Guest House

Guidelines for setting up/ upgrading/refurbishing Guest
Houses and hiring of Rent Free Accommodation

 

Guest House:

 

1.         Situations in which Guest House(s) may be set up

 

            Guest house may be set up in any of the following situations:

 

            i.          Where there is no departmental guest house;

ii.         Where existing departmental guest house(s) are not adequate to meet the demand for accommodation;

iii.        Where accommodation in the existing guest house(s) is not available for one or more category of officials.

 

2.         Accommodation for housing the Guest House        

 

Guest houses may be set up in any of the following ways:

 

A.        In Government owned office building:

 

            (i)         Where guest house is a part of the building;

      (ii)         Where accommodation can be spared for the guest house from the available space. In this case proper justification about sparabilty space should be provided;

 

B.        Rented office building:

 

(i)         For housing Guest House in a rented building specific permission of the Competent Authority should be taken. Ministry's letter F.No. 207/44/97- Ad.VIII (EC) dated 02-04-1998 refers.

 (ii) Lease period left should not be below  3 years.

 

C.        In Residential complex:

 

            (i)          Where accommodation for a guest house is in original plan;

(ii)         By converting residential flats into a guest house if the Estate Officer certifies that conversion of residential flat(s) will not affect adversely demand of residential flat at the station.

 

D.        In accommodation purchased/ leased on rent for a guest house:

 

By hiring accommodation in terms of welfare rule 2(d) which reads as "Construction/hiring/leasing of holiday homes in places of tourist/pilgrimage interest and departmental guest house in Metropolitan cities and other important cities for the use of departmental staff."

 

3.         Suggested Scale of Accommodation:

S.N. Category of Officials Type of accommodation
1A Officers in the rank of Commissioner and above A.C. suite with ante room and attached toilet/bath room
1B Other Group-A officers A.C. room with attached toilet/bath room
2. Group-B officers A.C. room with attached toilet/bath room
3. Group-C Executive and Ministerial Officers Air cooled rooms with attached toilet/ bath room.*
4. Other Officers Air cooled rooms/ dormitory preferably with attached toilet.*

* In case of constraints of space rooms with common toilet/ bathroom may also be considered.

4.         In the interest of creating convivial environment in the Guest Houses, preferably there should be separate Guest House for each Sl.no. as given in table above. However, for reasons of economy and/or constraints of space categories 2, 3 and 4 may be combined to the extent required.

 

5.         Number of rooms in the Guest House should be fixed after considering the load on account of touring officers and status of the station as a place of tourist attraction.

 

6.         As far as possible Guest House should be set up for all categories of officers in the station.

 

7.         Funds for civil works in connection with repairs, modifications of the government building are not provided from the welfare fund. Such funds need to be obtained from the Ministry as a normal budgetary grant. Such civil works should be got done through CPWD or other agencies as provided in the rules. Minor modification in private buildings should be got done from the landlord before hiring it. Nature of support from the Welfare fund shall remain restricted to furnishings, gadgets and cutlery etc.

 

8.         Canons of financial propriety, provisions of GFR and any other instructions / guidelines of the govt. for incurring the expenditure shall be followed to incur expenditure from the assistance provided from the welfare fund.

  

9.                  Additional Guest House

(i)                 More than one Guest House(s) may be set up if the existing facilities are not sufficient to meet the demand. Existing guest house being under control of some other administrative authority under the CBEC shall not be an acceptable reason for considering additional Guest House.

 

(ii)               Proposal for additional Guest House should be sent giving full information on existing Guest Houses and arrangements for rent-free accommodation, if any, in hotels, number of rooms for different categories of officers, occupancy position of the existing facilities in terms of room nights for last two years, number of additional rooms for different categories of officers. 

 

(iii)       Sketch/ lay out plan of proposed accommodation should be forwarded along with the proposal.

 

10.       Refurbishing/ Up-gradation of existing Guest Houses

 

(i)         Proposal for up gradation of Guest House may be forwarded in line with these guidelines.

 

(ii)        Replenishment of various items can also be considered as under:

 

a)   For perishable items like mattresses, bed sheets, pillow covers, blankets / quilts, towels, curtains, carpets, buckets etc., dining set/ crockery, etc. after the items have become unworthy of use. It is expected that these items shall be able to last for at least one year. A certificate to this effect should be sent with the proposal.

 

b)   For durable item proposal can be considered after the items become obsolete, unserviceable or beyond economical repairs. The items should be first condemned after following the procedure prescribed in the GFR.

 

11.       Model List of provisions

            The Guest House may be provided with the following items:

A) Rooms/Suite

 

S.N.

Item

VIP

 AC suite

AC

room

Non AC room

 (air cooled)

Approx. Amount (Rs.) per Unit/Set

1.

A C

1

1

-

30,000/-

2.

Air Cooler

-

-

1

 5,000/-

3.

TV

1

1

1

30,000/-

4.

Refrigerator- small

1

-

-

20,000/-

5.

Double Bed

1

1

-

15,000/-

6.

Single Beds

-

-

2

 5,000/-

7.

Cupboard

1

1

2

 5,000/-

8.

Sofa Set

2( 1 for ante room)

1

-

30,000/-

9.

Study Table

1

1

-

 5,000/-

10.

Study Chair

1

1

-

 2,000/-

11.

Easy Chairs with Table

-

-

2 chairs, 1 table

 5,000/-

12.

Mattresses

1 set

1 set

1 set

10,000/-

13.

Bed sheet with Pillow covers

1 +1 set

1+1  set

1+1 set

 2,000/-

14.

Blanket/Quilt

2+2

2+2

2+2

 2,000/-

15.

Dressing Table

1

1

1

 5,000/-

16.

Room Heater

1

1

1

 1,000/-

17.

Curtains / Blinds

As required

As required

As required

 5,000/-

18.

Carpet

As required

As required

As required

 5,000/-

19.

Geyser

1

1

1

 5,000/-

20.

Buckets etc.

As required

As required

As required

     500/-

21.

Towels

2+2

2+2

2+2

     250/-

22.

DTH connection

1

1

1

  4,000/-

23.

Misc. items: Wall clock, Table lamp, Paintings/ wall hangings

As required

As required

As required

1,000/- for Non-AC room, 2,000/- for VIP suite/ AC room

 

Total Amount (Rs.)

(per suite/room)

 

2,17,500 r.off to

2,20,000        

1,67,500 r.off to  1,70,000      

1,09,500 r.off to

1,10,000 

 

B) Drawing Room/ Dining Hall

S.N. Item Qty. Amount in Rs.
1. ACs Depending on size of room 50,000/-
2. Dining Table 1 30,000/-
3. TV 1 30,000/-
4. Sofa set 2 50,000/-
5. Carpet(as required) - 25,000/-
6. Dining set, Crockery, cutlery etc As required 15,000/-
7. Coffee table/ Tepoy- small table 1 5,000/-
8. DTH connection 1 4,000/-
9. Wall clock, Table lamp, Paintings, Wall hangings As required 5,000/-
  TOTAL   2,09,000/-  rounded off to  2,100,000/-

 

C) Kitchen

transport allowance 

S.No Item Qty. Approx. amount (Rs.)
1. Refrigerator 1 20,000/-
2. Gas connection with Gas Burner 1 5,000/-
3. Microwave Oven 1 10,000/-
4. Cooking utensils As required 5,000/-
5. Water cooler with water filter 1 10,000/-
6. Buckets, Water storage Tank, etc. As required 5,000/-
7. Exhaust chimney 1 10,000/-
8. Mosquitoes/ Insects repellant 1 5,000/-
9. Fire extinguisher As required 5,000/-
10. Grinder 1 5,000/-
11. Mixer/Juicer 1 5,000/-
12. Electric Toaster 1 2,000/-
  TOTAL   87,000/-  rounded off to Rs. 90,000/-

Above lists and prices are indicative only. The actual requirement/number may vary depending on the facts of each case.

12.       Amount of financial assistance:

 

The total amount of financial assistance shall be worked out based on above scales. The field offices should decide on their needs and prepare estimates after obtaining rates as per prescribed instructions in the GFRs. A note on how the rates have been ascertained along with a copy of the rates should be part of the proposal.

 

13.       Rules for Allotment:

     

The guest houses shall be governed by the Departmental Guest House (Indian Customs and Central Excise) Rules 2007.

 

Allotment Rules

 

 Departmental Guest House (Indian Customs and Central Excise) Rules 2007

 

(i)         These rules may be called the Departmental Guest House (ICE) Rules, 2007.

 

(ii)        They shall come into force immediately on issuance.

 

(iii)       In these rules unless the context otherwise requires:-

 "Guest House" includes Holiday Homes, rent free accommodation arranged by the department and any club with residential facility set up by the department;

"Department" means the CBEC and its attached/ subordinate offices;

 

(iv)       Allotment of the Guest House shall be made by an allotting authority specified by the Chief Commissioner in whose jurisdiction the Guest House is set up. In case of difficulty where the guest house(s) and/or the rent-free accommodation are in jurisdiction of more than one Chief Commissioner the matter may be decided among the Chief Commissioners.

(v)        The Guest House shall remain under control of the Estate Officer or the Head of office in charge of the building in which they are situated.

 

(vi)       The Directorate of Logistics entrusted with the welfare function shall be the overseeing authority for administration of Guest House. The Directorate shall issue such administrative instructions as considered necessary for proper administration, maintenance and up keep of guest house.

 

 (vii)     Room entitlement for various categories of officers shall be as under:

 

S.N.

Category of Officials

Type of accommodation

1.

 Officers in the rank of Commissioner and above

A.C. suite with ante room and attached toilet/bath room

2.

Other Group-A officers

A.C. room with attached toilet/bath room

3.

Group-B officers

A.C. room with attached toilet/bath room

4.

 Group-C Executive and Ministerial Officers

Air cooled rooms with attached toilet/ bath room.#

5.

Other Officers

Air cooled rooms/ dormitory preferably with attached toilet.#

   # subject to availability of accommodation.

(viii)  Application for allotment should ordinarily be sent to the allotting authority at least 7 days prior to the date on which the guest house accommodation is required ** . In case of urgent visits and emergencies, the controlling officer may exercise discretion in allotting guest

 

 

(ix)    Order of priority:  Allotment should be made in the following order of priority:

 

First priority to the officials on departmental duty;

 

Second priority to the serving departmental officials on private visit;

 

Third priority to officers on duty of other offices  who provide their Guest House facility to our department.

 

Fourth priority to retired departmental officials;

 

Fifth priority to guests of departmental officials.

 

(x)          The allotting authority shall allot the accommodation three days prior to the intended date of stay strictly according to the order of priority as above and the date of receipt of applications irrespective of rank. In cases where requests are received at the same time from two officials of the same category, priority of allotment should be given to the senior officer. In the event of the seniority being the same priority may be given to the officer who application is received first. ***

However one third of the rooms in a particular category may be allotted earlier on receipt of request to enable the officers' plan their journeys. Where a facility is set up primarily as a holiday home the advance booking may be extended to two third of the total number.

 

(xi)   Period of stay:

 

(I)         For serving departmental officials

 

(a)       On official tours for the duration of the tour;

 

(b)       On private visits up to a max. of 3 days; Extension for further 2 days may be given on request if there is no demand for accommodation;  

  

(c)        In case of transfers room charges will be as under:

 

(i)         For stay up to one month: at normal rates as per the guidelines

 

(ii)        For stay exceeding one month but up to 3 months: 50% of HRA            admissible.

 

(iii)       Stay beyond 3 months may not be allowed.

 

(d)       In case of medical treatment at out-stations, departmental officials or their dependent family members, may be allowed to stay for period of treatment.

 (II) Other Officers:     For a maximum of 3 days.

             

(xii)      An officer shall not be permitted to occupy the guest house situated at his/her  own HQ except when the officer is on transfer or returning from long leave (more than 1 month). In case of returning from leave, guest house accommodation may be provided for a period not exceeding seven days.

 

(xiii)     In case of an accommodation being vacant, an officer may be allotted accommodation of one level higher. Similarly subject to willingness of the officer he may be allotted any lower level accommodation.

 

 (xiv)   Room Charges: Room charges for the Guest House shall be as under:

 

 

Officers/Guests Class of city Type of accommodation
    AC Suite AC Room Air cooled room
Charges/Fee per day (Rs) Charges/Fee per day (Rs) Charges/Fee per day (Rs)
On duty (25% of DA) On private visit (20% extra) On duty (20% of DA) On private visit  (20% extra) On duty (15% of DA) On private visit (20% extra)

Departmental

officers

A-1

65 80 45 55 25 30
A,  and specially expensive localities 55 65 35 45 20 25
B-1, and expensive localities. 45 55 30 35 15 20
Others 35 45 25 30 10 15

Other officials of Central/State Govt./PSU/ public sector Bank

( room charges double the rates applicable to departmental officials on duty)

 

A-1 130 90 50
A,  and specially expensive localities 110 70 40
B-1,  and expensive localities 90 60 30
Others 70 50 20

Guests of departmental officers

(room charges 20 % extra of rates applicable to departmental officials on private visits)

 

A-1 95 65 35
A,  and specially expensive localities 80 55 30
B-1,  and expensive localities 65 45 25
Others 55 35 20

N.B.     The proposed rates are inclusive of Service charge, charges for Air-conditioners, Heaters, Geyser etc., but do not include charges for breakfast/ meals

14.       Running of Guest House

 

(i)         A Committee should be formed for running/maintenance/ care                          taking of guest house.

(ii)        No funds shall be sanctioned for wages/salary of staff     engaged for running the Guest House and kitchen.

(iii)       Receipts from room charges should be used for meeting recurring and maintenance expenses of guest house.

(iv)       The occupants are required to pay in cash without fail, to the     officer-in-charge, the room charges/fee and other charges due,        before they vacate the guest house. Any damage to        furniture,             crockery, fixture or fittings caused by a guest shall be charged separately in addition to the rent. In case of dispute, decision of the      Commissioner, having the responsibility of maintenance/ up keep/ running of the guest house shall be final.

 

15.       Records to be maintained

 

The following details should be maintained in the records of Allotment Register:

(i)                 Name & Designation,

(ii)               Commissionerate/Office,

(iii)              Place of posting,

(iv)               Telephone numbers (office/residence/mobile)

(v)                 official/private visit,

(vi)               Date of arrival,

(vii)             Date of departure,

(viii)           period of stay,

(ix)               Type and number  of rooms,

                  (x)       Room charges/fee per day,

                  (xi)       Room charges/fee paid,

(xii)      Receipt number,

(xiii)           Signature of visitor.

 

In case of dependent/guest of a departmental official, mention name, relationship, address (office and residence), telephone number, and purpose of visit of dependent/guest also.

 

16.       Internal Audit:

 

            Internal audit should be carried out yearly (financial year) and report to be sent to Directorate of Logistics by 30th April. Points to be covered during internal audit are given in Check List for Auditors.

 

17        Accommodation arrangements with Hotels

 

(i) To meet sudden demands, in Commissionerates on account of   conferences/ meetings involving wider participation or at places of tourist attraction, arrangements for rent-free accommodation in Hotels may be made.

(ii)  Such arrangements may be made preferably with hotels run by the Centre/State Corporations or run by reputed private groups.

(iii)    First   preference  should   be   given    to  hotels  run   by  Centre / State

Tourism Corporations. Arrangements with private hotels shall be considered in case hotels run by State Govt. Tourism Departments are not available or not suitable for reasons of their location, facility, terms and conditions for rent-free accommodation.

(iv)    The number of room nights contracted shall be estimated so that expected utilization is in the range of 80% to 90%. Hotel should agree to provide 2 rooms at any point of time and 5 rooms on requisition 7days in advance from the date of occupancy. Rooms selected for hiring should be comfortable. Luxurious rooms should not be selected for hiring.

(v)     The scheme for making advance deposits with the hotels should be considered only for state owned hotels. The amount of interest-free deposit shall be estimated on the basis of interest that will accrue to the hotel from the prevailing interest rate on fixed deposit. The amount of interest accruable divided by the number of room nights i.e. notional room rent per room night should be reasonable compared to the room rents prevailing in the city. Alternatively, it may also be considered that instead of depositing money with a private hotel, the agreed amount may be kept in a fixed deposit, in the name of the concerned Commissioner of Central Excise, or Customs as the case may be, and payment towards rent may be made on quarterly basis from the interest accrued on such fixed deposit. Regarding payment of rent, scale of entitlement for the type of room to be allotted may be kept in mind.

(vi) In case of hotels run by private groups payment of rent in quarterly installments should be preferred. Rent for a quarter can be deposited in advance subject to getting a Bank Guarantee of the same amount.

(vii)  Discount on food should also be sought while making the arrangements.

(viii)  Rent-free accommodation shall be selected by inviting tenders / quotations following GFR-2005. Agreement for rent free accommodation shall be reviewed yearly for continuation/renewal on the basis of occupancy position.

 

Any of the guidelines proposed may be relaxed by the Governing Body on merit in deserving cases.

 

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Check Lists

(A)  For setting up a new guest house

1.         Is there any departmental guest house or rent-free accommodation arrangements in the same city/town?

2.         Justification for setting up of departmental guest house giving number of visitors and inadequacy of  accommodation available, if any, as mentioned at 2 above.

3.         Where guest house is proposed to be set up?

4.         For Govt. owned office building give justification if accommodation is not in building plan.

5.         For rented office building enclose copy of Ministry's permission and mention period of rent lease (from ……  to ………).

6.         For residential colony, in case of conversion of non-earmarked flats for guest house, enclose copy of permission from allotment authority and certify the period since when the said flat(s) have been lying vacant and there will be no adverse effect for allotment of said flats, as a guest house.

7.         For accommodation purchased/leased for guest house, mention location, area, address etc.

8.         Enclose pen sketch/ lay out plan of proposed guest house accommodation been enclosed?

9.         Mention Type and number of suites/rooms available in the proposed set up.

10.       Mention authority for allotment of accommodation in guest house. Give address, telephone number etc. of the concerned officer selected for allotment.

11.       Whether a Committee has been formed for running/maintenance/care taking of the guest house? Mention its members.

12.       Indicate arrangements made for running of guest house on self sustaining basis.

13.       Mention if the proposal has been recommended by the Advisory Committee formed as per Directorate's letter no…… dated…

14.       Whether amount of financial assistance sought is based on competitive rates as per GFR-2005 rules? Enclose copies of quotations/ rate list for items to be purchased.

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(B) For additional Guest house

1.         Give following details of existing guest house and rent-free accommodation in the same town/city. (i) Address, (ii) Date since when established, (iii) Amount of previous financial assistance (iv)Type wise number of different suites/rooms available, (v) Occupancy position during last 3 years.

2.         Whether justification for additional requirement of guest house is given?

3.         Where guest house is proposed to be set up?

4.         For Govt. owned office building give justification if accommodation is not in building plan.

5.         For rented office building enclose copy of Ministry's permission and mention period of rent lease (from ……  to ………).

6.         For residential colony, in case of conversion of non-ear marked flats for guest house, enclose copy of permission from allotment authority and certify the period since when the said flat(s) have been lying vacant and there is no demand for allotment of said flats.

7.         For accommodation purchased/leased for guest house, mention location address.

8.         Has pen sketch lay out plan of guest house accommodation been enclosed?

9.         Mention Type and number of suites/rooms proposed to be set up.

10.       Mention authority for allotment of existing accommodation in guest house. Give address, telephone number etc. of the concerned officer for allotment.

11.       Whether a Committee has been formed for running/ maintenance/ care taking of the existing guest house? Mention its members.

12.       Indicate arrangements made for running of existing guest house on self sustaining basis.

13.       Mention if the proposal has been recommended by the Advisory Committee formed as per Directorate's letter no…… dated

14.       Give details of previous sanctions for setting up and refurbishing/ up gradation thereafter. Mention whether Utilization certificates have been furnished to the Directorate and unspent amount, if any, has been refunded.

15.       Whether amount of financial assistance sought is based on competitive rates as per GFR-2005 rules? Enclose copies of quotations/ rate list for items to be purchased.

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(C)  For refurbishing of existing guest house

1.         Give following details of existing guest house and rent-free accommodation in the same town/city. (i) Address, (ii) Date since when established, (iii) Amount of previous financial assistance (iv)Type wise number of different suites/rooms available, (v) Occupancy position during last 3 years.

2.         Whether utilization certificate of previous sanction has been furnished and balance amount, if any, refunded to the welfare fund?

3.         Mention authority for allotment of existing accommodation in guest house. Give address, telephone number etc. of the concerned officer for allotment.

4.         Whether a Committee has been formed for running/maintenance/care taking of the existing guest house? Mention its members.

5.         Indicate arrangements made for running of existing guest house on self sustaining basis.

6.         Whether list of items to be replaced has been enclosed?

7.         Mention if the proposal has been recommended by the Advisory Committee formed as per Directorate's letter no…… dated…

8.         Whether amount of financial assistance sought is based on competitive rates as per GFR-2005 rules? Enclose copies of quotations/ rate list for items to be purchased.

           

XXXXX

 

(D)     For Internal Auditors

1.         Whether an official has been made officer-in-charge for receipt/accounting/custody  of goods and materials purchased for Guest House? If No, an official may be designated so for this purpose. 

2.         Whether a separate dead-stock register for fixed assets such as furniture, fixtures, gadgets  etc. purchased for Guest House  from sanctioned amount from Welfare Fund or from other funds  is maintained?

3.         Whether a record of items of perishable nature is being maintained separately in the dead stock register?

4.         Whether the physical stock available in the Guest House tallies with the records. Mention the discrepancies, if any, in the audit report.

5.         Disposal of goods: Has any item been declared surplus or obsolete or unserviceable in the Audit year? If Yes, manner in which they were disposed off.   

6.         Whether Allotment register is maintained for allotment of rooms and receipts of room rent being charged issued? Receipt number, date and         amount should be mentioned in the register.

7.           Check that the following entries in Allotment register are made:

(i) Name, (ii) Designation, (iii) Basic pay Scale, (iv) Commissionerate and place of posting, (v) Purpose of visit- official/personal, (vi) Dates of     check-in and check-out (vii) number of days of occupancy, (viii) room rent charged, (ix) Receipt number and date.

8.         Whether a statement of accounts for the audit year has been prepared? Mention about viability of running of the Guest House. 

9.         Whether the facility is under utilized/optimally utilized or whether the facility is inadequate to cater to demand? Mention the occupancy in total number of room nights occupied during the audit year for each type of room.

10.       Internal audit report should contain a para on overall functioning / performance of the Guest House including occupancy position and suggestions for bringing further improvement.

11.       Copy of Internal audit report to be sent to Directorate of logistics by 31st March every year for inclusion in the Annual Report on the performance of Welfare funds being submitted to the Governing Body.

 

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