THE CANARA BANK OFFICERS'

 ASSOCIATION (REGD)  

(Affiliated to AIBOC)

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CANARA BANK                                           <>      INDEX NO               :   STAFF 20

PERSONNEL MANAGEMENT SECTION       <>       CIRCULAR  NO      :    201/ 2004  

PERSONNEL WING : 112 : J C ROAD                 <>       DATE                    :   10.08.2004 

HEAD OFFICE : BANGALORE – 560 002.             <>        A F Y A          

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 SUB: Revision in Limits for reimbursement of Conveyance Expenses to Officers in                

JMG Scale-I, MMG Scale-II and MMG Scale-III.

Consolidated Circular

Officers are eligible to claim for reimbursement of conveyance expenses incurred while discharging Official duties.

In terms of Regulation 41(2) (ii) an Officer who travels in own vehicle for Bank’s work is eligible to claim reimbursement of travelling expenses at rates prescribed.

The existing limits for reimbursement of conveyance expenses payable to Officers has been communicated in Circular 255/2001 dated 19.12.2001.

In the recently held Joint Conference with Canara Bank Officers’ Association it was agreed to examine reasonable enhancement to the petrol / monetary limits now available in the scheme for reimbursement of conveyance expenses to officers.

We are pleased to inform that our Chairman and Managing Director has permitted revision of limits for reimbursement of conveyance expenses incurred by Officers w.e.f  01.08.2004, considering the fact that in the present competitive scenario, officers have to travel more for Growth of Business, Marketing and to improve  recovery percentage..

We are pleased to release an updated Circular furnishing the guidelines relating to reimbursement of Conveyance Expenses to Officers in super-session of Circulars issued till date, for the ready reference of the Officers of the Bank.

Reimbursement of conveyance expenses payable to Officer employees has been broadly classified as follows:

A.     Confirmed Officers whose Basic Pay is Rs.9,820/- & above and owning a vehicle can claim reimbursement of Petrol Cost by production of bills for use of own vehicle  subject to limits prescribed by the Bank from time to time depending upon the vehicle owned by the employee.

B.     Confirmed Officers whose Basic Pay is below Rs.9,820/- and owning a vehicle

C.     Confirmed Officers who do not own vehicle and claim reimbursement of conveyance expenses on consolidated basis.

D.     Conveyance expenses to Probationary Officers / Probationary Managers.

The details of monetary / fuel limits for reimbursement of conveyance expenses are furnished herebelow:

A. REVISION IN FUEL / PETROL LIMITS:

1.      CONFIRMED OFFICERS WHO ARE CLAIMING THE REIMBURSEMENT OF PETROL COST, SUBJECT TO PRODUCTION OF BILLS FOR USE OF OWN VEHICLE AND WHOSE BASIC PAY IS Rs 9820/- & ABOVE:

( FOR DIESEL VEHICLES PLEASE REFER BOX ITEM IN HO CIRCULAR NO 106/2005 DATED 27/04/2005 - ATTACHED AT THE END OF THIS CIRCULAR )

 B. MONETARY LIMITS:

I.   REIMBURSEMENT OF CONVEYANCE EXPENSES ON CONSOLIDATED BASIS (MONETARY LIMIT) TO CONFIRMED OFFICERS DRAWING BASIC PAY OF LESS THAN  Rs 9820/- AND OWNING VEHICLE: 

 * Subject to production of petrol bills, they will be reimbursed actual cost of petrol incurred, as per bills or the monetary ceiling fixed, whichever is lower.

II. REIMBURSEMENT OF CONVEYANCE EXPENSES ON CONSOLIDATED BASIS (MONETARY LIMIT) TO

     CONFIRMED OFFICERS WHO ARE NOT OWNING VEHICLE:

Confirmed Officers who do not own vehicle are eligible to claim reimbursement of monthly conveyance allowance as follows:

III   OFFICERS DURING THEIR PROBATIONARY PERIOD: (DIRECT RECRUITS in Scale I, II &    III and

Promotees to JMG Scale I)

Metropolitan Centres    –          Rs 100/- per month

Other Centres               -           Rs  75/- per month

C. OPTION:

 Eligible Officers have to opt for the following:

a)   For claim under ‘owning vehicle scheme’

b)      For claim under ‘not owning vehicle scheme’

An Officer employee who has opted for reimbursement of conveyance expenses as applicable to “not owning vehicle scheme” may opt to claim conveyance under “owning vehicle scheme” if the Officer purchases the vehicle and shall continue to be covered under the scheme till the Officer disposes off the vehicle.  

An Officer claiming reimbursement under ‘Owning Vehicles scheme’ may opt to change the option by duly informing the Bank and future reimbursement may be claimed under ‘Not Owning Vehicle scheme’.

If a Scale III Manager having two wheeler purchases a four wheeler, he/she may be reimbursed eligible conveyance expenses as applicable to four wheeler so long as he/she owns the four wheeler.  

D. REIMBURSEMENT

1.      Eligible Officers may claim actual amount incurred on conveyance on the basis of declaration submitted to the Sanctioning Authority at the end of every month.

2.      The proforma of declarations to be submitted by the Officers has been furnished as Annexure I  & II to this Circular

3.      The reimbursement made on consolidated basis, is subject to the specific condition that the claims made are within the specified limits and represent the actual expenses incurred by the officers.

4.      The Officers claiming reimbursement under Petrol limit have to produce receipts / vouchers along with monthly declaration.

5.      Cost of motor oil is not reimbursable.

6.      Wherever the Officers produce Vouchers/Receipts with regard to the “SPEED / Other type of Costlier Petrol”, the reimbursement shall be restricted to the cost of normal petrol.

7.      Officers claiming reimbursement of conveyance expenses under this scheme will not be eligible for any other reimbursement for local conveyance expenses. However, Officers eligible under this scheme will be eligible for travelling expenses as per the rules in force for travel beyond 8 kms.

8.      The declaration received preferring claim for amounts in excess of fixed limit should not be entertained and are to be returned to the claiming officer.  

9.      Whenever there is a change in Petrol Rates during a month, the reimbursement shall be made at the prevailing rate for the actual amount of Bills / Vouchers produced  on the relevant dates for the applicable limit.  

E.     Sanctioning Authority: 

 F.      Period within which the reimbursement is to be claimed : 

If the claim for the expenses incurred during any particular calendar month is not made within a reasonable period, say 7 days in the succeeding month, the same shall automatically lapse. However, reasonable delay may be condoned by the Sanctioning Authority .

 G.    Deputation / Training:

Local Deputation / Training

Wherever Officers are deputed for training and the training centre is within the radius of 8 kms from the place of work, they are eligible to claim reimbursement of expenses under this scheme.

If Officers posted for training / deputation beyond 8 kms from the place of work, they may claim actual conveyance expenses in terms of Cir.No.1/2004. In such cases, the reimbursement under the scheme shall be made on pro-rata basis by excluding the actual period of Training/Deputation from the number of days in the calendar month

     Deputation to Outstation Branches/Offices:

The Officers on deputation to outstation branches/offices are not eligible to claim the reimbursement under this scheme for the period of their deputation.

 H.    Leave period:

Wherever eligible Officers proceed on leave (other than Casual Leave / Joining time) reimbursement under this scheme will be on pro–rata basis only.

In such cases, the reimbursement of Conveyance expenses is not permissible for the Preceding and succeeding weekly holiday / public holiday of the leave period.

OFFICERS/MANAGERS WORKING IN   BC/TBC SET-UP.

The Officers/Managers working in the BC/TBC Set-up have an Option to claim the reimbursement of Conveyance Expenses under this Scheme or Actual Conveyance Expenses incurred by them in terms of Circular No. 1/2004.

If an Officer/Manager opts to avail the reimbursement of Conveyance Expenses as per this Scheme, no additional reimbursement will be permitted over and above the Petrol/Monetary limit specified under this scheme for their visits within 8 Kms, radius from their Head quarters. However, for the visits beyond 8 Kms, they may claim reimbursement of Conveyance expenses as per Circular No. 1/2004.

If an Officer/Manager opts to claim reimbursement of actual conveyance expenses as per Circular 1/2004, no reimbursement as per this scheme for his/her visits to local branches / offices will be considered and the reimbursement of local conveyance for his/her visits to local branches will be considered subject to the following conditions :-

a) Officers/Managers owning Vehicle:

The reimbursement of Conveyance at the rate decided by the Board from time to time presently being Rs.2.00 per Km for Mopeds and Rs. 2.80 for Scooter/Bike etc., for their visits to local branches will be considered.  Officers will have to maintain a log-book for their visits to local branches which will be verified by the Section-in-charge of BC/TBC Section / Cell concerned at Circle Office level.  The journey undertaken from residence to Head quarters/First point of work and return journey to residence from Head quarters/Last point of work directly shall be excluded for the purpose of reimbursement.

b) Officers/Managers not owning Vehicle :

Officers/Managers who do not own a vehicle may claim the reimbursement of actual local conveyance expenses by using cheaper mode of transport furnishing the full details of local visits monthly which will be verified by the Manager-in-Charge of BC/TBC Section/Cell.

The Proforma for claiming the reimbursement of actual Conveyance Expenses in terms of Circular No. 1/2004 is furnished as Annexure – II to this  Circular.

I.  GENERAL 

1.      The scheme is meant for claiming reimbursement of conveyance expenses incurred  for official purpose on a monthly consolidated basis and the limit is non-cumulative.

2.      Officers of the bank eligible for banks vehicle (two wheelers / four wheelers) will not be eligible for reimbursement under this scheme even if they do not avail the facility/surrender the Vehicle and such vehicles should be used for Bank’s work even beyond the radius of 8 kms. However, if the Office vehicle is under repair for a continuous period of 1 month or more, reimbursement under this scheme as applicable to that category of Officers may be made for completed months only.

3.      Surrendering of the Office Vehicle by the Officers for availing the reimbursement of Conveyance expenses under this scheme is not permissible.

4.      Managers / Senior Mangers who are claiming reimbursement of conveyance expenses as per the recent guidelines for use of Four Wheeler as per Circular No. 179 / 2004 are not eligible for conveyance under this scheme.

5.      Officers in JMG Scale I who own vehicle and who officiate in the place of Managers during their leave period will be eligible under this scheme and they may be reimbursed conveyance expenses if not already eligible, on pro-rata basis subject to limits specified for Officers in JMG Scale - I drawing a Basic Pay of Rs.9,820/- and above.

6.      The amounts being recovered from the customers towards conveyance for godown inspection etc may be continued as is being done hitherto & appropriated to General Charges – Conveyance.

7.      Journey from residence to branch/office and vice-versa is not treated as official.

8.      Official / Bank work may be undertaken by eligible officers before and / or after office hours also, for development / recovery and any other official work.

9.      The eligible officers can claim reimbursement of expenses incurred for official purposes. However as long as the claim is within the fixed limit, the sanctioning authority does not have to verify / call for records. They have to pass the claims of the officer on the basis of declaration submitted by the officer subject to limits specified.

10.  It is advisable that the Officers maintain records regarding the details of the journey undertaken for Income Tax purpose.

11.  The reimbursement made under this scheme is liable for deduction of Income Tax as per the  rules prevailing from time to time.

12.  An officer having both two wheeler and four wheeler cannot claim reimbursement for both vehicles. The Officer may use either a two wheeler or four wheeler by exercising option for claiming reimbursement.

13.  An Officer/Manager, who does not know driving/does not possess a valid driving license, when posted to a branch/office, eligible for Bank vehicle is expected to learn the driving/obtain driving license within a reasonable period. In case he/she is not inclined to learn driving/obtain valid driving license, he/she should not be reimbursed conveyance expenses in terms of this circular. However, the above stipulation is not applicable to the Officer of the age of 50 years or more. In such cases he/she may claim actual conveyance expenses in terms of Circular No. 1/2004 duly submitting the TA/Conveyance bill to Divisional Manager (Operations) with full details of local visits made and results thereof.

14.  The Inspecting Officers who have opted to seek reimbursement of conveyance allowance as per Circular 1/2004, are eligible for reimbursement of conveyance allowance from their residence to Branch/Office and vice versa for the visits undertaken by them for the purpose of Inspection of the Branch/Office situated locally. However, they are not eligible to claim reimbursement of conveyance expenses for inspecting a branch/office situated in the same premises of their Head quarters.

15.  Officers under suspension are not eligible for reimbursement of conveyance expenses.

16.  Whenever there is change in scale of pay of Officers on account of Wage Revision, the Basic Pay in the revised scale corresponding to Rs.9,820/- of the old scale shall be taken as the basis for reckoning the basic eligibility criteria for reimbursement of conveyance expenses under Petrol limit.

K SURESH RAO

GENERAL MANAGER

ANNEXURE TO CIRCULAR NUMBER 106/2005 DATED 27/04/2005

MESSAGE FROM CANARA BANK, PERSONNEL MANAGEMENT SECTION, PERSONNEL WING, 112 J C ROAD , HEAD OFFICE, BANGALORE – 560 002

SUB : REIMBURSEMENT OF CONVEYANCE EXPENSES FOR OFFICERS IN SCALE – I, II AND III

 As per Circular No 201/2004, Officers employees are eligible to claim reimbursement of expenses incurred on account of conveyance on consolidated monthly basis duly enclosing the petrol bills. However, no reimbursement was permitted in case of diesel driven vehicles.

 On re-examining the matter, it has been decided to consider the claims of Officer employees in Scale I, II & III, who use vehicles driven by diesel also. However, the reimbursement of conveyance expenses shall be restricted to the eligible normal petrol limits. For example, if they are eligible for 45 litres of petrol and they use diesel for their vehicles instead of petrol, then the reimbursement shall be restricted to cost of 45 litres of diesel.

 All the other terms and conditions stipulated in our Circular No 201/2004 stands still.

 V YAKUB BEARY

ASST GENERAL MANAGER

 ANNEXURE – 1

DECLARATION TO BE SUBMITTED BY ELIGIBLE OFFICERS FOR CLAIMING REIMBURSEMENT OF CONVEYANCE EXPENSES

From                     :                                  To:

Name                    :                                  The Manager / Senior Manager / DM / AGM                               

Staff No                :                                  Canara Bank                                       

Designation           :                                   ____________________________

Branch / Office     :

Dear Sir,

SUB: CONVEYANCE EXPENSES

I have incurred conveyance expenses of Rs ……………… (Rupees ……………………………………

……………………………………………………………….…) during the month of ………………..

Further, I confirm that,

1)       I am the owner of …………………………(make) vehicle bearing Registration No ……………………….… The average mileage per litre given by my vehicle is ……………….kms. / I do not own any vehicle (Strike out whichever is not applicable)

2)       I have not debited any amount on account of local conveyance expenses incurred by me to the General Charges account

3)       I have not drawn any amount towards conveyance expenses incurred by me to the debit of the Bank’s client’s account

4)       The above expenditure has been actually incurred by me for journey undertaken in connection with the Bank’s / official work. Please reimburse the above conveyance expenses actually incurred by me at the earliest.

Date:                                                                                                                       Yours faithfully,

Place: 

PARTICULARS OF LEAVE ETC -                           FROM                     TO                 NO OF DAYS

1.     Particulars of leave availed during the month

      (Excluding CL / Joining Time)

2.     Period of absence from the branch/office during

      the month on account of training/deputation, etc.

3.     Weekly holiday / public holidays preceding /

      succeeding the leave

4.     Total period of absence (1+2+3)

5.     Eligible amount of reimbursement

Passed for payment of Rs…………………………….

Sanctioning Authority

Date :

Enclosure: Petrol Bill/s for Rs …………………..

                 (Strike out, if not applicable) 

ANNEXURE – II

VOUCHER FOR THE REIMBURSEMENT OF CONVEYANCE CHARGES

 FOR THE MONTH OF _________________________

1)       NAME OF THE CLAIMANT (IN BLOCK LETTERS

2)       DESIGNATION

3)       BRANCH / OFFICE TO WHICH ATTACHED

4)       PARTICULARS OF THE JOURNEY FOR WHICH CONVEYANCE HIRE IS CLAIMED

(SIGNATURE) 

CERTIFICATE

 I have incurred conveyance expenses of Rs …………………. (Rupees …………………………..) during the month of ……………………………………………

a)      I am the owner of ………………………vehicle bearing Registration No ……………………….. the average mileage per litre given by my vehicle is ……………………….Kms. / I do not own any vehicle (strike whichever is not applicable).

b)    I have not debited any amount towards conveyance expenses incurred by me to the General Charges Account.

c)    I have not drawn any amount towards conveyance expenses incurred by me to the debit of the Bank’s client’s account.

d)     The above expenditure has been actually incurred by me for journey undertaken in connection with Bank’s / Official work. Please reimburse the above conveyance expenses actually incurred by me at the earliest.

Yours faithfully,  

NAME:

STAFF NO:

DESIGNATION:

BRANCH / OFFICE:

Encl: Petrol Bills for Rs ……………………… (Strike out if not applicable)

COUNTERSIGNED BY -----------------------------