Para 3.3.7 — MSO

3.3.7 The Service Books of non-gazetted government servants should be checked in local audit to ensure that they are maintained in a satisfactory manner. The Service Book is one of the important basic records required, among others, for determining the pensionary benefits of an employee. While checking the Service Books, it should be verified that:

(i) they are complete in all respects;

(ii) events affecting pension have been clearly spelt out along with the remarks of the competent authority to clarify whether these events will have any implications for the admissibility of pensionary benefits and the periods relating thereto will or will not be taken into account for the purpose;

(iii) the Controlling Authority has recorded the prescribed certificate relating to the periodical verification of the service rendered by the government servant with the pay bills or other documents and there are no missing links;

(iv) Lower Division Clerks have not been considered for promotion before they either qualify in the prescribed type test or are specifically exempted from appearing in the test; and

(v) nominations in respect of Death-cum-Retirement Gratuity, Provident Fund, etc. have been made and are available in the case of officers due to retire within the next twelve to eighteen months.

Besides, entries in Volume II of the Service books relating to the following should also be checked:

(a) Relaxation, if any, of age and/or educational qualifications.

(b) Declaration in regard to marital status

(c) Declaration of home town and acceptance thereof.

(d) Nominations in respect of death-cum-retirement gratuity and provident fund.

(e) Details of family.

(f) Options exercised in respect of service matters.

(g) Condonation of breaks in service, if any.

(h) Orders, if any, in regard to change in birth date.

(i) Collateral evidence in respect of past service.

(j) Change in name