[Notification No.9/Fin dated 1st September 1993 of Finance Department-published in Sikkim Government Gazette (Extraordinary) No. 151 dated 8th November, 1993.]

Whereas the ,Government of Sikkim had been considering for some time past to introduce the Sikkim Government Employees' Group Insurance Scheme, on the lines of similar schemes introduced in the Central Government as also in some other State Government;

And, whereas, the Government, after considering the matter in detail, have decided to introduce and implement the scheme for the benefit of the State Government employees;

Now, therefore, the Government of Sikkim hereby makes the following scheme, namely,-

1.         Short title and commencement.-

(i)   These schemes may be called the Sikkim Government Employees' Group Insurance Scheme, 1993.

(ii) It shall come into- force with effect from the date of publication in the Official Gazette.

2.         Objective.-

The "Scheme" is intended to provide for the Sikkim Government Employees at a low cost and on a wholly contributory and self financing basis, the twin benefits of an Insurance cover to help their families in the event of death in service and lump sum payment to augment their resources on retirement.

3.         Application.-

The "Scheme" shall apply to all employees of the Sikkim Government including those on deputation/Foreign Service. It, however, shall not apply to

(i) Contract employees;

(ii) Persons on deputation from Central/other State Governments, Public Sector   Undertakings or other Autonomous organizations;

(iii) Casual, part-time and ad hoc employees;

(iv) Work charged employees and employees paid from Contingencies;

(v) All India Service Officers;

(vi) Persons recruited under Sikkim Government after attaining age of 50 years; and

(vii) Persons whose terms and conditions of service are regulated by or under the provisions of the Constitution or any other law for the time being in force.

Such Sikkim Government servants to whom the "Scheme" applies will, hereafter, be referred to as "employees".

4.         Membership.-

(1) The 'Scheme' shall be compulsory for all those employees who enter Sikkim Government Service after 1st April, 1993.

(2) Those employees who are already in Sikkim Government Service as on 1st  April 1993 shall have an option to opt out of the 'Scheme'. This option should be exercised within sixty days from the date of publication of this scheme in the official gazette. Those employees who do not opt out of the 'Scheme' within sixty days from the date of publication of this scheme in the official gazette shall be deemed to have become

members of the 'Scheme' from the date the 'Scheme' is implemented, i.e. 1st January 1994. The option once exercised or not exercised shall be treated as final and no further choice shall be available.

(3) The employees of Police Department who have a separate Group Insurance Scheme will also have option to become members of this 'Scheme'. They should also exercise this option within sixty days from the date of publication of the 'Scheme' in the official gazette. Those such employees of the Policed Department who do not opt for the 'Scheme' will be deemed to have opted out of the scheme. The option once exercised

(or not exercised) will be treated as final and no further choice will be available.

(4) After the 'Scheme' has come into force, all employees who enter service on or after 2nd January of any year shall be enrolled as members of the 'Scheme' on the next anniversary of the 'Scheme', i.e. from 1st January next year as further explained in paragraph 6 below.

5.         Subscription for Members.-

(1) The subscription for the 'Scheme' shall be in units of Rs.15 per month. A Class IV employee shall subscribe for one unit, a Class III employee for 2 units, a Class II employee for 4 units and a Class I employee for a 8 units. Thus the rate of subscription per moth for a member of the 'Scheme' shall be as follows:-

Rate of subscription per month

(a)        Class IV employees      -           Rs. 15/-

(b)        Class III employees      -           Rs. 30/-

(c)        Class II employees       -           Rs. 60/-

(d)        Class I employees         -           Rs. 120/-

(2) In the event of regular promotion of an employee from one Class to another, his subscription shall be raised from the next anniversary of the 'Scheme', to the level appropriate to the Class to which he is promoted. Until the date of the next anniversary of the 'Scheme', he shall continue to be covered for insurance for the same amount for which he was eligible before such promotion.

For example, if the 'Scheme' comes into force with effect from 1st January I994, a Class IV employees promoted on regular basis to Class III in February 1994, shall continue to subscribe at Rs.15/- per month up to December 1994 and be eligible for the insurance cover of Rs.15,000/- only in addition to the benefits from the Savings Fund appropriate to his subscription. From January 1995, his subscription will be raised to Rs.30/- per month and he will become eligible for an insurance cover of Rs,30,000/- in addition to appropriate benefits from the Savings Fund.

6.        Premium and Insurance Cover for employees, other than Members.-

The employees entering service after first January 1994, will be given benefit of appropriate insurance cover from the date of joining Sikkim Government Service to the date of their becoming member of the 'Scheme' on payment of subscription of Rs.5t- per month as the premium for every Rs.15,000t- of the Insurance Cover. From the date of anniversary of the 'Scheme', i.e. 1st January of the next year, they will pay subscription at the rates indicated in paragraph 5(1) above.

 For example, if the 'Scheme' comes into force with effect from 1st January 1994, a Class IV employee entering service in February 1994, shall pay subscription at the rate of Rs.5/- per month as premium for an Insurance Cover of Rs.15,000/- for a period of 11 months from February 1994 to December 1994 and from January 1995, his subscription shall be raised to Rs.15/- per month and he shall become eligible for the benefits from Savings Fund in addition to Insurance Cover of Rs.15,000t-. Similarly, a Class III employee entering Service in February 1994, will pay subscription at the rate of Rs.10/-  per month as the premium for an Insurance Cover of Rs.30,000/- for a period of II months from February 1994 to December 1994 and from January 1995, his subscription shall be raised to Rs.30/- per month ad he shall become eligible for the benefit from the Savings Fund in addition to Insurance Cover of Rs.30,000/-

7.         Insurance Fund and Insurance Cover for Members.-

(1) In order to provide insurance cover to each member of the 'Scheme', a portion of the subscription (30 percent) shall be credited to an Insurance Fund to be held in the Public Account of the State Government. The amount of Insurance Cover shall be Rs.15,000/- for each unit of subscription, i.e. it shall be Rs. 15,000, Rs.30,000, Rs.60,000, Rs.I,20,000 respectively for Class IV, Class III, Class II and Class I employees. It shall be paid to the families of those employees who unfortunately die, due to any cause, while in Sikkim Government Service.

(2) The positive or negative balance under the Insurance Fund shall be credited or debited, as the case may be, with the amount of interest calculated at the rate of 6 per cent per annum or as fixed by the State Government from time to time.

8.         Savings Fund.-

(1) The balance of the subscription, that is 70 per cent, shall be credited to a Savings Fund. The amount in the Savings Fund shall be held by the State Government in its Public Account. The total accumulation of the savings together with interest thereon shall be payable to the ,member on his retirement after attaining the age of superannuation or on cessation of his employment with the Sikkim Government or to his family on his death while in Service.

(2) The benefit from the Savings Fund shall be as shown in the tables notified by the Government of Sikkim from year to year based on the year of entry up to the end of month of cessation of membership of the 'Scheme' on account of retirement, resignation, removal from service, death, etc. These tables correspond to subscription of Rs.15/- per month from the year of entry. These tables are based on the individual's subscription per unit reduced by the cost of insurance at mortality rate (presently 3.60 per thousand per annum and the compound interest (present rate 12 per cent compounded quarterly) thereon. If at any time the rate of interest changes and/or the cost of Insurance changes, the benefits available from the Savings Fund shall also change correspondingly. Benefits from the Savings Fund per unit of subscription from 1.1.1994 to 31.12.1995 are illustrated below:-

(3) In the case of death of a member while in service, the payment of the amount of Insurance will be in addition to the payment from the Savings Fund.

(4) The positive balance under the Savings Fund shall be credited with the amount of interest calculated at the rate of interest notified by the Government of India, Ministry of Finance, Department of Economic Affairs for the purpose.

(5) The present rate of interest allowed is 12 per cent per annum, to be compounded quarterly on the balances in the Savings Fund commencing from the date the scheme is implemented.

9.         Recovery of subscription.-

(1) The subscription of a member for a month shall fall due at the commencement of the normal working hours on the first of that month.

(2) The subscription as a premium for the insurance cover: from the date of joining Sikkim Government Service (after 1st January, 1994) to the date of membership of the 'Scheme' shall initially fall due from the date of joining and subsequently from the commencement of normal working hours on first of every month.

(3) The subscription for a month shall be recovered by deduction from the salary/wages of the 'employee' for that moth irrespective of the date of actual payment of salary/wage for that month.

(4) The subscription shall be recovered every month including the month in which the 'employee' ceases to be in employment on account of retirement, death, resignation, removal from service, etc.

(5) The Drawing and Disbursing Officer shall recover the subscription from the 'employee' irrespective of their being on duty, leave, extra-ordinary leave, suspension, or any period of absence from duty without leave. 

(6) No interest shall be levied on arrears of subscription if the non-recovery is due to delayed payments of salary/wage.

(7) If an 'employee' is on extra-ordinary leave or on absence from duty without leave and there is no payment of his salary/wage for any period, his subscription for the months for which no payment of salary/wage are made to him shall be recovered with interest admissible under the 'Scheme' on the accretion to the Savings Fund in nor more than three instalments commencing from his salary/wage for the months following the month in which he resumes duties after extra-ordinary leave or absence without leave. If an 'employee' dies while on extraordinary leave or absence without leave, the subscriptions due from him shall be recovered with interest admissible under the 'Scheme' on the accretions to the Savings Fund from the payments admissible to his family under the 'Scheme'. Interest will be rounded off to nearest whole rupee.

For example, if a Class IV employee proceeds on extraordinary leave from 15.2.94 to 4.12.94 and no salary/wage is paid to him for any day for March 1994 to November 1994 but subscription for February and December 1994 are recovered from salary/wage for those months, his subscription for 9 months totalling Rs. 135/- will be recovered together with the interest calculated at the compound rate of interest (present rate 12 per cent per annum) in not more than three instalments commencing from pay of January 1995.

(8) If an 'employee' proceeds on deputation or on Foreign Service, the borrowing authority/ foreign employer shall be requested to effect the recovery of the subscription and transmit it to the Sikkim Government by a bank draft on a bank in Gangtok or a cheque on a bank in Gangtok. It shall be ensured that the necessary clause to this effect is included in the terms of deputation/Foreign Service in future as also in the existing terms of those who are already on deputation/Foreign Service and covered by the 'Scheme'. The recovery of those subscriptions will be watched in the same manner as applicable to recoveries of General Provident Fund subscriptions from employees on deputation/Foreign Service. If at any time, the recovery of subscription under the 'Scheme' falls in arrears, the same shall be recovered with interest admissible under the 'Scheme' on the accretions to the Savings Fund in not more than three instalments.

10.       Financing of subscription from General Provident Fund (GPF).- The financing of subscription to the 'Scheme' will be permissible from the GPF.

11.       Payment from Insurance Fund/Savings Fund.-

(1) If an 'employee' retires on attaining the age of superannuation or otherwise ceases to be in Sikkim Government Service and his service book discloses that he has been a member of the 'Scheme', the Group Insurance Scheme Section of Finance Department shall issue a sanction for the payment of the member's accumulation in his Savings Fund after obtaining an application in Form No.4 through the Head of Office/Department.

(2) If an 'employee' dies while in service and his service' book discloses that he was a member of the 'Scheme', the Head of Office/Department shall address the nominee(s)/heirs of the Government servant concerned in Form No.5 to submit an application in Form No.6 and on receipt thereof shall process it for issue of sanction for the payment of the amount of Insurance and the accumulation in the Savings Fund by the Group' Insurance Scheme Section of Finance Department to nominee(s)/heirs, as the case may be. When an 'employee' leaves a family and no nomination in favour of a member or members of the family of the subscriber subsists or if such nomination relates to a part of the amount payable under the 'Scheme', the whole amount or part thereof to which the nomination does not relate, as the case may be, shall, notwithstanding any nomination purporting to be in favour of any person or persons other than a member or members of his family becomes payable to the members of his family in equal shares.

Provided that no share shall be payable to-

(a)        sons who have attained majority;

(b)        sons of deceased son who have attained majority;

(c)        married daughters whose husbands are alive; and

(d)        married daughters or a deceased son whose husbands are alive,

if there is any member of family other than those specified in clause (a), (b), (c) and (d).

Provided further that the widow or widows and child or children of a deceased son shall receive between them in equal parts only the share which that son would have received if he had survived the subscriber and had been exempted from the provisions of clause (a) of first proviso.

(3) In the event of death of a member of the 'Scheme' while in service, if a person, who is eligible to receive insurance amounts, is charged with offence of murdering the member of the 'Scheme' or abetting in the commission of such an offence, his/her claim to receive insurance amounts shall remain suspended till the conclusion of the criminal proceedings instituted against such a person. If, on the conclusion of the criminal proceedings, the person concerned is convicted for the murder or abetting in the murder, he/she shall be debarred from receiving his/her share of insurance amounts, which shall be paid in equal shares to other eligible persons. However, on the conclusion of the criminal proceedings, if the person concerned is acquitted of the charge of murdering or abetting in the murder, his/her share of insurance amounts shall be paid to him/her without any interest thereon.

(4) If a member of the 'Scheme' is missing and has not been traced, the insurance cover shall be paid to the nominees/heirs of the missing person after expiry of a period of seven years following the month of disappearance of the member provided the claimants produce a proper and indisputable proof of death or a decree of the court that the employee concerned shall be presumed to be dead as laid down in Section 108 of the Indian Evidence Act. The accumulation in the Savings Fund may, however, be paid to the nominee/heirs after lapse of a period of one year following the month of disappearance subject to the fulfilment of the following conditions:- 

(i) The family must lodge a report with the concerned Police Station and obtain a report that the employee has not been traced after all efforts had been made by the Police.

(ii) An Indemnity Bond should be taken from the nominees/heirs of the employee that all payments shall be adjusted against the payment due to the employee in case he/she appears on the scene and makes any claim.

(5) Full subscription at the rate applicable on the date of disappearance of the 'employee' will continue to be recovered every month from the nominee/heirs of the missing 'employee' for a period of one year following the month of disappearance. Thereafter premium for insurance cover at the rate of Rs.5/- per month for every Rs.15000/- of the insurance cover will be recovered later. It will, however, be permissible if recovery of full subscription for one year together with interest thereon at the rate admissible on the accumulation in the Savings Fund is made from the Savings Fund amount to be paid after one year. Similarly, premium for the next six years at the rate of Rs.5/- per month for every Rs.15000/- of the insurance cover may also be recovered together with interest thereon at the rate admissible on the accumulation in the Savings Fund from the insurance amount to be paid after expiry of the period of seven years following the month of disappearance.

(6) Insurance amount shall be paid to the nominee/heir of the missing 'employee' subject to the fulfilment of the conditions mentioned in para 11(4) even if the date of superannuation of the missing 'employee' falls before the expiry of the period of seven years following the month of disappearance.

(7) The amount payable to the nominee(s)/heirs of an 'employee' who has the benefit of insurance cover only will be the amount of insurance appropriate to his Class.

(8) The amount payable to the nominee(s)/heir(s) of a member of the 'Scheme' who dies while in service shall be-

(a) the amount of appropriate insurance to which he was entitled to at the time of his death; plus

(b) the amount due to him out of the Savings Fund for the entire period of his membership in the lowest Class; and

(c) the amount or amounts due to him for the additional units by which his subscription was raised on each occasion due to appointment/promotion to higher Class for the period for which the rate of subscription was so raised to the date of his death.

For example, if a Class IV 'employee' who is a member of the 'Scheme', acquires membership of class III, Class II and Class I after 5 years. 15 years and 30 years, respectively, and dies while in service after 31 years of total membership in all the Classes, his nominee or nominees/heir(s) shall be paid the sum of the following amounts:-

(i) the amount of insurance of Rs. 1,20,000 due on a monthly subscription of Rs. 120 being Class I employee on the date of his death;

(ii) the amount due from Savings Fund on a monthly subscription of Rs. 15 for 31 years;

(iii) the amount due from Savings Fund on a monthly subscription of Rs. 15 (Rs.30 minus Rs.15) for 26 years;

(iv) the amount due from Savings Fund on a , monthly subscription of Rs.30 (Rs.60 minus Rs.30) for 16 years; and

(v) the amount due from Savings Fund on a monthly subscription of Rs.60 (Rs. 120 minus Rs.60) for 1year.

(9) The amount payable to the 'employee' who ceases to be in employment with the Sikkim Government on account of retirement. resignation, removal from service, etc. shall be

(a) the amount due to him out of the Savings Fund for the entire period of his membership in the lowest Class; and

(b) the amount or amounts due to him for the additional units by which his subscription was raised on each occasion due to appointment/promotion to higher Class for the period for which the rate of subscription was so raised to the date of cessation of his membership.

For example, if a Class IV 'employee', who is a member of the 'Scheme', acquires membership of Class III and Class II after 10 years and 20 years of service, respectively, and retires on superannuation after 30 years of total membership in all these Classes, his shall be paid the sum of the following amounts:-

(i) the amount due to him from the Savings Fund on a monthly subscription of Rs.15 for 30 years;

(ii) the amount due to him from the Savings Fund on a monthly subscription of Rs. 15 (Rs.30 minus Rs.15) for 20 years; and

(iii) the amount due to him from the Savings Fund on a monthly subscription of Rs.30 (Rs.60 minus Rs.30) for 10 years.

If a Class III 'employee' who is a member of the 'Scheme', since January, 1994, acquires membership of Class II and Class I after 10 years and 20 years, respectively, and retires on superannuation after 30 years of total membership in all these Classes, he shall be paid the sum of the following amounts:-

(i) the amount due to him from Savings Fund on a monthly subscription of Rs.30 for 30 years;

(ii) the amount due to him from Savings Fund on a monthly subscription of Rs.30 (Rs.60 minus Rs.30) for 20 years; and

(iii) the amount due to him from Savings Fund on a monthly subscription of Rs.60 (Rs.120 minus Rs.60) for 10 year.

(10) If any 'employee' dies during a month before the recovery of subscription for that month from him, his dues shall be paid after deducting the subscription.

(11) If any employee joins later on in All India Service, he will either elect to continue to subscribe to the Sikkim Government Employees' Group Scheme or to subscribe to All India Service Group Insurance Scheme as per the All India Services (Group Insurance) Rules, 1981.

12.       Withdrawals from Insurance Fund/Savings Fund,-

(1) It will not be permissible for any member or other beneficiary of the 'Scheme' to withdraw any amount out of the Insurance Fund to which he has been subscribing. The amount due from the Fund on the death of a member of the 'Scheme' while in service, shall be worked out in accordance with paragraph 11(8) above and paid to his nominee(s)/heir(s) in accordance with accounting procedure prescribed separately.

(2) 'It will also not be permissible for any member or other beneficiary of the 'Scheme' to withdraw any amount of the Savings Fund to which he has been subscribing. The amount due to him from the Fund on his cessation of employment on account of resignation, retirement, removal from service, etc. shall be worked out in accordance with paragraph 11 (9) and paid to him or his nominee(s)/heir(s) in accordance with the accounting procedure prescribed separately.

13.       Loan/Advance from or against accumulation in Insurance Fund/Savings  Fund.-

No loan or advance shall be paid to any member or beneficiary of the 'Scheme' from or against his/her accumulations in the. Insurance Fund/Savings Fund to which he/she has been subscribing.

14.       Utilisation of accumulation in Insurance Fund/Savings Fund.-

The accumulations in the Insurance Fund/Savings Fund shall be at the disposal of the State Government of Sikkim. Since the 'Scheme' is self financing and self supporting, the bulk of accumulations are proposed to be utilised for housing schemes and other schemes for the benefit of the members of the 'Scheme'.

15.       Mode of notification of the 'Scheme'.-  

The 'Scheme' shall be notified to the 'employees' by displaying a copy thereof on the notice board or where no notice board is provided at the prominent place in the premises where 'employees' are working. A few copies of the 'Scheme' may also be supplied to the recognised Unions/Associations of the 'employees'. It will also be published in the Government Gazette.

16.       Action on notification of the 'Scheme'.-

(1) After the 'Scheme' is notified, the Head of Office/Head of Department shall keep record in a register separately of all Class IV, Class III. Class II and Class I 'employee' appointed after 1.4.1993 for whom the 'Scheme' is compulsory. This record will show name, Class of employee, date of birth and date of appointment of each employee appointed.

(2) On receipt of options to opt out of the 'Scheme' from the 'employee' who are already in service as on 1.4.1993, the Head of Office/Head of Department will record on separate pages of the register maintained as per paragraph 16(1), names, Class of employees and dates of birth separately for Class IV, Class III, Class II and Class I 'employees' who have not opted out of the 'Scheme' and who are to be enrolled as 'members' of the 'Scheme' from 1st January 1994.

17.       Action on the 'Scheme' coming into force.-

(1) Immediately after the 1st January 1994, but before 5th of January 1994, the Head of Office/Head of Department shall supply, from the register maintained as per paragraph 16 above, to the Drawing and Disbursing Officers and the Finance Department (Group Insurance Scheme Section) the following statements separately for Class IV, Class III, Class II and Class I 'employees', namely, -

(i) statement showing names, Class of employees, dates of birth and dates of appointment of all 'employees' appointed from 1st April 1993 to 31stDecember,1993.

(ii) Statement showing names, Class of employees and dates of birth of all 'employees' who have been in Sikkim Government service as on 1st April, 1993 but have not opted out of the 'Scheme'.

The aforesaid statements shall be prepared separately for Class IV, Class III, Class II and Class I 'employees'.

Along with the Pay bill, deduction schedule for the subscriptions under the 'Scheme' will be enclosed as in the case of GPF. The Finance Department (Group Insurance Scheme Section) will use the above statements received in making postings in a register in Form No. 10 and give Account No. to each enrolled member.

(3) By 5th of every month following the month in which the 'Scheme' has come into force, the Head of Office/Head of Department shall supply to the Drawing & Disbursing Officers and also the Group Insurance Scheme Section of Finance Department statements showing names, Class of 'employee ',dates of birth and dates of appointment of persons -

(a) who are appointed to any Service or post under the State Government during the preceding month and who would be eligible for Insurance cover under the 'Scheme' under paragraph above;

(b) who have been enrolled as members of the 'Scheme' under paragraph 4(4) above;

(c) who have been promoted/appointed from one Class of post to a higher Class of post and whose rate of subscription is raised under paragraph 5(2) above.

(4) Every member of the 'Scheme' shall be informed by the Head of Office/Head of Department in Form No. I, the date of his enrolment, the subscription to be deducted and the benefits to which he would be eligible. On his regular promotion one Class of post to another, he will be similarly informed in Form No.2.

(5) The option exercised by the 'employee' who is already in the Sikkim Government Service as on 1st January 1993 shall be in Form No.3 and will be pasted in the service of the concerned 'employee'.

18.       Register of Members.-

(1) The Head of Office/Head of Department shall ensure that Class-wise register of members is maintained in Form No.9 and kept up to date. This register shall be sent to/inspected by the Drawing & Disbursing Officer concerned once a year to verify whether appropriate subscriptions are being recovered from all 'employees' who have joined the Insurance Fund or both the Insurance Fund and the Savings Fund under the 'Scheme' and to record a certificate to that effect in the register. This register will also be checked in Internal Audit with the deductions from the Pay Bills to see that deductions are correctly made.

(2) Group Insurance Scheme Section of Finance Department shall maintain Class-wise register for each department, head office wise/Drawing & Disbursing Officer-wise in Form No.1O and make postings of subscriptions received on the basis of Deduction Schedules of subscription received every month, in the same month from the salary of which deduction of subscription is made. In the register or registers for a Department, separate pages shall be allotted for each Head of Office/Drawing & Disbursing Officer. Among these pages separate pages shall be assigned for Class IV, Class III, Class II and Class I 'employees' in that office. For each 'employee' 2 pages can be allotted. Each page will contain deductions made in 20 years. Whenever there is promotion from one Class of post to a higher Class of post, the name of the 'employee' shall be continued in the existing pages assigned and a note of promotion will be made in red ink and the subscriptions as raised and deducted will be posted from the relevant year. In cases of transfer from one department/office to another, the name of the 'employee' will be transferred from the register of old department/office to the register of new department/office by making link reference in both registers in remarks column. The purpose of maintaining the Consolidated Registers in the Group Insurance Scheme Section is to have a proper check for regular and correct deductions of the subscription and to enable a proper check being exercised at the time of payment from Insurance Fund/Savings Fund. The Group Insurance Scheme Section shall review monthly all these registers with reference to postings for all subscriptions to see that there are no omission of recovery of subscriptions and to take up with the departmental officers concerned where recoveries are not made by them.

(3) The Drawing & Disbursing Officer will also maintain the register in Form No. 10 and make postings of the subscriptions recovered from Pay Bills for the 'employee' whose salary is drawn by him. Procedure as outlined in paragraph 18(2) will be followed in making postings.

19.       Nominations.-

(1) The Head of Office/Head of Department shall obtain from every Government Servant, who is a member of the 'Scheme', a nomination conferring on one or more persons, the right t receive the amount that may become payable under this 'Scheme' in the event of his death while in serviced before attaining the age of superannuation. In the case of 'employees' who are already in Sikkim Government Service as on 151 April 1993 and who do not opt out of the 'Scheme', such nomination shall be obtained simultaneously with the options obtained from others and in the case of 'employees' who join Sikkim Government Service after 1st April 1993, such nomination shall be obtained along with the joining report.

(2) If a member of the 'Scheme' happens to be minor, he will be required to make nomination on his attaining the age of majority.

(3) If a member of the 'Scheme' has a family at the time of his making the nomination he shall make such nomination only in favour of a member or members of his family. For this purpose,

(a)    'Family', as in General Provident Fund (Sikkim Services) Rules, 1984, means -

(i) in the case of a male subscriber, the wife or wives and children of a subscriber and 1he widow or widows and children of a deceased son of the subscriber:

Provided that if a subscriber proves that his wife has been judicially separated from him or has ceased under the customary law of the community to which she belongs to be entitled to maintenance, she shall thenceforth be deemed to be no longer a member of the subscriber's family n respect of matters to which this Scheme relates unless the subscriber subsequently indicates in writing that she shall continue to be so regarded.

(ii) In the case of a female subscriber, the husband and children of a subscriber and the widow or widows and children of a deceased son of the subscriber:

Provided that if a female subscriber notifies in writing to the Head of Office/Head of Department expressing her intention to exclude her husband from her family, the husband shall thenceforth be deemed to be no longer a member of the subscriber's family in respect of matters to which this Scheme relates, unless the subscriber subsequently indicates in writing that her husband shall continue to be so regarded.

(b) 'Child' means a legitimate child and includes an adopted child where adoption is recognised by the personal law governing the subscriber.

(4) If a member nominates more than one person under paragraph 19( 1), he should specify in the nomination, the amount of share payable to each of the nominee in such manner as to cover the whole of the amount payable under the 'Scheme' failing which he amount payable under the 'Scheme' shall be equally distributed among the nominees.

(5) The nomination shall be made in Form No.7 or Form No.8 as is appropriate in the circumstances.

(6) A member of the 'Scheme' may, at any time, cancel a nomination by sending a notice to the Head of Office/Head of Department along with a fresh nomination made in accordance with the above provision.

(7) The nominations from the members shall be countersigned by the Head of Office/Head of Department and pasted on his/her service books. The Head of Office/Head of Department shall also make an entry in the Service Book that the nomination is duly received.

20.       Accounting.- The transactions relating to the 'Scheme' shall be accounted for in accordance with the procedure laid down separately by the Finance Department.

21.       Interpretation and clarification.-

(1) The classification of 'employee' into Class IV, Class III. Class II and Class I will be in accordance with the classification of posts indicated in rule 10 of the Sikkim Government Services (Revised Pay) Rules, 1987 as amended from time to time.

(2) In the actual implementation of the 'Scheme', if any doubt arises in regard to the interpretation of any provision of this 'Scheme' or if ' any point requires clarification, the matter may be referred to the Finance Department whose decision shall be final.

22. Review of the 'Scheme'.- The working of the 'Scheme' will be reviewed by the Finance Department every three years to ensure that the 'Scheme' remains self-financing and self-supporting.

---------------------------------------------------------------------------------------------------------------------------------------------------

FORM NO.1

Government of Sikkim

Department /Office ………………………                                                                                                                          Dated ……………..

MEMORANDUM

Shri ……………, a Class ………………employee has been enrolled as a member of the Sikkim Government Employees' Group Insurance Scheme, 1993 with effect from ………………His monthly subscription of Rs. ………..(Rupees ………………..) shall be deducted from his salary/wage commencing from the month of ……………………..

and he will be eligible to the benefits of the 'Scheme' appropriate to Class ………………with effect from …………………..

Head of Office/Head of Department

To

    Shri ……………………………..

    (Name and designation of the employee)

 --------------------------------------------------------------------------------------------------------------------------------------------------

FORM NO.2

Government of Sikkim

Department /Office ……………….

Dated………………

                                                          MEMORANDUM

Shri ……………………….has been promoted on regular basis from Class ……………to Class …………..post with effect from ……………..His monthly subscription for the Sikkim Government Employees' Group Insurance Scheme 1993 shall be raised from Rs………. to Rs……….. From the pay of the month of ……………. and he will be eligible to the benefits of the Scheme appropriate to the Class ………………with effect from

Head of Office/Head of Department

To

    Shri ……………………

    (Name and designation of the employee)

---------------------------------------------------------------------------------------------------------------------------------------------------

FORM NO.3

OPTION

To

    The …………………….

    (Head of Office/Head of Department)

Sir,

          I have read and understood/I have been explained the details of the Sikkim Government Employees' Group Insurance Scheme, 1993. I opt to remain outside this 'Scheme'.

Yours faithfully

Date

Place                                                                                        (…………………… )

Name and designation of the employee

To

……………………………………………

(Designation and address of Head of Office/Department)

Dated.....................

-------------------------------------------------------------------------------------------------------------------------------------------------- 

FROM NO.4

Subject:           Application for payment of accumulation under Sikkim Government Employees' Group Insurance Scheme, 1993.

Sir,

I have been a member of the Sikkim Government Employees' Group Insurance Scheme, 1993 since ………………..(month and year of becoming a member of the 'Scheme’). I have retired from service after attaining the age of  ………….years/I have ceased to be in employment with the Sikkim Government with effect from ………….. I was holding the post of before retirement/cessation of employment with the Government of Sikkim and request that the amount due to me under the Sikkim Government Employees' Group Insurance Scheme may be paid to me.

Yours faithfully,

(……………….)

Name and designation of the employee

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

FORM NO.5

Government of Sikkim

Department /Office ……………….

Dated. ……………

To

………………………….

(Name and address a/the nominee).

Subject:           Payment of the amount due under the Sikkim Government Employees' Group Insurance Scheme, 1993.

Dear Sir/Madam,

I am directed to state that late Shri ……………………....has

Nominated you for payment of full/…………….. percent of amounts due under the Sikkim Government Employees' Group Insurance Scheme, 1993. You are, therefore, requested to submit an application in the enclosed Form No.6 for arranging payment. 

Yours faithfully,

(……………….)

Designation a/Head o/Office/Department/

Any other officer.

-------------------------------------------------------------------------------------------------------------------------------------------------- 

FORM NO.6

To

The …………………………….

(Name and address of the office from where Form No.5 is received)

Subject:           Application for payment of amount due to late Shri ………………………….Under the Sikkim Government Employees' Group Insurance Scheme, 1993

Sir,

With reference to your letter No. ……………..dated ………………, I hereby request that the full/ …………….percent of the amount due to late Shri ………………Under the Sikkim Government Employees' Group Insurance Scheme may be paid to me.

Yours faithfully,

(………………..)

 --------------------------------------------------------------------------------------------------------------------------------------------------

FORM NO.7

Nomination/or benefits under the Sikkim Government Employees' Group Insurance Scheme, 1993.

(When the Government Servant has no family and wishes to nominate one person or more than one person)

I,………………., having no family, hereby, nominate the person or persons mentioned below and confer on him/them the right to receive the extent specified below any amount that may be sanctioned by the Sikkim Government under the Sikkim Government Employees' Group Insurance Scheme, 1993 in the even of my death while in service or which having became a able on m attaining the age of superannuation ma remain unpaid at my death.

Dated this………… day of ………….20…………at…………

Two witnesses to sign.

1.

2          signature of the Government Servant

N.B The Government Servant should draw a line across the blank space below his last entry to prevent insertion of any names after he has signed

* Col 4 should be tilled in so as to cover the whole amount that may be payable under the     Insurance Scheme.

** Where a Government Servant who has no family makes a nomination, he shall specify in this column (col.5) that the nomination shall become invalid in the event of his subsequently acquiring a family.

---------------------------------------------------------------------------------------------------------------------------------------------------

FORM NO.8

Nomi/ration/or benefits under the Sikkim Government Employees' Group Insurance Scheme, 1993.

(When the Government Servant has a family and wishes to nominate one member or more than one member thereof)

I,…………….., having no family, hereby, nominate the person(s) mentioned below who is/are member(s) of my family and confer on hint/them the right to receive the extent specified below any amount that may be sanctioned by the Sikkim Government under the Sikkim Government Employees' Group Insurance Scheme. 1993 in the even of my death while in service or which having became payable on my attaining the age of superannuation may remain unpaid unpaid at my death.

Dated this ………………..day of ………………….20 at……………………..

Two witnesses to sign.

1.

2          signature of the Government Servant

N.B The Government Servant should draw a line across the blank space below his last entry to prevel1l insertion of any names after he has signed

* Col 4 should be filled in so as to cover the whole amount that may be payable under the Insurance Scheme.

 --------------------------------------------------------------------------------------------------------------------------------------------------

FORM NO.9

Register of Class……….. Members of Sikkim Government Employees' Group Insurance Scheme, 1993

Section I: Particulars of employees subscribing to the Insurance Fund only.

Section II: Particulars of employees subscribing to both Insurance Fund and Savings Fund

 ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 

FORM 10

SIKKIM GOVRENMENT EMPLOYEES’ GROUP INSURANCE SCHEME, 1993

Register of subscription of members

Name ……………Designation…………Class………Date of birth………………

Department/office…………………….Account No……………………………

SIKKIM GOVERNMENT EMPLOYEES' GROUP INSURANCE SCHEME,1993

ACCOUNTING PROCEDURE

WHEREAS, the Government of Sikkim is introducing Group Insurance Scheme for the benefit f the State Government employees with effect from 1stJanuary 1994.

AND WHEREAS it is necessary to lay down a procedure for accounting the amount deducted from the salary of individual employees and maintaining the books of accounts and other records for proper maintenance of that account.

NOW THEREFORE the State Government hereby lays down the following procedure for accounting the fund received on account of the said Scheme, namely,-

1.         Short title and commencement.- 

(1) This procedure may be called the Sikkim Government Employees' Group Insurance Scheme Accounting Procedure, 1993.

(2) It shall come into force with effect from 1st January 1994.

2.         Head of Account.-

(1) The transactions under the scheme of subscriptions and payments will be respectively credited and debited in the Public Account of the State Government under the following Major Head and Minor Head:-

8011 -Insurance and Pension Funds

107 -Sikkim Government Employees' Group Insurance Scheme

(2) -The following two Sub-Heads shall be opened under the above Minor Head:

(a) Insurance Fund;

(b) Savings Fund.

3.         Deduction of subscriptions from pay bills under the Scheme.-

(1) The recovery of subscription under the 'Scheme' from those employees who are enrolled as members of the 'Scheme' for both Insurance Fund and Savings Fund and also from those employees, who enter Sikkim Government Service on or after 2nd January in any year and are eligible for only Insurance Cover of the amount appropriate to their

class of post till 31st December of that year, shall be made by deduction from their Pay bills. These deductions from the Pay Bills should be entered in a separate column of the Pay Bills as in the case of General Provident fund deductions and should be supported by deduction schedule in Form ‘A’ showing the Name, Class, Account No. of the employee and the amount deducted. In preparing the deduction schedule, the names of the employees should be clubbed together according to Class IV, Class III, Class II and Class I employees.

(2) In the classification portion of the Pay Bill, the total amount of the subscriptions deducted from the Pay bill (i.e vertical total of the relevant column of the Pay Bill) should be shown against the "Head - 8011 Insurance and Pension Funds -107 Sikkim Government Employees' Group Insurance Scheme". This amount must agree with the total of the deduction schedule.

(3) A Pay Bill received in the Pay & Accounts Office without the deduction schedule of Group Insurance Scheme or any other deduction schedule should not be entertained and should be returned immediately to the Drawing & Disbursing Officer. The Pay & Accounts Office must check that the total deduction under the 'Scheme' agrees with the total in the deduction schedule. The Compilation Section, on receipt of Vouchers from Pay & Accounts Office (Cheque Section) will again verify the total deduction in the Pay Bill with that in the deduction schedule and certify that it has been checked and agreed. The Compilation Section will then detach the deduction schedules from the Pay Bills and send them to the Group Insurance Scheme Section of he Finance Department with a statement of totals of schedules.

(4) The Drawing & Disbursing Officers should prepare the deduction schedule of subscriptions under the 'Scheme' in triplicate, one copy to be attached with the Pay Bill, one copy to be sent in advance to the Group Insurance Scheme Section of Finance Department and one copy to be retained with Office copy of the Pay Bill.

(5) The Group Insurance Scheme Section of Finance Department, on receipt of advance copy of deduction schedule or the certified copy sent by the Compilation Section after check, shall make postings in the concerned register in Form No. 10 of Sikkim Government Employees' Group Insurance Scheme, 1993. If postings are made on the basis of advance copy of deduction schedule, it should be checked with the certified copy subsequently received from the Compilation Section to avoid any discrepancy.

(6) The total amount of each deduction schedule and the amounts pertaining to Class, II. Class III and Class IV employees shall also be posted in register in form 'B' Part 1. The number of each Class of employees shall also be posted.

(7) If on Completion of postings of deduction schedules, it is found that recoveries in cases of some members of the 'Scheme' are missing, the matter must be immediately taken up with the concerned Drawing & Disbursing Officer to ensure the recovery of subscription with interest, if the non-recovery is not due to delayed payment of salary/wage.

(8) The Grand Total of all the deduction schedules received in the Group Insurance Scheme Section of Finance Department and posted in the Register in Form 'B' Part I should be struck and reconciled with the total amount for the month arrived at by the office of the Accountant General for booking as credit under 80 II-Insurance and Pension Funds- IO7-Sikkim State Government Employees' Group Insurance Scheme.

(9) The provisions of paragraph 17 and 18 of the Sikkim Government Employees' Group Insurance Scheme shall be complied with by the Drawing & Disbursing Officers and the Group Insurance Scheme Section of Finance Department.

4.         Recovery of subscription without default.-

Once an employee has been enrolled as member under the 'Scheme' for both Insurance Fund and Savings Fund or only for Insurance Fund, the subscription shall be recovered without fail including the month in which the member cease to be in employment and also for the months in which the employee is on extraordinary leave, suspension or on absence without leave or on deputation/foreign service. The provisions of paragraph 9 of then Group Insurance Scheme should be complied with. The recovery of subscription should be ensured by the Drawing & Disbursing Officers without default with reference to Register of Members in Form No.9 of the Scheme and Last Pay Certificates in cases of transfers.

5.         Transfer of Members.-

If an employee is transferred from one Department/Office to another Department/Office, the orders of transfer as also the Last Pay Certificate issued should clearly indicate the Class of employees to which he belongs and the year and month of commencement of his continuous membership in each Class for the benefits from the Insurance Fund and Savings Fund, as the case may be, under the Sikkim Government

Employees' Group Insurance Scheme, 1993 and Account No.. These details .will be available in the Service Book of the employee. The Head of Office/Department or the Establishment Department, as the case may be, shall inter alia endorse a copy of the order of transfer to the Drawing & Disbursing Officer and Finance Department (Group Insurance Scheme Section). On receipt of the orders of transfer, Drawing & Disbursing r Officer shall ensure that all the aforesaid details are entered in the Last Pay Certificate and also given thereon a certificate to the effect that the individual concerned has subscribed to the Insurance Fund or both to Insurance Fund and Savings Fund, as the case may be, up to and including the month of ………………..As soon as the Last Pay Certificate is received by the Drawing & Disbursing Officer of the new Department/ Office, he shall commence recovery of he subscription from the individual

concerned beyond the month up to which such subscription has been

recovered earlier. Entry will also be made in the Register of Members of the new Department/Office in Form No.9 of the Sikkim Government Employees' Group Insurance Scheme. The Group Insurance Scheme Section of Finance Department shall also keep a note of transfer in the Register Form No. 10 of the Scheme.

6.         Change of Class of employee on promotion.-

When an employee is promoted to a higher class of post on regular basis, his name will be entered in the Register of Members in the Class to which he is promoted in the concerned Department/Office and recovery of subscription shall be raised to appropriate rate from 1st January of the next year. The change in the Class should be indicated in the Last Pay Certificate wherever necessary in cases of transfer on promotion. He will be eligible for membership of higher appropriate Class only from 1st

January of the next year.

7.         Payments of dues to beneficiaries.-

(1) The payments of dues to the employees concerned or other beneficiaries shall be regulated under paragraph 11 of the Sikkim Government Employees' Group Insurance Scheme, 1993. Separate bills in simple Form 'C' will be prepared in respect of payments arising under the scheme for drawing the amount towards disbursement to the payee

concerned as per the sanction order issued by the Finance Department (Group Insurance Scheme Section) in Form 'E'. The amount of payment due from the Savings Fund shall be worked out with reference to paragraph 11 of the said 'Scheme' on the basis of the Table of benefits from Savings Fund issued by the Government of India (Ministry of Finance) from time to time. The bills will indicate separately entitlements from (i) Insurance Fund and (ii) Savings Fund. The amount will be classified under the respective sub-heads mentioned below:-

                        8011- Insurance and pension

                        107- Sikkim State Government Employees’ Group Insurance Scheme (Minor Head)

                              (a) Insurance Fund (sub-head)

                              (b) Savings Fund (sub-head).

(2) The bill will be sent by the Drawing & Disbursing Officer to the Group Insurance Scheme Section of Finance Department along with the sanction order of the Finance Department, Service Book of the employee which will contain service particulars, nominations etc. The Group Insurance Scheme Section of Finance Department will check and pass the bill expeditiously (especially in respect of claims on account of death of a Member, after checking death certificate) after exercising necessary checks including recovery of any subscriptions not already recovered with interest and ensuring that the classification is correctly recorded. A note of payment indicating the amount pertaining to Insurance Fund and/or Savings Fund will be made in the Service Book which will be attested by the Accounts Officer, Group Insurance Scheme Section of Finance Department. The payments made shall be noted in register in Form 'B' Part II and Part III. A note of payment will also be kept in the Register of Subscription in Form 10 of the said 'Scheme'.

8.         Adjustment between Insurance Fund and Savings Fund in the Book of Accountant General.-

(1) The deduction in respect of he Sikkim Government Employees' Group Insurance Scheme will be consolidated each month in the office of the Accountant General. The total amount of deductions from Pay Bills from employees subscribing to both Insurance Fund and Savings Fund and from employees subscribing to Insurance Fund alone shall be apportioned between the two Funds at 30 percent to Insurance Fund and 70 percent to Savings Fund. The amount subscribed by the employees, who are members of Insurance Fund alone, need not be reckoned separately for apportionment, since the amount involved will be negligibly small. Apportionment of the total credits under minor head 107 -Sikkim State Government Employees' Group Insurance Scheme should be made between (a) Insurance Fund and (b) Saving Fund before deducting payments there from. This apportionment will be done in each month's account.

(2) Payment from both Insurance Fund and Savings Fund shall be debited to each of the Funds separately after the apportionment is done as above.

9.         Adjustment of interest to both Funds on quarterly basis.-

(1) The adjustment of interest shall be made quarterly by the Accountant General for Insurance Fund and Savings Fund as indicated below. 

(2) In respect of Savings Fund, the positive balance outstanding at the end of April, May and June shall be added up and interest at 12 per4cent per annum worked out for one month. Similarly, in respect of Insurance Fund, the positive balances outstanding at the end of each of three months of a quarter shall be added up and interest at 6 per cent per annum worked out for one month. The interest as worked out above will be included in the account of the month following the quarter so that the balance of each fund for the month following the quarter includes also interest credited to the balance of previous quarter. The interest will thus be quarterly compounded.

(3) The total amount of interest calculated quarterly on both the funds shall be adjusted in the month following the quarter by-

Debit -2049-lnterest Payments

                03-lnterest on small savings, Provident Fund

              108-Interest on Insurance and Pension Fund etc. Sikkim Government Employees' Group Insurance Scheme

Credit 801 I-Insurance and Pension Funds

             107-Sikkim Government Employees' Group Insurance Scheme

                    (a)-Insurance Fund

                    (b)-Savings Fund.

(4) If there are negative balances in the funds, the quarterly interest as worked out will be debited to the Funds by per contra credit to-

0049-lterest Receipts

    04-lnterest Receipts of State/Union Territory Governments

   800-Other Receipts.

(5) In calculation and adjustment of interest on the Funds, the Group Insurance Scheme Section of Finance Department shall associate itself with the office of the Accountant General.

10.       No recovery of dues except authorised under the Scheme.-

No recovery of any Government dues, other than authorised under the Group Insurance Scheme as per paragraph II, shall be made at the time of payments from Insurance Fund and Savings Fund.

11.       Rebate on Income Tax.-

Income Tax rebate will be admissible to employees subscription under the 'Scheme'.

12.       Annual Report.-

The Group Insurance Scheme Section of Finance Department will send a report to the Finance Secretary by 20th March following the completion of each anniversary of the 'Scheme' in Form 'D'. This report will be prepared from Register in Form 'B'

13.       Submission of Estimates.-

At appropriate time every year, the Group Insurance Scheme Section of Finance Department in consultation with the Office of the Accountant General (for Interest Amount) shall submit the estimates of accruals and disbursements under the 'Scheme' for the .ensuing year as well as estimates of Interest Payments (under Head 2049-lnterest Payments) to the Budget Cell of the Finance Department.

14.       Proforma Accounts.-

Only proforma accounts of utilisation of Funds accumulated under the 'Scheme' for Housing Schemes and under schemes for the benefit of employees as per paragraph 14 of the said 'Scheme' shall be maintained by Finance Department.

FORM 'A'

Government of Sikkim

Department ………………………..

Deduction Schedule of Sikkim Government Employees' Group Insurance Scheme from pay of the month of ………………………..

-

FORM 'B'

PART I

PART II

Payments made during 20 ……………in respect of subscribers on death while in service

PART III

Payments made to subscribers during 20……on their retirement, resignation, etc.

 --------------------------------------------------------------------------------------------------------------------------------------------------

FORM 'C'

Name of the Department ………………………

Bill No……….. Date…………….. Voucher No………… Date………….

Sanction Order No. and date ……………Cheque No. and Date…………….

Major Head:                 8011 -Insurance and Pension Fund

107 -Sikkim State Governrnent Employees, Group Insurance

        Scheme.

(a)-Insurance Fund:                  Rs………..

(b)-Savings Fund :                    Rs………..

Total :                           Rs ……….

(Rupees……………………………………………………………)

Relevant bio data of the member:

1. Name                                                           2. Designation & class

3. Class of the member (i.e. lowest class) on initial joining the scheme on ……………..

4. Year of acquiring membership of higher classes:

(i) Class III:

(ii) Class II:

(iii) Class I : 

5. Date of retirement/death.

6. Name of claimant/claimants

Signature and Designation of Drawing Officer

Passed for payment of Rs…………… (Rupees ……………….., )

Signature and designation of the Drawing & Disbursing Officer.

For use in Group Insurance Scheme Section of Finance Department.

Register of Subscription of member page No………………..

Account No. ………….

Pay Rs………………. (Rupees………………….. )

Date: ………………

Accounts Officer

---------------------------------------------------------------------------------------------------------------------------------------------------

FORM ‘D'

      GROUP INSURANCE SCHEME SECNON OF FINANCE

       DEPARTMENT

ANNUAL STATEMENT FOR ____________WHOWING THE NUMBER OF PERSONS SUBSCRIBING TO THE SIKKIM GOVERNMENT EMPLOYEES' GROUP INSURANCE SCHEME AND NUMBER FOR WHOM PAYMENTS WERE MADE.

  PART I

No. of employees subscribing to the Group Insurance Scheme at the composite rate.

           PART II

No. of case in which payments were made during the previous year …………….because of (i) death and (ii) other cases.

                                                            I. DEATH

PART III

II. OTHER CASES

--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

FORM 'E'

GOVERNMENT OF SIKKIM

FINANCE DEPARTMENT

No ……………                                                          Dated ……………..

To,

The Chief Pay & Accounts Officer,

Government of Sikkim, Gangtok.

Subject:           Sanction Order for the drawal from Savings Fund / Insurance Fund.

Sir,

Sanction of the Government is hereby conveyed for the payment of Rs…………. (Rupees ……………..) from the savings Fund and Rs………….. (Rupees……….. ) From Insurance Fund in respect of Shri…………… Class ………….Member of the Sikkim Government Employees' Group Insurance Scheme in full and final settlement. The amount is payable to claimant ………………………………….

The amount involved should be debited to the head 8011- Insurance and Pension Fund, 107 -Sikkim Government Employees' Group Insurance Scheme, (a) Insurance Fund Rs…………. and (b) Savings Fund Rs……………

File No……………..

                                                                                    Yours faithfully,

                                                                                    (……………….)

Dated ……………

Memo No…………

Copy forwarded to:

1. Accountant General, Sikkim;

2. …………………….(Concerned Head of Department/office).