MANUAL FOR UNIT-RUN-CANTEENS 2008SERVICE TO SERVICES CSD proudly dedicates this manual to the troops who silently toil in service of the nation Canteen Stores Department 1. The Canteen Services in India have undergone a rapid and radical transformation since 1948. Several innovative, procedural and functional changes have taken place over the past five decades in the Department to keep pace with the continually reforming economy and fast changing market scenario vis-a-vis growth of the organization. 2. The first edition of this manual was published in 1977 followed by its revised edition in 1978, 1999, and 2005. because of changes that have taken place in the terms of purchasing powers. consumer preference & technology etc the govt orders are also revised and therefore, updating of this manual become necessary. 3. The prime objective of CSD is to provide quality goods with definite price advantage to our customers. Apart from the various Service Formation Headquarters interacting with State Governments to reduce/exempt VAT, CSD has given a new impetus to the whole effort, with good results, so that customers get quality goods at the most competitive rates. 4. CSD has embarked on refining the existing systems to make it more vibrant and efficient. The integrated Canteen Stores Department System (ICSDS) to link all depots with the Head Office is likely to be made functional in less than a year's time. This will assist in better inventory management and efficient ordering thereby reducing denials to Unit Run Canteens. 5. While the basic concept remains unchanged, instructions, Govt. Orders and Standard Operating Procedures have undergone many changes. These have now been incorporated in this updated edition. 6. The revised Unit-Run-Canteen(URC) Manual contains compilation of information and govt orders on various aspects concerning the canteen services. These will be sourced as guideline and will be useful for the formations and units· not only in the matters pertaining to the canteen services as a whole but also in organizing and running their own canteens effectively for benefits of troops and customers. However rules and regulation issued by the Govt. will take precedence over there guideting contained in this manual. 7. All Unit and Formation Commanders are requested to ensure the copies of monthly bulletins, price lists and the catalogue are displayed at prominent places and are freely available for the perusal of customers. It is hoped that this URC Manual will prove useful as a compendium of ready references on important issues concerning the canteen services. 8. CSD this year is celebrating its Diamond Jubilee and keeping the spirit of these celebrations, the endeavour has been made to make CSD very vibrant and friendly to our esteemed customers' needs and aspirations. 9. Suggestions, if any may be addressed to DGM(MS), CSD, Head Office, Mumbai-400 020. Maj. Gen. S.P. Rai Chairman, Board of Administration & General Manager, CSD First Published in Second Revised Edition Third Revised Edition Fourth Revised Edition Fifth Revised Edition 1977 1978 1999 2005 2008 Published by : Government of India Ministry of Defence Canteen Stores Department, Adelphi, 119, Maharshi Karve Road, Mumbai - 400 020 GENERAL INFORMATION q The contents of this manual are informative in nature and should not be quoted as authority, except where an authority has been specifically indicated. q The information contained in this manual is largely compiled from inputs obtained from Deputy Directorate General Canteen Services, New Delhi. Queries/clarification, if any, on any matter contained in this manual should be addressed to Dy Dte Gen Canteen Services, L-1 Block, Room No. 16, Church Road, New Delhi - 110 001. q A blank sheet has been provided at the end of each chapter for incorporating amendements/additions, if any, which may be made subsequently. In addition to the same last few pages have been kept for miscellaneous amendment. q Kindly access the CSD website (www.csdindia.com) for the latest updated version of the Manual for Unit Run Canteen 2005. q Suggestions, if any may please be communicated to DGM (MS) as under :- DGM(MS) E-mail ID :
[email protected] DGM(MS) Fax No. Website of CSD : 022-22014713 : www.csdindia.com DGM(MS) Tele No. : 022-22017674 / 022-56382942 For Restricted Circulation Only Kulbir Singh.Acknowledgements Maj. S. Area Manager (Mumbai) Shri T. Deputy General Manager (Base) Shri N. Deputy General Manager (MS) Cdr Ranjeet Bhatnagar. Sinha. Vice Chairman of BOA & Joint General Manager I. Gen. Pugalendhi. CSD Shri. P. Col. . Manager (MR) The Department would also like to thank all officers and Staff of Management Services Branch who were involved in the preparation of the Manual. Chairman. Rai. K. CSD Brig T. Joint General Manager II CSD Lt. Chandrasekar. Board Of Administration and General Manager. AGM (GS) Shri Lakhwinder Singh. Sood. S. K. No. 1 9 14 43 48 50 54 57 63 10 11 12 13 14 15 16 17 18 : : : : : : : : : 84 93 113 117 123 152 155 156 157 .CONTENTS CHAPTERS Sr.CSD Interface Provisioning and Indenting Payment by URCs Reimbursement of Transportation Charges Collection of Stores Leakage of Canteen Stores. 1 2 3 4 5 6 7 8 9 : : : : : : : : : Description An Overview of Canteen Stores Department and its Operations Organisation of Canteen Services URC . Denials and Discrepancies Entitlement and Procedure for Purchase of Items Against-Firm-Demand (AFD) Category I Taxes Important Points of General Nature Quantitative Discount Guidelines for URCs Miscellaneous Circulars CSD website CSD's Ten Commandments Rights of the CSD Customer Record of Amendments Pg. No. For example. therefore. Accordingly.1 AN OVERVIEW OF CANTEEN STORES DEPARTMENT AND IT’S OPERATIONS Introduction 1. It employs a few serving officers on deputation from the Armed Forces. quality products of daily use at rates less than those prevailing in the market. all over the country. The Department which made a modest beginning with four Depots and a turnover of less than Rs 48 lakhs has now grown into 34 Area Depots and has crossed a turn-over of Rs 4791. While the CSD attempts to provide a wide range of consumer items (the range at present is approximately 3135 items including items Against-Firm-Demand) yet the constraints of funds.1.5 URC Manual – 2008 • 1 . Haryana. Of them. The Central Region has its office at Lucknow and it takes care of UP Madhya Pradesh 1. Rajashthan and Gujarat. These Managers/ICs represent the needs of the clientele while demanding items from the Depots. The Western Region with its office at Delhi controls the Area Depots located in the states of Delhi. Only Managers/In-Charges (ICs) of Unit-Run-Canteens (URCs) interact with the Department/CSD Area Depots.72 crores in 2006-07. However. 1. It is. the Department continues to be scrutinised every day by the customers for availability. the Northern Region with its office at BD Bari (Jammu) covers the states of J & K and Punjab. there are nearly 41 variants of bathing soaps and 23 indices of tooth-pastes. The outline organisation of the CSD is given at Appendix 1A to this chapter. ex-servicemen and their families.3 Organisation 1. 350 plasticware items and 30 varieties of whisky in the CSD inventory. infrastructure and inventory management inhibit the Department from being lavish. These items are meant for sale to troops.2 1.4 CSD functions under the Ministry of Defence. CSD provides its consumers. These Depots have been grouped into five regions based on the Indian States and their contiguity.CHAPTER . the range in various product categories is fairly wide. The Canteen Stores Department (CSD) has been in the service of the Defence Services for more than five decades. necessary that these persons must really be aware of what their customers' need. Himachal. The Department controls and manages its field operations through a network of 34 Area Depots located across the length and breadth of the country. Despite the said constraints. Needless to say. UT of Chandigarh. The Department by itself does not come in direct or daily contact with its customers. The clientele has also grown steadily from a few thousand British soldiers in 1942 to over four million Services’ households today. rates and range of the products. Other Ranks and their families. the remaining workforce comprises civilian Central Government employees covered under CCS Rules. CSD Head Office is located at Mumbai. nearly 90% of the clientele comprises JCOs. Formulate and execute development programmes to improve and maintain organisational effectiveness. Goa. for the opening of new depots. The Department takes all possible measures to get as close to the clientele as possible. However. as far as possible. For example. inter alia. The Department strives to be as professional and business-like as possible. As would be seen from Appendix 1A to this chapter that each of the said regions has six to eight Area Depots under its control. Kerala. The Eastern Region with its office at Narangi (Guwahati) controls the Area Depots located in the states of West Bengal Jarkhand and the seven states in North-Eastern India. 1. The need to open a new depot is to emanate with justification from the users through the Service Headquarters. Orissa and Union Territory of A & N Islands. ● ● ● ● Inventory 1. within the constraints of strict Governmental control and limited manpower. 1. 150 gm and 200 gm are four separate indices in the inventory although practically it is the same item. Karnataka. the Department requires the Government’s sanction including that for the manpower. Ensure that the level of consumer satisfaction is maintained at the maximum. Though the Department functions on commercial lines.6 Each region is commanded by a Regional Manager (RM).and Uttaranchal. 100 gm. Periodically analyse and assess the diverse long-term needs and aspirations of Defence Services and undertake timely measures to meet them. each Area Depot caters to about 100 URCs. The Southern Region has its head office at Khadki and it controls the field operations in the states of Maharashtra. but in different sizes. Generate reasonable profitability to sustain the organisation. in real terms. Andhra Pradesh.7 Objectives 1. Each item has an independent Identification Number called Index Number. medium. large and extra large depots depending upon their annual turnover and dependency. Colgate Toothpaste tubes of 50 gm. Tamilnadu. However. The inventory appears large because of separate indexing. the inventory is much smaller.8 The following are the main objectives of the CSD :● Provide consumer goods of high quality to the troops wherever they are at prices cheaper than the prevailing market rates. The Area Depots are categorised as small. it is also governed and bound by Government rules and financial regulations. URC Manual – 2008 • 2 . warehousing and infrastructural resources. On an average. by opening as many depots as possible.9 There are nearly 3135 items in the CSD inventory including those Against-Firm-Demand (AFD). permit growth and provide additional facilities for troops and their families. Group I II Items covered Toiletries and Cosmetics Electrical / Electronic Appliances. Wall Clocks. This grouping is as indicated in the Pictorial Price-List published by the Department bi-annually on April and October every year and issued to all URCs. Essential and Desirable. female and from a baby to an aged person. Cater to the needs of all types of clientele. Refrigerators. Smoker's Requisites. 1.11 Inventory Classification. Sewing Machines and other Household requisites Hosiery items. Bicycles. Footwear. Tractors. Airconditioners. Audio & Video Systems. male. Liquor Food. based on the visualised needs of the CSD customers. III IV V VI VII (AFD Items) URC Manual – 2008 • 3 .1. (ovens). Two-wheelers. Provide a variety of established and popular brands. Cooking Ranges. Cookers. Undergarments and other General Use items Wrist Watches. Cars. Microwave ovens etc. Cater for the Officers. the inventory has been grouped as follows. Kitchenware.10 Every effort is made to ensure that the CSD inventory achieves the following :● Have at least two to three different suppliers of similar products to ensure unfailing availability and alternatives at all times.12 Inventory Grouping. Generate adequate competition amongst suppliers to ensure quality and price advantage. For the purposes of warehousing management and ease of indenting by URCs. JCOs. Crockery. Washing Machines. e. Luggage items. ● ● ● ● 1. This classification for each individual item is shown in the pictorial price-list issued bi-annually by the Department. The inventory has been classified as Vital. based on functional commonality. ORs and ex-Servicemen as per their needs and purchasing capacities. Plasticware. Shotgun Cartridges etc. Stationery & Medicinal Items Televisions.g. 13 AFD items have been divided into two categories. alongwith a crossed bank draft in favour of "Canteen Stores Department Public Fund Account (Main)". like preparation of Official Receipt. After completion of formalities at the depot. The individual customer is required to submit the prescribed form (available with depots) duly filled-in and countersigned by the Unit Commander of the unit (ex-servicemen may get the form countersigned by Station Headquarters or DSS & A Board). Normally.e. Tractors. Geysers. Based on the above indent. AFD-I category items are delivered. the individual is given an authority letter and a copy of LS Order which is to be submitted to the distributor/dealer for getting the delivery of the item demanded.I. Ovens. The dealers. These items are procured by CSD at its Area Depots and sold to consumers through URCs against firm demand i. Washing Machines. Local Supply (LS) Order on supplier etc. The AFD application form can be downloaded from CSD’s website www. orders are placed by the depot on the firm for the supply of the item. should be sent to the depot once a month alongwith the normal demand.AFD Items 1. Pedestal Fans. These are supplied as per the following procedure :● The individual customers will obtain information from CSD Area Depot Manager about the availability of these items with the respective dealers. coir mattress and few other high-value household durable goods (details contained in the Pictorial Price-List) as per the following procedure :● A separate indent marked AFD-II.CSDindia. Air conditions microwave.II.g. Music Systems. Cooking Ranges. ● URC Manual – 2008 • 4 . ● ● ● ◆ Category . in turn. Two-wheelers etc. towards the price of the item. TVs. These items are not stocked by the depots but are arranged by CSD and collected by consumers directly from dealers e. Refrigerators. Cars. based on availability with local dealers. Foot Model Sewing Machines. Air Coolers. duly signed by the Canteen Officer. ◆ Category . Ovens. will keep CSD Area Manager informed about the availability of the items from time to time.com. ● On receipt of the item at the Area Depot. URC Manual – 2008 • 5 . nominated by the Services HQ.16 Providing quality items at the lowest price to primary objective of CSD there is well defined proven system of quality control of items supplied through CSD. Measures taken to ensure quality are enumerated below :- Proactive Measures 1. its price and availability of all India After-Sales Service is ensured before the price is negotiated.14 CSD reviews its inventory periodically and deletes items that are no longer popular with the customers. Factory inspection including R & D and Quality Control facilities are checked at site. This committee meets on the fourth Friday of every month. The items are finally considered for introduction by the Board of Administration (BOA) headed by General Manager (GM).17 On Initial Introduction. Normally it takes three to four weeks for receipt of such items from the suppliers. CSD. ● ● Technical Data Specification (TDS) & Master Samples are obtained from suppliers. Once items are recommended by the preliminary screening committee food/liquor items are sent to Composite Food Laboratory (CFL) for quality tests. the same is invoiced and issued to the URC. are taken by the Department. ● ● ● Introduction and Deletion of Items 1. Demand for AFD-II category items. Factory inspection is also conducted before introduction. both proactive as well as reactive. a decision to introduce or otherwise is taken by the Screening Committee comprising of representatives (Brigadier and equivalent) of the three Services. Quality Control 1. 1. once placed.15 The procedure for introduction of new items in the CSD inventory is that once a supplier applies to introduce an item in the CSD. It is important to note that stringent quality control measures. cannot be cancelled. This is to give way to new items introduced in the market so that the customers keep getting latest products in market and improved variety at all times. The popularity of the item. URCs must ensure immediate collection of such items from the depot. supplied by reputed manufacturers. In case of a complaint. The product is also tested by the Composite Food Laboratory (CFL). Samples of matured rum are drawn from 13 nominated Depots once in three months for testing. ● Samples of food and liquor are drawn from 13 CSD Area Depots co-located with and in the vicinity of CFLs at least once in six months and sent for testing. ◆ Food and Liquor Items.● In case of liquor and food items. hygiene inspection of the factory is carried out by Army medical authorities.18 Routine Testing. Each item is tested at least once in six months. ● ● ◆ Cosmetics/Toilet Requisites. Samples for testing are drawn from lots. ● Testing of these items is arranged by the CSD Head Office centrally through Regional Testing Centres or approved government/private labs. ● URC Manual – 2008 • 6 . Drugs and medicines are sold well before the expiry period. Samples of Beer are drawn every month for testing. ● ● ● ◆ Medicines. by a Board of Officers. ● CSD handles medicines of proven quality only. the sale of the affected lot is stopped and action is taken against the firm. at random. 1. In the event of repeated deviations. 1. ● ● Master Samples are maintained by the Department. such as imposition of penalty and/or suspension of sale/orders. URC Manual – 2008 • 7 . Complaint by Depot Managers. Testing is carried out through approved testing agencies. All items are tested at least once in six months.◆ Household Goods. The Department generates a list of 50 items at random every month and draws samples from CSD Area Depots and compares the same with Master Samples/TDS. Samples are drawn by senior officers during their visits to Depots and tested. the item is deleted from the CSD range. Travellers’ Requisites and Consumer Durables.19 Quality checks are conducted under the following circumstances apart from regular/routine tests carried out by the Department :● ● ● ● URC Complaints.20 In all such cases where deviations are found by the Department. stringent action is taken. ● ● Reactive Measures 1. Individual complaints or suggestions. Imported Items & Food Products Electronic Data Processing Base Depot.Appendix 1A (Refers Para 1. Secretary URC Manual – 2008 • 8 . Mumbai. Sewri. Bari F Srinagar Udhampur Bhatinda Jalandhar Leh Pathankot SOUTH Area Depots Khadki F Bangalore Secunderabad Vishakhapatnam Mumbai (under DGM-BASE) Kochi Chennai Port Blair WEST Area Depots Delhi F Ambala Jaipur Ahmedabad Bikaner Hissar CENTRAL Area Depots Lucknow F Agra Bareilly Meerut Jabalpur Dehradun EAST Area Depots Narangi F Misamari Masimpur Dimapur Calcutta Baghdogra Ramgarh F Location of RM’s office ABBRAVIATIONS : DGM AGM P&A MS F&A GS LIF EDP BASE SECY : : : : : : : : : : Deputy General Manager Assistant General Manager Personnel & Administration Management Services Finance & Accounts General Stores Liquor. D.4) ORGANISATIONAL STRUCTURE OF CANTEEN STORES DEPARTMENT General Manager Joint General Managers 1 & 2 DGM (P&A) DGM (MS) DGM (F&A) DGM (GS) DGM (LIF) DGM (EDP) DGM (BASE) AGM (SECY) REGIONAL MANAGERS (RMs) NORTH Area Depots B. dispose off appeals and hold reviews as postulated in relevant rules. 5.5 Duties. Ministry of Defence (Finance) Quartermaster General (QMG). (b) Executive Committee (EC) of the BOCCS. The same are also depicted at Appendix 2A to this chapter. 3.2 Board of Control Canteen Services (BOCCS) 2. (c) To make appointments. (d) Board of Administration (BOA) of CSD. Naval Headquarters Air Officer-in-Charge Administration (AOA).3 The constitution and main functions of the BOCCS. it is desirable to understand the composition and broad functions of various organs of the organisation. Chairman Vice-Chairman Members Raksha Mantri (RM) Rajya Raksha Mantri (RRM) 1.1 For a better appreciation of the Canteen Services vis-a-vis the part played by the Canteen Stores Department. The Canteen Services comprise of the following :(a) Board of Control Canteen Services (BOCCS). 4. EC of the BOCCS. 2. Air Headquarters Secretary 2. Quartermaster General's Branch. (b) To control general expenditure and the financial policy of the Canteen Stores Department and to advise the Government on the disposal of profits. (c) Deputy Directorate General Canteen Services (DDGCS). Defence Secretary Financial Adviser. 6. 2.CHAPTER . 2. URC Manual – 2008 • 9 . Army Headquarters Chief of Personnel (COP). DDGCS (a) To advise the Government on the general policy with regard to the Canteen Services.2 ORGANISATION OF CANTEEN SERVICES 2. Army Headquarters.4 Composition. DDGCS and the BOA of CSD are given below. 9 URC Manual – 2008 • 10 . the Executive Committee will obtain the views of the particular Service HQ before arriving at a decision. Ministry of Defence (Finance) (dealing with CSD matters). Army Headquarters. Chairman Members Additional Secretary. (e) To review and to delegate powers to the Board of Administration/General Manager where considered necessary. The Executive Committee will exercise all the powers of the Board of Control unless they consider it fit that a certain matter be referred to the Board of Control. (d) To consider and decide claims for compensation made by the Unit-Run-Canteens in respect of breakages. 3. Additional Financial Adviser. (b) Issue of any directions or orders on matters within the jurisdiction of the Board of Administration or General Manager wherein the Committee considers it fit to do so. 4. Some of the specific powers that the Executive Committee will exercise are as follows :(a) To consider and decide matters beyond the powers of the Board of Administration/ General Manager. (c) Consider and recommend regular establishment of Canteen Stores Department. Quartermaster General (QMG).6 Composition. Head Office and its installations for sanction by the Government. 2. 2.8 In respect of cases which affect a particular service. Board of Administration (BOA) & GM. The Executive Committee will meet six monthly or on as required basis at New Delhi or Mumbai and will review the functioning of the CSD for the preceding quarter and take decisions on the cases put up to it. 2.Executive Committee of Board of Control Canteen Services (EC of BOCCS) 2. CSD. Ministry of Defence (MOD) 1.7 Duties. Chairman. Joint Secretary (Ordinance) DDGCS Secretary 2. shortages and damages where the amount to be paid to the UnitRun-Canteens on any one item at any one time exceeds Rs 5000/-. the following :(a) Watch progress of execution and implementation of policy laid down by Government. URC Manual – 2008 • 11 . (g) Visits to CSD establishments and personal liaison with lower formations. (f) Receive and deal with statements of accounts rendered by the Canteen Stores Department. QMG’S Branch 2. Deputy Director General Canteen Services (DDGCS) Joint Director Canteen Services (JDCS) Deputy Director Canteen Services (DDCS) Brigadier - Lt Col - CSO These posts may also be filled by suitable officers on deputation. (d) Frame recommendations regarding establishment for Canteen Stores Department Head Office and its installations. (h) Consult the MOD (Finance) in all matters concerning the Section and the Canteen Stores Department which have a financial implication. inter-alia.11 Duties. (c) Establishment and administration of Canteen Services in peace and operational areas according to the requirements and the policy laid down by the Government. (e) Arrange transportation facilities for canteen stores and personnel. 2.10 Composition. DDGCS will act as Secretary and his office will function as the Secretariat of the Board of Control and the Executive Committee of the Board of Control and generally assist the QMG in the supervision of the Canteen Services including. Board of Control and the Executive Committee of the Board of Control. (b) To deal with all correspondence with lower formations on CSD matters.Deputy Directorate General Canteen Services (DDGCS). Board of Control or the Executive Committee of the Board of Control. URC Manual – 2008 • 12 .13 Representatives of the Navy and Air Force are also associated with the proceedings of Board of Administration as special invitees in so far as the proceedings relate to introduction/deletion of items in the inventory. (Authority : Letters No B/00054/1/DDGCS dt 24 Nov 86 and No B/00054/DDGCS-1 (89) dt 18 Oct 89) DDGCS as special invitee at the direction of GM/CSD. 2 lacs and below Rs. 5 lacs.Board of Administration 2. (e) To recommend cases not within its power to Executive Committee of BOCCS for sanction. 10 lacs. 2. The Board of Administration will perform the duties indicated herein below subject to any general or special orders issued by the Board of Control or any Committee of the Board of Control. The executive authority will be vested in the General Manager. (c) To approve purchase orders above Rs. who will be Chairman of Board of Administration. The management of the Department will be vested in the Board of Administration which will consist of :General Manager. 2.14 Duties.12 Composition.15 The Board of Administration will be responsible to the Board of Control through the QMG for the following :(a) Introduction/deletion of items in the CSD inventory. (d) To sanction loans to URCs exceeding Rs. (b) To approve E&W projects falling within its power. CSD Joint Genral Manager Representative of Finance Representative of QMG Chairman Vice Chairman Appointed by the MOD (Finance) Appointed by QMG 2. Financial Advisor MOD (Finance).Appendix 2A (Refers to Para 2. appointed by QMG In Attendance : JGM II Secretary : AGM (Secy) Special invitee : DDGCS [at the discretion of GM/CSD] URC Manual – 2008 • 13 . QMG. CSD DDGCS DDGCS Composition : DDGCS : JDCS : DDCS BOA Chairman : GM. CSD Vice Chairman : JGM I Members : Finance rep appointed by MOD (Finance) : QMG’s rep.3) BROAD OUTLINE STRUCTURE OF CANTEEN SERVICES Board of Control Canteen Services (BOCCS) Chairman Vice Chairman Members Secretary : : : : Raksha Mantri Raksha Rajya Mantri Defence Secretary. JS(O) and GM. COP and AOA DDGCS Executive Committee (EC) of BOCCS Chairman Members Secretary : : : Additional Secretary MOD QMG. Addl Financial Advisor MOD (Finance). besides exemptions of Sales Tax and other such allied matters.CHAPTER . URCS should not use 'CSD' as prefix or suffix. for execution. clarifications given by the Dy Dte General Canteen Services vide their Circular No 96029/Q/DDGCS dt 10 Feb 95 (Appendix 3C to this chapter) and Govt of India. After the sanction is obtained and intimated to CSD Head Office.1 URCs serve as a vital link between the CSD and ultimate customers. URC Manual – 2008 • 14 . Sales Tax exemption has been granted by the Government only to the CSD (The exception being the INCS .4 Unit-Run-Canteens are not permitted to use the abbreviation 'CSD' for their own canteens as this has and is likely to cause complications / misunderstanding regarding employment by URCs of civilian staff. Existing formation headquarters and units wishing to run their own URCs should obtain sanction and registration in accordance with the provisions of Army order A019/2003 reproduced as Appendix 3A and 3B to this chapter. Further. On the basis of such registration.3 URC . if any. wherever they may happen to be posted. a Registration Number is allotted to the URC by the CSD. vide their letter No BOCCS/00181/Q/CAN/5469/D (MOV) dt 27 Oct 1977 (Appendix 3D to this chapter) may be referred. Whenever a unit moves from one location to another. Ministry of Defence. The Registration Number is required to be indicated on the indent failing which the indent will not be accepted by the CSD Area Depot.CSD INTERFACE Role of URCs 3. Therefore. quoting its Registration Number and endorsing copies to AGM (Secretary) CSD HO. The guidelines contained therein will also be applicable to the other two Services. and fixation of their pay and allowances. at a price cheaper than the market. 3.3 Use of Abbreviation ‘CSD’ 3. Mumbai. In this connection. URCs are authorised to purchase canteen stores from the CSD Area Depot on which they are dependent. There are about 3600 URCs all over the country which are playing a pivotal role in achieving the above objective. The main role of URCs is to provide the day-to-day requirements of consumer items and durables to the troops. Registration 3. the usage of abbreviation ‘CSD’ by URCs may also lead to misunderstanding by outside agencies who seem to believe that URCs are funded from Public Funds.2 Units are required to obtain sanction for operating a URC from the Sub-Area Commander / Brigade Commander or Higher Formation Commander or their equivalents in the other two Services. Formation Commander may sanction opening of URCs of their own formation headquarters also. it will inform the CSD Area Depot on which it is dependent as well as the one on which it is to be based in future.Indian Naval Canteen Service). 5 3. On receipt of the application.7 3. General Manager.Financial Assistance / Loans to URCs 3. to CSD. case is under consideration for enhancing the loan ceiling to Rs. (e) A new unit commander. in the form of stores. Where an application for financial assistance is for expansion of existing canteens or for a second loan.5% per annum and second and subsequent loans bear an interest @ 6. CSD. all loans to URCs are sanctioned by the Executive Committee of Board of Control Canteen Services.8 URC Manual – 2008 • 15 . CSD Head Office scrutinizes the financial position of the canteen and determines the quantum of loan based on the strength of serving and retired defence personnel dependent on the URC and the sale potential in relation to their spending capacity. The prescribed form for making the application to obtain financial assistance is given at Appendix 3E and Annexures 1 and 2 to this chapter. Depending upon the size and the repaying capacity of the URC upto a maximum of Rs 5 lakhs can be sanctioned by BOA. (d) The Promissory Note and Undertaking as per specimen given at Annexure 1 and 2 to Appendix 3D to this chapter will be signed by the unit commander in favour of the President of India on a valid Stamp Paper.5 % per annum. Promissory Note and the Agreement given at Annexure 3 and 4 to Appendix 3E of this chapter respectively. Mumbai. a copy of Trading Profit and Loss Account and Balance Sheet should accompany the application. However. Loans exceeding Rs 5 lakhs can be sanctioned only with the approval of Executive Committee of BOCCS. (f) CSD Head Office. (a) Loan extended. (c) The unit commanders are responsible for repayment of the loan instalments regularly on the due dates. Refundable loans are granted by the CSD Head Office to formations and units who need financial assistance to establish their URCs or for expansion of existing canteens. will be intimated immediately in the following cases so that the documents and records can be updated. to URCs is repayable within a period of five years in fixed five yearly or ten half-yearly instalments as approved by the BOA. 10 lakh. failing which penal interest @ 15% per annum will be charged from defaulting URC. The financial assistance is granted on the following terms and conditions. will also take over the URC with its assets and liabilities and will execute and forward. some funds are made available in the CSD budget every year which are disbursed as loans to URCs. In this connection. Head Office. (b) The first loan bears an interest at the rate of 4. Mumbai. Appendix 3F to this chapter refers. or as revised from time to time. Financial Powers to Sanction Loans. The Board of the Administration is empowered to sanction loans upto Rs 5 lacs. taking into account repaying capacity and justification. 3. Beyond Rs 5 lacs.6 To assist URCs to improve their canteen facilities and to keep sufficient inventory. when he takes over the unit. has been vested with financial powers to sanction loans to URCs upto Rs 2 lacs. Terms and Conditions. for the entire winter season. 3. reproduced at Appendix 3G to this chapter) (b) Units located in Snow-bound Area. (c) URCs have to accept liablity for full payment of stores to CSD. Winter / Monsoon Stocking 3. The units will liquidate their debt with CSD Depot. Thus it is advisable that the URCs make periodical remittances. Such units may contact Deputy Director General Canteen Services.13 Units going abroad on UN Missions are permitted to take additional interest-free loans. (Authority : DDGCS.000/.10 As the authority to sanction loans is vested with the Board of Administration.9 Loans are NOT given in Cash. fresh loan documents as mentioned in sub-para 3. Similar concession as (b) above is admissible to units located in A & N Group of Islands. even if any of the stores’ losses are incurred by them because of deterioration and/or damage due to inherent hazards of operational areas. will obtain clearance of the loan from CSD Head Office. Army Headquarters letter No 96031 / Q / DDGCS dt.8 (d) above will be executed by both the unit commanders. URC Manual – 2008 • 16 . (b) URCs availing the credit facility will have to pay the entire cost of stores by the end of winter / monsoon season. CSD Head Office will be informed immediately and the unit commander who has executed the legal documents. during the entire monsoon season during the year when normal shipping contact between the mainland and the Islands is not possible due to adverse weather conditions. Room No 16. (g) On receipt of orders for disbanding of a unit. Units Proceeding on UN Missions 3.(i) In case of change of designation of unit or move to a new location. Such units are allowed to draw stores in advance from the CSD Area Depot upto a maximum amount of Rs 60. by refunding the balance of the loan with interest. 26 Aug ‘93. 3. it takes between six to eight weeks before a loan is finally sanctioned. The Unit-Run-Canteens will be extended credit facilities to the extent of loan sanctioned for drawal of stores from the dependent Depot. (a) Units located at Leh and Siachin Glacier. L-1 Block. 3. (ii) When a unit is merged with another unit. Leh prior to their deinduction from the region. Mumbai.12 Procedure. These units are entitled to credit facility upto a maxinum of Rs 3 lacs for a maximum period of three months. (c) Units located in A & N Group of Islands. New Delhi-110 011. which meets once a month.11 Units located in snow-bound areas and in A & N Islands are extended special credit facilities. (a) Interest on the amount of loan or outstanding credit will be charged @ 4. QMG’s Branch. Church Road.5% per annum. The bulletin is also available on the CSD web site viz. Pictorial Price-Lists 3. free of charge through their dependent Depots. in some cases. URC meetings. The URCs must acknowledge receipt to the Depots. it is to be ensured that URCs shall avail this credit facility for their genuine requirement beyond normal average purchases for the last three months and the amount must be repaid within the stipulated period of 30 days. Monthly Bulletins 3.17 Price revision circulars. Units which are in arrears in repayment will be reminded of the responsibility to make the payment in time.14 Units which have obtained loans shall make regular repayments. Nonrefund of Temporary Credit amount by URCs within the stipulated period will result in levy of penal interest @ 18% per annum. and thereby avoid any financial loss to them at a later date. Monthly Bulletins are being published by the CSD Head Office and distributed since Jan 97. change in government levies. including price of newly-introduced items. information which is of interest to URCs and the customers. Depot-level Bi-monthly Circulars / Bulletins 3. e. However. URCs are expected to display the Monthly Bulletins in the dispensers already provided to them for the purpose. However. These contain the information about price changes. The Bulletins contain information about the new arrivals. URC Manual – 2008 • 17 . The aim of giving consecutive serial numbers to such circulars during each financial year is to enable the URCs to implement the same without missing any circular.india. Failure even after that would force the CSD to report the matter to higher formation headquarters. gift offers. introduction of new items. deletions.19 Depot-level Bi-monthly Bulletins are issued by Area Depot Managers to the units dependent on them.16 A Pictorial Price-List. one-to-one replacements and other matters of consumer interest. are issued by the CSD Head Office as on 1st and 16th of every month to be implemented from 16th of the month and 1st of the following month respectively. Price revision circulars are serially numbered during each financial year. is empowered to grant Temporary Credit Facility upto Rs 2 lacs to needy URCs for a period not exceeding 30 days.g. is issued to all the URCs twice a year viz in April and October. Price Revisions 3. price revisions are implemented with immediate effect. Temporary Credit Facilities to URCs 3. All URCs are requested to ensure to collect their monthly Bulletin copies from their dependent depot by 20th of every month.18 To reach out to the customers directly.15 GM. CSD.csd.Repayment of Loans 3.com. www. deletion of items. containing coloured photographs of the items. In this forum. if the unit is moving out to a different location.20 Regular URC meetings on quarterly basis are held at Depot level to facilitate URCs to have interaction with the Depot and to resolve their problems.22 With a view to impart knowledge of products available in CSD range.24 Collection of Indented/Demanded Stores by URCs Within 45 Days Instances have come to notice that. These meetings are now being organised under the aegis of the local formation / Station Headquarters as per the QMG’s Branch letter No 96131/Q/DDGCS dt 31 Mar 98. the URC canteen officer/OC/CO should intimate the Depot Manager so that a recourse would take place as far as the stocks are concerned. within 30 days of collection schedule. Canteen officer should intimate the reasons by fastest means for non-collection. To avoid that situation. In order to derive maximum benefit from this forum.23 A Regionwise After-Sales Service (ASS) Directory has been published by the CSD on 01 Jan 98 and distributed to all URCs so as to enable them to avail After-Sales Service facilities for various products at their respective stations.21 Consumer Forum Meets are being organised under the aegis of QMG's Branch once in every six months in which representatives of Army Commands. URCs are unable to collect the stores/assembled stocks with in 45 days on one or other pretext such as unit having no sufficient funds to pay or moved out of station/another location. unit commander must depute their Canteen Officers to attend such meetings. After-Sales Service Dealers' Directory 3. It is equally important that Station Headquarters give wide publicity and also extend administrative support to customers to visit the Depot. and Naval and Air Headquarters participate. These meetings should be attending by the canteen officers of concerned URCs. placed as Appendix 3H to this chapter. Visits to Depots 3.Quarterly URC Meetings 3. Area Depots organise visits by customers to the Depot on a fixed day in a month. Station Commanders may fix the day under intimation to CSD Area Depot and dependent units concerned. In case. and to enhance consumer awareness. The depot will not issue stores against fresh indent if the previous indents are not collected. The directories must be updated periodically by obtaining the necessary information from the Area Depot. URC Manual – 2008 • 18 . after giving the regular indent/demand of items. URCs are hereby advised to observe their funds position. problems of consumers and those of wider cross-section of the URCs are discussed to evolve solutions. 3. The units moving out on relief should hand over this document to the relieving unit. Consumer Forum 3. The information contained therein should be passed on to the needy customers. If the URC is unable to lift the demanded stocks from depot. The aim of this Army Order is to lay down procedure for obtaining saction (by allotting new registration number) to operate a Unit Run Canteen. Sanction to operate a Unit Canteen is accorded by the Bde/Sub Area or higher Formation Commanders. 2. 3. URC Manual – 2008 • 19 . it is felt that a new Army Order may be issued to permit the opening of URC’s where no active unit is located but have large concentration of ex-servicemen within close vicinity. As per directions of the COAS. Formation Commanders may sanction opening of Unit-Run-canteen of their own Formation Headquarters. An extension counter cannot be given a registration number and therefore. it is proposed to est a chain of URC’s and extension counters all over India to provide CSD facilities to ex-servicemen. cannot draw stores from the depot but has to draw from dependent URCs. Mob canteen do not solve the problem as only grocery stores can be sold through them.Appendix 3A QUARTERMASTER GENERAL’S BRANCH AO 19/2003/QMG – PROCEDURE FOR OBTAINING SANCTION TO OPERATE A UNIT CANTEEN Reference : a) AO 584/73 b) AO 5/97 c) AO 161/73 Appendices : a) b) Appendix ‘A’ – Application format for obtaining sanction to operate a Unit Run Canteen. Para-force a need has been established to open a URC for exservicemen in such remote areas to make them economically viable. Aim : 1. Appendix ‘B’ – Application format for obtaining fresh sanction in respect of para military forces. As per policy URC is given an independent registration number which facilitates it to draw the stores from the dependent depot direct. Unit seeking sanctions will submit applications to HQ Bde/ Sub Area as per proforma at Appendix ‘A’. Extension counters for ex-servicemen opened in such areas earlier were not found to be economically Viable. In view of the above. There are certain remote areas where ex-servicemen concentration is large but no defence establishment exist to run a URC/ extension counter. Layout : 1. General : 1. d) For over all supervision of the canteens. Military personnel may be employed to run the canteen services during specific contingencies with the express permission of Formation Commanders / Commandants Category ‘A’ establishments/the Controlling Authority. any goods other than those obtained from the CSD or through its direct suppliers authorised by CSD to deliver the goods direct are to be stocked in the Unit Run Canteens. e) All Canteen Stores are to be retailed strictly at prices laid down in the CSD Retail Price list issued from time to time except that the local excise and other taxes like octroi and sales tax where applicable may be added. However. Sanction to run the canteen will be subject to the following conditions : a) Unit has on its posted strength the number of personnel not below hundred (including the attached personnel) or where dependency of ex-servicemen (including their families) are not below five thousand. 4. if stores are drawn through a Station Canteen. accordingly. it will inform CSD Mumbai and the Depot on which dependent. amalgamated / disbanded or there is any change in address. Units requiring financial assistance to run their own canteen or for expansion of their existing canteens can apply for grant of a loan to CSD Mumbai as per procedure laid down in AO 161/73. URC Manual – 2008 • 20 . Canteen Stores are obtainable by the units at whole sale rates if drawn direct from the CSD Depots. the Sub Area / Bde / Higher Formation Commanders will forward the application to CSD with a copy to the Unit certifying that the strength indicated comprises those eligible for CSD facilities under the rules. After according the necessary sanction. newly raised Units/Formations are to be instructed to attach a copy of their application for sanction to operate their own canteen with their initial indent placed on the Dependent CSD Depot. 5. f) Under no circumstances. In area affected by insurgency or disturbances. An additional charge at one percent as handling charge in levied. c) No free transport is to be used in the running of canteen. b) The Unit will not ask for any increase in their authorised establishment solely for the purpose of running the canteens. unit are to detail an officer and also ensure that the accounts are audited quarterly by the Regimental Audit Boards. CSD Mumbai will register the Unit Run Canteen and forward a formal intimation of Sub Area / Bde / Higher Formation with a copy to the Unit. para 2(b) above will be kept in mind while employing the military personnel. Unit Run Canteens are authorised to draw stores direct from CSD Depots and will not be compelled to purchase the requirements of Canteen Stores through Station / Formation HQ Canteens. the use of free transport is permissible. 3. h) As and when the Unit is redesignated / recognised. However. g) To ensure regular supply of canteen stores. however.2. Navy and Air Force. Other then from regular units of Army. b) GREF units (excluding Liquor / beer) c) NCC Units at Group HQ Level (for Regular Ar) d) My Staff and entitled NCC personnel e) TA Units (For regular Army personnel and TA personnel embodied for service / training) f) CDA’s staff/establishment (excluding Liquor / beer) g) Sainik Schools (excluding Liquor / beer) h) Ordnance Factories (excluding liquor / beer) i) Embarkation HQs j) Establishments under the control of DGI. 7. Space for future Amendments (a) (b) (c) (d) 96001/Q/DDGCS A Natarajan Lt Gen Adjutant General URC Manual – 2008 • 21 . This Army Order supersedes AO 584/73 and AO 5/97. 8.6. Min of Defence k) Rashtriya Indian Military College In case of fresh sanctions in respect of para military forces the applications form at Appendix ‘B’ to this Army Order will be used. the following are also eligible for running their own canteens under the existing policy : a) Para military forced under the operational / administrative control of the Army. 5. 2. No application has been forwarded through any other channel except the one under consideration. location of no other canteen nearby. Name of Unit Strength i) ii) 3. 7. Certified that : a) b) c) d) e) No sanction has been accorded in the past to operate the unit run canteen / sanction is not traceable. The unit will not ask for any increase in its authorised establishment on this account. No canteen contract or will be engaged to operate the canteen in any circumstances.e. Signature of the OC of the Unit Station Date Recommended URC Manual – 2008 • 22 . 4. Any other reason justifying the opening of a new canteen i. All ranks Attached personnel if any Source of getting finance for the canteen Monthly turnover and expected profits (Approx) CSD (I) Depot from which the unit proposes to draw canteen stores. There has been no change in the designation of the unit.Appendix A to AO 19/2003 FORMAL APPLICATION FOR RUNNING A UNIT CANTEEN 1. 6. will not be returned back under any circumstances.Annexure ‘B’ to AO No. Name of Unit Station Authorised Strength Date from which deployed under the operational / administrative control of the Army Nearest CSD Depot from which the Unit proposes to draw the canteen stores Date from which sanction to run the canteen is required Certified that : a) b) c) d) e) No credit facilities will be asked for in any circumstances. 4. 2. No quantitative discount will be claimed. 19/2003 APPLICATION FORM FOR REGISTRATION OF UNIT RUN CANTEENS FOR PARA MILITARY FORCES UNDER OPERATIONAL / ADMINISTRATIVE CONTROL OF ARMY 1. : 6. No canteen contractor will be engaged to operate the canteen in any circumstances. No loan will be asked for to operate the canteen. : Signature of the OC Bn URC Manual – 2008 • 23 . The stores will be purchased against payment and once these are purchased. 3. : 5. 7. especially liquor must be avoided while opening such extension counters. It is requested that where required. As of necessity the ESM canteens have to be overall managed by some service Unit/HQ/ Static Formation. For administrative reasons inter state movement of goods. 2.Appendix 3B (Refers to Para 3.2) Tele 23092347 Integrated HQ Min of MOD (Army) Quartermaster General’s Branch Dy Dte Gen Canteen Services Army Headquarters New Delhi-110001 22 Aug. (BK-Pandey) Lt Col Joint Dir Canteen Services 3. of request are being received at this HQ and the CSD HO for allotment of URC Numbers to newly opened Ex-Servicemen canteens. extension counters of the URCs already registered be opened to service the ex-servicemen in the affected area. these canteens are also not covered under the Army Order 19/2003. URC Manual – 2008 • 24 . 2007 No. Suitable instructions may please be issued accordingly. 96001/Q/DDGCS Headquarters Southern Command (Q/Ops) Eastern Command (Q) Western Command (Q) Central Command (Q) Southern Western Command (Q) Northern Command (Q) ARTRAC (Q) Andman & Nicobar Command (Q) Naval HQ (PDPS) Air Headquarters (Dte Org) HQ DGNCC HQ Assam Rifles HQ Coast Guard (AD) HQ DGBR REGISTRATION OF ESM CANTEEN 1. Accordingly the CSD Head Office can not process the case for allotment of URC Numbers to such canteens. Further. A large no. URCs are covered under the Shops and Estt Act of various States in which the URCs are located. it is requested that the contents of this letter and enclosures be passed to all URCs under your command and the representations concerning the employees of URCs should not be referred to this Dte. New Delhi . In this connection. However. 4.REPRESENTATIONS 1. This Dte or CSD HQ has no Administrative control over the civilian employees of URCs as they are employed under certain terms and conditions mutually settled between the unit and the employees. it may be mentioned that all URCs are private undertakings of the units and their funds are non-government Funds. Sd/(A A Rizve) Lt Col Offg DDGCS for Quartermaster General Copy to :Naval HQ (Dte of Pers) Air HQ (Dte of Org) President’s Sectt GM. The above position has already been fully explained in Govt of India.110 001 10 Feb 95 96029 / Q / DDGCS Headquarters. Southern Command Eastern Command Western Command Central Command Northern Command SERVICE CONDITIONS OF CIVILIANS EMPLOYEES OF UNIT RUN CANTEENS . 5. 3. CSD AG Coord URC Manual – 2008 • 25 2.4) Tele : 391 9563 Dy Dte General Canteen Services Quartermaster General’s Branch Army Headquarters DHQ PO. The employees of these URCs are not Govt servants and therefore this office has no control / jurisdiction over the service conditions of such employees. Min of Defence letter No BOCCS / 00181 / Q / CAN / D (MOV) dated 07 Nov 1977. In view of the above. .Appendix 3C (Refers to Para 3. Numerous representations addressed to President / PM / RM / COAS / QMG and other VIPs and petitions filed in various courts by the civilian employees of URCs regarding their service conditions are being referred to this Dte for redressal of their grievances. All its employees are Government employees. therefore.4) No BOCCS /00181 / Q / CAN / 5469 / D (MOV) Bharat Sarkar. Min of Defence QMG's Branch. Ray) Copy to :List 'B' ( Less QMG's Branch) Ministry of Defence / D (Est. They are not Government servants and. Army HQ Camp. the Unit Canteens. dt.2) Ministry of Finance (Defence) CGDA R & D Organisation. This section deals only with the matters concerning the Canteen Stores Department. National Stadium. The Funds of this department form part of the Consolidated Fund of India and are thus Govt Funds. QMG's Branch Q / Canteens for action. . it is requested that the representations concerning the unit employees should not be forwarded to this Section. like the Army Headquarters Canteen at South Block. this Ministry has no control over their service conditions and has no jurisdiction over the service condition of such employees. CSD is a department under the Ministry of Defence. are private undertakings of the units concerned. On the other hand. It appears that this position is not clear to the originators. their depots and their employees and not the Unit Canteens or their employees. In view of the above.Appendix 3D (Refers to Para 3. Distribution Section Services Sports Control Board School of Foreign Languages Armed Forces Information Office OC. Raksha Mantralaya. Numerous representations from the employees of the Unit Canteens are forwarded to Army Headquarters. List ‘‘E’’ CAO's Branch. Ministry of Defence Joint Cipher Bureau Historical Section (India) Ministry of Defence. 27th October 1977 To. Bharat Sarkar 2. Their funds are Non-Govt Funds. New Delhi All Deputy Secretaries URC Manual – 2008 • 26 Avar Sachiv. Your faithfully Sd/(P. 1. New Delhi. The Chief of the Army Staff Subject : STATUS OF UNIT CANTEENS AND THEIR EMPLOYEES Sir. The CSD has no Administrative control over the unit canteens or their personnel who are employed by the units under various terms and conditions mutually settled between the units and the employees. 2. OFFICER COMMANDING 7. This Unit / formation canteen is registered with CSD under number URC The financial assistance amounting to Rs is needed for this unit-run-canteen due to the following reasons :* in the form of a loan.400 020 From : The Officer Commanding Ref : No: Date : To : The Chairman Board of Administration Canteen Stores Department Adelphi. URC Manual – 2008 • 27 .Appendix 3E (Refers to Para 3. The loan will be repaid within years (for repayment maximum period of 5 years is allowed) in half-yearly / yearly instalments. 119 MK Road Mumbai . 4. It is undertaken that the loan shall be utilised exclusively for this unit run canteen and only for making purchases from CSD and for no other purpose.6) APPLICATION FORM FOR THE FINANCIAL ASSISTANCE FROM CANTEEN STORES DEPARTMENT. OR This unit is in a position to provide only a portion of the funds from our resources to start the canteen but still more funds are required particularly to meet the working capital. MUMBAI . We shall be pleased to furnish any more details. * 3. Further details / informations are given in Appendix. if so needed.400 020 Sub : GRANT OF LOAN TO UNIT-RUN-CANTEENS 1. 6. it is necessary to expand the trade for which additional finances are not available. Encl : a/a *Strike out whichever is not applicable. A copy of the constitution / rules / regulations / byelaws governing this unit -run-canteen is enclosed. Copies of balance sheets showing the trading and profit and loss position during the last 2 years are also enclosed ( This is not applicable in case of new canteens). 5. In order to meet the requirements of the personnel dependent upon the canteen to the fullest possible extent. The terms and conditions governing grant of loan as detailed in Army order 161 / 73 have been understood and will be complied with. ) (b) Canteen Stores (c) Working Expenses Rs. Rs. Strength of personnel intended to be based on this canteen : (a) Officers (b) JCOs (c) OR (d) families and attached personnel. Total Rs. Since when the unit canteen has been in existence (Indicate month & year only) 5. Name and Address of the Unit previous name / designation (In case of redesignated units only) 2. Rs. Total Rs. 7. fittings. Estimated investment in the canteen on –– (a) Capital expenditure (furniture. URC Manual – 2008 • 28 . Rs. 4. equipments etc. 8. Total Rs.(Refers to Para 7 of Appendix 3E) APPENDIX TO LOAN APPLICATION 1. if any (e) Ex -servicemen Total 6. Dependent on CSD Depot 3. Amount of Regimental / other Funds at the disposal of unit approximately Rs. Rs. Rs. Rs. Estimated monthly purchases from CSD : (a) Liquor / Beer (b) General stores (c) Cigarettes Rs. Estimated monthly sales : (a) Liquor / Beer (b) General stores (c) Cigarettes Rs. Estimated monthly trading expenses including overheads: (a) Total staff salary (b) Clearing and cartages etc (c) Insurance of stocks. Rs. if any (d) Postage / telegrams / conveyance / rent / water / lighting charges / printing and stationery. Rs. OFFICER COMMANDING URC Manual – 2008 • 29 . 10. Rs. Whether you propose to run Tea Bar. Halwai Shop and other trade shop ? If so. Total Rs. (This should be exclusive of income from other sources mentioned below) 11.9. telephones etc Rs. Expected profit per mensum from the unit-run-canteen. Rs. give total estimated monthly net income from these sources Rs. No Rank Date : 20 Name of (Name of the Unit) promise to pay to the President of India on order.5% per annum with half yearly rests until payment for value received. the sum of Rs with interest thereon at the rate of 4.Annexure 1 to Appendix 3E (Refers to Para 3. Accepted Signature (Should be signed on revenue stamps worth Rs 1/-) for and on behalf of the President of India URC Manual – 2008 • 30 .8 (d)) PROMISSORY NOTE Rs On demand. I. ) Rank Name ( ) (Name of the Unit) duly signed and delivered to the said Department (acting for and on behalf of the President of India) my own Demand Promissory Note dated the day of 20 . that nothing in this clause shall prejudice the right of the President of India to receive on demand the moneys payable hereunder and the said Promissory Note. however. payable on this document shall be borne by the President of India. I hereby personally agree and undertake that the said promissory note for Rs.8 (d)) UNDERTAKING The President of India WHEREAS ON the day of 20 . % per annum (b) that the liability hereunder and under the said Promissory Note shall be my personal liability. AND I HEREBY FURTHER AGREE AND UNDERTAKE : (a) that the aforesaid loan will until payment bear interest at with half-yearly rests and will be recoverable in cash. the President of India represented by Canteen Stores Department. (No. a Department under the Ministry of Defence of the Government of India. if any. (d) The stamp duty. URC Manual – 2008 • 31 . for the sum of Rs (Rupees only) in favour of the President of India. (Rupees only) is to stand and be regarded as a continuing security and shall be enforceable for all money which now are or which may at any time hereafter become due and owing to the said Department representing the President of India on the said account and on any account whatsoever and whether or not from time to time there be nothing owing on the cash advance account or any account or the same respectively be at credit. (hereinafter referred to as ‘‘the said Department’’) agreed to pay a cash advance in favour of of the sum of Rs (Rupees only) and on the further conditions agreed on between the (Name of Unit) and the said Department representing the President of India as are herein contained AND WHEREAS in consideration of the said advance on the day of I.Annexure 2 to Appendix 3E (Refers to Para 3. (c) the entire amount of the said loan will be repaid if the President of India so desires within the maximum period of five years in fixed instalments of Rs (Rupees only) each and at the interval of months commencing from provided. IN WITNESS WHEREOF the said (Name of Unit) has signed these presents on the Signed by the said (Name of the Unit) in the presence of (Name and address of witnesses) (1) (2) Accepted Signature day of 20 for and on behalf of the President of India URC Manual – 2008 • 32 . (f) That my liability shall not be impaired or discharged by reason of time being granted or by any forbearance shown to the said (state the name of the unit of the Canteen to which money is being advanced) or by any act or omission on the part of the Government or any person authorised by it whether with or without the knowledge or consent of the surety nor shall it be necessary for the Government to sue or take steps or proceeding against the said (State the name of the unit of the Canteen to which money is being advanced) before taking steps or proceedings against me.(e) The said promissory note dated the day of 20 for Rs and executed by me shall remain in full force and effect and my liability thereunder and under this letter shall not be revoked by me without the consent of the Government in writing. 8 (e)) (THIS AGREEMENT FORM IS TO BE EXECUTED BY THE INCOMING AND OUT GOING OFFICERS COMMANDING) PROMISSORY NOTE Rs On demand. I.5% per annum with half yearly rests until payment for value received. Accepted Signature (should be signed on revenue stamp worth Re. 1/-) for and on behalf of the President of India URC Manual – 2008 • 33 . with interest thereon at the rate of 4. the sum of Rs. No Rank Date : 20 Name Unit promise to pay to the President of India on order.Annexure 3 to Appendix 3E (Refers to Para 3. perform and observe all the conditions as are hereinafter contained : AND WHEREAS a promissory note dated the day of 20 for the sum of Rs (also in words) was duly executed by the Substituted Officer in favour of the President of India and delivered to the Government. URC Manual – 2008 • 34 . executors and administrators) of the First Part and the present Officer Commanding.Annexure 4 to Appendix 3E (Refers to Para 3. (name of the unit) hereinafter called ‘‘the Substituted Officer’’ (which expression shall unless repugnant to the context and meaning thereof mean and include his heirs. AND WHEREAS the said Outgoing Officer desires to be released and discharged from his liability under the said letter of guarantee and the said promissory note and at the request of the Outgoing Officer the Government has agreed to release and discharge the Outgoing Officer therefrom upon the Substituted Officer at the request of the Outgoing Officer agreeing to execute a promissory note for the sum of Rs and to fulfil. (also in words) upon the Outgoing Officer executing in favour of the President of India a demand promissory note dated the day of 20 for the sum of Rs. hereinafter called the Government (which expression shall unless repugnant to the context and meaning thereof mean and include his successors and assigns) of the Third Part : WHEREAS on the day of 20 the Government represented by Canteen Stores Department a Department under the Ministry of Defence of the Government of India (hereinafter referred to as the ‘‘said Department’’) paid a cash advance to amounting to Rs. (also in words) and upon the further conditions agreed on between the Outgoing Officer and the Government as contained in the Letter of Guarantee executed by him dated the day of 20. AND WHEREAS a sum of Rs (also in words) is due and owing to the Government on account of the said cash advance made by the Government to as aforesaid and on other accounts. executors and administrators) of the Second Part and the President of India.8 (e)) AGREEMENT AN AGREEMENT made this day of 20 between the erstwhile Officer Commanding (name of the Unit) hereinafter called the Outgoing Officer (which expression shall unless repugnant to the context and meaning thereof mean and include his heirs. 5. That the said promissory note dated the * day of 20 for Rs (also in words) shall remain in full force and effect until the Government agrees to its revocation or cancellation by the substituted Officer and shall be regarded as a continuing security and be liable to be enforced for the recovery of all moneys which now are or which may at any time hereafter become due and owing to the said department representing the President of India on account of the said advance or any account whatsoever and whether or not from time to time there be nothing owing on account of the said cash advance account or on any account whatsoever or the same respectively be at credit : 2. day URC Manual – 2008 • 35 . of The stamp duty. That the liability hereunder and under the said Promissory Note dated the executed by the Substituted Officer shall be his personal liability. that nothing in this clause shall prejudice the right of the President of India to receive on demand the moneys payable hereunder and clause shall prejudice the right of the President of India to receive on demand the moneys payable hereunder and under the said promissory note executed by the Substituted Officer. 7. That the liability of the Substituted Officer hereunder shall not be impaired or discharged by reason of time being granted or by any forbearance shown to the said (state the name of the unit of the canteen to which money has been advanced) or by any act or omission on the part of the Government or any person authorised by it whether with or without knowledge or consent of the surety nor shall it be necessary for the Government to sue or take steps or proceedings against the said (unit of the canteen to which money has been advanced) before taking any steps or proceedings against the surety. The said sum of Rs (in words also) will be repaid within a period of years in fixed instalments of Rs (in words also) each and at the interval of months commencing from provided. 3. That the aforesaid sum of Rs * (also in words) shall until payment bear interest at 4. however. if any. That the Government accepts the liability of the Substituted Officer to pay all moneys which now or which may at any time hereafter become due and owing to the said Department representing the President of India on account of the said advance to the said (state the name of the unit of the Canteen to which money has been advanced) or on any account whatsoever and the Government hereby releases and discharges the Outgoing Officer from all claims and demands whatsoever in respect of the said promissory note dated the day of 20 and in respect of the said letter of guarantee executed by him and the liability of the Outgoing Officer thereunder : 4.NOW IT IS HEREBY AGREED BY AND BETWEEN THE PARTIES HERETO as follows :1.5 per cent per annum with half yearly rests and shall be recoverable in cash. 6. payable on the document shall be borne by the President of India. In witness whereof the said (outgoing officer) the said (Substituted Officer) and Shri for and on behalf of the President of India have hereunto respectively set their hands and seals the day and year first above written. Signed and delivered by the Said in the presence of : (outgoing officer) Witness : 1 2 Signed and delivered by the said in the presence of : (incoming officer) Witness : 1 2 Accepted Chairman Board of Administration CSD for and on behalf of President of India URC Manual – 2008 • 36 . QMG’s Branch/Q/Can 100 copies. Dehradun and (Navy). Quartering Directorate 10 copies. Mumbai – 400 020. PC to MF No. New Delhi The Senior Dy Directors of Audit. The Secretary. Naval Headquarters 3 copies. 2850/DFA(Q)/95 dated 29th May 1998 and to convey the sanction of the President of India in enhancement of financial powers of QMG to saction loans to URCs as under : a) Para 15 Power to sanction loan to URCs. Board of Control Canteen Services. Defence Services Southern Command and Western Command The Controllers of Defence Accounts. Ministry of Defence Letter No. (Pradeep Kumar) Under Secretary to the Government of India Tel. Defence Services.No. 1006/QB/ 2007 dated 2-7-2007. New Delhi. Office of the CDA (CSD) 10 copies. 2301 2962 Copy to : Controller General of Defence Accounts. 95286/Q/BOCCS/1204/D(May 2007) Government of India Ministry of Defence New Delhi dated 17th July 2007 To. The Chairman Board of Administration : Canteen Stores Department Adelphi. All Commands The Deputy Directors of Audit. D (Mov) 4 copies Air Headquarters 3 copies. URC Manual – 2008 • 37 . Patna Central Command (AF). New Delhi The Director of Audit. Defence Services. Bombay The Ministry of Defence. QMG’s Branch QI(E) 2 copies. This issues with the concurrence of Ministry to Defence (Finance/QB) Vide No. of India. I am directed to refer to the Annexure to Govt. Sir. Yours faithfully. No. Subject : Enhancement of Financial Power of Quarter Master General to Sanction Loan to URCs. Competent Financial Authority QMG b) c) Present Nil Recommended Beyond 5 lakhs and upto 25 lakhs The above provisions of the Government letter will be implemented with immediate effect. 2.500/-) Per Month Rs.4.000/- (a) (b) (c) Officers JCO & Equivalent Ors & Equivalent URC Manual – 2008 • 38 .7) Tele 23092347 Integrated Headquarters Min of Defence (Army) Quartermaster General’s Branch Dy Dte Gen Canteen Services New Delhi-110001 Aug 2006 No. Rank Non AFD items (Value below Rs.500/AFD Items (Value above Rs. No. following will be purchase limits for purchase of CSD Stores.30.6. With immediate effect.000/Rs.000/Rs. A number of representations were being received from various quarters asking for upward revision of the laid down limits.000/Rs.50.75. 96027/Q/DDGCS Headquarters Southern Command (Q) Eastern Command (Q) Western Command (Q) Central'Command (Q) South Western Command (Q) Northern Command (Q) Army Training Command (Q) Andaman & Nicobar Command (Q) Naval Headquarters (Principle Dir Pers Services) Air Headquarters (Dte Org) HQ DG NCC (F&A) HQ Assam Rifles Coast Guard (AD) HQ DGBR (Q) MONETARY LIMITS FOR ALL RANKS FOR PURCHASE OF CSD STORES (GROCERY ITEMS) 1.500/-) Per Year Rs.2.000/Rs.Appendix 3F (Refers to Para 3. S. pressure cookers. Strict watch be maintained where there is large difference in CSD and market rates such as suitcases. 7. Local restrictions on lowermonetary limits on grocery may be laid by canteen management for implementation in their respective canteens. fans and other attractive toiletry and cosmetic items. URC Manual – 2008 • 39 . watches. 8.3. 5. Formation HQs will institute svl measures to ensure CSD goods do not find way to civil market. No excess liquor above authorization will be given by any canteen without permission of station Commander. 6. Strict disciplinary action be initiated against personnel indulging in sale of CSD items in market.for infor pl. Commanders at all levels will ensure liquor is given strictly as per scale. Contents of this letter be disseminated to all concerned under your Command. URC management will ensure attractive items are sold only to authorized personnel as on required basis and not in excess quantity. Profile of customers be strictly watched for spending beyond means. 4. (BK Pandey) Lt Col Jt Dir Canteen Services Copy to : CSD HO Mumbai . 4. (AA Rizve) Lt Col Jt Dir Canteen Services For Quartermaster General Copy to :HQ 3 Inf Div C/O 56 APO 3. Mumbai . CSD Depot Leh C/O 3 Inf Div } for information and necessary action please.11 (a)) Tele : 3019572 Quartermaster General’s Branch Dy Dte Gen Canteen Services Army Headquarters DHQ PO New Delhi-110 001 26 Aug ’93 96031/Q/DDGCS The General Manager Canteen Stores Deptt ‘‘ADELPHI’’. you are requested to take action accordingly. Reference your letter No 1/Secy dated 24 Jul 93. In view of the above. 2. Executive Committee has given their sanction on file vide our note 96031/Q/DDGCS dated 29 Jul 93 that credit facility has been enhanced from Rs 1 lakh to Rs 3 lakhs for a maximum period of 3 months for units located in Leh and Siachen Glacier. The units will liquidate their debit with CSD Depot Leh prior to their deinduction from Ladakh Region. STOCKING OF CSD AT LEH 1. URC Manual – 2008 • 40 .Appendix 3G (Refers to Para 3. Please acknowledge. M K Road. 119.400 020. It has now been decided that. However. This directorate has been making all-out efforts to ensure that customers satisfaction level is maintained at the highest possible level and seeks regular feedback from Unit-Run-Canteens as well as Units and Formation Commanders. One important channel of getting regular feedback from Unit-Run-Canteens is Quarterly Meetings of representatives of Unit-RunCanteens with CSD Area Depot Managers. This will also ensure that the latest policies. 2.110001 31 March 1998 96131/Q/DDGCS Headquarters Southern Command Eastern Command Western Command Central Command Northern Command ARTRAC HOLDING OF REGULAR MEETINGS OF COMMANDING OFFICERS/ THEIR SECONDS-IN-COMMAND/OFFICERS INCHARGE UNIT-RUNCANTEENS AND CSD AREA DEPOT MANAGERS UNDER THE SUPERVISION OF RESPECTIVE FMN/STATION COMMANDERS 1. in the case of big stations where the Depots are located far away from mil stations a rep per station may be nominated to attend the forum who shall collect the discussion points from CSD pertaining to URCs and disseminate these down. guidelines and information available with the CSD Area Depot Managers are shared at appropriate level and problems being faced by the Unit/Formation Commanders are resolved on the spot. URC Manual – 2008 • 41 . henceforth all Quarterly Meetings of Unit-Run-Canteens and respective CSD Area Depot managers will be held under the Chairmanship of co-located Station Commanders/Formation Commanders to ensure that the Commanding Officers/their Seconds-in-Command attend such meeting alongwith their Officers-In-Charge of Unit-RunCanteens. This approach defeats the very purpose of holding such meeting and results in poor interaction between the Unit-Run-Canteens and CSD Depot Area Managers. it is noticed with concern that such meetings are not being attended regularly by officers. Most of the time only NCOs/JCOs are detailed to represent formation/unit commanders in such important meetings. However.20) Tele : 3011347 Quartermaster General’s Branch Dy Dte Gen Canteen Stores Services Army Headquarters DHQ PO New Delhi .Annexure 3H (Refers to Para 3. Headquarters Command may kindly workout the modalities in respect of Area Depots located in their jurisdiction and issue the programme to URCs through respective Formation Headquarters. M K Road. Mumbai .400 020 } For issuing necessary instructions to Regional Managers and Area Depot Managers. At station level the Station Commanders should also inform the Air Force and Navy formations/units of the programme. This policy must be disseminated to each formation/unit having Unit-Run-Canteens to achieve the desired results.3. URC Manual – 2008 • 42 . Copy to :Naval Headquarters (Dte of Pers) Air Headquarters Dte of Org DG NCC DG Coast Guard Canteen Stores Department ‘‘ADELPHI’’ 119. Sd/(A N Hamir) Brigadier Dy Dte Gen Canteen Services for Quartermaster General 4. (b) The indents be sent regularly to the CSD Area Depot once a month to reach NOT later than 10th of each month. Necessary instructions as to how the Indent-cum-Invoice is to be prepared have been printed on the pad itself for ready reference. or collection date as fixed by depots. URCs should ensure that such computerised indents are legible with adequate spacing. Wrist-Watches. These forms have been printed in sextuplicate and each booklet is in the shape of a pad containing 20 such sets of forms. Proper indenting needs the personal attention of the Unit Commanders/Canteen Officers. the lines meant for use at CSD Area Depot to record substitutes. In case of Depots which have computerised processing of indents. Taking into account the cost of paper and printing and to ensure that these expensive pads are not misused. The following points should be taken into account while preparing indents :(a) Submit five copies of the Indent-cum-Invoice typed or handwritten in serial order. the URCs may submit computerised or manual indents in duplicate in the same format as that of printed indent.CHAPTER . It should be ensured that at the end of each group. 4. Even if just one item from a group is demanded.4 PROVISIONING AND INDENTING Indent-cum-Invoices 4. The sixth copy will be retained by the unit or two copies in case of computerised depots. (d) Demands for items of different groups as listed in the CSD Price-List (Group I to VII) will start on separate pages. (c) The indent should clearly indicate the probable date of collection. a nominal price is charged to the UnitRun-Canteens. Demands from URCs will be accepted only on the standard Indent-cum-Invoice Forms. newly-introduced items etc are left blank.1 Standard Indent-cum-Invoice Forms in two sizes are available with CSD Depots on nominal payment. (e) Separate indents should be prepared and submitted for the following items. as these items do not qualify for calculation of Quantitative Discount : (i) (ii) (iii) (iv) Edible oils.2 URC Manual – 2008 • 43 . Tea / Coffee Bicycles. it should be written on a separate page. Cancellation of indent involves infractuous paper work and manual labour work for taking back assembled stocks besides this CSD warehousing/distribution system is also disturbed. Therefore. (i) (j) Indents will be signed by the officer empowered to raise the Indent duly affixing stamp showing name and rank of the officer and unit seal. the initial of the officer/URC Rep authorised for collection should affix his signature against each such amendment to avoid manipulation of demand. Safety matches and smokers’ requisites. (vii) Hospital Comforts and Officers’ Rations. Case Pack. (ix) (f) Chocolates. (k) The indents for Cigarettes. (i) Every liquor indent should bear a certificate that the quantities indented are as per prescribed scales vis-a-vis strength of the unit. (viii) All items demanded for Government use/consumption.(v) (vi) AFD items. (g) Clear indication of quantities should be given in specified accounting units e. Please note that the State Governments have varying liquor policies and units moving from one State to another are required to obtain a new licence on their first entry to that State to become eligible for supplies of liquor from the feeding Depots. The various rules and procedures also differ which should be found out. Bidies and Food items which have limited shelf-life. as the case may be. (l) Liquor/Wines. cases. taking back stock poses tax problem. In depots where sales tax is applicable. (ii) Each liquor indent should indicate the Unit Excise Licence No. Full particulars of an item demanded viz. (h) Indents must clearly specify substitutes / alternative functional equivalents acceptable or not acceptable against specific items warranting such remarks. Qty and Description of goods should be mentioned. URCs should correctly assess their genuine requirement vis-a-vis availability of funds to avoid cancilation. if amendment is made due to unavoidable circumstances. However. Nos.g. should be correctly worked out so that the stocks do not deteriorate in storage. Amendment / Cancellation of indents must be avoided. understood and adhered to. URC Manual – 2008 • 44 . Index No alongwith Suffix. dozens. 5 4. At times. The money available needs to be invested in stores every month and replenishments obtained according to correctly assessed past off-takes. If such authorisation has to be obtained every time a demand is sent to the Depot. The available funds should always be utilised with prudence and foresight. so that it is not returned for want of such stipulated procedural requirements. then such indents will be countersigned by an officer of its higher formation holding the rank of Lt Col or equivalent or above. as also the anticipated sales. such a requirement should be fulfilled in advance. it is a common tendency among URCs to demand inflated quantities in the hope that CSD Depots will make supplies in relation to the quantities indented. overindenting is to be avoided on both these counts. In case the Officer Commanding of a unit is of the rank of Maj or below. This leads to a serious situation of excessive procurement.6 URC Manual – 2008 • 45 .3 During scarcity of some items. Any haphazard indenting will result in overstocking which will unnecessarily lead to blockage of funds and may ultimately result in writing-off of surplus stores unfit for sale due to their deterioration in storage. thereby unnecessarily blocking their capital. Units which indent for such items should immediately lift the stock on recepit of advice from the CSD Depot after making payment. Provisioning 4. this requirement should be complied with every time an indent is sent to the Depot. 4. If the duty-free supplies can be made on the authority or the countersignature of the Commanding Officer.(iii) The liquor indents will be signed only by an officer holding the rank of Lt Col or equivalent or above. It is obvious that there will be a great demand for such items and there is also a possibility of leakage of such stores to unauthorised persons.4 4. inflated demands are noticed in respect of items which are considerably cheaper in the CSD than in the market. If a URC is located in a duty-free area and/or if the issues are as per the allocation made by Formation Headquarters. if there is a proper turnover of stores which can be achieved by methodical indenting of such of the items as are needed by them. The basic principles of planned investment and rotation of funds cannot be ignored because a unit may not be well-versed in matters of finance. CSD Depots make supplies in exact quantities demanded which results in increased inventory at the unit canteens. Once the supply position becomes normal. There are a few items listed as AFD (Against-firm-Demand) Category II in the CSD Pictorial Price-List which are not stocked by CSD Depots but are procured and supplied against firm demand. A unit with limited funds at its disposal can render better service to its clientele. Thus. (iv) Duty-Free Rum / IMFL / Beer / Wines. the authority of the allocation incorporating Excise Notification for excise duty exemption should positively be quoted. therefore. This may happen for those items which are not so popular in the market. it will be ideal if URCs give their preferences periodically. can be substituted with comparable brands which are often cheaper in price. 4. In case no substitute is acceptable then. the popular brands. they keep a check on the monopolistic trend of some popular brands and secondly. specially in the case of liquor. The normal indenting of a unit should be on the basis of its off-takes of the past three to four months. at the time of collection URC Manual – 2008 • 46 . Normally food and medicinal items have shelf-life of about 6 to 12 months.11 To enable the Depots to verify the authenticity of the indenting authority. wastage and surpluses. indication to that effect must be given on the indent form so that the Depot does not supply any substitute. This will enable consumers to exercise their preference. In case of liquor other than rum. on the invoices which are issued by them to the units. Since it is difficult for a Unit Commander/Canteen Officer to verify the statistics from the Stock Ledger. The Depots have instructions to indicate the expiry date specially in the case of Baby Foods. In case of Baby Food and medicines.9 4. unit commanders are required to send the specimen signatures of the Canteen Officer of URC to the Depot so that the authority letter for collection of stores when issued by the latter can be verified from the specimen signatures held by the Depots.7 Each URC must maintain Stock Ledgers so that both the stock and monthly sales figures are readily available. non-availability of certain items will be reduced. Units are. wherever applicable. if not available. it is desirable that the monthly sales are readily available in a separate register as calculated by the canteen staff every month. Some of the suppliers have their salesmen going round the URCs canvassing for their products.12 Stocks should be properly rotated on ‘First-In First-Out’ (FIFO) basis to avoid obsolescence. It is a very important aspect of stocking which requires constant review in respect of food and medicinal items. Similarly the signatures of the Accounts Officer who is responsible to issue the cheques will also be sent to the Depots for their record. Short-Shelf-life Items 4.4. customer dissatisfaction and monopolitic tendences. Units must check manufacturing and expiry date. not be acceptable to the clientele.10 A minimum of two functional equivalents are always to be maintained in the inventory so as to provide wider choice to customers. It is likely that the Commanding Officer or the Canteen Officer may be convinced about the potential sale of the items canvassed which may. however. Firstly. the names of substitutes acceptable in lieu should be given. As a measure of safeguard. requested to indicate the substitutes where required and acceptable. There is a tendency to indent for the most popular brands.8 4. 4. however. Limiting the choice of items only to the preference of URC managment leads to deletion of desirable items from the inventory. If there is abnormal variation in sales in the preceding months a proper analysis should be carried out before indenting the quantities. If such substitutes are tried out by the units. This does not pose any problem during the period when such items are freely available. Inflated demands on the CSD Depots on the basis of canvassing done by such salesmen should be avoided. the expiry date is embossed on the tins/bottle labels. Substitutes play a big role in meeting the demands of consumers. Glass etc. Generally. Limitations of quantum of bank guarantees lodged by manufacturers also restricts the quantity of newly-introduced items that can be made available to the consumers through the URCs. CSD ensures that consumer schemes floated by the firms in civil are also extended to CSD customers. – Gift offers like toys. for sale to consumers so as to gauge their response. The Depots are not permitted to take back such stocks if sought to be returned after 60 days from the date of collection. – Scratch Cards/Gift Coupons. on credit. – Discounts like Rs. Newly-Introduced items 4. URC representatives should ensure that offer packs are collected properly.5/. When gift offers are extended there is likelihood of change of casepack. 4. Errors in invoice 4. the offer will be available during that period. However. If the offer is for a particular period. If the offer is on a stipulated quantity then the offer is extended till quantity lasts on first-come-firstserved basis. The units in their own interest can keep a record of such items immediately on receipt and arrange sale at their end so that short-shelf-life items are liquidated well before their expiry.14 URCs are expected to collect newly-introduced items in limited quantity. – Coupon Redemption offer.13 Information about newly-introduced items is communicated to units through the medium of Monthly Bulletins.of stores.16 Due to changing marketing strategies. Consumer Promotion Schemes 4.off etc. feedback and resultant provisioning based on the consumption pattern. Normally it takes six months to two years for any product to establish itself in the CSD because of the delays in consumer awareness. Books. following types of Schemes are offered. should these items not find favour with the customers. many of the companies are offering Consumer Promotion Schemes in civil Trade. – Buy-one-get-one free offer. These items are initially positioned only in limited quantity so as to assess the consumers’ response. URC Manual – 2008 • 47 . URCs are welcome to return such items to the Depot within 60 days of collection.15 Any errors in invoice should be immediately notified to concerned CSD Depot for issuance of Debit/Credit notes. – Additional quantity offer like 20% more. The importance of reconciliation of quarterly statements by URCs needs no emphasis as it is the only check to ensure that all stores issued by Area Depots are received by URCs and are correctly accounted for in the books of accounts. 5. Statement of Accounts 5.4 5. this statement will be forwarded every month. Non-receipt of counterfoil by Area Depots will be interpreted as automatic confirmation of the correctness of the quarterly statement by the Depot. URCs will ensure that the entries recorded in the statement are checked and tallied with their books of accounts and the counterfoil of statements (perforated portion) are sent to the Depot to confirm the balance. In addition to this. Besides this. overdue interest @ 15% per annum will be charged on the amount of the cheque from the date of presentation to the bank till the date of its final realisation. URCs should arrange payment of the total value. The statement of account will thus prompt the URC to make payment to take delivery of the goods. Goods in respect of some of the invoices shown on the left hand side of the statement may still be lying with the Depot awaiting payment. overdue interest charged by the CSD bankers will also be borne by the concerned URC since cheques deposited by CSD are immediately credited against DD facility.5 URC Manual – 2008 • 48 .3 Quarterly statements of account on Form CSF 26 are prepared by CSD Depots and are forwarded to URCs by the Depots showing transactions done during the quarter in respect of supplies made to URCs and payments received from them. to the Depot by Account Payee/NotNegotiable/Crossed Cheque drawn in favour of ‘‘CANTEEN STORES DEPARTMENT PUBLIC FUND ACCOUNT (MAIN)’’.5 PAYMENT BY URCs Payment Against Indent 5.1 On receipt of intimation from the Depots for collection of stores. further facility of payment by crossed cheques will be withdrawn and the concerned URC will be asked to make payment by Banker’s Cheque/Demand Draft. indicated in the payment calling slip. Dishonoured Cheques 5.CHAPTER . URCs are required to maintain proper record of Official Receipts issued by the Depots for the payments made by them. On computerisation of the Depots.2 Whenever any cheque issued by a URC is dis-honoured by the bank. This will enable URCs to reconcile their accounts on receipt of quarterly statement of accounts. URC Manual – 2008 • 49 . it will be incumbent on part of URCs to accept Debit/Credit Notes and losses. should be adjusted against Q.6 To avoid any problem and to make best use of the facilities offered by the banks. audit direction. In such cases. URCs may open their account in the same bank as that of the Depot.D.Bank Account 5. priced but not issued.7 Debit / Credit Notes are issued by Depots due to various reasons like error in pricing. They should liaise with their bankers to avail special facilities that the banks may be offering from time to time eg utilisation of overdraft/DD facilities. levies etc. imposition of Govt. if any. issued but not charged. Debit / Credit Notes 5. CHAPTER - 6 REIMBURSEMENT OF TRANSPORTATION CHARGES Local Delivery 6.1 Where the units are in a position to collect stores directly from the Depot, they may do so under their own arrangements after effecting payment and obtaining the Release Order. Reimbursement of Transportation Charges to URCs 6.2 The policy hitherto followed by the Department for reimbursement of transportation charges to the URCs was to admit to the extent of actual hire charges incurred by the URCs or the freight charges incurred by the Department in despatching the stores by rail to the nearest rail head at Military Tariff Rate whichever was less. However, due to disproportionate increase in the road transport charges compared to the increase in Military Tariff Rates and also in consideration of the disadvantages faced by many of the units which are located away from the feeding depots as well as from rail heads, it has been decided to authorise the Depot Managers to reimburse to the URCs by floating Credit Note upto 50% of the difference between the freight rate as prescribed by State Road Transport Authority and that admissible as per MC Note subject to the following conditions:(a) Transportation charges are not reimbursable if the stores are conveyed by the URCs in Defence Department (DD) vehicle. URCs claming reimbursement will have to render a certificate from their Station Headquarters clearly indicating the distance of their location from the Dependant Depot. For URCs whose NRS is common with their feeding Depots, reimbursement shall be allowed equal to the value of MC Notes from the Depot railhead to their nearest out agency, e.g. units located at Shillong with NRS at Guwahati. All claims for reimbursement of transportation charges must be submitted to the feeding Depot showing, interalia, the Invoice No. and Date, value of goods, No of packages and Gate Pass / Packing Note reference etc within 30 days of collection of stores. Claims received after 30 days are liable to be disallowed. However, where URC is able to offer full justification and valid reason for late submission, the case may be referred to the Regional Manager concerned by the unit commander for waiving the late submission and to admit the claim, with a copy duly endorsed to the Depot. (b) (c) (d) URC Manual – 2008 • 50 (e) All such claims shall be accompanied with a certificate from the unit commander to the effect that the goods relating to the particular invoice have been received and the expenses claimed have actually been incurred by the URC. It should also show full details of expenditure incurred, mode of conveyance and freight expenses etc duly supported with the original transportation bill, to the Depot Manager for verification and return, if considered necessary. Under no circumstances will the reimbursement be made in cash. For details of calculation on reimbursement of Transportation charges, please refer para 8(b) of the price-list. Current circular issued in this aspect in placed as per appendix “6A”. (f) (g) (h) URC Manual – 2008 • 51 Appendix 6A (Refers to Para 6.2[h]) CANTEEN STORES DEPARTMENT ADELPHI, 119, M.K. ROAD, MUMBAI - 400 020. Website : www.esdindia.com E-mail :
[email protected] Ref: 6/F & A / Co-ord / MCN / Fax : 022-2208 3324 Tel: 022-2208 3325 13 Apr. 2007 Accounts Circular No. 6 / 2007 To All Depot Managers / RMs GOVERNMENT OF INDIA MINISTRY OF DEFENCE REIMBURSEMENT OF TRANSPORTATION CHARGES 1. 2. Reference is made to letter No. 6 / F & A / Co-ord / MCN / 4140 dt 24 Sep. 05 and Accounts Circular No. 22 / 2005 and letter No. 6 / F&A / Co-ord / MCN / 6310 dated 06 Dec. 05. The case was taken up with DDGCS vide letter No. 6 / F&A / Co-ord / MCN dated 07 July 06 to seek a decision / amendment in the EC Meeting for overcoming the following difficulties encountered by the depots for processing the claims for reimbursement of transportation charges from URCs. (a) (b) 3. RTO rates not being available in most of the States for load carrying vehicles. URCs located beyond 200 Kms are not adequately / proportionately reimbursed. Accordingly the matter was taken up by DDGCS office in the 75th EC Meeting held on 21 Feb 07 to consider the above anomalies and resolve the issue. The decision given by the EC after detail deliberations is as under :(a) (b) Where RTO rates are not available, Station Board rates will be taken for consideration of entitlement by the respective Depots. For URCs situated more than 200 Kms from the CSD Depot, 0.5% of the indent value or Station Board rate. which ever is less, will be allowed. URC Manual – 2008 • 52 50% of the indent value less local taxes and levies. all Depot Managers are requested to adhere to the following parameters henceforth. (NV Sreenivasa Rao) Wg Cdr DGM (F&A) For General Manager CC : PA to GM / JGM-I / JGM-II } CC : All DGMs / AGMs / Managers at HO} . Station Board rates or the freight reimbursement @ 0. 5. BOCCS. Station Board rates or the freight reimbursement @ 0. All other condition for re-imbursement of transport charges enumerated in the earlier Accounts Circular No. 05 will apply.4. 6.of CSD Depots actual charges incurred restricted to RTO rates or where RTO rates available. (i) URCs located within 50 Kms . as on date may please be processed on priority. Station Board rates or the freight reimbursement @ 0. Also. whichever is less.15% of the indent value less local taxes and levies. which ever is less. (ii) (iii) URCs located beyond 200 Kms of CSD Depots actual charges incurred restricted to RTO rates or where RTO rates not available. URCs located within 51 to 200 Kms of CSD Depots actual charges incurred restricted to RTO rates or where RTO rates not available. the pending claims of URCs if any. CC : The Secretary. New Delhi } CC : CDA (CSD) / RAC } URC Manual – 2008 • 53 . The orders may be brought into effect immediately. 22 / 2005 dt 24 Sep. whichever is less.For information please. In view of the above. while processing the claims received from URCs towards reimbursement of transportation charges.25% of the indent value less local taxes & levels. CHAPTER . In the event of any overwriting on the cheque.1 The unit representative should carry the following documents while coming for collection of stores :● Crossed cheque/demand draft drawn in favour of ‘‘Canteen Stores Department Public Fund Account (Main)’’ towards the value of the stores as intimated by the concerned CSD Area Depot. In the case of liquor indents. a copy of the same should be carried by the representative for ready reference of the Depot. The unit seal as well as the name and rank of the officer signing the authority letter with his appointment should be affixed on the authority letter. then the representative should know the amount available in the credit of the URC in the bank so that a cheque for an amount over and above the balance available in the bank account is not tendered thereby avoiding the risk of having the cheque dishonoured. Ensure that cheque is signed by authorised signatory. Though the unit representative’s signatures are attested on the authority letter. The unit representative should invariably carry a proper authority letter issued by the Commanding Officer/Canteen Officer of the unit with his signature duly attested. In case a blank cheque is brought for payment. The unit representative should also bring the unit forwarding letter reference and date of despatch of demand in case the same had been sent by post. ● ● ● ● ● ● URC Manual – 2008 • 54 . Representative must know how to fill up the amount in figures and words correctly and accurately.7 COLLECTION OF STORES Actions to be Taken Before Reaching the Area Depot 7. the same should be authenticated by the authorised signatory by affixing his full signatures. necessary excise permit with enough validity period should be produced. it is necessary for him to carry his personal identity card for establishing the identity. Wherever a permanent authority letter has been issued in favour of a particular person for a particular period. After extension of indents by the respective stores groups. In case the unit representative brings alongwith him indent-cum-invoices for hydrogenated oil. but ● ● ● ● ● ● ● ● URC Manual – 2008 • 55 . He should also ensure collection of invoice copies. These indents will be sent eventually to the respective computer section stores groups for extension. resulting in non-issue of the item. The unit representative should properly assess the exact number of trucks required for transporting the consignment and arrange for transport accordingly. After ensuring that all the indent-cum-invoices have been priced. In such an eventuality. may not be available in the warehouse.Actions to be Taken on Reaching the Area Depot 7. debit/credit notes and release order. He should obtain proper Official Receipt duly signed by the Area/Additional/ Assistant Manager of the Depot for the remittance made by the URC. the unit representative should invariably obtain endorsement on the invoice not only from the concerned storekeeper with his signature. due to posting error. Unit representative should ensure that all the items charged for in the invoice are collected in full and nothing is left out. At times. the unit representative will carefully fill the correct final amount as ascertained from the Accounts Section in the blank cheque or handover the cheque prepared in advance. a particular item though extended in the invoice. the unit representative should approach the storekeepers of all those groups from where the stores are to be collected for delivery. he should obtain initials of Area/Additional/Assistant Manager of Area Depot and approach Invoice Section for obtaining a Control Number on each indent. tea. wrist watches. Improper assessment may lead to part collection only. these indents are priced by Invoice Section and passed on to the Accounts Section for posting in their ledger. the unit representative should ensure the following :● Check from the Accounts Section whether all indent-cum-invoices forwarded by his unit are priced and posted in the accounts ledger and are ready for collection. A release order is issued on the basis of the authority letter submitted by the unit representative. liquor etc. Once the transport is arranged. audios.2 On reaching the Depot. The person issuing the gate pass will record relevant particulars in his register as also on the gate pass. This gate pass will have to be surrendered to the security incharge/watchman on duty while moving out the trucks. The issue register. Blank indent books can be obtained from the Depot by making necessary payment towards the cost of the indent books. In case of any difficulty at any stage in the collection of stores the unit representative should approach the Assistant Manager or Area Manager to get the problem resolved. in respect of the items contained in the indent cum invoice against his signatures and full name. Price-Lists. The unit representatives are required to furnish a certificate confirming that no item has been issued to any of the staff members inside the Depot premises. It is advisable that a team of at least two to three persons are deputed for collection of stores. but also to ensure that consumer promotion offers are collected by him. the unit representative should obtain necessary endorsements and signatures of the storekeepers concerned on the reverse of the release order and approach the person dealing with preparation of gate pass. if and as applicable. A single unit representative may not be able to handle all the operations. The unit representative should make it a point to always visit the Receipt & Despatch Section of the Depot to collect Price-Revision circulars. Collection of stores at the Depot involves interaction with various sections in the office as well as warehouses. on the Depot copy of the indentcum-invoice in token of having received the same for issuance to ultimate consumers. After completion of loading of stores. ● ● ● ● ● ● URC Manual – 2008 • 56 . The security staff are authorised to check the trucks in case of any doubt/complaint. This is absolutely essential for obtaining Credit Note at a later date. gate pass register. should also be amended accordingly.also from the CSD Area Depot Manager with his signature and stamp confirming the non-issue. He will then obtain the signatures of Area/Assistant Manager and return the gate pass to the unit representative. The unit rep is required to acknowledge receipt of such consumer promotion/gift items. release order etc. Monthly Bulletins and any other publications that are issued from time to time. so as to not only verify that the stores are issued strictly as per the quantities mentioned in the indent-cum-invoice. ● The unit representative should carefully go through the indent cum-invoice vis-a-vis stores physically issued/loaded. 8. flactuation of demand by URCs in a particular depot etc. giving references of invoices. particularly so in the case of liquor where State Governments have extended certain concessions to the defence forces. they may write to the Regional Manager(RM) concerned or to CSD. These should be duly countersigned by the unit commander.2.8 LEAKAGE OF CANTEEN STORES.CHAPTER . production difficulties.3 Denial of items could take place due to non-receipt of stock by depot or temporary supply problems like price revision. transport strike. Mumbai.1. In this connection. which should be detailed to check consignments immediately on receipt by the URC. Such claims should be supported by proceedings of a Board of Officers.6 The same procedure.5 Discrepancies 8. one-to-one replacement. if any. as stated above. is given. URC Manual – 2008 • 57 . Stocks procured by the CSD are meant exclusively for sale to the defence forces personnel and the entitled civilian personnel paid out of the Defence Estimates. units should first write to the Depot concerned.4 8. If no satisfactory reply is received. Such board proceedings should be forwarded to the Depot within one month from the date of collection of stores. URCs should ensure to collect such follow-up DOs. Denials 8. attention is invited to Army Headquarters letter No 41390/Q/CAN/Q1 (A) dated 01 Sep 1962 reproduced at Appendix 8A. will be followed with regard to discrepancies in consignments arising out of shortages/breakages/wrong accounting from the factory packed/ repacked cases. In the event of demands being not met in full. 8. Units will take steps to prevent leakage of canteen stores to unauthorised persons as there are quite a number of items whose selling prices are far lesser than the prevailing market prices. Each case will be examined by the Depot/Head Office on its merit before compensation. Head Office. documents and other relevant details for speedy examination and remedial action. follow up DOs are extended by Depots for items denied if stocks are received in the same month. DENIALS AND DISCREPANCIES Leakage of Canteen Stores 8. AO 311/71 reproduced at Appendix 8B and QMG’s Branch letter No 96425/Q/DDGCS dated 26 Jul 95 addressed to all Command Headquarters at Appendix 8C to this chapter. To reduce denials. 4. have been duly adjusted. They will be placed on the Canteen Stores Department Depot concerned monthly. The existing instructions have been consolidated. Indenting of Canteen Stores 2. In respect of Unit-runCanteens. HQ Commands PREVENTION OF LEAKAGE OF CANTEEN STORES 1. but all such sales for the day may be recorded progressively in one or more cash memos depending on the number of such transactions for purposes of accounting sales tax and check by the inspecting officers. matches.Appendix 8A (Refers to Para 8. URC Manual – 2008 • 58 . Cash memos will be issued for all sales effected to entitled personnel and their signature obtained at the counter on the relevant cash memos issued. The Canteen Stores Department Depot responsible for making supplies will invariably forward a copy of the packing note to the OC Unit/Indenting authority in addition to a copy supplied to the Contractor in the case of a Contractor-run-Canteen. Indents for Canteen Stores and Liquor will be prepared separately and strictly in accordance with the strength of the units and the sale for issue wherever laid down. as far as possible. if any. unless demanded by the customers may not be issued. hair oil and the like. Individual cash memos for sales involving small quantities of stores like cigarettes.2) NO. 5. Instructions have been issued from time to time regarding preparation of indents. 41390/Q/CAN/Q1(A) ARMY HEADQUARTERS 1 SEP 62 To. accounting and sale of Canteen Stores by Contractors/Units Run Canteens. the copy of the packing note meant for the Officer-in-charge Canteen will be sent to the OC unit alongwith the relevant invoices. brought up to date and are contained in the succeeding paragraphs for strict compliance by all concerned. 3. Sale of Canteen Stores 6. Indents so prepared will be thoroughly scrutinised by the unit commanders and signed after exaggerated demands. A copy of the indents placed on the Canteen Stores Department will be kept by the units for record. bidies. soaps. Duplicate copies of cash memos issued will be retained for atleast one year for inspection by the OC Unit/Station or for a longer period as required by the local authorities for sales tax purposes. 12. The officer countersigning the liquor/beer indents will forward the demands to Sub Area/ Brigade Headquarters/Administrative Commandant concerned based on the number of entitled personnel actually serving with the unit and also of those dependent on the indenting canteen. Supply of Liquor/Beer 11. Stock Control 14. 15. All Services’ canteens will arrange for the stamping of the words ‘‘Canteen Services’’ on the labels of all goods before they are put on sale or sold in canteens. 10. the packing note received from the Canteen Stores Department Depots and the cash memos held by the canteen showing actual sales made to bonafide personnel during the month. 8. The details of strength of personnel will not. Stock ledgers will be properly maintained which will be kept uptodate. At the end of each month. Sub Area/Brigade Headquarters/Administrative Commandants will scrutinize the above reports with the strength figures in their possession and forward a certificate to the Canteen Stores Department Depot concerned to the effect that the demands placed by the Unit/Contractors in question have been verified and are correctly based on the strength of entitled personnel. URC Manual – 2008 • 59 . 9. Canteen Stores Department official Retail Price Lists will be displayed in a conspicuous place in all the canteens. Stock-taking of canteen stores will be carried out at least once a month by OC units or officers detailed by them and the physical balances reconciled with the stock ledger position having regard to the opening stocks. 13. however. be revealed on the indents. the stocks held will be taken into account for assessing the requirements for the following month and fresh indents will be placed accordingly. Any discrepancy noticed will be reported immediately by Sub-Area/Brigade Headquarters/ Administrative Commandant to the Canteen Stores Department Depot concerned for readjustment in the following month and necessary action taken against indentors indulging in over-demanding.7. Sales to unauthorised persons will NOT be permitted. (b) Letter No 41390/Q/CAN/Q1 (C) dated 8 Jul 52. 18. Air Headquarters Officer Commanding Army Headquarters Camp National Stadium. 53. NEW DELHI URC Manual – 2008 • 60 . The following letters addressed to Headquarters Commands on the subject are hereby cancelled :(a) Letter No 18503/Q/CAN dated 22 Feb. Sd/QUARTERMASTER GENERAL Copy to :Naval Headquarters. This may please be promulgated down to units. It is. therefore. 55 17. 49. (d) Letter No 41390/Q/CAN/Q1 (A) dated 10 Oct. Several State Governments have allowed concessional rates of excise duty on Indian Made Foreign Liquor and exemption from sales tax which obviously involve loss of revenue to them. (c) Letter No 18535/Q/CAN/Q1 (A) dated 12 Oct. of paramount importance that strict control over sales is maintained to avoid abuse/misuse of concessions.16. Formations should issue suitable instructions on the subject to units to avoid misuse of concession on excise duty granted for Defence Service personnel and see that liquor purchased by them through CSD does not find way to civilians. By such abuse of concessions granted by State Government. in however a small quantity. Numerous complaints are being received from various sources that liquor issued to units/ formations from Canteen Stores Department with labels marked ‘‘For Defence Services only – Canteen Services’’.2) AO311/71 : PURCHASE OF LIQUOR/BEER EX CSD-MISUSE THEREOF 1. is detrimental to their own interest and largely it would affect the Defence Forces as a whole. 2. The action of the units/formation in passing on liquor. 3. since the various State Governments allow concessional rate of excise duty for the liquor to be consumed by Defence Services personnel through CSD. instead of being consumed by the personnel for whom it is meant.Appendix 8B (Refers to Para 8. there is every likelihood of their withdrawing the concessions. URC Manual – 2008 • 61 . sometimes finds its way to civil market. (Sd/-) (SS Chohan) Brig DDG CS For Quartermaster General URC Manual – 2008 • 62 . As per reports. you are requested to issue suitable instructions to all concerned for instituting effective measures to ensure that CSD stores are not sold to unauthorised personnel in the civil market. There have been reports of stores being moved in DD vehicles in the guise of mobile canteens for disposal to agents in small towns/villages. CSD stores have been sold openly to the public at Fauji Melas. CSD stores are being sold to unauthorised persons with a view to increase regimental finances. What is of greater concern is the fact that these leakages seem to be in the knowledge of the unit commanders. combined with partial/full exemption of Sales Tax/Excise Duty by State Govts. In view of the above. There have been a spate of complaints recently regarding leakage of CSD stores into the civil market. On other occassions. 2. 4. We may eventually lose our hard earned privileges due to such undesirable and unethical practices. The Price Negotiation Committee of CSD makes determined efforts to get items at the cheapest rates possible through hard bargaining with the firms/suppliers. but also brings a bad name to the Services. All these efforts get diluted if the benefits are passed on to unauthorised persons. This benefit. This practice is not only detrimental to our interests. results in major advantage to the troops. 3.2) Tele : 3016208 Dy Dte Gen Canteen Services Quartermaster General’s Branch Army Headquarters DHQ PO New Delhi-110 001 26 Jul ’95 96 425/Q/DDGCS Southern Command Eastern Command Western Command Central Command Northern Command LEAKAGE OF CSD ITEMS INTO CIVIL MARKET 1.Appendix 8C (Refers to Para 8. serving and retd.10. Officers who retired prior to the above should have held the rank of Major and above for being eligible. NPA for Medical officers will be added in the Basic Pay.9 ENTITLEMENT AND PROCEDURE FOR PURCHASE OF ITEMS AGAINST-FIRM-DEMAND (AFD) CATEGORY-I Four-wheelers 9.CHAPTER . Appendix 9-A to this chapter be referres. Refer Appendix-9A-3. (f) All GREF personnel of officer grade. (h) All serving/retd.. Hony commissioned officers irrespective of pay are entitled to pruchase all AFD items including car. tax will be applicable as per policy of concerned state. Appendix 9A-1 refers. (a) All Defence personnel and equivalent officers of Civil Defence Estt. (g) SSC and EC officers who have put in five years of reckonable service before being released are authorized to purchase car through CSD. (c) All commissioned officers. (d) Widows of service officers who are authorized canteen facilities. basic pay of atleast Rs 3500/. However. 6.1 Eligibility.per month as per the V Pay Commission Report including Rank Pay are also eligible. serving and retired of Armed Forces who are authorized for canteen facilities. 96410/Q/DDGCS DT. URC Manual – 2008 • 63 .& above Appendix 9A refers.) drawing basic pay of Rs. 22nd Oct'03 (Appendix . and CSD drawing basic pay not below Rs 3500/. upto civilian officer Grade-III as per MOD notification no.per month as per the IV Pay Commission or Rs 10500/.9A-4) All the serving JCOs and equivalent having minimum service of 15 years are entitled to purchase a car as per appendix 9A-5.500/ . (b) All persons below officer rank (PBOR) (Serving/Retd. The retired officers/ex-Service officers who were drawing. SRO 329 dated 23rd Sept' 1950.per month as per the IV Pay Commission or Rs 10500/per month as per the V Pay Commission including Rank Pay. Appendix 9A-1 refers. at the time of retirement. (i) (j) Parents of deceased unmarried service officers and SSCofficers are NOT ENTITLED refer AHQ LETTER NO. Appendix 9A-1 refers. Appendix 9A-1 refers. In this connection. (e) Equivalent status civilian officers/officers of CSD who are authorized Canteen facilities. Appendix 9A-2 refers. permitting procurement ‘of AFD-I items’ from any depot of choice of CSD customers has been deliberated upon. New Delhi 10 Oct 2007 96029/Q/DDGCS Headquarters Southern Command Q (Ops) Eastern Command Q (Ops) Western Command Q (Ops) Central Command Q (Ops) South Western Command Q (Ops) Northern Command Q (Ops) ARTRAC Andaman & Nicobar Cornmand Q (Ops) Naval Headquarters (P & C) Air Headquarters (D/Accts) HQ DG NCC HQ Coast Guard (AD) HQDGBR DG Assam Rifles PROCUREMENT OF AFD-I ITEMS FROM ANY OF THE DEPOT 1. Presently as per chapter 9 para 9-1 (m) of Manual for Unit Run Canteen 2005. QMG has approved the proposal on trial basis for six months. URC Manual – 2008 • 64 . After considering the views of other service HQs. only Car is allowed to be procured from any of the depot. In the view of change of market dynamics and to provide better services to the CSD clientele. 2.Tele 23092347 Integrated HQ of MOD (Army) Dy Dte Gen Canteen Services Army HQs / QMG’s Branch L-I Block. after which it shall be revalidated. Kalkaji New Delhi – 110019 W.r. the form will be verified by the CSD Manager / Station HQ or local authority involved with canteen management. following preconditions shall be adhered to by all :a) AFD-I items include lucrative items where a considerable price difference exists between the CSD and the market. The Smart Chips Ltd have been advised to suggest necessary software upgradation (at no cost) to incorporate time based item recording to prevent misuse of AFD-I facility.t your letter No.3. (B K Pandey) Lt Col Jt Dir Canteen Services Copy to : 1) 2) CSD HO MUMBAI M/s Smart Chip Lts. these items will be allowed to be purchased on smart cards since AFD limit (excluding car) is catered for in the smart card. Restaurant Block Chandiwala Estate MA Anandmai Marg. d) For all other entitled category of pers. 2/MS-13120/560 dt 15 May 07 Progress of para 4 be intimated to this Dte by 10 Nov 07 URC Manual – 2008 • 65 . b) The purchase will be through valid forms processed through the CSD. 2nd Floor. 4. Accordingly. c) The form duly countersigned by the CO/OC of the unit will be verified by the CSD Manager concerned with an undertaking (on the form itself) that the individual is making a valid purchases as per authorisation. In keeping with the basic aim of preventing misuse of the facility. (a) Serving officers of the three Services and JCOs and their equivalents in the other two Services. Formats of Application URC Manual – 2008 • 66 .2 Eligibility. (c) All retired Service officers/JCOs/NCOs/OR and their equivalents in the other two Services. (d) Serving Defence Civilians of Defence Departments paid out of Defence Services Estimates. 9. (ii) If a son.4 (a) Entitled customers will fill the Application Form available with CSD Area Depots and submit the same to the CSD Area Depot alongwith a Bank Draft for the value (after obtaining the same from the concerned Area Depot Manager). of the deceased Service personnel if not survived by his wife. (e) Widows of Service personnel provided they have not remarried. Two-wheelers/Refrigerators/TVs/VCRs/VCPs/Washing Machines/Air-Conditioners/ Generators 9. 96412/Q/DDGCS dtd. 6. the applicant will have to give an undertaking that he/she will not sell the vehicle within the next two years. For JCOs eligibility on four wheeler refer Annexure 9A-5. he should be between 18 to 25 years of age and should not be in service or commercially employed and should possess a driving licence (for two-wheelers). (f) Eldest child. she should be unmarried and be in possession of driving licence (for two-wheelers). is also eligible for purchase provided the undermentioned conditions are fulfilled :(i) If a daughter. irrespective of category of customer.(k) Applicant must not have possessed a four-wheeler whose first registration fell within the last two years on the day of submission of the application. (b) Serving NCOs/OR and their equivalents in the other two Services. (l) Formation Headquarters/Institutions connected with welfare activities of troops are also eligible for purchase of cars from CSD. (n) Car can be purchased from any of the CSD Depots. Actions at Customer’s Level 9. Eligibility period for all AFD CAT-I items including car is 2 years..3 Eligibility Period. 09/06/2003). quoting of PAN/GIR No allotted by Income Tax authorities is mandatory at the time of purchase w e f 01 Nov 1998. In addition. (m) As per the Finance Bill of 1998-99. Please refer Appendix 9A-5 (AHQ Letter No. (f) For any clarification/information. (b) The Bank Draft should be drawn in favour of “CANTEEN STORES DEPARTMENT PUBLIC FUND ACCOUNT (MAIN)” payable at the location of the Area Depot.Forms for purchase of AFD Category-I items by entitled serving and retired personnel are given at Appendix 9-B and 9-C respectively. These forms may be obtained from local Income Tax Office from whom clarification. the application must be countersigned by Station Commander (at least Colonel or equivalent) or Dy Director of Zila Sainik Board located nearest to his place of residence. may also be sought. He will obtain this information from the suppliers/local dealers and keep himself apprised from time to time to avoid inconvenience to the customers.6 The customer should obtain the following documents from the depot :(a) (b) Local Supply (LS) order in original on the concerned dealer. has to file declaration in Form-61. (d) As per the requirement of Income Tax Department. customers are required to indicate their PAN/GIR No at the time of purchase of motor vehicles which require registration with the RTO. if any. In case of retired officers. customers may approach nearest CSD Area Depot. It is the responsibility of Area Manager CSD Depot to make a specific mention of consumer promotion/gift scheme. if any. (e) If the customer does not have PAN/GIR No and makes the payment in cash or other than by crossed cheque then he/she is required to file declaration in Form-60.5 It is the responsibility of the Area Manager of CSD Depot to obtain and provide information about the availability of the items. Documents to be Obtained from the Depot 9. (c) URC Manual – 2008 • 67 . Authority letter/release order with the specimen signatures of the customer or his authorised representative for obtaining delivery from the dealer. Indent for purchase of car is given at Appendix 9-D. Availability of Items 9. on all copies of LS order and authority letter/ release order so that the customer is not deprived of his legitimate right by the firm/the dealer. while making payment for the said purchases. Cheques will not be accepted. (c) The application form must be countersigned by the Commanding Officer of the Unit/ Formation. These requirements are mandatory w e f 01 Nov 98. A customer with agricultural income having no other income chargeable to income tax. 12 Sales tax is payable as per the notifications issued by the concerned State sales tax authority. (e) Collection of Documents by the Customer 9. 9. discharge certificate. Sale letter addressed to RTO for registration of vehicle. He/she should bring his/her identity card. driving licence and necessary affidavit with regard to marital status in case of widow. proper authority letter with the signature of the nominee duly attested by the officer and countersigned by the Unit Commander can be accepted for effecting deliveries at the discretion of the Depot. In the case of serving officers only. Important Points for Information of Customers 9. 25 Oct. To clarify further. URC Manual – 2008 • 68 . items in bulk from the authorised dealer through CSD area depot for issuing the same to entilled customers depending on respective URCs following the procedures laid down in circular No 5D/AFD items/3711 dtd.10 However. Similarly octroi will be payable as per the notification of the local municipal authorities/cantonment boards. in exceptional case. The customer has to ascertain whether the item is being handled by a Depot. wherever applicable. where an authority letter has been given in favour of a nominee by an officer.7 The customer should personally collect all the relevant documents from the Depot. once the transaction is completed and the bills are received from the supplier. from time to time. in case of non-availability of dealers for AFD Category-I items through CSD. 2000.13 URCs may procure AFD category 1. as all the items listed in the canteen range may not be handled by a particular depot due to various reasons such as sales tax problem. pension book/pension payment orders (if retired). URCs may approach CSD HO to arrange and approve appointment of dealers at the towns of major concentration of CSD clientele. 9. where the officer is unable to come in person due to valid reasons. in due course of time.(d) The necessary invoice is issued by the CSD Depot for the item purchased by the customer. 9.9 9. 9. non-availability of dealers etc.11 The price prevailing on the date of delivery will be payable by the customer. This is because the Depot effects payment to the dealer after due comparison of the signature of the customer as obtained at the Depot on the authority letter/release order with the signature as appearing on the challan of the dealer for having effected the delivery. Please refer to Appendix-9E. the collection can be done by the nominee only and not by the officer himself.8 The delivery of an item will be given to the same person who signs at the Depot and in whose favour the authority for collection has been given by the Depot. wherever applicable. The above is to ensure proper delivery by the dealer to the right person and correct payment to the dealer by the Depot. 10. MK Road. JGM . In view of the Fifth Pay Commission. (a) Defence Service Officers drawing basic pay of Rs.). URC Manual – 2008 • 69 .per month (including rank pay) and above.110001 29 June 1998 96410/Q/DDGCS Headquarters Southern Command Eastern Command Western Command Central Command Northern Command ARTRAC PURCHASE OF CAR THROUGH CSD 1. the following category of Defence personnel and equivalent officer of civil Defence Establishments and Canteen Stores Department are eligible to buy Car through CSD.500 & above are also entitled to purchase car through CSD.1 (a)) Tele : 3019563 Quartermaster General’s Branch Dy Dte Gen Centeen Services Army Headquraters DHQ PO New Delhi . Mumbai . prior to Fourth Pay Commission (as per the existing rules.500/. (d) All personnel below officer Rank (Servicing/Retired) drawing basic pay Rs. 10. (JP Dwivedi) CSO DD CS For Quartermaster General Copy to :Air HQ Naval HQ For information Canteen Stores Department ‘‘ADELPHI’’ 119. 3.II : For information please. (b) Officers who retired prior to the Fifth Pay Commission with a basic pay of Rs. 2.Appendix 9A (Refers to Para 9.400 020.500/. (c) Officers who retired in the rank of Major and above. Reference our letter of even number dated 17 July 1998.or more (including rank pay). (d) All GREF personnel of officer grade. This category does not include Honorary Commissioned officers. Of late. serving and retired. who are authorised canteen facilities. (a) All commissioned officers. The same may please be appropriately disseminated to all concerned. (b) Widows of service officers who are authorised canteen facilities. upto civilian officer grade III. as per Ministry of Defence Notification No SRO 329 dated 23 Sep' 1950.1 (c to f)) Tele : 3011347 Quartermaster General’s Branch Dy Dte Gen Centeen Services Army Headquraters New Delhi . serving and retired. they will have to pay sale tax as applicable in the concerned state. CSD Head Office only : Your are requested to instruct all CSD Depots accordingly. All AHQ Branch/Dte URC Manual – 2008 • 70 .Appendix 9A-1 (Refers to Para 9. This policy letter supersedes all instrucions issued on the subject. (Satish Kumar) Brig Dy Dir Gen Canteen Services Air HQ (Dte of Org) Naval HQ (Dte of Pers) Canteen Stores Department H O.110001 25th Sept 1998 96410/Q/DDGCS Headquarters Southern Command Eastern Command Western Command Central Command Northern Command ARTRAC ELIGIBILITY FOR PURCHASE OF CAR THROUGH CSD 1. of the Armed Forces. However. who are authorised canteen facilities. Mumbai. policy the following categories of personnel are eligible to avail this facility. 3. As per the exciting. 2. this office has been receiving a number of queries with regard to the eligibility for purchase of cars through CSD. (c) Equivalent status civilian officers/officers of CSD who are authorised canteen facilities. 96410/Q/DDGCS dated 22 Oct 2003 is hereby cancelled. This has the approval of competent authority. 2. Mumbai ELIGIBILITY FOR PURCHASE OF CAR THROUGH CSD 1. CSD Head Office only : All CSD depots be intimated accordingly. 3.1 (g)) Tele : 23092347 Quartermaster General’s Branch Dy Dte Gen Centeen Services Army Headquraters DHQ PO New Delhi .110001 13 Aug. Letter No. (RS Khatri) Lt Col Jt Dir CS Copv to : COAS Sectt QMG Br/Q1 (E) DGBR DGNCC For Informationplease URC Manual – 2008 • 71 . 2004 96410/Q/DDGCS Headquarters Southern Command (Q) Eastern Command (Q) Western Command (Q) Central Command (Q) Northern Command (Q) Andaman &Nicobar Command (Q) Air Headquarters (Dte of Pers) Naval Headquarters (Dte of Org) Coast Guard Headquarters CSD Head Office. 4.Appendix 9A-2 (Refers to Para 9. SSC and EC Officers who have put in five years of reckonable service before being released. are authorised to purchase car through CSD. All CSD Depot Managers (2 copies) 4. RAO) AGM (SECRETARY) Distribution: 1. Sd/(Ashok Kunzru) Brigadier Dy Dir. Mumbai All AHQ Branch/Dte 18 Feb. 2003 ENTITLEMENT OF CSD FACILITIES 1. 96410/Q/DDGCS dated 22 Oct 2001 and of even No. Gen. on the subject is reproduced hereunder for information and necessary action please. All DGMs/RMs 2. Our letter No. With immediate effect all serving/retd hony commissioned officers irrespective of their basic pay are entitled to purchase all AFD items including Car from CSD as entitled to serving/retd commissioned officers. MIN.110001 96410/Q/DDGCS Headquarters Southern Command Eastern Command Western Command Central Command Northern Command Army Training Command Andaman & Nicobar Command Coast Guard Headquarters Air Headquarters (Dte of Org) Naval headquarters (DPS) CSD HO.400 020 Ref. All AGMs 3.Appendix 9A-3 (Refers to Para 9.1 (h)) GOVT OF INIDA. 119 MK RD. This has the approval of competent authority. 96410/Q/DDGCS dated18th Feb. S.. Canteen Services 3. PA to GM/JGM-I/JGM-II Quartermaster General’s Branch Dy Dte Gen Centeen Services Army Headquraters New Delhi . 2003. dated 05th Dec. Managers /AAOs at HO 5. No. MUMBAI . URC Manual – 2008 • 72 . OF DEFENCE CANTEEN STORES DEPARTMENT ADELPHI. (V.:1/92/505 10 March 03 ENTITLEMENT OF CSD FACILITIES QMG's Branch letter No. 2001 may be treated as cancelled. CSD Head Office only You are requested to instruct all CSD Depots accordingly.e) a period of two years should have lapsed before purchase of same AFD category .I item can now be purchased by the entitled customer only once in a period of two years. including cars to 2 years.Appendix 9 A-5 Tele : 23092347 Quartermaster General’s Branch Dy Dte Gen. The competent authority has now decided to make the eligibility period for purchase of all AFD category-I items. Canteen Services Army Headquarters DHQ PO New Delhi . This policy letter supersedes all instructions issued on the subject. Chap 9 of "The Manual for URC .110001 09 June 2003 96412/Q/DDGCS Headquarters Southern Command Eastern Command Western Command Central Command Northern Command Army Training Command Andaman & Nicobar Command Air Headquarters (Dte of Org) Naval Headquarters (DPS) Coast Guard Headquarters CSD HO. Any AFD category . there is a wide variation in eligibility period for collection of various AFD-I category items between officers and PBOR both services and ex-servicemen. . 3. (i. irrespective of category of the customer. Mumbai All AHQ Branch/Dte ELIGIBILITY PERIOD FOR PURCHASE OF AFD CATEGORY-I ITEMS 1. As per the existing rules/policy. Therefore. AO 32/84 is being amended accordingly.1999" be suitably amended and disseminated to all command. Sd/(Ashok Kunzru) Brig DDGCS URC Manual – 2008 • 73 2. a need is felt to rationalise the eligibility period and also bring all ranks at par for the eligibility since requirement of all personnel is almost the same.I item. to the entitled category of persons. 4. 4. 96410/Q/DDGCS(P) dt. (Kulbir Singh) Lt. However.2/MS-13120/URC Manual/1488 dt. serving JCOs are auth to purchase cars up to 1000CC. All other terms and conditions will remain the same as per our letter No. The following to be ensured in addition to the existing instrs on the subject:(a) (b) 3. Please confirm receipt. 2006. 5/-) on non-judicial stamp paper with an undertaking that the vehicle is for personal use. Mumbai . 18 Sept. Date : 31 Oct. cc : All RMs/All DGMs (including Base) cc : 2/MS-URC Manual cc : PA to GM/JGM-I/II URC Manual – 2008 • 74 . Col. Vehicle to be registered on self/wife’s name and suitably covered in the affidavit. As per existing policy. 18 Sept. instruction contained in DDGCS letter No. Affidavit (Rs. 2. 2/MS-13120/URC Manual/2404 All Depot Managers/Manager (AFD) “ADELPHI” 119 Maharshi Karve Road. Now the JCOs have been permitted to buy car upto 1300CC. 2007 PURCHASE OF CAR BY JCOs AND EQUIVALENT 1. 2007 shall be strictly complied with.400 020.Acknowledge. Further to our letter No. 2006. 2/MS-13120/URC Manual/1488 dt. DGM (MS) cc : DDGCS . 12 Oct.Appendix 9 A-5 (i) Goverment of India Canteen Stores Department Telegram : CANSIND Telex : 011-82761/011-85503 CASD IN Telephones : 203 71 20 / 40 / 42 / 80 Ref. Only serving JCOs and equivalent of the three services having minimum of 15 years colour service are entitled to purchase a four wheeler upto 1000CC capacity. PROCEDURE AND CONDITIONS 4. Due to changed socio-economic conditions and large number of requests received from the environments. to ensure that the facility is not misused procedures and safeguards given in the succeeding paragraphs will be strictly adhered to. 96410/Q/DDGCS HQ Southern Command (Q) HQ Western Command (Q) HQ Central'Command (Q) HQ Northern Command (Q) HQ Eastern Command (Q) HQ South Western Command (Q) HQ ARTRAC (Q) HQ Andaman & Nicobar (Q) Intergrated Headquarters of MOD (Navy) Air HQs Coast Guard (HQs) CSD HO. 2006 PURCHASE OF CAR BY SERVING JCOs AND EQUIVALENT 1. Mumbai 8 Aug. GENERAL 2. it has been decided that purchase of four wheelers through CSD will be permitted to all the serving JCOs and equivalent with immediate effect. Eligibility. However. Reference this HQ letter No. New Delhi-110001 No. (a) JCOs/ equivalent can purchase the second Car after seven years of the initial purchase.Appendix 9 A-6 Tele 23092563 Integrated Headquarters of MOD (Army) QMG’s Branch Dy Dte Gen Canteen Services L-I Block. He is not allowed to sell the car before completion of two years from the date of purchase. ELIGIBILITY AND CONDITIONS FOR PURCHASES 3. URC Manual – 2008 • 75 . 96410/Q/DDGCS dated 23 Mar 06. 8. (d) The JCO will be allowed to purchase the car only after receipt of confirmation from CSD HO. Level. Arumy Raj) Brig. The policy will be revised after one year. 96410/Q/DDGCS dated 23 Mar 06 may please be cancelled. Misuse : In case an individual is found to have violated any of the above conditions. A consolidated quarterly report of all purchases will be forwarded by CSD Head Office to DDGCS. 5. DDG Canteen Services For Quartermaster General Copy to : Q1 / E . ACTION BY THE CSD 6. (ii) A certified from JCO / equivalent countersigned by the CO/OC troops that the individual has not purchased a car in the last seven years and that he will not sell the car before two year and that he is liable to pay the entire excise / sales tax concession in case of any violation. he will be liable to pay the full excise duty/ sales tax as applicable. 7.(b) Commanding officers / OC Troops will give a certificate that the JCO is eligible to purchase a car from CSD and that his financial position allows him to purchase a car (Appendix ‘B’) (c) JCOs/ equivalent will apply on the form enclosed at Appendix ‘A’ (which will be provided by CSD depot). This office letter No. (b) Cross check from CSD HO whether the JCO has already purchased a car from any other CSD depot. (c) Share the data with regard to purchase of car by JCOs with other depots. At the CSD depot level the following action will be taken on receipt of application from the JCO / equivalent (a) Verify the correctness of the details furnished by the JCO. that is. after obtaining feedback from the environment.For information of QMG please QMG’s Branch URC Manual – 2008 • 76 . purchase of second car before seven years or sale of car before two years from the date of purchase. CSD HO will be responsible for collecting the information of all purchases at the All India. (iii) A certified copy of the pay book where in the entry with regard to purchase of car by the JCO is made. (I. The following documents shall be submitted along with the application: (i) A certified copy of Driving licence issued by the civil authorities. Appendix ‘A’ APPLICATION FORM (CAR) FOR JCOS AND EQUIVALENT (SERVING ONLY) 1. Entry of purchase has been made in the Pay Book. 7. I am liable to pay the entire Excise / Sales Tax concessions in case of any violation of above. 3. as submitted. 2. It is certified that I have got the entry made in my Pay Book as per the rules. dated issued by (photocopy attached) (For JCOs and equivalent only). ) Basic Pay Rs. 6. as per existing instructions on the subject. Colour COUNTERSIGNATURE It is certified that the information / particulars / details given by the applicant are verified / scrutinised and found correct. It is certified that I have not purchased any 4 wheeler (Car) during last seven years. Name of Dealer (full address) It is certified that I am eligible to buy a car through CSD. 9. It is also certified that the Car applied is for my personal use and will not be sold/transfered to any person during the next two years. 8. Place Date Signature of the Applicant Model No. are correct and shall be adhered to. PAN / GIR No. I affirm that the above details. 5. (where applicable for JCOs) Driving licence No. Personal No. Coutnersigned Round Rubber Stamp Rank Name Signature of OC Unit / Station Commander Note : If PAN number is not available declaration in Form 60 should be furnished as per IT Rules URC Manual – 2008 • 77 . I also undertake not to sell the vehicle within 2 years from the date of purchase. Rank Name Date of promotion to JCO Rank Unit’s name (Identity Card No. 4. Appendix ‘B’ CERTIFICATE Certified that JC Rank Name is eligible to purchase a car and that his financial position allows him to purchase a car. Commanding Officer URC Manual – 2008 • 78 . Signature of the Indentor CERTIFICATE FROM THE UNIT/FORMATION Certified that (Give Name and Rank of the Indentor) is entitled to buy the above item through CSD in terms of Army Order No dated as amended from time to time. Public Fund Account (Main)”. 5. Payment will be accepted only through bank draft drawn on “Canteen Stores Department. Certified that the above machine is required for my/my family’s bonafide use and I undertake not to sell it within a period of two years from the date of purchase. Certified that I had not purchased the item being indented now from the Canteen Stores Department during the last two years. 3. 4. Please ensure to produce your identity card at the time of registration/collection. 6. Name of the Indentor (In Block Letters) Personal Number Rank (If Civilian give full designation) Station of Delivery Unit/Formation and Address Item demanded CERTIFICATE FROM THE INDENTOR 1. Signature of OC Unit/Formation with Rank & Name and Seal of Unit/Formation Notes : 1. URC Manual – 2008 • 79 . 3. 2.Appendix 9B INDENT FOR PURCHASE OF AFD CATEGORY–I ITEMS BY ENTITLED SERVING PERSONNEL 1. 2. Certified that I am married/bachelor. 2. I have not purchased the item from the CSD during the past two years. 4. if so a) b) c) d) e) 7. Name of the Indentor (In Block Letters) Personal Number Rank (Last held) (If Civilian give full designation) Station of Delivery Unit/Formation and Address (Last Employed) Whether the applicant is in receipt of pension or retention fee.Appendix 9C INDENT FOR PURCHASE OF AFD CATEGORY–I ITEMS BY ENTITLED RETIRED PERSONNEL Part – I 1. Date Name Rank I am entitled to avail canteen facilities from the service canteen in terms of AO. 3. 9. 4. 2. 5. I undertake not to sell it within a period of two years from the date of purchase. The item applied for is required for me and my family use. 6. Signature of Indentor URC Manual – 2008 • 80 . 3. Amount of Pension sanctioned Details of Pension Book Period for which Retention Fee sanctioned Amount Retention Fee sanctioned Authority under which Retention Fee sanctioned Present Address Permanent Address Details items applied for Part – II Certified that : 1. 8. 2. The certificate in Part-III should be got countersigned from the Officer Commanding of the unit where the applicant last served or the local Station Headquarters (Secretary / Dy Dir of Zila Sainik Board in case of retired personnel). Signature of the Certifying Authority with Name. URC Manual – 2008 • 81 .Part – III The particulars given of No. 2. Name Rank are correct. Payment Order Discharge Certificate at the time of booking/collection. Rank and Seal of the Unit/Station HQ Notes : 1. Please ensure to produce your Identity Card/Pension Book. 3. Payment will be accepted only through a bank draft drawn on “Canteen Stores Department Public Fund Account (Main)”. Payable at the place of the depot concerned. Colour ) Basic Pay Rs. The certificate should be got countersigned from the Officer Commanding of the unit where the applicant last served or the local Station Headquarters (Secretary/Dy Dir of Zila Sainik Board in case of retired personnel). Name of Dealer (Full Address) It is certified that I have not purchased any 4 Wheeler (CAR) during last 2 years. URC Manual – 2008 • 82 . Counter signed Round Rubber Stamp Rank Name Signature of OC Unit/Station Commander Notes : 1. Payment will be accepted only through a bank draft drawn on “Canteen Stores Department Public Fund Account Main” payable at the place of the depot concerned. 3. I also undertake not to sell the vehicle within 2 years from the date of purchase. as submitted. Model No. Units Name (Identity Card No. is not available. 2. Rank Name 3. 5.Appendix 9D APPLICATION FORM FOR CARS (FOR OFFICERS) 1. 4. 2. are correct and shall be adhered to. Pan/GIR No. Place Date 7. It is also certified that the car applied for is for my personal use and will not be sold/transferred to any person during the next two years. 4. P. No. 6. I affirm that the above details. Signature of the Applicant It is certified that the information/particulars/details given by the applicant are verified/ scrutinised and found correct. Please ensure to produce your Identity Card/Personnel Book Payment Order Discharge Certificate at the time of booking/collection. declaration in Form-60 should be furnished as per IT Rules. If PAN No. Tele : 23092347 Appendix 9-E (Refers to Para 9. proper authority letter with the signature of the nominee duly attested bythe bonafide customer and countersigned by the Unit Commander in case of serving service. Sd/(T Sambaiah) Lt Col Jt Dir CS URC Manual – 2008 • 83 .V. Car etc. 28 April 2003 96412/Q/DDGCS Southern Command Western Command Eastern Command Central Command Northern Command Army Training Command Andaman & Nicobar Command Air Headquarter (Dte of Org) Naval Headquarter (DPS) Coast Guard Headquarters All AHQ Branch / Dte PURCHASE OF AFD ITEMS THROUGH AUTHORISED REPRESENTATIVE As per the existing policy all AFD-I items i. Refrigerator. b) The delivery of an item will be given to the same person who signs at the Depot and in whose favour the authority for collection has been given by the Depot. All the necessary docu in respect of the bonafide customer required to be perused at the depot will be brought by the authorised representative to book the AFD item. To clarify further. The competent authority has now decided to extend the facility of collecting AFD items through a authorised representative to all entitled retd service personnel also. This is because the Depot effects payment to the dealer after due comparison of the signature of the customer as obtained at the Depot on the authority letter/release order with the signature as appearing on the challan of the dealer for having effected the delivery. Canteen Services Army Headquarters DHQ PO NEW DELHI . However. T. Personnel and Station HQ/Zila Sainik Board in case of retired service personnel can be accepted for effecting deliveries at the discretion of the Depot. where an authority letter has been given in favour of a nominee by an bonafide customer.110 001. In case. the serving officer is not able to collect personally due to operational or other reasons.e. himself. the collection can be done by the nominee only and not by the bonafide customer.7) Quartermaster General’s Branch Dy Dte Gen. Scooter. Procedure for collection of AFD items through authorised representative is as enunciated below : a) Where the bonafide customer is unable to collect in person due to valid reasons. the delivery is given to his nominee based on a certificate signed by the Commanding officer/Formation HQ. are required to be collected by the demanding bonafide customer. this facility is not extended to the retd service personnel till now.. The above is to ensure proper delivery by the dealer to the right person and correct payment to the dealer by the Depot. study the provisions in this regard and pay such taxes. Also. Terminal Tax and Cantonment Tax and pay the taxes wherever applicable. It has not been possible to obtain general exemption for the URCs from the payment of the above taxes.4 State Governments and local bodies are empowered to levy taxes on professions. Declaration on Form C is authorised to be issued by registered dealers making purchases in course of inter-state trade or commerce. This is especially true of exemptions applicable to ex servicemen and civilians working in various defence organisations.CHAPTER . URCs should acquaint themselves with the Sales Tax Act and rules made thereunder by the respective States. Octroi 10. State Governments periodically change their policy on exemption of sales tax to the Defence Forces. 10. It should be ensured that correct rates of octroi are paid after ascertaining the same from the local authorities. They must ascertain whether they fall within the purview of the word Dealer under the relevant State Sales Tax Laws. in States where sales tax is charged at concessional rates on sales made to government departments. if levied by the State Government/Local Bodies. therefore. The CST Act and the rules made thereunder by the Central Government should also. the transaction will fall under the purview of Central Sales Tax (CST) and it will be necessary for such a URC to register itself under the CST Act and issue Declaration Form C to the Depot from which the goods are obtained. therefore. Quite a few State Governments have exempted sales of CSD goods from the payment of sales tax. URC Manual – 2008 • 84 . are to be recovered from the customers. octroi. URCs are NOT entitled to these concessional rates as they are not government departments. they must get themselves duly registered and should maintain necessary books of accounts as prescribed and file sales tax returns. callings and employments. Professional Tax 10. If a URC located in one State obtains its canteen requirements from a CSD Depot located in another State. trades.1 Levy of Sales Tax is a State subject. wherever applicable. Sales Tax returns should be filed and assessment got completed. If so.3 URCs should study local laws regarding Octroi. be carefully studied. Under no circumstances.10 TAXES Sales Tax 10. Under the existing orders. URCs should. terminal tax etc.2 Declaration on Form D is authorised to be issued by the Government departments for purchases made for only such items as are required for the official use by them. hence each State has its own sales tax laws. The recoveries can then be made from the customers accordingly. URCs should purchase stores directly from the suppliers and issue declaration on Form D. Periodical visits should be made to the local sales tax authorities for ascertaining the latest position. It must be clearly understood that use of Form D for purchase of items for private/personal use/resale is prohibited under the law. 50 (invoice price). 107 whereas VAT @ 12. 13. when CSD purchases goods of Rs. in principle. While selling these goods to URC profit margin of 7% is loaded on Rs. For instance.5% will be Rs.37. It is charged as a percentage of price.5 Value Added Tax (VAT) is a general consumption tax assessed on the value added to goods and services. This mechanism ensures that the tax is neutral regardless of how many transactions are involved.50 to the vendor. 112.37 (i. Applicability in CSD 10. CSD charges a profit of Rs. The vendors claim an offset of the amount of VAT already paid by them. URC Manual – 2008 • 85 . 100 from a manufacturer and VAT of Rs. the invoice price for URC will be Rs. 0.50 will be claimed as offset. 100 (purchase price) only and not on Rs.8 As CSD buys items directly from manufactureres.e. 7 and the same is considered as value addition done by CSD. as this had already been paid to the vendor and balance Rs.9 VAT in its common form is thus a sales tax levied according to value added.e.37 collected by CSD Rs.37). by charging VAT on the value addition done by them. Method for Collection 10. 12. In the invoice to URC.7 It is collected fractionally.6 It is not a charge on companies. It is a consumption tax because it is borne ultimately by the final consumer.Value Added Tax 10. 10. Thus. Ultimately VAT is borne by the final consumer. via a system of deductions whereby taxable persons can deduct from their VAT liability the amount of tax they have paid to other taxable persons on purchases for their business activities. 120. 13. The same procedure is followed by the URCs. CSD pays a total of Rs. 12. It is a general tax that applies. the selling price of the item will be Rs.87 (i. which means that the actual tax burden is visible at each stage in the production and distribution chain. 7) will be deposited with the government. VAT also has the provision of a set-off for the tax paid at earlier stages in the chain.5% on value addition of Rs. Only the value addition done at CSD is subject to tax. to all commercial activities involving the production and distribution of goods and the provision of services. 107+13. 112. Rs. 10.50 is charged in the bill. Thereby. VAT is paid along with purchase price. For better understanding the method for calculation of VAT is enclosed as Appendix. i.e. 12. increasing the revenue to the government without resulting any extra burden to the consumer. Out of the VAT of Rs. Introduction of VAT has resulted in avoidance of tax evasion and removed cascading effect of taxes. 50 0.3 (b)) Amount Rs.00 6. 1.37 120.00 7.5% of 3(e)) (g) Selling price inclusive of VAT to customers (3(e) + 3 (f)) (h) Offset claim by URC (same as 3 (b)) (i) Net VAT payable to the Govt.17 127.37 107.50 100. (3 (f) .42 113.3(b)) (d) Profit @ 6% at URC on purchase price (6% of 3 (c)) (e) Selling price of item including profit at URC (f) VAT on selling price at URC (12.42 14.00 12.5% of 2(e)) (g) Selling price inclusive of VAT to URC (2(e) + 2(f)) (h) Offset claim by CSD (same as 2 (b)) (j) Net VAT payable to the Govt.37 12. 100. Item MANUFACTURER (a) Selling price of item including profit of manufacturer (b) VAT on selling price @ 12.00 107.50 12.50 112. No.5% (c) Selling price inclusive of Vat to CST depot (1 (a) + 1 (b)) CSD DEPOT (a) Invoice price at CSD depot (b) VAT reflected in invoice (c) Purchase price of item (2 (a) . URC Manual – 2008 • 86 .2 (b)) UNIT RUN CANTEENS (a) Invoice price at URC (b) VAT reflected in invoice (c) Purchase price of item (3(a) . 3.80 2.50 112.2(b)) (d) Profit @ 7% at CSD depot on purchase price (7% of 2(c)) (e) Selling price of item including profit at CSD depot (f) VAT on selling price at CSD depot (12.Appendix METHOD FOR CALCULATION OF VAT SL.87 120.00 13.59 13.37 13.37 0. (2 (f) . Pondicherry. Dadra & Nagar Haveli Stores *Liquor Exempted AFD Exempted Exempted 4% & 12.5% 1% & 12.5% 1% 12. 1% & 4% 4% Exempted 1% 1% 4% & 12.5% Exempted 20% on all liquor products Exempted Exempted Exempted 20% on all liquor products Exempted 20% on all liquor products 70% on all liquor products Beer/Wine – 60% IMFL – 55% 20% 4% on all liquor products Rum – Exempted IMFL/Beer – 24% 4% 4% on all liquor products 4% Not Exempted 1% 1% 20% on all liquor products Not Exempted *(for liquor different tax rates are applicable in different states) 12.5% 4% 4% 1% 12.5% 12. Mizoram.5% 3% & 1% 12. 4% & 12. 1% & 12. Jharkhand.5% 4 & 12. Tripura.5% 12.5% 12.5% 2%. Manipur.5% Exempted 4 & 12. Daman. 6.VAT STATUS States Gujarat.5% 12. Bihar. URC Manual – 2008 • 87 . Bengal Madhya Pradesh Rajasthan Karnataka Uttaranchal Delhi Maharashtra Andhra Pradesh Kerala Goa Haryana Assam Himachal Pradesh Punjab Chandigarh Orissa Sikkim Nagaland J&K Arunachal.5% 6.5% Exempted 1%.5% 12.25% 12. Meghalaya.5% 3% 0 & 12.5% VAT percentages are subject to change as per notifications received from State Govt.5% 4% 12. Lakshwadeep Uttar Pradesh W. Andaman.5% 0%.5% 12.25% & 10% 4% 4% 4% 4% 0%. Tamil Nadu. Circular No. (b) Any item with more than 12 months of shelf-life can be issued upto 6 months of residual shelf-life URC Manual – 2008 • 88 . 2006 with regard to issue of items having sufficient shelf-life at the time of issue to the URCs. 3. Few Stationery items which have adequate sale potential are likely to be enlisted in future. is not allowed.2 : INTRODUCTION OF COMPUTERS. 2/MS-13273/2003 dated 15 Nov. In order to provide functional equivalents to the clientele. The above is amplified further as follows :(a) Any item with a shelf-life of 12 months and below shall not be issued to URCs without a residual shelf-life of minimum 50% of shelf-life. 3: LOW SHELF-LIFE ITEMS 4. Items having shelf-life ranging from varied shelf-life period are to be issued in the following manner :Total Shelf-life period of the item Upto 12 months Beyond 12 months Minimum residual shelf-life for issue of URCs 50% 30% or 6 months residual shelf-life whichever is lesser 2. All Depot Managers have been sensitised vide HO Circular No. 2/MS-13105/CFM-XIII/2897 dated 15 Dec. Endeavour will be made to persuade mobile phone manufacturers to enlist their products in CSD. QUESTION NO. the Depot Managers are authorised to issue substitute items of functional utility but with the consent of the URCs.1 : ISSUE OF SUBSTITUTE/FORCE ISSUE OF ITEMS 1. Such new products can be returned by the URCs if not sold within 60 days issue. QUESTION NO. Substitute/force of items without the specific consent of the URCs except in the case of newly introduced items. mfr of mobile phones and computers are reluctant to offer their products.Frequently Asked Question (FAQ) During Quarterly URC Meeting QUESTION NO. Due to rapid up gradation of the models and frequent crash in prices. as hither-to-fore. 2005 enjoins the RMs to sensitise the Depot Managers under their command to desist from adding/substituting the items in the indent of the URCs to obviate complaints from URCs. Newly introduced items are also issued to URCs against a credit for 60 days without demand. STATIONERY AND MOBILE PHONES ETC. SCOTCH WHISKY AND BREEZERS 9. QUESTIONS NO. SOP of 2001 has provided for replacement of the damaged / defective product within warranty period ex CSD depot stock. In case not attended. (Page 52) QUESTION NO. CSD depot will follow-up with the firm till resolving of the complaint. necessary action to take back the item by affording credit note to the URC will be initiated. Kolkata e) Southern Command : CSD Depot. FAX. 2005 to sensitize the Depot. as the Department is committed to provide after sales service to the URCs Items out of warranty period will be attended to by the local dealer of the firm. CSD depots will take up with the manufacturers by email. B D Bari b) South Western Command : CSD Depot. 2006 wherein the following Depots have been identified as nodal depots for stocking of all brands of wines and champagne listed in the CSD inventory range to cater to the requirement of URCs of the respective commands/formations/units:a) Northern Command : CSD Depot. All RMs have been requested vide Circular No. may be increased to avoid loss to URCs in co-ordination with the depots. Jalandhar & Delhi d) Eastern Command : CSD Depot. Refer to CSD HO circular NO/ 6/F&A/Co-Ord/MCN/3614 dt. 5/GP-V/Consumer Forum/3969 dated 01 Sep. Frequency of collection of such shelf life items. 5 : AFTER SALES SERVICE 7.4 : REIMBURSEMENT OF TRANSPORTATION CHARGES 6. 2/Ms-13133/Vol-III/2201 dated 16 Nov. Champagne. 13 April 2007. URCs are to plan their indents in a realistic manner to avoid such a situation.6 : BREAKAGE/REPLACEMENT OF ITEMS 8. In order to meet the requirement of Wine. Replacement of defective/damaged/broken items as and when received from URCs alongwith Board Proceedings will be attended to by depots. Ambala. telegram. In case of difficulty. Bangalore & Kirkee f) Central Command : CSD Depots. At times due to slow movement of the item at the URC level the shelf-life expires before the item is sold to the end consumer which results into loss of URCs limited resources. QUESTION NO. If the item is not available at the Depot during that period. CHAMPAGNE. Managers to take appropriate and prompt action in responding to the URC complaint related to replacement of damaged/defective/broken items to avoid raising of such issues at the higher forums viz Consumer Forum Meets. 7 : NON-AVAILABILITY OF WINE. Scotch Whisky & Breezers necessary guidelines have been issued to all Depot Managers vide our Circular No.5. Lucknow & Dehradun URC Manual – 2008 • 89 . 2/Ms-13125/1822 dated 22 May 2001 & Circular No. In case of defective items which is within warranty period will be replaced ex stock debiting the value of the product to the firm. All concerned in the supply chain are to ensure that FIFO system is followed meticulously to avoid denials. after due verification. QUESTION NO. Jaipur c) Western Command : CSD Depots. loss of sales and consumer dissatisfaction. The local dealer of the firm will be advised to attend to the complaint where the warranty has expired. This should be countersigned by the Unit Commander. Any addition to the dealer network based on the feedback of the clientele will be appointed in specific location in consultation with the firm. 8 : NON-AVAILABILITY OF AFD DEALERS 11. Due to non-availability of certain items at the time of extension of URC indents a remark is endorsed in the indent/invoice “temporarily not available” (TNA). QUESTION NO. However. QUESTION NO. QUESTION NO. outer packing including shrinkwrap. Depots ensure that the URCs collect such follow up Dos.10. each case will be examined on its merits and compensation afforded. the Depot take up the matter concerned companies/dealers to avoid recurrence of such complaints in future. the manufacturers change the dealers from time to time and also expand their dealer network. URCs may give alternate functional equivalents required by them. detailed to check the consignment immediately on its receipt by the URCs. The manufacturers appoint dealers for servicing the CSD clientele in all the locations in India. to withstand the transit hazards. in case popular items are not available at the depots at the time of execution of the demands. A major reason for the TNA is erratic demand pattern of many URCs resulting in excess/short stocking at the depots. The dealers are generally those who are appointed for the civil trade also.9 : DEFICIENCY OF ITEMS IN SEALED CASES 12. should be supported by Board Proceedings.11 : TNA ITEMS (TEMPORARILY NOT AVAILABLE) 14. All Depot Managers were requested to go through the Circular and take necessary action to procure and position the stock to cater to the URCs of respective commands/formations/ units. QUESTION NO. Regional Managers of CSD on the recommendation of the local Area Manager of CSD are empowered to approve such new dealers. while offering their products for enlistment. Simultaneously.10 : SUBSTANDARD PACKING 13. This needs to be avoided by the units to reduce TNA to the minimum. Any complaint with regard to deficiency of items/wrong accounting from the factory packed/ pre-packed cases. Efforts are made at all levels at CSD HO. Depots and RMs to ensure that those products temporarily not available are procured in co-ordination with firms to ensure continuity of supplies. Hence extensive dealer network for CSD clientele are available. Depots are also issuing bulletins informing products not likely to be available due to various reasons which is also highlighted by them during URC meeting and liaison visit to the units. URC Manual – 2008 • 90 . On receipt of such Board Proceedings forwarded within one month from the date of collection of stores. Any suggestion/complaint from the units are evaluated at CSD HO and corrective action initiated in consultation with the firms. The improved packing is approved by CSD and the supplies are monitored at the depots. Firms are constantly pursued to improve the inner. CSD products undergo periodical testing and in case of complaints testing of the product is undertaken. based on the feedback of the customers. so that at the time of collection if the item is available the depot can issue a follow-up Do for the TNA items to avoid denial as well as derive consumer satisfaction. To avoid blockage of funds in inventory excess stock cannot be positioned at the depots.QUESTION NO. depot/HO must be informed accordingly. 12 : RAISING OF DEBIT AND CREDIT NOTES BY DEPOTS 15. 15 : COSMETICS . Units have been advised vide para 9 of the price list that errors in invoices should be brought to the notice of the depot for issuing debit and credit notes. issued without the consent of the units is to be reported to CSD HO with full details. The depots issue debit and credit notes after reconciliation of accounts. depots receive stocks before the onset of the season. 17. Any product. QUESTION NO. 16 : RETURN OF UNSOLD STOCKS 19. Units have been advised vide para 5 of the price list to exercise care while projecting their demand to the CSD depots so as to avoid unsold stocks. Generally. have to be paid by CSD hence recovered from the units. The QD therefore covers such eventualities. The unsold stocks cannot be taken back from the units being an audit requirement since it upsets the inventory planning.NON AVAILABILITY OF SHADES & COLOURS OF LIPSTICKS AND NAILPOLISHES 18. QUESTION NO. Units should project their demands before the onset of the season. The CSD depots can plan for further stocks so as to avoid non availability. QUESTION NO. which needs to highlighted. bring to CSD notice. The Govt. levy which generally is with retrospective effect. In addition there are CPS exclusively for CSD clientele. hence units are to plan and lift their requirements in advance from the depots. It is mandatory for suppliers to extend gift scheme to CSD. 13 : NON AVAILABILITY / SHORT SUPPLY OF SEASONAL ITEMS 16. are not to issue any item without the consent of the units including functional substitutes (except newly introduced items). CPS appear late in URC because of the system of FIFO and shelflife of an item. URC Manual – 2008 • 91 . Though CSD has vide range of cosmetics the range of Colours specifically in lipsticks and nail polishes available in the CSD are very limited and not suiting the demeanour of the Indian clientele (ladies) QUESTION NO. In case if any default. CSD depots. CSD will take suitable action.: 14 : DELAY IN OFFERING OF GIFT SCHEME/DISCOUNT IN CSD WHEN INTRODUCED IN CIVIL. In case any consumer in denied the CPS. for analysis and issuing further instructions to the depot. Newly introduced items are given to the units on 60 days credit which can be returned to the depot if not sold within 60 days. (c) On identification of above factors the sale of index no. The MRP printed on the product will be higher till the discounts are passed on to the clientele by the units while selling the items from their counters. (d) On findings of the above. As of now 350 indices are balance for barcoding. Following aspects need be kept in view in case. The discounts bargained by the CSD with the firms are thus high. QUESTION NO. 19 : FOLLOW UP DEMANDS 23. wholesale price and retail price. CSD price generally are lower than the MRP. supplier is penalized and he is called of reduction of his prices in CSD. 22. (a) On occasions firms in their anxiety to inform the clientele about the competitive pricing of CSD. 18 : CSD RATE MORE THAN MRP 21. suppliers MRP registered with CSD. following steps are taken : (a) Item is identified with the index no. on receipt of the complaint. 17 : BAR-CODING 20. Due to concerted effort by CSD 2213 indices have been registered with Barcode organization. However. QUESTION NO. (item) is suspended and show cause notice is issued to supplier and surprise Market Survey is conducted. while the firm had reduced the MRP of the product subsequently on new stocks. CSD depots therefore will follow up the previous demands of the units unless specifically intimated by the units. being the largest buyer. URCs are requested to identify items with ineffective Barcode so that necessary action can be taken. (c) The stocks held by the units are of old vintage. the CSD price is reported to be higher than MRP. URC Manual – 2008 • 92 . Units have been advised vide para 5 of the price list about issue of items at the canteens. (b) On occasions where the firm offers special price off schemes on their products. (b) The CSD rate is checked with pricing circulars. The samples are kept in custody for investigation. However. Therefore.QUESTION NO. CSD negotiates the price with the manufacturers eliminating the margins of the distributors and lowest rate anywhere in the country. Units are to be careful while preparing indents and also follow FIFO system of sale at their counters to avoid incident of CSD price higher than MRP printed on the packs. such discounts are passed on to the units by the depot in their invoice. prints the CSD price as the MRP resulting in the misconception. URC Manual – 2008 • 93 . QMG’s Branch letter No 47412/Q/Can dated 30 July 75 addressed to Headquarters Commands with copies to Naval Headquarters.5 Direct purchases by the units and the use of Sales Tax exemption Forms C and D towards such purchases are likely to lead to the following :(a) Various States have exempted the purchase tax as well as sales tax on purchases made and sale of such goods by the CSD to the Armed Forces personnel. Air Headquarters and Dte Gen NCC is reproduced below for information of all concerned.4 In accordance with AO 355/71. Direct purchases made by the unit canteens are not exempted from the purchase tax. QMG’s Branch letter No 96046/Q/DDGCS dt 22 Jan 98. If a dealer feels that he can supply the goods directly to a unit canteen. (b) Direct purchases adversely affect the bargaining power of the CSD.11 IMPORTANT POINTS OF GENERAL NATURE Stocking of Unauthorised Goods in Canteens 11. Stocking of goods which are of a description similar to those items which feature in CSD Price-List is also not permissible even in the regimental shops. 11. any goods other than those obtained from the CSD or through its direct suppliers authorised by CSD to deliver the goods directly. These instructions have been reiterated vide Army Headquarters. are to be stocked in the Unit-Run-Canteens’’. where specifically granted by State Governments is admissible only when items are purchased through CSD. it has been laid down that ‘‘Under no circumstances. Any violation of this rule amounts to violation of the State laws. “There have been reports received at this Headquarters that unit-run-canteens are often resorting to local purchase of their requirements from the civil market. 11. the use of Forms C and D for purchases made from sources other than CSD is an offence under the law. he will obviously not agree to give maximum concessions to the CSD.CHAPTER .2 Army Headquarters. This results in CSD not getting the maximum benefit and thus resulting in higher prices. placed at Appendix 11A(i) to this chapter.3 Vide Para 2(f) of Army Order No 584/73 (Reproduced as Appendix A to Chapter 3). the URCs are forbidden from purchasing from sources other than CSD. unless the items are purchased for bonafide official use and not for resale.’’ 11. It has been further reported that sales tax exemption certificates in Form D are also being issued towards such purchases. This is irregular. The concession of exemption of Sales Tax. goods directly procured are liable to the levy of sales tax even when sold to the members of the Armed Forces. any article or liquor except those required in preparation of meals and fresh vegetables/fruits. Moreover. In accordance with AO 427/71. there is a possibility of the suppliers taking undue advantage in supplying sub-standard goods at higher prices. non-extension of consumer promotion schemes. However.7 A ‘Consumer Service Cell’ is functioning at CSD. URC Manual – 2008 • 94 . This automatically reduces the Quantitative Discount which is allowed to the unit canteens in proportion to the purchases made by them during the financial year. Issue of items Inside the CSD Depots by URCs 11. (f) The local suppliers sometimes offer incentives to the canteen staff for the sale of their goods which is not desirable. ‘Adelphi’. (e) Units do not have the requisite expertise and. HO Mumbai since 1988. CSD. therefore. It deals with all the complaints received with regard to rates. The complaints may be addressed to DGM(MS). Rank and Name of the Unit representative Name of the Unit Gate Pass No Date Initials of Area/Addl Manager/Asst Manager Consumer Service Cell 11. (d) Direct purchase by the units reduces their own purchases from the CSD. To discourage such a practice. 119. instructions have been issued to all Depots that no staff member will take any item from the URCs coming for collection inside the Depot premises. a certificate is required to be furnished by them as per specimen given below :CERTIFICATE This is to certify that no item from the stores collected by us has been given to any of the CSD staff. and ultimately to a wider cross-section of clientele.(c) Direct purchase of items causes loss to the CSD. To ensure that the representatives of the URCs do not violate the above instructions. It also creates administrative and security problems for the Depot. MK Road.400 020. Mumbai . without any gain to the unit canteen. it has been observed that some of the URCs tend to pamper CSD staff by giving them items out of the stores collected by them for obtaining petty favours or to gain mutual benefit. after-sales-service and the quality of goods supplied by the CSD. Such losses also result in lesser profits which are given back to formations/units in the form of Profit Appropriation.6 The CSD Area Depots strive to render proper and impartial service to the unit-run-canteens. URCs and individual entitled consumers are advised to get in touch with the Cell in case no satisfactory reply is received from the Depot Managers/ Regional Managers with regard to their complaints. Signature Number. It is an unhealthy practice. distribution/issuance of shot gun cartridges by the Canteen Stores Department to the of URCs is summarised below :(a) The system of procurement and distribution of cartridges is governed by BOCCS policy Circular No A/43339/XI/Q/Can dated 08 May 1981 reproduced at Appendix 11B to this chapter. ex GMs of CSD. With a view to utilise such feedback. URC Manual – 2008 • 95 .8 Views and suggestions of customers are of prime importance to the CSD. (b) Services/Command Headquarters will forward their consolidated demand in respect of all formations. The total annual demanded quantity should not exceed the total authorisation of cartridges specified on the licences of registered weapons held by the Services personnel and dependent exservicemen attached to unit canteens under their command. (a) Field Marshals and Services Chiefs : on as required basis. being imported. The Depot will take necessary action on the suggestions so received/recorded.Suggestion and Feedback 11. the import has been stopped since 198485. Distribution of ammunition shall be regulated through canteens holding valid dealer’s licence. (ii) One bottle of imported Brandy/liquor/champagne each per month. In case any URC or customer visiting the Depot has any suggestion on any aspect of the CSD services. units and Category A Establishments under their command. plus Command/formation reserves not exceeding 15% thereof. Issue of Shot Gun Cartridges 11. the import has been stopped since 1984-85.11 Information with regard to procurement. three Services Chiefs (retired and serving) and GM and ex GMs of CSD. (b) Retired Services Chiefs : (i) One bottle of scotch whisky per month. therefore.10 Due to non-availability of Free Foreign Exchange. However. Imported Liquor 11. No liquor is. therefore.9 Due to non-availability of Free Foreign Exchange. the same may be dropped in the suggestion box or recorded in the suggestion book available with the Depot Manager/Assistant Manager. the existing stocks available with the Department are being issued to the entitled persons till stocks last as per the scales given below to the retired Field Marshals. No sports goods are. being imported. Imported Sports Goods 11. a suggestion box as well as a suggestion book are available in each Depot. (c) For General Manager and : One bottle scotch whisky per two months. (c) Demands will be projected to CSD, ‘Adelphi’, 119, M. K. Road, Mumbai-20, under intimation to DDGCS, QMG’s Branch, Army Headquarters, New Delhi-110011, by 30 Jun every year. (d) The CSD Head office will place orders on the Ammunition Factory, Kirkee accordingly. On receipt of consignment from the factory, the cartridges will be allotted in bulk to Naval HQ, Air HQ and HQ Commands of the Army for sub-allocation/distribution to the indenting units, formations and Category A Establishments, based on the demands placed by them. In case the Ammunition Factory supplies only a percentage of the total demand projected by the CSD, the allocations to all concerned will be regulated proportionately. (e) The formations, units and Category A Establishments to whom the sub-allocations of these cartridges are made, will be advised to lift the stocks within one month after these have been positioned at the concerned CSD Depots. (f) For exercising effective control on distribution, it is suggested that in small stations, only one unit or formation HQ canteen be nominated for dealing in ammunition for the entire station personnel. In bigger stations, a couple of canteens nominated by the respective controlling formation HQ should be able to cater to the requirement of personnel of the station. Such nominated and authorised canteens should be advised to obtain proper licence to deal in ammunition, if they are already not in possession of such a licence. Personnel of units not holding Arms Dealer’s Licence for dealing in ammunition, should be attached to nearest central canteen holding such a licence. These canteens should keep a record of licence particulars in respect of all Service/exservice personnel attached/dependent on them. (g) Issue of 12 bore shotgun cartridges is authorised to the Defence personnel holding valid arms licence. Authorised individuals can purchase cartridges on production of valid licence to URC/formation HQ canteen. They will be issued only the quantity for which they are authorised as per the endorsement on the arms licence. Supply of Rum/IMFL 11.12 There are three categories of liquor in CSD. These are as follows :(a) Contract Rum. The procurent of contract rum has been discontinued. (b) Matured Rum. Matured rum is a better quality rum which is matured for a period ranging between one to seven years. Some of the known brands in CSD inventory are Old Monk, Contessa, Old Adventure, Black Bull, Lord Nelson, Black Cat, Old Port, Caribay Deluxe etc. White rum is also a matured rum. (c) IMFL. Whisky, Brandy, Beer, Gin, Vodka etc come under the category of IMFL. URC Manual – 2008 • 96 11.13 Orders for liquors are placed for various brands listed with the Department based on the following criteria :(a) Demands generated by virtue of off-take of an item. (b) The items positioned at Depots should ordinarily be adequate to meet the demand of URCs for a period of 60 to 90 days. (c) Popularity of an item and brand. (d) Minimum combined order on a distillery for an Area Depot is at least 550 to 600 cases as that is the minimum quantity carried by one truck. 11.14 URCs must project their demand for their preferred brands to enable the CSD to place the orders correctly. There may be difficulty initially to position stocks as per units’ choices. However, if the item gets continuously demanded, suitable orders will be placed for the required and demanded products. Commemorative Liquor for Reunions/Special Occasions 11.15 To celebrate reunions or special occasion, units may require additional liquor over and above their normal monthly requirement/entitlement. The units may also like to get specially bottled liquor from a particular distillery for such occasions. The detailed procedure for obtaining commemorative liquor for reunions and special occasions is enumerated in QMG’s Branch letter No 96220/G/DDGCS of 09 Oct 2000 reproduced at Appendix 11C to this chapter. URCs are guided to act accordingly. Scales of Liquor and Drawal 11.16 Scales of Liquor. The scale of liquor items to be issued to the various categories of service personnel is promulgated by QMG’s Branch from time to time. The latest information with regard to scale of liquor for issue to Service personnel is laid down vide QMG’s Branch letter No 96219/Q/DDGCS dt 20 Aug - 2001, reproduced as Appxendix 11D to this chapter. 11.17 Drawal of Liquor by VVIPs. On the basis of authority of QMG’s Branch instructions, Field Marshals, ex-Service Chiefs of Army, Navy, Air Force and ex General Managers of Canteen Stores Department can draw liquor from any Service canteen in the country. The list of such eligible officers is published every year by the QMG’s Branch. Issue of Liquor to Service Personnel Proceeding on Leave 11.18 The policy and procedure for issue of liquor to Service personnel, as also scale and authority for being in possession of liquor/beer during travel, while proceeding on leave have been laid down vide Army Headquarters QMG’S Branch letter No 96004/Q/DDGCS dt 19 Mar ’98 reproduced as Appendix 11-E to this chapter. URC Manual – 2008 • 97 Appendix 11A (Refers to Para 11.3) Telephone : 3011092 Quartermaster General’s Branch Army Headquarters New Delhi - 110011 22 Jan ’98 96046/Q/DDGCS Southern Command Eastern Command Western Command Central Command Northern Command Army Trg Command SALE OF NON-CSD ITEMS BY URCs 1. It has been reported that of late Unit-Run-Canteens (URCs) are resorting to sale of non-CSD items from their premises which is directly against the instructions contained in Para 2(f) of Army order No 584/73 which lays down that under no circumstances any goods other than those obtained from the Canteen Stores Department (CSD) or through its direct suppliers authorised by CSD to deliver the goods direct are to be stocked in the Unit-Run-Canteens. 2. It is also observed that some of the suppliers are directly getting in touch with URCs and supplying their products without going through CSD channel. This practice may be resulting in small gains for the URCs but in overall context such practice tantamounts to cheating on taxes and also depleting the overall CSD profits available for allotment to URCs as Quantitative Discount (QD) and Grants-in-aid. 3. You are requested to take adequate measures at your end to prevent this unhealthy practice which may result in overall losses to the Services in the long run. (GS Srivastava) Major General Dy QMG for Quartermaster General URC Manual – 2008 • 98 It is also observed that some of the suppliers are directly getting in touch with URCs and supplying their products without going through CSD channel. New Delhi-110001 21 Aug.Appendix 11A(i) Tele 23092347 Integrated HQ Min of Def (Army) Dy Dte Gen Canteen Services QMGs Branch. your letter No. 2 / MS-13120 / URC Manual / 1343 dated 17 Jul 2007 2. You are requested to take adequate measures at your end to prevent this unhealthy practice which may result in overall losses to the services in the long run.t. R. No. 96102/Q/DDGCS Headquarters Southern Command (Q/Ops) Eastern Command (Q/Ops) Western Command (Q/Ops) Central Command (Q/Ops) Northern Command (Q/Ops) South Western Command (Q/Ops) Andaman Nicobar Command (Q/Ops) Army Training Command (Q/Ops) Naval HQ (PD PS) Air HQ (Dte of Accounts) DGBR (Q/Ops) DG NCC HQ Coast Guard DO Assam Rifles SALE OF NON CSD ITEMS BY URCs 1. This practice may be resulting in small gains for the URCs but in overall context such practice tantamounts to cheating on taxes and also depleting the overall CSD profits available for allotment to URCs as Quantitative Discount (QD) and Grants-in-aid. 3.r. It has been reported that of late Unit Run Canteens (URCs) are resorting to sale of non-CSD items from their premises which is directly against the instruction contained in para 2 (f) of Army Order No. 2007 No. 19/2003 which lays down that under no circumstances any goods other than those obtained from the Canteen Stores Department (CSD) or through its direct suppliers authorised by CSD to deliver the goods direct are to be stocked in the Unit Run Canteens. URC Manual – 2008 • 99 . (BK-Pandey) Lt Col Joint Dir Canteen Services Copy to : DGM (MS CSD HO Mumbai-20 W. 16 L-I Block. L-II Block Hutments. The procedure outlined in the succeding paragraphs will be followed for demanding. (Dte of Org) Naval Headquarters (Dte of Pers) Southern Command Eastern Command Western Command Central Command Northern Command DGOF SHOTGUN CARTRIDGES 12 BORE : PROCEDURE FOR DEMANDING THEREOF 1. annual demands will be projected to replenish the consumed stocks. 8 May 1981 No A / 43339 / XI / Q/Can. The first demand now projected should be for the block of ensuing two years initially. The General Manager. provisioning and distribution of the cartridges for the shooting season commencing 1st Oct 1981 and there onwards. Room no. 3. Distribution of ammunition shall be regulated through only canteens holding valid dealers licences. Shikar Clubs and dependent ex-servicemen attached to unit canteens. 30 Sep 82 and 1 Oct 82. New Delhi 110 001. Brassey Avenue. i. Sub-allocations of these cartridges to formations / Units of the respective Services will be regulated by the respective Service/Command Headquarters. URC Manual – 2008 • 100 .e. 1 Oct 81. 30 Sep 83.11) Telephone : 376208 Secretriat Board of Control Canteen Services.Appendix 11B (Refers to Para 11. The total demanded quantity should not exceed the total authorisation of registered weapons held by Service personnel. Service/Command Headquarters will forward their consolidated demands in respect of all formations/Units and Cat A Establishments under their command. CSD will make bulk allotment to the Services HQ/ HQ Commands annually. To Air Headquarters. Distribution of the DGOF Shotgun Cartridges will henceforth be regulated through the Naval and Air Headquarters in the case of their respective Service units and formations and Headquarters Commands in respect of units and formations of the Army. 2. as on their licences per annum plus Command/formation reserves not exceeding 15% thereof. 37. Thereafter. M. 7. K. Mumbai the allocations to all concerned will be regulated proportionately. Personnel of units. a couple of canteens nominated be the respective controlling formation HQ should be able to cater for the requirement of personnel of the station. In this connection it may. These canteens should keep a record of licence particulars in respect of all Service personnel attached/ dependent on them. Mumbai and this office for such an action would be sought by the concerned formation HQ. 119. if the unit/Station canteens are unable to procure the Arms Dealer’s. South Block New Delhi-11 Dte Gen NCC (Min of Def) URC Manual – 2008 • 101 . 8. For exercising effective control on distribution of ammunition. However. will be advised to lift the stocks within one month after these have been positioned at the concerned CSD Depots. till the ban is lifted. holding such licence. Mumbai -20. such of the unit/ station canteens may be attached to the nearest CSD Depot and issued with the cartridges on the basis of production of valid licences and authority from the licencees. Air HQ and Commands of the Army for sub allocations/distribution to the intending units/formations and Cat A Establishments based on demands placed by them. Mumbai. Sd/Balaji Vishvanath Col CCO and Secretary Board of Control Canteen Services for Quartermaster General Copy to :CSD Mumbai Army HQ Canteen. demands for these cartridges may not be forwarded to CSD. should be attached to nearest Central Canteen. The CSD will place orders on the Ammunition Factory accordingly. Demands will be projected to CSD ‘Adelphi’. Licence due to reasons beyond control and even after protracted correspondence. not holding Arms Dealer’s Licence for dealing in ammunition. 5. 6. under intimation to this Headquarters by 30 Jan 81 for the year 1981-82 and for subsequent years by 31 Mar of each year on the format enclosed.4. Hence. In case the Ammunition Factory supplies only a percentage of the total demand projected by CSD. be mentioned that LG and SG Cartridges are neither available nor allowed to be issued on account of a ban imposed by the Ministry of Home Affairs. at the discretion of HQ Commands/Service Headquarters. if they are already not in possession of such licence. However. however. The formations/Commands reserves may be utilized for meeting the requirement of Shikar Clubs and others. In bigger stations. Such nominated and authorised canteens should be advised to obtain proper licence to deal in ammunition. On receipt of the consignment from the factory the cartridges will be allotted in bulk to Naval HQ. The formations/units and Cat A Establishments to whom the sub-allocations of these cartridges are made. it is suggested that in small stations there should be one unit or formation HQ canteen dealing in ammunition for the whole lot of station personnel. Road. duly countersigned by the Station Commander concerned. prior approval of the CSD. This revision seeks to restore the scale as was laid down vide. 4. as also proper quality control can be ensured. All procurement of liquor/beer have to be channelised through the CSD only. both serving as well as retired. Quartermaster General’s Dy Dte General Canteen Services. DHQ PO New Delhi 110 001 96220/Q/DDGCS To.5 Bottles per officer/officer guests and 01 Bottle per JCO/ JCO guests. The authorisation has therefore. would be attending the celebrations spread over a period of five to six days. C/03425/Q/CS dated 04 July 1986 and 96220/Q/DDGCS dated 28 July 1999. 2. the scales have been revised as follows :(a) Whisky/Brandy/Gin : 2. Headquarters. C/03425/Q/CS dated 04 July 1986. been duly enforced so as to cater for adequate supply for the occasions wherein large number of guests. In view of the number of representations received from the units/formations seeking a revision of the scales of autorisation of liquor for special commemorative occasions the issue was duly reviewed by the QMG. Based on the earlier authorised scale as also the scope of the celebrations. Nos. Army Heaquarters. our policy letter NO. so that the best price and concessions in matter of excise duty. c) Beer : 03 Bottles per individual in addition to Whisky/Rum 3.Appendix 11C (Refers to Para 11.15) Telephone : 301 6208 Branch. The procedure for demand and release of this special liquor will be as enumerated as under :(a) No unit or formation is permitted to purchase liquor directly from any distillery or breweries/wineries. Southern Command Eastern Command Western Command Central Command Northern Command 09 October 2000 DEMAND FOR SPECIAL LIQUOR 1. sales tax and other levies can be obtained. URC Manual – 2008 • 102 . b) Rum : 03 Bottles per JCO / OR including guests. Reference Policy letter Nos. Duties will be levied as per the State excise rules where the liquor is consumed. distribution and handling charges. All requests for such special demands shall be addressed to the Deputy Director General Canteen Services. In this. type of bottles and brand of liquor required/special packs sizes. All the specially bottled liquor will be got tested by the Army Food Laboratory. The indenting units/formations should also indicate whether the concerned State Govts have granted or agreed to grant excise exemption for the special liquor so demanded and if so to what extent.(b) Demands projected for the procurement of special commemorative liquor should be realistic. if the units desire that the special liquor should be issued ex CSD Depots. transportantion cost shall be charged. under instruction from General Manager. All other levies as per the State Govt excise rules shall be extra. no claim on account of leakages/ullages breakages shall be admitted. QD will be admissible as per the prescribed rates. No. that such liquor are intended as a one time procurement. if excise exemption certificate is produced by the indentor on the duty inclusive rate if no excise exemption is granted by the State Govts). however. through this HQ and only when cleared by the Army Food Laboratory. In case. CSD and with the excise passes/permits issued by the dependent CSD Depot. under arrangements of formation Headquarters/units ex distillery in their own transport/under their own arrangements with the permission of the GM. but are willing to accept the regular "On going" brands with the CSD. giving/the details of the blends. In the event of distilleries agreeing to a special price to the indentor and the latter agreeing to lift the stocks on his own ex distillery on behalf of the CSD. No (NO) QD shall be payable to the unit/formation canteens for such special transactions. The specially procured brands may be drawn. Quartermaster General's Branch. issued on such occasions only. These are generally out of proportion to what should be a reasonable requirement for the particular occasion. to be consumed. alongwith quantities for each type of liquor/beer restricted to supply from not more than two distilleries. then over and above the procurement costs. Such special issues will be over and above the normal scales. the CSD shall charge a cover charge of 3. these shall be issued at the fixed wholesale rates (duty free rates. the units do not seek a special packing or blends. these will be cleared for consumption by troops. All transactions will be through the CSD only. Such inflated demands for special liquor would defeat the implicit understanding that are given for obtaining exemption from excise duties or other concessions. the losses on account of ullages/leakages shall be reimbursable. Army Headqurters. On the other hand. In case the manufactures have agreed to (c) (d) (e) (f) (g) (h) URC Manual – 2008 • 103 . Under such circumstances. Canteen Stores Department. However. on behalf of the CSD.00% only over the actual amout billed By the distillery. QD at the rate fixed shall be payable on these transactions. as per the CSD practice under normal circumstances for normal issues. a margin of 8% shall be charged to cover the cost of transportation. The issues shall be excuted through the dependent CSD Depots. This supersedes our letter No. CSD. 5. eral Copy to :Naval Headquarters (Dte of Personnel Services) Air Headquarters (Dte of Organisation) GM. Army Headquaraters with a copy to the GM and chairman. duly recommended by the higher formation Cdr by endorsing a certificate regarding correctness of the strength projected to include local/outstation guests. CSD. attending the function. 'ADELPHI' 119 MK Road. Internal All Heads of Arms/Services at Army HQ. Mumbai. Demands for special liquor are required to be forwarded as per format attached as AppendixA. Sd/(Satish Kumar) Brigadier Dy Dir General Canteen Services For Quarter Master Gen- 6.any special terms in the matter of price or special discount over the rates running with the CSD for such blends. Board of Administration. (j) All units while applying for specially bottled comemorative liquor for a particular occasion will also indicate the actual strength that is likely to be present at such occasions and the duration of the celebrations. All such requests should be submitted to the Deputy Director General Canteen Services. Quartermaster General's Branch. these should also be clearly indicated and the agreement in this regard forwarded to the GM.400 020 atleast six months in advance of the date of requirement. CSD. 96220/Q/DDGCS dated 28 July 1999. through formation HQs. Mumbai . URC Manual – 2008 • 104 . Read (b) Rum : 01 Bottle per JCO/JCO guest and OR/O guest for 2 to 3 days function & ½ Bottle for 1 days function. 16.5 Bottles per officer/officers guest and 01 Bottle per JCO / JCOs guest.Tele 2309 2347 Integrated HQ of MOD (Army) Quartermaster General’s Branch Dy Dte Gen Canteen Services Room No. L-1 Block New Delhi-110001 02 Aug 2007 No. The following amendment may please be carried out in para 2 of letter ibid : For (a) Whisky/Brandy/ Gin : 2. 2. Read (a) Whisky/Brandy/ Gin : 1 Bottle per officer / officer guest and JCO/JCO guest for 2 to 3 days function & ½ Bottle for 1 day function. For (b) Rum : 03 Bottles per JCO/OR including guest. 96220/Q/DDGCS dated 09 October 2000. URC Manual – 2008 • 105 . Reference this HQ letter No. 96220/Q/DDGCS Headquarters Southern Command (Q) Eastern Command (Q) Western Command (Q) South Western Command (Q) Central Command (Q) Northern Command (Q) ARTRAC (Q) Andaman & Nicobar Command Air HQ (D/Org) Navel HQ (P&C) HQ DGNCC HQ Coast Guard (AD) HQ DGBR (Q) DG Assam Rifles RELEASE OF SPECIAL LIQUOR 1. After due deliberation a conscious decision has been taken to review the scales laid down for special liquor. Col Joint Dir Canteen Services Copy to :CDS HO Mumbai Q1 (E) QMG’s Branch URC Manual – 2008 • 106 .3. 96220/Q/DDGCS dated 23 July 2007 be treated as cancelled. (B K Pandey) Lt. Rum for JCOs / JCOs guest will not be drawn in case whisky has been drawn. 4. This HQ letter No. 110001. 3. 6. 4. L-I Block News Delhi . 2. 5. ALL DGMs / RMs ALL AGMs ALL AREA MANAGERs (Two copies) MANAGERs / AAOs AT HO PA to GM / JGM . REF.GOVERNMENT OF INDIA MINISTRY OF DEFENCE CANTEEN STORES DEPARTMENT “ADELPHI” 119. 96219/Q/DDGCS dated 10th Aug’ 2007 on the subject is reproduced hereunder for information and necessary action please.ROAD.400 020. RK Puram DATE : 22 AUG. MUMBAI .I / JGM . 96219/Q/DDGCS Headquarters Southern Command (Q) Eastern Command (Q) Western Command (Q) South Western Command (Q) Central'Command (Q) Northern Command (Q) ARTARC (Q) Andman & Nicobar Command Air HQ Dte of Accts. 16. : 5/GP-V/7127/Scale/2518 SUB : SCALE OF IMFL EX CSD 1.II POLICY FILE Integrated HQ Min of Def (Army) Quartermaster General’s Branch Dy Dte Gen Canteen Services Room No. NO.K. 2007 URC Manual – 2008 • 107 . 10 Aug’ 2007 No. M. Integrated HQ Min of Def (Army) QMG’s Branch letter No. (S C KAPOOR) DY GEN MANGER (LIF) FOR GENERAL MANAGER DISTRIBUTION 1. Naval HQ (PDPS) HQ DGNCC HQ Coast Guard (AD) HQ DGBR (Q) DG Assam Rifles SUB : SCALE OF IMFL EX CSD 1. 2. 3. COAS/CNS/CAS (Active / retd) Serving Vice chiefs of three services. The following equivalent scales may be counted as one unit for accounting purpose : a) Wine (i) Wine 650 ml .Four Bottles equivalent to one unit (ii) Wine 330 ml . Reference this HQ letter No. Army Cdrs and equivalent (Retd) Lt Gen & equivalent Serving / Maj Gen & equivalent (Serving) Lt Gen & equivalent (Retd) / Maj Gen & equivalent (Retd) Brig & Equivalent (Serving) Brig & Equivalent (Retd) All Officers upto Col & equivalent (Serving) All Officers upto Col & equivalent (Retd) JCOs and equivalent (Serving) JCOs and equivalent (Retd) ORs and equivalent (Serving) ORs and equivalent (Retd) Widows (All Ranks) Parents of deceased unmarried officers / PBOR Scales No limit (b) (c) (d) (e) (f) (g) (h) (j) (k) (l) (m) (n) (o) (p) No limit 18 16 14 14 12 12 10 08 06 06 04 50% of husband’s entitlement 50% of entitlement of deceased officer/ Soldier. Authorised scales of liquor per month as existing are : No. 96219/Q/DDGCS dated 31 May’ 2005. (a) Rank Field Marshal.Eight Bottles equivalent to one unit URC Manual – 2008 • 108 . Army Cdrs and equivalent Vice Chiefs. Admiral of the Fleet / Marshal of Air Force. b) Beer (i) Beer 650 ml .0.08 Bottles equivalent to one unit d) Liqueurs (i) Liqueurs 375 ml . Rum and . Brandy.01 bottle of 750 ml.Eight Bottles equivalent to one unit c) Bacardi Breezer (i) Bacardi Breezer 275 ml . 4) All service Canteens under your command may be informed accordingly.Four Bottles equivalent to one unit (ii) Beer 330 ml .2 bottles. other IMFL with strength of 75 proof / 42. Gin. (B K PANDEY) Lt Col Joint Dir Canteen Services URC Manual – 2008 • 109 . e) Whisky.8% VV alchoholic contents. However.Appendix 11E (Refers to Para 11. to cater for those personnel who do not have URCs near their home stations. The quota of liquor authorised to be drawn by the individual will be co-related with leave period and endorsed on the leave certificate. Station Commanders to nominate one of the URCs. (b) (c) (d) URC Manual – 2008 • 110 . preferably one of the static units to serve personnel on leave. harrassment while passing through States with prohibition and the chances of misuse during travel.18) Tele : 301 6208 Quartermaster General’s Branch. The existing procedure over-burdens the soldier by adding on to his luggage. an option be given to draw liquor from own Unit Canteens as hitherto-fore (please refer to Government of India. 2.110 001 19 March 1998 96004/Q/DDGCS Headquarters. Henceforth. In addition. there is the threat of breakages. liquor be issued from URCs on production of leave certificate and identity card. To avoid malpractice. the following procedure will be adopted for issue of liquor to personnel proceeding on leave :(a) Individuals be allowed to draw liquor from Unit-Run-Canteens nearest to their home stations. Southern Command Eastern Command Western Command Central Command Northern Command Army Training Command ISSUE OF LIQUOR TO PERSONNEL PROCEEDING ON LEAVE 1. Dy Dte Gen Canteen Services Army Headuqarters DHQ PO New Delhi . Presently personnel proceeding on leave collect their authorised quota of liquor from their parent units and carry it on person. Ministry of Defence letter No 47740/Q/CS/103/D (Mov) dated 09 January 1992 (Copy attached as Annexure 1 to this Appendix). Leave Certificate will have a certificate stating that leave quota of liquor has not been issued. DGR 5. AIR HEADQUARTERS 3. Parent unit will not draw liquor for personnel who are proceeding on leave. In case there is need to draw more than 10% then the sanction of the next higher formation will be obtained. Sd/(AN Hamir) Brig DDGCS For Quartermaster General Copy to :1. 4. URC Manual – 2008 • 111 . Units and formations will intimate the concerned Station HQ details of personnel who will be drawing liquor during leave. For information. GM CSD } } For necessary action. Nominated URCs in peace stations will be authorised to draw 10% additional quota of liquor to cater for personnel arriving on leave.(e) (f) 3. 5. DG NCC 4. Attention is drawn to Army Headquarters letter No 96219/Q/DDGCS dated 17 September 1992 for working out the authorisation of liquor quota (copy attached as Appendix D to this chapter) The above policy will come into effect w e f 01 April 1998. This will facilitate in working out additional demand of liquor and ensuring supply to authorised personnel. A feedback will be forwarded to this Dte in April 1999 giving out the progress with any suggestions. NAVAL HEADQUARTERS 2. 3. I am directed to say that in partial modification of the previous orders on the subject. 5. 2. URC Manual – 2008 • 112 . Brigadiers and their equivalents in the Navy and Air Force. the service personnel are hereby authorised to carry/possess the liquor/beer while proceeding on leave or passing through various States/Union Territories as per the following scales :Sr No Entitled Personnel Whisky. 4. Lieut Generals and their equivalents in the Navy and Air Force. Sd/(PRAKASH CHAND) Under Secretary to the Government of India.Annexure 1 to Appendix 11E (Refers to Para 2 (b) of Appendix E) Government of India Ministry of Defence NEW DELHI 9 Jan 1992 No 47740/Q/CS/103/D (Mov) The Chief Secretary Government/Union Territory Administration of Sub : CARRYING/POSSESSION OF LIQUOR/BEER BY SERVICES PERSONNEL WHILE SERVING IN OR PROCEEDING ON LEAVE THROUGH VARIOUS STATES AND UNION TERRITORIES OF INDIA Sir. Brandy. 6. Other Officers JCOs and their equivalents Other Ranks 2 2 2 2 48 48 48 15 — — 2 (Rum Only) — 2 (Rum only) — Yours faithrully. Major Generals and their equivalents in the Navy and Air Force. Gin & Rum 8 6 4 3 Wine Beer & Cider 1. QD is issued in the form of stores only as per the government sanction. URCs’ accounts are credited with the amount admissible as per audited QD statements and intimation in this regard is sent to URCs.5% in respect of goods on which loading of profit margin of 5% only. URC Manual – 2008 • 113 . on the total purchases made by all URCs excluding the following items :(a) Hydrogenated/Edible oil (b) Ghee (c) Coffee (d) Tea (e) Chocolates (f) Bicycles (g) Safety Matches.5% in respect of goods on which CSD is loading a profit margin of 6% and above and QD @ 3. QD is payable @ 4.12 QUANTITATIVE DISCOUNT Admissibility 12. is not taken into account while calculating the amount admissible for payment of QD.1 The rate of Quantitative Discount (QD) payable to URCs is laid down by the Government from time to time. Octroi. Central Sales Tax (CST). At present. (h) Smokers’ Requisites. (i) (j) Firm Demand items (AFD-I & II) Hospital Comfort (k) Officers ration (l) All sales meant for Government Comsumption (m) Other levies such as sales tax.CHAPTER .2 The value of government levies such as Sales Tax. octroi etc. central sales tax. etc. 12. ‘‘ (a) Certified that stores worth Rs........ Queries on QD 12. vidc OR No.. URCs are advised not to correspond with HO and queries..... be resolved at the Area Depot level... the QD amount will be transferred to the new Depot by issuing an inter-Depot transfer (CSF-411) with intimation to concerned URC/CSD HO (F & A Branch .. Since all relevant information on this matter is readily available with their concerned feeding Area Depots.GL Section)....... dated .................................. Para Military and Disbanded URCs 12...... if any..... against QD for the year . on .......Utilisation Certificate 12. URC Manual – 2008 • 114 ...6 It has been noted that many URCs directly approach CSD Head Office (HO) to seek clarification to queries regarding QD.....3 Utilisation Certificate as given below is to be submitted by URCs in respect of QD drawn during the previous year prior to the release of QD by their dependant Area Depots. Para Military units under operational control of the Army are entitled for QD...... have been drawn from CSD Depot................4 When any URC dependant on one Area Depot moves out to another location and is based on another Area Depot for drawal of CSD stores..” Movement of URCs 12.... (b) It is further certified that QD being a trade discount will not be diverted in whole or in part for any other activity or merged with any other fund /account......5 Disbanded/merged canteens are NOT entitled for QD as per the existing government directives... Circular No 95281 / Q / BOCCS dt 28 Feb 96 regarding utilisation of QD by URCs is placed at Appendix12A to this chapter.. 4. A number of queries have been received regarding utilisation of QD by Unit-Run-Canteens (URCs). Copy to :Naval HQ (Dte of Personnel Services) Air HQ (Dte of Org) GM CSD URC Manual – 2008 • 115 .Appendix 12A (Refers to Para 12. Para 2 (b) above is clarified as under :(a) A separate account for QD will not be maintained by units. 2.CSD 1. (SS Chohan) Brig DDGCS For Quartermaster General. (b) Proceeds from sale of stores received as QD will be merged with Unit Canteen Fund only as Canteen profits.110011 28 Feb ’96 No. This disposes of your letter No 54519/ X/Q1 (Can) dated 06 Jan 96 and No 300501/1/Q(Can) dated 19 Jan 96. (b) This being a trade discount.6) Tele : 3016208 Dy Dte General Canteen Services Quartermaster General’s Branch Army Headquarters DHQ PO New Delhi . CSD has asked URCs to submit utilisation certificate as per directions of Min of Def (Fin) as under:(a) Quantitative Discount will be given directly to the Unit-Run-Canteens and not through any other agency and will be disbursed only in the form of stores by Canteen Stores Department. respectively. This has the concurrence of Ministry of Defence (Finance). 3. HQ Western Command and Eastern Command only. 5. it will not be diverted in whole or in part for any other activity or merged with any other fund/account. (c) The profits including those on account of QD will be utilised for provisioning of additional amenities and promoting welfare activities of troops as per Army HQ QMG’s Branch letter No 60306/Q/Can/Q1(A) dated 30 July 56 (copy enclosed as Annexure to this Appendix). 95 281/Q/BOCCS Heaquarters Southern Command Eastern Command Western Command Central Command Northern Command Army Training Command Sub : QUANTITATIVE DISCOUNT . been noticed that quite a number of COs do not know whether they can help JCOs/NCOs messes out of the canteen profits. when received.11 30 Jul 56 No 60306/Q/CAN/Q1 (A) To Headquarters Southern Command Eastern Command Western Command Subject : DISPOSAL OF CANTEEN PROFITS IN RESPECT OF CANTEENS RUN BY UNITS AND ALSO CANTEEN STORES DEPARTMENT (INDIA) PROFITS 1. 4. Sd/Lt Col for QUARTERMASTER GENERAL 3. 2. to their officers’ mess fund. Will you please promulgate this down to units. which represents approximately their total purchase from the Canteen Stores Department (INDIA). With regard to 1 (a) above. This disposes of their letter No 100102/Q4 dated 7 Feb 56. 5. however. Copy to :Air Headquarters (Org & E) The Chairman Board of Administration Canteen Stores Department (INDIA) Post Box No. it is agreed that distribution of profits earned by unit-run-canteens should be at the discretion of the OC of the unit concerned. Canteen Services have ruled that not more than 1/3 of the Canteen Stores Department (INDIA) profits. would be spent on amenities for officers. As regards 1(b) above. Bombay . It is confirmed that one way of helping these messes is to give them proportionate percentage of profits accrued to unit-run-canteens. officers’ mess fund or other such units funds. It has.1 URC Manual – 2008 • 116 .Annexure 1 to Appendix 12 A DELHI TELEPHONE 31707 MILITARY TRUNK 330 Army Headquarters Quartermaster General’s Branch DHQ. the Board of Control. A query has been received at this Headquarters whether or not : (a) Os C units should be the sole authority to decide the distribution of unit canteen profits to the Unit welfare fund. PO New Delhi . 512. (b) Os C units can allot a portion of the Canteen Stores Department (INDIA) profits. For Headquarters Southern Command only. when received. (f) Ensure that cash is deposited in the bank at frequent intervals.1 The Officer I/C Canteen is responsible for efficient management of the canteen. unless requisitioned by the customers. URC Manual – 2008 • 117 . except as authorised. (c) Take over the daily cash collections from the Manager against initials in the appropriate column in the cash book. (j) Check with reference to the books of account and statements. (k) Keep bulk stock of receipt books and cash memo pads in his own custody and issue them to the Manager and the salesmen only when required for current use. (e) Satisfy himself that the cash held by him tallies with the balance in the cash book daily.CHAPTER . the result of business to explore ways and means of improving it and to ensure utilisation of the funds to the maximum advantage. (g) See that adequate security precautions are taken as regards cash. Slow-moving items of costly nature are not to be stocked. belonging to the Canteen. (h) Scrutinise all indents for purchase of goods with reference to the stock position. to avoid exceeding the prescribed limit of cash holding. (d) See that the cash book is correctly written and initialled in the appropriate column. before counter-signing the indents in question. stock and property. (l) Ensure that stock-taking is conducted and discrepancies adjusted in a time-bound programme.13 GUIDELINES FOR URCs Guidelines to Officers-In-Charge (OsIC) Canteen 13. He must :(a) See that the Canteen is stocked with as wide a range of common user items as possible and non-CSD items are not purchased. outstanding indents and sale trends of the items. after satisfying himself that the previous ones have been fully used. (b) Monitor operation of the bank account personally. For instance. General stores within the same category (Group & Sub-Group) are always to be made available to the customers only to the preference of the URC Management to the leads to deletion of desirable items from the Inventory. Guide Lines The Basis of Functional Equivalents As per the CSD stockage policy.s are requested to accept the same and display in prominent places of the URCs for the consumer awareness’ URCs also having the options to collect the items on 60 days credit and if the item is not sold within the period they may return the same to the concerned depots. Customer Dissatisfaction. URC. get the certificate of handing and taking over completed suitably in the cash book. Monopolistic Tendencies. ideally.(m) When handing over his duties to another officer. liquor. then the case may be referred to concerned Regional Manager under intimation to HO CSD MS Branch. Broadly. Guidelines to Canteen Managers 13. URC Complaints / Customer Complaints All URC Managers / OIC / Commanding. The details of the items viz./ Batch No. the functions of the Manager are as follows :- URC Manual – 2008 • 118 . (n) Ensure prompt action of quarterly reconciliation of statement of accounts received from CSD.s for improving consumer satisfaction here being given to URCs in small quantities. Lot Nos. Mumbai for further necessary actions.. 13. are to be immediately intimated to the Area Managers of the nearest CSD Depot.2 Newly introduction Items are being given to the URC. a minimum of two functional equivalents are always to be maintained in the inventory. URC Management are to ensure that customers are offered the same privilege. etc. This is to ensure wider choice to our customers. different brands of food. are to be promptly provided for necessary actions by the CSD Area Managers and also to ensure that complaints of any nature to be referred to the Depot Manager concerned first and if no response from the Depot Manager is received.3 The Manager is directly and personally responsible to the OIC canteen for the efficient management of the day to day business of the canteen. Officer’s are to ensure that case reporting about non supply of AFD/Harrassment defective/damaged items by CSD customers. (o) Do visits to CSD Depot for famili raision about products and procedures. URC Management may please note this message to duly implement in future operations. check the correctness of the cash sales book and initial daily in the appropriate column therein. any loss or irregularity coming to his notice or any difficulty he may experience in managing the canteen. (l) Ensure that quarterly reconciliation of statement of account received from CSD is promptly done and does not fall in arrears. (f) Prepare a Trial Balance. safe custody. (g) Produce to the audit board or civil auditors completed books of account together with necessary vouchers and documents. Auditable Documents 13.(a) Receive money paid in settlement of the bills and issue proper receipts there-of. He is also responsible for any deficiencies in canteen stock. URC Manual – 2008 • 119 . (h) Report immediately to the OIC canteen. sales and proper accounting of the stock of the canteen. till it is handed over to the OIC canteen.5 All books and documents maintained in the course of business are auditable. (d) Take proper measures to ensure the safety of the cash. (c) Write the cash book and hand over daily to the OIC canteen. (k) The Canteen Manager is personally responsible for the receipt. (b) Collect the cash sales money from the salesmen. as and when necessary and tender satisfactory explanation on any point raised by them. Trading and Profit and Loss Account at the end of every month without closing the books and submit them to the OIC canteen.4 Audit of Canteen accounts is to be conducted as of 31st March every year. Audit 13. (j) Ensure that the staff employed in the canteen is fully conversant with the duties entrusted to them and effectively supervise their work. (e) Ensure that books of account are maintained in accordance with the instructions contained and are upto date and correct. the cash collections against his initials in the cash book. Trading and Profit & Loss Account and Balance Sheet. (c) Cash Sales Book with duplicates of cash memos. (g) Container Book.7 The officers constituting the Audit Board or Civil Auditors are to satisfy themselves. where applicable. (j) Petty Cash Book together with documents supporting all payments. payingin-slips. supported by required schedules and certificates. receipts and vouchers supporting all payments and receipts. amongst other things. (q) Any other book or documents called for by the auditors. (o) Record of Receipt Books. URC Manual – 2008 • 120 . (e) Stock Book and Stock Schedule.13. (n) Postage Book. balances have been correctly brought forward from the previous audit periods and the accounts have been maintained. (b) Purchase Book together with all invoices and other supporting documents. (f) Property Book together with cash memos or bills to support the transactions and Commanding Officer’s sanctions for them.6 The undermentioned books and documents duly completed are to be produced to the Audit Board :(a) Indent Book. (p) Trial Balance. (l) Impersonal Ledger. (d) Credit Sales Book with the duplicates of credit memos. Instructions for Audit Boards 13. (m) Salaries Book. counterfoils of cheques. (h) Cash Book together with bank statement/certificates. of the following :(a) The accounts are arithmetically correct. (k) Personal Ledger. (l) Sales Tax paid to Government is correct and is not in excess of collections in this account. (k) Assets are adequately insured and insurance premia paid up-to-date. (n) Adequate provision has been made for expected losses and credit has not been taken for unrealised profits. (h) Canteen property is properly recorded in the property book and the total value of property in the property book agrees with the balance in property account. (d) Cash assets are available. (o) The balance sheet reflects an accurate position of the canteen accounts. URC Manual – 2008 • 121 . (c) Overnight cash holding has not exceeded the upper limit set by the Commanding Officer. (f) Stocks held are not excessive with reference to sales trends and further purchases are not made. (m) All known liabilities are included in the Balance Sheet. (j) Depreciation has been correctly provided for. (e) No loans have been made to other Non-Public Funds. (p) Quarterly reconciliation of statement of account received from CSD is not in arrears. as shown in the Balance Sheet.(b) All receipts and disbursements are duly supported by vouchers and having regard to the business of the canteen. when adequate stocks are held. the expenditure is legitimate and reasonable. (g) Stock-taking has been done correctly as prescribed and closing stock has been correctly valued. URC Manual – 2008 • 122 . Miscellaneous Circulars URC Manual – 2008 • 123 . Application Format for Purchasing AFD Category I and II Items by Entitled Retired Personnel from CSD. On 01 Apr 1977. Canteen Stores Department (CSD) was initially set-up as a Central Government Department by nationalising the Canteen by disbanding Contractor Syndicate on 01 Jul 1942 with the charter to provide consumer stored to the Indian troops and their families. Territorial Army. The aim of CSD is – a) Top provide consumer goods of high quality to troops wherever they are at a price cheaper than the prevailing market rate. the other categories like serving Defence Civilians. Army Postal Service. CSD was redesigned as a regular Government Department under the Ministry of Defence CSF is a major welfare organisation working for the personnel of the Armed Forces.ARMY ORDER QUARTERMASTER GENERAL’S BRANCH AO 2/2006/QMG – CANTEEN FACILITIES Reference : a) AO 109/72 b) AO 42/73 c) AO 32/84 Appendices : a) b) c) d) Application Format for Purchasing AFD Category I and II Items by Entitled Serving Personnel from CSD. General : 1. Aim : 2. Application Format for Purchasing Four Wheelers (Car) from CSD by Entitled Serving Personnel. d) To formulate and execute development programms to improve and maintain organisational effectiveness. CSD employees. URC Manual – 2008 • 124 . Defence Security Corps and Para Military forces (while under the operational and administrative control of Army) have also been entitled for the canteen facilities. Personnel of Coast Guard. General Reserve Engineers Force (GREF). Application Format for Purchasing Four Wheelers (Car) from CSD by Entitled Retired Personnel. permit growth and provide additional facilities for troops and their families. as far as possible. c) To generate reasonable profit to sustain the organisation. b) To ensure that the level of consumer satisfaction is maintained at the maximum. exservicemen and their families. With the passage of time. URC Manual – 2008 • 125 . Entitled Categories : 3. b) TA personnel in receipt of pension (after completion of 15 years of embodied service or disability attributable to Military service) 5. therefore. g) Widows of Service officers including Honorary Commissioned / EC / SSC whether the officer expired while in service or after retirement. (Liquor authorised at the Scale of 50% of the authorisation of the deceased) j) Widows of Service personnel other than officers who get remarried and continue to draw pension from Defence Services Estimates. b) All Ex-servicemen pensioners paid from Defence Services Estimates. Navy and Air Force and their families. d) All Ex-service personnel released from Service on compassionate grounds at their own request having put in minimum five years of service. i) Widows of Service officers including Honorary / SSC / EC who get remarried and continue to draw pension from Defence Services Estimates. (Liquor authorised at the scale of 50% of the authorisation of the deceased) k) Dependent parents of serving / retired Service personnel (CSD facilities excluding liquor). The categories of personnel as given in succeeding paragraphs are entitled to draw stores from the CSD registered Unit Run Canteens (URCs). e) All Ex-service personnel released from service honourably after completion of minimum five years of service as a result of reduction in establishment / completion of specific period of engagement. Army. EC/SSC Officers a) Serving SSC officers b) ECO / SSC officers who have put in five years of reckonable service before release.e) To periodically analyse and assess the diverse long-term needs and aspiration of Defence Services and undertake timely measures to meet them. c) All Ex-service personnel who have been released from service honourably after five years of coloured service but before completion of qualifying persionable service and. f) All Ex-servicemen released on medical grounds attributable to military service without any stipulation of service rendered. (Liquor authorised at the scale of 50% of the authorisation of the deceased). h) Widows of Service personnel other than officers who are in receipt of pension from Defence Services Estimates (whether the PBOR expired in service or after retirement). 4.e. 6. (Liquor authorised at the scale of 50% of the authorisation of the deceased). are not in receipt of pension from the Defence Services Estimates. Serving / Retired / Widows of Service Personnel a) All serving personnel of Armed Forces i. Personnel of Territorial Army (TA) a) TA personnel during embodiment (while physically serving in unit). (Liquor authorised at the scale of 50% authorisation of deceased) Personnel of Defence Security Corps (DSC) a) All serving DSC personnel.c) d) 7. Military School and Sainik School. 9. b) All APS personnel who have served for minimum five years in APS (Excluding liquor and AFD items) Defence Civilians : Following categories of civilian employees paid from Defence Services Estimates and also those employed in the under mentioned Ministries Departments are permitted to make purchase from Service Canteens (excluding liquor) : a) Ministry of Defence including those working in their respective attached offices and those working in lower military formations. Personnel of General Reserve Engineer Force (GREF) a) All serving personnel of GREF. 12. Personnel of Army Postal Service (APS) a) All serving personnel of APS. TA personnel in receipt of Gallantry Awards (CSD facilities including liquor as per authorisation) All departmental and non-departmental personnel of TA when they remain on the strength of TA unit are authorised CSD facilities excluding liquor and AFD items. 10. Personnel of Coast Guard a) All serving personnel of Coast Guard (CSD facilities including liquor as per authorisation) b) All retired personnel of Coast Guard drawing pension from Defence Service Estimate are authorised CSD facilities (liquor is authorised as per scales applicable to retired naval personnel of equivalent ranks) National Cadet Corps (NCC) Personnel a) Whole time NCC officers (CSD facilities including liquor as per authorisation) b) Part time NCC Officers c) Under Officers / Sgt Major Instructors employed on whole time or part time basis. URC Manual – 2008 • 126 . b) Ex-DSC personnel who are on receipt of pension from Defence Service Estimates. 8. CSD facilities d) NCC Cadets during period of training excluding either in annual camps or by attachment liquor and to regular Army Units. c) Widows of GREF personnels (all ranks) who are in receipt of family pension from GREF. teachers and staff of Rashtrya Indian Military College. AFD Items e) Students. 11. b) All retired GREF personnel who are in receipt of pension from Defence Service Estimate and those who have left after completing minimum five years of service. Jorhat. while working at Air Force Station. ii) Separated from his family for short duration on account of his being away on temporary duty. b) A “Separated Family’ for purposes of Canteen facilities is defined as a family the head of which is : i) A prisoner of war. Personnel of Para Military Forces a) All serving personnel of Assam Rifles during services period. 15. Serving and retired employees of Canteen Stores Department. ITBP. iii) Posted to a station to which he is not precluded by order from taking his family but where married accommodation is not available. who are getting pension from CSD Funds (facilities excluding liquor). Dunigal (Hyderabad) and Air Force Station Yelahanka (Bangalore) Indian Defence Accounts Services who are serving on deputation to posts other then those in the Ministry of Defence (Fin). Air Force Academy. c) In case where the wives of officers.b) c) d) e) f) g) h) 13. courses of instruction. Civilian employees of Unit Formation run Canteens. A representative may be nominated to purchase canteen stores on behalf of the separated family. any other exigencies of service or the family visiting another station. 17. Executive Officer Cantonment Board Hindustan Aeronautics Ltd. Defence Audit Department. “Secretariat Border Roads Development Board and HQ Director General Border Roads. JCOs and OR cannot purchase Canteen Stores themselves for any of the following reasons : i) The wife being a purdah lady. ii) The wife is unable to proceed regularly to obtain canteen stores due to her village being distant from the nearest Service Canteen. Foreign Military Personnel Attending Courses in India : Foreign Military personnel attending courses of instructions in our training establishments are entitled to CSD facilities including liquor (the scale of liquor will be as laid down for equivalent rank in our Services. CRPF. Ex-personnel of Burma Army : Those who joined Burma Army prior to 1939 and are in receipt of pension from Government of India are entitled for CSD facilities including liquor. In such cases the 14. b) All Para Military Forces (BSF. SSB ect) officers and personnel as long as they remain under the operational administrative control of the Armed Forces. URC Manual – 2008 • 127 . 16.) Canteen Facilities to Separated Families : a) Separated families of Service personnel are entitled to purchase canteen stores from Service canteen with the exception of liquor beet. iv) Posted to a station to which he is not precluded by order from taking his family. Ex-Gentlemen Cadets and Ex-Recruits : Those who are in receipt of disability pension are entitled to CSD facilities including liquor as per authorisation. Hyderabad. Washing Machine. All Ranks (serving retired) of Armed Forces are entitled to purchase AFD items like Refrigerator. he should be between 18 to 25 years of age and should not be in Service or commercially employed.e. Zila Sainik Board Secretary of District Sailors / Soldiers and Airmen’s Boards. a) All Commissioned / Honorary Commissioned Officers (serving / retired). Eligibility for purchase : 18. b) Widows of Service Officers. 19. f) One of the parents i. The following are eligible : a) All ranks (serving retired) b) Widows of service personnel (including remarried) c) Eldest child of the deceased service personnel. provided the under mentioned conditions are fulfilled : i) If a son. Entitlement to four wheelers : 21. However. Zila Sainik Board / Deputy Director. if he is not servived by his wife. either the father or the mother of unmarried deceased officers. URC Manual – 2008 • 128 . g) Either of the officers child. they will have to pay sales tax as applicable in the respective State. The following categories of personnel who are authorised CSD facilities are also entitled to purchase four wheelers. ii) If a daughter. an undertaking is to be given by the entitled purchaser that he / she shall not sell the vehicle for two years from the date of purchase. Eligibility Regarding Purchase of Items Against Firm Demand (AFD).d) nominated representative will draw the canteen stores on production of Smart Card authority letter issued from Station HQ / Secretary. c) Equivalent status of Civilian Officers / Officers of CSD. d) All GREF Officers (serving / retired) e) All SSC and EC Officers who have put in five years of reckonable service before release. Scooter and Moped)) / Truck / Bus / Tractors. she should be unmarried. 20. if both the parents have died and the child is drawing pension from Defence Estimates. For the purpose of this concession. the family of an individual will comprise his wife and dependent children only. Further. Eligibility and other conditions for Purchase of Two Wheelers (like Motor Cycle. Music System and other household durable goods. Television. Restriction Entitled category of persons should not have drawn brought any of the above items within last two years. Procedure for booking and collection for AFD items : 22. Filling of Application Form a) Entitled customers will fill the application form available with CSD Area Depots / CSD web-site and submit the same to the CSD Area Depot alongwith a bank draft for the value (after obtaining the same from the concerned Area Depot Manager). Formats of application forms for purchase of AFD items by serving and retired persons are given at Appendices A and B respectively. Indent for purchase of car is given at Appendices C and D. b) The application form for Service personnel must be countersigned by the Commanding Officer of the Unit / Formation. In case of retired officers, the application must be countersigned by an officer in Station HQ or c) Documents to be obtained from the Depot : The customer should obtain the following documents from the depot : i) Local supply order in original on the concerned dealer. ii) Authority letter / release order with the specimen signatures of the customer or his authorised representative for obtaining delivery from the dealer. iii) The necessary invoice is issued by the CSD Depot for the item purchased by the customer, in due course of time, once the transaction is completed and the bills are received from the supplier. iv) Sale letter addressed to RTO for registration of vehicle wherever applicable. d) The customer should personally collect all the relevant documents from the depot. He/ she should begin his/her identity card, discharge certificate, pension book/pension payment order (if retired) driving licence and necessary affidavit with regard to marital status in case of widow. Collection of AFD Items through Authorised Representatives : Where the bonafide customer is unable to collect in person due to valid reasons proper authority letter with the signature of the nominee duly attested by the bonafide customer and countersigned by the Unit Commander in case of Serving personnel and Station HQ/Secretary, Zila Sainik Board/Deputy Director, Zila Sainik Board in case of retired Service personnel can be accepted for effecting deliveries at the discretion of the Depot. All the necessary documents in respect of the bonafide customer required to be perused at the Depot will be brought by the authorised representative to book the AFD item. The delivery of an item will be given to the same person only, who signs at the Depot and in whose favour the authority for collection has been given by the Depot. e) 23. DGOF Cartridges : DGOF cartridges will be issued by the Service Canteens against a valid Arms Licence in accordance with the quantities authorised therein but upto the maximum scales approved from time to time. The issuing authority will make an entry in the licence for the cartridges issued. URC Manual – 2008 • 129 Miscellaneous : 24. Definition of Family for the Purpose of Availing Canteen Facilities. The family will comprise of the following : a) His/her spouse b) Dependent parents c) Dependent children : i) Sons upto the age of 25 years or getting employment whichever is earlier. ii) Unmarried daughters All stores can be purchased by bonafide CSD consumers at any canteen across the country on production of Smart Card. In case of disabled personnel, liquor/general store can be collected by their authorised representative. However, all such persons should get a certificate from Armed Forces medical authorities certifying the disability of the individual. Any changes in the policy will be intimated to all concerned from time to time. This Army Order supersedes AO 109/72, AO42/7, AO32/84, 36/85, 16/90 and the following policy letters L a) 96410/Q/DDGCS dated 29 Jun 98 laying down criteria for purchase of car by Service/ Civilian Officers. b) 98410/Q/DDGCS dated 22 Oct 01 laying down criteria for purchase of car by PBOR. c) 96410/Q/DDGCS dated 05 Dec 01 laying down criteria for purchase of car by PBOR. d) 96410/Q/DDGCS dated 22 Oct 03 laying down criteria for purchase of car by parents of deceased unmarried Officers/SSC Officers. 25. 26. 27. Space for Future Amendments : a) b) c) d) URC Manual – 2008 • 130 No. 96123/Q/DDGCS/2145/D(Mov)/2007 Government of India Ministry of Defence New Delhi. 17th July, 2007 To, The Secretary Board of Control Canteen Services New Delhi. Sub. : Constitution of Board of Administration of the Canteen Stores Department Sir. I am directed to refer to the Govt. of India letter No, B/00054/Q/CAN/313/S/D(Mov) dated 21 Mar 1979 and convey the sanction of the President to a decision of the 75th Executive Committee of the Board of Control Canteen Services that secretary, Board of control canteen services will henceforth attend the meetings of Board of Administration at CSD HQ as a special invitee. It will however, be the descretion of GM CSD to associate Secretary, Board of Control Canteen Services in the in-house meeting of the Board of Administration. This is issued with the concurrence of Min. of Def(fin) vide their U. O. No. 858/QB/07 dated 26-06-2007. Yours faithfully, (Pradeep Kumar) Under Secretary to the Government of India Tel. 2301 2962 Copy to :Controller General of Defence Accounts, New Delhi The Director of Audit, Defence Services, New Delhi The Senior Dy Director of Audit, Defence Services Southern Command and Western Command The Controller of Defence Accounts, All Commands The Dy Director of Audit Defence Service Patna Central Command (AF), Dehradun and (Navy), Bombay The Ministry of Finance (Def/QB) Air Hqrs... 03 copies Naval Hqrs QMG’s Branch Q1(E) QMG Br. Q/CAN Quartering Directorate Office of the CGDA (CSD) The Chairman, Board of Administration Canteen Stores Department, Adelphi, 119 M. k. Road, Mumbai - 20. URC Manual – 2008 • 131 04 copies 03 copies 02 copies 100 copies 10 copies 20 copies 20 copies EXTENSION OF CANTEEN FACILITIES TO PERSONNEL OF TERRITORIAL ARMY (TA) 1. QMG’s Branch letter No. 96029/Q/DDGCS dated 2nd Feb 2006 on the subject is reproduced here under for information and necessary action please. New Delhi-110001 2 Feb 2006 No. 96011/Q/DDGCS Headquarters Southern Command (Q) Eastern Command (Q) Western Command(Q) Central Command (Q) Southern Western Command (Q) Northern Command (Q) Army Training Command (Q) Andaman & Nicobar Command (Q) Naval Headquarters (Principle Die Pers Services) Air Headquarters (Dte Org) DG NCC Coast Guard DGBR (Q) TA (GS BR/AHQ) URC Manual – 2008 • 132 . (N. Chandrasekar) AGM (Secretary) Distribution : 1) All DGMs/RMs 2) All AGMs 3) All CSD Depot Managers (2 copies) 4) Managers/AAOs at HO 5) PA to GM/JGM-I/JGM-II Quartermaster General’s Branch Dy Dte Gen Canteen Services Army Headquarters. With immediate effect TA personnel who have completed minimum five years of physical service honorable with regular TA Bn are authorised all canteen facilities on discharge / retirement. During Embodiment – All facilities including liquor (while physically) serving in unit. Khatri) Lt Col. Sd/(R. Personnel in receipt of pension – All facilities including liquor (After completion of 15 years of embodied service or disability.EXTENSION OF CANTEEN FACILITIES TO TO PERSONNEL OF TERRITORIAL ARMY (TA) 1. The above instruction may be promulgated to all concerned. S. CS 3. URC Manual – 2008 • 133 . All non departmental and departmental personnel of TA as long as they remain on the strength of TA unit. Dr. a) b) c) d) 2. Gallantry Award Winners – All facilities including liquor. As per the existing policy the following categories of TA personnel are authorised canteen facilities. Attributable to Millitary Service). Jt. Naval HQs have intimated that dependent members of their family are not being given canteen stores without smart card. as already informed. No URC will deny this facility to any authorized customer. Naval HQs is in the process of implementation of CIMS. This is a facility extended to all ranks of Armed Forces.Army HQ Canteen ‘Q’ Block URC Manual – 2008 • 134 For information please . 5. Naval HQs only. This HQ is receiving complaints from various quarters stating that some of the URCs are not giving full quota of liquor as authorized to an individual on smart card. 3. Also it has been intimated by troops that URCs are not giving liquor on the smart card when they go on leave/ temporary duty. (R S Khatri) Lt Col.DG Assam Rifles . Mumbai . Copy to : . 4. This disposes off your query on the subject. It is reiterated that all personnel of armed forces are authorized to draw their full liquor quota from any URC in the country on producing the smart Card.DGNCC . 96301/Q/DDGCS Headquarters HQ Southern Command/Q (Ops) HQ Eastern Command/Q (Ops) HQ Western Command/Q (Ops) HQ Central'Command/Q (Ops) HQ Northern Command/Q (Ops) HQ South Western Command/Q (Ops) Army Training Command/Q (Ops) HQ Andaman & Nicobar Command/Q Air Headquarters (Dte of Org) Naval Headquarters (DPS) Coast Guard Headquarters SUB : ISSUE OF FULL LIQUOR QUOTA ON PRODUCING SMART CARD FROM ANY CANTEEN ACROSS THE COUNTRY 1. till such time canteen facilities may not be denied to them. HQ commands are requested to issue necessary instructions to call concerned on the above issues.DGBR .CSD HO. Necessary action may be initiated against the defaulting URCs in future. Jt Dir CS ] ] ] ] ] 2.Tele 23092347 Army Headquarters Quartermaster General’s Branch Dy Dte Gen Canteen Services New Delhi-110001 31 Mar 2006 No. As per the policy in vogue. A large number of cases are being received by this Directorate pertaining to Ex. Most of these representations are veterans who were being given these facilities so far. 2007 No. Policy also states that canteen facilities are authorized to individuals discharged on medical grounds attributable to military service with no stipulation of length of service rendered. facilities. Ex-Servicemen should have served for minimum five years to be eligible for canteen. 2. they have been denied these facilities. URC Manual – 2008 • 135 . However. This includes EC officers who were released prior to completion of five years service and some Jawans who were released on Govt orders. since the introduction of Smart Card. 96003/Q/DDGCS Headquarters Southern Command (Q) Eastern Command (Q) Western Command (Q) Central Command (Q) South Western Command (Q) Northern Command (Q) Army Training Command (Q) Andaman & Nicobar Cornmand (Q) Naval Headquarters (Principle Dir Pers Services) Air Headquarters (Dte Org) HQ DG NCC (F&A) HQ Assam Rifles Coast Guard (AD) HQDGBR (Q) CANTEEN FACILITIES TO EX-SERVICEMEN 1.Tele 23092563 Integrated HQ of MOD (Army) Quartermaster General’s Branch Dy Dte Gen Canteen Services Army Headquarter New Delhi-110001 8th May. who have not completed minimum five years of service honorably before being discharged. Servicemen. Any other deserving case not covered at Para 3 above can also be similarly forwarded after recommendation of Station HQ for sanction. directly to the office of the DDGCS. Soldiers of W W II).3. (I Arumy Raj) Brig Dy Dir Gen Canteen Services URC Manual – 2008 • 136 . 5. EC Offr. 2007 may please be cancelled. 4. Our letter No. The categories mentioned at Para 3(a) and (b) should forward their application alongwith their discharge papers duly recommended by the Station HQ of canteen on which they wish to be dependent. This has the approval of QMG.g. Departments as part of re-habilitation package. EC Officers who had been absorbed into other Govt. 96003/Q/DDGCS dated 07 Frb. The matter has been examined and it has been decided to extend CSD facilities including liquor to the following : a) b) Officers / PBOR who have been released under Govt. orders (e. 6. 96007/Q/DDGCS dated 09 May 2001 may please be cancelled. 3. Army Postal Service Personnel.e.Col. S. 4. This has the approval of QMG. Jt Dir. (R. 96007/Q/DDGCS Headquarters Southern Command (Q) Eastern Command (Q) Western Command (Q) Central Command (Q) Northern Command (Q) Army Training Command (Q) Andaman & Nicobar Cornmand (Q) Naval Headquarters (Principle Dir Pers Services) Air Headquarters (Dte Org) HQ DG NCC (F&A) Coast Guard (AD) HQDGBR (Q) CANTEEN FACILITIES : ARMY POSTAL SERVICE (APS) PERSONNEL 1. Reference AO 32/84 and our letter of even number dated 01 July 97.) department of posts. who have served for minimum 5 years APS are entitled for Canteen Facilities on reversion to their parents’ cadre (i. Our letter No.Tele 23092347 Quartermaster General’s Branch Dy Dte Gen Canteen Services Army Headquarter New Delhi-110001 29 March 2005 No. 2. Canteen Services Copy to : i) COAS Sectt – for info ii) Q1 (E) – for info iii) ARMY HQ Canteen – for info iv) Addl DG APS – for necessary action URC Manual – 2008 • 137 . Khatri) Lt. 96003/Q/DDGCS HQ Southern Command/Q HQ Eastern Command/Q HQ Western Command/Q HQ Central'Command/Q Northern Command/Q Army Training Command/Q Andaman & Nicobar Command/Q Naval Headquarters (Principle Dte Pers) Air Headquarters (Dte. Jt Dir Canteen Services Copy to : AG’s Branch This has the reference of your letter No. B/45322/112-2004/VIP REF/AG/R&W-1 dated 09 Sept 2004. Reference Army Order 32/84 and our letter No. The above instructions may be promulgated to all concerned. be authorised canteen facilities (excluding liquor) 3. With immediate the following two categories of widows are authorised canteen facilities. 2004 SUB : CANTEEN FACILITIES FOR WIDOWS OF BATTLE CASUALTIES 1. 2. be authorised canteen facilities (including Iiquor) b) Widows of service personnel. 96003/Q/DDGCS dated 1/10/99. (R S Khatri) Lt Col. This has approval of competent authority. a) Widows of service officers (Incl Hony/SSC/EC/Commissioned officers) who get remarried and continue to draw pension from detence service Estimates. Org) HQ DG NCC HQ DGBR Coast Guard (AD) 14 Oct. 4. URC Manual – 2008 • 138 .Tele 23092347 Quartermaster General’s Branch Dy Dte Gen Canteen Services Army Headquarters New Delhi-110001 No. who get remarried and continue to draw pension from Defence Service Estimates. certain important issues are clarified as under : a) As per the existing policy the dependants of serving / retired personnel comprises of his wife and dependant children. who do not fall within the laid down definition of dependents. b) In case of deceased un-married personnel either of parents are considered as dependant for the purpose of availing canteen facilities. 96010/Q/DDGCS Headquarters Southern Command Eastern Command Western Command Central Command Northern Command Army Training Command Andaman & Nicobar Cornmand Naval Headquarters Air Headquarters DG NCC DGBR Coast Guard CSD FACILITIES TO THE DEPENDANTS OF SERVING PERSONNEL 1. 16 Church Road New Delhi-110001 17 Sep 2003 No. However. In this regard the definition of the dependants of Serving / retired personnel is clearly given in AO 32/84. c) CSD facilities can be availed by the dependants of serving / retired personnel if they are issued dependant cards by the Fmn / Units. URC Manual – 2008 • 139 . Complaints have been received regarding availing of CSD facilities by the dependent of Serving / retired service personnel and family of deceased personnel. 2. Block. Room No.Tele 23092347 Quartermaster General’s Branch Dy Dte Gen Canteen Services Army Headquarter L-1. serving. In order to facilitate these facilities to genuine serving / retired personnel and their families. Fmn HQs may carry out surprise checks to ensure the above. there is a need of proper procedures to be formulated at Unit level while issuing the dependant cards only to entitled personnel. 5. The dependant cards issued by each Fmn/Units must be renewed annually. (RS Khatri) Lt Col Jt Dir CS URC Manual – 2008 • 140 . 4. retired personnel from the three services Dependants of retired civilian are not entitled canteen facilities? c) Does the name of the dependant published in Unit Part II Orders? d) Is the parent of the dependant dead or alive? e) Does the dependant also has a Medical Card? The above may please be disseminated to all concerned.3. There is a need to carry out detail scrutiny on the following before issue of a dependant card: a) Is the dependant financially below laid down limits? b) Is the dependant parents. Tele 23092347 Quartermaster General’s Branch Dy Dte Gen Canteen Services Army Headquarter New Delhi-110001 24 Oct. 2005 No. 96003/Q/DDGCS NCC Gp HQ Canteen Valencia, Kankanady Mangalore-575002 CLARIFICATION REGARDING CSD FACILITIES TO RETIRED OFFICERS 1. 2. Reference your letter No. 23/1-3596/cant/05 dated 21 Jul 2005. As per policy all ranks, who have served for minimum 5 years in Armed Forced are authorised canteen facilities or personnel who are in receipt of Medical disability pension attributable to military service are also authorised canteen facility without any service limit / restriction. (RS Khatri) Lt Col Jt Dir Canteen Services Copy to : Canteen Stores Department Adelphi 119, M.K. Road, Mumbai. URC Manual – 2008 • 141 Tele 23092347 Quartermaster General’s Branch Dy Dte Gen Canteen Services Army Headquarter New Delhi-110001 12 March 2003 No. 96003/Q/DDGCS Headquarters Southern Command Eastern Command Western Command Central Command Northern Command Army Training Command Andaman & Nicobar Cornmand Naval Headquarters (Dte of Pers) Air Headquarters (Dte of Org) DG NCC DGBR Coast Guard EXTENSION OF CANTEEN FACILITIES TO EX-GENTLEMAN CADET 1. 2. Reference this Dte policy letter No. A/66622/III/Q/CS dated 24 Jun 1986. With immediate effect all ex Gentlemen Cadet, who are in receipt of disability pension are also entitled to canteen facilities including Liquor at par with retired officers of three Defence Services. This has the approval of competent authority. The above instructions may be promulgated to all concerned. (T Sambaiah) LT Col Joint Director Canteen Services Copy to : CSD HO Mumbai File No. 96015/O/DDGCS URC Manual – 2008 • 142 3. 4. MINISTRY OF DEFENCE (FINANCE) DAD (COORD) Subject : Local purchase of stationary and other articles through Canteen Stores Department of Ministry of Defence. 1. The question of local purchase of stationary and other articles by units/formations of the Services, through Canteen Stores Department was under examination in the context of DMR&F’s Order No. 20 (1)/88/D (S & E), dated 12/10/1992, stipulating inter alia that Central Government Offices were not authorized to make local purchase of stationary and other articles through CSD. The Department of Personnel & Training have now clarified that with the promulgation of new General Financial Rules, 2005 the earlier instructions of the DOP&T on the subject are no longer applicable. The purchase of stationary and other articles for office use is now regulated under GFRs, 2005. A clarification issued in this regard by the Ministry of Finance vide their O.M. No. 1/12/E.II (A)/94, dated 29.7.2005 is enclosed. In view of the above clarifications, the items pertaining to ACG and other items available in CSD can be purchased by units/formations on a competitive basis by including CSD. This would ensure that cost effectiveness of CSD is availed of by units/formations instead of procuring such items from sources which may not be cost effective, apart from concomitant inconvenience in far flung areas. To this extent, the instructions in the aforementioned letter of 12/10/1992 would stand modified. Defence Secretary & Secretary (Defence Finance) have approved. 2. 3. 4. (S. N. Misra) Jt. Secy. & Addl FA (2301-2204) VCOAS VCAS VCNS CISC CGDA MoD(Fin) I.D. No.27(68)/C/2000, dated 4/10/2006. Copy for information to : 1. Director (Q) 2. GM, CSD, Mumbai 3. Director (Fin/Q) URC Manual – 2008 • 143 Tele 23092347 10 Mar 2005 No. a consolidated list of entitled categories of personnel for canteen facilities is forwarded herewith. Mumbai Coms Sectt QMG Br/QI (E) OGBR ORNCC For Information Mean URC Manual – 2008 • 144 . 2. 96003/Q/DDGCS ARMY HQ / QUARTERMASTER GENERAL’S BRANCH (CANTEEN SERVICES DIRECTORATE) CSD FACILITY : LIST OF ENTITLED PERSONNEL 1. (RS Khatri) Lt Col Jt Dir Canteen Services Min of Def / Fin Copy to : CSD HO Alongwith a copy of list as above. As desired. 5(1) / QB-03 dated 08 Feb 2005. Reference your OM No. iii) Gallantry award winners 8. Personnel with disability attributable to Military service. 3. Who are in receipt of retention free from Defence Service Estimate During Non Training Period Who are in receipt of retention fee from Defence Service Estimates 10. Who are in receipt of disability pension are entitled to canteen facilities including liquor at par with retired officers of three Defence Services. Released from service honourably as a result of reduction in establishment or after completion of specific period of engagement or on medical ground attributable to Military service. Getting pension from CSD funds (Excluding liquor) i) ii) Having a minimum of embodied service of 15 years. Ex Recruits Ex-Gentlemen Cadet Who are in receipt of disability pension are entitled to avail canteen facilities including liquor. Category Ex-Servicemen i) ii) Authorised when Retires at own request (should have minimum 5 year of Services). 11. Ex ECO’s/SSRC officer on the reserve list Reservists Personnel of Ex-States Forces URC Manual – 2008 • 145 . 1. Ex-GREF Personnel Ex-DSC Personnel Ex Coast Guard personnel Ex-Personnel of P & T Deptt Personnel (APS) Retired CSD employees Ex TA Personnel Same condition applicable to on ex-servicemen Getting pension from Defence Service Estimate Getting pension from Defence Service Estimate Having minimum 10 years Service in APS or who retired directly from APS itself without reverting back to their parent Deptt.AUTHORISATION OF CANTEEN FACILITIES EXSERVICEMEN / RETIRED PERSONNELS S. 6. 5. 12. 4. 2. 9. No. 7. Family of Deceased Service Officer Unmarried personnel who are killed in Military operation/aid to civil authorities / counter insurgency / internal security duties or due to accident while on duty are entitled all canteen facilities including liquor. 16. 22. 17.13. All canteen facilities including liquor / AFD items during service period At par with three Defence Services during service period All canteen facilities including liquor / AFD item Attending Courses of instructions in our training Establishment Having minimum of embodied service of 5 years All canteen facilities including liquor during service period All Canteen facilities including liquor authorised so long as they remain under the operational / administrative control of the Army 14. Navy and Air Force Serving Coast Guard Personnel All serving GREF Personnel Foreign Military Personnel Personnel of Territorial Army Assam Rifles Police Battalions / BSF / CR PF 15. Who are in receipt of pension from Defence Services Estimates including liquor. 18. Canteen Facilities (Excluding liquor) also either of the parents of deceased Unmarried Defence Service Personnel are entitled to purchased of four wheeler. URC Manual – 2008 • 146 . 21. Who are in receipt of Pension from Defence Service Estimate are entitled for all facilities excluding liquor. Widows of Officers including Hony Commissioned Widows of JCO’s/ ORs Dependent Parents of Serving / Retired Defence Personnel All Serving personnel of the Army. 23. 19. 20. 27. 28. Music System etc) through CSD All are entitled to purchase two wheelers through CSD URC Manual – 2008 • 147 . TV. 26. – do – All entitled to purchase AFD items (Refrigerator.24. Canteen Facilities NCC Personnel a) Whole time NCC Officers b) Associated NCC Officers c) Under Officers / Sgt Major Instructors employed on part time or whole time basis d) NCC Cadets during period of training either in annual camp or by attachment to regular Army Units e) Ex-Gentlemen Cadet Serving Defence Civilians Serving Civillians employees of URCs All Ranks / Serving / Retired All Ranks / Serving / Retired All canteen facilities including liquor / AFD All canteen facilities except liquor / AFD – do – – do – 25. During Service all facilities less liquor – local taxes as applicable will be levied. 06. 96036/Q/DDGCS dated 19 Dec. The policy lays down 75% of the net profit of URCs (ESM). Minutes of Army Commander’s Conference held in Oct. This is in variance to the Minutes of Army Commander’s Conference which. Policy letter on distribution of canteen profits duly approved by COAS was issued.Tele 2309 2563 Integrated HQ of MOD (Army) Quartermaster Generals’ Branch Dy Dte Gen Canteen Service Army Headquarters New Delhi . a feed back from all Commands was requested in which their views specifying any further changes required in the policy were sought. 2007 No. 06 No. 3. Reference this office letter No. envisages this ratio to be of 80 : 20. 2. On receipt of a querry from one of the Commands on this variation. 2006. 05 Jun. 96036/Q/DDGCS Headquarters Southern Command (Q) Eastern Command (Q) Western Command (Q) South Western Command (Q) Northern Command (Q) Army Training Command (Q) Andaman & Nicobar (Q) HQ DG NCC (F&A) HQ Assam Rifles Coast Guard (AD) HQ DGBR (Q) DISTRIBUTION OF CANTEEN PROFITS 1.110001. 00251/Oct 06/Q1 (A) dated 21 Nov. 4. URC Manual – 2008 • 148 . towards designated command welfare fund and 25% for creating/improving local facilities by the Unit/HQ (running the URC). Sub para 8 (a) Amend para to read as follows “Judicious distribution of Ex-Servicemen to various canteens”. The amended para 7 (c) shall read as under “URC (ESM) 75% of the net profit to be deposited in designated Command Welfare Fund and 25% to be utilized by the HQ/Unit responsible for running the canteen. it is recommended that Para 7 (c) be suitably amended. Therefore. 75% of the net profit deposited in designated command welfare fund should normally be used for activities/facilities and welfare measures for ex-servicemen. Singh) Brig Dy.” 7. (I. P. Amendments : 6. Canteen Services URC Manual – 2008 • 149 . Dir Gen. However this 75% profit to command welfare fund and 25% for creating/improving local facilities by the unit running the URCs does not specify utilization of the amount deposited in command welfare fund for the facilities / welfare measures of ex-servicemen. The requisite feedback has been received from majority of the commands and all of them have agreed with the policy letter issued on the subject. no further changes to the policy are recommended and status quo as per our policy at 1 above shall be maintained.5. The matter was once again brought to the attention of COAS who has also approved the same. In order that the policy is not misinterpreted with the passage of time. r. 96209/Q/DDGCS Dte of Accts.Tele 23062347 Integrated HQ Min of Def (Army) Quartermaster Generals’ Branch Dy Dte Gen Canteen Services Room No. Units are independent and function under the aegis of local Stn HQ. You are requested to issue necessary instructions to the URCs. L-I Block New Delhi-110001 21 Aug.t. The indents of liquor should carry the office seal of Stn HQ. 2 / Man Singh – 13120 / URC Manual / 1929 dated 14 Jun 2007 URC Manual – 2008 • 150 . 2007 No. your letter No. Air Headquarters West Block VI RK Puram DRAWAL OF LIQUOR BY URC PROCEDURE THEREOF 1. 16. 2. F. There are certain Military Station where A. (BK-Pandey) Lt Col Joint Dir Canteen Services Copy to : DGM (MS CSD HO Mumbai W. Bicycle Dalda / Refined Oil / Ghee Wrist Watches Cigarettes AFD Category (I) AFD Category (II) Cadbury Chocolates Safety Matches IMFL RUM Tea 5% 3% 3% 1% 2% 3% –– (Only for FOUR WHEELER) 1% –– 1% 10% 10% 5% 1% (m) Beer URC Manual – 2008 • 151 .SUB : PROFIT MARGIN ON GS & LIQUOR ITEMS 1. The Profit Margin for the above subject is as under :RETAIL (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (n) All GS Items Soap & Soap Detergent Etc. (g) Quality complaints. The web site of Canteen Stores Department is available at www.com Dimapur
[email protected] . The details of dealers can also be viewed.csdindia. feedback and suggestion for new introduction can also be done through the web site.com Bangalore bgd@csdindia. Provision for login of URC with username & password will be made available in a phased manner at a later point of time.com Bareilly bld@csdindia. AFD application forms and other details.com Delhi dhd@csdindia. Generic group type. (b) The price and other details of AFD items can be queried as per user requirement. The web site also provides provisions to down load the tender documents. (c) The web site also caters for uploading of tender inquiry details of CSD works/contracts.com Ahmedabad
[email protected] Mumbai Area
[email protected] Calcutta ctd@csdindia. gift scheme etc. 2.com. The web site provides the following facilities: (a) The consumer can get details of a product by either searching on the index No. (e) (f) Provisions have also been made to download forms for new introduction.com Jabalpur
[email protected] Jaipur
[email protected] Masimpur
[email protected] Ambala amb@csdindia. (d) The web site also allows the viewers to browse the monthly bulletins and also download the same.com Bhatinda
[email protected] URC Manual – 2008 • 152 .com Baghdogra
[email protected] CSD WEB SITE 1. E-mail ID of depots Depot Username Agra agd@csdindia. com
[email protected] [email protected] AGM(ACCTS)
[email protected] [email protected] [email protected] Jalandhar Khadki Lucknow Leh Chennai Meerut Misamari Narangi Pathankot Portblair Ramgarh Secunderabad Srinagar Udhampur Vizag B D.com
[email protected] [email protected] AGM(SECY)
[email protected] [email protected] [email protected] AGM(ACCTS)
[email protected] DGM(EDP)
[email protected] [email protected] [email protected] [email protected] DGM(P&A)
[email protected] DGM(F&A)
[email protected] [email protected] DGM(MS)
[email protected] [email protected] User-ID's of the email accounts at HO Appointment e-mail ID GM
[email protected] [email protected] JGM_I jgm1@csdindia. Bari Bikaner Cochin Hissar Mumbai Base
[email protected] AGM(ACCTS)
[email protected] [email protected] DGM(LIF)
[email protected] URC Manual – 2008 • 153 .com DGM(GS)
[email protected] JGM-II
[email protected] [email protected] [email protected] [email protected] [email protected] bbd@csdindia. com E-mail ids of DDGCS/RMs DDGCS
[email protected] RM(South)
[email protected] [email protected] [email protected] RM(East)
[email protected] [email protected] [email protected] [email protected] [email protected] RM(Central)
[email protected] RM(North)
[email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] URC Manual – 2008 • 154 .com RM(West)
[email protected] [email protected](GS) AGM(GS) AGM(LIF) AGM(LIF) AGM(MS) AGM(MR) AGM(EDP) AGM(P) AGM(A) AGM(HRD&L) AGM(E&W) PA(GM) EDP Quality_complaints agmgs1@csdindia. Subsequent provisioning is guided by your preferences. 7. in URCs. CSD passes on its efficiencies into welfare schemes for defence personnel and their families. CSD provides consumer promotion schemes as applicable. URC Manual – 2008 • 155 . CSD ensures after-sales service for all durables. CSD eliminates middle-men’s margins and passes on the benefit to customers in the form of lower prices. 3. 6. Octroi etc are paid. Sales-Tax. 4. CSD label on products signifies a promise of quality that can be trusted. CSD publishes Pictorial Price-List and Monthly Bulletins to empower you in your purchase decisions. newly-introduced items. CSD widens your choice by stocking. CSD ensures complete adherence to quality norms through regular tests and checks. 8. even when all levies like Excise-Duty. CSD ensures provision of quality goods at rates cheaper than the civil market. 2.CHAPTER . 5.16 CSD’S TEN COMMANDMENTS 1. 10. CSD deals only with manufacturers of repute or with national level sole-selling agents. 9. and to your satisfaction. Information on availability of items Against-Firm-Demand (AFD). televisions. To see Pictorial Price-List and Monthly Bulletins. and if such dealers exist in the civil market. published by the CSD. Guarantee cards duly filled. • • • • • • • • • URC Manual – 2008 • 156 . Replacement of faulty products within warranty period.CHAPTER . Proper and efficient after-sales service and CSD’s intervention in case of complaints. signed and stamped by the unit-run-canteen (URC). Food articles with adequate shelf-life. Appointment of dealers for AFD items in your town. in your presence. refrigerators. Visit to the CSD Area Depot once a month on a date fixed by the Station Commander. if it has a major concentration of entitled CSD customers.17 RIGHTS OF THE CSD CUSTOMER YOU CAN DEMAND – • Testing of all consumer durables including electrical appliances. Consumer promotion schemes as applicable. and washing machines. like automobiles. By whom corporated & signatures URC Manual – 2008 • 157 .URC MANUAL RECORD OF AMENDMENTS Sr. Pg No. No. Authority for Amendment & Ref./Nos. Pg No./Nos. No. Authority for Amendment & Ref.URC MANUAL RECORD OF AMENDMENTS Sr. By whom corporated & signatures URC Manual – 2008 • 158 .