Revision of the Form of Service Book
An office memorandum was circulated by Department of Personnel and Training on March, 2008 with the instructions related to Service Books for Employees working in Central Government Service. The consultation with the Comptroller and Auditor General of India and decided to revise the form of Service Books for Central Government employees. The new revised form of Service Books were made only to new entrants in Government Service. The copy of revised format of Service Book was enclosed with the order.
The contents of the new form of Service Books as follows…
Name with designation
Immutable – Certificate and Attestation
Previous Qualifying Service
History of Service
Record of Verification of Service
Details of Leave Travel Concession Availed
Details of House Building Advacne
Details of CGEGIS Contributions
Comments of Internal Audit
Abstract of Service rendered
Instructions for Maintenance of Service Book
INSTRUCTIONS FOR MAINTENANCE OF SERVICE BOOK
Entries in this part will be made at the time of first appointment of the government servant and attested by the Head of Office or any other officer duly authorized in this behalf. Additions and alterations in this part will also be similarly attested
Signature or left hand thumb impression of the government servant concerned will be obtained in the presence of Head of Office or authorized officer.
The latest photograph of the government servant (size 3cm X 3cm) shall be affixed in box I at the time of first appointment and thereafter renewed after every 10 years and pasted in the designated boxes. Each photograph shall carry the dated signature of the Head of Office or any other officer duly authorized
The Government servant has an option either to indicate his/her father’s name or mother’s name or names of both.
PART – II-A IMMUTABLE
The first seven certificates will be recorded at the time of initial appointment of the government servant and the last entry at the appropriate stage. In particular before certifying item 4 regarding “Oath of Secrecy” the Head of Office will ensure that a copy each of Official Secrets Act, and Central Civil Services (Conduct Rules) are made available to government servant concerned for formally noting their contents. All these entries are not subject to change/revision subsequently.
PART – II-B MUTABL
The declarations, nominations and related notices like change of nomination for GPF, D.C.R Gratuity, Family Pension, Central Government Employees Insurance Scheme and Leave Encashment, testimonials and other documents referred to and relied upon in this part will be kept in Vol. II of the service book of the government servant and will be retained by the Head of Office for safe custody. Sufficient blank space is to be left behind each entry to incorporate change of nominations.
This part will be posted only where no service book is available in respect of the past service which has to be admitted on the basis, say, of collateral evidence.
Entries made in this column should be attested by the Head of Office or any other officer duly authorized in this behalf.
The purpose for which the previous service has been accepted as ‘qualifying’ should be specified e.g. Leave, Pay, Pension etc
Columns 1,3 and 4 will be posted after receipt of an intimation from the foreign employer about the govt. servant having reported to him for duty.
Column 2 will be filled after the reversion of the government servant from foreign service.
Entry in column 4 will be brief i.e. ‘foreign employer’ or ‘government servant’ as may be appropriate
Entries in this Part will be made at the time of initial appointment and thereafter, on the occurrence of events involving a change in the post, office, station, scale of pay, or nature of appointment. Such events will include appointment, promotion, reversion, deputation, transfer (including transfer on foreign service), increment, leave and suspension.
Entries regarding suspension and other forms of interruption in service will be made in red ink
Column 3 in respect of particular entry will be posted at the time of making the next entry.
Column 4 in respect of second and subsequent entries need be filled only if there is change in the post, scale of
pay, office or station
Columns 5 and 6 will show different components of pay separately, thus “[240+50 (S.P)+80 (P.P.)]
Column 7 concerning an entry will be posted at the time of making the next entry. In the case of leave, this column will also indicate nature of leave
Before putting his signature in the column 8 the attesting officer will ensure that there is no unexplained gap
between the date shown in column II of the entry he is attesting and column III of the preceding entr
At the beginning of the year or at the time of transfer of service documents to another office if this event occurs earlier, entries in columns 2-7 will be verified, with reference to relevant records in terms of GFR 81. While putting his signature in column 9, the verifying officer will indicate the S.Nos, of the entries he has verified on the last occasion.
If for unavoidable reasons it is not possible to show the service book to the employee and to obtain his signature in column 10, an abstract of the prescribed form “Appendix” will be communicated to him for acknowledgement and return. On receipt back such acknowledgement will be kept in Vol.II of the service book.
Events like stoppage of increment, enforcement of efficiency bar which do not affect entries in columns 1-5 will be briefly noted in column II.
Entries in this part will be made for each financial year after due verification from Pay bill/Acquittance roll.
It will be the duty of Head of Office to ensure that in case of transfer of government servant working in his office all the details under relevant columns are duly completed before forwarding the Service Book to the new office of the government servant concerned.
Note : Central Information Commission (CIC) has said the service details of a public servant were not confidential and could be provided to an RTI applicant.