Standard Operating Procedure for Issue Of

STANDARD OPERATING PROCEDURE FOR ISSUE OF

ELIGIBILITY CERTIFICATE FOR REGULAR LPG DISTRIBUTORSHIP

1. This SOP lays down certain guidelines for issue of Eligibility Certificate to entitled ESM and their Widows/dependants for allotment of Regular LPG Distributorship.

General

This office issues Eligibility Certificate to Ex-servicemen /Widows/ Dependants for allotment of Regular LPG Distributorship for 18 % reservation quota of Defence Personnel under Govt Personnel (GP) Category.

Under this Scheme all the entitled personnel of three services viz, Army, Navy, and Air Force may take part directly with the concerned oil product agencies based on the advertisements. Simultaneously they have to approach this office for obtaining Eligibility Certificate which forms part of the application. All the entitled/bonafied applicants are issued with an Eligibility Certificate by the concerned JD (SE) and the procedure to be followed is enumerated in the succeeding paragraphs.

Eligibility:

4. MoP & NG policy specify the Defence Personnel (DC) category as per following for allotment of Regular LPG Distributorship:

(a)War widows/dependents of those who died in war.

(b)War disabled/disabled on duty.

(c)Widows/dependents of those who died in harness due to attributable causes.

(d)Disabled in peace due to attributable causes.

5.Based on the above said policy, this Directorate has formulated guidelines (Appendix ‘D’) for allotment of Regular LPG Distributorship for information of all Ex-servicemen.Further, the guidelines also clarify/specify the necessary documents/certificates required to be submitted at the time of applying for Eligibility Certificate so as to ascertain the eligibility of the ESM/Widow/Dependent concerned.

Procedure to Apply for Eligibility Certificate

As per the marketing plan of the concerned oil corporation, locations for Regular LPG Distributorship are advertised by oil companies in two newspapers, (one English Daily and one ‘Regional Vernacular Daily’) having maximum circulation in the Districts in which the distributorship is to be located. Application form for the Scheme is a part of the advertisement published in the newspapers.The Individuals who fulfill the eligibility criteria, can submit application for LPG Distributorship on a prescribed application format. The application format can also be downloaded free of cost from websites and Application should be typed or neatly hand written as per the prescribed format. Applications received after the specified closing date and time including postal delay will not be entertained.

Non-Refundable Application Fee: Applicant should submit the application along with a non-refundable application fee of ` 1000/- (Rupees One thousand only). In case of SC/ST applicants, non-refundable application fee of ` 500/- (Rupees five hundred) is payable provided a copy of SC/ST certificate is attached.One Application per Applicant for a Location: Applicants should submit only one application for one location. In case more than one application is received from an individual, all the applications would be clubbed together and treated as one application. In such cases, application fees received against all other applications would be forfeited.

Person Applying for Multiple Locations: A candidate can apply for more than one location. However, in such cases, he/she will have to submit separate application for each location. Each application should be accompanied with the requisite application fee.

After advertisement in the newspaper, the eligible applicant is to approach the Directorate General Resettlement, RK Puram for issue of eligibility certificate with the following attested copies of documents as applicable (Specimen copy of Application and check list is placed as Appendix ‘E’ & ‘F’: -

(a)In case of ESM : Copies of the following documents duly

attested by Notary/ ZSB / RSB will be attached:-

(i) Initial PPO and corrigendum if applicable in respect of ESM.

(ii) Discharge book / Retirement orders in respect of ESM.

(iii) Copy of Identity Card issued by ZSB / RSB.

(iv) Affidavit as per format (Appendix G) duly notarised.

(v) Passport size photograph of applicant.

(vi) Newspaper cutting of advertisement.

(vii) Disability Certificate attributable to Military Service.

(viii) Requisite education certificate.

(b) In case of widow and dependents : Copies of the following documents dulyattested by Notary/ ZSB / RSB will be attached :

(i) Death certificate alongwith proof of death of defence personnel being attributable to Military Service.

(ii) Initial PPO and corrigendum if applicable in respect of Widow.

(iii) Copy of Identity Card issued by ZSB / RSB.

(iv)Proof of date of birth in respect of widow / dependent as case may be.

(v) Requisite education certificate in respect of applicant.

(vi) Affidavit as per format (Appendix H &J) duly notarized (if applicable).

(vii) Relinquishment deed as per format (Appendix K) duly notarized.

(viii) Passport size photograph of applicant.

(ix) Newspaper cutting of advertisement.

10. Presently the applications for issue of eligibility certificates are received at this Directorate by following means: -

(a)Through concerned ZSBs.

(b) Directly by post from the applicant.

Processing and Issue of Eligibility Certificate

11. The application / documents so received are duly processed by the concerned dealing clerk as per checklist to ascertain the eligibility of individual. The JD (SE) looking after the matter of Oil Product Agencies is responsible to ensure correctness of the eligibility criteria.

12.On authorization, the Eligibility Certificate (Specimen copy placed as Appendix ‘J’) is prepared by the dealing clerk and signed by both the Joint Directors (SE). Then the EC is issued to the individual in person/by post as applicable. Receipt of original EC by the applicant in person has to be obtained and retained with the document. In case of authorized representative collecting the original EC, authority letter by the applicant with specimen signature of the representative duly affixing photographs of the applicant and the authorized representative attested and countersigned by the ZSWO/Dept of Sainik Welfare (State) will be submitted alongwith. In absence of same, EC will not be issued to the authorized representative.

13.The Eligibility Certificate shall be prepared as per the details provided by the applicant in the application form. The applicant’s photograph and hologram shall be affixed at the appropriate place in the certificate. The checklist and certificate shall be signed by both the Officers who have authorized issue of EC to make the system more transparent/authentic.

Rejection and Return of Application

14.Applications received with incomplete documentation shall be returned to the applicant with the observation for rectification and onward submission for issue of Eligibility Certificate. Ineligible candidate’s application shall be returned specifying the reasons thereof. Entries to this effect will be made in the concerned register and authenticated by the dealing JD (SE).

Documentation

15.For Issue Of EC: Copies of application along with the checklist are to be maintained serially as per Eligibility Certificates Serial No year wise. The Register in which the entries are made will have corresponding columns like, Sl No, Name of the applicant, Place, EC number etc to facilitate documentation. For quick retrieval of data, a Database of the EC issued will be maintained as per the columns maintained in the register and the register will be authenticated by JD (SE) concerned and preserved. A separate register containing entries of the rejected/returned applications shall also be maintained. All the copies of application and registers will be retained for 5 (Five) years.

16.Other Correspondence Files: In addition to the above register and application forms, under mentioned files will be maintained:

(a)Policy file.

(b) General Correspondence file.

(d) Correspondence file with RTI reference.

(e) Correspondence file with VIP reference.

Conclusion

17. Any deviation from the laid down SOP needs explicit approval of DG (R).

(Govind Singh)

Col

Dir (SE)

Dated:For Director General (Resettlement)

Appendix ‘E’

From: ……………………………………….

To : The Jt Director DGR (SE) Ministry of Defence

West Block-IV, RK Puram, New Delhi-110066

APPLICATION FORM FOR ISSUE OF EC FOR ALLOTMENT OF REGULAR LPG DISTRIBUTORSHIP UNDER 18%RESEVATION FOR DEFENCE PERSONNEL UNDER ‘GP’ CATEGOTY.

Sir,

I wish to apply for Regular L.P.G Distributorship Scheme and require eligibility certificate by DGR for 18% reservation Quota for Defence personnel under “GP Category”. My particulars are as follows: -

1.No., Rank & Name/Name of Applicant:______

2.Telephone / Mobile Number:______

3.Relationship with Service person:______

4.Date of Retirement/ Discharge from Service :______

5.In case of death, date and cause:______

6.In case of Widows whether death of Defence

Personnel attributable to military service.:______

7.Educational Qualification.:______

8.Nature of pension:______

9.No. and date of PPO issued by CDA(P):______

10.Date of birth & Age of applicant DOB : Age :

on date of application: ______

11.Whether employed/unemployed : ______

12.Any other benefit taken from DGR:______

13.Next of Kin of the deceased:______

14.Location(s), Distt & State applied for: ______

______

15.Name of Oil Company: ______

I hereby certify to the best of my knowledge that particular given above are true and I have hidden nothing while stating the above facts.

Dated:(Signature of applicant/representative)

Note:

(a) In case of ESM : Copies of the following documents duly attested by Notary/ ZSB / RSB will be attached :

(i) Initial PPO and corrigendum if applicable in respect of ESM.

(ii) Discharge book / Retirement orders in respect of ESM.

(iii) Copy of Identity Card issued by ZSB / RSB.

(iv) Affidavit as per format (Appendix ‘G’) duly notarised.

(v) Passport size photograph of applicant

(vi) News paper cutting of advertisement

(vii) Disability certificate duly attributable to service

(viii) Requisite Education Certificate.

(b) In case of widow and dependents : Copies of the following documents duly attested by Notary/ ZSB / RSB will be attached :

(i) Death certificate alongwith proof of death of defence personnel beingattributable to Military Service.

(ii) Initial PPO and corrigendum if applicable in respect of Widow.

(iii) Copy of Identity Card issued by ZSB / RSB.

(iv) Proof of date of birth in respect of widow / dependent as case may be.

(v) Requisite Education Certificate.

(vi) Affidavit as per format (Appendix ‘H’ & ‘J’ ) duly notarized (if applicable)

(vii) Relinquishment deed as per format (Appendix ‘K’) duly notarized.

(viii) Passport size photograph of applicant

(ix) Newspaper cutting of advertisement

CHECK LIST FOR APPLYING ELIGIBILITY CERTIFICATE FOR

ALLOTMENT OF REGULAR LPG DISTRIBUTORSHIP.

UNDER 18 % ‘GP’ CATEGORY

1.Name of applicant:

2.Name of Ex-servicemen:

3.Relationship with applicant:

4.Documents attached:

Sl No. / Documents / Yes/No / Remarks
(a) / Death Certificate of deceased Defence person
issued by Service Hospital/HQs
(b) / Proof of death of defence personnel attributable to the military service/duty
(c) / Proof of Date of Birth.
(d) / Pension order CDA (P) letter
(e) / Discharge book/Retirement order
(f) / Requisite education Certificate of applicant
(g) / Newspaper clipping of the Advertisement.
(h) / Copy of identity card issued by Zila Sainik Board/
Rajya Sainik Board
(i) / Affidavit in original on Rs. 10/- stamp paer duly notarized,
stating that the individual is unemployed or if employed,
will resign from the job on selection by the agency and not
re-married (in case of widow) and not married
(in case of daughter/sister)
(j) / Relinquishment Deed in case of dependant,
from widow and other dependents.
(k) / Passport size photographs two
(l) / Initial PPO and corrigendum (if applicable)

Checked by:JD (SE) IJD (SE) II

AFFIDAVIT

(BY DISABLED ESM)

(To be typed on appropriate non-judicial stamp paper of Rs. 10)

I, No______Rank______(Name)______an Ex-Servicemen S/o______Age _____ Years resident of ______do hereby solemnly affirm and say as under:-

(a)That I am an ESM / ESM having disability attributable to Military Service.

(b)I am a resident of Vill______PO ______, Tehsil______where Regular LPG Distributorship Scheme is advertised and for which I am applying for ‘Eligibility Certificate’.

(c)That I am applying for issue of Eligibility Certificate from DGR for allotment of Regular LPG Distributorship of (IOCL/BPCL/HPCL/IBP) for the place/location ______.

(d)That neither I nor my mother/wife/son(s)/daughter(s)have/has distributorship or hold Letter of Intent for any Oil Product Agencies of any oil company.

(e)That I am unmarried / married / divorcee and fulfill all multiple dealership / distributorship norms as specified by the Oil Manufacturing Company.

(f)I hereby confirm that I was never a signatory to a dealership/distributorship agreement of any oil company, which was terminated or proved for adulteration/malpractices.

(g)That I am unemployed**/employed and will resign from the employment & produce the letter of acceptance of resignation by the employer before the issuance of letter of intent. (** strike out whichever is applicable)

The contents of this Affidavit are true and correct to the best of my personal knowledge and belief. No part of it is false and nothing material has been concealed therein. If any information/declaration given by me in my application or in any document submitted by me found to be untrue or false or incorrect DGR would be within its rights to cancel the Eligibility Certificate issued to me.

Solemnly affirmed and declared before me

This ______day of ______

Appendix ‘H’

AFFIDAVIT

(BY WIDOWS)

(To be typed on appropriate non-judicial stamp paper of Rs. 10)

I,______widow of Late ______No ______Rank______Name______Age ____ Years resident of ______do hereby solemnly affirm and say as under: -

(a)I am an Indian National.

(b)I am a resident of Vill ______, PO ______, Teh ______where Regular LPG Distributorship Scheme is advertised and for which I am applying for ‘EC’.

(c)I am a widow of ______and not remarried.

(d)I have not availed of a similar concession for myself or for any of my wards.

(e) That neither I nor my son(s)/daughter(s) have dealership/distributorship or hold Letter of Intent for any Oil Product Agencies of any oil company.

(f)I hereby confirm that I was never a signatory to a dealership/distributorship agreement of any oil company, which was terminated for proved adulteration/malpractices.

(h)I have not relinquished my right ever before and shall not reclaim in future.

The contents of this affidavit are true and correct to the best of my personal knowledge and belief. No part of it is false and nothing material has been concealed therein. If any information/declaration given by me in my application or in any document submitted by me found to be untrue or false or incorrect DGR would be within its rights to cancel the Eligibility Certificate issued to me.

Solemnly affirmed and declared before me

This ______day of ______

Appendix ‘J’

AFFIDAVIT

(BY DEPENDENT)

(To be typed on appropriate non-judicial stamp paper of Rs. 10)

I, ______son/daughter/brother/sister of Late No______Rank ______Name ______, Age______years, resident of______do hereby solemnly affirm and say as under:-

(a)That I am a dependent of Smt ______, who is a widow of Late No.______Rank ______Name ______.

(b)That I am a resident of Vill______PO ______, Tehsil______where Regular LPG Distributorship Scheme is advertised and for which I am applying for ‘Eligibility Certificate’.

(c)That I am applying for issue of Eligibility Certificate from DGR for allotment of Regular LPG Distributorship of (IOCL/BPCL/HPCL/IBP) for place / location______.

(d) That neither I nor my mother/wife/son(s)/daughter(s) has/have dealership/distributorship or hold Letter of Intent for any Oil Product Agencies of any oil company.

(e)That I am unmarried / married / divorcee and fulfill all multiple dealership / distributorship norms as specified by the Oil Manufacturing Company.

(f)I hereby confirm that I was never a signatory to a dealership/distributorship agreement of any oil company, which was terminated for proved adulteration/malpractices.

Solemnly affirmed and declared before me

This ______day of ______(* strike out if not applicable)

Appendix ‘K’

RELINQUISHMENT DEED

(To be typed on appropriate non-judicial stamp paper of Rs. 10)

I,______widow*/Dependantof ______Age____Years resident of______do hereby solemnly affirm and say as under:-

(a)I am an Indian National.

(b)I am a resident of Vill ______, PO ______, Teh ______where Regular LPG Distributorship Scheme is advertised and for which I am applying for ‘EC’.

(c)I am a widow of ______and not remarried.

(d)I have not availed of a similar concession for myself or for any of my wards.

(e) That neither my son(s) nor I /daughter(s) have dealership/distributorship or hold Letter of Intent for any Oil Product Agencies of any oil company.

(f)I hereby confirm that I was never a signatory to a dealership/distributorship agreement of any oil company, which was terminated for proved adulteration/malpractices.

(g)I ______relinquish my right for allotment of Regular LPG Distributorship of IOCL/BPCL/HPCL/IBP for the place/location ______to my dependent son/daughter* (unmarried) (name)______whose Date of Birth is ______and is unemployed wholly dependent on me. I have no objection in DGR issuing Eligibility Certificate to him/her for availing the facility under 18 % Defence Quota under ‘GP’Category in Regular LPG Distributorship Scheme. (*Strike out if not being relinquished)

(g)I have not relinquished my right ever before and shall not reclaim in future.

Solemnly affirmed and declared before me

This ______day of ______(* strike out if not applicable)