Para 13.67 — Separate personal files must be maintained for eac

MSO (A&E)mso-ae

13.67 Separate personal files for individual gazetted Government servants be opened in order to record the correspondence relating to them. All other correspondence should be recorded in separate files for each department.
- APPENDIX ‘A’
# (See paragraph 13.38)
INSTRUCTIONS ISSUED BY THE COMPTROLLER AND AUDITOR GENERAL IN ORDER TO SECURE EFFICIENCY AND UNIFORMITY IN RELATION TO THE PROCEDURE FOR CERTIFICATION OF LEAVE AND AUTHORISATION OF LEAVE SALARY TO GAZETTED OFFICERS OF STATE GOVERNMENTS IN CASES WHERE THE ENTITLEMENT FUNCTION IS PERFORMED BY ACCOUNANTS GENERAL (A&E).
Certificate of Admissibility
(1) Gazetted Government ServantsLeave should be sanctioned to a Gazetted Government Servant only after its admissibility has been certified by the Accountant General who has been authorising his pay.
In respect of State Government Officers who on being transferred to the Central Government as a temporary measure but continue to be governed by the State Leave Rules, the reporting of the admissibility of leave to such officers should be done by the Accountant General of the State Government concerned if he is consulted in the matter by the Central Govt. Department concerned.
(2) Military Officers-When a Military Officer becomes subject to the Civil Leave Rules, the Defence Accounts Officer-inCharge of his record of pension service will, on application and on being furnished with the date of commencement of active service in Civil Employ furnish to the Accountant General
concerned a memorandum showing the different kinds of leave due, taken etc.
Applications for leave from Military Officers in Civil Employ, whether they are subject to the Military Leave Rules or the Civil Leave Rules, should be sent through the Accountant General who authorises the pay of the officer going on leave. The Accountant General will, if he considers it necessary, consult the Defence Accounts Officer from whose payment the Officer is transferred to the Civil Department before certifying the leave and specifying the leave salary. No leave should be sanctioned to such an officer before a report is received from the Accountant General.
(3) Payment of Leave Salary-No Gazetted Government Servant can begin to draw his leave salary without producing a leave salary certificate from the Accountant General who authorises his pay before he proceeded on leave. (4) A Gazetted Government Servant desirous of discontinuing his subscription to the General Provident Fund during leave (in
(6) A Gazetted Government Servant who on return from leave is posted to another State or Accounts Circle should get a Last Pay Certificate from the
cases where it is permissible under the State Service or Provident Fund Rules) should intimate his wishes in the matter to the Accountant General before proceeding on leave.
For drawal of Leave Salary, a Gazetted Government Servant signing his bills himself must either appear in person at the place of payment or furnish a life certificate signed by a responsible Government Officer or a well known and trustworthy person, according to the Rules and Conditioins mentioined in the State Treasury Rules.
(7) Leave Salary during leave preparatory to retirement, etc.-A Gazetted Government Servant on leave preparatory to retirement or refused leave or terminal leave, or such other leave, on the expiry of which, he is not expected to return to duty should record a certificate on the leave salary bill that during the period for which leave salary is drawn, he was not re-employed under Government, local fund or a private employer.
Accountant General by whom the Leave Salary was last authorised and send it to the Accountant General or Accounts Officer of the new State or Accounts Circle. Without such a certificate he can not get the arrears of Leave Salary or Pay due to him.
# APPENDIX ‘B’
- (See paragraph 13.45)
- RULES REGULATING THE PREPARATION OF LAST PAY CERTIFICATES IN CASES OF TANSFERS ON DUTY OR ON RETURN FROM LEAVE.
(1) Transfers on duty may be of two kinds:-
(i) A Government Servant may proceed on duty from one State or circle to another.
(ii) A Government Servant may proceed on duty from one place to another in the same State or circle of Entitlement. (2) In the former case the certificate should be given by the officer-incharge of the Treasury or Drawing and Disbursing Officer and a duplicate of it should be forwarded by the Treasury Officer or the Drawing and Disbursing Officer to the Accountant General for countersignature and transmission to the Accountant General of the transferred Government Servants’s new State. (3) In the second case of transfer the Government Servant should obtain a last pay certificate from the officer-in-charge of the treasury, Disbursing Officer from which he last drew his pay. (4) The last pay certificate should be prepared in all cases mentioned above in Form-64 or such other form prescribed by the State Government concerned. This form provides for the details of the fund deductions. The officer preparing the certificate is responsible not only for entering
in the certificate all demands against the departing Government servant including any made under an order or attachment of his pay by a Court of Law of which he may have received notice before granting the certificate, but also for passing on any, of which he may afterwards receive notice, to the treasury or the Disbursing Officer from which the Government servant will in future draw pay. (5) In all cases of transfers from the District to another within the same Entitlement circle the Last Pay Certificate should specify the last regular or monthly payment; and the entire pay for the month in which transfer has been made should be paid in the new district except where the treasury or the financial rules of a Government provide to the contrary. (6) On promotion of a non-gazetted Government Servant to a Gazetted post, an extra copy of the Last Pay Certificate should be sent by the head of the office direct to the Accountant General (A&E). This will enable the Accountant General (A&E) to authorise the transit pay and allowances to the officer, if it is to be authorised by the Accountant General under the Treasury Rules of the Government.
If the Treasury rules of the State so provide the Last Pay Certificate of a Government Servant on reversion from a Gazetted post should be sent by the Treasury Officer to the A.G.
and the later should contersign it and send it to the Head of offices responsible for drawing the pay of the Government servant as a non-gazetted officer.
- GENERAL

What This Means

Separate personal files must be maintained for each gazetted officer to record all correspondence relating to them. Other correspondence that is not officer-specific should be filed separately by department. This para also references Appendix A (detailed leave procedure instructions from the CAG) and Appendix B (rules for Last Pay Certificate preparation), which contain comprehensive procedures for leave certification, leave salary payment, and LPC preparation for gazetted officers.