Frequently Asked Questions

Human Resource Management Unit>>>>

Retirement from Service>>>>

Scheme of Service>>>>

Allowances>>>>

Human Resource Development Division >>>>

The Industrial Relations and Uniforms Unit>>>>

Occupational Safety and Health Unit>>>>

Human Resource Management Unit

What is a Civil Establishment Order? 

A Civil Establishment Order is an order made under the Civil Establishment Act and establishes all pensionable offices in the Civil Service. 

When is the Civil Establishment Order prepared? 

The Civil Establishment Order is normally prepared after the Recurrent Budget has been passed in the National Assembly. 

What are the role and functions of officers of the Human Resource Management (HRM) Cadre? 

Officers of the HRM Cadre are posted to all Ministries and Departments to deal with human resource matters. 

How many levels are there in the HRM Cadre? 

The HRM Cadre is made up of six levels starting from Human Resource Officer to Director, Human Resource Management. 

What are conditions of service? 

Conditions of service are conditions of work together with benefits and privileges which employees are entitled to as a package in addition to the remuneration. 

Where can I obtain information on conditions of service? 

The reports issued by the Pay Research Bureau and approved by Government lay down the conditions of service applicable to officers in the public sector. 

The Personnel Management Manual issued by the Ministry of Civil Service & Administrative Reforms provides guidelines and sets out the procedures for the application of the rules, regulations and conditions of service in force. 

Circulars on personnel policies are issued by the Ministry of Civil Service & Administrative Reforms from time to time.

Retirement from Service

In what circumstances a public officer should/may retire or is called upon to retire from the service?

What period of service counts as Pensionable Service?

            The period between date of first entry and date of leaving the Service.

Including:

 

          Temporary employment;
 

          Acting service;
 

          Service on probation; and

50% of the length of period of traineeship, studentship or cadetship in the service immediately followed by appointment in the related grade, for officers holding a substantive appointment as at 30 June 2003.

Excluding:
 

Any period of leave without pay unless the officer pays to Government 18% of his salary in order to have the period of leave without pay reckoned for pension purposes, and

 

Service under the age of 18.

 

How many qualifying years do I need?

 

For full pension – 33 1/3 years.  If you do not have 33-1/3 years of pensionable service, you will get pensionable benefits on the number of pensionable service you have.  For new entrants (as from 1 July 2008) the qualifying period for full pension is 38 1/3 years.

All Officers on the permanent and pensionable establishment reckoning 10 years pensionable service or more (entitled to monthly pension);

Officers with less than 10 years service who are confirmed and placed on the permanent and pensionable establishment (entitled to gratuity);

Confirmed Female Officers with at least 5 years service (entitled to marriage gratuity).

How to compute Pension/Gratuity?

 

Officers reckoning 10 years pensionable service or more at the date of retirement may opt for:-

 

                        EITHER:          Gross Pension (yearly) (G.P)
 

                        OR:                  Reduced pension + gratuity
 

                       G.P = No. of Months of service* x last highest yearly pensionable emoluments
                                             600

* (Maximum 400 months)

 

OR

Reduced Pensions:        (3/4 of G.P) / 12

    +
 

Gratuity:                      (12 1/2 x 1/4) x G.P

 

 

Officers reckoning less than 10 years pensionable service are eligible for a gratuity

 

 Not exceeding -

(a)        18% x last monthly salary x no. of months of pensionable service;
 

OR
 

(b)        one year's pensionable emoluments whichever is lesser

 

 

 

Marriage Gratuity

 

Not exceeding -
 

(a)        18% of last monthly salary times x no. of months of pensionable service;

OR
 

(b)        one year's pensionable emolument

 

          (c)        whichever is lesser

What are the documents that are required?

A fresh extract of Birth Certificate (in original) and marriage certificate (for female officers)

An option as to whether the quantum of accumulated sick leave would be cashed or taken as leave prior to retirement.  Option to be made about ten months before date of retirement.
 

An option for passage benefits to be cashed or to be used for travel.

  The bank account number in which pension may be credited.

 

What additional information would I help me?

National Savings Fund (NSF) (Managed by the Ministry of Social Security, NS, SCW & RI)

 

The NSF provides for the payment of a lump sum to every employee on his retirement at the age of 60 or earlier or death.

 

Other Information

Traveling

 

Officers entitled to a monthly commuted travelling allowance of Rs8480 or a monthly travel grant of Rs5500 are paid the full amount, irrespective of whether they attend duty or not during his pretirementy leave.

 

For officers eligible for 100% duty remission on car, on retiring at the age of 50 and above, the duty free certificate issued to thenm remains valid as from the date they proceed on pre-retirement leave up to six month after the effective date of retirement.

 

Pensionable Value of Car benefit

 

The monetary value of the private use of a chauffeur-driven car/official Government Vehicle is reckoned for the computation of retirement benefits. 

75% of the monetary value is reckoned for the computation of retirement benefit of the beneficiaries of self-driven government vehicle.

 

Bonus and Unutilised Sick Leave

 

Bonus and unutilised Sick Leave are paid on a pro-rata basis in respect of the period actually served in that calendar year.

Note

 

Refund of accumulated sick leave is effected by the Ministry/Department where the officer is posted.
 

Vacation leave for retiring officers is computed up to date on which his leave prior to retirement starts.

  

Important phone numbers

 

Treasury (Pension, Passages, Car Loan)              210 7435

 

Ministry of Social Security, NS, SCW & RI

(National Savings Fund)                                        212 3001

 

Civil Service Family Protection Scheme Board     212 1781

 

Mauritius Civil Service Mutual Aid Association     216 7899

Scheme of Service

Why is there delay in the prescription of a Scheme of Service? 

The procedure for the prescription of a Scheme of Service is as follows: 

Ministry/Department submits proposed scheme of service to Ministry of Civil Service and Administrative Reforms.

The Ministry of Civil Service and Administrative Reforms examines the proposed scheme of service and refers same back to the Ministry/Department with amendments for consultation with staff associations.

The staff associations are given 21 days to submit their comments.

On receipt of the views of the staff associations, the Ministry/Department reverts back to the Ministry of Civil Service and Administrative Reforms together with its comments on points raised by unions.

The proposed scheme of service is referred to the Federations who are given a delay of 30 days to submit their comments.

On receipt of comments, the proposed scheme of service is referred to the Public Service Commission/Discipline Forces Service Commission/Judicial and Legal Service Commission for consideration and agreement.

If the proposed scheme of service is approved by the Public Service Commission/Discipline Forces Service Commission/Judicial and Legal Service Commission, the scheme of service is prescribed. In case there are amendments, the concurrence of the respective Ministries/Departments is sought before the scheme of service is prescribed.

Are there other reasons for delay?

Additional information has to be sought from the Ministry/Department.

Advice of the Pay Research Bureau has to be sought on salary grading to be attached to the post if it is a new one.

Advice of the Pay Research Bureau has to be sought as to whether any amendments in the ‘qualifications’ requirements of the post has any bearing on its  salary.

Incremental Credit

As from which date are incremental credits for temporary service payable? 

One incremental credit for each complete year of temporary service in a grade is payable to already confirmed officers as from the date of their appointment in a substantive capacity in that same grade

Can an officer who has completed higher duties on his own either locally or abroad or by distance learning apply for incremental credits for additional qualifications obtained?

An officer can apply for incremental credits for additional qualifications to his Ministry/Department provided:

He has a certificate from the Tertiary Education Commission (TEC) to the effect that the additional qualification obtained is recognised and higher than the qualifications laid down in the scheme of service for the post held by him. 

He must hold a substantive appointment. 

He must be already confirmed in the service.  The additional qualification is directly relevant or 50% of the modules are relevant to the performance of the duties of the post

The incremental credit is normally payable as from either (i) date the certificate is awarded; or (ii) date of  appointment in the grade  or (iii) date of confirmation in the service but whichever is the latest date among the  three.

Can an officer be granted incremental credit for additional qualification on reaching top salary?

               

An officer who has obtained an additional qualification after having reached the last point in his salary scale is granted a non-pensionable lump sum equivalent to twelve times the value of the last increment in lieu of incremental credit provided the additional qualification is directly relevant or 50% of the modules are relevant to the performance of the duties of the post.

Can an officer be granted incremental credit for the same qualification in different grades?

An officer who has already benefited from incremental credit for an additional qualification cannot be granted incremental credit for the same qualification in another capacity.

Human Resource Development Division

What types of training programmes or services does the Human Resource Development Division provide? 

• Induction Courses for new recruits
   

• Refresher Courses
   

• Award Courses for officers of the General Services
   

• Award Courses at the University of Technology, Mauritius (UTM) and the University of Mauritius (UOM)
   

• Focused Courses
   

• Sponsorship under the Distance Learning Scheme
   

• Sponsorship under the Post Graduate Scheme 
   

• Information and Communications Technologies (ICT) Training 
   

• In-country Seminars 
   

• Overseas Training 
   

• Library Services through the Civil Service Library 

Why does the Human Resource Development Division provide such services ? 

• To ensure that the right training is given to the right person at the right time
   

• To develop an integrated training policy and strategy for the Civil Service
   

• To build a culture of competence and create an impetus for excellence by way of continuous training of officers
   

• To update the knowledge and skills of officers in accordance with the current trends in order to meet the requirements of a fast-changing environment
   

• To provide serving officers with international exposure in their respective disciplines
  
   

• To help Public Officers develop the right attitude and mindset for the successful execution of their tasks
   

• To enhance Public Officers’ inter-personal and communication skills
   

• To expose Heads of Departments to New Public Management and in particular, new trends in Leadership and Human Resource Management
   

• To urge Public Sector Managers to embrace results-oriented management techniques, so as to render their organisations more efficient and effective
  
   

• To provide Public Officers with easy access and up-to-date reading and reference materials pertaining to the field of Management.

Who provide such facilities? 

The Human Resource Development Division with the collaboration of a pool of resource persons both from the public, private sectors and other institutions, cater for the delivery of courses. 

When do you provide these services?

As far as training programmes are concerned, there is a training calendar established at the beginning of the financial year.  The other services are provided as and when the need arises, on an ongoing basis or upon requests made to the Ministry of Civil Service and Administrative Reforms.

How to apply for such services ?

Requests for training should be directed to the Ministry of Civil Service & Administrative Reforms at the following address: 

The Senior Chief Executive
Ministry of Civil Service and Administrative Reforms
Human Resource Development Division,
4^th Floor, ATOM HOUSE,
Royal St, Port Louis
MAURITIUS

Tel No.:    (230)  208 7626
Fax No.:  (230)  208 7632

Email: civser@mail.gov.mu
 

Where do we conduct these courses? 

The Ministry is equipped with a Lecture Theatre at Fooks House, Bourbon Street, Port Louis, Mauritius, where we conduct in-house training programmes.  We also have recourse to other venues to match the suitability and objectives of the respective programmes.

The Industrial Relations and Uniforms Unit

How many days time off should be granted to  an executive member of a recognized union to attend to trade union activities? 

Time off facilities for trade union activities may, on request, be granted to trade union officials of recognized unions subject to the exigencies of the service.  In the interest of good and harmonious industrial relations, Supervising Officers should devise their own formula for the grant of such facilities without jeopardizing efficiency and productivity. As a minimum, time off should be given to the extent reasonably required to attend to union activities, permission not to be unreasonably withheld.

I have sent a letter to my Ministry with copy to the Ministry of Civil Service and Administrative Reforms regarding the non-payment of a responsibility allowance for performing higher duties. Will the Unit intervene in the matter? 

It is the policy of Government to encourage and promote smooth and harmonious staff relations in the public service.  Hence, the Unit intervenes on complaints and representations pertaining to conditions of service from public officers and the civil service unions.  As soon as a copy thereof is received, the comments of the Ministry/Department concerned are sought and the matter considered upon receipt of the reply.

I am a public officer. What are the procedures I must follow to declare a dispute? 

Any industrial dispute in the Civil Service should be reported to the Minister of Civil Service & Administrative Reforms.  It should be made in writing and should specify who are the parties to the dispute and the issue or matter giving rise to the dispute.  A copy of the dispute should also be served by the party making the report upon the other party to the dispute.

How many days will the Minister take to consider the report of an industrial dispute? 

Where an industrial dispute has been reported,  the Minister will consider the report of industrial dispute within 21 as from the date he receives the report and the parties concerned will be informed of his decision.

I am an executive member of a recognised trade union and have been nominated by my trade union to attend a training programme abroad.  How many days special leave may I be granted? 

Special leave subject to a maximum of three weeks is granted.  Any period in excess of three weeks is reckoned against the officer’s normal vacation leave entitlement or as leave without pay, as appropriate.

Is a public officer who is eligible for uniforms entitled to payment of uniforms  allowance in the year he retires from the service? 

He should have worked for at least one day during the financial year to be eligible for such payment.

I have not been provided with the personal protective equipment to which I am entitled for the past year, can I be reimbursed?

Personal protective equipment should be issued on the date on which it is due. As items of personal protective equipment are provided for the protection of the officers concerned, these cannot be reimbursed with retrospective effect.

I am a casual employee in a grade which is entitled to uniforms allowance, when will I be entitled to payment of such an allowance? 

The allowance is payable after the officer has served for at least six months.

Occupational Safety and Health Unit

Does the OSH Unit attend to complaints/representations regarding safety and health issues from individual officers? 

The Unit  attends to complaints/representations on all matters regarding safety and health from unions, individual officers and Ministries/Departments.

Does the Unit attend to verbal complaints?

Yes.  However, it is preferable to follow it by a  letter giving  all the particulars of the case.

How much time does the Unit take to attend to a complaint? 

Prompt action within 3 working days is taken in urgent cases. In normal circumstances, cases are  dealt with taking into consideration the workload but should not normally take more than 2/3 weeks.

What type of training is provided by the Unit? 

The Unit conducts focused training on safety and health for public officers in Ministries/Departments where inspections have been carried out and problems identified.  Moreover, the Unit organizes training on various aspects of occupational safety and health, as and when required.

 What arrangements are made regarding first aid at the workplace? 

Provision of first aid is a legal requirement.  Arrangements should be made for a first aid box with the requisite items and a person holding a First Aid Certificate appointed as first aider for every 150 employees in a workplace.  In this connection, the Unit is organizing courses leading to a First Aid certificate for public officers in Ministries/Departments.

Is it safe for officers to use water from a storage tank for drinking purposes?

Supply of wholesome drinking water should be provided to all employees.  In most cases, drinking water is supplied from roof or underground storage water tanks.  Cleaning of tanks should be normally carried out on a six-month basis in accordance with the guidelines of the Central Water Authority.

What type of service does the Unit provide regarding personal protective equipment?

In accordance with the Occupational, Safety, Health and Welfare Act, an  employer has a duty to provide suitable and appropriate personal protective equipment.  In this respect, whenever required, the Unit carries  an assessment of the potential hazards against which protection is to be given, following which advice on specifications on the appropriate type of personal protective equipment is provided.

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