Tag Archives: Police Rules 1934

Chapter XI Police Officers

Chapter XI:

 Police Officers

 Part-I

Office Routine

11-1.       Office staff of Superintendent – The English and Urdu office staff of each Superintendent consists of the following:-

1 2 3 4
Division of duties Designation Rank Remarks
English Office branch Head Clerk Inspector or Sub-Inspector This officer is in charge of the English office and is responsible for the punctual disposal of correspondence, submission of periodical reports and returns, and the maintenance of character rolls and service books and, when no senior officer is available may sign necessary letters, etc., for the Superintendent of Police. He shall also supervise the work of the Accounts Branch and is responsible for the correctness of the accounts. He will be assisted by as many assistant clerks as may from time to time be sanctioned
Accounts branch Accountant Sub-Inspector His duties and responsibilities are detailed in Chapter X, Police Rules. He will be assisted by as many head constables and constables as may from time to time be sanctioned.
Bill Clerk Head- Constable He shall prepare travelling allowance bills and be general assistant to the Accountant
Urdu Office branch Reader to Superintendent of Police Assistant Sub-Inspector This officer shall exercise supervision over his assistant readers (head-constables) of whom there will be as many as there are gazetted officers. He shall also maintain the standing order book and the district order book.
Record keeper Head-Constable This officer shall be in charge of the Urdu records and will be assisted by one or more constables according to the requirements of the district.
Return-writer Head-Constable Shall maintain the general crime register, and despatch register of conviction slips and shall be responsible for all prescribed returns from the Urdu office.
Diarist, Copyist and Despatcher Head-Constable or Constable With as many assistants as may be sanctioned shall deal with the receipt, registration, distribution, copying and despatch or Urdu correspondence according to rules.

 

Provided that every police officer shall at all times render such general assistance as may be required of him in the exigencies of the service.

 

The assistant sub-inspector selected to discharge the duties of head reader shall be selected from officers of that rank employed on executive duties and shall not remain in the post for a longer period than two years at a time without the special sanction of the Deputy Inspector-General. An officer who has been head reader shall again become eligible for such post, without any special sanction, after three years ordinary police duty.

 

Note – Readers to the Senior Superintendent of Police, Lahore, and the Superintendents of Police, Amritsar, Ferozepore, Multan and Rawalpindi will be of the rank of Sub-Inspector.

 

  • Methods of correspondence – (1) All gazetted police officers and those subordinates who are employed in the offices of Superintendents of Police are required to familiarise themselves with the general instructions governing correspondence, which are contained the Punjab government Consolidated Circular No.5.

 

(2) Ordinary correspondence within the department should be in memorandum form, and the same form should be used for un-important correspondence with officers of other departments of equal or inferior status to that of the police officer addressing them. In important references requiring a lengthy letter, or which are likely to be forwarded other departments, the form of address and subscription of an official letter shall be used.

 

(3) Every official communication shall be headed with its number, the name and also the office of the writer and of the addressee, the palace from, and the date on which it is written, followed by an abstract subject heading and shall, at its commencement, quote the number, date and purport of any previous communication written from the same office to the same addressee, or received from the office addressed, on the same or relevant subject. If any communication or order is referred to which is not enclosed, the number, date, paragraph and purport of such communication or order shall be quoted.

 

(4) Colloquial phrases, vernacular, or provincial expressions shall not be used unless their equivalents are given in the text or in notes.

 

(5) More than one subject shall not ordinarily be discussed in the same communication.

 

(6) All communications, which will require to be filed with a case shall ordinarily be written on paper of foolscap folio or quarto size.

 

11-3.    Enclosures – Original documents shall not be forwarded as enclosures unless such a course is necessary. Urdu enclosures shall ordinarily be accompanied by English translations. The transmitting communication shall contain a list of all enclosures.

 

11-4.    Disposal of unimportant communication – In all unimportant cases, when a copy of the receipt or despatch communication is not considered necessary, the reply may be written at the foot or on the reverse of the receipt communication, which, after being numbered and entered in the correspondence register, shall be returned in original to the office of issue.

 

3[1][11-4-A. Relief to be given to Deputy Commissioners and other Administrative and Executive Officers in clerical work – To lighten the burden placed upon district officers Government have issued instructions reproduced in Appendix No.11-4-A prohibiting the issue from the Government Secretariat of unnecessary references calling for information from district officers. These instructions apply mutates mutandis to administrative police offices.

 

11-5.    Method of despatch and posting – (1) Communications and articles of considerable weight which are not of an urgent nature shall be sent by parcel of packet post; provided that communications and articles of value shall not be sent as packets. A parcel may contain one but not more than one written communication of the nature of a letter, which shall be addressed only to the addressee of the parcel itself. The inclusion of more than one letter in the same envelope or cover is contrary to Rule 31 of the Pakistan Posts and Telegraphs Rules, 1933. Office files, however, are not letters within the meaning of Sections 4 and 5 of the Pakistan Post Office Act and may be transmitted in a single parcel or y private agency instead of by post.

 

The despatch number of all letters, etc., enclosed in one registered cover shall be noted on the cover. The officer opening the covers shall satisfy himself that the contents received are correct.

 

(2) For important communications, where only a proof of posting is required, the system of acknowledgment of posting afforded by the Post Office, at the rate fixed by the Postal Department, shall ordinarily be resorted to. Where, however, a proof of delivery is required the cover shall be sent “Registered and acknowledgment due”.

 

11-6.    Use of rubber stamps – Printed or lithographed signatures as franks may not be used, but stamps giving a facsimile of an officer’s signature may, under proper precautions, be used for franking, but for no other purpose whatsoever. A list of rubber stamps, for use in district police offices and obtainable on payment from the Controller of Stationery, Calcutta, is given in Appendix 11-6.

 

11-7.    Covers to be franked – All covers despatched from the office shall be franked by the despatcher; otherwise they are treated as bearing covers under the rules of the Postal Department. Police, offices shall receive, and pay postage due on articles addressed to them “On Pakistan States Service”, and bearing the signature in full of the sender.

 

11-8.    Sue of reminders – Reminders (that is communications drawing attention to unanswered references) shall not ordinarily be numbered; and reminders received shall, if the reply called for is not at once despatched, be returned with an explanation of the delay and a statement when a reply may be expected.

 

11-9.    Addressing covers of official communications – The covers of official communications shall be addressed to the official designation of the officer; but those of demi-official communications shall be addressed to the name as well as to the official designation, and should be opened only by the individual to whom they are addressed.

11-10.  Despatch of confidential papers – When confidential papers are sent out of an office they shall be put into double sealed covers. The inner one shall be marked “Confidential”, and be super scribed with the name of the addressee. The outer cover should bear the official designation of the addressee only, and have no marking of any kind on it to indicate that its contents are of a confidential nature.

 

11-11.  Destruction of confidential correspondence – The destruction of confidential correspondence is a matter for the discretion of district officers, but as a general rule correspondence, other than that of special importance, over 20 years old may be destroyed. The destruction of other confidential records is regulated by instructions issued periodically by the Deputy Inspector-General, Criminal Investigation Department.

 

11-12.  Despatch of plans and maps on which the title to any property is based – No plans or maps on which the title to any property is based shall be sent out of the office of record in original, unless specially called for by competent authority, in which case the should, if entrusted to the post, be sent under registered cover. Copies of such plans or maps may accompany letters if necessary.

 

11-13.  Channel of correspondence – (1) A Superintendent shall ordinarily correspond direct only with his equals or inferiors in official status or with those immediately superior to him. Correspondence with the Commissioner shall be conducted through the District Magistrate and with the Inspector-General through the Deputy Inspector-General. Superintendents shall address Military Officers or above the rank of Colonel Commandant and Colonel on the Staff through their Staff Officers.

 

(2) Except (1) in cases in which direct reports may be ordered by general or special rules, (2) in emergencies, and (3) in answer to direct reference, the above channels of communication shall be followed. In cases coming under (2) or (3) of the exceptions above named, a copy of the communication shall be sent to the officer through whom the communication would, in the ordinary course, have passed.

 

11-14.  Communications with other provinces and countries – (1) All communications and documents sent by police officers to officers in another province where there is a different vernacular shall be in English.

 

(2) Should it be necessary to communicate with British Officials in the United Kingdom and the colonies regarding a criminal case or any matter of Public Security Intelligence, the facts should be reported, through the Deputy Inspector-General, Criminal Investigation Department, to the Inspector-General of Police, who is authorised to conduct such correspondence.

 

(3) Communications between gazetted police officers and between such officers and officers of similar status in other departments, and in answer to communications in English from persons not in the service of Government, shall be in English, unless the person addressed is known habitually to conduct his correspondence in the vernacular.

 

11-15.  Translation – All translations made in the office of a Superintendent shall be checked and certified as correct by a responsible officer not below the rank of assistant sub-inspector.

 

11-16.  Translation of vernacular words – (1) The transliteration of Indian words and the spelling of names should follow, as closely as possible, the rules given in Appendix C of Punjab Government Consolidated Circular No.5.

 

(2) As regards the names of places, the Imperial Gazetteer shall be accepted as the primary authority for the spelling of all names of places found in it, and in the case of names which do not appear in the Gazetteer, the local civil authority shall decide all questions relating to the spelling.

 

11-17.  Communications on private matters – Officers shall not address their superiors on personal matters concerning their own leave, pay, promotion, appointment, etc., by “State” telegram or in service paid letters. Should a reply to such a communication be required by telegraph the cost of the reply shall be prepaid. When such references are forwarded by the superior officers of those submitting them, they will be treated like any other official communication.

 

11-18.  Wording of telegram – Telegraphic messages should be worded as briefly as is consistent with conveying the intended meaning with ambiguity.

 

11-19.  Telegrams – use of – Police officers may use the Government and State Railway telegraph system for the transmission on official business of telegrams of the following classes:-

 

(a)       Ordinary State,           (b)       Express State,             (c)        Special Police

 

Message should be classed “Ordinary” except in cases of special urgency. The “E-press” class should be used for messages of special urgency, when the difference of a few hours in the time of delivery is of moment, or when it is known that, owing to a block of traffic, “Ordinary” class of telegrams are liable to serious delay.

 

The authority to class messages “Special Police” has been given to police officers and an above rank of Inspector at the headquarters of districts, with the proviso that, when a gazetted officer is available, the privilege shall ordinarily be exercised by him only, and to officers of an above the status of “officer in charge of police station” at places other than district headquarters. Telegrams so classed take precedence for despatch over almost all classes of traffic. The classification is intended for the reporting of facts and events of such pressing urgency that even a few minutes’ delay would be serious, and its use should be confined to emergencies and to messages in connection with the prevention or detection of crime, when immediate communication of information is essential.

 

“Special police” messages must be received for despatch and delivery by all telegraph offices, whether during “closed” hours or not. They are paid for at “express” rates including late fees.

 

11-20.  Abbreviated telegraphic addresses – Superintendent of Police shall arrange to supply officers in charge of police stations and others with a list of the registered telegraphic address of all officials, both of the police and other departments, with whom they are likely to be called upon to exchange telegrams, and to keep these lists up to date. A list of such addresses is published in Appendix D of the Punjab Civil List.       

 

11-21.  Use of canal telegraph system – The canal telegraph system in the Punjab may be used by police offices under the following restrictions:-

 

(a)       All messages must be strictly on Government service.

(b)       No message may be sent to any place which is served by other wires, e. g., Government telegraph or railway wires.

(c)        Messages sent on canal service shall have precedence over all others.

(d)       No guantee can be given as to the correctness of messages or against delay.

(e)        When the addressee is at a distance from the receiving telegraph office, the message will be forwarded by had, with a letter from the signaller to the addressee stating what fee has been agreed on. This fees will be paid to the messenger on delivery and will vary according to the conditions of distance, time and weather.

 

Such fees are chargeable to the contract contingent grant.

 

11-22.  Telephone – The telephone should be freely use, wherever it is available, to save time and formal correspondence. This means of communication should be utilised for reporting matters of urgency including “special reports” of crime form police stations to headquarters; for obtaining information required to supplement or explain a written report, and for conveying orders. Where a record in necessary of orders or information conveyed in the first instance by telephone, a copy should be sent by the earliest available post. Message books (Form 11-22) shall be kept in each office which is supplied with a telephone. The recipient of a message or order, as received, and will then repeat it over the telephone and obtain the sender’s acknowledgment of its correctness. Messages recorded in this form shall be placed in the appropriate file in the receiving office, until their place is taken by the official copy which is required to follow by post; on receipt of the latter the message form will be destroyed.

 

Trunk calls shall be used for official purposes, only when the use of the telegraph would be justified, and if the cost of such a call is not greater than would be the cost of making the enquiry in question and getting a reply thereto by telegram. Except in cases of great emergency, trunk call will be made only by officers of and above the rank of inspector.

 

11-23.  Treatment of receipt letters and postal matter containing remittances – (1) In the offices of Superintendent of Police all letters, etc., received shall be opened by a gazetted officer or, if no gazetted officer is at headquarters, by the head clerk personally. Every receipt shall be registered before any other action is taken, the office stamp, with the diary number and date entered in red ink, being impressed in the upper left-hand corner. The head clerk is responsible that every fresh receipt is shown to a gazetted officer within forty-eight hours, even if the connected file is not available for submission at the same time. This rule shall apply as far as is practicable to the officers of Deputy Inspector General of ranges.

 

(2) Receipts for insured or registered letters or packets shall be singed by the head clerk personally or other officer senior to the head clerk. Such letters and packets shall invariably be opened by a gazetted officer, or, when no such officer is at headquarters, by an inspector. The officer opening insured letters or packets will be personally responsible for seeing that the contents are correct according to the covering letter, if any, or endorsement on the cover, and are immediately brought on to permanent record or account. If the insured contents are currency notes, cheques, or remittance transfer receipts they shall be made over to the accountant and the receipt shall be entered forthwith in the general cash book and initialled by the officer opening the letter or packet; if they are other valuable goods or documents they shall immediately be placed in suitable safe custody. Officers must realise that laxity in the receipt and disposal of valuables sent through the post gives an easy opening for misappropriation and fraud of kind the detection of which is not easy.

 

11-24.  Registration – (1) All correspondence, both receipts and issues, shall be registered in one diary of correspondence [Form 11-24(1)] and every separate receipt and issue shall be given a serial number as shown in the diary, receipts being entered in black ink and issues in red.

 

(2) Periodical and other standard returns shall be entered in the diary and numbered for despatch. Covering letters shall not be sent with communications, unless it is necessary to make explanatory remarks, which cannot be endorsed on the return itself.

 

When a return is blank the fact should be reported on a post card. –[vide sub-rule 11-39(3)].

2562/19

(3) The number of a despatch letter should be given above, the file and subject head number below, e.g.,          meaning letter number 256 of file 2, subject head 19.

 

(4) When a letter which starts a new subject is issued or received the head clerk shall decide whether, in accordance with rule 11-25, it should be filed with the “miscellaneous file” of the chapter concerned or with one of the “general files,” or whether it should be given a ”special file.” In the last case the necessary entry in the file register [Form 11-28 (1)] shall at once be made.

(5) When any communication is sent to more than one office, the distribution shall be shown on each copy.

 

11-25.  Filing – (1) Correspondence shall be kept in the flat file system and given file covers [Form 11-25 (1)]. Files shall be kept according to their file and subject head numbers – (See rule 11-26).

 

(2) Papers in file shall be arranged chronologically, and shall be paged on one side only on the right hand top corner, the first paper being numbered I, and the second,3, and so on, the reverse of each paper being the following even number, which need not be marked. Office notes and orders, except purely ephemeral notes such as calls for papers and explanations of delay, which should be made on “slips” or “buff sheets” and destroyed when disposed of, shall form part of the file and be paged accordingly.

(3) Enclosures to a letter when placed on record should come before the letter itself. A note in red ink shall be recorded on the enclosure on receipts, as follows:-

 

“Enclosures to letter number, dated to be returned,” the last three words being omitted if the enclosures are not to be retuned.

 

(4) An index to the contents of each file shall be maintained on the outer cover and shall show whether letters are pending or otherwise.

 

11-26.  Heads of correspondence – (1) Main subject heads of correspondence shall be allotted in accordance with the chapter headings of Police Rules, one extra main head “head subjects” being added for correspondence bearing no relation to those rules, Sub-heads shall follow, as far as possible, the paragraph headings of Police Rules. Further instructions are given in Appendix 11-26 (1).

 

(2) Files under each subject head will be of three descriptions, viz., “Miscellaneous,” “General” or “Special”.

 

(a)       Only one “miscellaneous” file shall be maintained under each main head. It will be given the first serial number under the head concerned each year, and will contain all correspondence on that head of an unimportant or routine nature, concerning which no lengthy correspondence is expected, and for which a “general “ or “special” file is considered unnecessary.

 

(b)       A “special” files under each subject head will consist of papers connected with periodical correspondence or returns on one general subject, on any one item of which no lengthy correspondence is expected. General files will be marked with the letter “G”.

 

(c)        A “special” file shall be started for every case which, either form the item of its imitation or t a later stage, appears likely to be the subject of prolonged correspondence, or to be of intrinsic importance as a precedent or as embodying a new ruling or order, or to constitute a distinct item within a general sub-head, which is likely to be required frequently for reference and should be kept on record for more than item years. It will frequently be necessary to transfer papers form a “miscellaneous” or “general” file to a “special” file. Whenever this is done corrections must be made in the diary of correspondence, and index of the file from which the papers are removed.

 

(3)       Papers in connection with “miscellaneous” and “general” files may, if convenient, be submitted separately as they are received. After necessary orders have been issued and complied with they should be placed with the files to which they belong. Papers in connection with “special” files should ordinarily be submitted for orders with their files.

 

(a)        When a file becomes unduly bulky {ordinarily when it exceeds 100 pages}, a separate continuation file should be studied both by gazetted office sand clerks, and should followed, as for as the conditions of different offices permit.

 

11-27.  Detailed instructions regarding office procedure – Further detailed instruction for the conduct of the business of an office are published as Appendix 11-27. These instruction should be studied both by gazetted officers and clerks, and should be followed, as far as the conditions of different offices permit.

 

11-28.  File Register – (1) An annual files register shall be maintained in Form 11-28(1) for each subject head. It will give the number of and serve as an index to all “general” and “special” files.

 

(2) A new register and a new series of serial numbers will be started at the commencement of each year.

 

11-29.  Arrangements of correspondence files – (1) For purposes of arrangement in the record room, correspondence files will be divided into two classes:-

 

(a)     “Action files, in which further correspondence is expected, including all “miscellaneous” and “general” files.

 

(b)     Completed “special” files, in which correspondence has been finished.

 

(2) One or more record cupboards should be kept for correspondence files of the current and preceding year, and should be divided into compartments marked with a distinguishing number for each main-head. Each compartment will be sub-divided into two.

 

Completed files will be tied up between boards and placed below the action files, which will be kept loose, but in their proper order.

 

Action files will be kept in the upper division and completed files in the lower division of the compartment.

 

(3) At the end of the second year the files of each subject head shall be placed between stiff boards in a separate record cupboard, divided into annual compartments. On the top board of each packet shall be written the number of files. This portion of the record hslal be classed as old records.

 

11-31.  Period of retention of, and destruction of records – The process of eliminating superfluous records shall be carried on continuously under the orders of the head clerk. No file shall be considered for destruction till it has been three years in the “old records”. Files in the “old records” shall be kept in two classes (a)miscellaneous and general, (b)special. No special file shall be considered for destruction till it has been ten year in the “old records”.

 

Subject to this guiding principle the record room staff will be continuously engaged on the overhaul of old files. Each file liable to destruction will be first examined with the aid of its index. Any portion of its contents which the record clerk considers should be kept, shall be removed – the orders of the head clerk being taken if necessary – before the rest of the file is destroyed. The orders of the head clerks shall be cancelled in red ink, dated and initialled by the record clerk. Progress in destruction work will be checked at all office inspections by reference to the file register.

 

Papers removed for retention from files which are to be destroyed shall be recorded in a special file under the appropriate subject head entitled “Papers retained from files destroyed.” This extra file shall, when created, be entered in red ink at the end of he file register of the year in question.

 

11-32.  Station delivery register – An annual station delivery register shall be maintained in Universal Form No, 20 for all letters, etc., sent out by hand.

 

11-33.  Stamp Register – (1) A stamp register shall be maintained by the accountant Form 11-33 showing the receipt and issue of Government stamps to each officer during the year.

 

(2) The rules prescribed by the Punjab Finance Department for the audit and better control of service labels, – vide Inspector General’s Memo. No. 3402-A dated 26th September 1931 – Should be carefully observed. Range auditors should examine the stamp accounts during the course of their inspection of district accounts.

 

11-34.  Stock book of office furniture – A register of furniture in the office of Superintendents, Deputy Inspector General, and the Inspector General shall be maintained in Universal Form No, 93. Stock shall be taken annually in April and the record verified under the hand of a gazetted officer, the condition of articles in stock being duly noted in the column provided for this purpose. To facilitate identification each article shall be marked with the abbreviated designation of the office concerned. Inspecting officers shall examine this register in the course of their inspections.

 

11-35.  Inventory of stores – (1) An inventory of stores in Form 5-16(I) shall be maintained in each police office showing all European and other stores and moveable property in the custody of the head of the office. Articles required to be entered in the registers maintained under rules 11-34 and 11-58 shall not be entered, but all other Government property, other than that purchased or maintained from the Chanda, Police Land 11[2][***], shall be included.

 

Note – Stores purchased or maintained from the Police land or General Police funds shall be entered in the miscellaneous stores register in the Lines (Rules 22-70).

 

(2) On the 31st March of each year the balances of all stores should be shown in once line and shall be verified by count by a gazetted police officer, and attested by his signature in the register in the column for remarks. At the same time a certificate shall be forwarded to the Deputy Inspector General, by Superintendents, and to the Inspector General, by Deputy Inspectors General, that this verification has been carried out.

 

At inspections the controlling officer should call for the stock register and see that entries have been regularly made and verify the record of actual count. He should, if possible, verify by actual count the balance of one or more items, as the balance of the particular stock affected is struck at each operation.

 

  • List of register – A list of registers to be maintained of a permanent character, whether in English or in Urdu, shall be ordered to be submitted by the police, except under the authority of the Inspector Genera or Government, or by law or rule having the force of law.

 

  • Unauthorised re-terms – No periodical return or report of a permanent character, whether in English or in Urdu, shall be ordered to be submitted by the police, except under the authority of the Inspector – General or Government, or by law or rule having the force of law.

 

11-38.  Compilation of Returns – the material for authorized periodical returns and reports should normally be available from the records and registers in the office preparing the. Such returns and reports shall be prepared accordingly, and material shall not be demanded from executive officers except for special and adequate reasons. When a special return ordered by proper authority necessitates the collection of material directly from executive officers and police stations, blank forms of the required returns shall be sent for completion.

 

11-39.  List of returns due from offices of Superintendents and Deputy Inspectors–General – (1) A list of periodical returns which have to be submitted by Superintendents, showing the period after which the office copies of such returns may be destroyed, is given in Appendix 11.39(1)(A). A similar list, showing the returns to be submitted by Deputy Inspectors – General, is given in Appendix 11-39(1)(B).

 

(2) Each Deputy Inspector – General shall cause a check statement of periodical returns to be kept up in his office, in Form 11-39 (2).

 

(3) When a return is blank, intimation of the fact shall be sent by post card, quoting the description of the return, as given in Appendix 11-39 (I) (A) and the number of the rule in which it is prescribed.

 

PART – II

Stationary and Forms

 

11-40. Supply of English stationery – (1) English stationary shall be procured by means of indents in the form supplied by the Stationary Office, Calcutta. Such indents shall be submitted to the Inspector – General on or before the 15th June each year. Head clerks are required to make themselves familiar with the provisions of the Punjab Printing and Stationary Manual, which affect procedure in the police department.

 

(2) Care shall be taken that the cost does not exceed the annual allotment of funds.

 

(3)       Superintendents and Deputy Inspectors – General shall each submit an annual estimate, in form B. M. I., of the total expenditure on account of English stationery for the following year, to the Inspector – General, not later than 1st July in each year.

 

(4)       The requirements of stationery shall be estimated for a calendar year on the basis of actual expenditure for ten-and-a-half months and average expenditure for one-and-a-half months. The balance stock in hand shown shall be that remaining after deducting one-and-a-half months average expenditure as above.

 

11-41. Instructions for the preparation of indents for stationery – Heads of offices and their head clerks are personally responsible for utilising their allotment of funds for the purchase of stationery to the best advantage. The annual indent must receive very careful attention, and must not be treated as a matter of routine. Types of stationery and envelopes suited to the actual requirements of the office must be selected; quantities must be carefully calculated in the light of actual requirements and stock in hand; the mere repetition of previous years’ indents must not be allowed. The indent for pens, pencils, inks and miscellaneous requisites must similarly be framed after a detailed survey of what is required to meet reasonable expenditure under proper supervision. A model scale is given as appendix J, Punjab Printing and Stationery Manual, and should be taken as a guide.

 

11-42. Indents for forms – (1) The instructions contained in the Punjab Printing and Stationery Manual must be carefully followed mission of all indents for forms. Superintendents of Police are not authorized to indent direct on the Superintendent, Government Printing, the Central Jail Press or Government contractors. Their indents will be consolidated and forwarded by the Deputy Inspector – General, Government Railway Police, will indent direct for their own requirements. The original indents must contain all instructions regarding the binding of any forms which have to be bound into registers, also the full address to which such forms and registers are to be dispatched. The same care must be exercised in the preparation of indents for forms as is enjoined in the case of stationery indents. (Rule 11-41). Balances in stock must be verified by a responsible official, the balance of each form, whether it is being indented for or not, being shown in the indent. Dates fixed for the submission of indents must be strictly adhered to ; otherwise the Press will not be responsible for any delay which may occur. Printing cannot be commenced until all indents are received.

 

(2) Supplementary indents must be avoided as far as possible. Only in very special circumstances will a supplementary indent be passed, and the reasons necessitating such an indent must be stated in every case. These indents should be submitted through the Deputy Inspector –General who, if he passes them, will forward them to the Inspector –General of Police for station.

 

(3) When forms, etc., are packed in gunny cloth or gunny bags, the indenting officer concerned should arrange to retain such packing material, and, when a sufficiently large quantity has been collected, should return it by goods train to the Superintendent, Government Printing, Punjab. All invoices for forms, etc., supplied should be returned, duly acknowledged, to the Superintendent, Government Printing, Punjab, within a fortnight.

 

11-43. Universal Forms and Standard Official Envelopes – (1) Consolidated annual indents for universal forms and standard official envelopes are due with the Superintendent, Government Printing, Punjab, on the 1st April of each year, Indents are made on U.F. No. 35, and should be forwarded to reach the Deputy Inspector – General of the range by the 1st March. Deputy Inspectors – General are required to scrutinise all indents carefully, and to cut down demands which appear to scrutinise all indents carefully, and to cut down demands which appear excessive in view of stocks in hand and the normal requirements of the office concerned. Notable variations in demands between offices of equivalent status should be noticed and rectified. Scrutinising officers shall be guided, further, by the provisions of the Printing and Stationery Manual.

 

(2) Forms required for use in the offices of Deputy Inspectors – General of ranges, should be included in the consolidated indents; the indents of the Deputy Inspector – General, Criminal Investigation Department and Assistant Inspector – General, Railway Police, should be prepared on U.F.35 and forwarded direct.

 

(3) Printing of addresses and franks on envelopes is not allowed. For despatching by post papers of an unimportant nature, wrappers (to be obtained from the Superintendent, Government Printing), should be used if practicable. The number required should be stated on U.F.35, and proportionate reduction made in the number of envelopes ordered. Cloth-lined envelopes are intended to be used for confidential or specially important papers only and the supply allowed shall be kept as low as possible. To permit of envelops being used more than once, full use shall be made of “National Economy Slips” U.F.51.

 

(4) Rules regarding the supply of file boards, which are classed as Universal Forms, are contained in Chapter 8 and Appendix N, Punjab Printing and Stationery Manual.

 

11-44. Standard departmental forms – Consolidated annual indents for standard English departmental forms, in Form 11-44m are due with the Superintendent, Government Printing, on the 15th of September of each year, and with Deputy Inspector General on 1st August. The procedure in the offices of Deputy Inspector General, Assistant Inspectors General and Superintendents of Police is the same as in the case of indents for universal forms. Standard departmental forms are those authorized in the present edition of Police Rules, or introduced from time to time by means of correction slips to those rules. Indenting officers are not authorized to require any alteration to be made in any standard form. Envelopes, other than those indented for under rule 11-43 are not authorized.

 

11-45.  Non-Standard departmental forms – No non-standard form maybe indented for without the sanction of the Inspector General of Police, obtained in the case of Superintendents of Police, through the Deputy Inspector General. Such sanction will only be given in exceptional circumstances and for definite reasons, which must be explained.

Consolidated indents for non-standard forms, in form No. C. –O.- No. B. 1, copies of which are obtainable from the Superintendent, Government Printing, are due on the same dates as those for standard forms. Samples of forms required must be attached to the indent.

 

11-46.  Account forms – Indents for treasury and accounts forms are due with the Superintendent, Government Printing, Punjab, on the 1st October annually and with Deputy Inspector General on the 1st September.

 

11-47.  Standard departmental Urdu forms – Consolidated indents for standard departmental Urdu forms are due with the Superintendent, Government Printing, Punjab, on the 1st of July annually and with Deputy Inspector General on the 1st June.

 

Indents should be prepared by Superintendents of Police in Form 11-47. As regard consolidation and scrutiny, the procedure prescribed in rule 11-42 shall be followed.

 

As regards non-standard Urdu forms, rule 11-44 applies, except that the date for submission of indents to Deputy Inspector General is the 1st of June.

 

11-48.  Account of expenditure of stationery and Forms – (1) The supply of English stationery and forms shall, on receipts be examined by a gazetted officer. It shall then be made over to one of the clerks of the English Office for safe custody under lock and key. Such clerk shall keep an account of the expenditure in the form supplied by the Superintendent, Government Printing, Punjab, Lahore. Attention is invited to rules 10-26 to 10-32 Punjab Printing and Stationery Manual regarding the procedure to be followed in case of defects or shortages.

 

(2) Country stationery and Urdu forms shall on receipt be examined by the prosecuting inspector. They shall then be made over to, and accounted for by, the Vernacular Record Keeper under the general control of the prosecuting inspector. The form referred to in sub-rule (1) above is U. F. 96 and shall be used for the record of stocks of both English and Urdu stationery and forms.

 

(3) Paper used in Urdu police offices shall be either jail-made paper or that specially supplied for carbon copying. Supplies for police stations, including supplies of carbon paper and indelible pencils, should ordinarily be sent out in quantities sufficient for a full year, a half year’s stock being maintained at headquarters. The consumption at police stations, however, inevitably varies considerably with the fluctuations of crime and their stock of material for carbon copying must on no account be allowed to become exhausted. Demands for replenishment must be submitted in good time by police station clerks, and must be promptly met.

 

11-49.  Stock register of printed forms, etc. – A stock register of printed forms, envelopes, registers, etc., shall be maintained in the Central Police Office and all other polices. The form for this register is standardized, and requirements shall be included in indents submitted in accordance with rule 11-42.

 

11-50.  Page numbers to police station registers – All police station registers shall be paged in English in the office of Superintendent before issue to police stations. The number of pages in the register shall be noted on the inside of the cover under the signature of the prosecuting inspector or a prosecuting sub-inspector.

PART III

Gazettes, Publications And Contract

 

11-51.  The Police Gazette – The Gazetted is published in two parts in both English and Urdu –

 

Part I – Departmental Orders.

 

Part II – Notifications regarding additional police, police station boundaries, plague, appointments, promotions, reductions, dismissals, transfers, rewards (in cases of exceptional interest or importance only), examinations, leave pension, etc.

 

  • The Criminal Intelligence Gazette – (1) The Criminal Intelligence Gazette is published by the Criminal Investigation Department. As much publicity as possible with in the department shall be given to its contents, and information published in it regarding arrests and identifications wanted, warning, etc., shall be feely disseminated to the public ; the gazette as a whole, however, may not be shown to non-officials.

 

(2) Information on the following matters may be published in the Criminal Intelligence Gazette, and should be submitted in the forms noted:-

 

(a)       Valuable property lost or stolen or found and awaiting identification [Form 22-79 (I) (d)]. Notices shall be sent only when the circumstances, nature of the case and the description available of the property are such as to render publicity valuable.

 

 

(b)       Proclaimed offenders and absconders [Form 23-22 (I)]. Notices shall be sent only when wide publicity is necessary as a warning against the offender and as an aid to his arrest, and when full particulars likely haunts, associates and description are available.

 

Note – When notices are sent for publication regarding absconding suspects wanted by the police, by against whom a warrant has not been issued, the officer submitting the notice will be held personally responsible in any legal proceedings for defamation or the like, which may arise form the publication.

 

(c)        Arrests of proclaimed offenders and absconders will be published in important cases only, or, when “wanted” notices under clause (b) above have previously been published.

 

(d)       Persons lost or missing [Form 22-79 (I) (b)]. In important cases only and provided a complete description of the person lost or missing is forthcoming.

 

(e)        Unidentified persons found dead [Form 22-79 (I) (a)]. In important cases in which a complete description of the dead body is forthcoming.

 

(f)        Lists of bad characters entered in Police Station Register No. X, who have left their homes and cannot be traced [Form 23-4 (I)]. These will only be published in the circumstances indicated in clause (b) above.

 

(g)       Descriptive notes regarding offences of a novel or professional type, including cases of coining, note-forging, fraudulent conspiracy, professional poisoning and cheating, and memoranda embodying the shifts and artifices of criminals, and special measures employed in countering them.

 

(h)       Reports regarding suspicious vagrants, strangers, loafers, etc.

 

(i)        Loss of passports, etc.

 

(j)        Notices regarding loss and recovery of arms according to the instructions contained in Criminal Investigation Department Circular No, 4986, dated 14th December 1923.

 

(k)       Material for publication in the Criminal Tribes Supplement.

 

(3) Except as prescribed above, no particular form is necessary for matter intended or publication, but the general form of the notices published in the Criminal Intelligence Gazette shall be followed. The matter should in all cases be in narrative form. A gazetted officer shall personally draft, or carefully revise the drafting of, and sign all matter intended for publication, so that it may be sent to the press in the form in which it is received. All matter intended for publication in the Criminal Intelligence Gazette should be despatched, as soon as it is ready, in ordinary covers, addressed to the [Deputy Inspector General, Crime]. In urgent cases special supplements will be issued within twenty-four house; notices in such case should be marked “urgent – for special supplement”.

 

11-53.  Notices for insertion in the Police GazetteNotices for insertion in Police Gazette shall be despatched in envelopes marked “Gazette” on the upper left hand corner, and may be sent direct to the office of the Inspector General, except where a channel of submission is prescribed by rule. They shall be written on one side of the paper only and headed “For publication in the Police Gazette”. No covering letter is required, but drafts must be signed by a gazetted officer; all drafts must be in the form commonly used in original as manuscript for the press. Notices which are delivered in Lahore after Tuesday afternoon, cannot ordinarily be inserted till the week next following.

 

11-54.  Advertisements in the Police and Criminal Intelligence GazettesThe Police Gazetted, both in English and in Urdu, may be used as a medium for advertisements. Departmental advertisements of a public character shall be inserted free of charge in the Police Gazette. Private advertisements and notices of rewards offered and property or persons lost or found will be published in the Criminal Intelligence Gazette, provided they shall have been paid for in advance at the rate of one anna for every ten words for each insertion, and the money credited to Government. Superintendents forwarding such advertisements or notices shall state the sums paid under this rule.

 

11-55.  Supply and binding of Police and Criminal Intelligence Gazettes(1) Copies of the Police and Criminal Intelligence Gazettes in English and Urdu are supplies free to all police officers whose official duties require them to maintain a file of these publications. Heads of offices shall intimate any changes required in this distribution to the Assistant Inspector-General of Police, Punjab, and the Assistant Inspector-General of Crime and Criminal Tribes, in the case of the Police and Criminal Intelligence Gazette respectively.

 

(2) Officers may obtain additional copies of either edition of the Police and Criminal Intelligence Gazette on payment in advance at the following prices:-

 

Part I of the Police Gazette, Rs.5-12-0 per annum or one anna and nine pies per copy.

 

Part II of the same gazette, Rs.11-6-0 per annum or three annas and six pies per copy.

 

The Criminal Intelligence Gazette, Rs.15-0-0 per annum or four annas and nine pies per copy.

 

Excise Supplement to the Criminal Intelligence Gazette, Rs.5 per annum or one anna and six pies per copy.

 

Such payments shall be credited as directed in Appendix 10-31(1) and the treasury receipt shall be attached to applications for supply of copies. The prices are liable to alteration from time to time.

(3) On receipt of the index, which is issued for each edition of the two gazettes as soon after the 31st December as possible, all copies which are issued free shall be bound in accordance with the directions in rule 11-57.

 

(4) Neither the Police nor the Criminal Intelligence Gazette may be sold to members of the public, and police officers are prohibited from allowing non-officials to have access to their copies.

 

11-55-A. District Criminal Intelligence Gazette Superintendents of Police are required to issue a District Criminal Intelligence Gazette in Urdu for circulation among Police Stations, of their districts and such adjoining districts as is considered necessary. Ordinarily it will be a weekly publication. Such gazettes shall include:-

 

(a)       a brief resume of the crime in the district since last publication;

 

(b)       particulars of cases of an interesting nature, deductions from a study of modus operandi records as to particular gangs or individuals at work and departmental notices and orders provided this matter is not published in the Punjab Criminal Intelligence Gazette;

 

(c)        such other matter as Superintendents of Police consider should be published.

 

11-56.  Supply of Police Rules and other subsidiary manuals – (1) Copies of English editions of the Police Rules and authorized subsidiary manuals are supplied once at Government expense to all gazetted officers, to Inspectors and Sub-Inspectors who know English and to Sergeants. Copies of the Urdu edition of the Police Rules are supplied once to Inspectors and Sub-Inspectors who do not know English and to all Assistant Sub-Inspectors. In the event of any volume being lost the holder will be required to refund the cost. Every officer is responsible for keeping his copy of the rules up-to-date.

 

(2) English and Urdu copies are also supplied once to all police stations, offices and police lines, and to the Police Training School and Urdu copies to all Police out-posts other than those in the charge of Assistant Sub-Inspectors, according to the scale fixed by the Inspector-General of Police. Losses shall be replaced either at Government expense or at the cost of individuals according to the circumstances of each case.

 

(3) Officers desirous of purchasing copies of Police Rules may obtain them form the Superintendent, Government Printing, Lahore, the price shall be credited into the local treasury, the treasury receipt being forwarded to the Superintendent, Government Printing, Lahore.

 

(4) Corrections to Police Rules will be published in the Police Gazette by the Inspector-General of Police when necessary. No memorandum or instructions issued by the Inspector-General of Police or any officer subordinate to him shall have the effect of altering any Police Rule, unless it is definitely stated to be a correction and, as such published with the authority of the Provincial Government.

(5) Concurrently with their publication in the Police Gazette copies of all corrections to Police Rules will be sent in correction slip form to all holders of copies of the rules. These corrections slips will be printed on one side of the paper only and in the same type as and on paper of the same width and with the same margin as the volume which they emend. They will be serially numbered in block type in the left hand margin.

 

(6) Minor verbal corrections, and other corrections where space permits, shall be copied into the original volume by hand; in such cases the serial number of the correction slip shall invariably be copied in the left hand margin also, after which the correction slip itself may be destroyed.

 

(7) A list of correction slips will be issued to all holders of Police Rules and allied manuals, who will on receipt paste it into the spare binding edges provided for the purpose at the end of each volume.

 

(8) when one correction slip cancels another previously issued, the cancelled one shall be removed and destroyed and the index shall be correspondingly corrected.

 

11-57.  Supply of publications, book binding and printing – (1) Government publications, including Acts of the Central and Provincial Legislatures, are supplied as required to police officers under arrangements made by the Inspector-General of Police in accordance with the provision of Punjab Printing and Stationery Manual. Changes in the requirements of districts in this respect, due to increases or reductions in the number of police stations, etc., shall be notified to the Inspector-General of Police as they occur.

 

(2) Requirements in respect of the binding of blank book of forms shall be carefully stated in the indents for such forms (vide rule 8-3, Printing and Stationery Manual). The periodical binding of returns and other records required by Police Rules to be bound shall be done under the instructions (general or special) of the Superintendent, Government Printing, –vide rules 8-1 to 8-5, of the same publication. Records, which cannot be allowed to leave the office, or cannot be spared for the time required by the Government or a Jail Press to do the work, may be bound either by the office daftri or by a local Press, subject to the conditions prescribed in the rules referred to above. The cost of such local binding shall be met from the contingent grant, – [vide Appendix 10-111(1)].

 

(3) Except in the case of very urgent work, the cost of which is within the limits prescribed in items 4-A and 4-B of rule 20-6 in Punjab Financial Handbook No.1, police officers are prohibited from having printing work execute at private presses. The procedure in all cases shall be as laid down in rule 2-20, Punjab Printing and Stationery Manual.

 

(4) Survey maps required by police officers in their official capacity shall be obtained on indent to be submitted to the Inspector-General who will include them in the consolidated indent to the Map Record and Issue Officer, Calcutta. Indents should reach the Central Police Office by the 1st June annually. The cost of maps so supplied will be charged to the contingent grant of the Inspector-General. Revenue, Muncipal and District Board maps shall be obtained from the Deputy Commissioner or the local authority publishing them and paid for from the contingent grant of the office for which they are purchased.

 

11-58.  The Library Register – Each Deputy Inspector-General and Superintendent shall maintain a library register in Form 11-58 of books and publications other than newspapers supplied to him at the public expense for official use. Every fresh receipt shall be entered in the library register. The serial number of the register entry, the name of the office and the date of receipt shall be endorsed on the title page of the book and a label containing similar particulars shall be affixed to the back of the cover. Gazettes and similar periodicals shall be kept in file boards and brought on to the library register as soon as they bound.

 

11-59.  Custody and issue of library books – All publications belonging to the library, which are not in constant use by and kept, under due authority, on the tables of particular officers, shall be kept in locked cupboards. The library clerk shall keep the keys of these cupboards and be responsible for the completeness of the library. The whereabouts of every book, whether permanently or temporarily off the shelves, shall be noted in the library register and periodically checked.

 

11-60.  Inspection of the library by inspecting and relieving officers – Inspecting and relieving officers shall ascertain that the library is complete and in good order. Such books as have become obsolete may be destroyed under the authority of the Superintendent of Police personally Bound volumes of the Police Gazette may be destroyed after 15 years. The destruction of other books shall be left to the discretion of Deputy Inspectors-General, when examining the library registers at their inspections of districts.

 

11-61.  Contracts – (1) No contract binding Government as one of the parties shall be entered into by a Superintendent of Police on his own authority. Contracts for the supply of clothing and stores may be executed by the Inspector-General of Police, and contracts or other instruments connected with the lease, sale, hiring or purchase of land or buildings may be executed by the Inspector-General of Police, Deputy Commissioners or by the Public Works Department according to circumstances and in accordance with the orders contained in Part IV of the Law Department Manual, 1926.

 

(2) Any existing contract or other instrument, which has not been executed as above shall be reported for orders to the Inspector-General of Police.

 

11-62.  Bonds – Bonds taken in the Police Department to secure the due performance of duty shall be executed only in one or other of the forms authorized by the Inspector-General of Police. Specimens of these forms may be obtained on application to the Central Police Office.

 

11-63.  Supply of copies of Police records – (1) No document or record belonging to, or in the custody of the police, and no copy or extract from such document, shall be furnished to any private individual or to any Government servant for his private, use, save under the authority of an express provision of the law, or by order of a Court acting within its legal powers, or a general or special order issued by a competent authority in respect of any class of classes of documents.

(2) By a general order of the Inspector-General extracts, or copies from files of departmental proceedings, may be granted to police officers or ex-police officers for the purpose of preferring appeals.

 

(3) Except in cases where copies are required by law, or other competent authority, to be given free, fees shall be charged for all copies at the same rates as are in force for the time being in the civil courts, and shall be paid as follows:-

 

(a)       Half to the copyist.

 

(b)       One-tenth to the examiner

 

(c)        The remaining amount shall be credited into the treasury as Police Income under head “Fees, Fines and Forfeitures”.

 

11-64.  Cancellation of stamps – (1) Court fee stamps upon dutiable instruments presented to or issued by police officers, shall be cancelled in the manner prescribed in Chapter 4-C, Volume IV of the Rules and Orders of the High Court, 1931.

 

(2) The first hole to be made on receipt of a document bearing a court fee stamp and on the issue of a copy shall be made by a small circular punch; the second hole to be made on receipt of a copy shall be made by a small triangular punch; and the third hole, in the case of a copy shall be made, when the record is finally filed, by the record-keeper with a small square punch.

 

11-65.  Certain copies requiring to be stamped – When copies of documents falling under Articles 6, 7 and 9 of Schedule I of Act VII of 1870 (The Court Fees Act), and Article 25, Schedule I of Act II of 1899 (The Pakistan Stamp Act, are submitted with petitions without being stamped, the petition should ordinarily be returned to the sender or presenter with direction that orders cannot be passed unless it is resubmitted with the copy duly stamped.

 

11-66.  Literary works by gazetted officers – Information regarding literary works of a public or official character undertaken by gazetted officers shall be reported through the Inspector-General to the Secretary to Government, Home Department, for incorporation in the History of Services of gazetted officers.

 

PART IV
Urdu Office

 

11-67.  Diary of Urdu correspondence received – (1) A diary of Urdu correspondence in Form 11-67(1) shall be maintained by the diarist in the office of every Superintendent. Every Urdu petition, report or other communication, not being a periodical statement or return or case diary, shall be entered in the diary for the year in which it was written.

 

(2) A clear abstract of each document received, shall be entered in the appropriate column of the register. The manner of disposal by the diarist of each document received shall be briefly noted in the column provided for the purpose. Final disposal shall be noted by a reference to the despatch register in the last column of the form.

 

(3) The diary shall be bound in quarterly or half-yearly volumes, and shall be kept for two years.

 

11-86.  Despatch book of Urdu correspondence – (1) A despatch book of Urdu correspondence in Form 11-86(1) shall be maintained by the despatcher in the office of every Superintendent. It shall be bound in quarterly or half yearly volumes and kept for two years.

 

(2) All Urdu communications by the Superintendent and ordes, other than copies or extracts from the order book or standing order book, shall be entered. When papers previously received are to be despatched with orders endorsed on the original, the entry in columns 2 and 5 of the form shall be sufficiently clear to permit of the purport of both the original document and the order on it being understood, and of its disposal being traced. In such cases cross references shall be made in column 7 of both the receipt and despatch registers.

 

11-69.  Receipt and despatch routine – (1) Al Urdu correspondence received shall, except as provided in rule 11-23, be opened by the diarist, who shall distribute to the branches of the office those papers which he is not required to enter in the receipt register (vide rule 11-67(1)). Other receipts shall be similarly distributed with the minimum of delay after being entered in the register.

 

(2) With all correspondence despatched from one police office to another, including offices subordinate to the district police office, a challan in Form 11-69(2) shall be sent, containing a detailed list under the main classes of correspondence of all papers sent. The diarist or station clerk, as the case may be, of the receiving office, shall sign and return these challans to the office of issue, where they shall be kept in yearly bundles for two years.

 

(3) All correspondence for despatch from the office of the Superintendent of Police shall be made over to the despatcher. Orders and papers requiring copying shall be dealt with by the copyist, under the supervision of the diarist or despatcher. The despatcher shall make out challans, write up his despatch register and send off correspondence with the minimum of delay.

 

(4) In every district a standing order shall be framed, with the approval of the Deputy Inspector-General of the range, to regulate the distribution of papers between the different branches of the Urdu office, but a clerk of each branch shall be responsible for receiving from, or handing over to, the diarist or despatcher all papers which pass through those branches, and all such papers, even if they are to pass from one branch of the office to another, shall be entered in the despatch register.

 

Example – An order issued by the Superintendent to the prosecuting inspector shall be taken by the assistant reader to the diarist for record and despatch.

 

11-70.  Ordinary correspondence – (1) General Urdu correspondence shall be kept as follows:-

 

(a)       Monthly district files containing copies of general parwanas issued and miscellaneous papers not connected with particular police stations.

 

(b)       Annual files by police stations of daily diaries.

 

(c)        Annual files by police stations of parwanas.

 

(d)       Annual files by police stations of miscellaneous papers.

 

These files shall be destroyed after two years, but files of class (a) shall, before destruction, be seen by the prosecuting inspector, who will bring to the notice of the Superintendent of Police any order, which he considers should be preserved for permanent record as a standing order.

 

(2) The record-keeper shall maintain a register in Form 11-70(2) showing the receipt and issues of all files, in and from the record room.

 

11-71.  Method of record of orderly head constable’s and Accountant’s papers – (1) All papers relating to enrolments, promotion, transfers, leave and other matters concerning the orderly head constable’s branch, regarding the record of which there are not special orders, shall be filed in separate files under each head; such files shall be either annual, half yearly or quarterly according to the volume of the work in different districts and, on completion, shall be kept in orderly head constable’s branch for five years and then destroyed. Each file shall have an index, showing the detail of its contents, attached to it.

 

(2) Papers other than those shown in Appendix 11-36 shall be maintained in the accounts branch in monthly bundles and destroyed after the period noted against each:-

 

Years
(a) Advice Note (Rule 10-42)      …        …        … 1
(b) Application for recouping permanent advance            … 3
(d) Miscellaneous papers …        …        …        … 1

 

Appendix no. 11-4-A
  1. O. No. 890-G-37/5814 (H – Gaz)

Dated Lahore, the 19th Februay, 1937.

 

Subject:-          Relief to be given to Deputy Commissioners and other Administrative and Executive Officers in clerical work.

 

My Dear Sir,

 

I am desired to inform you that at the instance of His Excellency the Viceroy, an exhaustive inquiry was recently held into the touring of district officers. The latter were asked to bring to the notice of Government any matters which tended to interfere with their touring. The inquiry has elicited an almost general complain:-

 

(i)        that unnecessary references are often made to district officers by the Secretariat or by Heads of Departments asking for information or reports, and

 

(ii)       that where necessary references are made, inadequate time is sometimes given to reply them.

 

  1. Proposals which are circulated from the Secretariat for opinion consist of Legislative measures and other references. With regard to the former, there are Standing Orders (paragraph 517 of the Secretariat Instructions) that it is undesirable to add to the pre-occupation of district officers by asking for opinions on questions of which they have little knowledge, or which do not seriously affect their districts, and the attention of all officers in the Secretariat has recently been drawn to these instructions with a view to ensuring that superfluous calls are not made on the time of Deputy Commissioners to divert them from their more important duties.

 

  1. With regard to other reference, the Governor in Council acting with Ministers has been pleased to lay down the following principles for observance in the Secretariat:-

 

(i)        No call for information should be made, unless it is necessary for the disposal of a case, and is not available in the Secretariat or office of the Head of Department concerned.

 

(ii)       While Commissioners and Deputy Commissioners should be freely consulted about questions of policy or particular cases affecting their charges, care should be taken to see that references are not made, unless it is clearly desirable to have the views of the Commissioner or Deputy Commissioner and, in particular, the pernicious practice should be checked of making references with the object of temporarily getting rid of a case.

 

(iii)      Where a reference is necessary, reasonable time should be given for a reply. What is reasonable will depend on the nature of the case. Sometimes it is necessary to have an immediate reply; at others an early reply is necessary. Often a period of two or three months may safely be given. Unless the case is immediate or very urgent, referring authorities should give adequate time for the material necessary for a reply to be collected.

 

(iv)      Complaints or applications are often made direct to Government, which relate to matters of a purely local character. Sometimes they are sufficiently important or serious to merit a report to Government by the local authorities. More often they can be left to the latter for disposal. Where this is the case, there are two ways of dealing with them in the Secretariat; the first is to return the complaint or application to the sender for presentation to the proper authority, and the second is to send it in original through the proper channel to the competent authority for disposal. Where the first method is appropriate, it is to be preferred to the second, since it helps to check a tendency which is on the increase. In any case, the primary principle should be observed not to call for reports from local officers on applications and complaints of this kind, unless it is clearly desirable for Government to take up the matter. The practice of sending references from the Secretariat marked “ for disposal or report” shoulc cease. The endorsement should make it clear whether the reference is for disposal or for report.

 

  1. The above principles apply equally to Council questions. The great majority of these can be disposed of without reference to local officers. Sometimes when a question consists of several parts, a reference to local officers is necessary only in regard to one or two of these parts. Where a reference is made, it should be stated in regard to which parts information is required. Further, where a question asks for information which will require considerable time and labour for its collection, local officers should not be asked to supply this information, unless the Secretary concerned is satisfied that the information may reasonably be given in spite of the time and labour involved. Where he does not think that this is the case, he should obtain the orders of the Member or Minister concerned before starting inquiries which may later prove unnecessary. When it is decided not to collect information required to answer a Council question, the proper answer is – “It is not in the public interest to collect this information”.

 

  1. In order to secure that the above orders are observed, the following procedure is prescribed:-

 

(i)        Except in purely routine matters, no reference to Commissioners or Deputy Commissioners should be made without the approval of a gazetted officer, Important references should receive the approval of the Secretary or the Head of the Department concerned, unless thay are of an immediate nature and the approval of the Secretary or Head of the Department cannot be obtained without delay.

 

(ii)       Commissioners of Division should bring to the notice of the Chief Secretary by demi-official letter cases in which unnecessary references are made or inadequate time is given for the disposal of necessary references. The Chief Secretary will submit the reference of the Commissioner to the Member or Minister concerned, who will no doubt wish to satisfy himself that the orders of Government have been observed.

 

  1. The above orders relate primarily to references of Commissioners and Deputy Commissioners. They will also apply mutates mutandis to references by the Secretariat and Heads of Departments to other administrative and executive officers, e.g., in the Irrigation Branch of the Public Works Department hey will apply to references by the Secretariat to Superintending a Executive Engineers; in the Agriculture Department they will apply to references by the office of he Director of Agriculture to Deputy Directors of Agriculture and a Extra Assistant Directors of Agriculture, and so on.

 

  1. IN order that the foregoing instructions are not lost sight of they should be embodied in departmental Manuals.

 

Your Sincerely,

 

  1. H. PUCKLE,

Chief Secretary to Government, Punjab

To –

 

(i)        All Heads of Departments in Punjab

(ii)       The Registrar, High Court of Judicature at Lahore.

(iii)      All Commissioners of Divisions, Deputy Commissioners and District and Sessions Judges in the Punjab.

 

 

 

 

Appendix no. 11-6

Rubber stamps and punches to be kept in Police Offices. The following rubber stamps and similar appliances, obtainable on payment from the Stationery office, Calcutta, under the regulations contained in Chapter 12, Punjab Printing and Stationery Manual, should be kept in district police offices:-

 

  • English Office

 

 

 

(1)       Office rubber stamp – to stamp English communications received.

  • “Confidential” stamp.
  • Stamp bearing designation of head of office.

 

 

 

  • Account Branch.

 

To stamp receipts and vouchers:-

 

  • Revolving date stamp.
  • “Cancelled” stamp.
  • Additional Police Stamp.
  • Lock-up allowances stamp
  • Police deposit stamp.

 

To stamp bills and voucher:-

 

  • 26 – Police, D. E. F. (Provincial) reserved –

 

  • Travelling allowance (non-voted).
  • Travelling allowance (Voted).
  • Other allowance and honoraria.
  • “C” class contingencies.
  • Supplies and Services.
  • Contact contingencies.
  • Debitable to General Police Fund.
  • Constabulary – Leave salary.
  • Constabulary – Pay.

For cancelling court-fee stamps and punching stamps affixed to vouchers and acquittance rolls:-

  • A small circular punch.
  • A small triangular punch.
  • A small square punch.

 

Appendix no. 11-26-(1)

 

Detailed rules regarding classification of correspondence under

subject – heads.

 

 

  1. If experience show that under any particular main subject head there are too many files, such subject may, under the authority of Superintendent of Police, be divided into as many further subject-heads as may be considered convenient; and similarly if there are too few files under any subject-head, two or more chapters may be combined together under one head. For example, Chapter 10 might be divided into 10-A – Contingencies and 10-B – Other Account, whilst Chapters 25-27 might be combined under one subject-head as No, 25 –Crime.

 

  1. When a file can be appropriately entered in the file register under more than one head it may be entered under such other heads without being given a serial number and a cross reference may be given in column 4 and 5 to the subject-head under which it has been given a file number.

 

  1. Letters should be registered under the most definite head appropriate to them; for instance a return or correspondence connected with the clothing fund should be registered under “Clothing” (number 4) and not under “Accounts” (number 10). The index to Police Rules will show the chapter heading and, consequently the main file number, to which any subsidiary subject belongs.

 

Appendix no. 11-27

 

INSTRUCTIONS REGARDING OFFICE PROCEDURE.

 

 

 

  1. Urgent receipts shall be submitted to the gazetted officer concerned on the date of their receipt in the office.

 

  1. The head clerk or assistant clerk dealing with the file is responsible that it is sent up complete with all the necessary papers paged, and prepared throughout in accordance with orders.

 

  1. The head clerk is empowered to send to the copyist for issue ordinary reminders and simple drafts in cases in which the orders have been clearly given, and as to the nature and mode of the conveyance of which there can be no doubt. All other drafts should be signed by such office, whenever possible.

 

  1. Files shall not be left lying about uncared for. When done with for the time being, they shall be kept on side tables or on shelves. Torn or frayed papers shall be repaired at once; the record-keeper is responsible for having such repairs carried out.

 

  1. Alphabetical indicating slips should be pinned on papers referred to in notes or correspondence. The page should also be cited in the noting. Such slips should be removed as soon as the need for them has passed.

 

  1. Whenever fresh papers are added, the officer or clerk adding them should page them.

 

  1. Whenever it is necessary to remove any pages from a file, a slip should be inserted showing when; and whey they were removed, and where they are to be found.

 

  1. The clerks responsible for the compilation of returns shall see that they are received punctually and bring delay to the notice of the head clerk. On receipt of the first retune, referring to a particular subject, the clerk concerned shall insert in the file cover a record slip, in which are noted all the police stations and, at the top, note the subject and refer to the order prescribing the returns and the date on which they are due. As the retunes are received, the date of receipt shall be entered opposite each police stations, and the retunes, after necessary check, shall then be posted into the general statement.

 

  1. All office copies of communications, including demi-official letters, which may have to be filed with any case, shall ordinarily be written on paper the size of foolscap folio or half foolscap folio size. The first impression of typescript should be sent tot eh address.

 

  1. When an acknowledgment is required to a communications, the letter shall either be sent registered and “acknowledgement due,” or a printed or typed acknowledgment slip shall be sent with the letter. On the return of such acknowledgment slip, it shall be attached to the office copy of the letter which if refers without being numbered or entered in the register.

 

  1. Any law books or books of reference that may be required by the officer to whom a case is submitted shall accompany the file, unless copies are known to be immediately available to him.

 

  1. Continuation blank sheets for notes shall be added to cases in which further notes or orders are expected from the officer to whom the case is submitted. When a case is sent out of the office, superfluous papers and spare copies shall be removed, and only those papers sent that are necessary for the disposal of the reference.

 

  1. (1) A note may be either –
  • The briefest remarks or suggestion for the disposal of a case, as “For information” “copy to Accountant General” No orders” and the like ; or.
  • A comment on the paper under consideration, or on the previous papers in the file without any summary ;or
  • A brief summary of the facts leading up to the points for orders.

A précis is a full abstract of the papers in the case.

 

(2)       The following definite rules shall be observed, in the matter of notes and précis:-

  • The object of an office note is to assist the officer, who is required to pass orders, by referring him to rules, precedents, and previous correspondence bearing on the question for decision; by pointing out mistakes, mis-apprehensions and miscalculations in the papers under consideration and by supplying information or calculations which will facilitate disposal. A recapitulation of the case as stated in the correspondence itself is not required. Criticisms and suggestions arising merely form the personal opinion of the noting clerk himself are prohibited, but an opinion base don precedents and other formal authorities may and should be expressed.

 

  • A full note is only required when the case cannot be decided without consideration of considerable correspondence and references. Such a note should summarise only such portions of the previous correspondence as may be necessary to elucidate clearly the point or points for orders.

 

  • A précis or full abstract of case should not ordinarily be put up by the office unless called for by the gazetted officer in charge.

 

  • All orders, that are to be communicated to other officers, should be couched in language that can be easily converted into a draft.

 

  • In long notes, each paragraph should be given a serial number.

 

When a reference is made to previous notes or papers the page of the file where they are to be found should be quoted and, when necessary, indicating slips should be added.

 

(3) In cases where the reveres side of the receipt letter is blank and the papers is tout, the note may be written thereon and continued (if necessary) on a note form. When noting is unnecessary, brief suggestions may be written on the face of a letter.

 

  1. The head clerk is responsible to the head of the office for the efficient working of the whole office. His duties are:-

 

  • to exercise disciplinary control and general supervision;

 

  • to see to the regular attendance of the clerks. Personal matters relating to the clerks such as promotions, leave, etc., are submitted through the head clerk;

 

  • to arrange for the work of absentees and for the proper training of junior clerks;

 

  • to go round the office at least once a day to see that no arrear cases are being neglected, that the tables are tidy, that the clerks lying about uncared for;

 

  • frequently to inspect the record room and see that the files are being properly kept up and that work is being promptly disposed of;

 

  • to receive or open the mail, stamp the letters with the date of receipt and send them to the record-keepers, urgent letters being first marked with a blue or red slip, according to their urgency.

 

  1. (1) the copyist shall initial and date every draft he copies. He is responsible that all enclosures are fully copied and that they are attached to the covering letter or, if numerous and bulky, that they are separately labelled and marked with the number and date of the letter to which they belong and the designation of the officer to whom the letter is address.

 

(2)       Letters should be copied in order of their receipt unless marked “urgent” when they should be taken in hand at once.

 

  • If an urgent or ordinary letter remains undisposed of by the copyist at the expiration of the first or third day respectively, after its receipt by him, he shall bring the fact to the notice of the head clerk, in order that the issue of the letter may be expedited.

 

  • After letter have been copied, the copyist shall read out the drafts to the head clerk or other clerk deputed for the purpose. The latter shall initial an date the fair letters in token of their accuracy and send them up for signature.

 

(5)       After being singed, the letters together with their respective files, shall be made over to the despatcher who shall number and date them, place them in envelopes and send them off. The despatcher, having attached the draft to the file (if there is one), shall page it and, unless further action is required, retune the file to the record-keeper.

 

(6)       All letters shall be despatched from the office on the date they are signed.

 

(7)       Whenever it is necessary to send any enclosures independently of the covering letter, the letter shall indicate the manner in which the enclosures are sent. Enclosures shall be despatched the same day as the covering letter. Books and papers, when sent by book or parcel post, shall be securely packed and, if the season requires it, waterproof cloth will be used for covers. Confidential communications shall be enclosed in double covers addressed as prescribed in rule 11-10. Care must be taken to verify the title or designation of the officers addressed.

 

Care must be taken to keep down expense in postage, and the head clerk should attend to this matter. Double envelopes should not be used unnecessarily. Small letters should not be enclosed in large covers.

(8)       Post Office receipt for letters and parcels shall be kept by the despatcher in monthly bundles, which be destroyed after six months.

 

Appendix no. 11-36

 

LIST OF REGISTERS, ETC., PRESCRIBED UNDER THE POLICE RULES, TO BE MAINTAINED IN THE OFFICES OF SUPERINTENDENTS OF POLICE.

 

1 2 3 4 5 6
SerialNo. Rule. Books and Registers, etc. In charge of Supervising officer. Period after which destroyed.
ENGLISH OFFICE.
1. 3 ˙3 (2) List of places of worship on Police premises. Head Clerk     … Superintendent of Police       … Permanent
2. 3 ˙20 Register of applications for family quarters or house rent in lieu thereof. Ditto       … Ditto       … When a new one is made.
3. 3 ˙28 Register of lands in possession of the Police. Ditto       … Ditto       … Permanent.
4. 4˙34(ii) Register showing an account of material and cost of making up clothing. Ditto       … Ditto       … 5 years.
5. 4˙34(ii) Clothing stock account of new articles of clothing and materials. Ditto       … Ditto       … 10 years.
6. 5˙16 (i) District miscellaneous stores registers. Ditto       … Ditto       … Revised form time to time.
7. 5˙17 Distribution Register of miscellaneous stores. Ditto       … Ditto       … 7 years
8. 6˙2 File of copes of Standing Orders by Inspector General authorising deviations from equipment tables. Ditto       … Ditto       … Permanent.
9. 6˙3 Printed statement showing total armament of district and its distribution. Ditto       … Ditto       … 10 years.
10. 7˙32(i) Register of horses and camels on the chanda Ditto       … Ditto       … Revise yearly
11. 7˙32(2) Register of enrolled officers who are required to maintained horses. Ditto       … Ditto       … Permanent
12. 8˙13 Leave account in Form A. T. 200 under Fundamental Rule 76. Ditto       … Ditto       …
13. 9˙17(1)A and B. Age register of upper and lower subordinates. Ditto       … Ditto       … Permanent
14. 10˙14(6) Receipt Books Ditto       … Ditto       …
15. 10˙50(b) Police Land Improvement Fund Cash Book. Ditto       … Ditto       … Permanent
16. 10˙57 (2) Police Deposit Account Pass Book. (Form 65, Civil Account Code.) Superintendent Ditto       … Permanent
17. 10˙76(5) Registers of house rent allowances. Head Clerk   … Ditto       … 7 Years.
18. 11˙22 Telephone Message Books. Telephone Clerk Head Clerk 2 Years
19. 11˙24(1) Diary of receipts and despatches. District and Despatcher. Ditto       … 10 Years
20. 11˙28(1) Register of annual files. Record Keeper Ditto       … Permanent
21. 11˙32 Annual Station Delivery Register. Ditto       … Ditto       … 10 years.
22. 11˙34 Stock Book of Office Furniture. Head Clerk     … Superintendent of Police. Permanent
23. 11˙35(1) Inventory of Store Register. Ditto         … Ditto       … Permanent
24. 11˙48(1) Account of English Stationery and Forms. Stationery Clerk Head Clerk 3 years
25. 11˙49 Stock Register of Printed Forms etc. Assistant Clerk Ditto       … Permanent
26. 11˙55 Files of Criminal Intelligence Gazettes Ditto       … Ditto       … Permanent
26-A. 11˙55 Flies of Police Gazette Ditto       … Ditto       … 15 years
27. 11˙58 Library Register Ditto       … Ditto       … Permanent
28. 12˙28(1) Character rolls Head Clerk Ditto       … Ditto         …
29. 12˙28(2) Service Books Superintendent Ditto       … Ditto         …
30. 13˙6 Promotion List A Ditto       … Ditto       … Ditto         …
31. 13˙7 Promotion List B Ditto       … Ditto       … Ditto         …
32. 13˙8(1) Promotion List C Ditto       … Ditto       … Ditto         …
33. 13˙9(1) Promotion List D Ditto       … Ditto       … Ditto         …
34. 15˙11 Confidential Register of contingent expenditure incurred form head “Rewards.” Ditto       … Ditto       … Ditto         …
35. 16˙16 (1) Punishment Register Head Clerk Ditto       … Ditto         …
36. 20˙14 Registers E, F, G, H and I under the Arms Act. Ditto       … Ditto       … Ditto         …
37. 20˙18 Minute Book of meetings of Gazetted officers. Superintendent Ditto       … Ditto         …
38. 21˙8 Confidential Note Book Ditto       … Ditto       … Ditto         …
39. 22˙68 (b) List of licenses under the Excise Laws. Head Clerk Superintendent of Police Revised ye˙arly.
40. 22˙68 (c) List of licenses under the Indian Explosives Act. Ditto       … Ditto       … Ditto        …
41. 22˙68 (d) List of licenses under the Petroleum Act. Ditto       … Ditto       … Ditto         …
42. 22˙68 (e) List Of licenses under the Poisons Act. Ditto       … Ditto       … Ditto         …
43. 22˙68 (f) Lit of Serais registered under the Serais Act. (No. XII of 1867) Ditto       … Ditto       … Ditto         …
44. 24˙8 (1) Register of conizable offences. Return – Writr Ditto       … 10 years.
45. 24˙18 File of special reports Head Clerk Ditto       … Ditto         …
46. 26˙16 (2) Register of Deserters Ditto      … Ditto       … Ditto         …
ACCOUNTS BRANCH
47. 10˙5 Register in B. M. Form No.29 Accountant Head Clerk 6 years
48. 10˙14 (6) Receipt Book Ditto       … Ditto       … Ditto         …
49. 10˙17 File of Road Certificates…. Ditto       … Ditto       … When last certificate is 3 years’ old.
50. 10˙19 (2) File book of treasury receipts. Ditto       … Ditto       … 6 years.
51. 10˙20 (1) Chanda Fund Subscription Register. Ditto       … Ditto       … Ditto         …
52. 10˙27 (1) (a) General Police Fund Cash Book Ditto       … Ditto       … Permanent
53. 10˙27 (2) General Police Fund Ledger Ditto       … Ditto       … Ditto         …
54. 10˙35 (1) File books of vouchers Ditto       … Ditto       … 3 years. The sub-vouchers should not be destroyed even after the expiry of this period until departmental audit for the relevant period has been conducted and any objections relating to the voucher have been settled.
55. 10˙39 (6) Check memorandum book Ditto       … Ditto       … Ditto         …
56. 10˙42 (1)1048 (1˙)(a) Cash Distribution Register. Ditto       … Ditto       … Permanent
57. 10˙48 (1) General Cash Book… Ditto       … Ditto       … Ditto         …
58. 10˙88 (1) Gradation List of Constables. Ditto       … Ditto       … Ditto         …
59. 10˙89 (c) Register of absentees…. Ditto       … Ditto       … 6 years
60. 10˙93 Check Register of postings of lower subordinates. Ditto       … Ditto       … Ditto         …
61. 10˙108 Register of permanent advance. Ditto       … Ditto       … Ditto         …
62. 10˙110 Register of contingent charges Ditto       … Ditto       … Ditto         …
63. 10˙160 (5) Register of travelling allowance bills of enrolled officers Bill Clerk Accountant 3 years
64. 11˙33 Stamp Account Register. Accountant Head Clerk When finished a new one be started.
UNDER OFFICE
65. 4˙06 (2) Check list of issues or replacement of clothing and equipment Orderly Head Constable Reserve Inspector Permanent.
66. 8˙14 (a) Applications for leave… Ditto       … Ditto       … When finished a new one be started.
67. 8˙14(b)8˙14© Leave register with Index Ditto       … Ditto       … When finished a new one be started.
68. 11˙48(2) Stock Register to Urdu Stationery and Forms. Record Keeper Prosecuting Inspector 3 years
69. 11˙67 (1) Diary of Urdu correspondence Diarist Ditto       … 2 years
70. 11˙68 Despatch Book of Urdu correspondence. Despatcher Ditto       … Ditto       …
71. 11˙70 (2) Register showing receipts and issues of files. Record Keeper Head of Prosecuting Agency.3 years Permanent
72. 12˙13 Recruit Register.. Orderly Head Constable. Superintendent*Permanent of Police. 3 years
73. 13˙39 Urdu Personal Files. Ditto       … Ditto       … *Permanent
74. 12˙40 List of vacancies Ditto       … Ditto       … When a new one is made.
75. 12˙41 (1) Long Roll Ditto       … Ditto       … Permanent
76. 12˙16 (1) Register of postings Ditto       … Ditto       … When a new one is made
77. 14˙55 Urdu Order Book Reader   … Ditto       … Permanent
78. 145˙66 File of Standing Orders. Ditto       … Ditto       … Revised form time to time
79. 23˙20 District Register of absconders Ditto     … Head of Prosecuting Agency. Permanent
80. 23˙22 Register showing progress of action against absconders and proclaimed offenders. Record Keeper. Ditto       … 6 years
80-A 23˙22 Register of proclaimed offenders Ditto       … Ditto       … Ditto       …
81. 23˙28 Register of Criminal Tribes. Clerk in charge of Criminal Tribes work. Head Clerk Permanent
82. 27˙32 (1) Receipt and despatch register of charge sheets. Head of Prosecuting Agency 10 years
83. 27˙36 General Crime Register Head of Prosecuting Agency Head of Prosecuting Agency Ditto       …

 

 

 

 

 

 

 

 

 

 

Appendix no. 11-39 (1) (a).

 

LIST OF PERIODICAL REPORTS AND RETURENS, ETC., TO BE SUBMITTED UNDER THE POLICE RULES

BY SUPERINTENDENTS.

 

Serial # Rule. Nature of return Date of submission To whom to be submitted Period after which retune may be destroyed Remarks
ENGLISH RETURNE Years
Weekly.
1) 21˙9(I).. Superintendent’s dairy No. 1 Saturday evening Through District Magistrate to the Deputy Inspector General 2 To be sent to Commissioner or Inspector General if considered necessary
2) 21˙9(3).. Assistant or Deputy Superintendent and Probationary Assistant’s dairy. Ditto Trough Superintendent to Deputy Inspector General 2
3) 21˙12(I).. Confidential dairy No. Ii Ditto 1st copy. – Retain for record.2nd copy. –Deputy Inspector General of range.3rd copy. – Assistant to Deputy Inspector General of Police, Criminal Investigation Department.

4th copy. – Ditto     ditto.

5th copy. –Deputy Inspector General of range, through (i) District Magistrate and (ii)Commissioner.

3or more.
4) 22˙66(2).. Vital statistics Monday evening District Health Officer     … Urdu Return.
MONTHLY
5) 21˙15(1).. Monthly statement of crime With first weekly diary of each month. Through District Magistrate to the Deputy Inspector General. 3 A copy of Superintendent’s review with extract from statement to reach Deputy Inspector General on the 5th of each month.
6) 10˙83.. Salary bills, gazetted officer 1st working day in each month. Treasury Officer               … 10
7) 10˙95(I).. Salary bills, upper subordinates. Ditto Ditto 10
8) 10˙96(I)(B)&(C).. Salary bills, lower subordinates. Ditto Ditto 10
9) 10˙159(a).. Travelling allowance bill, gazetted officers. Whenever necessary. Deputy Inspector General … 5
10) 10˙159(b).. Travelling allowances, bill, enrolled officers. Ditto Treasury Officer               … 3
11) 10˙28.. Retune of income                   … 1st working day in each month. Inspector General             … 1
12) 10˙5.. Account of expenditure in B. M. Forms Nos. 29, 28 and 31. 3rd working day in each month. Ditto
13) 10˙5.. Monthly statement of expenditure Ditto Inspector General and Deputy Inspector General. 1
14) 10˙20(I).. Chalan for remitting chanda money into treasury. 5th working day in each month. Inspector General 5
15) 10˙27(3).. Return of receipts and expenditure of additional polic4e. Ditto Inspector General and Accountant General Prepared in triplicate – 1 copy for Inspector General and 2 for Accountant General.
16) 10˙95(3).. Absentee statement of Inspectors and Sergeants. Ditto Inspector General
17) 10˙95(3).. Absentee statement of sub-inspectors and assistant sub-inspectors. Ditto Deputy Inspector General 1
18) 10˙112.. Contingent bills, Ditto Treasury Officers. 5
19) 15˙24.. Return of rewards Ditto Deputy Inspector General 2
20) 16˙15(I).. Return of punishments Ditto Ditto                     ditto. 2
21) 10˙117(2)(a).. Statement showing the number, date and amount of railway warrants. Roth working day in each month. Accountant General
QUARTELY.
22) 20˙5(4).. Report of inspection duty performed by gazetted officers. 5th working day in January, April, July and October. Trough District Magistrate to Deputy Inspector General 2
HALF – YEARLY
23) 15˙21.. 

 

 

 

Recommendations for Orders and Indian titles. 1st July and 1st December. Through Deputy Inspector General to Inspector General Police. Confidential
24) 13˙9(3)..13˙10(I).. Report on the working of head constables on list D and Assistant Sub-Inspectors on List E. 15th March and 15th September in the case of head constables and 15th October in the case of Assistant Sub-Inspectors. Deputy Inspector General
25) 19˙27.. Report on probationary Sergeants and Inspectors who fail to pass their examination the Training School. When necessary Inspector General
ANNUAL
26) 23˙212.. Statement showing the result of action taken against proclaimed offenders. 1st working day of January Deputy Inspector General, Criminal Investigation Department. 1 1 copy in English and 1 in Urdu.
27) 6˙25.. Indents for arms, ammunition and ordnance stores. 1st week of January Through Deputy Inspector General to the Chief Ordnance Officers. 2
28) 21˙16(I).. Annual administration report. 15th January Through District Magistrate to Deputy Inspector General and Inspector General. Permanent.
29) 14˙23(I).. Certificates of gazetted police officers regarding additions to immovable property. Ditto Assistant Inspector General of Police, Punjab. Do
30) 21˙16(3).. Retunes appended to the annual police administration report. Ditto Inspector General Do
31) 19˙35(I).. Return showing result to target practice., Ditto Deputy Inspector General 1
32) 5˙21.. Indent for tents 20th February Inspector General 1
33) 4˙32.. Indent for war medal ribbon Ditto 1
34) 11˙43.. Indent for universal forms and official envelopes Ditto Through Deputy Inspector General to Superintendent, Government Printing. 3
35) 21˙18(2)..21˙18(3).. Criminal Tribes Report 1st April Through District Magistrate, Deputy Inspector General and Commissioner to Deputy Commissioner, Criminal Tribes Permanent A copy of the Superintendent’s report to be sent to the Assistant to the Inspector General of Police for Criminal Tribes, by the 1st April each year.
36) 16˙18.. Return of punishment for corruption 10th April Through Deputy Inspector General to Inspector General. 5
37) 10˙85(2).. Statement showing upper subordinates on leave and under suspension. 15th April Deputy Inspector General
38) 10˙105(3).. Acknowledgment of permanent advance. Ditto Accountant General 5
39) 13˙17.. Confidential report on assistant sub-inspectors sub-inspectors. Sergeants and inspectors. Ditto Deputy Inspector Genral
40) 13˙15.. Recommendations for promotion to rank of Inspector. 1st May Ditto
41) 15˙20.. Recommendation for the Kings’ Police Medal. Ditto Through Deputy Inspector General to Inspector General Confidential
42) 10˙85(I).. Establishment Return 15th May Accountant General
43) 10˙113(I)©.. Refunds of clothing deposits Ditto Inspector General
44) 10˙113(2).. Special contingent bills on account of charges for clothing and equipment Ditto Deputy Inspector General 5 *Approximately.
45) 11˙47.. Indents for standard and non-standard departmental Urdu forms. 1st June Through Deputy Inspector General of Superintendent, Government Printing. 3
46) 11˙57(4).. Indents for Survey Maps. Ditto Inspector General 2
47) 10˙170(I).. Proposals involving new expenditure. 15th June Through Deputy Inspector General to Inspector General. 5 Very urgent proposals may be submitted by 1st September.
48) 11˙40(I).. Indents for English Stationery Ditto Inspector General 2
49) 11˙40(3).. Estimate of total expenditure on account of English stationery 1st July Ditto 3
50) 15˙20(2).. Recommendations for the Indian Police Medal Ditto Through the Deputy Inspector – General to Inspector – General ..
51) 10˙166(I).. Budget estimate of police lands contingent grant 1st August Deputy Inspector – General 3
52) 11˙44,II˙45.. Indents for English standard and non-standard departmental forms. Ditto Through Deputy Inspector – General to Superintendent, Government Printing 3
53) 10˙170(2).. Proposals involving new expenditure on buildings 1st September Through Deputy Inspector – General to Inspector – General 5 Urgent supplementary proposals may be submitted by the 10th October.
54) 15˙9 (3).. Recommendations for the grant of Sanads. Ditto Deputy Commissioner ..
55) 11˙46.. Indents for treasury and accounts forms. Ditto Deputy Inspector – General 3
56) 13˙14(I).. Recommendation rolls of Sub-Inspectors considered fit for the selection grade. Ditto Ditto Permanent
57) 10˙168.. Budget estimate –29-Police-2- District Executive Force B.M.I / 139 Ditto Ditto ..
58) 10˙168(B.M.3*I).. Budget estimate-29 Police-8-Miscellanous B.M.I / 147 Ditto Ditto ..
59) 9˙17(I)B.. Returns of upper and lower subordinates due for super-annuation on attaining the age of 55 years or more. 1st October Ditto Permanent
60) 10˙168(B.M.3*I).. Budget estimate 47 – Miscellaneous Departments (Transferred) I-Provincial statistics B.M.I / 150 Ditto Inspector – General of Police
61) 10˙168(B.M.3*I)… Budget estimate XXIII- Police, Part I / B.M.I / 24 20th October Inspector – General
62) 21˙20 (I).. List of fairs and assemblies to be held during the ensuing year 1st December Ditto 1
63) 10˙4.. Recommendations for the grant of class-II commendation certificates to upper subordinates. End of each year Deputy Inspector – General Permanent

 

APPENDIX No. 11-39 (1) (B).

 

LIST OF PERIODICAL REPORTS AND RETURNS TO BE SUBMITTED UNDER THE POLICE RULES BY DEPUTY INSPECTORS – GENERAL.

 

1 2 3 4 5 6 7
S. No. Rule Nature of return Date of submission To whom to be submitted Period after which the office copy of the return may be destroyed Remarks
monthly Years
1 10-38 Salary bills of gazetted officers 1st working day in each month Treasury Officer or Accountant General 10
2 10-9510-96 Salary bills of office clerks Ditto Ditto 10
3 10-159(a) Travelling allowance bills of gazetted officers When necessary Ditto 5
4 10-159(b) Travelling allowances bills of clerks Ditto Ditto 3
5 10-5 Account of expenditure in B.M. Forms Nos.29, 28 and 31 3rd working day in each month Inspector-General
6 10-5 Monthly statement of expenditure Ditto Ditto 1
7 23-20 Monthly return of re-arrest of restricted criminal tribesmen 1st week of each month Assistant Inspector-General, Criminal Tribes
8 10-95(3) Statement showing permanent or officiating vacancies in their Clerical establishments 10th of each month Inspector-General 1
9 21-15(2) Monthly statement of crime 15th of each month Deputy Inspector-General, CID, copies to Commissioner in the range 3
10 10-95(2)(b) Absence statement Ditto Accountant-General
Half-Yearly
11 16-21 Recommendations for Orders and Indian Titles 15th July and 15th December Inspector General Confidential

APPENDIX No. 11-39 (1) (B). Contd.

1 2 3 4 5 6 7
S. No. Rule Nature of return Date of submission To whom to be submitted Period after which the office copy of the return may be destroyed Remarks
annual
12 19-35(3) Abstract showing figure of merit from musketry returns 1st February Inspector-General, Police
13 11-43 Indents for universal forms and envelopes 1st April Superintendent, Government Printing
14 21-13(2) Annual Administration Report 15th April Inspector-General Permanent
15 10-105(3) Acknowledgment of permanent advance Ditto Accountant General 5
16 16-18 Return of punishment for corruption 20th April Inspector-General 5
17 20-1 Inspection 1st May Ditto
18 21-18(2)(c) Criminal Tribes Report Ditto Commissioner
19 13-15(3) Recommendations for adminission of Sergeants and Sub-Inspectors to List F October Inspector-General
20 10-85 Consolidated district statement of upper subordinates on leave or under suspension, etc. 1st May Ditto
21 10-85(1) Establishment Return (for his own office) 15th May Accountant-General
22 15-20 Recommendations for the King’s Police Medal Ditto Inspector-General Confidential
23 4-375-11 Transactions of the clothing and equipment funds Ditto Copies of remarks of Deputy Inspector-General to be submitted after their inspections of districts
24 11-5(4) Indents for survey maps 1st June Ditto 2
25 11-40(1) Indent for English stationery 5th June Ditto

 

APPENDIX No. 11-39 (1) (B). Contd.

1 2 3 4 5 6 7
S. No. Rule Nature of return Date of submission To whom to be submitted Period after which the office copy of the return may be destroyed Remarks
annual Contd.
26 10-170(1) Proposals involving new expenditure 1st July Ditto 5 Very urgent proposals may be submitted by 15th September
27 11-40(9) Establishment total expenditure on account of stationery Ditto Ditto
28 11-47 Consolidated indents for standard departmental Urdu forms Ditto Superintendent, Government Printing 3
29 15-20(2) Recommendations for the Indian Police Medal 15th July Inspector-General
30 310(3) List of minor works, etc. 1st August Ditto
31 10-125(2) Proposals involving new expenditure on building 15th September Ditto 5
32 11-4411-45 Indents for English standard and non-standard departmental forms Ditto Superintendent, Government Printing
33 10-168(3) Budget Estimate 29-Police –District Force, B.M.I.139 10th September Inspector-General
34 10-166(1) Budget Estimate of Police lands contingent grant 25th September Ditto 3
35 10-168 Budget Estimate 29-Police-8-Miscelleneous, B.M.I.147 26th September Ditto
36 11-46 Indents for treasury and accounts forms 1st October Superintendent, Government Printing 1
37 9-17(2) Recommendation for retention of upper subordinates on attending the age of 55 October Inspector-General Permanent
38 13-15(3) Recommendations for admission of sergeants and Sub-Inspectors to Inspector’s promotion list Ditto Ditto

form No. 11-22

 

telephone message form counterfoil Telephone message form
 

Serial No.

 

 

 

 

Received from_____________________________

 

 

 

 

 

 

 

Addressed to______________________________

 

 

 

Recorded by______________________________

 

 

 

 

 

 

 

 

 

Time of call ______________________________

 

____________District 

For official use only

 

 

 

No.                                       Police Station / Office

 

 

 

 

 

From:-

 

 

To:-

 

 

Message begins:- __________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

_________________________________________

 

___________________________:- Message ends

 

(Bilingual Form)


form no. 11-24(1)

Police Department                                                                                                                                                 ____________District

 

Diary of correspondence received and issued during the year _______ 19   .

 

(Note–the despatch No. of a latter issued will be the No. shown in column 1 and the date of such letter will be that shown in column 3)

 

1 2 3 4 5 6 7 8 9 10
Diary No. of receipt and despatch communication Date of entry in this register and date of despatch communication Letters Received Class of officer from or to whom received or sent to be shown thus X or the name of the officer under “Superintendent of Police” or “Miscellaneous” Reference to File No. Subject-head No. Contents of letters received or issued Remarks –Date of reminder should also be entered in pencil in this column which should be rubbed out when reply is received
Letter No. Date of Issue *a. *b. c. d. e. a. b. Subject
Superintendent of Police Miscellaneous

* As required

 

 

 


form no. 11-25(1)

 

File Cover

 

Office of ___________________________                     of Police _________________________

 

Subject-head___________________________

 

File No. _______________________________

 

Subject _____________________________________________________________________________

For previous file see No._________________________ of 19 * P – Pending or otherwise For later file see No._________ of 19.
Index to contents of this file
Form or to to whom No. of letter received No. of letter despatched Date of letter Page in this file Subject
P. 

P.

 

P.

 

P.

 

P.

 

P.

 

P.

Note – When a letter is desposed of the P. opposite it will be struck out


form no. 11-28(1)

 

Register of files and index of correspondence

 

subject – head ________________________

 

1 2 3 4
Annual No. of file Subject of the very briefly Date when files ceased to be pending Whereabouts of case with date (entries to be made in pencil to admit of necessary alteration)

 


form no. 11-28(1)

 

Register of files and index of correspondence

 

Date of receipt of stamps from treasury Value of stamps received How distributed Total distributed Receipt of receiving office
English office Urdu office X
* +

 

(Form to be drawn by hand)

 

X – As many columns as are required i.e., for each officer.

* Total in hand on quarter ending –

+ Total issues during quarter ending –


form No. 11-33(2)

stAMP REGISTER

 

 

Date of receipt of stamps from treasury Value of stamps received How distibuted Total distributed Receipt of receiving office.
English office Urdu office     X    
                 

form No. 11-39(2)

 

Check Statement of Periodical Returns.

Nature of Report or Return

Date on which due from Superintendent

Column  1.      District

  1. Date of receipt
  2. Date of 1st reminder
  3. Date of 2nd reminder
  4. Date of 3rd reminder
  5. Date of 4th reminder

 

Completed and submitted on :-

 

 


form no. 11-44

 

Police Department_____________                                                __________District or Range

 

indent for standard departmental forms (english)

 

form 1st january ___________ to 31st december 19   .

 

For the use of the _________________

 

Prepared ____________19   .

 

Despatched___________19 .

 

Serial No. No. of form Description of form Annual consumption during Average Balance in hand, verified by a responsible official Number now indented Remarks
19       . 19       . 19       .

 


form no. 11-47

 

ANNUAL INDENT FOR DEPARTMENTAL

STANDING URDU FORMS REQUIRED FOR

USE IN THE _______________ DISTRICT.

 

Serial No. No. of form Description of form Annual consumption during Average Balance in hand, verified by a responsible official Number now indented Remarks
19       . 19       . 19       .

 


form no. 11-58

Police Department_____________                                                __________District or Range

 

Register of Books and Periodicals

 

register showing all printed books, periodicals, etc., received

 

1 2 3 4 5 6 7 8 9
Register No. Title of work Name of author Particulars of publisher and date of publication Number of the edition How obtained Date of receipt Amount paid Remarks
Rs. a. p.

 


form no. 11-67(1)

 

diary of urdu correspondence received in the office of the superintendent of police for the year 19   .

 

1 2 3 4 5 6 7
Diary Serial No. Subject Name and address of writer Date of letter Date of receipt in this office Disposal of paper by receipt branch reference

 

 

 

form no. 11-68(1)

 

despatch book of urdu correspondence issued from the office of the superintendent of polce in the year 19     .

 

1 2 3 4 5 6
Despatch Serial No. Subject Address Date Disposal of paper by despatch branch Reference

 


form no. 11-69(2)

 

Challan of dak despatched by_______________________________

A.

At __________________________ M.   on                                    19       .

P.

Case Diaries _________________________

Periodical Returns ____________________

General Dak _________________________

Order Book __________________________

Despatcher

 

 

Contents received and chlan returned at (time and date).

 

Recipient


form no. 11-70(2)

 

register of files in the urdu record room

 

_________Police Department

 

1 2 3 4 5 6 7 8
No. and date of First Information Report Offence Name, parentage and residence of complainant Name, parentage and residence of accused Result of case with date, i.e., convicted, discharged or acquitted, untraced or cancelled Where sent and when Signature of recipient Date of return

Note     1 – All files shall be entered according to numbers of First Information Reports.

2 – Sufficient space shall be left between each line to admit of entries being made in columns 6 to 8 each time a file is taken out of the record room

3 Subs. by the Gaz. of Punjab Part-III. Notifi. No. 7258/M-III, dated: 27.04.1983

11 Deleted by Gaz. of Punjab. Part III, Notifi. No. 7258/M-III, dated: 27.04.1983.

Chapter X Accounts

Chapter X:

Accounts

This chapter is divided into eight parts—

  1. General Scope,
  2. Income,
  3. Payments,
  4. Cash Book,
  5. Salary and Allowances
  6. Contingent Charges,
  7. Travelling Allowance, and
  8. Miscellaneous

 PART I

General Scope

10-1.       Authority for the scope of the chapter – (a) The rules in this chapter are founded on the Fundamental Rules, Civil Account Code, Punjab Budget Manual, Punjab Treasury Manual, and Punjab Financial Hand-books. The portions of these volumes, which bear on the keeping of police department accounts, have been quoted, consolidated or adapted to terms of the usage of the department in sufficient fullness to make the chapter an adequate guide to all police officers and clerks in the normal maintenance and check of accounts and receipts and expenditure of Government funds. The original authorities are, however, available in all administrative and district offices, and familiarity with them is required of gazetted officers and clerks of English offices and pay branches; for detailed inspections and in cases of uncertainty the original authorities should always be referred to.

(b)       The orders in this chapter do not affect money and property in criminal cases, the instructions regarding which are contained in rule 27-17 et seq.

10-2.    Responsibility of Heads of Officers – The following table shows the collecting and disbursing officers under the various minor and sub-heads of the Receipt major head “XXIII-Police” and the Expenditure major and “29-Police” as specified in appendix D of the Punjab Budget Manual:-

Major head Minor head. Collecting officer. Disbursing officer.
1 2 3 4
XXIII – Police 

 

1.     Fees, fines and forfeitures2.     Miscellaneous-

(i)    Police Lands receipt.

(ii)   Miscellaneous. …

 

 

 

 

 

Superintendent of Police 

Superintendent of Police

Superintendent of Police, 1[Commandant, Police Training College, Sihala] 2[..]

. . . 

. . .

. . .

 

Major head Minor head. Collecting officer. Disbursing officer.
1 2 3 4
XXIII – Police  3.     (i) Fees for students from Provinces of Pakistan admitted to the Police Training College Siahala.(ii) Contribution from provinces of Pakistan towards the Finger Print Bureau.

(iii) Leave Salary contribution of officers lent on foreign service.

(iv) Contribution towards passage of Government servants lent to other Government .

(v)  Contribution towards passage of Government servants lent on foreign service.

(vi) Recoveries of contribution towards hors, saddlery and uniform allowances of officers lent on foreign service.

(vii) Refunds allowed by the military authorities on account of Ordnance Stores returned to Arsenals.

(viii)Receipts account of additional Police employed under sections 13, 14 and 15 of Police Act V of 1816:-

 

(a)   Police supplied to Public Departments (Police Rule 10-23).

(b)   Police supplied to private persons (Police Rule 10-21).

(c) Police quartered in

 

 

 

 

 

 

 

 

4.     Recoveries of over-payments

 

 

4[Commandant, Police Training College, Sihala.] 

6[Deputy Superintendent of Police Incharge Finger Print Bureau]

Inspector General of Police.

 

Accountant General       . .

 

 

 

Accountant General       . .

 

 

 

Accountant General       . .

 

 

 

 

Superintendent of Police

 

 

 

 

 

 

 

 

 

 

 

Superintendents of Police

7 […]

 

 

 

District Magistrate

 

 

 

 

 

 

 

 

8[Inspector General , Deputy Inspector General, Commandants, Police Train9ing College, Sihala and PRP Officer Incharge Police Recruits Training Centres, Superintendents of Police and Deputy Superintendent of Police Incharge, Finger Print Bureau and DSP Lahore Range Reserve, AIG Police Welfare and PQRs Organization.]

. . . 

 

 

. . .

 

 

. . .

 

 

. . .

 

 

 

. . .

 

 

 

. . .

 

 

 

 

. . .

 

 

 

 

 

 

 

 

 

 

 

. . .

 

 

 

 

 

 

. . .

 

 

 

Major head Minor head. Collecting officer. Disbursing officer.
1 2 3 4
XXIII – Police 

 

 

29 – Police

5.     Deduct Refunds             . . 

 

 

 

1.      Superintendents

 

 

 

 

2.      District Executive Force –

(i)   District Police Force

 

 

(ii)  Police employed under sections 13, 14 and 15 of Police Act V of 1816

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(iii) Other Police           . .

 

3.      Police Training School –

 

. . . 

 

 

 

. . .

 

 

 

 

 

. . .

 

 

. . .

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

. . .

 

. . .

The Collecting officers shown against the minor heads 1 to 6 above are disbursing officer under this headInspector-General of Police and Deputy Inspectors-General of Police for their own offices

 

1.   Superintendents of Police

 

2.   Senior Assistant Superintendent of Police, Lahore.

3.   Inspector-General of Police inrespect of the units.

I)   Traction of prison vans.

II)  Purchae of typewriters

III) Purchase of tents

IV) Purchase of bicycles, the grants under which are kept in reserve with him. Also for the reserves under the units “Clothing and “Equipment”.

Ditto

 

PCommandant Police Training College Sihala Officer Incharge Police Recruits Training Centres. The area also disbursing Officers for the minor head, District Executive Force, Railway Police, Special Branch and Crime Branch in respect of Police officers and men under Training at the College Centres.].

 

Major head Minor head. Collecting officer. Disbursing officer.
1 2 3 4
29 – Police 4.      Special Police –(i)  Border Military Police

 

(ii)  Baluch Levy

 

5.      13 [….]

 

 

6.      14 [Special Branch and Crime Branch]

 

 

 

 

 

 

 

 

7.      Cattle-pounds

 

 

8.      Miscellaneous – Other Items

. . .

 

 

. . .

 

. . .

 

 

 

. . .

 

 

 

 

 

 

 

 

 

. . .

 

 

. . .

Commandent and Deputy Commissionder, Dera Ghazi Khan

Ditto

13[…]

 

Deputy Inspector-General of Police, [Special Branch and Commissioner Dera Ghazi Khan] Superintendent incharge of the Finger Print Bureau in respect of the grant for the staff of the Bureau.

 

Deputy Commissioners.

 

 

Superintendent of Police, Principal, Police Training College, Officer Incharge Recruits Training Centres.].

 

 

Note-1 under Article 13(G) of Civil Account Code, Volume 1. These officers personally responsible for the strict observance of correct procedure in regard to the disposal of all money, which is required to be received or disbursed through their offices and for the maintenance of accounts. Subject to the approval of the Deputy Inspector-General, a Superintendent of Police may delegate the duty of supervising accounts to a specified gazetted officer. When such a delegation is made, the treasury officer should be informed officially that the officer has been authorized to sign bills, cheques, etc.; a specimen of his signature being furnished to the treasury. Such delegations do not relieve Superintendents of their ultimate responsibilities as collecting and disbursing officers.

 

 

10-3.    Definitions – The technical terms in this chapter are used in the sense in which they are defined in the Account Manuals referred to in rule 10-1(a). Those definitions should be understood by all gazetted officers, clerks and accountants. Only a few such definitions, a knowledge of which is required by officers to whom the manuals are not accessible, are reproduced here:-

 

 

(a) General definitions.

 

Average pay means the average monthly pay earned during the 12 complete months immediately preceding the month in which the event occurs, which necessitates the calculation of average pay:

 

Provided that in the case of a Government servant deputed out of India who draws pay as laid down in rule 51(a), Punjab Financial Handbook No.2, Volume I, his average pay shall be assumed to be the full pay which he would have drawn if no duty in India (Rule 9(2), Punjab Financial Handbook No.2, volume 1).

 

Compensatory allowance means an allowance granted to meet personal expenditure necessitated by the special circumstances in which duty is performed. It includes a traveling allowance. A compensatory allowance is not taken into account in calculating pension, or leave salary for periods exceeding four months. (Rule 9(5), Punjab Financial Handbook No.2, Volume I, Article 488, Civil Service Regulations, and Rule 14-2, Subsidiary Rules).

 

Special pay means an addition of the nature of pay, to the emoluments of a post or of a government servant, granted in consideration of :–

 

(a)       the special arduous nature of the duties; or

 

(b)       a specific addition to the work or responsibility; or

 

(c)        the unhealthiness of the locality in which the work is performed (Rule 9(25), Fundamental Rules).

 

Special pay is taken into account in calculating pension and leave salary (Article 486 (j), Civil Service Regulations, and Rule 9-21 (a) (ii) read with rule 87, Fundamental Rules).

 

Subsistence grant means a monthly grant made to a Government servant, who is not in receipt of pay or leave salary. (rule 9 (27)of the Fundamental Rules.)

 

(b)       Definitions specially applicable to traveling allowance.

 

16[Actual traveling expenses means the actual cost of transporting a Government servant with his servants and personal luggage, including charges for ferry and other tolls, and for carriage of camp equipment, if necessary. It does not include charges for hotels, traveller’s bungalows, for refreshments, or for the carriage of stores or conveyance, or for presents to coachmen and the like; or any allowance for such incidental losses or expenses as the breakage of crockery, wear and tear of furniture and the employment of additional servants. (Rule I.I, T.A. Rules.)

 

Camp equipment means tents and the requisites for pitching and furnishing them, or, where tents are not carried, such articles of camp furniture as it maybe necessary in the interests of the public service for a Government servant to take with him on tour. (Rule I.5, T. A. Rules.)

 

Chief public officer means-

 

At the headquarters of a district – The court of the Deputy Commissioner.

 

At an outpost tahsil – The court of the officer in charge of the outpost or tahisl.

 

At all other places – The Police station, or, if there be no police station, the post office, or, if there be no post office, the point designated by competent authority. (Rule I.6, T. A. Rules.)

 

Day means a calendar day, beginning and ending at midnight; but the period occupied by a journey which begins and ends at headquarters and which does not exceed twenty-four hours shall be reckoned for all purposes as one day, at whatever hour the absence begins or ends. (Rule I.8, T. A. Rules.)

 

Family means a Government servant’s wife, legitimate and step children residing with and wholly dependent upon him. Except in Appendix IO.121 (b) it includes in addition his parents, sisters, and minor brothers, if residing with, and wholly dependent upon him. Not more than one wife is included in a family for the purpose of these rules. (Rule I.9 T. A. Rules.)

 

17[Inferior Service in the police department includes all constables in respect of traveling allowance only, as their service is in other respects “superior”- and non-enrolled menials such as khalasis, gardeners, chaprasis, bhishties and sweepers. (Serial No,. 16 of Appendix A, Subsidiary Rules.)

 

Holiday means either a holiday prescribed under the Negotiable Instruments Act or a day on which officers, or a particular office, are ordered by Gazette notification to be closed without reserve or qualification. (Rule I.17, T. A. Rules.)

 

10-4.    Responsibility of drawing and countersigning officers – The following Articles from the Civil Account Code are reproduced for guidance of police officers as to the responsibilities attaching to the signature and countersignature of bills. The rules relate specially to contingent expenditure, but the principles apply to official expenditure generally.

 

(a)       Every public officer should exercise the same vigilances in respect to petty contingent expenses as a person of ordinary prudence would exercise in spending his own money. The drawing officer is further responsible for seeing that the rules regarding the preparation of vouchers are observed, that the money is either required for immediate disbursement or has already been paid from the permanent advance, that the expenditure is within the available appropriation and that all steps have been taken with a view to obtain an additional appropriation, if the original appropriation has either been exceeded or is likely to be exceeded, and that in the case of contract contingencies the proposed expenditure does not cause any excess over the contract grant. (Article 91, Civil Account Code, Volume I.)

 

(b)       It is the duty of a countersigning officer to see that the charges made in a contingent bill are of obvious necessity, and are at fair and reasonable rates ; that previous sanction for any item requiring it is attached ; that the requisite vouchers are all received and in order, and that the calculations are correct ; and specially that the grants have not been exceeded or are not likely to be exceeded, and that the Accountant General is informed either by a note on the bill or otherwise of the reason for any excess over the monthly proportion of the appropriation. If expenditure be progressing too rapidly, he should communicate, with the disbursing officer, and insist on its being checked. (Article 92, Civil Account Code, Volume I.)

 

10-5.    Control and check on progress of expenditure – To facilitate a check on the progress of expenditure by the Deputy Inspector of Police, the inspector General of Police and the Accountant General, a series of return has been prescribed, for which the necessary “M.B.” forms are obtainable as “universal forms” in the manner prescribed in rule 11-43. The procedure detailed in paragraph 14-5 of the Punjab Budget Manual is summarized as follows:-

 

Disbursing officers are required to maintain for all expenditure, registers in form B.M. 29. In these registers the accounts classification shall be shown according to the headings of the form, and the allotment under each unit shall be entered in red ink at the top of each column. A small slip Form B.M. 28 (Bill Extract) is required to be attached to each bill (other than pay bills) and is returned with the cash or cheques by the treasury officer. The amount of each bill, with the number of the treasury voucher as shown in the Bill Extract, shall be entered under the appropriate heads in form B.M. 29. At the end of each month the expenditure shall be totaled and the un expended balance under each unit entered in red ink at the head of the ensuing month’s account. On the 3rd of each month disbursing officers shall submit to their controlling officer and the Inspector General of Police a copy of their B.M. 29 account for the preceding month, with the forms B.M. 28 on original and an abstract in form B.M. 31 in respect of both the general cash account and the additional Police account. Ac copy of the abstract in B.M. form 31 should be sent to the Deputy Inspector General.

 

Controlling officers are required to follow the above procedure for expenditure incurred directly be them, and also to maintain registers in form B.M. 30, in which the returns received form disbursing officers shall be entered to enable them to effect control on the progress of expenditure. They should compare the entries in B.M. 29 accounts received from disbursing officers with schedules (B.M.28) received from treasury officers which show the payments made by them. The Inspector General of Police is required to consolidate all returns in form B>M.31 and send it, with the original statements from which his return has been complied, to the Accountant General, so as to reach him by the 20th of the month following that to which the accounts relate. Discrepancies are then reconciled by the Inspector General and the Accountant General, and corrections are notified to controlling and disbursing officers.

 

Disbursing officers are also required to submit not later than the 3rd of each month to the controlling officer and the Inspector General of Police a departmental return in form 10-5 showing under each primary and secondary unit the allotment, expenditure incurred during, and the balance available at the end of the preceding month, both for the general cash account and the additional Police account. This is necessary to enable the latter officers to effect control and watch the progress of expenditure under each primary and secondary unit.

 

The above procedure is additional to the detailed accounts of contingent expenditure prescribed in Rule 10-110.

 

 

10-6.    Pages of registers to be numbered – The pages of all account registers all be numbered, and a gazetted officer shall certify on the inside of the cover of each register the number of pages which it contains. Instructions regarding the upkeep of registers and preparation of bills, etc., have, where necessary, been given as foot-notes on the specimen forms of the registers, etc., concerned.

 

 

10-7.    Accountant – (1) In each district, in the Police Training School, Criminal Investigation Department and Railway shall be primarily        responsible for the accuracy of the accounts and for the safe and proper custody of all monies, stamps, vouchers consists of keeping accounts ; the less of performs the duties of a cashier the better. In the office of the Inspector General and of each of the range Deputy Inspector General the duties assigned to the accountant shall be performed by the clerk appointed for this purpose, under the direct and detailed supervision, in the former office, of the branch head assistant and superintendent and, in the latter office, the head clerk.

 

(2) Every accountant shall furnish security which shall be proportionate to the strength of the district establishment and shall be fixed at the rate of Rs. 100 for each hundred men or part of a hundred men (upper and lower subordinates combined). The amount of security to be furnished by the assistant accountant will be fixed at the discretion of the Superintendent. Security deposits, whether made in cash or in one of the security forms specified below, shall be covered by a bond or agreement (in Public Works Department forms Buildings and Roads Stereo No. 83 and 84 suitably adapted) setting forth the conditions under which the security is held and may be ultimately refunded or appropriated.

 

If the officer is not able to furnish the amount of cash in a lump sum it may be deducted from his pay in instalments. Or, as an alternative to cash security, he may be permitted, if he so desires, to take out a fidelity policy involving the payment of a small monthly premium. By such a policy Government can get a much larger security, but the officer concerned loses to the extent of the premium paid. Security can also be taken in any of the following form:-

 

 

 

(a) Government Securities other than Post Office – 5 years cash certificates.  Under the rules in chapter VIII of the Government Security Manual issued by the Controller of the Currency.
(b)   Municipal Debentures and Port Trust Bond. 
(c)   Post Officer – 5 years cash certificates. Under the rules for Cash Certificates and Saving Bank Accounts issued by the Post Office.
(d)   Post Office Savings Bank Pass Books.
(e)   Deposit Receipt of any bank, provided that the authority demanding the security decides that the bank concerned is a reputable firm engaged in regular banking business. The depositor should be required to get the receipts made out in the name of the pledgee. The receipts should be sent for safe custody to the district treasury with instructions to permit the depositor to draw interest when it falls due.

 

10-7-A.            Security – Besides the Accountants, Assistant Accountants, Prosecuting Inspectors and Prosecuting Sub-Inspector who are required to furnish securities under Police Rules 10-7 and 27-5 respectively the following Police Officers who are entrusted with the receipt and custody of cash or stores may be required to furnish securities as provided in rule 3-5, Chapter III Financial Hand Book No. I. Securities should betaken in any of the forms mentioned in P.R.10.7 and upto the amount mentioned against each:-

 

Rs.

Reserve Inspector       …        …        …        …        …        …        1,000

 

Lines Officer   …        …        …        …        …        …        …        500

Sub-Inspector in charge Police Station or an

Additional Sub-Inspector where one is sanctioned.   …        …        500

 

Head Constable employed as Clerks in Police Station.          …        200

 

Note – No security need be taken from permanent Police Officials when they are required to officiate in appointments in which security is generally taken, if the officiating appointment is not expected to continue beyond six months.

 

10-8.    Erasures and corrections – (1) Erasures and over writings in any account register, bill, schedule or cash book are strictly prohibited. If any correction is necessary the red ink and the correct entry inserted, the correction being initialed by the officer responsible for signing the bill or checking the register. This rule applies to all account records, not only to those maintained in English. (Article 30, Civil Code, Volume I.)

 

(2) All corrections and alterations in a voucher shall be attested by the initials of the person signing the voucher or of the officer making the payment.

 

10-9.    Claims for payment of arrears – Claims to arrears of pay or allowances or increments, which have been allowed to remain in abeyance for a period exceeding one year, cannot be investigated by the Accountant – General, except under special orders obtained from the authority competent to appoint the officers by whom the claim is made. The investigation of claims which are more than three years old can only be sanctioned under the orders of the provincial Government. The period of three years will ordinarily be counted form the date the claim was due. Where, however, orders under which the claim has arisen have been passed by a competent authority some time after the lapse of the period to which the claim relates, the period of three years should run from the date of the orders of that authority. No claim not preferred within six months of its becoming due can be paid by a treasury officer without the sanction of the Accountant – General, but this rule does not apply to claims of Rs.5 and less which are preferred within one year of their becoming due. [Civil Account Code, Volume-I, Article 8 (b) and (c)].

 

PART – II

Income

Receipt of Money.

 

10-10.  Responsibility – It is the duty of gazetted officers to see that all income claimable is claimed, realized and paid into the treasury. It is not optional with them to waive a demand for payment which is necessary by law or by rule. They should carefully bear in mind that collections must not, on any account whatever, be left out of the treasury, by should be paid in on the actual date of receipt, funds to meet authorised charges connected with such collections being drawn separately from the treasury on a proper voucher.

 

The appropriation of departmental income to departmental expenditure is strictly prohibited. (Article – I, Civil Account Code, Volume – I.)

 

10-11.  Money to be lodged in the treasury – All transactions to which any officer of Government is a party in his official capacity must, without reservation, be brought to account, and all money received shall be lodged in full its appropriate account, or shall be kept in the police cash chest: provided that permanent advances may remain in the hands of officers to whom they are distributed and sums received for immediate disbursement on account of duly authorized orders for payment may be kept in the custody of the disbursing officers for such short period as may be necessary to secure the attendance of the payee. If such attendance cannot be secured within a reasonable time, the sum concerned should be refunded to the treasury and drawn again later when required. (Article I, Civil Account Code, Volume I.)

 

10-12.  Cash Chests – Police cash chests shall be marked as such, and shall be kept in the single lock room of the treasury. They are intended for the safe custody of the cash box, which may, under the authority of the Superintendent, be removed on working days from the treasury to the police officer, and, if so removed, shall be returned to the treasury before business is closed for the day. Both the cash chest and cash box shall have two outside locks, the keys of one lock to be kept by the accountant and of the other by the superintendent, or, in his absence, by the officer delegated with authority under rule 10-2.

 

A memorandum showing the receipt, expenditure and balance of money in the cash box shall be kept in it in Form 10-12. When any money is placed in or drawn from the cash box an entry to this effect shall be made immediately. The officer holding the keys of the second lock for the time being shall check the cash chest account on every working day that the chest is removed from the treasury, and certify that he has done so, initialing at the same time any fresh entry made during the day.

 

10-13.  Safe custody of sums received when office is closed – (1) When money sent to headquarters from a police station cannot be immediately disbursed or put into the cash chest, the person bringing the amount shall make it over, together with the documents pertaining to it, to the Lines officers, who shall deposit them in the iron safe, embedded in the verandah of the Quarter Guard room, under the view of the sentry, until such time as the money can be brought to account. The Lines officer shall at once give a regular receipt to the person depositing the money, and shall make and entry regarding its receipt in the Lines cash book an diary, and shall thereafter be responsible for sending it together with the papers to the accountant. The road certificate, however, shall be retained and pasted in the Lines receipt book. A regular receipt for the amount shall then be obtained by the Lines officer from the police office and filed with the road certificate.

 

(2) Money received on behalf of Government from individuals or other offices on holidays, or after the closing of the treasury for business, shall similarly be deposited in the Lines safe, after being entered, if possible, in the receipt side of the general cash book. The Lines officer shall act in respect of such sums as described in sub-rule (I).

 

(3) Cheques and remittance transfer receipts, which have not been endorsed and are awaiting disposal, shall be kept by the accountant with his permanent advance. This permanent advance shall be kept in a separate locked box in the Lines safe at all times when the office is closed.

 

10-14.  Receipt Books – (1) Each Superintendent, Deputy Inspector General, [1]18[…] and the Inspector General shall keep a printed receipt book, the pages of which shall have printed serial number, in form No, 10-14 (I), the office copy being made by the carbon copying process. For every sum of money credited to the accounts in the office a receipt shall be given over the signature of a gazetted officer or an inspector in the district office, by the head clerk in the range office and by Superintendent in the Central Police Officer, to the person from whom money is received for credit to Government or on account of rewards: provided that, if money is recovered from any subordinate police officer by means of deductions from his salary in an acquittance roll, a receipt need not be issued.

 

(2) The officer signing the receipt must compare the entries with the cash book and initial the entry or entries in the latter. In preparing these receipts the instructions contained in Article 13 (c) of the Civil Account Code should be followed.

 

(3) All police officers who collect and remit money shall forthwith give to the tendered of such money a receipt in the prescribed form, and, when they credit such money to Government account either in a sub-treasury or by making cash remittance to headquarters, they must obtain a receipt either in the form issued by the treasury or in this form. For the purposes of this rule, the Lines officer, the prosecuting inspector at headquarters, the prosecuting sub-inspector at sub-divisions and all officers in charge of police stations will be supplied with a book of receipt forms, after the formalities required by sub-rule (5) below have been complied with.

 

(4) A road certificate is an invoice and not a receipt for this purpose. Road certificates shall be pasted in the receipt book in the place of the receipts issued from headquarters, and the corresponding receipts shall be pasted in place of the road certificate in the register of the place of issue. Reference shall be given in treasury receipts (rule 10-19 (2) to the annual serial number of the receipt issued in form No, 10-14 (I).

 

(5) Before bringing a receipt book into use the accountant shall check the sequence of the numbers printed on each receipt, and mark each with the office stamp, but in the case of receipts issued from police lines, police stations or offices of prosecuting inspectors or sub-inspector they shall also be marked with the seal of the respective office. Any discrepancies shall be brought to the notice of a gazetted officer who shall note the fact in the book.

 

(6) Blank books whether in English or in Urdu shall be kept under lock and key by the head clerk, and a register shall be maintained by him regarding their issue.

 

10-15. Receipt of Money Orders or cash by post – (I) Postal receipts for money orders shall be signed only by a gazetted officer or by an inspector in the district office, by the head clerk in the range office and by the Superintendent in the Central Police Officer, after the amount has been entered in the cash book and the entry initialed. The amount and name of the remitter shall be inserted in the coupon if it has not already been noted by the remitter.

 

(2) Currency notes or postage stamps received through the post in payment of Government dues shall be entered immediately in the general cash book and the entry initialed by a gazetted officers, [2]19[….] or Superintendent, Central Police Office, in token that he has seen and signed the receipt. The precautions laid down for the handling of postal matter containing such remittances are contained in rule 11-23.

 

(3) As the Postal Department obtains receipts for payment made by it on its own forms, it is unnecessary to issue receipt in form 10-14 (I) in such cases. In order that, for purposes of check, there may be a receipt in form 10-14 (I) to correspond with each item of money received, a form will nevertheless be made out, but the duplicate will not be torn off and issued, and when, as in the case of money orders a coupon remains in the hands of the payee, such coupon will be pasted on to the form. A similar procedure shall be followed in the case of sums received from other departments of Government, which take receipts from payees in their own forms.

 

  • Specimen signatures – When a gazetted officer makes over charge of his officer to another, a facsimile of the reliving officer’s signature shall be sent to the treasury officer. Specimen signatures of gazetted officer, inspectors, head clerks in the range offices and the Superintendent in the Central Police Office should be requested not to accept the signatures on money order etc., of any officers other than those whose specimen signatures have been supplied.

 

10-17.  Road certificates – All sums of money sent from one police office or station to another shall invariably be accompanied by a road certificate in Form 10-17, the officer copy being made by the carbon copying process. The worked “Entered in cash book” shall be written by the accountant in column 7 of the road certificate, after the amount has been so entered and the entry initialed by a gazetted officer, inspector, head clerk of Superintendent, Central Police Office. Road certificates shall also be used for obtaining an acknowledgment of the receipt of money sent to police stations for disbursement, when such remittance cannot be made otherwise than by hand.

 

10-18.  Refunds – Sums required to be withdrawn on account of miscredit or for refund to the person paying the amount shall be drawn in accordance with the orders in Articles 113 and 114 of the Civil Account Code. Such refunds require the sanction of the Deputy Inspector General or his counter signature.

 

10-19.  Credits into treasuries – (1) Payments of money into a treasury shall be accompanied by a chalan (Form A.T. 192) nature of the payment and on whose account it is made. Chalans shall ordinarily be in duplicate. One copy will be returned after being signed by the treasury officer if the payment is of Rs.500 or over, and otherwise by the accountant and the treasurer. When payment is made for Tahsildari letters of credit or cash orders of the copy of the chalan will suffice. When sums are sent to the treasury for credit to police income for the General Police Fund the name of the sub-head or sub-heads shall be noted in the chalan. (Article 5, Civil Account Code, Volume I.)

 

(2) In order to avoid the remittance of money by hand, sums received at police stations for credit to Government may be paid into sub-treasuries on receipt of orders in each case from the Superintendent. The tahsil receipt shall be submitted to the Superintendent, who will credit the amount in his cash book. All such treasury receipts shall be pasted into a file book to be called the file of treasury receipts, and shall be serially numbered for the financial year, references being given as required by the rule 10-14 (4).

 

10-20.  Chanda Fund Register – (1) The Superintendents of those districts in which mounted police are posted, shall keep up a Chanda Fund subscription register in Form 10-20 (1). The amount of each subscription shall be entered each month as it is received.

 

(2) At the time of drawing salaries, or at the end of the month the columns shall be totaled. In the case of Lahore district the amount will be remitted to the treasury, with a challan in Form No. 10-20(2) to be prepared by the carbon copying process. All three foils of this chalan shall be signed by the treasury officials concerned who will retain one, the other two being returned to the officer paying in the money. One of these shall be kept in the Superintendent’s officer on the file of treasury receipts as a receipt for the remittance, and the other shall be sent to the office of the Inspector General. In the case of all other districts the amount of recoveries made from pay bills or in cash shall be retained till they amount to Rs. 25 when they will be remitted to the Inspector General of Police direct by a Remittance Transfer Receipt to be obtained from to. Treasury under Article 169 C. A. Code, Volume I.

10-21.  Charges for additional police – Superintendents shall bill parties and corporate be supplied with additional police month by month in advance. Such bills shall be prepared in Form 10-21, and shall receive and annual serial numbers. Officer copies shall be kept.

 

If duty be likely to last less than a month, the cost for the entire period such police are likely to be employed shall be recovered. Additional police shall not be supplied until the advance payment required by this rule has been received.

 

10-22.  Scale of charges – (1) Except in cases where special scales have been fixed charges shall be made for additional police during the time they are employed, according to the specimen scales and instructions contained in Appendix 10.22 (1).

 

(2) The following points are to be noted in connection with the calculation of charges:-

 

(i)        The hutting charges should be calculated so as to include not only the actual rent paid for the quarters occupied by the police but also the cost of such repairs, white-washing and petty alternations to the buildings, as fall to the responsibility of the tenant according to the terms of the lease.

 

(ii)       For periods of less than 2 months, annual charges for clothing and equipment will be levied on the following scale:-

 

Less than one month               —         No charges

From 1 to 3 months                —         ¼ charges.

From 3 to 6 months                —         ½ charges.

From 9 to 12 months              —         Full charges.

 

(iii)      Initial charges (See Appendix 10-22 (I)) shall only be made when extra police are entertained, and such charges shall be at full rates. Charges calculated on the basis of annual charges and including conveyance allowance, contingencies, leave and pensionary charges shall be made in all cases, even if extra police are not actually enlisted.

 

(iv)      In those cases (for instance, guards supplied to the Imperial Bank of India) in which a fixed number of additional police are supplied throughout the year and the accounts are adjusted monthly, the chares for clothing, equipment and rewards shall be calculated at one-twelfth of the annual rates.

 

(v)       When the duty for which additional police are provided involves traveling, the actual amounts disbursed from the continuant grant (carriage of constabulary and traveling allowance) on account of such journeys shall be recovered from the party to whom the police have been supplied; provided that expenses incurred in consequence of routine transfers ordered in the interests of the general police administration shall not be so charged.

 

(vi)      The amount of pension contribution, which is shown as a separate item in the statement of cost of additional Police posts, should at the time of recovery be credited direct to the Head “XLIV – Receipts – in – aid of Superannuation –Pension individuals etc., in the treasury.

 

(vii)     The sum realized as pay of a contingency reserve of constables will be utilized for the entertainment of such reserve on the scale of one – sixth of the number of constables provided.

 

10-23.  Charges for additional police supplied to departments or officers of Government – (1) The charges for additional police supplied to departments or officers of Government when permission to raise extra men is given by the Provincial Government, shall be in accordance with the above rules except that no charges shall be made for pension.

 

(2) The salaries and expenses of extra police officers so employed and supplied shall be recovered as follows:-

 

(a)       When the duty lasts for one year or less, – by bills on account of salaries and contingent charges submitted to the officers or departments concerned for adjustment by book transfer (vide rule 2.13 (3)).

 

(b)       When the duty lasts for more than one year and when the procedure is sanctioned by the Inspector – General, – by inclusion of the amounts in the salary and contingent bills of the regular establishment. In the latter case the inter – departmental adjustment is made in the books of the Account – General.

10-24.  Charges to be made for additional police located in disturbed or dangerous areas – In applications for the location of additional police under section 15 of Act V of 1861, the cost shall be calculated in accordance with rule 10.22. The rates prescribed by Appendix 10.22 (I) make no mention of charges for superintendent the provision of trained men in place of recruits, armament and interest charges during the period of recovery of the cost. They are, however, so calculated as to include provision for these items, but as they cannot be assessed with exactitude the resulting total is to be regarded as a limp sum figure and rounded to the nearest hundred rupees. The cost of housing, whether on account of rent or the erection of suitable quarters, shall be included, unless a suitable building in the communal ownership of the persons to be charged with the cost of the post is placed at the disposal of the Police Department. In the latter case only such charge shall be made as is necessary to meet the cost of putting the building into a fit state for police occupation.

 

  • General police fund – (Deleted).

 

10-26.  Recoveries on account of additional police in disturbed and dangerous areas – (1) The responsibility for recovering the cost of additional Police located in disturbed or dangerous areas, under Section 15 of Act V of 1861, rests with the District Magistrate. Realizations are generally made half – yearly in advance, with the land revenue installments. The collections should in all cases be credited into the treasury under the heads “XLIV – Receipts – in – aid of Superannuation – Pension contribution for Police supplied to public departments, private individuals, etc.” and “ XXIII – Police – Collection of payments for sections 13.14 and 15 of Police Act V of 1861,” intimation of the amount so credited into the treasury on each account being sent at the same time to the Superintendent of Police for inclusion in the accounts he is required to keep under rule 10.27.

 

(2) The cost of additional police supplied to private persons and departments or officers of Government recovered by Superintendents of Police under rules 10.21 and 10.23, should likewise be credited into the treasury under the heads mentioned above.

 

10-27.  General Police Fund Cash-Book and Ledger – (1) Each Superintendent of Police shall keep a cashbook in form No. 10-27(1)(a) in which all receipts and disbursements pertaining to additional Police shall be entered. The pay, allowances and contingent charges of the additional Police shall be drawn in the same forms on which charges of regular Police are drawn under rules 10.95 and 10.96, and shall then be shown in lump sums on both sides of the general cash book (in column headed “ Additional Police Account”), a reference to the cash book for additional Police accounts being made on the disbursements side. For the correct preparation, checking, signing and encashment of bills for additional police, the procedure prescribed encashment of bills for additional police, the procedure prescribed in Part-V of this Chapter shall be observed. Similarly, all receipts on account of additional police, supplied under sections 13, 14 and 15, Act V of 1861, whether collected and credited into the treasury be the District Magistrate or collected in cash by the Superintendent of Police under rule 10-26, shall also be shown in lump sums in the column headed “Additional Police Account: of the general cash book on both the credit and debit sides, as well as on the receipt side of the additional Police account cash book.

 

Note – Receipts and expenditure on account of additional police supplied to officers or departments of Government shall not be included in the General Police Fund.

 

(2) Each Superintendent shall keep a General Police Fund Ledger in Form No.         10-27(2), in which receipts and disbursements on account of additional police shall be distributed separately for each post or body of additional police. The ledger will show the Superintendent exactly how much of the amounts realized for each such post and body of additional police for which extra men have been raised is still available for disbursement. Separate pages shall be assigned for each post or body of police.

 

(3) On the 5th of each month a monthly return of receipts and expenditure of the additional police shall be prepared in Form 10-27(3) and submitted to the Inspector-General.

 

(4) Monthly accounts submitted by Superintendents of Police shall be centralized by the Inspector-General of Police in an additional Police Account General Ledger. This ledger shall show by district (I) amount payable or recoverable, (2) realistation by the District Magistrates, (3) disbursements from the fund, and (4) the total figures for the whole province under rule 10-26, and sub-rules (2) and (3) above.

 

10-28.  Return of Income – On the first day of each month each Superintendent shall submit to the Inspector General a return in Form 10-28 showing the estimated and actual collections under each head of revenue for which he is responsible. These returns are checked in the Inspector General’s office with copies received from the Accountant General of the treasury returns of income actually credited. It is essential, therefore, that the returns from police offices should be prepared independently and not in collaboration with the treasury clerks. Heads of offices, head clerks and accountants should be guided by chapter 13, Punjab Budget Manual, in the preparation and supervision of these returns. Accounts which have been adjusted by book transfer shall be shown in the return, but a detail shall be given in the last column showing cash and transfer credits separately. Refunds shall be deducted by a note made to that effect in the last column of the return.

 

10-29.  Book Transfer – The adjustment by book transfer of charges recoverable for credit to police income will be made by means of bills prepared in duplicate in form 10-2. The officer to whom the bill is sent will return one copy duly countersigned. On receipt of this countersigned bill the amount will be brought to account as a credit.

 

10-30.  Security – Deposits of cash by way of security received by gazetted officers in their public capacity shall be paid into the Government Savings Bank without delay, a separate savings bank account being opened for each case of security. Interest accruing on such deposits shall be payable to the persons furnishing the security when the deposit is finally returned to them on the purpose for which security was required ceasing to be operative.

10-31.  Heads of Income – (1) Appendix 10-31(1) details the different classes of police income which should be credited on realization to the heads shown in columns 2, 3 and 4 thereof, and corresponds with Appendix D of the Punjab Budget Manual.

 

Each major head of income in the accounts of Government has a serial number prefixed to it in roman characters to distinguish it from heads of expenditure which are numbered in Arabic figures thus:-

 

XXIII – “Police” is a major head of General Revenues. “29 – Police” is major head of Expenditure.

 

The general revenue which a department of Government collects is called “Departmental Revenue.

 

(2) The major heads other than XXIII – Police to which police income (or departmental revenue) may be credited are:-

 

XLIV – Receipts in Aid of Superannuation

XLV – Stationery and Printing

XLVI – Miscellaneous

XXXVI – Miscellaneous

Police income is also credited to the following funds, of which separate accounts are kept in treasuries:-

 

(1)   Clothing
Police Deposit                       … (2)   Equipment
(3)   Estates

 

 

(Subsidiary to XXIII – Police).

Police Land Fund (a major head of XXIII – Police).

[3]20[xxxx]

 

Note – The             major head “XLVI – Miscellaneous” or “XXXVI –MISCELLANEOUS” should not be confused with the minor head “Miscellaneous” under Major head “XXIII – Police”.

 


PART III

Payment from Treasuries.

 

10-32.  Affixing of stamps – (1) A stamp is required to be affixed on receipts for all sums exceeding Rs. 20 except such as are exempted (Article II, Civil Account Code, Volume I) and item 53 (d) of Schedule I of the Stamp Act (Act II of 1899). In all cases stamp must be affixed by payees on acquaintance rolls, whether for pay or travelling allowance, when the sum to be received exceed Rs. 20. 20[…]

 

(2) The stamp should be defaced by the signature, seal or left thumb-impression of the payee, a part of such signature, etc., being on the stamp and a part on the voucher. Where a thumb impression is the only receipt of payment a clear impression should also be taken on a clear space of the voucher.

 

(3) Where receipts are demanded in duplicate in accordance with any law or Government order, only one need be stamped. Ordinarily not more than one receipt shall be issued. (Article 16, Civil Account Code).

 

 

10-33.  Vouchers – (1) Detailed instructions for the preparation of vouchers are contained in Article 13, Civil Account Code. Except where other forms are prescribed by these rules or other official orders, form 10-33(1) shall be used. The orders regarding delegation of authority to sign vouchers for payments made to the head of an office are as given in rule 10-2, that is to say, the delegation must be specific to a particular gazetted officer, whose specimen signature must be furnished to the treasury. Vouchers for cash payments shall be endorsed by the officer in whose presence they were made, who, in the case of payments made at headquarters, shall be of rank not lower than inspector. It is essential that, unless there are special reasons to prevent it, the signature should be obtained on vouchers of the person to whom payment is actually due, and not merely that of the person through whom disbursement is made.

 

(2) In cases where receipts cannot be obtained (as in charges for railway tickets, etc.), or where a reward is paid to a person whose name it is necessary to keep secret, a acknowledgment from the person through whom the money is paid may be substituted, (Article 104 (3), Civil Account Code, Volume-I).

 

(3) In cases where money is remitted by money order, the payee’s receipt need not be taken on a voucher or acquittance roll. The Post Office receipts and the payee’s acknowledgment should be attached, on receipt, to the voucher or acquittance roll concerned.

 

(4) Covers or labels of parcels, etc., bearing the Post Officer stamp of postage due should be kept as receipt vouchers. Postal receipts for parcels, receipts for railway freights, and covers or labels of value-payable articles should be endorsed, under the signature of the officer paying the amount, with the particulars of the payment made and the accounts classification according to which the payment is to be debited.

 

(5) Receipts may be obtained in a single form from one or more payees, provided the amounts are payable from one major head, and provide that receipts for items exceeding Rs.25 shall be on vouchers separate from those for sums of and below that sum.

 

(6) Receipts for allowances to menials attached to police lock-ups are chargeable to a different major head from other police expenditure, so must be taken on separate vouchers. For convenience of departmental accounts, vouchers for the following classes of expenditure should also be kept separate:-

 

(a)       Police Deposit.

(b)       Additional Police Account.

(c)        Contingencies, divided as described in rule 10-110.

(d)       21[4][…..]

 

In all cases particulars must be given, in the space on the form for “head of appropriation chargeable’, of the distribution of the payment, which is to be made in the accounts.

 

10-34.  Cancellation of vouchers – All vouchers whether required to be submitted to the Audit Office or to be filed in the office from which the payment is made shall be canceled with a suitable rubber stamp. Stamps on vouchers should also have a circular hole punched in them. Cancellations shall be attested by the initials of a gazetted officer at the time of checking the accounts.

 

10-35.  File book of vouchers – (1) Vouchers shall be filed in skeleton books of suitable size as follows:-

 

  1. A. – General Cash Account and Police Deposit vouchers. –

To contain vouchers sums detailed in the cash book.

  1. B. – Additional Police Account vouchers.
  2. C. – Traveling Allowance Acquittance Rolls.
  3. D. – – For all vouchers for contingent expenditure, other than that of Additional Police which should be filed in book B. the file shall be divide according to the primary units of contingent expenditure detailed in Appendix 10-111. Separate files shall be kept for each month.

 

(2) Vouchers relating to file A, B and C will be numbered serially for the financial year and those in file D will be given a monthly number.

 

10-36.  Duplicate receipt bills and cheques – (1) If an original receipt is alleged to have been lost a duplicate may not be issued. A certificate may be issued to the effect that on a certain day a specified sum was received from or paid to a certain person for credit, or debit, to a certain account.

 

(2) In cases of loss of bills, cheques, etc., duplicates may be issued after it has been ascertained from the treasury concerned that payment has not been made on the original. In such cases the word “duplicate” should be clearly endorsed in red ink. (Article 16, Civil Account Code, Volume-I).

 

10-37.  Authority required before expenditure is incurred – Before any public money an be spent by the head of an office in his capacity as disbursing officer he must be in possession of sanction for the expenditure and of intimation of appropriation of funds, in both cases by a competent authority. If either of these necessary authorities is lacking, the case should be referred back for orders. Responsibility for overcharges arising out of neglect of this rule lies primarily with the drawer of the bill by which such over charge is contracted. (Articles 17 and 86, Civil Account Code, Volume-I).

 

10-38.  Audit objections and recoveries – (1) The earliest attention should be given to all objections received from the Audit Office, whether direct or through the treasury officer. Original objections received through the treasury should be returned with the explanation called for on the day of receipt or following day.

 

(2) Orders of retrenchment are issued by the Accountant – General to treasury officers, who are bound to make the retrenchment order and are forbidden to enter into correspondence on the subject. Such orders must, therefore, be complied with, protest being made, if necessary, within not more than three months, through the departmental superior of the officer retrenched. Retrenchment will ordinarily be made by deduction form the next pay or traveling allowance bill presented by the officer concerned. Payment in cash may be demanded if no such bill is presented within a month. Unless there is held to have been a definite breach of orders, or lack of justification in taking the excess, recoveries will be at a rate not exceeding one-third of pay. Advances shall not be made from the Police Deposit or similar funds to meet retrenchments, but a Superintendent or Deputy Inspector – General may apply direct to the Accountant – General for permission to leave the amount under objection until it can be adjusted under proper authority, or until it can be recovered form the officer concerned. (Article 20, Civil Account Code, Volume-I).

 

(3) Recovery should ordinarily be effected from officers of the amount of any overpayment made to them, if objection is raised within twelve months by the Audit Office. Account officers are required not to demand recovery of payments erroneously made unless the amount has been challenged within twelve months.

 

(4) Original objections and retrenchment orders and their replies, or copies thereof, shall, unless the point questioned was a merely technical one, such as the incorrect filling up of a form, be attached.

 

22[5][[10-39.         Cheques drawn on treasuries – (1) All withdrawals form the Police Deposit account shall be made by cheques on forms supplied in Central Publication Branch, Calcutta. A memorandum shall be entered on the counterfoil of each cheques, stating the balance to credit, the sum drawn by the cheques, with either a short statement of the nature of the disbursement for which the money is required or the distinguishing letter of the sub-head concerned, and the resultant balance after deducting the sum drawn by the cheques. At the foot of each cheques shall be noted the sum included in it debitable to each of the following head, or to each or so many of them as may be included in it: -Clothing or Equipment Fund.

 

(2) Every cheques in favour of a Government officer shall be made payable to “order” only, but when the payee is not a Government servant the cheques may, at this request, be made payable to “bearer”. (Article 26, Civil Account Code, Volume I).

 

(3) When a public officer sends a cheques to a treasury not for cash payment but for credit of its value in the treasury he must, before signing the receipt, add the words “Received payment by transfer credit to ……………..”. Omission to do this facilitates mis-appropriation of money. (Article 26(b)(2), Civil Account Code, Volume-I).

 

(4) Money due from the Police Deposit account to firms of contractors and to others residing at headquarters of districts should, whenever possible, be paid by means of crossed cheques to their order, their receipts being obtained as soon as possible.

 

(5) Cheques for payments of any kind to the North-Western Railway shall be made payable to the Examiner of Railway Accounts and not to Station Masters.

 

(6) When the amount of a cheques is to disbursed to several officers and has consequently to be inserted in the cash distribution register (rule 10-24) the cheques should be made payable to “Self”, and should be endorsed as follows in token of receipt by the drawing officer:-

 

Rs.

By R. T. R.     …        …        …        …

By Cash          …        …        …        …

__________

Total   …

__________

 

The accountant shall maintain a cheques memorandum book in Form 10-39(6) to facilitate the preparation of cheques.

 

(7) Officers drawing or cashing cheques should observe the precautions described in Article 23, Civil Account Code.

 

10-40.  Disbursements – (1) No money other than regular salaries and allowances shall be disbursed in any police office except on the authority of an order for payment duly entered in the order book. (Police rule 14-54).

 

Note – For the purposes of this rule an office order book shall be maintained in the offices of the Inspector-General and of Deputy Inspector-General.

 

(2) The disbursing agency in districts shall be as follows for all payment on behalf of Government :-

 

(a)       The Lines Officer – to police officers at headquarters (i.e., officers in the lines, office, guards, hospital, orderlies, absentees residing at headquarters, but excluding headquarters police stations and outposts and other creditors, who can conveniently be called to the lines to receive payment.

 

(b)       Officers in charge of police stations – to officers attached to their stations including all posts subordinate to such stations; to absentees and heirs of deceased police officers residing in their jurisdictions, and to traders, contractors and other residing in their jurisdictions.

 

(c)        Superintendents of other districts – to payees in their districts subject to the conditions in rule 10-41.

 

(d)       The Accountant – to officers on leave who elect to receive their salaries by money order, – vide rule 10-92.

 

The instructions regarding the disbursement of pay are contained in Police rule 14-53.

 

(3) Notwithstanding the above orders, payment for articles purchased for Government use shall be made either through the officer making such purchase or through the officer nearest to whom the payee resides, whichever is most convenient.

 

10-41.  Methods of remittance – Remittance for disbursement shall be made as follows:-

 

(a)       to the Lines officer – in cash, by cash orders or in the form of cheques (see rule 10-39) for delivery to payees;

 

(b)       to officers in charge of police stations – by cash order or letter of credit, or, in cases where cash remittance cannot be avoided, by cash under invoice of a road certificate or, in such cases when special sanction in accorded by Government, by insured letter.– [see rule 1046(vi)]

 

(c)        to offices of other departments or to other police offices by cheques, bank draft, remittance transfer receipt or money order, subject to the following conditions :-

 

(i)        remittance transfer receipts maybe obtained between places at either of which there is no branch of the Imperial Bank of India; in orhter cases Imperial Bank drafts marked “Government Account” will be issued;

 

(ii)       remittance transfer receipts (or Imperial Bank drafts) for sums of not less than Rs. 25 may be sent to Superintendents of Police of other districts on account of the pay and allowances of policemen deputed on duty beyond the limits of the district in which their pay has to be drawn.

 

(iii)      the remittance of pay allowances, rewards, contingent charges and traveling allowance to establishment serving at certain outlying police stations not at Tahsil headquarters has been approved by government as a measure of economy, – (vide this office circular letter No. 2478-A, dated 24th April, 1935). The following procedure should be observed in making such remittances :-

 

(1)       Money Order forms duly completed shall be attaches to the bills to be remitted by money order.

 

(2)       When the bills are presented at the treasury, the Treasury Officer will return the money order forms to the Superintendent of Police with a certificate specifying the amounts which have been credited to the post office by per contra book transfer to enable the money orders to be accepted at the Post Office.

(3)       An officer to be deputed by the Superintendent of Police shall then present the money orders at the post office, together with the above mentioned certificate.

 

(4)       The Post Office acknowledgment of the money order form shall be kept in the file of vouchers or acquittance rolls as the case may be, together with the actual payee’s receipt when received.

 

(5)       In the event of the actual payee’s receipt not being received within a reasonable period enquiries shall be made by the Superintendent of Police from the Post Office. Should the money order remain un-disbursed for any cause, the amount refunded should be entered in the case book maintained by the Superintendent of Police and credited to the Treasury in the usual manner. The Range auditor when examining the district accounts, should pay particular attention to the correct crediting of the proceeds of all such un-disbursed money orders.

 

(6)       Money order commission will be debited to head ‘Miscellaneous-Contingencies’ in accordance with Police Rule 10-46(v), except in the case of men on leave who will be required to pay the money order commission.

 

(iv)      money orders on account of leave salary should only be sent if cheaper methods of remittance are not possible, or if the payee has agreed in advance to the deduction of amount of the commission from the total of his claim.

 

(v)       remittance transfer receipts are issued only for bona fide public purposes, including payments from police funds borne on the treasury accounts, and pay and allowances under the conditions state above.

 

(vi)      municipal taxes, etc., due from Government shall be paid by book adjustment if the Municipality banks with a Government treasury. In the case o Municipalities which do not bank with a Government treasury, payment will be made in case, when such payment is to be made at a sub-treasury, it shall invariably be made by means of a case order.

 

10-42.  Distribution Accounts – (1) The accountant shall maintain the following memoranda of accounts to be disbursed :-

 

(a)       Cash Distribution Register in Form 10-42(1)A in English.

(b)       Advice Notes, containing details of all sums remitted to subordinate officers in the district in bilingual form 10-42(1)B.

 

(2) In advice notes he shall enter the details of all sums to be disbursed to or through officers in charge of police station on account of pay, contingencies, traveling allowance, etc. when all sums to be dispatches have been entered in the advice notes, the amount shall be entered in the cash distribution register under the appropriate columns and the accountant shall satisfy him self that the total of each column agrees with that of the bill or other demand by means of which the amount will be received or drawn. He shall then note the grand totals in the advice notes and cash distribution register and shall prepare any necessary challan or applications for remittance transfer receipts.

 

(3) Advice notes, on return by the officers to whom they were issued, shall be kept in monthly files according to the bills to which they relate, and destroyed after one complete year.

 

10-43.  Signing of demands – (1) All bills and other demands with the case distribution register shall be put before a Gazetted Officer, who shall satisfy himself before signing that all bills and other demands, have been duly entered and shall initial the entries in the appropriate column of the register. When initialing the entries in the Cash Book he shall compare the entries in the Cash Book with those in the Cash Distribution Register in form 10-42(1). The Accountant shall also initial the total of each bill in the prescribed column of the register.

 

With regard to the entry on the credit side of the cash book of bils, etc., which have to be cased at treasuries, see rule 10-45.

 

(2) If the amount of a demand is to be remitted to a sub-treasury, payable to single person, it shall be receipted as follows:-

letter of

Cash order

 

 

“Received payment by                     c credit on . . . . . . . . . sub-treasury”

 

(3) On occasion when there is no gazette officer present at headquarters, only the bills, cheques, and remittance transfer receipts shall be sent to camp for signature after they have first been endorsed “Entered in Cash Book” in the case of cheques and remittance transfer receipt by one of the 24[sub-inspector] present at headquarters who has verified the fact and initialed the entry in the cash book and cash distribution register. In the case of contingent bills the inspector shall initial the entries in the contingent register. These entries will again be initialed by the Superintendent of Police or the gazetted officer specially authorized (rule 120-2) on his return to headquarters after comparison with the registers concerned.

 

10-44.  Bills Accounts classification to be endorsed on – All bills presented at the treasury shall have endorsed on them the complete accounts classification as shown in the budget allotment statement. When sums pertaining to more than one unit of expenditure are included in the same bill, the amount under each unit must be specified. (Article 13 (e), Civil Account Code, Volume I).

10-45.  Presentation of demands – (1) Pay bills payable at Lahore which require to be pre-audited, and those payable at district treasuries, may be signed and presented for payment three and two days, respectively, before the last working day of the month to which they relate. (Article 38, Civil Account Code, Volume I). The entries regarding such bills shall be made at the time of signature in the cash distribution register.          

 

(2) The accountant shall record a memorandum on the demands to be presented to the treasury in them manner shown below:-

 

(a)       By cash orders, – vide challan attached          …        …

 

(b)       By letters of credit, – vide challan attached    …        …

 

Excluding

including

(c)        By remittance transfer receipt, – vide application attached

 

(d)       By money order                     money order fee          …

 

(e)        [6]25[……………..]

 

(f)        By credit to XXIII – Police, –vide challan attached   …

 

(g)       By credit to XLV Stationery, – vide challan attached

 

(h)       By credit to Police Deposit, –vide challan attached   …

 

(i)        Cash (for Lnes officer)            …        …        …        …

 

(j)        Cash (for Accountant)                        …        …        …        …

_________

Total amount of the bill, etc   …        …        …        …        _________

 

10-46.  Receipt and distribution of pay, etc – When the bills, cheques, etc., are received from the district treasury duly passed for payment, the following procedure shall be observed:-

 

(i)        The Lines officer and officers in charge of Police stations City, Cantonments and Saddar [or an officer not below the rank of the head constable deputed by them], accompanied by the accountant, shall proceed to the treasury and receive from him the total sum which is to be drawn in cash for disbursement at headquarters. They shall sign an acknowledgment for this amount in the prescribed column of the cash distribution register, and shall receive at the same time from the accountant all bill, vouchers and acquittance rolls necessary for the purpose of disbursement. They shall be responsible for conveying the cash so drawn, under adequate safeguards, to the lines and police stations, and for its safe custody pending disbursement ; and that payment is made in correct accounts and to those individuals only, who are entitled to receive such amounts.

 

(ii)       Cash orders, and money orders shall be received from the treasury by the accountant, who will be responsible for dispatching them to their correct destinations together with the necessary Advice Notes. Cash orders will be sent through the issue branch of the Urdu office, for entry in the dispatch by the District Treasury Officers to the Tahsildars concerned in accordance with para. 316 of the Sub-Treasury Manual. The treasury officer will, however, send an intimation to the drawing office showing the number and date of the letter to enable the Accountant to compete the cash distribution register and advice notes.

 

(iii)      In every district according to local conditions a system shall be laid down on a permanent basis by which cash police station may obtain and remit money with as little risk and inconvenience as possible, and by which the necessity of utilizing special escorts for cash remittances may be minimized. According to this system cash required by police stations should be drawn by means of letters of credit on the nearest sub-treasury.

 

(iv)      On receipt of tan Advice Note the officer to whom it is addressed shall, on the earliest possible occasion, receive the money which he is authorized to draw from the treasury or sub-treasury, personally if possible, and otherwise through a representative specially accredited on each occasion in writing and not lower in rank than a head constable. On receipt of the money drawn from the treasury, the total amount shall be entered in the police station account register No, 20 (rule 22-71) and the money and connected papers shall be placed in the store room pending disbursement.

 

(v)       Special escorts may not be sent in charge of cash, if the salaries of the escort for the time spent on such duties would exceed the commission to be padi if the sums were sent by money order. In such cases, or where other arrangements are inconvenient or unduly expensive, money may be remitted by money order through the treasury by means of a “per contra transfer” to the Post Office in the Treasury Account, the commission, if debitable to Government, being charged to miscellaneous contingencies. When money is sent by money order, the connected papers will be forwarded by post. So far as may be possible, however, money shall be received or remitted through escorts proceeding in the required direction with other duties.

 

(vi)      Money received in police stations for credit to Government shall be paid into the nearest sub-treasury on the earliest possible occasion, the treasury receipt being sent at once to the Superintendent of Police. When money received in money received in police station for disbursement cannot be disbursed within one month owing to the absence of the payee, it shall be retuned to headquarter or forwarded to nay other police officer who may be in a position to make the disbursement, under invoice of a road certificate.

 

(vii)     The accountant shall not be a disbursing officer except to the extant permitted by clauses (i) and (ii) above. The accountant will receive cash only in recoupment of his permanent advance or for immediate credit to the treasury or the cash chest account.

 

(viii)    Sums not exceeding a few annas may be remitted by means of postage stamps. Money should not ordinarily be sent in the form of Government Currency Notes by registered or insured posts, except in the special case in Dear Ghazi Khan. No money shall be drawn from the treasury unless required for immediate disbursement. (Article 88, Civil Account Code, volume I). Requisition for letters of credit or cash orders should be made on a challan form – (Treasury Form No. 71 obtainable from the treasury).

 

10-47.  Remittance Transfer Receipts–miscellaneous particulars – (1) Application for remittance transfer receipts shall be made in Treasury Form No. 75 either in exchange for cash, or, for another remittance transfer receipt, or, for bill, cheques, & c.

 

(2) The procedure to be followed in case where remittance transfer receipts or bank drafts are lost is contained in Article 177 of the Civil Account Code. In the former case satisfactory evidence of the loss must be furnished to the treasury officer before a duplicate can be obtained; in the latter case the officer who has purchased such draft must take immediate states to stop payment and should report the case in detail to the Deputy Controller of Currency of the circle concerned.

 

(3) 26[7][xxx] subordinate police officers are permitted to obtain remittance transfer receipts on the same conditions as [xxxx] officers and other ranks of the army for remitting money to their families. The conditions and formalities to be observed may be ascertained from treasuries by offices who wish to avail themselves of the concession. (Article 170(3) Civil Account Code, Volume I).

 


PART IV

Cash Book

 

10-48.  General Cash Book – (1) Each Superintendent shall maintain a Cash Book in Form 10-48(1) in which all official account shall be entered as they occur. The book I intended to permit of a check on all money passing through the office on account of either receipts or payments; the entries should be brief, but no item must be allowed to escape being brought into the a count. Opposite each entry appropriate references in columns 2 and 3 of the form shall invariably be given.

 

(2) All sums drawn from the treasury by abstract contingent and traveling allowance bills shall be shown in lump sums on both sides of the cash book, a reference to the contingent and traveling allowance registers and, in the case of traveling allowance, to the numbers of the bills being made on the disbursement side.

 

(3) Un-disbursed salaries of absentees, to be refunded by short drawal in the next pay bills, shall be entered in the cash book, on the credit side of the general cash account, irrespective of whether the amount has been placed in the cash chest or has remained in the hands of the disbursing officer. In the latter case the name of the officer holding the amount shall be noted in the cash book at the time of striking its balance.

 

(4) A list of the officers or stations holding a permanent advance and the amount so held shall be pasted inside the front cover of the cash book –(see rule 10-108).

 

10-49.  Balancing the cash book – (1) The cash book shall be written up daily by the accountant and shall be balanced on the last working day of the month, or on transfer of the Superintendent or the accountant, or when specially desired for check purposes.

 

The balance of the general cash account in the case book shall represent the cash in the cash chest and in the hands of the accountant or other officer, a detail of which shall be given. Any money advanced from the clothing or equipment funds and pending recovery shall also be detailed.

 

The head clerk shall check the account when balanced and initial the cash book in token of its correctness. He shall bring to notice any mistake or irregularity in the accounts.

 

(2) After being initialed by the head clerk the cash book, with connected papers, shall be laid before the Superintendent or, in his absence, the gazetted officer, nominated under rule 10-2, who shall tally the accounts by cross check with the treasury receipts, receipt book, cash distribution and traveling allowance registers, vouchers and Urdu acquittance rolls of traveling allowance and salaries, Police Land and Additional Police Account cash books, [8]27[…], and shall satisfy himself that all these registers and receipts have been properly prepared. A certificate of the correctness of the cash book in the terms given in the specimen form shall then be entered, and signed by the Superintendent or by the nominated officer carrying out the check ; in it shall be quoted the numbers of any vouches which have not so far reached the office and a reference to these delayed vouchers shall be included in the next certificate. On transfer, the Superintendent himself shall sign the certificate.

 

Note –  The specimen entries shown in form 10-48 (1) illustrate the procedure detailed above.

 

10-50.  Subsidiary cash book – In addition to the general cash book the following subsidiary cash books are maintained:-

 

(a)       Additional Police Account cash book and ledger, kept in accordance with rule 10-27(1), and

 

(b)       Police Land Improvement Fund cash book, in Form expenditure in respect of police lands administered in accordance with rule 10.164. This fund is balanced yearly and the credit or debit is carried forward. The cash book is a record of the relation between income from and cost of upkeep of lands. The budget allotment, as distributed by Deputy Inspector-General is not shown it as a credit, but expenditure is limited to the amount so allotted, irrespective of the income actually collected.

 

(c)        28[Chanda Fund cash book in Form 10-50(c) is maintained in the Central Police Office from information furnished under rule 10-20(2) by districts where subscribers are serving, and checked with the returns furnished monthly by the Accountant-General.]

 

10-51.  Supervision – Rule 10-48 describes the method by which Superintendents and head clerks are required to carry out a formal check of the general cash book, whenever it is balanced. It is, however, inherent, in the general responsibilities of these officers for the control of the work of the accountant, that they should see the general and other cash books, and records relating to them at intervals varying in frequency according to the volume of accounts transactions in different districts, and check all entries made subsequent to their last examination.

 

10-52.  Cash account of disbursing officers – The Lines officer, and all officers in charge of police stations, shall keep a cash account of all monies passing through their hands (a) for pay, allowances and miscellaneous transactions in Form 1-52(a); (b) for permanent advance transactions in Form 10-52(b) – (see rule 10-108).

 

10-53.  Classification of Accounts – The major head of Police Classification of Accounts expenditure is “29 – Police”. Certain expenditure, as explained in the rules which follow, is debitable to major head “56 – Stationery and Printing”, “47 – Miscellaneous Departments (Transferred), – Registration of Vital Statistics”, “ 12-B – Charges on account of Motor Vehicles Taxation Act-Inspection of Motor Vehicles” and disbursement are made on behalf of local Funds and major head “28 – Jails”.

 

Expenditure is also required to be incurred as under:-

 

Police Deposit Fund (Personal deposits under P. Deposits and Advances – Civil Deposits).

 

Police Land Fund (included in “Other Contingencies” of the minor head “Miscellaneous” under “29- Police”).

 

[9]29[Chands Fund (a local Fund).]

 

10-54.  Police Deposit – Expenditure from the Clothing and Equipment Funds is regulated by the orders in chapters IV and V. Expenditure not authorized by these chapters requires the sanction of the Inspector-General. Advances may not be taken from these funds to meet contingent expenditure.

 

10-55.  Payments from Estates – (1) Pay, allowances and any other monies due to deceased, lunatic or deserting police officers should be withheld for future payment. If any such sum which has already been drawn remains un-disbursed, it should be refunded by short drawal in the next pay bill in the manner laid down in Rule 10-48(3). Payments may be made, on substantiation of claim, up to a limit of Rs.500. If the claim amounts to more than this sum, the orders of the Inspector-General must be obtained before the excess can be pait. (Article 39, Civil Account Code, Volume I).

 

The widow of a deceased officer is presumed to be his heir, unless another heir has been specially nominated by the deceased. Superintendents are strictly responsible that payments from estates are not made until both the identity of the claimant and the validity of his or her claim has been verified by all reasonable means.

 

(2) All money and other property due or belonging to police officers, who have died or deserted, shall, if not claimed within six months, be made over to the District Magistrate for disposal as unclaimed property.

 

(3) Receipts for payments made under this rule should be taken in form 10-33(1) and not in acquittance rolls.

 

10-56.  Accounts of lunatic police officers – (1) The accounts of lunatic police officers shall be made up and the balance should be withheld for future payment. Any property belonging to such lunatic shall be taken in charge by the Lines officer for safe custody. An inventory of such property shall be made over the accountant to be kept with the account of the estate.

 

(2) The Superintendent shall report to the principal court of original civil jurisdiction in the district all estates and balances held in deposit on account of lunatic police officers.

 

(3) If any relative of a lunatic police officer applies for charge of such officer’s property, the Superintendent shall either instruct such relative to apply to the court mentioned in sub-rule(2) above, or, after satisfying himself that the applicant is a proper person both by reason of relationship and character to have charge of such lunatic’s property, he may make over such property after taking an indemnity bond conditioned in a sum equal to the value of the property so made over; provided that such action is not contrary to any order passed by a competent court under Act IV of 1912.

 

10-57.  Verification of deposit balances – (1) At the end of each financial year a certificate is sent by the Accountant-General to the head of each police office for verification of the balance of the police deposit account as required by Article 222, Civil Account Code. It should be compared with the cash book and police deposit pass book and, if found correct, should be signed and returned.

 

(2) A pass book in form 65 of Civil Account Code, Volume II, should be kept for the police deposit account. Superintendent of Police shall be sent the pass book to the treasury officers at least once a month to be balanced. The pass book shall remain in the personal custody of the Superintendent and not with the accountant.

 

10-58.  Cattle Pounds – (1) The upkeep of cattle pounds, which are in charge of the police, including the provision of locks, ropes, etc., is the responsibility of the local body to whom the revenue of the pound is credited, and all repairs on account of urgency expenditure from the police permanent advance is necessary, recovery shall be made in the manner prescribed in rule 10-109(2).

 

(2) Local bodies remit money in cash or by cheques to Superintendents for disbursement. They also supply forms of acquittance rolls, etc., in which payees’ receipts are taken. Such acquittance rolls, etc., when completed shall be dispatched for record to the president of the local body concerned. Registers and forms, etc., for cattle pounds shall be obtained from the local bodies concerned.

 

(3) All such transactions on behalf of local funds shall be brought to account in the general cash book.

 

30[10][10-59.         Chanda – When expenditure from the Chanda Fund is necessary a bill shall be made out by the Superintendent in Form 10-59 and sent to the Assistant Inspector-General of Police, Punjab, who, after checking the bill, will remit the amount by an R. T. R. expecting the case of Lahore where a cheques will be issued. The payee’s receipt for the money shall be sent to the office of the Inspector-General as soon as disbursement has been made.

 

10-60.  Advances – Advances may be given to Government servants for the following purposes:-

 

(a)       for building or purchasing a house,

(b)       for the purchase of conveyance,

(c)        on transfer, first arrival in [Pakistan] or return from leave,

(d)       for tour expenses,

(e)        for expenses connected with the remittance of treasure,

(f)        for law suits to which Government is party,

(g)       to patients proceeding to a Pasteur Institute for antirabic treatment

(h)       for payments of passages overseas.

 

The rules regulating the grant, utilization and repayment of such advances are contained in chapter IX, Civil Account Code, which must always be referred to before advances under this rule are applied for or granted.

 

10-61.  Charges for Police Lock-ups – (1) Blankets, matting, earthen pots and other articles for the use of accused persons confined in, and the allowances paid to sweepers and bhistis for cleaning and supplying water to, police station lock-ups are provided on application by the Superintendent of Police and paid for by the Deputy Commissioner, expenditure being chargeable to head “28 – Jails”.

 

(2) Locks for, and cost of repairs to, police lock-ups are to be provided by the Police Department and debited to the contingent grant under head “Miscellaneous” or “Repairs to Buildings”.

 

(3) Proposals for the revision of sweepers’ and bistis’ allowances should, when necessary, be submitted to the Deputy Commissioner for the sanction of the Inspector-General of Prisons.

 

(4) Officers in charge of police stations shall send to headquarters monthly with the acquittance rolls of the police establishment a statement, showing whether the authorized establishment of lock-up menials has been present or absent during the whole or part of the month. From these statements the accountant shall prepare a bill in Form 10-61(4) for submission to the Deputy Commissioner, with an endorsement accompanied by a challan showing the amount to be disbursed direct by the sheriff to police stations by cash orders or letters of credit. The sheriff will send an intimation of his having made such disbursement to the police office.

 

(5) Receipts for allowances for bhistis and sweepers shall be taken in form 10-33(1) and sent to the Deputy Commissioner.

 

10-62.  56-Stationery – Expenditure for printing at private presses, lithographing and stationery supplied from Central Stores, is debited to the head “56 – Stationery”.

 

10-62-A. 47-Miscellaneous Departments (Transferred) – Registratoin of Vital Stations – Expenditure on account of the allowance of Rs.1 per mensem paid to clerk of police stations for the registration of births and deaths is debited to the head “47-Miscellaneous Departments (Transferred) – Registration Vital Stations”.

 

PART V

Pay and Allowances

 

10-63.  Schedules of pay and allowances – The rages of pay sanctioned for all ranks and grades in the police department are shown in Appendix 10-63, Table A, and the allowances sanctioned for creation posts, either as special pay or as compensatory allowances other than conveyance, [11]31[grain compensation] or traveling allowance, are shown in Table B of the same appendix. Particulars of conveyance and grain compensation allowance are given in rules 10-75 and 10-78, and rates of traveling allowance are shown in Part VII of this chapter.

 

10-64.  Health and age certificates – A medical certificate of health is required in support of the first claim made for the pay of a person substantively appointed to a permanent post in Government service. Such certificate shall, in all cases of appointments in the police department be in Form 10-64 and shall be signed by the District Health Officer of the district in which the appointment is made. In the case of all provincial and subordinate service officers, who receive their first permanent appointments in the ranks of and above that of sub-inspector, the health certificate shall be attached to the first pay bill. In the case of persons who receive their first appointments in lower subordinate rank the health certificates shall be attached immediately to their character rolls (or, in the case of non-enrolled establishment, service books) and a certificate to the effect appended to the standard form of lower subordinates’ pay bill. When a lower subordinate is promoted to the rank of assistant sub-inspector, his date of birth or age, according to the health certificate granted on his first appointment to Government service, shall be endorsed on the bill in which his ner pay is first drawn.

 

10-65.  Date of reckoning pay and allowances – (1) An officer begins to draw the pay and allowances of a post when he assumes charge of the duties of that post. If a charge is transferred afternoon, the transfer does not affect allowances until the next day. (Fundamental Rule 17)

 

(2) The appointment, transfer, promotion, reduction, leave and discharge, form whatever cause, of upper subordinates and clerks shall be notified in the Police Gazette; a reference to such notification in the pay bill is authority for a new or altered charge made in consequence of it.

 

10-66.  Conditions under which officiating pay may be drawn – A police officer appointed to officiate in a higher rank, or a clerk appointed to officiate in a higher class, shall not draw enhanced pay, unless he is actually called upon to assume duties or responsibilities of greater importance than, or of a different character from, those attaching to his substantive post.

 

Note – 32[12][ This rule does not apply to officers of the Indian (Imperial) Police officiating in the selection grade.

 

10-67.  Pay of officiating posts – (1) Usually a Government servant is said to officiate, when he is performing the duties of a post on which another Government servant holds a lien, but Government is entitled to make an officiating appointment in a vacant post on which no lien is held. [Fundamental Rule 9(19)]

 

(2) A police officer officiating in a post will, subject to the provisions of Fundamental Rules 26-C, 30 and 35, draw the presumptive pay of that post, provided that, if the presumptive pay of the permanent post on which he holds a lien or would hold a lien, had his lien not been suspended under rule 13 of Fundamental Rules, should at any time be greater than the presumptive pay of the post in which he officiates, he will draw the presumptive pay of the permanent post. For the definition of “presumptive pay” – see rule 9(24) of Fundamental Rules.

 

(3) An officer officiating in a rank or grade will be entitled to such special pay and compensatory allowances as are authorized for appointments in such rank or grade, only if he actually performs duties or services under conditions for which such pay or allowances are granted.

 

(4) Special rules regarding rates of officiating pay in certain cases are given in Appendix 10-63, Table A.

10-68.  Leaving sphere of duty – (1)            Except when acting within his legal powers, a police officer is entitled to no pay or allowances for any time he may spend beyond his sphere of duty without paper authority. [Fundamental Rule 9(6)(b)].

 

(2) The orders regulating the grant of permission to police officers to proceed beyond their sphere of duty are contained in rule 10-120.

           

10-69.  Last pay certificate – Last pay certificate of gazetted officers transferred are issued by the treasury officer of the treasury from which the officer last drew pay (in Lahore, by the Accountant General). (Article 41, 50, 70, Rule I, Civil Account Code, Volume I). In the case of non-gazetted officers, combined last pay and charge certificates will be issued by the head of the office (in A and T Form 289). If several men are transferred together from and to the same place, joint certificate may be issued. Any further information as to dues or recoveries, which may be received after the certificate has been given, should be communicated to the Superintendent of Police of the district to which the officer has been transferred.

 

10-70.  Allowance of officer, suspended or dismissed – (1) Subsistence allowance at a rate not exceeding one-quarter of his pay may be granted by the authority suspending him to a police officer placed under suspension pending enquiry into his alleged misconduct. (Fundamental Rules 43 and 53).

 

(2) In a police officer under suspension is honourably acquitted of the charges against him, either as a result of the original enquiry or on appeal, the authority conducting the enquiry or accepting the appeal, as the case may be, ay grant him the full pay, to which he would have been entitled if he had not been suspended, and, by an order to be separately recorded, any allowance of which he was in receipt prior to being suspended. In cases of acquittal on other grounds the appellate or revising authority has discretion to prescribe the proportion of pay and allowances, which shall be granted.

 

In cases of honourable acquittal the period of suspension or dismissal will be treated as a period spent on duty. In other cases it will not be treated as a period on duty unless the revising or appellate authority so direct. Leave may not be granted to a Government servant under suspension. [Fundamental Rule 54 (a), (b).]

 

(3) The grant of allowances under the preceding sub-rules ordinarily requires the prior sanction of Government in the Administrative Department, if extra cost to the State is involved. In cases, however, where it does not exceed Rs.500, and where the period during which the Government servant has remained unemployed through suspension or dismissal does not exceed six months, the excess expenditure may be admitted on the sanction of the suspending authority, or the revising or appellate authority, as the care may be. (Finance Department letter No. 20314 (Finance Genl.), dated the 2nd August, 1933).

 

(4) The pay and allowances of a police officer, who is dismissed from service, case from the date of such dismissal.

 

10-71.  Honoraria – No police officer may accept any reward, fee or honorarium, other than rewards authorized under these rules, without the sanction of the Inspector – General. The conditions governing such sanctions are contained, in Punjab Financial Handbook No. 2, Volume-I, Chapter-5.

 

  • Compensatory allowance – Compensatory allowances granted in the police department include:-

 

Conveyance allowances,                                             Traveling allowance,

House rent allowances,                                               Hill allowances,

3[13]4[xxxxxx]

 

And any other allowances granted to meet personal expenditure necessitated by special circumstances in which duty is performed. (Fundamental Rule 9 (5)]

 

10-73.  Compensatory allowances during leave or temporary transfer – (1) During leave on average pay only, and up to a maximum period of four months, a compensatory allowance may be drawn both by the officer performing the duties of the post to which the allowance attaches and by the officer who has proceeded on leave form such post. The same concession is granted in cases of temporary transfer for periods not exceeding four months, provided in both cases that.–

 

(i)        the authority sanctioning the leave or transfer, as the case may be, certifies that the police officer is likely to return, on the expiry of his leave or his temporary duty, to the post to which the allowance is attached or to another post carrying a similar allowance, and

 

(ii)       the police officer certifies that he continues to incur the whole, or a considerable part, of the expense to meet which the allowance was granted. In the latter case it is left to the authority sanctioning the leave or transfer, as the case may be, to decide whether any and, if so, how much of the allowance should be reduced. In the case of house rent allowances this concession is subject to the further conditions reference to in rule 10-76.

 

A compensatory allowance granted on account of special expensiveness of living during joining time, on transfer from one post to another carrying a similar allowance, may be drawn by as officer in receipt of it, provided that if the rates differ in the two posts the lower rate only may be drawn. (Punjab Subsidiary Rule 14.2).

 

(2) For the drawl of compensatory allowance by an officer on leave or transfer from the post to which such allowance is attached, the claim should be submitted with a statement on the relevant expenses, to the authority sanctioning the leave or transfer ; that authority should then decide, having regard to the provisions of Fundamental Rules 44 and 93, how much of the allowance should be drawn and communicate his decision to the audit officer with a copy of the statement of expenses referred to above. (Note 3 to rule 14.2 of Subsidiary Rules).

 

(3) Controlling officers are responsible for taking steps to prevent conveyance allowance being turned into a source of profit – [vide Punjab Financial handbook No. 2, Volume-III, Rule 2, 10-(A)].

 

(4) During suspension, a compensatory allowance may be granted in accordance with Fundamental

 

(5) A police officer, who is in receipt of a conveyance allowance granted for the up-keep of a motor car or motor cycle, must attach to the traveling allowance bill for a journey by road performed otherwise than by motor car or motor cycle and for which full traveling allowance is claimed, a certificate to the effect that such vehicle has not been used for such journey.

 

Head constables and constables of the mounted police are entitled to draw their horse or camel allowance during joining time and leave of any kind. Inspectors, sub-inspectors, 35[14][sergeants] and assistant sub-inspectors in receipt of horse or pony allowance shall be allowed one month in which to remount themselves, in the event of the death or casting of their horses or ponies. If they fail to remount themselves within one month, the allowance will lapse from the date on which they ceased to maintain a horse unless the period for remounting is specially extended by the Deputy Inspector – General to two months under rule 7.2. Such officers are entitled to drawn their horse allowance during leave and joining time so long as a horse is actually maintained under orders of the Superintendent under whom they are serving.

 

All officers drawing conveyance allowances shall append one or other of the following two certificates, as the case may be, to the bills on which the conveyance allowance is drawn:-

 

(i)        Certified that ___________________ conveyance for which the conveyance allowance at _____________ for ________________ has been charged in this bill was actually maintained.

 

(ii)       Certified that the total period from the date on which the means of conveyance ceased to be kept and for which a conveyance allowance has been charged in this or the previous bills does not exceed 1month / 2 month allowed by / under note to rule 2.14 of the Traveling Allowance Rules.

 

(6) All conveyance allowances, except where specially excepted in rule 10.74 below, are subject to the means of conveyance for which the allowance is granted being actually kept, and a certificate to that effect must be attached to each bill on which the allowance is drawn. (Rule 2.14 of the Punjab Traveling Allowance Rules).

 

10.74.  Exemption from keeping a horse or pony – The officers exempted under rule 7.2 from keeping a horse or pony shall or shall or drawn conveyance allowance, as may be ordered in the letter sanctioning the exemption.

 

 

10-75.  Schedule of conveyance, horse or pony allowance – The following table shows officers who are entitled to conveyance allowance, and the amounts of, and conditions attaching to, such allowances.

 

 

1 2 3 4 5
Serial No. Class of Officers Nature of allowance Rate sanctioned Remarks
Scale-I Rs. per mensem Scale-II Rs. per mensem.
Rs. a. p. Rs. a. p.
1. Superintendents of Police, Lahore, Amritsar and Rawalpindi Motor car allowance 75 0 0
2. Deputy Superintendent in charge of Lahore Headquarters Police Stations. Motor cycle allowance 75 0 0 On condition that the allowance will be reduced at the rate of 1 per diem when the Deputy Superintendent goes on tour beyond a radius of m miles from his headquarters.
2-A. Headquarters Deputy Superintendent of Police, Amristar Motor cycle allowance 30 0 0 On condition that the allowance will be reduced at the rate of 1 per diem when the Deputy Superintendent goes on tour beyond a radius of m miles from his headquarters.
3. Headquarters Deputy Superintendent of Police, Rawalpindi Motor cycle allowance 30 0 0 On condition that the allowance will be reduced at the rate of 1 per diem when the Deputy Superintendent goes on tour beyond a radius of m miles from his headquarters.

 

 

 

Serial No. Class of Officers Nature of allowance Rate sanctioned Remarks
Scale-I Rs. per mensem Scale-II Rs. per mensem.
Rs. a. p. Rs. a. p.
3-A. Headquarters Deputy Superintendent of Police, Multan Motor-Cycle allowance 15 0 0
4. Inspectors in charge of towns, Central Intelligence Agency Inspectors, Traffic-Inspector at Lahor, Reserve and Cantonment Inspectors (but not Railway Police Inspectors), Sub-Inspectors (except when employed as clerks or accountants or attached to the Railway Police or employed on prosecuting duties or in the Criminal Investigation Department, Police Training School or Finger Print Bureau) and Sergeants when required to keep horses. Horse allowance 30 0 0 30 0 0 Police Sergeants stationed in Simla may also draw the allowance subject to the condition that the total number of such allowances drawn by Inspectors and Sergeants at Simla does not exceed five.
5. Inspectors and Sergents attached to Cantonments, Cities and Civil Stations who are allowed to keep motor cycles instead of horses:-
(a) Inspectors and Sergeants employed on traffic duties who are required to keep motor cycles. Motor cycle allowance 50 0 0 The grant of conveyance allowance at these rates is admissible only when the Inspectors and Sergeants are allowed, with the sanction of the Inspector-General of Police, to keep a motor cycle instead of a horse.

 

 

 

Serial No. Class of Officers Nature of allowance Rate sanctioned Remarks
Scale-I Rs. per mensem Scale-II Rs. per mensem.
Rs. a. p. Rs. a. p.
(b) Inspectors and Sergeants employed on traffic duties and Reserve Inspector, Lahore Motor cycle allowance 37 8 0 The grant of conveyance allowance at these rates is admissible only when the Inspectors and Sergeants are allowed, with the sanction of the Inspector-General of Police, to keep a motor cycle instead of a horse.
(c) Inspectors and Sergeants employed on Cantonment and City duties Ditto     … 30 0 0 Ditto                  ditto
(d) Inspectors employed as Reserve Inspectors Ditto     … 22 8 0 Ditto                  ditto
(e) Inspectors and Sergeants employed on confidential and other headquarters duties Ditto     … 18 12 0 18 12 0 Ditto                  ditto
(f) Reserve Inspector at the Police Training School, Phillaur Horse allowance 30 0 0 Provided a horse is maintained
(g) Four Inspectors and six Sergeants employed for the inspection of motor vehicles Motor cycle allowance 22 8 0
6. Sub-Inspector of Police, incharge of the Police Station Dagshi, Simla District Ditto     … 40 0 0

 

 

 

Serial No. Class of Officers Nature of allowance Rate sanctioned Remarks
Scale-I Rs. per mensem Scale-II Rs. per mensem.
Rs. a. p. Rs. a. p.
7. Assistant sub-inspectors Pony allowance 15 0 0 20 in special hill tracts Deputy Inspectors-General may permit an Assistant Sub-Inspector attached to a cantonment, city or large civil station, who is a good rider and maintains the prescribed equipment, to keep a bicycle in lieu of a pony and to draw the usual bicycle allowance of Rs. 4 per mensem instead of the pony allowance of Rs. 15 per mensem
8. Band Master of the Police Band, Lahore Conveyance Allowance 15 0 0
9. Inspector of Police on confidential work, Lahore Ditto     … 18 75 0 Provided that a horse is kept; if a bicycle is kept instead of a horse, with the sanction of the Deputy Inspector General of Police, the allowance will be Rs.3 per mensem
10. Sergeants when not required to keep horses (except when employed as clerks or attached to the railway police) Ditto     … 11 25 0 11 25 0

 

 

 

Serial No. Class of Officers Nature of allowance Rate sanctioned Remarks
Scale-I Rs. per mensem Scale-II Rs. per mensem.
Rs. a. p. Rs. a. p.
11. Inspectors and Sub-Inspectors employed on prosecuting duties, or in the Criminal Investigation Department, Police Training School or Finger Print Bureau (except when ecployed as clerks), and Assistant Sub-Inspectors employed in the Criminal Investigation Department Conveyance Allowance 11 25 0 11 25 0 Unqualified Sub-Inspectors who are employed on prosecuting duties are allowed horse allowance at the usual rates, provided they maintain horses, and are not entitled to special of Rs.30 per mensem sanctioned for Prosecuting Sub-Inspectors
12. Horse Sowars      … Horse allowance 30 0 0 30 0 0
13. Camel Sowars     … Camel allowance 20 0 0 20 0 0
14. Officers incharge of the 3 Border Our-posts at Vehoa, Chittawatta and Lakhani, in Dera Ghazi Khan District Horse allowance 20 0 0 20 0 0

Note – 1 – The rates sanctioned for scale II apply where the headquarters of the Government servants concerned are at any the following places:-

Lahore municipal area and cantonments.

Multan municipal area and cantonments.

Rawalpindi municipal area and cantonments.

Sialkot municipal area and cantonments.

Jhelum municipal area and cantonments.

Ferozepore municipal area and cantonments.

The Murree and Kahuta tahsils of the Rawalpindi district.

Faisalabad municipal area.

Sargodha municipal area.

 

The rates sanctioned for scale I apply to Government servants whose headquarters are situated elsewhere.

 

Note – 2 – No allowance shall be paid to an Inspector or a Sergeant who has a motor cycle provided and maintained at Government expense.

 

Note – 3 – Those officers in charge of Police Stations of the Muzaffargarh, Mianwali, Jhang and Shahpur districts, who have been permitted to keep a camel instead of a horse, will continue to draw a conveyance allowance of Rs.30 per mensem.

 

Note – 4 – The allowance for officers mentioned at serial (9), (11) and (12) of this rule is admissible ever when no conveyance is kept, but will not be drawn in addition to horse or bicycle allowance.

 

Note – 5 – Sergeants who are required to keep horses, may draw the usual conveyance allowance during the period they are undergoing training at the Police Training School, Phillaur.

 

Note – 6 – The sub-inspector incharge of the Murree Police Station is permitted to maintain a motor cycle in addition to a horse and to draw a motorcycle allowance of Rs.25 per mensem in addition to the horse allowance of Rs.25 per mensem drawn by him.

 

Note – 7 – Mounted Police Officers placed under suspension shall not be entitled to draw horse, pony or camel allowance, as the case may be, but shall hand over their mounts to the Lines officer, or the officer in charge of the mounted police, who shall be responsible for the feeding and keeping of such animals, vide         rule 7-27(2).

 

Note – 8 – During leave or joining time a conveyance or horse allowance may be granted in accordance with Ruls 2-16 of Traveling Allowance Rules.

 

10-76.  Free quarters and house rent allowance – (I) All enrolled police officers are entitled to free quarters for themselves in the Government barracks or other buildings provided at their headquarters. When such accommodation is not available other suitable quarters shall be provided or house rent allowance granted in lieu thereof. Such allowances will only be granted in cases where there are insuperable difficulties in leasing suitable accommodation by Government. The leasing of housed for, and recovery of house rent from, gazetted officers are government by Fundamental Rule 45-A and Subsidiary Rule 7-35.

 

(2)       The following table shows the maximum rates of house rent allowances which may be granted to police officer; the amount of the allowance will be determined by the circumstances of each particular case:-

 

Nature of power To whom delegated. Extent.
To sanction house rent (a) Inspector General of Police . (i) European Inspectors  Up to a maximum of Rs.60 per mensm throughout the Punjab and Delhi Province in respect of Government Railway Police only.

 

 

 

Nature of power To whom delegated. Extent.
Contd.To sanction house rent allowance.  

 

 

 

 

 

(b) Deputy Inspectors-General of Police and Assistant Inspector-General, Government Railway Police.

 

 

 

 

 

 

 

 

 

 

 

(c) Superintendents of Police and Assistant Inspector General, Government Railway Police

(ii) Sergeants 

 

 

 

 

 

(1) Indian Inspectors at –

 

(a) the headquarters or Cantonments of Delhi in respect of Government Railway Police only, Ambala, Lahore, Amritsar, Rawalpindi, Multan ,Simla, Lyallpur and Montgomery.

(b) the headquarters or Cantonments of Jullundur, Karnal, Ferozepore, Gujranwala, Sheikhupura, Dharamsala, Sargodha and Campbellpur.

(c) any other place in the Punjab.

 

(2) Probationary Inspectors.

 

 

 

(3) Sub-Inspectors.

 

(a) the headquarters or Cantonments of Delhi, in respect of Government Railway Police only, Lahore, Amritsar, Rawalpindi, Multan,, Simla, Lyallpur, Montgomery, Muree and Dalhousie and at the Cantonment of Ambala.

 

(b) the headquarters or Cantonments of Jullundur, Karnal, Ferozepore, Gujranwala, Sheikhupura, Sargoha, Campbllpur, headquarters of Ambala excluding the Cantonment and any hill station other than Simla, Murree and Dalhouie.

 

(c) Any other place in the Punjab.

 

(4) Probationary Sub-Inspectors.

 

 

(5) Assistant Sub-Inspector, probationary assistant sub-inspectors and head constables at –

Rs. 45 per mensem throughout the Punjab and Delhi Province in respect of Government Railway Police only. 

 

Rs. 35 per mensem.

 

 

 

 

 

Rs. 20 per mensem.

 

 

 

 

Rs. 12 per mensem.

 

Up to a maximum of half the rates admissible to Inspectors.

 

 

Rs. 18 per mensem.

 

 

 

 

 

 

 

Rs. 10 per mensem.

 

 

 

 

 

 

 

 

Rs.6 per mensem.

 

Half the rates admissible to

sub-Inspector

 

 

 

 

 

 

Nature of power To whom delegated. Extent.
(a) the headquarters or Cantonments of Delhi, in respect of Government Railway Police only, Lahorre, Amritsar, Rawalpinhi, Multan, Simla, Lyallpur, Montomery, Murree and Dalhousie. 

(b) the headquarters or Cantonments of Ambala, Jullundur, Karnal, Ferozepore, Gujranwala, Sheikupura, Sargodha, Campbellpur and any hill station other than Simla, Murree and Dalhousie.

 

(c) Any other place in the Punjab.

 

(1) In the headquarters or Cantonments of –

 

(a) Simla

 

(b) In the headquarters or Cantonments of –

 

(c) Delhi in respect of Government Railway Police only, Hissar, Rohtak, Gurgaon, Karnal, Ambala, Ludhiana, Lahore, Gurdaspur, Sialkot, Gujranwala, Amritsar, Jhang. Multan, Rawalpindhi, Gujrat, Shahpur, Jhelum, and Attock.

 

(2) Elsewhere     . .       . .       . .

Rs.5 per mensem. 

 

 

 

 

 

Rs.3-8-0 per mensem.

 

 

 

 

 

 

 

Rs.2-8-0 per mensem.

 

 

 

 

Up to Rs.4 per mensem for married constables.

Up to Rs.3 per mensem for married constables.

 

Up to Rs.2 per mensem for married constables.

 

 

 

 

 

 

Up to Re. I pe mensem for married constables.

 

Subject to conditions laid down in Rule 10-76 of Punjab Police rules and further, where, in any individual case, an officer is in receipt of house-rent allowance in excess of these revised rates (in above table) prescribed with effect from 1st August 1929, he will continue to draw his existing allo3ance until such time as it automatically lapses by his transfer or by his proceeding on long leave.

 

Note – proportionate number of subordinates shall be provided with accommodation as follows:-

 

(i)        Probationary inspectors house-rent allowance at half the maximum rates prescribed for inspectors.

 

(ii)       Probationary sub-inspectors.- If married quarters are available and more than one sub-inspector or assistant sub-inspector is under training, two such probationary officers may be allotted to each quarter. If no quarter is available, probationary sub-inspectors should be granted house rent allowance at half the maximum rates prescribed for sub-inspectors.

 

(iii)      Probationary assistant sub-inspectors. – A number of head constable’s rooms attached to barracks should be reserved for these officers.

 

(iv)      Probationary sub-inspectors and assistant sub-inspectors at police stations. – Probationary officers shall occupy the rooms previously in possession of the sub-inspector in charge who should be granted house rent allowance if no married accommodation is provided by Government. Where, the sub-inspector in charge wishes to remain in the police station, probationary officers shall, if possible, occupy other available room. If, however, accommodation is not available probationary officers should be granted house-rent allowance, sub-inspectors at half the maximum rate and assistant sub-inspectors at the full rate admissible to them.

 

36[15](3) A superior officer not below the rank of sub-inspector shall certify monthly in the case of Head Constables and Constable that their wives and families, if any, are residing with them, and that no official quarters are available. The number of allowances shall be reduced proportionately as married quarters become available. Generally priority shall be given according to length of service.

 

(4) Applications for house-rent allowance shall be made in form 10.76 (4) in the case of European Inspectors & Sergeants to the Inspector – General of Police, in the case of Indian Inspectors & Probationary Inspectors to the Deputy Inspector – General of Police or to the Assistant Inspector – General, Government Railway Police, in the case of Sub-Inspectors, Probationary Sub-Inspectors to the Superintendent of Police or to the Assistant Inspector General, Government Railway Police. A report from the Tahsildar as to whether the rent proposed is reasonable according to local rates shall be obtained through the District Magistrate on the application before it is submitted to the officers mentioned above. The grant of house-rent allowances to lower subordinates shall be governed by Rules 3-20 &       3-21. The payment of house-rent allowance to officers of all ranks is conditional on the regular submission in arrears by one month by the actual payees of receipts from the owner of the premises rented. If the receipt of the house owner is more than 1 month in arrears, no further allowance shall be paid until the house owner’s receipts are received. These receipts should be forwarded to the Accountant-General with a covering letter.

 

(5) Three registers of house-rent allowances sanctioned shall be maintained in each district in Form 10-76(5), (1) for European Inspectors and sergeants, (2) for Indian Inspectors and (3) for Sub-Inspectors, Assistant Sub-Inspectors and Head Constables.

 

(6) The Inspector-General of Police in case of European Inspectors and Sergeant and Range Deputy Inspectors-General of Police in case of Indian Inspectors shall submit to the Accountant-General a monthly consolidated statement in form 10-76(6) of sanctions to the grant or cessation of house-rent allowance to these officers serving in districts of the Punjab other than Lahore by the 10th of the month succeeding that to which the sanctions relate. In the case of the Lahore district the monthly statements shall reach the Accountant-General by the 25th of the month in which sanction is accorded to facilitate the pre-audit of monthly bills.

 

10-77. House rent allowance of officers on leave or transfer – House rent allowance may only be drawn during leave and temporary transfer when, in addition to the conditions in rule 10-73(1) being fulfilled, those in rule 14.3, Punjab Financial Hand Book No. 2, Volume-II are also complied with. The absentee may continue to draw the allowance up to four months if he certifies that his previous expenditure for a house continues during his absence and places his quarters rent free at the disposal of the officer deputed to officiate for him. If, however, the officiating officer is permitted on authority not less than that of a Superintendent of Police, to reuse to occupy those quarters, he and not the absentee officer will draw the allowance. (Subsidiary rule 14-6).

 

[16]37[10-78.         Grain compensation allowance – (1) Grain compensation allowance is a compensatory allowance admissible to whole time Government servants including those holding temporary posts, shoes pay lies within certain limits, to compensate them from time to time for the high prices of food grains. The allowance will be admissible according to the following scales:-

 

Rate of pay of sholetime Government servants. Amount of grain compensation allowance admissible if average price of principal food grain of the district is
Not more than But more than Dearer than 7 ceers per rupee, but not dearer than 6 seers per rupee (I Scale). Dearer than 6 ceers per rupee, but not dearer than 5 seers per rupee (II Scale).
Rs. per month32

31

30

16

Rs. per month31

30

16

15

Rs. per month. .

1

2

1

Rs. per month1

2

3

2

 

Note – The term “Pay” does not include a compensatory allowance.

 

(2) The rates of grain compensation allowance, according to the average price of the foodstuff for the district concerned, admissible for any month will be determined according to the rules framed by Government for the purpose, and should be ascertained monthly from the office of the Deputy Commissioner. (See Subsidiary Rule 14-16 in the Financial Hand Book No, 2, Volume II.)

 

(3) On receipt of intimation that grain compensation allowance is admissible for any month, arrears bills shall be prepared for all police officers and non-enrolled establishment (including whole-time menials) who are eligible to draw it. These bills shall be prepared in accordance with the instructions contained in Article 72, Civil Account Code. A list of absentees and a memo, of savings shall also be prepared and kept as an office record. The receipts of the payees shall be obtained in separate Urdu acquittance rolls.

 

10-79.  Payment of pay of men discharged – The pay due to the date of an officer finally quitting Government service may be drawn before the end of the month. (Article 38, Civil Account Code, Volume I.) All sums due to such an officer should be paid on his leaving the force, and should on no account be withheld for remittance to him afterwards, as the latter course causes unnecessary correspondence and inconvenience. Amounts due to lower subordinates leaving the force permanently may be advanced from the permanent advance in cases where the preparation and encashment of supplementary pay bills or cheques would result in the man being detained beyond the date of his discharge. Superintendents are responsible that, prior to the marking of final payments to men about to be discharged, all lawful deductions are made and all dues to Government realized.  

 

  • Pay of deceased police office – Pay and allowances should be drawn up to, and including, the day of an officer’s death; the hour at which death takes place has no effect on the claim. (Article 39, Civil Account Code, Volume I.)

 

  • Fund deductions – Deductions are made on account of the following funds:-

 

(i)        General Provident Fund, –vide rule 10-173.

 

(ii)       Post Office Insurance Fund. Deduction from pay bills may be made only under instructions communicated to the insured person’s superior officer by the audit officer A superior officer will, therefore, allow no deduction on account of premia or subscriptions to be made from pay bill except on account of those duly authorized to subscribe. (Article 237, Civil Account Code.)

 

10-82.  Taxation – (1) Police Officers are not exempted from taxation in their individual capacities, but taxes other than income-tax shall not be collected departmentally on behalf of the taxation authorities. All reasonable information required by such authorities from an office regarding himself and his subordinates shall be supplied. (Article 44 to 46m, civil Account Code, and Appendix 2 of Civil Account Code, Volume I.)

 

(2) All pay, allowances, pensions, gratuity, fees, commission and perquisites enumerated in section 7 (I) the Income-tax Act (Act XI f 1922) are liable to income-tax with the following exceptions:-

 

  • Travelling
  • Conveyance or horse allowance.
  • General Provident or other similar fund and life insurances provided that such deducted sums shall not exceed one-sixth of the salary.
  • Advances of pay and other advances made by Government to its offices.
  • Allowances attached to:-

[17]1[XXX]

1[XXX]

1[XXX]

The 2[Quaid-e-Azam Police Medal]

The 1[President’s Police Medal]

 

 

  • Extraordinary gratuities granted by Government to officers (or to their window, children or other representatives, as the case may be) who are injured or killed in the execution of their duties or who suffer injury or death owing to devotion to duty.

 

  • 2[18][The allowances or salary paid in the United Kingdom to officers on leave or duty in that country, whether such allowance or salary is paid in sterling in the United Kingdom or by means of negotiable rupee drafts on banks in Pakistan.

 

Detailed instructions will be found in the income-tax Act (XI of 1922) and Appendix 2 of the Civil Account Code.

 

(3) Motor vehicles owned by Government and kept for use by the police department are exempt from liability to pay tax under the Punjab Vehicles Taxation Rules, 1925.

 

(4) The Provincial Government has directed that professional taxes shall be levied by local bodies in accordance with rates fixed by them subject to the confirmation of Deputy Commissioner.

 

10-83.  Pay bill of gazetted officers – (1) Pay and allowances of gazetted officers shall be drawn on form No. A. F-71 (b), and will be paid only upon the personal claim of the officer concerned and to his personal receipt (Article 49, Civil Account Code, Volume-I,).

 

(2) Gazetted officers may, under the conditions prescribed by Article 56, Civil Account Code, draw part of their pay from the treasury of the district in which they are serving and part through a bank in Lahore.

 

(3) No officer may draw an increased or a changed rate of pay or fixed allowance unless the bill is pre-audited or supported by a pay slip from the Accountant – General. The last pay bill of an officer finally quitting Government service and bills for rewards for proficiency in oriental languages require pre-audit.(Articles 51 and 55, Civil Account Code, Volume I)

 

10-84.  Subordinate establishments – The establishment in each rank and grade and the number and description of allowances are sanctioned from time to time by the Provincial Government.

 

The sanctioned establishment may on no account be exceeded except in the case of allowances for officers acting in leave and other vacancies.

 

Upper subordinates are borne upon a provincial or range cadre; provided that the total sanctioned number in each rank and grade for the province or range is not exceeded, upper subordinates can be posted to districts at the discretion of the authority empowered to make such postings.

 

10-85.  Annual establishment return – Superintendent shall submit the following statements by the 15th April in each year to the Deputy Inspector-General:-

 

(a)       showing the names of all upper subordinates who have been on leave other than casual leave, and under suspension during the year, with description and period of leave or suspension, the dates of beginning and ending being specified, and in cases of suspension it being stated whether the period is to count towards pension.

 

(b)       Specifying the pay bills with which the health and age certificates of new incumbents entertained during the year were furnished to the Accountant-General’s Office.

 

(c)        Specifying the names of upper subordinates who were shown in the previous year’s list, but were omitted form the current year’s list with particulars as to dates from which they ceased to be borne on the list and why.

 

On receipt of these statements Deputy Inspector-General shall cause a careful check of their accuracy to be made, and shall compile consolidated statements for all districts in their range; these they shall submit, together with muster rolls of their own office establishments, to reach the Central Police Office by the 1st May. The Deputy Inspector-General, Criminal Investigation Department and the Assistant Inspector-General, Government Railway Police, shall similarly prepare and submit returns relating to upper subordinates and clerks borne on their lists. The lists, after being checked in the Central Police Office shall be forwarded to the Accountant-General with the annual printed list of inspectors, sergeants and sub-inspectors.

 

10-86.  Changes in establishment – All changes in establishment due to officers leaving the service, or to promotions, reductions, transfers to other districts or departments, etc., shall be recorded form time to time as they take place in the Order Book and in the “Memorandum of Changes” maintained in Form No. 10-86, which shall be prepared separately for lower subordinates and temporary establishment.

 

Care should be taken that all appointments remaining vacant in the previous month are first recorded in this form before the changes of the current month are entered, and that all vacancies in the rank of constable are shown in the lowest grade.

 

10-87.  Deductions – (1) All recoveries or deductions which are made form officers are either recurrent or casual.

 

(2) Recurrent deductions are made at a fixed rate on account of income-tax, or fund subscriptions.

 

(3) Casual deductions are those which are made to recover a specified sum, whether in one or more installments. No deductions other than those sanctioned by the Police Rules are permitted except such as are required to be made in compliance with the order of a court of law or other competent authority.

 

(4) Every casual deduction shall be supported by an order in the Order Book and shall be recovered at the rate prescribed in such order. If no rate has been prescribed the total of all deductions made in any one month should not ordinarily exceed one-third of pay.

 

(5) The accountant shall, immediately on receipt of authority in the form of the copy of the daily orders supplied to him (vide rule 10-89) make an entry of each deduction ordered in Form 10-87(5) “Memorandum of Deductions”. In the column for “Refunds” shall be included advances recoverable (rule 10-60), recoveries ordered by the Accountant-General or other competent authority, and recoveries due for previous months on account of commutation of leave, suspension, reduction and income-tax. Deductions outstanding in the previous month should be recorded first.

 

(6) All deductions shall, as far as possible, be made by short drawals from the pay of the officers concerned, and not in cash. When made in cash and when it is not possible immediately to credit the amount received in the treasury or hand it over to the payee, it shall be placed in the police cash chest.

 

10-88.  Gradation lists of officers below the rank of Assistant sub-inspector –     (1) For the purpose of awarding increments to all officers below the rank of assistant sub-inspector and checking pay bills, annual gradation lists shall be maintained in English in Form 10-88(1). Separate lists shall be maintained for each distinct time-scale.

 

(2)(a) the increments of pay due to these officers are who in Appendix 10-63,            Table A.

 

(b)       Previous service in the Army or police may be included as approved service if duly sanctioned under rule 12-24.

 

(3) On the last working day of each month the numbers of officers on each rate of pay shall be entered serially in the column for the current month, the numbers of the men on the first rate being entered in red ink, those on the next rate in black ink, and so on in alternate colours.

 

(4)(a) An increment shall accrue from the date it falls due unless it is whithheld in which case it shall be drawn from the date specified in the order withholding the increment. In withholding the increment the withholding authority shall state the period for which if is withheld and whether the postponement shall have the effect of postponing future increments.

 

(b)       Reductions shall ordinarily take effect from the date specified in the order of reduction. If, however, the date is not specified, the reduction shall take effect from the date succeeding the date on which the order is passed. (Fundamental Rule 24 and 29 and Police Rule 16-5).

(5) When an officer is reduced for a specified period only, an entry shall be made in the column of remarks, opposite his name, giving a reference to the Order Book number and his name shall be re-entered temporarily at the bottom of the grade to which reduced or at such other position as may be mentioned in the order of reduction. A note shall be recorded in the column of remarks opposite the new entry showing the date on which the period of reduction expires. On the expiry of the period of reduction the second entry will be struck out and the name will re-appear in its original place.

 

(6) When forfeiture of approved service of an officer is ordered his name shall be struck out from its original position and re-entered in the particular place at which it should appear, after deducting the amount of approved service forfeited, a reference to the order Book being given in the column of remarks over the signature of the Superintendent.

 

(7) When an officer’s name finally ceases to be borne on the strength of the force from any cause it shall be struck out of the gradation list, a reference to the Order Book being given in the remarks column.

 

(8) The names of officers transferred from other districts shall be inserted at their proper place in accordance with their total approved service, such entries being signed by a gazetted officer.

 

(9) An index to each gradation list shall be maintained at the end of the book in the form of a serial list of constabulary numbers and, in a parallel column, the corresponding gradation list serial numbers. New gradation lists shall be prepared during the month of January of each year. The gradation lists shall be treated as permanent records.

 

10-89.  List of absentees – The orderly head constable, as relevant orders appear in the Order Book, make entries in Form 10-89(A) regarding absences from duty of all kinds. This list shall be closed on the date in each month on which the preparation of acquittance rolls is begun, and shall be made over to the accountant, who will prepare the absentee statement in Form 10-89 (B) for upper subordinates only and the register of absentees in Form No. 10-89 (C) for lower subordinates. In the preparation of the register of absentees the following instruction shall be carefully observed:-

 

(a)          Names of all men on leave (other than casual leave shall be entered in the register, whether their leave pay is drawn or held over for future payment, and whether any eave deduction is made from held pay or not.

(b)          If leave pay cannot be paid to an absentee in the manner prescribed in rule 10-20 (2), or if the absentee does not wish to be paid monthly, such pay shall be held over for future payment.

 

(c)           All deductions shall be made in the register for the month in which they become due, irrespective of whether the absentee drawn his pay or not. Deduction omitted from any cause in the register for the month in which they become due shall be made, if the absentee’s pay is held over for future payment, by short drawal at the time of payment, and if the pay has been disbursed, by deduction under “Refunds” in the “Memorandum of Deductions” for the succeeding month.

 

10-90. Acquittance Rolls – (1) The acquittance roll in Form 10-90(1)(A) for upper subordinates and in Form 10-90(1)(B) for lower subordinates provides the material from which consolidated pay bills are prepared and is the means by which pay is disbursed to individuals. Separate acquittance rolls shall be made out for each place at which pay is distributed by the officers noted below. The names of permanent places shall be entered in separate rolls:-

 

(1)          Officer in charge of police stations – For all officers attached to their stations, including all posts subordinate to such stations, and for absentees residing in their jurisdictions.

 

(2)          The Line Officer – For officers in the lines, officer, guards and hospital, orderlies and absentees residing at headquarters.

 

(3)          Orderly Head Constable – For (a) officers serving and absentees residing in other districts, (b) offices under training at the Police Training 1[19][College PRTC] or serving in other districts and drawing their pay there (in such cases the name of the place or district should be noted in the column of remarks), and (c) officers who have rejoined during the month and who have not received their pay while absent. Separate acquittance rolls shall be prepared for class (c) above.

All acquittance rolls on account of pay and allowance for the current month shall be submitted so as to reach headquarters by the 20th of that month.

 

(2) The accountant shall not prepare acquittance rolls. The preparing officers shall only enter the rate of pay and allowances and the total amounts claimed ; the accountant shall enter deductions and the balance to be paid after checking the entries with the assistance of the orderly head constable by means of the acquittance rolls of the previous month, the long roll, order book, register of postings and the records prescribed in rules 10-86, 10-87, 10-88 and 10-89. He shall then prepare the abstract on the reverse of the acquittance rolls.

 

(3) The following instructions for taking payees’ receipts on pay bills and acquittance rolls should be carefully observed:-

 

(a)       The receipts of clerks in the Central Police Office, Criminal Investigation Department, Range and Railway Police Offices for pay and allowances shall be taken on the office copy of the combined pay bill and acquittance roll in Form No. C. A. C. 10 as inserted by correction slip No. 185, dated the 1st October 1928, and amended by correction slip No. 317, dated the 1st April 1930, to the Civil Account Code, Volume I. Such bills shall be preserved for six years but before they are destroyed the periods of temporary and officiating service shall be verified by the heads of offices from the bills concerned and the fact of verification recorded under proper attestation in the service books. The heads of offices shall also invariably give the necessary particulars with reference to Articles 370 and 371, Civil Service Regulations, in order to enable the Audit Office to decide later on, by reference merely to such particulars, whether the temporary or officiating service will qualify for pension or not ; for example, in the case of officiating service, the nature of the vacancy in which the clerk officiated and, in the case of temporary service, whether the temporary post was subsequently made permanent, shall be stated.

 

(b)       The acquittance rolls of upper subordinates shall be destroyed after six years and those of lower sub-ordinates after 35 years after the procedure for verification of service detailed in clause (a) has been carried out.

 

Note – With regard to the verification of service from the pay bills and acquittance rolls see rule 12-36.

 

            10-91.  List of transfers and absentees – A list of officers who have left a station during the month shall be carefully prepared at the end of the acquittance roll as any omissions or mistakes in such list, cause great inconvenience. Changes occurring after the submission of the roll, but before the end of the month, shall be promptly and specially reported. If possible, they will be incorporated in the month’s accounts, otherwise they will be dealt with in the next month’s accounts.

 

Where local allowances are sanctioned, a list of all payments to, or transfers from, such localities made during the month, shall be submitted with the acquittance roll in Form 10-91. The list will be checked by the orderly head constable and the accountant who will endorse thereon their reports for the orders of the Superintendent and insertion, when necessary, in the Order Book. In the case of allowances attached to particular posts, and admissible only to the holders of such posts for the time being, care should be taken that no allowance is either entered in the acquittance rolls or drawn in the pay bills for any period during which such a post remained vacant. All certificates required by rule 10.76 et. seq. in support of claims of house rent, conveyance allowance and the like shall be attached with the list prescribed above.

 

10-92.  Acquittance rolls for absentees – The pay of men under training at the Police Training School is drawn and disbursed by the Principal of the School, all students receiving a last pay certificate from their districts on first proceeding to the school. Acquittance rolls shall be prepared by the orderly head constable for such men for purposes of check only ; no amounts for disbursement should be shown in them. Separate acquittance rolls are required for obtaining receipts for pay of absentees. The names of men on leave, who have elected to receive their leave pay through the police station nearest to their homes (vide rule 8.16) in the acquittance roll of the police station concerned. Another acquittance roll shall be prepared by the orderly head constable for all men, who are to receive their pay by money order, the money order receipts being attached against the appropriate entries in this roll on receipt. Separate acquittance rolls shall similarly be prepared corresponding to the detail of each Remittance Transfer Receipt which is to be sent to another district on account of the pay of absentees. These acquittance rolls shall be sent to the Superintendent of Police concerned together with the Remittance Transfer Receipts, and shall be returned to the district of issue, duly signed by the actual payees.

 

10-93.  Comparison and completion by the accountant – On receipt of the acquittance rolls, the accountant, with the aid of the orderly head constable, shall check and complete them. For this purpose he should first satisfy himself of the correctness of the “Memorandum of Changes” (rule 10-86), register of absentees (rule 10-89(B)), gradation list of constables (rule 10-88 (1), and “Memorandum of Deductions” (rule 10-87(5) by actual comparison with the Order Book entries. He shall then check the by means of these memoranda and his own check statement of postings (Form 10-93) which is based o the acquittance rolls of previous months, and after making all necessary corrections in red ink and initialing them, shall fill in the abstract on the reverse of the rolls. Appointments which existed for apportion only of the month shall be shown I fractions thus 27/30, 13/31 the upper figures showing the days for which the appointments existed and the lower ones the number of days in the month.

 

10-94.  The Pay Sheets – When acquittance rolls have been thoroughly checked the entries concerning lower subordinates shall be transferred into the pay sheet (From No. 10.94), and totaled in accordance with the instructions noted on the form.

 

10-95.  Monthly bills of upper subordinates – (1) From the acquittance rolls the upper subordinates pay bill shall be prepared in A and T Form No. 294 separately for permanent and temporary establishments. The dates and amounts of supplementary bills and date of relief or assumption of charge in the case of any noted. Gazette notification shall be quoted for all altered or new charges and provincial and range numbers shall be shown. The names of acting officers should be noted below the last entry of a substantive officer in the bill. Absentee statements referred to in rule 10.89 shall be attached to the bill.

 

(2) Absentee statements shall be submitted to the Accountant – General on the 15th of the month following that to which the events relate:-

 

(a)       By the Inspector – General:-  a consolidated statement in the case of permanent or officiating vacancies in the rank of inspector and sergeant showing the complete chain of arrangements, and a statement showing permanent or officiating vacancies in the clerical establishment of the department.

 

(b)       By Deputy Inspectors – General:- consolidated statement in the case of permanent or officiating vacancies in the rank of sub-inspector and assistant sub-inspector and officiating appointments in their places.

 

[20]1[Note – A consolidated statement is not required in respect of sub-inspectors of the railway police.

 

(3) Deputy Inspectors – General shall forward to the Inspector – General on the 10th of each month a statement showing permanent or officiating vacancies in the clerical establishment of their own offices. Superintendents shall forward on the 5th of each month copies of absentee statements respecting inspectors and sergeants direct to the Inspector – General and copies of similar statements respecting sub-inspectors and assistant sub-inspectors to the Deputy Inspector – General of the range.

 

(4) Health, last pay and charge certificates shall be attached duty signed to the pay bills. Each allowance drawn by an officer should be shown separately below his substantive pay, and the authority for “personal pay”, if any, should be quoted.

 

10-96.  Monthly bills of lower subordinates – (1) To facilitate the compilation of the lower subordinates’ pay bill the accountant shall prepare monthly the following memoranda:0

 

  1. Memorandum for testing the grant of increments to constables [Form 10-96(1) (A)]. The object of this memorandum is to obtain from the figures in the gradation list [rule 10-88(1)] the correct amounts in each grade to be drawn respectively in the pay bills of permanent establishment and additional police, after consolidating broken periods in various grades and the vacancies in the lowest grade in the manner shown in the form.

 

  1. Abstract of savings (form 10-94(1)(A) part.II), obtained from the memorandum of changes (rule 10-86). From these and the register of absentees and the pay sheet, the lower subordinates’ pay bill in Forms 10-96 (1)(B) and 10-27(1)(b) shall be prepared. In this bill names of individual officers need not be shown. Allowances according to Appendix 10-63, Table B, shall be shown in lump sums separately from pay, No office copy is necessary, if the pay sheet is properly prepared.

 

The following certificates, with such modifications as may be necessary, should be furnished before the pay bill is submitted for encashment.

 

(1) Received contents ; also certified that I have satisfied myself that all pay included in bills drawn 30 days previous to this date with the exception of those detailed below (of which the total has been refunded by deduction from this bill), have been disbursed to the proper persons and that their receipts have been taken in acquittance rolls filed in may office, with receipt stamps duly cancelled for every payment in excess of Rs.20. Further certified that all persons for whom pay has been drawn in this bill have actually been entertained during the month.

 

(2) Certified that no person in Superior Service on this establishment has been absent either on deputation or suspension or with or without leave (except on Casual leave) during the month, ad further that all appointments and promotions, temporary or permanent, have been recorded in the character rolls of the persons concerned under my initials.

 

(3) Certified that I have personally satisfied myself that during the month of _______ 19, for which this bill is drawn, the number of Constables of different periods of approved service was as follows:-

 

Number of Selection Grade Constables on –

 

Number of Foot-Constables
Rs.28 Rs.27 Rs.26 Rs.25 Rs.24 Rs.23 Rs.22 Rs.21 Rs.20 1st grade at Rs.20 2nd grade at Rs.19 3rd grade at Rs.18 4th grade at Rs.17

 

(4) Certified that the Head Constables and Foot Constables, Selection Grade, for whom pay in excess of the minimum has been claimed, have rendered the required period of approved service entitling them to the increased pay.

 

(5) Certified that no leave has been granted until, by reference to the applicant’s leave account maintained under Fundamental Rule 76, I had satisfied myself that it was admissible, and that all grants of leave and departures on, and returns from leave and all periods of suspension and deputation, have been recorded in the Service Books under my initials.

 

(6) certified that no person for whom house-rent allowance has been drawn in this bill has been in occupation of Government rent-free quarters during the period for which the allowance has been drawn.

 

(7) Certified that the Government servants for whom conveyance allowance has been drawn actually maintained camels / horses / cycles and were not employed as clerks.

 

(8) Certified that Special Pay has been granted to those actually performing duties of the posts for which it has been sanctioned.

 

(9) Certified that the Government servants for whom leave salary has been drawn equal to their substantive pay held substantively permanent post under Government on 24th August, 1927.

 

(10) Certified that the actual payee’s receipts for house rent allowances are on record in all cases; that in no case is the amount paid to the house owner less than the amount of house rent allowance claimed; that Government rent free quarters were not available and that persons in receipt of the allowances lived with their wives (and families, if any) in the rented quarters during the period for which claim has been preferred.

 

  1. B. – The words “received contents” should be scored through by the drawing officers in the case of bills presented at the pre-audit counter of Accountant-General’s Office.

 

(2) It should be noted that the figures given in columns 1 and 3 of the pay bill [10-96(1)(B)] represent the sanctioned strength and pay of the force, and that these alone can be checked in the office of the Accountant-General. It is necessary that the figures shown in columns 4 to 7 should be carefully checked and compared with the office memoranda referred to in sub-rule(1) above. The pay and acting allowances of a head constable officiating as an assistant sub-inspector shall be drawn in the upper subordinates’ salary bill, whilst in the lower subordinates’ bill his pay will be shown as a “Saving”. On the other hand the pay of a constable officiating as a head constable shall be included among the pay of constables. In such cases his acting allowance as a head constable shall be shown in the lower subordinates bill, by a separate entry, if it is the result of an average pay leave vacancy or of a chain of promotion or deputation vacancies; and, if the vacancy is caused by absence on leave on half or quarter average salary or without pay, by the amount being included in column 8 of the bill against the entry referring to head constables of the grade to which the absentee belongs.

 

(3) The certificates printed in the form should be signed after the officer signing has satisfied himself by the necessary check of the bills that he is able to do so.

 

(4) The specimen from published with these rules is complete with certificates and check memoranda, and should be carefully studied.

 

10-97.  Arrear bills – (1) Arrears of pay and allowances shall be drawn in bills in form 10-96(1)(B) distinct from the monthly pay bills, and may be present at the treasury at any time. The amount claimed for each month must be shown separately, with a reference to the bills from which the amount was omitted, withheld, or refunded by deduction, or to any special authority sanctioning anew charge (Article 72, Civil Account Code, Volume I)

 

(2) If an upper subordinate is transferred with arrears of pay due to him, the fact shall be stated in his last pay certificate; his arrears may then be drawn in his new district.

 

(3) Arrears bills shall be thoroughly checked by a gazetted officer with the file of leave certificate (rule 8-15), and the register of absentees, and entry being made in the latter showing the date of drawing the sums withheld. If arrears are drawn at a lower rate than that shown as withheld in the register of absentees (on account of commutations of leave, etc.,) only the actual sum required for payment shall be drawn and an explanatory entry shall be made in the remarks column.

 

10-98.  Disbursement of pay – Pay shall be disbursed by, or through the officers named in rule 10-40(2) or shall be remitted to absentees monthly. Remittance to absentees shall be made either by remittance transfer receipts or money order on the conditions laid down in rule 10-41.

 

10-99.  Return of acquittance rolls – (1) Disbursement of pay must be completed as early as possible. Acquittance rolls should normally be returned to the accountant by the normally be returned to the accountant by the 20th of each month, with payee’s receipts correctly entered in them, and an endorsement showing the cause, and giving the details of the amounts un-disbursed. Items for credit to an estate should be returned to headquarters to be credited to the police deposit account in the treasury. Sums remaining un-disbursed on the 20th of the month on account of the absence of the payee, even though such absence by only temporary, shall also be returned to headquarters for refund to the treasury by being short drawn in the next month’s pay bill. Such sums can be re-drawn by arrears bill either simultaneously with the next month’s pay, if the absentee has by then returned to his station, or immediately he does so return. On no account may pay drawn be held in deposit un-disbursed.

 

(2) The accountant shall carefully examine each roll returned by disbursing officers and secure the correction of all errors and omissions. On completion of this check he will enter the amounts un-disbursed on the back of the pay sheet, sign thereon his report and place all the papers before a gazetted officer for check. The latter officer shall carefully check the reports of the disbursing officers and see that all un-disbursed amounts have been brought to account in the cash book. He will then sign a certificate to this effect.

 

10-100. Principals of check of pay bills – The primary responsibility for the correct preparation of pay bills rests with the orderly head constable and the accountant, who have at their disposal all the original authorities for changes, absences, etc. By means of the records and memoranda described in the foregoing rules they are required so to arrange the drawing and distribution of pay that only such sums are drawn from the treasury as are required, and that these sums are distributed for disbursement according to rule. The first check on the work of the above officers is required to be carried out by the head clerk, who shall verify each item of the bills by means of the prescribed registers and memoranda, and by reference to the Order Book and leave accounts, and shall verify all totals and calculations. When the head clerk has completed his scrutiny, the Superintendent himself, or another gazetted officer specially designated for the purpose, is required to make a general but thorough check before signing the bills. It is not incumbent on the gazetted officer to verify every total and calculation in detail, but it is his duty fully to satisfy himself that increments have been properly sanctioned; that all deductions, allowances, withholdings, refunds, etc., and all absences are supported by proper authority; that the calculations regarding establishment present on duty and vacancies are correct, and that the arrangements for the distribution of the total sums contained in the bills are in order. It is also the duty of the gazetted office signing the pay bills for any month to assure himself that the pay of the preceding month has been correctly disbursed and that all un-disbursed items are properly accounted for. Orders in each district shall prescribe dates for the completion of each stage in the reparation of monthly pay bills so as to ensure that the signed bills can be presented for encashment on the proper date.

 

10-101. Record – (1) Papers dealing with pay, arrears and supplementary pay shall be filed in the following order:-

 

(1)       The memorandum of changes, the memorandum of the deductions, the acquittance rolls in the order in which they have been inserted in the pay sheet, and then the pay sheet itself. They will be bound in six monthly, quarterly or monthly volumes according to their bulk, in the following order:-

 

1st.   Those relating to upper subordinates. Including those relating to arrears or supplementary bills.
2nd. Those relating to additional police.
3rd. Those relating to additional police.
4th. Those relating to other temporary establishment

.

 

(2) Office copies of pay bills of upper subordinates shall be kept together and after the close of the financial year shall be bound in chronological order. Bills of permanent establishment and of additional police shall be filed separately.

 

 

PART VI

Contingent Charges.

 

10-102. Classes of contingent grants – Contingent charges in the police department are divided into tow classes-

 

(a) Contract contingencies.

(b) Special contingencies – known also as “audited” or “C class” contingencies.

Contingent charges include also Supplies and Service and allowances and Honoraria, which should, however, be shown separately in all bills and accounts. (Article 82, Civil Account Code, Volume I.)

 

10-103. Description of classes of contingent grants – (1) Contract grants are lump sums allotted annually, within which an officer may incur expenditure on the detailed heads of contingencies covered by the grant at his discretion, provided that the total allotment is not exceeded. (Article 82, Civil Account Code, Volume I.)

 

(2) The contract grants for the police department as a whole is fixed for three years period; consequently revision of the annual grants of subordinate officer, except by re-allotment within the total departmental grant, can only be made on the expiry of such periods. Deputy Inspector General will be called upon, when the grant is under revision, to recommend decreases or increases for the offices and districts under their control.

 

(3) Each head of an office is required systematically to estimate the expenditure which he can meet in any year from his contract grant, by allotting to the various units of expenditure included in the grant share of the total which each requires. It is only after fixed and inevitable charges, such as fixed allowances, hot and cold weather charges, etc., have been provided for, that balances can be made available for optional expenditure.

 

(4) Charges for Supplies and Service, Other Allowances and Honoraria and special Contingencies can only be incurred within the allotment provided in the budget under each unit of expenditure. Transfer of funds from one such unit to another requires the sanction of the competent authority.

 

10-104. Fixed Contingencies – (1) Fixed allowance for contingent expenditure are sanctioned for each district (a) for the purchase of country pens, ink, twine, glue, paste, etc., and (b) for the purchase of oil for lighting purposes.

 

(2) The rates of allowances for the purchase of oil for lighting purposes should be fixed and sanctioned by Superintendents by virtue of the powers delegated to them in serial No, 5 of the table appended to rule 20-9 of the Book of Financial Powers. All cases beyond their competence to sanction should be referred to the Inspector General.

 

(3) The rates of allowances for the purchase of country pens, ink, twine, glue, and paste, etc., should normally be as follows and should be sanctioned by Superintendents by virtue of the powers delegated to them in the above said rule of the Book of Financial Power.

 

Rs. a. p.
For each police officer . . . . 10 0 0
For each Range Recruits Training Center . . . . 2 0 0
For each police station . . . . 2 0 0
For each police post . . . . 0 8 0
For each district inspector . . . . 1 0 0

Exception – Cantonment and City posts should be treated separately and special allowances should be sanctioned for them according to requirements.

 

Superintendents, however, are not bound by these limits as the above said rule covers all but exceptional cases which should be referred to the Inspector General for sanction.

 

(4) A provision for these allowances has been included in the annual allotment for contract contingencies of each district.

 

(5) The rates of these allowances should be periodically scrutinized and revised by Superintendents, if necessary, according to local conditions.

 

This will be subject to the condition that the allotment for contract contingencies from which these allowances are to be met should not be exceeded.

 

(6) These allowances will be drawn on regular establishment bill forms, – vide the note to Article 82, Civil Account Code.

 

(7) If any saving is anticipated in the annual contract grant owing to the abolition of posts, etc., the matter should be at once reported to the Deputy Inspector General who will inform the Inspector who will inform the Inspector General and also arrange for the utilization elsewhere of the saving so anticipated.

 

10-105. Permanent advances – (1) A permanent advance is intended to provide, on the responsibility of the officer entrusted with it, for emergent petty advances of all kinds, of or such payments as have to be made in advance of drawing bills, (Article 93, Civil Account Code, Volume I.)

 

(2) The permanent advances sanctioned for districts and other offices in the department are published from time in the police Gazetted. According to the rule of practice laid down by the Accountant General the amount of such advances will not ordinarily exceed one-half of the average monthly contingent expenditure of the office concerned.

 

(3) Each officer holding a permanent advance is required on transfer of charge and on the 15th April in each year, to send to the Accountant General an acknowledgment of the amount accountable for by himself. [See also rule 10-106 (4) ].

 

10-106. Distribution of permanent advance – (1) The permanent advance allotted to a Superintendent should be distributed to subordinate officers in accordance with their requirements. Amounts so allotted should not be larger than is absolutely necessary and can be varied according to requirements. (Article 93, Civil Account Code, Volume I.)

 

(2) The following officers should hold portions of the permanent advance:-

 

(a)       the senior officer of the prosecuting branch for all immediate expenditure on diet money, transport charges in connection with cases, etc., including the recoupment to officers in charge of police stations of similar expenditure incurred by them. With the approval of the Superintendent of Police this allotment may be sub-divided to provide an advance for prosecuting officers of and above the rank of sub-inspector stationed away from the headquarters of the district.

 

(b)       The Reserve Inspector or lines Officer for advancing the cost of fares of policemen traveling on duty, freight of their baggage, transport charges on Government account, and petty purchases and repairs of Government buildings and property, which he is called upon to execute, and for advance payments required to be made under rule 10-79.

 

(c)        Officers in charge of police stations for purposes similar to the above in respect of their police stations.

 

(3) Subject to the allotment to the officers specified in the preceding sub-rule of adequate shares of the permanent advance, further distribution may, if the necessity therefore is established, to the reader to the Superintendent, to gazetted officers in charge of sub-divisions and to the District Inspector. A small balance should remain in the hands of the accountant for emergent expenditure in the headquarters office, such as payment for value payable parcels and bearing charges, but, in accordance with the principal stated in rule 10-46 (vii) this officer should be used as little as possible as a disbursing officer. A statement showing the distribution of his permanent advance allotment made by the Superintendent shall be entered on the first page of the general cash book.

 

(4) All police officers holding allotments from the permanent advance are required to submit for record in the office of the Superintendent the certificate required by rule 10-105 (3).

 

10-107. Receipts for permanent advance expenditure – When money is spent from the permanent advance on account of contingencies, receipts should be taken as directed in rule 10-33 (I). Separate vouchers should be prepared for each separate charge, but the items making up one charge may be receipted on the same voucher; provided that items in excess of Rs. 25 shall be receipted in separate voucher from items of and below that sum.

 

10-108. Account of permanent advance – Officers to whom permanent advances are allotted shall keep an account of such advance in Form 10-52 (b). On the first page of the form shall be entered the amount of the permanent advance with the number and date of the Order Book entry by which it was allotted. The account shall be kept as far as possible in the manner prescribed for offices in chare of police stations by rule 10-52.

 

10-109. Bills for reimbursement of permanent advance – (1) For all judicial expenses paid from the permanent advance officers in charge of police stations shall submit bills in Form 10-109 (I).

 

The prosecuting inspector or a prosecuting sub-Inspector shall be responsible for checking such bills and for recovering the amount from the sheriff on the day of presentation. Except for very special reasons such amounts shall always be made over to the police officer bringing the bill. Any difficulty in securing prompt adjustment by the sheriff must be brought to the notice of the Superintendent. If necessary, to avoid delay, the prosecuting inspector shall meet the bills submitted by police stations from his own permanent advance.

 

(2) For the recovery of departmental expenses defrayed from the permanent advance, application shall be made in writing in form 10-109(2) as often as may be necessary to prevent the advance allotment from becoming exhausted. Such applications shall be supported by vouchers for each item. If a voucher is lost the procedure prescribed in rule 10-36(I) shall be followed. The accountant shall check such bills and obtain the orders of the Superintendent for payment or otherwise. The details of such bills will not be recorded in the contingent register (rule 10-110) until the payment order has been recorded in the Order Book. The accountant will be responsible for preparing abstract contingent bills at sufficiently frequent intervals and taking other steps to ensure the reimbursement of permanent advances as expeditiously as possible. Delays in this matter should be brought to the notice of the superintendent by officers holding advances, and all gazetted officers at inspections should pay particular attention to the manner in which the permanent advance has been handled.

 

10-110. Contingent register – Separate registers shall be maintained in Form 10-110 for each class of contingent charges in every officer to which a contingent grant is distributed as follows:-

 

I – Contract Contingencies.

II – C-class (Audited) Contingencies.

III – Allowances and Honoraria.

IV – Supplies and Service.

V – Police Lands Fund.

Each register shall contain as many columns as there are detailed heads prescribed in the connection for each type of contingent expenditure. Each unit will have its own money column. Units, such as “Rewards to private persons”, which are sub-divided should be linked by a bracket. The amount of the annual allotment grant and the progressive total of expenditure should be entered below the description of the nit. In the case of any item of expenditure which requires explanation on account of its unusual nature or amount, particulars should be entered in the column headed “Description of charge”, though the amount is entered only in its special column. The period to which any recurring charges refer should also be noted in the “Description” column. (Article 94, Civil Account Code, Volume I)

 

To enable the disbursing officer to watch the progress of expenditure under each unit, as compared with the budget grant, progressive balances and totals, as prescribed in the foot-note to the form, shall invariably be entered.

 

Should an increase, decrease, disallowance or misclassification under any unit of expenditure be notified by the controlling or audit officer, the necessary corrections shall be made in red ink by plus or minus entries in the figures of allotment, expenditure and balances.

 

Money drawn from the treasury and not expended by the end of the month (such as refunds of carriage charges by escorts, etc.) should be refunded into the treasury either in cash or by short drawal in the next abstract contingent bill. Such refunds should be deducted from the expenditure total. The amount can be redrawn when required.

 

10-111. Heads of contingent expenditure – (1) Appendix N. 10-111(1) shows the units into which the contingent grants are divided. The distribution of allotment is published annually in the Police Gazette in May. Bills for pay and other charges duly sanctioned for the month of March and previous months may be paid in anticipation of communication of the budget. Similar expenditure may also be incurred in emergent cases during the months of April and May in anticipation of communication of the budget allotment, provided such expenditure does not exceed the average monthly expenditure of the previous year.

 

Note – This relaxation should not be regarded as a relaxation of the rule contained in paragraph 12-5 of the Punjab Budget Manual under which the Heads of Departments are required to carry out the distribution of the grant not later than the 1st May in each year.

 

(2) No salary charges of any kind (except for pay of hot weather establishment, pay of menials and of establishment of the police lands fund) and no additions to pay may be charged as contingent expenditure or included in contingent bills.

 

(3) All additional police contingent expenditure must directly concern the additional police post for which the provision for contingencies has been sanctioned. Expenditure which may legitimately be incurred under contingencies falls under the following heads:-

 

(i)        Buildings – ‘Hutting charges’ include not only the initial provision for buildings but also the expenditure necessary for their maintenance as well as rental charges. Where additional police are accommodated in existing police buildings, a portion of the repairs to such buildings should be debited to the General Police Fund.

 

(ii)       Furniture – No article of office equipment for the use of the supervisory gazetted staff should ordinarily be purchased out of the General Police Fund, but officers in direct charge of additional police posts may reasonably be supplied with such equipment. On the termination of a post this may be utilized elsewhere at the discretion of the Superintendent of Police of the district who should bear this in mind when making purchases initially. The same principle applies to the purchase of other equipment such as tables, chairs, benches and durries.

 

(iii)      Lighting charges – Provision should invariably be made for the adequate lighting of the building occupied by the additional police. This implies the incurring of initial expenditure on the purchase of lamps and recurring expenditure in the supply of oil for such lamps.

 

(iv)      Stationery – Such articles of stationery as are usually supplied by the Stationery Office and are required for use in connection with the post should be locally purchased by the Superintendent of Police (with the previous sanction of the Deputy Inspector-General of Police as required by serial No.20 of the table appended to rule 20-9 of the Book of Financial Powers amended by Punjab Government, Finance Department, Notification No. 24523, dated 26th September 1927) at the expense o the General Police Fund, not from the district allotment for contingencies. A limited amount of stationery may be used in the headquarters office, the work of which is often appreciably increased by the existence of additional police.

 

(v)       Traveling Allowance – Expenses incurred in the moving about of men working in additional police posts whether such charges would ordinarily be debitable to “Traveling Allowance” or to “Carriage of Constabulary”, should be met from the General Police Fund, provided that the journeys are definitely connected with the duties of the additional police.

 

(vi)      Allowances to Bhishtis and Sweepers – The wages of bhishtis and sweepers entertained for additional police posts should be met from the General Police Fund. They should not be appointed without the sanction of the Deputy Inspector-General of Police as required by Serial No.6 of the table appended to rule 20-9 of the Book of Financial Powers. Their pay should be subject to maximum of rs.13 per mensem, plus local compensatory allowance wherever sanctioned.

 

(vii)     Rewards – Rewards to the personnel of an additional police post should normally be met form the Additional Police Account.

 

(4) In no case should expenditure be incurred in excess of the amount sanctioned for contingencies, since there is no means of re-appropriation from some other source. Ordinarily the provision of 10 percent of salaries is ample to meet all demands, but if heavier expenditure is anticipated this fact should be represented when proposals for additional police are submitted to Government.

 

10-112. Abstract contingent bills – (1) When it is necessary to draw money for contingent expenses from the treasury, the accountant will draw a red ink line across the page of the register, add up the several columns and post the total of each unit in an abstract contingent bill in one of the following prescribed forms:-

 

(a)       For Contract Contingencies {Form 10-112(1)(1)]

 

(b)       For Audit Contingencies; Allowances and Honoraria Supplies and Services, and Police Land Funds [Form 10-112(1)(b)] – (Article 97, Civil Account Code, Volume I)

 

(2) The bill with all available vouchers, the numbers of which should be quoted in the bill, and the contingent register shall be laid before the head of the office, who shall compare the entries in the register with the payment orders and certify that the payment orders have been cancelled; that in the case of contract contingencies all vouchers for items above Rs.25 have been retained, and in the case of audited contingencies all vouchers for items above Rs.25 have been attached to the bill or will follow. He shall then sign the bill and also the corresponding entry in the cash distribution register (rule 10-42). When the Cash Book is checked every month, the officer checking it, or an officer specially detailed for the duty by the checking officer, should check contingent bills in the detail and certify in the contingent registers that vouchers for all items of expenditure have been received that the vouchers for items above Rs.25 have been forwarded to the Accountant-General and that all other vouchers have been so defaced that they cannot be used again.

 

(3) It has been ruled that the head of the office or the gazetted officer to whom the duty has been delegated (rule 10-2) must himself initial the entries in the contingent register. If this duty has been performed by a non-gazetted officer, during the absence of the gazetted officer, the latter must on return to headquarters review the register and re-initial the entries; any omissions in this respect shall be rectified without fall at the time of signing an abstract bill.

 

Note – Sub-vouchers for Rs.25 or under which are not submitted to the Audit Officer should be reserved for a period of one year, and those above that limit for 3 years. The vouchers should not, however, be destroyed even after the expiry of the prescribed periods until departmental audit for the relevant period has been conducted and any objections relating to those sub-vouchers have beer settled.

 

10-113. Clothing and Equipment allowances – (1) The following allowances are sanctioned by Government:-

 

(a)       An initial grant of Rs.8 on account of clothing and Rs.2 for equipment for each head constable and constable added to the sanctioned strength of the force. The grant for each head constable and constable added to the sanctioned strength of the force at the following places will be as shown against each:-

 

 

1. Simla District Rs. 19
2. Kasauly
3. Kyeland
4. Suraj
5. Dalhousie Rs. 15
6. Balun
7. Bakloh
8. Murree

(b)       An annual clothing allowance of Rs.8 (for Simla district Rs.12) for each head constable and constable calculated according to the sanctioned strength of the force. The annual clothing allowance for each head constable and constable sanctioned for the following places will be:-

 

For lower subordinates of Simla district Rs.19
For lower subordinates posted at:-
Police Station Kasauli
Kyelang
Suraj
Dalhousie Rs.15
Calun
Bakloh
Murree

 

(c)        An annual equipment allowance of rs.7 for each mounted head constable and constable and of Rs.2 for each unmounted and mounted head constable and constable.

 

(d)       An initial grant of Rs.15 for the provision of a bed and box for each head constable and constable added to the sanctioned strength of the force.

 

(e)        An initial grant of Rs.75 on account of clothing an of rs.125 on account of equipment for each upper subordinate on first appointment to the police department and each head constable promoted to officiated or promoted substantively to the rank of assistant sub-inspector and an annual grant of Rs.19 on account of clothing and of rs.6 on account of equipment for each upper subordinate borne on the sanctioned strength. The Lady Inspector, Government railway Police, shall be given a combined initial grant for clothing and equipment at Rs.140 and an annual renewal grant of Rs.80.

 

The initial and annual grants on account of clothing for upper subordinates sanctioned for the following places will be Rs.113 and Rs.32, respectively:-

 

1. Simla District
2. Police Station Kasauli (District Ambala)
3. Kyelang Kangra district
4. Suraj
5. Dalhousie Gurdaspur district
6. Calun
7. Bakloh
8. Murree (Rawalpindi district))

 

 

(f)        An annual grant in the case of officers of the Criminal Investigation Department as follows to enable them to make up their own clothing in lieu of free annual issues of uniform:-

 

Inspectors, sub-Inspectors and Assistant Sub-Inspectors     Rs.50 per annum

Head Constables and Foot Constables                                   Rs. 20 per annum

 

(g)       A sum equal to ten percent of the gross estimated total grant for police clothing and equipment, calculated according to the existing schedules, shall remain at the disposal of the Inspector-General as a reserve to enable him to meet any unforeseen items of special expenditure incurred by district officers on clothing and equipment. This amount shall be in addition to the gross estimated grant and shall not be deducted from it. When any reduction in establishment is made during the year after the annual clothing and equipment allowances for that year have been drawn, a proportionate reduction from the date on which the establishment was reduced shall be made in the allotment for the succeeding financial year.

 

(2) Charges for clothing and equipment in the case of existing establishment shall be drawn in each year immediately after the annual budget allotment statement of contingent expenditure has been published for each district, by separate special contingent bills [ A and T No. 309} and shall show the number of men for whom the charge is made and the rater per man. When additions to establishment are sanctioned the allowance (a), (b) and (c) shall also be drawn by special contingent bills in the same form, on receipt of such sanction. Such bills will be presented at the treasury and the amounts will be credited by the treasury officer to the police deposit account.

 

Note – Such bills should be endorsed “not payable in cash, but by transfer account” and headed “special contingent bill for the financial year 19   ”.

 

The following certificate shall be added and signed by the Superintendent when drawing the sum referred to in clause (c) of sub-rule(1) above:-

 

Certified that I have satisfied my self that the sum of Rs__________ at the rate of Rs.16 per head has been paid to ____________________ lower subordinates of this district who were enlisted prior to the 1st April 1905 and who have ceased to be members of the clothing fund.

 

(3) In the event of the allotment on account of clothing and equipment being reduced for any reason, the amount in question shall be deducted both from the police deposit account and the budget allotment by means of entries on the disbursement side of the general cash book, contingent register and the cheque book. The necessary intimation shall at the same time be made by the Superintendent direct to the Accountant-General, with a view to the necessary correction being made in that officer’s books and those of the treasury officer concerned.

 

10-113-A. Contingent charges not to be drawn as an advance – The postponement of payment for charges incurred, or the drawing of money not required for immediate disbursement is strictly prohibited. When it is necessary to advance funds to a police officer or contractor for the purchase of material for the carrying out of Government work, the Superintendent of Police is responsible that receipt vouchers, showing that the full amount has been actually spent of purchase of such material, shall be obtained within one month, in support of the contingent bill on which the sum for advance payment was drawn.

 

10-113-B. Money which lapses – Money drawn against the budget allotment of disbursing officers, but not spent up to the 31st March, will lapse to Government and must be refunded to the treasury by short drawal. Such sums can only be drawn again from the fresh budget allotment and under a fresh order of the proper sanctioning authority.

 

10-114. Contingent charges pertaining to a month – Contingent charges are to be recorded as charges of the month in which they were actually disbursed form the treasury; and if an abstract contingent bill headed as belonging to one month be presented or re-presented for payment in the next, it will be returned for correction, as it must be treated in the accounts as a charge of the month in which the money is actually disbursed form the treasury. (Article 90, Civil Account Code.)

 

10-115. Inter-departmental transfers – (1) Detailed rules on this subject are contained in Rule 8-21 of Punjab Financial Rules Volume I (Financial Hand Book No.2). Payments of amounts due by one public department to another should ordinarily be made by book transfer.

 

(2) Work bills received form other departments for articles supplied should be checked and, if correct, passed without delay by countersigning both copies. The amount to all work bills so passed shall be added below the total of disbursement in the grand total of the next abstract contingent bill presented for payment, entries to correspondence being made in the appropriate columns of the contingent register. Of the two copies of the bill one shall be returned to the sender, and the other placed in the appropriate monthly file of receipt vouchers (rule 10-35). A note should be made in red ink on the copy to be returned to the sender showing in which month’s departmental return credit has been taken for the volume of the supply.

 

10-116. Expenditure for other officers – Contingent expenditure may be incurred for other officers of the Police Department up to Rs.50 in the circumstances covered by Article 112, Civil Account Code. Where expenditure of more than Rs.50 is thus incurred in one financial year application should be made for an extra budget grant.

 

10-117. Railway Warrants – (1) Railway warrants in Form No. 10-117(1) shall be issued only in cases of emergency or when the amount available in the permanent advance is not sufficient to meet the cost of the fares of the party or individual police officer proceeding on duty by rail, and for constables proceeding on courses of training Books of railway warrant forms shall be kept in the office of the Superintendent under lock and key in charge of the head clerk. One book at a time may be issued to the Lines officer, who may issue warrants under the restrictions set forth above. The book shall be kept under lock and key and the Lines Officer shall be held personally responsible for its proper custody. Warrants may be used by Police Officers when travelling by rail on duty. They must not be used in lieu of leave warrants issued free to members of the Punjab Railway Police under rule 2-120 of Travelling Allowance Rules, – vide sub-rule 10-117(3) below. Detailed instructions for the use of warrants are given on the back of the form.

 

(2)(a) When a party to whom a warrant has been issued returns, the senior police officer shall hand in the foil of the railway warrant headed “ for Superintendent of Police” to the Lines officer, who after noting on the corresponding counterfoil “Duplicate received back on (date) and forwarded to accountant”, shall forward the foil in question to the accountant for record. This will ensure copies being available both in the lines and the office for checking travelling allowance bills. The gazetted officer in charge of lines shall check the railway warrant book once a month and sign each counterfoil in token of having satisfied himself that its use was really necessary. All the foils received by the accountant during a month shall ten be entered in a statement showing the number, date and amount of each warrant, and this statement, after being countersigned by the Superintendent, shall be forwarded to the Accountant-General, not later than the 10th of the month following that to which the warrants relate. These statements will be compared in the Audit Office with the third foils of warrants, to satisfy himself that they have all been properly issued and properly used, and to inflict and recover penalties for improper use. Any police officer using a railway warrant contrary to these rules shall, in addition to undergoing such other penalty as a competent authority may award, be required to refund the amount of the fares entered in the warrant. Such deductions shall be credited in the treasury, either in cash or by short-drawal.

 

(b)       If the travelling party is required to return to the place of departure; the officer issuing the warrant for the outward journey shall issue also a second warrant for the return journey; but if the return journey will start from a station in another province, money for the purchase of railway fares for such return journey shall be advanced to the officer in charge of the party before it departs on its outward journey. If a warrant for a return journey is lost or mislaid, the officer in charge of the party shall obtain and advance for the purchase of necessary fares from the permanent advance of the nearest police officer, whether in the same or another district.

 

(3) Members of the Punjab Railway Police whose homes lie in areas not served by the North-Western Railway may, when proceeding on leave to their homes and returning from such leave be granted warrants for the fare by rail to which they are entitled under Travelling Allowance Rule 2-15, provided that :-

 

(i)        they would be eligible for free passes if they were living within an area served by the North-Western Railway, and

 

(ii)       the number of warrants shall not exceed three return warrants per man in one year (Rule 2-120, T.A. Rules).

 

 

Note – The North-Western Railway Administration have agreed to the issue of return tickets (ordinary or week-end) on presentation of a warrant and use should be made of this concession whenever the nature of the duty for which the journey is undertaken permits of its utilisation. The fact that return tickets are required should be indicated by the word “Return” written in bold letters in red ink across the top of the form.

 

 

10-118. Tour charges – (1) Marching establishment may be entertained by the following officers whilst they are in camp and when their camps are necessarily kept up, subject to the maximum number of the servants shown against them:-

 

 

Superintendents, Assistant and Deputy Superintendents One Khalasi at Rs.13 per mensem
Inspector-General and Deputy Insepectors-General Two Khalasis at Rs.13 per mensem each

 

 

(2) In every case where Government tents are taken by gazetted officers on tour, whether for their own or their office use or for that of their private servants, half the carriage will be borne by Government and the other half shall be paid bythe officer or officers using the tents.

 

 

(3) Tents occupied by inspectors and sub-inspectors of police (including European sergeants) on tour, and tents occupied by police guards or chaprasis will be carried wholly at Government expense. All such charges as well as those incurred in connection with the carriage of office registers, records stationers, etc., taken on tour will be shown under contingent head “Tour Charges”. The scale of tentage authorised is given in rule 5-20.

 

 

10-119. Record – Applications and bills appertaining ot the payment of each class of contingent charges shall be kept in monthly files and arranged according to the serial numbers of the vouchers, the relevant voucher number being quoted in red ink on the top of the papers relating to it.

 


Part VII

Travelling Allowance

 

10-120. Sphere of duty – The sphere of duty for purposes of travelling allowance has been defined (Rule 1-23, Travelling Allowance Rules) as follows for different chases of Police officers:-

 

Serial No Class of Officer Sphere of duty Authority competent of allowance journeys beyond sphere of duty Extent
1 2 3 4 5
1. The Deputy Inspector-General of Police, Criminal Investigation Department, Punjab, and Gazetter officers of Government Railway Police and Criminal Investigation Department. The Province Inspector-Genral of Police Full powers in individual cases, provided that   the absence, is for reasons of a public nature which should be stated and does not exceed 14 days in each case
2. Deputy Inspectors-General of Police Rangers Respective Range Ditto Ditto
3. The Assistant Inspector-General of Police, Punjab The Province Ditto Ditto
4. Gazetted Officers attached to districts The boundaries of their districts Deputy Inspector-General of Police Ditto
5. Prosecuting Inspectors and Sub-Inspectors and Reserve, City and Cantonment Inspectors Their headquarters stations The Superintendent of Police under whose orders they are serving Ditto
6. Inspectors Sub-Inspectors Assistant Sub-Inspectors, Head Constables and Constables of the C.I.D., Punjab The Civil Station of Lahore or any other station to which such officer may be posted temporarily or permanently by specific order The Superintendent of Police under whose orders they are serving
7. Inspectors Sergeants, Sub-Inspectors, Assistant Sub-Inspectors, Head Constables and Constables of the Government Railway Police, Punjab The Railway Police District The Assistant Inspector-General, Government Railway Police Full powers in individual cass, provided that the absence is for reasons of a public nature which should be stated and does not exceed 14 days in each case

 

Serial No Class of Officer Sphere of duty Authority competent of allowance journeys beyond sphere of duty Extent
1 2 3 4 5
8. Other Inspectors, Sergeants, Sub-Inspectors and Assistant Sub-Inspectors The boundaries of their districts The Superintendent of Police under whose orders they are serving Full powers in individual cass, provided that the absence is for reasons of a public nature which should be stated and does not exceed 14 days in each case
9. Other Head Constables and Constables The boundaries of the tahsil within which their headquarters are situated Ditto Ditto
10. Inspectors, Sergeants, Head Constables and Clerks of Motor Vehicles Staff Headquarters of the group Superintendent of Police of the district in which group headquarters are fixed

 

Note – A Police Officer acting in the exercise of his legal powers does not require prior sanction to proceed beyond his sphere of duty.

 

10-121. Rates of travelling allowance admissible to police officers – Appendix 10-121(a) and (b) show the rates of travelling allowances admissible to police officer for different classes of journey.

 

10-122. Mileage allowance – A mileage allowance is an allowance calculated on the distance travelled, which is given to meet the cost of particular journey on the principles explained in rule 2-25, Travelling Allowance Rules. Mileage allowance will ordinarily be granted by the route which is the cheapest and most expeditious.

 

10-123. Point of commencement and end of journey – The point in any station at which a journey is held to commence or end is the chief public office or such other Point as may be fixed for the purpose by the Provincial Government. (Rule 2-27, T.A. Rules). A list of points thus fixed is given in Appendix D of the same rules.

 

10-124. Mileage allowance for journeys by railway, sea or by river steamer – For the purpose of calculating mileage allowances by rail and steamer the class of accommodation sanctioned for a police officer in rule 10-121 is further defined as follows (Rules 2-29 and 2-32 of the Punjab Travelling Allowance Rules) :-

 

Class accommodation By Railway By sea or by river steamer
First class Highest class Highest class
Second class Second, or, if the line by which he travels provides no second class accommodation on any train, the highest class Second class – If there be two classes only on the steamer, the higher class, if there be more than two classes, middle or second class.
Intermediate class (1) On any railway which provides no intermediate class accommodation on any of the trains which stop at the stations to and from which the police officer is travelling:- (1) If there be two clases only on the steamer the lower class:-If there be three classes, middle or second class;

If there be four classes, third class

(i) Where there are two classes only, lower class; and 

(ii) Where there are three classes, second class if his pay is not less than Rs.100 and third class if it is less than Rs.100

(2) On any railway which provides intermediate class accommodation on trains which stop at the stations to and from which he is travelling, intermediate class

Provided that competent authority may direct that any Government servant whose pay does not exceed Rs.45 is entitled, for journeys generally or for particular journeys, to accommodation in lowest class
Third Class Lowest class Lowest class

 

Note – In cases where the intermediate or third class railway fare is higher for journeys made by faster trains than it is for journeys made by other trains, police officers entitled to the intermediate or third class of railway fare will not in general be allowed to draw mileage allowance regulated by the higher rate unless special reason can be shown for the necessity of travelling by the faster train and, in the case of transfers and recalls from leave, such mode of travel was expressly ordered in advance.

 

10-125. Mileage allowance for journeys by road – (1) For the purpose of these rules, travelling by road includes travelling by sea or river in a steam or motor launch or in any vessel other than a steamship, and travelling by canal.

 

(2) In calculating mileage allowance for journeys by road, fractions of a mile should be omitted from the total of a bill for any one journey but not from the various items which makeup the bill.

 

(3) If a police officer travels by stage carriage he can receive 1-2/3 fares actually paid in exchange for mileage (Rules 2-38 – 2-40 of T.A. Rules).

 

10-126. Mileage allowance for Journeys performed by motor car or motor cycle – Police officers travelling by motor car or motor cycle between places connected by railway may be allowed mileage allowance; provided that the Inspector-General, or the Deputy Inspector-General in respect of journeys by officers serving under them within such officers districts, certifies that the journey was performed in the public interest (Rule 2-41 T.A. Rules). For the purpose of this rule the fact that a motor car or cycle may be required for duty within the limits of another station is not in itself sufficient justification for a claim.

 

10-127. Journeys by special conveyance – When a police officer is required by the order of a superior authority to travel by special means of conveyance, the cost of which exceeds the amount of the daily allowance of mileage allowance admissible to him under the ordinary rules, he may draw the actual cost of travelling in lieu of such daily or mileage allowance. The bill for the actual cost must be supported by a certificate signed by the officer ordering the journey and countersigned by the controlling officer, that the use of the special means of conveyance was absolutely necessary, and specifying the circumstances which rendered it necessary (Rule 2-45 T.A. Rules).

 

10-128. Definition of tour – A police officer is on tour when absent on duty from his headquarters either within, or, with proper sanction (vide rule 10-120), beyond his sphere of duty. A journey to a hill station is not treated as a journey on tour (Rule 2-47, T.A Rules).

 

10-129. Distance to be travelled before daily allowance is admissible – Daily allowance may not be drawn for any day on which a police officer does not reach a point outside a radius of five miles from his headquarters or return to his headquarters from a similar point. The actual amounts which may be spent on tolls and on fares for journeys by railway or other public conveyance within five miles of headquarters may be drawn. (Rule 2.1 and 2.2 of the TA Rules, 1976].

 

Note: The term radius of five miles should be interpreted as meaning a distance of five miles by the shortest practicable route by which a traveller can reach his destination by the ordinary modes of travelling.

 

10-130. Halts on tour – Daily allowance may be drawn for a halt on tour or on a holiday occurring during a tour, provided, as a general rule, that the halt in any one place does not exceed ten days. After a continuous halt of ten days, the halting place ordinarily regarded as the officer’s temporary headquarters. Fro the method of calculating the duration of a halt, and the conditions under which daily allowance for prolonged halts may be granted, Travelling Allowance Rules 2-55 to 2-57 should be consulted.

 

10-131. Mileage allowance on tour – (1) When a journey by road only is performed mileage allowance may be drawn in addition to daily allowance for such portion of the journey as is in excess of (a) 25 miles if the journey starts from and ends with the same place on the same day; and (b) 15 miles in other cases. If, however, the mileage for the firs 25 to 15 miles (as the case may be) be less than the daily allowance, mileage should be drawn instead of daily allowance, provided the mileage calculated for the entire journey be not less than the daily allowance. For journeys from headquarters and back not exceeding 25 miles performed on the same day to a place beyond a radius of 5 miles the travelling allowance drawn should be mileage allowance or daily allowance, whichever is less.

 

(2) For journeys by rail or steamer, in addition to the rates admissible for such journeys, half daily allowance may be drawn for the day of departure and arrival including days of departure from and arrival at headquarters.

 

(3) When on any day, a journey by road is combined with a constable, may draw, in lieu of his daily allowance, mileage allowance in respect of the journey by rail or steamer or both plus either (1 half daily allowance of (2 if the journey by road does not exceed (a) 25 miles if it starts from, and ends with the same place on the same day, and (b) 15 miles in other cases, mileage allowance restricted to daily allowance. If these limits are exceeded he may draw in addition mileage allowance for the excess number of miles. Mileage allowance under this rule is calculated to and from the railway station.

 

Note 1 – Short journeys within a radius of five miles from headquarters may not be added to other journeys when calculating the distance travelled by road or the amount of mileage allowance admissible for road journeys.

 

Note 2 – in the case of a journey by a sub-inspector or assistant sub-inspector the place visited must be beyond his jurisdiction

 

(4) When a journey by road is performed in a private motor vehicle, which is not the property of the Government servant travelling, travelling allowance will be regulated by 1[21][rule 2-30©, (d) and (e) of the TA Rules, 1976] .

 

Note 1 – When two or more Government servants travel in a motor vehicle belonging to one of them the travelling allowance of the owner of the vehicle will be regulated by the ordinary rules, and the travelling allowance of the other government servants, travelling with the owner will be regulated by the rule referred to in sub-rule(4) above even though they may have incurred some expense for the use or propulsion of the vehicle in question.

 

Note 2 – The words “private motor vehicle” used in sub-rule(4) do not include pubic motor vehicles plying for hire (Rules 2-59 – 2-61-A, T.A. Rules).

 

2[10-132. Rules specially applicable to constables – The following provisions apply to constables as distinct form other ranks in the police force:-

 

(i)        For journeys by rail, mileage allowance may be drawn in addition to daily allowance for each day. (Rule 2-63(a), T.A. Rules).

 

(ii)       For journey by sea or river steamer, daily allowance at double the rate ordinarily admissible to him may be drawn in addition to mileage allowance, provided that, whatever be the nature of other journeys which may be combined with the steamer journey, no further daily allowance may be drawn for any day for which this double allowance is drawn (Rule 2-63(b), T.A. Rules).

 

(iii)      For a journey by road mileage and daily allowances at the rates allowed for “interior serve” are admissible on the same terms as for other police officers (rule 10-121) and, on any day when a constable travels by public or hired conveyance, mileage allowance may be drawn instead of daily allowance, provided the head of the officer certifies the necessity of such mode of travel. If, However, the journey is performed in a private motor vehicle (belonging to another Government servant) for the use of propulsion of which he does not incur any expense, he will draw daily allowance only in respect of this journey and no mileage allowance.

 

(iv)      For a journey by road combined with journey by railway or steamer, or both, the allowances admissible for the rail or steamer journeys under clauses (i) or (ii), as the case may be, and for road journeys under clause (iii) subject to the restrictions in clause (ii) regarding daily allowance (Rule 2-63, Travelling allowance Rules)

 

10-133. When travelling allowance for journeys on tour is inadmissible. Except in the cases mentioned below, police officers, including those in the Criminal Investigation Department, below the rank of inspector are not entitled to travelling allowance for journeys on tour within their sphere of duty (as defined in rule 10.120) other than journeys by rail or steamer.

 

Exception No. I. – Sub-inspector and assistant sub-inspectors are entitled to draw daily allowance at the ordinary rates for all journeys on duty :-

 

  • of more than 10 miles from their headquarters if they travel by a motor conveyance;
  • of more than 15 miles from their headquarters if they travel by any other mode of conveyance;

 

Provided that in both cases if the sub-inspector or assistant sub-inspector is attached to & police station, the place to which he travels is beyond the limits of the police station.

 

Note: – In the case of a road journey combined with a journey by railway or steamer or both and which exceeds the limits laid sown in exception I, the travelling allowance admissible under rule 2-66 of the Travelling Allowance Rules.

 

Exception No. II. – Head Constables and Constables may draw actual expenses for journeys by boat where this is the ordinary mode of travelling.

 

Exception No. III. – Police officers attached under proper authority to the camp of magistrates or gazetted police officers as court of personal orderlies.

 

Exception No. IV. – Police officers employed as clerks in district or railway police officer.

 

Exception No. V . – A police officer below the rank of Inspector may draw travelling allowance for a journey performed by motor omnibus or other road vehicle either within or beyond his sphere of duty –

 

  • between places not connected by rail, or
  • between places connected by road as well as by rail when the road route is the shorter or when the journey by rail, although shorter in distance, would cause inordinate delay ;

 

Provided that the Superintendent of Police certifies on the travelling allowance bill that the journey was necessary in the public interest and that no other form of travelling allowance has been drawn.

 

Note I. – In certifying that the journey was necessary in the public interest, the Superintendent of Police shall verify that the purpose of the journey was one for which travelling allowance is ordinarily admissible under the provisions of the Punjab Travelling Allowance Rules.

 

Note 2. – See also Police Rules 22.43.

 

Exception No. VI. – The staff employed on the mobile police patrol when the distance travelled is more than 20 miles from head quarters. (Appendix E to T. A. Rules).

 

Exception No. VII. – Sergeants of Police employed to control motor traffic on the Rawalpindi – Murree and Pathankot – Dharamasla roads, will be entitled to draw daily allowance for any day on which they are absent from their headquarters for more than eight consecutive hours.

 

Exception No. VIII. – Police Officers are permitted to draw travelling allowance for journeys by road within their sphere of duty made in public motor vehicles provided that the amount is not more than the railway fare between the two places and provided also that the journey if it had not been performed by a public motor vehicle would have been performed by rail.

 

3[22][10.134. Special Provisions regarding tours . – (I) The Inspector – General may authorise a police officer, who is compelled by a sudden emergency to leave his camp and travel rapidly to a place more than twenty miles distant, to draw, in addition to mileage and daily allowance, the actual cost of maintaining his camp, up to the amount of the rate of daily allowance admissible to such officer. (Rule 2.64, T. A. Rules).

 

(2) The Inspector – General may, by special order in each case, allow an officer to draw, in addition to daily or mileage allowance or both, the actual cost of transporting by rail or boat his horse, motor car or other means of conveyance and camp equipment, provided he is satisfied that the interests of the public service are served by such action. (For detiale conditions see rule 2.66, T. A. Rules).

 

(3)       Tent pitchers, not being enrolled polic officers, may draw travelling allowance, when accompanying an officer on tour for which travelling allowance is not drawn for more than two men of the menial establishment. Constables employed as tent pitchers will draw the travelling allowance admissible to their rank. (Rule 2.50 (note 3), T. A. Rules).

 

(4)       By special order in each case the Inspector – General may permit the recovery of the actual cost of maintaining camp equipage during halts at or within a five mile radius of headquarters. (Rule 2.71, T. A. Rules).

 

1[23][10-135. Travelling allowance admissible to Railway Police. – The special provisions governing the travelling allowances admissible to railway police officers on tour are contained in rule 2.68 of the Travelling Allowance Rules. The assistant Inspector – General, Government Railway Police, is responsible that those provisions are understood and observed by police officers and clerks serving under him. (Rule 2.68, T. A. Rules).

 

10-136. Travelling allowance for joining first appointment. – (I) Persons appointed direct from outside Government service to a post, whether permanent or temporary in the Police Department above the rank of head Constable (or, in the case of the clerical cadre, above the grade of Junior Clerk) shall at the discretion of the Inspector – General of Police, be permitted to draw travelling allowance for a journey performed in order to join such appointment at the rates authorised for that appointment for a journey on tour provided that the journey actually necessary in the circumstances of each case is over 100 miles, and that in no case shall allowance be drawn for any halt in the course of such journey (Rule 2.80 of Travelling Allowance Rules).

 

(2)       The concession contained in this rule does not include a journey by a candidate to attend a medical or selection board or to obtain a health certificate.

 

(3)       The case of the journey of a probationary Assistant Superintendent of Police appointed in England from the port a which he lands in India to the station to which he is ordered to proceed is governed by rule 2.78 of the Travelling Allowance Rules.

 

(4)       A Person, to whom travelling allowance has been granted on first appointment under this rule, may on the cessation of his temporary employment, be granted travelling allowance to return to the place at which he was engaged, under the conditions prescribed in rule 2.116 of the Travelling Allowance Rules.

 

10-137. Rates of travelling allowance under this rule. – Travelling allowance under rule 10.136 should be calculated as for a journey on tour, but no allowance may be drawn for halts on the journeys. (Rules 2.79 and 2.117, T. A. Rules).

 

10-138. travelling allowance on transfer. – Travelling allowance may be drawn on transfer from one station to another for the public convenience, if the police officer concerned is entitled to pay during the period occupied by the journey, but not otherwise, unless the authority sanctioning the transfer for special reasons which should be recorded, authorities such allowance. (Rules 3.1 & 3.2 T. A. Rules, 1976).

 

Travelling allowance is not admissible to an officer, who is transferred at his own request or in consequence of misconduct, unless the authority sanctioning the transfer, for special reasons, which should be recorded, otherwise directs. Travelling allowance for such journeys shall be calculated according to rule 2.84 and 2.89 (as regards police constables) of the Travelling Allowance Rules.

 

10-139. Justification of Claim. –     Countersigning and controlling officers are required to satisfy themselves that claims, especially those in regard to transport of conveyances and personal effects, are reasonable. Claims must be supported by certificates showing (a) in the case of families, the numbers and relationship of those for whom claims made (b) in the case of conveyances and personal effects, details and, if possible, the original receipts for the payments made, together with a certificate that the actual expense incurred was not less than the sum claimed. (Rules 2.174 (c), 2.84 (C), 2.84 (B), T. A. Rules).

 

1[24][10-140. Special cases. – In the following special cases allowances may be drawn according to the rules of the Travelling Allowance Rules quoted against each:-

 

(i)        When in consequence of transfer or deputation an officer’s family has to be sent to a station other than his new headquarters. (T. A. Rules 2.86).

 

(ii)       When an officer is allowed to hand or take over charge at a place other than his headquarters. (T. A. Rule 2.85).

 

(iii)      When an officer is appointed to a new post while in transit, takes leave before joining, or wile in transit to his new post, or is posted to a new station on return from leave. (T. A. Rules 2.91 to 2.94).

 

2[10-141. Allowances to Railway Police on transfer – Railway police officer on transfer within railway police jurisdiction are entitled to the allowances prescribed by rule 2.88 of the Travelling Allowance Rules, but police officered from the railway to the district police, or vide versa, are entitled to allowances on the scales prescribed in Appendix 10-121 (b).

 

10-142. Travelling allowances for journeys to and from hill stations – Special rules which govern the grant of travelling allowance to the Inspector – General and Deputy Inspector – General, Crime Investigation Department, and officers and clerks of their offices moving to and from Simla with the headquarters of Government, are contained in Appendix J of the Travelling Allowance Rules. The rules governing the move to hill stations within their spheres of duty of Deputy Inspectors – General of Ranges are contained in Appendix K of the same rules.

 

10-143. Allowances to officers travelling to a hill station by order of a superior authority or with in their sphere of duty – Up to a limit of ten days or the time required for the performance of a specific duty, whichever is less, officers may draw travelling allowance as for a journey on tour for visits to hill stations and the satins visited immediately before and after the halt at the hill station, will be forfeited. (Rule 6.7, 6.8 and 6.9, T. A. Rules, 1976).

 

Notwithstanding the above restrictions, the Inspector – General may allow, by special order in each case, extended halts or the extension of the stay during holidays or casual leave, and, with the sanction of the Provincial Government, may allow travelling allowance to an officer retained for duty in a hill station on expiry of casual leave.

 

Travelling allowance bills of all gazetted officers on account of visits to or halts at hill stations require the countersignature of the Inspector – General.

 

10-144. Officers permitted to perform their duties at a hill station for their own convenience – Police officers, other than Deputy Inspector-General of Rangers, whose case is covered by rule 10-143 above, who perform their duties at a hill station for their own convenience, are entitled to no travelling allowance either for the period of their stay, or for the journeys between the hill station and their headquarters in the plains, or the place in the plains which they visit in the course of a tour immediately before proceeding to or after leaving the hill station. Deputy Inspectors-General are responsible for the correct observance of this rule (Rule 2-97, T.A. Rules).

10-145. Visits to hill stations within sphere of duty – A Superintendent of Police is permitted to take his work to any hill station situated within the limits of his district under the following conditions:-

 

(a)       He may spend two periods of not more than fifteen days each at such hill station between 15th May and 15th October with the permission of the Deputy Inspector-General and with the concurrence of Deputy Commissioner. The grant of travelling allowance will be subject to the rules in Part II – class A of Appendix K of the Travelling Allowance Rules.

 

(b)       If he proceeds on duty to such hill station between the same dates and draws travelling allowance and halting allowance for ten days under rule 10-143 he shall forfeit the right to one period of 15 days recess for each occasion on which travelling and halting allowances are so charged.

 

(c)        When more then on Superintendent of Police is posted to the district, one such officer shall remain at headquarters or on tour in the plains during the period that any other such officer is taking a recess in the hills.

 

(d)       In the case of the Superintendent of Police, Rawalpindi, the tow periods of days apply, but not clause (b).

 

10-146. Allowances for journeys to attend departmental or language examination – (1) A police officer is entitled to draw travelling allowance as for a journey on tour but excluding any halts on the journey for the journey to and from the place at which he appears for an examination of any of the following kinds:-

 

(a)       An obligatory departmental or language examination.

 

(b)       An examination in the Pushtu or Baluchi languages, subject to permission to appear in the examination having been obtained in advance from the Inspector-General.

 

(c)        The prosecuting inspector examination, provided the officer has permission to attend.

 

(d)       Any other examination to which this concession may from time to time be extended (Rule 2-98, T.A. Rules)

 

(2) The grant of travelling allowances under the above rule is subject to the following conditions:-

 

(a)       travelling allowance shall not be drawn under this rule more than twice for any particular examination or standard of examination; and

(b)       the Inspector-General may disallow travelling allowance under this rule to any candidate who, on the showing of the report of the board of examiners :-

 

(i)        has culpably neglected the duty of preparing himself for an obligatory examination, or

 

(ii)       does not display a reasonable standard of proficiency in an examination which is not obligatory,

 

(iii)      in the case of the prosecuting inspectors’ examination, does not pass in at least on subject.

 

(3) A police officer who obtains a reward for proficiency by any standard in an oriental language, or who for the first time obtains a degree of honour in any language, in the second division, is entitled to draw travelling allowance for the journey to and from the place of examination.

 

Note – These concessions may be extended, with the sanction of the Provincial Government to officers who, during or while travelling to attend the examination, were on leave on average pay not exceeding four months.

 

(4) Accepted candidates for the post of prosecuting inspector may be permitted to draw travelling allowance for journeys to attend departmental examinations to and from the place of such examinations, provided that:-

 

(i)        in each case the candidate passes in at least one subject at the examination for attending which travelling allowance is claimed; and

 

(ii)       In no case can travelling allowance be drawn more than twice in respect of any one complete examination (Appendix L of the T.A. Rules)

 

10-147. Travelling allowance to officer on leave – Except as provided in the note to rule 10-146 travelling allowance may be drawn by Government servants in the police department for journeys performed while on leave only under the following circumstances:-

 

(i)        to an officer compulsorily recalled to duty one month or more before the expiry of his leave – mileage allowance for journey from the place at which the order of recall reaches him, or from the port of landing in cases of recall from overseas, to the station to which he is recalled. The authority ordering the recall has discretion to grant mileage allowance if the leave is curtailed by less than one month ( Rule 2-108, T.A. Rules). Allowances cannot be drawn under this rule in addition to those admissible under rule 10-143(3).

 

(ii)       to a non-gazetted officer compulsorily recalled from leave exceeding four months and posted, on pay not exceeding Rs.400 per mensem, to a station more than 200 miles distant from his old station – allowance as for a journey on transfer for himself and his family, subject to the maxima and conditions prescribed in rule 2-84 of the Travelling Allowance Rules (Rule 2-110, T.A. Rules)

 

10-148. Travelling allowance for journeys to give evidence – The following provisions govern the grant of travelling allowance to a police officer who is summoned to give evidence :-

(a)       in a criminal case, a case before a court-martial, a civil case to which Government is party or a departmental enquiry held by a properly constituted authority in British India, or

(b)       before a court in an Indian State or in foreign territory;

 

Provided that the facts as to which he is to give evidence have come to his knowledge in the discharge of his public duties:-

 

(i)        He may draw travelling allowance as for a journey on tour attaching to his bill a certificate of attendance given by the court or other authority which summoned him.

 

  • When he draws travelling allowance, he may not accept any payment of his expenses from the court or authority. Any fees which may be deposited in the court for the travelling and subsistence allowance of the witness must be credited to Government.
  • If the Court in which he gives evidence is situated within five miles of his headquarters and no travelling allowance is therefore, admissible for the journey, he may accept such payment of actual travelling expenses as the Court may make [Rule 4.9 of the TA Rules, 1976).

 

Note 1 – A police officer summoned to give evidence, who has to undertake a journey for the purpose while on leave is entitled to the concessions described in this rule.

 

Note 2 – When a police officer summoned as a witness in a criminal case, or in a civil case to which Government is a party, claims travelling allowance under this rule a certificate from the court should be attached to the bill showing that he has been paid no travelling or subsistence allowance under the rules of the court.

 

10-149. Payment of expenses in cases where travelling allowance is not drawn – A police officer summoned to give evidence in circumstances other than those described in rule 10-148 is not entitled to any payments other than those admissible by the rules of the court. If the court pays him any sum as subsistence allowance or compensation, apart from payment for travelling expenses, he must credit that sum to Government before drawing full pay for the day or days of absence (Rule 4.9 , T.A. Rules, 1976)

 

10-150. Travelling allowance to police officers charged in criminal or civil cases – The Provincial Government may sanction travelling allowance under rule 10-148 in cases in which police officers are compelled to answer criminal or civil cases brought against them in respect of acts done by them in the discharge of their official duty, and in which Government has decided to undertake their defence at the public cost. (Rule 2-121, T.A. Rules)

 

10-151. Travelling allowance for journeys to obtain medical advice – (1) If, owing to there being no medical officer of Government at the station at which he is posted a police officer is compelled to travel to another station, he may, on production of a certificate from the medical officer consulted that the journey was absolutely concession is not authorised for journeys to consult a dentist (Rule 4.14, T.A. Rules).

 

(2) travelling allowance may similarly be drawn for a journey to obtain a medical certificate, but not for one to obtain counter-signature on such a certificate (Rule 2-123, R.A. Rules).

 

(3) Prior sanction of the controlling officer is necessary for journeys of the nature referred to in sub-rules (1) and (2) above, if risk to the officer requiring medical advice is not entailed by the delay thereby involved (Rule 2-124, T.A. Rules).

 

(4) The grant of travelling allowance to a member of a superior civil service, who is of non-Asiatic domicile serving in a station where there is no medical officer appointed by Government to attend hi, or his family, is governed by rules 2-121-A and 2-121-B, of the Travelling Allowance Rules.

 

10-152. Journey to appear before a medical board preliminary to retirement – (1) A police officer who id directed by his official superior, in the interests of the public service, to apply for an invalid pension may, if he be required to make a journey in order to appear before a medical board, draw his actual travelling expenses, subject to a maximum of the amount of travelling allowance to his head-quarters after appearing before the medical board, he may draw his actual expenses subject to the same maximum. In both cases his travelling allowance bill must be supported by a certificate that he was directed to apply for an invalid pension in the interests of the public service, and that he did not voluntarily ask to retire (Rule 2-126, T.A. Rules).

 

(2) The Inspector-General may allow actual expenses, as limited by the above rule, to be drawn by a police officer who voluntarily applies for an invalid pension; provided that the authority is satisfied that the circumstances of the applicant are such as to justify the concession (Rule 2-127, R.A. Rules)

 

(3) A Government servant who has been directed to apply for, or, is in receipt of, a wound or disability pension from provincial revenues, may, for the journeys made to obtain a certificate from a Medical Board for the grant of or the continuance of his pension, draw his actual expense, subject to a maximum of the amount of travelling allowance calculated for the journey from his headquarters to the place where the Medical Board is held and back (Rule 2-126-A, T.A. Rules)

 

(4) Except as provided above no travelling allowances is admissible for a journey undertaken in order to appear before a medical board (Rule 2-128, T.A. Rules)

 

Note: Travelling allowance under this and rule 10.151 should be calculated as for a journey on tour, but no allowance may be drawn for halts on the journey. (Rule 2.219, TA Rules, 1976).

 

10-153. Travelling allowance for journeys during a course of training – (1) Police officer are authorised to draw travelling allowance as follows for journeys in connection with the course of training:-

 

(a)       for the original journey from his place of posting to the place of training and for the journey on return at the conclusion of the course, whether to the same or to another place of posting, at the course exceeds six weeks in duration; otherwise at the rates authorised for a journey on tour.

 

(b)       for journeys on duty performed under due authority during the course of training at the rates authorised for journeys on tour.

 

(2) When a course of training is divided into two or more terms, each of more than six weeks in duration, travelling allowance for journeys performed from the place of training and back to it again at the end of one term and the beginning of the next shall, if the interval has been spent in a continuation of training in some other place, ordinarily be drawn at the rates authorised for journeys on tour; provided that the Deputy Inspector-General in control of the course of training in question may, by special order in each case, permit the allowance to be drawn at rates authorized for journeys on transfer, if satisfied that the actual expense between two terms is treated as vacation, no travelling allowance will be admissible for journeys performed in proceeding on or returning from such vacation.

 

(3) The officers, who are required to sign and countersign bills in which claims under sub-rule(1) above are made, shall take special care to prevent abuse of the concession authorised. Claims for the cost of conveying personal effects by goods train should not be admitted without special reasons in each case, and no claim for the transport of a motor cycle or other conveyance will be allowed, unless the officer making such claim has been actually ordered by the Inspector-General to maintain such conveyance at the place of training.

 

Note – For rules relating to travelling allowance admissible to police officers permitted to attend a course of physical training beyond their sphere of duty, refer to Order III in Appendix O of Travelling Allowance Rules.

 

10-154. Travelling allowance for journeys as sick-attendant – Journeys performed in attendance on a sick Government servant on the authority of the District Health Officer are counted as duty, and travelling allowance as for journeys on tour may be drawn for the outward and return journey (Rule 2-130, T.A. Rules)

 

10-155. Travelling allowance when means of conveyance is supplied free of charge – When any police officer above the rank of constable travels on duty by conveyance supplied to him free of charge by Government, a local fund, a Court of Wards Estate or an Indian State, the allowance to which he is entitled will be reduced according to the extent to which free conveyance covered to the cost of the journey. The rules regulating claims for such journeys are contained in rule 2-159 to 2-162 of the Travelling Allowance Rules.

 

10-156. Journeys in connection with polling – Police officers detailed for duty in connection with the maintenance of order at polling stations or the guarding and escorting of ballot boxes will be entitled to the travelling allowance admissible to them according to their grade as for journeys on tour or escort duty respectively ( Rule 2-171, T.A. Rules)

 

Note – The cost of carriage of ballot boxes shall be recovered from Deputy Commissioners.

 

10-157. Controlling officers – The Superintendent shall be the controlling officer for the countersignature of all travelling allowance bills of enrolled police officers serving under him in the district. The Principal Police Training School and Assistant Inspector-General of Police, Punjab, shall similarly countersign bills of enrolled police officers and clerks serving under them.

 

Deputy Inspectors-General shall be the controlling officer for the countersignature of all travelling allowance bills of gazetted officers in their ranges and of clerks serving in their offices. Bills of Assistant Superintendents of Police and Deputy Superintendents of Police shall be first countersigned by the Superintendent under whom they are serving, before submission to the Deputy Inspector-General. The Assistant Inspector-General, Railway Police, the Deputy Inspector-General, Criminal Investigation Department, and the Principal, Police Training School, Phillaur, are controlling officers for the bills of gazetted and enrolled officers and clerks serving under them.

 

The officers specified are prohibited from delegating their authority of countersignature.

 

10-158. Responsibility of controlling officers – (1) it is the duty of a controlling officer, before signing or countersigning a travelling allowance bill:-

 

(a)       to scrutinise the necessity, frequency and duration of journeys and halts for which travelling allowance is claimed, and to disallow the whole or any part of the travelling allowance claimed for any journey or halt, if he considers that a journey was unnecessary or unduly protracted, or that a hlat was of excessive duration;

 

(b)       to scrutinise carefully the distance entered in travelling allowance bills;

 

(c)        to satisfy himself that, where the actual cost of transporting servants, personal effects, etc., is claimed under these rules, the scale on which such servants, effects, etc., were transported was reasonable and to disallow any claim which, in his opinion, does not fulfil that condition;

 

(d)       to exercise care that there is no evasion or breach of the fundamental principle of travelling allowance laid down in Fundamental rule 44, viz., that the allowance is not to be source of profit, especially in the case of journeys by road performed

(e)        to ensure that departmental rules regarding the preparation, submission and payment of travelling allowance bills are correctly followed, and (Rule 2-174, T. A. Rules.)

 

(f)        to judge on the circumstances of each case whether the officer making the journey could or could not have purchased a return ticket according to the rules of the railway or steamer company and to allow travelling allowance according to the proviso to Rule 2-23, Travelling Allowance Rules, when he considers that the officer making the journey could have purchased, return ticket.

 

(2) The scrutiny to be exercised before signing and counter signing bills of enrolled police officers and clerks is prescribed rule 10-160. To enable a proper check to be kept on the claims of gazetted officers and to prevent the allowances for one journey from being charged twice the Inspector General and Deputy Inspectors General shall maintain a register in Form No, 10-158 (2).

 

10-159. Travelling allowance bills forms ­– Gazetted officers bills shall be prepared in Civil Account Form No, 2 and those of enrolled police officers and clerks shall be prepared inform 10-159 (b). The certificates printed on these forms endorse the necessity of a careful scrutiny by signing and countersigning officers, as directed in rule 10-4.

 

Note – Travelling allowance claims for additional police shall be prepared on separate bills from those of the regular establishment.       

 

10-160. Preparation of enrolled officers bills – (1) Every effort must be made to expedite the submission of claims for travelling allowance of enrolled officers and the preparation and disbursement of the amounts of bills.

 

(2) Officers in charge of police stations and Lines officers shall insist on the prompt entry by their clerk head constables of all claims for journeys performed by themselves or police officer serving under their orders in Form 10-160 (2 (a). This form will remain open for ten days, and all journeys completed within that period shall be entered in it. After ten days it shall be closed and submitted, together with an acquittance roll in Form 10-160(2)(b), duly filled in as regards the first seven columns to the Superintendent of Police. The bills and all certificate required to be furnished with it shall be signed by the Lines officer himself and in police stations by the officer in charge of the police station, or, in his absence, by the senior police officer present. A brief abstract showing the amount of the bill and the dates covered by it, shall be entered in the correspondence register at the time of despatch to headquarters.

 

(3) Claims for mileage allowance for distances which are not shown in the published polymetrical table of the district or in any available map, or which are otherwise open to question must be supported by the certificate of the officer in charge of the police station, within whose jurisdiction the whole or part of the journey was performed, or by other satisfactory evidence of the correctness of the distance entered in the claim.

 

Officers preparing travelling allowance claims must scrutinize with special care claims for daily and other allowance for journeys which have caused their subordinates to visit the neighbourhood of their homes. So far as may be possible orders necessitating such journeys should be avoided.

 

(4) The Superintendent shall, on receipt of the bills mentioned in sub-rule (2) above, have them checked and translated in his office by the bill clerk, whose work in this connection shall be supervised by the head clerk and accountant. Consolidated bills shall be prepared in the prescribed form, whenever a sufficient number of Urdu bills have been received and checked; this should ordinarily be three times in the month.

 

(5) The bills clerk, after preparing the consolidated English bills shall, jointly with the accountant, check it carefully with the Urdu bills, and shall then correct and complete the acquittance rolls. The accountant shall make the necessary entries the Advice Notes and the Cash Distribution Register. The contents of the consolidated bill shall then be entered in the travelling allowance register to be maintained in English by the bill clerk in Form 10-160 (5).

 

(6) When the procedure described above has been completed, the consolidated bills shall be presented at the treasury, together with the necessary requests for cash orders, letters of credit, etc., as in the case of encashment of pay bills. Acquittance rolls will be returned to the disbursing officers together with the advice note.

 

10.161. Avoidance of delays: Bills shall, as far as possible, be corrected in the Superintendent’s office. No bill shall be returned to the preparing officer for correction except by the order of the gazetted officer, who should satisfy himself that the error cannot otherwise be rectified. Items requiring verification should not be allowed to delay claims on account of other journeys. Such items should either be withheld for further enquiry by officers submitting bills in Form 10.106 (2) (a) or excluded from the consolidation bill until verified.

 

10.162. Acquitance rolls of travelling allowance: Acquitttance rolls shall be given an annual serial number on first receipt by the bill clerk and this number shall be quoted in column II of the travelling allowance register. After disbursement of the amounts entered in them, acquittance rolls shall be returned to the office of the Superintendent, and, after being carefully checked by the bill clerk, shall be filed as directed in Rule 10.163 in the order in which they are translated in the consolidated bills and the travelling allowance register shall be endorsed in red ink on the top of the each Urdu bill.

 

10-163. Check on disbursement – It is an important duty of gazetted officers to check the correct disbursement of travelling allowance which is sometimes inevitably delayed. To facilitate this check the serial numbers and officer of origin of all travelling allowance acquittance rolls, which have not so far been returned to the office, shall be entered in the remarks column of the travelling allowance register on the last working day of each month. These entries shall be initialled by a gazetted officer after comparison with the previous months’ entry.

 

 

 

PART VIII

Miscellaneous

 

10-164. Police Lands Fund ­– Revenue and expenditure in connection with police lands (vide rule 3-28 et seq) shall be accounted for in the police lands fund. Payments to this fund shall be made in the manner prescribed in rule 10-150 (b). Expenditure from the fund can be incurred, at the discretion of the Superintendent of Police within his budget allotment, on the pay of the establishment sanctioned for each district by the Deputy Inspector General, on the planting and watering of shade and fruit frees and ornamental shrubs, and on similar development of the land calculated to improve, the appearance and amenities of Police Lines and other buildings. If funds are available after the above purposes have been served, expenditure may be incurred, under the specific sanction of the Deputy Inspector General in each case, on the purchase and upkeep of utensils for the use of cooks in the headquarters lines. Sums for expenditure shall be drawn in abstract contingent bills as prescribed in appendix 10-111.

10-165. Establishment – All posts on the establishment of the police lands fund are non-pensionable and can be created only on the authority of the Deputy Inspector General of Range. The Accountant General shall be supplied by each Deputy Inspector General with a statement of all such posts, and all alterations in the establishments should be similarly communicated.

 

10-166. Budget estimates and allotments or police land fund – (1) Superintendents of police shall submit to the Deputy Inspector General annually on the 1st August budget estimates of police lands fund revenue and expenditure in Form 10-166 (1).

 

(2) Estimates shall be carefully framed on the principle laid down for other budget estimates. The relation between revenue and expenditure must vary according to local conditions. In some places the revenue cannot be expected to provide for the minimum expenditure, which is necessary to keep the surroundings of police buildings in proper order; in other places revenue from valuable fruit crops and the like may greatly exceed the reasonable needs of expenditure. Superintendents in making their estimates and Deputy Inspectors – General in scrutinising them are required to consider each case carefully on its merits and to ensure that steps are taken to credit to the fund all revenue, which can reasonably be collected from the lands, and that no expenditure is incurred which is not both consonant with the legitimate purposes of the fund and provided for in the allotment of funds. Convincing reasons will be required, however, in every case where estimates of expenditure exceed estimates of revenue.

 

(3) Deputy Inspectors – General shall submit consolidated estimates in Form 10-166 (3) for their ranges to the Inspector – General not later than 25th September, retaining the original district estimates in their own offices.

 

(4) On receipt of intimation from the Inspector – General of the allotments placed at their disposal Deputy Inspectors – General shall make distribution to districts at their discretion. Re-appropriation within the distribution may be made at the discretion of the Deputy Inspector – General, who may also, if he considers it necessary, apply to the Inspector – General for re-appropriation from the police lands fund allotment of another range.

 

10-167. Local audit of police accounts – A special post of auditor is sanctioned in the office of each range Deputy Inspector – General. These auditors are required to carry out a through audit inspection of the whole of the accounts, including those of the Police Deposit Fund and General Police fund, in each district of the range, in conjunction with the Deputy Inspector – General’s annual inspection of the district. They shall carry out similar audit inspections of police offices not attached to ranges, as may be ordered by the Inspector – General or Deputy Inspector – General.

 

10-168. The Budget – Gazetted officers, head clerks and accountants are required to familiarise themselves with the general principles of the system of Government accounts contained in the Punjab Budget Manual. In order that they may understand the processes by which revenue and expenditure are estimated and demands scrutinised, and to enable them to put forward proposals affecting their own offices in the form necessary to ensure consideration at the proper time, a study of the following portions of the Manual in particular is necessary:-

 

Paragraphs 1-2, 1-4 and 14-1, showing the structure of the estimates and the division of expenditure.

 

Paragraphs 1-10 and 1-11, explaining the chain of scrutiny and the imperative necessary of adherence to prescribed procedure and dates.

 

Paragraphs 1-12 to 1-17, which show the stages through which all proposals involving new expenditure have to pass, and from which it can readily be understood that the prospect of such proposals being sanctioned without avoidable delay depends mainly upon the care and foresight with which schemes are presented in the first instance by Superintendents of Police.

 

Paragraphs 1-22 which explains the means by which unspent balances (other than the savings in the contract contingent grant) may be made available in the next budget grant, thus making hasty expenditure at the end of a financial year inexcusable.

 

Paragraphs 1-25 which is an explanation of the constitutional reasons for the prohibition of expenditure in excess of budget grants.

 

Chapter 3, read with the relevant portions of Appendix D and paragraph 5-6, describes the method of completing the forms supplied by the Finance Department for the preparation of budget estimates of revenue and expenditure, the nature of the explanatory material which is required in support of estimates and the dates and channel of submission.

 

10-169. Preparation of budget estimates – Budget estimates will be prepared in the first instance by head clerks and accountants, but heads of offices are required personally to check the estimates so prepared with great care, and to satisfy themselves that estimates of revenue and expenditure are as accurate as possible, and are not mere repetitions of the figures of previous years.

 

Note –Grain compensation allowance estimated for the current and next year will be entered in Form B. M. II and attached to the budget estimates.

 

10-170. Proposals involving new expenditure – (1) In making proposals, other than proposals concerning buildings involving expenditure not provided for in their budget allotments, officers shall invariably endeavour to suggest a means of meeting such expenditure during the current financial year by re-appropriation within their allotment. Failing such re-appropriation the Inspector – General may, if the proposal is approved, provide funds by re-appropriation within his powers. Where, however, the proposal involves recurring expenditure for which provision must be made in the budget of the ensuing year, the provisions of Chapter 7 of the Budget Manual must be strictly observed. As all such proposals have to be placed by the Inspector – General before the Finance Department not later than August 1st, after scrutiny by Deputy Inspectors – General, by Inspector – General himself and by the Home Department, it follows that the proposals must be put forward by the Superintendent of Police by June 15th at the latest. Only in very urgent cases can the Inspector – General send up supplementary proposals as late as the 1st October, so the latest possible date for the submission by Superintendents of even urgent proposals involving expenditure in the next financial year is the 1st September.

 

(2) In the case of proposals for new expenditure on buildings the principles laid down in chapter 7 of the Budget Manual also apply generally, but the date by which the Inspector – General is required to submit his list of major and minor works is the 20th September ; proposals may, therefore, be put forward to Deputy Inspectors – General by Superintendents as late as the 1st September, Supplementary proposals may, if of great urgency, be submitted to Deputy Inspectors – General up to the 10 the October at the latest. As, however, proposals regarding buildings require the preparation of plans and estimates and the obtaining of administrative approval according to police rule 3.7 before the Inspector – General can take any steps towards in the proper form, in order of urgency and by the required dates. On the other hand proposals should not be submitted unless there is reasonable prospect of getting funds. Inquiry might be made demi-offically from the Inspector – General

 

10-171. Distribution of budget allotment – The action to be taken after the communication to the Inspector – General of the budget allotment of the department for the year is described in paragraphs 12.5 and 12.6 of the Budget Manual. Not later than the 15th May the Inspector – General informs heads of offices, by means of a statement published in the Police Gazette, of the grants distributed to them, and the amounts retained by him in reserve.

 

10-172. Reporting of loss caused to Government – In order that transactions which involve a loss to Government may be properly accounted for in audit, all instances of loss to Government coming under the following categories shall be reported to the Inspector – General through the Deputy Inspector – General concerned, and also to the Accountant – General, through the Inspector – General, in cases in which a report to that officer is to be made under Article 29 of the Civil Account Code.

 

(a)       Complete or partial relinquishment of a claim for money due to Government.

 

(b)       Loss, theft or embezzlement of money due to Government.

 

(c)        Losses other than trivial losses in stores and equipment.

 

(d)       Losses of or deficiencies in cash in hand, whether in the form of a deposit with the treasury or imp rest money.

 

Note – the acceptance of counterfeit coins or notes is regarded as a loss.

 

(e)        Previous over-payments of which the record in the accounts cannot now be rectified.

 

(f)        Payments in excess of what would ordinarily be due, where, the excess payment is due to the action of another department of Government.

 

(g)       Payments on account of default or damage which have to be made under the terms of a contract.

 

(h)       Payments made by Government servants as acts of grace, i.e., where no payment is due under statute or rule, but where, having regard to the circumstances, payment is regarded as equitable.

 

(i)        Payments for damage done by Government servants or by Government property or by fire in a Government building.

 

(j)        Payments by Government which are in excess of the amount admissible under rule.

 

(k)       Irrecoverable balances of payments made by Government in advance.

 

(l)        Losses due to errors of Government servants which can be measured in terms of money.

 

10-173. General Provident Fund – (1) all police officers in permanent and pensionable service and all members of the police clerical cadre are eligible to become subscribers to the General Provident Fund. Subscription to the Fund is compulsory I the case of all Europeans and Anglo-Indians in permanent service. The statutory rules of the fund are published in a pamphlet which is on record in all district Police Officers.

 

(2) Advances from the fund may be granted under the conditions prescribed in the statutory rules by the following authorities.

 

To subscribers who are gazetted officers.                  The Inspector – General.

 

To subscribers who are non-gazetted officers            Deputy Inspector – General

in receipt of Rs.150 per mensem or over.

 

To all other subscribers          ..          ..                      Superintendents of Police.

 

The authorities specified are prohibited from delegating their powers of sanction.

 

 

[1]8 Words “The Assistant Inspector General, Government Railway Police” deleted by the Notifi. No. 2184/M-3, dated: 12-7-1979 [PLD 1979 Pb. St. 196]

 

[2]1 9 Words “The Assistant Inspector General, Government Railway Police” deleted by the Notifi. No. 2184/M-3, dated: 12-7-1979 [PLD 1979 Pb. St. 196]

20 Deleted by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

21 Deleted by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

 

22 Rule 10.39 sub. by the Notifi. No. 21824/M-3, dated: 12.07.1979 [PLD 1983 Pb. St. 197]

 

24 Subs. for the words “Inspection” by Notifi. No. PH-IV/2/68, dated: 19.12.1968

25 Deleted by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

 

26 Deleted by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

 

27 Deleted by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

28 Inst. by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

 

 

2[9] Inst. by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

 

30 Subs. by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

 

31 Inst. by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

 

32 Subs. by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

 

34 Deleted by the Gaz. of Punjab. Part-III, dated: 27.04.1983 Notifi. No. 7258/M-III, [PLD 1983 Pb. St. 44]

 

35 Words added by Notifiation No. 21824/M-III, dt: 12-7-1979. [PLD 1979 Pb. St. 44]

 

36 Paras 3,4,5 and 6 subs. by Gaz. of Punjab. Estd dated: 09.01.1985. Notifi. No. 38/Legis [PLD 1986 Pb. St. 79]

37 Rule 10.78 subs. by Gaz. of Punjab. part III, dated: 27.04.1983. [PLD 1986 Pb. St. 79]

 

1 Deleted by the Gaz. of Punjab, Part-III, dated: 27.04.1983 Notifiation No. 7258/m-III [PLD 1983 Pb. St. 44]

2 Subs. by the Gaz. of Punjab, Part-III, dated: 27.04.1983 Notifiation No. 7258/m-III [PLD 1983 Pb. St. 44]

[18]

1 Subs. by the Gaz. of Punjab, EXTD, dated: 12.7.1979 Notifiation No. 21824/M-III [PLD 1979 Pb. St. 187]

1 Subs. by the Gaz. of Punjab, Part-III, dated: 27.04.1983 Notifiation No. 7258/m-III [PLD 1983 Pb. St. 44]

1 Subs. by the Gaz. of Punjab, Part-III, dated: 27.04.1983.

2 Subs. by the Gaz. of Punjab, Part-III, dated: 27.04.1983.

3   Subs. by the Gaz. of Punjab, Part-III, dated: 27.04.1983

1   Subs. by the Gaz. of Punjab, Part-III, dated: 27.04.1983

1   Subs. by the Gaz. of Punjab, Part-III, dated: 27.04.1983

2   Subs. by the Gaz. of Punjab, Part-III, dated: 27.04.1983

APPENDIX 10.22(1)

 SPECIMEN SCALE AND INSTRUCTIONS FOR CALCULATING CHARGES FOR ADDITIONAL POLICE.

Cost for the first year

Rs. a. p.
One Inspector at Rs.210 per mensem            …        … 2,520 0 0
On Sub-Inspector at Rs.95 per mensem         …        … 1149 0 0
One Assistant Sub-Inspector at Rs.49 per mensem   …        … 588 0 0
One Head Constable at Rs.35 per mensem    …        … 420 0 0
Twenty-five Foot Constables –
Six Foot Constables at Rs.21 per mensem each         … 1,512 0 0
Nineteen Foot Constables at Rs.18 per mensem each… 4,104 0 0
Four Foot Constables at Rs.18 per mensem each, i.e. 1/6th of the total number of Constables on account of contingency reserve           …        …        … 864 0 0
                                                Total pay of establishment 11,148 0 0
Contingencies at 1/10th of pay of establishment         …        … 1,114 12 9
Leave contributions –
121/2 percent of total average pay of establishment, i.e. 1/8th of total pay of establishment 1,393 8 0
Pension contributions –
81/6 percent of maximum pay of –
Rs.
One Inspector …        … 300
One Sub-Inspector      …        … 160
One Assistant Sub-Inspector …        … 60 1,349 7 4
One Head Constable   …        … 45
Twenty-nine Foot Constables            …        … 812
1,377
Conveyance allowance for one Inspector at R.30 per mensem 360 0 0
Conveyance allowance for one Sub-Inspector at Rs.30 per mensem …        …        …        … 360 0 0
Conveyance allowance for one Assistant Sub-Inspector at Rs.15 per mensem         …        …        …        … 180 0 0
Thirty clothing allowances at Rs.15 each       …        … 450 0 0
Thirty equipment allowance at Rs.5 each      …        … 150 0 0
                                                            Total   …        … 16,505 12 1

Initial charges

 

Rs. a. p.
Uniform allowance for one Inspector at Rs.200         …        … 200 0 0
Uniform allowance for one Sub-Inspector at Rs.200 …        … 200 0 0
Uniform allowance for one Assistant Sub-Inspector at Rs.200 200 0 0
Thirty clothing allowances at Rs.15 each       …        … 450 0 0
Thirty equipment allowances at Rs.5 each     …        … 150 0 0
Thirty beds allowances at Rs.15 each            …        … 450 0 0
                                                                        Total   …        … 1,650 0 0
Hutting charges (initial or recurring as the case may be)        … 400 0 0
                                                            Grand Total    …        … 18,555 12 1

 

Note 1 There will be the usual proportion (viz. 25 percent) of selection grade constables, these appointments will be temporary.

 

Note 2 – Contingencies include all charges for which no express provision is made, not excepting travelling allowance, carriage of constabulary and rewards.

 

Note 3 – All upper subordinates directly appointed or promoted from the rank of Head Constables are entitled to free uniform, for which an initial grant of Rs.200 and subsequent yearly allowance of Rs.25 will be credited to the Clothing Fund.

 

Cost for the second year

 

Rs. a. p.
One Inspector at Rs.210 per mensem            …        … 2,520 0 0
On Sub-Inspector at Rs.95 per mensem         …        … 1140 0 0
One Assistant Sub-Inspector at Rs.49 per mensem   …        … 588 0 0
One Head Constable at Rs.35 per mensem    …        … 420 0 0
Twenty-five Foot Constables –
Six Foot Constables at Rs.21 per mensem each         … 1,512 0 0
Nineteen Foot Constables at Rs.18 per mensem each… 4,104 0 0
Four Foot Constables at Rs.18 per mensem each, i.e. 1/6th of the total number of Constables on account of contingency reserve    …        …        … 864 0 0
                                                Total pay of establishment 11,148 0 0
Contingencies at 1/10th of pay of establishment         …        … 1,114 12 9
Leave contributions –
121/2 percent of total average pay of establishment, i.e. 1/8th of total pay of establishment 1,393 8 0
Pension contributions –
81/6 percent of maximum pay of –
Rs.
One Inspector …        … 300
One Sub-Inspector      …        … 160
One Assistant Sub-Inspector …        … 60 1,349 7 4
One Head Constable   …        … 45
Twenty-nine Foot Constables            …            … 812
1,377
Conveyance allowance for one Inspector at R.30 per mensem 360 0 0
Conveyance allowance for one Sub-Inspector at Rs.30 per mensem           …        …        …        … 360 0 0
Conveyance allowance for one Assistant Sub-Inspector at Rs.15 per mensem     …        …        …        … 180 0 0
Thirty clothing allowances at Rs.15 each       …        … 450 0 0
Thirty equipment allowance at Rs.5 each      …        … 150 0 0
Uniform allowance for one Inspector …        … 25 0 0
Uniform allowance for one Sub-Inspector      …        … 25 0 0
Uniform allowance for one Assistant Sub-Inspector             …            … 25 0 0
Hutting charges (if recurring)  …        …        … 400 0 0
                                                            Total   …        … 16,980 12 1

 

Note – The strength of the force of Additional Police to the employed depends on circumstances. The specimen scales given above are merely a guide to the cost of the officers and men whom it is decided to employ.

 

 

APPENDIX 10.31(1)

The table below details the different classes of police income which should be credited on relization to the heads shown in columns 2, 3 and 4

S.No. of sub-head in col-4 No. and name of Major Head Minor Head Description or detailed sub-head Description of income to be credited under the sub-head
1. XXIII – Police Contribution for Railway Police
Fees, fines and forfeiture Recoveries under Section 41, Police Acr V of 1861.

 

Cost of certificates of appointment

 

Copying fee of departmental proceedings and records.

Recoveries of over-payments. Collection of payments for services rendered:-

1.   Fee for students from Indian States admitted to the Police Training School, Phillaur.

Recoveries on account of over-payments in previous years.
2.   Contribution from Indian States to be Finger Print Bureau.
3.   Leave salary contribution of officer lent of foreign services.
4.   Contribution towards passages of Government servants lent to other Governments. Contribution from other Governments for passage of Police Officers permanently borne on Punjab cadre who are temporarily lent for service to Governments other than Punjab Government shall be credited under this head.
5.   Contribution towards passages of Government servants lent on foreign service. Contribution from Indian States for passages of Police Officers lent for service in those States shall be credited under this head
6.   Contributions towards horse, saddlery and uniform allowances of officers lent on foreign service. Contributions from Indian States for horse, Saddlery and uniform of officers lent for service in those States shall be credited under this head.
7.   Refunds allowed by Military authorities for Ordnance Stores returned to Arsenals
8.   Receipts on account of Additional Police employed under sections 13, 14 and 15 of Police Act V of 1861. Income on account of –

1.     Additional Police supplied to private persons (Rule 10-21)

2.     Additional Police supplied to public departments (Rule 10-23)

3.     Additional Police quartered in disturbed or dangerous area (Rule 10-24)

shall be credited under this head except pension charges which shall be credited under Receipt Major Head XLIV – Receipts-in-aid of Superannuation.

Miscellaneous (1) Police Land Receipts All proceeds on account of sale of grass, wood fruit, vegetables, stable litter and grain, grazing, fees, and rent of land leased for cultivation in each district.
(2) Miscellaneous Two months’ pay in lieu of two months’ notice of resignation (Rule 14-11)
2. XLV – Stationery Stationery Receipts Sale proceeds of stationery Sale proceeds of English Stationery (such as olds scissors, pen knives, rulers, etc., supplied by the Stationery Office, Calcutta.
3. Sale of Gazettes and other publications Subscription to English Gazettes Subscription to the Punjab Police Gazettes, English edition
4. Subscription to Urdu Gazettes Subscription to the Punjab Police Gazettes, Urdu edition.
5. Advertisement Rule 11-54
6. Sale of gazettes Price of either edition of the Punjab Police Gazettes sold or recovered from Police Officers purchasing or losing them.
7. Sale of other publications Price of publications which may be authorised to be stoked for sale in Police Offices.
8. Sale proceeds of Stationery boxes or other material in which English Stationery is supplies from Stationery Office, Calcutta.
9. XLVI – Miscellaneous Sale of old stores and material (a)    Sale proceeds of all Government Stores (other than articles of clothing or equipment) such as Ordnance Stores, tents, articles of furniture, waste paper and building material.

(b)    Recoveries on account of damages done to any of the above articles when money is not spent on their renewal or repairs.

10. Police Deposit Clothing (a)    Annual Clothing allowances (Rule 10-113)

(b)    Sale proceeds of all articles belonging to, or purchased from, the Clothing Fund.

(c)    Cost of damage done to articles of the Clothing Fund, if not spent on the renewal of, or repairs to, the articles (Rule 4-24).

11. Equipment (a)    Annual foot and mounted equipment allowances (Rule 10-113).

(b)    Sale proceeds of all articles belonging to foot or mounted equipment (Rule 10-113)

(c)    Cost of damage done to articles of foot or mounted equipment, if not spent on renewal of, or repairs to, the articles (Rule 5-4)

12. Estates (a)    Clothing money and all cash balances held on behalf of estates of deceased, deserted or lunatic Police Officers, and Chanda, if any, due to such officers (Rule 10-55)
13. Excluded Local (Police Remount) Fund Chanda (a)    Chanda money (Rules 7-11, 7-12)

(b)    Chanda subscriptions (Rule 7-10)

(c)    Horse or Camel allowances forfeited (Rule 7-12 et seq.)

(d)    Sale proceeds of horses, camels, or their foals, or of their skins, etc. (Rule 7-22)

The rules governing the procedure to be followed in regard to the Chanda Fund are give in Chapters VII and X.

 

 

APPENDIX 10.63

 

TABLE A.

Rates of pay sanctioned for all ranks and grades in the police department

 

Post Year of service Pay Overseas pay (if drawn in sterling) Overseas Pay (if drawn in rupees) Remarks
1 2 3 4 5 6
Rs. £ Rs.
Inspector-General .. 2,500–125–3,000 13 6 8 The new scale will apply to all officers at present serving in the rank of Deputy Inspector-General except those who exercise the option of remaining on the old scale.
Deputy Inspector-General 1,950–50–2,100 13 6 8
Superintendents, Selection Grade 1,450 30 0 0 300
Superintendents, Time-Scale 6th

7th

650

675

15

15

0

0

0

0

150

150

8th

9th

10th

11th

12th

13th

14th

15th

16th

17th

700

725

750

800

825

850

900

925

950

1,000

15

25

25

25

25

25

25

30

30

30

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

Efficiency Bar
18th

19th

29th

21st

22nd

23rd

24th

25th

26th

1,050

1,050

1,100

1,100

1,150

1,200

1,250

1,300

1,350

30

30

30

30

30

30

30

30

30

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

300

300

300

300

300

300

300

300

300

+ Assistant Superintendent 1st

2nd

3rd

350

375

400*

100

100

100

 

 

* Granted subject to the condition that he has passed all the departmental examinations except Punjabi.

 

 

 

Post Year of service Pay Overseas pay (if drawn in sterling) Overseas Pay (if drawn in rupees) Remarks
1 2 3 4 5 6
+ Assistant Superintendent Contd. 4th 425# 125 #Granted subject to the condition that he has passed the Punjabi examination.
5th

6th

7th

8th

9th

450

475

500

525

550

15

15

15

15

25

0

0

0

0

0

0

0

0

0

0

150

150

150

150

250

Efficiency Bar
10th

11th

12th

13th

14th

15th

575

600

625

650

675

700

25

25

25

25

25

30

0

0

0

0

0

0

0

0

0

0

0

0

250

250

250

250

250

300

 

*Note (i) – An Assistant Superintendent of Police with less than six years’ service who is appointed to officiate as a Superintendent of Police is entitled to draw the minimum of the senior scale, i.e., Rs.650. An Assistant Superintendent of Police with six years or more than six years service who is appointed to officiate as Superintendent of Police is entitled to draw the pay in the senior scale shown apposite the number of years’ service at his credit.

 

Note (ii) – Officers recruited up to and including 1925 shall, when officiating in the senior scale during the first four years of their service, draw overseas pay at the rate of Rs.150.

Deputy Superintendent, Selection Grade 750
Deputy Superintendent, Time-Scale 1st

2nd

(if found

efficient)

3rd

4th

5th

6th

7th

8th

9th

10th

11th

12th

13th

200

225

 

 

250

275

300

325

350

375

400

425

450

475

500

Probationary period

 

 

Efficiency Bar
Deputy Superintendent, Time-Scale Contd. 14th

15th

16th

17th

18th

19th

20th

21st

525

550

575

600

625

650

675

700

+ Prosecuting Deputy Superintendent             The scale applicable to other Deputy Superintendents

 

Note (1) – the initial pay of an officer promoted from the Provincial Police Service to the Indian (Imperial) Police Service shall on each occasion of his promotion be fixed on the inferior time scale of pay for the Indian (Imperial) Police Service at the stage next above his existing pay in the Provincial Police Service. As soon as he holds a superior post he shall rise to the corresponding stage of the superior scale.

 

Note (2) – When an officer of a Provincial Service is drawing pay in that service is drawing pay in that service equal to or higher than the maximum of the inferior Imperial Police time-scale and is promoted to a superior post in the All-India Service, he shall be brought on the Superior time-scale at the stage which is Rs.175 in excess of the pay he was drawing in the Provincial Service, of if there is no such stage, then at the stage next above the total of his pay in that service plus Rs.175 provided that no officer so promoted form the Provincial Service shall draw more pay than that which and officer of the All-India Service of the same number of years service would be entitled to under the superior time-scale.

 

Note (3) – On any enhancement of his Provincial Police Service pay (whether as the result of general revision of the Provincial Police Service rates of pay, or of the operation of the Provincial Police Service time-scale, or of promotion to the Selection Grade of the Provincial Police Service) while officiating in an All-India Service post such an officer shall be entitled to have his pay on the All-India Service time-scale of pay recalculated in accordance with the principles laid down in notes (1) and (2) above on the basis of his enhanced pay in the Provincial Service, and with effect from the date of such enhancement.

 

Note (4) – Increments of pay on the All-India Service time-scale of pay shall be granted to a Provincial Police Service officer holding an Indian (Imperial) Police post only on completion of a full year’s service on any stage of that scale, but for the purpose of calculating one year’s service at a given rage of pay broken periods of officiating service at that rate of pay shall be taken into account.

 

Post Year of service Pay Remarks
Rs.
European Inspectors

India Inspectors

Inspectors and Sub-Inspectors on probation

…         …

…         …

…         …

 

205 – 71/2 – 265 – 325

180 – 71/2 – 240 – 300

 

 

Rupees 100 and Rs.50 per mensem, respectively, while under training at the Police Training School. On being posted to district Probationary Inspector will draw Rs.130 per mensem until confirmed while Probationary Sub-Inspectors will draw pay on the time-scale for Sub-Inspectors. The period of training at the Police Training School and in districts during which they drew pay below the minimum rte of the time-scale shall count of increment.

 

Note – As there is an overlap between the rates of pay with allowance of Inspector and the lower rates in the time-scale of the Provincial Service, officers admitted into the Provincial Service by promotion, either officiating or substantive, are placed in the time-scale of the latter in such a way as to give them a rate of pay Rs.75 per mensem higher than the substantive pay of their last post in the subordinate service. When this results in a sum intermediate between two rates in the time scales, the next increment is reduced so as to bring the total up to the next highest rate in that scale.

 

Post Year of Service Pay Remarks
Rs.
Sergeants          …         … 150 – 5 – 200 (Efficiency Bar at Rs.175)
Sub-Inspectors (Selection Grade) 130

140

150

160

4th Grade

3rd Grade

2nd Grade

1st Grade

Sub-Inspectors (Time-Scale) 80 – 5 – 130 (Efficiency Bar at Rs.110)
Assistant Sub-Inspectors 55 – 21/2 – 75 (Efficiency Bar at Rs.65)
Head Constables           … 35 – 1 – 50 (Efficiency Bar at Rs.40 and 47)
Constables (Selection Grade) 25 – 1/3 – 33 On enlistment
Constables (Time-Scale) 22

23

24

25

After 3 years service

After 10 years service

After 17 years service

 

(Ministerial Establishment)
            Clerks

In the offices of the Inspector-General, the Deputy Inspectors-General and the Assistant Inspectors-General, Government Railway Police

Rs.
Superintendent …         … 350 – 20 – 450
Head Assistant …         … 250 – 10 – 350
Steno Typist    …         … 150–10–200–10–300 (Efficiency Bar at Rs.200)
Auditor            …         … 150–5–180–10–250
Assistant (Head Clerk) … 100–8–180–10–250 (Efficiency Bar at Rs.180)
Senior Clerks    …         … 75–5–100–5–150 (Efficiency Bar at Rs.100)
Junior Clerks    …         … 40–3–82–3–100 (Efficiency Bar at Rs.82)
Munshis 30–11/2–60–2–70 (Efficiency Bar at Rs.60)

 

 

Inferior Servants
Jamadar            …         … 18
Chaprasi           …         … 14
Daftri   …         … 20 – 1/5 – 25
Manials
Bhishti …         … 12 Maximum admissibler
Sweeper            …         … 12 Ditto
Khalasi …         … 13 Ditto
Mali     …         … 13 – 16 Ditto
Cooks  …         … 15 Ditto

 

APPENDIX NO.10-63

 

Table b

allowances sanctioned for certain posts in the police department

 

(Note – The allowances shown in column 2 are granted to such members only of the holder of posts shown in column 1 as may be specifically authorised from time to time.)

 

1 2 3
Designation of Post Special Pay Remarks
Rs.
1. Assistant Inspector-General of Police, Punjab 200
2. Assistant Inspector General, Government Railway Police 200
3. Superintendents of Police, Criminal Investigation Department 150
4. Senior Superintendents of Police, Lahore 150
5. Principal, Police Training School, Phillaur 100
6. Assistant Inspector-General of Police, Criminal Tribes 150
7. Assistant Superintendent, Government Railway Police 100
8. Assistant Superintendent of Police, Dera Ghazi Khan (Commandant, Baluch Levy) 100
9. Deputy Superintendents of Police, Criminal Investigation Department 75
10. Prosecuting Deputy Superintendents of Police 75
11. Deputy Superintendents, Government Railway Police in charge of Sub-Divisions 50
12. Inspector attached to His Excellency the Viceroy’s Guard 75
13. Prosecuting Inspectors 50
14. Inspectors, Criminal Investigation Department 50
15. Inspector, Finger Print Bureau, Phillaur 50
16. Reserve Inspector at Police Training School, Phillaur 40
17. Inspectors in charge of Police Stations, City and Civil Lines, Lahore, Anarkali, Naulakha, Amristar, Rawalpindi, Multan and Inspector Incharge C.I.A, Lahore 25
18. Indian Inspectors of Government Railway Police 25
19. Inspectors (Law Instructors) Police Training School, Phillaur 50

 

 

1 2 3
Designation of Post Special Pay Remarks
Rs.
20. Traffic Inspector, Rawalpindi, for performing the duties of official examiner for motor vehicles exported to Kashmir 15 To be paid from Central Revenue under the head-Punjab-C-Land Customs-C-2-Pay of Establishment
21. Sergeants, Government Railway Police 15 For officers appointed before 1st August 1932
22. Sergeants, District Police 15
23. Prosecuting Sub-Inspectors 30
24. Sub-Inspectors, Criminal Investigation Department 30
25. Urdu Shorthand Writers (Sub-Inspectors, Criminal Investigation Department) 30
26. Sub-Inspectors, Central Intelligence Agency (Government Railway Police) 20
27. Inspector in charge, Lahore, Central Intelligence Agency and modus operandi staff 25
28. Sub-Inspectors (Law Instructors), Police Training School, Phillaur 30
29. Sub-Inspectors, Finger Print Bureau, Phillaur 15
30. Head Constables of the Criminal Investigation Department 7
31. Literate English allowance for Head Constables of the Government Railway Police 6
32. Head Constables employed as Police Signaller in Attock and Mianwali Districts 5
33. Head Constables employed on traffic duty 3
34. Armourers (Constables) in District and Railway Police Lines 20
35. Assistant Armourers (Constables) in District and Railway Police Lines 10
36. Constables employed on traffic duty 3
37. Constables of the Criminal Investigation Department 3
38. Constables of the Government Railway Police who have passed a special test in English and law. (Number of allowances limited to 200) 3
39. Foot Constables employed as Police Signallers in the Attock and Mianwali Districts 3
40. All Constables of the Railway Polce 1 Enlisted before 29th May 1936
41. Officers employed as Urdu typists in offices of Superintendents of Police

 

 

 

 

1 2 3
Designation of Post Special Pay Remarks
Rs.
42. For enrolled police officers employed on clerical staff in the English Offices of Superintendent of Police:-

Head Clerk       …         …

Accountant      …         …

Assistant Clerk …         …

Typist  …         …         …

Bill Clerk         …         …

Assistant Accountant   …         …

Head Proficient, Finger Prints  …         …

 

Special pay admissible to clerks

 

 

 

30

30

20

20

10

10

10

 

43. Head Clerks of the Offices of the Range Deputy Inspectors-General of Police and the Assistant Inspector-Genera, Government Railway Police 30
Designation of Post Compens-atory allowance Remarks
Rs.
1. Superintendent of Police, Rawalpindi 100
2. Superintendent of Police, Dera Ghazi Khan 100 Baluchi language allowance
3. Two Assistant Superintendents of Police, Lahore 100
4. Assistant Superintendent of Police, Dera Ghazi Khan (Commandant, Baluch Levy) 100 Balochi language allowance
5. Deputy Superintendent of Police, in charge of Lahore Headquarter Police Stations 50
6. Inspectors in Simra District 50
7. Inspectors employed permanently or temporarily at Dalhousie hill station 45
8. Inspectors employed permanently or temporarily at Dharamsala and Kullu Sub-Division 25
9. (Deleted)
10. Sergeants in Simla Railway and District Police 35
11. Sergeants from Delhi Province deputed to Simla District every year 35
12. Sergeants employed permanently or temporarily at Murree, Kassauli and Dalhousie hill stations 35
13. Sergeants employed permanently or temporarily ath Dharamsala and Kullu Sub-Division 20

 

Designation of Post Compens- atory allowance Remarks
Rs.
14. Sergeants employed during summer on traffic control duty on the Dalhousie-Pathankote road with headquarters at Dunera 25
15. Sub-Inspectors in Simla District 30
16. Sub-Inspector in charge Murree Police Station 30 For inspection of ponies. To be paid from Murree Cantonment Funds
17. Sub-Inspectors employed permanently or temporarily at Murree, Kasuli and Dalhousie hill stations 25
18. Sub-Inspectors employe at Koti Police Staation in the Rawalpindi District 25
19. Sub-Inspectors employed permanently or temporarily at Dharamsala and Kulu Sub-Division 15
20. Sub-Inspectors attached to Viceroy’s Guard, Simla 20 In addition to Rs.30 Simla allowance
21. (Deleted)
22. All Assistant Sub-Inspectors in Simla District 18
22-A. All Assistant Sub-Inspectors serving whether permanently or temporarily at Murree, Kasauli and Dalhousie 12
22-B. All Assistant Sub-Inspectors serving whether permanently or temporarily at Dhramsala and Kulu Sub-Division 8
22-C. Assistant Sub-Inspector in charge Kotly Police Station in the Rawalpindi district 12
23. All Head Constable in Simla district 12
24. Head Constables, Railway Police, at Simla 12
25. Head Constables of the Criminal Investigation Department posted to the Simla Railway Station during summer months 12
26. Head Constables from each of the districts of Lahore, Ambala, and Amritsar deputed every year to Simla for detective duty during the summer 12
27. Trans-Indus allowance for Head Constables of Dera Ghazi Khan District and Mianwali District 5
28. Head Constables employed permanently or temporarily at Murree, Kasauli and Dalhousie hill stations 8
29. Head Constables employed at Kotli Police Station and Karor Police Post in the Rawalpindi District 8
30. The Head Constables posted at Balun, Dunera and Chakki in the Gurdaspur District to control traffic on the Dalhousie-Pathankot Road during summer 8

 

Designation of Post Compens- atory allowance Remarks
Rs.
31. Head Constables employed permanently or temporarily at Dharamsala and Kulu Sub-Division 7
32. Head Constable of the Government Railway Police Post at Jogindar Nagar 7
33. Head Constables of the Simla District attached to His Excellency the Viceroy’s Guard 8
34. Head Constables, Amristar District stationed at headquarters 5
35. Head Constables, Lahore District stationed at headquarters 5
36. Head Constables of the Criminal Investigation Department stationed at Lahore 5
37. Head Constables employed at Rawalpindi 4
38. Constables of the Simla District 6
39. Constables of the Railway Police at Simla 8
39-A. Two foot constables of the Government Railway Police posted at Reti Railway Station on the border of the Punjab and Sindh for the purpose of checking seals on wagons and patrolling 3 Each
40. Two Constables from each of the districts, Lahore, Ambala and Amristar deputed to Simla every year for detective duties 8
41. Constables stationed at headquarters of Lahore and Amritsar 5
42. Constables of the Criminal Investigation Department stationed at Lahore 5
43. Constables employed permanently or temporarily at Murree, Kasauli and Dalhousie hill stations 5
44. Constables employed at Kotli Police Station and Karor Police Post in the Rawalpindi 5 In addition to Rs.6 Simla allowance
45. Constables attached to His Excellency the Viceroy’s Guard 5
46. Trans-Indus allowance for constables of Dera Ghzai Khan District and of Mianwali District 4
47. Foot constables posted at Balun, Dunera and chakki in the Gurdaspur District to control traffic on the Dalhousie-Pathankot Road during summer 5
48. All constables employed at Rawalpindi 4
49. Constables employed permanently or temporarily at Dharamsala and Kulu Sub-Division 3
50. Foot constables of the Government Railway Police Post at Jogindar Nagar 3
50-A All Constables of the Railway Police 1 Enlisted after the 20th May 1936
Designation of Post Compens- atory allowance Remarks
Rs.
51. Menials and inferior servants serving at Rawalpindi, Sargodha, Layallpur, Lahore and Amritsar on pay less than Rs. 20 where free quarters are not given 1
52. Police station clerks who are required to maintain the register of vital statistics 1 Drawn in a separate bill and debitable to Major Head “37-Miscellaneous(Rule 10-62-A)
Compensatory allowances to Clerks at the following localities
1. Simla:-
Junior Clerks in scales of Rs.30-11/2-60-2-70 and 40-2-90 At 331/2 percent of pay subject to a maximum of Rs.25
Clerks in higher grades At 30 percent of pay subject to a minimum Rs.25 and at maximum of Rs.75
2. Dharamsala:-
All Clerks 121/2 percent of pay subject to a minimum Rs.10 and at maximum of Rs.25
Clerks drawing:-
3. Lahore Rs.97 or less Rs.3

Rs.98 or less Rs.2

Rs.99 or less Rs.1

Rs.100 or less 1

4. Layallpur
5. Sargodha
6. Rawalpindi
7. Amritsar

 

 

Appendix no. 10.111 (1)

 

statement showing expenditure under various secondary units subordinae to primary units

 

major head – 29 – police

 

1 2 3 4 5
Serial No. Minor Head Primary Units Secondary Units Description of charges
1. A – Superintendence

B-1. District Executive Force

I.      District Executive Force proper

II.    Police emplyed nder secontions 13, 14 and 15 of Police Act V of 1861

C. – Police Trining School, Phillaur

E. – Railway Police

F. – Criminal Investigation Department

Travelling Allowance (1) Conveyance Allowance

(2) Travelling Allowance

Drawing in salary billd (rules 10-84 and 10-96).

Drawing in travelling allowance bills (rule 10-160).

 

Note – Conveyance and other travelling allowance of Imperial Police officers should be treated as “Non-voted” expenditure and should be shown in registers and returns separately in read ink.

2. Ditto Other Allowances and Honoraria (1) Rewards to Police Officers.

 

(2) Grants to Imperial Service Police Officers for Uniform, horse and saddlery.

(3) Grants to Provincial Service Police Officers uniform, horse and saddlery.

Drawn in abstract contingent bills “C Class” – See also rule 15-7.

Drawn in abstract contingent bills “C class”. This expenditure is treated as Non-voted.

 

Drawn in abstract contingent bills “C class”.

2.

Contd

A – Superintendence

B-1. District Executive Force

III.  District Executive Force proper

IV.  Police emplyed nder secontions 13, 14 and 15 of Police Act V of 1861

C. – Police Trining School, Phillaur

E. – Railway Police

F. – Criminal Investigation Department

Contd

Other Allowances and Honoraria

Contd

(4) Cost of Railway Warrants.

 

 

 

 

(5) Carriage of Constabulary.

 

(6) Rewards for proficiency in oriental language.

 

(7) Hill Journey and Hill Allowance

 

(8) Compensatory and other Allowances –

(i) Compensatory allowance for gazetted and non-gazetted officer including local allowance.

(ii) House rent allowance for officer and men.

(iii)Grain compensation allowance.

(9) Allowances to recipients of King’s Police Medal (effective service).

(10) Allowances to recipients of Indian Police Medal (effective service).

(11) Cost of passages granted under Superior Civil Service Rules of 1924.

(12) Other allowances such as allowances to police, zaildar (Rule 12-24(1)) and fees payable to the Examiner of questioned documents.

The cost of Railway Warrants issued by the Police Department will be debited to this head and the allotment to meet these charges will be a provincial one. It will not be distributed to district – See             rule 10-117.

All charges on account of carriage of police which are not drawn by travelling allowance bills.

Drawn in abstract contingent bills “C class”.

 

 

For office of Inspector-General and Criminal Investigation Department only – Non voted expenditure should be shown separately in red ink.

Drawn in separate pay bill form. Compensatory allowance for Imperial Service Officers is treated as Non-voted.

 

 

 

 

 

3. A – Superintendence

B-1. District Executive Force

V.    District Executive Force proper

VI.  Police emplyed nder secontions 13, 14 and 15 of Police Act V of 1861

C. – Police Trining School, Phillaur

E. – Railway Police

F. – Criminal Investigation Department

Supplies and Services (1) Rewards to private persons.

(2) Clothing.

(3) Equipment.

(4) Ordnance Stores.

 

(5) Traction of prison vans.

 

(6) Purchase and repair of gymnastic apparatus.

(7) Other Supplies and Services

(8) Allowances to recipients of King’s Police Medal(non-effective service).

(9) Allowance to holders of Indian Police Medal (non-effective service).

See rules 15-5 and 15-9

See rule 1-113

See rule 10-113

Charges are adjusted b the Accountant-General against the provincial allotment under this head.

Charges are drawin in abstract contingent bills “C-1 class”.

Ditto

 

Ditto

Ditto

 

 

Ditto

4. Ditto Contingencies A. – Contract –

(1) Repairs to arms, tents and accoutrements –

(a) Petty repairs to arms and tents.

(b) Carriage of arms, tents and accoutrements.

 

(c) Purchase and repairs of furniture.

 

 

 

(d) Purchase and repair of tents.

(e) Repairs of bicycles.

(f) Cost of petrol etc., for mobile petrol lories.

 

(1)    Arms – Repairs carried out by the Ordnance Department are not chargeable to this unit.

(2)    Tents – Repairs carried out by the jails and adjusted by the Inspector-General.

(3)    Petty repairs to arms and tents carried out locally and carriage of arms, tents and accoutrements are chargeable to this unit.

All furniture, whether it belongs to office, police stations, police rest houses, police lines, camp furniture. Articles of European manufacturers cannot be purchased without the sanction of the Inspecotr-General

Charge on this account are incurred by the Inspector-General

4.

Contd

A – Superintendence

B-1. District Executive Force

VII.District Executive Force proper

VIII.                Police emplyed nder secontions 13, 14 and 15 of Police Act V of 1861

C. – Police Trining School, Phillaur

E. – Railway Police

F. – Criminal Investigation Department

Contd.

Contingencies

Contd

(2) Service postage and telegram charges.

 

 

(3) Hot and cold weather charges.

 

(4) Tour charges

(5) Miscellaneous

 

 

 

 

 

 

Service stamps – Service stamps shall be obtained from the treasury by a bill in special form, – vide Article 98, Civil Account Code. The account of this sub-head shall be kept in a separate register, – vide rule 11-33.

All charges for hot weather establishment, such as punkha pullers, punkhas, ropes, fringes, tatties, wood, coal.

See Rule 10-118.

All articles for which no sub-head has been assigned such as the following:-

(1)    Materials and all charges for book-binding whether executed at jails or in local market.

(2)    Postal commission on money orders.

(3)    Country scales and weights to be purchased from bazaar or from Postal Workshop, Aligarh.

(4)    Cost of rubber stamps, brass seals, etc., obtainable from Controller of Stationery, Calcutta, under the conditions prescribed in paragraph 91, Punjab Financial Hand Book No.4.

(5)    Carriage of all old record of Police Stations brought to headquarters for destruction.

(6)    Cloth for bastas, character rolls of commendations, and for despatching Urdu files, or for dusters.

(7)    Lac or sealing wax for Urdu office.

(8)    Notice or sign-boards.

(9)    Lamps, chimneys, lanterns, candles and oil for lighting and electric current.

(10) Padlocks.

(11) Bags for dak, or for waste papers, etc.

(12) Measuring taps and standards for results, appliances for F.P records.

(13) Gongs, clocks and their appliances.

(14) Photographs.

4.

Contd

A – Superintendence

B-1. District Executive Force

IX.  District Executive Force proper

X.    Police emplyed nder secontions 13, 14 and 15 of Police Act V of 1861

C. – Police Trining School, Phillaur

E. – Railway Police

F. – Criminal Investigation Department

Contd.

Contingencies

Contd

(5) Miscellaneous

Contd

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

C. – Audited

(1) Rents, Rates and Taxes

 

 

(15) Phenyl and other disinfecting medicines.

(16) Mousetraps, rat poison, or composition or appliances for preserving records.

(17) Trays, paper baskets, etc., for office.

(18) Collie fee for delivery of canal telegraph messages.

(19) Special diet for sick policemen in hospital.

(20) Photographic charges payable to the Examiner of questioned documents.

(21) Allowance to sweepers and bhishties for dusting office and supplying water to office hands, – vide rule 15, Appendix 5, Civil Account Code.

(22) Fixed allowances :-

(a) for the purchase of country pens, ink, twine, glue, paste, etc.

(b) for the purchase of oil for lighting purposes. They are drawn on pay bill form.

 

Rents – Fro buildings or land for official use. A certificate as prescribed in rule 3-15 is required in support of the first charge in each year, See rule 1 of Appendix 5, Civil Account Code.

Rates and Taxes – The following are debitable to this sub-head:-

(a) Municipal and Cantonment taxes on account of water supply and conservancy.

(b) All taxes chargeable on official non-residential buildings and land, other than land administered from Police Lands Funds. Charges on this account should be supported by a certificate from the Executive Engineer concerned as required by paragraph 22(e) Appendix 5, Civil Account Code, either accepting the assessment or stating that all legal means have been or are being taken to have excessive assessments reduced.

4.

Contd

A – Superintendence

B-1. District Executive Force

XI.  District Executive Force proper

XII.                  Police emplyed nder secontions 13, 14 and 15 of Police Act V of 1861

C. – Police Trining School, Phillaur

E. – Railway Police

F. – Criminal Investigation Department

Contd.

Contingencies

Contd

C. – Audited

Contd

(2) Telephone charges

 

(3) Cost of books and periodicals.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(4) Pay of menials

 

(5) Allowance to cattle pound sweepers for sweeping police stations.

(6) Stationery purchased in country.

 

 

 

(7) Carriage of stolen property of under-trial prisoners.

(8) Petty construction and repairs to buildings.

(9) Liveries to peons

(10) Liveries to peons

 

 

All charges connected with telephones are adjusted by book transfer.

1.     No book or periodical can be purchased at the public expense without the previous sanction of the Deputy Inspector-General, except as provided below.

2.     The following books may be purchased without sanction:-

(a) An Urdu almanac, annually, costing not more than two annas a copy for each police office and police station.

(b) A copy of the North-Western Railway Guide, of the Postal and Telegraph Guide, Public and State abbreviated addresses and of an almanac may be purchased direct by each Deputy Inspector-General and Superintendent when such purchase is necessary.

Pay of sweepers, bhistis and other menial in non-pension able service according to sanctioned scale.

Allowance for sweepers at police stations other than that paid by local bodies.

 

Country paper, blank registers, country tape and file boards to be purchased from jails, carriage of English and Urdu printed forms, carriage of English stationery received from the Stationery Office. Cost of articles purchased from jails shall be adjusted by book transfer.

 

 

 

Vide rule 3-15

 

 

 

4.

Contd

A – Superintendence

B-1. District Executive Force

XIII.                District Executive Force proper

XIV.                Police emplyed nder secontions 13, 14 and 15 of Police Act V of 1861

C. – Police Trining School, Phillaur

E. – Railway Police

F. – Criminal Investigation Department

Contd.

Contingencies

Contd

C. – Audited

Contd

(10) Liveries to peons

 

 

(11) Feeding and keeping of animals of Police officers under suspension

(12) Cost of survey maps

 

(13) Liveries to peons

 

 

 

 

 

 

Charges of this nature, if sanctioned by the Inspector-General, are paid by him from his undistributed allotment.

Rule 16-21(3).

 

 

Charges on this account are incurred by the Inspector-General.

Charges on this account are incurred by the Inspector-General.

 

 

5. H. – Miscellaneous Police Land Fund (a) Establishment

 

 

 

 

(b) Contingencies

(a) Establishment

 

 

 

 

(b) Contingencies

Is drawn on abstract contingent bill “C class”. Such as gardeners, bhistis, etc., for gardens. The scale should be sanctioned by the Deputy Inspector-General. Expenditure on pay, tec., of this establishment is treated as contingent expenditure.

Planting and watering trees and crops, the keeping up of police gardens and the general improvement of police lands.

Utensils for use of langris for cooking purposes at headquarters of districts. Vide serial No. 4 of paragraph 20-9, Book of Financial Powers.

 

Appendix no. 10.121 (a)

 

showing the rates at which travelling allowance may be drawin by police officers under the rules

 

Grade as defined in rule 2-15, Punjab Financial Hand Book No.2, Volume III Appointment Rate of Travelling allowance Reference to rules in Punjab Financial Hand Book No.2 Volume III Remarks
Daily allowance Mileage rate by road.

Note – Add 331/2 percent for journeys in hill tracts.

Class for Railway or Steamer accommodtion except as provided in rule 2-19 of Punjab Financial Hand Book No.2, Volume III
Plains Hill Tracts Hill tracts
1 2 3 4 5 6 7 8 9
Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p.
       I Inspector-General 8 0 0 10 0 0 12 0 0 0 6 0 1-1/3 First Rules 2-15 & 2-23
     II Deputy Inspectors-General and Superintendents with pay exceeding Rs.999. 6 0 0 7 8 0 9 0 0 0 6 0 Ditto Ditto
   III Superintendents with pay from Rs.750 to Rs.999 5 0 0 6 4 0 7 8 0 0 6 0 Ditto Ditto
Assistant Superintendents with pay from Rs.350 to 700 5 0 0 6 4 0 7 8 0 0 6 0 Ditto Ditto
Deputy Superintendents with pay Rs.750 5 0 0 6 4 0 7 8 0 0 6 0 Ditto Ditto
    IV Deputy Superintendents with pay Rs.350 to 749 4 0 0 5 0 0 6 0 0 0 4 0 Ditto Rules 2-15 & 2-23
      V Deputy Superintendents with pay Rs.200 to 349 3 0 0 3 12 0 4 8 0 0 3 0 Ditto Ditto
    VI Inspectors with pay Rs.300 3 0 0 3 12 0 4 8 0 0 3 0 Ditto Ditto
  VII Inspectors with pay from Rs.220 to Rs.260 and Sergeants with pay Rs.200 2 8 0 3 2 0 3 12 0 0 3 0 Ditto Ditto
VIII Inspectors with pay Rs.180 to Rs.219 and Sergeants with pay Rs.150 to Rs.199 2 0 0 2 8 0 3 0 0 0 2 3 Ditto Ditto
Sub-Inspectors with pay Rs.150 to Rs.199 2 0 0 2 8 0 3 0 0 0 2 3 1-1/2 Inter Ditto
   IX Sub-Inspectors with pay from Rs.100 to Rs.149 1 8 0 1 14 0 2 4 0 0 2 3 Ditto Ditto
     X Sub-Inspectors with pay from Rs.80 to Rs.99 1 0 0 1 4 0 1 8 0 0 1 6 Ditto Ditto
Assistant Sub-Inspectors with pay of Rs.50 or above. 1 0 0 1 4 0 1 8 0 0 1 6 Ditto Ditto
   XI Assistant Sub-Inspectors with pay of Rs.45 to Rs.49 0 10 0 1 0 0 1 4 0 0 1 6 Ditto Ditto
Head Constables with pay below Rs.50 0 10 0 1 0 0 1 4 0 0 1 6 Ditto Ditto
XII Constables 0 4 0 0 6 0 0 0 0 1 3 :Third Ditto

Note –              (1)      Police officers holding temporary posts will be in the same grade as those holding permanent posts of a similar status.

  • Police officiating in a post will be in the grade of the post in which they officiate. A Deputy Superintendent of Police officiating as Superintendent is specially included in grade III.
  • Superintendents and Assistant Superintendents of Police will, when travelling by rail, be entitled to accommodation by first class irrespective of their pay.
  • Inspectors and European sergeants of Police will, when travelling by rail, be entitled to accommodation by second class irrespective of their pay.
  • Constables will receive 6 annas as daily allowance, if they travel in more than one province.
  • Ordinary and Special Hill tracts and defined in notes to Rules 2-20, Punjab Financial Hand Book No. 2, Volume-II.
  • The Mileage allowance admissible to Government servants of grads V to IV for Journeys by road shall be 4 annas per mile when the journey is performed by motor car and Re. 0-1-6 per mile when the journey is performed by motor cycle. The mileage allowance admissible to Government servants of grades V to IX for journeys performed by motor cycle will be Re. 0-1-6 per mile. The nature of the conveyance used must be certified on the travelling allowance bill presented for payment.
  • For the purpose of travelling allowance “Pay” is as defined in Fundamental Rules, chapter-II.
  • Members of the Police clerical cadre are entitled to travelling allowance of the grade to which they belong under the above table according to their rate of pay, and subject to the provisions of Appendices J and K of the travelling Allowance Rules.
  • Police officers of grades II, III, IV and V may draw enhanced daily allowance of Rs.9, Rs.7, Rs.6 and Rs.4 per diem, respectively for journeys and halts on tour in the plains, provided that:-

(a)       the conditions that would entitle them to draw ordinary daily allowance are satisfied.

(b)       the absence from headquarters exceeds 72 hours.

(c)        the enhanced daily allowance is not drawn in addition to mileage allowance.

APPENDIX No. 10-121 (b)

SHOWING THE RATES AT WHICH POLICE OFFICERS ARE ENTITLED TO DRAW TRAVELLING ALLOWANCE FOR JOURNEYS ON TRANSFER.

Serial No. Appointment BY RAIL OR STEAMER:-

(RULE 2-84-1 PUNJAB FINANCIAL HAND BOOK No. 2, VOLUME-III.

Actual cost of transporting, at owner’s risk, conveyances and horses. BY ROAD JURNEY:-

(RULE 2-81-1 PUNJAB FINANCIAL HAND BOOK No. 2, VOLUME-III).

For journey by road within sphere of duty
For himself For family Personal effect For himself For family Personal effects
If travelling alone If accompanied by family If travelling alone If accompanied by family
1 2 3 4 5 6 7 8 9 10 11 12
1 Deputy Inspector – General 3 fares of the class to which he is entitled One fare for each adult member of his family and one half fare for each child Mds 40 Mds 60 2H + 1 Ca. or 1 M. Ca, or M. C. or C. Two mileage allowances at the rate to which he is entitled One additional mileage allowance if two members and a second additional mileage allowances if more than two members of his family accompany him. Mds 40 Mds. 60
2 Superintendents Ditto Ditto 40 60 Ditto Ditto Ditto 40 60
3 Assistant Superintendent Ditto Ditto 40 60 (M. C. + I H.) or 2H. Ditto Ditto 40 60
4. Deputy Superintendents Ditto Ditto 20 30 I. H. + I Ca. or I. M. C. or I.C. Ditto Ditto 20 30

 

5 Inspectors 3 fares of the class to which he is entitled One fare for each adult member of his family and one half fare for each child 20 30 I H. or I. M. C. Two mileage allowances at the rate to which he is entitled One additional mileage allowance if two members and a second additional mileage allowances if more than two members of his family accompany him. 20 30 Actual cost of conveyance of 4 maunds of baggage, at rates to be laid down for each district by the Deputy Inspector – General.
6 Sergeants Ditto Ditto 20 30 I H. or I. M. C. or I. C Ditto Ditto 20 30
7 Sub-Inspectors Ditto Ditto 12 15 I H. or I. M. C. or I. C. Ditto Ditto 12 15 2 maunds as above.
8 Assistant Sub-Inspectors Ditto Ditto 12 15 I H. or I. M. C. Ditto Ditto 12 15 Ditto
9 Head Constables Ditto Ditto 12 15 Ditto Ditto 12 15 I maund as above.
(a) Within the sphere of duty.
10 Constables One fares of 3rd class is travelling alone Two fares of 3rd class if accompanied by family 1-1/2 3 a) Within the sphere of duty. Mileage allowance as if on tour Re.0-1-3 per mile. Ditto 20 Srs.

 

(a) Without the sphere of duty.
Mileage allowance if travelling alone at Re.0-1-3 Mds 11/2 Mds.3

Notes –           (1)       “Mea” means motor car; M. C. means motor cycle, including side-car; h means horse, Ca, means carriage; C means ordinary cycle.

  • For valid reasons, when a Police officer carries his personal effects by road between stations connected by rail or steamer, he may draw actual expenses not exceeding the cost of their freight by goods train or streamer up to the limits of weight prescribed above, or the equivalent of the freight by goods train, if carried by passenger train.
  • The allowances is column 6 are subject to the distance travelled exceeding 80 miles and to the appointment to which the officer is travelling being one in which he is required by order of the Inspector – General to keep a conveyance. They are not granted to an officer transferred to a non-touring appointment.
  • In the case of a motor car, the cost of transporting a chauffeur or cleaner, and for each horse the cost of transporting one syce and one grass-cutter may be drawn.
  • If a Police officer takes his motor car or motor cycle by road between stations connected by Railway he may in place of the actual cost of transport drawn the amount which would have been charged by the Railway for its transportation by rail, even though not actually carried by that means. Horses, carriages and ordinary cycles must be actually carried by the means, the rates for which are claimed.
  • The actual cost of transporting includes empty haulage charge, if any is levied by the Railway authorities, for a covered carriage or motor car truck if one is not available at the station of despatch and has to be obtained from elsewhere.
  • The allowances in column 9 will be charged for according to the schedule of prescribed means of transport and rates given in Appendix H, Punjab Financial Hand Book No. 2, Volume III.
  • A member of an officer’s family who follows him within six months or precedes him by not more than one month is considered to accompany him for purposes of claim to the above allowances. If such member travels to the officer’s new station from a place other than his old station, either the actual fare for the journey taken or the fare admissible for the journey from the old to the new station, whichever is less, may be drawn.
  • When the condition is attached that the officer must have touring duties, the conveyance allowance will not be granted when he is transferred from a touring to a non-touring post.

 

 

FORM No. 10-5

 

Statement Of Expenditure For The Month Of       19     .

District Executive Force.

 

Heads of Account Allotment Expenditure Balance available for expenditure Remakrs
Original Increase Decrease Total During the month Up to date
            1. Pay of Officers, Non-voted
Superintendent of Police         …        …
Assistant Superintendent of Police    …
Leave salary    …        …
Total pa of Officers, Non-voted         …
2. Pay of Officers, Voted
Superintendent of Police         …        …
Deputy Superintendent of Police       …
Leave salary    …        …
Total pay of Officers, Voted  …        …
3. Pay of Establishment
Inspectors –

Pay      …         …

Leave salary     …         …

Sergeants –

Pay      …         …

Leave salary     …         …

Sub-Inspectors –

Pay      …         …

Leave salary     …         …

Assistant Sub-Inspectors –

Pay      …         …

Leave salary     …         …

Lower Subordinates –

Pay      …         …         …

Leave salary     …         …

Total pay of Establishment      …         …
4. Travelling Allowance, Non-voted
Fixed Conveyance Allowance   …         …
Travelling Allowance   …         …
Total Travelling Allowance, Non-voted
5. Travelling Allowance, Voted
Fixed Conveyance Allowance   …         …
Travelling Allowance   …         …
Total Travelling Allowance, Non-voted           …
6. Other Allowances and Honoraria, Non-Voted
Allowances to Imperial Service Police Officers for uniform, horse and saddlery            …         …
Cost of passages granted under the Superior Civil Service Rules, 1924      …         …
Total Other Allowance and Honoraria, Non-Voted   …         …         …         …
7. Other Allowance and Honoraria, Voted
1. House rent allowance           …         …

2. Compensatory allowance     …         …

3. Allowance to holders of King’s Police

4. MedalsGrain Compensation Allwowance

5. Rewards to Government Servants     …

6. Rewards to Police Zaildars    …

7. Rewards for proficiency in oriental languages

8. Carriage of Constabulary      …         …

9. Grant to Provincial Service Police Officers for uniform, horse and saddlery …

10. Cost of Railway Warrants  …         …

Total other Allowances and Honoraria, Voted
8. Supplies and Services
1. Clothing       …         …         …

2. Equipment   …         …         …

3. Purchase and repair of gymnastic apparatus

4. Traction of prison Vans       …         …

5. Rewards to private persons   …         …

6. Other Supplies and Services  …         …

7. Ordnance Stores       …         …

Total Supplies and Services      …         …
9. Contract Contingencies
1. Postage        …         …         …

2. Tour charges            …         …         …

3. Bearing charges        …         …

4. Repairs to arms and accoutrements  …

5. Hot and cold weather charges           …         …

6. Fixed contingencies  …         …

7. Purchase and repair of tents …         …

8. Purchase and repair of furniture       …

9. Miscellaneous           …         …

Total Contract contingencies   …         …
10. Audited Contingencies
1. Rents, rates and taxes           …         …

2. Telephone charges   …         …

3. Cost of books           …         …

4. Cost of survey maps …         …

5. Pay of manials         …         …

6. Allowance to cattle pound sweepers for sweeping police stations        …         …

7. Purchase and repair of typewriters   …

8. Purchase and repair of bicycles         …

9. Petty construction and repairs         …         …

10. Stationery purchased in country     …

11. Feeding and keeping of animals of Mounted Police Officers under suspension       …

12. Other contingencies           …         …

Total Audited Contingencies    …         …
11. 26-H– iscellaneous
Contingencies – Improvement of Police Lands
12. 47–Miscellaneous
Departments(Transferred), Registration of Vital Statistics

 


form no. 10-12

Police Department                                                                          ___________________District

Memorandum showing the Receipt, expenditure, and balance of money in the cash chest ____________________

1 2 3 4 5 6
Date of entry with reference to General Cash Book Description of money Receipt Expenditure Balance Initial of Officer
Rs. a. p. Rs. a. p. Rs. a. p.

(To be hand drawn)

Form no. 10-14(1)

 

Received from Received from
The sum of Rupees The sum of Rupees
on account of on account of

(Bilingual Form)

Date   Superintendent of Police
The   19       .

 


form no. 10-17

Road Certificate

District_________________                                                                                                                         Police Department

Police Station_______________                                                                                                                                       No.___________

Lines Office________________

1 2 3 4 5 6 7
Name of prisoner and parentage and offence of which accused by the Police with number of charge sheet Date and time of despatch Date and time of arrival at destination Description of money or other property sent, with number and weight of each article Amount of diet money depended on account of prisoners and witnesses Signature of receiving officer Remarks (including reference to cash book or corresponding entry)
Rs. a. p.

 

Date     Signature of official remitting the money or property, etc.
The   19       .

Form no. 10-20(1)

 

police departemtn                                                                        _________district.

 

chanda fund subscription register for the year.

 

Serial No. Name of subscriber Rat3e of sub-scription Payments For
april may june july august september october november december january ferberary march remarks
 

Rs.       a.     p.

FORM No.10-20(2) *

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

 

FORM No.10-20(2) *

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

CHALAN FOR REMITTANCE OF CHANDA MONEY TO THE TREASURY

 

original.

 

for the Inspector General’s (Office)

 

_________Treasury.       dated _________19   .

by whom brought On what account Name of subscr-iber amoutn remakr
Rs. a. p.

 

Total in words

Cash received.

 

examined and entered.

 

Accountant

Treasurer.

 

 

Treasury Officer

CHALAN FOR REMITTANCE OF CHANDA MONEY TO THE TREASURY

 

original.

 

for the Inspector General’s (Office)

 

_________Treasury.       dated _________19   .

by whom brought On what account Name of subscr-iber amoutn remakr
Rs. a. p.

 

Total in words

Cash received.

 

examined and entered.

 

Accountant

Treasurer.

 

 

Treasury Officer

CHALAN FOR REMITTANCE OF CHANDA

MONEY TO THE TREASURY

 

original.

 

for the Inspector General’s (Office)

 

_________Treasury.       dated _________19   .

 

by whom brought On what account Name of subscr-iber amoutn remakr
Rs. a. p.

 

Total in words

Cash received.

 

examined and entered.

 

Accountant

Treasurer.

 

 

Treasury Officer

*( The name of each subscriber and the amount of his subscription to be given on this form. And note to be added of any vacancies or of mmen absent on leave or duty). *

 

FORM No.10-21.

 

Bill No. _____________Of 195     .

 

The ___________________________________________________________________Dr.

 

to the superintendent of police                                       district               cr.

 

1 2 3 4 5
Date (and period) of supply Number or quantity

Articles

supplied

Description of                          or of strenght supplied

Rate Amount.
Rs.     a. p Rs.           a. p
                             Total Rupees                           . . .

 

Note – A separate receipt will begivenon adjustemnt of this bill.

 

 

Dated ____________________________ (Standard Form) Superintendent of Police
The _____________of ____________19     .

 

 

FORM No.10-27(1) (a).

Police Department                                                                                      _________District.

Daily account of additional police for the month of _________________________19         .

1 2 3 4 5 6 1 2 3 4 5 6
Date Order Book No. Treasury Receipt No. Detail of Receipt amount Daily Total Date Order Book No. Treasury Receipt No. Detail of Expenditur. amount Daily Total
Rs p Rs a. p. Rs a p Rs p.

 

FORM No.10-27(2)

Police Department                                                                                                        _________District.

 

ADDITIONAL POLICE ACCOUNT LEDGER.

 

 
Name of Additional Police _______________________________

 

Gazette Notification (No. and date)__________________Total Cost

 

Period _____________From __________________To___________

Pay______________________________________________

 

Contingencies (including, Equipment and other allowances._____________

 

Pensionary Charges_________________________________

 

Total_____________________________________________

 

 

1 2 3 4 5 6 7 8 9 10 11
Date of entry in Cash Book. Receipts. Expenditure Balance difference between total lost expenditure to date. Details   of Expenditure – Column 5. Remarks
Recovered during the month Recovered up to date Balance recoverable Spent during the month Spent up to date Pay Contingencies Pensionary charges
Rs.       a. p. Rs.       a. p. Rs.       a. p. Rs.     a. p. Rs. a. p. Rs.       a. p. Rs. a. p. Rs.       a. p. Rs.       a. p.

 

Note – The Ledger shall be totalled at the end of each month. Columns 3, 4, 6 and 7 shall be filled in at the end of the month and not daily.

FORM No.10-27(3)

Police Department                                                                                                        _________District.

 

MONTHLY STATEMENT OF RECEIPTS AND EXPENDITURE ADDITIONAL POLICE

FOR THE MONTH OF

 

 

1 2 3 4 5 6 7 8 9 10 11
Serial No. Recovered during the month Station of Government or other Authority Receipts Expenditure Detail of expenditure column (7). Remarks
Notification No. and date. Period Total Cost. Recovered during the month Recovered up to date Balance recoverable column 3 total cost, minus column (5). Spend during the month Spend up to date Available balance for expenditure (column 3 total cost minus column 9). Pay Contingencies Pensionary charges
Rom To.

 

 

Date     Superintendent of Police
The   19       .

 

Police Department                                                                                         _________District.

FORM No.10-28

INCOMOM RETURN

 

STATEMENT OF REVENUE AND RECEIPTS CLAIMABLE, REALIZED AND CREDITED IN _________DUSTRICT FOR THE MONTH OF _______19    .

1 2 3 4 5 6 7 8 9 10
Major head of service Minor and detailed heads of receipts. Budget estimate for current year/ Actual realisations during the same month last year. Actual realisations during the month now reported on. Actual realisations from commencement of year to close of the month last year Actual realisations from commencement of year to close of the month now reported on. Anticipated realisations for remainder of current year Total present estimate for current year (column 7 and 8 ) Explanation of important difference between columns 4 and 5, 6 and 7 and 8 and 9.
1. Contribution for Railway Police.
2. Fees, fines and forfeitures.
3. Recoveries of over-payment.
4. Collection of payments for services rendered:-

(a)   Fees paid by Indian States on account of students deputed to Police Training School.

(b)   Contributions by Indian States towards. Finger Print Bureau. Phillaur.

(c)   Recoveries of Leave Salary contribution of officers lent on foreign service.

(d)   Contribution for passages of Government servants lent on foreign service.

(e)   Contribution for passages of Government servants lent on foreign service.

(f)    Recoveries of contributions towards horse, saddlery and uniform allowances of officers, lent on foreign service,.

(g)   Receipts on account of additional Police employed under sections 13 14 and 165 of Police Act V, 1861.

(h)   Other items.                 . . .

 

5. Miscellaneous:                   . . .

(a) Police Land receipts     . . .

(b) Miscellanceous             . . .

(i)    (c) Deduct – Refunds   . . .

 

Notes – (1) Receipts under item 1 are adjusted by book transfer by the Accountant General, Punjab.

(2) Item 2 – Fines are not imposed. Income on account of copying fees and service card should be reported under this head.

(3) Item 3 – The income under this head represents recoveries on account of over-payment in previous year.

 

FORM No. 10.33 (I).

 

Police Department.                                                      _____________________ District.

 

VOUCHER No. ______________________

Month of ________________________

 

Head of appropriation Chargeable
 

(Translation in Urdu)

 

 

__________________

____________________________________

____________________________________

____________________________________

 

 

 

Received this _______________ day of _________ the sum of Rupees ___________ ____________________________________

being the amount due to me for __________

____________________________________

____________________________________

____________________________________

____________________________________

 

 

Dated ___________19

Claimant’s

Signature.

 

________________

 

FORM No. 10.39 (6).

 

Police Department                                                                ___________ District

 

MEMORANDA FOR OBTAINING CHEQUES ON POLICE DEPOSIT.

 

ACCOUNTS FOR WHICH MONEY IS REQUIRED.

 

1 2 3 4 5 6 7
Order Book No. Voucher No. Name and address of payee On what account Amount to be paid from sub-heads.
Clothing Equipment Total
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Total Rs.

 

 

 

FORM No. 10.42 (I) A.

Police Department                                                                ___________ District

 

CASH DISTRIBUTION REGISTER FOR THE FINANCIAL YEAR.

 

Serial No. Description of head, sub-head, & c., to which the money should be credited or the name of office to whom the money should be paid Description of Bills, Cheques, & c.___________
 

 

By credit to XXIII-Police…

// credit to Chanda Fund…

// credit to Police Deposit..

//credit to XLV-Stationery.

// M. O. through treasury per

contra transfer.

// Remittance Transfer Receipt

Service Labels

 

 

 

Total….

 

 

 

 

 

 

 

 

 

 

 

Rs. a. p.

Number of cash order or cheque or signature of recipient  

 

 

 

 

 

 

 

 

 

 

Rs. a. p.

Number of cash order or cheque or signature of recipient  

 

 

 

 

 

 

 

 

 

 

Rs. a. p.

Number of cash order or cheque or signature of recipient  

 

 

 

 

 

 

 

 

 

 

Rs. a. p.

Number of cash order or cheque or signature of recipient  

 

 

 

 

 

 

 

 

 

 

Rs. a. p.

Number of cash order or cheque or signature of recipient Remarks

 

FORM No. 10.42 (I) A. – concluded.

 

Serial No. Description of head, sub-head, & c., to which the money should be credited or the name of office to whom the money should be paid Description of Bills, Cheques, & c.___________
 

 

Accountant           ..             ..

Lines Officer       ..             ..

 

 

 

 

 

 

 

 

 

 

 

 

Total….

 

 

 

 

 

 

Total…

No. of Cheque or Letters of Credit .. ….

 

 

 

 

 

Total….

No. of Cheque or Letters of Credit .. ….

 

 

 

 

 

 

 

 

 

 

 

 

Rs. a. p.

Number of cash order or cheque or signature of recipient  

 

 

 

 

 

 

 

 

 

 

Rs. a. p.

Number of cash order or cheque or signature of recipient  

 

 

 

 

 

 

 

 

 

 

Rs. a. p.

Number of cash order or cheque or signature of recipient  

 

 

 

 

 

 

 

 

 

 

Rs. a. p.

Number of cash order or cheque or signature of recipient  

 

 

 

 

 

 

 

 

 

 

Rs. a. p.

Number of cash order or cheque or signature of recipient Remarks
Total….

 

No. of Cheque or Letters of Credit .. ….

 

Total….

 

No. of Cheque or Letters of Credit .. ….

 

Total of amount remitted by Letter of Credit or Cheque ….
Total amount of bill, Cheque, &c.
Initial of Accountant with date ………..
Initial of Gazetted Officer, with date ………..

 

 

 

 

 

 

FORM No. 10.42 (I) (B)

ADVICE NOTE

 

From

Superintendent of Police,

________________ District,

 

To

Sub-Inspector of Police,

____________________

 

Dated         19,                              Despatch Register No. __________________

 

 

  1. You are authorized to draw Rs.

As detailed below from the treasury at

 

  1. A letter of credit for the amount is forwarded to

 

  1. This advice note should be signed and returned by you as soon as you have drawn the money shown in it from the Teasury.\

 

  1. Vouchers, etc., signed by the actual payees, must be submitted by you immediately on disbursement.

 

On account of Amount
Rs.       a.       p.

 

Superintendent of Police

 

* In the Railway Police, the words “R. T. Receipt” shall be inserted for the words “letter of credit”. This paragraph should be struck out, when no letter of credit is forwarded.


FORM no. 10-48(1)

Page-1

Police Department                                                       ___________ District

 

CASH BOOK OF THE _____________ DISTRICT FOR THE MONTH OF _________199

 

1 2 3 4 5 6 7 8 9 10 11
Date No. of Order Book No. of Detail of receipts On account of – Total Daily Total
Treasury Receipt Receipt Book General Case Account Clothing Fund Equipment Fund Additional Police Account Departmental Revenues
Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p.
May 1st Balance brought forward 211-4-8 6,567-15-2 1,353-5-1 196-0-11 8,328-9-10
462 T. R.

25-26

By Salary Bill of Upper Subordinates for April 1914:(net) 1,977-0-0 10-0-0 10-0-0 3-0-0 2,000-0-0
462 T. R.

25-26

By Salary Bill of Lower Subordinates of April 1914:(net) 4,987-13-0 2-0-0 8-3-0 1-11-0 5,000-0-0
By Ditto (Arrears), January to March 1914 300-0-0 300-0-0
By Travelling Allowance Bill (No.2) for February and March 1914 200-0-0 200-0-0
468 T. R.

26

By Abstract Contingent Bill (General), No.6 499-8-0 0-8-0 500-0-0
By Abstract Contingent Bill (Petty Construction and Repairs), No.1 10-0-0 10-0-0
By Abstract Contingent Bill (Stationery and Printing), No.3 10-0-0 10-0-0
T. R.

25

By Salary Bill of Additional Police for April 1914 60-0-0 20-0-0 40-0-0 120-0-0
Allowances for Police Lock-up Bhistis for April 1914 20-0-0 20-0-0
Allowances for cattle-pounds for April 1914 (D.B. Cheque No. 3

4328 / 279 dated 30-4-1914

100-0-0 100-0-0
462 T. R.

26

From Mr. C.D., Superintendent of Police, subscription to Police Garden for April 1914 2-0-0 2-0-0 16,590-9-10
Carried over         … 8,375-9-8 6,599-15-2 1,393-5-1 214-8-11 7-3-0 16,590-9-10 16,590-9-10

FORM no. 10-48(1)

Page-2

Police Department                                                       ___________ District

 

CASH BOOK OF THE _____________ DISTRICT FOR THE MONTH OF _________199

 

1 2 3 4 5 6 7 8 9 10 11
Date No. of Order Book No. of Detail of receipts On account of – Total Daily Total
No. of Voucher General Case Account Clothing Fund Equipment Fund Additional Police Account Departmental Revenues
Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p.
May 1st 480 Refund of railway fare to Imam Din of Kaithal City 10-0-0 10-0-0
Disbursed salaries of Upper subordinates as under:-
To Lines Officer (specially authorized under rule 10-41(a)) in cash 519-0-0
To Sub Inspector by money order 200-0-0
To Sub-Inspector by money order 50-0-0
Remitted by R.T. Receipts 50-0-0
Remitted by Tahsil Orders 1,028-0-0
261 18 To Muhammad Din Leather Contractor, Lahore, cost of 3 saddles recovered from Upper Subordinates 130-0-0 1,977-0-0
T. R.

26

Credited to XVII-Police on account of subscription to Police Garden 3-0-0 3-0-0
Disbursed salaries of Lower Sub-ordinates as under:-
To Lines Officer (specially authorized under rule 10-41(a)) in cash 2,100-0-0
To Sub-Inspectors by money order 150-13-0
To Sub-Inspectors by money order 200-0-0
Remitted by R.T. Receipts 300-0-0
Remitted by Tahsil orders 2,230-10-0
462 19 To Parsa, shoemaker of city, cost of a baton 0-6-0
T. R.

28

Credited to Chanda Fund 6-0-0 4,987-13-0
Carried over         … 6,974-13-0 3-0-0 6,977-13-0

FORM no. 10-48(1)

Page-1

Police Department                                                       ___________ District

 

CASH BOOK OF THE _____________ DISTRICT FOR THE MONTH OF _________199

 

1 2 3 4 5 6 7 8 9 10 11
Date No. of Order Book No. of Detail of receipts On account of – Total Daily Total
Treasury Receipt Receipt Book General Case Account Clothing Fund Equipment Fund Additional Police Account Departmental Revenues
 
Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p.
Brought forward 8,375-9-8 6599-15-2 1,393-5-1 214-8-11 7-3-0 16,590-9-10 16,590-9-10
May 8th T. R.

29

28 Cash found in possession of Constable No.171, Ruldu, deceased 10-15-3 10-15-3 10-15-3
 
15th T. R.

30

29 From Mounted Constable No.67, Salag Ram, price of a remount of the Chanda Fund sold to him 100-0-0 10-0-0 100-0-0
 
20th 30 Chanda for Mounded Constable No.62, Gamun(retired Inspector-General’s Cheque No. 27385 / 205, dated 17-04-1914 100-1-0 100-1-0 100-1-0
 
25th By Travelling Allowance Bill No.3, April 1914 50-0-0 50-0-0
 
By Abstract Contingent Bill (General), No.7 288-0-0 288-0-0 338-0-0
 
Carried over         … 8,319-10-8 6,599-15-2 1,393-5-1 255-8-2 7-3-0 17,139-10-1 17,139-10-1

 

 

 

FORM no. 10-48(1)

Page-2

Police Department                                                       ___________ District

 

CASH BOOK OF THE _____________ DISTRICT FOR THE MONTH OF _________199

 

1 2 3 4 5 6 7 8 9 10 11
Date No. of Order Book No. of Detail of receipts On account of – Total Daily Total
No. of Voucher General Case Account Clothing Fund Equipment Fund Additional Police Account Departmental Revenues
Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p.
Brought forward 6,974-13-0 3-0-0 6,977-13-0
May 1st 462 T. R.

26

Credited to XVII-Police, subscription to Police garden 1-11-0 1-11-0
Desbursed “Arrears” of Lower subordinates as under:-
To Lines Officer in cash 255-0-0
By Tahsil orders 45-0-0 300-0-0
Travelling Allowance, –vide Bill NO.2 in Travelling Allowance Register 200-0-0 200-0-0
468 T. R.

26

Contingencies, – vide Contingent Register,     Part- I 499-8-0 0-8-0 500-0-0
Contingencies, – vide Contingent Register,     Part- II 10-0-0 10-0-0
Contingencies, – vide Contingent Register,     Part- III 10-0-0 10-0-0
Disbursed salaries of punitive Police at Nariana for April 1914 57-0-0
20 House rent Rs.2 and fixed allowance Rs.1 3-0-0 60-0-0
Disbursed – Lock-up, Bhishties, Allowance, –vide Cash Distribution Register 20-0-0 20-0-0
Disbursed Cattle-pound allowance, – vide Cash Distribution Register 100-0-0 100-0-0
462 T. E.

26

Credited into Treasury under XVII-Police on account of Police garden subscription received from Mr. C.D. Superintendent of Police 2-0-0 2-0-0
Carried over         … 8,174-5-0 7-3-0 8,181-8-0

 

 

 

 

FORM no. 10-48(1)

Page-1

Police Department                                                       ___________ District

 

CASH BOOK OF THE _____________ DISTRICT FOR THE MONTH OF _________199

 

1 2 3 4 5 6 7 8 9 10 11
Date No. of Order Book No. of Detail of receipts On account of – Total Daily Total
Treasury Receipt Receipt Book General Case Account Clothing Fund Equipment Fund Additional Police Account Departmental Revenues
Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p.
Brought forward 8,913-10-8 6,599-15-2 1,393-5-1 255-8-2 7-3-0 17,139-10-1 17,139-10-1
Certificate

1. certify that Rs.98-4-8* (Rupees ninty-eight, annas four and pies eight only) are in the Cash Chest; there is no R.T.R with the accountant or cash in the hands of any disbursing officer (Rule 10-48(3)), I have satisfied myself that the accounts are correct and that the charges entered in this Book have been really paid. Vouchers for all items of expenditure are in the office files with the exception of Nos.25 and 26; and Nos.16 and 17 referred to in the last month’s certificate have since been received and filed. I am responsible that the vouchers have been so defaced that they cannot be used again.

C.D, Superintendent of Police.

   Detail of balance in cash chest

*(1) 1-3-15-Cost of saddles     89-0-0

(2) 7-3-15-Un-disbursed salaries

 9-4-8

Total               98-4-8

Carried over         … 8,913-10-8 6,599-15-2 1,393-5-1 255-8-2 7-3-0 17,139-10-1 17,139-10-1

 

 

FORM no. 10-48(1)

Page-2

Police Department                                                       ___________ District

 

CASH BOOK OF THE _____________ DISTRICT FOR THE MONTH OF _________199

 

1 2 3 4 5 6 7 8 9 10 11
Date No. of Order Book No. of Detail of receipts On account of – Total Daily Total
No. of Voucher General Case Account Clothing Fund Equipment Fund Additional Police Account Departmental Revenues
Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p.
Brought forward 8,174-5-0 7-3-0 8,181-8-0
                    Police Deposit

Cheque No. 28384 / 284

May 1st 21 Disbursed clothing money of Constable No.10, Allah Bux, invalided 16-0-0
21 Disbursed clothing money of constable No.17, Ram Chand, invalided 16-0-0
21 Cost of blacking for marking pantaloons to Lekh Ram Merchant 1-0-0
Stamp affixed on Cheque 0-1-0
22 Cost of 200 beds at Rs.3 less advance to Ghasita, Carpenter, of city 250-0-0
23 Cost of repairs to 3 beds and 10 Boxes to Bablu, Carpenter of Kaithal 4-3-0 0-8-0
24 Estate of S.I.N.D., to his son and heir, Constable No. 326 X.Y 110-5-7
25 Estate of Head Constable M.L, No.79 to his widow Mussamad G.H. 40-0-0
26 Estate of Constable No.45, Shakru, to his brother and heir Qadrn of V. – Police Station 29-3-4 466-12-11 8,648-4-11
Carried over         … 8,174-5-0 7-3-0 8,181-8-0 8,648-4-11

 

 

 

FORM no. 10-48(1)

Page-1

Police Department                                                       ___________ District

 

CASH BOOK OF THE _____________ DISTRICT FOR THE MONTH OF _________199

 

1 2 3 4 5 6 7 8 9 10 11
Date No. of Order Book No. of Detail of receipts On account of – Total Daily Total
Treasury Receipt Receipt Book General Case Account Clothing Fund Equipment Fund Additional Police Account Departmental Revenues
Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p.
Brought forward 8,913-10-8 6,599-15-2 1,393-5-1 255-8-2 7-3-0 17,139-10-1 17,139-10-1
Advance Recoverable

Clothing Fund

Rs. a. p.
(1) Cost of great-coat of Constable No.15, Bhuru

(2)———-

(3)———-

6-8-0
Equipment Fund
Rs. a. p.
(1) Ghasita, carpentar (on______ April 1914) for providing beds 350-0-0
Abstract of balance under “Estates”
Rs. a. p.
4-3-14-Constable K.D. No.183 31-0-0
1-5-14-Constable Sukhu, No.8 4-0-0
8-5-14-Constable Ruldu, No.171 10-15-3
Total 45-15-3
Grand Total       … 8,913-10-8 6,599-15-2 1,393-5-1 255-8-2 7-3-0 17,139-10-1 17,139-10-1

 

 

 

 

FORM no. 10-48(1)

Page-2

Police Department                                                       ___________ District

 

CASH BOOK OF THE _____________ DISTRICT FOR THE MONTH OF _________199

 

1 2 3 4 5 6 7 8 9 10 11
Date No. of Order Book No. of Detail of receipts On account of – Total Daily Total
No. of Voucher General Case Account Clothing Fund Equipment Fund Additional Police Account Departmental Revenues
Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p.
Brought forward 8,174-5-0 33-1-0 254-3-0 179-8-11 7-3-0 8,181-8-0
                    Police Deposit

Cheque No. 28384 / 284

May 21st Chanda to Gamu, late Mounted Constable No.62 100-0-0
Stamp affixed on Chanda Cheque 0-1-0 100-1-0 100-1-0
22nd Rewards to Sub-Inspectors H.M. and M.R. at Rs.50 each 100-0-0 100-0-0
Wages of collies who repaired butts (5th to 7th) 3-0-0 3-0-0 103-0-0
25th Travelling allowance, – vide Bill No.3 in Travelling Allowance Register 50-0-0 50
Contingencies, – vide Contingent Register, Part-I 288-0-0 288-0-0 338-0-0
29th T. R.

30

Credited into Chanda Fund, price of a remount of the Chanda Fund sold to Mounted Constable Salag Ram 100-0-0 100-0-0 100-0-0
Total        … 8,815-0-0 33-1-0 254-3-0 179-8-1 7-3-0 9,289-5-11 9,289-5-11
Balance carried forward 98-4-8 6,566-14-2 1,130-2-1 45-15-3 7,850-4-2 7,850-4-2
Grand Total      … 8,913-10-8 6,599-15-2 1,393-5-1 255-8-2 7-3-0 17,139-10-1 17,139-10-1

 

 

 

 

 

 

 

 

 

 

 

FORM no. 10-50(b)

Police Department                                                       ___________ District

 

POLICE LANDS IMPROVEMENT FUND CASH BOOK

 

1 2 3 4 1 2 3 4
Date of entry inCash Book Amount credited to Government under XXIII -Police Miscellaneous – Police Lands R Monthly Total Remarks, giving brief particulars of all receipts. Date of enty in Cash Book Total of each abstract Contingent Bill Monthly Total Remarks giving brief detail showing Establishment and Contingent expenditure separately.

 

 

FORM no. 10-50(c)

 

Police Remount Fund Cash Book for the month of ______________ 19       .

 

Dr.

1 2 3 4 5 6
Month and date Treasury receipt No. Departmental receipt No. Details of Receipts. Amount Total
Rs.     a. p. Rs.     a. p.

 

1 2 3 4 5 6
Month   and date Cheque No. Voucher No, Detail of payments Amount Total
Rs.     a. p. Rs.     a. p.

( To be drawn by hand. )


FORM no. 10-52(a)

 

Police Department                                                       ___________ District

 

POLICE STATION REGISTER No. XX, PART (I)

CASH ACCOUNT OF MONIES SUCH AS PAY, ALLOWANCES AND MISCELLANCEOUS, TRANSACTIONS, ETC.,

OF POOLICE STATION

 

1 2 3 4 5 6 7 8 9
Annual Serial No. Date Nature of receipt or expenditure Receipt Expenditure Balance Reference to previous subsequent, of final numbers in this Register, regarding the same transactions. REFERENCES TO DETAIL OF BALANCE TO BE GIVEN DAILY.
(a) (b) (c) Reference to the serial No, of this Register on which the amount composing balance was originally entered. Description of money.
Receipt Book No. (Rule 10-14) Road certificate No, (Rule 10-17). No of entry in station daily in which details are given
219 1-6-26 For the month of June 1926

 

Balance from last month         …

Rs

 

25

Rs

 

.

Rs.

 

25

 

 

 

 

 

 

 

 

 

215

Reward due to Dharam Singh, Zaildar of Village Rs.
25
221 4-6-26 Pay for May 1926       …       … 405 430 221, 224, 225. 50 215 (i) Reward due to Dharam Singh, Zaildar 25
221 4-6-26 To pay of Sub-Inspector, H.C. and F. Cs. 352 78 220 220 (ii) Pay of F. Cs. 53
Total 78
222 Pay of menials for May 1926 44 123 227 51 215 (1) Reward due to Dharam Singh, Zaildar 25
223 Travelling Allowance of Establishment (Bill No.15) 200 322 226 52 222

223

(2) Pay of menials 44
224 5-6-26 To S.I. Shahabad – Pay of F. C. No.25, Nanda, transferred to that P.S. 17 305 220 70 (3) Travelling Allowance of Establishment 20
225 5-6-26 To pay of Foot Constables 36 269 220 Total 89
226 5-6-26 Disbursed Travelling Allowance of Establishment 180 89 223 Travelling Allowance of Establishment 20
227 10-6-26 Disbursed pay of menials for May 1926. 44 45 222
228 10-6-26 To Dharam Singh, Zaildar 25 20 215
229 25-6-26 Estate of deceased F. C. No. 35, Abdullah, of Ambala District, due to his widow, Mussammat of village 50 70 53 223

 

229

Total for June 1926                   … 724 654 70

Note    (1) A line shall be drawn after each entry.

 

(2)The Serial No. in which the final transaction is completed should be entered in red ink opposite the Serial No, in which the receipt of the amount was originally recorded. This red ink No, will show that the amount in question has been finally adjusted.

 

(3)When and item is pending final adjustment, the red ink No, will not be given.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

FORM no. 10-52(b)

Police Department                                                                                           ___________ District

 

POLICE STATION REGISTER No. XX, PART (2)

Cash Account of permanent advance of Police Station________________

 

1 2 3 4 5 6 7 8 9 10
Annual Serial No,. Date Nature of receipt or expenditure Receipt Expenditure Balance Reference to previous subsequent, of final numbers in this Register, regarding the same transactions. References Reference to the entry in the Corresponde4nce Register (No. 5), relating to the application made for recoupment Remarks
(a) (b) (c)
For the month of June, 1926 Rs. Rs. Rs.
180 1st June,1926 Balance                                                     … 15 15 2
181 5th June 1926 By departmental expenses bill, dated 20th May,1926 2 17 150 22 18
182 9th June 1926 Judicial expenses in case First information Report No, 27, dated 24th May, 1925. 5 12 184 No. 6, dated 9th June, 1926
183 15th June, 1926 Repairs to beds and boxes 3 9 185 No. 17, date d15th June, 1926.
184 20th June, 1926 By judicial expenses bill, dated 9th June, 1926 5 14 182 15
185 25th June, 1926 By departmental expenses bill, dated 15th June, 1926. 3 17 183 17
186 28th June, 1926 Judicial expense in case First Information Report No, 32, dated 15th June, 19th 1926 7 10 No,. 22, dated 28th June, 1926.
187 29th June 1926 Repairs to chair                                         … 2 8 No, 24, dated 29th June, 1926
Total                                                         … 25 17 8

 

 

 

Amount of permanent advance

Detail of items recoverable with date of application.

 

170, 20th May, 1926   …       …       3

 

186, 28th June 1926   …       …       7

 

187, 29th June, 1926   …       …       2

 

Total                       … 12

 

Note – (1) A line shall be drawn after each entry.

(2) wheh an item pending final adjustment, the red ink No. will not given.

 

20 12 8

 

 

FORM no. 10-59

REMOUNT CHARGES AND CHANDA REFUNDS.

Police Department                                                       ___________ District

 

(Note – Answer those items which are applicable. Draw a pen through all others.)

Constable

Head Constable

 

Horse

Camel

 

For purchase of a remount

On ceasing to be a member of the Chanda Fund.

Payment

refund

Application on behalf of Mounted                               , Constabu, lary No.                           Sower of the disteict for                             of Chanda money

 

 

Payment for remounts

  1. Date of enrolment of previous animal.
  2. Date of removal of previous animal from the Chanda Register.
  3. Reason for removal of the animal from the Register.

(Attach Committee’s report, if any.)

 

  1. Amount recovered on account of sale-proceeds of animal (i) unserviceable) and the date on which credited into the treasury.
  2. Date of entry of the new remount for which Chanda money is required. If not already submitted, attach a copy of the new entry in the Chanda Register. (Form 10-20 (I).)
  3. Amount required for payment under Rule 7-12, Police Ruless.

 

Refund of Chanda money

 

  1. Amount of Chanda money paid by Sowar on joining the Chanda fund, If the Sowar brought his own animal, the fact should be noted here.
  2. Date of joining the Chanda Fund.
  3. Date from which the subscriber cease to be a member of the Chanda Fund.
  4. amount required for refund to the applicant under Police Rules.
  5. State how the animal of the ex-subscriber has been disposed of.
  6. Name of the new subscriber, with Constabulary No. and the date of joining the Chanda Fund.
  7. Amount of Chanda money paid by the new subscriber and the date on which credited into theTreasuury.
  8. Remarks by Superintendent of Police.

 

Date : Superintendent of Police
The 19             .

 

 

 

 

 

 

 

 

 

 

 

 

 

ORDER.

Sanctioned for Rupees                                                                (Rs                           ) and paid by cheque No.                         , dated                       .

 

By order,

Assistant Inspector General

of Police, Punjab.

_____________

FORM No. 10-61 (4)

Police Department                                                       ___________ District

BILL FOR ALLOWANCES OF BHISTIS AND SWEEPERS EMPLOYED AT THE POLICE STATION LOCK-UPS FOR THE MONTH OF

 

1 2 3 4 5 6
Serial No. Name of Police Station Allowance of Bhisti Allowance for sweeper Total Remarks.
 

Rs.         a. P.

 

Rs.         a. P.

 

Rs.         a. P.

Total     …

 

 

Memorandum showing the disposal of the Bill.

Rs.
(1) By letters of credit, –Vide Chalan attached  
(2) By chash orders, –Vide­ Chalan attached
(3) Cash (if any)
Total

 

 

Date : Superintendent of Police
The 19             .

 

 

(IV) 13-54

 

 

 

 

FORM No. 10-64

Police Department                                                       ___________ District

 

CERTIFICATE.

 

I DO HEREBY CERTIFY THAT I have examined ________________________

__________________________________________, a candidate for employment in the Police Department, and cannot discovery that he has any disease, constitutional affection, or bodily, infirmity, except ______________.

 

I do not consider this a disqualification for employment in the office of _______________________________________________________________________.

 

His age is according to his own statement __________________ years, and by appearance about _____________ years.

 

Date : District Health Officer.
The 19            .

 

 

 

 

 

 

 

 

 

 

 

[Note. –When an officer is transferred from one office to another, the duties of which are different in character, a Commissioned Medical Officer, or Medical Officer in charge of Civil Station, should report whether the defect, if one exists, will materially interfere with the discharge of his new duties of the officer transferred.]

 

(Prescribed by Rule 3.I, P. F. H. B. No, 2, Vol. II.)

 

I declare that I have never been pronounced unfit for Government employment by a Medical Board or any other duly constituted Medical Authority.

 

 

FORM No. 10-76 (4)

APPLICATION FOR THE GRANT OF HOUSE-RENT ALLOOWANCE TO UPPER SUBORDIANTES.

 

POLICE DEPARTMENT                                                                                                                             ___________ DISTRICT

 

HOUSE-RENT ALLOWNCE CREASED TO BE   DRAWN. HOUSE –RENT ALLOWANCE APPLIED FOR. Net.   Progressive total of house-rent allowances of the changes are sanctioned.
Serial No. on the permanent list of sanctions. Name, rank and number of officer who ceaed to draw house-rent allowance. Rate of house-rent allowance. Date from which the house-rent allowance ceased to be drawn. Reasons for cessation. Name, rank and No, of officer for who house-rent allowance is applied. Locality of propcsed house. Name of owner of house proposed to be rented. Rate of house-rent allowance Date from which sanction is asked for. Grounds for application.
1 2 3 4 5 6 7 8 9 10 11 12

 

 

Note I. – Applications for reduction or increase of existing house-rent allowances and intimation of the cessation of allowances should also be submitted in the form.

 

Note II. – There shall be two separate progressive total, viz, one for European Inspectors and Sergeants, which will be shown in the applications for house-rent allowances for such officers to be forwarded to the Inspector General of Police, and the other for Indian Inspectors which will be shown in the applications for house-rent allowances for such officers to be forwarded to the Deputy Inspector General of Police.

 

Note III. – The Inspector General of Police and the Deputy Inspector General of Police shall communicate the sanction acceded by them to the Superintendent of Police form whom the application was received.

( See reverse )

 

 

 

  1. Remarks by Superintendent of Police (a)

 

 

Date : Tehsildar,

________________, tahsil.

The 194           .

 

 

  1. Tahsildar’s report whether the rent proposed is reasonable according to local rates (b)

 

 

Date : Tehsildar,

________________, tahsil.

The 194           .
Deputy Inspector General of Police

Inspector General of Police, Punjab, Lahore.

 

  1. Forwarded to the in ____________________

range, for order.

 

Superintendent of Police

_______________________ district.

 

No. ________________________ dated __________________________.

 

Sanctioning authority’s orders.

 

Dated __________________________         Signature ______________________.

 

 

  • Mention here also that no Government quarter is available for this officer.
  • To be obtained through District Magistrate.

 

FORM No. 10-76 (5)

EUROPEAN INSPECTORS AND SERGEANTS.

INDIAN INSPECTORS,

SUB-INSPECTORS, ASSISTANT SUB-INSPECTORS AND HEAD CONSTABLE.

 

PERMANENT LIST OF HOUSE –RENT ALLOWACES SANCTIONED.

FOR

 

 

IN THE _______________________DISTRICT.

 

Serial No. Name, rank and number Rate of house-rent allowance. Date from which sanctioned Authority. Progressive total Remarks
1 2 3 4 5 6 7

(To be drawn by hand).

 

Form No. 10-76 (6)

RANGE

PROVINCE.

POLICE DEPARTMENT.

 

Indian Inspectors

European Inspectors and Sergents

Monthly consolidated statement of sanctions for the grant or cessation of house-rent allowances to                                                                        during the month of _________194______.

 

Serial No. Name and designation of the Government servant to whom the house-rent allowance is granted or withdrawn. Rate of house-rent allowance. Date from which sanctioned. Date from which ceased. Progressive total of previous month. Net progressive total at the end of the month under report Remarks
1 2 3 4 5 6 7 8

 

Note – Changes in the progressive total should be given in chronological order.

 

Deputy Inspector General of Police, ___        Range

                     Inspector General of Police, Punjab

 

 

 

 

FORM No. 10-86

MEMORANDUM OF CHAGES IN ESTABLISHMENT.

 

UPPER

LOWER

STATEMENT SHOWIN VACANCIES, PROMOTIONS, APPOINTMENTS, TRANSFERS TO OTHER DISTRICT, OR DEPARTMENTS AND DEGRANDTATIONS OF                                    SUBORDINATES DURING THE MONTH OF _____________193           .

Number of Order Book Entry. VACANCIES DURING THE MONTH ENLISTMENT, PROMOTION, &c., MADE TO FILE UP THE VACANCIES (SHOW IN COLUMNS 1 OR 70) SAVINGS REMARKS
Provincial or Constabulary No, Name. Rank and Grade. Date of Vacancy. Period of Vacancy Cause of Vacancy Number of Order Book Entry. Provincial or Constabulary No. Name Rank and Grade Date form which appointment on promotion to have effect. Period Amount given (Pay of new appointment.) Period (column 6 less column 13) Amount
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
Rs.A.P Rs.A.P
Grand Total       …

 

 

Date : Checked and found correct.

 

Accountant

Superintendent of Police.
The of 19             .

FORM No. 10-87 (5)

MEMORANDUM OF DEDUCTIONS.

UPPER

LOWER

 

STATEMENT SHOWIN CASUAL DEDUCTIONS TO BE MADE FORM                      SUBORDINATES FORTHE MONTH OF _____________19           .

Number and date of order book entry. Name Provincial, Range or Constabulary No, Rank and grad Description of deductions to be made. Total amount to be recovered DEDUCTION MADE FORM THE PAY OF THE MONTH ON ACCOUNT OF Balance (to be recovered later on). Remarks.
Refund Clothing Equipment Estate Departmental Revenues Chanda Miscellaneous.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Rs.   a.p Rs.   a.p Rs.   a.p Rs.   a.p Rs.   a.p Rs.   a.p Rs.   a.p Rs.   a.p Rs.   a.p
Total …

 

DATED LAHOR Checked and found correct.

 

Accountant

Superintendent of Police.
The of 19             .

 

 

 

 

 

FORM No. 10-88 (1)

ANNUAL GRADATION LIST OF _____________FOR THE YEAR 19       .

 

1 2 3 4 5 6 7 8 9
Annual Serial No. Constabulary No, Names of officers (to be entered in accordance with the length of approved service). Date of enrolment. Date from which approved service in the particular time-scale counts. If any service has been forfeited, the date from which approved service counts shall be altered accordingly,=. Serial No to which name is transferred on account of reduction or SERIAL NO. OF OFFICERS ON EACH RATE OF PAY EACH MONTH Remarks Including reference to order in connection with promotion, with holding of increment, &c., with signature of gazetted officer.
January February March April May June and so. on.

 

 

FORM No. 10-89. (A)

 

POLICE DEPARTMENT         .                          ______________ DISTRICT

 

 

LIST OF POLICE OFFICERS ABSENT FROM THEIR APPOINMENTS ON WHICH THEY HAVE A LIEN. EITHER (b) ON LEAVE. (b) ON DUTY TO ANOTHER APPOINTMENT. WHETHER PERMANENT OR TEMPORARY, (c) ON JOINING TIME DURING TRANSFER TO ANOTHER APPOINMENT, OR (d) UNDER SUSPENSION.

 

 

Note :- The names of absentees and of officers on such duty as prevents them from receiving their salaries should also be inserted.

 

 

1 2 3 4 5 6 7 8 9
Serial No. Rank and grade Provincial ——– of Constabulary No. Range Kind  

ABSENCE

 

Remarks

Give here Order Book No.

Period Date Name and Constabulary No. or substitute, if any,
Y M D From To

 

 

 

 

 

 

 

 

 

 

FORM No. 10-89 (B)

POLICE DEPARTMENT                                                                                          _________________ DISTRICT

 

ABSENTREE STATEMENT OF UPPER SUBORDINATES FOR THE MONTH OF

 

Name of absentee Actual rate of pay Designation and rate of pay of vacant post NAME OF ABSENCE Rate of absentee allowance (To be filled up by Audit Office) OFFICIATING OFFICER (IF ANY) (To be filled up by Audit Office).
Kind Period From A.M. or P. M., To A.M or P.< Name Substantive post Substantive pay Officiating pay
1 2 3 4 5 6 7 8 9 10 11 12 13 14
E.C S. E. C S.

 

DATED _________________

The       19         –                                                                                                                      Head of Office

 

Notes. –      I. In column 4 should be stated “average, ½ average pay, extraordinary leave without pay. “suspended,” etc., the date for each being specified as far as possible in columns 6 and 7. in case of suspension it should be noted whether or not the period counts for pension.

 

  • The statement should be divided off into sections corresponding to sections in the bills only those arrangements affecting one section being shown together.
  • The number of completely vacant posts should be noted at the end of each section.

FORM No. 10-89 (c)

(For office use only)

ABSENTEES DURING THE FINANCIAL YEAR 19   —19.

 

POLICE DEPARTMENT                                                                                 ___________________ DISTRICT

 

REGISTER OF PAY AND ALLOWANCES HELD OVER FOR FUTURE PAYMENT SHOWING THE NAMES OF POLICE OFFICERS ABSENT FROM THEIR APPOINTMENTS ON WHICH THEY HAVE A LIEN. EITHER (a) ON LEAVE, OR (b) ON DUTY TO ANOTHER APPOINTMENT. WHETHER PERMANENT OR TEMPORARY, OR (c) ON JOINING TIME DURING TRNSFER TO ANOTHER APPOINTMENT, OR (d) UNDER SUSPENSION.

 

(N. B. – The names of deserters and of men on such duty as prevents them from receiving their salaries should also be shown)

 

Serial No. Rank and Grade Constabulary No. Name and alias of the absentees Nature of Absence Full pay and acting allowance (separately) Number, rank and name of substitute Rate of amount due to substitute (if any from column 9) Monthly savings and amounts withheld for future payment. Give date of drawing arrears here or in column 12 REMARKS
*Kinds Period Date
Y M D From To
1 2 3 4 5 6 7 8 9 10 11 12 13
Rs. A. P. Rs. A. P. Rs. A. P. Rs. A. P.

 

 

 

 

Note . –           1 .        The entries in column 12 shall agree with columns 5 and 6 of the pay bill.

  1. Totals should be shown in red ink every month.
  2. Separate pages shall be assigned for each rank and grade.
  3. *”Kind.” The entry in columns 5 should be one of the following :-

 

1).        Leave on average pay.                                                 2.         Leave on half or quarter average pay.

3).        Leave on medical certificate.                                       4.         Extraordinary leave without allowances.

5).        Suspension.                                                                 6).        Deputation (to a temporary appointment created).

7).        Appointed to act in a higher rank.

 

Superintendent of Police

 

 

FORM No. 10-90 (1) (A).

POLICE DEPARTMENT                                             __________ DISTRICT

 

ACQUITTANCE ROLL OF PAY OF UPPER SUBORDINATES FOR THE MONTH OF

 

Provincial or Range No. Name Rank and grade PAY AND ALLOWANCES CLAIMED DEDUCTION BALANCE SIGNATURE OF THE PAYEE, WITH DATE REMARKS
Pay, acting allowance or leave salary (separately). Special pay Compensatory allowance Total On account of Amount
House Rent Conveyances Horse Motor Cycle
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Brought for ward

 

Rs. A.Pl Rs. A. P Rs. A. P. Rs. A. P.

 

ABSTRACT OF COLUMN 13 (DEDUCTIONS).

 

Fund Income Tax Refunds Clothing Equipments Departmental Revenues Chanda Miscellaneous Remarks
Rs. A.P. Rs. A.P. Rs. A.P. Rs. A.P. Rs. A.P. Rs. A.P. Rs. A.P. Rs. A.P.

 

Note . – Full sheets shall be supplied to the Lines and half sheets to Police Stations.

 

Atend.

 

Forwarded to the officer in charge of Police ___________________ at __________ for him to draw (in words) Rs. ___________ from the treasury and to pay the amount to the payees. The acquittance roll should be returned duly stamped and signed without delay and in no case later than 20th of __________.

Dated _________________

The __________________                                           Superintendent of Police

 

 

Certified that Rupees __________ have been paid to the actual payees. It is returned duly stamped and signed. (State here the amount un-disbursed and its cause, and mention the name of the officer to whom it is due.)

 

 

Dated _________________

The __________________                                           Officer incharge

 

 

Checked and found correct.

 

Dated _________________

The __________________                                           Accountant

 

 

 

FORM No. 10-90 (1) (B).

 

POLICE STATION.                                                                                        ____________ DISTRICT

 

ACQUITTANCE ROLL OF PAY OF LOWER SUBORDINATES FOR THE MONTH OF

 

Constabulary No. Name Rank and grade Pay and allowances claimed Total Deductions Balance Balance signature of seal of the payee, with date and attestation by the Disbursing officer Remarks
Pay acting allowances or leave salary (separately). Special pay Compensatory allowances On account of Amount
Horse Camel House Local Conveyance
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
Brought over Rs.

 

 

 

 

Total

 

ABSTRACT OF COLUMN 14 (DEDUCTIONS).

 

Fund Refunds Clothing Equipments Estate Departmental Revenues Chanda Miscellaneous Remarks
Subscriptions Deductions
Rs. a.p. Rs. a.p. Rs. a.p. Rs. a.p. Rs. a.p. Rs. a.p. Rs. a.p. Rs. a.p. Rs. a.p.

 

ABSTRACT OF COLUMN 14 (DEDUCTIONS).

Head Constables Selection Grade Constables Time-scale Constables Allowances
Serial No. in pay sheet Name Rs.30 per mensem Rs.31 per mensem Rs.32 per mensem Rs.33 per mensem Rs.34 per mensem Rs.35 per mensem Rs.36 per mensem Rs.37 per mensem Rs.38 per mensem Rs.39 per mensem Rs.40 per mensem Rs.41 per mensem Rs.42 per mensem Rs.43 per mensem Rs.44 per mensem Rs.45 per mensem Rs.20 per mensem Rs.21 per mensem Rs.22 per mensem Rs.23 per mensem Rs.24 per mensem Rs.25 per mensem Rs.26 per mensem Rs.27 per mensem Rs.28 per mensem Rs.17 per mensem Rs.18 per mensem Rs.19 per mensem Rs.20 per mensem Conveyance House Rent Local Statistical Special Pay Total amout claimed
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38

 

 

 

 

 

 

 

Forwarded to the Officer in charge of Police ______________________ at ________________________ for him to draw (in words) the amount to the payees. The Acquittance Roll should be returned duly signed and (if necessary) stamped by the payees, without delay and in no case later than 20th of _________________________.

 

 

 

Dated ______________

Superintendent of Police

The ___________19   .

 

 

 

Certified that the amount has been paid to the actual payees. It is returned duly signed and stamped.

 

Dated ______________

Officer in charge

The ___________19   .

 

*State here the amount undisbursed (if any) and its cause, and mention the name of the officer to whom it is due.

 

 

Checked and found correce

 

Dated ______________

Officer in charge

The ___________19   .

 

Form No. 10-91

 

Police Station                                                                                                 ___________District

 

 

list of officers appointed to, or transferred from, the station or who went on leave (other than casual leave), or were admitted to hospital during the month of _________________ 19         .

 

Appointments

 

1 2 3 4 5 6 7
Serial No. Number, rank and grade Name Date of arrival Station from which received Allowance if any, to which entitled while at this Police Station Remarks (Quote here No. of the Daily Diary Report)
R.     a.   p.

 

Transfers

 

1 2 3 4 5 6 7
Serial No. Number, rank and grade Name Date of Departure Place to which transferred Allowance, if any, wo which entitled while at this Police Station Remarks (Quote here No. of the Daily Diary Report)
R.     a.   p.

 

Dated ______________

Officer in charge

The ___________19   .

 

 

Form No. 10-93

 

Police Station                                                                                                 ___________District

 

 

accountant’s check register of postings of lower subordinates

 

 

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
Constabulary No. Names Rank and grade Pay Where posted during the month of
January February March April May June July August September October November December Remarks
1
2
3

An so on

Note – The form should be printed and bound in books of 150 leaves, providing sufficient space for 1,200 men.

 

Form No. 10-94

Police Station                                                                                                ___________District

 

pay sheet of lower subordinates for the month of _________________________ 19   .

 

Part I – Detail of Payments

 

Serial No. Name of Station, etc. Head Constables Constables, Selection Grade
1st Class Second Class At Rs.28 At Rs.27 A tRs.26 At Rs.25 At Rs.24 At Rs.23 At Rs.22
At Rs.45 At Rs.44 At Rs.43 At Rs.42 At Rs.41 At Rs.40 At Rs.39 At Rs.38 At Rs.37 At Rs.36 At Rs.35 At Rs.34 At Rs.33 At Rs.32 At Rs.31 At Rs.30 No. Amount No. Amount No. Amount No. Amount No. Amount No. Amount No. Amount
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32
Total Carried out

Note – Where no column has been provided for showing numbers in each grade or of allowances the number shall be written in red ink above the amount, which shall be in black ink

 

Part I – detail of payments Contd.

Serial No. Name of Station, etc Constables, Selection Grade Constables, Time scale Other Allowances Deduction Balance (Columns54 less column 63 Remarks
At Rs.21 At Rs.220 At Rs.20 At Rs.19 At Rs.18 At Rs.17 Special Pay Local Allowances To be deducted from pay bill Police Deposit To be credited into Treasury Miscellaneous Total (Columns 55 to 62)
No. Amount No. Amount No. Amount No. Amount No. Amount No. Amount Conveyance Allowance House Rent No. Amount Fund Refunds Clothing Equipment Estate Departmental Revenue Chanda
1 2 33 34 35 36 3 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65
Total Carried out

Note – Where no column has been provided for showing numbers in each grade or of allowances the number shall be written in red ink above the amount, which shall be in black ink

 

Form No. 10-94 Contd.

Police Station                                                                                                ___________District

 

Part II – Mode of charging the amount in the pay bill and _______________ comaparing it with the sanctioned scale

 

S.No. of Columns of the pay bill Head Constables Constables, Selection Grade
Description First Class Second Class At Rs.28 At Rs.27 At Rs.26 At Rs.25 At Rs.24 At Rs.23 At Rs.22
At Rs.45 At Rs.44 At Rs.43 At Rs.42 At Rs.41 At Rs.40 At Rs.39 At Rs.38 At Rs.37 At Rs.36 At Rs.35 At Rs.32 At Rs.31 At Rs.30 No Amount No Amount No Amount No Amount No Amount No Amount No Amount
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
8

 

 

7

 

 

6

 

5

 

 

4

Pay to be drawn (brought over from last page).

Pay at Training Schools or drawin in other districts.

*Pay held over for future payments

+ Savings on account of leave, suspension, etc.

# Savings on account of vacant appointments.

3 Total        …
Sanctioned scale …

Dated____________

The______________ 19   .                                         Accountant                                                                  Drawing Officer

Part II – Mode of charging the amount in the pay bill and __________________ comaparing it with the sanctioned scale

S.No. of Columns of the pay bill Description Constables, Selection Grade Constables, Time-scale Other Allowances Remarks
At Rs.22 At Rs.21 At Rs.20 At Rs.20 At Rs.19 At Rs.18 At Rs.17 Special Pay Conveyance Allowance House rent Local Allowances at Rs. Amount claimed (columns 3 to 53)
No. Amount No. Amount No. Amount No. Amount No. Amount No. Amount No. Amount No. Amount
8

 

 

7

 

 

6

 

5

 

 

4

Pay to be drawn (brought over from last page).

Pay at Training Schools or drawin in other districts.

*Pay held over for future payments

+ Savings on account of leave, suspension, etc.

# Savings on account of vacant appointments.

3 Total        …
Sanctioned scale …
(1)    Amount (column 54) to be drawn Rs.

(2)    Deduct –

(a)   Fund (deduction Column 55 of PartI) Rs.

(b)   Refunds (Column 56 of Part I) Rs.

(3)    Balance to be drawn in pay bill Rs.

Certified that I have compared this statement with the memo, of deductions, the memo, of changes, the absentee statement, thie bills, he Acquittance Rolls and all other connected papers and find them correct.

Here insert the dates and amounts of arrears and other supplementary bills drawing during the current month.

1.    1st supplementary bill of Rs.                                                       drawn on

2.    2nd supplementary bill for Rs.                                                                       drawn on

* Agree with absentee statement

+ Agree with absentee statement

# Agree with columns 15 to 16 on memo, of changes

 

 

 

 


Form No. 10-94 Contd.

Police Station                                                                                                ___________District

 

Part III – examination, etc., of acquittance rolls

 

Sir,

 

I HAVE carefully examined the Acquittance Rolls for the month of _________ 19 returned by the disbursing officers and have satisfied myself that they are complete in all respects and contain no errors or omissions in the sums paid to payees, and that Receipt stamps have been duly affixed to each payment exceeding the sum of Rs.20 (except payments to mounted lower subordinates). The undisbursed money returned by the disbursing officers has been correctly entered and accouted for in the cash book as per detail noted below and has been duly acknowledged by Departmental Receipts. The Acquittance Rolls with connected papers, Treasury Receipts, etc., are put up for orders.

 

Note. –When no undisbursed money has been retuned, the relevant portion in the certificate should be deleted..

 

 

  • Total amount disbursed Rs.
  • Amount credited into “Estates” Rs.
  • Amount remained undisbursed as detailed below rs.
  • Total amount drawn in pay bill Rs. ____________.

(Column 54) ________________.

 

 

I have, etc.

Dated ______________

Accountant

The ___________19   .

 

Certified that I have carefully examined the pay sheet and all connected records and papers and find them correct. They should now be filed preparatory to their bound in accordance with Rule 10-101.

 

Dated ______________

Drawing Officer.

The ___________19   .

____________

 

PART IV.

 

Here insert how the salaries of absentees credited into the treasury (if any) have been disposed of (quote volume and page where the Acquittance Roll has been filed).

 

Accountant.

 

 

FORM No,. 10-96 (1) A.

 

 

POLICE DEPARTMENT.                                                                                                                            _____________ DISTRICT.

( for office use only.)

MEMORANDUM OFR TESTING THE CORRECTNESS OF THE LOWER SUBORDINATES’ PAY BILLFOR THE MONTH OF ________________________ 19     .

 

No. 1 – INCREMENT.

FOR TESTING NUMBER OF HEAD CONSTABLES AND CONTABLES ON DIFERENT RATES OF PAY.

( THE FIGURES GIVEN SHOULD BE CHECKED FROM PAY LIST. )

 

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34
Detail. HEAD CONSTABLES. CONSTABLES SELECTION GRADE CONSTABLES, TIME-SCLE.
Rs

 

45

 

 

Rs

 

44

Rs

 

43

Rs

 

42

Rs

 

41

Rs

 

40

Rs

 

39

Rs

 

38

Rs

 

37

Rs

 

36

Rs

 

35

Rs

 

34

Rs

 

33

Rs

 

32

Rs

 

31

Rs

 

30

Total

Rs.

Rs

 

28

Rs

 

27

Rs

 

26

Rs

 

24

Rs

 

23

Rs

 

22

Rs

 

21

Rs

 

20

Total

Rs.

Rs

 

20

Rs

 

19

Rs

 

18

Rs

 

17

Total

Rs.

Remarks
1. Last (monthly) Serial No, in pay list).

 

2.Deductions for vacancies (including deputations.)

 

3. Balance.

 

4. (Add)

vacancies (in column 32 only).

 

5. Total.

 

*These figures will correspond with those shown in columns1. 2 and 3 against Head Constables and Constables in the Lower Subordinates, Bill.

 

Dated ______________

Superintendent of Police.

The ___________19   .

 

FORM No, 10-96 (1) (A).

 

( for office use only.)

No. II

POLICE DEPARTMENT                                                                             _____________DISTRICT.

 

DETAIL OF SAVINGS ON ACCONT OF VACANCIES (INCLUDING DEPUATIONS) SHOWN IN COLUMN 4 OF THE LOWER SUBORDINATE BILL.

 

1 2 3 4 5 1 2 3 4 5
No. Rank, grade and rate of pay Days Amount Total for each grade or each step in the time scales No. Rank, grade and rate of pay Days Amount grad
Rs.   A. P Rs. A. P. Brought for ward Rs. A.P. Rs. A.P.
Carried over Grand Total

 

Note. –The amount in column 5 will agree withthat shown in column 4 of the Pya Bill, and columns 3 and 4 will agree with columns 15 and 16 of Memoranda of changes.

____________________________________

 

Superintendent of Police.

 

FORM No, 10-96 (1) (B).

Voucher No.

LOWER SUBORDINATE BILL.

POLICE DEPARTMENT                                                                                                                             _____________DISTRICT.

 

DETAIL PAY BILL OF PERMANENT ESTABLISHMENT OF THE POLICE FORCE OF THE ABOVE DISTRICT FOR THE MONTH OF _______________________ 19         .

 

( Including all Bodies of Police, except additional and Punitive Police).

 

Sanctioned St4reth in each grade. Rank and Rate of Pay. Sanctioned Pay. SAVING ON ACCOUNT OF Pay, Acting or leave salary of absentness held over for future payment. Pay of men deputed to Training School. Pay and Leave Salary drawn of men present, I, e, Col. 3, minus Cols. 4 to 7. FUND DEUCTION
Vacant Appointments Leave, Suspension, etc Postal Insurance. General Provident Fund Deductions. Other Deductions, viz., H. B. Advance, Motor Cycle or Advance, etc.
1 2 3 4 5 6 7 8 9 10 11
Rs.     A. P. Rs.     A. P. Rs.       A. P. Rs.     A. P. Rs.       A. P. Rs.       A. P. Rs.     A. P. Rs. A. P. Rs.     A. P.
Grand Total Rs.         …

 

Note. – 1. The name of persons drawing personal allowances should be given in the body of the Bill. In no other case should payee’s names appear.

 

Deduct undisbursed pay refunded as detailed below, Rs._______________________________ fund deductions

Rs. ________________________; and Recoveries ordered by Accountant General in letter No..____________________________________________________ dated ____________________/ ( or objection statement No, __________________ dated                                    ) for Rs.       . .

Net sum required for payment                    …         …         …         …         …

Rs. (in words.)

Note. – 2. In columns 4, 5, 6, and 7, the actual number of appointments vacant, etc., should be shown in addition to the amount of savings or short drawal.

 

ACCOUNTS.

 

            (1)       Received contents ; also certified that I have satisfied myself that all pay included in bills drawn 30 dyas previous to this date, with the exception of those detailed below ( of which the total has been refunded by deduction from this bill) have been disbursed to the proper persons, and that their receipts have been taken in acquittance rolls filed in my office, with receipt stamps duly cancelled for every payment in excess of Rs. 20. Further certified that all persons, for whom pay has been drawn in this bill, have actually been entertained during the month.

 

(2)       *Certified that no person in Superior Service on this establishment has been absent either on deputation or suspension or with or without leave (except on Casual leave) during the month, and further that all appointments and promotions, temporary or permanent, have been recorded in the Service Books of the persons concerned under my initials.

 

(3)       Certified that I have personally satisfied myself that during the month of ___________ 19   , for which this bill is drawn, the number of Constables of different periods of approved service was as follows:-

 

(4)       Certified that the Head Constables and foot Constables Selection Grade, for whom pay in excess of the minimum has been claimed, have rendered the required period of approved service entitling them to the increased pay.

 

(5)       Certified that on leave has been granted until by reference to the applicant’s leave account maintained under F. R. 76 I had satisfied myself that it was admissible, and that all grants of leave and departures on, and returns from leave and all periods of suspension and deputations, have been recorded in the Service Books under my initials.

 

(6)       Certified that no person for whom house-rent allowance has been drawn in this bill has been in occupation of Government rent-free quarters during the period for which the allowance has been drawn.

 

Camelss

Horses

cycles

(7)       Certified that the Government servants for whom conveyance allowance has been drawn actually maintained                                  and were not employed as clerks.

 

  • Certified that Special Pay has been granted to those actually performing duties of the posts for which it has been sanctioned.

 

 

 

 

(9)       Certified that the Government servants for whom leave salary has been drawn equal to their substantive pay held substantively permanent posts under Government on 24th August 1927.

Number of Selection Grade Constables on— Number of Foot Constables.
Rs. 28, Rs. 27, Rs,. 26, Rs. 25, Rs, 24, Rs, 23, Rs.22, Rs, 21, Rs, 20, 1st grade at Rs. 20. 2nd grade at Rs. 19. 3rd grade at Rs 18 4th grade at Rs. 17.

 

 

Dated                                                  .

Superintendent of Police.

The                                          19       .

 

 

DETIAL OF PAYOF ABSENTEES REFUNDED.

 

Section of Establishment Name Period Amount.
Rs.             As. Ps.
Total Rs.         ..

 

*This certificate refers only to Head Constables, 1st grade, who are in receipt of personal allowance of Rs. 5.

 

  1. B. – The words “Received contents” should be scored through by the Drawing Officer in the case bills presented at the pre-audit counter of Accountant-General’ Office.

 

Note. – Date and amount of the Supplementary Bills.

Pay Rupees ________________________________________________________ (Rs. ________________) only.

 

TREASURY : Examined and entered.
The 19         . Treasury Accountant. Treasury Officer.

 

 

 

AUDIT REGISTER PAGE SHOULD BE GIVEN AGAINST EACH SECTIONAL TOTAL.

 

ADMITTED RS.__________________

 

OBJECTED TO RS. ______________

 

 

Audr.                                       Supdt.

 

 

 

 

 

 

 

 

 

 

For use in Accountant – General’s Office.

Deductions :

General Provident Fund.

Postal Insurance.

Other Deduction.

XX III – Police,

Recoveries of overpayments.

 

Total

 

29 – Police, Voted.

Pay of Establishment,

Travelling Allowance

Other Allowance.

 

Total

 

Deductions.

 

Net

 

POLICE DEPARTMENT                                                                             ____________ DISTRICT

 

SCHEDULE OF POSTAL PREMIA RECOVERY FOR THE MONTH OF ___________________

 

Serial No. Name of official Designation Number of Policy or contract Amount Remarks
Rs.     A .       P

FORM No. 10-109 (1)

 

POLICE STATION                                            ___________DISTRICT

 

BILL NO.                 FOR JUDICIAL EXPENSES

 

In the case of _________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________

 

First information report No. _________________________, dated _________________ of __________________________ 19.

 

1 2 3 4
Date of payment Name and address of payee or of accused person Full description and rate of payment Amount
Rs.       a.       p.
Total (in words)rupees

 

 

Note . – A separate bill should be prepared in each case.

 

 

Dated _____________________

Officer in charge of the Station

The ___________________19

 

 

 

 

 

 

 

 

 

 

FORM No. 10-109 (2)

 

POLICE STATION                                            ___________DISTRICT

 

Bill No. ___________ for Departmental Expenses.

 

(Total No. of vouchers attached __________)

 

 

1 2 3 4 5
Serial No. of voucher Date of payment Name and address of payee Brief description of payment Amount paid
Rs. As. Ps.
Total (in words)

 

 

Number of the daily diary report should be quoted in column 4

 

 

 

Dated ______________________19

Officer in charge of the Police Station

The _______________________19

 

 

FORM No. 10-110

 

POLICE STATION                                                                                                               ___________DISTRICT

 

 

REGISTER OF CONTINGENT CHARGES OF                             FOR THE MONTH OF ___________ APPROPRIATION Rs. ______________________

 

Date To whom paid Voucher No. Sub-Head Description of charge Order book No. Total of each Contingent abstract Total up to date Sanction allotment Balance in hand Remarks
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21
Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p. Rs.a.p.

Here enter Part I, II, III, IV or V as the case may be.

Note (1) –        The names of sub-heads in columns 4-14 should be entered in manuscript on each page of the register.

Note (2) –        At the end of each month the total expenditure for the month, the expenditure from April to date and the balance shall be entered in red ink. The progress of expenditure, the entire sanctioned allotment and the balance in hand shall be shown in columns 18, 19 and 20, respectively.

Note (3) –        The total of each abstract Contingent bill will be shown in column 17 and it will correspond with the sum of the totals of columns 4-14.

 

form no.10-112(1) (a)

 

 

Police Department                                                                                      ______________District

 

Voucher No.____________

 

Bill for contract contingent charges of the office of __________________________________________ for the month of __________________19 .

 

Primary

Head of service – 29 – Police.                                 *Minor Head D.E.F               Unit –––

Contract

 

Number of sub-voucher Description of charges Amount
 

Repairs to arms, tents and accoutrements –

 

(a) Petty repair to arms and tents

(b) Carriage of arms, tents and accoutrements

 

Purchase and repairs of furniture

 

Service Postage and telegram charges

 

Hot and cold weather charges

 

Total Charges

 

Miscellaneous

Rs.   a. p.
 

Total drawn from the Treasury

Rupees (in words) ___________________________________

 

 

 

Note (1) –        Open manuscript heads where necessary.

*Note (2) –      Complete account classification should be entered in colun “Head of Service”.

 

 

 

 

 

 

 

 

Account of Contract Allotment

 

Ammount of allotment

Amount
 

Rs.

 

Amount
Deduct –

Total of present Abstract

Total of previous Abstract

Amount of Bills

 

Total up to date

 

Available Balance

 

 

 

Received payment and certified that the expenditure charged in this bill could not, with due regard to the interests of the Public Service be avoid. I have satisfied myself that the charges entered in the bill have been really paid.

 

Certified that there in single purchase exceeding Rs.100

 

 

Date______________

Head of Office and Designation

The ____________19

 

Pay Rupees ______________________________________________

(Rs. __________________).

 

______________________Treasury Office

 

Date____________

Treasury Officer

 

For use in Accountant-General’s Office

Audit Register page

 

Admitted Rs.________________________

 

Objected to Rs.______________________

 

Auditor.         Asstt. Supdt.             Supdt.

 

form no. 10-112(1)(b)

Police Department                                                                          ____________District

 

Voucher No.___________

 

Bill for C class contingencies of the office of for the month of ____________

 

Head of 29 – Police. *          Minor Head D.E.F.

 

Service. Primary Unit … Supplies and Services

Secondary Unit

Numbers of Sub-vouchers Description of charges Amount
 

Other Allowances and Honoraria –

 

Rewards to Government servants  …        …        …

Grants to Provincial Service Police officers for uniform, houses and sadlery  …        …        …        …

Grants to Imperial Service Police officers for uniform, horses and saddlery            …        …        …        …

Carriage of Constabulary    …        …        …        …

Rewards for proficiency in oriental languages        …        …

Allowances to police zaildars         …        …        …

Cost of railway warrants    …        …        …        …

Allowances to holders of King’s Police Medal in active service

Allowance to holders of Indian Police Medal in active service

Cost of passages granted under the Superior Civil Service Rules, 1924 …        …        …        …        …

 

 

Supplies and Services –

 

Rewards to private persons            …        …        …        …

Traction of prison vans      …        …        …        …

Purchase and repair of gymnastic apparatus          …        …

Ordnance Stores      …        …        …        …

Clothing      …        …        …        …        …

Equipment  …        …        …        …        …

 

Rs.       a.       p.
 

Carried over    …

 

Note – 1 – Open manuscript secondary unit, if any.

* Note – 2 – Complete account classification should be entered in column “Head and Service”.

Numbers of Sub-vouchers Description of charges Amount
 

Brought forward         …

Contingencies–

 

Rents, Rates and Taxes       …        …        …        …

Cost of books and periodicals        …        …        …

Cost of survey maps          …        …        …        …

Pay of menials        …        …        …        …

Allowance to cattle pound sweepers for sweeping Police Station         …        …        …        …        …

Stationery purchased in country    …        …        …

Petty construction and repairs to buildings            …        …

Liveries to peons    …        …        …        …

Feeding and keeping of animals of mounted police officers under suspension    …        …        …        …

Purchase of type-writers    …        …        …        …

Cost of petrol, etc., for mobile petrol lorries          …        …

Carriage of stolen property of under-trial prisoners          …

Purchase of bicycles           …        …        …        …

Police Lands Fund  …        …        …        …

Budged allotment for 19     …        …        …        …

 

Deduct –

 

Total of present bill            …        …        …        …

Total of previous bills        …        …        …        …

Amount of work bills         …         …        …        …

 

Total up-to-date     …

Available balance    …

 

Rs.       a.       p.
 

Grant Total       …

 

 

Rs. (in words)                                                                                     Received payment and certified –

 

 

(1) That the expenditure charged in the this bill could not, with the regard to the interest of the public service, be avoided. I have satisfied myself that the charges entered in this bill have been really paid, with the exceptions noted below, which exceed the balance of the permanent advance, and will be paid on receipt of the money drawn on this bill. Vouchers of all sums above Rs.25 in amount are attached to this bill, save those noted below, (a) which will be forwarded as soon as the amounts have been paid. I have, as far as possible, obtained vouchers for other sums, and I am responsible that they have been destroyed or so defaced that they cannot be used again.

 

(2) “Certified that all the articles detailed of the vouchers attached to the bill and in those retained in my office have been duly received in good order and accounted for in the stock register. Certified also that the quantities are correct the quality is good, the rates paid are not in excess of the accepted and the market rates and that suitable notes of payment have been recorded against the indents and invoices concerned to prevent payment”.

 

(3) Certified that the menials whose pay has been charged in this bill were actually maintained in Government service during the period concerned.

 

(4) Certified that I have satisfied myself that the amounts on account of pay of menials drawn 1 –2 –3 months previous to this date with the exception of those detailed below ( of which the total amount has been refunded by deduction from this bill) have been disbursed to the menials concerned and their receipts taken.

 

(5) Certified that in respect of the conveyance charges charged for in the bill, a suitable portion of the amount has been charged to Government and the balance met by the touring officers and their subordinates.

 

(a)       Specify voucher to follow:-

Head of Office and Designation

 

 

Dated

 

Pay Rupees

 

(Rs.                             )

Accountant

_______________Treasury

 

Dated

Treasury Officer

 

For use in Accountant General’s Office

            Admitted_____________________________________________________________________

 

Objected to ___________________________________________________________________

 

___________________________________________________________________________________

 

___________________________________________________________________________________

 

Auditor                                                Assistant Superintendent                                        Superintendent

 

form no. 10-113(1)

Police Department                                                                                                  __________ District

 

Statement showing the half clothing allowance paid under rule 4-23 during the financial year ____________ in the _______________ district and recoverabdl under police rule 10-113

 

Particulars Amount
 

 

Amount actually paid during the financial yar ____________ to_______

 

Lower Subordinates at Rs.16 per head on account of clothing deposit under Police Rule 4-23          …        …        …        …        …

 

Half clothing allowance recoverable under Police Rule 1-113(c)        …

Rs.    a.       p.
 

Total   …

 

 

 

Certified that I have satisfied myself that the sum of Rs.__________________ at the rate of Rs.16 per head has been paid during the financial year_________________ to ____________ lower subordinates o this district who were enlisted prior to the 1st of April 1905 and who have ceased to be members of the Clothing Fund, and that it is correct.

 

 

 

Superintendent of Police

——

Office of Superintendent of Police,___________

 

No._______________, dated_________________

 

 

Forwarded to the Inspector-General of Police, Punjab, Lahore, for necessary action.

 

 

 

Superintendent of Police

 

 

 

Form No. 10-117(1)

 

form of police requisiotion and railway warrant

for office record

 

Order No._________     _______ Police office

No.__________          Dated_________19   .

 
___________District

 

________Province

Stamp of issuing office

 

 

Railway warrant

To

The Station Master,

__________Station

Form No. 10-117(1)

 

form of police requisiotion and railway warrant

for railway

 

Order No._________     _______ Police office

No.__________          Dated_________19   .

 
___________District

 

________Province

Stamp of issuing office

Railway warrant

To

The Station Master,

__________Station

Sir, – Conveyance by Railway is required for the under-mentioned proceeding on duty from ______ to _______via ____________by mail / ordinary train on presentation of this warrant:-

Form No. 10-117(1)

 

form of police requisiotion and railway warrant

for superintendent of police

 

Order No._________     _______ Police office

No.__________          Dated_________19   .

 
___________District

 

________Province

Stamp of issuing office

 

 

Railway warrant

To

The Station Master,

__________Station

Rank and name of men for whom conveyance is required (in case of prisoners, state class of prisoner, i.e., under trial, convict, etc., under column Rank) Class for which accommodation is required Authorised and not to be exceeded Rank and name of men for whom conveyance is required (in case of prisoners, state class of prisoner, i.e., under trial, convict, etc., under column Rank) Class for which accommodation is required Authorised and not to be exceeded Actually provided with conveyance Rate Amount Individual of tickets issued Rank and name of men for whom conveyance is required (in case of prisoners, state class of prisoner, i.e., under trial, convict, etc., under column Rank) Class for which accommodation is required Authorised and not to be exceeded
1 2 3 1 2 3 4 5 1 2 3
Rank Name Rank Name Rank Name

 

 

Baggage. (See Note 2.) Baggage. (See Note 2.) Baggage. (See Note 2.)
Nature Amount Weight. Nature Amount Weight. Nature Amount. Weight.
 

Purpose of Journey.

 

1. Escort of prisoners. 3. Transfer.
2. Escort of Government Treasure. 4. Other duty (nature to be specified)

 

 

[Delete as may be necessary.]

 

Station __________________

Date ___________________195     .

 

Signature and designation

Of Issuing Officer

From Station_______________

To Station ________________

 

Note 1. – Column 1, 2, and 3 must be filled up by the officer issuing the warrant.

 

Note 2. – Column for excess personal luggage of policemen are not authorised baggage charged, and must not be included in this form, but paid for by the owner.

Purpose of Journey.

 

1. Escort of prisoners. 3. Transfer.
2. Escort of Government Treasure. 4. Other duty (nature to be specified)

 

 

[Delete as may be necessary.]

 

Note 1. – Column 1, 2, and 3 must be filled up by the officer issuing the warrant. Column 4 must be filled up by the officer n charge of the party. Columns 5, 6 and 7 must be filled up by the Railway staff and the requisition after being completed should be forwarded to the Railway Audit Officer as directed by local instruction.

CREDIT NOTE.

The Accountant General.

Certified that the accommodation shown in column 4 has been provided.

Pay to the —————– Railway Administration or order the sum of Rupees ———————-as particularised above.

 

Station ————– dated —————-

Rupees ——-

 

Signature of Station   Signature of Officer
Master or Clerk. Travelling or in charge of Police

 

Note. 1. – For Instructions, see reverse.

Note. 2 –Charges for excess personal luggage of policemen are not authorised baggage charges, and must not be including in the form, but paid for by the owners.

 

 

Purpose of Journey.

 

1. Escort of prisoners. 3. Transfer.
2. Escort of Government Treasure. 4. Other duty (nature to be specified)

 

 

[Delete as may be necessary.]

 

 

Station __________________

Date ___________________195     .

 

Signature and designation

Of Issuing Officer

From Station_______________

To Station ________________

 

Note 1. – For Instructions, see reverse.

Note 2. – Columns 1, 2 and 3 must be filled up by the officer issuing the warrant. Column 4 must be filled by the officer in charge of the party, and column 5 by the Station Master who will return the form after completion to the officer in charge of the party who will forward it to the Superintendent of Police.

 

Note 3. – Charge for excess personal luggage of police men are not authorised baggage charges and must not be included in this form, but paid for by the owners.

 

REVERSE.

 

            Reverse of foil headed “For Superintendent of Police.”

 

 

The following rules apply to the Punjab in amplification of those framed by Government of India on reverse of the foil of this form headed “For Railway”:-

 

(1)       Bound books of warrants containing 100 forms in each shall be kept locked up. Before delivery to issuing officers the forms shall be counted in the officer of the Superintendent of Police.

 

  • Warrant shall only be used by Police Officers when travelling on duty and for prisoners in their charge.

 

(3)       Warrants shall ordinarily be issued for journeys by the shortest and cheapest route.

 

(4)       Warrants shall be written in English in triplicate. The first copy shall be retained in the book by the issuing officer. The second shall be delivered to the senior officer of the party travelling, who shall present it at the Railway Ticket Officer and obtain in exchange the requisite tickets. The third copy shall be forwarded to the officer of the Superintendent of Police to be filed by the Accountant. Annual Serial Nos. will be given to each warrant by the issuing officer. Each warrant will bear in addition to the signature of the issuing officer the stamp of the Police Office.

 

(5)       If the party or any of the party are required to return to the place whence despatched, the officer issuing the warrant for the outward journey shall also issue a second warrant for the return journey, on the authority of which tickets shall be obtained at the station whence the return is made.

 

(6)       Police Officers (except members of the Railway Police whose duties require them to travel constantly by Railway and whose travelling allowance is covered by Rule 2-74 of the Travelling Allowance Rules) may draw 2/3rd of the fare of the class in which they are entitled to travel under rule 2-18, and a half daily allowance for the days of departure and arrival under Rule 2-65 of the Travelling Allowance Rules.

 

  • The Accountant General will forwarded the warrants received from the Railway to Superintendents of Police once a month for check and counter signature in accordance with Rule 7 on the reverse of the foil of this form headed “For Railway.” They shall be returned to the Accountant General without fail within a week form the date of receipt.

 

 

Reverse of foil headed “for Railway.”

 

  1. All warrant must be bear the name of the District and Province, and the designation of the issuing officer. Warrants will be issued by the Reserve Inspector or Lines Officer.
  2. Police Officer s may use these warrants when travelling by rail on duty.

 

(3)     As members of the Railway Police are given free passes, they are not allowed to travel on these warrants, except those members to whom free warrants are issued under rule 2-104 B of the T. a. Rules. Railway Police may also use those warrants for the conveyance of all prisoners whether connected with Railway cases or not.

 

(4)     All entries must be in ink. All alterations must be attested, and no erasures may be allowed. If any warrant is rendered illegible owing to correction, or otherwise, it must be cancelled and a fresh one issued.

 

(5)     Great care must be taken to set that the numbers in column 4 are correct. In the event of the actual number travelling being less than the number entered in column 3, the person in charge shall alter the entries in the latter to agree with those in column 4 and shall initial the alteration, or if warrants ho shall correct and initial it for him.

 

(6)     In exchange for these warrants ordinary tickets of the class required will be issued.

 

(7)     Warrants shall be treated as cash and forwarded by the Railway Administration to the Accountant General of the Province to which the Police party belongs as vouchers for adjustment of the amounts in the accounts. The Accountant General will pay the amount due to the Railway Administration at once either in cash or by book adjustment credit in the Administration’s accounts, subject to corrections as regards overcharges, if any, brought to notice within six months of the date of presentation of the credit note by the Railway Administration. He will then forward the warrants to the Controlling Officer for scrutiny and countersignature and will bring the amount finally to book after it has been passed by that officer, taking to the appropriate service head any charges, e. g., freight on prisoner’s effects or exhibits in a criminal case, which are not debitable to the Police Budget. Any deductions found to be necessary by the Superintendent of Police owing to the improper use of warrants will be recovered by him from the officer responsible and not by the Accountant General from the Railway Administration.

 

 

 

 

 

 

 

 

 

form no. 10-158(2)

Police Department                                                                                      Province of Range

 

REGISTER OF TRAVELLING ALLOWANCE BILLS OF GAZETTED

PROVINCE.

RANGE.

 

OFFICERS SERVICE IN THE

 

 

1 2 3 4 5 6 7 8 9 10
Serial No Date of preparing in the Range Officer Date of receipt in the Range Office Date of commencing journey. Date of ending journey Amount claimed Amount passed. Initial of controlling officer. Date of despatch. Remarks.

 

(To be drawn by hand.)

 

 

 

form no. 10-159(b)

TRAVELLING ALLOWNCE BILL OF ESTABLISHMENT

(IN ENGLISH FOR ENROLLED OFFICERS

AND CLERKS.)

Form II, Civil Account Code, shall be use, but the statement of allotment of expenditure given in column 24 of the form shall be omitted.

 

On the first page the following certificate shall be added:-

“ 5. – Also that the following police officers performed the duties of for which charges are made herein, and that they were, not employed on executive duty.”

 

“6. – Also that no Railway warrants were used for journeys for which 1- 2/3rd fares have been charged in this Bill.”

 

A serial No. should be given to each Officer’s Bill.

To prevent waste of form, inner sheets shall be printed supplied.

 

————

form no. 10-159(b)

TRAVELLING ALLOWNCE BILL (IN URDU FOR

ENROLLED OFFICERS).

 

The form will be the same as the English Travelling Allowance Bill of Establishment (vide No. 10-159 (b). In column of “Remarks,” the following shall be inserted:-

 

“Obtain here the signature of each applicant opposite the total amount claimed.”

 

The certificates, &c., printed on the first page, and the instructions (with the exception of Nos. 1, 3, 4 and 6), on the last page of the English Bill, need not be reproduced in the Urdu bill, which will be near the following certificates:-

 

  • Certified that the journeys noted in the bill were, to the best of my belief, performed in the interests of the public service and in the manner named, and that the distances shown are correct.

 

  • That the amount given out of my permanent advance to the officers named and number has been properly shown and deducted from the amount of their respective bills.

 

  • That the journeys charged for were not performed on Railway Warrants.

 

Officer-in-charge.

( A serial No. should be given to each officer’s bill in column 1.)

To prevent waste of forms, inner sheets shall be printed and supplied.

 

form no. 10-160(1)(B)

Police Department                                                                                     ___________ district.

 

ENGLISH BILL No.                     FOR 19       .

 

(ACQUITTQNACE ROLL No.                   .)

 

ACCQUITTANCE ROLL OF TRAVELLING ALLOWANCES FOR THE MONTH

OF——————————————- 19       .

1 2 3 4 5 6 7 8 9 10 11
Serial No, Provincial, Range or Constabulary No. Name Rank and Rage. DATE OF JOURNEY. Amount due to the Officer. DEDUCTIONS. Balance due to each officer and paid. Signature or seal of the payee.
From. To. On account of. Amount.
GRAND TOTAL Rs.
Lines

Station

Forwarded to the Officer-in-charge of Police                     m, for him to draw Rs. ————————-

 

(inc word) ———————————————– from the Treasury and paying the amount to the payees. The acquittance roll should be returned by the 20th instant, duly stamped (if necessary) and signed by the payees.

 

Date____________

Superintendent of Police.

The _________________19   .

Certified that the amount has been paid to the actual payees. It is returned duly stamped (where necessary) and signed.*

 

Date____________

Superintendent of Police.

The _________________19   .

 

*Note. – State here the amount undisbursed (quoting the Serial Nos.), cause of non-disbursement, and the name of the Officer to whom it is returned.

 

 

form no. 10-160(5)

Police Department                                                                                                                                     ___________ district.

 

REGISTER OF TRAVELLING ALLOWANCE BILLS OF ENROLLED OFFICERS FOR THE FINANCIAL YEAR 19       .

1 2 3 4 5 6 7 8 9 10 11 12
Annual Serial No. of the English Bill. Serial No, of each individual in the English Bill. Provincial, Range or Constabulary No, Name, Rank and grade. Journey. Total amount for each Officer. Total amount for each English Bill. Annual serial No, of Urdu acquittance roll and Serial No. of each individual in column 1 of he roll. Dates of enoashmet of the bills Signature of the Superintendent opposite the Total (column 10). Any other information or remarks necessary.
Date. Purose.
From. To.
TOTAL. Rs.   a.p. Rs.   a.p.

 

 

 

FORM No. 10-166(1)

 

POLICE DEPARTMENT                                                                            ____________ DISTRICT.

 

BUDGET ESTIMATE OF POLICE LANDS CONTINGENT GRANT FOR THE YEAR.

 

1 2 3 4 5 6 7
Serial No. District. Actual for past year. Estimated for current year. Average based on actuals of past 3 years. Estimated for next year. Remarks.
Receipts.
1. Opening balance on 1st April in columns 3, 4 and 6*.
2. Receipts.
3. Total receipts including balance*.

Total       …

Expenditure. ↕
4. Establishment         …       …
5. Contingencies         …       …
6. Total expenditure   …       …
             Total                       …
7. Closing balance on 31st March in column 3, and estimated closing balance on 31st March in column 4 and in column 6*.

*If a debit sum show in red ink.

The annual allotment should not be taken as a receipt.

Should column 6 exceed column 5, full explanation giving details of proposed estimated expenditure should be given on reverse with reasons for excess expenditure.

 

Date____________

Superintendent of Police.

The _________________19   .

 

FORM No, 10-166(3)

 

POLICE DEPARTMENT                                                                                                                            ____________ DISTRICT.

 

DEPUTY INSPECTOR GENERAL’S BUDGET ESTIMATE OF POLICE LANDS CONTINGENT GRANT FOR THE YEAR 19———. 19———-.

 

1 2 3 4 5 6 7 8 9 10 11 12
Serial No. Name of District Actual Balance on 1st April 19   ,*vide Police Lands Fund Cash Book prescribed in rule 10-27(1)(a) Estimated Balance on 1st August 19 . Estimated Receipts for 19     . Total of columns 4 and 5 Estimated Expenditure for 19   .

19     on

+Total estimated Expenditure for 19       -19   . Estimated on 31st March 19   . Allotment       now proposed Remarks
Establishment Contingencies
Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p. Rs. a. p.

 

* Debit balance to be shown in red ink.

+ Initial expenditure on sports should be separately shown in this column

Date____________

Superintendent of Police.

The _________________19   .

(STANDARD FORM)

Chapter IX Pension

Chapter IX:

Pension

9-1.      General – Subject to the age limits fixed by Article 503 and 506 of the Civil Service Regulations all service in the police department is pensionable. Rates and conditions of pension are given in the rules quoted below, with which officers preparing applications must be familiar:-

Chapters XV to XXI (Ordinary pensions), XXXVIII (Sound and other Extraordinary pensions), XLVII (Applications for and grant of pensions), and XLVIII (Payment of pensions) of the Civil Service Regulations.

Reference to the following authorities is also necessary:- Statutory Rules and orders 1924, No. 1395, Superior Civil as Appendix G Part B, Punjab Financial Handbook No. II, Volume I;

The Proportionate Pension Rules promulgated with the Government of India, Home Department, notification No. F. 868-22, dated 1st March 1924, as subsequently amended, and the new pension rules of gazetted officers in Articles 474-476 of the Civil Service Regulations.

Police officers are amenable to these rules, subject to such further conditions as are imposed by departmental rules.

9-2.      Definitions – (1) “Active Service” is defined in Article 8, “Age” in Article 14, “Pension” in Article 41, & “ Superior” and “Inferior” Service in Article 396, Civil Service Regulations.

 (2) Articles 352, 353 and 454, Civil Service Regulations, define the cases in which no pension can be claimed.

(3) Articles 358 (a), 359, 360, 361, 374, 494, 495 (b), 498, 503 ad 506, Civil Service Regulations, define the conditions of “qualifying” service.

(4) Service before enlistment is governed by Articles 356, 358, 394 and 501, Civil Service Regulations and conditions laid down in rules 9-2(5) and (6) 9.3, 9.29 and 12-24.

Note. I – If doubt exists as to whether any particular service under Articles 361 and 494, Civil Service Regulations, or sub-rule (4) above, qualifies for pension or not, enquiry should be made from the head of the office of department in which the service was rendered.

Note. II – The service of police offices whose pay exceeds Rs.20 per mensem is qualifying service after the age of 20 years (Articles 358 (a) and 506, Civil Service Regulations) and of those officers whose pay is Rs.20 or less per mensem, after the age of 18 years (Article 503, Civil Service Regulations).

Note. III – When a police constable drawing pay exceeding Rs. 20 per mensem retires on an invalid pension all his service in the police after te age of 18 years shall be regarded as qualifying service.

 

(5) All police officers who are members to the regular establishment and are employed to serve in bodies of additional police, shall count such service for pension ad increment. Similarly, police officers, who have no substantive appointment and have been entertained in vacancies created by the sanction of additional police shall, on their being absorbed in the regular force, count such service for increment, as well as for pension.

 

(6) When a lower subordinate is re-enrolled the Superintendent of Police may, allow his previous police service to count for pension, subject to the conditions contained in rule 12-24.

 

(7) Articles 352, 396, 414, 481 and 482, Civil Service Regulations, particularly apply to menial servants.

 

 

9-3.      Detailed conditions o admissibility of Previous military service – Instructions in regard to te circumstances in which former military service may be reckoned towards police pension are given below. Each case, after necessary verifications, shall be forwarded through the Deputy Inspector General to the Inspector General for te orders of the Provincial Government:-

 

(1) Military service, except service in the Imperial Service Troops, by a employee belonging to one classes mentioned in the note below may fount towards service qualifying for civil pension, when such military service is itself pensionable, but has terminated before a pension has been earned in respect of it and has been rendered after the employee has attained the age of 20 years, and provided he has received no pension or gratuity from the Military Department is respect of such service.

 

(2) When any gratuity has been paid in respect of military service, such service can only count towards civil pension if the gratuity be refunded, such refund to be made in not more than thirty-six monthly installments commencing from the date of completion of verification of military service. In such cases a reference should be made (for each case separately) to the Accountant General, Punjab. When the case has been decided a note shall be made in the character roll ad service book (if any).

 

Note – The roll applies to commissioned officers, non-commissioned officers and men of the Indian Army and to non-combatant departmental and regimental employees and followers of the supplemental services. It also applies to non-commissioned officers ad men of the British service, warrant officers and departmental officers of the Commissary and Army Service Corps classes in respect of service with their units or departments in India.

 

(3) A certificate shall be obtained from the Contained of Military Accounts in whose audit area the individual served prior to his retirement from military service, showing whether or not such employee had received any pension or gratuity on discharge from the army, and whether or not the service rendered was pensionable ad paid for from Indian Revenues or for which a pensionary contribution had been received by Indian Revenues. The reference to the Controller of Military Accounts should be accompanied with the sheet roll and the discharge certificate of the individual whenever these are available. He should also be asked to state whether the service was superior or inferior. This certificate shall be attached to the character roll of the individual concerned. A copy of the certificate shall immediately be sent to the Accountant General.

 

(4) Indian Army reservists who are permanently appointed to the Police and discharged from the Army before they have earned a pension under the Military rules may, subject to the provisions of Article 356, Civil Service Regulations, be allowed to count for Civil pension all previous military service with the colours and half of their reserve service.

 

These instructions apply to all Army reservists enrolled in the Police, who retire on or after the 21st October, 1921, prior to which date reservists were not enrolled in the Police unless they first obtained their discharge from the reserve.

 

To be eligible for this concession reservists who have already been confirmed in the Police and have not taken their discharge from the Army within 12 months from the date of their confirmation under note 3 to Article 356 of the Civil Service Regulations may do so by 1st October 1935. Those who do not take their discharge by that date will draw reservist pay and count their police service towards military pension and not towards civil pension until eventually discharged from the reserve, when their service will begin to count for civil pension. If any such reservist has actually earned a military pension ; it shall not be granted while he continues to service in Police, – vide Article 526(b), Civil Service Regulations.

 

Note – The word ‘confirmation’ used in this rule means confirmation with reference to Rule 12.21 in a permanent vacancy in the regular Police.

 

9-4.      Admissibility of leave periods for pension – Periods of leave which count as service shall be determined for all police officers in accordance with Articles 407, 408, 412 & 413, Civil Service Regulations. Leave without allowances does not count as service to wards pension. As regards menial servants see Article 414, Civil Services Regulation.

 

9-5.      Emoluments – Emoluments and average emoluments shall be calculated in accordance with Articles 486 to 490, read with Article 355 (b), Civil Service Regulations. Cases of menial servants are dealt with under Articles 481 and 482, Civil Service Regulations.

 

9-6.      Preliminary verification of service – (1) When an upper subordinate is likely within six months to retire from the public service, a statement of his services shall be prepared in Form No. 24 (obtainable from the treasury office) in accordance with instructions contained in Article 907(a), Civil Service Regulations.

 

Note – The verification must be finished before the application for pension is prepared and if possible before the applicant retires or appears before the invaliding authority.

 

(2) The verification papers referred to in sub-rule (1) above, together with the service book, shall be submitted to the Deputy Inspector-General, who, in the case of Inspectors, shall forward the papers toe the Inspector-General and in other cases shall sign the certificate at the foot of Form 24 and forward the papers to the Accountant-General.

 

When submitting the case to the Deputy Inspector-General, application should be made at the same time for the condonation of any interruptions or deficiencies (Articles 416 and 423, Civil Service Regulations) there may be, and also for the commutation of any period of leave which may be inadmissible.

 

The portion of service not verified by the Accountant-General, or the service occurring between the verified service and the date of discharge on pension, shall be verified from the acquittance rolls, and a certificate to this effect shall be attached with the pension application.

 

(3) In the case of lower subordinates the pension roll shall be prepared as directed in Article 824, Civil Service Regulations. Such periods of service as have to be verified on other offices shall be verified in good time.

 

(4) Doubtful points shall be checked by the Urdu long roll, order book, punishment register and acquittance rolls, and, if necessary, by reference to other offices as required by the Note I to rule 9-2(4). The character roll should then be corrected – (vide Articles 823 and 824, Civil Service Regulations).

 

(5) Whether any discrepancy exists or not, inferior service rendered before enrolment in the police should be verified by reference to the head of the office in which it was performed. If it is impossible to verify the service in this way the procedure prescribed in Article 908 (e), Civil Service Regulations should be followed. Superior service can be verified by the Accountant-General, – vide Article 908 (b), Civil Service Regulations, bu if this is not possible, the procedure described above should be followed.

 

(6) The pension claims of police officers of rank not higher than head constables, who are permitted by the Provincial government to count their former military service towards civil pension under Articles 356 of the Civil Service Regulations, should be treated under the ordinary rules, and the statement of service in Form 24 forwarded to the officer in-charge, Pension Branch, Accountant General’s Office, Lahore, for verification of their claims to pension six months before their retirement as required by Article 907 (b) and (c) of the civil Service Regulations.

 

9-7.      Alteration in age – (1) The date of birth shown in the character roll or corresponding record, can be altered only with the sanction of proof to his satisfaction. If the recorded age does not tally with that certified by an invaliding medical officer, board or committee, and the discrepancy affects the title to pension or liability to superannuation, the matter should be reported and the officer should not be discharged till the orders of the Inspector- General have been received. In the case of an officer whose year of birth or year and month of birth only is known, but not the exact date, the 1st July of the year or 16th of the month respectively should be treated as the date of birth for the purpose of calculation of pension, – vide note under article 283 of the Audit code, Volume I. The date of birth of all officers enrolled before the 1st October 1933 may be allowed to remain as already recorded.

 

(2) Further orders as to the condition under which alterations of age may be sanctioned are contained in letter No. 29976 (Home – Gazette) of 4th July’ 1928 from the Chief Secretary to Government of Punjab. According to these orders, an alteration may only be made, after special enquiry, if applied for within two years of the applicant’s entry into Government service. The Provincial Government may, however, make a correction in the recorded age of a government servant at any time, if it is satisfied that age has been incorrectly recorded with the object that the Government servant may derive unfair advantage.

 

9-8.      Classes of pensions – Pensions admissible to police officers and menial servants are detailed below.

 

9-9.      Invalid pension – An invalid pension proportionate to the length of service is awarded to a police officer who by bodily or mental infirmity is permanently incapacitated for further service in the police. If the incapacity is directly due to irregular or intemperate habits, no pension can be granted. If it has not been directly caused by such habits, but has been accelerated or aggravated by them, it will be for the authority by whom the pension may be granted to decide what reduction should be made on this account – (Articles 441, 454 and 474, Civil Service Regulations). If the length of the invalid’s service is less than then years a gratuity only will be admissible (Article 474(a), Civil Service Regulations). Superintendents are retired to be on their guard against endeavors to retire on invalid pension by officers who are capable of serving longer.

 

9-10.    Invaliding rolls – Police officers whose cases fall under the above rule shall be sent to the officer should be invalided he should be asked to fill in an invaliding roll (Form 9 to (b)) on receipt of which steps should be taken to prepare the pension papers without delay. If the incapacity is not declared to be complete and permanent, he should, if possible, be retained in employment on light duty. If a pension is granted the capacity for partially earning a living shall be taken account of in assessing its amount.- (vide Articles 427 and 447 (b), Civil Service Regulations).

 

  • Surgical operations not compulsory – A police officer need not be subjected to a dangerous operation merely to render him fit to perform his duties.

 

9-12.    Incapacity due to intemperance – Whenever the District Health Officer is of opinion that the incapacity of a proposed invalid is caused wholly or partially, by irregular or intemperate habits, it shall be the duty of the Superintendent, in communication with such District Health Officer to investigate and place on record the medical and police history of such officer. It should be decided whether a police officer’s inefficiency is the result of irregular habits, or whether it is due to one act which, from neglect, may have resulted in ruining his constitution and health. The more fact that a police officer has suffered from syphilis is not sufficient to make him liable to the forfeiture or reduction of pension. Such cases will be decided on consideration of their history as a whole. The record in such cases shall be submitted to the Deputy Inspector – General for orders, with the other documents of the case.

 

9-13.    Invaliding boards – If the pension applied for exceeds Rs.100 a month a certificate by a single medical officer should not be accepted as sufficient. In such a case the applicant shall be produced before the standing medical board or an invaliding committee (vide VIII of Punjab Medical Manual) with the following documents:-

(i) The invaliding roll signed by the District Health Officer or competent medical officer. (ii) The nominal roll (Form 9-13), the character roll and (iii) the medical history of the officer

 

9-14.    Retention in service after date of invalidment – Ordinarily a police officer shall not be retained in service after the date of his being certified unfit for service, and, except with the special order of the authority competent to grant the pension, service after that date shall not count for pension (For exception to this rule see Article 456, Civil Service Regulations). When an invaliding roll is signed by more than one medical officer, and on different dates, the date of invaliding shall be taken to be the last of such dates.

 

9-15.    Supernnuation pension – (1) A superintendent pension is granted to an officer in superior service entitled or compelled by rule to retire at a particular age – (Article 458, Civil Service Regulations).

 

(2) A ministerial officer may be required to retire at the age of 55 years, but should ordinarily be retained in service, if he continues efficient up to the age of 60 years. – vide rule 56 (b), Punjab Financial Handbook No. 2, Volume I. In the application of this rule the test of efficiency should be applied with reference to the requirements of the post the ministerial officer is holding. In the case of higher ministerial posts, the duties of which involve responsibility and the supervision of other clerks, the competent authority should not agree to retention in service

 

(3) Officers other then ministerial, who have attained the age of 55 should ordinarily be required to retire and should not be retained in service except where unquestionable public grounds for retention exist, and there is no doubt as to the physical fitness of the officer. Extensions may not be granted for any period exceeding one year at a time.

 

9-16.    Retention in service of Government servants after the age of 55 years – Under serial No. 23-A of rule 22-4 of the Punjab Financial Handbook No.2, Volume II, Subsidiary Rules, powers are delegated to Heads of Departments to retain a non-gazetted Government servant, other than a ministerial servant, in the service, after the age of 55 years, that any such retention of a Government servant must be on public grounds and that reasons must be recorded in writing. It follows that only in very exceptional circumstances can this power be exercised. The convenience or the financial advantage of the officer to be retained must in no circumstances be taken into consideration. The sole justification for exercising the power delegated, under the rule in question, is the interest of the public service. The question, in fact, is not whether it will benefit an officer to retain him, but whether the interests of the department will suffer if the officer is not retained. Only in very exceptional circumstances will the Inspector-General exercise his power under the rule, which will apply with equal force to all ranks.

 

9-17.    Age register. Maintenance of – (1) A permanent age register shall be maintained in each district police office and in the offices of the Deputy Inspector-General, Criminal Investigation Department and Assistant Inspector-Genera, Government Railway Police, in Form No. 9-17(1)A and 9-17(1)B, in which shall be entered the names of (a) all lower subordinates and (b) upper subordinates, as they reach the age of 53.

 

(2) Early in October each year, the Superintendent of Police shall examine the age register and pass orders regarding the superannuation of all lower subordinates, who will attain the age of 55 years or whose previously sanctioned extension of service expires during the financial year commencing on the 1st April next, and shall, with reference to rule 9-16, submit, through the Deputy Inspector-General, his recommendations for the retention of lower subordinates for the orders of the Inspector-General. The names of all upper subordinates similarly due for superannuation shall be submitted in Form 9-17(1)B to the Deputy Inspector-Genera, who will pass orders for superannuation or make recommendations for the retention of upper subordinates to the Inspector-General for orders.

 

9-18.    Retiring pension – (1) A retiring pension is granted to an officer who is permitted to retire under Article 465, Civil Service Regulations, after completing qualifying service for thirty years. Government retains the right to decline to permit an officer to retire before reaching the age of superannuation, should this be necessary in the public interests.

 

(2) Conditions under which police officers of the All-India or Provincial Services may retire voluntarily or be compelled to retire after completion of 25 years’ service are contained in Article 465-A, Civil Service Regulations.

 

(3) The officer, whose duty it would be to fill up the appointment if vacant, shall record his orders on the application to retire, which, if in Urdu, should be accompanied by a translation in English. If the officer who applies for pension, is permitted to retire, the application shall be forwarded with the pension papers – (vide Article 906, Civil Service Regulations).

 

9-19.    Wound and other extraordinary pensions – (1) Police officer of all ranks are eligible for pensions or gratuities or family pensions in compensation for death, wounds, injuries, or disablement from disease, or in the consequence of their official duties, or in circumstances directly arising from their official positions. The nature and conditions of such grants under varying circumstances, and the procedure to be followed in applying and making recommendations for such grant, are described in Chapter XXXVIII, Civil Service Regulations.

 

(2) The grant of pensions or gratuities in cases of anarchist outrages will be dealt with under the special powers delegated to Provincial Government in Government of India., Finance Department letter No. 1370-C. S. R., dated the 5th December 1922 and letter No, 58-V-30 Police , dated the 20th August 1930.

(3) The pensions or gratuities of special constables or their dependents shall be determined in the light of their private circumstances subject to a fixed maxima. The maximum benefits for such constable and their dependents shall be approximately equivalent to those admissible in respect of Government Servants intentionally killed, or injured, Provincial Government will take into consideration the private fortune of the special constable including any provident or family pension fund which accrued to the claimants from non-Government sources. (Punjab government endorsement No. 37233 (Home – Police), dated 1st December 1931 on Government of India, Finance Department letter No, 2853 –R.II., dated 16th November 1931).

 

9-20.    The Compassionate Fund – (1) The provincial Government maintains a Compassionate Fund for the relief of families of Government savants left in indigent circumstances through the premature death of the person upon whom they depended for support. The fund is not intended to supplement other provision in the form of pensions and gratuities. Grant are restricted to excep0tional and thoroughly deserving cases. Gratuities, and not pensions, are granted, and, except in very exceptional circumstances, the equivalent of six months pay of the deceased is the maximum admissible. Yearly grants may be made for a limited period to defray the expenses of educating children. Relief from the fund is ordinarily confined to the families of non-gazetted officers, and preference is given to cases of men on low rates of pay. The deceased officer must have been a meritorious Government servant and preference will generally be given to the dependents of an officer who has died after many years of service and has just failed to draw pension. Death due to special devotion to duty establishes a strong claim.

 

(2) Applications for the grant of compassionate gratuities should ordinarily be made within six month of deaths. They should invariably be accompanied by the descriptive-roll in duplicate (on separate sheets) of the applicant or applicants, as the case may be, in Form 9-20(2) duly attested by two or more persons of respectability in the town or village in which the applicant or applicants reside.

 

Note – The full rules of the fund are published with letter No. 22376-F of 4th August 1926, from the Secretary to Government, Punjab, Finance Department, to all Heads of Departments and Deputy Commissioners.

 

9-21.    Pension applications of gazetted officers – Pension applications of gazetted officers are prepared in the Central Police Office and checked by the Accountant General. Claims of officers of the All-Indian service will be entered in Civil Service Regulation Form 26 and those of Provincial service in Civil Service Regulation Form 25.

 

9-22.    Pension applications of enrolled officers – (1) Before the retirement or discharge of and enrolled police office, his left hand thumb and finger impressions shall be taken in the character roll and service book (if not already taken), on Civil Service Regulations Form 25 and in duplicate in Form 9-22 (1). In the case of literate officers a specimen signature in duplicate attested by a gazetted officer shall be attached to the pension application.

 

Note – To compel an officer after discharge to present himself for such or similar purposes is not lawful.

 

(2) Applications for wound and other extraordinary pensions should be prepared in Civil Service Regulations Forms 25 and 26 in the case of officers injured, and in Civil Service Regulations Form 22 in the case of deceased officers.

 

(3) Applications for all other pensions or for gratuity on behalf of enrolled police officers should be on Form 9-22 (3); if necessary a last pay certificate should also be prepared. (Vide Article 910).

 

9-23. Matters to be noted in pension applications – (1) In the preparation of applications for pension and gratuities, attention shall be paid to the following matters:-

 

Page 1 of Civil Service Regulations Form 25; (a) acting allowance should be excluded form the calculations of the average emoluments, unless the conditions laid down in Article 486 (h), Civil Service Regulations, have been fulfilled.

 

(b)       In the latter case, it should be stated on page 2 of the application (i) whether the appointment was fully vacant; (ii) whether any one else counted service in it for that period ; and (iii) how the original vacancy occurred, if the applicant acted in a chain of arrangements.

 

(c)        Fractions of an anna shall not be taken into account in calculating any pension admissible under the rules.

(d)       The date entered against serial number serial number 18 and that given at the foot of this page should tally.

 

(e)        Proper names should be written in block capitals.

 

(2) Page 2 (History of service)

 

(a)       The examples of Civil Service Regulations Form 24 should be followed; the name of district being given in column 2.

 

(b)       A full and clear statement of the entire service of the police officer, on shoes behalf the application is made, shall be entered, and the cause of all breaks in service fully explained – (Article 411, 419, 420 and 42, Civil Service Regulations).

 

(c)        Broken periods of a month should be calculated on the number of days in the month; to make the total of such periods agree with the total period of service, the total number of days may either be divided by a month of 30 or 31 days, or the provisions of Article 18, Civil Service Regulations, should be applied.

(d)       The period of each rate of pay should be shown separately.

 

(3) Page 3 (a). The certificate regarding character, conduct, etc., should be in accordance with Article 911, Civil Service Regulations. Character shall be assessed for classification in accordance with rule 14-12(2). No extracts from character rolls may e inserted in any application for pension or gratuity.

 

(b)       If service has not been thoroughly satisfactory, the authority sanctioning the pension should make such reduction in the amount as it thinks proper – (Article 470 (b), Civil Service Regulations).

 

(c)        An explanation of any suspension which has not been treated as period spend on duty (Rule 54, Punjab Financial Handbook No.2, Volume I) should be furnished.

 

Note – Every application for pension shall include a certificate to the following effect –

“I hereby declare that I have neither applied for no received any pension or gratuity in respect of any portion of the service included in this application and in respect of which pension or gratuity is claimed herein, nor shall I submit an application hereafter with-out quoting a reference to this application and the orders which may be passed thereon.”

 

If the applicant has already received a gratuity, or is in receipt of a pension, the certificate shall be modified to show the nature and amount of such gratuity or pension, the period of service in respect of which it is paid and by whom it is paid.

 

9-24.    Avoidance of delay in submission of pension papers – Delay in the submission of applications for pension causes great hardship to the officers concerned. Submission of pension papers should not be delayed pending recovery of monies due. Officer should state prominently that a recovery is due, and leave Government to direct the recovery from the pension.

9-25.    Submission of pension application – The application should be forwarded with a covering letter to:-

 

(a)       The Deputy Inspector-General, in case of wound and other extraordinary pensions, who will forward it through the Inspector-General for the orders of Government.

 

(b)       The Inspector-General, in cases of police officers drawing pay of Rs.45 and under.

 

(c)        The Accountant-General in all other cases.

 

9-26.    Anticipatory pension – When the Accountant-General sends a memorandum of services verified by him of police officers on pay exceeding Rs.40 per mensem, he sends with it a form and certain directions required under Article 925, Civil Service Regulations. If the applicant is willing to receive pension in anticipation of sanction, the form should be filled in, signed and submitted in accordance with the directions.

 

9-27.    Sanction of pension – (1) A claim to a pension by a police officer on pay not exceeding Rs.40 per mensem, only for the period of continuous and verified service in the force in which at the time of his application he is serving, may, if admissible under the strict letter of the rules, be allowed by the Inspector-General and reported to the Accountant-General with the necessary particulars for identification.

 

(2) In the case of all other enrolled police officers, i.e., officers on pay exceeding Rs.40, and those on pay not exceeding Rs.40 whose services have not been continuous in the force in which at the time of application they are serving, the pension papers shall be first submitted to the Accountant-General for a report on the claim to pension, and on receipt of his report final orders will be passed:-

 

(a)       By the Inspector-General in cases of inspector and officers on pay not exceeding Rs.40 per mensem.

 

(b)       By Deputy Inspector-General, in cases of upper subordinates other than inspectors.

 

(3)       When a pension has been sanctions, the applicant together with all connected papers, will be returned to the Accountant-General for issue of payment order, and the sanctioning order will be forwarded to the Superintendent for delivery to the pensioner (vide Article 326, Civil Account Code, Volume II and Article 939 to 934, Civil Service Regulations). In the case of officers on pay not exceeding Rs.40 per mensem, only the application with (a) the original request of the applicant for pension, (b) the last pay certificate, (c) the invaliding roll, if any, and (d) thumb impression slips in duplicate, will be returned to the Accountant-General, and the character roll will be sent to the Superintendent.

(4)       All letters to the Accountant-General conveying sanction to the grant of pension shall be in form 9-27(4).

 

(5)       In cases where the pension is payable from the treasury outside the Punjab, North-West Frontier or Delhi Province, the sanctioning order with the pension papers shall be forwarded to the Accountant-General, Punjab, for check, and transmission to the Accountant-General of the Province concerned or the other authority, competent to other payment.

 

9-28.    Conversion rate – Pensions payable out of India are convertible at the rate of 1s. 9d. to the rupee.

 

9-29.    Condonation of interruptions and deficiencies in service – (1) The Inspector-General of Police is empowered to condone all interruptions in the service of inspector; Deputy Inspector-General in the service of other upper subordinates and Superintendents of Police in the service of lower subordinates. Condonation of breaks of service and admission of military service to count for police pension rules are conditioned by rules 9-2, 9-3, and 12-24.

 

(2) The authority competent to sanction the pension of an officer may condone a deficiency of three months in qualifying service, while the Government of India and Provincial Government may similarly condone a deficiency not exceeding twelve months, –vide Article 423, Civil Service Regulations.

 

(3) All officers sanctioning pensions are empowered to order recovery of overpayments of leave allowances, when this is recommended by the Accounts Department. Cases in which the officer sanctioning the pension does not agree with the Accountant-General in considering that recovery should be made, should be referred to the Inspector-Genera. The disposal of such references should not interfere with the sanction and payment of a pension otherwise admissible under the rules. It is undesirable that an officer should be kept out of his pension in regard to which there is no doubt, because its enhancement depends on the consideration and reference to higher authority of some concessions claimed.

 

(4) Every pension and gratuity sanctioned for an enrolled police officer, whether by departmental officer, Government or the Secretary of State, will be notified in the English edition of the Police Gazette.

 

9-30.    Withdrawal of General Provident Fund money – The following information shall be supplied to the Audit Office to permit of the prompt payment of General Provident Fund balances due to officers who have left the force on pension or otherwise:-

 

(a)       The number of the General Provident Fund Account as assigned by the Audit Office.

 

(b)       The actual date of retirement of the subscriber.

 

(c)        A certificate from the sanctioning authority referred to in rule 20(1) of the General Provident Funds rules stating whether any advance from the fund was granted to the subscriber during the previous 12 months and giving full particulars of the advance if any.

 

(d)       The amount of the last fund deduction, with the number and date of the treasury voucher from which it was deducted.

 

(e)        The name of the treasury and which payment of the Provident Fund money is desired.

 

(f)        In case of leave preparatory to retirement, whether the officer desires to withdraw the deposit before the actual date of his retirement in terms of rule 11 of the General Provident Fund Rules; if so (1) the date of commencement of leave, (2) the date on which he will actually retire, (3) whether he retires under a superannuation rule, a retiring rule or on a medical certificate of incapacity for further service. In the last case the date of the medical certificate should also be stated. (4) In case of officers proceeding to England on leave preparatory to retirement, whether they desire to receive payment through their agents in India or by means of sterling bills in England.

 

9-31.    Withholding pension – It is within the competence of the Provincial Government to withhold or withdraw the pension of any retired police officer, who participates in any seditious or violent agitation, or is convicted of serious crime, or is guilty of misconduct within the meaning of Article 351 of the Civil Service Regulations.

 

9-32.    Commutation of pensions – (1) The regulations governing the procedure for the commutation of pensions circulated with the endorsements of the Inspector-General, Nos. 900-S/18-9-31-A and 5963-B/18-9-31-A, dated respectively the 12th August and 39th November’1931, which must be followed closely, supersede all previous rules and departmental orders on the same subject. Printed copies of the application form appended to the regulations may be obtained, as required, by indent on the Superintendent, Government Printing, Punjab.

 

(2) The lump sum payable on commutation shall be calculated in accordance with the tables of present values circulated, whit the correspondence ending with the Inspector-General’s endorsement 3362-B/18-9-31-A, dated the 11th June 1931, or such revised tables as may from time to time be issued.

 

9-33.    Miscellaneous matters – When police officers have been superannuated, retired or invalided an their cases have been settled by proper authority, such decision is final.

 

Explanation – Nothing in this rule shall be held to bar the re-enrolment of a police officer who has been invalided, but who has subsequently recovered his health and is certified by proper medical authority as fit to service – (Article 519, Civil Service Regulations.

 

9-34.    Procedure when a police officer becomes a lunatic – If it appears to the Superintendent that a police officer serving under his orders has become a lunatic, he shall take measures to have him invalided in the manner provided by this chapter.

 

9-35.    List of pensioners – (1) Superintendents will, from time to time, receive from Deputy Commissioners the necessary particulars of new pensioners of their districts, and shall forward extracts therefrom to officers in charge of police stations, giving them the names and particulars of all such pensioners residing within their station jurisdictions. Supplementary extracts shall be forwarded on receipt of intimation from Deputy Commissioner.

 

(2) Officers in charge of police stations shall keep a list of civil and police pensioners residing in their jurisdiction. Such lists shall be pasted on boards and hung up in the office room of the police stations.

 

(3) Headmen of villages and village watchmen shall be informed of the names of civil and police pensioners residing in their villages, and shall be instructed, when making reports of death, to distinguish the death of all pensioners. On receipt of a report of the death of a civil or police pensioner the officer in charge of the police station shall, in addition to the ordinary death report submit a special report, giving the particulars and date of such death, to the Superintendent to whom he is subordinate, for transmission without delay to the Deputy Commissioner.

Form No. 9-10(a)

Police                                                                                                            Department

form of letter to district health officer

 

19       .

 

From

_______________________

Superintendent of Police,

_______________________.

 

To

The District Health Officer

_______________________

 

Dated____________________

No______________.

Received _________________

________________________________________________________________________

 

Sir,

 

I have the honor to request that you will please give your opinion in the enclosed form whether ______________________________________ should be invalided.

 

  1. ____________________________________________ has served Government for____________________ years and ______________________ months, and his age is recorded as ______________________ years and _______________months. His hospital sheet is enclosed for perusal and return.

 

I have, etc.,

 

Superintendent of Police.

 

 

(Reverse Form No. 9-10(a))

Police                                                                                                                        Department

19       .

 

From

The District Health Officer

_____________________

 

To

Superintendent of Police,

____________________

 

 

Dated____________________

No______________.

Received _________________

________________________________________________________________________

 

Sir,

 

In reply to your letter No. ______________________ of ______________I am of opinion that _____________________ should be invalided, on the ground that (here state disease, etc.)

 

  1. His incapacity for service does not* appear to have been cause wholly or partially by his irregular or intemperate habits.

 

  1. (Gratuitant only) – I consider that he has not clearly the normal prospects of life.

 

I have, etc.,

District Health Officer.

________________________________________________________________________

* This word to be erased when the incapacity is so caused.

 


Form No. 9-10(b)

Police            Department                                                             __________District

IINVALIDING ROLL

 

Proceedings of a Invaliding Board assembled to report, under Article 442, Civil Service Regulations, 5th Edition, on the individual named below :-

________________________________________________________________________

 

  1. Certified that __________________ have carefully examined ______________ sun of __________________ a __________________ No. ______________ in the Police Department.

 

  1. his age is by his own statement ___________________ years, and by appearance about _______________ years, ________________ consider _____________ to     be     completely     and     permanently     incapacitated     for     further     service

of any kind

in consequence

or in the department to which he belongs

of _____________________________________________________________________ ________________________________________________________________________

 

  1. His incapacity does not appear to ________________ to have been caused by irregular or intemperate habits.

________

 

Note – If the incapacity does not appear to be complete and permanent, the certificate should be modified accordingly, and the following addition should be mate. But no service of a less laborious character is available in the Police.

 

  1. _________________ of opinion that __________________ is fit for further service of a less labourious character that that which he has been doing, or may, after resting for ___________________ months, be fit for further service of a less laborious character than that which he has been doing.

________

 

Dated____________________                                     ______________________

Surgeon in Medical charge of Police

Received _________________

________

 

_________________________                      President of invaliding Committee.

_________________________

_________________________                      Members of invaliding Committee.

________

Thumb impressions to be taken by the Examining Medical Officer or Board.

 

Left Thumb   Left Forefinger   Left Middle Fingre   Left Ring Fingre   Left Little Fingre

 


Form No. 9-13

Police            Department                                                             __________District

NOMINAL ROLL OF ENROLLED POLICE OFFICERS UNDER ORDERS TO

STANDING MEDICAL BOARD AT

APPEAR BEFORE THE —————————————————-

INVALIDING COMMITTEE AT

 

1 2 3 4 5 6 7 8
Serial No. Name Father’s Name Recorded date of birth by Christian era. Employment (State rank and designation Length of Service, counting for pension or gratuity Amount of pension or gratuity to which the person is supposed be entitled Remarks
Yrs. M.   D. Rs.   a.     p.

 

Dated_________________|_____

 

Received ______________19     .                                      Superintendent of Police

—————-


Form No. 9-17 (1) A

Police            Department                                                             __________District

PERMANENT AGE REGISTER SHOWING THE NAME OF LOWER SUBORDINATES (HEAD CONSTABLES AND CONSTABLES) WHO HAVE ATTEND THE AGE OF 53 OR MORE

 

1 2 3 4 5 6 7 8
Serial No. Constabulary No. Name Rank and Grade Date of attaining the age of 55 years Date to which extension has previously been granted by the Superintendent of Police Order of Superintendent of Police Remarks (State length of service qualifying for pension
Extensions
1st 2nd 3rd 4th 5th

 


Form No. 9-17 (1) B

Police            Department                                                 __________District

 

PERMANENT AGE REGISTER SHOWING THE NAMES OF UPPER SUBORDINATES (INSPECTORS, SUB-INSPECTORS, ASSISTANT SUB-INSPECTORS AND SEREANTS) WHO HAVE ATTEND THE AGE OF 53 OR MORE

 

1 2 3 4 5 6 7 8 9 10 11
Serial No. Provincial Range No.

Name

Rank and grade Date of attaining the age of 55 years. Date to which extension has previously been grant ——————–Inspector General ED by the ——————— Deputy Inspector General. Ground for recommending extension or retirement from service Opinion of District Magistrate. Orders or remarks by the Deputy Inspector General Order by the Inspector General of Police Remarks. (State length of service qualifying for pension.)
Extension
1st 2nd 3rd 4th 5th

 

—————-

 


Form No. 9-20(2)

 

Descriptive roll of Musammat ———————————————————————–widow of the late —————————————————————————–

 

No.————– of the ————– District.

 

(1)       Name
(2)       Race
(3)       Residence
(4)       Father’s name and resident.
(5)       Height
(6)       Age
(7)       Colour

 

 

 

(8)       Personal marks, if any, on the hand, face, etc.
(9) Place of payment (Government Treasury or Sub-Treasury).

 

Signature or right hand thumb and finger impressions:-

 

Small finger. Ring finger. Middle finger
(                             ) (                             ) (                             )

 

Index finger. Thmb
(                             ) (                             )

 

—————-

 


FORM No. 9-22(1)

Police            Department                                                                         __________District

 

THUMB AND FINGERIMPRESSION SLIP.

1 2 3 4 5
Left thumb. Left foreginger. Left middle finger. Left ring finger. Left little finger.

 

Thumb and finger Impression slip of ———– late a ————-, No.—————

 

 

Taken before————————————–

Name and designation ————————–

 

On the —————–of —————— 19   .

Signature


FORM No. 9-22(3)

Police            Department                                                                         __________District

Application for _________________ for _______________ No. ________________ grade __________________ of the ___________________Police.

 

(1)    Name of applicant                         . . .

(2)    Father’s name                                 . . .

(3)    Race, sect and caste                       . . .

(4)    Residence.                                     . . .

(5)    Present or last employment including name of service

(6)    Date of beginning of service           . . .

(7)    Date ending of service                   . . .

(8)    Length of service, including interruptions.

 

 

 
Superior                  . . .

On Which          Interior                     . . .

Non Qualifying and

interruptions

 

(9)    Class of pension or gratuity applied   for and c use of applicatin*.

(10) (Average) emoluments or pay         . . .

(11) Proposed pension                           . . .

(12) Do.   Gratuity                                 . . .

(13) Date from which pension is to commence.                                     . . .

(14) Place of payment                           . . .

(15) Date of applicant’s birth by Christian era+.                                 . . .

(16) Height                                           . . .

(17) Marks                                               . . .

(18) Date                                                 . . .

 

 

 

Village _________Thana __________District_____________

 

 

Years __________ Months __________ Days_____________

 

 

Years Months Days Space for thumb and finger impressions
Left Thumb
Index Finger
Middle Finger
Ring Finger
Little Finger

 

*If the application is for Compensation, Pension or Gratuity the nature of the change of establishment which has given rise to the claim, should be fully stated.

+If not known exactly, must be stated on the best information or estimate.

 

 

Dated________________________19     .

Superintendent of Police

____________________________

 

 

 

APPLICATION FOR PENSION OR GRATUITY.

________________________________________________________________________ HISTORY OF SERVICE (SHOWING INTERRUPTION) OF ——————————–GRADE.

1 2 3 4 5 6 7 8 9 10 11
Establishment. Appointment Pay. Acting Allowance. Date of Beginning. Date of ending. Period reckoned as service Period not reckoned as service Remarks How verified Remarks by the Audit Officer.
Y. M. D. Y. M. D.
Total period of superior service.
REMARKS BY HEAD OF OFFICE.
(1)    As to character and past conduct of applicant [See Article 911 (a), C.S.R.]

(2)    Explanation of any suspension or degradation.

(3)    Regarding any gratuity or pension already received by applicant.

(4)    Explanation under Article 427 so far as the head of the office can give it.

(5)    Any other ren arks.

(6)    Specific opinion of heard of office, whether the service claimed is established and should be admitted or not [See Article 911 (b).]

 

Superintendent of Police

 

CERTIFICATE AND REPORT OF THE AUDIT OFFICER.

 

Certificate that (subject to the remarks below recorded) qualifying service in ____ __________________ grade has been duly proved for ____________ years, ___________ months, _____________ days; and that ________________ not exceeding Rs._____________ is admissible under Article _______________ of the Civil Service Regulations. The calculations have been duly verified ______________. The _________ ____________ is chargeable to ______________.

 

LAHORE:

Audit Officer

Dated ________________19

 

 


FORM No. 9-22 (3) – Concluded.

 

ORDER BY INSPECTOR – GENERAL OF POLICE

Superannuation

Retiring

Invalid

A                Pension of Rs. ____________________________________________

 

__________________________________________________________________ only per mensem, is sanctioned for Constable / Head Constable of the __________ District, payable from the Treasury at ___________________ with effect from the _______________ of _____________ 19   . The medical certificate granted by the District Health Officer ______________ is accepted under Article 442 (d) of the Civil Service Regulations.

 

Assistant Inspector General,

Dated _______________ 19         .                         for Inspector General of Police,

Punjab.

Police                             19   .                               Department District Application for pension or gratuity.

For __________________________________________ _______________Grade.

Date of application         … Name of applicant           … Last appointment held     … Class of pension or gratuity Amount of pension sanctioned. Amount of gratuity sanctioned. Date of commencement Date of sanction             …

 

      

 

 

 


FORM No. 9-27(4)

Police                                                                                                              Department

________________________________________________________________________

Head : Pension__________

File No. _______________

Letter No.______________

Date _____________19     .

 

From

 

 

To

TOTAL ACCOUNTANT GENERAL,

Punjab.

SIR,

Chracter Roll

Chracter Roll and Personal file

 

Admitted in full

Reduced from Rs._____

With reference to your letter No,                                       dated                         .   I have the hounour to inform yo9urthat II have sanctioned the grant of a pension (Superintendent, Invalid, Retiring) of Rs.                           pr mensem to the officer, and with effect from the dates, shown in the sub-joined table. I have                  o                 of this officer and have satisfied myself with reference to Article 470 (b) Civil Services Regulations that the pension should be                               to Rs. ________ per mensem.

 

  1. The grant is subject to revision and should the amount now granted be afterwards found to be in excess of that to which entitled under the Regulations, refunds will be demanded.
rverse)

below)

 

 

  1. The pension application with connected papers (as noted on            are forwarded herewith for issue of necessary orders of payment.

 

1 2 3 4 5 6 7 8
Provincial Range or constabulary No. Name. Rank. Amount. Date from which payable. Treasury from which payable. Scale elected. Age.
Y. M. D.

 

I, have, etc.,

Assistant Inspector General,

for Inspector General of Police Punjab.

 

ENCLOSURES.

  1. Application for pension.
  2. applicant’s Retition in writing applying for pension.
  3. Last-Pay Certificate.
  4. Invaliding Certificate.
  5. thumb and finger impression slip.
  6. Specimen signature in duplicate.
  7. Certificate regarding non-receipt of pension or gratuity.
  8. Certificate regarding leave.

Chapter VIII Leave

Chapter VIII:

Leave

8-1       General – (1) The rules relating to leave of all Government servants who are under the administrative control of the Punjab Government are contained in Part IV of the Fundamental Rules, and in Chapter 6, 9, 10, 11, 16, 16, 18 and 19 of the subsidiary Rules thereunder. Police officers of all ranks are amenable to these rules, subject to such further conditions as are imposed by Police Rules.

 

(2) Gazetted officer and clerks, who have to deal, in any capacity, wit applications for leave, are required to be familiar with, and are in a position to refer to Volumes I ad II of Punjab Financial Handbook No. 2, which contain the rules mentioned in rub-rule (1). This Chapter contain only such departmental rules as supplement the rules of the Financial Department, and a summary of the more important of the latter rules for the guidance of subordinate police officers, who are not in possession of the Handbooks, referred to. In all doubtful cases or where detailed information is required, the rules should be consulted in original. Clerks and others having access to the full rules are required to give all reasonable assistance to officers of whatever rank, who wish to ascertain their individual rights and obligations in respect of leave, or to obtain guidance for dealing with requests received from their subordinates.
8-2.      Principles governing the grant of leave – Leave is earned by time spent on duty only. Leave cannot be claimed as of right ; the authority empowered to grant it may refuse or revoke it in the interests of the public service, or in accordance with any duly authorized disciplinary rule.

 

 

8-3.      Nature of leave and method of calculation – (1) A separate leave account (in A F No. 75-A/ F. R. 9-A) is maintained in the office to which he is subordinate for every police office. In this account the leave to which he is entitled under the Fundamental Rules is periodically placed to his credit and he is debited with the leave which he has taken. Leave due may be granted on average pay or half-average pay, or partly on one and partly on the other according to the conditions laid down in the Fundamental Rules. Leave not due may be granted on medical certificate and, in very exceptional circumstances, for not more than three months at any one time and six months in all, otherwise than on medical certificate.

(2) Police officers may be granted by the Provincial Government under conditions specified in the Fundamental Rules, special disability leave if disabled in the performance or in consequence of their official duties or in consequence of their official position. Such leave is not debited in leave accounts. Under special circumstances, and when no other leave is by rule admissible, extra ordinary leave, without pay, may be granted. Police officers of and below the rank of head constable may be granted hospital leave by the Superintendent of Police under whom they are serving, white under medical treatment for illness or injury, if such illness or injury is certified not to have been caused by irregular or intemperate habits. Hospital leave is not debited in leave accounts, and may be combined with other leave ; but hospital leave shall not be granted in excess of six months in all in any term of three years, and no single period of leave, after combination with hospital leave, shall exceed twenty-eight months.

 

 

8-4.      Special provisions regarding leave – The following rules relating to leave are to be observed by all police officers :-

 

(a) A Police Officer who has taken leave on account of ill-health whether technically on medical certificate or not shall, before he is permitted to return to duty, be required by the authority which granted him leave to produce a medical certificate in the following form :-

 

“I, A. B. _________________________, do hereby certify that I have examined C. D. ____________________ and that I consider him fit to resume his duties in Government service.”:

 

The officer shall produce the original certificate and statement of the case on which the leave was granted or extended before the authority asked to grant a certificate of fitness to return to duty. In the case of Gazetted officers this certificate must be signed by a District Health Officer or Medical Officer of commissioned rank. If the leave has been sanctioned on a certificate granted by a Medical Committee the certificate of fitness to return to duty must also be obtained from a Medical Committee except (I) in cases in which the leave is not for more than three months, or (2) in cases in which the leave is for more than three months, or leave for three months or less is extended beyond three months but the Medical Committee granting the original certificate or the certificate for extension state at the time of granting such certificate, that the Government servant need not appear before another Committee to obtain the certificate of fitness to return to duty.

 

No travelling allowance will be paid to an officer for journeys performed by him to appear before a Medical Committee to obtain a certificate of fitness to return to duty.

 

In the case of subordinate Police Officers the authority which granted the leave has discretion to admit a certificate by any registered medical practitioner.

 

(b) All applications for leave, or for extensions of leave, shall be made through the proper channel to the authority competent to grant the leave. The form of application shall be, in thee case of gazetted officers A. F. No. 74, and in the case of subordinates Police Rule Form 8-4 (b). Nothing in this rule shall debar a Superintendent of Police from requiring those police officers subordinate to him, who are in a position to do so, to apply verbally for leave in office or orderly room. Where prescribed forms are not available, applications may be made by ordinary letter.

 

(c) Gazetted officers applying for leave, or extension of leave, on medical certificate, are required to appear before a medical board, in accordance with the provisions of Chapter-XI of Punjab Financial Handbook No. 2, Volume-II. Subordinate police officers are required to support applications for leave on medical certificate by the certificate of the District Health Officer of the district in which they are serving. Application for extension of such leave must ordinarily be similarly supported by the certificate of the District Health Officer of an extension of leave is incapacitated by illness from appearing before the District Health Officer, it is within the discretion of the authority empowered to grant the leave to accept the certificate of any registered medical practitioner. The grant of a medical certificate is not equivalent to the grant of leave and confers no right to leave ; the certificate must be forwarded to the authority competent to grant leave, whose orders must be awaited expect on strong grounds, leave recommended in the certificate of a competent medical authority should be granted.

 

(d) A police officer returning from leave is not entitled as of right to resume the post which he held before going on leave unless the order granted leave specifically preserved his lies on such post. He must report his return to the authority which granted his leave and, under orders of posting heave already been conveyed to him, await orders.

 

(e) A police officer holding a temporary post may be granted leave, within the limits allowed by rule 16-2 Punjab Financial Handbook No. 2, Volume-II, provided he has hold such temporary post for at least two years, provided no extra expenses to Government is involved. Probationary police officers may be granted such leave as would be admissible to them under these rules if they had been confirmed in their appointments but leave to probationary while undergoing instructions will only be granted in cases of special urgency.

 

 

8-5.      Casual leave-grant of – (1)  Casual leave is a privilege granted by Government in the nature of a brief holiday, and is not treated as absence from duty. Such leave, consequently, shall not be entered in leave accounts.

 

(2) Casual leave may be granted by the authorities shown in rule 8-9 below, subject to the condition that it does not exceed ten days at any one time or twenty days in a year, and that leave exceeding four days is not granted more than twice in a year.

 

(3) Exceptions to the provisions of rules 8-5(2)        are as follows:-

 

(a) Members of the Pakistan Auxiliary Force may, if they can be spared, be granted casual leave up to a fortnight at a time to attend an annual camp.

 

(b) Casual leave up to 30 days may be granted to police officers required to undergo treatment at a Pasteur Institute.

 

(c) A police officer prohibited by the District Health Officer from attending his duties on account of infectious disease in his family, may count the period of absence as casual leave up to a limit of 30 days.

 

Casual leave granted in accordance with these exceptions will not count against the annual amount of such leave admissible.

 

 

8-6.      Casual leave- restrictions regarding – (1) Casual leave may not be combined with other leave except in exceptional cases, when a police officer is prevented from attending to his duties by coses beyond his control. Rules 6-8 and 6-9 Punjab Financial Handbook No, 2, Volume II, should be referred to in adjudicating such cases.

 

(2) Police officers on casual leave are prohibited from visiting places, whence their return within the period of their leave is likely to be prevented by blocking of roads, breakdown in transport or similar accidental cause, or from which they cannot return to their headquarters within 36 hours notice. For special and adequate reasons the Inspector General may relax this rule in particular cases, but it should ordinarily be strictly observed.

[1]0 [xxxxxxxxx]

 

11[8-7.  Casual Leave of Superintendents – Police officers in independent charge of districts shall consult the District magistrate when applying for casual leave, and shall state in their applications to the Deputy Inspector – General that the dates proposed by them are convenient to the District Magistrate.

 

8-8. (1) Joining Time. (1) Police Officers transferred from one post to another or returning from leave may be allowed joining time under the conditions laid down in [Leave rules and Chapter IX of the Civil Services Rules (Punjab), Volume-I] and subject to the limitations embodied in Police Rules.

 

(2) Joining time will not ordinarily be allowed to subordinate police officers transferred within the district in which they proceeded on leave. Police officers of all ranks may be required, by the authority empowered to transfer them or grant them leave, to take up their new posts without joining time, if the interests of the public service so demand. Police officers required to proceed on temporary duty without or beyond the district in which they are serving are not considered to be transferred for the purposes of this rule.

 

 

8-9.      Authorities empowered to grant leave – The following table shows the authorities empowered to grant leave to police officer. The approval of the Provincial Government is required to the grant of leave other than casual leave to officers holding independent charge of district: –

Authority Which can grant leave To whom Extent
1.     Inspector – General of Police 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2.     Deputy Inspector-General and Assistant Inspector-General, Government Railway Police.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3.     Superintendents of Police.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4.     Assistant and Deputy Superintendents.

 

 

5.     Officers-in-charge of Police Recruits Training Center.

 

 

6.     Officers-in-charge of Police Stations.

 

All Officers 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Inspector

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1. All Gazetted Officers

 

 

 

 

 

 

2. All controlled officers

3. Sub-Inspector and Assistant Sub-Inspectors

4. Lower Subordinates

 

Lower Subordinates

 

 

All Upper and Lower subordinates

Full powers accept study leave and special disability leave. He may grant such leave to all Gazetted Officer below the rank of Deputy Inspector General of Police in case of leave vacancy is to be left unfilled or could be filled without district recruitment or promotion.   He will also have the powers to sanction leave on average pay for rest and recreation up to one month to officers of the status of Superintendent of Police and above to, the level of Deputy Inspector General of Police. He will also have further power to order additional charge of current duties in such leave vacancies, subject to the condition that on the expiry of such leave, the officer concerned is reposted to his old post (vide West Pakistan( Civil Services) Delegation of Powers Rules, 1962 read with Government of West Pakistan Notification No. 2320-SR-VI-64, dated: 20-11-1964) 

 

1.   All Officers Causal Leave
2.   Inspctors and Prosecuting Inspectors3.   All Sub-Inspectors, Assistant Sub-Inspectors and Lower Sub-ordinates Full Powers 

 

Full Powers

 

 

 

 

 

 

 

 

Casual leave up to four days at any one time. (In submitting to higher authorities any application by a Gazetted Officer for casual leave in excess of four days, the Superintendent of Police, shall add to note showing the total amount of casual leave taken by the officer during the calendar year including leave sanctioned under these powers.

 

Casual leave

 

Full Powers

 

 

Full powers

 

 

Casual Leave

 

 

 

Casual leave

 

8-10.    Address while on leave to be given – Every police officer, before proceeding on leave, shall record in the officer of the authority granting him leave the address at which orders of recall or other communications will reach him with certainty and despatch.

 

8-11.    Recall from leave to give evidence – Time spent by police officers on leave in giving evidence in courts and in travelling to the court and back counts as part of the leave, and travelling all allowance is admissible under the same conditions as if the police officer had been on duty when summoned (vide Rule 10-148). To avoid the inconvenience to all concerned and the expense to Government involved recalling officers, whose homes are at a distance, officers sanctioning leave should, as far as possible, fix dates for its commencement which will avoid the necessity of such recall.

 

8-12.    Deposit of Government property before proceeding on leave – Every police officer before proceeding on leave shall deposit all Government property in his possession of custody with the officer responsible under these rules for the custody of such property when in store.

 

8-13.    Leave accounts – the leave accounts prescribed in Fundamental Rues 76 shall be attached to character rolls and maintained in Form A. T. 290 in accordance with the instructions given in that form and with Fundamental Rules 77 to 80. It is most important that the accounts should be kept up with the greatest care and accuracy. They are the basis for decision of all claims for leave and are essential to the preparation of pension claims, the settlement of which may be seriously delayed by inaccuracies in regard to leave accounts. Gazetted officers must check these accounts frequently, both in the process of dealing with leave application and otherwise.

 

8-14.    Leave registers – The orderly head constable shall maintain an English register of applications for leave in Form 8-14(a) and a leave registers in Form 8-14(b). In the latter all leave, other than casual leave, granted to enrolled police officers, shall be entered. The leave register shall be made over to the head clerk once a week, who shall make necessary entries in the accounts of officers who have returned from leave, and fill in column 9 of the register. An index shall be provided at the end of the leave register in Form 8-14(c) for and (b) upper subordinates as their names may occur.

 

8-15.    Leave certificate – (1) Certificates in Form 8-15 shall be issued to all enrolled police officers before they proceed on leave other than casual leave.

 

(2) Every enrolled police officer shall, on rejoining from leave, personally present his leave certificate to the officer in charge of his police station or the Lines officer, according to the place at which he rejoins. Such officer shall endorse on the certificate the hour and date of rejoining, and forward it to be field in the officer of the Superintendent.

 

8-16.    Leave salary Declaration regarding – Before proceeding on leave every police officer is required to declare whether wishes his leave salary to be held over for payment on his return or remitted to him monthly. If the latter, he must state the post officer to which he wishes a money order to be sent and must certify his willingness for the money order commission to be deducted from the amount due to him. Police officer residing in the district in which their pay is drawn may, if they desire, have the amount due to them remitted for disbursement to the police station nearest to their home ; in such cases the procedure laid down in rule 10-92 will be followed.

 

8-17.    Holidays – (1)            The occurrence of a gazetted holiday gives no right to a police officer to leave the station or area to which his movements on duty are restricted. Permission to leave such limits must be obtained from the authority empowered to grant casual leave to the officer concerned.

 

(2) Gazetted holidays may be prefixed or affixed to leave with the permission of the authority competent to grant the leave ; but such authority is bound by the provisions of Chapter 9 of Punjab Financial Handbook No. 2, Volume II, in respect of the grant of such permission.


FORM NO. 8-4(b)

 

POLICE DEPARTMENT.                                        __________ DISTRICT.

 

Application for leave.

 

Enrolled Officers.

APPLICATION FOR LEAVE ON BEHALF OF THE UNDERMENTIONED

ENROLLED POLICE OFFICERS.

 

1 2 3 4 5 6 7 8 9 10
Provincial or Range No. Name Rank LENGTH OF LEAVE REQUIRED. Detail of all required. Nature of leave required Remarks by Police Officer forwarding application Address of Police Officer should leave be granted. Instructions regarding pay during leave, if granted (rule 8-16)
From To

Note :- All applications for leave to assistant sb-inspectors, sub-inspectors, sergeants and inspectors to be written in English in this form.

 

Dated _________________

The _________________19              Superintendent of Police

 

 

 

FORM No. 8-14 (a)

REGISTER OF APPLICATIONS FOR LEAVE

 

1 2 3 4 5 6 7 8 9 10 11
Serial No. Date on which application is made  

 

 

Name

Provincial, Range or constabulary No.  

 

 

Rank

Where stationed LEAVE LAST OBTAINED Kind and period of leave now applied for Superintendent’s order Number and date of entry in Order Book Remarks
 

 

From

 

 

To

 

*Here quote the No. of the entry in the Register of Leave granted. – Police Form No. 8-14 (b).

 

LEAVE

FORM No. 8-14 (b)

 

LEAVE REGISTER OF ALL ENROLLED POLICE OFFICERS FOR THE YEAR 19     .

 

 

1 2 3 4 5 6 7 8 9 10
Annual Serial No. of entry Rank and Grade Name Provincial Range or Constabulary LEAVE GRANTED Date of entering the leave in the leave account and initial of the Head Clerk Remarks
Nature of leave Period Date Date up to which the leave was actually enjoyed (to be filled in on return)
Years Months Day From To

 

Note :- If an officer returns from leave before noon, his leave counts up to the preceding day.

 

 

 

FORM No. 8-14 (c)

 

INDEX TO LEAVE REGISTER.

Part-1 for Lower Subordinates, arranged according to Constabulary Nos.

 

Constabulary Nos. Annual Serial No. of the Leave Register over the year
1 5
2 ———-
3 1911
4
5 6
———-1911

 

 

 

 

 

 

Part –II for Upper Subordinates. –

 

S.I. Nabi Bakshs, E. No. II                                         I. Nural Hasan, P. No. 5

1910    ——————————–                                         ——————————

  • 210

 

S.I. Ahmed Khan, E. No. 50                                       I X Y . P. No. 20

1911    ———————————-                                       ———————

  • 138

 

Note. – The figures below the names are the annual serial Nos. of the Leave Register

 


FORM No. 8-15.

 

POLICE DEPARTMENT.                                                             __________DISTRICT

 

Leave Certificate.

 

1 2 3 4 5 6 7 8 9
Provincial Range or Constabulary No.  

 

Rank

 

 

Name

LEAVE GRANTED

 

Kind of leave granted Up to what date paid Remarks
 

Extent

 

From

 

To

 

 

(Standard Form – Bilingual)

 

 

Dated ______________________

 

The ______________________19                             Superintendent of Police.

[1]0 Deleted by the Gaz. of Punjab Part III, dated 27.04.1983, notify. no. 7258/MIII, [PLD 1983, Pb. St. 44]

11 Sub-joined table to Rule 8.9 reconstructed by the Gaz. of Pb . Extd. Notifi. No. 7258/M-III, dated: 27.04.1983

Chapter VII Mounted Police

Chapter VII:

Mounted Police

7-1.      Composition of mounted police – Mounted police consist of such number of sub-inspectors, head constables and constables as may be sanctioned from time to time.In addition to their pay they receive horse or camel allowances at rates given in rule 10-75.

7-2.      Mounted officers – (1) All gazetted and upper subordinate police officers, except assistant sub-inspectors, are mounted officers, except assistant sub-inspectors, are mounted officers, and are required to maintain a standard of efficiency in horsemanship which enables them to perform journeys on horseback and other duties with the mounted police. The Inspector-General may lower this standard or grant complete exemption from it by general or special order in the case of officers appointed solely and permanently for duties which do not involve mounted duty.

(2) Every mounted officers is required to maintain at this headquarter a suitable horse, in accordance with the provision of this Chapter, and saddler as prescribed.

Provided that :-

  • The Dy. Inspector-General may by general or special order exempt any officer from keeping a horse for so long as he is employed in a post which does not involve mounted duty.
  • Upper subordinates employed in posts for which no horse allowance is authorized vide rule 10-75) shall be similarly exempted while so employed.
  • Examination may also be granted by the Dy. Inspector-General at his discretion to an upper subordinates who maintains a motor cycle, in lieu of a horse.

(3) Horses of mounted officers shall be at least 14 hands and 1 linch in height, capable of carrying 13 stones and suitable for police work.

 

7-3.      Filling of vacancies: – Vacancies of constables in the mounted police shall be filed either by director enlistment of men likely to make good horse and camel sowars or by the voluntary transfer of suitable men from the foot police. Ordinarily, only such men shall be taken into the mounted police as have already some knowledge of and aptitude for the management of horses or camels. If such men are not already trained foot policemen, they shall be required to undergo the same course as is laid down for recruits to the foot police. Mounted constables whether transferred from the foot police or directly enlisted shall also received the training laid down in rule 7.5.

7-4.      Duties of mounted police – (1) Mounted Police of the sanctioned establishment Police Statios shall be employed on all routine duties appropriate to their mobility.

(2)The main use of mounted police not borne on the strength of Police Station are:-

(a) organized operations against mobile gangs of criminals,

(b) patrolling for the prevention of dacoities, highway robbery and the libel,

(c) control of crowds and dispersal of disorderly mobs,

(d) Ceremonial

(e) assistant to the foot police in traffic control, and,

(f) process serving, message carring and escort duty, where conditions are suitable.

 

(3) Mounted police may be temporarily transferred anywhere in the province by order of the Inspector-General, and from one district to another in the same range by order of the Deputy Inspector-General, if the conditions of crime of public order warrant it, or for annual training if proper facilities do not exist in the district to which they are permanently posted. Mounted police shall not be employed on orderly duty but, when not required for training or for duties of the nature specified in sub-rule (1), a mounted constable may be used for the conveyance of urgent message on particular occasions. Constables mounted on horses shall, however, under no circumstances, be required to carry heavy post or parcels.

 

(4) Subject to the condition laid down in the preceding sub-rules Superintendent are empowered to employ e mounted police in their district at their discretion.

 

7-5.      Training of mounted police – (1) Mounted police shall be especially taught –

 

(a)        to ride and handle their horses in a horse manlike manner ;

(b)       to saddle and unsaddle and to groom their mounts.

(c)        the use of the mounted police baton ;

(d)       to lay out their stable gear properly for inspection ;

(e)        mounted squad drill ;

(f)        stable management, i.e., to keep their horses healthy and in good condition and the stable clean ad sanitary ;

(g)        to handle a .303 riffle while riding their mounts in halt position.

 

(2) They shall since received special instructions in the efficient performance of the duties specified in Rule 7.4 and in musketry and shall ordinary be removed from the mounted police, if they fail in two consecutive years to reach the standard of first class short.

 

7-6.      Arms – Mounted police shall be armed with mounted police batons and 303 rifles.

 

7-7.      Mounted police Establishment – Horses and camel shall be maintained at the rate of one for each sub-inspector, head constable and mounted constable of the sanctioned mounted police establishment.

 

(2) The reserves for the mounted police is embodied in the general reserves of the foot police. Recruits for the mounted police shall be borne on the dismounted reserves until they are absorbed.

(3) Horse ad camel allowances will be drawn only for the sanctioned effective establishment, exclusive of any reserve, and subject to there being no vacancies in the corresponding establishment of horses or camels.

 

 

  • Allotment of horses and camels – All allotments and re-allotments of horses and camels, other than temporary allotment for a period not exceeding six days, shall be entered in the order book.

 

  • Transfer of Sowars – On the transfer of a sowar to another district he shall surrender the horse or camel allotted to him in the district which he is leaving, shall be allotted another one in his new district.

 

7.10. Examination of horses and camels– (1) A Committee shall be constituted as occasion demands, of it shall consistent of the Superintendent himself or in his unavoidable absence another Gazetted officer specially designated by him as Inspector or Sub-Inspector and a Mounted Police Officer who shall if possible be of or above the rank of Head Constable. If the Superintendent does not himself preside decisions and findings o the Committee shall require his countersignature.

 

(2) Proceedings of the committee shall be record in the form 7.10 (2).

 

 

7.11. Responsibility for neglect: – (1) The horse or camel allotted to a Mounted Police Officer shall at the time of his ceasing to be examined by a committee (vide rule 7.19 (1). If the committee is of the opinion that such horse or camel has been rendered permanently unfit for police service, or is at the time of examination unit for service from injury or illness caused due to misconduct or neglect of the sower, it may record of finding suggesting suitable disciplinary action against the sowar and shall submit finding to the Deputy Inspector General of Police, who may confirm or modify the finding.

 

(2) If in the course of service of a sowar at finding under rule 7.10 (1) is received that through misconduct or neglect of the sowar death of any horse or camel allotted to him or any injury of illness has caused permanent unfitness of such animal for police service, the sowar shall be responsible to make good the loss sustained by the Government due to his negligence according to the order of the DIG record on such findings 7.12 remounts.

 

7-12.    Remounts – (1) Horses or camels owned by Government and certified by a Veterinary Officer to be unit for service due to old age, accident or disease shall, with the prior approval of the DIG, be cast. In case of accident, where the Veterinary Officer considers immediate destruction necessary, destruction should be carried out at one with awaiting the orders of the DIG. The Superintendent shall in such cases report all the circumstances subsequently to the DIG.

 

(2) Remounts shall be purchased in such a manner and by such officers as the Inspector – General may from time to time direct. Superintendents requiring remounts to replace horses or camels which have died or been cast shall notify their requirements to one of the officers so designated.

 

(3) Horses selected as remounts shall be between four and six years of age, not less than 14 hands 1 inch in height, capable of carrying 13 stone, and suitable for police work. No purchase shall be concluded until the horse has been certified as sound and of the prescribed age by a qualified veterinary officer.

 

(4) Camels shall be between six and seven years of age and shall be carefully tested as to their trotting powers and passed sound and of correct age by a qualified veterinary officer before being purchased or accepted on the establishment.

 

7-13.    Purchase of remounts – (1) Purchasing officers are authorized to purchase horses and camels within the maximum price fixed by the Government from time to time subject to the required veterinary certificate in each case and to their satisfying themselves that the animals purchased are in every way suitable for police work. To enable them to make prompt payment, purchasing officer may ask for an advance from the contingent grant by the Inspector General within the budgetary limits and where he does so, this may be arranged with the sanction of Finance Department. It is nevertheless incumbent on Superintendents to make adequate provision in the budget estimates to meet the cost of remounts when this can be foreseen..

 

(2) Superintendents on whose behalf remounts are purchased are not authorized to reject the, but, if they have reason to consider any remount seriously below the required standard, they may report the case to the Deputy Inspector-General.

 

(3)Superintendents should give notice to purchasing officers as long in advance as possible of their intention to cast any animal borne on the fund, so that suitable arrangements for it replacement may be made. When notice cannot be given in anticipation of the vacancy, purchasing officers shall endeavour to supply a remount within one month.

 

7-14.    Assistance to be rendered by the Animal Husbandry Department– (1) Directors of Animal Husbandry have been directed to afford assistance to Police Officers free of charge when purchasing remounts at fair.

 

(2) Veterinary Officers of the Army Remount Department have also been instructed to render professional assistance free of charge to police officer when purchasing remounts to those fair which are held in the horse breeding circules under the control of the Army Remount Department.

 

7-15.    Disposal of foals and cast animals – (1) Cast horses and camels shall be sold, provided that any animal, which by reason of permanent injury cannot be worked without cruelty, shall be destroyed.

 

(2) Foals of horses and camels owned by Government are the property of Government and shall be sold as soon as they have reached a suitable age. Expenses incurred in their keep up to the time of sale shall be borne by Government and proceeds of sales under this rule shall be credited to the Government.

 

(3) The use for breading of mares is prohibited, provided that this rule may be relaxed on the authority of the Deputy Inspector-General of the range on the recommendation of a veterinary officer or for other special reasons.

 

7-16.    Purchase and retail of grain and fodder – Fodder and grain for the mounted police shall be purchased in bulk according to requirements and to conditions as to storage room and availability of supplies. All supplies to purchase shall be examined by a committee to weight, quality and price.

 

7-17.    Feeding of camels –The feed charges of horses, irrespective of the variation in the prices of the commodities, which should be purchased in accordance with the prescribed purchase procedure shall be as follows:-.

 

  Ration Fodder Horses During summer During winter
(a) Barley 4 Lbs per day 4 Lbs per day
(b) Gram 2 Lbs per day 3 Lbs per day
(c) Bran 3 Lbs per day 3 Lbs per day
(e) Kutri Jawar or Oats dry 18 Lbs per day 18 Lbs per day
(e) Green Fodder 4 Lbs per day 4 Lbs per day
(f) Saltu 2 Lbs per month 2 Lbs per month
(g) Coconut Oil ½ Lbs per month ½ Lbs per month
(g) Dubbin ½ Lbs per month ½ Lbs per month
       

 

(2) Accounts shall be kept by the officer in charge of the mounted police in a register in Form 7-17(2) showing quantity received, issued and balance in hand. This record of receipt and supply of fodder and grain shall be in respect of each horse or camel separately and shall be signed by the sowar and incharge of the mounted police.

 

7-18.    Register of horses and camels. – In districts where there are mounted police, a register shall be maintained in Form 7-18 of all horses and camels on the strength of the district.

 

7-19.    Government horses and camels allotted to mounted Policemen sick or on leave or under suspension. – Government horses and camels allotted to mounted Policemen sick or on leave or under suspension shall be made over to the line officer or officer incharge of the mounted police. Such animals shall be looked after and may be used for instruction or duty by recruits or other men of the mounted police, as ordered by the Gazetted officer in supervisory charge. In such cases responsibility for loss or injury by miscounduct or neglect shall rest with the men so ordered to look after and used the animal provided that no policeman shall be so held responsible for more than one animal at a time.

 

7-20.    Branding of horses and camels. – Horses and camels shall be branded on the shoulder close to the Army remount marking, if any. Each animal shall be branded with the Provincial Cyper letter P.O.L.

 

(2) When an animal is cast, it shall be cross branded.

 

(3) Branding implements shall be maintained by the Superintendent of Police Headquarters, Lahore from whom they can be borrowed.

 

Form No. 7-10 (2)

 

Proceedings of a Committee assembled at ___________________________________ on ______________ by order of ___________________________________ for the purpose of ____________________________________________________ _______________________________________________________________

 

NOTE

 

The signature of each officer composing the committee should be attached at the end of the proceedings.

 

President :

 

Members:

 

The committee having assembled pursuant to order proceed to –

(Standard Form)

 

Form No. 7-17 (2)

Stock Register

Name of Article: ________________________________________

 

 

Month and Date Particulars Date Quantity received Quantity issued daily Balance of Stock Remarks
Mds.

Srs

Mds.

Srs

Mds.

Srs

 

Signature of Sawar                          Signature of Incharge mounted police.

 

 

 

 

Form No. 7-18

TO BE FILLED BY THE VETY ASSISTANT SURGEON

 

To be filled in the event of being sick                  History sheet of horses and camels

purchased/maintained by Government

in various district.

Quarterly report of Veterinary .

 

Assistant surgeon as to the condition and charge if any since last report.

 

1.    Date of Admission into Hosptial

2.    Name of Disease

 

 

1.    Name of Horse or Camel (living District, Serial No.

2.    Age on enrolment___ Yrs.___Months

 

3.    Date of discharge

 

4.    Remarks (cured or otherwise)

3.    Height___________

Hands_________inches

4.    Colour

5.    Particulars of breed giving name and size.

6.    Particulars marks

7.    Date of enrolment

8.    Price

9.    Name of Committee which passed animal or name of purchasing officer.

10.       Superintendent’s signatures

 

 

Name of Article: ________________________________________

 

Chapter VI Arms and Ammunition

Chapter vI:

Arms and Ammunition

6-1.      General scale of arms, ammunition and stores for maintenance – (1) The armament of the police is fixed by orders of the Central Government, without which authority no changes in the nature and amount of such armament may be made. The authorized scale of arms, ammunitions, equipment for the carrying and stores for the repair and maintenance of arms is shown in “Equipment Tables of Civil Police and Jails,” published under the authority of the Central Government and obtainable from the [1][Government Printing Press Karachi/Islamabad]. At least two copies of this publication shall be in the possession of each range Deputy Inspector General and Superintendent of Police, and authorized corrections as issued from time to time.

[[2](2)     Gazetted Officers and Clerks who have to deal, in any capacity with, application for leave, are required to familiar with and are in a position to refer to Civil Services Rules (Punjab), Vol. I and leave rules mentioned in sub-rule (1) this Chapter contains only such departmental rules as supplement the rules of the Finance Department and summary of the more important of the later rules for the guidance of subordinates Police Officer, who are not in possession of the leave rules regard to. In all doubtful cases of where detailed information is required, the rules should be consulted in original. Clerks and others having access to the full rules are required to give all reasonable assistance to officers of whatever 7 rank, who wish to ascertain their individual rights and obligations in respect of leave, or to obtain guidance for dealing with requests received from their subordinates.]

 

6-2.      Source of supply of arms, ammunitions, etc. – (1) All items shown in the Equipment Tables shall be obtained by indent, in the manner prescribed in the rules which follow, from the Ordnance Department. Police armament is supplied on payment, charges being met from funds administered by the Inspector General. In respect of certain items the Inspector General may decide, from time to time, obtain supplies from sources other than the Ordnance Department. Such exceptions to the general principle that the Equipment Tables are the authority for demands will be notified in the Police Gazette or otherwise.

 

(2) In every police office concerned a special permanent file shall be maintained containing copies of orders by the Inspector General authorizing exceptions to, or deviations from. The Equipment Tables Except in the office of range Deputy Inspector’s General, this file shall be kept in duplicate, one copy being in the English Office and the other in the headquarter lines office.

 

6-3.      Distribution of arms to districts – The distribution of arms to districts is fixed by the Inspector General in accordance with the principles approved, from time to time, by the Central Government. Each district shall maintain a printed statement showing the total armament of the district as so fixed and its permanent distribution within the district as approved by the Deputy Inspector General of the range. This statement shall be countersigned in duplicate by the Deputy Inspector General and one such countersigned copy shall be hung up in the office of the Superintendent and the other in the armoury. Relevant extracts, duly signed by the Superintendent of Police personally shall be hung up in the armoury, or equivalent place where arms are stored, of the lines and of every police station, post or standing guard where arms are maintained.

 

6-4.      Description of police arament – The classes of armament authorized for the police are as follows:-

 

(a)        Rifles – short magazine Lee-Enfield, for mounted police, 1st armed reserves and such other police as may be authorized to be so armed.

(b)       Muskets breech loading 410 bore for head constables and constables in the proportion of the total establishment of those ranks for which such armament is authorized (vide rule 6.5).

(c)        Riles – short .22 inch R. F. for instructional purposes, in numbers authorized for each district by the Inspector General.

(d)       Pistols – Revolver 455 inch for gazetted officers and upper subordinates according to the scale and condition prescribed in rule 5.5.

(e)        Sword – bayonets pattern 1903 for rifles, short M. L. E., pattern 1903 for 410 muskets (one per musket) and pattern 1887 for side arms for such proportion of establishment as may be authorized.

 

6-5.      Scale of arms districts – (1) The armament of police in districts in calculated according to the following scale:-

 

Muskets-

 

(a)   Permanent standing guards. One per man.
(b)  

Police stations

The proportion fixed by Government   for each class of police stations.
(c)   Reserve at headquarters. 20 percent of the total sanctioned establishment of head constables and 40 percent of that of foot constables exclusive of the number of those ranks armed with rifles.
Reserve at Police Training School, [College,Sihala] As may be determined by the IGP from time to time.

 

 

NOTE

            The 237.303 H. V. rifles are available for training purposes but they can only be drawn on for issue under the orders of the Inspector General. 110.410 muskets and 6.22 Lee Enfield rifles are also maintained for training purposes.

 

Rifles-

 

Mounted police and 1st armed reserve. One per man

Upper subordinates other than those employed on clerical and persecuting duties, probationary and officiating sub-inspectors. One per office

 

NOTE:           The supply of revolvers to gazetted officers is governed by rule 6-11.

 

(2) The above scale applies to all district except those for which a special scale, either for the whole district or for a portion of its establishment, has been authorized by Government and notified by the Inspector General. The sanctioned scale of revolvers includes a proportion for officers officiating as upper subordinates, and for upper subordinates of additional police (vide Memo. 2647/9-21/23 dated 22nd November 1927).

 

(3) When the establishment of a district is increased or decreased, or when the strength of an police station or guard within a district is altered in such way as to affect the above scale, application shall be made to the Inspector General for sanction to alter armament of the district accordingly, or to the Deputy Inspector General to after the distribution of arms within the district, as the case may be.

 

 

6-6.      Changes in fixed distribution – A Superintendent may, in case of necessity, temporarily increase the issue of arms to any place, but all such changes shall be reported to the Deputy Inspector General, who will satisfy himself at his inspections that the authorized permanent distribution is not altered without him sanction.

 

6-7.      Stamping of arms – All arms issued to the police with the exception of revolvers, shall be stamped with the district cypher and a serial number. Rifles and muskets shall be stamped on the butt plate; bayonets shall be stamped on the hilt and bayonet scabbards on the locket.

 

6-8.      Register of distribution of arms – (1) The distribution and movement of individual arms on charge, shall be recorded in Part I of the Arms distribution Register (Form 6-8), to be kept by the kot head constable under the supervision of the line officer. In this register shall be shown only actual arms and those accessories which are issued with them, and the register shall be divided so that a record of each item may be kept separately vide instructions in the form. Columns 3 and 4 of the form shall be balanced daily, the balance being shown in red ink, provided that no balance need be struck on any day when no transaction has taken place. The normal transaction is an issue from one sub-column of column 3 balanced by a receipt in another, the district total being unaffected; whenever an entry affecting the latter is made, e. g., the return of a musket to the arsenal or the transfer of a bayonet scabbard to condemned stock-an explanatory entry shall be made a column 5. Care must be taken that when a weapon is moved, the necessary entries are made respecting any accessory moved with it. The Lines Officer shall check this register at frequent intervals.

 

(2) In Part II of the register shall be maintained a nominal roll of the distribution of revolvers on charge in the district.

 

(3) A separate register in form 6-8(3) shall be maintained by the Kot Head Constable under the supervision of the Lines Officer, in which a history sheet of each weapon on charge in the district be entered.

 

6-9.      Special orders regarding rifles M.L.E. – (1) All rifles M.L.E. shall be kept in the armoury in a separate rack. A register [Form 6-9 (I)] shall be maintained by the kot head constable under the supervision of Lines Officer showing the names of the men permanently mobilized at headquarters to whom M.L.E. rifles are issued, and the arsenal number of the rifle and files bolt issued to each man. When rifles are issued from the armoury each man shall take the particular rifles registered against his name and will be held responsible for it.

 

(2) If the kot head constable finds, when a rifle is being returned to store, that is is damaged or that any part of it is lost or damaged. The shall produce the man surrendering the rifles before the Lines Officer, and cause an entry to be made in the lines diary detailing he loss ordamage that has occurred.

 

(3) Every police officer, who loses or damages his rifles, bayonet, or any part thereof, shall report such loses or damage without delay to the officer commanding his party. A report shall be submitted immediately in writing to the Lines Officer, who will inform the Superintendent of Police without delay. An enquiry shall be made immediately in accordance with instructions laid down in rule 6-22. In the event of the loss of a rifle, rifle-bolt or musket-bolt the police officer directly responsible shall be suspended until the orders of the Deputy Inspector General of Police are received on the report of the Committee of Enquiry. Any police officer, who fails to report forthwith the loss of a rifle or rifle-bolt by a man under his command, shall be suspended and charged with neglect of duty. An officer, to whom the report of such loss is made, shall immediately take all possible steps for the recovery of the rifle or bot.

 

6-10.    Custody and case of arms – (1) All arms, when not in use, shall be kept in racks in the armoury or other place appointed for the purpose. In the lines the kot hard constable, under the direct and personal supervision of the Lines officer; at police stations, the station clerk, undr the supervision of the officer in charge of the police station; and at all other places the officer in command of the detachment shall be directly responsible for the custody and care of all arms borne on charge and for the correctness of all issues and receipts.

 

(2) Detailed instructions for the cleaning of rifles, muskets and bayonets are contained in Appendix 6.10(2). The individual police officer to whom a weapon is issued shall be responsible for cleaning it according to these instructions before and after use. The periodical cleaning and oiling of arms not in use shall be done by fatigues told off for the purpose. The “pull off” of all rifles and muskets shall be tested annually.

 

(3) Every police officer is personally responsible for the safe custody and care of every weapons, or accessory thereto, issued to him, until it is returned to the custody of the officers responsible for issuing it, as prescribed in sub-rule (1) above.

 

6-11.    Revolvers – (1) Notwithstanding anything in rule 6.10 above, a police officer to whom a Government revolver has been issued shall be personally responsible for its custody and care at all times, even when he shall have disposed of its as provided in sub-rule (3) below, when proceeding on leave.

 

(2) In addition to the rechard maintained in Part II of the Arms Distribution Register, the number and make of the revolver issued to an upper subordinate shall be entered in his character roll.

 

(3) When an officer to whom a revolver has been issued ceases to be a police officer, or ceases to belong to a rank to which revolvers are issued, or proceeds on leave other than casual leave, he shall return the revolvers are issued to him, together with all equipment, ammunition and accessories issued to him with such revolver, to the Lines officer for deposit in the headquarters armoury.

 

NOTE: Each revolver on charge shall be fitted with a khaki cord lanyard of approved pattern at the cost of the equipment fund.

 

(4) Each gazetted officer is required to be armed with a revolve or automatic pistol of .450/.455 bore, purchased and maintained at his own expense, either privately or from the Ordnance Department. All gazetted officers are permitted once in their service to purchase at cost price a service revolver, with accessories, from a Government arsenal.

6-12.    Ammunition scale – Ammunition for arms held by the police is authorized on the scales shown in the “Equipment Table, Civil Police and Jails.” The allotment shown in table 2 is “service” ammunition; that shown in table 11 is the annual or “ practice” supply.

 

6-13.    Distribution of ammunition – (1) The primary division of ammunition on charge is into “service” and “practice” stocks, according to the scale referred to in rule 6-12 above.

 

(2) Ammunition shall be supplied from the “Service” stock to police stations, outposts, and standing guards where muskets are kept at the scale of ten rounds shall and five rounds, backshot per musket. At police stations and outposts the whole of this stock shall be kept ordinarily in a locked box in the store room, issues being made as required for use. At guards ten rounds ball shall be issued to each head constable and constable of the guard and shall be carried in a pouch, and the stock of buckshot ammunition shall be kept in a locked box in charge of the guard commander, to be issued only when required for use. Buckshot ammunition also be issued to escorts at five rounds per musket.

 

Each police sentry who is armed with a musket and his relief shall carry in his expense pouch three rounds of buckshot ammunition.

(3) The remainder of the “service” stock and the whole of the “practice” stock, except the expense stock referred to in rule 6-14 shall be kept in the magazine.

 

(4) The total stock of ammunition of all kinds, with the divisions and distribution of each class, shall be shown in each district in a statement to be countersigned by the Deputy Inspector General of Police and hung up in the magazine and in the office of the Superintendent of Police. Relevant extracts from this statement shall be supplied to each police station, etc, having ammunition on charge.

 

(5) The Superintendent of Police may, in case of need, temporarily alter the amount of service ammunition kept at any place, but all such alterations shall be reported to the Deputy Inspector General of Police.

 

6-14.    “Expense” stock – (1) A small stock, the amount of which shall be fixed for each district with the approval of the Deputy Inspector General of Police, and shall not ordinarily exceed one full box, shall, n the case of the following classes of ammunition, be issued from the “practice” stock in the magazine to the charge of the kot head constable, to be kept by him in the armoury as the “expense” stock, viz.,-cartridges ball .410 bore ; buckshot .419 bore ; blank .410 bore and blank .303 inch. Under no circumstances shall cartridges, ball, .303 inch, be issued to the “expense” stock or stored elsewhere than in the magazine. Cartridges, drill, .303 inch, be kept in the expense stock.

 

(2) From the expense stock issued shall be made to armed parties proceeding on patrol, escort and other armed duties and to all parties detailed for practice with blank ammunition or on the range. If the expense stock is insufficient for the needs of such parties, it shall be supplemented by an issued from the magazine.

 

NOTE

The “Quarter Guard” being a permanent guard, shall have its own stock of ammunition under rule 6013(I) and shall not be supplied from the expense stock.

 

(3) From the expense stock there shall be kept filled in the armoury so many bandoliers (40 rounds ball), pouches (10 rounds ball) expense pouches (3 rounds buckshot) as the Superintendent of Police may be standing order direct, according to the scale considered necessary in each district for emergencies and for issue to normal daily armed duties. The remainder of the expense shall be kept by the kot head constable in a locked box. The ammunition kept in pouches shall, however, always be issued on the first opportunity for expenditure on the range and replenished from the balance of the stock.

 

(4) The kot head constable shall personally make all and receipts and keep the account of this stock in Form 6-14(4). He shall replenish the stock as required from the magazine in exchange for a corresponding number of empty cases, damaged or lost rounds.

 

6-15.    Revolver ammunition – (1) Ammunition is issued free to all officers in possession of service revolvers on the scale shown in the Equipment Tables; in addition all such officers are allowed to purchase 100 rounds annually from the Ordnance Department at cost price. Such purchases, except the initial purchases by each officer, as well as all replenishments of the free issue, must be supported by the deposit of an equivalent number of empty cases or loss statement in I.A.F.A-498 duly authenticated, in lieu thereof..

 

(2) Officers are personally responsible for their own ammunition, both that issued to them free and any which they may purchase. The total stock of revolver ammunition and its distribution to gazetted and non-gazetted officers will be shown in the statement prescribed in rule 6-14(4), but no detailed account of it will be kept in the magazine. Any officer may, with the permission of the Superintendent of Police, deposit such proportion of his revolver ammunition as he may wish for safe custody in the magazine in a box, or other receptacle, locked or sealed by himself.

 

(3) Replacement of revolver ammunition expended, whether on service, or practice, shall be made, when supplies are received from the arsenal in compliance with annual special indents submitted for the whole district (vide rule 6-25). Empty cases shall be deposited after each expenditure of ammunition with the kot head constable, who shall enter the receipt and the name of the officer making the deposit, in the expense stock register. When cartridges or empty cases are lost, the officer from whose stock they have been lost shall be responsible for reporting the matter and for having the necessary loss statement prepared.

 

6-16.    Ammunition accounts – (1) Ammunition of any class expended in action against criminals, or in any manner otherwise than in annual musketry practice, shall be debited to the service stock. The practice stock is provided solely for training purposes, viz., elementary and range practices and repetitions thereof as duly authorized from time to times. The allotment represents the maximum which may be so expended annually.

 

(2) The service stock must always be kept complete, any expenditure from it being replaced immediately from the expense stock. Should such replacement of service ammunition reduce the practice stock below the amount required for training, a special indent against “Service” expenditure may be submitted [vide rule 6-26(4)].

 

(3) In order that the oldest ammunition on charge may be expended in practice, all ammunition received from the arsenal shall be placed in the service stock, a corresponding transfer of the oldest of that being made to the practice stock. This transfer shall normally be carried out when the annual supply ammunition is received from the arsenal; it shall be combined with the renewal of all service ammunition on issue in police stations, guards, etc.; all such ammunition being withdrawn and transferred to the practice stock in the magazine and being replaced from the next oldest portion of the service stock.

 

(4) No account of the service stock other than the distributions statement [rule 6-13(4)] is necessary. Transactions affecting the practice stock shall be recorded in the magazine register [Form 6-16(4)]. In this account, so far as possible, bulk transactions only shall be shown. Except in the case of .303 ammunition, the details of which must be kept in the magazine register, issues for whatever purpose from the magazine shall ordinarily be made to the expense stock, and the detailed expenditure shall be recorded only in the accounts of the latter. Similarly, empty cases and damaged rounds shall be collectd in the expense stock and deposited in the magazine in bulk in exchange for fresh ammunition.

 

6-17.    Control and inspection of magazines and storage of ammunition there-in – Rules for the control and inspection of magazines are published as Appendix 6-17(A). Each class of ammunition shall be kept together and separate from other classes. In each class service shall be separated from practice stock, and, within each such stock, spaces shall be left between groups of boxes received at different times from the arsenal. Each such group shall be marked with a card showing the date of receipt, date of entry in service, or practice stock as the case may be, and the ordinance mark and date of manufacture. When miss-fires and other defects occur tests shall be carried out according to the rules in the Appendix 6-17(B).

 

6-18.    Disposal of empty cases and defective rounds – Empty cases and defective rounds may e returned to the arsenal at any time and should be so returned periodically as they accumulate, the return being supported by a voucher in each case in I.A.F.Z.-2096 in duplicate. Pending return to the arsenal, empty cases of each class of ammunition and defective rounds shall be kept separately in boxes in the magazine. Before being packed for dispatch they shall be counted and checked with the magazine register. Each class shall be packed separately for dispatched rounds shall not be pocked with empty cases. Paper cases of blank .476 shall be burnt and the brass of the bases collected after burning shall be returned to the arsenal, accompanied by a certificate signed by a gazetted officer and showing the member of cases burned. Defective rounds, or condemned ammunition, shall on no account be broken up locally.

 

6-19.    Check of ammunition – The keys of the magazine shall be kept by the Lines officer, who shall keep up the magazine register personally. The Lines officer shall, further, personally count the practice stock, including the expense stock, once a quarter, and shall record the fact in the lines diary and by a note in all registers concerned. In districts where there is a reserve inspector, he shall personally check the stocks and registers once a quarter, and, after reconciling any errors or discrepancies he may find, certify on the registers that he has done so and that the accounts are correct and the ammunition shown therein is actually present. In other districts this check shall be carried out by a gazetted officer twice 6 year.

 

6-20.    Component parts and stores – (1) The Equipment Tables show the component parts and stores authorized for the repair and maintenance of arms. Armourers tools and materials shall be kept in each district according to tables 4 and 5 replacement being obtained as required in accordance with rule 6-25. Tables 7, 8, 9 and 11 show the description and scale of component parts and stores for the periodical cleaning and overhaul of arms and their accessories, which each district is required to maintain.

 

(2) Tools and stores for lubrication, etc., shall be kept by the armourer and checked at least once a year by means of the Equipment Tables by a gazetted officer. Components shall be kept in locked cabinets in charge of the kot head constable. Issues from the stock of components shall be made to the armourer only on the authority of a gazetted officer (vide rule 6-21 below). A stock book of component parts shall be kept in form 6-20(2) by the kot head constable, by means of which the components on charge shall be check and annual and other replacement indents prepared. The authority for each issue shall be noted in the register and, when the cost of components is recovered from individuals, the entry shall be in red ink.

 

6-21.    Care and repair of arms – (1) In every district on or more qualified armourers (according to the establishment sanctioned in each case) shall be entertained and the Superintendent shall be responsible that their efficiency is maintained. All such armourers shall be men trained at an Indian Electrical and Mechanical Engineering establishment and shall be sent, under arrangements to be made with the nearest Brigadier I.E.M.E., for refresher courses from time to time. Armourers are required to know the names and uses of all components, tools and stores referred to in rule 6-20 above and to be able to carry out all replacements of components, minor repairs, special cleaning and periodical lubrication of arms and accessories held on charge in the district.

 

(2) The components shown in table 9 shall be maintained only in those districts where the armourer is fully competent to repair revolvers. In other districts repairable revolvers shall be sent to the arsenal.

 

(3) Ordinary replacements of components lost or damaged in the course of duty with arms, and loses of ammunition not exceeding 5 rounds in any one case, may be replaced on the authority of gazetted officer, who shall in each case prepare a loss statement in I.A.F.A-498 and pass orders whether the cost of repairs is to be borne by Government or by the individual police officer responsible. In the latter case an order of the recovery of the sum involved (ascertainable from the priced vocabulary of Ordnance Stores) shall be issued in the order book, and recovery shall be made in the acquittance roll of the pay next due to the officer concerned.

 

(4) Whenever a weapon is seriously damaged, i.e.; when its repair involves more than the replacement of a loss or breakage such as might occur in normal use a committee of enquiry under rule 6-22 below shall be held.

 

6-22.    Procedure when arms are lost or seriously damaged – (1) When any weapon forming part of police armament is lost or seriously damaged, or when ammunition or fired cases, exceeding five in any one case, are lost, a committee of three officers, of whom at least one shall be a gazetted officer, shall be appointed by the Superintendent to enquire into the circumstances under which the weapon was lost or damaged and to decide whether the cost of replacement shall be borne by the Government or otherwise.

 

The report of the committee, which shall be in the prescribed form A.F-2, shall be submitted to the Deputy Inspector-General for approval and orders. To the report shall be attached a loss statement (I.A.F.A-498), on the reverse of which the Deputy Inspector-General will pass his orders. This statement shall be attached to the indent sent to the arsenal for the replacement of arms lost or damaged.

 

(2) When the loss, destruction or damage of any weapon is found by the committee assembled in accordance with sub-rule (1) above to be due to the neglect or malice of any police officer, such committee shall record its opinion, whether the cost of repair or replacement should be borne wholly or in part by the officer at fault. Unless there are special reasons to the contrary, the whole cost shall be charged to the officer at fault.

 

6-23.    Unserviceable arms – When any weapon is found by a committee assembled under rule 6-22 ante to be unserviceable and not repairable, whether from fair wear and tear or by the neglect of an individual police officer, an abstract of the report of the committee shall be forwarded to the Chief Ordnance Officer concerned, in I.F.A.Z-2098, for his sanction to the return and replacement of the weapon.

 

6-24.    Signal pistols and ammunition – Signal pistols and signal and illuminating cartridges are authorized on the scale shown in table 2 of the Equipment Tables for purposes of village protection in times of disturbance. This armament shall ordinarily be kept in the magazine at district head quarters, being shown in the distribution statement of arms and ammunition, and shall only be issued to selected villages, when, in the opinion of the Superintendent of Police, with the concurrence of the District Magistrate, circumstances warrant it.

 

6-25.    Indents – (1) All indents for arms, ammunition and ordnance stores shall be in I.A.F.Z.-2091 and shall be countersigned by the Deputy Inspector General before submission to the arsenal concerned. Indents shall be prepared by tables as shown in the Equipment Tables of Civil Police and Jails and separate indent sheets shall be used for each of the Ordnance Sections, the last sheets only being signed. For example, one indent only in necessary for stores in table2, but a separate sheet should be used for each Section shown in the table from which articles are required, as B-1, B-2, B-3, B-4, C-1 and so on.

(2) Indents may be either for first issues or replacement. Indents for first issue shall be submitted only when an increase of establishment or a duly authorized change in the sanctioned scale justifies them, and in each such case the authority shall be quoted. Replacement indents shall ordinarily be submitted annually in the first week in December to the Deputy Inspector-General, who will countersign and forward them to the Chief Ordnance Officer so as to reach the latter officer on or before the 1st January, but if immediate replacement is required, as in the case of an unserviceable weapon, or when the stock of a particular component is exhausted, a special indent may be submitted through the same channel at any time.

 

(3) Replacement indents shall be framed so as to bring the stock of the article indented for up to that authorized in the Equipment Tables. The stocks shown in the those tables represent the full quantity of each articles required to be kept; only that quantity shall be indented for which represents the amount by which the authorized stock has been depleted since the last indent was submitted. Every replacement demanded must be supported by equivalent numbers of damaged weapons or parts, or empty or damaged rounds, or loss statements duly countersigned and accounting for the balance in detail. Loss statements shall invariably be prepared at the time when the loss is reported, and shall be forwarded to the Deputy Inspector-General for orders, together with the committee report under rule 6-22 when necessary. On return by the Deputy Inspector General they shall be kept in the office of the Superintendent and attached with the annual indent, unless replacement of the lost articles is demanded on special indent.

 

(4) No period is prescribed for the replacement of weapons, accessories or armourers tools; individual articles shall be replaced as they become unserviceable and are condemned by proper authority.

 

(5) The number and date of the voucher on which stores to be replaced have been returned to the arsenal shall be quoted in all replacement indents.

 

(6) Indents for small arms and ammunition shall be submitted as under:-

 

Districts

1. Rawalpindi, Campbellpur, Mianwali, Sargodha, Jhang, Muzaffargarh, Multan, Deral Ghazi Khan, Jhelum, and Gujrat. D.A., D.O.S, Rawalpindi district, Rawalpindi Cantonment.
2. Lahore, Gurdaspur, Sheikhupura, Amritsar, Lyallpur, Sialkot, Gujranwala, Ambala, Karnal, Simla, Kangra, Hoshiarpur, Jullundur, Ludhiana, Ferozepure, Montgomery, (Sahiwal) Hissar, Rohtak and Gurgaon. D.A., D.O.S, Lahore district, Lahore Cantonment.

 

(7) The description or arms, etc., given in the Equipment Tables shall be strictly followed in indents and supporting documents. Indents shall be marked “ Ready to receive in read ink”

 

(8) In order that the departmental accounts may be correctly adjusted, all articles the cost of which has been recovered from individual police officers shall be replaced by special replacement indent, on which shall be noted reference to the treasury receipts for payment of the sums recovered. [See also sub-rules 6-20(2) and 6-21(3)].

 

6-26.    Special rules for ammunition indents – (1) When empty cases or damaged round have not been returned to the arsenal in full prior to the submission of a replacement indent, a certificate shall be attached to the indent showing the number in hand ; the total indented for should balance the number already returned or accounted for by loss statements.

 

(2) Each class of ammunition is supplied by the Ordnance Department in packets containing a standard number of cartridges, and the packets are dispatched in sealed boxed containing a standard number of round. These numbers are marked on the packets and boxes, Ammunition shall be indented or in multiples of full boxes (packets in the case of buckshot, blank and revolver ammunition), the balance of less than a full box (or full packet) required to complete the authorized stock being shown in the indent and ammunition accounts as due and to be recovered in subsequent indents.

 

(3) The stock of ammunition for 303 and 22 rifles is calculated on the number of men trained din the use of those weapons ‘ this number is, unless specially ordered otherwise, twice the number of the first armed reserve of the district, plus the number of mounted police.

 

(4) Indents for the replacement of ammunition expended on service (vide rule 6-16(2) shall be made annually or at more frequent intervals, but separately from the annual indent for practice ammunition.

 

6-27.    Stock-taking – (1) All arms, ammunition and ordnance store are required to be to be checked twice year, together with other Government property on charge (vide rule 5-16). As soon as the returns of stock-taking have been received from police stations, etc., and not later than the 10th April and 10th October, the reserve inspector or, in districts where there is no reserve inspector, the Lines officers shall personally check the whole stock of arms, ammunitions, accessories, appliances, stores, tools and components kept in the lines and at standing guards, etc., subordinate to the lines. Having noted or reconciled any discrepancies in these stocks immediately in his charge, he shall compare his accounts and the returns from outside detachments with the distribution statements of arms and ammunition for the whole district and with the Equipment Tables, and shall report the result, noting and discrepancies, to the Superintendent. On receipt of this report by the Superintendent, a gazetted officer shall be required personally to verify it. Such Gazetted officer shall enquire into and pass orders on any discrepancies disclosed, taking the orders of the Superintendent if necessary, and shall personally satisfy himself of the correctness of all the articles reported on. The report, when dully verified by a gazetted officer, shall be attached with the reports of the general stock-taking of Government property in the district.

 

(2) The sock-taking ordered above shall be in addition to the checks ordered in rules 6-6, 6-10 and 6-19.

 

(3) All arms, ammunition and ordnance stores on charge shall further be thoroughly checked on transfer of charge of reserve inspector or Lines officer, and, when the kot head constable or armourer is transferred, the stocks for which they are directly responsible shall be checked.

 

6-28.    Inspection by Civil Chief Master Armourer – (1) Each district, the Railway Police and the Police Training College/Centre will be visited once in three years by an Inspector of Small Arms].  This officer will inspect one third of he arms on the charge of the Police every three years and report on all arms (including signal pistols, bayonets and bayonet scabbards) armouer’s tools and materials brought before him. He will not inspect ammunition or any stores or equipment obtained otherwise than from the Ordnance Department.

 

(2) Inspections referred to above are carried out at the request of the Inspector General of Police and will be held at District Head quarters, Railway Police Lines and the Police Training College/Centres. Superintendents of Police, Assistant Inspector General, Government Railway Police and Principal shall ensure that all arms not inspected at one such inspection shall, without fail, be produced at the next inspection. Prior to the arrival of the Civil [an Inspector of Small Arms]. numerical rolls in P.AF.O.-1455 shall be prepared in duplicate, showing the district and manufactory numbers and marks on arms to be inspected. An officer not below the rank of inspector shall be present throughout the inspection.

 

(3) Such inspections are to be paid for by the Provincial Government. If any Superintendent of Police thinks an inspection necessary he should address the Inspector General of Police with a view to his having the district included in the next tour program of the Civil [an Inspector for Small Arms]. .

 

(4) The report of the Civil [an Inspector Small Arms], when received, shall be forwarded by the Superintendent, with any necessary explanations, or reports as to the responsibility for deficiencies and damages brought to light, to the Deputy Inspector General, with whose sanction replacements authorized and other action recommended by the inspecting officer may be undertaken.

 

(5) Inspection or test of Small Arms Ammunition and explosives by Inspecting Ordnance Officers is carried out inn Arsenals. The Inspecting Ordnance Officer will call upon the Superintendent of Police to full up and submit to him Form G-803 in the case of ammunition (303 rifles, 410 musket and revolver ball, buckshot and blank) and Form G-848 in case of other explosives. This latter form will be required only in those districts which are supplied with bombs, Very light pistols, etc. The Inspecting Ordnance Officer will call for samples as he deems necessary and carry out tests. If the Inspecting Ordnance Officer actually carries out tests the Inspector General of Police should be informed.

 

(6) P. A. forms referred to in sub-rules (2) and (3) should be included in the indent for Pakistan Army forms. Districts should keep a dozen copies of each form in stock.

 

6-29.    Receipts of arms, etc., from arsenal – (1) The seal and weight, as shown in the invoice, of all packages received from an arsenal shall be carefully checked before the package is taken over from the railway or postal authorities ; if any discrepancy in weight or signs of tampering are found the package shall be opened in the presence of the Station Master of Postmaster concerned.

 

(2) Every package received from an arsenal shall be opened in the presence of an officer of rank not less than inspector, who shall personally check the contents and sign the invoice in token of having done so.

 

(3) Full boxes of ammunition shall not be opened on receipts, if the weight is correct and the seals intact. If the seal has been damaged in transit, the pin with which the lid is attached shall be withdrawn and the lid removed to permit inspector of the inner tin casing ; provided the latter is hermetically sealed, the contents shall be assumed to be correct.

 

6-30.    Return of arms, etc., to arsenal – (1) Unserviceable tools and components ; empty cartridge cases ; empty oil drums ands packing cases shall be returned to the arsenal as convenient, without previous intimation. Defective ammunition and unserviceable or repairable arms shall not be returned till the authorization of Chief Ordnance Officer concerned has been obtained on a report in P.A.F.Z.-2098.

 

(2) In all cases when articles are returned to the arsenal intimation shall be sent by post in the form of a voucher in P.A.F.Z.-2096 and workshop sheet P.A.F.O.-1,370 in duplicate.

 

(3) Arms, ammunition and other ordnance stores returned to the arsenal shall be sent by passenger train or, if within the authorized weight, by parcel post registered and insured. All articles shall be carefully packed in strong boxed the cases in which consignments have been received from the arsenal being used if possible – and sealed with the official seal of the Superintendent of Police in at least two places along the join between the top and sides of the box and two places along the join between the stop and sides and bottom. Packages sent by post shall further he enclosed in gunny or waxed cloth. A “packing note” in the form obtainable from the Ordnance Department shall be enclosed with each package, after being signed by an officer not lower in rank than the Lines officer, in whose presence the articles have been packed. Consignments by rail shall be sent under the special railway rules, whereby the guard of the train, whenever changed, receives a special receipt for each package from his relief.

 

(4) The procedure prescribed above shall be followed when arms, ammunition, etc., are transferred from one district to another, otherwise than in the direct custody of a police guard.

 

(5) Every precaution shall be taken to prevent the inclusion of live or miss-fire rounds with empty cartage cases returned to the arsenal. Should the arsenal report the inclusion of a live or miss-fire cartridge in a box of empty cases disciplinary action shall be taken against the officer responsible for the packing of the box.

 

6-31.    Precaution against the issue of dummy or blank cartridges with live cartridges – Every officer, who issues ammunition to armed men or parties proceeding on duty, and the commander each such party shall exercise special care to prevent dummy (drill) or blank rounds getting mixed up with live round, either at the time of issue or return of ammunition, and to prevent the substitution of rounds of local or other non-Government manufacture.

 

6-32.    Paper for targets – Paper (blue, black and brown) for targets is procurable as required on payment from the Stationary Store Chaklala, Rawalpindi. Payment shall be met from the contract contingent grant.

 

6-33.    Supply of forms – “P.A.” Forms required for transactions with the Ordnance Department are obtainable on payment from the allotment under the minor head printing work done by the Central Government Press on indents to be submitted annually to the Contractor, for Government Printing, “[..] through the Inspector General of Police.

 

6-34.    Extent of exemption from arms licenses – (1) No police officer may keep private arms without obtaining a proper license from the District Magistrate. (See also rule 14-22).

 

(2) All gazetted police officers are allowed to keep one service revolver free of license as a part of their equipment. Officers of the Indian (Imperial) Police Service may keep, without a license, one revolver or one pistol in addition to the revolver prescribed as part of their equipment (vide letter No. F-21/L., XVI/25-Police, dated 15th Jane 1926, from the Officiating Deputy Secretary to the Government of India, Home Department, to the Chief Secretary to the Government, Punjab). The revolver issued to upper subordinates are the property of Government and consequently exempt from license.

 

(3) Presentation of guns and other arms by the police for good work in criminal cases will be made only under the orders of the Provincial Government. Such arms are thus exempted under the Schedule attached to Indian Arms Act – (vide letter No. 474(Home – Genl.), dated the 28th May, 1921, from Home Secretary to Government, Punjab).

APPENDIX No. 6-10(2)

 

instructions for cleaning muskets b.l. .410 before and after firing

Requirements:–

Pullthroughs, .303 arms                                              …        1 per musket

Gauze, wire (4” x 1-1/