Administrative Rules And Procedures For Implementing Categories 2 & 3 Allowances In The Public Service

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Administrative Rules And Procedures For Implementing Categories 2 & 3 Allowances In The Public Service
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1.0    INTRODUCTION
The Single Spine Pay Policy (SSPP) has identified four (4) categories of allowances in the Public Service. Category 1 Allowances have been consolidated into the basic salaries on the Single Spine Salary Structure (SSSS). As part of the policy implementation, Categories 2 and 3 Allowances are to be harmonized and standardized in the Public Service. These were negotiated by the Public Services Joint Standing Negotiating Committee (PSJSNC) in September, 2015 and their implementation is to take effect from 1st January, 2016. However, Category 4 Allowances are to be eventually monetized.
This document provides the definitions for these categories of allowances. It also sets out the administrative rules and procedures that shall guide the implementation of the negotiated rates of Categories 2 and 3 Allowances in the Public Service.

2.0    BACKGROUND
As part of the SSPP implementation, the Government White Paper on the subject which was issued in November, 2009, indicated that Categories 2 and 3 Allowances should be harmonized and standardized in the Public Service. This is to ensure:
•    a reduction in the multiplicity and duplication of these allowances;,
•    that each allowance has the same meaning and interpretation within the entire public service;
•    that the rate applicable for each allowance is the same in the public service in order to achieve equity and fairness; and
•    that core Categories 2 and 3 Allowances are applicable to all public service employees.
These allowances when standardized and harmonized are to form part of the Compensation of Employees' component of the national budget. This is to ensure better management and control of the compensation budget at the institutional level.
At a meeting held on the 8th of February 2013, the PSJSNC agreed to identify core or common Categories 2 and 3 Allowances in the Public Service and which are to be negotiated under its umbreLla. It was also agreed that Categories 2 and 3 Allowances which are specific to Service Classifications should be negotiated with the institutions within the service classifications.
The following core or common Categories 2 and 3 Allowances were, therefore, identified by the PSJSNC for harmonization and standardization:
•    Acting Allowance;
•    Additional Duty Allowance;
•    Overtime Allowance;
•    Call-In Allowance;
•    Commuted Overtime Allowance;
•    Height/Depth Allowance;
•    Permanent Posting Allowance;
•    Temporary Posting Allowance;
•    Traveling Expenses Allowance;
•    Tools Allowance;
•    Physically Challenged Guide Allowance;
•    Physically Challenged Transport Allowance;
•    Night/OutOf Station Allowance;
•    Day Trip Allowance;
•    Per Diem/Stipend;
•    Warm Clothing Allowance;
•    Vehicle Maintenance Allowance;   
•    Kilometric Allowance;
•    Medical Subsidy;   
•    Funeral Grant;
•    Uniform/Clothing Allowance; and
•    Protective Clothing Allowance.
Having negotiated and agreed on the rates for these allowances, it has become necessary to put in place some administrative rules and procedures to guide their implementation in order to avoid abuse and to ensure consistency in the Public Service.

 


 

3.0    CATEGORIES OF ALLOWANCES
3.1    Category 1 Allowances: These are allowances that are related to the normal duties, responsibilities and requirements of a job. As a result, they have been considered as compensable factors in the nationwide job evaluation exercise to determine the relative worth of jobs and shall no longer exist within the Public Service. The following are Category 1 Allowances:


•    Bilingual/Journalist Allowance;
•    Cashier Allowance;
•    Duty Allowance;
•    General Risk Allowance;
•    Hazard Allowance;
•    Risk and Unpopular Allowance;
•    Professional Allowance;
•    Responsibility Allowance;
•    Special Allowance;
•    Frontier Allowance; and
•    Honorarium Allowance (paid to all staff on a monthly basis and not based on any special assignments)

3.2    Category 2 Allowances: These allowances are job related and are paid under special conditions and/or circumstances that arise from time to time, which require some compensation. Category 2 Allowances are to be harmonized and standardized and are thus to be negotiated. The following are the Category 2 Allowances:
•    Acting Allowance;
•    Additional Duty Allowance;
•    Temporary Transfer Allowance;
•    Height/Depth Allowance;
•    Tools Allowance;
• Permanent Transfer Allowance;
• Overtime Allowance;
•    Teaching/lnstruction Allowance;
•    Committee Sitting Allowance;
•    Training Allowance;
•    Inducement allowance; and
•    Hardship allowance.


3.3    Category 3 Allowances: These allowances are employee welfare related. The following are the Category 3 Allowances:
•    Physically Challenged Transport Allowance;
•    Physically Challenged Guide Allowance; ,
•    Medical Subsidy;   
•    Funeral Grant;
•    Day Trip Allowance;
•    Meal/Ration Allowance;
•    Travel & Luggage Allowance;
•    Night subsistence/Out-of-Station Allowance;
•    Vehicle Maintenance Allowance;
•    Warm Clothing Allowance;
•    Uniform/Clothing Allowance;
•    Overseas Officers Allowances; and
•    Protective clothing.


3.4 Category 4 Allowances: These allowances are benefits provided to public service officers within categories A and B public service officeholders (Directors and above). These benefits are:
•    Fuel;
•    Vehicle;
•    Housing/Accommodation;
•    Utilities (electricity, water, telephone);
•    Domestic/ House help;
•    Garden Boy;
•    Entertainment;
•    Clothing; and
•    Security.
These allowances are perks and as such are not to be negotiated but determined from time to time by the employer.

 


 

4.0    IMPLEMENTATION OF CATEGORIES 2 AND 3 ALLOWANCES
The implementation of Categories 2 and 3 Allowances shall be guided by rules and procedures.
4.1    General Rules and Procedures
1.    All Category 1 Allowances shall no longer be paid within the public service because they have been considered as compensable factors in the nationwide job evaluation exercise to determine the relative worth of jobs.
2.    Categories 2 and 3 Allowances which have been identified, negotiated and agreed upon by, the PSJSNC shall be the core allowances for all public service
employees. Any other allowance paid outside the list of identified core Categories 2 and 3 Allowances must be approved by the Ministry of Finance.
3.    All Categories 2 and 3 Allowances shall be paid based on the evidence of performance of the required task or the occurrence of an event.
4.    The Controller and Accountant-General's Department (CAGD) shall ensure that these allowances are not mechanized.
5.    Payments for Categories 2 and 3 Allowances must be authorized by Heads of institutions.
6.    All institutions must budget for Categories 2 and 3 Allowances and ensure that their implementation is within the approved budget and guided by national budgetary constraints.
7.    Application for and payment of Categories 2 and 3 Allowances must be made through the GIFMIS system.

4.2    Specific Rules and Procedures for Implementing each Category 2 and 3 Allowance
4.2.1 Acting Allowance
Acting Allowance shall be paid to an employee performing in a temporary position which is higher than his/her current position and not expected to last for more than six (6) months.
An employee can be assigned to act in a position by either Acting Assignment or Formal Acting Appointment. In both cases, Acting Allowance shall be applicable to senior positions and shall be by written assignment or appointment. In instances where the substantive jobholder is on study leave beyond six (6) months, the assignment or appointment may be renewed after the expiration of the six (6) months, but not beyond one (1) year, after which a substantive person shall be appointed.
No employee shall be asked to act in a position in which he/she does not satisfy the minimum requirements as obtained in the institutions' scheme of service and any other administrative instructions pertaining in the Public Service.
All acting appointments should be formally authorized by the appropriate appointing authority in accordance with Article 195 of the Constitution. Accordingly, for
Categories and B positions, acting appointments shall be made by the President on the advice of the Governing Board/Council, in consultation with the Public Services Commission.
For all other categories of posts, acting appointments shall be made by the Governing Board/Council and Heads of institutions in consultation with the Public Services Commission.
In all instances, acting assignments are not expected to confer advantage for purposes of promotion over other qualified staff. However, instances where a person outside the organization is assigned to act in a Category A or B position, he/she may subsequently be considered for confirmation or otherwise by the appointing authority. This situation shall apply where there is no substantive job holder.
Under no circumstance shall a worker serve in an acting capacity for more than one (1) year. Heads of institutions shall be held liable for failure to comply with this provision.
The rate for Acting Allowance is per the attached appendix.

4.2.2    Additional Duty Allowance
Additional Duty Allowance shall be paid to an employee who is asked in writing to take additional responsibility for a position other than his/her own for more than twenty-one (21) days.
An employee shall only take up additional responsibility over a job which is at the same level as he/she is currently holding.    •.
No person shall be required to take additional responsibility for another position for a period of more than six (6) months.
After the six (6) months, a suitable candidate should be appointed to fill the position. The rate payable as Additional Duty Allowance is per the attached appendix.

4.2.3    Overtime Allowance
Overtime Allowance shall be paid to an employee who is requested by his management or manager in writing to work in excess of the standard daily (8 hours) or weekly (40. hours) hours of work as prescribed by law.

Overtime work shall, however, not be more than one-third (1/3) of the hours that an employee is required by law to work in a week. Where an employee is required to work more than one third (1/3) the prescribed hours a week, the total hours worked in a month shall not exceed the prescribed hours in a month.
The employer shall inform the worker at least an hour before the end of each working day if he/she is to stay on and work overtime except in emergency cases.
Senior staff (employees on the Single Spine Grade Structure Level 16 and above) shall not be eligible for Overtime Allowance, since they assign responsibilities to subordinates.
The rates payable as Overtime Allowance are as per the attached appendix.
4.2.4    Call-In Allowance
Call-in Allowance shall be paid to employees who are not entitled to Overtime Allowance and who are called to work after close of work or on week-ends.
Call-in Allowance shall be paid only for the performance of work which has received the prior written request of management.
Call-in Allowance shall not be applicable to employees who are entitled to overtime allowance.
The rate payable as Call-in Allowance shall be 10% of the daily rate multiplied by the number of hours worked.
4.2.5    Commuted Overtime Allowance
Commuted Overtime Allowance shall be paid to employees who are required to be on duty for twelve (12) hours a day. Examples of employees in this category are security/watchmen, cooks and housekeepers.
The rate payable as Commuted Overtime Allowance is per the attached appendix.
4.2.6    Height or Depth Allowance
Height or Depth Allowance shall be paid to an employee engaged to work at a height on a tower, mast or on a building under construction or in an underground work environment ^hat are morg^an the standard height or depth for his or her job category.The rates payable as Height or Depth Allowance are as per the attached appendix.
4.2.7    Permanent Posting Allowance/Grant
Permanent Posting Allowance/Grant Allowance shall be paid to an employee who is moved from one geographical area, location or station to another, which is fifty (50) kilometres or more radius of his current station, within the same organization or service to perform duties relating to the class of post that the employee belongs for a period exceeding three (3) months.
As far as practicable, managements of institutions shall give reasonable notice, consistent with the exigencies of the Service to the employee. In the absence of this tenet in that Service, three (3) months' notice shall be given to enable the employee find accommodation and make the necessary arrangements for other facilities such as schools.
The employer shall provide temporary accommodation for the employee on posting for a period of three (3) months.
Where accommodation is not provided, the employer shall grant the employee night/out-of-station allowance for three (3) months at the rates as per the attached appendix.
An employee who is undergoing an approved course of study shall not be posted out of his station before the end of the study.
The number of employees to be posted within the year must be budgeted for. Management must not post an employee outside the approved budget.
The rate payable as Permanent Posting Allowance/Grant Allowance is as per the attached appendix.

4.2.8    Temporary Posting Allowance/Grant
Temporary Posting Allowance/Grant shall be paid to an employee who is moved from one geographical area, location or station to another, which is fifty (50) kilometres or more radius of his current station, within the same organization or service to perform duties relating to the class or post that the employee belongs for a period not exceeding three (3) months.
As far as practicable, the institution should provide accommodation for an employee
who is temporarily posted.Where the posting, whether permanent or temporarily, is requested by the employee, she/he shall forfeit the Posting Allowance.
The rate payable as Temporary Posting Allowance/Grant is as per the attached appendix.
Please note that Transfer which is the movement of an employee from one of the Services within the Public Service to another or from one class of post to another class of post within the same or different Services, and may involve a change of designation or duties, is not entitled to the payment of an allowance as in the case of Posting. This is because the transfer is at the behest of the employee and not the employer.

4.2.9    Traveling Expenses Allowance
Travelling Expenses Allowance shall be the actual and reasonable expenses incurred in transporting an employee who is posted and his/her family of one (1) spouse and not more than four (4) children under 18 years of age as well as his/her baggage to employee's new location. Retired employees shall also be paid reasonable expenses incurred in transporting his/her family and dependents to his/her hometown.
The rate payable as Travelling Expenses Allowance is as per the attached appendix.

4.2.10    Tools Allowance
Tools Allowance shall be paid to an employee (artisan) who uses his own tools to perform official duties.   
As far as practicable, institutions should provide all tools needed for the performance of an employee's work.
The tool(s) should be inspected and approved by management prior to its use.
In approving the tool to be used by an employee, management should take into account the cost of the tool and the total allowance to be paid over a period in order to ensure economy. In the event that the total allowance payable within the period is far more than the cost of the tool, the employer must endeavor to procure the tool.
The rate payable as Tools Allowance is as per the attached appendix.

4.2.11    Physically Challenged Guide Allowance
Physically Challenged Guide Allowance shall be paid to a physically challenged employee who needs a guide for onward payment to the guide.
According to the Persons Disability Act, 2006 (Act 715) a disabled person is a person with a physical, mental or sensory impairment including a visual, hearing or speech functional disability, which gives rise to physical, cultural or social barriers that substantially, limits one or more of the major life activities of that individual.There shall be prior certification by a medical board of the disablement of the employee as well as the need for a guide.
The rate payable as Physically Challenged Guide Allowance is as per the attached appendix.

 


 

4.2.12    Physically Challenged Transport Allowance
Physically Challenged Transport Allowance shall be paid to a physically challenged employee who is certified as needing special means of transport to enable him/her commute to and from work.
The rate payable as Physically Challenged Transport Allowance is as per the attached appendix.

4.2.13    Night/Out-of-Station Allowance
Night/Out-of-Station Allowance shall be paid to an employee who travels on official duties and is required to spend the night away from his/her duty station in Ghana. Trekking officers shall be eligible for night allowance not exceeding 12 days in a quarter.
Where trekking is for long periods, night allowance shall be abated by half (1/2) of the approved rates.
In all cases no refunds/payments would be allowed where free accommodation and meals are provided.
Heads of Institutions are to ensure that claims for traveling and transport allowances are approved only when actual trekking has taken place.
The rates payable as Night/Out-of-Station Allowance are as per the attached.


4.2.14    Day Trip Allowance
Day Trip Allowance shall be paid to an employee who in the performance of his/her duties is required to work outside his/her duty station late into the afternoon and is required back to his/her duty station the same day.
The day trip must be authorized by the management of the institution. The rates payable as Day Trip Allowance are as per the attached appendix.

4.2.15    Per Diem/Stipend
An employee, who travels outside Ghana on official duty, shall be paid Per Diem/Stipend at Government of Ghana (GoG) approved rates.

4.2.16    Warm Clothing Allowance
Warm Clothing Allowance shall be paid to an employee travelling overseas on official assignment, e.g. conferences, study tour etc. Warm Clothing Allowance shall not be paid more than once to an employee within three (3) years of foreign travel at the approved GOG rates.

4.2.17    Vehicle Maintenance Allowance
Vehicle Maintenance Allowance shall be paid to an employee whose work requires the use of a vehicle/motor cycle/bicycle for day-to-day official duties but who is not provided a vehicle and is therefore required to use his/her own vehicle for official duties but is not paid fuel allowance.
Not all officers shall require a vehicle for performance of their duties, as such management must endeavor to determine those who qualify. A senior staff who has worked for more than 6 years and does not reside at his place of work qualifies for this allowance.
The use of an employee's vehicle for official duties shall only be certified by the Chief Director of the Ministry concerned or the Chief Executive of the institution concerned who will also sanction the payment of the appropriate allowance.
Payment of Vehicle Maintenance Allowance shall not be part of CAGD's payroll system and, therefore, should not appear on the employee's pay slip.

There must be evidence that the employee owns the vehicle and he/she should submit copies of all document including road worthy and insurance certificates covering the vehicle to the Chief Director or Chief Executive.
The request for the payment of Vehicle Maintenance Allowance shall be renewed every year and supported by the submission of road worthy and insurance certificates on the vehicle.
In instances where the vehicle has not been used for three consecutive months, the payment of vehicle maintenance allowance shall cease.
Where an employee has been assigned an official vehicle, he/ she shall no longer qualify for vehicle maintenance allowance.
The rates payable as Vehicle Maintenance Allowance are as per the attached appendix.

4.2.18    Kilometric Allowance
Kilometric Allowance shall be paid to cover fuel, wear and tear of the vehicle of an employee whose work requires the use of a vehicle but is requested to use his/her own vehicle for official trips.
The use of an employee's own vehicle for official trips must be approved by the management of the institution.
The rates payable as Kilometric Allowance are as per the attached appendix.

4.2.19    Medical Subsidy
All employees shall access the National Health Insurance Scheme (NHIS) for purposes of medical treatment if reasonable.
Institutions shall pay the premium for the National Health Insurance Scheme (NHIS) for an employee and one (1) spouse plus four (4) biological or legally adopted children under eighteen (18) years of age and up to 23 years if they are still schooling.
Institutions concerned shall endeavour to pay 50% of the medical expenses for conditions not covered by the NHIS certified by a registered medical practitioner in a government facility for treatment.Where the medical condition is not treatable by orthodox medicine, the institution shall endeavour to pay the cost of traditional treatment.The rates payable as Medical Subsidy are as per the attached appendix.

4.2.20    Funeral Grant
Funeral Grant shall be paid on the death of an employee, his/her spouse, biological or legally-adopted child.
In all cases, a Death Certificate shall be submitted to the Management of the institution before payment of the grant.
The rates payable as Funeral Grant are as per the attached appendix.

4.2.21    Uniform/Clothing Allowance
The appropriate uniform /clothing Allowance shall be provided to professionals who by the nature of their work are collectively required to wear a mandatory uniform to work as part of their work code and who are not provided a uniform by the institution.
As far as practicable, institutions prescribing uniform for employees other than professional staff, such as receptionists to work as part of the corporate culture should provide the prescribed uniform or clothing.

4.2.22    Protective Clothing Allowance    .
It shall be the duty of the institution to provide and maintain at the workplace, at no cost to the employee, protective clothing suitable to his or her work. Where protective clothing is provided, the employee shall be obliged to wear the protective clothing so provided. The institution/employer shall not be liable for injury suffered by a worker where the injury is caused solely by non-compliance by the employee.
Heads of Institution and Internal Auditors are to ensure control and strict compliance with these administrative rules and procedures.

FWSC-PUBLIC AFFAIRS

Mapping and Migration

Mapping is the process of placing individual jobholders in an institution on the Single Spine Grade Structure based on established guidelines

Rules on Negotiations Procedure

The Fair Wages and Salaries Commission and labour unions, associations, institutions :