(4)State telegrams should, except when extreme precision is important, be expressed in as few words as possible; and more auxiliary or connective words which can obviously be filled in by the receiver should filled in by the receiver should be omitted.

 

(d)Book of telegram forms required for official  use may be obtained on payment from any Principal Telegraphs Office.

 

(e) If a Government employee asks for repletion of a telegrtam received by him in his official capacity, he shall not be required to pay any transmission charge in the first instance.  If, however, the repetition reveals no error on the part of the telegraph service, the necessary charge will be recovered.

 

(f) Foreign State telegrams can be issued only by Government employees who have been specially authorised to do so.  A list of such Government employees is given in the Indian Telegraph Guide.

 

If a Government employee not entitled to send a Foreign State telegram finds it necessary in the interest of the public service to do, he should send the message though some higher authority empowered to issue such telegrams.

 

III. Commission on value payable parcels or money orders -: (a) The sanction of a competent authority for the purchase of an article carries with it the sanction for incurring necessary charges for postal commission on value payable parcel, provided that the cost of the article has necessarily to by brought by value payable parcel, provided that the cost of the article including the postal commission is within the sanctioning power of the authorities that sanction the purchase.

 

(b) The charges for remittance of money by postal money order in payment of Government dues, should ordinarily be borne by the payee and not by Government,.  Cases in which, and the conditions under which, the cost of such remittances may be Government are specified bellow :-

 

Note. –The remittance of revenues collected at outlying stations to the treasury may, if necessary, be made at Government expenses.

(i) Remittance of pay allowances, etc.

 

( c) Pay, traveling and other allowances and contingent charges of subordinate Government employees employed in outlying stations may be permitted by money order at Government expenses, when the stations are at a distance of more than 8 k.m. from the nearest treasury or from the remitting office at which such charges are drawn, provided that the money order commission should not amount to more than the traveling allowance payable , if a messenger was sent to encash the bill, cash order or Government draft, as the case may be. 

 

Note. –In special circumstances, e.g., when a suitable messenger  is not available ,the journey is risky, etc.  The head of a department may permit such remittance even though the money order commission exceeds the traveling allowance that might be payable had a messenger been employed.

 

(ii) Remittance of Scholarships

(d) The remittance at Government expenses of scholarships will require the sanction of the Local Administration concerned .

 

(iii) Remittance of months, due to contractors, suppliers etc.

 

(e) Charges for remittance by postal money order of moneys due to contractors of suppliers, etc, should not ordinarily arise.  When, however, the remittance by money order is unavoidable and is considered necessary in the interest of the public service.

 

30.       Printing and Binding. –Detailed rules on the subject are contained in the Punjab Printing and Stationery Manual.

 

31.       Publications –1-Official- (a) Purchase of Publications in the United Kingdom. –The following arrangement has been introduced for the purchase of books, etc., published in Europe :-

 

            (1) Disbursing Officers are authorised to indent direct on the High Commissioner for India for any books, etc., published in Europe which they require.  The High Commissioner will be able to purchase at publisher’s (whole-sale) prices prices a commission at the rate of 7 ½ per cent.  Publications, orders for which are received by one mail, will be dispatched by the High Commissioner by the following mail.

 

            (2) They system is voluntary and disbursing officers may purchase publications directly, either in England or in India.  It may, however, be pointed out that on no other system will it be possible to purchase books at rates as favourable as those offered in sub-clause (i) above.  In the case of many books the saving will amount to about 20 % on the retail prices charged by a bookseller in England, and a much larger saving will be effected on the prices generally current in India.

 

            Further, if the system in sub-clause (1) above is extensively followed, it may be possible for the High Commissioner to obtain even more favourable rates.

 

(1)               In submitting indents to the High Commissioner, disbursing officers should use the prescribing form.  The form should be sent in duplicate and the head of account to which the cost will ultimately be debited should be  clearly stated in the appropriate place.  The cost of purchase made, including packing and postage or freight, will be reported quarterly be the High Commissioner to the Accountant-General, Punjab, who will debit the contingent grants of the Indenting Officers with the value of their purchases.

 

(2)               This system does not apply to official publications of the Government of U.K. and such publications if ordered through the High Commissioner, should not be entered on the form prescribed for this scheme.

 

(b) Supply of copies of priced official publications of the Central Government of State Government. –The Central Governments of have prescribed the following procedure in the case of all their priced publications :-

 

(1) Except in the case of reports, etc., circulated to the State Government for opinion by Administrative Departments of the Central Government publications of the Central Government will be issued to the State Government on payment only.

 

(2) Subject to the exception referred to above, no Department of the Central Government is authorised to send publication to the State Government except on requisition through the Central Publication Branch.

 

(3) Publications will be issued to the State Government at the discount of 25 percent below the usual sale price.

 

(4) A debit will be raised against the State Government at the time to issue and will be finally adjusted by book debit at the end of the financial year.

 

(3)               Publications required by the State Government as agent for the administration of Central Subjects will be indented for through the Administrative Department of the Central Government which will forward the requisition to the Central Publication Branch for compliance.  Such issues will not be debited against the State Government.

 

(4)               Subject to the exception referred to in the preceding clauses, all requisitions for Central Government publications shall be made to the Central Publication Branch, subject to such restrictions as may be imposed by the State Government.

 

(5)               Central Government publications indented for by the State Government may, if unused and in good condition, be returned to the Central Publication Branch which will give credit for their value.

 

(a)                            Requisitions for Central Government publications. –The requisitions referred to in subclause (6) of clause (b) above should be addressed to the Manager, Government of India, Central Publication Branch, 8, Hastings Street, Calcutta, but in order to enable Government to determine whether any restriction in the number of recurring publications is necessary, new requisitions for the supply of such publications which it is considered desirable to continue are required to be forwarded by Government employees through the government with a view to communicating instructions restricting issues to the Central Publication Branch.

 

(b)                           Government employees authorised to purchase publications on a commission basis. – The Government employees named below are authorised to purchase non-recurring publications of the Central Government for official use on a commission of 25 per cent where allowed.

 

Payment for all such publications will be made by book adjustment by debit to the head “268-Miscellaneous General Services –Other expenditure –7-Books and Periodicals” ;-

 

            Chief Secretary.

            Chief Engineer, P.W.D., Buildings and Roads Branch.

            Chief Engineer, P.W.D. Irrigation  Branch.

            Registrar, High Court.

            Secretary to the Financial Commissioners.

            Director of Land Records, Inspector-General of Registration and Registrar-General of

            Briths, Deaths and Marriages;

            Director of Agriculture.

            Director of Public Instruction.

            Inspector-General of Police.

            Inspector-General of Prisons.

            Director, Health and family Welfare.

            Legal Remembrancer.

            Chief Conservator of Forests.

            Curator, Central Museum.

            Controller of Printing and Stationery.

            Registrar, Co-operative Societies.

            Director of Industries.

            Secretary, Punjab Vidhan Sabha.

            All Commissioners.

            All Deputy Commissioners.

            All District and Sessions Judges.

            Welfare Officer.

            Director, Public Relations.

            President, Sikh Gurdwara Tribunal.

 

            (e) Supply of priced official publications of other State Government. –In common with the Central Government, Governments of Tamil Nadu, Bombay, West Bengal, Uttar Pradesh. Bihar, Orissa, Assam and the Madhya Pradesh have decided to discontinue the free distribution of their priced official publications.  Any such publications required by Government employees of the Punjab Government must be obtained on requisition from the sources indicated below on payment of the sale price.  A discount of 25 per cent of the sale price will be allowed in the case of publications of all Governments except the Uttar Pradesh and Tamil Nadu.

 

            Payment for such publications will not be made in  cash, except in the case of publications of the Tamil Nadu Government but by book adjustment through the Accountant –General’s exchange account with the State concerned by debit to the head “268- Miscellaneous-General the Tamil Nadu Government will be made in cash.

 

For Publications of the                                                              From

Government of

 

1. Tamil Nadu                          Tamil Nadu.

2. Maharashtra                         Superintendent, Government, Printing and Stationery.

3.Uttar Pradesh                        Superintendent, Government Press, Allahabad.

4.Bihar                                     Superintendent, Government  Printing, Bihar, Patna,

5.West Bengal                          Officer-in-charge, West Bengal Secretariat Book Depot Calcutta.

6.Assam                                   Officer-in-charge, Assam Secretariat Book Depot, Shilling.

7. Madhya Pradesh                  Superintendent, Government Printing, Madhya Pradesh.

8. Orissa                                  Press Officer, Government Press, Orrisa, Cuttack.

 

            (f) Supply of Punjab Government Publications to Central Government and other State Government. –Priced official publications of the Punjab Government required by departments and Governments and Government employees of the Central Government and other State Governments will be obtained from the Controller, Printing and Stationery, Punjab.

 

            (g) Supply of Survey of India maps. –these rules do not apply to maps supplied by Survey Department for which there is a set of rule issued by the Surveyor-General which is published at pages 964 and 965 of Gazette of India, dated 6th September, 1902.

 

            Indents for these maps should after counter signature by the Heads of the Departments concerned, be sent to the Maps Record and Issue, Survey of India, Calcutta, direct and the cost of the maps should be maps should be charged to contingent grants of Indenting Officers.

 

            II. Non-official. –(a) Books and newspapers or other periodical publications a whether published in or out of India shall not be purchased, or subscribed for , at the public expenses by any Government employees without the previous sanctions of the competent authority.

 

            (b) The Government, all heads of Departments and all Government employees to whom the power to purchase books and newspapers or her publications has been delegated should make their own arrangements direct with agents or publishers for the supply of such news papers, periodicals and books as may be required for their use and for the use of Government employees subordinate to them.  The purchase of publications published in Europe should, however, be made through the High Commissioner for India as far as possible; as this will lead to substantial economy.

 

            ( c) Payments for all purchases ordered through the High Commissioner will be made by him and the charges passed on to India for adjustment.  Payments to be made in the United Kingdom for publications purchased direct from suppliers out of India should be arranged through the High Commissioner.  Payments for direct purchases made elsewhere than in the United Kingdom may, however, be made direct to the suppliers by the purchasing Government employees.

 

32.       Rent. –( a) The rent of any private land or building occupied for public purposes should be paid by the office or department occupying it, and recorded in the accounts as a charge of that office or department.  The first charge in every year made in any contingent bill for the rent of a private building should be supported by a certificate from the Executive Engineer concerned that a suitable building belonging to Government is not available for the purpose for which the building is required, and that the rental charge, namely, Rs._______________________________is reasonable.

           

(a)                            This rule does not authorize payments or adjustments between departments.

 

( c) The rent of buildings hired for residential purposes is paid from the minor head “repairs” under the major head “259-Public Works”.  The hiring of buildings for residential accommodation requires the previous approval of Government and the consent of the Department of Finance which must be applied for by the Heads of Department concerned duly

supported by a certificate from the Divisional Officer of the Department of Public Works that the rent is reasonable and no suitable Government accommodation is available.

 

In the case of such buildings the lease is to be executed by the Department of Public Works and the formalities laid down in paragraph 10.44 of the Department of Public Works Buildings and Roads Branch, Manual of Orders, regarding the recovery of rent, are to be observed.

 

Note. –The consent of the Department of Finance may be presumed in case, in which it is proposed to extend the period of hire of a building for residential purposes, originally agreed to by the Department of Finance provided there is no change in the matter of the rent or of any other condition of hire.

 

(d) In the case of building which have been hired as offices, any subletting requires the approval of Government and consent of the Department of Finance.  The rent of such buildings should be debited to the contingent grant of the Government employees concerned and any recovery of rent for portions sublet should be made by the head of office and credited to the Revenue head of the Department and not to the Public Works Department Revenue head.  Lease of buildings hired as offices should be the concern of the Department and the Department of Public Works should only be concerned with -

 

(i)                                                      giving a non-accommodation certificate ;

(ii)                                                    certifying g that the rent of the building is reasonable ; and

(iii)                                                   when a part is sublet, assessing the correct rent of the part sublet.

 

Note –The consent of the Department of Finance may be presumed is case in which it is proposed to extend the period of  subletting of buildings hired as offices, originally agreed to by the Department of Finance Provided there is not change in the matter of the apportionment of the rent of the building in regard to residential and office portions, or its occupants.

 

The responsibility for the recovery of rents from Government employees in civil employee occupying public buildings ordinarily rests with the P.W.D. but in exceptional cases, the Accountant-General must take the necessary steps to see that the Executive Engineer of the division concerned is furnished with the necessary particulars.

 

Note 1. –A Government  employee permitting occupation of a Government or least building by an private persons or local body should at once inform the authority in charge of the building of such occupation.  The authority in charge will be the Executive Engineer concerned in the case of buildings in charge of the Department of Public Work.  Buildings and Roads Branch and the head of the department concerned in the case of buildings rented as officers.

 

                        Note 2. –The certificate required from divisional officers as to the reasonableness of rent referred to in sub-paragraphs ( C) and (d) above will not be necessary in case where the rent involved in less than Rs.50 per mensem.  A certificate will, however, be necessary from sub-divisional officers as to the reasonableness of rent in cases where the rent involved is less than Rs.50 and not less than Rs.20 per mensem.  No certificate will be necessary in case where the rent invoked is less than Rs.20 per mensem.

 

33.       Repairs. –See Construction and Repairs.

34.       Rewards to Police and informers, etc –See Punjab Police Rules.

35.       Rubber Stamps. –See Stationery and Printing Stores.

 

36.       Sanitary, Water-supply and Electrical Installations –(a) All works and repairs in connection with sanitary, water-supply and electrical installations to Government buildings should be carried out by, or through the agency of the P.W.D. except in special cases under the orders of Government.  (See also Rule 5.15 of Punjab Civil Services Rules, Volume I, Part I).

 

            (b) The classification of expenditure connected with water-supply, sanitary and electrical installations in Government buildings or with repairs to such installations will be made under the following rules :-

           

(i) Where the buildings are under the administrative control of the P.W.D. the expenditure should be debited to the grant of that Department, provided that if it does not exceed Rs.2,500 or any higher limit fixed in the this connection by the competent authority, it may be debited as contingent expenditure of the Civil Department carrying out the work.

 

(ii) Where the building is under the administrative control of the department which occupies it, the expenditure should be debited to the grant of the department concerned under the minor head “works”.

 

Note 1. –The term “Electrical Installations” includes bells and similar installations only when they form part of the main installation, i.e., if they worked through transformer or lamps of a lighting circuit, but not when they derive energy from small primary batteries.

 

Note 2. –The proviso in clause (i) is not applicable unless in any case a definite assignment has been made of petty works of sanitary and electrical installations, under the administrative control of the Department of Public Works.

 

37.       Scale (country). –Country scales required for weighing letters, etc. may be obtained from the Postal Workshop Aligarh the charge being drawn as contingencies.

 

38.       Secret Service Expenditure –(1) The statement given below shown the iotems which are classed as secret service expenditure.  No addition can be made to this statement without the consent of the Department of finance.

 

            Statement of items classed as Secret Service Expenditure

 

Officers who will certify the expenditure

Controlling Officer

Major Head of Account

Nature of expenditure

1

2

3

4

Excise and Taxation Commissioner           

Excise and taxation Commissioner

239- State Excise Bureau

Rewards for Excise

Ditto

Collector

Ditto

District Excise Rewards

Inspector-General of Police

Superintendent of Police

256-Police

Police rewards.

Ditto    

Deputy Inspector General, Criminal Investigation Department

Ditto

Rewards for assistance to Criminal Investigation Department.

Ditto

Assistant Inspector General, Government Railway Police 

Ditto

Police rewards

Director, Public Instruction

Director, Public Relations

272-Education

Printing of question papers for Departmental Examinations

Chief Secretary Relations

Director, Public and Publicity

285-Information

Purchase of non-service postage stamps and Expenditure in connection With the compensation of Articles for the Press, etc. up to a  maximum limit of Rs.100

 

Chairman Subordinate Selection Board, Punjab

251-Public Service Services Commission

Printing of Question Papers for Subordinate Services Selection Board’s examination at private presses

Secretary to Government, Punjab, Vigilance Department

1.Under-Sercetary to Government, Punjab, Vigilance Department.

252 – Sectt General Services.

Secret towards in connection with secret enquiries and investigation.

 

2. Officer-in-charge, Special Inquiry Agency, Punjab, Chandigarh

 

 

 

3.Superintendent of Police, District Inquiries Agency, Punjab

 

 

 

(A) Under-Secretary to Government, Punjab, Vigilance Department

843-Civil Deposits

Money advanced Other Deposits            for laying traps against corrupt Officials

 

2.Officer-in-charg Special Inquiry Agency

843-Civil Deposits Personal Deposits

 

 

3. Superintendent of Police, District

 

 

Inquiries Agency

 

 

 

Deputy Secretary to Government Punjab, Department of Finance

Deputy Secretary to Government, Punjab, Department of Finance.

254-Treasury Accounts Administration

Honoraria to Examiner of the State S.A.S. Divisional  Accountants

 

Examination for setting question papers and evaluation answer books

 

Director, Technical Education, Punjab, connection

Assistant Director-cum- Registrar

272-Education-F- Technical Education

Printing of Question Papers in with the State Board Examination

 

 

 

 

 

 

(2) For the allotment placed at his disposal, the Government employee mentioned in column 2 of the statement will maintain a contingent register, in the prescribed form in which the date and amount of each contingent bill will be entered with a note of the progressive expenditure.  Within the allotment, the Government employee may draw bills for such sums as may be necessary.  Such bills will not be supported by vouchers.

 

(3) The general control of expenditure incurred against the allotment will be vested in the Government employee mentioned in column 2 of the statement, who will be responsible that accounts are duly maintained and that payments have been properly made for the purpose for which the appropriation have been made.

 

(4) Every controlling officer will maintain in the form of a cash book a secret record of the expenditure and receipts (if any) connected with the allotment.  This record should contain the amount and the date of each payment and such indication of its nature as the Government employee mentioned in column 1 of the statement may consider necessary in order to enable him to discharge the responsibility placed upon him by clause 5 below.  The amounts drawn from the treasury on contingent bills will be entered in the cash book on the receipt side, the number and date of the bill being noted against the entry.

 

(5) The Government employee mentioned in column 1 of the statement should conduct at least once in every financial year a sufficiently real administrative audit of the expenditure incurred by the Government employees mentioned in column 2 and furnish a certificate to the Accountant-General in the following form not later than the 31st August following the year to which it relates :-

 

            “I hereby certify that the amount actually expended by me or under my authority for secret service in the year ending the 31st of March _______ was Rs.______________ and that the balance in hand on the said ____31sts March_______________ was Rs.______________ and that this balance was surrendered by short drawing in the first bill presented during the year and I declare that the interests of the public service required that the above payments should be made out of secret service funds and that they were properly so made.”

 

(6) The accountant of the secret service expenditure will not be audited by the Accountant General.

 

39.       Section-writing and copying. –(a) The sanction writing and copying charges should specify the number of men, the number of words to be copied per rupee, and the rate for tabular work.  The sanction may be given to the expenditure of a specified maximum sum in a fixed period, and the bills must be number of persons paid and the amount of matter.

 

            (b) No person in receipt of pay from Government can be remunerated for section writing save with the special sanction of the competent authority, and no periodical allowance may be charged as section-writing.

 

40.       Special diet for Police Head Constables and Constables sick in Hospital- See Punjab Police Rules.

 

41.       Standard Forms. –These consist of such forms which have been prescribed for use in the various offices subordinate to a department.  No additions or alterations will be made in such forms, except under the orders of the department concerned.

 

42.       Stationery and Printing articles. –Local purchases of articles of stationery (including rubber stamps and ink for them) usually supplied by the Stationery Office are not admissible unless specially sanctioned by the competent authority.

 

Note. –Charges for country stationery and carriage of stationery in the large offices as for instance district offices, come under a separate major head “Stationery and Printing” and should be drawn on a separate bill.

 

43.       Taxes – Municipal and Cantonment, -(a) As a general rule, Municipal rates and taxes on non-residential buildings paid by, or passed on to a department occupying the whole or part of the building, are debited to the contingencies of the department concerned.  Where, however, the whole or part of the text is paid by Department of Public Works or by a Civil Department as the Department in administrative control of the building the payment my be charged to the maintenance estimate of the buildings concerned.

 

            (b) Taxes on non-residential buildings occupied by departments, if paid by a department paid by a department nominated by Government in this behalf and not passed on to the occupying department are charged to “265 –other Administrative Services-Rents, Rates and Taxes.”

 

            Municipal and other taxes (in the nature of house or property tax or otherwise), when payable by Government in respect of buildings occupied as residence, will be adjusted as part of the cost of maintenance of the building.  When, however, the whole or any portion of the taxes, which by local rule or custom are ordinarily leviable from the tenant, is paid by a department other than the department in administrative control of the building, the charge may be treated as contingent expenditure of the paying department.

 

Note. –The rules regulating the payment of Municipal rates and taxes on building will be found in paragraph 3.14 of the Public Works Department Code.

 

44.       Incidence of charges for Police Stations and Lock-ups. –In respect of Police Stations and Lock-ups provided free of rent by Railways to the Police Department, it has been decided that taxes of the nature of house or property tax, which are payable by owners, may be borne by Railways.  Taxes levied for specific services rendered by the benefit of the occupier should, however be recovered from the Police Department irrespective of whether they are under the local law or custom recoverable separately or from part of a consolidated property tax.  The railways’ share of occupiers’ share of taxes may then be redebited by the Police Department to the Railway concerned.

 

45.       Telegram Charges. –See Postal and Telegram Charges.

 

46.       Telephone Charges. –In the payment of rent of telephone (except in temporary connections required for a part of the year) advantage should be taken of the yearly rate of payment in all cases in which telephone is retained throughout the year so as to avoid loss to Government on this account.

 

47.       Purchase of Tents. –(1) The following scales of tents have been prescribed for officer of the
Education, Medical and Health Departments :-

(a)                            Education Department –

 

Circle Education Officers                      (1)Two Swiss Cottage Tents, 14’X14’.

                                                            (2)Two Pals, 10’X10’.

 

Deputy Circle Education Officers          (1)On Swiss Cottage Tent, 14’X14’.

                                                            (2)One Pal, 10’X8’.

 

Block Education Officers          (1)One sleeping Pal of four folds of cloth through with a four feet Kanat and outerly, 10’X8’.

(2)One Pal,10’X8’.

 

Deputy Director of Public         (1) One Swiss Cottage Tent, 14’X14’.

Instruction, Punjab.       (2) One Pal, 10’X8’.

 

(b) Health Department :-

 

Chief Medical Officer   (1) One Single pole Regulations Tent (complete).

            (2) One employee’s Pal.

 

Assistant Director,        (1) One Single Pole Regulations Tent (complete).

Health Services (2) One Double Fly Office Pal.

            (3) Three Pals, 12’X12’.

 

 

Assistant Epidemiologist and     (1) One Swiss Cottage,-Subject to the

Deputy Chief Medical   10’X10’.                        Condition that only 12 seats of

Office of Health.           (2) One Employees’ Pal, tents will actually be maintained

            10’X10’.

            (3) One Employees’ Pal,

            7’X7’.

 

(2) The scale of tents prescribed for officers under the Administrative control of the Financial

 Commissioners are given in Financial Commissioners’ Standing Order No. 45.

 

48.       Tour Charges –(i) Carriage of Tents,-A certificate should be furnished in contingent bills to the effect that the Government employees concerned have paid half the cost on account of carriage of tents used by them except in cases where the tents are carried wholly at Government expense. (See Travelling Allowance Rule 2.39).

 

(ii) Carriage of Records. –In regard to carriage of records no details need be given in bills apart from the usual information regarding sub vouchers which must be given in contingent bills.

 

            When the same conveyance is used both the carriage of records and for the carriage of persnol effects of Government employees, a suitable proportion of the cost should ordinarily be debited to contingents and the balance met by the Government employees concerned.  An exception to this general rule should only be made in those cases where the Head of the Department is satisfied that the conveyance encaged was used solely for the transport of Government records.

 

(iii) Wages of Khalasis. –No details are required in respect of wages of Khalasis beyond a certificate to the effect that on no day the number of extra Khalasis employed exceeded the scale sanctioned by Government.

 

            (iv) Office accommodation. –Expenditure incurred on office accommodation for their staff by the Ministers during tour is debitable to “ Tour Expenses.”

 

            (v) “Carriage of Sera and Vaccine”, -The Messengers who bring Sera and Vaccine shall be paid actual traveling expenses plus daily allowances and charged to Contingencies.

 

49.       Typewriters, Calculating Machines, etc. –The detailed rules for the supply of purchase of typewriter, copying machines and duplicators are contained in Chapter 12 of the Punjab Printing and Stationery Manual.

 

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