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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 Programme Based 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?

Circumstances of Retirement

Officers who were in
post @ 30 June 2008
and who have opted
for New Pension
Scheme

Officers who were in post @30 June 2008 and have NOT opted for New Pension Scheme

New Entrants as from 1 July 2008

I. Compulsory,     on ground of
age limit

as per phased retirement age
set out at Table I (para 19.117) of PRB Report Vol I

at the age 60

at the age of 65

II. Ground of
age, as of right

as per phased retirement age
set out at Table II (para 19.117) of PRB Report Vol I

on or attaining the age of 55

on or attaining the age of 60

III. as a special case, with the approval of the appropriate Service Commission

as per phased retirement age
set out at Table III (para 19.117) of PRB Report Vol I

on or after attaining the age of 50

on or attaining the age of 55

IV. Medical grounds

V. In the interest of the public service

VI. On marriage grounds: for female officers reckoning five years’ service

VII. On abolition of office

VIII. On compulsory retirement for the purpose of facilitating improvement in the organization

On completion of 10 years’ pensionable service, with the approval of the appropriate Service Commission or after attaining the age of 45 (pension will be deferred until the time the officer attains the age at which he may retire with the approval of the relevant Service Commission as specified at Table III (para 19.117) of PRB Report Vol I)

In the case of any member of a disciplined force or any officer of the rehabilitation Youth Centre on or after completing 25 years pensionable service (28 ¾ years for new entrants) in the disciplined force or in the Rehabilitation Youth Centre, as the case may be.

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 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

Travelling

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 their pre-retirement 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 them 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 studies 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 (HEOs, Senior Officers & CSs) at the University of Technology, Mauritius (UTM)
  • Focused Courses in collaboration with Ministries/Departments
  • Sponsorship Scheme for Post Graduate Courses (part-time local courses and distance learning)
  • Training in ICT
  • Universal ICT Education Programme (UIEP) – IC3 Course fully sponsored for officers of the General Services and HR cadres only
  • In-country Seminars
  • Overseas Training
    Ø  International Seminars
    Ø  Conferences
    Ø  Workshops
    Ø  Other sponsored training courses offered by friendly countries or donor
        organisations
  • ODL Courses run in collaboration with Mauritius College of the Air (MCA)
  • Efficient and quality library services to civil servants through the Civil Service Library
    Ø  Books on Management and other related topics
    Ø  Magazines, Journals and local newspapers
    Ø  Fictions/Best sellers

Why does the Human Resource Development Division provide such services ?

  • Because there is a demand for them
  • To develop human resources more efficiently and effectively through performance based training and capacity building
  • To ensure that the right training is given to the right person at the right time
  • To sensitize new recruits and serving public officers on their roles and responsibilities and increase their competency levels
  • 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 with daunting challenges
  • To provide serving officers with opportunities for 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 result-oriented management techniques, so as to render their organisation 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 and other related topics
  • To promote a continuous learning culture

Who provide such facilities?

       The Human Resource Development Division has compiled a pool of resource persons
       from the public sector and other institutions to deliver lectures.


When do you provide these services?

       As far as training programmes are concerned, there is a training calendar established
       at the beginning of the year. Some courses are also organised as and when the need
       arises, on an ongoing basis or upon requests from other Ministries/Departments.


Where do you conduct these courses?

  • We conduct in-house training programmes in our rented Lecture Room situated at
    6th Floor, Fooks House, Bourbon St, Port Louis
  • Some training programmes are also organised at other venues generously offered to us by other Ministries/Departments.


How to apply for such services ?

  • For library services, you should apply for membership at the counter of the Civil Service Library, 2nd Floor, Atom House, Royal Street, Port Louis
  • For ongoing training your nomination is proposed by your own Ministry/Department in response to our regular Circular Letters marketing our courses
  • Requests for organisation of training should be submitted to the Ministry of Civil Service & Administrative Reforms at the address below

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

    Tel No. : (230) 208 7617
    Fax No.: (230) 213 7187

    Email: trainingmcsar@mail.gov.mu


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 and Health Act 2005, 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. The Unit also
       tenders its advice on appropriateness of personal protective equipment to the
       Standing committee on Uniform and Protection clothing/Equipment.

 

 

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Last Updated: 11 February 2013