Accumulation of Paid Leaves for GDS (Gramin Dak Sevaks)
Date: 06 August 2025
Issued By: Ministry of Communications, Department of Posts
In a significant move aimed at improving the working conditions and record-keeping mechanisms for Gramin Dak Sevaks (GDS), the Department of Posts has proposed two major reforms:
1. Accumulation of Paid Leave for GDS
The department proposes to allow accumulation of paid leave for GDS up to a maximum of 45 days at any given time.
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No encashment of leave will be permitted.
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Any leave balance beyond 45 days at the end of each half-year will lapse.This measure is expected to offer greater flexibility and support during emergencies without placing any financial burden on the department.
2. Introduction of e-Engagement Roll for GDS
A structured and legally tenable e-Engagement Roll will be introduced, replacing the traditional paper-based personal files for GDS employees.
Key Features of the e-Engagement Roll:
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Will be developed within the HRMS portal under IT 2.0.
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To be maintained by the Drawing and Disbursing Officer (DDO).
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Acts as an official service record, capturing all major events throughout the GDS's tenure.
Implementation Timeline:
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For existing GDS employees, data must be compiled and incorporated into the e-Engagement Roll within six months.
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Until integration with IT 2.0 is complete, Divisional/Unit Heads must prepare the required records within 3 months.
Structure of the e-Engagement Roll:
The roll will consist of 15 modules, each dedicated to specific aspects of GDS service life:
| Part | Module | Details |
|---|---|---|
| I | Personal Information | Bio-data, ID details, photo, signature |
| II | Documents and Declarations | Education, caste, medical, training, joining docs |
| III | Regularization | Orders of provisional and regular engagement |
| IV | Engagement History | Transfers, increments, exams, deputations |
| V | TRCA and Payments | Pay, allowances, recoveries |
| VI | Leave & Substitute Details | Paid/unpaid leave, substitutes, duration |
| VII | Disciplinary Actions | Punishments, put-off duty records |
| VIII | Promotions and Examinations | DPC, gradation list, departmental exams |
| IX | Financial Upgradations | After 12, 24, 36 years of engagement |
| X | Transfers | Limited/mutual transfers |
| XI | TRCA Changes | Based on establishment review |
| XII | SDBS/NPS | PRAN, subscription info |
| XIII | Disengagements | Resignation, discharge, termination, benefits |
| XIV | Compassionate Engagement | Details of compassionate appointments |
| XV | Annual Verification | Yearly review and certification of records |
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Digitally attested by the authorized officer.
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Maintained without any deletions or overwriting, ensuring auditability.
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Verified annually in July by the GDS and DDO through HRMS.
Call for Comments
All stakeholders, including Circle Heads, GDS Unions, Federations, and CEPT, are invited to review the draft proposal and submit their comments/suggestions by 25 August 2025.
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Responses must be sent via email only, in both PDF and editable Word formats.
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Email: adggds426@gmail.com
In case no feedback is received by the deadline, the department may proceed with the implementation of the proposal with or without modifications.
Conclusion
These proposals mark a major step toward digitization and transparency in the service records of GDS employees. The ability to accumulate paid leave and maintain detailed digital records will not only empower GDS personnel but also enhance administrative efficiency within the Department of Posts.
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