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

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

 



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