Declaration of Home Town or Permanent address in Service Record – How to change?

All Central Government employees are mandatory to submit their permanent residential address while on joining duty. The location of the address entered in the Service Record as Home Town. Once declared the Home Town and accepted by the Controlling Officer shall be treated as final. In exceptional circumstances, there is a chance to change the Home Town in Service Records only one time in entire service.

Why is so much emphasis on this issue?

The declaration of Home Town is connecting with the scheme of Leave Travel Concession. The Scheme is allowed to travel to home town by road, rail or air as per entitlement and back. Fares for journeys between the office and home town, both ways will be reimbursed in full amount. LTC is also allowed to travel to a selected place within India once in four years with their dependents. So, Home Town declaration is one of the important aspects while joining in Government Services.

Now let’s see, what says CCS Rule on this subject…

Change of Hometown Address

“Hometown” means the town, village or any other place declared as such by the Government servant and accepted by the controlling officer.

The hometown once declared and accepted by the controlling officer shall be treated as final. Though, there is a chance in a lifetime to change the Hometown address in service records with submitting the appropriate documents. Generally, once declared his hometown address by an employee, it is initially may be accepted. But, a detailed check may be applied only when he seeks a change. Rules says some criteria to determine whether his deceleration may be accepted.

Change of Hometown.- The hometown once declared and accepted by the controlling officer shall be treated as final. In exceptional circumstances, the Head of the Department or if the Government servant himself is the Head of the Department, the Administrative Ministry, may authorize a change in such declaration provided that such a change shall not be made more than once during the service of a Government servant.

Govt. of India Decisions

(1) From time to time enquiries have been received as to how exactly the “home town” should be determined. The conditions of ownership of property and permanent residence of relatives laid down in para 1 (4) of this Ministry’s Office Memorandum of 11th October, 1956 are only illustrative and not exhaustive for determining one’s home town.

The correct test to determine whether a place declared by a Government servant may be accepted as his hometown or not is to check whether it is the place where the Govt. servant would normally reside but for his absence from such a station for service under Government. The criteria mentioned below may, therefore, be applied to determine whether the Govt. servant’s declaration may be accepted

(i) Whether the place declared by Government servant is the one which requires his physical presence at intervals for discharging various domestic and social obligations, and if so, whether after his entry into service, the Government servant had been visiting that place frequently.

(ii) Whether the Government servant owns residential property in that place or whether he is a member of a joint family having such property there.

(iii) Whether his near relations are resident in that place.

(iv) Whether, prior to his entry into Government service, the Government servant had been living there for some years.

NOTE.- The criteria, one after the other, need be applied only in cases where the immediately preceding criterion is not satisfied.

Where the Government servant or the family of which he is a member owns a residential or landed property in more than one place, it is left to the Government servant to make a choice giving reasons for the same, provided that the decision of the Controlling Officer whether or not to accept such place as the hometown of the Government servant shall be final.

Where the presence of near relations at a particular place is to be the determining criterion for the acceptance of declaration of ‘hometown’ the presence of near relations should be a more or less permanent nature.

2. It has been decided, in view of the comprehensive revised definition of “home town”, to give further opportunity to declare the home towns afresh within a time limit (i.e. by the 31st October, 1958) to all those who might be affected by the revised definition (e.g. whose earlier declarations were rejected but who would now become eligible to declare particular places as their hometowns, or who might like to have a change affected in the light of the revised criteria).

Such fresh declaration after approval by the Controlling Officer will be treated as the “first declaration” and not as a change of declaration in terms of para 1 (4) of this Ministry’s Office Memorandum No.43/1/56-Estt. Part II, dated the 11th October, 1956.

3. Those Government servants who because of the revised definition now become eligible for the leave travel concession would, however, be eligible only for the concessions commencing from the one relating to the 1958-59 block. (MHA OM No. 43/15/57-Ests. (A) dated 24.6.1958)

Application Format for Change of Home Town

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Message Title: Change of Home Town while availing LTC – Army Officers

Message : CGDA Office vide their letter No. AT/IV/4462/Claim/III dated 17/07/2019 have clarified to accept change of Home Town in respect of Army Officers at par with Defence Civilians, and for making the similar provisions of Defence Civilians at Rule 190(5) (ii) TR applicable to Army Officers also. Hence, such cases will be regulated as under:

a. Home town once declared will be treated as final, and the same will be referred to while admitting Home Town LTC claims.

b. In case any change is to be notified through Part II orders and Home Town LTC claim submitted for the changed Home Town, the sanction of Head of Department, or if the officer himself is the Head of Department then sanction of MoD will invariably be enclosed with LTC claim.

c. The change of Home Town is permissible in exceptional circumstances and the change will not be made more than once in the entire service of the officer.

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1. Whether encashment of leave is allowed after LTC is availed?

Sanction of leave encashment should, as a practice, be done in advance, at the time of sanctioning the LTC. However, ex-post facto sanction of leave encashment on LTC may be considered by the sanctioning authority as an exception in deserving cases within the time limit prescribed for submission of claims for LTC.

2. Whether encashment of leave with LTC can be availed at the time when the LTC is availed by the Government servant only or can leave be encashed at the time when LTC is availed by family members?

Yes. A Govt. servant can be permitted to encash earned leave upto 10 days either at the time of availing LTC for himself or when his family avails it provided other conditions are satisfied.

3. Whether leave encashment should be revised on retrospective revision of pay/D.A?

In terms of 38-A of CCS(Leave) Rules, encashment of EL alongwith LTC is to be calculated on pay admissible on the date of availing LTC and DA admissible on that date. If pay or DA admissible has been revised with retrospective effect, going by the rule the Govt. servant would be entitled to encashment of Leave on the revised rates.

4. Whether encashment of Earned Leave and Half Pay Leave is admissible to industrial employees?

The industrial employees, other than those under the cadre control of the Ministry of Railways, are entitled to encash both Earned Leave and Half Pay Leave, subject to overall limit of 300. The cash equivalent of Half Pay Leave shall be equal to leave salary admissible for Half Pay Leave plus Dearness Allowance admissible on the leave salary without any reduction being made on account of pension and pension equivalent of other retirement benefits payable. But no commutation of Half Pay Leave shall be allowed to make up for the shortfall in Earned Leave and these orders are effective from 07-11-2006.{0M No. 12012/3/2009- Estt.(L) dated 28-12-2012}

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“There is no proposal at present to allow Government officials to travel by private airlines for the purpose of LTC.”

At present, the officials of Central Government are allowed to travel by Air India flights only while availing LTC.

However, the facility to avail tickets in all airlines including private airlines is admissible at present in case of LTC in lieu of Home Town/All India LTC travel to North East Region (NER), Jammu & Kashmir (J&K) and Andaman & Nicobar (A&N), in relaxation to Central Civil Services (Leave Travel Concession) Rules, 1988 under certain conditions.

There is no proposal at present to allow Government officials to travel by private airlines for the purpose of LTC.

This information was provided by the Union Minister of State (Independent Charge) Development of North-Eastern Region (DoNER), MoS PMO, Personnel, Public Grievances & Pensions, Atomic Energy and Space, Dr Jitendra Singh in written reply to a question in Rajya Sabha today.

Source: PIB

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