THE ORIENTAL INSURANCE EMPLOYEES� WELFARE SOCIETY

MITTAL BUILDING,4/12 ASAF ALI ROAD,

NEW DELHI.110002.

 

 

REF. NO. HO/OIEWS/CR-5788/2004���������������������� ������������������� ������������������2ND SEPTEBER, 2004

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TO ALL REGIONAL/DIVISIONAL/BRANCH OFFICES

OSTC FARIDABAD/DELHI BASED OFFICES OF GIC

LPA,TAC AND NOTICE BOARD AT HEAD OFFICE/ROS

 

�������������������� RE: PROCEDURE FOR �

�������������������������� 1.ALLOTMENT OF HOLIDAY HOMES

�������������������������� 2. REIMBURSEMENT OF 2ND CLASS RAIL FARE TO

������������������������������ MEMBERS FOR VISITING HOLIDAY HOMES

 

It has been observed by the Society that Offices/Members while forwarding the applications for allotment of Holiday Homes at various Centers as also for claiming reimbursement of 2nd Class Rail fare for visiting Holiday Homes are not following the laid-down procedure, which results in delay.

 

For information of the Members of the Society, we reproduce below the procedure to be followed for allotment of Holiday Home as also for claiming reimbursement of 2nd class Rail fare from the Society:

 

(A) PROCEDURE FOR ALLOTMENT OF HOLIDAY HOME:

 

  1. All applications together with copy of collection receipt for booking of Holiday Homes must be sent by the DO/RO to the OIEWS at 4/12, Mittal Building, 2nd floor,� Asaf Ali Road, New Delhi.110002 well in advance to the Society.� Applications received directly from Branch Offices are not entertained by the Society.

 

  1. To ensure that allotment is confirmed by the Society, a member can apply for six months in advance for booking of Holiday Home i.e. for booking in December, application can be made in June. Members are requested to apply sufficiently in advance particularly for booking during School vacations.

 

In view of great rush of booking for Goa Holiday Home during X-mas and New Year Day, the booking is done in two slots i.e. one from 23rd to 27th December and another from28th December to 1st January and allotment is made by draw of lots.� Applications for the above period are received in Society�s Office upto 30th September.

 

  1. In summer, winter and Dusshera vacations the booking is restricted to a maximum of 5 days instead of 10 days.

 

  1. Holiday Home Booking charges are @ Rs.20/- per day per suite/room per family of member.� In case of Guests @ Rs.40/- per Guest per day subject to a maximum of three (3) guests and no extra suite/room is provided to the member. These charges are not refundable.

 

  1. Holiday Home facility is also provided to retired members, their spouse and dependant children only and the charges is Rs.20/- per day per suite per member�s family.

....2/-

 

 

 

: - 2 - :

 

  1. In case member wishes to claim Railway fare from OIEWS, he has to confirm the same in the form at the time of booking of Holiday Home.

 

  1. Our Holiday Home is strictly for the use of the members and their families.� It has been observed that some of the member visiting Holiday Home accompany unauthorized guest with them.� In this connection please note we have already issued the instructions to the Caretaker/Controlling Offices of the Holiday homes that only the Members of OIEWS are allowed to stay in the Holiday Home strictly on the basis of allotment letter issued by OIEWS HO New Delhi and number of persons allowed should be strictly/restricted to the numbers mentioned in the allotment letter.� The boarders must not violate the number mentioned in the allotment letter.� The caretaker has got every right to disallow the entry of the extra member.� Overwriting or tempering in this regard on the allotment letter is not allowed and it will be seriously viewed.

 

  1. No amount is to be collected by the Controlling Divisional Office in respect of employees visiting Holiday Homes without allotment letter under any circumstances as the allotment is done by OIEWS, HO, New Delhi only.� It may be noted that Divisional Incharge and/or Sub-Committee are not authorised to allot any room of the Holiday Home to any employee without the prior approval of OIEWS, HO.

 

  1. While staying in the Holiday Homes, Members are requested to ensure that:

 

{C}(a)                 During summer season most of the Hill Stations face acute shortage of water.� To avoid wastage of water, members are requested to ensure that minimum water is used and not to use water for washing of cloths during the period of water scarcity.

 

{C}(b)                 Members carrying children must carry rubber cloth with them.� Negligence in this regard should be treated intentional offence on the part of the boarders.� Remember �you are leaving behind through your negligence unhygienic bed to the next unfortunate boarders.�

 

{C}(c)                 The OIEWS and the Caretaker are not responsible for any loss of cash or valuable of the boarders.� The boarders are requested to carry with them their own lock and key and basic requirements.

 

{C}(d)                 Persons suffering from contagious disease are strictly prohibited in the Holiday Home.

 

{C}(e)                 For any loss or damage of the articles of the Holiday Home as certified by the Caretaker, the applicant must bear the cost of repair or replacement which will be settled by OIEWS.

 

{C}(f)                   The Members are requested not to cause disturbance to the other members at night or any other time during their stay.

 

{C}(g)                 Members are requested to see that proper standards of cleanliness and hygiene are maintained at the Holiday Home.� They should leave the Holiday Home in the condition they would like to find while occupying.

 

....3/-

 

 

 

 

: - 3 - :

 

(B)REIMBURSEMENT OF 2ND CLASS RAILWAY FARE:

 

  1. For claiming reimbursement of 2nd Class Railway fare as per rules of the Society, the member must have:
    1. Prior sanction is obtained for claiming reimbursement of rail fare from the OIEWS at the time of availing Holiday Home facility.
    2. Minimum period of stay at Holiday Home should be 5 days duly substantiated by a certificate issued by the Caretaker of the Holiday Home.
    3. Member claiming reimburse of 2nd class rail fare or its equivalent (including surcharge, reservations/sleeper charges, if any) by the shortest route or hills station concession fare must apply on the prescribed form along with a proof of travel (Attach Photostat copy of train ticket, distance traveled and fare paid for each head for onward and return journey.
    4. Members using other mode of conveyance (other than train) shall have to submit original tickets or receipts, failing which no reimbursement will be paid.
    5. In case any member travels in his own car then he has to submit the Photostat copy of the Registration Certificate showing the vehicle in his/her name on in Company�s name duly attested by an Officer Incharge along with the original bills of petrol. The reimbursement will be made of 2nd class rail fare or its equivalent by the shortest route subject to maximum limit of Rs.750/- per family member.
    6. The reimbursement of 2nd class rail fare or its equivalent by the shortest route is payable in respect of Member, spouse and two dependent children upto maximum 1500 KMs (each way) subject to maximum limit of Rs.750/- per family member once in a block of two years (present block year 1.4.2004 to 31.3.2006) when a member visits holiday home on any type of leave i.e. PL/SL/CL provided it is not claimed under Company�s LTS Rules.
    7. Reimbursement of railway fare for visiting Holiday Home is not allowed to retired members.
  2. In case, a member wishes to cancel his/her booking, he/she should inform the Society sufficiently in advance so that the booking cancelled can be allotted to some other member.� However, on cancellation of booking, no refund/adjustment/rescheduling of dates is allowed.

 

  1. For claiming reimbursement of Railway Fare, concerned controlling Divisional Office/Member must ensure that:

{C}(a)              Apply on the prescribed format (specimen attached) duly completed both sides and signed by the member showing name and age of the persons who had availed the facility, date of onward and return journey, mode of travel, distance traveled (to be shown in kilometers), and fare paid for each head duly verified and recommended by Divisional Incharge.

{C}(b)              Reimbursement of IInd class fare is allowed only to the member, and his/her family(spouse and two dependent children), which does not include Brother/Sister/Dependent Parents/Guardian.

{C}(c)                                                           Attach Photostat copy of Train tickets, if traveled by train.� In case other mode of travel is used attach original tickets/bills/receipts.� If traveled by own car, attach attested copy of RC and original petrol bills.

{C}(d)                                                           Original Certificate of the Caretaker substantiating 5 days stay in the Holiday Home.

{C}(e)                                                           Claim form along with related documents are sent through proper channel only.

 

We therefore, request you to follow the above procedure while forwarding the papers to OIEWS so that we can process the claims at the earliest.

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�������� ( RAJESH SHARMA )

SECRETARY �OIEWS,HO

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