RIGHT TO INFORMATION - Disclosure of information Article 4 (1) (b) of the Right to Information

Act, 2005 in respect of Regional Passport Office, Chennai

Article 4(1) (b) (i): Particulars of organization, functions and duties of the Regional Passport Office,
Chennai

HISTORICAL BACKGROUND
The Regional Passport Office was established at Chennai (formerly Madras) in the year 1955 and was
situated in George Town. In the year 1966, the office was shifted to the Government owned premises at
Shastri Bhavan, Nungambakkam. In September, 2011, the Office was shifted to its own premises at Rayala
Towers, Anna Salai, Chennai 600 002.
Initially, this office was catering to the needs of other neighboring states of Kerala, Andhra Pradesh and
Karnataka. After bifurcation in 1976 and 1983 and 2008, Regional Passport Office, Chennai caters to the
needs of residents of the districts of Chennai, Kancheepuram, Tiruvallur, Vellore, Thiruvannamalai,
Cuddalore, Villupuram, Dharmapuri, Krishnagiri Kallakurichi, Ranipet, Chengalput and also the Union
Territory of Puducherry (Pudhucherry district) .
The issue of passport is a central subject under the Indian constitution and allotted to the Ministry of
External Affairs. It was in 1954 that the first 5 Regional Passport Offices at Bombay, Calcutta, Delhi,
Madras and Nagpur were set up. This necessitated the setting up of a separate organization and the
Central Passport and Emigration Organization was created in 1959 as a subordinate office of the Ministry
of External Affairs. At present there are a total of 37 Passport Offices in the country.

ORGANISATION
This office has a total of 74 officers and staff members.
The hierarchy at the Regional Passport Office, Chennai includes the following stages:-
1. Regional Passport Officer
2. Deputy Passport Officer
3. Assistant Passport Officer
4. Senior Superintendent
5. Superintendent
6. Stenographer
7. Senior Hindi Translator
8. Junior Hindi Translator
9. Assistant Superintendent
10. Senior Passport Assistant
11. Junior Passport Assistant
12. Office Assistant
13. Multi Tasking Staffs

FUNCTIONS AND DUTIES

This office deals with the issuance of passport/ travel document to the citizens of 13 Districts (Chennai,
Kancheepuram, Tiruvallur, Tiruvannamalai, Vellore, Villupuram, Cuddalore, Dharmapuri, Krishnagiri,
Kallakurichi, Ranipet, Chengalput of Tamilnadu and Puducherry).

Powers and duties of the employees of the Regional Passport Office, Chennai-

Article 4(1) (b) (ii) of the Right to Information Act, 2005

Regional Passport Officers are also designated as Head of the Offices. For the smooth running of the
offices, certain financial powers have been delegated to them. The financial powers of employees of
Passport Office have been detailed in Delegation of Financial Power Rules, 1978 and subsequent orders
issued in reference to the delegation of financial Power rules. These powers may be seen at annexure of
delegation of financial rules and Passport rules. Other powers of officers of Passport Office are derived
from the Passports Act. This Act and rules are already on the MEA's website www.passportindia.gov.in.
The duties of officers and employees of the office flow from the Passports Act and Passports Rules:
website www.passportindia.gov.in.
Procedure to be followed in the decision making process, including channels of supervision and
authority

Article 4(1) (b) (iii) of the Right to information Act, 2005

The Regional Passport Office, Chennai follows the rules and procedures indicated in Passports Acts &
Rules as elaborated in Passport Manual 2016 with periodical amendments for decision making in issuance
of passports. The officers from the Superintendent to Regional Passport Officer level (gazette) are
designated as Passport Issuing Authorities (PIA) for issuance of passport and take decisions/actions with
the help of Assistant Superintendents, Senior Passport Assistants & Junior Passport Assistants posted in
the sections in accordance with Passports Act, Passports Rules and Passport Manual 2016. Passports Act
& Rules empower Passport Issuing Authorities (PIA) to impound or revoke passports obtained by
suppression of facts or with fake documents or based on inputs received from the other authorities.

WORK FLOW CHART OF REGIONAL PASSPORT OFFICE, CHENNAI

Passport applications are accepted at 4 Passport Seva Kendras located at Saligramam, Aminjikarai,
Tambaram and Puducherry and 13 Post Office Passport Seva Kendras located at the Cuddalore,
Tiruvannamalai, Vellore, Villupuram, Chennai GPO, Kanchipuram, Tiruvallur, Ranipet, Arni, Dharmapuri,
Krishnagiri, Kallakurichi and Chidambaram, for applicants who have appointments on the time and date
slot booked in www.passportindia.gov.in. Application has to be registered online in the website of the
Passport Seva Project and an Application Reference Number (ARN) has to be generated.,

Passport Seva Kendra’s

Mainly 3 counters are there in PSKs to process application viz.
1. Counter-A
• Receipt of Passport application, Data comparison/modification, scanning, cash collection,
capturing of photograph and biometrics (TCS Staff).
2. Counter-B
• Verification of the Passport application by the Verifying Officer (Government official).

3. Counter-C
• Index checking and Granting the Passport application by the Granting Officer (Gazetted
Government official).

Police verification if required will be initiated electronically once application is granted.

PCC Services are granted and delivered across the counter at Passport Seva Kendra’s, if
clear report is available for the Passport in the System-

Main office
1. Receipt of Police verification report electronically
2. Printing of Passports
3. Lamination of Passports
4. Stamping seal & signature on Passports.
5. Passport delivery through speed post.
6. Review of Adverse police reports and follow up action.
7. Processing of Escalated files/complex cases received from PSKs.
8. Administration and Establishment function.

In other administrative matters, Junior Passport Assistants/ Senior Passport Assistants/ Assistant
Superintendents submit the files to Superintendent who in turn submits it to higher Officer or Passport
Officer for approval or orders. If necessary, matter is referred to the CPV Division, Ministry of External
Affairs for final approval. The office also follows the guidelines issued by other departments, particularly the
Cabinet Secretariat at http://www.cabsec.nic.in, the Ministry of Parliamentary Affairs
athttp://www.mpa.nic.in and the Ministry of Personnel, Public Grievances and Pensions
http://www.persmin.nic.in, Ministry of Home Affairs http://www.rajbhasha.gov.in, Ministry of Finance
http://www.finmin.nic.in and Ministry of Health and family welfare http://www.mohfw.nic.in etc.
Norms set by the Ministry for the discharge of its function
Article 4(1) (b) (iv) of the Right to information Act, 2005
The Regional Passport Office, Chennai discharges its functions as per the norms laid down by the PSP
Division, Ministry of External Affairs, New Delhi. It is our endeavor that all files are disposed of within the
stipulated time frame for issuance of passport subject to completion of documentations and usual checks.
The norms are available at http://www.passportindia.gov.in.

The rules, regulations, instructions, manuals and records held by it as under its control as used by
its employees for discharging its functions-

Article 4(1) (b) (v) of the Right to information Act, 2005

Passports Act and Passports Rules:

These are already available on the MEA's website http://www.mea.gov.in .

In so far as the administrative side is concerned, we uses the following Rules in discharge of its
functions:-

• Medical Attendance Rules

• CCS(CCA) Rules
• CCS (Conduct) Rules
• CCS (Leave) Rules
• General Provident Fund Rules
• Leave Travel Concession Rules
• General Financial Rules, 2005
• Delegation of Financial Power Rules
• House Building Advance Rules
• CCS (Revised Pay) Rules, 1997
• Central Treasury Rules

In addition various Manuals/Circulars etc., issued by our Ministry are also used.

Statement of the categories of documents that are held by the RPO or under its control-

Article 4(1) (b) (vi) of the Right to information Act, 2005

The Regional Passport Office, Chennai holds the following documents:

• The Passports Act, 1967

• The Passports Rules
• Passport Manual
The administrative side of the office maintains files relating to the following:
• Appointments
• Personal files and service book (including leave account) of its employees
• Litigations files
• Procurement of stationery & furniture
• Electricity and water bills
• Circulars and Office Memorandums
• Maintenance of Annual Performance Appraisal Reports
• Republic Day & Independence Day Celebrations
• Progressive use of Official Language files
• Other miscellaneous matters

* The files are retained for the period specified as per record retention schedule prescribed by
Ministry from time to time.
The following documents are held by this office:-

• Ordinary Passport Booklets

• Diplomatic/ Official Passport Booklets
The particulars of any arrangement that exists for consultation with, or representation by, the
members of the public in relation to the formulation of its policy or implementation thereof:

Article 4(1) (b) (vii)of the Right to information Act, 2005

There is no direct dealing with the members of the public in relation to formation of policies or
implementation thereof.
Statement of boards, councils, committees and other bodies consisting of two or more persons
constituted as its part or for the purpose of its advice, and as to whether meetings of those boards,
councils, committees and other are open to the public, or the minutes of such meetings are
accessible for public:

Article 4(b) (viii) of the Right to Information Act, 2005

At the level of this office, one Rajbhasha Kriyanvayan Samiti (Official Language Implementation
Committee) has been constituted to review progress in implementation of Rajbhasha Hindi in day to day
work of the office.

Directory of Officers and Staff of Regional Passport Office, Chennai and monthly remuneration as
on 25/11/2020

Article 4(1) (b) (ix) & (x) of the Right to Information Act, 2005

S.NO. NAME DESIGNATION

1 SHRI. S.KOVENTHAN,IFS RPO
2 SHRI. S.HEMANATHAN DPO
3 SHRI.S. RAVIKUMAR DPO
4 SHRI. R. GANESH APO
5 SMT .S. FARIDHUNISSA APO
6 SHRI. C.CHENDURVELAN APO
7 SHRI. ANOOP ASHOKAN APO
8 SHRI. N.K.SURIYA PRAKASH SR.SUPDT.,
9 SMT. T. THENMOZHI SR.SUPDT.,
10 SMT.V. THULASI SR.SUPDT.,
11 SMT. BEENA S S SR.SUPDT.,
12 SMT.LATHA MAHESWARI SR.SUPDT.,
13 SMT. A.S. LATHA SR.SUPDT.,
14 SMT. S. RAJESWARI SR.SUPDT.,
15 SMT.SOBHA AJAYAKUMAR SR.SUPDT.,
16 SMT.A.R.K.REMA SR.SUPDT.,
17 SMT.VANISREE SRIRAM SR.SUPDT.,
18 SMT.G.RANI SR.SUPDT.,
19 SMT. G.VARALAKSHMI SR.SUPDT.,
20 SMT. SWAPNA.S SUPDT.,
21 SMT. V.INDRA SUPDT.,
22 SHRI. P. MURUGAN SUPDT.,
23 SMT.S.SELVAKUMARI SUPDT.,
24 SHRI.B.SUJITH SUPDT.,
25 SHRI.D.PREMA KUMAR SUPDT.,
26 SHRI.G.MURALI STENOGRAPHER
27 MS.JYOTHI NADONI STO
 28 MS.PARUL RASTOGI JTO
29 SHRI.M.KUMAR ASST.SUPDT.,
30 SHRI.S.SAHAYARAJ ASST.SUPDT.,
31 SHRI.S.V.RAMAKRISHNAN ASST.SUPDT.,
32 SHRI.G.DEVARAJ ASST.SUPDT.,
33 SHRI. PRAVEEN SINGH KAINTURA ASST.SUPDT.,
34 SHRI.P.M.RAMAN SPA
35 SMT. P.MALATHI SPA
36 SMT.V.SHEELADEVI SPA
37 SHRI.A.V.ANANTHA PADMANABHAN SPA
38 SHRI.ASHOK KUMAR YADAV SPA
39 SMT.E. SIVAKAMIAMMAI SPA
40 SHRI. R. DESINGH SPA
41 SHRI.G.K.MALAKONDAIAH SPA
42 SMT. M.SATHIABAMA SPA
43 SHRI.A.C.VELANGANI SPA
44 SHRI. G. VASUDEVAN SPA
45 SMT. A.LALITHA SPA
46 SMT. V.RAMANI BAI SPA
47 SHRI.P.ELANGOVAN SPA
48 SMT. S.ASHA SPA
49 SMT. T.CHANDRA JPA
50 SHRI.R.PRAVEEN KUMAR JPA
51 SMT. M.ELAVARASI JPA
52 SHRI.RANJEET KUMAR VARMA JPA
53 SMT. M. SHAKILA PRIYA JPA
54 SHRI. ABHIRANJAN PRAKASH JPA
55 SHRI. ANSHU KUMAR JPA
56 SHRI. DEEPENDRA SONI JPA
57 SHRI. RAVI RANJAN KUMAR JPA
58 SHRI. AMIT KUMAR JPA
59 KUM. JYOTSNA KRISHNA JPA
60 SHRI. ARBIND KUMAR JPA
61 SHRI. VIRENDRA KUMAR SONI JPA
62 KUM. ARTI KUMARI JPA
63 SHRI.SUMAN KUMAR JPA
64 SHRI. B. AKBAR BASHA JPA
65 SHRI.J.ALEX PAUL JPA
66 SHRI.J.SUTHEESH JPA
67 SMT.D.AMIRTHAM JPA
68 SMT. R.VIJAYAKUMARI JPA
69 SHRI.JOGINDER JPA
70 SHRI. ASHU KUMAR JPA
71 SMT. SELVAKUMARI OA (MTS)
72 SMT. M.LAKSHMI OA (MTS)
73 KUM.B.CHITRA (MTS)
74 SHRI.V.VIPIN (MTS)

In addition to above, 17 Data Entry Operators and 1 Multi Task Staffs are temporarily employed in this
office, whose payment is being made directly by the hiring agency appointed by the Ministry.
Details of monthly remuneration of officers and staff of Regional Passport Office, Chennai

S.No. Category of Officers Number Level of Pay

1 Regional Passport Officer 1 Level 12
2 Deputy Passport Officer 2 Level 11
3 Assistant Passport Officer 4 Level 10
4 Senior Superintendents 12 Level 8
5 Superintendents 6 Level 7
6 Stenographer 1 Level 7
7 Senior Hindi Translator 1 Level 7
8 Junior Hindi Translator 1 Level 6
9 Assistant Superintendent 5 Level 6
10 Senior Passport Assistant 15 Level 4
11 Junior Passport Assistant 22 Level 2
12 Office Assistant(MTS) 2 Level 1
13 Multi Tasking Staff 2 Level 1

Budget allocation to each agency, indicating particulars of all plans, proposed expenditure and
reports on disbursements made.

Article 4(1) (b) (xi) of the Right to Information Act, 2005

Abstract of Revised Estimates 2020-2021 and expenditure

Head Final Estimates 2020-2021 (in Actual Expenditure

thousands)
Salaries 51520 5,08,86,412
Wages 0 0
Overtime Allowance 0 0
Medical Treatment 430 1,78,730
Domestic Travel Expenses 1600 10,96,067
Office Expenses 10330 98,48,978
Postal Office Expenses 7400 60,90,215
Rent, Rate & Tax 2500 19,49,397
Minor Works 0 0
Professional Service 30 7,650
Information Technology 1000 51,172
Swatchta Action Plan 220 5,08,86,412
Total 75030 7,02,08,253

The manner of execution of subsidy program, including the amounts allocated and the details of
beneficiaries of such program ;

Article 4(1) (b) (xii) of the Right to Information Act, 2005

Nil

Particulars of recipients of concessions, permits or authorizations granted by it :

Article 4(1) (b) (xiii) of the Right to Information Act, 2005

Issue of passports to general public.

Travel agents are not authorized to submit the passport applications. The passport applicants have to
appear in person at Passport Seva Kendra/Post Office Passport Seva Kendra and submit the passport
application.
 Details in respect of the information, available to or held by it, reduced in an electronic form: Article

4(1) (b) (xiv) of the Right to Information Act, 2005

All information regarding issuance of passports and status thereof have been uploaded on website
http://www.passportindia.gov.in

The particulars of facilities available to citizens for obtaining information, including the working
hours of a library or reading room, if maintained for public use :

Article 4(1) (b) (xv) of the Right to Information Act, 2005

Citizens can obtain information through the website of the office at http://www.passportindia.gov.in . Apart
from this, Citizens can book an online enquiry appointment and visit the officers on any working day
(except Tuesday). Enquiry can also be made through Telephone at the No. 044-28513640, 044-
28513639. Some of the instructions are also displayed on the notice boards of the Regional Passport
Office.

The Names, designations and other particulars of the Public Information Officers:

Article 4(1) (b) (xvi) of the Right to Information Act, 2005

Central Public Information Officer :

Shri. R.Ganesh,
Assistant Passport Officer,
Regional Passport Office,
Rayala Towers 2 & 3, IV Floor,
158, Anna Salai, Chennai
600 002, Tamil Nadu
Phone: 044-28513640,
28513638 Fax: 44-28513637
[email protected]

First Appellate Authority :

Shri S.Koventhan IFS,
Regional Passport Officer,
Regional Passport Office,.
Rayala Towers 2 & 3, IV Floor,
158, Anna Salai, Chennai
600 002, Tamil Nadu
Phone No. 044-28518848 Fax No. 044-28513637
Email : [email protected]

Such other information as may be prescribed, and thereafter updated every year : Article 4(1) (b) (xvii) of

the Right to Information Act, 2005

All such information as may be prescribed is updated annually on website.