GOVERNMENT OF
ANDHRA PRADESH
FINANCE (FR-II)
DEPARTMENT
Cir.Memo No.
8388/515/FR.II/2011-1 Date:
20-01-2012
Sub: Public Services - Verification of
Service Registers by the Head of the office - Further Instructions-issued.
Reg: Lr.D.O.No.PM/II/2011-12/11396,
dt. 19-8-2011 of the Principal Accountant General (A&E), Hyderabad.
All the Departments of Secretariat/
Heads of the Departments / Heads of offices are hereby informed that
Fundamental Rules in Annexure-II, Part-III, stipulate that service Books
should be verified in April, every year by the Head of the office. Further to
ensure that there is no unverified portion of service, it has been specifically
stipulated that the certificate recorded in support of such verification should
cover the entire period of service upto such verification, and not just the
period for which the verification falls due.
2. It is regretted that few Heads
of the Offices are following these instructions. Consequently, when Accountant
General's office verifies the Service Books at the time of authorizing pension
to the Government servant, major errors of pay fixation during the service of
the Pensioner which had resulted in large over payments are often detected.
Till now, the practice has been that the Accountant General informs the Head of
Office of these over payments, and withholds the Gratuity of the pensioner. Such a practice violates the judgments of the
Honourable Supreme Court in the case of Sahib ram V. State of Haryana and
others (1995 sec (L&S) 248) and Shyam Babu Verma V. Union of India (1994
(2) sec 521).
3. The following Instructions under
Annexure-11 - Part-III- Maintenance of Records of Service, Gazetted Government Servants
of Andhra Pradesh Fundamental Rules and Subsidiary Rules are reiterated.
" 12. Annual verification: The
service books and rolls in each office should be taken up for verification in
April of every year by the Head of the office who, after satisfying himself
that the services of the Government servant concerned are correctly recorded in
his service book or roll in conformity with the above instructions, should
record therein a certificate that the services are verified from pay bills. The
Head of the Office in recording the annual certificate
of verification should, in the case
of any portion of service that cannot be verified from office records,
distinctly state that, for the excepted periods a statement in writing by the
Government servant as well as a record of evidence of his contemporary
employees is attached to the book or roll. Head of Offices will delegate the
duties imposed upon them to their Gazetted Assistants, if any. They should,
however, inspect at least 10 percent of the service books and rolls and initial
them in token of having done so unless the Government specially fix a lower
percentage in any case.
Note: The verification of service
referred to above should be in respect of all service qualifying for pension
whether permanent, provisional, temporary or officiating."
4. As per instruction No.2 under
Annexure -II Part-ID Annual Attestation of Service Books / Rolls:-
"It
shall be the duty of every Head of the Office to initiate action to show the
service books / rolls to Government servants under his administrative control
every year and to obtain their signature therein in token of their having
inspected the service books / rolls. A certificate to the effect that he has done
so in respect of the preceding financial year should be submitted by him to his
next superior officer by the end of every September. All Heads of Offices
should issue notices to all the Government servants under their control to get
personally their service books / rolls verified and brought up-to-date. The Government servants shall inter-alia
ensure before affixing their signature that their service have been duly
verified and. certified as such. In the case of a Government servant on foreign
service his signature shall be obtained in his service book / rolls after the
Head of the Department has made therein necessary entries connected with his
foreign service."
5. Government suffers considerable
losses in cases of wrong fixation in view of the above position.
6. All Departments of Secretariat
and Heads of departments are directed to strictly follow the above
instructions. Every year each Head of department should complete this exercise
between April to June. OTA, Hyderabad has been instructed not to pay salary of
any employee for July unless the Head of the office / DOO
submits a Certificate that the annual verification of service has been
completed and accordingly endorsed in the Service Book.
RANJEEV R. ACHARYA
Principal
Secretary to Govt. (FP).
