2.33. Actual expenses not admissible except under special rule - Unless in any case it is otherwise expressly provided in these rules, no Government employee is entitled to be provided with means of conveyance by or at the order of a superior authority to travel by special means of conveyance, the cost of which exceeds the amount of the daily allowance, the actual cost or part of the actual cost of travelling.
2.34 Journey by Special conveyance - When a Government employee of a grade lower than the first grade is required by order of a superior authority to travel by special means of conveyance, the cost of which exceeds the amount of the daily allowance or mileage allowance admissible to him under the ordinary rules, he may draw the actual cost of travelling in lieu of such daily or mileage allowance. The bill for the actual cost must be supported by a certificate, signed by the superior authority and countersigned by the controlling officer, stating that the use of the special means of conveyance was absolutely necessary and specifying the circumstances which rendered it necessary.
2.35. Definition of tour.
A Government employee is on tour when absent on duty from his headquarters either within, or, with proper sanction, beyond his sphere of duty. For the purposes of this Section, a journey to a hill station is not treated as a journey on tour.
A competent authority may, in case of doubt, decide whether a particular absence from headquarters is absence on duty.
Note: When power is exercised under this rule, a copy of the sanction briefly giving the grounds of sanction should be sent to the Accountant –General (Audit).
2.36. General principles on which Travelling allowance is drawn for journeys on tour - The Travelling allowance drawn by a Government employee on tour ordinarily takes the shape of either permanent travelling allowance, or daily allowance, if either of these is admissible to him. Permanent travelling allowance and daily allowance may , however, in certain circumstances, be exchanged for mileage allowance or for the whole or part of the actual cost of travelling. In certain other circumstances, actual cost may be drawn in addition to daily allowance or for journeys for which no daily allowance is admissible.
Note: The exchange of mileage allowance for permanent travelling allowance should be made at the rate of 1/30th of the permanent travelling allowance for each day on which the mileage allowance drawn.
2.37. Restriction on the duration and frequency on – tour - A competent authority may impose such restrictions, as it may think fit, upon the frequency and duration of journeys to be made on tour by any Government employee or class of Government employees.
2.38. Government employees who are not entitled to Travelling allowance for journeys on tour - If a competent authority declares that the pay of a particular Government employee or class of Government employees has been so fixed as to compensate for the cost of all journeys, other than journeys by rail or steamer, within the Government employees sphere of duty, such a Government employee may draw no travelling allowance for such journeys, though he may draw mileage allowance for journeys by rail or steamer. When travelling on duty with proper sanction, beyond his sphere of duty, he may draw travelling allowance calculated under the ordinary rules for the entire journeys including such part of it as is within his sphere of duty.
Note 1 A list of the appointments so declared is given at Appendix E.
Note 2 Head Constables and constables of Police on escort duty are entitled to draw the actual cost of the conveyance of their baggage by road in addition to the daily and mileage allowance admissible to them under the ordinary rules.
Note 3 Tent pitchers in the Police Department may draw travelling allowance when accompanying an officer on a journey on tour for which travelling allowance for more than two class IV Government employees (whether orderly or tent- pitcher) is not drawn.
Note 4 Police Officers are permitted to draw travelling allowance for journeys by roads within their sphere of duty made in public motor vehicles provided that the amount is not more than the railway fare between the two places and provided also that the journey, if it had not been performed by a public motor vehicle would have been performed by rail.
Note 5 A Police Officer below the rank of Inspector may draw travelling allowance for a journey performed by him by road either within or beyond his sphere of duty provided the Superintendent of Police certifies in writing that the journey was necessary in the public interest.
Note 6 Deputy Rangers and Foresters not in charge, of Ranges may draw travelling allowance calculated under ordinary rules as and when they travel within their sphere of duty and stay out of their Headquarters. In case they may return to their Headquarter on the same day, they are only entitled to actual Bus fare/Railway fare.
2.39 (a) Carriage of tents supplied by Government - A competent authority may prescribe the scale of Governments tents to be supplied to any Government employee or class of Government employees for officer, or if it thinks fit for personal use
(b) When such tents are used by a Government employee on tour, half of the carriage will be borne by Government and the other half shall be paid by the Government employee or employees for using the tent or tents.
(c) Government employees who are allowed tents for their office establishment only are not entitled when they go into camp without an office establishment, to the use of tents at Government expense, and must, therefore, bear the whole cost of their carriage.
Exception: - Tents occupied by Assistant Commissioners, while under Settlement Training, Inspectors and Sub-Inspectors of the fisheries Department, Tehsildars, Naib-Tehsildars, Settlement Tehsildars and Naib-Tehsildars, Excise Inspectors whatever their pay, District Kanungos, Officials/Officers of the Punjab Forest Department while on tour in places where Rest Houses and other facilities are not available, surveying Instructors of the Government School of Engineering, accompanying students in their annual survey camp and by ministerial officers drawing Rs. 175 per month or less, and tents occupied by chaprasis or police guards will be carried wholly at Government expense.
2.40. General rule - Except where otherwise expressly provided in these rules, a Government employee, not in receipt of permanent travelling allowance, draws travelling allowance for journeys on tour in the shape of daily allowance.
2.41. Drawn during absence from headquarter on duty - Daily allowance may not be drawn except during absence from headquarters on duty and unless a Government employee reaches a point outside a radius of 8 kilometres from his headquarters or return to his headquarters from a similar point and also subject to Note 5 below rule 2.100. A period of absence from headquarters begins when a Government employee actually leaves his headquarters and ends when he actually returns to the place in which his headquarters are situated whether he halts there or not.
Note 1 The term radius of 8 kilometers should be interpreted as meaning a distance of 8 kilometres by the shortest practicable route by which a traveller can reach his destination by the ordinary modes of travelling .
Note 2 If an officer of a Vocation Department combines tour with vacation, i.e. proceeds on tour and then avails himself of vacation without returning to his headquarters he should be granted tour travelling allowance under these rules for the outward journey only.
Note 3 A canal patwari halting at the headquarters of a Zilladar, or the Division, which is within 8 kilometres, but more than 3 kilometers of his own headquarters may draw halting allowance when the halt is for the work connected with the final check and preparation for seasonal demand statements.
Note 4 (i) The rate of Daily Allowance for local journeys beyond a radius of 8 kilometres from the duty paint at headquarters should be one-half of the rate fixed under rule 2.24-C for ordinary places. Local journeys shall be construed to mean a journey within the limits of suburban of other Municipalities, Notified Areas, Panchyats or Cantonments contiguous to the Municipality /Corporation of the town or city in which the duty point is located. In the case of project areas, journey between two places falling within qualifying limits of projects allowance, if any admissible, shall be treated as local journey.
(ii) A Government employee of grade lower than the first, when required by the order of a superior authority to travel by special means of conveyance may be allowed under rule 2.34 of the Punjab Civil Services Rules, Volume III, the actual cost of travelling in lieu of Daily Allowance as in para (i) above.
(iii) No Daily Allowance will be admissible to a Government employee performing such local journeys at headquarters in a staff car or a Government vehicle provided to him free of charge. When a Government employee performing a local journey beyond a radius of 8 kilometres from the duty point at headquarters is provided with free conveyance for one way journey only, either for going from or for return to headquarters, he may be allowed on-fourth of the daily allowance fixed under rule 2.24-C for ordinary places.
2.42. Halts on tour - Subject to the conditions mentioned below, daily allowance may be drawn during a halt on tour or on holiday occurring during the tour
(i) Daily allowance may not be drawn for a continuous halt of more than ten days at any one place: provided that a competent authority may grant general or individual exemptions from the operation of this rule, on such conditions as it thinks fit, if it is satisfied: -
(i) that prolonged halts are necessary in the interests of the public service and
(ii) that such halts necessitate the maintenance of camp equipage or, where no camp equipage is maintained continue, after the first ten days, to entail extra expenses upon the halting Government employee.
Note 1 A list of exemptions is given in appendix F.
Note 2 Exemptions from the operation of clause (i) of this rule, which prohibits the drawal of daily allowance by a Government employee for a period in excess of ten days in respect of a halt at an outstation may be granted only in cases where the conditions prescribed at (a) and (b) are satisfied and in granting such exemptions, the competent authority may impose such conditions as thinks fit. One such condition is the reduction in the amount of daily allowance that may be drawn and the principle underlying reduction is that the expenses incurred by a Government employee in respect of a halt at an outstation ordinarily decreases in proportion to the length of his stay at that station. This principle should be borne in mind by the authorities to whom powers under this rule have been delegated and the rates of daily allowance should be suitable reduced after the first ten days, in all cases except those which present special features. Cases in which special treatment can be justified will in addition to those of the kind mentioned at (b) above be generally those in which the halt of a Government employee at an outstation is of uncertain duration which makes it impossible for him to arrange for more permanent and cheaper accommodation.
Note 3 (i) The sanction of the competent authority for admitting daily allowance in excess of ten days would be necessary only when the numbers of full daily allowances drawn (inclusive of the half daily allowance) under rule 2.45 exceeds ten, but the daily or half daily allowance, if any admissible for the days of travel conversed by clause (iv) below, should be excluded in calculating the ten daily allowances.
(ii) After a continuous halt of ten day’s duration, the halting place shall be regarded as the Government employee’s temporary headquarters.
(iii) A halt is continuous unless terminated by an absence on duty at a distance from the halting place exceeding 8 kilometres for a period including not less than three nights.
(iv) In calculating the duration of a halt, any day on which the Government employee travels or halts at a distance from the halting place exceeding 8 kilometers shall be excluded. One such a day, the Government employee may draw daily allowance or exchange it for mileage allowance, if admissible.
(v) A Government employee who takes casual leave when on tour is not entitled to draw daily allowance during such leave.
Where casual leave is combined with tour with tour to stations other than hill stations, either before the commencement of tour or during the tour or on completion of tour, while no D.A, will be admissible for the days of casual leave, there will be no objection to the drawl of mileage allowance, as may be admissible from headquarters to the outstation(s) where official duty is performed and vice versa or from one tour station to another tour station by the shortest route. It will, however, be a pre-requisite in all such cases that the Government employee should obtain prior of his permission of his Controlling Officer for the combination of casual leave with tour. In respect of officers who are their own Controlling Officers, such permission should invariable be obtained from their next higher authority. A certificate to the effect that “the journey undertaken was for official purposes and casual leave wads incidental to it”: should be recorded on the T.A. bill by the Controlling Officers. The officers who are their own Controlling Officers should record a similar certificate on their T.A bills themselves and also that “the combination casual leave with tour was with the prior approval of the higher authority”.
(vi) Daily allowance is not admissible for any day whether Sunday or holiday, unless the Government employee is actually and not merely constructively in camp.
(vii) When bodies of police are moved from one tahsil to another for special temporary duty, the new tahsil will not be regarded as their sphere of duty for the first ten days, and halting allowance will be admissible to all ranks for the first ten days. After that time, the new tahsil will be regarded as their sphere of duty and mileage and daily allowance will be government by the ordinary travelling allowance rules.
(a) In cases, where fees paid by the University are credited to Government the treasury receipt should be attached to the travelling allowance bill in support of the claim.
(b) The claim on account of travelling allowance should be accompanied by a certificate to the effect that either no travelling allowance was paid by the University or if any travelling allowance was paid, it was credited to Government. In the later case, the treasury receipt should also be produced.
(a) Travelling allowance to and from the examination centers as contemplated in this rule may not be drawn in respect of journey or a portion of a journey performed on the same day as that on which such teachers also act as Superintendents, Assistant Superintendents or Invigilators, etc., unless the fees paid by the University for that particular day are credited to Government and no further daily allowance is claimed for that date.
(ix) In all cases of enforced halts occurring route on tour/journeys, temporary transfer or training, necessitated by break down of communications due to blockade of roads on account of floods, rains, heave snowfall, landslides, or delayed sailing of ships or awaiting for air –lift, etc., the period of such halts shall be treated as duty and the Government employee concerned shall be paid daily allowance at 3/4th of the rate applicable to him at the station in which the enforced halt takes place for the period of enforced halt after excluding first day of such halt for which no daily allowance shall be allowed.
(x) Where the competent authorities sanction daily allowance for enforced halts beyond a period of 10 days, excluding first day of the halt, in relaxation of the provisions of this rules, daily allowance admissible for the period of such halt shall be three fourths of the full rate normally admissible or three- fourths of the reduced rate, as may be fixed by these by these authorities, having regard to the provision of this rule.
2.43. Exchange of daily allowance for mileage allowance during the whole period of a tour - A competent authority may, by general or special orders and on such conditions as it thinks fit to impose, permit and government employee or class of government employee to draw mileage allowance instead of daily allowance for the whole period of any absence from heading quarters if it considers that the nature of the Government employee’s duty is such that daily allowance is not sufficient to cover his travelling expenses.
2.44 (a) Exchange of daily allowance for mileage allowance on any particular journey - Subject to any conditions which a competent authority may, by general or special order special order impose, a Government employee may exchange his daily allowance for mileage allowance for mileage allowance on any day on which-
(i) he travels by railway or steamer or both, or
(ii) he travels more than 32 kilometres by road: provided that, if a continuous journey extends over mote than one day, the exchange must be made for all such days and not for a part only of them.
Note: Short journeys, within a radius of 8 kilometres from headquarters, may not be added to other journeys, when calculating the distance travelling by road or the amount of mileage allowance admissible for road journeys.
(b) When a journey by road is combined with a journey by railway or steamer, under clause (a) (i) of this rule, mileage allowance may be drawn on second of such journey by road.
Note: If actual places of duty fall outside the 8 kilometers radius at the outstation, road mileage allowance may be allowed under rule 2.44(b) (ii). But it places of duty only. The above distinction of places within 8 kilometres radius and beyond can be made as daily allowance which is a uniform allowance for each day of absence from the headquarters which is intended to cover the ordinary daily charges incurred by a Government employee in consequence of such absence. The ordinary daily charges can reasonably be held to include the cost of journeys within a radius of 8 kilometres from the place of halt. Thus a Government employee who halts at a place for a day and draws daily allowance will not be entitled to draw mileage allowance for journeys within 8 kilometres of his camp. Similarly it may be held that when a Government employee arrives at his camp after making a railway journey and performs short journeys within8kilometres of his camp he is not entitled to any road mileage, if he halts at his camp and draws daily or halt daily allowance, as the case may be.
2.45. In addition to the mileage allowance for journeys by rail, or by sea, or river steamer or by road admissible under rule 2.44, the Government employee may draw a half daily allowance for the days of departure and arrival, including days of department from and arrival at headquarters.
Note 1 If on any one-day two separate journeys are performed, on ending at, and the other commencing from headquarters, one-half daily allowance will be admissible in respect of each separate journey.
Note 2 In the case of a Government employee who, while on tour, is treated as a state-Guest, the half daily allowance, admissible to him for the days of arrival at and departure from his place of halt where he is treated as a State Guest, will be half of the reduced daily allowance to which he may be entitled under Note (2) below rule 2.24 (C), whereas the half daily allowance for the days of departure from and arrival at other places will be half of the daily allowance ordinarily admissible to him.
Note 3 In the case of Government employee whose absence from his headquarters does not exceed 24 hrs, but falls on two calendar days, half daily allowance will be admissible for the first calendar day as well as for the second notwithstanding the provisions of rule 2.15 of the Civil Services Rules, Volume I, Part I, provided that rail fare or mileage is drawn under rule 2.44 for journeys to and from his headquarters.
The criterion for admitting half daily allowance in such cases being whether any Government duty was performed at the outstation or not no half daily allowance should be allowed to Government employees simply for stopping at a place for rest or for catching the available train/bus on the following day. The controlling officer of the Government employee shall have to record a certificate to this effect.
2.46 When a journey by road is performed in a private motor vehicle which is not the property of the Government employee, travelling allowance will be regulated by rule 2.100.
Note 1 When two or more Government employees travel in a motor vehicle belonging to one of them the travelling allowances of the owner of the vehicle will be regulated by the ordinary rules and the travelling allowance of the other Government employee travelling with owner will be regulated by rule 2.100 even though he may have incurred some expenses for the use or propulsion of the vehicle in question.
Note 2 The words “private motor vehicle” used in this rule do not include public motor vehicle playing for the hire or cars borrowed from friends or relatives other than officers subordinate or junior to the person performing the mileage, if the officers pay all the charges for their propulsion.
Note 3 When a Government employee travels in a Motor Vehicle borrowed from a friend or a relative, who is a private individual, between stations connected by rail, he shall be entitled to mileage allowance as under: -
If he pay full propulsion charges himself
Actual cost of propulsion charges not exceeding one rail fare of the class of accommodation to which he is entitled to travel.
If he pays ½ propulsion charges himself.
Actual cost of propulsion charges paid by him not exceeding half the railway fare of the class of accommodation to which he is entitled to travel
In addition he may charges half daily allowance for the days of departure and arrival plus allowance for incidental expense admissible to him or journey by rail in accordance with note 7 below Rule 2.24 ibid.
Exception: When a Government employee travels in another officer’s car between station connected by rail and does not pay and expenses for the use or propulsion of the vehicle, his travelling allowance shall be regulated under Note (7) below rule 2.245(D), The Government employee shall be entitled to daily allowance under rules 2.100 and 2.105, for such a journey between stations not connected by rail. When such a journey is performed between places partly connected he shall be allowed the incidental expenses under Note (7) below rule 2.24(D) but the half daily allowance admissible to him in addition under this Note shall not be allowed for the days on which he gets daily allowance in respect of the portion not connected by rail.
The Government employees will not, however, be entitled to any thing for journeys covered by this rule, from duty point (i.e., the place/office of employment at his headquarters), to Railway Station and vice versa, except that they will draw half daily allowance for the days of departure or arrival as the case may be under the normal rules.
Explanation: The term “Propulsion charges” used in this rule in cludes only the driving charges, i.e., the cost of petrol and mobil, oil etc., but does not include the charges on account of the wear and tear of the vehicle or the pay of the driver.
2.47. Actual expenses of maintaining camp during a sudden journey away from it - A competent authority may permit any Government employee who is compelled by a sudden emergency to leave his camp and travel rapidly on duty to a place more than 32km distance, to draw, in addition to mileage allowance, the actual cost of maintaining his camp, whether the camp be moved or not: provided that the amount of actual cost drawn shall not exceed the daily allowance of his grade.
2.48. Actual expenses on first and last journey of an extensive tour - A Government employee entitled to daily allowance, whom sphere of duty extends over the whole State may, when making a journey of more than 160 k. m. to the first or from the last camp of an extensive tour, recover, in lieu of the daily allowance admissible for the days occupied by such journey, the whole necessary cost of the journey, including the cost of transportation of camp equipment and of employees, horses, motor-cars, motor cycles, bicycles and private baggage on such scale as a competent authority may prescribe.
Note: for the scale fixed under this rule see Appendix N.
2.49. Government employees whose duties require them to travel constantly by railway - When a member of the railway police, or any other Government employee class of Government employees, whose duties involve constant travelling by railway and to whom a competent authority may declare this rule to be applicable, makes a journey by railway on tour: -
(i) He is entitled either to a free pass under the free pass rules of the railway or to the fares for himself and the employees and luggage accompanying him which a free pass would cover.
(ii) He may draw daily allowance for any day on which he is absent from his headquarters for more than eight consecutive hours.
(iii) He may not exchange for mileage allowance the allowances admissible under sub-clauses (i) and (ii) of this rule.
(iv) If he combines with a railway journey, a journey by steamer or road, he may, if he travels to a place distant at least 8 k m. from the point where he leaves the railway or return to the railway from a place similarly distant, draw mileage allowance for the journey by steamer or road in addition to daily allowance, if any, admissible under this rule: provided that the time spent on the journey by steamer or road shall be deducted in calculating the duration of the absence from his headquarters.
Note 1 If in the exigency of public service, such officers travel by road only, their travelling allowance will be government by rule 2.44.
Note 2 The travelling allowance of the Stenographer to the Assistant Inspector-General, Government Railway Police, Punjab, will be government by the rules.
2.50 (a) Conveyance Hire - A competent authority may, by general or special order, permit any Government employee or class of Government employees to draw the actual cost of hiring a conveyance on a journey for which no travelling allowance is admissible under these rules.
Note 1 This rule is designed to cover cases in which it is equitable to allow Government employees to draw the actual cost of conveyance where the circumstances are not exactly covered by any other existing rule. It is, therefore, applicable to case in which a Government employee is transferred from one office to another within the same stations accompanied by a change in residence.
Note 2 This rule is not intended to cover cases where a non-gazetted Government employee or Class IV Government employee is despatched on duty to a place at some distance from his office or is summoned to his office by a special order of a gazetted officer outside the ordinary hours of duty. In such cases, the expenditure involved may be paid by Government and charged to contingencies, provided—
(a) that the head of the office certifies that the expenditure actually incurred was unavoidable and is within the scheduled scale of charge for the conveyance used;
(b) that the Government employee concerned is not entitled to draw travelling allowance under the ordinary rule for the journey, and that he is not granted any compensatory level ,and does not and will not otherwise receive any special remuneration for the performance of the duty which necessitated the journey.
2.51. Ferry charges, tolls and railway fare - A Government employee travelling on duty within 8 k. m. of his headquarters is entitled to recover the actual amount, which he may have to spend to payment of ferry and other tools and fares for journeys, by railway or other public conveyance.
2.52. Actual expenses of maintaining camp equipage during the halt at headquarters - On the following conditions and any other conditions which it may think fit to impose, a competent authority may, by general or special order, permit any Government employee or class of class of Government employee to recover the actual cost of marinating camp equipage during a halt at headquarters or within 8 k. m. of headquarters or during the interval between the Government employee’s departure from or arrival at headquarters and that of his camp equipage: -
(a) The amount drawn, together with any amount recovered under rule 2.51 should not exceed the daily allowance of his grade.
(b) The period of the halt or interval for which it is granted should not exceed ten days. An absence on duty from the halting place for less than three nights should not be treated as interrupting the halt or interval.
(c) The Government employee must certify that he had maintained the whole or part of his camp equipage during the halt or interval and that the expense of maintenance has not been less than the amount drawn in the case of a non-gazetted or Class IV employee, the head of the office must certify that such maintenance was necessary.
(d) The expenses of maintenance of camp equipage during halts at headquarters is the difference between the actual outlay incurred by a Government employee in maintaining the equipage during that time and the outlay he would incur if he could discharge it and had nothing to do with it till he wanted it again. Interest on capital outlay, and charges on account of depreciation and repairs as well as the upkeep of horses, etc., used only for the conveyance of the Government employee on his marches, can not be reckoned in actual expenses of keeping up camp equipage. The cost of maintaining camp equipage hired during the month may be included in the expenses.
(e) A Government employee who, while halting at headquarters and drawing allowance under this rule makes a jouney of 8 k. m. or less, returning the same day to headquarters, may be granted allowance under both this rule and rule 2.51 (b), subject to the restriction contained in clause (a) of this rule that the total sum received shall not exceed the daily allowance.
(f) In the case of Clerks and Munshies, riding houses and riding camels are included in the camp equipage in maintenance of which during halts at headquarters, allowance within certain limits are admissible under this rule.
2.53. General rules - Except as otherwise provided in this Section travelling allowance is not admissible to any person for the journey to join his first post in Government service.
Note: Travelling allowance is not admissible for a journey undertaken to procure a health certificate required on first appointment to Government service.
2.54. Concession to persons re-employed in Government services - When a pensioner or Government employee who has been thrown out of employment owing to a reduction of establishment or the abolition of his post, is re-appointed to Government service, the authority, which sanctions his re-appointment may, permit him to draw travelling allowance for so much of his journey to join his new post as falls within India as for a journey on tour without any allowance for halts on the journeys.
2.55. Concession to persons appointed to Europe - Any person appointed, while resident in Europe, by the High Commissioner for India in London, may draw mileage allowance for the journey to join his first post from any port in India at which, with the permission of the authority appointing him, he may disembark.
2.56. When Travelling allowance is drawn under rules 2.53 to 2.55, the rate admissible is that of the grade to which the Government employee will belong, after joining his post.