PENSION CH 10

CHAPTER X

 RECORDS OF SERVICE 

140. (a) A record of service of a Gazetted Government employee will be kept by the Audit Officer in such form as he may prescribe. When an employee passes from one audit circle to another, a record of his past service should be passed on by the Audit Officer whose circle he leaves, to the Audit Officer to whose circle he is transferred.

 (b) When a Gazetted Government Employee is transferred to foreign service a copy of his service register will be sent by the Audit Officer whose duty it was to keep it , to the Audit Officer who will account for the contribution and the latter will return the register (or an extract from it ) duly written up-to-date when the employee is re-transferred. 

141. A Service Book in * Form 1 must be maintained for every non-gazetted employee with the following exceptions : ¬

(a) Employees the particulars of whose service are recorded in a history of services or a service register maintained by an Audit Officer. 

(b) Policemen of rank not higher than that of a Head Constable and members of the Fire Subordinate Service of and below the rank of Leading Fireman. 

A service book in the prescribed form must be maintained for every non-gazetted employees as per         

A:-Rule 141 part III KSR 

        B:-Rule 141 part I KSR 

        C:-Rule 241 part III KSR 

        D:-Rule 241 part I KSR 

        Correct Answer:- Option-A:-Rule 141 part III KSR

142.In all cases in which a Service Book is necessary under Rule 141 such a book must be supplied by the employee at his own cost, on his first appointment to Government Service. It must be kept in the custody of the Head of the Office in which he is serving and transferred with him from office to office. The Service Book shall not be returned to the employee on the termination of his service by retirement, resignation, dismissal or discharges from service without fault, as the case may be. It shall be retained by the Head of Office in which the employee last served for periods as under 

താഴെ നല്‍കിയിരിക്കുന്ന ടേബിള്‍ ഒന്നു ശ്രദ്ധിക്കുമല്ലോ. 

സ്ഥിരമായി പരീക്ഷയ്ക്ക് വരുന്നവയാ ഇത്.

(i)	Service Book of employee who has resigned	5 years from the date of resignation
(ii)	Service Book of employee who has been removed /dismissed	a) 5 years, if no case is pending in any court.
		b) 3 years after final judgment under the normal course of law i.e. the last judgment of the highest court as established by law – where the court has upheld the Governments’ decision to remove/ dismiss the employee
(iii)	Service Book of employees who retire from service/dies while in service/ have been retrenched	25 years from the date of retirement/ death/ retrench-ment

                 

 

🆀For how many years the Service Book of an employee who resigned from service has to be kept in the custody of the Head of Office?

Answer: 5 years from the date of resignation 

( Jan14H,E ; )

🆀 The Service book of an employees who retire from service shall be retained by the Head of office for 

Answer: 25 years 

(Jan14 E)

  .

Note :–The Service Book of an employee who has been dismissed and who is afterwards reinstated should on requisition be returned to the Head of the Office in which he is re-employed 

A similar course should be adopted when an employee has been discharged without fault or resigns and is subsequently re-employed. 

143.    Every step in an employee’s official life must be recorded in his Service Book, and each entry must be attested by the Head of his Office, or, if he himself is the Head of an Office, by his immediate superior. The Head of the Office must see that all entries are duly made and attested, and that the book contains no erasure or overwriting all corrections being neatly made and properly attested. 

 

 

INSTRUCTIONS 

1. The entry in the Service book regarding date of birth should indicate on what evidence the date of birth was accepted. The following documents shall be considered as satisfactory proof of date of birth. 

(i) In the case of persons who have attended a recognized school/college the school leaving certificate or an authenticated extract of the admission register of the school or college where the employee last studied. 

(ii) In the case of others an authenticated extract from the birth register or the baptismal register or a certificate issued from a Muslim Jama¬at, the correctness of which is certified by a gazetted employee or a certificate by a Magistrate or other well known or trustworthy person in the town or village or original copy of the horoscope, or correspondence at the time of birth supported by a declaration before the Head of Office or an affidavit of the parent of the person, or a close relative who has knowledge of the approximate date of birth of the person signed before an officer who is competent to administer oath.

 These documents shall also be accepted in the case of persons who have attended a school/college but whose date of birth cannot be proved by the school or college records by reason of the fact that the relevant records of the school or college have after due enquiry been found destroyed.

 2. Temporary and officiating promotions, reductions (with reasons) probation, increments, transfers and leave should be regularly and concurrently recorded each entry being duly verified with reference to departmental orders, pay bills, etc., and attested by the Head of the Office. If the Head of the Office has a gazetted assistant, the duty of attesting the entries may be delegated to the assistant.  

 

All examinations passed both general and special including departmental tests, should be recorded in the Service Book. In respect of departmental tests, a reference to the part and the date of the Gazette and roll number of the candidate should be recorded.

3. When a non-gazetted employee is transferred whether permanently or temporarily, from one office to another, the necessary entry of the nature and reason of the transfer should be made in his Service Book in the office from which he is transferred and the book, after being duly verified to date and attested by the Head of that Office, should be transmitted to the Head of the Office to which the employee has been transferred who will thence forward the book maintained in his office. If he should find any error or omission in the book on receipt, he should return it to the forwarding officer for the purpose of having the error rectified or the omission supplied before the book is taken over by him. The Service Book should not be made over to the non-gazetted employee who has been transferred. 

4 In the case of temporary officers under the Government of India on deputation to the state government who are subsequently absorbed in the service of the State Government specific entries should be made in their Service Book, at the time of their absorption in the State Service to the effect whether their absorption to the state service, is in the public interest or otherwise and whether the continuous service under the Central Government prior to absorption in service under the State counts for pension under Note 2 below Rule 11, Part III, Kerala Service Rules or not. 

5 In the case of those who have rendered war service with the permission of Government the Heads of Office will note under due attestation, in the Service Books of the persons concerned, that the deputation for war service was under the orders of the Government. The number and date of the order in which permission was granted should also be indicated therein. Note :–Leave of all kinds except casual leave should be recorded in detail by the official entrusted with the preparations of the pay bill of the establishment and the entries verified and attested by the Head of the Office. 

144. Every period of suspension from employment and every other interruption of service must be noted, with full details of its duration, in an entry made across the page of the Service Book and must be attested by the attesting officer. It is the duty of attesting officer to see that such entries are promptly made. 

INSTRUCTIONS 

When an employee is reduced to a lower post, dismissed or removed from service or suspended from employment or when the probation of the employee is terminated, the reason, for the reduction, dismissal, removal, suspension or the termination of the probation, as the case may be, should always be briefly stated; ‘Reduced for inefficiency’, ‘probation terminated on grounds of unfitness’, etc. Interruptions in service and leave not counting for pension should specifically be recorded in the Service Book. The details of all penalties and rewards should also be recorded in the service Book. In all the above cases the number and date of orders of competent authority should be recorded against the relevant entries in the Service Book along with which copies of the orders should be filled. The Head of Office should make efficient arrangements for these entries being made with regularity.  The duty should not be left with the non-gazetted employee concerned. 

145 Personal certificates of character must not, unless the head of the department so directs, be entered in the Service Book, but if an employee is reduced to a lower substantive post, the reason of the reduction must be briefly shown. 

The regulations for making entries in service books and their maintenance is prescribed in rule __________. 

A:-136 to 138 Part III K.S.R. 

B:-135 to 137 of Part III K.S.R. 

C:-142 Part III K.S.R.

D:-143 to 145 Part III K.S.R. 

Correct Answer:- Option-D:-143 to 145 Part III K.S.R.

146. It is the duty of every employee to see that the Service Book is properly maintained as prescribed in Rules 143 and 144 in order that there may be no difficulty in verifying his service for pension. The Head of the Office should therefore permit an employee to examine his Service Book should be at any time desire to do so. 

Government Decision

 (i) Each non-gazetted employee may be required to produce an extra copy of blank Service Book at his cost. On production of the book, the Head of Office will make available to him his original Service Book for copying the entries in the blank register then and there. The duplicate prepared by the non-gazetted employee will be arranged to be carefully checked with the original and each entry attested by the Head of Office.The words “DUPLICATE COPY” will be recorded in red ink at the top of the first page and attested by the Head of Office or his authorized Assistant and thereafter it will be handed over to the non-gazetted employee for safe custody. The annual verification of Service Book is made in April every year and the annual report regarding verification is submitted to Government by the Head of Department by the 1st June. The non-gazetted employee may, therefore, make the duplicate copy of the Service Book with him up to date by reference to the original at any time after the 1st June but before the end of August every year and get the entries attested by the Head of Office. 

A certificate to the effect that “the duplicate Service Book has been compared and found to be true and complete copy” should be recorded by the Head of the Office at the time of copying the certificate of annual verification.

 (ii) The original Service Book will continue to be the primary record for all official purposes. It is only when the original is lost that reliance will be placed on the entries in the duplicate. Even in such contingency, doubtful entries will be verified to the extent possible with reference to relevant records. A note to this effect will be recorded in the duplicate Service Book and attested by the Head of Office.

  

(iii) In cases where the entries in the duplicate Service Book have been relied upon for determining the title of the non-gazetted employee to payment of any kind, an undertaking should be obtained from the employee concerned to the effect that he agrees to refund any over-payment of pay / pension, etc., found to have been made on the basis of entries in the duplicate Service Book.

 (iv) The Head of Office is responsible for the safe custody of the original Service Book and as such, he will ensure against the disappearance, loss or destruction of the Service Book due to carelessness or negligence. 

Every case of loss of the original Service Book and consequent resort to the duplicate Service Book for regulating payments etc., should be reported to the Accountant General and the Government with a detailed explanation of the circumstances, and in such cases personal responsibility for the loss of the original Service Book will be fixed and where necessary, disciplinary action taken against the employees responsible. 

147. If an employee is transferred to Foreign service the Head of his Office or department must sent his Service Book to the Audit Officer.  The Audit Officer will return it after noting in it, under his signature the order sanctioning the transfer, the effect of the transfer in regard to leave admissible during Foreign Service and any other particulars, which he may consider to be necessary.  On the employee’s retransfer to Government Service, his Service Book must again be sent to the Audit Officer, who will then note in it over his signature, all necessary particulars connected with Foreign service. No entry relating to the time spent in 

 

 

Foreign service may be attested by any authority other than the Audit Officer. 

148. In the case of policemen of rank not higher than that of head constable; there must be maintained for each district by the District Superintendent of Police and in the case of members of the Fire Subordinate service of and below the rank of Leading Fireman in each region, by the Regional Fire Officer a Service Roll in which the following particulars should be recorded for each man in the Constabulary or Fire Force holding substantively a permanent post and for each man in such Constabulary or Fire Force officiating in a post or holding a temporary post:¬

(a) The date of his enrolment.

(b) His village.

(c) His caste, tribe, date of birth, height and marks of identification when enrolled.

(d) The rank, which he from time to time holds, his promotions and his reductions or other punishments.

(e)         His absence from duty, with or without leave.

(f) Interruptions in his service.

(g) Every other incident in his service, which may involve forfeiture of a portion of it or may affect the amount of his pension. 

The Roll must be checked by the order book and the punishment register and every entry in it must be signed by the District Superintendent, or the Regional Fire Officer, as the case may be. 

149. A Service Roll as described in Rule 148 must be maintained for every other class of permanent, temporary or officiating non-gazetted employee for whom no Service Book is necessary. 

150. Annual Verification .-The Service Books and Rolls in each office should be taken up for verification in April of every year by the Head of the Office, who after satisfying himself that the services of the employee concerned are correctly recorded in his Service Book or Roll in conformity with the above instructions and that there are no liabilities against the employee during the period, should record therein a certificate in the following words over his signature:- “Services verified up to ………………(date) from …………….(pay bills, acquaintance rolls and similar records to be specified by reference to with the verification was made)”. The Head of Office in recording the annual certificate of verification should, in the case of any portion of service that cannot be verified from office records, distinctly state that for the excepted periods (to be specified). A statement in writing by the employee as well as records of evidence of his contemporary employees is attached to the Book or Roll. Head of Offices may delegate the duties imposed upon them to their gazetted assistants, if any.   They should, however, inspect at least 10 per cent of the Service Books and Rolls and initial them in token of having done so unless the Government specially fix a lower percentage in any case. 

Note 1 :– The verification of service referred to above should be in respect of all service qualifying for pension. 

Note 2 :– Each Head of Department should send to Government on the 1st June each year an annual report that the annual verification of Service Books of all subordinate employees has been completed. This report should include a certificate to the effect that the Service Books of all persons due to retire within five years have been forwarded to the Audit Office for check. If there are any exceptions they should be mentioned in the reports with the reasons for the delay.  In the same report they should also certify that no liabilities have been brought to notice against the several employees of the department during and up to the end of the previous year except in the cases (to be mentioned) where the action taken to settle the liabilities should be reported. For this purpose they may obtain the necessary reports from their subordinate officers and consolidate the report and send them to Government in duplicate, Government will forward one copy to the Accountant General by the 1st July of the year. 

 

 

151. Periodical Inspection.-It is the duty of officers inspecting subordinate offices to inspect the Service Books maintained there. They should see that they are maintained up –to-date, that entries are properly made and attested, that verification has been properly carried out and the necessary statement and evidence secured and verification certificates have been properly recorded by the Head of Office.

🆀  R. 151 of part III KSR represents
A:-Disposal of Records
B:-Retaining of duplicate service book
C:-Periodical inspection of service book
D:-Personal certificate of character entry of the officer
Correct Answer:- Option-C

🆀 The period up to which the service book of an employee who has been dismissed (no case is pending in any court) shall be retained by the Head of Office in which the employee last served is 

        A:-25 years 

        B:-3 years 

        C:-5 years 

        D:-7 years 

        Correct Answer:- Option-  C:-5 years

 🆀 The Service Book of an Officer who resigned from service shall be retained for a period of 

 A:-5 years 

 B:-25 years 

 C:-10 years 

 D:-Need not be retained 

 Correct Answer:- Option- A:-5 years 

🆀 The service book of Government employees who retire from service shall be retained by the head of office for a period of         

A:-10 years from the date of retirement 

        B:-20 years from the date of retirement 

        C:-Till the death of the employee 

        D:-25 years from the date of retirement 

        Correct Answer:- Option-  D:-25 years from the date of retirement 

🆀 The service book of a retired employee shall be retained by the head of  officer for a period of 

A:-15 years from the date of retirement 

B:-10 years from the date of retirement 

C:-25 years from the date of retirement 

D:-30 years from the date of retirement

Correct Answer:- Option-C:-25 years from the date of retirement 

🆀 The service book of an employee who died in service shall be retained by the head of the office for a period of 

 A:-5 years from the date of death 

 B:-15 years from the date of death 

 C:-25 years from the date of death 

 D:-10 years from the date of death 

 Correct Answer:- Option- C:-25 years from the date of death  

🆀 Annual verification of service books has to be done by the Head of Office every year in the month of        

A:-January 

        B:-March 

        C:-July 

        D:-April 

        Correct Answer:- Option-D:-April   

🆀 What is the date by which the annual report regarding verification of service books should be submitted by Head of Department to Government? 

        A:-First April 

        B:-First June 

        C:-31st December 

        D:-First July 

        Correct Answer:- Option-B:-First June 

🆀 If the annual verification of service books in an officer is delegated to a subordinate Gazetted officer, what is the minimum percentage of service books to be inspected by the Head of Office? 

        A:-10% 

        B:-25% 

        C:-15% 

        D:-20% 

        Correct Answer:- Option-  A:-10%  

🆀 The service book insisted in rule _______ of KSR part III must be supplied by the employee on his first appointment to Govt. service        

 A:-60

        B:-141 

        C:-65 

        D:-130 

        Correct Answer:- Option-  B:-141 

🆀 One of the following need not be recorded in the service book of an officer
A:-qualification of the officer
B:-verification report made annually
C:-personal certificate of character
D:-none of the above

Correct Answer:- Option-C:-personal certificate of character

🆀 Who is the officer responsible to make entries in the Service Book of  an officer on Foreign Service? 

A:-The secretary to government, P & ARD 

B:-The Foreign Employer 

C:-The Accountant General 

D:-The Departmental Officers 

Correct Answer:- Option-D:-The Departmental Officers 

🆀 In the case of a Gazetted Officer, relating to the sanction of pension and  pensionary benefits, the following remarks shall be recorded in page 12 of ______  book. Viz ‘’sanction is accorded for the payment of pensionary benefits as found  admissible by the Accountant General’’ by 

__________ say in which book this entry has to be made and by whom? 

A:-The service book by the Pension Sanctioning Authority

B:-The pension Book by the Accountant General 

C:-The Pension Book by the Head of office where the gazetted officer was working  at the time of his retirement 

D:-The pension Book by the pension sanctioning authority 

Correct Answer:- Option-D:-The pension Book by the pension sanctioning authority

🆀 In the event of dispute arising about the recovery of contribution for  want of necessary entries in the service book of a non-gazetted officer what document shall be accepted as a proof by the Accountant General to settle his claim? 

A:-Employee’s copy of the communication in this regard received from AG

B:-Employee’s copy of the communication in this regard received from the Government 

C:-Employee’s copy of the communication in this regard received from the foreign  employer 

D:-Any one of the above 

Correct Answer:- Option-A:-Employee’s copy of the communication in this regard received from AG  

MISCLANEOUS QUESTIONS

Family pension is not admissible in which of the following cases: 

(a) Retiring Pension 

(b) Superannuation Pension 

(c) Invalid Pension 

(d) Ex-Gratia Pension 

Correct Answer:-(d) Ex-Gratia Pension 

[ GO(P) 1851/1999]