The Service Book is a crucial document for Central Government employees, serving as a comprehensive record of their entire service career, from joining to retirement. It contains personal details, family information, service history, and more.
Importance of the service book
- Official Record: It's the primary document reflecting all events and administrative actions related to the employee's service.
- Pension Calculation: It forms the basis for calculating pension and other retirement benefits.
- LTC Benefits: It includes details of the employee's declared hometown for availing Leave Travel Concession benefits.
- Promotions and Increments: Records of promotions, pay fixations, increments, and other details are meticulously maintained in the Service Book.
- Reference for Disputes: In case of any dispute or ambiguity regarding service-related matters, the Service Book serves as a reliable source of information.
Maintenance and accessibility
- Custody: The Service Book is maintained and kept in the custody of the Head of the Office where the employee is currently serving. It is transferred with the employee from one office to another upon transfer.
- Attestation: Every entry in the Service Book must be promptly and accurately made and attested by the Head of Office or a delegated subordinate officer.
- No Erasure or Overwriting: Erasure or overwriting is strictly prohibited, and any corrections must be neatly made and properly attested by the competent authority.
- Annual Verification: The employee has the right to inspect their Service Book annually and sign it to confirm the accuracy of the entries.
- Electronic Service Books: To enhance transparency and efficiency, the Government of India has implemented e-Service Books, which are digitally maintained on the e-HRMS 2.0 portal. This eliminates the need for physical movement of Service Books and streamlines the pension process.
- Viewing e-Service Book Details: Central Government employees can access their e-Service Book details online through the e-HRMS system or the JSM e-Service Book Software.
- Obtaining a Certified Copy: Upon leaving government service (retirement, discharge, or resignation), an employee can request a certified copy of their Service Book by paying a copying fee of Rs. 5/-.
Contents of the Service Book
The Service Book is a comprehensive
record of a Central Government employee's service career. It includes:
- Personal and family details.
- Employment history, such as first appointment, promotions, transfers, and pay information.
- Leave records. - Details of all EL, HPL, CCL etc availed by the employee are recorded in the Service Book along with their balances.
- Annual service verification details.
- Nominations for DCRG and Family Pension.
- Entries related to medical examinations and character verification.
- Membership in the Central Government Employees Group Insurance Scheme (CGEGIS).
Role in Transfers
- Employees should have only one Service Book throughout their career.
- The Service Book must be transferred with the employee to their new office and is kept in the custody of the current Head of Office.
- Before forwarding the Service Book to the new office, the previous Head of Office must verify the service period served under their authority.