TRANSFERS

By TEAM CARNATION
The Team CARNATION

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Content

What is a TRANSFER?
Benefits of Transfers
Objectives of Transfers
Annual Transfers
Transfers on Exigencies of Service
Transfers on Disciplinary Grounds
Mutual Transfers
Step towards Transfers implementation
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What is TRANSFER ?

Atransferis a change in the job of an employee without

a change in responsibilities or remuneration
Every Public Officer is subject to transfer
A Public Officer can be transferred only by
the Commission
an Authority with Delegated Power

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What are the Benefits of TRANSFER ?

Improve Employee Skills

Reduce Monotony and Boredom
Prepare Employee for challenging assignments in the
future
Improve Employee- Employer relationships
Improve Employee Satisfaction and Morale

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Objectives of TRANSFER

Fill a vacancy in an institution

Meet the administrative needs of an institution
Promote the efficiency and productivity of the institution
Meet the needs of a disciplinary process
Implement a disciplinary order
Provide the officer with an opportunity to gain experience in a
wider field
Provide the officer with an opportunity for professional
development and improvement of his skills
Provide relief from personal difficulties experienced by the officer
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4 Types of TRANSFERS

i. Transfers done annually

ii. Transfers done on exigencies of service
iii. Transfers done on disciplinary grounds
iv. Mutual transfers on requests made by officers

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ANNUAL TRANSFERS

Annual Transfer Committee

Principles and Procedures on Annual Transfers

Calling of Applications for Annual Transfers

Issuing the Notice on Proposed Annual Transfers

Annual Transfer Proposals Review Committee

Issuing Annual Transfer Orders

Implementation of Annual Transfer Orders

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ANNUAL TRANSFERS cont.

ANNUAL TRANSFER COMMITTEES

Director General (Delegated Authority) constitutes an
annual transfer committee before June 1st each year.
The authority with delegated power can be set up with in
ministry or ministry when officer number exceed 25 or in
special circumstance.

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ANNUAL TRANSFERS cont.

Composition of Annual Transfer Committee

Deputy head, in absence such post most senior assistant
head.
Senior officer in-charge in establishment matters
A representative in trade union (which has at least 15%
members of particular service)

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ANNUAL TRANSFERS cont.

The instances shall not be come under transfer

committee
Internal attachment in a government institution not
involving change in station.
Transfers on a disciplinary order or as required by a
disciplinary process.
Transfers on exigencies of service.
Mutual transfers on requests made by officers.

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ANNUAL TRANSFERS cont.

PRINCIPALS & PROCEDURES ON ANNUAL TRANSFERS

The transfer committee constitute the principal and
procedures relevant to the annual transfer with the
consultation of his ministry/dept.
The principal and procedure will made known when calling
applications for annual transfers.

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ANNUAL TRANSFERS cont.

The considerations on annual transfers by the committee

The period a Public Officer has served in a workstation.
Geographical location of work stations and the consequent facilities or difficulties.
Legitimate, supplementary financial and other benefits and privileges in work
station.
Personal matters related to a officer and the members of his family on which
some relief may be provided without prejudice to the needs of duty.
To prevent commission of irregularities by a public officer due to continuous
service in the same work station or perform the same duty for a prolonged period.
Providing an opportunity for a Public Officer to improve his knowledge and skills
in a wider field.
Need for the smooth functioning of the Ministry or Department.

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ANNUAL TRANSFERS cont.

CALLING OF APPLICATIONS
The Authority with Delegated power may before 30th of
June issue the notice calling for applications AND should be
submitted on or before 31st of July.
Should take steps to hand over the annual transfer
applications received before 10th of August.

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ANNUAL TRANSFERS cont.

ISSUING THE NOTICE ON PROPOSED ANNUAL TRANSFERS

The committee may submit its recommendations to the Authority
before the 31st of August and shall record the reasons for its
recommendations.
The Authority may take action to issue the notice on the
proposed annual transfers prior to 15th of September after the
recommendations of the committee.
The notice shall contain the last date on or before which any
representation should be made to the Authority with Delegated
Power by any Public Officer who is aggrieved by the proposed
transfer. Provided however, the maximum period for such
representation shall not exceed 14 days.
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ANNUAL TRANSFERS cont.

ANNUAL TRANSFER PROPOSALS REVIEW COMMITTEE

The Authority shall appoint an annual transfer proposals review committee
before 15th of September.
A public officer shall take steps (Under 209) to appoint three senior Public
Officers as members and to appoint the senior most Public Officer as the
Chairman.
The Review Committee may take steps to submit its written
recommendations to the Authority with Delegated Power on or before 15th of
October.
It shall be the responsibility of the annual transfer proposals review
committee to indicate in their report the reasons for its recommendations.
Annual transfer proposals review committee shall take into consideration the
principles and procedures on annual transfers prepared by the Authority.

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ANNUAL TRANSFERS cont.

ISSUING ANNUAL TRANSFER ORDERS

Requires consideration on the proposals of the annual
transfer committee and the recommendations of the
annual transfer proposals review committee.
Transfers may be made effective from 01st January and
shall be the responsibility of the Authority with Delegated
Power to issue the annual transfer orders at least two
months before the effective date.

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TRANSFERS ON EXIGENCIES OF SERVICE

REASONS
The services of an officer is no longer needed at his
present station.
An officer is needed for service in another station or that
particular officer himself is needed.
It is found, due to administrative reasons, that the
retention of an officer in his present station is not
suitable.

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TRANSFERS ON EXIGENCIES OF SERVICE
cont.

Before a Public Officer is transferred on exigencies of

service, the Authority with Authorized Power shall
personally satisfy himself/ herself,
Need has actually arisen as specified in above reasons.
The transfer cannot be deferred till the next annual transfers.

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TRANSFERS ON EXIGENCIES OF SERVICE
cont.

Depending on the nature of the need for services that has

arisen, the Appointing Authority may transfer an officer at
short notice.
The Appointing Authority shall record in the relevant file
clearly all the factors that caused the transfer of an
officer on exigencies of service. The Appointing Authority
shall convey the reasons to the officer concerned.

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TRANSFERS ON DISCIPLINARY GROUNDS

Without prior notice, the Appointing Authority may

transfer a Public Officer on disciplinary grounds for the
following three reasons:
Where a disciplinary order has been made with a transfer
as punishment consequent upon a formal disciplinary
inquiry held against the officer
Although the findings of a preliminary investigation do not
warrant the interdiction of the Public Officer, but require
that he should not be allowed to serve in his present
station
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TRANSFERS ON DISCIPLINARY GROUNDS
cont.

Where it is found on matters revealed either before the

beginning, or in the course of a investigation or on existing
circumstances that the retention of a Public Officer in his
post or station may obstruct the conduct of a preliminary
investigation

The Appointing Authority shall convey the reasons in

writing to the officer.

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MUTUAL TRANSFERS ON REQUEST

Things to be considered on Mutual Transfers

1) Service & Grade or Post of the respective officers.
2) Consent for the request by respective head of department
/Institution.
3) Officers Transferred on Disciplinary Grounds.
4) Service Period of present station.

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STEPS TOWARDS TRANSFERS
IMPLEMENTATION

I. Updated Personal File with the updated History Sheet;

II. Recommendation in respect of the period, from the date of the officers last
increment up to the date of implementation of the transfer, regarding the
payment of the officers next increment;
III. Performance Evaluation Report of the officer;
IV. Leave particulars of the officer;
V. Statement on Holiday Railway Warrants obtained by the officer;
VI. Salary particulars of the officer;
VII.Credit Balance Statement of the officer;
VIII.Report containing details of all foreign travel of the officer during his service;
IX. Report containing the details of all study courses, workshops and various
conferences attended by the officer;
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X. Other important documents relating to the officer.

REFERENCES

1. Establishment Code of Sri Lanka 2013,c. 3. Available at:

http://www.pubad.gov.lk/web/images/stories/ecode/ecode
(s).pdf (Accessed: 21 January 2017).
2. Procedural Rules 2009,c.18. Available at:
http://www.psc.gov.lk/web/images/pdf/english/2._Rules_R
egulations/2.1_Procedural_Rules/2_1_1_Procedural
%20Rules%20of%20the%20PSC.pdf (Accessed: 21
January 2017).

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THE END.
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