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PARLIAMENTARY
SERVICE (STAFF) REGULATIONS, 1995
(CI 11)
ARRANGEMENT OF REGULATIONS
Regulation
1. Creation of Posts.
2. Appointing Authority.
3. Reporting of Vacancies.
4. Qualification of Candidates.
5. Method of Filling Vacancies.
6. Selection Committee.
7. Appointment of Convicted
Persons.
8. Full-Time Appointment.
9. Contract Appointment.
10. Acting Appointment.
11. Letter of Appointment.
12. Medical Examination.
13. Declaration of Personal
Records.
14. Effective Date of
Appointments.
15. Probation Period.
16. Salaries and Increment.
17. Seniority.
18. Promotions.
19. Annual Appraisal Report.
20. Code of Conduct.
21. Oath of Secrecy.
22. Discipline.
23. Gross Misconduct.
24. Minor Misconduct.
25. Major and Minor Penalties.
26. Criminal Prosecutions.
27. Disciplinary Action After
Acquittal.
28. Conviction for Dishonest
Offence.
29. Non-Payment of Salary on
Conviction.
30. Interdiction or Suspension.
31. Payment of Salary on
Interdiction.
32. Payment of Forfeited Portion
of Salary.
33. Absence without Leave.
34. Penalties Involving Increment.
35. Disciplinary Proceedings.
36. Procedure for Formal
Proceedings.
37. Summary Proceedings.
38. Criminal Conviction of
Employees for Offences Committed
against anybody other than the
Service.
39. Private use of Property of the
Service.
40. Private Business.
41. Appeals Against Disciplinary
Decisions.
42. Petitions.
43. Hours of Work.
44. Annual Leave Vacation.
45. Casual Leave and Special
Leave.
46. Sick Leave.
47. Leave Without Pay.
48. Training.
49. Study Leave.
50. Financial Aid or Private
Studies.
51. Acting Allowance.
52. Duty Allowance.
53. Out of Station
Night/Subsistence Allowance.
54. Outfit/Warm Clothing.
55. Housing Allowance.
56. Vehicle Maintenance Allowance.
57. Fuel Allowance.
58. Utility Allowance.
59. Risk Allowance.
60. Commuted Mileage Allowance.
61. Mileage Allowance.
62. Baggage Allowance on
Assumption of Duty/Resignation
or Retirement, Redundancy/ill-
Health.
63. Domestic Servant Allowance.
64. Overtime Allowance.
65. Clothing Allowance.
66. Salary Advance.
67. Advance to Purchase or Repair
Means of Transport.
68. Housing loan.
69. Special Advance.
70. Limitation for Illness.
71. Prevention to Work by
Advances.
72. Medical Expenses.
73. Refund of Medical Expenses
Incurred Abroad.
74. Treatment Abroad.
75. Seriously Ill Employees.
76. Medical Board.
77. Maternity Leave.
78. Meaning of "Family" and
"Medical Officer" in this Part.
79. Leaving the Service.
80. Long Service Award Scheme and
Certificate of Service.
81. Handing over Procedure.
82. Death of Employee.
83. Welfare Fund.
84. Pension and Social Security.
85. Staff Durbars.
SCHEDULES
Schedule 1—The Oath of Secrecy
Schedule 2—Annual Leave, Vacation
IN exercise of the powers
conferred on the Parliamentary
Service Board by section 18 of the
Parliamentary Service Act, 1993
(Act 460) and with the prior
approval of Parliament these
Regulations are made this 22nd day
of February, 1995.
PART I—POSTS AND ENTERING THE
SERVICE
Regulation 1—Creation of Posts.
(1) The Parliamentary Service
Board referred to in these
Regulations as the "Board" shall
determine and designate all posts
in the Service as and when they
become necessary.
(2) Where the Clerk considers it
necessary that a new post shall be
created or an increase in number
in any existing posts is
necessary, he shall submit to the
Board an application for that
purpose.
(3) An application made under
sub-regulation (2) of this
regulation shall provide the
following particulars—
(a) the title of the post;
(b) the number of posts to be
created, or the number of
additional posts to be created if
the post is already in existence;
(c) the salary or salary scale
attached or to be attached to the
post;
(d) the reason for the creation of
the post or for the increase in
the establishment;
(e) if it is a new post, a
statement of the duties and the
minimum qualifications required
for appointment into the post; and
(f) whether funds are available
for the creation and filling of
the post.
Regulation 2—Appointing Authority.
The authority to appoint, promote
and discipline a member of staff
of the Service is vested in the
Board.
Regulation 3—Reporting of
Vacancies.
The Clerk of Parliament shall
report any vacancy to the Speaker
within one month of the occurrence
of the vacancy.
Regulation 4—Qualification of
Candidates.
No person shall be appointed, or
in the case of a serving officer,
be promoted to any post who does
not possess the prescribed minimum
qualifications, or requisite
experience, or both, approved for
the post except that where a
serving officer has, by virtue of
his duties and experience,
acquired sufficient knowledge and
skill, he may in exceptional
circumstances be promoted to any
such post, notwithstanding the
fact that he does not fulfil the
minimum qualifications provided in
the Scheme of Service.
Regulation 5—Method of Filling
Vacancies.
(1) Vacancies shall normally be
advertised in the national
newspapers and the Government
Gazette unless the Board considers
that there is a serving officer
qualified for the post.
(2) Where an advertisement is made
pursuant to sub-regulation (1) of
this regulation the advertisement
shall provide the following
particulars—
(a) the designation of the post;
(b) the duties attached to the
post;
(c) the minimum qualifications
required for entry into the post;
(d) the salary or salary scale
attached to the post; and
(e) the last date for receipt of
applications.
(3) As soon as possible after the
receipt of applications for
appointment, the Clerk shall cause
to be prepared a short list of the
candidates who prima facie qualify
for appointment to the post, and
submit the list to the Board.
Relation 6—Selection Committee.
(1) On receipt of the short list,
the Board or the chairman acting
in that behalf shall, as soon as
possible, appoint a Selection
Committee to interview the
candidates on the short list and
to submit to the Board a
recommendation as to which of the
candidates in the Committee's
opinion may be appointed to fill
the vacancy in the post.
(2) Notwithstanding sub-regulation
(1) the Board may conduct the
interview itself and select the
candidates.
Regulation 7—Appointment of
Convicted Persons.
No person who has been convicted
of an offence involving dishonesty
or fraud or who has been dismissed
from any public service because of
dishonesty or fraud shall be
appointed to any post in the
Service.
Regulation 8—Full-Time
Appointment.
Except where otherwise
specifically stated, all
appointments in the Service shall
be full-time and additional
remuneration for activities
outside the scope of the
appointment may only be accepted
with the permission of the Clerk.
Regulation 9—Contract Appointment.
(1) An appointment on contract may
be made by the Board to such posts
in the Service as the Board shall
determine except that a contract
employment shall not operate
against the promotion of any
serving employee.
(2) No contract appointment shall
exceed two years in the first
instance.
Regulation 10—Acting Appointment.
(1) Where an employee is assigned
temporarily to a post higher than
his own substantive post by the
Board in writing, the assignment
shall be known as an acting
appointment.
(2) No employee shall be required
to act two grades or more higher
than his post.
(3) The Board may exclude the
application of this regulation to
any class of posts.
Regulation 11—Letter of
Appointment.
A
letter of appointment shall
explain in detail the terms on
which the appointment is offered
and also request the applicant to
indicate his acceptance or
otherwise of the appointment if
necessary within a time specified
in the letter of appointment.
Regulation 12—Medical Examination.
Appointment to any post in the
Service other than contract
appointment is subject to evidence
of satisfactory health on a
medical certificate issued from a
government hospital or clinic and
received by the Clerk on behalf of
the Board.
Regulation 13—Declaration of
Personal Records.
(1) On first appointment an
employee shall be required to give
particulars about himself on the
Standard Form which shall be
inserted in his personal file.
(2) The particulars under
sub-regulation (1) shall include—
(a) his true age verified by a
birth certificate where available;
(b) his home town;
(c) whether he has previously been
employed by any other institution
or by the Government of Ghana and
if so, why he left;
(d) whether he has ever been
convicted of a criminal offence;
(e) the name of his/her spouse;
(f ) the name and address of his
next of kin;
(g) names of parents;
(h) name(s) of child(ren).
(2) The concealment of any of
these facts or any intentional
false statement may be considered
sufficient grounds for
non-employment or for subsequent
termination of employment.
Regulation 14—Effective Date of
Appointments.
The effective date of an
appointment of a person to a post
in the Service shall, unless the
Board otherwise directs—
(a) be the date of his assumption
of duty in the Service in the case
of a person recruited from outside
the Service; or
(b) in the case of a serving
employee, be the first day of the
month next following the date of
the decision of the Board to
appoint him except where the date
of the decision is the first day
of month in which case it shall be
that date.
Regulation 15—Probation Period.
(1) A newly appointed person
shall serve a probation of one
year unless the Board on the
advice of the Clerk reduces it;
however such a reduction shall not
exceed 3 months, and in case of
such reduction, no increment shall
be granted after the first 12
months of service.
(2) Three months before the expiry
of the probationary period, the
Board shall consider whether on
the expiry of the probationary
period the appointment should be
confirmed or a further
probationary period not exceeding
six months should be served or the
employee's appointment should be
terminated and take action
accordingly.
(3) The Board may, at any time,
and for any good reason made known
to the employee where possible,
terminate the appointment of an
employee who is on probation.
(4) Where the termination is not
due to the employee's misconduct
he shall receive three calendar
months' notice or three months pay
in lieu of notice. In addition, he
shall be granted his earned leave
and be paid the normal transport
allowance to his home town.
Regulation 16—Salaries and
Increment.
(1) The Board shall lay down the
terms and conditions of service
which shall include the salary
structure, and the scheme of
service applicable to posts in the
Service.
(2) Salaries paid to officers
shall be in accordance with the
salary scales approved for the
Service.
(3) Where an employee has been
wrongly graded or placed on a
wrong point on a salary scale, the
Clerk shall cause the error to be
corrected as soon as practicable,
and any arrears that may be due to
the officer shall be paid to him.
(4) Where there has been an
overpayment, the Clerk may, take
reasonable steps to recover the
amount.
(5) Annual increment shall be
granted to an employee up to the
end of his scale provided he has
not been advised in writing two
months before the end of the
salary year that his increment
would be withheld for stated
reasons.
(6) Any employee who has completed
12 months continuous satisfactory
service shall be eligible for
annual salary increment.
Regulation 17—Seniority.
Seniority among employees under
the same salary conditions may be
determined by the effective dates
of appointment to their current
posts; if the dates coincide in
the case of appointment on
promotion, then seniority may be
determined by the effective dates
of their previous appointments; if
the dates of their previous
appointments coincide; by their
dates of births; if these also
coincide; by the alphabetical
order of their surnames.
Regulation 18—Promotions.
(1) Promotions shall not be made
as a matter of course but strictly
on merit.
(2) In considering a promotion,
the following factors shall be
taken into account—
(a) efficiency;
(b) requisite qualifications;
(c) seniority;
(d) experience;
(e) sense of responsibility;
(f) initiative;
(g) power of leadership;
(h) power of expression;
(i)
relations with staff;
(j) co-operation with members of
administration;
(k) general attitude to work of
the Service, i.e. re-sourcefulness,
willingness to undertake other
assignments in times of
crisis—quality of independent
action in taking decision, power
of leadership; and
(1) general conduct.
Regulation 19—Annual Appraisal
Report.
(1) There shall be submitted in
respect of every employee an
annual report which shall be
discussed with him by the
reporting officer before
submission.
(2) The employee concerned shall
be permitted to read and comment
in writing on the report.
(3) An appraisal form for the
Service shall be provided for this
purpose.
PART II—CODE OF CONDUCT AND
DISCIPLINARY MATTERS
Regulation 20—Code of Conduct.
(1) Every member of staff of the
Service shall show loyalty to the
State, Parliament and the Service.
(2) Every member of staff shall
discharge diligently all duties
and tasks allocated to him with
the aim of achieving the
objectives of the Service as a
whole.
(3) No member of staff shall in
the course of his duties receive
presents in any form which may
have the effect of influencing his
decision; nor shall he receive any
compensation or reward for the
performance of any official duty.
He may not give any presents to
other officers which may influence
them in matters in which he is
interested.
(4) This regulation on code of
conduct applies not only to the
individual and friends but also to
his dependants and family and the
employee will be held responsible
for its observance by his
dependants and family.
(5) No member of staff shall
employ for private purposes, the
services of other government
officers or employees during hours
of duty, nor shall he make use of
materials, stores or apparatus
which are the property of the
State, except with the approval of
the head of the department however
services which may involve the use
of government property may be
rendered by government employees
within the official working hours
for the convenience of members of
the public including members of
staff, in return for a charge to
be paid into the Consolidated
Fund.
(6) No member of staff shall in
his capacity act as agent for any
member of the public or receive
any payment from public funds on
behalf of any member of the
public.
(7) No member of staff may engage
in business or any commercial
undertaking and on appointment he
shall declare to the Board his
interest in any business or
commercial undertaking.
(8) Where after appointment and in
the course of his career he wishes
to undertake any such business, he
shall first obtain clearance from
the Clerk.
(9) No officer may leave the
office during office hours without
permission. An officer leaving the
office must inform a responsible
officer where he can be located
for his recall in an emergency.
(10) A member of staff who absents
himself from duty on grounds of
ill-health without being certified
by a medical officer as unfit for
duty is liable to be regarded as
absent without leave and
appropriate disciplinary action
may be taken against him.
(11) A member of staff may not
leave Ghana without permission
from the Clerk.
(12) Official correspondence or
records or copies of them shall
not be shown or produced or
communicated to a person not
entitled to such disclosure
without the express authorisation
from the head of department.
(13) Where in the opinion of a
member of staff the contents of
any correspondence or records are
prejudicial to the interest of the
Service and the people of Ghana,
he shall draw the attention of the
Clerk to them. The Clerk shall
study the records involved and
initiate whatever action he
considers necessary.
Regulation 21—Oath of Secrecy.
All officers shall subscribe to
the Oath of Secrecy as provided in
Schedule 1 to these Regulations.
Regulation 22—Discipline.
Any act amounting to any of the
following offences shall
constitute misconduct—
(a) failure or refusal to perform
lawful duty;
(b) contravention of standing
instructions;
(c) disobedience;
(d) dishonesty, e.g. stealing,
fraud, forgery, receiving of
stolen property;
(e) conviction for an offence
involving dishonesty;
(f) falsehood;
(g) drunkeness on duty;
(h) insubordination;
(i)
dereliction of duty;
(j) absence without leave;
(k) use of the Service's property
without permission.
Regulation 23—Gross Misconduct.
Any act involving any of the
following offences shall be an act
of gross misconduct—
(a) insubordination;
(b) dishonesty;
(c) dereliction of duty;
(d) conviction for an offence
involving dishonesty;
(e) repetition of a minor
misconduct for which an employee
has been found guilty on more than
three previous occasions within a
year;
(f) breach of declaration of
secrecy.
Regulation 24—Minor Misconduct.
Any act committed by an employee
and amounting to any of the
offences referred to in Regulation
22 of these Regulations but not
included in the list of offences
in Regulation 23 shall be
considered to be an act amounting
to a minor misconduct.
Regulation 25—Major and Minor
Penalties.
The following are the penalties
which may be imposed in
disciplinary proceedings—
(a) for gross misconduct—
(i)
dismissal; or
(ii) termination of appointment;
or
(iii) reduction in grade, except
that the Board may impose any of
the penalties prescribed by
paragraph
(b) of this regulation for a first
offence;
(b) for minor misconduct—
(i)
deferment of increment;
(ii) stoppage of increment;
(iii) suspension from duty with
loss of pay; or
(iv) reprimand or warning.
Regulation 26—Criminal
Prosecutions.
Where criminal proceedings are
pending, disciplinary action shall
be suspended except that the
employee concerned may be
interdicted by the disciplinary
authority.
Regulation 27—Disciplinary Action
After Acquittal.
The acquittal of an employee of a
criminal charge shall not by
itself prevent him from being
punished under these Regulations
unless the issue raised in the
charge in the disciplinary
proceedings is in substance the
same as that raised and resolved
in the court or tribunal in the
criminal charge.
Regulation 28—Conviction for
Dishonest Offence.
An employee convicted of an
offence involving dishonesty or
sentenced to imprisonment for an
offence against the Service shall
not be dismissed from the date of
conviction.
Regulation 29—Non-Payment of
Salary on Conviction.
An employee convicted of an
offence involving dishonesty or
sentenced to imprisonment for an
offence against the Service shall
not be paid any emoluments from
the date of the judgment pending
the decision of the Board
empowered to dismiss him.
Regulation 30—Interdiction or
Suspension.
(1) In any case, where, subject to
the provisions in this Part, the
Board considers that the interest
of the Service requires that the
employee should cease immediately
to perform his duties, the Board
may either interdict him or
suspend him in exceptional
circumstances from duty if
proceedings for a suspected gross
misconduct are being taken or if
criminal proceedings are being
instituted against him
(2) Where, in the opinion of the
Clerk a period of 48 hours will
elapse before the decision of the
Board is received, the Clerk may
order an interdiction or
suspension with loss of pay and
report the facts immediately to
the Board stating his reasons for
the action taken by him, and the
Board may ratify the order or
cancel the order of the Clerk.
Regulation 31—Payment of Salary on
Interdiction.
An employee interdicted from duty
under Regulation 30 shall, with
effect from the date of the
interdiction and subject to
sub-regulation (2) of regulation
30 be paid 50% of his salary after
all deductions have been made from
it.
Regulation 32—Payment of Forfeited
Portion of Salary.
If an employee is acquitted of
charges for which he has suffered
interdiction or suspension with
loss of pay and any disciplinary
proceedings instituted against him
after that do not result in his
dismissal, that portion of his
salary withheld shall be restored
to him.
Regulation 33—Absence without
Leave.
(1) Subject to sub-regulation (2)
of this regulation, any employee
who absents himself from duty
without permission or reasonable
cause shall forfeit his pay for
the period during which he is
absent.
(2) In addition to the penalty
prescribed under sub-regulation
(1) of this regulation but without
prejudice to the taking of
disciplinary proceedings in
respect of any absence from duty
without permission or reasonable
cause, where an employee is absent
from duty without permission or
reasonable cause for a period
exceeding 10 consecutive working
days the employee may be
considered to have vacated his
post and the Board may declare his
post vacant.
Regulation 34—Penalties Involving
Increment.
(1) An employee's increment may be
suspended, withheld, stopped or
deferred as a penalty for any
minor misconduct of which he may
be found guilty.
(2) Withholding or stopping of an
increment means stopping payment
of increment for a specified
period and does not affect an
incremental date.
(3) Suspension of an increment
means the stopping of payment of
an increment pending the outcome
of some disciplinary or criminal
proceedings or other enquiry which
may result in the withholding or
deferment of an increment.
(4) Where at the end of any
disciplinary proceedings or
enquiry the Board is satisfied
that no case has been made
justifying the withholding or
deferment of the increment, the
Board shall restore the increment
with effect from the date of its
suspension.
(5) Deferment of an increment
means the changing of the
incremental date and it is the
severest of three forms of
penalties concerning increment.
For instance, if an employee's
increment is deferred from 1st
April to 1st October, the penalty
implies that he shall receive no
increment whatever for the six
months from 1st April to 30th
September and that his new
incremental date shall be 1st
October.
(6) Notwithstanding anything
contained in this regulation the
imposition of any penalty
withholding (or stoppage),
suspension or deferment of an
increment or its restoration shall
be notified to the employee
concerned and to the accountant
responsible for the payment of the
employee's salary.
Regulation 35—Disciplinary
Proceedings.
(1) Formal disciplinary
proceedings shall be instituted in
all cases of gross misconduct.
(2) Summary proceedings shall be
instituted in all cases of minor
misconduct.
Regulation 36—Procedure for Formal
Proceedings.
(1) The procedure provided in this
regulation shall be followed in
all cases of formal proceedings—
(a) the Board shall cause a
preliminary enquiry to be made in
the case during which the accused
employee shall be called upon to
explain in writing his conduct;
(b) after the preliminary enquiry,
the Board shall, if it decides
that the accused employee should
be charged with an offence, frame
charges against the accused
employee and appoint a senior
employee to hold an enquiry into
the charge or charges, and this
senior employee, who shall be of a
grade higher than the grade of the
accused employee, shall be known
as the Enquiry Officer, except
that where there is no competent
Senior employee to serve as
Enquiry Officer a member of the
Board may be appointed by the
Board to serve as Enquiry Officer
under this regulation;
(c) no documentary evidence shall
be introduced during the
proceedings of the disciplinary
enquiry, unless the accused
employee has been given a
reasonable opportunity before to
study the contents of the
document; if in the course of the
enquiry fresh documents are
introduced in evidence, the
enquiry shall be adjourned to
allow either the accused employee,
or the Enquiry Officer himself, as
the case may be to study the
document;
(d) where an accused employee is
charged with an offence under this
regulation and he pleads guilty to
that offence, the Enquiry Officer
shall record the plea of guilty
and report to the Board;
(e) the accused employee shall be
permitted to be present at the
enquiry and shall be entitled to
defend himself; if he is absent
without reasonable excuse, then at
the discretion of the Enquiry
Officer, the enquiry may proceed
without him;
(f) the accused employee shall be
allowed to tender any document in
his possession, cross-examine
witnesses and call witnesses on
his own behalf, and the Enquiry
Officer shall, so far as
practicable, also make available
to him any requested relevant
official document at any stage of
the proceedings;
(g) the Enquiry Officer shall not
be bound to make available to the
accused employee any document
which he considers to be
confidential or restricted;
(h) full record of the evidence
shall be kept in writing;
(i)
on completion of the enquiry, the
Enquiry Officer shall submit to
the Board a record of the evidence
including any documents tendered
in evidence and his findings as to
whether the charge or charges have
been proved, together with a brief
statement of his reasons for the
findings;
(j) on receipt of the report of
the Enquiry Officer the Board
shall consider the findings, and
if it is satisfied that the charge
or charges are established it
shall, subject to the provisions
of Regulation 25 of these
Regulations decide what penalty,
if any, should be imposed;
(k) the Board shall, as soon as
practicable, cause the accused
employee to be informed in writing
as to whether the charge or
charges are established, and what
penalty, if any, has been imposed;
(l) if found guilty, the employee
shall be informed of his right of
appeal under Regulation 41 of
these Regulations.
Regulation 37—Summary Proceedings.
(1) Where the Board decides to
institute disciplinary proceedings
against an employee for a minor
offence, the Board shall cause a
written statement of the charge to
be served on the employee who
shall be called upon to answer the
charge in writing.
(2) Upon submission by the accused
employee of his reply to the
charge, the Board may then take a
decision on the matter, subject to
the provisions of Regulation 25 of
these Regulations.
(3) If in the course of or on
completion of a case involving a
minor offence the Board is of the
view that at major penalty may
have to be imposed, the Board
shall at once suspend the summary
proceedings and cause formal
proceedings to be instituted
against the accused employee in
accordance with Regulation 36.
Regulation 38—Criminal Conviction
of Employees for Offences
Committed against anybody other
than the Service.
(1) If an employee of the Service
is charged by the police with an
offence involving dishonesty
committed against a person or an
organisation other than the
service, the Board shall, on being
informed of the matter by any
other competent authority or
person, interdict the accused
employee in accordance with
Regulation 30 of these
Regulations.
(2) When an employee of the
service is charged by the police
with a criminal offence other than
one of dishonest nature, the Board
shall, on being informed of it,
and subject to Regulation 28 of
these Regulations consider the
circumstances of the alleged
offence and if satisfied that the
alleged offence is likely to bring
disrepute to the Service interdict
the accused employee.
(3) If in the circumstances stated
in sub-regulation (1) of these
regulations the accused employee
is convicted of the charge, he
shall be dismissed summarily by
the Board with effect from the
date of his conviction.
(4) If in the circumstances stated
in sub-regulation (2) of this
regulation the accused employee is
convicted of the offence and he is
on interdiction, the Board shall
subject to Regulations 28 and 29
of these Regulations cause the
convicted employee to be called
upon in writing to show cause why
he should not be dismissed or
otherwise punished for having
brought the Service into
disrepute, and the convicted
employee shall reply within 14
days after the date on which he
received the notice to show cause.
(5) If a convicted employee who
has been directed under
sub-regulation (4) of this
regulation to show cause why he
should not be punished for
bringing the Service into
disrepute does not reply by the
date specified, the Board may
assume that he has no
representations to make.
(6) Subject to Regulation 28 if an
accused employee is convicted of
an offence referred to in
sub-regulation (2) of this
regulation and he is not already
on interdiction, the Board shall,
subject to Regulation 29 address
to the convicted employee a letter
of reprimand in serious terms and
containing a warning that a
repetition of the offence may earn
the convicted employee a more
severe punishment, provided that
where the convicted employee has
been sentenced to imprisonment or
has been sentenced to imprisonment
as an alternative to a fine and he
has elected to serve the
imprisonment, he shall be
dismissed.
(7) On receipt of a convicted
employee's reply in answer to a
direction addressed to him under
sub-regulation (4) of this
regulation the Board may, subject
to regulation 25, impose such of
the penalties prescribed by that
regulation as it may consider
appropriate.
(8) Notwithstanding anything
contained in this regulation, the
Board shall, after conviction of
the accused employee, suspend
further action of the matter where
the convicted employee has given
notice of appeal.
(9) Where notice of appeal of a
conviction has been given by a
convicted employee who is on
interdiction, he shall continue to
remain on interdiction until the
appeal has been disposed of. If
the appeal authority upholds the
judgment of the court below, the
Board shall proceed in accordance
with sub-regulation (3) or (4) of
this regulation as the case may
be.
(10) If an accused employee is
acquitted of the charges either on
first instance or on appeal the
Board shall proceed in accordance
with the procedure provided in
Regulation 27 of these
Regulations.
Regulation 39—Private use of
Property of the Service.
Subject to these Regulations no
employee shall make private use
of any property of the Service
unless otherwise authorised by a
competent authority.
Regulation 40—Private Business.
(1) No employee shall without
permission in writing of the Board
carry on any private business for
reward.
(2) No employee shall carry on or
engage in any activity which the
Board has declared to be contrary
to the interest of the Service.
Regulation 41—Appeals Against
Disciplinary Decisions.
(1) An employee who is
dissatisfied with a disciplinary
against derision taken against him
may, subject to the provisions of
disciplinary this regulation,
appeal against the decision to the
Board within 28 working days after
the date of the decision has been
communicated to him, unless the
Board extends the time for appeal.
(2) Where an appeal is lodged
under sub-regulation (1) of this
regulation, the Board shall
appoint a committee consisting of
at least three members, excluding
the complainant, if a member of
the Board, for a review of its
previous decision.
(3) Only one appeal may be made
under this regulation and fresh
evidence may be heard on the
appeal if this includes material
which if it had been produced at
the hearing could have affected
the decision.
(4) After considering any appeal
or petition made to it the Board
may confirm, reverse or modify the
decision appealed or petitioned
against.
PART III—PETITIONS
Regulation 42—Petitions.
(1) A petition includes any appeal
against a decision of an officer
superior to the petitioner.
(2) A member of staff who is
aggrieved by any administrative
matter may petition his head of
department.
(3) A petition must be submitted
through the petitioner's immediate
superior who shall on receipt,
promptly acknowledge receipt.
(4) The Petition must be forwarded
immediately by the receiving
officer to the Clerk with a report
indicating—
(a) the material allegations made
in the petition, and the redress
asked for;
(b) the actual facts of the case
as ascertained by the reporting
officer;
(c) reference to any previous and
connected petition of which he has
knowledge.
(5) The reporting Officer may add
such remarks on the subject as he
thinks necessary, and shall
conclude with a recommendation of
the answer which he considers
should be given to the petitioner.
(6) In the event of a petition
being adjudged frivolous or
without adequate grounds the
petitioner may be so informed
officially and the fact may be
recorded in his Service Record
Card.
(7) A petition submitted
otherwise than in this way shall
be returned to the sender; when
copies are sent direct to the
appointing authority, they shall
be treated as having been sent for
information only.
(8) Where a petitioner has
previously been in government
service and where the substance of
his petition refers to such
service, it is in his interest
that he should comply with the
rules applicable to serving
officers.
(9) A petition must bear the
signature and the address of the
petitioner. When it has been
written by a person other than the
petitioner, the signature and
address of the writer must be
included.
(10) A petition submitted on
behalf of another person shall not
be entertained unless the author
can show that he had been
authorised to write on behalf of
the person.
(11) A petition which—
(a) does not comply with the
instructions of the Service on
petitions; or
(b) deals with cases in which
legal proceedings are pending; or
(c) is illegible, unintelligible
or worded in abusive or improper
language is liable to be returned
by the officer to whom it is first
submitted.
(12) Where a petitioner is
dissatisfied with the decision of
his head of department or section
he may petition the Clerk.
(13) The aggrieved officer may
further petition the Board if he
is dissatisfied with the decision
of the Clerk or if the Clerk is
the subject matter of the
petition.
(14) Where the petition is an
appeal against an order made in
disciplinary proceedings by the
Clerk or other officers exercising
powers of disciplinary control,
the petition must be submitted
within the time limit prescribed
in the Service Regulations.
(15) A petition shall not be
entertained if—
(a) the petitioner has
unreasonably delayed its
submission; or
(b) a previous petition to the
same authority has been rejected,
unless the second petition is
submitted within a year of that
decision and show new and material
facts, and gives adequate reasons
for their absence from the first.
PART IV—HOURS OF DUTY, VACATION,
LEAVE AND TRAINING
Regulation 43—Hours of Work.
(1) The hours of duty of employees
in the Service shall be such as
the Board shall determine except
that every employee shall work for
a minimum of 35 and a maximum of
45 hours a week.
(2) Except where regulated by
statute or where permission has
been given by the Board, the hours
of attendance at office are—
Monday to Friday 8.00 a.m. —
12.30 p.m.
1.30 p.m. — 5. 00 p.m.
(3) An attendance register shall
be kept in every department. Every
staff shall enter his name daily,
and shall place against it the
hour of his arrival and departure
from the Office. This book shall
be examined and initialled weekly
by an officer delegated by the
head of department.
(4) Sub-regulation (3) of this
regulation shall apply to such
grade of officers as the Clerk
shall direct.
Regulation 44—Annual Leave
Vacation.
(1) Subject to the provisions of
this regulation employees in the
Service shall be entitled to
vacation leave in respect of each
calendar year as provided in the
Schedule 2 to these Regulations.
(2) Leave shall be enjoyed subject
to the exigencies of the Service
and does not include Saturdays,
Sundays or public holidays.
(3) Leave shall not be commuted
for cash payment except with the
permission of the Board.
(4) Leave shall be granted by the
Clerk who may delegate this power
to specified officers.
(5) Application for leave under
this regulation shall be made in
writing and addressed to the Clerk
not later than seven days prior to
the day the leave is intended to
commence.
(6) Subject to the exigencies of
the Service, leave may be taken by
instalments during a leave year.
(7) An employee may be recalled to
duty from leave.
(8) Where this occurs, subject to
the exigencies of the Service the
remainder of employee's leave, in
the case of leave under this
regulation shall be deferred to
some other date during the leave
year or a subsequent leave year.
(9) Where an employee in the
course of his leave voluntarily
returns to duty before the
expiration of that leave he may
forfeit the remainder of the leave
at the discretion of the Clerk.
(10) A Ghanaian member of staff
who wishes to spend his leave at
his own expense out side Ghana
must obtain permission from the
Clerk prior to his departure.
(11) If a member of staff is
abroad either on a course, duty or
conference, the Clerk may grant
him annual leave to be spent
there, provided that no additional
expenditure is thereby incurred on
passages or allowances and
provided further that any report
which the staff concerned is
required to submit will not be
unduly delayed.
(12) Where an officer has spent
more than the proportionate leave
for which he is eligible the
number of excess days spent shall
be deducted from his annual leave
for the subsequent leave year
irrespective of whether he will be
eligible for full or proportionate
annual leave.
(13) Where an officer leaves the
service when he has not earned
enough to effect the excess leave,
he shall be required to refund the
salary drawn in respect of the
excess period. The excess days
shall be treated as leave without
pay.
(14) Where the leave rate changes
during a leave year, the amount of
leave for which the officer will
be eligible during that leave year
will be the total of the
proportionate leave appropriate to
a completed month's Service at the
lower rate and the proportionate
leave appropriate to a complete
month's service at the higher
rate.
(15) For the purpose of this
calculation and provided the
service is continuous, any part of
a month, to which the higher leave
rate applies will count a complete
month at that rate.
(16) Before going on leave a
member of staff shall notify in
writing his leave address to the
officer in charge of personnel
matters.
(17) It is the responsibility of
the Clerk to prepare and maintain
annual leave rosters for members
of staff. Such leave rosters shall
be prepared during the last
quarter of the current leave year
for the ensuing year. The Clerk
shall then notify all officers in
their Departments by first week in
January when they will proceed on
leave.
(18) A member of staff who is in
the Service at the beginning of
the leave year and who has not
received this notification by 31st
March may apply to the Clerk
before 1st July indicating when he
wants to proceed on leave.
(19) A member of staff who joins
the Service during the leave year
may apply to the Clerk for leave
in time for him to be granted all
the leave for which he is eligible
before the end of the leave year.
Such application shall, if
possible be made one month before
the officer proceeds on leave.
Regulation 45—Casual Leave and
Special Leave.
(1) Subject to the exigencies of
the Service, casual leave of up to
a maximum of 10 days in each year
may be granted to an employee at
his request except that the leave
may only be taken after the
employee has exhausted all
vacation leave granted under
Regulations 44 of these
Regulations.
(2) Special leave may be granted
by the Board to an employee on
full pay for the promotion of the
interest of the Service.
(3) Special leave either on full
pay or otherwise may also be
granted in such other
circumstances as the Board may
consider expedient.
Regulation 46—Sick Leave.
(1) It is the duty of the Clerk
and medical officers to ensure
that no member of staff is excused
from duty when his state of health
does not warrant it.
(2) A member of staff may be
granted vacation leave on medical
grounds. An application for such
leave must be supported by a
certificate from a medical
officer.
(3) A member of staff placed on
sick list shall be treated as
follows—
(a) he shall be regarded as absent
on sick leave if, not being on
leave, he is absent from duty
through ill-health duly certified
and not caused by his own default;
(b) if he is prevented by
ill-health, duly certified, from
returning to duty at the end of
his vacation leave he must take
the remainder of his earned leave,
if any and on the expiry of all
his vacation leave, he shall be
regarded as being on sick leave.
(4) The maximum period of sick
leave, which may be granted on
full salary are up to 6 months and
half salary for another 6 months.
Any period of sick leave in excess
of these periods shall be without
salary.
(5) Where the illness is not due
to his own fault, the period an
officer is on sick leave without
pay shall be reckoned for
incremental purposes.
(6) Sick leave without pay shall
not constitute a break in service.
(7) The Clerk may grant a member
of staff sick leave up to three
months on the recommendation of a
medical officer.
(8) If after three months the
officer is still unfit to resume
duty, the Clerk shall request the
nearest Government medical
authority to convene a Medical
Board to consider whether there is
any reasonable prospect of
eventual recovery or whether the
person should be invalided from
the Service.
(9) Where the Medical Board
considers that there is a
reasonable prospect of the
officer's eventual recovery, it
may recommend the grant of further
sick leave for three months.
(10) At the expiry of the further
sick leave, the Clerk shall again
request the nearest Government
medical authority to convene a
Medical Board on the lines stated
above.
Regulation 47—Leave Without Pay.
Leave without pay may be granted
to officers at the discretion of
the Board on an application made
through the Clerk or in the case
of the Clerk to the Board
directly.
Regulation 48—Training.
The Board shall upon the
recommendation of the Clerk make
such arrangements as it considers
expedient for the provision of
such training for the employees in
the Service as would ensure the
maintenance at all times of a high
standard of efficiency.
Regulation 49—Study Leave.
(1) Subject to Regulation 48, an
employee may be granted study
leave by the Board, of a
recommendation by the Clerk, after
two years continuous service, or
after any shorter continuous
period, as the Board may think
fit, for an approved academic or
practical attachment training
course in a similar organisation,
or a university institution or any
approved institution within or
outside Ghana.
(2) Selection for training awards
shall be guided by the needs of
the Service and the career
development of the officer.
(3) The training a wards shall
specify the purposes of the award,
whether they are intended—
(a) to qualify the officer for
immediate promotion, if so, to
what grade;
(b) to enhance his prospect of
eventual promotion to a higher
grade; and if so what grade;
(c) to enhance the officer's
efficiency in his present grade.
(4) The timing and duration of
such a course shall depend on the
exigencies of the Service and the
terms and conditions shall be
spelt out by the Board at the time
of the award. The Board may
consider extension of time if
circumstances so demand.
(5) An officer granted study leave
or sent on a training course shall
be required to give an undertaking
before leaving for the training or
course to return to the Service
and be bonded to serve the Service
for at least two years immediately
the study leave or training is
completed, or refund all the costs
borne by the Board or the
Government or any award received
under the sponsorship of the Board
plus interest at the current bank
rate at the time of any such
refund.
(6) Officers who travel from
abroad to assume duty, after a
course of not less than one year,
shall be entitled on arrival, to
10 working days resettlement
leave. The leave shall commence
immediately following his
disembarkation.
(7) Officers should report their
arrival as soon as possible to the
clerk either verbally or by
telephone after disembarkation.
Regulation 50—Financial Aid or
Private Studies.
An employee in a course of private
studies relevant to the objectives
and purposes of the Service, may,
in the discretion of the Board,
and on production of sufficient
evidence of studies, be given
financial aid approved by the
Board to enable him undertake and
complete the course provided the
employee continues to remain in
the employment of the Service for
two years after the completion of
the course.
PART V—ALLOWANCES AND ADVANCES
Regulation 51—Acting Allowance.
(1) Acting allowance shall be paid
in all cases where an employee is
required to perform the duties of
a higher rated position for a
continuous period of not less than
six weeks in acting capacity.
(2) Acting allowance shall carry
with it an allowance equal to the
difference between the acting
officer's salary and that of the
initial point of salary scale
attached to the highest post in
which he is acting together with
any other allowances and benefits
attached to the higher post.
Regulation 52—Duty Allowance.
Staff of the Service are entitled
to 30% of basic salary as duty
allowance monthly.
Regulation 53—Out of Station
Night/Subsistence Allowance.
(1) Where a senior member of staff
is expected by his work to spend
the night away from his recognised
station of employment, he shall be
provided with accommodation in a
hotel. (his expenses, i.e. bed,
breakfast, lunch and dinner,
excluding drinks) supported by
receipts shall be borne by the
Service in which case no
subsistence allowance shall be
paid.
(2) Subject to the conditions
specified in sub-regulation (1)
rates payable for subsistence
allowance shall be determined by
the Board.
Regulation 54—Outfit/Warm
Clothing.
Employees proceeding overseas on
official assignments—e.g.
conference, study tours, and on
scholarships, etc, shall be
entitled to outfit/warm clothing
allowance as approved by the
Board.
Regulation 55—Housing Allowance.
(1) Subject to the provisions of
this Part, housing allowance shall
be paid to employees of the
Service at the rate of 20% of
their gross monthly salaries.
(2) Where subsidised accommodation
is provided by the Service to an
employee, or where an employee is
residing in a Government bungalow,
no housing allowance shall be paid
to him while he lives in such
accommodation. In the case of an
employee living in accommodation
provided by the Service, he shall
be liable to pay rent at such rate
as the Board may determine; and in
the case of an employee living in
a government bungalow, he shall
pay the rent specified by the
Government.
Regulation 56—Vehicle Maintenance
Allowance.
Staff of the Service who use their
personal vehicles for official
jobs shall be paid vehicle
maintenance allowance as approved
by the Board.
Regulation 57—Fuel Allowance.
Senior Staff of the Service who
have cars shall be entitled to 40
gallons of fuel per month or its
equivalent allowance in cash.
Regulation 58—Utility Allowance.
Utility allowance in respect of
electricity, telephone, gas and
water shall be paid to the Clerk,
Deputy Clerks, Principal Assistant
Clerks and Senior Assistant Clerks
and other officers in analogous
grades.
Regulation 59—Risk Allowance.
Staff of the Service shall be paid
20% of basic monthly salary as
risk allowance.
Regulation 60—Commuted Mileage
Allowance.
(1) Where the nature of duties of
an employee with his own means of
transport is such that it
necessitates excessive journeys
outside 16 kilometres radius from
the office, he shall be eligible
for commuted mileage allowance
which shall be 50% of his monthly
car maintenance allowance and
which shall be approved by the
Board.
(2) An employee, residing outside
16 Kilometres radius, shall be
eligible for commuted mileage
allowance.
(3) All employees offered
accommodation by the Service
within the above mentioned radius
and who refuse it shall not be
eligible for this allowance.
Regulation 61—Mileage Allowance.
Employees of the Service with
means of transport shall be paid
mileage allowance as approved by
the Board.
Regulation 62—Baggage Allowance on
Assumption of Duty/Resignation
or Retirement, Redundancy/ill-
Health.
(1) Where an entitled employee
travels within Ghana by rail or
road—
(a) on assumption of duty on first
appointment, or on grounds of
redundancy; or
(b) on retirement, termination or
on ill-health, supported by
qualified medical advice; or
(c) on resignation after five
years continuous service with the
Service, he shall be provided free
transport by the Service or cash
each in lieu agreed to by the
Board to his home town.
(2) The facility shall not be
extended to an employee who fails
to apply for it after three months
from the date he became entitled.
Regulation 63—Domestic Servant
Allowance.
The Clerk, Deputy and Principal
Assistant Clerks and analogous
grades shall be entitled to
Domestic Servants Allowance at a
maximum point to scale A. 15.
Regulation 64—Overtime Allowance.
Employees of the Service who are
adjudged by the Clerk to have done
overtime shall be paid overtime
allowances at rates approved by
the Board.
Regulation 65—Clothing Allowance.
Employees of the Service shall
receive annually a clothing
allowance for purchase of 2 pairs
of the prescribed Uniform to
enable them maintain the dignity
of Parliament
Regulation 66—Salary Advance.
The Clerk may subject to
ratification by the Board grant an
officer a salary advance of up to
two months gross salary to be
repaid, without interest, over a
period of twelve (12) months.
Regulation 67—Advance to Purchase
or Repair Means of Transport.
(1) The Board may grant advances
to employees to purchase means of
transport or repair means of
transport at rates approved by the
Board.
(2) The Clerk shall be the
authority responsible for
recommending advances under this
regulation.
Regulation 68—Housing loan.
A
Senior staff of the Service may be
granted housing loan not exceeding
30 times his annual gross salary.
Regulation 69—Special Advance.
(1) The Board may also grant
special advance to an employee of
the Service for any sufficient or
appropriate reason assigned by the
employee, and the advance shall be
interest-free and shall be
recovered from him in 12 equal
monthly instalments by way of
deductions at source from his
salary.
(2) The first such instalment
shall be deducted from the
employee's salary for the month
next following the date on which
the special advance was given.
Regulation 70—Limitation for
Illness.
Except with the prior approval of
the Board, no advance shall be
made to an employee which will
result in the total monthly refund
by the employee of all advances
exceeding forty percent of the
employee's gross monthly salary.
PART VI—MEDICAL FACILITIES AND
SICK LEAVE
Regulation 71—Prevention to Work
by Advances.
(1) An employee who is prevented
by illness from performing his
duties at his place of work shall
immediately inform his Head of
Department of his illness and
report to a medical officer.
(2) The employee shall submit a
medical certificate issued by a
medical officer for the purposes
of sub-regulation (1) of this
regulation.
(3) An employee who wishes to
obtain free medical attention for
his or her spouse and family shall
obtain a sick report form from the
Clerk and this shall be presented
to the Medical Officer by the
person seeking treatment.
(4) The Clerk or an officer
authorised by him may excuse staff
from duty on grounds of ill-health
for a period not exceeding 48
hours at any given time or not
exceeding a maximum of 7 days a
year.
(5) Where it becomes necessary to
exceed the maximum period of sick
leave provided in sub-regulation
(4) a staff may be required to
appear before a medical officer or
a Medical Board, or to seek
medical advice when absent from
duty; failure to comply with
instructions to do so may be a
cause for disciplinary
proceedings.
(6) A medical report from a
medical officer shall be issued
whenever a staff member is—
(a) excused from duty;
(b) placed on light duty;
(c) fit to resume duty;
(d) admitted to hospital (the date
when the patient should return to
duty will be stated);
(e) required to attend hospital as
an out-patient.
(7) A medical officer shall report
direct under confidential cover to
the appropriate head of department
where in his opinion, the officer
is refusing or neglecting to carry
out the medical advice he has been
given.
(8) Documents relating to the
state of health of an employee
shall be treated as confidential.
Regulation 72—Medical Expenses.
(9) Free medical attention (which
includes attention at Government
assisted mission hospitals) shall
be provided for staff, including
trainees and their families.
(2) Government dental surgeons
shall give free attendance to all
staff, including trainees, and to
their families who require such
dental operations as extractions,
plastic fittings, road fillings
and dressings.
(3) Where a Government dental
surgeon is not readily available,
a claim on account of expenses
incurred by a staff in respect of
the fees of private dentist in
Ghana will be paid by the Service,
subject to the following
conditions—
(a) that the claim is supported by
the certificate of a medical
officer that dental attention is a
matter of urgency;
(b) that a medical officer has
specified the dentist whom the
staff should see for treatment;
(c) that the fees are in respect
of attendance which would normally
be provided free.
Regulation 73—Refund of Medical
Expenses Incurred Abroad.
The Board in consultation with the
Minister of Health may recommend
refund of medical expenses
(excluding charges for
maintenance) recalculated at Ghana
rates, incurred by an officer
outside Ghana, provided that:
(a) the illness was not due to his
own negligence or default;
(b) he has shown reasonable
diligence, expedition and economy
in obtaining medical attention
while he was travelling; or
(c) the illness had arisen as a
direct result of his travelling
abroad.
Regulation 74—Treatment Abroad.
Where a member of staff falls sick
and there are not facilities in
Ghana either to diagnose the
disease or for its proper
treatment, on the recommendation
of a Medical Board consisting of
three persons two of whom should
be medical specialist, the staff
shall be sent for treatment abroad
at government expense.
Regulation 75—Seriously Ill
Employees.
(1) The following procedure shall
be observed with regard to staff
seriously or dangerously ill.
(2) When a member of staff is
placed on the dangerously ill or
seriously ill list the medical
officer responsible for the
patient shall immediately report
the fact by the fastest means
possible to the Head of
department.
(3) The head of department shall
be responsible for informing the
Officer's relatives. The head of
department should be duly informed
for the attention of the officer
in charge of personnel matters in
the Service.
Regulation 76—Medical Board.
(1) If at the end of the period of
full pay for sick leave under
these Regulations, the employee
has not recovered and returned to
duty he shall be granted further
sick leave on half-pay.
(2) If he has not recovered by the
end of the half-pay period, the
sick employee shall be referred to
a Medical Board which shall
ascertain whether there is any
reasonable prospect or his
eventual recovery or whether the
employee should be invalidated
from the service of the Council.
(3) If the Medical Board considers
there is a reasonable prospect of
the employee's eventual recovery
it may recommend the granting of a
further sick leave for two months.
(4) At the expiry of the further
sick leave, the employee shall
again be referred to a Medical
Board.
(5) Further references to a
Medical Board shall be made as
appropriate until a Medical Board
has recommended that the employee
should be boarded out of the
service of the Service.
(6) It is the responsibility of
the Clerk to convey to the
employee the findings of the
Medical Board.
Regulation 77—Maternity Leave.
(1) A female employee, on becoming
pregnant, shall be entitled to be
granted three months' maternity
leave on full pay, provided she
shall have served her probation
period.
(2) Of this, six weeks may be
taken before confinement on
production of a certificate signed
by an approved medical
practitioner stating that the
confinement is expected to take
place within six week after the
date of the certificate.
(3) Maternity leave granted under
sub-regulation (1) of this
regulation shall be in addition to
any other leave.
(4) Maternity leave shall count
towards increment and retiring
awards.
(5) A female member of staff on
returning to duty after maternity
leave, will be given the
opportunity to go home each day
after 6 hours of duty, for a
maximum of nine months, to nurse
her baby.
(6) No female employee shall be
dismissed on the ground that she
is pregnant or on any ground
whatsoever during the period when
she is on maternity leave.
Regulation 78—Meaning of "Family"
and "Medical Officer" in this
Part.
In this part of the Regulations
unless the context otherwise
requires—
"family" means husband or wife and
all infant children up to 18 years
(maximum of four children);
"medical officer" means a
registered and recognised
government doctor or dentist or a
registered and recognised
government herbalist.
PART VII—MISCELLANEOUS PROVISIONS
Regulation 79—Leaving the Service.
(1) The appointment of a senior
officer may be terminated by the
Board giving him three months'
written notice or paying him three
months' salary in lieu thereof or
by the senior officer giving the
Board three month's written
notice.
(2) The appointment of a junior
officer employee may be terminated
by either party giving the other
one month's written notice or in
the case of the Board paying to
the officer one month's salary in
lieu of notice.
(3) Employees on contract terms
may leave the service in
accordance with the terms of their
appointment.
(4) Sub-regulation (1) and (2) of
this regulation shall have effect
subject to the other provisions of
these Regulation and, unless the
Board otherwise directs, shall not
apply to an employee against whom
criminal or disciplinary
proceedings are pending or about
to be commenced.
(5) An employee shall retire on
reaching the compulsory retiring
age of 60 years but may retire
voluntarily on reaching the age of
45.
Regulation 80—Long Service Award
Scheme and Certificate of Service.
(1) The Service shall run a long
service award scheme for members
of staff in accordance with rules
decided upon by Management.
Payment of long Service award will
be made in either of these two
instances—
(a) for 15 years' service; or
(b) for 20 years' service, at
rates to be determined by the
Board.
(2) The payment shall be made once
in the working life of a staff
member.
(3) On leaving the employment of
the Service under any
circumstances, a Certificate of
Service shall be awarded stating
the true reason for such departure
from the Service.
Regulation 81—Handing over
Procedure.
(1) The following rules shall be
observed whenever an employee
hands over his duties to an
employee taking over from him.
(2) In addition to handing over
all papers, books, stores, etc.
the employee handing over is
required to give a detailed
statement as regards all matters
affecting his duties and to note
down particulars of any question
likely to cause difficulty as well
as any matter requiring special
attention for the guidance of the
employee taking over.
(3) If after an employee has left,
it is found that the handing over
has has not been properly and
systematically done either as
regards the handing over of
special books, the Board's
properties, documents, etc. he may
be recalled at his own expense.
(4) Where an out-going employee is
responsible for cash, furniture,
stocks, etc., the incoming
employee shall sign the inventory
and books.
(5) An employee will be held
personally liable for any loss of
the Board's property which cannot
be traced owing to his failure to
comply with these Regulations.
(6) An out-going employee shall
leave to the incoming employee the
keys to all safes, cupboards,
lockers and desks in which records
and documents of the Board are
kept to enable the incoming
employee to gain access to them.
Regulation 82—Death of Employee.
(1) On the death of an employee,
who has served his probation
period the Service shall donate to
his next of kin as nominated by
the employee, one (1) year's
salary.
(2) The Service shall provide a
coffin and shroud and transport to
convey the dead body to the place
of burial. The spouse and children
of the deceased employee, if any,
shall be provided appropriate
transport to convey them to their
home-town in Ghana or pay an
appropriate transport allowance in
lieu of transportation. The
Service shall provide transport
and allow a reasonable number of
employees to convey the deceased
to the place of burial.
(3) The spouse/and or dependants
of a deceased employee shall be
allowed to live in the house or
other accommodation provided by
the Service which the deceased was
occupying at the time of his death
for up to a period of six (6)
months from the date of death and
that rent due for occupying the
house by dependants shall be borne
by the Service.
(4) A deceased employee's salary
payment shall cease at the end of
the month in which he dies.
(5) Any earned leave of a
deceased employee shall be
commuted into cash.
(6) In cases of death where a
Staff has not, exhausted his
entitlements to six months' sick
leave on full pay, an ex-gratia
grant of up to six months full
salary shall be paid.
(7) In cases of death where a
staff has exhausted his
entitlements to six months sick
leave on full pay; and is on half
pay, an ex-gratia of up to six (6)
months salary at half rate shall
be paid.
(8) Where the ex-gratia grant
under (a) or (b) above will be
less than three months' salary,
the Board may, at it's discretion
consider what payment shall be
made.
(9) Final salary and ex-gratia
grant of a deceased employee shall
be paid as follows—
(a) to immediate dependants i.e.
spouse and children;
(b) in the absence of spouse and
children entitlements go to names
on employee's nomination form;
(c) in the absence of (a) and (b)
of this sub-regulation
entitlements shall go to the
family.
Regulation 83—Welfare Fund.
The Service shall recognise the
establishment of a Staff Welfare
Fund. Details of the Welfare Fund
shall be provided in the rules
governing the Fund.
Regulation 84—Pension and Social
Security.
Except where an officer is on
pension pursuant to any existing
law, all employees of the service
shall contribute to and be subject
to the provisions of the Social
Security Law 1991 (P.N.D.C.L.
247).
Regulation 85—Staff Durbars.
(1) The Clerk shall hold monthly
staff durbars to discuss the
programmes, productivity and other
matters of interest to employees
of the Service.
(2) The Clerk shall ensure that
the durbars also provide platform
for educating the workers on
current government policies and
objectives.
(3) Record of proceedings of
durbars shall be made and
preserved and copies shall be
lodged with the Board.
SCHEDULES
SCHEDULE 1
The Oath of Secrecy (Regulation
21)
I,
……………………………………………………………....………………………holding
the office
of…………………………………………………….......………………………do
(in the name of the Almighty God
swear) (solemnly affirm) that I
will not directly or indirectly
communicate or reveal to any
person any matter which shall be
brought under my consideration or
shall come to my knowledge in the
discharge of my official duties
except as may be required for the
discharge of my official duties or
as may be specially permitted by
law. (So help me God).
SCHEDULE 2
Annual Leave, Vacation (Regulation
44 (1)
Officer
No. of days
Clerk
…………………………...
…………………………………
…………………………..
…………………………………
…………………………..
Speaker of Parliament (Chairman)
HON. MR. J. H. OWUSU-ACHEAMPONG
Majority Leader (Member)
HON. DR. OWUSU AGYEKUM
Minority Leader (Member)
HON. MRS. CECILIA A. EDU
Member
MR. J. N. A. HYDE
(Member)
MR. S. N. DARKWA
Acting Clerk of Parliament
Date of Gazette Notification: 22nd
February, 1995.
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