Odisha Service Book Maintenance 2026: Timely Verification Mandatory, Officials Liable for Overstayal
ODISHA SERVICE BOOK MAINTENANCE 2026: OFFICIALS LIABLE FOR OVERSTAYAL
Finance Department, Government of Odisha – Office Memorandum No. 26774/F, Dated 13.10.2026
O.M. Number
26774/F
Issuing Authority
Finance Department, Govt. of Odisha
Issued By
Sanjeev Kumar Mishra, Principal Secretary
Date
13th October 2026
Governing Rules
OGFR 2023
Rules 394–400
Verification Timeline
25 Years
Or 5 yrs before retirement
e-Service Book
HRMS
Electronic maintenance
Liability
Joint & Several
Equal recovery
Key Directives in the Office Memorandum
Duplicate Maintenance
Service Book/Service Roll maintained in duplicate – first copy with Head of Office, second with employee.
e-Service Book via HRMS
Service Books now maintained electronically through HRMS as per Rule 400 of OGFR, 2023.
5-Year Pre-Retirement Verification
Service verification 5 years before retirement OR after 25 years of service, whichever is earlier.
Date of Birth Verification
Particular care to verify DOB to prevent overstayal beyond superannuation.
Joint & Several Liability
Heads of Offices, DDOs and concerned employees jointly liable for delays.
Detailed Instructions Issued
- Complete & Accurate Records: All Heads of Offices and Establishment Sections/Wings directed to ensure Service Book/e-Service Book is complete, accurate and up-to-date.
- Timely Verification: All prescribed verifications must be carried out within the stipulated time.
- Special Care Areas: Particular care to verify date of birth, qualifying service, and retirement particulars of employees approaching superannuation.
- Prompt Rectification: Any discrepancy, omission or incorrect entry noticed shall be examined and rectified promptly by the competent authority.
- Compliance with Rules: Rectification must follow prescribed rules, Government guidelines and HRMS procedures issued from time to time.
Liability for Non-Compliance – Para 6 of the OM
The following officials shall be jointly and severally held responsible for:
- Delay in pension processing due to service verification issues
- Overstayal of the concerned employee beyond superannuation
Recovery Mechanism: The money received by such employee during the period of overstayal shall be recovered from the salary and retirement benefits of the persons responsible in equal proportions.
Officials Covered:
- Officer functioning as Head of Offices
- Drawing and Disbursing Officers (DDOs)
- Other employees entrusted with responsibility of maintenance of Service Book
Reference Orders & Timeline
Finance Dept O.M. No. 5731/F
Prescribes service verification 5 years before retirement OR after 25 years of service, whichever is earlier.
15.02.1997
Date
Finance Dept O.M. No. 59224/F
Emphasises proper maintenance and verification of Service Books, particularly DOB, to prevent overstayal.
31.12.2002
Date
Finance Dept O.M. No. 26774/F
Current OM directing strict compliance, joint & several liability for overstayal and pension delay.
13.10.2026
Date
Important Points to Note
- Legal Basis: Appendix-11 and 11-A of Odisha Service Code, Rules 394 onwards of OGFR, 2023.
- Duplicate Copy: First copy retained by Head of Office, second copy given to Government servant for safe custody.
- e-Service Book: Maintained electronically through HRMS per Rule 400 of OGFR, 2023.
- Verification Timeline: 5 years before retirement OR after 25 years of service, whichever is earlier.
- Focus Areas: Date of birth, qualifying service, retirement particulars.
- Recovery: Overstayal amount recovered from salary and retirement benefits of responsible persons in equal proportions.
- Strict Compliance: All concerned directed to ensure strict compliance with the OM.
- Wide Circulation: Copy forwarded to all Departments, Heads of Departments, RDCs, Collectors, District & Sessions Judges, and various other authorities.
Download the Official Office Memorandum or share this update:
📥 Download PDF Share on WhatsApp Share via Gmail Share on TelegramFrequently Asked Questions
What is this Office Memorandum about?
This OM from the Finance Department, Government of Odisha, directs all Heads of Offices to ensure proper maintenance and timely verification of Service Book/e-Service Book of Government servants, and warns of joint liability for overstayal and pension processing delays.
What rules govern the maintenance of Service Books?
Maintenance and verification are governed by Appendix-11 and 11-A of the Odisha Service Code and Rules 394 onwards of the Odisha General Financial Rules (OGFR), 2023.
What is the timeline for Service Book verification?
As per Finance Department O.M. No. 5731/F dated 15.02.1997, service verification must be done 5 years before retirement OR after 25 years of service, whichever is earlier.
Who is liable for overstayal of an employee?
The Head of Office, Drawing and Disbursing Officer (DDO), and other employees entrusted with Service Book maintenance shall be jointly and severally liable for overstayal of the concerned employee.
How is the overstayal amount recovered?
The money received by the employee during the period of overstayal shall be recovered from the salary and retirement benefits of the persons responsible in equal proportions.
What is an e-Service Book?
An e-Service Book is the electronic version of the traditional Service Book, maintained through the HRMS (Human Resource Management System) in accordance with Rule 400 of the OGFR, 2023.
What specific areas need careful verification?
Particular care must be taken to verify the date of birth, qualifying service, and retirement particulars of employees approaching the date of superannuation.
What happens if a discrepancy is found in the Service Book?
Any discrepancy, omission or incorrect entry shall be examined and rectified promptly by the competent authority in accordance with prescribed rules, Government guidelines, and HRMS procedures.
Who issued this Office Memorandum?
The OM has been issued by Sanjeev Kumar Mishra, Principal Secretary to Government, Finance Department, Government of Odisha.
Where can I download the official OM?
You can download the official Office Memorandum using the Download PDF button provided on this page.
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