FORMALITIES TO BE COMPLETED BY UNIT SECRETARY ON ACCOUNT OF JOINING

OF NEW STAFF

The unit secretary is supposed to perform the following actions in connection with the joining of a new
recruitee.

Take Form ‘K” for new membership, duly filled

Take Membership Profile form, duly filled

Send “Form K”, “Membership Profile form” and “authorisation for deduction of union deduction from
salary and allowances” to General Secretary.

POST RECRUITMENT FORMALITIES OF NEW RECRUITEES

Eventhough the formalities are to be completed by branch manager, our unit secretary will also have to be
aware about the following points

 Letter to the Referee

 Character certificates from two referees
 Letter to the Previous Employer
 Letter to the Present Employer
 Letter to District Collector/Police authorities
 Within two weeks these are to be done and should be reported to controllers.
 Declaration regarding Residential address
 Undertaking regarding Transfer
 Option for LFC
 Letter regarding Close Relatives
 Declaration of Fidelity and Secrecy and Other Rules of Conduct
 Assets & Liabilities Statement
 Caste Certificate
 Documents relating to KYE-Identity proof and Address proof
 MONTHLY AND 4TH MONTHLY REPORT FORMAT

When these formalities are only completed, employee will get confirmed.

PROVIDENT FUND DEDUCTION

 After Six months from date of joining, the employee normally gets confirmed.
 After Six months, PF deduction is to be started.
 If the above formalities are not completed within the time frame, PF deduction may
 get delayed.
 In that case, kindly note to keep the Amount towards PF deduction parked in the
 employee’s salary account.

UNIT SECRETARIES ARE REQUESTED TO PROPERLY FOLLOW UP THESE MATTERS FOR

TIMELY COMPLETITION OF THE FORMALITIES. AS NOWADAYS, MOST OF THE BRANCH
MANAGERS ARE NOT AWARE OF THESE FORMAILITIES.
IR ISSUES SOLVING MECHANISM

At Unit Level

If any IR issue is developed in your branch the executive committee / general body should be convened
on the same day in which issue had arisen.

TO CONDUCT A UNIT MEETING

(1) Unit Secretary should inform all the members,

(2) Unit Secretary should serve a letter on our Letter Head to the Branch Manager requesting for
Permission to Conduct the General Body Meeting of the Unit
(3) Unit Secretary should ensure that on the duplicate copy of the letter, Permission is granted in Writing
by the Branch Manager.

Depending on the nature of issues, the Unit can very well Demand to the Branch Manager to convene a
Staff Meeting to discuss and settle the branch level issues. If the Branch Manager is reluctant to convene
the staff meeting, the Unit Secretary can give a written request to the branch manager to convene the
same.

At RBO Level

 If all the efforts are failed to solve the issues at branch level, the same can be escalated to
RS/AGS.
 They may try to settle the same at RBO level in consultation with HR/AGM.
 Certain issues which have nothing to do with the branch level may also be settled at RBO level.

At AO Level

 Other issues which have nothing to do with RBO level will be escalated to AO.
 Certain issues may require concurrence/control/instruction from AO/DGM
 From AO, certain issues will again be escalated to LHO

QUARTERLY STRUCTURED MEETING AT AO

A mechanism at AO level to resolve the concerns raised by staff union pertains to members

 From AO Module DGM, CM (HR), From RBOs AGMs, HR Managers –representing

management and All the Office bearers of Staff Union coming under AO (Regional Committee)
will be sitting together to discuss issues.
 The date of meeting is given with sufficient time. Module DGS will give the agenda of the
meeting to CM HR, based on the issues raised from RBO level.
 Many of the issues are settled there. Other issues will be included in LHO meeting.

AT LHO/CIRCLE LEVEL

QUARTERLY CIRCLE CONSULTATIVE MEETING AT LHO (C.C.MEETING)

 A mechanism at LHO level to solve issues.
  CGM,CDO, --representing management and all DGS of six Modules , President , General
Secretary ,DGSs of six AOs,
 Any unresolved issues here also, will be escalated to Corporate Cente/Federation.

At Corporate Centre Level

 A mechanism at Corporate Centre, Mumbai. To solve our issues.

 Our Federation (AISBISF) General Secretary/President – representing Staff Union.

Unit Secretaries should develop the practice of informing the changes made in CBS. Then only leadership
will be able to understand the problems our employees face in branches.

AT BRANCHES FOLLOW BILATERALISM

 This should be done in branches, in consultation with the Unit Secretary.
 We should prepare and discuss about the same in our own meeting
 Then present the same to branch manager
 Unilateral implementation of job rotation/work allotment should not be allowed at any cost.
 If done unilaterally, dispute/protest can be raised.

LETTERS BY UNIT SECRETARY

 If orally things are not settled, unit secretary can give in writing
 Copy of all letters should be endorsed to GS/DGS/AS/RS
 In Service Matters / Complicated Matters/Memos etc., consult with GS before giving letters.
 Unit Secretary can send letters to AGM through BM
 Unit Secretary can send Advance copy of letters to AGM.

WRITTEN INSTRUCTIONS

 For all outside duties, members should insist for written instruction.
 For Deputation/Training/one day, half day training etc. /disaster management/ or for going out of
the branch for any official duty, obtain letter from the branch manager.
 Get it with time marked.
 Working on holidays/ working extra time/ filling ATM/CDM/Recycler- also requires written
instructions.
 Usage of Cheque Referred & Returned Register
 Usage of Overtime Register
 Usage of Office Order Register
STAFF WELFARE

The Staff Welfare Fund is sanctioned annually by the Executive Committee of the Central Board of the
Bank.

Local Implementation Committee > composition

 The Branch Manger/AGM/DGM will be the ex-officio president
 In consultation with the Recognised Union & Association, Members are nominated, representing
Award Staff and Officers.
 Accounts of the LIC at branches/RBOs/AOs/LHOs are subject to audit.

SCHOLARSHIPS

The wards of staff members who secure marks as under in Class III and above are eligible for
scholarships from the next class onwards (from Class IV).
Scholarships will be awarded up to a maximum of two children per employee (family)

Applications can be submitted through online, up to 20th March of the relevant year once it made
available for employees in HRMS.

In schools where grades are allocated to children in place of marks, the following pattern is generally
accepted
QUANTUM OF SCHOLORSHIP

TUTION FEES AND ADMISSION FEES

COST OF TEXT BOKS TO SUBORDIATE STAFFS

ADDITIONAL AMOUNT TO DISABLED CHILDREN

CANTEEN AND MISCELLANEOUS FACILITIES

 The three heads, viz., Recurring Expenses, Establishment Expenses for Canteen and Non
Recurring Expenses have been merged under one head name “Canteen & Miscellaneous
Facilities”. The fund allocated under the head shall be utilized for –providing subsidized food
(tea/snacks) from outside the branch/office to the employees on working day and cultural
activities.
 The allocation under the head will be at the rate of Rs.2400/- per employee per annum.
 The fund allocated shall be distributed among the branches/offices by the CWC at LHO as per
employee strength of each branch /office.
 The sports and cultural activities may be organised at RBO level instead of each branch and
adequate fund should be allotted by the CWC out of the above allocation.
 The fund under the head shall not be used for payment of wages to canteen boys.

SILVER JUBILE AWARD

Silver Jubilee Award is given to all the employees on completion of 25 years of service. The quantum of
Silver Jubilee Award effective from 24-08-2016 is Award Staff: Rs. 10,000/-

The award will be in the form of a memento, the intrinsic value of which should not exceed the ceiling.
As far as possible, the award should be bestowed on the day the employee completes 25 years of service.
 In no case should there be a delay beyond one month, in giving the same.
 The Branch Manager should take initiative and under no circumstances the employee should be
asked to apply, make a claim, or purchase and produce receipts/quotations, etc.

PRESENTATION OF MOMENTO ON RETIREMENT

 To every retiring staff member, bank is presenting a memento – preferably a silver article with
suitable legend/inscription.
 Not applicable in the case of Voluntary retirement or Compulsory retirement.

The ceilings effective from 01-09-2016 is Subordinate Staff :: 4,000/- Clerical Staff :: 6,000/-

PAYMENT OF PART EX-GRATIA TO THE DEPENDENTS IMMEDIATELY AFTER THE

DEATH OF EMPLOYEE
W.E.F. 19.03.2016, A new Scheme of Part release of ex-gratia for a uniform amount of Rs.1,00,000/-
irrespective of category/grade of deceased employee immediately after death of the employee, to
Spouse/Dependent children/Dependent parents . Branch Manager is empowered to do this.

DEATH-CUM-ACCIDENT-CUM RETIREMENTBENEFIT SCHEME OF STATE BANKS’

STAFF UNION (KERALA CIRCLE)

 This scheme was formulated during the eighties (1985 or 1986).

 Out of the Monthly Union Subscription, and amount of Rs.60/- is earmarked and separately
accounted for DARBS
 For Retirement we are paying Rs.10,000/- to all the members, irrespective of cadre.
 For Death, we are paying Rs.1,00,000/- ( Rs.10,000/- immediately for funeral and later the
balance is.90,000/- after obtaining the required documents from the heirs.)
RETIREMENT/DEATH RELEIF FROM STAFF CO-OP SOCIETY

 An amount of Rs.15,000/- is paid to the family of the deceased member by the Society as a
measure of relief.
 An amount of Rs.3,000/- is paid to the society member on retirement.
 The entire loan outstanding at the time of death of a member is wiped off from the assets of the
member (thrift fund and share capital). The short fall amount is adjusted from the Family
Benevolent Fund created from the collection by the members.
 The Deceased Family is relieved from the loan outstanding fully.

LEAVE FARE CONCESSION

The concession is applicable to permanent employees, part-time employees on scale wages provided they
have completed at least 11 month’s active service, for visit to any place within India. The employee may
avail the concession for himself and also his family.( see definition).

DISTANCE FOR TRAVEL/ENCASHMENT

Subordinate Staff
For availing LFC under a 2 Year Block, the maximum permissible distance shall be 2500 kms.
(one way * addition). And for 4 Year Bloc, 5000 kms. (One way)

Clerical Staff
For availing LFC under a 2 Year Block, the maximum permissible distance shall be 2000 kms.
(one way * addition). And for 4 Year Bloc, 4000 kms. (One way).

CLASS OF FARE FOR LFC

Subordinate Staff

AC III Tier for the journey by mail / express train

By Steamer – II Class Cabin (*addition)

Clerical Staff

II AC for the journey by mail/express train

By Steamer – I Class Cabin

Advance for the journey to book tickets

The fare permissible under LFC for both onward and return journeys will be advanced to the
employee on submitting an application on Form ‘A’.

Evidence of expenditure and journey undertaken

While availing LFC, the employee shall produce satisfactory evidence of the actual expenditure incurred
either by way of tickets or money receipts (toll paid, entry tickets, hotel bills, fuel bill, food bills etc.) for
both onward and return journeys, giving full details. Also note to submit bills and supporting evidences to
bank immediately on return to bank after LFC with Form B.

Travel by Air
Non Subordinate employee and or his/her family shall be reimbursed the actual air fare or the II AC class
fare by train, whichever is less.
Travel by any mode of Surface Transport
An employee and or family may undertake travel by any mode of surface transport. Employee will be
eligible to claim the Actual expenditure or the Notional Train Fare by the Entitled class for the admissible
distance, whichever is less, within the Overall Entitlement.
Use of Public Taxi for LFC travel
Employee can undertake travel by any public transport or transport (including taxi) operated by approved
agencies/tour operators, with the permission of the bank or motor car owned by the employee with
permission of the bank @ Rs.6/-per km by own car.

LFC ENCASHMENT
An employee can encash the facility for the concerned block. On opting to encash the facility, he will be
entitled to receive a lump sum equivalent to (75% earlier, now 100%) notional train fare for the
admissible distance by the entitled class, subject to deduction of admissible tax at source.

Stipulation of Leave removed

Employees are allowed w.e.f.1.6.2015 the facility of encashing LFC without the requirement of availing
leave for this purpose. (Earlier minimum period of one day)

ENCASHMENT 0F PRIVILEGE LEAVE

WHILE AVAILING LFC

Encashment of PL while proceeding on LFC shall be permitted as under
a) Under 2 year block – maximum 15 days.
b) Under 4 year block – maximum 30 days

OPTION TO CHOOSE THE BLOCK

Every employee shall furnish to the Bank an option letter to opt for the 2/4 year block. The option
exercised will be irrevocable. An employee can change the option within 90 days from the date of the
Bipartite Settlement. If no option is exercised within the stipulated period, the earlier option will continue
to be operative.
STAFF – DEATH CASES CLAIMS – WHAT AND HOW

INTIMATION TO HRMS
Immediately on receipt of information of death of a staff member, the Branch Manager should convey the
same to HRMS and Salary will be stopped from the next day of death.
SALARY SLIP
Take a print out of the deceased employee’s Salary Slip for the month in which the death occurred. Also
take previous 12 months Salary Slips. Note the Liabilities.
STAFF CO OPERATIVE SOCIETY
If Society deduction is seen, the Branch Manager should inform the Society regarding the death. Society
will send the Claim Forms to settle the Assets and Liabilities.
VISITING THE RESIDENCE
A few days after the death of the employee, we have to visit the residence of the employee and meet
spouse and children or other close relatives.
The requirements for settling the claims are to be conveyed to them.
SAVINGS BANK ACCOUNT OPENING
 Open a Staff Family Savings Bank account in the name of the Spouse in a branch which is
convenient to them. If already an account is there, ensure that it is live/kyc compliant and more
important Staff Account with Employee PF No.
 Before opening/amending the existing account, verify the address proofs and identification
proofs, for arriving at the correct address.
 Also ensure the Correct name of the spouse, initial etc with the available identification proofs,
before proceeding.
 If there is any discrepancy in name, corrective measures have to be taken to correct the name
first, by obtaining One and the Same certificate from the Village authorities.
 Collect all Photo Identification and Address Proofs viz., Ration Card, Aadhaar Card, Voter
Identity Card, Pan card etc. and Death Certificate.
 Proof of Date of Birth
 Ask them to obtain a Family Membership certificate from Village office
 Ask them to apply for Legal Heirship Certificate from the Taluk Office.
 Collect Ten copies of Passport size Photo of the Claimant/(s)

NORMAL DEATH CASES

 Hospital Treatment Records
 Discharge Summary
 Medical bills
 Doctor’s certificate
ACCIDENT DEATH CASES
 Hospital Treatment Records
 Discharge Summary
 Medical Bills
 Doctor’s certificate
 First Information Report – FIR
 Post Mortem Report
OTHER INFORMATIONS REQUIRED
 Date and Time of Admission to Hospital
 Date and Time of Death
 Cause of Death
 Date and Time of Cremation/Funeral
  Place of Cremation/Funeral
 Who gave the information of death to the branch
 When was the death information received at the branch
 The Date on which the Employee last attended the branch.
 Details of Medical Leave, if any sanctioned before death date or immediately prior to
 date of death
 In case of prolonged illness/treatment, details of Medical Leave required.
SUBMISSION OF MEDICAL /TREATMENT BILLS
As in the usual manner, the medical bills with all relevant records be collected and applied for
reimbursement. Ambulance bill also should be attached for claim. For submitting the bills, Manual Form
be used, as HRMS may not permit to apply once Death is marked in system.

(1)-GROUP INSURANCE SCHEME BY BANK FOR ALL EMPLOYEES SUPRAR SURAKSHA

GROUP MASTER POLICY /SAMPOORNA SURAKSHA
Group Insurance Scheme for Employees of State Bank of India was introduced w.e.f. 7 th February 2007.
The scheme covers all permanent employees, including permanent part-time employees. For the purpose,
bank has obtained a uniform cover of Rs.2 lacs for all our employees from SBI Life Insurance Co.Ltd.
under “Super Suraksha Group Master Policy”. All permanent employees, irrespective of the cadre, were
covered to the extent of Rs.2 lacs. The premium will be borne by the Bank out of Staff Welfare Funds
allocated every year by the Bank’s Board. The policy will be renewed every year.
Nominee under the scheme shall be the person nominated by the employee for his/her Provident
Fund Account.
A simple Claim form together with death certificate will require to be sent by the branch concerned direct
to the Claim Department of SBI Life. The Claim Form will be duly signed by the Branch Manager where
the employee last worked. All claims must be notified to the company in writing within 3 months of the
date of death of the staff.
From March 2011, for settling the death claims, Claim Form in Original and A Copy of the Death
Certificate duly verified from original is sent directly to SBI Life, Mumbai. From February 2013, the
bank has taken a Graded Group Insurance Cover for staff as

Subordinate : Rs. 3 Lakhs

Clerical : Rs. 4 Lakhs

SBI LIFE – SWARNA GANGA & SUPER SURAKSHA SCHEME FOR STAFF
-a salary deduction scheme
SBI Staff Group Insurance Scheme to protect against the risk of death due to any cause, specially
designed for the staff members of SBI, which provides valuable protection to staff and staff’s family. The
Group Insurance comes under the Super Suraksha and Swarna Ganga Plan of SBI Life Insurance Co. Ltd.

SWARNA GANGA SCHEME - for staff member

Swarna Ganga Scheme is a Group Insurance Scheme under which the monthly contribution includes a
Savings portion.
The Savings portion accumulates with interest and is paid back to the Group Member upon maturity, or to
the Nominee along with the Sum Assured in the event of death.
In case of death due to an accident, double the Sum Assured plus Savings Component with interest will
be paid to the Nominee.
On completion of 65 years of age, Savings component with interest will be paid. On termination of
membership due to resignation or otherwise, Savings component with interest will be refunded.
SUPER SURAKSHA – for spouse of the staff member only
Super Suraksha is a pure life insurance scheme, without any Saving element. The Member’s contribution
is exclusively utilized towards the life cover protection. No return of premium is made at the end of the
terms. In case of death as long as the spouse is covered under the Scheme, the Sum assured will be paid to
the Nominee (employee). In case of death due to an accident, double the Sum Assured will be paid to the
Nominee (employee)

PREMIUM PAYMENT
While in service, the staff member would pay the monthly premium for self and spouse, if applicable, by
way of check-off from salary. After Superannuation, the premiums have to be remitted Annually in
advance, Direct to SBI Life.

CLAIM PROCEDURE
 Claimant’s Statement – Death Claim form page 1 to 6 duly filled
 Employer Certificate – for Death Claim – page 1 to 2 duly filled
 Claimant’s Photo Identification proof
 Claimant’s Residence proof
 Bank Account details of the Claimant
 Death Certificate
 Discharge Summary from the Hospital
 First Information Report (FIR) – in case of accident death
 Post Mortem Report – in case of accident death
 THE ORIGINAL CERTIFICATE OF INSURANCE
 A Covering Letter from the Branch Manager to Claims department of SBI Life
 All the documents should be signed by the Branch Manager with “Verified with
 Original “ seal and all sheets be affixed with branch round seal.
 Prepare two sets of the claim forms and one set be acknowledged by the SBI Life.

LEAVE ENCASHMENT
The Deceased Employee is eligible for encashment of the Privilege Leave balance standing to the credit
of him, subject to a maximum of 8 months / 240 days. The spouse/legal heir can claim the same and it
will be paid to them. Before proceeding, take a Leave Balance Report from HRMS and see that all leaves
are posted correctly. If there is Marked Absence, post the same and then arrive at the leave balance. As far
as possible, while posting pending leaves, Privilege leave should not be touched. If there is no other leave
available to post, then only Privilege Leave be touched . A simple Letter of Request is to be obtained
from the legal heir of the deceased. The Branch Manager should recommend the number of days eligible
for encashment, while forwarding the request to RBO. Kindly note the fact that, there is mistake in
HRMS leave report/leave balance. Leave balance should be manually calculated from the previous
financial year and we should arrive at the correct number of days. Do not depend on “ Accrued PL”
column in Leave Balance Report taken from HRMS. The Branch Leave Register also should be updated.
If there is difference in leave from HRMS to that of Leave Register, correct calculation should be shown
and recommended by the Branch Manager. The payment is to be done by manual debit to Charges
account BGL 98082 (Clerical), 98084 (Subordinate staff) and 98081 (Supervising).

SUPERANNUATION PAPERS
Once the death is marked in HRMS, the Branch Manager only can access the staff portal of the deceased.
Through the BM portal, the Branch Manager has to apply for the superannuation benefits on behalf of the
deceased employee.
The Branch Manager is required to access the PF/PENSION/GRATUITY menus, and has to do the Final
Settlement of the three On Behalf of the Deceased Staff Member.
After applying , all the three be saved.

PENSION –> Four sets of Pension papers are required and Photo should be affixed on all
the sets and the Branch Manager should sign on the photo.

Needs manual filling of columns in almost all sheets.

GRATUITY –> Three sets of Gratuity papers are required and Receipt should be signed with Revenue
stamp. From the print outs, take the relevant one i.e., Nominee’s papers, in the case of death.
Needs manual filling of columns in almost all sheets.
PROVIDENT FUND –> Three sets of Provident Fund papers are required. Here also, take Nominee’s
relevant papers. Annexure 37 should be Stamped for Rs.500/-. Annexure 38
Receipt should be taken with Revenue Stamp.
Needs manual filling of columns in almost all sheets.
OTHER DOCUMENTS WITH SUPERANNUATION PAPERS
 Prepare RBPAS biodata format
 Prepare Declaration of Family Members
 Prepare Salary paid details for the last 12 months
 Copy of Service Sheet
 Copy of Death Certificate
 Copy of Front Page of Pass Book of the Family Pensioner/heirs
 Photo ID proofs
 PF set of forms from HRMS
 Pension set of forms from HRMS
 Gratuity set of forms from HRMS
 A letter of request from the legal heir/spouse requesting settlement of
 superannuation benefits may be attached
 A Covering letter by the Branch Manager enclosing all the above mentioned
 documents and papers, be sent to concerned RBO.
OTHER POINTS TO NOTE
Before sending the sets, check and ensure that all the places which require signatures of the Claimant and
Branch Manager are correctly done. In addition to the number mentioned above, one additional set of the
three may be attached for RBO copy, another set may be kept at Branch as branch copy.
MEDICAL REIMBURSEMENT FACILITIES
I.ANNUAL MEDICAL AID
The reimbursement of medical expenses under medical aid scheme is Rs.2,200/- per annum,
for the Employee and their Family Members/ dependents. (Earlier Rs.2,000/-).
The quota for each calendar year shall automatically get created in HRMS portal in January.
The quota unless claimed, shall remain valid for Carry Over up to 3 Calendar years.
Maximum accumulation in Medical Aid Account is 3 times the maximum permissible on
annual basis.
Case of New Recruits
Reimbursement of medical expenses up to full annual quota is allowed in the first year,
irrespective of the service in that year.
Case of Suspended Employees
Suspended employees getting Subsistence allowance from HRMS system shall also be
eligible for the reimbursement of Annual Medical Aid.
Employees on Unauthorised Absence
These employees whose salary not paid through HRMS, manual application needs to be
taken and forwarded to HRMS for direct payment.
II.IMPROVED MEDICAL AID SCHEME
( 23 SPECIFIED SERIOUS DISEASES)
For the Employee and their Dependent Family Members, 100 and 75 percent respectively,
(NOW 100 %) expenses are reimbursed in respect of 23 Serious Diseases, With or Without
Hospitalisation.
III.HOSPITALISATION SCHEME
 Hospitalisation charges to the extent of 100 percent in case of Self and 75 percent (NOW
 100%) in case of Dependent Members of Family will be reimbursed in case of All Ailments
 and Major Accidents which require hospitalisation.
 Admitted as indoor patient(s) in the hospital in respect of diseases/accidents
 Cases where the patient is admitted as an out-patient and discharged the same day
 after surgical procedures involving advanced techniques may also be considered for
 reimbursement of hospitalization expenses.
HOSPITALISATION – MATERNITY CASES / DELIVERY
 Hospitalisation charges in connection with normal delivery is reimbursable up to Rs.50000/-
 Caesarean cases will be reimbursed under Hospitalisation scheme
 Forceps extraction/FT Vaccum delivery may be reimbursed, under certain conditions.
 Reimbursement of incubator charges will be considered if specifically advised by the
 Pediatrician concerned.
 “Episiotomy” is not a surgical interference but is part of normal delivery procedure
 Reimbursement of medical expenses reimbursable in respect of “incomplete abortion”
 or “abortion and evacuation” operation.
TRANSPORTATION/CONVEYANCE CHARGES
 Ambulance charges for removing the workman or his dependent family member from
 residence to hospital, from hospital to residence on discharge, or from one hospital to
 another hospital will be reimbursed in full.
 Conveyance by Public taxi within the municipal limit - maximum Rs.165/- per trip
 Conveyance by Auto rickshaw within the municipal limit – maximum Rs.85/- per trip
 Outside municipal limit – Rs.6/- per k.., Maximum Rs.1,100/- per trip.
 Shifting from one centre to another centre – Doctor’s certificate needed. If the patient
 is shifted by the ambulance of the hospital, the charges will be reimbursed in full.
 With special certificate, with a view to save the life, taxi charges actually incurred will
  be reimbursed.
Medical Expenses incurred in respect of the following diseases which need domiciliary as
may be certified by the hospital authorities and bank’s medical officer shall be deemed as
Hospitalisation expenses are reimbursed to the extent of 100 and 75 percent for staff and
dependents (NOW 100%)
01) Cancer
02) Leukaemia
03) Thalassemia
04) Tuberculosis
05) Paralysis
06) Cardiac Ailment
07) Pleuresy
08) Leprosey
09) Kidney Ailment
10) Epilepsy
11) Parkinson’s Disease
12) Psychiatric Disorder
13) Diabetes
14) Hepatitis – B
15) Hepatitis – C
16) Haemophilia
17) Myastheniagravis
Page 63 of 175
18) Wilson’s disease
19) Ulcerative Colitis
20) Epidermolysis Bullosa
21) Venous Thrombosis (not caused by smoking)
22) Aplastic Anaemia
23) Psoriasis
24) Third Degree Burns
25) Rheumatiod Arthiritis
26) Hypothyroidism and Hyperthyroidism
Other Points to Note for Domiciliary treatment
 The cost of medicines etc. in respect of domiciliary treatment shall be reimbursed for
 the period stated in the Specialist’s prescription.
 If no period is stated, the Prescription for the purpose of reimbursement shall be valid
 for a period not exceeding 90 days.
 A fresh/new certificate/prescription is needed after 90 days to continue domiciliary
 treatment.
 Expenses incurred on Radiotherapy and Chemotherapy in the treatment of Cancer and
 Leukemia is coming under domiciliary treatment and will be reimbursed.
REIMBURSEMENT UNDER OTHER SYSTEM OF MEDICINE
The Medical Aid and reimbursement of expenses under the Hospitalisation Scheme will
also be available for medical treatment under the recognized systems of medicines viz.,
Aurvedic
Unani
Sidha
Homeopathy
Naturopathy
If such treatment is taken in a clinic/hospital recognized by the Central/State Government.
DEFINITION OF “FAMILY” OF AN EMPLOYEE

For the Purpose of Medical Facilities and Leave Fare ConcessionFamily means….

a) a) The employee’s spouse, wholly dependent unmarried children ( including step children and legally
adopted children), wholly dependent physically and mentally*(*addition) challenged brother / sister with
40% or more disability, **widowed daughters and dependent divorced / separated daughters, sisters
including unmarried / divorced / abandoned or separated from husband / widowed sisters**(**addition),
as also parents***& wholly dependent on the employee***(***& deleted ‘ordinarily residing with’).

Wholly Dependent Family Member means…

b) Shall mean such Member of the Family having a Monthly Income not exceeding Rs.10,000/- per
month (earlier Rs.3,500/-).
c) If the Income of One of the Parents exceeds Rs.10,000/- per month or the Aggregate Income of Both
the Parents exceeds Rs.10,000/- per month , Both the Parents shall not be considered as Wholly
Dependent on the Employee.

A Married Female Employee can include……

d) Married Female Employee may include her Natural / Legal Parents or Parents-in law under the
definition of family, but not both, provided that the Parents / Parents-inlaw are ****& Wholly Dependent
on her. (****& deleted ordinarily residing with).
e) For the purpose of Medical expenses reimbursement scheme, For All Employees, Any Two of the
Dependent Parents / Parents-in-law shall be covered.

“PRE’ – HOSPITALISATION PERIOD

Medical expenses including Diagnostic Charges incurred within 30 days of prehospitalisation period on
Medical Advice, on account of the ailment/disease for which the person was hospitalized, will be
considered as hospitalisation expenses for reimbursement purpose.

“POST’- HOSPITALISATION PERIOD

Cost of Post – Hospitalisation Domiciliary treatment will be reimbursed up to 45 days or as specified by
the Hospital authorities in each case whichever is less.
Extreme cases of prolonged domiciliary treatment on the advice of attending hospital surgeon/physician
may be referred for sanction through proper channel.

NURSING CHARGES NOT REIMBURSIBLE-obtain

Certificate from hospital to get the reimburement
Nursing charges, if any, charged by hospital authorities in respect of days spent in ICU / CCU / Neo Natal
Nursery may be reimbursed on the basis of Certificate issued by the Hospital Authorities. ( Nursing care
was mandatory/was absolutely necessary for the patient). TIME TAKEN FOR SURGERY/OPERTION
The time taken for any operation is very important. On the basis of the time spend for the operation, it can
be classified into three, for the purpose of passing the medical bills.
 Minor Operation :: Less than 1 hour
 Major Operation :: 1 to 3 three hours
 Special Operation :: More than 3 hours
 A certificate from the hospital may be obtained showing the time taken for the surgery and the
same may be submitted while submitting the medical bills.
Domiciliary/Continuing Domiciliary Treatment
The reimbursement on domiciliary treatment shall be valid for a period stated in the specialist’s
prescription. If no period is stated, the prescription for the purpose shall be valid for a period not
exceeding 90 days.

EMPANELLED HOSPITALS
If we take treatment in empanelled hospitals, we can make use of the facility of Direct Payment. The
hospital will submit the medicals bills directly to bank and bank will pay the bill amount to hospital, as
per eligibility criteria. If the empanelled hospital is outside the centre, prior permission is needed to avail
the facility.

Post treatment facility also can be availed in empanelled hospitals.

DIRECT PAYMENT FACILITY/ CASHLESS TREATMENT FACILITY

In order to avail the facility of medical treatment in empanelled hospitals without any
payment, the following points are to be noted.
 A request letter (signed by the employee) from the employee to the branch manager to do the
needful to make use of the Facility of Direct Payment.
 Letter should contain the following details.. (i) Name of the hospital (ii) Inpatient Reference
Number (iii) For whom the treatment is to be taken (iv) the relationship of the patient with the
employee (v) the Employee’s PF No. (vi) the Employee’s Designation (vii) the Employee’s
Autorisation/Undertaking to debit his/her account with the amount in excess of his/her eligibility
(viii) the approximate expenses, i.e. Estimate from the hospital.
 If the employee is not in a position write or sign in the letter, the spouse/dependent can do so.
 While forwarding the letter to RBO/AO, the Branch Manager should Recommend for the same in
the letter.
 If treatment is taking for dependents, an authorization is to be given in the request letter,
permitting/authorizing the bank to debit the employee’s account, the expenses incurred over and
above the eligibility applicable to the employee. The employee should also ensure that there is
sufficient balance in their account so that the bank can debit the short amount for reversing
suspense entry.
 RBO/AO will arrange for issue of letter to the concerned hospital so that the employee need not
make any payment at the hospital.
 After discharge, hospital will send the full bill to RBO/AO directly. RBO/AO will pay the
amount to hospital by debiting the branch concerned through IBTS (inter branch transfer system)
and will send the bill to the branch.
 The Branch will respond the IBTS entry by debiting Suspense Account – Others (98731)
 The employee has to apply through HRMS for medical reimbursement without any delay. When
the bill is passed for payment, the Suspense entry is reversed. Avoid the possibility of long
pending Suspense entries, by applying in hrms immediately on receipt of the bills.
 The short amount in the bill payment is to be made good by debiting the employee’s account.
 In certain cases, it is advisable to obtain an estimate for treatment at the time of consultation
itself.
FACILITY OF ADVANCE FOR TREATMENT
Employee/spouse/dependants can make use of this facility also.
 If treatment is taken in a hospital which is not in the empanelled list, the facility of advance
payment for undertaking treatment can be utilized.
 For this, a certificate from the attending specialist of the hospital is required, and should mention
the nature of illness also.
  An Estimate of the treatment is also required from the hospital in their letter head duly
signed/certified by the doctor.
 This certificate and estimate is to be submitted to the branch where the employee is working with
a request letter by the employee duly signed for sanction of advance amount.
 Usually, the sanctioned advance amount is paid directly to the hospital by the bank.
 Advance upto Rs.3 lacs – AGM empowered to sanction for Award Staff
 Advance more than 3 lacs – AGM sanctions 3 lacs and recommend to DGM for the differential
amount upto 2 lacs and try to seek approval by the fastest mode to avoid any difficulty to the
patient in getting the medical treatment.
 To reduce the instances of making advance payment to hospitals, tie up arrangement for post
payment facility with the reputed hospitals at major centers was introduced.

SUBMISSION OF MEDICAL BILLS ON ACCOUNT OF HOSPITALISATION
For speedy and timely processing of medical bills, the undernoted points need mention.
 Medical bill be submitted through HRMS for payment immediately after discharge/within a
reasonable time.
 In case of long delay, a request letter to condone the delay with valid reasons recommended by
the branch manager may also be send.
 The hard copy from hrms ‘Medical Reimbursement (Supported by Bills)- HRMS Application
Particulars ‘, page 2, put the signature of the employee. Branch manager should also sign the
same at the appropriate place in page 2.
 The print out from HRMS, the Summary and Detailed bills and the Discharge Summary from the
Hospital are needed to process the bill.
 If permission is granted for taking outside treatment, a copy of the permission letter is to be
attached along with the bill.
 If permission is granted for Continuous Treatment, a copy of the sanction letter also is required
with the bill.
 If permission is granted for Domiciliary Treatment, a copy of the sanction letter also is required
with the bill.
 All the bills should bear the Signature of the attending doctor with his name/seal.
 All the bills should bear the seal of the Hospital.
 If Nursing Charge is to be paid, clear mention by the attending doctor on the reverse of the bill/ or
a separate Certificate from the doctor is required, telling that Nursing Care was Absolutely
necessary for the patient.
OTHER THAN HOSPITALISATION
 While submitting medical bills, always attach a copy of the sanction letters- for Domiciliary
treatment/ for Continuous treatment.
 Copy of Doctor’s prescription and certificate is to be enclosed with the medical bills every time.
 Doctor’s certificate should specifically mention the period of treatment/course of medicine.
 In the absence of the period, a fresh certificate/prescription be obtained from the doctor, before
the expiry of 90 days.
 In the case of Continuous Domiciliary Treatment, If the illness is not coming under the Specified
Diseases, after the post treatment period of 45 days, the patient can take a one day admission in
hospital to continue the treatment for another 45 days and the like wise.
GLUCOMETER AND GLUCOSE TEST STRIPS - UNDER IMPROVED MEDICAL AID
SCHEME
The facility of reimbursement of the cost of Glucometer and Glucose Test Strips under the Improved
Medical Aid Scheme introduced in January 2014.
 The facility of reimbursement of the cost of Glucometer and Glucose Test Strips will be available
to all Award Staff who are DIABETIC
 Only one Glucometer during entire career will be allowed
 Maximum amount for Glucometer is Rs.1300/-
 Bank will not provide replacement of Glucometer on account of loss/theft/nonfunctioning etc.
 The cost of Glucose Test Strips will be reimbursed to the employees as per the advice of the
attending Physician/Diabetologist
PERMISSION FOR TAKING TREATMENT
OUTSIDE CENTRE NOT NECESSARY NOW
 The award staff can opt for treatment at any centre of his/her choice for (i) Hospitalization (ii)
Under Improved Medical Aid Scheme for Serious Illness.
 The stipulation of taking Prior Permission for this is now removed, when the treatment is taken in
an Empanelled Hospital of the Bank at any place.
 P&HRD – PM 7/2018-19 dated 7.4.2018
ADDITIONS OF DISEASES/FACILITIES – 1.4.2018
To improve the medical facilities to staff, the Central Human Resources Committee in its
meeting held on 07.03.2018 has decided to include the following additional facilities under
Medical Scheme.
Page 73 of 175
(1) REIMBURSEMENT OF EXPENSES ON VACCINATION TO CHILDREN OF EMPLOYEES
 Vaccination is another way of preventing serious illness or diseases
 Importance is given for this in “Immunisation Programme of Government of India”.
 From birth to the age of 12 years all the required vaccination is covered under the scheme of
reimbursement.
 For details – see—Annexure – A of P&HRD-IR-111/2017-2018 dated 23.03.2018
 These changes effective from 1st April 2018.
(2) NORMAL DELIVERY EXPENSES NOW REIMBURSIBLE
 Hiterto expenses in connection with the maternity are reimbusible only in cases of caesarean
operation or forceps delivery.
 Hiterto expenses incurred on normal delivery are not reimbursable.
 Now, it has been decided that expenses incurred on Normal Delivery shall be
 reimbursed to all employees/officers or their spouse up to a ceiling of Rs.50,000/- in one instance
subject to two deliveries in the entire service period.
 The expenses will be reimbursed on the basis of actual charges or Rs.50,000/-, whichever is
lower.
 These changes effective from 1st April 2018.
(3) REVISION /FIXATION OF CEILING FOR MEDICLAL IMPLANTS
 With technology updation in medical field/treatment, the demand for various implants has gone
up.
 Presently, all requests of implants are referred to Corporate Centre and approval is given on case
to case basis.
 At present, there is no standard rate for reimbursing cost of implants.
 Now, it has been decided that the cost of the implants for different purposes may be sanctioned as
per the actual cost of the implant or the ceiling prescribed, whichever is lower.
 The ceiling prescribed is inclusive of GST and all accessories.
  The sanction related to implants shall be done by the Circle.
 Any Item not mentioned in the Annexure B may be referred to Corporate Centre for further
consideration and sanction.
 For details – see—Annexure – B of P&HRD-IR-111/2017-2018 dated 23.03.20180
 These changes effective from 1st April 2018.

(4) REIMBURSEMENT OF EXPENSES IN CASE OF KIDNEY AND LIVER DONATION BY
EMPLOYEE TO THIRT PARTY/NON-DEPENDENT FAMILY MEMBERS
 At present, medical expenses incurred by an employee/dependent family member onkidney/liver
transplant are reimbursed, which includes the expenses incurred by adonor.
 But, in cases where an employee donates his/her kidney/liver to a third party/nondependent
member, the medical expenses incurred by the employee are not reimbursed.
 Now, it has been decided that expenses incurred by an employee/dependent family member as
donor in case of kidney/liver transplant shall be reimbursed up to a ceiling of Rs.1,50,000/- in
respect of Kidney transplant and Rs.5,00,000/- in respect of Liver transplant.
 The expenses will be reimbursed on the basis of actual charges or ceiling as above, whichever is
lower.
 In case the medical expenses incurred by a donor are covered under any insurance policy, the
Bank shall not reimburse the amount to the extent of insurance coverage.
 These changes effective from 1st April 2018.
 For details P&HRD-IR-111/2017-2018 dated 23 03.20180.