Railway Staff Quarters

• One of the benefits to which Railway employees are entitled to is provision / allotment of residential accommodation at the place of posting, on payment of a standard rent which is at subsidized rates. 

Entitlement of various types of Quarters

Note : No existing Type-IV or other type of quarters will be transferred from Non-gazetted pool to Gazetted pool merely because the number of Group ‘C’ staff eligible for such quarters in accordance with the above instructions, happens to be less than the number of available quarters.
[Ref: No. Railway Board’s letter No. 2008/LMB/10/16 dated 27.01.2011 (RB/L&A No.002/2011)]
Classification of staff as “essential and non-essential” for allotment of quarters

• For the purpose of allotment of quarters, Railway staff are categorized into two categories, i.e., essential and non-essential.  Separate pools of allotment are maintained for essential and non-essential staff. The actual classification as per local conditions will be done by respective Zonal Railways. (Ref: No. E[G]57 LG 5-1 dated 21-1-1958])
• Out of the quarters set apart for essential category staff, separate pool of quarters should be maintained for the running staff proportionate to the strength of running staff as against non-running essential staff.  Seperate Priority Register will be maintained for this purpose.  [Ref: No. E[G]69 QR1-15 dated 30-10-1976].
• The quarters of the loco running staff pool, on vacation, should be allotted only to  the loco running staff.

[Ref: No. E[G]79 QR 1-32 dated 20-08-80]

Allotment / retention of non-pooled ear-marked accommodation in the case of transfer, deputation, retirement, etc.

• Officers holding ear-marked non-pooled accommodation, on their retirement, transfer, deputation, etc. may be permitted to retain such accommodation for a period of two months only on payment of normal rent.  During this period of two months, if the officer concerned requests for further retention of Railway accommodation, as admissible to him/her in terms of the general instructions governing retention of Railway accommodation in the case of transfer, deputation, retirement, etc., an alternative accommodation for the purpose may be allotted, if feasible, on payment of rent as per extant instructions. 
• No retention in respect of ear-marked /non-pooled accommodation should be permitted beyond the period of two months.

[Ref: No. E[G]2001 RN4-10 dated 17-9-2002]

Misuse of Railway accommodation

• Railway accommodation allotted to a Railway servant is meant only for his/her bonafide use and cannot be used for any purpose other than residence The provision should also clearly specify that any violation in this respect would result in cancellation of allotment of the accommodation besides initiation of disciplinary action under Railway Servants (D&A) Rules.[Ref: E(G)/2002 QR1-3 dated 29.04.02]
• When a request is received from a Railway Servant seeking sanction of the government or when an intimation is given by him/her regarding business/Commercial activity by any member of his/her family it should be ensured that such activity is not being conducted and/or will not be conducted from the government/railway accommodation.  An undertaking to this effect may also be obtained from the Railway Servant concerned and enclosed with the proposal being sent to Railway Board for further necessary action. [Ref: No. E[D&A]2000/GS/1-8 dated 3-9-2002]

Sub-letting and vacation of Railway accommodation

• Railway servant shall not sublet or lease Government accommodation allotted to him.
• The Estate Officers/ Allotment Authorities on the Railways should carry out checks/inspections every six months to ensure that the houses are occupied by the allottee Railway servants only and are not sublet to outsiders in contravention of the extant instructions. ( Ref. No.E(G)86 QR 1-6 dt.30.9.1986)
• As soon as the charges of sub-letting are established by the pool holder, the allotment of quarter will be cancelled and the disciplinary authority shall initiate disciplinary proceedings against the railway servant concerned. In such cases, the Competent Authority may consider placing the delinquent Railway servant under suspension also.
• A Railway servant shall, after the cancellation of his allotment of Government accommodation vacate the same within the time limit prescribed by the allotting authority.  ( Ref. Rule 15A of Railway Services(Conduct)Rules,1966 read with Board’s letter No.E(D&A)98 GS1-1 dt.19.6.98)

Automatic termination of allotment on expiry of permitted period

• On expiry of the permissible/permitted period indicated in all the above cases, the allotment of quarter in the name of the employee at the old station will be deemed to have been terminated automatically.
• Retention of quarter by the employee after expiry of the permissible period will be treated as unauthorised.
• During the period of unauthorised occupation the employee would be required to pay damage rate of rent in respect of the railway quarter.
• Realisation of damages rate of rent should not be pended on the ground that the employee has appealed or the case of the employee has been referred to the Ministry of Railways for regularisation of the excess period of retention. [Ref: No. E(G)85 QR 1-9 dated 15.01.90 ]

Withholding of DCRG etc. in the case of post-retirement retention of Railway Quarter
To prevent unauthorized retention of railway accommodation by the retired  Railway employees following steps are taken : -

1. 'No Claim' certificate should not be given unless the employee after retirement has vacated the railway quarter and cleared all his arrears of rent, electricity and other charges, etc.
2. The retirement/death gratuity or special contribu¬tion to P.F., as the case may be, should be withheld in full for non-vacation of railway quarters not only after superannuation but in all cases of cessation of service, namely, voluntary retirement, death etc. Gratuity should be released,  as soon as the quarter is vacated.
3. One set of post-retirement pass should be disallowed for every month of unauthorized retention of Railway quarters by retired employee. A show cause notice to this effect may be issued to the retired employee before disallowing the pass.

Retention of accommodation over and above the permissible period
Only Railway Board has the authority for extension over and above the permissible period

(i) The individual Railway employee who seeks retention of Railway accommodation beyond the period permissible under the general policy on medical grounds, may apply to the quarter controlling authority along with certificate from the Railway Medical Authorities.  The quarter controlling authority shall process the request for the personal approval of the General Manager.
(ii) If the General Manager is satisfied that there are adequate and reasonable grounds for permitting further retention, he may make his recommendations to the Railway Board with a speaking order for grant of this dispensation.
(iii) The retention of Railway accommodation beyond the permissible period on medical grounds may be granted by the competent authority for a period not exceeding one year in any case.
(iv) The benefit of retention of Railway accommodation shall be admissible in the case of severe illness of Railway employee himself/herself or any member of the employee’s family as defined in the Railway Servants (Pass)Rules.
(v) “Severe illness” in such cases means illness of the nature of acute debilitating disease, which requires hospitalization and/or prolonged indoor medical treatment or repeated indoor treatment to the  Railway employee or any member of his/her family, which must be duly certified by the concerned Chief Medical Director of the Railway recommending such retention of Railway accommodation.
(vi) The rate of rent to be charged for the extended retention shall be at four times of the normal licence fee per month.
(vii) In the event of grant of permission for retention of Railway accommodation at the previous place of posting beyond the period provided for in the relevant instructions, the employee in whose favour retention as above has been permitted, shall not be entitled to draw House Rent Allowance at his new place of posting.
(viii) The allottee will have to vacate the premises on or before the expiry of permitted period, and in the event of occupation of quarter after the permitted period of retention, it shall be treated as an unauthorised occupation and (damage) rent will be charged from him/her.

The request of officers in SAG and above for retention of accommodation on medical grounds as specified above, shall be forwarded to the Railway Board by the General Manager while all other cases will be dealt with at AGM’s level for forwarding to Board along with recommendations for consideration.
[Ref: No. E[G]99 QR1-16 dated 16-3-2004 & 1-9-2005]
 

See the circulars on Quarters