Table of Contents

How to Apply for Duty Cheque Pass in HRMS Railway Portal

The Duty Cheque Pass functionality has been enabled in the HRMS Web Portal for all serving Railway employees, including those under transfer orders. This guide will walk you through the process of applying, approving, and managing Duty Cheque Passes.

Key Features of Duty Cheque Pass in HRMS

1. How to Apply for Duty Cheque Pass

Menu Path: Duty Pass Menu → Applications → Apply For Duty Cheque Pass
Eligibility: All serving Railway employees, including those under transfer (Transfer Out), can apply.
Photo Requirement: Ensure your photo is uploaded in the system under Edit My Details → Photo & Signature. Employees without photos cannot apply.

2. Entitlement Based on Pay Level

Pay Level in the Employee Master determines the entitlement for the Duty Cheque Pass.

3. Tour Program Details

Employees must provide their tour program details. Basic information is automatically fetched from the Employee Master.

4. Sending for Approval

Applications can be sent to any Gazetted Officer for approval, which can be modified as necessary.

HRMS रेलवे पोर्टल में Duty Cheque Pass के लिए आवेदन कैसे करें

Approval Process for Duty Cheque Pass

For Non-Gazetted Employees:

Approval Authority: Any Gazetted Officer can approve or reject the Duty Cheque Pass application.
Pending Applications: Check pending applications under “Pending With Me”.
Sanctioning: After approval, the validity is set to 3 days before and 3 days after the tour dates.

For Gazetted Employees:

Approval Authority: Gazetted Officers can sanction the pass.
Family & Attendant Options: Gazetted employees can select family members when generating the pass, and employees in Pay Level 6 and above can select an attendant.
Pass Creation: After sanctioning, Gazetted Officers can generate the pass from Reports → My Duty Program.

Managing Duty Cheque Passes

1. Direct Creation by Gazetted Officer

Gazetted Officers can create a Duty Cheque Pass for Non-Gazetted Employees using the Create Cheque Pass for Non-Gazetted Staff (BY OFFICER) option.

2. Booking Tickets

Ticket Booking for Duty Cheque Pass is the same as Privilege Pass. The PIN for booking is notified via SMS and email, and it can be resent from the My Duty Program menu.

3. Cancellation of Pass

Pass Cancellation is possible if no PNR is booked. If a PNR is booked, it must be cancelled before the pass cancellation.
Cancellation requests can be forwarded to the approving officer.

4. Reassigning Pending Applications

Reassignment of pending applications can be restricted to Unit Admin for better oversight.

HRMS Duty Cheque Pass Reports

My Duty Program
- Employees can view all their Duty Cheque Pass applications, check the status, generate ePass, resend notifications, withdraw unsanctioned applications, and cancel unused passes.
Duty Programs Sanctioned By Me
- Gazetted Officers can view and cancel passes they have sanctioned.
All Cheque Passes for Your Unit
- This report displays all the Duty Cheque Passes for the last 3 months in the unit, and it can be accessed by Unit Admin.

Limitations and Notifications

No Limit on Number of Passes: There is currently no limit to the number of Duty Cheque Passes an employee can apply for.
Warning for Multiple Passes: If multiple Duty Cheque Passes exist for an employee, the sanctioning officer will receive a warning message during the approval process.

Cancellation and Withdrawal

Pass Cancellation: Can be done by the approving officer or directly by the employee if no PNR has been booked.
Withdrawal: Employees can withdraw their applications if they are still pending approval.

Conclusion

The Duty Cheque Pass system in HRMS Railway streamlines the process for applying, managing, and approving duty passes. Employees can easily book tickets, cancel or withdraw passes, and keep track of all applications with detailed reports. Make sure your photo is uploaded in the system to apply for the pass.

For more details on how to apply for the Duty Cheque Pass, log in to your HRMS account and follow the steps outlined above.