Procedure for reverification of Membership

No. 13/4/2007-SR 26th March 2008
Sub:- CCS (RSA) Rules , 1993 – Re-verification of membership for recognition of Service Association- Procedure regarding.
I am directed to refer to the Department’s letter of even number dated the 28th Feb., 2008 on the above subject and to enclose a list of applicant Service Associations provisionally eligible for participation in the process of reverification (Annexure-1).
2.The following procedure regarding re-verification of membership and recovery of subscriptions for the Associations from the Pay Rolls will be followed:-
(1) (a) Every employee desiring to be a member of a service Association will give a letter of authorization in writing, addressed to the DDO in the prescribed Proforma (Annexure –II) (bearing the signature of Director (SR & Legal) for deduction of subscription from his pay. The letter of authorization is to be sent through the applicant Service Association to which the membership is sought, so as to reach the Drawing and Disbursing Officer concerned on or before 10th June, 2008. Any authorization given through a non applicant association will be ignored. The Associations will submit a list of members in triplicate duly signed by the authorized office bearer on each page of the list.
(b) Drawing & Disbursing Officers will receive letters of authorization along with list of members in triplicate from the authorized office bearer duly acknowledging the receipt of lists in duplicate and also the authorization letters. Drawing &
Disbursing Officers will display one copy of each set of lists on the notice board from 11.06.2008 to 20.06.2008.
In case an employee has given authorization in favour of more than one applicant Association, it will be treated as invalid and will not be counted for any Association.
(d) An individual employee, whose name has been included in more than one Associations’ List exhibited on the Notice Board, may, if he so desires, submit a representation to the Drawing & Disbursing Officer by 21.06.2008. The employee concerned must specifically indicate in the representation with supporting material, if any, that he has given the authorization in favour of a specific Association (Name must be given) is fake one. The Drawing & Disbursing Officer on his part will scrutinize the authorization give by the employee and incase he finds that the authorization was not genuine, he may delete his name from the concerned list under intimation to the concerned Association and allow it to be included in the list the employee genuinely chooses. Trade Union facilities of such authorized office bearer who signed the fake/fabricated/nongenuine authorization would be withdrawn till the next verification process. However, in on scrutiny by the DDO both the authorizations are found to be authentic given by the employee, both the authorizations would be treated as invalid and the employees concerned would not be allowed to become member of any Association till the next verification process. No representation received after 21.06.2008 will be entertained.
(2) The letters of authorization received through Service Associations be grouped category/Designation-wise and filed securely in guard files by Drawing & Disbursing Officers. The Drawing & Disbursing Officer will note down the details of the authorizations in a register, the format of which is indicated in Annexure-III. The serial number in Annexure III should also be marked on the authorization letter placed in the guard file, duly authenticated by the DDO concerned.
3 (a) All the Drawing & Disbursing Officers will start making monthly recovery from employees who authorize such recovery out of their pay, from the salary for the month of June 2008 payable on 30.6.2008.
Recovery of subscriptions being made in respect of Service Associations on the basis of old authorization will stop after May, 2008 salary payable on 30/31/5/2008) except for All India Association of Postal Supervisors (General Line) as in their case, as per the directions of the Hon’ble Delhi High Court, New Delhi in CWP No. 1827/97. Status- quo is to be maintained till the case is heard.
(4) Drawing & Disbursing Officer shall make recovery of monthly subscription from pay in favour of a particular Association every month.
(5) An extract from the register in duplicate will be handed over to the Cashier for making necessary entries in the acquaintance roll (ACG 24) of the month concerned. A suitable column in the acquittance roll viz., “Membership/Subscription to Service Association’ may be opened to record the deductions separately. The deduction made by the Cashier through acquittance roll will be “out-of-account” transactions of the Government account.
(6) Drawing & Disbursing Officer after making the deductions will remit the amount to the Divisional Secretary of the concerned Association who, in turn, will remit this amount to the All India, Circle etc. as per the quota fixed in their respective constitutions. There is no objection if the membership subscription is remitted to the Circle/central body of the Association for further distribution provided such a provision is made in the constitution of the Association. The total deductions and total number of persons covered by the amount by the amount remitted should also be specified.
(7) Remittance to the Association should on no account be made by means of Service Money Orders.
(8) The amount collected by Sub/Branch Offices at the time of disbursement of Pay & Allowances to the staff employed in those offices and kept out-of –account shall be sent to the Head Post Office in the daily account duly entered on the back with the remarks ‘List of out of account’ attached. The amount should be put in a separate cover.
(9) Drawing & Disbursing Officer shall complete the work relating to verification and its compilation by 10th July, 2008 and report to the Heads of Circles with details of the total number of persons belonging to each of the Service Associations in the Proforma as per Annexure –IV and display one copy of Annexure IV on the notice board on 10th July 2009.
(10) Drawing & Disbursing Officers will ensure that while counting total strength in respect of a particular category, total employees actually working and eligible for being included in that category may be taken into account. They should not report the total number of sanctioned posts.
(11) The Heads of Circles will send the consolidated statement to SR Section, Department of Posts in the Proforma at Annexure-IV by 25th July, 2008 and display its one copy on Notice Board on the same day. The Circles will ensure that the information in respect of all Drawing & Disbursing Officers has been included in the statement. The concerned Service Associations will also be endorsed the statement referred to above.
(12) Generally the Service Associations have a grievance that the Drawing & Disbursing Officers maintain a soft corner for the Association to which they belong(ed). The Heads of Circles will see to it that absolute transparency is observed in carrying out the reverification process and it is conducted in a free and fair manner. In case any irregularity is noticed on the part of DDOs, a serious view in the matter be taken and prompt action may be initiated by the competent Disciplinary/Administrative Authorities. Further, all Heads of Circles will nominate a senior officer of the Circle (of the level of JAFG or above), who will be responsible for attending to complaints and settlement of disputes arising in carrying out the verification process.
3. The term ‘Drawing & Disbursing Officer’. As mentioned above, means only such authority in charge of the work of drawing Pay and allowances for an employee.