Record of Service

CHAPTER XII

 

   RECORD OF SERVICE

 

         12.1. Service record of each Government employee shall be maintained by the Head of Department or Office in such form and manner as may be prescribed by the Department of Finance of its own or in consultation with the Accountant-General, Punjab, or as may be prescribed by the Comptroller and Auditor General of India:

          Provided that the maintenance of service record may be dispensed with in the case of Government employees whose service particulars are recorded in the history of service or a service register by the Head of the Department:

          Provided further that in the case of Police Officers of and below the rank of a Head Constable, the Government/Head of the Department may require the maintenance of such additional particulars and bio-data as may be deemed fit.

         Note.–The form presently prescribed for the maintenance of service record is A.T.C. 3. (See Part II Appendix 11).

         12.2. (1) All the incidents relating to the official career of a Government employee, which have a bearing on pay, promotion, leave, pension etc. shall be recorded in the service record of such a Government employee particularly in respect of the following incidents along with the dates and the relevant authentication/orders:–   (i) Appointment and joining.

             (i-a)      Completion of probation period/extension of probation period/ confirmation.

ii) Grant of increment or withholding of increment.

iii) Grant of Selection Grade.

iv) Grant of benefit of Assured Career Progression Scheme.

v) Fixation of pay.

vi) Grant of leave.

vii) Deputation/transfer.

viii) Suspension or interruption in service along with details of the period

ix) Reinstatement

x) Resignation

xi) Termination of service along with its reasons.

xii) Promotion

xiii) Compulsory/Premature/Voluntary Retirement.

xiv) Removal or dismissal from service.

xv) Reversion

xvi) Reduction in rank or pay along with the precise reasons thereof viz. whether reduction is on account of inefficiency or reduction in establishment or abolition of the post held by the employee.

xvii) Retirement on superannuation.

xviii) Extension in service after the date of retirement on superannuation.

 

  • Each entry in the service record shall be neatly made and duly attested by the Head of Department or Office, as the case may be. However, where an employee himself is the Head of the Department or Office, the attestation of the entries in his service record shall be made by the next higher authority.

 The attesting officer shall ensure that the entries are made regularly and in proper manner.

  • Erasure, overwriting or interpolation in the service record are not permissible and all corrections where necessary shall be made under proper attestation by the attesting officer.
  • The Head of Department or Office, as the case may be, may authorise any responsible official, preferably who supervises the office, under him not below the rank of the Government employee to whom the service record pertains to attest the entries made in that record from time to time. Such authorisation will, however, not absolve him of any responsibility for ensuring accuracy of the entry so attested.
    • It shall be the duty of every Head of Department or Office, as the case may be, to initiate action to show the service book, every financial year within its first quarter, to the Government employee, concerned under his administrative control and obtain his signatures thereon in respect of each entry in token of his having seen the service book. A certificate to the effect that necessary action in this behalf has been taken in respect of the preceding financial year shall be submitted by the concerned Head of Department or Office as the case may be, to the next higher authority by the end of every September. Before affixing his signatures the Government employee concerned shall ensure that his service has been duly verified and certified as required by the rules.
    • (1) The service record including the service book required to be maintained under the  preceding  rules  shall  be  kept in the custody of the Head of Department or   Office, as the case may be, in which the Government employee concerned is serving and it shall be transferred to the office to which such a Government  employee  may be  The service record so maintained shall in no case be made over to the Government employee concerned.

(2) If the Government employee is transferred to foreign service, his Head of Department or Office, as the case may be, shall note therein the order sanctioning the transfer, effect of the transfer in regard to leave admissible during the foreign service and such other particulars as he may consider necessary in connection with the transfer. On retransfer of the Government employee from foreign service to Government service, the head of his Department or Office, as the case may be, shall note in it all necessary particulars connected with his foreign service, including the facts of recovery of leave and pension contributions.

         12.5.  A Government employee shall be entitled to have a certified copy of his service book on payment of such amount as may be fixed by the Department of Finance by a general or special order as copying fee and cost of the service book and also to have all subsequent events and entries recorded therein under proper attestation by the Attesting Officer.

          

          Note. Omitted.