Administrative Rules And Procedures For Implementing Categories 2 & 3 Allowances In The Public Service - Page 4

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

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