description                                                  Subject                                                      Location

 

 

 

*A2)  Certified that all CRs and other Performance Reports for employees under my control have been filled in and submitted.

 

B)     I do hereby hand over my keys of my Cup Board/Filing Cabinet/Drawers to

 

C)    Resume of important decisions to be taken immediately.

 

D)    The important issues pending are listed below:

 

File No. with subject                                                          Brief narration of the issue