Guidelines for Retention of Staff Quarters after Transfer, Retirement, or Death

In response to the growing number of requests regarding the retention of staff quarters following an employee’s transfer, retirement, or death, the Directorate has issued updated and standardized guidelines. These aim to bring uniformity across all Circles, ensuring clear and fair practices.

Overview of Retention Policies

The retention of staff quarters is governed by distinct rules depending on the circumstances—whether it involves transfer, retirement, or the unfortunate death of an employee. These guidelines specify both the normal retention periods and conditions under which extensions may be granted.

I. Retention of Regular Staff Quarters

1. Transfer:
   • Normal Retention: An employee transferred to another location may retain their staff quarters for 2 months at the normal licence fee.
   • Extension: If necessary, an additional 6 months may be granted at double the licence fee.
2. Retirement:
   • Normal Retention: After retirement, an employee can keep the quarters for 6 months at the normal licence fee.
   • Extension: Beyond this period, a further 6-month extension may be granted at double the licence fee.
3. Death while in Service:
   • Normal Retention: In the unfortunate event of an employee’s death during service, the family may retain the quarters for 12 months at the normal licence fee.
   • Extension: Under certain circumstances such as medical exigencies or children’s education, the family can be granted an additional 12 months, also at the normal licence fee.

II. Earmarked/Post-Attached Quarters

Post-attached or earmarked quarters are subject to stricter rules, and they must be vacated after the prescribed normal retention periods, unless extensions are granted.

1. Transfer:
   • Normal Retention: 30 days at normal licence fee.
   • Extension: An additional 1 month at normal licence fee, followed by 6 months at double the fee, may be permitted in a vacant house of equal or lower category.
2. Retirement:
   • Normal Retention: 30 days at normal licence fee.
   • Extension: After the initial period, a further 5 months at the normal fee and an additional 6 months at double the licence fee are permitted.
3. Death while in Service:
   • Normal Retention: 90 days at normal licence fee.
   • Extension: If the spouse or family of the deceased employee does not own a home at the station, they may retain the quarters for a further 9 months at normal licence fee, followed by another 12 months on the same terms.

Additional Guidelines

1. Further Extensions: In exceptional cases, the Head of Circle (HoC) may allow further retention of quarters for up to two additional years at double the licence fee for families of deceased employees.
2. Beyond the Retention Period: Requests for retention beyond the specified periods are at the discretion of the Director General, Postal Services, who will assess each case on its individual merits.
3. Overstaying: If a resident remains in the quarters beyond the approved retention periods without authorization, damage rent will be imposed as per the Directorate of Estates’ orders. The penalty for overstaying is in place to discourage any misuse of the system.

Employees are encouraged to adhere to these timelines and plan accordingly for relocation or vacating quarters after transfers, retirement, or the death of a loved one.