Procedure of allotment of Emergency Quota: Emergency Quota in Railways
Guidelines have been issued from time to time regarding procedure for release of berths out of Emergency Quota. Commercial Circular has been issued by the Railway Board, more than 20 points given as instructions to follow the procedure of allotment of Emergency Quota as follows…
1. The Emergency Quota on different trains will be released by the Railway authorities nominated for this purpose from time to time.
2. A time limit for the finalization of the allotment of Emergency Quota for each train will be laid down.
3. All requisitions for allocations from the Emergency Quotas will be centralized in the office of the competent authority and final allocations decided only at the expiry of the stipulated period.
4. A list of all VIPs booked in the train (irrespective of journey commencing station) including HOR holders/Members of Parliament and other VIPs, should be taken out at chart preparation centers of train originating stations to find out details of the VIPs including MPs booked and action will be taken by the incharge to seek reservation for them from the emergency quota controlling authorities. In case of VIPs commencing journey from intermediate stations, a watch will be kept by the intermediate chart preparation centers also. The ultimate responsibility will, however, rest with the train originating station.
5. Whenever the Parliament House Booking Office/any other Booking Office sends a message for MP/VIP’s onward and return journey, a copy should invariably be endorsed to CCM and ACM(Reservation)of the concerned Railway. This shall be in addition to the communication sent to the Chief Reservation Supervisor/SM concerned. The officer concerned in the Headquarters office will take necessary action to get the accommodation released in favour of the MPs/VIPs. However, the provision of taking out the list of VIPs booked in a train as mentioned above shall be strictly followed.
6. The allotment of Emergency Quota to HOR Holders/VIPs should be strictly as per their inter-se seniority in Warrant of Precedence. In the case of same status, the priority in booking of accommodation will prevail i.e. the VTP who has booked earlier will be given preference over the one who has booked later.
7. In case a 4-berth compartment is to be allotted to an HOR holder in the absence of a coupe:
a) two HOR holders may be clubbed together in a 4 berth compartment; and
b) if clubbing of two HOR holders into a 4 berth compartment is not feasible and a Member of Parliament happens to be travelling by the same train, the latter may be allotted accommodation in the 4-berth compartment along with an HOR holder.
8. In case the demand is in excess of available accommodation & it is not feasible to attach extra coach to provide accommodation, in the desired class, the allotment will be done as per procedure listed in para (vi) above and the remaining may be provided accommodation in the alternate class. Hon’ble MPs / VIP will be suitably advised regarding provision of accommodation in the alternate class.
9. The remaining Emergency Quota after meeting the demands for self travel of HOR holders, Members of Parliament and other VIPs, shall be used to meet the demands received from VIPs and others. While deciding the persons for whom the Emergency Quota is to be utilized, the competent authority controlling the quota would take into account all relevant factors like the status of the passenger travelling, nature of emergency like travelling on Government Duty, bereavement in the family, sickness, Job interview etc.
10. Whenever accommodation in extra coach is required to be utilized as Emergency Quota or Emergency Quota is to be enhanced, the same should be done with the approval of CCM or DRM. Such approval should be taken in writing.
11. The utilisation of other quotas for allotment of out-of-turn accommodation should be resorted to only in rare cases to cater to the urgent demands of HOR holders, MPs, Parliamentary Committees, other VIPs & other important demands which cannot otherwise be accommodated within the Emergency Quota. This should, however, be done with the personal permission of the CCM / DRM.
12. Once Emergency Quota has been fed into the computer, no manual correction should be resorted to.
13. The written requests for release of berths/seats out of Emergency Quota must be signed by a Gazetted Officer.
14. Serving Railway staff below the Gazetted rank and retired Railway officials can submit the requisitions for release of berths out of Emergency Quota under their own signatures when they themselves or their family members as indicated in Pass Rules are travelling whether onleave or on duty.
15. Recognized Federations of Railways should nominate authorised signatories for signing the requisitions for release of berths out of Emergency Quota.
16. In all the requisitions received for release of berths out of Emergency Quota, the signatory should be asked to mention his/her telephone no./mobile no.
17. Every Officer/Section/Federation will maintain a register containing the details of application for Emergency Quota, in which all such requests shall be diarised indicating all the journey details and also the source from whom the request has been received. The diary number of the request entered in the register shall also be indicated on the requests for Emergency Quota.
18. It would be the responsibility of the person forwarding or signing the requisition to ensure the credentials of the party travelling.
19. Requests for release of berths out of Emergency Quota received from the Travel Agents shall not be entertained.
20. In no case any officer should give the blank signed requisition forms to his personnel staff for release of berths out of Emergency Quota.
21. With a view to prevent the malpractices, reservation requests received from various quarters should be checked from time to time and in cases where there is doubt about the genuineness of the requests/letter, the position may be checked up by speaking to the persons concerned on phone for ensuring the genuineness of the requisition.
22. Periodic inspections by officers at all levels should be conducted at PRS centers to check illegal activities and prevent the nexus between touts and the officials working in the reservation offices.
23. All records pertaining to release of Emergency Quota should be preserved for a period of at least three months from the date of journey.
Guidelines have been issued from time to time regarding procedure for release of berths out of Emergency Quota. Commercial Circular has been issued by the Railway Board, more than 20 points given as instructions to follow the procedure of allotment of Emergency Quota as follows…
1. The Emergency Quota on different trains will be released by the Railway authorities nominated for this purpose from time to time.
2. A time limit for the finalization of the allotment of Emergency Quota for each train will be laid down.
3. All requisitions for allocations from the Emergency Quotas will be centralized in the office of the competent authority and final allocations decided only at the expiry of the stipulated period.
4. A list of all VIPs booked in the train (irrespective of journey commencing station) including HOR holders/Members of Parliament and other VIPs, should be taken out at chart preparation centers of train originating stations to find out details of the VIPs including MPs booked and action will be taken by the incharge to seek reservation for them from the emergency quota controlling authorities. In case of VIPs commencing journey from intermediate stations, a watch will be kept by the intermediate chart preparation centers also. The ultimate responsibility will, however, rest with the train originating station.
5. Whenever the Parliament House Booking Office/any other Booking Office sends a message for MP/VIP’s onward and return journey, a copy should invariably be endorsed to CCM and ACM(Reservation)of the concerned Railway. This shall be in addition to the communication sent to the Chief Reservation Supervisor/SM concerned. The officer concerned in the Headquarters office will take necessary action to get the accommodation released in favour of the MPs/VIPs. However, the provision of taking out the list of VIPs booked in a train as mentioned above shall be strictly followed.
6. The allotment of Emergency Quota to HOR Holders/VIPs should be strictly as per their inter-se seniority in Warrant of Precedence. In the case of same status, the priority in booking of accommodation will prevail i.e. the VTP who has booked earlier will be given preference over the one who has booked later.
7. In case a 4-berth compartment is to be allotted to an HOR holder in the absence of a coupe:
a) two HOR holders may be clubbed together in a 4 berth compartment; and
b) if clubbing of two HOR holders into a 4 berth compartment is not feasible and a Member of Parliament happens to be travelling by the same train, the latter may be allotted accommodation in the 4-berth compartment along with an HOR holder.
8. In case the demand is in excess of available accommodation & it is not feasible to attach extra coach to provide accommodation, in the desired class, the allotment will be done as per procedure listed in para (vi) above and the remaining may be provided accommodation in the alternate class. Hon’ble MPs / VIP will be suitably advised regarding provision of accommodation in the alternate class.
9. The remaining Emergency Quota after meeting the demands for self travel of HOR holders, Members of Parliament and other VIPs, shall be used to meet the demands received from VIPs and others. While deciding the persons for whom the Emergency Quota is to be utilized, the competent authority controlling the quota would take into account all relevant factors like the status of the passenger travelling, nature of emergency like travelling on Government Duty, bereavement in the family, sickness, Job interview etc.
10. Whenever accommodation in extra coach is required to be utilized as Emergency Quota or Emergency Quota is to be enhanced, the same should be done with the approval of CCM or DRM. Such approval should be taken in writing.
11. The utilisation of other quotas for allotment of out-of-turn accommodation should be resorted to only in rare cases to cater to the urgent demands of HOR holders, MPs, Parliamentary Committees, other VIPs & other important demands which cannot otherwise be accommodated within the Emergency Quota. This should, however, be done with the personal permission of the CCM / DRM.
12. Once Emergency Quota has been fed into the computer, no manual correction should be resorted to.
13. The written requests for release of berths/seats out of Emergency Quota must be signed by a Gazetted Officer.
14. Serving Railway staff below the Gazetted rank and retired Railway officials can submit the requisitions for release of berths out of Emergency Quota under their own signatures when they themselves or their family members as indicated in Pass Rules are travelling whether onleave or on duty.
15. Recognized Federations of Railways should nominate authorised signatories for signing the requisitions for release of berths out of Emergency Quota.
16. In all the requisitions received for release of berths out of Emergency Quota, the signatory should be asked to mention his/her telephone no./mobile no.
17. Every Officer/Section/Federation will maintain a register containing the details of application for Emergency Quota, in which all such requests shall be diarised indicating all the journey details and also the source from whom the request has been received. The diary number of the request entered in the register shall also be indicated on the requests for Emergency Quota.
18. It would be the responsibility of the person forwarding or signing the requisition to ensure the credentials of the party travelling.
19. Requests for release of berths out of Emergency Quota received from the Travel Agents shall not be entertained.
20. In no case any officer should give the blank signed requisition forms to his personnel staff for release of berths out of Emergency Quota.
21. With a view to prevent the malpractices, reservation requests received from various quarters should be checked from time to time and in cases where there is doubt about the genuineness of the requests/letter, the position may be checked up by speaking to the persons concerned on phone for ensuring the genuineness of the requisition.
22. Periodic inspections by officers at all levels should be conducted at PRS centers to check illegal activities and prevent the nexus between touts and the officials working in the reservation offices.
23. All records pertaining to release of Emergency Quota should be preserved for a period of at least three months from the date of journey.
