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INSTRUCTIONSFORMAINTENANCEOFSERVICEBOOK

(BasedonPara118to122oftheGeneralFinancialRulesreadwithFundamentalandSupplementaryRules

197to205andArticles188and189oftheAuditCode)

PART-

I

1. AServiceBookmustbeopened foreveryGovernment servantonhis firstentry into

Governmentservice,astomaintainacompleteandauthenticrecordofhis/herservice

career.

2. TheServiceBookshouldbemaintainedinduplicateandkeptinthecustodyoftheHead

oftheOfficeinwhichtheGovernmentservantisservingandtransferredwithhimfrom

officetooffice.Forthesakeofreference,theoriginalServiceBookshouldbemadeuse

of and the duplicate copy should be kept up todate in reserve and takenoutonly

whenitmaybeabsolutelynecessarytodoso,suchasformakingentriescorresponding

tothose

made

in

the

original

Serviced

Book

or

in

the

event

of

loss

or

misplacement

of

theoriginalServiceBook.

3. ItisthedutyoftheHeadoftheOfficethatallentriesintheServiceBookarepromptly

made and duly attested by the authorized Attesting Officer. It is the duty of the

Governmentservantalso tosee thathisServiceBook isbeingproperlymaintained in

accordancewith the rules. TheHeadof theOffice should afford every facility to the

GovernmentServanttoexamineandsatisfyaboutthecorrectnessoftheentriesmade

inhisServiceBook. Intokenofhisscrutinyandacceptanceoftheentriesmade inthe

ServiceBooktheGovernmentServantshouldsignhisnameinthecolumnprovidedand

his/her

endorsed

as

evidence

by

the

Attesting

Officer.

4. No erasure or overwriting of an entry once made is allowed. In case of any entry

occurring incorrectly it shouldbe scoredwitha red lineandcorrectneatentrymade

underneathitwhichshouldbedulyattested(fullsignanddate).

PART II

5. BiodataofGovernmentservant,theentriesregardingdateofbirthanddomicileshould

bemadeinaccordancewiththerelevantrulesandordersofGovernment.Allentriesin

thisPartexceptingfingerprintsshouldberenewedandreattestedatleastafterevery

fiveyears

and

the

signatures

of

the

Government

servant

and

the

Attesting

Officer

shouldbedated.

6. Personal certificates of character must not, unless the Head of the Department so

directs,beenterintheServiceBook

nnex-B

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7. EveryeventintheGovernmentservantsofficiallifemustberecordedinPartIIIofthe

ServiceBookandeachentrymustbesigneddatedbytheGovernmentServantaswell

asattestedbytheHeadoftheOfficerorthedulyauthorizedAttestingOfficer.

8.

EveryPeriodofsuspension fromemploymentandeveryother interruptionofService

must

with

promptly

noted

full

details

of

its

duration

in

Part

III

of

the

Service

Book

and

attestedbytheAuthorizedAttestingOfficer.

9. IfaGovernmentservant isreduced inranktoa lowersubstantivepost,thereasonof

reductionmustbebrieflyrecordedundertherelevantcolumninPartIII.

10.TheServiceBookshouldbetakenupforverificationsoonafterthecloseofthefinancial

year and the Authorized Attesting Officer after satisfying himself should sign the

verificationcertificateinPart IVoftheServiceBook.

11.AtthetimeoftransferoftheGovernmentservantfromoneofficetoanother,theHead

oftheOfficeortheAttestingOfficerunderwhomhe/shewasoriginallyworkingshould

record thecertificateofverificationofhis/herservice inPartIV, for thewholeperiod

duringwhichhe/sheremainedemployedunderhim.Afterthattheservicebookshould

beforwardedtotheofficewheretheGovernmentservantistransferred.

12.If theGovernmentservant is transferred toForeignService, theHeadofhisOfficeor

department must send his Service Book to the Audit Officer concerned. The Audit

Officerwillreturnitafternotingunderhissignatures,theordersanctioningthetransfer,

theeffectofthetransfer inregardto leaveadmissibleduringForeignServiceandany

otherparticularswhichhemayconsidertobenecessary.OntheGovernmentservants

transfertoGovernmentservice,hisservicebookmustagainbesenttotheAuditOfficer

who thennotes in, itoverhissignatures,allthenecessaryparticularsconnectedwith

theForeignServicemaybeattestedbyanyauthorityotherthantheAuditOfficer.

13.DetailedinstructionsforfillinginthevariouspartsoftheServiceBookaregivenatthe

beginningofeachpart.

14.TheentriesregardingparticularsofGovernmentservantonpage4oftheservicebook

shouldberenewedorreattestedatleastaftereveryfiveyears&thesignatureagainst

item11&12shouldbedated.

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DOCUMENTS(GENERALLY)REQUIREDFORSERVICEBOOKVERIFICATIONWITH

EVENTS

1.

FORALLCASES/EVENTSOFVERIFICATION

a.

Basic

Information

Form

(Annex

A)

b.

AttestedCopyofCNIC

c. AttestedcopyofAuthorityletterfornominationofAuthorizedAttestation

OfficertosigntheServicebooksalongwithspecimensignaturesdated

d. AttestedcopyofLATESTPaySlip

e. CNIC/PersonnelNumbershouldbewrittenonServiceBook

2. FORFIRSTEVERVERIFICATION(afternewappointment)

a. AttestedcopyofOffer/appointmentLetter

b.

Attestedcopy

of

Medical

Fitness

Certificate

c. AttestedcopyofJoiningReport

3.

REGULARIZATIONOFSERVICE

a. AttestedcopyofRegularizationOrders

b. Attestedcopyofallordersrelatingtoappointmentoncontractbasis,extensions,

MinutesoftheSelection/cabinetcommittee,ETC.

c.

ApprovalofthecompetentauthorityforPayProtection

4. UPGRADATION/PROMOTIONOFTHEPOST

a. Attestedcopyofofficeordersfortheupgradation/Promotion

b.

Attestedcopy

of

the

office

orders

for

the

promotion

c. AttestedcopyoftheJoiningReportonthepromoted(new)post

d. AttestedcopyoftheOption(s),ifany,forpayfixationbenefits

5.

ADVANCEINCREMENTSONQUALIFICATION

(Discontinuedw.e.f.01.12.2001)

a. Attestedcopyof thetestimonials(degrees/certificates)

b. Attestedcopyoftheofficeordersoftheapprovalbytheheadofdepartment/

office

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MOSTCOMMONERRORSNOTICED

1. TheParticularsoftheGovernmentServantneitherupdatednorverifiedbythe

AuthorizedAttestationOfficer.Itusuallyhappenswhenthesecondbookisstarted,on

completionoftheoriginalone;

2.

TheentriesarepastedinsteadofhandwrittenontheServiceBook;

3. RelevantOfficeOrdersarenotattachedwiththeservicebook;

4. Errorsandcorrectionsarenotattestedwithsignanddate;

5. Whitepapersareattachedwithoutbinding;onlytheprintedformatoftheservicebook

canbeaddedwiththeServiceBooks;

6. Thepagesoftheservicebookarepastedwithgum;

7. Datesofattestationarenotaddedwithsignatures;

8. Sequenceoftheeventsisnotmaintained;

9. TheobservationsoftheAGPRofficearenotrespondedproperlyatappropriatelevel;

usually,the

messenger

writes

Needful

done.

10.

FetchingandretentionofServiceBooksbytheirrelevantandirresponsiblepersons.

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(ANNEXA)

FORM

BASICINFORMATION

FOR

PAY

VERIFICATION

(SERVICE

BOOK)

(tobeattachedwitheachservicebook)

S.NO. REQUIREDINFORMATION

1 Name of official:

2 Designation:

3 Basic Pay Scale (Current):

4 CNIC No. (NADRA)

5 Personnel Number (AGPR):

6 Vendor Number (AGPR):

7 DDO Code/ Cost Centre:

8 Name and Designation of

Authorized Attestation Officer

Reference No. (Personal File) _____________________________________________ date__________________

Dated Signatures,

Name and Stamp of DDO/Admin Officer

PAYFIXATIONCELL