Category: Rule 38

Rule-38 : Inter Circle and Intra-Circle transfer of officials in TN Circle

Rule-38 : Inter Circle and Intra-Circle transfer of officials in the cadre of PA /SA / MMS SA / Postman /Mail Guard / MTS – TN Circle Order dtd 02/04/2024

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Guidelines for regulate transfers under Rule-38 transfer for March-2024 transfer Cycle.

X-12/6/2021-SPN-II-DOP-Part (1)
Government of India
Ministry of Communications
Department of Posts
Personnel Division

Dak Bhawan, Sansad Marg,
New Delhi – 110001
Dated: 27 March, 2024

To,
a) All Chief Postmaster General / All Postmaster General
b) Chief General Manager, PLI/ Parcel / BD Directorate
c) Chief General Manager, CEPT/ Director RAKNPA / Director of all PTCs
d) Addl. Director General, Army Postal Service
e) All General Manager (Finance) / Director Postal Accounts / DDAP

Subject: – Guidelines for transfer to regulate transfers of Group ‘C’ officials, Group ‘B’ (non-gazetted) officials and Assistant Superintendent of Posts (Group ‘B’ Gazetted).

Madam/Sir
Rule 38 transfer approved list for March 2024 transfer cycle will be released very soon. Keeping in view the General Election, 2024, the Competent Authority has decided that officials figuring in the approved list of transfer in the March 2024 transfer cycle, both intra-circle and inter-circle transfer, shall be relieved only after 05.06.2024. The 30 days period of relieving time will be counted w.e.f. 06.06.2024.

2. Above decision is one time measure and shall be applicable for March, 2024 transfer cycle only.

Yours faithfully,
Vangara Prasad
Assistant Director General (SPN)

Copy for information to: –
i. Sr.PPS to Secretary (Post)/Director General Postal Services
ii. PPS/PPS to Members of Postal Services Board
iii. Sr.DDG (PAF), Dak Bhawan
iv. Portal Upload team, CEPT for uploading this letter on India Post Website.
v. Office Copy/ Guard File

Employees Corner Link- Click Here

Department of Posts issued necessary instruction on incorrect Data entry, Discrepancy applying in Rule 38 Online web based application

Web-based application for processing of request for transfer under Rule- 38 was launched on 30.09.2022. Employees are now able to see their status including other details viz. service particulars, date of application, units requested for, grounds on which transfer is sought, etc in their respective login pages.

Directorate is in receipt of various communications wherein employees have raised issue related to incorrect data entry related to date of application,requested units, etc

Employees are advised to verify their details. Factual discrepancy, if any noticed, may be brought to the notice of their respective Circle Office by making a formal written request latest by 20.10.2022.

Circle Office after receipt of such request shall examine and verify with details available in physical transfer application of the official. In cases where the contention of the employee is not correct, a reply may be sent to the employee. However, wherever the discrepancy pointed out requires correction,
Circle Office should communicate the details of required corrections to Directorate latest by 30.10.2022. It shall be incumbent upon the Circle Office either to reject the request of the official or to send details to Directorate for corrections.

All stakeholders are hereby informed that due to factual corrections in the database as above, there may be variation in the present priority / waiting list position.

It should be noted that the above timelines are final and discrepancy brought to the notice after the timelines either by individual employee or the concerned Circle Office will not be entertained, and no further opportunity will be provided in this regard.

Instructions to Employee for submitting online application for Transfer under Rule 38 – How to Apply Online

Department of Posts has introduced automated process for receiving / processing transfer requests under Rule-38 of Postal Manual Vol.IV. Presently, this facility is available for the ASP/IP/PA(CO/RO)/PA(SBCO)/PA(FPO)/PA (PO)/SA/Postman/Mail Guard/MTS cadres of all Units.

Step wise procedure for submitting application/acceptance or declination of approved transfer

1. Employee has to login to the portal https://apps.cept.gov.in/rule38requests The following login
   screen will appear.
2. Registration / Login
   • Employee login requires Employee ID and Password.
   • First time user to click on New Registration/Reset Password option. Thereafter, enter
     Employee ID, desired Password and reconfirm Password for Registration.
   • Before Registration of the Password, OTP confirmation is mandatory. OTP will be received on
     the employee’s registered mobile. Mobile numbers have been taken from the available Rule
     38 master data / CSI master data till 25.09.2022. If mobile number not available error occurs,
     then it should be updated by requesting the Divisions to update the mobile number in the
     Rule 38 master data.
   • In case password is forgotten by the employee, request can be made to resend the password
     to the registered mobile number by clicking forgot password link in the login form.
     Confirmation through OTP is mandatory for this purpose.

3. Change Password: Password can also be changed by the employee subsequently once the
   password is set. For this purpose employee should click on the Change Password/Register
   Password link in the login form and proceed to change the password. For this purpose employee
   need to enter the old password and provide the new password and reconfirm the same. OTP
   confirmation which will be sent to the registered mobile number, is required for change of
   password.
4. Application submission:- In the Employee login, application for transfer can be submitted by giving the required information. For this purpose employee is required to click on the Request Form link in the menu.By clicking on the Request Form menu it will display the application form which shows the basic.
5. details of the employee as per the master data and some additional information is required to be updated for the application submission. The following are the details of data:-
   
   A. Non-editable :- Employee ID, Name, Cadre, Home Circle / Unit, Date of Birth, Date of Joining, Mobile Number, and Email ID will be in freezed status and cannot be edited. However, if the employee finds apparent error or want to change Mobile Number, and Email ID, formal request should be made to the Controlling Officer for correcting relevant information.
   
   

B. Information to be provided by the Employee in the following fields:-

• I. Mode of Recruitment: To be entered by the candidate/ editable.
• II. Group: Can be changed
• III. Designation : present post of working to be entered
• IV. Present office of working: Present place of working to be entered
• V. Date from which working in present post: to be entered / editable application will not be accepted within the 1 year from the date of working in the present post
• VI. Applying grounds: To be selected as per the grounds on which the Rule 38 request is sought like PWD/Terminal Illness/Compassionate/None of the above.
• VII. Note: In case of the ground of transfer request being Terminal illness appropriate prescribed document to be uploaded as proof, which will be verified.
• VIII. Type of Rule 38 applied: Inter Circle/Intra Circle: To be selected by the employee. Depending up on the cadres, the type of inter/intra will be freezed, i.e for the circle cadres like ASP/IP/PA (CO/RO)/PA (SBCO)/ PA (FPO), etc., option will be enabled only for the inter-circle.
• IX. No of Rule 38 availed: Information to be provided on the number of previously utilized Rule 38 number of the same kind (Inter Circle/Intra Circle) for which present request is made. For example, if the present request is for inter-circle transfer, the number of inter circle transfer already availed to be given. If maximum admissible number of chances already availed [Presently Two inter-circle transfer (Three in case of PWD)], further application cannot be submitted. Similarly, if the present request is for intra-circle transfer, the number of intra-circle transfer already availed to be given. If maximum admissible number of chances already availed, further application cannot be submitted.
• X. Date of last availed Rule38 Transfer: Date of last availed Rule 38 transfer in the type for which the present request is sought to be entered, i.e. if request is for inter circle Rule 38 and one chance is availed under inter-circle then the date of such inter-circle Rule 38 availed to be entered. Request cannot be accepted within 3 years of availing the same kind of Rule 38 Transfer.
• XI. Opting Circle: if the request type is inter-circle, employee needs to select the Circle where transfer is requested. In case of the intra-circle transfer, this will be freezed.
• XII. Preferences: Depending up on the cadre like PA/SA/PM/MG/MTS, 10 preferences of division choices can be opted, where as for the Circle cadre there is no requirement of opting any preferences.
• XIII. In case ‘Grounds of Applying’ is ‘Terminal illness’, supporting document as proof is to be uploaded before submission.

6) On successful submission of application, Unique Request ID will be generated, which may be noted
for future reference. You may One SMS/email in the registered mobile/email.

7) Wrong Application: Once submitted, application cannot be edited or employee cannot request or
correspond for modifications. In case application is submitted inadvertently or wrong information is
entered, employee can withdraw the application after login. Fresh application can be submitted with
corrected data.

8) Status Check:- Employee in the login can also check the status of application by clicking application
status. No representation shall be entertained for making modification to the registered request. In
case of such requirement, employee can withdraw the application through the “application status”
and submit a new request.

9) After provisional approval of transfer request, in employee login, Accept/Decline option will be
available for a period of 3 days. In case of ‘Decline’, request will not be considered further. However,
fresh application can be submitted. In case, the employee does not Accept or Decline within 3 days,
provisional approval shall be deemed to have been accepted by the employee and accordingly
transfer orders will be issued.

The Web Based Application for processing Rule 38 Transfers has been developed by CEPT. This App will be launched by Secretary Posts on 30.09.2022

A web based Application for processing Rule 38 has been developed by CEPT. The Portal will be launched 30.09.2022 at 10.30 AM by Secretary (Posts)/ Director General Postal Services.

All Heads of Circles are requested to join the event through Video Conferencing. VC link will be shared in due course.

Department of Posts issued a latest circular on 19th September regarding Rule 38 transfer to update email id and mobile number in CSI ID.

While reference to above mentioned subject all employees whose transfer requests are pending for approval and also the employees who intends to make transfer requests in online environment, are required to update their mobile number in CSI system through their concerned unites, viz. Divisions, Region, Circles latest by 21.09.2022.

Online Rule 38 Transfer | Online Rule 38 Transfer trail run on 01st September 2022 by CEPT Mysore | Online Rule 38 Transfer Latest News

As you are aware, a web-based software has been developed by CEPT to automate the processes related to transfers under Rule 38. Various activities related to migration of pending offline transfer requests to online environment was to be completed by all Circle by 20.06.2022.

2. While reviewing progress of migration, it is observed that still second stage activity of marking of ‘Inward Priority Number is yet to be completed. Directorate, vide letter of even number dated 24.08.2022 to keep vacancies ready for feeding in online system to complete the third stage of activity

3. In order to ensure smooth migration of pending requests, Directorate has suspended offline mode for submitting transfer requests w.e.f 01.06.2022 prolong suspension of receiving transfer requests indefinitely.

4. Therefore, all Circles should ensure that marking of priority data entry module be completed by 29.08.2022 (F/N) fail. at the same time all Circles should keep ready the vacancy position for each cadre vacancy will be available to Circles on 30.08.2022 for completion by 31.08.2022 this will facilitate trial run by CEPT on 01.09.2022

5. It should be noted that no extension of timelines mentioned above will be granted and circles should ensure adherence of timelines without fail.