Staff Circular No. : 491 Date : 18TH January,2013
All Branches / Offices
SCHEME FOR REIMBURSEMENT OF LOCAL CONVEYANCE EXPENSES (ON DECLRATION BASIS) INCURRED BY THE ELIGIBLE AWARD STAFF (WHO HAVE COMPLETED MINIMUM 10 YEARS OF SERVICE) IN DISCHARGE OF THEIR OFFICIAL DUTIES .
Summary: The Scheme for reimbursement of local conveyance expenses (on declaration basis) incurred in discharge of their official duties by the eligible Award Staff (who have completed minimum 10 years of service) on monetary/reimbursement of cost of petrol basis, has been approved by Board of Directors in its meeting held on 21st December, 2012, to be effective from 1st January, 2013 (i.e. in respect of local conveyance incurred in the month of January 2013 and onwards).
1. Under the aegis of increasing competition among the Industry, the need for aggressive Marketing has assumed a great deal of importance. At another level, with the mounting NPA levels, there has been constant emphasis for focused efforts on recovery. Both these areas of vital importance can be meaningfully achieved through the concerted efforts of all staff members - irrespective of cadre, by way of an inclusive approach. With this objective in view, the Scheme for reimbursement of conveyance expenses incurred by the eligible Award Staff (who have completed minimum 10 years of service as on 31.12.2012 & thereafter) in discharge of their official duties is introduced to encourage senior Award Staff to be more mobile to generate new business, mobilize low-cost deposits, augment loan recovery/follow up of NPA accounts, Recovery in written off accounts, arrears of locker rent, Mobilisation of third party products etc., thereby channelizing their efforts towards the mainstream of focused business activities.
2. Considering above aspects, a Scheme as outlined in the Annexure for reimbursement of local conveyance expenses incurred by the Award Staff (in addition to the ‘Transport Allowance’ being paid as a part of salary as per Bipartite Settlement) in discharge of their official duties, has been approved by Board of Directors in its meeting held on 21st December, 2012. The salient features of the Scheme in respect of eligible Award Staff are as under :
Ø The Award Staff (Clerical & Sub-staff) who have put in a minimum 10 years of service as on 31.12.2012 and thereafter in the Bank reckoned from the date of their initial appointment are only eligible under the Scheme.
Ø The Scheme will be introduced w.e.f 1.1.2013, i.e.,in respect of the local conveyance incurred in the month of the January 2013 and onwards.
Ø This Scheme envisages for reimbursement of local conveyance expenses incurred by the eligible award staff in discharge of their official duties viz., Deposit Mobilization, Assisting in Marketing of Bank’s Products (both Deposits & Advances), Mobilization of Third Party products, recovery/follow up of NPA accounts, recovery in written off accounts, arrears of locker rent or any other official purpose of such nature within the duties of the concerned cadre.
Ø The reimbursement upto the ceilings prescribed can be claimed and be allowed on the strength of a declaration (as per the proforma enclosed alongwith the Scheme) of having incurred such local conveyance expenses (in addition to the ‘Transport Allowance’ being paid as per the provisions of Bipartite Settlement), without insisting for production of receipts/bills etc.
Ø The eligible Award Staff who own a vehicle (either Two Wheeler or Four Wheeler) may claim reimbursement of such local conveyance expenses on the basis of cost of petrol. The eligible Award Staff who do not own a vehicle and/or those owning a vehicle and not desirous to claim on petrol basis, may claim reimbursement of such local conveyance expenses on the monetary-basis.
Ø Accordingly, the following ceilings have been prescribed under both the above situations :
1. Eligible Award Staff completed minimum 10 years of service as on 31.12.2012 & thereafter in the Bank, not owning a vehicle OR eligible Award Staff who completed minimum 10 years of service as on 31.12.2012 & thereafter in the Bank, owning a vehicle but desires to claim on monetary basis :
Sr. No.
|
Category of Staff
|
Maximum Amount reimbursable
| |
1.
|
Eligible Special Assistant
|
Rs.7200/- p.a.
|
Subject to a max. of Rs.700/- per month.
|
2.
|
All other eligible clerical staff
|
Rs.4800/- p.a.
|
Subject to a max. of Rs.500/- per month.
|
3.
|
Eligible Sub-Staff
|
Rs.2400/- p.a.
|
Subject to a max. of Rs.250/- per month.
|
2. Eligible Award Staff completed minimum 10 years of service as on 31.12.2012 & thereafter in the Bank, owning a vehicle, the reimbursement of conveyance expenses will be at the following rates -
Category of Staff
|
Annual ceiling
|
Monthly ceiling
|
Eligible Special Assistant
|
Cost of 180 litres of petrol p.a.
|
With a max. of 25 litres p.m.
|
All other eligible clerical staff
|
Cost of 120 litres of petrol p.a.
|
With a max. of 15 litres p.m.
|
Eligible Sub-Staff
|
Cost of 60 litres of petrol p.a.
|
With a max. of 8 litres p.m.
|
Ø It is made clear that eligible Award Staff claiming reimbursement of conveyance expenses under this Scheme shall not be eligible for reimbursement of any other local conveyance expenses incurred by them in the course of performance of official duties. However, the actual local conveyance expenses incurred in connection with Clearing house duties & Cash Remittance (when the Bank vehicle was not provided) may be reimbursed in addition to the reimbursement of conveyance expenses under this Scheme.
Ø The term ‘Year’ connotes ‘Financial Year’ i.e. from April to March.
Ø It may be clarified that as per the external legal opinion obtained, at present, the management is not under statutory obligation under Income Tax Act to call/collect the supporting evidence in the form of bills/receipts etc. and/or the details of the expenditure incurred by the eligible officers towards conveyance expenses in discharge of their official duties. It is, therefore, clarified that the management will reimburse the expenses to the eligible Award Staff under the said Scheme, solely relying on the declaration of the individual Award Staff without calling/asking for the bills/receipts/details, etc. The eligible Award Staff are however, advised in their own interest, to maintain a proper record of the official visits with themselves.
3. While approving above Scheme, the Board observed/instructed as under –
“It is advised that Award Staff should also be used for recovery in written off accounts and their contribution to be at least Rs.20.00 crore and Bank’s Petty Cash expenses should come down effectively once this Scheme is introduced. It is further observed that Award Staff should take extra efforts to improve productivity”.
All Field General Managers/Zonal Managers/Senior Regional Managers/Regional Managers and also the Award Staff and its organizations are therefore exhorted to take note of the above observations/ instructions of Board of Directors for strict compliance.
4. The above decision of the management in introducing a Scheme for reimbursement of conveyance expenses (on declaration basis) incurred by the eligible Award Staff (who have completed minimum 10 years of service) in discharge of their official duties is yet another HR initiative reflecting its concern on the employee well being and its resolve to enhance the participation levels of Award Staff in the mainstream of business activities through the above approach. It is, therefore, expected that Award Staff should in turn reciprocate positively by truly translating the above good gesture of the management into business approach by way of mobilizing low-cost deposits, augmenting loan recovery/follow up of NPA accounts, Recovery in written off accounts, arrears of locker rent, Mobilizing of third party products etc., thereby channelizing their efforts towards the mainstream of focused business activities. Such a reciprocal act on the part of the eligible Award Staff, will make the above proactive HR initiative of the Management, more purposeful.
5. All branches/offices are advised to take note of the above decision of the management for compliance and bring the contents of this circular to the notice of all eligible Award Staff under their jurisdiction, besides displaying a copy of the same on the staff notice board, for information.
RAJKIRAN RAI G.
GENERAL MANGER (HRD)
Encl : Annexure.
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