ds, for discharging functions

Chapter 4 (Manual 3)

Rules, Regulations, Instructions, Manual and Records, for Discharging Functions

4.1 Please provide list of rules, regulations, instructions, manual and records, held by public authority or under its control or used by its employees for discharging functions as per the following format. This format has to be filled for each type of document.

Name/tittle of The document Common Cadre Type of the document Service Rules

Choose one of the types given below. (Rules, Regulations, Instruction,

Manual, Records, Others)

Brief Write-up on the Document

These documents define the rules which govern the services of Common Cadre Employees of Milkfed.

From where one can get a copy of rules, regulations, Address: Instructions, manual and records SCO 153-55, Sec-34, Chd. Ph. No:-5041812-815 ____________________

Fax:5041856 ___________________

E-mail: [email protected] ___________________

Others: ___________________

Fee charged by the department for a copy of rules, : As per Manual 17 of this book. Regulations, instructions, manual and records (If any)

Common Cadre Rules are as under:- THE PUNJAB STATE COOPERATIVE MILK PRODUCERS FEDERATION SERVICE(COMMON CADRE ) RULES, 1980.

SHORT TITLE 1.1) These Rules shall be called the Punjab State Co-operative Milk Producers Federation Limited Service (Common Cadre) Rules, 1980.

1.2) These Rules shall come into force immediately.

DEFINITIONS; 1.3 In these rules, unless the context required otherwise:- a) 'Federation' means the Punjab State Cooperative Milk Producers Federation Limited. b) 'Board' means the Board of Directors of the Federation. c) Deleted. d) Appointing Authority means the Managing Director of the Federation. e) 'Chairman' means the Chairman of the Federation. f) 'Managing Director' means the Managing Director of the Federation. g) 'General Manager of Union' means the General Manager of a Cooperative Milk Producers Union, affiliated to the Federation. h) 'Government' means the Government of Punjab. i) 'Registrar' means the Registrar, Co-operative Societies, Punjab or his nominee, not below the rank of Joint Registrar, nominated by him in this behalf. j) 'Union'means a Co-operative Milk Producers Union affiliated to the Federation. k) 'Direct Recruitment' means the appointment made otherwise than by promotion from within the common cadre or by transfer on deputation. l) 'Equivalent Posts' means any two or more posts in the service carrying identical time scale. m) 'Family' means wife, dependent minor sons and dependent minor unmarried daughters. n) 'Salary' means monthly pay inclusive other allowances treated as pay.

1.4 AUTHORITY TO IMPLEMENT THESE RULES (a)These rules shall be administered by the Managing Director. (b)Deleted. (c)Deleted. (d)Deleted.

1.5 These rules shall apply to employees of Unions and Federation included in the Common Cadre as given in Annexure-I as amended from time to time with approval of the Registrar, Cooperative Societies.

1.6 CONTROL OVER THE EMPLOYEES ON COMMON CADRE All the employees covered in the categories given in the Annexure-I shall be deemed to be in the service of the Common Cadre subject to the conditions and provisions of the rules.

1.7 CATEGORIZATION,QUALIFICATION AND PAY STRUCTURE OF EMPLOYEES OF THE COMMON CADRE; The various categories covered by the Common Cadre and pay scales ,qualifications and experience of each of the categories of the posts shall be as specified in Annexure-I. Provided that the Board of Directors of the Federation may add or delete any post or category of posts or revise the scale of pay or fix the qualifications and experience contained in Annexure-I from time to time with the approval of the Registrar, Co-operative Societies, Punjab.

1.8 PAY OF EMPLOYEES IN COMMON CADRE Pay of employees of the Federation and Unions who are taken on the Common Cadre or deemed to be taken on Common Cadre under rule shall be fixed in the grade specified in Annexure-I according to the principles of pay fixation laid-down in the Punjab Civil Service Regulations Vol.I Part-I.

1.9 CREATION OF STAFF STRENGTH Strength of the staff in different categories in the Common Cadre shall be as in Annexure-IA, provided that Board shall be competent to enhance or reduce the strength of any such category from time to time with the approval of the Registrar, Cooperative Societies, Punjab.

1.10 SENIORITY Seniority of the employees who are taken into Common Cadre under the provisions of these rules shall be determined in a particular caegory on the basis of the their length of service on the post held at the time of enforcement of these rules provided that the employees working in higher grade just before the enforcement of these rules shall be deemed to be senior to the employee working in lower grade in the same category. The qualified length of service shall include the continuous officiating period of service on the posts in the category. Provided further that if the date of joining is the same in case of two or more employees against equivalent posts in the same category their seniority inter-se shall be determined according to the age, the elder being the senior and if in case of such employees the date of birth of any two or more employees is also the same then seniority shall be decided by the Managing Director. An appeal against this order shall lie to the Board of Directors within 30 days of the communication of the order.

1.11 FINANCIAL LIABILITIES OF THE FEDERATION AND THE UNIONS TOWARDS THE SERVICE: (a) The pay for the period of duty including all allowances shall be paid to the employees in Common Cadre by the Federation or by the Unions for which the duty is performed. (b) For the period of leave, the leave salary alongwith allowances shall be paid by the Federation. (c) The unions concerned shall pay to the Federation contribution in respect of leave salary inclusive of all allowances, provident fund and gratuity and bonus at the rates intimated from time to time by the competent authority. The Federation shall maintain leave salary contributions fund and gratuity contributions fund for the contributions received from the Unions and these funds shall be administered by the Managing Director. (d) On transfer of any employee from one Union to another Union or Federation to a Union or vice-versa the transfer travelling allowance and joining time pay shall be paid by the Unions or Federation, as the case may be to which the employee has been transferred. (e) During the period of any training to which an employee is deputed by the Federation, the pay, allowances, stipend, TA etc. shall be paid by the Federation. Such expenditure shall be reimbursed to the Federation and shall ultimately be borne by the Unions in which the employee served during 36 months subsequent to training and shall be borne proportionately by the Unions in proportion to the period served by employee with each Union. (f) In case of any doubt or dispute as to whether a particular period of duty relates to one Union or another and the Federation, the matter shall be decided by the Managing Director.

APPOINTMENT OF EMPLOYEES IN COMMON CADRE AND GENERAL CONDITIONS OF THEIR SERVICE.

2.1 APPOINTING AUTHORITY Authority to make appointments to different categories of posts in the Common Cadre shall vest in the Managing Director. Provided that the approval of RCS shall be obtained before the appointment of the officer of the rank of General Managers and above.

2.2 GENERAL CONDITIONS RELATING TO APPOINTMENTS The following general conditions shall apply to all appointments to the service:- a. Only Indian Nationals, displaced persons from Pakistan who have permanently migrated to India or subjects of Nepal, Sikkim or Bhutan shall be eligible for appointment to the service. b. No person shall be appointed to the service by direct recruitment if he is less than 21 years and more than 45 years of age on the date of selection subject to the condition that the Board may relax upper-age limit in the case of specialized and technical category of posts. c. No person shall be appointed unless he has been certified by an officer not below the rank of Asstt.Surgeon to be of sound constitution and medically fit to discharge his duties. d. No person shall be appointed to the service if he has previously been dismissed from the service of any Govt. Department or any other Institution in Public, Private or Co-operative Sector. e. No person shall be appointed to service if he is convicted of an offence involving dishonesty or moral turpitude. f. No person shall be posted in Federation/Union in which any of the Directors is related to him within the meanings of Rule (2K) of the Punjab Cooperative Societies Rules,1963. g. Qualification of Punjabi pass upto Matric standard shall be one of the prescribed qualifications for all the existing posts governed under these rules or which may be created later on. However, relaxation from this qualification can be considered in respect of higher level technical posts on merit basis with the approval of Registrar, Cooperative Societies, Punjab. Provided that where a person is appointed on compassionate grounds on priority basis under the instructions issued in this behalf, the person so appointed if does not possess required Punjabi qualification, will have to acquire knowledge of Punjabi language of Matriculation standard or will have to qualify a test conducted by the Language Wing of the Department of Education of Punjab Govt. within six months from the date of appointment.

2.3 NATURE OF APPOINTMENT (a) An appointment to the service may be of any one of the following types:-

Purely temporary. Temporary. Substantive. (b) A person appointed temporarily against a post may be made substantive, if found suitable by the appointing authority. The Appointing Authority shall have the right to decide whether a particular vacancy should be filled up by direct recruitment or by promotion or by transfer on deputation.

2.4 APPOINTMENT BY DIRECT RECRUITMENT (a) The minimum qualifications for direct recruitment for posts under a category shall be such as has been specified for that category in Annexure-I. However, the Appointing Authority may fix

any preferential qualification under a particular category of posts with the approval of the Registrar. (b) The Appointing Authority shall fix the order of merit while making selections and appointments to the posts shall be made according to the merit list. The interse seniority among the recruits shall also be fixed on the basis of the merit. (c) The reservation for the members of Scheduled Castes, Scheduled Tribes and Backward Classes in direct recruitment and promotion shall be in accordance with the Punjab Govt. policy as may be inforce from time to time.

2.5 APPOINTMENT BY PROMOTION Appointments by promotion to posts in a category shall be made from amongst eligible employees, working in lower category on the basis of merit cum seniority and record of service. Promotion shall be made as per Punjab Govt.instructions and parameters prescribed from time to time.

2.6 COMMENCEMENT OF SERVICE Service shall be deemed to commence from the working day on which an employee reports for duty. If he reports for duty in the afternoon, the service shall be deemed to commence from the following day.

2.7 PROBATION (a) A person appointed to a service shall remain on probation for a period of one year, if appointed by promotion or appointed through direct recruitment. Provided that an officiating appointment in a service shall be reckoned as a period spent on probation. (b) On the completion of the period of probation of a person, the Appointing Authority may,

1. If his work and conduct have, in its opinion, been satisfactory:- o Confirm such person from the date of his appointment if appointed against a

permanent vacancy or. o Confirm such person from the date from which a permanent vacancy exists,if

appointed against a temporary vacancy or o Declare that he has completed his probation satisfactorily, if there is no permanent

vacancy or 2. If his work or conduct has not been in its opinion, satisfactory:-

o Dispense with his services, if appointed by direct recruitment if appointed otherwise revert him to former post or deal with him in such other manner as the terms and conditions of his previous appointment may permit or

o Extend his period of probation and thereafter pass such orders as it could have passed on the expiry of the first period of probation. Provided that the total period of probation including extension, if any, shall not exceed two years, both in case of recruitment made direct or by promotion.

3. A person appointed by direct recruitment shall be entitled to the salary and other financial privileges attached to the post during the period of his probation.

2.8 MODE OF APPOINTMENT Appointment to the various posts shall be made as under:-

1. GENERAL MANAGER MILK UNION/PLANT o By direct recruitment. o By promotion among the Manager Production, Manager Quality Control,

Manager Engineering and Projects Manager Engineering, Manager Milk Proc., Team Leader with atleast five years experience.

o By transfer of a person on deputation from any department of Government or any Institution.

2. MANAGER (ENGG & PROJECTS)/MANAGER ENGINEERING o By direct recruitment. o By promotion among the Dy.Manager (Engg.) with atleast five years experience

and Graduation in Engineering. o By transfer of a person on deputation from any Department of Govt. or any

Institution. 3. MANAGER ANIMAL HEALTH/MANAGER ANIMAL BREEDING.

o By direct recruitment. o By promotion among Artificial Insemination Officers & Vety.Officers with

atleast five years experience. In case of Manager (Animal Breeding)/Veterinary Officer/Artificial Insemination Officer, must possess Post Graduation in Animal Breeding/Gynecology.

o By transfer of a person on deputation from any department of Government or any Institution.

4. DEPUTY MANAGER ENGINEERING o By direct recruitment. o By promotion from the post of Foreman, Elect.or Refrigeration or General. o By transfer of a person on deputation from any department of Government or any

Institution. 5. DEPUTY MANAGER (ADMN)/ ADMINISTRATIVE OFFICER

o By direct recruitment. o By transfer of a person on deputation from any department of Government or any

Institution. 6. MANAGER MILK PROCUREMENT/TEAM LEADER/MANAGER (EXTENSION

AND PROCUREMENT). o By direct recruitment. o By promotion among the Artificial Insemination. Officers/Veterinary

Officers/Fodder Development.Officer/Dy.Manager(Proc.) /Dairy Extension Officer with atleast five years experience.

o By transfer of a person on deputation from any department of Govt. or any Institution.

7. MANAGER ACCOUNTS o By direct recruitment. o By promotion from Deputy Manager (Accounts) with atleast five years

experience. o By transfer of a person on deputation from any Department of Govt. or any

Institution.

8. MANAGER TECHNOLOGY. o By direct recruitment. o By promotion among Deputy Manager (Production) with atleast five years

experience. o By transfer of a person on deputation from any Department of Govt. or any

Institution. 9. MANAGER PRODUCTION/QUALITY CONTROL

o By direct recruitment. o By promotion from among the Dy Managers(Prod.)/Quality Control with atleast

five years experience. o By transfer of a person on deputation from any department of Govt.or any

Institution. 10. DEPUTY MANAGER PRODUCTION/QUALITY CONTROL.

o By direct recruitment. o By promotion among the Asstt.Manager Production/ Quality Control/Manager

Chilling Centre with atleast three years experience. o By transfer of a person on deputation from any department of Govt.or any

Institution. 11. ARTIFICIAL INSEMINATION OFFICER / VETY.OFFICER/ FODDER

DEVELOPMENT OFFICER/ DAIRY TECHNOLOGISTS/DAIRY EXTENSION OFFICER/ DEPUTY MANAGER ACCOUNTS/DEPUTY MANAGER MARKETING/SECURITY OFFICER/ DEPUTY MANAGER PRODUCTION/DEPUTY MANAGER QUALITY CONTROL AND MANAGER CHILLING CENTRES.

o By direct recruitment. o By transfer of a person on deputation from any Department of Govt. or any

Institution. 12. The mode of direct recruitment applicable to a post shall be regulated as under :-

As & when any vacancy arises for the purpose of direct recruitment the vacancy shall be filled up :-

o Calling applications through the mode of limited circulation from the candidates eligible within the organisation. If the suitable and sufficient candidates are not available within the organization, then the applications from suitable candidates in the similarly substituted sister co-operative organizations should be called and in case suitable and sufficient number of candidates are not available in the similarly substituted sister organizations then the applications shall be called from other co-operative organizations in the State.

o If sufficient and suitable candidates do not become available by following the method in sub rule 2.8(a)(12) (i) above then the applications may be called from the open market.

o Technical posts such as Deputy Managers in the area of Production,Chilling Centre,Procurement,Quality Control, MIS,Purchase,Engineering and Veterinarians can be filled up through campus interview in renowned Institutions/ Colleges which may be recognized by the Milkfed with the approval of the BOD.Such incumbents will be appointed as Management Trainees for a period of two years and shall be given a consolidated salary as fixed by the Board from

time to time. Thereafter they shall be placed in regular pay scale, if found suitable and kept on probation as per rules.

2.9 POSTING AND TRANSFERS (a) The Managing Director shall be competent to post any employee in Federation or in any Union or transferany employee from one Union to another Union or Federation or vice-versa against any equivalent post or alongwith the post. (b) Employees excepting those taken on deputation from the Govt. or any other Institution when posted or transferred to in or in any Union shall not be entitled to claim any deputation allowance.

2.10 TRAINING AND EXAMINATION. The Managing Director may depute any employee of the service to undergo any course or courses of training.Provided that if any employee is deputed for training within country for a period exceeding six months or an employee is deputed for training for any period abroad, he shall execute a bond undertaking to serve the institution for atleast three years after the completion of such training, failing which the employee shall be liable to pay all such expenses which were incurred by the Federation or the Union towards his training.

2.11 SECURITY The members of the service shall furnish such security in favour of the Federation as may be decided by the Appointing Authority for the posts in accordance with the instructions issued by the Registrar.

2.12 TERMINATION OF SERVICE (a) The service of a person appointed in a purely temporarily manner as provided under Rule 2.3 (a) may be terminated at any time within a period of three months without any notice. (b) The service of a person appointed temporarily as provided under Rule 2.3 (a) may be terminated with one months notice. (c) The service of an employee may also be terminated on account of mis-conduct , dishonesty or moral turpitude established on record in accordance with the procedure laid-down in Annexure-II. Provided that the services of a person undergoing probation may be terminated without notice on account of unsatisfactory work. (d) "Misconduct shall also include sexual harassment of women in any form at work place by any male employee." For this purpose sexual harassment include such unwelcome sexually determined behaviour (whether directly or by implication) as:

Physical contact and advances; demand or request for sexual favours; sexually coloured remarks; showing pornography; any other unwelcome physical verbal or non verbal conduct of sexual nature.

2.13 RESIGNATION (i) No employee who has been in the service continuously for a period of three months, shall resign his post unless he has given thirty days previous notice or pay in lieu thereof or surrender the pay for the period for which the notice falls short. (ii) When an employee contravenes the provisions of claus: supra his unpaid wages for a period not exceeding thirty days shall be forfeited. (iii) Resignation may be accepted by the Appointing Authority with immediate effect or with effect from the date of expiry of the period of notice in which case an employee shall be paid salary in respect of actual period spent on duty in the service.

2.14 RETIREMENT (a) Every employee appointed to the service shall ordinarily retire on attaining the age of 58 years.(w.e.f.28.7.06) Provided that in the case of pendency of any criminal or disciplinary proceedings against any employee on the date of attaining the age of 58 years, such proceedings shall continue beyond the said date of superannuation and he or she shall be subject to the decision thereof. Provided that the disciplinary proceedings going on against an employee at the time of retirement shall be completed preferably within a period of six months from the date of retirement. Provided further that the disciplinary proceedings can be initiated even after the retirement of an employee on superannuation in respect of a cause of action which arose or an event which took place within a period of four years prior to the retirement of after the completion of the re-employment. (b) Notwithstanding anything contained in Clause (a) above, any employee may be required by the Appointing Authority or permitted at his own request to retire from the service on attaining the age of 50 years or after 20 years of service. (c) Notwithstanding anything in Clause (a) & (b) the Appointing Authority shall if it is of the opinion that it is in the interest of the Institution to do so, have the absolute right , by giving an employee prior notice in writing to retire that employee on the date on which he completes twenty years of service or attains 50 years of age or any date thereafter to be specified in the notice. Provided that the period of such notice shall not be less than three months. Provided further that where atleast three months notice is not given or notice for a period less than three months is given, the employee should be entitled to claim remuneration equivalent to the amount of his pay and allowances at the same rates at which he was drawing than immediately before the date of his retirement for a period of three months or for the period by which such notice falls short of three months as the case be.

2.15 DISCIPLINE AND APPEAL Notwithstanding anything contained in any other regulation and without prejudice to such action to which an employee becomes liable under any other law or regulation for the time being in force, the employee of the common cadre shall be governed by the Discipline, Punishment and Appeal Rules attached as Annexure-II.

FIXATION OF PAY, ALLOWANCES AND OTHER CONCESSIONS.

3. PAY

3.1 Except as provided otherwise in the Rules an employee appointed to a category shall draw the minimum in the scale fixed for the category in Annexure-I.

3.2 If an employee is promoted from a post in a lower category to a post in higher category, his initial salary in the higher post shall be fixed at the stage in the higher sce next above his pay in the lower scale.

3.3 (a) Annual Increment on first appointment or direct recruitment or on promotion shall be allowed after the concerned employee completes the probation period satisfactorily. (b) Subject to the provisions of Sub-clause (a) the annual increment in the pay scale shall accrue normally to an employee after he has completed one year's service at a stage in the pay scale unless it has been previously with-held for reasons of unsatisfactory work or conduct. The authority competent to withhold increment may withhold increment provisionally in case where any charges with regard to unsatisfactory work or conduct are under investigation.

3.4 The following period shall count for completing the period of one year for the purpose of grant of annual increment:- (i) Period of duty in the post. (ii) All periods of earned leave with full salary except sick leave on commuted salary. (iii)Period of officiating service in a higher post in the service, provided the employee would have worked on the lower post but for his officiating promotion to the higher post. (iv) Period of suspension only if this period has been treated as duty under Rule 2.16 supra.

3.5 DELETED.

3.6 The sanction of increment & pay scales under Assured Career Progression Scheme shall be considered and allowed by the Managing Director on the basis of reports called fromconcerned quarter regarding the work, conduct, additional qualifications acquired, necessary specialized training taken as may be prescribed by the Appointing Authority.

3.7 TRAVELLING ALLOWANCE "Travelling Allowance & Daily Allowance to the employee of the Common Cadre shall be admissible according to the Travelling & Daily Allowance Rules of the employees of the Federation. However, in case of certain categories of field staff, the Managing Director shall be competent to allow fixed TA in lieu of TA/DA as admissible under the TA/DA Rules of the Milkfed for the performance of duties within their respective area of operation keeping in view the nature of duties of such categories of employees with the approval of the Registrar, Co-operative Societies, Punjab 3.8 PROVIDENT FUND The employees shall be entitled to the benefits of Contributory Provident Fund as provided in employees Provident Fund Act,1952 and scheme framed thereunder.

3.9 BONUS The employees in the Common Cadre shall be entitled Bonus at the rate at which the Federation is required to pay under the Provisions of Bonus Act,1965 as modified from time to time. The Unions shall pay the amount of Bonus in respect of the employees working with them within the common cadre on the basis of bonus eligible to them according to the decision of the Board of

Directors of the union. The difference in the amount of bonus paid to the employees, in the common cadre working with the Union, if any, shall be borne by the Federation.

3.10 MEDICAL FACILITY Those employees borne on the Common cadre who are not covered under the ESI Act/Scheme shall be entitled to medical benefit/reimbursement as per Punjab Govt instructions from time to time (w.e.f.23.12.99)

3.11 GRATUITY All the employees of the Milkfed irrespective of the posts held and salary drawn by them shall be entitled to gratuity as per the provisions contained in the Payment of Gratuity Act as may be amended from time to time w.e.f.24.5.94. Provided that the gratuity payable to an employee against whom disciplinary/criminal proceedings are in process and pending on the date of his/her retirement, shall be withheld till completion of disciplinary/criminal proceedings & the matter regarding its payment shall be decided on the basis of final outcome of such disciplinary/criminal proceedings.

LEAVE AND JOINING TIME

4.1 SANCTION OF LEAVE No employee shall claim leave as a matter of right.

4.2 EARNED LEAVE (a) Every employee shall be entitled to one day earned leave for every 18 complete days of service (for the purpose of calculation of days of service,period of earned leave & leave without wages shall not be counted). (b) In calculating leave, fraction of half day or more shall be treated as one day's leave & fraction of less then half day shall be ignored. (c) Accumulation of earned leave shall not be more than 300 days subject to other conditions for the grant of such leave as laid down in the Factories Act,1948 as amended from time to time.(w.e.f.1.9.98) (d) Encashment of earned leave upto a maximum of 30 days shall be allowed if the employee is discharged or dismissed from service or quits his employment whereas encashment of earned leave upto a maximum of 300 days shall be allowed on superannuation provided the balance of earned leave upto this extent is at his credit at that time (w.e.f.1.9.98) (e) The unavailed leave of an employee shall not be taken into consideration in computing the period of any notice required to be given before discharge, removal or dismissal. (f) Unless the extension of leave is sanctioned by the competent authority the wilful absence from duty after the expiry of leave originally sanctioned shall amount of misconduct and no salary shall be paid for the period of such unauthorised absence. (g) Earned leave provided in Clause (a) shall, when applied for, be granted except for a valid reason to be communicated in writing by the employer to the employee within 15 days of the application. Provided that the leave so refused shall if applied for again be allowed during year. (h) Unless the extension of leave is sanctioned by the competent authority the wilful absence from duty after the expiry of leave originally sanctioned shall amount to misconduct and no

salary shall be paid for the period of such unauthorised absence. NOTE: For the purpose of this Rule, a year means a financial year of Punjab Govt.

4.3 Deleted.

4.4 Leave without pay may be granted to any employee in special circumstances.

4.5 SALARY DURING LEAVE (a) During the period of earned leave allowed to employee under these rules,he shall be paid salary at the rate of monthly pay applicable to him on the day preceding the commencement of leave. (b) During the leave without pay, no salary shall be allowed.

4.6 CASUAL AND SICK LEAVE (a) Every employee shall be entitled to 12 days casual leave during the Calendar year. (b) Every employee shall be entitled to 14 days sick leave in a Calender year. Those employees,who are covered by the ESI Act/Scheme shall be entitled for 7 days sick leave instead of 14 days in a year. NOTE: Year, for the purpose of this clause mean the Calender year.

4.7 JOINING TIME (a) Joining time may be granted to an employee to enable him to join a new post at a new station on relinquishing charge of his old post; (b) To join a new post in a new station on return from leave. 4.8 DURATION OF JOINING TIME The duration of joining time admissible to an employee shall be 6 days and actual number of days spent in travelling. However, competent authority may reduce the joining time keeping in view the interest of the Institution and natur of assignment of the employee.

4.9 If an employee takes leave while in transit from one post to another, the period which has elapsed since he handed over charge of his old post, must be included in the leave. On the expiry of the leave the employee may be allowed normal joining time if due under 4.6 (b).

INTERPRETATION: AUTHORITY TO IMPLEMENT THESE RULES: 5.1 If any doubt arises at any time as to the interpretation of these rules of their application the matter shall be referred to Board of Directors whose decision shall be final.

ANNEXURE-II OF RULE 2.15 REGARDING DISCIPLINE, PUNISHMENT AND APPEAL: (i) In the matter of Discipline, Punishment and Appeal, the Punjab Civil Services (Punishment & Appeal) Rules, 1970 as amended from time to time shall apply to the employees covered under these rules. (ii) In the matter of discipline, punishment and appeal, the Punjab Civil Services (Punishment & Appeal) Rules, 1970 as amended from time to time shall apply to the employees covered under these rules. However, inquiring authority to be appointed for holding inquiry shall include retired judicial officers in addition to retired Punjab Govt. Officers.

(iii) (a) The Managing Director may suspend any employee against whom action is proposed to be taken, if in his opinion the attendance of the employee on duty during the period the charges are under investigation against him is likely to effect such proceedings. (b) During the period of suspension an employee shall be paid subsistence allowance equal to 50% of his salary with usual allowances shall be paid by the Federation if the employee is working in the Federation at the time of suspension, and if he is working in the by the Union concerned. Provided that the M.D. may direct the Federation or Union other than with which an employee was working at the time of suspension to pay subsistence allowance by recording the reasons in writing. (c) If the employee, placed under suspension, is subsequently completely exonerated of the charges, he shall be eligible to full salary and allowance for the period of suspension and the entire period will be treated as duty, if however, he has not been completely exonerated of the charges, the competent authority shall specify in the order of reinstatement as to how the period of suspension should be treated and also the amount of pay and allowance to be paid to him for such period. Salary and allowance payable under this provision shall be paid by the Federation if the employee is working in Federation at the time of suspension and by the Union concerned if he is working in a Union. Provided that the Managing Director may direct the Federation or the Union other than which an employee was working at the time of suspension to pay the salary and allowance by recording the reasons in writing. 1.4 The Managing Director, Milkfed shall be competent authority to impose major and minor penalties as provided in Rule 5 of the Punjab Civil Service (Punishment & Appeal) Rules, 1970 as amended from time to time, to all the employees covered under these rules. 1.5 a) An appeal against the orders of Managing Director imposing a penalty under Rule 1.4 of the Rule shall lie to the Board of Directors within 45 days of the communication of the orders to him/her. ANNEXURE-I-A

STRENGTH OF STAFF ON COMMON CADRE.

S.No. Designation. Pay scale. No.of posts of Milkfed office.

1. General Manager/ Managing Director of Milk Union. Rs. 37400-

67000+8700 GP 14

2. General Manager of Milk Unions without Plants. Rs. 15600-

39100+7600 GP 2

3. Manager (F&A) -do- 1 4. Manager (Engg.) -do- 13 5. Manager (Production) -do- 11 6. Manager (Quality Control) -do- 11 7. Manager (Exten.& Proc.) -do- 11 8. Manager (AH) -do- 1

9. Manager (Breeding) -do- 1 10. Manager (Accounts) -do- 14 11. Manager (Purchase) -do- 1 12. Manager (Seed & Multi.) -do- 1

Name/tittle of The document Non-Common Cadre Type of the document Service Rules




These documents define the rules which govern the services of Non-Common Cadre Employees of Milkfed.


Fax:5041856 ___________________


Others: ___________________


Non-Common Cadre Rules are as under :- THE PUNJAB STATE COOPERATIVE MILK PRODUCERS FEDERATION SERVICE (NON COMMON CADRE) RULES 1985

1.Short Title 1. These rules shall be called the Punjab State Co-operative Milk Producers Federation Limited Employees Service (Non-Common Cadre) Rules,1985. 2. These Rules shall be applicable to all those employees of Milkfed who are not covered by the Punjab State Cooperative Milk Producers Federation Ltd., Service (Common Cadre) Rules,1985. 3. These Rules shall come into force from the date of approval of the Registrar Cooperative

Societies, Punjab.

2. DEFINITIONS: In these Rules unless the context requires other wise (a) 'Milkfed' means the Punjab State Co-Operative Milk Producers Federation Limited. (b) 'Board' means the Board of Directors of Milkfed (c) 'Appointing Authority' means the Managing Director of Milkfed or any other Officer of Milkfed authorised by the Managing Director, Milkfed in this behalf in respect of any category of employees. (d) 'Chairman' means the Chairman of Milkfed. (e)'Managing Director, means the Managing Director of Milkfed. (f) 'Government' means Government of Punjab. (g) 'Registrar' means the Registrar Co-operative Societies Punjab, or his nominee not below the rank of Joint Registrar, Co-operative Societies. (h) 'Direct Recruitment' means the appointment made otherwise than by promotion or by transfer on deputation. (i) Employees' means the employee of Milkfed, except Casual/adhoc appointee, whether posted in its Head Office or any Plant/Farm/Project Branch Office owned or controlled by Milkfed. (j) 'Establishment' means the Milkfed Head Office, Plant/Farm/Project/Branch office owned or controlled by Milkfed.

3. Categorisation of Posts with qualifications and pay scale:- (i)The various categories of posts covered by these Rules along with their pay scale and qualifications shall be as specified in Annexure-1 to these Rule: Provided that the Board of Directors of Milkfed shall be competent to add or delete any post or category of posts, revise the pay scale, fix the qualifications/revise the qualification of any post. The Board of Directors shall also be competent to enhance or reduce the strength of any such category of posts from time to time with the approval of R.C.S. in all such cases. (ii) An employee holding the personal post shall also be governed by these Rules.

4. General Conditions relating to appointments- Appointment to the service shall be subject to the following general conditions:- (a) Only Indian Nationals, displaced persons from Pakistan who have permanently migrated to India or subjects of Nepal, Sikkim or Bhutan shall be eligible for appointment to the service. (b) No person shall be appointed to the service by direct recruitment if he is less than 18 years and more than 45 years of age on the date of selection provided that the Board may relax upper age limit in any special case. (c) No person shall be appointed to the service if he has previously been dismissed from the service of any Government Department or any other Institution of Public, Private or Co-Operative Sector. (d) No person shall be appointed to service if he is convicted of an offence involving dishonesty or moral turpitude. (e) No person shall be appointed to the service who is related to any of the Directors of Milkfed within the meanings of Rule (2K) of the Punjab Cooperative Societies Rules,1963. (f) No person shall be appointed unless he has been certified by an Officer not below the rank of Chief Medical Officer to be of sound constitution and medically fit to discharge his duties. (g) Qualification of Punjabi pass upto Matric standard shall be one of the prescribed qualification

for all the existing posts governed under these rules or which may be created lateron. However, relaxation from this qualification can be considered in respect of higher level technical posts on merit basis with the approval of Registrar, Cooperative Societies, Punjab. Provided that where a person is appointed on compassionate grounds on priority basis under the instructions issued in this behalf, the person so appointed if does not possess required Punjabi qualification, will have to acquire knowledge of Punjabi language of Matriculation standard or will have to qualify a test conducted by the Language Wing of the Department of Education of Punjab Govt. within six months from the date of appointment. Provided further that where educational qualification for a post in any service are lower than Matriculation then knowledge of Punjabi language shall also be lowered accordingly.

5. Mode of appointment: The appointment to the various posts shall be made in the following manner:- 1. By Direct Recruitment:

The qualifications for direct recruitment shall be such as specified in Annexure-I The appointment shall be made according to the merit list drawn at the time of selection. 2. By Promotion:- Appointment by promotion to the next higher post in the respective discipline in any category shall be made on the basis of Seniority-cum-Merit from amongst the employees working in the lower category having atleast five years service on the said post in Milkfed. Promotion shall be made as per Punjab Govt. instructions & parameters prescribed from time to time. 3. By Transfer on Deputation:- By transfer of a person on deputation from any department of Government. 4. The quota of appointment by direct recruitment and by promotion shall be in the ratio of 40:60 respectively. The appointment by transfer on deputation shall be treated against the quota of direct recruitment. In case no suitable employee is available for appointment against the promotion quota, in that case, it shall be open to the Appointing Authority to fill up the said post by direct recruitment. The mode of direct recruitment applicable to a post shall be regulated as under :- As and when any vacancy arises for the purpose of direct recruitment, the vacancy shall be filled up :- (i) Calling applications through the mode of limited circulation from the candidates eligible within the organisation. If the suitable and sufficient candidates are not available within the organisation, then the applications from suitable candidates in the similarly substituted sister co-operative organisations should be called and in case suitable and sufficient number of candidates are not available in similarly substituted sister organisations then the applications shall be called from other co-operative organisations in the State. (ii) If sufficient and suitable candidates do not become available by following the method in sub rule 5.4 (i) above then the applications may be called from the open market. (iii) Technical posts meant for direct recruitment such as Foreman/Mechanics (Junior Mechanic level)/Operators can be filled up through campus interview. The post of Foreman shall be filled up from Polytechnics run or recognized by Punjab Govt. & UT Administration and for Jr.Mechanics and Operators from ITIs run or recognized by Punjab Govt. or UT Admn. preferably nearest to the place of recruitment.

5. The reservation for the members of Scheduled Castes/Scheduled Tribes and Backward Classes in direct recruitment and promotion shall be in accordance with the Punjab Govt policy as may be enforced from time to time. 6. COMMENCEMENT OF SERVICE Service shall be deemed to have commenced from the working day on which the employee reports for duty. If he reports for duty in the Afternoon, the service shall be deemed to have commenced from the following date.

7. ATTENDANCE AND LATE COMING (1) No employee shall enter or leave the premises of the establishment except by gate or gates meant for this purpose. (2)An employee who is off his duty or has resigned, or has been discharged or declared by the Competent Medical Authority to be suffering from any contagious or infectious disease shall immediately leave the premises of the establishment and shall not enter any part of it except with the express permission of the competent authority. (3) All employees shall be liable to be searched both at the time of entry and exist at the main entrance of the establishment by a person of the same sex with due dignity, who may be authorised by the competent authority in this behalf. (4) If more than one shift is working, the employee shall be liable to be transferred from one shift to another. (5) If an employee reports late by more than 10.minutes without any satisfactory reason, he may not be permitted to enter his department or to commence work. The competent authority at his discretion may permit any employee who is late by more than 10 minutes, to resume work subject to deduction of wages for the late attendance besides any other action.

8. PROBATION (i) A person appointed to any post in the service by direct recruitment or by promotion shall be on probation. The initial probation period shall be six months, which may be extended further at the discretion of the appointing authority. The maximum probation period shall not in any case exceed one year. (ii) The services of a direct appointee while on probation shall be liable to be terminated without any notice, compensation and assigning any reason, in case his work or conduct during probation period is not found satisfactory. A promotee while on probation shall be liable to be reverted to his original post in case his work or conduct is not found satisfactory during probation. (iii) Upon satisfactory completion of probation period, the service of the employee shall be regularised.

9. SENIORITY The seniority of an employee under these rules shall be determined in a particular category of post on the basis of his length of service on that post, provided that in case of direct appointment, if the date of joining of two more employees is the same, the seniority in their cases shall be determined with reference to their date of birth, the older being senior to the younger. If in such a case the date of birth is the same the seniority shall be determined on the basis of first alphabet of their name. In case the date of joining of a direct appointee and a promotee is the same, the promotee shall rank senior to the direct appointee. Provided further that seniority of PDDC employees on their absorption in Milkfed vis-a-vis other

employees of Milkfed shall be determined in the following manner:- (a) An employee who was working in the higher pay scale at the time of absorption shall rank senior to the employee working in the lower pay scale on that date. (b) In case where the pay scale of the post held by an employee in the PDDC and of the post against which he has been absorbed in Milkfed is identical the seniority shall be determined on the basis of his length of service in the same pay scale in the PDDC and Milkfed as the case may be.

10. POSTING AND TRANSFERS The appointment to the various posts shall be made in the following manner:- 1. The Managing Director shall be competent to post/transfer any employee at the Headquarter of Milkfed or at any other plant/ Farm/Project/Branch Office owned or controlled by Milkfed. He shall also be competent to transfer an employee against any equivalent post or alongwith post. 2. The General Manager/ Manager/ Incharge of a Plant /Farm/ Project of Milked shall be competent to transfer any employee from one section/ station to other section/station within the working jurisdiction of the Plant/Farm/Project. 3. Where it is considered necessary in the interest of work an employee may temporarily be transferred by the M.D., Milkfed to any of the Distt. Cooperative Milk Producer's Union affiliated to Milkfed, Punjab.

11. DEPUTATION An employee of Milkfed can be sent on deputation to any State level Coop.Apex institution or Govt Undertaking/ sister Milk Unions and vice versa in the interest of work on receipt of written requisition from the concerned institution / Govt Undertaking and with his consent, without any payment of deputation allowance on the terms and conditions as may be decided by Milkfed with the prior approval of RCS, Pb. only.

12. JOINING 1. Joining time may be granted to an employee to enable him to join a post at a new station on relinquishing charge of his post after his transfer. 2. Joining time admissible to en employee shall be 6 days plus actual number of days spent in travelling. However, the transferring authority may reduce the joining time in case of any employee in the interest of work.

13. SECURITY: An employee of Milkfed shall furnish such security fidelity guarantee, agreement bond in favour of Milkfed as may be decided by the Board of Directors from time to time.

14. PAY AND ALLOWANCES 1. Except as provided otherwise in these rules, an employee appointed to a post shall be allowed to draw the basic pay at the minimum of the pay scale of the post to which he is appointed. Provided that Managing Director may in special cases allow higher initial basic pay for reasons of higher qualifications or better experience of the employee with the approval of RCS Pb. in all such cases. 2. If an employee is promoted from a post in a lower category to a post in higher category, his

initial basic pay in the pay scale of higher post shall be fixed at the stage next above the basic pay, he was getting in the pay scale of the lower post. In case, the pay so allowed is less than the minimum of the pay scale of higher post then he shall be allowed the basic pay at the minimum of the pay scale of the higher post. 3. The annual increment in the pay scale shall accrue normally to an employee after he has completed one year's service at a stage in the pay scale unless it has been withheld for reasons of unsatisfactory work or conduct by the appointing authority or any other officer authorised to sanction annual increment. The competent authority may withhold the annual increment provisionally in case where any charges with regard to the unsatisfactory work or conduct are under investigation 4. The following period shall count for computing the period of one year for the purpose of grant of annual increment:-

Period of duty on the post. Period of all kinds of leave which is sanctioned with wages. Period of suspension in case it is treated as duty period. 5. The annual increment above the efficiency bar stage in the pay scale shall not be allowed to an employee without the specific sanction of the competent authority i.e. appointing authority. 6. The annual increment shall be allowed to an employee from the first day of the month in which it falls due. 15. TRAVELLING ALLOWANCE Traveling allowance shall be admissible to an employee according to the TA/DA Rules/Instructions of the Milkfed as may be in force from time to time.

16. PROVIDENT FUND The employees shall be entitled to the benefits of Contributory Provident Fund as Provided in the Employees Provident Fund Act, 1952 and the scheme framed thereunder.

17. BONUS The employees shall be entitled for Bonus in accordance with the provisions of Bonus Act,1965 as modified from time to time.

18. TRAINING The Managing Director may depute an employee in the service of Milkfed to undergo a course or training. If an employee is deputed for a course / training within the country for a period exceeding three months or is deputed for training abroad for any period, he shall execute a bond to serve the Milkfed for atleast three years after the completion of such training/course. failing which the concerned employee shall be liable to pay all expenses which were incurred by the Milkfed towards his training. The bond in question shall be executed by the employee before proceeding on training/ course.

19. LEAVE The following kinds of leave shall be admissible to the employees: 1. P.Leave: One day for every 18 days of service (for the purpose of calculation of days of service the period of P.Leave availed & leave without wages shall not be counted).

2. Casual Leave: 12 days per annum. 3. Sick Leave: a) 14 days per annum to those employees who are not covered by the ESI Act/Scheme. b) 7 days per annum to those employees who are covered by the ESI Act/Scheme. 4. National/Festival Holidays: 11 days per annum as may be notified by Milkfed. 5. Leave without wages: Leave without wages may be granted to an employee at the discretion of the competent authority when no other kind of leave is admissible to him under the Rules. 6. During the period of P.Leave the employee shall be paid salary at the rate admissible to him on the day proceeding the date of commencement of leave. 7. Maternity Leave Maternity leave and other Maternity benefits shall be admissible to the female employees at the following scale:- a) To the employee covered under the ESI Scheme as per provisions of ESI Act,1948. b) To the employees not covered under the ESI Act/Scheme, as per provisions of Maternity Benefit Act, 1961. 8. Accumulation of P.Leave shall not be more than 300 days subject to other conditions for the grant of such leave as laid-down in Factories Act,1948 as amended from time to time. 9. Encashment of P.Leave upto a maximum of 30 days shall be allowed if the employee is discharged or dismissed from service or quits his employment whereas encashment of earned leave upto a maximum of 300 days shall be allowed on superannuation as the case may be provided the balance of P.Leave upto this extent is at his credit at that time. (for the purpose of calculation of days of service the period of P.Leave availed & leave without wages shall not be counted).

20. HOME TRAVEL CONCESSION The employees shall be entitled to Home Travel Concession as per Punjab Govt. Rules in force from time to time.

21. MEDICAL BENEFITS The employees covered under ESI Act/Scheme shall get medical benefits as provided under the ESI Act,1948/scheme. The employees not covered under the ESI Act shall be entitled to medical benefits/reimbursement as per Pb.Govt instructions from time to time.

22 ALLOWANCE DA/HRA/CCA and other compensatory allowance shall be admissible to the employees of Milkfed as admissible to the employees of Pb.Govt from time to time.

23. Gratuity All the employees of the Milkfed irrespective of the posts held and salary drawn by them shall be entitled to gratuity as per the provisions contained in the Payment of Gratuity Act,1972 as may be amended from time to time w.e.f. 24.5.94. Provided that the gratuity payable to an employee against whom disciplinary/criminal proceedings are in process and pending on the date of his/her retirement, shall be withheld till completion of disciplinary/criminal proceedings & the matter regarding its payment shall be decided on the basis of final outcome of such disciplinary/criminal proceedings.

24. Ex-gratia payment in the event of death of the employee during service

In case of death of an employee while in service of Milkfed, the following benefits/facilities will be admissible according to the Punjab Govt. policy, to the family members of the deceased employees as may be in force from time to time:- a. Ex-gratia Grant. b. Payment of House Rent Allowance. c. Encashment of P.Leave at the credit of the deceased employee on the date of his /her death subject to maximum of 300 days. d. Priority for employment of widow/ dependent of deceased employee

25. RESIGNATION 1. After the successful completion of probation period if any employee wants to leave the service of the Milkfed by tendering resignation, he shall have to give one month's notice in writing, otherwise he shall have to deposit one month's salary or salary for the period by which the notice falls short of one month. (For this purpose the salary will include basic pay plus all other allowances admissible thereon). 2. 24 hours notice shall be required for tendering resignation during probation period. If an employee has executed the agreement bond for serving Milkfed for a specified period, 24 hours notice shall be required for tendering resignation during probation period and in addition he shall also be required to deposit the amount as payable by him to the Milkfed according to the conditions of the agreement bond. 3. The resignation tendered by the employee may be accepted by the appointing authority. In any special case, for the reasons to be recorded in writing, the appointing authority may waive off the condition of one month notice period or for the period by which notice falls short. 26. RETIREMENT 1. Every employee of Milkfed shall retire on attaining the age of 58 years. Provided that in the case of pendency of any criminal or disciplinary proceedings against any employee on the date of attaining the age of 58 years such proceedings shall continue beyond the said date of superannuation and he or she shall be subject to decision thereof. Provided that the disciplinary proceedings going on against an employee at the time of retirement shall be completed preferably within a period of six months from the date of retirement. Provided further that the disciplinary proceedings can be initiated even after the retirement of an employee on superanuation in respect of a cause of action, which arose or an event that took place within a period of four years prior to the retirement or after the completion of redeployment. 2. Notwithstanding anything contained in Rule 26.1 above, any employee may be permitted at his own request to retire from the service of Milkfed on attaining the age of 50 years or after 20 years of service at any time by the appointing authority provided that three months notice in writing shall be required to be given by the employee in this regard provided further that where the three months notice is not given by an employee or it fall short of three months, the employee shall be required to deposit salary in lieu thereof. 3. Notwithstanding anything contained in Rule 26.1 and 26.2 above, the appointing authority shall, if it is of the opinion that it is in the interest of Milkfed to do so, have the absolute right, by giving an employee prior notice of three months in writing to retire that employee on the date on which he completes 20 years of service or attains 50 years of age or any date thereafter to be specified in the notice.

27. TERMINATION OF SERVICE The appointing authority may terminate the services of an employee by giving him one month notice in writing or wages in lieu thereof in the following cases:- (i) where the concerned employee has been declared by the Govt. as a traitor. (ii) where the concerned employee is likely to jeopardize the safety of the establishment. (iii) where the concerned employee has been declared unfit for performing his duties on account of any physical or mental deficiency or serious defect in eye-sight or hearing. Such defects should be certified by the Chief Medical Officer of the District in which the concerned employee is posted. (iv) The service of an employee can also be terminated on account of mis-conduct, as provided under Rule-29 of these rules.

28 MISCONDUCTS AND PUNISHMENTS 1. An employee alleged to have committed mis-conduct (s) shall be liable to be proceeded against in accordance with the procedure specified herein after:- 2. Mis-conducts: Misconduct shall mean an act of commission or omission of duty or warranty, expressed or implied, custom or usage, whether specified herein or otherwise, either singly or in collaboration with others, whether amounting to a substantial act, abetment or connivance, committed within the premises of the establishment or outside the premises if related to the maintenance of discipline or to the business of the establishment etc provided instances mentioned herein shall not be regarded as exhaustive but illustrative only. Mis-conduct is classified into two categories i.e.Major mis-conduct and Minor misconduct as under:- 3. MAJOR MIS-CONDUCTS: " Without prejudice to the general meaning of the Mis-conduct", the following acts or omissions on the part of an employee shall amount to major mis-conduct:-

1. Conviction by a court of law for an offence involving moral turpitude. 2. Theft, fraud, misappropriation, embezzlement, dishonesty in connection with the business

or property of the establishment. 3. Committing theft of property of any employees within the remises of the establishment. 4. Taking or giving any illegal gratification. 5. Insubordination or disobedience, whether alone or in combination with others, to any

lawful and reasonable orders of superiors. 6. Gambling within the premises of the establishment. 7. Drunkenness or intoxication while on duty or outside in connection with the affairs of the

establishment, fighting, threatening, abusing, intimidating or assaulting any superior or a co-worker or riotous or disorderly or indecent behavior within the premises of the establishment or outside in connection with the affairs of the establishment.

8. Advancing or collection of money or distribution of propaganda leaflets or pasting of notice in the premises of the establishment without the permission in writing of the competent authority.

9. Doing private or personal work within the establishment during working hours. 10. Canvassing for trade union membership and or collection of Union's dues or holding of

any meeting within the premises of the establishment except as permitted by the management.

11. Taking part or participation in a strike which is illegal or is in contravention of any law or

inciting or instigating other employees to take part or otherwise act in furtherance of such a strike of the employees of the establishment.

12. Organising or participating in acts resulting in wrongful confinement or restraint of any person within the premises of the establishment or outside.

13. Engaging in or inciting others to engage in slow tactics, slowing down work or union activities within the establishment.

14. Damage or attempt to cause damage to the working process or to any other property of the establishment or of the customer or of any employee of the establishment or wastage of materials and stores etc.

15. Disclosing to any unauthorised person confidential information which may have come into his possession during the course of his work in the establishment.

16. Habitual late attendance, habitual absence without leave or unauthorised absence from duty for consecutive ten days or more than without permission. NOTE: "Habitual" means committing of any act or misconduct more than once in a period of one month.

17. Negligence or neglect of work. 18. Habitual of writing anonymous letters or making false complaints against any employee

of the establishment. 19. Failure to observe safety instructions or unauthorised removal of a guard, fencing or other

safety notice installed in the premises of the establishment of any act or behavior which is likely to cause injury or has to any person or endanger the life or safety of such a person.

20. Sleeping on duty. 21. Refusal to offer himself for interrogation by the personnel Department/management or

refusal to accept any communication or charge-sheet issued by the management. 22. Refusal to work on another job of same status or on any other machine when ordered

provided the employee can handle the machine with a little training easily. 23. Leaving place of duty without permission during working hours. 24. Habitual breach of rules or instructions of the management or any where within the

premises of the establishment inciting others to commit breaches of law or rules of the establishment or the commission of any other act intended to harm the interests of the establishment, or its employees.

25. Material mis-statement made on employment proposal form and on other service records or refusal to give and or to sign the statement made before any officer of the establishment. Refusal to get service book and other documents prepared when called upon to do so by the management and failure to furnish any other information pertaining to service matters.

26. Unauthorised possession of any lethal weapon with the premises of the establishment or unauthorised entry into or stay in the premises of the establishment.

27. Wilful falsification, defacement, tampering with or destruction or any of the records of the establishment.

28. Acting in any manner against an agreement or award under the Industrial Disputes Act,1947 during the currency of the agreement/award or becoming habitual of contravention of these orders or any other act of misconduct as mentioned in these rules.

29. Causing of financial loss to the establishment in any manner. 30. Abetment and or attempt to commit any of the acts of mis-conduct. 31. Any other act subversive of discipline.

32. Habitual commission of any minor misconduct. 33. "Sexual harassment of women in any form at work place by any male employee." For this

purpose, sexual harassment includes such unwelcome sexually determined behavior (whether directly or by implication) as: a) Physical contact and advances; b) demand or request for sexual favours; c) sexually coloured remarks; d) showing pornography; e) any other unwelcome physical verbal or non verbal conduct of sexual nature.

4. MINOR MIS-CONDUCTS: The following acts on the part of an employee shall amount to minor mis-conducts:-

1. Occasional late or irregular attendance. 2. Absence from duty without leave for any period less then 10 days. 3. Over staying sanctioned leave without sufficient justification for any period less than 10

days. 4. Smoking within the premises of the Establishment. 5. Leaving one's headquarters without permission and to obtain leave by mentioning false

reasons. 6. writing of anonymous letters or making false complaints against any employee/officer of

the establishment. 7. Failure to show consideration or attention to officers, customers or other employees of

the establishment or unseemly behaviour while on duty. 8. Non-wearing of uniform or non-production of attendance card/leave card/identity card

while duty.

29. PUNISHMENTS FOR MAJOR MISCONDUCTS In the matter of Discipline, Punishment and Appeal, the Punjab Civil Services (Punishment & Appeal) Rules, 1970 as amended from time to time shall apply to the employees covered under these rules.

30. PUNISHMENTS FOR MINOR MISCONDUCTS In the matter of Discipline, Punishment and Appeal, the Punjab Civil Services (Punishment & Appeal) Rules, 1970 as amended from time to time shall apply to the employees covered under these rules. 31. PROCEDURE FOR AWARDING PUNISHMENTS FOR ACTS OF MINOR CONDUCTS. Where an allegation of minor misconduct is alleged against an employee,he shall be called upon to explain his position. He shall be given seven days time to submit his explanation. When an employee refuses to accept the show cause notice issued to him or fails to explain his position in writing within seven days time or when the explanation submitted by the employee is found to be unsatisfactory, after consideration by the management, the management may pass orders and inflict the punishments enumerated in these rules and no enquiry shall be required to be conducted before inflicting the punishment. In case, the explanation furnished by the employee is found satisfactory, the matter would be dropped.

32. PROCEDURE OF ENQUIRY AND PUNISHMENT FOR MAJOR MISCONDUCT In the matter of Discipline, Punishment and Appeal, the Punjab Civil Services (Punishment & Appeal) Rules, 1970 as amended from time to time shall apply to the employees covered under these rules. (a) In the matter of discipline, punishment and appeal, the Punjab Civil Services (Punishment and Appeal) Rules, 1970 as amended from time to time shall apply to the employees covered under these rules. However, inquiring authority to be appointed for holding inquiry shall include retired judicial officers in addition to retired Punjab Govt. Officers. (b) Managing Director, Milkfed shall be competent authority to impose major and minor penalties as provided in Rule 5 of the Punjab Civil Services (Punishment and Appeal) Rules, 1970 as amended from time to time, to all the employees covered under these rules.

33. METHOD OF SERVICE In case an employee refuses to accept or evades any communication under these rules, when offered to him by hand, such a communication shall be sent to him by registered post at his last known address and a copy of the same put up on the notice board and this shall be deemed to be sufficient service on him.

34. EX-PARTE PROCEEDINGS If the accused employee refuses to avoids or neglects to receive the charge-sheet/notice or to submit his explanation in time or to appear before the Enquiry Officer, it shall be open to the appointing authority or the Enquiry Officer to proceed ex-parte.

35. DISCIPLINARY PROCEEDINGS DURING THE PENDENCY OF CRIMINAL PROCEEDINGS It shall be open to the competent authority to initiate disciplinary proceedings under these rules against an employee even during the period when the criminal case on more or less similar or same allegations is pending against him or even after the acquittal of the employee in such criminal proceedings.

36 CONSEQUENCES OF AN EMPLOYEE FOUND GUILTY If, as a result of the enquiry, the employee has been found guilty of the charge(s), the appointing authority may pass orders, awarding punishment to the employee. The appointing authority shall also decide whether the employee should be paid any thing more than the subsistence allowance already paid to him.

37. CONSEQUENCES OF AN EMPLOYEE FOUND NOT GUILTY. If, as a result of an enquiry, the employee has been found not guilty of the charge (s), he shall be deemed to have been on duty during the period of suspension and shall be entitled to the same wages as he would have received if he had not been suspended.

38. MATTERS TO BE CONSIDERED IN AWARDING PUNISHMENT. An awarding punishment under these rules, the appointing authority shall take into account the gravity of the mis-conduct, the previous record, if any, of the employee and any extenuating or aggravating circumstances that may exist.

39. IRREGULARITY NOT TO EFFECT ORDER. Any irregularity in the issue of the charge-sheet or holding of enquiry shall not vitiate the ultimate order passed or made by the appointing authority unless such an irregularity has resulted in the miscarriage of justice.

40. SUSPENSION In a case where it is considered proper that the employee be suspended pending enquiry, the appointing authority may suspend the employee pending his explanation or subsequent domestic enquiry or till the final orders are passed on the enquiry case. Where criminal proceedings against an employee in respect of any offence involving moral turpitude are pending and the appointing authority is satisfied that it is necessary or desirable to place the employee under suspension the appointing authority may by an order in writing suspend the employee with effect from such date as may be specified in the order. The suspended employee will be issued a charge-sheet within a period of one month from the date of suspension. An employee placed under suspension shall not leave his headquarters without permission in writing, of the competent authority. The suspended employee shall report to office , during suspension, as and when required by the competent authority so that official communications if any, are delivered to him.

41. SUBSISTENCE ALLOWANCE An employee, who is placed under suspension will be paid subsistence allowance at the rate of 50% of his basic pay at the time of suspension plus allowances thereon. The payment of subsistence allowance will be made subject to the condition of his not taking up any other employment or self employment during the period of his suspension and also subject to his remaining at his headquarters. However, no subsistence allowance shall be paid to an employee for the period he causes deliberate delay in the completion of enquiry proceedings.

42. APPEAL AGAINST PUNISHMENT An appeal against the orders of the General Manager/Manager/ Incharge imposing punishment under Rules 29 & 30 of the Rules shall lie to the Managing Director, Milkfed and where such orders of punishment have been passed by the Managing Director, Milkfed, the appeal shall lie to the Board of Directors of Milkfed within 45 days of the communication of the orders to him/her.

43. INTERPRETATION OF THESE RULES. If any doubt arises at any time with regard to the interpretation of these rules, the matter shall be referred to the Registrar, Cooperative Socs. Punjab whose decision shall be final. Name/tittle of The document Purchase Manual Type of the document Purchase procedure




These documents define the procedures which control the purchase of material.


Fax:5041856 ___________________


Others: ___________________


Pucrhase Munual is as under:-

1. Federation : Means the Milkfed & its field Offices/Units.

2. The words used in singular number also includes their plural.

3. COMPETENT AUTHORITY : Means the BOD /Managing Director, Milkfed (Pb.)/BOD/General Manager of Milk Unions/Mllkfed Units.

4. PURCHASE COMMITTEE Where it is not possible to obtain competitive tenders /quotations or to lay down comprehensive & complete specifications or material is required in emergency, purchase may he made by the following purchase committee approved by the competent authority from time to time.

A. For Purchases upto Rs.1,00,000/- (i) Representative from Purchase Section. (ii) Representative from Accounts Section. (iii) Representative from the End User department. However representative of each section will not be below the rank of Dy Manager or Officiating lncharge of the Section.

B. For Purchases exceeding Rs. 1,00,000/- and upto Rs.5,00,000/-- Purchase Committee shall comprise of the following :- (i) MD of the Federation or his Nominee/G.M. of the Plant/Union

(ii) Nominee of RCS (iii) Manager/Dy Manager (Purchase) (iv) Manager/Dy Manager (Acctts.) (v) Manager / Dy.Manager of End User Department. However quorum of the committee shall be minimum of three members and out of three RCS nominee or MD of the Federation or his Nominee / G. M. of the Plant/Union shall one of them.

C. For Purchases exceeding Rs.5,00,000 Purchase Committee shall comprise of the following:- (i) Chairman of respective BOD (Chairman of the Committee) (ii) One Director of the respective BOD. (iii) Other members will remain the same as at (b) above. However quorum of the committee shall he minimum of four members but chairman/RCS nominee shall be one of them.

5. RISK PURCHASE : Means purchase made at the risk, cost and responsibility of the defaulting supplier.

6. PENALTY: Means deductions imposed on the suppliers bill on account of delayed supplies or defective quality of material received.

7. INTEREST: Means the interest at the bank rate prevailing at that time. 8. UNION: Means the District Cooperative Milk Producer's Union Limited.

9. UNIT: Means Plants owned by Milkfed (Pb.)

10. SEALED COVER: Means properly closed cover / envelop.

OBJECTIVES OF PURCHASE POLICY

The Milkfed (Pb.) purchase policy is to ensure that:

(a) the material / equipment / ingredients are of right quality and quantity to meet the requirements of different Milk Unions/Milkfed Units.

(b) a steady flow of material is maintained to match the production schedules of different Milk Unions.

(c) suppliers of material are evaluated and enlisted on the basis of their ability to meet Mllkfed requirements.

(d) purchased material shall be competitive in Price and delivery in time.

(e) as far as possible purchased materiel should help sustainable development.

(f) E.0.0. in order to avoid blockage of funds and higher inventory carrying cost.

(g) To endeavour to avoid multiplication, waste/obsolescence and undesirable stocks procuring.

1. CENTRALISED PURCHASES : 1.1 A uniform policy for the Centralized purchases of various items/material commonly required in day to day working at Plants and other Units of Federation to carry out their commercial activities and also the Plant and Machinery/spare parts etc. considered economical and purchased in large quantities have been found prudent to effect economy and ensure quality in the purchasing process viz economy in advertisement, evaluations of suppliers and moreover, introduction of uniform procedures for purchases throughout the Milkfed, as quantity of material is substantial, it attracts reputed suppliers to compete and also provides Milkfed a better bargaining power. 1.2 CentraIiza1ion of purchase of items which are commonly used by all the affiliated Milk Plants/Unions such as packaging material. Machinery & other stores material etc. at Milkfed (Pb] Head Office level as authorised by the concerned BOD of the Milk Union. The list of such items is given int Annexure-1. However. any addition/deletion in the list shall be done by mutual consent of the Milkfed (Pb) and affiliated Milk Unions/Plants from time to lime. 1.3 Once the modalities of purchase are finalized, the purchase of rate contract Items may be made against delivery schedules which shall he provided by the Milkfed/Milk Unions/plants on thc basis of indents received from different Milk Unions/PIants to the extent of their actual requirement. 1.4 Rates, terms and conditions of the rate contracts/orders entered into / placed by the Milkfed (Pb) shall normally be binding on affiliated Milk Unions/Milkfed/Milk Unions/Plants/Units until and unless explicit prior approval of Managing Director, Milkfed (Pb) is obtained for any deviation from the agreement of Milkfed after giving complete justification. 1.5 The items of small value like consumable, spare parts, chemicals, fuel etc. etc. shall be purchased at the Plant/Union level.

2. DIRECT PROCUREMENT OF GOODS BOTH CAPITAL & CONSUMABLE: 2.1 The goods available on the rate contract of D.G.S it D, Director Supplies and disposal to the Puniab Govt. State/Central Govt. department/Undertakings/Cooperative institution etc. and National Dairy Development Board and Its subsidiary Units may be purchased without inviting tenders/quotations. 2.2 The goods from approved sources such as Weavco, PUNCOFED, PUNSUR, Khadl Board, Jails, Punjab State Small industrial and Export Corporation, Co-operative Stores, Super Bazar or any State/Central Govt. Agency/Cooperative Institutions etc. may be purchased without Inviting quotation. 2.3 Good(s) of proprietory nature may be purchased from the manufacturer/Distributor and after obtaining a certificate that the supplier is the manufacturer /Dlstributor in the country/Region and rates quoted/charged are at par with those approved by the D.G.S & D or the same rates are quoted to other Govt./Semi Govt. Department/ Co-operative institutions. 2.4 The parts for different type of machinery/ vehicles may normally be purchased directly from the original manufacturer or his authorized distributor with admissible discounts without resorting to Inviting quotations after obtaining certificate that rates charged quoted are the

same as are charged/quoted to other Govt./Semi Govt./ Apex Bodies. In case there are more than one authorized dealers or same manufacturers product in the same city, maximum discount he settled after contacting all such authorized dealers periodically. 2.5 Fuel items like HSD, Petrol, LDD, FIFO, FD, oils and lubricants and coal etc. may he purchased by the Plants/Milk Unions at their own to the extent of their actual requirement directly from the approved agencies like IOCL/BPCL/HPCL Coal India Limited, Sponsored Coat etc. without inviting tenders / quotations. Cement & Steel may be purchased from SAIL & Cement Corporation of India Ltd. respectively.

3 INVITIG OF TENDERS/QUOTATIONS: 3.1 Tenders/quotations may be invited with the approval of the competent authority as under: (A) Good's costing Rs.1000/- and below at a time may be purchased without quotations provided one time requirement received from the lndentor is not of more than Rs.1000/-. However person purchasing goods will ensure reasonability of rates consistent with quality. The total requirement may be assessed for future use and there should not be the tendency to split the supply order. (B) (i) Good's costing between Rs.1000/- to Rs.5000/- may be purchased by calling Sealed quotations either by post or collecting sealed quotations personally by the Purchase/End User Department. (ii) Goods exceeding Rs.5000/- and upto 1.00 lac may he purchased by calling sealed quotations by post. However, in emergency, the quotations can he collected by Purchase Committee personally with prior approval of Competent Authority. (C) Goods exceeding rupees One Lac shall be purchased by inviting sealed tenders (SEE ANNEXUI-2) through an Advertisement in at least two leading Newspapers one in English & other in vernacular paper in addition depicting the Tender Notice on Milkfed Website. The copies of notice inviting tenders may also be simultaneously forwarded to the manufacturers/suppliers registered with the Federation/ Unions. NOTE: HOWEVER ABOVE FINANCIAL LIMITS FOR MAKING PURCHASES (A TO C} MAY BE REVISED/REVIEWED BY THE BOARD OF DIRECTORS, MILKFED PERIODICALLY WITH PRIOR APPROVAL OF RCS (Pb), CHD.

(D) The validity period of tenders/quotations shall invariably be indicated in the notice inviting tenders/quotations. (E) The conditions given under [B} & {C) may be relaxed by MD, Milkfed, Punjab in case of break down & consequential urgency of spares/services/inputs where production/operation/business are likely to suffer and in that case purchase may be effected by the Purchase Committee. (F) Tenders/quotations be invited by giving detailed specifications of the Items and terms & conditions of purchase and particularly the following: (i) Description of material. (ii) Complete Specifications. (iii) Qty. required. (iv) Packing required. (v) Time of supply. (vi) Earnest money required with the tender / offer. (vii) Security, if any, to be deducted out of supply bills. (viii) When EMD/Security is to be refunded.

(ix) Jurisdiction for Dispute Settlement. (x) Payment term. However points at Sr.No (iii) and (v) above shall not be applicable in the case of centrally purchased items by Milkfed Head Office on annual rate contract basis. (G) EARNEST MONEY: Please refer clause 13.2 (a) & (b).

4. MINIMUM NUMBER OF TENDERS/QUOTATIONS 4.1 RELAXATION OF TENDER CONDITIONS: Generally There must be at least three tenders/quotations for making decision for any purchase exceeding Rs.1000/-. However this requirement may be relaxed by the competent authority under special circumstances depending upon the urgency/nature/availability of the item. 4.2 REINVITING OF TENDERS : In case competent authority feels that response of Tender is inadequate or rates are not reasonable i.e. either too high or too low and not workable, and that re-inviting tenders shall be in the interest of MiIkfed/Milk Unions. Tenders may be re-invited through Press.

5. RECEIPT OF TENDERS All tenders/quotations received by post or delivered by the tenderers/parties by hand, may be entered in the Central Diary of Mllkfed/Milk Plant. The recipient after affixing stamp and Indicating Diary Number will then send the tenders to the concerned Department where tenders shall be entered in the tender Register maintained for the purpose and shall be opened on the fixed date and time. Tenders received alter due date and time may not be considered at all and may be returned to the respective tenderers as it is / unopened under registered cover. However, tenders posted well before due date, but received alter the due date & time because of postal delay or break down of communications but before opening of the tenders, shall be termed as delayed tenders, however. shall also be treated at par with in time tenders. Tender received open i.e. by FAX , E.Mail, MODEM, any other electronic media etc. will not he considered.

6. OPENING OF TENDER: 6.1 The tenders so received in time shall be opened by the purchase committee formed by the competent authority in the presence of parties whosoever are present. This committee will sign each page of the tender opened and attest the cuttings, overwriting. additions etc. If any therein. The tender may be opened on the date and time fixed in the tender/quotation. All the officers of the tenders opening committee will affix their signatures in the tender register, where all tenders/quotations received from Diary Section has been entered. The signatures of the tenderers or their representative present at the opening of the tender, shall also be obtained on the register. 6.2 The rates of valid tenders, which is accompanied with requisite amount of EMD may be read out before the tenderers or their representatives and those of invalid tenders i.e. which are without EMD, may not be considered / read out. 6.3 The envelopes in which the tenders/quotations are received should be kept along with the tender. 7. PROCESSING OF TENDERS: 7.1 The Purchase/Concerned Department shall then prepare the comparative statement and mark the lowest rates with red ink. The comparative statement should be prepared on free delivery at Plant Prices basis and inclusive of all taxes and duties in case of bulk purchases. 7.2 Normally the lowest tenderer should be invariably considered, if the, tenderer has technically

accepted the specifications, the term of payment and delivery period and the specifications quoted by the tenderer are as per tender documents. 7.3 (i) For recommending the tender other than the lowest, the reason for not accepting the lowest tender be mentioned with complete justification. Alter processing the tenders by the concerned department, the order/rate Contract be given/awarded to the approved tenderer alter getting approval of the competent authority (ii) Such orders / rate contracts shal

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