RESTRICTED

1
ORG-1
ORGANISATION OF THE ARMY

Reference : Part I, Chapter I of Regs for the Army 1987- vol I (Revised).
Introduction
1. The Army is the principal armed force of the Indian Republic. It is composed of
those who have undertaken a definite liability for military service. To ensure its
combat efficiency at all times, it has to be well organised and trained to cope with all
eventualities which may arise during peace and war.
Composition

2. The Army comprises of the Regular Army, the Army Reserve and the Territorial
Army. The aim is to combine these three with one National Army, to be fit for war
and ready to take the field when the occasion arises.
Role

3. The role of the Army is :-

(a) Primarily, to defend the country against external aggression.

(b ) Secondarily, to assist the Government when asked to give such assistance,

in order to enable it to carry out its function peacefully.

4. To achieve the above objectives the Army must work as a team at all times,
loyally, honestly and with the highest standard of discipline.
Command and Control

5. The supreme command of the Armed Forces of which the Army is a principal
component, is vested in the President of India. The Defence Minister is a member of
President’s cabinet. The COAS, being the executive head of the Army (RA-132) is
responsible to the Ministry of Defence for efficient operation, disciplArmy) and lower
headquarters. All army units are placed under the command of one formation or the
other.
Organisation
6. For the purpose of control and administration, the Army are organised into
static formations and field formations as under :-

RESTRICTED
 RESTRICTED
2

INTEGRATED HEADQUARTERS , MINISTRY OF

DEFENCE (ARMY)

COMMAND HEADQUARTERS

Static Formations Field Formations

Area Headquarters Corps Headquarters

Independent Sub Area Headquarters Divisional Headquarters

Sub Area Headquarters Brigade Headquarters

Station Headquarters Regiment / Battalion

7. All the units of Army fall under either `Arms’ or `Services’.

8. Arms. Units of Arms are primarily meant for fighting actual ops. Different
Arms are :-
(a) The President’s Body Guard
(b) Armoured Corps.
(c) Regimnt of Artillery.
(d) Corps of Army Air Def.
(e) Army Avn Corps
(f) Corps of Engineers.
(g) Corps of Signals
(h) Brigade of Guards
(j) The Parachute Regiment
(k) Infantry incl Mechanised .
.
.

RESTRICTED
 RESTRICTED
3
9. Services Units that are responsible for providing different lgs sp to Arms
to keep them fighting fit are known as Services. Different Services are :-
(a) Intelligence Corps.
(b) Army Service Corps.
(c) Military Nursing Services.
(d) Army Medical Corps.
(e) Army Dental Corps.
(f) Army Ordnance Corps.
(g) Corps of Electronic and Mechanical Engineers.
(h) Remount and Veterinary Corps
(j) Military Farms.
(k) Army Education Corps.
(l) Corps of Military Police.
(m) Judge Advocate General’s Department.
(n) Army Physical Training Corps.
(o) Pioneers Corps.
(p) Army Postal Service.
(q) Defence Security Corps.
(r) Recruiting Organisation.

Second Line Defence Forces.

10. Boarder Security Force (BSF), Territorial Army (TA) and National Security
Guard (NSG) come under second line defence force of the country.
Questions :-
1. What is the composition of the Army ?
2. What is the role of the Army?
3. What is the organisation of the Army ?
4. What is the primary role of Arms and what are different Arms ?
5. What is the primary role of Services and what are different Services ?
6. What are the Second Line Defence Forces of India ?

RESTRICTED
 RESTRICTED
4
ORG-2
ORGANISATION OF INTEGRATED HEADQUARTERS,
MINISTRY OF DEFENCE (ARMY)

Reference :-
(a) Part I, Chapter I of Regs for the Army 1987- vol I (Revised).

(b) AO 466/56.
Introduction

1. The Integrated Headquarters , Ministry of Defence (Army) functions under

Chief of the Army Staff (COAS) who is of the rank of General (Gen) and is located at
New Delhi. The COAS is the head of the Army and is responsible to the Ministry of
Defence for organisation, administration, discipline, operation and training of the
Army as a whole. He is assisted by the Vice Chief of the Army Staff (VCOAS) whose
rank is Lieutenant General (Lt Gen).

Organisation

2. The Integrated Headquarters, Ministry of Defence (Army) comprise the COAS,

his Secretariat and all branches of his staff. The COAS has many Staff Officers and
Advisers under him to assist him in carrying out his duties efficiently. The Staff
Officers of the COAS are called Principal Staff Officers (PSOs) and they are also
heads of their respective branches.

3. Outline organisation of Integrated Headquarters, Ministry of Defence (Army) is

shown at Appendix ‘A’.

Staff Officers
4. Principle Staff Officers (PSOs). There are seven PSOs to COAS, namely :-

(a) Deputy Chief of the Army Staff - DCOAS `A’ Lt Gen

(Plg & Sys)

(b) Deputy Chief of the Army Staff - DCOAS `B’ Lt Gen

(I&T)(Info & Trg)

(c) General Staff - GS Lt Gen

RESTRICTED
 RESTRICTED
5
(d) Adjutant General - AG Lt Gen

(e) Quarter Master General - QMG Lt Gen

(f) Military Operation - DGMO Lt Gen

(g) Military Intelligence - DGMI Lt Gen

(h) Military Operation and Logistic - DGOL and SM Lt Gen

Strategic Movement

(j) Information Sys - DGIS Lt Gen

(k) Master General of Ordinance - MGO Lt Gen

(l) Military Secretary - MS Lt Gen

5. Advisors. There are four advisors to COAS, namely :-

(a) Engineering-in-Chief E-in-C Lt Gen

(b) Director Gen of Armd Forces Med Services DGAFMS Lt Gen

(b) Director General of Medical Services DGMS Lt Gen

(c) Judge Advocate General JAG Maj Gen

(d) Scientific Advisor SA Maj Gen

Main Branches

6. Details of main branches at Integrated Headquarters of Ministry of Defence

(Army) and their functions are as under :-

(a) General Staff Branch. This branch deals with operations, training,
intelligence staff duties and policy matters on Arms, Ammunition, weapons and
other important equipments. The duties of this Branch are shared by VCOAS,
DCOAS `A’ and DCOAS `B’.

(b) Adjutant General’s Branch. This branch deals with manpower,

recruitment, pay and allowances, pensions, leave, welfare and discipline. The
head of this branch is Adjutant General (AG).

RESTRICTED
 RESTRICTED
6
(c) Military Operation’s Branch. This branch is recponsible for Military
operation.

(d) Quarter Master General Branch This branch is responsible for rations
for troops and animals, fuel, oils and lubricants (FOL) for vehicles and
equipment, transport (by road, rail, air and sea) for movements of units/troops,
canteen service, accommodation, remounts and veterinary service and postal
service. The head of this branch is Quartermaster General (QMG).

(e) Master General of Op Logistic and Strategic Movement This

branch is responsible for plg and execution of op logistic in peace and war.
Move of unit / tps by road, rail, sea and air, coordination of logistic directions,
effective policy formulation, emp and re-structuring of logistic units is also the
resp of this branch. Ensuring op logistic imperative built info provn and proc is
also dealt with this branch. Policy formulation for class `B’ stores and WWR
stocks, ration, FOL, amn, stocking mines, op logistic validation policies
formulated by other dtes is also the resp of this branch. Policy formulation of
critical rolling stocks and GS railway coaches manufacturing, TN budget ex
budget, construction of rolling stocks and loans for car, scooter and cmptr is
also dealt by this branch.

(f) Master General of Ordnance’s Branch This branch is responsible for all
types of Ordnance stores such as arms, ammunition, vehicles and clothing’s.

(g) Military Secretary’s Branch. This branch is headed by Military

Secretary (MS). The responsibility of this branch is administration of all
officers of the Army. This includes grant of commissions, posting, transfers,
promotions, retirement and gallantry awards of all ranks.

Advisory Branches

7. The functions of advisory branches at Integrated Headquarters, Ministry of

Defence (Army) are as under :-

(a) Engineer-in-Chief’s Branch. The main responsibilities of this branch

is technical training of all engineer units, procurement, holding and distribution
of Engineer stores, planning operations and development of transportation
agencies, such as railways and ports in consultation with respective ministries.

RESTRICTED
 RESTRICTED
7

(b) Director General of Medical Service (DGMS) Branch. The

Director General of Medical Service is an officer of the rank of Lt Gen from
Army Medical Corps (AMC). He is the technical advisor of the COAS on all
matters of health of Army. Although the medical branch comes under AG’s
Branch, but in the capacity of an adviser, the DGMS has direct access to the
COAS. The medical branch is responsible for all matters pertaining to medical
service (AMC, ADC and MNS), professional training of AMC, ADC and MNS
Corps personnel and issuing of decisions, policies on planning of hospitals,
laboratories, medicine and research.

(c) Judge Advocate General’s Branch. The JAG is the legal advisor to the
COAS on matters of military law, martial law and internal law and head of
the JAG Branch. He is of the rank of Maj Gen. He also assists the AG on
matters of discipline involving application of military law.

(d) Scientific Adviser to COAS. SA to COAS is works under DCOAS ‘B’

(Planning and System). He advises the COAS on scientific matters.

Questions:-

1. What are the responsibilities of the COAS ?

2. Who are the PSOs of the COAS ?

3. Who are the Advisors to the COAS ?

4. What are the responsibilities of main branches at Integrated Headquarters ,

Ministry of Defence (Army) ?

5. What are the responsibilities of advisory branches at Integrated Headquarters ,

Ministry of Defence (Army) ?

RESTRICTED
 RESTRICTED
8
Appendix A
(Refers to Para 3 of ORG –2)

ORGANISATION OF INTEGRATED HEADQUARTERS,

MINISTRY OF DEFENCE (ARMY)

CHIEF OF THE ARMY STAFF (COAS)

VCOAS

DGMO DGMI DG GSI (Maj

Gen)

DCOAS(A) DCOAS(B) AG QMG MGO MS E-in-C

(Plg & Sys) (Info & Technology) (Advisor to
COAS)

DGMT ADG WE DG(Org& DG ST DG OS Addl MS(A) DGB&R

DGMF ADG PP Pers) ADG OL DG EME Addl MS(B) Addl DG
DG Inf ADG FP ADG Org ADG Qr DDG PPO Engr Staff
DG Arty ADG Sys ADG PS ADG RVCDDG Eqpt Addl DG
SO-in-C SA to COAS ADG Rtg ADG MF Mgt Works
ADG SD AGI ADG APS DDG VE Addl DG
ADG (Adm& DG (DC&W) DDG Pnr Engr Pers
Coord) ADG (D&V) ADG TE Addl DG
ADG (TA) ADG (C&W) DDG FSP
DDG DSC DDG Org Canteen
President (I of R) Services
ASEC PM ADG Mov
DG Aviation DGMS (Advisor to COAS)
JAG
(Advisor to
COAS)

RESTRICTED
 RESTRICTED
9
ORG-3
ORGANISATION OF COMMAND HEADQUARTERS

General

1. The units of the Indian Army are scattered all over India. To ensure proper
command and control over these widely spread forces, India is territorially divided
into Commands, Areas and Sub Areas. Each of these Commands, Areas and Sub
Areas have their own headquarters. At present there are eight commands, namely :-
(a) Headquarters Southern Command, Pune (Maharastra).
(b) Headquarters Eastern Command, Kolkatta (West Bengal).
(c) Headquarters Western Command, Chandimandir (Chandigarh).
(d) Headquarters Central Command, Lucknow (Uttar Pradesh).
(e) Headquarters Northern Command, Udhampur (Jammu & Kashmir).
(f) Headquarters Training Command, Shimla (Himachal Pradesh).
(g) Headquarters South West Command, Jaipur (Rajastrhan).
(h) Headquarters Andaman & Nicobar Command, Port Blair (Andaman).

(j) Headquarters Strategic Forces Command, New Delhi.

2. The head of the command is GOC-in-C of the rank of Lt Gen, who is also
known as Army Commander. He is assisted by Chief of Staff of the rank of Lt Gen.

Responsibilities

3. A Command Headquarters is responsible for operational training and

administration of field formation and units located in the command. Command HQ is
also responsible for the following with the limits of its specified jurisdiction :-

(a) TA and assistance in training and administration of NCC.

(b) Administration of all depots and installations.
(c) Training Centres.
(d) Internal Security (IS).
(e) Recruiting Organisations.
(f) Zila Sainik Board (ZSB).
(g) MES Works.
(h) Military Lands and Cantonments.

RESTRICTED
 RESTRICTED
10

Main Branches

4. There are three main branches in Command Headquarters, namely:-

(a) ‘GS’ Branch :- This branch is headed by three officer of the rank of
Maj Gen, known as MGGS (Ops), MGGS (P&T) and MG (OL).

(b) ‘Adm’ Branch :- This branch is headed by an officer of the rank of Maj
Gen, known as MG Adm and a Brig known as Brig A/Q/L.

(c)Op Logistic and Strategic Movement :- This branch is headed by an officer

of the rank of Maj Gen, known as MG OL and SM.

5. The above main branches are further divided into various sub branches for
smooth and efficient functioning. Duties of various sub branches are given in the
succeeding paragraphs.

Duties of various Branches

6. ‘G’ Branch

(a) GS (Operations) :- Conduct of current operations, issue of operational

orders and operational instructions, strategic distributions of formations and
units, strategy of tactical moves, operational policy and Nuclear Warfare (NW),
Biological Warfare (BW), Chemical Warfare (CW). Camouflage and special
units, deception, signal communication, internal security, liaison with the other
services.
(b) GS (Planning & Training) :- Training policy, training grant, training
areas and ranges training ammunition, stores and films, training schools and
establishments, vacancies on courses, tactical doctrine and lessons from
operations combined with GS (Ops) or GS (SD).

(d) GS (Intelligence) :- Intelligence organisation, collection, collation and

distribution of enemy information, identification and interrogation of POW,
enemy orbit, security, Sig security, ciphers, censorship, radio intercepts,
propaganda and psychological warfare.
(e) GS (Staff Duties) :- Own orbit, allotment of forces, formations and units
for specific operations, policy for formation and organisation of new units;

RESTRICTED
 RESTRICTED
11
preparation and authorization of establishments, allocation of manpower
between arms, strategic move in conjunction with Q (Ops) and Q (Mov Coord )
of staff work between branches.
(f) GS (WE) :- Weapons policy, controlled stores, ammunition, A and B
Vehicles.
(g) GS (Liaison) :- Liaison with flanking and subordinate formations on
flank and under command, works as section of G (Ops).

(h) GS (Ops Air) :- Control of air support in liaison with ASSU, demand for
air reconnaissance and air photos, control of GL sections, works as a section of
G (Ops).

7. ‘A’ Branch

(a) Personal Services:- Discipline, C of I, ceremonials, leave, disposal of

enemy POW.

(b) Field Records :- Records, verification of personal occurrences and

publication of part II Orders, maintenance of location index cards, notification of
causality production of accurate manpower statistics and manpower planning
forecasts, committee of adjustment and disposal of effects, individual rulings in
certain matter connected with discipline and terms and conditions of service, PW
registration and enquiries.

(c) Organisation:- Formation, conversion and disbandment of units,

mobilisation and demobilisation, reinforcements and replacement of casualties,
commissions, establishments, supervision of medical services, provost (other
than discipline).

(d) Statistics:- Maintenance of statistical data regarding personnel

service calculation of unit entitlements of ordnance stores for provision and
planning and statistical investigation.

Op Logistic and Strategic Movement Branch

(a) Op Logistic and Strategic Movement :- This branch is responsible for

plg and execution of op logistic in peace and war. Move of unit / tps by road,
rail, sea and air, coordination of logistic directions, effective policy formulation,
emp and re-structuring of logistic units is also the resp of this branch. Ensuring
op logistic imperative built info provn and proc is also dealt with this branch.
Policy formulation for class `B’ stores and WWR stocks, ration, FOL, amn,

RESTRICTED
 RESTRICTED
12
stocking mines, op logistic validation policies formulated by other dtes is also
the resp of this branch. Policy formulation of critical rolling stocks and GS
railway coaches manufacturing, TN budget ex budget, construction of rolling
stocks and loans for car, scooter and cmptr is also dealt by this branch.

(b) ‘Q’Operations (Plan). Administration planning for future operations in

conjunction with G (Plans).
(c) ‘Q’ (Maintenance). Provision of supplies, stores and men for
maintenance of forces in the field, control of all transport resources, control of
dumps, depots workshop, assembly and storage of equipment scales of
equipment and allocation of controlled store with G (SD/WE) rec and repair of
damaged equipment.
(a) ‘Q’ (Q). Planning and allotment of accommodation and requisitioning.
(b) ‘Q’ (Mov). All movements by rail, sea, air or IWT, road move embarkation
and disembarkation, shipping requirements and priorities in conjunction with
G(SD), MC establishments, MEO organisation, supervision of TA services.
(c) ‘Q’ (A 2 - Army Equipment). Policy and coordination and issue of
clothing; equipment and stores to the Army and Foreign Government and policy
for disposal of surplus stores.

9. Besides the main branches, the following branches are also there in Command
HQ : -

(a) Artillery. - Headed by MG Artillery (Maj Gen).

(b) AAD - Headed by MG AAD/Brig AAD

(c) Engineers. - Headed by Chief Engineer (Maj Gen).

(d) Signals. - Headed by CSO (Maj Gen).

(e) ASC - Headed by ASC (Maj Gen).

(f) Medical. - Headed by DDMS (Maj Gen).

(g) MNS - Headed by DDMNS (Maj Gen)

(h) Ordnance. - Headed by MG OS (Maj Gen).

(j) EME. - Headed by MG EME (Maj Gen).

RESTRICTED
 RESTRICTED
13
(k) RVC. - Headed by DDRVS (Col).

(l) Mil Farms - Headed by DDMF (Col)

(m) Provost. - Headed by DPM (Col).

(n) DSC - Headed by ADDSC (Col).

(o) APS - Headed by DDAPS (Lt Col)

(p) Judge Advocate General. - Headed by DJAG (Col).

(r) Territorial Army Group. - Headed by Group Commander (Col).

10. The outline organisation of a Command Headquarters is shown at Appendix ‘A’.

Questions :-

1. How many commands are the Army divided into? What are they ?

2. What are the responsibilities of a Command Headquarters?

3. What are the main branches at Command Headquarters and what are the
responsibilities of each branch ?

RESTRICTED
 RESTRICTED
14

Appendix A
(Refers to Para 10 of Org-3)

OUTLINE OGRANISATION OF COMMAND

HEADQUARTERS
GOC-in-C (Lt Gen) Army Commander

Dy MS (Brig) COS (Lt Gen) ADC (Capt)

ADC JCO (Sub Maj)

GS Branch (Maj Gen) A Branch (Maj Gen) Q Branch (Maj Gen)

MGGS MGA MG Q

SERVICES SERVICES SERVICES

Arty - MG Arty(Maj Gen) Med - DDMS (Maj Gen) ST - MG ASC (Maj Gen)
Engr- CE (Maj Gen) DJAG- Brig Ord-MG AOC (Maj Gen)
Sigs - CSO (Maj Gen) DPM- Col EME-MG EME (Maj Gen)
TA - Gp Cdr (Col) RVC-DD RVS (Col DSC- DADSC (Maj)
MF - DD MF (Col) Postal- ADAPS (Lt Col)

RESTRICTED
 RESTRICTED
15

ORG-4

ORGANISATION OF CORPS HEADQUARTERS

Introduction
1. A Corps Headquarters is designed to Command upto five divisions and the
equivalent proportion of corps troops. The divisions may be Infantry, Mountain or
Armored or a combination of these, e.g. Corps may have three Infantry and one
Armored Divisions. The organisation of Corps HQ may vary considerably from that
given in its WS owing to modifications imposed from time to time by varying
conditions and requirements.
2. The outline organization of Corps Headquarters is as shown at Appendix ‘A’.
3. At each Corps Headquarters a tactical air centre (TAC) is allotted, which is an
IAF unit under a Group Captain for providing close air support move and operate as a
tactical main and rear. A Corps Headquarters is mobile and can, if necessary, be
divided to move and operate as a tactical main and rear headquarters.
4. The head of the Corps Headquarters is GOC (Corps Commander), who is of the
rank of Lt Gen. He is assisted by the COS of rank of the Maj Gen.
Main Branches
5. There are three main branches in a Corps Headquarters which are : -

(a) ‘G’ Branch:- Headed by Brig GS (BGS) of the rank of Brig.

(b) ‘A’ Branch:- Headed by Brig Pers Adm of the rank of Brig.
(c ) ‘Q’ Branch:- Headed by Brig IC Adm of the rank of Brig.

6. The above main branches are further divided into various branches for smooth
and efficient functioning. Duties of various branches of Corps HQ are same as that of
the duties of these branches at Command Headquarters.

Questions :-

1. What are the main branches of Corps HQ with the heads responsible for these
branches ?

RESTRICTED
 RESTRICTED
16

Appendix A
(Refer to Para 2 of Org-4)

OUTLINE ORGANISATION OF CORPS HEADQUARTERS

GOC (Lt Gen)

Col MS (Col) COS (Maj Gen) ADC (Capt)

DC JCO (Sub Maj)

GS Branch (Brig) A & Q Branch (Brig)

BGS Brig IC Adm

SERVICES SERVICES SERVICES

Arty - CC Arty (Brig) Med - DDMS ST - DDST (Brig)

(Brig)
Engr - CE (Brig) AJAG- Col Ord - DD OS (Brig)

Sigs - CSO (Brig) APM – Col EME-BRIG EME (Brig)

Corps of Sig Regt-Lt Col RVC-AD RVS(Lt Col)

Comn Sig Regt -Lt Col Pnr - DAD Pnrs (Maj)

Map Sup Regt -Capt Postal- DAD APS (Maj)

RESTRICTED
 RESTRICTED
17
ORG-5

ORGANISATION OF DIVISION HEADQUARTERS

Introduction
1. A Division consists of two or more Brigades and divisional troops which are
elements of certain Arms/Services not forming part of the Brigades. Division is
commanded by a Maj Gen, known as General Officer Commanding (GOC). He is
assisted by Deputy GOC of the rank of Brigadier.
Organisation
2. The outline organisation of an Infantry Divisional Headquarters is as shown at
Appendix ‘A’ to this lesson.
Components
3. The components of a Divisional Headquarters are as under :-
(a) The GOC and his staff.
(b) Representatives of certain services.
(c) Headquarters Squadron/Defence and Employment Company and Camp.
(d) Divisional Signal Regiment less detachments.

(e) Headquarters of Supporting Arms.

(f) Headquarters of Services.

(g) I and FS Company in Infantry and Mountain Divisions (FS Section in

Armoured Division).

(h) Divisional Provost Unit.

(j) Divisional Postal Unit.

(k) Attachments from higher formations.

4. Divisional Headquarters. Consists of three main branches of the staff i.e.

G,A and Q Branches, headed by Colonel GS, Colonel A and Colonel Q respectively.
Infantry and Mountain Divisions are authorised a Defence and Employment
Company under command of a Major.
Arms

RESTRICTED
 RESTRICTED
18

5. Armored Regiment. In an Infantry Division, the Commandant of

Armoured Regiment is the anti tank adviser to the GOC and co-ordinates anti tank
defensive within the division, in addition to commanding his unit.
6. Artillery. Commander Artillery Brigade commands the division artillery
brigade and additional artillery placed under command. He is the adviser to the GOC
on all artillery matters. His headquarters is located with main divisional headquarters.
7. Engineer. The Commanding Officer Engineer Regiment commands the
Engineer Regiment and is also the engineer adviser to the GOC. He and headquarters
engineers are normally located with main divisional headquarters.
8. Signal.
(a) The Commanding Officer Signal Regiment advises the GOC on all
signal matters and commands the Divisional Signal Regiment, which is located
with division headquarters (main and rear) less elements detached to brigades
and units.
(b) The Divisional Signal Regiment provides the signal communication for
division and brigade headquarters. The headquarters of supporting arms and
services (the latter on an “as required basis” in an infantry and mountain
division) rear link radio stations for certain units, and rear links to corps.
(c) Signal provide all the radio vehicles in which switch board operating
section functions.
9. Other Formations or Supporting Arms. Headquarters of any other formations or
supporting arms, who are under command or in support for a particular operation.

Services

10. Services on the Establishment of Division Headquarters.

(a) Medical. The ADMS controls all AMC units in division and is the
medical adviser to the GOC.
(b) RVS. Infantry and Mountain Division only when holding AT.

11. Services with Separate Headquarters. The heads of service in a division are
commanders of the units of their own services within the division and also acts as
advisers to the GOC and staff. They have direct access to the GOC on matters
affecting their own service. They may be allotted radio sets with operators from radio
section, division regiment when such communications are considered necessary. They
are :-

(a) Headquarters ASC Battalion.

RESTRICTED
 RESTRICTED
19
(b) Headquarters Divisional Ordinance Unit.

(c) Headquarters EME Battalion.

(d) Headquarters Provost Unit.

I and FS Company

12. An infantry /mountain division is authorised an I and FS Company. An

armoured division is authorised an FS Section only.

APIS (Army Photographic Interpretation Section).

13. The APIS is an integral part of the Division Headquarters and is designed to :-

(a) Extract, Collect and Disseminate from air photos and pass on such gains
information to higher formations APIS.
(b) Co-operate with PW (Prisoner of war) interrogators.
(c) Distribute air photos.
(d) Advise the staff on all aspects of air photos intelligence.
Divisional Provost Unit
14. It is commanded by a Lt Col and consists of a headquarters and six sections.
Divisional Postal Unit
15 A small unit commanded by a Major/Captain and responsible for handling the
mail of the division. It controls upto five Field Post Offices (FPOs).
Attachments from Higher Formations
16. Certain attachments may be made to division headquarters for a limited period
by the higher formation. They may include tentacle (tcl) from ASSU, which may be
reinforced by ACT as required for operations.
Duties of Various Staff Officers
17. Colonel GS. He is the senior staff officer of GS Branch and deals with all G
matters as directed by the GOC. He is assisted by GSO 1 (Ops), (GSO) 1 (Int), GSO 2
(Ops), GSO 2 (Int), GSO 2 (SD/WE) SO 2 (Edn), GSO 3 (Int) in his function.
18. Colonel A. He is the senior staff officer of A Branch. He deals with all `A’
matters as directed by the GOC.
19. Colonel Q. He is senior staff officer of Q Branch. He deals with all Q matters
as directed by the GOC. He is assisted by AQMG and DAQMG in his function.

RESTRICTED
 RESTRICTED
20
Local Administration
20. Officer Commanding Troops. GOC may detail any senior staff officer for
this purpose. Normally Colonel A is given the responsibility of OC Troops in the
division headquarters. He is assisted by OC and 2IC Defence and Employment
Company, Establishment Officer and Camp Commandant in his function as OC
Troops.
Questions:-
1. What are the components of a division headquarters?
2. What are the various arms and services, which form part of divisional
headquarters?
3. What are the responsibilities of APIS ?
4. What are the duties of various staff officers in division headquarters?

RESTRICTED
 RESTRICTED
21
Appendix A
(Refers to Para 2 of Org-5)

OUTLINE ORGANISATION OF DIVISION HEADQUARTERS

GOC (Maj Gen)

Dy GOC (Brig) ADC (Capt)

GS Branch A Branch Q Branch

Col GS (Col)
Col (Adm)

AAG (Lt Col) AQMG (Lt Col)

DAQMG (Maj)

GSO-1(Ops) (Lt Col) GSO-1(Int) (Lt Col) GSO-2 (Maj) SO-2 (Maj)
GSO-2(Ops) (Maj) GSO-2(Int) (Maj) (SD/WE) (Edn)
GSO-3(Ops) (Capt) GSO-3(Int) (Capt)
‘G’ SERVICES ‘A’ SERVICES ‘Q’ SERVICES
Arty Med ST
Cdr Arty Bde (Brig) ADMS (Col) CO ASC Bn (Lt Col/Col)
Armd Corps Fd Amb (Lt Col/Maj) Ord
Comdt Armd Regt CO 2 Fd Amb CO DOU (Lt Col/Col)
(Lt Col/Col) (Lt Col/Col)
Sigs Pro EME
CO Sig Regt (Lt Col/Col) OC Pro Unit (Lt Col) CO EME (Lt Col/Col)
Engr RVC
CO Engr Regt (Lt Col/Col) DRVS (Lt Col) (in AT holding
Div only)

RESTRICTED
 RESTRICTED
22
ORG-6
ORGANISATION OF BRIGADE HEADQUARTERS

Introduction
1. A Brigade normally consists of three Regiments/Battalions and brigade troops
which are elements of certain Arms/Services. Brigade is commanded by a Brigadier,
known as Commander. He is assisted by Deputy Commander of the rank of Colonel.
Organisation
2. A Brigade Headquarter has the following components :-
(a) Commander and his staff, representatives of services and the defence
and employment platoon.
(b) Brigade Signal Company attached from Division Signal Regiment.
(c) One Field Post Office (FPO) attached from the pool of five FPOs in the
division .
(d) Headquarters of supporting arms allotted to the brigade (Arms advisors).
(e) Other attachments made by division, ie, provost section, I and FS
personnel, tentacle and ACT (Air Control Team).

Staff

3. The staff is divided into ‘G’, ‘A’ and ‘Q’. The Brigade Major (BM), Deputy
Assistant Adjutant General (DAAG) and Deputy Assistant Quartermaster General
(DAQMG) are the three principal staff officers. The main duties of the staff are given
in the succeeding paragraphs.

4. Deputy Commander. He is appointed as Officer Commanding troops and

responsible for discipline, training and administration of all the permanent
components of the headquarters and is ultimately responsible for overall efficiency of
the whole headquarters. He is also responsible to initiate ACR of the staff officers of
the Brigade Headquarters as initiating officer. When the commander is away on leave
or temporary duty, the Deputy Commander must be available.
5. Brigade Major (BM). He is senior staff officer and is responsible for the
coordination of all work at Brigade Headquarters. He is advisor to the commander in
all operations and training matters. He is overall responsible for training and
operations of the Brigade Headquarters.
6. General Staff Officer Grade-3 (Intelligence) (GSO-3 (Int)). He is responsible
for all Intelligence matters in the Brigade. He has an Intelligence Section to help him

RESTRICTED
 RESTRICTED
23
in his work. He is responsible for security of Brigade Headquarters. He helps the BM
in running the operations room. He also normally accompanies the commander in
rover group.
7. Liaison Officers (LOs). There is provision for 3 LOs (Captain/Lieutenant)
in a Brigade Headquarters. Whenever necessary, these have to be provided from
within the Brigade resources. LOs may be posted to a Brigade Headquarters in an
emergency instruction from Integrated Headquarters , Ministry of Defence (Army).
8. Deputy Assistant Adjutant General (DAAG). He deals with A matters as
directed by the Commander on all `A’ matters.
9. Deputy Assistant Quartermaster General (DAQMG). He deals with `Q’
matters as directed by the Commander and coordinates the work of services. He has
direct access to the Commander on all `Q’ matters.
10. Medical. No medical representative is authorized, but if an ambulance
company is allotted to the Brigade, the Officer Commanding of this unit acts as
advisor to the Commander and his staff.
11. Administrative Appointment. An officer of the rank of Captain is attached
from the Infantry Battalion to perform the duties of Administrative Commandant, who
is responsible to the Deputy Commander for the administration of all personnel borne
on the strength of Brigade Headquarters. He is also responsible for all care and
maintenance of all stores and equipment authorized to Brigade Headquarters and for
evacuation of the Brigade Headquarters defensive plan. He is assisted by a JCO of the
rank of Subedar.

12. Brigade Signal Company. One company of Division Signal Regiment is

permanently attached to Brigade Headquarters for provision of signal
communications. The company provides signal communication at Brigade
Headquarters from Brigade to its units. The signal company provides radio vehicles
for use by these staff. The Officer Commanding Brigade Signal Company acts as the
signal advisor to the Commander and his staff. Although he has direct access to the
commander, in practical he normally carries out his advisory function through the
BM.

13. Defence and Employment Platoon. This is commanded by a Junior

Commissioned Officer (JCO) and has the strength of a normal rifle platoon. It is
responsible for all guards and duties at Brigade Headquarters and work under the
directions of the Administrative Commandant. He is responsible for the defence of
the Brigade Headquarters. In practice the parameter is normally shared between the
defence and employment platoon and the Brigade Signal Company, coordination
being the responsibility of the GSO-3 (Int).

RESTRICTED
 RESTRICTED
24
14. Field Post Office (FPO). Acts as the Post Office for the Brigade, collects the
mail and distributes to units.

15. Other Attachments. Certain attachments may be made by Division

Headquarters for specific periods. These are normally :-

(a) A section or more of the Infantry Division Provost Unit as required.

(b) A tentacle and ACT during operations.

(c) One platoon and/or FS detachment and ‘Z’ section personnel.

16. An outline organisation of a Brigade Headquarters is as shown at Appendix A

to this lesson.

Questions :-

1. What are the components of a Brigade Headquarters ?

2. What are the responsibilities of various staff officers at Brigade Headquarters?
3. What are the other attachments which are made by Divisional Headquarters for
specific periods ?

RESTRICTED
 RESTRICTED
25
Appendix A
(Refers to Para 16 of Org-6)

OUTLINE ORGANISATION OF BRIGADE HEADQUARTERS

Cdr (Brig)

Dy Cdr (Col)

GS Branch A Branch Q Branch Camp

BM (Maj) DAAG (Maj) DAQMG(Maj) Camp Comdt (Capt)

GSO-3 LOs(3) Edn Offr Def & Emp Pl Int Sec Tpt Sec Adm Sec
(Int) (Capt (Capt)
(Capt) /Lt)
Sp Arms
(Arms Advisors)

CO Fd Regt OC Fd Wksp Coy OC Bde Sig Coy

(Affiliated) (Affiliated) (Affiliated)

Bde Sig Coy Bde Wksp Coy URO Pro Sec FPO

RESTRICTED
 RESTRICTED
26
ORG-7

ORGANISATION : AREA HEADQUARTERS

Introduction

1. Each Command is divided into number of Areas which take other considerable
training and administrative responsibilities of the command and give fighting
formation more opportunities to concentrate an operation training and planning.

Organisation

2. The head of the Area Headquarters is the General Officer Commanding, who is
the rank of Major General. He is also known as Area Commander. He is assisted by
the Dy GOC of the rank of Brigadier. Various staff officers and representatives of
services are as under: -

Main Branches

3. There are three main branches in Area Headquarters namely G Branch, A

Branch and Q Branch, each headed by Colonel GS (Colonel), Colonel A (Colonel)
and Colonel Q (Colonel) respectively.

Duties of Staff Officers

4. Duties of staff officers are as under :-

(a) Colonel GS. He is the senior staff officer of the `G’ Branch . He deals
with all `G’ matters as directed by the GOC. He is assisted by GSO 1 (Ops),
GSO 1 (Int), SO-1 (Edn), GSO- 2 (Ops), GSO -2 (Int), GSO- 2 (SD /WE) SO-
2 (Edn), CSO -3 (Ops) and CSO- 3 (Int).

(b) Colonel A. He is the senior staff officer of the `A’ Branch. He is

responsible for all `A’ matters as directed by GOC. He is assisted by AAG,
DAAG, DAAG (L), and SO (L).
(c) Colonel Q. He is the senior staff officer of the `Q’ Branch. He deals with
all `Q’ matters as directed by the GOC. He is assisted by AQMG and DAQMG.

RESTRICTED
 RESTRICTED
27

Local Administration

5. The Dy GOC is also the OC Troops of Area Headquarters. He is assisted by

Establishment Officer of the rank of Major, who is responsible to the OC Troops for
training, discipline and administration of personnel posted to Area Headquarters.

Responsibilities of Service

6. Apart from the staff officers, there are heads of various services at Area
Headquarters. They are :-

(a) DCSO. Head of the Signal Branch, who is of the rank of Brigadier. He
is responsible for signal matters. He comes under G Branch.

(b) DDMS. Head of the Medical Branch, who is the rank of Brigadier. He
is responsible for health of troops and provision of medical cover. He comes
under A Branch.
(c) OC Provost Unit. His rank is Lt Col. He is responsible for the
provision of provost cover. He comes under A Branch.

(d) DDST. Head of the Supply and Transport Branch. His rank is
Brigadier. He is responsible for the ASC cover, vehicles, equipment and
transport. ST Branch come under Q Branch.
(e) ADOS. Head of the Ordnance Branch. His rank is Lt Col. He is
responsible for the ordnance cover, ie, all types of ordnance stores, such as
clothing, arms and ammunition and vehicles, inspection of ammunition.

(f) ADRVC. Head of the RVC Branch, who is of the rank of Lt Col. He is
responsible for the provision of RVC cover.

Service Units Separated from Area Headquarters

7. The following units are located near to Area Headquarters.

(a) Area Signal Company. Commanded by an officer of the rank of Major.

It comes under DSCO and is responsible for signal matters.

(b) FS Section. Commanded by an officer of the rank of Major. It comes

under G branch, and is responsible for security matters.

RESTRICTED
 RESTRICTED
28
(c) ASC Company (Supply). Headed by an officer of the rank of Lt Col.
It comes under DDST. This company is responsible for the provision of ration
to troops, FOL and transport.

(d) Station Workshop EME. Headed by an officer of the rank of Major.

Responsible for repair, recovery and inspection of vehicles, arms and
equipment.

(e) SDS Unit. Detachment from postal unit and is responsible for provision
of SDS cover.

8. The outline organization of Area Headquarters is as shown at Appendix A to

this lesson.

Questions :-

1. What are the responsibilities of various staff officers in Area Headquarters ?

2. What are the responsibilities of service ?
3. What are the services units, which are separated from Area Headquarters ?

Appendix A
(Refers to Para 8 of Org-7)

RESTRICTED
 RESTRICTED
29

OUTLINE ORGANISATION OF AREA HEADQUARTERS

GOC (Maj Gen)

ADC (Capt)
Dy GOC (Brig)

GS Branch A Branch Q Branch

Col GS (Col) Col A (Col) Col Q (Col)

‘G’ SERVICES ‘A’ SERVICES ‘Q’ SERVICES

Sig Med ST
DCSO (Brig) DDMS (Brig) DDST (Brig)

Pro Ord
OC Pro Unit (Lt Col) ADOS (Lt Col)

EME
DD EME (Col)

RVC
AD RVC (Lt Col)

RESTRICTED
 RESTRICTED
30

ORG-8

ORGANISATION OF SUB AREA HEADQUARTERS

Introduction

1. Each Area is divided into Sub Areas. Sub Area is responsible for training,
administration and maintenance of forces in their territory. This static chain absolved
any formation stationed in Sub Area from Local administration so that it can
concentrate for training and operation without being tied to a particular territory.
Organisation
2. The head of the Sub Area is Commander and his rank is Maj Gen . He is
assisted by various staff officers and representative of certain services.
Main Branches
3. There are three main branches in Sub Area, namely, G Branch ,A Branch and
Q Branch each headed by Colonel GS (Colonel), Colonel A (Colonel) and Colonel
Q (Colonel) respectively.
Duties of Staff Officers.
4. The duties of staff officers are as under :-
(a) Colonel GS. He is the senior staff officer of the `G’ Branch. He is
responsible for all `G’ matters as directed by the Sub Area Commander. He is
assisted by GSO –2 (Maj) and SO-2 (Edn) (Maj).
(b) Colonel A. He is the head of A Branch. He is assisted by DAAG of
the rank of Maj. He is responsible for all `A’ matters.
(c) Colonel Q. He is the senior officer of the `Q’ Branch. He deals with
all `Q’ matters. He is assisted by DAQMG (Maj).
Local Administration
5. OC Troops. The Sub Area Commander may detail any senior SO for this
purpose. Normally the senior most officer is detailed as OC Troops, who is
responsible for the training, discipline and administration of personnel posted to Sub
Area Headquarters.

RESTRICTED
 RESTRICTED
31
Representatives of Services

6. Besides the staff officers there are heads of certain services at Sub Area
Headquarters. They are : -

(a) DADST. Head of ST Branch, his rank is Maj. He is responsible for

the provision of ration to the troops, FOL for the vehicles and equipment and
transport. He comes under Colonel Q.

(b) SAOO. Head of Ordnance Branch. His rank is Major/Captain. He

is responsible for the provision of ordnance stores such as clothing, arms and
ammunition, vehicles, inspection of arms, ammunition and equipment.
Ordnance Branch comes under Q Branch.

Other Attachments
7. The following detachments are also attached with the Sub Area Headquarters : -
(a) Signals. Det from Area Signal Company is attached with Sub Area
Headquarters for provision of signal cover.
(b) FS Detachment. Attached from Area FS Section. This detachment is
responsible for all security matters.
(c) Provost Detachment. Attached from Provost Unit and is responsible for
provost cover.

8. The outline organisation of Sub Area HQ is shown in Appendix `A’ to this

lesson.
Questions :-
1. What are the responsibilities of various staff officers at Sub Area
Headquarters?
2. What are the representatives of certain services, who form part of Sub Area
Headquarters?
3. What are the other attachments of Sub Area Headquarters?

RESTRICTED
 RESTRICTED
32
Appendix A
(Refers to Para 8 of Org – 8)

OUTLINE OROGANISARTION OF SUB AREA

HEADQUARTERS

Cdr (Maj Gen )

G Branch A Branch Q Branch

Col GS (Col) Col A (Col) Col Q (Col)

GSO-2 (Maj) DAAG (Maj) DAQMG (Maj)

‘Q’ SERVICES
DADST (Maj)
SAOO (Maj/Capt)
Attachments
Det Pro Unit Sub Area
Det FS Sec Sub Areas

RESTRICTED
 RESTRICTED
33

ORG-9
RECRUITING ORGANISATION

Introduction

1. To defend the nation from external aggression, it is necessary to have a strong

and efficient Army. The strength of the Army should be complete at all time.
Recruitment is carried out in the Army to fill up the vacancies created by transfer to
pension establishment release and discharges, new raisings and wastage of trained
ranks due to various reasons. The Adjutant General is responsible for provision of
manpower to the Army. Additional Director General Recruiting (ADG Rtg) assists
the Adjutant General in carrying out this function.

Organisation

2. The Adjutant General. He is responsible for manpower in the Army. He

will ensure that the strength of the Army is maintained at all the times and there is no
major deficiency in the Army. To have an effective control over recruitment, the
Adjutant General has a separate directorate in his branch known as Recruiting
Directorate.
3. Additional Director General of Recruiting (ADG Rtg). He is the officer of the
rank of Maj Gen. He is responsible for recruitment for the Army and the Navy, both
for officers and other ranks. He is advisor to the Adjutant General on matters of
recruitment.
4. Zonal Recruiting Offices. The whole country is divided into various zones for
the purpose of recruitment. The head of each zone is known as Deputy Director
General of Recruiting (DDG Rtg). These zones are as under:
(a) Jalandhar Zone covers the states of Punjab and J& K.
(b) Ambala Zone covers the State of Haryana and Himachal Pradesh.
(c) Lucknow Zone covers the state of Uttar Pradesh, Uttrakhand.
(d) Kolkata (Calcutta) Zone covers the states of West Bengal, Orissa and
Tripura.
(e) Shillong Zone covers the state of Meghalaya, Assam, Nagaland and
Union Territory of Mizorram and Arunachal Pradesh.
(f) Ajmer Zone covers state of Rajasthan only.
(g) Pune Zone covers the state of Maharashtra, Goa and Gujarat
(h) Bangalore Zone covers state of Karnataka and Kerala.

RESTRICTED
 RESTRICTED
34
(j) Kunraghat Zone is primarily meant for recruitment of Gorkha personnel
for the Indian Army.
(k) Delhi (Independent ) Zone covers the Union Territory of Delhi,
Gurgaon, Faridabad Dists of Haryana .
(l) Chennai Zone covers the states of Andhra Pradesh, Tamil Nadu,
Andman & Nicobar and Pondicherry.
(m) Jabalpur Zone covers the states of Madhya Pradesh and Chhatishgarh.
(n) Danapur Zone covers the state of Bihar and Jharkhand.

5. The recruiting zones are headed by an officer of the rank of Brigadier, who is
known as Zonal Recruiting Officer. There is also a Deputy Zonal recruiting Officer in
each Zone and his rank is Colonel. He is an advisor to the Zonal Recruiting Officer on
recruitment .

6. Each zone is further divided into Branch Recruiting Offices. The Officer
Incharge is known as Recruiting Officer. He has certain districts under him. He enrolls
candidates from districts which fall under his jurisdiction. Recruiting officers are of
the rank of Colonel.

7. Enrolling Officer. An officer empowered on behalf of the Government of

India to carry out enrolment in the Army is known as Enrolling Officer. This power is
delegated by the Adjutant General. The following offices are having enrolling
power :-
(a) Zonal Recruiting Officer
(b) Recruiting Officer
(c) Assistant Recruiting Officer
(d) Commandant of Training Centre.
(e) Officer Commanding Unit/Regiment/Battalion.

Policy and Procedure.

8. Each Regiment/Corps works out its yearly requirement of manpower and

submits its recruitment demand to the respective Director/Head of the service at
Integrated Headquarters , Ministry of Defence (Army). After scrutiny, final demand of
manpower required is intimated to the AG’s Branch for further action. On receipt of
final demand duly approved by the AG, the Director of Recruiting sub-allots
vacancies to various recruiting zones. Recruiting zones in turn sub-allot vacancies to
various branch recruiting offices under them for enrolment of suitable candidates.

RESTRICTED
 RESTRICTED
35
9. It is the policy of Integrated Headquarters , Ministry of Defence (Army) to
ensure broad based recruitment throughout the country. Broad based recruitment
means every citizen of India form all regions of the country should get equal
opportunity for enrolment in the Army. To achieve this aim the whole country has
been divided into 13 zones and vacancies for enrolment are made to these zones based
on their recruit able male population and classes.
10. Outsider Enrolment. Outsider enrolment is not permissible. Outsider
means a candidate belonging to Uttar Pradesh will not be considered for enrolment by
a recruiting officer whose office is situated outside Uttar Pradesh. However, outsider
enrolment is permissible at 2% of the enrolment against allotted vacancies. For such
outsider’s enrolment sanction of Director of Recruiting/DDG Recruiting is required.
11. Recruitment of Son/Dependent of Servicemen/Ex-Servicemen. Special
consideration will be given to son/dependent of servicemen and ex-servicemen for
recruitment. Instructions to this effect has been issued to all ZROs by Integrated
Headquarters , Ministry of Defence (Army).

12. Release of Recruiting Demand by Director of Recruiting. Recruiting

vacancies are allotted by recruiting Directorate to Zonal Recruiting Officer quarterly.
Vacancies are allotted to various Zonal Recruiting Officers on the basis of recruit able
male population and classes available in their jurisdiction.
13. Filling up of Recruiting demand by ZRO and BROs. On receipt of demand
from Directorate of Recruiting it is the responsibility of the ZROs to complete the
demands within the stipulated period . ZRO sub-allots the demand to BROs under
him. On receipt of demand the BROs should complete the demand within the
stipulated period. If some of the demands remain unfilled, that can be brought forward
for completion in the next quarter. At the end of recruiting year if the demand remains
unfilled, it will be cancelled and will not be brought forward for next recruiting year.
The recruiting year is from 01 Apr to 31 Mar. If any BRO feels difficulty to complete
certain demand, he can surrender the demand to ZRO. The ZRO will allot these
vacancies to another BRO, who can complete it.
14. Unit Headquarters Quota. Unit HQ quota is fixed by Integrated Headquarters ,
Ministry of Defence (Army) for completion of demand at training centre. On receipt
of demand the ZRO allots 50% of total demand of vacancies to the Centre
Commandant irrespective of Arms and Services.
15. An outline recruiting organisation is as shown at Appendix A to this lesson.
Questions :-
1. How many zones is the country divided into for the purpose of recruitment ?
2. What do you mean by enrolling officer ? What are the authorities to whom the
enrolling power has been delegated by the Adjutant General ?

RESTRICTED
 RESTRICTED
36
3. Explain briefly the policy and procedure for recruitment ?

RESTRICTED
 RESTRICTED
37
Appendix A
(Refers to Para 15 of Org-9)
OUTLINE RECRUITING ORGANISATION
AG (Lt Gen)

ADG Rtg (Maj Gen)

DD G Rtg (Brig)

JALANDHAR PUNE
AROs-Amritsar, Ferozpure AROs-Mumbai, Nagpur, Kolhapur

Ludhiana, Patiala Ahmedabad, Aurangabad

Jammu, Srinagar Jamnagar

LUCKNOW CHENNAI
AROs-Meerut, Varanasi, Agra AROs-Chennai, Secunderabad
Almora, Lansdown, Visakapaptnam, Guntur
Pithoragarh, Bareilly Tiruchirapalli, Coimbatore .
Tirupati
SHILLONG JABALPUR

AROs-Guahati, Jorhat AROs-Bhopal, Indore, Gwalior

Silchar, Kohima
JAIPUR DANAPUR
AROs-Alwar, Kota, Jodhpur AROs-Ranchi, Mazaffarpur
Jhunjunu Katihar
BANGALORE KUNRAGHAT
AROs-Mangalore, Belgaum AROs-Lebong
Calicut, Tiruvanathapuram
AMBALA IRO DELHI
AROs-Rohtak, Hissar, Shimla
Palampur, Hamirpur, Charki Dadri
KOLKATA
AROs- Cuttack, Mursihdabad, Siliguri, Sambalpur

RESTRICTED
 RESTRICTED
38

ORG-10
ORGANISATION OF DEFENCE ACCOUNTS DEPARTMENT

Introduction

1. This is a civil department headed by an Officer known as Controller General of

Defence Accounts (CGDA). His Office is located at New Delhi and he is responsible
for the control and audit of all defence expenditure. In his job he is assisted by various
officers known as Controllers. The duties of these Controllers are given in the
succeeding paragraphs.

Duties of Controllers of Defence Accounts (CsDA)

2. Controllers of Defence Accounts (Officers) Pune. Responsible for pay and

allowances of all commissioned officers of the Army, audit of Railway warrants
issued to them. And maintenance of DSOP Fund Accounts.

3. Controllers of Defence Accounts(Other Ranks). There are three CsDA (OR).

they are :-

(a) Controller of Defence Accounts (Other Ranks) South, Pune.

(b) Controller of Defence Accounts (Other Ranks) North, Meerut.
(c) Controller of Defence Accounts (Other Ranks) Central, Nagpur.

4. These CsDA(OR) are responsible for pay and allowances and Armed Forces
Personnel Provident (AFPP) Fund accounts of JCOs/OR of the Army. They are
assisted by various Pay Accounts Officers each responsible for one Regiment/Corps.
Pay Accounts Offices (PAOs) are normally located in the same station as that of the
Record Offices. These are not concerned with the audit of railway warrants.

5. Regional Controllers of Defence Accounts – There are seven Regional CsDA,

they are :-

(a) Controller of Defence Accounts, Southern Command Pune

(b) Controller of Defence Accounts, Northern Command Jammu
(c) Controller of Defence Accounts, Western Command Chandigarh
(d) Controller of Defence Accounts, Central Command Meerut
(e) Controller of Defence Accounts, Eastern Command Patna

RESTRICTED
 RESTRICTED
39
(f) Additional CDA Jabalapur and CDA Secunderabad.

6. They are financial advisors to the respective Army Commanders. Responsible

to audit and control of all defence expenditure other than those covered by CDA (O)
and CDA(OR) within their Command, e.g. miscellaneous unit claims and allowances,
pay and allowances of civilians. They also control the expenditure of various grants
admissible to units such as incidental and misc grants, Annual Training Grant and
amenity grants. Local Audit Officers, who visit the unit for audit of stores and cash are
controlled by these CsDA.

7. Controller of Defence Accounts (Pension) Allahabad. Responsible for

sanctioning and payment of all types of pensions to Officers, JCOs, OR, and civilians
paid from Defence Services Estimates.

8. Controller of Accounts (Factory) Kolkata. Responsible for the control and

audit of expenditure incurred by Defence Factories and also audit of Railway
Warrants issued to military personnel, other than officers.

9. Controller of Defence Accounts (Navy) Bombay and Controller of Defence

Accounts (Air Force) Dehradun. Responsible for control and audit of Defence
expenditure within their services. Their offices are located at Mumbai and Dehradun
respectively.

Organisation

10. Outline organization of Defence Accounts Department is given at Appendix A

to this lesson.

Questions :-

1. Who is the head of Defence Accounts Department and where is his office
located?
2. How many Controllers of Defence Accounts (CsDA) are there in Army except
Regional Controllers of Defence Accounts (Regional CsDA), what are they ?
3. How many Regional CsDA are there, what are they ? Write down with their
location ?
4. What are the responsibilities of various controllers of defence accounts ?

RESTRICTED
 RESTRICTED
40

Appendix A
(Refers to Para 10 of ORG-10)
ORGANISATION OF DEFENCE ACCOUNTS
DEPARTMENTS
CGDA

CDA(O) CDA(OR) CDA(P) CDA(Fys) JCDA CDA CDA

Pune Allahabad Kolkata (Funds) (Naval) (AF)
Meerut Mumbai Dehradun

South North Central

Pune Meerut Nagpur Cmptr Centre, Delhi
Cmptr Centre, Pune
PAOs (OR)
Regional CDA

Southern Eastern Western Central Northern Addl CsDA

Comd Comd Comd Comd Comd Jabalpur and
Pune Patna Chandigarh Meerut Jammu
Secunderabad

LAO LAO LAO LAO LAO LAO

Notes :-
1. IRLA in respect of JCOs/OR of Regiment/Corps is being maintained by
the respective PAO (OR).
2. At every station there is an LAO comes under the regional CDA.

RESTRICTED
 RESTRICTED
41

ORG-11
ORGANISATION, FUNCTION AND STANDARD
LAYOUT OF RECORD OFFICE

Reference: Manual of Documentation – JCOs /OR – 1992 and SAO 6/S/2000.

Definition

1. An office where service documents of JCOs/OR and Civilian employees paid

from the defence services estimates are held for custody and maintenance is called a
Record Office. A Record Office is also responsible for administration of personnel
whose transfer to the reserve, transfer to other arms and services, claims and issues of
medals and stars, grant of GS Pay, maintenance of record of all casualties of JCOs OR
and other duties which are allotted to a Record Office.

2. Each Regiment/Corps has its own Record Office which is normally situated at
the place where the centre of the Regiment/Corps is also located.

Appointment in Record Office

3. Officer In Charge Records. For smooth functioning and better command and
control of the record office, the Centre Commandant of a Regiment/Corps holds the
ex-officio appointment of ‘Officer in Charge Records’. He is assisted by a number of
officers of the Record Office.

4. Colonel Records (Col Records). Colonel Record is an officer of the rank of

Colonel, who heads Record Office.

5. Chief Record Officer (CRO). Chief Record Officer (CRO) is an officer of

the rank of Lt Col, who also heads a Record Office.

6. Senior Record Officer (SRO). When the officer of the rank of Major is the
head of a Record Office, he is a Senior Record Officer (SRO).

RESTRICTED
 RESTRICTED
42
7. Record Officer. An officer of the rank of Captain working in a Record
Office is known as Record Officer (RO). He is in charge of a group in the Record
Office and is also known as “Group Officer”.

8. Assistant Record Officer. An officer of the rank of Lieutenant or Civilian

Gazetted Officer (CGO) working in a Record Office is called Assistant Record
Officer. The ARO holds the charge of Section and is also known as ‘’Section
Officer’’.

9. All officers of Record Offices are specialists in the duties of Record Office and
belong to ‘GENERAL SERVICE’.
Inspector of Records

10. All Record Offices of the Army are controlled by AG’s Branch Integrated
Headquarters , Ministry of Defence (Army) through the Inspector of Records. The
head of the Inspectorate of Records is called the Inspector of Records and his rank is
Brigadier. List of Record Offices of the Army is attached to this lesson as Appendix
`A’.

11. Instruction on policy matters pertaining to the documentation control,

organisation and supervision of Record Offices, modernization of Record Offices and
other connected matter are issued by the Inspectorate of Record Office.

12. Instructions which are applicable to personnel of a particular Regt/Corps are

issued by the head of their Arms/Service for compliance by the Record Offices.

Organisation of Record Office

13. Record Offices are divided into various Sections and Sub Sections for efficient
functioning. The Standard layout of a record office is as shown in the diagram. Duties
of various group/sections are given in Documentation procedure JCOs and OR – 1992.
Also refer to Appendix B of this lesson.

Questions :-
1. What is the distribution of Record Office ?
2. Who is the head of a Record Office ?
3. What are the detailed functions of various groups, sections and sub sections of
a Record Office?

RESTRICTED
 RESTRICTED
43

Appendix A
(Refers to Para 10 of ORG-11)

LIST OF RECORD OFFICES

1. Armoured Corps Records, Ahmednagar.

2. Artillery Records, Nasik Road Camp.
3. The Corps Army Air Defence Records, Nasik Road Camp.
4. Record Office Madras Engr Gp, Bangalore.
5. Record Office Bengal Engr Gp, Roorkee.
6. Record Office, Bombay Engr Gp, Kirkee.
7. Signals, Records, Jabalpur.
8. Records The Brigade of the Guards, Kamptee.
9. Record The Parachute Regiment, Bangalore.
10. Records of Mechanised Infantary Regiment, Ahamednagar
11. Record Office The Punjab Regiment, Ramgarh.
12. Record Office The Madras Regiment, Wellington.
13. Record Office The Grenadiers, Jabalpur.
14. Record Office The Maratha Light Infantry, Belgaum.
15. Record Office The Rajputana Rifles, Delhi Cantt.
16. Record Office The Rajput Regiment, Fatehgarh.
17. Record Office The Jat Regiment, Bareilly.
18. Record Office The Sikh Regiment, Ramgarh.
19. Record Office The Sikh Light Infantry, Fatehgarh.
20. Record Office The Dogra Regiment, Faizabad.
21. Record Office The Garhwal Rifles, Lansdowne.
22. Record Office The Kumaon Regiment, Ranikhet.
23. Record Office The Assam Regiment, Shillong.
24. Record Office The Bihar Regiment, Danapur Cantt.

RESTRICTED
 RESTRICTED
44
25. Record Office The Mahar Regiment, Saugor.
26. Record Office JAK Rifles, Jabalpur.
27. Record Office Naga Regiment, Ranikhet.
28. Record Office Jammu Kashmir Light Infantary, Shrinagar
29. Record Office 1 Gorkha Rifles, Subathu (Shimla Hills).
30. Record Office 3 Gorkha Rifles, Varanasi.
31. Record Office 4 Gorkha Rifles, Subathu (Shimla Hills).
32. Record Office 5 Gorkha Rifles, Shillong.
33. Record Office 8 Gorkha Rifles, Shillong.
34. Record Office 9 Gorkha Rifles, Varanasi.
35. Record Office 11 Gorkha Rifles, Lucknow.
36. Record Offie The Laddakh Scouts. Leh (Ladakh).
37. Intelligence Corps Records, Pune
38. Army Service Corps Records (Supply), Bangalore.
39. Army Service Corps Records (AT) Gaya Cantt.
40. Army Medical Corps Records Office , Lucknow.
41. Army Ordnance Corps Record Office, Secunderabad.
42. Electronics Mechanical Engineers Records Office, Secunderabad.
43. RVC Records, Meerut Cantt.
44. Military Farms Records, Delhi Cantt.
45. Army Education Corps Records, Panchmarhi.
46. CMP Records, Bangalore.
47. Army Postal Corps Records Office, Kamptee.
48. Pioneer Corps Records, Bangalore.
49. APTC Records, Pune.
50. DSC Records, Cannanore.
51. Gorkha Regt Depot and Records, Kunraghat.
52. Gorkha Regt Depot and Records, Regt, Lebong (Darjeeling).
53. Record Office IE Nepal, Kathmandu.
54. GREF Records, Pune.
55. Records Establishment No 22, C/o 56 APO.

RESTRICTED
 RESTRICTED
45
Appendix B
(Refers to Para 13 of ORG-11)

LAYOUT OF A RECORD OFFICE

OIC RECORDS

COL RECORDS/CRO/SRO

LA Sec RA/CA Gp ER Gp NERGp Pension Gp

(RO/ARO) (SRO/RO (RO/ARO) (RO/ARO) (RO/ARO)

Central Coord Adm Coord Docu Coord NE Coord Pension Coord

Manpower Docu Sec Disch Sec Service

Sec Pension Sec
Central Stats Sec Reservist Post Disch Disability
Registry Sec Claim Sec Pension Sec

Est Sec Posting Sec FA Sec Welfare & Family

Re-settlement Pension Sec
Accts Promotion Part II Disbanded Res Pension
Sec Orders Lib Units Lib Sec

‘Q’ Honours & NE Records ECHS Sec

Awards Sec Lib

Sty/Forms Discp Sec NE Records

Regs Lib
Court Case Sec AGIS Sec
Medal Sec
____________________________________________________________________

Note : AGIS Section can be placed under ER Group also ER Group also if it is
convenient for Administrative purpose.

RESTRICTED
 RESTRICTED
46

ORG-12

ORGANISATION OF MILITARY
ENGINEER SERVICES

Reference : AO 1/69 and AO 20/69 for Organisation and Duties.

Introduction

1. Military Engineer Service (MES) is responsible for carrying out capital works
and repair service for the three services of defence force and allied departments. MES
may also be required to carry out deposit works on behalf of Cantonment boards;
public bodies or private persons.

Organisation
2. An outline organisation of MES is shown at Appendix A to this lesson.

3. All MES offices from Engineer-in-Chief to Garrison Engineer have the

following sections. The subjects normally dealt with by various sections are shown
against each:-
Section Subjects
E1 - General/Administration and Personnel.
E2 - Works and Barrack Service
E3 - Stores
E4 - Electrical and Mechanical
E5 - Budget Expenditure
E6 - Drawing.
E 7/E 8 - Contract and Technical Examination.

Engineer-in-Chief (E-in-C)

4. Engineer-in-Chief is the head of the Corps of Engineers and MES.

RESTRICTED
 RESTRICTED
47

5. His duties as head of the MES to advise :-

(a) Ministry of Defence on all works and engineer service relating to

Ordnance Factories and such projects, which are directly controlled by the
Ministry of Defence. He takes orders of the Government of India through the
Ministry on these matters.

(b) Chief of the Army Staff and the PSOs. He takes orders of the
Government of India and the Chief of the Army Staff through :-
(i) VCOAS/DCOAS on sitting and design of fortification and
defence of strategic roads and railways.
(ii) QMG on policy, finance and execution of all engineer works and
services relating to Army including those sited and designed for GS.

(c) Chief of the Naval Staff on all works and engineering services relating
to the Navy and takes orders of the Government of India and Chief of the Air
Force Staff through Air Officer in Charge personnel land organization.

6. In addition to the above, he advises :-

(a) The GS on the engineering aspect of GS policy, operational planning

and intelligence, the organization, training allocation and employment or
engineering units (except Survey and Movement Control) and on the provision
and allocation of engineer resources.

(b) The QMG on planning, intelligence, organization, operations and

development of transportation agencies, railways, ports and inland water
transport and acts as liaison officer with the railway board and Ministry of
Transport on all matters with transportation.

(c) The MGO on procurement and issue of ordnance stores to engineer units
and maintenance, repair and recovery of engineer equipments.

7. The Engineer-in-Chief is responsible :-

(a) For liaison through Ministry of Defence with other ministries of the
Government of India and with other civil engineering professional bodies on
technical engineering subjects.

(b) Under GS for the organization and training of bomb disposal units and
for the disposal of bomb, land breech mines.

RESTRICTED
 RESTRICTED
48

(c) To the VCOAS, DCOAS and QMG for the procurement, holding and
distribution of engineer stores (including transportation stores) of engineer
supply and for research and development of engineering equipment connected
with MES.

(d) For the technical training of the Army Engineer Units and personnel
(except Survey and Movement Control) through the Chief Engineer of
Commands.

8. He exercises technical control on all works projects through Chief Engineer of

commands.

9. He is assisted in his duties by the following officers :-

(a) Additional Director General Engineer Staff.

(b) Director General of Works.
(c) Director of Engineer Personnel.
(d) Additional Director General of ESP.

Chief Engineer (CE)

10. All engineer activities in a command are controlled by the Chief Engineer. His
duties are as under :-

(a) The Chief Engineer is the technical advisor to the Army Commander on
all engineering matters.

(b) He is responsible for correct observance of :-

(i) Technical instructions including MES Regulations and standing

orders.

(ii) Procedure laid down for the placing of contracts and payment of
bills.

(iii) Instructions for the keeping of accounts and the preservations and
maintenance of upto date plans and records.

RESTRICTED
 RESTRICTED
49
11. He is assisted in his duties by various staff officers, viz, DCE, SOS-1 General
Works E/M Resources, SSW, Senior Architect and SOs(P). These staff officers have
under them Sos-2/3, SSW.

Commander Works Engineers (CWE)

12. Next in chain is the Commander Works Engineer (CWE), who is :-

(a) Technical advisor to his Area/Sub Area Commander on all engineer

matters.

(b) Chief Executive Officer of the Area/Sub Area for works services.

(c) Responsible for the efficient and economic administration of works

services economic operation of engineer installations and the control of
Government property in his charge.

(d) To ensure that all concerned observe technical instructions and

regulations.

13. He is assisted in his duties by DCWE, ACWE (E/M), SBSO and SO Grade-II.

Garrison Engineer (GE)

14. A Garrison Engineer is in charge of a division. He is :-

(a) Technical advisor to his Sub Area/Station Commander on all engineer

matters.

(b) He is responsible for :-

(i) Efficient execution of all new works, maintenance of building

E/M installations and roads.
(ii) Proper and economical expenditure of funds allotted to him.
(iii) Observance of technical procedure in connection with orders
placed by him on contractors and payments of bills arising out of such
orders.
(iv) Maintenance of construction accounts upon which the system of
accounting for engineer services is based.

RESTRICTED
 RESTRICTED
50
(v) Assessment of barrack damages.
(vi) Periodical inspection of building and installations and action
resulting from such inspections.
(vii) Arrangement for the procurement of stores and furniture and,
(viii) Preparation of specifications and estimates for new work and
installations within his powers.
15. Garrison Engineer is assisted in his duties as necessary by Assistant Garrison
Engineer (AGE), Barrack Stores Officer (BSO) and Sub Divisional Officers (SDOs),
ie, AEE and Superintendents Grade-I.
Barrack Services
16. Barrack services is a branch of MES. The complete administrative control of
the Barrack/Stores branch rests with the MES. The CWE through his Senior Barrack
Stores Officer (SBSO) and the GE through his Barrack Stores Officer (BSO) are
responsible for the discipline and administration of the branch.

17. The SBOS is an officer on the staff of the CWC and is responsible to him for
the smooth and efficient running of the branch. The BSO is the assistant to the GE for
all barracks and stores duties. To facilitate work, he maintains direct liaison with the
SSO on all barrack duties. He is not, however, the SSO’s staff officer. Control over
the BSO even in these respects is exercised by his GE and GE holds the final
responsibilities.

18. The barrack stores branch is responsible for the following :-

(a) Handing and taking over of buildings.

(b) Occupation returns and recovery of rent for accommodation and allied
services.
(c) Payment of rate and taxes.
(d) Care of vacant buildings.
(e) Assessment and recovery of barrack damages for furniture.
(f) Provision, custody, preservation, issues and accounting of furniture of
MES supply, including regular stock taking.
(g) Provision, custody, preservation, issue and accounting of stores
including regular stock taking.

Questions :-

RESTRICTED
 RESTRICTED
51

1. What are the advisory duties of the Engineer-in-Chief ?

2. What are the responsibilities of the Engineer-in-Chief ?
3. What are the responsibilities of the CE, CWE and GE ?
4. What are the responsibilities of the Barrack Stores Branch ?
Appendix A
(Refers to Para 2 of Org-12)
OUTLINE ORGANISATION OF MES

E-in-C (Lt Gen)

ADG Engr Staff DG of Wks ADG Engr Pers ADG ESP

(Maj Gen) (Maj Gen) (Maj Gen) (Maj Gen)

CE CE CE CE CE
SOUTHCOM EASTCOM CENTCOM WESTCOM
NORTHCOM
(Maj Gen) (Maj Gen) (Maj Gen) (Maj Gen) (Maj Gen)

GE Zone (Brig) Area

CWE (Col) Area/Sub Area

GE (Maj)/AGE (I) (Capt) Sub Area/Stn

AGE (Capt) Small Stns

RESTRICTED
 RESTRICTED
52

ORG-13
ZILA SAINIK BOARDS

Reference : Notice II to Army Order dated 03 Aug 63.

1. Sainik Board is intended to render assistance to ex-servicemen and their

families and also to look after the domestic interest of serving personnel, who are
away from their homes. The board also administers a number of welfare funds. The
Kendriya Board at Delhi, which has the defence Minister as chairman, is assisted in its
work in each state by a State Sainik Board with the Governor as chairman.

2. There are Zila Sainik Boards in districts, which are headed by Collector or
Deputy Commissioner of the district with a full time Secretary to run the office.
These boards maintain close liaison with the civil authorities and have staff to visit the
various villages. They are meant to help for solving any genuine and reasonable
difficulties of the serving soldiers, their dependents and ex-servicemen. The duties of
the Zila Sainik Boards are as under :-
(a) Assist BROs in recruiting eligible civilian candidates for all the three
services.
(b) Render assistance in rehabilitation of ex-servicemen.
(c) Render assistant to ex-servicemen and their families.
(d) Assist widows and dependents of ex-servicemen/disabled persons in
finalisations of pensionery awards and financial help out of the fund at their
disposal.
(e) Welfare of families of serving soldiers.
(f) Distribution of medals/stars received from various Record Office to its
solders.
(g) Verification of pension claims/various documents and their
correspondence in respect of serving soldiers and ex-servicemen.

3. Notice II to Army Order dated 03 Aug 63 gives a complete list of Sainik

Boards functioning in the country.

Questions :-

1. What are the responsibilities of Zila sainik Boards ?

RESTRICTED
 RESTRICTED
53

ML-1

MILITARY LAW : ARMY ACT AND ARMY RULES

Introduction

1. Every civilised nation in the world has its own laws which are binding on its
citizen at all times so as to ensure good conduct and orderly behavior of its people in
the larger interests of society and the country as a whole. Members of the Armed
Forces are no exception to this rule. As citizens of the country, they are bound by all
the laws of the State like any other common man. In addition, they are governed by
special laws so as to enforce discipline and justice in the Armed Forces. Without
discipline, the Army would be a `mob’. Only discipline and training on sound footing
can make them good and efficient soldiers fit to fight a war in times of need.

2. To enforce discipline in the Army, the Army Act has been enacted. The
transfer of powers from British rulers to Indian hands, subsequently by leading to the
framing and adopting of Republican Constitution for India on 26 Jan 1950, obviously,
necessitated suitable amendments to the existing IAA-1911. This was particularly,
called for on account of the new form of oath or affirmation bearing allegiance to the
Constitution of India.

3. It is therefore, essential that the staff dealing with discipline and other
personnel matters affecting the administration of the unit are fully conversant with
military law and the various proceedings adopted for administration of justice and
enforcement of discipline in the Army.

Aim

4. The aim of this lesson is to :-

(a) Acquaint students of ` NCO Clerk Course’ with the main structures and
important aspects of Military Law in so far as it affects their normal duties in a
unit.

(b) Explain broadly the procedure and method of administration of justice

and its importance in the maintenance of discipline in the unit.

5. The students are expected to acquaint themselves with the details by studying
Manual of Military Law and Regulations for the Army 1987 in their spare time.

RESTRICTED
 RESTRICTED
54

ARMY ACT 1950

6. Introduction to Army Act 1950 . The Army Act 1950 (Act XLVI 1950) was
passed by Parliament on 06 April 1950. The Act received the President’s assent on
20 May 1950 and came into force on 22 Jul 1950 on publication in Gazette
Notification No SRO 120 dated 22 Jul 1950 (AA Sec 1 (2), and SAO 12/S/50 .

7. Persons subject to the Act.

(a) All persons subject to Army Act under Section 2 (1) (a), (b) and (c) are
so subject at all times and wherever serving.

(b) In the case of persons mentioned in clauses (d), (e), (f), (g) and (i) , they
become subject to the Army Act under conditions specified in the said clauses
and remain so subject as long as the conditions specified therein continue.

(c) Every person subject to the Act as mentioned in clauses (a) to (g) Section 2
(1) shall remain so subject until duly retired, discharged, released, removed,
dismissed or cashiered from the service.
AA Sec 2 (1) & (2)
8. Liability of Offender who ceases to be subject to AA

(a) Vide Sec 123 (1) and (2) of the Army Act, where an offence under
this Act had been committed by any person while subject to the Act and
he has ceased to be so subject, he may be taken into and kept in military
custody, tried and punished for such offence as, if he continued to be so
subject, provided the trial commence within a period of three years after he had
ceased to be subject to this `Act’ and in computing such period, the time during
which such person has avoided arrest by absconding or concealing himself or
where the institution of the proceeding in respect of the office has been stayed
by an injunction order, the period of continuance of the injunction or order, the
day on which it was issued or made, and the day on which it was withdrawn,
shall be excluded.

(b) When a person subject to this Act is sentenced to a term of

imprisonment by a Court Martial, this Act shall apply to him during the term of
his sentence, though he is cashiered or dismissed from the Regular Army (AA
Sec. 123 (3).

RESTRICTED
 RESTRICTED
55
(c) When a person subject to this Act is sentenced by A Court Martial to
death the Act shall apply to him till the sentence is carried out (AA Sec. 123
(4)).
AA Sec 123
Note : For complete details, read AG’s Branch , Integrated Headquarters MoD
(Army) letter No 01086/123/AG/DV-1 (P) dated 31 Aug 06

9. Special Provision for Application of the Act in Certain Cases. The Central
Government may, by notification apply with or without modifications of all or any of
the provisions of the Act to any force raised and maintained in India under the
authority of that Government (AA Sec-4). The Act has been applied to Civil GT
Companies vide SRO-122 dated 22 Jul 1950 and also to members of Military Nursing
Services with certain modifications as contained in AO 197/59.

10. Special Provision as to Rank in Certain Cases. These are notified in SRO 325
dated 29 September 1975 (AA Sec 6).

ARMY RULES 1954

[11. Army Act Sec 191 empowers the Central Government to make rules for the
purpose of carrying into effect the provisions of the Act. These rules were made by
the Central Government and notified in Gazette Notification No SRO 484 dated 27
November 1954 and by virtue of Army Act Section 193 came into force from that
date.

Layout of MML (1983 Reprint)

12. The Manual of Military Law (MML) 1983 (Re-print) is set out in three
volumes, which are briefly discussed in succeeding paragraphs.

13. Volume I. Consists of eight chapters as under :-

(a) Chapter I - Brief History of Military Law in India

(b) Chapter II - Outline of the Army Act

(c) Chapter III - Arrest and Investigation of charges

(d) Chapter IV - Court Martial

(e) Chapter V - Evidence

RESTRICTED
 RESTRICTED
56
(f) Chapter VI - Civil Offences

(g) Chapter VII - Duties in Aid to Civil Power

(h) Chapter VIII - Service Privilege

14. Volume II. Contains the Army Act 1950 and the Army Rules 1954 with
explanatory notes, forms and appendices. The relevant notes given in old Indian
Army Act and Indian Army Rules have been incorporated with latest amendments
under each section of the Army Act of rule of the Army Rules.

15. Volume III . Contains certain enactments which are referred to in the earlier
parts of the manual. This volume also contains Gazette Notifications issued under the
Army Act by the Government of India and forms of warrant.

Conclusion

16. Whenever a law or rule on any particular point has to be found, think of the
possible main and sub-headings under which it may be found and search for them in
the correct index of the MML without losing patience. Study the law books
intelligently and you can be a master of Military Law in a few readings.

17. The important points to be remembered are:-

(a) Keep your law books amended upto date.

(b) Find your way into the books by repeated study and periodical reviews.

Questions :-

1. Write a short note on Army Act 1950 ?

2. What are the liabilities of offender who ceases to be subject to Army Act ?

3. Write short note on Army Rules 1954 ?

4. How many volumes in the MML 1983 divided into ? What are the subjects
/matters contained in each of these volumes ?

5. How many chapters in MML Volume – I divided into ? What does each
chapter deal with ?

RESTRICTED
 RESTRICTED
57

ML-2

ENROLMENT AND ATTESTATION

Reference : AO 21/82 & 22/85.

Introduction

1. Every person who is permanently subject of Military Law (except Officers

JCOs and WOs) is subject to that law by virtue of his enrolment. The underlining
principle is that no person should be permanently subjected to an exceptional and
severe code like that contained in the Army Act without a definite act on his part
which is susceptible of easy proof. Enrolment is, therefore, made a definite act
recorded in a formal documents, the enrolment form which is itself made legal
evidence of the facts stated therein. The enrolment form clearly shows all the
conditions of the bargain that the enrolled person has made with the State and these
conditions cannot be altered or varied except with the written consent of the person
concerned.
AA Sec 13
Eligibility for Enrolment

2. No person who is not a citizen of India, shall except with the consent of the
Central Government signified in writing, be enrolled in the regular Army. Provided
that nothing contained in the section shall bar the enrolment of the subjects of Nepal in
the Regular Army.
AA Sec 11
Eligibility for Females for Enrolment or Employment

3. No female shall be eligible for enrolment or employment in the regular Army,

Corps, department, branch or other body forming part of, or attached to any portion of
the regular Army as the Central Government may by notification in the Official
Gazette, specify in this behalf. Provided that nothing contained in this section shall
affect the provisions of any law for one time being in force providing, for the raising
and maintenance of any service auxiliary to the regular Army or any branch thereof in
which females are eligible for enrolment or employment.
AA Sec 12

RESTRICTED
 RESTRICTED
58

More than one wife

4. No person having more than one wife living is eligible for enrolment in the
regular Army unless specifically exempted by the Central Government.
Para 132 Regulations for the Army 1987

Enrolling Officer
5. The following persons shall be the “ Enrolling Officers” for the purpose of
Section 13, namely:
(a) All recruiting and assistant recruiting officers including officers of the
Indian Navy or of the Air Force, who may be appointed as such.

(b) The Officer Commanding a regiment, battalion or training or regimental

centre.

(c) Any extra assistant recruiting officer or other person who may be
appointed as an “Enrolling Officer” by the Adjutant General.
AR-7
Enrolment Form IAFK – 1162
6. Enrolment form is a legal document executed at the time of enrolment by the
individual on one side and the State represented by the Enrolling Officer on the other
side.
Legal Validity of Enrolment Form

7. (a) Any enrolment paper to seem, to claim to be signed by an enrolling

officer shall, in proceedings under this Act, be evidence of the person enrolled
having given the answers to questions which he is there in represented as
having given.
(b) The enrolment of such person may be proved by the production of the
original or a copy of his enrolment paper supporting to be a true copy by the
officer having the custody of the enrolment paper.

AA Sec 141 & AR-7

RESTRICTED
 RESTRICTED
59
Procedure of Enrolment

8. The individuals desirous to join the Armed forces are required to obtain the
application form for enrolment from the nearest BRO/ZRO. The application form
duly completed in all respects is required to be forwarded to dependent ZRO along
with the required documents and a self-addressed envelope. Application forms so
received by ZRO are scrutinized by ZRO and necessary call letters dispatched to the
individuals as per the availability of vacancies of the particular trade for which the
individual has applied for. The call letter contains the details of recruiting office and
particular date by which the individual is required to report at the said recruiting
office. The individual on receipt of call letter will report to the nominated BRO/ZRO
on/by the given date where he will have to attend (as per the schedule of BRO/ZRO
to undergo various tests viz. physical fitness test, medical examination and written test
(as applicable for the particular trades).
9. If, after complying with the provision of section 13, the enrolling officer is
satisfied that
the person desirous of being enrolled fully understands the questions put to him and
consents to the conditions of service, and if such officer perceives no impediment, he
shall sign and shall also cause such person to sign the enrolment paper, and such
person shall there upon be deemed to be enrolled.
AA Sec 13 & AA Sec 14
Medical Examination

10. Every persons shall, prior to enrolment or engagement, be subjected to a

medical examination in the prescribed manner by the Recruiting Medical Officer at
the nearest Military Hospital. Only those who are found fit in all respects will be
enrolled. Army Form AFMSF-2A is used for this purpose.
AA Sec 13
Validity of Enrolment

11. Every person who has for the space of three months been in receipt of pay as a
person enrolled under this Act and been borne on the rolls of any corps or department
shall be deemed to have been duly enrolled, and shall not be entitled to claim his
discharge before the expiry of three months from his enrolment, no such irregularity
or illegality or other ground shall, until he is discharged in pursuance of his claim,
affect his position as an enrolled person under this Act or invalidate any proceedings,
act of thing taken or done prior to his discharge.

AA Sec 15

RESTRICTED
 RESTRICTED
60
Offence in Relation to Enrolment

12. (a) Fraudulent Enrolment

AA Sec 43

(b) False Answers on Enrolment

AA Sec 44

ATTESTATION

Reference : AO 148/78 and RA Para 140.

Definition

13. Attestation is the administration to the enrolled person of the oath or

affirmation of Military fidelity. It forms no part of the process of enrolment.
Persons to be Attested

14. The following persons shall be attested, namely :-

(a) All persons enrolled as combatants.
(b) All persons selected to hold a non-commission rank.
(c) All other persons subject to this Act as may be prescribed by the Central
Government.
AA Sec 16
Mode of Attestation

15. All combatants and other enrolled persons, shall when reported fit for duty be
attested in the manner as under :-
(a) When a person is to be attested is reported fit for duty, or has completed
the prescribed period of probation an oath or affirmation shall be administered
to him in the prescribed form by his Commanding Officer in front of his corps
or such portion thereof or such members of his department as may be present,
or by any other prescribed person.
(b) The Form of oath or affirmation prescribed under this shall contain a
promise that the person to be attested will bear true allegiance to the
constitution of India as by law established, and that he will serve in the Regular
Army and go wherever he is ordered by land, sea or air, and that he will obey
all commands of any officer set over him, even to the peril of his life.

RESTRICTED
 RESTRICTED
61
(For Form of oath and Affirmation, please see Army Rule 9 notes under AA
Sec 17)

(c) The fact of an enrolled person having taken the oath or affirmation
directed by this section to be taken shall be entered on his enrolment paper and
authenticated by the signature of the officer administering the oath or
affirmation.

AA Sec 17
Authorities Empowered to Administer Oath and Affirmation

16. The following officers may administer the oath or affirmation for attestation :-

(a) Commanding Officer of the presence to be attested or in the present of

such Commanding Officer by a person empowered by him in this behalf.

(b) A Magistrate.

(c) Recruiting Officer or Assistant Recruiting Officer.

(d) Officer Commanding the Station.

Army Rule 9 (2)

Privileges of an Attested Soldier

17. (a) Attestation confers on the person admitted to it the status of an attested
soldier and the privilege of not being ordinarily dischargeable, without
reference, at least to his Brigade Commander vide Army Rule 13.

(b) Only an attested soldier can be promoted to non-commissioned or acting

non-commissioned rank.

(c) Only attested personnel are normally posted to units in field areas.

(d) An individual is eligible for his full entitlement of annual leave after is
he attested.

RESTRICTED
 RESTRICTED
62

Questions :-

1. Define enrolment form IAFK – 1162 ?

2. What is the legal validity of enrolment form ?

3. Explain briefly the procedure of enrolment ?

4. Define attestation ?

5. Write down the persons who can be attested ?

6. What are the authorities empowered to administer oath and affirmation ?

7. What are the privileges of an attested soldier ?

RESTRICTED
 RESTRICTED
63

ML-3

CONDITIONS OF SERVICE, DISCHARGE

AND DISMISSAL

Tenure of Service

1. Every person subject to the Army Act shall hold office during the pleasure of
the President.
AA Sec 18

Termination of Service by the Central Government

2. The service of the person subject to the Army Act, and rules made there under
may be terminated in the prescribed manner by retirement, discharge, release,
removal, dismissal or cashiering, by the Central Government.
AA Sec 19 and AR- 14

Retirement and Release

3. The term ‘retirement’ refers to the case of an officer eligible by length of

service to a retiring pension.

4. Release of person subject to the Army Act may be affected in accordance with
Release Regulations for the Army in accordance with any other regulations as may be
made from time to time.
Army Rule 16

Dismissal or Removal from Service

5. Subject to the provisions of this Act and the rules and regulations made there-
under the Central Government may dismiss, or remove from the service any person
subject to this Act .

AA Sec 19

6. The Chief of the Army Staff may dismiss or remove from the service any
person subject to this Act other than an officer.
AA Sec 20 (1)

RESTRICTED
 RESTRICTED
64
7. An officer having power not less than brigade or equivalent commander or any
prescribed officer may dismiss from the service any person serving under his
command other than an officer or a JCO .
AA Sec 20(3)

8. The exercise of any power under AA Sec 19 and 20 shall be subjected to the
provisions contained in Army Rule 14, 15, 15A and 17.
AA Sec 20(7)
Cashiering

9. Cashiering is a punishment awardable by Court Martial to Officers only vide

AA Sec 71 (d). It is a more ignominious form of dismissal.
AA Sec 71 (d), 74 & AR-168

Date from which Retirement, Removal Release, Discharge or Dismissal otherwise

than by Court Martial takes effect.

10. In the case of Officers, it shall take effect from the date specified in that behalf
in the notification of such dismissal, retirement or removal in the official gazette.
11. In the case of persons other than officers, it shall take effect from any future
date specified by the competent authority authorizing such dismissal or discharge.
12. The retirement, removal, resignation, release, discharge or dismissal of a person
subject to the Army Act shall not be retrospective.
Army Rule 18

Cashiering or Dismissal by sentence of Court Martial

13. A sentence of cashiering or dismissal awarded by a Court Martial shall take
effect from the date on which the sentence is promulgated to the person under
sentence, or except in the case of an officer, from such subsequent date as may be
specified by the Commanding Officer at the time of such promulgation.

14. When dismissal is combined with imprisonment, which is to be carried out in

the military prison or in military custody , the dismissal shall not take effect until the
date on which the prisoner is released from a military prison or from military custody.

15. When cashiering or dismissal is combined with imprisonment for life or with
imprisonment, which is to be carried out in a civil prison, the cashiering or dismissal
do not take effect until the date on which the prisoner is received into a civil prison.

Army Rule 168

RESTRICTED
 RESTRICTED
65

Discharge or Dismissal when serving out of India

16. Any person enrolled under this Act who is entitled under the conditions of his
enrolment to be discharged or whose discharge is ordered by competent authority and
who , when he is so entitled or ordered to be discharged, is serving out of India, and
request to be sent to India, shall before being discharged, be sent to India with all
convenient speed.

17. Any person enrolled under this Act who is dismissed from the service and who,
when he is so dismissed, is serving out of India shall be sent to India with all
convenient speed.

18. Where any such person, as is mentioned in Sub-Section (2) is sentenced to,
dismissal combined with any other punishment such other punishment or, in the case
of sentence of transportation or imprisonment, a portion of such sentence may be
inflicted before he is sent to India.

19. For the purpose of this section, the word “discharge” shall include release and
the word “dismissal” shall include removal.

AA Sec 24
Discharge

20. Any person subject to this Act may be retired, released or discharged from the
service by the authorities vide Table annexed to Rule 13 and in such manner as may
be prescribed.

AA Sec 22
Authorities Empowered to Authorise Discharge

21. Each of the authorities specified in Column 3 of the Table annexed to Rule 13
be the competent authority to discharge from service persons subject to the Act
specified in Column 1 thereof on the grounds specified in Column 2.

22. Any power conferred by this rule on any of the aforesaid authorities shall also
be exercisable by any other authority superior to it.

Army Rule 13

RESTRICTED
 RESTRICTED
66
Discharge Not to be Delayed

23. Every person enrolled under the Act shall, as soon as he becomes entitled under
the conditions of his enrolment to be discharged be so discharged with all convenient
speed.

24. Provided that no person shall be entitled to such discharge if the Central
Government has, by notification, suspended the said entitlement to discharge to the
whole or a part of the Regular Army.

Army Rule 11 (1)

Cancellation of Discharge

25. The discharge of persons, validly sanctioned by a competent authority may,

with the consent of the discharged person, be cancelled by any authority superior to
the authority that sanctioned the discharge either without any conditions or subject to
such conditions as such discharged person accepts.

Army Rule 11 (2)

Completion of Discharge Roll : IAFY - 1948A

26. All cases of dismissal and discharge except discharges solely on medical
grounds in respect of all personnel other than officers will be sanctioned on Army
Form IAFY -1948A. However, in the cases of discharge where no grant of pension or
gratuity is involved and CO unit is the competent authority to sanction such discharges
e.g. discharge of recruits unlikely to become efficient soldiers, preparation of
IAFY -1948A may be dispensed with and discharge may be sanctioned on plain paper.

Discharge Certificate

27. Every JCO, WO or enrolled person who is dismissed, removed, discharged,

retired or released from service shall be furnished by his Commanding Officer with a
Discharge Certificate (IAFY-1964).
AA Sec 23 and AR 12

Questions :-

RESTRICTED
 RESTRICTED
67
1. Define the term `retirement’.

2. Write down various authorities empowered to dismiss or remove any person

subject to Army Act, by quoting appropriate AA Sec.

3. Define `cashiering’.

4. Explain briefly about `discharge’ and enumerate the authorities empowered to

sanction discharge.

RESTRICTED
 RESTRICTED
68

ML-4

DISPOSAL OF UNDESIRABLE OR
INEFFICIENT PERSONNEL
References : (a) Para 166 of Regulations for the Army 1987 (Summary Disposal
and Discharge Procedure).
(b) Section 20 (4) and (6) of Army Act 1950 (Dismissal, Removal or
Reduction by the Chief of the Army Staff or by other Officers).
(c) SAI 5/S/65 (Trade Test on Qualifications – NCs(E).
(d) Integrated Headquarters , Ministry of Defence (Army) letter No
A/13210/159/AG/PS 2 ( c) dated 28 Dec 88.
(e) Integrated Headquarters , Ministry of Defence (Army) letter No
A/41776/48/AG/DV dated 07 Apr 2004. And letter No 41776/AG/DV-
1(P) dt 31 Oct 2011.
General

1. An individual who has proved himself to be undesirable and whose retention

in the Army is considered inadvisable will be recommended for discharge or dismissal
to the competent authority.

Procedure

2. Following procedure will be followed for the disposal of such individuals as

contained in Integrated Headquarters, Ministry of Defence (Army) letter No
A/13210/159/AG/PS 2(C) dated 28 Dec 88 :-

(a) Action by Competent Authority. The authority competent to authorise

the dismissal or discharge of the individual should direct that a show cause
notice be issued to the individual in accordance with AR-13 or AR-17 as the
case may be. The show cause notice should cover the full particulars of the
cause of action against the individual. The allegation must be specific and
supported by sufficient details to enable the individual to clearly understand
and reply them. The individual will be offered reasonable time to state in
writing and reason possible may have to urge against the proposed dismissal or
discharge.

RESTRICTED
 RESTRICTED
69
(b) Action on Receipt of Reply to the Show Cause Notice. The individual’s
reply to the show cause notice will be forwarded through normal channel to the
authority competent to authorize his dismissal or discharge together with a
copy of the show cause notice and the proceedings of the enquiry if held in the
case and recommendations of such forwarding authority as to the disposal of
the case. Case for dismissal/discharge on four red ink entries are to be
referred to DJAG or Corps/Comds for legal vetting prior to sanction by
the Bde Cdrs. Status quo will be maintained in respect of the sanctioning
authority for discharge/dismissal ie Bde Cdr.
(c) Final Orders by the Competent Authority. The authority competent
to sanction the dismissal or discharge of the individual will before passing
orders reconsider the case in the light of the individual’s reply to the show
cause notice. If the competent authority accepts the reply of the individual to
the show cause notice as entirely satisfactory, he will pass orders accordingly.

(d) Carrying Out Dismissal/Discharge. On receipt of orders of the

competent authority for dismissal or discharge, all actions to effect dismissal or
discharge will be taken by the Regimental Centre/Record Office, or unit as the
case may be.
Disposal of JCOs who have been Reported Upon Adversely
3. In case where a JCO is not considered suitable for the present substantive rank
for retention in the service, his case may be submitted for compulsory discharge or
dismissal vide Para 2 above and Para 167 of Regulations for the Army 1987.
4. Before issuing or sanctioning discharge, the points given in Para 3 of Integrated
Headquarters , Ministry of Defence (Army) letter No A/13210/AG/PS 2 (c) dated 26
Aug 65 will be considered.

Reversion of NCOs not considered suitable to Hold Present Rank

5. A substantive NCO who is not fit to retain the present rank may be considered
for reduction to lower rank or to the ranks under Army Act Sec 20(4). An acting
NCO including one holding appointment may be reverted to his substantive rank (or to
the ranks, if not substantive rank is held) by the Officer Commanding unit.
AA Sec 20 (6)
6. With a view to ensuring that cases of personnel with persistently bad record are
not ignored in the matter of their disposal particularly of personnel with four or more
red ink entries are reported to unit by Records Offices. OsC units on each case should
be dealt with on its merit. Attempt will be made to post such personnel from one unit
to another with a view to avoid initiation of action for their disposal . Undesirable and

RESTRICTED
 RESTRICTED
70
inefficient personnel will be disposed of expeditiously. Where retention of an NCO or
OR in service is not considered desirable by the Officer Commanding unit, the case
may be submitted to the competent authority for compulsory discharge.

7. When discharge has been sanctioned by the competent authority, it will be

ensured that all discharge formalities and documents in accordance with instructions
on the subject before an individual is dispatched to the Depot/Regimental Centre for
discharge or sent on discharge direct from the unit. Formal discharge orders are not
required to be issued by Record Office in such cases.

8. The following particulars in respect of a recruit, who is found to be unfit for

the Corps, but is willing and considered fit for transfer to another Regiment or Corps
will be forwarded to the nearest recruiting authority along with willingness certificate
from the recruit and disposal order obtained :-

(a) Army Number and Name.

(b) Date of Enrolment.

(c) Enrolled by.

(d) Class or sub-class age, physical standard and category for which
enrolled.

(e) Whether raw recruit or ex-serviceman.

(f) If ex-serviceman, his previous rank and Regiment or Corps.

(g) Period of engagement.

(h) Detailed reason for unsuitability.

(j) Recommendations of the Centre Commandant, as to possible absorption of

the recruit in other arm of Corps or otherwise.

9. However, personnel who are found suitable and are willing may be remustered
in another category provided the conditions laid down in AO 3/99 as amended have
been fulfilled.

Questions:-

RESTRICTED
 RESTRICTED
71
1. Write down briefly about the procedure for disposal of undesirable or
inefficient personnel from service.

2. What is the procedure to dispose of JCOs, who have been reported upon
adversely ?

3. What are the particulars, which are required to be forwarded for transfer of a
recruit to other Regiment or Corps being unsuitable for own Corps ?

RESTRICTED
 RESTRICTED
72

ML – 5

MILITARY OFFENCES

Introduction

1. All offences, which a person subject to the Army Act be found guilty of,
are set forth in AA Secs 34 to 70. Of those, the first 35 sections (Sec 34 to 68) deal
with purely military offences and the last two sections (Sec 69 and 70) cover civil
offences. The relevant notes contained in the sections will be of great use and should
be studied carefully. Reference may also be made with advantages to specimen
charges contained in the Second Appendix to Army Rules (Page 367 to 401 of MML
refers).

Details of Army Act Sections

2. The details of Army Act Sections (AA Sec 34 to 70) are as under :-

Ser AA Sec Offence Relevant Explanatory Notes

No
(a) AA Sec 34 Offences in Relation This section contains some of the
to the Enemy which most serious offences in military
are punishable with law, such as shamefully abandons
Death one’s post, garrison fortress or
guard, cowardice or treachery,
assisting or aiding the enemy and
such serious offences in relation to
the enemy which are punishable
with death.
(b) AA Sec 35 Offences in Relation These are also offences relating to
to the Enemy which the enemy of less serious nature,
are not punishable which are not punishable with
with Death death.
(c) AA Sec 36 Offences punishable This section contains offences
more severely on which are viewed seriously on
Active Service than active service than at other times,
at other times mostly by or against sentries.
(d) AA Sec 37 Mutiny This is one of the most serious
offences punishable with death.
The term `mutiny’ implies

RESTRICTED
 RESTRICTED
73
collective insubordination or a
combination of two or more persons
to resist or to induce others to resist
lawful military authority.
(e) AA Sec 38 Desertion and Aiding The offence of desertion must be
Desertion distinguished from absence without
leave. The difference lies in the
intention of the offender. In the
later case, he intends to return,
whereas in the former, he ordinarily
intends never to return. He may,
however, be guilty of desertion even
when he intends to return, if by
absenting himself, he intends to
avoid some important military
service. The intention of the
offender must be inferred from the
surrounding facts and the
circumstances of the case. An
individual convicted by Court
Martial for the offence of desertion
shall forfeit all his past service prior
to desertion under Rule 123 (a) of
Pension Regulations. Such service
may, however, subsequently be
restored on completion of three
years exemplary service vide Rule
123 (b) of Pension Regulations
Part-I.
(f) AA Sec 39 Absence without Absence without leave is
leave voluntary absence without authority
from the place where the accused
AA Sec Absenting himself knows or ought to know that his
39(a) without leave duty requires him to be.

AA Sec Without sufficient Where a Court of Inquiry has been

39(b) cause Over Staying held under AA Sec 106, the
Leave granted to him production of IAFD-918 by a
witness, failing which the evidence
AA Sec Being on leave of of a person, who called the roll and
39 (c) absence having found the accused absent will be
received information sufficient proof of commencement

RESTRICTED
 RESTRICTED
74
from proper of absence. Where no other
authority that Corps evidence is available, the
to which he belongs production of a unit Part II order or
has been ordered on a certified true copy thereof by a
active service failing witness is also admissible in
without sufficient evidence vide AA Sec 143 (3) and
cause to rejoin (4).
without delay
AA Sec Without sufficient Where an absentee has been
39(d) cause failing to apprehended or has surrendered an
appear, at the time apprehension or surrender
fixed, at the place certificate under AA Sec 142(5) and
appointed for duty. (6) should be produced to prove the
termination of absence.

AA Sec Quitting the line of

39(e) march without leave
from his superior
Officer

AA Sec Proceeding out pass

39(f) without authority

AA Sec Absenting to attend

39(g) any Class / Parade
(g) AA Sec 40 Striking or For definition of `Superior Officer’,
Threatening superior see AA Sec 3 (xxiii).
officers

AA Sec 40 Using criminal force The offence is viewed more

(a) or assaulting his seriously if such officer is, at the
Superior Officer time in the execution of his office or
if the offence is committed on
active service.

AA Sec 40 Using Threatening

(b) language to Superior
Officer.

AA Sec 40 Using insubordinate

(c) language to Superior

RESTRICTED
 RESTRICTED
75
officer.
(h) AA Sec 41 Disobedience to
Superior Officer

(j) AA Sec 42 Insubordination and

Obstruction
k) AA Sec 43 Fraudulent No trial for an offence of desertion
Enrolment other than desertion on active
service or of fraudulent enrolment
shall be commence if the person,
not being an officer, has subsequent
to the commission of the offence,
served continuously in an
exemplary manner for not less than
three years with any portion of the
Regular Army (AA Sec 112 (4),
Also see notes under AA Sec 122
(4).
(l) AA Sec 44 False answer on Willfully giving a false answer to a
Enrolment question set forth in the prescribed
form of enrolment is made an
offence under the section. For
proof of such false answer, see AA
Sec 141(1). If false answer are
given to two or more questions in
the enrolment paper, each false
answer would constitute a separate
charge (Note under AA Sec 44).
(m) AA Sec 45 Unbecoming Only Officers, JCOs and WOs can
Conduct be charged under the section. The
unbecoming conduct may be of a
military or social character. As a
rule, a charge should not be
preferred under this clause where
the act or omission amounts to any
one of the specific offences dealt
with in the Act (See Note under AA
Sec 45).
(n) AA Sec 46 Certain forms of The difference between
Disgraceful Conduct `malingering’, `feigning’ and
`producing disease’ is given in Note
8 to AA Sec 46.

RESTRICTED
 RESTRICTED
76

(o) AA Sec 47 Ill-treating a Only Offrs, JCOs, WOs and

Subordinate NCOs can be charged under this
section. If a Sepoy uses criminal
force or otherwise ill-treats another
Sepoy, he may be charged under
AA Sec 63.
(p) AA Sec 48 Intoxication Intoxication may be induced by
drugs or by liquor. See Notes under
AA Sec 48.
(q) AA Sec 49 Permitting escape of -
person in custody
(r) AA Sec 50 Irregularity in -
connection with
Arrest or
Confinement
(s) AA Sec 51 Escape from Custody -
(t) AA Sec 52 Offences in respect -
of property
(u) AA Sec 53 Extortion and For definition of extortion, see IPC
corruption Sec 383.
(v) AA Sec 54 Making away with -
Equipment
(w) AA Sec 55 Injury to Property -
(x) AA Sec 56 False Accusation A mere false statement not
amounting to an accusation does not
fall under clause (a) of this section.
The accusation must be false to the
knowledge of the accused.
(y) AA Sec 57 Falsifying official -
documents and false
declaration
(z) AA Sec 58 Signing in blank and -
failure to send report
or return
(aa) AA Sec 59 Offences relating to This section deals with offences in
Court Martial relation to Court Martial, such as
willfully making default in
attending a Court Martial, refuses to
take oath or affirmation legally
required by such courts, refuses to

RESTRICTED
 RESTRICTED
77
produce or deliver any document
legally required, refuses when a
witness to answer any question or
being guilty of contempt of court.
Under AA Sec 152, a Court Martial
is deemed to be a Court within the
meaning of sections 480 and 482 of
the Code of Criminal Procedure
within the meaning of sections 193
and 228 of the Indian Penal Code.
(ab) AA Sec 60 False Evidence A person can only be charged
under this section if he had given
false evidence after having been
duly sworn or affirmed before a
Court Martial or other Court.
However, he may be charged under
AA Sec 63, if false evidence is
given at a Summary of Evidence or
at a Court of Inquiry not on oath or
affirmation. See notes under AA
Sec 60.
(ac) AA sec 61 Unlawful Detention Only Officers, JCOs, WOs and
of Pay NCOs can be charged under this
section.
(ad) AA Sec 62 Offence in relation to -
Aircraft and Flying
(ae) AA Sec 63 Violation of Good As a rule, a charge should not be
Order and Mil preferred under this section where
Discipline specific provision for the offence is
made elsewhere in the Act in a
proper case, however, an alternate
charge may be added under this
section. The statement of
particulars of the offences should
clearly indicate the particular act or
omission prejudicial to good order
and military discipline. An
omission to be punishable under
this section must amount to neglect
which is willful or culpable. See
Note 4 under AA Sec 63.

RESTRICTED
 RESTRICTED
78
f) AA Sec 64 Miscellaneous Miscellaneous offences not covered
Offences in the foregoing sections are
provided in this section.
(ag) AA Sec 65 Attempt Any person subject to the Army
Act who attempts to commit any of
the offences specified in Section 34
to 64 inclusive and in such attempt
does any act towards the
commission of the offence is
punishable under this section.
Attempt involves an intention,
preparation and the doing of an act
towards the commission of the
offence. Attempt to commit civil
offences are not triable under this
section and should be dealt with
under AA Sec 69. Certain AA
Sections also provide for attempts.
Such attempts are not chargeable
under this section and should be
charged under the parent section
(AA Sec 38 (1), 51, 64
( c) and (e) refers.
(ah) AA Sec 66, Abetments For definition of abetment, see
67 and 68 IPC Sec 107 and 504. These
sections deal with abetment of
offences under the Army Act.
Abetment of a civil offence is
chargeable under AA Sec 69.
(aj) AA Sec 69 Civil Offences A civil offence is an offence which,
if committed in India is tribal by a
criminal court. This section enables
trial by court martial of civil
offences committed by persons
subject to Army Act. Offences
under the section shall be tribal by
Court Martial only and not by
Summary trial.
As regards choice between Criminal
Court and Court Martial when each
has jurisdiction in respect of an
offence, see AA Sec 125, 126, 127

RESTRICTED
 RESTRICTED
79
and Para 418 of Regs for the Army
1987. For prescribed officer under
AA Sec 125, see Army Rule 197-A.
Except in simple cases reference
should always be made to JAG`s
department before ordering trial by
Court Martial (Para 458 of Regs for
the Army 1987 refers).
(ak) AA Sec 70 Civil Offences not Offences of murder, culpable
Tribal by Court homicide not amounting to murder
Martial and rape against a person not
subject to Military, Naval or Air
Force law are not tribal under this
section except while on active
service at any place outside India or
at a frontier post specified by
Central Government.

Questions : -

1. What are the military offences, which are covered under various sections of
Army Act 1950.

2. What is the AA Sec under which a Sepoy can be charged, when he uses
criminal force or otherwise ill-treats another Sepoy ?

RESTRICTED
 RESTRICTED
80

ML-6
CHARGE SHEET AND OFFENCE REPORT
Charges

1. A Charge means an accusation contained in charge sheet that a person subject

to the Army Act has been guilty of an offence.
Army Rule 28 (2)

Contents of Charge

2. Each charge shall state one offence only and in no case shall an offence be
described in the alternative in the same charge (AR-30 (1)).

3. Each charge shall be divided into two parts :

(a) Statement of offence, It must be in the words given in Part-III of the

Appendix-II to Army Rule (MML-Pages 367 to 381) and consult the relevant
section of the Army Act .Failure to follow the correct wording as given in the
Army Act will result in the invention of an offence, neither recognized nor
punishable by law.

(b) Statement of particulars of the Act, neglect or omission constituting the

offence.

(i) These are intended to indicate the details of the offence such as
place, date, time the circumstances and the particular Act, neglect or
omission which constitute the offence and which are intended to be
proved by evidence.

(ii) The particulars must support the statement of offence. Here again
always follow the specimen given in MML Pages 382-400 as applicable.

AR 30(2)

4. The offence shall be stated, if not a civil offence, as nearly as practicable in the
words of the Act, but if a civil offence, in such words as would sufficiently describe
that offence, but not necessarily in technical words.

5. The particulars shall state such circumstances respecting the alleged offence as
will enable the accused to know what act, neglect or omission is intended to be proved
against him as constituting the offence.

RESTRICTED
 RESTRICTED
81

6. The particulars in one charge may be framed wholly or partly by a reference to

the particulars in another charge, and in that case so much of the latter particulars as
are so referred to shall be deemed to form part of the first mentioned charge as well as
of the other charge.

7. Where it is intended to prove any facts in respect of which any deduction from
pay and allowances can be awarded as a consequence of the offence charged, the
particulars shall state those facts and the sum of the loss or damage it is intended to
charge.

Army Rule 30
CHARGE SHEET
Definition

8. A Charge Sheet shall contain the whole issue or issues to be tried by a court
martial at one time. A Charge Sheet contains one charge or several charges

Army Rule 28(I) & 3

When and How Charge Sheet is prepared.

9. (a) A Charge Sheet is prepared in respect of all offences alleged to have been
committed by an officer, JCOs or WO. It is also prepared in respect of other
persons subject to Army Act when it is intended to try such person by a Court
Martial for offences committed under the Army Act.

(b) There is no Army Form for preparing Charge Sheet. It is prepared on

plain paper. For specimen of Charge Sheet see MML Page 363.

Commencement of Charge Sheet

10. Every charge sheet shall begin with the name and description of the person
charged, and state his number, rank, name and the corps or department (if any) to
which he belongs, When the accused person does not belong to the regular Army, the
charge sheet shall show by the description of him or directly by an express averment,
that he is subject to the Act, in respect of the offence charged.

11. Rank. Rank does not mean Acting or Lance rank or appointment, When Acting
or Lance rank or appointment is held, the description should show the rank with lance
rank or appointment in brackets e.g Sep (L/Nk), Hav (Coy Hav Maj) (See para 131 of
Rags for the Army).

RESTRICTED
 RESTRICTED
82

12. When the accused person does not belong to the Regular Army but is subject to
Army Act, by virtue of AA Sec 4, he should be described as such (See specimen
charge No 7 of MML Rags 383).

Signature on Charge Sheet

13. The charge Sheet shall be signed by the Commanding Officer of the accused
and shall contain the place and date of such signature.
Army Rule 31

14. The date should not be that of the day of the trial because this would suggest
that the accused has not had a copy of the charge sheet at least 96 hours or where the
accused is on active service at least 24 hours before arrangement as required vide
Army Rule 34. In field areas, for the purpose of security, the place my be shown as
`field’. The charge sheet must be signed by the CO and not `for’ him.

Trial of Two Persons-Different Unit

15. Where two persons of a different unit are to be tried jointly, one must be
attached to the unit of the other for trial and the charge sheet shall be signed by the OC
of the unit to which so attached.

Validity of Charge Sheet

16. A charge sheet shall not be invalid merely by reasons of the fact that it contains
any mistake in the name and description of the person charged, provided that he does
not object to the charge sheet during the trial, and that no substantial injustice has
been done to the person charged.

Army Rule 32

OFFENCE REPORT
Definition

17. A report of the offences under the Army Act alleged to be committed by an
NCOs/OR is called an Offence Report.

Objective

RESTRICTED
 RESTRICTED
83
18. The object of the offence report is to hear the case in the presence of the
accused and if so decide to dispose of the case summarily under AA Sec 80.

Preparation of Offence Report

19. Offence Report is prepared on Army Form IAFD 901 a specimen of which
is given at Appendix III to Army Rule 1954 page 72 (MML Page 434). Except for the
difference in layout of the form, offence report is prepared on the same lines as a
charge sheet and all the rules applicable to charges are to be closely followed while
preparing offence report as well.

Questions :-

1. Define charge sheet.

2. When is a charge sheet prepared.

3. How do you prepare a charge sheet.

4. Define Offence Report.

5. What is the objective of preparing an offence report ?

6. How do you prepare an offence report ?

7. What is charge ?

RESTRICTED
 RESTRICTED
84

ML-7

PREPARATION OF CHARGE SHEET

AND OFFENCE REPORT

Charge Sheet

1. Charge Sheet is a document containing the whole issue or issues to be tried by

a Court Martial at one time. A Charge Sheet may contain one charge or several
charges.

Army Rule 28

Parts of Charge Sheet

2. The Charge Sheet consists of five parts namely:-

(a) The particulars of the accused
(b) The statement of the offence
(c) The particulars of the act, omission or neglect
(d) Signature and designation of the Commanding Officer
(e) Date and Place of Signature
Who Prepares

3. The charge sheet is usually prepared by the Commanding Officer or Adjutant

of the accused unit, but in the case of a trial by a General or District Court Martial,
Army Rule 37 makes the convening officer responsible for its correctness. It must be
signed by the officer in actual command of the unit to which the accused belongs: if
the trial is ordered, the order must be added at the foot of the charge sheet and signed
by the convening officer or a Staff Officer.

One Charge Sheet at One Time

4. There may be several charge sheets vide Army Rule 79. However, the Court
can only deal with one charge at a time when there are two or more charge sheets, they
must be consecutively numbered.

RESTRICTED
 RESTRICTED
85
Commencement of Charge sheet

5. Particulars of the Accused. Every charge sheet shall begin with the name and
description of the person charged and state his number, rank, name and the corps or
department (if any) to which he belongs, When the accused person does not belong to
the Regular Army, the charge sheet shall show by the description of him or directly by
an express averment, that he is subject to Act in respect of the offence charged. An
officer, junior commissioned officer or person enrolled in the Regular Army is always
subject to the Army Act. Hence a statement in the charge sheet that the accused
belongs to a Corps of the Regular Army will be sufficient to prove that he is subject to
that Act, but if the accused does not belong to the Regular Army or is a civilian as
may happen on active service, the charge sheets must express clearly that he is subject
to the Army Act showing relevant authority and his corresponding status in relation to
the Regular Army.

6. When a soldier holding an appointment is brought to trial by Court Martial, he

is to be arranged in his Army rank with his appointment designated in bracket ie
Sepoy (Lance Naik)… Regiment. An officer should be described according to the
nature of his commission eg “an Officer holding Permanent Commission in the
Regular Army” or “ holding Short Service Commission”.

7. The Statement of the Offence. The offence shall be stated, if not a civil
case, as nearly as practicable, in the words of the Act, and if a civil offence in such
words as sufficiently describe that offence but not necessary in technical words. If this
is not done it will create an offence not known to the law and the charge will be bad or
different. It will be better to follow the specimen given in the Manual of Military Law.

8. The Particulars Supporting the Statement of the Offence. These are

intended to indicate the details of the offence such as the place, date, time and
circumstances. The particulars shall also state such circumstances respecting the
alleged offence as well enable the accused to know what Act, neglect or omission in
intended to be proved against him as constituting the offence. The particulars in one
charge may be framed wholly or partly by a reference to the particulars in another
charge and in that case so much of the latter particulars shall be deemed to form part
of the first mentioned charge as well as of the other charges.

9. The statement of particulars should state briefly in ordinary language what the
accused is alleged to have done. All the ingredients necessary to constitute the offence

RESTRICTED
 RESTRICTED
86
should be specified. Vague statements must be avoided. Unless the particulars stated
are proved in evidence, the court can not award the punishment.
10. Signature and Designation. The charge sheet must be signed by the
Commanding Officer of the accused and not “for him”. If the accused is attached to
some other unit for trial then the charge sheet will be signed by the Commanding
Officer of that unit.

11. Date and Place of Signature. The date should not be that of the day of trial
because this suggests that the accused has not had a copy of the charge sheet at least
96 hours or where the accused person is on active service at least 24 hours before
arrangement as required by Army Rule 34. In field areas, for purpose of security ,the
place may be simply shown as “field”.

12. The following additional rules may be followed while framing a charge sheet:

(a) Aim at Simplicity. Do not unnecessarily prefer charges which are

complicated or difficult to prove. Frame averment in logical order and simple
language.
(b) Avoid Multiplicity. Do not prefer large number of charges for offences
which arise out of one set of circumstances or one transaction. Select the most
serious charges and do not bother about relatively trivial ones.

(c) Beware of Duplicity. If two or more separate offences appear in

one charge the charge is bad for duplicity. For example, ”using criminal force
to and assaulting his superior officer”, “using criminal force” and to
assaulting”, are separate offences. This apply equally to particulars of charge as
to the statement of the offence.

(d) Do not be Vague. The particulars must clearly and unambiguously

inform the court of the issue which it has to try and the accused of all the
allegations which he has to meet.
(e) Refer the Specimen. This does not mean SLAVISHLY copying the
specimen. Adopt them to the facts of the case. If there is no specimen in the
manual follow the words of the relevant section of the Act and observe the
other rules as mentioned above most carefully.
(f) See the particular supporting the statement. There must be an averment
in respect of each constituent element of the offence : e.g. in the charge of
disobeying lawful command of a superior officer, there must be averment on
the following points :-
(i) Place

RESTRICTED
 RESTRICTED
87
(ii) Date
(iii) Rank, name and unit of the superior officer
(iv) The lawful command
(v) The disobedience
Offence Report
13. A report of offence under AA alleged to be committed by NCOs/OR is called
the offence report. The object of report is to hear the case in the presence of the
accused and if so decided, to dispose of the case summarily under AA Sec 80.
Offence report is prepared on Army Form IAFD-901, a specimen of which is given at
Appendix III to Army Rule 1954 (Page 434 of MML). Except for the difference in
layout of the forms, offence report is prepared on the same lines as a Charge Sheet and
all the rules applicable to charges are to be closely followed while preparing offence
report as well. This can be signed by Company Commander or Adjutant of the unit
before being remanded for the Commanding Officer for trial.
Difference Between Charge Sheet and Offence Report
14. The following are the differences between Charge Sheet and Offence
Report :-

Charge Sheet Offence Report

(a) Charge sheet is a document (a) Offence Report is a report of offence
containing the whole issue or under Army Act alleged to be committed by
issues to be tried by a Court NCOs/OR
Martial at one time. A Charge
Sheet may contain one charge
or several charges.

(b) Prepared on a plain paper, (b) Prepared on IAFD-901. Specimen of

specimen of which is given at which is given at Appendix-III to Army
page 363 of MML. Rule 1954 (Page 434 of MML)
(c) Prepared for all offences (c) Prepared only for NCOs/OR to hear the
alleged to have been committed case in the presence of the accused and to
by officers, JCOs or WOs. dispose of summarily under Army Act Sec
Also prepared for NCOs/OR 80.
when it is intended to try by
Court Martial.
(d) Signed by the Commanding (d) It can be signed by the Company
Officer himself and not `for` Commander and Adjutant before being
him. remanded to the CO for trial.

Questions :-

RESTRICTED
 RESTRICTED
88

1. How many parts is the charge sheet divided into? What are they ?

2. What are the rules to be followed while preparing charge

sheet ?

3. Differentiate between charge sheet and offence report ?

RESTRICTED
 RESTRICTED
89

ML-8

SUMMARY PUNISHMENTS AND DISPOSAL

OF CASES UNEDER AA SEC 80

Reference : AA Sec 79 to 85.

Introduction
1. Punishments awarded for offences committed by person subject to the Army
Act without the intervention of Court Martial and in the manner stated in AA Sec 80,
83,84 & 85 are termed as ’Summary Punishment”,
AA Sec 79
Summary Powers of Commanding Officer
2. Under AA Sec 80, a Commanding Officer may in the prescribed manner,
proceed against a person subject to the Army Act other than an Officer, Junior
Commissioned Officer or Warrant Officer who is charged with an offence under the
Act and award one or more of the following punishments, subject to the limitations
laid down in AA Sec 81.
(a) Imprisonment in military custody upto twenty eight days.
(b) Detention upto twenty eight days.
(c) Confinement to lines upto 28 days..
(d) Extra guards or duties.
(e) Deprivation a position of the nature of an appt or of Corps or working pay
and in the case of Non-Commissioned Offr, also deprivation of acting rank or
reduction to a lower grade of pay.

(f) Severe reprimand or reprimand

(g) Forfeiture of Good Service and Good Conduct pay.
(h) Fine up to fourteen days pay in any one month.
(j) Penal deductions under clause (g) of AA Section 91.
3. An individual is not eligible for pay and allces during the period of
imprisonment whereas pay and allowances are admissible during detention and
confinement to lines.

RESTRICTED
 RESTRICTED
90

Limit of Punishment Under AA Sec 80

4. (a) In the case of an award of two or more of the punishments specified in

clauses (a), (b),(c) and (d) of the said Section, the punishment specified in
clause (c) or clause (d) shall take effect only at the end of the punishment
specified in clause (a) or clause (b).

(b) When two or more of the punishments specified in the clause (a), (b)
and (c) are awarded to a person can jointly or when already undergoing one or
more of the said punishments, the whole extent of the punishments shall not
exceed in the aggregate of forty two days.
(c) The punishment specified in clause (a), (b) and (c) of Section 80 shall
not be awarded to any person who is of the rank of non commissioned officer
or was at the time of committing the offence for which he is punished, of such
rank.

(d) The punishment specified in clause (f) of the said Section shall not be
awarded to any person below the rank of a Non-Commissioned Officer.
AA Sec 81
Prescribed Extent of Punishments Under AA Sec 80

5. Subject to the other provisions of the Act, a Commanding Officer or other

officer as is specified under Section 80, may :-

(a) If not below field rank, award punishment specified in Section 80 to the
full extent.
(b) If below field rank, award imprisonment and detention up to seven
days and other punishments to the full extent. An officer having power not
less than an officer commanding a division may, however, empower such
officer to award imprisonment and detention to the full extent.

(c) Provide that where the punishment awarded consists of reduction to a

lower grade of pay, such reduction shall be to the immediately next lower grade
and shall not be effective for a period exceeding one year.

AR 192

RESTRICTED
 RESTRICTED
91

Punishment in Addition to those specified in AA Sec 80

6. Under the provisions of Army Act 82, the Chief of the Army Staff, with the
consent of the Govt of India, has specified the following other punishments which
may be awarded under section 80 :-
(a) Extra drill for two hours a day up to fifteen days.
(b) Reduction to the lower class of pay for a period upto twenty eight days
Para 443 of RA 1987, paras 19 to
24 of MML vol I, Chapter – III
Punishment by Officers Other than CO

7. Under the provisions of Army Act 80, the chief of the Army Staff with the
consent of the Government of India has specified the following officers as officers
who may exercise the powers of punishment under Army Act Sec 80 : -

(a) The officer in command of a mixed detachment.

(b) Any Naval or Air Force Officer occupies such a position in relation to a
person subject to the Army Act as would were he an Officer of the Regular
Army constitute him the CO of that person.
(c) Ordnance Officer (Adm) of an Ord Depot, not below the rank of Major.
(d) DAA & QMG, CMM Jabalpur.
(e) OC Troops Military College of Telecommunication Engineering in,
Mhow.
(f) AA & QMG,MCEME.
(g) The Second-in-Command TA Units (if CO is part time officer and not
present).
(h) Col Adm of the Army Base Workshop
(j) Squadron, Battery, Company or other equivalent if authorised by
the CO. Cdr, Adjut or Registrar of a MH and Camp Comdt of a Div.
(k) Deputy Directors of NCC Directorate.
(l) Adm Comdt/SSOs.
(m) Col Adm, College of Combat.

RESTRICTED
 RESTRICTED
92
(n) Cdr Wings, Inf School.
Para 443 RA 1987 and AA Sec 120 (2)

Offence Trial by CO

8. There is no offences which a Commanding Officer s compelled by law or by

rules to send for trial by Court Martial and he may dispose of case summarily at his
discretion. However, he shall not dispose summarily offences which he is debarred
under AA Sec 120 (2) from trial by Summary Court Martial without reference to a
superior authority. These are given below :-

(a) AA Sec 34 Offence in relation to the enemy punishable with

death.

(b) AA Sec 37 Mutiny.

(c) AA Sec 69 Civil Offences.

(d) Offences against the Officer holding the Court.

Mode of Summary Punishments

9. Summary punishments are awarded to NCOs/OR on Offence Reports (IAFD-

901) in the Orderly Room. An NCO/OR has no right to elect trial by Court Martial
and must accept the award by the Commanding Officer which is considered complete
when the man has quitted the presence of the Commanding Officer.

10. A Commanding Officer cannot increase a punishment after he has once made the
award but he may at any time before the punishment has been completed mitigate or remit a
minor punishment.
Note 7 to AA Sec 80

Appeal Against Summary Punishment

11. There is no right of appeal against the Summary Punishment awarded by a CO but a
complaint under AA Sec 26 can be submitted to the next superior authority i.e. Brigade
Commander through the Commanding Officer. The decision of the Brigade Commander
shall be final.
AA Sec 26

RESTRICTED
 RESTRICTED
93

Review of Summary Punishment

12. Punishment awarded under Army Act Sec 80,may be reviewed by an officer superior
in command to the Officer who awarded the punishment and if any such punishment appear
to such officer to be illegal, unjust or excessive, such officer may cancel, vary or remit the
punishment and make such direction as may be appropriate in the circumstances of the case.
Provided that where a punishment is wholly illegal or is in excess of the punishment
authorised by law, it may be cancelled or varied by an Officer-in-Charge Records also.
Powers conferred under this para shall normally be exercised within a period of two years
from the date of award of the punishment.
AO 33/2001/DV, AA Sec
80 & para 442 RA

13. To enable the Officer-in-Charge Records to review the Summary punishment,

the original copy of the offence report (IAFD-901) will be forwarded to the Records
Office along with the Pt II Order in which the punishment is notified/published.

Conduct Sheet Entry

14. The following entries will be made in the Conduct sheets of JCOs, NCOs and
OR as red ink entries :-
(a) Forfeiture of seniority of rank (JCOs and WOs only)
(b) Conviction by Court Martial
(c) Conviction by a civil court, except when a fine was the only punishment
and the CO does consider that a red ink entry should be made.
(d) Reduction of an NCO to a lower grade or to the ranks for an offence but
not for inefficiency.
(e) Deprivation of an appointment or of lance or acting rank, for an offence
but not for inefficiency.
(f) Severe reprimand (JCOs, WOs and NCOs only).
(g) Imprisonment
(h) Detention
(j) Confinement to the lines exceeding fourteen days.

RESTRICTED
 RESTRICTED
94
(k) Forfeiture of Good Service or Good Conduct pay.

15. Black ink entries will be made in the conduct sheets of JCOs, WOs and OR in respect
of all punishment not included in the list of red ink entries and convictions by civil court not
meriting in the CO’s opinion a red ink entry.
Para 382 of RA 1987

Manner in which Entries are to be Recorded

16. Entries will be made in the conduct sheet as follows :

(a) The statement of offence as set out in the Army Rules will be entered.
Where the statement does not disclose the full nature of offence such as
charges under AA Secs 42 (e) and 63, the purpose of the particulars will be
added, thus ; “Neglecting to obey garrison orders - bathing in the river at a
prohibited hour”

OR

“An act prejudicial to good order and military discipline negligent

performance of duties”

(b) When the record of a court martial or a summary award is ordered to be

removed, the entry will be erased and the authority quoted.

(c) No entry will be made of any charge of which the accused has been found not
guilty.
Para 388 of Regs for the Army 1987

Questions :-

1. What are the summary powers of CO? Quote auth.

2. What are the limitations of punishment? Quote auth.

3. What are the extent of summary punishments? Quote auth.

4. What are the addl punishments those can be awarded under AA Sec 80?.
Quote auth.

5. List out entries to be made in conduct sheet by red ink?

RESTRICTED
 RESTRICTED
95

ML-9

SUMMARY PUNISHMENTS AND DISPOSAL OF CASES

UNDER ARMY ACT SECTIONS 83, 84 AND 85

Introduction
1. Punishments may also be inflicted in respect of offences committed by offrs below the rank of Lt Col, JCOs and WOs without the intervention of Court Martial in the
manner prescribed in AA Secs 83, 84 and 85.

AA Sec 79 & RA Para 44

Punishment of Officers, JCOs and WOs by Brigade Commanders and Others

2. An officer having power not less than a Brigade or an equivalent commander or
such other officer as is, with the consent of the Central Government, specified by the
Chief of the Army Staff may in the prescribed manner, proceed against an officer
below the rank of a field offr, a JCO or a WO, who is charged with an offence under
the Army Act, and award one or more of the following punishments, that is to say :-
(a) Severe reprimand or reprimand.
(b) Stoppage of pay and allowances until any proved loss or damage
occasioned by the offence of which he is convicted is made good.
AA Sec 83
Punishment of Officers, JCOs and WOs by Area Commanders and others.

3. An officer having power not less than an Area or equivalent commander or an

officer empowered to convene a General Court Martial or such other officer as is, with
the consent of the Central Government, specified by the Chief of the Army Staff may,
in the prescribed manner, proceed against an officer below the rank of Lt Col, a JCO
or a WO, who is charged with an offence under the Army Act and award one or more
of the following punishments, that is to say :-
(a) Forfeiture of seniority, or in the case of any of them whose promotion
depends upon length of service, forfeiture of service for the purpose of

RESTRICTED
 RESTRICTED
96
promotion for a period not exceeding twelve months, but subject to the right of
the accused previous to the award to elect to be tried by a court martial.
(b) Severe reprimand or reprimand.
(c) Stoppage of pay and allowances until any proved loss or damage
occasioned by the offence of which he is convicted is made good.
AA Sec 84

Punishment of JCOs by Commanding Officer

4. A Commanding Officer or such other officer as is, with the consent of the Central
Government, specified by the Chief of the Army Staff may, in the prescribed manner,
proceed against a JCO, who is charged with an offence under the Army Act and award
one or more of the following punishments, that is to say :-
(a) Severe reprimand or reprimand.
(b) Stoppage of pay and allowances until any proved loss or damage
occasioned by the offence of which he is convicted is made good.

5. Punishment shall not be awarded, if the Commanding Officer or such

other officer is below the rank of Colonel.
AA Sec 85
Procedure to Summary Trials of Officers, JCOs and WOs

6. The procedure for summary disposal of charges in respect of officers, JCOs and
WOs under AA Sec 83, 84 and 85 is given in Appendix ‘Q’ to Regulations for the
Army 1987 as referred to in Para 444 of Regulations for the Army. The forms to be
used for the purpose are given in the said Appendix ‘Q’ as well as in Appendix IV to
Army Rule 1954. Two forms are prescribed for this purpose, ie, Form 1 and 2. Form
1 is to be used when the authority dealing summarily with the case decides (with the
written consent of the accused) to dispense with the attendance of witnesses and Form
2 is to be used in other cases.

7. Charge sheet summary or abstract of evidence and conduct sheet (IAFF-3013)

should also be forwarded along with each case submitted to higher authorities for
review of summary disposal.

Transmission of proceedings

8. In every case in which punishment has been awarded under any of the sections
83, 84 and 85, certified true copies of the proceedings shall be forwarded, in the

RESTRICTED
 RESTRICTED
97
prescribed manner, by the officer awarding the punishment, to a superior military
authority as defined in Section 86.

AA Sec 86 to 88

Review of Proceedings

9. If any punishment awarded under any of the Sections 83,84 and 85 appears to a
superior military authority as defined in Section 88 to be illegal, unjust or excessive,
such authority may cancel, vary or remit the punishment and make such other
direction may be appropriate in the circumstances of the case.
AA Sec 87 & 88

Superior Military Authority

10. For the purpose of Sections 86 and 87, a ``Superior Military Authority’’ means
:-
(a) In the case of punishments awarded by a Commanding Officer, any
officer superior in command to such Commanding Officer.
(b) In the case of punishments awarded by any other authority, the Central
Government, the Chief of the Army Staff, or the officer specified by the Chief
of the Army Staff.
AA Sec 88
11. Under AA Sec 88 (b), the COAS has specified the GOC-in-C of a Command as
the superior military authority for the purpose of review of punishments awarded to
Offrs, JCOs and WO under AA Sacs 83 and 84. Powers conferred under AA Sec 87
or under Para 442.of RA 1987 shall normally be exercised within a period of two
years from the date of award of the punishment.
Para 442 of Regs for
the Army 1987

Entries in Conduct Sheet

12. Entries will be made in the conduct sheets (IAFF-3013) of officers in respect of
all convictions by court martial, criminal court or summary punishments awarded
under AA Secs 83 or 84.

RESTRICTED
 RESTRICTED
98
13. In the case of JCOs and WOs, entries will be made in conduct sheets
(IAFF-3013) in the manner laid down in para 387 (b) and (c) and 338 of Regulations
for the Army 1987. The form of summary trial along with the relevant documents will
also be attached to the conduct sheet.

Publication of Part II Orders

14. Punishments awarded to JCOs/WOs which have no financial implications need

not be notified in Part II Orders.
Questions :-

1. What do you mean by “Superior Military Authority” ?

2. What are the punishments which can be awarded to Officers, JCOs and WOs by
various authorities ?

RESTRICTED
 RESTRICTED
99

ML – 10
PROCEDURE OF PENAL DECUCTIONS
Ref :- (a) AA Sec 90 for Offrs and 91 to 100, AA Sec 25
(b) Army Rule 193, 195-196 and 205
(c) Army Order 7/2003/DV and 23/94 and AO 25/83.

Introduction

1. One of the service privileges of a person subject to the Army Act stipulated in
AA Sec 25 is that the pay of every person subject to the Army Act as due to him under
any regulation for the time being in force shall be paid to him without any deduction
other than those authorised by law. Chapter VIII of the Army Act deals with the
various penal deductions that may be from pay and allowances of persons subject to
Army Act.

Deduction from Pay and Allowances of Officers (AA Sec 90), Para 25 of MML
Vol-I, Chapter III and AO 25/83.

2. The following penal deductions may be made from the pay and allces of an
officer, that is to say :-
(a) All pay and allces due to an officer for every day he absents himself
without leave, unless a satisfactory explanation has been given to his CO and
has been approved by the Central Govt.
(b) All pay and allowances for every day while he is in custody or under
suspension from duty on a charge for an offence for which he is afterwards
convicted by the Criminal Court or a Court Martial or by an officer exercising
authority under Section 83 or 84.
(c) Any sum required to make good the pay of any person subject to the act
which he has unlawfully retained or unlawfully refused to pay.
(d) Any sum required to make good such compensation for any expenses,
loss, damage or destruction occasioned by the commission of an offence as
may be determined by the Court Martial by whom he is convicted of such
offence, or by an officer exercising authority under Section 83 or 84.

RESTRICTED
 RESTRICTED
100
(e) All pay and allowances ordered by a Court Martial or an officer
exercising authority under Sec 85 to be forfeited or stopped.
(f) Any sum required to pay a fine awarded by a Criminal Court or a Court
Martial exercising jurisdiction under Section 69.
(g) Any sum required to make good any loss, damage, or destruction of
public or regimental property which, after due investigation, appears to the
Central Government to have been occasioned by the wrongful act or negligence
on the part of the officer.

(h) All pay and allces forfeited by order of the Central Govt if the officer is
found by a Court of Inquiry constituted by the Chief of the Army Staff in this
behalf, to have deserted to the enemy, or while in enemy hands, to have served
with, or under the orders of, the enemy, or in any manner to have aided the
enemy, or to have allowed himself to be taken prisoner by the enemy through
want of due precaution or through disobedience of orders or willful neglect of
duty, or having been taken prisoner by the enemy, to have failed to rejoin his
service when it was possible to do so.

(j) Any sum required by order of the Central Government or any

prescribed officer to be paid for the maintenance of his wife or his legitimate or
illegitimate child or towards the cost of any relief given by the said
Government to the said wife or child.

Deductions from Pay and Allces of Persons other than Officers (AA Sec 91)

3. Subject to the provisions of Section 94, the following penal deductions may be
made from the pay and allowances of a person subject to this Act other than an officer,
that is to say :-

(a) All pay and allces for every day of absence either on desertion or
without leave, or as a prisoner of war, and for every day of imprisonment for
life or imprisonment awarded by a Criminal Court, or a Court Martial or an
officer exercising authority under Section 80.

(b) All pay and allowances for every day while he is in custody on a charge
for an offence for which he is afterwards convicted by a Criminal Court or a
Court Martial, or on a charge of absence without leave for which he is
afterwards awarded imprisonment by an officer exercising authority under
Section 80.

RESTRICTED
 RESTRICTED
101
(c) All pay and allowances for every day on which he is in hospital on account
of sickness certified by the medical officer attending on him to have been
caused by an offence under this Act committed by him.

(d) For every day on which he is in hospital on account of sickness certified

by the medical officer attending on him to have been caused by his own
misconduct or imprudence, such sum as may be specified by order of the
Central Government or such officers as may be specified by that Government.

(e) All pay and allowances ordered by a Court Martial or by an officer

exercising authority under any of the Sections 80,83,84 and 85, to be forfeited
or stopped.

(f) All pay and allowances for every day between his being recovered from
the enemy and his dismissal from the service in consequence of, his conduct
when being taken prisoner by, or while in the hands of the enemy.

(g) Any sum required to make good such compensation for any expense,
loss, damages, or destruction caused by him to the Central Govt or to any
building or property as may be awarded by his Commanding Officer..

(h) Any sum required by order of the Central Government, or any

prescribed officer to be paid for the maintenance of his wife or his legitimate or
illegitimate child or towards the cost of any relief given by the said
Government to the said wife or child.

4. These provisions are also incorporated in Rule 51 of Pay and Allowances

Regulations for JCOs/OR 1979.
5. Under Army Rule 193, the prescribed officer for the purpose of ordering
deductions under AA Sec 91(j) shall be the Chief of the Army Staff which powers are
exercised through the Adjutant General’s Branch, Integrated Headquarters , Ministry
of Defence (Army).
Computation of Time of Absence or Custody
6. Calculation of period of absence or custody shall be made in accordance with
the following rules :-

(a) No person shall be treated as absent or in custody for a day unless the
absence or custody has lasted, whether wholly in one day, or partly in one day
and partly in another, for six consecutive hours or upwards.

RESTRICTED
 RESTRICTED
102

(b) Any absence or custody for less than a day may be reckoned as absence
or custody for a day if such absence or custody prevented the absentee from
fulfilling any military duty which was thereby thrown upon some other person.
(c) Absence or custody for twelve consecutive hours or upwards may be
reckoned as absence or custody for the whole of each day during any portion
of which the person was absent or in custody.
(d) A period of absence or imprisonment, which commences before, and
ends after, midnight may be reckoned as a day.
7. For instance, if a person absents himself from 0800 hours on the 2 nd
October and returned at 1345 hours on 2 rd October , he would forfeit no pay as his
absence did not amount to six hours or upwards, but if he was bound to go on guard or
perform some other military duty and in consequence of his absence some other
person had to go on guard or perform that duty then he would forfeit one day’s pay.
8. Again, if a person absents himself at 10 PM, on the 2 nd October and remains
absent until 4 AM on the 3rd October, he would forfeit one day’s pay, and if he
remained absent until 2 AM, on the 10 October he would forfeit nine day’s pay for in
the later case he would be absent for over twelve consecutive hours and the period of
absence on the 2nd and 10th October would each reckon as absence for one whole day.

AA Sec 92

Pay and Allowances During Trial

9. In the case of any person subject to this Act who is in custody or under
suspension from duty on a charge for an offence, the prescribed officer may direct
that the whole or any part of the pay and allowances of such person shall be withheld,
pending the result of his trial on the charge against him, in order to give effect to the
provisions of clause (b) of Sections 90 and 91.

AA Sec 93

10. The prescribed officer for the purpose of Section 93 shall be, in the case of an
officer, the Chief of the Army Staff and in the case of a person other than an officer,
the officer empowered to convene a Court Martial for his trial. See AR 194.

Note 2 of AA Sec 93

Limit of Certain Deductions

RESTRICTED
 RESTRICTED
103
11. The total deductions from the pay and allowances of a person made under
clauses (e), (g) to (j) of Section 91 shall not, except where he is sentenced to dismissal,
exceed in any one month half on his pay and allowances for that month.

AA Sec 94
Deduction from Public Money due to a Person

12. Any sum authorised by this Act to be deducted from the pay and allowances of
any person may, without prejudice to any other mode of recovering the same, be
deducted from any public money due to him other than a pension.
AA Sec 95

Pay and Allowances of Prisoner of War during Inquiry into his Conduct

13. Where the conduct of any person subject to this Act when being taken prisoner
by, or while in the hands of the enemy, is to be inquired into under this Act or any
other law, the Chief of the Army Staff or any officer authorised by him may order
that the whole or any part of the pay and allowances of such person shall be withheld
pending the result of such inquiry.

AA Sec 96
Provision for Dependents of Prisoner of War from Remitted Deductions

14. In the case of all persons subject to this Act, being prisoners of war, whose pay
and allowances have been forfeited under clause (h) of Section 90 or clause (a) of
Section 91, but in respect of whom a remission has been made under Section 97, it
shall be lawful for proper provision to be made by the prescribed authorities out of
such pay and allowances for any dependents of such persons, and any such remission
shall in that case be deemed to apply only to the balance thereafter remaining of such
pay and allowances.

AA Sec 98

Provision for Dependents of Prisoner of War from his Pay and Allowances

15. It shall be lawful for proper provision to be made by the prescribed authorities
for any dependents of any person subject to this Act who is a prisoner of war or is
missing, out of his pay and allowances.

AA Sec 99

Period during which a person is deemed to a prisoner of War.

RESTRICTED
 RESTRICTED
104

16. For the purposes of Sections 98 and 99, a person shall be deemed to continue to
be a prisoner of war until the conclusion of any inquiry into his conducted, such as is
referred to in Section 96 and if he is cashiered or dismissed from the service in
consequence of such conduct, until the date of such cashiering or dismissal.

AA Sec 100

Prescribed authorities under sections 98 and 99

17. Prescribed authorities for the purposes of Sections 98 and 99 shall be :-

(a) In the case of officers of the AMC, Director General Armed Forces
Medical Services.

(b) In the case of all other officers, the Director Gen of Personal Services.

(c) In all other cases, the officer not below the rank of Lt Col commanding
a Training Battalion Training Centre, Depot or Record Office. who maintains
the accounts of the individual, or any superior authority.

Army Rule 196

Remission of Deductions

18. Any deduction from pay and allowances authorised by this Act may be remitted
in such manner and to such extent, and by such authority, as may from time to time
be prescribed.

AA Sec 97
Prescribed authorities under

19. Any penal deduction from the pay and allowances of a person subject to the
Act, made under Chapter VIII thereof, may be remitted as hereinafter provided, that is
to say :-

(a) A penal deduction from the pay and allowances of any such
person may be emitted by the Central Government.

RESTRICTED
 RESTRICTED
105

(b) The Commanding Officer of any such person, other than an officer,
who has been absent without leave for a period not exceeding five days may,
unless the person is convicted by a Court Martial on a charge for such absence,
remit the forfeiture of pay and allowances to which that absence renders him
liable.

(c) A forfeiture of pa y and allowances incurred by any such person owing

to his absence as a prisoner of war may, (unless it shall have been proved
before a Court of Inquiry that he was taken prisoner through his own willful
neglect of duty, or that he served with or under, or aided, the enemy or that he
did not, as soon as possible, return to the service) be remitted by the Chief of
the Army Staff, by the officer commanding an army, army corps, division or
independent brigade, or by the Officer Commanding the forces in the field.
Army Rule 195

Questions :-

1. Which chapter of Army Act deals with penal deductions ?

2. What are the penal deductions which can be made in respect of an officer under
AA Sec 90?

3. What are the penal deductions which can be made in respect of persons other
than officers under AA Sec 91 ?

4. What are the prescribed authorities for the purposes of AA Sec 98 and 99 ?

RESTRICTED
 RESTRICTED
106

ML-11

COURT OF INQUIRY AND COURT OF INQUEST

Introduction

1. A court of inquiry is an assembly of officers or of officers and JCOs or WOs or

NCOs directed to collect evidence, and if so required, to report with regard to any
matter which may and if so be referred to them. A court of inquiry differs from a
Board of Officers in so far that the object for which it is assembled may involve some
point of discipline whereas the later does not cover any aspect of discipline.

Army Rule 177 (1)

Composition and Convening Authority

2. The court may consist of any number of officers of any rank, or of one or more
officers together with one or more Junior Commissioned Officers or WOs or Non
Commission Officers. The members of court may belong to any branch or
Department of the service, according to the nature of the investigation..
Army Rule 177(2)
3. Normally a Court of Inquiry should consist of three members of whom not less
than one shall be an officer/JCO.
Note 3 under Army Rule 177
4. A Court of Inquiry may be assembled by the officer in command of any body
of troops, whether belonging to one or more corps.
Army Rule 177(3)

5. A JCO can also be detailed as Presiding Offr of a C of I.

Court of Inquiry in connection with Financial Irregularities
6. An officer of the Defence Accounts Department may be appointed to assist at
any military court of inquiry assembled in connection with financial irregularities so
that he may properly guide the investigations of the court. He may, however, not sit
as a member of such a court
7. In the event of the officer of the Defence Account Department finding himself
unable to agree with the conclusions of the court, it will be open to him to record a
note of dissent.
Para 519 Regs for the Army
1987

RESTRICTED
 RESTRICTED
107

Members of Court not to be Sworn or Affirmed

8. The members of the court shall not be sworn or affirmed, but when the court is
a court of inquiry on recovered prisoners of war, the members shall make the
following declaration : -
“ I do declare upon my honour that I will duly and impartially inquire into and
give my opinion as to the circumstances in which ………………….became a
prisoner of war, according to true spirit and meaning of the regulation of the
regular Army, and I do further declare, upon my honour that I will not on any
account , or at any time disclose or discover my own vote or opinion or that of
any particular member of the court, unless required to do so by competent
authority”.
Army Rule 178

Procedure
9. The court shall be guided by the written instructions of the authority who
assembled the court. The instructions shall be full and specific and shall state the
general character of the information required. They shall also state whether a report is
required or not.
Army Rule 179 (1)

10. The Officer who assembled the court shall, when the court is held on a returned
prisoner of war or on a prisoner of war who is still absent direct the court to record its
opinion whether the pers concerned was taken prisoner through his own willful
neglect of duty, or whether he served with or under or aided the enemy, he shall also
direct the court to record its opinion in the case of a returned prisoner of war, whether
he returned as soon as possible to the service and in the case of a prisoner of war still
absent whether he failed to return to the service when it was possible for him to do so.
The officer who assembled the court shall also record his own opinion of these points.
Army Rule 179 (2)
11. Previous notice shall be given of the time and place of the meeting of a court
of inquiry, and of all adjournments of the court, to all persons concerned in the inquiry
except a prisoner of war who is still absent.
Army Rule 179 (3)
12. The court may put such questions to a witness as it things desirable for testing
the truth or accuracy of any evidence he has given and otherwise for eliciting the truth.
Army Rule 179 (4)

RESTRICTED
 RESTRICTED
108

13. The court may be reassembled as often as the officer who assembled the court
may direct, for the purpose of examining additional witnesses, or further examining
any witness, or recording further information.
Army Rule 179 (5)

14. The whole of the proceedings of a court of inquiry shall be forwarded by the
Presiding Officer to the officer who assembled the court. The proceedings shall be
prepared in IAFD-931.
AR 179 (6)
Progressing of Court of Inquiry

15. The following time schedule laid down by Ministry of Defence for progressing
of Court of Inquiry concerning loss of public fund/stores, should also be accepted as a
guide for processing of other C of I :-

(a) Convening of Court of Inquiry - within 15 days of detection of

loss.
(b) Completion of Court of Inquiry - 90 days.

(c) Processing of opinion of court of - to be forwarded to service

inquiry at level of lower fmn/comd HQ within 45 days.

(d) Consideration /decision of cases - 30 days.

at Service HQ

Note : (i) Progress at (b) may be delayed by 30 days with permission of the
Army Commander.

(ii) Process at ( c) may be delayed by 15 days with permission of

COAS.

(iii) Process at (d) may be delayed by 15 days with permission of

Central Govt.

Procedure When Character of a Person Subject to the Act is Involved

16. Save in the case of prisoner of war who is still absent, whenever any inquiry
affects the character and military reputation of a person subject to the Act, full
opportunity must be afforded to such person of being present through- out the inquiry
and of making any statement, and giving any evidence he may wish to make or give,

RESTRICTED
 RESTRICTED
109
and cross examining any witness whose evidence, in his opinion, affects his character
or military reputation and producing any witnesses in defence of his character or
military reputation The presiding Officer of the Court shall take such steps as may be
necessary to ensure that any such persons affected not previously notified receives
notice and fully understands his rights, under this rule.
Army Rule 180

17. When the character or military reputation of an officer is likely to be material

issue, the Presiding Officer of the Court of Inquiry wherever possible, will be senior in
rank and other members at least equivalent in rank to that officer.
Para 518 Regulation for the Army 1987

Evidence when to be taken on Oath or Affirmation

18. Evidence shall be recorded on oath or affirmation when a court of inquiry

assembled. :-
(a) On a prisoner of war, or

(b) To inquire into illegal absence under AA Sec 106,or

(c) In any other case when so directed by officer assembling the court .

Explanation : The Court shall administer the oath and affirmation to witnesses
if the court were a court martial.

Army Rule 181

Proceedings of Court of Inquiry not admissible in Evidence

19. The proceedings of a court of inquiry, or any confession, statement or answer

to a question made or given at a court of inquiry, shall not be admissible in evidence
against a person subject to the Act, nor shall any evidence respective proceeding of the
court be given against any such person except upon the trial of such person for
willfully giving false evidence before the court.
Army Rule 182

20. A person subject to Army Act can be charged under Army Act Sec 60 for
giving false evidence only if he had given such evidence on oath or affirmation.
However, where a person has given false evidence not on oath in a court of inquiry or
in summary of evidence, he shall be changed under Army Act Section 63.

RESTRICTED
 RESTRICTED
110
Court of Inquiry as to illegal Absence under AA Sec 106.

21. Under Army Act Sec 106, a court of inquiry is required to be assemble when a
person subject to Army Act has been absent without due authority for a period of 30
days. For the purpose of calculating the period of 30 days, the date of absence and the
date of assembly of the court are to be excluded.

22. A court of inquiry under AA Sec 106 shall, when assembled, require the
attendance of such witnesses as it thinks sufficient to prove the absence and other facts
specified as matters of inquiry in that section.
Army Rule 183 (1)
23. It shall take down the evidence given it in writing and at the end of proceeding
shall make a declaration of the conclusions at which it has arrived in respect of the
fact it is assembled to inquire into.
Army Rule 183(2)

24. The Commanding Officer of the absent person shall enter in the court martial
book of the corps or department record of declaration of the court, and the original
proceedings will be destroyed. The record of such declaration is to be made on IAFD-
918. Army Rule 183(3)

25 The court of inquiry shall examine all witnesses who may be desirous of
coming forward on behalf of the absentee, and shall put such question to them as may
be desirable for the testing truth or accuracy of any evidence they have given and
otherwise eliciting the truth, and the court in making its declaration shall give due
weight to the evidence of all such witnesses.
Army Rule 183(4)

26. An oath and affirmation shall be administered to the witness in the manner
specified in Rule 181.
Army Rule 183(5) & AO 172

Civilian Witness

27. A civilian witness cannot be compelled to attend to Court of Inquiry although

he may be requested to do so. If his evidence is material a written statement obtained
through a responsible officer should normally be sufficient to meet the requirement of
the inquiry.
AA Sec 135, Note 2 to Army Rule 177 & AO 53/75

Injury to a civilian

RESTRICTED
 RESTRICTED
111

28. When a soldier seriously injuries a civilian, the OC unit will report the matter
immediately to the OC Station and the District Magistrate, and commence a thorough
investigation in order to ascertain the facts while the incident is fresh. If the civ
authorities investigate the case the OC unit will give them every assistance. The
medical officer who first attends an injured person will report forthwith to the civil
and military authorities concerned the nature and extent of the injuries and his opinion
as to the probable results.
Para 521 Regs for the Army 1987

Occasion When Court of Inquiry is Obligatory

29. A court of inquiry will be held on the following occasions:-

(a) Loss of Top Secret, Secret or Confidential documents.

(Regulations for the Army 1987 para 525 and Classification and Handling of
Classified Documents, Pamphlet 2001 be referred).

(b) Theft or losses/Recoveries of arms and ammunition.

AO 823/50 as amended by AO 510/51, AA Sec 89, AR 185

(c) Absence without leave exceeding 30 days or desertion.

AA Sec 106 and AR 183

(d) On prisoner of war.
RA para 524, AR 181 and AA Sec 90 & 91

(e) Injuries to persons subject to Army Act in the circumstances specified in

RA 520 and AO 10/64.

(f) Suicide (attempted or suspected).

(g) When an animal is lost, strayed or dies from or is destroyed on account

of incurable injury in circumstances not arising out of operational conditions.

RA Para 957
(h) Outbreak of fire.

RA para 1195, AO 565/52 as amended by CS 59/53

RESTRICTED
 RESTRICTED
112
(j) Collective insubordinations, suicide, attempted or suspected suicide,
attempts to murder, assaults or affray, between persons subject to AA or other
Acts of civil whether on duty or leave.
SAO 06/S/2000 & SAO 4/S/54 as amended
(k) Suspected loss or damage by officers or soldiers on duty where claim
may be anticipated.
SAO 06/S/2000 & AO 252/54

(l) Explosion, ignition or accident of an explosive nature.

RA Para 602 & AO 17/S/61 paras 36 to 46

(m) Murder & rape only under offences subject to Army, AF & Navy Act on
in any circumstances mentioned in AA Sec 70 (a), (b), (c), & (d).

30. A court of inquiry may be held in the following cases :

(a) Suspected loss or damage by military personnel to civil property or

person.

SAO 06/S/2000

(b) Fraud and losses of money.

AO 579/57

(c) Losses occurring in store holding establishments.

AO 115/59
31. The occasions mentioned above are not exhaustive. A court of inquiry should
be held for any case where considered desirable or where it is enjoined by existing
orders. Where the facts and circumstances of incidents are sufficient to indicate
clearly that a person is concerned in the commission of an offence ; a summary of
evidence should be recorded without having recourse to court of inquiry.

Right to Certain Persons to Copies of Proceedings.

RESTRICTED
 RESTRICTED
113
32. The following pers shall be entitled to a copy of the proceedings of a court of
inquiry including any report made by the court on payment for the same of a sum not
exceeding eight paise for every two hundred words :

(a) Any pers subject to Army Act who is tried by a court martial in respect
of any matter or things which has been reported on by a court of inquiry.
or
(b) Any pers subject to the Act whose character or military reputation
is , in the
opinion of the Chief of Army Staff affected by anything in the
evidence ,before, or in the report of a court of inquiry, unless the Chief of Army
Staff sees reason to order other-wise.
Army Rule 184

Court of Inquest

33. In accordance with the provision of Section 174, Criminal Procedure Code, the
responsibility for holding a inquest in case of unnatural deaths due to suicide violence,
accident or under suspicious circumstances, devolves on the local civil authorities.
Information regarding such cases of deaths of persons subject to the Army Act or of
any such deaths within unit lines will, therefore, be given immediately on occurrence
in writing and conveyed by hand of an offr to the senior local civil police officer.

34. If the civil police authorities do not intend sending the dead body for a post
mortem examination and decide not to hold an inquest the military officer conveying
the information of death will obtain a declaration in writing to that effect. A military
court of inquest consisting of three officers of whom one must be a medical officer
will then be convened under the orders of the station commander. In case of death of
service personal occurring at a place out side India not including the State of Jammu
and Kashmir, unless the local requires otherwise, it is not necessary to inform the local
civil police authorities and the inquest may be held by Officer Commanding the unit
to which the deceases belonged. Where the civil authorities are not easily accessible
i.e. in operational areas and it is not practicable to comply with the provisions of
Section 174, CrPC, a general approval for conducting Courts of Inquest may be
obtained in advance. The cremation/funeral will take place only after concurrence of
the Presiding Officer and the medical member of the court has been obtained.

35 Military court of inquest will follow the procedure laid down in Army Rule
179.
36 The convening officer will, as soon as practicable forward a copy of court’s
proceedings to the magistrate of the area concerned having authority to hold an

RESTRICTED
 RESTRICTED
114
inquest. A copy will also be forward to AG`s Branch (PIS), Integrated Headquarters ,
Ministry of Defence (Army) through normal staff channels. (AR 179 and AO 484/68)
37. A court of inquiry will, invariably be convened in cases referred to in Para 33
above unless the injuries as a result of participation in games, sports or physical
recreations vide RA Para 520(f),convening of court of inquiry in such cases will not
be dispensed with on the ground that a court of inquest has been held and that the
terms or reference were comprehensive enough to cover the C of I aspects. A copy of
the report of the court of inquest will be attached to the C of I proceedings.
Summoning of Witnesses (AA Sec 135)
38. (a) The convening officer, the presiding officer of a court of inquiry or The
Commanding Officer of the accused person may, by summons under his hand,
require the attendances at a time and place to be mentioned in the summons of
any person either to give evidence or to produce any document or other thing.
(b) In the case of a witness amendable to military authority, the summons
shall be sent to his Commanding Officer, and such officer shall serve it upon
him accordingly.
(c) In the case of any other witness, the summon shall be sent to the
Magistrate within whose jurisdiction he may be or reside, and such magistrate
shall give effect to the summons as if the witness were required in the court of
such Magistrate.
(d) When a witness is required to produce any particular document or other
thing in his possession or power, the summons shall describe it with reasonable
precision.
Questions :-

1. What do you understand by C of I ?

2. What is the composition and convening auth of a C of I ?
3. When evidence is to be taken under oath or affirmation ?
4. List out the incidents when C of I is must ?
5. When Court of Inquest is held ? Quote Auth ?
6. What is the procedure for summoning of witnesses for a C of I ?

RESTRICTED
 RESTRICTED
115

ML-12

INVESTIGATION OF CHARGES AND RECORDING

OF SUMMARY OF EVIDENCE

Reference : AR-22 & AO 24/94, AO 6/2009

Introduction – Hearing of Charge

1. Every Charge against a person subject to the Act other than officer, shall be
heard in the presence of the accused. The accused shall have full liberty to cross
examine any witness against him, and to call any witness and make any statement in
his defence. For detailed procedure a reference be made to AO 24/94, AO 6/2009 in
which a form is required to be filled by the Commanding Officer .
AR 22 (1) & AO 24/94, 6/2009
Power of Commanding Officer

2. The Commanding Officer shall dismiss a charge brought before him if, in his
opinion, the evidence does not show that an offence under the Act has been
committed, and may do so if, in his discretion, he is satisfied that the charge ought not
to be proceeded with.
Army Rule 22 (2)

3. At the conclusion of the hearing of the charge, if the Commanding Officer is of

the opinion that the charge ought to be proceeded with, he shall without unnecessary
delay:-

(a) Dispose of the case summarily under Section 80 in accordance with the
manner and form given in Appendix III to Army Rule 1954; or

(b) Refer the case to the proper superior military authority; or

(c) Adjourn the case for the purpose of having the evidence reduced to
writing; or

(d) If the accused is below the rank of Warrant Officer, order his trial by a
summary court-martial.
Army Rule 22 (3)

RESTRICTED
 RESTRICTED
116

4. However, a Commanding Officer shall not either deal summarily or try by

Summary Court Martial any of the following offences without reference to an officer
having power to convene a District Court Martial or on active service, a Summary
General Court Martial unless he considers that there is grave reason for immediate
action and such reference can not be made without detriment to discipline : -

(a) AA Sec – 34 - Offences in relation to the enemy punishable with

death

(b) AA Sec – 37 - Mutiny.

(c) AA Sec - 69 - Civil Offences.

(d) Any offence against the officer holding the court ie Commanding
Officer.

AR 22 (3) and AA Sec 120 (2)

Uses of Summary of Evidence

5. Summary of Evidence may be used for the following purposes:-

(a) To assist the Commanding Officer and convening officer to determine

whether the case shall be tried summarily or by a Court Martial and if so, on
what charge and by what type of Court Martial.
(b) To enable the accused, if he is to be brought to evidence, to know what
is alleged against him and to prepare his defence.
(c) To enable the prosecutor to assess the nature of evidence to be produced
in the Court.
(d) To acquaint the Court the nature of the case and to check any
inconsistency between the evidence given at the summary of evidence and at
the trial.
Procedure for Taking Down Summary of Evidence

6. Where the case is adjourned for the purpose of having the evidence reduced to
writing , at the adjourned hearing the evidence of the witnesses who were present and
given evidence before the Commanding Officer, whether against or for the accused
and of any other person whose evidence appears to be relevant, shall be taken down
in writing in the presence and hearing of the accused before the Commanding Officer
or such officer as he directs.
Army Rule 23 (1)

RESTRICTED
 RESTRICTED
117

7. The accused may put in cross- examination such questions as he thinks fit to
any witness, and the questions together with the answers thereto shall be added to the
evidence recorded.
Army Rule 23 (2)

8. The evidence of each witness after it has been recorded as provided in the rule
when taken down, shall be read over to him and shall be signed by him, or if he cannot
write his name, shall be attested by his mark and witnessed as a token of the
correctness of the evidence recorded. After all the evidence against the accused has
been recorded, the accused will be asked ; “ Do you wish to make any statement ?
You are not obliged to say anything unless you wish to do so, but whatever you say
will be taken down in writing and may be given in evidence”. Any statement
thereupon made by the accused shall be taken down and read over to him, but he will
not be cross examined upon it; The accused may then call his witnesses including, if
he so desires, any witness as to character.
Army Rule 23 (3)
9. In accordance with AO 24/94, AO 6/2009 an independent witness is required
to be present when the accused is cautioned in terms of Army Rule 23 (3).

10. The evidence of the witnesses and the statement (if any) of the accused shall be
recorded in the English language. If the witness or accused, as the case may be, does
not understand the English language, the evidence or statement as recorded, shall be
interpreted to him in a language which he understands.

11. If a person cannot be compelled to attend as a witness or if owing to the

exigencies of service or any other grounds including the expense and loss of time
involved, the attendance of any witness cannot in the opinion of officer taking the
summary (to be certified by him in writing), be readily procured, a written statement
of his evidence purporting to be signed by him may be read to the accused and
included in the summary of evidence.

Army Rule 23 (5)

12. Any witness who is not subject to military law may be summoned to attend
by order
under the hand of the commanding officer of the accused. The summons shall be in
the form provided in the Part III of Appendix III to Army Rules 1954.
Army Rule 23 (6)

RESTRICTED
 RESTRICTED
118
13. All summons under Army Rule 23 (6) to civilian witnesses shall be
delivered through the Magistrate within whose jurisdiction the witness is residing or
is present and such Magistrate shall give effect to the summons as if the witness were
required in the court of such Magistrate.

Para 455 Regs for the Army 1987 and AA Sec 135 (3)
Remand of the Accused

14. The evidence and statement (if any) taken down in writing in pursuance of
Rule 23 (here-in-after referred to as the “Summary of Evidence”) shall be considered
by the Commanding Officer who thereupon shall either :-

(a) Remand the accused for trial by a Court Martial; or

(b) Refer the case to proper superior military authority; or

(c) If he thinks it desirable, re-hear the case and either dismiss the charge or
dispose of it summarily.
Army Rule 24 (1)

15. If the accused is remanded for trial by a Court Martial, the Commanding
Officer shall without unnecessary delay either assemble a Summary Court Martial
(after referring to the officer empowered to convene a District Court Martial or on
active service a Summary General Court Martial when such reference is necessary) or
apply to the proper military authority to convene a Court Martial, as the case may
require.
Army Rule 24 (2)
Procedure on Charge against Officer

16. Where an officer is charged with an offence under the Act, the investigation
shall, if he requires it, be held, and the evidence, if he so requires, be taken in his
presence in writing, in the same manner as nearly as circumstances admit, as is
required by Rule 22 and Rule 23 in the case of other persons subject to the Act.
Army Rule 25 (1)

17. When an officer is remanded for the summary disposal of a charge against him
or is ordered to be tried by Court Martial, without any such recording of evidence in
his presence, an abstract of evidence to be adduced shall be delivered to him free of
charge as provided in sub rule (7) of Rule 33.

Army Rule 25 (2)

RESTRICTED
 RESTRICTED
119

Delay Reports

18. In every case where a person subject to the Act, who is not on active service, is
in military custody for a period longer than eight days without a court martial for his
trial having been ordered to assemble, or without a punishment having been awarded
to him under section 80, the Commanding Officer shall make a report in the form
specified in Appendix III to Army Rules 1954 to the officer empowered to convene a
general or a district court martial for the trial of such person . Such report shall be
made to the authority mentioned in this Rules at intervals of every eight days until a
court martial is ordered to assemble, or a punishment is awarded under section 80, or
such person is released from custody, as the case may be.
Army Rule 27 (1)

19. A copy of every such report made on or after the forty eighth day of such
custody shall be sent by the commanding officer direct to the Deputy Judge Advocate
General of the command in which such person is held in custody.
Army Rule 27(2)
20. (a) Detention in military custody beyond two months of a person subject to
the Act, who is not on active service and in whose case a court martial for trial
has not been ordered to assemble, shall require the sanction of the Chief of the
Army Staff or any officer authorised by him in his behalf with the approval of
the Central Government who may sanction further detention for a specific
period which he may extend from time to time, subject to a total period of
detention of three months.
Army Rule 27(3)(i)
(b) Any such detention beyond a period of three months shall require the
approval of the Central Government.
Army Rule 27(3)(ii)

Points to be noted while Recording Summary of Evidence

21. The following points shall be borne in mind while recording summary of
evidence :-

(a) The statement of witnesses shall be taken down in a chronological order

of events so that the court may have a connected story to consider.

(b) Statement of evidence as to facts should commence by recording the

place, date and time (if material) to which the evidence refers.

RESTRICTED
 RESTRICTED
120
(c) Only such evidence as is admissible in law is to be adduced; particularly
eliminate all irrelevant and hearsay statements.

(d) The evidence of witnesses shall be recorded as nearly as possible in

their own words and expressions. When evidence is not given in English, it will
be interpreted and recorded in English.

(e) Ensure that the evidence of each witness is signed by the witness.

(f) At the close of evidence of each witness who is not cross examined by
the accused, make a note that the accused declines to cross examine the
witness.
(g) With regard to attendance of witnesses, take advantage where desirable
of the provisions of Army Rule 23 (5). The written statements of such
witnesses must be signed and certified by the officer recording the summary of
evidence as required by this Rule.
(h) Remember that civilian witnesses can be compelled to attend the
summary of evidence vide Army Rule 23 (6).

(j) Ensure that an independent witness is present when the accused is

cautioned in terms of Army Rule 23 (3).

(k) Mark and number documents according to the order of production.

(l) An accused cannot claim to be represented at the summary of evidence
by Counsel defending officer ( Note 3 to Army Rule 23).

(m) An accused can call witnesses in his defence vide Army Rule 23 (3).

(n) Summary of Evidence cannot be taken on oath.

(o) The heading of the Summary of Evidence should clearly show under
whose orders it has been recorded.

(p) Enter at the end of Summary of Evidence a certificate that the

requirements of Army Rule 23 (1), (2), (3), (4), (5) and (6) have been complied
with.

(q) Memorandum for guidance of officers recording Summary of Evidence

is given at Page 436-439 of MML vol II. Also refer to notes under Army Rule
22.
Army Rule 23

RESTRICTED
 RESTRICTED
121

Questions

1. What are the offences which a CO shall not deal either summarily or by CM
without reference to superior Mil auth? Quote auth.?

2. What are the use of S of E ?

3. What are the points to be kept in mind while recording S of E ?

4. What is hearing of charge? Quote auth ?.

RESTRICTED
 RESTRICTED
122

ML-13

TYPES OF COURT MARTIAL

Introduction

1. Court Martial is an assembly of the requisite number of officers of the Army

convened by a competent authority under the Army Act for trial of offences
punishable under the Act, committed by persons subject to that Act.

2. Under Section 152 of the Army Act, any trial by a Court Martial under the
provisions of the said Act, shall be deemed to be a judicial proceedings within the
meaning of Sections 193 and 228 of Indian Penal Code of 1860 and the Court Martial
shall to be counted within the meaning of Sections 480 and 482 of CCP respectively.
AO 29/80
Punishments

3. Punishments Awardable by Court Martial. Punishments may be inflicted in

respect of offences committed by persons subject to this Act and convicted by Court
Martial according to the following scale that is to say :-
(a) Death
(b) Imprisonment for life (See Sec 53 A of IPC)
(c) Imprisonment, for any period not exceeding fourteen years.
(d) Cashiering, in the case of officers;
(e) Dismissal from the service;
(f) Reduction to the ranks or to a lower rank or grade or place in the list of
their rank, in the case of warrant officers: and reduction to the ranks or to a
lower rank or grade, in the case of NCOs : provided that a WO reduced to the
ranks shall not be required to serve in the rank as a Sepoy;
(g) Forfeiture of seniority of rank, in the case of Officer, JCOs, WO and
NCOs and forfeiture of all or any part of their service for the purpose of
promotion, in the case of any of them whose promotion depends upon length of
service. AA Sec 78
(h) Forfeiture of service for the purpose of increment, pay, pension or any
other prescribed purpose;

RESTRICTED
 RESTRICTED
123
(j) Severe reprimand or reprimand, in the case of Officers, JCOs, WOs and
NCOs;

AA Sec 71

4. Alternative Punishments Awardable by Court Martial. Subject to the provisions

of this Act a court martial, on convicting a person subject to this Act of any of the
offences specified in Sec 34 to 68 both inclusive, award either the particular
punishment with which the offence is stated in the said sections to be punishable, or,
in lieu thereof, any one of the punishments lower in the scale set out in Section 71,
regard being to the nature and degree of the offence. AA Sec 72

5. Combination of Punishment . A sentence of a court martial may award in

addition, to, or without any one other punishment, the punishment specified in clause
(d) or clause (e) of Section 71 and any one or more of the punishment specified in
clauses (f) to (l) of that section.
AA Sec 73

6. Cashiering of Officers. An officer shall be sentenced to be cashiered before he is

awarded any of the punishments specified in clauses (a) to (c) of Section 71.

7. Cashiering is the more ignominious form of dismissal involving public disgrace

which is awardable only to officers.
AA Sec 74 and Notes there under

8. Result of Certain Punishments in the case of WO or NCO. A WO or a NCO

sentenced by a court martial to imprisonment for life, imprisonment, or dismissal from
the service, shall be deemed to reduce to be the ranks.
AA Sec 77

9. Retention in the Ranks of a Person Convicted on Active Service. When on active

service, any enrolled person has been sentenced by a court martial to dismissal, or to
imprisonment for life or imprisonment whether combined with dismissal or not, the
prescribed officer may direct that such person may be retained to serve in the ranks,
and such service shall be reckoned as part of his term of imprisonment for life or
imprisonment, if any.

10. Prescribed Officer under AA Sec 78. The prescribed officer for the purpose of
Section 78 shall be the officer commanding the forces in the field, or, in the case of
sentence which he confirms or could have confirmed or which did not require

RESTRICTED
 RESTRICTED
124
confirmation, the officer commanding the army, army corps, division, brigade or any
detached portion of the regular Army within which the trial was held.

Army Rule 191

11. Prohibition of Second Trial. When any person subject to this Act has been
acquitted or convicted of an offence by a court martial or by a criminal court, or has
been dealt with under any of the Sections 80, 83, 84 and 85, he shall not be liable to be
tried again for the same offence by a court martial or dealt with under the said
sections.
AA Sec 121
12. Period of Limitation for Trial
(a) Except as provided by sub-para (b) below, no trial by court martial of any
person subject to this Act for any offence shall be commenced after the
expiration of a period of three years and such period shall commence :

(i) On the date of offence; or

(ii) Where the omission of the offence was not known to the person
aggrieved by the offence on the authority competent to initiate action, the
first day on which such offence comes to the knowledge of such person or
authority, whichever is earlier, or

(iii) Where it is known by whom the offence was committed the first day
on which the identity of the offender is known to the person aggrieved by
the offence or the authority competent in initiation whichever is earlier.
AA Sec 122(1)
(b) The provisions of sub para (a) above, shall not apply to a trial for an
offence of desertion or fraudulent enrolment or for any of the offence
mentioned in Section 37.
AA Sec 122 (2)
(c) In the computation of the period of time mentioned in sub para (a) above
any time spent by such person as a prisoner of war, or in enemy territory, or in
evading arrest after the commission of the offence, shall be excluded.
AA Sec 122 (2)
(d) No trial for an offence of desertion other than desertion on active service
or of fraudulent enrolment shall be commenced if the person in question, not
being an officer, has subsequently to the commission of the offence served
continuously in an exemplary manner for not less than three years with any
portion of the regular Army.

RESTRICTED
 RESTRICTED
125
AA Sec 122 (4)
13. Place of Trial. Any person subject to this Act who commits any offence against
it may be tried and punished for such offence in any place whatsoever.

AA Sec 124
14. Choice between Criminal Court and Court Martial. When a criminal court and
a court martial have each jurisdiction in respect of an offence, it shall be in the
discretion of the officer commanding the Army, Army Corps, Division or Independent
Brigade in which the accused person is serving or such other officer as may be
prescribed to decide before which court the proceedings shall be instituted and if that
officer decides that they should be instituted before a court martial to direct that the
accused person shall be detained in military custody.
AA Sec 125
15. Prescribed Officer under AA Section 125. The prescribed officer for the
purpose of Section 125 of the Act shall, except in cases falling under Section 69 of the
Act in which death has resulted be the officer commanding, the brigade or station in
which the accused person is serving.

AA Sec 127
16. Power of Criminal Court to Require Delivery of Offender
(a) When a criminal court having jurisdiction is of opinion that proceedings
shall be instituted before itself in respect of any alleged offence, it may, by
written notice, require the officer referred to in Section 125 at his option, either
to deliver over the offender to the nearest magistrate or be proceeded against
according to law, or to postpone proceedings pending a reference to the Central
Government.
AA Sec 126(1)
(b) In every such case the said officer shall either deliver over the offender in compliance with the requisition or
shall forthwith refer the question as to the court before which the proceedings are to be instituted for the
determination of the Central Government, whose order upon such reference shall be final.

AA Sec 126 (2), AO 103/78 & AO 109/78

17. Successive Trials by a Criminal Court and Court Martial

(a) A person convicted or acquitted by court martial may, with the previous
sanction of the Central Govt, be tried again by a criminal court for the same
offence, or on the same facts.
AA Sec 127(1)

RESTRICTED
 RESTRICTED
126
(b) If a person sentenced by a court martial under this Act or punished under
any of the Sections 83, 84 or 85 is afterwards tried and convicted by a criminal
court for the same offence or on the same facts, that court shall, in awarding
punishment, have regard to the punishment he may already have undergone for
the said offence.

AA Sec 127(2)

18. Preservation of Proceedings.

(a) The proceedings of a court martial (other than a summary court martial)
shall after promulgation, be forwarded, as circumstances require, to the office
of the Judge Advocate General, and there preserved for not less, in the case of a
general court marital, than is seven years, and in the case of any other Court
Martial than three years.

(b) The proceedings of a summary court martial shall be preserved for not less
than three years, with the Records of the corps or department to which the
accused belongs.

19. Execution of Sentences of Imprisonment. The sentence of imprisonment

awarded to persons subject to the Army Act other than officer or a JCO or WO will be
dealt with as follows :-

(a) A sentence of imprisonment upto 18 months, whether accompanied by

dismissal or not, may be directed to be carried out in a military prison,
However, a sentence of imprisonment not exceeding three months and not
accompanied by dismissal may be directed to be carried out in military custody
instead of a military prison.

(b) A sentence of imprisonment for a term exceeding 18 months, whether

accompanied by dismissal or not, will be carried out by confinement in a civil
prison, In deciding upon the direction, competent authority mentioned in AA
Sec 169(1) will take into account the nature of the offence, interest of
discipline, the character and service record of the prisoner and desirability of
reforming him and bringing him back to the service and in such cases the
competent authority may subject to sub-para (a) above direct the imprisonment
for any duration to be carried out in a military prison.

AA Sec 169 & 171 and Para

494 of Regs for the Army 1987

RESTRICTED
 RESTRICTED
127
20. Court Martial Box. All holders of court martial warrants and OsC stations
will keep a complete set of the following books and pamphlets, amended up-to-
date, in court martial boxes for the use of the presiding officer and members of all
courts:

(a) Army Act, 1950.

(b) Army Rules 1954.

(c) Manual of Military Law -1983 Reprint

(d) Notes on Indian Military and Air Force Law.

(e) Regulations for the Army (Revised Edition) 1987

(f) Pay and Allowances Regulations for JCOs/OR (Army) 1979

(g) Pay and Allowances Regulations for Offrs (Army) 1954

(h) Memorandum on Summary General Court Martial.

(j) Guide to Summary Court Martial.

(k) Code of Criminal Procedure, 1973.

(l) Geeta, Guru Granth Sahib, Bible and Koran.

(m) SAO 4/S/79, AO 128/81, SAO 12/S/87.

21. In addition to the above, copies of such books, orders, instructions and letters
on the subject as may be notified by Integrated Headquarters , Ministry of Defence
(Army) from time to time will, also be placed in each Court Martial Box.

AO 128/81

Questions :-

1. What is a Court Martial?

2. What are the punishments awardable by Court Martial?

RESTRICTED
 RESTRICTED
128
3. What is cashiering?

4. What are the contents of Court Martial Box?

RESTRICTED
 RESTRICTED
129

ML-14

SCM, DCM, GCM AND SGCM CONVENING AUTH

AND THEIR POWERS

Types of Court Martial

1. For the purpose of this Act, there shall be four kinds of court martial, that is to
say :-

(a) General Court Martial

(b) District Court Martial

(c) Summary General Court Martial and

(d) Summary Court Martial

AA Sec 108
Summary Court Martial (SCM)

2. Convening Authority and Composition

(a) A Summary Court Martial may be held by the Commanding Officer of any
corps, department or detachment of the Regular Army, and he shall alone
constitute the court.

(b) The proceedings shall be attended throughout by two other persons who
shall be officers or Junior Commissioned Officers or one of either, and who shall
not as such, be sworn or affirmed.
AA Sec 116
3. Powers of Summary Court Martial

(a) Subject to the provisions of sub-section (2), a summary court martial may try
any offence punishable under this Act.

(b) When there is no grave reason for immediate action and reference can without
detriment to discipline be made to the officer empowered to convene a district
court martial or on active service a Summary General Court Martial for the trial of
the alleged offender, an officer holding a SCM shall not try without such reference

RESTRICTED
 RESTRICTED
130
any offence punishable under any of the Sections 34, 37 and 69, or any offence
against the officer holding the court.

(c) A summary court martial may try any person subject to this Act and under the
command of the officer holding the court, except an Officer, Junior Commissioned
Officer or Warrant Officer.

(d) A summary court martial may pass any sentence which may be passed under
this Act, except a sentence of death, or imprisonment for life or imprisonment for a
term exceeding the limit specified the sub-section (e) below.

(e) The limit referred to in sub-section (d) above shall be one year if the officer
holding the summary court martial is of the rank of Lt Col and upward, and three
months if such offr is below that rank.

AA Sec 120
4. Finding and Sentence of a Summary Court Martial.

(a) Except as provided in sub-section (b) below the finding and sentence of a
summary court martial, shall not require to be confirmed, but may be carried out
forthwith.

(b) If the officer holding the trial is of less than five years service, he shall not
except on active service, carry into effect any sentence until it has received the
approval of an officer commanding not less than a brigade.

AA Sec 161

5. Transmission of Proceedings of Summary Court Martial. The proceedings of

every summary court martial shall without delay be forwarded to the officer
commanding the division or brigade within which the trial was held or to the
prescribed officer: and such officer, or the Chief of the Army Staff or any officer
empowered on his behalf by the Chief of the Army Staff may for reasons based on the
merits of the case but not any merely technical grounds set-aside the proceedings or
reduce the sentence to any other sentence which the court might have passed.

AA Sec 162
District Court Martial (DCM)

6. Power to Convene District Court Martial. A District Court Martial may be

convened by an officer having power to convene General Court Martial or by any

RESTRICTED
 RESTRICTED
131
officer empowered on his behalf by warrant of any such officer.

AA Sec 110

7. Warrant for convening and confirming the findings and sentence of a District
Court Martial is known as B-1 Warrant which is normally issued upto Brigade/Sub
Area level. A specimen of the warrant is contained on vol III of MML (Page 752 and
753).

8. Composition of District Court Martial. A District Court Martial shall consist of

not less than three officers, each of whom has held a commission for not less than two
whole years.
AA Sec 114

9 . Power of District Court Martial. A District Court Martial shall have power to try
any person subject to this Act other than an officer or a Junior Commissioned Officer
for any offence made punishable therein and to pass any sentence authorised by this
Act other than a sentence of death, imprisonment for life, or imprisonment for a term
exceeding two years, provided that a District Court Martial shall not sentence a
warrant officer t o imprisonment.
AA Sec 119

10. Power to Confirm Findings and Sentence of District Court Martial. The findings
and sentence of District Court Martial may be confirmed by an officer having power
to convene a General Court Martial or by any officer empowered on his behalf by
warrant of such officer.

AA Sec 155
General Court Martial (GCM)

11. Power to Convene a General Court Martial. A General Court Martial may
be convened by the Central Government or the Chief of the Army Staff or any officer
empowered on his behalf by warrant of the Chief of the Army Staff.

12. The empowering document is known as an A-1 warrant, a specimen which is

given in vol III of MML (Pages 752 and 753). Normally this warrant is issued by the
COAS to GOsC- in- C Commands, All Corps, Area and Div Cdr and all Cdrs of
Independent Sub Area or Brigades.
AA Sec 109

13.. Composition A General Court Martial shall consist of not less than five
officers each of whom has held a commission for not less than three whole years and

RESTRICTED
 RESTRICTED
132
of whom not less than four are of a rank not below that of Capt.

AA Sec 113

14. Normally an officer of the rank of Colonel or above is required to be detailed

as a Presiding Officer of GCM. When this is not possible due to exigencies of the
service, prior sanction of the next superior authority shall be obtained and this fact
will be mentioned in the convening order.
Para 460 Regs for the Army 1987

15. Every General Court Martial shall be attended by Judge Advocate, who shall
be either an officer belonging to the department of the Judge Advocate General, or if
no such officer is available, an officer approved by the Judge Advocate General or
any of his deputies.
AA Sec 129

16. Powers of a GCM. A General or Summary General Court Martial shall have
powers to try any person subject to this act for any offence punishable therein and to
pass any sentence authorised thereby, but sentence of death can be passed if 2/3
majority of the members of the GCM and all members of SGCM have given their
concurrence. AA Sec 118

17. Power to Confirm Finding and Sentence of General Court Martial. The
findings and sentences of General Court Martial may be confirmed by the Central
Government or by any officer empowered in this behalf by warrant of the Central
Government. AA Sec 154

18. The warrants for confirming the findings and sentence of a GCM are known as
A-2 and A-3 warrants. These contain certain mandatory restrictions regarding the
confirmation of punishment of death awarded by a GCM which shall be reserved for
confirmation by the Central Government.

Summary General Court Martial (SGCM)

19. Power to Convene a Summary General Court Martial The following

authorities shall have power to convene a Summary General Court Martial, namely :-

(a) An officer empowered in this behalf by an order of the Central

Government or of the Chief of the Army Staff.

RESTRICTED
 RESTRICTED
133
(b) On active service, the Officer Commanding the forces in the field, or
any officer empowered by him in his behalf.

(c) An Officer Commanding any detached portion of the regular Army on

active service, where in his opinion, it is not practicable with due regard to
discipline and the exigencies of the service, that an offence should be tried by a
General Court Martial.
AA Sec 112

20. Summary General Court Martial in time of Peace A court of this

character is not suited to peace conditions, but it may sometimes be necessary to
convene such a court at a remote station where a sufficient No of officers to
constitute a general court martial are not available. The power to convene Summary
General Court Martial in time of peace is restricted to officers empowered by the
Central Government or the COAS, and the officer convening the court should direct
that evidence and the statement of the accused in defence should be recorded in full,
instead of in the abbreviated form allowed by Rule 146, the proceedings being thus
assimilated, so far as circumstances permit, to those of an ordinary General Court
Martial.
21. Composition of Summary General Court Martial A Summary General
Court martial shall consist of not less than three officers
AA Sec 115

22. Every Summary General Court Martial may be attended by a Judge Advocate,
who shall be either an officer belonging to the department of the Judge Advocate
General, or if no such officer is available, an officer approved by the Judge Advocate
General or any of his deputies
AA Sec 129

23. Powers of Summary General Court Martial A General or summary

general court martial shall have power to try any person subject to this Act for any
offence punishable therein and to pass any sentence authorised thereby.
AA Sec 118

24. Power to Confirm Finding and Sentence of Summary General Court

Martial. The findings and sentences of Summary General Court Martial may
be confirmed by the convening officer or if he so directs, by an authority superior to
him. AA Sec 157

RESTRICTED
 RESTRICTED
134
25. A chart showing summary of different types of Court Martial is given at
Appendix ‘A’ to this lesson.

Appx ‘A’
(Refers to Para 25)

Ser Type Convening Composition Powers Confirming Forms used

No of Authority Authority for
CM proceedings

1. SCM Commandin CO alone 1. May try any No need of IAFD-907

g Officer constitutes the offence except AA confirmation,
court. The Sec 34, 37 and 69. but if the
proceedings 2. May try any officer
shall be person under the holding the
attended command except trial is of less
through by two offrs, JCOs and than 5 years
other persons WOs. service, the
who shall be 3. May pass any sentence has
Offrs, JCOs or sentence except to be
one of either. death, approved by
(AA Sec 116) imprisonment offr not less
beyond 1 year (Lt than the rank
Col and above) or 3 of Brig
Months Maj & except in
below (AA Sec active
120). service. (AA
Sec 161).
2. GCM Central Govt Not less than Can try pers for any By the Central IAFD-906
or COAS or five offrs, each offence and can Govt or any
any other of whom has pass any sentence. offr
offr held a (AA Sec 118). empowered
empowered commission by Central
by for not less Govt.
COAS/Govt than 3 years (AA Sec 154)
of India by whole service Warrant for
warrant. and of whom confirming
This wt is not less than 4 sentence of
known as A1 are of rank not GCM is A2
wt (issued below Capt. and A3 wts.
by COAS to (AA Sec 113). (A2 for
GOC-in-C Presiding offr COAS and A3
Comd, should be Col for other
Corps, Area, or above. If convening
Div, not possible, auth).

RESTRICTED
 RESTRICTED
135
Indep Sub prior sanction
Area or of superior
Indep Bde auth be
Cdrs) (AA obtained and
Sec 109) mentioned in
the convening
order (RA Para
406 (a)). A rep
from JAG
should attend.
(AA Sec 129).

3. SGCM (a) An offr Not less than 3 Can try pers for any By the IAFD-906
empowered offrs. offence and can convening
by order of (AA Sec 115). pass any sentence. offr or if he so
Central Govt May be (AA Sec 118). directs by an
or COAS. attended by rep auth superior
(b) On active of JAG. to him.
service, the (AA Sec 129). (AA Sec 157).
Offr
Commandin
g the force in
fd or any
offr
empowered
by him.
(c) An Offr
Commandin
g any
detached
portion of
the regular
Army on
active
service, if it
is not
practicable
to hold a
GCM
AA Sec 112)

4. DCM An offr Not less than 3 (a) Can try any By an offr IAFD-906
having offrs each of pers subject to AA having power
power to whom has held except offrs/JCOs. to convene a

RESTRICTED
 RESTRICTED
136
convene a a commission (b) May try GCM or
GCM or by for not less any offence. having B1
any offr than 2 whole (c) May pass warrant.
empowered yrs. any sentence (AA Sec 155).
by any such (AA Sec 114) except death,
offr by wt. Presiding imprisonment for a
Wt for offr,if possible, period not
convening be of a fd rank exceeding 2 yrs.
and (RA Para (d) DCM can not
confirming 160(c). May sentence a WO to
sentence of a be attended by imprisonment.
DCM is B1 a rep of JAG. (AA Sec 119)
wt (issued to (AA Sec 129).
Bde/Sub
Area Cdr)
(AA Sec 110
and 114).

Notes :

1. When any person subject to AA has been acquitted or convicted for an offence
by a CM or by a Criminal Court or by summary trial under AA Secs 80, 83, 84 and
85, he shall not be liable to be tried again for the same offence by a CM or by
Summary Trial (AA Sec 121).

2. No trial by Court Martial of any person subject to AA shall be commenced

after the expiration of a period of three years from the date of such offence, except for
desertion, fraudulent enrolment or Mutiny. (Time spent as a POW, or in enemy
territory, or in evading arrest after the commission of the offence shall be excluded).
AA Sec 122
3. No trial for an offence of desertion other than desertion on active service or of
fraudulent enrolment shall be commenced if the person in question not being an
officer, has subsequently to the commission of the offence served continuously in an
exemplary manner for not less than three years with any portion of the regular Army.

AA Sec 122

4. When a person convicted or acquitted by Court Martial or by summary trial

under AA Secs 80, 83, 84 and 85, may with the previous sanction of the Central
Government be tried again by a Criminal Court for the same offence. However, the
punishments awarded by Court Martial or summary trial shall be considered while
awarding punishment by the Criminal Court.

RESTRICTED
 RESTRICTED
137
AA Sec 127
5. Preservation of Court Martial proceedings will be as under :-

(a) Proceedings of GCM shall be preserved for 7 years by JAG.

(b) Proceedings of DCM shall be preserved for 3 years by JAG

(c) JAG shall preserve proceedings of SGCM for 3 years.

(d) Records Office concerned shall preserve proceedings of SCM for 3

years.

6. Vide new Rule 147A to AR the officer holding the SCM or presiding officer of
DCM /GCM has to deliver a copy of proceedings to the accused on request. In case
request is not made, the copy can be obtained from the officer having the custody of
the proceedings. Proceedings of Secret nature will not be given.

7. The commanding officer can try an accused by Summary Court Martial without
recording a Summary of Evidence, when he feels that immediate disciplinary action is
required to be initiated against the accused.
Army Rule 8 and Army Rule 116 (2)

8. Issue of summons to civilian witness. AA Section 135

9. Summoning of Air Force and Naval witnesses .

Army rule 137(3)

10. Attendance of Army witness through superior formation. Army Rule 35(2)

11. Summoning of civilian witness through the Magistrate.

Army Rule 35 (3)

12. Conveyance charge to civilian witness. TR-3

13. For obtaining written statement of witness.

Army Rule 23(5)
14. Confirming Authorities

RESTRICTED
 RESTRICTED
138
Ser
Sentence Confirming Authorities
No
(a) Death Sentence By the Central Government

(b) Sentence passed on offrs of dismissal or By the COAS

higher in the scale of punishments set out in
AA Sec 71
(c) Sentences passed on offrs who hold or held By the COAS
the rank of Col or above at the time of
commission of the offence or at the time of
cognizance of offence
(d) All sentences passed on officers not By the GOC-in-C Command
required to be reserved for confirmation by concerned
COAS under items (b) and (c)
(e) Sentences passed on JCOs for dismissal or By the GOC-in-C Command
higher in the scale of punishment set out in concerned
AA Sec 71.

RESTRICTED
 RESTRICTED
139

ML-15

REVIEW OF SUMMARY PUNISHMENTS

Introduction

1. Summary punishments awarded under AA Secs 80, 83, 84 and 85 for offences
committed by persons subject of the AA may be reviewed under the provisions
contained in AA Sec 87 and 88.

Appeal Against Summary Punishments

2. There is no right of appeal against the summary punishments awarded by a CO

but a complaint under AA Sec 26 can be submitted to the next superior authority i.e.
Brigade Commander through the Commanding Officer. The decision of the Brigade
Commander will be final.

Review of Summary Punishment

3. Punishments awarded under AA Sec 80, may be reviewed by an officer

superior in command to the officer, who awarded the punishment and if any such
punishment appears to such officer illegal, unjust or excessive, such direction as may
be appropriate in the circumstances of the case.

4. Provided that where a punishment is wholly illegal, or is excess of the punishment

authorised by law, it may be cancelled or varied by Officer-in-Charge Records also.

5. Power conferred under this para shall normally be exercised within a period of
two years from the date of award of the punishment.
Note 8 to AA Sec 80 & Para 442
of RA 1987 and AO 33/2001/DV
Transmission of Proceedings

6. In every case in which punishment has been awarded under any of the Sections
83,84 and 85 of AA, certified true copies of the proceedings shall be forwarded, in the
prescribed manner, by the officer awarding the punishment, to a superior military
authority defined in AA Sec 88.
AA Sec 86 to 88

RESTRICTED
 RESTRICTED
140
Review of Proceedings
7. If any punishment awarded under any of the Sections 83,84 and 85 of AA, appears to
a superior military authority as defined in AA Section 88 to be illegal, unjust or excessive,
such authority may cancel, vary of remit the punishment and make such other directions as
may be appropriate in the circumstances of the case.

AA Sec 87
Superior Military Authority

8. For the purpose of the AA Section 86 and 87, a `Superior Military Authority’
means : -

(a) In the case of punishments awarded by a Commanding Officer, any

officer superior in command to such Commanding Officer.

(b) In the case of punishments awarded by any other authority, the Central
Government, the Chief of the Army Staff, or other offrs specified by the Chief
of the Army Staff.

AA Sec 88

9. Under AA Sec 88 (b), the COAS has specified the GOC-in-C of a Comd as the
Superior Military Authority for the purpose of review of punishments awarded to
officers, JCOs and WOs under AA Secs 83 and 84.

10. Review of proceedings under AA Sec 87 shall normally be exercised within a

period of two years from the date of award of the punishment.

Para 442 of RA 1987

RESTRICTED
 RESTRICTED
141
REVIEW OF WHOLLY ILLEGAL AND EXCESSIVE PUNISHMENTS

1. Definition of wholly illegal punishment. In terms of note 1 (a) to AA

Sec 87 a punishment awarded summarily under AA sec 80 is considered, as wholly
illegal under the following circumstances :-

(a) If the finding of guilty can not be upheld.

(b) The only punishment is of a kind which can not be awarded for the
offences charged.

(c) Where the punishment awarded is of a kind which the auth dealing with
is not authorized to award.

2. The wholly illegal punishments are to be reviewed by the superior mil auth.
The under mentioned are the superior mil auth as per AA Sec 88:-

(a) In the case of punishment awarded by a CO, any Offr superior in Comd
to such CO.

(b) In the case of punishment awarded by any other auth, the Central
Govt, the COAS of the other officer specified by the COAS ( Generally an Offr
holding AI warrant).

3. In addition to the above, the OIC Records is also empowered to review the
summary punishments under Para 442 of the Regulations for the Army
1987(Revised) and AO 109/80, provided that where a punishment is wholly illegal, or
is in excess of the punishment authorised by law. The wholly illegal punishments are
to be cancelled and suitable directions made. Generally the direction will be to
expunge the entries made in the service docus.

4. Excessive punishments. These are those punishments which are authorized

by law when awarded to lines exceeding 28 days when awarded separately.

(a) Award of RI, detention or confinement to lines exceeding 28 days

awarded separately.

(b) Award of RI, detention or confinement to lines exceeding 42 days

awarded conjointly.

(c) Award of pay fine exceeding 14 days.

(b) Forfeiture of GS pay of classification pay exceeding 12 months.

RESTRICTED
 RESTRICTED
142
(e) Stoppages exceeding the actual amount of damage occasioned by the
offender.

5. The excessive punishments are to be varied by the superior mil auth.

Generally these punishments are varied to the actual award authorized by law. The
following are certain examples:-

(a) One month RI, detention or confinement to lines awarded wrongly is

varied to 28 days when a awarded separately.

(b) 28 days RI and 28 days detention awarded wrongly is varied to 28 days

RI 14 days detention when awarded conjointly (Precedence RI, detention, CL
and then extra picquet duties) being the limitation is 42 days.

(c) 21 days pay fine awarded wrongly is varied to 14 day pay fine.

(c) Stoppages are varied to the actual amount of loss.

6. Where generally unit Cdrs award wholly illegal punishment is only when the
provisions of AI 84/68 or AA sec 81 are not compiled the position is well brought out
vide Army HQ letter No 20034/org 8 (I of R) (a) dt 08 Mar 95 as amended vide even
No dated 14 Jul 95. The gist of AI 84/68 and Army HQ letter ref to above is as
under:-

(a) Paid acting rank of NCOs incl L/Nk and paid acting JCOs are
automatically relinquished once they become AWL/OSL. If they have
substantive rank of JCO or NCO they can be awarded with the punishments
authorized under AA sec 80 in case of NCOs and under AA sec 83, 84 or 85
in case of JCOs. When there is no substantive NCO rank to a paid acting
NCO (E.g. rank of Sep and will be arraigned in that rank of Sep, CO will award
either service Reprimand or Reprimand assuming the he was an NCO at the
time of committing the offence or RI/Detention as he is marched up to him in
the rank of Sep. Both these punishments become wholly illegal since such
offenders can be awarded only the following punishments:-

(i) Extra guard and duties.

(ii) Fine up to 14 days in one month.

(iii) Deprivation of a posn of the nature of an appt.

7. This peculiarity is only on the offences of AWL and OSL.

RESTRICTED
 RESTRICTED
143
8. It is further brought for info that the powers conferred under AA Sec 87 and
Para 442 of Regulations for the Army 1987 (Revised) shall normally be exercised
with a period of two years from the date of award of the punishment.

Questions :-

1. What do you mean by Superior Mil Auth?

2. Describe procedure for review of summary punishments awarded under AA Secs

83, 84, and 85?

3. How review of summary punishments under AA Sec 80 is done?

4. L/Nk x of your unit is OSL which punishment can be awarded to him ?

RESTRICTED
 RESTRICTED
144

ML-16
ARREST BY CIV POLICE & ACTION TO BE TAKEN
1. Ref : (a) AO 17/2001/DV.

(b) AA Sec 93 and AR 194.

Introduction
2. Any citizen who has committed a grievous offence can be arrested by the Civil
Police for investigation of case and prosecution as per law of the land. The arrest of
an offender is governed by following factors :-

(a) He may not abscond and be available to stand his trial.

(b) He may not do harm to himself.
(c) He may not tamper with the prosecution evidence or witnesses.

(d) The offence is serious and ends of justice require an imdt arrest to make
an example of the offender.

Action to be Taken

3. Civil Police/Magistrate are required to info the CO of the accused giving

complete details of the case. In case it is not done, but info is received from other
sources, the details of case should be obtained from Civil Police/District Magistrate.
RA-397

4. Action should be taken to detail an offr to attend the Court. RA-417

5. Initiate case for taking it over from Civ Police / Magistrate for trial by Army
Auth. AA Sec 125/ 126, RA 418 & 419

6. Info indl to report to nearest unit/fmn on release on bail. Also initiate case for
his attachment to the nearest unit/fmn. RA-420

7. Info the matter to higher auth, if trial is delayed, and consider revoking of his
attachment order. RA-422

8. If he is convicted by the Court info as under :-

(a) In case of Offrs - Central Govt through proper channel.

RESTRICTED
 RESTRICTED
145
(b) JCOs - COAS through proper channel.

(c) NCOs/OR - Bde/Sub Area Cdr through proper channel.

Publication of Occurrence

9. Publish Part II order as under :-

(a) Cancel B/A/L from the date of arrest, if arrested while on leave.

(b) Pub Pt II order for arrest by Civ auth.

(c) Obtain order for withholding of his P&A as per AO17/2001/DV, AA

Sec 93 and AR 194. For Offrs,- COAS for Others, the Offr who can convene CM, and
Pub Pt II order.

Pub Pt II Order for Attachment.

(a) Pub Pt II order for release on bail.

(b) Pub Pt II order for conviction incl award of punishment.
(c) If dismissed from service , consequent to award of punishment by Civ
Court, info indl, and Pub Pt II order. Also send reqd docu to him for his sig
and then fwd to Records Office for FSA.
(d) If acquitted, Pub Pt II order and restore P&A.

(e) Obtain copy of Judgement and enclose with PT II order

10. Limit of Withholding of Pay & Allces.

(a) On Suspension/Arrest.
(b) If offence is not grave - Nil
(b) If offence is grave - Upto 25% of BP.
(d) Pending Promulgation of sentence of dismissal - 5 to 50% of BP
/cashiering by CM.

(e) Pending Dismissal from service on award - Full Pay & Allces.
of imprisonment.
(f) If service is to be terminated by existing orders. - Nil

RESTRICTED
 RESTRICTED
146
Question : -

1. What action will be taken consequent to arrest of a person subject to AA ?

ML-17

COURT CASES
1. Ref :-
(a) AO 15/2003/DV, 27 & 28/2001/DV.

(b) RA para 416 to 424 and 531 to 549.

Introduction.

2. Courts in our country epitomize the institutions of inviolability. Any

mark of disrespect towards them may be viewed as an act to deride them.
Intended or actual, express or implied means of conduct, gesture, spoken or written
words may be viewed seriously by them. At time, it is seen that civil court are being
addressed/communicated directly by officers who deal with the court cases, thus
leading to an embarrassing condition. In order to avoid such avoidable
embarrassment , the following norms are laid down for compliance.
Discipline Norms

3. There is an absolute need to observe proper code of conduct while

dealing with the courts of law to avoid any embarrassment to the Organization.
Army personnel in various official capacities may get an opportunity to deal with
the courts and must bear in mind the following guidelines :-

(a) Appear in formal dress before courts.

(b) Show respect to courts, while entering and coming out.

(c) Refrain direct correspondence with the judges.

(d) Approach the courts through Government Counsel dealing with the
matter. He is known as Central Govt Standing Counsel. District Attorney/Asst
District Attorney etc.
(e) Not to use intemperate or disrespectful language in the documents filed.

(f) Never criticize the Judges.

(g) Never approach any court staff for undue favour .

RESTRICTED
 RESTRICTED
147

(h) Express faith in the judicial system.

(j) Scrupulously observe the directions given by the courts.

4. Mainly two types of cases are dealt by us, which are :-

(a) Cases both civil and criminal initiated by civ complainant auth against
pers subject to AA.

(b) Cases initiated by service person / Ex service - man or their NOK for
redressed of mil grievances mostly related to promotion and pensioner benefit
etc.

5. Maximum efforts are made to set up all the cases fairly within the rules and
laws permitted . However some times pers are not satisfied with the sentences/trial
in the Army and they approach the civil courts for redressed . Generally pers
approach the civil courts against the following :-

(a) Discharged from service being undesirable/in-efficient Soldier.

(b) Debar from promotion due to lack of ACR .

(c) For pensioner benefit on various grounds.

(d) Super session in promotion on various grounds like non derailment for
NH and HNS cadre on due date, not meeting ACR criteria.

(e) For financial benefit to the NOK of deceased pers.

(f) Discharged being in unaccepted medical category, “Category C or E” .

(g) Desertion cases.

(h) For payment of disability pension .

(j) Against disc action, such as trial by court martial etc.

Action

6. The following action will be taken :-

RESTRICTED
 RESTRICTED
148
(a) As soon as intimation/copy of writ petition is received, imdt action will
be taken to info all concerned, telegraphically or Op imdt Sig.

(b) Obtain sanction under RA 538 for defending the case on behalf of UOI
and others.

(c) Prepare Brief of case para wise comments and forward to nominated
CGSC/ Attorney/Law Offr for approval of para wise reply.

(d) Also seek legal help of OIC Legal Cell, loc in the Stn or Area/ Div HQ.

(e) On receipt of approved draft from CGSC/Attorney/Law officer, fair it

and send again to him for filing the reply in the court.

(f) Also fwd a copy to OIC Legal Cell and concerned Dte and Branch at
Integrated Headquarters , Ministry of Defence (Army) to whom case
pertains.

(g) Progress the case and intimate outcome of each hearing to all
concerned.

(h) Once the case is decided in favor of Govt/Dept it will be closed. If

decided against the Dept, intimate same by OP imdt Sig to all concerned
followed by copy of Judgement.

(j) Obtain legal opinion of CGSC/Attorney on the judgement whether or

not to be implemented or appeal to be filed before Div Bench or next Higher
Court.

(k) If decided to implement the judgement, obtain sanction of Min of Def

and info CGSC through OIC Legal Cell to appraise court.
(l) If case pertains to pensionary benefit, info PCDA(P), Allahabad, if pay
& allce, info CDA (O) or PAO (OR), if promotion the concerned
Dte, and if reinstated info same to AG/DV Dte.

7. If the civil suit is instituted by the civ agencies against pers subject to AA, take
action as per RA 416 to 424. If a pers subject to AA is convicted by civ court, info
following :-

(a) In case of Offrs - MOD

(b) In case of JCO - COAS

RESTRICTED
 RESTRICTED
149

(c) In case of OR - Bde/Sub Area Cdr

8. Appropriate action with regard to their Dismissal/discharge from service will

be taken keeping in view the gravity of offence and its overall effect on discp.

9. Also ref AO 27 & 28/2001/DV.

10. Ensure no case is allowed to go in default for want of proper defence of case.
Defaulters will be dealt with severely as it causes unwarranted loss to state.

Questions :-

1. What action are to be taken on receipt of info of filing of court case ?

RESTRICTED
 RESTRICTED
150

ML-18
MACT CASES

1. Ref :-
(a) SAO 7/S/81.

(b) Integrated Headquarters , Ministry of Defence (Army), AG’s Branch

letter No 86107/AG/PS-3(Claims) dt 26 Apr 91.

(c) Motor Vehicle Act 1988.

(d) Para 540 Regs for the Army 1987.
2. Introduction. Whenever there is an accident involving a service vehicle
causing injury to any person or damage to civilian property or where damage is caused
to a military vehicle as a result of an accident with a civilian vehicle is known as
Motor Accident Claims Tribunal (MACT) case, which are required to be dealt with as
per orders on the subject.

3. First Information Report (FIR). Whenever an accident takes place involving

a service veh causing injury to any person or damage to civ property, FIR is filed with
the nearest Police Station under which jurisdiction the area ie the place of accident
falls. A copy of FIR will be obtained. Stn HQ/Imdt Fmn HQ will be informed about
the incident/ accident.
4. Court of Inquiry Proceedings. Stn HQ will intimate the incident to the
Presiding Officer and members of the standing court of inquiry detailed for the month.
C of I is held with the intention to establish the causes of the accident and to take
remedial measures. C of I proceedings relating to MT accident cases will not be
delayed beyond three months so that case may be filed with MACT before time limit
ie 6 months from the date of accident expires.

5. Motor Accident Claims Tribunal (MACT). MACTs are constituted under

the State Govt for specified areas under the provision of Motor Vehicle Act 1988 to
adjudicate upon claims for compensation in respect of accident involving death or
damage to any property. The time limit for filing a suit in MACT is six months from
the date of accident whereas limitation pd for filing a suit in a regular civil court is 30
years. Type of cases are filed with MACT and Civil Court are enumerated in
succeeding paragraphs.

RESTRICTED
 RESTRICTED
151
6. Responsibility to Monitor and Progress Cases. The unit to which the
veh belongs would primarily be responsible to monitor and prog the case filed by/or
against the union of India. If the unit is moved out from the stn, Stn HQ will be resp
for prog of the case. Unit will assist as far as possible and provide exhibits/documents
reqd by the offr for initial briefing to the Counsel.

7. Types of Claims Cases Arising out of Motor Accidents Involving Military

Vehicles.

(a) Claims by indl against Union of India for deaths/injuries or damage to

property caused due to accidents by service vehs.

(b) Claims by Union of India against private parties/other departments of

the Central/State Govt/Public Sector undertakings for damages caused to the
service vehs.

(c) Claims wherein affected parties approach Union of India for payment of
compensation administratively without resorting to legal proceedings.

8. Action on Receipt of Court Notice/Summons. Following action will be

taken :-

(a) Contact the Govt Pleader for the defence of the suit.

(b) Provide all factual data/assistance to the Government Pleader for

preparation of the written statement/counter affidavit.

(c) If the time is short for preparation of the case due to late receipt of the
Summons and Claim Application, seek adjournment of hearing well in time.

(d) Ensure that all relevant material and witnesses connected with the suit
are kept ready well in time for production as and when needed.

(e) Ensure that indl detailed to attend case must be fully conversant with
details of the case and will keep close liaison with Govt pleader till
finalisation of the case.

(f) Ensure that upon concerned unit moving out from the loc, the
relieving unit is briefed at appropriate level and that the case is properly
taken over by the unit.

(g) Ensure that Sovereign Immunity is invariably pleaded by the Govt

Pleader.

RESTRICTED
 RESTRICTED
152

(h) Always request the court, in the event of court allowing interest on
account of decree from the date of award/decree, permitting reasonable grace
period for making the payment.

(j) In case where suit has been filed without giving notice under section 80
CPC bring the same to the notice of the Govt Pleader.

9. Action for Filing an Appeal on Announcement of Court Judgement. On

announcement of court judgement, copy of the same should be obtained imdt through
CGSC. If the case in unfavorable, opinion of the Govt Counsel on the judgement as
regards the feasibility on filing an appeal should be obtained imdt. Following docus
will be fwd to Integrated Headquarters , Ministry of Defence (Army)s for seeking
legal advice of the Legal Advisor (Defence) :-
(a) Copy of Claim Application.
(b) Copy of C of I proceedings.
(c) Comments of Govt Counsel in respect of filing appeal against the
judgement.
(d) Copy of FIR.
(e) Original/Attested copy of the judgement.
(f) Para-wise comments on claim application filed in MACT.
10. On receipt of advice from Integrated Headquarters , Ministry of Defence
(Army) to file an appeal, imdt action should be taken to obtain sanction of Div/Area
Cdr to file the same in the High Court in consultation with the Govt Counsel and a
confirmation to this effect should be sent to Integrated HQ MoD (Army). The time
for filing appeal in the High Court is 90 days from the date pronouncement of
judgement by the lower court.
11. Action for Allotment of Funds. Following docus will be fwd to fmn HQ for
allotment of funds :-
(a) CTC of the judgement along with a copy of the award and bill for the
cost of the suit.
(b) CTC of opinion of the Govt Pleader alongwith reason in support of his
opinion .
(c) CTC of the advice given by the concerned Branch Secretariat of Law
Min (Whenever applicable) for filing an appeal or other wise. Branch
Secretariat advice is must for filing an appeal/allotment of funds.

RESTRICTED
 RESTRICTED
153
(d) Copy of claim application filed by the claimant (if not already sent to
Fmn Headquarters.
(e) C of I proceedings.
(f) S of C indicating clearly the decretal amount, cost of suit and interest.
(g) Parawise comments of the Govt Counsel on the application of the
claimant.

12. Claims by the Union of India Against Private Parties. Following action will
be taken when C of I establish fault of the civ veh dvr :-
(a) Obtain a copy of the FIR.

(b) Make expeditious efforts to recover cost of damages from the concerned
civilian parties ie, the owner of the vehicle, the insurance company and the
driver of the veh.
(c) When efforts to recover the cost of damages from the concerned parties
fail, ensure that a case is filed in the MACT well within the permissible time
limit of 6 months from the date of accident.
(d) Pursue the case actively till finalisation.

13. Action when the Judgement of the MACT is Favorable to the Union of
India. Obtain a copy of the judgement from the court and take most expeditious action
to recover the amount.

14. Action for Filing an Appeal when the Judgement of the MACT is
unfavorable to the Union of India.

(a) Obtain a copy of the judgement through the Govt Counsel.

(b) Obtain opinion of the Govt Counsel on the Judgement as regards

feasibility of filing an appeal.

(c) Refer the case to the Branch Secretariat of the Min of Law and
Justice (Where applicable) / Legal Adviser (Def)Integrated Headquarters ,
Ministry of Defence (Army) to examine the advisability of filing an appeal.

RESTRICTED
 RESTRICTED
154
(d) Following docus will be fwd to Integrated Headquarters , Ministry
of Defence (Army) for seeking legal advise :-

(i) S of C.

(ii) CTC of judgement alongwith comments of the Government

Counsel for filing an appeal against the judgement.

(iii) C of I proceedings.

(iv) Copy of FIR.

(v) Result of Police case against the civilian party responsible for the
accident.

(vi) Fin status and solvency of the concerned parties i.e. the driver
and the owner of the veh.

(vii) Details of cost of actual damages item-wise i.e. the items

damaged and the cost of their replacement or repairs.

15. Action when Unit fails to File a Suit in MACT within the Permissible Time
Limit. In cases where unit fails to file a suit in a MACT within permissible time limit
of 6 months from the date of occurrence of the veh accident, case for filing a suit in
the Civil Court shall be examined in consultation with the Branch Secretariat of the
Min of Law and Justice, Integrated Headquarters , Ministry of Defence (Army). On
receipt of reqd advise of Legal Adviser (Def) expeditious action shall be taken to file
the suit with the help of Govt Pleader in the Civ Court.

16. Claim by Union of India Against other Departments of the Central

Govt/State Govt/Public Sector Undertaking. In cases where defaulters civ veh
belongs to another Central Govt/State Govt/Public Sector undertaking for recovery of
the amount of the damage to the mil veh. All out efforts should be made to recover
the damage amount at the earliest possible by the means of vigorous progressing
through staff channels alongwith all connected docus.

Question :-

1. What is the procedure for processing of MACT cases ?

RESTRICTED
 RESTRICTED
155

ML-19

COMPLAINTS, PETITIONS AND APPEALS

Ref: (a) Army Act Section 26, 27 and 164.

(b) Army Rule 152,154 (2) 155 and 158 (2)
(c) RA Para 364 and 365.
(d) AO 13/2006/PS for JCOs/OR.

GENERAL.

1. Complaints may be of two kinds:-

(a) Statutory Complaints. These are made under the provision of

Army Act Sections 26 and 27 by the following:-

(i) Any person subject to the Army act other than an officer deems
himself wronged by any superior or other officer.

(ii) Any officer who deems himself wronged by his commanding

officer or any other superior officer.

(iii) Any person subject to the Army Act against the decision of
authority disposing of a case under Army Act sections 80, 84 and 85 as
the case may be.

(iv) An officer or a JCO who deems himself wronged by the award of

censure (recordable or non recordable).

Note: - A petition against the finding and sentence of a court

martial will be submitted under Army Act Section 164 read with Para
365 of these Regulations and not under Army Act Section or 27 read
with this Para.

(b) Non-Statutory Complaints. These can be made under the

authority of the Army order on the subject when the complainant considers
himself wronged by any authority other than those mentioned in sub-para (a)
above and is not covered under Army Act Sections 26 and 27.

Statutory Complaints.

2. Number and Extent. An officer has the right to complain to Central Govt.
JCOs, WOs and OR can complain only to the COAS and not to Central Govt. This
right can be exercised only once. A second complain to these authorities will be

RESTRICTED
 RESTRICTED
156
allowed only if fresh facts and circumstances has come to light necessitating
reconsideration of the case.

Procedure for submission and channel to be followed

3. Statutory complaints will be addressed to the following authorities:-

(a) The Central Govt by Officers.

(b) The COAS by JCOs, WOs and OR.

4. All statutory complaints will be made through proper channel as per Para 5
below. In order to facilitate all intermediary formation HQs to closely monitor are
progress of statutory complaint. CO of the complainant shall forward and advance
copy or Directorates and CAB (in respect of officer only) at Army HQ immediately.
Adv copy of complaints on DV matters will not be endorsed CAB but only to D&V Dte
(DV-4), Army HQ. The complainant desists from writing directly to Army HQ or the
Central Govt with regard to progress of the case. However, if the final decision on
the statutory complaint with or without accusations against any superior officer as a
sub para (9) below, is not taken within a period of 12 months respectively, from the
date such a complaint is submitted the complainant will be a right to represent direct
to Army HQ or the Central Govt case may be after informing his Commanding
Officer.

5. The following channels will be followed while forwarding statury complaints :-

(a) Company Cdr or other immediate superior.

(b) Commanding Officer.

(c) Bde Cdr or the Sub Area Cdr.

(d) Div Cdr or Area Cdr.

(e) GOC Corps where applicable.

(f) GOC-in-C Command.

(g) COAS.

(j) Central Govt (in case of officers only)

6. Statutory complaints from officers of AMC and ADC and from all JCOs WOs
and OR which pertain to matters relating to promotion, appt and posting release and
discharge, will be processed through department channel and no departmental

RESTRICTED
 RESTRICTED
157
channels exist complaints will be processed through respective staff channels. Refer
Appx ‘P’ to RA Para 364 (d).

Layout of Complaints.

7. The format for submission of complaints will be laid down by the HQ from time
to time. Accordingly all complaints will be submitted standard format prescribed by
the Army HQs.

8. It will be ensured that the complaint is couched in respectful and language. A

complaint containing a false statement or a false accusation render the complainant
liable for disciplinary action under the Army Act and complaint contains accusations;
the complainant will render a certificate which will be annexed to complaint.

“I undertake that any false statement of false accusation made by me in

complaint will render me liable for disciplinary action.”

9. If the complaint contains serious accusation (s) against any superior

pertaining to moral turpitude maturity are professional competent against superior
authority to the one against whom such accusations have been take necessary steps
to conduct investigations, as considered necessary.

Action by the intermediary authorities.

10. The immediate superior authority in chain will offer his detailed Para wise
comments on the complaint. He will also ensure that the stipulating. Para 6 and 9
above have been complied with. In case any of the mentioned below is not satisfied
he will withhold the complaint and information superior authority and the complainant
the reasons for withholding complaint.

(a) That the complaint is complete in all respects and is in correct form.

(b) That the complaint is not couched in discourteous and disrespected or

improper language.

(c) That the complaint does not contain official documents and
correspondence access to which does not have any formal authority.

11. Where a complaint is withheld on any of the grounds mentioned in sub-sub

Paras (a), (b) and (c) above the date of submission of the complaint will count from
the date or revised complaint if any for purposes or Para 14 below.

12. An intermediary authority will examine the complaints set forth by the
complainant and may take any of the following actions:-

RESTRICTED
 RESTRICTED
158
(a) Where the intermediary authorities arrive at the view after due
examination that only a partial redress will meet the ends of justice the same
may be granted by the authority concerned. In such cases the intermediary
authority granting such redress will further call upon the complainant to
express as to whether he desires to withdraw the complaint in view of the
partial redress granted within 90 days and if he gives such concurrence it will
be communicated to all concerned and the complaint closed.

(b) Where the intermediary authority decides to grant full redress soyght by
the complainant he shall be suitably informed. The next higher authority to the
authority granting such relief will be kept informed of the grant of redress.
Such cases will not be fwd to the authority to whom the complaint is
addressed.

(c) Where the redress prayed for is not given at all the intermediary
authority will fwd the complaint along with his comments and
recommendations through normal channels to the authority to whom the
complaint is addressed.

13. Before forwarding the complaint to the next higher authority the immediate
superior authority of the aggrieved indl will endeavour to interview of the
complainant, if reqd and make such investigations as he considers necessary. He
will then fwd the complaint his detained parawise comments and recommendations
to the next superior intermediary authority. While forwarding the statutory complaint
to the next higher authority concerned formations headquarters will invariably inform
Army HQ about the progress of the case and also inform the complainant through his
Commanding Officer.

Time Frame for Processing of Complaints

14. All complaints will be dealt with expeditiously at all levels, the following time
schedule will be strictly followed:-

(a) Time taken to reach Army HQ (including transit period where the
complaint does not contain and accusation reqd investigation.

Ser No Unit/Fmn Days Remarks

(i) Unit 20 days
(ii) Bde or Sub Area 10 days
(iii) Div or Area 20 days

(iv) Corps HQ 25 days

(v) Comd HQ 15 days
(vi) Concerned Dte at
Army HQ

RESTRICTED
 RESTRICTED
159
(aa) PSO 15 days
(ab) AG 15 days
(ac) CAB 15 days

(b) Time Taken to reach Army Headquarters (including transit period)

where the complaint contains accusations requiring investigations as
mentioned in Para 9 above.

Ser No Unit/Fmn Days Remarks

(i) Unit 20 days
(ii) Bde or Sub Area 20 days
(iii) Div or Area 25days
(iv) Corps HQ 30 days
(v) Comd HQ 40 days
(vi) Additional time for 45 days
investigation to the (extendable to 60
formation HQs days in exception
which orders such cases)
investigation.

15. With a view to enable all intermediary formations and Army HQs to closely
monitor the progress of statutory complaints as mentioned in paras 1, 10, 11,12 and
13 above all intermediately and higher authorities will be kept informed filled and
initiated on receipt of the complaints as well as before forwarding the complaint to
the next higher authority. The format for delay report will be laid down by the Army
HQs.

16 Whenever complaint is delayed for any period exceeding the stipulated time
frame reasons for the same will be annexed to the delay report on a separate sheet
on a paper. The monitoring of statutory complaints through suitcase monitoring
schedules and SOPs will be strictly enforced at all levels of the chain of command.
The delays apprehended will be projected in time to ensure timely processing and
finalization of complaint. The intermediate formation HQ will maintain a record and
monitor the progress of complaints scrupulously. Accountability for delays if
unjustified in processing of statutory complaints will fixed and necessary action taken
against the defaulting officers.

Final Disposal of Complaints

17. Order of the authority disposing of the complaints will be communicated to the
complainant through normal channels. However, a copy of the orders will also be ack
by the indl directly to the authority disposing of the complaint . In addition the

RESTRICTED
 RESTRICTED
160
formation unit concerned will also inform the Branch concerned at Army HQ in writing
that a copy of the order has been handed over to the Indl.

Procedure for Processing Statutory Complaints at Army HQ.

18. JCOs, WOs and OR Section 26 of the Army Act confer the power of
decision to the COAS. All statutory complaints in respect of JCOs WOs and OR will
accordingly be put up to the COAS for final decision by the concerned Directorates
thorugh the respective PSO dealing with the subject on which the complaint has
been made. In case the subject pertains to more than one branch the views of the
PSOs of those branches should be obtained while project the case to the COAS.
Cases having disciplinary angle should be routed through AG.

19. Officers Central Govt exercised the power under Army Act section 27.
The statutory complaints of officers are processing to the COAS through CAB
(except statutory complaints on DV matters) by the respective Directorates/Branches
at Army HQ. In case the COAS grants parameter with full redress to the complainant
procedure as per Para 12 and 17 respective all be followed. In other cases the
complaint will be forwarded to the Central Government after obtaining the
recommendations of the COAS.

20. Petitions against Order by and Finding or Sentence of Courts Martial –

Disposal off.

(a) A person subject to the Army Act who considers himself aggrieved by
any order, finding are sentence of court martial has a legal right under Army
Act sec 164 to submit a petition against such order, finding are sentence. A
petition may only be addressed by aggrieved person either personally, or, if
he is no longer in service, through a representative appointed by him through
a power of attorney.

(b) The Officer or authorities to whom a petition may be addressed are as

follows:-

(i) Before confirmation. The authority empowered to confirm

a finding and sentence of the court martial.

(ii) After confirmation. The Central Govt the Chief of the Army
Staff or any authority superior in command to the confirming authority.

(iii) In case of trial by summary any authority superior in command

to the reviewing court martial.

Question

RESTRICTED
 RESTRICTED
161
1. How many types of complaint ?
2. What is the procedure of statury complaint ?
3. What is the procedure of non statury complaint ?

RESTRICTED
 RESTRICTED
162

MSD-1

MILITARY WRITING
References: (a) JSSD Manual, Vol. I, Service Writing 1973.
(b) JSSD Manual, Vol. II, Abbreviations 1976.
(c) SAO 2/S/76 as amended vide AO 77/76 & 190/76.
(d) Staff Duties in the Fd, Appx C, Abbreviations - 2007
(e) AO 198/71 and Appx D to Ammunition Abbreviations-
1978.
Introduction

1. As a senior clk of the unit it is most essential to know about mil writing to
guide to the subordinate clks. Writing is an art, which cannot be easily mastered in a
short period especially in mil writing peculiar to the Army. This needs constant
practice and hard work plus enthusiasm.

Definition

2. The term ‘Service Writing (Military Writing) covers all writing originated by
or on behalf of the defence service in an official capacity. It is a process of
communicating one’s thought or idea in writing on military matters.

Type of Service Writing

3. Service writing is divided in to three types. These are: -

(a) Service Correspondence. Service letter, DO letter, Personal

Application, Formal Official letter, Letter to Civilians, Govt. of India letter,
Service Note and Note on file.

(b) Staff Papers. Appreciation, service paper, Statement of Case,

Agenda, Minutes of a Meeting/Conference, Brief/Precis/Summary, Tour Notes,
Notices and Graphic Presentations.

(c) Orders and Instructions. SOP, Routine Orders, Warning Orders,

Army/Navy/Air Force Op Orders, Message type OP Orders, Confirmatory
Notes, Movement Orders, Administrative and Logistic Orders, Directives,
Planning Instructions, OP Instrs, Adm & Logistic Instrs.

RESTRICTED
 RESTRICTED
163

Principles and Aims

4. To have a good paper one has to pay particular attention towards the following
essential elementary principles :-

(a) Accuracy. Correct facts and figures without any exaggeration and
inaccuracies.
(b) Brevity. The ability to inform the reader in the shortest possible
time, without sacrificing clarity, completeness or style
(c) Clarity. The sense of the whole issue should be easy to understand at
the first reading.
(d) Relevance. Excludes all the irrelevance and includes relevance
(e) Logic. The sentences and paragraphs should be linked together
and follow each other systematically. There should not be any contradiction.
5. The following other important points to be kept in mind by drafters: -
(a) Knowledge. For preparation of a good paper thorough knowledge is
essential. Knowledge can be gained/obtained by the following: -
(i) Reading relevant files on the subject whether current or closed

(ii) Going through rules and regulations, orders and instrs on the
subject. This is possible only by maintenance of notebook or reference
book.

(iii) Thorough discussions.

(iv) Using one’s own memory
(b) Method. It means the technique of systematical arrangement in writing.
The drafter should adopt some method to put up the knowledge in writing. The
correct and easy method is: -
(i) Note down the thoughts with the required data or figures.
(ii) Score out irrelevant portions.
(iii) Arrange it now in a logical order.
(iv) Give it a final shape/title
(v) Prepare draft for approval.

RESTRICTED
 RESTRICTED
164
(c) Headings. Headings must be given to the paper correspondence in
such a way that it must represent all the aspects of the paper.
(d) Language. Language is very important, Language means one
expressing one’s thoughts and ideas in writing. Each person has his own way
of writing as such there could not be any uniformity. However, the following
points must be borne in mind for a good drafter: -
(i) Knowledge of meaning of every word used.
(ii) Short words are preferable to long words
(ii) Correct use of military terms and abbreviations
(iii) Difficult and longer sentence to be avoided.
(iv) Avoid foreign words as far as possible.

(e) Layout. It is divided in to three parts: -

(i) Introduction. The introduction in brief to the paper should be

given in such a way that the reader should be able to understand the
purpose of the paper.

(ii) Main Body. Main body of the paper should include the
justification in support of the introduction in logical order.

(iii) Conclusion. The reader should give with a clear idea of the final
result. The proposals or recommendations, if any, should also be given
at the end of conclusion.

Questions :-

1. Define Military Writing ?

2. How may types of service writing are there? What are they?

3. How may types of service correspondence, staff papers and orders and
instructions divided into? Write down each of them ?

4. What are the elementary principles of military writing ?

5. What are the important points to be kept in mind by the drafters ?

RESTRICTED
 RESTRICTED
165

MSD-2

CONVENTIONS OF LAYOUT OF OTHER CONVENTIONS

INCLUDING SPACING OF TYPED SCRIPT

Introduction.

1. Conventions of layout means the rules or customs, which are applicable to

Service Correspondence to be followed. It is applicable to all forms of military
writing. It is divided into three parts ie, Superscription, Body and Subscription.

Superscription

2. The particulars given on the top portion i.e. from top security classification to
the address (where applicable) are known as superscription.

3. Security Classification. Security classification is to be given at the top and the

bottom of the paper just three vertical spaces below and above the edges of the paper.
To be written in block letters and underlines. TOP SECRET classification will be
typed or hand written in RED either in ink or ball point pen in block capitals and each
sheet will bear the initials or full signature of the originator to avoid unauthorized
replacement. Security classification is not abbreviated in service writing.
Abbreviation of security classification can be used in msg writing only.

4. Where required by security regulation the total number of pages of a classified

docu will be indicated imdt below security classification at the top centre of the first
page only. When used in the generatic sense these can be written in small letters and
abbreviated.

5. Page Number. All pages, other than the first page, are numbered at the top
three spaces below the security classification, or from the top centre edge of the paper
if there is no security classification.

6. Right Hand Top Corner. First line is spaced at the third space from the above
block (if any) or top edge of the paper :-
(a) Precedence (if any)
(b) Copy number(if any) (Double space in between two items)
(c) Address (in full)
(d) Date

RESTRICTED
 RESTRICTED
166
7. Left Hand Top Corner

(a) Rank, Name and decorations (In case of DO letter and personal
application).

(b) Appointment (Typed along the margin imdt below the above line)

(c) Tele Number (Three vertical spaces below the security classification
otherwise from top of the paper. Not written in unclassified letters when
originator is using an APO/FMO/ (Fleet Mail Office) address).

(d) File reference (in line of date)

(e) Address (Using three spaces from file reference).

8. In writing the superscription, if any item is not required the subsequent items
will take its place. The file number and date always be in line with each other. If the
reference is not required, as in application, the place will be left blank.

9. Degree of Precedence. The degree of precedence means the urgency of

action to be taken by the originator, the dispatching agency and the recipients.

10. Copy Number. Copy number is written in the right hand corner of the head of
the paper, two vertical spaces below precedence and above the address. TOP
SECRET and SECRET docs are always given copy numbers. Appreciations, orders
and instrs are always given copy number irrespective of their security classification.
A single copy is marked ‘Only Copy’.

11. Telephone Number. In case the originator has a telephone, his telephone
number should be given in the top left-hand corner three spaces below the security
classification.

12. File Reference. Always be given in the line of date.

Body

13. The body of a letter consists of subject, title, centre heading, reference if any
and the text.

Subscription

14. The particulars given after the end of the text is known as subscription.

RESTRICTED
 RESTRICTED
167
15. Signature Block. Identity of signatory with title, multiple signatures etc are
subscriptions.

16. Indication of Time. In documents where the time of signature is required to be

indicated time on 24 hours clock will be recorded on the left hand margin line with the
last line of signature block prefixed with the world “Time" and suffixed by `h`.
17. Multiple Signature. When document is to be signed by more than one officer
or person, signature block will be on then same horizontal line with the senior most
signing on the extreme right.
18. Distribution. Distribution of any document will indicate the number of copies
assigned, copy numbers and method of delivery as applicable.
19. Attachments. There are three types of attachments namely appendices,
annexure and enclosures which are discussed as follows:-
(a) Appendices. Appendices are those supplementary papers, which amplify
the parent document. Lettered alphabetically in capital except `I` and have
their own little. Additional alphabets will be AA; AB, AC and so on. These
can have lower security classification than the parent paper, but never a higher
one. Letters A to O are reserved for appendices and P and Z for sketches,
graphs, traces and photograph. Appendices must be referred to in the body of
the paper. Appendices are frequently used when the inclusion of all the details
in the body the parent paper would make it unnecessarily long. The appendix
designation reference to its parent paper and the date of parent paper are typed
at the top right-hand corner of the first page. When the parent copy is
numbered, the appendices will also be numbered. The pages of an appendix
are numbered in continuation of the parent paper. However, annexure to papers
and enclosures to services correspondence, being original documents or copies,
will have their independent numbering.
(b) Annexure. These are supplementary documents, which amplify an
appendix or parent paper. They have their own titles and serially numbered
with Arabic numerals. The term annexure is used to denote the different types
of attachments, such as :-
(i) Annexure to an Appendix. These are supplementary documents,
which amplify an appendix.

(ii) Annexure to a Paper. Annexure are those supplementary

documents, which amplify the parent paper.

(c) Enclosures. These are documents either in original or copy enclosed

with service correspondence. These must be referred to in the text of parent
paper and are numbered with Arabic numerals.

RESTRICTED
 RESTRICTED
168
20. Distribution. Distribution of any document will indicate the number of copies
assigned, copy number and method of delivery as applicable. It will also include the
conventions of “Copy to” and “Not on original (NOO)”.

Numerals

21. Arabic numerals are used in all service writing. Numbers one to nine are
normally written in words except when they are used in the dimensional sense, ie, 6
inch shell, or when they are part of the title of a formation or unit. If numbers below
and above nine are contained in same sentence, they should be written in words or in
figures whichever seems more appropriate.

OTHER CONVENTIONS

Use of Capital Letters

22. Block Capitals. Used for the following :-

(a) Titles of documents.
(b) Centre headings.
(c) Code words, nick names, link signs, call sings.
(d) Abbreviated name of Regt/Corps.
(e) Precedence.
(f) Security classification.
(g) No and Not.
(h) Abbreviations used to denote intermediate points of the compass, eg,
NE, SE and so on.

23. Initial Capitals. Apart from the opening word of a sentence, capital letters are
used for the first letter of:-

(a) The important words in all headings other than titles and centre
headings.

(b) The opening words of Paragraph, Sub Paragraph, Sub-Sub Paragraph

and Sub-Sub-Sub Paragraph.

(c) Important words in titles of charts, sections, documents, regulations and

publications.

RESTRICTED
 RESTRICTED
169

Syllabifications

24. Typing should finish minimum of five spaces before reaching to right hand
edge. To achieve this, long word may be divided. Place and personal names will
however, not be split. Words splitting should be done with care according to
following methods:-

(a) Prefixes. A word may be split after a prefix eg, war, post-war ante-
date.
(b) Suffix. For example. Careless-ness, useful-ness.
(c) Syllables. When it is not possible to split a word after a prefix or
before a suffix, it will be split between syllables like `in disputable and not
indisputable.`

Headings

25. The following types of headings are used in the text of a paper and are always
underlined:-

(a) Centre heading - Treble space above and below.

(b) Group heading - Treble space above and double space below.

(c) Paragraph heading - Double space below.

(d) Sub-paragraph heading- Double space is taken between two types of

paragraphs

(e) Sub-sub paragraph heading - -do-

(f) Sub-sub-sub paragraph heading. - -do-

Paragraphs

26. The following are the various kind of paragraphs:-

RESTRICTED
 RESTRICTED
170

(a) Paragraphs - Numbered with Arabic numerals, ie, 1,2,3 etc.

(b) Sub-Paragraph - Numbered with small alphabets eg, (a), (b), etc.

(c) Sub-Sub-Paragraphs - Numbered with small roman numerals, eg,

(i), (ii), (iii) etc.

(d) Sub-sub-sub paragraphs - Numbered with double small alphabets in

small, eg, (aa), (ab), (ac) etc..

Spacing

27. Horizontal Spacing This is used for the following :-

(a) Margins. A left hand margin of fifteen spaces on foolscap paper is used.
The right hand margin is at least five spaces wide.

(b) Printed and Broad Margins. On paper overprinted with a vertical

margin the printed margin is used as the left hand margin irrespective of its
width..

(c) Paragraph Without Heading. If a paragraph has no heading the Arabic

numeral, numbering the paragraph is placed at the margin and the first letter of
the text five spaces from the margin, ie, the numeral is at point 1, the full stop
at point 2 and the first letter of the text at point 6. The first letter of the second
and subsequent lines of the paragraph is placed at the Margin, ie, under the
paragraph numeral.

(d) Paragraph With a Heading. If a paragraph has heading, the Arabic

numeral is placed at the margin and the first letter of the heading five spaces
from the margin, ie, the numeral is at point 1 and the first letter of the heading
at point 6. The first letter of the text is placed two spaces from the full stop
following the heading. First letter of the second and subsequent lines of the
paragraph is placed at the margin.

(e) Sub Paragraph Without Heading. If a paragraph has no heading, the

opening bracket of the sub paragraph is placed five spaces from the
margin. at point 6 or under the first letter of the text. The first letter of the text
is placed five spaces from the opening bracket, ie, the opening bracket is at
point 6, and first letter of the text is at point 11. The first letter of the second
and subsequent lines of the sub paragraph is placed under the opening bracket
of the sub paragraph.

RESTRICTED
 RESTRICTED
171
(f) Sub Paragraph With a Heading. Spacing remains same as explained for
Sub paragraph with heading, but the first letter of the text is placed two spaces
from the full stop following the heading. The first letter of the sub paragraph
is placed under the opening bracket of the sub paragraph.

(g) Sub Sub Paragraph. The opening bracket of the roman numeral of the
sub-sub paragraph is placed ten spaces from the margin, ie. at point 11 or under
the first letter of the text. The opening bracket of the roman numeral and the
first letter of the text of each sub-sub paragraph are placed vertically in line and
the distance from the longest roman numerals and also the first letter of the text
of each sub-sub paragraph are placed vertically in line and the distance from
the longest roman numeral closing bracket to the first letter of the text should
be two spaces.

(h) Sub-Sub-Sub Paragraph. The opening bracket of the number of sub-

sub-sub paragraph is placed under the first letter of the text, or of the first letter
of the heading, of the parent sub-sub paragraph.

(j) Spacing After Punctuation Marks. In the text one space is left after a
comma, colon, closing bracket and semi colon, and two spaces after a full stop
and a dash.

28. Vertical Spacing. There are three kinds of vertical spacing in service writing,
they are :-

Single Spacing.

Double spacing.

Treble spacing.

Dressing of Blocks.

29 Alignment of all blocks is kept from the left hand side.

Questions :-

RESTRICTED
 RESTRICTED
172
1. How many parts the conventions of a documents are divided into? What are
they?

2. What are the conventions contained in Superscription, Body and Subscription ?

3. How many types of attachments are there. What are they ?

4. How may types of headings are there, what are they ?

5. Where do you use the block capitals ?

6. Define spacing ?

7. How do you allot numbers to various types of paragraphs?

8. What are the cases in which the initial capitals are used ?

9. How many types of headings are there ? What are they ?

10. How do you allot numbers to various types of paragraphs ?

11. How many types of vertical spacing are there ? What are they ?

RESTRICTED
 RESTRICTED
173

MSD-3
VARIOUS TYPES OF SERVICE CORRESPONDENCE
Types of Service Correspondence

1. There are eight types of Service Correspondence. They are :-

(a) Service Letter.

(b) Demi Official Letter.

(c) Personal Application.

(d) Formal Official Letter.

(e) Letter to Civilians.

(f) Government of India Letter.

(g) Service Notes.

(h) Notes on a File.

Style of Address

2. The following are the various styles of addresses in service correspondence :-

(a) Correspondence to a Commander or Officer Commanding. It is not

necessary to address a correspondence to a commander or officer commanding,
eg, if you want to address a particular unit, you need not write ‘Officer
Commanding 9 MADRAS REGT’, but only ‘9 MADRAS REGT’ will be
sufficient. A letter can also be addressed to appointment / individual as
appropriate.

(b) Letter Addressed to a Formation. Should prefix ‘HQ’ before the

designation of that formation, ie, HQ 91 Inf Bde.

(c) Letters Exclusively Means for the Information of a Particular Officer. It

should be addressed to him by name.

(d) Letter Signed by the GOC-in-C Commands to Integrated Headquarters ,

Ministry of Defence (Army). Such letters will be addressed to VCOAS and
PSO direct without mentioning the particular branch and section.

RESTRICTED
 RESTRICTED
174
(e) Letters Sent Through Staff Channel or Letter Signed by Officers other
than the GOC-in-C. Such letters will be addressed to a particular branch at
Integrated Headquarters , Ministry of Defence (Army) direct, but only to a
particular branch and section will be shown.

(f) Letters sent through Departmental Channels on Communication

Addressed to Head of Service at Integrated Headquarters , Ministry of Defence
(Army) on Departmental Matters. The address of any letter originated either
from a unit or from a formation will be addressed as ‘’The Director
(PSO/Branch and Section)’’. The designation of the Director will be written
first and within brackets the name of PSO under whom the Director is serving
followed with the branch and section to whom the letter pertains, eg, The PSO
(MGO/OS-8) , Integrated Headquarters , Ministry of Defence (Army).:-

(g) Salutation in Demi Official Letters. The choice of salutations in Demi

Official letters depends upon relative ranks and degree of intimacy between the
writer and the reader of the Demi Official letter. There are three forms of
salutation:-

(i) `Dear Major Kulkarni`,

(ii) `Dear Major`,

(iii) `My dear/Dear Kulkarni`,

(h) All officers of the ranks of Major General to General are addressed as
‘’General`’. Likewise, officer of the ranks of Lieutenant Colonel and Colonel
are address as “Colonel”. In the Army, by custom and usage the Chief of the
Army Staff and Army Commanders may also be addressed respectively as :-

(i) `My Dear/Dear General`,

(ii) `My dear/Dear Colonel`,

3. It may be noted that the ranks used in salutations of a DO letter are not
abbreviated.

Questions:-

1. How many types of service correspondence are there? What are they?

2. Explain various style of addresses in service correspondence?

RESTRICTED
 RESTRICTED
175

MSD-4

SERVICE LETTER

Definition

1. This is the usual form of letter written in official correspondence between the
services, formation headquarters or units.

Layout

2. Layout of service letter is given at Appendix A to this lesson.

Important Notes
3. File reference will always be typed opposite the date. In case of a lengthy
reference number, this will be typed in more than one line with the first line aligned
with the date leaving a clear horizontal gap between the reference number and the
date.

4. If an addressee’s designation is length, then the address will be written in two

or more lines provided the appointment is not split. Double vertical spacing is used
between the addressees and postal address need not be shown in letters where the
designation of the recipient is sufficient to ensure that the envelope can be correctly
addressed.

5. If the number of copies to an addressee listed here is more than one or they are
copy numbered, the same may be indicated as follows :-
(a) 1 ASSAM RIF (Two copies).

(b) 2 ASSAM RIF (25 copies – Copy No 1 to 25).

6. Against any attachment, the title and the number of copies, if applicable, should
be stated. For example :-
Appendices : A - Nominal Roll of Students.
B - Family Particulars.
Enclosure : Standing Orders ( 6 Copies).

7. For the sake of neatness the designation letters and number of appendices and
annexure should fall directly below the opening brackets of the letters of

RESTRICTED
 RESTRICTED
176
references. The titles of the references, appendices and annexure are all aligned
vertically including subsequent lines, if any. In order to achieve this, the horizontal
spacing may be varied. It may, however, be noted that address under ‘Copy to’ and/or
‘NOO’ continue to be listed commencing from the left hand margin.

Questions :-

1. Define Service Letter ?

2. Draw an outline layout of a service letter ?

3. You are an ‘A’ Branch Clerk of 18 DOGRA REGT. Write a service letter to 3
KUMAON REGT, C/o 56 APO requesting them to forward the Fd Conduct Sheet in
respect of No 1463980K Hav Suresh Kumar Dogra, who has since been posted to your
unit. Other details are imaginary. Follow correct minor SD.

4. You are a ‘Q’ Clerk of 506 Army Base Wksp, Jabalpur. Draft a service letter
to Stn HQ, Jabalpur for allotment of addl OTM and married accn. Other details are
imaginary. Follow correct minor SD.

RESTRICTED
 RESTRICTED
177

Appendix A
(Refers to Para 2 of MSD-4)
LAYOUT OF SERVICE LETTER
Vertical Spacing
3 SECURITY CLASSIFICATION

2 Tele
PRECEDENCE
2
Copy No…

2 Address

File Reference Date

3 Addressee(s) Address

3 TITLE

3 1. Refer to your . . . . . . . . . . . . . . ……………. . . . . . . . . . . . . . . .

.....................................................

2 2. It is requested . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
........................................................

As required
(normally
9) (Name)
Rank
Appt of Signatory
Appt whose behalf the
letter is signed
Appendix :-

Enclosures
3
Copy to :-
3
NOO
2
SECURITY CLASSIFICATION
2

RESTRICTED
 RESTRICTED
178

MSD-5
DEMI OFFICIAL LETTER

Definition

1. This is an informal letter which is written in a colloquial style between one

officer to another officer either for seeking information or assistance on official
matters, but in a personal capacity. This sort of correspondence is resorted to only
when an official matter of confidential or personal nature is to be dealt with.
Whenever any case is pending for a decision/reply for a long period, its action can be
expedited through a DO letter. A DO letter can be originated either from the subject
file or from writer’s personal file. When written from officer’s personal file, a copy of
the letter and reply received there on will be filed in the subject case file for further
reference and records. Abbreviation can be used in DO letter except the salutation
which is written in full.

Layout

2. Layout of a Demi Official Letter is given at Appendix A to this lesson.

Important Notes

3. A demi official (DO) letter will be given a suitable security classification if

necessary.

4. Rank initials, name and decorations of the writer are given at the top
commencing from the left hand margin three spaces vertically, below the security
classification (if any) or from the top of the page.

5. The appt of the writer is given one space below the name.

6. The telephone number follows below the writer’s appt but is always aligned
with the precedence (if any), or the first line writer’s address. Note that, though an
APO address has been used, the writer’s tele Number has been given as this DO letter
bears a security classification.

7. As in other layouts the file reference is aligned with the date. It may be noted
that a title is not mandatory.
8. The words ‘Dear’, ‘My Dear’ and ‘Yours sincerely’ are not typed at the
beginning and end of the letter but the entire salutation is to be completed in
manuscript by the offr when signs. Adequate spaced may be left in the conclusion for
any personal comns, eg., ‘best wishes;’ and so on.

RESTRICTED
 RESTRICTED
179
9. Rank, name decorations, appt and address of the addressee will be written in
the bottom left hand corner and the end of the text only as shown in the format. If
copies are to be sent to other offrs, layout will be the same as for service letter. The
same applies if any attachments to the letter are necessary.

Questions :-

1. Define Demi Official Letter?

2. Draw an outline layout of Demi Official Letter ?

3. You are a ‘A’ Branch clerk of 601 EME Bn. Draft a DO letter from your CO,
addressed to the OIC Records, requesting him to consider the posting in respect of
Sub Maj Bahadur Singh as your Battalion Sub Maj. Other details are imaginary.
Follow correct MSD.

RESTRICTED
 RESTRICTED
180
Appendix A
(Refers to Para 2 of MSD-5)
LAY OUT OF A DEMI OFFICIAL LETTER
Vertical Spaces
3
SECURITY CLASSIFICATION
3
Col Dhayan Chand, VSM
Commanding Officer
2
Tele : PRECEDENCE

Address
2
632/9981/P2 Date
3
Col N Das, SM
CO , 31 Armd DOU
PIN-
3 C/O 56 APO
5
TITLE

2 1. Thank you for

your. . . . . . . .. . . . . . .. . . . .. . . . . . . . . . . . . . . .
……………………….
As
Required 2.…………………………….. . . . . . . . . . . . . . . . . . . . . . . . . . .
. ................................................
3 .

3
Enclosure:

SECURITY CLASSIFICATION

Auth : Addl Dte Gen of Staff Duties, GS Branch, IHQ of MoD (Army) ,
New Delhi letter No 05365/SD Pamplets/SD-1D dt 21 Feb 2008

RESTRICTED
 RESTRICTED
181

MSD-6

PERSONAL APPLICATION

Definition

1. This is written purely on personal matter and can be originated either from the
writer’s personal file or subject file as appropriate. A personal application is always
addressed to the Commanding Officer/Head of the applicant’s branch. If writing to
civilians, the service abbreviations are not used.

Layout

2. Layout of a Personal Application is given at Appendix A to this lesson.

Important Notes

3. The sequence given is for the Army. The Navy and Air Force follow a separate
sequence of rank, initials, name, decoration, number, branch, sub branch as already
existence.

4. Note that the tele No (if any) remains in line with the precedence or with the
first line of the writer’s address and the file ref is in the line with the date as per the
standard conventions of layout.

5. Unlike a demi official letter a personal application is addressed by appointment

to the applicant’s superior authority.

6. Rules for attachments (if any) will be same as that of a service letter.

Questions :-

1. Define personal application?

2. Draw an outline layout of a Personal Application?

3. Write a personal application to your CO, requesting him to accord permission to

pursue higher studies. Other details are imaginary. Follow correct minor SD.

RESTRICTED
 RESTRICTED
182
Appendix A
(Refers to Para 2 of MSD-6)
LAYOUT OF PERSONAL APPLICATION
Vertical Spacing

3
SECURITY CLASSIFICATION
3
Number, Rank, Name and Decoration
Appointment
2
Tele
PRECEDENCE
2
Address
2
File Reference Date
3
Addressee’s Appointment
Address
2
(Through Proper Channel)
3
TITLE
3
Sir,
2
1. ......................................................
.................................................... .....
2
2. ....................................................
.........................................................
3

Yours faithfully
As Required
Appendix :
2
Enclosure :
2
Copy to : 3
SECURITY CLASSIFICATION
3

RESTRICTED
 RESTRICTED
183

MSD-7

FORMAL OFFICIAL LETTER

Definition

1. This letter is used for official correspondence as an official capacity, where

required by ceremony and custom. It is always addressed to an appointment. Some of
the occasions when this may be written are :-

(a) Letter to an Adjutant or Officer Commanding of a unit or the

Commander or a Senior Staff Officer of a formation on receipt of a posting to
that unit or formation.

(b) Submission of proceedings of a Court of Inquiry or Board of Officers, if

nominated as Presiding Officer of the same by name.

Layout

2. Layout of a Formal Official Letter is given at Appendix A to this lesson.

Questions :-

1. Define Formal Official Letter ?

2. Draw an outline layout of a formal official letter ?

3. Draft a formal official letter on behalf of Major Ranjit Singh, Presiding Officer,
addressed to the CO of your Regiment, submitting the Court of Inquiry proceedings.
Other details are imaginary. Follow correct minor SD.

RESTRICTED
 RESTRICTED
184
Appendix A
(Refers to Para 2 of MSD-7)
LAYOUT OF A FORMAL OFFICIAL LETTER
Vertical Space

3
SECURITY CLASSIFICATION
3
Tele : PRECEDENCE
2
Address

2 File Reference Date

3
Addressee’s Appointment
Address
3
TITLE
3
Sir,
2
1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . ………………………………………….
2
2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...................................................
3
Yours faithfully

(Name)
9
Rank

Appointment of

Signatory
3
3
Enclosures :
3
SECURITY CLASSIFICATION

RESTRICTED
 RESTRICTED
185

MSD-8

LETTER TO CIVILIANS

Definition

1. This type of correspondence is used between civil and military authorities. Letters
addresses to Government Civilian Officers will begin with the salutation’ Sir’ and for
non official civilian recipients these will commence with ‘Dear Sir’. In both cases it
will end with ‘Yours faithfully’. Which will be typed. In letter to civilians ‘Saka Era’
will be shown one space below the ‘Roman Era’. No abbreviation will be used except
those used universally like, eg, civ, mil and so on.

Layout

2. Layout of a Letter to Civilian is given at Appendix A to this lesson.

Important Notes

3. The file reference remains in line with Roman calendar and subsequent spacing
taken from the Saka calendar.

4. Unlike the demi official letter the salutation and conclusion are typed.

5. In case copies are forwarded to others and enclosures are enclosed, same rules
apply as for as service letter.

Questions :-

1. Define Letter to Civilian ?

2. Drawn an outline layout of letter to civilian ?

3. You are an ‘Accounts’ Clerk of 4 Inf Bde. Write a letter to M/s Army Stores
Ltd, 3 Sainik Colony, Mumbai, asking them to supply Qty 800 of Net Mosquitoes, as
their sample has been approved by your unit. Other details are imaginary. Follow
correct minor SD.

RESTRICTED
 RESTRICTED
186

Appendix A
(Refers to Para 2 of MSD-8)

LAYOUT OF A LETTER TO CIVILIANS

Vertical Spacing

3
Telephone :
Defence Service Staff College
Wellington – 643231
2
DSSC/334/18 Jul 2012
Maga 1897
3
The Manager,
Metal Industries Ltd
16, Avanashi Road
Coimbatore
3
SUPPLY OF NAME TABS
3
Dear Sir,
2
1. Please refer to your letter No. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . .
2
2. Your offer has been.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..............................................................
3
Yours faithfully,
As required
Normally 9
( NK Kaushik )
Major
Quartermaster
For Commandant
3

Enclosure : Sample
3

RESTRICTED
 RESTRICTED
187

MSD-9

GOVERNMENT OF INDIA LETTERS

Definition

1. The correspondence which is used in Government of India, Ministry of

Defence Offices to Service Headquarters.

Layout

2. Layout of Government of India letter is given at Appendix A to this lesson.

Questions :-

1. Define Government of India Letter ?

2. Draw on outline layout of a Government of India Letter ?

RESTRICTED
 RESTRICTED
188
Appendix A
(Refers to Para 2 of MSD-9)
LAYOUT OF A GOVERNENT OF INDIA LETTER
Vertical Spacing

3
File Reference
2

Government of India
Ministry of Defence
New Delhi 1100112

July 2004
Maga 1897

3
To,
2
The Chief of the (Service Concerned)
3
CENTRE HEADING/TITLE
3
Sir,
2
1. ............................................
2
2. The expenditure involved is debatable to Main Head. . . .
Sub Head . . . . . . . . . . . . . . . of the Defence Service Estimates.
3

Yours faithfully,
As Reqd
Under Secretary to the Government of India
3
Copy of the above forwarded to :-
2
1. CGDA, New Delhi
2. DADS, New Delhi
3. DDADS, MUMBAI.
4. CDA (Concerned – 3 copies one signed in ink.
5. DFA (Concerned).
3

RESTRICTED
 RESTRICTED
189

MSD-10
SERVICE NOTES

Definition

1. A service note meant for correspondence between various branches,

directorates or sections of headquarters or sub units of a unit. It is never used for
correspondence with outside formations/units.

Layout

2. Layout of Service Note is given at Appendix A to this lesson.

Important Notes

3. Originator Heading.

(a) The specimen shown in the layout is an intra-branch note. For an inter-
branch note the heading would include the branch as shown below:-

GENERAL STAFF BRANCH

(MO-5)

(b) For an inter service and Service/Ministry note, the heading should
include the headquarters and branch as under:-

ARMY HEADQUATERS
GENERAL STAFF BRANCH
(MO-5)

(c) When a note is designed by a principal staff offr, his appt is shown in
lieu of the branch, example :-
NAVAL HEADQUARTERS
CHIEF OF PERSONNEL

(d) When as Assistant Chief of Staff or director personally signs a note his
appointment is shown in lieu of section as follows:-

AIR HEADQUARTERS
DCAS’s BRANCH
(ACAS (OPS)

RESTRICTED
 RESTRICTED
190
(e) In the heading, the section or appt (below that of principal staff offr), is
to be abbreviated and placed in brackets as illustrated above.

4. Addresses.

(a) Service notes may be addressed to branch/directorates/sections or

appointments.

(b) The layout for address will be as indicated in Para 1(d) above except that
it may be written in one line as illustrated below :

‘Naval Headquarters/Material Branch/DME’

(c) In case the note is required to be addressed by name to an offr, his rank,
initials and name will be typed with the prefix ‘Attention’ (all within brackets)
below the address as shown:

Air Headquarters/AOA’s Branch/DPO

(Attention Air Cmde XYZ)

5. ‘Attachments’ and or ‘Copy to’ (if any) follow normal order and vertical
spacing.

Questions :-

1. Define Service Note?

2. Draw an outline layout of a Service Note?

3. You are an ‘A’ Branch Clerk of 12 MECH INF. Write a service note to sub
units of your unit, asking them to forward list of personnel of their sub units with
details of blood group and bank joint account. Other details are imaginary. Follow
correct minor SD.

RESTRICTED
 RESTRICTED
191
Appendix A
(Refers to Para 2 of MSD-10)

LAYOUT OF A SERVICE NOTE

Vertical Spacing

3
SECURITY CLASSIFICATION

3 Tele : DEGREE OF PRECEDENCE

2
62974/24/MO5 Aug 2004
3

MILITARY OPERATION DIRECTORATE

(MO – 5)
3
RAISINGS - ARTILLERY UNITS
3

1. Refer to your note No 37842/31/SD2, dated 21 Jun 2001 and further our
note of even No dated 18 Jun 2001.
2
2. The operation necessity of . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . .
2
3. In view of the above . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..

As
required
(Normally
9)
( PK Sharma )
Lt Col
GSO – 1
3
SD-2
2
Arty –2
3
SECURITY CLASSIFICATION
3

RESTRICTED
 RESTRICTED
192

MSD-11

NOTE SHEET AND NOTES ON A FILE

Definition

1. Notes on a file are the normal means of conducting discussions, conveying

instructions/decisions, passing opinions and recording correspondence/conversations
that constitute the routine run of business within a headquarters or unit. It is never
used for external communications with other units.
Layout

2. Layout of a Note Sheet/ Notes on a file is given at Appendix A to this lesson.

Important Notes
3. A wide margin is printed/ruled on both sides of a note sheet.
4. The note sheet bears the same security classification as the file.
5. The file reference is typed commencing from the left hand margin on the first
page only. It may be noted that the first page of the note sheet is not numbered.
6. On the right hand side of each page a narrower margin, titled `Enclosure Number`
(Encl No), is provided. Encl No is in line with the file reference on the first page and
on subsequent pages maintains the same vertical spacing in relation to the security
classification/top of the page.
7. Note numbers consist of Arabic numerals and are underlined to differentiate
them from the page number.
8. The normal rules of vertical and horizontal spacing apply.
9. Enclosures are numbered in relation to their respective notes. It may be
observed that the first enclosure relates to Note I and is numbered as 1A. In case the
enclosure has an attachment, the latter bears the same number but is suffixed with the
capital letter B,C and son on e.g. Note 3 Encls 3A and 3B and so on.
10. Single paragraphs in the noting are not numbered but if more than one
paragraph is used, they are numbered: see Note 4 of the layout.

11. The subscription follows the normal conventions of name, rank, and
appointment and is followed by the date and telephone number.

RESTRICTED
 RESTRICTED
193

12. The addressee (s) are underlined.

13. The fourth enclosure in this format is Encl 6A as it relaters to Note 6 and not to
Note 4.

14. A `Note of Action` records particular action taken by a staff officer.

15. If there are two or more addressees, their designations are entered on below the
other at an interval of two vertical spaces, in which it is necessary for them to receive
the note.

16. If a number of replies are received in response to any particular letter/service

note sent the replies to it will be docketed in separate notes and will be allotted encl
numbers accordingly.

17. It should be noted that every enclosure in a file whether incoming or outgoing
will bear an enclosure number and will be docketed under the related note on the note
sheet. Thus a note sheet also becomes an index of the contents of a file.

Questions :-

1. Define Note Sheet/Notes on a File?

2. Draw an outline layout of a Note Sheet/Notes on a File?

RESTRICTED
 RESTRICTED
194
Appendix A
(Refers to Para 2 of MSD-11)
LAYOUT OF A NOTE SHEET AND NOTES ON A FILE
(AIR HEADQUARTERS FILE)
Vertical Spacing

3 SECURITY CLASSIFICATION
3
Encl No
HQ/C/ 20601/7/Org
2 1

3 Letter No WC 2003/7/Org dated 14 Jan 2003 from HQ WC (Q) requesting 1A

provision of a Swimming pool at Chandimandir Cantt.
2
2
Letter No HQ/WC 20601/7/Org dated 24 Jan 2003 to WC (Prov) requesting 2A

present position of non public fund account and percentage of funds that can
be spared from them.
3
3
Letter No WC/2002/7/Org dated 03 Feb 2003 stating that no parts of the cost 3A
can be met from non-public fund and enclosing a statement of account of 3B
the fund as on 01 Feb 2003.
3 4
1. Ref Encls 1A, 3A and 3B.
2
2. In accordance with MOD letter No 3061/7/Org (Q) dated 16 Oct 03 all
proposal for swimming pools is to be considered individually.
2
3. Reasons given in Encl 1A are valid and it is recommended that
Chandimandir Cantt be provided with a swimming pool as part of welfare
and amenities.

2 4. The cost can be met from the amenity grant and work can be sanctioned
under the financial power of GOC-in-C West Comd .
2
5. Your concurrence is requested.
As
required
Normally ( SK Rambir )
Lt Col
D Org
12 Aug 2004

SECURITY CLASSIFICATION

RESTRICTED
 RESTRICTED
195

MSD-12
STAFF PAPERS

Definition

1. Staff papers are those which do not come under service correspondence or the
orders and instructions. The following are the types of staff papers:-

2. Types of staff Papers

(a) Appreciations.

(b) Service Papers.

(c) Statement of Case.

(d) Agenda

(e) Minutes of meeting/conf

(f) Brief.

(g) Tour notes.

(h) Notices.

(j) Graphic Presentations.

3. Specimen of all the above papers have been discussed in details in the Pamphlet
JSSD Manual Volume – I( Service Writing) 1973. Out of the above, specimen of all
the staff papers except ‘Appreciations’ and ‘Graphic Presentations’ are discussed in
subsequent lessons.

Questions :-

1. Define Staff Papers ?

2. How many types of staff papers are there ? What are they?

RESTRICTED
 RESTRICTED
196

MSD-13
SERVICE PAPERS

Definition

1. The service paper is the most common form of service document used to
present staff conclusions and arguments on which such conclusions are based. To do
so, the problem, if any, must be clearly defined, the details set down , examined,
relevant conclusions drawn and perhaps recommendations made.

Objective

2. A service paper may be written :-

(a) To provide info or to set down facts for the record.

(b) To persuade and to convince.

(c) To examine an existing or potential problem and to suggest a solution.

(d) For the personal enlightenment of an individual or to deal with a

problem for the entire staff needs an answer.

Basic Principles

3. The basic principles to be observed while preparing the service paper are :-

(a) The paper must contain all the matter the reader needs.

(b) Facts and arguments must be marshaled logically.

(c) Any assumptions must be stated clearly.

(d) The conclusions must be drawn objectively and must appear as the
evident and inevitable consequences of all that has been stated in the body.

Layout

4. Layout of a Service Paper is given at Appendix to this lesson.

RESTRICTED
 RESTRICTED
197
Appendix A
(Refers to Para 4 of MSD-13)
LAYOUT OF A SERVICE PAPER

SECURITY CLASSIFICATION
2351/GS(Trg)
Only Copy
CHANGES IN THE ARMY STAFF SYSTEM

INTRODUCTION

1. The staff system in our Army has followed the British pattern, which itself has
Remained almost unchanged since it was established after the Boer War.

2. The present staff system has numerous drawbacks which have

been………………….
AIM

3. The aim of this paper is to recommend whether we should retain our present staff
system and cronology followed by most of the modern armies of the world.

STAFF SYSTEM

Branches of the Staff

4. Out staff
system………………………………………………………………………..

5. The General Staff

Branch……………………………………………………………….

6. The Adjutant General’s Branch ………………………………………………….

(a) ……………………………………………………………………………….
(b) ………………………………………………………………………………

Comparison with the Continental System

. 7. ……………………………………………………………………………………….

8 ………………………………………………………………………………………..

SECURITY CLASSIFICATION

RESTRICTED
 RESTRICTED
198

MSD-14
STATEMENT OF CASE
Definition

1. A statement of case is a special type of staff paper used to submit and justify a
proposal and to get approval from the competent authority.

Objective

2. Some of the examples are, to obtain approval for :-

(a) The adoption of a new or revised establishment

(b) The upgrading in rank of appt.

(c) The introduction of new eqpt.

(d) The introduction of spl or extraordinary administrative measures with

financial effects.

Layout

3. Layout of a statement of case is given at Appendix A to this lesson.

Important Notes

4. In the layout of a statement of case the following sequence is to be noted :-

(a) A statement of case is always forward under a covering letter or note,

and hence does not have a superscription or subscription. However, the
sponsoring agency is always indicated in the title.

(b) Other conventions of service writing will apply. If it has any

Appendices or Annexure, these will be listed immediately below the title.

(c) Like any service document, a statement of case bears a title which
commence with the words, ‘STATEMENT OF A CASE FOR ……… (give the
broad proposal involved) ….(and ends with)….., By…….. (give sponsoring
agency).

RESTRICTED
 RESTRICTED
199
(d) Centre headings will be as under :-

(i) INTRODUCTION (Background information and circumstances

leading to the proposal).

(ii) PROPOSAL (should be clear cut).

(iii) JUSTIFICATION (Complete details and valid justifications for

the proposal).

(iv) FINANCIAL EFFECT (Details of financial involvement in the

proposal).

(v) SUMMARY (Summary of all important points comprehensively

enough for specialist concerned to advise the ultimate sanctioning auth).

Questions :-

1. Define Statement of Case?

2. Draw an outline layout of a Statement of Case?

3. What are the objectives of preparing a Statement of Case?

RESTRICTED
 RESTRICTED
200

Appendix ‘A’
(Refers to Para 3 of MSD-14)
LAYOUT OF A STATEMENT OF CASE

SECURITY CLASSIFICATION

STATEMENT OF CASE FOR THE PROVISIONING OF ADDITIONAL

ACCOMMODATION (CLASS ROOMS IN TRAINING WING) BY
CLERK TRAINING SCHOOL, 3 EME CENTRE, BHOPAL

INTRODUCTION

1. ....................................................................

2. ....................................................................
PROPOSAL

3. ....................................................................

JUSTIFICATION

4. . . . . . . . . . . . . . . . . . . .. . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

5. ....................................................................

FINCNCIAL EFFECT

6. ....................................................................

SUMMARY

7. .............................. .....................................

SECURITY CLASSIFICATION

RESTRICTED
 RESTRICTED
201

MSD-15
AGENDA AND MINUTES OF A MEETING /CONFERENCE
Definitions

1. Agenda. Agenda is a staff paper on the points to be discussed in a meeting/

conference are listed. It is issued well before a planned conference, so that those
attending can collect and collate the necessary information.

Minutes of a Meeting /Conference

2. Compilation of points discussed, the decision made and the action required in a
conference or meeting is known as minutes.

Aim

3. Minutes should prepared in such a way that a person who has not attended the
conf should be able to understand the reason for a particular decision. It must show
clearly who has to take action and should indicate the date by which action is to be
completed. A good minute should be brief and self-contained. A secretary should
note down the important points which the meeting is in progress. Draft minute
should be submitted to the Chairman within 48 hrs for approval.

Layout

4. Layout of Minutes of a Meeting/Conference is given at Appendix A to this

lesson.

Important Notes

5. The security classification should be given to each item of the mtg conference;
because each item is to be progressed separately. This will be given just below each
item in brackets. The highest security classification will be given to the minute. Each
item will be numbered with block roman numerals. This is to distinguish them from
paragraph numbers.

6. The tele No (of the Secretary) is in line with the precedence (if any), copy No,
if applicable, appears below the precedence. The file ref and date are in line with each
other.

RESTRICTED
 RESTRICTED
202
7. The rank, name, decoration and appt of those who attend are listed according to
their rank or in the seniority of their appt. It is customary to denote Chairman first
and secretary last.

8. Among inter service offrs of the same rank and appt the order of precedence of
listing will be in accordance with seniority of service, ie Army, Navy and Air Force.

9. If civilians attended, their names will be listed imdt below their service
equivalents.

Questions :-

1. Define Agenda ?

2. Define Minutes of a Meeting/Conference ?

3. What are the aims of Minutes of a Meeting/Conference ?

4. Draw an outline layout of Minutes of Meeting/Conference ?

Appendix A
(Refers to Para 4 of MSD-15)

RESTRICTED
 RESTRICTED
203

LAYOUT OF THE MINUTES OF A MEETING/CONFERENCE

3
SECRET
3
Tele :
PRECEDENCE

3 Copy No :

Aug 2006
File Reference
3
MINUTES OF A TRAINING CONFERENCE HELD AT
HQ NORTHERN COMMAND AT 0930 H ON 30 JUL 2004
3
The following were present :-
2
Lt Gen PS Joshi, GOC-in-C, AVSM North Comd -
Chairman
Maj Gen UN Sood, VrC COS
Brig TNS Yadav, SM SO (Ops)
Lt Col S P Kaushik SO (T) -
Secretary
3
INTRODUCTION

1. The Chairman opened the conference by welcoming all . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2. He emphasised the following: -

(a) ..............................................................

(b) ..............................................................

ACTION
INFO

ITEM I-FIRING PRACTICE

(CONFIDENTIAL)

SECRET

RESTRICTED
 RESTRICTED
204
Nagin Range

3. .........................................
...............................................

4. Decision It was decided SGO SO(OPS)

.. . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

ITEM II – SYLLABUS
(SECRET)

5. Amendments . . . . . . . . . . . . . . . . . . . . . SO(T) All

6. Decision. It was decided

7. .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

CONCLUSION

23. The Chairman concluded . . . . . . . . . . . . . .. . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . .

............................................ ..............................

24. Agreement with the minutes will be assumed unless amendments are received by
30 Aug 2001.

( SP Kaushik)
Lt Col
Secretary

Distribution No of Copies Copy No Method Remarks

........... .................. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..
........... ................. . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . .
.......... . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . .

File One 16

SECRET

MSD-16
BRIEF

RESTRICTED
 RESTRICTED
205

Definition

1. Brief is a staff paper which means to summaries a case. A brief must be

concise and perfectly alright.

Aim

2. A brief is generally prepared when :-

(a) A lengthy case (due to protracted correspondence) needs a

decision/order of the competent authority (may be even OC Unit).

(b) An officer desires to know a case fully before it is put up to higher

formation headquarters.

(c) An officer has to attend a meeting/conference for an agenda has already

been issued.

3. Normally a brief will be prepared by a staff officer to explain the essential of a

complicated case or a situation and to suggest certain course of action for a particular
problem. A brief should not be too much lengthy and at the same time should not be
too short. The writer should remember that the aim of the brief is to save the time of
the busy superior officer. Therefore, it should include all the salient points of the case.
A brief should always be typed in double space.

Layout

4. Layout of a Brief is given at Appendix A into this lesson.

Important Notes

5. The following principles should be adhered to while preparing the brief :-

(a) The security classification, degree of precedence, copy number (as

applicable), telephone number, file reference and data, all conform to the
normal conventions of service writing.

(b) The title of the brief should include the appointment for whom the brief
is prepared, ie, BRIEF FOR COMMANDER and so on.

RESTRICTED
 RESTRICTED
206

(c) The introduction should state clearly the purpose of the brief and how
the writer proposes to deal with the subject.

(d) Recommendations or a suggested course of action will always be given

unless otherwise stated by the person for whom the brief is being written.

Questions :-

1. Define Brief ?

2. What are the aims of preparing a Brief ?

3. Draw an outline layout of a Brief ?

RESTRICTED
 RESTRICTED
207
Appendix A
(Refers to Para 4 of MSD-16)

LAYOUT OF A BRIEF

SECURITY CLASSIFICATION

Tele : PRECEDENCE

File Reference Date

BRIEF FOR. . . . . . . . . . . . . . .
ON. . . . . . . . . . . . . . . . . . . . . .

Reference :- . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Appendix :- A. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

B . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .

Annexure :- Main File No . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..

INTRODUCTION
1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

BACKGROUND INFORMATION

3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . see encl 2A (Flag A).

4. . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
.
. . . . . . . . . . . . . . . . . . . . . at encl 9A (Flag B) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

AUTHORITIES CONSULTED

5. The following authorities have been consulted and agree that we . . . . . . . . . . .

(a) . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . .

(b) . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . see Flag A.

RESTRICTED
 RESTRICTED
208

CONSIDERATION OF THE PROBLEM

6. .................. ..................................................

7. .................. ..................................................
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Encl 25A refers (Flag C).

RECOMMENDATIONS

8. In view of the above, we should: -

(a) ..............................................................

(b) ..............................................................

(c) . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

9 .....................................................................
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . draft at Encl 29A (Flag D).

(Name)
Rank
Appointment

SECURITY CLASSIFICATION

RESTRICTED
 RESTRICTED
209

MSD-17
TOUR NOTES AND NOTICES
TOUR NOTES
Definition

1. The reports rendered by commander / staff officer on the conclusion of an

official visit to a unit or units are known as tour notes.

Layout

2. Layout of Tour Notes is given at Appendix A to this lesson.

NOTICES

Definition

3. A notice is used to convey an intimation or warning, to make an announcement

or to give information to a large number of personnel by being placed in a prominent
central location or being circulated.

Layout

4. Layout of a Notice is given at Appendix B to this lesson.

Questions :-

1. Define Notice ?

2. Draw an outline layout of Notice ?

3. Define Tour Notes ?

4. Draw on outline layout of Tour Notes ?

RESTRICTED
 RESTRICTED
210

Appendix A
(Refer to Para 2 of MSD-17)

LAYOUT OF TOUR NOTES

SECURITY CLASSIFICATION
Tele No :
Copy No

0123/GS/MT 1
Aug 2006

TOUR NOTES ON THE VISIT OF DGMTINTEGRATED HEADQUARTERS,

MINISTRY OF DEFENCE (ARMY) TO
DSSC WELLINGTON ON 11 AND 12 AUG 2004

ACTION INFO

ITEM I – PHASED INCREASE IN THE

COURSES CAPACITY

1. The Comdts proposals for the phased increase Addl DGMT(A)

MS of DSSC from 300 to 400 students officers were
DGSD discussed……….. It was agreed that this case
Addl DGQR should be entrusted to a study group.

ITEM II – INDUSTRIAL TOUR

2. The Comdt mentioned that the strength of

courses necessitates two trains……. The DGMT
apparently saw no difficulty in its acceptance
provided the per capita cost did not increase.

ITEM III - INSTRUCTIONAL STAFF

3. The Comdt mentioned that …. The DGMT Addl DGMT(A)

MS accepted these proposals. It was felt that the MS
Comdt DSSC will be required to implement all the proposals
……………………………..

(Name)
Maj Gen

RESTRICTED
 RESTRICTED
211

Disitribution No of Copies Copy No

MS One 1
DGSD One 2
DGMT Three 3 to 5
Addl DG(A) One 6

SECURITY CLASSIFICATION

RESTRICTED
 RESTRICTED
212
Appendix B
(Refers to {Para 4 of MSD-17)

LAYOUT OF A NOTICE

HANDICAP GOLF TOURNAMENTS

1. The Southern Command handicap golf tournament will be played at Pune Golf
Course on 30 Aug 2006 commencing at 1530 h.

2. All golfers who have entered their names for the various events are requested to
be present by 1455 h.

3. Mrs VK Sharma will distribute the prizes at 1800 h. Tea for all participants
and their wives will be served in the club annexure after the prize distribution.

(SK Tomar)
Brigadier
Captain of the Club

Aug 2006

Chief Patron……………….. Patron…………….

Sports Club………………..
Conference Room …….. . ..

(REMOVE AND DESTROY AT 0900 h On AUG 2004)

Copy to

Sports Club, Pune

RESTRICTED
 RESTRICTED
213

MSD-18

ABBREVIATIONS

Reference : (a) Joint Services Staff Duties Manual, Vol II, (Abbreviations) 1976
(for use in correspondence with Navy and Air Force also). AA Sec 122.

(b) Staff Duties in the Field, Appendix `C’ (Abbreviation) 2006.

(c) Staff Duties in the Field, Appendix D (Ammunition

Abbreviations) 1978 and AO 198/71.

(d) Manual of Documentation Procedure JCOs/OR 1992, Appendix

J ( Part II orders) 1999.
(e) Special Army Order 2/S/76 as amended vide AO 190/76.

Definition

1. Abbreviation is the process of shortening a word or a group or words by

expressing it on a shortest form. For example a single word "effective" is abbreviated
as "Eff". Similarly a Group of words "with effect from" is abbreviated as "wef". It
shows that a single word as well as a group of words can be abbreviated.
Advantages

2. Abbreviations have been evolved to save time and efforts. Abbreviations also
ensure economy in stationary and clerical labour. This can be achieved effectively
provided both the writer and the reader are familiar with the abbreviations used.
Abbreviations are intended to be a help. If one is not familiar with the abbreviations
that will be hindrance to him. Frequent use of abbreviations where permissible is,
therefore, a pre-requisite, if use of abbreviations are to help and not a hindrance.
General Rules for using Abbreviations

3. Use of Abbreviations. Abbreviations can be used in all service

correspondence, staff papers orders and instructions including titles and centre
headings. Abbreviations to be used in signal message writing will follow the
instructions laid down in the Pamphlet "Joint Message Writing Procedure 1966 (JTC-
3)".

RESTRICTED
 RESTRICTED
214
4. The use of abbreviations is authorised in correspondence between command
Headquarters and lower headquarters of static or field formation, except in documents
meant for civilians including `defence civilians`, or dealing with legal or financial
matters. .

5. When corresponding with civilians, the use of service abbreviations should be

avoided (excel universally user abbreviations like, e.g., i.e. ,lb., Rs and so on).

6. In service writing, abbreviations fall into two main categories, namely :-

(a) Inter Service. Those in correspondence with the other two services, i.e.
Navy and Air Force and include abbreviations universally used, as explained in
the Concise Oxford Dictionary. While writing to other services, use of
abbreviations will be restricted to those officially approved in JSSD Manual,
Volume - II.
(b) Intra Service. Those used in correspondence within a particular service
and therefore not always familiar outside it. Certain existing abbreviations;
have undergone changes consequent to the issue of JSSD vol II. To avoid one
word having two abbreviations, therefore, the new abbreviations will be used in
Inter Service Correspondence (Service Writing) also. Staff Duties in the field,
Appendix C- 2006 is amended suitably and brought upto date.

Plurals

7. To indicate plurals of abbreviations, the letter ‘s’ will be added at the end or at
the appropriate place. The letter ‘s’ will never be used as a capital letter to make the
abbreviated word as plural, for example :-
(a) Coln - Colns.
(b) GOC - GOsC and not GOSC.
(c) 2IC - 2sIC and not 2SIC.
(d) TEWT - TEsWT and not TESWT.
8. In abbreviations, which are condensations of full words, addition of letters ‘s’
at the end will indicate plurality, eg, `tps` and `Btys`.
9. Letter ‘s’ will not be added to abbreviations, which are capable of both singular
and plural meaning according to the context or are incapable of plurality, e.g. ‘cas’,
‘HQ’, ‘res’, ‘OR’, ‘h’, ‘rfn’, ‘PW’, and ‘FT’ .

RESTRICTED
 RESTRICTED
215
10. When abbreviations are in the possessive plural or collective sense, no
apostrophe need be inserted: instead, the addition of the small alphabets` will suffix to
indicate the precise meaning within the context of the sentence. For example:-

(a) JTCs and not JTC`s - (Possessive).

(b) COs and not CO`s - (Plural/Collective).
(c) GOsC-in-C - (Plural/Collective).
(d) GOC-in-Cs - (Possessive).
11. Full Stops. No full stops are used within or after an abbreviation, unless of
course, it happens to be the last word or a sentence.
12. Capital letters. Rules regarding use of block capitals and initial as given in
para 43 to 45 of Section 2 of JSSD Manual, Volume -I apply equally to abbreviations,
for instance:-
(a) Abbreviations composed of initial letters of words are to be written in
block capitals, for example. ACT for Air Control Team.

(b) When an abbreviated word has a small letter ‘s’ suffix to it to convey the
plural sense, these, all ‘s’ will be written as capital ‘S’ when the abbreviated
word is part of a title of centre heading: thus ‘h’ will be written as ‘H’ minefds
as MINEFDS` and so on, however, in cases where the small ‘s’ has been
suffixed to a capital letter which is an initial letter abbreviation (acronym) of
the words as in ‘COs’, ‘JCOs’, ‘AOs’ and ‘NCOs’ and so on. There are
chances of meaning not being clear misunderstood of the letter ‘s’ written in
capital, eg, ‘COS’, ‘JCOS’, ‘AOS’, ‘NCOs’, and so on. In such cases for the
sake of the clarity the letter suffix ‘s’ will be written as a small letter even when
used in a title or centre heading.

13. Abbreviations for Formations and Units. Command Headquarters will be

abbreviated as under :-

Command Abvn For Msg Only Short Form

Southern Command Southern Comd SOUTHCOM SC

Eastern Command Eastern Comd EASTCOM EC
Western Command Western Comd WESTCOM WC
Central Command Central Comd CENTCOM CC
Army Training Command ARTRAC ARTRAC ARTRAC
South Western Command South Western Comd SWCOM SWC

RESTRICTED
 RESTRICTED
216

14. While describing an independent formation (or unit) the word ‘independent’
will be abbreviated to `indep` when first used in a general sense and to (I) when used
to denote to specific formation or unit. For example :-

(a) Independent armoured brigade - Indep Armd bde.

(b) 13 Independent Armoured Brigade - 13 (I) Armed bde.

15. Unauthorized Abbreviations. Abbreviations may also be used if the meaning is

clearly indicated when first used, e.g. Private Branch Exchange (PBX), Estimated
Storage Life (ESL) and so on. In the subsequent paragraphs abbreviations only can be
used because in the first instance the meaning has been made clear to the reader.

Relevant Books/Orders

16. Different lists of abbreviations to be used in the Army are given in the
following pamphlets and manuals :-

(a) Staff Duties in the Field Appendix C, Abbreviations, 2006. This is a

General Staff publications. Lists of abbreviation given in these pamphlets are
used in service writing and signal messages.
(b) Staff Duties in the Field, Appendix D, Ammunition Abbreviations,
1978. This is also a General Staff publication. The field formations and units
while submitting reports and returns, messages and demand pertaining to
ammunition use lists of abbreviations mentioned in this pamphlet. These
abbreviations are always written in block capitals.
(c) Joint Services Staff Duties Manual, Volume II. Abbreviations, 1976.
This manual is approved by the Chiefs of Staff Committee and issued by order
of the Ministry of Defence. The aim of this publication is to standardize the
abbreviations to be used in inter service correspondence. For Intra Service
Correspondence (Service writing) abbreviations contained in this manual and
those contained in Staff Duties in the Field, Appendix C Abbreviations) will
also be used.

17. Abbreviations when used should be used throughout the whole paper or not at
all. A combination of abbreviations and full form in the same paper should be
avoided. It is necessary that authorized abbreviations should only be used where
permissible. Abbreviations if used constantly will be a help to the originator as well
as the recipient.

RESTRICTED
 RESTRICTED
217

Questions

1. What are the relevant books which can be referred for use of abbreviations ?

2. Define abbreviations ?

3. What are the advantages of using abbreviations ?

RESTRICTED
 RESTRICTED
218

MSD-19
APPOINTMENT CODES

References : (a) Staff Duties in the Field 1958.

(b) Joint Service Glossary 1966 (Total 1032 Terms).
(c) Glossary of Military Terms 1990 (Total 459 Terms).
Definition
1. To avoid disclosing the nature of a headquarters as well as the appoints by
referring to a special appointment, appointment codes are used. Appt codes are,
therefore, used to denote a particular appt of an offr in a Fd formation/unit.
Appointment codes are used on Radio Telephony (RT) and telephonic conversation in
to conceal the specific level of a headquarters. These codes are also used in signal
message.
Appointment Codes

2. The following appointment codes used in the Army :-

(a) Commander at all levels - TIGER

(b) Second-in-Command, Deputy Commandant - LAMB
(c) Unspecified Representative /LO - PEACOCK
(d) G Staff Officer - LION
(e) Intelligence Staff Officer - PIGEON
(f) 'A' Staff Officer - CAMEL
(g) ‘Q’ Staff Officer - PANTHER
(h) Armored Corps Representative - BISON
(j) Artillery Representative - BULL
(k) Engineer Representative - STORK
(l) Signal Representative - SPARROW
(m) Supply and Transport Representative - RABBIT
(n) Medical Representative - SHEEP
(o) Representative of RVC - CHAKOR
(p) Ordnance Representative - ELEPHANT

RESTRICTED
 RESTRICTED
219
(q) EME Representative - EAGLE
(r) Provost Officer - ROBIN
(s) Air Force Representative - HAWK
(t) Counter Bombardment Officer - GIRAFFE
(u) Mechanised Infantry representative - STAG
(v) Colonel A - CAMEL
(w) Naval Representative - SHARK

3. The word MINOR may be used any of these appt codes to indicate the deputy
of the holder of an appt for example; LION MINOR of a division headquarters would
be GSO 1 (Ops).

4. Appointment codes are always written in capital letters.

Questions:-

1. Define Appointment Codes?

2. What are the appointment codes which are presently used?

RESTRICTED
 RESTRICTED
220

MSD-20

MILITARY TERMS

Definition

1. A word or a group of words commonly used in the Army to define tactical and
administrative expression are called Military terms..

Aim and Advantage

2. The aim of using of mil terms is as under: -

(a) Save time and space when written.

(b) Easily understood by the recipient.

Books

3. Terms as applicable to all the three services are given in the pamphlet titled
‘Joint Services Glossary 1996’ which has been approved by the Chief of Staff
Committee and issued by the Ministry of Defence. This publication contains 1032
terms to be used by the defence services. These 1032 terms also include those given
in the ‘Glossary of Military Terms 1990’.

4. Military terms used in the Army are contained in a General Staff Publication
pamphlet ‘’Glossary 1966’’. The use of these terms is restricted to communications
exchanged within the Army. This pamphlet is set out in two parts as under :-

(a) Part I - Glossary of non-nuclear military terms (418 terms).

(b) Part II - Glossary of nuclear military terms (41 terms).

Common Use of Military Terms

5. All military terms being used in the Army cannot be discussed within the
limited time. However, a few common military terms often used in communications
are discussed as follows :-

RESTRICTED
 RESTRICTED
221

(a) Administration. The management and execution of all military matters

not included in tactics and strategy, primarily in the fields of logistics and
personal management and internal management of units.

(b) Administrative Area. Administrative area in which administrative units

and administrative echelons are located and from where they carry out their
functions.

(c) Air Defence. Measures designed to nullify or degrade the

effectiveness of attack by hostile aircraft, guided missiles after and other
airborne objects.

(d) Air Dispatcher. A person trained in the ejection of cargo from aircraft
in flight.

(e) Assembly Area. That area of ground, where attacking troops finally
link up with their co-operating units/sub units, and organize themselves for
attack.

(f) Back loading. The rearward movement of damaged equipment and

materials within a theatre of operations, such as vehicle casualty.

(g) Beyond Economical Repair (BER). A classification awarded to stores

and equipment when it is no longer economical to repair the same. Normally an
equipment is declared ‘Beyond Economical Repair’ when the cost of repairs to
it exceeds 50% of its book value.

(h) Beyond Local Repair (BLR). Classification awarded to stores and

equipment by a field repair workshop, when it is beyond its current repair
capability either due to lack of spares and tools or appropriate skill.

(j) Code Words. A pre-arranged secret signal word, used to provide

security cover to a particular to a classified matter and is used to convey
instructions and information. Code words may be names of plans, project, ,
documents, stores and equipment and phases or operations.. Code words are
issued by DGMI, (GSI (B)) Integrated Headquarters , Ministry of Defence
(Army) to Command Headquarters, Code words when taken into use will be
given assigned meaning. Both the code words and its meaning, which is
registered, will be given appropriate security classification.

RESTRICTED
 RESTRICTED
222
(k) Code Signs. A code sign is a secret and unique group of letters, or
letters and figures designed to conceal the identity of a formation/unit during
transmission of message over signal network. These are used :-
(i) In routine instrs on messages.
(ii) As a substitute for unit or formation names in address and text of
messages.
(iii) On radio telephony (RT).
(iv) To refer to headquarters, when speaking on telephone over
insecure lines. Code signs are changed every after 24 hours.
(l) Concentration Area. An area where the tps taking part in an operation
area are concentrated briefed and, if possible, rehearsed in their particular role.
(m) Corps Troops. Troops, assigned or attached to a corps, but not part of
any of the divisions that make up the corps.
(n) D Day. The day on which an operation begins or is due to beginning.
This may be the beginning of hostilities or of any other operation.
(o) Deployment. The action taken by a formation/unit to adopt a
predetermined formation for envisaged operations.

(p) Dispersal Area. An area, into which vehicles are directed after
crossing a major obstacle and where they need guides to take them forward to
their battle position.

(q) Evacuation. The movement of equipment/personnel casualty out of

theatre of operations.

(r) Field Area. An area, where troops are living and working as during
wartime, but open hostilities have not started though the possibility of open
hostilities exists.

(s) Forward Area. An area along the international border where armed
forces are physically deployed for protection of territorial integrity of the
country.

(t) H Hours. ‘H’ hour is the time for the start of an operation. All the
timings of that operation are fixed in relation to it. Hours proceeding or
subsequent to the time of commencement of an operation will be indicated as
under :-

(i) Three hours before ‘H’ hour - H minus 3

RESTRICTED
 RESTRICTED
223

(ii) Two hours after ‘H’ hour - H plus 2 When it is necessary to

indicate minute this must be stated. For eg, ‘H’ minus 20 mins, ‘H’ plus
20’ and ‘H’ plus 50 minutes or H+50.

(u) Harbour. An area, where a force lies up for any length of time to refit,
rest, re-organize and to be trained.

(v) Headquarters.

(i) Main Headquarters. That part of headquarters, which is principally

concerned, with the tactical control of the formation.

(ii) Rear Headquarters. The part of headquarters, which is

principally concerned with administrative control of the formation.

(iii) Tactical Headquarters. A small command element, which the

commander may set up, away from his main headquarters, in order to
exercise personal control of the battle or to maintain control during moves
of his headquarters.

(w) Martial Law. Suspension of civil administration and government by

military administration.

(x) ‘M’ Day. The day, which the move starts, is known as M-Day.

(y) Operational Area. The field area where open hostilities have started.

(z) ‘P’ hour. The time or drop of the first sticks of the main body in an air
borne operation is known as ‘P’ Hour.

(aa) Recovery. The process of extricating a vehicle or equipment from the

place where it has become disabled or defective and moving it to the first
place where repairs can be effected or from which it can be back loaded.

(ab) Situation Report. A periodic report giving the situation in the area of
operational responsibility of the reporting unit or formation.

(ac) Zone. An area of ground, stretching from one open flank of combat or
operations to the other and which must be specified. Such as combat zone,
defended zone or communication zone.

RESTRICTED
 RESTRICTED
224

Questions

1. Define Military Terms?

2. What are the advantages of using military terms?

3. What are the relevant books which can be referred for using military terms?

4. Define various common use of military terms?

RESTRICTED
 RESTRICTED
225

MSD-21
ORDERS AND INSTRUCTIONS
Types

1. Orders

(a) Standing Operation Procedures (SOP).

(b) Routine Orders.
(c) Warning Orders.
(d) Operation Orders.
(e) Confirmatory Notes.
(f) Movement Orders.
(g) Administrative and Logistic Orders.
2. Instructions.
(a) Directives.
(b) Planning Instructions.
(c) Operation Instructions.
(d) Administrative and Logistic Instructions.
OPERATION ORDERS
Definition
3. Operation orders are those orders issued by the formation in connection with an
operation.

Aim

4. The aim of these orders is to give the subordinate commanders the detailed
information regarding the following :-

(a) Situation. Primarily essential information.

(b) Mission. What is to be achieved.
(c) Execution. How it is to be achieved.

RESTRICTED
 RESTRICTED
226

Layout
5. Operation order will normally be SECRET or TOP SECRET. It should be
signed by the senior staff officer. Rules of minor SD remain same as for the service
paper.
6. It will be numbered as OO NO 1, OO NO 2 and so on, for each new operation.
No conformity written order should be issued at unit level.
7. Operation order will be acknowledged by signal by the recipients. It will be
destroyed within 20 days of the completion of operation.
OPERATION INSTRUCTIONS
Definition
8. Operation Instructions are those instrs, which are issued by the formation
commander in connection with particular operation when it is not possible to issue
operation order. Normally these contain the commander’s appreciation and his future
intention. As such, security is important and these are invariably be classified as TOP
SECRET. They may also be marked TO BE DESTROYED WHEN READ in
underlined block capital centrally below the security classification on the first page,
that is only when danger to there capture or compromise is involved.
Aim
9. The aim of operation Instr is convey the commander’s appreciation and his
future intention to his subordinate commands and also when it is not possible to issue
operation orders.
Layout
10. Operation instructions are commonly addsd to recipients by rank, name,
decorations and appointments and are invariably signed by the commander himself.
11. Copy number and telephone number will be in one line. The address of the
originator will be given on the right hand top corner, the date and the file ref should be
in one line. Operation instrs will be serially numbered as OPERATION
INSTRUCTION NO ……. .
12. Indication of the time will be given in the left margin in the last line of the
signatory block by words ‘The prefixed and hours suffixed’. It will be addsd by name
to the subordinate Cdr./unit Cdr. upto the rank of Lt Col. Where the unit Cdr is below
the rank of Lt Col, only extract of the op Instr as applicable will be forwarded.

RESTRICTED
 RESTRICTED
227

13. Difference between Operation Order and Operation Instruction is as under :-

OPERATION ORDERs OPERATION INSTRUCTIONs

(a) Orders by the formation (a) Orders by formation commander to

commander giving out situation, convey his appreciation and intention,
mission and execution when there is no time to issue the
operation order.

(b) Signed by the senior staff officer (b) Signed by the Commander himself

(c) SECRET or TOP SECRET in (c) Always TOP SECRET

nature
(d) Destroyed within 20 days of the (d) Normally destroyed after reading
completion of op.
(e) Addressed to HQ Fmn/Unit (e) Addressed to addressees by rank,
name, appointment and decoration but not
issued to Offrs below the rank of Lt Col
(f) Acknowledged by signal (f) Seen and withdrawn or destroyed.
message/radio. Issued to subordinate commanders
personally under own signatures

Questions :-

1. How many types are the orders and instructions divided into ? What
are they ?
2. Define Operation Orders and Operation Instructions ?
3. What are the aims of Operation Orders ?
4. What are the aims of Operation Instructions ?
5. What are the differences between Operation Orders and Operation
Instructions ?

RESTRICTED
 RESTRICTED
228

MSD-22

MESSAGE WRITING
PRINCIPLES AND TYPES OF MESSAGES

References : (a) Joint Message Writing Procedure 1966 (JTC - 3).

(b) Army Orders issued from time to time.

Definition
1. A message is a thought or an idea expressed briefly in plain or secret language
prepared in a form suitable for transmission by any means of communication.
Aim
2. The following are the aim of signal message:-
(a) Expeditious transmission.
(b) To ensure proper security.
(c) To achieve economy (being free transmission).
Principles of Message Writing
3. The following are the principles of message writing :-
(a) Accuracy. Instructions on message writing to be observed. All
information especially figures must be checked for accuracy before a message
is sent for transmission.
(b) Brevity. Text must be written in brief, unnecessary words to be
omitted. Do not sacrifice clarity for the sake of brevity. A message can be
lengthy but it must be clear in all respects.
(c) Clarity. All copies of the message must be legible. It may be written in
black lead pencil or indelible ink or typed. Ensure that text of the message
carries the same measuring as you want to convey. Military terms and
abbreviations used in the message must be clear in meaning.

(d) Security. Allot security classification as warranted by the text. It must

be remembered that greater the security longer the time be taken in
transmission. Security must be balanced against urgency.

RESTRICTED
 RESTRICTED
229

Types of Messages

There are four types of messages. They are:-

4. Single Address. A message addressed to only one addressee (action
addressee).

5. Multiple Address A message which is addressed to two or more addressees

(whether action or information addresses). In a multiple address message each address
is informed about the other addressee (s).
6. All Info Message/All add Messages. Presently in a multiple address message
when the originator feels that no addressee need to be informed about any other
addressee, the originator is required to add the words ‘All Info’ at the end of the Text.
Analysis of multiple address messages has revealed that in most cases the word ‘All
Info’ has been left out inadvertently by the originator. This apart from resulting in
considerable wastage of transmitting time in signal centres, is also a potential security
address messages will automatically be treated as ‘All Info’ message. If the originator
feels that all addresses need to be transmitted to each address, then the originator will
use the word ‘All add’ at the end of text.

7. General Message. Messages, which have wide standard distribution and

identifying titles, are called General Messages. Such messages are given serial No in
sequence.

8. Special Messages. When originators desire that their messages must receive
special attention, certain phrases are used in the beginning of the text. These
messages serve the same purpose as writing DO letters in military writing. Special
messages are explained in succeeding paragraphs.

9. Personal For. A message in which in the beginning of the text the words
‘PERSONAL FOR’ is written in block letters followed by the rank and name or
appointment of the officer to whom the message is intended. These messages receive
the personal attention of the officer for whom it is ‘Personal For’. These will be
treated as an ordinary message by the signals. In case the officer, for whom the
message is ‘Personal For’, is away from the unit/formation, action on the message
will be taken by the officer who officiates for him. Any officer can originate this
message.

RESTRICTED
 RESTRICTED
230

10. Exclusive. The message contents of which are not to be seen at any stage by
any one except the person for whom it is intended. Only specially designated persons
hand over these messages. The word ‘EXCLUSIVE’ is written in capital letters
followed by the rank and name or appointment of the officer in the beginning of text.
These messages are required to be classified and will be handled/dispatched as a TOP
SECRET message. Officer of the rank of Brigadier and above can originate this
message. DSO Cipher officer is empowered to substitute this as ‘PERSONAL FOR’
instead of “EXCLUSIVE” if the message is not prepared in accordance with the
instructions on the subject.
11. Exercise Messages. Messages during and relating to training exercise are
called Exercise Message and are prepared and handled in the normal manner. To
identify such messages and to avoid any alarming situation such messages will have
the word ‘Exercise’ followed by the nickname of the exercise in the beginning of the
text.

Submission of Demand for Supply by Air

12. QQ Messages. Whenever any stores/equipment are required by a information

by air dropping in an emergency, a special message is originated for the purpose,
which is known as QQ message. The QQ Message is divided into two parts. Part I
have no security value to the enemy is sent in clear, while Part II is sent in cipher.
Part I give a list of stores required in terms of vocabulary code laid down. Part II is
given in Code Words giving details about date, time, place GR, DZ and so on. All
demands will bear originators number preceded by the letters QQ. The originator’s
number will be given as 1,2,3 and so on daily, e.g. QQ 1,QQ2 and so on.

13. QK Messages. When a QK message is an understood and accepted by the

addressee, it is acknowledged. The acknowledgement message is known as QK
message, QK message is either acceptance of the demand or alters them to suit the
availability of transport, aircraft and stores. These messages are also given
originator’s number 1,2,3 and likewise with QK letters prefixed e.g. QK1, QK2,
QK3 and so on. It is also divided into two parts. Part I include info required by the
unit demanding stores to enable it to receive the drop. Part II includes info, if stores
demanded are no immediately available and details of any special items to be dropped.
Part I am always sent giving suitable security classification, whereas Part II may be
unclassified according to its contents.

RESTRICTED
 RESTRICTED
231

Questions:-

1. Define message writing?

2. What are the aims of message writing

3. What are the principles of message writing?

4. How many types of messages are there? What are they?

5. How many type of special messages are there? What are they?

6. What do you understand by QQ messages and QK messages?

RESTRICTED
 RESTRICTED
232

MSD-23

COMPLETION OF MESSAGE FORM

Reference : (a) Pamphlet “Joint Service Message Writing 1966’’.

(b) AO 801/73, 131/74 and 393/94.

Form Used

1. Army from IAFU-4009 (Large and Small) is used for message writing.

Degree of Precedence

2. Precedence Action. Degree of precedence to show an urgency of the text for

action by the action addressee is shown in this column.

3. Precedence Information. Degree of precedence to be inserted if message is

also urgent for the info address. Otherwise this space is to be left blank as
DEFERRED is already printed.

4. Precedence will be entered by the releasing officer in his own hand writing and
initialed. This measure is introduced vide AO 131/74 to avoid heavy flow of
OPERATIONAL IMMEDIATE and PRIORITY messages. It should be remembered
that messages are processed and transmitted and delivered by the signal centres in the
order received and ahead of all lower degree of precedence messages. Therefore, it is
essential that precedence be given to a message judiciously.

5. Degree of precedence given in messages are :-

(a) FLASH .

(b) EMERGENCY.

(c) OP IMMEDIATE.

(d) PRIORITY.

(e) ROUTINE.

(f) DEFERRED.

RESTRICTED
 RESTRICTED
233

6. Authorities empowered to award the degree of Precedence are :-

(a) FLASH. Chief of the Army Staff, General Officer Commanding in
Chief, Vice Chief of Army Staff and Director General of Military Operations.
(b) EMERGENCY. Staff Officers of the rank of Lieutenant General, Staff
Officers of the rank of Major General when specifically authorised by the Vice
Chief of the Army Staff or the Army Commander, Chief of Staff Corps,
Commanders of formations down to Brigade Headquarters and equivalent.
Personal whose duty is to report the presence of enemy aircraft.
(c) OP IMMEDIATE. Unit Commanders of the rank of Lieutenant
Colonel/ Colonel, Staff Offrs of the rank of Colonel, General Staff Officer
Grade I (Operations) and Bridge Majors, Duty Officer Operations Room and
Officer-in-Charge Signal Centre .
(d) PRIORITY. Staff Officer of the rank of Lieutenant Colonel, Signal
Officer when dealing with matters affecting communications, unit commanders
below the rank of Lieutenant Colonels, Station Staff Officers, Superintendent
and Officer-in-Charge Ordnance factories and technical development
establishments.
(e) ROUTINE and DEFERRED. Any Officer.

Date and Time Group

7. Date and Time Group will be shown in six figure group, the first two
representing the date and the remaining four the time. Time group is completed by the
Signal Centre.

Address

8. Address will be written as under: -

(a) From. In this block enter the designation of the unit or formation
originating the message.

(b) To and Information. To and information addressee may be designated

as either ACTION or INFORMATION. Action addressees are written in the
‘TO’ space and information addressees in the ‘INFO’ space.

RESTRICTED
 RESTRICTED
234
Security Classification

9. This column must always be completed before a message is sent to Signal

Centre. Messages must be allotted security classification as justified by the text. TOP
SECRET, SECRET, and CONFIDENTIAL and RESTRICTED are the security
classifications given to messages. When a message does not justify any security
classification, it will be marked as unclassified (UNCLAS).

10. To avoid breaches of security by addressing an UNCLAS message to a number

of addresses, thus disclosing ORBAT, it should be ensured that at the end of the text
“disseminate orders all concerned” will be mentioned.
AO 01/73
11. Irrespective of the subject matter, signal messages containing the names of
officers will be accorded security classification NOT lower than RESTRICTED as
under :-

(a) Lt Col and above - Formations/Units on APO address

(b) Major General and above - All cases.
AO 131/74
Originator’s Number

12. The number given to a message by the originator for identification is called
originator’s number. Formation headquarters (Command Headquarters and below)
and units have to use four digits with prefix ‘O’, ‘I’, ‘A’ or ‘Q’ for subject matters of
“G Subjects”, Intelligence/Security Subjects, “A Subjects” and “Q Subjects”
respectively. Originator number block is from 1000 to 9999 for each subject which is
published in AO 393/74. These blocks are further sub allotted to various section of
the branch/office.

13. Normally units of the Arms (Armored Corps, Artillery, Engineers, Infantry)
will give originator’s number according to subject matter of the message. Signals will
prefix ‘O’ irrespective of the subject matter. In the case of Services there are two
types of Services, ‘A Services’ and ‘Q Services’, who will prefix ‘A’ and ‘Q’
irrespective of the subject matter. A and Q services are as under: -
(a) ‘A’ Services
(i) Army Medical Corps.

(ii) Army Education Corps.

(iii) Intelligence Corps.

RESTRICTED
 RESTRICTED
235
(iv) Corps of Military Police.

(v) Army Physical Training Corps.

(vi) Defence Security Corps.

(vii) Army Dental Corps.

(viii) Military Nursing Services.

(ix) Recruiting Organisation

(b) ‘Q’ Services

(i) Army Service Corps.

(ii) Army Ordnance Corps.
(iii) Corps of Electronic & Mechanical Engineers.

(iv) Remount Veterinary Corps.

(v) Army Postal Service.

(vi) Military Farms.

14. In the case of message originated by Integrated Headquarters , Ministry of

Defence (Army), originator’s number is given in six digits with suffix of the office of
origin. The block used of Integrated Headquarters , Ministry of Defence (Army) is
given in AO 422/73.
Special Instructions
15. In this space the following can be written :-
(a) By letter telegram.
(b) Liable to publication.
(c) NOT by Radio.

16. The above instructions are given by the originator as and when warranted to
facilitate handling by the signal centers.

17. Letter Telegrams. A letter telegram is a message prepared as a signal but sent
through SDS in a letter form. The originator will prepare the message on a signal

RESTRICTED
 RESTRICTED
236
message form and mark it prominently as LETTER TELEGRAM in block letters in
the space provided for ‘Special Instructions’. The message will be enclosed in an
envelope and marked REGISTERED SDS on top right corner and LETTER
TELEGRAM on the top left hand corner of the envelope. In multi an address
messages when this mode of transmission is considered necessary only and disposes
them off as indicated above.
AO 801/73
Text of the Message

18. The body of the form where the actual message is written is known as text of
the message. The text must be brief and clear. Authorised abbreviations will always
be used in messages. A full stop will be written as (.). No full stop is required at the
end of the text. Text will be written in small letters. Initial capitals are NOT used in
the beginning nor after a full stop.

19. If an acknowledgement is required from action addressees ‘ack’ will be written

at the end of the text. If acknowledgement is required from both ‘action’ and
‘information’ addressees ‘all ack’ will be written at the end of the message.
Page to Pages
20. In a long message when more than one sheet of message form is used, this
space will be filled to enable signals to check that the message is complete and is
transmitted in correct sequence.
Refers to Message (Yes/No)

21. One of the two cages/boxes ‘YES’ or ‘NO’ is to be ticked only if there is any
previous reference of a signal, which is quoted in the message as reference. If there is
no reference of any previous signal message these two cases are to be left blank.
These two cases are not meant to show that a message initialed is classified or
unclassified as that is already shown in the column security classification.
Drafter’s Rank and Name
22. In this column the rank and name of the officer (and not of the Clerk/
JCO/NCO) who has drafted the text of the messages is to be shown. The drafter can
be junior in rank than the releasing officer, as the drafter himself may not be
authorized to release a message. For queries to be expeditiously attended to, it is
necessary to indicate the officer responsible for drafting the message.

RESTRICTED
 RESTRICTED
237
Releasing Officer.

23. The officer who authorises a message for transmission for and on the name of
the originator (by signing the message) is the releasing officer. A message cannot be
accepted by the SIGNALS unless it is signed. Rubber stamp signatures are not
accepted. Releasing officer is finally responsible for the correctness of the message.
In case releasing officer is not the drafter, then the rank, name, appointment and
telephone number of the releasing officer will also be mentioned in the column/space.

Time of Release (TOR)

24. The actual time of signing the message is given in his own hand by the
releasing officer. Messages will not be post timed. The space which is indicated by a
heavily ruled line at the top of the message form is provided for use by
communication centre/signal centre personnel only. It includes space for :-

(a) Message Instructions.

(b) Prefix.
(c) GR.

25. No entries are to be made in this space at the time the message is prepared.

Questions:-

1. What is the Army standard form used for message writing ?

2. Who are the authorities empowered to award various degrees of precedence to

signal messages?

3. What are the prefixes used in originator’s number of signal messages

by various Branches /offices ?

4. Who is the releasing officer of a signal message ?

RESTRICTED
 RESTRICTED
238

MSD-24

MESSAGE WRITING - GENERAL POINTS

Use of Capitals

1. The following will always be written in capital letters in messages: -

(a) Single letter - P, J & K , if appear in msg alone.

(b) Code names - Code words, appointment codes, nick names.

(c) Directions - RIGHT, LEFT.

(d) NO and NOT

(e) Proper names - Name of a person, place.

(f) Heading of a report - SITREP, INTREP.

(g) Special messages - PERSONAL FOR, EXCLUSIVE, EXERCISE

(h) Coordinal points/ - NORTH, SOUTH, WEST OR NW, SW , NE,

intermediate points of SE etc.
compass

Punctuation Markers

2. The following punctuation marks will only be used in messages: -

(a) Hyphen - -

(b) Brackets - ()

(c) Full stop - (.)

(d) Oblique/stoke - /

RESTRICTED
 RESTRICTED
239
(e) Comma - comma

(f) Quotation marks - Quote and unquote.

RESTRICTED
 RESTRICTED
240

3. Signs. The following signs will be not used in signal message :-

(a) Under line - _____________

(b) Roman numerals - I, I I, III

(c) Mathematical signs - +, x, =

(d) Points - .

Manuscript

4. Messages when prepared in manuscript must conform to the layout of the

printed form.

Number of copies

5. Signal centers will required three copies (one for addresses plus two copies).
One additional copy of each addressee.

Addressees

6. No telephonic address except for Integrated Headquarters , Ministry of Defence

(Army) (INDARMY) and Command Headquarters (NORTHCOM, CENTCOM) will
be written. No location to be given. ‘By originator’, to be mentioned against the
local addresses.

Superfluous Words

7. The prepositions/conjunctions/words, such as, “ and, but, for , in, on, because,
the, please” should as far as possible be avoided in the text of a message unless these
are essential to the meaning.

Abbreviations

8. Authorised abbreviations to be used. It saves time and space in typing and

transmitting a message.

Repetition

RESTRICTED
 RESTRICTED
241
9. A word in a message is repeated to prevent errors and not only to emphasis.
Words are repeated by writing the word again such as “Sand Model repeat Sand
Model”. Figures/numbers are repeated in brackets as 55 (55).
References

10. Reference to any previous correspondence to be quoted as ‘your’, ‘my’ four or

third party’s abbreviated title followed by identification No of the correspondence.

11. When classified message is referred to in an unclass message, the security

classification must not be lower than RESTRICTED. However, sig may be originated
as unclassified provided they only consist of the words/phrases listed below :-

(a) Acknowledged.

(b) Agreed .

(c) Approved .

(d) Confirmed .

(e) NO .

(f) NOT approved .

(g) Yes .

(h) Received .

(j) Not received

(k) Noted

12. Such message will only be quoted the number and date of the cipher msg and
NOT the complete date and time of origin.

Cancellation of Messages

13. After a message has been handed over to signal centre and the originator wants
to cancel the msg, the msg canceling the previous msg must have security
classification NOT lower than RESTRICTED.

RESTRICTED
 RESTRICTED
242

Responsibilities of Originator

14. The originator of a message has the following responsibilities in connection

with originating the message :-

(a) Determine if a message is necessary. If a msg is necessary, then the

information copies are sent by post/SDS.

(b) Determine the addresses and types of message.

(c) Use the prescribed message form.

(d) Draft the text in accordance with the instrs on the subject.

(e) Determine the security classification.

(f) Ensure that the message is signed by the releasing offr.

(g) Forward the message to the appropriate agency for transmission.

Restriction on Originating Message

15. Message will not be initiated for the following :-

(a) Expeditors.

(b) Confirmatory signals except of operational purposes.

(c) Replies to letters/signals on which action is delayed.

(d) Rendition of reports and returns of recurring nature.

(e) Correspondence on personal matters with CDA and other offices.

AO 301/73
Acknowledgements

16. When an acknowledgement of message is required, therefore, it is indicated at

the end of text as under: -

RESTRICTED
 RESTRICTED
243

(a) Acknowledgement. It means only action addressee has to

acknowledged.

(b) All Acknowledgement . It means both action addressee and information

addressee have to acknowledge.

(c) Acknowledgement by Post. When the originator thinks that there

is no urgency for an acknowledgement, as such it can be sent by post .

(d) Acknowledgement Immediately. In operations when formation

commander wants to ascertain that message instructions issued are
understood by addressees and when radio silence is to be broken.

Procedure for Dispatch of TOP SECRET and EXCLUSIVE Messages.

17. In case of TOP SECRET and EXCLUSIVE messages, the following procedure
will be adopted :-

(a) Copies of the message, one for each addressee, will be enclosed in an
envelop, sealed and forwarded to signal centre. The following information will
be given on both sides of cover :-

(i) TOP SECRET / EXCLUSIVE message for dispatch (as the case may
be) .

(ii) Security classification in case of an Exclusive message.

(iii) Precedence of the message.

(b) Two skeleton copies, which will be identical to the enclosed copies of the
message except for the omission of the whole of the text in the case of TOP
SECRET and whole of the text after the word EXCLUSIVE……. From….. in
the case of EXCLUSIVE message will be prepared.

(c) The skeleton copies together with the sealed envelope will be enclosed in an
outer envelope marked will the precedence of the message. This will be sent to
the signal centre in the same manner as other messages. The inner and outer
cover will be wax sealed.

(d) One skeleton copy will be returned by the signal centre with signal centre
date stamp, serial number , time handed in (THI) and para phrase warning/one
time, pad stamp.

RESTRICTED
RESTRICTED
244

RESTRICTED
 RESTRICTED
245

Questions:-

1. What are the details which are required to be written in capital letters in
message writing?

2. What are the signs which are not to be used in signal message?

3. What are the restrictions on originating messages?

4. What are the responsibilities of originator while originating a message?

5. What is the procedure for dispatch of TOP SECRET and EXCLUSIVE

messages?

RESTRICTED
 RESTRICTED
246

REGS-1

GOVERNMENT PUBLICATIONS

Reference : (a) Para 609 of Regs for the Army 1987.

(b) AO 180/74.

Introduction
1. Any huge organisation can only function efficiently, if there are some rules to
guide various aspects of its work. The Army has also its own rules and regulations.
These are issued in various forms, such as letters, books and so on. Instructions,
which are more or less of a permanent nature, are issued in the shape of books, i.e.
Regulations. There is a book titled ‘Scales of Military Publications in General Use’
which lays down the entitlement of Publications of different units.
Definition
2. All publication concerning military organisation, duties, administration,
enrolment, attestation, service, promotions and appointments, pay and allowances,
receipts, issue and accounting of stores, arms and ammunition, clothing, equipment,
other stores and rations are government publications.
3. All these regulations are issued under authority of the Government of India and
hence should not be mis-interpreted. No deviation from the rules laid down in these
regulations is permissible without prior sanction of Government of India.
Aim
4. The various publications serve three important functions.
(a) As a directive.
(b) As a guide.
(c) As an authority.

5. The above functions are illustrated with example as under: -

(a) As a Directive. Certain instructions of higher authorities indicating the task

required to be executed. For example the uniform which is worn by all ranks of
the Army is of Olive Green Colours. This OG colours of uniform has been
decided upon by the higher authorities. Army personnel are not permitted to wear

RESTRICTED
 RESTRICTED
247
uniform of any other colour. This is the direction of the higher authorities as to
what is to be done in this matter.

RESTRICTED
 RESTRICTED
248
(b) As a Guide. Instructions on how to do the required job. For example take
headgear ie beret. While wearing, this would be pulled over to the right with the
fall on that side and the badge should be one inch above the left eyebrow. This
the correct method of its wearing as per instructions laid down for guidance.

(c) As an Authority. Sanction of the appropriate authority to do a particular job.

For example certain items of clothing and equipment are issued to recruits,
immediately after their arrival at the training centres. Their issue is made strictly
according to the scales.

Important Government Publications

6. The following are some of the important publications maintained in a Army :-

(a) Regulations for the Army 1987, Vol. 1 and Vol. 11.
(b) Pay and Allowance Regulations- 1979.
(c) Pension Regulations - 1961.
(d) Financial Regulation Part 1, 1983.
(e) Financial Regulations Part 11, 1968.
(f) Qualification Regulations for Soldiers 1958.
(g) Travel Regulations (Revised) 1991.
(h) Equipment Regulations
(j) Clothing Regulations.
(k) Dress Regulations
(l) Leave Regulations for the Army vol-I 1982
(m) ASC Regulations
(n) Regulations for Armed Forces Medical Services.
(o) Regulations for MES.
(p) Manual of Military Law.
(q) Civil Service Regulations.
(r) Recruiting Regulations.

RESTRICTED
 RESTRICTED
249

Controlling Authority

7. Issue of most of the publications, is controlled by the Director of Military

Regulations and Forms, Delhi. In some cases issue is controlled by the PSO, Director
or head of service concerned. Lists of various publications and controlling authorities
of each publication are given in Army Order 180/74.

Demand And Accounting Procedure.

8. As and when a new publication is printed, unit will get the copies according to
the scale automatically from the controller of publications.
9. In case of newly raised units a signal will be sent to GS Branch (SD-2)
Integrated Headquarters , Ministry of Defence (Army) for a copy of the pamphlet ‘A
guide for Officers Commanding New Units’. Appendix to this pamphlet gives a list of
important books and their sources of supply. AO 180/74 also deals with the same
subject. The unit will apply to the respective controlling authorities i.e. (DMR & F) or
Directorates/Sections at Integrated Headquarters , Ministry of Defence (Army).
Indents for publications should be submitted in triplicate in the forms as at Appendix
‘B’ to AO 180/74. No correspondence regarding supply of publication, which are
under revision/under print will be entertained as it will be supplied automatically to all
concerned according to the scales as and when printed. The availability of publications
will be notified periodically in Army Orders. Units who do not receive their entitled
quota in time should approach the respective controlling authorities as mentioned in
appendix `A’ to AO 180/74, furnishing sufficient details to enable them to arrange
supplies. If sanctioned by controlling authorities, books will be received from the
Controller of Publications. Similar action will be taken to get additional publications
to make up authorisation as per the pamphlet ‘ Scales of Military Publications in
General Use for Units of Army’. On receipt, books will be properly accounted for in a
register.

10. Religious books, (to be kept in Court Martial Box) being non Official
publications, will be obtained on payment from private book dealers. Para 609 of
Regulations for the Army 1987 refers. The cost of such books may be debited to the
Annual Contingent Grant of the unit.

How to Refer Regulations

11. All Government Publications contain a list of contents in the beginning from
which the page numbers of any particular chapter or section may be located easily. At
the end, we will find an alphabetical index showing the number of the reference
quickly and without difficulty.

RESTRICTED
 RESTRICTED
250

Regularisation of Losses

12. Books and publication, which are rendered unserviceable due to fair wear and
tear will be struck off charge and no loss statement will be prepared. In all other
cases, loss of books and publications will be treated as ‘Store Losses’ and action as
indicated in Financial Regulations Part 1, Rules 160 and 161 will be taken.

Questions: -

1. Where do you find the entitlement of publications to various units?

2. Who is the issue/controlling authority of various publications?

3. What are the important publications maintained in a unit?

4. What are the important functions of various publications? Illustrate each of

them with examples?

5. Where do you find the details of various controlling authorities and demanding
procedure of Publications?

6. What is the demanding and accounting procedure of Government Publications?

7. What is the procedure to be followed for regularisation of losses of

Government Publications?

RESTRICTED
 RESTRICTED
251

REGS-2
GENERAL STAFF TRAINING PUBLICATIONS

Reference : (a) Catalogue of General Staff Training Publications 1986.

(b) Army Order 16/89.

(c) Para 432 of Regs for the Army 1987.

Definition

1. General Staff Training Publications are those publications which are issued by
DG MT (MT-17) by the order of COAS on higher direction of War, Conduct of
Operations, Staff Duties, Command, Leadership, Fighting Efficiency, Conduct of
Training and Exercises, Corps Training Manuals, Army Education Books and Inter
Service Training Publications.

Controlling Authority

2. DGMT (MT-17) Controls the printing and distribution of General Staff Training
Publications and is responsible to issue amendments thereto.

Categorisation
3. General Staff Training Publications are divided into four categories which are as
under: -
(a) Category -1 . Higher Direction of War, Conduct of Operation, Staff
Duties, Command, Leadership, Fighting Efficiency and Conduct of Training and
Exercises.
(b) Category -2. Corps Training Manuals.
(c) Category -3. Army Education Books.
(d) Category –4. Inter Services Training Publications.

RA Para 252
Scale of Issue

4 Scale of Issue of General Staff Training Publications is as under: -

(a) Scale A - Two copies per Lt. Col’s command and above.

RESTRICTED
 RESTRICTED
252
(b) Scale B - One Copy per independent unit.
(c) Scale C - Two copies per independent unit.

(d) Scale D - Two copies per independent unit plus 1 copy per unit
(e) Scale E - Two copies per independent unit plus 2 copies per sub unit.
(f) Scale F - One copy per service officers on authorised est.
(g) Scale G - One copy per JCO on authorised establishment.
(h) Scale H - One copy per NCO (Havildar or equivalent rank on auth est.
(j) Scale J - One copy per NCO upto Naik or equivalent rank on auth est.
(k) Scale K - One copy per Branch/Directorate/Organisation plus one copy
per section at Integrated Headquarters , Ministry of Defence AO 16/89
(Army).

Normal Distribution

5. As soon as new pamphlet of revised edition is issued, the same will be issued to
all fmns/unit/ests automatically as per the scales laid down. Distributions are notified
in Army Orders. In case copies are not received by the
formations/units/establishments within three weeks from the date of receipt of Army
Order, indent for the publication is to be sent to MT-17 on the formats laid down in
Appendix ‘A’ & ‘B’, to AO 16/89 in triplicate.

Issue to Newly Raised Units

6. On receipt of intimation from the raising fmns/units/ests to the effect that nucleus
staff has been posted and they are in a position to receive the publications, initially
issues are made as under: -

(a) HQ Formations. One copy of the catalogue of General Staff Training

Publication and one copy each of all training pamphlets.

(b) Units of Arms/Services. One copy of the Catalogue of General Staff

Training Publication and one copy each of Corps Training Pamphlets.

(c) Other Units. One copy of the Catalogue of General Staff Training
Publications.

(d) Training Establishments. Training establishments peculiar to Corps will be

supplied with one copy each of Corps pamphlets and one copy of the catalogue
and other with one copy of the catalogue only.

RESTRICTED
 RESTRICTED
253
(e) If initial issue is not received within one month from the date of release
order, the matter may be referred to the DGMT (MT-17).

Indenting Procedure

7. A reserve of General Staff Training Publications is kept to meet the demand of

newly raised units the units loss their pamphlets due to operations or due to mishap
like fire, rain and white-ants etc. Supplementary indents for pamphlets will not be
placed just to complete the authorised scales, but only for replacement of copies
rendered unserviceable by fair, wear and tear or destroyed by accident or operations,
for replacement, the normal life of the pamphlet is takenas five years. Supplementary
indents must be submitted on the prescribed form, quoting Ser No of the pamphlet in
the catalogue or full title, if not included in it, duly supported by the recommendations
of condemnation/annual boards and signed/scrutinised by the following :-
(a) The GSO -1 of Command/Corps/Division/Area Headquarters.
(b) The BM/GSO-2 of other formation Headquarters.
(c) The Officer Commanding of an Independent unit.
(d) Grade1 Staff Officer of Training Establishments.

Publications on Payment

8. The list of General Staff Training publications for issue to officers on payment,
subject to availability, is given in para 9 of AO 16/89. Demand should be placed in
prescribed format in triplicate duly countersigned by the Commanding Officer.

Maintenance of Publications

9. General Staff Training Publications are not personal issue. However, these can be
issued to the service personnel on loan, if necessary. The scales laid down is only for
calculating the entitlement of formations/units/establishments. All the General Staff
Training Publications are properly maintained and accounted for. A board of officers
will be detailed for checking the holding of publications received from time to time
and a copy of the board proceedings will be submitted to the immediate higher
formation headquarters.

Return of Publications

10. Publications not required by the units or those which could be spared should be
returned to the Controller of Publications (Army Section), Civil Lines, Delhi –54
under initiation to Integrated Headquarters , Ministry of Defence (Army) (MT-17).
The disbanded units will also return all current GS Training Publications.

RESTRICTED
 RESTRICTED
254
Disposal of Publications

11. Publications not contained in the catalogue of GS Training Publications 1986,

should be disposed off as under: -

(a) Unclassified Publications should be disposed off as waste paper in their

present form. Doubtful cases should be referred to the DGMT (MT-17).

(b) Restricted publications should be torn into 2”x 3” pieces and disposed off as
a waste paper.

(c) Classified publications will be destroyed by burning and the originator

should be informed accordingly.

(d) Loss of Publications.

12. On loss of GS Training Publications the following action to be taken: -

(a) Action as per are Para 432 of Regulations for the Army 1987 is to be taken
i.e., treated as loss of Government property and amount recovered through loss
statement after obtaining instructions regarding cost or price from the Controller
of Publications.

(b) The amount recovered from the individuals shall be credited depositing in
the treasury for crediting the amount to Major Head XLVII, Main Head IV, Sub
Head ‘F’ of the Defence Services Establishments. One copy of the loss statement
together with triplicate copy of the MRO should be forward direct to the
Regional CDA for adjusting the credit.

(c) Disciplinary action will be take against the individual responsible for loss
after thorough investigation.

Issue of General Staff Training Publications to Para Military and Police Force

13. Para Military and police forces placed under the operation control of the Army or
working in close cooperation with the Army may be provided with GS pamphlets
pertaining to the specific aspects concerning them. While issuing the pamphlets to
them, the aspect of security will be borne in mind. Additional requirement of
pamphlets for issue to para military/police forces will be provided to formations/units
on demand.

RESTRICTED
 RESTRICTED
255
Library of General Staff Training Pamphlets

14. All General Staff Training Publications will be kept in the unit library and
issued to individuals on loan for study or official use. They will, invariably be
withdrawn from them on transfer or retirement. The pamphlets rendered unserviceable
shall not be destroyed/disposed off till new pamphlets are received.

Questions: -

1. What is the definition of GS Training Publications?

2. What is the controlling authority of GS Training Publications?

3. What is the scale for issue of GS Training Publications to various formations/

units/ establishments?

4. What is the indenting procedure of GS Training Publications?

5. Write down the disposal instructions of GS Training Publications?

6. What is the procedure to be followed on loss of GS Training Publications?

RESTRICTED
 RESTRICTED
256

REGS-3

ARMY INSTRUCTIONS/ARMY ORDERS AND OTHER

FORMATION ORDERS

Definition

1. Instructions issued by the Government on matters effecting financial

repercussions in the Army are known as Army Instructions.

Issuing Authority

2. Government of India, Ministry of Defence issues Army Instructions. The powers

of printing, distribution and control of Army Instructions and Special Army
Instruction are vested on DMR & F.

Subjects Covered

3. The following matters are normally published in Army Instructions/Special

Army Instructions: -
(a) Pay and allowances,
(b) Pension.
(c) Scale of Stores and Equipment.
(d) Leave.
(e) Instructions on new war and peace establishments.
(f) Terms and conditions of service.

4. Army Instructions are published weekly. Ruling on important matters are issued
in the shape of Special Army Instructions as and when required.

5. Quarterly alphabetical index of instructions are also printed and supplied for easy
reference. Amendments to previous Army Instructions are also issued weekly in
separate series. These are known as corrigenda and are consecutively numbered every
year.

Queries and Complaints

6. Any queries and complaints relating to Army Instructions will be addressed to

DMR & F, West Block-8, Wing-5, R.K.Puram, New Delhi –110122.

RESTRICTED
 RESTRICTED
257

ARMY ORDERS
Definition

7. Army Orders are the media through which Chief of the Army Staff conveys his
orders to one and all under him at the same time. Army orders are intended to convey
the orders and policies of the COAS to all ranks of the Army.

Issuing Authority

8. Army orders are issued by Integrated Headquarters , Ministry of Defence (Army)

by the order of COAS.

9. The subjects in Army Orders are arranged branch wise as under: -

(a) Military Secretary’s Branch.
(b) General Staff Branch.
(c) Adjutant General Branch.
(d) Quartermaster General Branch.
(e) Master General of Ordnance Branch.
(f) Miscellaneous.
(g) Notices.
(h) Corrigenda.

Subjects Covered

10. The following subjects are normally covered by Army Orders: -

(a) Discipline and turn out.
(b) Legal and judicial.
(c) Training and courses.
(d) Training publications.
(e) Re-designation of units.
(f) Postal
(g) Administrative orders on leave, pay and allowances, stores and so on.

RESTRICTED
 RESTRICTED
258
11. Army orders are issued in three series as under: -
(a) Army Orders: Army Orders are issued fortnightly on 1st and 15 th.
Respective branches initiate the draft order and final compilations are done by
the Adjutant General’s Branch.
(b) Special Army Orders: Special Army Orders are issued for important
subjects i.e. programmed of Army Courses, Range classification and syllabus to
conduct various promotion tests and so on. These are published as and when
required without any fixed periodicity.
(c) AO Part II (AP Series): This part is compiled and issued by MS Branch and
not by AG’s Branch. It contains names of Officers, JCOs and OR and civilians
who have been awarded COAS Commendation Cards.
Amendments
12. Amendments to previous Army Orders are issued through Army Orders.
Quarterly alphabetical indexes are issued for Army Orders. Army Orders are printed
and distributed by Controller of Publications. Units receive their copies from local
formation headquarters.

Queries and Complaints

13. Formation/units should refer their queries, if any , to the respective Command
Headquarters in whose geographical jurisdiction they are located and not to Integrated
Headquarters , Ministry of Defence (Army).
14. Complaints about the non-receipt/short supply of the publications may be made
to the officer from whom these are received (as mentioned in Para 16 below).
15. An up to date record of receipt of Army Orders and Special Army Orders will be
kept by all units. These are kept year wise for easy reference. These are bound as per
the provisions of AI - 44/76 locally.
Distribution of Army Orders/Instructions
16. The distribution of Army Orders and Army Instructions is made as under: -
(a) Static unit – Through Command Headquarters.
(b) Field unit – Through respective Record Offices.

RESTRICTED
 RESTRICTED
259

OTHER FORMATION ORDERS

Introduction

17. Apart from Army Orders, units also receive various formation orders. These
orders are issued under the authority of the formation commanders concerned and are
applicable to all units under the particular formation. A static unit receives the
following formation orders: -
(a) Sub Area Orders.
(b) Area Orders.
(c) Command Orders.

18. A field unit, serving in an operational area receives the following formation
order: -

(a) Brigade Routine Orders, as applicable.

(b) Division Routine Orders.

(c) Corps Orders.

(d) Command Orders.

19. Station Orders are also issued by the Station Commanders/Officers Commanding
Station. These are applicable to those units serving under Station Headquarters.

Questions: -
1. Define Army Instructions.
2. Who is the issuing authority of Army Instructions?
3. What are these subjects covered by the Army Instructions?
4. Define Army Orders.
5. What is the issuing authority of the Army Instructions?
6. What are the subjects covered by the Army Orders?
7. Into how many series the Army Orders are issued? What are they?
8. What are formation orders, which are received by a static unit?
9. What are the formation orders, which are received by a field unit?

RESTRICTED
 RESTRICTED
260

REGS-4

AMENDMENTS TO AO /AI
1. All the books, publications, Army Instructions and Army Orders are issued after
careful consideration of the existing conditions and adequate thought to future
requirements, while catering to the present needs is easy. While catering to the needs
of a future date is very difficult. The authority responsible to issue any order, rules and
regulations cannot fore see all future conditions. It is just possible that after 4-5 years
of issue of certain orders, a need is felt based on the situation that it may bring good if
a particular order is amended like this or that way to bring it more effective and that
too in easy way. Keeping in view, such conditions, if the authorities responsible to
issue such orders or instructions are convinced an amendment will be issued just to
overcome certain difficulties.

Issuing Authority

2. The authority responsible for issue of the original publications, instructions, or

orders can only issue amendments e.g., amendments to Army Orders can only be
issued by Integrated Headquarters , Ministry of Defence (Army). How these
amendments are issued, is explained below :-

(a) Government of India Publications. The amendments are issued in printed

form on one side of the paper, so that each amendment can be cut and pasted.
These are serially numbered from 1 onwards in respective issues as suffix eg,
1/IV/52, 650/XI/77 and so on. Some times only the year is shown in the suffix
e.g. 21/76, 160/78 and so on. These amendments are automatically supplied to
units by Controller of Publications.

(b) General Staff Training Publications. Same as for (a) above. The attention of
unit to such amendments is drawn through Army Orders.

(c) Army Instructions. Issued weekly, printed on one side of the paper. The
attention to the corrections is also drawn through separate Army Instructions.
These are called corrigenda to Army Instructions.

(d) Army Orders. Amendments to previous Army Orders are arranged on one
side of the paper at the end of every issue. Serial numbers of amendments issued,
if any, are shown at the end of the ‘’contents’’ page in each issue. The attention
to important amendments is also drawn through Army Orders.

RESTRICTED
 RESTRICTED
261

Type of Amendments

3. Three types of amendments are generally issued. They are :-

(a) Cut Piece. In this procedure the revised paragraphs are cut from the
amendment list and pasted to the concerning rules. These are published on one
side of the paper.

(b) Manuscript. Where complete paragraph is not required to be amended but

some portion of it is to be deleted/added in handwriting it is known as manuscript
amendment. These are published in both sides of the paper.

(c) Errata. After printing, the books or regulations are scrutinised thoroughly
by the authority responsible for issue of the publication. Mistakes found at that
time are rectified at once before issue of the publication for use. For all mistakes
a list is prepared and pasted at the beginning of the publication.

Procedure for Carrying Out Amendments

4. Normally amendments are cut and pasted at the appropriate places of the original
regulations. They are called cut piece amendments. Small amendments are transcribed
in the original regulation. Care must be taken to ensure that the unaffected portion of
the contents is not blocked while pasting
the amendments. All amendments are to be pasted at the inner side and not at the outer
side of the publication. This is done to avoid the pasted pieces coming out while
referring regulations.

5. All books and publications are provided with additional pages to maintain record
of the correction made. Record of amendments will therefore, be completed to indicate
the corrections to publications. By doing so one can check any missing amendment. In
addition to cutting and pasting of amendments, reference to the number and date of
such amendments should also be made in the margin of the relevant Rules/Para of
publication. In the case of Army Instructions, after carrying out amendments, write the
word ‘Amended’ against each AI notifying the amendments. In the case of Army
Orders after carrying out the amendments, write the word ‘amended’ against the
relevant item in the contents page.

6. As head clerk of a unit, you should ensure that all regulations, books,
publications and Army Orders/Army Instructions received in your office are amended
up-to-date, the procedure set out in para 7 below is adopted.

RESTRICTED
 RESTRICTED
262
7. On receipt of a set of amendments to Government Publications or General Staff
Training Publications or amendments to Army Orders/Army Instructions, where
notified in Army Orders/Army Instructions corrigenda, remarks such as ‘amend and
show’, will be endorsed. Necessary amendments will be carried out by the clerk made
responsible to maintain all publications, orders and instructions up-to-date. He will
also complete the ‘Register of Corrections Pasted’ at the end of the respective
publication. Before putting away the publication, orders/instructions duly amended, he
will put up the Army Orders/Army Instructions having endorsement ‘amend and
show’ to the head clerk who will in turn check up the amendments carried out. In
token of action completed, as per his remarks endorsed he will write ‘Seen’ with his
dated initial. In case of publications, he will check ‘Register of Corrections Pasted’
and will make a running reference to the rules/pages affected. The process will ensure
all regulations, books, publications, orders/instructions received in office are
maintained upto date.

8. For efficient functioning of the office, it is necessary that all amendments

received are properly carried out so that orders and instructions are upto date.

Questions :-

1. What is the aim of issuing amendments to various orders and instructions ?

2. Who is the issuing authorities to issue amdts and how many types of amdt of
Army orders and instructions ?

3. Explain briefly the procedure of carrying out amendments ?

RESTRICTED
 RESTRICTED
263

REGS-5

REGULATIONS FOR THE ARMY 1987

Introduction

1. The Indian Army, as you know, was originally formed by the East India
Company. This later on, after the First War of Independence in 1857, placed under
the control of British Crown. During British reign the Army was more or less
governed by a publication known as “Queen’s Regulations” (if there is King in
England, this publication was known as King’s Regulation). Our Army came into its
own after 1947 but we are still following some of the British system and custom.
However all these are fast changing.

2. We had in the past two publications issued by the Government known as the
Regulations for the Army in India (Instructions). After independence, the necessity
was felt to issue a comprehensive publication covering all the above three i.e. Queen’s
Regulations. RAI Rules and RAI Instructions. This has now been done by issue of
‘Regulations for the Army 1987’ and is amended from time to time. This is normally
known as Bible for the Army.

3. These Regulations have been issued under the authority of Government of India
and supersedes the Regulations for the Army in India (Reprint) 1945 and Instructions
by his Excellency the Commander- in – Chief (Reprint) 1945 and Regulations for the
Army 1962.

Contents

4. The publication is set out in two volumes and four parts containing 36 Chapters
each dealing with some subjects or other and 31 appendices. Various subjects dealt
with by different chapters are explained in succeeding paragraphs :-

5. Volume-I

(a) Part-I
(i) Chapter I & II : Deal with the organisation of the Army,
Integrated Headquarters , Ministry of Defence (Army), Command and
other lower headquarters, duties of Heads of Departments at Army
Headquarters, Duties of commanders at various levels and the duties of
staff and regimental officers.
(ii) Chapter III : Deals about officers exclusively i.e., their
appointments, promotions, removal, resignation and their requirement.

RESTRICTED
 RESTRICTED
264

(iii) Chapter IV . Deals exclusively with JCOs/OR. For examples,

enrolment, terms of service, promotion, appointments,
posting/transfer, retirement, dismissal/discharge, pensions and
honorary commission/ranks.
(iv) Chapter V . Deals with the Reserve Forces of the Army in India.

(v) Chapter VI . Lays down rules on military training e.g., training

directive, training schools, educational training and rules on annual
inspection of units.
(vi) Chapter VII. Deals with aid to civil power by Army.

(b) Part II : Chapter VIII to XIII Deals with discipline, petitions, appeals,
desertion, arrests, charges, minor punishment, court martial and civil
proceedings (Important Chapters).

6. Volume-II
(a) Part-III

(i) Chapter XIV. Administration, for example correspondence,

postal and telegraph, order and documents Secret and confidential
documents records, stationery and wireless sets.

(ii) Chapter XV. Deals with dress, clothing and equipment.

(iii) Chapter XVI. Deals with medals and decorations.

(iv) Chapter XVII . Deals with ceremonial for example, order of

precedence, battle honors, national anthem and salutes, orders on guards
and funerals.

(v) Chapter XVIII. Deals with various funds, their definition,

custody, banking and audit.

(vi) Chapter XIX. An important chapter dealing with stores for

example, their scale, stock taking and disposal. Instructions on rations are
also contained in this chapter.

(vii) Chapter XX. All about Arms and Explosives (Very important
chapter).

RESTRICTED
 RESTRICTED
265

(viii) Chapter XXI. This deals mainly with remount and veterinary
services.

(ix) Chapter XXII. Another important chapter dealing with

accommodation.

(x) Chapter XXIII . This deals with movements of troops, animals,

baggage and stores by various modes.

(b) Part IV.

(i) Chapter XXIV to XXVIII. These deal with station/regimental duties,

barrack duties, fire duties, cantonment duties and medical duties.

(ii) Chapter XXIX to XXXVI. These deal with bands and messes, hot
weather establishment inventions, films, displays, conferences and visits
(Instructors should also give a summary of subjects dealt with in the
various appendices).

7. To get current direction, authority or guidance, it is necessary to keep these

regulations amended up-to-date.

Questions: -

1. Write short note on Regulations for the Army 1987?

2. How many volumes and parts is the RA 1987 divided into?

3. How many chapters, appendices are there in RA 1987?

4. What are the subjects covered in various chapters of RA 1987?

REGS-6

RESTRICTED
 RESTRICTED
266

FINANCIAL REGULATIONS
Introduction

1. Let us imagine that you are a big importer of a certain commodity from foreign
countries. You have your representative in various parts engaged in purchasing the
commodity. You have naturally to advance certain sum of money to all these
representative to carry out their purchases and send the stores to your warehouse. If
you are a wise businessman, you certainly would lay down certain instructions on the
accounting of the various sum advanced.

2. Defence Ministry is the biggest money spending department of the Government

of India. Naturally the Government is interested to see that the funds are properly and
correctly spent. The Government has various machinery to enforce this aspect. One
such machinery is the publication titled “Financial Regulations”.
Contents

3. The short title of this publication is FR (Revised). FR (Revised) is set out into
two parts as under: -
(a) Financial Regulations Part I 1983
(b) Financial Regulation Part II 1968

4. FR Part I 1983. Divided into three sections :-

(a) Section I General Principles of Common Publication to all Three Services.
This section contains 14 Chapters and Rules 1 to 331. Subjects covered by
various chapters are as under: -
(i) Chapter I. Introduction and definitions.
(ii) Chapter II. General principles governing expenditure, accounting
and audit.
(iii) Chapter III. Sanctions of expenditure.
(iv) Chapter IV. Budget estimates.
(v) Chapter V. Budgetary control and re-appropriation.
(vi) Chapter VI. Procurement and disposal of stores.

(vii) Chapter VII. Losses, wastage and damage to public property.

(viii) Chapter VIII. Audit objections and recoveries.

RESTRICTED
 RESTRICTED
267

(ix) Chapter IX. Security deposits.

(x) Chapter X. Contracts.
(xi) Chapter XI . Universal service conditions and grant of fees,
honorary and regards.

(xii) Chapter XII . Contingent and miscellaneous charges.

(xiii) Chapter XIII. Cheques and remittances.
(xiv) Chapter XIV. Telephones.

(xv) Chapter XV. Rules peculiar to AF and Army.

(b) Section II – Rules Peculiar to the Army and Air Force. This section
contains only one chapter ( Chapter XV), which has Rules 336 and 337.

(c) Section III – Rules Peculiar to Navy. This section does not concern to
us, hence not discussed.

4. FR Part II 1968 Divided into four sections :

(a) Section I -General rules of procedure applicable to the three services. This
section contains 7 Chapters and Rules 1 to 98. Subjects covered by various
chapters are :-

(i) Chapter I. General.

(ii) Chapter II. Recoveries and deductions.
(iii) Chapter III . Bills and Vouchers.
(iv) Chapter IV. Last Pay certificate.
(v) Chapter V. Instructions Regarding Record of Service and
verification of service.
(vi) Chapter VI : Contingent and miscellaneous charges.

(vii) Chapter VII. Telephones.

RESTRICTED
 RESTRICTED
268
(b) Section II – Rules Applicable to the Army. This section contains 4
Chapters and rules 101 to Subjects dealt with by various chapters are: -

(i) Chapter VIII. Pay Accounting Office.

(ii) Chapter IX. Pay Accounts –Junior Commissioned Officers, Other
Ranks and Non Combatants (Enrolled) and rules peculiar to the Army.
(iii) Chapter X. Pay Account Civilians Gazetted and Non Gazetted
(industrial and non industrial).

(iv) Chapter XI. Rules applicable to Territorial Army.

(c) Section III – Rules Applicable to Navy. This section contains only chapter,
ie chapter 12 which deals with ‘Cash and Pay accounting of IN Personnel. It has
Rules 221 to 312.

(d) Section IV – Rules Applicable to the Air Force. This section has chapter
XIII, deals with ‘Cash and Pay Accounting of Air Force Personnel'. It has Rules
326 to 419.

Questions: -

1. How many parts is the Financial Regulations divided into?

2. How many sections in the FR Part I –1983 divided into, what are they?

3. How many chapters are there in FR Part I 1983 and what are the subjects
covered in each chapter along with the rule contained therein.

4. How many sections is the FR Part II 1968 divided into, what are they?

5. How many chapters are there in FR Part II – 1968 and what are the subjects
covered in each chapter along with the rules contained therein?

RESTRICTED
 RESTRICTED
269

REGS-7

TRAVEL REGULATIONS (REVISED) 1991

Introduction

1. Travel Regulations is a government publication and it contains orders regarding

admissibility of conveyance, TA/DA etc to service personnel and their families of
Army. Navy, Air Force and civilians paid from Defence Service Estimate. This book
is issued under the authority of Government of India and like other Government
Publications, it has a table of contains at the beginning. All paragraphs are
consecutively numbered irrespective of chapters and each paragraph is termed as
‘’Rule’’. There are 8 Chapters and 10 Appendices and 279 Rules in the Travel
Regulations with certain numbers left blank for later insertion, if necessary.

Contents

2. The contents of chapters are as under :-

(a) Chapter I. General Rules.
(b) Chapter II. Permanent duty move.
(c) Chapter III. Temporary duty move.
(d) Chapter IV. Leave travel concessions.
(e) Chapter V. Travel entitlement for journey in connection with
interview, medical tests, examinations, selections for appointment and those on
account of retirement, release, discharge, transfer to reserve, dismissal and
death.
Rules 192 to 204 and 206 to 219

(f) Chapter VI. Permanent Traveling/Conveyance Allowance.

(g) Chapter VII. Military Tariff and conveyance of Animal and

stores.

(h) Chapter VIII. Travel Entitlements for journey to and from abroad.

RESTRICTED
 RESTRICTED
270

3. Certain important rules in Travel Regulations are :-

(a) Rule 2. Definition of terms applied in TR have been given.
(b) Rule 4. Authority empowered to authorise move and their
responsibilities are given in Appex III to the rule.

(c) Rule 6 to 9. Controlling Officer for countersigning traveling

allowance bills, their duties and powers.

(d) Rule 10. Classification of journeys. For the purpose of conveyance at

Government cost, journeys are classified into :
(i) Permanent Move. Where individuals are expected to perform
duty at a station for more than six months.
(ii) Temporary Moves. Where individuals are expected to performs
duty at the outstation for a period not exceeding three months. Tours,
visits/inspections, irrespective of duration are also temporary duty
moves.

(e) Rules 11 to 13. Grades of individuals. For the purpose of calculating

traveling allowance, individuals are divided into following grades :-

(i) Grade I
First Class
(ii) Grade II

(iii) Grade III

Second Class
(iv) Grade IV

(f) Rule 47. Traveling allowance admissible when warrants cannot be issued.
(g) Rule 60. Deals with daily allowance.
(h) Rule 72 to75. Free conveyance to families of JCOs/OR.
(i) Rule 91 to 174. Temporary duty moves.

(i) Rule 176 to 191. Leave Travel Concessions.

(j) Rule 221 to 230. Permanent traveling/conveyance allowance.

RESTRICTED
 RESTRICTED
271

Questions :-

1. How many chapters, appendices and rules are there in Travel

Regulations(Revised) 1991 ?

2. Write down the subjects dealt with by various chapters of TR 1991 ?

3. What do rules 6 to 9 of TR 1991 deal with ?

4. What do rules 11 to 13 to TR 1991 deal with ?

RESTRICTED
 RESTRICTED
272

ACCTS-1
REGIMENTAL FUNDS
Reference: (a) Para 820 to 838 (Chapter XVIII) of Regulations for
theArmy1987.
(b) Pamphlet Regimental Accounts.
(c) AO 9/ 2001/PS.
(d) Integrated Headquarters MoD (Army) HQ letter No
A/57035/AG/PS-3(d) dt 22 Jul 05.
Definition
1. Regimental funds comprise all funds other than public funds including imprest
funds maintained by a unit, which are financed either wholly or partly from public
money and also finance from private sources and subscriptions by the individuals.
The unspent balance of amount is not refunded to Government at the end of the
financial year, but taken over for the next year’s expenditure. They are:-
(a) Funds Partly or Wholly financed From Public Money.
(i) Condiment Allowance.
(ii) Band Allowance.
(iii) Mess Maintenance Allowance.
(iv) Family Welfare Fund.
(b) Funds Financed by Private Source and by Subscription.
(i) Regimental Fund(Battalion Fund/Company Fund).
(ii) Canteen Fund.
(iii) Garden Fund.
(iv) JCOs’ Mess Fund.
(v) Officer`s Mess Fund.
(vi) Mandir / Gurudwara Fund.
(vii) Sports Fund.
(viii) Cinema Fund
(ix) Soda Water Factory Fund.
(x) Barrack Damage Fund.

RESTRICTED
 RESTRICTED
273
Characteristics
2. The characteristics of these funds are:-

(a) Regimental Funds are either wholly or partly financed from public
money and also financed by private sources and subscriptions from the
individuals.

(b) These will be spent on the object for which meant but also may be spent
on other purposes at the discretion of the OC unit.

(c) These funds are not required to be refunded to the Government, in case
the amount is unspent. The balance amount will be taken over for the next year’s
expenditure.

(d) Loan may be given to JCOs /OR but not to officers.

(e) These are not subject to audit by audit authorities but these will be
audited by the Quarterly Audit Board ordered by Station Commander/ Formation
Commander. Regimental Funds are also subject to surprise check once in a
quarter vide AO 22/80. Division Area or Brigade /Sub Area Commanders may,
however, call upon the CDA concerned to inspect and report upon the Regimental
Fund account of any particular unit. The responsibility of the CDA ceases with
the submission of his report to the Division / Area or Brigade / Sub Area
Commander, who will take any further action if necessary.

AI 44/85 & 6/94

Utilisation
3. The Regimental funds will be used with special reference to the object of
each for the benefit of the personnel of the unit as a whole or in certain cases for the
benefit of the subscribers. The funds will not be utilised for making donations to out
side funds.
Restrictions on Rates of Subscription by Personnel.
4. The revised rates of subscription towards regimental funds are as under : -
(a) JCOs /OR. Subscription should not exceed 0.40 per cent of the basic
pay.
(b) Officers. Since the regimental funds are primarily intended for the men,
no direct benefit is received by officers, the subscriptions of the officers should
not exceed 0.24 per cent of their basic pay.
AO 9/ 2001/PS

RESTRICTED
 RESTRICTED
274
Accounts

5. Regimental fund accounts will be maintained on Columnar Cash Book

(IAFA –811) in modified double entry system of accounting.
Banking

6. Regimental funds may be deposited in any branch of Reserve bank of India,

State Bank of India or Subsidiary Bank functioning as agents for State Bank of India
or in civil treasury. In case the above banks are not established in station, funds may
be deposited in any scheduled bank, the deposits of which should be Rs 10 crores or
more.

7. In case such scheduled banks facilities are also not available in the station, the
regimental funds may be deposited with any other bank of good standing and
reputation at the discretion of formation/ Sub Area Commander.

Investment

8. Regimental funds may be invested in unit schemes of Unit Trust of India.

Government Security. Post Office Cash Certificate, National Savings Certificate,
Kishan Vikas Patra and fixed deposits with Government banks or Post Office. These
can be invested in Public Sector Undertaking in their fixed deposit schemes, if OC
unit desires. These may also be deposited with any scheduled bank, the deposits of
which as shown in the last balance sheet are Rs 100 crores or more after obtaining
written permission from brigade commander/sub area commander/next higher
formation commander/Adjutant Generals (AG-PS-3) as applicable.

9. The position of Commanding Officer in relation to these funds is that of a

trustee and he is responsible to see that these funds are properly utilised in conformity
with orders / instructions for expenditure out of the regimental funds. The
Commanding Officer will spend the money from regimental funds in accordance with
the limits indicated as under as per para 14 of AO 9/2001/ PS as amended vide
Integrated Headquarters , Ministry of Defence (Army) letter No A/57035/AG/PS-3(d)
dt 22 Jul 2005 : -

RESTRICTED
 RESTRICTED
275
Authority Expenditure extent to which on any single item may be authorised
Non Expendable Items Expendable Items
1. OC (Capt) in one 25% of Annual Income or Rest 25% of Annual Income or Rest
transaction 10,000/- which ever is less 5,000/- which ever is less
2. Unit Commanded 35% of Annual Income or Rest 35% of Annual Income or Rest
by Lt Col/Major in 20,000/- which ever is less 9,000/- which ever is less
one transaction
3. Unit Commanded 35% of annual income or 35% of annual Income or
by Lt Col and above Rs 60,000/- whichever is less Rs 30,000/- whichever is less
in one transaction
4. CO with sanction Upto Rs 1,50,000/- Upto Rs 90,000/-
of Bde/Sub Area Cdr
5. CO with sanction Upto Rs 2,50,000/- Upto Rs 1,50,000/-
of Div /Area Cdr
6. CO with approval Upto Rs 5,00,000/- Upto Rs 3,00,000/-
of Corps Cdr
7. CO with approval Upto Rs 10,00,000/-*s Upto Rs 6,00,000/-
of Army Cdr
8. Commandants of
the Category ‘A’and
`B` Trg Est Col Rs 75,000/ Rs 45,000/-
Brig Rs 1,50,000/- Rs 90,000/-
Maj Gen Rs 3,50,000/- Rs 1,50,000/-
Lt Gen Corps Cdr Rs 5,00,000/- Rs 3,00,000/-
Lt Gen, GOC-in-C Rs 10,00,000/-* Rs 6,00,000/-
*For expenditure above 10 lacs it will be mandatory to obtain the permission of
Integrated Headquarters , Ministry of Defence (Army) AG/PS-3(B) for sanction.
10. Headquarters formation will resist from making demands from the unit
regimental fund for building up their funds.
Loans
11. Loan may be granted to JCOs/OR and not to officers at the discretion of the OC
vide para 830 of Regulation for the Army1987 by drawing an agreement between the
borrower and the OC unit in the witness of a securer.
Inter Fund Loan or Advances
12. Regimental Funds are not to make loans or advances to each other. When they
are in want of money, they simply over draw their accounts with CO’s approval.

RESTRICTED
 RESTRICTED
276
Audit of Regimental Funds
13. Regimental funds are not subject to audit by the Defence Accounts Department.
These are to be audited quarterly by station or formation audit boards vide Para 834 to
837 of Regulations for the Army, Volume 2 (Revised Edition) 1987 and AI 44/85 and
6/94 as amended.
14. The accounts of such funds where the assets are Rupees Two lakhs and above,
annual external audit by Defence Accounts Department may be carried out whenever
called upon to do so by divisional/area or brigade/sub area commanders in terms of
Para 834 of Regulation for the Army 1987
Disposal of Funds on Disbandment of Unit
15. Regimental Funds wholly financed from the public money will be refunded to
the Government.
16. For Regimental Fund partly financed from public money and partly from the
subscriptions of the unit personnel, a statement showing the amount subscribed by the
unit personnel for the last 10 years and the amount drawn from the Government will
be forwarded to Integrated Headquarters , Ministry of Defence (Army) for disposal.
The recommendation of the OC unit will be endorsed while forwarding the statement
to Integrated Headquarters , Ministry of Defence (Army).
17. For other regimental funds purely financed from subscriptions of the unit
personnel, appropriate statement will be forwarded along with the recommendations
of the CO for the disposal of the balance by Integrated Headquarters, MoD (Army).
18. While forwarding the statement to Integrated Headquarters , Ministry of
Defence (Army), the following information’s will be included: -
(a) Total contribution by the Government during last 10 years.
(b) Total contribution by personnel during the same period.
(c) Net balance on the date of disbandment.
(d) Recommendations of the OC unit regarding the disposal of the funds
together with the comments of higher formation commanders.

Questions :-

1. Define Regimental Funds?

2. What are the characteristics of Regimental Funds?
3. Write down the information’s which is required to be forwarded to Integrated
Headquarters , Ministry of Defence (Army) along with the statement while disposal of
funds on disbandment of units?

RESTRICTED
 RESTRICTED
277

ACCTS - 2

COLUMNAR CASH BOOK

Reference: (a) Pamphlet Regimental Accounts.

(b) Para 7 of Financial Regulations Part II.
(c) Para 816 of Regs for the Army-1987 Regarding Accts/Cheques.

Introduction

1. As you know all transactions for receipts and payments of amount are
accounted for by businessmen to enable them to know the loss or profit and for this
they maintain /prepare various books / accounts for cash in hand, in bank, the details
of goods / Property and so on. In the Army from the experience it has been found
impracticable to maintain numerous books for accounts. Therefore, we have
combined all the accounts in one book and that is known as Columnar Cash Book
(IAFA – 811).

Columnar Cash Book

2. This is an Army Form IAFA-811 bound in book form used for maintaining
Regimental and Public Fund Accounts. It is supplied by Stationery Depot.

System of Accounting in the Army.

3. The accounts are maintained in the Army on modified double entry system.
Whenever any transaction is made, the results in a transfer of value (money or goods)
involves a giver and a receiver. Hence , the accounts are thereby affected. This is the
foundation of Double Entry System.
Para 1 of Appendix V to Pamphlet on “Regimental Accounts”

4. The account is maintained in a book in which different funds are maintained

simultaneously having cash and bank balances common for all the funds. Each
column of these funds constitute a separate individual identity. Whenever any
transaction is made, the relevant column of the fund of debit or credit side is also
affected, for liquidating the balances. This is called the modified double entry system.
Withdrawal of cash or depositing cash into bank, the cash and bank columns are only
affected hence, Counter Entry is made on both sides of this book. The system is also
adopted when funds are inter transferred in the same book, without making entry in
cash or bank column. For detailed procedure, a reference should be made to the
pamphlet “Regimental Accounts”

RESTRICTED
 RESTRICTED
278

Debit (Receipts) and Credit (payments)

5. The word ‘Debit’ on receipt side is written on the principle that any amount
will be received by the Account Officer, he is responsible for correct accounting of
that money. Therefore, the Account Officer will be Debtor of the person who has
given the money. As soon as the amount is correctly accounted for (ie, spent/paid) he will
become Creditor of that amount.

Maintenance of IAFA – 811 (Columnar Cash Book)

6. (a) Heading are self explanatory.

(b) Left side for Receipts and right side for Payments.
(c) Two columns for cash in hand, and cash in bank and other 15 columns
are for other sub funds maintained in the unit.

(d) Modified double entry system of accounting will be followed.

(e) All entries should be in ink.

(f) Entries should be clear, legible with no erasing or cutting. In case

corrections are unavoidable these should be cut with one line & correct figures
written and initialed by the Accounts Officer.

(g) Books must be kept in good state of repair and pages serially numbered.

(h) All entries will be supported by Receipts vouchers.

(j) Rules governing the funds or relevant extracts there from must be
written or pasted on the inside of the covers of the Accounts Books.

(k) Cash book with connected documents are kept under lock and key ,
closed books are preserved for 10 years from the last entry in the cash book.

Closing of Accounts

7. The accounts of each month will be closed on the last day of the month &
balances of each fund struck in the column concerned. The closing balances of the
Cash and the Bank columns represent the balances in RTC of the unit, and the
balances in bank respectively. A certificate of verifying the cash balance with the
balance held in the cash book must be signed by the Account Officer every month.

RESTRICTED
 RESTRICTED
279
Assets and Liabilities Statement (Balance Sheet)

8. The balance sheet showing the statement of assets and liabilities will be prepared
at the close of the month. Balance sheet should not be typed separately and then
pasted in, but should be written in the accounts book in ink.

Bank Reconciliation Statement

9. On receipt of the bank statement it will be reconciled with the balance shown in
the Cash Book. In case it does not correspondent with the balances shown in the
Cash Book then reconciliation will be made by adding to Cash book Balance any
cheque drawn but have not been presented to the bank, and deducting from Cash Book
Balance any lodgment which have not reached the banks within the prescribed time.

Questions :-

1. What is the standard Army Form Number of Columnar Cash Book?

2. Write short note on sys of accounting in the Army by Modified Double Entry
System ?

RESTRICTED
 RESTRICTED
280

ACCTS - 3

REGIMENTAL TREASURE CHEST

Reference: (a) Pamphlet Regimental Accounts (Section 1, para 1 to 20 ) .

(b) Regulation for the Army 1987 & para 803 to 805

(c) AO 22/80, 4/81 and 27/86. (Security of RTC).

General
1. The Regimental Treasure Chest (RTC) will function in all the units on the
consolidated system. It will be regarded as a bank within the unit, the Account Officer
will act as manager and Subedar Major or any other nominated JCO to act as Cashier.
All the transactions are to be conducted exactly as they would be between the
individual and banks.

2. Regimental Treasure Chest Committee : The Regimental Treasure Chest

Committee (RTC Committee) consisting of three officers will be nominated by OC
Unit to work as a team and manage the Regimental Treasure Chest. This committee
will usually be composed as under :

(a) President - Second-in-Command

(b) Account Officer - A selected Commissioned Officer or

Civilian Gazetted Offr (CGO) where authorised.

(c) Cashier - Subedar Major (or any other nominated JCO).

Duties of RTC Committee

3. (a) To compare the Columnar Cash Book with actual cash balance in
treasure chest of certain period but not less than twice a month.

(b) Scrutinize periodically cheque books and pass books of the banks or the
agents with whom the unit has transactions.

( c) To assemble on the first working day of each month at the treasure

chest. The chest will be opened in the presence of the Committee and the cash
counted on the spot.

President

RESTRICTED
 RESTRICTED
281

4. (a) The President is responsible for supervision of work of Accts Offr and
Cashier.
(b) When not in use, he will keep the cheque / pass books with him.
(c) To keep record of all transactions with the bank.
(d) He will advise the Commanding Officer with regard to the improvement
of Regimental / Private funds.
Account Officer

5. (a) He will maintain Columnar Cash Book (IAFA –811) for public,
regimental or private funds with supporting documents.
(b) He will produce the Columnar Cash Book to the CO as and when
required.
(c) He will close accounts monthly and prepare statement of balance on last
day of each month.
Cashier
6. (a) He will keep the keys of RTC at all times in his possession.

(b) He alone is authorised to cash the cheques on RTC or to receive the

money for deposit in the chest.

(c) He will keep and maintain RTC Cashier’s Cash Book (IAFA-118) and
will balance it every day when transactions take place. He will always be
prepared to compare the cash in RTC as and when required by Account Officer.

Transaction with RTC

7 No money can be paid into or out of the treasure chest or transferred from
one fund to another without support of a cheque duly signed. These cheques
are : -
(a) Black Cheque (IAFA –176)
(b) Red Cheque (IAFA –177)
(c) Yellow Cheque (IAFA –177A)

RESTRICTED
 RESTRICTED
282
8. Black Cheque (IAFA –176) This cheque is used for drawl of amount from
RTC. When a cheque on RTC is actually to be realised in cash the cheque and
Counterfoils should show the name of the actual payee and no endorsement to any
other person should be permitted without the knowledge of the drawer of the cheque,
who should note on his counterfoils accordingly. The recipient of cash will sign on
the back of the cheque and also in the Cashier’s Cash Book ( IAFA –118 ).

9. Red Cheque (IAFA – 177). This cheque is used for depositing money into RTC.
With regard to deposit the amount into RTC in red cheque, the cashier will give a
receipt for sums received by signing the counter foil of the cheque. The name of the
individual actually depositing the money for credit in the RTC will be shown on the
red cheque

10 Yellow Cheque (IAFA-177A) It is used for transferring the amount from

One fund to another . Yellow cheque being only transfers from one account to another
cannot be cashed. It does not effect entry in Cashier’s Cash Book (IAFA-118). The
recipient of the transfer will sign on the book of the cheque. The entries will be made
direct on Columnar Cash Book by Account Officer.

Procedure of Taking Cheques / Crossed Cheques into Account of RTC

11. These cheques on receipt will be paid into RTC. If it is a cash cheque, at once
it will be made crossed.

12. In case, a cheque is required to be issued to other units / payees outside the
units, a black cheque for the amount will be prepared and presented to Account
Officer who will issue black cheque in the name of payee.

Surprise Check

13 A quarterly Surprise Check of cash balances including bank balance is

ordered by Fmn /Station Commander and is carried out by an officer nominated by
name by the Formation/Station Commander. The result of this surprise check is
endorsed on a certificate which is sent to Integrated Headquarters , Ministry of
Defence (Army) through Formation/Station Headquarters as laid down in AO 22/80.

RESTRICTED
 RESTRICTED
283

Security of Regimental Chest

14. In modification of the instructions contained in the first sub para of Para 805 of
the Regs
for the Army 1987 and para 292 of FR Part I, in so far as they relate to the monetary
limits and guarding of treasure chest the revised monetary limits and security
arrangements will be as follows :-
AO 4/81 and AO 27/86

(a) For a treasure chest containing sums of - Single guard

less than Rs 1 Lakh

(b) For a treasure chest containing sums of - A Double guard

Rs 1 Lakh and above but less than Rs 3 Lakh

(c) For a treasure chest containing sums of - Double guard and a JCO to
Rs 3 Lakh and above but less than Rs 10 lakh sleep in the quarter
guard near the treasure
chest

(d) For a treasure chest containing sums of - In addition to a double guard

Rs 10 lakhs and an above Officer to sleep in the
Quarter Guard near the
treasure chest at
night.
.
15. Unit/Formations will ensure that ceiling monetary limits are not exceeded and
only in rare case due to inescapable reason large amounts may be kept in quarter
guard.

Questions :-

1. What is the composition of RTC Committee ?

1. What are the duties of RTC Committee ?

2. Write down the duties of President, Accounts Officer and cashier of RTC?

3. What are the docus used for transaction of money within the RTC ?

5. What is the std Army form No of Cashiers Cash Book ?

RESTRICTED
 RESTRICTED
284

ACCTS - 4

REGIMENTAL RECOVERIES
Reference : AO 404/66 Regarding Rules for Regtl Recovery through IRLA &
AO 9 /2001/PS.

Introduction

1. As we know, the Regimental Funds are either wholly or partly financed from
the Govt from public money and also by subscription from the personnel of the unit.
Such funds are maintained to meet the different needs of the units as well as the
personnel of the unit keeping in view that fund for the maximum benefits of the
maximum number of personnel. The Commanding Officer acts as a trustee of the
funds who will ensure that the expenditure is incurred in the above principles.

Regimental Recoveries

2. The regimental recoveries are the subscription made by the personnel of the
unit on monthly basis. The rates will be restricted as under :-

(a) For JCOs/OR. The subscriptions should not exceed 0.40% of basic pay.

(b) Officers. Regimental Funds are primarily intended for the JCOs/OR.
Officers receive no direct benefit from these funds and also they pay separately
the mess subscriptions. The contribution from the officers to Regimental funds
should not exceed 0.24% of basic pay.
3. Headquarters formation will desist from asking demands from the unit
Regimental Funds for building up their funds.

Collections

4. Collections to different funds are normally recovered in arrears on the pay table
itself. Various funds for which these recoveries are made, are :-

(a) Battalion/Company/Regimental Fund.

(b) Sports Fund.
(c) Mandir/Gurudwara Fund.
(d) Family Welfare Fund.
(e) Barrack Damage Fund.

RESTRICTED
 RESTRICTED
285
Accounting

5. After collection, these recoveries are firstly accounted for on register of

‘Regimental Recoveries’ (IAFF-1111) and summary of all funds made therein. The
total amount recovered from the personnel will then deposited to Regimental Treasure
Chest on Red Cheque (IAFF-177) and taken on charge in Columnar Cash Book
(IAFA-811) by Account Officer of the unit, by means of receipt for cash/cheque
(IAFA-175).

6. Particulars of all personnel on the strength of the unit will be shown in

Register of Regimental Recoveries along with the details of amount recovered for
various funds.

Recoveries of Regimental Subscription through the IRLA of the individuals of the unit
Serving in Field/Operational Areas

7. Regimental Recoveries in respect of the personnel of units serving

in Field/Operational areas who maintain the Regimental Fund Accounts will not be
made through the IRLAs. Recoveries through the IRLAs will only be made when
funds are actually taken over by Centre/Depot concerned. In such cases, the
Contingent Bill in duplicate accompanied by the nominal roll in duplicate will be
submitted by Centre/Depot to the PAO (OR) concerned monthly for recovery from
the IRLAs. One copy of the nominal roll will be returned by PAO (OR) to the
Centre/Depot authorising the payment of the amount actually recovered through
IRLAs.
AO 404/66
Audit

8. These funds are audited quarterly by the Regimental or Station Audit Board.
These are not subject to audit by the LAO.

Questions:-

1. What is the Standard Army Form No of register of Regimental Recoveries?

2. What are the rates of subscription towards Regimental Recoveries in respect of
Officers /JCOs/OR?
3. What are the funds for which Regimental Recoveries are made?
4. Explain briefly the accounting procedure of Regimental Recoveries?
5. What is the procedure of Regimental Recoveries in respect of the personnel
serving in Field/Operational areas?

RESTRICTED
 RESTRICTED
286
ACCTS –5

PUBLIC FUNDS
Reference : (a) Paras 801 and 810 of Regulations for the Army 1987.

(b) Pamphlet ‘Regimental Accounts.’

(c) Regs for the Unit Allowances for the Army.

(d) FR Part I (1983) & Part II (1968 ).

(e) AO 22/80 and 64/84 (Surprise Check of Public Fund).

Definition

1. Public Funds are those funds which are entirely financed from the public
money, the unexpended balances of which are refundable to the Government at the
end of each financial year, in the event of not being devoted to the object for which
those were drawn such as:-

(a) Annual Training Grant

(b) Amenity Grant

(c) Education Training Grant

(d) Library Grant

(e) Annual Contingent Grant (Incidental and misc grant) etc.

Characteristics

2. The characteristics of these funds are:-

(a) These are entirely financed from public money.

(b) These will be spent only on the object for which drawn / sanctioned.
(c) Unexpended balance is to be refunded to the Government at the close of
the financial year.
(d) No loan can be sanctioned / given from the public fund unless provided
by specific orders.

RESTRICTED
 RESTRICTED
287
(e) Public funds are subject to audit by audit authorities and also check by
quarterly audit board.
(f) No expenditure will be incurred out of Public Fund unless authorised /
provided by specific orders / Instructions /Rules/ Regulations /Government
letters.
(g) These are not be mixed or loaned to any other type of funds.
(h) These are subject to surprise check once in a quarter (by Fd Offr)
Accounting
3. The public fund will be accounted for on Columnar Cash Book (IAFA –811) in
modified double entry system of accounting.
Banking

4. The public fund may be deposited with the branch of Reserve Bank of
India or State Bank of India conducting Government Treasure Business. Where
Branch of State Bank of India is not established , the public fund may be deposited
with subsidiary banks functioning as agents for the State Bank of India. Where
banking facilities do not exist , the officer concerned for the administration of Public
Funds may open personal deposit account for such funds at any civil treasury in his
official capacity. Small quantum of public amount for urgent and immediate
requirement may be kept in regimental treasure Chest of the unit.
Public funds under locally controlled heads
5. Ser Funds Auth
(a) Annual Training Grant - (AI 26/79 amended vide AI 29/80,
2/90, 21/91 and Para 65 of FR Pt II)

(b) Amenity Grant - (AI 106/76, AI 38/78, 7/86 & GOI,

MOD letter No 15(93)/83/01 (Res) of
29 Sep 89)

(c) Education Training Grant - (AI 72/66, 11/97, 2/2000 & 4/2000 )

(d) Annual Contingent Grant - (SAO 25/S/68, AO 480/73 & AI

and Annual Stationery Grant 617/46 & AO 203/76) GOI, MoD
letter No 10010/A1/FP-4/2421/2005-
D(GS-1) dt 19 Oct 2005.

RESTRICTED
 RESTRICTED
288
Allotments

6. Annual Training Grant. With regard to ATG, the amount after such budgets
are passed will be allotted down to Comd HQ by Integrated Headquarters , Ministry
of Defence (Army) GS Branch ( MT 1). The Comd HQ will make the sub allotment
through the normal ‘G’ channels of the Fmn concerned down to the unit level. The
amount is paid by the cheques in parts, for CAT ‘A’ Est, the allotments are made by
the MT 1, GS Branch Integrated Headquarters , Ministry of Defence (Army)
directly.
7. Amenity Grant. It is meant for providing recreational facilities to troops. It
is claimed from Regional CDA on IAFA-115 (Contingent Bill) half yearly during
Apr/Oct based on authorised strength of the units.
8. Education Training Grant. It is meant for making provisions of ETG
stores, books, stationery etc. It is claimed on IAFA-115 from Regional CDA quarterly
based on the actual strength present in the unit on the last day of previous quarter. It is
claimed in advance.
9. Annual Contingent Grant (Incidental and Miscellaneous Grant) : Includes all
expenses of miscellaneous nature and other stores not included in PET/ WET of units.
These are mainly:-

(a) Cost of service labels.

(b) Cost and repairs to Typewriters/ Duplicators.
(c) Office equipment items.
(d) Mess Maint Allces.
(e) Funeral Allowance.
(f) Bicycle Repair.
(g) Hot Whether Appliances.
(h) Washing of EI clothing.
(j) Clothing and Liveries for class IV civilians paid from Defence Service
Estimates.
(k) In addition to the objects of expenditure as mentioned above, ACG may
also be incurred on the objects/items/services as listed in Integrated
Headquarters, Ministry of Defence (Army) letter No 10010/AI/FP-
4/2421/2005-D(GS-1) dated 19 Oct 2005.

Questions :-
1. Define Public Fund .
2. What are the various grants dealt with by public fund ?
3. What are the characteristics of public funds ?
4. What are the expenses which can be met with out of Annual Contingent
Grant ?

RESTRICTED
 RESTRICTED
289
ACCTS-6

IMPREST ACCOUNTS
Reference : (a) Field Imprest Payment Instruction (FIPI) & Appx 26 to
FR Part II 1968.

(b) AO 26/61 (Signing of Cash Requisition).

(c) AO 22/80 (Surprise Check).

Definition:-

1. Field Imprest are the advances of public money issued in bulk to certain
nominated officers termed as “Field Imprest Holder” to meet specified commitments.

Specified Commitments : -

2. The following are the specified commitments for which money out of Imprest
Account is utilised.

(a) Making of payment of pay and allowance to JCO/OR.

(b) Making of payments of pay and allces to civilians serving in operational

areas.

(c) Meeting such miscellaneous expenditure of units and formations as are

authorised to be met there from eg:-

(i) Advance of TA/DA to officers in exceptional cases when officers

have to move on short notice and money cannot be drawn from
CDA(O), Pune.

(ii) Payment of funeral allowance and cost of service labels in

exceptional cases, when money cannot be drawn from Regional CDA.

(iii) Payment of condiment allowance.

(iv) Payment of Rum and Cig Allce.

(v) Payment of temporary advance/ final withdrawal from AFPP

Fund.

RESTRICTED
 RESTRICTED
290

(d) Under certain circumstances the payment of pay and allowances to the
personnel of Navy and Air Force.

Appointment of Imprest Holder

3. The following can be appointed as Field Imprest Holder :-

(a) Normally the Imprest Holder will be Military Officer not below the
rank of Capt. A Lt may be appointed as an Imprest Holder in case officer of
senior rank is not available.

(b) CGO may be appointed as Imprest Holder if a commissioned officer is

not available.

(c) A JCO not below the rank of Sub may be appointed as Imprest Holder,
in case, a commissioned officer or CGO is not available, but with the prior
approval/ sanction of the GOC-in-C.

4. Officer in financial difficulties will not be detailed to act as Imprest Holder.

The Imprest Holder will personally operate the imprest account and it is not
permissible for him to delegate the responsibilities for operating the funds to other
persons.

Opening of Imprest Account.

5. Normally one Imprest Account per Battalion will be maintained. When there is
a necessity for new imprest account to be maintained for newly raised units or for
some other reasons, application by OC unit will be submitted to immediate formation
Commander for according sanction to open an Imprest Account. The following
particulars / documents will be forwarded alongwith application:

(a) A copy of authority letter for raising.

(b) Particular of Imprest Holders.
(c) Particular of CDA (OR) Regional CDA and PAO (OR) on which
the imprest holder will be dependent.
(c) Suggested CML.
(d) Justifying the reasons for opening of Imprest Account.

RESTRICTED
 RESTRICTED
291
6. Such sanction will be accorded by formation commander only after he is
convinced of the necessity of the imprest.
Appx 26 to FR Part II be referred for FIPI

7. When the sanction for opening of Imprest Account has been received by the
unit, a case will be put up to concerned CDA (OR) for allotment of Imprest Account
No with the following particulars/ documents:-

(a) Six copies of specimen signature of the imprest holder.

(b) Copy of sanction received from fmn HQ.

(c) Particulars of regional CDA and PAO (OR).

(d) Request for IAFF –1036 (Cash Requisition) and FIPI.

(e) Copy of authority letter for raising.

(f) Particulars of bankers.

8. The case will be scrutinised by the CDA (OR) and imprest account
number will be
allotted by them. When the imprest account No is allotted by CDA (OR) the unit will
be informed and one copy of IAFF-1036 will be supplied to unit. Regional CDA and
PAO (OR) will also be informed by CDA (OR) and two copies each of specimen
signatures will be forwarded to them by CDA (OR). A bank account will be opened
and bankers informed about the allotment of imprest account No. In case the unit is
serving in field area, intimation regarding allotment of imprest account No will be
given to field cash officer and PAO (OR), by CDA (OR). Accordingly two copies
each of specimen signatures will be forwarded to Fd Cash Offr and PAO (OR) by
CDA (OR).

For drawing money and Accounting of Imprest Account

9. Imprest money will be drawn by imprest holder on IAFF –1036 from Regional
CDA / Field Cash Offr . This book containing 25 forms will initially be supplied by
CDA (OR) and subsequent issue is made by Regional CDA/ Field cash Offr. The
requisition forms duly completed and signed by Imprest Holder and countersigned by
OC unit (Lt Col) / Station Commander will be forwarded to regional CDA requesting
them to issue the cheque in favour of Imprest Account to bankers. In case the imprest
holder himself is the OC of the Indep Unit, the countersignature of the Cash

RESTRICTED
 RESTRICTED
292
Requisition is not necessary. Where the Imprest Holder is dependent on Field Cashier
Offr the cash requisition form will be presented to Field Cash Offr and amount drawn.

Accounting.

10. Imprest Account will be maintained on IAFA –125 (Cash Account Book). All
transactions of receipts/ payments will be supported by Vouchers (Acquittance
Rolls/MROs /Receipts /Contingent Bills etc).

11. Account will be closed monthly and submitted to PAO (OR) concerned on
IAFA –821 (Monthly Statement of Receipts/Payment of Imprest Account) alongwith
supporting vouchers, if any (except acquittance rolls which are sent separately soon
after payments) by 1st of each month. PAO (OR) will audit the same and
acknowledge their correctness.

Questions: -

1. Define Imprest Account ?

2. What are the specified commitments for which money out of imprest account is
utilised .

3. Who can be appointed as Imprest Holder ?

4. What are the documents which are required to be forwarded to formation

Headquarters alongwith application for allotment of imprest account number ?

5. What is the procedure for drawing money and accounting of imprest

account ?

RESTRICTED
 RESTRICTED
293

ACCTS-7

FINAL CLOSING PROCEDURE IMPREST ACCOUNT

Reference : (a) Field Imprest Payment Instructions (FIPI) Appx 26 to FR

Part II. 1968
(b) SAO 9/S/76 & AO 48/78 (Disposal of Funds on Disbandment).
Final Closing of Imprest Account

1. When the necessity for an Imprest Account ceases to exist the Imprest
Holder will at once, pay the balance of amount in Imprest Account :
(a) To JCOs /OR if entitled; or
(b) To the Field Cash Offr and get receipt on IAFA –175 (Receipt for cash
or cheque).
(c) Remit the amount to CDA (OR) concerned by depositing the amount in
treasury/bank on MRO (IAFA –507).
Submission of Final Imprest Account

2. The account will be submitted to PAO (OR) concerned on IAFA- 821 within
ten days before the date of disbandment of the units alongwith all supporting
documents such as :-

(a) IAFF-1114 (Acquittance Rolls If not sent already).

(b) IAFA – 115 (Contingent bills).
(c) IAFA –175 (Receipt for cash ) if the amount was returned to Field Cash
offr.
(d) IAFA –507 (MRO) in case the unspent money was deposited into Govt
treasure/bank.
(e) IAFF –1036 (Cash Requisition Book ) will be forwarded to PAO (OR)
showing the details of used and unused forms.

RESTRICTED
 RESTRICTED
294
Note : The Statement of Imprest Account (IAFA –821) will be clearly marked
with “Final Imprest Account” in red ink.

3. Final Clearance Certificate. It will be issued by PAO (OR) concerned

after receiving the final Imprest Account. This certificate will be produced before
audit. The certificate will be as under:-

“Certified that the above mentioned accounts is finally closed, all the Imprest
Account of the Unit upto the date of closure have been received, audited and all
objections out- standing against the Imprest holder as they relate to this Pay
Account Office have finally been settled ”.

4. Payment to Persons after Closing Imprest Account. In such circumstances the

persons will be attached to the unit holding Imprest Account or will be attached to
Regimental Centre.

Questions :-

1. What are the actions to be initiated by imprest holder for final closing of
Imprest Account?.

2. What are the documents which are required to be submitted to PAO (OR) for
final closing of Imprest Account?

RESTRICTED
 RESTRICTED
295

ACCT-8

CEILING MONETARY LIMIT, EMERGENCY CASH

REQUISITIONS AND SURPRISE CHECK

CEILING MONETARY LIMIT

Reference : (a) AO 52/66 & 447/73 (Emergency Cash Requisition).
(b) AO 22/80 (Surprise Check).
(c) Para 802 (b) of Regs for the Army 1987 (Surprise Check).
Definition

1. The Ceiling Monetary Limit is the maximum amount upto that it is

permissible to be retained in cash (including bank balance) in the Imprest at any time
i.e. beyond seven days period from the date of receipt of money from the bank. This
limit will normally be within the actual cash requirement for a period of ten days.
Fixation

2. Fixation of CML will be done as under :-

(a) Initially at the time of opening the Imprest Account Provisional CML
will be fixed by the formation commander in the sanctioned authority and it
will be valid for a period of four months from the date of sanction.
(b) Re-fixation will be done after a period of four months based on the
actual expdr for past three months by the fmn commander after getting audit
report from PAO (OR). The specimen method of calculation is given in Appx
‘F’ to FIPI.
Relaxation.

3. Sanction of authorities specified below will be required for relaxing the CML
and the applications for that will be submitted alongwith the reasons by the Imprest
Holders to these authorities through PAO (OR) concerned for onward transmission
with an audit report there on:-
Limits Sanctioning Authority

(a) 10 days requirement or upto - Bde/Sub Area Commander.

Rs 2000/- whichever is more.

(b) 15 days requirement or upto - Corps/Div/Area Commander.

Rs 4000/- whichever is more.

RESTRICTED
 RESTRICTED
296

(c) One month requirement or upto - Army Commander .

Rs 8000/- whichever is more.

(d) Cash in excess of the above. - Integrated Headquarters , Ministry

of Defence (Army), AG’s Branch
PS 3(d).

4. Cash required for disbursement of Pay and Allowances (including leave advance)
may be drawn in addition to the above limits and cash be retained for a week (seven
days) from the date of drawal from the bank.
Emergency Cash Requisitions (IAFA-205)
5. Unit and Formations will not draw funds from civil treasuries on Emergency Cash
Requisitions (IAFA-205). The only exception to this will be when troops are ordered to
move at less than 48 hours notice on operation or in aid of Civil Power.
AO 447/73
6. When troops are ordered to move in the circumstances stated in para 5, the
authority sanctioning the move will specifically authorize that funds may be drawn on
Emergency Cash Requisition to meet the anticipated expenses on specified objects for
which funds are not available from the normal sources. The authority sanctioning the
move will at its direction either endorse a copy of the movement order to the CDA
concerned or communicate facts to him separately.
7. Emergency Cash Requisition will not be signed by any one except the Officer
Commanding Station or, in the absence of the permanent incumbent by the officer
carrying out the duties of Officer Commanding station not below the rank of Major .
It will be the personal responsibility of the officer signing the Emergency Cash
Requisition to ensure that the money is utilised for the purpose for which it was drawn
. The triplicate copy of the ECR with full particulars will be sent to the CDA
concerned immediately after the drawal of advance from the Bank / Non Bank
Treasury. Within 48 hours of drawal of the money he will render a certificate to the
effect that money has in fact, been expended for the authorised purpose to the
authority sanctioning.

SURPRISE CHECK

8. Headquarters Formation, will depute Fd Officers at least once a quarter to

conduct Surprise Check of Cash Balances in Field Imprest Account of each unit under
Command. The result of the surprise check will be recorded in the Cash Account

RESTRICTED
 RESTRICTED
297
Book (IAFA-125) and statement of Imprest Account (IAFA-821). Any irregularity
will at once be reported to higher authority endorsing a copy thereof to CDA (OR) and
PAO (OR). In case Field Officer is not available in the station, Captain can be
detailed to carryout the surprise check with the approval of GOC-in-C Command.
AO 22/80

9. Imprest Holder will ensure that the Imprest Account rendered to the PAO (OR)
at the close of the quarter (or in which month the surprise check carried out) contains
in original, the record of the surprise check.

10. As per instructions contained in the AO 22/80, the officer so detailed has to
check the cash balance of Regimental Funds Account also and endorse such remarks
in the cash book.
AO 22/80

11. Certificate: The following certificate is recorded by officer carrying out the
Check on Cash Account and IAFA-821:

“Certified that I have carried out the quarterly Surprise Check of Cash in the
following Accounts on (Date) in terms of AO 22/80. The cash balance which
was in legal tender was as under on actual counting and agree with the cash
balance shown in the cash book of Field Imprest Accounts:”

(a) Rupees (in figures).

(b) Rupees (in words).

The bank balance in the cash book was as under which has been
reconciled with the bank statement:

(a) Rupees (in figures).

(b) Rupees (in words).

Questions :-

1. Define Ceiling Monetary Limit ?

2. What is the fixation procedure of CML ?
3. Write short note on Emergency Cash Requisition ?
4. Write short note on Surprise Check ?

RESTRICTED
 RESTRICTED
298

ACCTS – 9

ANNUAL CONTINGENT GRANT AND

ANNUAL STATIONERY GRANT

Reference : AO 480/73, SAO 25/S/68,SAO 8/S/62 and AO 203/76.

(Particulars of expenditure debitable to ACG ) and Govt of
India, MoD letter No 10010/AI/FP-4/2421/2005-D(GS-I dt 19
Oct 2005

Introduction

1. Annual Contingent Grant (ACG) is a part of public fund under locally

controlled head. It is also called Incidental and Miscellaneous Grant (I & M Grant).
No expenditure out of this grant will be incurred unless provided, authorised by
specific orders /instructions/rules/regulations.

Utilisation

2. The grant is meant to meet the expenditure mainly in connection with the
following :-

(a) Cost of service labels

(b) Cost and repair charges of typewriters/duplicators.
(c) Office requisites, such as, purchase of dictionaries, directives, tables
cloth, office clocks, bathroom requisites, confidential boxes for keeping
classified documents and all other items mentioned in AI 617/46 and
Regulations for the Ordnance Service.
(d) Mess Maintenance Allowance.
(e) Funeral Allowance.
(f) Bicycle repairs.
(g) Washing of EI clothing.
(h) Hot weather appliances.
(j) Clothing and liveries of class-IV civilian employees.
(k) Gunnery Prizes.
(l) Survey material grant.
(m) Any other essential items not included in WET/PET and expenditure
authorised by specific orders / instructions.

RESTRICTED
 RESTRICTED
299

3. Annual Stationery Grant (ASG). The grant is meant to meet the

expenditure mainly in connection with the following :-

(a) All types of stationery, folders, envelopes, writing material etc.

(b) Printing of ledgers, formatting records, keeping books, forms, memo

pads, DO pads and columnar cash ledger etc.

Estimates

4. The units will submit budget and periodical estimates as required vide SAO
8/S/82 to Headquarters Commands through normal channel on form IAFA-211. The
Headquarters Command , on receipt of these estimates, will consolidate these unit-
wise for each arm/service and forward to Integrated Headquarters , Ministry of
Defence (Army) (respective controlling directorates) through regional CDA
concerned with remarks. An advance copy of these estimates will be sent by
Headquarters Command direct to respective controlling directorates at Integrated
Headquarters , Ministry of Defence (Army). The controlling directorates at
Integrated Headquarters , Ministry of Defence (Army) will scrutinize the estimates.
Consolidated estimates for the arm/service branch will be forwarded by them to AG`s
Branch (Budget).

5. Category `A’ establishments will submit their estimates direct to Army

Headquarters (GS Branch (MT-3) through regional CDA concerned.

Allotment

6. The allotment of this grant will be made by respective directorate/Head of

arm/service to all the units of that arm /service except in case of category ‘A’
Establishment, in whose case the allotment will be made direct by GS Branch MT 1
Integrated Headquarters , Ministry of Defence (Army). The amount allotted to units
will not be given to units concerned but the allotment of such amount will be made to
the Regional CDA in favour of the unit and the unit will be informed accordingly.

Expenditure

7. The units, based on the allotment, may spent the amount on the objects by
claiming the money on contingent (IAFA – 115) from the Regional CDA concerned.
Claims where necessary will be supported by vouchers / documents and quotation etc.

8. The expenditure will be checked by the Regional CDA concerned and the CDA
will keep on informing the units concerned through monthly statement of expenditure

RESTRICTED
 RESTRICTED
300
as to how much balance of account remain in the grant, but it is the duty of units also
to check the amount spent and balance in grant.

9. At the end of the financial year, in case any amount is left unspent out of total
amount allotted, it will be treated as surrendered to the Government, and will be
reflected in the final report on the subject.

Questions

1. What is the utilisation of annual contingent grant?

2. Explain briefly the expenditure procedure of ACG?
3. Enumerate items those can be purchased out of ACG?

RESTRICTED
 RESTRICTED
301

ACCTS -10

UNIT CLAIMS

Reference: (a) Regulations for the Unit Allowances for the Army.
(b) G of I, MOD letter No 15 (93) 83/D (Res) / I&C / 2005 dt
Aug 2005, regarding Amenity Grant.
(c) Integrated Headquarters MoD (Army) letter No 21704/Q/ST-6-
Q1(B) dt 09 Nov 2005 regarding Condiment Allces.
General
1. All claims must be preferred as soon as they arise and Officers are Personally
resp for avoidable delay. Claims preferred within 24 months will be dealt within the
usual way and those preferred in respect of any period more than 24 months
antecedent to the date of claim shall be deemed as time barred claims and those will
only be admitted by audit authorities when time barred limit has been waived by CFA.
Type of Claims

2. There are two types of claims :-

(a) Miscellaneous Unit Claims.
(b) Miscellaneous Personal Claims.
3. Miscellaneous Unit Claims. The claims are required to be submitted to
Regional CDA, for pre - audit and payment. Following are the important unit claims:-
4. Amenity Grant (AI 106/76, 22/77 & 78/78)

(a) Rates.
(i) Str upto 100 - Rs 75/- per capita per annum.
(ii) 101 to 200 - Rs 60/-per capita subject to min of Rs 7500/-.
(iii) 201 to 800 - Rs 45/-per capita subject to min of Rs 10,500
(vi) 801 and above - Rs.30/-per capita subject to min of Rs
30,000/-.
(v) Hospital Grant - Rs 3/- per head.

RESTRICTED
 RESTRICTED
302
(b) Claim. The grant will be claimed on Contingent Bill (IAFA – 115) half
yearly (Apr/Oct) from Regional CDA based on the authorised strength of the
unit.

(c) Utilization. Amenity Grant may be spent mainly for the purpose
of :-
(i) Sports gears

(ii) Items of indoor/outdoor games

(iii) Gramophones and Record Players/TV/Video etc.

(iv) Maintenance of recreation rooms

(v) Any other articles considered necessary for the troops to boost
up the morale of the soldiers.
5. Education Trg Grant : (AI 39/GS/2000 dt 12 Jun 2000, AI 2/2000 & 4/2000).

(a) Rate. Rs. 3.00 per individual per month. Out of this Rs. 2.00 per
individual per month will be claimed by the units and balance Rs. 1.00 per
individual per month will be claimed by Integrated Headquarters , Ministry of
Defence (Army) for the actual strength of the Army which will be treated as a
reserve for meeting supplementary expenditure of running . AEC College and
Centre, expenditure of central classes and purchase of books centrally for
distribution.

(b) Claim This grant will be claimed on contingent bill (IAFA-115) on

quarterly basis on the actual strength on the last day of the previous quarter
from the regional CDA. This grant will be claimed in advance.

(c) Utilization. ETG may be spent to meet the expenditure for the
following: -

(i) Purchase of books and sty pertaining to educational training to

troops.
(ii) Purchase of various charts and boards.

(iii) Purchase of newspapers and periodicals.

(iv) Any essentials items required for upkeep and maint of info room .

RESTRICTED
 RESTRICTED
303
(d) The grant will not be claimed for the personnel who are away on course
or in military custody/detention and in prison.

6. Mess Maintenance Allowance (AI 265/63 as amended) vide MOD letter No

B 142852/MMA/AG/CW-1/281305/D(AG) dt 05 Oct 2005.

(a) Rates

(i) For first 10 officers - @ Rs 150/- per officer per month.

(ii) For next 15 officers - @ Rs 115/- per officer per month.

(iii) For remaining str of offrs -@ Rs 60/- per officer per month.

(b) Claim. MMA will be claimed monthly from the Regional CDA on
contingent bill (IAFA –115). The claim will be routed through UABSO. It
will be claimed based on the authorised strength with the following
exceptions:-

(i) Messes formed of officers of various units who have no mess of

their own, the allowance will be claimed at the rates laid down based on
the attached strength (dining).

(ii) Officers going out/ coming in prior to 5 or after 15 days of the

month respectively should not be included in the str while claiming the
allowance.

(c) Utilisation. The allowance is meant for maintenance of officer’s mess.

The allowance will be utilised for the following :-

(i) Payment of rent, electricity charges of the MES buildings.

(ii) Wages of the servants employed in the mess and for whom the
pay is not drawn from CDA and upkeep and maintenance of mess
building.

(d) On receipt of the amount from the regional CDA, it will be taken into
public fund account and thereafter transferred to Officers Mess Account. It will
be met out of Annual Contingent Grant.

7. Condiment Allowance (AI 7/74 as Amended vide SAI 7/S/74, SAI 2/S/72).
(a) Rate

RESTRICTED
 RESTRICTED
304

(i) Strength upto 50 - @ Rs 24.39 per indl per month.

(ii) Strength upto 51 & - @ Rs 22.87 per indl per month.

above

Auth : Integrated Headquarters , Ministry of Defence (Army) letter No

21704/Q/ST-6-01(B) dt 09 Nov 2005.

(b) Claim. This allowance will be claimed monthly based on the average
ration strength of the unit. The personnel on ration money will not be included
in the strength. The amount will be claimed on contingent bill (IAFA-115) and
may be drawn from Imprest Account (Subject to post audit) or also may be
claimed from regional CDA. Firstly this allowance will be accounted for in
Imprest Account of Public Fund Account (as the case may be) and thereafter
will be transferred to Regt Fund for meeting exp.

(c) Utilisation. The amount will be utilised for purchase of condiments for
troops.

8. Rum/Cigarette Allowance. The allowance is paid to the troops in lieu

of free issue of rum and cigarettes/cash allce according to the conditions of
service and height of terrain. The allowance is worked on the basis of
individual(s) presence in the unit on ration strength (as shown in the IAFA-
3033) on the following sliding scales :-

(a) Presence in the unit upto 10 days - 25% of the rate.

(b) Presence in the unit upto 20 days - 50% of the rate.
(c) Presence in the unit for 20 days and above - Full rate.

9. The allowance is drawn from the unit Imprest Account against individual
receipt showing number of days the individual was present in the previous month in
the unit and amount claimed after preparation and enclosing a copy of the ration
account. The rates are announced by the Govt from time to time through letters to the
consumer price index of rum and tobacco.

10. Funeral Allowance (AI 6/S/76).

(a) Rate. Rs 4000/- per case.

RESTRICTED
 RESTRICTED
305
(b) Claim.The amount will be claimed from regional CDA on contingent
bill (IAFA-115). May be paid from Imprest Account. In case cremation/burial
of dead body was performed by next of kin or relatives of deceased, the amount
claimed and credited to estate of the deceased. It will be met out of Annual
Contingent Grant.

(c) Utilisation. This allowance is meant to meet the expenses incurred for
cremation/burial of the dead body of soldier.

11. Bicycle Allowance (AI 127/72 as Amended).

(a) Rates. Per bicycle for all units/establishments authorised to hold

bicycles (except IMA and NDA Khadakwasala) :-
(i) For first year - Rs 39/-
(ii) For second year - Rs 52/
(iii) For third year - Rs 65/-

(b) Claim.The amount will be claimed on contingent bill (IAFA-115) from

regional CDA for whole year in advance.

(c) Utilisation. To meet the expenditure on account of repair and

maintenance of bicycles. To be met out of Annual Contingent Grant.

12. Cost of Service Labels (Service Postage Stamps) (Para 567 of RA 1987).

The amount will be paid from the ACG already claimed from Regional CDA based
on the requirement of service labels. May be drawn from imprest account when the
amount cannot be claimed from regional CDA for any reason. The amount will be
remitted by a cheque for the amount and will be issued in favour in treasury on form
IAFZ- 2094 after presenting the cheque for the amount . The expenditure on this
account will be met out of Annual Contingent Grant.

13. Band Allowance

(a) Rate.
(i) For Brass Band - Rs 150.00 per month.
(ii) For Pipe Band - Rs 112.50 per month.

(b) Claim.The amount will be claimed from regional CDA on contingent

bill .

RESTRICTED
 RESTRICTED
306
(c) Utilisation. For meeting expenditure for upkeep and maintenance of
bands. This allowance is admissible to Regimental/Corps Centres.

Questions:-

1. How many types of claims are there? What are they?

2. What are the rates and utilisation of Amenity Grant , ETG, MMA, Condiment
Allowance, Funeral Allowance, Bicycle Allowance and Band Allowance?

RESTRICTED
 RESTRICTED
292

ACCTS-11
PERSONAL CLAIMS: JCOs / OR
Reference : SAI 1/S/2008 , AI 166/70 and SAO 15/S/90.

General

1. All personal claims must be preferred immediately on occurrence. This will

help the individual to avoid financial loss. Claims preferred after 12 months require
sanction of the competent financial authority under FR Part I, Rule 188.

Miscellaneous Personal Claims

2. The following are miscellaneous personal claims:-

(a) Extra Duty Allowance

(b) Good Service Pay

(c) Ration Allowance

(d) Acting Allowance to JCOs

(e) Personal Maintenance Hygiene Allowance

(f) Subsistence Allowance

(g) Compensatory City Allowance - ( Abolished wef 01 Sep 2008 )

(h) Children Education Allowance (CEA and RTF have been merged )

(J) Compensatory Field Area Allce and High Altitude & Uncongenial
Allowance.

(k) Compensation in Lieu of Quarters

(l) Composite Transfer Grant

(m) Dearness Allowance.

(n) Annual Increment

(o) Clothing Maintenance Allowance

(p) Reimbursement of Cost of Concession Voucher/ Railway Warrant.

(q) Outfit Allowance to NCOs promoted to JCO rank and JCOs granted
Hony Commission.

RESTRICTED
 RESTRICTED
293

(r) Spectacle Allowance.

(s) Transport Allowance.

(t) Re-imbursement of Tuition Fees.

(u) Hostel Subsidy.

Note : Ser No (a) to (l) & (s) to (u) are published through Pt II orders, Ser
No (m) to (o) are automatically adjusted by PAO (OR),ser No (p) to (r) are
claimed on IAFA-115 (Contingent Bill).

3. Extra Duty Allowance. The revised rates of appointment /extra duty

allowance pay wef 01 Sep 2008 are as under: -
(a) L/Nk, L/Hav, CHM and CQMH - Rs 100.00 pm.
(b) RQMH / BQMH - Rs 150.00 pm
(c) BHM /CHM - Rs 160.00 pm.

4. Good Service Pay (GS pay). NCOs are entitled to GS Pay as per Government
of India, Ministry of Defence letter No1(26)/ 97/III/D (Pay / Services) dated 29 Feb
2000 and corrigendum No 1/26/97/III/D/ (Pay/Services) dated 21 Jul 2000. GS pay
is admissible to the NCOs at double the pre-revised rates from 01 Sep 2008. The
GS pay admissible to NCOs will be regulated as under:-

(a) Naik / Lance Havildar - Rs 64/- per month after three

years of service as Naik ,
Lance Havildar and a further
Rs 64/- per month after six
years service in these ranks /
appointments.

(b) Dafadar /Havildar - Rs 64/- per month after each

period of three years service
as NCO subject to a
maximum of Rs 192/- per
month after nine years of
such service.
5. Ration Allowance. Ration allowance will be published on monthly basis
under the headings “NRA or LRA and TJRA”. The rates of ration allowance are
announced from time to time by the Government of India. These rates are revised
annually effective from 01 Apr each year (Integrated Headquarters , Ministry of
Defence (Army) letter No 12045/ST 6/Q1(B) dated 03 Feb 90).
6. Acting Allowance to JCOs.Under the provision of Rule 106 of Pay and
Allowances Regulations JCOs/OR 1979, JCOs (other than those granted honorary

RESTRICTED
 RESTRICTED
294

commission) are appointed, with the prior approval of the immediate formation
commander not below the rank of a Brigadier, in officers` vacancies arising as a
result of shortage of officers, but not caused by leave, temporary duty or courses of
instructions. The rates of acting allowance effective from 01 Sep 2008 are as
under: -

(a) When officiating in vacancy of Major - Rs 800/- pm.

(b) When officiating in vacancy of Captain and below - Rs 600/- pm.

Auth : GOI, MoD letter No 1 (54)/2008/D (Pay/services) dt 04 Nov 2008.

7. Personal Maintenance Hygiene Allowance (PMHA). JCOs , OR and Rects

are entitled to the Personal Maintenance Hygiene Allowance at the following rates: -

(a) Where washing services have been provided:-

(i) Non Sikh Personal - Rs 60/- pm.

(ii) Sikh Personal - Rs 74/- pm.

(b) Where washing services have not been provided:-

(i) Non Sikh Personal - Rs 120/- pm.

(ii) Sikh Personal - Rs 120 /- pm.

(c) Recruits are entitled ¾ of the above rates.

(Auth : Government of India, Ministry of Defence letter No

9009/AG/PS 3(b)/1541/D(Pay/Services) dated 13 Jul 1998).

8. Subsistence allowance. The subsistence allowance at the rate of Rs 1500/-

per month is admissible to the family of married OR/ recruits, when they are
undergoing imprisonment in military custody without a sentence of dismissal. In the
case of unmarried personal, the payment will be subject to furnishing proof by the
individual to the effect that he has been maintaining his parents either through family
allotment or by making remittances through money order/bank draft. Detailed
procedure for payment of subsistence allowance has been laid down in AO 389 / 72,
AI 53 / 75 and Para 203 of Pay and allowances Regulations JCOs/OR 1979.

9. Children Education Scheme. It has two components, CEA and Hostel

Subsidy. Both cann not be claimed concurrently. 1000/- pm per child for two
children only. Erstwhile CEA and RTF have been merged and the admissible from
Nursery to Twelfth classes The CGDA had partially simplified the procedure for
claiming Childen Education Allowances. The Children Education Allowance can be
claimed quarterly/half yearly/annually . It holds no relationship with performance of
child in class and includes reimbursement for :-

RESTRICTED
 RESTRICTED
295

(a) Fee paid for tuition, admission, lab , sports, library or any other
activity.

(b) One set of text books, note books and school shoes.

(c) Two sets of uniform.

10. Hostel Subsidy. Hostel Subsidy @ Rs 3000/- pm per child for two children
only can be claimed. Applicable when children are studying in a boarding school
away from the place of posting of the father/mother.

11. Procedure for Claiming Children Education Allowance. The CGDA had
partly simplified the procedure for claiming Children Education Allowance will be
adopted :-

(a) Officers. The children Education Allowance in respect of serving

officers will be admitted through DO Part II Orders. Following documents are
required to be submitted by claimant while claiming CEA :-

(i) Part II Order notifying the casualty.

(ii) Original fee receipt.

(iii) Form No I to AO 15/90. The same may be treated as self

certificate of claimant.

(b) JCOs/OR. As regards the procedure for claiming CEA in respect of

JCOs/ORs the allowances would be continued to be claimed as per the
specimen DO II format at serial No 62 of Appendix J (Revised-1999) as
given in Documentation Procedure JCOs/ORs and circulated as amendment
No 60 to Appendix `J’ (Revised 1999) vide Integrated HQ MoD (Army)
Adjut Genral’s Branch letter No A/20038/MP 8 (I of R) dt 14 Jul 2010.

Auth :- Addl Dte Gen of Personnel Services Adjut General Branch,

Integrated HQ of MoD (Army) letter No PC/37900/AG/PS-3(P) dt 12 May
2011.

12. Compensatory field Area Allowance (CFAA) and High altitude & Un
Congenial Allowance (HAUCA). It will be published in part II Orders on entrance of the
individual in affected areas. The allowances will be ceased as and when the individual
leaves the location for more than 20 days. The rates are as under:-
Ser Rank Field Allowance HAUCA(Cat HAUCA (Cat-II)
–I(ht upto Ht upto 15000 ft
15000 ft) incl and above excl.
HAFA FD MOD FD
uncongenial Siachen
(PM) (PM) (PM) areas below
ht. of 9000 ft.

RESTRICTED
 RESTRICTED
296

(a) Lt Col 8400/- 5200/- 2000/- 2120/- 3200/-

and
above
(b) Major 7760/- 4800/- 1860/- 1860/- 2800/-
(c) Captain 7100/- 4400/- 1720/- 1320/- 2000/-
(d) Lt 6780/- 4200/- 1600/- 1060/- 1600/-
(e) JCOs 5820/- 3600/- 1200/- 960/- 1440/-

(f) Hav 3880/- 2400/- 920/- 740/- 1120/-

(g) Nk/Sep 3240/- 2000/- 800/- 540/- 800/-

13. Counter Insurgency Operations Allowances (CI Ops). It will be published

in Part II Orders on entrance of the individual in affected areas. The allowance will
be ceased and when the individual leaves the location for more than 30 days. The
rates are as under :-

Ser Rank CI Ops in Fd Area

Fd Mod Fd Peace
(a) Lt Col & above 7800/- 6000/- 5200/-
(b) Major/Lt. Col 7200/- 5540/- 4800/-
(TS)
(c) Captain 6600/- 5080/- 4400/-
(d) Lt 6300/- 4840/- 4200/-
(e) JCOs 5400/- 4160/- 3600/-

(f) Hav 3600/- 2760/- 2400/-

(g) Nk 3000/- 2760/- 2000/-

(h) Sep 3000/- 2300/- 2000/-

14. Rates of Siachen Allowances are as under:-

(a) Officers - Rs 14000/- pm
(b) JCOs/OR - Rs 9337/- pm.

15. Family Accn Allce

RESTRICTED
 RESTRICTED
297

(a) A new introduction for all JCOs/OR not hold on Auth Married Est
(AME).

(b) Min of HRA rates applicable.

(c) The pay for this purpose will incl Pay in Pay Band, Grade Pay & MSP,
X Gp not to be incl.

(d) All JCOs/OR, irrespective of age and marital status, are fully auth
Family Accn Allce if not claiming HRA/CILQ or not staying in Govt accn.

Auth : MoD letter No 10(55)/98/D(Q&C) dt 18 Nov 08.

Detailed procedure given in IHQ of MoD (Army), AG’s Branch, MP-8 letter
No A/20038/MP 8 (I of R) (a) dated 31 Jul 09 and letter of even No dated 18
Aug 09.

16. Compensation in Lieu of Quarters (CILQ). Revised rate of CILQ will be

published half yearly on 01 Jan and 01 Jul every year wef 01 Sep 2008. The
revised rates of CILQ per month are as under :-
Ser Rank City classification Rates (Rs Per Month)
X Y Z CCOTH
(Earlier Earlier (Earlier
Classified as Classified as Classified as
A1) A, B1 & C&
B2) Unclassified)
(a) Sep & Nk 3600/- 2400/- 1600/- 1600/-
(b) Hav 4200/- 2800/- 2000/- 2000/-
(c) JCO’s & 5400/- 3600/- 2400/- 2400/-
Equivalent
(d) NC (E) 1800/- 1200/- 800/- 800/-
(Auth : Govt of India, Min of Defence letter No 10(48)/2007/D (Q &C) dt 14
Nov 2008.)
17. Family Planning Allowance to Officers and JCOs/OR. Revised Family
Planning Allowance to Officers and JCOs/OR at the following rates wef 01 Sep
2008 :-

Ser No Rank Rate of Family Planning Allce (Rs Per

Month)
(a) Sep/Nk 210/-
(b) Hav 250/-
(c) Nb Sub 400/-

RESTRICTED
 RESTRICTED
298

(d) Sub 450/-

(e) Sub Maj 500/-

(f) Lt & Equivalent 550/-

(g) Capt & Equivalent 600/-

(h) Maj & Equivalent 650/-

(j) Lt Col & Equivalent 750/-

(k) Col & Equivalent 800/-

(l) Brig & Equivalent 900/-

(m) Maj Gen & Equivalent 1000/-

(Auth : Govt of India, Min of Defence letter No 1 (65)/2008/D (Pay/Services)
dt 03 Dec 2008).

18. (a) Transportation of Personal Effects by Rail.

Grade Pay By Train/Steamer Rate per Km/for

transportation by road
( Rs per Km)
Chiefs/Vice Chiefs/Army 6000 Kgs, by goods 18.00
Cdrs/DGAFMS & Offrs train/ (Rs 0.003 per Kg per
drawing Grade Pay Rs 4 Wheeler wagon/ Km)
7600 & above 1 double container
Offrs drawing Grade Pay 6000 Kgs, by goods 18.00
Rs 4200, 4600, 4800, Train/ 4 Wheeler (Rs 0.003 per Kg per
5400, 6100 & 6600 Wagon/ Km)
1 Single Container
Pers drawing Grade Pay 3000 Kg 9.00
below Rs 2800 (Rs 0.003 per Kg per
Km)
Auth: MoD letter No 12630/Mov C/3737/D (Mov)/08 DT 29 Dec 09 and
Ministry of Finance, Deptt of Expenditure Corrigendum DT 18 Feb 09.
(b) Transportation of Conveyance.
Grade Scale
Chief/Vice Chief/Army Cdrs/ One Motor Car, etc or one Motor Cycle/
DGAFMS and Offrs drawing Scooter, or one Horse
Grade Pay Rs 4200 & above
Pers drawing Grade Pay of less One Motor Cycle/Scooter/Moped or one
than Rs 4200 Bicycle

RESTRICTED
 RESTRICTED
299

Auth : MoD letter No 12360/Mov C/3737/D (Mov)/08 dt 29 Dec 08.

Claims Automatically Adjusted by the PAO (OR)

19. Dearness Allowance. It will be adjusted automatically by the PAO (OR)

according to the rates amended by the Government on increase of price index from
time to time. It will be announced half yearly on 01 Jan and 01 Jul every year.

20. Annual Increment. Annual increment @ 3% on sum of pay in the pay band
plus grade pay plus `X’ Gp Pay ( where applicable) to be added to the pay in the pay
band on01 Jul every year. (SAI 1/S/2008 & SAI 2/S/2008 refers).

21. Clothing Maintenance Allowance (CMA). CMA will be adjusted by the

PAO (OR) per annum in the month of Feb every year.(AI 22/83 refers)

Claims Preferred on Contingent Bill (IAFA – 115).

22. Cost of Concession Vouchers/ Railway Warrant. It will be claimed on
IAFA-115 through CDA (Fys) Kolkata on occurrence. The payment authority will be
issued by the CDA (Fys) Kolkata to the concerned PAO (OR) of the individual for
adjustment in the IRLA.
23. Outfit Allowance. Outfit Allowance will be preferred on IAFA –115 and
forwarded to PAO (OR) for adjustment in the IRLA. The rates of outfit allowance
are as under;-
(a) NCOs promoted to the - Actual cost of the kit subject to maximum
rank of Nb Sub Rs 1000/- (one time Payment)
(b) JCOs granted Honorary - Actual cost of kit subject to the maximum
of Commission Commission on active list Rs 6400/-
(One time Payment).
(c) Mufti Allce to Rects - Rs 400/- (One time payment).
24. Spectacle Allowance. It will be claimed from regional CDA on
IAFA –115 and paid out of Annual Contingent Grant.
(a) Normal Lenses - Rs 130/-.

(b) Bifocal Lenses - Rs 250/-.

25. Reimbursement of Medical Claims. Officers/JCOs/OR entitled to claim actual
expenditure for special investigation/medicine carried out/procured from the local
market on the direction of medical auth. In case of emergency medical treatment carried out
from civil hospital as case may be Pl ref AO.

Transport Allowance to Officers and JCOs/OR.

RESTRICTED
 RESTRICTED
300

26. Officers and JCOs/OR are entitled to Transport Allowance at the following
rates wef 01 Sep 2008 :-

Service Pers drawing grade Rate of Transport Allowance per month

Pay of Classification of In 13 Cities @ Other places
Cities/Towns classified As
A-1/A earlier
Grade pay of Rs 5400/- & Rs 3200 +DA Rs 1600 + DA thereon
above . thereon
(i) Grade pay of Rs 4200,
Rs 4600/- & Rs 4800/-
(ii) Those drawing grade Rs 1600+DA Rs 800 + DA thereon
pay below Rs 4200/- but thereon
drawing pay in the pay band
equal to Rs 7440/- &
above
Grade Pay below Rs 4200/- Rs 600/- + DA Rs 400 + DA thereon
and pay in the pay band thereon
below Rs 7440/-

@ Hyderabad (UA), Delhi (UA), Bangalore (UA), Greater Mumbai (UA),

Chennai (UA), Kolkata (UA), Ahmedabad (UA), Surat (UA), Nagpur (UA),
Pune (UA), Jaipur (UA), Lucknow (UA) and Kanpur (UA).

(Auth : Govt of India, Min of Defence letter No 12630/Tpt

A/Mov/C/3120/D (Mov)/08 dt 16 Dec 2008. )

25. Hostel Subsidy.

(a) Rs 3000/-pm per child.

27. In addition to the above, there are number of miscellaneous personal claims
such as, Hostel Subsidy , Shorthand Allowance, Funeral Allowance etc. A
reference will be made to Pay and Allowances regulations for JCOs / OR 1979 and
Appendix` J’ to Manual of Documentation JCOs/OR 1992.

Questions :-

1. what are the personal claims which are published in Part II Orders ?

2. What are the claims which are automatically adjusted by the PAO (OR) ?

3. What are the claims which are preferred on contingent bill (IAFA - 115)

RESTRICTED
 RESTRICTED
301

ACCTS –12

PREPARATION OF PERMT DUTY AND TA / DA CLAIMS

Reference : (a) Army Order 109/75, 128/78 and AI 112/61.
(b) Financial Regulations Part - I 1983.
(c) Travel Regulations 1991 (Revised).

General

1. TA. TA is admissible to all ranks when traveling on duty in the interest of

public service and not at the request or convenience of the individual.

2. DA. A Daily Allowances is a uniform allowance for each day of absence

from HQ/Permanent duty station which is intended to cover the ordinary daily
charges incurred by an individual of such absence.

Classification of Journey

3. All movements for which conveyance is authorised at public expense are

classified under two categories :
(a) Permanent duty.
(b) Temporary duty.
4. The classification of move is determined by the authority ordering the move.
If the duration of move at an outstation is expected to exceed 180 days, the move
will be classified as permanent duty.

Regulation of DA

5. DA for the entire absence from Headquarters will be regulated as Follows :-

(a) Full DA may be allowed for each completed calendar day of absence
reckoned from mid-night.
(b) For absence from Headquarters for less than 24 hours, the daily
allowance will be admissible at the following rates :-
(i) If the absence from Headquarters does not exceed 6 hours - Nil.
(ii) If the absence from Headquarters exceeds 6 hours but does not
exceed 12 hours - 70%.
(iii) If the absence from Headquarters exceeds 12 Hours - Full.

RESTRICTED
 RESTRICTED
302

6. In case the period of absence from Headquarters falls on two calendar days, it
is reckoned as two days and daily Allce is calculated for each day as above.
Similarly daily allowance for days of departure from and arrival at Headquarters will
also be regulated accordingly.

Note : 1 On day (s) when service person on temp duty is provided with
free boarding and lodging he will draw only 1/4 th DA. If he is provided
with only free boarding he will draw half DA for that day.

2. For the time spent in journey, only ordinary rate of DA will be

admissible when total absence from Headquarters is partly spent in
journey/ordinary locality and partly and partly in expensive locality the
total No of DA s will be calculated. From this the No of DA for halt in
expensive locality will be allowed at special rates and these will be
deducted. Remaining No of DA s will be calculated at ordinary rates.

Permanent Duty Traveling Allowances

7. Definition of “Family” The definition of “Family” for transfer TA will

also include parents, sisters and minor brothers residing with and wholly dependent
upon the Defence service pers. Dependents’ income per month from all sources
should not exceed Rs. 1500/- pm

8. Permanent duty move incidentals. Vide Rules 59 & 60 TR service

persons shall in addition to the facility to travel at Govt expense for himself and
members of the family by rail/ sea/ air, as the case may be, under the existing rules
and revised road mileage as per para 2(d) above for the journey by road draw one
daily allowance for himself and each member of the family every completed day
occupied in the journey from residence reckoned from mid-night. For the family for
every completed day occupied in the journey from residence reckoned from mid-
night to mid-night. For the period less than 24 hours on any day, the daily Allce will
be admissible as follows :-

(i) Upto 6 hours - Nil

(ii) Exceeding 6 hours but not exceeding 12 hours - 70%

(iii) Exceeding 12 hours - Full

(iv) Additional free conveyance to service personnel is authorised

to & from old duty Stn to take the family on permanent transfer when
accommodation is not made available at new duty station and families
are left behind. Auth TR-70 (v).

9. The children below 12 years will be allowed daily allowance each half of the
rates for adult.

RESTRICTED
 RESTRICTED
303

Journey on Warrant

10. With the issue of AO 4/S/70 all journeys are normally required to be
performed on warrant. If warrant is not used cost of warrant at contract rate (with
exception of leave journeys) only will be admissible with the approval of the
controlling officer vide Rules 47 and 6 TR. The entitlement of class in rail, road or
air is discussed in Adm ‘A’ chapter of this book.

Submission of Claims

11. The claims in respect of officers will be prepared on the following forms for
the duties as shown against each and submitted to CDA(O) for pre-audit and
payment :

(a) IAFT – 1716 - Temporary duty claims

(b) IAFT – 1715 - Permanent transfer/posting

(c) IAFA – 115 - Leave travel concession

(d) IAFA - 194 - Requisition for Advance

12. Claims JCOs /OR will be preferred as under :

(a) Composite Transfer Grant, CEA, - Through Part II Order (Refer

CILQ etc. Appx ‘J’ to Docu JCOs/OR

(b) Conveyance of luggage by private - On IAFA-115 from CDA

conveyance and cost of fare of family (Fys) Kolkata.
Members etc (any type).

13. The claims are supported by copy of posting order/move sanction detention
certificate/receipts from railways as applicable in each case as per orders issued from
time to time. It is the responsibility of the countersigning authority to see the
correctness of the claim as per rates made in TR.

Questions :-

1. Define TA and DA ?

2. How many categories is the journey classified into ?

3. What is the definition of ``Family’’ ?

4. What are the forms used for submission of various claims of Officers ?

RESTRICTED
 RESTRICTED
304

ACCTS-13

DGEME WKSP GRANT

Refer : (a) Annexure to AI 86 – 87/74

(b) AI 29/84 & 30/95. AI 2/2008

(c) DPM- 2009

Introduction

1. The DGEME’s Workshop Grant is made available to the DGEME out of Defence
Services Estimates with the prior concurrence of the Min of Fin (Def) to equip the EME
Workshops with machy, plant and tools to enable them to function efficiently.

2. Army Instructions 86/74 as amended vide AI 29/84 ,AI 30/95 and AI 2/2008 lays
down the details on expenditure to be met out of this Grant. In addition, large number of
policy letters have been issued from time to time giving clarifications on various aspects
related to this Grant. EMER WS/K- 422 No 1 Issue 2 dated 06Aug 96 lays down guidelines
for accounting discard and disposal of items procured/manufactured out of this Grant.

Utilisation of the Grants

3. The DGEME’s Workshop Grant consists of :-

(a) DGEME’s Workshop Cash Grant.

(b) DGEME’s Workshop Monetary Grant.

4. Details of procurement of Stores/Equipments out of DGEME’s Workshop (Cash)

Grant are as under:-

(a) Tools, Plant, Mach and Test Equipment Not authorized in PET/WET (Auth :
Rule 147 of FR Pt I, Sec XII, Appx II, Part I read in conjunction with AI 86/74).

(b) Special Tools and Equipments which are NIV/Not Authorised (Auth : Dte
Gen of EME (Eqpt) letter No 08253/D/EME Eqpt-2dated 28 Dec 82 as amended
vide letter of even No dated 03 Jan 83).

(c) Manufacture of Special Tools and equipments not authorized in WET/PET

but Introduced in Service and declared NA by Ordnance.

(d) Manufacture of SMTs/STEs which are NIV/Not Introduced (Auth : Dte Gen
of EME (Eqpt) letter No 08253/D/EME Eqpt-2 dated 03 Jan 83).

RESTRICTED
 RESTRICTED
305

(e) Minor Works for installation of plant and machy in EME Wksps.

(f) Installation of new plant and machinery, shifting/resetting of existing

industrial plant.

(g) Trial/Experimental Works.

Budget Estimates

5. The forecast requirement of funds should reach the central controlling authority in
time. After consolidating the requirements of the units, intermediate formations will send
the estimates, duly vetted, to Dte Gen of EME (Fin) through DDs EME & MGs EME.
Following planning and working out the requirements of funds the following will be kept in
mind :-

(a) Past experience and previous allotments.

(b) Operational commitments or any special requirements.
(c) Modernisation plan.
(d) Any long term projects to improve and modernize the existing workshop
facilities.
(e) Based on actual requirements.

6. Command HQ (EME), HQ Technical Group EME and Training Establishments will

forward consolidated requirements of funds to Dte Gen of EME (Fin) by due date. They
will also attach an annexure indicating list of only those items which are proposed to be
procured under the powers of DGEME giving brief details of equipments, tentative cost and
the unit for which it is being proposed to be procured in the ensuing financial year.

7. Dte Gen of EME (Fin) will consolidate the funds requirements of all commands, HQ
Technical Group EME and EME Training establishments and forward the same after
approval of DGEME to Dte Gen of Ord (OS-26) in the BE for the ensuing financial year.

Budget Allocations

8. Budgetary support for initial two months of the financial year is normally allocated
to the Dte Gen of EME by Dte Gen of Ord(OS-26) in first week of Apr based on ‘Vote on
Account’ by the Parliament. The firm allotment will be given by May/Jun.

Budget Control

9. Once the funds are allotted there is a requirement to ensure that spread of
expenditure is even and funds are utilized judiciously during the year by Central Controlling
Authority as well as all other inter mediatory controlling authorities. For this purpose
periodical reports and returns are required to be submitted by all concerned. It is advisable
that the expenditure from the grant is phased out evenly throughout the year and as far as
possible the following levels of expenditure at any point of time during the year will be
maintained as laid down in Dte Gen of EME letter No B/07162/EME Fin dated10 May 95 :-

RESTRICTED
 RESTRICTED
306

Ser NoPeriod Expenditure Level

(a) Upto 31 Aug 40% of Budgetary allocations

(b) Upto 30 Nov 60% “ “

(c) Upto 31 Dec 80% “ “

(d) Upto 15 Mar 100% “ “

DGEME WKSP (MONETARY GRANT)

10 The DGEME’s Workshop (Monetary)Grant is debit preforma with the cost of the
equipment and stores which are issued from stocks held by Ordnance and Engineers Stores
Depot. The grant is utilized for procurement of all uncontrolled equipment, stores, tools,
jigs, fixtures and other materials which are not authorized on the WET/PET of the units and
are introduced in service. Such stores are demanded from the depots and procured on debit
proforma. If declared NA workshops resort to local purchase through DGEME’s Wksp
(Cash) Grant. To improve utilization of this grant, following be ensured :-

(a) Based on the previous years allotments, the units will plan their requirement
well in advance. Five percent may be added to the previous year’s allotment while
planning for the current financial year.

(b) For planning purposes units should check the availability of

stores/equipment with the depots.

(c) After funds are received by the units a firm demand will be placed on the
depot.

RESTRICTED
 RESTRICTED
307

ACCTS –14

FINANCIAL POWERS FOR LOCAL PURCHASE

Reference : (a) SAO 21/S/76 (Local Purchase out of ACG).

(b) SAO 8/S/82 (Power of LP of Ord Stores).

General

1. With a view to ensure greater efficiency in administration and quicker

disposal of cases various financial powers have been delegated to formation/unit
commanders. These financial powers relate to the expenditure met from defence
estimates and are to exercise subject to availability of funds to the budget of a
financial year.

Financial Powers of Commanding Officers of Unit

2. As regards the financial powers of CO, he has a limited scope of these

powers comparatively with those vested in higher formation commanders. Some of
the important financial powers vested in Commanding Officer of unit are given in
succeeding paragraphs.
Annual Training Grant

3. OC unit may purchase stores, equipment and other items (other than
stationery), when urgently required for training resulting delay detrimental to the
training, upto the following monetary limits for any single transaction. Purchase will
not be split up to bring the value thereof within the financial powers :-

Ser Competent Financial Without In consultation

No Authority consultation of of IFA/CDA (In
IFA/CDA (In Rs) Rs)
(a) Brig Rs 25,000/- Rs1 Lakh
(b) All Units Commanded by Rs 20,000/- Rs 40,000/-
Cols
(c) All Units Commanded by Lt Rs 15,000/- Rs 30,000/-
Cols
(d) All Units commanded by Maj Rs 10,000/- Rs 20,000/-

(Auth : AI 26/79 as amended vide AI 29/80) and Schedule XX to GOI, MoD

leter No A/89591/FP-1/1974/2006/GS-I) dt 26 Jul 2006).

RESTRICTED
 RESTRICTED
308

4. On Stationary for Training. Purchase of stationary out of ATG must be

restricted upto 20% of allotment. Cases of purchasing of stationary for above 20%
of allotment will be referred to GS Branch, Integrated Headquarters , Ministry of
Defence (Army) through normal channels for orders. Cash payments should not be
made exceeding the following limits on local purchase:-

(a) Where banking facilities are available upto Rs 100.00, otherwise

payments will be made by cheque/ bank drafts.

(b) Where banking facilities are not available upto Rs 500.00 otherwise \
payments will be made by cheque/ bank drafts.

Education Training Grant

5. 20% of allotment or Education Training Grant can be spent by CO for
purchase of stationery for educational training of troops without referring the
demand to Stationary Depot and without obtaining Non Availability Certificate.
Annual Contingent Grant (ACG)
6. OC/CO unit may purchase objects/items/services as listed vide Appx ‘A’ of
Annexure GOI, MOD letter No 10010/AI/FP-4/2421/2005 D (GS-1) dt 19 Oct 2005
and including all types of stationery, folder, envelops, writing material, Printing of
ledgers, formatted record keeping books, forms memo pads, DO pads and Columnar
cash ledgers etc, when urgently required for office requisites, upto the following
monetary limits for any single transaction. Purchase will not be split up to bring the
value thereof within the financial powers :-
(a) Brig - Rs 40,000/-
(b) All units commanded by Commanded by Col - Rs 25,000/-
(c) All units commanded by Lt Col - Rs 12,000/-
(d) All units commanded by Majs - Rs 5,000/-
(Auth : Schedule I to GOI, MoD letter No A/89591/FP-1/1974/2006/GS-I) dt
26 Jul 2006).
7. Expenditure out of Annual Contingent Grant is incurred by CO/OC Units as
per scale/rates laid down for various grants and amount utilized strictly on
conformity with the rules, regulations, orders and instructions on the subject.

8. Powers to Sanction Write off losses of stores in all cases other than in Supply
Depots.
Ser Competent Fin Auth Financial Limit (In Rs)
Not due to Theft, Due to Theft, Fraud
Gross Neglect or Gross Neglect
(a) Govt of India, Min of Def Full Full
(b) GOC-in-C Comd 4,00,000/- 1,00,000/-

RESTRICTED
 RESTRICTED
309

(c) Corps Cdr 3,00,000/- 60,000/-

(d) Area/Div Cdr 2,00,000/- 40,000/-
(e) Indep Sub Area/Sub 1,50,000/- 15,000/-
Area/Bde Cdr
(f) Stn Cdr or rank of Lt Col 10,000/- 4,000/-
and above
(g) Stn Cdr of the rank of Maj 2,000/- Nil
& below
(h) Adm Comdt Class-I 10,000/- 4,000/-
(j) Adm Comdt Class-II 2,000/- Nil
(k) COs of Units Col 5,000/- Nil
(l) CO/OsC of Unit Lt Col 4,000/- Nil
(m) OsC of Units Maj 2,000/- Nil

(Auth : Schedule I to GOI, MoD letter No A/89591/FP-1/1974/2006/GS-I)

dt 26 Jul 2006

9. Sanction of Major/Minor Works

/ Authorised Wks Special Wks
(a) Central Government - Full Powers Full
Power
(b) COAS - 120 Lacs 20 Lacs
(c) GOC-in-C - 75 Lacs 07 Lacs
(d) Corps Cdr - 37 Lacs 03.75
Lacs
(e) Cdr Area/Indep Bde/Indep Sub Area- 22 Lacs 0.75
Lacs
(f) Cdr Sub Area/Bde - 15 Lakhs 0.15
Lacs
(g) Stn Cdr (above Cols) - 2 Lakhs 75,000/-

(h) Stn Cdr (below Cols) - 50,000/-Minor 75,000/-

Works.
(Auth- Def Wks procedure 1986)
10. Local Purchase of Ordnance Stores

(a) DGOS - 4,00,000/-

(b) ADG OS - 3,00,000/-

RESTRICTED
 RESTRICTED
310

(c) Comdt CODs/CAFVD - 1,00,000/-

(d) Comdt ODs/ABODs/FODs - 50,000/-

(e) DDOS Corps - 40,000/-

(f) DADOS (Area and (I) Sub Area) - 20,000/-

DDOS Corps, Ord Offrs at Bde/(I) Bdes/
(I) Bde Gps and Sub Area

(g) OC OMP/BOU/OFP - 10,000/-

(h) LPO - 10,000/-

Auth : Schedule XII to GOI, MoD letter No A/89591/FP-1/1974/1006/D (GS

1) dated 26 Jul 2006.

11. Local purchase of items from various Grants in EME units are as under

S/No Type of Grant Appt Without Without

consultation consultation
of CDA of CDA
(a) MT/Ord/Med/Engr/Refrg CO(Col) 40,000/- -
OC(Maj) 15,000/- -
(b) LRC CO(Col) 20,000/- Rs 1 Lac
OC(Maj) 15,000/- Rs 50,000/-
(c) IT Grant (Maint) CO(Col) 50,000/- Rs 1 Lac
OC(Maj) 12,000/- Rs 50,000/-
(d) IT Grant (LRC) CO(Col) 16,000/- Rs 30,000/-
OC(Maj) 8,000/- Rs 20,000/-
(e) IT Grant (AMC) CO(Col) 30,000/- Rs 2 Lacs
OC(Maj) 30,000/- Rs 1 Lac
(f) IT (Sty & Consumable) CO(Col) 40,000/- -

(g) DGEME Wksp (Cash) CO(Col) 10,000/- Rs 50,000/-

OC(Maj) 8,000/- -
Capt 5,000/- -
(h) TTG CO(Col) 50,000/- Rs 1 Lac
OC(Maj) 5,000/- Rs 50,000/-
Maj 1,000/- Rs 25,000/-
&below

RESTRICTED
 RESTRICTED
311

12. Local Purchase. Financial Power of EME Officers to make local purchase
of stores out of DG EME Wksp Grant are as under :-

Competent Financial Authority Without In consultation of

consultation of IFA/CDA (In Rs)
IFA/CDA (In Rs)
DG EME 2 lakh 2.5 lakh
Cdr HQ TG/BWG EME 1 lakh 1.5 lakh
Comdt Army/Adv Base Wksp 40,000 80,000
MG EME 50,000 1 lakh
DD EME 40,000 -
OC EME Bn/Wksp/unit/Est/ 25,000 -
Flight/FRI/AWD
(Commanded by Col/Lt Col)
OC EME Wksp/Unit/Est/ 6,000 -
Flight/ FRI/AWD
(Commanded by Major)
OC EME Wksp/Unit/Est/ 5,000 -
Flight/ FRI/AWD
(Commanded by Capt and below)
Comdt MCEME/EME School/EME 10,000 -
Centre

13. Local Purchase of Training Aid Stores and Other Expenditures out of
Technical Training Grant.

Competent Financial Without In consultation of

Authority(CFA) consultation of IFA/CDA (In Rs)
IFA/CDA (In Rs)
DG EME 1 lakh 2 lakh
Cdr HQ TG/BWG EME 25,000 50,000
Comdt Army/Adv Base Wksp 10,000 15,000
MG EME 20,000 50,000
DD EME 15,000 -
OC EME Bn/Wksp/unit/Est/ 10,000 -
Flight/FRI/AWD
(Commanded by Col/Lt Col)
OC EME Wksp/Unit/Est/ 5,000 -
Flight/ FRI/AWD
(Commanded by Major)
OC EME Wksp/Unit/Est/ 3,000 -

RESTRICTED
 RESTRICTED
312

Flight/ FRI/AWD
(Commanded by Capt and below)
Comdt MCEME/ 50,000 1 lakh
EME School Baroda
Comdt EME Centre 15,000 -

14. Sanction of Expenditure Out of DGEME Wksp Grants Both Cash and
Monetary, on Tests, Trails, Experimental Work and Execution of Technical Minor
Works Carried out in EME Units and Establishments.

Competent Financial Without In consultation of

Authority(CFA) consultation of IFA/CDA (In Rs)
IFA/CDA (In Rs)
DG EME 50,000 1 lakh
Cdr HQ TG/BWG EME 15,000 30,000
Comdt Army/Adv Base Wksp 3,000 10,000
MG EME 15,000 30,000
DD EME 7,000 -
OC EME Bn/Wksp/unit/Est/ 5,000 -
Flight (Commanded by Lt
Col/CEME/Col EME)
OC EME Wksp Est/Flight/ 5,000 -
FRI/FRW
(Commanded by Major)
OC Fd Repair Wksp/EME units 2,000 -
OIC AWD/OC Fd Repair Increment
(Commanded by Capt and below)
Comdt MC EME/EME School 15,000 30,000
Comdt EME Centre 10,000 15,000

15. Local Repair Contract. Financial powers of EME Officers are as under :-

Competent Financial Without In consultation of

Authority(CFA) consultation of IFA/CDA (In Rs)
IFA/CDA (In Rs)
MGO - 2 lakh
DG EME 75,000 1 lakh
Cdr HQ TG/BWG EME 30,000 50,000
Comdt Army/Adv Base Wksp EME 10,000 20,000
MG EME 30,000 50,000
DD EME 10,000 50,000
OC EME Bn/Wksp/Unit/Est/Flight 8,000 -

RESTRICTED
 RESTRICTED
313

(Commanded by Col/Lt Col)

OC EME Wksp/Unit 4,000 -
Est/Flight/FRI/AWD
(Commanded by Major)
OC EME Wksp/unit/Est/FRI/AWD 2,000 -
(Commanded by Capt & below)

16. Misc Expenditure Grant. Financial powers of EME Officers are as under :-

Competent Financial Without consultation of In consultation of

Authority(CFA) IFA/CDA (In Rs) IFA/CDA (In Rs)
DG EME 25,000 50,000
Cdr HQ TG/BWG EME 10,000 20,000
Comdt Army/Adv Base 5,000 8,000
Wksp
MG EME 10,000 20,000
DD EME 5,000 -
OC EME Bn/Wksp/unit/ 2,000 -
Est/Flight (Commanded by
Col/Lt Col)
OC EME Wksp 2,000 -
Est/flight/FRI/AWD
(Commanded by Majors)
OC Fd Wksp/Unit/Est/Flt/ - -
FRI/AWD (Commanded by
Capt and below)
Comdt MC EME/EME 10,000 -
School
Comdt EME Centre 5,000 -
17. Write off of Stores/Losses. Financial powers to write off losses of stores in
respect of EME units are delegated to the under mentioned authorities upto the monetary
limits indicated against each :-
Competent Financial Non due theft fraud or Due to theft fraud or gross
Authority (CFA) gross neglect Rs. neglect Rs.
MGO 50,000 Nil
DG EME 30,000 Nil
MG EME 15,000 Nil
Comd ABWs 200 Nil
OC Stn Wksp EME (Lt 1,000 Nil
Col)
OC Stn Wksp EME (Maj & 100 Nil
below)
OC Fd Wksp EME (Maj) 100 Nil
Indep Sub Area/Sub 15,000 5,000
Area/Bde Cdr
Area/Div Cdr 30,000 7,500

RESTRICTED
 RESTRICTED
314

Corps Cdr 40,000 10,000

Stn Cdr (Lt Col & above) 1,000 1,000
GOC-in-C Nil 15,000
OC EME Units (Col & 2,500 1,000
above)
OC EME Units (Lt Col) 1,000 Nil
OC EME Units (Maj & 200 Nil
below)

Auth : (FR Part I Vol II 1983 Edition, Schedule VI)

Questions :-

1. What are the financial powers of OC Unit of various ranks for expenditure out
of Annual Training Grant ?

2. What are the financial powers of various CFA for local purchase of
stationery ?
3. What are the financial powers of various CFA to write off losses ?
4. What are the financial powers of various CFA to sanction major/minor
works ?
5. What are the financial powers of various CFA for local purchase of ord
stores ?

RESTRICTED
 RESTRICTED
315

ACCTS-15

REGULARISATION OF DEBIT BALANCES

Reference : AO 315/73, 32/80 and AI 68/69 (Written off of irrecoverable debit
balance and Observation on Statement of account).

General

1. Any over payment to a Government servant is regarded as debit, owned to the

public. All
possible actions should be taken to recover it. The powers to waive the recovery of
over payment should not be exercised simply on the ground that over payment was
made in good faith and recovery would cause hardship. Whenever it is necessary to
waive in over payment, it should be ensured that there is fullest justification for such
waiving.

Causes of Debit Balances

2. Following are the main causes which lead to debit balance in the individual’s
account :-

(a) Payment of heavy cash advance in excess of monthly entitlements.

(b) Financial effect of Part II Orders, such as reduction to lower rank,
relinquishment of appointment, punishments, fines and forfeiture of pay and
allowances, loss statements hospital stoppages etc not taken into
consideration, while paying the advances
(b) Leave advance being paid in excess of the amount authorised in Rule
318 of Pay and Allowances Regulations JCOs/OR.
(c) Not taking into account the recoveries on account of AFPP Fund
subscription, PLI, Army Group Insurance premium and FA if any, from
entitlements.
(d) Paying of credit balance in excess of the amount shown in the
statement of accounts.
(e) Credit or debit balances shown in the quarterly statement of accounts
not entered in Soldier’s Personal Book (AB-64).

Steps to be Taken to Avoid Real Debit Balance

3. The following procedure should be adopted to avoid real debit balance :-

RESTRICTED
 RESTRICTED
316

(a) Payment of advance to personnel should be made against their net

entitlements.
(b) Net entitlements due to an individual should be worked out by the
paying officers with reference to the immediately proceeding quarterly
statement of account and payment restricted to the actual credit so worked out
and so excess added.
(c) Various recoveries, such as PLI/ AFPP Fund subscription and Army
Group Insurance premium should be deducted from net entitlements before
payment is made.
(d) Occurrence for grant of various allowances should be published well
in time as per instructions laid down in relevant orders. Allowances which
have been published in Part II Orders be added and advance paid but not yet
debited in the IRLA be deducted to arrive at the net credit balance for making
payment.
Regularisation of Debit Balances/Over Payment
4. The following procedure will be adopted :-
(a) PAO (OR) concerned will inform unit concerned where the accounts
are running in debits. Action will be taken by unit to restrict payment as per
existing instructions and proposed procedure by PAO (OR) for effecting the
recovery thereof.
(b) JCOs/OR whose pay accounts are in debit or who are liable to
deductions from pay to meet public charges or payments to families or
dependents, will be restricted to cash issues as under in accordance with Rule
311 of P & A Regulations JCOs/OR 1979 as amended :-
(i) For personnel who are making family allotment :-
(aa) JCOs - Rs 3.00 per day.
(ab) OR - Rs 2.00 per day.
(ii) For those who are not authorised to make family allotment, but
have families dependent on them :-
(aa) Upto 40 percent of their pay, excluding dearness
allowance, together with the cash issues laid down in clause (i)
above, or
(ab) The following cash issues :-
(aaa) JCOs - Rs 18.00 per day.
(aab) OR - Rs 12.00 per day.

(c) Officers responsible for making payment may be required to make

good the loss to the state vide AO 32/80.

RESTRICTED
 RESTRICTED
317

Writing Off Irrecoverable Debit Balances

5. With reference to AO 315/73, the following procedure will be adopted in the

matter of writing off irrecoverable debit balance in the non-effective accounts :-

(a) Whenever the pay accounts of the soldier on becoming non-

effective show the
debit balance, it will be intimated to the Records for its regularisation on
IAFA-498 (Loss Statement) vide AI 68/69 as amended. Cases requiring
sanction of higher CFAs will be intimated by PAO (OR) to unit/formation
concerned through Records. Thereafter, a case will be initiated on IAFA-498
together with a statement of case containing details as required vide AO
315/73.

(b) The case will be submitted to PAO (OR) for scrutiny and audit
remarks. On receipt of IAFA-498 with the statement of case referred to
above, it will be returned by PAO(OR) certifying the correctness of the
amount therein and specifying the cause of debit balance.

(c) The case will be submitted to CFA through normal channel for
necessary orders/ sanction.

(d) Three copies of the sanctioned loss statement will be forwarded to

Records by unit for onward submission to PAO(OR) / CDA (OR).

Competent Financial Authority and their Powers

6. The monetary limits upto which various Army authorities can exercise
powers to write off irrecoverable debit balances are those prescribed for losses of
public money as laid down in Schedule VII, Appendix II, Part I (Army) of Financial
Regulations Part-I. A reference be made to Para 8 to lesson ``ACCTS-13’’ in this
book for losses.

Questions :-

1. What are the causes of debit balance ?

2. What are the steps to be taken to avoid real debit balance ?

3. What is the procedure to be followed for writing off irrecoverable debit

balance ?

RESTRICTED
 RESTRICTED
318

ACCTS – 16

MILITARY RECEIVABLE ORDER

Reference : (a) AO 14/69 & 96/81.

(b) AO 123/76 (Procedure of defence cheque and MRO).

General

1. The units / fmn are allotted various Public Funds and imprest funds
for meeting
expenditure on various objects. There are chances when the allotted amount is not
utilised in full and in that case there is unspent balance which is required to be
refunded to the Government. Money collected on account of issue of rations on
payment, sale of personal clothing, recovery of amount of lost stores, etc, is also to
be deposited into treasury/bank in favour of Government . In the Army such
amounts are deposited into treasury/bank on Military Receivable Order (MRO).

Purpose of Using MRO

2. As in civil the money due to the government is deposited into treasury on

chalan form, in the Army for depositing money into treasury/bank, printed form
IAFA-507 (Military Receivable Order) is used. These forms are supplied free of
cost in pads by the stationery depots in sets (ORIGINAL, DUPLICATE,
TRIPLICATE and QUADRUPLICATE). Normally the MRO will be prepared for
depositing the money in the following cases :-

(a) Undisbursed excess amount of - In favour of CDA(OR)

Concerned.
Imprest money.

(b) Amount received on account of - In favour of Regional CDA

issue of rations on payment, sales of
personal clothing, recovery of amount
for loss of Government stores, etc.

(c) Unspent amount of public funds - In favour of Regional CDA.

(d) Recovery of amount on account - In favour of CDA (FYS)

Kolkata of rail fares when unauthorised
use of railway warrants/form `D’ etc was
made.

RESTRICTED
 RESTRICTED
319

Preparation of MRO and Procedure for Depositing Money

3. For preparation , one set of MRO will be removed from the pad and
completed (either typed or written in indelible pencil) in quadruplicate. After
completion and signature, the first three copies will be presented to the treasury/bank
alongwith the cheque for the amount. The cheque will be issued in favour of the
manager of the bank. The quadruplicate copy will be kept as office copy The
treasury / bank will return original copy duly receipted to the depositor. The
duplicate copy will be retained by the treasury/bank for transmission to the CDA
concerned. The first two copies presented to the treasury /bank will be distinctly
marked “CENTRAL (DEFENCE)” on the top centre.

Disposal of Copies of MRO and Accounting Acknowledgement

4. The original copy of the MRO duly receipted by the bank / treasury will be
forwarded by the depositor to the CDA concerned direct after receipt under a
standard forwarding memo published as Appendix to AO 96/81 in triplicate.

5. A line should be drawn diagonally after treasury receipt number has been
entered in the forwarding memo. The CDA will return one copy each of the
forwarding memo to the LAO and one to the Depot/units duly acknowledged.

6. In the case of remittances into banks or treasuries of amount adjustable by

the PAO (OR) such as refund of over payment of pay and allowances of JCOs/OR
liquidation of debit balance and estates of deceased soldiers, receipted copies of
MROs will be sent direct to the PAO (OR) concerned by the depositor as defined in
AO 14/69.

7. In the case of units/formations, where audit as conducted concurrently, eg,

ASC retail shops and such units in which payment issues are made to any
considerable extent (then names of the units of the last category being decided upon
between the CDA and the local military authorities concerned ) the office copy of the
forwarding memo received back from the CDA duly acknowledged will be produced
before the local audit staff for the purpose of local audit.

8. Similarly, in the case of units/formations, where audit is conducted

periodically, the office copy of the MRO and copy of the forwarding memo as per
specimen laid down in AO 96/81 received back from the CDA duly acknowledged
will be produced before the LAO for the purpose of local audit.

9. The check exercised in local audit of the credits to the Government, will
include both receipts into the cash book maintained by the unit as also they are
charged off when amounts are deposited into the treasury / bank.

RESTRICTED
 RESTRICTED
320

10. An MRO may be in receipt of one or more vouchers, but no amount due for
recovery on one voucher will be remitted in piecemeal and shown in more than one
MRO.

Questions :-

1. What are the circumstances in which the MRO is prepared for depositing
money ?

2. How do you prepare a Military Receivable Order ?

3. Explain briefly about the disposal and accounting of acknowledgements

copies of MRO ?

RESTRICTED
 RESTRICTED
321

ACCTS –17
AUDIT OF ACCOUNTS
Reference : (a) Para 834 to 837 of Regulations for the Army 1987.
(b) Appendix VII of Regimental Accounts as amended.
(c) AO 481/73, 315/73 and 82/74 (Disposal of Audit Obj, writing
off of losses and irregularities).
(d) AO 22/80 and AI 44/85.
Introduction

1. Controller of Defence Accts will control all the accounts expenditure /

disbursement in their area of responsibility and will arrange for the periodical audit
of the accounts of such units/fmns as they may decide.
Audit
2. An execution of thorough check of accounts/documents in conformity
with rules and regulations is called audit.
Object

3. To check authorized receipts of funds and legitimacy of the expenditure in

conformity with the orders/instructions for incurring such expenditure.

Types of Audit

4. There are three types of audit, namely :-

(a) Station Audit (Quarterly Audit).
(b) Local Audit
(c) Test Audit

Station Audit

5. Quarterly Station/Formation Audit Board. Audit of accounts will be carried

out quarterly, ie QE, Mar, Jun, Sep and Dec by a board of officers detailed by
Station HQ/ Formation Headquarters for all units under command.

6. Composition of the Board. It will consist of three senior officers or such less
number as the Area Commander may direct. The board is convened by OC Station.
The officers detailed in the board will be from different units. Where the assets of

RESTRICTED
 RESTRICTED
322

the funds exceeds Rs 5 Lakhs and above, Annual External Audit by DAD will be
conducted.

7. Scope of the Audit Board. The board will check all public fund accounts
(including imprest money) and cash balance and audit the Regimental Fund
accounts of all the units in the station or formation. It will be specified in the
convening order.

8. Duties and Responsibilities of the Audit Board. The board will satisfy that :-

(a) The accounts are arithmetically correct and have been kept in
accordance with the rules.
(b) All receipts and payments are supported by vouchers/bills.
(c) The funds have been utilised for the object for which those were
intended for.
(d) All authorised contributions to various funds have been duly credited in
whole to the respective funds.
(e) Assets are not over estimated and liabilities are not omitted. The funds
are invested strictly in accordance with the rules.
(f) Cash credits are actually available.
(g) The rules regarding banking of regimental funds have been compiled
with.
(h) The balance of all regimental funds are correct.

9. Preparation and Disposal of Audit Board Proceedings. The proceedings of

audit will be recorded on IAFD-931 and will be prepared in triplicate. The
proceedings will be submitted to convening officer for his perusal/remarks and
countersignature. Proceedings will be forwarded to next higher headquarters for
perusal and remarks.

10. Unsatisfactory State of Accounts. In case the state of regimental accounts

is reported unsatisfactory by Quarterly Audit Board, the Brigade /Sub Area
Commander may call upon CDA to inspect and report upon regimental accounts of
such units. The responsibilities of the CDA ceases with the submission of his
report to the Brigade /Sub Area Commander, who will take further action as deemed
necessary.

RESTRICTED
 RESTRICTED
323

Local Audit

11. This audit is carried out by Local Audit Officer under arrangements of
Regional CDA. All accounts/ledgers of public stores/equipment and cash accounts
are subject to audit by LAO at certain periodicity, normally quarterly or as
prescribed by regional CDA.

Test Audit

12. This type of audit is arranged by CGDA and auditors visit the units/ fmns
from time to time.

Settlement of Audit Objections

12. The following actions will be initiated to settle the audit objections :-

(a) The audit objections should be given priority consideration as soon as

they are received by the unit and ensure their expeditious disposal. Audit
objections should not be treated as mere routine enquiries.

(b) Audit objections which could not be settled within two months from
the date of receipt of the objections a report giving full details thereof will be
made to higher authorities.

(c) Audit objections which cannot be settled by discussion locally, ie,

those relating to lack of sanction of CFA or those based on difference in the
interpretation of rules will be referred to the higher authorities immediately.

(d) All observations/audit report should be entered in the register.

Questions :-

1. What is audit and what is its objective ?

2. How many types of audit are there ? What are they ?

3. What is the composition and scope of quarterly audit board ?

4. What are the duties and responsibilities of quarterly audit board ?

5. What are the actions to be initiated to settle the audit objections ?

RESTRICTED
 RESTRICTED
324

ACCTS-18
BUDGET ESTIMATES

Reference : FR Part I Chapter IV and V, SAO 20/S/76.

Definition :

1. Budget Estimates are the plan of systematic expenditure for a financial year.
These are annual estimates of accounts for a particular object or forecasts of
expenditure of a year based on the actual expenditure.

Object

2. To enable the central controlling authorities to frame the estimates as

accurately as possible, periodical budget estimates are submitted by units on
prescribed printed form IAFA-211.

Budget Estimates

3. The Defence expenditure is divided into two heads :-

(a) Centrally Controlled Head :-

(i) Pay and allces of personnel of Regular Army.

(ii) Expenditure incurred on purchase of rations, clothing, FOL,

eqpt etc.

(iii) TA/DA admissible to Offrs.

(iv) CEA admissible to JCOs/OR.

(b) Locally Controlled Head

(i) Annual Training Grant.

(ii) Amenity Grant.

(iii) Educational Training Grant.

(iv) Annual Contingent Grant.

RESTRICTED
 RESTRICTED
325

(c) We at unit level are only connected with Locally Controlled Head
and Budget estimates are required to be submitted for the following :-

(i) Budget Estimates for Annual Trg Grant.

(ii) Budget Estimates for Annual Contingent Grant.

(iii) Budget Estimates for Technical and Equipment instructional

grant where authorised (Authorised Arty, AC, EME, Signals etc).

Periodical Budget Report

4. The Budget Estimates are submitted by units to respective Command

Headquarters through Fmn HQ concerned and consolidated estimates are submitted
by Command HQs to Integrated Headquarters , Ministry of Defence (Army)s
through respective Regional CsDA (Category `A’ establishments submit direct to
Integrated Headquarters , Ministry of Defence (Army)s (MT-1) through CDA
concerned).

5. There are four periodical budget report :

(a) Preliminary Report for current financial year - To reach Integrated

Headquarters
Ministry of Defence
(Army) by 10 Aug
each year.

(b) Preliminary Revised Estimates for current - By 30 Oct each fin year
& forecast estimates for ensuing fin year.

(c) Revised Estimates, for current financial - By 10 Dec each year

year and Budget Estimates for ensuing year.

(d) Modified appropriations - By 28 Feb each year.

6. Preliminary Report. This estimate, which should take into account the
progress of accounts and other relevant factors, will show to the extent in which
sanctioned budget estimates for the years are affected by circumstances known either
before or after 01 Apr which may necessitate modifications in these estimates.

7. Preliminary Revised Estimates. This estimate is a forecast as accurate as

possible of what the actual results for the year are likely to be. All important
changes pending to increase or decrease the budget estimates as indicated by actual
figures available, or by other circumstances, which have come to notice will be taken
into account in the preparation of this estimate.

RESTRICTED
 RESTRICTED
326

8. Revised Estimates. This is more accurate estimate of what the result of the
year are likely to be and is based mainly on actual expenditure known to date.

9. Modified Appropriations. This is final estimate for the year and will be
based on the latest known actual and the likely expenditure during the remaining
period of year. The closeness with which this estimate should correspond in total
and the detail to the actual expenditure for the year is of paramount importance as it
is on the basis of this estimate that necessary re appropriation or surrenders are
formally sanctioned.

Preparation of Budget Reports

10. The following important points will be borne in mind while submitting the
budget estimate :-

(a) The budget report will be prepared on form IAFA-211.

(b) All columns should be fully completed.

(c) Variation of any details/items should be fully explained.

(d) Surrender of the funds should be avoided to the least extent at the close
of the fin year.

(e) Report should be submitted in time.

(f) Actual expenditure for last year to be shown.

Questions :-

1. What is the definition of Budget Estimates and what is its objective ?

2. How many heads are the budget estimates divided into ? What are they ?

3. How many types of periodical budget reports are there ? Write down each of
them with the periodicity of submission ?

4. What are the important points to be borne in mind while submitting the
budget estimates ?

RESTRICTED
 RESTRICTED
327

ACCTS-19

INCOME TAX

1. References :-

(a) Section 203 of IT Act 1961

(b) Rule 31 (1) (a) of IT Rules 1962

(c) Income Tax Act 1998.

(d) Rule 19 to 27, FR Pt-II (1988- Reprint)

2. Introduction. As per IT Act 1961, as amended from time to time, all persons
whose income from all known sources is taxable, are required to file IT Return,
failing which a penalty can be imposed by the IT Deptt. For the purpose of filing IT
Return, the income is classified under following heads :-

(a) Salary.

(b) Income from House Property.

(c) Profits and Gains of Business or Profession.

(d) Capital Gains

(e) Income from other sources.

3. We will be dealing with (a) & (b) only.

4. Tax Deduction at Source. As per IT Act every employer (In our case MOD
through CDA(O)/PAO(OR)) should Deduct Tax at source in monthly installments
on the salaries disbursed by them. Final adjustment will be made from the last salary
payable before the end of Mar. Fin Yr means current fin year and Assessment Year
means-next Fin Year, ie current FY in 2011-12 and AY will be 2012-13.

5. Definition of Salary. It includes all kinds of Pay, DA, Bonus, Allowances

(except Fd/HAUCA/CI Ops etc) leave Salary, adv of Pay, HRA, Tpt Allce ,Re-
imbursement of Tuition Fees, Pension, Subsistence Allces, Interim relief and arrears
of salary.

RESTRICTED
 RESTRICTED
328

6. Salary does not include following :-

(a) TA/CTG gtd on Tfr/Tour/TD.

(b) All types of Op/ Fd Allces.

(c) Tpt Allce.

(d) KMA/Out Fit Allce.

(e) CEA upto 2 Children. @ Rs 1000/- pm per child.

(f) Hostel subsidy not exceeding Rs 3000/- pm upto two children.

(g) Salary received from UNO is not taxable.

(h) Gallantry Awards.

(j) Re-imbursement of medical expenses.

(k) Donation made under Sec 80(G) is deducted from total incomes.
Example, donation to PM, National Relief Fund, ACWF etc.
7. Income fully Exempted from Tax :-

(a) Death/Retirement Gratuity.

(b) Commuted Value of Pension.

(c) Encashment of Leave.

(e) LTC.

(f) Maturity valued of AGI.

(g) Credit balance of DSOP/AFPP Fund.

RESTRICTED
 RESTRICTED
329

8. (a) Tax Rates for Men

Ser Total Income Income Tax Rate Surcharge Educational

No Range (Rs) Cess
(a) Upto Rs 1,80,000/- Nil Nil Nil
(b) From Rs 1,80,001/- 10% Nil 3 % of
to Rs 3,00,000/- Income
(c) From Rs 3,00,001/- 15,000/-+ 20% of Nil 3 % of
to Rs 5,00,000/ Income exceeding Income
of Rs 3,00,001/-
(d) AboveRs 45,000/-+ 30% of Nil 3 % of
5,00,001/- Income exceeding Income
of Rs 5,00,001/-

(b) Tax Rates for Women

Ser Total Income Income Tax Rate Surcharg Educational

No Range (Rs) e Cess
(a) Upto Rs Nil Nil
1,80,000/-
(b) From Rs Rs 12,000/- Nil 3 % of
1,80,001/- to Income
Rs 3,00,000/-
(c) From Rs 12,000/-+ 20% of Nil 3 % of
3,00,001/- to Income exceeding of Income
Rs 5,00,000/ Rs 3,00,001/-
(d) Above 20,000/-+ 30% of Nil 3 % of
Rs 5,00,001/- Income exceeding of Income
Rs 5,00,001/-

RESTRICTED
 RESTRICTED
330

9. Surcharge on Income Tax. Surcharge 10 % if Total Income exceeds

Rs 10,00,000/-. Education fess @ 2% is payable on the amount of Income Tax.

10. Benefits on Insurance Policy.

(a) Life Insurance Plans are eligible for deduction under Section 80C of IT
Act.

(b) Pension Plans are eligible for deduction under Section 80 CCC.
Premium paid upto Rs 10,000/- pa is allowed to be deducted from salary. But
will be part of max limit prescribed under Sec 80 CCB.
(c) Premium paid for Medical Insurance (under Sec 80D. Total limit
Rs 10,000/-) for Self, Spouse or Children.

Note : 1. Total limit under sec 80 CCE will be Rs One Lac, which includes,
besides above, contribution to DSOP/AFPP Fund, AGI Premium, recovered
by CDA(O)/PAO(OR) every month..

2. Any sum received under Life Insurance Policy including sum

allocated by way of bonus on such policy, is exempt from Tax.

11. Filing of Return. Every person whose income from all sources exceeds
the limit of Rs 1,60,000/- pa has to file IT Return. IT can be filed with the IT Deptt
either at the stn where indl is serving or where PAO(OR)/ CDA (O) is located. It is
to prepared with the help of Form No 16 to be provided by the PAO(OR)/CDA(O),
in duplicate. The Form known as SARAL 2A is available at IT office. The
following docu are to be fwd to CDA(O) /PAO(OR) :-

(a) Form Saral 2D, E or F. Form 2D is the easiest one. It can be

procured from nearest IT Office.

RESTRICTED
 RESTRICTED
331

(b) Form No 16. To be provided by CDA(O)/ PAO(OR).

(c) Proof of Savings, for claiming exemption of IT.

12. In order to avoid penalty, IT Return should be filed in time, as declared by the
Govt from time to time.

Refund of Excess Amount of IT

13. If the Income Tax has been recovered in excess (more than the liabilities) it is
got to be refunded by IT Deptt, loc in the stn where IT Return has been filed, and not
by PAO(OR)/Records Office/CDA(O).

Questions :-

1. What is the definition of salary ?

2. What are the pay & allowances not included 9in salary for IT ?

3. What are the incomes fully exempted from Tax ?

4. What are the documents forwarded to CDA (O)/ PAO (OR) alongwith IT
return ?

ADM (A)-1

DOCUMENTATION : JCOs/OR – GENERAL

Reference: (a) Documentation Procedure JCOs/OR 1992.

(b) Para 623 of Regs for the Army 1987.

Introduction
1. The efficiency of unit and career prospect of personnel depend upon the Up-
to-date administration. A unit should give full attention to the minute details on
accurate documentation. Proper documentation of personnel is vital for efficient
administration and also to maintain a high standard of battle worthiness to defeat the
enemy with the least number of casualties during operation.
Definition

RESTRICTED
 RESTRICTED
332

2. The term `document’ applies to all official matters recorded on paper.

However, the term documentation as far as our lesson is concerned refer to only
those matters recorded on paper which involves an individual that is to say,
notification and recording of personal occurrences affecting the individual.
Types of Documents
3. According to their importance and maintenance, documents are divided into
the following three types: -
(a) Basic Documents.
(b) Unit Documents.
(c) Personal Documents.

Basic Documents.

4. The main documents of combatants containing info in regard to their personal

and service particulars are called basic documents. These documents are maintained
by Record Office. The following documents are included in basic documents: -

(a) Enrolment Form - IAFK – 1162

(b) Sheet Roll - IAFK – 1155

(c) Verification Roll - IAFK – 1152

Unit Documents.

5. The documents of a person maintained by his unit are called unit documents.
The following are these documents: -
(a) Record of Service JCOs/OR - IAFF – 958
(b) Field Conduct Sheet - IAFF – 3013
(c) Primary Medical Examination - AFMSF – 2A

Personal Documents.
6. The documents held in the personal custody of an individual are personal
documents, ie Soldier’s Personal Book (AB-64), Identity Card (IAFZ-3076) and
Clothing Card (IAFC-871).
7. There are some more documents for personnel, which are prepared only on
occurrence of a particular casualty to an individual while in service. All such

RESTRICTED
 RESTRICTED
333

documents are to be forward to Record Office in support of personal occurrence

(PO) published in POR / Pt II Orders for filing with sheet roll. Some of these
documents are as under: -
(a) Injury Report - IAFY - 2006
(b) Technical Proficiency Certificate - IAFY – 1906
(c) STD Card - AFMSF – 6
(d) Education Certificate
(e) Course Report
(f) Declaration certificates and nomination forms / Will on marriage,
birth/death, children or dependents.
(g) Health Card.
Importance of Accurate Documentation
8. Accurate documentation is essential for the following purposes: -
(a) Selection of suitable personnel to make promotion and fill up various
appointments.

(b) Early settlement of accounts in respect of non-effective persons.

(c) Expeditious settlement of pensionary claims.
(d) Timely payment of dues accrued to all serving personal.
(e) To provide suitable reinforcement in time.
(f) To feed statistical data to various offices for planning purposes
ie, Intake and wastage.
(g) Grant of honours and awards.

Conclusion

9. To make the documentation procedure more effective, it must consist of

progressive process from the individual to relevant of record. Such process should
besides being simple and suitable for all arms and services also meet audit
requirements and are capable of providing the necessary data’s.

Questions : -

1. Define documents and documentations.

2. How many types of documents are there? What are they?

RESTRICTED
 RESTRICTED
334

3. What are basic, unit and personal documents?

4. What are the documents which are prepared on occurrence?

5. What is the importance of accurate documentation?

RESTRICTED
 RESTRICTED
335

ADM (A)-2
DOCUMENTATION - RESPONSIBILITIES
Reference : (a) Para 31 to 38 and 583 to 606 0f Documentation
Procedure JCOs /OR 1992,

(b) AO 62/84

Introduction

1. Accurate documentation is essential for the efficient administration of a unit.

It ensure timely admissibility of pay and allowances, grant of promotion, proper
selection of personnel for special appointment, courses, expeditious settlement of
pensionery claims. Correct documentation also ensures proper statistical assessment
and manpower planning at various levels. It is, therefore, necessary that
responsibilities with regard to documentation procedure be clearly understood by all
concerned.

Main Links in the Chain of Documentation

2. The main links in the chain of documentation are as under :-

(a) The individual soldier.

(b) The unit.

(c) The Record Office.

(d) The Pay Accounts Office.

Responsibilities of the Individual

3. The individual is responsible for the following :-

(a) Furnishing accurate information relating to himself and, his family at

the time of entry into service.

(b) Reporting all changes and occurrence concerning him and his family
promptly and accurately.

(c) The safe custody at all times of such personal documents which are
entrusted to him and reporting the loss thereof to his Officer Commanding
immediately.

RESTRICTED
 RESTRICTED
336

(d) Acquainting himself with all the entries recorded in his personal
documents and promptly reporting discrepancies, if any into his Officer
Commanding through normal channels.

(e) Ensuring that neither he nor any one else tampers with the entries
recorded in his personal documents.

(f) Reporting to his OC immediately any disagreement, on his part of the

contents of Part I and Part II Order in which occurrences concerning him have
been published. He will read or cause to be read to him the contents of such
orders.

(g) Acquainting himself on return from leave, temporary duty, course or

any other kind of absence with Part I and Part II orders issued in his absence,
which may concern him.

(h) Ensuring that he receives his correct entitlements of pay and

allowances. Receiving either more or less than his entitlements should
immediately be reported to his superior officer.

Responsibilities of the Unit

4. As far as documentation of personnel is concerned, the Officer Commanding

unit is responsible: -

(a) To ensure that the responsibilities enumerated in para 3 are explained

to and understood by all JCO and OR of the unit.

(b) For maintenance of personal and unit documents of all personnel of

the unit and ensuring that these are kept upto date and in safe custody at all
times.

(c) For promptly publishing Part II Order notifying all personnel

occurrences affecting unit personnel when located in a peace and field areas.

(d) For making entries in the personal and unit documents duly supported
by Part II Orders and attesting such entries.

(e) For maintenance of unit nominal roll.

RESTRICTED
 RESTRICTED
337

(f) For promptly reporting battle casualties, physical casualties / accidents

in accordance with the procedure laid down in Army Orders and other
instructions.

(g) To initiate the Annual Confidential Report of JCOs and NCOs in

accordance with existing instructions.

(h) For the timely and accurate rendition of reports and returns.

(j) To submit yearly nominal rolls of unit personnel in accordance with

instructions issued by Integrated Headquarters , Ministry of Defence (Army).

(k) To ensure proper and prompt dissemination of regulations and orders

received from the Integrated Headquarters , Ministry of Defence (Army),
Record Office and other information regarding promotions, appointments, pay
and other matters of interest to the individuals under his command.

(l) To ensure that all observations connected with non adjustment of pay
and allowances published in Part II Orders or claim other wise, are added
direct to PAO (copies of such communication will not be endorsed to the
Record Office unless not attended to by the PAO (OR) at all).

(m) To promptly rectify observations on Part II orders or PORs, raised by

the Records Office or PAO (OR).

(n) To ensure that each individual under his command is paid correctly
after checking his identify and those acquaintance rolls are promptly rendered
to the PAO (OR).

(o) To check the quarterly statement of accounts recd from the PAO with
soldier’s personal book (AB-64) and record the credit or debit balances
therein. Future payments will be regulated in accordance with the debit or
credit balance recorded in the AB-64 bearing in mind that an amount equal to
one months’ net entitlement is held in arrears before making payment (AO
32/80 refers).

(p) For initiating apprehension rolls in respect of absentees and deserters

in accordance with instructions in force and progress further action.

Responsibilities of the Record Office

5. All Record Offices are controlled by the AGs Branch, Integrated

Headquarters , Ministry of Defence (Army) through the Deputy Director General
(Records). Detailed duties of the Dte of Records and the Record Offices are
enumerated in Chapter III Section 1 and 2 of Documentation Procedure- JCOs/OR

RESTRICTED
 RESTRICTED
338

1992. In the matter of documentation of personnel, the Record Offices are

responsible for the following:-

(a) Allotment of Army Number immediate by receipt of Rahdhari

Certificate (IAFK-1160 B) or intimation of enrolment from the recruitment
authorities and notify such allotment in Record Office Part II Orders.

(b) To watch receipt of basic documents from the Training Centre and
expedite the authorities concerned in case of undue delay.

(c) To thoroughly scrutinize basic documents on their receipt from the

Training Centre. In case of discrepancies, action will be taken to get them
rectified in conjunction with the enrolling officer, or other competent
authorities.

(d) Enter in the sheet roll and attest all recordable entries pertaining to
personal occurrences published in the unit or Record Office Part II orders.

(e) Watch the receipt of photograph of all persons and ensure that the
Army Number and name of the individuals are recorded on the reverse of the
photograph duly attested by an officer.

(f) Authenticate the personal and identification particulars recorded in the

Soldiers’ Personal Book (AB-64) before issue to the individual by the training
centre of unit.

(g) Maintain Regimental or Corps long rolls (IAFK-1176).

(h) Publish Part II Orders on the subjects and in the circumstances

mentioned in Chapter II Sec 2 of the Documentation Procedure JCOs/OR
1992.

(j) Scrutinize and control Part II Order published by units and O2E
sections and arrange them year- wise and unit-wise and ensure compliance of
instructions laid down in the Documentation Procedure JCOs/OR-1992.
Ensure that Part II Orders are correctly received.

(k) Ensure that supporting documents of Part-II Orders are correctly

received.

(l) Raise observations on inaccurate, incomplete and missing Part II

Orders and progress rectification of discrepancies till finally settled.

(m) Maintain a Register of Battle and Physical casualties and keep a check
of the movement of wounded casualties till their final disposal.

RESTRICTED
 RESTRICTED
339

(n) Maintain a Register of Soldiers drivers and ensure that all formalities
such as sanction from the competent authority, insurance against accidents
and indemnity bonds are complete in all respect and are in accordance with
the instructions in force.

(o) Prepare and maintain register and documents required in connection

with promotions, appointments, posting and transfers, courses, mustering,
remustering, family allotment, statistics, electoral rolls, honours and award,
medals, permanent commission and other subjects dealt with by the Record
Office.

(p) Ensure the correct and timely preparation of discharge and invalidment
papers by the Regiment or Corps depot and / or hospital concerned.

(q) Maintain and keep in safe custody basic and other documents in
respect of effective and non-effective personnel for such periods as are
prescribed from time to time.

(r) Prepare pension documents and maintain pension register for all types
of pensions.

(s) Issue and periodical review of Record Office Instructions for the
guidance of units on important matters pertaining to documentation and other
subjects dealt with by Record Offices.

(t) Maintain close liaison with the Pay Accounts Office and ensure
expeditious final settlement of accounts and post discharge accounts claims.
Responsibilities of PAO
6. Every Record Office has a PAO functioning independently. The OIC of the
PAO is the local representative of the CDA(OR) and is responsible for the
following :-
(a) Maintenance and the safe custody of individual running accounts
(IAFF-1019) of effective as well as non-effective personnel of the Regiment
or Corps.

(b) Adjustment of pay and allowances in the IRLAs on the authority of the
Part II Orders, acquittance rolls and other credit or debit vouchers.

(c) Pre-audit and adjustment of miscellaneous, claims submitted by the

Record office or units.

RESTRICTED
 RESTRICTED
340

(d) Scrutinizing family allotment money orders lists (MO-50) and

authorising their remittance.

(e) Pre-audit of service gratuity claims, authorisation of their payment and

enfacing of the sheet rolls.

(f) Reporting of real debit balance cases to the unit of the individual as
well as to the Record Office.

(g) Submission of quarterly statement of accounts in respect of every

effective individual and disposal of observations made thereon.

(h) Verification for former service claims received from Record Office.

(j) Submission of statistical information relating to the Pay accounts of

individual as required from time to time.

(k) Submission of audit reports on cases having financial implication sent

by the administrative authorities, to higher authorities or where higher
authorities call for such a report.

(l) Finalization of accounts and issue of Last Pay Certificate (IAFA-447).

(m) Recording particulars of `Last Pay Drawn’ in the sheet roll of the
individual at the time of final settlement of accounts.

(n) Review and transfer of IRLAs to the PAO concerned in respect of

individuals transferred to other Regiment or Corps.

(o) Advising the Record Office on matters affecting pay and allowances of
personnel.

(p) Maintaining Armed Forces Personnel Provident Fund Accounts of

JCOs/OR and authorizing temporary advance, final withdrawals and final
settlements thereof at the time of retirement, discharge, dismissal and death.
To forward the annual Statement of AFPP Fund accounts of JCOs/OR
through the QSA for QE February every year.
(q) Audit of Imprest Account.
(r) Audit and control of cash assignments placed at the disposal of the
Record Office (general state of accounts).
(s) Effecting recoveries on account of Postal Life Insurance / Army Group
Insurance Schemes / Loss Statements / Hospital Stoppage Rolls, etc.

RESTRICTED
 RESTRICTED
341

(t) Recovering income tax.

(u) Recovery of regimental cutting in respect of personnel serving in field
areas where Regiment accounts are not maintained.
Discipline Affecting the Documentation.
7. All matters of a nature which involve either loss of pay, rank, appointment,
seniority and forfeiture of service are required to be published in Part II Orders and
recorded in the service documents of JCOs and OR make themselves fully
acquainted with the provisions contained in the various regulations and ensure that
disciplinary cases are correctly disposed of in consonance with the provisions of
these regulations. Punishment which appears to be, illegal, unjust or excessive will
be reported by the Record Offices to appropriate superior authorities for consultation
, variation, remission or for making such other direction as may be appropriate in the
circumstances of the case. AA Section 87, 88 and Para 442 of Regulations for the
Army 1987 refers. The OIC Records has full powers for setting aside the illegal
punishments and condoning NQS for pensionary benefits.
Types of Entries
8. For documentation purposes, punishments are divided into two types as
under: -
(a) Red ink entries -
For details, reference be made to lesson of
Mil Law (ML-8) in this book
(b) Black ink entries -

9. Black ink entries are not published in Part II Orders except such entries as
affecting pay eg, absence without leave not punished as a red ink entry.
Questions :-

1. What are the main links in the chain of documentation ?

2. What are the responsibilities of individual for accurate documentation?

3. What are the responsibilities of unit for accurate documentation ?

4. What are the responsibilities of the Record Office for accurate

documentation ?

5. What are the responsibilities of PAO(OR) for accurate documentations ?

RESTRICTED
 RESTRICTED
342

ADM (A)-3

DOCUMENTATION : PREPARATION OF DOCUMENTS

Reference: Para 66 to 167 of Documentation Procedure JCOs/OR 1992.

Introduction

1. All persons who are within the prescribed age limits and possess the requisite
educational qualification are eligible for enrolment in the Army irrespective of the
class, religion or caste subject to their medical fitness. The enrolling officer is
responsible to prepare certain documents in respect of personnel enrolled by him.
Some more documents are prepared by training centre when these enrolled personnel
report in centre for their basic training.

Documents prepared by Enrolling Officer

2. On enrolment, the following documents are prepared by the Recruiting

Officer or Enrolling Officer and dispatched to the respective centres where the
individual has been directed to report: -
(a) Enrolment Form (IAFK –1162).

(b) Primary Medical Examination Report (AFMSF-2A) in duplicate.

(c) Certificate of willingness for enrolment obtained from the candidates.
(d) Rahdhari Certificate in quadruplicate(IAFK-1160 B) to be disposed of
as under :-
(i) Original and duplicate copies - To be sent to training centre
where the recruit reports initially. One copy is returned to the
recruiting officer confirming arrival of the recruit and one copy
retained by the centre.

(ii) Triplicate copy - To Record Office.

(iii) Quadruplicate copy - Kept by the Recruiting
Officer.

(e) Educational and Age Certificate (where applicable)

(f) Educational Test Answer Sheet Psychological or Aptitude Test
Answers Sheet (where applicable).
(g) Discharge Certificate in case of ex-servicemen.
(h) Verification Roll (IAFK-1152) - in duplicate.

RESTRICTED
 RESTRICTED
343

Submission of Verification Roll for Verification by Training Centre

3. One copy of the photograph of the individual will be pasted on the top right
hand corner of the verification roll and attested on receipt from Recruiting Officer.
The verification roll will then be forwarded to the district authorities concerned for
verification and return. These instructions are equally applicable to the recruits
enrolled by training centres. While forwarding the verification rolls to District
authorities, it will be clearly mentioned in the forwarding letter that the recruit’s
identity should also be established and a certificate given by the District authorities
to this effect along with their report on the suitability of the recruit (Auth: Integrated
Headquarters , Ministry of Defence (Army) letter No A/04153/XVI/Rtg 5(OR) (d)
08 Jul 76). In case the Verification Roll (VR) is not received within three months
particulars of recruits concerned will be forwarded to District authorities in duplicate
by the Training Centre with a copy to the Chief Secretary of the State and Recruiting
Officer concerned who will take immediate action to contact the District authorities
for further action. In case of delay in the receipt of VR exceeds six months, a fresh
VR will be initiated by the Training Centre and forwarded to District authorities.

Auth : Integrated Headquarters, Ministry of Defence

(Army) letter No A/04153/XVI/Rtg 5(OR) (d) dt 08 Jul 76

4. Verification Roll in respect of Gorkhas of Nepalese origin are not initiated.

As such verification rolls of Nepalese Gorkhas are neither fwd to Govt of Nepal nor
the Embassy of India in Nepal. AO 24/63 as amended refers.

Documents prepared by Training Centre

5. The following docus will be prepared by training centre where the recruit
reports after enrolment :-

(a) Sheet Roll - Will be sent to Record Office within 30 days

on (IAFK-1155 arrival of the recruit, for safe
custody and maint. The Combatant) entire mil
history and accounts of the soldiers are
entered in the sheet rolls on the auth of Part II
orders.

(b) Record of Service - It is a replica of the sheet roll. This will be

Prepared and Casualty forms and retained by trg
centre for the duration of recruits JCOs/OR
(IAFF-958) trg and will be fwd to his new unit on
posting. In case of unit located in concessional/op
area this will be maintained by the Office of
2nd Echelon formed in the Record Office.

RESTRICTED
 RESTRICTED
344

(c) Conduct Sheet - It shows the conduct of the indl. This will
be prepared (IAFF-3013) by Training Centre and
is fwd to the unit to which the indl is posted.
(d) Declaration on - Declaration on IAFZ-2033A to the effect that he
IAFZ-2033A (Auth : is aware of the provisions of Indian Official Secret
Integrated Headquarters Act 1923. It will be obtained and filed with
MoD (Army)letter No IAFF-958).
/00660/35/Rtg 8
(I of R) (a)
dt 15/19 May 73)

(e) Identity Card - Prepared by trg centre and is handed over to the
(IAFZ-3076) individuals.

(f) Clothing Card - Prepared in duplicate and fwd to unit on posting

(IAFC-871) of the soldier. Original copy is carried by
soldier in person.

Questions :-

1. What are the documents prepared by enrolling officer ?

2. What is the procedure for submission of verification rolls ?

3. What are the documents prepared by training centre ?

RESTRICTED
 RESTRICTED
345

ADM (A)-4

DOCUMENTATION: ACTIONS PRIOR TO MOVE TO

FIELD AREA AND MAINTENANCE OF X-LIST

Reference : (a) AO 24/71 & 123/72 (Maint of X-List).

(b) SAO 11/S/79 and AO 62/84.

Introduction

1. Unit and personal docus prepared by enrolling offr and the trg centre are
maintained by respective trg centers so long as the recruit remains with them. On
his posting out to a unit located in peace area these docus are fwd by the trg centre to
his unit for maint

Documentation Prior to Move to Field Service Area

2. Immediate on receipt of orders for the move of a unit to field area, the
following
actions will be taken by the unit :-

(a) Kindred roll of all indls are verified and brought up-to-date.

AO 62/84

(b) Nominal roll of JCOs/OR proceeding to field service giving the names
and address of their next of the kin is prepared.

(c) Primary Medical Examination Report (AFMSF-2A) and IAFZ-2033A

are properly filed alongwith Record of Service JCOs/OR.

(d) Family allotment rolls (IAFF-1000) are prepared.

(e) Unit and personal docus other than those mentioned above will be
maintained by the unit.

(f) Sending report and returns as asked for by Higher Formations and the
Record Office.

Para 251 to 254 of Documentation Procedure

JCOs/OR – 1992

RESTRICTED
 RESTRICTED
346

Maintenance of X-List

3. Under the field service system of documentation, personnel who become

temporarily non-effective for duty with unit in operational/concessional areas will be
placed on X-list based on the information received from units. The maintenance of
X-lists allows authorities concerned account for statistically personnel under its
various section to follow their movements and to ensure their return to duty at the
end of their period of posting to the X-list. By its use, the true posted strength of a
unit is also disclosed, so that action may be taken to bring it to establishment as
necessary.

Section of X-List

4. The personnel posted to X list will be accounted for in the under mentioned
section of the list and occurrences in their respect will be correctly notified in IAFF-
3011 under the appropriate section :-

X-1. All un posted reinforcements in the theatre of operations or held at the

re-enforcement camps except those who are on the permanent posted strength
of the camps.

X-2. All ranks immediately on evacuation for further treatment beyond

Regimental Aid Post or on their hospitalization whilst on temporary duty or on
leave.

X-3. All ranks under suspension, arrest and sentence of

detention/Imprisonment or undergoing trials as the case may be.

X-4. All ranks reported as missing.

X-5. All ranks declared as `Prisoner of War’.

X-6. Recovered Prisoner of War until disposed of.

X-7. JCOs/OR who are not included in any of the above section of X list
whom for one reason or the other are not available for posting. This section
includes :-

(a) All ranks on course of 10 weeks duration or more.

(b) Personnel details for training as probations prior to their transfer
to other Arms/Service.
(c) All ranks undergoing training as cadet at ACC, IMA or OTA.

RESTRICTED
 RESTRICTED
347

(d) Personnel required to be report on posting to newly formed units

prior to their scheduled date of their raising.
(e) JCOs/OR during discharge/transfer to reserve.
(f) Personnel on reporting for disposal to Centre/Depot till posted to
unit/ reinforcement camp.
(g) Personnel availing joining time or handing/taking over period in
normal course of their posting to units located in operational area.
(h) Personnel on leave but not on X-7 (e) section (in operative)
personnel to be borne on unit strength.
Modification of X List During Peace Time Condition

5. The full scale working of X list system, as laid down in para 3 above, will be
followed when an emergency has been declared or when specific orders to that effect
are issued from Integrated Headquarters , Ministry of Defence (Army) . During non-
operational period X list system will be followed by all formations/units as in
operation/concessional areas, with the following modifications :-

(a) X-3. Personnel will be posted to X-3 list and struck off unit strength
only on being committed to a civil or military prison.
(b) X-7 (f), X-7(h). List will remain inoperative. Personnel on
reporting to Centres/Depots for disposal will be taken on strength of the
formations/units from which they have been placed on the X list. They will be
treated as attach to the Depot/Centres concerned and will be disposed of in the
normal manner.
AO 482/73 & 11/S/79

Questions :-

1. What are the actions to be taken by the unit with regard to documentation
prior to move to field service area ?
2. Why is maintenance of the X-lists necessary ?
3. What are the various sections of X-list ? Explain each of them ?
4. What are the modifications of X-list to be followed during peace time
condition ?

ADM (A)-5

PERSONAL OCCURRENCE REPORTS (PORs) AND

PART II ORDERS – JCOs/OR

RESTRICTED
 RESTRICTED
348

Reference : (a) Para 268 to 273 and 276 to 278 of Documentation Procedure
JCOs/OR 1992, Appx `J’ to the Manual of Documentation JCOs/OR
1999,

(b) AO 62/84 & AO 13/2002/MP.

Introduction

1. POR and Part II Orders are the means whereby occurrences and events in the
service career personnel are conveyed in the prescribed manner to the appropriate
authorities for necessary action. Adjustment of pay and allowances of personnel in
the IRLAs maintained by the PAO, completion of personal, unit and basic
documents of pers and other statistical records depend mainly on the accurate
publication of Part II Orders.

2. Units located in peace and field area will publish their Part II orders on
subject, other than those mentioned in Para 174 of Documentation JCOs/OR. O2E
system has been abolished wef Jul 2008.
Responsibility of Officers and Staff

3. The responsibility of the staff publishing and distributing the Part II Orders is
as under : -
(a) Check each entry for accuracy before publication.
(b) Ensure that no error or omission occurs in the process of publication.
(c) Ensure that these are correctly distributed and despatched to the proper
authorities.
(d) No delay occurs in publication and dispatching.
4. The Officers responsibilities are as under :-
(a) Devise suitable measure to satisfy himself that personal events and
occurrences published in Part II Orders are correct in all respects.
(b) Ensure that staff detailed for publication and distribution of Part II
Orders are well conversant with their job.

RESTRICTED
 RESTRICTED
349

Action on Part II Orders

5. (a) Check by recipient unit or office. All recipients of Part II Orders will
maintain check register to ensure that Part II Orders or sheets thereof are not
missing in the series. They will watch and progress the receipt of such missing
Part II Orders or sheet thereof.

(b) Promulgation. OC unit will ensure that all Part II Orders are given due
publicity with in the unit. Recent issue of Part II Orders will be displayed on
the notice board and in the information rooms, so as to be conveniently
available for perusal by all personnel of the unit. The contents of these orders
will also be read over at roll calls regularly as soon as possible after issue and
will be translated in Hindi where necessary.

(c) Entries in Documents. Officers in the unit and Record Office

responsible for entering the recordable entries in the personal, unit and basic
documents will ensure that all entries are properly recorded and attested.

(d) Completion of Statistical Records. All offices responsible for the

maint of statistics of personnel will process all Part II Orders and bring their
statistical data up-to-date.

(e) Action by PAO. Pay Accounts Office will adjust the pay and allces of
JCOs/OR on the basis of Part II Orders published by the Record Office or unit
as the case may be.

(f) Observation of Part II Orders. All observations on Part II Orders

raised by the individual concerned, the Pay Accounts Office, or the Record
Office, will be attended to at once by the OC units and irregularities or errors
rectified through the medium of Part II Orders.

Layout of Part II Orders

6. In order to ensure uniformity of layout, heading, abbreviations and

phraseology used in Part II Orders throughout the Army, specimen occurrences for
Part II Orders are given in Appx J to Manual of Documentation Procedure JCOs/OR
1999. These specimen have been arranged heading-wise in alphabetical order to
facilitate reference. As far as possible wordings used in all Part II Orders will
conform to those published as specimen, for correct electronic feeding to the
computers.

RESTRICTED
 RESTRICTED
350

Supporting Documents to Part II Orders

7. Instructions on the subject are given in para 309 to 312 of the Documentation
Procedure JCOs/OR 1992 and AO 62/84, which may be strictly followed.

Publication of Time Barred Occurrences

8. Occurrence in respect of time barred claim will be supported by the CFA`s

sanction under Rule 188 FR Part –I, waiving the time limit vide AI 68/69. The
sanction will be forward in original to the PAO in support of the Part-II Orders and a
note to the effect will be endorsed below the particular occurrence in Part II Orders.

9. The units and the Records Offices are responsible to notify occurrences and
events in the service career of personnel in Part II Orders. On the authority of these
Part II Orders, entries are recorded in personal, unit and basic documents and the pay
and allowances occurred to the personnel are adjusted by the Pay Accounts Office.
It is, therefore, essential for the staff responsible for publishing and distributing the
Part II Orders to be well conversant with their job meticulous in carrying out their
duties.

Division of Responsibility for Publication of Part II Orders

10. Responsibility for the publication of Part II Orders on the following subjects
will rest with the Record Offices :-

(a) Allotment of Army Numbers.

(b) Allotment of personnel number to JCOs on promotion or

appointment after these have been notified in the Gazette of India.

(c) Initial mustering as trained soldier, advancement & classification.

(d) Remustering from one trade/category to another.

(e) Promotion, appointment and reversion in the case of regiment or corps

where promotion is centrally controlled and notification of substantive
promotion to and within JCOs ranks in all cases after their publication in the
Gazette of India.

(f) Counting of former service for pension and gratuity after it has been
accepted by the audit authority.

(g) Restoration of forfeited service for pension and gratuity.

(h) Retention in colour service.

RESTRICTED
 RESTRICTED
351

(j) Honours and awards including grant of meritorious service medals,

long service and good conduct medals and medals of universal nature.

(k) Grant of honorary commissions and commission ranks to JCOs and

honorary ranks to NCOs.
(l) Dismissal of deserters.
(m) Variation in term of service.
(n) Grant of commission as officer.
(o) Acceptance for regular engagement.
(p) Personal occurrences in respect of non-effective personnel belonging to
disbanded units.
(p) Retention of permanent low medical category personnel.
(r) Notwithstanding the occurrences mentioned above, Record Offices will in
the case of Personnel under discharge process be competent to publish any
occurrence in Part II Orders for which proper and adequate evidence may be
available either in the personal, unit or basic documents of the individual as
adequate proof of the bonafide of such occurrences.

Important Points Requiring Attention

11. Part II Orders will be published daily unless there is nothing to publish.
Occurrences will not be allowed to accumulate. Only one Part II Order will be
published on any one day. Formats given in Appx `J’ to Manual Documentation of
JCOs/OR are used for Part II Orders.

12. Only one series of Part II Orders will be issued by each unit. In case of
training centre having training battalions and Depot Battalions functioning as self
accounting units, separate series of Part II Order may be published by them.

13. Separate series of Part II Orders will be published in respect of personnel on

ERE. To enable Record Office to watch the receipt of Part II Orders pertaining to
their respective personnel, the serial number of the last Part II Order will be clearly
indicated as shown in Appx `J’ to Manual of Documentation JCOs/OR 1999.

14. Each issue of Part II Orders will be serially numbered beginning with No 1
for the first issue published on or after the first January in each year.

15. Each issue of Part II Orders will bear the number and date of last Part II
Orders.

RESTRICTED
 RESTRICTED
352

16. Each issue of Part II Orders will be issued whenever a unit is redesigned. The
change of designation need not be published in Part II Orders.

17. Sheet No and No of sheets will be written in the space provided in the format.

18. Numerals will be used to denote the date, month and year. Dates will be
shown as 08082012 for 08 Aug 12.

19. Each occurrences published in Part II Orders will be numbered from 1

onward. The sub-heading will not be numbered.

20. Part II Orders will invariably be typed. If written in hand in case of an

emergency, only indelible pencil will be used.

21. Spaces fixed for each column of the format are used.

22. Part II Orders must be legible and all copies will be completed and identical.

23. Any correction, addition, or deletion made in the body of a Part II Orders will
be authenticated on all copies under full signature of the Officer signing the Part II
Orders. Such instances should be rare.

24. Additions, amendments to and cancellation of occurrences already published

in Part II Orders will be carried out through Part II Orders and not through a letter.
Amendments and cancellations will be published under the Group and Heading
appropriate to the personal occurrence and not in bulk at the end of the Part II
Orders. When an amendments is vital on original occurrence it should be cancelled
altogether and same will be notified as fresh occurrence correctly.

25. Details of Army Nos with alphabetical suffix letters and names will be
entered in each sub heading in strict numerical sequence. Trade will be shown in
brackets directly after the rank eg, Cfn (Metallurgy ), Nk (Clk SD) and so on.

26. Occurrence once published will not be republished without canceling the
previous one .

27. The first occurrence of an individual published in a unit will be of his being
``taken on strength’’ the last being that of struck of strength. If a belated occurrence
has to publish, the present unit or where about of the individual will be shown
against his name and a copy of the Part II Orders endorsed to his present unit where
applicable.

28. Part II Orders will be signed either by the CO, Adjut or Record Offr but not
“for’’ him. In establishment where there is no Adjut an officer nominated by the CO

RESTRICTED
 RESTRICTED
353

will sign in full on every page at the bottom right hand corner. The name of the
officer signing will be typed in block letters below the signature in the last sheet.

Guide lines for Pub of Part-II

29. Pt II Order be pub in HR Suite and exported through interface available in HR Suite
itself.

30. Correct procedure as stipulated in Appx ‘J’ to Documentation Procedure

JCOs/OR (Revised ) 1999 be adhered in all respects.

31. Soft copy contain files in both .xml and .txt formats.

32. Soft and hard copies be tallied in all respects before fwd to RO and PAO(OR).

33. Correct date format (DDMMYYY) and trade desc are being used.

34. Requisite supporting docus commensurate to the occurrence are encl alongwith
hardcopy of Part II Orders.

35. HR Suite version is updated as and when new patches are rel by ASDC, New
Delhi

36. Print out of Pt II Orders are reqd in good quality paper should be legible.

37. Three hard copies of Part II Orders duly marked as PAO(OR), ER, CA alongwith
requisite supporting documents be fwd to RO separately imdt after pub without wating for
bulk dispatch. Hence no delay occurs in publication and dispatching.

38. Uploading of Part II Orders through Army Intranet be explored instead of sending
CDs.

39. Good quality papers are being used while taking print out of Pt II Orders and
supporting documents

40. Ensure that no error or omission occurs in the process of publication.

41. Ensure that these are correctly distributed and despatched to the proper authorities.

Guidelines for Uploading

42. Open EME Records website (http://emerecords. Army.Mil)

43. Bring the cursor to ‘What’s new’ and click ‘Part II Order Uploading’.

44. Select the unit name from the dropdown list.Choose the file to be uploaded by
clicking the BROWSE button.

RESTRICTED
 RESTRICTED
354

45. Click upload button to upload the file.

46. Pt II Orders of both .xml and .txt formats be uploaded separately.

47. It can be confirmed the uploading of files if the msg ‘Files uploaded Successfully’ is
displayed on the screen.

Guidelines for desp of hardcopy/CDs.

48. Hardcopy of Pt II Order should tally with soft copy uploaded in all respects.

49. Hardcopy alongwith requisite supporting docu be fwd in triplicate as hither-to-fore

for audit purpose.

50. CDs need not be fwd if the files are uploaded ‘Online’ successful.

51. Units who are unable to upload the Part II Orders ‘Online’ should be fwd hardcopy
and softcopy (CDs) as hither-to-fore.

52. Obsn raised by PAO & Records.

(a) Illegibility of Print Out. Pt II Orders being recd by RO & PAO are
illegible due to stained print outs.

(b) Quality of Papers. Since the Pt II Order reqd to be kept in safe custody
for 25 yrs, quality of papers in use be high in all respects.

(c) Dispatch of Part II Orders. Separate budles viz: PAO(OR), Effective

Records Groups, Corps Adm Gp alongwith requisite supporting documents are not
being recd by RO.

(d) Verification Rolls. Verification Rolls (IAFK-1152) are found badly

torned.

(e) Ensure the guidelines before pub/dispatch of Pt II Order.

RESTRICTED
 RESTRICTED
355

Questions: -

1. What are the responsibilities of the officers and staff with regard to
publication and distribution of Part II Orders ?

2. What are the actions to be taken on publication of Part II Orders ?

3. What are the occurrences which are published in Part II Orders by Record
Office ?

4. What are the important points to be kept in mind while publishing Part II
Orders ?

Q5. What action to be taken to avoid obsn on Pt II Order ?

Q6. Write down the resp of Pt II Order Clk and H/Clk of the unit ?

Q7. What are the guidelines to be ensured at the time of publishing of Pt II Order in HR
Suite ?

Q8. What point to be ensured at the time of dispatching of a Pt II Order?

RESTRICTED
 RESTRICTED
356

ADM (A) –6

EMPLOYMENT AND DOCUMENTATION : CIVs

References :-

(a) Civil Service Regulations vol I.

(b) Civil Service Regulations vol II.
(c) Army Instruction 182/51.
(d) SAO 8/S/76.
(e) Statutory Rules and Orders 92/57.
(f) Statutory Rules and Orders 274/71.
(g) Brochure on Reservation for Scheduled Castes and Schedules Tribes-
Edition1972.
(h) Gazette of India Extra Ordinary Part II dated 29 Dec 1973.
(j) Civilian Personnel Routine Orders No 122/64, 166/66 and 27/75.
(k) Govt of India and Integrated Headquarters , Ministry of Defence
(Army) letter mentioned in the lesson, as issued from time to time.

Introduction

1. In a vast organisation like Ministry of Defence, which is controlling a large

number of sub offices, thousands of civilians are working in various types of jobs.
These are posts of trust and responsibilities. The conscience, sense of responsibility
and degree of integrity, differs from man to man. In order to ensure that the man
entering the service should know the details of posts, pay and allowances attached to
it, line of promotion applicable to them, the obligation they have to fulfill and
benefits entitled to them, it becomes an unquestionable necessity to confirm certain
standardized terms and conditions of employment of personnel for efficient
discharge of public duties. Terms and conditions of employment are the key notes
for mental training which makes a man to do right thing at a right time in right
manner. It is training of obedience and order, which helps him to apply his mind in a
correct approach., To create such trained conditions the employer has to satisfy
himself on certain prerequisite before permitting an individuals entry into
government service and thereafter being home of his employees the obligations of
what has top do and what consequences could be for not fulfilling the assigned
obligations.

2. Vacancies continue occurring on various accounts like increase in

establishment, superannuation, promotion, discharge, dismissal, death and so on.
Likewise, surpluses also continue occurring due to decrease in establishment. The
procedure for filling up the vacancies and disposal of surpluses is contained in SAO

RESTRICTED
 RESTRICTED
357

8/S/76. The basic feature of the scheme contained in this SAO is to adjust surpluses
and deficiencies at different levels, viz, at Sub Area,

Command and Integrated Headquarters, Ministry of Defence (Army) level. The

intention is that none is discharged from service being surplus as far as possible and
no new candidate is appointed if surplus exists any where else. The vacancies of
surpluses and deficiencies in a unit are reported on standard forms laid down in SAO
8/S/76. These forms are submitted to the following authorities on the dates indicated
below :-
(a) Zonal /Zonal Sub Area - 7th of each month.
(b) Command Headquarters - 8th to 13th of each month.
(c) Integrated Headquarters , Ministry- 14th to 20th of each month.
of Defence (Army)

3. Individuals who have rendered more than six months service are covered by
this scheme.

4. Where the vacancies are not filled under the above scheme, the vacancies are
released by Integrated Headquarters , Ministry of Defence (Army) for local
recruitment. The procedure for filling up the vacancies is given in succeeding
paragraphs.

Procedure for Filling up Vacancies by Local Recruitment (SAO 8/S/76)

5. The demand for sponsoring suitable candidates is placed on the Employment

Exchange giving vacancies of the post to be filled after obtaining necessary sanction
from the Records Office concerned. The eligibility and suitability of the candidates
sponsored by the Employment Exchange is verified and adjudged with reference to
the Recruitment Rules of the post concerned. The Government of India has framed
the recruitment rules for each post individually and these are published in various
Statutory Rules and Orders. These rules prescribe all the requirements of the post
viz :-

(a) Name of the post.

(b) Classification.
(c) Scale of Pay.
(d) Whether Selection or Non-selection Post.
(e) Age limit for direct recruitment.
(f) Educational and other qualifications required for direct recruitment.

RESTRICTED
 RESTRICTED
358

(g) Whether age and educational qualification prescribed for direct

recruitment will apply in the case promotions.

(h) Period of probations, if any.

(j) Method of recruitment whether by direct recruitment or by promotion or
transfer and percentage of the vacancies to be filled by various methods. In
case of recruitment by promotion/transfer grades from which promotion is to be
made.

(k) If DPC exists what is its composition.

(l) Circumstances in which UPSC is to be consulted in making recruitment.
6. A panel of the candidates found eligible and suitable for the post is prepared
and intimation given to Employment Exchange.

7. Action for verification of the character and antecedences is initiated by

sending a standard form to the District Magistrate or equivalent civil authority
concerned.

8. On receipt of satisfactory report about the character and antecedents from the
civil authorities, the individual is asked to produce Medical Fitness Certificate. For
field service liability to Armd Forces, Medical Authorities for medical examination
and fitness for field service is prepared on standard form laid down in SROs.

9. The individuals so fulfilling the conditions are given appointment order from
or after the date on which he has been declared medically fit.

10. The occurrence for the appointment is notified in Part II Orders and the
Medical Fitness Certificate is sent to CDA concerned along with first pay bill of the
individual.

11. The exceptions when recruitment may not be made through Employment
Exchange are: -

(a) Employment to the son/daughter/near relative of a Govt servant who

dies while in harness or medically incapacitates.

(b) When it is considered absolutely essential in the public interest, the

appointment authority may authorize filling up the vacancies from open market
without reference to Employment Exchange.

12. In both the above exceptions, the candidates must fulfill educational
qualifications but persons having more than one living wife are not eligible for
recruitment as civilians in the Army.

RESTRICTED
 RESTRICTED
359

Auth : MOD letter No 1(15)71(O) Appt dt 16 Nov 71 Cabinet Sectt No 14/10/71

Est (D) dt 15 Jan 72 , Min of Lab letter NO Es-2-16(8)/73-IV dt 24 Dec 73.

13. Reservation for SC/ST Candidates. For detailed information regarding

reservation for SC/ST candidates : Brochure on Reservation for SC and ST 1972
Edition refers. Dte of Resettlement issues a magazine on Sainik Punarvas, which
must be referred to .

Reservation of Vacancies for Ex-Servicemen

14. 10% vacancies in Cl III and 20% vacancies Cl IV posts are to be filled from
ex-servicemen. They are eligible for appointment only if they have completed terms
of engagement as servicemen and should fulfill the conditions of educational
qualifications. They are given the benefit of age concession of 5 years in addition to
the period of service rendered by them. In public sector undertakings the reservation
is 14.5% for Gp C and 24.5% for Gp D posts. For officers, the reservation is only
10% in Para Military Forces as Asst Comdts.

Classification of Posts

(a) Group A - Pay Range Rs 15,600/- and above.

(b) Group B - Pay Range above Rs 9,300/- to Rs

15,599/-.

(c) Group C - Pay Range above Rs 5,200/- to Rs 9,299/-.

(d) Group D - Pay Range below Rs 5,200/-.

Appointing Authority

15. In accordance with Rule 10 of CSR vol II various authorities have been
designated as appointing authorities for the purpose of appointment and allied
matters. The powers have been further delegated to lower authorities.

Documentation

16. After an individual is appointed to a post, the following documents are

prepared :-

(a) Service Book This docu is prepared and maintained by unit so long as the
MSO-T/27 unit is in peace area. On move to field area this docu is sent
(Rev) to Record Office concerned for maint.
(b) Service Card Unit prepares this docu and sent to the Records Office

RESTRICTED
 RESTRICTED
360

IAFY-2004 concerned for maintenance.

(c) Form of This is a part of service book, where complete account of
Leave leave admissible availed and due is recorded. The unit
MSO (T)-184 maintains it.

(d) Certificate of An oath allegiance to the Constitution of India is to be taken

Oath of by every Govt servant. This certificate is obtained from the
Allegiance individual and filed with his documents.
(e) Certificate of The individual has to give the date of marriage and name of
Declaration his wife in the form of certificate. This is to ensure that the
of individual has not contracted plural marriage. The name of
Marriage the wife is given to facilitate. The grant of family pension
and other benefits in the event of indl`s death.
(f) Declaration This is necessary to determine the indl`s eligibility for initial
of appointment and to fix date of superannuation.
Date of Birth
(g) SC/ST This is necessary in the matter of scheduled appointments
Certificate, if confirmation and promotion (if any) in the percentage of
any vacancies for them.

Questions :-

1. What is the procedure for filling up of vacancies of civilians posts by local

recruitment?

2. What are the documents, which are prepared after an individual is appointed
to a post ?

RESTRICTED
 RESTRICTED
361

ADM (A)-7
LEAVE : CIVILIANS

Reference : (a) SAI 2/S/59, 431/74, 67/70, 79/72 & 4/74.

(b) CPRO 25/75.

Leave

1. The detailed instructions and types of leave admissible to civilians are

contained in CPRO-27/75. The summarized position after taking into consideration
of the recommendations of 4th Pay Commission accepted by the Government is as
under: -
(a) Casual Leave - 8 days leave is admissible in calendar year
excluding Sundays/holidays and it can be
sanctioned upto a maximum of 05 days
at one time by leave sanctioning authority.

(b) Earned Leave - 15 days earned leave is credited

automatically on 1st Jan and 01 Jul each
year. A maximum period of 300 days
can be accumulated and thereafter it
automatically lapses to the government.
The maximum amount of Earned Leave
can be availed at one stretch is 180 days.

(c) Half Pay Leave / - 20 days Half Pay Leave is admissible

for Every Commuted Leave completed
year of service. This half pay leave
can be commuted into 10 days on full
pay on account of sickness by proper
medical certificate from registered
medical practitioner.

Note:- The individual on temporary employment can be granted half pay

leave provided the sanctioning authority has reason to believe that the
Government servant will return to duty on its expiry.

(d) Leave Not Due - A permanent/quasi permanent Government

servant can be granted “Leave Due to’’
against half earn on reporting back for duty.
The maximum limit is 360 days during entire
service on medical certificate

RESTRICTED
 RESTRICTED
362

(e) Extra Ordinary - This is granted in special circumstances when

Leave Without Pay and no other leave is
admissible with pay and allowances,
Allowances but Government servant applies
in writing for granted of EOL. It is granted 12
months and 18 months depending on the
nature of request. The maximum limit for
grant of this leave is five years (Page 390 of
CSR vol-II).
(f) Refused Leave - This leave is granted in exceptional cases
beyond the date of final cessation of duties,
where Government servant had applied
sufficiently in advance before the date of
retirement, but was refused in whole or part
on account of exigencies of public service,
leave is granted after the date of discharge
subject to a limit of 180 days.
(g) Maternity Leave - 135 days leave is admissible to lady employees
from date of commencement or the end of 45
days from the date of confinement. 6 weeks
leave is also admissible in the case of
miscarriage including abortions (CSR vol-I
Rule 2 & 8A).
(h) Quarantine Leave - 21 days or 30 days leave can be granted in
exceptional circumstances by the head of the
department for infectious diseases on
production of medical certificate from the
medical officer.
2. Encashment of Earned Leave. The civil employee can be allowed to
accumulate EL upto 300 days. As far as possible, the employee should not be
denied to avail the leave. The employee is now entitled to encashed his accumulated
earned leave upto 300 days equivalent to the pay and allowances drawn by him at the
time of retirement. The facility is extended to all employees except when the
employee has resigned the post or quits the service or removed or dismissed from
service.
3. In case the individual has resigned the post or quits the service, the
entitlement will be half the total pay and allowances for the total period of leave so
accumulated.

Government of India letter No 14928/19/86/Estt(D) dated 29 Sep 86

Central Government Employees Group Insurance Scheme 1980

RESTRICTED
 RESTRICTED
363

4. Scope and Objective. Central Government Employees Group Insurance

Scheme 1980 was introduced by the Government with effect from 01 Nov 82 to
provide low cost and on a wholly contributory-cum-self financing basis to provide
double total benefits of an insurance cover to help the grieved families in the event
of unfortunate death while in service and a lump sum payment on retirement or
resignation as saving benefits. It is applicable to all defence service personnel who
have not been covered by separate group insurance scheme or temporary/casual
employees. It is also not applicable to re-employed defence personnel on extended
insurance cover under AGIF.

5. Insurance Scheme. Every employee, entitled to the scheme has to pay a fixed
subscription as under from the month in which the employee attains the age of 28
years till the last month of attaining the age of 58 or 60 years as applicable :-

Group of Monthly Subscription Amount of

Employee at Full Rate (Rs) Insurance Cover (Rs)

A 120.00 1,20,000/-

B 60.00 60,000/-

C 30.00 30,000/-

D 20.00 20,000/-

6. Group of employees is the group held by him on 01 Jan, for raising of

subscription of the new group in case of promotions.

7. The employees have to pay a fixed premium monthly and will be provided
insurance cover as above if the employees die while in service due to any cause, plus
saving benefits (on accumulated deposit plus compound interest @ 10% per annum).
In case of retirement or resignation of the employee the said benefits with interest
will be paid to the individual.
Para 83 of the Scheme

8. No withdrawal or loan is allowed from the accumulated amount prematurely

while in service except on resignation/death.

Questions:-

1. How many types of leave the civilian employees are entitled to ? What are
they ?

RESTRICTED
 RESTRICTED
364

2. What is the scope and objective of Central Government Employees Group

Insurance Scheme 1980 ? What are the group wise rates of subscription towards the
scheme ?

RESTRICTED
 RESTRICTED
365

ADM (A)-8

QUASI PERMANENT AND PERMANENT STATUS,

DISCIPLINE AND TERMINATION OF SERVICE
CIVILIANS

Reference : (a) AI 230/50 and 294/54.

Quasi Permanent Status

1. The individual becomes eligible for grant of Quasi Permanent Status from the
date of completion of 3 years continuous temporary service. The appointing
authority has to satisfy with regard to the quality of work, conduct and character as
to his suitability for employment in a Quasi Permanent capacity before issue of
necessary certificate.

2. By grant of Quasi Permanent Status, the individuals though not permanent is

considered at par with permanent one for the purpose of discipline and leave.

Confirmation, Promotion and Retention in Service

3. There are important milestones for advancement in individual’s career of life.

Therefore,
these subjects have not been left in the hands of any one single authority. Each
Ministry have set up Department Promotion Committees, which consist of Head of
the Office or Department, concerned (or any officer nominated by him) and of other
officers of the departments, who are familiar with the job. The functions of DPC are
to deal with all cases of: -

(a) Promotion of individuals to selection as well as non-selection posts.

(b) Confirmation in respective grade/post.

(c) Assessment of work and conduct of probationers for determining their

suitability for retention.
(d) Assessment of work and conduct for determining fitness for retention
in service beyond 55 years of age or 30 years of service.
4. The cases are screened on the basis of ACRs and panel for those found fit for
confirmation, promotion and retention is drawn by them. These panels are approved
by the appointing authority and the individuals who are found fit are
confirmed/promoted and retained as the case may be. Those found unfit are
excluded from the lists of selected. These lists remain operative for maximum
period of one year or till the holding of next DPC whichever is earlier. The cases of

RESTRICTED
 RESTRICTED
366

individuals who do not get promotion or do not get chance of confirmation are again
reviewed as fresh cases by the subsequent DPC.
Discipline.
5. The following three basic characteristics have been expected of a Government
Servant :-

(a) Maintenance of absolute integrity.

(b) Maintenance of devotion to duty.

(c) Do nothing which is unbecoming of Government Servants.

6. Pursuant to these three fundamentals, conditions of Government Servants

have been regulated by an act of Parliament by rules made by the President or such
person as directed by him and these rules are called Central Civil Service (Conduct)
Rules 1964 and Central Service (Classification Control and Appeals) Rules 1965.
These rules are of character building in nature. They guide them towards betterment
of their own as well as of the organization/institution. The nature and type of rules
are :-
(a) Taking part in politics.
(b) Forming of association pre-judicial to the interest of sovereignty and
integrity of India.
(c) Demonstration and strikes.
(d) Criticism of Government.
(e) Gifts.
(f) Private trade and employment.
(g) Investment, lending and borrowing.
(h) Bigamous marriage.
(j) Consumption of intoxicating drugs and drinks.
(k) Unauthorized communication of information.

7. There is another set of Rules called the Central Government Services

(Classification, Control and Appeal Rules 1965), which deals with the procedure of
dealing with the individual failing to comply with the above rules. It gives complete
details of serving show cause notice, the punishment awardable and the penalties,
viz, Minor and Major Penalties vide Rule II of CCS (CCA) Rules: -

RESTRICTED
 RESTRICTED
367

(a) Minor Penalties

(i) Censure.
(ii) Recovery of pay of the whole or part of pecuniary loss caused by
negligence or breach of order.
(iii) Withholding of promotion.
(iv) Withholding of increment.

(b) Major Penalties

(i) Reduction to the lower stage in the time scale of age for a
specific period.
(ii) Compulsory retirement.
(iii) Removal from service.
(iv) Dismissal.
(Auth : CPRO 34/66 and 44/66 and Integrated Headquarters , Ministry of
Defence (Army) letter No A/20484/Q/ST-12 dated 13 Oct 86).

8. It is not correct to confine a civilian in quarter guard or use criminal force to

extort confession, as they are not subject to Army Act, such action constitutes an
offence of wrongful restraint.

Auth : Integrated Headquarters , Ministry of Defence (Army) letter No

399/2/Org 4 (Civ)(a) dated 14 Oct 68)

Termination of Service.

9. Retirement, Death and Retiring Benefits. The Government servants are

retired from service on the afternoon of the last day of the month in which their date
of retirement falls due on attaining the age of superannuation

10. Temporary and quasi permanent employees voluntarily retired will be granted
pensionary benefits after an individual had rendered 20 years of qualifying service.
Ten years service is required for invalid pension. In case of death of any civilian
(Temporary/Quasi Permanent) the family pension and death gratuity is admissible as
to a permanent employee.

11. When the Government employee dies due to attack by or during action
against extremists, dacoits, smugglers and anti-social elements, etc, the widow will
be allowed family pension equal to last pay drawn by the deceased Government

RESTRICTED
 RESTRICTED
368

servant until remarriage or death. The children allowance will not be paid in
addition.

12. Superannuation Pension and Invalid Pension. This is admissible after an

individual had rendered 10 years qualifying service and is confirmed in his post.
The amount of pension is worked out on the basis of average of pay drawn during
the last 10 months and is admissible upto 33 years of service. The pension will be
equivalent to 50% of the average of months` pay drawn in the last 10 months
qualifying service for pension has been enhanced to 66 half yearly (6 months)
period. The amount should be minimum to Rs 3500/- per month. DA will be paid
according to new rates at an informal formula as admissible to defence service
personnel.

13. Service Gratuity. A temporary employee who has rendered 5 years

qualifying service is discharged or invalided out is eligible for grant of one-third of a
month’s pay for each completed year of service. If the individual has rendered 5 to
10 years of service, the gratuity will be paid at 50% of his emoluments for each
completed six monthly period of qualifying service subject to maximum 16.5 times
of emoluments or Rs 10 lakhs whichever is less.

14. Family Pension. Family Pension is admissible to the wife of the deceased
(widow and minor children) individual who had rendered not less than 1 year
qualifying service and is calculated @ 30% of Pay last drawn subject to minimum of
Rs 3500/-.

15. In case the individual who dies in service after putting seven years continuous
service, the amount of family pension payable will be 50% of the pay last drawn.
The normal rate of family pension will be paid after 7 years or on a date on which
the employee would have attained 67 years of age whichever is earlier minimum to
Rs 3500/- per month as stated above.

16. The family pension is admissible for two lives.

Death Gratuity to Temporary or Permanent employees

17. (a) Less than 1 year service - 2 times of emoluments.

(b) 1 year or more but less than - 6 times of emoluments.

five years service
(c) Over 5 to 19 years service - 12 times of emoluments.

(d) 20 years and above - 50% of the emoluments for

every completed six months
qualifying service subject to
maximum of 33 times or

RESTRICTED
 RESTRICTED
369

Rs 10 lakhs whichever is
less.

Traveling Allowances on Retirement /Death/Transfer/Tour

18. All allowances are authorized as applicable to Defence Service Personnel in

the Armed Forces (Refer lessons on Pay and Allowances Officers/JCOs/OR in this
book).
Conclusion

19. Unless one has proper knowledge of relevant rules and regulations pertaining
to the employment of the civilian, it can lead to :-
(a) Incorrect initial appointment.
(b) Incorrect confirmation of promotion and retention in service.

(c) Following of wrong procedure in dealing with a disciplinary case.

20. Such circumstances create most embarrassing position and the cases only be
regularized under order of the Government of India. It is , therefore, needs no
emphasis that one should equip himself fully when he has to deal with the
employment of civilians. Rates and other conditions of service LTC, transfer
allowances and other allowances of routine nature are the same as that of the defence
service personnel.

Questions:-

1. What are the functions of DPC ?

2. What are the basic characteristics of a Government servant ?

3. What are the nature and types of rules ?

4. What are the punishments awardable to civilian employees ?

RESTRICTED
 RESTRICTED
370

ADM (A)-9

PAY AND ALLOWANCES: OFFICERS

Reference : (a ) SAI 2/S/2008 .

(b) Corrigendum to SAI 2//2008 dt 21 Apr 2009 (Pay Fixation Lt
Cols)
(c) Corrigendum to SAI 2/S/2008 dt 24 Apr 2009 ( Lt Gen in HAG +
Scale )
(d) GOI, MoD ID PC 1 (33)/2008/D (Pay/Services) dt 05 Jun 09
(Modalities for HAG + Scales)
(e) Corrigendum to SAI 2/S/2008 dt 16 Jul (HAG Scale to Lt Gen)

General

1. The pay and allowances of Army Officers were revised upward from 01 Jan
2006 and 01 Sep 2008 respectively. The pay of the Army Officers is on `` all
inclusive’ basis and nothing is admissible in kind except when they are servicing in
operational area, where field service concessions are admissible.

Basic Pay

2. “ Basic Pay” in the revised pay structure means the sum of pay in pay band
and the grade pay applicable, but does not include any type of pay like spl pay etc. In
the case of officers in the pay scale of APEX scale and COAS scale, basic pay means
the pay in the prescribed scale.

Grade Pay

3. Grade pay admissible to an officer appropriate the rank actually held either in
acting /substantive capacity, in to the pay in the revised scale. Grade pay forms part
of the basic pay.

Military Service Pay

4. Military service pay extended to all officers in the Army upto the level of
Brigadier at the rate of Rs 6,000/- PM for regular officers and Rs 4,200/- PM in case
of MNS. It is a new element, admissible from 01 Sep 2008. It is counted as pay for
all purposes, except for rank equivalence and for computing the annual increment(s)
and pay fixation in next higher grade except in case of promotion from Brigadier to
Maj Gen. MSP will also not count for determination of status of rank equivalence.

RESTRICTED
 RESTRICTED
371

It will also be considered for the purpose of fixation of pay and pension wef 01 Jan
2006.

5. AMC/ADC/RVC. Officers commissioned in AMC/ADC and RVC as

Lieutenants given a start that is 9 % higher than the minimum of Band PB -3 of Rs
15,600-39,100 alongwith a grade pay of Rs 5400 attached to rank Lt. Similarly,
officers commissioned in AMC/ADC and RVC as Captains given entry pay that is
Rs 12% higher than the minimum of Band PB-3 of Rs 15,600-39,100 alongwith a
grade pay of Rs 6100/- attached to rank Capt.

6. Pay Scale of Officers : 6th Pay Commission. The revised pay structure will
be as under :-

S.NORANK PAY CORRESPONDING

BAND/
SCALE PAY BANDS/ GRADE MSP REMARKS
SCALES (RS) PAY (RS) (RS)
(a) LT PB-3 15600 -39100 5400 6000

(b) CAPT PB-3 15600 -39100 6100 6000

( c) MAJ PB-3 15600 -39100 6600 6000
(d) PB-3 15600-39100 7600 6000 Note (a)
PB-4 37400 -67000 8000 6000 Incl DRDO,
LT DGQA, NCC,
COL Assam Rifles
(e) COL PB-4 37400 -67000 8700 6000

(f) BRIG PB-4 37400 -67000 8900 6000

(g) MAJ PB-4 37400 -67000 10000 NIL Benefit of MSP

GEN carried fwd for pay
fixation.
HAG 67000-79000 - Nil

(h) LT HAG + 75500-80000 - NIL 1/3 rd of auth str of

GEN SCALE Lt Gens placed in
HAG + scale.
Note (b)

RESTRICTED
 RESTRICTED
372

S. RANK PAY BAND/ CORRESPONDING

NO SCALE
PAY BANDS/ GRADE MSP REMARKS
SCALES (RS) PAY (RS) (RS)
(j) DGAFMS APEX SCALE 80000 - NIL
(FIXED)
(k) VCOAS/ APEX SCALE 80000 - NIL Note ( c)
ARMY (FIXED)
CDR
(l) COAS/ APEX SCALE 90000 - NIL
FIELD (FIXED)
MARSHAL

7. Pay Structure - MNS Officers-

Revised Pay Structure

S.No Rank Pay Band Pay Band Grade Pay MSP
(a) Lt PB-3 15600-39100 5400 4200
(b) Capt PB-3 15600-39100 5700 4200
( c) Maj PB-3 15600-39100 6100 4200
( d) Lt Col PB-3 15600-39100 6600 4200
(e) Col PB-4 37400-67000 7600 4200
(f) Brig PB-4 37400-67000 8400 4200
(g) Maj PB-4 37400-67000 9000 -
Gen

Notes:-

(a) PB-3 applicable only to Lt Cols proceeding on deputation with their

own consent on non mil duties

(b) 1/3 rd of Lt Gens, strictly in order of seniority based on the date of

assumption of substantive rank of Lt Gen as, will be promoted to HAG +
Scales. Promotion to HAG + Scale will not affect existing function equations.

(c ) Lt Gen fit for promotion to Army Cdr but overlooked due to lack of
residual service of two years granted scale Army Cdr (Rs 80,000 fixed ) on
non-functional basis.

RESTRICTED
 RESTRICTED
373

8. Stipend to Gentlemen/Lady Cadets under Training.

(a) Gentlemen/Lady Cadets at IMA, OTA and Cadet Training Wings at

CME , MC EME and MCTE will receive a fixed of Rs 21,000/- PM (Rs
15,600 as pay Band plus Grade Pay of Rs 5,400), for the period of training
after NDA as per existing duration.

( b) The stipend will be converted to pay for all purposes on successful

completion of training and the allowances admissible will be paid.

( c) On commissioning, the allces admissible would be claimed from

respective CsDA and arrears on account of allces for the trg period paid to
cadets. However, the period of trg shall not be treated as commissioned
service.

9. Pay of JCOs/OR undergoing Pre-Commissioning Training in Service

Training Institutions.

(a) JCOs/OR trainees undergoing pre-commissioning training at

IMA/OTA viz, ex Army Cadets College cadets, SL/RCO/SCO cadets shall
continue to receive the pay and allowances as applicable to the rank held at
the time of commencement of training.

(b) On successful completion of trg, the difference between the amount

of stipend of Rs 21,000/- PM plus DA & allowances received during the
period of trg will be payable in lump sum.

10. Pay fixation of Re-exployed Officers.

(a) Re-employed officers, who retired after 01 Jan 2006, will be entitled to
last pay and grade pay drawn less pension. In addition they are entitled to
benefit of ignoring of Rs 4,000/- of pension.

(b) The min pay of an offr who retired as Col in V CPC scales and took re-
emp in revised pay structure would be Rs 37,400/- with grade pay of Rs
8,700/-

(Auth : Refer to GOI, MoD ID No 1/69/2008 (Pay/Services ) dt 24 Jul 2009 ).

11. Annual Increment. Annual increment @ 3 % on the sum of pay in the pay
band plus grade pay to be added to the pay in the pay band on 01 Jul every
year.

RESTRICTED
 RESTRICTED
374

Promotion Increment. Following entitled :-

(a) 3% on the sum of pay in the pay band plus lower grade pay to be added
to the pay in the pay band.

( b) Higher grade pay of the rank to which promoted.

( c) In case promotion involves change of PB ( for eg Maj to Lt Col ) the

min of the higher pay band will be granted . If after adding the promotion
increment the pay in the pay band falls short of the min of the higher pay
band. (Auth : Para 12 (b) of SAI 2/S/2008)

(d) On promotion to Maj Gen after calculating 3 % promotion increment in

the manner indicated above, MSP shall be taken into account for purpose of
pay fixation on promotion. The pay in pay band will thus include MSP also.
(Auth : Para 12 (c) of SAI 2/S/2008)

(e) In case of promotion to Lt Gen, after calculating the 3 % promotion

increment in the manner indicated above a sum of Rs 2000/- will be added
and the resultant figures will become the basic pay in HAG Scale. For
AMC /ADC/RVC officers in receipt of NPA, Pay + NPA will not exceed Rs
85,000/-. (Auth : Amdt to SAI 2/S/2008 dt 11 Aug 2009)

(f ) In case of promotion from HAG to HAG + Scale , 3 % promotion

increment will be added to the basic pay in HAG Scale subject to a min of Rs
75,000/- and max of Rs 80,000/-. For AMC/ADC/RVC officers in receipt of
NPA , Pay + NPA will not exceed Rs 85,000/-. (Auth : Amdt to SAI
2/S/2008 dt 15 Sep 2009)

Questions: -

1. What is Basic Pay ?

2. What is Military Service Pay ?

3. What are the revised pay scales of officers as per 6th CPC ?

4. What are the Grade pay of officers to the rank of Lt to Lt Gen ?

RESTRICTED
 RESTRICTED
375

ADM (A)-10

PAY AND ALLOWANCES : JCOs/OR

References : (a) SAI 1/S/2008 (Fixation of Pay).

(b) Pay and Allowances Regulations JCOs/OR 1979
(Revised).
(c) AO 17/2001/DV (With holding of Pay).
(d) Appendix J to Manual of Documentation JCOs/OR
1999.
(e) AI 21/65 & 134/65 (GS Pay).
(f) AO 114/71.

General

1. The accounts of all JCOs including those holding honorary commission, OR

are maintained on a war system of pay accounting. The individual’s running ledger
account (IRLA) is maintained unit-wise in numerical order by the PAO(OR).

Admissibility of Entitlements

2. Pay and allowances become admissible on publication of entitlement in Part

II Orders, on automatic adjustment in the IRLA or on a claim being preferred on a
contingent bill.
Definitions.

3. (a) “Basic Pay ” in the revised pay structure means the sum of pay drawn
in the Pay Band , Group `X’ Pay (where applicable) and Grade Pay
corresponding to the rank, but does not include any other type of pay like
`Special Pay’.
(b) ``Grade Pay” is the fixed amount corresponding to a pre-revised pay
scale/rank .
( c) ``Military Service Pay (MSP) ’’is extended to all JCOs/OR in the
Army at the rate of Rs 2000/- PM. It is a new element introduced from 01 Sep
2008. and count as pay for all purposes, except for calculation of annual
increment (s).
(d) `` Group `X’ Pay”’ is a fixed amount of Rs 1,400/-PM admissible to
JCOs/OR of `X’ Group only , to protect the edge of JCOs/OR in `X’ Group
vis-à-vis in Group `Y’. It will be counted as Basic Pay for all purpose.

RESTRICTED
 RESTRICTED
376

(e) Only two trade groups retained for JCOs/OR with the earlier trade
Groups `Y’ and `Z’ merged. The personnel in the group `Z’ now placed in the
same rank of trade Group `Y’.
4. Pay Scale of JCO’s (Including Hony Commissioned Officers), NCO’s and
OR of Regular Army, DSC and TA : 6 th Pay Commission. The revised pay
structure will be as under :-
(a) `X’ Group

S.No RANK PAY CORRES GDE MSP `X’ GP

BAND PAY PAY PAY
BAND
(a) SEP PB-1 5200- 2000 2000 1400
20200
(b) NK PB-1 5200- 2400 2000 1400
20200
( c) HAV PB-1 5200- 2800 2000 1400
20200
(d) NB PB-2 9300- 4200 2000 1400
SUB 34800
(e) SUB PB-2 9300- 4600 2000 1400
34800
(f) SUB PB-2 9300- 4800 2000 1400
MAJ 34800
(b) `Y’ Group
S.No RANK PAY CORRES GDE MSP
BAND PAY BAND PAY
(a) SEP PB-1 5200-20200 2000 2000
(b) NK PB-1 5200-20200 2400 2000
( c) HAV PB-1 5200-20200 2800 2000
(d) NB SUB PB-2 9300-34800 4200 2000
(e) SUB PB-2 9300-34800 4600 2000
(f) SUB PB-2 9300-34800 4800 2000
MAJ
( c) Hony Commissioned Officers

S.No RANK PAY CORRES GDE MSP

BAND PAY BAND PAY
(a) HONY PB-3 15600- 5400 6000
LT 39100
(b) HONY PB-3 15600- 6100 6000
CAPT 39100

RESTRICTED
 RESTRICTED
377

Auth : Para 3 (k) and Appx `A’ to SAI 1/S/2008.

5. Initial Pay Fixation – Enrolled on or After -1 Jan 2006. Pay enrolled on or

after 01 Jan 2006 will be fixed at the pay in the pay band inPB-1 or PB-2 as under :-

(a) Sep - Rs 6,460/-

(b) Direct Entry Hav - Rs 8,560/-

(c) Direct Entry Nb Sub - Rs 9,300/-

6. Annual Increment : 6 th Pay Commission. Annual increment @ 3 % on the

sum of pay in the pay band plus grade pay applicable and `X’ Group to be added to
the pay in the pay band on 01 Jul every year. ( Auth : para 10 of SAI 1/S/2008.)

7. Promotion Increment. Following entitled :-

(a) 3 % on the sum of pay in the pay band plus lower grade pay plus `X’
Gp pay ( Where applicable ) to be added to the pay in the pay band.

(b) Higher grade pay of the rank to which promoted.

( c) In case promotion involves change of PB ( for eg Hav to Nb Sub ) min

of the higher pay band will be granted. If, after adding the promotion
increment the pay in the pay band falls short of the min of the higher pay
band.

(d) Hony Lts and Capts will be granted promotion increment in the
manner indicated above. If, after adding the promotion increment, the pay in
the Pay Band is less than the min of PB-3 ie 15,600, the pay in the pay band
will be stepped upto Rs 15,600. Further, Hony Lts and Capts are auth MSP of
Rs 6,000/- and grade pay of Rs 5,400/- and Rs 6,100/- respectively.

8. Assured Career Progression (ACP). In pursuance with the Government

Resolution of Assured Career Progression (ACP) , a directly recruited JCOs/OR as a
Sepoy, Havildar or JCO will be entitled to minimum three financial upgradations
after 8, 16 and 24 years of service. At the time of each financial upgradation under
ACP, the JCOs/OR would get an additional increment and next higher Grade pay in
hierarchy. The following ACPs would be entitled to JCOs/OR recruited under direct
entry :-

(a) Sepoy Recruit.

RESTRICTED
 RESTRICTED
378

(i) Entitled to first financeial upgradation of pay of the rank of

Naik on completion of 8 years of service.

(ii) Second financial upgradation of pay of the rank of Havildar on

completion of 16 yrs of service.

(iii) Third financial upgradation of pay of the rank of Naib Subedar

on completion of 24 yrs of service.

(iv) In case a JCOs/OR gets promoted to next higher rank prior to

applicability of first ACP he would only be entitled to the second/third
ACP at the specified period provide he does not get any further
promotion.

(v) In case a JCOs/OR gets two promotions before 16 years, he will

be entitled to only the third ACP on completion of 24 yrs provided he
does not get any further promotion.

(b) Direct Entry Havildar/JCO.

(i) A direct entry Havildar recruited would be entitled to first

financial upgradation of pay of the rank of Naib Subedar on
completion of 8 yrs service

(ii) Second financial upgradation of pay of the rank of Subedar on

completion of 16 yrs of service.

(iii) Third financial upgradation of pay of rank of Subedar Major on

completion of 24 yr of service.

(iv) In case a he gets promoted to next higher rank prior to

applicability of first ACP he would only be entitled to the second/third
ACP at the specified period provide he does not get any further
promotion.

(v) In case a he gets two promotions before 16 years, he will be

entitled to only the third ACP on completion of 24 yrs, provided he
does not get any further promotion.

(c) A direct entry JCO will be entitled to only first and second financial
upgradation on completion of 8 and 16 years of service for the rank of
Subedar and Subedar Major respectively.

RESTRICTED
 RESTRICTED
379

Auth : Para 15 (c) of SAI 1/S/2008. Also refer to Adm Instrs issued by PS
Dte Integrated HQ MoD (Army) vide their letter No B/33513/ACP/AG/PS-2
(c) dt 03 Aug 09.

9. Illustrations – ACP.

(a) Illustration – I. A Sep meeting discp criteria will be promoted to

ACP Nk after 08 yrs of service and will be granted promotion increment of
3% and grade pay of a Nk. However, he will not be entitled to wear Nk’s
stripes and his terms of engagement will remain unaltered. If promoted to
select Nk at 10 yrs of service, he gets no further benefits in terms of
promotion increment and grade pay. However, being a select Nk he wears
badges of rk and his service gets extended to 22 yrs.

(b) Illustration –II. An ACP/ Select Nk, meeting discp criteria will be
promoted to ACP Hav after 16 yrs of service and will be granted promotion
increment of 3% and grade pay of a Hav. He will not be entitled to wear
Hav’s stripes and his terms of engagement will remain unaltered. However,
as per provisions of cadre review of 1984 a Sep, who did not earn any
promotion, would have been entitled to Nk’s pay and stripes after 16 yrs of
service. Since he is already in receipt of Nk’s pay and would now be entitled
to Hav’s pay, such indls may be permitted to wear stripes of Nk on
completion of 16 yrs of service.

(c) Illustration –III. A remustered Hav has joined in direct entry grade of
Sep. Since regular service for the purpose of ACP shall commence from the
date of joining of post in direct entry grade such remustered Havs would
deem to have earned two promotions viz; Nk and Hav. Hence remustered
Havs would be entitled to only third ACP. Similar provisions would apply to
a remustered JCO.

(d) Illustration –IV. Direct entry Havs and JCOs join service in that
particular grade. They would be entitled to three ACPs available under the
scheme as regular service for the purpose of ACP shall commence from the
date of joining of a post in direct entry grade. However, a direct entry Nb/Sub
cannot claim ACP rank of Hony Lt as his third ACP since grant of Hony rank
of Lt and Capt are governed by separate rules.

(e) Illustration –V. A Sep gets ACP of Nk at 08 yrs of service. If

promoted to select Hav at 10 yrs of service he gets no promotion increment.
However, he will get the difference of grade pay between a Hav and a Nk,
i.e., Rs 400. For e.g. Seps in EME become HMT in 9/10 yrs.
10. Stipend in respect of Recruits during Training Rs 5,700/- . All recruits shall
receive stipend during training, but on completion of trg , thy shall be paid with

RESTRICTED
 RESTRICTED
380

retrospective effect an amount equal to the minimum of the pay scale including
Grade Pay, Group `X’ pay ( if applicable).
11. Pay Scales of DSC Personnel. DSC personnel belonging to the clerical cadre
and General cadre shall be paid on the basis of Group `Y’ pay scales of the Army.
12. The following pay and allowances are adjusted in the IRLAs on publication of
Part II Orders.

(a) Basic Pay.

(b) Rank and Appointment Pay.
(c) Good Service Pay.
(d) Parachute Pay.
(e) Special Compensatory Allowance.
(f) High Altitude and uncongenial Climate Allowance.
(g) Expatriation Allowance.
(h) Acting Allowance to JCOs.
(j) Ration Allowance, Daily Allowance and Composite Transfer Grant.
(k) Composite Personnel Maintenance and Hygiene Allowance (PMHA).
(l) Children Education Allowance (CEA), Re-imbursement of Tuition Fee
and Hostel Charges.
(m) Mufti Clothing Allowance.
(n) Compensation in Lieu of Quarters (CILQ).
(o) Many other allowances, the details of which are given in Pay and
Allowances Regulations JCOs/OR 1979 and Appendix J to Manual of
Documentation JCOs/OR 1999.

13. The following pay and allowances are adjusted in the IRLA automatically by
the PAO (OR) and does not require any Part-II Orders: -

(a) Increment of Pay.

(b) Dearness Allowances.
(c) Bonus.
(d) Kit Maintenance Allowance (except initial grant of full rates of recruits,
which will notified in Part II Orders).
(e) Soap Allowances.
(f) NRA of 75 days leave.

13. The following allowances are claimed on Contingent Bill (IAFA-115): -

(a) Outfit Allowance to JCOs on promotion from Hav.

(b) Outfit Allowances to JCOs granted honorary commission on effective list.

RESTRICTED
 RESTRICTED
381

(c) Conveyance Allowance.

(d) Funeral Allowance (on death of a soldier).
(e) Leave Travel Concession (LTC).
(f) Conveyance of Luggage on transfer.
(g) Cost of Railway Warrant.
(h) Cost of Photographs for replacement of Identity Card.

Trained Soldier’s Pay

14. On achieving prescribed qualifications ( Technical and Map Reading ) and on
completion of requisite period of man’s service, where applicable a recruit is
musterd in the lowest class of his category.
Withholding of Increment of Pay
15. Increments of pay are adjusted in the IRLA by the PAO (OR) automatically
as and when such increment falls due. If a OC unit does not approve of the grant of
an increment to JCOs/OR , he will inform the Record Office with a copy to
PAO(OR) at least one month prior to the date of increment falls due, stating the
period for which days it is to be withheld and reasons thereof. An acknowledgement
of the letter will be obtained from PAO (OR)/Record Office. The Record Office will
refer cases, where grants have been so withheld for review by the OC Unit after
expiry of the specified period and notify the grant on receipt of recommendation in
Record Office Part II Orders vide AO 114/71.
16. Withholding of increments will be published in the Record Office Part II
Orders showing clearly the period (with dates) for which the grant has been withheld
and whether this will effect postponing of future increments.

Withholding of Pay and Allowances

17. For withholding of pay and allowances of persons subject to Army Act
placed under arrest or suspension, unit will take action as indicated in AO 508/73
and AO 120/77.

Withholding of Pay and Allowances. (Para 51 to 53 of P & A Regs & AO

17/2001/DV).

18. For withholding of pay and allowances of persons subject to Army Act
placed under arrest or suspension, unit will take action as indicated in AO 508/73
and AO 120/77.

RESTRICTED
 RESTRICTED
382

19. Appointment Pay.

(a) Lance Naik, Lance Havildar, Company Havildar Major- Rs.100/- pm.
and Company Quartermaster Havildar.

(b) Regimental/Battalion Quartermaster Havildar - Rs.150/- pm.

(c) Regimental/Battalion Havildar Major - Rs.160/- pm.

20. Good Service Pay. (AI 21/65 & 134/65).

(a) Naik/Lance Havildar - Rs 64 /- pm after 3 years service as

Naik or Lance Havildar and further Rs
64/- pm after 6 years service in these
ranks/appts.
(b) Havildar - Rs 64/- pm after each period of 3 years
service as NCO subject to a maximum
of Rs.192/- pm after 9 years of such
service.

Questions: -

1. What is the revised pay structure of JCOs/OR wef 01 Jan 2006 ?

2. Write down the short notes on Assured Career Progression (ACP) ? What is the
revised rate of service increment in r/o JCOs/OR ?

3. What are the pay and allowances which are adjusted in the IRLAs on publication
of Part II Orders ?

4. What are the pay and allowances which are automatically adjusted in the IRLAs
of an individual ?

5. What are the pay and allowances which are claimed on Contingent Bill ?

RESTRICTED
 RESTRICTED
383

ADM (A)-11

ADMISSIBILITY OF VARIOUS ALLOWANCES:

OFFICERS, JCOs AND OR

Reference : (a) SAI 1/S/2008 & 2/S/2008

(b) SAI 2/S/98, AI 14/98 & 24/98.

(b) AI 49/81.
(c) AO 7/94 & 32/94.

Composite Transfer Grant (CTG)

1. Under the provisions of Ministry of Defence letter No 12630/Q Mov

C/3737/D(Mov) /08 dated 29 Dec 2008 and Ministry of Finance, Deptt of
Expenditure Corrigendum dt 18 Feb 2009, the entitlement of Journey on Permt duty
and Tfr Grant and Packing allce to service personnel in various situations (where
move involves more than 20 Km (TFRGTH) will be as under :-

(a) Accn and Mileage Allce Entitlements. Accn and Mileage Allce
entitlements for journey on tour by different modes will also be applicable in
case of journeys on tfr.
(b) Tfr Grant and Packing Allce.

(i) Composite Transfer Grant (CTG) equal to one month’s pay in

the Pay Band, Grade Pay, MSP, CI Allce, Gp ‘X’ Pay and NPA, where
applicable, in case of posting involving a change of stn located at a
distance of more than 20 Kms form each other.
(ii) In cases of transfer to stns, which are at a distance of less than
20 Kms, from the old stn and tfr within the same city, one third of
the CTG will be admissible, provided a change of residence is actually
involved.
2. Qualification Grant (One Time)
(a) Cat I Courses - Rs 20000/-
(b) Cat II Courses - Rs 15000/-
( c) Cat III Courses - Rs 9000/-

RESTRICTED
 RESTRICTED
384

(d) Cat IV Courses - Rs 6000/-

House Rent Allce - All Ranks

6. Revised rate of house rent Allce as per 6th Pay Commission is as under :-

Classification of Cities Rate as % of Pay in Pay Band + Grade Pay

+ MSP + NPA (where applicable)
X (earlier A-1) 30 %
Y (Earlier A, B-1 & B-2) 20 %
Z(Earlier C & 10 %
Unclassified)

Auth : Govt of India, MoD letter No 10(55)/98/D(Q&C)-1 dt 18 Nov 08.

Notes :-

(a) JCOs/OR within Auth Married Est (AME) have the option to choose
CILQ or HRA, whichever is beneficial to the indl.

(b) Basic Pay for the purpose of HRA for JCOs/OR us Band Pay + Grade
Pay + MSP. X Gp Pay is not to be incl for calculating CILQ/HRA.

(c) For classification of cities ref Appx A to MoD letter No

10(55)/98/D(Q&C)-1 dt 18 Nov 08.

(d) Applicable Class of Cities.

(i) If posted to peace stn - as per place of posting.

(ii) If posted to Fd/mod Fd – as per SPR/SFA/last duty Stn,

wherever the family is residing.

(e) HRA applicable only when no govt married can is lying vacant and
indl has been allotted any married/separated family/hired accn.

(f) JCOs/OR claiming HRA are also auth to claim the lowest amt charged
as license fee for entitled class of accn, as compensation in lieu of rent free
accn.

7. Family Accn Allce.

(a) A new introduction for all JCOs/OR not held on Auth Married Est
(AME).

RESTRICTED
 RESTRICTED
385

(b) Min of HRA rates applicable.

(c) The pay for this purpose will incl Pay in Pay Band, Grade Pay & MSP,
X Gp not to be incl.

(d) All JCOs/OR irrespective of age and marital status, are auth Family
Accn Allce if not claiming HRA/CILQ or not staying in Govt accn.

Auth : Govt of India, MoD letter No 10(55)/98/D(Q&C) dt 18 Nov 08.

Detailed Procedure given in IHQ of MoD (Army), AG’s Branch, MP-8 letter
No A/20038/MP 8 (I of R) dated 31 Jul 09 and letter of even No dated 18 Aug
09.

CILQ

5. Revised rate of CILQ as per 6th Pay Commission is as under :-

Rank Classification of City/Rates

Class X Class Y Class Z
(Earlier A1 Cities) (Earlier A, B1, (Earlier C &
B2) Uncals)
Sep/Nk 3600 2400 1600
Hav 4200 2800 2000
JCOs 5400 3600 2400
NC (E) 1800 1200 800

Auth : Govt of India, MoD letter No 10(48)/2007/D(Q&C) dt 14 Nov 08.

Rental Ceilings for Hiring Married Accn

6. Revised rate of Rental Ceiling for Hiring Married Accn as per 6 th Pay
Commission is as under :-

Rank Revised Rental Ceiling Rates

Class X Class Y Class Z
(Earlier A1 (Earlier A, B1, (Earlier C &
Cities) B2) Unclassified)
Brig & 12000 11000 7000
Above
Maj to Col 11000 10000 6000
Capt & 10000 9000 5000
Below
JCOs 7000 6000 3000

RESTRICTED
 RESTRICTED
386

NCOs/OR 5000 4400 2600

Auth : ADG LWE/Policy (Qtr), QMG Br letter No A/07832/Policy (Qtr) dt 16 Jul

09.

TA/DA Entitlements

9. Travel Entitlement Within Country

Chief/Vice Chief/Army Cdrs/DGAFMS/ Business/Club Cl of Air/

Lt Gens & Offrs drawing Grade Pay Rs AC 1st by train
10000 & above
Offrs drawing Grade Pay Rs 7600, 8700 Economy Cl by air/AC 1st by train
& 8900
Offrs drawing Grade Pay Rs 5400, 6100 Economy Cl by air/AC II Tier by train
& 6600
Pers drawing Grade Pay Rs 4200, 4600 & AC II Tier by train
4800
Pers drawing Grade Pay below Rs 4200 Ist Cl/AC III Tier/AC Chair Car by train

10. International Travel Entitlement by Air.

Chief/Vice Chie/Army Cdrs/DGAFMS First Cl

Offrs drawing Grade Pay Rs. 10000 & Business/Club Cl
above
Others Economy Cl

11. Entitlement for Journeys by Sea or by River Steamer.

Offrs, Incl Hony Commissioned Highest Class

JCOs If there be two classes only on the
steamer, the lower class
Hav and Nk If there be two classes only on the
steamer, the lower class.

If there be three classes, the middle or

the second class.

If there be four classes, the third class.

Sep The lowest class

RESTRICTED
 RESTRICTED
387

12. Accn Entitlements for Travel Between Mainland and A & N Group of
Islands and Lakshadweep Group of Islands by Ships Operated by Shipping
Corporation of India Limited.

Offrs, Incl Hony Commissioned Deluxe Class

JCOs First/ ‘A’ Cabin Class
Hav & Nk Second/ ‘B’ Cabin Class
Sep Bunk Class

13. Mileage Allce for Journey by Rd Where no specific rates have been
prescribed either by Dir of Tpt of the Concerned State or the Neighboring
States.

For journeys performed in own car/taxi Rs 16 per Km

For journeys performed by auto- Rs 8 per Km
rickshaw/own scooter etc
For journey on bicycle on tour and Rs 1.20 per Km
transfer

14. Mileage Allce for Journey by Road.

Grade Pay Entitlement

Chief/Vice Chief/Army Cdrs/DGAFMS Actual fare by any type of public bus incl
& Offrs drawing Grade Pay Rs 10000 & AC bus/at prescribed rates of AC taxi
above when the journey is actually performed
by AC taxi/at prescribed rates of auto
rickshaw, own scooter, motor cycle,
moped etc.
Offrs drawing Grade Pay Rs 5400, 6100,
6600, 7600, 8700 & 8900 Same as above with the exception that
Pers drawing Grade Pay Rs 4200, 4600 journey by AC taxi will not be
& 4800 permissible.
Pers drawing Grade Pay Rs 2400 & Actual fare by any type of public bus
above but less than Rs 4200 other than AC bus/at prescribed rates for
Auto Rickshaw/own scooter/motor
cycle/moped etc
Pers drawing Grade Pay below Rs 2400 Actual fare by ordinary public bus
only/at prescribed rates for auto
rickshaw/own motor cycle/moped etc

RESTRICTED
 RESTRICTED
388

15. Daily Allce on Tour.

Grade Pay Daily Allce

Chief/Vice Chief/Army
Reimbursement :-
Cdrs/DGAFMS & Offrs
(a) Hotel accn/guest house upto Rs 5000/- per
drawing Grade Pay Rs 10000 &
day.
above (b) AC Taxi Charges up to 50 Kms for travel
within city.
(c) Food bills not exceeding Rs 500/- per day.
Offrs drawing Grade Pay Rs Reimbursement :-
7600 to 8900 (a) Hotel accn upto Rs 3000/- per day.
(b) Non AC Taxi Charges up to 50 Kms for
travel within city.
(c) Food bills not exceeding Rs 300/- per day.
Offrs drawing Grade Pay Rs Reimbursement :-
5400 to 6600 (a) Hotel accn upto Rs 1500/- per day.
(b) Taxi Charges up to Rs 150 per day for travel
within city.
(c) Food bills not exceeding Rs 200/- per day.
Pers drawing Grade Pay Rs Reimbursement :-
4200 to 4800 (a) Hotel accn upto Rs 3000/- per day.
(b) Travel Charges up to Rs 50 per day for travel
within city.
(c) Food bills not exceeding Rs 100/- per day.
Auth : MoD letter No 12630/Mov C/3737/D(Mov)/08 dt 29 Dec 08

Notes :-

(a) Only actual expenditure incurred, within limits laid down will be reimbursed
based on bills produced.

(b) All pers have the option to choose the new dispensation (as above) or the old
system of DA rates prevalent prior to VI CPC. However, for a TD, only one system
will be used. The old DA rates are:-

Band Pay (Excluding Grade Pay and MSP) A-1 A B-1 Others
Rs 30,500/- & above 260 210 170 135
Rs 15,000/- and above but less than Rs 230 185 150 120
30,500/-
Rs 12,500/- and above but less than Rs 200 160 130 105
15,000/-
Rs 8,000/- and above but less than Rs 170 135 110 90
12,500/-

RESTRICTED
 RESTRICTED
389

Below Rs 8,000/- 105 85 70 55

16. Entitlement for Journeys on Pemt Duty.

(a) Accn and Mileage Allce Entitlements. Accn and Mileage Allce
entitlements for journeys on tour by different modes will also be applicable in
case of journeys on tfr.
(b) Tfr Grant and Packing Allce.
(i) Composite Transfer Grant(CTG) equal to one month’s pay in
the Pay Band, Grade Pay, MSP, CI Allce, Gp ‘X’ Pay and NPA, where
applicable, in case of posting involving a change of stn located at a
distance of more than 20 Kms from each other.
(ii) In case of transfer to Stns, which are at a distance of less than 20
Kms, from the old Stn and tfr within the same city, one third of the
CTG will be admissible, provided a change of residence is actually
involved.
(c) Transportation of Personal Effects by Rail.

Grade Pay By Train/Steamer Rate per Km/for

transportation by
road ( Rs per Km)
Chiefs/Vice Chiefs/Army 6000 Kgs, by goods 18.00
Cdrs/DGAFMS & Offrs train/ (Rs 0.003 per Kg per
drawing Grade Pay Rs 4 Wheeler wagon/ Km)
7600 & above 1 double container
Offrs drawing Grade Pay 6000 Kgs, by goods 18.00
Rs 4200, 4600, 4800, Train/ 4 Wheeler (Rs 0.003 per Kg per
5400, 6100 & 6600 Wagon/ Km)
1 Single Container
Pers drawing Grade Pay 3000 Kg 9.00
below Rs 2800 (Rs 0.003 per Kg per
Km)
Auth : MoD letter No 12630/Mov C/3737/D(Mov)/08 dt 29 Dec 09 and
Ministry of Finance, Deptt of Expenditure Corrigendum dt 18 Feb 09.
(d) Transportation of Conveyance.
Grade Scale
Chief/Vice Chief/Army Cdrs/ One Motor Car, etc or one Motor
DGAFMS and Offrs drawing Grade Cycle/ Scooter, or one Horse
Pay Rs 4200 & above
Pers drawing Grade Pay of less than Rs One Motor Cycle/Scooter/Moped
4200 or one Bicycle

RESTRICTED
 RESTRICTED
390

Auth : MoD letter No 12360/Mov C/3737/D (Mov)/08 dt 29 Dec 08.

Misc Allces

17. Diving Allce.

Naval Officers
Clearance/Deep Diving Officer Rs 800/- PM Allce extended to Army
Ships Diving Officers Rs 400/- PM pers on pro-rata basis as
Naval JCOs/OR and when they are emp
on such duties.
Clearance Diver Class I Rs 600/- PM
Clearance Diver Class II Rs 520/- PM
Clearance Diver Class III Rs 440/- PM
Ships Fiver Rs 400/- PM
18. Dip Money

All Naval Ranks

Depth in Fathoms Rs per minute Allce extended to Army
Upto 20 1.2 pers on pro-rata basis as
20 to 30 1.8 and when they are emp
30 to 40 2.4 on such duties.
40 to 50 3.6
50 to 60 4.8
60 to 75 6.8
75 to 100 7.6

19. Hard Area Allce.

All Ranks 25% of Basic (a) Extended to Lakshwadeep gp of islands.

Pay (b) Hard Area Allce to Offrs posted in Nicobar Gp of
islands will be paid concurrent with Island Special Duty
Allce.
(c) Basic pay means Band Pay + Grade Pay + MSP

20. Island Special Duty Allce.

All Ranks Rate

Areas around the capital towns (Port Blair in A&N Islands, 12.50% of Basic Pay
Kavaratti & Agatti in Lakshadweep)
Difficult Ares ( North & Middle Andaman, South Andaman 20% of Basic Pay
excluding Port Blair in A&N Islands, all Islands in
Lakshadweep except Kavaratti, Agatti & Minicony
More Difficult Areas (Little Andaman, Nicobar ground of 25% of Basic Pay
Islands, East Islands in A&N Islands, Minicony in

RESTRICTED
 RESTRICTED
391

Lakshadweep)

21. Funeral Allce.

All Ranks Rs 4000/-

22. Official Hospitality Grant.

Offrs only Rate

Service Chiefs & Vice Chiefs/ Army Cdrs Rs 2000/- pm
Appts in the rk of Lt Gen presently in receipt of entertainment Rs 1600/- pm
allce
Appts in the rank of Maj Gen presently granted entertainment Rs 1200/- pm
allce
Appts in the rank of Brig presently entitled to entertainment allce Rs 1000/- pm

23. Special Compensatory (Remote Locality) Allce.

Offrs (Incl Hony Commissioned) Remarks

Area Rate
Part A Rs 2600/- pm Specified areas – as per
Part B Rs 2100/- pm annex to MoD Dept of
Part C Rs 1500/- pm Expenditure OM No
Part D Rs 400/- pm 3(1)/2008-E-II(B) dt 29
JCOs/OR Aug 08. Available on the
websites of Deptt of
Part A Rs 2000/- pm Expenditure (Min of Fin)
Part B Rs 1600/- pm and CDA (O)
Part C Rs 1200/- pm
Part D Rs 320/- pm

24. Specialist Allce.

For AMC Officers only

Graded Specialist Rs 1600/- pm
Classified Specialist Rs 2000/- pm
Consultant/Advisor Rs 2400/- pm

RESTRICTED
 RESTRICTED
392

25. Deputation (Duty) Allce.

For Offrs only
An option to draw either :-
(a) 50% of Deputation Duty Allce applicable to Civ Offrs alongwith
service concession.
or
(b) 100% of Deputation Duty Allce, but foregoes the service concession.

26. Qualification Pay for Flying Qualification.

For Officers only
Master Aviation Instr Rs 500/- pm
Senior Aviation Instr Cl-I Rs 400/- pm
Senior Aviation Instr Cl-II Rs 280/- pm
Aviators holding Master Green Card Rs 400/- pm
Aviators holding Green Card Rs 280/- pm
27. Test Pilot and Flt Test Engr Allce.

For Offrs only

Test Pilots Rs 2000/- pm Extended to Air Crew posted to Aerobatic
teams
Flight Test Engrs Rs 1000/- pm
28. Air Despatch Allce.

JCOs/OR only.
JCOs/OR in Army Rs 240/- pm

29. Flt Charge Cert Allce.

JCOs/OR only
Chief Rs 400/- Allce also granted to ranks above Nb Sub of
Artificier/Mechanician pm the Army in the absence of a tech offr,
& above and equivalent provided such certification in the absence of
Air Rs 250/- tech Offrs is not part of the normal charter of
Artificier/Mechanician pm duties of above Nb Sub of the Army. Further
& equivalent extension of the Allce to the JCOs/OR
equilant below Air Artificer & equivalent is
done provided they are given indep charge of
machinery/eqpt and perform these duties.

RESTRICTED
 RESTRICTED
393

30. Composite Pers Maint Allce.

JCOs/OR only
Hair Cutting Allce Rs 20/- pm
Washing Allce Rs 60/- pm
Rum Allce Rs 30/- pm
Soap Toilet Allce Rs 20/- pm
Clothing Maint Allce Rs 20/- pm
Composite Pers Maint Allce Rs 150/- pm
31. Spectacle Allce.

Normal Lens Rs 130/- (one time)

Bifocal Lens Rs 250/- (one time)

32. Acting Allce.

For JCOs only

Holding appts of Capt & equivalent Rs 600/- pm
Holding appts of Maj & equivalent Rs 800/- pm

Auth for Paras 2.28 to 2.44 :

Offrs : MoD letter No 1(55)/2008/D(Pay/Services) dt 04 Nov 08.

JCOs/OR : MoD letter No 1(54)/2008/D(Pay/Services) dt 04 Nov 08.

33. Classification Allce.

Group Class 4 to 3 Class 3 to 2 Class 2 to 1

X - 120/-pm 120/- pm
Y 100/- pm 100/- pm 100/- pm

Auth : Appendix ‘B’ Ser (A) to SAI 1/S/2008

34. Extra Duty Allce.

Appts Extra Duty Allce

L/Nk, L/Hav, CHM, CQMH & equivalent Rs 100/- pm
Regt QM/BQMH and equivalent Rs 1500/-pm
BHM and equivalent Rs 160/- pm

Auth : Appendix ‘B’ Ser (B) to SAI 1/S/2008

RESTRICTED
 RESTRICTED
394

35. Good Service Pay.

First Rs 64/- pm
Second Rs 128/-pm
Third Rs 192/-pm

Auth : Appendix ‘B’ Ser (C) to SAI 1/S/2008

36. Gallantry Awards.

Param Vir Chakra 10000/- pm

Ashok Chakra 6000/- pm
Maha Vir Chakra 5000/- pm
Kirti Chakra 4500/-pm
Vir Chakra 3500/-pm
Shaurya Chakra 3000/-pm
Sena/Nav Sena/Vayu Sena Medal 1000/- pm

Auth : MoD letter 7(119)/2008/D(AG) dt 30 Mar 2011.

37. Compensatory Field Area Allowance (CFAA) and High Altitude &
Uncongenial Climate Allowance (HAUCA). It will be published in Part II Orders
on entrance of the individual in affected areas. The allowance will be ceased and
when the individual leaves the location for more than 30 days. The rates are as under
:-

Ser Rank Field Allowance HAUCA(Cat –I(ht HAUCA (Cat-II)

upto 15000 ft) incl Ht upto 15000 ft
uncongenial areas and above excl.
HAFA CFAA CMFAA
below ht. of 9000 Siachen
(PM) (PM) (PM) ft.
(a) Lt Col 8400/- 5200/- 2000/- 2120/- 3200/-
and above
(b) Major/Lt. 7760/- 4800/- 1800/- 1860/- 2800/-
Col (TS)
(c) Captain 7100/- 4400/- 1720/- 1320/- 2000/-
(d) Lt 6780/- 4200/- 1600/- 1060/- 1600/-
(e) JCOs 5820/- 3600/- 1200/- 960/- 1440/-

(f) Hav 3880/- 2400/- 920/- 740/- 1120/-

(g) Nk/Sep 3240/- 2000/- 800/- 540/- 800/-

RESTRICTED
 RESTRICTED
395

38. Counter Insurgency Operations Allowances (CI Ops). It will be published

in Part II Orders on entrance of the individual in affected areas. The allowance will
be ceased and when the individual leaves the location for more than 30 days. The
rates are as under :-

Ser Rank CI Ops in Fd Area

Fd Mod Fd Peace
(a) Lt Col & above 7800/- 6000/- 5200/-
(b) Major/Lt. Col 7200/- 5540/- 4800/-
(TS)
(c) Captain 6600/- 5080/- 4400/-
(d) Lt 6300/- 4840/- 4200/-
(e) JCOs 5400/- 4160/- 3600/-

(f) Hav 3600/- 2760/- 2400/-

(g) Nk 3000/- 2760/- 2000/-

(h) Sep 3000/- 2300/- 2000/-

39. Compensation in Lieu of Quarters (CILQ). Revised rate of CILQ will be

published half yearly on 01 Jan and 01 Jul every year wef 01 Sep 2008. The
revised rates of CILQ per month are as under :-

Ser Rank City classification Rates (Rs Per Month)

X Y Z
(Earlier Earlier (Earlier Classified as
Classified Classified as A, C & Unclassified)
as A1) B1 & B2)
(a) Sep & Nk 3600/- 2400/- 1600/-
(b) Hav 4200/- 2800/- 2000/-
(c) JCO’s & 5400/- 3600/- 2400/-
Equivalent
(d) NC (E) 1800/- 1200/- 800/-
(Auth : Govt of India, Min of Defence letter No 10(48)/2007/D (Q &C) dt 14
Nov 2008.)

RESTRICTED
 RESTRICTED
396

Transport Allowance to Officers and JCO/OR.

40. Officers and JCOs/OR are entitled to Transport Allowance at the following
rates wef 01 Sep 2008 :-

Service Pers drawing grade Rate of Transport Allowance per month

Pay of Classification of In 13 Cities @ Other places
Cities/Towns classified As
A-1/A earlier
Grade pay of Rs 5400/- & Rs 3200 +DA Rs 1600 + DA thereon
above . thereon
(i) Grade pay of Rs 4200,
Rs 4600/- & Rs 4800/-
(ii) Those drawing grade Rs 1600+DA Rs 800 + DA thereon
pay below Rs 4200/- but thereon
drawing pay in the pay band
equal to Rs 7440/- &
above
Grade Pay below Rs 4200/- Rs 600/- + DA Rs 400 + DA thereon
and pay in the pay band thereon
below Rs 7440/-
@ Hyderabad (UA), Delhi (UA), Bangalore (UA), Greater Mumbai (UA),
Chennai (UA), Kolkata (UA), Ahmedabad (UA), Surat (UA), Nagpur (UA),
Pune (UA), Jaipur (UA), Lucknow (UA) and Kanpur (UA).
(Auth : Govt of India, Min of Defence letter No 12630/Tpt
A/Mov/C/3120/D (Mov)/08 dt 16 Dec 2008. )

41. Family Planning Allowance to Officers and JCOs/OR. Revised Family

Planning Allowance to Officers and JCOs/OR at the following rates wef 01 Sep
2008 :-

Ser Rank Rate of Family Planning Allce

(Rs Per Month)
(a) Sep/Nk 210/-
(b) Hav 250/-
(c) Nb Sub 400/-
(d) Sub 450/-
(e) Sub Maj 500/-

(f) Lt & Equivalent 550/-

(g) Capt & Equivalent 600/-

RESTRICTED
 RESTRICTED
397

(h) Maj & Equivalent 650/-

(j) Lt Col & Equivalent 750/-

(k) Col & Equivalent 800/-

(l) Brig & Equivalent 900/-

(m) Maj Gen & Equivalent 1000/-

(Auth : Govt of India, Min of Defence letter No 1 (65)/2008/D (Pay/Services)

dt 03 Dec 2008.

42. Other Allowances. Various other allowances which are admissible as per
Sixth Central Pay Commission recommendations wef 01 Sep 2008 are listed at
Appendix to this lesion.

Questions :-

1. What are the revised rates of various allowances?

RESTRICTED
 RESTRICTED
398

Appendix
(Refers to Para 42 of
Adm(A)-11)
ENTITLEMENT OF OTHER ALLOWANCES TO OFFICERS, JCOs/OR
Ser Allowance Revised Rate
Officers JCOs/OR
(a) CEA Scheme (CEA & 1000/- PM Upto 1000/- PM Upto
Reimbursement of Tuition Fee max of 2 children max of 2
merged) children
(b) Para Allowance 1200/- 400/-
(c) Para Reserve Allowance 300/- 300/-
( d) Instructional Allowance 1800/- 1000/-
(e) Funeral Allowance 4000/- 4000/-
(f) Outfit Allowance 10000/- (Initial) & -
(Initial/Renewal) Rs 3000 (Every
3 year)(Renewal)
(g) On Grant of Honorary - 6400/-
Commission to Lt on Promotion 1000/-
to Nb Sub (One time payment)
(h) Kit Maintenance Allowance 200/- -
(j) Rum Allowance (pm)
Peace Area - 30/-
Field Area below 3000 ft - 70/-
Field Area between 3000 – 4999 ft - 100/-
Field Area between 5000 – 8999 ft - 110/-
High Altitude Area - 160/-

(k) Spectacle Allowance

Normal Lenses - 130/-
Bifocal Lenses - 250/-
(l) Acting Allowance
Appointment of Capt - 600/-
Appointment of Maj - 800/-
(m) Flying Pay (pm)
Lt 9000/- -
Capt 11000/- -
Major to Colonel 14000/- -
Brig and above 13500/- -
(n) Special Force Allowance (pm)
Lt 4200/- JCO - 3000/-
Capt 4400/- OR - 2100/-
Major to Colonel 4800/- -
Brig and above 5200/- -
CATEGORY RATES Remarks

RESTRICTED
 RESTRICTED
399

Offrs JCOs OR
Aeronautical Tech - 200 200
- - 150 Avn trade JCOs/OR
with service of two to
ten years.
Airworthiness Cert - - 300 Avn trade OR with
service of more than
ten years.
Air Despatch Pay - 240 240
Hill Area Allce 600 480 480
Instructional Allce 1800 1000 600
JAG Deptt Exam 6400# - -
Kit Maint 400 - -
Non Practicing 25%$ - -
Allowance
Para 1200 800 800
Para Free Fall Jump 2000 1200 1200
Instr
Para Jump Instr 2400 1800 1800
Para Reserve 300 200 200
Project Allce 1500 1000 1000
PG Allce (Degree)@ 1000 - -
PG Allce 600 - -
(Diploma)@
Tech Allce Tier I 2000 - -
Tech Allce Tier II 3000 - -

# One Time Award

@ Payable when not eligible for Specialist Allowance (AMC/ADC only).
$ 25% of Band Pay + Grade Pay + MSP for Doctors of AMC/ADC/
RVC .

ADM(A)-12

RESTRICTED
 RESTRICTED
400

ARMED FORCES PERSONNEL PROVIDENT FUND

Reference : (a) SAO 5/S/74.

(b) SAO 16/S/76.
(c) SAI 3/S/86.
(d) AO 259/71.
(e) Govt letter issued from time to time amending the AFPP
Fund Rules.
(f) AI 98/77.
General
1. After completion of one year of service an individual becomes a compulsory
subscriber to Armed Forces Personnel Provident (AFPP) Fund.
Rates of Subscription
2. Compulsory rates of AFPP Fund subscription in respect of all JCOs/OR are
based on Pay band, Grade Pay including Military Service Pay and `X’ Group pay ( if
applicable) @ 6% of pay subject to rounding off to the next multiple of Rs 5/-.

3. For JCO with honorary rank of Lt and Capt the subscription will be 6% of total
emoluments rounded off to the next multiple of Rs 5/-.

Note : Emoluments means pay, appointment pay, classification pay, Good

Service Pay and personal pay, if any (See SAI 1/S/98).

Commencement

4. Form of application together with nomination form of the soldier who has
completed one year service is submitted to the PAO (OR) concerned.

5. Rate of interest paid to subscriber is reviewed every year by the Government

and announced accordingly.

6. Temporary advances may be drawn out of the AFPP Fund as per Rule 2 as
amended from time to time are solely dependent on the subscriber: -
(a) For marriage of sons/daughters/sisters/brothers or other relatives like
nephew or niece who are solely dependent on the subscriber.
(b) For the treatment of ailing dependent.
(c) Construction/alteration of house/purchase of plot or constructed house.
(d) Development of agricultural land.
(e) Purchase of private conveyance.

RESTRICTED
 RESTRICTED
401

(f) Higher education of dependents (ie NDA/IMA/OTA).

(g) Religious grounds.

7. In a normal way a subscriber to AFPP Fund may draw temporary advances

out of his fund upto 3 months basic pay or half the credit balance whichever is less.
However, in exceptional cases, sanctioning authorities may relax this condition as a
special case and allow the subscriber to draw such advances over and above the
restrictions. No interest is charges on the advances.

8. In case of JCOs the advances are sanctioned by the CO of Regt/Bn not below
the rank of Lt Col (Auth : Govt of India, MOD letter No 903/50/AG/PS 3(c)/2210/D
(Pay/Services) dated 20 Oct 98).

9. There is a limit for final withdrawal for daughter’s marriage to the extent of
six months pay and for son’s marriage to the extent of three months pay or half of
the amount standing to the credit of the subscriber.

10. For two marriages at a time, the amount for each marriage will be determined
as if the advances are sanctioned separately one after the another.

11. In special cases, sanctioning authority may relax the limit but in no case more
than 10 months pay for daughter’s marriage and five months pay for son’s marriage
is allowed.

12. A certificate to the effect that the amount drawn has actually been spent for
the marriage purpose is required to be submitted within a period of one month from
the date of marriage.

13. Grant of Part Final Withdrawal from AFPP Fund Accounts 12 Months in
Advance from the Date of Retirement or on Superannuation. The competent
authority can sanction part final withdrawal upto 90% of the credit balance during
last year of retirement in case it is applied for by the subscriber within 12 months
before retirement on superannuation. This facility will be available only once to a
subscriber without assigning any reason for applying for such part final withdrawal
from AFPP Fund. The application to avail the facility of part final withdrawal will
be submitted to competent authority along with a copy of retirement order.

(Auth: Government of India, Ministry of Defence letter No B/34785/AG/PS 3 (c) /

4577/D (Pay/Services) dated 06 Feb 91).

Deposit Linked Insurance Scheme for Subscriber to the AFPP Fund.

RESTRICTED
 RESTRICTED
402

14. With effect from 08 Jan 75, the deposit linked insurance scheme for
subscriber to the AFPP Fund has been introduced to provide extra security to the
service personnel. It will also be an incentive to save more money.

15. The scheme is applicable to all personnel without payment of any extra
premium. On death of the individual in service the persons eligible to receive the
balance in Provident Funds in terms of relevant rules, will be sanctioned an
additional amount equal to the average balance in the account of the deceased person
in the fund during three years immediately preceding his death by the officer
maintaining his provident fund account subject to :-

(a) The balance in the fund account to the individual should not fall below
at any time during preceding three years from the date of death :-

(i) Officers - 15000/-

(ii) JCOs/NCOs - 4500/-

(iii) Sepoys - 3000/-

(b) Upper limit upto which insurance cover is provided is Rs 60,000/-

(c) The individual must have put in at least five years service at the time
of death.

(Auth : Govt of India, Min of Def letter No A/55018/AG/PS 3(c) / 1250/ D

(Pay/Services) dt 21 Jun 1999).

Questions :-

1. What is the compulsory rate of subscription to AFPP Fund ?

2. What are the purpose for which temporary advance from AFPP Fund can be
drawn ?

3. Write short note on Deposit Linked Insurance Scheme?

RESTRICTED
 RESTRICTED
403

ADM (A)-13

ARMY GROUP INSURANCE SCHEME

References: (a) AO 53/79, 27/81, 33/81 & 34/86.

(b) SAO 5/S/78, 3/S/81 and Army HQ letter No 56271 (AG)
INS (Coord) dt 20 Jun 90, AGIF letter No A/5627/R/AG/Ins (Coord)
dt 13 Jan 2011.
Introduction
1. AGI Scheme was introduced in the Army wef 01 Jan 76. All pers on
effective strength of the unit were made members of the scheme and have to pay a
fixed premium per month. It is recovered from their IRLA and insurance cover
provided by the Government for the following purposes :-
(a) To provide speedy financial assistance to the families of those Army
personnel who may die while in service.
(b) To provide lump sum terminal benefit at the time of retirement.
(c) To provide any other benefit/assistance as may be decided by the AGI
Directorate.
2. A number of modifications have been made in this scheme. The scheme is
discussed in brief in succeeding paras.
Eligibility.

3. All serving Offrs including MNS, Local MNS officers, re-employed officers
of Regular Army, APS and Territorial Army. All JCOs/OR including those JCO
granted Honorary Commission of Regular Army, APS, DSC and Territorial Army
including future intakes are eligible to become members to the scheme. Wef 01 Jan
81 for Offrs and 01 Apr 81 for JCOs/OR, the scheme has been extended to post
retirement period also from the date the persons are SOS on
retirement/discharge/release and will terminate on the completion of 20 years or on
attaining of 75 years of age for all ranks whichever is earlier.
4. The following personnel are not eligible for Extended Insurance Cover :-

(a) Having inadequate balance in the fund to pay non-refundable premium.

(b) Cashiered/dismissed/discharged from service or sentenced imprisonment

in civil jail on disciplinary grounds.

RESTRICTED
 RESTRICTED
404

(c) Invalided out of service, released or retired in low medical category with
any percentage disability.

(d) Discharged due to unsound mind.

(e) Deputed personal to APS and Deserters.

Premium
5. Every member has to pay a fixed amount of premium every month from his pay to
be deducted through IRLA. The rate of the premium and insurance cover has been changed
from time to time. Present rate of monthly subscription wef 01Apr 2011 are as under :-

(a) Officers of the Regular Army - Rs 4000/- PM

(b) Officers of the APS - Rs 4080/- PM
(c) Officers of TA - Rs 2100/- PM
(d) JCOs/OR of Regular Army - Rs 2000/- PM
(e) JCOs/OR APS - Rs 2030/- PM
(f) TA Pers - Rs 475/- PM
(g) JCO/OR of DSC - Rs 2070/-PM

6. AGI Cover. AGI cover of death, while in service is as stated below wef 01 Apr 2011

(a) All officers including MNS, Local MNS officers, Rs 40,00,000/-

re-employed officers of Regular Army and APS.

(b) Officers of TA Rs 4,00,000/-

(c) All JCOs/OR including those JCOs granted Rs 20,00,000/-

Honorary Commission of regular Army, APS and
DSC.

(d) All JCOs/OR of Territorial Army Rs1,50,000/-

(Auth : AGIF letter No A/5627/R/AG/Ins (Coord) dt 13 Jan 2011.

RESTRICTED
 RESTRICTED
405

6. A one-time premium (non-refundable) will be recovered for extended

insurance cover at the time of retirement at the following rates: -

Age of Retirement One time premium

52 years and below Rs 31,300/- Rs 15,500/-
53 Years Rs 30,743/- Rs 14,878/-
54 Years Rs 30,189/- Rs 14.609/-
55 Years Rs 29,591/- Rs 14,319/-
56 Years Rs 28,944/- Rs 14,007/-
57 Years Rs 28,245/- Rs 13,670/-
58 Years Rs 27.491/- Rs 13,305/-
59 Years Rs 26.677/- Rs 12,910/-
60 Years Rs 25,797/- -
61 Years Rs 24.846/- -
62 Years Rs 23,820/- -
Existing rate came into force wef 01 Jan 2005.

7. No refund or payment of any kind is made out of this amount if the

subscribers live beyond the extended cover.

Nomination

8. Every person has to fill in and sign nomination forms as per SAO 3/S/81. The
forms have been designed separately for married and unmarried person. It being
very important document, care must be taken to fill in the form correctly and service
documents updated. Nomination form must be replaced in case of marriage, death,
divorce or change of martial status either of the first nominee or the next nominee.
Detailed instrs regarding nominations have been issued by the AGI Directorate
through AOs and letters. (Notice 4 to AO 1984 refers).

Claims on Retirement

9. The accumulated sum in this fund less one time premium for EI cover is paid
to the indl on submission of Combined Appx `G’ to SAO 5/S/78 duly signed by an

RESTRICTED
 RESTRICTED
406

individual, at the time of retirement / discharge accordingly and payment will made
through National Electronic Fund Transfer (NEFT).

Responsibility of the Insurer

10. It is the responsibility of the individual to :-

(a) Keep the nomination forms updated, report changes, if any, to the OC
Unit.
(b) Open a joint saving bank account with the nominee near to the place of
permt residence and intimate the details to the Records Office for placing on
record.
(c) Educate his spouse or nominee regarding the AGIF benefits and action
to be taken in case of death either in service or after retirement.

Disability Cover under AGIF

11. All service personnel who are invalided out with 20 percent disability wef 01
Jan 80 or above due to attributable to or non-attributable causes are eligible to claim
disability benefits in addition to the maturity benefits except the following :-
(a) Disabled personnel discharged/released/or retired at own request.
(b) Award of disability at the time of proceeding on normal
pension/discharge /release.

Disability Cover

12. 50% of the insured amount, for 100% disability, with proportionate reduction
upto 20% disability as per eligibility notified from time to time.

Procedure of Claim: Disability Cover

13. Personnel retiring with 20% disability or above due to any cause will have to
complete Appx `N’ to SAO 5/S/78 and forward the same to AGI Directorate, along
with a copy of Medical Board Proceedings (AFMSF-16) through Record Office.
Where the individual is sent home by the hospital direct, they will complete the
formalities. Final disability accepted by CDA (P) is not required by the AGI
Directorate.

Payments by AGI to Deserters: Saving Benefits

RESTRICTED
 RESTRICTED
407

14. (a) Dismissed from service after 3 years have to approach their Record
Office for submission of claim. Payment will be made direct to the individual.

(b) Deserters dismissed or die after declaring deserters with arms or

ammunition, who has been dismissed after three years, the maturity benefit will
be paid to the nominee on executing a bond with two sureties.

Payment by AGI in Death Cases : Serving Personnel

15. In case death reported under SAO 8/S/85, 14/S /76 and 6/S/2000/MP, the
death benefits will be paid to the nominee through a crossed cheque by the AGI
Directorate on receipt of the following documents:-

(a) Case Report under SAO 8/S/85 or 14/S/76 and Part II Orders of death.

(b) Appendix L to SAO 5/S/78, details of death.

(c) Court of Inquiry Proceeding (within 2 months of death)

(d) Death certificate.

(e) Copy of court of inquest.

(f) FIR (if lodged with police)

(g) Postmortem report.

(h) Histo pathological examination report, if any.

(j) Bank account number of the widow/nominee on Appendix ‘J’ to SAO

5/S/78.

(k) Claim of insurance benefits as per Appendix ‘H’ to SAO 5/S/78.

(l) Nomination form of the deceased.

(m) Affidavit from the nominee as per Appendix ‘K’ or ‘M’ SAO 5/S/78.

(n) Indemnity bond on a non- judicial paper.

(o) Family details duly verified by Secretary DSS & A Board.

(p) Any other documents if asked for by AGI Directorate.

RESTRICTED
 RESTRICTED
408

Payment of AGI on Death of Personnel on Extended Cover

16. If the insurer dies within the extended cover period, the nominee has to
submit his claim on Appendix P to SAO 3/S/81, which is issued to the individual at
the time of retirement by Record Office.

Withdrawal from AGIF Maturity Benefit for Education/Marriage of Wards

17. During 53 rd meeting, the Board of Governors has approved withdrawal

from AGIF maturity benefit by members only once after completion of 15 years of
physical service for education or marriage of their wards wef 01 Jan 2009

18. Conditions. Conditions for withdrawal from maturity benefit will be

follows :-

(c) Member should have completed 15 years of physical service.

(b) Withdrawal is permissible only once during the entire eligible service
for education or marriage of member’s legitimate/legally adopted children.

( c) Maximum upto 50 percent of the maturity payable amount as on last

day of month preceding receipt of application can be withdrawn. Amount
payable will be rounded off to complete figures depending on contribution
made. Members can check total payable amount from the maturity table
issued every year and available with Units/Formations for their planning
purpose.

(d) After withdrawal, payable and contributed amount, both will reduce
proportionately AGIF thereafter with pay interest and bonus only on the
balance payable and contributed amount respectively. It may please be
understood that withdrawal of upto 50 per cent of accumulated amount after 15
years of physical service will ultimately reduce the maturity amount payable at
the time of retirement/release/discharge from service.

(e) The personnel from the following services will not be eligible :-

(i) APS
(ii) Territorial Army
(iii) DSC

RESTRICTED
 RESTRICTED
409

(f) Processing fee at the rate of Rs 400/- and Rs 200/- per officer and
JCOs/OR applicant respectively will be payable to the AGIF through a bank
draft in favour of secretary AGIF.

(g) Payment of withdrawal maturity amount will be made through cheque

and if bank draft is required then requisite making charges will be deducted
out of the approved amount.

19. Documentation Procedure.

(a) Application duly recommended by the Commanding Officer will be

submitted to AGIF directly in respect of officers and JCOs/OR. Specimen
application containing requisite details and documents for withdrawal from
maturity benefit for education or marriage are given at Appces `A ‘ & `B’
respectively.

(b) Eligible withdrawal amount will be calculated based on the payable

amount on the last day of the month preceding the receipt of application for
ease of accounting of future maturity benefit from the remaining payable and
contributed amount.

20. Based on experience, the Board of Governors of AGIF reserves the right to
modify/review the Scheme as considered necessary from time to time.

Auth : AGIF, AGI Bhawan , Rao Tula Ram Marg , New Delhi -110057 letter
No A/56271/R/AG/Ins (Coord) dt 26 Nov 2008

Questions: -

1. What are the purpose for which AGI Cover is provided ?

2. Who are the personnel not eligible for extended insurance cover ?

3. What are the rates of premium and insurance cover in respect of

officers and
JCOs /OR ?

4. What are the rates of premium and insurance cover for extended
insurance cover in respect of officers and JCOs /OR ?

5. What are the responsibilities of insurer ?

RESTRICTED
 RESTRICTED
410

6. What are the documents which are required to be forwarded to

AGI Directorate for benefits in case of death ?

7. What are the conditions for withdrawal from AGIF maturity

benefit ?.

Appx A
(Ref ro Para 19)

APPLICATION FOR WITHDRAWAL OF UPTO 50 PER CENT MATURITY

BENEFIT ON COMPLETION OF 15 YEARS OF SERVICE FOR CHILDREN
EDUCATION

1. Personal No (IC/JC/Army No) :

(If more than one applicable all to be
provided) FOR AGI USE ONLY

2. Rank & Name : Mail ID :______________

Claim ID :_____________
3. Regt/Corps : Entered on :___________
Verified on :___________
4. Date of Enrolment/Commission : Approved on :__________
Amount :_____________
5. Total Service in Army : PAL No.:_____________
Cheque No & Dt:_______
6. Date of retirement in present rank :

7. Details of Ward for whom amount required

First Sec
Third Ward
(a) Name of ward with date of birth :

(b) DO Part II No and Date (copy att) :

(c) Presently Studying in :

(d) Name and address of college/ institution :

where admission has been secured/ application
made (att admission letter).

(e) Whether course recognized/approved by :

UGC/Govt/AICTE/AIIMS/ICMR etc

(f) Details of monthly expenditure :

(att a cert from college/institution auth)

8. Eligible payable amount (Maximum upto :

50 percent of maturity payable amount as on last day of

RESTRICTED
 RESTRICTED
411

month preceding initiation of application as per

maturity table).

9. Amount of withdrawal required and date :

(only one withdrawal permitted).

Appx A (Contd)

10. Details of Bank/Institution in whose favour cheque required :-

(a) Name of Bank/Institution

(b) Branch & Code

(c) Payable at _________ (only if demand draft required).

11. Address at which cheque required ________________________________________

________________________________________

12. Details of Existing AGIF Loans.

Ser Type of Loan Date of Loan Duration of

Amt Taken
No Taken Loan

(a) Conveyance Adv

(b) House Building Adv

(c) Computer Adv

Certified that the particulars given above are correct.

(Signature of the applicant)

Recommended/Not Recommended

Stn :

Date : (Signature of CO/OC

Unit)

RESTRICTED
 RESTRICTED
412

Rank :
Name :
Designation :

Note : If you withdraw money from maturity amount, it will reduce your ultimate saving
amount receivable at the time of retirement/release/discharge.

Appx B
(Ref to Para 19

APPLICATION FOR WITHDRAWAL OF MATURITY BENEFIT ON

COMPLETION OF 15 YRS OF SERVICE FOR MARRIAGE OF WARD

1. Personal No (IC/JC/Army No) : FOR AGI USE ONLY

(If more than one applicable all to be
provided) Mail ID :______________
Claim ID :_____________
2. Rank & Name : Entered on :___________
Verified on :___________
3. Regt/Corps : Approved on :__________
Amount :_____________
4. Date of Enrolment/Commission : PAL No.:_____________
Cheque No & Dt:_______
5. Total Service in Army :

6. Date of retirement in present rank :

7. Details of Ward for whom amount required

(a) Name of ward with date of birth :

(b) DO Part II No and Date (copy att) :

(c) Proposed date of marriage :

8. (a) Eligible payable amount (Maximum upto :

50 percent of maturity payable amount as on last
day of month preceding initiation of application
as per maturity table).

(b) Amount of withdrawal required and date :

(only one withdrawal permitted).

9. Bank details where amount required:-

(a) Account No :

(b) Name of Bank and Branch :

RESTRICTED
 RESTRICTED
413

(c) Payable at (only if demand draft required) :

(d) Address of Bank :

Appx B (Contd)

10 Details of Existing AGIF Loans.

Ser Type of Loan Date of Loan Duration of

Amt Taken
No Taken Loan

(a) Conveyance Adv

(b) House Building Adv

(c) Computer Adv

Certified that the particulars given above are correct.

(Signature of the applicant)

Recommended/Not Recommended

Stn :

Date : (Signature of CO/OC Unit)

Rank :
Name :
Designation :

Note : If you withdraw money from maturity amount, it will reduce your ultimate saving
amount receivable at the time of retirement/release/discharge.

RESTRICTED
 RESTRICTED
414

ADM (A)-14

FAMILY ALLOTMENT AND CASUAL REMITTANCE

References: (a) SAI 7/S/48.

(b) SAI 10/S/62.

(c) AI 266/63 & AI 35/72.

(d) AO 372/70 & AO 158/71.

(e) Govt of India, Min of Def letter No A/02584/PS 3 (a) 97-

S/D (Pay/ Services) dated 25 Jan 64.

(f) Para 150 of FR Part II.

Introduction

1. Regular monthly remittances from the pay and allowance

of JCOs/OR to their families at government expenses by Record Office are called
family allotments.

Eligibility

2. The concession is admissible to JCOs and OR while

serving in recognized operational/ concessional areas, when this is specifically
mentioned in government letters or orders.

3. Personnel posted or serving in operational or concessional

areas can make two family allotments. Similarly personnel deputed ex-India for
Course of instructions are allowed free remittance of family allotment through
official channel during the period of stay ex- India. This concession is also
admissible to them for two months after their return to India.

4. JCOs/OR who are serving on the staff of Embassies/High

Commissions Military Mission abroad, in Andaman and Nicobar Islands are allowed
to remit family allotment through official channel, but the money order commission
in their cases will be charged to their account.

5. JCOs/OR serving in non-operational area are themselves responsible for

making to their families at their own expenses.

SAI 7/S/48 and Govt of India, Min of Def letter No

A/15786/AG/PS-3(d)/695/S/D(Pay/Services) dt 06 Aug 79.

RESTRICTED
 RESTRICTED
415

Extent and Limitation

6. The amount, which can be allotted to the dependents by the JCOs/OR from
their pay monthly as family allotment will be limited to their net entitlement of pay
and allowances less regimental cutting and other monthly deductions. In case of
those personnel who receive advanced of pay under pay and allowances Regulations
or Rule 318 (iv), when proceeding of field services, their family allotment will be
fixed at sum of exceeding to the emoluments admissible. The amount of family
allotment in their cases may subsequently be increased on expiry of three months in
the new duty station.

7. On receipt of request of an individual, the OC unit may authorize the Record

Office to remit allotment upto full amount admissible less usual deductions. The
increase is dependable on the circumstances stated by the individual in his
presentation to the OC unit.

Beneficiaries

8. Family allotments are primarily intended for the maintenance of soldier’s

family , ie, those who are legally dependent upon him. A soldier’s wife and
children rank first in the order of priority. In no case allotments be made in favours
of persons having no claim on the soldier’s earnings, leaving the legal dependents in
a state of serious financial difficulty.

9. OsC units will impress upon personnel of their units, the responsibility they
bear for the proper maintenance of their wives, children and or other dependents
such as parents and encourage them to make family allotment in their favour before
proceeding to operations/concessional areas or before going abroad.

10. An indl can also make allotment to a trusted friend/agent for the maint of his
family for special reason. OsC units will use their discretion in accepting such
requests and reasons for doing so which will be reported to the Record Office.

11. Under no circumstances will allotment be authorized for direct payment to

Insurance Companies, Commercial Firms and Bankers, through official channel
unless provided for in specific orders.
AO 372/70

12. In the case of JCOs/OR who do not make any allotment for their dependents,
prior to their move to operational/concessional area and become prisoners of
war/declared missing, family allotment or special family allowance will be issued in
accordance with the provisions of SAI 10/S/62 and AI 35/72.

RESTRICTED
 RESTRICTED
416

Action by Units

13. Preparation of Family Allotment Rolls. Nominal roll of all personnel

desiring to make family allotment will be prepared on IAFF-1000 by units concerned
and forward to Record Office in duplicate. The name will be arranged in numerical
order with full particulars of payees and signed by the Commanding Officer. The
following points will be kept in view while preparing the rolls.

(a) Spelling of the post office of payment and respective District should tally
with the latest Postal Guide.

(b) The name of the nearest post office by which the village is served
should only be mentioned. If it is branch post office, the name of the sub post
office, which the town/village is attached for accounting, should also be given
(eg Village _____________Branch post office_______ Sub post office
______).

(c) The relationship of the payee should be correctly furnished in every

case.

(d) Pin Code of the Post Office will be quoted, where known.

(e) To facilitate early remittance, a certificate as under should be endorsed

on each sheet of family allotment roll and signed by OC Unit.

(i) Certified that the personnel mentioned in FA lists are actually

serving in OP/Fd/Modified concessional area notified in GOI,
MOD letter No __________dt___________ with effect from and they
are entitled to free remittance of FA.

(ii) Certified that the amount of FA specified and other regular

deductions already in existence do not exceed the emoluments.

(iii) Certified that the allotment has been entered in the Pay Book.

Integrated HQ MoD (Army) letter No

A/28367/AG/PS3 (d) dt 22 Mar 82.

(f) On receipt of confirmation from the Record Office that the family
allotment will be started from a given date, an entry to this effect will be made
in AB-64 of the indl concerned and will be duly attested by an offr. Similar
action will be taken in the case of casual remittance as well as any increase,
decrease or stoppage of the allotment. Advance of pay to the individual
concerned will be restricted accordingly.

RESTRICTED
 RESTRICTED
417

14. Amendments to Family Allotment. In order to reduce corres, amdts to

family allotments, ie, increase, decrease or stoppage, and fresh allotments, should be
submitted to the Records in a consolidate letter once in a month only.
15. Name of persons affected should be mentioned in the list in numerical order.
16. Amdts to take effect on the 1st day of any month must reach the Record Office
during the first week of the previous months. Record Office will notify these
changes to the allottees on IAFF-1096.
17. Changes in actual allottees should occur only when sufficient grounds exist,
viz, death of the allottee. In such cases, before forwarding the requests, the OsC
Units will verify the geniuses of the request for change and ensure that such changes
do not affect the dependents especially the wives and children. The reason for
changing the allottee or reduction/suspension of the amount of the family allotment
will be intimated to the allottee(s) concerned by Record Office.
18. In case where debit balance exists, the OC unit will inform the Record Office
imdt. On receipt of this information, the Record Office will consult the PAO (OR)
to decide on reduction or refixation of family allotment already in issue, taking into
consideration the state of account of the indl. In no case, however, family allotment
amount will be reduced below 50% of the existing allotment. Family and the unit
concerned will be informed when such action is taken. The amount of family
allotment accepted in each case, incl increase/decrease as and when made, will be
recorded and net pay and allces clearly indicated to enable the pay offr to regulate
monthly payment of pay and allces.

19. When an indl making a regular allotment or unit as a whole moves out of the
operational area the unit concerned will imdt inform the Record Office with a copy
of the PAO (OR) to stop the family allotment. Unit will also make an entry in AB-
64 regarding stoppage of the allotment from the following months.

20. All amdts regarding increases, decreases or stoppages of allotments and

changes in address should be mentioned under the heading “AMENDMENTS’’ and
fresh allotments should be mentioned under the heading “NEW ALLOTMENTS’’.

Family Allotment in Respect of Personnel Reported Missing.

21. Family allotment, if more favorable than special family pension and
children’s allowances, if admissible will be continued to the allottee for four months
wef effect from the date following that on which the man is reported missing, where
family allotment is less than special family pension and children’s allowance, will be
paid to the allottee during the above period. Thereafter, in both cases, a special
allowance equal to special family pension and children’s allowances, if admissible,
will be payable until death is presumed or for a further period of two months after
the expiry the death is normally be presumed.

RESTRICTED
 RESTRICTED
418

22. Where no family allotment was in issue, special allowance equal to special
family pension and children’s allowance if admissible, will be paid to the heir
nominated for family pension or if the nominated heir is dead, to the living heir
standing highest in order among the relatives specified in Regulations 216, Pension
Regulations, Part I (1961) for a period of six months only from the date following
that on which he is reported missing. On the expiry of this period death will
normally be presumed. Under the existing orders, when for any reasons death can
not be presumed, special allowance under this para will be paid only under special
Government Orders beyond this period.

23. After death has been established or presumed and until special family
pension and children’s allowances, if admissible are granted special allowance will
be paid to the person mentioned above. Where the allottee in respect of a family
allotment and recipient of special allowance referred to above is a person different
from the heir ultimately found eligible for family pension, recovery of any over
payment of family allotment will be waived.
24. Notwithstanding the above provisions, if a man reported missing rejoins
subsequently and his CO is satisfied that the absence, of the man is due to the
circumstances beyond his control or a man is found to be entered into a natural
country nor through his own fault, the accounts of the man concerned will be
adjusted to that any over-payment on account of family allotment, pension, etc, is
waived and any arrears due to the man or account of pay are paid.
Family Allotments in Respect of Dead Personnel
25. Family allotment, if more favorable than special family pension and
children’s allowance, if admissible, will be paid to the allottee and will continue for a
period of two months with effect from the date following the death. Therefore, for
another two months special allowances equal to special family pension and
children’s allowance, if admissible will be given. Cases where the extra period of
two months has expired and special family pension has not been granted will be
referred to Integrated Headquarters , Ministry of Defence (Army)s, Adjutant
General’s Branch.
26. Where no family allotment was in issue or family allotment was less than
special family pension and children’s allowance, a special allowance equal to special
family pension and children’s allowance, if admissible, will be paid to the heir
nominate for family pension or if the nominated heir is dead, to the living heir
standing highest in order among the relatives specified in Rule 216, Pension
Regulations Part I -1961 for a period of two months from the date following that on
which he is reported dead. Thereafter for another two months, the special allowance
will be continued. Cases where the extra period of two months has expired and special
pension has not been granted, will be referred to Integrated Headquarters , Ministry of
Defence (Army) Adjutant General’s Branch.
AI 35/71

RESTRICTED
 RESTRICTED
419

27. Cases where recipients of family allotment and special family pension and
children’s allowance, where admissible happen to be different persons and
adjustment of family allotment issued in excess against terminal balances is not
possible, will be referred to Integrated Headquarters , Ministry of Defence (Army)
Adjutant General’s Branch for consideration by Government on merits.
28. In case where pay has already been credited for a period subsequent to the
date of JCOs/OR is reported missing / dead, the payment of allowance will be made for
the balance of the period stated above. It will, however, be discontinued earlier in the
circumstances stated above.
29. Where a JCO/OR is first reported missing and is subsequently reported dead,
the recovery of special family allowance / family allotment already admitted in
excess of two months above will be waived.

30. Where a JCO/OR who has been reported missing is subsequently found to be
alive and becomes entitled to pay for the period he was missing, any allowances paid
under this institution will be treated as advance of pay and his account adjusted
accordingly.
AI 35/72
Family Allotment of Personnel Reported Prisoners of Wars
31. Family allotment in respect of JCOs / OR, if already in issue, prior to capture
will continue. Where allotments are not being paid, fresh, allotments upto 60
percent of soldier’s net emoluments may be remitted provided the following
conditions laid down in AI 10/S/62, Para 3 (b) are fulfilled.
(a) He was maintaining the allottee(s).
(b) Allottee(s) is/are in need of financial assistance, and
(c) Sanction of the OC and Record Office has been obtained.

AI 10/S/62 & 35/72

Checking of Payments

32. Family allotment money orders for a particular month are dispatched by the
Records commencing from 20th of that month. The individual concerned must keep
close contact with the allottees and in case of non-receipt of family allotment within
reasonable time, should inform the Record Office of the facts on a high priority
through the unit.

RESTRICTED
 RESTRICTED
420

33. A copy of the MO-50 list will be dispatched by the Record Office to units
after the dispatch of family allotment money order. Units will forward a certificate
as under immediately on receipt of MO-50 list. Any discrepancy must be brought to
the notice of the Record Office: -

“Certified that the personnel of the unit, whose names are included in the
MO-50 list for the month of ______, were serving are still serving in the unit in
a qualifying area except the following’’ (showing remarks against each).

34. Every effort will be made by the Record Office to investigate all cases of non-
receipt of family allotments in conjunction with postal authorities and appropriate
action taken.

35. Undelivered money orders will be credited to the IRLAs of the individuals
concerned under intimation to the unit.

Representation: JCOs/OR and Allottees

36. Representation from JCOs/OR through their OC units or direct from the
allottees regarding non-payment or delay in payment of family allotment money
order will be addressed to the Record Office. If the acknowledgement receipt of the
relevant family allotment is received back by the Records Office duly signed or with
the thump-impression of the allottees, that office will endorse money order number
and date on the representation and return it to the applicant. In case of inordinate
delay in the payment of money order, the Record Office will address the postal
authorities concerned for investigation. On receipt of a report from the postal
authorities the correct position will be intimated to the applicant (AI 372/70).

Payee’s Receipts

37. The payee’s receipt in respect of family allotment money orders will be
watched by the Record Office and will be promptly and securely recorded in File
Book FO-62 to be maintained for the purpose after completing IAFF-1078
immediately on its receipt. This is very important to prevent these receipts from
going astray. Payee’s receipts, which are not recd within a reasonable time, will be
obtained by the Record Office in communication with the postal authorities :-

(a) If the payee’s receipt or proof of payment of remittances is not recd within
two months from the date of remittance from the postal authorities they will be
addressed by the Record Office in clear terms to furnish the same or
alternatively to refund the money order amount.

(b) Acknowledgment receipt of the communication would be obtained from

the postal authorities and shown to the PAO concerned if desired.

RESTRICTED
 RESTRICTED
421

(c) If such cases are not finalized within two months they will be brought to
the personal notice of the concerned Divisional Superintendent of Post Office.
A list of such cases showing full particulars of money orders for which payee’s
receipts are outstanding for another four months will be reported to the
concerned Post Master General in the form of a statement every quarter for
expeditious settlements.

(d) The Record Office will liaise with the Divisional Superintendent of Post
Office to expedite settlement of cases pending with them.

(e) Delay cases in which Record Office does not receive Payee’s receipt/proof
of payment or refund of amount in respect of outstanding money orders, inspite
of taking action will be reported to Integrated Headquarters, Ministry of
Defence (Army), Adjutant General’s Branch PS-3, with full details of such
cases in the form of a self-contained letter in duplicate for taking up the matter
with the Director General , Post and Telegraphs, New Delhi.

Preservation of Family Allotment

38. The following documents will be preserved for a period of 10 years by the
Record Office and thereafter destroyed in accordance with para 592 and 593 of
Regulations for the Army 1987: -
(a) Family Allotment Register (IAFF-1078).
(b) Money Order Receipts.
(c) FAMO Acknowledgement Receipts.

Casual Remittances.

39. Casual remittances once a quarter are admissible at Government expense for
JCOs/OR serving in field service area on special occasion.

40. Casual remittances, where not admissible at Government expenses may be

authorized in special cases by OsC units to be made through official channels at the
request of JCOs/OR at their own expense where it is not possible for them to draw
the money and remit themselves, eg. When in hospital or on leave. In such cases, the
following procedure will be followed: -
(a) On receipt of application from the individual concerned together with
the receipt for the amount required the OsC unit will personally satisfy
themselves that the application is genuine from the point of view of correctness
of signature/thumb impression of the sender that the need for financial help is
real and justified and the amount asked for is prima-facie available with
reference to the latest statement of account of the individual received from the
PAO.

RESTRICTED
 RESTRICTED
422

(b) If conditions in (a) are satisfied the unit would ask the Officer In
Charge Records to make the remittance applied for. The indl’s receipt will be
forward alongwith the application.
(c) On receipt of the request is (a) above, the Officer In Charge Records
will verify from the PAO the credit available in the applicant’s IRLA and draw
necessary advance of pay on acquaintance roll on his behalf , remit it to the
payee indicate by the applicant by money order after deducting necessary
money order commission under intimation to the OC unit concerned. The
receipt of the acquaintance roll will be signed by an officer in the Records
Office and the applicant’s receipt received with the application from the unit
concerned will be pasted on the acquaintance roll.
(d) Record Office will ensure that complete addresses of the payees as given
by the JCOs/OR are written on the money order form. Representations
regarding non-payment or delay in payment of such money order remitted by
the Record Office will be dealt with in the normal manner as in the case of
family allotment money orders. Government will not be liable for loss of such
money orders, the transaction being regarded as purely private remittance on
behalf of the applicant.
(e) On return of JCOs/OR to their units after discharge from hospital or on
leave, the amount of the remittance will be entered in his pay book, with
suitable explanatory remarks.

41. Casual remittances to Territorial Army Personnel while undergoing training are
permissible.

Auth : Integrated HQ MoD (Army) letter No 41198/GS/TA-3 dated 20 Jul

1980.

Questions: -

1. What is family allotment ?

2. What are the eligibility conditions for making family allotments ?

3. What are the points to be kept in view while preparing the family allotment
rolls ?

4. What is the procedure for checking of payments of family allotments ?

5. What is the procedure for making casual remittance ?

RESTRICTED
 RESTRICTED
423

ADM(A)-15

LEAVE : OFFICERS, JCOs AND OR : GEN

References : (a) Para 1336 to 1343 of Regs for the Army 1984.

(b) GOI, MOD letter No 14(2)/98/D(AG-1) dt 22 Mar 2000

(regarding Encashment of Leave).

(c) SAO 12/S/85 (regarding Deprivation of Privilege of

Leave).

(d) Leave Rules for the Services vol-I (Army).

(e) AI 66/77, 7/97 and 7/2000 regarding Leave Rules for the
Army.

(f) AO 118/70 & Leave Rule 21 regarding Sick list

Concession.

(g) AO 133/73 regarding Sick Leave : JCOs/OR.

General
1. Leave is a period of authorised absence from duty, which is sanctioned by the
competent authority. The competent authority means (as far as sanctioning of leave
concerned) the officers authorised to sanction leave as given in the rules for the
services vol-I Army. No deviation from these rules is permissible without sanction
of the Government of India.
2. Leave is a privilege, cannot be claimed as a right, and is subject to
exigencies of service.
3. The working out of entitlement as well as correct grant of leave to individual
is the responsibility of the sanctioning authority.
4. Leave will commence on the date an individual is struck off duty if relieved in
the forenoon or from the following day if relieved in the afternoon.
5. Restricted holidays will be treated as recognized holidays for the purpose of
prefixing and suffixing to leave. Annual leave can be taken in installments within
the same year.
6. Prefixing and suffixing holidays is not permissible in case of annual leave
when individuals are granted additional journey period to cover the journey from
leave station to home station exceeding two days each way.

RESTRICTED
 RESTRICTED
424

7. Individuals will proceed and rejoin from leave at their permanent duty station.
Officers of the rank of Brigadier and above may however proceed on leave from a
station other than their permanent duty station. This rule will not apply to casual
leave.
8. If an individual overstays his leave, other than casual leave, no pay will be
admissible for the period of absence/overstayed, unless an extension of leave,
otherwise admissible, to cover that period is granted by the competent authority. An
overstayed of casual leave in excess of maximum period, which can be granted at a
time, is regularized under Leave Rules.
9. Casual leave counts as duty and it cannot be combined with any type of leave
of absence. Casual leave due in a year only can be availed within that year.
10. As per Rule 11 Annual Leave is not admissible in any year unless an
individual has actually performed duty in that year. Besides it also specifies that
“Annual leave, for the year may at the discretion of the sanctioning authority, be
extended to the next calendar year without prejudice to the annual leave authorised
for the year in which the extended leave expires, but further Annual leave will not
be admissible until the individual again performs duty. Annual Leave of 60
days will be credited on 01 Jan of the calendar year without performing duty for a
day in that year. Annual leave may be taken in installments within the same year.
11. Leave year is calendar year viz , 01 Jan to 31 Dec.
Auth : Amendment of Rule 11 vide concurrence of Def (Finance ) vide their
UO No 4 (I)/2008-AF/PA(109-PA) dt 21 Mar 2011. Addl Dte Gen Per
Service Adjut General’s Branch Integrated HQ of MoD (Army) letter No
B/33922/AG/PS-2(b) dt 24 May 2011.

Documentation of Publication of Personal Occurrences (PO) of Leave

12. Personal Occurrences pertaining to grant/rejoining/overstayal/extension of

leave will be published in unit Part II Orders to PORs as the case may be. Personal
Occurrence pertaining to grant of casual leave in respect of officers is also published
as ration money is claimed.

13. Overstayal of casual/annual/accumulated annual leave/sick leave by an

individual, who falls sick and is admitted to a military hospital during the currency
of such leave, is to be treated as sick leave with full pay and allowances, from the
date of expiry of the leave granted initially upto the date of discharge from hospital,
provided the OC MH certifies that the sickness or injury was not caused by the
individual’s own fault. In the case of overstayal of casual leave, due to the
admission to MH during the currency of the leave period of casual leave availed,
prior to admission, will be converted into annual leave, if due, or deducted from the
following years annual leave entitlement. In such cases occurrences must be
published as under :-

RESTRICTED
 RESTRICTED
425

(a) Admission to hospital indicating clearly that the individual was admitted
while on leave.

(b) Amendment to the grant of TJRM/LRA as originally published.

(c) Date of discharge from hospital and date of rejoining unit.

(d) Occurrence showing as to how the period of overstayal of leave (ie,

from the date following the date of expiry of leave to date of rejoining unit)
has been regularized.

Deprivation of the Privilege Leave

14. If a trained soldier fails to obtained standard shot on his Annual Range
Classification, he will lose the privilege of his annual leave until he qualifies (SAO
12/S/85 refers).

15. To prevent infection of families while on leave a person suffering from or

who has suffered from sexually transmitted diseases (Whether under treatment in
MH or post-hospital treatment) will not be granted leave unless the following
conditions are fulfilled :-

(a) Syphilis Case. No leave will be granted till a period of six a

month has elapsed from the date of the individual discharge from hospital and
review of the case has been made by the specialist.

(b) Gonorrhea Cases. No leave will be granted till the final blood test on
him has been done which is normally done after six months from the date of
discharge from hospital.

(c) Case of STD other than Syphilis and Gonorrhea. No leave will
be granted till a final test of cure is obtained from the specialist in
Venereology after the lapse of three months from the date of discharge from
hospital.

16. An individual who is discharged due to invalidment (other than TB patient)

without performing any duty during the year and who had no leave other than casual
leave in the preceding year will be granted leave pending invalidment as under :-

(a) Cases in which leave pending invalidment commences on or before 31

Mar of the year – 30 days.

(b) Cases in which leave pending invalidment commences on or after 01

Apr of the year – 60 days.

RESTRICTED
 RESTRICTED
426

17. When a person is sent to Regimental Centre/Depot for carrying out his
discharge, his stay at the Centre/Depot will be counted as duty will qualify the
individual for grant of annual leave for the year.

18. TB patient who did not avail annual leave for the preceding year in which they
are invalided, may be granted 60 days leave pending invalidment on the expiry of the
period for which treatment with full pay and allowances has been given.

19. Personal discharged on medical grounds is also entitled additional leave

provided they are invalided out after 10 years pensionable service.

Procedure of Submission of Cases

20. Cases requiring sanction of the Integrated Headquarters , Ministry of Defence

(Army)/Command Headquarters are to be submitted through department channel
after obtaining an audit report from the PAO (OR) concerned. A statement of case
incorporating the following details will be prepared.

(a) All details of case showing: -

(i) Period of overstayal/irregular grant of leave for which

regularisation is required.

(ii) Details of leave availed during the current year and in the
previous year.

(iii) Details, if any to credit on date.

(iv) Reasons for overstayal/irregular grant with documentary evidence.

(b) Disciplinary action taken or contemplated against those responsible for

irregular grant.

(c) Remedial measures adopted against recurrence vide AO 315/73.

(d) In case of overstayed / absence due to sickness, medical certificate to be

attached.

Pay and Allowances during Overstayal/Absence Period

21. In all cases of erroneous grant/overstayal of leave, pay and allowances will be
withheld by the PAO (OR) concerned until it is regularised by the competent
authority.

Encashment of Leave

22. The Defence Service Personnel are entitled to accumulate un-availed portion of
the annual leave for encashment, subject to maximum of 30 days in a year and 300

RESTRICTED
 RESTRICTED
427

days in all, during the entire service. Leave for the last year of service can also be
encashed. The emoluments will be equivalent to authorised pay and allowances last
drawn calculated for the entire period of accumulated leave, which would be
admissible to the individual at the time of retirement. . Sixth Pay Commission
quantum of encashment of leave delinked from number of yrs of service. Thus all
pers allowed encashment of leave upto 300 days.

23. Enachsment of Annual Leave alongwith LTC. Wef 01 Sep 2008 service
pers are allowed to enacash 10 days annual leave at the time availing of LTC to the
extent of sixty days during the entire career. The encashed at the time of LTC will
not be deducted from the maximum amount of annual leave encashable at the time
of retirement . It is further clarified that where both husband and wife are in
Government Service, the present entitlement availing LTC shall remain
unchanged and encashment of leave equal to ten day at the time of availing of LTC
will continue to be available to both subject to maximum 60 days each during the
career.

Auth :- Addl Dte Gen of Movemnt/Mov C Dte Gen of Ops Logistic & SM,
Integrated HQ MoD (Army) letter No 12647/LTC/Mov C dt 22 Dec 2008. This
issue with the concurrence of MoD (Fin/QA) vide UO No 1436/QA/08 dt
17/12/2008.

24. The Entitlement /Encashment of annual leave pertaining to personnel retiring

on or 31 Mar is as under :-

Ser No Date of Retirement Leave Leave to be Encashed

Entitlement

(a) 31 Jan 29 days 15 days

(b) 28/29 Feb 57/58 days 30 days

(c) 31 Mar and there 60 days 30 days

after

Auth : GOI, MOD letter No B/32232/AG/L-2(b)/9798/D(AG) dt 04 Feb 1991.

LEAVE ENTITLEMENT : OFFICERS

Types of Leave : Regular Commissioned Officers

25 The entitlement of leave to officers is given in subsequent paragraphs :-

26 Casual Leave. The entitlement of this leave is maximum 20 days in a year.

Normally this leave will not be granted for more than 14 days at a time. In exceptional

RESTRICTED
 RESTRICTED
428

cases, the period may be extended upto 20 days provided, there is no annual leave to the
credit of the officer and the journey is more than 3 days each way.
AI 155/64 & Rule 17

27 Annual Leave. Annual leave admissible in a year is 60 days. This is not

accumulative. No extra journey period is admissible, but can be accumulated for
encashment under normal rules, subject to 300 days in service and 30 days in a year.
Rule 18

28 Furlough. Two months leave is admissible to an officer during every three

calendar year cycle. This leave is also non-accumulative. This leave can be taken at
any time after the commencement of three years cycle. The cycle of three years for
the purpose of furlough commences from 01 Jan 50 for those who were in service on
that date and for others from the calendar year of their commission.

29 This leave may be availed in installments also within the cycle of three years.
For calculation purposes 30 days will count as a month. Furlough may be granted
itself or may be combined with annual leave, but when it is combined, the annual
leave must be taken first.

30. Furlough of one cycle of three years cannot be combined with furlough of the
next cycle. However, furlough of one cycle may be extended to the next cycle of
three years as per the discretion of the sanctioning authority. In this case the
furlough will be counted for the cycle of three years in which it commenced although
it may terminate in the next cycle. No further furlough will be admissible in the next
cycle unless the officer performs duty in that year of cycle.
Rule 19 (a) & AI 12/S/65
31. Sick Leave. Sick leave on medical grounds will be admissible upto six months
in the first instance, which will include the annual leave due, provided there is a
possibility of an officer becoming fit for duty. Extension of sick leave by three
months at a time, the recommendation of medical authority may be granted upto a
total of 12 months absence from duty. This can again be extended upto a total 24
months at the discretion of the competent sanctioning authority. With effect from 01
Sep 2008, full pay and allce will be admissible during the entire period of
hospitalization,. In so far as sick lve is concerned the extant rule position stands
(Auth – GOI, MoD letter No PCC (Navy)147(R)/1035D(Pay/Services) dt 01 Oct
08).
Leave Rule 20 & AO 133/73
32 Sick List Concession. An officer falling sick while on duty or on casual
leave would be retained on the sick list for a period of 30 days or less, which will be
treated as duty. It should, however not be connected with any kind of sick leave and
that the sickness is due to causes beyond the individual’s control. This is called
`Sick List Concession’. This concession will not be admissible if the sickness is
more than 30 days.

RESTRICTED
 RESTRICTED
429

AO 118/70 & Leave Rule 21

33 Leave on Invalidment. An officer while sick if placed in med classification
4 (SHAPE), will be granted this leave due to his disability upto a period of eight
months commencing from the first day of absence from duty. In the case of officers
suffering from TB the period of eight months may be extended upto the date on
which medical/surgical board is held.
Leave Rule 22
34. Study Leave (AI 42/82, 20/86 & AO 11/87). This leave is admissible to
regular commissioned officers pursuing special study /course in India or ex-India.
There are certain conditions for the grant of this leave. These are :-
(a) Total entitlement is 24 months.
(b) Will not be allowed less than six months at a time.
(c) Can be combined with Annual leave and Furlough Leave.
(d) Officers have to give an undertaking that he will not seek retirement
or resign his commission within a period of five years. Colonel and above 7
years from the date of return from study leave.

Leave : Non Regular Officers

35. Casual, Annual and Furlough leave as admissible to regular commissioned
officers are also admissible to non-regular officers. Special Commissioned Officers,
Short Service Commissioned Officers and Temporary Commissioned Officers)
36. Sick leave (including sick list concession) and leave on invalidment will be
admissible on the scale and under the conditions as applicable to regular officers
except the extension upto a period of 24 months will be granted only in cases where
there is a reasonable prospect of the officer continuing in service beyond his current
engagement, if that engagement is to terminate during the period of leave granted.
engagement expires during the currency of leave.
37. Study leave : This leave is not admissible to non-regular officers.
Leave : Short Service Commissioned Officers Employed with NCC and LSS.
38. Casual Leave : As admissible to other officers.
39. Annual Leave : 30 Days in a calendar year.
40. Furlough Leave: Not admissible.
41. Sick Leave : One month for every year of services for which the
officer is employed is admissible.
Leave Rule 45 to 50
42. Sick List Concession: Not admissible.

RESTRICTED
 RESTRICTED
430

Leave : Retired Regular/Released Non Regular Employed Officers

43. Casual, annual, sick leave and furlough leave will be same as per Paras 15 to
19 above. No terminal leave is admissible.
Maternity Leave
44. Wef 01 Sep 08, Maternity Leave for woman Offrs will be 180 days on full
pay for each confinement subject to a max of two confinements/two surviving
children. The following guidelines will be adhered to :-
(a) A woman offr in whose case the period of 60 days of Maternity Leave has
not expired on the said date shall be entitled for extension of Maternity Leave
upto 180 days on full pay accordingly will be permitted to avail the balance of
Maternity Leave.
(b) Woman officers who have joined duty on 01 Sep 08 or thereafter availing
60 days Maternity Leave, shall be permitted to avail the balance of Maternity
Leave upto 180 days on full pay.
Auth : MoD letter No B/33922/AG/PS-2(b)/943/D(AG) dt 16 Mar 09.

LEAVE ENTITLEMENT JCOs/OR

45. Various authorities empowered to sanction leave (called leave sanctioning

authorities and also to sanction/regularise irregular grant/overstayal of leave are
given in succeeding paragraphs.
Types of Leave
46. Casual Leave : Maximum leave admissible in a calendar year is 30
days..Normally 10 days leave is granted at a time, but it may be extended up to 20
days in exceptional cases. Casual leave upto 30 days to JCOs/OR at a time at the
discretion of the sanctioning authority . This leave is not accumulative and must be
availed in a year. In case any part of leave granted at the end of a year falls in the
next year, that portion of leave will be counted as casual leave for the next year.
(Auth : GOI, MOD letter No B/33922/AG/AG/PS-2 (b)/551/08/D (AG) dt 20
Feb 2008).
Leave rule 32 (a) & (b)
47. Casual Leave : Maximum leave admissible in a calendar year is 30 days. Normally
10 days leave is granted at a time, but it may be extended up to 20 days in exceptional cases.
This leave is not accumulative and must be availed in a year. In case any part of leave
granted at the end of a year falls in the next year, that portion of leave will be counted as
casual leave for the next year.
Leave rule 32 (a) & (b)

RESTRICTED
 RESTRICTED
431

48. Grant of Leave to Gorkha Personnel and Nationals of Bhutan. 120 Days
accumulated annual leave may be in the second year, if no leave is taken in the previous
year. If 30 days or more leave is availed by an individual in the previous year, then no
benefit of accumulation will occur. When granted accumulated annual leave, personnel will
be allowed additional leave to cover their journey if the journey involved is in excess of four
days. (For example, 30 days journey, 26 days extra leave will be admissible). This
concession is not permissible alongwith annual leave.
Leave Rule 33 (d)

49. Personnel serving outside India will be allowed 120 days accumulated leave in the
third year on return from abroad on completion of two years tenure.
Leave Rule 33

50. Accumulated Annual Leave. Individuals not availing their annual leave
during a year may be granted accumulated leave upto 90 days at the discretion of the OC
unit provide the individual had not availed any leave other than casual leave in the preceding
year. Additional leave for journey period if the journey is not more than two days each way
is also permissible as in the case of annual leave.
Leave Rule 33(a) and AI 140/64

51. Sick Leave. There is no limit for sick leave. This leave can be granted on the
recommendations of the competent medical authority. Period of stay in a military or civil
hospital while an individual falls sick while on duty. This leave on discharge from hospital
will, first be debited to annual leave of an individual, if due. In case sick leave granted to an
individual in a calendar year falls also in the next calendar year, will first be debited against
annual leave entitlement of that year.
Leave rule 35(a) to 35 (f)

52. Discharge: If discharge is at own request, annual leave will be admissible

as per normal rules provide he has physical service of one day in the year. In the year
of retirement/discharge, leave is required to be availed before SOS from the Army. If
there is no time to avail the annual leave for that year (due to reasons that the
individual is to be SOS wef a date having less time available), the period can be
encased on retirement/discharge.

Leave Rule 36(a)

LEAVE ENTITLEMENT – RECRUITS/BOYS

53. Annual Leave: 30 days in a year and may be accumulated upto 45 days at the
discretion of the OC units.
Leave Rule 42 (a) & (c)

54. Casual Leave. As admissible to JCOs/OR.

Leave Rule 41

RESTRICTED
 RESTRICTED
432

55. Additional leave to cover the journey, if exceeds two days each way is also
admissible. Recruits must have at least six months service to fulfill the condition for
leave but this may be relaxed by OC unit to suit training arrangement on being
classified, a recruit is entitled for 60 days leave as admissible to OR. The period of
leave already availed in the same calendar year, as a recruit will, however, be
deducted from his entitlement. Boys even after classification as a recruit will
continue to be entitled for 30 days leave.

LEAVE RESERVISITS

56. Recalled reservists can be given full leave after completion of six months
service. Annual leave of 30 days can be granted to those reservists, whose service is
less than three months in compassionate cases. (AI 36/76 refers).

Questions :-

1. What are the conditions for grant of leave to personnel who have suffered from
sexually transmitted disease ?

2. What is the procedure for submission of cases for leave entitlement on

invalidment ?

3. What is the ceiling of accumulation of encashment of leave at the time of

retirement ?

4. What is the ceiling of accumulation of encashment of leave to the personnel,

who are permitted to proceed on retirement/discharge at their own request ?

5. What are the types of leave, which are entitled in regular officers ?

6. What are the types of leave, which are entitled to non regular officers ?

7. What are the types of leave, which are entitled to JCOs/OR ?

8. What is the entitlement of leave to recruits/boys ?

9. What is Sick List Concession?

10. What are the leave entitlement of subject of Nepal and Bhutan ?

RESTRICTED
 RESTRICTED
433

ADM(A)-16

ABSENCE AND DESERTIONS

Reference : (a) AO 159/72, 398/73 and AO 72/80, SAO 9/S/89.
(b) AA Section 92, 106 and Army Rule 183.
(c) Regulations for the Army 1987 Paras 376 and 381.
(d) AI 186/73, Fraudulent Enrolment by person subject to AA.
(e) AO 43/2001/DV, AA Sec 39 (Legal aspects of
AWL/Desertion).
(f) AO 9/2000 (Publication of Death /Deserting).

General

1. Any person subject to the Army Act who absents himself without permission
from the unit lines or overstayal leave granted to him is treated as an absence. A
person, who absents himself in a deliberate or clandestine manner either with the
intention of not returning to service or with a view to shirking some important
service, may be deemed to be deserter. When a soldier absents himself without due
authority or deserts the service, it is imperative that prompt and correct action is
taken in accordance with AA Sec 106, Army Rules 183 and para 376-381 of the
Regulations for the Army 1987 (Rev) and Chapter IV of documentation procedure
JCOs/OR 1992. Attention is also drawn to AO 159/72 regarding legal aspects of
desertion and absence without leave. Cases of persons who absent themselves and
got fraudulently enrolled in the same or another Regt or Corps will be dealt with the
as stated in AI 186/73 (fraudulent enrolment by persons subject to Army Act). Units
will maintain Nominal Roll in respect of personnel serving with them containing
necessary details required to be included in the desertion report (IAFD-925) in order
to comply with the provision of AO 9/S/89 (Desertion-Reporting of). As soon as
information of absence without leave of an individual is received the Officer
Commanding unit will :-
(a) Determine the actual date and time of absence without leave
(b) Issue a Report of Desertion (IAFD-925) on a high priority as per AO
9/S/89 read with para 377, Regulations for the Army 1987.
(c) Publish a Part II Order or submit POR returns (IAFF- 3011)
indicating clearly whether the man is absenting himself with or without arms
showing date and time of absence. (AO 780/73).

RESTRICTED
 RESTRICTED
434

(d) Send telegraphic/signal intimation giving date of absence to the Records

Office and PAO (OR). Especially PAO (OR) EME so as to cases/grant/ceased
of pay and allces.
(e) Inform NOK regarding absence and ask his where about, if known.(AI
35/72).
Holding of Court of Inquiry

2. If the individual continues to remain absent, a court of inquiry will be held

after expiry of 30 days from the date of absence to inquire into his absence, and
deficiency, if any of the property of the Government entrusted to his care or any
arms, amn, equipment clothing and necessaries. If satisfied the fact of such absence
without the authority, or other sufficient cause the court shall declare such absence
indicating the period thereof and the said deficiency. The individual will be declared
illegally absent with effect from the date on which he originally absented himself.
IAFD-918 will be prepared by the unit on the authority of the court of Inquiry
Proceedings. If the person does not afterwards surrender or is not apprehended he
will be deemed to be deserted [AA sec 106 (2)]. For the purpose of computation of
time of absence, attention is drawn to AA Sec 92 note 19 under AA Sec 50. The
actual date of absence and the date on which the Court of Inquiry is held are to be
excluded for determining the period of 30 days. In case the individual OSL, a close
study must be carried out for watching his involvement in any road/rail accidents on
his route of journey during that period and inquiries completed accordingly.

Striking off Strength

3. A part II order will be published or POR submitted declaring the man

illegally absent and striking him off strength as a deserter after completion of the
Court of Inquiry as per para 3 above. In case it is presumed/established that the
individual is involved in the accident, action must be taken as per SAO 6/S/2000,
declaring with physical casualties. The following will be included in the Part II
Order while notifying the casualties of SOS, and placed on supernumerary strength
of Depot/Regiment. (Corps of ………..).

Documents to be forwarded to Record Office

4. The following documents are required to be forwarded to Record Office :-

(a) Declaration of the Court of Inquiry (IAFD-918).
(b) Unit documents.
(c) AB-64, if available.
(d) Part II Order or POR.
Destruction of Court of Inquiry Proceedings by units

RESTRICTED
 RESTRICTED
435

5. The Court of Inquiry proceedings will be destroyed by the units after

publications of the Part II Order on completion of action as per Army Rule 183.

Legal Documents for Trial of Deserters

6. IAFD-918 is a legal document and is to be produced at the time of Court

Martial trying the deserter, any discrepancy in its preparation will render the trial
illegal. It is therefore, imperative that the IAFD-918 is prepared accurately.

Time Limits for Holding a Court of Inquiry

7. It is not mandatory that a Court of Inquiry must be held exactly on the expiry
of the period of 30 days of absence. Under Army Act section 106, such an inquiry
shall be held as soon as practicable after a period of 30 days. Similarly, note 8 under
AA Sec 106 states that a Court of Inquiry will not be held if comes to light that the
person concerned has either surrendered or has been apprehended before the
assembly of the Court of Inquiry.
Action by the Record Office
8. The following action will taken by the Record Office on receipt of POR or
Part II Orders : -
(a) On publication of the desertion casualty in unit Part II Order action
will be taken for the final settlement of the accounts. Credit, if any will be
forfeited to the Government after three years. Steps will be taken by the unit
to regularise the debit if any in the consultation with the PAO (OR).
(b) Deserters from the Regular Army, who do not surrender or are not
apprehended within three years from the date of their original absence or
desertion are dismissed under the orders of Centre Commandant under Army
Act section 122(1) with the exception of the following :-
(i) Those who deserted while on active service in the forward area
or while serving with forces engaged in operations or in order to avoid
such services.
(ii) Those who deserted with arms and lethal weapons.
(iii) Those who deserted due to subversive activities.
(iv) Those who committed any other serious offence in addition to
desertion.
(v) JCOs, including the JCOs on reserve liability who fail to report
when required.

RESTRICTED
 RESTRICTED
436

(vi) Proceeded abroad after desertion.

(c) Deserters of the categories mentioned in sub para (b) (i) or (vi) above
will be dealt with in the normal manner that is, steps will be taken to secure
their arrest and after arrest, disciplinary action will be taken irrespective of the
time that may have elapsed but not later than 10 years.

(d) The Record Office will obtain orders of the Centre Commandant for
the dismissal of the deserters vide para 8 (b) above by 20 Apr and 20 Oct. On
receipt of the discharge certificate the persons will be dismissed as deserters, if
demanded by them.

Apprehension or Surrender and Trial of Deserters

9. The date on which a deserter is apprehended or rejoins the unit or reports to
Transit Camp will be treated as the date of his rejoining from desertion and taken on
strength accordingly. Casualty to this effect will be published in POR or Part II
Orders.
10. For trial of a deserter on his apprehension or rejoining within three years of
the date of desertion the following orders and instructions may be referred to: -
(a) Army Order 159/72 (Legal aspects of desertion and absence without
leave).
(b) Army Act Section 106, (Note 8 under AA 122 and AR 22).
11. It is not necessary that an individual declared deserter by a Court of Inquiry
has to be tried under Army Act Section 38 (1). The Commanding Officer is satisfied
that the evidence has not justified a charge of desertion, may deal with the case one
of absence or overstayal of the leave (Note 10 under AA Sec 106). However, if a
charge of desertion is established beyond doubt and the individual is charged under
AA Sec 38(1) he will invariably be tried by Court Martial to give affect to the
provisions of Pension Regulations Part I, Rule 2 (a) (i) as laid down in vide
Integrated Headquarters , Ministry of Defence (Army) letter No 42331/PAI dated 07
Apr 60. In this case the individual forfeits the whole of his prior service for pension
and gratuity which can be restored on completion of three years further service with
exemplary conduct and without any red ink entry. See Note 1 under Army Act
Section 38, in which Commanding Officer cannot dispose of the case summarily.
12. No disciplinary action will be taken against a deserter or an absentee except
the categories mentioned in para 9 (b) (i) to (v) of lesson 14/1 who is apprehended or
surrenders three years after the date of desertion or absence without leave even
though he has not yet been dismissed as stated in the para 9 (b) of 14/1 (Integrated
Headquarters , Ministry of Defence (Army) letter No 17774/PAI dated 07 Mar 68
para 6 (g) refers. However, there is not legal hitch if the individual is tried by Court

RESTRICTED
 RESTRICTED
437

Martial on his surrender or apprehension even after 3 years of desertion (AA Sec 122
(2) and (3)).

13. With a view to relieve all units serving in operational area of their
administrative load, deserters from unit in operational areas will be tried by Officer
Commanding Depot/Centre. The trying officer will take steps to obtain, where
appropriate, a copy of IAFD-918 and also to secure the attendance of minimum
essential witnesses from the operational area, To avoid undue delay in the trial of
deserters on apprehension of surrender, it is a paramount importance that IAFD-918
is completed correctly and properly and forwarded to Record Office promptly. Units
in operational areas will deal with; their own deserter when apprehended or
surrendered to them. Such deserters will not be sent to Centre/Depot (AO 398/73
deserters from Units in Operational Areas).

14. When a deserter from a unit in a non-operational area which is stationed more
than 500 miles from Centre/Depot surrenders to or is taken over by Depot he may be
tried by the Officer Commanding that Centre. Para 381 of Regulations for the Army
1987.

Final Settlement of Accounts

15. Whilst submitting the final settlement of accounts, the unit will note any
regimental dues to be recovered from the deserter in the final settlement of accounts
forms advised forward a contingent bill claiming the amount required for payment of
the regimental debits.

16. On surrender, apprehension or rejoining with three years from the date of
desertion, the amount of credit balance remaining indisposed of will be reaccredited
in the IRLA by the PAO (OR) on publication of the following endorsement in the
relevant Part II Orders notifying the desertion apprehension or rejoining :-

“The amount standing to the credit of the individual will be adjusted in the
IRLA”

17. As regards recovery on account of deficiencies of clothing and necessaries in

the case of deserters or absentee, attention is drawn to paras 282 and 283 of
Clothing Regulations, also see AI 22/83.

18. Restoration of Forfeited Service : Service forfeited vide para 3 above can be
restored in the manner prescribed in Rule 123 of Pension Regulations Part I.
Restoration of forfeited service will be published by Record Office in Record Office
Part II Orders.

RESTRICTED
 RESTRICTED
438

Questions :-

1. What are the actions to be taken by the OC unit on receipt of information

regarding absence without leave of any individual ?

2. What is the procedure for holding a C of I to declare deserter ?

3. What are the documents to be forwarded to Record Office on declaration of

deserter ?

4. What are the actions to be taken by Record Office on receipt of Part II Order
or POR, declaring deserter ?

RESTRICTED
 RESTRICTED
439

ADM (A)-17

REGULARISATION OF OVERSTAYAL OF LEAVE

Refer to AO 8/S/82.

Overstayal of Leave due to Own Sickness

1. Overstayal of annual/accumulated annual leave by JCOs/OR who fall sick and

are admitted into military hospital during the currency of such leave granted to them,
will be treated as sick leave with full pay and allowance from the date of expiry of
annual/accumulated annual leave granted initially upto the date of discharge from the
military hospital. Such sick leave will only be admissible provided the OC Military
Hospital certified that the sickness or injury was not caused due to the individual’s
own fault and that the individual is likely to be rendered fit for military duty after
reasonable period of treatment.
Leave Rule 35(a)

2. The period of hospitalisation in respect of JCOs/OR, who fall sick and are
admitted into a military hospital during the currency of casual leave, will be regarded
as sick leave with full pay and allowances subject to the conditions mentioned above.
The period of casual leave availed upto the date proceeding the date of admission
into the hospital will be regarded as annual leave for the current year, if due, where
the annual leave of the current year is availed earlier, this period will be adjusted
against next year’s annual leave entitlement. In case where future annual leave
availed will be regarded as extraordinary leave without pay and allowances.
Leave Rule 35(b)

3. The period of sick leave recommended on discharge from hospital in the case
of personnel mentioned above, will be debited to the annual or accumulated annual
leave account and the excess if any, will be regarded as sick leave with full pay and
allowances.
Leave Rule 35(2)(xi)

4. The period intervening between the date of discharge from the hospital to the
date of reporting for duty will be debited to the annual leave or accumulated leave
account and the excess, if any, will be regarded as sick leave with full pay and
allowances.

5. The sick leave recommended on discharge from hospital will commence from
the date following the date of discharge from the hospital.

Leave Rule 35

RESTRICTED
 RESTRICTED
440

6. If an individual (other than Gorkha) is admitted into hospital for treatment while on
leave and consequently overstays the leave sanctioned, the period of overstayal upto 60 days
may be regularised by the Officer Commanding at the discretion by treating the first 30 days
as sick leave with full pay and allowances and the balance upto 30 days by adjusting against
future leave entitlement of the individual.
Leave Rule 35

7. All cases of overstayal beyond 60 days will be referred to Adjutant General’s

Branch, Integrated Headquarters , Ministry of Defence (Army) for orders.
8. In case sick leave granted beyond to an individual extends from one calendar year to
the next year, the portion of such leave falling in the next year first be debited to that year’s
annual leave entitlement of the individual.
Leave Rule 35 and SAO 8/S/82

Sick Leave Counts against Annual Leave

9. The period of absence after discharge from hospital/overstayal of leave on account of
sickness will first be debited to the annual leave or accumulated annual leave due and the
excess, if any, will be regarded as sick leave.
Leave Rule 35

Regularisation of Overstayal Leave

10. Overstayal of leave by an individual should be treated as absence without
leave and no pay and allowance are admissible for the period of such overstayal
unless an extension of leave, otherwise admissible, to cover that period sanctioned by
the competent authority.
11. Reqularisation of overstayal of leave in excess of the maximum amount of
such leave admissible in a year will be done as per the procedure given at Appendix
‘A’ to this lesson.
12. The procedure for regularisation of overstayal of excess grant of leave under
Adjutant General, Integrated Headquarters , Ministry of Defence (Army) is given at
Appendix ‘B’ to this lesson.

Overstayal of Leave and Desertion – Recovery of Pay and Allowances for Additional
Leave Portion of the Return Journey not Performed

13. Cases of Overstayal of Leave Dealt With Disciplinary Where Forfeiture of

Pay and Allowances is Enforced Without Award of a Punishment. In case of
overstayal of leave by an individual who is subsequently dealt with disciplinary
under AA section 39(b) or AA section 38 by Court Martial/ Summarily by the CO
after apprehension, the portion of additional leave originally allowed to him for his

RESTRICTED
 RESTRICTED
441

return journey under Rule 33(b) of the leave Rules for the Service Volume-I (Army)
will also be treated as absence, and pay and allowances forfeited under Rule 51 of
Pay and Allowances Regulation JCOs/OR 1983. This will also apply in case where
automatic forfeiture of pay and allowances is enforced for the period of overstayal
without the award of a punishment under AA section 80.

14. Cases of Overstayal of Leave Followed by Regularisation by Extension of

Leave Under the Rules. In all such cases, the additional leave granted to cover the
return journey under rule 56 (b)/66(d) of the Leave Rules for the Service Volume-1
(Army), will also be viewed as a part of a period overstayal for the purpose of
regularisation of overstayal of leave by grant of extension of leave including EOL
(without pay and allowances).

Authority : CDA(OR) MADRAS Circular No AT/1955 dated 28 Feb 68 and

AT/2040 dt 05 Aug 68, circulated through staff channel under
Integrated Headquarters , Ministry of Defence (Army) letter No
80307/AC/PS 2(b) dt 04/13 Sep 68.

Questions: -

1. What is the procedure to regularise the excess grant/overstayal of leave under

various circumstances?

2. What is the procedure to regularise the excess grant/overstayal of leave under

the authority of Adjutant General ?

RESTRICTED
 RESTRICTED
442

Appendix A
(Refers to Para 11 of Adm (A)-17)
PROCEDURE FOR REGULARISATION OF OVERSTAYAL OR LEAVE IN
EXCESS OF THE MAXIMUM AMOUNT OF SUCH LEAVE ADMISSIBLE IN
A YEAR

Nature of Case Authorities and Extent Mode of Authority

to which they can Regularisation
Regularise

(a) Overstayal of HQ Commands upto 60 Period of casual Para 1 of AI

casual leave days leave upto 30 days 144/60 as
JCOs/ OR for by adjustment amended by
reason other than against the following AI 16/70
own sickness and year’s annual leave
natural calamities entitlement. The
in excess of the balance as
maximum extraordinary leave
amount of such without pay and
leave admissible allowances
in a year and
where annual
leave of the year
has been availed
earlier.

(b) Cases of OC Unit upto 30 days Period prior to the Rule 6(i),(ii),
overstayal of from the date of falling date of falling sick (iii) and (iv)
casual leave due sick, if the treatment is by adjustment of leave rules
to own sickness, taken at home and upto against following for the
where annual 60 days when the year’s annual leave services Vol I
leave for the year treatment is taken in entitlement, next 30 Army.
is already availed hospital, Bde/Sub Area days as sick leave
(except those or equivalent with full pay and
covered under Commander upto 60 allowance and the
Rule 61(a) of the days from the date of balance by
Leave Rules as falling sick, if the adjustment against
inserted vide CS treatment is taken at following year’s
No 27/1/68) home. annual leave
entitlement.

RESTRICTED
 RESTRICTED
443

(c) Overstayal of OC Unit upto 30 days After adjusting Para 2 of AI

annual/accumulate of annual leave, period of overstayal 144/68
d annual leave due Area/Div or against the balance of amended by
to natural equivalent annual, accumulated AI 16/70 and
calamities by Commander upto 30 annual of the year, if Rule 6(b)(ii)
JCOs/OR. days of accumulated any, the balance upto of the Leave
annual leave, HQ 15 days will be
Comds upto 60 days. treated as special Rule for the
leave with pay and services Vol
allowances, the I Army
remaining balance
upto another 15 days
by adjustment against
next year’s annual
leave entitlement and
the remaining period
as EOL without pay
and allowance.

(d) Overstayal of OC Unit upto 15 Except the period Para 2 of AI

annual/accumulate days, HQ Commands which is mentioned 144/68
d annual leave due upto 30 days in Col 2. amended by
to natural AI 16/70 and
calamities by Rule 6(b) (ii)
Recruits and boys. of the Leave
Rule for the
Services Vol
I Army.

(e) Overstayal of OC Unit upto 30 days First 30 days (60 Rule 35 (g)
annual/accumulate (60 days in case of days in case of of the leave
d annual leave due Gorkhas) when Gorkhas) as sick rules.
to own sickness treatment is taken at leave with full pay
irrespective of home and 60 days and allces and next
whether the when treatment is 30 days by
treatment taken at taken in hospital. adjustment against
home or in hospital Bde/Sub Area or the following year’s
(excluding those equivalent Cdr upto annual leave
covered under 60 days when entitlement.
Rules 61 (e) is treatment is taken at
inserted vide CS home.
71/1/68)

RESTRICTED
 RESTRICTED
444

(f) Overstayal of OC Unit upto 30 days After adjusting the Rules 6 of

annual/accumulate of annual leave in the period of overstayal the leave
d annual leaves by case of Non-Gorkhas against the balance rules read
JCOs and OR due and upto 30 days annual / accumulated with para 4
to reasons beyond annual/accumulated leave will be adjusted (a) of AI
their control other annual leave in as EOL without pay 144/68 and
than own sickness respect of Gorkhas. and allowances. amended by
and nature Area/Div or AI 16/70.
calamities. equivalent Cdr upto
30 days accumulated
annual leave in case
of non-Gorkhas, HQ
Comds upto 60 days.

(g) Overstayal of OC Unit upto 15 days After adjusting the Rule 6 of the
annual and HQ Comds upto period of overstayal leave rules
/accumulated 60 days. against the balance of read with
annual leave by annual / accumulated para 4 (b) of
Recruits and boys annual leave of the AI 144/68 as
due to reasons year, if any, the amended by
beyond their balance upto 15 days AI 16/70.
control than own will be adjusted
sickness and against the next
natural calamities. year’s annual leave
entitlement to the
remaining balance if
any, as EOL without
pay and allowances.

(h) Extension of OC Unit upto 30 days The extension of Rule 7 of the

annual/accumulate of annual leave in the leave gtd is dealt Leave Rule .
d annual leave in case of non-Gorkhas within the same
case of JCOs and and upto 30 days of manner in which the
OR due to own annual/accumulated overstayal of leave is
sickness, natural leave in the case of regularised (Refer ser
calamities or any Gorkhas. Area/Div or (c),(e) and (f).
other extraordinary equivalent Cdr upto
circumstances 30 days of
beyond individuals accumulated annual
control. leave in the case of
non-Gorkhas.

RESTRICTED
 RESTRICTED
445

(j) Excess grant HQ Commands upto The period is Rule 33 (g)

annual/accumulated 60 days. adjusted against the of the Leave
annual leave of annual leave Rule as
JCOs and OR due entitlement of the amended
to faulty year in which the vide AI
documentation irregularity is 100/73.
misinterpretation of detected if that leave
Leave Rules and is already availed, it
non-accounting of is adjusted against
sick leave granted following year’s
earlier. entitlement.

(k) Grant of HQ Commands By adjusting against Para 3 of AI

annual leave before the annual leave 144/68 as
completion of six entitlement of the amended.
months service in same year if the
the first year of individual is
engagement in qualified for it.
contravention of Where six months
Rule 59 (g) service is completed
in the next year, it
will be adjusted
against that year’s
annual leave
entitlement.

Note : In all cases, where annual leave for the following year does not accrue due
to individuals death, retirement, discharge or dismissal, the period is to be adjusted
against that leave which will be treated as extraordinary leave without pay and
allowances.

RESTRICTED
 RESTRICTED
446

Appendix ‘B’

(Refers to Para 12 of Adm (A)-17

PROCEDURE FOR REGULARISATION OF OVERSTAYAL OR

EXCESS GRANT OF LEAVE UNDER ADJUTANT GENERAL
1. Regularisation of overstayal/excess grant of leave under Adjutant General,
Integrated Headquarters , Ministry of Defence (Army) is as under :-
Nature of Case Mode of Regularisation

(a) Overstayal of casual Period gtd plus overstayal upto 30 days by adjustment
leave beyond 60 days by against the following year’s annual leave entitlement and
JCOs/OR for reasons other the balance as extra ordinary leave without pay and
than own sickness and allowances.
natural calamities in excess
of the maximum amount of
such leave admissible in a
year and where annual leave
of the year has been availed
of earlier.

(b) Overstayal of casual Period of CL prior to the date of failing sick by adjustment
leave due to own sickness against the following year’s annual leave entitlement, next
where annual leave of the 30 days (60 days in the case of Gorkhas) as sick lve with
year has already been full pay and allces, next 60 days (30 days in the case of
availed. Gorkhas) minus the period of CL adjusted by adjustment
against the following yrs annual leave entitlement and the
balance as extraordinary leave without pay and allowances.

(c) Overstayal of annual / In the case of JCOs and OR after adjustment the period of
accumulated annual leave overstayal against the balance of annual/accumulated annual
due to natural calamities. leave of the year if any, the balance upto 15 days is treated
and the remaining balance upto another 15 days by
adjustment against next year’s annual leave entitlement.
The remaining balance if any, is treated as extraordinary
leave without pay and allces. In the case of Rects after
adjusting the period of overstayal leave of the year, if any,
the balance upto 15 days is treated as special leave with full
pay and allces and the remaining balance as extraordinary
leave without pay and allces.

RESTRICTED
 RESTRICTED
447

(d) Overstayal leave / In the case of Gorkhas of Nepali domicile 60 days as sick
accumulated annual leave leave with full pay and allces, 30 days against following
during due to sickness years annual leave entitlement and the balance as extra
irrespective of whether the ordinary leave without pay and allces. In the case of others,
treatment is taken at home or First 30 days as sick leave with full pay and allces, next 60
in the hospital. days by adjustment against next year‘s annual leave
entitlement and the balance as extraordinary leave without
pay and allowances.

(e) Overstayal of annual / In the case of JCOs/OR after adjusting the period against
accumulated annual leave for balance of annual/accumulated annual leave of the year, if
reasons beyond one’s control any, the balance upto 30 days is debited against following
other than own sickness and years annual leave entitlement. The balance is treated as
natural calamities. extraordinary leave without pay and allces. In the case of
Rects after adjusting the period of balance of annual /
accumulated annual leave , if any, first 15 days are debited
against the following year’s annual leave entitlement,
balance is regarded as extraordinary leave without pay and
allowances.

Notes

1. In the case mentioned at Serial Nos (b) and (d), the annual leave of the
following year, which required for adjustment, is regarded as actually consumed.
The grant of leave on compassionate grounds to the individual in the following year,
if necessary, is dealt with under Rule 34 of the Leave Rules (AI 63/69).

2. If in any cases, the future annual leave does not accurate to an individual due
to his retirement / discharge the period will be adjusted as extraordinary leave
without pay and allowances.

ADM (A)-18

RESTRICTED
 RESTRICTED
448

INSTRUCTIONS FOR INITIATION OF CONFIDENTIAL

REPORTS : OFFICERS

References : (a) Instructions for Rendering Confidential Reports on Officers

1989.

(b) AO 45/2001/ MS.

General

1. The aim of a confidential report is to have an objective assessment of an

officer’s professional and personal qualities, his competence, employability and his
potential as observed during the period covered by the report. All reporting officers
must, therefore, be fair, impartial and objective in their assessment.

2. The confidential report is privileged document, strictly confidential between

the reporting officer and the officer reported upon, the form may be filled in type or
by hand. There will be no erasures or over typing. Amendments made, if any, in the
parts shown to the ratee will be signed in full by the reporting officer and ratee,
otherwise by the reporting officer.

3. The confidential reports will be submitted in original, through the prescribed

reporting channel, to the Military Secretary’s Branch, Integrated Headquarters ,
Ministry of Defence (Army). Additional copies will not be made. However, when
any representation against the same, or when the points are communicated to the
officer by post, only extracts are made of relevant portion.

4. Confidential report will not be folded.

Types of Reports

5. These are the following: -

(a) Annual Confidential Report.

(b) Interim Confidential Report.

(c) Special Confidential Report.

(d) Adverse Confidential Report.

(e) Review Confidential Report.

RESTRICTED
 RESTRICTED
449

Forms Used.
6. All types of confidential reports mentioned at Para 5 will be rendered on the
following forms :-
(a) Lieutenant General -IAFI-1123 A-I
(b) Major General -IAFI-1123A (Revised)
(c) Brigadiers -IAFI-1123 A-II
(d) Officers with rank Major to Colonel -IAFI-1123 (Revised)
(Form also includes
Technical Report)
(e) Officers with rank Captain & below -IAFI-1123B-II (Revised)
(f) Officers on Loan or Deputation -IAFI-1123B-III (Revised)
(g) Non Initiation Form -IAFI-1123 C
(h) Re-employed Officers -IAFI-1123 D
(For other officers refer to Para 7 of AO 9/90).
Instructions for Compilation of Confidential Reports
7. The following instructions issued on the subject will be deemed to have been
issued under this order and will be strictly complied with :-
(a) Instruction for Rendering Confidential Reports on Officers 1989.
(b) AO 45/2001/ MS.
(c) Integrated HQ MoD (Army) letter No A/17151/MS4 Coord dt 22 sep
2005.
Initiation/Endorsement of Confidential Reports
8. Confidential Reports will be initiated and endorsed in accordance with the
channel of reporting as may be prescribed by the Military Secretary’s Branch from
time to time and deviation if any, will be considered on merit otherwise Confidential
Report will be considered as null and void.
Initiation of Confidential Reports
9. Unless otherwise specially authorised by the Military Secretary’s Branch, a
confidential report will be initiated or endorsed by an officer at least one rank higher
than the officer reported upon. When an officer is holding a rank equivalent to, or
the same as that of his Officer Commanding, his report will be initiated by the officer
who would have initiated the report on the Officer Commanding. Reports on

RESTRICTED
 RESTRICTED
450

officers Lt Col (TS) posted to appointments tenable by Majors will, however, be

initiated by an Officer Commanding holding the rank of Lt Col by selection.

10. A confidential report will normally be initiated by an officer’s immediate

Commanding Officer, but not below the rank of Lt Col or equivalent. However, a
Major if commanding an independent unit (on separate PE/WE) will initiate reports
on officers of his unit, holding lower ranks.

11. Annual Confidential Reports on all officers not serving in an Army unit will
be initiated by: -

(a) An Officer Commanding not below the rank of Lt Col or equivalent, in

an Inter Service Organisation.

(b) An officer not below the status of the rank of a Deputy Secretary or
equivalent when an officer of the rank of Lt Col and below is serving in a
civil or quasi-military capacity. For higher ranks, the initiating officer must
be senior in rank/status to the officer reported upon in the warrant of
precedence.

12. A retiring initiating officer must initiate an ACR or ICR of all officers before
he retires from service and handover of the same to the Reviewing Officer as early as
possible, but not later than the day he retires from the service or proceeds on leave
pending retirement, which is earlier.

13. Reports will not be initiated/endorsed by an officiating incumbent during

temporary absence on annual/sick leave or temporary duty or vacant appointment of
the permanent incumbent having obtained prior sanction from the Military
Secretary’s Branch. Officers in medical category S-3 or S-4 will not initiate or
review the reports of officers in any capacity.

Minimum Qualifying Service for Initiating Confidential Reports

14. The officer reported upon must have physically served under the officer
initiating any confidential report mentioned in Para 7 above for at least 90 days
during the period covered by that report. The physical service of 90 days need not be
continuous. Any temporary absence due to leave or temporary duty upon a
maximum of 10 days at a time either of the initiating officer or of the officer reported
upon will reckon towards the physical service. Newly commissioned officers posted
antedate must cover 180 days out of which 90 days as physical service under the
Initiating Officer

15. The minimum service prescribed in Para 14 above may be waived in the case
of an adverse an special report by a superior reporting officer, not below
divisional/area commander or an officer of equal status in special circumstances
which warrant the removal of officer from an appointment forthwith.

RESTRICTED
 RESTRICTED
451

Initiation of Confidential Reports on Officer Involved in Disciplinary Case

16. When an offr is the subject of a disciplinary case, a confidential report will be
initiated on him only after finalisation of the case, where, however, such case is not
finalised for more than one yr and of the offr has been performing regular duties in a
specified appts, an ACR will be initiated. It will, however, be ensured that the report
is objective and does not contain any reference to the disciplinary case.
17 .When a report cannot be initiated because of the disciplinary case, non-
initiation form giving detailed reason will be fwd to the MS Branch through the
prescribed reporting channels.

18. An offr will be considered to be the subject of a disciplinary case wef either
of the following two dates: -

(a) The date in which a C of I is ordered involving his character or military

reputation, or

(b) The date on which formal cognizance of an offence is taken against

him.

19. CRs for the previous yr(s), will be initiated, if not done already, even after the
institution of disciplinary proceedings, provided the due date of initiation is before
the date on which the offr of the rank of Capt was due on 01 Jan, but could not be
initiated due to some reasons till 15 Jan. The offr becomes the subject of a
disciplinary case on 10 Jan. The CR due on 01 Jan will still is initiated.

20. When a reporting offr is involved in a disciplinary case, the reqmt of initiation
or endorsement of CRs may be dispense with prior approval of the Mil Secy. under
the following conditions: -

(a) The disciplinary case is of a serious nature and it is considered by the

Superior Reporting Offrs in the channel that the concerned reporting offr will
not be able to render objective and balanced report.

(b) The date on which the concerned reporting offr is considered to have
been involved, is due date for the CR or any date prior to that.

21. In case the ‘Present RO’ is entitled; or entitled but does not have adequate
knowledge, the CR may be endorsed by an offr holding the said appointment before
the present RO. Such ROs will be known as ‘Previous ROs’ and will be entitled to
endorse the CR (i.e. the period ratee and the IO have been served together).

RESTRICTED
 RESTRICTED
452

Endorsement of CRs by the SRO and NSRO

22. All CRs will be endorsed by the IO and the RO as specified in the channel of
reporting. The SRO will be required to endorse the CR under the following
conditions: -
(a) When there is difference of 2 or more marks between the assessment of
IO and RO in Box Grading.
(b) When between initiating officer and reviewing officer only one person
has endorsed.
(c) Outstanding, Low and below average assessment by initiating officer
and reviewing officer.
(d) When offrs from Artillery and Signals are recommended for General
cadre.
23. Normally, the NSRO will not required to endorse the confidential reports
unless he specifically wishes to do so. However, confidential reports of Brigadier
and above will be endorsed by SRO and NSRO where applicable.
24. The SRO and the NSRO specified in the channel of reporting will be entitled
to endorse the confidential reports provided they were holding the said appointments
on the last day of the period covered by the confidential reports.
Endorsement of Report by the Reviewing Officer
25. Reviewing officer (RO as specified the channel of reporting) will be entitled
to endorse the confidential report under the following conditions: -
(a) The Offr was holding the appointment of reviewing officer on the last
date covered by the confidential report. Such reviewing officers will be
known as ‘Present RO’.
(b) Present RO and the ratee has served together for a min of 75 days.
This period is not Physical service i.e. temp absence of either the ratee or the
RO is not be discounted for entitlement of endorsement.

Endorsement by Tech Reporting Officers

26. For the purpose of endorsement of reporting by Technical Reporting Officers,

Provost Engineers, Signals, ASC, AOC, EME, RVC, MF and AEC will be treated as
technical Corps. Reports on officers of these Corps of the rank of Major and above
while serving with their Corps will be endorsed normally by two technical reporting
officers in the chain of reporting. When these officers are serving in staff and
instructional appointment outside their Corps or in ERE appointments, no technical
remarks will be endorsed.

RESTRICTED
 RESTRICTED
453

27. Head of technical Corps mentioned in para 26 above will also endorse the
confidential reports of officers of their Corps. For all officers of the rank of
Brigadier and above of Artillery Engineers, Signals, ASC, AOC and EME and for
Colonel and above in no officers of RVC, MF, Provost and AEC, as the heads of the
Arms/Service. They will, however, not endorse the confidential report of their
officers posted to staff, ERE and other appointments outside their Corps. In
addition, the following officers will also endorse the confidential reports of officers
mentioned against each the head of the Arms/Services:-

(a) DG of Infantry and Director Commandants & Deputy Commandants

Gen Mechanised Forces of Infantry and Mechanised of Infantry
Regimental Centres
(b) Additional Director General All Officers employed in MCOs
of Movements
(c) Director General of Military All officers of the Intelligence Corps
Intelligence serving in Corps appointments.
(d) Director General of All officers with more than 10 days
Recruiting service for promotion serving in the
Recruiting Organisations.
(e) Additional Director General All officers of the Army Postal Service.
of Army Postal Service
(f) Deputy Assistant of Defence All officers of the rank of Majors and
Security Corps above in the Defence Security Corps.
(g) ADG of Territorial Army All officers serving in the Territorial
Army units or Territorial Army staff
appointments at his discretion.
(h) Director General NCC Officers of the rank of Lt Col and above
serving in the Corps appointments.
(j) Inspector of Records All Colonel Records, CRO and SRO.

28. It will be the responsibility of Military Secretary’s Branch to obtain the

endorsement mentioned in Para 23 above.

29. If a technical reporting officer of the Head of an Army/Service also happens

to be initiated/reviewing superior/next superior reporting officer, he will endorse the
report in his later capacity only will not complete the parts relating to technical
assessment.

RESTRICTED
 RESTRICTED
454

30. For the purpose of endorsement of confidential reports technical officers of

the rank of Lt Col and above may endorse confidential report of officer of his
equivalent rank but junior to them and serving with lower formation. However, IO
of the rank of Lt and below are only permitted to endorse the confidential report of
the officers at least a rank lower to them.

ANNUAL/INTERIM CONFIDENTIAL REPORT

31. Annual Confidential Report(ACR) will be endorsed on all serving officers.

This is a yearly report and is normally compiled to cover the 12 months period
proceeding the normal date of initiation as specified below except as otherwise
provided for early or delayed ACR. ACR should reach the MS Branch within 75
days from the due date.

Date of Due Date of Period Covered

initiation Receipt at by the Report
Military
Secretary’s
Branch
(a) All officers upto 13 years of 01 Jan 15 Mar 01 Jan to 31
service Dec
(b) All officers of the rank of Lt 01 Jun 15 Aug 01 Jun to 31
Col/Col(TS) May
(c) Colonel and above 01 Sep 15 Nov 01 Sep to 31
Aug
(d) All officers on As per Sub Para (a), (b) & (c) above as
loan/deputation to civil applicable depending upon the rank of
departments including the officer reported upon.
Central Reserve Police Force.
Border Security Force and
Military Attaches/Advances
(e) Officers serving overseas (i) At the end of the Duration of the
appointments the duration of officer’s tenure. tenure.
which does not exceed one year (ii) When this is not
possible due to the
initiating officer being
posted out then a report
may be initiated early, to
reach Military Secretary’s
Branch, Integrated
Headquarters, Ministry of
Defence (Army) two
months after its imitation.

RESTRICTED
 RESTRICTED
455

(f) All part time Territorial Army On With two 01 Jun to 31

Officers Completion months of May
of Annual completion
Trg of the trg.
All Re- employed Officers 01 Jun 15 Aug 01 Jun to 31
May

32. Reports sent after the due dates mentioned in para 32 above of this lesson will
accompanied with reasons for the delay.

33. Headquarters Commands, Commandants, Category ‘A’ Training

Establishments and coord sections of Branches at Integrated Headquarters , Ministry
of Defence (Army)s will forward a monthly return of pending ACRs with reasons for
the delay, so as to reach the MS Branch on the dates shown below: -

(a) Officers of the rank of Captain & below -31 May, 31 Jul & 30 Sep

(b) Officers of the rank of Major & Lt Col -31 Jul, 30 Sep and 31 Dec

(c) Colonels and above -31 Dec, 31 Mar and 30 Jun

Early Initiation of Annual Confidential Reports

34. An ACR will be initiated upto 90 days earlier than the due date of its
initiation under the following circumstances: -

(a) Initiating officer vacates his appointment.

(b) Officer reported upto if posted out or proceeds on course of instruction

of a duration exceeding 90 days.

(c) A unit/formation moves to another fmn ACR in respect of OC

unit/formation Commander will be initiated early under this clause.

35. Once an Early ACR has been initiated on an officer, another ACR for the
same or the remaining period of the reporting year will not be initiated for any
reason.

Delay Initiation of Annual Confidential Report

36. If an ACR cannot be invited early as above and the officer also does not
complete 90 days physical service under the initiating officer on the due date of
initiation but if otherwise entitled to an ACR the report may be delayed up to a
maximum period of 60 days, beyond due date. Delayed ACRs will not be initiated
by the Reviewing Officer.

RESTRICTED
 RESTRICTED
456

Initiation of ACR After an Officer has Attended a Long Course

37. ACR will be initiated on an officer who on completion of a course of nine

months duration or more completes at last 90 days physical service on the normal
date of initiation. Report on such officers may also be delayed under the above
provisions.

Initiation of ACRs Under Special Circumstances.

38. If for any reason an ACR cannot be initiated as stated above the report will be
initiated by the Offr under whom the offr reported upon has served for the longest
period during the reporting yr. The interim confidential report if already initiated
will be converted in to an ACR by MS Branch.

39. In case of tfr of the offr, if he completes 90 days in the new unit, new IO will
initiate the ACR. Otherwise, it does not cover where the IO is transferred where the
ACR will be initiated by the IO under whom offr is serving on due date.

40. In case where an initiation Offrs, is unable to initiate an Annual or Interim

Confidential Report which is due the report may be initiated by RO after obtaining
the approval of the SRO. Such reports will not be delayed. The sanction be fwd to
the MS Branch and endorsements made quoting the auth in the CR.

Interim Confidential Report

41. Interim Confidential Reports will be initiated in respect of officers with 8

years service and above for promotion in the circumstances given below: -

(a) When the officer is transferred from one appointment to another under
a different initiating officer (in case an offr is transferred from one branch to
another in the same formation headquarters interim report will be initiated
only if both the initiating and reviewing officers are different in the new
appointment).

(b) ACR cannot be initiated early.

(c) In the case of an Officer Commanding Unit/Formation Commander

when his unit/formation moves to another formation.

(d) When an officer proceeds on a course of instruction exceeding nine

months duration.

(e) When an officer retires from service (not applicable if the officer is
reemployed under the same initiating officer)

RESTRICTED
 RESTRICTED
457

(f) Annual Confidential Report on an officer will be initiated if the

initiating officer or the officer reported upon is posted out provided that :-

(i) The period covered by the report is 180 days.

(ii) Out of the 180 days, the officer reported upon and the Initiating
Officer have served together for a minimum of 90 days.

42. Interim Confidential Report will not be initiated when the officer is moving
out as a result of adverse or review report.

SPECIAL/REVIEW/ADVERSE REPORTS

Special Report

43. A special report may be rendered under the following circumstances: -

(a) When called for by Integrated Headquarters , Ministry of Defence

(Army)/GOC-in-Commands for any specific purpose e.g. to assess an
officer’s fitness for employment in a particular rank or for promotion.

(b) When a reporting authority considers it necessary to recommended an

officer for change of employment. Such reports should normally be initiated
when an officer has proved to be unsuitable, in his existing appointment due
to reasons other than professional incompetence or inefficiency or inherent
traits of character. This is not a case of adverse report as in para under report
adverse.

(c) When drop in performance is noticed by the superior offr rendering

him unsuitable for promotion, in case the offr is approved.

Review Report

44. A Review report will be rendered as and when ordered by Integrated

Headquarters , Ministry of Defence (Army)/GOC-in-C Command in order to further
assess an Offr’s professional competence or traits of character.

Adverse Report

45. An Adverse Report is initiated by the immediate officer to record cases in

which an officer’s service is considered unsatisfactory viz., when it is desired to
recommend release of an officer from service or removal from an appointment/
employment in his acting rank for reasons of professional incompetence/inefficiency
or inherent traits of characters which make his utility to the services doubtful.

RESTRICTED
 RESTRICTED
458

46. Before an Adverse Report is initiated the following will be ensured :-

(a) The officer will be warned in writing of all his shortcomings, which are
intended to be reflected in the Adverse Report.

(b) The written warning as in (a) above will specifically mentioned that the
same has been issued for the purpose of initiating an Adverse Report.

(c) The next higher headquarters will be informed of the fact that the
officer has been warned. A copy of the warning letter will also accompany
the Adverse Report if and when initiated.

(d) The officer will be given a period of 60 days notice to show

improvement.

47. The period of 60 days prescribed above may be waived by a formation

commander not below Divisional/Area Commander or a principal Staff Officer at
Integrated Headquarters , Ministry of Defence (Army), in case of gross professional
inefficiency or when the retention of the officer in his appointment/unit is considered
inadvisable in the larger interest of the service. Such sanction will be accorded in
writing before the Adverse Report is initiated and a copy thereof will accompany the
report.

48. The Military Secretary’s Branch will be informed by Signal. As soon as

officer is placed on an Adverse Report. The report will be marked ‘Adverse Report’
in red ink and must reach the Military Secretary’s Branch within 30 days of
initiation.

49. Technically there is no embargo on initiation of an Adverse Report on an

officer who is under observation vide a review report who will be warned for
initiation of Adverse Report; if considered necessary on the merits of case.

Grant of Higher Acting or Substantive Rank to Officers on Adverse/Review/Special

Reports.

50. Officers placed on Adverse or Review Report will not be given an

appointment carrying higher substantive/acting rank during the period they are under
such reports. Individual case in respect of an officer placed on a Special Report will
be referred to the Military Secretary’s Branch for advice.

Move of Offrs Placed on Adverse/review/Spl Report

51. Adverse Report. An officer placed on an Adverse Report will not be sent on
leave or temporary duty or course of instructions for a period exceeding 10 days
without obtaining prior approval of the Military Secretary’s Branch.

RESTRICTED
 RESTRICTED
459

52. Review/Special Reports. An officer placed on review/special reports will not

be sent on course of instructions/temporary duty leave other than casual leave
without the approval of the authority which placed him on such report (for
equivalent authority if his formation or unit has moved).

Completion and Disposal of Confidential Reports : Completion of the Form by the

Officer

53. The officer reported upon will be personally responsible for the correct
completion of the portion to pertaining to personal data including the previous
medical category in Part I of the confidential report form. He will hand over the
completed form to initiating officer :-

(a) Before the due date for initiation of an ACR or

(b) Before he vacates the appointment for initiating of an interim

confidential report or on early ACR, as the case may be.

(c) When called upon to do so.

Medical Examination

54. If an officer medical category is temporarily lower than SHAPE-1, its

duration will also be recorded along with medical category. If an officer is sick in
hospital or on sick leave, the fact will be noted on the form by the officer.
Subsequently when the officer is placed in medical category grade 3 or above on any
factor of SHAPE, the officer’s unit inform the Military Secretary’s Branch.

55. Initiation of a confidential report will not be delayed for want of information
in regard to latest medical category of the officer.

56. Recording of medical category may be dispensed with in the case of officers
employed in Embassies and Missions abroad, where an Army Medical Corps officer
is not available.

Disposal of Confidential Reports

57. Confidential Report when completed in all respects will be sent to the
Military Secretary’s Branch through the prescribed channels of reporting. All
formation Headquarters will ensure that every confidential report is thoroughly
checked and errors/discrepancies rectified before dispatch as per the policies issued
by Military Secretary’s branch.

RESTRICTED
 RESTRICTED
460

58. Record of service of the officer will not be sent along with the confidential
report till it is called for specially. Pen picture will be written in one paragraph only
and remaining space crossed by drawing a diagonal line to the bottom of the page.
When award three points or less, the reasons must be enclosed in the pen picture.

59. Photographs will also not be enclosed with the confidential report. These are
forwarded along with the confidential reports for years ending with five or multiple
there of ie 1980, 1985, 1990 and so on.

Reasons for Non-Initiation of Confidential Report

60. If an Annual or Interim Confidential Report cannot be initiated to an officer,

reasons for the same will be forwarded immediate to the Military Secretary’s Brach
through the prescribed reporting channels. In such cases the report on IAFI-1123C
will be submitted.

Communication or the Endorsement to the Officer Reported Upon

61. Portions of the confidential report, required to show, will be shown to the
officer reported upon or communicated by Registered post making the extracts.
Adverse remarks if any, will be communicated to the officer in writing by the
initiating officer for his information and signature. This communication duly signed
by the officer reported upon will be forwarded to the Military Secretary’s Branch.
He will not decline to sign report under any circumstances nor will make remarks
like “signed under protest”, “representation follows” be endorsed.
Assessments communicated by registered letter No_____________dated
__________ will e endorsed on the confidential report.

62. Extracts of the assessment of the reporting officers other than the initiation
officer, required to be communicated to the officer will be sent through the initiation
officer. Such extracts will be signed and dated by the reporting officer or an
appropriate Staff Officer. The officer reported upon; after signing the extract, will
return it to the initiation officer. The extract bearing the signature of the officer
reported upon will then be forwarded to the Military Secretary’s Branch for record.

Representation Against Confidential Report

63. An officer who considered himself wronged by a reporting officer in a
confidential report may seek redress by making a representation to superior military
authorities or a statutory complaint to the Central Govt under AA Section 27 as the
case may be in accordance with the procedure laid down in Para 364 of the
Regulations for the Army 1987. (AO 132/77 and AO 119/80 and 44/84 refers).
64. All representation and complaints against confidential reports will be
submitted within 60 days extendable to 90 days with the reasons of delay after the
date of intimating the remarks to the officer concerned. Intermediate authorities will

RESTRICTED
 RESTRICTED
461

not with hold the complaints. Non statutory complaint can be rejected being time
barred by the competent authority. It must reach Integrated Headquarters , Ministry
of Defence (Army) within 60 days from the date of submission. No intermediate
authority can hold the complaint for more than 10 days.
65. The representation will be routed through the same channel as the one through
which the confidential report against which the representation is submitted, was
routed. Each representation will be commented upon para wise by the officer against
whose remarks the representation is made and commented upon by all other superior
officers in the chain of reporting. Comments of the retired reporting officer will also
be obtained. Where complaint is on previous year’s report and Command
Headquarters is changed the complaint will be forwarded to the previous Command
Headquarters by present Command Headquarters.
Disposal of Representation
66. Statutory or non-statutory complaint will be forwarded to the Military
Secretary’s branch if the redress asked for it not granted by an imdt authority as in
Para 69 below.
67. Representation other than statutory complaints may be disposed of by the
following authorities :-
(a) Corps Commanders. Representation of officers of the ranks of
Captain and below.
(b) GOC-in-Commands. Representation in respect of officers of the rank
of Lt Col (TS) and Majors and below.
68. Representation (Statutory or non-statutory) from Lt Col and above and those
which cannot be disposed of under Para 69 above will be forwarded to the Military
Secretary’s Branch for disposal.
69. The decision on the representation will be communicated to the officer
concerned by the headquarters which dispose of the representation.

Questions:-

1. What is the objective of confidential report ?

2. How many types of confidential reports are there ? What are they ?
3. What are the forms used to render confidential report ?
4. What are the authorities where in the instructions for compilation of
confidential reports can be found ?

RESTRICTED
 RESTRICTED
462

5. What are the conditions in which the SRO will be required to endorse the
confidential report ?

6. What are the conditions in which the RO will be required to endorse the
confidential report ?

7. What is the schedule of initiation of confidential reports of officers ?

8. What are the circumstances in which an early ACR is initiated ?

9. What are the circumstances in which Interim Confidential Report is initiated ?

10. What are the circumstances in which Special Report is initiated ?

11. What are the aspects to be ensured before an Adverse Report is initiated ?

12. What is the procedure for disposal of representations against confidential

reports ?

RESTRICTED
 RESTRICTED
463

ADM-A-19
CONFIDENTIAL REPORTS (CRs) : JCOs AND NCOs
Reference: (a) AO 1/2002/MP.
(b) Para 365 of Regs for the Army-1987 for Statutory and Non-
Statutory Complaint.
General

1. Confidential Reports (CRs) is rendered on JCOs and NCOs reflect their

overall performance throughout the year. CR is one of the most important and vital
documents in the career management of the JCOs and NCOs, in that, the figurative
assessment and grading contained therein become main consideration for promotion,
posting, grant of extension of service, award of honorary commission/ ranks and
selection for various sensitive and important assignment, including missions abroad
and so on. Every CR earned by a JCO/NCO has a far-reaching impact on his entire
service career. It is, therefore of paramount importance on the JCOs and NCOs
professional competence, personal qualities, employability and potentials for higher
ranks, as observed during the period covered by the report and thus, exercise an
utmost care and responsibility while initiating/reviewing the reports.

Aim of Confidential Report

2. The aim of reporting system of JCOs/NCOs through CRs is to ensure and

achieve greater cohesiveness, professional competence and efficiency through the
year and reflected very objectively in their confidential reports. Officers
initiating/reviewing the CRs are respected to be absolutely fair, impartial and totally
objective in their assessment.

Forms to be Used

3. Confidential reports of JCOs and NCOs will be rendered on the forms

mentioned below. The unit of JCO/NCO will complete Part I of the CR form
(expect medical portion which will be completed by the Medical Officer) from the
record available with them. The concerned JCO/NCO will authenticate the
information contained therein, sign the form the space provide at and handover the
same to the Initiating Officer. In case JCO/NCO does not submit the CR form to the
Initiating Officer in time, deliberately, endorsement to this effect will be recorded in
the “ Movement of CR” form by the Initiating Officer and CR initiated: -

RESTRICTED
 RESTRICTED
464

(a) Confidential Report (CR) JCOs - IAFI-1153

(b) Confidential Report (CR) NCOs - IAFI-1154A
(c) Non Initiation Report for JCOs/NCOs - IAFI-1155.

Type of Confidential Reports

4. Confidential reports rendered on the JCOs/NCOs are the following types: -

(a) Annual Confidential Report.
(b) Early Confidential Report.
(c) Delayed Confidential Report.
(d) Adverse Confidential Report.
(e) Review Report.

Rendition of Reports.
5. Personnel Other than Centrally Controlled. CRs of the JCOs/NCOs,
belonging to the Regiments/Corps, where promotions and postings are unit based
will be initiated in duplicate. Original copies of the CRs will forwarded to the
Record Offices. Duplicate copies will be maintained by the parent units.
6. Centrally Controlled Personnel. CRs of the JCOs/NCOs, belonging to the
Regiments/Corps, where promotions and postings are centrally controlled by the
Record Offices only one copy will be initiated and the CRs will forwarded to the
Record Offices.
Periodically of Confidential Reports
7. CRs on JCOs and NCOs (except those granted time scale rank of Naik),
initiated on the prescribed form by their immediate superior officer and reviewed by
the Reviewing Officer/Senior Reviewing Officer must reach the Record Office
within 60 days of due date of initiation as under: -

(a) Annual Confidential Report. This will be by a yearly report

covering a period of 12 months preceding the due date of initiation: -

RESTRICTED
 RESTRICTED
465

Category Period of CR Due date of To Reach

Initiation Records by
(i) JCOs 01 Jun to 31 May 01 Jun 31 Jul
(ii) NCOs.

(aa) Havs 01 Oct to 30 Sep 01 Oct 30 Nov

(ab) Nks 01 Jan to 31 Dec 01 Jan 01 Mar

(b) Early Confidential Reports. May be initiated upto 60 days in

advance of the due dates of initiation due to vacation of a appointment either
by the IO or the ratee: -

(i) JCOs - 02 Apr (ie, 60 days earlier than due date of 01 Jun).

(ii) Hav - 02 Aug (ie, 60 days earlier than due date of 01 Oct).

(iii) Nk - 02 Nov (ie, 60 days earlier than due date of 01 Jan).

(c) Delayed Confidential Reports. If the normal earlier CR cannot be
initiated as per the conditions explained in Para 7(a) and (b) above, the
initiation of CRs may be delayed upto 60 days (for both JCOs and NCOs) from
the due date of initiation.
(d) Adverse Confidential Reports. Can be initiated at any time by the
immediate superior officer of the JCO/NCO on observing/noticing adverse
attributes/traits in the ratee, viz: -
(i) Ratee’s service and performance are observed to be
unsatisfactory commensurate to his rank, length of service and
professional qualification.
(ii) Removal of the ratee from an appointment or employment for
reasons of professional incompetence/inefficiency or inherent traits of
character which make his utility detrimental to the job, service or
organisation.

(e) Review Report. A Review Report will be initiated on a ratee place

on the adverse report, after a minimum of 90 days period. Such a report will be
initiated by the IO, different to the one who initiated the adverse report, after
completion of 90 days of physical service under him (new IO). For this
purpose, a ratee will be posted under different IO immediately on initiation of
adverse report on ratee, review report, duly initiated and reviewed, must reach
Record Office within 30 days of the date of initiation.

RESTRICTED
 RESTRICTED
466

Channel of Initiation/Review of CRs

8. The channel of reporting of JCOs/NCOs in their CRs will be the chain of

command as under: -
(a) Initiating Officer (IO). Immediate superior officers as on due date
of initiation provided the ratee had served for a minimum of 90 days physical
service under the IO during the reporting year.

(b) Reviewing Officer (RO). The next superior officer in the chain of
command, provided the RO and ratee had served together for a minimum
period of 75 days. This period is not physical service, ie, temporary absence of
either the ratee or the RO is not to be taken into account for entitlement of
endorsement of the CR. However, it will be incumbent on the part of the RO to
keep interacting with the ratee during the period to ensure objective
assessment. In case the RO expresses his inability to review the report on
ground of ill-health or any valid reason, the CR will be reviewed by the Senior
Reviewing Officer (SRO).
(c) Senior Reviewing Officer (SRO), Where Applicable. The next
superior officer to the RO in the chain of command. No time limit will be
applicable in this case.
Minimum Qualifying Service
9. Present Initiating Officer: The JCO/NCO must have physically served under
the initiating officer for a minimum period of 90 days during the period covered by
the report. The physical service of 90 days need not be continuous. Any temporary
absence, such as leave, course and hospitalisation, temporary duty or attachment of
more than 10 days at a time, either of the initiating officer of the JCO reported upon
will reckon towards the physical service.
10. Previous Initiating Officer. Where the JCO/NCO does not become entitle to a
normal, early or delayed CR, as explained in Para 7(a), (b) and (c) above in the new
unit, but had physically served for 90 days or more under the previous IO during the
reporting year, the CR will be initiated by the previous IO. Thus, in case the present
IO is not entitled to initiate the CR on a JCO/NCO, he will forward the CR form to
the previous IO for initiation of the report and further disposal under initiation to the
present unit of the individual. It will be the responsibility of the ratee indicates the
details of IO and RO under whom served correctly in his ACR form.
Initiation of ACR by Reviewing Officer as IO
11. In cases where a JCO/NCO does not complete physical 90 days service under
any officer (IO) during the reporting year, the CR will be initiated by the RO in the
chain of command. CR of an NCO initiated by the Commanding Officer of the rank
of Colonel will be treated as “One Man Report”. In such an eventuality, the
condition of 90 days physical service under the CO will be mandatory.

RESTRICTED
 RESTRICTED
467

Initiation of ACR by an Officer of the rank of Col and Above

12. Where a CR has been initiated by an officer of the rank of Col or above, there
will be no requirement of its further endorsement and such reports will be treated as
“One Man Report”.

Auth : Addl Dte Gen MS branch letter No A/20178/MP-8(I of R) dt 24 Dec 2004.

Initiation of CR by Civilian Gazetted Officers.

13. CRs may be initiated by the Civilian Gazetted Officers, superior in status and
command and control under whom the JCO/NCO has served directly and physically
for a minimum period of 90 days.
Initiation of CRs by JCOs Under Special Circumstances.
14. A JCO commanding a sub unit/detachment will initiate CRs of all NCOs
serving under his command, provided such unit/detachment has been specifically
placed under his command under the orders of an officer not below rank/status of
Major General/GOC. Such CRs will, however, be reviewed by the next superior
officer in chain of command. Such JCOs will, however, not initiate ACRs of other
JCOs of the said unit/detachment.
Initiation of ACRs on Deputation in India and in Foreign Countries/Missions
15. CR of JCOs and NCOs on deputation will be initiated on the prescribed forms
as under: -
(a) In India. By Army Officer, if any, under whom the JCO/NCO has
served physically for a minimum period of 90 days, alternatively, by a
Civilian Gazetted Officer, superior in status, under whom the JCO/NCO has
served physically for a minimum period of 90 days.
(b) Foreign Countries/Missions Abroad. CR of a JCO/NCO on
deputation / posting to a foreign countries/ mission abroad will be initiated
on due date by the officer under whom the ratee has been placed,
irrespective of his nationality, on the same prescribed form.
Confidential Report of JCOs/NCOs: Disciplinary Cases.
16. Involvement of the Ratee. When a JCO/NCO is involved in a disciplinary
case, his CR will be initiated on finalisation of the case. However, in case where
disciplinary case has not been finalised for more than one year, but the ratee has been
performing regular normal duties of his rank, a CR will be initiated. It must,
however, be ensured that the report in such cases is objective.
17. A JCO/NCO will be considered to be the subject of disciplinary case from the
date from which formal organise of an offence has been taken.

RESTRICTED
 RESTRICTED
468

18. CRs for the previous year(s) may be initiated even after institution of
disciplinary proceedings provided the due date of initiations of CR is before the date
on which the JCO/NCO becomes the subject of the disciplinary case. For example,
initiation of a CR of a JCO was due on 01 Jun, but could not be initiated due to any
reason till 20 Jun and the JCO became subject of a disciplinary case on 12 Jun, CR in
respect of NCOs (Hav/Nk) will also be initiated on the similar lines.

19. Initiation/Review of Confidential Report Where Either Initiating Officer

and /or Reviewing Officer is /are a Subject of Disciplinary Case(s). When the IO
and/ or RO is/are themselves involved in disciplinary cases(s), he/they will not
initiate CR on any JCO/NCO on or after the date from which formal cognizance of
the offence against him/them. Irrespective of the period of service rendered by the
ratee under him/them has been taken. For example “an IO/RO or both have to
initiate/review a CR on a JCO on 01 Jun. The IO/RO will not initiate/review CR on
such JCO/NCO on or after 10 Jun (ie, the date on which formal cognizance of
offence has been taken)”. The CR in such cases will be processed as under: -
(a) When the IO is involved in disciplinary case and formal cognizance of
the offence against him has been taken, the RO (who is not a subject of
disciplinary case) will initiate the CR as IO. Such CRs will be reviewed in
normal manner.
(b) When the RO is a subject of disciplinary case, CR in respect of any
JCO/NCO will not be reviewed by him on or after the date from which formal
cognizance of the offence has been taken against him. In such cases, the CRs
initiated by IO will be sent to the SRO for review.
(c) In case both the IO and RO are involved disciplinary case, they will
neither initiate nor review the CR after the date from which formal cognizance
of the offence has been taken against them. In such cases, the SRO may
dispose off the case as under :-
(i) Initiate the CR of affected JCO or NCO which will be treated as
‘’One Man Report’’, provided the SRO carried the rank of Colonel or
above , or
(ii) Grant dispensation for initiation and review, or
(iii) May authorise an officer of the same unit/sub unit/detachment
under whom the ratee has served physically for not less than 90 days to
initiate the CR. Such CRs will be reviewed by the SRO.
(iv) Where the IO is involved in a disciplinary case and the JCO/NCO on
whom the ACR is to be initiated is an essential witness, CR will not be
initiated by that officer (IO). However, in such contingencies, the CR can
be initiated by the RO. Similarly, if the RO is also involved in a
disciplinary case and the subject JCO/NCO is an essential witness, such
RO will not review the report

RESTRICTED
 RESTRICTED
469

Confidential Report on JCO/NCO Attending Long Course

20. If the ratee proceeds on long course of nine months duration or more and a
normal, early or delayed CR cannot be initiated on him, initiation of the CR on him
will be dispensed with by rendering a Non Initiation Report (NIR). The examples
are illustrated as under: -

(a) A JCO proceeds on long course on 03 Apr, he is entitled to an early

CR as on 02 Apr.

(b) If the ratee (JCO) rejoins after termination of the course on or after 30
Apr, he is entitled to a delay CR (Para 7(c) refers).

(c) The JCO proceeds on a long course on or after 01 Sep after rendering
90 days physical service under IO, he will be entitled to normal CR on 01 Jun
0f the following year.

Initiation of CRs on JCOs/NCOs on Attachment

21. CRs on JCOs/NCOs who are on attachment with units other than of their own
Corps/Regiment will be initiated by the unit/establishment to which the JCO/NCO is
attached for 90 days or more as on the due date of initiation of the CRs, provided has
rendered 90 days physical service under the IO during the reporting year. Such CRs
will be reviewed by the next superior officer in the chain of command.

Initiation/Review of ACRs by the Officers Placed in Medical Category S3 or S4

22. Officers placed in low medical category as S3 and S4 factors will neither
initiate nor review the CRs of JCOs/NCOs as IO or RO. In such cases, the CR will
be initiated as per Para 19 above, as applicable.

Review of CR by Officiating CO/OC

23. In case a permanent incumbent (CO/OC) is away from unit for 180 days or
more, on due date of initiation of CR for any reason, including having not been
posted, the CR will be reviewed by the officiating CO/OC provided the ratee has
served with him for 75 days.

Endorsement by SRO

24. Endorsement of CR of a JCO/NCO by SRO in the chain of command will be

done on the following exceptional circumstances :-

RESTRICTED
 RESTRICTED
470

(a) Where a JCO/NCO is graded outstanding (9 points) by both IO and

RO.

(b) Where a JCO is graded lower than ‘’Average’’ by either or both IO and
RO.

(c) Difference of more than three points in figurative assessment or

difference of more than two steps in the overall grading by IO or RO.

(d) When the SRO carries the appointment of the Commanding Officer of
a unit or the Centre Commandant and he desires to endorse the CR of any
JCO/NCO of his command, he may do so, but, besides endorsing the CRs, he
will also record his full justification for such endorsement in the pen picture.

(e) Where the RO expresses his inability to review the report on grounds
of ill-health or for any other valid reason, a note in this regard, signed by the
IO, will be kept in the CR dossier. CRs in such contingencies will be
reviewed by the SRO.

(f) Drop in performance in respect of Subedars / Risaldars placed on

approved panel of Subedar Major/Risaldar Major during the currency of the
panel.

Classification of Confidential Reports

25. While considering a JCO/NCO for next promotion or selection for various
assignments, his CR should clearly indicate whether it is a Regimental, Instructional
or ERE CR. With a view to avoid any ambiguity in this regard, IO will clearly
indicate the same in the space provided under the top heading of the CR form by
scoring out the inapplicable classification.

26. Regimental Reports. Besides units of the own Corps/Regiment, the

CRs earned by the JCOs/NCOs, while serving with the following organisations, will
be treated as Regimental Reports.

(a) Regimental Centres/Record Offices.

(b) Training Centre of National Security Guard (NSG), Air OP Flights/RD
Flights, GREF Units, GREF Centre/Records, Boarder Roads Project HQ,
IMTRAT Bhutan, HQ DGAR and Instructional Reports earned in Category
`A’ est.
(c) Deputation with UN Missions, Record Office Indian Embassy,
Kathmandu (Nepal).
(d) RR Battalions and RR Training Centre (when exists).

RESTRICTED
 RESTRICTED
471

(e) Animal holding units (for furriers only), NCC (RV) (for RVC
personnel only), Intelligence personnel posted in RR units, employment with
embodied TA units, attachment with Armed Forces Sports College and Army
Marksmanship Unit, Establishment No 22 (SFF Records) and Wireless
Experimental Units functioning on WE.

(f) NCC units (For Nursing Assistants of AMC).

(g) Human Resources Development Centre (HRDC) (for AEC personnel).

(h) CRs initiated on JCOs/NCOs while on attachment with such units or
organizations where CRs earned by personnel of that particular
unit/organisation are considered as regimental reports.

(j) Army Aviation Bases at Corps/Command

(k) Any Regimental, Instructional or ERE formation/unit for clerks ASC

(SD), PAs (ASC), Catering personnel of ASC, Clerks (SD) (AEC) and
Instructors of the AEC and the APTC.

27. ERE Reports. CRs earned by the JCOs/NCOs while serving in the
organisations, other than those mentioned in Para 26 above, and also those earned in
the following organisations will be treated as ERE Reports :-

(a) Integrated Headquarters , Ministry of Defence (Army) including

Directorate General Rashtriya Rifles, Directorate General Resettlement,
Provost Marshal Office at Integrated Headquarters , Ministry of Defence
(Army), other formation headquarters, establishments, NCC units and the
Indian Missions abroad.

(b) Tankorome units.

(c) Colleges/Schools of Armored Corps, Artillery, AD Artillery,

Engineers, Signals, AMC.AOC. EME, RVC and RV JCOs/NCOs posted in
ASC Centre (North).
(d) CI Force, Headquarters RR equivalent to formation headquarters.
(e) Any project office located in Delhi/New Delhi.
(f) Snow and Avalanche Study Establishment.
28. Personnel Directorates at Integrated Headquarters , Ministry of Defence
(Army) will disseminate any change occurring (viz, deletions, additions, re-
organisations and change to ERE or vice versa) in the status of above mentioned
organizations, to all Commands, Record Offices and AG/MP-8 (I of R)

RESTRICTED
 RESTRICTED
472

Adverse Report
29. Adverse report on a JCO/NCO may be initiated by the IO at any time on the
prescribed CR form in the circumstances mentioned in Para 7 (d) above. The officer
initiating an adverse report will mention in the report the date on which the warning
was administered and steps taken on him to help the JCO/NCO to improve his
performance. The CR will be marked as ‘’ADVERSE REPORT’’ on the top of the
form in Red Ink and will be sent to the Record Office within 30 days of its initiation,
duly reviewed by the RO.
30. Before an ‘Adverse Report’ on a JCO is initiated, he will be suitably informed
in writing of his shortcomings well in advance and will be counseled appropriately.
The counseling letter will clearly mention that the same is being issued to him with
the intention of initiating an adverse report on him. Copy of this letter will be
endorsed to the concerned OIC Records for keeping the same with the CR dossier of
the concerned ratee. A period of minimum 60 days will be given to such ratee to
show improvement by giving fair opportunity and due guidance.
31. A ratee placed on adverse report will not be sent on leave (except on extreme
compassionate grounds on approval of the RO), temporary duty, attachment or a
course of instructions. The period of 60 days warning to show improvement will be
extended by the period of leave, if granted, to the ratee. If the JCO/NCO shows
desired improvement, he will not be placed on Adverse Report. If he does not show
improvement, he may be placed on adverse report on expiry of a clear and minimum
period of 60 days.
Special Provisions
32. CR on JCO/NCO when initiated in the following circumstances will be
considered and accepted as ‘’One Man Report’’ for all purposes :-
(a) Where a CR has been initiated by an officer of the rank of Brigadier
and above.
(b) CRs in respect of the undermentioned JCOs, if initiated by the officers
holding appointments as shown against them will be accepted as ‘’One Man
Report’’ requiring no further endorsements :-
(i) Regimental/Battalion Subedar - Commanding Officer of the
Major/Rasildar Major rank of Colonel or above.
(ii) Subedar Major/Risaldar Major - Commandant of that
of Category ‘A’ and ‘B’ Establishment establishment (Brigadier or
above)

RESTRICTED
 RESTRICTED
473

Note : CR in respect of Subedar Majors, other than those mentioned

above will be initiated/reviewed in normal manner, viz, IO, RO and
SRO as the case may be in the chain of command.
CR on Promotion to Higher Ranks
33. A JCO/NCO promoted to higher rank (s) on or before the following dates will
be entitled to the CRs in the rank to which promoted :-
(a) JCO - If promoted on or before 03 Mar.
(b) Havildar - If promoted on or before 03 Jul.
(c) Naik - If promoted on or before 03 Oct.

34. The effective date of promotion for the purpose of entitlement of CR will be
the date of actual assumption of higher rank. The date of assumption of higher rank will,
thus be the BENCHMARK to decide whether a JCO or NCO is entitled to the CR in the
present or previous rank.
Non Initiation Report (NIR)
35. In case a CR , which is due but cannot be initiated on a JCO/NCO even after
exploring all possibilities, a Non Initiation Report (NIR) will be rendered on him on
the prescribed form and will be sent to the concerned Record Office through the RO.
NIR once accepted by OIC Records will be treated as dispensation of Initiation of
CR for that reporting period.
Communication of Weak Points/Adverse Remarks/Advisory Remarks and ‘’Low
Average / Below Average’’ Assessment to the Ratee.

36. The following aspects, whether endorsed in the pen picture, figurative
assessment or overall grading, will be communicated to the ratee by the IO :-
(a) Weak points.
(b) Adverse remarks.
(c) Advisory remarks.
(d) ‘’Low Average’’ or ‘’Below Average’’ assessment whether in
figurative assessment or overall grading.
37. Assessment in the CRs, as explained in Para 36 above will be communicated to the
ratee in writing by the IO and signature obtained. In case the ratee is not present in the unit,
the assessment will be communicated to him through a registered post, his signatures
obtained. Communication slip, duly signed and dated by the ratee will be pasted in the CR
before for warding to Record Office. In case such affected JCO/NCO has been posted out,
extract of the assessment will be forwarded by the IO to the new CO of the ratee, who will
obtain signatures of ratee on the extract and return the same to IO for onward submission to
Record Office for pasting the same in the CR.

RESTRICTED
 RESTRICTED
474

Communication of ‘’Adverse ‘’ Grading

38. ‘’Average’’ assessment in any personal quality or demonstrated performance
or in overall grading is not an adverse grading. Thus, needs no justification in the
pen picture. However, since ‘’Average’’ grading adversely effects promotion
prospects of a JCO/NCO including grant of honorary commission /rank, it will be
communicated. However, where a ratee has though been graded ‘’Average’’ but
‘’Not Recommended’’ for promotion. The same will be justified in the pen picture
by the reporting officer(s) and the grading including pen picture will be
communicated to the ratee.
Variation of the Assessment of IO and RO
39. In case assessment of the RO is widely at variance with the assessment of the
IO, the RO will elaborate the variation and endorse full justification for his
assessment in the pen picture. If the assessment is ‘’Average/NR or lower’’, full
justification supported by periodical warning(s)/performance counseling(s) given to
the JCO/NCO will be recorded in the CR.
Refusal to sign Extract of CR
40. JCOs/NCOs and complaints, if any remarks on the extracts of CRs
communicated to them. Refusal on the part of a JCO/NCO to sign on the extracts or
endorsing remarks thereon will be render him liable to disciplinary action. However,
on such occasions, it will be made clear to the JCO/NCO that the act of signing on
the extract will not debar him from submitting appeal, representation or complaint
under Para 364 of Regulations for the Army 1987 read in conjunction with the
provision contained in AO 1/2002/MP, if he so desired. If the JCO/NCO still
refuses to sign, the IO or the Officer Commanding the remarks will make an
endorsement to this effect in the extract and paste the same in the CR. Suitable
disciplinary action against such defaulters may be initiated.
Marks System
41. To make the system more objective, analytical and fair, each personal
quality and demonstrated performance will be assessed as under :-

Assessment Marks(JCO/NCO) Remarks

(a) Outstanding 9*
(b) Above Average 8 or 7
(c) High Average 6 or 5
(d) Average 4 *If graded as such by both IO and
RO, CR will be endorsed by the SRO.
(e) Low Average 3* or 2*
(f) Below Average 1*

RESTRICTED
 RESTRICTED
475

Equation in Existing and Revised Marking

42. The equation between old and revised markings in CRs of the JCOs and
NCOs will be as under :-

Assessment JCOs NCOs

Existing Revised Existing Revised
Points Points Points Points
(a) Outstanding 9 9 - 9
(b) Above Average 7 8 to 7 4 8 or 7
(c) High Average 5 6 or 5 3 6 or 5
(d) Average 4 4 2 4
(e) Low average 3 3 or 2 - 3 or 2
(f) Below Average 1 1 1 1

Note : While equating the existing points system with the revised one,
higher side of the revised point system will be taken into account.

Grading

43. Reporting officers must be fair and objective in arriving at the final grading.
The grading should generally confirm to the pen picture, figurative assessment in the
personnel qualities and demonstrated performance and should be consistent and
supportive to each other.

Award of Outstanding Grading

44. In cases where the IO has intention or decided to grade a particular JCO/NCO
as ‘’Outstanding ‘’, he should inform the RO in writing of such intention/decision at
least three clear months in advance of due date to enable the RO to observe the
JCO/NCO very closely and to determine his assessment. CRs of such JCO/NCO
graded ‘’Outstanding’’ by both IO and RO will invariably be reviewed by SRO.

Medical Examination : JCOs

45. JCOs will be medically examined every year as per AO 3/2001 well in time
and before due dates of initiation of their confidential reports as under :-
(a) JCOs serving with units/establishment by a service medical officer,
(b) JCOs serving with non-service units such as Ordnance Factory etc, by
service medical officer/civil surgeon of a Government Hospital/civil medical
officers attached to such establishments.
(c) JCOs serving in Embassies abroad will be medically examined only
where such facilities are available free of charge or by a serving medical

RESTRICTED
 RESTRICTED
476

officer, if available, otherwise medical examination in such cases will be

dispensed with and CR processed with a suitable endorsement to this effect in
the space provided in the CR form.

(d) In case it is not possible for the medical authorities to decide the
medical category of a JCO even 15 days prior to due date of initiation of the
report, endorsement against Ser 10(c) of CR form will be completed by the
medical officer and under no circumstances, CR on this account will be
delayed.

Security of Confidential Reports

46. Confidential Reports of JCOs/NCOs are privileged documents and will be

treated as confidential and handled as per the instructions contained in the Pamphlet
‘’Classification and Handling of Classified Documents 1966’’ and ‘’Military
Security Instructions’’. Completed CRs will be retained and maintained in the
custody of an officer as follows: -

(a) Original copies of the CRs will be forwarded to the concerned Record
Offices. These will be maintained and kept under the custody of an officer
nominated by the OIC Records.

(b) Duplicate copies of the CRs (applicable only to the Regiment/Corps

where the CRs are to be initiated in duplicate) will be maintained by the parent
units under the custody of an officer nominated by CO units.

Progress on Monitoring on Initiation of CRs JCOs/NCOs

47. Commanding Officers will submit a monthly report of Confidential Reports

of JCOs/NCOs, commencing from one month after the due date of their receipt in
the Record Offices, on the following format till all CRs are cleared: -

Category Due date Date of No of CRs Pending with

of Initiation of Due/Submitted Reasons (Attach
Initiation Progress Nominal Roll)
Report
(a) JCOs 01 Jun 31 Aug (To be submitted every 30 days,
(b) Havildars 01 Oct 31 Dec thereafter till all Confidential
(c) Naiks 01 Jan 31 Mar reports are cleared)

RESTRICTED
 RESTRICTED
477

48. The cases of JCOs/NCOs whose CRs are not received in the Record Offices
within the stipulated period will be reported to the higher authorities by the Record
Offices as under: -
(a) Immediate Formation Headquarters - 90 days after the due date of
initiation.
(b) Corps, Command and Line - 120 days after the due date of
initiation.
Directorate at Integrated Headquarters , Ministry of Defence (Army)

Monitoring of Movement of Confidential Reports

49. To avoid numerous career management problems to the JCOs/NCOs and to

the Record Offices and to ensure initiation/submission of CRs as per schedule, the
following will be strictly adhered to: -

(a) Form ‘’ Movement of ACR’’ will be placed on the top of each ACR.

(b) The IO will forward the CR to the RO for endorsement. The RO, after
endorsement, forward the CR to the concerned Record Office, before due date.
Reports required to be endorsed by the SRO will be forwarded to the SRO by
the RO, SRO will return the CRs for dispatching them to the Record Office.
Units will update their details regarding submission of ACRs to the Record
Offices.

(c) Record Offices will ensure that the CRs after receipt are thoroughly
checked and discrepancies, if any observed, rectified as early as possible in
consultation with the reporting officer(s).

(d) Cases of ACRs still outstanding from the units will be reported by the
Record Office to the higher formations as per Para 49 above.

CRs of TA JCOs/NCOs

50. Confidential Reports of the JCOs/NCOs of Territorial Army will be initiated

and completed in IAFI-1153/IAFI-1154, as applicable to JCOs/NCOs of the Regular
Army as under: -

(a) JCOs.

(i) Embodied for service vide - 01 Jun

Rule 21A and 23 of TA Rules 1948

(ii) Others (Part time) - On completion of annual training.

RESTRICTED
 RESTRICTED
478

(b) NCOs. Havildar Naik

(i) Embodied for service under -01 Oct 01 Jan
Rules 21A and 33 of TA Rules 1948
(ii) Others (Part time) - On completion of minimum 30
days of training or attending
minimum 30 days voluntary training
attachment
51. Confidential Reports in respect of JCOs and NCOs who are exempted from
attending or fail to attend the annual training or who attend annual training for less
than the minimum specified period, will not be initiated for that year. Names of such
JCOs and NCOs will be informed to the Record Offices concerned.

52. When the CR of a TA JCO/NCO is of an adverse nature, it will invariably be

brought to the notice of the Additional Director General, Territorial Army, through
the channel prescribed by the respective Directorate at Integrated Headquarters ,
Ministry of Defence (Army) before it is forwarded to the Record Office concerned.
Low and Below Average reports will be treated as Adverse Report. JCOs and NCOs
so graded will be warned of their shortcomings in writing and given necessary and
appropriate help and facilities to show them liable to the removed from service.
JCOs/NCOs who obtain Low/Below Average grading in the second successive year
may be removed from service after obtaining sanction of the competent authority in
the prescribed manner.

53. Instructions regarding completion of CR form in respect of TA JCOs/NCOs

will be the same as applicable to the JCOs/NCOs of the Regular Army.

CRs Not to be Revised or Returned

54. CRs once received in the Record Office and accepted as technically correct
will not be allowed to be revised and returned to the unit, IO, RO or SRO, as the
case may be for review or revision under any circumstances. There will be no
amendments, cuttings, erasures, over writing made to the CRs after they have been
received in the Record Offices, except where extracts of CR, signed by the ratee(s)
are received and then pasted in the CRs.

Disposal and Maintenance of CRs

55. The CRs duly completed, initiated and reviewed will be disposed off and
maintained as under: -

RESTRICTED
 RESTRICTED
479

(a) Upto the rank of NCO

(i) Where promotions and postings are centrally controlled by the

Record Offices, original copies of CRs will be forwarded to the
concerned Record Offices.

(ii) Where the promotions and postings are units based and are
controlled by units/regiments, original copies of CRs will be forwarded
to the concerned Record Offices and duplicate copies will be retained
with the parent units.

(b) On Promotion to JCO Rank

(i) Regiment/Corps where postings and promotions are centrally

controlled by the Record Offices, original CRs will be retained by the
concerned Record Offices.
(ii) Regiment/Corps where postings and promotions are controlled
by units, duplicate CRs will be retained by them for five years from the
date of promotion and thereafter, destroyed by burning after obtaining
clearance from the Record Offices. Original copies of CR will be
maintained by the Record Offices.

(c) On Becoming Non-Effective. Duplicate copies of CRs will be

destroyed by the units three months after the date of SOS of the individuals
after obtaining clearance from the Record Offices that original copies of all
CRs are held by them. A destruction certificate indicating period of reports
which are destroyed will be forwarded to Record Office for keeping with the
original copies of CRs. Duplicate copies of CRs in respect of personnel
dismissed / discharged on disciplinary or administrative grounds or whose
cases are sub-judice will not be destroyed. The same will be forwarded to
Record Office for filing with the original copies, so that in case of re-
instatement of the individual(s), if ordered, the CR can be returned to the
unit(s).
(d) Confidential Reports in respect of the following categories of JCOs
and NCOs will be retained by the Record Offices for so long as their service
documents are retained and will be destroyed thereafter :-

(i) Decorated JCOs and NCOs.

(ii) Outstanding sportsman of Services/National and International
level.

(iii) Dismissed by Court Martial.

(iv) JCOs/NCOs commissioned as officers.

RESTRICTED
 RESTRICTED
480

(e) Confidential Reports of JCOs and NCOs, other than those specified
above will be retained for a period of five years from the date of SOS and
destroyed thereafter.
Conclusion

56. Confidential Report of JCOs/NCOs is an important and vital document

affecting documentation, promotions, postings, extension of service, grant of
honorary commission/ranks, selection for commission as an officer, detailment on
courses, selection for deputation abroad and many other factors concerning their
career.

57. It is incumbent on the part of ratee and reporting officers to adhere to the
instructions contained in AO 1//MS/2002 in letter and spirit. Non compliance or
negligence on the part of ratee or reporting officers may render the report technically
invalid and affects service career of the ratee adversely. Therefore, reporting officers
will take due care to ensure correct filling, completion and submission of the reports
besides being fair, just impartial and objective in their assessment. It will also be
ensured by the reporting officers that the pen picture in the CRs is in consistence
with the figurative assessment and the overall grading.

Questions :-

1. What is the aim of Confidential Report ?

2. What are the forms to be used for initiation of CR in respect of JCOs and
NCOs ?
3. How many types of CRs initiated on JCOs/NCOs ? What are they ?
4. What is the periodicity for initiation of Annual Confidential Reports in
respect of JCOs, Havildars and Naiks ?
5. What is the periodicity for initiation of Early Confidential Reports in respect
of JCOs/Havildars/Naiks ?
6. When are the Delayed Confidential Reports are initiated ?
7. What are the occasions in which Adverse Confidential Reports are initiated
on JCOs and NCOs ?
8. What is the procedure for initiation of CRs of JCOs/NCOs on deputation in
India and in foreign countries /missions ?

RESTRICTED
 RESTRICTED
481

9. What is the procedure to process a CR when reporting officer is subject of a

disciplinary case ?

10. What are the organisations in which the CR earned by a JCO/NCO will be
treated as a Regimental Report ?

11. What are the organisation in which the CR earned by a JCO/NCO will be
treated as ERE Report ?

12. What is the marking system of Confidential Reports of JCOs and NCOs ?

RESTRICTED
 RESTRICTED
482

ADM (A)- 20

PROMOTION AND APPOINTMENTS : JCOs/OR

References : (a) SAO 8/S/78.

(b) AO 45/80, AO 27/84& AO 3/89.

(c) AI 84/68.

Appointments

1. The following appointments are made in the Army :-

(a) Unpaid Lance Naik (UP L/Nk).

(b) Lance Naik (L/Nk).

(c) Lance Havildar (L/Hav).

(d) Company Havildar Major (CHM)/ Company Quartermaster Havildar

(CQMH).

(e) Battalion Havildar Major(BHM)/Battalion Quartermaster Havildar

(BQMH).

(f) Naib Subedar Adjutant (NSA)/Subedar Adjutant (SA) (Carry no

appointment pay but the appointments are published in Part II Orders).

(g) Naib Subedar/Subedar Quartermaster (SQM).

Promotion

2. The advancement in rank and status is called promotion which may be acting,
substantive or time scale :-

(a) Sepoy or Lance Naik to Naik/Lance Havildar.

(b) Naik to Havildar.
(c) Havildar to Naib Subedar.
(d) Naib Subedar to Subedar.
(e) Subedar to Subedar Major.

RESTRICTED
 RESTRICTED
483

Conditions for Appointments

3. There are no hard and fast rules for the appointments with the exception of the
following conditions for the appointment of UP L/Nk, L/Nk, or Acting L/Nk :-
(a) Must be a trained soldier, one should have achieved the lowest class of
ones group/category.
(b) Must have passed Map Reading Standard vide SAO 8/S/78 as
applicable.
(c) Must be attested.
4 Conditions for holding the unpaid appointment for 28 consecutive days will
apply in all cases of appointments except those mentioned at 1 (a), (f) and (g) above
(AI 84 /68 refers).
Conditions for Promotion
5. The conditions for promotion to various ranks are as under :-

(a) Naik to Havildar

(i) 5 years minimum service

(ii) Promotion test vide AO 45/80 as amended vide AO 3/89.
(iii) Map Reading Standard vide SAO 8/S/78
(iv) ACR criteria as laid down by AG,Integrated Headquarters ,
Ministry of Defence (Army) from time to time
(v) Classification NPC – One below the highest class of his group.
(vi) Medical Category SHAPE -I or BEE., Battle casualties CEE.
(b) Havildar to Naib Subedar.
(i) 10 years minimum service.
(ii) Promotion test vide AO 45/80.
(iii) ACR criteria as laid down by AG’s Branch Integrated
Headquarters , Ministry of Defence (Army).

(iv) Map Reading Standard vide SAO 8/S/78.

(v) Classification under NPC- Highest class of his group.
(vi) Maximum service 24 years(extendable by 2 years by screening).
(vii) Maximum age 44 years in case of GD trade NCOs and 46 years
in case of Clerk and Store Keeper trade NCOs.
(viii) Medical category SHAPE-I, or BEE. Battle casualties’ CEE.

RESTRICTED
 RESTRICTED
484

6. In the case of Band Masters promotion, they should have undergone potential
Band Course at AEC Centre and College, Pachmarhi.
7. Vide Government of India, Ministry of Defence letter No
A/16099/Policy/AG/PS2 (c)/2085/S/D(AG) dated 16 Dec 78, the service and age
limit for promotion to GD JCO rank has now been raised to 26 years and 44 years
respectively. The age and service limit for clerks and store keepers remains
unchanged viz 26 years service and 46 years of age for Clk (SD), must have
qualified on NCO Clerk Course conducted at Clerks Training School of respective
Regimental Centres.
8. The condition of holding the unpaid appointment/rank for 28 consecutive
days vide AI 84/68 will apply in all cases of paid acting promotion. Period of
casual leave and course less than ten weeks duration will count as duty for the
purpose of 28 consecutive days.
Publication of Casualties.

9. All casualties of unpaid appointment/promotion are published in Unit

Part I Orders. These are also required to be published in Unit Part II Orders, on
fulfillment of the condition laid down in AI 84/68.
Accelerated Promotion to Acting Ranks.
10. Individual who fulfill any of the following conditions may be considered
for out of turn promotion to one rank higher provided they are fully qualified for
such promotion :-
(a) Recipients of gallantry and distinguished service award.
(b) Personnel whose devotion to duty or work is recognized to be an
outstanding nature.
Time Scale Promotion.
11. In accordance with Government of India, Ministry of Defence letter No
15(1)/83/D(AG) dated 28 Jul 84, every soldier on completion of the following limits
will be granted time scale promotion whether or not he is qualified for next
promotion :-
(a) Appointment of - Sepoy not granted the appt of L/Nk due to any
Lance Naik reason will be appointed L/Nk(TS) three years
before completion of the period of engagement.
(b) Promotion of - Sepoy and TS L/Nks not granted the rank of Naik
(TS) due to any reason (Substantive) will be

RESTRICTED
 RESTRICTED
485

granted promotion to the rank of Naik (TS) one

year before completion of period of engagement.
12. Terms. Time scale promotion will be governed by the terms of engagement
as applicable to Sepoys and retire on completion of terms of engagement. But they
can be granted extension vide para 146 of Regulations for the Army 1987. Naik
(TS) will have the reserve liability vide AI 1/S/76.

13. Such promotions will be over and above authorised establishment of the unit.
14. Pay and Allowances. They will get pay and allowances of L\Nk or Naik of their
trade less Rs 1/-. Pension is also paid of the rank less Rs 1/-.
15. Criteria. No educational, medical, discipline or ACR criteria are applicable
to Time Scale promotions.
16. Regular Promotion. No bar on regular promotion to TS provided they are
fit and promoted before retirement.
17. Discipline. L/Nk is an appointment for the purpose of AA Sec 80 and
powers can be exercised as such. Nk is a substantive promotion. Provision of AO
190/73 will apply this case.
Substantive Promotion
18. Substantive quota is allotted by Government to Integrated Headquarters ,
Ministry of Defence (Army), who in turn sub allots to each Regiment/Corps
Records Office and the grants of substantive ranks of NCOs are notified in Part II
Orders by Records Office in case of those centrally controlled and by units in cases
the quota of substantive ranks structure has been allotted to units. The casualty of
grant of substantive JCOs ranks is notified in Gazette of India and only then it is
published in Part II Orders with the exception of promotion to the rank of Nb Sub
which may be published in Part II Orders, on approval of the OIC Records subject to
confirmation in the Gazette of India.
19. The physical presence of the individual is not necessary for the grant of
substantive rank of NCO/JCO except in the case of Nb Sub, in which case a
Havildar’s, physical presence to presence the duties of a Nb Sub is necessary before
he is promoted.
AO 229/73
Reversion/Relinquishment of Acting Ranks

20. Reversion of JCOs and NCOs holding acting ranks being absent from duty
including AWL in the circumstances mentioned in para 51 to 52, Pay and
Allowances Regulations JCOs/OR will be carried out by unit and casualties
published from the first day of overstayal/absence. It warranted, overstayal can be
regularised vide Rule 6 (d)(ii) of Leave Rules and relinquishment of acting rank will
be restored.

RESTRICTED
 RESTRICTED
486

21. Relinquishment of paid acting rank/appointment under AI 84/68 and disposal

of disciplinary action against individual, who overstay leave will be as under :-

(a) Acting NCO will relinquish the acting rank.

(b) The act of overstayal is treated as an offence if committed by the

individual as an NCO.

(c) When disciplinary proceedings are taken in hand, the rank of the
accused would be his substantive rank. He will be arranged and punished in
that rank. The punishment will be subject to provisions of AA Section 81 (4).

Repromotion of NCOs After Reversion of Disciplinary Grounds or Due to

Overstayal of Leave and Absence Without Leave

22. If reverted under any Section of the AA, the promotion cannot be made till
elapse of 12 months from the date of the award.

Reversion/Repromotion Due to Hospitalisation

23. JCOs/NCOs reverted to lower ranks under Para 2 (g) of AI 84/68 for having
remained in hospital due to sickness, exceeding 2 months, not due to their own fault
may on assuming duties be re-promoted subject availability of vacancies with
presumption seniority without effect on pay and allowances from the date of their
original promotion to that rank. Recommendations for such promotions are to be
forwarded by units to Records Office.

24. Assured Career Progression Scheme (ACP) wef 07 Aug 2003. Sepoy will get
the Pay Scale of Naik after 10 years of Service if not promoted and Naik will get the
Pay Scale of Hav after20 years of Service if not Promoted.

Auth : ADP (Pension/Services) Integrated Headquarters , Ministry of Defence

(Army) letter No 13/33513/ACP/AG/PS-2(c) dt 29 Sep 2003.

Questions :-

1. What are the various appointments which are made in the Army ?
2. What is promotion ? What are the various promotions made in the Army ?
3. What are the conditions for appointments ?
4. What are the conditions for promotion to the ranks of Hav and Nb Sub ?

RESTRICTED
 RESTRICTED
487

ADM (A)- 21

MODIFIED ASSURED CAREER PROGRESSION SCHEME

(MACP) FOR THE JCOs/OR

Ref :- (a) SAI 1/S/2008.

(b) Govt of India, Min of Def letter No 14(1)/99-D (AG) dt 30 May 2011.

1. The Sixth Central Pay Commission in Para 2.3.34 of its report, has recommended
modified Assured Career Promotion Scheme (MACPS). As per the recommendations
financial up-gradation will be available will be next higher grade pay whenever a PBOR
has completed 10 years continuous service in the same grade. However, not more than two
financial up-gradations shall be given in the entire career, as was provided in the previous
scheme.

2. The Government has considered the recommendations of the Sixth Central Pay
Commission for introduction of Modification Assured Career Progression scheme
(MACPS) and has accepted the same with further modification to grant three financial up-
gradation under the MACPS at intervals of 8, 16, 24 years of continuous regular service.
The special Army Instruction 1/S/2008 dt 11 Oct 2008 in Para 15 thereof lays down the
basic parameters in this regard.

3. The scheme would be known as “MODIFIED ASSURED CARER PROGRESSION

SCHEME (MACPS) FOR THE PERSONNEL BELOW OFFICER RANK IN INDIAN
ARMY.” This scheme is in supersession of previous ACP Scheme. The details of the
MACP Scheme ad condition for grant of the financial up-gradation under the Scheme are
given Annexure-1 of Govt of India Min of Def letter No 14(1)/99-D (AG) dt 30 May 2011.

4. The existing system of promotions will continue hitherto as applicable. A PBOR

granted MACP will also continue to considered for promotion as per existing norms and
vacancies.

5. Applicability. The scheme would be operational wef 01 Sep 2008. In other

words, financial up-gradation as per the provisions of the earlier ACP Scheme (of August
2003) would be granted till 31.08.2008.

6. Financial Upgradation on ACP. There shall be three financial upgradations

under the MACP, counted from the direct entry grade on completion of 8, 16 and 24 years
service respectively. Financial upgradation under the Scheme will be admissible whenever
a person has spent 8 years continuously in the same grade pay MACP will imply a min incr
of 3% of total pay (incl Grade Pay, ‘X’ Gp Pay where applicable) applicable to the rank in
r/o which MACP is being granted.

RESTRICTED
 RESTRICTED
488

7. Stepping up of Pay. No stepping up of pay in the pay band or grade pay

would be admissible with regard to junior getting more pay than the senior on account of
pay fixation under PACP Scheme.

8. The MACPS envisages merely placement in the immediate next higher grade pay in
the hierarchy of the recommended revised pay bands and grade pay as given in SAI
1/S/2008.

9. Benefit of pay fixation available at the time of regular promotion shall also be
allowed at the time of financial upgradaion under the Scheme. Therefore, the pay shall be
raised by 3% of the total pay in the pay band and the grade pay drawn before such
upgradation. There shall, however, be no further fixation of pay at the time of regular
promotion if it is in the same grade pay as granted under MACPS. However, at the time of
actual promotion if it happens to be in a post carrying higher grade pay than what is
available under MACPS, no pay fixation would be available and only difference of grade
pay would be made available. To illustrate, in case a PBOR joins as a direct entry Sep in
the grade pay of 2000 in PB-1 and he gets no promotion till completion of 8 years of
service, he will be granted financial upgradation under MACPS in the next higher grade pay
Rs 2400 and his pay will be fixed by granting him one increment plus the difference of
grade pay (i.e Rs 400). After availing financial upgradation under MACPS, if the PBOR
gets his regular promotion in the hierarchy of his cadre, which is to the grade of Rs 2800, on
regular promotion, he will only be granted the difference of grade pay between Rs 2400 and
Rs 2800. No additional increment will be granted at this stage.

10. Promotion earned/upgradation granted under the MACP Scheme in the past to those
grader which now carry the same grade pay due to merge of pay scales/upgradations of
posts recommended by the Sixth Pay Commission shall be ignored for the purpose of
granting upgradations under Modified ACPS.

11. Effect on Rank/Status. On grant of financial upgradation under the scheme,

there will be no change with regard to designation wearing of rank badges, employability
and re-engagement criteria/limits, which will continue to the governed by the actual rank,
held by the PBOR. However, financial benefits liked to pay would be admissible, viz
Family Accommodation Allowance, Transport Allowance, Travel Entitlements and
Terminal benefits etc.

12. The MACPS contemplates merely placement on personal basis in the immediate
higher Grade Pay/grant of financial benefits only and shall not amount to actual/ functional
promotion of the PBOR concerned.

13. Financial upgradation under the MACPS shall be purely personal to the PBOR and
shall have no relevance to his seniority position. As such, there shall be no additional
financial upgradation for the senior PBOR on the ground that the junior PBOR in the grade
has got higher pay/grade pay under the MACPS.

14. Terminal Benefits. Pay drawn in the pay band the grade pay allowance
under the MACPS shall be taken as the basis for determining the terminal benefits in
respect of the retiring PBOR.

RESTRICTED
 RESTRICTED
489

15. If a PBOR, who was not covered under the MACP Scheme has now become entitled
to say third financial upgradation directly, having completed 24 years regular service, his
pay shall be fixed successively in next three immediate higher grade pays in the hierarchy
of revised pay band and grade pays allowing the benefit of 3% pay fixation at every stag.
Pay of persons becoming eligible for second financial upgradation may also be fixed
accordingly.

16. PBOR on deputation need not revert to the parent Department i.e Army for availing
the benefit of financial upgradation under the MACPS. They may excise a fresh option to
draw the pay in the pay band and the grade pay of the post held by them or the pay plus
grade pay admissible to them under the MACPS, whichever is beneficial.

17. Screening. Screening will be done for grant of MACP by a committee/bd to

comprise of a min of a presiding offr (who should be Commissioned Officer) and two
members. Members to be a min of one rank higher than the highest rank of which MACP is
being considered and the presiding ofr to be min one rank higher that the members.
Promotion bds should also screen indls for MACP Screening bds in r/o centrally controlled
cats will be verified by OIC Records. In any case, the first Screening Committee must
submit its proceedings within one month of receipt of this Adm instrs Service pers on ERE,
staff etc will be granted MACP in situ.

18. Discp Criteria. Discp criteria applicable for promotion will also apply for MACP up-
gradation. Thus at the time of MACP up-gradation, an individual should meet discp criteria
for promotion laid down vide letter No B/33513/AGPS-2(c) dt 1 Oct 1997 as amended from
time to time.

19. Effect of Refusal of Promotion. If an indl refuses promotion, MACP will

also denied. If an indl refuses promotion after MACP, earlier MACP will not be
withdrawn. However, he will not be eligible for further MACP. If he again accepts
promotion, MACP will also be deferred by the period of debarment due to refusal.
Willingness for promotion will be assumed unless an indl states he is unwilling.

20. Effect of Med/ACR Criteria. There will be no Med/ACR/passing of promotion

cadre criteria stipulated for MACP.

21. It is clarified that no past cases would be re-opened. Further, while implementing
the MACP Scheme, the differences in pay scales on account of grant of financial up-
gradation under the old ACP Scheme (of August 2003) and under the MACP Scheme
within the same cadre shall not be construed as an anomaly.

22. Illustrations. The benefits to be accrued to PBOR on implementation of

MACP granted vide Govt of India MoD letter No 14(1)/99-D (AG) dt 30 May 2011 are
explained in the following illustrations

(a) The three financial upgradations under the MACP will be to the grade pay of
following ranks based on direct entry grade :-

RESTRICTED
 RESTRICTED
490

Ser Entry Type 1st MACP to 2nd MACP to 3rd MACP to

No Grade Pay Grade Pay Grade Pay
1. Direct Entry Sep 2400 2800 4200
2. Direct Entry Hav 4200 4600 4800
3. Direct Entry Nb Sub 4600 4800 5400 in PB-2

(b) Any direct entry PBOR who does not get promoted and remains in the same
grade pay for a period of 08 years from last promotion, will be given financial
upgradation to next higher grade pay which one increment @ 3% of Pay in Pay
Band, Grade Pay and Gp ‘X’ pay (wherever applicable).

(c) Illustration I. A Sep meeting criteria will be granted MACP of Nk after

08 years of service in the same grade pay and will be granted promotion increment
of 3% and grade pay of a Nk. However, he will not be entitled to wear Nk’s stripes
and his terms of engagement will remain unaltered. If promoted to select Nk at 10
yrs of service he gets no further benefits in terms of promotion increment and grade
pay. However being a select Nk he wears rank of Nk and his service gets extended
to 22 yrs.

(d) Illustration II. A Sep in receipt of MACP of a Nk or a select Nk,

meeting criteria will be granted MACP of Hav after 8 years continuous service in
the same grade pay of 16 years of service whichever is earlier a bd will be granted
promotion increment of 3% and grade pay of a Hav. He will not be entitled to wear
Hav’s stripes and Gp ‘X’ pay (wherever applicable).

(c) Illustration I. A Sep meting criteria will be granted MACP of Nk after

08 years of service in the same grade pay and will be granted promotion increment
of 3% and grade pay of a Nk. However, he will not be entitled to wear Nk’s stripes
and his terms of engagement will remain unaltered. If promoted to select Nk at 10
yrs of service he gets no further benefits in terms of promotion increment and grade
pay. However being a select Nk, he wears rank of Nk and his service gets extended
to 22 yrs.

(d) Illustration II. A Sep in receipt of MACP of a Nk or a select Nk,

meeting criteria will be granted MACP of Hav after 8 years continuous service in
the same grade pay or 16 years of service which is earlier and will be granted
promotion increment of 3% and grade pay of a Hav. He will not be not be entitled
to wear Hav’s stripes and his terms of engagement will remain unaltered i,e, even
after grant of MACP of the rank of a Hav a Sep (Gp-I) will retire at 17/19 years of
service and Sep (Gp-II) will retire at 20/12 years of service. A select Nk will retire
at 22/24 years f service. However, as per provisions for Time Scale Rank AO
promulgated vide letter No 91844/SCR/AG/PS-2(c) dt 10 Oct 1984. A Sep, who did
not earn any promotion, would be entitled to Nk’s pay and stripes after 16 yrs of
service. Since he is already in receipt of Nk’s pay and would now be entitled to
Hav’s pay, suc indls may be permitted to wear stripes of Nk on completion of 16 yrs
of service and draw MACP pay of Hav His terms of engagement will however
remain unaltered.

RESTRICTED
 RESTRICTED
491

(e) IIIustration III. ‘Remustered Havs join in direct entry grade of Sep.
Since regular service for the purpose of MACP shall commence from, the
commence from, the date of joining of a post in direct entry grade (i.e. Sep). Such
remustered Havs would deem to have earned a promotion Hence they would be
entitled to the balance two MACPs, If however. They have availed MACP of Nk or
promoted to select Nk prior to remustering as Hav they would be entitled to only the
third MACP Similar provisions would apply to a remustered JCO.

(f) IIIustration IV . Direct entry Havs and JCOs join service in the
particular grade Hence they would be entitled to three MACPs available under the
scheme as regular service for the purpose of MACP shall commence from the date
of joining of a post in direct entry grade.

(g) IIIustration V. A Sep gets MACP of Nk at 08 yrs of service if

promoted to select Nk at 10 yrs service. He gets no further benefits However, being
a select Nk, he wears rk and his service gets extended to 22 yrs.

(h) If a Sep in PB-1 in the grade pay of Rs 2000 gets his first regular promotion
to the rank of Nk in the PB-1 in the Grade pay of Rs 2400 on completion of 5 years
of service and then continues in the same Grade Pay for further 8 years without any
promotion then he would be eligible for 2 nd up gradation under the MACPS in the
PB-1 in the Grade Pay, of Rs 2800 after completion of 13 years (5+8 years)

(j) In case he does not get any promotion there after then he would get 3 rd
financial upgradation in the PB-II in Grade Pay of Rs 4200 on completion of further
8 years of service i.e after 21 years (5+8+8).

23. FAQs. Frequently Asked Questions on Modified Assured Career

Progression Scheme (MACPS) is appended as Appx ‘A’.

RESTRICTED
 RESTRICTED
492

Appx ‘A’
(Refer Para 23)

FREQUENTLY ASKED QUESTIONS (FAQ) ON MACPS

Ser Points (Query) Clarifications

No
1. What is Modified Assured Career The MACP Scheme for JCOs/OR of Army is in
Progression Scheme (MACPS)? supersession of earlier ACP Scheme. Under the
MACP Scheme three financial Up-gradations are
allowed on completion of 8, 16, 24 years of
regular service, counted from the direct entry
grade. The MACPS envisages merely placement
in the immediate next higher grade pay as given
in SAI 1/S/2008 read with Govt of India Min of
Def letter No 14(1)/99-D (AG) dt 30 May 2011.

2. From which date the MACPS is The MACPS is effective wef 01 Sep 2008 or on
effective ? completion of 8, 16, 24 years of continuous
regular service, whichever is later, Financial
upgradation will also be admissible whenever a
person has spent 8 years continuously in the
same grade pay.
3. Who are entitled for financial The MACPS is applicable to all JCOs/OR of the
upgradation under the MACPS ? Army.
4. Whether Pay Band would be Yes.
changed at the time of grant of
financial upgradation under
MACPS.
5. How will the benefits of ACP be The revised pay structure has been changed wef
granted if due between 01 Sep 01 Sep 2006 and the benefits of ACPS have been
2006 and 31 Aug 2008. allowed till 31 Aug 2008. Hence, the benefits of
revised pay structure would be allowed for the
purpose of ACPS.
6. Whether designation, There shall be no change in the designation,
classification or higher status classification or higher status on grant of
would change on account of financial upgradation under MACPS, as the
financial upgradation under upgradation under the Scheme is purely personal
MACPS. and merely placement in the next higher grade
pay.
7. It a financial upgradation under Yes. This would have consequential effect on
the MACPS is deferred due to the the subsequent financial upgradation which
reason of the employees being would also get deferred to the extent of delay in
‘unfit’ or due to departmental grant of financial upgradation.
proceedings, etc, whether this

RESTRICTED
 RESTRICTED
493

would have consequential

financial upgradation.
8. Whether the stepping up of pay No stepping up of pay in the pay band or grade
would be admissible if a junior is pay would be admissible with regard to junior
getting more pay than the senior getting more pay than the senior on account of
on account of grant of financial pay fixation under MACPS (Para 6 of GOI,
upgradation under MACPS. MoD letter No 14(1)/99-D (AG) dt 30 May
2011.

9. If a regular promotion has been If a regular promotion has been offered but was
offered but was refused by the refused by the Government employee before
employees before becoming becoming entitled to a financial upgradation, no
entitled to a financial upgradation financial upgradation shall be allowed. He shall
under the MACPS, whether not be eligible to be considered for further
financial upgradation shall be financial upgradation till he agres to be
allowed to such a Government considered for promotion again and the next
servant. financial upgradation shall also be deferred to the
extent of period of debarment due to the refusal
(Para 19).

10. Promotion of Tdn is upto Hav Tdn are auth to be granted rank of Hony Sub. In
only. Whether a tdn can be view of this, grant of MACP OF Nb Sub to tdn
granted MACP of Nb Sub. be considered.

11. Whether MACP can be granted to Provisions of SAI 1/S/2008 apply to DSC Pers as
DSC Pers, based on Adm Instr well. As such MACPS can be granted based on
issued by PS Dte. Adm Instrs issued by PS Dte.

12. Whether MACP is applicable to Provisions of SAI 1/S/2008 apply to DSC Pers as
TA Pers. well. As Well As such MACPS can be granted
based on Adm Instrs issued by PS Dte.

13. Whether educational No Adm Instrs have laid down only discp
qualifications and trade criteria.
classification reqd or select Nk,
Hav and Nb Sub will also be
applicable for MACP of the pay
of the rank of Nk, Hav and Nb
Sub respectively or otherwise.

14. Whether passing JLPT exam -do-

mandatory for select Subedar will
also be mandatory for MACP of
pay of the rank of Sub or
otherwise.

15. Whether PBOR unwilling to Passing promotion cadre is mandatory for

attend Promotion Cadre will also promotion, As such unwilling to attend

RESTRICTED
 RESTRICTED
494

be eligible for MACP promotion cadre amount to unwillingness/refusal

upgradation or otherwise to promotion. The individual in unwillingness
cert should state that he is unwilling for
promotion this time As per Para 19 his earlier
MACP will not be affected by instant refusal but
he will not be affected by instant refusal but he
will not be eligible for further MACP unless he
again accepts promotion.

16. As per the orders on the subject, Yes, as they serve beyond laid down service
PBOR enrolled on 2nd or limit.
thereafter retire on last day of the
month. Thus Nk with 2 years exth
and Hav without extn, 24 yrs and
few days of physical service.
Hence whether Nks with extn of
02 yrs and Hav without extn of
02 yrs, who serve 24 yrs and few
days service will also eligible for
MACP upgradation or otherwise.

17. Whether MACP will be Yes, MACP is distinct from Hony rank. Whereas
applicable to Havs gtd Hony Nb Hony rk entitles use of rk, MACP does not.
Sub on retirement or otherwise. Grant of Hony Nb Sub is only after retirement.
However MACP to Nb Sub will be granted.
While the indl is still in service Hence, MACP of
Nb Sub where eligible, should be granted at the
appropriate service, irrespective of the fact
whether a Hav is granted/not granted rank of
Hony Nb Sub post retirement.

18 Whether MACP In respect of RT Screening for grant of MACP is to be done at

JCOs Will be carried out in unit level and to be approved at MP-8 (I of R)
Records office or at IHQ of MoD (Para 20)
(Army).

19. Format of screening board Bd proceedings should meet laid down

proceeding for grant of MACP parameters.
has not been provided.

20. Whether Nks and Havs who are MACP is applicable with effect from 01 Sep
reqd to be upgraded to MACP I 2008 As such indls completing 8, 16 and 24 yrs
and MACP II from retrospective of service as on 01 Sep 2008 will be entitled to
date on completion of 08 yrs and the next higher rank of MACP (Para 15).
16 yrs of their service we 01 Sep
2008 and eligible for MACP for
the intervening period?

RESTRICTED
 RESTRICTED
495

21. (a) The retrospective date/ date

Rejection of MACP on the grounds that indl is
being prior to promotion date already drawing pay of regular Nk/Hav is
(intervening period) ARPAN incorrect. To illustrate, an indl may be entitled to
does not accept. MACP Nk on 01 Sep 2008. He became a select
Nk on 01 Jul 2009 and accordingly his pay and
(b) Also PAO (OR) EME allces in the higher rank became effective from
rejects the MACP due to indl that date However the indl was entitled to the
already drawing pay of regular financial benefits from 01 Sep 2008 Denial of
Nk/Hav. MACP would amount to not granting the
financial benefits for intervening period The
software package needs to be updated
accordingly.

22. Promotion in respect of Religious Screening should be done by unit and approved
Teachers controlled by DDG MP- by MP-8 Pt II Order will be published by Unit
8(I of R), I HQ. MACP of RT /Records Office concerned.
JCOs be pub by Records or by
IHQ ?

23. Remustered Havs (from Sep as MACP does not imply change in rank and
direct entry grade) are deemed to seniority. It is only financial upgradation, which
have got one promotion i.e. Hav, is purely personal to the employee having no
so they are entitled for MACP II relevance to his seniority position. As such there
(Nb Sub), MACP III (Sub), shall be no additional financial up-gradation for
whereas direct entry Hav junior senior employees on the ground that the junior
to remustered Havs are entitled employee on the grade has got higher pay/grade
MACP-III (as Sub Maj) also. pay under MACP it is further clarified that while
Similarly, a Nk/Hav remustered implementing MACP scheme, the differences in
to Hav (PA) gets only 3rd MACP pay under MACP. It is further clarified that
of Nb Sub on completion of 24 while implementing MACP scheme, within the
yrs of same cadre shall not be
service whereas a Sep remustered construed as an anomaly Similarly pay
to Hav (PA) gets 2nd MACP of difference due to remustering from one trade to
Sub after completion of 24 yrs of another viz from be Clk (GD) or (SD) to Hav
service. Thus the junior will draw (PA) cadre shall not be construed as an anomaly
more pay in service. as Hav (PA) has different pay scale than Clk
(SD) or Clk (GD) and the personnel remustered
from any rank to Hav (PA) is granted the rank of
Hav (PA) on remustering in the pay scale
applicable for Hav (PA).MACP is financial up-
gradation granted in lieu of promotion.
Therefore, a Sepoy who gotonly one promotion
on remustering to Hav (PA) is entitled to 2nd and
3rd MACP within specified period of 16 and 24
hors of service provided he does not get any
further promotion. However, a Nk remustered to
Hav (PA) already had two promotions As such
both Nk/Hav remustered to Hav (PA) already

RESTRICTED
 RESTRICTED
496

had two promotions and therefore is entitled to

only 3rd MACP after 24 yrs of service or 8 yrs in
the same grade pay whichever is earlier
provided he does not get further promotion.
However, a Hav remustered to Hav (PA) will
carry his seniority in Hav rank (from the date of
promotion) and will be considered for next
promotion to the rank of Nb Sub accordingly
before the pers remustered from Sep/Nk to Hav
(PA) whose seniority will be fixed from the date
of promotion to Hav (PA) rank on remustering.

24. Whethereducational qualification No

i. e. ACE, as applicable for regular
promotion are also reqd for grant
of MACP I, II 7& III ?
25. Those who are unwilling or Absence without leave merits punishment which
temp/permt absent for promotion may debar MACP See ser 6 for unwilling for
cadre course are eligible for grant promotion cadre.
of MCACP as applicable?
26. Whether Hav who completed 24 A Hav is entitled to grant of 3 rd MACP on
yrs service and not granted extn of completion of 24 yrs of service However, if the
service are eligible for 3rd MACP. individual is born on 1st of a month, he will
retire on last day of the previous month,
Similarly if individual is born on last day of the
month, he will retire the same day in both the
above eventualities, a Hav will retire
immediately after completing 24 yrs of service
and hence will not be eligible for grant of
MACP. However, an individual born on or after
2nd of the month and before last day of the
month will be entitled to grant of MACP of Nb
Sub, as he will continue in service after 24 yrs
till his retirement.

RESTRICTED
 RESTRICTED
497

ADM(A)-22
REPORTING OF CASUALTIES
Reference : (a) SAO 6/S/2000.
(b) AO 1/2003/MP (Reporting of Physical and Battle Cas).
1. Serving soldiers who during the course of their service become separated
from their units are deemed to have become a causality and furnishing of particular
of NOK.
Types of Casualties.
2. Physical Casualty. (Including those sustained in Aid to Civil Power on IS
duties and fighting against armed hostilities). It includes dies or killed, seriously or
dangerously ill, wounded or injured (including self-inflicted) and missing.
3. Battle Casualties. (Including direct or indirect enemy air raids encounter with
troops or Armed personnel or Border Police foreign Country or during fighting with
peace keeping forces abroad under Government Orders, accidental injuries or death
in action in an operation area accidents not in the proximity of the enemy sustained
by fixed operation (like mines, booby traps, barbed wire or any other obstacles) laid
for defence. When the troops are on duty and not to be blamed irrespective of places
of occurrence. It does not include the personnel on training but must be within the
time frame laid down by the Government. Saboteurs will be taken as enemy for the
purpose Battle Casualty. Encounters with Border skirmishes with neighboring
countries in peace time, accidents due to floods, avalanches, land slides and cyclones
or drowning in a river while crossing at the time operational duties/movements
against the enemy forces will be treated as Battle Casualty. It includes killed in
action dies and wounds or injuries or wounded or injured excluding self-inflicted and
missing.
4. Battle Accidents. Occurred in operational area during the period of active
hostilities but not in the proximity to the enemy except those mentioned under Battle
Casualties.
5. For definition of operational area, active hostilities proximity to enemy,
Officer Commanding and Record Office, may refer to SAO 6/S/2000.
Reporting of Battle Casualties and Battle Accidents.
6. All above casualties will be reported by the units as under : -
(a) An OP IMMEDIATE signal with RESTRICTED security
classification, giving battle figures of JCOs/OR/Civilians casualties and
personal details of officers cas.

RESTRICTED
 RESTRICTED
498

(b) An OP IMMEDIATE signal with security classification

RESTRICTED to concerned Record Office, giving No, Rank and Name of
JCOs/OR/Civilians killed in action.

(c) A follow up nominal roll to support the figures reported by sub para (a)
and (b) above.

7. No Separate casualty return will be initiated by units. Appendix `D’ to SAO

6/S/2000 be referred for specimen.

8. The battle casualties’ reports are addressed to the following: -

(a) Integrated Headquarters , Ministry of Defence (Army) (AG/Org) 3 (d).

(b) Integrated Headquarters , Ministry of Defence (Army) EDP Centre
(c) Intermediate formation headquarters, if directed.
(d) Record Office concerned.
(e) Advance Reinforcement and Casualty Section, if set up.
9. Reports will be initiated at 0001 h daily to cover last 24 hours. Nil reports are
not required. Battle Casualty reports will be serially numbered in originators
numbers message form. Separate originator number will not be given. Personnel
to shown missing must be pertaining to period extending from last 24 to 96 hours
period.

10. The following paragraphs will be used for preparation of the signal message :-

(a) ALFA - JCOs- KILLED/WOUNDED/MISSING.

(b) BRAVO – OR - KILLED/WOUNDED/MISSING.
(c) CHARLIE - OFFICERS WOUNDED.
(d) DELTA - OFFICERS KILLED
(e) ECHO - OFFICERS MISSING
(f) FOXTROT - CIVILIANS
(g) GOLF - Changes for previous reports, if any with details.
giving ref of basic Battle Casualty Report.
Appx ‘D’ to SAO 6/S/2000

11. The following codes in Appx `E’ to SAO 6/S/2000 (Nominal Roll of Battle
Casualty) to be forwarded within 72 hours of the forwarding of AFBC (1) will be
issued :-

RESTRICTED
 RESTRICTED
499

(a) K for Killed

(b) M for Missing
(c) W for Wounded
Para 39 to SAO 6/S/2000

12. Causes of Casualty will be one of the following :-

(a) Enemy Fire.
(b) Enemy Shelling.
(c) Mine Blast.
(d) Accidental death/injury.
(e) MT Accident
(f) Enemy Air action.
Appx `J’ to SAO 6/S/2000

13. Intermediate Formation headquarters will not initiate consolidated reports of

subordinate units, but will send reports of the personnel on the posted strength of
their headquarters only. In addition, hospitals will initiate AFBC-3 at Appendix `F’
to the SAO 6/S/2000 for all admission/transfer/ discharges pertaining to Battle
Casualties to the following every Saturday: -

(a) AG’s Branch Org 3 (d) (Part I only).

(b) EDP Centre, Integrated Headquarters , Ministry of Defence (Army)
( Part I & II).
(c) Concerned Record Office (Part II only).

14. On receipt of info the Record Office will publish a distinctive series of BC
Part II Orders as per format as Appx `C’ to the SAO 6/S/2000 on AFBC 2 and the
change in states of casualties recorded from hospitals. NOK will also be informed
by the Record Office.

15. EDP Centre will maintain files both on collective figures and detailed info
based on AFBC 1, 2, & 3 received from various sources as above and will also
generate draft Part II Orders of officers.

16. Letters of Condolence will be issued as per Para 51 to 56 of SAO 6/S/2000.

The wording given in the specimen may be changed suitably by the officer sending
the letters.

RESTRICTED
 RESTRICTED
500

17. On presumption of a death of a missing personnel, a letter as per Appendix

`N’ to SAO 6/S/2000 will be sent by the OC unit and death certificate issued by
authorities mentioned therein.

Reporting of Physical Casualties

18. Physical casualty will be intimated by the units immediately on occurrences

to the following by the OP IMMEDIATE signal except of JCOs and OR on DI/SI
lists, which will not be reported to (b) below :-

(a) Record Office concerned.

(b) Integrated Headquarters , Ministry of Defence (Army) AG’s Branch
Org 3 (d).
(c) State Zila Sainik Boards.
19. Death casualty of officers will be forwarded to CDA (O) and CDA (P).
Appendix `B’ to SAO 6/S/2000 be used for specimen of signal message. A detailed
report in the form of an OP IMMEDIATE letter will be sent for all concerned.

20. Medical units will send reports on DI/SI cases the Record office, NOK and
the parent units by OP IMMEDIATE signal. Follow up reports will be sent as stated
in the SAO 6/S/2000. Tele contact No of the NOK intimated in the intial report.

21. Serious accidents and incidents of Public interest like railway disasters, air
crashes, riots etc are also reported to Command Headquarters and Armed Forces
Information Officer, Ministry of Defence, New Delhi.

22. No person other than the authorised officer will send any private
communication to the NOK, except conveying the condolences in a normal manner.
Intimation to Press will not be given except through recognised channels.
Missing Personnel

23. A person can be reported missing in operations. It is duty of every person to

report any known information to the immediate superior officer. Subsequent
information of missing personnel, ie, confirmed killed, prisoner or rejoined will be
reflected in Battle Casualty reports.

24. Persons can be found missing even when there is no operation/hostilities. A

great care must be exercised in dealing with such cases and should not be reported
unless there is conclusive evidence, for example :-

RESTRICTED
 RESTRICTED
501

(a) Drowned in river and dead body not found or seen by reliable witness.
(b) Abducted
(c) On board of an aircraft, ship, which is missing and body not traced out.
(d) Skirmish in aid to civil power on IS duties and body not found.

25. A person will be regarded missing with effect from the date following that on
when leave/last seen. A missing case not be reported until 96 hours after he was not
last seen.

26. For presumption deaths and reference be made to Appendix `O’ to SAO
6/S/2000.

27. Evacuation of Casualties. Individuals will remain on the strength of the units
on the date of their death and be struck of strength from the following day of their
death. Pension Regulations Part I Para 221 (a) refers.

Questions :-

1. How many types of casualties are there ? What are they ?

2. What is the procedure for reporting of Battle Casualties and Battle
Accidents ?
3. To whom are the Battle Casualty reports addressed ?
4. What are the paragraphs which are used for preparation of signal messages for
reporting of Battle Casualties ?
5. What are the causes of casualty ?
6. What is the procedure for reporting of Physical Casualty ?
7. What are the types of conclusive evidence without which missing of
personnel cannot be reported ?

RESTRICTED
 RESTRICTED
502

ADM (A)-23

DISCIPLINE REPORT PROCEDURE FOR SUBMISSION OF

REPORTS REGARDING INCIDENTS AND DEFENCES
INVOLVING ARMY PERSONNEL AND THEIR
INVESTIGATION

Reference : SAO 6/S/2000.

Incidents and Offences to be Reported

1. The following offences /incidents are to be reported under SAO 6/S/2000 :-

(a) All cases of assault and affray involving Army personnel.

(b) Cases of collective insubordination, suicide (including attempted or

suspected), murder (or attempted murder), rape, MT accidents (only serious
cases and involving civilians).

(c) Other serious cases, ie, unnatural deaths (not covered under (b) above).
(d) Espionage activities wherein service personnel are taken into military
custody.

(e) Arrest of officer/JCO by civil or service authorities.

(f) Offence by an officer of which formal cognizance has been taken,

whether or not he has been placed under arrest or suspension.

(g) Cases of loss or damage to public property due to sabotage or

suspected sabotage.

(h) Loss of regimental funds exceeding Rs 500/- due to theft, fraud or

neglect.

(j) All offences under the Wild Life Acts, like poaching, shooting of wild
life in prohibited areas/seasons (AO 393/71 refers).

(k) Other such incidents not covered above which pertain to operation or
training or intelligence aspects and which have the potential of turning into
disciplinary/legal cases or which are likely to draw adverse media reaction.

(l) Incidents and cases involving cadets undergoing training at institutions

like IMA, NDA and OTA, falling under Paragraph 1 (a) to (c) above.

RESTRICTED
 RESTRICTED
503

2. Battle casualties and casualties of classification and field firing ranges will
not be reported under this SAO as separate orders exist for their reporting.

3. A person subject to the Army Act who observes an incident of assault or

affray which involves persons subject to the Army Act or in which he himself is
involved will report the matter immediately to his or to the nearest military unit,
station or formation headquarters. A civilian wishing to report the occurrence of
such incident will be directed to the nearest unit, station or formation headquarters.

4. Every person subject to the Army Act who is involved in a traffic accident
will intimate the act promptly to his Commanding Officer, in respect of any report,
which may be made by the civil authority.

Procedure for Reporting

5. Action by OC Unit. Incidents mentioned in Para 1 above will be reported by

OC unit, station or formation headquarters concerned to the immediate superior
formation headquarters by fastest available means. Station Headquarters will be
treated as a superior formation headquarters equivalent to a Sub Area Headquarters.
Where, however a Brigade or Sub Area Headquarters is located along with a station
Headquarters the later will not be including in the chain of reports and the OC unit
will render reports direct to Brigade or Sub Area Headquarters.

6. Action to be taken by Station, Brigade and Sub Area Headquarters concerned.

The following reports will be initiated :-
(a) First Report. This will sent by a signal within 24 hours of the
occurrence of the incident.
(b) Detailed Report. A detailed report in a letter form to include all these
details which could not be, on grounds of brevity, be included in the first report
and other details which may have become available since the first report will be
sent within 72 hours on receipt of initial information about the incident.
(c) Weekly Progress Report. Weekly progress report will only be sent in
respect of the following cases of the higher Headquarters :-

(i) Assaults and affrays of a serious nature.

(ii) Collective insubordination.

(iii) Incidents of grave nature.

7. The first and detailed report will be sent to :-

RESTRICTED
 RESTRICTED
504

(a) Headquarters Commands, Corps, Division/Area one additional copy

for ‘G’ Branch in respect of incidents mentioned in Para 1 (b) (d) and (g).
(b) Integrated Headquarters , Ministry of Defence (Army) AG’s Branch
(PS3) in respect of losses Para 1(h).
(c) Integrated Headquarters , Ministry of Defence (Army) AG’s Branch
(DV Directorate) for of all incidents.
(d) Integrated Headquarters , Ministry of Defence (Army) AG’s Branch
(MP 5(b)) in respect of cases involving loss of life of Army personnel.
(e) Integrated Headquarters , Ministry of Defence (Army) AG’s Branch
(AGI Directorate) first report only, in respect of cases involving loss of life
of Army personnel.
(f) Integrated Headquarters , Ministry of Defence (Army) GS Branch (MT
10) in respect of incidents mentioned in Para 1 (b) (d) , and (g). MT accidents
under 1 (b) where there are reasons to suspect espionage, subversion or
sabotage
(g) Integrated Headquarters , Ministry of Defence (Army) GS Branch
(MT-6) in respect of incidents at Para 1(i) above.

8. Detailed report forwarded after expiry of 72 hours will invariably be followed

by a report from HQ Comds concerned giving reasons for delay, within 30 days of
the occurrence.

9. Personnel Discipline Report. Headquarters Command will submit a

consolidated progress report in duplicate, 25 th of the month following the quarter to
which a report relates, on all cases mentioned in Para 1 above involving officers, as
per the format Appendix `A’ to SAO 6/S/2000. This report will also include
following information: -

(a) Reasons where case has not been progressed.

(b) Results of a hearing of a case in civil court.
(c) Number of cases brought over from the presiding quarter.
(d) Number of new cases occurred during the quarter.
(e) Number of cases finalized during the quarter and
(f) Number of cases carried forward.
10. Progress of all disciplinary criminal cases or other proceedings initiated of the
instituted against a person subject to Army Act (Officers/JCOs/OR) will also be
reflected in this report under a separate heading offence under the Wild Life Acts
involving Officers/JCOs/OR.

RESTRICTED
 RESTRICTED
505

Details Required in the Reports

11. The following details will be included in the `Detailed Report’ :-

(a) Number, Rank and name of persons involved.

(b) Name of unit (s).
(c) Cause of incidents.
(d) Nature of offence for which an officer or JCO has been arrested or
formal cognizance of the offence has been taken whether or not placed under
suspension or arrest.

(e) Rank and name of the CO of the unit and its class composition
(expression `mixed classes’ will not be used) in case of `collective in
subordination’.

(f) Approximate extent and cause of loss or damage, and precautionary

measures taken to avoid reoccurrence of cases for loss due to sabotage and
suspected sabotage.

Investigation of Incidents and Offences

12. Assistance from civil police and criminal investigation department may be
taken. In case of assault and affray involving Army Personnel and civilians the unit
or fmn Cdr will immediately detail an officer to investigate the incident in co-
operation with the civil police authorities. If the incident is still in progress, action
will be taken for immediate action/intervention. The civil police authorities are
enjoined to co-operate in investigation and settling such incidents. The assistance of
the Criminal Investigation Department can be obtained to investigate cases in which
any subversive influence suspected.

13. Whenever a report on involvement of Army personnel in disciplinary and

criminal cases (theft, smuggling etc) appears in any news papers, the
Station/Bde/Sub Area HQ where the incident or offence occurred will investigate the
news items and submit the first report by signal telegram within 48 hours of the
publication of news items and the detailed report as early as possible but later than
48 hours of the first report a with a copy to the unit to which the person belongs,
thereafter, it will be the responsibility of the unit to progress the case.

AO 13/82

RESTRICTED
 RESTRICTED
506

14. Court of Inquiry. Cases of assaults and affrays and breaches of discipline
except of murder, rape and traffic accidents including private vehs driven by
persons subject to Army Act resulting in damage to property or injuries to civilians,
will be investigated by a Court of Inquiry. Court of Inquiry on murder and rape case
will be convened only when the offence has been committed :

(a) Against a person subject Army , Navy or Air Force Act or

(b) In any of the circumstances given in Army Act Section 70 (a), (b)
and (c).

15. Court of Inquiry held on cases of suicide will record their opinion. Wherever
possible, the motive and the conditions of the mind of the deceased prior to the death
should be established by the Court. Certified true copies or translations of all papers
relevant to the case such as the private correspondence of the deceased will be
attached to the Court of Inquiry proceedings.

16. The proceedings of Court of Inquiry held to investigate the incidents and
offences reported under these Special Army Order will be forwarded to Integrated
Headquarters , Ministry of Defence (Army), AG’s Branch (PSI) in the following
circumstances: -
(a) Serious and important cases in respect of officer’s upto the rank of Maj
and all cases in respect of officers of the Rank of Lt Col and above.
(b) Where action to finalise the disciplinary aspects of the case is required
to be taken at Integrated Headquarters , Ministry of Defence (Army).
(c) In case where civilians are involved.

17. Disciplinary actions in all other cases will be progressed and finalized at the
appropriate level.

18. Orders and instructions with regard to investigation of incidents of loss of

public or Regt property have been issued separately. The procedure for reporting of
cases of loss of identity cards by Officers and for intimation of the final disposal
such cases either summarily or by award of censures/warnings has been specified in
SAO 6/S/2000.

19. Court Martial : Officers. On conclusion of a Court Martial details of the

finding(s) and sentence(s) as announced subject to confirmation in respect officers
will be forwarded through a signal by the convening authority to the Integrated
Headquarters , Ministry of Defence (Army) (AG/DV 2), Headquarters Command,
Corps, Division/Area in the chain of command.

RESTRICTED
 RESTRICTED
507

Questions :-

1. What is the authority which can be referred for reporting of discipline

reports ?

2. What are the offences/incidents which are to be reported under SAO

6/S/2000 ?

3. What are the cases for which weekly progress report is required to be sent ?

4. To whom are the first and detailed reports addressed ?

5. What are the details which are required to be included in the detailed reports ?

6. What are the circumstances in which the proceedings of C of I held to

investigate the incidents and offences reported under SAO 6/S/2000 are forwarded to
Integrated Headquarters , Ministry of Defence (Army), AG’s Branch (PSI) ?

RESTRICTED
 RESTRICTED
508

ADM (A)-24
INJURY REPORT
Reference : (a) SAO 8/S/85.
(b) AO 01/2003/MP.
General
1. When an Officer, JCOs/OR or Nurse whether on or off duty, sustained
accidental or self inflicted injury, a report on IAFY-2006 will be prepared by the
medical officer of the case and forwarded to OC unit as soon as possible after the
date the patient has been placed under his treatment whether in qtr or in hospital.
This report is called Injury Report.

(Para 58 of SAO 8/S/85)

2. Items of Parts 1 and 2 of the report are to be completed by Medical Officers
and Parts 3 and 4 by the OC unit. Part 5 is to be completed by the formation
commander/OC unit as the case may be which will be discussed separately.
Preparation of Injury Report

3. Injury Report is required to be prepared in all cases of injuries except the

following :-
(a) Battle casualties.
(b) Battle Accidents.
(c) Air raid casualties.
(d) Casualties which are immediately fatal.
(e) Physical casualties sustained whilst fighting against armed hostilities.
Para 59 of SAO 8/S/85)

Classification of Injuries
4. Normally the medical authorities classify the injuries as under :-

(a) Trivial. A C of I to be Convened as per RA 520 but

(b) Moderately severe not necessary in those cases as mentioned a
(c) Severe RA 271 Para of RA 520.

RESTRICTED
 RESTRICTED
509

Completion of Injury Reports

5. Injury Reports will not be considered as complete unless Part 5 of the form
contains the decision of the competent authority is endorsed. In the case of injuries
of trivial nature, OC unit is the competent authority to give his decision in Part 5 of
the form. In other cases of injuries Fmn Cdr decision is to be obtained. However, if
a Court of Inquiry was held in case of the trivial injuries then the decision of the fmn
Cdr will be necessary. The decision of the competent authority must confirm to the
phraseology wordings as given in Para 65 of SAO 8/S/85 (the disability is or not
attributable to military duty in a peace/field or operational areas).

6. Para 5 of the Injury Report must either be signed by the formation

commander himself or it should clearly be mentioned that the decision given is as
recorded by the Brigade Commander on the Court of Inquiry proceedings. Officers
having legal and disciplinary powers of a Bde Cdr or also authorised to record
decision on the Court of Inquiry proceedings pertaining to injuries and on the injury
reports.
7. When an injury is a trivial nature a short statement in part of the form is
sufficient. In other cases and when a Court of Inquiry is not considered necessary,
statement of the injured person and witness, if any will be attached to each copy of
the injury report.
Disposal of Injury Report
8. Casualty pertaining to injury will be notified in POR/Part II Orders
immediately affect the final decision of the formation commander/OC unit is
obtained . These will then be disposed off as under :-

(a) Unit - One copy.

(b) Record Office - One copy with POR/Pt II Order.
(c) Hospital - One copy.
(d) Formation Headquarters - One copy.
(Brigade/Division/Area Headquarters)

9. In case of officers, a copy of the injury report will be forwarded to

Organisation Directorate, of the Integrated Headquarters , Ministry of Defence
(Army) in respect of non-medical officers and to Medical Directorate in respect of
medical officers.

Holding of Court of Inquiry

10. A Court of Inquiry will be held in the following circumstances :-

RESTRICTED
 RESTRICTED
510

(a) When the injury is fatal.

(b) When medical Officer certifies that the injury is of serious, severe or
moderately sever nature when a court of inquest or police inquiry is held, a
copy to the report will be attached to the Court of Inquiry proceedings.

(c) In the opinion of the OC if doubt exist i.e. to the cause of injury or
injured persons being or off duty at the time of sustaining the injury.

(d) When desired for thorough investigation of the cause if the injury may
be for any reason.

(e) When the injury was caused through fault of some other person.

Para 69 of SAO 8/S/85

11. Decision of the Fmn Cdr on the Court of Inquiry proceedings is required in
addition to the decision on injury report. When the C of I proceedings are confirmed
by the Senior Staff Officer on behalf of Cdr, it should be clearly stated that the Cdr
has adjudicated on the case and the decision given is as directed by him.

Para 73 of SAO 8/S/85

Questions :-

1. When is the injury report required to be prepared ?

2. How are the injuries classified ?

3. What is the disposal of injury reports ?

4. What are the circumstances in which a court of inquiry is held in respect of

sustaining injuries ?

RESTRICTED
 RESTRICTED
511

ADM (A)-25

REPORTS AND RETURNS

Reference : (a) SAO 15/S/75 amended vide SAO 20/S/90.
(b) RA para 598 regarding of Introduction of RR.

General

1. The object of the reports and returns is neither to create work to the senders
not to the recipients but to collect adequate and correct data for planning and
provisioning of manpower and for other allied purposes.

2. It is personal responsibility of every officer, who puts his signature on any

report or return to ensure that these are correct to the minutes detail and also they are
submitted sufficiently in advance so as to reach by due date. Late submission of a
report or return not only involves unnecessary correspondence but also dislocates
work in the office. If an unavoidable delay is anticipated the recipients will be
informed in advance of the reasons and the date by which it may be expected.

Difference between Reports and Returns

3. A return will present mostly numerical data and a report will be mostly non-
numerical. However, as most reports and returns will contain both numerical and
non-numerical info, these two terms will be used together.

Security Classification

4. Appropriate security classification should be given to each report and return.

Nil Report

5. Nil report, nil return and ‘No Change’ statement will not be submitted unless
specifically stated in a particular return. In other cases a report and return not
received on due date will be assumed as Nil.

Abbreviations

6. Unauthorised abbreviations will not be used in returns. Where unauthorised

abbreviations are used a key or legend to those abbreviations will invariably be
quoted at the top left hand corner of the reports or returns.

RESTRICTED
 RESTRICTED
512

List of Reports and Returns

7. List of reports and returns to be submitted by units to various authorities must

be mentioned upto date. The registration number should invariably be quoted at the
top left hand corner of the reports or returns.

Forms

8. Where is specific Army Form is laid down for report and return, the report or
return will be rendered, loan that form only. If, however, printed forms are not
available cyclostyled or typed copies of forms may be used but layout must strictly
confirm to that shown in the printed form.

Questions :-

1. What is the objective of reports and returns ?

2. What is the difference between reports and returns ?

RESTRICTED
 RESTRICTED
513

ADM(A)-26

MEDALS AND STARS

References : (a) AO 201/73,330/69,695/64 , 51/74. AO 53/77 and 54/77.

(b) SAO 7/S/46 and 34/S/48.

(c) AI 335/54,432/47.13/49,267/50,246/60, 183/63, 170/65,145/70,

62/67, 96/68, 145/70, 36/71, 112/71, 27/74 and 13/85.
General

1. Apart from the gallantry awards, medals, commendations, meritorious service

medals and the long service and good conduct medals, war commemorative and
campaign medals, stars and clasps are awarded to JCOs/OR and civilians in
recognition of their services in operations or in campaigns.

2. When any medal, star or clasp is instituted, the conditions for grant are
published in Gazette of India Notifications and in Instructions.

3. Orders of precedence of wearing of the various medals and decorations is

contained in AO 115/76 and Para 676 of Regs for the Army 1987.

Campaign Medals and Stars

4. Details of medals, stars and clasps instituted during World War II are
contained in AI 855/45, AI 7/S/46, AI 432/47 and AI 34/S/48. Since independence
the undermentioned medals and clasps have been instituted :-

(a) Indian Independence Medal 1947- AI 13/49

(b) General Service Medal 1947 - AI 266/50
(c) Samanya Seva Medal 1965
(i) Jammu and Kashmir - AI 267/50
(ii) Nagaland - AI 246/60 as amended
(iii) Goa 1961 - AI 183/63
(iv) LADAKH 1962 - AI 170/65

(v) NEFA 1962 - AI 170/65

(vi) MIZO HILLS - AI 146/70

RESTRICTED
 RESTRICTED
514

(d) Sainya Seva Medal with Clasp

Jammu & Kashmir
(i) NEFA
(ii) HIGH ALTITUDE MEDAL - AI 51/73
(iii) ANDAMAN & NICOBAR
(iv) BENGAL & ASSAM
(v) MARUSTHAL
(e) Videsh Seva Medal with Clasp
(i) UNITED ARAB REPUBLIC
(ii) ETHIOPIA
(iii) INDO-CHINA
(iv) IRAQ
(v) KOREA
(vi) LEBENON
(vii) NEPAL
(viii) CONGO
(ix) BHUTAN
(x) NIGERIA - AI 51/73
(xi) YEMEN
(xii) SRI LANKA
(xiii) BANGLADESH
(xiv) MAURITIUS
(xv) AFGHANISTAN
(xvi) ZAMBIA
(xvii) GHANA
(xviii) SUDAN

(f) Raksha Medal 1965 - AI 62/67 & 99/72.

(g) Samar Seva Star 1965 - AI 96/68
(h) International Commission for - AO 330/69
supervision and control service Medal

RESTRICTED
 RESTRICTED
515

(j) 9 Years Long Service Medal - AI 112/71, AO 85/80, 30/84 &

(Nava Varsha Dirgha Seva Medal) RA Para 722.

(k) 20 years long service medal

(Visha Varsha Dirgha Seva Medal)

(l) 30 Years Long Service Medal- AI 21/81.

(m) Sangram Medal
(n) Poorvi Star/Pashimi Star
(o) 25 Independence Anniversary Medal- AI 22/74
(p) Wound Medal
(q) High Altitude Medal - AI 24/87, AHQ letter No
(r) Siachen Glacier Medal 47799/Org 8(I of R)dt 18 Jan 89.
(s) 50 Years Independence Anniversary Medal.
Eligibility
5. A person qualifying for a medal for the first time will be awarded the medal
with clasp as applicable. On subsequent occasions when another clasp to the same is
earned only clasp indicating the area where the service was rendered will be
awarded.

Certification of Claims

6. Casualties for the award for medal of a universal applicability of (eg,

RAKSHA MEDAL 1965, SANGRAM MEDAL, 25 th and 50th INDEPENDENCE
ANNIVERSARY MEDALS) and also on basis of length of service (e,g 9 , 20 and 30
years long service medal) in respect of JCOs/OR serving both in peace and field
area will be published by Record Office after verification of the entitlements from
the sheet rolls of the individuals.

Certification of Claims

7. Casualties for award of Campaign Stars and Medals (eg SAMAR SEVA
STAR 1965, SAINYA SEVA SERVICE MEDAL, GS MEDAL 1947, POORVI
STAR, PASCHIMI STAR and also the VIDESH SEVA MEDAL) will be published
in Part II Orders by units in respect of the affected individuals.

Authority : Integrated Headquarters , Ministry of Defence (Army) letter No

47799/Rtg 8.(I of R (a) of 10 Jul 74)

RESTRICTED
 RESTRICTED
516

8. For those seconded to Assam Rifles. A certificate of verification of their

entitlement to General Service Medal with Clasp NAGA HILLS and Sainya Seva
Service Medal with Clasp NEFA will be obtained from the Assam Rifles and
published in Unit Part II Order or Casualty Return. The certificate will be forwarded
to Records Office. Individual cases where entitlement cannot be verified or where is
doubt as to the eligibility may be referred to Record Office for clarification.

Non Effective Personnel

9. The Record Office after due scrutiny of the Sheet Rolls will be published in
Part II orders in respect of non-effective personnel.

10. Rank held at the time of eligibility of the award will be published in Part II
Order (Orders or Casualty Return and not the present rank).

11. Specimen casualty for publication in Part II Orders is contained at Serial 194
of Appx ‘J’ to Manual of Documentation JCOs/OR 1999.

Forfeiture and Restoration of Medals and Stars

12. The conditions governing the forfeiture and restoration and gallantry of other
awards, campaign stars commemorative war medals are contained in Para 703 and
704 of the Regulations for the Army and AO 54/77, which are as under :-

(a) Conviction of treason, mutiny, cowardice, desertion or disgraceful

conduct of an unnatural kind, dismissed, removed or on conviction by the
civil power, if dismissed or discharged.

(b) Application for forfeiture of award will be submitted by OC unit

through normal channels to Integrated Headquarters , Ministry of Defence
(Army) AG’s Branch PS 5 to reach them within 3 months from the date of
conviction by a court martial.

(c ) In the case of personnel becoming non effective, the forfeiture will be

notified to Records Office by the unit concerned, supported by the copy of the
Integrated Headquarters , Ministry of Defence (Army) letter authorising the
forfeiture to enable publication of Part II Orders and to dispose of the medals
already claimed by the Records Office.

Restoration of Medals/Stars

13. Forfeited Medals/Stars will be considered when a minimum of 3 years (or less if
released/discharged earlier) has been rendered satisfactory subsequent to release
from imprisonment.

RESTRICTED
 RESTRICTED
517

14. It is competent for the President of India to cancel and annual the award of the
medal to any person and also to restore it subsequently.

15. As soon as a case for the forfeiture of medals, stars and clasp arises, OC unit
will :-

(a) Withdraw the medals, stars and clasp from the individuals concerned
and take further action as per AO 53/77.

(b) Inform Record Office of cases wherein medals, stars and clasps though
published in Part II Orders have not yet been issued to individuals.

(c) In the case of units operationally committed and where the OC unit is
unable to withdraw the medal, stars and clasps, from the individuals, the
Record Office to arrange for their recovery through DSS and A Board or civil
authority concerned vide Army Order ibid.

(d) Initiate recommendations for the forfeiture of all medals, stars and
clasps awarded to the individuals on the form at Appendix ‘A’ to AO 53/77.

16. On receipts of Government Orders for the forfeiture of medals, stars and
clasps, OC unit will take action vide AO 53/77 and forward the medals, stars and
clasps withdrawn from the individual to the Record Office for return to the Minister
of Defence (Medal Section).

17. In the case of deserters, tried by Depot/Regt Centre action vide Para 10 above
will be taken by Depot/Centre.

Questions :-

1. What are the medals and clasps which have been instituted since
independence?

2. What is the eligibility condition for award of medals and clasps ?

3. What are the conditions for forfeiture and restoration of medals and stars ?

4. What are the actions to be initiated by the OC unit when a case for forfeiture
of medals, stars and clasps arises ?

RESTRICTED
 RESTRICTED
518

ADM (A)-27

HONOURS AND AWARDS

Reference : AO 59/79, 82/79 & RA Para 714.

General

1. Outstanding deeds of gallantry and distinguished service of personnel are

recognised by the Government by bestowing honors and awards on them.

2. Honours. When a person has been honoured with decoration/rank for his
distinguished service either during service or after his retirement e.g. grant of
honorary rank/commission.

3. Awards. Gallantry awards are those which are given for acts of gallantry,
valour or bravery in the face of the enemy or away from the face of enemy but in the
operational area.

Responsibility

4. The responsibility for the policy of giving honours and awards is that the
AG’s Branch Integrated Headquarters , Ministry of Defence (Army). Implementing
the policy and giving the awards to the entitled is that of the Military Secretary’s
Branch [MS (X)] at Integrated Headquarters , Ministry of Defence (Army).

5. As divisional headquarters and below, there is no representative of the

Military Secretary’s, the subject of Honours and Awards is dealt with by the ‘A’
Branch.

GALLANTRY AWARDS

6. The following are made for Gallantry in the face of the enemy :-

(a) Param Vir Chakra - PVC - RA Para 692.

(b) Maha Vir Chakra - MVC - RA Para 693.
(c ) Vir Chakra - Vr C - RA Para 694.
(d) Sena Medal - SM - RA Para 697.
(e) Chief of Army Staff’s Commendation Card.

7. All above awards except COAS Commendation Card may also be made
posthumously and if these awards are earned again, a bar to the decoration is given.

RESTRICTED
 RESTRICTED
519

8. Param Vir Chakra (PVC). This is awarded for most conspicuous bravery or
some daring or pre-eminent act of valor or self-sacrifice in the face of the enemy,
whether on land, at sea door in the air.

9. Maha Vir Chakra (MVC). This is awarded for acts of Gallantry of a very
high order in the face of the enemy, whether on land, at sea or in the air.

10. Vir Chakra (VrC). This awarded for acts of Gallantry of a high order in the
presence of the enemy, whether on land, at sea door in the air.

11. Sena Medal (SM). This medal is awarded in recognition of individual acts or
exceptional devotion to duty or courses as have special significance for the Army.

12. Mention in Dispatches. In order to recognise distinguished and of meritorious

service and acts of gallantry in operational area which are not of sufficiently
high order to warrant the grant of another award the Mention in Dispatches is
instituted.

13. Chief of the Army Staff’s Commendation Card. The COAS awards this
card for acts of gallantry or distinguished service or devotion to duty
performed either in operational or non-operational area which are not do such a high
order qualify for a higher gallantry award includes Mention in Dispatch. This
award is normally given for a specific act of bravery or distinguished or special
service.

14. The following gallantry awards are made for Gallantry other than in the face
of the enemy :-
(a) Ashoka Chakra - AC
(b) Kirti Chakra - KC
(c) Shaurya Chakra - SC

15. These awards can also be awarded posthumously.

16. Ashoka Chakra. This is awarded for most conspicuous bravery or some act
of daring or pre-eminent valor or self-sacrifice otherwise than in the face of the
enemy.

17. Kirti Chakra. This is awarded for conspicuous gallantry otherwise than in
the face of the enemy.

18. Shaurya Chakra. This is awarded for gallantry otherwise than in the face of
the enemy.

RESTRICTED
 RESTRICTED
520

DISTINGUISHED SERVICE DEVOTION TO DUTY AWARDS

19. The following awards are made for distinguished service :-

(a) Sarvottam Youdh Seva Medal - SYSM.

(b) Param Vishisht Seva Medal - PVSM.
(c) Uttam Youdh Seva Medal - UYSM.
(d) Ati Vishisht Seva Medal - AVSM.
(e) Vishisht Seva Medal - VSM.
(f) Youdh Seva Medal - YSM
Auth : (AI 51/73, 67/75, 82/77, 68/78, 59/80 & 70/80).
20. All these awards can also be awarded posthumously and if these awards are
earned again, a bar to the decoration will be given.

21. Sarvotam Youdh Seva Medal (SYSM). This medal is awarded for
distinguished seva of most exceptional order during war/conflicts/hostilities

22. Param Vishisht Seva Medal (PVSM). This medal is awarded for
distinguished service of the most exceptional order.

23. Uttam Yudh Seva Medal (UYSM). This medal is awarded for
distinguished seva of exceptional order during war/conflicts/hostilities.

24. Ati Vishisht Seva Medal (AVSM). This medal is awarded for distinguished
service of an exceptional order.

25. Vishisht Seva Medal (VSM). This medal is awarded for distinguished service
of a higher order.

26. Youdh Seva Medal (YSM). This medal is awarded for distinguished seva of
high order during war/conflicts/hostilities.
Eligible Categories
27. Personnel eligible for these gallantry awards are as under :-
(a) Officers and men and women of all ranks of the Army Reserve
Forces, Territorial Army, Military or any other constituted armed forces.

(b) Matrons, Sisters, Nurses and the staff or nursing services pertaining to
hospitals and civilian nurses of either sex serving regularly or temporarily
under the directions and supervision of above forces.

RESTRICTED
 RESTRICTED
521

Procedure for Recommendations

28. Recommendation for an award should be initiated on IAFZ-3046 by the OC

Unit (or; by the next superior authority when OC Unit himself is recommended for
the award) immediately after the qualifying act of gallantry or distinguished service
occur. These recommendations, in quadruplicate, should be forwarded immediately
through normal staff channels so as to reach Military Secretary’s Branch [MS (X)]
within one month. These recommendations will be screened thoroughly at all levels.
An intermediate formation headquarters can also stop the recommendation which it
does not consider deserving.

Completion of Recommendation for Gallantry Awards (IAFZ-3046)

29. Great care should be taken in preparing the recommendation form. The
following details must be carefully checked :-

(a) Army No Rank, full name, Regt/Corps and address.

(b) Full name and address of Next of Kin in case of personnel
recommended posthumously.
(c) Place and date of action.
(d) If more than one person is recommended for the same action the date
of performance of the act, place and other details should be similar and not at
variance.
(e) Details of previous awards received by a person must clearly indicated.
(f) The citation must be worded clearly off and correctly to show the act
of gallantry of service rendered to confirm with the nature of award for which
recommended.

Monetary Benefits

30. With effect from 01 Sep 2008, the Government has sanctioned grants of
monetary allowances to all recipients of gallantry awards including officers at the
following rates for each award. Equal amount will be paid if a bar is awarded to the
same decoration holder :-

Awards Decoration Each Bar

(a) Param Vir Chakra Rs 10,000/- Rs 10,000/-

(b) Ashok Chakra Rs 6,000/- Rs 6,000/-

(b) Maha Vir Chakra Rs 5,000/- Rs 5,000/-

(e) Kirti Chakra Rs 4,500/- Rs 4,500/-

RESTRICTED
 RESTRICTED
522

(c) Vir Chakra Rs 3,500/- Rs 3,500/-

(f) Shaurya Chakra Rs 3,000/- Rs 3,000/-

(g) Sena Medal Rs 1,000/- Rs 1,000/-

Auth : MoD letter No 7(119)/2008-D(AG) dt 30 Mar 2011.

31. All honors/awards less gallantry awards are announced twice a year on the
Independence and Republic Days.

Presentation

32. Medals/Ribbons for awards given for both gallantry and distinguished service
are presented by the Present/ high raking officials to the awardees or their next of kin
(in case of deceased personnel) at a Spl function. For orders of precedence of
awards, a reference is made to Para 717 of the Regulations for the Army 1987.
Recommendation not to be divulged.
Questions :-
1. What are the gallantry awards which are made in the face of the enemy ?
Illustrate each of them ?
2. What are the gallantry awards which are made other than in the face of the
enemy ? Illustrate each of them ?
3. What are the awards which are made for distinguished service ? Illustrate
each of them ?
4. What are the eligible categories of personnel for award of gallantry awards ?
5. What are the details to be carefully checked while completion of IAFZ-3046
(Recommendations for Gallantry Awards) ?
6. What are the monetary benefits of various gallantry awards ?

RESTRICTED
 RESTRICTED
523

ADM (A)-28

HONORARY COMMISSION AND HONORARY RANKS

Reference : (a) Para 178 and 181 of Regulations for the Army 1987.

(b) Integrated Headquarters, Ministry of Defence (Army) letter No

A/62204/OR/AG/CW 2(b) dated 19 Jun 80.

(c) AO 174/74 & 72/75.

General

1. The present procedure for grant of honorary commission and ranks to JCOs
and NCOs on the active list and on retirement has been revised by Integrated
Headquarters , Ministry of Defence (Army). The revised system is given below in
three parts as follows :-
(a) Part I - Honorary Commission to JCOs on Effective list.
(b) Part II - Honorary Ranks to JCOs on Retirement.
(c) Part III - Honorary Ranks to NCOs on Retirement

PART I – HONORARY COMMISSION TO JCOs ON EFFECTIVE LIST

Eligibility Conditions and Pre-requisites

2. JCOs of the Regular Army who fulfill the following eligibility conditions and
pre-requisites will only be considered for grant of honorary commission on the active
list :-

(a) Eligibility Condition.

(i) Subedar Majors provided they are substantive Subedars.

(ii) Substantive Subedar (or acting Subedars who are likely to become
substantive before respective date of award) except religious teachers
who are accepted for promotion to Subedar Majors by promotion board
or who satisfy all the pre-conditions for such selection provided
they are likely to be promoted to higher rank before retirement.

RESTRICTED
 RESTRICTED
524

(iii) Subedar Majors/Subedar’s proceedings on premature retirement

being in permanent low medical category. JCOs retired being LMC
due to battle casualty are also considered provided they are on effective
list on the date of award. JCOs fulfilling any one of the above
conditions will be considered when they have one year service (two
chances) to their credit before retirement except in the case of double
decorous who can be recommended when they have two years service
(four chances) to their credits (JCOs who have been awarded two
gallantry decorations of Vir Chakra and Ashok Chakra series of
awards are treated as double decorates).

(b) Pre-requisite. JCOs in (a) above will be considered provided they

fulfill the following pre-requisites :-

(i) Should have been recommended by their respective OsC units

for the grant of honorary commission in at least three of their last five
ACRs including the last two (this provision took effect from 01 Jan
81).

(ii) Should have at least three above average and two High Average
ACRs in the last 5 years at the time of initiation of their
recommendation forms for the award, out of which at least one on Regt
duty or as an Instr in the Army School of institution.

(iii) Should not have more than four red ink entries during entire
service of which not more than two be in rank of JCO and provided
also that the last two years of service is free of any red ink entry.

(iv) Should not have been convicted by a court martial or have an

active recordable censure for any offence involving moral turpitude,
cowardice act of any indecent of unnatural kind or gross indiscipline in
their entire service. The indiscipline will not be adjudged at the level
of unit/Record Office and no recommendations will be with held by
them on this account. However, it will be at the discretion of GOC-in-
C Command to withhold the recommendation

(v) Must be in medical category AYE, BEE (except on

psychological causes, misconduct and self-inflicted injuries or CEE for
battle casualty. They are place in LMC in the last year of service (two
years for double decorates) they are eligible for the award.

(vi) Should not have been awarded severe reprimand on the last two
years of service.

RESTRICTED
 RESTRICTED
525

Procedure for Processing Recommendation Forms

3. Based on Para 2 above, the record Office will draw up panel of names of all
eligible JCOs for the grant of honorary commission on the active list and forward the
names to their respective OsC by 25 Aug and 20 Feb for Republic Day and
Independence Day awards respectively. OC unit will forward his recommendations
in each individual case in which he will only indicate if anything adverse concerning
the JCOs has come to his notice since the initiation of the last ACR as a result of
which the JCO is not recommended for the award.

4. Based on the recommendation of the OsC units, Record Office will fill up the
recommendation form and forward them in duplicate direct to respective
Headquarters Commands in whose jurisdiction the units of the JCOs are located, by
10 Sep and 15 March for Republic Day and Independence Day Awards respectively.

5. Headquarters Command will scrutinize these recommendation forms, allot

marks according to the prescribed, yardstick and forward the original
recommendation to Integrated Headquarters , Ministry of Defence (Army) (AG/(CW
2) by 15 Oct and 25 Apr for Republic Day and Independence Day awards
respectively.

6. As regard JCOs employed in Indian Mission abroad their Head of Department

may send the recommendation forms direct to Ekikrit Mukhyalaya Raksha
Mantralya (Thal Sena) (AG/PS5(a) by due date as mentioned.

PART II – HONORARY RANKS TO JCOs ON RETIREMENT

Eligibility Conditions and Pre-requisites

7. JCOs of the Regular Army including Subedar Religious Teacher who fulfill
the following eligibility conditions and pre-requisites will be considered for grant of
honorary ranks a step higher than the rank held by them at the time of retirement
within one year of the their becoming non-effective including those who become
LMC due to Battle casualty will also be considered for grant of temporary rank on
retirement:
(a) Eligibility Conditions. As stated in Para 2(a) (i), (ii) and (iii) above.
(b) Pre-requisites. As stated in Para 2 (b) above.

Procedure for Processing Recommendation Forms

8. As stated in Para 3 to 6 above.

RESTRICTED
 RESTRICTED
526

PART III - HONORARY RANKS TO NCOs ON RETIREMENT

Eligibility Conditions and pre-requisites

9. Havildars of Regular Army including those retired being LMC due to Battle
casualty, who fulfill the following eligibility conditions and pre-requisites, will be
considered for the grant of honorary rank of Naib Subedar on retirement within one
year of their becoming non-effective.

(a) Eligibility Conditions. Havildars who are recipients of :

(i) Meritorious Service Medal or a gallantry award.

(ii) Long Service and Good Conduct Medal.

(iii) A meritorious service certificate by the OC unit duly counter

signed by an officer not below the rank of Brigadier.

(b) Pre-requisites. Havildars in (a) above will be considered provided

they fulfill the following pre-requesters:

(i) Should have rendered minimum 24/26 years personable service

whichever is applicable.

(ii) Should have served for a minimum period of two years in the
rank of Havildar in substantive capacity on premature, retired on any
ground.

(iii) Should not have more than four red ink entries during entire
service of which two or more in any rank of NCO.

(iv) Should not have any red ink entry during the last year of
service.

(v) Should not have been convicted by court martial for any offence
involving moral turpitude, cowardice, and act of the indecent kind or
gross indiscipline in their entire service. Gross indiscipline will not be
adjudged at the unit/record office level and they will withhold no
recommendation on this account. However, it will be at the discretion
of the GOsC-in-C Command to withhold the recommendation form on
this account or otherwise.

(vi) Should not be in Medical Category lower the BEE (except for
psychological, misconduct and self inflicted injury) for any cause or
CEE for Battle Casualty.

RESTRICTED
 RESTRICTED
527

Procedure for Processing Recommendation Forms

10. As stated in Para 3 to 6 above.

11. Though JCOs/NCOs are granted honorary ranks on retirement within one year
of their becoming non-effective but invariably they will be recommended for grant
of honorary ranks on first Republic Day/Independence Day falling immediately after
their retirement. For instance a JCO/NCO retiring by 31 Dec 03 must be
recommended for the honorary rank on retirement on Republic Day 04 and a
JCO/NCO retiring by 31 Jul 03 on Independence Day 03 and so on. In case any
JCO/NCO is not recommended for the honorary rank on the first occasion detailed
reason for their recommendation for the subsequent occasion will be furnished.

12. Subedar once granted honorary commission as Lieutenant will NOT be

promoted to higher rank and will retire after completion of their normal tenure as
Subedar.
13. Any cancellation/amendment immediately on occurrence as a result of death,
promotion, having been declared UNFIT involved in disciplinary cases, pre-mature
retirement on Medical grounds or own request will be communicated by signal by
the unit direct to Army Headquarters with a copy of Record Office and
Headquarters Command, through which the recommendation form have been
submitted. However, in case of a JCO/NCO involved in disciplinary case after
having been recommended for the grant of honorary commission /rank by the
respective GOC-in- C (Army Commander’s) approval for withdrawal will be
necessary. NCOs/Havs, whose performance become indifferent after submission
of recommendation can be considered for withdrawal by the Senior Records Officer
concerned.
14. It will be ensured that no recommendation is initiated in respect of individual
for the award, which has already been granted to him on the previous occasion, and
also no recommendation will be initiated for any other award on one occasion.
15. The names of the awardees will be notified in Part I, Section 4 of the Gazette
of India (Extra ordinary).
16. Para 181 to 183 of the Regulations for the Army 1987 relating to grant of
honorary ranks to Havildars have suitably been amended.
17. The suggested schedule of initiation submission of recommendation form for
grant of honorary commission/ranks is given below :-

RESTRICTED
 RESTRICTED
528

Ser Details For Republic For Independence

No Day Awards Day Awards
(a) Names of eligible JCOs/NCOs be 15 Jul 10 Jan
forwarded to unit by Record Office
(Refer to Para 3 above)
(b) Recommendations to be submitted to 01 Sep 01 Mar
Record Office by units (as per Para 3
above)
(c) Record Office to Headquarters 10 Sep 15 Mar`
Command
(d) Headquarters Command to Integrated 15 Oct 25 Apr
Headquarters , Ministry of Defence
(Army)

18. The following information documents will invariably to be asked by the

Record Office along with the recommendation for the award of honorary
commission ranks:-

(a) Name of Headquarters Command whose jurisdiction the unit of the

JCOs/NCOs is located.

(b) List of Medals/Stars/Clasp/Commendation Certificate/Decoration with

Part II Orders No and dates as authority. Particulars of medals furnished
without authority will not be taken into account.

(c) Details of field service giving theatre and exact duration.

(d) Full details with exact dates and authority of Part II Orders of the
following special appointment :-
(i) ADC to the President, COAS, Army and Corps Commander.
(ii) Instructor in the Rank of JCO /NCO at Army School.
(iii) JCO Adjutant, JCO QM.
(iv) PAs to COAS, VCOAS and Army Commander with the
authority of Part II Orders.
(e) Outstanding Performance in the following :

(i) World Olympics

(aa) Gold Medal Winner.

(ab) Silver Medal Winner.

RESTRICTED
 RESTRICTED
529

(ac) Bronze Medal Winner.

(ii) Recipient of Arjuna Award.

(iii) Commonwealth Games.

(aa) Gold Medal Winner

(ab) Silver Medal Winner

(iv) Asian Games

(aa) Gold Medal Winner

(ab) Silver Medal Winner

(ac) Bronze Medal Winner

(v) National Games
(aa) Gold Medal Winner
(ab) Silver Medal Winner
(vi) Services Games. Gold Medal Winner
(vii) Representing in Common Wealth Teams
(viii) Representing in National teams.
(ix) Representing in Asian Teams.
(x) Representing in Services Teams.
(f) Certified true copy conduct sheet in respect of JCO showing all
punishment awarded during their service. Certified true copy of conduct
sheets. Should invariably contain the following information :-
(i) Rank at the time of offence.
(ii) Date of offence
(iii) Full details of offence committed.
(iv) Army Act Section under Which charged.
(v) Punishment awarded.
19. In case of Havildars not in possession of either Meritorious Service Medal or
Long Service and Good Conduct Medal as per certificate mentioned in Appx duly
signed by OC unit and countersigned by an Officer not below the rank of Brigadier
will be submitted to Record Office alongwith recommendations.

RESTRICTED
 RESTRICTED
530

Questions :-
1. What are the eligibility conditions and pre-requisites for grant of honorary
commission to JCOs on active list as well as on retirement ?
2. What are the eligibility conditions and pre-requisites for grant of honorary
ranks to NCOs on retirement ?
3. Explain briefly about the procedure for processing the recommendation forms
for grant of honorary commission / ranks ?
4. What is the schedule of initiation/submission of recommendations for grant of
honorary commission /ranks ?
5. What are the information/documents which are required to be forwarded to
Record Office alongwith the recommendations for grant of honorary
commission/ranks ?
Appendix
(Refers to Para 19 of Adm (A)-28)

FOR NON-RECIPIENTS OF MERITORIOUS SERVICE MEDAL OR

LONG SERVICE AND GOOD CONDUCT MEDAL

No________________ Havildar _________had rendered_______ years meritorious

service.

Station : Signature of OC Unit

(Rank & Name in block letters)

Date : (Affix Office stamp)

COUNTERSIGNED

Station : Signature ……..Brigadier

(Rank & Name in block letters)

Date : (Affix Office Stamp)

(Auth : Integrated Headquarters , Ministry of Defence (Army) (AG’s Branch) letter

No A/622-4/4/AG/GS(A) dated 28 Jan 77).

RESTRICTED
 RESTRICTED
531

ADM(A)-29
MERITORIOUS SERVICE MEDAL AND LONG SERVICE
AND GOOD CONDUCT MEDAL WITH AND WITHOUT
GRATUITY
Reference : (a) AI - 13/85, 100/70 & 13/85.
(b) RA Para 682 and 703.

General

1. The following awards have been introduced for the NCOs/OR :-

(a) The Meritorious Service Medal.

(b) The Long Service and Good Conduct Medal with and without gratuity.

2. The revised policy for the submission of Recommendations.

3. Recommendation Rolls for the award of Meritorious Service Medal (MSM)

and Long Service and Good Conduct Medal (LS and GC Medal) is given below :-

(a) These Medal are awarded to eligible personnel twice a year, on 26 Jan
and 15 Aug.

(b) Substantive Havildars will only be considered for the award of MSM,
while NCOs (other than substantive Havildars), OR will be considered for the
award of LS and GC Medal. Paid acting Havildars who are due for retirement
and are likely to be made substantive Havildars should also not be
recommended for the award of Long Service and Good Conduct Medal. Paid
Acting Havildars who have already been awarded Long Service and Good
Conduct Medal. Paid Medal should not be made substantive Havildar from
the date of award or a date preceding thereto i.e. 26 Jan/15 Aug.

(Auth : Integrated Headquarters , Ministry of Defence (Army) letter

No 55897/AG/PS5(b) dated 14 Jan 69)
(c) Personnel who are already in receipt of the LS and GC Medal will not
be recommended for the award of MSM.
(d) Personnel recommended for these medals should be completed 15 yrs
qualifying service on 25 Jan/14 Aug proceedings the date on which the
awards are to be made ie 26 Jan/15 Aug respectively.
(e) These personnel should be on the effective strength of the Arms/Corps
on the date of the award, viz. 26 Jdan/15 Aug except in the case of those who
are recommended for the award of LS and GC Medals without gratuity.

RESTRICTED
 RESTRICTED
532

Recommendation

4. Recommendation roll of eligible personnel should be submitted to Record

Office on a prescribed form.

5. Their recommendation rolls for the award will be submitted, so as to reach

Record Office as under: -
(a) For 26th Jan Award - 01 July
(b) For 15th Aug Award- 01 February

Eligibility

6. The personnel recommended must fulfill the following conditions :-

(a) Meritorious Service Medal

(i) Should be substantive Havildar
(ii) Should have 15 years combatant or non-combatant service, which
counts for pension or gratuity.
(iii) Should be free from conviction by a Court-Martial.
(iv) Should not have more than five red ink entries in the individual's
conduct sheet.
7. Should have no red ink entry within five years proceeding the date of
recommendation.
8. Should not be in possession of Long Service and Good Conduct Medal.
Note : Vacancy for Meritorious Service Medal will occur on the death,
discharge, reduction, promotion to the commissioned rank or the
forfeiture of the medal or an annuity. The scale of authorisation is 4 for
800 men on the authorised establishment of the Army.

(a) Long Service and Good Conduct Medal.

(i) All NCOs/OR except substantive Havildars.
(ii) Should have 15 years combatant service, which counts for
pension or gratuity.
(iii) Should not have more than five red ink entries in the
individual’s conduct sheet.
(iv) Should be free from conviction by court martial.

(v) Should have no red ink entry within three years preceding the
date of recommendation.

RESTRICTED
 RESTRICTED
533

Notes : -

1. A Naik or Lance Naik who has been tried by a court martial and
reduced to the ranks for an offence which would not necessarily have
involved trial as a gunner may be recommended for Long Service and Good
Conduct Medal, if his conduct sheet shows five years continuous good service
since reduction scale of authorisation is 4 to 800 men on the authorised
establishment of the Army.

2. Individuals who distinguished themselves in the field of the

committing an offence, which has rendered them ineligible for the award of
the medals, may be recommended for the awards if otherwise qualified at the
discretion of OC.

3. While forwarding recommendation rolls in respect of paid Acting

Havildars for award of Long Service and Good Conduct Medal a certificate as
under will invariably be endorsed on recommendation roll.

CERTIFICATE

“Certified that No …………………… Rank …………….. Name

………………who has been recommended for the award of Long Service and
Good Conduct Medal (with/without gratuity) will not be granted substantive
rank of Havildar till date of award of Medal or a date proceeding thereto’.

Disposal of Recommendations

9. On receipt of recommendations from the unit, the Record Office will

scrutinize the eligibility of personnel recommended and complete the form and
forward the same to the Centre Commandant.

10. The Centre Commandants will endorse their recommendations on the form
and forward the same by 01 June/ 01 November preceding the date on which the
awards are to be made to Integrated Headquarters , Ministry of Defence (Army),
AG`s Branch (PS 5 (a) through their respective Directorates together with their
recommendations in regard to the order of preference in which the award should be
made. Persons with ‘Exemplary’ or ‘Very Good’ character only will
recommended.

Presentation

11. The presentation of the medal will, whenever possible, take at the ceremonial
parade.

RESTRICTED
 RESTRICTED
534

Notification of Grant of the Medal in Part II Orders.

12. When Integrated Headquarters , Ministry of Defence (Army) notifies grant of

the medal Record Office will publish necessary casualties in Part II Orders. On
receipt of the Part II Order, the units will prefer the claim for the annuity attached to
the meritorious Service Medal only on the authority of Integrated Headquarters ,
Ministry of Defence (Army) letter notifying the award on contingent bills (IAFA-
115) and forward it to the PAO (OR) for adjustment in the IRLAs of the individuals
concerned. An annuity of Rs 300/- (Rupees three hundred only) for the first year
would be payable to the recipient on the award of medal. For the second and
subsequent years, full annuity will be paid only for every completed service period
of 12 months. For service less than 12 months in the second and subsequent years,
the annuity will be admissible proportionately. Annuity for the MSM for the first
time will be paid in advance.

AI 13/85 & Para 3

13. In the case of an NCO/OR awarded Long Service and Good Conduct Medal
(with gratuity) a lump sum gratuity of Rs 300/- is permissible and is payable
immediately on the award irrespective of the period he has to remain in service
subsequent to the award by PAO (OR) on receipt of Part II Orders.

Forfeiture of Medals/Stars.

14. Para 703 of Regulations for the Army 1987 is applicable in this case also. The
annuity attached to MSM will be surrendered by and awardees on reduction to lower
rank, on promotion to the rank of JCO, on transfer for pension establishment or at
death. (Para 9 of AI 13/85).

Questions :-

1. What is the schedule for submission of recommendation rolls for award of

MSM and LS and GC Medal ?

2. What are the eligibility conditions for award of MSM ?

3. What are the eligibility conditions for award of LS and GC Medal ?

RESTRICTED
 RESTRICTED
535

ADM (A)-30

DISCHARGE JCOs/OR

References : (a) AR-13 (Auth empower to Sanction Discharge).

(b) AI 34/64 (Disch of {POW/Missing).

(c) AO 137/73 (Authority empower for auth Discharge).

(d) AO 42/2001/PS (Discharge on Compassionate Grounds,

Vertification from Civil Authority).
General

1. The discharge of a JCO/OR is sanctioned by competent authority as laid down

in the Table annexed to Army Rule 13. The power to sanction discharge under
Army Rule 13 (3) will be exercised by the authorities mentioned in column 3 of the
table given in the Army Rule 13 not by the Officer-in-Charge Records. Discharge of
personnel is, however, sanctioned by the Commanding Officer in consultation with
the Officer In Charge Records who examine each case from manpower point of view
in the light of the administrative instruction issued by Integrated Headquarters ,
Ministry of Defence (Army) from time to time.

2. A JCO/OR may be dismissed from the service by Competent authority vide

Army Act Section 20 or under sentence awarded by a Court Martial. The difference
between dismissal and discharge is that the former does while the later does not
imply culpability, dismissal involves the forfeiture of claim to any pension or
gratuity, which may have been earned whereas discharge does not involve such
forfeiture.

3. The discharge/dismissal of a person cannot be retrospective vide Army Rule

13 (3). The discharge of a person after it is sanctioned has to be carried out with all
convenient speed. In any case personnel, will, under no circumstances, be allowed
to retain in service after accounts have been finalised and IRLAs closed.

4. No person will be entitled to discharge if the Government has, by notification,

suspended/ held in abeyance entitlement of discharge under the provisions of Army
Rule 11.

5. Difference between retirement, removal, dismissal and discharge is explained

in succeeding paragraphs.

RESTRICTED
 RESTRICTED
536

6. Retirement. Whenever a person completes a prescribed period of service and

become entitled to retirement benefits, he retires. This term is normally used for
officers only.

7. Removal. It is compulsory form of premature discharge, which affects all

ranks.

8. Dismissal A disgraceful type of termination of service. Cannot be re-

employed without permission of the authority who dismissed him.

9. Discharge. This word includes the term retirement and removal but it does
not apply to Officers.

10. The following categories of personnel will be discharged/transferred to

pension establishment subject to that no other restriction to carry out such discharge /
retirement are laid down by Integrated Headquarters , Ministry of Defence (Army) : -
(a) JCOs who have completed the service/tenure laid down in Regulations
for the Army 1987.
(b) JCOs and Religious Teachers on attaining the age of 52/54/55 years.
(c) Civilian Religious Teachers on attaining the age of 58 years.
(d) JCOs/OR seeking discharge on extreme compassionate grounds.
(e) NCOs/OR on attaining the age of 49 years.
(f) NCOs/OR on completion of normal service limit laid down for their
ranks.
(g) Those who are unwilling to serve beyond the terms of engagement
provided the strength of the category of which he belongs is above the
permissible percentage.
(h) Whose retention beyond completion of combined colour and reserve
service is not considered necessary, in the interest of the service.
(j) Those invalid as a result of Medical Board Recommendations.
(k) Recruit unlikely to become efficient soldiers.
(l) Recruits whose civil verification is unsatisfactory.

11. Retention of service personnel with a persistently bad record eg, with four red
ink entries or more is not conducive to the efficiency of the service and only results
in waste of Government money. Such cases will be brought to the notice of OsC
Unit by the Record Office, so that they can be dealt with promptly according to the
existing instructions with regard to disposal of undesirable/ inefficient personnel vide

RESTRICTED
 RESTRICTED
537

Integrated Headquarters , Ministry of Defence (Army) letter No A/13210/AG/PS2

(e) dated 26 Aug 65, and even No of 14 Mar 85. CO is the sole judge to consider
such cases keeping in view the nature of offences committed by the individuals and
conditions of service where he served.

Normal Retirement

12. List of JCOs/OR who are due for retirement on completion of normal service
laid down for their ranks is normally prepared by the Record Office one and half year
ahead of the date of retirement after checking details of non-qualifying service from
the Sheet Roll. The list so prepared is forwarded to the units concerned. On receipt
of the list, units check details with particulars recorded in Individual’s Record of
Service (JCOs/OR) (IAFF-958) and the Field Conduct Sheet (IAFF-3013).
Discrepancy if any, is intimated by the unit to Record Office for clarification. The
Record Office works out the correct date of discharge of the individual keeping in
view the entitlement of the individual’s concerned to terminal leave and pension and
intimates the same to the units concerned 12 months in advance to actual date of
discharge of the individual, so that the pension book/PPO is handed over to the
individual before the day of discharge.

Discharge on Medical Grounds

13. Medically invalid personnel must be discharged within a maximum period of

21 days after the proceedings of invading medical board have been approved by the
ADMS as per the instructions contained in Government of India, Ministry of
Defence letter No 0084/AG/PS2(c)/772/ SD(AG-II) dated 02 May 64 and Integrated
Headquarters , Ministry of Defence (Army) letter No 0084/AG/PS2 (c) dt 20 Jul/04
Aug 66.

14. Discharges on medical grounds are carried out on AFMSF-16. But IAFY-
1948A is also prepared in addition to AFMSF-16.

Discharge on Compassionate Grounds

15. Request for discharge on extreme compassionate grounds is dealt with in

accordance with the procedure laid down in AO 137/73.

Responsibility for Carrying Out Discharges

16. The discharge of all individuals when duly approved/sanctioned by the

competent authority is carried out by Record Office except the following categories
of personnel whose discharge is carried out by the unit: -

RESTRICTED
 RESTRICTED
538

(a) Discharge of personnel found medically unfit for further service by

invalidating boards where the individuals have to be dispatched home directly
from hospital / unit due to expectation of life being short or on account of
infectious diseases (AO 415/89).

(b) Discharge/Dismissal on Disciplinary Grounds. Units in operational

area may send their personnel to Depot for carrying out discharge if they are
unable to carry out the discharge themselves.

(c) All types of discharge in respect of Recruits.

Procedure for Discharge Carried Out Through Depot

17. The Record Office approves the discharge of an individual and issues calling
up letter to the unit concerned intimating the date by which he must report at the
Depot. Units dispatch the individuals well in advance to arrive at the Depot Bn on
due date. Personnel invalided out of service except those required to be dispatched
by hospitals direct to the homes will be dispatched to Depot immediately after the
invalidating medical board proceedings are approved by the ADMS without awaiting
calling up notice from the Record Office.

18. Action by units. On receipt of the calling up letter from the Record
Office invalidating medical board proceedings from the medical authorities the unit
should: -
(a) Scrutinize record of service JCOs/OR (IAFF-958) where held and
field conduct sheet (IAFF-3013) for any discrepancy and bring these upto
dates.
(b) Complete initial medical examination of men on AFMSF-18 (Part I,
Part II and Part III) before they are dispatched to Depot for discharge.
(c) Hold kits inspection of men before dispatch and ensure provisions of
AI 22/83 are complied with.
(d) Publish all outstanding casualties pertaining to individuals in the Part II
Order or submit POR to the Record Office for publication.
(e) Check soldiers personal book (AB-64) : All cash payment to be
totaled and signed by an officer.
(f) Notify latest home address of the individual in Part II Orders if
changed.
(g) Forward documents called for by Record Office, duly completed in all
respects as per Para 2 below.

RESTRICTED
 RESTRICTED
539

19. Submission of Documents to Depot. The following documents will be

submitted :-

(a) IAFY-1948A (in duplicate) duly completed if pensioner benefits

involved or discharge case on plain paper.
(b) IAFF-958 (where held).
(c) IAFF-3013 (Fd Conduct Sheet) duly endorse with the character
assessed as per RA Para 171 as amended.

(d) AFMSF-18 Part I, II and III duly completed.

(e) AFMSF-12 where held separately.

(f) AFMSF-16 in quintuplicate

(g) AFMSF-81 in triplicate where applicable.

(h) Vouchers, for personal equipment, public clothing and EI clothing and
loss statement of kit, if any along with clothing cards of the individual.

(j) List of outstanding observations made by the individual on his

statement of accounts.

(k) Any outstanding personal claim duly supported by requisite orders and
certificates.

(l) No demand certificate

(m) Descriptive roll in triplicate

(n) IAFA-340 A Application for Commutation.

Note : Where entitlement to pension/gratuity is not involved and

where discharge does not require sanction of an authority higher than
CO unit the sanction for discharge will be accorded on a form as per
specimen given below instead of IAFY-1948A.

No ___________Rank_________Name____________of _________ is
discharged from service, under item _________of the table annexed to
the Army Rule 13 after having served for _______years _______day
with the colour and _________-years _________-days in the reserve.
His character on discharge ____________________ Signature/thumb
impression of the individual ______________ Signature of the Officer
Commanding.

RESTRICTED
 RESTRICTED
540

(o) Testimonial

(p) Appendix `A’ incorporated with Appendix `O’ for AGIF.

(q) Documents required as per SAO 5/S/78 on AGIF.

20. Action by the Record Office. On receipt of documents in Para 19 above

and on arrival of the individual in Depot, Depot and Records will take the following
actions :-
(a) Check with the sheet roll and all documents received from unit for
their accuracy and correctness.
(b) Discontinue remittance of family allotment where in issue.
(c) Publish Part II order for :-
(i) Taking the individual on strength.
(ii) Cessation of SCA and High Altitude and Uncongenial Climate
allowance where applicable.
(iii) Discharge of the individual from service incorporating the
following other casualties :-
(aa) Date struck off effective strength and also rations
strength.
(ab) Date of enrolment/total service.

(ac) Issue of discharge certificate and character stated therein.

(ad) Grant of leave pending retirement if any.

(ae) Latest home address as declared by the individual.

(af) Grant of ration allowance and city compensatory

allowance (where applicable).
(d) Inspect clothing and equipment of the individual and adjust
discrepancies by preparation of IAFC-844 and IAFA-498 (Loss statement).
(e) Prepare claim and forward all the applications to the final settlement of
account documents to PAO to settle the accounts.
(f) Pay on separate Acquittance Roll, as soon as intimation of final credit
balance is received endorsing thereon `Final” balance on discharge.

RESTRICTED
 RESTRICTED
541

(g) Issue discharge certificate (IAFY-1964) duly completed.

(h) Hand over details if any and all educational/course certificates to the
individual alongwith other documents prior to his departure and obtain
signature on the relevant page of the Sheet Roll.

(j) Check

(i) Legality of the discharge.

(ii) Service which does not qualify for pension.

(iii) Discrepancy / irregularity observed in the documents (including

irregular / excess leave) and ask unit to take action for regularisation.
(k) Take action to claim pensionary benefits/gratuity admissible.
(l) Make up deficiency in clothing and equipment as per AI 22/83.
(m) Prepare employment index card (X-26) in respect of personnel desirous
of employment through Employment Exchange for whom such forms have
not been initiated by the OC unit earlier.
(n) Explain accounts and pensionery/gratuity benefits to the individuals
and obtain their objections if any for progress.

21. Before dispatch of the individuals to home, they are interviewed by the OC
Depot to ensure that all dues of the soldiers have been fully settled and men are fully
satisfied.
Procedure for carrying out discharge by units

22. In case where local discharge by units is permitted and sanctioned by the
competent authority (in prior consultation with Record Office where necessary) the
unit should take the following actions :-
(a) Bring all service documents of the individual upto date and publish all
outstanding casualties in Part II Orders.
(b) Verify unit copy of kindred roll (IAFF-908) and endorse it with
remarks ‘’Checked at time of discharge” under signature of an offence.
(c) Settle all outstanding claims/liabilities of the individual and initiate
claims where necessary.
(d) Fix date of discharge and publish casualty of discharge in unit Part II
Orders.
(e) Dispatch the individual to his home after the discharge has been
sanctioned.

RESTRICTED
 RESTRICTED
542

(f) Dispatch to following documents to Record Office along with three

copies of the Part II Orders notifying the casualty of discharge and AB-64
duly totaled and signed by an officer for final settlement of accounts: -
(i) Latest home address.
(ii) Field service documents, if held.
(iii) IAFY-1948A or certificate in lieu thereof, duly completed in all
respects and sanctioned by the competent authority.
(iv) AFMSF-18 duly completed in triplicate.
(v) Loss statement, if any.
(vi) No demand certificate.
(vii) Application from individual if discharged on compassionate
grounds on individual’s request.
(viii) IAFF-3013 character duly assessed.
(ix) Descriptive roll (if pension involved).
(x) Photographs as directed by Records. Colored Photographs on
the discharge papers/pension paper may be accepted from the
JCOs/OR as the photo black and white or colored are required for
identification of pensioners/family pensioners.
(xi) Application for final withdrawal of AFPP Fund.

(xii) AFMSF-16 of LMC personnel.

(xiii) Appx G to SAO 5/S/78 for AGIF.
(Authority :Integrated Headquarters , Ministry of Defence (Army)
letter No A/47266/AG/PS 4(b) dt 16 Aug 90)
Questions :-
1. What are the differences between Retirement, Removal, Dismissal and
Discharge ?
2. What are the categories of personnel, who will be discharged/transferred to
pension establishment ?
3. What are the categories of personnel, whose discharge will be carried out by
units ?
4. What are the actions to be taken by units on receipt of calling up letter from
Record Office/invaliding medical board proceedings from the medical authorities ?
5. What are the documents, which are required to be submitted to Depot ?
6. What are the actions to be taken by Record Office and Depot ?
7. What is the procedure for carrying out discharge by units ?

RESTRICTED
 RESTRICTED
543

ADM (A)-31
PENSION
References : (a) Pension Regulations Part I 1961.

(b) Pension Regulations Part II 1961.

(c) SAI 8/S/70, 1/S/75, 3/S/75, 4/S/75 and 3/S/87.

General

1. Military pension is monetary award, which is given to the individuals or their

families in recognition of the services in the Army. While the man is in service, he
gets pay and allowances. On his retirement of disablement, he earns service or
disability pension and on demise, the family pension is granted to his family for their
maintenance.

2. Pension rates have undergone may changes after Independence. From 01 Jan
53 our pension code came into being. Due to revision of pay and allowances in
1961, pension rates were revised from 01 Apr 1961. In 1961, the quantum of
pension was fixed at a minimum of Rs 25/- pm. In the case of deaths after retirement
and disablement, the scheme of ordinary family pension was introduced wef Jan
1964. These were adhoc increase in the shape of relief due to high cost of living.
The minimum rate of Pension was further raised to Rs 40/- per month. wef 01 Mar
70, Death-cum-Retirement Gratuity scheme were introduced. During Indo-Pak
Conflict 1971, the liberalized rules of disability, family pensions and gratuity were
sanctioned by Government of India. Sixth Pay Commission, pension rate have been
raised wef 01 Jan 2006. The minimum pension will not be less than Rs 3500/- per
month (ie 50 percent of the sum of minimum of Pay Band and Grade Pay/ scale
corresponding to the scale of pay of pensioner held at the time of retirement).

Documentation

3. Warning orders for discharge in respect of individuals due for retirement are
issued 1 year in advance. On arrival in the Depot wing, the men are put in a release
cycle of 10/20 days duration during which all the formalities relating to the discharge
are completed and men are dispatched home after payment of terminal credit balance
and AFPP Fund. Last pay certificate required in support of pension claims are
issued by AO, ie, Release Group. The accounts of the individual discharged locally
are settled by PAOs.

RESTRICTED
 RESTRICTED
544

Other Agencies Responsible for Documentation

4. The Record Office is mainly responsible for expeditious settlement of

pensionery awards of the service men or their family. There are other agencies in the
chain who are equally concerned in causing delay due to non-production of certain
documents or in rectification of discrepancies in time. They are :-

(a) Unit

(b) PAO

(c) Secretary DSS & A Board/Recruiting Officers.

(d) Individuals/Claimants

5. The delay also occurs in CDA (P) Allahabad in settlement of pension claims
due to various reasons.

Type of Pensionery Awards

6. The pensionery awards are of three kinds :-

(a) Service Pension or service gratuity

(b) Disability Pension

(c) Family Pension

(i) Special family pension

(ii) Ordinary family pension

(iii) Children allowance

(iv) Family gratuity.

Non Reckonable Service for Pensionary Awards

7. The following period will not be count towards qualifying service for pensionary
awards :-

(a) Any period of service rendered before reaching the age of 16 years.

(b) Any period of absence without leave unless pay and allowances are
admitted for the period of absence.

RESTRICTED
 RESTRICTED
545

(c) Any period intervening between in date of dismissal/discharge and that

of its cancellation, which is regularised as extra ordinary, leave without pay and
allowances.

(d) Any period of absence as Prisoner of War, unless pay and allowances
are admitted for the period of absence.

(e) Any period of detention in civil custody before being sentenced to

imprisonment or fine unless the President in a special case, issued orders
reducing the period that shall not count.

(f) Any period of imprisonment by sentence of civil court or a Court

Martial. (Regs 122 PR Part I 1961).

Note : In case of claim to disability pension, all services from the date of
appointment or enrolment to the date of discharge shall qualify for pension or
gratuity subject to exception (b) to (d) above.

8. The period referred to hereunder is reckonable service for pensionary awards :-

(a) Punishment of fine awarded upto 14 days in any one month by an

officer exercising authority under Army Act Section 80.

(b) Period of sickness in hospital certified by the medical officer

concerned to have been caused by an offence committed by an individual under
Army Act, vide Rule 51 (b) of Pay and Allowances Regulations (OR) 1955.

(c) Period of Imprisonment summarily awarded by a CO exercising

powers under Army Act Section 80.

(d) Former qualifying service, if allowed to count towards pensionery

awards by PAO(OR).
(e) Half of the qualifying service rendered as a Non/Combatant (Enrolled)
will count towards service as OR. However, in the case of NCsE who accepted
combatisation under the terms and conditions of Ministry of Defence letter No
19173/IX/Org-2 (MP)(c)/1810-S/D(AG-II) dated 31 Dec 71, all service
rendered as Non-Combatant (Enrolled) will be treated as qualifying service for
pension.
(f) Reservists recalled to colors may, where it is more favorable, be
allowed to count half of their qualifying reserve service with their total colour
service for pensionery awards (SAI 13/S/62).

RESTRICTED
 RESTRICTED
546

9. For forfeiture and restoration of service of personnel found guilty of desertion

and an offence under Section 43 (a) AA, refer to Pension Regulations Part I 1961
Regulation 123.
Rank and Group for Assessment of Pensionary Awards
10. The rank and group for assessment of Pensionery awards are as under :
11. Service Pension.
(a) Rank actually held and Group for which paid continuously for at least
10 months before retirement regardless of whether it is held in a substantive
or paid acting capacity (AO65/70).
(b) In cases where JCO and NCO revert to their substantive rank on
account of their proceeding on additional leave under Rule 6 (b) of leave rule
for the Service vol I Army read with AI 84/68, the period of such reversion
during additional leave, though not counted as service in higher paid acting
rank, will not constitute a break in that rank for the grant of pension (AO
546/73 refers).
12. Disability Pension. Substantive rank and group held on the date of
invalidment.
13. Disability Pension (Service element). Substantive Rank held on the date of
invalidment. (Disability element).
14. Special Family Pension (Service element). Substantive rank and Group
held on the date of death, if death occurred in service or the date of invalidment from
service, if death takes places after invalidment.

Notes : For so long as promotions are on paid acting basis, the paid acting
rank held by an individual will be taken into account for the purpose of sub
paras (b), (c) and (d) above.

Qualifying Service (QS)

15. Reckonable Emoluments

S.No Cat Retiring/Serving/Family/Invalid All type of Gratuities

Pension
(a) Offrs Band Pay , Grade Pay, MSP Band Pay, Grade Pay, MSP
and NPA, if any, last drawn and NPA, if any, plus
Dearness Allce admissible
on the dt of retirement/
invalidment/death
(b) JCOs/ Band Pay , Grade Pay, MSP, Band Pay , Grade Pay,
OR `X’ Gp Pay and whole of MSP, `X’ Gp Pay and
Classification Allce, if any, last whole of Classification

RESTRICTED
 RESTRICTED
547

drawn. Allce, plus Dearness Allce

admissible on the date of
discharge/invalidment/death
16. In respect of Offrs and JCOs/OR retd/discharged/invalided/died between 01
Jan 2006 and 31 Aug 2008, the term “ Reckonale Emoluments” as defined above
will apply except that MSP will reckon notionally for reckonable emoluments.

Auth: GOI, MoD letter No 17 (4) /2008 (3)/D (Pen/Pol) dt 12 Nov 2008.

Qualifying Service

17. Retiring/Invalid Pension

Offrs Retd between Offrs retiring JCOs/OR on or

01 Jan 2006 to 01 Sep 2008 on or after 02 after 01
Sep 2008 Jan 2006

Actual qualifying service rendered Weightages Weightages

plus weightages as defined in Para 5 withdrawn withdrawn
of GOI, MoD letter No 1 (6)/98/D
(Pension/Services) dt 03 Feb 1998u

Note:- For JCOs/OR, GOI , MoD has given an option to draw either 50% of
the pay last drawn (revised procedure) or draw pension based on post 01 Jan
2006 pay structure as per fitment table of each rank corresponding to the max
of V CPC pay scale (pre-revised procedure), whichever is beneficial. GOI,
MoD letter No 17 (4)/2008/D (Pension/policy) dt 26 Aug 2009 refers. .

18. Gratuity : Offrs Retired Between 01 Jan 06 and 01 Sep 08.

Retirement Gratuity Death Gratuity Retiring/

Service / Invalid /
Terminal Gratuity
Actual qualifying Actual qualifying service plus a Actual qualifying service
service rendered plus weightage of 5 years subject to rendered
a weightage of 5 the total qualifying service incl
years subject to the weightage not exceeding 33
total qualifying years. In case actual service
service incl is less than 5 years no
weightage not weightage will be given
exceeding 33 years

RESTRICTED
 RESTRICTED
548

19. Gratuity : Offrs Retiring on or After 02 Sep 08

Retirement Gratuity Death Gratuity Retiring/

Service / Invalid /
Terminal Gratuity
Actual qualifying service Actual qualifying service Actual qualifying service
rendered rendered rendered
Auth : GOI, MoD letter No 17(4)/2008(2)/D(Pen/Policy) dt 05 Jun 09.
20. Gratuity. The max limit of all kinds of Gratuity i.e. Retiring/ Retirement/
Service/ Invalid/Special/Terminal/Death Gratuity shall be Rs 10 lakhs.
Pension
21. Retiring/Service Pension

Offrs Retired/Invalided Offrs retiring on JCOs/OR

between 1.1.06 to 1.9.08 or after 02.9.08
Calculated at 50% of 50% of Pay in the Linkage of full pension with 33 years
emoluments last drawn Pay Band, Grade of qualifying service is dispensed
or average of reckonable Pay, MSP and with from 1.1.2006. Service pension
emoluments drawn NPA, if any, last will be calculated at 50% of
during last 10 months pay drawn emoluments last drawn or average of
whichever is more reckonable emoluments drawn
beneficial during last 10 months, whichever is
more beneficial.

22. Min Pension.

(a) Not lower then 50% of the sum of the min of the pay in bay band plus
grade pay and MSP from which the pensioner has retired.

(b) In case of Offrs retd between 1.1.2006 and 1.9.2008, pension will be
reduced pro rata where the pensioner had less than the max reqd service of 33
years for full pension.

(c) In no case will be less than Rs 3500/- per month.

Questions :-

1. What are the agencies responsible for documentation in respect of pension

cases ?
2. What are the types of pensionary awards ?

RESTRICTED
 RESTRICTED
549

3. What is non-reckonable service for pensionary awards ?

4. What is reckonable service for pensionary awards ?

ADM(A)-32

SERVICE PENSION

Reference : (a) GOI, MOD letter No 17 (4)/2008/ (1)/D (Pen/Policy) dt 11

Nov 2008.

(b) Govt of India, MOD letter No 1(5)/ 87/D(Pension/Service)

of 30 Oct 87.

(c) G of I, Min of personnel public grievances pensioner letter No

42/2/2004- P&PW(G) dt 21 Jun 2004.

Eligibility

1. Minimum qualifying service to earn service pension is 15 years in the case of

JCOs and OR and minimum qualifying service for OR to earn service gratuity is 5
years. Commutation period will be done on half yearly basis. Period exceeding 3
months or more will be taken as complete half year for the purpose to calculate
qualifying service.

Rate of Service Pension

2. The rate of service pension will be calculated at 50% of emoluments

reckonable for pension, but not less than Rs 3,500/- PM. Also refer lesson Adm (A)-
31 for qualifying service and weightage. Rates at Service pension of personnel
below officer rank of Regular Army (Excluding Honorary Commissioned Officer)
who retired/retire on or after 01 Jan 2006 on revised scale of pay are as per
Appendix ‘A’ to this lesson.

Rates of Service Pension and Death-Cum-Retirement Gratuity in Respect of JCOs of

the Regular Army Granted Honorary Commission as JCOs while on the Effective
list.

3. The rates of service pension of JCOs granted Honorary Commission, as JCOs

while on the effective list will be 50 per cent of the last pay drawn or average of
reckonable emoluments drawn during last 10 months, whichever is more beneficial.

Enhancement of Additional Element of Pension Admissible to OR Granted Honorary

Rank of Naib Subedar on Retirement.

RESTRICTED
 RESTRICTED
550

4. Other Ranks granted Honorary Rank of Naib Subedar or retirement will be

granted an addition of Rs 100/- per mensum over the service pension admissible to
them for their rank, group and length of service.
Rank of Assessment of Service Pension

5. Service Pension is assessed on the basis of the rank actually held continuously
for 10 months before the date of retirement regardless of the fact whether it is held in
a substantive or paid acting capacity.

(Authority : Govt of India Min of Def letter No 1(5)/87/D(Pension/Service) of

30 Oct 87).

Condonation of Deficiency

6. Condonation of deficiency in service to make an individual eligible for

pension is permissible upto a period of 6 months except on voluntary retirement.
Similarly, condonation of deficiency in a particular rank is also permissible upto a 3
months. The power to condone the deficiency; have been vested with OIC Records.

(Authority : Regulations 125 and 135 FRI Part 1996).

Submission of Cases to CDA (P)

7. Cases are normally submitted to CDA (P) four months ahead of the date of
retirement. The following documents are forwarded :-

(a) IAFK-1155 - Sheet Roll

(b) IAFK-1162 - Enrolment Form.
(c) IAFY-1948A - Discharge Roll – JCOs/OR.
(d) IAFA-447 - Last Pay Certificate.
(e) IAFA-958 - Record of Service JCOs/OR.

(f) IAFA-340A (i) - Application for commutation of pension.

(g) IAFA-370 - Claim for 6 month advance of pension, if
required.

(h) IAFA-369 - Descriptive Roll.

8. The salient points to be checked before submission of the claims are as

under: -

(a) Particulars of the individuals shown on the enrolment form and Sheet
Roll tally with IAFY-1948A and LPC-Cum-Data Sheet.

RESTRICTED
 RESTRICTED
551

(b) Former Service if any, is reviewed by the PAO under the Pension
Code.
(c) Date of enrolment/promotion to substantive rank tally with the entries
in the roll IAFY-1948A and LPC-Cum-DatA Sheet.
(d) Qualifying service for pension in IAFY-1948A tallies with the sheet
roll entry.
(e) LPC is embossed with the LPC seal.
(f) The entries in the sheet roll pertaining to appointment of Nb Sub, Sub,
promoting to Sub and Sub Major are supported by Gazette Notification.
(g) Irregular grant of leave is duly regularised.
(h) The certificate regarding the grant of full or reduced pension is signed
by the officer not below the rank of Capt.

Good Conduct

9. Future good conduct is an implied condition for any grant of pension or

allowances. The pensionary award in respect of and Military pensioner is liable to
be forfeited wholly or partially if he has convicted by a Court of law or a crime of
political nature is guilty of a grave misconduct of a political nature. The case for
reduction or subsequent restoration are referred by CDA(P) Allahabad to Area
Commanders for action in consultation, with the State Government concerned but on
closing the satisfactory service certificate to CDA(P) is dispensed with effect from
01 Jan 86.

(Authority : Regulation 4 and 119 FR Part I 1961 as amended)

10. Commutation of Pension. JCOs 0R and NCsE can commute 50% of the
pension provided the balance left uncommuted is not less than Rs 3500/- per month.
The basis of the commutation is the table prescribed by Government of India from
time to time under the Civil Pension ( Commutation) Rules

11. Applications for commutation are forwarded to CDA (P) who will arrange for
the payment of commuted value, the commute value of pension is calculated by
CDA (P) on the basis of an individual’s age on his next birth day which falls after
the date of signature by the Medical authorities. The current table showing the
present value of commutation is given as per Appendix ‘B’ to this lesson.
AI 85/71, 1/S/98

12. Reservists. Reservists after completion of 15 years combined colour and

reserve service, are entitled to a pension of Rs 3500/- per month on 2/3 the lowest
pension admissible to Sepoy whichever is higher.

RESTRICTED
 RESTRICTED
552

SAI3/S/77, 1/S/98

13. Restoration of Pension. The commuted portion of service can be restored

on expiry of 15 years from the date of retirement.

Questions :-

1. What are the eligibility conditions for grant of Service Pension ?

2. What are the rates of Service Pension and DCRG in respect of JCOs of the
Regular Army granted Honorary Commission as JCOs while on effective list ?

3. What are the documents required to be submitted to CDA (P) for grant of Service
Pension ?

4. What are the salient points to be checked before submission of claims for grant of
Service Pension ?

RESTRICTED
 RESTRICTED
553

Appx ‘A’
(Refer to Para 2 of Lesson No Adm (A)-30)

REVISED RATES OF SERVICE PENSION

Rank Sep Nk Hav Nb Sub Sub Sub Maj Hony Hony
Lt Capt
Gp Held
Pre 1973 `A’ `B’ `A’ `B’ `A’ `B’ `A’ `B’ `A’ `B’ `A’ `B’
to to to to to to
H H H H H H
Post 1973 `A’ `B’ `A’ `B’ `A’ `B’ `A’ `B’ `A’ `B’ `A’ `B’
to to to to to to
E E E E E E
Post `X’ `Y’ `X’ `Y’ `X’ `Y’ `X’ `Y’ `X’ `Y’ `X’ `Y’
10.10.1997 to to to to to to
Z Z Z Z Z Z
Post 1.1.2006 `X’ `Y’ `X’ `Y’ `X’ `Y’ `X’ `Y’ `X’ `Y’ `X’ `Y’
Qualifying Service
10 3500 3500 3500 3500 3500 3500 3841 3523 3932 3614 2978 3660 6137 6298
10.5 3500 3500 3500 3500 3500 3500 3969 3641 4063 3735 4110 3782 6341 6508
11 3500 3500 3500 3500 3500 3500 4097 3758 4194 3855 4243 3904 6546 6718
11.5 3500 3500 3500 3500 3500 3500 4225 3875 4325 3975 4375 4025 6750 6925
12 3534 3500 3500 3500 3500 3500 4354 3993 4457 4096 4508 4147 6955 7135
12.5 3614 3500 3500 3500 3500 3500 4482 4110 4588 4216 4641 4269 7160 7345
13 3694 3500 3500 3500 3500 3500 4610 4228 4719 4337 4773 4391 7364 7555
13.5 3775 3500 3584 3500 3500 3500 4738 4345 4850 4457 4906 4513 7569 7765
14 3855 3500 3667 3500 3500 3500 4866 4463 4981 4578 5038 4635 7773 7975
14.5 3955 3500 3750 3500 3541 3500 4994 4580 5112 4698 5171 4757 7978 8185
15 4016 3500 3834 3500 3628 3500 5122 4697 5243 4819 5304 4879 8182 8394
15.5 4096 3555 3917 3500 3714 3500 5250 4815 5374 4939 5436 5001 8387 8604
16 4176 3625 4000 3500 3800 3500 5378 4932 5505 5060 5569 5123 8591 8814
16.5 4257 3694 4084 3564 3887 3500 5506 5050 5636 5180 5701 5245 8796 9024
17 4337 3764 4167 3637 3973 3500 5634 5167 5767 5300 5834 5367 9000 9234
17.5 4417 3834 4250 3710 4060 3561 5762 5285 5898 5421 5966 5489 9205 9444
18 4497 3904 4334 3782 4146 3637 5890 5402 6029 5541 6099 5611 9410 9654
18.5 4578 3973 4417 3855 4232 3713 6018 5519 6160 5662 6232 5733 9614 9863
19 4658 4043 4500 3928 4319 3788 6146 5637 6291 5782 6364 5855 9819 10073
19.5 4738 4113 4584 4000 4405 3864 6274 5754 6422 5903 6497 5977 10023 10283
20 4819 4182 4667 4073 4491 3940 6402 5872 6554 6023 6629 6099 10228 10493
20.5 4819 4182 4750 4146 4578 4016 6530 5989 6685 6144 6762 6221 10432 10703
21 4819 4182 4834 4219 4664 4091 6658 6107 6816 6264 6894 6343 10637 10913
21.5 4819 4182 4917 4291 4491 4167 6786 6224 6947 6385 7027 6465 10841 11122
22 4819 4182 5000 4364 4578 4243 6914 6341 7078 6505 7160 6587 11046 11332
22.5 4819 4182 5000 4364 4664 4319 7042 6459 7209 6625 7292 6709 11250 11542
23 4819 4182 5000 4364 4750 4394 7170 6576 7340 6746 7425 6831 11455 11752
23.5 4819 4182 5000 4364 4837 4470 7298 6694 7471 6866 7557 6953 11660 11962
24 4819 4182 5000 4364 4923 4546 7426 6811 7602 6967 7690 7075 11864 12172
24.5 4819 4182 5000 4364 5010 4546 7554 6929 7733 7107 7822 7197 12069 12382
25 4819 4182 5000 4364 5096 4546 7682 7046 7864 7228 7955 7319 12273 12591
25.5 4899 4252 5084 4437 5269 4622 7810 7163 7995 7348 8088 7441 12478 12801
26 4979 4322 5167 4510 5355 4697 7938 7281 8126 7469 8220 7563 12682 13011
26.5 5060 4391 5250 4582 5441 4773 8066 7398 8257 7589 8353 7685 12887 13221
27 5140 4461 5334 4655 5528 4849 8194 7516 8388 7710 8485 7807 13091 13431
27.5 5220 4531 5417 4728 5614 4925 8322 7633 8519 7830 8618 7929 13296 13641
28 & 5300 4600 5500 4800 5700 5000 8450 7750 8650 7950 8750 8050 13500 13850
above

RESTRICTED
 RESTRICTED
554

Appx `B’
(Refer to Para 11 of Lesson No Adm (A)-30)

RATES OF COMMUTATION VALUES

Commutation Table prescribed under rule 7 of the Civil Pension (Commutation)

Ruling effective from 1st Mar 1971 as amended vide SAI 1/S/98.

Commutation Values for a Pension of Re 1/- per Annum.

Age next Commutation Age next Commutation Age next Commutation

birthday value birthday value birthday value expressed
expressed as expressed as as No of years
no of years no of years
1 2 3 4 5 6
20 9.188 41 9.075 62 8.093
21 9.187 42 9.059 63 7.982
22 9.186 43 9.040 64 7.862
23 9.185 44 9.019 65 7.731
24 9.184 45 8.996 66 7.591
25 9.183 46 8.971 67 7.431
26 9.182 47 8.943 68 7.262
27 9.180 48 8.913 69 7.083
28 9.178 49 8.881 70 6.897
29 9.176 50 8.846 71 6.703
30 9.173 51 8.808 72 6.502
31 9.169 52 8.768 73 6.296
32 9.164 53 8.724 74 6.085
33 9.159 54 8.678 75 5.872
34 9.152 55 8.627 76 5.657
35 9.145 56 8.572 77 5.441
36 9.136 57 8.512 78 5.229
37 9.126 58 8.446 79 5.018
38 9.116 59 8.371 80 4.812
39 9.103 60 8.287 81 4.611
40 9.090 61 8.194

RESTRICTED
 RESTRICTED
555

Formulas for working out of the commutation of pension :

Amount of Pension - Rs. 3,500/-

Commutation possible - 50 % i.e. Rs 1,750/-

Age next birthday - 45 Years

Commutation value of - Rs. 8.996

A pension Rs 1/-

Total commutated value - 1,750 x 12 x 8.996 = Rs. 1,88,916

Residual/Pension - Rs. 1750/-

(Service Pension ( 50 % of SP) x 12 x Commutation factor)

For service pension – Average of 10 months RE x QS x Weightage/66

RESTRICTED
 RESTRICTED
556

ADM(A)-33

DISABILITY PENSION

References : (a) AO 75/77.

(b) Govt of India, MOD letter No 1(4)87-D
(Pension/services dt 12 May 87 and No 1(5) 87-D
(Pension/Services dt 30 Oct 87.

Eligibility
1. The disability pension is admissible in the following conditions: -
(a) Invalidated out of service and the invalidating disability is recorded as
attributable to or aggravated by Military Service.
(b) The percentage of disability is assessed and accepted at 20 % and
above.
(c) Individuals discharged under normal circumstances can also claim
disability pension within 7 years of discharge from service if it can be proved
that the disability from which they are suffering was contracted during the
service. Individuals discharged in permanent Low Medical Category are to be
viewed as invalidated out of service for the grant of disability pension.

(d) As per Regulation 197 of PRA (Part I), Invalid Pension is granted to
an individual who is invalided out from service with ten years or more but
less than fifteen yrs qualifying service. After fifteen yrs or more service
individual would have qualified for service pension. Hence the provision of
Invalid Pension exists for those individuals who are unable to complete
pensionable service. Hitherto fore, Regs 197 has been strictly applied and no
condo nation in shortfall of only a few days in some cases.

Auth :- Addl Dte Gen of Pers Service, Adjut Gneral’s Branch

Integrated HQ MoD (Army) letter No B/39022/Misc/AG/PS-4(L)/BC
dt 04 May 2011.
Exceptions

2. Serious Negligence or Misconduct. If the disability of an individual is

wholly or partially to his serious negligence or misconduct, the amount of disability
pension otherwise admissible may be reduced at the discretion of the competent
authority.

RESTRICTED
 RESTRICTED
557

Regs 175 Pension Regs Part I 1961

3. Aggravation on Retarding the Case of Disability. Individual who intentionally

aggravates his disability or retards its cure shall on being discharged as medically
unfit for further service on account of disability be in eligible for any pension or
gratuity. In giving the opinion, the medical board has to state in details how exactly
the individual brought about the retardation or aggravated the disability.

4. Individuals Invalid out of service on account of Indulgence in Drugs or

Drinks. Individuals invalidated out of service on account of indulgence in drugs or
drinks, which was within their control, will be ineligible for any disability pension.
They may, however, be granted invalid/gratuity, but the orders of the competent
authority regarding any reduction of the amount of pension/gratuity will be
obtained.

Regs 117 Pension Regs Part I 1961 and Govt of India L.No 1(2)/68/429/D
(Pension//Services) dt 22 May 1968.

Refusal to Undergo Medical Treatment

5. Cases where an individual suffering from a disability as attributable to or

aggravated by military service refused to undergo operation or other medical
treatments which, in the opinion of the service medical authority, would cure the
disability or reduce the degree of disablement shall be deal with as follows :-
(a) If the refusal to undergo medical treatment or operation is reasonable
the full disability normally admissible will be granted.
(b) If the refusal to undergo operation or medical treatment is un
reasonable, disability pension will either be withheld or disability element
will be restricted to the lower percentage of disablement as recommended by
the medical authorities.
(c) The question whether an individual’s refusal to undergo medical
treatment or operation is reasonable or unreasonable will be decided by the
medical and administrative authorities.

6. The disability pension roll consists of the following: -

(a) Service element.
(b) Disability Elements.

RESTRICTED
 RESTRICTED
558

7. Service Element. Service element will be calculated as under :-

Length of actual Entitlement of Service Entitlement
qualifying service
rendered (without
weightage)
15 years or more Equal to normal service pension relevant to the length
of qualifying service actually rendered plus
weightage of service.
Less than 15 years Equal to service (50% of reckonable emoluments or
Rs 3500/- or proportionately reduced pension of the
rank held for last ten years, but it shall not be less
than the 2/3 of the rank/pay group whichever is
higher.
Notes : The existing provisions for JCOs/OR for grant of Service Elements
to disable persons due to Para jumping or while carried on flying in
a air-craft under proper authority shall continue.
Disability and War Injury Element
8. Retired Before 01 Jan 06.

Rank Disability Element (100%) War Injury Element

Offrs, Hony 5880 11760
Commissioned Offrs,
MNS, TA & DSC
JCOs incl TA & DSC 4300 8600
Other Ranks incl TA 3510 7020
& DSC

Auth : GOI, MoD letter No 16(6)/2008(1)/D (Pension/Policy) dt 04 May 2009.

Note : - In other words existing disability and war injury element is to be multiplied
by 2.26 times.
9. Retired After 01 Jan 06.

Disability Element of Disability Pension War Injury Element of War Injury

(a) The rate of disability element for The rates of war injury element for
100% disability for various ranks shall 100% disability for various ranks shall
be 30% of emoluments last drawn be equal to the reckonable emoluments
subject to min of Rs 3,100/- per month last drawn which would be
for 100% disability. proportionately reduced where disability
is less than 100%. However, in no case
(b) For less than 100% disability it aggregate of service element and war
shall be reduced proportionately. injury element should exceed the

RESTRICTED
 RESTRICTED
559

emoluments last.
(c) In cases of disability pension where
permanent disability is not less than 60%
the disability pension ( i.e. total of
service element plus disability element)
shall not be less than 60% of the
reckonable emoluments last drawn
subject to a min of Rs 7000/

Auth : GOI, MoD letter No 16(6)/2008(2)/D(Pension/Policy) dt 05 May 2009.

10. Disability Pension on PMR. Armed Forces pers retiring/discharged from service on
or after 1.1.2006 will be entitled to disability element/war injury element, if the injury is
attributable to or aggravated by Military Service even if they proceed on premature
retirement. Retiring/service pension or Gratuity will also be payable in addn.

Auth : GOI, MoD letter No 16(5)/2008/D(Pen/Policy) dt 29 Sep 2009.

Constant Attendance Allowance

11. Constant Attendance Allowance at the rate of Rs 1200/- per month in addition
to the disability pension is admissible in the cases where the percentage of
disablement has been assessed at 100% and the need for an attendant has been
recommended by the Medical Boards. However, it shall be admissible at a uniform
rate of Rs 3000/- pm, irrespective of the rk. Further, this rate will be increased by
25% every time the Dearness Allce payable on revised Pay Band goes up by 50%.

Cat of Death and Disability Cases

12. To determine pensionary benefits under different circumstances, cases are cat
as follows :-

(a) Cat ‘A’. Death or disability due to natural causes neither attributable
to nor aggravated by mil service as determined by the competent med auth
e.g. ailments of nature of constitutional diseases as assessed by med auth,
chronic ailments like heart and renal diseases, prolonged illness, accidents
while not on duty.

(b) Cat ‘B’. Death or disability due to causes which are accepted as
attributable to or aggravated by mil service as determined by the competent med
auth eg disease contracted because of continued exposure tome hostile work
environment subject to extreme weather conditions or occupational hazards resulting
in death or disability would be examples.

RESTRICTED
 RESTRICTED
560

(c) Cat ‘C’. Death or disability due to accidents in the performance of

duties such as, accidents while traveling on duty in govt veh or public/pvt tpt,
accident during air journeys, mishaps at sea while on duty, electrocution
while on duty, accidents during participation in org sports events/adventure
activities/expeditions/trg etc.
(d) Cat ‘D’. Death or disability due to act of violence/attack by terrorists, anti
social elements etc whether on duty or other than op duty or even when not n duty.
Bomb blasts in public places or tpt, indiscriminate shooting incidents in public etc
would be covered under this cat, besides death/disability occurring while emp in the
aid of civil power in dealing with natural calamities.

(i) Unintentional killing by own troops during the course of duty in an

operational area (included vide GOI letter No 2(1)/2011-D(Pen/Policy) dt 03
Feb 2011 & cases already settled prior to date of issue of this letter will not
be reported.

(ii) Electrocution/attacks by wild animals and snake bite/drowning

during the course of action in counter insurgency/war (included vide GOI
letter No 2(I)/2011-D(Pen/Policy) dt 03 Feb 2011 & cases already settled
prior to date of issue of this letter will not be reported).

(iii) Accidental death/injury sustained due to natural calamities such as

flood, avalanches, land slide, cyclone, fire and lightening or drowning in
river while performing operational duties/movement in action against enemy
forces and armed hostilities in operational area to include deployment on
international border or line of control (Included vide GOI letter No
2(1)/2011-D (Pen/Policy) dt 03 Feb 2011 & cases already settled prior to
date of issue of this letter will not be reported).

Category ‘E’

Death or disability arising as a result of :-

(a) Enemy action in international war.

(b) Action during deployment with a peace keeping mission abroad.

(c) Border skirmishes.

(d) During laying or clearance of mines including enemy mines as also

minesweeping operations.

(e) On account of accidental explosions of mines while laying

operationally oriented mine-field or lifting or negotiating mine-field laid by
the enemy own force in operational areas near international borders or the
line of control.

RESTRICTED
 RESTRICTED
561

(f) War like situations, including cases which are attributable

to/aggravated by :-

(i) Death or disability arising as a result of poisoning of water by

enemy agents while deployed in operational area in active hostilities.
(Included vide GOI letter No 2(10/2011-D(Pen/Policy) dt 03 Feb
2011 & cases already settled prior to date of issue of this letter will
not be reported).

(ii) Extremist acts, exploding mines etc, while on way to an

operational area.

(iii) Battle inoculation training exercises or demonstration with

live ammunition, will cover the following :-

(aa) Flying operation involved in rehearsing of war plans

and implementation OP instructions inclusive of international
exercises.

(ab) All combat and Tactical Sorties in preparation of war.

(ac) Valley flying and missions involving operation at

Ultra Low Levels.

(ad) All operational missions undertaken during peace like

Special operations, Live ORP, Reece, Reece, Elint, Survey
and induction trails of new weapons.

(ae) Missions undertaken in support of troops and security

force deployed in forward areas.

(af) “Flying missions involving landings on the ALGs.”

(Including vide GOI Letter No 21(11)/2006-6(Pen-c)/PC dt
08 Sep 2009 and even No dt 05 Mar 2010 for ser No (iii) Para
(aa) to (af).

(i) Kidnapping by extremists while on operational

duty.

(g) An act of violence/attack by extremists, antisocial elements, etc.

while on operational duty.

(h) Action against extremists, antisocial elements, etc. Death/disability

while employed in the aid of civil power in quelling agitation, riots or revolt
by demonstrators will be covered under this category.

(j) Operations specially notified by the Govt from time to time.

RESTRICTED
 RESTRICTED
562

13. Ex – Gratia Compensation to Families of Pers Who Die in Harness

Death occurring due to accidents in course of duties 10 Lakhs

Death in the course of duties attributable to acts of violence by 10 Lakhs
terrorists etc
Death occurring during enemy action in war or border 15 Lakhs
skirmishes or in action against militants, terrorists, etc
Death occurring while on duty in the specified high altitude, 15 Lakhs
inaccessible border posts etc on account of natural disasters,
extreme weather conditions
Death occurring during enemy action in international war or 20 Lakhs
war like engagements specifically notified
Auth : GOI, MoD letter No 20 (1)/98/D (Pay/Services) dt 21 Oct 08 and even No dt 30
Apr 09.
Compensation in lieu of Disability Elements

14. If a person of Armed Forces is found to have disability accepted as

attributable to or aggravated by service factors and assessed 20% or more for life,
that retained in service, will be paid as compensation in lump sum in lieu of
disability elements equal to the capitalised value of disability elements according to
rank held at the time to onset of disability and age next birth day, will reckoned with
reference to the data onset of disability with leaving to age recommended by the
medical authorities. There shall be no further entitlement to the disability element
for the service disability. Such disabilities shall also not qualify for grant of any
pensionary benefits or relief subsequently.

GOI MOD L. No 1(5)/87/D/(Pension/Services) of 30 Oct 87

Documents
15. The following documents are required in support of disability pension
claims :-
(a) IAFK-1155 - Sheet Roll
(b) IAFK-1162 - Enrolment Form
(c) IAFF-958 - Service and Casualty Form
(d) IAFA-447 - Last Pay Certificate
(e) IAFK-1231(AFMSF-81) - To be completed by OC
Whom the man served prior
to reporting sick, if the casualty

RESTRICTED
 RESTRICTED
563

is due to a disease.
(f) IAFY-2006 - Injury Report supported by a
statement of witnesses /C of
I proceedings, if the casualty is
due to an injury. If no injury
report is forthcoming a
statement from the individual
giving the circumstances in
which the accident occurred
supported by the corroborative
statement of two eye witnesses.
(g) Extract from the Battle - If the casualty is classified as
BATTLE casualty report or
CASUALTY. Part II Order of
Record Office.
(h) Relevant Medical documents e.g. :-
(i) AFMSF-2A -
Primary Medical Exam Report.
(ii) AFMSF-7A -
Medical Case Sheet
(iii) AFMSF-14 -
Temperature Chart
(iv) AFMSF-9 -
Specialist Report
(v) IAFM-12650 or -
Laboratory Test Report
IAF (Mod)-17
(vi) AFMSF-6 - STD Card
(vii) AFMSF-16 - Invaliding Medical Board
Proceedings
(viii) AFMSF-15/15A - Medical Categorisation Form
(ix) AFMSF-21A or 20 - Field Medical and Envelopes
Pending Enquiry Award

16. In deciding the attributability and aggravation aspect, there must be a

connection between disablement for death and Military Service. All evidence both
direct and circumstantial is taken into account and the benefit of reasonable doubt is
given to the claimant more liberally. In cases due to field service where the
attributability and aggravation aspects can not be decided because of non-availability
of certain documents, the pending enquiry award is sanctioned by CDA (P). The
amount sanctioned on account of pending enquiry award (Equal to the amount of
disability/family pension) is remitted by the Record Office till the final sanction of
Pension.
Special Pension for Blindness

17. Individuals who have been invalided out of service on account of total or
partial blindness are entitled to special pension of Rs 100/- per month in addition to

RESTRICTED
 RESTRICTED
564

disability pension provided the invalidating disability has been accepted as

attributable to or aggravated by Military Service. The special pension is sanctioned
by Secretary Indian Soldiers, Sailors and Airmen’s Board, Govt of India Min of Def,
New Delhi.
AO 318/78 as amended
Resurvey Medical Boards

18. The period for grant of disability pension is as under :-

(a) Where the disability results in loss of - For life.
Limbs or amputation etc.
(b) Where the disability is certified - For10 years.
as in capable of improvement
(c) Where the disability is certified - 2 to 3 years after three
such as capable improvement. Boards permanently.

19. For further grant of disability pension, the individuals are brought before a
Resurvey Medical Board. Proceedings of the Resurvey Medical Board (AFMSF-
17), in duplicate are forwarded to the hospital nearest to the home of the individual
4 months in advance of the expiry of the previous bds. The individuals are also to be
info. Railway Warrant is issued by the hospitals. The details of standing hospitals
authorised to hold re-survey medical boards are contained in Army Order 121/79.

20. The progress of Resurvey Medical Board continues till either the disability
pension is made permanent or assessed at less than 20% final.

21. If the Degree of the disability is assessed at the same percentage by 3

successive medical boards then the disability pension/disability elements will be
sanctioned for a period of 10 years in the first instance (GOI, MOD letter No
25196/AG/PS4(d)/8697/Pen C dated 30 Aug 75).

Substantial Increase

22. Individuals whose disability is assessed at less than 20% the initial stage can
claim substantial increase in the invalidating disability within seven years from the
date of his discharge. If the disability or re-assessment again falls below 20% no
claim for re-assessment will be considered.
Regs 178A Pension Regs Pt I 1961

RESTRICTED
 RESTRICTED
565

23. Individuals who are granted disability pension but subsequently on

reassessment the disability falls below 20 % can claim substantial increase at any
time. Limit of 7 years referred above is not applicable in their cases.

Questions :-

1. What are the eligibility conditions for grant of disability pension ?

2. How an individual suffering from disability as attributable to or aggravated by

military service refused to undergo operation or other medical treatment shall be
dealt with ?

3. What are the rates of disability pension ?

4. What are the documents which are required to be submitted in support of

disability pension claims ?

RESTRICTED
 RESTRICTED
566

ADM (A)-34
FAMILY PENSION
Reference : (a) GOI, MoD leter No 1(1)/2001/D(Pen/Policy) dt 20 Jan 09.

(b) GOI, MOD letter No 16(6)/2008(1)/D(Pension/Policy) dt 04 May 09.

(c) GOI, MOD letter No 1(5)/87/D (Pen/Services) of 30 Oct 87 and

AI 51/80.

(d) SAI 1/S/98 and GOI, MOD letter No 1(6)/98/D(Pen/Services) dt 03

Feb 98.
(e) GOI, MOD letter No 2(2)/2012/D(Pen/Pol) dt 14 Dec 2012.
Eligibility
1. The eligibility for grant of family pension is as under :-

(a) Ordinary Family Pension. Ordinary Family pension is

admissible when the death of an individual has been regarded as neither
attributable to nor aggravated by Military Service. It will be given only to the
widow and after her death the children.(dependent son or daughter till 25
years of age or till their marriage or till he/she start earning above Rs 3500/-
per month which ever is earlier) are entitled to the Ordinary Family Pension.
The eldest dependent son shall be eligible first till his attaining the age of 25
years of marriage or till he start earning above Rs. 3500/- per month,
whichever is earlier, followed by the next eligible son, if any, and daughter,
till disqualification. Dependent widow or divorced daughter(s) and unmarried
daughter shall be eligible for ordinary family pension even after the attaining
the age of 25 years , till their re-marriage/income exceeding Rs 3500/-.
Dependent parents are eligible for ordinary family pension only where the
deceased has left behind neither a widow nor a child subject to the condition
that their earning is less than Rs. 3500/- per month.

(b) Rate of Ordinary Family Pension. The rate of Family Pension is

30% of Reckonable Emoluments (Pay in the Pay Band + Grade Pay+ Military
Service Pay + X Group Pay (where applicable) + 100% of classification
Allowances) last drawn by the deceased JCOs/OR. The minimum Family
Pension is, however, Rs. 3500/- p.m. Rate of personnel below officer rank of
Regular Army (Excluding Honorary Commissioned Officer) who
retired/retire on or after 01 Jan 2006 on revised scale of pay are as per
Appendix ‘A’to this lesson.

(c) Enhanced Ordinary Family Pension. In case of JCOs/OR dies within

10 years of retirement, the widow is paid Family Pension at enhanced rate i.e.

RESTRICTED
 RESTRICTED
567

50% of reckonable emoluments provide the minimum service of 7 years was

performed by the deceased. Date of birth of the individual or up to the date on
which the individual have attained the age of 67 years and he had been alive,
whichever is earlier, subject to lowest of the following rates :-

(i) 50% reckonable emoluments.

(ii) The amount of Retiring/Service/Invalid Pension/Service

Element of Disability Pension/Special Pension (before Commutation)
admissible, in case where the deceased was a Pensioner.

(iii) In cases where death occurs in harness the enhanced rate of

Family Pension will be paid for a period of 10 years.

(d) Family Pension for life to Differently Abled Children. An

unmarried son or daughter or dependent disable siblings (i.e. Brother/Sister)
of a JCOs/OR suffering from any disorder or disability or mind or physically
crippled or disable which renders him or her, unable to earn a living even
after attaining the age of 25 years is eligible for grant of family pension for
life or till marriage, after the death of widow of the JCOs/OR and where there
are no other eligible children. The guardian should forward details of
handicapped child to the Record Office, on the prescribed form alongwith
Medical Certificate from a Civil Surgeon/Medical Officer of Brig Rank,
Birth Certification child, details of children as per prescribed format and legal
guardianship certificate for the child from a court in case the child is mentally
handicapped.

(e) Division of Ordinary Family Pension. The Ordinary Family Pension

may be divided as under :-

(i) Where a deceased is survived by more than one eligible and

legal widow, the Ordinary Family Pension shall be paid to them in
equal shares.

(ii) On the death of Widow, her share of Ordinary Family Pension

shall become payable to her eligible child/children.

(iii) Ordinary family Pension shall be divided equally in case of

twins.

(iv) If a widow is not survived by any child, her share of Family

Pension on hr death shall be payable to the other widow in full. Where
a deceased is survived by a widow and has also left behind
child/children from another wife/divorced wife, the child/children
shall be entitled to the share of Ordinary Family Pension in

RESTRICTED
 RESTRICTED
568

respective of whether the marriage with the second widow is legally

valid or not, provided they are otherwise eligible in terms of the
age/marriage.

(f) Special Family Pension (SFP). If the cause of death of a JCOs/OR,

who dies in service, is accepted as either Attritubutable or Aggravated by
Military Service the widow is entitled to Special Family Pension. In her
absence, the senior most eligible child shall entitled till he/she attains the age
of 25 years or up to the date of his/her marriage whichever is earlier.
Thereafter, Special Family Pension shall pass on to next eligible child.
Dependent widowed/divorced daughter are also eligible till re-marriage.

(i) First Life Award. Notwithstanding the above, if the PBOR

nominates any eligible member of the family (except dependent
brother/sister), the Special Family Pension shall be admissible to the
nominated Heir as a First Life Award.

(ii) Second Life Award. Second life Award shall be admissible to

parent(s) to largely dependent of the deceased and in the absence of
parents, to the eligible brothers and sisters till disqualification at 50%
of the Special Family Pension without any min limit.

(iii) Rate of Special Family Pension. SFP shall be calculated at the

uniform rate of 60% of reckonable emoluments subject to a minimum
of Rs 7000/- irrespective of whether widow has child/children or not.
There shall be no max ceiling of SFP. In case the children become the
beneficiary, SFP i.e. 60% of reckonable emoluments shall be
admissible to the senior most eligible child till 25 years of age or date
of marriage whichever is earlier. Thereafter SFP shall pass to next
eligible child. SFP for widows who remarried prior to 01 Jan 96 was
stopped by the govt. Same has been granted again wef 20 Jan 09
without arrears. In case of death under Cat B or C, no condition of min
service on the date of death for grant of SFP shall be applied.

(g) Liberalised Family Pension (LFP). Admissible when death take

place during action in War, War like Situation, CI Ops, Terrorist Action and
Battle Inoculation Exercise and is equal to last pay drawn for all ranks for
life. Liberalized Family Pension is admissible to the nominated heir until
death or disqualification. In case of the JCOs/OR is not survived by
child/children only, the senior most eligible child shall be eligible for
Liberalized Family Pension at 60% of Reckonable Emoluments of the
deceased PBOR till his/her death/disqualification, where after it will pass on
to the next eligible child. Eligibility condition i.e. age etc for children are
same as defined for Special Family Pension, subject to a min of Rs 7000/- per
month

RESTRICTED
 RESTRICTED
569

(h) Second Life Award. If the first recipient (other than parents)
of the Liberalized Family Pension dies/is disqualified earlier than 07 years of
the death of the PBOR, the award will continue at the same rate to the parents,
if still alive, as the second life award for the balance period of 07 years after
which it will be reduced to 60% of the Liberalized Family Pension. If the first
life award was given to a parent and the widow re-marries, but continues to
support the children or has no children, the widow and parents will get family
pension at 60 % each of the liberalized family pension for the balance period
of 07 years where after it will be reduced to 60% and 30% of liberalized
family pension respectively. On the death or disqualification or parents the
widow will get full liberalized family pension for life. However if the widow
does not support the children she will get ordinary family pension of life from
the date of here re –marriage and 60% of liberalized family pension thereafter
if they support the children. Otherwise the entitlement of the parents will be
equally divided between the parent and children (till disqualification). On the
death/disqualification of parents the senior most eligible child will get 60% of
liberalized family pension till disqualification.

(j) Division of Liberalized Family Pension. Liberalized family

pension is subject to division between widow and other eligible heirs if the
recipient does not look after the other dependents heirs subject to the
condition that the share of the widow shall not be less than special family
pension.

(k) Pending Enquiry Award. Attributability of the death of JCO/OR is

decided by PCDA (P) Allahabad. Where the attributability cannot be decided
because of enquiry pensionary award to the Widow/NOK. The amount
sanctioned on account of pending enquiry award is equal to the amount or
ordinary family pension. This amount is remitted by the Record office till
final decision of PCDA(P)/AHQ.

(l) Re-Marrige of Widow. Ordinary family pension shall stop on re-

marriage of window and the same will be granted to eldes eligible chilf if any.
However the same can be resorted to the widow at the discretion of the
Government, oin her becoming a widow again due to dissolution ot the
marriage or death of second husband . As per provision of MoD letter No
17(4)/2008(2)/D/(Pen)/Pil dt 12 Nov 2008 the ordinary family pensin of
childless widow shall continue even after her re-marriage sunject to the
condition that it will cease once her independent income from all other
sources becomes equal to or higher thant the4 minimum prescribed family
pension in the Central Govermanet. The family pensioner in such cases would
be required to give a declaration regarding her income from other sources to
the pension disbursing authority every six months.If widow is recipt of
Libralied Family Pension re-marries her LFP continues in full provided she

RESTRICTED
 RESTRICTED
570

has no children or continues to look after the children failing which she will
be entitle to receive only ordinary Family Pension and special family Pension
at 60% shall be admissible to the children where the first life award is
sanction to parents, the entitlement on the re-marries of the widow are as
brought out in Para (h) above.

Pension Past Retirees

2. Consolidation of Pension. The Pension/Family Pension of Pre-1.1.2006

pensioners/family pensioners will be consolidated with effect from 1.1.2006 by
adding together :-

(a) The Existing Pension (including commuted portion of pension, if

any)/Existing Family Pension.

(b) Dearness Pension, if any, as applicable from 1.4.2004 to those

retired/died prior to 1.4.2004.

(c) Dearness Relief upto AI CPI (IW) i.e. 24% of basic pension/family
pension plus dearness pension.

(d) Fitment weightage @ 40% of the Existing Pension/Existing Family

Pension. Where the amount of fitment weightage works out in fraction of a
rupee, it will be rounded off to the next higher rupee.

Note : In other words Basic Pension as in para 2 (a) to be multiplied by

2.26 times.

3. The amount so arrived at in terms of para 1 above will be regarded as

consolidated pension/family pension with effect from 1.1.2006. Since the
consolidated pension will be inclusive of commuted portion of pension, if any, the
amount of pension commuted will be deducted from the deducted from the said
amount while making monthly disbursements.

Auth : Annx I to GOI, MoD letter No 17 (4)2008/(1)/D(Pen/Pol) dt

11 Nov 08.

4. Pension Protection. The consolidation of pension will further be subject to

the provision that the consolidated pension, in no case shall be lower than 50% of the
min of the pay in the pay band plus the grade pay corresponding to the pre revised
scale from which the pensioner had retd/discharged incl MSP and ‘X’ Group pay
where applicable.

RESTRICTED
 RESTRICTED
571

Auth : Para 5 and Annx II (Offrs) and Annx III (JCOs/OR) of GOI, MoD
letter No 17 (4)2008(1)/D(Pen/Pol) dt 11 Nov 08 and even Nos dt 20 Jan 09
and 21 May 09.
5. Family Pension Protection. The consolidation of family pension will be
subject to the provision that the consolidated family pension, in no case, shall be
lower than 30% of the sum of the min pay of the pay band and the grade pay thereon
corresponding to the pre-revised pay scale in which the pensioner/deceased Armed
Force pers had retired/died including MSP and ‘X’ Group pay where applicable.

Auth : Para 5 and Annx II (Offrs) and Annx III (JCOs/OR) of GOI, MoD
letter No 17 (4)2008(1)/D(Pen/Pol) dt 11 Nov 08 and even Nos dt 20 Jan 09
and 21 May 09.

6. Min Pension. Where the consolidated pension/family pension in terms of

para 1 (c) above works out to an amount less than Rs 3500/- per month, the same
will be stepped upto Rs 3500/- per month. This will be regarded as pension/family
pension with effect from 01.01.2006.

7. The following elements will continue to be paid as separate elements in

addition to the pension/family pension updated under these orders. These payments
will not be taken into account for purpose of consolidation as well as for applying
min limit of Rs 3500/- per month to pension/family pension :-

(a) Monetary Allce attached to gallantry awards such as Param

Vir Chakra, Ashok Chakra etc.

(b) Constant Attendance Allce where admissible.

Adhoc Exgratia

8. With effect from 01.01.2006, the amunt of adhoc ex gratia will cease to be
paid in respect of Pre 1.1.1973 Commissioned Offr pensioners, as all pre-1986
pensioners have been brought at par with post-1986 pensioners.

Ceiling in Case of Two Pensions

9. In the case of pensioners in receipt of Civ and Mil pension, the floor ceiling of
Rs 3500/- will not apply to the two pensions taken together and the individual
pension will be governed by respective Pension Rules. Accordingly, the floor
ceiling of Rs 3500/- will apply individually to the Civ and mil pension.

Old Age Pension

10. The quantum of addl pension/family pension available to the old

pensioners/family pensioners shall be as follows :-

RESTRICTED
 RESTRICTED
572

Age of Pensioner/Family Pensioner Additional Quantum of Pension

From 80 years to less than 85 years 20% of revised basic/family pension
From 85 years to less than 90 years 30% of revised basic/family pension
From 90 years to less than 95 years 40% of revised basic/family pension
From 95 years to less than 100 years 50% of revised basic/family pension
100 years or more 100% of revised basic/family pension

11. The amount of addl pension will be paid directly by the Pension Disbursing
Agencies (PDA i.e. Banks) without any indl authorization where date of birth of
pensioner/family pensioner is available in the PPO and shown separately in the
pension scroll.

Auth : GOI, MoD letter No 17(4)/2008(3)/D(Pen/Pol) dt 11 Nov 08 (past

retirees) & even No dt 12 Nov 08 (current retirees).

12. In cases where the age of pensioner/family pensioner is not available on the
PPO/office records, the same shall be obtained by the concerned Records
Ofice/Service HQs from the pensioner/family pensioner. The authenticity of the age
declared by the pensioner/family pensioner shall be verified by the concerned
Record Office/Service HQs before submitting the claim to the Pension Sanctioning
Authorities (PSA) concerned for notification of date of birth through the
corrigendum PPO.

Auth : Min of Pers OM No 38/37/08-P&PW(A) dt 21 May 09.

Methodology for Implementation and Reporting

13. All PDAs handling disbursement of pension to the Def Pensioners are auth to
pay pension/family pension to existing pensioners/family pensioners either at the
consolidated rates in terms of para 2 and 3 above or as per pension protection in
terms of para 4 above, whichever is beneficial of the two without any further auth
from the concerned PSA.

Auth : Paras 4.1, 5 and 16.1 of GOI, MoD letter No 17

(4)2008(1)/D(Pen/Pol) dt 11 Nov 08.

Life Time Arrears (LTA)

14. If a pensioner/family pensioner to whom benefit accrues under the revised

pension orders, has already died before receiving the payment of arrears, the LTA
will be disbursed in the following manner :-

RESTRICTED
 RESTRICTED
573

(a) If the claimant is already in receipt of Family Pension or happens to be

the person in whose favour Family Pension already stands notified and the
awardee has not become ineligible for any reason, the LTA under the
provisions of this letter should also be paid to such a claimant by the PDAs on
their own.

(b) If the claimant has already received LTA in the past in respect of the
deceased to whom the benefit would have accrued the LTA under the
provisions of this letter should also be paid to such a claimant by the PDAs on
their own.

(c) If the claimant is a person other than the one mentioned at (a) and (b)
above, payment of LTA will be made to the legal heir/heirs as per extent
Government orders.

15. No commutation will be admissible for the additional amount of pension

accruing as a result of this revision. The existing amount of pension commuted, if
any, would continue to be deducted from the consolidated pension while making
monthly disbursements.

Misc Instrs

16. Updation of pension/family pension under these orders will not affect the
amount of Retirement Gratuity/Death Gratuity already determined and paid to the
pensioners/family pensioners with reference to rules in force at the time of
discharge/death.

17. Any overpayment of pension coming to the notice or under process of

recovery shall be adjusted in full by the PDAs against arrears becoming due on
revision of pension.

Auth : GOI, MoD letter No 17 (4)2008(1)/D(Pen/Pol) dt 11 Nov 08.

Suicide

18. Although the special family pension is not admissible to the families of
personnel committing suicide but ordinary family pension will be granted under the
normal rules.

Priority for the Grant of Special Family Pension

19. Family pension is granted to the members of the family of the deceased who
was nominated as heir to Family Pension by him, during the life time. When,

RESTRICTED
 RESTRICTED
574

however, there is no nomination the family pension is granted in the following

order :-

(a) Widow
(b) Son below 25 years, or date of starts earning livelihood.
(c) Daughter un married or date of start earning her livelihood.
(d) Father
(e) Mother
20. According to the recent Government policy, it has been stipulated that
personnel below officer rank need not make any nominations for family pension
unless they intentionally want to change the order to eligibility given above. If the
son or daughter is physically or mentally handicapped, the pension will be for life to
such child.

GOI L.No A/25002/AG/PS4 (a)5013/D(Pen/Services dt 14 Jun 1974

21. Where, however, none of the above heirs in living, foster parent of a minor
brother/sister may be considered for the grant of Ex-gratia award under the special
sanction of Govt of India.

Continuation of Family Pension

22. Family pension special as well as ordinary is admissible for two lives. In the
death of original recipients, family pensions will be granted to the next eligible heir.
Second life award of SFP or OFP shall be admissible to the parents of the deceased.
Or in the absence of parents, eligible brothers and sisters of the deceased at the rate
of 50% of SFP, if the claimant was/legally dependent on the deceased for support
and is/are in pecuniary need.

Procedure

23. On receipt of casualty notifying death from civil authorities, death

documents/court of inquiry proceedings are demanded from the units/formation.
Family pension claim forms vide Annexure II or Government of India, Ministry of
Defence letter No A/06322/AG/PS4(a)/202/Pen of 07 Feb 68 are fwd to the claimant
for completion and return attestation by village Sarpanch or any Gazetted officers
serving or retired incl JCOs. On receipt back of the family pension claim for the
claimant death document, Court of Inquiry proceedings from units, the claim for
family pension is submitted to CDA (P). The details of documents are listed in AO
31/74. The claim for division of family pension investigated through the Recruiting
Organizations.

RESTRICTED
 RESTRICTED
575

24. In the case of personnel who have rendered minimum of 7 years continuous
qualifying service and who die while in service or after retirement, family pension
shall be granted at enhanced rate of equal to 50% of pay last drawn or twice the
ordinary family pension which ever is less. Family pension at the enhanced rate will
be granted for a maximum period 7 years from the date following the death of an
individual or upto his age of 65 years had he survived, whichever is earliest the
amount of retiring/service/invalid pension/service elements of disability
pension/special (before commutation) admissible now, in case where the deceased
was pensioner what ever is lower.

25. In the case of death after discharge/retirement, family pension shall not
exceed the amount of service pension granted to the individuals. Families of
reservist’s pensioners shall be entitled to a family pension at the rate of Rs 3500/- per
month.

26. Special pension and gratuity to personnel below officer rank (including
NCsE ) who are not transferred to the reserve, but are discharged in large numbers
in pursuance of the Government policy:-

(a) On reducing the str of est of the Armed Forces.

(b) On re-organisation, which results in disbandment of any units /

formation, shall be admissible at the following scales :-

Length of actual qualifying Scale of special pension/gratuity

service rendered (without
weightage)
(i) Special Pension

(aa) 15 Years or more Equal to normal service pension.

(ab) 10 yrs or more Equal to 50% of the emoluments

but less than 15 years. reckonable for pension reduced
proportionately for lesser period
of qualifying service minimum to
Rs 3500/- per month.

RESTRICTED
 RESTRICTED
576

(ii) Special Gratuity

(aa) 5 years or more, but Equal to 1 1/3 months emoluments

less than 10 years. for each year of qualifying service.

(ab) Less than 5 years Equal to 3 months emoluments.

27. The existing provisions for nomination of any one of the eligible nominee of
the family for the first award of SFP and of transferring the same in full to the widow
regardless of her financial positions, in the event of death of person, if they were
nominated as the original family awardees, shall continue.

Authority “Government of India, MOD L. No 1(5)/87/D (Pension/services) of 30 Oct 87

28. These orders will have retrospective effect from 01 Jan 86. These will apply
to all individuals who were on effective strength on 31 Dec 1985 or joined/loin
service after that date and became/become non-effective after that date incl those
who died on 31 Dec 1985.
Appeals

29. Appeals are permissible against :-

(a) Rejection of disability pension claim.

(b) Rejection of family pension claim.

(c) Re-assessment of disablement

30. First appeal can be preferred within six months from the date of original
rejection of the claim while 2nd Appeal is permissible within 6 months from the date
of rejection of the first appeal.

31. The appeals preferred by the claimants are forwarded to CDA(P) /

Government of India , Ministry of Defence for further action.

Questions :-

1. What are the eligibility conditions for grant of family pension ?

2. What are the rates of Ordinary and Special Family Pension ?

3. What is the admissibility of SFP to fatherless / motherless children ?

4. What are the eligibility conditions of Liberalised Family Pension ?

RESTRICTED
 RESTRICTED
577

(Refer to Para 1 of Lesson No Adm (A)-33)

REVISED RATES OF FAMILY PENSION

Rank Sep Nk Hav Nb Sub Sub Sub Maj Hony Hony

Lt Capt

Gp Held
Pre 1973 `A’ `B’ to `A’ `B’ `A’ `B’ to `A’ `B’ `A’ `B’ `A’ `B’
H to H H to H to H to H
Post 1973 `A’ `B’ to `A’ `B’ `A’ `B’ to `A’ `B’ `A’ `B’ `A’ `B’
E to E E to E to E to E
Post `X’ `Y’ to `X’ `Y’ `X’ `Y’ to `X’ `Y’ `X’ `Y’ `X’ `Y’
10.10.1997 Z to Z Z to Z to Z to Z
Post `X’ `Y’ `X’ `Y’ `X’ `Y’ `X’ `Y’ `X’ `Y’ `X’ `Y’
1.1.2006
3500 3500 3500 3500 3500 3500 5570 4650 5490 4770 5250 4830 8100 8310

Note :-
1. Rank means rank last held and not the rank for which pensioned.
2. JCOs/OR JCOs/OR retained in service beyond the maximum period of service
during emergencies from 26.10.62 and 4.8.71 and Operation Parakaram minimum pension
has been shown upto 28 years.

3. Defence SecurityCorps (DSC) Pension belonging to Clerical Cadre and General

Duty Cadre shall be paid on the basis of pension/family pension for Group `Y’ in respective
rank of Army.

RESTRICTED
 RESTRICTED
578

ADM(A)-35

EX SERVICEMEN CONTRIBUTORY HEALTH SCHEME

(ECHS)

1. Ref :-

(a) ECHS Info Brochure dt 15 Jan 2004.

(b) CGDA letter dt 17 Nov 2003.

2. Introduction. ECHS was auth by Govt of India on 30 Dec 2002 and has
been introduced wef 01 Apr 2003. As per the Govt Policy, all ranks retiring on or
after 01 Apr 2003 are to be compulsory member of ECHS. Consequent to
introduction of ECHS, erstwhile MBS of AGIF has been discontinued wef 01 Apr
2003

3. Aim. The aim of this scheme is to provide comprehensive, quality treatment

through ‘Out Patient’ treatment at 227 Poly Clinics all over India and ‘In-patient’
hospitalization and treatment through MH and out sources of Civil Hospital.

4. Eligibility Conditions.

(a) Ex-Servicemen drawing Pension/disability Pension or Widow/next of

kin who are in receipt of family pension are eligible to apply for ECHS
membership.

(b) Gorkha Pensioners of Nepal Domicile.

(c) Dependents.

(i) Wife.

(ii) Unemployed son(s) below 25 years of Age.

(iii) Unemployed./Unmarried /Divorced/Widow dependent daughter

(s) ir-respective of age.

(iv) Wholly dependent parents. whose monthly income does not

exceed to Rs. 2550/- pm.

RESTRICTED
 RESTRICTED
579

5. Ineligibility.

(a) Whole time NCC Offrs who are not in receipt of pension.

(b) Ex-ECO/SSCOs, who are not in receipt of any type of pension.

(c) Legally Divorced Spouse.

(d) Married or Employed Daughters.

(e) Parents of Widow/War Widow.

(f) Husband of a Remarried War Widow.

6. Procedure to join the scheme.

(a) Pre 01 Apr 2003 retirees. Ex Servicemen eligible to become ECHS

members may approach nearest Stn HQ or service hosp or CSD canteen to
collect ECHS application and may take following action :-

(i) Fill up the form with correct info.

(ii) Prepare affidavit on Rs 10/- on Non Judicial stamp paper as per

specimen given in instruction of the application.

(iii) Deposit prescribed amount of ECHS contribution in Bank/ Govt

Treasury through MRO.

(iv) Prepare demand draft towards cost of Smart Card (s).

(v) Make photocopy of PPO and get it attested by Pension Paying

Bank.

(vi) Paste photographs of all eligible members on the application

form and on receipt of documents.

(vii) Deposit the completed application alongwith all connected docu

to the nearest Stn HQ/ECHS Regional Centre.

(b) Post 01 Apr 2003 Pensioners.

(i) ECHS application form to be made available to the retiring

person by parent unit/Record office of the indl.

RESTRICTED
 RESTRICTED
580

(ii) ECHS application duly filled up will be submitted to

concerned Record Office along with DD for cost of Smart Card,
Affidavit, Proof of Allergies (if any) and cert of Blood Gp along with
other pensionary docu.

(iii) ECHS application to be fwd to Record Office along with other

adv docu for pension so that the same could be fwd to dependent
Regional Centre for issue of smart cards.

(iv) As per latest orders, ECHS smart cards are to be issued to all
retirees on last date of service.

(v) The photocopies of PPO will be fwd to Regional Centre

alongwith receipt of smart cards.

(vi) Max 3 Smart Cards can be issued to an indl. The cost of one
card is Rs.135/-.

7. Payment of ECHS Contribution Amount.

(a) For Pre Apr 2003 Pensioners. Pensioners are required to deposit
amount to Govt Treasury as applicable to them through MRO :-

Pension Rate of one time

Subscription

Upto Rs 3,000/- Rs 1,800/-

Between 3,000/- to 6,000/- Rs 4,800/-

Between 6,001/- to 10,000/- Rs 8,400/-

Between 10,001/- to 15,000/- Rs 12,000/-

Above 15,000/- Rs 18,000/-

(b) Post 01 Apr 2003 Retirees. Personnel retired post 01 Apr 2003
ECHS contribution in their respect will be deducted by CDA (P) and
reflected in PPO. The subscription rates for ECHS wef from 01 Jun 2009 are
as under :-

Grade Pay drawn at the time of retirement Contribution

Rs 1800/- , Rs 1900/-, Rs 2000/-, Rs 2400/- and Rs 15,000/-

RESTRICTED
 RESTRICTED
581

Rs 2800/- per month

Rs 4200/- per month Rs 27,000/-

Rs 4600/- , Rs 4800/-, Rs 5400/- and Rs 6600/- Rs 39,000/-

per month

Rs 7600/- and above per month Rs 60,000/-

Auth : Central Organisation ECHS, AG Branch letter No

B/49784/AG/ECHS dated 05 Oct 2010.

8. Org of ECHS. The policy decisions and adm of the scheme is controlled by
the Central Organization at Delhi i.e. Central Organization ECHS, Room No 278A
South Block, AG’s Branch, Integrated Headquarters , Ministry of Defence (Army),
New Delhi. ECHS has 13 Regional Centres and 227 Polyclinics all over the country.

Note : ESM/eligible persons have upto 31 Mar 2008 to exercise their opinion (ie
next within 5 yrs). Entry to the scheme shall closed on 31 Mar 2008 after which
the opinion cannot be exercised.

9. Medical Facilities by Polyclinic.

(a) Consult and treatment by authorized med offr.

(b) Consult and treatment by Dentist.

(c) Emergency treatment.

(i) Bandage and injection.

(ii) Laboratory for blood, urine check up etc.

(iii) X ray, Ultrasonography & ECG.

(iv) Physiotherapy.

(v) Medicines of med store.

10. Issue of Medicines.

(a) For issue of medicines, ECHS members have to Regd names of

their dependents.

RESTRICTED
 RESTRICTED
582

(b) Medicines are provided by the Med Offr for treatment period.

(c) All medicines as directed by Med Offr will be made available at Poly
Clinic.

(d) For duration of long treatment, medicines will be issued once in a

month.

(e) Medicines will only be issued for a week other then main Poly Clinic
of the member.

(f) If ECHS member/dependent being treated at Mil Hosp, medicines for

one month will be issued by MH after that medicines will be issued by main
Poly Clinic of the member .

(g) All medicines will be made available as approved by DGAFMS.

(h) At the time of discharge from Hosp, medicines as directed by Med

Offr will be provided by Poly Clinic in case of no following action will be
taken.

(i) Poly Clinic will place demand with dependent SMO.

(ii) At non Mil Stn OIC Poly Clinic can provide necessary
medicines from chemist under him. No vitamins, mineral and tonic
will be purchased.

11. Advantages of Becoming of ECHS member.

(a) The scheme will provide comprehensive medical care to all ESM
Pensioners, their widows and auth dependents and is within easy reach.

(b) It will cover complete spectrum to ESM settled in far flung areas,
through a network of 227 Polyclinics in mil and non mil Stn.

(c) This agreement will reduce load on service hosp as there will be an
exclusive facility to alongside service hospitals.

(d) There will be civil empanelled hospital, diagnostic centers and

consultants to provide in patient treatment/consultancy, in addn to service
hosp.

(e) The doctors at Polyclinics will provide required out patient

treatment and medicines free of cost.

RESTRICTED
 RESTRICTED
583

(f) For further treatment, an ECHS patient will be referred to a service

hospital and in case of non- availability of bed space/treatment he will then
be sent to a civilian empanelled hosp.

(g) The ECHS member will be provided Treatment, medicines and ward
facilities as per entitlement.

(h) The procedure for dealing with an ECHS member or his / her
dependents in service hospital will dependents.

(j) The ECHS patient can also be referred to the desired empanelled
osp/diagnostic center/consultant as per choice of the ECHS patient in case
of non availability of treatment in service hosp. The ECHS member alone
will have the right to make the selection of desired civil hosp and will
not be influenced by any doctor.

(k) An ECHS member does not have to clear bills or make payment
(except for dietary charges) either on admission or when discharged
from the empanelled hospital. The empanelled hosp will be paid
directly by the concerned Station Headquarters on behalf of ECHS.

(l) It covers all diseases.

(m) An ECHS member who possess a availed smart card can avail
treatment at any ECHS Polyclinic anywhere in India.

(n) There is no restriction on age or medical condition at the time of

seeking membership of the scheme.

Smart Card

12. Card. According to membership all retirees are issued with 15 KB chip
smart card. This card is activated by affixing thumb impression at main Poly Clinic
of the member after activation of smart card it can be used at any Poly Clinic all over
India. particulars are written in both words and figures that can be seen by all Poly
Clinic.

13. Quantity. Every retiree is issued with only three cards (one Master card and
two Addl card). On certification of handicapped & dependency handicapped sons are
issued with white card for a life.

14. Cost. Cost of a card is Rs.90/- which is paid by member.

RESTRICTED
 RESTRICTED
584

15. Amendment in Card. If any member wants amendment in card new card
will be prepared and expenditure will be borne by the member.

16. Loss of Card. For preparation of duplicate card, member has to deposit a
copy of FIR. Duplicate card is issued only one time after that on loss of duplicate,
membership of the retiree will be terminated.

RESTRICTED
 RESTRICTED
585

LOCATION OF CLINICS UNDER ECHS

S. State Station S. No State Station
No
1. Andhra Pradesh Port Blair 39 Haryana Karnal
2. Andhra Pradesh Hyderabad 40 Haryana Chandimandir
3. Andhra Pradesh Vishakapatnam 41 Haryana Panipat
4. Andhra Pradesh Chittor 42 Haryana Yamuna Nagar
5. Andhra Pradesh Guntur 43 Haryana Fatehabad
6. Andhra Pradesh Ongola 44 Haryana Kaithal
7. Andhra Pradesh Ranagareddy 45 Haryana Kurukshetra
8. Andhra Pradesh Kakinada 46 Himachal Pradesh Dharmashala
9. Andhra Pradesh Machlipatanam 47 Himachal Pradesh Shimla
10 Andhra Pradesh Elluru 48 Himachal Pradesh Solan
11. Assam Msimpur 49 Himachal Pradesh Hamirpur
(Silchar)
12. Assam Jorhat 50 Himachal Pradesh Bilaspur
13. Assam Damrup 51 Himachal Pradesh Mandi
14. Bihar Danapur(Patna) 52 Himachal Pradesh Una
15. Bihar Gaya 53 Himachal Pradesh Chamba
16. Bihar Arrah 54 Jammu & Kashmir Jammu
17. Bihar Chhapra 55 Jammu & Kashmir Junglot (Kathua)
18. Bihar Muzaffarpur 56 Jammu & Kashmir Samba
19. Bihar Darbhanga 57 Jammu & Kashmir Udhampur
20 Bihar Singhanaga 58 Jammu & Kashmir Doda
21 Chandigarh Chandigarh 59 Jammu & Kashmir Poonch
22 Delhi Delhi 60 Jammu & Kashmir Srinagar
23 Goa Panjim 61 Jammu & Kashmir Baramulla
24 Gujarat Ahmedabad 62 Jammu & Kashmir Leh
25 Gujarat Vadodara 63 Jammu & Kashmir Rajaouri
26 Gujarat Jamnagar 64 Jharkhand Ranchi
27 Haryana Gurgaon 65 Karnataka Belgaum
28 Haryana Hissar 66 Karnataka Bangalore
29 Haryana Ambala 67 Karnataka Bangalore
(Rural)
30 Haryana Sirsa 68 Karnataka Karwal
31 Haryana Bhiwani 69 Karnataka Kodagu
32 Haryana Jhajjar 70 Karnataka Bijapur
33 Haryana Namaul 71 Karnataka Dharwad
34 Haryana Rewari 72 Karnataka Mangalore
35 Haryana Rohtak 73 Karnataka Mysore
36 Haryana Sonipat 74 Kerla Trivandurum
37 Haryana Faridabad 75 Kerla Cochin
38 Haryana Jind 76 Kerla Alleppy

RESTRICTED
 RESTRICTED
586

S.No State Station S.No State Station

77 Kerla Kannur 115 Madhya Pradesh Morena
78 Kerla Quilon 116 Madhya Pradesh Rewa
79 Kerla Palakkad 117 Nagaland Zakhama
(kphima)
80 Kerla Pathanamthitta 118 Nagaland Mokokchung
81 Kerla Trissur 119 Orissa Cuttack
82 Kerla Kottayam 120 Orissa Balasore
83 Kerla Kozikode 121 Orissa Ganjam
84 Kerla Malappuram 122 Punjab Amritsar
85 Maharashtra Mumbai 123 Punjab Gurdaspur
86 Maharashtra Pune 124 Punjab Jalandhar
87 Maharashtra Ahmednagar 125 Punjab Ludhiana
88 Maharashtra Nagpur 126 Punjab Sangrur
89 Maharashtra Aurangabad 127 Punjab Bhatinda
90 Maharashtra Mumbai (Upnagar) 128 Punjab Faridkot
91 Maharashtra Satara 129 Punjab Firozpur
92 Maharashtra Kolhapur 130 Punjab Kapurthala
93 Maharashtra Sangli 131 Punjab Patiala
94 Maharashtra Ratnagiri 132 Punjab Moga
95 Maharashtra Sholapur 133 Punjab Hoshiarpur
96 Maharashtra Sindhdurg 134 Punjab Ropar
97 Maharashtra Thane 135 Punjab Fategarh
98 Maharashtra Akola 136 Punjab Muktsar
99 Maharashtra Amravati 137 Punjab Mansa
100 Maharashtra Buldhana 138 Rajasthan Alwar
101 Maharashtra Jalgaon 139 Rajasthan Ajmer
102 Maharashtra Nasik (Deolali) 140 Rajasthan Jodhpur
103 Maharashtra Osmanabad 141 Rajasthan Bharatpur
104 Maharashtra Alibagh 142 Rajasthan Jaipur
105 Maharashtra Latur 143 Rajasthan Bikaner
106 Manipur Imphal 144 Rajasthan Kota
107 Meghalya Shillong 145 Rajasthan Sriganganagar
108 Mizoram Aizwal 146 Rajasthan Udaipur
109 Madhya Pradesh Gwalior 147 Rajasthan jaisalmer
110 Madhya Pradesh Indore (Mhow) 148 Rajasthan Barmer
111 Madhya Pradesh Jabalpur 149 Rajasthan Jhunjhunu
112 Madhya Pradesh Bhopal 150 Rajasthan Nagaur
113 Madhya Pradesh Sagar 151 Rajasthan Sikar
114 Madhya Pradesh Bhind 152 Rajasthan Churu

RESTRICTED
 RESTRICTED
587

S. State Station S.No State Station

No
153 Rajasthan Pali 192 Uttar Pradehsh Noida
154 Rajasthan Swalmadhopur 193 Uttar Pradehsh Bulandshahar
155 Sikkim Gangtok 194 Uttar Pradehsh Ghazipur
156 Tamil Nadu Chennai 195 Uttar Pradehsh Ballia
157 Tamil Nadu Coimbatore 196 Uttar Pradehsh Deoria
158 Tamil Nadu Dindigul 197 Uttar Pradehsh Etawah
159 Tamil Nadu wellington 198 Uttar Pradehsh Ghaziabad
160 Tamil Nadu Vellore 199 Uttar Pradehsh Mainpuri
161 Tamil Nadu Dharmapuri 200 Uttar Pradehsh Sultanpur
162 Tamil Nadu Kanchipuram 201 Uttar Pradehsh Aligarh
163 Tamil Nadu Madurai 202 Uttar Pradehsh Badaun
164 Tamil Nadu Salem 203 Uttar Pradehsh Etah
165 Tamil Nadu Tiruchi 204 Uttar Pradehsh Fatehpur
166 Tamil Nadu Tirunalveli 205 Uttar Pradehsh Firozabad
167 Tamil Nadu Thiruvannamalal 206 Uttar Pradehsh Jalaun
168 Tamil Nadu Thiruvallur 207 Uttar Pradehsh Kapur dehat
169 Tamil Nadu Virudhnagar 208 Uttar Pradehsh Muzaffarnagar
170 Tamil Nadu Cuddalore 209 Uttar Pradehsh Pratapgarh
171 Tamil Nadu Kanayakumari 210 Uttar Pradehsh Rae Bareilly
172 Tamil Nadu Nagapttinam 211 Uttranchal Dehradun
173 Tamil Nadu Tanjavur 212 Uttranchal Pithoragarh
174 Tamil Nadu Theni 213 Uttranchal Lansdowne
175 Tamil Nadu Tuticorin 214 Uttranchal Almora
176 Tamil Nadu Villupuram 215 Uttranchal Chamoli
177 Tripura Ahartalaagartala 216 Uttranchal Nainital
178 Uttar Pradehsh Merut 217 Uttranchal Pauri
179 Uttar Pradehsh Agra 218 Uttranchal Raiwala (haridwar)
180 Uttar Pradehsh Nareilly 219 West Bengal Darjeeling
181 Uttar Pradehsh Fatehgarh 220 West Bengal Kolkata
182 Uttar Pradehsh Kanpur 221 West Bengal Bengdubi
(jalpaiguri)
183 Uttar Pradehsh Lucknow 222 West Bengal 24 Pargana
184 Uttar Pradehsh Allahabad 223 West Bengal Krihnagar
185 Uttar Pradehsh Faizabad 224 West Bengal Bardwan
186 Uttar Pradehsh Gorakhpur 225 West Bengal Howrah
187 Uttar Pradehsh Mathura 226 West Bengal Midnapur
188 Uttar Pradehsh Varansi
189 Uttar Pradehsh Jhansi
190 Uttar Pradehsh Saharanpur
191 Uttar Pradehsh Shajhanpur

RESTRICTED
 RESTRICTED
588

ADM(A)-36

CANTEEN INVENTORY MANAGEMENT SOFTWARE

(CIMS) INTERFACED WITH SMART CARD SYS FOR ALL
UNIT RUN CANTEENS (URCs)

1. Ref :- Integrated Headquarters, Ministry of Defence (Army), DDGCS

letter No 96301/Q/DDGCS dt 30 Jan 2006 .

2. Introduction. The necessity of introduction of CIMS interfaced with Smart

Card was accepted by all the Commands and also the Air Force and the Navy in the
final interaction between respective Command representatives held on 16 Mar 2004
at the QMG’s Branch, Integrated Headquarters, Ministry of Defence (Army). As
per directive of QMG, the implementation was to commenced with effect from 01
May 2004, however it actually started in Aug 2004. Thereafter it is on the move. As
on day approximately 21 Lakh Smart Cards have been distributed and 1,300 URCs
have been automated with CMIS. Lot of policy changes and the procedures, which
were originally evolved, underwent a change due to the dynamics of the projects.
This will be continuous process and fresh policy letter will be issued wherever
number of amendments /changes are carried out to the parent letter. Now after a
year, it appears that the situation has established both in terms of operations and
policy matters.

2. The exercise of issue of smart cards or for that matter addressing all the
entitled customers by a single organization to ensure no duplicate cards are issued is
a massive project. The initial policies issued underwent major changes and the
system has been catering for each of such change dynamically. However, due to
lack of dissemination of information , lot of doubts has arisen in the minds of staff as
well as customers. Hence the need to address the issue of various types of smart
cards and their applicability in a separate section was felt a necessity.

3. As all of us are aware, the Smart Cart has to cater for various categories of
customers as well as institutions. Again within the customers each one has different
entitlements and privileges. However, effort has been made to effect changes of
URCs level with minimum effort to save time of the staff.

4. Aim. To lay down the directive for implementation of the project for
introduction of Canteen Inventory Management Software interfaced with Smart Card
System (CIMS) in all URCs of the Army, Navy, Air Forces and other organizations.
All the details of Smart Cards, their applicability and usage for the benefit of
customers as well as organization.

RESTRICTED
 RESTRICTED
589

Type of Smart Cards Issued to Customers of Unit Run Canteens

5. The types of smart cards and their applicability to each type of customer is
given below.

Liquor Smart Card

6. Definition. Liquor Smart Card is a Smart Cart that is used for purchase of
liquor as per authorization and a small amount of Grocery to cater to the needs of
soldier/ex-servicemen who is living away from the family. Liquor Smart Cart
carries the photographs of the soldier only.

7. Applicability. Serving and Retired personnel.

8. Usage. Used for purchase of liquor as per authorization and grocery costing
below Rs 500 upto 1000/- per month. Individual holding Liquor Smart Card can
draw his full quota from any Unit Run Canteen in India in one lot only. However it
should be so carried/packed that content do not become obvious.

9. Checks & Balances Incorporated. The usage of Liquor component in the

liquor Smart Card has to be controlled by the Canteen Management based on the
following situations. These are as under :-

(a) Soldier Living in Barracks. The soldiers living in Barracks are not
authoised to collect monthly liquor quota as per current policy. Hence the
liquor component in the Liquor smart is temporarily blocked when the soldier
is living in barrancks. When he is allotted quarters or granted CILQ, the
liquor component is restored.

(b) Soldier Proceeding on Leave. If liquor component is blocked

temporarily due to the soldier living in barracks, the same is opened for the
leave period only. This ensure that the soldier’s liquor card is automatically
blocked again on expiry of leave period.

( c) Validity of Smart Cart. For serving personnel it is two months after

the date of retirement. The card holder should apply to the Unit Run Canteen
for changing of status from Serving to Retired along with requisite
documents like place of residence and copy of PPO order. In case of Ex-
Servicemen, the validity is for one year from date of issue. It will be renewed
every year up to the life of Smart Card. ie 10 years, after which a new card
have to be applied for.

RESTRICTED
 RESTRICTED
590

Grocery Card.

10. Definition. Grocery Smart Card is a Smart Card that is used for purchase of
grocery and AFD-1 terms and it controls the Dependent Grocery Smart Cards.
Grocery Smart Card is the parent card and it controls the monetary limits on
Dependent Grocery Smart Cards . Anyone who wishes to have dependent Smart
Cards have to necessarily but Grocery Smart Card. The card has joint photograph
of the parent card holder and his spouse. The spouse of the civilian card holder can
also gain access to the canteen facilities by the use of this Smart Card.

11. Usage. Used for purchase of Grocery items, including AFD-1 items and
grocery items costing more than Rs 500/- per unit. This card has two types of
monetary limits as under :-

(a) Monthly Monetary Limit. The monthly monetary limit laid down in
the Grocery Card will enable the customer to buy Grocery items that are
costing Rs 500/- per unit or less. The monthly monetary limit will be re-set
on first of the month automatically.

(b) Annual Monetary Limit. The annual monetary limit laid down in the
Grocery Card will enable the customer to buy Grocery items that are costing
above Rs 500/- per unit. Being annual monetry limit, this will re-set on first
of January every year automatically. For ease of control, any item costing
above Rs 500/- will be covered under Annual Monetary limit. All such items
are also known as AFD- II items.

( c) Limits for AFD-I Items Grocery Smart Card controls the purchase of
AFD-I items based on existing policies for purchase of the item.

12. Checks & Balances Incorporated. The Grocery Smart Card manages the
dependent Grocery Smart Card and its monthly monetary limit. Various policies
that govern the purchase of AFD - I items are controlled by the use of Grocery
Smart Card.

13. Validity of the Smart Card. For serving personnel it is two months after the
date of retirement. The card holder should apply to the Unit Run Canteen for
changing of status from Serving to Retired along with requisite documents like place
of residence and copy of PPO order. In case of Ex-Servicemen, the validity is for
one year from date of issue. The validity will be extended by the Unit Run Canteens
on rendering of living certificate at no extra cost.

RESTRICTED
 RESTRICTED
591

Dependent Grocery Smart Card.

14. Definition. Dependent Grocery Smart Card is a Smart Card that is used by
the dependents of the card holder for purchase of Grocery items from Unit Run
Canteens. The definition of dependent is governed by relevant Army Orders on the
subject.

15. Applicability . This applicable to the dependents of the parent holders of

Serving and Ex-Servicemen. The card is NOT applicable for dependents of Civilian
entitled customers. A parent card holder can obtain maximum of two dependent
cards.

16. Usage. The card can be used for purchase of Grocery items costing Rs 500/-
or less by the dependent. The card has only monthly monetary limit. The division of
monetary limits between Grocery Smart Card and the dependent Smart Card is given
as under:-
(a) Single Dependent Card. 60% of the monthly monetary limit on the
Grocery Smart Card and 40% of the monthly monetary limit on the dependent
Smart Card.

(b) Two Dependent Card. 34% of the monthly monetary limit on the
Grocery Smart Card and 33% of the monthly monetary limit on each of the
dependent Smart Card.

17. Checks & Balances incorporated. The validity of the dependent Grocery
Smart Card is as udder :-
(a) Sons/Daughters of the Parent Cardholder. Valid up to 25 Years of age
of the ward. Beyond that the parent cardholder has to extent it every year at
the Unit Run Canteen by providing a certificate that the daughter is unmarried
or the son is unemployed.

(b) Parents of Parent Card holder Valid for one year from date of issue.
Validity extended by one year at a time when the parent cardholder renders
the living certificate of his parents.

Liquor Cum Grocery Smart Card

18. Definition. Liquor-cum-Grocery Smart Card is a special card introduced to cater to

the needs of Ex-Servicemen who do not have dependents or who are staying with their
family. Ex-Servicemen applying for this card will not be issued with separate liquor and
grocery card. Again they cannot apply for dependent Grocery Smart Cards. In case they
want dependent cards then a separate Grocery and Liquor Card will be required.

RESTRICTED
 RESTRICTED
592

19. Applicability This is applicable to Ex-Servicemen who either do not have

dependents or who are staying with their family.

20. Usage. The card can be used for purchase of Liquor, Grocery and AFD-I items.
The Smart Card contains the Liquor quota, Monthly and Annual Monetary Limits as per
authorization of the card holder.

21. Restrictions of Liquor-cum-Grocery Smart Card. The following restrictions apply

to the Ex-Servicemen who opt for Liquor Cum Grocery Smart Card:-

(a) The small element of Grocery monetary limit available on the Liquor Smart
Card will not be available on this card.

(b) No Grocery or dependent Smart Card can be issued along with this smart
card.

(c) The card is not convertible to either Liquor or Grocery Smart Card.

(d) In the event of the Ex-Servicemen opting for dependent or Grocery Smart
Card, this card is to be surrendered to the Unit to the Unit Run Canteen and fresh
cards to be obtained. The surrendered card will be destroyed be hot listing the same
be the Unit Run Canteens. New cards will cost Rs 100/- each.

Gold Smart Card

22. Definition The Gold Smart Card for Liquor and Gold Smart Card for Grocery is
the Smart Card issued to Fd Marshals, Marshals of Air, COAS , CAS and CNS who is
authorized Gold Smart Cards for the life span. However, new card is to be applied for every
ten years. Serving Vice Chiefs, Army Cdrs and equivalent are authorized Gold Smart Carts
with unlimited liquor and grocery. However after retirement they are authorized 18 bottles
of liquor per month and unlimited grocery. These are issued only by the DDG Canteen
Service.

23. Usage. The Gold Grocery Smart Card can be used for purchase of unlimited
Grocery and Gold Liquor Smart Card can be used for purchase of unlimited liquor from any
Unit Run Canteen.

24. Restrictions on Gold Grocery Smart Card. No dependent Smart Card will be
issued against the Gold Grocery Smart Card/Gold Liquor Smart Card. Where the cardholder
has an eligible dependent, DDGCS will arrange to issue a dependent Smart Card to the
dependent. Such a dependent Grocery Smart Card will have limits as applicable to officers
Col and below.

25. All the Smart Cards described above will be issued for purchase of AFD-I items.

RESTRICTED
 RESTRICTED
593

Types of Smart Cards issued to Establishments

26. The types of Smart Cards that are issued to establishments are given below:-

Bronze Smart Card

27. Definition. Bronze Smart Card is the Smart Card that is used by the
establishments to procure Grocery and Liquor in bulk either on cash or on credit
basis. This card will work with the dependent Unit Run Canteen only. The card will
be controlled by the organization/establishment to which it is issued. The
establishment would be required to purchase this card at the rate of Rs. 100/- per
card from their dependent Unit Run Canteens.

28. Authorisation. Formations Brigade and above will be authorized four

Bronze Smart Cards and all Formations/ units below Brigade will be authorized three
Bronze Smart Card and minor units will be auth two bronze Smart Cards. In case a
Formation/Unit needs more than the authorized Bronze Smart Cards, they will apply
for the same with a Statement of Case to DDGCS.

29. Applicability. These cards will be issued to the OICs of respective

establishment and Unit Run Canteen at a scale of one bronze card per to the
following establishments:-

(a) Chairmen Canteen Management Committee of Unit Run Canteens

(b) Officer/JCO/NCO Messes.

(c) Various types of Institutes

(d) OC of Major units/Sub units of the three services.

(e) Units/Sub units of Paramilitary Forces when placed under command of

an Armed forces for operations/Adm duties.

30. Usage. The usage of Bronze card can be categorized into two types as
given below:-

(a) For the Establishments. The Bronze card is used to collect

Grocery/Liquor in bulk from the dependent Unit Run Canteens either on cash
or on loan basis. The billing with the bronze card will only be done based on a
list of bulk items to be purchased duly countersigned by the Officer-in-
Charge/Second-in-Command of the establishment.

RESTRICTED
 RESTRICTED
594

(b) For individual Customers dependent on the Unit Run Canteens.

This card can be used to cater for requirements of individual customers
procuring liquor/grocery items for personal marriages or any other justified
event as deemed fit by Chairmen, Management Committee or OC Unit/Sub
Unit. The facility is to be used by the OC of the Units as an exception and not
on regular basis and the amount thus sanctioned for purchase of above stores
should be within a reasonable limit.

31. Checks & Balances Incorporated. The Bronze Smart Card will the dependant
Unit Run Canteens who have issued this card.

Steel Grocery Card.

32. Definition. The Bronze Smart Card that is issued to the recruits/officer cadets
undergoing training at various training centres. The Steel Smart Card is issued to a
cadet or recruit when he joins the institution and withdrawn when he passes out of
the institution. The withdrawn cards are re-issued to the fresh entrants. This type of
card will work with only the dependent Unit Run Canteens of the training institution.
The number of Steel Cards authorized to a Training Establishment is equal to the
number of recruits present at any point of time.

33. Applicability. Officers-Cadet Recruits undergoing training at various training

institutions of the three services for the duration of training. The cards will be
procured by the training establishment from their Unit Run Canteen at a cost of Rs.
100/- each.

34. The Steel Smart Card will be used to purchase Grocery items from the
institution’s Unit Run Canteens. The monetary lim it laid down is at par with that of
Officers/OR.

35. Checks & Balances Incorporated. The Steel Smart Card is NOT made on a
recruit/Officer – cadet’s name but the same is endorsed on the Steel Smart Card
while issuing it. This card is not inter-operable with any other Unit Run Canteens
other than the one who has issued it. The validity of the card is same as the duration
of the training. The card is re-usable when issued to another recruit/officer –Cadet.

36. Recovery of cost of Steel Smart Card. The training establishment may
formulate the methodology for recovering the cost of Steel Smart Cards in
consultation with the management of the training institution. For example the
management could decide to pay it initially from CSD profits and recover the cost at
the rate of Rs 25/- per year from the cadets keeping in view the life of the
Smartcard.

RESTRICTED
 RESTRICTED
595

Silver Smart Card

37. Definition Silver Smart Cards are Smart Cards which are used by the
customers who have applied for Smart Card and have not received it. These cards
are issued to the customers and withdrawn after the customer has purchased the item.
Only entitled personnel can purchase Grocery using this type of Smart Card.

38. Applicability. Applicable to Unit Run Canteen s. Each Unit Run Canteens
may place a one time demand for purchase of Sliver Smart Card @ Rs 95/- per card
as per requirement.

39. Authorisation. The authorization of Silver Smart Cards is as under :-

(a) Dependency upto 2,500 - 05

(b) Dependency upto 2,501 to 5,000 - 08

( c) Dependency upto 5,001 to 10,000 - 12

(d) Dependency above 10,000 - 20

40. Usage. The customers who have applied for Smart Card and have not yet
received it will use the Silver Smart Card for purchase of Grocery items. Canteen
Manager will ensure that the facility of Silver Smart Card is not extended to
personnel issued with Smart Cards. The Silver Smart Card will be issued to the
customer and the customer will return the card after using the card for purchase of
goods. Canteen Management may evolve suitable procedures to ensure that the
customer does not walk away with the Silver Smart Cards issued to him/her.

41. Restrictions of Silver Smart Card. The Silver Smart Card can be used for
only one transaction. As soon as the transaction is done. It will automatically block
it self. The Silver Smart Card will get activated when issued again to another
customer. The Sliver Smart Card can be used for purchasing Grocery costing Rs
500/- or less per unit.

Personnel Entitled for Canteen Smart Card.

42. The personnel who are entitled for Canteen facilities are entitled for Smart
Cards. The same is given in relevant Army Orders on the subject. However for
ready reference these are reproduced/amplified below. In the even of any ambiguity
the Army Order will take procedure :-

RESTRICTED
 RESTRICTED
596

(a) Serving

(i) Officer (Including Honorary Commissioned Officers), Junior

Commissioned Officers ( including Honorary Officers) & Other Ranks
and equivalents in other Services.

(ii) Personnel of Assam Rifles, Border Roads (GREEF ), Coast

Guard (Uniformed personnel ). TA, DSC, APS whole time NCC
officers.

(iii) Foreign military personnel attending courses of instructions

valid only for the during of the course.

(iv) Part time NCC Officers, Gentlemen cadets and recruits under
training .

(b) Dependents of Serving Personnel

(i) Spouse of serving personnel.

(ii) Son up to the age of 25.

(iii) Unmarried daughter

(iv) Parents whose monthly income is less than Rs 1,500/- or as

specified from time to time in Govt Orders.

( c) Ex-Servicemen. The amplification of Ex-Servicemen is given

as under:-

(i) Service pensioners paid from Defence Services Estimates

(DSE).

(ii) ECO/SSRC in receipt of retention free from DSE.

(iii) TA/GREEF/Coast Guard pensioners after completing

regular service.

(iv) All ESM released from service after completing 5 years,

on their own request or honourably released before completing
pensionable service.

(v) Personnel from P & T who on deputation has rendered

10 years service with Army Postal Corps.

RESTRICTED
 RESTRICTED
597

(vi) Parents of unmarried deceased officer killed in

Action/Aid to Civil Authorities/CI/IS duties.

(vii) Eldest child of the deceased service personnel if he is

not survived by his wife provided the under mentioned
conditions are fulfilled:-

(aa) If a daughter, she should be unmarried.

(ab) If a son, he should be upto 25 years of age and

should not be in service or commercially employed.

(viii) Ex-Recruits/Ex-Gentlemen Cadet on disability pension.

(d) Civilians.

(i) Serving Defence Civilian Employees paid from Defence

Services Estimates.

(ii) Personnel on deputation/permanent attachment from other

departments serving in Min of Def/Min of Def (Fin) at Delhi and
drawing pay from civil budget Validity of the card will be for the
period of deputation/permanent attachment. Personnel on temporary
attachment will not be entitled canteen facilities.

(iii) Employees in Min of Def and defence civilians working in

lower military formations/depots and military organizations.

(iv) Defence auth it departments.

(v) Executive Officer in Cantonment Boards.

(vi) HAL Personnel working in Air Force Establishment.

(vii) Indian Defence Accounts service personnel in deputation to

posts other than Min of Def (Fin)

(viii) DGBR Sect and GREF personnel while working with military
establishments.

(ix) Permanent civilian CSD employees and employees of URCs.

RESTRICTED
 RESTRICTED
598

NOTE

(i) Except for permanent civilian CSD employees no other

category of personnel mentioned in the list of civilians above are
authorized canteen facilities after retirement.

(ii) Not entitled liquor.

(iii) Spouses of entitled defence civilian categories working in Min

of Def of Delhi may access canteen with the use of primary smart card.

Validity of a Smart Card

43. The validity of the Smart Card is as follows :-

(a) Serving Personnel. For the duration of entire service. Sending

personnel may be allowed to use the Smart Card after retirement till the card
is unable to be used/completion of the usage life of 10 years from date of
issue. When the serving personnel on retirement continue to use the serving
personnel card, the validity will be governed as applicable to ex-servicemen (
for one year only and renewed every year ).

(b) Ex-Servicemen. For a duration of one year from date of issue.

( c) Civilian Paid Out of Defence Estimates. Upto the date of retirement

(d) Civilian on Deputation/Permanent Attachment. Upto the date of

termination of deputation/attachment. Smart Card issued to these categories
will be renewed every year from the date of issue.

(e) Dependents of Service Personnel . Son/Daughter up to the age of 25.

Subsequently validity of Son/Daughter is one year. Parents the validity is for
a duration of one year from date of issue. The parent card holder will renew
the dependent’s Smart Card from the dependent canteen. Production of
parent smart card mandatory for renewal of dependent cards.

Extending Validity of Smart Cards.

44. The respective Unit Run Canteens will extend the validity of the Smart Cards.
S No charges will be levied for extending the validity of the Smart Card. Again, no
new smart cards are required to be purchased for extending validity. To extend the
validity of Smart Cards issued to civilians on deputation from Min of Def, the parent
card holder will be required to get an authority letter from the department clarifying
that the holder is continuing in his deputation/permanent attachment and the likely

RESTRICTED
 RESTRICTED
599

date of termination. All Smart Cards issued to entitled customers will be renewed
only in the physical presence of the primary card holder . Where the dependent card
is to be renewed, both the primary card and all the dependent card issued against the
primary card must be produced together for renewal.
Monetary Limits
45. Grocery The monetary limit on the Grocery Smart Card and revised as
follows :-
(a) Officers and their Equivalents. Monthly monetary limit of Rs
4,000/- per month for Grocery and additional Annual monetary limit of Rs
50,000/- for buying AFD-II items. Any item costing more than Rs 500/- will
be considered as AFD-II item. In addition to the AFD-I item are authorized as
per policy in vogue.
(b) Junior Commissioned Officers and their Equivalents. Monthly
monetary limit of Rs 2,500/- per month for Grocery and additional Annual
monetary limit of Rs 30,000/- for buying AFD-II items. Any item costing
more than Rs.500/- will be considered as AFD-II item. In addition to AFD-I
items are authorized as per policy in vogue.
(c ) Other Ranks and their Equivalents. Monthly monetary limit of Rs
1,500/- per month for Grocery and additional Annual monetary limit of Rs
20,000/- for buying AFD-II items. Any item costing more than Rs.500/- will
be considered as AFD-II item. In addition to AFD-I items are authorized as
per policy in vogue.
(d) Local Restrictions on Monetary Limits, Any Canteen Management
Committee shall not exceed the laid down limits. Individual Canteen
Management may decide on any lower limit for grocery for implementation in
their respective canteen.
(e) Monetary Limit for Dependents. The monetary limits on
dependent card shall be based on percentages as given under dependent Smart
Cards. These are given as under:-
(i) One Dependent Card. Parent Grocery Card has 60% of
monthly monetary limit and dependent card has 40% of monthly
monetary limit. Dependent card cannot be used to buy AFD-II items
or AFD-I items.

(ii) Two Dependent Cards. Parent Grocery Card has 34% of

monthly monetary limit and both the cards will have 33% of monthly
monetary limits. Both the dependents card cannot be used to by AFD-
II items or AFD-I items
46. Liquor . Liquor quota as per policy issued from time to time. The issue of
advance quota or carry forward of quota to customers is not admissible.

RESTRICTED
 RESTRICTED
600

ADM (A)-37

SERVICE GRATUITY AND DCRG

Reference : (a) G of I, MOD letter No 5/87/D(Pen/Services) dt 30 Oct 87.

(b) SAI 5/S/87 and AI 83/87 regarding DCRG.

Service Gratuity

1. Service gratuity will be granted to JCOs/OR/NCsE discharged from service

with 5 years or more but less than 15 years (20 years in case of NCsE) qualifying
service at ½ month’s emoluments for each completed six monthly period of
qualifying service. There shall be no deduction in the quantum of service gratuity so
arrived at on discharge prematurely on compassionate grounds/personal reasons.

Invalid Pension/ Gratuity

2. Invalid pension/gratuity and service gratuity is admissible as under:

(a) Invalid Pension. Wef 01 Apr 64 Personnel who are invalid out of
service on account of causes which are neither attributable to nor aggravated
by military service are eligible for the grant of invalid pension proportionate
to the minimum service, if they have completed 10 years or more but less than
15 years of qualifying service.

(b) Invalid Gratuity. If the qualifying service is less than 10 year the
individuals will get invalid gratuity equal to the ½ month’s emoluments of the
rank last held for each 6 months period of service rendered.

Auth : GOI, MOD letter No(5)/87/D/(Pension/Services) of 30 Oct 87 .

Liberalized Pensionary Awards for the War Widows and War Disabled Servicemen

3. After the Indo-Pak Conflict of 1971, liberalized pensionary awards for war
widows and for disabled servicemen were sanctioned by Government of India.
These awards were also made applicable to the casualties of various operations from
1947-48 on wards. The awards are given in succeeding paras :

RESTRICTED
 RESTRICTED
601

4. War Injury Pension. War injury pay has been termed as war injury pension
wef 01 Jan 86, which is excluding the service element and disability element. It will
be a consolidated amount. War Injury Pension (WIP) for 100% disability will be
equal to the reckonable emoluments last drawn on the date of invalidment. Where
disability is less than 100% the WIP will be proportionately reduced but not less
than 80% of the reckonable emoluments, even if the disability is less than 20% at the
time of invalidment or any subsequent reassessment, stage.

5. In addition to WIP the individual is entitled to Retirement Gratuity, calculated

on the basis of reckonable emoluments on the date of invalidment, but counting of
service upto the date of which he would have normally retired in that rank plus
weightages of 5 but not exceeding 33 years.

6. Government decision on regulating commutation of WIP and WIP to those

who even retained in service inspite of the disability due to war injury and retire
subsequently are yet to be decided.

7. Liberalised Special Family Pension (LSFP). LSFP shall be equal to the

reckonable emoluments last drawn (CEA is not paid in addition) to the widow or
nominated heir until death or disqualification. Remarriage to deceased husband’s
real brother and continue to live a communal life with and/or contributes to support
to other living eligible heirs, LSFP will be paid to such widow. Remarriage with any
other person shall be disqualification for LSFP. In this OFP will be given to such
widow form the date of remarriage.

8. The provisions of the pension regulations of the three services and various
service instructions/Government orders, which are not affected by the provisions of
Government of India letter No 1(2)/97/D(Pen-C) dated 31 Jan 2001, will remain
unchanged. The provisions of this letter shall apply the Armed Forces Personnel,
who were in service on 01 Jan 1996 or joined/join service thereafter unless otherwise
specified in this letter, the highlights of which are as follows :-
(a) Part-I. Date of effect and Definitions.
(b) Part-II. Pensionary benefits on death/disability in attributable /
aggravated cases.
(c) Part-III. Family pensionary benefits in attributable /aggravated
cases, which include Special Family Pension (SFP), Liberalised Family
Pension (LFP),etc.
(d) Part-IV. Disability / War Injury Pensionary Awards, which
include Disability Pension on Invalidment (Service Element, Disability
Element), Disability Element on Retirement/Discharge, Lump sum
Compensation in lieu of Disability Element, War Injury Pension on
Invalidment, War Injury Pension on Retention in Service, Liberalised
Disability Pension, etc.

RESTRICTED
 RESTRICTED
602

(e) Part-V. General, which includes Rounding of Pensionary

Awards, Minimum / Maximum Pension, Dearness Relief, etc.

9. If the Government servant is not survived by widow but child/children only,

all children together shall be eligible for special family pension rates as given in
lesson No 28 and draw in addition the children allowances @ 1000/- per child till
they are :

Son - attain 25 years of age or start earning.

Daughter - unmarried or start earning (Now upto 25 years).

Handicapped Children - for whole life.

10. The three LSFP will be paid to the senior most eligible child at a time.

11. Second Life Award : Second life award of BC shall be paid :-

(a) If the first recipient (other than persons) of the family pension award
died or is disqualified earlier than 7 years form the date of casualty, the award
will be continued at the same rate to the parents if still alive for the balance of 7
years without reduction.
(b) After 7 years of the award will be 50% of the LSFP. Children
allowance will be paid at the rate of Rs 1000/- per month in addition.
(c) If the first awards is widow, and she remarries to a person other than
the real brother of her husband, the second life award will be sanctioned to a
person if still alive as stated above whether the claim had arisen within 7 years
or after 7 years of the casualty.
(d) If the first awardees is parent and widow remarriage with a person
other than real brother of her husband, within 7 years from the date of casualty,
she would get OFP and parent will continue to receive the first life award at the
same rate for the balance of 7 years without reduction and thereafter 50% of
the LSFP. If marriage is after 7 years from the date of casualty, the widow will
get OFP and the parents will get 50% of LSFP.

12. Liberalized Pensionary Awards to Casualties Occurring in Battle Inoculation

Exercise. Disability and family pensionary awards shall be granted by 90% of the
national Liberalised Pensionary Awards in addition to the retirements/death gratuity
becoming due as per the Government of India Letter No. 3B / 41022 /AC /PS4 (d)
/5 / S/Pen/C of 05 Mar 84, for casualties occurring in battle inoculation exercise.

RESTRICTED
 RESTRICTED
603

Death-Cum-Retirement Gratuity (SAI/5/S/77 and AI 83/78)

13. Scheme for the payment of Death-Cum-Retirement Gratuity was introduced

wef 10 Sep 70. An individual who has completed 5 years service and is eligible for
service/invalid gratuity or, pension shall be granted on termination of his service, a
death-cum-retirement gratuity equal to one-fourth of his emoluments for each
completed six monthly period of qualifying service subject to a maximum of 16 1/2
time of the emoluments provided that the total amount shall

not exceed Rs 10 Lacs The amount of death-cum-retirement gratuity in the event of

death shall be as under :-

(a) Death in the first year of service - Two times emoluments.

(b) 1 to 5 years - Six times emoluments.

(c ) Over 5 years service but less than - 12times emoluments.

20 years

(d) 20 years or more - One month pay for every

completed year, subject to a
maximum of 33 years or
not exceed Rs 10 Lacs
(RE +DA x QS+5 )/2).
Nomination

14. An individual has to make a nomination for the Death-Cum-Retirement

Gratuity. In case there is nomination, Death-Cum-Retirement Gratuity shall be
payable to all the family members in equal shares.

Compassionate Gratuity Fund

15. Families/dependants of Army personnel who dies in service and whose death
is neither attributable to nor aggravated by military service are entitle to the awards
from the compassionate gratuity fund. The rates are as under :

(a) Widow/Children . 1 ½ month’s pay last drawn for each completed

year of qualifying service or Rs 1000/- whichever is less provided that in no
case it will be less than Rs 300/-.

(b) Parents. One month’s pay last drawn for each completed year of
qualifying service or Rs 3250/- whichever is less provided that in no case it will
be less than Rs 1275/-.

RESTRICTED
 RESTRICTED
604

(c) Brothers/Sisters. One month’s pay last drawn for each completed year
of qualifying service.
16. The grant are sanctioned by a committee constituted by Government of India
at Integrated Headquarters , Ministry of Defence (Army).
Govt of India letter No B/38207/36/AG/PS-4(b)/2640/D(Pen-C dt 21 Oct 2002).
Family Gratuity
17. In addition death-cum-retired gratuity, family gratuity equal to 10 month’s
pay subject to a minimum of Rs 2000/- was also sanctioned but this is restricted to
1971 conflict only.

Government of India letter No 200848/Pen-C/71 dated 24 Feb 1972

18. Family Gratuity.

Family gratuity at the rate indicated below is granted to the window and in the absence of
the window to the NOK of indl who dies while in service in a war or war liked situation.

RATES OF FAMILY GRATUITY

Rank Rs Rank Rs

Sepoy 450 Sub 1300

Naik 550 Sub Maj 1400

Hav 650 Hony Lt 1500

Nb Sub 1000 Hony Capt 1600

19. Ex-Gratia for Family of Reservists

Widow/Dependents of reservists who opted to draw one time lump-sum Reservist Gratuity
of Rs 750/- in lieu of monthly pension of Rs 10/- pm (then admissible) are not entitled to
any family pension. However, MoD have now sanctioned Ex-Gratia pf Rs 605/- pm plus
DA at applicable rates for the widow/dependents of such reservists wef 01 Nov 1997 vide
Govt of India, MoD letter No B/40029/AG/PS 4 (d)/B/D (Pension/Services) dated 07 Jan
99. Families of such deceased reservists should apply for the Ex-Gratia to the respective
Record Office.

Ex-Gratia Payment to Families of Service Personnel who die while Traveling by

Service Air Craft :
20. Families of service personnel who die while traveling in service aircraft as
passengers in the course of their duties will be paid an ex-gratia award of Rs 2 lakh
in addition to the normal pensionary awards.

RESTRICTED
 RESTRICTED
605

21. NOK of personnel’s killed under following circumstances are entitled to ex-
gratia with effect from 01 Jan 2006 :-

(a) Death occurring due to accidents in the course of - Rs 10 Lakhs

performance of duties
(b) Death occurring in the course of performance of - Rs 10 Lakhs
duties attributable to acts of violence by terrorists,
anti social elements, etc.
(c) Death occurring during enemy action in war or - Rs 15 Lakhs
border skirmishes or in action against militants ,
terrorists, etc.
(d) Death occurring during enemy action in - Rs 20 Lakhs
international war or war like engagements
specifically notified

Auth : GOI, MoD letter No 20 (1)/98/D (Pay/Services) dt 21 Oct 2008.

Questions :-

1. What is the admissibility of Invalid Pension / Gratuity and Service Gratuity ?

2. Write short notes on War Injury Pension, Liberalised Special Family Pension
and Second Life Award ?

3. Write short note on Death-Cum-Retirement Gratuity ?

RESTRICTED
 RESTRICTED
606

ADM(A)-38

COMPLETION OF DISCHARGE ROLL AND

DESCRIPTIVE ROLL

Reference : Rule 13, Army Rules 1954.

General :

1. IAFY-1948A (Discharge Roll) is merely a roll in respect of person proposed

to be other details which are necessary for the information of the sanctioning
authority as defined in Rule 13, Army Rules 1954.

Completion of Discharge Roll

2. IAFY-1948A is prepared for discharge of all cases involving pension/gratuity.

The following points should be borne in mind for completion of discharge rolls :

(a) Correct Army Number with suffix alphabet should be given.

(b) Last rank should be correctly shown. (Time scale rank to be given in
case of time scale promotion)
(c ) Full name in block letters as per service documents should be given.
(d) Category and group should be given (eg, Clerk (SD) Group `Y’)
(e) Date of Birth/Age on enrolment should be given as recorded in service
documents.
(f) Home address should be given as recorded in service documents.
(g) Character should be hand written by OC unit himself with his signature
and official seal.
(h) Date of promotion should be correctly shown.
(j) Date of permanent pay group achieved should be correctly shown (ie
date on which the individual has passed permanent classification of his group)
(k) Date of discharge should be last date of the month in which the
individual is retiring (eg the date of discharge should be 31 Dec 03 (A/N) and
not 01 Jan 04, if an individual is discharged from service on 31 Dec 03).

RESTRICTED
 RESTRICTED
607

(l) Service up to the date of discharge should be given in years and

months.
(m) Period not counting as service for pension (NQS) should be given
correctly as per service documents of the individual.
(n) Any previous service counting towards pension or gratuity should be
given with its authority as verified by the Accounts Department.
(o) Station from which desirous of drawing pension should be correctly
shown at Serial No .17 of IAFY-1948A. Here it should be cleared from where
the individual is desirous to draw pension ie from Treasury Office/DPDO or
from Bank. In case of bank, full address of the Bank with single Account No.
of the individual should be shown. (Only link branches of Public Sector bank
is to be given.)
(p) Recommendation for pension or gratuity or for both, should be clearly
shown in column in column 18 of IAFY-1948A.
(q) Cause of discharge should be shown against serial 20 of IAFY-1948 A
respectively as given in discharge order of the individual concerned.
(r ) Three specimen signatures with Army No or Thumb and finger
impressions of the left hand of the individual in IAFY-1948 A, and should be
attested.
(s) It will be ensured that columns of IAFY-1948A is correctly filled up.
No column will be left blank. In case any column is not affected for the
individual concerned NA or NIL is to be written.

IAFY-369 (Modified Descriptive Roll)

3. All columns should be completed strictly in accordance with service

documents of the individual concerned.

4. Signature and fingerprints of both pension and his NOK should be obtained
and attested by OC Unit.

5. Joint Photo(Pensioner and his NOK) should be pasted on the form duly
attested.

Questions :-
1. What is the procedure for completion of Discharge Roll ?

2. What are the points to be kept in mind while preparing Discharge Roll ?

RESTRICTED
 RESTRICTED
608

ADM(A)-39

REINFORCEMENTS
References : (a) Para 570 to 582 of Documentation Procedure JCOs/OR 1992.

(b) SAO 12/S/77.

General

1. This precis given and outline of the composition and role of reinforcement
and casualty organisation and armored delivery Regiment, procedure for demand,
provision and documentation of personnel reinforcement and AFV replacement, and
accounting of casualties in the field. The policy and procedure for the demand and
provision or reinforcements and accounting or casualties are laid down by Integrated
Headquarters , Ministry of Defence (Army).

Reinforcement and Casualty Organisation for Arms/Services other than Armored

Corps and Mechanised Units

2. Composition. The reinforcement and casualty organisation is composed as

under :-
(a) Reinforcement and casualty Section - Org 3 (d), AG’s Branch,
Integrated Headquarters , Ministry of Defence (Army).
(b) Advance reinforcement and casualty sections.
(c) Advance Reinforcement Camps.
(d) Reception Camp (for repatriated prisoners of War).

Integrated Heaqduarters, Ministry of Defence (Army)

AG’s Branch Reinforcement and Casualty Section

PW Reception Camp

Advance Reinforcement and Casualty Section

Advance Reinforcement Camp

RESTRICTED
 RESTRICTED
609

3. Reinforcement and Casualty Section at Integrated Headquarters , Ministry of

Defence (Army). The functions of the Reinforcement and Casualty Section, Org
3(d), AG’s Branch, Integrated Headquarters , Ministry of Defence (Army) are given
below :-

(a) To lay down policy and procedure for demand and provision of
reinforcement and reporting of casualties.

(b) To ensure timely provision of reinforcement to advance reinforcement

camps so that units and formations in operational area are maintained at the
authorised strength.

(c) To collect reinforcement demands and order dispatch of reinforcement.

(d) To maintain rolls of casualties and statistical data pertaining to

casualties, separately for each theatre of operations, rank wise and by Regiment
and Corps.

(e) To inform the next of kin of all officers casualties on occurrence.

(f) To ascertain the whereabouts of missing personnel and take action for
presumption of death, where applicable.

(g) To arrange for repatriation of Prisoners of War.

4. Advance Reinforcement and Casualty Sections. The main functions of

advance reinforcement and casualty sections, located one each with advance
reinforcement camps are as under :

(a) To ensure that unit, formations and advance reinforcement camps

within their jurisdiction are maintained at authorised strength.

(b) To collect demands for reinforcements received from units, formations

and advance reinforcement camps by rank, trade and category for each
Regiment and Corps.

(c) To order move of available drafts from advance reinforcement camps

in consultation with the corps or divisional headquarters concerned and in
accordance with the policy laid down by Integrated Headquarters , Ministry of
Defence (Army).

RESTRICTED
 RESTRICTED
610

(d) To forward consolidated demand of reinforcement to Org 3 (d) AG’s

Branch, Integrated Headquarters , Ministry of Defence (Army) and to Records
Offices, when necessary, after the despatch of available drafts.

(e) To keep Org 3 (d), AG’s Branch, Integrated Headquarters , Ministry of

Defence (Army) informed about
the state of reinforcements in own area of responsibility.

(f) To forward casualty figures to Org 3 (d), AG’s Branch, Integrated

Headquarters , Ministry of Defence (Army) separately for each theatre of
operation, rank and by Regt and Corps.

5. Advance Reinforcement Camps. The function of advance reinforcement

camps are enumerated below :
(a) To receive :-
(i) Reinforcement dispatched by regiment/corps centres and depots,
personnel section and MS Branch at Integrated Headquarters , Ministry
of Defence (Army).
(ii) Casualties treated and dispatched by medical units.
(b) To intimate the daily state of reinforcement to respective advance
reinforcement and casualty sections and Org 3 (d), AG’s Branch, Integrated
Headquarters , Ministry of Defence (Army).
(c) To dispatch drafts to units and formations in forward areas as per
instructions issued by advance reinforcement and casualty sections in
consultation with a staff at Corps Headquarters (Command Headquarters in
the case of Southern Command).

6. Reception Camps. The following are the functions of reception camps,

which will be established on orders from Integrated Headquarters , Ministry of
Defence (Army) :
(a) To exchange prisoner of war at a pre-arranged point and in accordance
with terms as directed by Integrated Headquarters , Ministry of Defence
(Army).
(b) To arrange for the medical check-up and treatment of repatriated
prisoners of war and to issue clothing’s and other necessities to them.
(c) To arrange for the debriefing of repatriated Prisoners of War in
consultation with DGMI, Integrated Headquarters , Ministry of Defence
(Army).

RESTRICTED
 RESTRICTED
611

(d) To prepare nominal rolls of repatriated prisoners of war showing their

number, rank, name, unit, regiment or corps and date of repatriation. These
will be prepared after a physical check and two copies thereof will be
forwarded to Org 3 (d), AG’s Branch, Integrated Headquarters , Ministry of
Defence (Army) immediately on arrival of repatriates at the camps.
(e) To arrange for further disposal of repatriated prisoners of war after
their debriefing, in accordance with instructions issued by Org 3 (d), AG’s
Branch, Integrated Headquarters , Ministry of Defence (Army).

Administration

7. For local administration and discipline, all units mentioned above will be
under the Area, Sub Area or equivalent formation in whose jurisdiction these are
located and who are specifically made responsible for supervision and assistance.
These units will be directly under Integrated Headquarters , Ministry of Defence
(Army) for all other purpose except where otherwise stated.

PERSONNEL REINFORCEMENT

Scale of Reinforcement

8. First Reinforcement in Peace. Standing First Reinforcement in the rank of

Sepoy, have been sanctioned on reduced scale for the Army as a whole. Their
allocation to various Arms will be done by Org 2 (MP), AG’s Branch, Integrated
Headquarters , Ministry of Defence (Army). Further allotment to units within each
arm will be made by the respective personnel section directorates concerned at
Integrated Headquarters , Ministry of Defence (Army). These reinforcement will be
held by the units permanently during peace. These will always be maintained at
their hundred per cent authorisation. Deficiencies of manpower in the units, if any,
will be accounted for against their normal authorisation and not against standing first
reinforcement as allocated. No standing first reinforcements will, however, be held
by the services.

9. Reinforcement in War. Scales of first reinforcements are shown in war

establishments, when authorised, but are not held by units consequent to
mobilisation, units holding standing first reinforcement in peace, will shed them as
specified by Integrated Headquarters, Ministry of Defence (Army) and send to
advance reinforcement camps under orders of the respective Corps Headquarters.
The remaining first and subsequent reinforcement for all arms and services will be
created and held at their respective centres to be sent to advance reinforcement
camps and when ordered by Integrated Headquarters , Ministry of Defence (Army).

Procedure for Demand of Reinforcement and Replacements

RESTRICTED
 RESTRICTED
612

10. The channel for demand of subsequent reinforcement is as under (see chart
attached) :-
(a) Units will forward their requirement of reinforcement by rank, trade
and category and, if necessary by classes, as authorised to Bde HQ. Units or
sub units functioning directly under Corps or Divisional Headquarters
forward their demand to these headquarters.
(b) Headquarters brigade / division / corps consolidate the demands by
regiment / corps and forward them to respective adv reinforcement and
casualty section who, in turn, will order move of available reinforcement in
consultation with the fin headquarters, concerned, under intimation to Org 3
(d), AG’s Branch, Integrated Headquarters , Ministry of Defence (Army).
(c) Advance reinforcement and casualty section will place demand on Org
3 (d), AG’s Branch, Integrated Headquarters , Ministry of Defence (Army)
to make up the deficiency of reinforcement held in advance reinforcement
camp.
(d) Org 3 (d), AG’s Branch, Integrated Headquarters , Ministry of Defence
(Army) will order move of personnel to MS Branch (Pers Sec) to send
forward of reinforcements, through the concerned personnel sections, from
regimental corps centres to advance reinforcement camps.

DEMAND AND PROVISIONING OF RE-INFORCEMENT

UNIT

BDE/DIV/CORPS HQ

CORPS HQ ‘A’ STAFF ADV RFT & CAS SEC ADV RFT CAMP

IHQ ORG 3(d) MS BRANCH & PERS SEC TRG CENTRE

Legend :
_______ Demand
Instruction for release
Provisions
11. First Reinforcements in War : On receipt of instructions from Org 2 (MP)
AG’s Branch, Integrated Headquarters , Ministry of Defence (Army), Record Offices
will arrange to provide the balance of first reinforcements for unit belonging to the
Army and complete authorised first reinforcement for unit of the services. These
reinforcements will be created and kept at the respective regimental centres and
moved forward to the advance reinforcement camps/Armored Delivery Regiment
when ordered by Integrated Headquarters , Ministry of Defence (Army). Personnel

RESTRICTED
 RESTRICTED
613

sections and MS Branch at Integrated Headquarters , Ministry of Defence (Army)

will instruct officers to report direct to units and formations.

12. Subsequent Reinforcement/Replacements in War. Subsequent

reinforcements for JCOs and other rank are dispatched to the respective advance
reinforcement camps by the Record Office on receipt of orders from their respective
personnel section Integrated Headquarters , Ministry of Defence (Army). In the case
of officers, necessary instructions are issued by the MS Branch or Personnel Section
at Integrated Headquarters , Ministry of Defence (Army). Advance reinforcement
Camps, information, dispatch them to the fmn under orders of advance
reinforcement and casualty section and corps headquarters for further distribution to
the units concerned.
REPORT AND RETURNS
13. Units and fmn in operational area will submit reports and returns given in
Appx `B’ to SAO 12/S/77 and SAO 8/S/85. The following points will be borne in
mind while submitting these returns :-
(a) Returns will be numbered serially, number of sheets composing each
return, date and the serial number of the last return clearly shown, serial
number will be BOLD TYPE.
(b) New sets of serial number will be started on 01 Jan every year.
(c) Officers personal numbers, and account numbers with CDA (O) will
invariably be indicated when return are fwd to CDA (O). In all other cases,
only personal number of Officers will be indicated.

DISPOSAL OF CASUALTIES IN WAR

General

14. Casualties evacuated from units and formations in operational area will be
dealt with in the manner given in succeeding paragraphs.
15. When personnel are returned fit for operational duty, from and advanced
dressing Stn/Fd hosp (divisional sector), they will be sent back to Divisional or
Brigade administrative areas, from where they will be returned to their units. The
officers commanding advance dressing station/field hospital will intimate the name
of personnel including officer treated and returned to fmns or units concerned, with a
copy of advance reinforcement and casualty section who in turn will forward these to
the Records Offices concerned in respect of JCO.
16. All casualties not fit to be returned to divisional sectors will be evacuated to
general/military /base hospitals, as the case may be. Formations or units concerned
will be informed of this fact under intimation to advance reinforcement and casualty
section who, in turn will inform the Record Offices and Org 3(d), AG’s Branch,

RESTRICTED
 RESTRICTED
614

Integrated Headquarters , Ministry of Defence (Army). Intimation from advance

reinforcement and casualty section to Org 3(d), AG’s Branch, Integrated
Headquarters , Ministry of Defence (Army) and Record Office will be sent by a
signal.
Casualties evacuated to General/Military/Base Hospital

17. Personnel from field units discharged fit for operational duty from a
general/military/base hospital will be dispatched to advanced reinforcement camps
or regimental/corps centres concerned, under intimation to the authorities mentioned
below :-

(a) Advance reinforcement and casualty section.

(b) Records Offices concerned in respect of JCOs and OR
(c) Org 3 (d), AG’s Branch, Integrated Headquarters , Ministry of Defence
(Army) in respect of officers

18. When such hospitals are located ahead of advance reinforcement camps,
personnel discharged fit will be dispatched to their respective Divisional or Brigade
administrative areas under intimation to the authorities mentioned in Para 17 above.

19. Officers, other than medical officers, discharged from a general/military base
hospital in medical category lower than SHAPE 1 will be dispatched to
regiment/corps centres. AMC, AD Corps and MNS officers, who are placed in
medical category lower than `SHAPE 1’ on discharge will be attached to the
hospital from which discharged and their disposal asked for from the Medical
Directorate (DMS-1) Integrated Headquarters , Ministry of Defence (Army).

20. JCOs and OR recommended sick leave will normally proceed to their homes
via their Regiment/Corps/Centres/Depot. However, sick leave details may be
dispatched direct to their homes under intimation to their units provided medical
authorities consider that the journey via Regiment/Corps/Centre/Depots would be
detrimental to their health or where such moves will result in saving to the state. In
this connection AO 882/73 refers. Personnel proceedings on sick leave will be
instructed to report back to their respective Regiment/Corps/Centre on expiry of their
leave. Regiments/Corps/Centres will arrange for medical examination of these
personnel before they are allowed to resume duty.

21. In order to enable personnel sections and MS Branch at Integrated

Headquarters , Ministry of Defence (Army) to issue necessary posting order in
respect of officers who are sent on sick leave the date of expiry of their leave will be
intimated to the former by OC hospital. An officer, on expiry of his sick leave will
report to the nearest military hospital, who will arrange for his medical board and
intimate his latest medical category to personnel sections, MS Branch and Org 3 (d),
AG’s Branch, Integrated Headquarters , Ministry of Defence (Army). No officer

RESTRICTED
 RESTRICTED
615

will, however, return to duty unless he is placed in an acceptable medical category

by a duly constituted medical board.

22. A charge showing the movement of sick and wounded personnel evacuated
form formation and units and their disposal is given as under :

UNIT/FMN

Adv Dressing Centre/

Fwd Surgical Centre Bde/Div Adm Area

Gen/Border/Base/Comd Hosp Adm Rft Camp/Adv Armd Rft

Camp

Sick/Leave

Regt/Corps Centre in respect of LMC Offrs, JCOs and OR. Disposal Orders
in respect of Offrs to be Issued by pers see/MS Branch at Integrated
Headquarters , Ministry of Defence (Army).

AO 28/84

23. Field/Base General/Military Hospital will submit nominal rolls of patients

admitted, transferred, discharged or deceased as laid down in SAO 8/S/85 as and
when these casualties occur. For details introduction on accounting of casualties
operation of X-Lists reporting of battle/physical case or accidents, a reference be
made to SAO 8/S/85 or 6/S/2000 and lesson No Adm (A-23).

24. Reinforcement and casualty organisation for Armored Corps and Mechanised
units (Mech Inf, SP Arty & Assault Engrs ) is also operation War for detailed
procedures a reference be made to SAO 12/S/77. 100% replacement of AFV and
personnel is catered for SP Artillery, Assault Engineers, Armored Corps and
Mechanised Infantry, formation commander, under whom the above units are placed
for operation, exercises full control area Armed Reinforcement in casualty
organisation..
Questions :-
1. What is the composition of Reinforcement and Casualty Organisation ?
2. What are the functions of Reinforcement and Casualty Section at Integrated
Headquarters , Ministry of Defence (Army) ?
3. What are the functions of Advance Reinforcement and Casualty Sections ?
4. What are the functions of Advance Reinforcement Camps ?
5. What are the functions of Reception Camps ?

RESTRICTED
 RESTRICTED
616

6. What is the procedure for demanding Reinforcement and Replacement ?

7. What are the points to be borne in mind while submitting reports and returns as per
SAO 12/S/77 and SAO 6/S/2000 ?

RESTRICTED
 RESTRICTED
617

ADM(A)-40

RESETTLEMENT OF JCOs/OR IN CIVIL LIFE

Reference: (a) AO 65/82.

(b) AO 528/61.
(c) AO 161/77.
General

1. JCOs, OR retire at younger age and almost all of them are in fit state of
health. They would still like to serve in one organisation or the other for which all
out effort should be made by Officers Commanding units, Record Office and
employment exchanges. It is equally important for the Ex-servicemen to remain in
constant touch with the prospective civil employers at or places near their places as
well.

Procedure adopted for Registration in Employment Exchange

2. To eliminate time lag between the date of discharge and date of re-
employment serving personnel are allowed to get themselves registered at any single
employment exchange on receipt of warning orders/discharge orders.

Terms Ex-Servicemen defined for the Purpose of Resettlement

3. Definition. (wef 15-11-86) An ex-servicemen means a person, who has

served in any rank whether as combatant or non-combatant in the Regular Army,
Navy and Air Force of the Indian union and :-

(a) Who retired such service after earning his/her pension or

(b) Who has been released from such service on medical grounds
attributable to military service or circumstances beyond his control and
awarded medical or other disability pension or,

(c) Who has been released otherwise than on his own request from such
service as a result of reduction in establishment or

RESTRICTED
 RESTRICTED
618

(d) Who has been released from such service after completing the
specified period of engagement, otherwise than at his own request or by way
of dismissed or discharged on account of misconduct or inefficiency and
has been given a gratuity and includes personnel of the Territorial Army of
the following categories, namely :
(i) Pension holders for continuous embodied service.
(ii) Persons with disability attributable to military service and
(iii) Gallantry award winners.

Government of India, Min of Pers, Public Grievances & Pensions

Dept of Pers & Trg No 360/5/85/Estt(SCT) of 14 Apr 87.

4. However the personnel released/retired/discharged prior to 15 Mar 86 will be

governed under old definition which includes the following pers also :-
(a) Released at own request after completion of 5 years service or
(b) After serving for continuous period of 6 months after attestation
otherwise than at his own account of misconduct or inefficiency or has been
transferred to reserve pending such release.

Employment Assistance to Ex-servicemen in Civil Posts

5. Ex-Servicemen who retire after rendering full pensionable service are treated
at par with retrenched Central Government employees for absorption in civil posts.
The personnel released on compassionate grounds will also be treated as Ex-
servicemen for the purpose of concessions and reservations in service if they served
for a continuous pensionable service.

Pay Fixation

6. It will be done in accordance with the rules in force on the subject. It will not
be less than the basic pay last drawn. Service pension earned will be ignored for
fixation of pay in the new post..

Action by OC unit for Registration of Names with Employment Exchange

7. After ascertaining willingness for re-employment and choice of Employment

Exchange for registration from those servicemen who are due for discharge OC Unit
will forward the Employment Index Card (newly prescribed) to the Record Office
duly completed.

RESTRICTED
 RESTRICTED
619

Equation of Trades with Trades taught under the Craftsman Training System

8. The following trades of the Corps have been equated with the trades taught
under Craftsman Training Scheme by National Council for Training in Vocational
Trades (NCTVT) :-
____________________________________________________________________
Army Trade Equivalent NCO Code Remarks
Radio Mechanic Mechanic Radio 854.40 provided the ex-servicemen
Class III and Television
undergo a short course of
about 5 to 8 weeks duration
in tele
Radio Mechanis Mechnic Radio 854.40 either in army or they may be
Class II attend any Course in
Television to be Organised by
DGE & T.
Operator Radio & Wireless Operator 392.30 -
Key Board Class III
Operator Radio Wireless Operator 392.30 -
Line Class III
Operator Special Wireless Operator 392.30 -
EFS Mecahic 392.30 -
(Motor Mech)
Carpenter & Jointer - - -

Tailor Unit Tailor and cutter - -

ER Shoe Maker & Shoe repairer -
Driver Special Vehicle entitles for Civil Driving License.
Authority : Employment E memos 1.6/5.1/6 13 received under Directorate General
resettle letter No 1769/RTQ/DGR/RES-3 dated 27 May 74 and memo
No 1.6/17 incorporated in Integrated Headquarters , Ministry of
Defence (Army) letter No 86839/Sig 7(a) dated 27 Feb 75.

Resettlement of Ex-servicemen Discharged on Account of Affliction with

Tuberculosis
9. Ex-servicemen who are discharged from Army on account of affliction with
TB, but who are declared non-infective and medically fit for sedentary jobs can be
re-employed in suitable equivalent civil posts in Defence establishments. They are
not required to come through the Employment Exchange. To facilitate speedy
absorption of Ex-TB patients as soon as they are cured and declared fit for civil
employment such personnel would apply for civil job to his OC Unit through
Military Hospital where he is undergoing treatment. If there is suitable vacancy in

RESTRICTED
 RESTRICTED
620

the unit particulars of the individual and the vacant post will be fwd to Record Office
to accord sanction. If there no vacancy exists in the unit the case will be submitted
to Integrated Headquarters , Ministry of Defence (Army) (Org 4) to absorb him in
any other unit outside the Corps.
Compassionate Assistance to War Disabled Soldiers and to the Dependents of
the Killed in action or Dies in Harness
10. War disabled personnel are given priority 1 for the appointment in Class III
and IV posts. Similarly upto two members of the family or near relatives of those
killed in action severely disabled recruited direct without registration at the
employment exchange in Class III and IV posts under the Ministry of Defence or any
other Ministry where there is a vacancy subject to their fulfilling educational, age
and other requisite qualification. Similarly a son or a daughter or near relative of
Defence Service personnel who die in harness will also be eligible for appointment
to Class III or IV posts under the Central Government without intervention of
Employment Exchange. Such dependent should be absorbed in the Defence
Establishment, and then the cases are referred to the Directorate General for
sponsoring them to other Ministries. Applications will be submitted to the Record
Office.
Application for Civil Appointment JCOs and OR (AO 65/82)
11. JCOs and OR serving on regular engagement and who have earned minimum
pension can apply for civil jobs both in Government Organisation and public or
private sectors within one year of their due date of release or retirement.
Vocational or Technical Training for Ex-Servicemen
12. With a view of help the Ex-servicemen to obtain suitable employment and for
setting up independent business of their own the Director General Resettlement,
Ministry of Defence have arranged for their training in certain institutes run by the
State Governments and the Ministry of Labour. Details of concessions, period of
training, list of trades and qualification required for admission to the institutes are
published in AO 528/61.
13. The Director General of Employment and Training, Ministry of Labour have
also started vocational guidance service at Employment Exchange in various states.
The Vocational Guidance Officers also deliver career talks to the servicemen who
are due for discharge. The vocational guidance will be useful for resettlement of ex-
servicemen in civil life suited to their aptitude and interests. Officers Commanding
units will inform all ranks who are due for discharge to avail of these facilities.

RESTRICTED
 RESTRICTED
621

Reservation of Vacancies
14. The Government has reserved 10 percent of the vacancies in Class III and 20
percent in Class IV services of the centre for Ex-Servicemen to open more
employment avenues for them. Besides the Bureau of Public Enterprises has
directed the public sector undertakings under the Central Government to reserve 17
1/2 percent of Class III and 27 ½ percent of Class IV vacancies under them for ex-
servicemen. All the nationalised banks have also been asked to accommodate ex-
servicemen on similar lines. Reservations for ex-servicemen have also been assured
by most State Government. But in view of the difficult employment situation
prevailing in the country, the scope for providing direct employment to ex-
servicemen is limited.

Authority :Integrated Headquarters , Ministry of Defence (Army) Letter No

03183/R/Sogs 4 (b) dated 26 May 74.

Questions :-

1. What is the definition of ex-servicemen (wef 15 Nov 86) ?

2. What is the definition of ex-servicemen prior to 15 Mar 86 ?

3. What is the equation of trades with trades taught under the Craftsmen
Training Scheme ?

RESTRICTED
 RESTRICTED
622

ADM(A)-41
MILITARY SCHOOLS
Reference : AO 220/75, 14/88 & 3/2000.

1. Military Schools located at CHAIL (Shimla Hills), AJMER, BELGAUM,

BANGALORE and DHOLPUR are residential institutions on public school lines.
They prepare students for the All India Higher Secondary Examination of the Central
Board of Secondary Education and also for the Entrance Examination to the National
Defence Academy. These schools have classes from VI to XII with English as the
medium of instruction. Military School at AJMER, BELGAUM, BANGALORE
and DHOLPUR commence there academic year in July and the Military School at
CHAIL in March. The Maximum boarder strength of each school except
DHOLPUR and AJMER schools is 300 boys. The boarder strength of DHOLPUR
and AJMER military schools is at present 200 and 230 boys respectively.

Reservation of Seats of Service Personnel (Excluding Offrs) and their Method of

Admission

2. 60 percent of boarder vacancies in these schools are reserved for the sons of
the following categories of service personnel:
(a) Serving JCOs and OR of the Army and their equivalent ranks in Navy
and the Air Force.
(b) Ex-service JCOs and OR including ex-state Forces personnel, and their
equivalent ranks in the Navy and the Air Force.
(c) NCsE serving and retired, irrespective of the fact whether they draw
civil or military rates of pay.
(d) Civilian clerks who were militarised under AI 317/42 whether on terms
or on status and who had at least two years of combatants service before
reversion to civilian status.

Note: The personnel referred to at sub-paras (b) and (c) above must have put in a
minimum of two years whole time service in the Armed Forces in that capacity.
This condition of minimum of two years service is relaxable in the case of JCOs and
OR and their equivalent ranks in the Navy and Air Force who are :-

(a) Killed in action or killed in areas, the causalities of which are officially
termed as violent deaths met in aid to civil power.

(b) Invalided out of service on account of wounds received or illness

contracted while on active service.

RESTRICTED
 RESTRICTED
623

Condition of Eligibility of Boys

3. The admission of sons of personnel referred in para 2 above is made by

Integrated Headquarters , Ministry of Defence (Army) (MT 7) on the basis of an all
India Admission Test for which the candidates should fulfill the following
qualifications :-
(a) They should not be less than 10 years old on 02 Jul of the year of
admission. No relaxation of age is made under any circumstances. Boys
should have passed class V or be studying in it and pass it before joining the
Military School. They should also preferably know sufficient English, which
is medium of instruction in the Military Schools.
Auth :Integrated Headquarters , Ministry of Defence (Army) letter No
58933/XXXVII/GS/MT-15 (a) dated 20 Dec 1974).
(b) They should be declared medically fit by the Medical Board to be held
at each school at the time of admission. Those found medically unfit will not
be given admission. Parents of the candidates are advised to get the boys
Medically examined before applying for the test.

Application for Test

4. JCOs and OR and their equivalent ranks in the Navy and the Air Force as well
as the other eligible categories of persons referred to in para 2 will apply to their
respective Record Office on the personal application form. Application may be
typed or handwritten neatly according to the prescribed application form.

Last Date of Submission of Application to the Record Offices

5. The last date for submission of application to the Record Offices will be 30
November proceeding the date of the Admission Test. Parents are however, advised
to apply in advance so as to avoid rush and unnecessary anxiety at the last moment.
Details of Admission Test

6. The admission test will be held once a year in the third week of February. The
exact dates of the test will be communicated to the candidates by their Record
Offices concerned alongwith the allotment of roll number and intimation about the
testing centres. Parents must give their choices for any of the 22 testing centres as
intimated by their Record Offices.

7. The admission test will comprise of the following :-

(a) Written Test :-
(i) Arithmetic’s - 60 Marks
(ii) General Knowledge - 50 Marks

RESTRICTED
 RESTRICTED
624

(b) Psychological Test - 75 Marks

(c) Interview - 15 Marks

8. The written test will be of class V standard for all the candidates.

9. The papers for the admission for the admission test will be set in all regional
languages, in addition of Hindi and English, so that no candidate is at a disadvantage
for completing the test. The choice of language, in which a candidate wishes to
answer papers, should be indicated on the application for admission test.

10. No traveling or other allowances are admissible in connection with the

journeys undertaken for the test.

11. Boys will be selected strictly in the order of merit on the basis of marks
secured by them in the admission test and of vacancies. Inter-school transfer are also
not carried out on the request of the parents.

Fees Payable by Entitled Boys

12. As against the normal school fee of Rs 160/- charged in Military School from
sons of civilians for tuition, boarding and lodging, test books and stationery, games
and medical cover, no fee is charged from entitled boys whose parents income is
below Rs 1500/- per month. Parents whose income Rs 1500/- per month or above
have to pay only 10 % of their income as the school fee in respect of a boy.

Retention of Boys in Schools

13. The boys will be retained in the Military Schools upto maximum age of 29
years, subject to their satisfactory progress in the class from year to year, good
discipline and behavior.
Method of Admission of Sons of Service Personnel (Other than Officers) Killed in
Action or Aid to Civil Power

14. Boarder vacancies at any one time are earmarked in the Military Schools for
sons of such JCOs and OR and equivalent ranks, in the Navy and the Air Force,
killed in action in areas in casualties of which are officially termed as violent deaths
met in aid of civil power. Such boys are exempted from payment of school fee i.e.
they have not to pay anything for tuition, boarding and lodging, text book and
stationery, games and medical cover. Guardians of such boys will also forward
application on the prescribed form to the Records Office by not later than 30
November each year.

RESTRICTED
 RESTRICTED
625

15. Integrated Headquarters , Ministry of Defence (Army) may not require boys
or this category to sit for the admission test depending upon the number of vacancies
available and the number of candidates for them. Relaxation of age limit and
education qualifications may also be made in deserving marginal cases. If Integrated
Headquarters , Ministry of Defence (Army) decide that such boys appear for the
admission test, then the boys appear for the same test as described in para 7 ante.
Method of Admission for Sons of Service Officer and Civilians
16. 40% of the boarder strength in each school is reserved for sons of service
officers and civilians. The admission of boys of this categories is made by the
Principal of the respective military Schools, parents are therefore advised to write to
the principal concerned for copy of the School prospectus and admission form.

17. Boys are normally admitted to VI class and their age should be not less than
10 years or more than 12 years on 01 Jul of the year of admission. However, boys
will also be admitted to higher classes accordingly to availability of vacancies and
necessary exemption from the upper age will be sanctioned by Integrated
Headquarters , Ministry of Defence (Army) on the recommendations of the
Principal.

18. The following school fee is charged from sons of service officers and
civilians: -

(a) From Civilians. Rs 160/- per month chargeable for ten months in a
year. In case the fee is paid in one lump sum in advance, a rebate of Rs 100/-
will be allowed.
(b) From Service Officers.

(i) *Lieutenant and Captain - Rs 280/- Per month.

(ii) *Major - Rs 450/- Per month.

(iii) *Lieutenant Colonel - Rs 560/- Per month.

(iv) Colonels and above - Rs 600/- Per month.

(*and equivalent ranks in the Navy and Air Force)

Note : Service officer are also allowed a rebate of Rs 100/- if the

annual fees is paid by them in one lump sum in advance.

RESTRICTED
 RESTRICTED
626

(c) Entitled Boys. Fees form the entitled boys will be charged at the
following rates:-
(i) Sub Maj - Rs 150/- Per month.
(ii) Sub - Rs 110/- Per month.
(iii) Nb Sub - Rs 75/- Per month.
(iv) NCOs/OR incl WO in the - Rs 35/- Per month.
Army Postal Service and any other Category not covered by (i), (ii) &
(iii) above.

(Auth: GOI MOD letter No 51553/MT-15(a)/1572-B/D(GS-II) dt23-

12-92).
Award of Scholarship
19. 10% of the strength of the non-entitled boys ie. sons of service officers /
civilians) in each school are awarded means-cum-merit scholarships on the basis of
common scholarship test conduct by Integrated Headquarters , Ministry of Defence
(Army). The Scholarships are awarded as under :-
(a) Full remission of school fee in the case of those boys whose parent’s
income is not more than Rs 7200/- in a financial year.
(b) School fee at half rates is charged from a boy whose parent’s income
exceed Rs 7200/- but is not more than 8400/- in a financial year.
20. Only boys between the ages of 10-12½ years on 01 Jul are eligible to take the
scholarship test. The quantum of scholarship may be decreased or increased
accordingly to rise or fall in the income of the parent of a boy getting the
scholarship. The changes are effected in the School year subsequent to the financial
year in which there is a change in the income.
21. The scholarships are granted by Integrated Headquarters , Ministry of
Defence (Army) will continue to be received by a boy till he passes out from Higher
Secondary Class in the School. It will, however, be subject to his maintaining steady
progress from a year and not being reported against by the Principal.

Questions :-

1. What is the reservation percentage of seats for sons of serving personnel and
the method of admission into Military Schools ?

2. What are the eligibility conditions of boys for admission into Military
Schools ?

RESTRICTED
 RESTRICTED
627

ADM(A)-42
SAINIK SCHOOLS
1. Perhaps little is known or appreciated about the significance of the new type
of schools known as Sainik Schools functioning in several States all over India.
More than fulfilling the boys object of providing the necessary preliminary training
to our children to join the Armed Forces theses schools are powerful instruments for
influencing special attitudes promoting national unity and for inculcating in them the
qualities of leadership, thus fitting them for any public service.

2. Sainik School has been opened in almost all the States of the country. At
present the total number of Sainik Schools run by the Sainik schools Society is 17.
The model on which these schools are run in the Rashtriyan Indian Military College,
Dehradun, formerly known as the Prince of Wales Royal Indian Military College
started in 1921. But as the RIMC was not able to meet the total requirement of
National Defence Academy, Khadakvasla, the need for opening more such schools
was felt.

3. Like the RIMC the Sainik Schools have become feeder establishments for the
National Defence Academy, Khadkvasla. They impart a special type of education
with a military bias to boys in the 10-18 years age group. Character, team spirit and
patriotic outlook are some of the qualities on which emphasis is laid in these
institutions. Special stress is laid on the house, tutorial and prefectoral systems, extra
curricular activities, training in technical subjects and compulsory PT, Drill,
organised games and National cadet Corps training.

4. An effort is being made to include in them qualities of leadership such as

discipline character, self-confidence and self-reliance, so as to equip them for any
public service. Their dominant aim is, however, to prepare the boys for National
Defence Academy, Initially starting with strength of 200, each Sainik School will
ultimately have 525 boys and becomes a full-fledged higher secondary school.

5. The purpose of opening these institutes in different part of the country is not
only the attract young man to serve in Armed Forces but also to train them as
citizens imbued with a sense of discipline and character. It is to be noted that one of
the most harmful effects of the alive rule if this country was the demutualization of
the people of the land. Realiasing that such a dematerialisation was essential to the
maintenance of foreign rule in this county the British had excluded entire areas and
communities from the Army and divided the nation into martial and non-martial
classes. These new institutions are intended to remove such arbitrary, unjust and
mischievous division of the county. The defence of India has to be the responsibility
of all classes of the population.

RESTRICTED
 RESTRICTED
628

6. Although these schools are financed mainly by the State Government they are
in a sense provincial. They have an all India character, including the virtues of
citizenship and service in their alumni. One third of the seats in these schools are
reserved for the sons of servicemen and ex-servicemen. Training in these schools is
being imparted under the guidance of officer of the education branch of the Defence
Service. A sufficient number of scholarships is provided to enable parents without
adequate means to send their sons to those schools, which are residential institutions
providing public schools education of a very high order. In respect of the children of
Defence Personnel\Ex Defence personnel of modest means, there is also a scheme
for the award of Defence Scholarship in sufficient number, to enable the
Defence/Ex-Defence Personnel to send their sons to these schools. The
administration of the schools vests in an Administrative board of Governors under
the chairmanship of the Union Raksha Mantri. The Chief Ministers or the Education
Ministers of the States, where schools are also member5s of the board of Governors.
The schools in rest of these states, are located in ideal surrounding, away from the
din and rustics of the town, but at the same time connected by road and rail.
Adequate provision has been made in these places for an administrative block, an
educational block dormitories and messing halls, indoor games halls, residential
accommodation for the staff and extensive playgrounds.
7. These schools prepare the boys for :-
(a) Union Public Service Commission Examination for admission to the
National Defence Academy.
(b) All India Higher Secondary Examination.

8. The medium of instruction is English with Hindi as a compulsory subject.

Other majors subject taught are English language, English literature. Mathematics,
Physic, Chemistry, Social Studies and General Science. Opportunities are provided
to the students for doing practical work in Science. In addition to the main curricular
activities like short story writing competition, NCC Examination, shooting
competition, Adventure Courses at the Himalayan Mountaineering Institute,
Darjeeling, Advance Leadership course, Hirakund, Rock Climbing Course (JD),
Annual Training Camp, Almorah, etc and vocational training are encouraged.

9. The contribution of the Sainik School to National Defence Academy is

significant especially in view of the fact that the boys from Military Schools,
Rashtriya India Military College, Public Schools and other Schools also, compete for
admission to this institution.
10. A number of Ex-Sainik Schools boys who were commissioned in the Armed
Forces have earned Vir Chakras and Kirti Chakras and many of them have laid down
their lives for the nation during the Indo-Pak Conflict. Many others have got
mention in dispatches and also earned other commendations. The quality of the boys
coming out of these Schools is good and the training institutions of the Armed
Forces are generally satisfied with their products.

RESTRICTED
 RESTRICTED
629

Questions:-

1. Write short note on Sainik School?

2. What are the aims of Sainik School?

RESTRICTED
 RESTRICTED
630

ADM (A)-43

STATIONERY AND FORMS

Reference: (a) AO 13/56, AO 76/76, 149/79 and AI 44/76.
(b) AO 142/70 & 140/75 regarding Local Purchase of stationery.

General

1. All articles used in an office for carrying out the official correspondence and
for writing and typing purposes are called stationery. This includes expendable and
non-expendable items. Paper (Writing, typing, duplicating, and blotting) envelopes,
ink pencils nibs correcting fluids etc are known as expendable items. No-expendable
includes ink pots, purchases and paper weight etc.

2. Forms means the standard printed Performa intended for submission of

various types of statistical information.

Object and Advantages of Forms

3. The object of having forms in the Army is to save much of the time in typing
and to achieve a uniform standard throughout the ARMY in communicating various
information and statistic etc. It brings the speed, keeps the establishment low, and
helps in performance of the office duties. The forms are in general self-explanatory
with full instructions for completion printed on them.

Sources of supply

4. Stationery and forms are controlled by Director Military Regulations and

Forms (Ministry of Defence), New Delhi. The printing of forms is the responsibility
of the Government of India Forms Stores Depot, KOLKATA, who keeps bulk stock
and arranges supply to the Comds for issue to units and Fmns within their
jurisdiction except units which are authorised to place their demands direct to Forms
Store Depot, Kolkata (Calcutta). For example:-

RESTRICTED
 RESTRICTED
631

(a) Units in Southern Comd - Southern Comd Stationery Depot, Pune.

(b) Units in Eastern Comd - Eastern Comd Stationery Depot, Kolkata.

(c) Units in Western Comd - Western Comd Stationery Depot,

Meerut.

(d) Units in Central Comd - Central Comd Stationery Depot, Lucknow.

Less Meerut Sub Area units.
(e) Units in Northern Comd - Stationery Depot Pathankot and also an
advance stationery depot where established.

Method of obtaining

5. All items of stationery and forms will be obtained on as required basis subject
to quantity scale laid down in AO 13/56. The procedure for placing the indent is
given in AO 13/56 and SAO 23/S/73. ALL units/fmns will submit their demands to
dependent stationery depot. The demands for stationery are prepared on IAFZ-2278
and Forms IAFZ-2279. Indents are prepared in triplicate and submitted in duplicate.
Indents will be submitted four monthly advance for the next four months. The
following points will be borne in mind while preparing the indents:-

(a) Indent No and date.

(b) Designation of the unit.

(c) Postal Address.

(d) Whether unit is serving on PE/WE.

(e) Name of Nearest Railway Station (NRS).

6. Emergent and supplementary indents will be submitted only in case of

absolute necessity e.g., when newly introduced form is required for immediate use or
when existing stock has been exhausted due to unforeseen circumstances. Such
indents will be countersigned by OC Station before submission to Stationery Depot.

Stationery and forms for newly raised units.

7. On receipt of raising letter the following information will be submitted to

Stationery Depot concerned :-

(a) Postal address.

(b) Nearest Railway Station.

RESTRICTED
 RESTRICTED
632

(c) Exact location of the unit.

8. On receipt of the above information an adhoc supply will be arranged by the

Depot without a regular indent from the unit. The unit on receipt of the consignment
will return the Issue Voucher duly receipted to the Stationery Depot concerned
within a week from the date of its receipts. There after, the unit will submit indent
for two month’s bal/reserve of expendable items of Stationery and forms on the
Stationery Depot concerned. On receipt of a regular indent from the unit, supply will
be arranged by the Stationery Depot after deducting the quantities already supplied.
No supplies against such initial indents will however be made and if the issue
voucher of the previous adhoc period is outstanding. Thereafter future requirements
will be obtained from the stationery depot through four monthly indents in advance
on as required basis but subject to the scale laid down in AO 13/56 as amended.

Demand of Accountable Forms

9. Railway, Road and River Warrant forms, Cash Receipt (IAFA-175), Identity
Card (IAFZ-3076) and Cash Memos are some of the accountable. The demand of
the accountable forms is also prepared on IAFZ-2279 or IAFZ-2002 and submitted
quarterly to dependent Stationery Depot duly signed by Formation Commander
under whom the unit is serving (AO 498/62).
Accounting of Accountable Forms (AO 145/79 & 469/70)

10. The forms are issued on receipt and issue voucher (IAFZ-2096) by the
stationery depots concerned. The Receipts and Issue Voucher duly receipted by the
unit will be returned to stationery depot on receipt of stores.
Economy in use of Stationery

11. The following points will be observed to economy in the use of Stationery
form:-

(a) All work to be carried out to the barest minimum required.

(b) Correspondence and notes should be in brief.

(c) Whether the matter permits and there is no need for a permanent
record to maintained, such business should be transacted more expeditiously
and more effectively by telephone e.g. Reminder, routine, request etc.

(d) Both sides of the paper should invariably be utilized in writing or

typing notes. This immediately reduces the requirement of paper by hall. It
would further reduce the bulk of files etc and make less demand on storage
space.

RESTRICTED
 RESTRICTED
633

(e) Ordinarily, typing of notes, letters etc should be in single space.

(f) Fullest use will be made to obsolete forms.

(g) Envelopes should be opened carefully and as many times as possible
with economy slips.

(h) The cheapest and smaller size of envelopes should be used consistent
with requirement.

(j) As far as possible cover should not be used for non-confidential

correspondence which is to be delivered through messengers.
(k) All letters intended for one address should be enclosed in one
envelope.
(l) New envelopes should be brought into use only after all the available
used ones have been utilized.

(m) Circulation of copies of tour programme to be rested to the essential

authority.

Local Purchase of Stationery (AI 44/76 and AO 142/70)

12. Units may purchase stationery locally where the supplying authority fails to
comply with indents after two months from the schedule date of submission of
indents due to non-availability or for any other reason beyond control, under the
power delegated to them in AI 44/76. After 60 days a reminder will be sent to the
supplying agency if they fail to supply, NA will be assumed and the indenting officer
can resort local purchase of the items. All local purchases will be made on
competitive basis at the lowest rates prevalent in the market. The requirement of the
purchase being made on competitive basis may, however be dispensed with. If the
articles are purchased from the Canteen Stores Departments (India).

13. Payment of Bill. Contingent bill for stationery purchased locally will be
submitted to the CDA concerned alongwith the sanction of competent authority in
original and NA cert of Stationery Depot.
14. Documents and Information Required. The purchase of articles of
Stationery are referred to the competent authority giving the following information:

(a) List of articles proposed to be purchase.

(b) Quotations in original together with a comparative statement of the
rates.
(c) Whether indents on the supplying agencies were placed in time (the
number and date of the indents should be indicated).

RESTRICTED
 RESTRICTED
634

(d) NA Certificate (If applicable).

(e) Quantities demanded in the quarterly indent.
(f) Quantities admissible according to scales as per AO 13/76.
(g) Statement showing the authorized number of officers,
draughtsman, stenographers, clerks and others using stationery and the
number of typewriters and duplicator (including make and model) held in
possession.
(h) Whether the stock in hand warrants the quantities to be purchased.
(j) What is barest minimum and inescapable requirement for three
months.
(k) Whether the items are / were utilitarian and not luxurious.

(l) Why in case of ex-post-facto sanction should not be obtained from

the financial authority ? In such case full details should be given.
(m) Whether any expenditure on this account has already been sanctioned
during the financial year.

(n) The Head of Account to which the expenditure is debitable and the
same of the Accounts Officer by whom the payment is to be made.

Supply of Stationery for Training Purposes

15 Purchases from the following grants may also be made to meet such
requirements of stationery as are admissible under the rules governing expenditure
from these grants:

(a) Fd Practice and Training Grant.

(b) Annual Training Grant.

(c) Technical Training and Instructional Equipment Grant.

(d) Educational Training Grant.

16. Units which are in receipt of training grant allotments are permitted to incur
expenditure upto 20 per cent of that allotment to meet the cost of items of stationery
for purely training purposes. Purchases will be adjusted under cash reimbursement
of the cost of stationery supplied by the supplying agencies. Units will not draw the
full authorised amount of training grants, but an amount equal to be authorised grant
minus the cost of stationery obtained from the supplying authority, where the
payments are made through CDA, will be claimed. In cases the grants are drawn in
full or cheque of grants are issued by formations Headquarters, it will be the

RESTRICTED
 RESTRICTED
635

responsibility of the units to deposit the amount into the treasury to the Regional
CDA concerned.

Questions :-

1. What do you understand by Stationery and Forms?

2. What are the objective and advantages of Forms?

3. What are the sources of supply of stationery and forms?
4. What is the procedure for obtaining stationery and forms from stationery
depot?
5. What is the procedure for obtaining stationery for newly raised units?
6. Explain briefly regarding demand of accountable forms?

7. What are the points to be observed to economies in the use of stationery and
forms?
8. What is the procedure for local purchase of stationery?

9. What are the documents and information required to be submitted in case of

local purchase of stationery items ?

10. What are the grants from which stationery for training purpose can be
procured ?

RESTRICTED
 RESTRICTED
636

ADM(A)-44

TYPEWRITERS AND DUPLICATORS

Reference : Army Instruction 1/78 as amended vide AI 18/86. (Purchase,
Maint, Repair and Disposal of Typewriter and Duplicator).

Typewriters
1. Supply of typewriter and duplicators is sanctioned by the Director, Military
Regulations and Forms, Ministry of Defence according to scale laid down in
Annexure I to AI 1/78 for all newly raised units and formations and for extensions in
the existing units, establishment and formations.
2. In addition to the scale laid down as above, units/formations and
establishment having wireless/radio sets on their charge may be authorised to draw
three portable typewriters for every 5 Radio Sets Seimen 400 Watt Mobile (SR HV
150 HRs) so long as these sets remain in service.
3. Training formation establishment/institutions are authorised to draw
typewriter for every stenographer and typewriters at the scale of one typewriter per
four trainees in typewriting. An additional typewriter will be issued only if the
number of extra trainees is not less than three.

4. Officers included in the Integrated Headquarters , Ministry of Defence

(Army) /Inter Section organisation may draw one typewriter for every stenographer
and typewriters at the scale of one typewriter for four clerks other ranks whose duties
involve typing. An additional typewriter will be issued only if the number of
clerks/other ranks is not less than three.
5. The holding of typewriters for a number of units at a station may be combined
and the group of units may be allotted additional machines, to be held in reserve to
provide for the temporary unserviceable machines awaiting repairs. This reserve
shall not exceed 5% of the total number of machines authorised for all the units in
the group.
6. All Army units should try to procure at least one Hindi typewriter within the
number of machines authorised to them. In case where for reasons of
workload/nature of commitments, it is not possible for the smaller units to take a
Hindi typewriter within their scale of authorisation , a proposal for issue of Hindi
machine over and above the authorisation may be submitted to DMR & F for
consideration and order. Unit on WET will place their indents in triplicate for Hindi

RESTRICTED
 RESTRICTED
637

typewriters as in Annexure II of the Army Instructions. Units on PET will submit

only one copy of the indent in the same form but confirm the availability of funds
while doing so.

7. Officers included in the Integrated Headquarters , Ministry of Defence

(Army)/Inter Service Organisations may also draw one Hindi typewriter per
Directorate/Organisation in addition to the machines authorised to them vide Sub-
para 6 above.

8. In units where the holding of machines is 100 or more , provision of a post of

typewriters mechanic may be made. In a station where a number of units are located
and the authorised holding of these units is not less than 100 typewriters, a
typewriter mechanic may be provided at the station level and placed under the
administrative control of the Station Headquarters or the major unit or establishment.
It would be the responsibility of the Station Commander/Officer Commanding of
that unit to ensure that the mechanic becomes available to the authorities requiring
him, or weekly days of visits to various units can be fixed.

9. Where internal facilities for repair of typewriters exists, the Officer

Commanding of units may authorise purchase of spare parts and components at the
rate of Rs 100 per machine per annum. This amount should, however, not be spent
on a machine which is within the period of warranty, after new purchase or after
major repairs. The components for repairs of machines, should as far as possible be
purchased from authorised dealers etc, on the DMR & F rate contract. If this is not
possible because of the absence of dealers or the rate contract, purchase of
components should be made on competitive basis.

10. For the provisions of additional typewriters in excess of the authorised scales,
applications will be made in the Performa laid down in Annexure II of the AI for
consideration and sanction by the Director Military Regulations and Forms.

11. In no case will typewriters or duplicators be purchased direct or hired from

the market.

Duplicators

12. One duplicator will be authorised for each office where it is considered
essential for cyclostyling work to be done. The model of duplicator shall be
determined according to the number of copies to the cyclostyled per day as follows :-

(a) Upto 5000 copies - Hand operated Self-feed duplicator.

(b) 5000 copies and above - Electric duplicator.

RESTRICTED
 RESTRICTED
638

13. Demand for duplicators will be placed with the prior approval of the Station
Commander who in the interest of economy, will decide whether duplicator can be
shared by more than one office located adjacently. The average number of copies
cyclostyled per day will also be indicated.

14. Typewriters and duplicators held on their charge shall be taken with them by
units on change of station.

15. The life of a standard or portable typewriter, if maintained properly and

serviced periodically is 16 years. Similarly, the life of a duplicator under proper
maintenance and care is 15 years. When a machine becomes unserviceable it will be
examined by the local representative of the supplying firm. In case the
representative of the supplying firm is not available in the station the machines will
be examined by a local Board of Technical Officers under the orders of the Army
Commander in accordance with the guidelines laid down in annexure III to the AI.
In case of shortage of technical Officers for constituting the concentration board, one
of the members may be from a non-technical Army Corps. Where the machines are
found to be unserviceable or beyond economical repairs, the firm’s/board’s report in
original specifying the make and number of the machine together with the reasons
for treating it so, shall be submitted to the Army Commander/Ministry of Defence
for approval. If it is declared unserviceable by the Army Commander it will be sent
by the unit/formation, to the Stationery Depot serving that area in which it is located,
and application for its replacement shall be made to DMR & F in the Performa laid
down in Annexure II.

16. Notwithstanding the provisions of Para 15 above the following procedure will
be followed for replacement for typewriter held by the units in field area : -

“ When the repair estimate of a typewriter/duplicator exceeds Rs 450/- or the

machine is found to be beyond economical repairs or the repairs facilities are
not available within 50 Kms of the location of the unit, the units may after
obtaining the prior approval of the Sub Area Commander/Brigade Commander
for equivalent send the typewriter/duplicator to the Stationery Depot serving
that area in which they are located. A new typewriter/duplicator will be issued
in replacement directly by the concerned Stationery Depot on receipt of the
unserviceable machine under intimation to the Director or Military Regulations
and Forms”.

17. Units/formations/establishments located in peace areas, where proper repair

facilities exist, may get their machines periodically serviced/repaired by the
authorised firms by entering into servicing, contracts in accordance with the
instruction issued by the Director of Military Regulations & Forms from time to time
on the facilities for periodically serving/repairs by authorised agents/dealers are not

RESTRICTED
 RESTRICTED
639

available locally, advantage may be taken of the periodical visits of their

representatives if practicable, otherwise repair work may be entrusted to the local
repairable firms, after obtaining the prior approval of the contract concluding with
DMR & F with manufacturer subject to the condition prescribed in para 10 below.
No contract for periodical serving will entered into with any firm not approved by
the Director, Military Regulation and Forms.

18. Units/formation/establishments, may get typewriters and duplicators repair by

the manufacturer’s representatives upto the following limits without prior approval
of the Army Cdr. However, if the estimates for repairs exceed the prescribed limits,
prior approval of the Director, Military Regulations and Forms would invariably be
obtained.
(a) Standard size typewriter - Rs 450/-
(b) Portable typewriter - Rs 225/-
(c) Electric duplicator - Rs 750/-
(d) Hand Operated self-feed duplicator - Rs 450/-

19. Typewriters, duplicators etc, are required to be repaired/serviced only by the

manufacturers or by their authorised agents. Where however, it is not practicable,
resource may be had to local reputed dealers/firms for repairs provided the repair
charges in each case do not exceed Rs 150/- except as stipulated in para 20 below.
But repairs of any machine for an amount up to Rs 150/- should be not undertaken
more than twice in any period of 12 months.

20. Before repairs are ordered, estimates of the expenditure involved will be
called from the manufacturers representatives/authorised firms or local firms as the
case may be. A report on all cases of the following will be obtained from the
estimating firm and forwarded to the Army Commander alongwith the repair
estimates in respect of machine where his sanction for repair is sought :-
(a) The age.
(b) General condition of the machine required to be repaired.
(c) A certificate about the expected life of the machine after repairs.

21. In case where estimates are called from local firms, this should be done from
at least three firms of reputed, so that it is ensured that the repairs are carried out on
competitive basis. Before entrusting the repairs exceed the limits prescribed (in para
19 and 20 above) prior approval of Army Commander will invariable be obtained.
Cases in which urgent repairs to typewriters and duplicators are needed and are
entrusted to firm without prior approval of Army Commander will immediately
reported to Army Commanders with full reasons justifying such a course. In all
cases a guarantee of one year satisfactory service in respect of the new parts (except

RESTRICTED
 RESTRICTED
640

those made of rubber and cloth plastic) fitted in the machines is to be obtained from
the firm before the repair is entrusted to them.

RESTRICTED
 RESTRICTED
641

22. Units/formations/establishments etc will maintain a history card for each

machine inform IAFZ-3062 which will show necessary particulars of machine with
the expenditure incurred on repairs. The card will always accompany the machine
when transferred to another unit or returned to Stationery Depot. Where the previous
particulars about the original cost and further expenditure from time to time on a
typewriter are not available the card will still be maintained and all expenditure
incurred thereon from the date of issue of the instruction will shown on that card.

23. The cost of new typewriters and duplicators purchased for the initial supply or
replacement for the units/formations/establishments not functioning on WET will be
debitable to the Miscellaneous expenditure (Annual Contingent) of the
unit/Formation concerned, provided these are not required for training purposes.
Army units functioning or WET will be entitled to free issue of new
typewriter/duplicators and the cost thereof will debited to the Main Head 11 B(f)-3
of the Defence Service Estimates. The Cost of new typewriters supplied for purely
training purposes will be debitable to the Training Grant of the respective Corps
training establishment.

24. The cost of upkeep and repairs to typewriters and duplicators on charge of all
units and formation shall be meet from Annual Contingents Grant.

25. The cost of repairs to typewriters and duplicators held in ‘POOL’ on charge
of Stationery Depot shall be debitable to Main Head 11 B (f) of the Defence Service
Estimates.

Questions :-

1. What is the sanctioning authority for supply of typewriters and duplicators ?

2. What is the procedure to be followed for replacement of typewriters held by

the units in field area ?

3. Explain briefly as to how the expenditure on account of repair of typewriters

and duplicators will be met with ?

RESTRICTED
 RESTRICTED
642

ADM (A)-45
PLURAL MARRIAGE
1. Ref :

(a) RA Para 333.

(b) AA Sec 90 (i), 91 (i) and (ii).

(c) AO - 2/2001 & AO 44/2001/DV.

Introduction

2. The Special Marriage Act 1954 and Hindu Marriage Act –1955 applicable to
Hindus, Sikhs, Buddhists, Jains lay down the rule of Monogamy that neither party
will have a spouse living at the time of marriage. These Acts also provide for decrees
of nullity of marriage, restitution of conjugal rights, judicial separation and
divorce and also orders for alimony and custody of children. Thus no person who has
solemnized or registered his/her marriage under the special marriage act can re-
marry during the life time of his/her wife or husband. However a Muslim or such
other person to whom the Hindu Marriage Act does not apply and whose personal
law does not prohibit polygamy or polyandry can marry during the life time of his or
her wife or husband.

3. All pers subject to Army Act are legally and morally bound to maintain their
wives and children whether or not a harmonious relationship exits between them,
subject to certain conditions. No persons who has more than one wife living
shall be eligible for enrolment/appointment in the Army unless specifically
exempted by the central government. (RA – 61 & 132 refers)

Persons in Whose Case Plural Marriage is Permissible.

4. No person subject to the Army Act except Gorkha personnel of a Nepalese

domicile whose personal law permits plural marriage and whose previous marriage
is subsisting will marry again without prior sanction of the central government.

5. An individual may, during the life time of his wife apply for sanction to
contract a plural marriage on any one or more of the following grounds :-

(a) His wife has deserted him and there is sufficient proof of such
desertion.
(b) His wife has been medically certified as insane.

RESTRICTED
 RESTRICTED
643

(c) Infidelity of the wife has been proved before a court of law.

6. Application will state the law under which the subsisting marriage was
solemnized, registered or performed and will include the following details where
applicable :-

(a) Whether the previous wife will continue to live with the husband .

(b) If the previous wife does not propose to live with the husband, what
maintenance allowance is proposed to be paid and in what manner.

(c) Name, age and sex of each child by previous marriage and the
maintenance allowance proposed for each in case any such child is to live in
the custody of the mother.

7. Application will be forwarded through normal channels and each

intermediate commander will endorse his specific recommendation. Such
recommendation will be signed by the commander himself.

8. An application which is not recommended by the commanding officer and an

authority superior to him need not be sent to Integrated Headquarters , Ministry of
Defence (Army), but may be rejected by the GOC-in-C of the Comd concerned.

9. Cases where it is found that an individual has contracted plural marriage

without obtaining prior government sanction will be dealt with as under :-

(a) Cases of officers will be reported through normal channel to

Army Headquarters “AG/DV-2” with the recommendation as to
whether ex-post- facto sanction is to be granted or administrative action
is to be taken against the individual .

(b) Case of JCO/OR will be submitted to the GOC-in-C command who

will decide whether ex-post-facto sanction should be obtained or
administrative action should be taken against the individual. In cases where
it is decided that administrative action should be taken against the
individual his service will be terminated under orders of the competent
authority.

10. In no circumstances will disciplinary action by way of trial by court martial or

summary disposal be taken against an individual who is found to have contravened
the provisions

RESTRICTED
 RESTRICTED
644

Procedure for Processing Maintenance Cases

11. The procedure given below will be followed scrupulously on receiving a

request for maintenance allowance :-

(a) While acknowledging the wife’s request she will be asked to intimate
by means be asked to intimate details of independent sources of income and
movable/ immovable property she may possess and income there from.

(b) CDA(O) / PAO (OR) will be asked to intimate the latest details of
pay and allowances of the individual concerned.

(c) Details of wife/children will be checked from the unit records and
cross checked / confirmed from Adjutant General Branch / Manpower
(Policy and Planning) Directorate at Integrated Headquarters , Ministry of
Defence (Army) and Records Office concerned.

(d) Each case will be processed on its merits for which it will be
imperative to ensure the following :-

(i) The petitioner is the legally wedded wife of the person, or his
legitimate /illegitimate child.

(ii) The person complained against has neglected to maintain the

petitioner.

(iii) The wife is unable to maintain herself and dependent

children.

(iv) Having ascertained the above aspect, a show cause notice

will be served on the individual concerned and reply of the
individual will be considered by the authorities in chain
commencing from the OC unit. The case duly analyzed will be put up
to the GOC-in-C for grant of maint allowance based on the total
emoluments

12. Special Point

(a) Maintenance allowance may not be granted to wife or children in

case the petitioner has sufficient income/means to maintain herself and
the children .

RESTRICTED
 RESTRICTED
645

(b) In case where it is clearly established that the wife is living in

adultery or if with-out sufficient reason she refused to live with her
husband or if they are living separately by mutual consent, she should be
advised to take recourse to a court of law and should not
normally be granted maintenance allowance.

(c) The Amount of maintenance sanctioned will not exceed 33% of the
pay and allowance and will not be at rate higher than the following:-

(i) 22% of pay and allowances in respect of wife.

(ii) 5.5% of pay and allowances in respect of each legitimate

/illegitimate child dependent on the mother who too is entitled
to be maintained by the individual. However amount of maintenance
allowance may be increased upto 25% of the pay and allowances
where the said child is dependent on the mother who is not entitled to
be maintained by the indl.

(iii) 25% of the pay and allowance in respect of any legitimate

/illegitimate child not dependent on the mother

(d) The maint allowance will be sanctioned from the date of application
submitted by the claimant for maintenance.

(e) To make provision for the payment of the arrears at the

maintenance Allce a maximum deduction up to 50% from the pay and
allowances at the individual for that month will be permissible (AR 94
Refers).

Channel of Processing of Maintenances Allowance Cases

13. To ensure that all relevant facts and circumstances including the
recommendations of commanders in chain are examined the channel of
processing of maintenance allowance in case of officers, JCOs and OR will be as
under :-

(a) Officers. Unit, Bde/Sub Area HQ, Area/Div HQ Corps HQ (where

applicable) Command HQ.

(b) JCOs/OR. Unit, Bde/Sub Area HQ, Command HQ.

RESTRICTED
 RESTRICTED
646

Procedure for effecting penal deduction from Pay and Allce on acct of maint
Allce

14. Penal deduction from the pay and allowances of persons subject to the
Army Act for maintenance of their wives/children will be notified through a letter
signed by an officer authorized in this behalf by the prescribed officer. As far as
CDA(O)/PAO is concerned the remittance will be effected on receipt of orders of
the prescribed authority and stopped on receipt of communication from the officer
commanding unit reporting the occurrence of the event necessitating stoppage of
the maintenance allowance . To enable the officer commanding unit to issue such
communications in time it is necessary that the fact of attaining majority by son
or marriage of daughter, dissolution of marriage or death of any one of them as the
case may be should be brought to his knowledge. As the persons from whose pay
and allowances the deductions are made, are in the best position to furnish the
correct and up to date information on these matters. They are personally
responsible to see that the relevant information together with proof are furnished to
the commanding officer who in turn will inform the CDA(O) /PAO will in time.
They are therefore required to take action as follows :-

(a) In cases where Maintenance is Payable until the Attainment of

Age of Majority of a Male Child. They shall inform their commanding
officer of the date on which the child will attain majority at least two
months in advance.

(b) In cases where Maintenance is Payable until the Marriage of

Female Child. They shall when practicable inform their commanding officer
as soon as the date of marriage is fixed after the marriage is performed the
fact and date of such marriage shall be communicated immediately to their
Commanding Officer.

(c) In cases where Maintenance is Payable until Dissolution of

Marriage. They shall inform their commanding officer as soon as a
petition in this behalf is made in a court of law. After the final decree of
divorce is passed or after dissolution of marriage has been effected under
customary law, the fact and the date of such dissolution shall be
communicated immediately to the Commanding Officer. The original
decree of dissolution signed by a Panchayat or a Gazetted Officer of the
government or a Municipal Commissioner will also be forwarded to the
Commanding Officer.

(d) In case of death of any of them it should be informed immediately on

occurrence.

RESTRICTED
 RESTRICTED
647

15. Sample of formats of the letters to be issued by the GOC –in-C or on their
behalf by Headquarters command for grant/ discontinuation or alteration in
maintenance allowance to the petitioner(s) are attached as Appendices ‘A’,’B’ and
‘C’ to above AO.

16. In cases where the maintenance allowance has been sanctioned under
section 125 of Cr PC . 1973 a letter as per Appendix ‘D’ to above AO will be
issued by Headquarters command. However when orders have been passed
under section 125 of Cr PC 1973 which a person subject to the Army Act has not
complied with and a warrant of execution is received from a court, the order
must be implemented without fail. In cases where arrears of maintenance
allowance have accumulated to a large amount, an order to recover the arrears in
amounts not exceeding 50% of the pay and allowances per month, must be passed.
Orders will be issued on the format at Appx ‘E’ to above AO. The court must be
informed of the provisions of the Army Act and also the amount and number of
installments in which the amount will be recovered. It must be borne in mind that
Army Act section 28 does not afford immunity from attachment from orders of a
criminal court. Therefore, orders passed under section 125 and CPC 1973 must be
implemented immediately to obviate contempt of court.

17. It is clarified that in cases where the maintenance allowance had been
sanctioned by the Central Government and an alteration is now warranted the GOC-
in-C command will be competent to effect such an alteration after following the
procedure set out in Para 6 of above AO. A copy of Ministry of Defence ID No
71902/1AG/DV-1(PC)/92/S/D (AG) dated 22 Mar 1994 is reproduced at Appendix
‘F’to above AO.

18.

Questions :-

1. In whose case plural marriage is permissible ?

2. Write down the procedure for proceeding of plural marriage case ?

3. What is the procedure for effecting Penal Deduction from pay & allces on
acct of Maint Allce ?

RESTRICTED
 RESTRICTED
648

ADM(A)-46

HUMAN RIGHTS

Ref : Human Rights Act 1993.

Introduction

1. Human Rights means protection of Fundamental Rights of a Citizen irrespective

of nationality. India is signatory of UN International Charter. In our Country, all
Human Rights violation are decided in accordance with Human Rights Act 1993.

Human Rights Commission and its Aim

2. In our country, there are two types of Human Rights Commission :-

(a) At national level – National Human Rights Commission.

(b) At State level – State Human Rights Commission.

Aim

3. The main aim of the Commission is to ensure that right to life, Security and
honour are protected or enshrined in the Constitution of India. These Commission
investigate the violation of Human Rights and take appropriate action to avoid
recurrences.

Human Rights and Necessity for Awareness

4. Now a days Army is deployed in No of CI ops, where the tps have to act
under mental and physical stress and strain. Resultantly few case of Human Right
violation taken place. In few cases life is also lost thereby creating embarrassing
situation for the Army. Therefore it is essential for our tps to be aware about
protection of Human Rights.

Human Rights

5. The following are the main Human Rights available to all citizen :-

(a) Right to equality and justice.

(b) Right to right investigation. No one should be arrested without proper

investigation.

RESTRICTED
 RESTRICTED
649

(c) The pers arrested should be produced before Magistrate, within 24 h

and he should not be mistreated.

(d) Avoid maltreatment and molestation/rape.

(e) No discrimination based on caste, community, religion etc.

Occasions when Human Rights Violation Take Place.

6. The following are the occasions :-

(a) During interrogation of suspected.

(b) During search and cordon.

(c) While obtaining info from Civilian.

(d) While interacting with Media or Civilian, especially when more

damage is caused to security forces.

Measures to Avoid Human Rights Violation.

7. Security Forces (Army) is bound to ensure that unnecessary force is not used
and human rights are protected. Hence, min force should be used and following
measures should be adopted :-

(a) Use min force to avoid casualty/harassment to Civ/Innocent.

(b) The aim of fire should be to injure and not to kill.

(c) Only those would be arrested who committed serious crime.

(d) Elders/villagers should be made witnesses of incident.

(e) Provide medical aid to injured.

(f) All investigation/interrogation should be done only by Offrs/JCOs.

(g) Respect elders and women.

(h) Investigation should be completed expeditiously.

(j) If more casualties of security pers is committed, do not act in revenge.

RESTRICTED
 RESTRICTED
650

(k) In order to avoid false accusation, do the following :-

(i) Ensure presence of a police pers.

(ii) Ensure presence of Woman Police Constable during search of

village/homes.

(iii) Ensure presence of elders during search/cordon.

(iv) Issue immediate rebuttal of false propaganda by media.

(v) Hand over all arrested pers to Civil Police/Magistrate without

any delay.
(vi) Prepare all list of items recovered terrorist etc.

(vii) Obtain a copy of FIR from Policy auth.

8. In order to avoid embarrassing situation to all concerned one should be careful

while performing the duties. One should remember the cordial principle of conducts
or behave with others as you want to be behaved by others.

Questions :-

1. How many types of Human Rights Commission are est in our country and
what are their aim ?

2. What are the main human rights are available for citizens of India ?

3. What are the occasions when violation of human rights take place ?

4. What are the measures to be adopted to avoid violation of human rights ?

RESTRICTED
 RESTRICTED
651

ADM(A)-46

MT ACCIDENT & ACTION TO BE TAKEN

1. Ref : (a) SAO 13/S/80 – For reporting of incident.

(b) RA 421 & 543 –Defence of MT Dvr/Sol charged with criminal

offences.

(c) Rule-160 & 161, FR Pt – I, (Rev).

for regularization of MT
(d) AO 360/66, AO 30/68, Para 347 loss.
of SAI for Army 1965.

Introduction

2. Army runs largest No of vehs on the rd in comparison to any other dept.

Therefore the No of MT accidents is also large. In the event of occurrence of an
MT Accident, it is desirable to collect evidence expeditiously to dispose of such
cases. Accordingly a Standing C of I is convened by Stn/Fmn HQ for a pd of one
month and its composition is intimated to all units in the stn and civil auth. On
receipt of MT accident, the standing C of I should :-

(a) Reach the scene of Incident before it is Disturbed.

(b) Inspect the Scene.

( c) Record Evidence of available witnesses on the spot to avoid

Disappearance of Evidence.

Action to be Taken by the Unit.

3. Action should be taken as per SAO 13/S/80, and matter reported to Fmn HQ,
as under :-

(a) First Report - Within 24 h.

(b) Detailed Report - Within 72 h.

(c) Thereafter once in a week.

RESTRICTED
 RESTRICTED
652

Points to be borne by C of I.

4. (a) All members should be available during the recording of evidence.

(b) The scene of accident should not be disturbed until inspected by the C
of I, and incident covered by the Mil & Civ Police.

(c) The dvr of the veh should be exam as the first witness, as far as
possible.

(d) The following witnesses must be examined :-

(i) Eye witness to accident, incl civ.

(ii) Co-dvr sitting in co-dvr’s seat.

(iii) Persons sitting in the body of veh.

(iv) Person who detailed the veh.

(v) Person who inspected the veh for rd worthiness before

commencement of journey/duty.

(vi) Person who inspected the veh after incident.

(vii) Med Offr who attended the victim, and carried out post-mortem
report.

(viii) Pers who identified the dead body.

(ix) Pers who took over the dead body after Post Mortem.

(x) Pers who can produce evidence regarding cost of damage

caused to the veh.

(e) Provision of AR 180 should be complied with where considered

necessary.

Submission of C Of I to Convening Auth.

5. The proceeding shall be arranged in following orders :-

(a) Copy of Convening Order in original.

(b) List of Witnesses.

RESTRICTED
 RESTRICTED
653

(c) List of Exhibits.

(d) IAFD-931
(e) Statement of Witnesses.
(f) Findings.
(g) Opinion.
(h) Exhibits.

Finalisation of C of I by Competent Auth.

6. The following direction will be endorsed :-

(a) Discp action against those who are found blame worthy.
(b) Adm action against those who are found blame worthy if discp action
is inexpedient.
(c) Recovery/Regularization of loss.

7. If the Pers(s) Responsible are Civilian Govt Servant

(a) Ask the indl to make good the loss (RA-160,FR Pt I-1983 (Rev ).

(b) Institute legal proceedings against such pers in a court of law with
sanction of competent auth (to be decided based on the gross loss).

(c) Initiate dept action under CCS (CCA) Rule-1965.

8. If Per(s) are not Govt Servant.

(a) Ask the indl to make the loss good.

(b) To write off the entire loss for reasons to be recorded in writing.

(c) Institute legal proceedings in court of law.

9. If Pers are Subject to AA/AFA/NA

(a) Ask indl to make good the loss in whole or part. If refuses, action as
per AA Sec 90 (g) and AA Sec 91 (g), to be taken.

(b) Initiate Discp/Adm action.

RESTRICTED
 RESTRICTED
654

Defence of MT Drivers

10. Defence of all Offrs and JCOs/OR against whom claims at civil court of law
are preferred for damage to pers or property, due to accident while on duty, will be
undertaken by local mil auth. If the veh was driven without auth, defence of dvr
will not be undertaken. However, they will not be deemed to have been absolved
from the liability to discp action, stoppage of P & A.

11. If an MT dvr is fined by a criminal court, he will be asked to pay the same
(Rule 334 P&A Regs JCOs/OR-1979 (Rev).

12. If the dvr is convicted by the civil court, action will be taken as per RA-423.

Questions : -

1. What are the points to be borne in mind while recording C of I ?

2. What are the docus fwd to convening auth alongwith C of I ?

RESTRICTED
 RESTRICTED
655

ADM(A)-48
MOTIVATION AND ATTITUDINAL DEVELOPMENT
OF A CLK(SD)
1. The Trade of Clk (SD) has been created not only for a specific branch of wk,
but for all kinds of duties, related to office functioning. A Clk, in the Army, plays a
vital role, hence considered an important clog of the unit wheel. In order to ensure
the continuous move of ‘Unit Wheel’, a Clk has to function as effectively,
efficiently and meticulously as he can. In nut shell, he is duty bound to give his
best, always and every where, and never say ‘No’ to any one.
2. At the same time, it is incumbent on other personnel representing different
trades, to give their best, for the overall functioning of the unit, to achieve the
designed KRAs. This can only be possible if all aspects effecting their mil career,
are safeguarded. And, the safeguarding of mil career of theirs, is the responsibility
of Clk (GD). Hence, they are the important ‘clog’ of ‘Unit Wheel’.
3. It must be borne in mind that mostly all the soldiers who join the Army do
come from rural background. Till last decade, they were part of extended joint
family, where the interest of their wives and children were looked after by other
members of the family. Resultantly, he was care free from all worries and gave his
best to the Org. But due to advent of nuclear family structure, they have perforce to
fend for themselves. At this juncture, they need the help of the org, especially for
those aspects which have financial effects. Here comes the vital role of a Clk to be
played. Hence it is desirable that he must inculcate the following traits in his
personality :-

(a) Emphatic. He should be liberal in his thought process to understand

the requirement of a soldier. He should always be reported to act in a
professional and responsible manner.

(b) Suitable for occupation. He should make himself professionally

very sound so that he could be employed in any branch, at any time.

(c) Interest in the job. He should orient himself to do any job

voluntarily and cheerfully. Keep updating himself of all the rules and
regs effecting the mil career of a soldier.

(d) Service to Soldier. Since a Clk (SD) himself is part of the prevalent
nuclear family, and well aware of requirement , his motto should be to
provide quality service to all the soldiers posted in a Unit/Bn. He should
have a feeling that a soldier has approached him with a full hope that you
are the only person who could help him. Let this hope be kept alive always

RESTRICTED
 RESTRICTED
656

and everywhere. This trend builds up strong feeling of brotherhood and

belongingness.
(e) Opportunity to Work. Any unusual pressure of work should be
accepted as a challenge, to be overcome with your official acumen and
professional bank of clerical knowledge.

(f) Satisfaction in the work. Remember, if you are doing your duty,
sitting a bit extra in the office, realize these amounts of satisfaction you
derive. Deriving satisfaction out of your work leads to contentment in life,
a golden principle of life. Grab it and see the changes in the entire
ambience of your unit.

PHASE-II

4. The above are some of the best traits that you should inculcate in you.
Once you have acquired the above traits, do the following as expeditiously as you
could, but never delay it even for a day :-

(a) Publish all the occurrences within 24 h. Never accumulate occurrences.

Accumulation will not only cause delay but also misplacement of same,
thereby jeopardizing the interest of our worthy soldiers.

(b) Advise him to render all changes affecting configuration of his family
for imdt publication of Pt II order.

(c) Disseminate the contents of all letters related to welfare of soldier.

Ensure they make a note of them in their personal diary/Note book for
ready references.

(d) Be ready to attend to their queries related to their Pay & Allces,
Promotion, Cadre etc.

(e) While being in their company or in lines, advise them to avoid

committing offences that debar them for promotion and grant of Hony rank
/Commission.

(f) Advise and encourage them to attend all courses/cadres whenever,

detailed, as missing the opportunity will cause irreparable damage to their
career.

(g) Advise them to pursue civil higher studies for broadening the horizon
of their mental health.

(h) Make it your set drill to show them their FS docu, at least once a
quarter, and take imdt action to rectify the discrepancy, if noticed by them.

RESTRICTED
 RESTRICTED
657

(j) Lastly but not the least always attend a sol with a smile, never frown
upon him whenever he approaches you. Remember he is a human being
like you. He is giving you an opportunity to pursue your own goal of life, i.e.
Do Good and Have Good !

5. If we could do above, you will notice marvelous and sterling changes not only
in your unit, but in your personal own life. Remember motto of life – We are born to
help each other! Hence have passion to serve a serving soldier.

RESTRICTED
 RESTRICTED
658

ADM(A)-49

RIGHT TO INFORMATION ACT 2005

Ref :-

(a) Indian Official Secret Act 1923.

(b) Army Act 1950.
(c) Regulation for the Army 1987.

General

1. In order to ensure transparent and efficient functioning of all Deptt of Govt of

India, a need was felt to devise some mechanism so as to meet rising aspiration of
peoples. Accordingly, Right To Information Act 2005 has been enacted. Some of
the provisions of the Right to Information Act, 2005 came into effect from the date
of its enactment i.e. 15th Jun 2005 and the remaining provisions came into force on
One hundred and twentieth days of its enactment. According to the provisions of
this Act, all citizens shall have the right to information. It, therefore, has become
obligatory for every public auth to provide information and maintain records duly
categorized and computerized to facilitate networking.

2. With the passage of the Act, any citizen through a written request can now
ask any public authority, information which may be in any form, including records,
documents, opinions, advices etc. He need not give any reasons for making such a
request. Whenever any such request is made, the same shall be disposed off within
30 days either by providing the informationor rejecting the request. If it is exempted
under Section 8 of the Act. Failure to provide information asked for unless it
exempted will incur a penal liability of Rs.250/- per Day subject to maximum of
Rs.25,000/- beside being liable for disciplinary action under the service rules. The
provisions of the Act have overriding effect notwithstanding the provisions of
Official Secret Act 1923/any other Act or Orders etc.

3. The exemptions from disclosure of information have been provided in Section

8 of the Act. Similarly, by virtue of Section 24, the Act is not to apply to certain
Government organizations. The organizations which have been exempted under
Section 24 are as follows:-

(a) Intelligence Bureau.

RESTRICTED
 RESTRICTED
659

(b) Research and Analysis Wing of the Cabinet Secretariat.

(c) Directorate of Revenue Intelligence.

(d) Central Economic Intelligence Bureau.

(e) Directorate of Enforcement.

(f) Narcotics Control Bureau.

(g) Aviation Research Centre.

(h) Special Frontier Force.

(j) Border Security Force.

(k) Central Reserve Police Force.

(l) Indo-Tibet Border Police.

(m) Central Industrial Security Force.

(n) National Security Guards.

(o) Assam Rifles.

(p) Special Service Bureau.

(q) Special Branch (CID), Andaman and Nicobar.

(r) The Crime Branch-C.I.D.-CB, Dadra Nagar Haveli.

(s) Special Branch, (Lakshadweep Police)

4. Regarding exemption under Section 24, the Act has exempted various
organizations but not including Army, Navy, Air Force and Coast Guard.

Major Issues

5. Information includes any mode of information in any form of record,

document, mail circular, press release, contract, sample, or electronic data etc.

RESTRICTED
 RESTRICTED
660

6. Right to information covers inspection of work, document, record and its

certified co-information in form of diskettes, floppies, tapes, video cassettes in any
electronic mode or information in computers etc.

7. Information should be provided within 30 days from the date of request in a

normal case.

8. If information is a matter of life or liberty of a person, it has to be provided

within 48 hrs from time of request.

9. Every public authority is under-obligation to provide information on written

request or by electronic means.

10. Certain information is prohibited. Information affecting sovereignty of India,

security scientific and economic interest of States. Details are given in Section 8 of
the Act.

11. Information is not to be provided if it involves the Infringement of copyright

of an individual.

12. Part information If some part of record is exempt from disclosure, then
information of other part can be obtained.

13. Appeal is to be made within 30 days after expiry of specified time for
decision or within 30 days from date of decision to Senior Information Officer.

Designation of Public Information Officers (PIO)

14. The under mentioned have been designated as PIOs :-

(a) At Integrated Headquarters , Ministry of Defence (Army) -

ADG PI

(b) At Command HQs - PRO

Appellate Authorities

15. The following will be the appellate authorities:-

(a) Integrated HQ - DG, DC & W(Coord Offr for DG, DC & W will
MoD (Army) be Dir (HRC)

(b) Command HQs - COS

RESTRICTED
 RESTRICTED
661

16. Public Information Officers (PIO) They will perform the under mentioned
tasks :-

(a) Deal with requests for information with in the provisions of the Act.

(b) In the event of request being rejected, to communicate to the requester

reasons thereof and the particulars of the appellate authority.

(c) Interact with Central Public Information Officer or State Public

Information Officer as the case may be.

17. JAG Br

(a) Work out in detail the various issues on which information can be
provided and also withheld.

(b) Render legal advice on various aspects related to this Act.

(c) Clear all material for dissemination keeping in view the laid down
parameters and guidelines.

Duties & Responsibilities

18. Appellate Authority. The appellate authority nominated at Integrated

Headquarters , Ministry of Defence (Army) and Command HQs will perform the
following tasks :-

(a) Interpret the policies of this Act.

(b) Review issues referred to it for decision.

Conclusion

19. The right to Information Act, 2005 requires all departments including the
Armed Forces to set up the necessary infrastructure to operationally the Act.

20. The guide lines spelt out are to be read and implemented in conjunction with
provisions of “The Right to Information Act, 2005’ the ‘Army Act’ and ‘Defence
Service Regulations’.

Questions :-

1. What are org, which have been exempted under set 24 of Regt to Info Act
2005 ?

RESTRICTED
 RESTRICTED
662

2. What are the major issues of Right Info Act 2005 ?

ADM(A)-50

DISASTER MANAGEMENT ACT

1. Ref :- (a) Disaster Management Act 2005.
(b) Army Act 1950 vol-I.
(c) Regs for the Army 1987 vol-I.

2. Disaster in the form of catastrophe, mishap, calamity or grave occurrence in

an area may arise due to nature or men made causes, resulting in sustained loss of
life or human suffering or damage to and destruction of properties or degradation of
environment. At times, the fury of calamity is of so severe magnitude, as to be
beyond the coping capacity the community of the effected area. The auth to tackle
aftermath action by Govt and various other agencies use to be re-active rather than
pro-active . In order to address the menace of disaster a continuous and integrated
process of plg, org, coord and implementing measures was considered unavoidable
As such Disaster Management Act 2005 has been enacted by the Govt of India. It
extents to whole of India.

Scope.

3. The main scope of the Act is as under :-

(a) Prevention of danger or threat of any disaster.

(b) Capacity-building.
(c) Preparedness to deal with any disaster;
(d) Prompt response to any threatening disaster situation or disaster;

(e) Assessing the severity or magnitude of effects of any disaster;

(f) Evacuation, rescue and relief;

(g) Rehabilitation and reconstruction;

Org

RESTRICTED
 RESTRICTED
663

4. As per the Act, the mgt has been categorized as under:-

(a) Natural Disaster Mgt Authority. It will consist of the following :-

(i) Chairperson. Prime Minister of our Country.

(ii) Members. Not exceeding nine to be nominated by the

Chairperson.

(iii) Other Offrs Consultant & Employees. To be provided by the

Central Govt, as considered necessary.

(iv) Powers & Functions :-

(aa) Lay down policies on Disaster Mgt.

(ab) Approve the National Plan.

(ac) Approve plan prepared by the Minister or Department of

the Govt in accordance with our National Plan.

(ad) Lay down guidelines to be followed by the State

Authorities in drawing up the State Plan.

(ae) Lay down guidelines to be followed by the different

Ministries or Departments of the Government of India for the
purpose of integrating the measures for prevention of disaster or
the mitigation of its effects in their development plans and
projects.

(af) Coordinate the enforcement and implementation of the

policy and plan for disaster management.

(ag) Recommend provision of funds for the purpose of

mitigation.

(ah) Provide such support to other countries affected by major

disasters as may be determined by the Central Government.

(aj) Lay down broad policies and guidelines for the

functioning of the National Institute of Disaster Management.

RESTRICTED
 RESTRICTED
664

(v) Constitution of Advisory Committee. The National auth can

constitute an advisory committee consisting of experts in the Fd of
disaster mgt having prac experience.

(vi) Constitution of National Executive Committee. The Chair

person can invite any offr to take part in any meeting and ex powers as
prescribed by the Central Govt.

(vii) Powers and Functions of National Executive Committee.

(aa) Provide necessary technical assistance to the State

Governments and the State Authorities for preparing their
disaster management plans.

(ab) Monitor the implementation of the National Plan.

(ac) Monitor, coordinate and give directions to Ministries or

departments and agencies of the Government.

(ad) Evaluate the preparedness at all governmental levels for

the purpose of responding to any threatening disaster situation.

(ae) Plan and coordinate training for disaster management for

different levels of officers, employees and voluntary rescue
workers.

(af) Coordinate response in the event of any threatening

disaster situation or disaster.

(ag) Lay down guidelines for, or give directions to, the

concerned Ministries or Departments of the Government of
India, the State Governments and the State Authorities
regarding measures to be taken by them in response to any
threatening disaster situation or disaster.

(ah) Promote general education and awareness in relation to

disaster management.

(aj) Perform such other functions as the National Authority

may require it to perform.

(b) State Disaster Mgt Auth

(i) Chair Person – Chief Minister of State.

RESTRICTED
 RESTRICTED
665

(ii) Members - Not exceeding eight to be nominated by Chair

person.

(iii) Other Offrs, Consultants and Employees. To be provided

by the concerned State Govt.

(iv) Function of the State Executive Committee. The State

Executive Committee shall have the responsibility for implementing
the national plan and State plan.

(c) District Disaster Mgt Auth

(i) Chair Person.The Collector, District Magistrate, Deputy

Commissioner of the concerned district.

(ii) Member. Not exceeding seven who will be elected rep of the
local auth. In addition SP of Police, Chief Med Offr and 2 x other
District Offr will also be nominated.

(iii) Powers & Function of District Auth.

(aa) Prepare a disaster management plan.

(ab) Coordinate and monitor the implementation of the

National Policy, State Policy, National Plan, State Plan and
District Plan;

(ac) Give directions to different authorities at the district level

and local authorities to take such other measures for the
prevention or mitigation of disasters.

(ad) Lay down guidelines for prevention of disaster

management plans.

(ae) Monitor the implementation of disaster management

plans.

(af) Organize and coordinate specialized training

programmes.

(ag) Prepare, review and update district level response plan

and guidelines;

(ah) Coordinate response to any threatening disaster situation.

RESTRICTED
 RESTRICTED
666

(d) The resources plans and procedures in the event of a disaster

providing for :-

(i) Application of responsibilities to the Departments of the

governments at the district level and the local authorities in the district;

(ii) Prompt response to disaster and relief there of;

(iii) Procurement of essential resources;

(iv) Establishment of communication links;

(v) The dissemination of info to the pub.

(e) The District Plan shall be reviewed and updated annually.

(f) The copies of the District Plan referred to in sub-sections (a) and (d)
shall be made available to the departments of the government in the district.

(g) The District Authority shall review from time to time , the implementation
of the Plan and issue such instructions to different departments of the Government
in the district as it may deem necessary for the implementation there of.

Requisition by the District Auth

5. The District Auth may require any offr or any department at the district level
and any local auth to prevent or mitigate the disaster.

Powers and Functions of District Auth in the Event of any Threatening Disaster
Situation.

6. For the purpose of assisting, protecting or providing relief to the community,

in response to any threatening disaster situation or disaster, the District Authority
may:-

(a) Give directions for the release and use of resources available with any
department of the Government and the local authority of the district.

(b) Control and restrict vehicular traffic to , from and with in the
vulnerable or affected area.

(c) Control and restrict entry of any person into , his movement with in
and departure from a vulnerable or affected area.

(d) Remove debris, conduct search and carry out rescue operations.

RESTRICTED
 RESTRICTED
667

(e) Provide shelter, food, drinking water and essential provisions, health
care and services.

(f) Establishment emergency communications systems in the affected

area.
(g) Make arrangements for the disposal of the unclaimed dead bodies.

(h) Procure exclusive or preferential use of amenities from any authority

or person.

(j) Construct temporary bridges or other necessary structures and

demolish structures which may be hazardous to public or aggravate the effects
of the disaster.

(k) Ensure that the non-government organizations carry out their activities
in an equitable and non-discriminatory manner.

(l) Take such other steps as may be required or warranted to be taken in

such a situations.

Punishment for Obstruction etc

7. Whoever with reasonable cause:-

(a) Obstructs any officer or employee of the Central Government or the

State government, or a person authorized by the National Authority or State
Authority or District Authority in the discharge if his functions under this Act.
or

(b) Refuses to comply with any direction given by or on behalf of the

Central Government or the State Government or the National Executive
Committee or the State Executive Committee or the District Authority under
this Act,

Punishment for False Claim.

8. Whoever knowingly makes a claim which he knows or has reason to believe

to be false for obtaining any relief, assistance, repair, reconstruction or other benefit
was consequent to disaster form any officer of the Central Government, the State
Government, the National Authority, the State Authority or the District Authority
shall on conviction be punishable with imprisonment for a term which may extend to
two years, and also with fine.

Punishment for Misappropriation of Money or Materials, etc.

RESTRICTED
 RESTRICTED
668

9. Whoever, being entrusted with any money or materials, or otherwise being, in

custody of, or domination over, any money or goods, meant for providing relief in
any threatening disaster situation or disaster, , misappropriates or appropriates for his
own use or disposes of such money or materials or any part thereof or willfully
compels any other person so to do , shall on conviction be punishable with
imprisonment for a term which may extend to two years, and also with fine.

Punishment for False Warning.

10. Who ever makes or circulates a false alarm or waning as to disaster or its
severity or magnitude, leading to panic, shall on conviction, be punishable with
imprisonment which may extend to one year or with fine.

Offences by Departments of the Government

11. These are given as:-

(a) Where an offence under this Act has been committed by any
Department of the Government, the head of the Department shall be deemed
to be guilty of the offence and shall be liable to be proceeded against and
punished accordingly unless he proves that the offence was committed with
out his knowledge or that he exercised all due diligence to prevent the
commission of such offence.

(b) Notwithstanding any thing contained in sub section (a), where an

offence under this Act has been committed by a Department of the
Government and it is proved that the office has been committed with the
consent or connivance or, or is attributable to any neglect on the part of any
officer, other than the head of the Department, such officer shall be deemed to
be guilty of that offence and shall be liable to be proceeded against and
punished accordingly.

Failure of Officer in Duty of his Connivance at the Contravention of the

Provisions of this Act.

12. Any officer, on whom any duty has been imposed by or under this Act and
who ceases or refuses to perform or withdraws himself from the duties of his office
shall, unless he has obtained the express written permission of his official superior or
has other lawful excuse for so doing, be punishable with imprisonment for a term
which may extend to one year or with fine.

Penalty for Contravention of any Order Regarding Requisitioning

RESTRICTED
 RESTRICTED
669

13. If any person contravenes any order made under section 65, he shall be
punishable with imprisonment for a term which may extend to one year or with fine
or with both.

Offences by Companies
14. Where an offences under this Act has been committed by a company or body
corporate, every person who at the time the offence was committed, was in charge of
and was responsible to the company. For the conduct of the business of the company,
as well as the company, shall be deemed to be guilty of the contravention and shall
be liable to be proceeded against and punished accordingly.
15. Provided that nothing in this sub-section shall render any such person liable to
any punishment provided in this Act, if he proves that the offence was committed
without his knowledge or that he exercised due diligence to prevent the commission
of such offence.
16. Not with standing anything contained in sub-section (I), where an offence
under this Act has been committed by a company, and it is proved that the offence
was committed with the consent or connivance of or is attributable to any neglect on
the part of any director, manager, secretary or other officer of the company, such
director, manager, secretary or other officer shall also, be deemed to be guilty of that
offence and shall be liable to be proceeded against and punished accordingly. For the
purpose of this section -
(a) “Company” means any body corporate and includes a firm or other
association of individuals, and
(b) “Director” in relation to a firm, means a partner in the firm.

Delegation of Powers
17. The National Executive Committee, State Executive Committee, as the case
may be. By general or special order in writing may delegate to the Chairperson or
any other member or to any officer, subject to such conditions and limitations, if any,
as may be specified in the order, such of its powers and functions under this Act as it
may deem necessary.
Conclusion
18. The above important provision of the Act has been highlighted for
preliminary info of all ranks in the unit/fmn. The above act is read in detail for
authenticated action, whenever required.

RESTRICTED
 RESTRICTED
670

Questions :-

1. What are the main scope of Disaster Management Act ?

2. What is the composition of National Disaster Management Committee and

what are their powers & functions ?

3. What is the composition of Dist Disaster Management Auth and also

describe their powers ?

4. What are the powers & functions of Disaster Auth in the event of any
threatening Disaster Situation?

RESTRICTED
 RESTRICTED
671

ADM (Q)-1

INDENTING OF ORDNANCE STORES

Reference: (a) AO 788/64 as amended vide AO 274/65.

(b) Para 870 of Regs for the Army -1987 for Preparation of Indent.

Introduction

1. Each Ordnance Depot has got an area of supply and all units stationed in that
area of supply obtained stores and equipments from that depot. Details of Ordnance
Depots on which units will place demands for various types of stores are published
from time to time by HQ Commands in Command Orders.

Responsibility of Indenters

2. The Officers Commanding are responsible for ensuring that the demands are
correctly framed in accordance with the regulations and in case of expendable stores,
such quantity as is necessary having regard to any unused balance in hand only are
demanded. This includes the responsibility for constant review of outstanding
indents.

Preparation of Indent
RA Para 864

3. The following points will be observed while preparing indents :-

(a) Indents will be prepared on IAFO-2705 in duplicate.

(b) Separate indents will be prepared for each type of demand such as :-

(i) Catalogue of Ordnance Stores (COS) Section.

(ii) Catalogue of Clothing (COC) Section.

(iii) Catalogue of MT stored (CMTS) Sub Section.

RESTRICTED
 RESTRICTED
672

(iv) Technical Equipment.

(c) Not more than 06 items will be demanded on one indent. In case of
sized items, each size will be treated as separate item.

(d) Each indent (Sheet) will have independent indent number.

(e) Indent will either be typed or written in ink, or with indelible pencil.
They must be legible and correctly prepared to show the following
information:-

(i) Full designation of the unit.

(ii) Nearest Railway Station and Railway Siding/Out Agency or

MFO/Mov Det/MCO to which the stores are required to be delivered.

(iii) Full Postal address of the units. Unit served by 56 and 99 APOs
will not indicate the location on their indents. Only the particulars
required by sub para (i) to (ii) above will be mentioned.

(f) Whether the indent is for first supply or to replace repairable and
unserviceable items or to replace losses. (First supply/initial issue must be
indented within six months, otherwise sanction of Brigade/Sub Area
Commander is required on the indent).

(g) Make, type, model, series on mark of vehicle or other technical

equipments for which stores are under demand.

Note: Indents for fire extinguisher charger must indicate the grading of the
extinguisher for which charger are required.

(h) Part of Catalogue Number: Items will be entered in the part of

catalogue numbers order on each demand.

(j) Complete Designation of Stores: As is given in relevant catalogue or

peace/war establishment/peace and war equipment tables or if these are not
available, detailed description of the stores required.

(k) Accounting unit : As shown in the catalogue.

(l) Authority for Demand : Peace/war equipment table number, or other

authority under which the units are authorized to hold the stores.

RESTRICTED
 RESTRICTED
673

(m) Data on which the Demand is Based : Indents for ammunition,

however, will show the following information as data :-

(i) Service Ammunition : Indents for service ammunition

authorized as per weapon will only indicate the peace/war
establishment/peace and war equipment/tables and not the exact
number of weapons held on charge.

(ii) Indents will not Show the Details of Person in Categories :

These details will be sent by units to ammunition depots concerned
through medium of separate letters suitably classified, the number and
the date of which will be endorsed on the indent to facilitate cross
referencing in depots.

(n) Quantity :

(j) Authorised AP/UE.

(ii) In Stock : Items of public clothing and personal equipment in
possession of men are also treated as in stock since they remain on
charge of Quartermaster.
(iii) Quantity Already Demanded but not yet Received : Total
quantity 'in stock' quantity 'already demanded and received ' and
'quantity now demanded' should not exceed the AP/UE.

(o) (i) Indents from EME workshop for expense stores stock will be
endorsed 'for expense stores stock'.
(ii) Indents from Light Repair (Ist Echelon) Workshops for initial
demands of spares and minor assemblies will be endorsed 'first issue to
complete authorised scale'.

(p) For requirements of operational nature to keep important technical

equipment in action indent will be endorsed 'Equipment out of action ' Such
demands will be restricted to the minimum genuine requirements only. They
will be classified as 'OP IMMIDIATE' if demands are presented for issue 'to
bearer, otherwise they will be invariably dispatched in telegraphic form
prefixed with the words ' EQUIPMENT OUT OF ACTION'.

(q) Indents for general stores and clothing will not be endorsed with any
degree of urgency without the authority of Headquarters Division/Area/Sub
Area/Brigade.

(r) Payment Issue. In case where issue of ordnance stores are required to
be made on payment, then the allowance/grant to which the payment would
be debitable will be shown (AO 215/76).

RESTRICTED
 RESTRICTED
674

Note: Payment indents for ammunition required for personal use by

officers will be forwarded to Integrated Headquarters , Ministry of
Defence (Army) (MG OS-6) in accordance with the
instructions issued from time to time.

Submission of Indents

4. One copy of indent will normally be sent direct to the Ordnance Depot
serving the area with the type of stores demanded. All indents will be sent under
cover of 'Schedule of Indents (IAFO-1286)’ in original, numbered serially. On
receipt in the Depot , this schedule will be completed with the depot control number
and returned to the indenting unit without delay. Details of Ordnance Depot on
which units will place demands for various types of stores will be published from
time to time by Headquarters Command. When the indents are submitted on DOU,
the number of copies may vary as per instructions from DOU:-

(a) Indents from recently arrived units in the area will be submitted
through the Div Ord Unit or the depot from which the various types of stores
are to be demanded.

(b) Modification Kits. Indents for modification kits will be submitted to

the Central Ordinance Depot concerned after relevant DEME technical
instructions have been published in Army Orders. The Army Orders
concerned and modification serial number will be invariably be quoted on the
indent.

(c) Vehicles. Vehicles will not be demanded on indent. Vehicles are

issued on the order of Integrated Headquarters , Ministry of Defence (Army)
or Command Headquarters vide SAO 11/S/54.

5. When it is intended that an initial supply of ordnance stores shall be made to a

newly raised unit without indent from the unit the ordnance depots concerned will
be advised accordingly by the MGO's Branch.

6. The AG's raising letters do not constitute an authority for demanding or for
supplying ordnance stores. These letters invariably contain a Para on ‘equipment’ to
the effect that separate orders will be issued by the MGO. These orders will be
awaited before any action is taken to indent for stores.

Initial Issue

7. Initial issue to meet increase in scales consequent on amendment to existing

Equipment table will not be made by Ordnance Depot without indent. Indent for

RESTRICTED
 RESTRICTED
675

Ordnance Stores sanctioned in Army Instructions must not be submitted until called
for, unless it is specifically stated in the Army Instructions concerned that indents are
to be submitted. Indents without six months from the date of publication of the
authority or of the date on which the stores are notified to be available whichever are
later. Indents not submitted within this period will be submitted by units for
countersignature by the ‘superior commanders’ in accordance with Para 52 of
Equipment Regulations (INDIA) Part I.
Questions :-

1. What are the points to be observed while preparing indents?

2. What is the procedure for submission of indents?

RESTRICTED
 RESTRICTED
676

ADM(Q)-2

DEMAND FOR DIFFERENT TYPES OF

STORES/UPGRADING OF DEMANDS
AND DEMAND PAD SYSTEM

Reference : AO 376/55, 40/77 & 111/77, Indenting procedure.

General
1. The responsibility of area of supply of an Ord Depot., the responsibility of
indenting Officer, points to be borne in mind while preparing the demand and their
submission have been explained earlier in detail. Demanding the replacements of
stores, payment stores, expendable stores, dry batteries, upgrading of demands,
demands pad systems and demand control and progress register is explained in
succeeding paragraphs.
Replacement Demands

2. Indents for replacement will be accompanied by the following documents:-

(a) To Replace Repairable and Unserviceable Items. Copies/Extracts of
condemnation board proceedings/BLR/BER certificates/EME Inspection
Report.
(b) To Replace Losses. Copy of relevant Loss Statement, except in
urgent cases, where supply must be effected without waiting completion of
Loss Statement when completed will be forwarded to the ordnance depot
concerned.
3. Immediate Issue.
(a) Ordnance Depots will not make (PRIORITY) issue to units, which
presents indents requesting immediate issues unless specifically ordered to do
so by Headquarters Division/Area/Sub Area/Brigade or a higher authority
except in cases of operational nature.
(b) Headquarters Division/Area/Brigade/Sub Area will not approve
indents for immediate issue to bearer unless in very exceptional urgency, have

RESTRICTED
 RESTRICTED
677

been demanded by telegram. In all such cases of confirmation copy of the

telegram (so endorsed) will be forwarded to the Ordnance Depot concerned
by post.

Cancellation of Indents

4. The procedure for cancellation of indents will be as under: -

(a) All indents outstanding with Ordnance Depots for over 12 months
from the date of allotment of depot control number will automatically be
cancelled by Ordnance Depots unless request for the renewal is received from
the indenting units at least two weeks before the date of indents fall due for
automatic cancellation. If supplies do not materialize before the expiry of the
second year also, outstanding demands will automatically be cancelled by
Ordnance Depots unless units reopen their request for non -cancellation in the
same manner.

(b) It is emphasized that the system of automatic cancellation of demands

does not absolve the indenting officer of their responsibility for keeping their
outstanding demands under constant review (AO-223/55). Ordnance depots
holding the indents should immediately be informed by indenting officer of
any items which are not subsequently required.(AO 3/76).

Indents for Ordnance Stores and Clothing for Resale to Officers

5. The officer will obtain their requirements of Ordnance stores and clothing in
the station not served by officer’s shop CPIs by cash purchase from the unit
Quartermasters (AO 215/76).

6. The categories of personnel of all Services auth to buy from officers' shops
are given in AO 376/55. The following categories of personnel who are not entitled
to make purchase from QM stores are, however, auth to make purchase from
Officers Shop /CPIs in accordance with 376/55:

(a) JCOs of Regular and of the Territorial Army during the period in camp
or while attached to regular units or under going course in Army Schools.

(b) Master Warrant Officer in the Air Force.

Indenting Procedure for Payment Demands

7. The procedure is as under: -

RESTRICTED
 RESTRICTED
678

(a) Quartermasters are not authorised either to hold reserve stock for sale
to entitled personnel or to demand in advance of anticipated requirements.
(b) Unit Quartermasters will obtain firm requirements from Officers
dependent on them by particular date fixed by CO and notified to all the
entitled purchasers.
(c) Requirements received vide (b) above will be consolidated and bulk
demand submitted on the dependent Ordnance Depots as per AO 215/76.

(d) Such demands will be enfaced 'For Resale to Officers’.

(e) AO 376/55 will be quoted as authority.
Maintenance of Pads for Filing Indents

8. Units will maintain three pads as under for filling of indents: -

(a) Indents awaiting acknowledged copy of schedule of indents.

(b) Indents acknowledged and awaiting stores.

(c) Indents completed.

Progress of Indents
9. To watch the progress of indents and supply of stores, in addition to the pads
unit maintains a 'Demand Control and Progress Register'. The suggested columns
are given in booklet ‘Useful Information for QM ‘published by College of Material
Management Jabalpur.
Supporting Documents for Placing of Demands
10. These are as under: -
(a) PET/WET of the unit alongwith IAFF-980-301 Tables, CES and ETS.
(b) NAC or KDC.
(c) Loss Statement duly finalised.
(d) Condemnation Board/Survey Board proceedings.
(e) Army Instructions, Army Orders or Integrated Headquarters , Ministry
of Defence (Army)/Government. of India, Ministry of Defence letters.

Demand of Expendable Stores

11. The expendable stores authorised to a unit are given in their PET/WET or
Table CES/ETS. The quantities mentioned are to meet one months requirements

RESTRICTED
 RESTRICTED
679

only. The demands for expendable stores will be placed for three months
requirements, three months in advance before the actual month, these are required
according to the instructions contained in AO 20/84 clearly stating the months for
which stores are required.

Demand for Dry Batteries

12. The quantities of Dry Batteries/Dry cells authorised to a unit in its PET/WET
are one month's requirements only. The demands for dry batteries for one month's
requirement are placed every month, three clear months in advance stating clearly
the month for which these are required on the demand.

Procedure For Issuing of reminders to Ordnance Depots

13. Depot control number and date is normally received by unit marked on
Schedule of Indents (IAFO-1286) within one month of placing of demand. The
stores are issued as soon as supplies materialized. Thus, hasteners are not sent to
Ordnance Depots except when:-

(a) Stores are urgently required for operational use.

(b) Stores are vitally required by EME Workshop for repairs.
(c) No delay memo or Issue Voucher has been received by the unit within
one month from the date of allotment of control Number.
Upgrading of Demands
14. When stores have not been received by the unit and these are urgently
required for training or operational use, in case available in the market, these can be
locally purchased by unit on the authority of Delay Memo or voucher from
Ordnance Depot.

15. In case these are not available in the market, the CAOC at Formation
Headquarters is
requested to upgrade the demands to 'OP IMMEDIATE ' giving particulars of
Demand No and date and Depot Control Number and date. He requests the Depot
concerned with an intimation to the unit. The Depot can now procure the stores on
priority basis and issue to the unit.

Questions: -
1. What are the documents to be accompanied for replacement demands ?
2. What is the procedure for cancellation of indents ?

RESTRICTED
 RESTRICTED
680

3. What is the indenting procedure for payment demands ?

4. What is the purpose of maintaining three pad system for filing of indents ?
5. What are the supporting documents required for placing demands ?
6. What are the circumstances in which reminders can be sent to Ord depots ?
7. What is the procedure for upgrading of demands ?

ADM(Q)-3

RECEIPT OF ORDANANCE STORES

Receipt of Stores in Unit

1. The stores authorised to the unit will be demanded on IAFO-2705 (Ordnance

Demand Form ) alongwith schedule of indent (IAFO-1286). The Ord Depot will
dispatch those stores to the units as per the NRS given on the demand. Stores will be
dispatched by the Ordnance Depot by the following method and certain documents
quoted against each will be received in the unit by post before arrival of stores.

Mode of Dispatching Documents

2. The mode of dispatching of documents will be as under :-

(a) Full wagon Railway receipt, issue voucher No.1 copy.

(meant for one unit) One copy of Ord Convoy Note (IAFO-2648).
Schedule of Ord Convoy Note (IAFO-2647)
if more than one wagon for a unit.

(b) Piece goods/smalls Railway receipt, issue voucher No. 1 copy.

(When only for one unit)

When for more units in same RR with two copies of Convoy Note
station addressed to OC Station. (IAFO-2648) will be received by the
Station HQ. One Copy of IV to unit.

(c) Economy/distribution wagon IV Copy No.1 to units concerned,

Memo (full wagon load for units in same despatch (IAFO-2441), RR, with
two copies of in station) IAFO- 2242), Economy Dispatch Convoy Note
to OC Station.

(d) Local issue/postal issue No.1 copy of issue voucher. Registered package
upto 20 Kgs and unregistered packages upto 4 Kgs are only dispatched by
post.

RESTRICTED
 RESTRICTED
681

3. On receipt of the above documents, the railway receipt is registered in

Railway Receipt Register ( IAFZ-2107). The Register is maintained on last 3 digit
system and contains the following information :-

(a) Date of receipt of RR.

(b) RR No and date.

(c) Name of sender.

(d) Station from.

(e) No of packages.

(f) Weight .

(g) Nature of receipt of stores .

(h) Date of receipt of stores.

(j) Remarks.

Full Wagon Stores

4. On receipt of the RR the QM or his representative should ascertain from the

railway authority whether the consignment has arrived. In case the wagon has not
arrived and till such time the wagon arrives, the QM representative must ensure
every day, that the railway representative initials the RR stating non arrival of the
wagon. This is to ensure that no demurrage charge is claimed by the railway at a
later date. Demurrage charge due to negligence will be treated as loss of public
money and will be dealt with under FR Part I rules 75 and 76.

5. When the wagon is placed for unloading, the unit is responsible for its
unloading within 5 days light hours to avoid payment of demurrage charge. In case
no government transport is available to convey the store from the railway station to
the unit, demurrage charge should be paid in preference to the hiring of transport
when it is essentially economical to the state. Payment in such cases will be
sanctioned by the OC station on production of certificate from STO that demurrage
payable is less than the cost of a hired transport required that no government
transport was available. When taking delivery the QM representative is responsible
to satisfy himself that the letters on the seals of the wagon are intact. On opening the
doors of the wagon two copies of the Ord Convey Note will be found one against

RESTRICTED
 RESTRICTED
682

each door. The number of packages are checked against Convoy Note. While taking
delivery of stores, receipt is to be given on the railway inward delivery book. In case
of any discrepancy, record details on the RR and railway inward delivery book and
obtain a short receipt certificate. Loss or damage of stores in full wagon is dealt with
separately.

6. If the unit has not received railway receipt before the arrival of wagon,
delivery will be taken on unstamped indemnity bond, signed by QM with the official
seal. If the RR is received subsequently it will be surrendered to the railway and the
indemnity bond redeemed.

Piece Goods or Small Packages

7. The drill for registering RR and taking deliveries is the same as for wagons.
At the time of taking delivery the packages will be inspected for damage or signs of
tampering. If there are any signs of damage or tampering open delivery will be
affected, otherwise the package can be weighed in the presence of a responsible
Railway representative and if the actual weight does not agree with the weight
recorded on the RR, it will be noted on the RR and Railway Inward Delivery Book.

8. Railway does not recognize the reweighing at the destination of the

consignment booked at the owners risk, but permit weighing in cases where obvious
reasons exist that on the RR or when it observed that the consignment has been
tampered with or damaged.

9. In case RR has not been received the packages are to be taken on Indemnity
Bond.

Economy Wagon

10. Units in station which are generally detailed on monthly basis under station
arrangements will take delivery of wagon and intimate the units for collection. Units
will sign for packages on both copies of Convoy Notes with the OC Station. The OC
Station then return one copy of the his Convoy Note to the Ordnance Depot as a
receipt for the packages and retain another copy for record. Any discrepancy
discover by the unit on duty while taking delivery will be brought to the notice of the
consigner. The responsibility for raising a discrepancy report or preferring a railway
claim rests with the consignee units.

11. In case the seals of the wagon are broken the delivery will be effected in the
presence of the representative of railway. Any discrepancy in the number and
condition of packages will be entered on RR and Railway Inward Delivery Book.

Unit Collection

12. On receipt of the No.1 copy of the issue Voucher unit representative goes to
the Ordnance Depot and collects stores along with No. 2 copy of the Issue Vouchers,

RESTRICTED
 RESTRICTED
683

on the authority of the No 1 copy of the issue voucher. Unit representative will have
to sign in the register maintained by the depot. At the time of collection unit
representative must be in possession of letter of authority from the OC unit
alongwith his specimen signatures. Units must collect the stores within 14 days from
the date of dispatch of No. 1 copy of the issue voucher by the depot.

,Checking of Receipts

13. It is essential that stores received must be checked for designation, quantity
and condition as soon as received in the presence of a responsible individual
preferable QM himself.

14. Separate receipt control registers with separate serial number, starting from 1
for allotting receipt voucher number will be maintained one for clothing and the
other for equipment. The register normally will have the following headings :

Date Consignor Consignor No Discrepancies Receipt No of Remarks

and IV No of Receipt of voucher Packages
Station and date Items Rly Claim No
No, if
applicable

15. Both the copies of vouchers received (one by post and the other from the
package) will be allotted receipt No. serially from the receipt control register.
Receipt voucher serial no will be prefixed by either "CLO" or "EQPT" . The stores
are then brought to accounts in the relevant ledger. Both the copies of consignors
issue voucher will be signed by the QM and No. 2 copies of the issue filed serially
according to the receipt number allotted.

Return of Receipted Copies of Issue Voucher

16. Receipted copies of issue voucher should be returned to Ordnance Depots

within a period of three months from the date of dispatch of stores. Delay in the
clearance of voucher by the units within the stipulated period of three months will
render the unit being included in the list of defaulters submitted by the Ordnance Depot
to Headquarters’ Areas/Sub Areas for suitable action.

17. In the case of receipted copy of an issue voucher is not received by the unit
within three months from the date of issue of stores, the consigner unit will furnish
an extra copy of the issue voucher to the LAO for pairing with LAO's copy of the
issue voucher and onward dispatch to the consignee’s LAO. However receipt of
receipted copy will continue to be watched both by the consignor unit and the LAO.

Discrepancy Report

RESTRICTED
 RESTRICTED
684

18. In respect of stores found to be discrepant on receipt, a discrepancy report will

be prepared and submitted to the Ordnance Depot concerned. For detailed instruction
regarding the raising of discrepancies, refer to precis in Losses, Discrepancies and
Adjustment of Ordnance Stores.

Non Receipt of Issue Voucher Copies

19. No. 1 copy of issue vouchers not Received A certified true copy is made
from No. 2 copy of issue voucher taken out of No.1 package of the consignment. The
posting in ledger will be carried out from No.2 copy, which will be retained as unit
record. CTC will be forwarded to the consignor as a receipted copy.

20. No.2 Copy of Issue Voucher Not Found in the Packages. A CTC will be
made from No.1 copy and will be treated as No. 2 copy, and the same will be cleared
to depot.

21. Stores Received Without any Copy of Issue Voucher. A certified Receipt
Voucher is prepared and posted. All relevant information from the Packing Note and
store label will be entered on the CRV. Consignor will be expedited for dispatch of
regular vouchers. On receipt of regular vouchers these will be linked with the CRV
and not posted. No.2 copy will be sent to the consigner duly receipted. The
responsibility to ensure that regular vouchers are received rest entirely with the unit.
Whenever regular vouchers are received these will be carefully checked against the
quantity already brought on charge. Discrepancies, if any, will be taken up with the
consigner at this stage.

Question: -

1. What are the modes of dispatch of documents by ordnance depot?

2. What are the columns contained in Railway Receipt Register?

3. What are the columns contained in Receipt Control Register?

4. What are the actions to be taken in case of non receipt of issue voucher
copies?

RESTRICTED
 RESTRICTED
685

ADM(Q)-4

ACCOUNTING OF ORDNANCE STORES AND

CLOTHING IN UNITS

Reference: AI 149/68 and AI 22/83

General

1. The importance of correct accounting of Ordnance Stores by units cannot be

over emphasized as it provides the Officers Commanding units and Inspecting
Officers with an easy and quick means of ascertaining the correct stock position.
Regular and correct accounting will minimize the chances of pilferage and loss of
Government stores. Besides, this helps in making adequate and timely provisions of
stores and obviates unnecessary accumulation of stocks which may urgently be
required elsewhere.

Accounting Procedure

2. The Procedure outlined below will be applicable to all units of the Army
(Mobilised or non-mobilised). Territorial Army(embodied or non-embodied) and
NCC units. This procedure however, will not apply to the following units :-

(a) Stock holding establishment in so far as stores held for issue to units or
for maintenance or repair of units or equipment and vehicles of other units/
formation are concerned.

(b) Units in theatre of operation replacements of expendable stores,

clothing and necessaries and condemnation in the theatre of operations will be
carried out under the normal field service procedure.

3. As regards items of personal clothing, the following principles will be given

their accounting:-

(a) Total stocks of items held in QM stores, only will be shown on the
obverse side of the ledger (IAFZ -2286 A).

(b) All issues made to individuals will be considered as their personal

property and will be struck of ledger charge. For detailed procedure refer AI
22/83 as amended.

RESTRICTED
 RESTRICTED
686

Accounting of Different Stores

4. The accounting transactions that take place in a unit broadly apply to the
receipt and issue in respect of the following:-

(a) Public Clothing and Personal Equipment.

(b) Personal Clothing and necessaries covered under AI 22/83.

(c) EI Clothing.

(d) Controlled Stores.

(e) Inter Unit move of men /Inter transfers.

(f) Unit Equipment.

(g) Expendables stores.

(h) Vehicle kit and Tools

(j) Adjustment on units moving into/out of operational areas.

5. The issues of ordnance stores are made both initially and in replacement as
applicable. The details of accounting to be observed in case of all issues are given in
succeeding para.

6. Issue to Officers

(a) When officers are issued with controlled stores and special snow
clothing items, on a 'Person Scale' these items will not be struck of ledger
charge, but will be shown under distribution column, i.e. reduction in quantity
in QM stores column, but increase in the appropriate company's column.

(b) Such issues will be supported by a nominal roll of Officer to whom the
issues are made.

7. Withdrawal of Equipment from Individual.

(a) In case of withdrawal from individuals, the distribution shown on the

reverse will be amended by increasing the QM stores, column and affecting
a corresponding reduction under the heading 'Companies'.

RESTRICTED
 RESTRICTED
687

(b) In all cases where the nominal roll is used to support CIV, this will be
signed by an Officer (where possible the same officer who signs the CIV to
certify the corrections of the same).

(c) Where the articles are issued either free or on payment, a certificate to
the effect that necessary entries have been made in the clothing card and the
man concerned will invariably be endorsed on the CIV/nominal roll.

8. Accounting procedure of the clothing in unit is the same as that of other

stores. When issued to troops, a nominal roll is prepared showing details of clothing
issued and charged of the ledger charge by means of a CIV. These entries are made
in both the copies of the clothing card of the concerned individuals and also the unit
clothing register. UNSV returnable items are taken on Salvage Ledger and returned
to salvage by means of CRV/IV respectively.

Question: -

1. What are the units to whom the accounting procedure of ordnance stores
clothing items will not be applicable?

2. What are the stores which are required to be accounted for?

3. What is the accounting procedure of items when issued to officers?

4. What is the accounting procedure of items when withdrawn from individuals?

RESTRICTED
 RESTRICTED
688

ADM (Q)-5

NEW SYSTEM OF CLOTHING ON LIFE CYCLE BASIS

Reference : AI 22/83

General

1. New system of issue of clothing in Army has been introduced vide AI 22/83,
containing two types of basic uniforms for combat and non-combat usage to provide
better smartness and lesser efforts on maintenance. The system of accounting has
also been changed.

Life Cycle

2. Life cycle denotes that the items issued to the individuals as per scales are
required to be replaced after expiry of the life of one item a time. Where more than
one item is authorised, the life is the multiple of qty of the item with life of the same
item; after which all items are replaced free of cost. Holding of survey boards for
changing the accounting system from war to peace or vice versa is discontinued.

3. The life of each item has been indicated in the Clothing Card (IAFC-871).
Issue of Clothing Card

4. Clothing Card (IAFC-871) is prepared in duplicate. Original copy is kept with

the individual as personal document and duplicate copy in the office. Whenever any
item is issued to the individual the entry is made in both the cards. Duplicate is
subject to audit. On transfer / permanent posting of the individual, the duplicate card
is sent to new unit dully audited.

Issue of clothing to recruits/ Boys

5. Recruits and boys are clothed to authorised scale given in the AI except that
Khaki Cotton Shirt and Shorts/Trousers as public clothing free of charge as under :

(a) To recruits during basic military training.

(b) To boys during their entire training period as boys.
(c) On completion of training period, these items are withdrawn and kept
as 'PWS' stores. These can be replaced by holding a condemnation board by
checking physically the condition of the garments.
(d) Rects / Boys employed as artificers or MT Trg are issued two pairs of
Mazri overall which are replaced with OG overall on completion of training.

RESTRICTED
 RESTRICTED
689

Issue to Troops

6. Clothing to troops are issued free of cost on expiry of the assessed life but
only quantity on of the item is replaced at a time; strictly as per due dates recorded in
the clothing card.(IAFC-871)

Procedure of Provisioning by Units

7. Items are stocked in the unit stores for replacement issue when fall due as
under:

(a) Maintenance stock. One month requirement is to be kept on the

following formula:-
Normal Mean Strength of the Unit x 12 1
Main stock = X
Normal Life in Months 12

(b) Safety stock. For unforeseen requirements such as loss UFWT,

fluctuation on strength, bottleneck in supply, increase in a wastage due to OP
sit; the safety stock upto one month's requirement is to be maint by the units
on the following formula :-

Authorised Strength x 12 1
Safety stock = X
Normal Life in Months 12

(c) AP in the ledger is to be changed accordingly.

Unit Clothing Record Register

8. One separate page is to be maint for each individual. All issues are required to
be endorsed in the register and is subject to audit.

Procedure of Issues

9. The item due will be issued to the individuals fall due (date to be recorded in
the clothing card for easy tracing on a nominal roll signed by the individual). The
entry of the issue will be recorded in both the copies of the clothing card and unit
Clothing Record Register. The total items issued will be charged off the ledger
charge by means of a CRV.

10. The item which are required to be returned to RSSD are taken on ledger
charge by means of a CRV and are disposed of in a normal manner.

RESTRICTED
 RESTRICTED
690

11. Detailed instrs for issue to troops on temp duty, attachment, course of
instruction, in hospital or AWL personnel are given in AI 22/83.
Replacement to UFWT or Losses
12. The replacement will be made on recovery of the following amount (or full
amount on discretion of the OC unit).
(a) Where less than 50% life is expired - 75% of PV Rate.
(b) Where more than 50% life is expired - 50% of PV Rate.
Recoveries
12. In case personnel proceeding on pension/ discharge / retirement /release, the
recovery of the following costly items are to be affected at the rates given here
under :-
(a) If residual life of an item at the - No recovery.
time of retirement is 50% or less
(b) If residual life of an item is more - 25% of PV Rate
than 50% at the time of retirement

(c) Items: Shirt and Trousers Polyester Suit Terry Wool Coat Combat with
Hood & Inner lining

Web Equipment

14. Web eqpt is issued to the individual on long term-loan basis by the training
centre at the time of initial issue of the kit and will be returned to the training centre
on discharge/retirement/release.

ECC Clothing

15. ECC Clothing is continued to be issued to the pers serving in EC areas as per
existing instructions. Underpants issued to the individual in ECC area only.

Kit Maintenance Allowance

16. Normally clothing is issued free of cost on 'Fit to Wear' system. To enable the
individual to maintain the kit, a sum of Rs 50/- per annum is given to him as kit
maint Allce which is credited in the IRLA in QE Feb every year. Clothing Allce of
Rs 9/- paid earlier has been abolished.

RESTRICTED
 RESTRICTED
691

Questions: -

1. What do you understand by Life Cycle System?

2. What is the procedure for issue of clothing to Recruits and Boys?

3. What is the formula based on which the maintenance stock is kept in a unit?

4. What is safety stock? What is the formula based on which the safety stock is
kept in a unit?
5. What is the procedure for issue of clothing items?

6. What are the rates of recovery which will be made for replacement of
UFWT /losses or in case of personnel proceeding on pension/ discharge/
retirement /release?

RESTRICTED
 RESTRICTED
692

ADM(Q)-6

DEMANDING PROCEDURE OF ASC STORES

Reference : SRS Tables and SAI 10/S/76

General

1. The ordnance stores are issued by the ordnance depot to the units dependent
on them, Similarly the requirement of supply of food i.e. ration for men and animal
is met by the Supply Depot on receipt of demand from the unit concerned. In case
Sub Area, Brigade Headquarters and their units serving in the same station, the
requirement for supply of this ration for Sub Area troops and Brigade troops will be
fulfilled by supply depot and composite platoon respectively.

Type of rations

2. The following types of rations are issued:-

(a) Dry rations (non perishable).

(b) Fresh, i.e. vegetable, fruits and meat (perishable).

(c) Fresh milk.

Drawal of Rations

3. The rations are drawn as per the following schedule: -

(a) Dry rations (non-perishable)- Once a fortnight

(b) Fresh rations (perishable) - Thrice a week.

(c) Fresh milk - Twice/once daily depending upon the

location of Dairy Farm.

RESTRICTED
 RESTRICTED
693

Reserve Stock

4. Units where the supply depots are available can keep dry ration minimum for
3 days and maximum for 10 days as reserve. When the supply point is not available
in the station, the units can keep dry rations as reserve minimum for 6 day and
maximum for 13 days. In no case the unit will keep the reserve rations for less then
3 days and 6 days. Hospitals are only authorised to keep the dry rations as reserve in
respect of the personnel borne on their strength. The reserve ration can not be
utilised without prior permission from the higher headquarters.

Exceptions

5. The exceptions are as under :-

(a) In case sufficient stock of ration is available for economy as per the
authorisation in the Command, the GOC-in-C can accord sanction for keeping
the dry ration as reserve for 15 days. The units will therefore, keep the
maximum quantity of dry ration stock separately based on the decision of
GOC- in-C.

(b) The units which are far away from the supply point can keep the 6 days
ration without the sanction of the GOC irrespective of the policy of supply
depots and the distance involved from the railway station.

(c) The ration is issued by the supply depot in the bags, boxes and tinned
stuff.

Responsibilities of the Indenting Officer

6. The unit Quartermaster while preparing the demand of ration will ensure
that: -
(a) Approximate requirement of ration is calculated and planned well in
advance keeping in view the anticipated arrival/departure of any troops on
leave/postings.
(b) Indents are submitted to the supply depots at the fixed date.

(c) Economy in ration has been kept in view while preparing the indent.
(d) The quantity of various types of dry ration is demanded after taking
into account the ration which are in stock. The demand does not exceed the
authorization.

(e) The correct date when the rations are required has been given on the
indent.

RESTRICTED
 RESTRICTED
694

Types of indents

7. Various types of indents will be submitted as under: -

(a) Indents Voucher of ASC Supplies (IAFZ –2098)(For non-perishable

items .IAFZ-2098 is used as Indent Form. Separate Indents will be prepared for
the following: -

(i) For necessaries and basic groups stores i.e. gunny bags and
wooden boxes (for tinned items) atta, rice, dal and sugar etc.

(ii) For fuel groups stores i.e. steam, coal, firewood and kerosene.

(iii) For hospital comforts i.e. sherry, lime juice, glaxo and ovaltine.

(iv) For hygiene and chemical stores i.e. shestore DDT, phenoil, anti
Mosquito cream, fly catchers and rat poison.

(v) For grain group stores i.e. wheat gram and dals.

(vi) For fodder group stores i.e. fodder and grass or animals (paddy
and straw).

(vii) For PM group i.e. bags 1 md/2 md size-tin, ghee and chests, tea
etc.

(b) IAFS-1555 (For Perishable/items) ASC Ration Invoice : Form IAFS-

1555 will be taken into use for submitting the demands of the perishable items
(i.e. vegetables, fruits, potatoes, onion and meat) to the following :-

(i) For perishable group stores i.e fresh vegetables, fruits, onions
and potatoes.

(ii) For bakery group, i.e bread.

(iii) For butchery groups i.e. fresh meat.

(c) Fresh Milk Customers Order Book (IAF(Farm)D-44). First demand is

submitted 48 hours in advance in letter form, subsequent demand are placed
only 24 hours in advance. It is demanded on IAF(Farm )-44 which is
supplied by Manager Farms to the units.

Preparation of IAFZ - 2098 (For non- perishable items) and its Disposal

RESTRICTED
 RESTRICTED
695

8. Five copies of IAFZ- 2098 are prepared and four copies are sent to the Supply
Depot fortnightly in advance from the day of drawing ration. The following
information is given in the indent:-

(a) Authority of demand (Army Instructions, SRS or Station Order).

(b) Data on which the demand has been worked out (strength). Atta eaters
and rice eaters will be shown separately. Total number of hurricane lamp
authorised to the unit will be indicated.

(c) Number and date of last indent for similar supply.

(d) Total quantity of each item as per authorisation in which reserve and
maintenance stock has been included.

(e) Approximate balance of each item in unit stock on the drawing day of
ration.

(f) Quantity of ration which is required now.

(g) In addition to the above :-

(i) Emergent indent will be signed by the OC Unit only.

(ii) Items issued to the unit personnel on payment are also

demanded on the same form.

(iii) Demands for hygiene and chemical stores will be routed

through Station Health Organisation duly approved by the
SEMO/ADMS.

(iv) Demands of the hospital comforts will be submitted six weeks

in advance. In case the supply depots are not able to receive the stores
through the canteen stores department, these may be purchased locally.

Preparation of IAFS - 1555 (For perishable items)

9. The demand of perishable items is submitted in a letter form 48 hrs in

advance IAFS-1555 (Counter foil, dispatch foil and acknowledgement foil) is
prepared by the group incharge of fresh supplies. The unit representative while
drawing the fresh ration give the requirement of further 48 hours on the back side of
the acknowledgement foil.

Questions: -

RESTRICTED
 RESTRICTED
696

1. What are the types of rations which are supplied?

2. What is the schedule of drawing various types of rations?

3. What do you understand by Reserve Stock of rations?

4. What are the responsibilities of Indenting Officer while demanding the

rations?

5. What are the items for which IAFZ-2098 is prepared?

6. What are the items for which IAFS-1555 is prepared?

7. Explain briefly about the demanding procedure of fresh milk?

8. What is the information, which is required to be given while preparation of

IAFZ-2098 ?

RESTRICTED
 RESTRICTED
697

ADM(Q) -7

RECEIPT OF ASC STORES

Reference : (a) ASC Regulations.

(b) ASC Training Volume II.

General
1. Units receive supplies of ASC articles from the Supply Depot. In certain
station where the Supply Depot is not located, arrangements are made to supply
articles of fresh ration through contractors. Also daily supply of milk fresh and other
dairy farm, products are made up by the Military Dairy Farm. This lesson deals with
the procedure to be adopted by units of drawing rations from the respective sources
of supply.
Receipt of Dry Rations
2. The procedure for receipt of dry rations is as follows: -
(a) The unit sends 4 copies of the indent IAFZ - 2098 to the Supply Depot,
a fortnight ahead of the drawing date. Before the due date of collection, unit
will receive back the original copy of IAFZ- 2098 from Supply Depot
showing the quantity sanctioned for issue and also details of packing material
which the unit should bring to the supply depot while collecting rations.

(b) Before proceeding to the supply depot for collection of ration, the unit
QM will sign on the original copy of IAFZ- 2098. His representative will then
gather the necessary packing materials and the working party and report to the
Supply Depot on the appointed day for the collection of rations.

(c) The unit QM representative will first hand over the packing materials
to the Packing Material Group and take receipt on the original copy of the
indent. The packing materials found deficient as compared against the
quantity intimated will be recorded on the indent

(d) After depositing the packing materials he will report to the Receipt
and Despatch Group (R&D Group) where the article to be collected by
various unit are laid separately.

(e) While receiving the items he will check and ensure that: -

(i) The quantity is correct according to the voucher.

(ii) The articles are in good condition.

RESTRICTED
 RESTRICTED
698

(iii) The date of expiry marked on tinned stuff has not lapsed.

Note: 1. The supply will not accept any responsibility when the articles
are out of the depot.

2. Short receipt of packing materials will be voucher to the unit.

3. The Receipt and Despatch Group (R&D Group) will collect the
original copy of IAFZ-2098 from the unit representative and will give
him duplicate copy of the same duly completed.

(f) The out station units are authorised by Formation Headquarters to hold
certain fixed allotment of packing material and only when the accumulation
makes a full wagon load it will be returned to the supply depot.

(g) The supply depot will forward two copies of IAFZ - 2098 to the
outstation unit on dispatch of stores. The units will return one copy back. The
supply depot will not receive packing material every time from the units when
they demand the stores. As such the Supply Depot will also voucher the
packing material to the units on the same IAFZ -2098.

Receipt of Fresh Rations

3. The procedure for receipt of fresh rations will be as under: -

(a) The unit representative will give receipt on the acknowledgement foils
of IAFS-1555 and draw the fresh ration alongwith the ration he will obtain
the " Despatch Foil" for record in the unit.
(b) He will satisfy himself that quantity and quality of the rations are
correct.
(c) At the end of each month the Supply Depot will forward to the unit a
consolidation voucher IAFZ -2096 in duplicate to cover the total quantity of
perishable issued during the month.
(d) The unit after verifying the quantities against the despatch foils of
IAFS -1555 will signed and return one copy as receipt to the supply depot.

(e) Over drawls of fresh ration on any one day will be adjusted by under
drawls on the last day of the month or those detected during audit of the ration
returns, for which adjustment will be made by under drawls in the next
month.

(f) Meat ration can be combined and drawn once every two or every three
days if the units so desire.

RESTRICTED
 RESTRICTED
699

Contractor Supply

4. Procedure. The procedure will be as under: -

(a) The local administrative authority will decide what articles are to be
delivered by contractor direct to the units.
(b) When supplies are delivered direct by a contractor to a unit they will be
accounted for on IAFS -1520. Units will inform contractors of their
requirements and when supplies are accepted the unit representative will
initial the contractor's portion on IAFS -1520 and the contractor will initial the
unit's portion. This form is supplied to the contractors by Supply Depot.
(c) At the end of month the OC unit will sign the contractor's portion of
IAFS -1520 showing in words the total quantity of each article supplied in the
summary at the foot of the form. The month's ledger/ration return in which the
articles supplied have been/will be credited will also be shown.
(d) The unit's portion of IAFS-1520 will be signed by the contractor with a
certificate that he has made the supplies mentioned thereon and will form a
voucher in support of the ration return
(e) The contractor will submit his completed portion of the form with his
bill to the CDA direct for payment. The contractor's bill will, however, be
countersigned by the OC Supply Depot before submission to the CDA
(f) Supplies tendered by contractors must be inspected at the time of
delivery.

Notes : 1. Supplies will be inspected by the QM to ensure that they are

clean, of good quality and are according to the specification. The
contractor must not be allowed to supply large quantity of cheap
vegetable i.e. stale vegetables, the leaves on root vegetables, stalks
sumps and extraneous leaves are not to be accepted.
Government scales and weights will be used.

2. Detailed instructions are given on the reverse of the form

IASF- 1520.

5. Occasional Supplies. The following procedure is followed in respect of

occasional supplies by contractors :

(a) There are certain items the demand for which is only occasional, eg
charcoal, lime quick and items of hospital comforts. In such cases units will
submit their indent on IAFZ -2098 to the Supply Depot concerned

(b) ASC will place a supply order for the items on IAFZ-2135. This form
is prepared by Supply Depot in triplicate and disposed of as follows:-

RESTRICTED
 RESTRICTED
700

(i) Original to contractor.

(ii) Duplicate to indenting unit.

(iii) Triplicate as office copy of the Supply Depot.

(c) The contractor will supply the articles direct to the unit and present his
copy of IAFZ -2135 to OC unit for acknowledging and for stating the return
in which the supplies will be found credited. The contractor will verify on the
units copy that the supply has been made. This copy will be allotted a CRV No
and used as a receipt document of accounting purposes.

Supply from Military Dairy Farm

6. The same procedure is applicable as for regular supply by contractor direct to

the unit vide para 4 (a) above. At the end of the month the Dairy Farm will send a
consolidated issue voucher (IAFZ-2096) in duplicate to the unit of acceptance. One
copy will be returned to Military Dairy Farm and the other return to the unit as
record to support entries in IAFS 1519 alongwith the unit's portion of IAFS -1520
given by the Military Dairy Farm at the end of the month.

Complaints by Units

7. Complaints by units may be on :

(a) Supplies already on unit charge.

(b) Supplies under issue to units by Supply Depot.

(c) Contractor's supplies delivered direct to the unit eg firewood, ice etc.

8. In case of 7(a) above, unit must adjust any loss as acceptance of supplies at
the time of drawing is final. The OIC Supplies, however, may be consulted when
doubt exists as regards quality. A report will be submitted to the OIC who will
ensure that all stocks of the same consignment are fit for issue.

9. In case of 7(b) and (c) above, delivery will not be taken. The matter will be
brought to the notice of the OIC Supplies immediately who will replace articles if he
agrees with the complaints. If he does not agree and is of the opinion that the
supplies are of good quality and up to specification, the supplies will be placed under
guard. The Order of the OC Station will then be obtained and that will be final.

RESTRICTED
 RESTRICTED
701

10. The OC Station may either may either on his own authority give his decision
or order for a board of officers to examine the stuff and give his opinion. If required,
samples may be sent to the Composite Food Laboratory for examination.

Para 892 of Regs for the Army 1987.

Questions: -

1. What is the procedure for receipt of dry rations?

2. What is the procedure for receipt of fresh rations?

3. What is the procedure of contractor’s supply?

4. What is the procedure of occasional supplies?

5. What is the procedure for supply of fresh milk from Military Dairy Farm?

6. What actions will be initiated on complaints by units on supplies?

RESTRICTED
 RESTRICTED
702

ADM(Q)-8

ISSUE OF ASC STORE ( RATION AND FUEL)

WITHIN THE UNITS
General

1. Issue of Ration within the unit will be carried out by the QM establishment
strictly in conformity with the scales and procedure prescribed in the current orders
and instructions. It is, therefore, necessary that instructions on the subject are clearly
understood by all personnel concerned with the issue of rations.

Scale of Ration

2. Free Rations
(a) Ration &Fuel Scales in Army SAI 10/S/76
(b) Ration Scale for troops in Fd /peace SAI 7/S/74
(c) Boys of Military Schools SAI 6/ S/78
(d) Cadets of RIMC, Dehradun SAI 10/S/78
(e) Cadets of NDA Kharakvasla and IMA Dehradun SAI 8/S/78
(f) Officers in Jammu & Kashmir and NEFA Area SAI 2/S/78
(g) Patients in Hospitals SAI 3/S/78 and
AI 9476
(h) Common Ration Scale of inter -services org AI 18/ 76

3. Fighting Men Composite Ration Pack. Scale of ingredients SAI 1/S/8

4. The entitled personnel forming part of Air observation post units and
personnel of Ground Liaison Sections when attached to or working with Air Force
Formation will be issued at Army Scales except under the following circumstances
when they will be entitled to IAF scales of rations and fuel:

(a) When their number is less than that of IAF personnel.

OR
(b) When separate messing arrangements for these personnel are not
considered feasible by the Offr Commanding IAF unit concerned.
AI 18/76

RESTRICTED
 RESTRICTED
703

Extra Rations

5. For Personnel entitled to free rations and engaged on duties involving

strenuous exertions such as among other works involved in physical Training
Schools, Recruiting Centres and other allied institutions or when climatic conditions
are specially severe and usually hard work is being performed, will be entitled to the
following extra ration to supplement the basic rations vide Para 890 of Regulations
for the ARMY 1987 :-

Ser Item Scale per man Sanctioning Authority Remarks

No per day
(a) Atta or Rice 2 oz or 60 gms Sub Area/Indep Bde Cdr upto In any
(b) Oil Hyd or ½ oz or 10 gms 30 days , Div/Area Cdr upto 60 financial
sugar days, GOC-in-C/Army Cdr upto year
(c) Dal ½ oz or 10 gms 90 days and Govt of India
above 90 days

6. Extra Salt. (In addition to the quantity authorised at the basic scale). Issue
is, however, suspended on medical grounds:-

(a) Salt Rock. ½ oz or 10 gms per man per day

OR
(b) Salt Evaporated. 2/3 oz or 20 gms per man may be authorised by
Brigade Commander or Area Commander on medical recommendations at
any time of the year subject to the maximum quantity shown.

7. Small Messes and Detachments : In units when separate arrangements are

made for small detachments or pers entitles to free rations or for each mess in units
were rations have to be split up into more than one mess after drawing the following
additional quantity at tinned provisions and fish fresh (whenever issued ), vegetables,
meat and fruits will be issued :-
(a) For personnel upto 10 in number - 20%
(b) For personnel between 11 to 20 in number - 10%
(c) For personnel over 20 in number - Nil

Entitled Rations

8. Issue of dry rations to companies, sections or messes may be on a daily or

weekly basis as decided by the OC Unit taking into consideration the availability of
storage accommodation and other factors. Perishables are normally issued daily.

RESTRICTED
 RESTRICTED
704

9. A record of daily receipt and issue will be maintained on IAFS-1673 ration

and forage account. The over drawls of rations will be exercised on monthly basis.
However, for the purpose of carrying out administrative checks the proper
maintenance of this document is important. In respect of dry ration when issued on a
weekly basis to the units, any over drawls during a week shall be adjusted by a
correspondence reduction in the issues for the ensuing week. Similarly in the case of
fresh supply which are drawn daily a day to day check will be exercised to ensure
that any overdrawals on any one day are adjusted by corresponding under drawls on
the next day.

10. The consumer sub units (coy, section or messes) will maintain a record of
personnel for which rations are drawn daily. Change in the ration strength as and
when occur should be published in Part II Orders. A monthly 'Ration Entitlement
Account on IAFZ-3033 will be maintained by each company of the unit showing the
number of days each individual of the coy was actually present in the unit for which
he was eligible to be issued with free rations. The period of absence of each
individual on account of various reasons sick in hospital, leave, temp duty and so on
are also shown on the IAFZ-3033, with relevant Part II Order numbers referred to in
the remarks column. This document should be correctly maintained by each coy and
forwarded to the unit QM, duly completed at the close of the month. This is an
auditable document.

Category of Personnel Entitles for Ration on Payment

11. Procedure for payment is given in AI 16/75 and Para 894 of Regulation for
the Army 1987, which is reproduced below: -

(a) All issues of ASC articles from unit Ration Stands will be on pre-
payment.

(b) All payments will be made in cash. The monetary limit for purchase
laid down in AI 16/75 and other special orders and instructions issued from
time to time, will not be exceeded.

(c) In the case of personnel serving with units who will draw rations on
payment, OC unit will publish orders authorising such personnel to draw
rations on payment from the unit ration stand on individual's application.

(d) OC Station may attach the entitled personnel such as those arriving in
Stn headquarters, families of Officers who are away on duty at different
station, to the
nearest Unit Ration Stand for obtaining rations on payment. In such case
necessary Station Order will be published on scrutiny of individual's
application.

RESTRICTED
 RESTRICTED
705

(e) In order to ensure effective control on payment issues, ration cards will
be issued to entitled personnel by Retail Issue Shops ASC/Unit Ration Stands
having large payment issue strength. The card will be opened for each
customer and the total qty of stores issued together with the cost recovered
will be entered in the register.
12. Issues will be made according to Stores Acctg Instructions as per para 10 and
para 154 duly amended vide CS 5/III/70 as under : -
(a) Four copies of the cash memo IAFZ-2282 which should machine
numbered will be prepared and priced at the following rates :
(i) Central purchase articles at the payment issue rates published in
the stock book rate list for the centrally purchased articles, effective on
that date.
(ii) Local purchase articles including those obtained through regular
contracts at the latest payment issue rates published in Area/Sub Area
Orders.
(iii) Octroi charges payable, if any to the local Board authorities will
be charges in addition. Those charges will be shown separately in the
cash memo.
(iv) The total amount representing the value of the article issued
including the octroi charges, if any, will also be shown in words at the
bottom of the cash memo.
(b) While collecting the cash from the customer, the unit QM/cashier will
stamp the cash memo as "PAID".
(c) The 4 copies of cash memo IAFZ - 2282 will be disposed of as under :-
Original - Retained by the QM/Cashier to support the entries in
his cash book.
Duplicate - Retained by I/C Ration Stand to support his daily store
accounts.
Triplicate - Given to customer.
Quadruplicate-To be handed over by the customer at the out gate as
Gate pass.

(d) Issue of dry ration will normally be made once but at the discretion of
the OC Retail Issue Shop ASC/Unit Ration Stand, issue may be made twice a
month.

RESTRICTED
 RESTRICTED
706

13. Cash Accounting

(a) A simple record of cash received daily from the customers will be
maintained in manuscript forms as under by the QM:-

Ser Cash Memo Ration Card Amount Remarks

No No No (Rs. P)

(b) Daily collection of cash will be accounted for in the public cash
accounts of the unit and remitted into the treasury weekly or fortnightly on
MRO. MRO will be forwarded to CDA and acknowledgement obtained for
LAO's audit.

(c) The amounts realized on account of sale of provisions Grain, Salt,

FOL, Coal, Firewood and other ASC supplies will have to be shown clearly on
the reverse of each TR to enable the CDA to correctly classify the receipt under
various appropriate heads.

14. Store Accounting

(a) The Incharge Ration Stand will prepare a daily reconciliation statement
on the following Performa at the close of the day's payment issues :-

Ser Cash Quantities Issued Amount Remarks

Memo Rice Atta Flour Sugar Tea Rs Ps

(b) The total issues made during the day/month will be rendered in IAFS-
1673 and charged off from the ration return of the month.

(c) The reconciliation statement together with the relevant cash memo will
be made available for audit check.

15. The following in lieu items in the existing scale of ration for Officers &
JCOs/OR has been authorized as under :-

(a) Officers
(i) Whole Wheat bread on cost to cost basis in lieu of 230 grams of Bread.
(ii) 4 grams of Coffee or 9 grams of tea per day as per preference of Offrs.
(iii) 30 grams Cheese spread and 30 grams Nutramul in lieu of 50 grams Cheese
processed/60 grams Nutramul.
(iv) 30 grams Cornflakes for 4 days in a week and 20 grams dalia for 3 days in a
week in lieu of Dalia/Sago.

RESTRICTED
 RESTRICTED
707

(b) JCOs/OR
(i) 20 grams Suji in lieu of equal quantity of Atta/Rice for two days in a week.
(ii) 20 grams Flour in lieu of equal quantity of Atta/Rice for one day in a week.
(iii) 115 grams Bread in lieu of equal qty of Atta/Rice for four days in a week.
(iv) 4 grams of Coffee in lieu of 9 grams of Tea for two days in a week.
(v) 5 grams Butter in lieu of 10 grams Refined oil.
(vi) 3 Eggs in lieu of 110 grams of Meat for one day in a week.
(vii) 2 Eggs, 250ML Milk in lieu of 2 Egg . Fruit Fresh 230 Gms per day*

Auth : Govt of India, Ministry of Defence letter No 66183/Q/ST-6/2344/D(QS)-(I) dt 23

Jun 2006. * Govt of India, Ministry of Defence letter No 66092/Q/ST6/Q1(B) dt 31 Aug
2010.

Questions :-

1. Write down the authorities which can be referred for various scales of rations?

2. What is the procedure for issue and accounting of rations within the unit?

3. What are the categories of personnel who are entitled for payment rations?

4. What is the procedure for making payment rations?

5. What is the procedure to be followed for cash accounting of payment rations?

6. What is the procedure to be followed for store accounting?

RESTRICTED
 RESTRICTED
708

ADM (Q)-9
ACCOUNTING OF ASC SUPPLIES IN UNITS
Reference : Stores Accounting Instructions Para 151 to 160

General

1. The importance of maintaining correct and upto-date accounts of ASC

supplies drawn by units cannot be over-emphasized as any laxity in watching the
correct receipt, issue and accounting of ration at all times may result into serious
complications at the time preparation of Ration and Forage Return (IAFS-1519).

2. Surprise checks and cent percent stock taking every month in unit stocks are
very important in detecting /discouraging any pilferage or fraud or mis-
appropriation of Government stores as well as in watching regular return over
rations.

3. Both the battalion QM and Company Commanders are responsible for the
maintenance of ration accounts which are comprised of the following :

(a) Ration and Forage Return (IAFS-1519)

Maintained by QM
(b) Ration and Forage stores accounts (IAFS-1673) Maintained by
Consumer sub units/
(c) Ration entitlement account (IAFS-3033) Companies.

4. The documents given in Sub Para (a) and (c) above, are subject to audit. The
document mentioned in Sub Para (b) although is not auditable, yet is essential for
recording day to day receipt , issue and balance stocks.

Accounts Maintained by Consumer Sub Units

5. Accounts by consumer sub units will b e maintained as follows:

(a) Ration Entitlement Account on IAFZ-3033 will be maintained

separately by each consumer sub unit. Entries in the form will be supported
by DO Part II.

(b) This form is liable to be audited by the local audit officer.

(c) Consumption of ration will be accounted for by units as war footing on

IAFS -1697 (Statement of Rations Received and Issued).

RESTRICTED
 RESTRICTED
709

Accounts Maintained by QM

6. Accounting documents maintained by the QM are :

(a) Receipt Documents

(i) IAFZ -2098 (for Dry Ration)

(ii) IAFZ -2096 (for perishable Rations)

(iii) IAFZ -2135 (for occasional supplies by contractors if the items

not available in ASC)

(iv) IAFS -1520 (for regular supplies by contractors)

(b) Issue Documents

(i) IAFZ –2282 (Cash Memo)

(ii) IAFZ -2096 (CIV/Expense Voucher)

(c) Accounting Records

(i) IAFS -1673 (Ration and Forage Account).
(ii) Payment Issue Register /Reconciliation Statement.
(iii) IAFS-1529 (Ration and Forage Return).
(iv) IAFZ -3033 (Entitlement of rations) (Ration Accounts).

Procedure for Accounting and Disposal of Payment Issue Documents

7. The Procedure is given below:

(a) Cash Memo (IAFZ- 2282). Prepared in quadruplicate by the unit QM

The original copy retained and the remaining handed over to the purchaser.

(b) Payment Issue Register /Reconciliation Statement. The details on

the original filed copies of the Cash Memos will be extracted daily on the
payment issue register/ reconciliation statement will further be consolidated at
the end of each month and the total quantity sold during the month will be
recorded in the ration and forage return (IAFS -1519).

RESTRICTED
 RESTRICTED
710

Procedure for Accounting and Disposal of Free Issue Documents

8. Daily/weekly issues to Company's messes by unit QM will be recorded in the

relevant columns of IAFS -1673 and the signature of the recipient will be obtained in
the last column. The receipt and issue (free or payment) recorded on this form are
daily totaled, carried and brought forward. The summary of daily payment issues on
the last page which is totaled at the end of the month to show the total quantity sold
during the month and total amount involved.

Maintenance of Ration and Forage Return (IAFS -1519)

9. The procedure is given below :-

(a) All supplies including packing material received from supply depots,
contractors and Military Farms will be brought on charge. All receipt
documents will be recorded on page 4 to 9 Page 3 on upper half portion and all
issue documents on lower half portion. The sequence in which the receipt
documents are recorded on Page 3 will be maintained during posting on Pages
4 to 9.

(b) Page 4 to 9 of this form is a complete reflection of all receipts, issues,

surpluses and losses. At the end of the month, the quantity of free issues
during the month will be posted on the lower half of this page. This part will
also show the quantity issued on payment as recorded on page 10.

(c) The details of substitute issue to companies/sub units (free issues) will
be recorded on Page 11.

(d) Payment issues as recorded on payment issue register / reconciliation

statement will be recorded on Page 10. The total amount realized and
deposited to the government will also be noted in the appropriate column. The
TRs will be forwarded to the CDA and acknowledgement obtained.

(e) The balances of supplies struck of at the end of the month (bottom of
Page 4 to 9) must agree with physical check which will be physically checked
by OC unit or the officer detailed by him and will be brought forwarded as
opening balance of the following month. Surpluses discovered will be credited
to the Government, deficiencies adjusted by loss statement.

(f) In case extra rations have been issued on the authority of medical
recommendations or any other Government sanction, the authority will be
quoted on Page 9 of the Ration Return and made available to the LAO for
verification.

RESTRICTED
 RESTRICTED
711

(g) All issue vouchers, loss statements and other documents connected
with the payment issue during the month will be kept together with ration
return for that month.

(h) When a unit moves to a new place the outgoing OC will hand over the
ration and forage return with balance struck of to date to the incoming OC or in
his absence to the OC Station .

(j) The ration and forage return will be completed for Local Audit
Officer’s audit by the 10th of each month.

Questions: -

1. What are the accounts maintained by the consumer sub units?

2. What are the accounts maintained by the unit QM?

3. What is the procedure for accounting and disposal of payment issue

documents?

4. What is the procedure for accounting and disposal of free issue documents?

5. What is the procedure for maintenance of ration and forage return

(IAFS-1519)?

RESTRICTED
 RESTRICTED
712

ADM (Q)-10
'Q' LEDGERS
General

1. Just as Government money is accounted for, all stores issued by the Govt. are
to be accounted for. These account books and documents are subject to audit. Thus,
all stores issued by the Ordnance Depots are accounted for in an account book
which is called ledger. In the Army all the items of Ordnance stores and their
quantity authorised to a unit are given in their respective PET/ WET and Tables
CES's and ETS's.
Objective

2. The objective of maintaining a ledger is :-

(a) To find the correct position of each item, ie authorisation and
holdings.
(b) To take timely action for provisioning.
(c) To have deterrent effect on theft, fraud and loss.
(d) To meet audit requirements.

3. The instructions regarding accounting and opening of ledgers are given in :

(a) AI 149/68
(b) General Staff Publication "Guide to QM" 1963.
(c) On the ledger cover IAFZ-2286.

Composition of a ledger

4. To maintain the essential records, following forms / papers are used to make a
ledger :-

(a) IAFZ -2286 - Ledger Cover.

(b) IAFO - 2397 A - Record of insp of books. It is a certificate
showing that this ledger was opened on-------- and
contains --------- pages from 1 to -------- . This is
signed by the QM

(c) IAFO – 2437 - A record of pages of added and removed. Each

entry there-in should be endorsed by the QM.

RESTRICTED
 RESTRICTED
713

(d) IAFZ - 2286 A - Accounting sheets (The ledger sheets will be

bound to form a ledger volume containing
upto 100 sheets).

(e) IAFZ - 2286 B - To record the list of documents required for

audit purpose this should be kept at the end of
the ledger.

(f) IAFZ- 2286 C - A record of verification of stores. To be kept

next to

(g) An alphabetical index showing the nomenclature of each item and the
page number on which it appears.

(h) A blank page for audit enfacement.

Maintenance of Ledger Accounts

5. The procedure is as under: -

(a) A separate page will be opened for each item and all pages in a
particular volume of ledger will be arranged by catalogue vocab section in an
alphabetical order.

(b) The accounting will be by unit i. e. numbers, pairs, weight or length

only. Items will be accounted for by quantity only. Condition will not be
shown accept in cases PWS clothing and blankets of different grades.
Separate pages will be maintained for PWS clothing and blankets Grade I
and II.

(c) All pages will be numbered serially and a certificate as regards the
total number of pages will be endorsed on IAFO - 2397 A (Record of
inspection of books ).

(d) Additional pages inserted to cover new headings will be

numbered by using
decimal system, thus is a page is inserted between page 25 and 26, it will be
given number 25.50 and 25.75 and so on. Continuation sheets of original
pages will be inserted as necessary and will be given the same page number as
the original sheet number. This will be noted in the form IAFO 2437 (pages
added and removed sheet).

RESTRICTED
 RESTRICTED
714

(e) The unit entitlement (UE/AP) (authorised proportion) will be entered

in pencil to enable correction to be made as and when necessary. The
figures to be entered will be total authorised for the unit from all the sources
i.e WET/PET/Regulations or as sanctioned. Full data leading to the fixation
of UE/AP will be kept and made available to the LAO when required by him
to check the correctness of the UE/AP fixed, also to check the entitlement
(AO 445/62 refers)

(f) Location of the stocks or distribution within the unit will be shown on
the reverse of the IAFZ - 2286 A. Distribution within the units plus stock in
the QM stores must at all times tally with the last entry in the balance column
on the obverse side of form.

(g) All vouchers must be posted without delay and after posting the ledger
column page number on which accounts have been posted should be entered
against the relevant item on the voucher.

(h) All ledger sheets will bear the unit stamp and authenticated by the
signature of the QM.

(j) Each posting on the ledger will be initiated by the QM.

(k) Erasers over writings are not permitted in the ledger. Any correction
necessitated will be neatly scored and initialed by an officer.

(l) The ledger together with the supporting documents should be made
available for audited by LAO. Every effort should be made to settle raised
observations or objections by auditors on the spot.

(m) Ledger is intended to be preserved at least for a period of five years.

Questions : -

1. What are the objectives of maintaining a ledger?

2. What are the authorities, wherein instructions for accounting and opening of
ledgers are given?

3. What is the composition of a ledger?

4. What is the procedure for maintenance of ledger accounts?

RESTRICTED
 RESTRICTED
715

ADM (Q)-11

OPENING OF VARIOUS LEDGERS

General

1. The object of opening the ledger and its composition has already been
explained. A unit is authorised and receives stores of different kinds and categories.
For the convenience of accounting of stores properly, separate ledgers are
maintained for different stores.

Categories of Stores for which Separate Ledgers are Maintained on IAFZ-

2286A

2. (a) Unit Equipment Ledger.

(b) Controlled Stores Ledger.

(c) Public Clothing Ledger.

(d) Personal Clothing Ledger.

(e) Tentage Ledger.

(f) Loan stores Ledger.

(g) Stores for Officers ( payment issue ).

(h) MT Stores Ledger.

(j) Signal Store Ledger.

(k) Special Items of Clothing Ledger.

(l) Winter and Snow Clothing ledger.

(m) Expendable Store Ledger.

(n) Salvage Store Ledger.

(o) Packing Material Ledger.

RESTRICTED
 RESTRICTED
716

(p) Station Store Ledger.

(q) Technical Store Ledger.

(r) Office Equipment Ledger.

(s) Ledger for all stores purchased out of the public money (grants) as
follows: -

(i) Annual Training Grant (ATG).

(ii) Educational Training Grand (ETG).

(iii) Amenity.

(iv) Sports.

(v) Technical Training & Incidental and Maintenance Grant.

(vi) Signal Works Grants.

Categories of Stores for which Different Type of Ledger are Maintained

3. Different types of ledgers are maintained for the following categories of

stores: -

(a) Unit vehicle- Unit vehicle ledger on IAFZ -2186.

(b) Ammunition and Explosives Register on IAFO - 1444A

(c) FOL Ledger Stock of Supplies and Stores on IAFZ -2109.

(d) Ordnance Stores Ledger on IAFZ - 2286 A.

Accounting documents

4. Every entry on IAFZ -2286 A (Accounting sheet) should be supported by a

document which will be liable to inspection by LAO. The main documents
supporting entries on this form (Accounting sheet for the various transactions carried
out in a unit) are as under: -

RESTRICTED
 RESTRICTED
717

(a) Ordnance Issue Voucher (IAFO -2672) : This form is received in units
from Ord Depot in duplicate. No 1 copy in advance alongwith RR and No 2
copy with the stores. Units take stores on ledger charge from No 1 copy and
return No 2 copy to the depot.

(b) Receipt Issue and Expense Voucher (IAFZ -2096 ) : This form is used
for various purposes in a unit, such as receipt voucher, issue voucher, CRV,
CIV and CTC. This is also used as an expense voucher for writing off charge,
the various stores expended during the month for the repair and cleaning the
equipment etc.

(c) Loss Statement All Services (IAFA-498) : This is used for the writing
of all the losses in QM stores/ stocks including those discovered at the time of
receipt.
(d) Statement of Stoppage on Account of Public Clothing Lost/
Damaged/Made Away with the Men (IAFO -844): This form is used for
effecting recoveries from individuals pay accounts for articles of public
clothing lost, damaged or made away with and also writing of ledger charge
articles issued in replacement thereof.
(e) Certified Receipt Voucher(CRV): When any items found surplus have
been taken on charge.
(f) Certified Issue Voucher(CIV): When any item has been charged of
on being found to be deficient.
General Principles of Accounting

5. All the stores including controlled stores, special items of clothing as given in
AI 22/83 will be accounted for as follows:-
(a) Total stocks of the items including those in QM stores and with the
companies i.e. with the personnel or with the companies will be shown on the
reverse side of the ledger IAFZ-2286 A.
(b) Distribution of the figures in QM stores or in the respective companies
will be shown on the reverse of IAFZ-2286 A.
(c) Companies will maintain a nominal roll of the personnel indicating
items of clothing issued. Details in respect of issues made to personnel
should tally with the entries in the clothing card (IAFC-871), nominal roll and
unit clothing register.
(d) Initial issues of kit made to recruits and men according to scales will be
struck of charge.

RESTRICTED
 RESTRICTED
718

(e) Issues to men for replacement purposes will be clean exchange

method, hence CIVs, CRVs are prepared for issues to men or receipt of
salvage stores respectively, if required.

(f) The stores will be struck off ledger charge in the following
circumstances only: -

(i) On issue to another unit.

(ii) When returned to ordnance as surplus to requirement.

(iii) On return of unserviceable stores to salvage.
(iv) Expendable stores on consumption within the unit.
(v) When stores are lost.

Questions: -

1. What are the categories of stores for which separate ledgers are maintained on
IAFZ-2286A?

2. What are the categories of stores for which different types of ledgers are
maintained?

3. What are the main documents which are used for supporting entries in the
accounting sheet IAFZ – 2286A ?

4. What are the general principles of accounting in ledgers?

5. What are the circumstances in which the stores will be struck of ledger
charge?

RESTRICTED
 RESTRICTED
719

ADM (Q)-12
FOL DRAWING AND ACCOUNTING IN PEACE AREA
Reference: AI 167/70.

General

1. This subject deals with the procedure to be adopted by unit for demanding of
Fuel Oil and Lubricants (FOL). Demands for FOL will be placed by units as on
required basis. These will be framed as economically as possible, on the basis of the
actual requirement of the vehicles held on charge and the fact that the annual mileage
restrictions imposed for different type of vehicles. The detailed instructions are given
in AI 167/70.

2. Fuel, Oils and Lubricants (FOL) comprise of the following items of Army
Service Corps supply : -

(a) Petrol of 70 and 80 octane .

(b) Fule or diesel oil.

(c) Kerosene oil.

(d) Lubricating oils.

(e) Greases and graphite.

Demanding of FOL by units in Peace Areas

3. Five copies of requisition for FOL on IAFZ -2206 Part- I (Revised) will be
prepared by units. One copy of the same will be retained by the unit and four copies
are forwarded to the Supply/FOL Depot concerned .

4. The four copies of the indent submitted by the unit will be converted as copies
of issue voucher by the Supply Depot/ FOL Depot. The Supply/ FOL Depot will
return one copy of the indent to the units showing the following details : -

(a) Quantity sanctioned for issue.

(b) Type and quantity of empty containers to be returned .

(c) The date on which the FOL shall be collected.

RESTRICTED
 RESTRICTED
720

Drawing of FOL in Peace Areas

5. On receipt of one copy of indent back form the supply/FOL Depot, the
Quartermaster /Mechanical Transport Officer will take the following actions :-

(a) Arrange for transport and working party necessary to collect the FOL.

(b) Ensure that the required quantity of empty FOL containers are loaded
in the vehicles.

(c) Details responsible individual to proceed to the Supply /FOL Depot for
collection of FOL.

6. The unit representative will take with him the return copy of the indent
(IAFZ - 2206) Part I (Revised) duly receipted and endorsed by the Quartermaster
and receipt voucher number and date.

7. Empty containers will be deposited first and signature of incharge PM Section

obtained on the reverse IAFZ -2206 Part I (Revised) as taken of having received the
empty containers.

8. While drawing FOL, the unit representative will check that :-

(a) The quantity received is correct as shown on the voucher.

(b) The containers are properly sealed.

(c) The containers are not leaking.

(d) All trade containers of oil/ lubricants have their correct specification
number /grade marked on them.

9. The unit representative will sign for the receipt of the FOL and obtain a copy
of the voucher IAFZ-2206 part –I (Revised) for his unit's record with the issue record
duly completed by the FOL /Supply Depot.

10. Disposal of four copies of IAFZ -2206 submitted to OC Supply Depot will
be as under:
(a) One Copy - Unit to support FOL Ledger entry.
(b) One Copy (Receipted) - Supply/FOL Depot.
(c) Two copies - Local Audit Office.

RESTRICTED
 RESTRICTED
721

Accounting of FOL in Peace Area

11. FOL Ledger. FOL stock account will be maintained on ledger, stock of
supplies and stores on IAFZ- 2109. Receipts and issues shall be properly accounted
for on this ledger as and when transaction occurs. After every posting, the balance
stock will be attested by the QM / MTO.

12. Stock Taking A monthly stock taking of FOL will be carried out and
the stock taking certificate shall be endorsed on the stock ledger by the officer
commanding. Only physical stock on the ground will be counted and FOL issued to
vehicles (in tank) will not be taken into account for stock taking.

13. Retail Issue of FOL in Peace The retail issue of petrol 70 MT /Diesel and
engine oil to individual vehicles over a period of one week will be recorded on IAFZ
-2206 Part II (Revised) showing the quantities drawn by each vehicle on a particular
day in the respective columns. The signature of the driver will be taken only at the
end of the week in column marked. Different forms IAFZ -2206 Part II (Revised)
will be used for vehicle drawing 70 MT and diesel. At the end of the week, total
quantities issued will be charged off from the FOL Ledger IAFZ -2109 after
allotting an issue voucher number to each sheet (once a week only).

14. Simultaneous entries will also be made in appropriate columns on the car
diary (IAFZ -2209) of the vehicles for petrol and diesel issued to the vehicles.

15. A corresponding entry for quantities of petrol/diesel to each vehicle will be

made against
the same date on kilometer card (IAFZ-2212) of the vehicle.

16. A record of all other items of oil and lubricants issued to the units vehicles
during the whole month will be maintained. It will be totaled at the end of the month
and charged of from FOL ledger (IAFZ -2109) by means of CIV (IAFZ -2096).

Questions : -
1. What are the items which will comprise FOL?
2. What are the actions which the QM/MTO will take on receipt of one copy of
indent from Supply/FOL Depot?
3. What are the points to be checked by unit representative while drawing FOL?
4. What is the disposal of four copies of IAFZ –2206 Part – I (Revised)?
5. What is the accounting procedure of FOL in peace area?

RESTRICTED
 RESTRICTED
722

ADM (Q)-13

DEMANDING AND ACCOUNTING OF FOL BY

UNITS IN FIELD AREA
General

1. The procedure of demanding and accounting of FOL by units in peace areas

has been previously explained. In this lesson the procedure for demanding, collection
and accounting of FOL by units in field are as will be explained in details.

Authorised Scales

2. In addition to petrol in vehicle tanks, units carry first line reserve on wheels.
The second line reserve is carried in second line transport of the ASC. The scale of
first and second line reserve are laid down time to time by the fmn HQ.

Allocation of Responsibility

3. The 'G' Staff forecasts the operational requirements. The 'Q' Staff estimates
the movements required for the operation and in conjunction with the CASC, plan
the necessary unit replenishment.

4. The ASC is responsible for drawing FOL from the Corps maintenance areas,
carrying them forward and delivering to units. It is also responsible to hold a second
line reserve of FOL for the division on vehicles as ordered by the fmn HQ.

Method of Collection and Distribution

5. Action by units. Vehicles are filled up from first line reserve. To replenish
the reserve, units submit indents (IAFF -1024 A ) as and when required. The
requirement is given in terms of quantity of FOL and not in number of containers.
Normally supplies are made from a petrol point. At times the stores are delivered to
the units at the delivery point.

6. Petrol Points . The units representatives report at the Petrol point, with the
unit transport loaded with empty containers. He returns the empty containers and
presents the demand to the incharge FOL petrol point . While collecting FOL, the
unit representative gives a receipt on one half of IAFF - 1024 A and takes a
certificate of issue on the other half.

RESTRICTED
 RESTRICTED
723

War System of Accounting

7. Individual fighting unit in an operational/field and other areas notified as such

in government orders are not required to maintain detailed accounts for FOL in the
proper manner mentioned in the preceding paragraphs. However, in order to exercise
control on the consumption of petrol, a record of all receipts and issue will be
maintained and the following method of petrol accounting in the units is suggested: -

(a) IAFZ - 2206 should be prepared giving the BA number of the vehicles
and the quantity of petrol issued daily. The IAFZ -2206 will be cross referred
with the IAFF - 1024 A.

(b) Quantity of petrol issued to each vehicle should be entered in the

respective diary and the entry signed by the issuer.

(c) The drivers of the vehicles will, before going out of the camp have his
car diary signed by an officer. The mileage covered will be entered daily in
the car diaries.

(d) Consumption of petrol will be checked between two fills of petrol.

Economy in the Use of Mechanical Transport and FOL

8. Fullest economy in the use of MT and FOL should be exercised as our

resources are limited. The chief resources of wastage of petrol are: -

(a) Using vehicles for unnecessary journey.

(b) Using a larger vehicle than is necessary for the duty to be performed.

(c) Pilferage of petrol by drivers by milking vehicle tanks.

(d) Due to bad maintenance of vehicles.

(e) Due to bad standard of driving.

9. Petrol tanks of vehicles should be filled under the supervision of a responsible

NCO.

10. Petrol in tanks and millimeter must be checked at the commencement of and
on return from the tour of duty and entry made on the car diaries.

RESTRICTED
 RESTRICTED
724

11. Surprise check of FOL in vehicle tanks during the course of duty of training
will deter drivers for misusing petrol.

12. Responsible individuals should be detailed from dip measuring of vehicle

tanks on entering and, leaving the unit garage.

13. A record should be maintained for each vehicle by the QM/MTO to

show the petrol
consumed and the average KPL for each type of duty. This is to ensure that
vehicles are not high on petrol consumption and their average KPL favorably
compares with the target KPL.

Questions: -

1. What are the methods of collection and distribution of FOL by units in field
Areas ?

2. What is the suggested method of accounting of petrol in the units ?

3. What are the chief resources of wastage of petrol ?

RESTRICTED
 RESTRICTED
725

ADM (Q)-14
LOSSES

Reference : (a) SAO8/S/82 as amended.

(b) AO 315/73.
(c) AI 68/69.

General

1. Like in other walks of life, accounts of all expenditure incurred by the Army
are regularly maintained to check and regulate the expenditure. In the course of
transactions, there may be some losses in either stores or cash dealing. The losses are
mainly caused either due to theft, fraud or neglect providential cases, like fire, flood
or earthquake ,biological or non biological causes, faulty handling /packing. All
these causes of losses can broadly be classified under two main categories. These
are: -

(a) Losses due to theft, fraud or neglect.

(b) Losses not due to theft, fraud or neglect.

Discrepancies/Losses

2. Discrepancies / losses are either in respect of quantities or condition of stores.

They occur in respect of following transaction in unit :-

(a) Receipt Discrepancies. This refers to receipt of ordnance stores from

Ordnance /ammunition and vehicle depots and inter unit transfers of stores.
These discrepancies can be under the following heads :-

(i) Due to the fault of the consigner attributable to : -

(aa) Incorrect issue .

(ab) Faulty packing.

(ii) Due to fault of the carrying agencies where the loss may be
attributable to:-

(aa) Pilferage.

(ab) Rough handling enroute.

RESTRICTED
 RESTRICTED
726

(b) Issue Discrepancies. Discrepancies in issue may be due to

causes listed in sub para 2(a) (i) and (ii) above.

(c) Storage Discrepancies Discrepancies in issue may be due to :-

(i) Prolonged storage in relation to their life or lack of proper turn

over.
(ii) Lack of maintenance.
(iii) Adverse storage conditions.
(iv) Theft or Fraud.

(v) Fire.
(vi) Natural calamities like earthquake, storms, landslides etc. It also
includes changes in condition of stores and equipment in use to unfair
wear and tear.
(d) Loss of Personal and Public Clothing by JCOs/ OR. These
discrepancies are in respect of those items of personal and public clothing
which are on charge of JCOs/OR.. It also includes changes in conditions of
these items due to unfair wear and tear.

Investigation

3. All losses and discrepancies will be investigated immediately on discovery.

Investigation will be made by the Officer Commanding the unit, on whose charge
public money and stores held were lost, or by an officer detailed by him. The scope
of the investigation is:-
(a) To bring out the causes of loss.
(b) To assess the value of the stores lost.
(c) To fix responsibility for loss.
(d) To bring out procedural lapses to enable remedial measures to be
adopted.

Prevention

4. Adequate measures must be taken by units to prevent loss of stores held on

their charge. Test checks of wagons and consignments are made under arrangements

RESTRICTED
 RESTRICTED
727

of Station Headquarters by a board of officers both at the consignor and consignee

ends.
Loss of Public Money and Stores

5. This lesson only deals with losses of stores. Losses of certain stores are
treated for adjustment as loss of public money. An example this is loss of important
stores components discrepancy, which is not accepted by consignor. The term public
money also includes losses due to expenditure on freight in respect of stores wrongly
dispatched and losses resulting from the dispatch of stores by other than the
authorised procedure.

6. All losses of ordnance stores fall under two categories as under:-

(a) Losses due to theft, fraud or neglect.

(b) Losses not due to theft, fraud or neglect.

Register of Losses

7. All units/ formations are required to maintain a Register of Losses on IAFZ-

2161. All losses of cash, over payment as well as losses of stores and damages there
to and losses on account of irrecoverable claims, irregular/unauthorised use of
Government transport/stores, railway warrants/ military credit notes which require to
be dealt with by competent financial authorities will be entered in the register as
soon as they come to notice.

8. The register is an auditable document. Reports on losses called for by

formation headquarters are compiled from this register.

Monthly Return of Losses

9. A monthly return showing the total number of losses which occurred during
the month under review and the total value for write of against these losses will be
submitted by all units to Adjutant General [Org 7/ASO (Coord )], Integrated
Headquarters , Ministry of Defence (Army) through their respective formation
headquarters so as to reach recipient by the 15th of the following month.

10. The return will be compiled on form ASO /AE /61 by all units/
establishments. Nil returns will be submitted on a plain paper instead of the
prescribed form by units/establishments. Engineer units/establishments will send
return on form ASO/AE/62.

11. For detailed instructions regarding compilation of return refer to the pamphlet
on ‘Compilation of Reports and Returns’, issued by the Army Statistic Organisation,
vide Army Order 51/81.

RESTRICTED
 RESTRICTED
728

WRITE OFF LOSSES

Not Due to Theft, Fraud or Neglect

12. If the amount of loss not due to theft, fraud or neglect is within the financial
powers of Officer Commanding of the unit, three copies of the regular Loss
Statement (IAFA-498) will be prepared. After the signature of Officer Commanding
of the unit, one copy after linking with provisional loss statement (PLS) IAFA-498
will be filed in the unit without posting and the second copy scheduled to the Local
Audit Officer. The third copy will also be endorsed to Local Audit Officer for
despatch to Deputy Director Audit, Defence Service concerned.

13. If the amount of loss is beyond the Officer Commanding unit’s financial
power, the number of copies of loss statement prepared for losses will depend on
CFA.

14. Loss statement will be scrutinized by the Controller of Defence Accounts

Concerned immediately before they are submitted to appropriate competent financial
authorities for regularisation. After passing through all normal channels and with the
remarks/recommendations of the intermediate formation commanders, the loss
statements will be routed through the Controller of Defence Accounts for his
comments and transmission to the competent financial authority.

Procedure to Write Off Losses

15. Losses of various classes of stores occurring in a unit due to one and the
same Incident/cause eg, theft, fire, explosion and so on should be written off on
one loss statement.

16. Where part penal recoveries or otherwise are involved in a loss statement,
such recoveries will be effected and only the net value of loss written off
endorsement to this will be made on the loss statement by the competent financial
authority.

Questions: -

1. What are the receipt discrepancies and storage discrepancies ?

2. What are the scopes of investigation ?

3. What are the categories of losses ?

RESTRICTED
 RESTRICTED
729

ADM (Q)-15

CONTROLLED AND CENSUS STORES

Reference : SAO 3/S/87

General

1. Controlled and census stores consist of those items which are in short supply
and without which it is not possible for the Army to carry out its role effectively. A
list of such stores is contained in the Master List of Controlled and Census Stores
1981 published by the Army Statistical Organisation, Adjutant General’s Branch,
Integrated Headquarters , Ministry of Defence (Army), New Delhi. Majority of
these items are obtained from foreign countries and it is essential to ensure that
adequate stocks of these stores are held to cater for the current and future
requirements of the Army. To enable the authorities concerned to take timely action
in this regard, it is necessary that units should furnish information periodically in
respect of their holding, surpluses/deficiencies and this helps the planning and
provisioning of stores as well as the adjustment of surpluses/deficiencies amongst
units.

Master List of Controlled and Census Stores

2. Master list has been divided into the following parts :-

(a) Part I- Ordnance Stores. Part I has been further divided into following
sub parts:-

(i) Part 1(A). Class 'A' Ordnance Stores.

(ii) Part 1(B). Class 'B' Ordnance Stores.

(iii) Part 1 (C). Ordnance Stores.

(b) Part II . Engineers Stores of Engineer Origin.

(c) Part III. Ammunition.

(d) Part IV . MT Vehicles ('A' and 'B' Vehs).

RESTRICTED
 RESTRICTED
730

Advance Information of Issue/Transfer of Census Stores

3. The Advance intimation of every issue /transfer/ back loading will be

supplied by the cosigner as Advance Memo.
4. Following points will be borne in mind by Ord Depot / Unit in the preparation
of the Memo-

(a) Separate Memo will be prepared for separate COS Sec and for separate
addressee.

(b) Item number and quantity should be given in Adv Memo

(c) Adv intimation memo should be given serial number starting from 1st
April every year.

(d) It will be prepared and dispatched immediately after the stores have
been selected for issue.

(e) This memo will be “Acknowledged Due”. It will be the responsibility

of the consigner (sender) to ensure that all memos are duly acknowledged by
the consignee.

(f) It will be prepared in quadruplicate and distributed as follows:-

(g) HQs Comd MIS Cell of Consignor.

(i) HQs Comd MIS Cell of Consignee.
(ii) Integrated HQ MoD (Army) GS Branch, ADG System, MSO.
(iii) Office Copy.

5. To enable the authorities to take timely action and to ensure the procurement,
adequate stocks of these stores are held to cater for the current and future
requirements of the Army, it is necessary for the units to submit the information
periodically in the form of Reports and Returns. The following points must be kept
in mind while preparing the return: -

(a) Census of Ordnance Stores Return- Preparation of . The return is

prepared on form ASO/AE/52 (Revised) 1987 (Stats No AA/7017E) annually
and submitted alongwith reconciliation statement by units showing position as
on 31 Mar and 31 Aug every year to reach the addressee by 30 Apr and 30
Sep positively. Nil return is also required.
(b) Only items shown in the Master List of Controlled and Census Stores -
Part I (A) which are held on charge of the unit will be shown in the return.

RESTRICTED
 RESTRICTED
731

(c) Before compilation of the return all stores held on charge should be
physically checked to ensure correctness of nomenclature and quantity (types
and marks of items should be carefully checked).
(d) To facilitate collation, all items will be reported in the sequence of item
serial numbers as shown in the Master List.
(e) Returns in respect of DSC platoons will not be included in the returns
of units / depots to which these are attached, but will be prepared separately.
(f) If Depots /Centres submit combined returns for Record Offices, then these
fact will be clearly indicated by them on their returns to avoid the later being
listed as defaulters.
(g) Units whose detachments are located at different places irrespective of
the location, will include the figures of their detachment as well, in their
returns.
(h) Eqpt which is issued in lieu must be clearly mentioned with all
relevant details in the remarks column.
(j) Where Class 'A' stores are mounted /fitted on another eqpt as a CES
item, it must also be reported in the return to avoid any disparity in
accounting.
(k) Census items are those, the issue of which is made by Ord Depots on a
specific demand by units. Controlled items are those, the release of which is
controlled by General Staff. Provision of both Census and Controlled items is
made by Integrated Headquarters , Ministry of Defence (Army).

Submission

6. The return will be marked SECRET, if the items reported are Secret otherwise
the return will be marked CONFIDENTIAL. The return should be submitted by
units / establishments as per date shown at Para 5 (a), so as to reach all concerned by
the last day of the next month. The disposal of copies will be as under :-

(a) Original - Integrated HQ MoD (Army), GS Branch, ADG

Syste MISO, New Delhi.

(b) Duplicate - HQs Command (MIS Cell).

(c) Triplicate - HQs Div /Area.

(d) Quadruplicate- HQs Sub Area /Bde HQ.

(e) Quintuplicate - Office copy.

RESTRICTED
 RESTRICTED
732

7. Units will forward the returns to HQs Div /Area for scrutiny. Area/ Div HQs
will forward the original copy duly authenticated to the Integrated Headquarters ,
Ministry of Defence (Army)s and Comd HQs as above. For detailed procedure,
reference be made to SAO 3/ S/87.

Four Monthly Demand of Controlled Stores Return (AA- 7025)

8. The units will compile the return as on 31 Jan,31 May and 30 Sep each year
on the format and submit to reach Fmn HQs by 05th of next month. The following
points will be borne in mind while preparing the return :-
(a) COS Sec, Item No and Nomenclature of the items should be quoted
serially and correctly in accordance with the Master List of Controlled and
Census Stores (Revised Edition).
(b) Correct authorisation of the items as per PE/ WE should be given in
the respective columns.
(c) Mostly, holdings are not shown correctly. This should be reported
correctly.
(d) Items 'held in lieu' are not shown correctly in the relevant column.
Where an item is held in lieu against the deficiency of a particular item
authorised, it should be reflected against the deficiency of the said item under
column (s) and will be taken into account while calculating the 'Minimum
Requirement'.
(e) Stores released /transferred will be shown under columns 'dues in' and
'dues out' accordingly, till such time the stores are physically received /
transferred and these will be taken into account while calculating the
surpluses /deficiencies. The release/transfer orders taken into account will be
indicated in the 'Remarks' column.
(f) Increase / decrease or any other discrepancies if found due to change in
the PE /WE., the difference should be clearly mentioned /explained in the
'Remarks' column of the report.
(g) Uncontrolled stores will NOT be included in the report.
(h) Only one copy of the report, in original will be submitted.
(j) To avoid delay, the units should start preparing the report well in
advance and dispatch in time, so as to reach Fmn HQs by due date.
(k) The report should be signed by the OC unit.

RESTRICTED
 RESTRICTED
733

9. Special Demand Submission of. It should be exception rather than the rule
for adhoc demands to be submitted to Integrated Headquarters , Ministry of Defence
(Army) when the system for bulk release fails to meet any special requirements of
Comds, such as those which may arise in any emergency, and it is necessary for the
eqpt to be made available immediately a special demand maybe placed on Integrated
Headquarters , Ministry of Defence (Army)s (GS/WE- 2A). These demands must: -

(a) Indicate the necessity for the special issue;

(b) Be supported by a statement showing the Comd Stock of such item at

the time of the submission of the special demand.

(c) Include ‘Dues In’ against issues made by Integrated Headquarters ,

Ministry of Defence (Army) but which have not been materialised in
Command Stocks;

(d) Quote the No and date of the last release order received.

Questions:-

1 How many parts is the master list of controlled and census stores divided
into? What are they ?

2 What are the points to be borne in mind while preparing the Advance Memo ?

3 What are the points to be borne in mind while preparing the Census of
ordnance stores return ?

4 What is the disposal of copies of census of Ordnance Store Return ?

5 What are the points to be borne in mind while preparing the Four Monthly
Demand of Controlled Stores Return ?

RESTRICTED
 RESTRICTED
734

ADM (Q)-16

CONDEMNATION AND DISPOSAL OF STORES

Reference : AO 453 /73, AO 302/64,AI 22/83.

General

1. Responsibilities of OsC units with regard to clothing and equipment are laid
down in the Clothing Regulations para 17 and FR Part 1 para 6. The underlying
factor is that the OC unit is responsible to ensure that the clothing and equipment
held in the unit are always in serviceable condition. To ensure this, frequent
inspections are arranged and one of such periodical inspection is carried out by a
Board of Officers known as ‘Condemnation Board’.

Composition of the Condemnation Board

2. The board will be arranged under the orders of the OC unit once a quarter and
will constitute as under :-

(a) Presiding Officer - Second -in Command of the unit or a field

officer. If the unit is commanded by
an officer below the rank of a field
officer, the OC himself will preside.

(b) Members - The QM of the unit and another officer of

the unit.

Note : Ordnance representative at Formation Headquarters will attend in an

advisory capacity.

3. The date of the board is normally intimated by the Ordnance representative at

formation HQ. In case no such date is intimated and a unit desires to hold a board
will be fixed by unit and intimation given to the ordnance representative well in
advance to enable him to attend. The date and time of the Board is published in unit
orders.

Proceedings

4. The following procedure will be followed: -

(a) Prior to the assembly of the Board, IAFD -931 will be prepared in a
form with the following columns :-

RESTRICTED
 RESTRICTED
735

Unit Strength : Date of Last Condemnation

Ser Nomen Qty Qty Condemned Qty Disposal

No clature Produced as Unserviceable found re- instrs by
for pairable Ord Rep
condemnati Through Through
on Fair Unfair
Wear & Wear &
Tear Tear
1 2 3 4 5 6 7

(b) Unit strength will show actual posted strength and attached personnel,
if any.
(c) The percentage of condemned articles to be retained for repair purpose
should not exceed 10% of the articles condemned except when units working
on WET and are located in place where no salvage depot exists in which case
retention of an additional 10% will be allowed subject to the prior approval of
CAOC of the formation concerned.
(d) Condemnation board proceedings will be recorded separately for each
type of eqpt/ stores.
(e) The reasons for any abnormal variations in proportions of the
condemnation process will be recorded in the board proceeding.
(f) The quantity of the items condemned should be written both in words
and figures.
(g) All proceedings of the condemnation board will be subject to
inspection by the LAO during his periodical visits to the units.

Instructions regarding Condemnation

5. The instructions are as under :-

(a) Prior to the assembly of the condemnation board all articles will be
thoroughly inspected by the OC companies or QM and only such articles will
be put up which in the
opinion of the officers conducting the inspection are unserviceable.

(b) Articles put up will be thoroughly examined by the board and

categorised as per columns 4.5 and 6 bearing the following points in mind :-

RESTRICTED
 RESTRICTED
736

(i) Appearance is no reason for condemning an article and any item

retaining useful life will not be discarded as unserviceable.

(ii) Although an article is found to be rendered unserviceable in the

normal course of use of legitimate duties, it may have been rendered
unserviceable through unfair wear and tear. This happens when an
article has been neglected and has not been repaired in time.
(iii) Excessive condemnation results in heavy demands on ordnance
which may result in larger outstanding and consequent dis-
satisfaction.
(iv) In the interest of the State, condemnation should be kept as low
as possible.

(c) The condemned articles should be disposed off as expeditiously as

recommended by the board and the next condemnation board would not be
held until the articles condemned by the previous board have been completely
disposed off. Instructions laid down in AI 22/83 regarding clothing of life
cycle be complied with.

Condemnation of Technical Stores

6. The term technical stores cover those items need examination by EME for
accurate conditioning. Technical stores therefore, are inspected and condemned by
EME representative who visit units periodically for the purpose. If, however, any
technical stores are found to be doubtful and visit of the EME representative can not
be awaited, action will be taken in accordance with FRI Part I, Para 378, ie a work
order will be prepared and the item sent to workshop for inspection. If the item is
declared as unserviceable/ 3rd or 4th echelon repair, a BER /BLR certificate will be
given. The inspection report BER /BLR certificate will be given. The inspection
report or BER/BLR certificate becomes the authority for demanding replacement
provided the item, thus condemned is authorised for the unit.
Condition of Stores for Condemnation

7. The salient points to be observed in conditioning and sentencing important

items of clothing and necessaries, equipment and general stores commonly held by
units are detailed below :-
(a) Tubs Washing - Considered U/S when there are holes .
(b) Pots Chamber - Chipped rims and tracks across make them
U/S . Deficiency of handle do not render
U/S.

RESTRICTED
 RESTRICTED
737

(c) Enamel Ware - If 30% or more of the rims is cracked or the

same percentage of interior enamel is
chipped of, it is U/S.
(d) Chinaware & Crockery - Cracks when only right through render U/S

(e) Basin Bowl Washing - As long as they hold water they are
considered serviceable.

(f) Clothing & Necessaries - Not laid to be sentenced U/S for base
colour or defective dye.

(g) Web equipment - When the edges are frayed and cords.

Recording of the Board Proceedings

8. These are recorded in IAFD-931 and appendices are attached to it in Part I for
personal clothing items and Part II for unit equipment. The qtys condemned will be
recorded in figures as well as in words. The reasons for any abnormal variations in
proportion of Condemnation Boards be recorded in the proceedings. These are
subject to audit.

Disposal of the Proceedings of the Condemnation Board.

9. The proceedings duly typed, signed by members & Presiding Officer of the
Board are countersigned by OC Unit. Then these are fwd to Ordnance
Representative, who has already taken the manuscript copy of qty condemned
through unfair and fair wear and tear. He compares the qty and gives his disposal
instructions against each item, and returns all copies to unit except one which is kept
for his records.
Action Taken by QM on Receipt of Disposal Instrs on the Board Proceedings

10. He disposes off the stores as instructed, i.e.

(a) Converts the wooden item into firewood to be taken on charge.

(b) Packs and dispatches items to salvage depot etc.
(c) Prepares and demand for the articles condemned and fwds to Ordnance
Representative for his countersigned and onward dispatch to depot.
(d) Replaces the garments from his maintenance stock as laid down in AI
22/83 of life cycle.

RESTRICTED
 RESTRICTED
738

(e) Deposits the amount in treasury for any unfair wear & tear items after
collecting from the individual.

RESTRICTED
 RESTRICTED
739

Condemnation Board Condition - Technical Stores

10. The term technical stores need examination by EME for accurate
conditioning. Thus they are sent to dependent EME workshop for inspection, who
either repair them or give a BLR/

BER certificate as the case may be. The item is then returned to RSSD /Salvage and
new demanded on the auth of BLR / BER certificate.

Comparative Wastage Chart

11. It is a chart maintained in QM office for all fast moving items condemned in
the boards. These items will be laid by CAOC.

Questions :-

1. What is condemnation board ?

2. What is the composition of condemnation board ?

3. What are the instruction to be followed for condemnation board

proceedings ?

4. What are the instructions regarding condemnation ?

5. What is the procedure for condemnation of technical stores ?

6. What are the salient points to be observed for conditioning of important

items ?

7. What are the action to be taken by QM on receipt of disposal instruction on

the condemnation board proceedings ?

RESTRICTED
 RESTRICTED
740

ADM (Q)-17

SURVEY BOARDS - PEACE / WAR SYSTEM OF

ACCOUNTING
Reference : AO 206/76.

General

1. Survey of all ordnance stores and unit / special / ECC clothing held by
unit/formations will be carried out properly constituted boards whenever their is a
change from peace system to war system of accounting and vice-versa in the
accounting of such stores. Detailed instructions regarding composition of such
boards, their functions and documentations to be carried out are set out in succeeding
paragraphs.

Survey of Ordnance Stores and Units/Special/EC Clothing on Change Over

From Peace System of Accounting to War System of Accounting.

2. Whenever units /formations are ordered to change over to war system of

accounting, boards of survey will be held in accordance with paragraphs 1,157 and
159 of Moblisation Regulations.

3. Application for Survey Board : On receipt of orders for change over from
peace system of accounting to war system of accounting, the OC unit will apply to
formation headquarters /OC station for convening a survey board. The formation
headquarters /OC station will detail a survey board and carry out a complete survey
of all ordnance stores and clothing held on charge of the concerned unit. The
following time schedule will be adhered to in convening the survey boards :-

(a) The survey board should not be convened more than two months prior
to the date of actual move of the unit.

(b) Where the scheduled date of actual move is less than two months
away, immediate action would be taken to convene, the survey board.

4. Composition of Survey Board : The survey board will be composed as

under:

(a) Presiding Officer - One Field Officer (Not from the unit )

(b) Member (two) - One Capt. from the unit and one more officer
from the unit in station

RESTRICTED
 RESTRICTED
741

Note : In case of small units commanded by Officers of the rank of

Capt or below, one of the members could be a JCO.

(c) The ordnance representative of the formation under which the unit is
serving, will attend the board in an advisory capacity.

Functions of the Boards

5. The function of survey board are as under :-

(a) To physically check the actual unit holding of ordinance stores against
the ledgers.

(b) To condition of all stocks of general stores and unit / special /EC
clothing and such technical stores, the conditions of which can be ascertained
without the assistance of technical representative.
Notes: 1. The responsibility for inspection and conditioning of
technical equipments and stores would rest with EME. These stores
will be included in the board proceedings as per condition given by
workshop.
2. Stock of ammunition will be surveyed by Board as per the
conditioning given by FARS during its visit. In case of doubt
regarding serviceability, the formation headquarters will be approached
to arrange inspection by FARS / PARS.
3. The survey board is not a Condemnation Board and as such it is
not competent to allow any retention of unserviceable stores for use by
unit.

6. Preliminary Acton by the Unit : Prior to holding the board, the following
actions will be
completed by the unit :
(a) All fresh receipts of the stores from all sources will be checked,
binned and accounted for. Receipted copies of consigner issue vouchers will
be cleared.

(b) All stores for which disposal instructions have been received will be
disposed of accordingly. Such stores will be dispatched from the unit and
struck of ledger charge.

RESTRICTED
 RESTRICTED
742

(c) All stocks of unserviceable stores held in the unit which have been
condemned in the previous condemnation of the Survey Board. A certificate
to the effect that no stocks of unserviceable stores are held in the unit, will be
rendered personally by the OC unit. The certificate signed by the OC of the
unit will be produced before the Board and will be attached to the Board
Proceedings

(d) All ledger posting will be brought upto date and a line drawn across
each ledger page immediately, below the last entry.

(e) All ordnance stores will be listed in the form given in Appendix. 'A' to
AO 206/75. This lists will be prepared for the following categories of stores
separately for each catalogue section. This list will be prepared in
septuplicate:

(i) Ammunition and Explosives.

(ii) MT Stores (Tools and Kits)

(iii) Vehicles

(iv) Special Items of Clothing.

(v) Personal Equipment and Clothing.

(vi) Expendable Stores.

(vii) Stores for Officers ( Cash Payment Issue ).

(viii) Training Grant Stores.

(ix) Station Stores / Sector Stores / Loan Stores.

(x) Salvage stores as free issue from Salvage Sub Depot/ Section in
accordance with 92 to 95 Equipment Regulations.

(xi) Special Items of Extreme Cold Clothing Regulations.

(xii) Unit equipment (authorised on PE / WET ) which is not on 'per

men' basis and all stores not covered with (I) to (XI) above.

(xiii) Packing materials.

RESTRICTED
 RESTRICTED
743

Proceedings of the Board

7. Proceeding of the survey board will be as under:-

(a) All items of Ordnance stores and clothing laid out for survey will be
physically checked i.e. counted/ measured / weighted by the board and
compared with the entries made in the lists for correctness or otherwise of the
entry. The board will then proceed to assess the condition of the stores.
Stores/clothing which is in the opinion of the board have less than 3 months
life under active service conditions will also be conditioned as unserviceable
by the board.
(b) The result of conditioning will be entered in the list of the board under
appropriate headings.
(c) All items / quantities declared unserviceable will be stamped with
normal triangular condemnation stamp.
(d) The Board will compare the ledger balance against quantity shown on
the list and make the following entries in the ledger below the red line :-
(i) Date of Survey - Under column headed "RV No and date”
(ii) Serial No of the list - Under column "IV No and date".
(iii) Method of counting i.e. - Under column “Received and issued”
‘Counted’, Weighed’ and ‘Measured’
(iv) Quantity produced and - Under column "Balance" surveyed
Notes : 1. The entries in the ledger will be made in blue/black ink.
2. In case of any discrepancy in quantity, the matter will be
immediately brought to the notice of the OC unit and
adjustment action taken.
8. Inspection of Technical Stores: The responsibility in inspection and
conditioning of technical equipments and stores would rest with the EME. These
stores will be included in the Board Proceeding as per condition given by the
workshop.
Disposal of the Board Proceedings
9. Survey board proceedings will be disposed off as under: -
(a) The copies of the Board Proceeding after completion will be passed to
the Ordnance representative for giving disposal instructions for the following
categories of stores :-

RESTRICTED
 RESTRICTED
744

(i) Stores surplus to requirement against the WET/ Fixed scale

applicable in the new scale of the unit.
(ii) Store declared repairable and unserviceable by the board.

(b) Ordnance representative will retain one copy and return the remaining
copies to the unit for distribution as under :-
(i) Office copy.
(ii) LAO
(iii) Ordnance representative at new location.

(iv) Dependent Ordinance Depot alongwith demand.

(v) Salvage Depot/Section alongwith unserviceable stores.
(vi) Extra copy.

10. Action by Unit After Finalisation of Board Proceeding : Immediately on

finalisation of the proceedings of the unit will take the following actions :-
(a) Place demand on dependent depots in the new location to complete to
field service, scales and to make up deficiencies due to stores being declared
repairable / unserviceable in accordance with the paragraphs 50 to 65 of
Equipment Regulations.
(b) Disposal of surplus, repairable and unserviceable stores as per disposal
/instructions issued by the Ordnance representative.
(c) Personnel will be equipped with the clothing and equipment as per AI
22/83.
11. Closing of Unit Ledger : On finalisation of survey board proceedings, the unit
peace ledgers for ordnance stores will be closed as under :-

(a) Surplus stores ordered for issue to other units/ return to Ordnance will
be struck off charge by means of issue voucher.
(b) Repairable stores ordered for return to RSSD will be sent on issues
voucher to the appropriate RSSD.
(c) Unserviceable stores ordered for return to salvage will be issued on
issue voucher.

RESTRICTED
 RESTRICTED
745

(d) Remaining stores taken by the unit to its new location as per Survey
Board proceedings will be written off charge on the authority of the
proceedings and ledger balance reduced to NIL. This entry will be made in
red ink.
12. Move at Short Notice : When units are ordered to move to operational areas at
short notice and can not hold Survey Board, the following actions will be taken :-
(a) Peace ledger and connected documents will be left behind at their last
peace station.
(b) A rear detail will be left behind to handle accounts and documents for
production before audit and executive authorities as and when required.
(c) The actual composition of the rear detail will be decided by the OC. It
should as far as possible comprise of one officer and a few clerks dealing with
various types of stores accounts.
(d) Certified Issue Voucher will be prepared in respect of all items taken to
field by the unit. The certified issue vouchers will be posted, red lines drawn
and final balances recorded. If times does not permit this, a list of items
quantities taken to the field duly signed by the CO or an Officer authorised by
him, will be prepared. The Officer-in-charge rear details shall on the basis list
prepare certified issue voucher, post the ledger and draw balances after
drawing the red lines. The accounts shall thereafter be got audited.

13. The OC Rear Detail prepare list of items taken by the unit to operational area
separately for each category of stores mentioned as per para 6(e) above. The list will
show the following details:-
(a) Catalogue Section – Part/Cat No.
(b) Item.
(c) Accounting Unit
(d) Quantity taken by unit.

14. Five copies of this list will be prepared. One copy each of the list will be sent
to the Depot/ABO/FOD/OMC in whose area of supply the unit had moved. One
copy of the ordnance representative of the formation headquarters under whose
command the unit has moved and one copy to the LAO.

RESTRICTED
 RESTRICTED
746

Survey of Ordnance Stores and Special/Unit/ECC Clothing on change over from

War System of Accounting to Peace System of Accounting

15. On return of unit/formation from field to peace area, a Board of survey will
be held within 3 weeks of arrival in peace location for all articles of equipment.
Ordnance stores and Spl/Unit/EC clothing brought by the unit/formation from the
nature of operations.

16. Units will apply to formation headquarters/OC Station for convening a board.
The formation headquarters/OC Station will ensure timely convening of survey
board. The composition of the board will be the same as given in paragraph 4 above.

Functions of the Board

17. Function of the board will be as under:-

(a) To take stock of all stores in possession of the unit irrespective of the
source from which they are obtained.
(b) To condition the stores.

18. Action by the Unit : Prior to assembly of the board the unit will prepare lists
in sextuplicate of all Ordnance stores, equipment and special/unit/EC clothing which
have been brought from the theatre of operations. The list will be prepared in the
form given at Appendix ‘B’. Separate lists will be prepared for different categories
of stores listed in para 6(d) above. Unit will produce the manuscript, account book
and all records of RVs/TVs maintained in the field to the board.

Proceedings of the Board

19. These are as under:-

(a) The board will ascertain the stock of each item in the unit, if
necessary, after combining all the possible storage locations in the unit:
Note: Before accepting as holding the quantities of each item listed by the
unit, the board will satisfy itself that such quantities agree with the scales
applicable for the item in the theatre/area from where the unit is returning.
Units entitlements holdings in field can be ascertained by means of checking
various documents i.e. WET, Census of Ordnance Stores returns, IAFZ-3020
unit demands, receipted copies and manuscript records. Deficiencies or
surplus should be investigated and reconciled.
(b) The board then will proceed to condition the stores. Items will be
conditioned as serviceable, repairable and unserviceable. Condition of the
stores will be endorsed on the relevant lists against the items concerned.

RESTRICTED
 RESTRICTED
747

Stores declared unserviceable will be stamped with the normal condemnation

stamp.
(c) After completion, the board proceedings alongwith the appendices will
be submitted to ordnance representative for countersignatures and
endorsement of disposal instructions.

Note: Disposal instructions in respect of controlled stores will be obtained

from “G” Staff of the formation headquarters.

20. Disposal of Board Proceeding : The ordnance representative will indicate

the disposal instructions or surpluses, repairable and unserviceable stores on all
copies of the board proceedings. He will retain one copy and return the remaining
copies to the unit for distribution as under:

(a) Unit copy

(b) LAO
(c) Ordnance depot alongwith the demand
(d) Salvage
(e) Spare copy
(f) Office copy
21. Opening of new Ledgers and Demand of Deficiencies: On finalisation of the
proceedings, unit will open new ledgers as per AI 149/68 on the basis of the list
mentioned in paragraph 17 above.

22. Indents to complete the holdings to scales and to replace articles declared
unserviceable will be prepared and submitted in accordance with AO 471/73.

23. Disposal of Stores: All surpluses, repairable and unserviceable stores will be
disposed off as per disposal instructions by ordnance representative in the survey
board proceedings. These will be issued on regular issue vouchers and struck off
ledger charge. Mobilisation equipment/stores will be withdrawn from the unit and
kept in stock as directed by formation Headquarters.

24. Items issued to the individual will be recorded on the clothing card as per AI
22/83.

RESTRICTED
 RESTRICTED
748

Questions:-

1. What is the composition of survey board ?

2. What are the functions of survey board held on change over from peace
system of accounting to war system of accounting ?

3. What are the functions of survey board held on change over from war system
of accounting to peace system of accounting ?

4. What are the proceedings of survey board on change over from peace system
of accounting to war system of accounting ?

5. What are the proceedings of survey board on change over from war System of
accounting to peace system of accounting ?

6. What is the disposal of survey board proceeding (in both cases) ?

RESTRICTED
 RESTRICTED
749

ADM (Q)-18
STOCK TAKING
Introduction:

1 Stock Taking implies a hundred percent physical check of stores held by the
unit.

Objective

2 The objective of Stock Taking is:-

(a) To ensure correctness of stocks as per ledger balance.

(b) To minimize chances of theft or fraud.

(c) To enforce continuous watch on correct receipt, storage, accounting,

preservation, turn-over and issue of stores/ equipments.

(d) To ensure that future provisioning is carried out on correct date.

(e) To ensure that the discrepancies, if any, found when the physical stock
and the ledger balance differs, are reconciled and adjusted.

(f) To ensure that stores found surplus are disposed off.

Frequency of Stock Taking

3. Normal Stock Taking of all stores is carried out once a year. In addition to
this, special Stock Taking may be carried out at any time under any of the following
circumstances:-

(a) On change of QM, if the unit OC wants.

(b) On change of OC of the unit.

(c) At frequent intervals for valuable and attractive items.

(d) On suspected theft, incidence of fire and other causes leading to loss of
stores.

4. As regards expendable stores, the balances in the ledger will be checked

monthly with stocks. ASC stores such as rations and FOL are also physically
checked monthly vide Stores Accounting Instruction, Para 293.

RESTRICTED
 RESTRICTED
750

Personnel to Carry Stock Taking

5. An Officer of the unit detailed by the OC or Regimental board, composition

of which will be published in unit Part I Orders ,will carry out Stock Taking.

Procedure

6. Before Stock Taking is commenced, all out standing vouchers will be posted
on the ledger and a red line will be drawn across the ledger pages immediately under
the last entry. Physical count will be recorded on Stock Taking sheets (manuscript) .
After the count is over the result of the count will be entered immediately under the
red line. If the physical stock agrees with the ground balance and the ledger balance,
the result will be entered in the ledger after leaving one blank line below the red line.
The blank line will subsequently be used for posting the adjustment documents i.e.
loss statement, CRV or outstanding receipt, issue voucher. Result of the count
includes the following information which will be shown under the red line:-
(a) Date of stock taking.
(b) Method of stock taking “counted”, “weighted” or “measured”.
(c) Stock taking figure in balance column.
(d) Initial of the stock taking officer.

7. Discrepancies will be recorded on IAFZ-2286C(Verification of Equipment)

of which a certificate to the effect that all stores have been verified will also be
recorded by OC Unit.

Sequence of Checking of Different Items

8. The methods applied for stock taking are:-

(a) Checking of all items in the order in which they are listed in the
ledgers.
(b) Checking of all items at one location i.e. stores room/house and tent
starting with another store room/house.

Effect of Stock Taking on ‘AP’

9. During the Stock Taking the authorised proportion, which is shown on the
ledger sheets will be verified and checked against the quantity counted. Surplus to
‘AP’ are disposed of in accordance with the following procedure :-

RESTRICTED
 RESTRICTED
751

(a) Controlled Stores. Surplus controlled stores will be reported to

formation headquarters for disposal orders.

(b) Uncontrolled Stores. Surplus uncontrolled stores will be reported by

units to ordnance representative at formation headquarters concerned for
disposal instructions.

Adjustment

10. Surplus discovered during Stock Taking will be taken on charge by means of
CRV. If discrepancies are found, the necessary investigation will be made and
regularised by means of loss statement if necessary.

Questions: -

1 What is a stock taking board?

2 What is the objective of stock taking?

3 Apart from yearly stock taking, what are the special circumstances in which a
stock taking board may be convened by the OC unit?

4 Explain briefly the procedure of stock taking?

5 What are the methods applied for stock taking?

6 What is the procedure to dispose of the quantity found surplus in stock taking
with regard to controlled and uncontrolled stores?

RESTRICTED
 RESTRICTED
752

ADM (Q)-19

MECHANICAL TRANSPORT
DOCUMENT MAINTAINED BY MTO

Reference: AI 167/70

General:

1. When a soldier enlists in the Army and joins his Centre, certain documents
are maintained by different people regarding his terms of service, individual
particulars, courses attended, punishments awarded, postings and promotion, etc.. till
he retires from the service. Similarly whenever a vehicle is brought into use in the
Army, certain documents are maintained some of which are either used as records
are used to accompany the veh whenever it is moved/transferred.

Documents Maintained by MTO

2. These can be broadly divided into three types. They are:-

(a) Accounting documents kept in office.

(b) Documents accompanying the vehicles.

(c) Statistical reports and returns.

3. Accounting documents kept in office

(a) Unit Veh Register (IAFZ-2186)

(i) This is an official record of all the vehicles held on charge of the
unit.

(ii) Receipt and Issue of vehs will be recorded on the authority of

Receipt and Issue Vouchers.

(iii) Will be kept in the form of a loose leaf Ledger.

(iv) Separate page or series of pages will be kept of each make and
type of vehs.

RESTRICTED
 RESTRICTED
753

(b) Register of Stock and Supplies (IAFZ-2109)

(i) This is the record of receipt, issue and balance of FOL and
every entry must be initiated by QM/MTO.
(ii) Issue of fuel and HD-30 to veh will be charged of weekly
supported by IAFZ 2206 Part II and Car Diary (IAFZ-2209).
(iii) Column ‘Reserve’ be entered in pencil.
(iv) All receipts are normally entered in red ink.
(v) The stock balances on the ground must be checked against the
entries in the register by QM/MTO or board of officers/an Officer
detailed by OC unit on last day of every month and certified as correct
on the register.

(c) Requisition of FOL (IAFZ-2206) Part I (Revised): This form is

used for drawing of FOL from ASC in bulk in peace area. Five copies are
made. Four copies of this form will be submitted to OC Sup Depot/FOL
Depot and the fifth will be kept as office copy. These will be disposed off as
under: -

(i) Supply/FOL Depot Original

One of these copies
(ii) Unit demanding FOL Duplicate can be used as a gate
pass.
(iii) LAO Office Triplicate

(d) FOL Retail Issue Vouchers(IAFZ-2206) Part II (Revised): It will be

issued in book form and suitably designed for entries on both sides. Issues to
individual vehicles over a period of one week will bee recorded on this form
and stock balance adjusted in FOL stock ledger accordingly once a week by
making an issue entry. However, on the last day of the month, issues on this
form will be closed and total issues charged of from FOL ledger. Similarly
all issues of oil and lubricants other than the engine oil will be written of once
a month on expense voucher like other expendable stores. This form will
signed by the driver only once a week.

(e) Mileage Card (IAFZ-2212) (Revised): It is standard Army form

introduced into service wef 01 Jan 1971 in accordance with AO 426/70 and
AI 167/70, in place of VDRA. It shows: -

(i) The petrol, diesel, oil and lubricants consumed in the month.

(ii) Kilometers covered for various duties during the month.

RESTRICTED
 RESTRICTED
754

(iii} The complete account of vehicles used during the month.

(iv) Whether the vehicle is giving the mileage as per KPL laid down
for the vehicle.

(v) All columns to be filled and completed daily.

4. Documents Accompanying the Vehicle

(a) Drivers Car Diary (IAFZ-2209) (Revised)

(i) It is maintained for each vehicle for one quarter only. Any
blank page left unused are cancelled and signed by MTO.

(ii) It is immediately returned to MT Office after completion of

duty.

(iii) The columns contained are date, specific nature of duty, from,
to, kilometers reading, kilometers run, fuel used, signature of user and
remarks.

(iv) This is maintained to keep records of duty performed,

kilometers run and fuel issued.

(v) Balance of fuel held in tank at the end of the month will be
checked by filling tank to max and result recorded in red ink and BF to
next month/next book.

(vi) Pages should be pre-numbered.

(vii) Book should have a serial number.

(viii) Journeys performed on amenity (Payment or free) and other

payment duties will be recorded in red ink. TR number giving disposal
of money will be given in remarks column.

(ix) A manuscript register showing comprehensive record of

payment duties will be recorded.

(x) A certificate by OC unit or his representative will be endorsed

on Car Diary at the end of quarter that moves have authorised by him.

RESTRICTED
 RESTRICTED
755

(b) Vehicle/Equipment Log Book (IAFZ-2197) (Revised). The log

book will be issued with each vehicle by AOC when the vehicle is first taken
into service and will accompany the vehicle throughout its life. This book is
not auditable but may be referred to by LAO for KPL fixed by workshop,
checking the running and consumption of FOL by workshop and correctness
of change of tyres, tubes and batteries. It contains the records of: -

(i) Vehicle specification (Particulars of vehicle and equipment)

(ii) Record of drivers.

(iii) Record of inter unit transfer.

(iv) Record of repairs carried out, any changes of major/minor

assemblies.

(v) Yearly kilometer record (on monthly basis).

(vi) Record of changes of classification.

(vii) KPL as per EME tests.

(viii) Records of changes of tyres, tubes and batteries.

(c) Accident Report Form (IAFY-2002). Whenever the vehicle is

taken out for duty, the driver must have this form in his possession (SAO
12/S/65 refers).

Questions: -

1. What are the documents maintained by MTO?

2. What are the accounting documents kept in office?

3. What are the documents accompanying the vehicle?

RESTRICTED
 RESTRICTED
756

ADM (Q)-20
MT REPORTS AND RETURNS
General

1. The vehicles authorised to a unit are given in their PE/WE. The number of
vehicles held by the unit are shown on vehicle register (IAFZ-2186) by make and
type. To facilitate the higher headquarters to issue release/issue/transfer order for
deficient or surplus vehicles as the case may be, MTO is required to furnish the
necessary information periodically in the form of Reports and Returns.

Reports and Returns

2. The following reports and returns are required to be submitted by MTO:

(a) Four Monthly Census Returns of ‘B’ vehicles SP, Mountings and
Trailers (AA/6002V) IAFZ-3020 :The complete Census Return (IAFZ-3020)
in respect of all ‘B’ vehicles is submitted by the units only once a year
showing the position as on 30th Sep each year. As regards the census return
(IAFZ-3020) for the other four monthly periods viz. 31 Jan and 31 May, this
will be required for specialised vehicles only till the release/issue of these
vehicles is undertaken by Integrated Headquarters , Ministry of Defence
(Army) EDP Centre Census Return ‘A’ Vehicles (AA-6005-V) will continue
to be submitted four monthly as per Integrated Headquarters , Ministry of
Defence (Army) letter No. 90430/GS/WE-14A dated 24 Oct 75 and even No
of 27/31 Dec 75.

(b) Monthly Vehicle Casualty Return Part ‘A’ and Part ‘B’ : The
instructions regarding the preparation of this return are given as per
Appendix. ‘A’ to Integrated Headquarters , Ministry of Defence (Army)
letter No. 90430/GS/WE-14A of 24 Oct 75 and Annexure I to IV appended
thereto.

3. All units are required to submit this return showing position as on 1st of each
month, to the Army Statistical Organisation at Integrated Headquarters , Ministry of
Defence (Army), through their immediate formation headquarters, as under, so as to
reach them by the 15th of the following months :-
(a) All units will submit the return through their respective Brigade/Sub
Area Headquarters. Headquarters Brigade/Sub Area, immediate higher HQ to
the unit, will be responsible to send these to the Army Statistical Organisation
at Integrated Headquarters , Ministry of Defence (Army) in respect of all unit
under its command and control.

RESTRICTED
 RESTRICTED
757

(b) Divisional, Corps and Command troops/units will submit the return
through the Divisional, Corps and Command Headquarters respectively.

(c) In case there is no change in a particular month, nil report will

invariable be submitted.

(d) Higher formation headquarters mentioned in sub para (a) and (b)
above, will check the return, from the units under their command thoroughly
for their accuracy and after correction wherever necessary, will send the
returns, to the Army Statistical Organisation at Integrated Headquarters,
Ministry of Defence (Army) under a covering letter giving the names of the
units where returns are being forwarded. The Army Statistical Organisation
will edit the documents and prepare the input media on punch cards for use by
the Integrated Headquarters, Ministry of Defence (Army) EDP Centre. This
return will be submitted to the Army Statistical Organisation (ASO/TPT)
AG’s Branch and Part ‘A’ and ‘B’ to EDP only.

(e) Part XII Orders IAFZ-3025 (AA-6003 V) : This form has been
revised . This is used for reporting casualty to vehicle tyres, engines, batteries
and tracks in the following cases :-

(i) Fitment or removal from a vehicle.

(ii) Transfer from one vehicle to another.

(iii) Transfer to workshop/Ordnance, when removed from a vehicle.

(iv) Separate sheets are used for engines, tyres, btys and tracks.

Note 1. Condition of tyres will not be reported.

2. Changing of tyres from one wheel to another will not be reported.

3. This will be completed for the whole month and consolidated monthly
return by 5th of each month, indicating all the casualties which occurred in the
proceeding month will be submitted to Integrated Headquarters , Ministry of
Defence (Army) AG’s Branch ASO (Coord) and dependent workshop.

Repair State of Unit Equipments-Form EME-1 (AA/806)

4. This return is complied as per the instructions contained in AO 311/66. It is

submitted quarterly showing position as on 25 Feb, 25 May, 25 Aug and 25 Nov
every year to CEME Formation Headquarters with a copy to dependent workshop.
In addition to the above quarterly return, a monthly report on the same format is
submitted to dependent workshop.

RESTRICTED
 RESTRICTED
758

Statistics-MT Accidents (AA/6004 V)

5. The above return is to be submitted quarterly for the quarter ending, 31 Mar,
30 Jun, 30 Sep and 31 Dec each to formation headquarters to reach by 5th of the next
month following the quarter under report on the revised form alongwith Part I and II
of Appendix ‘A’ of the form duly completed.

Questions: -

1. What are the reports and returns submitted by the MTO ? Explain briefly
about each of them.

2. What is the procedure for submission of various MT reports and returns ?

RESTRICTED
 RESTRICTED
759

ADM (Q)-21
CLASSIFICATION OF VEHICLE
Reference : (a) AO 32/87 and 10/88.

(b) AO 74/74 & 5/95. (Classification of ‘A’ & ‘B’Veh).

Definitions

1. Vehicle. A vehicle is an assembly of chassis, cab and body/hully capable of

self propulsion over the high ways or natural terrain and used for transportation of
personnel/cargo/specialist equipment including weapons.

2. Chassis: A chassis is a vehicle capable of self propulsion with or without

cab and is tripped of all essential necessary for the transportation of
personnel/cargo/specialist equipment including weapons.

3. Chasis Frame: A Chasis Frame is capable of self propulsion and is tripped

of all major and minor assemblies and consists of structural skeleton only (AO
120/54).

Classification

4. MT vehicles used in the Army are divided into 7 classes to denote their state
of readiness for mobilisation and condition of repairs. These classifications are
governed by AO-490/70 for ‘A’ vehicles, AO 492/67 for ‘B’ vehicles and AO
261/56 for mobile engineer plants. Class I, II and III are ‘Fit vehicles and class IV to
VII are unfit vehicles. Of the unit vehicles Class IV vehicles are those are beyond
economical repair and Class VII are ‘absolute’ vehicle.

5. The Range of Vehicles : ‘A’ vehicles currently in service are as follows : -

Ser Type of vehicle Class I Class II

Miles Km Miles Km

(a) Tanks
(i) Sturt 1243 2000 2486 4000
(ii) AMX 1243 2000 2486 4000
(iii) Sherman 1243 2000 2486 4000

(iv) Churchill 808 1300 1616 2600

(v) Centurian 1243 2000 2486 4000

RESTRICTED
 RESTRICTED
760

Ser Type of vehicle Class I Class II

Miles Km Miles Km
(b) Tracked SP Artillery
(i) 25 Pdr 1243 2000 2486
4000
(ii) Ram GPO 1243 2000 2486
4000
(iii) 17 Pdr Velentine 1243 2000 2486
4000

(b) Light ‘A’ Vehicles

(i) Carriers Tracks 549 1600 1698
3200
(ii) Armd Cars, Scout 2485 4000 4971
8000
(iii) Cars and other I.G Liter I.G
Liter
Armoured Vehicles
(iv) Amphibians tracked 638 2900 1276
5800

Note:
(i) After overhaul or rebuild class I vehicle mileage recorders will be
restored to zero.

(ii) Field force units will use Class III vehicles , for training purpose in
preference to Class I and II vehicles so that the number of vehicles becoming
Class V at any time is kept to a minimum and the remaining useful life of
Class III vehicles is used to the maximum (AO 35/59).

6. ‘B’ Vehicles

Ser Type of vehicles Class I Class II

Miles Km Miles Km

(a) Motor Cycles 7000 11265.4 12000 12312

(b) Cars, Car light & Heavy 10000 16093 20000 32187
Utility and upto & including
15 Cwt/1 Ton Truck all types

(c) Lorries all types 10000 16093 20000 32187

RESTRICTED
 RESTRICTED
761

(d) Tractors Light 7000 11265.4 15000 24140

(e) Tractors Heavy 5000 8047 10000 16093

IG Liter G Liter

(f) Amphibian 2 ½
Tons wheeled (DUKW) 400 1818.4 600 2727.5

Note:
(i) Tractors light include tractors field artillery and LAA.

(ii) Tractors heavy include transporters/with Trailers Transport

/Semi-articulated and Recovery Tractors with Trailers.
(iii) Class II vehicles at (b) and (c) above fitted with new engine at
or after 24000 kms on reaching the limit of 32000 kms will be
inspected and classified and may be awarded by EME further retention
in Class III upto a maximum of 40000 kms depending on the
mechanical condition of the vehicle (AO 199/57 as amended vide AO
492/67).

7. ‘C’ Vehicle

(a) For convenience of classification, mobile engineer plants are divided

into two main categories (AO 261/56) i.e. Prime Mover Driven Plant and
Tower Plant.
(b) Class I and II
Hours of Running
Class I Class II

(i) Diesel engine driven plants viz earth removing 3000 6000
plants, Trawler Tractor all types. Tractors rubber
types, motor graders and Dumpers and Scrappers.

(ii) Construction plant viz stone crunchers, 4000 8000

granulators, Stone Driers, Bitumen Mixtures,
Head Boilers, well boring Rigs.

(iii) Petrol driven plant viz Road Rollers and 2000 4000
Concrete Mixtures.

(iv) Steam engine driven plants viz road rollers. 8000 12000

RESTRICTED
 RESTRICTED
762

(c) Class III : Vehicles which are in good running order can be made so
by light repairs but have exceeded the mileage/fuel consumption figures/hours
of running will be classified as Class III.
(d) Class IV : Vehicles requiring field repairs to bring them upto Class
I, Class II and Class III after execution of necessary repairs will be classified
as Class IV.
Notes : 1. A vehicle after repair (including assembly change) if any will be
upgraded to Class I or Class II according to the mileage already
performed vide para 3 (a) above.
2. In case of Class III vehicles done graded to Class IV repair may
be restricted to replacement of not more than one major assembly.
If more than one major assembly is required to be fitted, the vehicle
will be down graded to Class V.
(e) Class V : Vehicle requiring base repairs will be classified as V as
under :-
(i) When a vehicle for which a discard policy is stipulated, is
required to be classified as Class V before completion of the laid down
condition of discard. It is necessary to investigate into the reason for
premature down gradation. For this purpose a board of officers under
the chairmanship of at least a Major (EME) will be appointed by the
CEME of Headquarters Formation concerned. The remaining two
officers, one will be always from an arm or services other than EME.
The Board will keep a record of its findings and conclusion in the form
prescribed for this purpose.
(ii) A vehicle for which neither overhaul nor discard in
contemplated will continue to be retained and repaired at the field level
till its mechanical condition enables to be kept in a reliable state.
(f) Class VI. A vehicle which in the opinion of the inspecting officer
requires an expensive repair, due to wear, deterioration, accident or damage
will be considered as ‘ Beyond Economical Repair ’ and will be classified
as Class VI.
Notes : 1. A board 3 EME officers under the chairmanship of at
least a Major EME will examine and decide when a vehicle is to
considered ‘BER’. The board will keep a record of its findings in
the form prescribed for the purpose.
2. Vehicles which are considered to be Class VI during the
process of overhaul, found to be in a state which is considered
‘BER’ need not to be subjected to requirement in Note (a) above.

RESTRICTED
 RESTRICTED
763

(g) Class VII.Vehicles which are declared absolutes will be classified as

Class VII.

Note : 1. Obsolescent vehicles which are so declared by

order of General Staff will be awarded classification I to VI as
above with the prefix ‘O’ to denote their status. The prefix and
classification will be separated by on oblique – O/I, O/II, O/III.

2. When a vehicle is converted for use in special e.g. ARV Bridge

Layer, Personnel Carrier the classification will be same as that used
for the basis vehicle unless otherwise instructed.

3. In view of the difficulty or recording mileage performed in

water by amphibians vehicles classification of amphibians vehicle
are based on the total quantity of fuel consumed since now (or last
base overhaul).

8. Trailers GS and Specialist Towed by ‘B’ Vehicles : All trailers GS and

specialist other than those in para 5(b) will be classified as the normal towing ‘B’
vehicles detailed as per AO 13/S/54. All trailers will have their Log Books
properly maintained showing the actual mileage performed by the trailers and it is
their mileage on which the classification is based.

9. Specialist Equipment Mounted on Vehicle/Trailers : Vehicles/Trailers will

be awarded a double expressed as on oblique i.e. one indicating the cl of the veh and
the other indicating the classification of the equipment mounted on it. The
classification of the vehicle/trailer will be in accordance with the instructions laid
down in the above para and the classification of the equipment will be as detailed in
para 10.

10. Specialist equipment, Telecommunication, instruments, plant and machinery

mounted on vehicles will be classified as follows :

(a) ‘S’ - Serviceable

(b) ‘UR’ - Unit Repairs

(c) ‘R1’ - Light Repairs

(d) ‘R2’ - Field Repairs

(e) ‘R4’ - Base Repairs

(f) ‘UNSV’ - Unserviceable/Beyond Economical repairs.

RESTRICTED
 RESTRICTED
764

Notes: 1. A 15 Cwt Compressor having a vehicle classification of Class II

and Compressor which require basic repairs will be given a composite
classification to whole equipment II/R4.
2. While two or more equipments are mounted on a vehicle or
trailer the lowest classification awarded to any one equipment will be
used in the double classification laid down in para 12 above.

Registration Number (Reference AO 460/71)

11. The old system of allotment of registration number to all new vehicles
brought into service was started in 1948 and expired on 31 st Dec, 1971. The number
started with one alphabet for each year beginning with for 1948, excluded I and O
code with Z in 1971. A new numbering system has been introduced beginning from
01 Jan 1972 for allotment by the Army Statistical Organisation (ASO) to the new
vehicles vide AO 460/71.

12. The new system will, as before, meets the needs of planning and
administration. It will
also facilitate computer checking of these numbers in the returns rendered by units.
13. It will cater for a very long period than the existing system which got
exhausted in 24 years. With the existing vehicle classification pattern, the new
system will be adequate till the year 2071.
14. According to the new numbering system, ASO will allot a number, as
follows :-
(a) No allotted to a vehicle-say 72D 3601K.
(b) The above number represents a lorry GS classified as D, received in
1972 with serial number 3601 as per ASO records alphabet K is added at the
end for atomically checking the serial number (i.e 3601)

15. The four parts of the new numbering system are further explained below: -
(a) Year of Entry into Service : It will be indicated by the last two
digits of the calendar year e.g. 72 for the year 1972, 73 for the year 1973 and
so on.
(b) Broad Military Class Type : (MCT). Existing alphabet code will
continue to be used in identifying the 18 broad military class type of vehs as
under.
(i) A - Motor Cycle
(ii) B - Cars
(iii) C - Truck GS

RESTRICTED
 RESTRICTED
765

(iv) D - Lorry GS
(v) E - Tractor Transporters
(vi) F - Car 5 cwt specialist
(vii) G - Trailers GS
(viii) H - Cranes
(ix) K - Ambulance
(x) L - Amphibians
(xi) N - Trucks Specialist (1 Ton)
(xii) P - Lorry specialist
(xiii) R - Other specialist vehs
(xiv) S - Trailers specialist
(xv) T - Self Propelled Mounting
(Arty) (SPM)
(xvi) V - Armoured Cars
(xvii) W - Armoured Carriers
(xviii) X - Armoured Tanks

(c) The Number Allotted to Vehicles : A continuous numbering

system over the years from 1 onwards as at present will be adopted for each
broad MCT.

(d) Check Digit : An alphabet will be incorporated as a check digit after

the serial number. It is always be quoted with the registration number to
eliminate various types of errors in reporting the vehs. If the vehs 72D 3601K
is reported as 72D 8601K due to typing error the computer will detect the
mistake since 8601 will be accompanied with some other specified alphabet
A. In a similar manner, if the figures are transported by a mistake as 6301 K
such mistake could also be detected with the help of check digit. Serials 15
(a) and (b) will be checked by Integrated Headquarters , Ministry of Defence
(Army) EDP Centre at editing stage with the corresponding items in the
database maintained by them.

16. ASO will allot new type of registration number to all new vehicles brought
into service commencing from those received on and after 01 Jan 1972.

17. Depot/Units will ensure that when reporting a BA number of veh on part X
Order and IAFX-3020, care is taken to show the full BA number i.e. ser 15 (a), (b)
and (c) above.

RESTRICTED
 RESTRICTED
766

18. In order to meet this requirement, Integrated Headquarters , Ministry of

Defence (Army) Army Statistical Organisation has designed a comprehensive
system of allotting new type of registration number which also can cater for an
unlimited expansion of new vehs brought in service commencing from those
received on and after
1st Jan 48.

19. The details of renumbering system are as follows :-

(a) Broad Arrow - Indicates an Army veh.

(b) Year Code - Each calendar year will be denoted by an

alphabetical letter indicating the year of purchase
or receipt. (letter I and O are extended), as A-1948,
B-1949, C-1950 etc.

(c) Vehicle Group : Military Class Types segregated into groups and
each group identified by an alphabetical letter as under :-
(i) A - Motor Cycle
(ii) B - Cars
(iii) C - Truck GS (Incl Vans)
(iv) D - Lorry GS
(v) E - Tractor Transporters
(vi) G - Trailers GS
(vii) H - Cranes
(viii) K - Ambulance
(ix) L - Amphibians

(x) M - 15 Cwt specialists

(xi) N - Trucks Specialist (1 Ton)

(xii) P - 30 Cwt/3 Ton specialists

(xiii) R - Other specialist vehs

(xiv) S - Trailers specialist

RESTRICTED
 RESTRICTED
767

(xv) T - Self Propelled Mounting

(Arty) (SPM)

(xvi) V - Armoured Cars

(xvii) W - Armoured Carriers

(xiii) X - Armoured Tanks

Questions:
1.
1. Define ‘Vehicle’, ‘Chassis’ and ‘Chassis Frame’?

2. What are the terms used to classify the specialist equipment mounted in
vehicles/ trailers?

3. What are the alphabetical codes used to identify the board military class type
of vehicles?

RESTRICTED
 RESTRICTED
768

ADM (Q)-22
AMMUNITION : GEN
Reference : SAI 6/5/71, SAO 12/S/85, AI 14/87 and WET 1992 Edition.

General

1. Provision of ammunition is one of the main functions of the unit QM and it is

essential for him to be well conversant with various Regulations, Orders and
Instructions regarding indenting and accounting of Small Arms amn both service
amn as well as practice amn. The term amn includes all types of amn like cartridges,
shells, grenades, mines and explosives.

Service Ammunition

2. First Line Ammunition. Service amn is authorised in units PE/WE

depending upon the weapons authorised for the unit and the scales per weapon. It is
demanded on raising of the unit and kept to the scale at all times. It is used only in
actual shooting/war. New lots of practice amn is turned over with the service amn.

3. Second Line Ammunition : The second line scale of amn is carried within
the formation and is available as on immediate reserve to replenish the expenditure
of the units of the formation. It is expressed in number and the scales per weapon
are issued by Integrated Headquarters , Ministry of Defence (Army) GS branch.

4. GS Reserve/On Field Force Committee Rates (FFC Rates) : FFC rates are
calculated in number of days from actual operation and past experience and represent
the overall average expenditure for different types, quite contact and intense
representing the different conditions in which formations may operate. These figures
are used only for stocking and provisioning. At Div level and below amn will
always be held in terms of FIRST AND SECOND LINES SCALES. These are
expressed in number of days (i.e. 10 days Reserve, 15 days Reserve and so on ).

Responsibilities

5. Basically the handling, storage and inspection of amn is the responsibilities of

the AOC. In all formations at div level and below (except in the mountain div) the
holding of amn is the responsibility of the ASC because of their holdings of
transport. In the mountain div additional stocks are to be held on ground. The DOU
(AOC Units) is responsible for the holding. Then ASC is responsible for the
delivery forward of the DOU. The inspection of the ammunition remains the
responsibility of AOC.

RESTRICTED
 RESTRICTED
769

6. G Staff. The G staff is responsible to estimate likely expenditure of amn

for every operation. It should keep the ‘Q’ staff informed of any change in the scales
of ammunition on weapon if any and regrouping of forces. It should arrange
allotment of amn particularly artillery ammunition by higher formation Headquarters
and also control amn expenditure of the units.

7. Q Staff. The Q staff is primarily concerned with the arrangements for

supply of ammunition. It should work out composition and location of amn points
after consulting the ‘G’ staff and lower fmn HQs. The Q staff is also responsible to
inform all concerned about the location and moves of amn point. The Q staff is also
responsible for :
(a) Dumping of amn, arrange, tpt, working parties and guide for dumping;
(b) Knowing the correct position of amn at amn pts through OC ASC Bns,
to arrange bringing additional ammunition.
(c) To ensure unit holding/reserve are always maintained upto the scale.

Replenishment of Ammunition in War

8. The expenditure of amn cannot always be anticipated. Amn must always be

available whenever required, for the intensive operation. Amn points are to be kept
open for 24 hours. Amn makes the largest bulk of all items of supply and a
considerable amount of tpt is required to dump it and also to lift these dumps. For
the sake of safety, amn is to be sorted out group-wise and should be dug in when
possible.

9. Rules for replenishing the ammunition are: -

(a) Ammunition must be sent systematically as required from near to the

front to replace expended items, so that fighting troops should not have to
wait for the supply.

(b) Ammunition should not be dumped at the gun position in excess than
required.

(c) Vehicles provided for the transportation of ammunition should not be

diverted from the function.

Holding of Ammunition

10. The responsibility to hold second line ammunition in an infantry and Armd
Div is of the ASC. The ASC is also responsible to ensure that the correct types and
quantities of amn are held by them at all times.

RESTRICTED
 RESTRICTED
770

11. In an Infantry Division, the second line transport being not adequate to hold
the all amn on wheels, part of it is therefore, dumped in the ASC Harbor in the
Division administrative area.

12. The meaning of ‘On Wheels’ and ‘ASC Harbors’ is :-

(a) On Wheels. When any load is kept in a veh and not unloaded, it is
called that the stores are ‘On Wheels’.
(b) ASC Harbor. The area in the formation adm area where the ASC unit
is camped.

13. In an Armoured fmn due to its mobile role in the operations and frequent re-
grouping of armoured and inf units, the second line scales of amn are always held on
wheels. This is, therefore, held with the ASC unit because of their having tpt and the
composite platoon ASC in handling the amn.

14. A Mountain Division can hold a reserve of amn upto three second line scales.
This is held by the Div Ord Unit (DOU). The ASC in a Mountain Division is only
responsible to draw required qty of amn and issue to the units. It can also keep some
qty on wheels for immediately fwd replacement /replenishment.

Procedure of Replenishment

15. The procedure of replenishing the amn in operation or battle and certain terms
which are frequently used are as under :

(a) ARP (Amn Refilling Point) : It is a point (place) at which second line
of draw amn for delivery to fwd area tps. This point is normally opened by
FAD (Fd Amn Depot) of the maintenance area or an amn sub depot is
established by the Ord Unit allotted to a formation. It is manned by AOC
pers. Its functions are :
(i) To receive amn from base depots at rail head/road head.
(ii) To hold amn and issue to composite platoons ASC for delivery
to forward troops.
(iii) Maintenance and accounting.
(b) AP (Ammunition Point) : This is established by the ASC where amn
is dumped or kept on wheels for issue to units.
(c) DP (Delivery Point) : Where the ASC delivers amn to fwd troops in
their own transport.

RESTRICTED
 RESTRICTED
771

16. The second line transport of the formation drawn ammunition from Ordnance
ammunition holding unit/formation ammunition refilling point (ARP) behind the
formation. These are manned by AOC personnel. When a second line transport
vehicle of the ASC at the AP becomes empty, it goes back to the ARP for
replenishment, so that the quantity of ammunition at the AP is kept upto the
authorised level.

17. There are two system of replenishment of ammunition either of which may
be adopted according to the urgency. These are (see chart enclosed) :

(a) Cab System . When an empty vehicle from the AP goes to the ARP, it
passes through ASC harbor. From their another loaded vehicle with the
similar type and quantity of ammunition is sent to the AP to fill its place. The
first vehicle then goes to ARP for refilling and return to the harbor duly
loaded. This system cuts down the time taken for loading at the ARP and this
system is used in intense period of operation when consumption is very high.
Its disadvantage is that it employs double the number of vehicles.

(b) Chain System. When an empty vehicle from the AP goes to the
ARP and returns to AP after refilling. This system is used when expenditure
of ammunition is low and is in the slack period.

CAB SYSTEM

ASC
Harbour

Chain of System

Unit Expending
The Amn

RESTRICTED
 RESTRICTED
772

18. Unit’s ammunition vehicles replenish the ammunition expended by their

forward troops from the AP. As ammunition is drawn by the Unit ‘A’ echelon
vehicles. APs are usually too near these echelons. In the case of artillery
ammunition which is required in large quantities the ammunition is delivered at the
gun area by the second line transport vehicles to save labour and time in double
handling.

19. If the demand of ammunition of a unit exceeds the capacity of its own first
line transport, the ASC on specific instructions from the formation Headquarters will
deliver the ammunition to the unit. This procedure is restored to only in exceptional
cases.

Ammunition Demands

20. Indents are required from the units on IAFZ-1024A. OIC AP issues the
ammunition to the unit representative and obtains receipt from him to charge of the
same from the ammunition account on one copy of the indent.

20. Mines and explosives are not usually held by the ASC. However, the ASC
provides transport for their carriage. These items are demanded and drawn by the
Field Park Companies(Engineers) and deliver to units as per allotment made by the
formation Headquarters.

Questions:-

1. What is first line ammunition?

2. What is second line ammunition?

3. What is GS Reserve/Field Force Committee Rates?

4. What are the responsibilities of G and Q Staff with regard to handling,

storage, inspection, accounting and expenditure of ammunition?

5. What are the rules for replenishing the ammunition?

6. What do you mean by ‘On Wheels’ and ‘ASC Harbor’?

7. Explain briefly the procedure for replenishment of ammunition?

RESTRICTED
 RESTRICTED
773

ADM (Q)-23

PRACTICE/TRAINING AMMUNITION
Reference : (a) AI 14/87 (for demolition of ammunition).
(b) SA I6/S/71 (for forecast requirement of training ammunition).
(c) SAO 3/S/83 (Defect, Failure and Accidental Amn).

General

1. To ensure that men shoot straight on the target to kill the enemy during war,
they are required to remain trained and practiced in use of their weapons. For this
purpose Annual Range Practice are held. The ammunition used in these practices is
called practice/training amn. It is normally the same ammunition as issued for
service/operational uses except: -
(a) Got limited remaining life-to be early expended, downgraded to RP
(Range Practice) etc.
(b) Exposed for more than 12 months for the Hermetically sealed boxes.
(c) Manufactured for practice only i. mines practice and Bicat Strips, etc.
(d) Over-aged man marked (O/A).

Scales

2. The scale for the practice ammunition authorised for one training year to
units/Arms/Services is given in AI 14/87 and SAI 6/S/71.

Classification

3. Service Amn : Comprised of First Line, Second line and GS Reserve-

calculated by FFC (Field Force Committee) Rates are as under: -

(a) First Line : Scales are given in unit PET/WET and is carried by unit
wherever it moves.

(b) Second Line : It is expressed in numbers and the scales per weapon
are issued by Integrated Headquarters , Ministry of Defence (Army), GS
Branch. It remains with ASC who are responsible to supply to the units in
battle.

RESTRICTED
 RESTRICTED
774

(c) GS Reserves based on Field Force Committee Rates : These are

expressed in number of days (10 or 15 days). Qty of GS reserve to be held is
decided by the Fmn Cdr and the scales are issued by AHQ GS Branch.

Practice Ammunition.

4. (a) Uncontrolled.

(b) Controlled-Issue Controlled by DGWE.

(i) Controlled (Not Restricted).

(ii) Controlled (Restricted) – expenditure is restricted and list is

intimated by the DGWE to Comd HQs from time to time.

Demanding Procedure of Ammunition

5. The demanding procedure of uncontrolled and controlled ammunition (not

restricted and restricted) are as under: -

(a) Uncontrolled Amn and Controlled Amn (Not Restricted) : This will be
demanded on IAFO-2705 with Schedule of Indent from dependent Amn
Depot on a quarterly or half yearly basis, but option to draw by units will be
exercised only once in a training year.

AO 788/64

(b) Controlled Amn (Restricted) : Yearly requirements will be placed by

28 Feb of preceding training year on the form as per Appx ‘A’ to SAO
32/S/68 through staff channel to Comd HQ. Comd HQ (GS Branch) will
consolidate these demands and submit to DGWE. DGWE will make bulk
release to HQs Comds on half yearly basis. However, amn to units will be
released in quarterly or half yearly basis.
SAO 32/S/68

Indenting of Service Ammunition

6. The procedure will be as under: -

(a) Uncontrolled amn will be demanded on IAFO-2705 and the same will
be forwarded to dependent Ammunition Depot/Divisional Ordnance
Unit/Ammunition Platoon.
(b) Demands for Controlled Amn will be placed through staff channel in
accordance with the instructions laid down by staff.

RESTRICTED
 RESTRICTED
775

(i) Indents for amn authorised per weapon will only indicate
PET/WET number of security reasons and not the exact number of
weapons held on charge.

(ii) Indents for practice amn will not show the details of persons by
category. The details will be intimated separately through a letter,
suitably classified, linking the indents.

(iii) Payment indents for amn for personal use by offr will be
forwarded toIntegrated Headquarters , Ministry of Defence (Army) (OS-
6) in accordance with instructions issued from time to time through notice
to Army Order.

Accounting

7. On receipt of Amn, it will be taken on charge in Amn Explosive Register

IAFO-1444A. Necessary entries are made in LOT and Batch Registers IAFO-2713
and IAFO-2714. These two registers are maintained separately for Service and
Training Ammunition. Instructions for their use are given on the cover of the
Register. A summary of all amn expended during whole training year is maintained
year wise at the end of IAFO-1444A.
AI 149/68

8. IAFO-2713 is used for amn/explosive having one component only i.e. small
Arms Ammunition, Pyrotechnic. Demolition Explosives, Detonators, Igniters,
Primers, Fuzes, Tubes, BL & QF shot & plugged shell, switches, Demolition charges
and Generator smoked etc.

9. IAFO-2714 is used for amn/explosive having more than one components i.e.
grenades, mortar bombs, mines. Demolition charge No 2 only, shall utilized,
Rocket etc.

Issue of Ammunition

10. The following points will be borne in mind while issuing ammunition:-

(a) Minimum sealed boxes to be opened.

(b) Scaled Boxes to be opened only when actually required.

(c) Oldest Ammunition is to be opened and issued first.

RESTRICTED
 RESTRICTED
776

Turnover of Ammunition (AO 92/69)

11. The procedure for turnover of ammunition will be as under:-

(a) It is the responsibility of the OC Unit.

(b) Oldest ammunition to be expended first.

(c) SAA downgraded “Range Practice” by FARS/PARS will be kept to
the authorised entitlements.

(d) First and second line ammunition will be turned over when new/latest
stocks of Practice Amn is received.

ER Para 128
Defects, Failure and Accidents

12. Actions to be taken are laid down in SAO 3/S/83:-

(a) OC Units enquires, if a particular lot is defective or it is wide spread.

(b) Failure-ascertains whether due to amn or weapon.

(c) Appropriate report form will be used ATO/EME rep can be consulted.

(d) Six copies of the report will be forwarded to Ord Branch Comd HQ in
case the Amn is defective and EME Branch in case the weapons is only
involved.

(e) OC Arty units will report to GS Branch (Arty, Dte) Integrated

Headquarters, Ministry of Defence (Army) for Arty Amn.

Questions : -

1. How is the ammunition classified?

2. What is the demanding procedure of ammunition?
3. What is the indenting procedure of ammunition?
4. What is the accounting procedure of ammunition?
5. What are the points to be borne in mind while issuing ammunition?
6. What is the procedure for turnover of ammunition?
7. What are the actions to be taken while defects, failure and accidents with
ammunition occur?

RESTRICTED
 RESTRICTED
777

ADM (Q)-24

ACCOMMODATION AND FURNITURE

Reference : (a) Paras 1171 & 1172 of RA Para-1987. (Handing/Taking over of

barrack).

(b) Scale of accn for Def Service 1983 for Entitlement of accn.

General

1. Unit Quartermaster is responsible for the provision and upkeep of the

accommodation,
furniture and allied services required by the troops in a unit.

2. The term accommodation includes living accommodation, bath room, cook

house, dining hall, dhobi ghats, garage, guard room, institute, MI Room, mess,
parade ground and store.

3. The term furniture includes everything that is required to make the

accommodation comfortably inhabitable.. Services, which are to be provide,
are water supply, lighting, warming, refrigeration and sanitation.

5. Provision of accommodation, furniture and allied services to a unit in the

responsibility of the Military Engineering Services. Allotment of the
accommodation to a unit is done by the Station Commander at whose disposal the
entire accommodation available in a station is placed by the MES.

6. The Barrack Officer or his senior representatives at out station will be kept
informed by the Station Staff Officer of the arrival/departure of units and the
accommodation allotted to them. On the authority of this information the Barrack
Services Branch will arrange to hand/ take over buildings with furniture, fixtures and
fittings.

Accommodation

7. Entitlements: Before taking over accommodation from the MES the unit
Quartermaster should ensure that sufficient accommodation as needed by the unit is
allotted to the unit. For this purpose, the unit Quartermaster should know his
entitlements of each accommodation. Entitlement is given in the Scales of
Accommodation in the Defence Services 1983, issued by Ministry of Defence.

RESTRICTED
 RESTRICTED
778

8. Taking Over Accommodation: After allotment of accommodation is made

by the Station Commander, the MES will hand over the accommodation to the unit.
The following procedure is adopted for handing/taking over of accommodation: -

(a) An Officer of the unit will take over the accommodation from the
MES. The Barrack Services Representative accompanied by the Buildings
and Roads (B and R), Electrical and Mechanical (E and M) representatives
will be present at handing/taking over.

(b) They will jointly inspect every building room by room and check all
furniture, fittings including internal water supply, electric and sanitary
fittings, furniture with their respective lists. Damages and deficiencies will be
listed on a form which will be made out in quadruplicate. On conclusion of
the check the list and the damages/deficiencies form will be signed by all
representatives. One copy of the form will be taken over into custody of the
unit.

(c) Quarters required by the individual officers will be allotted by the

Station Commander to Inter Service Quartering Committee (or other allotting
authority) on application on the prescribed form. The officer concerned will
take over the quarter from MES representative and will sign the list and
handing/taking over form.

(d) Immediately after taking over accommodation, occupation return will

be prepared on IAFZ-2710 in quadruplicate and disposed off as follows :-
(i) Two copies to barrack officer (one of these two is meant for the
unit account attached to barrack officer)
(ii) One copy to OC station.
(iii) One office copy.

(e) For details regarding allotment of accommodation collection of rent

related to officers, see SAO 10/S/86 amended from time to time and
Regulations for the Army 1987 Chapter XXII.

(f) This will be submitted by 5th of each month to show changes during
preceding month.

(g) Complete occupation return showing all buildings and quarters will be
submitted by 20th Apr each year to show position as on 01 Apr.

RESTRICTED
 RESTRICTED
779

9. Inter Unit/Handing/Taking Over

(a) Prior notification regarding handing over will be made in writing to

MES (both B/R and E/M services) by the outgoing unit quoting authority for
the transfer of building.
(b) On the appointed day all buildings will be checked for fixtures,
fitments and any barrack damage in presence of B/R, E/M and the incoming
unit’s representatives.

(c) Damages/deficiencies will be recorded in handing/taking over form

and signed by all the four representatives, one copy being retained by each of
them.
(d) Barrack damages as assessed by the MES will be paid by the outgoing
unit before leaving the station.
(e) If a unit leaves the buildings without proper handing over, it will be
liable to pay barrack damages as assessed by the MES.
Repairs

10. Repairs comprise of renewals, replacements, maintenance and alterations

necessitated on technical or engineering grounds. Demands for repairs will be made
on the local MES Officer by the OC unit as follows :-

(a) Urgent Repairs IAFW-1817 : These demands will be confined to the

maintenance of essential services, for example, water, electricity, cooking,
sanitary fitting and to such repairs as are essential to avoid danger to the
safety or the health of the occupant of buildings, or to the safety of important
and valuable stores.

(b) Ordinary Repairs

(i) Demand Register IAFW-1805 : Demand for ordinary repairs

will be noted by the quartermaster or any other responsible officer of
the unit in demand register (IAFW-1805). Separate demand register
will be maintained by units for repairs of B/R and E/M respectively.
MES representatives visit the unit quartermaster office on days fixed
by them and sign in IAFW-1805 (column provided for this purpose)
for having noted the repairs. After noting the MES will carry out the
repairs and on completion enter the date and initial in IAFW-1805.
Quartermaster or any other officer of the unit then check the repair and
if satisfied initial in column provided for.

RESTRICTED
 RESTRICTED
780

(ii) Requisition IAFW-1833. Intervals not more frequent than

once in a month in which a quarterly inspection occurs will include
items noted at that inspection. Normally the details on IAFW-1833
will be entered by the MES from the demand register IAFW-1805
which is maintained by the units.
Handing Over Accommodation
11. The procedure for handing over accommodation is the same as for taking
over. Barrack damages will be assessed. Before leaving the station, the unit should
place, with the OC Station, the necessary amount of money to pay the Barrack
damages assessed.
Procedure for Acquiring Hired Accommodation
12. The following procedure will be followed for acquiring hired
accommodation: -
(a) OC unit acquiring accommodation should submit application to the
Station Commander/Sub Area stating: -
(i) The purpose and type of accommodation required.
(ii) In the case of living accommodation, personnel by categories.
(iii) For office or storage accommodation, room or storage space in
term of square meters.
(iv) Appropriate area or other relevant particulars of ground space.
(v) Date required. No land/building will be occupied without prior
approval.
(b) If application is accepted, then a schedule for condition will be
prepared and building (hired accommodation) handed over to the unit through
MES. Schedule will be signed by both the representatives of MES/Unit.
(c) MES will be approached for carrying out inter unit transfer, payment
of barrack damages and repair purpose of this accommodation.
Questions: -
1. Define the term ‘accommodation’?
2. What is the procedure to be followed for handing / taking over of
accommodation?
3. What are the actions to be taken for inter unit handing /taking over of
accommodation?
4. How many types of repairs are there, what are they and what is the
procedure fordemanding of repairs?
5. What is the procedure for acquiring of hired accommodation?

RESTRICTED
 RESTRICTED
781

ADM (Q)-25
FINANCIAL POWERS

General

1. CFA is the abbreviated form of the Competent Financial Authority. In order

to ensure great efficiency in administration and quick disposal of cases, certain
powers with regards to financial matters are delegated to subordinate officers by the
Government.

Authorities Laying Down the Various Powers

2. Authorities empowered to financial powers are laid down in Financial

Regulations Part I. MES Regulations and SAO 8/S/82.

Power of Local Purchase of Stores

3. Powers of local purchase of various ordnance stores are as under: -

(a) DGOS - Rs.50, 000/-

(b) DY DGOS - Rs.25, 000/-

(c) Commandant COD/CAFVD - Rs.20, 000/-

(d) Commandant Ord Depot - Rs.10, 000/-

(e) OC Ordnance Depot - Rs.4, 000/-

(f) DDOS Corps - Rs.4, 000/-

(g) CSAOC/AD SOS/DADOS/BOO - Rs.2, 000/-

(h) OC OMC/OMS/OFP - Rs.1, 000/-

(j) LPO - Rs.500/-

4. Powers for sanction of works are as under :

(a) Central Government - Full Power

RESTRICTED
 RESTRICTED
782

(b) COAS - Rs.120 Lakh

(c) GOC-in-C - Rs.75 Lakh

(d) Corps Commander - Rs.37 Lakh

(e) Commander Division/Area/ - Rs. 22 Lakh

Independent Brigade/ Independent Sub Area

(f) Commander Sub Area/Brigade - Rs.15 Lakh

(g) Station Commander (Col and above) - Rs.2 Lakh

(h) Station Commander - Rs. 50,000/-(minor work)

( below Colonel )

Questions: -

1. What are the various competent financial authorities who have been delegated
powers for local purchase of ordnance stores?

2. What are the powers for sanction of works?

RESTRICTED
 RESTRICTED
783

ADM(G)-1
CLASSIFICATION AND HANDLING OF
CLASSIFIED DOCUMENTS
Reference: (a) Pamphlet ‘’Classification and Handling of Classified
Documents 2001’’.
(b) SAO 28/S/68.
(c) Integrated Headquarters , Ministry of Defence (Army) letter No
19156/ MI-11 dated 18 Sep 87.
(d) AO 104/63, Safe Custody of accountable docus.
Need and Responsibility for Classification

1. The need for safeguarding official information requires no emphasis. To

safeguard official information, documents must be carefully examined and classified
so that they may be easily recognized and handled appropriately. The originator of a
document is responsible for the correct security grading commensurate with
information contained therein.
2. It must be remembered that over-grading a document is as harmful to security
as under-grading. Both originator and recipient must, therefore, constantly review
and downgrade classified documents appropriately as soon as situation permit.
Authorities Empowered to Classify Official Documents

3. Authorities empowered to classify the official documents are as under :-

(a) TOP SECRET -Officer not below the rank of Colonel.

(b) SECRET - Officer not below the rank of Major.

(c) CONFIDENT - Any officer is empowered to grade these

documents.

(d) RESTRICTED
Para 12 and 13 of CHCD-2001

Responsibilities of the Originator

4. (a) Ensure that minimum copies are made.
(b) Down-grade the docu when contents no longer warrant the original
classification.

RESTRICTED
 RESTRICTED
784

(c) Issue instructions for its disposal/destruction, return or handover on relief

and so on.

Definition

5. Document. Any form of recorded information including printed or, sound

recorded is a documents, such as : -
(a) Written information, whether handwritten, printed or typed.
(b) Printed, drawn or engraved information i.e., maps and sketches.
(c) Transcription, sound or voice recorded.
(d) Photographs, slides, printed films.
(e) Signal messages and telegrams.
(f) Reproduction of the above by any means.

6. Classified Document. Any document that contains any information, which is

in the interest of the national security or for administrative reasons has accordingly
been assigned any one of the classification.

7. Accountable Document. Any classified documents, matter or material (normally

TOP SECRET AND SECRET) the safe custody of which is to be certified
periodically (usually annually). These documents are kept under lock and key and
accounted for on IAFX-1840 (Register of Classified Documents). Accountable
document bears instructions to that effect on its front page and bear a copy number.

Classification of Document

8. The following classifications are given: -

Signal Abbreviation

(a) TOP SECRET - TOP SEC

(b) SECRET - SECRET
(c) CONFIDENTIAL - CONFD
(d) RESTRICTED - RESTD
(e) UNCLASSIFIED - UNCLAS (not to be specified
except in case of Signal massages).

Para 6 of CHCD-2001

RESTRICTED
 RESTRICTED
785

9. TOP SECRET. Document, information and material, the security aspect of

which is paramount importance and whose unauthorised disclosure would cause
exceptionally grave damage to the national security or national interest. This
category is reserved for the nation’s closest secrets and is to be used with great
reserve. Certain examples are: -

(a) Plans of future operations.

(b) Methods of intelligence and counter intelligence.
(c) Policy documents, negotiations with foreign countries.
Para 7 of CHCD-2001

10. SECRET. Document, information and material unauthorised disclosure of

which could be expected to cause serious damage to national security or national
interest or serious embarrassment to the Government in its functioning. It is used for
highly important matters and is the highest classification normally used. For
example :-

(a) Particulars of operations in progress.

(b) Order of battle, location and move of units during operation.
(c) Instructions on new munitions.
Para 8 of CHCD-2001

11. CONFIDENTIAL. Documents, information and material, the unauthorized

disclosure of which could be expected to cause damage to the national security or
would be prejudicial to the interest of the nation, would embarrass the Government
in its functions. Most matters will, on proper analysis, be classified no higher than
confidential. For example :-

(a) Documents of personnel and disciplinary nature, the knowledge of

which it is desirable to safeguard for administrative reasons.

(b) Routine intelligence reports.

Para 9 of CHCD-2001

12. RESTRICTED. Information and material which is essentially meant for

official use only, which would not be published or communicated to any one except
for official purpose. For example :-

(a) Technical documents not intended for release to public.

(b) Training publications and manuals.

Para 10 of CHCD-2001

RESTRICTED
 RESTRICTED
786

General Points
13. Security Grading. A document should be graded according to the security
value of the matter it contains and not essentially according to the relationship or
references to another document. The overall grading of a file or a group of
physically connected documents must, however, be that of the highest graded
therein.
14. Down Grading. Instructions for down grading of classified documents
where feasible be endorsed below the security classification by the originator for
ensuring better safe custody and security of the document. It is necessary to indicate
the actual number of pages of classified letters in addition to page numbers allotted
as SECRET on top page only. (Six pages)

Para 160 of CHCD-2001

15. Destruction. All TOP SECRET and accountable documents may be
destroyed by the recipient/custodian without referring to the originator after a period
of seven years. For destruction, form IAFZ-2034C is used.
Para 163 of CHCD-2001
16. Acknowledgement. For acknowledging a TOP SECRET and SECRET
document, form IAFZ-2034 is used. It is to be completed and sent alongwith the
TOP SECRET / SECRET document by the originator, which will be returned by the
recipient duly acknowledged to the originator.

17. Physical Check. Physical check is to be carried out quarterly. In addition,

detailed check of contents of TOP SECRET and accountable documents will be
carried out quarterly and SECRET files annually.
18. Handing of TOP SECRET Documents. Only selected persons should be
employed in office to type or handle TOP SECRET documents. Such persons
should be verified immediately after employment and at intervals not exceeding two
years.

19. Handing/Taking Over. When an officer proceeds on leave not exceeding

15 days, handing/taking over is done at the discretion of the CO. In the event of an
officer suddenly fallen ill, the documents on his charge will be checked by a board of
officers.

Para 77 of CHCD-2001

RESTRICTED
 RESTRICTED
787

Procedure for Reporting Loss of Classified Documents

20. The action is mainly based on the importance of documents that have been
presumed as lost. On discovery of loss of a TOP SECRET, SECRET, or
CONFIDENTIAL document or material a thorough search will be at once made by a
responsible officer. The loss of non-cryptographic TOP SECRET or
CONFIDENTIAL documents and of key or combination of a receptacle containing
such documents will be reported immediately to the following :-

(a) Direct to Integrated Headquarters , Ministry of Defence (Army) GS

Branch DGMI (MI-10).
(b) Direct to G Staff (Intelligence) or concerned and immediate formation
Headquarters in which document has been lost.
(c) Direct to issuing authority.
21. In the event of loss, formation Headquarters to whom the report is submitted
will order a Court of Inquiry to investigate the loss.
22. The Court will be presided over by a Senior Officer other than that of the unit
from where the loss occurred and should consist of not less than two officers. The
person allegedly held responsible for the loss cannot be a member of the court
but will be present throughout the inquiry. The court will sit “in camera” and will
enquire into the points given in appendix ‘F’ of Pamphlet “Classification and
Handling of Classified Documents 2001”.
23. A final report on the loss alongwith Court of Inquiry proceedings showing that
action has been taken to recover the documents and steps taken to prevent any
further loss will be submitted to GOC-in-C of the concerned command through
normal channel. The report should indicate the disciplinary action against the person
concerned. This report is required to be sent to Integrated Headquarters , Ministry of
Defence (Army), GS I (b) by the GOC-in-C alongwith his comments, if any. A copy
of the court of inquiry proceedings will also be sent to Integrated Headquarters ,
Ministry of Defence (Army), MI Directorate (MI –10). Proceedings
pertaining to cryptographic documents will be submitted to Integrated Headquarters ,
Ministry of Defence (Army), Sigs 3(i) with a copy to MI Directorate.

Para 142 to 153 of CHCD-2001

Questions: -

1. What are the authorities empowered to classify official documents?

2. Define ‘documents’, classified documents’ and ‘accountable documents’.
3. What are the terms used for classification of documents?
4. Define TOP SECRET, SECRET, CONFIDENTIAL and RESTRICTED
documents with examples.
5. What is the procedure for reporting loss of classified documents?

RESTRICTED
 RESTRICTED
788

ADM(G)-2

SECURITY
Reference : (a) Military Security Instructions 2001.
(b) Classification and Handling of Classified Documents 2001.
(c) SAO 6/S/87.
(d) AO 235/65, Security of Top Secret Documents.
General

1. Military security is a very important aspect of military efforts. It can be

maintained by safeguarding information, personnel, equipment and installations
against undesirable activities of nations or individuals acting against the interest of
the country.
1.
2. The primary role of the Army is to defend our country against external
aggressions. To carry out the role of the Army, it is necessary to prepare plans for
defence and action to be taken in the emergency, stock essential materials, raise
sufficient troops. All these have to be done in advance. The success of fighting
depends upon the security measures taken to prevent the enemy gaining knowledge
of such matters.

Security Measures

3. The undesirable activities may be in the form of espionage, sabotage or

subversion. The possible measures against these activities are preventive measures
and detective measures.

4. Preventive Measures. This relates to the enforcing of adequate security

measures, which will prevent or deny the enemy from all opportunities of acquiring
information or of committing subversion. These measures are the responsibility of all
ranks in the Army.

5. Detective Measures : These measures are the responsibility of specialised

organisation such as CBI.. Such detective measures include investigations of
breaches of security or clandestine (secret or contrary to law) activities which are
considered detrimental to the security of the Armed Forces.
Para 4(a) & 4(b) of MSI -2001

RESTRICTED
 RESTRICTED
789

Threat to Security.

6. The following are the possible means of threat to the security :-

(a) Subversion . An act or attempted act which is aimed to change the loyalty
of person with a view to rendering him ineffective for the organisation to which
he belongs or make him to co-operate with an unfriendly or enemy country or
an anti-national/government group.

(b) Espionage . Any action or method by the countries organisation or

individuals to obtain unauthorised information is an act of espionage.

(c) Sabotage. It is concealed or secret act causing physical damage to

equipment, property, installations with a view to assist the enemy or a hostile
foreign power to advance their subversive activities.

(d) Breaches of Security. May occur due to various reasons or may be

unintentional for example carelessness in safeguarding the documents, speaking
on telephone or radio or PA equipment and in private correspondence etc.
Para 19 to 23 of MSI-2001

Breaches of Security.

7. The following acts and omissions will lead to unintentional breaches of

security:
(a) Leaving almirahs, cabinets or other containers of classified documents
unlocked when unattended.
(b) Leaving classified documents unattended in own office or at conference
and meetings, which may be stolen or photographed.
(c) Uncontrolled entry to buildings containing classified documents or
materials.
(e) Wide circulation of classified documents.
(f) Conversation on classified matters in public places.
(g) Lack of knowledge on handling of classified materials.
(h) Non-observance of orders for guards and sentries.
(j) Lack of supervision on personnel in workshop, depots, which may results
possible sabotage.

Para 23 of MSI-2001

RESTRICTED
 RESTRICTED
790

Security Aspects

8. The security aspects may be divided into four main heads as follows and these
aspects are explained in the succeeding paragraphs :-

(a) Security of Information.

(b) Security of Personnel.

(c) Security of Material.

(d) Security of Operations.

Para 5 of MSI-2001

9. Security of Information : Leakage of information is largely due to careless

talk, careless writing and careless handling of documents, such as :-

(a) Careless Talk . The reason for careless talks are :-

(i) Conceit. Tendency to boast in order to impress on others.

Talkative people like good listeners and spies are good listeners.

(ii) Faith in Face Value. Judging people from appearance only.

Accepting them on their face value just because other are dressed as
officials or policemen. Spies are expert in disguises.

(iii) Over Enthusiasm. Tendency to show that one is an important

person who knows all things happening.

(iv) Ignorance of Consequences. Without realizing the consequences

leak out the information.

(b) Careless Writing. This is due to tendency to write in private

correspondence about official matters. Censorship is introduced to enforce
security. Private correspondence very often contains bits of information
regarding the location, move, strength and training given (SAO 7/S/87 ).

(c) Careless Handling of Documents. The following causes contribute

towards leakage of information from office, which can be the main source of
information one can pass to enemy agents :-

RESTRICTED
 RESTRICTED
791

(i) Slackness in guarding office.

(ii) Laxity in locking almirahs and cabinets where classified documents

are kept.

(iii) Carelessness in disposing of waste papers, used carbons and stencil

papers.

(iv) Tampering with office mail.

(v) Allowing files and papers to be seen by unauthorized persons.

10. Security of Personnel. Loyalty on the apart of personnel is essential. It is

enemy’s interest to attempt to undermine the loyalty of personnel. Attacks on the
loyalty are made by means of :-
(a) Radio propaganda.
(b) Undesirable articles in papers.
(c) Distribution of anti-government leaflets among military personnel.
(d) Subversive gramophone records.
(e) Agitation in trains and even in unit lines, trying to influence men to be
disloyal.

11. Security of Material. Material means stores, vehicles, properly and vital
machineries required by Armed Forces. Enemy agents attempt to damage or destroy
materials. The methods adopted is known as sabotage. Anti-sabotage
measures are :-

(a) Having sentries and physical obstacle.

(b) Guards and patrols vary their position and time.

(c) Identity checks made at irregular intervals, especially in units where

civilians are employed.

(d) Use devices such as trip wires and alarm signs.

(e) Selected local civilians are employed to catch the approaches of sabotages.

RESTRICTED
 RESTRICTED
792

12. Security of Operations. The security measures adopted during operations are a
combination of these applicable to the security of information, personnel and
material. In war, if valuable information is leaked out, essential materials are
destroyed and if morale of personnel are wrapped by enemy propaganda, an
operation may fail. The security of information, personnel and material are,
therefore, very important for operations.
Para 6 to 9 of MSI-2001
Responsible Authorities for Military Intelligence and Security in the Army:

13. The following authorities are responsible for security throughout the Army: -
(a) Integrated Headquarters , Ministry of Defence (Army). Under the overall
direction of the Government. This is implemented by Integrated Headquarters ,
Ministry of Defence (Army) through the Director General of Military
Intelligence (DGMI).
(b) At Formation Level: GOC-in-C or GOC is responsible within the frame
work of the overall policy laid down by Integrated Headquarters , Ministry of
Defence (Army).
(c) Brigade Headquarters. GSO 3 carries out the duties of Intelligence Officer
in Brigade Headquarters under the direction of Brigade Major (BM). Where
necessary, FS Sec/Detachments are attached to brigades for assisting in this
task.
(d) Unit Level. In units Second-in-Command (21C) will be the security
officer. Some other officer may also be detailed by the CO to suit conditions.

RA Para 318 & Para 30 to 36 of MSI-2001

14. Duties of Security Officer in a Unit. Following are the duties of the security
officer in a unit :
(a) Framing of Unit Security Orders and their enforcement.
(b) To organise security training in the unit.
(c) Control of entries of other personnel in the unit area and issue passes.
(d) Maint of records of all civilian passes and their verification.
(e) Liaison with local civil police, field security pers and security officers of
other units.
(f) Control of unit censorship and photography where applicable.
Para 40 of MSI-2001

RESTRICTED
 RESTRICTED
793

General Points

15. Army personnel are not permitted to publish books, letters, articles, deliver a
lecture in public institutions or press on military matters without the permission of
the Government. Applications for such permission are to be submitted to Integrated
Headquarters , Ministry of Defence (Army) through staff channel together with two
copies of the book, letter, material for lecture, or connected sketch/. photograph and
a statement from the officer under whose command the applicant is serving that
such authority has no objection to the application (Para 322 of Regulations for the
Army 1987 refers). This, however, does not apply to the publication of articles in
regimental or service journals which do not refer political or controversial issues.

16. Keeping private diaries is dangerous to security of information. Therefore, any

information, which may be of value of the enemy/foreign government is forbidden to
be recorded in private diaries. Such diaries will be collected from all ranks prior to
their entering in operational area and disposed off as under :

(a) Officers

(i) Non Medical - To Integrated Headquarters , Ministry of Defence

(Army) AG’s Branch.

(ii) Medical - To Integrated Headquarters , Ministry of Defence

(Army) AG’s Branch (Med Dte).

(b) JCOs/OR - To Record Office of the individual

17. Before dispatch, units will enclose the diaries in a sealed cover marked “Private
Diary of…. date….”. While in operational area, the diaries will not be given back to
owner except under instruction from Integrated Headquarters , Ministry of Defence
(Army) (MI Directorate). On return from operational area, they may apply to their
Regimental/Corps Record Office or Integrated Headquarters , Ministry of Defence
(Army) as the case may be.
Questions :-

1. What are the measures adopted to prevent breach of security?

2. What are the possible means of threat to the security?
3. What are the acts and omissions which will lead to unintentional breaches of
security?
4. What are the security aspects? Explain each of them in brief?
5. What are the authorities responsible for security at various levels?
6. What are the duties of security officer in a unit?

RESTRICTED
 RESTRICTED
794

ADM(G)-3

QUARTERLY SECURITY INTELLIGENCE REPORT(QSIR)

Reference : (a) AO 187/71.

(b) SAO 6/S/87.

General

1. Security and morale give a considerable influence on the fighting capabilities of

Armed Forces. Good security and high morale are inescapable to win the war. It is,
therefore, necessary that these two aspects are given careful thought and,
consideration at all times.

Aim

2. The aim of the Quarterly Security Intelligence Report is to enable the Chief of
the Army Staff and other higher authorities to obtain a correct assessment of state of
morale prevailing in the Army.

General Points

3. It is necessary that formation and units commanders should submit frank

reports on these two aspects ie, security and morale and thus assists the higher
authorities in making accurate assessment. To make this report purposeful, there are
certain general principles to be borne in mind by the originators, such as :-

(a) Material contained in the report is primarily for formation and taking
such general corrective and feasible action at Integrated Headquarters , Ministry
of Defence (Army).
(b) Any matter on security and morale may be reflected frankly without least
fear of a come back. However, report must be factually correct and without any
exaggeration or irresponsible statement.

(c) Material should be as far as possible of general concern and common

interest to a body of troops. Emphasis should normally be placed on problems,
faced by troops, rather than officers alone. The reactions of troops to various
socio-economic trends and pressures should also be brought out wherever
significant.

(d) The report should not be utilised rather misused as a medium for
individual or general complaints or ventilating grievances. Care must be taken
in use of the languages.

RESTRICTED
 RESTRICTED
795

(e) Inclusion of any material in the report does not absolve commanders
from taking normal administrative or other action. Action taken through normal
channel where applicable must be indicated in the report.

Material Included in the Report

4. The suggested subjects for the inclusion in the report are as follows :-
(a) Security for Information.
(b) Security of Personnel
(c) Security of Material.
(d) Security of Operational Move.
(e) Security of Training.
(f) Welfare and morale
(g) Civil matters.
(h) Military and Civil relations.
(j) Special subjects like subject affecting battle worthiness of
Formations/Units, suitability of the equipments and arms etc.

Periodicity

5. QSIR or Certificate of Correctness will be forwarded by all units/formations

headquarters/installations to reach Integrated Headquarters , Ministry of Defence
(Army) DGMI (MI-10) by 10th of Jan, Apr, Jul and Oct without fail. Certificate of
correctness will also be sent quarterly by units to their formation headquarters to
reach them on similar dates.

Submission of Reports

6. QSIR and Certificate of Correctness will be prepared by formations, units and

installations, commanded by Lt Col and above including those located outside India.
Channel of reporting will be as follows:-

(a) Certificate of Correctness This will be submitted quarterly without any

security classification as under :-

(i) By formations and units under a Division or Area Headquarters to the

respective GS (Int)/GS Branch or Division or Area Headquarters.

RESTRICTED
 RESTRICTED
796

(ii) By Corps and Command units to their respective controlling

branches at Corps and Command Headquarters, who will consolidate these
and forward the certificate to GS (Int) Branch of their respective
headquarters.

(iii) Directorates and Branches at Integrated Headquarters , Ministry of

Defence (Army) to their respective Coord Sections.

(iv) For layout, see Appendix C to SAO 6/S/87.

(b) QSIR. These will be submitted direct to MI-10, Integrated

Headquarters , Ministry of Defence (Army) in duplicate.

7. Date of Submission. QSIR will be initiated, so as to reach Integrated

Headquarters , Ministry of Defence (Army) (MI-10) by 10 th of Jan, Jul and Oct
without fail. Certificate of Correctness will also be sent quarterly by units to their
formation headquarters to reach them on similar dates.

8. The report will be submitted in duplicate as per Appendix ‘B’ to SAO 6/S/87.
To enable the various Branches at Integrated Headquarters , Ministry of Defence
(Army) to deal with the issues branch wise, approximately one inch of space should
be left between point concerning different branches. Retention of office copy of this
report by the originator is optional. Nil reports will not fwd to Integrated
Headquarters , Ministry of Defence (Army).

Security Classification

9. QSIR point will bear appropriate security classification according to its

contents.

Conclusion

10. Quarterly Security Intelligence Reports provides commanders at all levels an

excellent opportunity to report on any subject which has an unfavorable effect on
security of any adverse consequences. They must however, ensure that their views
and suggestions are constructive and motivate solely by a sincere desire to better the
interest of service.

Questions: -

1. What are the general principles to be borne in mind while preparing QSIR ?

2. What are the suggested subjects for inclusion in the QSIR ?

3. What is the procedure for submission of QSIR and Certificate of Correctness?

What is their periodicity ?

RESTRICTED
 RESTRICTED
797

ADM(G)-4

RETENTION AND DESTRUCTION OF DOCUMENTS

References : (a) Para 592 to 596 of Regulations for the Army 1987.

(b) Classification and Handling of Classified documents 2001.

General

1. If the documents are not sorted out and destroyed every year, the accumulation
of files will pose a big problem for every office. It is necessary that files and other
documents, which are no longer required, are destroyed and files containing
important policy matters are retained. The procedure for destruction and retention of
documents is discussed in the succeeding paragraphs.

Destruction of Documents

2. A board will be assembled annually in every unit and formation offices for the
purpose of recommending documents for destruction. The board will, as far as
possible, be composed of three officers but a JCOs, WO or senior NCO with an
intimate knowledge of the records may be detailed as a member. All documents
coming within the scope for destruction will first be examined by a competent
official of the office concerned, who will withdraw for preservation of any
documents or files containing matter likely to be of values. The recommendation of
the board will be submitted on IAFY-2001 to the Brigade/Sub Area commander or in
the case of higher formations, services or departments not under a brigade/sub area
commander to the commander of a higher of formation or head of department
concerned. The officer to whom IAFY-2001 is submitted will issue orders regarding
the disposal of the documents ensuring that no document is destroyed, which may be
of interest from a historical, financial, statistical, instructional, technical, legal or
general point of view.

3. The following certificates will be endorsed by the board of officers on

IAFY-2001 :-

(a) Certified that the records listed in the list as per Appendix ‘A’ shown
above do not contain records/documents/papers which is of any interest from
historical/financial/technical/statistical/instructional or general point of view.

(b) Certified that the provisions contained in para 592 to 596 of Regulations
for the Army 1987 and provisions of Pamphlet Classification and Handling of
Classified Documents 2001 have been complied with.

RESTRICTED
 RESTRICTED
798

4. On receipt of board proceedings in Brigade/Sub Area, the same will be

scrutinised and disposal orders by Commander are conveyed to the units. Normally
the disposal orders are given on the following lines :-

“The Commander ________ (name of Brigade/Sub Area) directs that

documents as enumerated in IAFY-2001 attached to board proceedings in
respect of _____________________________ (name of unit) and are
recommended for destruction should be destroyed by burning in accordance
with para 592 to 596 of Regulations for the Army 1987 after having retained
for the period specified therein”.

5. On receipt of disposal orders, the documents approved for destruction will be

sorted out again and one side used papers of unclassified letters will be removed for
economical use. Remaining papers will be destroyed by burning.

6. A certificate to the effect that documents have been destroyed will be

forwarded to brigade/sub area headquarters.

Retention of Documents

7. The following classes of documents will be preserved:

(a) Papers containing decision on important matters or departmental policy.
(b) Maps and plans relating to operations.
(c) Operation Orders.
(d) War Diaries.
(e) Regimental Long Roll.

8. Documents Relating to Disciplinary Cases. The period for which documents

relating to disciplinary cases will be preserved is as under :

(a) Discipline Policy - Permanently

(b) Legal & Judicial Policy - Permanently

(c) Applicability of Army Act – Policy - Permanently

(d) Court Martial – General and Police - Permanently

(e) Conduct of Civil Suits – General and- Permanently

Policy

RESTRICTED
 RESTRICTED
799

(f) Plural Marriage – Policy - Permanently

(g) Gallantry winners documents - Permanently

(h) Those who got permanent commission - Permanently

(j) Administrative action under Army Act and - 10 Years

Rule - Individual cases.

(k) Arms and Amn-Losses Disciplinary cases - 10 Years

(l) Plural Marriage - Individual Cases - 10 Years

(m) Periodical Reports and Returns - 10 Years

(n) Penal Recoveries - 10 Years

(o) Civil Suits – Individual cases - 10 years

(p) Court of Inquiry Proceedings relating - 10 years

to MT Accidents not subject to matter of litigation

(q) Appeals under section 26 and 27 of - 5 Years

the Army Act.

(r) Delegation of Powers - 5 Years

(s) Regimental & Private debate - 5 years

Officers, JCOs and OR

(t) Complaints against Officers, - 5 Years

JCOs and OR—Vigilance cases

(u) SCM Proceedings - 10 Years

Retention of Financial Documents

9. The following documents in connection with accounts funds etc will be retained
for a period of ten years :

RESTRICTED
 RESTRICTED
800

(a) Columnar Cash Book (IAFA-811) with connected receipts and payment
vouchers.

(b) Cash Account (IAFA-125) with connected receipts and vouchers.

(c) Treasure Chest Cashier’s Book (IAFA-118).

(d) Register of Money Orders (IAFA-2067).

(e) Receipt Book (IAFA-124).

RA Para 593

10. Money receipts and acknowledgements signed by the payee or his authorised
agent for the following remittances will be retained as under :

(a) Pending Enquiry Awards - 20 Years.

(b) Family allotment - 10 Years.

(c) Casual Remittances - 10 Years

(d) Special Family Allowance - 10 Years

(e) Grants from Charitable Funds - 10 Years

(f) Terminal Credit Balances - 10 Years

(g) Reservists Retaining Fee - 10 Years

11. The following other documents will be retained for a period as noted against
each :-

(a) Family Allotment Register (IAFF-1078) - 10 Years

after an individual becomes non-effective.

(b) Counterfoils of Emergency Cash Requisition - 3 Years

(IAFA-205) after use of the last form in the book.

(c) Book of Counterfoils of Completely used books - 3 Years

and partly used books of Railway Forms used for
Defence Services Personnel from the date of issue of the last form.
(d) Black Cheque Book (IAFA-176) - 3 Years
(e) Red Cheque Book (IAFA-177) - 3 Years

RESTRICTED
 RESTRICTED
801

(f) Yellow Cheque Book (IAFA-177A) - 3 Years.

(g) Register of Requisition for Remittance - 3 Years.
Transfer receipts (IAFA-610).
(h) Monthly Statement of Public Funds (IAFA-610)- 3 Years.

(j) Monthly statement of Regimental and Private - 3 Years

Funds Accounts, with Regimental Treasure Chest Account.

Note : As regards retention of imprest document , reference should be made to

“Field Imprest Payment Instruction”.

12. Retention of Contract Deeds. Documents relating to contracts, agreements etc

and correspondence connected therewith will be preserved for a period of ten years
after the contract/agreements is fulfilled or terminated. The contract
deeds/documents will not also be destroyed in cases involving litigation until
finalisation of the cases. However, in cases where audit objections have been raised,
the relevant files, and documents shall not, under any circumstances, be allowed to
be destroyed till such time the objections have been cleared to the satisfaction of
audit or have been received by the Public Accounts Committee.

Retention of Pension Documents

13. The following documents in regard to the grant of pensions, and gratuities to
JCOs, WOs, OR will be retained by the units and formations concerned for a period
of fifty years in the case of a pensioner and for twenty five years in other cases from
the date an individual becomes non-effective.
(a) Sheet Rolls and Service Books.
(b) Register Containing details of Pensioners.
(c) Admission and Discharge books of Military Hospitals.
(d) Medical Board Proceedings.

14. The following documents will be filed with the sheet roll for retention :-
(a) Sanction by audit officers for counting of former service.
(b) Enrolment forms.
(c) Primary Medical Examination Report (AFMSF-2A).
(d) Record of Service JCOs/OR (IAFF-958).

RESTRICTED
 RESTRICTED
802

(e) Details of Field or Foreign Service with orders thereon.

(f) Certificates of Election to come under any particular pension rules.

(g) Injury Reports/statements of witness.

15. Part II Orders will be treated like other pension documents and retained for
twenty-five years.

16. In addition to the documents mentioned above all important correspondence

regarding pension, gratuities will be retained for ten years.
RA Para 595

Retention of Routine Correspondence

17. Routine correspondence and other documents which have not been dealt with
elsewhere will be retained for a period of three years after which may be disposed
off in accordance with Para 592 of Regulations for the Army 1987.

RA Para 496
Questions: -

1. What are the authorities which can be referred for destruction of various
documents?

2. What is the composition of the destruction board?

3. What are the certificates to be endorsed by the destruction board on IAFY-

2001?

4. What are the classes of documents which are required to be preserved?

5. What are the documents which are required to be preserved permanently?

6. What are the documents which are required to preserve for a period of ten
years, five years and three years?

7. What are the documents connected with accounts and funds, which will be
retained for a period of ten years?

8. Write down the period of retention in respect of money receipts and

acknowledgments signed by the payee or his authorised agent.

9. What are the pension documents which will be retained, indicating the period of
retention?

RESTRICTED
 RESTRICTED
803

ADM (G)-5

BLOCK SYLLABUS AND TRAINING PROGRAMME

General

1. Though it appears to be quite a simple affair, and most of us have a feeling of

knowing all about it, but still there is a colossal of ignorance about the subject. As
such, it is appropriate to know the logical and chronological sequence to be followed
in the preparation of programmes. Instructions at all levels must be carefully planned
and prepared. Planning in the organisation and administration is required to make the
instruction a success.

Syllabus

2. Broadly, there are five stages from which will follow the training programmed.
They are as under:-
(a) Preparation of block syllabus.
(b) Preparation of detailed syllabus.
(c) Preparation of block time table.
(d) Preparation of work charts and check sheet.

(e) Weekly training programmed.

3. Block Syllabus: This at a glance shows the subject to be taught and the
preparation of time spent on each.

4. Time should also be allotted for rest, revision, spare, general administration and
so on, in the syllabus itself.

5. Sundays, holidays and any other unit fixtures in which all men have to take part
should be taken into account when calculating the number of working days.

6. The following are some other important considerations to be thought of in

preparation of the block syllabus: -

(a) The aim.

(b) How much you want to teach to achieve the aim.

(c) How much time is available?

RESTRICTED
 RESTRICTED
804

(d) How much can be properly taught within the time available.
7. Detailed Syllabus: In this you work out the actual periods required to cover
each subject in accordance with the aim. In other words, the detailed syllabus is a
breakdown of time allotted to each subject into actual lessons to be taught. It must be
worked out separately for each subject.

8. At times it might be necessary to make certain changes in the allotment of

periods in the block syllabus, after the detailed syllabus has been prepared.

9. Block Time Table: This is the third step leading on to the preparation of the
programme. The purpose is to ensure that the subjects are taught in a logical and
progressive order. It also acts as a mathematical check upon the number of periods.
This is prepared by breaking down the syllabus into weekly blocks.

10. Work Chart and Check Sheet: This should be prepared on a weekly basis,
unless the course of the training is to last only a few days.

11. The idea of preparing this is to ensure that the lessons to cover different
subjects are taught in a logical and progressive order.
12. This also exercises a certain amount of check against any subject or lesson
being omitted. Further it helps you in keeping an eye on the total number of periods
for a day or a week not exceeding those laid down.
13. Weekly Training Programme. Now to get a finished product, that is,
programme for the week, is only a simple matter of compilation keeping in mind the
undermentioned two considerations:-

(a) The nature of instructions.

(b) The suitable time of the day for a particular type of instruction.

14. To make sure that all the efforts directed so far does not fail to be effective, the
final presentation of the programme to the consumer must be attractive.

15. There is no set pattern or layout and a lot depends on the ingenuity of the
unit/sub-unit.

16. In the final test, a soldier namely in battle, no matter how brilliant, the strategy,
how excellent the commander, how good the equipment, the success or failure of an
army depends largely on the legacy of months of training, which in turn largely
depends as well planned programmes.

Questions: -

1. What are the five stages of syllabus which will follow a programme?

RESTRICTED
 RESTRICTED
805

2. Explain each stage of syllabus briefly?

ADM (G)-6

ARMY COURSES

Reference: (a) AO 40/76 & AO 41/76.

(b) SAO 8/S/77, SAO 1/S/78 and 9/S/98.

General

1. We know that there are professional colleges/institutions in the country, such

as, Engineering, Medical, Veterinary and Polytechnic. These institutions impart
specialized training. In the Army also we have certain colleges/schools for
specialised training.

Various Courses Run by Army Schools/Colleges

2. The training policy in the Army Schools and Colleges is laid down by DGMT
at Integrated Headquarters , Ministry of Defence (Army). Some of these schools are
controlled by DGMT and some by the head of the Arm/Service at Integrated
Headquarters , Ministry of Defence (Army). General function of Army School is to
train unit instructors and not the entire unit. Some of the important Army Courses
run by various schools and colleges are given below:-

(a) High Altitude Warfare School, c/o 56 APO. Trains selected personnel in
mountain and winter warfare.

(b) School of Artillery, Deolali. Runs different courses on Artillery Guns and
equipments.

(c) Armored Corps Centre and School, Ahmadnagar. Training is imparted in

tank warfare, tactics and tank technology.

(d) College of Military Engineering, Kirkee. Runs Degree Engineering

Technical Equipment, Survey, Earth Moving, Refrigerator and Air
Conditioning and Architects Courses for their own personnel only.

(e) Military College of Telephone Communication Engineering, Mhow. Runs

various courses mainly for personnel of the Corps of the Signals on
telecommunication equipment, electronic warfare (Signals) and Cipher. Also
runs courses on signal equipment for other Arms/Services.

RESTRICTED
 RESTRICTED
806

(f) College of War, Mhow. To train officers for higher command (HC) and
senior command (SC) courses.

(g) Infantry School, Mhow. Trains personnel of Arms/Services in Infantry

Weapons and Tactics.

(h) Infantry School for Young Officers and GHATAK Courses, Belgaum.
Imparts training to all young Infantry officers. Also runs GHATAK Courses
for young officers and NCOs/OR.

(j) ASC School, Bareilly. Runs various courses for ASC personnel on
supplies, MT, AT and FOL. Also runs courses in catering for other
Arms/Services.

(k) Army School of Mechanical Transport, Bangalore. Runs advanced driving

and maintenance courses for personnel of all Arms/Services.

(l) College of Material Management, Jabalpur. Runs various specialised

courses for AOC personnel. Also runs courses for Quartermaster, Cinema
Projectionists and Store man Technical. for all Arms/Services

(m) Army Central Health, Education Bureau, Lucknow . Runs health courses
for AMC officers and JCOs.

(n) Military College of Electronics and Mechanical Engineering,

Secunderabad. Runs Electricians Armored Fighting Vehicles (Armored Corps)
courses.

(o) EME School, Baroda.. Runs courses such as Fitter Gun Artillery, pre-
Commission Training for NCC officers and Engineering Equipment.

(p) AEC College and Centre, Pachmarhi. Imparts higher professional training
to AEC personnel, runs Urdu and foreign language courses, trains personnel
for Military Bands. They also run computer courses these days.

(q) Intelligence Training School, Pune. Designed to train own corps personnel
and personnel of other Arms/Services in intelligence and security duties.

(r) RVC Centre and School, Meerut. Is responsible for training personnel or
animal holding units. Also trains Army dogs.

(s) CMP Centre and School, Bangalore. Trains own Corps personnel. Also
runs courses for all Arms/Services in Military Police duties.

RESTRICTED
 RESTRICTED
807

(t) The Mechanised Infantry Regimental Centre, Ahmadnagar. Runs various

courses for own Regiment and Brigade of the Guards personnel.

(u) Army School of Physical Training, Pune. Runs courses mainly for own
personnel. Also imparts training to selected personnel of all Arms/Services in
physical training.

(v) Air Defence College, Gopalpur. Trains AD Arty Offrs and JCOs/OR.

3. For other School/College and courses you may refer SAO 8/S/77.

4. Besides the above there are certain inter services institutions for pre and post
commission training of officers. They are :

(a) Defence Service Staff College, Wellington.

(b) Armed Forces Medical College, Pune.
(c) National Defence Academy, Khadakwasla.
(d) Indian Military Academy, Dehradun.
(e) Officer Training Academy, Chennai.
(f) Rashtriya Indian Military College, Dehradun.

Despatch of Student on Courses

5. Students will be dispatched to Establishment concerned and will report their

arrival in accordance with the standing orders to individual establishments. The
students detailed for the course are required to report at the training establishments
two days before the commencement of the course.

6. Where a student is unable to join the course on the due date and arrives late due
to reasons beyond his control; he may be retained on the course at the discretion of
the commandant to the period of late arrival not exceeding the following limits:-

(a) For courses of 90 days or less - 5% of the total number of duration.

the working days.

(b) For courses exceeding 90 days -10% of the total number of working days
duration , provided the Commandant
consider that the student will be able to
make up the gap in instructions.

RESTRICTED
RESTRICTED
808

RESTRICTED
 RESTRICTED
809

Withdrawal of Students from Courses

7. Commandants of Category A Establishments may order the withdrawal of a

student (including officers) except where students are nominated by Integrated
Headquarters , Ministry of Defence (Army), who in their view are not likely to
qualify on Army Courses because of lack of professional aptitude and disciplinary or
medical grounds or if a student is absent from the course for any other reason, for a
period which will affect his studies and as a student will be notified to Integrated
Headquarters , Ministry of Defence (Army) (MT Directorate) and the Corps
Directorate concerned.

8. A student found using unfair means in the examination held by the training
centre/establishments will be withdrawn from the course and disciplinary
proceedings will be instituted against him by the training establishment concerned.
Students against whom a disciplinary action has been instituted at the training
establishment due to one reason or other will remain attached to the training
establishment till the finalisation of the case. In the case of following courses, which
affect officer’s retention of employability, officers can be permitted to continue the
course on completion of disciplinary action taken against him : -
(a) Young Officers Course
(b) Degree Engineering Course
(c) Platoon Weapons Officers Course (where it involves the retention of the
officers in service).
(d) Junior Command Course.
(e) Battalion Support Weapons Officers Course

9. Officers withdrawn from course on medical ground can also be detailed

subsequent on a similar course .The question of conveyance of such officers and
those mentioned above it detailed on a subsequent course will be covered under.
Travel Regulations 306(ii).

10. Student nominated by Integrated Headquarters , Ministry of Defence (Army)

will not be withdrawn without the prior approval of the authority at Integrated
Headquarters , Ministry of Defence (Army) by whom the students were detailed.
This will also apply to students from other ministries, State Governments, foreign
countries or any other agency outside the Army.
Absence of Students During Courses

11. A student will not normally be detailed to attend a Course of instruction at

category A or B establishments, if it is anticipated that he may be unable to complete
the course for service or other reasons. Once a course has commenced the only
purpose for which a student may leave a course is: -

RESTRICTED
 RESTRICTED
810

(a) For urgent operational reason.

(b) As an essential witness at a court martial or a court of inquiry, if
inescapable.
(c) Casual leave on extreme compassionate grounds in which case the
commandant will satisfy himself that the student will be able to make up the
instructional time lost.
(d) To appear in the promotion examination, DSSC and Technical Staff
College Entrance Examination and interview for post graduate courses.

Provisions of Leave on Long Courses

12. The Leave while on long course will be granted under the provision of
Integrated Headquarters , Ministry of Defence (Army) letter NO 50753/GS/MT-1
dated 16 Nov 72, reproduced as Appx E to SAO 8/S/77.

Relegations

13. Commandants of category establishments may recommend relegation of

student to subsequent courses running concurrently in the circumstances explained
vide SAO 8/S/77.

Frequency of Courses Attended by Individual Students

14. No students should normally be required to attend more than one Army Course
per training year. In exceptional cases, this rule may be modified at the discretion of
Headquarters Command or Corps, Directorate, Inspectorate at Integrated
Headquarters , Ministry of Defence (Army).

Students from Category A and B Establishments

15. Personnel from category A and B Establishment are not normally detailed on
Integrated Headquarters , Ministry of Defence (Army) Courses without the consent
of the Commandant concerned. Officers posted to such establishment will not carry
vacancies with them and their reserved will be detailed. This will not apply to such
courses on which the officers are detailed by name by Integrated Headquarters ,
Ministry of Defence (Army). Where it is considered essential to detail officers of the
training establishment on Army Courses in career or service interest, the demand for
vacancies by name will be send to Integrated Headquarters , Ministry of Defence
(Army).

16. The individuals serving at training establishment will not be detailed on any
course of instruction at that institution during their course.

RESTRICTED
 RESTRICTED
811

Utilisation of Course Vacancies

17. All cases of under subscription of course will be investigated and strongest
measures will be taken by Headquarters Command against defaulters’ Formation,
and unit. Unit will carry vacancies allotted to them in the event of an inter command
move. 100% reserve will be earmarked in all cases and no vacancies will be
surrendered.

Civil Equivalent of Army Courses

18. The content of some of the Army courses is of value in other walks of life.
With this in view, a list of the Army Course alongwith their equivalents is published
at Appx ‘A’ to AO 41/76.

Publication of Course Results

19. Under the present rules various benefits (like qualification pay) are admissible
to officers on completion of some courses. In the part the results of such courses
were published in the Army orders. This Army order then served as authority for
preparing initial claims for such monetary benefits. It has now been decided that the
results of the courses will not be published in Army Orders. To enable the officers to
prefer their initial claims, the following procedure will be adopted: -

(a) A list of officers who have successfully qualified in a particular course

will be prepared by Integrated Headquarters , Ministry of Defence (Army) (MT
Directorate/ Corps/ Directorate) and signed by the Director.

(b) Two copies of this list will be sent to the Controller of Defence Accounts
(Officers) Pune and copies will also be sent to the units of the Officers.

(c) The list will serve as an authority for preparing initial claims for
qualification pay by the concerned officers who will quote reference to the
number and date of Integrated Headquarters , Ministry of Defence (Army) letter
forwarding the list as at (b) above.

(d) The claims will be sent through the officers commanding unit to
respective Directorates for counter-signature and onward transmission to the
Controller of Defence Accounts (Officers) Pune for necessary action.

Grading of Students

20. Courses, the Aim of which is to Train Instructors. Students who qualify on a
course, the aim of which is to train instructors will be classified as per the manner
prescribed vide SAO 9/S/98.

RESTRICTED
 RESTRICTED
812

21. Courses, the Aim of which is Not to Train Instructors. Students who qualify
on a course, the aim of which is not to train instructors will be graded on knowledge
only. Students graded below “DISTINGUISHED” will be awarded one symbol only
for knowledge. Details are available in SAO 9/S/98.

Questions:

1. What are the inter service institutions for pre and post commission training of
officers ?

2. What are the limits of late arrivals on courses on which a student may be retained
at the discretion of the commandant ?

3. What are purposes for which a student may be permitted to leave a course ?

4. What is the procedure to be followed for preferring the initial claim of

qualification pay by officers ?

RESTRICTED
 RESTRICTED
813

ADM (G)-7

AID TO CIVIL POWER

Reference: (a) Instructions on Aid to civil authority by the Armed Forces 1970
(b) Aid to Civil Authorities 1969 (A General Staff Publication).

(c) AO 407/62 and 363/63, Instr on Aid to Civ Power.

(d) SAO 35/S/73.

(e) Para 301 to 308 of Regulation for the Army 1987.

(f) Chapter VII of Manual of Military Law.

General

1. Primary role of the Army is to defend India against external aggression.

Secondary role is to assist the Government when asked to give such assistance in
order to enable it to carry out its function peacefully.

Internal Security

2. The role of the Defence Services in the maintenance of law and order within the
country is termed as internal security.

Type of Duties

3. The civil Government may seek assistance of the Army for various purposes.
This assistance is generally for the following duties:

(a) Maintenance of law and order.

(b) Maintenance of essential services.

(c) Assistance during natural and other calamities such as earthquakes, floods,
cyclone, fire and famines.

(d) Other types of assistance including assistance in development projects.

IPC-141 & 145

RESTRICTED
 RESTRICTED
814

4. Maintenance of Law and Order. Among the duties generally performed in aid
to civil authorities the maintenance of law and order is the most important and
difficult duty. The other types of assistance are of an administrative nature. The
details of these are worked out by higher authorities and their experience and
directions would be available for the provision of this assistance.

5. The civil authorities will utilise all police resources (including State Armed
Police, Central Reserve Police and Border Security Force) at their disposal for the
maintenance of law and order. Only when disorder grows or is likely to grow beyond
the control of these forces, they may seek assistance of the Army.

6. In station where only Naval and Air Force establishments are located and there
is no Army unit close by, the immediate provisions of aid in an emergency will be
arranged by the service concerned until Army personnel arrive in the station to take
over. If the Army then calls upon Naval or Air Force personnel for assistance such
assistance will be extended to by them.

SAO 35/S/73

7. Disposal of Unlawful Assemblies. The Magistrate orders the unlawful

assembly to disperse. If it does not disperse, the Magistrate may call upon the
commander of the troops present. The request should preferably be made in writing
on IAFD-908. It can be verbal also in which case the military commander ensures
that such request is not an order to open fire.

8. The principles to be observed by the commander of the troops while aiding civil
authorities in dispersing unlawful assemblies are: -

(a) Comply with the request of the Magistrate of the highest rank and no one
else. The request of the magistrate should be preferably in writing.

(b) The strength, composition and equipments of the force are the
commander’s responsibility.

(c) Only minimum force is to be used while rendering such assistance, it

should be borne in mind that measures are being taken against misguided and
unruly citizens and not against an enemy. This imposes certain restrictions and
the task of the soldier is action in aid of the civil authorities is, therefore,
difficult one.

(d) Military methods and tactics to be used.

(e) All Officers, JCOs and NCOs commanding tps must be in possession for
IAFD-908.

(f) Maintain close liaison with the civil authorities and police. Ask for a
Magistrate to accompany at all times.

RESTRICTED
 RESTRICTED
815

(g) Keep force out of sight of the crowd until the time comes to take action.

(h) Get copies of IAFD-908 signed by the Magistrate.

(j) Firing should be effective. No blank round is fired. Aim at the ring leader.

(k) Firing may not be necessary. If decided to fire, warn the crowd.

(l) If one round is sufficient, do not fire two. The moment the crowd
commences to disperse, cease-fire.

(m) Secure the wounded and sent them to hospitals.

(n) Recover fired cases and check number of rounds fired.

(o) Consult the Magistrate and retain important witness.

(p) Keep a careful diary of all events from the time called out. Do not refer to
the mob as enemy. Use a camera, if in possession.

(q) If the Magistrate tells the military commander to cease action, obtain the
order in writing, i.e. military assistance no longer required.

Court of Inquiry

9. It is the declared policy of the defence and civil authorities in India to protect
officers and soldiers to the fullest extent. If the commander follows the principles
and acts in good faith, he is fully protected.

10. A court of inquiry will be held and with the help of the diary maintained, the
commander will be able to answer all questions.

11. Organisation of Police Forces in a State Showing Military and Civil

Counterpart

Ser Civil Police Military

No
(a) The Governor or Inspector General Area Commander
Lt Governor or
Chief Commissioner
(b) Commissioner Deputy Inspector General Sub Area
Commander
(c) Deputy District Supdt of Police Sub Area
Commissioner or Commander or
Collector Station
Commander

RESTRICTED
 RESTRICTED
816

Reports

12. When troops are called out in aid of Civil power, situation will be initiated by
the HQ formation concerned twice daily.

13. Submission of the reports will commence from the time the Army warned to
provide aid and not from the time troops are actually called out. The situation report
will continue to be submitted till the troops are completely withdrawn. The following
reports are submitted:-

(a) First report: Contents of the first report will comprise of the following:

(i) Alfa - Civil authority who has requested for the aid.

(ii) Bravo - Place at which aid is to be provided and purpose

(iii) Charlie - Strength of troops by categories.

(iv) Delta - Time when troops first stood by or where called out

(v) Echo - Movement of troops, if any.

(b) Daily Report. Daily situation report giving situation as at 1000 hrs will be
signaled to INDARMY (DGMO) and would reach by 0800 hrs next day.
Classification of such comn will be RESTRICTED.

(c) Final Report. When the aid is concluded the following information in
quadruplicate will be submitted to Integrated Headquarters , Ministry of
Defence (Army) by Command Headquarters on the following lines: -

(i) No and type and troops employed.

(ii) Equipments used.

(iii) Duration of employment.

(iv) Brief reports of work done.

(v) Results achieved.

14. A further report is also sent in quadruplicate on the incidental charges relating
as early as possible.

Recoveries

15. Recoveries from the State Government for Maintenance of Law and Order. All
expenditure on account of employment of Armed Forces will be borne by the Central

RESTRICTED
 RESTRICTED
817

Government. It is; however, open to the State Government to contribute towards the
cost, if they wish to do so.

16. For Maintenance of Essential Service, For Assistance during Natural Calamities
and Assistance in the Execution of Development Projects. No recovery will be
make from the State Government on account of:-
(a) Normal pay and ration of service personnel. However, in case where
additional units are maintained by retaining the unit due for disbandment or by
raising new units specially to meet the requirement of the State, the entire cost
of the these units will be charged from the State Government.

(b) Clothing, equipment, vehicles etc, used by the troops.

17. Recovery will, however, be made in respect of the following: -

(a) Consumable stores including FOL, entire cost at payment issue rates.

(b) Non-consumable stores equipment, depreciation assessed on the

replacement cost on account of wear and tear.

(c) Cost of repairs and maintenance.

(d) Incidental expenditure necessitated by work i.e., cost of move of units.

Note : Pensionary liability in respect of any accident to troops will be that of the
Government of India. Troops will be treated as on duty. Any damage to crops
or compensation payable to civilians would, however, be paid by the State
Government concerned.

Questions: -

1. What are the duties for which assistance is given to civil authorities ?

2. What are the principles to be observed by the commander of the troops while
aiding civil authorities in dispersing unlawful assemblies ?

3. What are the reports which are required to be submitted during aid to civil
authorities ?

4. On what account the expenditure during aid to civil authorities will be recovered
from State Government ?

RESTRICTED
 RESTRICTED
818

ADM (G)-8

ADMINISTRATIVE INSTRUCIONS FOR UNITS ORDERED

TO BE RAISED

Reference: (a) SAO 23/S/73.

(b) AI 22/93 & 44/76, (Clothing 7 For Sty & Office eqpt).
(c) AO 161/73. (For est a URC).

General

1. When a unit is ordered, to be raised, the unit will be confronted with various
problems. It is imperative that unit will experience teething troubles. To put the unit
on the track to ensure smooth functioning, the persons responsible for raising will
have to work hard and above all they should require to know the sequence of actions
and source of supply of various stores, equipments, vehicles and other materials.

Type of Rising

2. There are two types of rising such as: -

(a) Temporary Raising. Units raised for duration to meet the emergency
during the currency of operation is known as temporary raising.

(b) Permanent Raising. Units raised due to expansion of Army on permanent

basis is known as permanent rising.

3. The units are raised on either Peace Establishment (PE) or War Establishment
(WE).

Authority for Rising

4. Units are raised under the authority of Government of India. Ministry of

Defence. On getting sanction for rising, staff orders and administrative orders are
issued by GS Branch and AG’s Branch respectively to all concerned.

Staff

5. Officers, JCOs and OR as authorised on PE/WE will be provided as under: -

(a) Officers - By Integrated Headquarters , Ministry of Defence
(Army).
(b) JCOs and OR - By respective Records Office.
(c) Civilians - Civilians, if authorised will be adjusted by. AG’s
Branch Integrated Headquarters , Ministry of Defence
(Army)

RESTRICTED
 RESTRICTED
819

Release of Ordnance, Stores, Vehicles and Equipments

6. (a) Detailed instructions regarding the equipment table applicable and the
method of releasing ordnance equipments, vehicles, controlled stores and
controlled items of ammunition will be issued to all concerned by Integrated
Headquarters , Ministry of Defence (Army) MGO’s Branch (OS-19E).
(b) Controlled stores and controlled items of ammunition will be released in
accordance with instructions, contained in Integrated Headquarters, Ministry of
Defence (Army) letter No 82012/WE-2A dated 29 Mar 73.
(c) Instructions for releasing vehicles will be issued by Integrated
Headquarters, Ministry of Defence (Army) GS Branch (WE -2B).

7. Uncontrolled Stores. Units raised on PE/WE for which firm equipment table
exists, no indents are required to be placed by the units for uncontrolled stores except
for the Maintenance Stores or articles of clothing and necessaries as admissible vide
AO 274/65.

8. Utensils Cooking. For the units/establishments raised on WE/PE, cooker oil or

cooking utensils are issued automatically, as authorised in the WET/PET.

9. Units Raised on Establishment for which no Firm Equipment Table of Units

having Similar Role is Made Applicable as Guide. In this case ordnance stores are
not issued automatically. Units are required to demand the stores from CODs based
on the scales shown in the guide equipment table.

10. Units raised on Establishment for which neither any Firm Equipment Table
Exists nor any other Equipment Table can be Made Applicable as a Guide. In this
case ordnance stores are not issued automatically. Units are required to demand
essential stores from CODs as on required basis.

11. Clothing
(a) Personnel will be clothed in accordance with the scales laid down in AI
22/83. Demands for procurement of this will be submitted to dependent
ordnance depot as per normal procedure.
(b) Extra issue winter clothing for units raised between 01 Nov to 31 Mar will
be demanded in accordance with the instructions of the superior commander at
the scale contained in AI 22/83.

12. Fuel, Oil and Lubricants. FOL will be drawn as on required basis subject to
restrictions imposed from time to time and will be accounted for in accordance with
AO 167/70.

RESTRICTED
 RESTRICTED
820

Medical Equipment

13. Arrangements will be made by the Director General Armed Forces Medical
Service, Ministry of Defence, for supply of medical stores and equipment.

Animal and Vet nary Stores

14. If animals are authorised in the establishment, provision will be made by the
following:-

(a) GS Mules - Under orders to be issued by Integrated Headquarters

MoD (Army) QMG’s Branch, ST Directorate
Directorate.

(b) Rides, Camels - Under orders to be issued by Integrated Headquarters ,

, Army Dog Ministry Defence (Army) QMG’s Branch, RV Dte

and of Veterinary Stores.

Welfare and Amenities

15. Grant for the provision of amenities will be claimed in accordance with orders
published in Army Instructions.

Establishing a Unit Canteen (CSD (I) ) Stores

16. The Sub Area Commander/Brigade Commander concerned will sanction the
running of CSD (I) Canteen by the unit in according with AO 584/73 immediately on
receipt of raising instruction from Integrated Headquarters, Ministry of Defence
(Army). Loans are granted by Canteen Stores Department to units as specified in AO
161/73.

Contingent Grant

17. Initial allotment to meet expenses will be made by the controlling Branches/
Directorate at Integrated Headquarters, Ministry of Defence (Army) at the time of
raising.

Stationary and Office Equipment

RESTRICTED
 RESTRICTED
821

18. Dependent stationery depot will arrange issue of one typewriter and stationery
for one month’s requirement on a letter from its OC. Powers of local purchase can be
exercised vide AI 44/76 as amended from time to time.

Messes

19. The Area or Division Commander may authorises establishing a JCOs Mess
where applicable immediately on receipt of raising instructions from Integrated
Headquarters , Ministry of Defence (Army) (Regulations for the Unit Allowances
refers).

Officers Mess Maintenance Allowance

20. Officers Mess Maintenance Allowance is admissible under AI 265/63, where

mess has been authorised by competent authority (Brigade or Sub Area
Commander). Four months mess maint allowance may be drawn in advance vide AI
265/63 and orders issued from time to time (Regulations for the Unit Allowances
refers).

Advances

21. Application for advances upto the amounts given below to meet all regimental
requirements by reconstituted or newly raised will be submitted to Integrated
Headquarters , Ministry of Defence (Army), AG’s Branch PS-3 (d) through the
formation headquarters concerned.
(a) Units as per capital rate of Rs.30.
(b) Headquarters formations at a uniform rate of Rs.10, 000.00. These
advances are refundable in 36 monthly installments commencing 12 months
after the advance was drawn. (AI 4/69 as amended by AI 73/70 refers).

Statistical Reports and Returns

22. Instructions on the submission of statistical report and returns are contained in
‘’Pamphlet on Compilation of Reports and Returns’’ issued by Army Statistical
Organisation, AG’s Branch, Integrated Headquarters , Ministry of Defence (Army),
which may be obtained from DMR & F. Necessary instructions on the submission of
Reports and Returns which are to be recorded to ASO, AG’s Branch, Integrated
Headquarters , Ministry of Defence (Army) or Command (Statistical Section) and
are not covered by the pamphlet will be supplied separately by the command
statistical section concerned.

RESTRICTED
 RESTRICTED
822

Postal Arrangement

23. On arrival at the raising station, the OC should take the following action:
(a) Get in touch with the Post Office and verify the correct address, which the
unit should adopt for incoming mails and telegrams.
(b) Publish the new address in unit orders.

Questions: -
1. How is the staff provided to newly raised units/ establishments?
2. What are the actions to be taken for release of ordnance equipments, stores,
vehicles and equipment on new raising?
3. What are the actions to be taken by OC unit for postal arrangement on arrival at
the raising station?

RESTRICTED
 RESTRICTED
823

ADM(G)-9

ADMINISTRATIVE INSTRUCTIONS FOR UNITS ORDERS

TO BE DISBANDED
Reference : (a) SAO 26/S/73.

(b) SAO 9/S/76 and 39/79 for disposal of funds and grants.

Issue of Disbandment Orders

1. Disbandment orders are issued by Integrated Headquarters, Ministry of Defence

(Army) under the authority of Government of India, Ministry of Defence.

Disposal of Personnel

2. Personnel of units ordered for disbandment are disposed off as under: -

(a) Officers. Posting orders will be issued by Integrated Headquarters ,

Ministry of Defence (Army) (MS Branch).

(b) JCOs and OR. Posting orders will be issued by respective Record Office.

(c) Civilian. Adjusted by Integrated Headquarters , Ministry of Defence

(Army) under the scheme vide SAO 8/S/76.

Disposal of Unit Records/Eqpt/Stores

3. These will be disposed off as under : -

(a) Stores, ledgers and - Closed, audited and handed over to the authorities
administrative files concerned. Obsolete documents to be destroyed or
disposed off as per para. 592-596 of Regs for the
Army 1987.

(b) Imprest Account - Finally closed and disposed off as per Appendix 26 to
Financial Regulations Part I and FIPI.

(c) Public Fund Account - Balance in the account is refunded to the Govt
and TR sent to the Regional CDA. Account is
finally audited and closed.

(d) Regimental Fund - As per para11(b) of the SAO 26/S/73.

RESTRICTED
 RESTRICTED
824

(e) Audit and Audit - All auditable documents are audited and objections
settled before disbandment. The objections which
could not be settled before disbandment are to be
settled by the fmn responsible for disbandment.
Correspondence relating to those objections is to be
handed over to them.

(f) Trunk Call Register -Closed showing outstanding calls audited and fwd
to chief signal officer command concerned.

(g) Ration return/accounts - Closed showing ration are handed over to the
units on and balance ration order to the Station
Headquarters. Ration returns made and
audited.

(h) Public accounts / public Govt - Finally closed by making recoveries.

Government Claim recoveries of Accounts closed and audited before
payment issue private trunk calls, disbandment.
amenity, transport rent.

(j) Losses due to or not due to - Settled as per power of the CFA.
neglect, theft or fraud Neglect, Theft or Fraud.

(k) Ordnance Eqpt - As per disposal orders given by Ord rep at

Fmn HQ on the board proceedings

(l) Fire Eqpt - By Stn HQ/Fmn HQ concerned.

(m) Loan Stores - Returned to the issuing depot.

(n) Medical Equipment - To the nearest MH.

(o) Veterinary Eqpt - To the nearest MH or vet hosp.

(p) Civil documents - To the new units of civilians.

(q) Outstanding demand if due - Cancelled.

(r) ASC Supplies - By order of Stn/fmn Cdr.

(s) Mess Eqpt/Amenity Stores - Auctioned & proceeds credited to the

accounts and
disposed as per SAO 26/S/73

(t) Service labels - On orders of the Stn HQ/Fmn HQ.

RESTRICTED
 RESTRICTED
825

Questions: -

1. What is the issuing authority of disbandment orders ?

2. What is the disposal of personnel of units ordered for disbandment ?

3. What is the disposal order of various records/equipment/stores of units ordered

to be disbanded ?

RESTRICTED
 RESTRICTED
826

ADM(G)-10
POSTAL DUTIES AND RECEIPT AND
DESPATCH OF MAIL
General

1. For official correspondence, each unit has to received/despatch

letters/documents which are termed as official mail. To have strict control over
incoming and outgoing mail, each unit or formation headquarters has to appoint certain
staff on these duties which is called official duties.

Sources of Receipt of Mail

2. There are three ways by which mail/letters are received in the unit: -
(a) From local post office and telegraph office.
(b) From local scheduled despatch office (SDO) or signal centre if one exists in
the station.

(c) From local unit through despatch rider/messenger. Every unit details a
post orderly/despatch rider who goes to the post office and SDO or signal
centre at delivery timings to collect the mail pertaining to the units. In case of
civil post office, the post orderly will collect only unregistered letters as well as
private mail. Registered letters will be delivered to the unit through postman. In
case of FPOs, all letters are collected by the orderly as they do not have
sufficient staff for the same. The receipt and despatch clerk of the unit will
receive all the mail and pass it to the head clerk. Thereafter, the mail will be
opened by head clerk or any clerk detailed by him except in case of classified
letters, which will be opened by the Adjutant/CO or any officer/JCO as detailed
by them. All the letters are impressed with unit rubber stamp with date.

Registration of Mail

3. The registration of incoming and outgoing mail is carried out as under:-

(a) Incoming Mail . On receipt of the mail folder from the CO/Adjutant,
the head clerk goes through all letters and mark on each letter the office/section
to which the letter pertains. Thereafter, all mail will be sorted out for classified
and unclassified letters. All restricted and un-classified letters are passed on to
Receipt & Despatch Clerk (R & D Clerk) for registration. Registration of all
incoming mail will be done in Dak Book (IAFZ-2225). Classified mail will be
registered by the head clerk in a separate dak book meant for classified letters.
Registration of incoming mail is carried out by two methods, namely date of
receipt method and date of origin method, of which date of origin method is
proved to be more convenient.

RESTRICTED
 RESTRICTED
827

(b) Outgoing Mail. All outgoing letters of various sections/ branches/offices

are received by the dispatcher (R & D Clerk). He will check that the letters are
complete in all respect ie, date, signature, address, etc. He then sort out letters
according to addressee. This is done to reduce the number of envelopes, as all
the letters meant for same address can be put in one envelope. Different sizes
of envelopes are provided to units free of cost by stationary depot. The despatch
clerk select the right size of envelope for the letters and prepare it. Various
information recorded on the envelope is as shown below:-

(i) Name of the addressee and location in the middle of face surface.

(ii) Reference number and date on the left bottom.

(iii) Impression of unit stamp, just below (ii) above.

(iv) Signature of despatch clerk/head clerk with rubber stamp on right

bottom.

(v) Degree of precedence, if any will be written just above the

signature.

Economy Slip (IAFU-4036)

4. In the Army the use of economy slip is made to enable envelope to be used
again and again. The address and other particulars are written on this slip and pasted
on used envelope. A small sheet of paper can also serve the purpose.

Questions: -

1. What are the ways by which mail/letters are received in the unit ?

2. What is the procedure for registration of incoming mail ?

3. What is the procedure to be followed for registration of outgoing mail ?

4. What are the details to be written on face of envelopes ?

5. Why do we use the economy slip ?

RESTRICTED
 RESTRICTED
828

ADM(G)-11

MAINTENANCE OF REFERENCE BOOK

General

1. Reference Book is most essential, helpful and useful for a clerk while carrying
out the duties of unit head clerk or section superintendent. All the important orders
and instructions are noted down in this book.

Aim

2. An upto date Reference Book helps a clerk to find out the relevant orders and
instructions to deal with a particular subject within a short possible time. It also helps
a lot in carrying out the duties of a unit or section head clerk. As such all the
combatant as well as civilian clerks should maintain an upto date reference book.

Methods of Maintaining a Reference Book

3. The reference book may be maintained in the following two ways:

(a) Alphabetically. A reference book can be maintained alphabetically

starting particular subject from A to Z. All subjects which are dealt with in the
Army from the words in between A to Z will be maintained and all orders and
instructions to be shown written at the appropriate place keeping in view the
first word of the subject.

(b) Subject-wise. The Reference Book may also be maintained subject wise
and important subjects, which are dealt with in the Army are noted separately in
a register. Each subject should be allotted required number of pages according
to the size of reference book as well as the importance of the particular subject.
The reference of each subject with page number should be reflected on a Index
Sheet for easy tracing/reference.

Questions: -

1. What is the aim of maintaining a Reference Book?

2. What are the methods by which Reference Books are maintained?

RESTRICTED
 RESTRICTED
829

ADM(G)-12
DUTIES AND QUALITIES OF A GOOD
HEAD CLERK IN PEACE AND FIELD
General

1. The smooth functioning of unit depends upon the high morale and discipline of
the unit personnel. Therefore, it is the responsibility of the CO that the men whom he
commands in the peace and battle get their promotion, pay and allowances and their
entitlements in time. To achieve this, he is assisted by head clerk.

Duties/Responsibilities of Head Clerk

2. The head clerk is responsible to implement policies of the CO and therefore, he

will ensure the following: -

(a) Office Organisation and Administration: He will ensure that main office
as well as coy offices are well organised and the clerical staff is fully
conversant with their duties. He will also ensure distribution of duties to each
clerk. He will ensure that subordinate clerks are rotated to each section, so that
they are aware of job of each office.

(b) Leave. Leave of all clerks will be planned keeping in view of the
various commitments of the unit.

(c) Training of Junior Clerks. He will ensure that new clerks posted to unit
are given good advice, guidance and training. He will also ensure that all clerks
maintain their reference book and all ruling letters are made known to them.

(d) Reports and Returns. A chart of all reports and returns will be
maintained and ensure their timely submission.

(e) Documentation. The need of correct and timely documentation cannot

be over emphasized. It is the responsibility of head clerk that all documents of
Officers, JCOs and OR are kept under safe custody and properly maintained. A
soldier, who goes to war should have full faith that he would get his dues
without any delay. It will keep his morale always boosting.

(f) Publication of Part II Orders. He will ensure that personnel occurrences

of Officers, JCOs and OR are published accurately and promptly. Observation
on Part II Orders, if any will be attended to without any delay.

RESTRICTED
 RESTRICTED
830

(g) Office Security. He will ensure that office security orders are strictly
adhered to and will ensure the following: -

(i) Master list of files/registers is maintained.

(ii) Record of keys is maintained.

(iii) Instructions contained in pamphlet ‘Classification and Handling of

Classified Documents 2002’ are strictly followed and known to all staff.

(iv) Files are properly docketed and indexed.

(v) Proper maintenance of records of all receipt and despatch of mail.

(vi) Indian Official Secret Act 1923 is made known to all concerned.

(h) Adjustment of Pay and Allces. He will ensure that pay and allowances in
respect of unit personnel are adjusted by the PAO (OR) correctly. Observations,
if any will be raised and progressed promptly. Quarterly statement of accounts
are received and pay and allowances not adjusted are intimated to PAO (OR).

(j) Accounts. He will ensure that all accounts operated by the unit are
maintained properly. Quarterly audit boards, surprise check and audit of
accounts by DAD is carried out. Observations, if any will be rectified
immediately.

(k) Stores Accounts. He will ensure that receipts, issue, accounting and stock
taking of all supplies, stores and eqpt is carried out properly as per the instrs on
the subject. All ledgers are properly maintained and audited. He will also
progress the release and issue of controlled stores, vehicles and weapons.

(l) Promotions/Appointments. He will maintain seniority roll upto date

where promotion is controlled by the unit. He will ensure timely holding of
promotion cadre, timely achievement of lacking educational qualification,
timely initiation of ACR of all unit personnel and timely holding of DPC.

(m) Welfare of Troops. It is the endeavor of every CO that the welfare of

troops he commands is always well looked into and gets priority. The same is
possible if the head clerk is efficient.

RESTRICTED
 RESTRICTED
831

3. In addition to the above, the following duties are expected from a good head
clerk:

(a) Office Management.

(b) Distribution of duties to subordinate clerks.

(c) Deliver lecture on office security to all office staff from time to time.

(d) Maintain proper library of Army Orders, Army Instructions and

regulations, progress their timely receipt and ensure amendments are carried out
to when received.

(e) Ensure proper maintenance and repairs are carried out to typewriters and
duplicators.

(f) Control over the unit rubber stamps, postage labels and keeps upto date
records.

(g) Keep watch on all receipt and despatch of mail, registration of all
incoming mail, keep a separate record of all incoming and outgoing classified
documents.

(h) Ensure correct and upto date documentation and maintenance of unit
registers, including unit long roll.

(j) Ensure all low medical category personnel are directed to hospital in time
for re-categorisation.

(k) Ensure timely submission of all pension/discharge documents to Record

Office.

(l) Ensure destruction of old documents/files every year in accordance with

para 592-596 of Regulations for the Army 1987 and Pamphlet Classification
and Handling of Classified Documents 2002.

(m) Timely submission of demand of stationery and forms and local purchase
thereof.

(n) Prompt disposal of all outstanding audit objections.

(o) Inform CO/2IC about their engagements/important events.

(p) Check and progress on pending work held with subordinate clerks from
time to time.

RESTRICTED
 RESTRICTED
832

(q) Ensure proper handing/taking over between clerks when they proceed on
leave/temporary duty/course/hospital.

(r) Ensure cleanliness of office.

(s) Ensure that waste papers are destroyed daily by burning.

Conclusion

3. An efficient head clerk always possesses adequate knowledge about rules and
regulations, experience, patience, tolerance, cooperation, impartial attitude, good
hand writing combined with hard work, honesty, sincerity, loyalty and punctuality.
So, a good head clerk is he, who is quick and prompt in execution of his duties and
policies of CO and all officers, and function the offices smoothly and efficiently.

Questions :-

1. What are the qualities of a good head clerk?

RESTRICTED
 RESTRICTED
833

ADM(G)-13

OFFICE PROCEDURE AND ROUTINE

General

1. In the Army various types of offices at the formation headquarters and

units/regiments are established. Since various types of subjects are being dealt within
the Army, for each subject specific branches are functioning at all levels.

Branches

2. Normally the following three main branches function in a formation

headquarters/unit: -

(a) G Branch

(b) A Branch

(c) Q Branch.

Responsibility

3. The subjects as under are dealt with by each branch: -

(a) G Branch. G Branch is the senior and deals with operations, training,
intelligence, security, movement in connection with operations, training and
exercises, arms and ammunition and controlled stores etc.

(b) A Branch. A Branch deals with administration, discipline, leave,

ceremonials, organisation and disbandment of units, court of inquiry,
commission, maintenance of statistical data, publication of DO Part I and Part
II, terms and conditions of services, pay and allowances etc.

(c) Q Branch. Q Branch deals with administration planning for future

operations in connection with G (Plan), planning and allotment of
accommodation, movement by rail, road, sea and air, provisioning and issue of
clothing, equipment and store, ration and FOL etc.

RESTRICTED
 RESTRICTED
834

4. The following branches/sections are normally organised in a unit for its smooth
functioning:

(a) Head Clerk’s Office. Senior most clerk is required to perform the duties
of head clerk. He is responsible to CO through Adjutant for all types of office
correspondence, control over all incoming/outgoing mail, distribution of clerks
to various branches/sections, maintenance of security in the offices. All
correspondence requiring CO’s signature will be put up through him. He is
responsible to ensure correct and timely receipt of all Army Orders/ Army
Instructions, Regulations and their upto date maintenance.

(b) G Office. This Office deals with all matters connected with operation,
training, courses and cadres, education, intelligence, release and provision of
controlled stores etc.

(c) A Office. This office deals with all types of correspondence pertaining to
administrative nature, such as, pay and allowances, promotions and
appointments, posting, transfer, discipline, board of officers, court of inquiry,
welfare of troops, commission etc. This branch comes under Adjutant.

(d) Q Office. This office functions under QM and deals with correspondence
in connection with demand and provision of ordnance stores, arms,
ammunition, accommodation, furniture, ration, MES etc.

(e) Accts Office. This office function under 2IC or Account Officer (in case
of major unit). The following types of accts are maintained by this office :

(i) Regimental Fund.

(ii) Public Fund.

(iii) Imprest Account.

(iv) Officers’ Mess Account.

(v) JCOs’ Mess Account.

(vi) CSD Canteen Account.

(vii) Welfare and Central Account.

RESTRICTED
 RESTRICTED
835

(f) MT Office. Unit MT office functions under MTO. MTO will control the
movement of vehicles from unit MT. All correspondence pertaining to demand
and provision of MT tools, FOL and maintenance of MT and vehicles
documents is the responsibility of MT Office.

(g) Company Office. In every unit, there are 3 to 4 company offices. These
offices function under respective company commanders. Normally one or two
clerks are posted in a company office, who deals with various types of matters
pertaining to the company personnel.

Questions: -

1. What are the main branches, which function in a formation/unit ?

2. What are the responsibilities of main branches ?

3. What are the various branches/sections, which are normally organized

in a unit ?

4. What are the types of accounts, which are maintained by accounts office ?

RESTRICTED
 RESTRICTED
836

ADM (G)-14

CUSTODY OF RUBBER STAMP/BRASS SEAL AND

MAINTENANCE OF RECORDS
References : (a) AO 95/75 and AO 167/75.

(b) AI 44/76.

(c) Para 607 of Regulations for the Army 1987.

Procedure of Demand

1. Government of India. Stationery Office, 3 Church Lane, Kolkata has been made
responsible for concluding annual rates contract with rubber stamps manufacturers.
After obtaining rates of manufacturing of rubber stamps the same will be informed
by them to DMR & F, Ministry of Defence, who will publish the rates through Army
Order or by any other mode for information of all defence indenters, who are
authorised to act as Direct Demanding Officer against the rate contract of supply or
rubber stamps and brass seal. Any direct demanding officer requiring rubber
stamps/brass seal may demand direct manufacturers on form SO-162B. This form
can be obtained from Government of India, Stationery Office Kolkata. The supply of
rubber stamps/brass seal, will be inspected and paid for directly by them. In case of
any complaint in manufacturing will be brought to the notice of Government of
India, Stationery Office Kolkata, giving complete details with a copy of supply order
and correspondence exchange with manufacturer under intimation to DMR & F.

Shapes

2. The following shapes stamps will be used: -

(a) Round shape with state emblem only for use at embassies and other high
dignitaries.

(b) Oval shape to be used by all other indenters.

Payment of Bills

3. The bills of the rubber stamps/brass seal will be sent by the supplying firm
direct to the indenter for payment. The indenter will arrange cash payment direct to
firm same as in the case of local purchase of stationery.

RESTRICTED
 RESTRICTED
837

Direct Local Purchase of Rubber Stamps/Brass Seal

4. When the requirement of rubber stamps/brass seal is of small quantity of

inappreciable value and the postage and packing charges do not make it worth while
indenting for them through the normal sources of supply, in such case
formations/units/establishments are authorised to purchase locally on competitive
basis.

Limitation of Expenditure

5. The expenditure on account of purchase of rubber stamps/brass seal will be

limited to :-

(a) Upto Rs. 10/- at a time subject to a maximum of Rs. 25/- a year.

(b) Chief Administrative Office Ministry of Defence can expend upto Rs. 20/-
at a time subject to maximum Rs. 100/- a year.

(c) Where limits would be exceeded sanction of CFA is required.

Security and Safe Custody

6. The following measures are required to be taken for security and safe custody
of rubber stamps/brass seal: -

(a) With a view of safeguarding against counterfeiting of Government rubber

stamps/brass seal by unscrupulous persons, local purchase should be made with
the great caution and from reputed firm only.

(b) These will always be kept under lock and key by the head clerk/branch
officer when not in use.

(c) No unauthorised person will be allowed to handle the rubber stamps/brass

seal.

(d) In case of loss, immediately CO/Adjutant will be informed and place and
facts will be notified in Battalion Part I Order.

(e) Every month all rubber stamps/brass seal held on charge will be checked
by an officer and endorsement made in the register.

(f) Every year a board of Offrs will be detailed to assess the serviceability of
rubber stamps/brass seal. Demand to replace unserviceable will be placed and
on receipt of new rubber stamps/brass seal unserviceable will be destroyed by
burning.

RESTRICTED
 RESTRICTED
838

Maintenance of Record

7. A register of rubber stamps/brass seal is maintained in every unit where the

specimen of all rubber stamps/brass seal held by the unit is recorded. As and when
any stamp is sentenced unserviceable and destroyed by burning and necessary
endorsement to this effect will be made in the register. In case of receipt of new one
demand, the specimen of the same will also be recorded therein. This register is
subject to be inspected during the security check as well as during the administrative
inspection of the unit and records to their effect is maintained.

Questions : -

1. What is the procedure for demanding of rubber stamps/brass seal?

2. What are the shapes of stamps used in various offices?

3. What are the limitations of expenditure on account of purchase of rubber

stamps /brass seal ?

4. What are the measures to be taken for security and safe custody of rubber
stamps/brass seal ?

5. What is the procedure to maintain record of rubber stamps/brass seal?

RESTRICTED
 RESTRICTED
839

ADM(G)-15

TELEPHONES

Reference : (a) Rule 326 to 331 of FR Part-I and Para 93 to 98 of FR Part-II

Regarding Controlling and allotting of Telephone.

(b) Rule 97 (iii) of FR Part-II regarding Trunk Call Register.

(c) AI 37/81 regarding Proce3dure for disposal of Trunk Call

Bill.

General

1. There are various media of giving/obtaining information, e.g. by post,

telegrams and signals. The quick method of doing this is by telephone system.
Telephone is essential office equipment and is of great value in aid of office
efficiency.

2. Telephone was invented by an American named GRAHAM BELL in 1876.

Five years after the invention of telephone, India had a 50 line telephone exchange in
Kolkata in 1881. India was one of the first countries in the world to have telephone
exchange.

Advantages of Telephones

3. The following are the advantages of telephone system:

(a) Quick personal contact.

(b) Routine and simple matters can easily be disposed off without recourse to
correspondence.

Type of Telephone

4. The various types of the telephones generally used are: -

(a) Automatic telephones.

(b) Coin box telephones.

(c) Non-automatic telephones.

(d) Semi central battery and magnetic telephones.

RESTRICTED
 RESTRICTED
840

Difference between Automatic and Non-automatic telephones

5. Automatic and non automatic telephones are differentiate as under :-

Automatic Telephones Non-Automatic Telephones

(a) Causes some indication at the (a) Does not cause any indication at the
exchange when the hand set is removed exchange when the hand set is removed,
from the cradle. unless the user rotates the handle provide
for.
(b) There is dial system with (b) No dial system exists.
figures ‘’ 1 to 9 and 0’’ marked to
connect the subscriber without going
through the exchange.
(c) No handle is provided. (c) Handle is provided.

Installation and Removal of Telephones

6.
ArmyThe
unitsPostal
as and Telegraph authorities provide three types of connections to
under:-
(a) Permanent for duration of more than four months.
(b) Temporary for duration of less than four months.
(c) Casual for a duration of two months or so.

7. GOC-in-C Commands are the sanctioning authority for the installation of

telephones in unit/formation. 10% reserve of the total telephones authorised to the
command are placed under GOC-in-C to meet specified contingencies. These cannot
be used where initial deposit is required to be paid under “Own Your Telephone
Scheme”. Telephones at Integrated Headquarters, Ministry of Defence (Army) are
allotted by the head of Branch. For the installation of telephones at formation/unit
below a Command Headquarters, an application has to be submitted to the GOC-in-
C for sanction. The following particulars will be furnished: -
(a) Name of unit/formation/office.
(b) Location.
(c) Period for which connection is required.
(d) Rental value as ascertained from Postal and Telegraphs department.

8. When necessary sanction is accorded by the GOC-in-C, it is the responsibility

of formation /unit concerned to take further action regarding actual installation,
execution of agreement with Postal and Telegraphs department and making
arrangements for payments of monthly rental charges.

RESTRICTED
 RESTRICTED
841

9. If any P & T telephone is to be removed, disconnected or shifted to a site, a

similar application on the prescribed form will have to sent to the command
headquarters through staff channel. Only on receipt of sanction from command
headquarters, work should be executed as it involves financial implications and the
sanction of the CFA is required for each transaction.

Private Branch Exchange (PBX)

10. PBX is technical abbreviation used by the Corps of Signals. It is installed by the
P & T department for the use of Army and paid from the defence estimate. It is
operated either by the signalers or by civilians paid from defence. No connection can
be provided to civilians from PBX. However, the CSO can authorise connection to
MES and similar other orgnisations.

Trunk Calls

11. STD Facility. Maj Gen and above are provided STD facility by GOC-in-C in
person, subject to the following restrictions on calls: -

(a) Office Telephone. Bill of equal to 5000 local calls per two months.

(b) Residence Telephone. Bill of equal to 3000 local calls per two months,
excess to above will be paid by the subscriber.

12. Telephone calls made from one station to another station in main circuits are
called truck calls. These calls can be made over lines specially laid for Army or over
lines manned by P & T department.

13. Personnel entitled by rank to book trunk calls are given at Appendix ‘A’ to AO
563/72. Trunk calls made over Military circuit will be free of charge. If otherwise
concerned Regional CDA Pays out of defence estimate to P & T department through
book adjustment (Rule 97 (iii) of Financial Regulation Part II refers).

Trunk Call Registers

14. It will always be maintained by the subscriber in accordance with appendix ‘B’
to AO 563/72. This register is subject to audit by LAO. In the event of disbandment
of a unit, the telephone trunk call register will be forwarded to CSO of the command
duly closed and furnishing all details regarding bills paid and outstanding bills.

RESTRICTED
 RESTRICTED
842

Trunk Call Bills

15. Bills for trunk calls made during the month by subscribers of the station are
preferred by the P & T department and forwarded to the station commander, who is
responsible to the P & T department for all the telephones used by the Army units of
his station. On receipt of the bills station headquarters distributes these to units
concerned for verification with the trunk call register. Bill for official calls will be
returned with necessary certificates to the effect that all calls were made for bonafide
duties (Rules 97 of Financial Regulation Part II refers). All non-official bills will be
returned duly supported with payment endorsement.

Scale of Telephones

16. A major unit is authorised telephones as under :-

Office Residence

(a) CO 1 1@

(b) 2IC 1 1

(c) SDO/Adjutant 1@ 1

(d) Adm officer/QM 1 -

(e) Officers’ Mess - 1

(f) JCOs’ club - 1

Note: @ Parallel telephone from CO/Commandant.

DOs and Don’ts

17. The rules to be observed while using a telephone are divided into two classes,
ie, Dos and Don’ts. They are:-

(a) Dos

(i) Know your telephone number and the number you want to speak.
(ii) Speak clearly by keeping your mouth away from mouth piece.
(iii) Disclose your identity.
(iv) Know the phonetic alphabets.
(vi) Know the appointment codes.

RESTRICTED
 RESTRICTED
843

(vi) Be courteous, brief and decide before hand what to speak, so that
time may not be wasted.

(vii) Be patient with trunk calls.

(viii) Have a pencil and note book ready to take down any notes or
messages.

(b) Don’ts

(i) Do not shout or break sentences.

(ii) Do not go on using the words ‘Hello’.

(iii) Do not carry on unnecessary talk with the operator or blame him.

(iv) Do not hesitate to disclose your identity and do not start passing
message until the person at the other end is identified by sound or ensuring
the identity.

(v) Do not indulge in lengthy talk.

(vi) Do not speak out classified information over the telephones particularly
SECRET/CONFIDENTIAL matters.

Sounds

18. Telephone produces the following sounds :-

(a) Humming tone - Indicates that the telephone is in working condition.

(b) Dial tone - Is connected with the required number.

(c) Buzz tone - Indicates that the phone is engaged.

Phonogram

19. Phonogram is a term used for passing a telegram to post office for transmitting
to any addressee in out station. There is no rigid rule prohibiting the use of official
telephones for passing phonograms, but charges for phonograms are required to be
paid irrespective of whether the telegram passed is official or private. These charges
will not be included in the normal rental bill.

RESTRICTED
 RESTRICTED
844

Responsibilities of Subscriber

20. The subscriber should ensure that : -

(a) No alterations are made to the existing telephone.

(b) No unauthorised persons book trunk calls or make local calls from their
telephones.

(c) Safe custody of the telephones.

(d) Compliance of instructions regarding booking of civil trunk calls as laid

down in AO 494/60.

(e) Maintenance of trunk call register as per AO 494/60 and damage caused to
the telephone equipment.

(f) Prompt report is made to inform headquarters to any damage to the

telephone equipment.

(g) Report of faults is made to exchange supervisor.

(f) Trunk call register is handed over to the formation/station headquarters

before leaving the station.

Questions: -

1. How many types of telephones are there? What are they ?

2. Differentiate between automatic and non-automatic telephones ?

3. What are the particulars required to be furnished in the applications for

installation of telephones ?

4. What is the scale of telephones authorised to a major units ?

5. Write down Dos and Don’ts while using a telephone ?

6. What are the types of sounds produced by a telephone ?

7. What are the responsibilities of subscriber ?

RESTRICTED