RNI No. MAHBIL /2009/31745

Reg. No. MII/MR/South-327/2013-15

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GENERAL ADMINISTRATION DEPARTMENT

Mantralaya, Madam Cama Road, Hutatma Rajguru Chowk, Mumbai 400 032, dated the 14th November 2013.

NOTIFICATION

MAHARASHTRA GOVERNMENT SERVANTS REGULATION OF TRANSFERS AND PREVENTION OF DELAY IN DISCHARGE OF

OFFICIAL DUTIES ACT, 2005.

No.POD-1007/C.R.9/18(O&M) .-- In exercise of the power conferred by sub-section (1) of section 14 of the Maharashtra Government Servants Regulation of Transfers and Prevention of Delay in Discharge of Official Duties Act, 2005 (Mah. XXI of 2006) and of all other powers enabling it in this behalf and in supersession of all the existing rules, orders or instruments made in this behalf, the Government of1VIaharashtra hereby makes the following rules, the same having been previously published as required by sub-section (1) of section 14 of the said Act, namely :

1. Short title.—These rules may be called the Maharashtra Prevention of Delay in Discharge of Official Duties Rules, 2013.

2. Definitions.—(I) In these rules, unless the context otherwise requires,—

(a) "Act" means the Maharashtra Government Servants Regulation of Transfers and Prevention of Delay in Discharge of Official Duties Act, 2005 (Mah. XXI of 2006) ;

(b) "Administrative audit" means the mechanism determined by the Government to verify whether final decision on a file or case in any office or Department is taken on the basis of proper delegation of powers, that is, three level submission and also the compliance of the time limit prescribed under sub-section (1) of section 10 of the Act, for taking the decision and necessary action in the matter ;

(c) "Awaited case" means the case in which further action is to be taken after certain period ;

(d) "Case" means file or other related papers, references, correspondence, notings, etc., received and consolidated in a bunch ;

(e) "Correspondence" means the inward and outward references in the process of taking decision, which includes written letters, telegrams, interdepartmental notings, fax messages, e-mail, orders, circulars, resolutions, issued by the Government, from time to time ;

(f) "Dormant Case" means and includes the cases in which decision rests with other than the State Government, the case in which final order has been passed but which are required to be kept in await for watching the observance of terms of final orders, cases involving collection of data or statistic from various authorities for the compilation of various Government reports, periodicals, returns, etc., but shall not include the cases falling under section 11 of the Act ;

(g) " File" means a set of relevant papers of the specific subject having a particular separate number in which one or more parts mentioned below are included

(i) correspondence,

(ii) notings,

(iii) appendix of the correspondence,

(iv) appendix of the notings ;

(h) "Final Disposal" means action taken on the reference received or action taken on the correspondence of the file after consideration, and final decision has been taken on such reference or correspondence, and no further action is pending on such reference or correspondence ;

(i) "Form" means the Forms appended to these rules ;

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(j) "Immediate and urgent reference" means the tapal received including the telegrams, telex message, fax messages, letters, e-mails, etc., which are marked by the competent authority, after taking into consideration the seriousness of the matter, as immediate or urgent, with an intention to complete the expected action within a time mentioned in sub-section (1) of section 10 of the Act ;

(k) "Minister-in-charge" means the Minister-in-charge to whom the concerned subject or work has been allotted according to the Maharashtra Government Rules of Business ;

(1) " Officer incharge of section or branch" means such officer working at the Taluka or Sub-Divisional Office or District or Divisional or Departmental levels, who has been nominated for disposal or final disposal of the concerned subject or work of a section ;

(m) "Level of submission" means the total three levels of Government servants, who are responsible for submitting the matters for taking final decision to the officer, whom, powers having delegated for taking a final decision after taking into consideration the nature, level and importance of various subjects being handled in the office or Department ;

(n) "Notings" means the remarks recorded on the file such as summaries of the earlier papers, description of issues or questions under consideration, analysis, instructions and final orders issued in that regard for quick disposal of any case ;

(o) wherever the words File, Case, Correspondence, Noting, Draft, Reference, Remarks, Proposal, Forms, letters, Tapal occur they will include the corresponding electronic versions like e-file, e-case, e-correspondence, e-noting, e-draft, e-reference, e-remarks, e-proposal, e-forms, e-mails etc. and the word Services (Seva or Suvidha) wherever used would also cover the services delivered to the users by electronic means.

(II) Words and expressions used but not defined herein shall have the meanings respectively assigned to them in the Act.

3. Preparation of Citizens Charter. (1) The Head of every administrative Department of Mantralaya and the heads of all offices under their administrative control, that is, the Divisional level, District level, Taluka level, sub-divisional level, or as the case may be, local level, shall prepare separate Citizens Charter for their respective offices. The seperate Citizens Charter shall be consistent with the Citizens Charter of its concerned Head Office and such Citizens Charter shall be prepared and published on the basis of instructions contained in Circulars or Letters issued by the Government, from time to time, and shall be displayed at a conspicuous place in the concerned office. It shall also be displayed in electronic form on the website or portal of the Department or Government.

(2) The Citizens Charter published under the provisions of sub-rule (1), shall be updated by each office, from time to time, if necessary; and on the 2nd May of every succeeding year according to the Government revised policy or plan or programme or project or rules or orders, etc. Each office shall finalise and publish Citizens Charter after considering the objections or suggestions, if any, and after thorough discussion on the difficulties of the officers concerned and suggestions received in this behalf. IL shall also be displayed in electronic form on the website or portal of the Department or Government.

(3) The prescribed papers for providing the facilities or services rendered by the office or Department shall be kept minimum. For that purpose, the Head of every office or Department shall take a detailed review. The necessary Form "A" for availing the facilities or services rendered by the office or Department shall be made easily available by the concerned office or Department free of charge. The list of the optional papers shall also be specified in Form "B" by the Head of every office or Department. It shall also be displayed in electronic form on the website or portal of the Department or Government.

(4) An application received in Form "A" from any citizen, shall be checked immediately as per the checklist provided in Form "C" regarding its fulfillment and if, after checking, the application is found to be incomplete, then the applicant shall be informed about the shortfalls immediately on the spot so that he can complete the formalities for filling the Form.

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(5) hf the application of the citizen is complete then he shall be given the receipt of its acknowledgment in Form "D", in which the period mentioned. in the Citizens Charter of that office or Department for providing such services or facilities shall be mentioned clearly, and the office shall ensure that the citizen. do not have to visit the concerned office time and again.

(6)Minimum. period for providing services and facilities shall be specified taking into consideration the time limit, mentioned as per concerned Acts and Rules. The concerned Head of Office, Department on noticing or being brought to his notice any dereliction in providing service and facilities will hold and complete the preliminary enquiry within fifteen working days. If it is found that the concerned officer or employee has shown habitual or willful or intentional delay or negligence in discharge of official duty, the recommendation of Departmental -Enquiry shall be forwarded to the Competent Authority. The Competent Authority ac(.!ordingly shall issue order of departmental enquiry as per the relevant Rues,

(7) Maximum use of information technology shalt be made in the offices and e-governance shall be given highest preference while rendering facilities or services to citizens. Every administrative Department in Mantralaya in. consultation with the Commissioner, or Head of Department and Head of office under them shall undertake time bound programme for providing services and facilities by way of electronic mode. The services and facilities which are to be provided by way of electronic mode to the citizens shall be determined within six months from the date of commencement of these rules. Accordingly, services like licenses, certificates, approvals or cash payment and application therefor shall be provided online. Information in this regard shall be made available on Department's wehsite.The citizen who cannot avail online facilities shall be provided services or facilities by following the prevalent procedure.

4.. Publication of list of powers delegated to subordinate officers fi)r taking final decision.— The list of powers of the incharge Secretary of the concerned administrative Department at the Mantralaya level, Head of the Department at the Divisional level or, as the case may be, at District level and subordinate officers who are working under their supervision at various levels or the officers who are delegated the subject-wise or file wise powers for taking the final decision, shall be prepared and published and affixed at a conspicuous place in the concerned. office, as provided under sub-section (.1) of section 9 of the Act. The said list of powers shall be updated and published on the 2nd May of every succeeding year. It shall also be displayed in electronic form. on. the website 017 portal of the Department or Government.

5. Prohibition of delegation of powers to Government officers against whom Departmental inquiry is being conducted.— Notwithstanding anything contained in rule 4,-

i) If, any Departmental inquiry under charges of serious nature is being conducted under the concerned disciplinary rules against any employee or officer, or if any officer is required to face any criminal case or investigation, then such employee or officer shall not be empowered to take any final decision on the work. of executive nature or sensitive work or subjects.

(2) If, a charge sheet is served on any officer with the charges of misappropriation or financial irregularities or embezzlement of the Government money or corruption, or if the decision to serve the charge sheet against such officer has been taken at the level. of Departmental Inquiry Officer, or such officer is suspended from the services for any such allegation, then in that circumstances, even after reinstatement. of such officer in the services, he shall not be empowered to take final decision on executive or sensitive subjects, till the decision of such inquiry or investigation is completed and implementation of punishment awarded to him is completed or such officer has been completely exonerated from such charges or allegations:

Provided that, the Government may, after examining the merits and demerits of the case and after recording the reasons, shall consider delegation of any power for finalisation of executive or sensitive subject to such Government employee mentioned in sub-rules (1) and (2).

6. Determination. of level of powers for taking final decision. (.I) Subject to the provisions of section 9 of the Act, the level for delegation of the powers for taking the final decisions shall be determined by the Head of the office or Department, as the case may be, after considering Government Resolutions and orders, issued from time to time, in this behalf, by the Secretary

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in-charge of the concerned administrative Department at the Mantralaya level, with the approval of the concerned Minister-in-charge of the administrative Department

Provided that, the level of such submissions for the purpose of taking final decision shall not

be more than three officers.

(2) Subject-wise list of distribution of authority or powers for every kind of officer shall be

maintained.

(3) If a particular competent authority, who has been empowered to take final decision, is not present or has proceeded on leave and the work of such competent authority cannot be held up even for a temporary period, then, taking into the consideration the administrative convenience and exigencies, the work of such competent authority shall be distributed amongst the other

officers of that establishment :

Provided that, more than three stages may be kept for very important matters like Cabinet Note and the matters involving policy decisions :

Provided further that, the files of the existing policy or orders, which require the explanations or directives to be given to the Regional Offices, shall not be submitted to the level higher than

the Secretary level :

Provided also that, reminders shall not be submitted upto the senior level.

(4) The files involving the proposals of investments and infrastructure projects, files, proposals regarding policy matter to be submitted before Cabinet received by advisery Department shall not be sent to junior officers or to the Desk. In such cases the remarks or notings shall be recorded by the Deputy Secretary or at least at the level of the Under Secretary. In the exceptional circumstances, if Under Secretary is not available, then such files shall be submitted by the Desk

Officer.

7. Updating list of level of officers.— (1) The concerned administrative Department at the

Mantralaya level, Head of the Department at the Divisional level, or as the case may be, at the District level, or Head of any other office, shall prepare the list of powers delegated to the subordinate officers within three months of publication of these Rules and thereafter such published list shall be updated on the day of 2nd May of every succeeding year. It shall also be displayed in electronic form on the website or portal of the Department or Government.

(2) The Head of the concerned administrative Department at the level of Mantralaya shall take a random review of the activities of the offices or Departments in the month of January and July of every year to ensure that the powers delegated to every officers are exercised adequately and judiciously and proper decisions are taken on the matters falling under their purview.

8. Acknowledgement of e-mails. Anacknowledgement of e-mails received shall be given by

concerned person. If the e-mail received is not concerned with the office or Department or Desk then it shall be forwarded to the concerned office or Department or Desk and accordingly intimated the same to the applicant by e-mail.

9. Responsibility of every officer. Every officer of the Mantralaya and incharge officer of the office of Divisional or District or Taluka level shall be primarily responsible for timely submission or final disposal of the cases within the time limit mentioned in the Act.

10. Measures to be taken for keeping control on progress of works of Desk or Section or

Branch. The incharge of Branch or Desk or Section officer shall keep watch on the progress of the work carried in his Branch or Desk or Section and ensure that,—

(a) no references or files or cases remain unattended and pending for want of action ;

(b) himself will deal with the complicated and important references ;

(c) scrutinize the notes and drafts submitted to him and record his opinion or suggestion on the file wherever necessary before submitting it to the competent officer with a view to maintain

the accuracy of the notes and drafts ;

(d) dispose of on his own initiative and responsibility as many cases as possible ;

(e) adopt suitable and proper measures so as to dispose of references or cases ; 1-Trr-r Y-x

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(f) keep him self informed of the day-to-day business of the Branch or Desk ;

(g) take analytical detailed review of the files pending in the Branch or Desk at the end of every month with a view to keep vigorous watch over the progress of the working of the Branch or Desk or Section and, also provide proper guidance and suitable remedial measures for disposal of the pending files ;

(h) Records of the Branch or Desk or Section shall be kept as follows :—

(i) receipt of post ;

(ii) cases under process;

(iii) awaited cases ;

(iv) dormant cases ;

(v) cases of standing order or compilation ; and

(vi) cases disposed of finally (as per A, B, C, D classification) ;

The officer in-charge of the Branch or Desk or Section shall be vigilant in implementation of rules

11. Restrictions for prevention of delay in inter-departmental references.— The following action shall be taken to avoid delay in un-official references or cases in Mantralaya Departments, namely :--

(a) except the Finance Department and Law and Judiciary Department, all the cases or references required to be sent to other Departments for opinion or consultation, shall be marked to the concerned Joint Secretary or Deputy Secretary or Under Secretary directly, and their opinion shall be obtained. For that purpose, every Department shall prepare a list of the names of the concerned Under Secretary, Deputy Secretary and Joint Secretary of the Department and a list of the subjects dealt with by them. Such list shall be made available to every Department. It shall also be made available on the Government website. If any changes occur in the said list, then necessary corrections shall be carried out from time to time in the said list and shall be displayed at a conspicuous place in the concerned Desk. It shall also be displayed in electronic form on the website or portal of the Department or Government ;

(b) if the proposal is approved at the level of another Department's Secretary, then such proposal shall be examined directly at the level of the Joint Secretary or Deputy Secretary of the Finance Department or Planning Department or General Administration Department and there shall be no objection to convey the disapproval thereof at the level of the Joint Secretary or Deputy Secretary :

Provided that, it is necessary for the Secretary of the Department to issue such order for such purpose ;

(c) if the Secretary of the Department does not agree with the views conveyed by the Joint Secretary or Deputy Secretary of the Finance Department or Planning Department or General Administration Department, then such file shall be referred again to the Finance Department or Planning Department or, as the case may be, the General Administration Department at the Secretary level for review ;

(d) if the proposal has been forwarded as per clause (c) and the same is moved by another Department at Secretary level, and the Finance Department or Planning Department or General Administration Department desires to disapprove such proposal, then such action of disapproval shall be taken at the level of the Secretary of the Finance Department or Planning Department or the General Administration Department, as the case may be ;

(e) after recording the remarks of the other Department, if the case is received in the original Department and if it is found that there is a difference of opinion between these Departments then instead of writing a further note in such case, the Secretaries of both the Departments or the officers, whom the powers are delegated, shall, by holding personal discussions on the controversial issues, dispose of such cases by mutual consent ;

1-Wflt5 411k1-1 3TRRITTETT (44PT 7T-TTuf 37-'41T T, 91-4-47 RoTr-dT R6, 414> 'Mk

(f) if the original Department desires to mark any file to more than one Department, then the file shall be routed through those Departments as per the order of marking of the original

Department

(g) while adopting the above procedure prescribed in clause (f),if delay is likely to be caused in disposal of the case and the remarks expected from the Departments are not likely to be supporting or are inconsistent or contradictory to those of the concerned Department, then the originating Department shall prepare separate proposals and obtain the remarks or opinion on it

by forwarding an independent file to each concerned Department

(h) if the Department is of the opinion that a particular case received in its Branch or Desk pertains to any other Department then in such circumstances the Department shall forward the case to the concerned Department mentioning therein clearly the specific entry of the Maharashtra Government Rules of Business, to which the subject matter relates after obtaining the approval

of the Secretary of the concerned Department ;

(i) if a question arises as to whether the correspondence received in a Department should be dealt with by such Department or any other Department, then both the Departments shall, after discussion settle such question. If the question is not settled within a period of a week then ruling of the Organization and Methods Branch (0.&M.) of the General Administration Department shall be obtained on such question and once such ruling is given at the level of the Secretary of the Organization and Methods Branch (0, &M.) of the General Administration Department the ruling shall be final, unless there is any other direction of the Chief Secretary or the Chief Minister. If such kind of question regarding dealing of the subject by another Department arises in any office other than a Mantralaya Department, then the matter shall be referred within two office working days, through the Head of the Department to the concerned Secretary-in-charge of the Mantralaya

Department ;

(j) while the question regarding the transfer of a subject from one Department to another is under consideration, the Department, which has received the correspondence, shall continue to handle such subject pertaining to it, until a decision is taken to transfer the subject to another Department. In such cases, a separate proposal of transfer of the subject shall be taken up by that

Department ;

(k) while making unofficial references of the cases of Investment and Infrastructures Facility Projects to other Departments, such cases shall not be forwarded like other general cases. The doubts shall be cleared by discussion at the Secretarial level or at least at the level of Joint Secretary or Deputy Secretary, and after getting concurrence by initial procedure the noting shall be prepared, so that time is not wasted in repetition of noting and presentation. In the office of the Secretaries of Mantralaya Department and also in other offices, a Control Register of the cases received on the subject of Investment and Infrastructure Facility Project shall be maintained by the Personal Assistant to the Secretary or Head of the Department, as the case may be, and either on the first day or on the last day of the week the Secretary of the Department or the Head of the Department shall, on the basis of such Control Register, take review of the disposal or

implementation of such cases.

12. Procedure for obtaining remarbi, or opinion from subordinate offices.— If it is necessary

for the Mantralaya Department or Head of the Department or Office at the District level to obtain the opinion or views from the subordinate offices, then the following procedure shall be followed,

namely :

(a) generally the papers of cases shall not be sent to the officers of the subordinate office unless it really becomes necessary. For such correspondence the e-mail services shall be used on

priority basis and it shall also be binding to send reminders by e-mail

(b) wherever the papers in a case or the entire case is forwarded to any subordinate office, the specific points on which the views or opinion is expected from the officer of the subordinate

office, shall be clearly and categorically mentioned

(iTrif )s 31-

3rmarfuT4TTrt —War .371444Trrit*--4-qT RR, RoRiTTft RG,

(c) the concerned officer of the subordinate office shall give the clear-cut opinion or views on

the point referred for opinion or views. The said concerned officer shall also clarify other relevant and incidental points in relation to the case ;

(d) the officer of the subordinate office, from whom the opinion is sought shall also suggest a

suitable line of action or opinion or views in certain situations prevailing in that specific matter ;

(e) the subordinate office shall mention the relevant Acts, rules, administrative orders of the Government, etc., in support of the recommendation made in any case ;

(f) in cases wherein the information is called from subordinate or Regional Officer, the specific date up to which the information is expected shall be mentioned in the letter sent by the Mantralaya Department. The specific time limit for furnishing of the requisite information from subordinate

or Regional Office, shall be determined by considering the scope of the information, the possible working days required by the concerned Department or District level office for collection of

information from its subordinate offices and the actual days required by that office for dispatching the said information.

13. Measures for taking final decision within prescribed period. The period mentioned in section 10 of the Act for final disposal of cases is maximum and the cases shall be disposed

of within that period. For avoiding delay on such cases, the following steps shall be taken, namely :-

(a) the Head of every office or Department or any other officer in whom the authority has

been vested shall take a periodical review at the end of every month to ensure that the official

work assigned to the Government servant is disposed of as per the norms specified in relation to

his work. If such kind of standards are not specified then such standards shall be specified by the Head of every office or Department immediately ;

(b) the powers shall be delegated as far as possible to the Head of every office or Department

working under the administrative control of the Mantralaya Departments for taking a decision

on cases. Necessary measures shall be adopted after taking of a periodical review to see that the powers delegated are exercised effectively ;

(c) a review of the procedure specified for processing of cases for taking a final decision shall be taken and any modification, if necessary, shall be carried out therein.

14. Assessment and preparation of list of matters or cases under section 11 of the Act. The concerned administrative Department at Mantralaya level, the Divisional Head or as the case

may be, the District Head shall determine and prepare the list of the matters or cases coming

under the purview of the provisions of section 11 of the Act to which the provisions of section 10

are not applicable in certain circumstances and prepare a list thereof and update it twice in a year after taking the review of such list.

H W I t5 , 3MTFATTUT WTI T4-, 31T-falMT, *OW RR, c:.'?VTraw 41 R'R'4uk

FORM "A"

[See rule 3(3)]

Name and Address of the Office :

Telephone No.

Fax No.

E-mail ID

Date

Subject :

Applicant should fill up following information

Name of Applicant

Address

Telephone No. if any :

Mobile No. if any

E-mail if any

Signature

Name of Applicant (

Ro 1,11 1-14, 3171TEIMIT 'RFT 'crW—Traf 37-14147T, '91-443' RR, RoRV'TTRW RG, i RR'tak

FORM "B"

[See rule 3(3)]

Name and Address of the Office :

Telephone No.

Fax No.

E-mail ID

Date

Subject : — Request application for

List of documents required to be submitted with application

1.

2.

3.

4.

5.

1-1N I t5 , 3MTUTTur 4417 7W—fib'317-fai-TPT, '91-4-07 RR, ROR /Wf-d'W R6, 41 RR.4,A

FORM "C"

[See rule 3(4)]

Name and Address of the Office :

Telephone No.

Fax No.

E-mail ID

Date

Check list for examining the application received

1. Whether information filled by the applicant Yes / No *

is complete

2. Whether required documents as per Form Yes / No *

"B" are enclosed with the application

3. If no, the documents required to be submitted : 1.

2.

3.

4.

5.

4. Whether applicant has been informed

Yes / No *

Name of the Examiner :

Designation

Stamp of office

* strike off which is not applicable

RR 4-w \ 411i1.1 3MTF-1771 11T7T 71•-f-4341-7, *OW R4, RoR.4/WITh-T• RG, 414 RRt-i

FORM "D"

[See rule 3(5)]

Name and Address of the Office :

Telephone No.

Fax No.

E-mail ID

Date

Receipt to the Applicant

To,

Name of Applicant,

Address with Pin Code

Subject : - Your application dated. for

Sir/Madam,

Your application mentioned above has been received in this office on (mention the date of receipt). The number of the said application is . The further information regarding the action taken on your request will be communicated to you within days * after which enquiry if any can be made with this office on telephone or e-mail by quoting your application number and subject.

Name

Designation :

* Mention the period stipulated in the Citizens Charter.

By order and in the name of the Governor of Maharashtra,

JAYANT KUMAR BANTHIA,

Chief Secretary to the Government.

ON BEHALF OF GOVERNMENT PRINTING, STATIONERY AND PUBLICATION, PRIN'T'ED AN!) PUBLISHED BY SHRI PARSIIURAM JAGANTNATFI GOSAVI, PRINTED

AT GOVERNMENT CENTRAL PRESS, 21-A, NETAJI SUBHASI I ROAD, CHARNI ROAD, MUMBAI 100 004 AND PUBLISHED AT DIRECTORATE OF GOVERNMENT PRINTING,

STATIONERY AND PUBLICATION, 21-A, NE'I'AJI SUBHASH ROAD, CHARNI ROAD, MUMBAI 400 001, EDITOR SHRI PARSHURAM JAGANNATII I GOSAVI.