13.9 The names should be entered alphabetically, that is, either each Register will proceed from A to Z for all names of the class for which
# OPENING OF THE REGISTER
it is set apart, or if classification is not adopted, each volume will take up a certain part of the alphabet. Some blank sheets should be left after each initial letter for further entries during the currency of the Register.
13.10. New Registers should be prepared shortly before the old Registers are completed; the current Registers should be examined by an intelligent person, the names to be omitted should be cancelled with a coloured pencil, and the remaining names renumbered according to the corrected alphabetical order. At the foot of the page containing the last name of one initial letter should be noted the number of leaves to be left blank after it for future entries. 13.11. All orders still in force, any unexpired leave, any transfer ordered but not carried out, must be brought forward in the new Register, and should, therefore, be marked for the copyist’s guidance by the person correcting the Register.
NOTE:The procedure prescribed above should be adopted in respect of those orders also which sanction grants renewable at intervals of a fixed number of years, such as the periodical grants made to Police Officers for Uniform.
13.12. The Accountant, when he posts the last months’s bill, must mark outstanding objection and see that it is brought forward in the new Register. 13.13. When the new Register has been prepared by the copyist, it should
# MAINTENANCE OF THE ENTITLEMENT REGISTER
13.14. In entring new names, or reintroducting old ones care must be taken that the salary is supported by a last pay certificate or a leave salary certificate excect in the case of a Gazetted Government Servant who is newly appointed to Government Service, when a health certificate is required (
Note below paragraph 13.24). 13.15. On receipt of each Issue of the Government Gazette, the AAO/Section Officer will circulate it to the Accountants who will pick out the items concerning them. The Accountants will post these items in their Registers and obtain the attestation of the AAO/Section Officer to these entries. All entires in the column “Gazete page” under “Particulars of leave and transfer” posts should be separately atested by the AAO/Section Officer, and any omissions should be specially brought to notice and investigated at the time to the periodical reviews of the register. At the time of attesting the
be laid with the old one before a Gazetted Officer who should see that the necessary particulars have been correctly transferred and set his initials against the “Total Charges” in the first money column as authority for, and a guide to the Accountant Clerk. In the column for “Monthly emoluments and deductions” blank lines should be utilised for charges and deductions for which there is not printed entry in the form.
What This Means
Officer names in the Entitlements Register must be entered alphabetically, with blank sheets left after each initial letter for future entries. When old registers are completed, new ones are prepared by cancelling names no longer needed, renumbering remaining names alphabetically, and carrying forward all current orders, unexpired leave, and pending transfers. The Accountant must carry forward outstanding objections when posting the last month's bill to the new register. A gazetted officer must verify the correctness of transferred entries.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
1Names are entered alphabetically with blank sheets between each initial letter for growth
2New registers are prepared before old ones are completed to ensure continuity
3All current orders, unexpired leave, and pending transfers must be carried to the new register
4Outstanding objections must be brought forward when preparing new registers
5A gazetted officer verifies the transferred entries and initials the first money column
Practical Example
The current Entitlements Register volume is nearly full. An experienced clerk reviews it, marks with colored pencil the names of officers who have retired or transferred out, and renumbers the remaining names alphabetically. The copyist then prepares the new register, bringing forward all current orders and unexpired leave. The Branch Officer checks and initials the transferred entries.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
What happens to records of retired officers during register renewal?▼
Names of officers who have retired, died, or permanently transferred are cancelled (marked with colored pencil) and not carried forward to the new register. Only active officers' records are transferred.
Why must outstanding objections be specifically brought forward?▼
Outstanding objections represent unresolved discrepancies in pay or allowances. If not carried forward, they could be lost, resulting in unrecovered overpayments or unresolved audit issues.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
entries, the AAO/Section Officer will tick off or initial the corresponding notificatiions, in the Gazette in token of his having attested the Registers. The AAO/Section Officer of the section will review the Gazette carefully to ensure that all itmes have been entered in the Register. This work should be regarded as urgent.
When Government orders sanctioning alterations of pay, leave, transfers, etc., are issued in advance of the notifications in the Gazette, they should be handled in the same manner as the notifications themselves. The entries in the Register should, however, be compared with the Gazette notifications when the latter are received and the Accountant should certify against the notifications concerned that he has made the necessary comparison.
After the entries have been attested by the Section Officer and any new money columns initialled by the Branch Officer a Pay Slip (Form 62) will be issued to the Government Servant whose emoluments are changed. The Pay slip form may be used, for fixed pay posts as will as for those on a time scale rate of pay, and it has been so worded that it may remain in force for considerable time.
(a) The number and date of their slip should be entered in the space provided for the purpose in the Entitlement Register.
(b) In cases where the change in the money column does not necessitate the issue of a Pay slip, the Accountant who prepares and the AAO/Section Officer who examine the money column should put their initials in the space for “Advice No.” below the cage of the money column.
(c) An order appoints AB to act as Judge during the absence of CD; a single mark only is wanted, as the order affects only AB. But if the same order grants leave to CD and appoints AB to act for him, it has to be noted against both, and so two marks are necessary. In the case of any but a grade promotion, it should not be necessary in the note against AB to make any mention of CD whom he succeeds.
(d) When a Gazetted Government Servant is appointed to a post for a limited time, the limitation should be stated in the note of the order; it can never be necessary to note that a Government Servant is to act “till further orders” as a later order always cancels an earlier one.
(e) After the close of each year, red-ink lines should be drawn across the spaces provided for note of orders, objections, transfers and remarks to distinguish them from
those affecting payment of subsequent years. 13.16. On receipt of sanction to leave, either through a notification in the Gazette or Government order issued in advance of the notification, a comparison will be made of the leave sanctioned with that shown in the office copy of the leave report. The Accountant will certify against the notification in the Gazette or on the Government order, as the case may be, that he has made the necessary comparison and this certificate of comparison should invariably be attested by the AAO/Section Officer. The particulars of leave and transfer in the Entitlement Register will in part be filled up from the Gazette; the first two columns in every case, then the first two under “Leave” or the column under “Post”. In the column “Rule under which leave is granted, and kind of leave” the nature of the leave taken should be denoted by appropriate letters, followed by the quotation of the rule under which the leave is granted; the period of absence can only be filled in after return. The date of taking or making over charge can only be entered from the report of transfer, and a blank in these columns will always give warning that some further information is required and must be called for. The column “Number and date of reference” is for the record of letters addressed to the Gazetted Government Servant regarding joining time, objections etc. 13.17. In the case of periods of leave succeeding each other, the day which reckons as the first day of
each will appear in the column headed “Begins” and that which will reckons as the last of each in the column headed “Ends”, the column “Period of absence” then filled up will show whether or not the period granted has been overstayed.
13.18. In the case of transfer, the joining time “Admissible” and that “Taken” should be filled in when the certificate of taking over charge is received in order to check whether, and by how much, the proper joining time has been exceeded. In cases, however, where the transfer is from one station to another and the time taken in joining is less than the minimum admissible, the column “Joining time admissible” need not be filled in.
If the state rules contain provisions for crediting Joining time short availed as Earned Leave to the Leave account of the Government Servant, Joining time admissible and taken should be noted.
13.19. Certificate of giving over and taking charge, or of going on and returning from leave, should be noted in the Entitlements Register immediately on receipt, and after the entries have been checked by the AAO/Section Officer, they should be given to the poster of the History of Services and, when necessary to the poster of the Register of Permanent Advances. After this they should be pasted in a separate file.
In cases in which the transfer of charge takes one or more days a
NOMINATIONS
suitable note should be made in the column for remarks, and if the time taken is treated as duty the authority for this should also be noted.
13.20. The Accountant General (A&E) is responsible for watching the receipt of nominations for Deathcum-Retirement Gratuity and Lists of family members in respect of such of the Gazetted Officers, as are required to be sent to the office of the Accountant General (A&E) under the rules and orders of the Government in force from time to time. A note of the receipt of the nominations, whenever received, should be kept in the Salary Entitlement Register at the right hand top corner and attested by the Branch Officer. The fact that such a note has been made should, among other things be verified at the time of conducting the special review of the Entitlement Register by the AAO/Section Officer and the Branch Officer and action initiated to call for the wanting nominations.
NOTE 1: The nominations and lists of family members of Gazetted Officers received in the Office of the Accountant General (A&E) should not be filed in the personal files. They should be noted in the Register of Nominations to be opened in manuscript in the following from countersigned by the Branch Officer-in-charge of Gazetted Entitlement Department in token of acceptance and kept under lock and key in his personal custody till their destruction. An acknowledgement in
respect of nomination should invariably be furnished to the Gazetted Officer concerned. When a revised nomination is received the superseded one should be cancelled and returned to the Gazetted Officer concerned. Whenever there is a change of incumbency, in the Gazetted Officer-in-charge of the G.E. Section concerned, the nomination files should be handed over to the relieving officer and a note to that effect made in the memorandum of handing over charges.
_FORM OF THE NOMINATION REGISTER_
Such nominations and lists of family members as are required for reference in dealing with the claims of family pension and death gratuity should be transferred to the Officer-in-charge of pension and kept in his custody till their destruction.
When a Gazetted Officer is permanently transferred to another Entitlement Circle the nomination papers etc. will be sent in a registered cover to the new Accounts Officer and his acknowledgement obtained.
<table><tr><td>Sl. No. Date of nomination Folio No. in Entitlement Register Officer’s name Initials of G.O. in token of acceptance and receipt Removal of nomination by/date purpose G.O’s orders of dated initials for final disposal Remarks 1. 2 3 4 5 6 7. 8.</td></tr></table>
Note 2.-Nomination forms and other Correspondence connected therewith including acknowledgement should be treated as confidential.
Note 3.-The nominations should be verified annually by a gazetted officer other than the officer-in-charge of the G.E. Section, to be selected by the Accountant General (A&E).
# POSTING OF SALARY VOUCHERS
13.21. Salary vouchers will be posted under the heading “Date of payment of Bills” in the case of the month for which the pay is due and not of the month in which it is issued. The name of the treasury from which payment is taken should be entered in red ink above the date of payment, but the entry need not be repeated unless the treasury is changed. When a payment appears in a Settlement Account
or the Account of Pay and Accounts Officer, the name of the account and the month of adjustment should similarly be noted in red ink. If the amount of the bills be the same as was passed for the last month, it is sufficient to note in the Register the date of payment; if any further payment be made afterwards under new orders, the new date would also be entered with a letter guiding the eye to an explanatory note in the space provided for it in the form and to the note of the order. If there be any change in the rate of emoluments compared with the last month, it will be better to enter the amount as well as the date. The amount noted should be the gross amount paid including the amounts deducted for funds and income-tax and overpayments recovered.
Suppose that in the first money column the rate of pay is shown as Rs. 1100 under date 1st June ’86, and the second Rs. 1150 under date 15th February 1987. If then, for earlier months Rs. 1100 (gross) only be drawn for later ones Rs. 1150 and for February Rs. 1125; no note of amount is needed on the right hand page in the cases for July to January; but in February’s case Rs. 1125 would be entered alongwith the date, and in March’s Rs. 1150. Thus an entry without specification of amount will always be understood to be for the same amount as that last recorded. Issue of Pay Slips 13.22 Pay Slips are issued to the Officers concerned (copies being endorsed to the T.OS/A.Gs etc. concerned through whom payment is authorised) in Form 62 indicating the rates of pay, special pay, allowances etc. to be paid from specified dates. The form of the pay slip provides for the scale of pay and date of increment being indicated with instructions to allow drawal of increments, in the absence of any instructions to the contrary till the stage at which the Efficiency Bar operates. 13.23 A fresh Pay Slip should be issued:-
(i) Whenever any increment is stopped,
(ii) Whenever an efficiency bar, or any other bar against the grant of a particular increment, is removed, and
(iii) Whenever there is change of any kind in emoluments, otherwise than by accrual of an
increment in the ordinary course e.g.
(a) when a gazetted Government servant passes outside or beyond the time scale, or
(b) whenever he passes from one overlapping time-scale to another, or from one timescale to another.or
(c) whenever he proceeds on leave of any kind or returns therefrom, or
(d) whenever he is appointed to a temporary post or reverts therefrom,
(iv) whenever the stage of the time-scale at which there is a pause is reached
(v) whenever an Officer is transferred from one post to another involving change of designation, even if there is no change in his emoluments.
Note 1- In the case of timescale of pay with efficiency bars at a certain stage, an Accounts Officer will not authorise any Government servant to draw pay at a rate above the stage at which an efficiency bar is fixed until he has received a declaration from the authority empowered to make the promotion that it has satisfied itself that the Government servant in question is fit to pass the efficiency bar.
Note 2 – When a Government servant is appointed for a limited period to another post, but the exact dates of taking charge and of reversion are not known, the pay slip should show two rates of