TERMS AND CONDITIONS
GOVERNING BOOKING OF ACCOMMODATION IN MINISTRY OF UD
HOLIDAY HOMES AND TOURING OFFICERS’ HOSTELS
Application for booking
1. Incomplete applications : The applications incomplete in any respect, or not
accompanied with Demand Draft or not bearing the full amount of lodging charges,
will be summarily rejected and returned by ordinary post.
2. Applications not verified by the Administrative Division : Such applications will
not be entertained.
3. Retired government servants: Retired Government servants willing to avail the
Holiday Home facilities should enclose self attested copy of the PPO. Retired
government servants can be provided accommodation in Touring Officers’ Hostels,
after meeting the requirement of touring and serving officers, on charges applicable
to private persons.
4. Issue of Booking confirmation slips : The applicants should collect the Booking
slips from the office of the allotting authority themselves. Otherwise, the Allotting
Authority will dispatch the booking slip by ordinary post, at the risk of the applicant.
The Allotting authority shall not be responsible for their loss or delay in delivery by the
postal authorities. Therefore, applicants are advised to enclose a self addressed,
sufficiently stamped envelope to receive the booking slip. Confirmation in respect of
online applications will however not be despatched as these can be downloaded
online by quoting booking request ID and I.D. Card no.
5. Priority in Booking : Ordinarily, the booking is released on ‘first-come first-served’
basis. However, the Allotting authority has a right to assign priority in booking in
following order :
a. Sitting Member of Parliament
b. Central Govt. employees (on official visits)
c. Serving Central Govt. employee (on leave, LTC or personal visits)
d. State/PSU employees (on duty/leave)
e. Others
6. Emergency Quota : The Allotting Authority is authorized to keep any room in reserve
to meet urgent requirements of unforeseen nature or to accommodate VIPs and/or
Senior Officers. The Allotting Authority is empowered to reduce the period of
booking, or to cancel the booking altogether, or change the previously booked room,
to meet such emergent requirements.
7. Touring Officers’ Hostels : These hostels are meant primarily to facilitate the
visiting officers during their official journeys. Therefore, the priority for booking in
Touring officers’ Hostels is given to such officers. However, rooms remaining vacant
after fulfilling the requirement of touring officers, can be made available to
accommodate the Government employees during their visit to outstations on LTC,
leave, etc.
8. AC Rooms : AC rooms/suites will be booked for gazetted officers only. For AC
rooms, the AC charges, wherever prescribed, will be charged even if guests choose
not to make use of the Air-conditioners.
9. Rooms not occupied after Confirmed booking : After the confirmed booking, if the
room/suite remains unoccupied for a period exceeding two days, the booking shall
stand cancelled. The Allotting authority is empowered to allow such room/suite to be
occupied by other guests.
10. Refunds : There is no provision for refund of reservation charges even if the
accommodation is not occupied or partly occupied or vacated early. No
correspondence regarding refund of booking charges will be entertained. Demand
drafts, erroneously prepared in excess of the payable charges, should be replaced
before the release of booking. Such excess payment will not be refunded after
depositing of the Demand draft in Government treasury.
11. Booking of Additional room: Only one room/suite will be booked in the name of
one Government servant/family. Additional room/suite will be allotted, subject to
availability, on payment of rent, applicable to private persons, in exceptional
circumstances, at the sole discretion of the Allotting Authority. However, there will be
no advanced reservation of additional rooms.
12. Official Tour: The booking on grounds of official visits will be made only on
furnishing of a copy of the city-wise tour program or a certificate from the Controlling
authority, indicating clearly the duration of the tour program. In the absence of such a
certificate, the rates applicable as on personal visit will be charged.
13. Booking in Holiday Homes/Hostels to officers on Transfer: The officers joining on
transfer/posting at a new station, will not be treated as on official tour, and will not be
treated at par with touring officers. Accordingly, they will not be entitled to avail the
lodging facility in Holiday Homes/Hostels at the rates applicable to touring officers,
but on rates applicable as on personal visit.
14. Period of booking: Accommodation is provided for a period not exceeding 10 nights
(5 nights in season period). In Holiday Homes/Guest Houses like Mussurie, Goa,
Udaipur, etc. which have very few units but attract visitors throughout the year, the
period of stay has further been restricted to 3 nights maximum. In exceptional cases,
accommodation in excess of this limit can be permitted with the prior approval of the
Deputy Director, Directorate of Estates, New Delhi, wherever necessary, will obtain
orders of the Director of Estates.
15. Advance payment of room rent : The Allotting authority is not obliged to provide
accommodation in holiday home/hostel in cases where the applicant has not made
advance payment of the room rent, along with the application form.
Online-applications
16. Only online applications shall be entertained for advance reservation for holiday
homes where online facility has been commenced. Offline requests for advance
reservation in such holiday homes will be summarily rejected.
17. Application will be considered for confirmation only after receipt of hard copy with
requisite Demand draft, complete in all respects. Incomplete/unverified applications
will not be entertained. Confirmation will be subject to availability.
18. Applications received after 10 days (including holidays) from the date of registration
are liable to lose priority, assigned by Booking Request ID. Applications although
registered but not received with DD within 20 days from the date of registration will be
removed from the list of applicants.
19. Requests for Refunds/postponements after confirmation of booking, shall not be
entertained.
Check-in
20. Check-out time : 9 AM ; Check-in time: 11 AM to 12:00 noon. However, to avoid
inconvenience to the visitors who reach the destination early in the morning after
night journeys, the occupants are advised to vacate the rooms at the earliest on the
last day of stay.
21. Right to Admission: The entry to the Holiday Home/Touring Officers’ Hostels will be
strictly on production of valid Identity Card issued by the Government and the
booking slip issued by the Allotting Authority. Occupation of room without booking
slip/authority slip is not permitted.
22. Booking not transferable: Because of security considerations, the entry to the
Holiday Home/Hostel will be restricted to the person whose name appears on the
booking slip, and his/her dependent family members. The caretaking staff is
authorized to disallow provision of accommodation if the applicant is not present
physically at the time of checking in, even though he is carrying the confirmation slip.
Likewise the entry of the additional persons accompanying the authorized visitor can
also be refused
23. Dependent family members: if not accompanying the Government servant, they
must carry alongwith confirmation letter, (a) a photocopy of the Government servant's
Identity card, (b) proof of their own identity specifying their relationship with the
government servant, and (c) Certificate of Dependence issued by administrative
authority of the applicant. Attested copy of the CGHS card containing their
photographs can also be accepted for applicants covered under CGHS scheme.
24. Retired Government servants availing the facility of Holiday homes: As the
entries in the Check-in/Arrivals Register are to be made by the Retired Government
servant in their own writing, the presence of retired government servant is necessary
at the time of checking in. A photocopy of the PPO should also be presented at the
time of checking in.
25. Number of guests: The occupation of more than 4 persons (2 Adults and 2
children) in the double-bedded rooms is not permitted. The caretaking staff has been
directed not to allow entry or provide service to the additional persons over and
above the prescribed limit.
26. Visitors without Identity Card: Visitors carrying the booking slip but not carrying
valid identity card issued by the Government, at the time of checking in, will be
treated as private persons, and will be levied lodging charges as such.
During Stay
27. Facilities : The caretaking staff will provide to the guests the following items only
once at the time of occupation of the rooms : toilet soap (small) - one, washed towel
– one, washed bed-sheet/bed-cover – one set, washed pillow covers – one set, fresh
toilet-paper roll. The guests are advised to make their own arrangement for
additional needs as per their requirement.
28. Occupation after booking period : Unless extended by the Allotting Authority in
writing, the occupation of the room, after expiry of the booking period, will be
unauthorized. Such occupant(s) are liable to face eviction by the caretaking staff
without any prior notice, and imposition of damages.
29. Washing charges : The caretaker is authorized to charge washing charges @ Rs.15
per day per room from the occupants and issue receipt. The fund so collected will be
kept in the custody of the JE concerned with maintenance of the Holiday
Home/Hostel, and will be used for washing the towels, bed-sheets, curtains, quilts
periodically.
30. Catering facility: The catering charges wherever available will be settled by the
guests with the caterer of the Holiday Home/household staff directly before check-
out.
31. Feed-back : Any complaints/suggestions regarding maintenance, house-keeping,
catering or misconduct on part of the caretaking staff should be brought to the notice
of the Director of Estates, Nirman Bhawan, New Delhi, and/or the Allotting Authority
in writing.
32. Cooking is strictly prohibited in the rooms of Holiday Homes/Hostels.
33. Proper decorum : The Guests are advised to maintain decency and decorum
throughout the stay period. Causing inconvenience/disturbance to other inmates
through noise or rowdy behaviour will be dealt with sternly. Consumption of
intoxicants in the premises is strictly prohibited.
34. Pets are not allowed in the Holiday Homes/Touring Hostels.
35. Damage to property : The occupants will be liable to make good any damage/loss to
property, fixture, fittings and furniture during the period of their stay in the Holiday
Home/Hostel.
36. Visitors of the Guests : No unauthorized person(s) will be allowed to stay with or
visit the Guests in the hostel/Holiday Home after 10 pm.
37. Breach of conditions : In case, the accommodation is not vacated on the expiry of
the period or for breach of any terms and conditions stated above, the occupants will
be summarily evicted physically, with force if necessary, without any notice, under
Section 3-A of the Public Premises (Eviction of Unauthorized Occupants) Act of
1971, notwithstanding any other action that may be taken against him/her under the
relevant Allotment Rules/Service Rules. They will also liable to pay market rate of
licence fee as damages.
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