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Service & Condition >> PROBATION, CONFIRMATION, EXTENSION, RETIREMENT, RESIGNATION, EXIT POLICY ETC.

PROBATION, CONFIRMATION, EXTENSION, RETIREMENT, RESIGNATION, EXIT POLICY ETC.

 

3.1         PROBATION/CONFIRMATION

 

3.1.1.        Confidential reports on employees on probation

 

The following guidelines should be followed for submission of confidential reports on employees on probation.

 

a)         The Branch Manager should make suitable diary note to submit monthly reports on all probationers appointed in clerical cadre to the Controlling Authority on Form AD 165x (Annexure 3.1). In respect of subordinate and menial staff, the report should be submitted only once on completion of 4th month of probation. Copies of such reports should be kept at the branch for the purpose of record and reference. In view of the provisions in the Desai Award that a probationer is deemed to have been confirmed on the expiry of the probation period unless his services have been dispensed with on or before the expiry of the period of probation, it is necessary that while submitting the fourth monthly report on a probationer, the Branch Manager should give opinion on his suitability or otherwise for confirmation in the Banks service.   

 

b)         If the probationer is not considered suitable for confirmation, the Branch Manager should state in the fourth monthly report whether in his opinion the probationers services may be terminated forthwith or whether the initial probationary period of six months be extended by a further period not exceeding three months. 

 

c)         If it is decided to extend the probation period by three months, the Branch Manager should point out to the probationer concerned his specific shortcomings and serve on him a notice in writing to the effect that his probation period will be extended by three months from the date of expiry of the sixth months of probation.

 

d)         In the event of extension of probation period, the monthly reports will continue to be submitted on the probationer. While submitting the eighth monthly report, the Branch Manager should advise whether the probationer is fit in every respect for confirmation or whether his services should be dispensed with.

 

e)         Employees working in Zonal Office and Local Head Office, section/departmental head under whom the employee is working will submit his recommendations for confirmation which will be approved by the Assistant General Manager/Chief Manager (Office Adm.) as the latter is the Appointing Authority. In respect of the employees working at the Office Administration Department, the Dy. Manager (Adm.) or Officer-in-Charge of the Department/Section will put up recommendations to the Assistant General Manager/Chief Manager  (Office Administration) for approval.

 

Note :  As the provisions of the award throw upon the Bank, a necessity to monitor the services of the employee so that it can well in advance give a notice in writing to the employee in case it decides to extend his probation it is essential that the fourth monthly report is submitted giving opinion on the suitability or otherwise of a probationer immediately on completion of fourth month of probation.

 

3.1.2         Termination during probation - legal decision

            (CWP No. 3302 and 3303/95 and CM 2392/96)  

 

It has been reported that two employees in clerical cadre were suspected to be involved in an attempted fraud at one of the branches while they were on probation. Since their conduct was not found satisfactory, the appropriate authority took a view that they were not fit for confirmation in the Banks service and accordingly decided to terminate their services in terms of the appointment letter of the employees and para 522 (i) of the Sastry Award after paying one months pay and allowances in lieu of the notice period without conducting any departmental enquiry. When the matter was agitated before the High Court of Delhi, the Division Bench dismissed the appeal and passed an order as under: 

 

"The petitioner was appointed Clerk-cum-Cashier in State Bank of India, Srinagar Branch vide appointment letter dated 7th August 1991 on probation for a period of six months. According to the appointment letter the Bank was entitled to terminate the services of the petitioner within the period of probation, on giving him one months notice or one months salary in lieu thereof, without assigning him any reason for the termination. The services of the petitioner were terminated within the period of probation vide letter dated 28th January 1992 on the ground that his work and conduct were not found satisfactory by the Bank. The only ground of challenge is that neither enquiry was held before terminating the services of the petitioner nor any show cause notice was issued. The petitioner has not alleged any malafides against the respondent. It is well settled that the services of a probationer can be terminated on account of unsatisfactory work and conduct. There is no substance in the writ petition. Dismissed." 

 

3.1.3         Formalities to be completed after confirmation 

 

i)          Application forms for admission to the Banks provident fund along with letters of nomination shall invariably be forwarded  to the Controlling Authority along with the copy of letter advising confirmation of the employee.

 

ii)         In the next update of the MIS-PDF(Award Staff) the new employees  name should be reported.

 

3.2         MAINTENANCE OF SERVICE RECORDS

 

The service sheet of all the award staff employees other than those who are engaged on a temporary basis at a Branch/Division/Department is required to be maintained on form C.O.S. 392 and all the columns therein must  invariably be entered under authentication. While making entries in the service sheet, care must be taken for recording the particulars in the service record correctly. The undernoted aspects should be meticulously paid special attention :

 

a)         The source of information on the basis of which the date of birth has been accepted and recorded should be accurately incorporated.

 

b)         Various Academic qualifications, Position regarding passing of Institute of Bankers Examination and other examinations such as Banking Oriented Examinations in Hindi, Co-operation, etc., Date of Joining, Date of confirmation should be correctly recorded.

 

c)         Special care should be taken to enter the employees category and place of domicile.

 

d)         Entries in respect of salary are made specifying the basis for the revised salary such as, annual increment, additional increments for graduation and for passing of associate examination of the Indian Institute of Bankers  etc.

 

e)         A record is made in the service sheet of the various capacities in which an employee has acted in higher capacities in in-cadre allowance carrying positions as well as out of cadre.

 

f)          Whenever an employee has been recommended for higher promotions, a note must invariably be made in the service record. Details of refusal of an employee to accept promotion must be incorporated without fail.

 

g)         Against the space other useful information, particulars of disciplinary action, if any, initiated against the employee should be furnished along with details of punishment awarded, period of debarment and rigour. The particulars relating to interviews for higher promotion not materialised are also to be entered.

 

h)         Entries relating to option for availing Leave Fare Concession, details of LFC facility availed as also encashment of leave should invariably be mentioned. Similarly, details of training programmes attended should be correctly entered in the Service Sheet.

 

i)          In the column Appointments and Transfers temporary service, if any, put in by the employee should be stated. Whenever am employee is transferred, a reference to controlling office letter number and the reasons for transfer are entered in this column.

 

j)          All the entries in the service record must be individually authenticated.

 

3.3         CONFIDENTIAL REPORTS

 

3.3.1               The system of writing Performance Appraisal Report introduced after  signing Settlement dated 12th April 1999 has been reviewed in the light of feedback received from various sources as also to meet the requirement under promotion policy approved as per Settlement on Promotional Avenues/Career Progression dated 22nd July 2003.

 

3.3.2               The revised formats for writing of Performance Appraisal Reports on clerical staff and subordinate staff are enclosed at Annexures 3.2 (A) and 3.3 (A)  The guidelines for writing the reports under various parameters are given in Annexures 3.2(B) and 3.3(B).  The other instructions in this regard are as under :-

 

(i)         The shortcomings, if any, should be pointed out after the report is reviewed by the competent authority.

 

(ii)        The custody of the report will be as under :-

 

(a)       Branch Manager/Manager of Division/Manager (Accounts) in respect of branches.

 

(b)       Head of the Department in case of administrative offices.

 

(iii)       Service sheet and reports should be transferred to transferee branch/office similar to the procedure followed in respect of officers.

 

(iv)       The guidelines for writing reports as contained in Annexures 3.2(B) and 3.3(B) should be printed on the reverse of the format of the report.

 

(v)        The exercise must be completed by 30th April each year and the confirmation should be sent to the controlling authority.

 

3.3.3           The authority structure for writing and review of the report will be as under:

 

 

 

 

Reporting

Review

(a)

Cash Department

Cash  Officer.

If no Cash Officer is

posted or the Cash Officer is from clerical cadre, the report will be written by the Branch Manager or Joint Custodian.

Branch Manager or AGM (Region) if report is written by the Branch Manager.

(b)

(i)

Accounts Department

Divisionalised branches

 

 

Accountant/

Dy. Manager of

Division

 

Branch Manager/ Manager of Division

 

(ii)

Non-divisionalised branches

Accountant or where Accountant is not posted

Branch Manager

Branch Manager or

AGM (Region) as the case may be

(c)

Administrative Offices

Officer in-charge of administration in the Department

Sectional Head

 

NOTE :In case of subordinate staff, the report will be reviewed if an employee is

 

         awarded 5 or less marks by the Reporting Authority.

 

(vii)      No fractional marks should be awarded.

 

3.3.4         Average of marks

 

In order to even out any reporting biases etc. the average of marks obtained in the report for 3 years immediately preceding the year of promotion will be reckoned in the promotion.

 

3.3.5         Conversion of ratings in the confidential report prior to 31.03.2000

 

                                                      Work             Conduct

            Excellent                            5                   5

            Good                                 4.5                 4.5

            Average                            4                   4

            Below Average                 2                   2      

            Poor                                   1                   1

 

           cdo:ir:spl:130 dtd.16.8.2000

 

3.3.6         Confidential file

 

As a new report will be written every year, it will be necessary to keep them in a confidential file of each employee and the file retained in the custody of the officer who holds the service book.

 

3.3.7         Change of branch incumbency

 

An outgoing Branch Manager (reporting official) who has been at a Branch (or office) for more than six months since the date of the previous report will, at the time of handing over charge, leave a record of his observations on the work of all employees, including members of the supervising staff, for the guidance of the new incumbent, who will normally have to compile the annual reports. The intention is that such observations should be helpful to the new incumbent who has to submit the annual report in assessing the work for a whole year.

 

3.4         AGE OF SUPERANNUATION

 

i)          In terms of  the notification F.No.4/1/3/98-IR dated the 22nd May, 1998, issued by the Government of India and the Memorandum of Settlement dated the 15th September, 1998 between the bank and the All India State Bank of India, Staff Federation, the age of superannuation of the workmen staff will be 60 years.

 

ii)         However the settlement contains a provision enabling the Bank to retire a workman at the age of 58 years, by giving him two months notice in writing, in case it is found that his efficiency is impaired.  Therefore, it will be necessary to review the cases of workmen nearing the age of 58 years. The process of review should start at least 6 months before the employee is due to attain the age of 58 years, so that he may be given the required two months notice and retired in case his efficiency is found to be impaired.  One of the determinants of efficiency, besides other parameters like work, conduct, attendance, punctuality, leave discipline etc. is the state of health/ physical fitness of the employee.  For this purpose, the cases of employees whose attendance/leave record etc. indicate signs of ill health may be referred to the Banks Medical Board for a medical examination. Every Branch Manager/Head of Department (in administrative offices) should arrange for diarising the date of review in respect of each employee in his establishment at least 6 months before it is due, take up the exercise sufficiently in advance and submit the report to his Controlling Authority  as per the proforma given at Annexure 3.4.

 

iii)         A workman employee will retire from service on the afternoon of the last day of the month in which he attains age of superannuation. If an employees date of birth falls on the first day of a month, he will retire from the service on the afternoon of the last day of the preceding month.

 

iv)        In case an employee is allowed to continue even beyond the month in which he completes 60 years of age, the concerned Branch Manager/Departmental Head will be held liable for punitive action including recovery of salary and allowances paid to the retired employee after his attaining 60 years of age. In order to guard against such incidents, it is essential that an exercise is conducted at the beginning of each year to ensure that appropriate note is made to start the process of obtention of approval sanction for retirement and terminal benefits in respect of each employees retiring in the year and the employee is retired from the Banks service on the stipulated date.

 

v)         With effect from 01.11.1993. service for the purpose of pensionary  benefits will be reckoned till the age of retirement. i.e. 60 years, instead of upto 58 years.

 

vi)        A simple application for retirement should be obtained (six months before retirement) from an employee who is due for retirement and should be forwarded to the Controlling Authority.

 

vii)       Where an employee is entitled to pension, his retirement should be authorised by the respective Controlling Authority not below the rank of Asstt. General Manager/Asstt. General Manager (Office Administration) for Local Head Office staff.

 

viii)       In the case an employee who is not a member of either of the Funds and whose retirement comes by mere efflux of time or who ceases to be in service by operation of the rules of service by which he is governed, the question of sanction of retirement by any authority would not arise. It will be sufficient, if the retirement is intimated to the employee concerned by an appropriate authority in the Bank.

 

ix)         From the 1st November 1993, employees who have completed a minimum of ten years pensionable service at the time they attaine the age of 58 years, shall be eligible for pension. Accordingly, the upper age limit for admission to the Pension Fund has been increased to 48 years of age with effect from 1st November, 1993. Accordingly, such of those employees who were in the Banks service on 1 .11.93 and were not over 48 years of age, when they were otherwise due for admission to the Fund, may now be given an option to become members of the SBI Employees Pension Fund, in lieu of the service gratuity to which they were entitled (Annexure-3.5). The facts of the option may be recorded in the employees service sheets and the option letter is kept alongwith other service papers of the employee. Their agreement to join the Pension Fund on C.O.S. 548 may be obtained and forwarded to PPG Department at Local Head Office for submission to CAO, Calcutta. The employees, who have retired on or after 01.11.93 from the Banks service and were eligible to join the Pension Fund in terms of the  amended rules as aforesaid, may be given these pension benefits, if they surrender to the Bank, the amounts of gratuity received by them on their retirement in excess of that payable under the Payment of Gratuity Act, with interest at the rate earned by the SBI Employees Pension Fund from time to time. These amounts should be recovered and credited to the SBI Employees Pension Fund before sanctioning pension. Also, necessary contributions from the date of the eligibility of all the existing and retired officers/employees may be made to the Fund by the Bank.

 

x)         A List meant for those who are freshly admitted to the Pension Fund through PPG Department at Local Head Office in terms of the aforesaid amended rules and another list showing those since retired who have been admitted to the Pension Funddue to above amendment should be sent to the CAO, Calcutta and PPG Dept. at Central Office.

 

xi)         As service for the purpose of pension will be reckoned till the age of retirement, instead of upto 58 years as before, contributions towards the pension fund in respect of each employee till the date of retirement will continue to be made instead of ceasing at 58 years of age.

 

xii)        Service for the purpose of calculation of pension of a workman employee will be calculated from the date of his admission to the Fund upto the date of his retirement. Pension will be calculated on the basis of the average monthly substantive salary drawn during last 12 months of service renewed upto 60 years. Contribution to the Provident Fund will also continue to be made until the employee finally retires.

 

3.4.1         Authority Structure to grant extension in service to Award Staff employees is given below.

 

1.         Award staff at branches                            Respective Asstt.Gen.Managers

            other than branches under                        of Regions

            the control of Dy. General

            Manager/General Manager

 

2.         For Award Staff working at                        Respective Branch Manager

            Branches under the control

            of Dy. General Manager

 

3.         For Award Staff working at                        Respective Dy. Gen.Manager

            Branches under the control                       in charge of the Branch

            of General Manager

 

4.         For award staff working                             Dy. Gen. Manager of the module

            at Zonal Offices

 

5.         For award staff working                             Asstt.Genenral Manager

            at Local Head Office                                 (Office Administration)

                  

6.         For Award Staff working at                        Officer in hierarchy not

            Corporate Centre,                                     below SMGS V

            Staff Training Centres,

            Circle Stationery Dept., etc.

 

i)          The decision not to grant extension in service to an employee may be made by a functionary not below the rank of TEGS VII.

 

ii)         The next higher authority i.e. an officer not below the rank of TEGSS-I may consider appeal against non-grant of extension in services.

 

            pa:cir:149 dtd.26.12.1990

 

3.5         RESIGNATION FROM SERVICE

 

i)          In terms of para 522 of the Sastry award a permanent employee may leave the service of the Bank by giving one month notice in writing to the manager. A probationer desirous of leaving service shall give 14 days notice in writing to the manager.

 

ii)         If any employee leaves the service of the Bank without giving notice, he is liable to pay the Bank one months (14 days in case of probationer) pay and allowances in lieu of notice.

 

iii)         Unlike Officers Service Rules, there is no provision in the Awards/Settlements to waive notice period. However, when a member of the clerical staff is selected as a Probationary Officer in our Bank or our Associate Banks, the notice period of one month may be waived while accepting the resignation of the employee as a clerk.

 

iv)        Employees desirous of leaving the Bank should be asked to liquidate the outstanding loan(s) and advance(s) (including Housing Loan) prior to their leaving the services of the Bank.

 

v)         The Deputy General Manager is the competent authority for accepting resignation from award staff employees.

 

i)          A member of Award Staff who has completed 20 years pensionable service or 20 years service (if he is not a member of Pension Fund) may be permitted to retire from the Banks service subject to his giving one months notice in writing or pay in lieu thereof. Before allowing the employee to retire prematurely/voluntarily it should be ensured that no disciplinary action is pending/contemplated against him. The competent authority to approve voluntary retirement is General Manager.

 

ii)         If the employee is seeking voluntary retirement on health grounds  before 55 years of age, he should be subjected to an examination by a Medical Board consisting of (a) a Civil Surgeon. (b) a specialist relevant to the disease/aliment, and (c) the Banks Medical Officer at Local Head Office/Zonal Office. The  Medical board should be asked to unequivocally state whether or not the employee is permanently incapacitated and hence unfit to continue in service. If the Medical Board pronounces the employee to be permanently incapacitated he should be retired from the date of medical report provided no disciplinary action is pending/contemplated against him.

 

iii)         In such a case, the employees request, bio data and medical report should be forwarded to the concerned authority expeditiously along with recommendations in the matter. The bio data of the employee should consist of his name, date of birth, age as on the date of retirement, date of appointment in the Bank and designation at the time of initial appointment, present designation, total pensionable service, reasons for seeking retirement, whether any disciplinary action is pending/contemplated and Details of outstanding loans and advances and how the employee will liquidate them.

 

iv)        An employee who seeks voluntary retirement (before completion of 30 years service or 30 years pensionable service or attaining 58/60 years of age, whichever occurs first), except on medical grounds should be asked to liquidate the outstandings in his housing loan account on the date of retirement. In exceptional circumstances where, however, employee finds it difficult to adjust the outstandings on the date of retirement, such request for continuance of the loan may be considered by charging commercial rate of interest from the date of retirement. In such cases,  the procedure detailed in paragraph 5.20.3, Chapter 5, Reference Book of Staff Matters, Volume IV, 2nd Edition be followed.

 

3.5.1         Voluntary retirement/resignation while on Deputaion

            (CDO/PM/1411/CIR/44 dated 24-09-03)

i)          Employees who submit their applications for voluntary retirement/resignation while on deputation to a subsidiary/joint venture company will not be permitted to join the same company/subsidiary where he/she was working before his/her resignation/voluntary retirement.

 

ii)         Employees who are on deputation with the subsidiary/JVC at the time of applying for the post and are selected through open market selection/competition process, will be permitted to take up the assignment with such subsidiary/Joint Venture Company.

 

iii)         Incidentally, such employees who retired under SBIVRS would not be appointed in the Bank/our associates/subsidiaries or Joint Venture Companies.

           

3.5.2         Loans/Concessional Rates

 

i)          The facility of concessional rate of interest will, however, be continued in case of normal retirement or voluntary retirement on medical grounds, in respect of employees who join the service before 01.01.1991.

 

ii)         Other loans and advances are also required to be liquidated at the time of cessation of service.

 

PA/CIR/74 Dated 5.5.1988 & ADM/SPL/5193 Dated 27.9.1990

 

3.5.3            Providing copies of Calculation sheets to Retiring Employees

 

Sanctioned copies of calculation sheets of Provident Fund and Gratuity are to be provided to the retiring employee at the time of making payment of his terminal benefits.  A copy of sanctioned Pension calculation sheet should also be sent to him along with the letter conveying the sanction of pension.  The retiring employees may take up the matter with Deputy General Manager and Circle Development Officer, if the calculation sheets are not provided to them or when discrepancies, if any, are noticed in the  calculation sheets.

 

(CDO/P&HRD-IR/29/2006-07dated 04/08/2006)

 

3.5.4         Voluntary Cessation of employment

(Para 33 of of CDO:IR:SPL:91 DATED 06.06.2005)

 

1.                   When an employee absents himself from work for a period of 90 or more consecutive                                                 days without prior sanction from the competent authority or beyond the period of leave sanctioned originally including any extension thereof or when there is satisfactory evidence that he has taken up employment in India or outside, the management at any time thereafter may give a notice to the employee at his last known address as recorded with the bank calling upon him to report for the work within 30 days of the date of the notice

 

2.                   Unless the employee reports for the work within 30 days of the notice or gives an explanation for his absence within the period of 30 days satisfying the management  inter- alia that he has not taken up another employment  or avocation, the employee shall be given a further notice to report for work within 30 days of the notice failing which the employee will be deemed to have voluntarily vacated his employment on the expiry of the said notice and advised accordingly by registered post.

 

3.                   In the event of the employee submitting a satisfactory reply, he shall be permitted to report for thereafter within 30 days from the date of expiry of the aforesaid notice without prejudice to the banks right to take any action under the law or rules/conditions of service.

 

4.                   If the employee fails to report for work within this 30 days period, then he shall be given a final notice to report for  work within 30 days of this notice failing which the employee will be deemed  to have voluntarily vacated his employment on the expiry of the said notice and advised accordingly by registered post

 

5.                   If an employee again absents himself for the second time within a period of 30 days  without submitting any application and obtaining sanction thereof, after reporting for duty in response to the first notice given after 90 days of absence or within 30 days period granted to him for reporting to work on his submitting a satisfactory reply to the first notice, a further notice shall be given after 30 days of such absence giving him 30 days time to report. If he fails to report for work or reports for work  in response to the notice but absents himself a third time from work within a period of 30 days without prior sanction, his name shall be struck off from the rolls of the establishment after 30 days of such absence under intimation to him by registered post deeming that he has voluntarily vacated his appointment

 

6.                    Any notice under this clause shall be in language understood by the employee concerned. The notice shall be sent to him by registered post with acknowledgement due. Where the notice under this clause is sent to the employee by registered post acknowledgement due at the last recorded address communicated in writing by the employee and acknowledged by the bank, the same shall be deemed as good and proper service.

 

7.                   To stand the legal scrutiny, it is essential that the employee concerned is given opportunity at each stage to report back for duties/explain his absence to the satisfaction of the bank.

(CDO/P&HRD-IR/26DATED 21/07/2005)

 

3.5.5            To Honour a retiring employee

(CC letter No. L&D/CDO/62/939 dated 06/12/2006)

 

A momento on Banks behalf will be presented to staff members belonging to various cadres retiring on superannuation   (Excluding Voluntary Retirement or Compulsory Retirement etc)

 

However, the following instructions are applicable to employees regardless of whether they are retiring on superannuation or otherwise :

 

i)                    Get -togethers at unit level in honour of employee at the time of Retirement on Superannuation/Voluntary retirement/Exit option should be arranged.

 

ii)                   Appreciation letters may be issued for the officials who are leaving the bank on Superannuation/Voluntary Retirement /Exit Option.


3.6         EXIT OPTION SCHEME

 

(CDO/P&HRD-IR28/2006-07 dated 31/08/2006  and CDO/IR/SPL/311 dated 30/10/2006)

 

3.6.1.        Objective :

 

The objective of the scheme is to provide an exit route to the employees in workmen category who feel frustrated and de-motivated due to lack of career prospects or any other reason which makes them frustrated or demotivated.

 

3.6.2.        Period of Validity :

 

The scheme opened on 1st September 2006 and shall close on 31st March 2007. However, Central Office Human Resource Committee can review and close the scheme prematurely, if circumstances so warrant keeping in view the interest of the Bank, after giving a minimum of three months notice.

 

3.6.3.        Eligibility :

 

A.         For Clerical Cadre Employees

 

(i)                  The employee must have missed one or more promotional chances for promotion to next higher cadre and/or he/she has become junior to employees joining the Bank in the same cadre with or after him/her due to promotion of such employees to next higher cadre or any other reason which makes him/her frustrated or demotivated.

 

(ii)                Minimum age on date of application - 50 years.

 

B.         For Subordinate Cadre Employees

 

(i)                  Only those Subordinate cadre employees who do not possess the minimum qualification for promotion to higher cadre and are ineligible for promotion or those who possess the minimum qualification but have missed one or more promotional chance for promotion to the clerical cadre and/or he/she has become junior to employees joining the Bank in the same cadre with or after him/her due to promotion of such employee to higher cadre or any other reason which makes them frustrated or demotivated.

 

(ii)                Minimum age on date of application - 50 years.

 

For this purpose a chance shall mean that employee becomes eligible for promotion to the next higher cadre and is not promoted and thereby gets superseded by his/her juniors. The employee will also be deemed to have missed a chance and superseded by his juniors if he/she does not appear for the interview or abstains himself/herself from participating in the promotion exercise or where he/she had given his/her refusal in writing for promotion or he/she submitted a medical certificate for the date of test/interview for the promotion.

 

3.6.4.        Ineligible employees :

 

(a)               Employees appointed on contract basis.

 

(b)               Employees against whom disciplinary proceedings for fraudulent/malafide action are pending/ contemplated or who are under suspension. This will also include employees against whom action had been initiated by CBI, Police or Government Agencies/other law enforcing agencies. Employees against whom disciplinary proceedings are pending for gross misconduct, which are likely to result in his/her dismissal from service.

 

(c)        Rendered ineligible due to any provision mentioned elsewhere in the scheme.

 

3.6.5.       Notice period

 

(i)         An employee opting for Exit Option will have to give 3 months notice. However, notice period should not exceed 4 months in any case.   Salary in lieu of shortfall in notice period will not be accepted. (CDO/IR/SPL/ 311 dated 30/10/2006)

 

(ii)        On acceptance of an employees application by the Bank, his/her date of relieving from service, will be decided by the Bank in keeping with administrative exigencies/ convenience and advised in writing to him/her. He/she can withdraw the application for exit option till the last date of his/her service in terms of approval of exit option conveyed to him/her by the Bank.

 

3.6.6.        Application

 

(i)                  An employee desirous to exercise Exit Option shall apply on the prescribed format(Annex. 3.6) during the period the scheme is kept open.

 

(ii)        An acknowledgement (Annex. 3.7) will be given to the employee of having received         his/ her     application under Exit Option scheme by the Branch Manager/Head of Department.

 

3.6.7.        Ex-gratia :-

 

Besides normal terminal dues, an employee exercising the Exit Option shall be eligible for exgratia payment of salary for 50% of his/her remaining service up to the age of 60 years as on the date of exit (complete months) subject to a maximum of 36 months.

 

Salary will include:- Basic Pay + Stagnation increment + Special Pay + Professional Qualification Pay + Increment component of Fixed Personal Pay + Dearness Allowance thereon.

 

The amount of ex-gratia will be debited to Local Head Office. (CDO/IR/SPL/ 311 dated 30/10/2006)

 

In case of part-time employees, the salary for computing ex-gratia will be the pro-rata scale wages drawn by the concerned employee.

 

Ex-gratia and other terminal benefits will be paid within a period not exceeding 1 month from the date of release from service.

 

However, pension shall be payable to only those employees who are eligible for the same, in terms of SBI Employees Pension Fund Rules.

 

"Relevant date" means the date on which employee ceases to be in service of the Bank as a consequence of his request under Exit Option.

 

The Employees seeking retirement/release under Exit Option Scheme will not be entitled to dispute the payments received under the Scheme on any ground whatsoever. The retiring employees and/or their nominees or legal heirs shall have no right/claim/demands against Bank on any matter relating to the Scheme or claim appointment in the Bank on compassionate ground or otherwise.

 

3.6.8.        Income Tax

 

In terms of Section 35DDA [37(i)] of the Income Tax Act the payments to employees under Exit Option would be an admissible deduction for the Bank.

 

The amount of Ex-gratia will be added to the employees income for the year and Income Tax will be deducted at the applicable rate.

 

3.6.9.        Acceptance/Rejection of Application

 

(i)                  The Bank will have the sole discretion as to the acceptance or rejection of the request for retirement under the exit option scheme.

 

(ii)                While exercising discretion to accept/reject applications under Exit Option Scheme, the decision shall not be discriminatory among employees who are similarly placed and the reasons therefor shall be recorded in writing.

 

3.6.10.         Authority Structure :

 

(i)         Operating Guidelines

The Dy. Managing Director & Corporate Development Officer is authorised to decide

operating guidelines for the scheme.

 

(ii)        Sanction/Rejection of Application :-

 

The authority for sanctioning/rejecting applications received under Exit Option will be Dy. General Manager & Circle Development Officer of the Circle for all branches/offices including Corporate Centre and its establishments, located in the geographical area of control of the Circle.

 

(iii)       Review and Closure of Scheme :-

 

The Central Office Human Resource Committee is authorised for review and closure of the scheme.

 

3.6.11.     Date of Effect :-

 

Retirement under the Exit Option shall become effective after approval of the Competent Authority is communicated to the applicant or on after expiry of notice period, whichever is later.

 

3.6.12.     Interpretation and Clarification :

 

In case of any doubt/disputes as to the interpretation of any of the terms and conditions of the Scheme, the decision of DMD & CDO shall be final and binding on all the parties concerned. He will also be authorised to issue clarifications in regard to the scheme.

 

3.6.13.     Other provisions :

 

(i)         In case of employees who have been allotted residential accommodation, they can be permitted to retain the residential accommodation for a period not exceeding 2 months from the date of their exit. In such cases, 50% of the amount of ex-gratia, Banks contribution to the provident fund and the amount of leave encashment subject to a maximum of Rs.5 lacs in aggregate will be retained till the date of surrender of the residential accommodation provided by the Bank.

 

(ii)        Repayment of housing loan beyond the date of release from service under exit option shall be permitted. All other outstanding loans / advances will have to be repaid before effective date of retirement under the Exit Option failing which, the amount of ex-gratia and other terminal benefits payable to the employee will be appropriated towards the outstanding loans / advances and only the balance amount will be payable to the employee. Employee, whose outstanding loans are higher than the total terminal dues payable to him/her and if the employee is not in a position to close the loan accounts himself from his/her own resources then he/she will not be considered under the Exit Option Scheme.

 

(iii)               The employee opting for Exit Option will not be eligible to become a member of Retired Employees Medical Benefit Scheme.

 

(iv)              An employee, who exercises the Exit Option will not be eligible for re-employment in the Bank or its Subsidiaries / Associates / Joint Ventures (including offices outside India).

 

(v)        As retirement/leaving the Banks service under Exit Option Scheme is optional, it shall not be negotiable and shall not be deemed or construed as a subject matter of right or contract of service. It shall not be cited as precedent, custom, convention, usage or practice, anytime in future

 

vi)      As retirement/release of employees under Exit Option Scheme is optional, the      employees seeking retirement under the Scheme will not be eligible for any salary in lieu of notice.

 

(vii)      Release from service under Exit Option Scheme is independent of and without prejudice to the rights of the Bank to retire/remove, etc., an employee as per provisions contained in Awards and Bipartite Settlements.

 

(viii)     The Bank reserves the right to modify, amend or cancel any or all of the aforesaid clauses and to give effect thereto from any date it may deem fit, and to terminate the scheme at any time.

 

(ix)       The Bank intends to control the outflow according to its requirements. Towards this end, the Bank retains the discretion to limit the number of employees who may be allowed to retire under exit option scheme in each cadre. Retirement/releasing employees under exit-option scheme shall not deem to have come into effect unless the decision of the competent authority has been communicated in writing.

 

(x)        Inasmuch as the Exit Option is aimed at improving the level of morale in the Bank, and not at right sizing, the Bank will have the discretion to fill up the vacancies caused by retirements under the Exit Option.

 

(xi)       The term "Service for the purpose of Exit Option Scheme, shall mean the period during which an employee is/was on duty or on leave of any kind authorised by the Competent Authority.

 

(xii)       Except to the extent provided specifically in this scheme the provisions of service conditions for workmen staff as contained in Awards, Bipartite Settlements and other instructions issued by the Bank from time to time will continue to apply in all respects.

3.7         OPERATING GUIDELINES FOR

          PROCESSING APPLICATIONS UNDER THE SCHEME

 

3.7.1.             RECEIPT OF APPLICATION FORM

 

i)                    Please peruse the Exit Option scheme and the application form (Annexure 3.6 and Undertake preliminary scrutiny to see that applications are properly filled in and are complete in all respects.

 

ii)                   The application form should be obtained in duplicate.

 

iii)                 On receipt of application, an acknowledgement (Annex.3.7) should be given to the employee by the Branch Manager/Head of the Department/ other official who has been designated for this purpose.

 

iv)                Immediately on receipt, applications should be entered in a separate register maintained for the purpose.

 

v)                  Write the serial number at which the application is entered at the top right hand corner along with Branch/Department stamp on both copies.

 

3.7.2.             PROCESSING OF APPLICATION FORM

 

            AT BRANCH/DEPARTMENT_________

 

i)                    Please accord top priority for scrutiny with speed.

 

ii)                   Verify the correctness of the particulars in all respects from service and other records.

 

iii)                 Please ensure that the applicant employee is not from the category of “ineligibles”.

 

iv)                For this purpose, special attention to paragraphs containing eligibility/ineligibility criteria under Exit Option scheme should be given.

 

v)                  Eligibility/Ineligibility should be recorded on the form at appropriate place.

 

vi)                Please scrutinise the application form and service records thoroughly in the context of the certificates to be furnished by the Branch/Department.

 

vii)               The application forms duly scrutinised should be forwarded to the Controlling Authority/ Sanctioning Authority under the cover of a list, in duplicate, containing serial number, name and designation of the applicant on the day following the day of receipt of application by courier/special messenger or any other arrangement which is speedier.

 

viii)             One copy of the application form is to be retained at branch/department where it is received.

 

ix)                 Verify whether the employee is eligible for pension/leave encashment.

 

3.7.3.             PROCEDURE FOR SANCTION

 

i)                    Record the receipt of applications.

 

ii)                   Scrutinise the applications in the context of the certificates to be recorded i.e. status of disciplinary action angle/action initiated by law enforcing agencies etc.

 

iii)                 Confirm that the employee is eligible for the Exit Option.

 

iv)                Maintain separate record in respect of applications that do not satisfy the eligibility norms.

 

v)                  Applications of eligible employees should be approved by the designated authority i.e. Dy. General Manager & Circle Development Officer.

 

3.7.4.             MONITORING & REPORTING

 

During the period the Exit Option is open, Dy.  General Manager & Circle Development Officer should submit a report on monthly basis) to the Industrial Relations Department at the Corporate Centre, Mumbai. The report must reach Corporate Centre by 5th of the following month.

 

3.7.5.             COMMUNICATION ABOUT ACCEPTANCE OR REJECTION

 

a)         The office/department/unit which has received the application, should ensure that they receive the communication as to the acceptance/rejection in respect of all applications received and forwarded by them well within the notice period. In case of non-receipt of such advice, the matter should be immediately taken up with the controlling/sanctioning authority to ensure that the decision in respect of all applications received under the Exit Option is taken and the applicants are suitably advised.

 

b)         On receipt of the advice of the designated authority, the Branch Manager/Head of Department who had originally received the application, will communicate the decision of the designated officer to the employee against acknowledgement, which may be kept in service file of the applicant. The format of the letter to be addressed to the employee in this connection is enclosed (Annexure 3.15). The Branch Manager/Head of Department should note to advise :

 

(i)         the eligible employees who are permitted to leave the Bank under Exit Option, about the acceptance of their request, the date of their relief from the duties.

 

ii)         the ineligible employees with specific reason for the ineligibility.

 

c)         In case, an application is rejected due to disciplinary or any other action contemplated/pending against the employee , he/she should be advised of the same.

 

d)         In case of administrative offices as the Head of the Department and the Salary Disbursing Authority are different, the Head of the Department should endorse a copy of the communication addressed to employees mentioned at serial no. 5(b)(i) above, to the Salary Disbursing Authority to enable the later to arrange for the payment of ex gratia, leave encashment, Provident Fund, Gratuity and Pension as applicable.

 

3.7.6.             ACCOUNTING PROCEDURE

 

The employees permitted to be released under Exit Option are eligible for following benefits: -

 

i)        Ex gratia amount

 

ii)       Encashment of balance of privilege leave as per rule, i.e 100% of balance in case the employee has completed 20 years of pensionable service and 50% of balance in case he/she has not completed 20 years of pensionable service.

 

iii)     Gratuity as per Gratuity rules

 

iv)    Provident Fund as per PF rules

 

v)      Pension (if minimum pensionable service of 20 years is put in), including commuted value of pension, if opted

 

All the above benefits will be available only if the employee is otherwise eligible under the service conditions/extant instructions as in the case of normal retirement.  The extant instructions in regard to accounting of the payments to be made to the employees on account of retirement should be followed.

 

As the ex-gratia is to be paid with reference to the salary for the month in which the employee will be relieved from the Bank under this Scheme, the salary disbursing authority shall be the competent authority to compute, sanction and pay the amount of ex gratia under the Exit Option Scheme.

 

3.7.7.        MODE OF PAYMENT

 

The amount of ex gratia, leave encashment should be credited to the Current/Savings Bank account of the employee and a suitable receipt (Annexure 3.8) be obtained. The payment should be effected within one month from the date of exit from the Bank. Income Tax is to deducted at applicable rate. The salary disbursing authority should ensure that all the loans and advances have been fully liquidated by the employee, including the housing loan from Pension is obtained from the amount of ex-gratia and/or other terminal benefits. In case the amount of outstanding of loans/advances is more than the amount payable, it must be ensured that the employee liquidates the loans/advances from his own resources.

 

3.7.8.       ACCOUNTING FOR RETENTION OF 50% OF EX GRATIA

AND OTHER TERMINAL BENEFIT

 

In respect of the employees whose request for retention of the physical facilities such as Banks flat/quarter etc, for a period of two months after exit from the service under the scheme has been acceded to, 50% of the amount of ex gratia and the Banks contribution to provident fund and the leave encashment in full (subject to a maximum of Rs.5.00 lacs) be withheld. The amount should be retained as a term deposit at staff rate in the name of the employee for 2 months and Banks lien marked on it. The lien shall be cancelled when the physical facility is surrendered by the employee to the Bank.

 

3.7.9.       DEDUCTION OF INCOME TAX AT SOURCE

 

Income Tax at source should be deducted, wherever applicable. The extant provisions are:

 

Ex gratia : TDS at the applicable rate.

 

Leave encashment : Exempted from income tax for payments up to Rs 3,00,000/- Payment of Gratuity, Provident fund and commuted value of Pension are in the nature of terminal benefits and hence, are exempted from income tax.

 

3.7.10.     PAYMENT OF SALARY AND ALLOWANCES

 

The employee who has been permitted to leave the Bank under Exit Option will draw Salary and allowances up to the date of his/her discharge from the Bank.

 

3.7.11.       GENERAL

 

(i)         If, before the relevant date i.e. the date of release under the Exit Option, it comes to the notice of the Bank that any disciplinary action or any other action, which renders the employee ineligible under the scheme is warranted against the employee, the Bank has a right to withdraw the acceptance advised earlier to the employee. In such cases, the employee should be advised on or before the relevant date that, in view of the contemplated disciplinary action/any other action pending/contemplated against the employee, the acceptance stands withdrawn and the employee continues to be in the service of the Bank and that appropriate action will be initiated/taken against him/her.

 

(ii)        An employee who is a member of SBI Employees Mutual Welfare Scheme and whose application for release from service under Exit Option scheme is accepted has to deposit welfare fund contribution till the date of his/her superannuation from his/her last salary. If he/she fails to do so, his/her welfare fund account will become irregular rendering him/her ineligible for any benefit under the scheme.

 

 

 

 

 

 

 

 

 

 

 


ANNEXURE-3.1

 

MONTHLY/ 4th MONTHLY REPORT ON CLERICAL/SUBORDINATE CADRE EMPLOYEE ON PROBATION FOR THE MONTH OF ..........................

 

1.         Name                                         :

 

2.         Date of joining the service         :

 

3.         Nature of duties performed        :

 

4.         Ability                                         :

 

5.         Conduct                                     :

 

6.         General remarks                         :

 

 

 

 

SATE BANK OF INDIA                                        Signature ................................................

 

Branch :                                                           Designation ............................................

 

Date :                                                              Department .............................................

 

 

 

 

 

 

 

 

 


 

ANNEXURE-3.2(A)

PERFORMANCE  APPRAISAL REPORT

FOR CLERICAL CADRE AS ON 31ST MARCH 20 __

 

Name in full

Shri/Smt./Km/___________________________

 

P.F. Index No.______________________

Educational Qualification___________________

 

Date of Birth_______________________

Joined the Bank as________________________

 

On__________________________(Date)

Present Designation_______________________

 

Since________________________(Date)

 

Place of Posting__________________________

 

(Br./Off.)Since________________ (Date)

 

REPORT ON WORK AND CONDUCT

 

(Marks awarded to be stated in relative dockets)

 

Sr.No

Parameters

(Factors to be considered as on reverse)

Reporting

Authority

Reviewing Authority  *

1

 

Conduct ( Behaviour with customers, peers, juniors and seniors)

 

 

2

Quality of work (including comfort with technology and adherence to time schedules)

 

 

3

Time discipline (Leave / Punctuality)

 

 

 

4

Special Contribution to work /

business, if any (Please enumerate)

 

 

5

General Remarks (with potential for shouldering higher responsibilities)

(Descriptive)

 

 

* Reasons for variation to be stated.

                                                                                   

_________________________________

(Name & Designation of Reporting Authority)

 

Branch/Office_________________________           

 

Date________________________________

 

                                                                                                                                   

______________________________________

(Name & Designation of Reviewing Authority)

 

Branch / Office_________________________           

            

Date__________________________________            

Note :  Adverse remarks should be advised in writing by the Reviewing Authority and a copy

            should be attached to this report.


Annexure 3.2(B)

 

REVERSE OF PAR (A/S/)1

CLERICAL STAFF

FACTORS TO BE CONSIDERED UNDER VARIOUS PARAMETERS

 

(A)       CONDUCT

Ø  Courtesy, etiquette displayed in dealing with customers.

Ø  Customer orientation and concern for customers

Ø  Sincerity and integrity.

Ø  Uprightness and straight-forwardness.

Ø  Support to seniors, peers and juniors and gaining their respect.

Ø  Contribution in Customer Relations Programme, Customer Service Committee meetings etc.

Ø  Projection of Banks image

Ø  Overall discipline in work, compliance of reasonable orders of Superiors and behaviour.

 

(B)        QUALITY OF WORK

 

Ø  Knowledge of job/functional areas and accuracy.

Ø  Speed in work and completion of tasks within time schedule.

Ø  Adherence and respect to systems and procedures.

Ø  Understanding of rationale of work procedures and likely dangers in case of non-compliance.

Ø  Understanding of and degree of comfort with which mechanisation /information technology related equipments/devices are used.

 

(C)       TIME DISCIPLINE

 

Ø  Self-discipline in day-to-day functioning.

Ø  Punctuality in attending office and being available on his seat during working hours.

Ø  Adherence to leave rules, including frequency of Privilege leave.

 

(D)       SPECIAL CONTRIBUTION TO WORK/BUSINESS

 

Ø  Business growth and profitability

Ø  Assistance during Audit and Annual closing.

Ø  Contribution in prevention/detection of frauds.

Ø  Contribution in the area of computerisation, deposit mobilisation/Loan and Recovery Camps/Marketing of other products of the Bank/Cross selling of the products of the Associates/Community Service.

Ø  Effective use of Staff Suggestion Scheme/Quality Circles particularly for improving customer service and smooth workflow etc.

Ø  Efforts in propagating use of Official Language.

Ø  Achievements in Sports/Literature/Art/Competitions organised by the Bank.

 

(E)        GENERAL REMARKS

 

Ø  On the basis of an overall assessment of the employees performance, including potential and suitability for shouldering higher responsibilities, as also areas not specifically covered by any of the parameters enumerated above.

 

(F)        OTHER INSTRUCTIONS: -

 

            Marks are to be given out of a maximum of 10 marks, 2 marks each.


ANNEXURE 3.3(A)

PERFORMANCE  APPRAISAL REPORT

FOR SUBORDINATE STAFF AS ON 31ST MARCH 20 __

 

Name in full

Shri/Smt./Km/___________________________

 

P.F. Index No.______________________

Educational Qualification___________________

 

Date of Birth_______________________

Joined the Bank as________________________

 

On__________________________(Date)

Present Designation_______________________

 

Since________________________(Date)

 

Place of Posting__________________________

 

(Br./Off.)Since________________ (Date)

 

REPORT ON WORK AND CONDUCT

(Marks awarded to be stated in relative dockets)

 

 

Sr.No

Parameters

(Factors to be considered as on reverse)

Reporting

Authority

Reviewing  *

Authority

1

 

Conduct (Behaviour with customers, officers and staff)

 

 

2

Responsibility towards Duty / Work

 

 

 

3

Time discipline (Leave/Punctuality)

 

 

 

4

Special Contribution to work /

business, if any (Please enumerate)

 

 

5

General Remarks (including employees desire to acquire knowledge and skills)

(Descriptive)

 

 

 

*  The report will be reviewed if an employee is awarded 5 or less marks by the Reporting Authority.

____________________________________

(Name & Designation of Reporting Authority)

 

Branch / Office_________________________           

Date__________________________________            

 

 

_____________________________________

(Name & Designation of Reviewing Authority)

 

Branch / Office_________________________           

Date__________________________________

 

Note :   Adverse remarks should be advised in writing by the Reviewing Authority and a copy                   should be attached to this report.


 

Annexure 3.3(B)

 

REVERSE OF PAR (A/S/)2

 

FACTORS TO BE CONSIDERED UNDER VARIOUS PARAMETERS

 

(A)       CONDUCT

Ø  Courtesy, etiquette displayed in dealing with customers.

Ø  Sincerity and integrity.

Ø  Support to seniors, peers and gaining their respect.

Ø  Projection of Banks image

Ø  Overall discipline in work, compliance of reasonable orders of Superiors and behaviour.

 

(B)        QUALITY OF WORK

 

Ø  Knowledge of job/functional areas.

Ø  Speed in work and completion of tasks within time schedule.

Ø  Adherence and respect to systems and procedures.

 

(C)       TIME DISCIPLINE

 

Ø  Punctuality in attending office and being available during working hours.

Ø  Adherence to leave rules, including frequency of Privilege leave.

 

 

(D)       SPECIAL CONTRIBUTION TO WORK/BUSINESS

 

Ø  Business growth and profitability

Ø  Assistance during Audit and Annual closing.

Ø  Contribution in prevention/detection of frauds.

Ø  Contribution in deposit mobilisation/loan and recovery camps/marketing of other products of the Bank/community service

 

(E)        GENERAL REMARKS

 

Ø  On the basis of an overall assessment of the employees performance including employees desire to acquire knowledge and skill, as also areas not specifically covered by any of the parameters enumerated above.

 

(F)        OTHER INSTRUCTIONS :-

 

            Marks are to be given out of a maximum of 10 marks, 2 marks each.

 

 

 

 

 

 

 

 

 

 

 

 

         ANNEXURE-3.4

 

WORKMEN STAFF REVIEW OF EFFICIENCY

 

A       BIO-DATA

 

1.      Name                                                     :  ____________________________

2.      Designation                                            :  ____________________________

3.      Date of birth                                           :  ____________________________

4.      Appointed in the Bank as                       :  ____________________________

5.      Date of Appointment                             :  ____________________________

6.      Date of admission to Pension Fund        :  ____________________________

7.      Date on which the employee                 :  ____________________________

         Attains 58 years of Age                           :  ____________________________

    

B.      SERVICE RECORD                                  

 

         (For 3 immediate preceding years)           YEAR YEAR   YEAR

 

         Work                                                          _____________________________

         Conduct                                                    _____________________________

         Adverse remarks, if any, in                        _____________________________

         the service record and                              _____________________________

         whether  these have been                         _____________________________

         pointed out to the employee                    _____________________________

 

 

C.     GENERAL

 

         Has any disciplinary action                    ______________________________

         (whether involving vigilance angle       ______________________________

         or otherwise) been taken/initiated         ______________________________

         against the employee during the last     ______________________________

         3 years?  If so, the nature of the             ______________________________

         misconduct and punishment inflicted    ______________________________

         may be furnished.  In respect of             ______________________________

         pending disciplinary proceedings, the   ______________________________

         present position may be indicated         ______________________________

 

 

D.      STATE OF HEALTH

                                                                        From      To                   Nature of illness/

                                                                                                           Reasons for leave

         State of the employees health and        ______________________________

         Particulars of major ailment(s), if            ______________________________

         any, he has suffered during the              ______________________________

         Last 3 years based on medical               ______________________________

         Bills/reports/leave applications              ______________________________

 

 

 

E.      RECOMMENDATIONS:

 

         Please give specific recommendations  ______________________________

         (in case the employee is considered      ______________________________

         not suitable for continuing in service,     ______________________________

         specific reasons therefor should be        ______________________________

         given).                                                    ______________________________

        

                                                                        ______________________________

         Date :                                                     Branch Manager/Head of the Deptt.

 

 

 

 

 

         RECOMMENDATIONS OF THE CONTROLLING AUTHORITY

         _____________________________

         ______________________________

         ______________________________

 

         Place      :

         Date       :                                                              ________________________________

                                                                                                Signature of the Controlling Authority

 

 

 

         DECISION OF THE COMPETENT AUTHORITY

 

         Place      :

         Date       :                                                              ________________________________

                                                                                                Signature of the Controlling Authority


 

ANNEXURE-3.5

 

OPTION LETTER TO BE OBTAINED FROM THE ELIGIBLE MEMBERS WHO ARE ELIGIBLE FOR ADMISSION TO THE PENSION FUND

 

Place : __________

Date  : __________

 

Branch Manager/Asst. General Manager (Office Administration),

State Bank of India, ________________________

 

PENSION BENEFITS

 

With reference to Head Office Staff Circular No. 22 of 1997-98, dated 10.06.1997, I desire to exercise the option of

 

*i)      Continuing in existing gratuity scheme

 

*ii)     (a)  being admitted to membership of the State Bank of India Employees Pension Fund.

                

 

(b)          I agree to refund to the Bank any gratuity amount paid in excess of that payable under theAct.

 

    

The option given by me is irrevocable.

 

(Signature) ________________________

Name : ________________________

(in block letters)

Nature of appointment ________________________

 

* Strike out whichever is not applicable.

 

 

 


ANNEXURE 3.6

APPLICATION  FOR EXIT OPTION

(To be submitted in duplicate)

 

From

Name :

Designation :

Branch/office :

To,

The Branch Manager/Head of Department,

State Bank of India,

_____________________

_____________________

 

APPLICATION FOR EXIT OPTION

 

I ______________________ son/daughter/wife of Shri __________________ hereby apply under

the Exit Option scheme and seek voluntary release from Banks service as from the close of business on the ____________.

 

My service particulars are as follows:

1. Name :

 

2. PF Index No. :

 

3. Cadre :

 

4. Designation :

 

5. Category :  General/ SC/ST/ OBC

 

6. Present posting :

 

7. Date of Birth :

Age as on the date of application :  ____ years ____ months

 

8. Joined the Bank on :                                   As :

 

8A. Reasons for seeking exit from the bank :

 

           

9. Provident Fund balance as per latest statement dated ________:

 

Banks contribution Rs_____________

 

Members contribution Rs_____________

 

10. Details of loans/liabilities to Bank/ Cooperative Societies:

 

(please enclose latest salary slip and PF statement)

 

11. How are these to be liquidated? :

 

12. Whether allotted Banks flat/quarter, if so details thereof:

 

13. I declare that

 

(i) I have not availed of the benefit of any of the Voluntary Retirement/ Exit Option

in the past, in any organisation, before joining the Bank;

 

(ii) No disciplinary action is pending or contemplated against me to the best of my

knowledge. The details of disciplinary action pending/ contemplated against me

are as under :- (please delete the statement not applicable)

………………………………………………………………………………

………………………………………………………………………………

………………………………………………………………………………

………………………………………………………………………………

14. In the event of Bank acceding to my request for voluntary release from service under the Exit Option, I undertake to liquidate all loans/advances granted to me (except Housing Loan), before the effective date of my release from the Bank. In the event of my failure to do so, I authorize the Bank to appropriate all the dues payable to me by the Bank towards the liquidation of these loans/advances. I further declare that such appropriation would be deemed as valid discharge of the Banks obligations to that extent. I also understand that in case the total amount of terminal dues/ex-gratia amount payable to me is insufficient to liquidate/repay the aggregate loan amount/outstanding dues of the Bank and I am also unable to close the loan accounts from my own resources then, my application for Exit Option Scheme will not be considered.

 

15. In the event of the Bank acceding to my request for voluntary release from service under Exit Option, I undertake to vacate the residential accommodation and other facilities (if any) provided to me by the Bank.

 

16. I am aware that the acceptance or rejection of my request for Voluntary release from service under Exit Option is at the absolute discretion of the Bank.

 

17. I am aware that no voluntary release from service under Exit Option shall be deemed to have come into effect unless the decision of the Competent Authority as to the acceptance of the request for release from service has been communicated in writing and I have been relieved from my duties to the satisfaction of the Bank.

 

18. I undertake that on account of my release from the Bank under the Exit Option scheme, I will have no further claims and/or rights on the Bank except for the payment of benefits under Exit Option.

 

19. I undertake that on account of my voluntary release from service under Exit Option scheme, I have no right to claim for compassionate appointment/any other benefit.

 

20. I am aware that in case of dispute as to the interpretation of any of the terms and conditions of the Exit Option, the Banks decision shall be final and binding on me.

 

21. I agree that the Bank has right to modify, amend or cancel any or all of the clauses of the Exit Option and to give effect thereto from any date the Bank may deem fit.

 

22. I declare that no case/action has been initiated against me by Government Agencies/other Law enforcing agencies.

 

23. I declare that the particulars/information furnished herein above are true and correct.

 

Further, I am aware, should any of these particulars/information turn out to be incorrect/false, I am liable to be declared ineligible under the Exit Option, without prejudice to Banks other rights in this regard.

 

Yours faithfully,

 

 

Signature

 

Name: _______________________

Designation: ______________

Branch/Dept:/Circle/SBU/

Corporate Centre Estt.________

Employee No., if any: _______

Date: _____________________

Place:

Tel No. : Office

Residence

Mobile

 

INSTRUCTIONS FOR FILLING UP THE FORMS

I) Incomplete forms are liable for rejection.

J) Name should be spelt as it appears on Provident Fund statement.

K) All the particulars must be filled in correctly & properly.

L) Overwriting and/or obliteration not allowed.

M) The particulars such as General/SC/ST/OBC are for statistics only.


ANNEXURE 3.7

 

ACKNOWLEDGEMENT

 

Received an application from Shri/Smt./Kum. __________________________ for voluntary release of service under Exit Option on ____________________________. He/she is requested to please note that the application is being forwarded to the Competent Authority through proper channel for consideration. Meanwhile, unless and until decision of the Competent Authority is communicated to him he/she will continue to be in the Banks service and report for duty as usual.

 

Place : _________________

Date :                                                                                      Branch Manager/Head of Dept.

 

 


 

 

ANNEXURE .3.8

 

FORMATS OF VARIOUS RECEIPTS

 

Rs.__________________

Received from the Trustees of State Bank of India Employees Provident Fund the sum of Rupees ______________________________________ (in words) being the balance at my credit in the Fund with interest thereon to the date of my leaving the Banks service.

                                                                                                                       

Revenue Stamp

Place __________________

Date ___________________                                                                              (Signature)

…………………………………………………………………………………………..........................

 

Place_________

Date _________

 

Received from the State Bank of India a sum of Rs. ________________ Rupees ___________________________________________________ only) being the amount of Gratuity sanctioned to me by the Chief General Manager in terms of the provisions of payment of Gratuity Act, 1972.

 

Revenue Stamp

(Signature of Employee)

…………………………………………………………………………………………................................

 

Place ___________

Date __________

 

Received from the State Bank of India a sum of Rs. ________________ Rupees ___________________________________________________ only) being the amount of Exgratia sanctioned to me on release from Banks service under Exit Option Scheme.

 

Revenue Stamp

(Signature of Employee)

………………………………………………………………………………………….......................................

 

Place __________

Date ___________

Received from the State Bank of India a sum of Rs. ________________ Rupees ___________________________________________________ only) being the amount of Leave Encashment sanctioned due to me on release from Banks service under Exit Option Scheme.

 

Revenue Stamp

                                                                                                              (Signature of Employee)

 

 


ANNEXURE  3.9

 

Application for Payment of Gratuity

 

To.

The Chief General Manager

State Bank of India

___________________

___________________

Dear Sir,

 

PAYMENT OF GRATUITY

 

I have applied for release from service under the Exit Option Scheme. In case the Bank accedes to my request, I request you to please arrange to pay me the gratuity in terms of extant instructions on the relevant date.

 

Thanking you,

Yours faithfully,

 

 

(                          )

Name: ____________________

Designation: ______________

Branch/Dept:/Circle/SBU/

Corporate Centre Estt. _______

Employee No., if any: ______

Tel. No./Intercom. No._______

Date: _____________________


ANNEXURE 3.10

 

Application for payment of Provident Fund

 

To.

The Trustees of the

SBI Employees Provident Fund,

State Bank of India,

Corporate Centre,

MUMBAI

 

Dear Sir,

 

SBI EMPLOYEES PROVIDENT FUND

INDEX No._________________________

 

 

I have applied for Voluntary release from service under the Exit Option Scheme. In case the Bank accedes to my request, I request you to please arrange to refund the balance standing to my credit in the above Fund to me along with interest thereon as per SBI Employees Provident Fund Rules.

 

Thanking you,

 

Yours faithfully,

 

 

 

(                              )

Name: ________________________

Designation: ______________

Branch/Dept:/Circle/SBU/

Corporate Centre Estt. ___________

Employee No., if any: ______

Tel. No./Intercom. No.__________

Date: _____________________


ANNEXURE 3.11

 

Application For Payment of Pension

 

 

To.

The Trustees of the

SBI Employees Pension Fund,

State Bank of India,

Corporate Centre,

MUMBAI

 

 

Dear Sir,

 

 

SBI EMPLOYEES PENSION FUND

P.F. INDEX No.________________

 

 

I have applied for Voluntary release from service under the Exit Option Scheme. In case the Bank accedes to my request, I request you to please arrange to pay me the monthly pension if I am eligible for the same in terms of SBI Employees Pension Fund Rules.

 

2. I wish to draw my pension from _______________ Branch, Code No. _____ in ______

Circle.

 

3. I opt to commute …………. (portion) of my pension. I do not opt to commute my

pension (Please delete the statement not applicable).

 

 

Thanking you,

 

 

Yours faithfully,

 

 

 

(                                 )

Name: ________________________

Designation: ______________

Branch/Dept:/Circle/SBU/

Corporate Centre Estt. ____________

Employee No., if any: ______

Tel. No./Intercom. No.__________

Date: _____________________

 

 

 

 

 

 

 

 

 

ANNEXURE  3.12

 

Application for Encashment of Leave

 

To.

State Bank of India

___________________

___________________.

 

 

Dear Sir,

 

ENCASHMENT OF LEAVE

 

 

I have applied for Voluntary release from service under the Exit Option Scheme. In case the Bank accedes to my request, I request you to please sanction encashment of the privilege leave due to me at the time of my retirement as per extant instructions.

Thanking you,

 

Yours faithfully,

 

 

 

(                       )

Name: ________________________

Designation: ______________

Branch/Dept:/Circle/SBU/

Corporate Centre Estt. ____________

Employee No., if any: ______

Tel. No./Intercom. No.__________

Date: _____________________

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ANNEXURE 3.13

 

 

FORMAT FOR SCRUTINY OF APPLICATION BY

BRANCH MANAGER/HEAD OF DEPARTMENT

 

Name of the Employee

Designation

P. F. Index No.

 

I.  Date of admission to Pension Fund :

II. Date up to which his/ her service counts for pension :           ___years __ months

III. Extra-ordinary leave on loss of pay availed (throughout service period :

IV. Unauthorised absence (condoned and/or not yet condoned by competent authority) :

 

V. Pensionable service excluding extraordinary leave and Unauthorised absence

VI. Disciplinary/Vigilance case pending/contemplated, if any :

VI. Particulars of salary :

i) Basic Pay

ii) Stagnation Increment

iii) Special Pay

iv) Professional Qualification Pay

v) Increment component of FPP

vi) DA thereon

TOTAL

50% of Balance service left from the date of proposed release under exit option or 36 months (whichever is less)

VII. Balance of privilege leave as on _____ : ______months ___days

IX. Year of non-selection for promotion :

X. Ex gratia amount payable Rs _____________

 

Certified that

a) The application has been received from the employee when he/she became eligible as per Exit Option Scheme.

 

b) The employee is not from the category of ineligibles.

 

c) The particulars mentioned in the application by the employee have been checked and are found to be correct as per Banks record.

 

d) Banks record as well as the discreet enquiries in this regard indicate that the employee has not availed of the benefit of voluntary retirement scheme in any other organisation in the past.

 

e) No disciplinary action is pending/contemplated against the employee nor the employee is placed under suspension. The undernoted disciplinary proceedings is/are initiated/ contemplated/pending against the employee. (Please delete the statement not applicable.)

……………………………………………………………………………………

……………………………………………………………………………………

 

f) As per information available there is no case and/no action against the employee instituted by any Government /other Law enforcing agencies.

 

 

 

 

Recommendations

 

(A)* We confirm that Shri/Smt./Kum. ___________ satisfies the eligibility norms and recommend that his/her request for release from service under Exit Option may be acceded to and he/she be permitted to leave the Banks service as at the close of business on the _________ under Exit Option.

 

(B)* The request of the employee may be declined for the following reasons:

____________________________________________________________________________________________________________________________

(*) strike out whichever is not applicable, under authentication.

 

 

 

 

 

Date :                                      Signature of the Branch Manager/Head of the Department

 

 


ANNEXURE 3.14

 

CALCULATION SHEET

 

1. Name of the employee :

2. Designation :

3. Branch/Office :

4. P.F. Index No. :

5. Cadre : Clerical/Subordinate

6. Date of birth :

7. Particulars of monthly salary as on the date of submitting application under the scheme

 

Basic pay :

Stagnation increment(s) :

Special Pay

Professional Qualification Pay :

Increment component of FPP :

DA : __________

Total __________(A)

 

8. Age as on the date of release under the Exit Option Scheme : _______ Years ______months

9. 50% of service remaining up to the age of 60 years (in complete months) : __________ months 

   (maximum 36 months)   (B)

10. Ex gratia payable is A x B     : Rs _______________

 

 

Sanctioned ex gratia payment of Rs ____________ (Rs __________________________ ____

_______________________________________________ ). Income-tax to be deducted at source at the applicable rate.

 

 

 

Branch Manager/

Head of Department/Establishment

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ANNEXURE 3.15

 

LETTER TO BE ADDRESSED TO THE

APPLICANT UNDER EXIT OPTION

To,

Shri/ Smt.______________

______________________

______________________

______________________

______________________

Date:

Dear Sir/Madam,

 

Your application dated for voluntary release from service under Exit Option

With reference to your application for voluntary release from service under Exit Option we advise as under:

 

Your request for release from service under the Exit Option has been accepted by the designated authority and you will be relieved of your duties as at the close of the business of ___________.

OR

 

You are ineligible for the following reason(s):

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________

________________________________________________________________

(Strike out whichever is not applicable under authentication)

 

2. Please acknowledge receipt of this letter.

 

Yours faithfully,

 

(Branch Manager/Head of the Department/ Establishment)

 

 


ANNEXURE 3.16

 

 

EXIT OPTION

PROGRESS REPORT OF RECEIPT OF APPLICATIONS

 

AS ON____________________________

 

 

Category

 

No. of applications received during the month

Cumulative no. of applications received

 

1. Clerical

 

 

 

(i) Assistant

 

 

 

(ii) Senior Asstt

 

 

 

(iii) Special Asstt

 

 

 

(iv) Others

 

 

 

2. Subordinate

 

 

 

(i) Messengerial

 

 

 

(ii) Watch & Ward

 

 

 

(iii) Menial and others