Standards of Operating Procedure (SOP) on membership of professional bodies and reimbursement

Standards of Operating Procedure (SOP) on membership of professional bodies and reimbursement

No.E(G)/2012/FE-01-3(SOP), dated 21.08.2012

Sub: Standards of Operating Procedure (SOP) on membership of professional bodies and reimbursement of membership fee.
Ref: Board’s letter of even number dated 13.07.2011

1. Several instructions have been issued from time to time on the subject of recognition of reputed professional Institutions/societies (both National and International) and on the procedures, terms and conditions governing such a reimbursement with an object to encourage Railway personnel take membership and avail of reimbursement to the tune of 90% of membership fee.

2. The question of having a self-contained booklet on the subject which provides for the relevant guidelines in the summarized form and providing therewith interpretations of the intricate instructions/orders pertaining to the subject was under consideration for quite some time. A booklet as Standards of Operating Procedure (SOP) in bilingual form has been prepared on the subject and is enclosed which may facilitate smooth implementation of the policies on the subject.

3. The booklet must not be used as a substitution to the original instructions but to be used only as guidelines/handout.

4. Wide publicity may be given at all relevant levels.

5. This issues with the concurrence of Finance Directorate of the Ministry of Railways.

Standards of Operating Procedure (SOP) on Membership of Professional Institutions Societies and Reimbursement of Membership Fee.

Introduction:-
Many a times there has been filed an urgent need to have a booklet giving the relevant details on the subject of “Recognizing of Professional Institute/Societies for Membership by Railway Officers/Supervisors and Reimbursement of Membership Fees”. Though there are issued several instructions on inclusion of professional Institutions/Societies it is pertinent to have a consolidated list of such recognized Institutions and the relevant instructions governing recognition and reimbursement of fee with the due regard to the terms and conditions of taking membership and claiming reimbursement thereof. It is in this direction a small effort has been placed into action to prepare the instant booklet giving the essence of the relevant instructions as Standards of Operating Procedure (SOP) in a summarized form which will enable the end user to be clear of the rule position on the subject and facilitated smooth implementation of the instructions.
It may be noted that the booklet must not be used as a substitution to the original instructions but to be used just as a handout outlining the gist of instructions issued so far. It must not be quoted anywhere and in case of any doubt the original instructions may be referred to. Any change or addition will be interpolated suitably as and when necessary.
Genesis of the policy:
The railway Accident Enquiry Committee, 1978, in their recommendation No.67 contained in Part-II of their Report, had recommended that “encouragement should be given to all officers and supervisors to take up membership of technical and professional Institutions and Societies in this country as well as abroad and membership fee and subscription paid by such Officers/Sr. Supervisors should be reimbursed”.
The above Recommendation of the Committee was accepted in principle by Railway Board. Initially, the facility of 90% reimbursement of membership fee was extended only to the principal HODs and principals of Technical Institutions for taking up membership of one professional National and one International institution/society. Subsequently keeping in view the fast pace of technological advancement, the indispensability of professional management aptitude in every human constituent, the wast dependency on the uses of ICT the scheme/facility, of allowing membership in reputed professional institutions/societies, has been under continuous review by Railway Board and gradually other categories of Railway Officers/Sr. Supervisor has been brought under the ambit of the scheme/facility with the objective of creating better human asset for Organization Development by way of encouraging for self learning and development.
Present policy:
Railway Officers from the level of Sr. Supervisors and Pay Scale Rs.7450-11500 and Rs.6500-10500 (both pre-revised) and above are entitled to take membership in professional institutions/societies of both national and international level and have the membership fee reimbursed to the tune of 90% of the membership fee subject to the laid down conditions given below.
Eligibility:-
For taking membership:
1. Any serving Railway officer in the Pay Scale Rs.7450-11500 and Rs.6500-10500 (both pre-revised) and above.
2. Offices in JA grade and above can take up membership of a maximum of five professional National/International Institutions/Societies of which not more than two can be International professional Institutions/Societies.
3. Officers below the level of JA Grade and up to Sr. Supervisor in the grade of Rs.7450-11500 and Rs.6500-10500 (both pre-revised) are allowed to take membership of two professional Institutions/Societies of which not more than one can be International.
For reimbursement of membership fee:
Reimbursement to the tune of 90% of the annual or life membership fee paid by the officer can be made.
Sanctioning Authorities:
General Managers have been delegated powers to sanction 90% reimbursement of membership fee to officers of JA Grade and above up to a maximum of three professional Institutions/Societies of which not more than one can be International.
In respect of officers below the level of JA Grade upto Sr. Supervisor in grade of Rs.7450-11500 (RSRP) and Rs.6500-10500 (RSRP), the General Managers have been delegated power to sanction 90% reimbursement of membership fee in respect of two professional Institutions/Societies including the International institution.
In the case of officers/Sr. Supervisors who wish to take the membership of professional Institutions/Societies beyond the limit of three Institutions/Societies (for JA Grade and above) and two institutes/societies (in case of officers below JA Grade and upto Sr. Supervisors) (which can be sanctioned by the General Managers), prior approval of Railway Board would be necessary.
Procedure
On being satisfied of the justification/relevance and other requirements such as receipts etc. of such membership the claims are considered for reimbursement by the competent authorities. In case of membership claim beyond the limit stipulated for the GMs, in deserving cases, Railway Units may send proposals to Railway Board in consultation with their FA&CAO along with General Manager’s recommendation for seeking sanction of Railway Board.
Terms and Conditions:
Conformation of membership to the numbers limit i.e. 05 for officers about JA Grade and 02 for below JA Grade and upto Sr. Supervisor.
Conformation to the sanctioning authority stipulation i.e. 03 for officers about JA Grade and 02 for officers below JA Grade and up to Sr. Supervisor by the concerned GM and beyond that the Railway Board.
Conformation to maximum limit of membership of International Institutions i.e. 02 in case of JA Grade officers and above and 01 for officers below JA Grade and upto Sr. Supervisors.
Reimbursement to the tune of 90% would be admissible in respect of both, annual as well as life membership of National/International Institutions/Societies.
Reimbursement (90%) of membership fee is admissible only in respect of annual/life membership fee and no reimbursement is admissible in respect of the amount paid by the officers/Sr. Supervisor other than membership fee like registration fee, admission fee, etc.
Conformation to the requirement such as original received (cash payment/card payment/Net payment), certification by HODs or as the case may be in regard to relevance of such membership etc.
The facility has not been extended to the retired Railway personnel.
Relevance of membership shall be evaluated as far as possible, with respect to the existing as well as possible future sphere of responsibilities.
Important Note:-
1. Proposal for recognization of Institutions/Societies are take up either on receipt of the same from any individual or department or suo-Moto.
2. While proposing for enlisting the Institutions both National and international the following aspects are examined;
Reputation of the organization
Amount of fees
Usefulness to Railway Personnel (to his/her sphere of responsibilities) and to the organization
Relevance of the field in the present scenario
Proportion in the list of existing enlisted Institutions, and
Financial implications
Recognized professional institutions/societies as on date:
In order to encourage Railway personal in the entitled level/grade to take up membership of reputed professional Institutions/societies from different disciplines, Railway Board have, till date, recognized 77 professional National Institutions/Societies and 56 professional International Institutions/Societies from different discipline to choose from.
List of such professional Institutions/Societies (national and international) are given as Annexure-‘A’ and ‘B’

ANNEXURE-A
List of Professional Institute/Societies (National)

[(*) Names of these institutes changed vide RBE No. 156/2015]

ANNEXURE-B

List of Professional Institutions/Societies (International)

Download Railway Board Circular dated 21.08.2012

Forward reference⇒RBE No. 156/2015, RBE No.01/2018