SPONGE IRON INDIA LIMITED
LEAVE TRAVEL CONCESSION RULES
1.0 Leave Travel Concession (LTC) under these rules shall be admissible to such of the employees who are entitled to regular leave and the members of their families to the extent and subject to the conditions hereinafter provided.
a) Reimbursement of actual cost of travel by the entitled class from the headquarters to home town and back once in block of 2 calender years.
b) Reimbursement of actual cost of travel by the entitled class from the headquarters to any place in India and back once in a block of four calender years in lieu of any one of the two concessions available in a block of four calender years.
1.1 For availing LTC, eligible employees should apply for the same in the prescribed proforma as given at Annexure-I.
1.2 The term once in a block of two calender years in para 1.0(a) above should be taken to mean once in each block of two calender years starting from the years 1979. Thus the concession on the first occasion is admissible during the block of two consecutive years 1979 and 1980. The concession on subsequent occasions will be admissible at any time during the calender years 1981, 1982, 1983 and 1984, 1985-86, 1987-88, 1989-90, 1991-92, 1993-94 and so on.
1.2.1 Employees and their families who are unable to avail of the concession in any block of two years may be permitted to avail the same before the end of the following calender year, without any change in the succeeding block period.
1.3 The term “HOME” referred to above shall be the permanent home town or village as entered in the service book or other appropriate record of the employees or such other place as has been declared by him, duly supported by reasons (such as ownership of immovable property. Permanent residence of near relatives, for example parents, brothers, etc.) as the place where he would normally reside but for his absence from such a station for service in the company. Persons displaced from territories now part of Pakistan, or those who have recently acquired an Indian domicile, or those who have not so far declared their homes for any purpose in correspondence with the company, for example service records, applications for house building, advance from provident fund etc., should now make a formal declaration to the authority who has been declared to be the Controlling Officer for purposes of traveling allowance claims, within three months from the date of these rules coming into force, or on a date prior to the availing of the concession, which is earlier.
1.3.1 An employee who had, before the introduction of the leave travel concession already declared his home town or native place in India for some purpose, the same having been duly entered in his service book or in any other official record, need not make a fresh declaration for the purpose of the travel concession unless a change thereto is desired by him.
1.3.2 Persons who enter service in future should make such a declaration before the expiry of three months from the date of joining service.
1.3.3 The declaration will be subject, in each case, to the acceptance of the Controlling Officer who shall satisfy himself about the correctness thereof after calling for such evidence as he may consider necessary.
1.4 The following criteria may be applied to determine whether an employee’s declaration may be accepted or not.
1.4.1 Whether the place declared by the employee is the one which requires his physical presence at intervals for discharging various domestic and social obligations and if so, whether the employee after his entry into service, has been visiting that place frequently.
1.4.2 Whether the employee owns residential property in that place or whether he is a member of the joint family having such a property there (where an employee or the family of which he is a member owns residential or rented property in more than one place, it is left to the employee to make choice, giving reasons for the same provided that the decision of the Controlling Officer, whether or not to accept such a place as the home town of the employee shall be final).
1.4.3 Whether his near relatives are resident more or less permanently in that place.
1.4.4 Whether prior to his entry into the company’s service the employee had been living there for some years (the above criteria need be applied, one after another, only in cases where the immediately preceding criterion is not satisfied).
1.5 In the case of subordinate staff the declaration will be kept in the service book or other appropriate service record of the employee. In the case of officers, the Controlling Officer shall forward the declaration after due verification to the Personnel Department who shall keep it with the officer’s record of service.
1.6 A declaration of “HOME” once made shall ordinarily be treated as final, but in exceptional circumstances the Head of the Department or Office, or if the employee himself is the Head of the Department or Office, the Managing Director or the Committee of Management as the case may be, may authorize a change in such a declaration, provided that such a change shall not be made more than once during the service of an employee.
1.7 (a) Family for the purpose of L.T.C.
(i) to visit home town shall include the employee his/her spouse dependent children and parents who are dependent on and staying with the employee.
(ii) to visit any place in India shall include the employee his/her spouse and dependent children only.
(b) In cases where the wife of an employee is also employed in the company the concession will be admissible to husband or the wife and not both.
1.8 The family need not necessarily accompany the employee but may proceed ahead or follow him/her during the same calender year. For the purpose of deciding the number of concessions the qualifying journeys made by an employee and his/her family will be taken as one.
1.8.1 An employee and his/her family members may travel either independently or together as may be convenient to them. The claim for reimbursement in respect of the journey of the one need depend on the journey performed by the other. The family members will therefore, be entitled to the concessions irrespective of the fact that the employee may or may not proceed on regular leave but the return journey be completed within six months from the date of commencement of the outward journey and the concession will be counted against the block in which the outward journey commenced. The members of the family of an employee, other than those who accompany the employee himself should travel together as one group. When they travel in different groups at different times, reimbursement will be admissible only in respect of one such group as the employee may choose.
1.9 Leave travel concession will be admissible to the members of an employee’s family with reference to the facts existing at the time of the outward and the return journeys independently. The following types of cases are given by illustration:
1.9.1 Entitled to reimbursement in respect of outward journey only.’
(i) A dependent son/daughter getting employment or getting married after going to the home town or remaining there for prosecution of studies.
(ii) The family having performed the journey to home town have no intention of completing the return journey from home town provided the employee foregoes in writing the concession in respect of the return journey if performed by the family members subsequently.
1.9.2 Entitled to reimbursement in respect of return journey only.
(i) A new married wife coming from the home town to head quarters station, or a wife who has been living long time at home town and did not avail herself of the leave travel concession in respect of the outward journey.
(ii) A dependent son/daughter, returning with parents or coming along from home town where he/she has been prosecuting studies or living with grandparents etc.
(iii) A child who was previously below three/twelve years of age but has completed three/twelve years of age only at the time of return journey.
(iv) A child legally adapted by the employee while staying in the home town.
(v) Such of the family members as are availing L.T.C. at the time of death of the employee.
1.10 The concession is not admissible to an employee who has not completed one year of continuous service under the company on the date of journey performed by him or his family as the case may be. The condition of one year’s service is applicable equally to regular employees and probationers as well as to temporary and officiating employees.
1.11
1.11.1 The concession will be admissible only the case of journeys performed by an employee during regular leave including medical leave, leave on average pay/earned leave, on half average pay/half pay leave or extra-ordinary leave or casual leave and not in the case of journeys performed during special leave if any granted. It is also admissible for journeys during Maternity Leave. The period of leave taken should not be less than 7 days.
NOTE: For the purpose of this rule, intervening holidays are not to be treated as leave. However, if any employee foregoes the benefit of not counting the intervening holidays as leave, this can be allowed.
1.11.2 If the leave applied for by an employee is refused in writing by the sanctioning authority in the interest of the company’s service, and if it is also certified by that authority that leave can not be granted at any time during that calender year, the concession may be granted in respect of the family of the employees during that year. In that case the concession will be deemed to have lapsed for that occasion so far as the employee is concerned.
1.11.3 The concession will also be admissible to employees proceeding on leave just before attaining the age of superannuation, the company’s assistance on the usual scale being limited to fares for the employees and his family for the outward journey only. The concession will not however, be admissible to an employee who proceeds on regular leave and then resigns his post without returning to duty.
1.12 In the event of the return journey falling in the succeeding calender year, the concession should be counted against the year in which the outward journey commenced.
1.13 The concession is admissible for journeys within India by the entitled class. In case of places not connected by rail, the journey should be performed by the shortest route/steamer/road service. The extent of assistance in such cases would be actual expenses limited to what would have been admissible had the journey been performed by entitled class. In respect of the travel between the place which are not connected by regular transport service, as mentioned above, the reimbursement shall be limited to road mileage as per entitlement under the TA rules of the company or the actual expenses, whichever is less.
1.14 If the employee or his family travel in a lower class than entitled to, the LTC will be admissible and limited to the lower class only. However, if travel is undertaken by higher class, the LTC shall be limited by the entitled class.
“Further if an employee or a member of his family travels by road or by steamer or by a vehicle owned by him the extent of admissible LTC would be limited to what would have been admissible had he traveled by entitled class or the actual expenses whichever is less”.
1.14.1 There is no objection to an employee (or his family member) normally entitled to travel by first class of railway accommodation traveling by II class and availing of the sleeper accommodation in which case the actual fail fares would be reimbursed.
1.14.2 There is no objection to employees normally entitled to first class (by rail) traveling by Air while availing themselves of the LTC in which also the Company’s liability would be limited to reimbursing the actual first class fare by rail.
1.14.3 There is also no objection to employees or his family members availing of any concessional return journey tickets announced by the railways (e.g. sessional concession, students concession, etc.) in connection with the LTC. In such cases the actual amounts are reimbursable.
1.15 The company’s liability for the cost of railway fare between the employee’s Headquarters and his “Home” shall be limited to the share of fare by the shortest route.
1.15.1 An employee or his family members may travel by any route or halt any where on way to or from the home town, but the company’s assistance shall be limited to their share of the fare by the shortest route calculated on a through ticket basis.
1.15.2 For places which are not themselves connected with rail but which are connected with the railway system by road or by steamer if the road transport or steamer service is not owned by railway, the concession will be admissible for the journey by rail as well as the portion of the journey by road or steamer. In the latter case the extent of assistance will be limited to what would have been admissible had he traveled by rail in the authorized class or the actual expenses, whichever is less.
1.16 The employees before undertaking journeys for which assistance as claimed under the scheme should inform their controlling officers. They should produce proof of their having actually performed the journeys like serial number of rail/bus tickets, cash receipts or such other proof as may be required by the company.
1.17 Where an employee and his family performed journeys separately, there is no objection to his presenting separate claims. In such a case however, the claim should be for both the outward and inward journeys.
1.18 Central Government employees on foreign service with the company will also be eligible for the LTC provided that its admissibility has been incorporated in the orders placing the employees on foreign service with the company. The cost of the concession in all such cases will be met by the company.
1.19 A record of all assistance granted shall be suitably maintained. In the case of officers, the record shall be maintained by the Chief Accounts Officer. In the case of sub-ordinate staff, the record should be in the form of entries in the service book or other appropriate service record and should indicate the date or dates on which the journey or journeys to the home town commenced. The Administration Department shall ensure that on every occasion on which the employee proceeds on leave, which is entered in the record. The fact whether or not be availed of the travel concession under these orders, is indicated.
1.20 “Employees eligible for All India LTC may encash the said concession for themselves and their eligible family members once in a block of four years instead of performing the journey. Encashment in such cases shall be restricted to 75% fare of 4 full tickets for a distance of 1500 km each way by the entitled class by rail limited to first class. Family for this purpose will be limited to the employee; his her spouse and children only. Application for All India LTC encashment should be made by eligible employees as per prescribed proforma at Annexure-II.
1.21 The above rules will not apply to employees who are :
(i) not in the whole time employment of the company.
(ii) paid from contingencies.
(iii) entitled to railway passes as a personal concession extended to them.
1.22 An employee shall declare his/her home town as per proforma vide Annexure-III, and LTC to the employee shall be admitted on the basis of such declaration. Thereafter the employee shall promptly inform personnel department through the Departmental Head any subsequent addition/deletion to the employee’s family with necessary details as and when the occasion arises.
1.23 An employee shall be reimbursed the actual expenditure incurred by him/her on visiting hometown on submission and declaration as per proforma given at Annexure-IV provided the home town is located at a distance not exceeding 750 kms. and the journey is performed by the shortest route in the entitled class.
1.24 If the home town is located beyond 750 kms an employee can be reimbursed the actual expenditure incurred by him/her on travel by the entitled class on submission of declaration as per proforma given at Annexure-V.
1.25 Entitled class for purpose of these rules shall be the class specified in the TA rules of the company, except that the facility to travel by Air/I ACC class by train (including Rajdhani Express), highest class by Steamer, on LTC would be limited to executives in the rank of Dy. General Manager (Grade E-7) and above, and that no personal car/taxi or any private transport shall be used by any employee in availing LTC concession.
1.26 Non-observance of any of the basic conditions of entitlement of Leave Travel Concession on the part of any employee will render him/her ineligible for the concession. Any misstatement of facts with a view to securing any benefits under these rules will render the employee liable for disciplinary action.
2.1 An advance limited to 80% of the admissible amount for journey under these rules may be given to the regular employees.
2.2 The advance may be drawn both for the outward and the return journeys provided the period of leave taken by the employee or the anticipated period of absence of the members of family, does not exceed three months or ninety days. Otherwise the advance may be drawn for the outward journey only. If after drawing the advance for journeys both ways it becomes clear that the absence of the employee or his family members if likely to exceed 3 months or 90 days, one half of the advance should be refunded to the company forthwith.
2.3 Where the employee and his family avail themselves of the LTC separately, the advance may be drawn separately.
2.4 The advance will have to be refunded forthwith if the outward journey is not commenced within 15 days of the grant of advance.
2.5 The advance should be adjusted in full on completion of the journey in the same way as an advance for a journey on tour.
2.6 The Head of the Department will be the authority for sanction of advance of traveling allowance.
3.1 The following Certificates should be given by the Administrative Officer.
3.1.1 Certified that _______________________________________ has rendered continuous service for one year or more on the date of commencing the outward journey.
3.1.2 Certified that necessary entries as required under para 4 have been made in the Service Book or Service Register of ___________________.
3.2 The following Certificates should be furnished by the employee:
3.2.1 Certified that I have not submitted any claim so far for LTC in respect of myself or my family members in respect of the block of two years ____________.
3.2.2 Certified that I have already drawn TA for the LTC in respect of the journey performed by me/my wife with _________ children. This claim in respect of the journey performed by my wife/myself with children none of whom traveled with the party on the earlier occasions.
3.2.3 Certified that the journey has been performed by me/my wife with children to the declared home town namely ___________________ and the concession has not been availed of by him/her separately for myself/himself/herself or for any of the family members for the concerned block of two years.
3.2.4 Certified that my husband / wife is not employed in SIIL.
3.2.5 Certified that the journey was performed by me during regular leave of not less than 7 days.
3.2.6 Certified that I am or my family have actually performed the journeys and traveled by the class of accommodation not lower than that for which the reimbursement of fare is claimed.
(SIGNATURE)
SPONGE IRON INDIA LIMITED
APPLICATION FOR LEAVE TRAVEL CONCESSION
I have applied for _________ days of ____________ leave from ____________ to ______________. If sanctioned, I would be proceeding to _____________________ (Home Town/anywhere in India) and would like to avail of the Leave Travel Concession for the Block Year _________________.
2. Certified that I have not submitted any claim so far for Leave Travel Concession in respect of myself or my family members in respect of the block of two years mentioned above.
3. Also certified that my wife/husband is not employed in Sponge Iron India Limited.
Date : Signature of the Applicant
Place : Name :
Scale of Pay : Designation :
Basic Pay : Emp. No.
Personal Pay :
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SIGNATURE OF THE APPLICANT
NOTE: Please attach leave application along with this application while applying for LTC.
Place :
Date :
The Manager (Pers. & Admn.),
Sponge Iron India Limited,
SIIL CAMPUS – 507 154.
/THROUGH PROPER CHANNEL/
Sir,
I propose to encash All India LTC admissible to me in the block of 4 years i.e., from ___________________ to _______________________.
2. I propose to encash All India LTC for distance of ________ kms. or distance limited to 1500 kms. on each way by shortest route in respect of the following eligible family members :
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3. Since the family members eligible for the above concession are more than 4, the encashment is requested for 4 tickets only as per rules. The necessary payment may please be made.
Yours faithfully,
Signature :
Name :
Designation :
Emp. No.
1. The employee has/has not availed All India LTC in the block of 4 years from _____________ to ____________.
2. The details of family members furnished by him/her are/are not correct as per Personnel Department records.
3. The employee has not already availed encashment against All India Concession for ___________ tickets.
4. Accordingly payment of train fare by _________ class upto _________ kms. on each way for ________ tickets is recommended.
Personnel Department
I, __________________________________________ Emp. No. __________ Department ________________________ hereby declare particulars regarding members of my family and home town as given below :
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Whether residing with or solely dependent |
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2. Home Town :
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Name of State |
Name of Town |
Name of nearest Railway Station |
Approx. distance in kms. from Head quarters to home town |
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Contd…2.
Reasons for declaring Home Town :
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( ) |
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(i) Whether the place declared is the one which requires his/her physical presence at intervals for discharging various domestic and social obligations and if so, whether the employee has been visiting that place frequently after entry into Company’s service. |
(ii) Whether the employee owns residential / landed property in that place or whether he / she is a member of a joint family having such property there. (whether an employee or the family of which he / she is a member owns residential / landed property in more than one place the employee may choose one of such places as his / her home town giving reasons for the same). |
(iii) Whether employee’s near relations are permanent residents in that place. |
(iv) Whether prior to his / her entry into service he/she, had been living there for some years. |
N.B.: Please indicate reasons by marks ( _/ ) in the appropriate brackets above the reasons which are applicable in your case.
Station : Signature of Employee
Signature of Controlling Officer
Forwarded in duplicate to Personnel Manager to check and comment with reference to details in the Personnel Department records.
Signature of the Personnel Manager
Contd…3.
Checked and found correct. Copy is sent to Finance.
Personnel Department
Finance Department:
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Self |
Family |
Jr. Mngr.’s initial |
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I hereby declare that I and/or my family members, as mentioned below have performed journey to my hometown, namely ________________________ against the LTC admissible for the block year __________________ and have incurred an amount of Rs. _____________ towards train/bus fare by the entitled class.
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Signature :
Name :
Designation :
Emp. No.
Witness of Co-employee:
Signature :
Name :
Designation :
Emp. No.
I hereby declare that I and/or my family members, as mentioned below have performed journey to my hometown, namely ________________________ against the LTC admissible for the block year __________________ and have incurred an amount of Rs. _____________ towards train/bus fare by the entitled class.
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Age Years |
Fare Rs. |
Ticket Nos. |
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Signature :
Name :
Designation :
Emp. No.