DELEGATION OF FINANCIAL POWERS RULES, TRIPURA, 2019

PREAMBLE

In exercise of power conferred by Clause (3) of Article 166 of the Constitution of India, the Governor of Tripura is pleased to make the following Rules:-

Rule - 1. Short Title, Extent And Commencement.-

(1)     These rules may be called the "Delegation of Financial Powers Rules, Tripura, 2019".

(2)     They shall come into force on and from the date of publication of this notification in the Tripura Gazette.

(3)     Save as otherwise provided in these rules, these rules shall apply to Government Departments as well as Government Bodies, as defined under Rule 2.

(4)     Only Rule 9(1) (xxxiv) of DFPRT and any other specific Rule wherever mentioned will be applicable to "Government Undertakings and Aided Institutions", The administrative Department may, however, issue further orders for administrative and financial control of Government Undertakings, if required.

Rule - 2.Definitions.-

In these rules, unless the context otherwise requires:-

(a)      "Appropriation" means the assignment to meet specified expenditure of funds included in a Primary unit of appropriation:

(b)      "Charged expenditure" means the expenditure charged on the Consolidated Fund of Tripura as listed in Article 202 (3) of the Constitution of India:

(c)      "Contingent expenditure" means all incidentals and other expenditure including expenditure on store which is incurred for the management of an office, for the working of technical establishment such as a laboratory, a workshop, an industrial installation, a farm and the like, but does not include any expenditure which has been specifically classified as falling under some other head of expenditure such as "Works", "Tools and Plants and the like":

(d)      "Continuing Scheme" is one which has been administratively and financially approved in the previous year and continues to be under implementation:

(e)      "Controlling Officer" means and includes the Secretaries of all Departments in respect of Departments under their respective charge unless otherwise notified by the Finance Department:

(f)       "DDO (Drawing and Disbursing Officer)" means the Head of Office and includes any Gazetted Officer serving under the Head of Office to sign a bill or order for him as authorized by him as per provision of Rule 142 of the Central Treasury Rules as adopted in the State;

(g)      "Department" means the Department of the State Government as notified from time to time and for the purpose of these rules includes the Governor's Secretariat, the Legislative Assembly Secretariat, the Tripura Public Service Commission, Tripura Women Commission, Tripura Information Commission, Tripura Police Accountability Commission, Tripura Human Rights Commission, Tripura Electricity Regulatory Commission and other Commissions and Government bodies set up by the State Government;

(h)     "Each Case" means in respect of non-recurring expenditure - expenditure incurred at a given point of time and in respect of recurring expenditure - each type of expenditure of a recurring nature;

Explanation:

(1)     If on a particular occasion a number of items of stores are to be purchased, the powers of the sanctioning authority should be exercised on that occasion for the entire lot and not with reference to individual articles constituting the lot.

(2)     Purchases arising out of the same indent should not be split and made separately on different dates with a view to avoid the sanction of higher authority.

(3)     An authority empowered to sanction expenditure on any recurring item, say up to Rs. 1500/- per annum, will be competent to sanction expenditure on the item on a number of occasions subject to the limit of Rs. 1500/- per annum.

(i)       "Finance Department (F.D. in short)" means the Finance Department of the State Government;

(j)       (i) "Government bodies" means Statutory Commissions, Sub-ordinate & Attached offices, Boards, Agencies etc. that are financed and administered by the Government;

(ii) "Government Undertakings and Aided Institutions" means Government Companies, Corporations, Societies, Authority, Trusts, Autonomous bodies including Local bodies, SPV, Joint ventures as well as Grant-in-Aid/Sponsored Institutions, which are fully or partly financed/aided or otherwise assisted by Government.

(k)      "Head of Department" means Government Officers who have been notified as Head of Department by orders issued by the State Government in the Finance Department;

(l)       "Head of Office" means Government Officers sub-ordinate to the Head of Department declared by any Department of State Government or Head of Department to be "Head of Office" in respect of an independent establishment;

(m)    "Local Bodies" means "Urban Local Bodies and Rural Local Bodies".

(n)     "New Scheme" is a Scheme which is not a Continuing Scheme.

(o)      "Non-recurring Expenditure" means expenditure other than recurring expenditure.

(p)      "Past Cases" mean cases which were pending for decision on the date these rules came into force.

(q)      "Primary unit of appropriation" means a primary unit of appropriation as Sub-head specified in the Budget Publication in which Detailed Demands for Grants including Charged Expenditure are provided for a year under which all expenditures are accounted;

(r)      "Public Works" means "civil/electrical works including public Buildings, public services, transport infrastructure etc., both original and repair works and any other project, including infrastructure which is for the use of general public";

(s)      "Re-appropriation" means the transfer of funds from one primary unit of appropriation to another such unit;

(t)       "Recurring expenditure" means expenditure which is incurred regularly at periodicals intervals;

(u)     "Secretaries" include the Chief Secretary, Additional Chief Secretaries, Principal Secretaries, Secretaries, Special Secretaries and Additional Secretaries who are holding independent charge of Departments;

(v)      "State Government" means the Government of Tripura;

(w)     "Sub-Controlling Officer" means and includes District Magistrate & Collector of their respective districts and any other authority under Controlling Officer of any Department notified as such;

(x)      "Subordinate authority" means an authority subordinate to a Department of the Government or a Head of Department;

(y)      "TTAADC" means Tripura Tribal Areas Autonomous District Council.

(z)      "Administrative approval" means the formal acceptance by the Department concerned for an original work other than a petty work costing Rs. 50,000/- or under to be undertaken for the Department either by the Public Works Department or the Department or Agency to which the work may have been assigned by the Governor.

(a)      "Expenditure sanction" means the sanction of Government or of an authority to which powers has been delegated to incur expenditure of public money for a specified purpose and is subject to appropriation of funds.

(b)      "Technical sanction" means the sanction of the competent authority to a properly detailed estimate for a work to be done. A "technical sanction" amounts to a guarantee that the proposals are technically sound, and that the estimates are accurately prepared and are based on adequate data.

(c)      "Miscellaneous expenditure" means all expenditure other than expenditure falling under the category of pay and allowances of Government servants, leave salary, pensions, contingencies, grants-in-aid, contribution works, sk, tools and plant and the like.

(d)      "Revenue Expenditure" means expenditure incurred on normal running of the Government departments and maintenance of services, interest charges on debt incurred by Government, subsidies and so on. Broadly speaking, it is an expenditure which does not lead to any creation of assets or reduction in liability is treated as revenue expenditure.

(e)      "Capital Expenditure" An expenditure which either involves creation of an asset, investment in shares, acquisition of valuables, loans and advances granted by the Government or reduces liability (e.g., repayment of loan) is called capital expenditure. This type of expenditure adds to the capital sk of the economy and raises its capacity to produce more in future.

(f)       "Administrative Department" wherever power is delegated to Department or Administrative Department, it has to be exercised by Secretary with the approval of Minister-in-charge of Department or Secretary of the Department himself if so delegated by the Minister-in-charge.

(g)      "Outsourcing of Services" means deployment of outside agencies on a sustained long term (for one year or more) for performance of other services which were traditionally being done in-house by the employees of Ministries/Departments (e.g. Security Services, Horticultural Services, Janitor/Cooking/Catering/Management Services for Hostels and Guest Houses, Cleaning/Housekeeping Services, Errand/Messenger Services, and so forth). Besides outsourcing, other services also include procurement of short-term stand-alone services.

Rule - 3. Budgeting.-

(1)     Through discussions with the Controlling Officer, Finance Department will indicate in advance the ceilings of expenditure for various Departments under different Demands, on the basis of past actual as reported by the Controlling Officers and the Accountant General, trend variations and other adjustments as considered necessary, based on availability of resources and outcome of previous budget and priority of the Government.

(2)     On receipt of the budget proposals, Finance Department will examine them and prepare consolidated Budget proposals by Major Heads.

Rule - 4. Provision Of Funds By The Legislature.-

Demands for grants and appropriation for charged and voted expenditure are presented to the Legislature on behalf of the Departments. After the Demands have been voted and the Appropriation Act has been passed, the amount authorized by law becomes available to the Departments only after being released by the Finance Department through online CTOS software to meet the sanctioned expenditure. Hard copies of such releases will be made available to the Department.

Rule - 5. Allotment Of Funds.-

(1)     After the Budget has been passed, the Administrative Departments shall allot the provision under different units among the Controlling Officers out of the fund released online by the Finance Department. Where the provision is made against only one Controlling Officer, it is implied that the entire fund released by the Finance Department is at his disposal. The Controlling Officer shall communicate online allotment of funds to the Sub-Controlling Officer or Drawing and Disbursing Officers, as the case may be, through CTOS software indicating reference of release of fund from the Finance Department along with FR code and appropriation as advised from the Finance Department. No expenditure can be incurred by any Department until the allotment of funds is communicated online up to detailed Heads of account (mentioning State fund/CSS/CP/NLCPR/NEC distinctly) by the Controlling Officer/Sub-Controlling Officer to the DDOs with intimation to Treasury Officers/Sub-Treasury Officer. On the basis of such allotment of fund, the Treasury Officer/Sub-Treasury Officer will verify the appropriation entries made by the DDOs in the bills through CTOS software. The grant-in-aid to autonomous bodies like PRIs/ULBs/TTAADC and Share Capital/Grant to Government Undertakings/Autonomous Bodies/Grant-in-aid Institutions etc., shall be provided on monthly or quarterly basis, as the case may be, subject to satisfactory utilization and performance. While making allotment of fund among the Sub-Controlling Officer/DDOs by the Controlling Officer/Sub-Controlling Officer respectively through online, the reference of release of fund from the Finance Department along with code number must be mentioned indicating the appropriation position of the concerned release.

(2)     It shall be the responsibility of Departments and Controlling Officers to ensure the budgetary provision for different schemes separately under State fund, Centrally Sponsored Schemes, Central fund, Non-Lapsable Central Pool of Resources and North Eastern Council Schemes are not exceeded under any circumstances except in cases where additional fund has been released from the Finance Department subject to adjustment in the R.E. stage and under no circumstances the Revised Estimates are to be exceeded.

(3)     The drawal of money from Treasuries/Sub-Treasuries by Drawing and Disbursing Officers shall be restricted to online fund allocation by the Controlling Officer/Sub-Controlling Officer in favour of the Drawing & Disbursing Officer(s) against release or ceiling as indicated by Finance Department. Instructions issued by the Finance Department from time to time on the procedures and conditions regulating the system of drawal of money from Treasuries/Sub-Treasuries on the basis of fund release shall apply. Fund should not be drawn merely to avoid lapse at the end of financial year or for parking in bank accounts as the Finance Department revalidates fund under CSS/CASP in next financial year. If at all fund is drawn which is not required during the financial year, it may be kept in PL Account/Public Account under Head of Account 8443-00-800-Other Deposit rather than bank account. Withdrawal of fund from PL Account can be done any time and will not require any approval of Finance Department. All funds lying idle in bank accounts may be deposited back to Government account or transferred to PL account/Public Account.

(4)     The Departments should send their proposal for release/revalidation of central schemes/NEC/NABARD/EAP funds only to the extent up to which it could be actually utilized during the financial year to avoid the problem of revalidation in next/subsequent years. The proposal for release of fund should invariably be accompanied by status report of fund released earlier under the scheme. Scheme should be implemented strictly as per guidelines, in a manner that no additional liability is created for State Government, over and above the stipulated state share (usually 10%). The administrative expenditure/contingency permissible under the Scheme should be utilized optimally so as to reduce pressure of State resources for expenditure of similar nature.

(5)     The revalidation of fund, against fund under CSS/CASP only which have been released during any financial year, will be done in next or subsequent financial year on production of the reconciled statement of expenditure from O/o Accountant General, Tripura. The Finance Department may revalidate the amount on the basis of a Non-Drawal Certificate issued by Controlling Officer/Secretary of the Department in first few months of the financial year when reconciled statement from O/o Accountant General, Tripura is not available subject to condition that the Departments will submit the reconciled expenditure statement from the Accountant General, Tripura by 30th November of the ongoing financial year failing which the Finance Department will make adjustment of the amount released from subsequent releases.

(6)     All proposals for additional fund over and above the budget provision should be accompanied by offer of savings in some other salary/non-salary head.

Rule - 6. General Limitations On Power To Sanction Expenditure.-

(1)     In all cases, the following fundamental conditions must be fulfilled before Government money can be used for any kind of expenditure or paid or advanced to any person for any purpose, namely.

(i)       that public revenue may be spent only on legitimate objects of public expenditure;

(ii)      that there is specific authority or sanction to incur the expenditure or make the payment or advance the money;

(iii)     The authority or sanction to incur the expenditure or make the payment or advance, shall not be operative unless funds to meet it have been available by appropriation or re-appropriation by competent authority in accordance with the rules contained in the Budget manual;

(iv)    Funds should ordinarily be drawn only when the expenditure is imminent;

(v)      No funds should be drawn merely to avoid lapse of budget provisions and to show expenditure by deposition in Civil Deposit/P.L. Account or Bank/Postal Account or otherwise;

(vi)    No breach of any standard of financial propriety is involved.

(2)     An authority may sanction expenditure or advance of money only in those cases where it is authorized to do so by

(a)      These or any other rules issued by or with the approval of the Finance Department.

(b)      The provisions of any law for the time being in force.

(c)      Any general order or special order of the Governor or other competent authority.

(d)      Fund has been sanctioned or committed in writing. If only part fund is available and work is divisible, work may be taken up in phased manner. However, if work is not divisible, prior commitment from Finance Department may be obtained regarding availability of balance fund from the budget before issue of the Administrative Approval and Expenditure Sanction.

(e)      Any order of the Government laying down as scale or maximum scale of expenditure has been followed.

(3)     Nothing contained under these rules shall empower any authority to sanction, without prior concurrence of the Finance Department, any expenditure which involves introduction of new scheme, programme, principle or practice or modification of the existing scheme, programme, principles or practices, likely to lead to increase in expenditure or financial liability in future.

(4)     The exercise of powers to sanction expenditure is subject to the observance of general or special direction which the authority may delegate or re-delegate.

(5)     No expenditure shall be incurred against a sanction unless funds are made available by appropriation or re-appropriation.

(6)     The Secretary of the Department and the Controlling Officer shall arrange to be kept informed not only what has actually been spent from the grant or appropriation, but also what commitments and liabilities have been and will be incurred against them. They shall be completely responsible for the departmental expenditure.

(7)     Each bill irrespective of the amount involved (excepting salary bills) to be presented to the Treasury/Sub-Treasury shall be accompanied with the sanction orders(s) by the authority empowered under these rules, without which such bills shall not be entertained.

(8)     In spite of the sanctions accorded under delegation, no expenditure can be incurred unless funds to cover the charge during the year have been provided. Hence when applying for sanction of a competent authority to any expenditure, it should invariably be specified how it is proposed to be met. The sanctioning authority should also indicate on the body of the sanction as to how the fund is to be provided including name of scheme/project etc.

(9)     Lapse of sanction - An expenditure sanction for any fresh charge, which has not been acted upon within the financial year in which it is issued must be held to have lapsed, unless it is specially renewed with necessary provision of funds.

Note:- This rule does not apply to a case where an allowance sanctioned for a post or a class of Government servants has not been drawn by a particular incumbent of the post or a particular set of Government servants nor does it apply to a additions made gradually from year to year to a permanent establishments under a general scheme which has been sanctioned by a proper authority.

Rule - 7. Residuary Financial Powers And General Limitations.-

Financial powers, not specifically delegated to any authority by these rules, shall vest in the Finance Department. In case of emergencies due to natural calamities or any other unforeseen circumstances, Finance Department shall issue appropriate orders to remove any such difficulties in dealing with those circumstances. The instructions issued by Central Vigilance Commission may be treated as guiding instructions especially for public procurement of goods & services as well as execution of works.

Provisions of General Financial Rules & other Central Rules as adopted in the State as well as Manuals for procurement of goods/services/works/consultancy as well as PWD Manual of State have to be followed wherever applicable. If there is no provision for a particular matter in State Rules/Guidelines, provisions of similar current documents of Central Government may be followed.

Rule - 8. Re-Appropriation.-

Administrative Departments shall obtain prior approval of Finance Department for re-appropriation of funds subject to the following conditions and overall limitations of legislative approval inherent in financial authorization:-

                              (i)          No fund shall be re-appropriated after finalization of Revised Estimates.

                             (ii)         Funds shall not be re-appropriated from one Major Head of account to another.

                            (iii)         No re-appropriation shall be made from Capital Head to Revenue Head, but the reverse is allowed.

                            (iv)        Funds shall not be re-appropriated across Central Schemes, Centrally Sponsored Schemes, NLCPR, NEC, State Schemes & Loan Schemes.

                             (v)         Funds shall not be re-appropriated from grants meant for State schemes/projects or specific purpose of committed nature.

                            (vi)        Funds shall not be re-appropriated to meet expenditure which has not been sanctioned by a competent authority.

                            (vii)        Funds provided for charged expenditure shall not be re-appropriated to meet voted expenditure and vice-versa.

                           (viii)       No re-appropriation shall be made from and to the provision for Secret Service expenditure.

                            (ix)        No re-appropriation shall be made between Primary Units which would involve augmenting the provision under any such unit by more than twenty five per cent.

                             (x)         No re-appropriation shall be made from the provision for salary & wages for any other purpose.

                            (xi)        Re-appropriation for funds for Office Expenses, Travelling Allowance and Contingent Expenditure shall be subject to following restrictions:-

(a)      The existing provision shall not be augmented by re-appropriation or by transfer between primary units.

(b)      No re-appropriation shall be made from and to a provision specifically budgeted for a special purpose or to cover an expenditure, which requires the approval of the Finance Department e.g. purchase of vehicles.

(c)      No re-appropriation shall be made from sums provided for payment of contribution to or recoveries of expenditure from another Government.

                            (xii)        The provisions under "other allowance" shall not be diverted either by re-appropriation or by transfer within the primary units under a Major Head of Account.

                           (xiii)       No increase is made in the recurring expenditure against a saving in non-recurring items of expenditure.

                           (xiv)       The saving which may be available within the overall allotment for the scheme will not be utilised for any new item of expenditure which requires prior Legislative approval before the expenditure is incurred.

                            (xv)        No new service will be introduced by the re-appropriation whatsoever.

                           (xvi)       No expenditure shall be incurred on any object for which no provision exists in the budget without making provision.

                          (xvii)       The re-appropriation should not have any effect of undertaking of recurring liability.

                          (xviii)      No re-appropriation can be made from a sub-head accommodating expenditure which is likely to be reimbursed by the Government of India or any other agency to any Sub head which does not accommodate such reimbursable expenditure.

                           (xix)       No re-appropriation will be allowed to enhance provision under a works project or under a suspense Head only to purchase materials unless such material are required for use during the year.

                            (xx)        In a case in which provision made in the budget under a Sub head is expected to exceed, re-appropriation should ordinarily be postponed until a reliable forecast is possible as the information available in the earlier part of the year is not always a safe guide for making re-appropriation.

                           (xxi)       No re-appropriation shall be sanctioned for any purpose whatsoever out of provision obtained through supplementary Demand voted by the Assembly for Specific purposes. The same principle applies to supplementary charged appropriation.

                          (xxii)       No re-appropriation shall be made, save with the previous consent of Finance Department, to meet any expenditure which is likely to lead to further outlay in future years.

                          (xxiii)      If any Department requires additional allocation under any head of account over and above the Budget Estimates, the Department should locate savings in some other head of account in their budget and send a proposal for re-appropriation of funds.

                          (xxiv)      Expenditure on "works" will be subject to the following further conditions:-

(a)      Funds shall not be re-appropriated for any work which has not received administrative approval and technical sanction as prescribed by rules from time to time.

(b)      The amount appropriated for any work shall not exceed the amount approved or sanctioned for that work by a sum greater than the excess which may be authorised under the Public Works Department Code.

(c)      Where excess of requirement over the administrative approval or/and technical sanction exceed 10%, it will need revision of administrative approval or/and technical sanction. Diversion in such cases should be made only after assessment of actual requirement is made on the basis of detailed revised estimates and revised administrative approval of the competent authority is obtained.

(d)      Recoveries in the nature of reduction of expenditure in excess of provisions therefore in the estimate of a work (and if the estimate is spread over a number of years, credit in excess of provisions therefore during a particular year) release additional funds for a work. These additional funds are not admissible for expenditure and should be allowed to lapse. Withdrawal of funds out of this credit for meeting expenditure on other work is also not admissible.

(e)      Re-appropriation of funds for completion of electrical installations and public health portion of building works may be made out of the composite estimates for the works as a whole.

(f)       No work order should be issued unless fund is made available or committed.

Rule - 9. Prior Concurrence Of The Finance Department.-

(1)     Prior concurrence of Finance Department shall be required in respect of the items mentioned below:-

                              (i)          Creation of posts.

                             (ii)         Filling up of vacant posts by direct recruitment.

                            (iii)         Engagement of Contractual employees including re-appointment/re-engagement etc. New engagement of DRW/PTW/MRW/Contingent workers is banned and it will be allowed only in extreme exigency.

                            (iv)        Purchase of Vehicles.

                             (v)         Hiring of vehicles.

However, the Secretary of the Department will be competent to allow hiring of a vehicle for a maximum period of 3 months for use by field officers/offices when a running vehicle goes out of order and repair is likely to take considerable time and the replacement of the vehicle is not found feasible from other existing vehicles. This hiring should be discontinued immediately after the vehicle is repaired or on completion of the period of three months whichever is earlier. The hiring should also be discontinued immediately where a new vehicle is purchased in replacement of the vehicle going out of order.

The Secretary of the Department will be competent to allow further continuation of hiring of vehicles on annual basis subject to obtaining the approval of the Departmental Minister if such hiring had been approved by the Finance Department initially.

The Secretary of the Department will be further competent to allow hiring of one vehicle, for emergency requirements, for maximum spell of 5 days limited to maximum 2 spells in a year for each Department under his control.

                            (vi)        No official below head of Department will be entitled for residential telephone, mobile and broadband/data card. Moreover, reimbursement of combined bills of personal residential landline telephones, mobile & broadband/data card can be extended to officials below Heads of department only after prior concurrence of Finance Department as per ceiling prescribed by it.

                            (vii)        The Secretary of a Department is competent to approve the purchase of furniture/laptop/air-conditioners/phoopiers and any other equipment not in common use in Government offices up to Rs. 2.00 lakh for any establishment in a year subject to ceiling of Rs. 10.00 lakhs for all offices/sections within that financial year for the entire Department. Beyond this, the administrative Department will be competent to decide subject to availability of fund.

                           (viii)       Increase of the state share or subsidy in any State/Central scheme

                            (ix)        Re-drawal of lost cash.

                             (x)         Writing off of losses, except cases covered under Rule 30 and Rule 31 ibid.

                            (xi)        Administrative Departments will be competent to decide deputation of any individual or team to participate in any cultural, sports or similar programme outside the State within India with approval of the Chief Minister. However, for participation abroad from State Government's funds, concurrence from Finance Department shall be required in addition.

                            (xii)        Revision of pay scales/wages or of any service benefits and up-gradation of any post.

                           (xiii)       Terms and condition of appointment of persons in the State Government or Government Undertakings on deputation from Central Government, other State Governments, Central or other State Government Undertakings.

                           (xiv)       Sanction of rent-free accommodation, unless covered under any specific order issued by the Finance Department.

                            (xv)        Sanction of allowance/special pay/honorarium/overtime allowance etc. unless covered under any specific order issued by the Finance Department.

                           (xvi)       Contribution of equity capital to Public Sector Undertakings, other than fund released from Finance Department. However, for sanction of share capital and grant to the LAMPS/PACS by the Co-operation Department, no such concurrence will be needed once the Finance Department releases the fund on the basis of the Budget provisions.

                          (xvii)       Grants not covered by Grants-in-aid Rules approved by the Government with concurrence of the Finance Department.

                          (xviii)      Stipend/Scholarship not covered by Rules approved by the Government with the concurrence of the Finance Department and modification of rates of scholarship/stipend.

                           (xix)       Subsidy not covered by Rules approved by Government with the concurrence of the Finance Department.

                            (xx)        Deputation abroad on training/tour etc. at the cost of State Government.

                           (xxi)       Acceptance of loan by any Department from Financial Institutions/Financial Undertakings etc.

                          (xxii)       All Externally Aided projects

                          (xxiii)      Furnishing of guarantee by the State Government against any loan to be taken by any State Government Department.

                          (xxiv)      Any new scheme and scope or coverage of the existing schemes.

                          (xxv)      Outsourcing of Services.

                          (xxvi)      Engagement of consultants on long term basis.

                         (xxvii)     Opening of any new office/establishment.

                         (xxviii)    Opening of Bank/Postal Account and making any term/fixed deposit.

                          (xxix)      Acquisition of land for projects except where costs can be met from Central schemes

                          (xxx)      Introduction or increase of rate of subsidisation of services offered by Government/Govt. aided institutions.

                          (xxxi)      Introduction of new scheme having financial implication or rate of change of benefit in existing scheme.

                         (xxxii)     Continuation of temporary posts which are vacant.

                         (xxxiii)    Subscription to any LIC Group Insurance Scheme for pension, gratuity or leave salary.

                        (xxxiv)     Acceptance of Central schemes/Schemes of Financial Institutions/NEC having state share more than 10%

                         (xxxv)     Provision of clause (i), (ii), (iii), (iv), (v), (x), (xii), (xv), (xxi), (xxii), (xxiii), (xxxiii) and (xxxiv) will apply to Government Undertakings including local bodies. The non-applicability of other clauses is subject to availability of own resources to fund the activity.

                                (xxxvi) Any other item where the approval of the Finance Department is required under any other rules or Rules of Executive Business including matters having financial implications.

(2)     In all cases mentioned under sub-rule (1), no action shall be taken without obtaining the prior approval of the Finance Department and under no circumstance ex-post-facto concurrence of the Finance Department shall be sought. The reference number and date by which the Finance Department concurred in the proposal must be indicated on the Bills submitted to the Treasury in the absence of which the bill shall not be entertained.

(3)     Charges for vehicles hired with the prior approval of the Finance Department by any Government Department or any Government Undertaking or any local body shall be within rates specified in the Memorandum at Annexure I. The rate notified by the Transport Department cannot be used for hiring vehicles for performing government duty on long-term basis.

(4)     The Administrative Department shall be competent to sanction continuation of temporary posts in the regular scale of pay provided these posts have been created with the prior concurrence of the Finance Department and with approval of the Council of Ministers and that these posts are physically occupied on the date of expiry of the previous continuation. The period for which a temporary posts is created or extended does not exceed twelve months or such shorter period as may be specified in the order delegating the power and does not in any case extend beyond the last day of the financial year concerned.

Regarding continuation of posts created on fixed-pay basis keeping regular scale of pay posts in abeyance with the concurrence of Finance Department and for contingent and part-time/temporary posts created with concurrence of the Finance Department, the Administrative Department shall be competent to sanction continuation of those posts provided these posts have been physically occupied on the date of expiry of previous continuation.

In all other cases in respect of creation, filling up & continuation of vacant temporary posts, prior concurrence of the Finance Department shall be necessary. All contingent and part- time/temporary posts shall automatically lapse on the day vacated by the incumbent.

Copies of orders on the posts continued by the Department indicating specifically the reference of the original concurrence by the Finance Department in the creation of such posts and their period of continuation, along with a certificate that these posts are actually physically occupied, shall be rendered by the Administrative Department to the Finance Department and Treasuries, failing which Treasuries shall not pass Pay Bills and other claims of the employees entertained against those posts.

(5)     The concurrence of the Finance Department shall not be required for purchase of medical equipment used in the Hospitals under the Health Department and the Home Department, if the individual cost of the equipment does not exceed Rs. 50.00 lakhs provided annual procurement plan is approved by Finance Department.

(6)     The concurrence of the Finance Department shall not be required for purchase of the following items of furniture, teachings aids etc., and also for manufacture of items with the seized timber of the Forest Department.

                              (i)          Class-room furniture:-

a.        Joint Desk, Long Bench and High Bench.

b.        Teacher's Table

c.        Armless Chair

d.        Black Board

                             (ii)         Staff-room furniture:-

a.        Chair with arms/leaning Bench

b.        Table

c.        Almirah

d.        Rack

                            (iii)         Boarding house furniture:-

a.        Single Cot

b.        Reading Table

c.        Dining Table

d.        Meat safe

(7)     The purchase and manufacture of the items under sub rules (5) and (6) of this rule shall be made as per provisions under different Schemes within the limit of delegated financial powers and after observing all codal formalities. For any purchase exceeding the limit of financial powers delegated to the Department, the concurrence of the Finance Department shall be necessary.

(8)     Once the Finance Department has concurred for purchase of particular items, the Department and Government Undertaking including local bodies will be competent to procure the same during that financial year or the next consecutive financial year without any further concurrence or revalidation by the Finance Department.

(9)     The rates and terms of contract/supply recommended/approved by the Purchase Committees at different levels does not absolve requirement of concurrence of Finance Department, wherever the rules requires so.

(10)   NOTES

a.        Concurrence for filling up posts is valid for same financial year.

b.        Engagement of persons on contract, other than through outsourcing agency or retired persons or engaged for a fixed tenure, should be for maximum 11 months at a time after prior concurrence of the Finance Department and re-engagement should be with a break of at least one day.

c.        All posts vacant for more than one year shall lapse and fresh creation will be required following due process.

d.        In case of outsourcing of any service, the sanctioned post will have to be kept in abeyance. The persons already in position for same work may be declared surplus and redeployed appropriately.

e.        Whenever Department submits a proposal for post creation, it should be accompanied by a proposal for surrender/abolition of posts getting vacant because of retirement during the year with equivalent financial implications.

f.         Fresh recruitment will normally be restricted to the retirement taking place in a year.

g.        The creation and filling up of post will require approval of Council of Ministers apart from concurrence of GA(AR) and Finance Department.

h.        When any service like cleaning/sweeping, security, IT, house-keeping etc. is outsourced with concurrence of Finance Department, the persons already appointed for the purpose may redeployed/declared surplus and post abolished if vacant or on vacation.

(11)   General limitations on creation of post: No post shall be created

(a)      On the establishment of an Administrative Department unless there exists in that Department a post of a similar character on a rate or scale of pay which has been approved by Government.

(b)      On the establishment of any other non-Secretariat Department or office under the control of an Administrative Department/Head of Department unless there exists in the same or any other non-secretariat Department or office a post of a similar character or of a rate or scale of pay approved by Government,

(c)      In contravention of the instructions regulating staffing pattern, staff composition and work standards where prescribed.

(d)      Unless funds to meet the cost of the post can be found by valid appropriation or re-appropriation from within the provision placed at the disposal of the authority concerned.

(e)      The post or establishment is really required in addition to the full strength of the staff already sanctioned for the purpose;

(12)   To ensure elimination of posts that may outlive their utility, there shall be annual review of sanctioned posts, both Gazetted and Non-Gazetted, by a committee consisting of Secretary-in-Charge of Finance, Secretary-in-Charge of GA (AR) and Secretary-in-Charge of concerned Department in the month of December every year. For this purpose, Secretaries of Departments will submit a certificate by end of November in Annexure XVII. The GA (AR) Department will maintain a pool of surplus employee who can be redeployed after training and change of designation, if required. Departments will be competent to issue orders for abolition of any post without reference to Finance Department.

(13)   Economy Board -

An Economy Board will be set up under Chief Secretary with Addl. Chief Secretaries & Principal Secretaries in State Secretariat as members to recommend and monitor economy measures. It will also make recommendation regarding rationalization and optimum utilisation of manpower.

(14)   For any new engagement and payment of wages of DRW/PTW/Contingent Worker/MRW/Contractual employee including re-employment without prior concurrence of Finance Department, responsibility will be fixed on the HoD and officer concerned. In case of emergency, proposal may be sent to Finance Department for outsourcing of service through employment agencies transparently for getting competitive rate and best resources.

(15)   Departments, Govt. bodies and undertakings may directly source treated rubber wood furniture from TFDPC after approval of competent authority as per Rules.

Rule - 10. Sanction Of Contingent Expenditure On Account Of Office Expenses & Others.-

(1)     No expenditure shall be incurred without Budget Provision. Rules/Orders regulating supply of article required for public services contained in General Financial Rules and orders issued from time to time shall be followed. No contingent expenditure involving any departure from rules, orders, restrictions or scales shall be incurred nor shall any liability be undertaken in connection therewith except with prior concurrence of the Finance Department subject to the condition mentioned above and observance of procedure for procurement of materials or contracting services, the general powers to sanction contingent expenditure shall be as follows:

(2)     Entitlement for subscription of newspapers and journals shall be regulated as per scale and norms fixed from the Finance Department.

(3)     The Heads of Offices shall have full powers for sanction of:

(a)      Electric & Water Charges

(b)      Municipal fees & taxes

(c)      Telephone charges for official purposes (within the ceiling limit as indicated in Annexure XVI) subject to the following conditions:-

                                              (i)          A copy of sanction order for such charges with a copy of the bill should be invariably sent to the Head of Department and Secretary of the Department.

                                             (ii)         A statement showing the name of office, telephone/mobile Nos., period and the amount of the charges sanctioned in each case during the entire financial year should invariably be sent to the Secretary of the Department in the 1st week of April of next financial year.

                                            (iii)         Electric charges/Municipal fees and taxes/telephone or mobile charges/printing and advertisement bills should be the first charge for sanction out of the monthly allocation provided to Head of Office for Office expenses.

(4)     A sanction order shall be issued in each case by the authority within whose limit the expenditure falls under sub-rule (1) of this rule and a copy of the order shall be attached with the bill at the time of drawal of money from the Treasury.

(5)     The numbers of vehicles and phones will be within the norm, if any, fixed by the Finance Department for any establishment or Department or Government Undertakings including local bodies.

Rule - 11. Administrative Approval And Sanction Of Expenditure In-Connection With Approved Schemes, Projects & Other Non-Contingent Expenditure.-

(1)     Financial powers are delegated to the Departments/Heads of Departments/Heads of Office as indicated in sub rule (2) of this rule subject to the conditions that:

                              (i)          Issue of administrative approval and sanction of works expenditure by Engineering Officers of PWD, PWD (National Highways) and other Departments will be governed by the financial powers delegated to them under Rule-23 and 24 and this rule shall not affect their powers.

                             (ii)         Expenditure sanction in respect of works to be executed by PWD on behalf of other Departments for which provision exists in the PWD Budget will also have to be accorded by the PWD in exercise of their own powers. In such cases, Administrative Departments will issue necessary administrative approval in accordance with the rules. However, if the fund is placed by any Department for execution of any work with PWD/RD/Tripura Housing & Construction Board, both administrative approval and expenditure sanction will be accorded by the requisitioning Department based on technically sanctioned estimate and availability of fund. The scheme under which project is being undertaken and budget provision may clearly be mentioned.

                            (iii)         Issue of administrative approval and expenditure sanction of works by Forest Officers up to the level of Divisional Forest Officer/Wildlife Warden will be governed by the financial powers delegated to them under Rule 25 and this rule shall not affect their powers.

                            (iv)        The delegations are also subject to observance of the instructions regarding the powers and functions of the Lower Purchase Committee, Higher Purchase Committee, Departmental Purchase Committee or SAB/WAB as constituted under Rule 22 and other formalities to be complied with in respect of each item of expenditure.

                             (v)         Whenever a Vote on Account is taken, the Departments and other competent officers may issue administrative approval and financial sanctions for the schemes specifying clearly in the order that the expenditure will be limited to the provision available in the Vote on Account.

                            (vi)        Necessary budget provision exists for the specific scheme.

                            (vii)        Outlay on the continued scheme has been included in the approved scheme for the year.

                           (viii)       Prior concurrence of the Finance Department is to be obtained for the restricted items as mentioned under Rule 9 of these rules.

                            (ix)        This power is prudently exercised so that limited number of projects/schemes commensurate with their targeted period of completion is taken up for execution.

                             (x)         The norms prescribed by Government regarding floor space for residential and official building will not be exceeded. Scheme under which work/procurement is proposed to be undertaken and Budget provision should be clearly mentioned in the sanction.

(2)     Powers for Administrative approval and Expenditure sanction in respect of approved scheme, projects and other non-contingent expenditure shall be as follows:-

(3)     The D.M. & Collectors shall have full powers for administrative approval and expenditure sanction in respect of MPLADS (MP Local Area Development Scheme) for any admissible project.

(4)     Heads of Departments and District Level Officers authorized by the Secretary of the Department may sanction work without the technical approval of the competent Engineering Officer to the estimate of value not exceeding Rs. 50,000/- provided details including plan, alignment, measurements, quantities and specifications are properly worked out and records of assets created are maintained. This provision will not cover any wings of PWD.

(5)     The Medical Superintendents of G.B. Hospital, I.G.M. Hospital and Regional Cancer and the Chief Medical Officers of the Districts shall have full powers to sanction expenditure for supply of diet to the patients and sweeping and cleaning approved by the competent authority on the basis of sub-allocation of fund made to them by the Controlling Officer.

(6)     For Engineering Works

i.         Monetary limit for building includes Sanitary, Water supply and electrical installations

ii.        The power should be exercised after obtaining technical advice of competent engineering personnel.

iii.       Power of HOD & HOO of engineering Departments shall be governed as per Rule 23 and PWD Code.

iv.       A group of works forming one project shall be considered as one work for the purpose of according administrative approval.

v.        Administrative approval shall be issued on obtaining clearance of various agencies, finalisation of funding arrangement, detailed drawing, design and estimates based on latest Schedule of Rates so as to avoid time and cost overrun.

(7)     No new scheme to be funded partially or fully with state resources shall be finalised without prior concurrence of the Finance Department. In addition, they will require approval of the Chief Secretary and Chief Minister. All such schemes will also need approval of Scheme and Project Appraisal Board (SPAB). Approval of Council of Ministers will be required if the financial implication for state exchequer is more than Rs. 5.0 cr.

(8)     Sanction of Scheme & Project Appraisal Board (SPAB).-

(a)      No proposal involving of any Project/Scheme and expenditure thereof above Rs. 5.0 cr from state fund shall be given administrative approval by the administrative department or shall be posed for funding by way of loans etc. from any financing institution or agency and no expenditure clearance shall be given by the Finance Department without obtaining prior approval of the Scheme & Project Appraisal Board.

(b)      The concerned departments would prepare a detailed memorandum for consideration of the SPAB and furnish the copies of the proposal to FD in advance to enable it to process and place the matter before the SPAB. Each memorandum should indicate the objective of the proposal, its technical details, feasibility, economic and financial viability, investment and cost benefit analysis and method/source of financing/funding over a period of time. FD would provide necessary Secretarial Support for SPAB. The Proposals when received from the Departments would be circulated to the concerned Departments/Members in advance for their views which would be submitted along with the comments of the Administrative Department thereon SPAB at the time of its consideration.

(c)      Constitution of SPAB -

The Scheme & Project Appraisal Board for pre-sanction scrutiny and examination of expenditure/investment proposals shall consist of Chief Secretary as Chairman with all Additional Chief Secretaries and Principal Secretaries as members. The Secretary-in-Charge of Planning & Co-ordination and Department to which the proposal belongs will also be members.

(9)     Control of high value AA & ES -

The administrative approval and expenditure sanction of new infrastructure projects costing more than Rs. 15.0 crore funded partly or fully from state budget should be issued with concurrence of Finance Department and UO No. should be quoted in sanction. In all Infrastructure projects, the source of fund must be quoted in sanction letter.

(10)   Externally Aided Projects -

All proposals for external funding will be processed by EAP Cell in Finance Department. The Cell will also identify suitable projects with the help of concerned Department. The Cell will co-ordinate matters relating to sanction and implementation of these projects.

(11)   PPP projects -

A PPP committee has been constituted to oversee the PPP projects from RFP to implementation stage. The Committee will give final shape to RFP document based on draft submitted by Department/Technical Committee. However, the matters of financial nature will be considered by respective purchase committee. The Committee will consist of Chief Secretary as Chairman, ACS/Pr. Secy. to Chief Minister, Secretary in charge of Finance, PWD, UDD, Revenue, Industry & Commerce, IT, CEO Smart City and Chief Engineer Building as members and Director UD/Commissioner, TUPDA as Member Secretary.

(12)   SPA/SCA/SDS Projects -

These schemes have been discontinued and hence the projects that have not started under these schemes should be dropped. For ongoing works, efforts will be made to provide fund through RIDF/TIIFB (Tripura Infrastructure and Investment Fund Board)/HUDCO loan. No additional/extra work may be taken up without fund being provided from RIDF/TIIFB/HUDCO loan.

Rule - 12. Agency Charge/Supervision Charge/Service Reimbursement Charge.-

(1)     Engineering Departments of the State Government may levy reasonable agency charge/supervision charge upon other Departments/Govt. bodies/Govt. Undertakings/Aided Institutions for execution of any work or providing any service to be executed as deposit work under Central Schemes/NEC/NLCPR/NABARD/EAP etc. if admissible. No charge to be levied on works undertaken by government departments from state's own resources.

(2)     Agency charge/supervision charge shall be levied by the concerned State Government Department where any work is entrusted upon them by any Organization/Agency outside State Government. Similarly Cost/reimbursement also to be realized where manpower or any services are provided by any State Government Department to any Organization/Agency outside the State Government.

(3)     Wherever agency charge/supervision charge/service reimbursement charge is realized by the Department, it must be deposited in appropriate revenue head of the State Government. No expenditure can be incurred out of this realized fund (agency/supervision charge and reimbursement received for providing service) without channelizing the same through Consolidated Fund under State Budget. The fund may be used for maintenance work.

Rule - 13. Grants, Loans And Stipends.-

(1)     Administrative Departments shall have full powers to sanction grant-in-aid (including stipends and scholarships) and/or loans provided:

                              (i)          Such grant-in-aid (including stipends and scholarships) and/or loans are in accordance with the prescribed rules and prior concurrence of the Finance Department has been obtained.

                             (ii)         The rate of interest on loan and the period of repayment thereof have been fixed by or with the concurrence of the Finance Department, and

                            (iii)         Provisions in the General Financial Rules or special rules, if any, and general instructions issued by the Finance Department from time to time are observed.

NOTE:-While according sanction of grants-in-aid (including stipends and scholarships) and loans, a statement should be made in the sanction order to the effect that the pattern of assistance or rules governing such sanction has been concurred by the Finance Department.

(2)     Education Department shall have full powers to sanction expenditure under sanctioned Schemes for payment of salary and allowances at the approved rates to the employees and stipends & scholarships to the students in the Government-aided institutions subject to observance of the following conditions:-

                              (i)          The Department shall ensure that salary and allowances in the scales approved by the Government are paid to those employees who have been appointed against posts created with the concurrence of the Finance Department and continued as per the provision under rule 9(4).

                             (ii)         (ii) Funds under budget provisions exist and are adequate to meet the requirements for the entire financial year.

                            (iii)         Stipends and scholarships payable to the students are as per the approved rules framed in consultation with the Finance Department.

(3)     Administrative Departments shall have full powers to sanction grants to TTAADC on monthly/quarterly/annual basis on being satisfied about the proper utilization of the amounts previously released.

(4)     The amount of subsidy/grant shall not exceed the amount of actual deficit in the relevant financial operations of the individual or the institution to which subsidy/grant is sanctioned.

(5)     The grantee of a subsidy, grant-in-aid, or loan shall be required to furnish an audited statement of the accounts of expenditure incurred, within a period of six months, from the end of the year in which the subsidy etc. was paid, unless the payment was made on the basis of expenditure already incurred. In cases where the subsidy/grant is paid for a specific purpose, a certificate of utilization shall also be furnished by the grantee along with the audited statements of accounts within a period of twelve months from the date of receipt of subsidy/grant.

Rule - 14. Payment Of Interest And Repayment Of Loan.-

Administrative Department shall have full powers to pay interest and repay the loan as per the repayment schedule and applicable interest rates in accordance with the terms and conditions approved by the Finance Department while availing the loan. Such payments shall be made from the provisions made under their own Demand and in due time to prevent any penalty due to default. A Register on Loan shall be maintained by the Head of the Department and verified and countersigned by the Secretary of the Department every quarter to avoid any overpayment or penalty.

Rule - 15. Sanction Of Advances To Government Employees.-

(1)     After allocation of fund by the Finance Department, the Administrative Department shall have full powers to sanction all recoverable or adjustable advances to Gazetted employees, while Heads of Departments shall have similar powers for Non-Gazetted employees. Sanction of advances, release of instalments and recovery of advances with interests shall be regulated under relevant rules in force. In view of constraint of funds, sanction of advances should ordinarily be made on a first-come- first-serve basis following instructions already issued or to be issued from time to time in this regard by the Finance Department.

(2)     All Heads of Offices shall be competent to sanction Festival Advance/Festival Grant to the eligible employees (both Gazetted and Non-Gazetted) under their respective establishment as per order of the Finance Department issued from time to time regulating rates of advance/grant, eligibility conditions and mode of recovery etc.

Rule - 16. Grant Of Honorarium.-

(1)     According to F.R. 9(9), honorarium is normally admissible only for special work of an occasional or intermittent character. Thus, the condition precedent to payment of honorarium is that the work must be of a special type and it must be occasional in nature. The normal work assigned to offices must be completed during office hours by proper planning/deployment of staff.

(2)     Subject to sub rule (1), whenever in extremely special circumstances the engagement of staff beyond office time becomes inevitable because of a special time-bound work requiring a greater volume of work to be completed within a short time span, registers should be maintained which would indicate the names of employees, the nature of the non-postpone-able work, the extra hours put in by individual employees, the actual output and the authentication of the Supervising Officer. The proposal for honorarium may be moved to the Finance Department along with the Register by the Departmental Secretary. Normally in such cases honorarium will not be granted more than once a year to an employee.

(3)     Some personal staff and Group-D employees attached to the Office of the Chief Minister, other Ministers, the Chief Secretary, other Secretaries up to the rank of joint Secretary, the Secretary to the Chief Minister and the Secretary to the Governor are required in public interest to attend office beyond office hours and on holidays. In relaxation of F.R. 46(b), a monthly honorarium @ Rs. 200/- (Rupees two hundred) to Group D employees and @ Rs. 350/- (Rupees three hundred & fifty) to other employees can be sanctioned. Such sanctions shall be issued by the concerned Head of Office on the basis of working certificate issued by the authorized Officer in the Office of the Minister/Secretary.

Rule - 17. Sanction Of Entertainment Charges.-

(1)     The Departments and Heads of Department will exercise the financial powers in respect of Entertainment Charges at Government cost up to the maximum limit shown below:

(2)     Utmost economy shall be observed in incurring expenditure on entertainment which shall ordinarily be restricted to tea/coffee only.

(3)     The ceiling on expenditure as provided in sub-rule (1) shall not in any case be exceeded. Non-entitled officers must not incur any expenditure on entertainment at Government expense.

(4)     The sanction order accompanying the bill to be presented before the Treasury/Sub Treasury shall clearly indicate the category of entitlement under sub- rule (1) and the period to which the amount relates.

(5)     Prior concurrence from the Finance Department shall be necessary for hosting lunch/dinner etc. or for offering gifts on Government expenditure except State lunch/dinner to be hosted by the Chief Minister/Minister/Chief Secretary.

Rule - 18. Hiring Of Accommodation.-

(1)     The Department may hire accommodation to the minimum extent required for office purposes.

(2)     Departments shall have full powers to sanction the rent for hired buildings in the State subject to observance of formalities and this shall be limited to the assessment of rent by the Executive Engineer, PWD. Rent in excess of the amount assessed by the PWD shall not be allowed.

(3)     The above procedure shall not be applicable to the building already hired for specified period under contractual obligation. On expiry of the contract period, however, the prescribed procedure may be followed, if found financially beneficial.

Rule - 19. Payment Of Decretal Dues.-

The Administrative Department shall have full powers to sanction expenditure for payment of any decreetal amount in pursuance of any Court's orders provided:-

                              (i)          The Administrative Department has made a thorough scrutiny of the judgment, consulted the Finance Department and Law Department, and has obtained the concrete and specific advice that there is no merit for filing petitions for review/revision/appeal in the appropriate legal forum.

                             (ii)         If during the scrutiny of the case by the Administrative Department or by the Law Department or by the Finance Department or by any other authority, the negligence of any officer is found in conducting the case, the Administrative Department shall take appropriate disciplinary measure against the negligent officers under intimation to the Administrative Reforms Department. Copies of notes of the Administrative Department, the Law Department, or Finance Department or any other authority pointing out lapses on the part of the officers should be sent invariably to the Administrative Reforms Department. The Administrative Department shall issue guidelines to their subordinate offices pointing out the nature of the lapses and advising them to guard against such lapses.

                            (iii)         The Administrative Department in consultation with the Law Department & Finance Department comes to the conclusion that the implementation of the order would not attract claims for analogous financial benefits from other persons belonging to the same category or placed on the same footing. If, however, the contrary opinion is established, the Department should take appropriate action to contest the case for the modification of the order.

                            (iv)        There is necessary budget provision for making the payment.

Rule - 20. Sanction Of GPF Advance And Part Final Withdrawal.-

(1)     Controlling Officer shall be competent to sanction GPF advance/withdrawals for Head of Department and above rank officers. Head of Department shall be competent to sanction GPF advance/withdrawals for Group-A (other than himself and above rank officer), B & C (Gazetted employees) and Head of Office shall be competent to sanction GPF advance/withdrawals to all non-gazetted employees.

(2)     The sanctioning authority shall strictly observe the relevant rules and orders regarding grant of advance/withdrawal and no advance/withdrawal should be sanctioned unless the case is strictly covered by rules and without verifying the latest balance as available in the credit of the employees.

(3)     The amount to be sanctioned under these Rule shall be strictly as per the provisions of Rules and must be reasonable and in conformity with the purpose for the advance/withdrawal.

(4)     The sanctioning authority shall have adequate documentary evidence on record to satisfy him about the purpose of sanction. If he is satisfied on the basis of any evidence other than documents, which should be clearly recorded in the file and it shall be the responsibility of such sanctioning authority.

Rule - 21. Deputation Of State Government Employees.-

(1)     The Departments shall have full powers to send State Government employees on deputation to any State Government Department or to another State Government or to Union Government or on Foreign Service to State or Central Public Undertakings, State Public Undertakings, Companies, Bodies, Institutions or to the TTAADC, subject to the following procedure and terms and conditions:

                              (i)          Prior approval of the Chief Secretary and the Chief Minister is taken.

                             (ii)         The deputation for Foreign Service is on standard terms prescribed in the Appendix-6 of the Swamy's Compilation of Fundamental Rules and Supplementary Rules, Part- I (18th Edition) subject to following conditions:

(a)      The contribution towards pension and leave salary payable under F.R. 115 in respect of the Government employees deputed to any Government Undertaking shall stand remitted under F.R. 119;

(b)      No deputation allowance shall be admissible to the State Government employees for their deputation on Foreign Service term to Government Undertaking. If, however, the appointment on deputations is to a higher scale of pay the deputation pay may be fixed under normal rules as applicable to the State Government employees;

(c)      Employees who are members of Tripura Government Employees Group Insurance Scheme shall continue to subscribe to the Group Insurance Scheme at the prescribed rates during the period of their deputation;

                            (iii)         If any deviation is proposed from the terms of deputation mentioned in (ii) above, the concurrence of Finance Department shall be necessary.

(2)     Departments shall have power to depute State Government officials on training to the following extent:-

                              (i)          For training of Government servants inside Tripura under the prescribed departmental Rules.

                             (ii)         (ii) For training of Government servants outside Tripura, but within India, can be approved by the Departmental Secretary with the approval of the Departmental Minister.

(3)     In all other cases of training of State Government officials abroad from state fund, prior concurrence of the Finance Department shall be obtained.

Rule - 22. Rates And Contracts.-

(1)     Committees:

There shall be Committees at different levels to recommend rates and terms of contract in respect of stores, services and works in an advisory capacity with officials as shown below:

(a)      The Administrative Departments shall constitute Lower Purchase Committee (LPC) with the Head of Office as Chairman, two Officers to be nominated by the concerned Head of the Department as the Members out of whom at least one should be from some other Department and the Officer-in-charge concerned with the stores/service/works in the Establishment to which it relates as the Member-Secretary.

(b)      The Administrative Departments shall constitute Higher Purchase Committee (HPC) with the Head of Department as Chairman, a Senior Officer of any other Department to be nominated by the concerned Department as the Member and the Officer-in-charge concerned with the stores/service/works in the Department to which it relates as the Member-Secretary. A representative of the Department of Industries shall be a permanent invitee in all meetings.

(c)      The Administrative Departments shall also constitute Departmental Purchase Committee (DPC) with the Secretary of the Department as Chairman, the Head of Department as Member, any other Head of Department to be nominated by the Secretary, Finance, as Member, the Officer-in-Charge concerned with the stores/service/works in the Department to which it relates as the Member- Secretary. A representative of the Department of Industries and Finance Department shall be permanent invitees in all meetings. The list of second Head of Department nominated by Secretary, Finance is shown at Schedule I.

(d)      Finance Department shall constitute Supply Advisory Board/Work Advisory Board (SAB/WAB) with the Chief Secretary as Chairman, the Finance Secretary, Law Secretary and the PWD Secretary as Members. One of the senior officers viz., Special Secretary/Additional Secretary/joint Secretaries in the Finance Department as nominated from the Finance Department shall be the Member-Secretary. The Secretary of the Department of Industries shall be permanent invitee in all meetings. Secretary of the concerned Department (except those Departments which are looked after by the Chief Secretary) and the Head of the Department to which the stores/services/works relates will attend the meeting.

Provided that Government Departments and Government Undertakings may purchase goods up to a value of Rs. 25,000/- (Rupees twenty five thousand) only in each case without inviting quotations or bids on the basis of a Certificate to be recorded by the competent authority in the following format:

"I, …………………………………….. (name and designation of the authority), am personally satisfied that these goods purchased are of the requisite quality and specification and have been purchased from a reliable supplier at a reasonable rate."

(2)     Financial Ceiling Limit:

The financial ceilings up to which rates and terms of contract for purchase of store/service contracts/execution of works may be recommended by various committees shall be as follows:

NOTE:

                                                              (i)          Procurement of materials shall be made on yearly estimate of requirement limited to available annual budget, except under special circumstances.

                                                             (ii)         A demand for goods should not be divided into small quantities to make piecemeal purchases to avoid the necessity of obtaining the sanction of higher authority required with reference to the estimated value of the total demand.

(3)     When the tender includes invitation of rates for more than one item and such items are clearly divisible and distinguishable (i.e. as many tenders as items can be invited but to reduce the burden of work, all items have been listed in one tender) and the tender notice clearly mentions that parties shall be selected separately for each item on the basis of the lowest rate and other valid considerations as mentioned therein, the total amount to decide the competence of the Committees shall be determined on the basis of the price for each item and not for all items in that tender clubbed together.

(4)     Tenders/quotations of Local Micro, Small & Medium Enterprise (erstwhile SSI units): In cases where tenders or quotations are submitted by local Micro, Small and Medium Enterprises (erstwhile SSI Units), benefit of purchase preference would be applicable on purchases through tenders by State Government Agencies on products manufactured in Tripura by eligible enterprises. Purchase preference shall be available to local enterprises whose quoted prices is within 15% of the price quoted by the lowest bidder from outside the State, subject to the condition that the local unit agrees to supply at the same rate as the price offered by the first lowest bidder from outside the State. The benefit is available only to enterprises achieving minimum 20% value addition within the State and is subject to certain other condition as laid down by Industries & Commerce Department for this purpose.

(5)     (A) Power to decide single tender:

These are of two types, viz.:-

                                              (i)          Single tender adopted in case of articles which are specifically certified as of proprietary nature or when it is within the knowledge of the procuring agency that only a particular firm is the manufacturer of the store demanded, and

                                             (ii)         Single tender received in response to widely published open tender.

In both these cases, the rates may be finalized by the respective Committees according to financial powers, provided that the respective Purchase Committee is satisfied that the article required is of proprietary nature or Notice Inviting Tender was widely published, as the case may be, and records his views in this respect in the proceedings of the meeting.

(B) Power to decide single tender:-

Where rate is obtained from a single party (as distinct from receipt of a single tender in response to a Notice Inviting Tender or Quotation) or where a tender or quotation or offer is received without any tender having been invited, such tender or quotation or offer shall be finalized only by one higher level Committee e.g. the Higher Purchase Committee (HPC) for contracts up to the financial ceiling laid down for the Lower Purchase Committee (LPC) (i.e. above Rs. 0.25 lakh to Rs. 5.00 lakh) etc. The HPC/DPC/WAB/SAB, as the case may be, should be satisfied that there is valid reason for adopting this procedure and such reasons should be recorded in writing in the proceedings of the meeting. Unsolicited tender shall not be accepted in normal circumstances.

(6)     When necessity is felt in the public interest for quick implementation of major works, the same may be taken up by calling Limited Tenders from the public sector agencies having experience of execution of similar projects within the guidelines of General Financial Rules. The rate offered by them in the limited tender may then be examined for acceptance as per the existing procedure.

(7)     Deleted

(8)     Purchase of GCI sheet and Steel materials:

The Departments may procure GCI Sheet and Steel Materials from SAIL, Tata Steel, IISCO (Indian Iron and Steel Company) and RINL (Rashtriya Ispat Nigam Ltd.) without inviting tender and approval of Purchase Committee. The rates for supply of such materials may be obtained directly from these companies and the lowest offer may be accepted if the same is found reasonable.

(9)     Power to accept tenders:

The Head of the Department shall be competent to accept the tenders recommended by the Lower Purchase Committee and the Secretary of the Department to accept tenders recommended by the Higher Purchase Committee while the Minister In-charge of the Department shall be competent to accept tenders recommended by the Departmental Purchase Committee as well as SAB/WAB.

(10)   Deleted

(11)   Purchase through Government e-Marketplace (GeM):

Department shall have full powers to make direct online purchases of materials and supplies (at their option), without calling tender, from the suppliers available on Government e-Marketplace (GeM) as per rates and terms, subject to the following conditions:

                                              (i)          up to Rs. 0.25 lakhs through any of the available Sellers/Suppliers on the GeM, meeting the requisite quality, specification and delivery period;

                                             (ii)         Above Rs. 0.25 lakhs and up to Rs. 5.00 lakhs through the GeM Seller/Supplier having lowest price amongst the available sellers, of at least three different manufacturers, on GeM, meeting the requisite quality, specification and delivery period. Tools for online bidding and online reverse auction provided in the GeM can be used by the Purchaser, if decided by the competent authority.

                                            (iii)         Above Rs. 5.00 lakhs (excluding Automobiles where limit of Rs. 30.00 lakh will continue) through Seller/Supplier having lowest price meeting the requisite quality, specification and delivery period after mandatorily obtaining bids, using online bidding or reverse auction tool provided on GeM. The rate will be recommended by competent purchase committee.

                                            (iv)        The Seller/Supplier shall be selected by taking into account the lowest cost in transportation, if applicable.

                                             (v)         Departments may authorize an officer not below the rank of Head of Department to act as Government Buyer for different independent wings of their Department. If the Secretary of the Department does not find suitable Head of Department below him to authorize to act as Government Buyer, the Secretary himself may act as Government Buyer for availing the facility of GeM. The designation of the secondary users may be as defined by the Primary user of the Department concerned.

                                            (vi)        The Contract/supply order shall be placed subject to the fulfilment of following conditions:-

(a)      Purchase by the State Government Department and Government Undertakings including local bodies against Seller/Supplier available in GeM shall be strictly made within the sanctioned budget.

(b)      Approval of the competent authority shall be taken prior to placing order with the supplier at GeM. Ex-post facto approval shall be avoided in all cases.

(c)      The debits raised by the Seller/Supplier at GeM are to be promptly accepted.

                                            (vii)        Other provisions of the General Terms & Conditions of GeM and GFR relating to procurement through GeM as amended from time to time will apply.

(12)   Purchase of vehicles:

Where Finance Department's concurrence has already been obtained, the vehicles may be purchased from the Seller/Supplier available at GeM as per procedure mentioned therein and approval of rate by any Purchase Committee shall not be necessary. In cases, where no Seller/Supplier are available at GeM, normal procurement process may be followed. Where payment in advance is unavoidable, the same may be made by cheque/draft without insisting on bank guarantee.

(13)   Emergency purchase for hospitals:

                              (i)          There shall be an Emergency Purchase Committee in each of the three referral hospitals viz. G.B. Hospital, I.G.M. Hospital and Regional Cancer Centre with the concerned Medical Superintendent as the Chairman, the Officer dealing with store as the Member-Secretary and another Officer of the hospital in the rank of Head of Department of a medical branch as Member for determining the quantity and rate of medicines and materials to be purchased locally for meeting emergency needs of the hospital only when such medicines and materials are not available in the store.

                             (ii)         The Committee shall have power to recommend purchase of medicines and materials of value up to Rs. 2,00,000/- in a month.

                            (iii)         The formalities regarding short notice of tenders or collection of spot quotations shall be observed in such cases.

                            (iv)        The Committee shall refer to the rates of such items approved by any Purchase Committee (if such rates are available) and try to recommend purchases at such approved rates in case local rates appear higher. In case such rates are not negotiable with the lowest local tenderer/quotationer, the lowest local rate may be recommended.

                             (v)         The expenditure sanctions for purchase of any medicines/materials in emergency situations shall be made within the power of the Superintendent of the said Hospitals.

                            (vi)        This power shall be applied only to purchase medicines and articles required for treating patients in emergency and not for articles required for general hospital use.

(14)   In case of widely published Notice Inviting Tender (NIT) as per provisions of PWD Tender Manual, the Engineering Officers of various Departments shall exercise powers as per provisions of Rule 23(1).

(15)   Purchase of articles from Consumer Federation/Primary Marketing Cooperative Societies/TSIC/TKVIC:-

                              (i)          Government Departments and Government bodies may purchase stationery articles of regular use in offices from Consumer Federation/Primary Marketing Cooperative Societies/TSIC/TKVIC etc., as the case may be, subject to the ceiling limits mentioned below subject to availability of fund:-

                             (ii)         Wherever it is observed that purchase(s) made by any of the aforesaid level of Government Department/offices exceeds its maximum ceiling, the next higher authority in the connected hierarchy in the table above, shall be competent to authorize such expenditure subject to condition that such expenditure falls within his financial ceiling.

(16)   e-Tender/e-Procurement:

                              (i)          All procurements involving goods, services and consultancies above 2 lakhs and Works/EPC above 5 lakhs by State Government Departments/Organisations shall be carried out through e-procurement solution https://tripuratenders.gov.in.Tenders which are not floated through https://tripuratenders.gov.in, shall be published on Government of India portal https://eprocure.gov.in.

                             (ii)         The following procedure may be adopted for the purpose:-

(a)      Identify one suitable Officer in each Department/Organization who will be the Nodal Officer in the Department and will be managing the Roles like Bid Publisher/Opener/Evaluator, in each Department that intends to do e-Tender/e-Procurement, and intimate their name to the Finance Department for on-boarding, and capacity building. The on-boarding request is to be recorded as a statutory filled up form and Departmental hierarchy.

(b)      Identify minimum four persons, as Bid Publisher/Opener/Evaluator and a separate Nodal Officer (who will not be participating as Publisher/Opener/Evaluator) in each Office of the Department that intends to do e-Tender/e-Procurement, and intimate their names to the Departmental Nodal Officer for User creation and capacity building".

(c)      Obtain any email ID with name inscribed into it, which will be used as Login ID for all the five persons (one Nodal Officer & four Department users).

(d)      Procure Class III type Digital Signature Certificate (DSC) from any of Registration Authority (RA) empanelled by the Controller of Certifying Authority (CCA), having Signing & Encryption Certificates.

(e)      Coordinate with the System Application Administrator in the Finance Department for on-boarding, support, and capacity building with respect to usage of Tripura Tenders portal (https://tripuratenders.gov.in).

                            (iii)         Any procurement involving value less than the limit mentioned in (i) may also be done through e-procurement, if convenient to the departments.

Note: These will not apply to procurements being made by Departments/Organizations through Government e-Market Place (GeM.gov.in) & NICSI. In emergency conditions the Departments may call limited/short term tender.

(17)   Public Undertakings/Aided institutions may form their own Purchase Committees for procurement of goods/services/works with different financial limits. They should also adopt e-tendering as per limits indicated in 16(i).

(18)   Sourcing of IT manpower through tender on service charge within the rate prescribed or approved by Finance Department after taking concurrence of the Finance Department is allowed.

(19)   Nodal Department may empanel agencies for services like housekeeping, sweeping & cleaning, security, IT manpower etc. based on unit of services/manpower which can be used by all Departments as per their option.

Rule - 23. Powers Of Engineering Officers Of PWD, UD, RD, Agriculture & Other Departments.-

(1)     Notwithstanding anything contained in Rule 22 of these rules, the extent of financial and technical powers delegated to the Engineering Officers of various Departments of the Government of Tripura are shown in the following Statement:-

(2)     Rates and terms of contract for execution of works beyond the financial ceilings delegated to the Chief Engineer shall be approved by the Administrative Department.

(3)     The Superintending Engineers of the PWD posted in the Districts and Executive Engineers of R.D. Division posted in the Districts shall have full powers to accord technical sanction to the works related to the MP Local Area Development Schemes.

(4)     Electrical Inspector under PWD shall exercise the power of Executive Engineer as provided under Rule 23.

Rule - 24. Special Powers Of Engineering Officers Of Pwd And Pwd (National Highways).-

(1)     The PWD Department authorities as well as Engineering Officers of PWD (National Highways) shall exercise their powers to the extent as indicated in the guidelines issued by Government of India, Ministry of Road Transport & Highways vide letter No. RW/NH-24035/4/2008-P&M/PIC-EAP dated 31.03.2016 and subsequent amendment, if any issued by the MORTH, Government of India.

However, Original works, Periodical Renewal (PR) and Special Repair (SR) works between Rs. 5 Crore and up to Rs. 100 Crore which is recommended for acceptance by the State Government authorities by the Evaluation Committee constituted as per MORTH guidelines shall be considered by WAB before placing it to the Accepting Authority in the State Government.

Rule - 25. Powers Of Officers Of The Forest Department.-

(1)     Powers to be delegated for the Officers of Forest Department in revised DFPRT:

(2)     Special powers of Officers of the Forest Department

 

Rule - 26. Maintenance And Repair Of Government Vehicles.-

(1)     The year-wise cumulative financial ceiling for maintenance and repair of different categories of Government vehicles shall not exceed the ceiling specified in the following schedule:-

(Amount in Rs.)

 

(2)     If the vehicle continues to give the running per litre of the fuel as prescribed by the Government, an additional maintenance cost up to Rs. 20,000/- for light petrol vehicles and up to Rs. 25,000/- per Diesel vehicles and up to Rs. 50,000/- for Heavy vehicles may be incurred each year from the 11th year onwards. These yearly ceiling amounts shall be calculated on cumulative basis so that in the event of less expenditure in any previous years, the balance is available for maintenance in subsequent year.

(3)     Additional expenditure of Rs. 1.00 per Km. may be incurred by the D.G.P. for Police vehicles in the categories of (A) and (B) of sub-rule (1) for the distance covered in excess of 15000 (fifteen thousand) Kms. per year. Similarly additional expenditure of Rs. 2.00 per Km. may be incurred for Police vehicles in the category of (C) in sub-rules (1) for the distance covered in excess of 30000 (thirty thousand) Kms. per year. The calculation of additional allowable expenditure at any point of time shall be made on the basis of the cumulative distance covered with reference to the norm of fifteen thousand/thirty thousand Kms. per year, as the case may be.

(4)     The Administrative Department shall be competent to sanction justifiable expenditure on repair in excess of the prescribed ceiling subject to extreme economy on the same after satisfying justification for excess and subject to adjustment of such excess expenditure in subsequent years

(5)     Heads of Departments, District Superintendents of Police, and Superintendents of Police of different wings, Principal P.T.C. and all the Commandants heading Battalions or otherwise shall have full powers to sanction expenditure within the ceiling prescribed under this rule.

(6)     Following procedure for repair of Government vehicles shall be followed:

(a)      When the repairing cost of a vehicle does not exceed Rs. 25,000/- in each case, the repair can be done by inviting quotations and after observing codal formalities.

(b)      When the cost is more than Rs. 25,000/- in each case, the vehicle should invariably be sent to PWD workshop/Workshop of Forest Department/Police workshops/any other workshop recognised by the State Government for the purpose.

(c)      In awarding work to private workshops preference should be given to the workshops sponsored with or receiving assistance from the Industries & Commerce Department or to those organised by technically qualified unemployed youths or ex-servicemen.

(d)      The repairing of the vehicle shall be carried out under the direct supervision of a responsible officer to be nominated by the Head of the Department.

(e)      The old parts/components of the vehicle which are replaced in course of repairing shall be taken back in the sk with sk book entry.

(f)       A history sheet should be maintained for each Vehicle showing the mileage done, major and minor repairs the Vehicle has undergone, spare parts purchased, and cost incurred in respect of each item of expenditure.

(7)     The sanction order accompanying the bill to be presented to the Treasury shall specifically mention, among other things, the date of purchase of the vehicle, the up-to-date amount already spent on its repair and maintenance, the amount sanctioned for the present repair, the cumulative distance covered by the vehicle on the date of the repair and the allowable amount under this rule, with a certificate that the expenditure is within the prescribed ceiling, failing which the Treasury shall not pass the bill.

(8)     No one shall be competent to sanction any expenditure on account of furnishings, painting and fixation of any additional fixture like search light, seats, etc. in Government vehicles in exercise of those delegated powers without the concurrence of the Secretary in-charge of the Department. This provision will not apply to the vehicles placed at the disposal of the VIPS, Raj Bhawan, Legislative Assembly and Secretariat cars meant for VIP use. Vehicles on actual fire service duty may have functional fittings.

Rule - 27. Condemnation Of Vehicles.-

Departments shall have powers to condemn Government vehicles after observing the following criteria and procedures.

(1)     The value of this purpose shall be taken as the book value where priced accounts are maintained. It shall be taken as replacement value i.e. market value (at the time of the issue of sanction of condemnation) of a new vehicle or vehicle of a similar nature, where no priced account is maintained.

(2)     The lives of various types of vehicles in terms of distance run (in kilometres) and length of use (in years), shall be as mentioned in column 3 of the Schedule under Rule 26(1).

(3)     The lives of Fire Service vehicles and appliances shall be as mentioned in the Table below:

(4)     All Government vehicles in or outside Tripura should be condemned, only after a certificate has been obtained from the Executive Engineer, Mechanical Division, Agartala to the effect that the vehicle is not fit for any further economical use. The Executive Engineer shall also determine the reserve value. If the Secretary, PWD is of the opinion that it is not financially prudent to depute the Executive Engineer, Mechanical to places outside the State to examine and issue the condemnation certificate, he may either himself examine or authorise an officer of the rank of Chief Engineer on tour to those places to examine and issue the condemnation certificate and determine the reserve value.

(5)     The unserviceable Agricultural Machineries pertaining to the Agriculture Department like Power Tillers and Tractors, Vehicles may be condemned on the basis of condemnation certificate issued by the Executive Engineer, Mechanical Division of Agriculture Department who will also fix up the reserve price.

(6)     The condemned vehicles may be disposed of to the best advantage of the Government, having due regard to relevant rules of the G.F.R. and the decisions of the Government of India made there under. Where considered necessary, useful and serviceable parts may be removed for use in vehicles of similar make available with the Government. Wide publicity for disposal of the vehicles shall be given.

Rule - 28. Disposal Of Unserviceable Materials.-

Departments shall have powers under GFR to dispose of obsolete and unserviceable materials after following the due procedure as mentioned under the GFR. The condemnation certificate shall be issued and the reserved value determined by an officer of or above the rank of the Executive Engineer in PWD or a specialist in the Department in the same rank as the Executive Engineer and approved by the Secretary of the respective Administrative Department.

Rule - 29.Writing Off Of Losses.-

The Administrative Department shall be competent to write of losses up to Rs. 50,000/- (Rupees fifty thousand) in respect of the Department/PSU/Statutory Bodies etc., under it, with prior approval of the Finance Department and for losses more than Rs. 50,000/- (Rupees fifty thousand), the approval of Council of Ministers shall be necessary after the concurrence of the Finance Department.

Provided, the Head of the Administrative Department will satisfy itself that the losses were not a consequence of the gross negligence or casual approach or connivance in any criminal act on part of any employee(s) dealing with the Government sk or money. Further, in case losses have been incurred due to the negligence or dereliction of duty or connivance on the part of employee(s), then the Department will take measures for recovery of such losses from the delinquent employee(s) before sending the proposal to the Finance Department.

Rule - 30. Writing Off Of Storage And Handling Loss Of PDS Commodities.-

The Secretary of the Department shall be competent to write off storage and handling loss of PDS Commodities, if the storage and handling loss is within the limit of 0.5% and beyond that the power of writing off of storage and handling loss of PDS commodities shall be vested with the Departmental Minister.

Rule - 31. Drawal of A. C. Bill.-

(1)     The powers for drawal of fund in A.C. bill in connection with implementation of wage component under various programmes shall be as follows:-

(2)     For implementation of family welfare programme, Chief Medical Officers, Superintendent of IGM Hospital. G.B. Hospital, Regional Cancer Centre, Medical Officer in charge of District Hospitals shall have powers to draw up to Rs. 1.00 lakh in each case and the Sub-Divisional Medical Officers shall have powers to draw up to Rs. 60,000/- in each case.

(3)     For payment of cash to the victims of natural calamities as per scales approved by Finance Department out of Revenue Department budget, the District Magistrates and Collectors shall have powers to draw A.C. Bills up to Rs. 2.00 lakh in each case and Sub-Divisional Magistrates shall have powers to draw A.C. Bills up to Rs. 1.50 lakh in each case.

(4)     The District Magistrates and Collectors shall have powers to draw A.C. Bills up to Rs. 1.50 lakhs in each case and Sub-Divisional Magistrates shall have powers to draw A.C. Bills up to Rs. 1.00 lakhs in each case for matters connected to elections.

(5)     The District Magistrates and Collectors and Sub-Divisional Magistrates shall have full powers to draw amounts in A.C. Bills for payment of cash dole to the inmates of Relief Camps/Refugees out of the Relief Rehabilitation & Disaster Management Department budget subject to the sanction of expenditure by the competent authority as per the scale approved by the Finance Department.

(6)     The Director of S.T. Welfare/S.C. Welfare/OBC Welfare/Minority Welfare Department/D.M. & Collector shall have powers to draw A.C. Bills up to Rs. 1.00 lakh in each case and Sub-Divisional Magistrate shall have powers to draw A.C. Bills up to Rs. 0.50 lakh in each case for payment of financial assistance to patients as per scales prescribed under the Nucleus Budget Scheme.

(7)     The Director General of Police shall have full powers to draw fund under A.C. Bills for procurement of Arms and Ammunition at the rate fixed by the Ordinance Factory Board/Ministry of Home Affairs till alternative arrangement is devised. If the procurement is being done from a Government of India Undertaking, the advance may be paid without Bank Guarantee, if it is unavoidable.

(8)     Concerned Superintendents of Agriculture will have power to draw funds in A.C. Bills up to Rs. 0.50 lakhs for implementation of Watershed Development project in Shifting Cultivation Areas.

(9)     The Director, ICA shall have powers to draw A.C. Bill up to Rs. 2.00 lakh in each case organizing cultural events and other programmes related to ICA Department.

(10)   Head of Department Education (Youth Affairs and Sports) shall have power to draw fund in A.C. Bill up to Rs. 1.50 lakh only in each case for organising departmental programme relating to Sports & Youth Affairs.

(11)   Secretary-in-charge of RD Department shall have special power for authorising the Executive Engineers of RD Engineering Wing for drawal of fund in advance under A.C. Bill up to Rs. 50.00 lakhs to the RD Divisions if required with certain condition as laid down in Memorandum No. F.9(2)-Fin(G)/94(Vol-III) dated 16/02/2010 and Memorandum No. No. F.9(2)-Fin(G)/07 dated 15/12/2010 against each division.

(12)   The power under all the above sub-rules of this rule is subject to the following conditions:

                              (i)          Drawal of the A.C. Bill is supported by the expenditure sanction for the purpose issued by the competent authority.

                             (ii)         Drawal of the amount in A.C. Bill should be adjusted in DCC Bills submitted to Countersigning Officer within 60 (sixty) days from the date of the drawal of the amount.

                            (iii)         The second drawal of the amount should be made only after exhausting the money drawn in previous A.C. Bill by advance to implementing officers.

                            (iv)        For drawal of the amount in A.C. Bill, the drawing officer shall have to certify in the Bill that there is no A.C. Bill pending for adjustment in DCC Bill for a period exceeding 60 days from the date of drawal and the money drawn in previous A.C. Bill has been fully exhausted by advance to implementing officers. This certificate should not be issued in a routine manner and DDO will be personally responsible if the same is found false at any stage. The Treasury/Sub Treasury Officer may verify record of any DDO to ensure correctness of the certificate.

                             (v)         The total outstanding unadjusted A.C. Bills can't exceed ten times the ceiling of individual bills in each case at any point of time. To determine the total value of outstanding unadjusted A.C. Bills, the DDOs shall furnish to the Treasury/Sub-Treasury Officer the list of such outstanding unadjusted A.C. bills in the beginning of every quarter.

                            (vi)        Drawal of fund through A.C. Bill may be avoided in all circumstances.

(13)   The Administrative Department shall have full powers to permit the drawal of amounts in A.C. Bill for payment of advance to contractors for supply or work as per terms of contract recommended by DPC or as per terms of GeM and approved by the competent authority. The advances shall be secured against Bank guarantee of equivalent amount form a reputed Commercial Bank and shall carry the rate of interest as may be prescribed by the Finance Department from time to time. No such advance payment shall normally be made for any kind of service. In exceptional cases of real necessity, when payment of advance is unavoidable in the interest of the Government, such payment of advance shall be made only against Bank guarantee for an equal amount. However, relaxation on Bank guarantee can also be made in case of emergency purchase of papers from Central PSUs for election work and for purchase of food grains from Food Corporation of India. The amount to be drawn in A.C. Bill shall be the bare minimum and has to be paid in full to the concerned supplier/contractor within 7(seven) working days and no amount of the bill shall be kept in cash for more than 7(seven) days.

(14)   Except for powers delegated above, for drawal of fund in A.C. Bill shall require prior concurrence of the Finance Department and the DDO must quote the U.O. No. of the Finance Department on the Bills preferred in the Treasury/Sub- Treasury.

(15)   The Head of Department under whose control a DDO is functioning shall countersign all DCC Bills and forward to the Accountant General, Tripura within 90 (ninety) days from the date of drawal of the A.C. Bill.

(16)   All Heads of Department shall furnish in the month of April to the Finance Department a statement of total number of outstanding A.C. Bill with amount involved drawn by different DDOs under their control and total number of A.C. Bills and amounts for which adjustment has been sent to A.G. during the previous financial year ending in March.

(17)   Proforma Bill-

                              (i)          There is a complete ban for drawal of fund in proforma bill except when prescribed in these Rules or concurred by the Finance Department.

                             (ii)         Special authority has been accorded to four Deputy Directors (Agriculture) of four Districts for entertainment of proforma bill for drawal of fund to make payment to the Brahamaputra Valley Fertilizer Corporation (a Government of India Enterprise) for supply of Fertilizer under following terms & conditions:

(a)      The authority is strictly restricted only for entertainment of proforma bills raised by Bramhaputra Valley Fertilizer Corporation Ltd. against supply order issued by Deputy Directors (Agriculture) of Districts for supply of fertilizer. Ban for entertainment of proforma bill for any other purpose will continue to remain operative.

(b)      Only Deputy Director (Agriculture), of Districts will have authority to prefer such proforma of Bramhaputra Valley Fertilizer Corporation Ltd. to the Treasury after recording required certificate for drawal subject to availability of fund. No other DDO of the Agriculture Department can exercise this authority.

(c)      Deputy Director (Agriculture) of Districts will ensure maintaining of proper records for adjustment of such drawn fund against actual supply. Such records should be placed before audit as a regular measure.

(d)      The Department should regularly monitor drawal and adjustment position of such bills.

Rule - 32. General Powers Under Various Rules.-

(1)     The Secretaries of the Administrative Departments and Heads of Departments shall be competent authorities under various Rules adopted by the State Government in respect of gazetted employees and non-gazetted respectively to decide the matters as specified below:-

                              (i)          To fix pay under the provisions of F.R. 22, 22-A, 22-B, 22-C and Revision of Pay Rules.

                             (ii)         To reduce the pay of officiating Government servants provided that he can make officiating appointment to the post concerned vide FR-35.

                            (iii)         To decide the shortest or cheapest of two or more routes for journeys within his jurisdiction vide SR 30(b).

                            (iv)        To allow Travelling Allowance by a route other than the shortest or cheapest within their jurisdiction provided selection of the route is in Government interest vide SR 31.

                             (v)         To permit a Government servant to draw higher class fare, when accompanying an officer on a train which provides no entitled class vide SR 35.

                            (vi)        To prescribe a Government servant's headquarters vide SR 59.

                            (vii)        To define the limits of a Government servant's sphere of duty vide SR 60.

                           (viii)       To decide whether a particular absence is, absence on duty vide SR 62.

                            (ix)        To restrict the frequency and the duration of journeys vide SR 63.

                             (x)         To grant exemption from operation of SR 73.

                            (xi)        To disallow traveling allowance for a journey to attend an obligatory examination, if it is considered that the candidate culpably neglected the duty of preparing for it vide proviso (2) SR 130.

                            (xii)        To permit drawal of traveling allowance for a journey to attend an examination other than those mentioned in Supplementary Rules 130 vide SR 132.

                           (xiii)       To authorise any sub-ordinate officer to grant increment in the normal course in the case of employees appointed with the regular time scale of the post where no penal restriction has been imposed in respect of earning increment.

                           (xiv)       To sanction Leave Travel Concession in accordance with the rules in force applicable in each case.

                            (xv)        To transfer a staff under them from one charge to another charge.

                           (xvi)       To fix the pay & other benefits on re-employment under the Tripura State Civil Services (Fixation of Pay of Re-employed Person) Orders, 1988 circulated under the Finance Department Memo No. F. 8(4)- Fin(G)/88 dated the 27th May, 1989, as amended from time to time provided the post to which the officer is re-employed carries a regular scale of pay. Cases for which scale of pay has not been prescribed for the post, the same shall be referred to the Finance Department.

(2)     Secretaries of Administrative Departments shall exercise following powers:

                              (i)          To sanction permanent advance in respect of sub-ordinate offices vide rules mentioned at GFR.

                             (ii)         To authorize a departure from the provision of Rule 109(1) of CTR relating to custody of Government money vide CTR 109(2).

(3)     Heads of Departments shall have power to order the retention of undisbursed pay and allowances of employees for any period not exceeding three months vide CTR 283(3).

(4)     Controlling Officers:

                              (i)          The Chief Secretary, Additional Chief Secretaries, Principal Secretary, Secretaries, Special Secretaries, Additional Secretaries and Heads of Departments shall be self-controlling officers for T.A. purpose under SR-191. The journey shall be approved by the competent authorities. For other officers, the Controlling officer for T.A. purpose will be Secretary of the Department/Head of the Department/Head of the office who-so-ever is next higher in rank. Their tour diary will also be approved by the Controlling Officer. Their journey will be approved by the competent authority as laid down in the Government Instructions

                             (ii)         Departmental Secretary shall be the Controlling Officer for Head of Department and above rank officer for medical reimbursement claim. Head of Department shall be Controlling Officer for medical reimbursement for employees under Group-A (other than himself and above rank officer), B & C (Gazetted employees). Head of Office shall be Controlling Officer for medical reimbursement for non-gazetted employees.

Rule - 33. Special Powers Of Director General Of Police And Director General Of Fire Service.-

(1)     Notwithstanding anything contained in these rules, the Director Generals of Police and Fire Service shall have the powers for certain items as specified below:

(2)     The powers delegated under the sub-rule (1) of this rule shall be exercised by the Director General of Police and that of Fire Service after observing all codal formalities and terms and conditions laid down by the Finance Department from time to time.

(3)     With the prior approval of the Chief Secretary, the vehicles may be hired during emergent situation by the Director General of Police for a period not exceeding three months provided the expenditure is manageable within budget estimates and rate of hiring is within the approved limit prescribed by the Finance Department. In case hiring is done without prior approval of the Chief Secretary, the officer ordering for hiring will be held personally responsible.

(4)     The SP (CID) and DIG (CID) shall have powers up to Rs. 20,000/- and Rs. 50,000/- respectively in each case for maintenance of Dog Squad as per the scale prescribed for B.S.F. Dog squad.

(5)     Director General of Police shall be competent for entertainment of proforma bills for drawal of fund for procurement of POL products like petrol, diesel etc. under following terms & conditions:

                              (i)          This delegation shall remain strictly restricted only for entertainment of Proforma Bills raised by Indian Oil Corporation Ltd. and Indian Oil Corporation (ADD) against supply order issued from the office of the Director General of Police for supply of POL products viz. petrol, diesel etc. Ban for non- entertainment of Proforma Bill for any other purpose will continue to remain operative.

                             (ii)         Only one DDO as authorized by the Director General of Police will have authority to prefer such Proforma Bills raised by Indian Oil Corporation Ltd. and Indian Oil Corporation (ADD) to the Treasury after recording required certificate for drawal subject to availability of fund. No other DDO of the Home (Police) Department can exercise this authority.

                            (iii)         Proforma Bills from Indian Oil Corporation Ltd. and Indian Oil Corporation (ADD) may be collected against one month's requirement in each lot which may contain a number of such bills, each consignment wise against identified petrol pumps. After collection of such bills, the same may be utilized for preferring to the Treasury under fully vouched bills form for drawal and advance payment. Separate books of accounts are to be maintained for adjustment of drawn fund against actual supply. In case of short/excess supply against the concerned Proforma Bill, the same is to be adjusted with subsequent payment. The records maintained for the purpose should be placed before Audit team as a regular measure.

                            (iv)        The Department shall regularly monitor drawal and adjustment position of such Bills.

Rule - 34. Powers Of Tripura Public Service Commission & Other Statutory Commissions.-

(1)     The Chairman, TPSC shall exercise all powers of Department under these rules.

(2)     The Secretary, TPSC shall exercise powers of the Head of Department and the Head of Office of the Commission shall exercise powers of the Head of Office under these rules.

(3)     Notwithstanding the provisions under Rule 9, the concurrence of the Finance Department shall not be necessary in respect of purchase of furniture by the TPSC.

(4)     The provisions contained in Sub rule (1) and (3) ibid shall apply for other statutory Commissions like Tripura Women Commission, Tripura Information Commission, Tripura Police Accountability Commission, Tripura Human Rights Commission and Tripura Electricity Regulatory Commission. The Chairman may decide the official who will exercise powers of Head of Department and Head of office

Rule - 35. Miscellaneous.-

(1)     The powers of Administrative Departments, Heads of Departments and subordinate authorities in regard to matters not specified in these Rules, shall be such, as have been or may hereafter be specified by general or special orders issued by the Administrative Departments with the concurrence of the Finance Department.

(2)     The powers delegated under these rules can be exercised in respect of past cases also.

Explanation: Expenditure already incurred by an authority in excess of its powers should, however, be treated as irregular expenditure and regularised by ex-post facto sanction by the authority who was competent to incur the expenditure when it was actually incurred and not by the authority who became competent after it was incurred.

(3)     The exercise of powers under these rules shall be subject to all other financial rules in force and to general or special orders issued by the State Government from time to time as a measure of economy or otherwise.

(4)     Wherever the powers have been delegated to the Department under these rules, the cases shall be disposed of by or under the authority of the Minister in charge who by means of standing orders under Rule 21 of the Rules of Executive Business may give directions for disposal of such cases by the Secretary of the Department.

(5)     Except as provided under the sub-rule (4), the powers delegated to different authorities under these rules shall not be further delegated by such authorities to their sub-ordinate officers.

Rule - 36. Repeal & Savings.-

(1)     The Delegation of Financial Powers Rules, 2017 in force immediately before the commencement of these rules in hereby repealed.

(2)     Notwithstanding such repeal of the said Rules, anything done, any action taken, order issued, notification published, proceeding started, legal effect produced, by or under provisions of the said Rules, shall be deemed to have been respectively done, taken, issued, published, started, preferred or produced by or under the corresponding provisions of the Rules.

Rule - 37. Interpretation.-

If any question arises relating to the interpretation of any provisions of these Rules, it shall be referred to the Finance Department of the Government of Tripura for decision.

SCHEDULE I

NAMES OF NOMINATED HEAD OF DEPARTMENTS

[Rule-22(1)(c)]

 

ANNEXURE I

HIRING RATES OF VEHICLE

[See Rule 9(3)]

Subject:- Fixing of new ceilings for hiring of vehicle.

The upper ceiling for hiring of vehicles subject to monthly as well as annual ceiling for hiring expenditure for each category of vehicles are to be maintained as follows:-

Terms and Conditions:

1.        For duties beyond 8 hours, overtime @ Rs. 10/- per hour may be allowed subject to maximum of Rs. 40/- per day.

2.        Upper ceiling for hiring of vehicles for respective category in Gandachhera, Kanchanpur, Longtharai Valley, Karbook and Amarpur Sub-Division may be up to 15% higher than the above rates.

3.        Other terms and conditions are follows:-

                                                              (i)          The above rates are upper ceiling limits. No hiring beyond the said ceiling will be entertained. These rates are not approved for hiring without tender. The tender formalities shall have to be observed in all cases and the lowest tender rate may be accepted subject to the aforesaid ceiling limits.

                                                             (ii)         When a vehicle is to be hired for which ceiling rate, monthly/annual ceiling is not mentioned in the above table, the rate will be the one obtained through a proper bid process after approval on the basis of recommendation of Purchase Committee. The monthly ceiling for such purpose may be worked out on the basis of 1500 KM run for 24 days in a month.

4.        The above rate would come into force with immediate effect. However, for the existing vehicles hired on contract basis for a specified period of contract, the old rates would prevail till the expiry of the existing contract period.

5.        This will apply for vehicle hired by any Government Department or any State Government Undertaking with the prior approval of Finance Department.

ANNEXURE II

PROFORMA FOR SENDING PROPOSAL FOR CREATION OF NEW POST

[See Rule 9(1)(i)]

In addition to the information in the Proforma of A.R. Department, the following information may be submitted:

Head of the Office

ANNEXURE III

PROFORMA FOR SENDING PROPOSAL FOR CONTINUATION OF VACANT TEMPORARY POST/REVIVAL OF LAPSED POST

[Rule 9(4)]

Head of Office

ANNEXURE IV

PROFORMA FOR SENDING PROPOSAL FOR INSTALLATION OF NEW TELEPHONE

[Rule 9(vi)]

Head of the Office

ANNEXURE V

PROFORMA FOR SENDING PROPOSAL FOR CONTINUATION OF VACANT POST OF CW/DRW/HRW/PTW, ETC

[Rule 9(4)]

Head of the Office

ANNEXURE VI

PROFORMA FOR SENDING PROPOSAL FOR CREATION OF NEW POSTS OF CW/DRW//PTW ETC

[Rule 9(1)(iii)]

Head of the Office

ANNEXURE VII

PROFORMA FOR SENDING PROPOSAL FOR PURCHASE OF OFFICE EQUIPMENTS NOT IN COMMON USE

[Rule 9(1)(vii)]

Head of the Office

ANNEXURE VIII

PROFORMA FOR SENDING PROPOSAL FOR PURCHASE OF FURNITURE

[Rule 9(1)(vii)]

Head of the Office

ANNEXURE IX

CEILING ON CONSUMPTION OF PETROL/DIESEL FOR GOVERNMENT VEHICLES

(See Rule 9)

GOVERNMENT OF TRIPURA FINANCE DEPARTMENT

MEMORANDUM

Subject: Ceiling on consumption of Petrol/Diesel for Government vehicles.

In partial modification of this Department Memorandum NO. F.10(22)- FIN(G)/2003 dated 23" April, 2004 it has been decided by the Government to fix the following ceilings in regard to the consumption of Petrol/Diesel for Government vehicles:-

1.        All officers using government vehicles shall issue suitable instructions to the drivers to take certain precautionary measures which will help in saving the petrol/diesel and give better kilometre age for the vehicles.

2.        It has been decided that no petrol/diesel should be issued beyond the permissible consumption level. It is the responsibility of the officer using the vehicles to ensure that petrol/diesel consumption does not exceed the prescribed ceilings. Any excess consumption shall be recovered from the drivers.

3.        A quarterly return on consumption of petrol/diesel as per Proforma enclosed in the Memo. No. F.10(22)-FIN(G)/2003 dated April 23", 2004 should be sent to the Transport Department by the first of the following month.

4.        This would take effect from 1" February, 2017.

Sd/-
02.02.2017
(G. Das)
Under Secretary to the Government of Tripura

ANNEXURE X

PROFORMA FOR SENDING PROPOSAL FOR HIRING OF THE VEHICLE

[Rule 9(1)(v)]

Head of the Office

ANNEXURE XI

PROFORMA FOR SENDING PROPOSAL FOR PURCHASE OF NEW VEHICLE

[Rule 9(1)(iv)]

Head of the Office

ANNEXURE XII

PROFORMA FOR SENDING PROPOSAL FOR SANCTION OF SHARE CAPITAL CONTRIBUTION

[Rule 9 (I) (xvi)]

 

 

ANNEXURE XIII

PROFORMA FOR SENDING PROPOSAL FOR CONCURRENCE FOR FURNISHING OF GUARANTEE

[Rule 9 (1)(xxiii)]

 

 

ANNEXURE XIV

REPORT FORMAT FOR DIE-IN-HARNESS SCHEME

PART -'A'

PART- 'B'

              (i)          Any other source of income (details):

PART-'C'

Views of SDM regarding eligibility of applicant under die-in-harness scheme:

Signature:

Name:

Sub-Division Magistrate

Place:

Seal

ANNEXURE XV

MEMORANDUM ON OBSERVANCE OF ECONOMY IN GOVERNMENT EXPENDITURE

F.10(6)-FIN(G)/2010

Government of Tripura

Finance Department

Dated, Agartala, 7th July, 2017

MEMORANDUM

Subject: Measures for achieving better level of economy in government expenditure.

1.        Finance Department has issued several instructions from time to time emphasizing the steps to be taken to bring economy in government expenditure. Recently the matter has been reviewed. It has been observed that some Departments/State PSUS/Co-operatives/Societies/PRIS and ULBS/Other Autonomous Bodies have further scope to reduce avoidable expenditures without compromising their respective institutional efficiency and individual productivity.

2.        Considering the above, it has been decided to issue the following instructions on regulation of expenditure so that each Departments/State PSUS/Co-operatives/Societies/PRIS and ULBS/Other Autonomous Bodies can achieve better level of economy in government expenditure:

                                              (i)          In respect of construction activities under various schemes like SOS, CSS, CASP etc., Departments shall send proposal to Finance Department for release of fund only after finalization of land and finalization of Implementing Agency.

                                             (ii)         Identification and selection of development projects/construction works that require State funding shall be done in a prioritized manner by concerned Departments for execution in phases.

                                            (iii)         While implementing projects related to construction, it should be ensured that the estimated cost of the project remains within the sanctioned amount to avoid allocation of additional fund beyond the originally sanctioned project cost.

                                            (iv)        In no case, any new work shall be taken up without having provision for fund in the budget and corresponding expenditure sanction.

                                             (v)         No Departments/State PSUS/Co-operatives/Societies/PRIS and ULBS/Other Autonomous Bodies etc. shall incur any expenditure or commit any liability beyond its budgetary allocation.

                                            (vi)        Wherever contingency funds are available under Flagship Schemes that are being implemented by Department, proper use of such contingency funds shall be made without relying solely on fund under State Budget for the same.

                                            (vii)        Prior approval of the Finance Department and the Council of Ministers shall be taken for creation of new posts and filling-up of vacant posts by direct recruitment.

                                           (viii)       No Departments/State PSUS/Co-operatives/Societies/PRIS and ULBS/Other Autonomous Bodies etc. shall engage any Part-Time Worker/DRW/Contingent Worker/Contractual Worker without the concurrence of Finance Department. Punitive shall be taken against the officers in case of violation of this instruction.

                                            (ix)        Administrative Departments may be encouraged to take low-interest bearing EAP Loan from different International Agencies like World Bank, Asian Development Bank, BRICS Bank etc.

                                             (x)         Payment of all government dues within the stipulated period out of the fund available shall be the first priority of all Departments/State PSUS/Cooperatives/Societies/PRIS and ULBS/Other Autonomous Bodies. In all cases, payment for Power Bills & Telephones shall be made within due dates to avail of the rebates provided and avoid penalty. Heads of Departments shall monitor this closely for strict enforcement.

                                            (xi)        All Departments/State PSUS/Co-operatives/Societies/PRIS and ULBS/Other Autonomous Bodies shall initiate steps for reducing parking of excessive liquid cash balance. Drawal of fund in advance for execution of construction projects and parking of such fund in Banks should also be avoided.

                                            (xii)        All Departments/State PSUS/Co-operatives/Societies/PRIS and ULBS/Other Autonomous Bodies shall review on monthly basis at the level of the Secretaries the expenditures under Office Expenditure/Other Charges/minor Works etc., in order to minimize unproductive expenditures and to ensure that unpaid liabilities do not accrue.

3.        Further with a view to bring economy of expenditure in Government Departments/State PSUS/Co-operatives/Societies/PRIS and ULBS/Other Autonomous Bodies etc., the following may be observed:

                                              (i)          Utmost economy shall be observed in use of telephones and existing guidelines in this regard should be strictly followed. For the purpose of internal communication within the State, the facilities offered by TSWAN shall be optimally utilized. Officers having Internet facility should increasingly use e-mails.

                                             (ii)         Officers in the rank of Head of Department and above, joint Secretary &above level officers in the Secretariat, DM & Collectors, Districts SPS, Officers in the rank of IG and above in the Police Organization, Officers in the rank of CCF and above in the Forest Department shall be provided telephone connection with STD facility at Office and residence. No other officers shall be entitled to STD facility.

                                            (iii)         OMS and District SPS and Head of Department shall be allowed the facility of internet connection in their office chamber. The internet connection extended to the CICS at various Block Headquarters and under authorized office network shall continue. Non-entitled officers should not be provided with Internet connection facility. Possible internet connection may be avoided wherever it is provided by the NIC.

                                            (iv)        Procurement of large scale stores in order to utilize fund allocated during a financial year may be avoided, particularly in case of perishable stores. There should be quarterly review in this regard by the Secretary-in-Charge concerned. Present status of stores held mainly by the PWD/H&FW/Home (Police)/RD Departments may be reviewed and further procurements made only on the basis of realistic need assessment. Stores in every office shall be verified and unserviceable sks shall be disposed of as per rules. Head of Departments shall undertake this exercise immediately.

                                             (v)         Departments/State PSUS/Co-operatives/Societies/PRIS and ULBS/Other Autonomous Bodies etc., may avail the facilities provided under Government e-Marketplace (GeM) for procurement of items. Government Buyers have to obtain prior administrative and expenditure sanction from the competent authority.

                                            (vi)        There shall be ban on purchase of new vehicles except those wholly funded under any Central Scheme (MOPF etc.). No vehicle shall be purchase from the fund under State Budget. For purchase of new vehicles, prior approval of Finance Department should be required. Departments should opt for purchase of CNG running vehicle as this is fuel efficient compared to vehicles using by HSD or petrol as fuel.

                                            (vii)        Departments should exercise restriction on hiring of vehicles for official use. State PSUS/Co-operatives/Societies/PRIS and ULBS/Other Autonomous Bodies etc., should not procure or hire any vehicle for official use without permission of the Administrative Department concerned.

                                           (viii)       Hiring charges should not be allowed beyond ceiling limit in normal course. However, 10% expenditure beyond the ceiling limit may be allowed as special case if proper justification is given by the Department in respect of excess expenditure incurred.

                                            (ix)        Utmost economy shall be observed in use of vehicles by all concerned. 10% cut out of existing fuel cost shall be made by way of avoiding unnecessary use of vehicles by the concerned officials. Departments should strictly ensure that vehicles are used for the essential official purpose only.

                                             (x)         Non-entitled officers should not use AC vehicle for official purpose irrespective of whether the vehicle is owned by the Department or hired one. For entitlement of AC conditioned vehicles, Memo. vide No. F.10(21)- FIN(G)/99 dated 11th April, 2013 be strictly followed.

                                            (xi)        Strict scrutiny should be done while purchasing computers and/or its peripherals, phoopiers, Scanners, LCD Projectors, Fax, Camera, Digital Camera, Video Camera, Mobile Phones, Furniture, EPABX System of all configurations and Telephone sets, Cordless handsets, Intercom System and PA Systems etc., Television sets, DVD Players any other equipment not in common use in offices in the State from non-plan budget.

                                            (xii)        Printing of any coloured document, Brochure or preparation of Compact Discs shall not be undertaken without prior approval of the Minister In-charge.

                                           (xiii)       Entitled officials may travel on tour at Apex Fare rates. Non-entitled officers shall not travel by air on official tours. In cases where it is absolutely essential in public interest, non-entitled officers may undertake air travel on Apex Fare only with approval of the Minister-in-Charge. Air journey on official tour between Agartala-Kolkata and Agartala-Guwahati may be performed by non-entitled officials also as per present arrangement. Similarly, non-entitled officials also may avail of Helicopter services for internal tours with approval of the Departmental Secretary.

                                           (xiv)       In case of outside State visits by the officials of the State Government, 2(two) visits in a year may be allowed by the respective Department if it is essentially required to their officials beyond which Finance Department's approval will have to obtained.

                                            (xv)        Ex-post-facto sanction of air journey performed by non-entitled officials would not be generally considered by Finance Department.

                                           (xvi)       All Departments/PSUS/Co-operatives/Societies/Boards/PRIS and ULBS/Autonomous Bodies etc. shall take necessary measures for reduction in electricity bills by 20% of its existing levels by reducing consumption of power so that expenditure on electricity can be minimized. Concerned Section Officer, Head Clerk or the Section In-charge shall be responsible for implementing this instruction. There should be visible decrease in power consumption in terms of units. Major Institutions shall take up energy audit in consultation with Power Department. All Govt. offices should switch off ACS between 1:30 PM to 3.00 PM on all working days.

                                          (xvii)       Efforts should be made to reduce the telephone charges by atleast 10% from the present level.

                                          (xviii)      Extension of State Hospitality shall be strictly guided by the provisions of concerned Rules in order to keep expenditure in this regard at minimum level.

                                           (xix)       Utmost economy shall be exercised in organizing Government meetings/Functions/Fairs/Exhibitions etc., and these may be held only when absolutely essential and funded by Central Government. No activity outside the State, however, can be undertaken without the prior approval of the Chief Minister. Offering of flower bouquet and other gifts, lunch etc., should be avoided in Functions/Fairs/Exhibitions except in special situations and with prior permission of the Departmental Minister.

                                            (xx)        In all normal review meetings, tea with biscuits may be provided. No other refreshments shall be provided unless specific approval of the Principal Secretary/Secretary of the concerned Department is taken. Lunch/Tiffin ordinarily should not be arranged unless the meeting is for full day. Arrangement of refreshments for special meetings where Ministers/officials of Government of India attends shall be decided by the Principal Secretary/Secretary of the concerned Department.

                                           (xxi)       All Department/State PSUS/Co-operatives/Societies/Boards/PRIS and ULBs/Autonomous Bodies etc., shall take necessary measures to avoid expenditure on bouquets and Uttariya (Stole) in all Government programmes. However, if Bouquets and Uttariya (Stole) are necessary in a special situation, then prior approval of Secretary of the concerned Department may be obtained.

                                          (xxii)       Ceiling of Entertainment charges prescribed under the DFPRT, 2011 shall be followed strictly by all concerned, as no relaxation in this regard shall be considered by the Finance Department.

                                          (xxiii)      Departments/State PSUS/Co-operatives/Societies/PRIS and ULBS/Other Autonomous Bodies etc., should ensure that there are no cases of drawal of double salary, negative GPF Account balance etc.,

                                          (xxiv)      Provisions regulating entitlement particularly in respect of TA, LTC & MR Rules should be strictly followed, since cases of relaxation would not be considered by the Finance Department, except in extra-ordinary cases.

                                          (xxv)      Utmost economy shall be exercised in organizing Functions/Fairs/Exhibitions etc. and these may be held only when absolutely essential and funded by CSS. No such activity outside the State, however, can be undertaken without the prior approval of the Chief Minister.

                                          (xxvi)      There shall be a ban on opening of any new office/establishment, except with prior approval of the Council of Ministers.

                                         (xxvii)     AC machine should not be installed in the office chamber of the non-entitled officers.

                                         (xxviii)    All Departments/State PSUS/Co-operatives/Societies/Boards/PRIS & ULBS/Other Autonomous Bodies shall realize in full all dues as early as possible. A list of such dues indicating relevant details shall be prepared and processed for necessary action by the Secretary-in-Charge of the Department in the first week of every month and a report on the action taken and savings made through austerity drives should be sent to the Secretary, Finance Department by 7'h day of succeeding month.

                                          (xxix)      Management of loss-making PSUS and other Organisations should compulsorily reduce their expenditures by atleast 30% from their previous years.

                                          (xxx)      Administrative Departments should strictly monitor the expenditure and submit the Utilization Certificates so that central receipts against different CASP/CSS schemes come timely.

                                          (xxxi)      Huge amount is being expended out of the State Exchequer due to Court Cases. Each Department should carefully contest the cases in true spirit and in the interest of the State Government.

4.        Compliance with the aforesaid instructions shall be monitored. This is issued in supersession of earlier instructions issued in this regard.

ANNEXURE XVI

MEMORANDUM ON CEILING ON TELEPHONE BILLS

[See Rule 10]

GOVERNMENT OF TRIPURA

FINANCE DEPARTMENT

AGARTALA

MEMORANDUM

1.        Attention is invited to Clause (v) of Para 11 of austerity Memorandum NO.F 10(22)-FIN(G)/2003 dated 12/08/2003 wherein it is provided that there shall be a ceiling on the telephone bill and necessary norms in this respect shall be worked out and notified separately.

2.        Now, after careful consideration of all aspects the Governor of Tripura is pleased to fix the ceiling on the telephone bill in respect of the entitled officers as under:

3.        Further, in case the telephone bill exceeds the ceiling as prescribed above, the excess expenditure may be allowed, in respect of officers below the rank of Secretary, with the approval of the Secretary of the Administrative Department and in respect of Secretary and above with the approval of the Chief Secretary.

4.        Review of the above mentioned ceiling would be made on the basis of actual expenditure that may take place during the quarter ending December, 2003. For this purpose, all the departments are requested to inform the actual expenditure on telephone bill for the quarter ending December, 2003 to the Finance Department by 15-01-2004 positively.

ANNEXURE XVII

ANNUAL ESTABLISHMENT REVIEW

(Certificate by Secretary of Departments)

Rule 9(12)

Name of Department .........................

The sanctioned strength of the Department and subordinate offices directly functioning under the Department as on the 1st November 20 ........... is as indicated in Form I given below.

I have reviewed the staff requirement having regard to the prescribed yardsticks wherever applicable as well as possibility of re-designation/redeployment/outsourcing. I certify that continuance of all the posts except those set out in Form II is considered necessary.

Date ...........................

Signature ..................

Name ........................

Designation ..............

Form I

Details of sanctioned strength

Name of the office ...................

Date ...........................

Signature ..................

Name ........................

Designation ..............

Form II

Details of posts whose sanction needs termination

Name of the office .................

Date...........................

Signature..................

Name........................

Designation..............