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SOUTH EAST CENTRAL RAILWAY Headquarters Office Personnel Department Bilaspur(CG),495 004 dated 28.12.

2006 Estt Rule No 250/2006 To All concerned Subject:- Leasing/hiring of private houses for residential use of railway officers/staff- Master Circular. A copy of Railway Boards Letter No. 2005/LMB/12/Master Circular dated 05.05.2006 Unique No. RB/L&A/063/2006 is published for information, guidance and necessary action. Board's letter No. 2003/LMB/12/02 dated 13.12.05 & No. 2003/LMB/12/20 dt. 30.12.03 were published as CPO/BSP Estt Rule Nos. 05/2006 & 153/04 respectively. Encl: As above(4 pages). Hindi version will follow). (T Lakra) Sr.Personnel Officer(RRT) For Chief Personnel Officer Copy of Railway Boards Letter No. 2005/LMB/12/Master Circular dated 05.05.2006 Unique No. RB/L&A/063/2006addressed to the General Manager/SECR Subject:- Leasing/hiring of private houses for residential use of railway officers/staff- Master Circular. Under Para 1917 of the Engineering Code (1999 Edition), hiring by the administration, of a private building, for use as a residence by a Gazetted officer, requires prior sanction of the Railway Board, Various instructions/clarifications on the subject have been issued from time to time, and there is need to consolidate the same for convenience. Accordingly, in supersession of all previous orders on the subject, instructions contained hereinafter may be followed:Subject Policy guidelines for hiring/leasing of private accommodation for residential use of Railways officers. Text 1. Period of lease1.1 The period of lease must be for at least three years. The intention of the aforesaid provision is that the rents for houses once leased should not be increased at least for a period of three years. 1.2 Extension of lease beyond the period of three years on same terms and conditions may, however, be considered for shorter periods also, if necessary. 1.3 Lease agreement may provide for termination of lease by administration on a stipulated notice. This is to cover the cases of transfer etc. of officers when the houses may be no longer required. 1.4 The actual clauses to be provided in the agreement may, however, be decided in consultation with the Law Officer keeping the Railway's interest protected within the broad frame work of these instructions. 2. Ceiling limit of rent 2.1 Following ceiling limits would be applicable for various grades of officers posted on new zones, viz. East Central Railway, East Coast Railway, North Central Railway, North Western Railway Southeast Central Railway, South Western Railway and West Central Raillway, depending upon the places. (Figures in Rs./month) Grades/Designation Of officers Member/RCT SAG & above JAG & SG Sr./Jr. Scale & Gr.B officers A-I class cities 9450 8775 7425 6750 A class cities 8100 7425 6750 6075 B-I class cities 7425 6750 6075 5400 B-II class cities 6750 6075 5400 4725 C class cities 5400 4725 4050 3375 Authority Boards letter No. 1992/LMB/ 22/1 dated 08.05.1992

No.P-HQ/Ruling/Quarters/38/43

2.2 Following ceiling limits would be applicable for various grades of officers posted on Railways other than the above, depending upon the places. (Figures in Rs./month) Grades/Designation Of officers Member/RCT SAG & above JAG & SG Sr./Jr. Scale & Gr.B officers A-I class cities 7000 6500 5500 5000 A class cities 6000 5500 5000 4500 B-I class cities 5500 5000 4500 4000 B-II class cities 5000 4500 4000 3500 C class cities 4000 3500 3000 2500

Boards letter No. 1997/LMB/ 12/18 dated 26.07.1999

2.3 The above ceilings are the uppermost limits within which the actual rentals should be fixed by the Railways in consultation with their Finance. 2.4 Excess over the ceiling limit, if any shall be borne by the Officers (for whom the houses are taken on lease) and recovered from their, salary, in addition to the prescribed 2.5% of revised basic pay of the officer subject to the ceiling limits laid vide Boards letter no. F(X)I-95/11/2 dt. 9.9.98. 3. Payment of advance rent 3.1 In no case, any brokerage will be payable by the Railways. 3.2 Payment of advance rent should be discouraged. 3.3 However, if payment of advance rent becomes inescapable, it should be limited upto maximum of three months rent subject to adjustment before last three months of expiry of the leasing period, with concurrence of FA&CAO and approval of General Manager. 4. General guidelines4.1 Approval to the proposals for leasing of accommodation for any new location for the first time would be issued from the Board on proposals being received from the Railways duly vetted by their Finance. Please also see Para 10 below. 4.2 The proposals formulated by Railways should invariably indicate the following and the jurisdiction for the same: (a) The actual number of houses to be taken on lease at a particular station. (b) The quantum of House rent Allowance payable to different categories of officers at the station in question vis--vis rent proposed. (c) Actual rentals to be paid, keeping in view the provisions of para 2.2 under Ceiling limits of rent above, local factors and the relative importance of the locations. 5. Number of houses to be leased5.1 Number of houses to be leased should be limited to the barest minimum at the Zonal/lDivisional Headquarters. Proposals for these stations should clearly indicate the following in addition to that given in Para 4.2 of General guidelines above. (a) Total number of residences available for officers. (b) Number of units under construction (specifying as to when they would be completed and available for allotment. (c) Total number 'of officers requiring such accommodation in each category; and (d) The shortfall indicating how this has been met in the immediate past. 6. Once such a proposal is approved by the Board as regards number of houses being leased at a specific ceiling in a particular place, the Railway may continue to hire houses at such stations provided that the ceiling, in respect of number of houses and rent, as approved by the Board for these places, are not exceeded. While sanctioning such a hiring, the Railway will critically examine the proposal in consultation with their local Finance so as to ensure that need for such hiring still exists. Boards letter No. 1992/LMB/ 22/1 dated 08.05.1992

Limit for extension of leased houses.

7. Issue of extension of leased private houses by the Zonal Railways was reviewed and it was decided that in cases where extension of private leased house is required beyond six years (entire period of leasing), prior permission of the Board must be obtained. 8. The matter has been considered and it has been decided that it should not be permitted. For this purpose, the family has the same meaning as defined in the Railway Servants (Pass) Rules and also includes father/step father and mother/step mother.

Boards letter No. 2003/LMB/ 12/20 dated 30.12.2003. Boards letter No. 1996/LMB/ 12/10 dated 09.09.1996

Leasing of private houses owned by railway servants and/or members of their family. Hiring of private houses for the use of non-gazatted railway servants. Prior approval of Board for leasing private houses for railway fficers. Members of Railway claims Tribunals & Railway Rates Tribunals. Retention of leased/hired accommodation on transfer /retirement/dep utation/death, etc.

9. In respect of non-gazetted railway servants, General Managers are empowered to hire such accommodation in terms of Para 1917 of the Engineering Code(1999 Edition).

Boards letter No. 1996/LMB/ 12/10 dated 09.09.1996 Boards letter No. 1997/LMB/ 12/23 dated 10/17.07.19 98. Boards letter No. 2001/LMB/ 10/21 dated 15.05.2002. Boards letter No. 1998/LMB/ 12/18 dated 09.12.1998

10. It is clarified that prior approval/sanction of the Board's office is needed before restoring to hiring/leasing of private accommodation for residential use of gazetted officers at new locations for the first time and not for cases where sanction already exists.

11. Members of Railway Claims Tribunals (RCT) and Railway Rates Tribunals (RRT) are entitled to railway accommodation of Type V or Type-IV (Spl) and this can be allotted to them. If railway accommodation is not available, leased accommodation may be arranged for them.

12. In order to deal with exigencies of transfer, deputation retirement, death, etc., the following instructions may be followed for the purpose of retention of hired/leased private accommodation for the use of railway officers: 12.1 Transfer (permanent) - Retention of leased accommodation may be allowed for a period of 2 (two) months on payment of normal license fee plus additional 2 (two) months on payment of double the license fee. 12.2 Transfer(Temporary)- Retention of leased accommodation may allowed for full period as per Railway Rules on payment of normal license fee. 12.3 Deputation(Abroad)- Retention of leased accommodation may be allowed for a period of 2 (two) months on payment of normal license fee. 12.4 On Training - Retention of leased accommodation may be allowed for full period of training on payment of normal license fee, subject to a maximum of 12 (twelve) months. 12.5 Medical/Maternity/Paternity leave - Retention of leased accommodation may be allowed for full period on payment of normal license fee. 12.6 Death - Retention of leased accommodation may be allowed for a period of 6 (six) months or till end of education session of the children of the deceased officer whichever is earlier on payment of normal license fee. 12.7 Retirement - Retention of leased accommodation may be allowed for a period of 4 (four) months on payment of normal license fee. No further retention of leased/hired accommodation beyond above permissible limit may be allowed. The option of extending the period by another 4 (four) months at double the

RBs letter No.2001/L MB/12/21 dt.28.02.02

normal license fee should not be extended in such cases. Extension of retention of leased accommodation by railway officers. Powers of the General Managers of Zonal railways to hire/lease private houses for residential use of railway officers of new & old Railway Zones. Powers of the General Managers of Zonal railways to hire/lease private houses for residential use of railway officers of newly created Divisions. 13. No further retention of leased accommodation may be allowed beyond the permissible periods on payment of normal license fee in cases of transfers (temporary and permanent),deputation (abroad) training, rnedical/maternity/paternity leave and death cases. For retention of the 1eased accommodation beyond permissible limits, over retention may be treated as unauthorized and double the charges being paid by the railway to the land lord may be recovered from the railway officers. 14. In relaxation of provisions contained in Para 1917- of Engineering Code, General Managers of the New Zones are authorized to hire/lease 50 (fifty) or such higher number in certain cases of private houses and General Managers of the old Zones are authorized to hire/lease 25 (twenty five) private house for residential use of railway officers, subject to usual terms and conditions. 14.1 Justification for leasing in each case would be looked into by the FA&CAO before approval is accorded by the General Manager. 14.2 For leasing/hiring residential accommodation for railway officers in excess of the above limits, prior approval of the Board may be obtained as required vide para 1917Engineering Code. 15. In relaxation of provisions contained in para 1917 of Engineering Code, General Managers of the Railway concerned are authorized to hire/lease 15 (fifteen) number of private houses for residential use of railway officers of newly created Divisions, subject to usual terms and conditions. 15.1 Justification for leasing in each case would be looked into by the FA&CAO before approval is accorded by the General Manager. 15.2 For leasing/hiring residential accommodation for railway officers in excess of the above limits, prior approval of the Board may be obtained as required vide Para 1917 of Engineering Code. Railway Boards letter No. 1998/LMB/ 12/18 dated 09.12.1998. Boards letter No.2001/L MB/12/16 dated 31.07.2002 and 2001/LMB/ 12/16(Pt) dt. 01.08.2003. Boards letter No. 2003/ MB / 12/01 dated 28.02.2003.

This issues in consultation with the Finance Directorate of the Ministry of Railways. Sd/-(R. Jindal) Dy. Director, Land & Amenities Railway Board .