Procedure for Allotment of Surplus Vehicles to Ex-Servicemen (Esm), Their Widows And

PROCEDURE FOR ALLOTMENT OF SURPLUS VEHICLES TO EX-SERVICEMEN (ESM), THEIR WIDOWS AND COOPERATIVE SOCIETIES OF ESM

Introduction

1.As a welfare measure, Govt. of India Min of Defence vide their OM No. 10(1)2006/D(O-II) dated 20 Apr 06 and corrigendum dated 08 Aug 2008 have framed the norms for allotment of Army Surplus Vehicle to Ex-Servicemen, their widows and Cooperative societies of ESM.

Aim

2.This SOP lays down the procedure for registration of application received in Dte Gen Resettlement for allotment of Army surplus vehicle to ESM in consonance with the MoD, Govt. of India letter No. 10(1)/2006/D(O-II) dated 20 Apr 2006 and 08 Aug 2008 attached as Appendix ‘A’

Eligibility Criteria

3.All retired/released ESM, their widows and ESM cooperative societies with the exceptions noted below will be entitled to allotment of vehicles. The following criteria will be applied in assessing the eligibility of the applicants:-

(a)ESM/Widows can apply within five years after retirement or death of an individual.

(b)ESM employed in Govt./Semi Govt./Public Sector Undertakings will be entitled to allotment of vehicles only after termination of such employment. Such personnel may however, apply for allotment of vehicle four months prior to termination of their engagement from Service through their Departmental heads.

(c)An individual can be allotted only one vehicle under this scheme and as such this option can be exercised by the ESM or his widow only once.

(d)Vehicles can also be allotted to ESM’s Cooperative Societies under the scheme subject to the condition that the membership of such societies is not less than twenty. The number of vehicles to be allotted to such societies will be decided by MGO depending upon the recommendations made by DG Resettlement.

(e)In exceptional cases the ESM (other ranks) will be permitted to apply upto 45 years of age and widows upto 10 years of death with prior approval of DGR.

(f)Applicants who are found to be willfully concealing the facts or tender incorrect information at the time of making their applications or those who subsequently fail to intimate changes affecting their eligibility shall forfeit their right to allotment of such vehicles and refund of security.

Registration Process

4.Procedure for Applying. The application in the prescribed form as given in Appendix ‘B’ is to be submitted in triplicate to Dte of Self Employment, DGR, MOD through Zila Sainik Board (ZSB) and Rajya Sainik Board (RSB) in case of Ex-Servicemen, widows and ESM Co-operative Societies. Retired officers of the rank of Col and above can apply directly through Rajya Sainik Board. ZSB’s and RSB’s will verify the facts stated in the application and make an endorsement to this effect on the application, certifying the correctness of the facts and the eligibility of the applicant for allotment of a vehicle.

5.Personnel in service may apply for allotment of such vehicles through their respective department heads six months prior to their date of retirement. Such applications will be forwarded by the departments concerned to the DGR. These applications will be registered by the DGR but the allotment of vehicles will be made only after actual retirement on production of satisfactory proof of eligibility to Army HQ (MGO’s Branch/OS-4H).

6.Documents to be Attached with Application. The following documents will be submitted by the ESM for registration under the Scheme:-

(a)Application form as given in Appendix ‘B’ in triplicate duly filled in and pasted with passport size photographs on all the copies on the top duly attested by Secretary Zila/Rajya Sainik Board/OC Unit.

(b)Affidavit in duplicate as given in Appendix ‘C’ duly attested by Oath Commissioner/Class I Magistrate/Notary Public on non-judicial Rs 10/- Stamp paper.

(c)Certified true copy/Photostat (in duplicate) of discharge certificate/retirement order duly attested by Secretary, Zila/Rajya Sainik Board/OC Unit.

(d)Security Deposit as applicable in the form of Bank Draft in favour of “DGR Security Deposit Fund” payable at New Delhi as stated below against each type of vehicle. In the event of any mis-representation/incorrect details and wilful intent to cheat, the security deposit will be forfeited.

Type of vehicle Amount

(i)Motor Cycle: Rs 1000/-

(II)Jeep/Jonga/Trk 1 Ton Nissan/:Rs 3000/-

Jeep(RCL)Mini Bus/1 Ton Tata

(III)Ly 3 Ton TMB/Shaktiman/LPT/:Rs 8000/-

4 Ton Tata/Kraz

7. Choice of Depot. While applying for allotment of vehicle, applicant must indicate the choice of Vehicle and Depot from which it needs to be collected. Details of vehicles available for allotment and Depots are given at Appendices ‘D and E’. Name of the vehicle desired by the applicant is to be filled in with full nomenclature of the vehicle given in the price list.

Action to be Taken by SE DTE

8.Processing of Applications. On receipt of application in the office of DGR, the Jt Dir and clerk dealing with the Scheme will check if all the documents submitted are in order and all the columns in the prescribed application form have been duly filled in without cutting/erasing. Application form having incomplete nomenclature or more than one name and type of the vehicle will be returned unregistered.

Check List

9.Checklist to ensure correctness of application is as follows:-

(a)The application have been routed as per case as given at Para 4 above.

(b)Name of applicant is filled with correct nomenclature and Depot is correct and does not have any over writing/erasing.

(c)Bank Draft of nominated amount as per category of Vehicle applied for has been attached and is not more than six months old.

(d)Affidavit is as per the prescribed form and is duly attested.

(e)Whether copies of Discharge Book/Release Order and ESM identity card are attested or not.

(f)Whether the name of type of vehicle is as mentioned in the price list issued by MGO’s Branch or not.

10.Application form if found correct as per check list will be processed further. The Jt Dir responsible for management of the Scheme will ensure the following action:-

(a)If the application is complete in all respect then only it is registered and allotted DGR Registration No. which will be entered in the

Seniority Register.

(b)Separate series of numbers for each Seniority Register will be maintained for each type of vehicle which will run consecutively throughout the calendar year. A new series will be taken into use each year suffixed by the year to which it pertains.

(c)The applicant will be accorded a DGR Registration Number accordingly which will be entered in the concerned Register and endorsed on the applicants application form.

(d)Applications which are allotted DGR Registration No. will be forwarded to IHQ of MoD (Army)/ MGO’s Branch OS-4H in duplicate in convenient batches under information to the applicant through Registered post. One copy of the application will be retained by the SE DTE. Copy of application from retained will be maintained for each year for each type of vehicle in a chronological sequence. New file of such records will be created on 1st Jan each year. The records will be inspected on a quarterly basis by the Dir(SE).

(e)The Bank Drafts are entered in the account register and deposited with Syndicate Bank, DGNCC Branch, RK Puram in the “DGR Security Deposit Fund A/C”

Filing and Documentation by the Concerned Branch SE DTE

11.To facilitate proper linking up of cases and account details the following will be ensured:-

(a)All entries made in Register and ‘DGR Security Deposit Fund A/c’ will have the details of the applicant and the allotted Registration number for easy reference. The records will be maintained on a daily basis/on occurrence.

(b)Files to retain the application form for each category of vehicle for the calendar year will be strictly maintained in sequence to tally with the Seniority Register.

Request for Change Category of Vehicle

12.Request for change of any nature will not be entertained after registration of the application with the Dte. General Resettlement. Request for change will result in cancellation of the initial registration and the applicant would then be required to register afresh.

Maintenance of Security Deposit Fund Account

13.Security Deposit Fund A/c will be operated jointly by Jt Dir for Scheme alongwith another nominated Jt Dir. Routine daily entries, will be entered in the ledger on a daily basis and authentication by the Jt Dir managing the Scheme.

14.Release of Security Deposit. Amount of security deposit as stated in Para 6 will be released after the allotted vehicle has been registered with the Regional Transport Authority. The application for release of security is to be routed through the Zila/Rajya Sainik Board concerned which will verify the correctness of the application. The cheque for refund of security deposit is to be signed by two authorized signatories operating “DGR Security Deposit Fund A/c”.

15.Forfeited Amount and Transfer of Fund to Armed Forces Flag Day Fund. The forfeited amount will be worked out on a half yearly basis in Jul and Jan each year in conjunction with the MGO’s Branch OS-4H. Jt Dir will laise with the MGO’s Branch to check details of last release as carried out for various category of vehicles and then work out the approximate likely forfeited amount available for transfer to AFFDF as per the provision of the policy. This would apply to cases where release order has been issued by MGO’s Branch and the vehicle has been collected by the applicant and no claim for security refund is received upto 18 months (Eight months for collection, six months for registration with RTO and four months for applying for refund) the amount would be re-appropriated and transferred to the Armed Forces Flag Day Fund (AFFDF) by DGR. Based on the available approximate forfeited funds, case on Noting Sheet will be processed for the approval of the DGR for transfer to AFFDF. Records of all such Noting Sheet and transfer will be maintained in a separate file.

Release and Collection Procedure for Vehicle by ESM

16.Allotment and Release of Vehicles. Allotment of the vehicle is made by IHQ of MoD (Army) MGO’s Branch (OS-4H), strictly in order of seniority, on first come first serve basis as per the seniority (Registration Number) allotted by the Dte. General Resettlement on the application of the ex-serviceman. Release order will thereafter be issued by IHQ of MoD (Army)/ MGO’s Branch OS-4H and intimated directly to the ESM with copy to DGR.

17.Collection of Vehicle by ESM. Individuals desirous of collecting their vehicles through their representatives will get such authority letters duly countersigned by the DGR or an authority nominated by him. Such authority letters will bear the passport size photograph of the representative through whom the vehicle is proposed to be collected and the photograph and authority letter will be attested by the DGR or an authority nominated by him. Representatives will not be permitted to view or collect vehicles on behalf of the allottees unless they are in possession of the authority letter duly authenticated as stated above. Authority letter should be issued only in exceptional cases with sufficient reasons and in favour of immediate family members. Allottees or their representative may visit the concerned depot alongwith the release order, discharge documents and authority documents where applicable, for collection of the vehicle. Failure to accept/collect the vehicle by due date will result in cancellation of the release order.

18.ExtensionApplications for extension of period for collection of vehicles giving detailed reasons thereof may be submitted for consideration by DGR. Extension would be granted only once for a maximum period of two months from the date of approval of extension by the Competent Authority i.e DG(R). However no application for extension will be accepted in case the same is submitted after a period of 6 months from the date of issue of original release order.

19.Registration of Vehicle by ESM After collection of vehicle, the same will be repaired and registered in the RTO of the concerned state. This is to be done within six months from the date of collection of the vehicle, failing which the amount of security will be forfeited to the Government.

20.Reports and Returns A monthly report on vehicles collected with the names of the individuals showing position as at the end of the preceding month will be submitted by the Deptt concerned to reach IHQ of MoD (Army) MGO’s Branch/OS-4H and DGR by the 10th of each month. Jt Dir will ensure that such request are obtained from the concerned officer of the MGO’s Branch OS-4H

(Govind Singh)

Col

Dir (SE)

For DG Resettlement

Dated : 28 Jan 2011

Station : New Delhi