Rule 288 of The General Financial Rules 2017 Service Book
Original Rule Text
Visual Summary
Head of Office verifies Service Books yearly.
Service Books maintained in duplicate, one for employee.
All Service Books to be digitized for easy reference.
Executive Summary
Rule 288 of The General Financial Rules, 2017, outlines the critical procedures for the maintenance and management of Service Books for government servants. It mandates annual verification by the Head of Office to ensure accurate service records. The rule also stipulates that Service Books must be maintained in duplicate, with one copy provided to the employee for safekeeping, and requires annual updates. Furthermore, it addresses the replacement cost for lost employee copies and emphasizes the digitization of all Service Books for enhanced accessibility and to mitigate loss-related issues.
In-Depth Analysis of the Rule
Introduction: Rule 288 is a cornerstone for transparent and accurate record-keeping within government service. It ensures that the career trajectory and service details of every government employee are meticulously documented and readily accessible, forming the basis for various administrative actions, including promotions, pensions, and other benefits.
Breakdown of the Rule:
- Rule 288 (1) – Annual Verification: Mandates that the Head of Office must annually verify the Service Books, ensuring that all service records are correctly maintained. A certificate of verification, specifying the period covered, must be recorded. This ensures ongoing accuracy and accountability.
- Rule 288 (2) – Duplicate Maintenance: Requires Service Books to be kept in duplicate. The first copy is retained by the Head of Office, while the second copy is given to the government servant for their safe custody. This provision enhances transparency and provides employees with their own record. Existing employees should receive their copy within six months of the rules’ effectiveness, and new appointees within one month of appointment.
- Rule 288 (3) – Annual Updation: Stipulates that employees must hand over their copy of the Service Book to the office each January for updation. The office is then required to update and return it within thirty days, ensuring records are current.
- Rule 288 (4) – Replacement of Lost Copy: Addresses the scenario of a lost employee copy, stating it can be replaced upon payment of Rs. 500/-, providing a clear procedure and cost for recovery.
- Rule 288 (5) – Digitization: Emphasizes the importance of digitizing all Service Books. This modern approach aims to facilitate easy reference, reduce physical storage issues, and mitigate problems associated with the loss of physical records.
Practical Example: Consider a government employee, Mr. Sharma, who has been working for 15 years. Every year, the Head of his Office verifies his Service Book, confirming his promotions, leave records, and training. In January, Mr. Sharma submits his personal copy for updation, which is returned within the stipulated 30 days. This ensures that his records are always current, reflecting his latest pay scale and service history. If Mr. Sharma were to lose his copy, he could obtain a replacement by paying Rs. 500/-. The ongoing digitization efforts mean that even if physical records are damaged, his service history remains secure and accessible.
Related Provisions
Understanding Rule 288 is enhanced by considering other related provisions within the General Financial Rules, 2017:
- Rule 286 of The General Financial Rules 2017 Transfer of Charge: This rule outlines the procedures for transferring charge between government servants, which often involves the handover of official records, including Service Books.
- Rule 287 of The General Financial Rules 2017 Date of Birth: This rule specifies the declaration and documentary evidence required for a government servant’s date of birth, a crucial detail recorded in the Service Book.
- Rule 289 of The General Financial Rules 2017 Retrospective Claim Due From Date of Sanction: This rule deals with retrospective claims, which often rely on accurate and updated service records as maintained in the Service Book.
Learning Aids
Mnemonics
- S.B. V.D.U.L.D.: Service Book, Verify Duplicate Update Lost Digitize.
Process Flowchart
Multiple Choice Questions (MCQs)
1. What is the primary purpose of annual verification of Service Books under Rule 288 of the General Financial Rules, 2017?
- A) To determine promotion eligibility.
- B) To ensure correct recording of government servant services.
- C) To calculate pension benefits.
- D) To update contact information.
Show Answer
Correct Answer: B) To ensure correct recording of government servant services.
2. According to Rule 288 (2) of the General Financial Rules, 2017, how many copies of a government servant’s Service Book must be maintained?
- A) One
- B) Two
- C) Three
- D) As many as required by the employee
Show Answer
Correct Answer: B) Two
3. When must new appointees receive their copy of the Service Book as per Rule 288 (2) (ii) of the General Financial Rules, 2017?
- A) Within six months of appointment.
- B) Within one month of appointment.
- C) Annually in January.
- D) Upon request.
Show Answer
Correct Answer: B) Within one month of appointment.
4. What is the stipulated timeframe for the office to update and return the Service Book to the government servant after receiving it for updation in January, according to Rule 288 (3) of the General Financial Rules, 2017?
- A) Within 7 days.
- B) Within 15 days.
- C) Within 30 days.
- D) Within 60 days.
Show Answer
Correct Answer: C) Within 30 days.
5. As per Rule 288 (4) of the General Financial Rules, 2017, what is the payment required to replace a lost employee’s copy of the Service Book?
- A) Rs. 100/-
- B) Rs. 250/-
- C) Rs. 500/-
- D) Rs. 1,000/-
Show Answer
Correct Answer: C) Rs. 500/-
Frequently Asked Questions
Why is annual verification of Service Books important under Rule 288 of the General Financial Rules, 2017?
Annual verification ensures that all entries related to a government servant’s service, such as promotions, leave, and training, are accurately recorded and up-to-date. This is crucial for administrative purposes, including salary, pension calculations, and career progression.
What should a government servant do if they lose their copy of the Service Book as per Rule 288 of the General Financial Rules, 2017?
If a government servant loses their copy of the Service Book, they can obtain a replacement by paying a sum of Rs. 500/- as per Rule 288 (4) of the General Financial Rules, 2017.
What is the significance of digitizing Service Books under Rule 288 (5) of the General Financial Rules, 2017?
Digitization of Service Books aims to provide easy reference, reduce the physical burden of record-keeping, and mitigate problems arising from the loss or damage of physical Service Books. It ensures greater accessibility and security of vital service records.
Key Takeaways
- Rule 288 mandates annual verification of Service Books by the Head of Office to ensure accurate service records.
- Service Books must be maintained in duplicate, with one copy provided to the government servant for their safekeeping.
- Employees are required to submit their Service Book copies annually in January for updation, with the office returning them within 30 days.
- A fee of Rs. 500/- is prescribed for replacing a lost employee’s copy of the Service Book.
- The rule emphasizes the digitization of all Service Books for improved accessibility and to prevent issues related to physical record loss.
Conclusion
Rule 288 of The General Financial Rules, 2017, establishes a robust framework for the meticulous management of Service Books, which are vital documents for every government servant. By mandating annual verification, duplicate maintenance, timely updates, and digitization, the rule ensures accuracy, transparency, and accessibility of service records. Adherence to these provisions is crucial for efficient administration, safeguarding employee interests, and maintaining the integrity of government personnel data.