8.1 The Supplementary Rules apply to those Government servants only who are governed by the Fundamental Rules and their pay is debitable to the Federal Revenues.
DEFINITIONS (S.R.2):
8.2 Some of the important items defined below have been used in the Supplementary Rules in the sense here explained:
(i) Actual Traveling Expenses means the actual cost of transporting a Government servant with his domestic servants and personal luggage, including charges for ferry and other tools and for carriage of camp equipment, if necessary. It does not include charges for hotels, traveller’s bungalows or refreshments, tips and expenses on breakage of crockery and furniture, etc.
(ii) Apprentice means a person deputed for training in a trade or business with a view to employment in Government service, who draws pay at monthly rates from the Government during such training but is not employed in or against a substantive vacancy in the cadre of a Department.
(iii) Camp Equipage means apparatus for moving a camp.
(iv) 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 may be necessary, in the interest of the public service for a Government servant to take with him on tour.
(v) Competent authority in relation to the exercise of any power means the President or any authority to which the power is delegated by or under these rules.
(vi) Day means a calendar day beginning and ending at midnight; but an absence from headquarters which does not exceed 24 hours is reckoned for all purposes as one day at whatever hours the absence begins or ends.
(vii) Family means a Government servant's wife, Legitimate Children and step-children, residing with and wholly dependent upon him. Except in S.Rs. 116,155-A, 155-B and 163, 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.
[Ministry of Finance Note No.F 2(8) R.9 830]
The term legitimate children in the rule do not include adopted children except those adopted under the Hindu Law.
(i) The Government servant has no legitimate or step child of his own;
(ii) prior approval of the head of Ministry/Division is obtained for adopting child;
(iii) Government liability will be restricted to one adopted child only; and (iv) an adopted child will cease to be a member of the family if after his adoption the Government servant has a legitimate or step child of his own.
[Finance Division O. M. No. E. 7(27) R-2 (RWP)/63. dated 27-12-19651.
(viii) Grain Compensation Allowance means a form of compensatory allowance which may be granted to low paid Government servant on account of a temporary or abnormal rise in prices of food grains in the locality where they serve.
(ix) Head of Department means any authority which the President may by order declare to be the Head of a Department for the purpose of these rules.
(x) Holiday means (a) a holiday prescribed or notified under section 25 of the Negotiable Instruments Act 1881, and
(b) in relation to any particular office, a day on which such office is ordered, by Notification of the Government in Gazette, to be closed for the transaction of Government business without reserve or qualification.
(xi) Probationer means a Government servant employed on probation in or against substantive vacancy in the cadre of a department.
Explanation According to Audit Instruction (2), below F. R. 9(6), the term
"Probationer" does not cover a Government servant who holds substantively a permanent post in a cadre and is "on probation" to another post. To differentiate between a "probationer"
and a person "appointed on probation' it has been explained, that while a 'probationer' is one appointed in or against a post substantively vacant with definite condition of probation, a person 'on probation' is one appointed to post (not necessarily vacant substantively), for determining his fitness for eventual substantive appointment to that post.There is nothing in these' Audit Instructions to prevent a Government servant substantive in one cadre (e. g. a First Division Assistant holding a lien on a post borne on the Central Secretariat Service, Class II) from being appointed (either through selection by a departmental committee or as a result of competitive examination through the Federal Public Service Commission) as a
"probationer" in or against a post borne on another cadre (like the Pakistan Audit and Accounts Service, the Customs Service and the Income Tax Service, Class I), when definite conditions of probation such as the passing of departmental examinations are prescribed. In such a case, the Government servant should be treated as a "probationer" and (subject to specific rules, if any, to the contrary) allowed only, as initial and subsequent pays, the rates of pay prescribed for the probationary period, irrespective of whether those rates are actually included in or shown separately from, the time scales of the services concerned. The case of departmental candidates of the same Department promoted by selection (e. g. an S. A. S.
Central Service Class III, Superintendent or an A. A. O. of the Pakistan Audit Department promoted by selection to the Pakistan Audit and Accounts Service within the quota for such
for a period to sec if they make good in the actual work of a Class I officer and have liens (active or suspended) retained for them on their former posts, meanwhile to provide for their possible reversion. But, whatever the departmental arrangements be to test their capacity etc., during the "on probation" period, their initial pay should be fixed under the operation of the normal rules regulating pay fixation.
(xii) Public Conveyance means a train, steamer, or other conveyance which plies regularly for the conveyance of passengers.
8.3 Medical Certificate of fitness (S.Rs.3 to 4-A): The medical certificate of fitness for Government service should be in the Form prescribed in S. R. 3. When a candidate for appointment in a B-l to B-15 post is sent for medical examination, the examining medical officer or board should be asked to obtain on the medical certificate the thumb and finger impression in respect of illiterates and signature in respect of literate candidates in their own presence, so that these may be compared by the head of office with those in the Service Book.
8.4 The certificate should be signed by a commissioned medical officer of the Government or by a medical officer in charge of civil station and in case of employment in Railways, by a medical officer of the Railway. For a female candidate, a certificate by a female medical practitioner may be accepted by the competent authority. In cases where the pay of the candidate is not likely to be more than 750 rupees at the time of his confirmation, medical certificate signed by a licentiate or medical graduate may be accepted. Where a temporary appointment is likely to continue for more than three months the candidate should be required to produce a medical certificate of fitness either immediately or within a week of the date of appointment from the authorised medical attendant. In all matters of doubt the case should be referred to the Civil Surgeon. If a person was appointed for less than three months in the first instance and then his appointment was extended to go beyond three months or he was transferred to another post without a break so as to exceed the three months period, he should be called upon to produce a certificate within a week from the date of orders sanctioning his retention in that office or joining the new office.
8.5 The following instructions apply to medical examination of candidates appointed direct to BPS-16 & above posts under the Federal Government excepting persons recruited through competitive examination held by the FPSC for which separate rules exist:
(i) All persons not already in service under the Federal Government should be required to undergo medical examination. The examination should be by a Medical Board if the post is permanent or quasi-permanent or is likely to last for more than a year and by a Civil Surgeon if the post is likely to last for not more than a year. If an appointment initially made for a period not more than a year is subsequently extended beyond that period, the person concerned should be required to undergo medical examination by a Medical Board.
(ii) Persons already in temporary service, under Federal Government will also be subject mutatis mutandis to the general rules in (i) above, provided that any person appointed to a post not likely to last for more than a year who has already been medically examined by an authority not lower than a Civil Surgeon in respect of a previous post need not undergo examination again until and unless the period of the post is extended beyond one year. If such
then he need not be required to undergo a fresh medical examination before confirmation.
(iii) A person who is already permanent or quasi-permanent in a post under the Federal Government need not be medically examined on an appointment to BPS-16 and above post; provided that if the new appointment is not in the normal line of promotion of the person concerned and requires different medical standard from that required in his permanent or quasi-permanent appointment, or the rules for recruitment to the new appointment prescribe a fresh medical examination in respect of all candidates, he shall undergo a fresh medical examination by the prescribed standard and by the prescribed medical authority.
8.6 A Government servant who on his first appointment in a temporary capacity obtained a medical certificate of fitness from his authorised medical attendant and who is subsequently appointed in a substantive permanent vacancy in the same office or elsewhere without a break in service should at the time of his confirmation, obtain a certificate of fitness from a civil surgeon or a commissioned medical officer. If he was already examined by any of these officers he need not do it again. This rule is, however, not applicable to female Government servants and those in receipt of pay not exceeding Rs. 50.
Note: - The old limit of Rs. fifty would normally cover all BSP-1, 2 or 3 Government servants, in the present context.
8.7 The following Grades of Government servants are exempted from producing a medical certificate of health:
(a) A Government servant recruited through a competitive examination who had to undergo medical examination in accordance with the regulations prescribed for appointment to Government service;
(b) A Government. Servant in BPS-4 and above appointed in a temporary vacancy of less than three months duration;
(c) A Government servant of BPS 1, 2 or 3 appointed in a temporary vacancy of less than 6 months duration;
(d) A temporary Government servant, who has already been medically examined in one office, if transferred to another office without a break in his service. He should obtain a certificate from the head of the office from which he is transferred to the effect that he had already produced the requisite medical certificate of health;
(e) A retired Government servant re-employed immediately after retirement; and (f) A non-career diplomat appointed as Ambassador/Minister in a foreign country.
8.8 (a) When a Government servant is promoted from a non-qualifying service paid from a Local Fund to a post in Basic Pay Scale 4 and above or is reappointed after resignation or forfeiture of past service, he should be required to produce a medical certificate of health. In other cases of re-employment a competent authority will decide as to whether a certificate should be produced or not.
(b) Government servants in BPS 1, 2 or 3 should also be required to produce a certificate from a Civil Surgeon.
the post.
8.10 In case of leave, other than leave preparatory to retirement, the title to compensatory allowance remains intact if it does not exceed four months. If the leave originally sanctioned is extended but the total period docs not exceed 4 months, the compensatory allowance will still be admissible. In case, however, the first or subsequent extension of leave takes the period beyond 4 months, the compensatory allowance will be admissible upto the date of expiry of the original or extended leave not exceeding 4 months or the date of orders of extension which causes (he total period of leave to exceed 4 months whichever is earlier. The 'extra-ordinary leave' is included in the term 'leave'. If vacation is combined with leave, the entire period of vacation and leave should be treated as one spell of leave for the purpose of these rules.
8.11 Temporary Transfer means deputation or transfer to duty in another station, which is expressed to be for a period not exceeding 4 monthsThe compensatory allowance is admissible on a temporary transfer subject to a limit of 4 months. If the period is extended beyond 4 months, the compensatory allowance can be drawn upto the date of orders of extension. The joining time, if any, is added to the period of 4 months.
8.12 Grain Compensation Allowance(S.R. 6-A): The Grain Compensation Allowance may be sanctioned by a competent authority upto a maximum of Rs. 3 per month to those Government servants whose pay (including overtime payments, fees and pension) does not
9exceed Rs. 30 in a month. A Government servant, who is stationed in a territory administered by local Government and which pays Grain Compensatory Allowance to their employees, may be granted Grain Compensation Allowance on the same terms and conditions as the local Government have laid down. This allowance may be drawn during leave, if the authority sanctioning the leave certifies that on the expiry of leave the Government servant will be re-appointed to a post to which the Grain Compensation Allowance is attached. It is admissible during temporary transfer also if the above condition is satisfied and the Government servant does not draw this allowance in the post to which he is transferred.
8.13 Allowance for the expensiveness of living (S. R. 6-B): An allowance granted owing to the expensiveness of living other than a Grain Compensation Allowance or House Rent Allowance may be drawn during leave if it was certified by the competent authority that on the expiry of leave he was likely to return to the same post or at another station which he will be entitled to the similar allowance and the Government servant also certifies that he or his family continued to reside, for the period for which the allowance is claimed, at any of the above mentioned stations. In case of temporary transfer also, the compensatory allowance can be drawn if the above conditions are fulfilled and the Government servant does not draw any such allowance at the station to which he has been temporarily transferred.
8.14 A Government servant, on return from leave, if appointed to the same post, will draw during the leave the compensatory allowance, which he was drawing prior to his
9Note: The old limit of Rs 30 would normally cover HI'S I or 2 employees in the present context.
compensatory allowance at the same rates during the leave. But if [he other post carries a similar allowance at a reduced or enhanced rate, the allowance at the same rate at which he was drawing it immediately before proceeding on leave or the rate admissible for the post to which he is expected to return, whichever is less will be admissible. Where a post does not carry a similar allowance, no allowance will be admissible during leave.
8.15 House Rent Allowance (S.R.6-C): The House Rent Allowance may be drawn during the leave or temporary transfer if the likelihood of return to the same post or to another station in which he will be entitled to a similar allowance is duly certified. The Government servant concerned should also certify that either he or his family continued to reside, for the period for which the allowance is claimed, at the station from which he proceeded on leave or was transferred or that he continued to incur the whole or part of the expenditure on rent for which the allowance was granted. When accepting this certificate the competent authority should satisfy itself that the Government servant was unable or could not reasonably be expected to avoid the expenditure and if it is not satisfied, the allowance may not be allowed during leave. Where the Government servant certifies that he incurred a considerable part of the expenditure, it is open to the competent authority to allow a part of the allowance.
8.16 Motor Car Allowance (S.R.6-D):The Motor Car Allowance and motor cycle allowance are admissible during leave or temporary transfer if the following conditions are fulfilled:
(i) the substantive pay of the Government servant for the period of claim does not exceed Rs. 1, 500.
(ii) the likelihood of Government servant's returning to the same post or to another post in which the maintenance of a motor car or motor cycle is advantageous from the point of view of efficiency, is duly certified by the competent authority; and
(iii) the Government servant certifies that he continued to maintain the vehicle, incurred expenditure on its upkeep and that it was not used by anybody else during the period.
Note. See also para 8.22 (ii)
8.17 Horse Allowance (S.R.7): The Horse Allowance or the allowance for keeping any other animal is admissible during leave and temporary transfer subject to the conditions in Para 8. 16 (ii) and (iii)
8.18 Conveyance Allowance (S.R.7-A): A conveyance allowance to which the obligation of maintaining a motor vehicle or a horse or other animal is not attached is not admissible during leave or temporary transfer.
8.19 Compensatory Allowance (S.R.7-B): Compensatory Allowance, provision for which has not been made in the foregoing rules, may be drawn during leave or temporary transfer subject to the following conditions:
certified by the competent authority, and
(ii) the Government servant concerned certifies that he continued to incur the whole or considerable part of the expenditure for which it was granted, during the period in question. The competent authority has to be satisfied about the appropriateness of the expenditure; otherwise it can withhold the payment of the whole or part of the allowance.
8.20 With a view to adopting a uniform policy and to obviate all misunderstanding the authority sanctioning the leave or transfer should invariably embody in the original sanctioning orders, in terms of S. Rs. 6-A to 7-B, a certificate regarding the likelihood of the Government servant returning to the same post or station, as the case may be.
8.21 If the above certificate is not embodied in the original order sanctioning the leave or transfer and is given subsequently, it will not be considered as a valid certificate acceptable to the audit, except in cases where such an order is revised before the Government servant actually hands over charge to proceed on leave or temporary transfer. There is however, no objection to accept such a certificate in past tense, if the original sanction to the leave was accorded after the event, i. e., after the close of leave then sanctioned. What is wanted by audit is a written assurance by the competent authority that not later than the time he formally sanctioned the original leave; he then intended to repost the grantee to a qualifying post. The fact that the grantee was so posted on return from leave or temporary transfer may be logically corroborative, but not conclusive evidence of this intention, because the sanctioning authority may have intended otherwise when he first became aware of the fact of absence, but changed the mind before the leave actually ended. In view of this the
8.21 If the above certificate is not embodied in the original order sanctioning the leave or transfer and is given subsequently, it will not be considered as a valid certificate acceptable to the audit, except in cases where such an order is revised before the Government servant actually hands over charge to proceed on leave or temporary transfer. There is however, no objection to accept such a certificate in past tense, if the original sanction to the leave was accorded after the event, i. e., after the close of leave then sanctioned. What is wanted by audit is a written assurance by the competent authority that not later than the time he formally sanctioned the original leave; he then intended to repost the grantee to a qualifying post. The fact that the grantee was so posted on return from leave or temporary transfer may be logically corroborative, but not conclusive evidence of this intention, because the sanctioning authority may have intended otherwise when he first became aware of the fact of absence, but changed the mind before the leave actually ended. In view of this the