GOVERNMENT OF INDIA (Bharat Sarkar)MINISTRY OF RAILWAYS (Rail Mantralya)

(RAILWAY BOARD)****

No.2010/TG-I/14/P New Delhi, dated 09 .02.2011

Chief Commercial Managers,All Zonal Railways.

(COMMERCIAL CIRCULAR NO. 10 OF 2011)

Sub: Streamlining the procedure for release of berths out ofEmergency Quota.

Instructions have been issued from time to time regarding procedure to befollowed for release of berths out of Emergency Quota. With a view to streamlinethe procedure, the matter has been reviewed and in supersession of all theinstructionsissued on the subject in the past, it has been decided that the followingprocedure should be adopted for allotment of Emergency Quota.

(i) The Emergency Quota on different trains will be released by the Railwayauthorities nominated for this purpose from time to time.

(ii) A time limit for the fmalization of the allotment of Emergency Quota foreach train will be laid down.

(iii) All requisitions for allocations from the Emergency Quotas will becentralized in the office of the competent authority and final allocationsdecided only at the expiry of the stipulated period

(iv) A list of all VIPs booked in the train (irrespective ofjourney commencingstation) including HOR holderslMembers of Parliament and other VIPs,should be taken out at chart preparation centers of train originating stationsto find out details of the VIPs including MPs booked and action will betaken by the incharge to seek reservation for them from the emergency quotacontrolling authorities. In case of VIPs commencing journey fromintermediate stations, a watch will be kept by the intermediate chartpreparation centers also. The ultimate responsibility will, however, rest withthe train originating station.

(v) Whenever the Parliament House Booking Office/any other Booking Officesends a message for MPNIP's onward and -returnjourney, a copy should

- 2./-

-2-

invariably be endorsed to CCM and ACM(Reservation)of the concernedRailway. This shall be in addition to the communication sent to the ChiefReservation Supervisor/SM concerned. The officer concerned in theHeadquarters office will take necessary action to get the accommodationreleased in favour of the MPs/VIPs. However, the provision of taking outthe list of VIPs booked in a train as mentioned above shall be strictlyfollowed.

(vi) The allotment of Emergency Quota to HOR HoldersNlPs should be strictlyas per their inter-se seniority in Warrant of Precedence. In the case of samestatus, the priority in booking of accommodation will prevail i.e. the VIPwho has booked earlier will be given preference over the one who hasbooked later.

(vii) In case a 4-berth compartment is to be allotted to an HOR holder in theabsence ofa coupe:-

(viii)

(ix)

(x)

a) two HOR holders may be clubbed together in a 4 berth compartment; and

b) if clubbing of two HOR holders into a 4 berth compartment is notfeasible and a Member of Parliament happens to be travelling by thesame train, the latter may be allotted accommodation in the 4-berthcompartment along with an HOR holder.

In case the demand is in excess of available accommodation & it is notfeasible to attach extra coach to provide accommodation, in the desiredclass, the allotment will be done as per procedure listed in para (vi) aboveand the remaining may be provided accommodation in the alternate class.Hon'ble MPsNIP will be suitably advised regarding provision ofaccommodation in the alternate class.

The remaining Emergency Quota after meeting the demands for selftravel of HOR holders, Members of Parliament and other VIPs, shall beused to meet the demands received from VIPs and others. While decidingthe persons for whom the Emergency Quota is to be utilized, thecompetent authority controlling the quota would take into account allrelevant factors like the status of the passenger travelling, nature ofemergency like travelling on Government Duty, bereavement in thefamily, sickness, Job interview etc.

'." '

Whenever accommodation in extra coach is required to be utilized asEmergency Quota or Emergency Quota is to be enhanced, the sameshould be done with the approval of CCM or DRM. Such approval should

be taken in writing. - 3/-

(xi)

(xii)

(xiii)

(xiv)

(xv)

(xvi)

(xvii)

The utilisation of other quotas for allotment of out-of-tumaccommodation should be resorted to only in rare cases to cater to theurgent demands of HOR holders, MPs, Parliamentary Committees, otherVIPs & other important demands which cannot otherwise beaccommodated within the Emergency Quota. This should, however, bedone with the personal permission of the CCM/DRM.

Once Emergency Quota has been fed into the computer, no manualcorrection should be resorted to.

The written requests for release of berths/seats out of Emergency Quotamust be signed by a Gazetted Officer.

Serving Railway staff below the Gazetted rank and retired Railwayofficials can submit the requisitions for release of berths out ofEmergency Quota under their own signatures when they themselves ortheir family members as indicatedin Pass Rules are travelling whether onleave or on duty.

Recognized Federations of Railways should nominate authorisedsignatories for signing the requisitions for release of berths out ofEmergency Quota.

In all the requisitions received for release of berths out of EmergencyQuota, the signatory should be asked to mention his/her telephoneno.!mobileno.

Every Officer/Section/Federation will maintain a register containing thedetails of application for Emergency Quota, in which all such requestsshall be diarised indicating all the journey details and also the source fromwhom the request has been received. The diary number of the requestentered in the register shall also be indicated on the requests forEmergency Quota.

(xviii) It would be the responsibility of the person forwarding or signing therequisition to ensure the credentials of the party travelling.

(xix)

(xx)

Requests for release of berths out of Emergency Quota received from theTravel Agents shall not be entertained.

In no case any officer should give the blank signed requisition forms tohis personnel staff for release of berths out of Emergency Quota.

'1/-

-'-1-

(xxi) With a view to prevent the malpractices, reservation requests receivedfrom various quarters should be che~ked from time to time and in caseswhere there is doubt about the genuineness of the requests/letter, theposition may be checked up by speaking to the persons concerned onphone for ensuring the genuineness of the requisition.

(xxii) Periodic inspections by officers at all levels should be conducted at PRScenters to check illegal activities and prevent the nexus between touts andthe officials working in the reservation offices.

(xxiii) All records pertaining to release of Emergency Quota should be preservedfor a period of at least three months from the date ofjourney.

2. The above points may please be brought to the notice of all concerned forstrict compliance.

3. Kindly acknowledge receipt of this letter. ~(Y.K. Sharma)

Director Traffic Commercial (G)-IIRailway Board

Copy to:

1) CCM/PMs and CCM/PSs, all Zonal Railways.2) EDV (T), EDFC, DF(C), OSD/TC, F(C) & V (SS) branches of Railway Board.3) MD/IRCTC,Bank ofBaroda Building, Parliament Street, New Delhi.4) GeneralManager/PRS-I, CRIS, Chanakyapuri,New Delhi.5) Director General, Professor/Training & Professor/Commercial Railway Staff

College,Vadodara.6) The Principals, Zonal Training Centers, Central Railway/Bhusaval, Eastern

Railway Dhanbad, Northern Railway, Chandausi, NE Railway, Muzaffarpur, NFRailway, Alipurduar, Southern Railway, Trichy, SE Railway, Sini, WesternRailway, Udaipur.

7) General Secretary, National Federation of Indian Railwaymen (NFIR), 3,ChelmsfordRoad,NewDelhi. .

8) General Secretary,All India RailwaymenFederation (AIRF), 4, State Entry Road,New Delhi.

9) Secretary General, Federation of Railway Officers Association (FROA), RoomNo.256-A,RailBhawan,NewDelhi. .

10) Secretary General, Indian Railway Promotee Officers Federation (IRPOF), RoomNo.268, Rail Bhawan, New Delhi.

11) Secretary General, All India RPF Association, Room No.256-D, Rail Bhawan,New Delhi

12) CTM, Metro Railway, Metro Rail Bhavan, 33/1, J L Nehru Road, Kolkata-71.

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