- A service book must be maintained for every government servant from their first appointment to retirement. It contains personal, educational, and service details and is updated each time the employee's status changes. - The service book is maintained in duplicate, with one copy kept by the Head of Office and one given to the employee. Entries must be properly attested. - The service book precisely records all periods of service, leave, suspensions, trainings, foreign service, and other interrupts to allow for accurate pension calculation at retirement. It is an important legal record of the employee's entire career history with the government.

1. WELCOME TO
THE SESSIONS
ON
SERVICE BOOK

2. Service Book
Who will open?
For whom? (SR 196-197)
Attestation & Corrections by whom? (SR 199)
 Entries of Foreign Employer?
Utility linked to Pension (Rule 32 of Pension Rules)
Issuance of Service Certificate after 25th or 5 years
before retirement

3. Maintenance of Service Book (Old)
Volume I
• Part I - Bio data and photograph
• Part II - Certificates & Attestation
• Part III - Quali. & Foreign Service
• Part IV - History & Verification of service
Volume II
• All service documents as in Part II

4. CERTIFICATES
• Medical Fitness
• Character & Antecedents
• Declaration of bigamous marriage
• Oath of Allegiance to the Constitution
• Declaration of Home Town
• Correctness of entries in Part I – Verification
of original certificates

5. Contd….
• Community Certificate
• DOB certificate
• Professional & Technical EQs
• Nominations for GPF
• Family Details
• Nominations for DCRG

6. Leave Account
Rule 15 of CCS (Leave) Rules, 1972
 EOL
 Dies Non
 Commuted Leave without MC
CGEGIS Scheme
• Form 13 to be pasted in Service Book
• Entry regarding deduction of subscription of CGEGIS
Inspection of Service Book
Supply of copy of Service Book
Date of Birth – alteration

7. INTRODUCTION OF REVISED SB FORMAT
In form No. MSO (T) 27 Revised w.e.f 11th
March, 2008:-
• For New entrants
• For existing GS when the existing SB
exhausts
• Existing entries?
Dte. Of Printing, GoI Forms Store, Kolkata

8. PARTS OF NEW SB
• Part I Bio Data –Acceptance of entries by
HOO
• Part II Immutable/Mutable Details (Certi. &
Attest)
• Part III Previous QS or Foreign Service (by FE)
• Part IV History of Service
• Part V Record of verification of Service
• Cont……

9. Contd…
• Part VI Leave Account
• Part VII-A Details of LTC availed
• Part VII-B Details of HBA
• Part VII-C Details of CGEGIS
• Part VIII Comments of Internal Audit
• Appendix Abstract of Service
rendered

10. • A service book must be maintained
for every government servant
• From the date of his first appointment
to government service
• Must be kept under the custody of
the HOO in which his is serving
• Transferred with the g/s from office to
office

11. • Should be maintained in duplicate
• First copy should be retained by the HOO
• Second copy should be given to the g/s
within one month of the date of
appointment for safe custody
• In January every year, the g/s shall hand
over his copy to his office for updation.
• In case the g/s’s copy is lost by the g/s, it
shall be replaced

12. • Every step in g/s’s official life must
be recorded and each entry must
be attested by HOO who will see
that entries duly made and
attested and there is no erasure
or overwriting.
• HOO permitted to delegate to
subordinate gazetted officers
under them

13. • Declarations of g/s electing the scales of
pay and statements showing pay fixation
in support of the entries made in the
service book to be pasted in service book
• DOB of the g/s at the time of
appointment may be accepted on
production of documentary evidence
such as ….
• Alternation only if request within five
years of entry

14. • A genuine bona fide mistake occurred
• DOB so altered would not make him
ineligible
• Entries regarding counting of past service
for pension treating resignation as
technical formality
• GPF account number allotted to g/s
should be entered on the right hand top
of page 1.

15. • The nomination for CGEIS made
should be countersigned by the
HOO and pasted in the s/book,
along with an entry of its receipt.
• The declaration of ‘home town’
under the LTC scheme made to be
kept in the s/booK

16. • Every period of suspension and every
other interruption of service must be
noted with full details of duration in
an entry made across the page
• If a g/s is reduced to a lower post,
the reason of reduction must be
briefly shown but no personal
certificates of character must be
entered

17. • HOO to initiate action to show the
service books to the g/ss and obtain
their signature in token of their having
inspected the s/bs.
• Furnish certificate to the next superior
of having done so
• The g/s to ensure inter alia that their
services have been duly verified.
• Also entries relating to fs contribution
for foreign service if any.

18. HOO to ensure that g/s’s entire service
is completely borne out by actual facts.
If a g/s is transferred to foreign service
HOO must send service book to PAO.
It will be returned by the PAO to the
HOO on return of the g/s to the cadre.

19. Retention period of service books of
(a) officials entitled to retirement /
terminal benefits - 3 years after issue
of final pension/gratuity payment
order.
(B) other employees - 3 years after
they have ceased to be in service.

20. EARNED LEAVE ACCOUNT
• Column 1-11
• Particulars of service in the calender half year
• Colm. 1 - From
• Colm.2 - To

21. Contd….
• Colm. – 3
• Completer Months of service in the Calendar half
year
• Colm. – 4
• EL credited at the beginning of half year
• Colm.- 5
• No. o f EOL (Colm.36) availed of during the previous
half calendar year

22. Contd….
• Colm.- 6
• EL to be deducted (1/10 of the period of Colm.5)
• Colm.- 7
• Total EL at the credit in days (Col.4+11-6)
• Colm.- 8 -11
• Column 8
• From
• Colmn.9
• To

23. Contd….
• Colm.- 10
• No. of days
• Colm.- 11
• Balance of EL on return from Leave (colmn 7
minus10)

24. THANK YOU