SOP-Southern Railway_Miscellaneous

7/30/2019 SOP-Southern Railway_Miscellaneous

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Schedule of Powers on Miscellaneous Matters

ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

1.aAdvertisement Charges

Full Powers subject toDAVP rates.

As in Col.4 NIL NIL

1.b

1)Bds lr. No.

86/PR/4/6; dt.7.8.91

2)Bds lr.no.86/PR/4/4; dt.24.8.99

Insertion of advertisements:Tender notices andcampaign advts. In DAVPapproved publications

NIL NILNIL

Secy. to GMFull Powers

NIL

1)Finance concurrence

is not necessary

2) To be published atthe request ofdepartment

2.a

Purchase of Duplicators,accounting and calculatingand other office machines(conventional) excludingcomputers

Full Powers foradministrative sanction(purchase to be arrangedthro Stores Department)

As in Col.4 NIL NIL

2.b

Provision of furniture,cycles, clocks, spare partsfor computer, other office

equipments etc. includingthe supplies to RestHouses, Canteens,Hospitals, Hostels etc.

Full Powers.

Note : Procurement actionshould be taken byplacing S-1302 indent.

As in Col.4 NIL NIL

Technical vetting of

Sr.EDPM for computerspares to be obtained

2.c

Purchase of Crockery,Cutlery and otherMiscellaneous articles forthe offices.(Other thanStationery)

Full Powers

(No Finance concurrenceis necessary for purchaseupto Rs. 2000/- on eachoccasion and uptoRs.10,000/- per annum.)

CE: Rs.5,000/- additionally

per annum (to meetrequirement of RestHouse/Guest House)

As in Col.4

Upto Rs.500/- onlyper occasion andupto Rs. 1,000/-per annum(without Financeconcurrence.)

Secretary to GM :Rs.10,000/- per

annum (Includingrequirement forGMs conferenceHall & Lunch room)

Rs.200/- peroccasion andupto Rs.500/-per annum(withoutFinance

Concurrence)

Normally these articlesshould be purchasedonly thro' StoresDepartment. Thepowers given forpurchases withoutFinance concurrence isfor Local Direct

Purchases and shouldbe exercised only incases of urgency

3

Approval for ShopManufacture of furniture.

Full Powers forAdministrative approvalwith prior approval of CMEand personal concurrenceof FA & CAO.

NIL NIL NIL

4 Hiring of office equipments/ Full Powers upto 1 year As in Col.4 NIL NIL

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

machines.

5CS no. 13,A/G/103;

Dt.3.04.07

Procurement of Brief

Case/Leather Bag

Full Powers to Secretaryto GM. No FinanceConcurrence is necessary

subject to the conditionsmentioned in Annexure -A dt. 03.04.07

NIL NIL NIL

6.a

No.F(X)II-99/PW/3; Dt.20.10.99 &CorrectionSlip No. 4(A/G/103dt.23.12.99)

No.F(X)II-99/PW/3 dt.27-06-2000

Repairs and maintenanceexpenditure of duplicators,accounting and calculatingand other office machines(conventional) Clocks,including annualmaintenance

Full Powers.I. For operation of RateContract concluded byCOS (No FinanceConcurrence isnecessary)

As in Col.4 As in Col.4 NIL

Note:

1) For single sourceitems sealedquotation to beobtained.

2) When there aremore than onesupplier/ Authorizedagents practice ofcollection normally 2or more sealedquotations to befollowed.

F(X)II 2004PW/8 dated30-11-2005

II. For entering intomaintenance agreementswith reputedfirms/original supplier ofequipment/ Authorisedagents upto Rs.5,00,000/-on proprietaryconsiderations

Rs.50,000/- perannum onproprietaryConsiderations.Other conditionssame as col.4

Rs.10,000/- perannum onproprietaryConsiderations.Other conditionssame as Col.4

NIL

Authority:F(X)II/99/PW/3 dated20/10/1999

III. Emergency repairsupto Rs.10,000/- ineach case.

NOTE: The cumulativeexpenditure should notexceed 2/3rd of the costduring the life time of themachine.

As in Col.4Emergency Repairsupto Rs.5,000/- ineach case.

Emergencyrepairs uptoRs.500/- ineach case.

IV. Normal repairs andmaintenance of Office

Full Powers(subject to a ceiling

Upto Rs.5,000/- per

NIL Note:1) If the repairs are to

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

equipments- Full Powersof Rs. 2 lakh perannum

occasion. AnnualCeiling Rs. 50,000/-

be carried out by theOEM, the proposalwould require thesanction ofPHOD/CHOD.2) Prescribedprocedure reg.Invitation oftenders/quotationsshall be followed

6.b

i) Administrative approvalfor procurement of consumables for the aboveequipments.

Full powers(Rs.2500/- in each case -No Finance Concurrence)

Full PowersRs.1000/- in eachcase - No FinanceConcurrence

Full PowersRs.500/- in eachcase - No FinanceConcurrence.

NIL

ii)Procurement of consumable items for CMT

Lab

Full powers(Upto Rs. 50,000/- peritem per annum finance

concurrence is notnecessary)

As in col. 4

NILDy.CC&MFull powers(upto Rs. 25,000/-per item perannum financeconcurrence is notnecessary)

NIL

6.cOffice bicycles - Repairsand maintenance.

Full powers.NOTE : No FinanceConcurrence uptoRs.500/- per occasion


6.d No.F(X)II-99/PW/3dt. 20.10.99Correctionslip No. 4; dt.23.12.99

No.F(X)II-99/PW/3dt.27-06-2000

Advance payment formaintenance of officeequipments.

With Bank Guarantee

Rs.2 lakhs in each case. Upto Rs.10,000/- ineach case on aninterest free basisper item perannum withFinanceConcurrence.

Upto Rs.5,000/- ineach case on aninterest free basisper annum withFinanceconcurrence.

NIL

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

F(X)II/99/PW/3

dt.27-06-2000

Advance payment formaintenance of officeequipments.

Without Bank Guarantee

Upto Rs.20,000/- in eachcase with Indemnity Bondfor originalsuppliers/authorisedagents. For others withIndemnity Bond withfinance concurrence.

Upto to Rs. 5000/-per item perannum with IB fororg. suppliers andfor others with IBwith Financeconcurrence.

Upto Rs.2,000/- ineach case againstIndemnity Bondwith financeconcurrence

NIL

7.Re-caning and generalrepairs to furniture

Full Powers(upto Rs.1000/- in eachcase - No Financeconcurrence).

Full Powers(upto Rs. 500/- ineach case - NoFinanceconcurrence)

As in Col.5NIL

8.a

Condemnation of duplicators, accounting and

calculating and other officemachines (conventional)

Full powers subject toconditions prescribed inRailway Board's letterNo.68/RS/4/739 dt.6.8.68.(No Finance concurrencerequired except forpremature condemnationand consequentreplacement)


8.b Condemnation of bicycle.

Full Powers withoutFinance concurrencesubject to the followingcondition.

The cycle should haveoutlived its prescribed lifeof 10 years.(No Finance concurrenceis required except forpremature condemnationand consequentreplacement).

As in Col.4. As in Col.4 NIL

8.c Condemnation of officefurniture, equipment andclocks.

Full Powers withoutFinance Concurrencesubject to the followingconditions.a) Furniture and clockshould have outlived its


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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

prescribed life as belowand on condition basis.

1. Steel Furniture-Heavy:25 years,Medium : 15 years.

2. Wooden FurnitureHeavy - 18 yrs.Light - 8 yrs.

3. Clock: 20 yrs.;Quartz - 3 yrs.

(No finance concurrencerequired except forpremature condemnationand consequentreplacements)

9.a

Board's letterNo. F(X)-II/97/PW/4/1dt. 16.9.97(Note underpara 1005IndianRailwayFinancialCode Vol.1)

Expenditure on ceremonialoccasions.

CPO: Full powers withinthe amount specificallyauthorised by RailwayBoard.

NIL NIL NIL

9.b BDs lr. No.1)F(X)/II/95/Exp/ I; dt. 9.9.97adn. 14.9.982) F(X)II/2003/PW/I; Dt.12.6.033)F(X)II/2004/EXP/4; dt.14.5.044)F(X)II-2004/EXP/4;DT. 18.01.06

Incurrence of expenditureOn light refreshments atformal inter -departmentaland other meetings andconferences subject toceiling fixed by Board.

i) Rs. 12/- per head persession for lightrefreshment subject to anannual ceiling of Rs.25,000/-

i) Rs. 12/- per headper session for lightrefreshmentsubject to anannual ceiling ofRs. 10,000/-

Rs. 12/- per headper session forlight refreshmentsubject to anannual ceiling ofRs. 5,000/-

Note:The ceiling ofRs.30000 for GMwill be availableunder the disposalof Secretary to GM

NIL1) Financeconcurrence is notnecessary

2) The actualincurrence ofexpenditure is to beconsistent withausterity standardsand number of suchmeetings should alsobe kept to the barestminimum. It should

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

(CS NO. 11 -A/G/103; DT.08.03.06)5.F(X)II-2004/EXP/4dated04/06/2007

also be ensured thatthe amount spent iswithin the Budget

allotment.

ii) Working lunch: Rs.75/- per head.

ii) Working lunch:Rs. 75/- per head.

NIL NIL

iii) CPO is authorized tospend Rs. 5,000/- perStaff Council Meeting

NIL NIL NIL

9.cContingent OfficeExpenditure

Full Powers Full powers

Upto Rs.1,000/- in eachcase.

Secy. to GM fullpowers

NIL

Finance concurrence isnecessary for special(unusual)contingencies only Para 1005 (iii) ofFinance code vol. I

10.a

1) Bds lr. No.89/PR/4/9;dt. 24.4.89

2) Bds lr. NoF(X)II-95/Exp./1; dt.12.6.96

3) Bd.s lr.no.F(X)II - 2000/PW/2;dt.27.6.2000

4) Bd.s Lr.no.2003/PR/4/11;

dt. 18.8.2003

On entertainingprospective clients for salespromotion.

NIL NIL

NILSecy. to GM

(from Hospitalityfund)

Rs. 250/- per mealper head or Rs.500/- per head perday subject toannual ceiling limitof Rs. 50,000/-

NIL

1) Financeconcurrence is notnecessary.

2)The expenditure onthis account may beincurred by theSecy. to GM withinthe ceiling withoutfinanceconcurrence.

10.b Bds lr.89/PR/4/9; DT.24.4.89

Bds lr. No.2003/PR/4/11;18.8.03

Press tours & reception inconnection with Publicity/Public relations

NIL NIL

NIL

Secy. to GMRs.250/- per headper day per meal

NIL 1) Financeconcurrence is notnecessary2) The amount shouldbe met within theoverall PR budget.3) The expenditure canbe incurred by theSecy. to GM with the

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

administrativeapproval of GM.4) The expenditurebeyond Rs.25,000/- onany occasion would inaddition, require priorfinance concurrence5) The instructionscontained in Bds Lr.No. 89/PR4/9dt.24.04.1989 &2007/PR/4/5 dated13.07.2007 should befollowed.

10.c

BD lr. No.

89/PR/4/9;Dt.24.4.1989

Conducted tours for press

and other publicity media purchase of ki ts andmementos

NIL NIL NILSecy. to GMFull Powers

NIL

Finance concurrence isnot necessary forexpenditure upto Rs.5,000/- in eachoccasion, subject tothe observance ofannual ceiling of Rs. 1lakh or amountstipulated by theBoard from time totime.

11Tailoring Charges of Linenof Hospitals, Saloons, RestHouses etc.

Full Powers As in Col.4 Full Powers NIL

No Financeconcurrence. Amountis to be restricted tothe limits fixed byRailway Board.

12.a

Payment on behalf of theRly. Of Registration fees andfees for Licences or renewalof Licences as prescribedunder the Factories Act orany other State or CentralAct.

Full Powers(No Finance Concurrence)


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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

12.bPayment to Municipality orLocal Bodies on behalf ofRailways.

Full Powers to sanctionexpenditure ona) Registration fees andwheel tax on motorvehicles.b) Fees for drivingLicences for MotorDrivers.c) Fees for obtaining orremoval of plumbersLicences.(Finance concurrence isnecessary in other cases)


13

Renewal of Telegraphic andabbreviated address ofvarious branches annuallyand when they fall due.Payment of annualregistration fee to P & TDepartment.

Full Powers.(No Finance Concurrenceis necessary)


14.a

Hiring out of Refrigeratorsand fans to officers as perapproved rates fixed inconsultation with Financeand revised periodically

CEE: Full powers subjectto personal certificationthat the items can beconveniently spared fromthe surplus available. (NoFinance Concurrence isnecessary)

NIL NIL NIL

14.bHire purchase of film forspecial education, publicityetc.

CPO : Full Powers NILCurator and P.T.C :Rs.1000/- per film NIL

14.c Item no. 17note (2) ofGMsdelegation

Hiring of motor vehicle forparliamentary/othercommittees, foreigndelegations, VVIPs/VIP Visitsand emergent occasions

NIL NIL NILSecy. to GMFull Powers

NIL1) Hiring of outsidetransport should bekept down to thebarest minimum

2) Hiring of outsidetransport should be

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

made only if the staffcars or other vehicleswith the Railwaycannot be spared forthe purpose.

3. Financeconcurrence is notnecessary.

4. Competitive modeof Tender/ Quotationroute has to beadopted

15

To sanction cash imprest totheir own offices andofficers subordinate to

them.

Full Powers subject toprior Finance Concurrenceand subject to theconditions laid in para1050 to 1055 F.I.(Pleaserefer Annexure - B)

NIL NIL NIL

16.a Board's letterNo. F(X)II/97/PW/4DT.16.9.97(Item 31)

Law Charges Full Powers uptoRs10,000/- on each caseincluding advancepayments in consultationwith Law officer.

NOTE : Law Charges willinclude the followingpayments but not theadvocates' fees.

a) Stamp fees for filing

the cases and appeals.

b) Stamp fees forobtaining the copies ofjudgements etc.

c) Stamp fees for givingan application foradjournment etc. or for

As in Col.4 NIL NIL

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

depositing other partyscost while applying foradjournments, if so,directed by the court.

Each case means that anyindividual case is dealtwith in one court or more,that is, when an individualcase is conducted in morethan one court, thecharges should beclubbed together for thepurpose of determiningthe competency ofsanction. No Financeconcurrence is necessaryin cases where thedisputed amounts do not

exceed Rs.50,000/- percase.

16.b Rly.Board'sletter No.F(X)II/97/ PW/4DT.16.9.97{ItemNo.35(ii)}

Satisfaction of Court decree Full Powers inconsultation with LawOfficer.

NOTE : Should be ensuredthat the competentauthority has decided inconsultation with Lawofficer not to file anappeal under thepayment. It should be

ensured before obtainingcompetent authority'ssanction that necessaryremedial measures havebeen taken to avoidrecurrence of procedurallacunae that iscommented upon in thejudgement by the court inthe handling of the case

NIL NIL NIL

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

by the Administration.The particulars of casesinvolving expenditure ofmore than Rs.25,000/- ineach case should be putup to GM for reporting toRailway Board forinformation.

16.c No.90/ LC/14/3 (CPA)dt.18.1.95&Rly. Board'sletter No.F(X)II/97/ PW/4DT.16.9.97Item 31(c)

*Note no.

A/G/103/Vol.X; dt. 11.11.05(CS NO. 12;Dt.27.03.2006)

Engagement of Lawyers andpayments.

Upto Rs.25,000/- in eachcase. (Upto Rs.5,000/- ineach case, no FinanceConcurrence is required)NOTE : It should beensured that the fees tobe paid is in accordancewith the High courtschedule and in case thefee is not in accordancewith High court schedule,

such fee that isconsidered to bereasonable by theMinistry of Law. Theinstructions contained inthe Boards letterNo.F(X)II 54/LL/1 dt.3.6.55and F(X)II68/LL/1/3dt.20.11.68 regardingengagement of Lawyerson high fees andpayment of their feesshould be kept in view.It has also to be ensured

that the limits mentionedunder item 31(c) in thedelegation of powers toGMs issued by Board videtheir letterNo.F(X)II/97/PW/4 of16.9.97 as reproducedbelow are not exceeded."to the engagement of

Upto Rs.20,000/- NIL

NIL

Law Officer * :

Upto Rs.5000/- in eachcase (NoFinanceconcurrence isrequired)

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

counsel at more thanRs.1050/- per day inSupreme Court or in anyof the High Courts ormore than Rs.750/- perday elsewhere"

NOTE :

1) Board's sanction is necessary to the institution of legal proceedings against News papers for publishing falseand damaging articles against the Railway Administration (Ref : Item 51 of Delegation of Powers to GeneralManagers vide Board's letter No.F(X)II/97/PW/4 dt.16.9.97.)

2) The sanction of Railway Board should be obtained before any step taken either to appear or defend an appealin the Supreme Court. (Ref: Item 31 of Delegation of Powers to General Managers vide Board's letterNo.F(X)II/97/PW/4 dt. 16.9.97.)

16.d Rly. Bd'sletter No.F(X)

Claims settled by arbitrationaward against any dispute

Full Powers. However, adetailed report should be

NIL NIL NIL

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

II/97/PW/4Dt.16.9.97Item 36

arising out of a contract.

put up to GM for keepingthe Railway Boardinformed in the followingcases: -(i) Where payment to a

contractor as result ofthe arbitrator's awardexceeded by morethan Rs.50,000/-of the amountconsidered due by theRailwayAdministration beforethe arbitrationproceedings began.

(ii) Where deficiencies inthe Generalconditions of contractor of procedure laid

down by the RailwayBoard came to light.

16.e

Rly. Bd'sletter No.F(X)II/97/PW/4Dt.16.9.97(item5. e &33(a)

Sanction of Arbitrators Feesnot exceeding the limitfixed by the Board and costof Arbitration such as Stamppaper, incidental expensesetc. fixed by the Arbitrator.

Full Powers upto Rs.5000/- in each case inrespect of outsiders, andRs.2000/- p.a to RailwayOfficers (Law officershould be consulted ineach case)(No Finance Concurrenceis necessary)The circumstances underwhich such appointmentof private persons has

been made, should,however, be brought tothe notice of the Board.

CMM :As in Col.4

NIL NIL

17.a 1318 G-I1319 G-I

Postal Charges(Including Speed Post/Courier Service)

Full Powers includingAirmail charges on officialdocuments to be sent/received from foreigncountries from imprestagainst contingencies (No

As in col.4 As in Col.4 Upto Rs.200/-in each case.

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

Finance concurrence isnecessary)

17.b Cablegrams - Issue of Full PowersCMM:

Full powersDy.CMM:

Full PowersNIL

18.a

Printing: All printing worksshould be arranged onlythrough Stores Dept. Thesepowers are only for givingAdministrative approval forplacement of S-1302indents.

Upto Rs.1,00,000/- perannum. If the printing isfor a new form to beintroduced, prior approvalof the Forms committee isrequired.

upto Rs.5,000/-within the overall

ceiling ofRs.50,000/- per

annum.

NIL

Upto Rs.1,00,000/-per annum forSecy. to GM only.

NIL

18.b

Printing of News letters,Calendars and otherpublicity material such asleaflets, posters etc.

Full PowersFull Powers

NILSecy. to GM full

Powers

NIL

18.cCorr. SlipNo.5 dt.3.12.01

Printing of VisitingCards/Letter Head Pads

Full Powers

Full Powers upto JAGrade level andupto Rs.500/- perannum for Group-BOfficers

NIL NIL

1)Finance concurrenceis not necessary

2)Normally LetterHead pads are tobe supplied toPHODs/CHODs only.

3) Printing to be donethrough StoresDepartment.

18.d

Para 1030and 1048 of

FinancialCode Vol.I

Printing through outsidepresses in emergentoccasions

NIL NIL NILSecy. to GM

Rs. 20,000/- peroccasion

NIL

1) Financeconcurrence is notnecessary.

2) Tender/Quotationroute to be followed

3) Printing in outsidepress shall be doneprovided SouthernRailway is unable toundertake the work.

19 i) Binding of printed/Xeroxed/Computer printedmaterials

Full Powers Rs. 10,000/- perannum

Rs.5,000/- perannum

NIL No Financeconcurrence uptoRs.500/- each per

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

occasionii)Obtaining photocopies /Lamination from outsidesources in emergent cases

Full Powers Upto Rs.5,000/-Secy. to GM

(up to Rs.10,000/-)NIL

20.a

Purchase of Books andTechnical Journals forofficial use and News papersand Magazines as approvedby GM.

CEE Rs.25,000/-perannum, CME - Rs.50,000/-per annum includingDy.CC&M, PTC and designoffices, FA&CAO-Rs.25,000/- & Rs.15,000/-per annum for otherdepartments (Excludingforeign technical journals,Newspapers &magazines), ChiefSecurity CommissionerRs. 7,500/-(CS No. 7; A/G/103Dt. 29.8.03)

Note:Newspaper & Magazines:Separate sanction to beobtained.

As delegated byPHOD/ CHODsubject to overalllimit for the Dept.not beingexceeded subjectto restrictions inpara 1040 F I

NILSecy. to GM

Rs.25,000/- perannum

NIL

20.bAdvance payment of Annualsubscription for Journals.

Full powers to the extentof monetary limitdelegated by GM

As in Col.4 NIL NIL

20.c Purchase of specificationsFull powers with Financeconcurrence

NIL NIL NIL

21

a) Purchase of Photographicgoods including Films anddeveloping charges, artsand blocks but excludingcameras.

CPO :(i) Full powers subject to alimit of Rs.50,000/- perannum. (No Financeconcurrence)(ii) Full Powers to enterinto Annual Rate Contract.(With FinanceConcurrence)

NIL

Upto Rs.10,000/-per annum withoutFinance

concurrence onlyto SECRETARY TOGM.

PRO: up toRs.5000/- perannum withoutFinanceConcurrence.

Para 236 ofFinance CodeVol.I

b) Repairs toPhotographic/Cinephotographic equipmentsand replacement of spareparts

Full Powers NILNIL

Secy. to GMFull Powers

NILFinance concurrence isnot necessary

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

22No. W/W/57;Dt. 17.12.07

Procurement of seeds/plantsand other horticulturematerials from DFOs/Govt.Nursery Gardens/Pvt.Nursery gardens for theupkeep of garden/parks/lawns in ICF

CE: Full powers subject tothe following conditions:1. All purchases ofseedlings, saplings shouldinvariably be made from

DFOs or other Govt./ Non-Govt. agencies.2. Where prepayment isinsisted upon by the Govt.agencies, the paymentmay be made by cheque.3. The purchases may bemade by prepayment,post purchase payment orwith cash depending onexigencies. Financeconcurrence necessaryfor purchases from Non-Govt. agencies exceeding

Rs. 1000/- in each casesubject to annual ceilingof Rs. 25,000/-

NIL NIL NIL

23A/G/103;dt.8.5.99

Purchase of civil Engg.items of small value likeTaps, Pipes, Water Closets,Wash Basins etc.

CE: Rs.2,000/- in eachcase subject to amaximum of Rs.10,000/-per month.

NIL

Dy.CE: Rs.1,000/-in each casesubject to amaximum ofRs.5000/- permonth.

NIL

24

i) Provision of protectiveclothing and articles to staffincluding Rain Coats,umbrellas etc.

Full powers subject toauthorisation in terms ofthe recommendations ofthe Uniforms committee.

As in col.4 As in Col.4 NIL

Para 2207 ofIREM

ii) supply of School uniform

to wards of eligible Railwayemployees

CPO: Full Powers NIL NIL NIL

25.a

Payments towards rewards,for suggesting improvedmethods of production etc.under 'suggestions' andinventions scheme dulyrecommended by thecommittee.

Upto Rs.1000/- in eachcase (Without FinanceConcurrence)

Upto Rs.1000/- ineach case(without FinanceConcurrence)

Upto Rs.250/- ineach case (WithoutFinanceConcurrence)

NIL

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

25.b

On the spot award to staff.

NOTE: These powers shouldbe exercised very rarely andmeticulously only in proven

cases of extra ordinarydevotion to duty andcommendable performanceof high order. Thesepowers should not beutilised in a routine fashionfor granting awards toemployees as a means ofcompensating them forapparent or other losssustained by them andsubject to specific budgetprovision.

Upto Rs.500/- in eachcase subject to annual

monetary limit fixed forthe department inconsultation with theFinance every year. It isleft to the PHOD/CHOD todistribute the funds to thelower officials under hiscontrol and distributionsauthorised should beadvised to Accounts.

Upto Rs.250/- ineach case withinthe authorised limitfor the Department

Upto Rs.100/- ineach case withinthe authorised limitfor theDepartment.

NIL

26

Purchase of stationery

including Rubber Stamps(For administrativeapproval) for placement ofS-1302 indent. Allpurchases should be madethrough Stores Departmentonly by placing S-1302indents.

a) Subject to the

conditions mentioned inpara 1111-S. (1990Vol.I) PHODs/CHODs havepower to make petty localpurchase of stationerystores included in list 'A'(para 1111) uptoRs.2000/- in each case.No Finance concurrencerequired upto Rs.1000/-in each case.

b) In the case of purchaseof Rubber stamps and

office seals, HODs havefull powers to make localpurchase in case of non-supply or delay in supplyof these items.

NOTE : These powersshould be exercisedsubject to the observance

As in Col.4 NIL

Secretary to GM(as in Col.4)

NIL

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

of the instructionscontained in paras 1019and 1049 F.I.

27.a Installation of Railwayphones (in offices andRailway quarters)

CEE : Full powers (No

Finance concurrencenecessary) after theapproval of the concernedHOD.

NIL

Dy.CEE/M Fullpowers. No

FinanceConcurrence afterthe approval ofHOD.

NIL

27.b

Installation of P & TTelephones.1. To entitled officers

2. To Non - entitled officers.

CEE : Full Powers afteradministrative approvalby the concerned HODs.

NIL

NIL

NIL

NIL

NIL

NIL

NIL

27.cRemoval of P & T Phonefrom one place to another

CEE : Full powers NIL NIL NIL

28To sanction charges foranalysis or testing ofsamples in Govt. Labs

Full Powers (No Finance

Concurrence)As in Col.4

Dy.CC&M only as in

Col.4NIL

29.a Write off - CashFA & CAO : UptoRs.5,000/- in each case

NIL NIL NIL

29.bWaiver/Write off of recoveryfrom outsider

Rs.5000/- in each caseRs.2000/- in eachcase.

NIL NIL

30

1. Awarding of contractsfor washing of uniforms,linen, sheets, towels etc.

CE and CMS : Full Powers(On competitive basis)

NIL

Dy.CE: Full Powersupto Rs.50,000/-(on competitivebasis)

NIL

2. Washing of linen sheets,

towels etc. other than oncontract basis

Full Powers. Upto Rs.200/-

in each case (No FinanceConcurrence) As in Col.4 As in Col.4 NIL

31

Deposits for LPGconnections in canteens,Apprentices Hostel, RestHouses etc.

CPO : Full Powers NIL NIL NIL

32 Administrative approval forprocurement of consumables for

Full Powers As in Col.4 Upto Rs.25,000/-in each case.

Upto Rs.5,000/-in each case

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

computer/printer such asCartridge, Toner refilling,floppy, tapes etc. exceptpaper.

33

Training of personnel inNon-Railway Institutions :

1. Non -Gazetted staff

a) Full powers subject to

concurrence by CPOwithin the annual budgetallotment for thedepartment concernedand further subject to thetotal expenditure notexceeding Rs.25,000/- perindividual and Rs.4,000/-per day per individual (NoFinance concurrence)

b) In case of trainingexpenditure exceedingbudgetary limit of the

dept. or when funds arerequired from GM'sreserve, should be put upto GM for sanction. (NoFinance concurrence)

NIL NIL NIL

2. Gazetted staff NIL NIL NIL NIL

34 Administrative approval forProcurement of consumableitems required for microfi lming cum printingequipments such aschemicals, special papers,polyester film, micro filmdeveloper, flat tape ink,refil l plotter ink etc.through Stores Department

CME/CDE(Mech). : Full powers uptoRs.5,00,000/- per annum with FinanceConcurrence.

Dy.CME/Designs.Upto Rs.25,000/- perannum withFinanceConcurrence.

NIL

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

for Reprographic section inDesign Office and CADCentre.

35

Transportation and Cooliecharges during official duty,

when materials/documentsare to be transported.(Charges such as normalAuto fare etc. permissibleunder TA rules should notbe included).

Full Powers upto Rs.500/- in each casewithout FinanceConcurrence.

Full Powers uptoRs.200/- in each casewithout FinanceConcurrence.

Full Powers uptoRs. 100/- in eachcase withoutFinanceConcurrence

NIL

36Reimbursement of Telephone Charges (madeonly for official purposes.)

Full Powers NIL NIL NIL

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

37.1.1Boards lr.no.2001/C&IS/Comp./Policy;dt. 7.12.01.(CS no. 6;

dt. 30.10.02)

*Boards lr.no.F(X)II-2007/Comp./1;20.11.07(CS no. 15 -A/G/103/Vol.XII;03.12.07)

No.2006/CAIS/Oth/Delegation ofpowers/36dt. 10-12-2008

Procurement of PCbased systems (Seeremarks a to f) onadditional account.

10 nos. per financial year. NIL NIL NIL

Remarks:

a) Total per PC cost including CPU and TFT monitor etc. should not exceed Rs.40,000/- which is chargeable to revenue. Use of thin clients may be encouragedas they are cheaper and also easy to maintain.b) All procurements should be done prefereably on DGS&D rate contract and by local stores Officer or officer nominated to look after stores functions.c) While procuring equipment it should be ensured that as far as possible IT equipment is purchased with minimum three years warranty so as to take l ife cyclecost into account.d) Peripherals (UPS, Printers, Scanners, Laserjet printers, card readers, Bluetooth dongles etc.) to be procured as per norms for standard non stock itemscirculated by Railway Board (Stores dtc) from time to time.e) Separate copies of licensed software should only be procured for each PC alongwith licences for Antivirus and firewalls as a standard non-stock requisition interms of (e) above.f) Finance concurrence should be obtained in the usual manner.

g) Sr.EDPMs technical vetting to be obtained.

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ITEM(1)

AUTHORITY(2)

NATURE OF POWERS(3)

PHODs/ CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

37.1.2

No.2006/CAIS/Oth/Delegation ofpowers/36 dt.10-12-2008

Procurement of PCbased system (seeremarks) onreplacement account

Full powers NIL NIL NIL

Remarks:

a) For procurement of PCSs on replacement account after completing their codal life as prescribed in Bd.letter No.2002/AC-II/1/10 dt. 24-05-2006 (ACS F-I no.62)as amended from time to time, full powers may be exercised by the above officers.

b) Sr.EDPMs technical vetting to be obtained.

37.1.3

Bdslr.no.2006/C&IS/ OTH/Laptop /14; dt18/20.09.2006

&No.2010/C&IS/Committee/Laptops/3/Pt.I dated30.03.2011

Procurement of

Laptops/Note BooksFull Powers NIL NIL NIL

No financeconcurrence isnecessary subject

to the conditionsmentioned inAnnexure: C

37.2

Boards lr.no.2001/C&IS/Comp./Policy;Dt. 7.12.01.(CS no. 6; dt.30.10.02)

No.2006/C&IS/Oth./Delegation

of Powers/36dt. 10-12-2008

Procurement of LocalArea Networkinfrastructure (Preferablysecured Wireless Lan)

Full powers NIL NIL NIL

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Remarks:

a. This does not apply to PRS/UTS/FOIS or other IT application networks for which proposal should be sent to C&IS Dte of Railway Board for sanction.b. Where Railnet connectivity is provided, efforts should be made to use the Railnet Network.c. Expenses incurred on LAN infracture would be chargeable to revenue.d. Finance concurrence should be obtained in the usual manner.e) Sr.EDPMs technical vetting to be obtained.

ITEM(1)

AUTHORITY(2)

NATURE OFPOWERS

(3)

PHODs/ CHODs(4)

OTHER HODs(5)

DY.HODs(6)

SR.SCALE OFF.(7)

REMARKS

37.3 Boards lr.no.2001/C&IS/Comp./Policy; Dt.7.12.01.

(CS no. 6; dt.30.10.02)

No.2006/C&IS/Oth./Delegation ofPowers/36 dt. 10-12-2008

AMC of hardware andsoftware

Full Powers NIL NIL NIL

Remarks:

a) While procuring equipment it should be ensured that as far as possible IT equipment is purchased with minimum three years warranty so as to take lifecycle cost into account.

b) The AMC of hardware and software shall be chargeable to revenue.

c) Finance ccncurrence should be obtained in the usual manner.

d) Sr.EDPMs technical vetting to be obtained.

1. The above powers are in addition to systems procured against any specific sanctioned works/estimates, regardless of their allocation:

2. Local Area Network Infrastructure/System in the context of this letter is defined as including all necessary hardware, software, networking,peripherals, software development, training, consultancy work, etc. that are necessary for it to be used as desired. Systems not covered under thisletter shall require specific sanction directly from C&IS Dte. in Board.

3. There should, in general, be no reason for deviation from the standard specification, as current, issued separately by C&IS Dte.

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4. Procurement of software should normally be with the system, however, if a separate requirement come up later, it shall be dealt with as a standardnon-stock purchase.

5. Similarly consumable and spares, other than CPU motherboards, shall be treated as standard non-stock purchases. CPU mother boards should, ingeneral, not be purchased any specific requirement must be routed through Associate finance.

6. Rules, as current, for vetting of non-stock requisitions shall apply to all IT Cases.

7. The delegation of powers, as current, for repair of equipment shall apply for IT related hardware also.

8. The overall coordination, progress monitoring, budgeting and interaction within the Railway and also with Railway Board in respect of all mattersrelated to information technology would continue to be the responsibility of the AGM of the Railways, who may, if considered necessary, constitute anappropriate Steering Committee of concerned HODs to assist him the discharge of these functions. He may also take the help of Sr.EDPMsorganisation for discharge of his functions such as budgeting.

9. The concerned department at Head quarters would continue to be responsible for Planning, Formulation of proposals, monitoring the progress ofwork. Etc. Accordingly, Workshop computerisation would be under CME, Stores computerisation under COS, PRS under CCM/PM and so on. Similarly,on Production Units the concerned HOD, which is most commonly the FA&CAO, shall look after the EDP Center.

10. On Divisions, the situation would be similar to Headquarters and an ADRM shall be responsible for overall coordination, budgeting, monitoring andinteraction within the Division and with Headquarters. On divisions, where the major workload in the EDP center is limited to PMIS and FMIS, closecoordination with the zonal EDP center under FA&CAO would be essential.

11. In all Training institutes, the Institute in-charge shall be responsible for overall coordination, budgeting, monitoring and interaction within theInstitute and with Headquarters.

12. Sr. EDPM or in his absence any other suitable officer so nominated by the unit in-charge to ensure technical standards as well as keeping a recordof the population of all systems within their jurisdiction irrespective of either the end-user or the method of procurement/sanction. They shall beheld directly accountable for this number. They shall also ensure technical standards of systems via technical vetting of indents.

ITEM(1)

AUTHORITY(2)

NATURE OFPOWERS

(3)

PHODs/CHODs(4)

OTHERHODs

(5)

DY.HODs(6)

SR.SCALEOFF.

(7)

REMARKS

38(a) BDs lr. Nos.90/PR/8/Policy; dt.29.11.90 &96/PR/23/policy dt.27.1.97 and2003/PR/11/1

Participation inexhibitions

NIL NIL NIL

Secy. to GM:Upto Rs. 3 lakhsper exhibitionsubject to theannual ceiling ofRs.9 lakhs

NIL 1) Finance concurrence is notnecessary

2) The administrative approval of GMshall be obtained.

3) However, the advance taken earliershould have been cleared byrendering accounts to the AssociateFinance

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ITEM(1)

AUTHORITY(2)

NATURE OFPOWERS

(3)

PHODs/CHODs(4)

OTHERHODs

(5)

DY.HODs(6)

SR.SCALEOFF.(7)

REMARKS

7; dt.21.11.03 (maximum)

4) Subject to ceiling laid down per caseand per annum by Railway Boardfrom time to time.

38(b) Manufacture of coach models by

TTC in connectionwith VVIP Visits,display in exhibition,museum, etc.

CMEFull powers

NIL NIL NIL 1) Administrative approval of Secy. toGM shall be obtained.2) Finance concurrence is necessary.

ANNEXURE - A (Dated: 03.04.07)

Procurement of Brief Case/Leather Bag : Full Powers to Secretary to GM.No Finance concurrence is required, if the following conditionsare complied with:

1. The Scale prescribed would be as under:Rs.

(i) Asst./Jr.Scale Officers : 1800/- (Rs. One Thousand Eight Hundred)(ii) Sr.Scale officers : 2200/- (Rs. Two Thousand Two Hundred)(iii) JAG/SG officers : 3000/- (Rs. Three Thousand Only)(iv) SAG/HODs : 4000/- (Rs. Four Thousand Only)

(v) PHODs/AGM/GM : To be decided on case by case basis.

2. The supply should be obtained from Stores Department.3. Each case of procurement either on initial/replacement account with individual justification and administrative approval of HOD for lower

officers/PHOD for HOD should be submitted to Secretary to GM.4. Replacement should be made only when the old one becomes unserviceable and unfit for use, after the lapse of minimum of 4 years.5. The condemned brief case/leather bags should be sent to Stores Department for disposal.6. The supply should be taken into Tools & Plant Account of the office concerned, duly entering the name and designation of the officer.

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7. No new brief cases/leather bags should be given to the same officer before the expiry of the prescribed period, even if he is promoted tohigher grade.

8. In case of non-return of brief case/leather bag, new one can be given only after recovery/deposit of 1/10th of original cost.9. In case of retirement or going on transfer, the brief case/leather bag be handed over and recorded in the handing over note.10. When the officer is permitted to take the brief case/leather bag with him, it should be got regularised by issue of Transfer voucher(s) to the

unit to which the officer is transferred.11. Secretary to GM will maintain a Register wherein the particulars regarding when the brief case/leather bag was procured for each officer will be

recorded.

This issues with the concurrence of Finance and approval of GM.

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ANNEXURE - B(Paras 1050 to 1055 F I of Indian Railway Financial Code Volume I - 1982 Edition.)

1050 CASH IMPREST: An imprest is a standing advance of a fixed sum of money placed at the disposal of an individual to meet thefollowing types of expenditure.

1. Petty office expenses2. Cost raw materials for the diet of indoor patients of Hospitals3. Emergent charges which cannot be foreseen.4. Other petty expenses upto an amount of Rs.2000/- in each case. Emergent advances may also be made on the responsibilityof the imprest

holder, out of imprest money placed at his disposal. (Authority: Bds lr. no. F(X)II-2003/PW/9; Dt. 18.6.2004.

1051 The amount of an imprest must not be larger than is absolutely necessary. It should be reckoned at the lowest possible figure calculated tosuffice for meeting charges of the nature referred to in the preceding para. and should be fixed in consultation with the Accounts officer

who will advise as to the appropriate amount of the imprest.

1052 Subject to the provision of the previous para. the GM of a Railway will have full power to sanction imprests. He may re-delegate his powerin this respect to authorities subordinate to him, on such conditions as he may think fit to impose. In case of other offices, the grant of animprest will require the sanction of Railway Board.

1053 The number of imprests should not be multiplied unnecessarily. An officers imprest should meet the needs of every branch of his office. Ifhe has subordinates who require petty sums, he should rather spare a small portion of his own imprest for their use than apply for separateimprests for them taking acknowledgement from them in the same way as he himself furnishes to the Accounts officer and retaining themin his office.

1054 The responsibility for making proper arrangements for the safe custody of the imprest money rests entirely with the imprest holder and hemust at all times be ready to produce the total amount of the imprest in voucher or in cash.

1055 The imprest account should be kept in duplicate. The counterfoil being kept by the imprest holder and the original supported by thenecessary vouchers forwarded to the accounts officer from time to time as the holder of the imprest may require it to be replenished. Theaccounts should be closed ordinarily on the 27th of each and recouped before the end of the month so as to ensure as many of the monthstransactions as possible being included in the account.

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ANNEXURE - C

Item No.37.1.3 of Misc. Matters Procurement of Laptop/Notebooks

FULL POWERS TO PHODs/CHODs AND NO FINANCE CONCURRENCE IS NECESSARY if the following conditions are complied with.

1. (a) PHODs/CHODs will be the authority for sanction of Laptops/Notebooks.(b) In respect of PHODs/CHODs the proposal for procurement of Laptops on replacement/new account would require the sanction of General

Manager.

2. Each Executive Department will nominate a Nodal Officer who will maintain a register wherein the particulars regarding procurement ofLaptops/Notebooks for each Officer will be recorded.

3. The cost per laptop for confirmed JAG & above should not exceed ` 55,000/- and cost of note book for below JAG should not exceed ` 25,000/- asper Boards letter No.2010/C&IS/Committee/Laptops/3/Pt.I dated 30.03.2011 or the limits, specifications and conditions prescribed by the Boardfrom time to time. The above cost ceiling is inclusive of all accessories.

4. The supply shall be arranged from Stores Department based on the indents received from executive departments either by making directpurchase or through DGS&D R/C subject to a cost ceiling limit as prescribed in the Railway Boards letters dated 20.09.2006 and 30.03.2011 dulyconsolidating the requirements of all the departments.

5. When the officer goes on transfer the Nodal Officer will issue a Transfer Voucher to the Railway/Unit to which the Officer is transferred. Besides,he will send the details to Personnel Branch and Accounts for making appropriate entries in LPC and service records in terms of Boards letterdated 30.03.2011.

6. The Officers provided with Laptop/Notebook should surrender the Desktop provided to them.

7. Purchase of Laptop/Notebook, other than specified in Para 1 of Boards letter No.2006/C&IS/OTH/Laptop/14 dated 18/20-09-2006 shall continue torequire explicit permission of Railway Board even if they are sanctioned/provided for in any estimates. Laptop/Notebook alreadyprovided/available shall not be provided/redistributed to any one below JAG.

8. Specification must be technically scrutinized and approved by Sr.EDPM.

9. Maintenance of Laptop/Notebook would be done against rate contract finalized by Sr.EDPM for the purpose of individual departments.

10. The policy guidelines for Disposal, Maintenance and Depreciation laid down vide Boards letter No.2010/C&IS/Committee/Laptops/3/Pt.I dated30.03.2011 may be scrupulously followed.

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