14

OVERTIME ALLOWANCE RULES

(a)

Competent Authority means: officer empowered to grant overtime allowance as per these rules; Emoluments means: pay and allowance i.e. pay, special pay, personal pay, D.P., D.A., interim relief and C.C.A. but will not include H.R.A., T.A., permanent travelling allowance and washing allowance etc.; Overtime work means: work done in excess of one hour of the prescribed hours of work on any working day and includes work done on Sundays or any other holidays; Prescribed hours of work means: hours of work prescribed in the Federation.

(ii) 2.

(b)

Extent of Application

These rules shall be applicable to the employees who are in the service of the Federation at present and who may be recruited to the service of the Federation in future except the following: (a) (b) (c) (d) Employees while they are on tour for more than 6 hours; Persons not employment; in whole-time

(c)

(d) out of

Persons paid contingencies;

Persons employed on contract except when the contract provides otherwise;

*(e) Officers in the grade of Rs. 2325-5100** and above. ***Note: If the employees are on tour and the absence from HQ is less than 6 hours, their case will be considered for payment of OTA as per clause 5 B (1) of TA/DA Rules. 3. Definitions

*4(i).The overtime allowance to the eligible employees of the Federation shall be admissible on the following rates uniformly on working days, Sundays and all other holidays subject to the ceiling mentioned against each category: -

S. No.

Pay scale (Rs.) From To 4050-8175 5850-13100 7750-19250

Rate of OTA Rs./ per hour 19.00 22.00 25.00

Maximum ceiling per month Rs. 1600.00 Rs. 1800.00 Rs. 2000.00

1. 2. 3.

3850-5650 4350-8600 6100-14350

For the purpose of these rules, unless the context otherwise requires:
* Revised vide O.O. No. HO/AD/12/79/73-74 dated 10.06.1974, read with O.O. No. HO/AD/8/256/7879 dated 27.01.1979.

The above rates have been prescribed vide Office Order No. 01 dated 10.4.2006 and are applicable w.e.f. 30.3.2006 as per the decision taken by BOD in their meeting held on 30.3.2006.

*4(ii).

OTA for Casual Employees

** Substituted vide O.O. No. 09, dated 02.06.1994

The Executive Committee in its meeting held on 13.04.1992, has decided to revise the rates of overtime allowance payable to the Casual employees of the Federation as under: -

with the local conveyance rules of the Federation.

Sl. No. 1. 2.

Category of Employees

Revised Rate (per hour) Rs. 5.75 Rs. 4.25

# Substituted vide O.O. No. HO/AD/5/33/OO-2/77-78 dated 24.01.1978.

For Clerical/Supervisory Staff. For Class IV Staff

The above rates would be effective from 13.04.1992. The overtime allowance rules of the Federation may accordingly be treated to have been modified as above. All the other terms of overtime allowance rules shall remain unchanged. The cases already decided otherwise need not be re-opened. The employees whose entitlement for drawl of overtime allowance is reduced from the existing admissible amount, as a sequel to revision of pay scales, shall continue to draw overtime allowance as per the existing entitlement until they reach the next higher salary range prescribed for the purpose. In other words, this means that there would not be any reduction in the amount of overtime allowance presently drawn by any employee as a result of revision of pay scale. This order comes into force with immediate effect. (Ref. O.O. No. 10 dated 15.06.1990) 5. Where overtime allowance is payable to an employee for the overtime work performed by him, he shall not be entitled to receive any other remunerations (whether in the form of conveyance charges or compensatory leave or otherwise) in respect of such overtime work. However, whenever the staff during the performance of overtime duty has to undertake local tours for official purposes their entitlement to the reimbursement of local conveyance expenditure in addition to OTA will be admissible in accordance 2

Provided that where an employee has been recalled from his residence to perform overtime work, the competent authority may allow conveyance charge to such an employee in addition to the overtime allowance admissible to him. **Note 1: The word recalled means that when an employee having worked during the day in the office is called from his residence in the evening, he will be treated as recalled and will be entitled to receive conveyance charges also. Note 2: Odd hours overtime work means hours from 10.00 pm. to 6.00 am. Note 3: Employees called upon to work overtime on Sundays and other holidays will not be treated as having been recalled and as such, will not be entitled to conveyance charges on holidays excepting on occasions as indicated below: (i) The employee who is called upon to attend to official work before 6.00 am. and leaves the place of duty after 10.00 pm. Using office vehicle will be entitled to receive 75% of admissible overtime allowance. If a public or private conveyance is used, he will be paid 75% of OTA plus actual conveyance charges but not exceeding the mode of entitlement. (a) If an employee is brought from his residence in an office vehicle before 6.00 am. to perform overtime work and leaves the place of duty during or at the close of office hours, he will be entitled to receive 75% of OTA. If he travels by a public transport or his own conveyance for the onward journey, he will get 75% of the OTA, plus conveyance charges from the residence to the place of duty but not exceeding the mode of

(ii)

entitlement. If the place of duty is different from the regular place of duty, he will get conveyance charges both ways. (b) If the same employee as referred to in sub-para (a) is recalled from his residence the same day, he will be entitled to 75% OTA plus actual conveyance charges for such overtime duty but not exceeding the mode of entitlement. #(iii). An employee, who is called upon to attend to overtime work between 6 am. and 7 am. and leaves the place of duty between 9 pm. and 10 pm. After performing his duties on holidays or on working days using office vehicle will get 50% of the amount of OTA admissible. If a public or private vehicle is used, he will get 50% of the OTA plus conveyance charges according to his entitlement or actual conveyance charges, whichever is less. If he uses his own vehicle, he will get, in addition to 50% of OTA, conveyance charges at the prescribed rates. (iv) If an employee, in an emergent case, is called to attend to overtime work during odd hours, he will be entitled to full OTA plus actual charges for whatever public conveyance used.

means the number of prescribed hours of work on a working day. Explanation 5 : Actual time taken for lunch will be deducted from out of the overtime work performed by an employee on the closed days for three hours or more but less than the prescribed hours of work on a normal working day. In case no lunch is taken, no time will be deducted. Explanation 6 : If an employee attends office late on a normal working day, with or without prior permission and is required to perform overtime work beyond office hours on that day, the actual time of his late attendance will be deducted from the total overtime work performed by him on that day.
1. Substituted vide O.O. No. HO/AD/8/180/77-78 dated 18.01.1978. 2. Added vide O.O. No. HO/AD/5/33/00-1/77-78 dated 07.07.1977.

6. Class III and Class IV employees detained after office hours or called on duty on holidays shall be paid OTA subject to a maximum of Rs. 1000/- a month or as per actual whichever is less. For restricting expenditure under this head the employees be detained for overtime looking to the urgency of work only. These orders shall come into force w.e.f. 01.10.1999 and the OTA bills of staff upto September 99 shall be settled as per the OTA rules of the Federation in force prior to issue of these orders. These orders shall be reviewed at an appropriate time. (Ref. O.O. No. 20, dated 07.10.1999) 7. The rates of overtime allowance prescribed in these rules shall be applicable to staff car drivers also but the total overtime allowance payable to a staff car driver (chauffeur) in month shall not exceed fifty per cent of his monthly emoluments as defined in para 3 (b) above. The overtime allowance shall be calculated in respect of staff car drivers on a certificate from the controlling officers that it has been earned. Note 1: [Prescribed hours of work for staff car driver mean 9.00 am. to 6.00 pm. with lunch break of half an hour from 1.00 pm.]1 3

Explanation 2 : The overtime work in excess of one hour up to half an hour may be reckoned as half hour and thereafter every period not less than 10 minutes and up to half an hour may be reckoned as half an hour, e.g. a person working for 2 hours and 10 minutes will get overtime allowance for 2 hours. Explanation 3 : The overtime allowance shall be calculated to the nearest multiple of five paise, the fractions of three paise and more being rounded off to the next higher multiple of five paise and fractions below three paise being ignored. Explanation 4 : In calculating OTA the actual time taken for lunch break is to be deducted. Full days work on holidays

Note 2: When overtime allowance is paid to a chauffeur for overtime work performed by him, he shall not be entitled to receive any other remuneration (whether in the form of conveyance charges or compensatory leave or otherwise) in respect of such overtime work. Provided that where a chauffeur (excepting those chauffeurs, who have been provided cycles for the purpose) has been recalled from his residence to perform overtime work, the Controlling Officer may allow conveyance charges to him in addition to the overtime allowance admissible to him. [The meaning of the work recalled is to be taken as given in the Note No. 1 below Rule 5] 2. Note 3: [The payment of overtime allowance for the first one hour of the overtime work performed by an employee, which was being treated as FREE HOUR DUTY be paid to the employee concerned hereafter, provided the overtime work performed by the employee is more than one hour] 3. Note 4: A chauffeur who is outside his head-quarter and is entitled to draw daily allowance will not be eligible for any overtime allowance in addition, if he is required to work overtime. However the time spent by him on driving duty from headquarters may be reckoned for purposes of computing his entitlement to overtime allowance for the days of departure and the arrival, respectively. In addition he would be entitled to draw daily allowance also for these days as admissible to him under the rules: Example : Chauffeur having headquarters at Delhi is required, after putting in duty from 8.30 am. to 4.30 pm. (with lunch break of half an hour) to drive the staff car to Agra from 4.30 pm. to 9.00 pm. the overtime work performed by him on that day will work out of hour from 8.30 am. to 9.00 am. plus 3 hours from 6.00 pm. to 9.00 am. i.e. to 3 hours. He will not draw any over time allowance for overtime duty, if any, rendered by him at Agra. For this, he will get only daily allowance.

Note 5 : The overtime allowance payable to a chauffeur in respect of the working days in a month and the first three of the Sunday/holidays on which he performs overtime duty will be limited to 50% of his monthly emoluments. The overtime allowance in respect of overtime work performed on Sundays/holidays subsequent to the first three of such days will not be included in the amount which is subject to the 50% limit. Example : A chauffeur performed overtime duty during February, 2002 on 3 Sundays viz. on the 2nd, 16th and 23rd and two holidays viz., the 15th and 28th. He will draw overtime allowance for the month including that earned for the 2nd, 15th and 16th restricted to 50% of his emoluments. 8. The staff who are required to perform duty for the full prescribed hours of work on Sundays or other weekly or fortnightly off-days or Saturdays should, as a rule, be granted compensatory leave in lieu. Employees who are required to work on such days beyond a full day may be allowed a days compensatory leave in lieu of a full day work and paid overtime allowance on prescribed rates for the excess time put in by them. In cases where an employee is required to work for a half a day less, e.g. from the time the office opens till lunch time, two half days should be taken as equivalent to one full day for the purpose of grant of compensatory leave. Where necessary half a days compensatory leave may be given or may be paid OTA. However, if an employee so desires he may be given OTA. 9. An Employee required to work on a public holiday (other than Sunday and Saturdays) may be paid overtime allowance unless he himself desires to avail of compensatory leave for the full day or half day. 10.In calculating, overtime allowance on off-days, or holidays, actual time taken for lunch break should be deducted.

11.To ensure that the grant of overtime allowance is properly controlled, it is necessary that: (a) The work should be so organised as ordinarily to be capable of being done during the normal office hours, the question of requiring overtime work to be done should arise only in special circumstances; Where in special circumstances, it becomes necessary to perform overtime work, the Competent Authority may authorise such overtime work, after satisfying himself that the work is of such an urgent nature that it can not be postponed in NAFEDs interest till the next working day and the Competent Authority shall as far as possible, specify beforehand the time up to which an employee may be required to perform overtime work. All the officers are enjoined to pay special attention to these conditions.

Manager and Officers Incharge of the Liaison/Sub-Offices. 14. A certificate to be signed by the Competent Authority in Form-I shall be attached to each bill for overtime allowance. 15. A register of overtime shall be maintained in Form-II. Entries will be made by the Competent Authority as and when such allowance is sanctioned. All branch and subordinate offices will send a copy of overtime register (Form-II) every month to the Head Office for information.

(b)

* (c) In furtherance to the above clause, it has now been decided that henceforth no employee be allowed to perform duties on overtime on Saturdays/Sundays/Holidays/ after office hours unless their work is supervised by an officer atleast of the rank of Asstt. Manager. The name of the officer who supervises the work of the employees working on overtime, should invariably be mentioned in the authorisation slip already in vogue. This order comes into force w.e.f. 01.12.1993 12. The following shall be deemed to be the Competent Authority for the purpose of grant of overtime work to the staff : (i) Divisional Heads in the H.O. (ii) Branch Manager and Officers Incharge of Liaison and Suboffices. 13. In so far as the Branch and Liaison/Sub-Offices are concerned this power will be exercised only by the Branch

16. Each claimant of the overtime shall submit a consolidated bill in Form-III to the M(FA) through the Competent Authority by the 10th of every month together with requisite certificate. The M(FA) in Head Office will ensure that all claims for overtime allowance received by him are 5

properly scrutinised and put up to Competent Authority by the 15th of the month following that to which the claims relate. In the Branch and Sub-Offices the bills for overtime allowance shall be passed by the Branch Manager but the bills shall be submitted to M(FA) for post audit. (Ref. HO/AD/5/33/73-74 dated 29.01.1974)

Form I NAFED/NEW DELHI CERTIFICATE Certified that Shri . In whose case the overtime allowance has been claimed in the enclosed bill was required under specific order to attend office after prescribed hours on . Attended office on .. (Sunday/Holiday) for disposal of urgent work which, in NAFEDs interest, could not be postponed until the next working day. 2. Certified that the amount claimed in this bill is in accordance with the rates specified in office order No. HO/AD/5/33/71-72 dated 19.05.1972. 3. Also certified that Shri did not receive any other remuneration/ conveyance charges or compensatory leave for the performance of the overtime work. 4. He did not use office vehicle on .. as specified in the foot-note to Rule 5 of the OTA Rules (To be certified by the A/cs. Division). 5. He has not received conveyance charges on . As specified in footnote to Rule 5 of the OTA Rules (To be certified by the A/cs. Division). 6. Certified that Shri did not avail of lunch time from . to

7. Certified that he/she attended office in time on . He / She attended office late on .. (Signature of the Competent Authority) Form II (Revised 7.3.79) NATIONAL AGRICULTURAL COOPERATIVE MARKETING FEDERATION OF INDIA LIMITED, NEW DELHI (1) (2) Name & Designation . Emoluments .. Overtime for the month of
Hours of Work overtime done work in brief performed Whether office vehicle used/conveyance charged for coming & going as per Rule 5 Why the work Amount of Initials could not be OTA of the done during claimed competoffice hours ent authority

Date of OTA work overauthorised time by

Signature of the Claimant

Form III
NATIONAL AGRICULTURAL COOPERATIVE MARKETING FEDERATION OF INDIA LTD

1. 2.

Name & Designation Emoluments . Statement of OTA for the month of ..

Dates on Authorised hours of Hours of OTA work Whether office Amount of Amount disallowed Amount Which overtime work done including/ex- vehicle used/ OTA for use Conveyance OTA Overtime ________________ cluding lunch time/ conveyance claimed of office charged payable Work From To late attendance charged (As vehicle Done per Rule 5)

Signature of the claimant

Signature of the Competent Authority

IMPORTANT DECISIONS A. Overtime for Working Late Hours or on Holidays

(i)

I. All officers and members of the staff are expected to complete their work during office hours. In case, owing to unavoidable circumstances, the staff is required to work late hours or on Sunday and holidays, the officer asking any member or members of his divisions or branch to do so, should also sit late or attend office on holidays as the case may be in order to direct the staffs work and to be able to certify the overtime bills. II. The Officer concerned shall certify such overtime/conveyance bills or bills for attending office by members of the staff on holidays and record the following certificate on such overtime bills when submitted by the staff for payment. Certificate Certified that Shri was asked to work late hours up to on .. was called to work on being a holiday as the work was urgent. The bill is verified. This order comes into force with immediate effect. (Ref. HO/AD/5/7//70-71 dated 24.05.1971) B. Authorisation and Performance Certificate

No staff should be detained on overtime work except to meet the exceptional contingencies and the staff should be detained beyond office hours only for such work which cannot be postponed for the next day. In such an eventuality the Divisional Head in Head Office and Regional/Branch Managers in the branches shall authorise the concerned employees to work overtime in the prescribed proforma will be made. One copy of the authorisation slip shall be sent to Administration Section on the following day for making entry in the OTA Register in case of Head Office or to the official concerned in case of branches. The second copy will be retained by the employee who has been asked to work overtime and this copy shall be enclosed by him along with his OTA claim. The last copy will be kept by the officer authorising over-time work as an office copy.

(ii)

3. The OTA claim of an employee may be disallowed, if the above procedure is not followed. 4. The procedure laid down above for sanction of overtime allowance shall not be applicable to PS to Chairman, PA to MD and PA/Stenos attached to Divisional Heads. 5. All concerned are, therefore, requested to follow the above procedure strictly in the matter of granting OTA to staff. (Ref. HO/AD/5/33/79-80 dated 24.10.1979) AUTHORISATION SLIP FOR OVERTIME WORK FOR THE EMPLOYEES OF THE FEDERATIION Shri . should sit after office hours/attend duty on holidays on . from . hours to hours to perform the following duties.

1. The need for effecting economy in day-to-day expenditure of the Federation has been emphasised from time to time in the past. The latest instructions in this regard were issued vide circular No. HO/ AD/7/124/78-79 dated 22nd June, 1979. One of the points referred to in the said circular pertains to payments of overtime allowance. It has been emphasised that special care should be taken by the officers to see that the need for overtime work is minimised. 2. In order to effectively restrict payment of overtime allowance to the minimum it has been decided to follow the following procedure with immediate effect.

Dated: Officer Head.

Signature of the Authorising Counter signature of the Divn. CERTIFICATE

(Ref. HO/AD/5/33/94-95 dated 29.11.1994) I. Economy in OTA

It is to certify that Shri . has actually performed overtime duties on from hrs. to hrs. and has executed the job mentioned above. Dated: Signature of the Authorising Officer Counter signature of the Divn. Head. Note: The slip will be issued in triplicate: (i) First copy should be sent to Admn. Section on the following day for necessary action. (ii) Second copy to be retained by the employee and attached with the OTA claim. (iii) Third copy to be retained by the controlling officer. Overtime work should be taken only to meet exceptional contingencies Of late, a growing tendency has been observed among a section of employees in not completing their routine work during the normal working hours and sit on overtime after office hours/attend office on close days/holidays. Such a tendency, besides causing unnecessary financial burden on the Federation also leads to retardation in efficiency of the employee. In this connection, attention of all concerned is drawn towards the provisions contained in Rule 11 of NAFEDs overtime allowance rules, which clearly stipulates that the work should be so organised as ordinarily to be capable of being done during the normal office hours and the requirement of doing work in overtime should arise only under compelling circumstances. It is reiterated that the instructio-ns contained in these rules should be strictly adhered to by all concerned to avoid this facility from being misused.

1. The need for effecting economy in day-to-day expenditure of the Federation has been emphasised form time to time in the past. It is reiterated that special care should be taken by the officers to see that the need for overtime work is minimised. In order to effectively restrict payment of overtime allowance to the minimum, it has been decided to follow the following procedure with immediate effect: (i) In future, the OTA to the staff members working in the different sections shall be allowed with the prior approval of the Divisional Heads/BM only. The Divisional Head/BM will ensure while permitting overtime to an employee that the work is of such nature/ urgency that it cannot be done during normal working hours. While claiming the overtime bill, details of the work done and why it could not be done during office hours should be mentioned alongwith the overtime bill.

(ii)

2. The OTA claim of an employee shall be disallowed, if the above instructions are not followed. This will, however, not apply to the staff car drivers and class IV employees detained for chowkidar duty. 3. All officers/staff members are, therefore, requested to adhere to the instructions contained above in this regard. (Ref. O.O. No. 18, dated 16.11.1981) II. Economy in Expenditure

In order to economise the expenditure it has been decided not to detain any employee on overtime. However, if need be the following categories of staff may be detained to work on overtime.

(i) Staff car drivers (ii) (iii) (iv) (v) (vi) Despatch section / Roneo operators Telex Operator Guest house Maintenance staff attendants/ All

PS/PA to Chairman/MD/AMD/ Divisional Heads

Secretarial section, when meetings is due. (Ref. O.O. No. 4 dated 10.09.1984)

III.

OTA to Peons

1. To complete urgent official matters, it has been observed that at times staff is detained by Divisional Heads beyond office hours. It has also come to notice that light refreshment is provided to such staff when they work on overtime, for which they are also paid overtime allowance. The propriety of providing light refreshment to staff in such circumstances was examined and it has been decided that no refreshment/tea etc. should be provided to any staff detained to work on overtime in case the work is likely to be finished upto 8.00 p.m. However, if the staff is detained beyond this time, the Divisional Heads may consider for providing light refreshment/tea to such staff on working days only. 2. All Divisional Heads in head office are requested to keep the above instructions in view while arranging refreshment to staff in future. This order comes into force with immediate effect. (Ref. O.O. No. 03, dated 01.09.1984 and O.O. No. 21, dated 22.8.1989) VI. In furtherance to Office order No. 4, dated 10.09.1984, it has been decided that: (i) The overtime allowance of PS to Chairman and PA to MD will hereinafter be approved by the Managing Director. ED(F&A) will be competent to detain Accounts staff, on overtime work during the course of statutory audit, for a period of three months, from the commencement of audit. Other provisions of the Office order No. 4, dated 10.09.1984 remain unchanged.

In continuation of Office order No. 4 dated 10.09.1984, it has been decided that if need be peons attached to Chairmans & MDs offices may be detained to work on overtime. The OTA bills may be submitted to ED (Pers.) as per normal procedure. (Ref. O.O. No. 14, dated 12.11.1984) IV. Invigilation Fee

It has been decided that officers and staff of the Federation who are required to perform invigilation duty while conducting examinations for recruitment purposes, shall be paid an invigilation fee mentioned as under: 1. Superintendent of : Rs. 75/- per day a Center 2. Invigilators : Rs. 50/- per day 3. Class IV employees : Rs. 25/- per day However, such employees will not be entitled to any overtime allowance / conveyance charges. This order comes into force with immediate effect. (Ref. O.O. No. 38, dated 18.12.1985) V. Light refreshment to staff detained on OTA

(ii)

(iii)

This order comes into force with immediate effect. (Ref. O.O. No. , dated 25.04.1986) VII. Admissibility to OTA during Tour

1. According to the existing provisions of traveling allowance and daily allowance rules of the Federation, an employee who is supplied means of conveyance without charges returns to his headquarters on the same day or thereafter, is not entitled to any DA if his absence from headquarters is for less than six hours. These rules were subsequently modified vide Office order No. 22 dated 14.11.1983 stipulating that an employee who is eligible for overtime allowance under the rules shall be entitled to OTA subject to ceiling to half daily allowance provided he was on duty for more than prescribed working hours on a particular day. 2. A doubt has arisen whether a journey on tour performed for less than six hours on holidays with means of conveyance provided without charges, will be covered under the provisions of Office order No. 22, dated 14.11.1983. The matter has been examined and it is clarified that in such a situation, an employee entitled to claim OTA shall be eligible for the same subject to ceiling of half Dearness Allowance admissible to him in terms of Office order dated 14.11.1983. (Ref. O.O. No. 78, dated 02.06.1986) VIII. In furtherance to Office order No. 72, dated 25.04.1986, it has been decided that the Executive Directors will hereafter exercise the powers to detain employees working under them on overtime work. However, the overtime allowance of PS to Chairman, PA to MD and PS to AMDs will continue to be approved by the Managing Director and the concerned AMDs. Keeping in view the economy in expenditure, the concerned officers will detain their employees only for such urgent work as cannot be postponed for the next working day. This order comes into force with immediate effect. (Ref. O.O. No. 36, dated 27.01.1987) IX. Procedure to be followed in HO

sanctioning OTA to staff working under them have been delegated to the Divisional Heads. It has, therefore, been decided that in future all bills on account of OTA shall be submitted to Accounts Branch directly by the Divisional Heads after making necessary entries in the OTA Register and recording necessary certificate on the face of the bill i.e. (Verified from OTA Register and found in order). A specimen of OTA Register is enclosed for ready reference. However, necessary action in respect of the staff posted in Chairman/MDs Personal Section shall be taken by Administration Branch. (Ref. O.O. No. 28, dated 15.12.1981)

In accordance with the Office order No. 19 dated 17.11.1981, the powers for

Annexure

SPECIMEN OF THE OTA REGISTER

Name of the Employee . Emoluments

Sr. No. --------

Time From To --------------------------------

Date

Work done in brief -----------------------------

Signatures ------------------------