Standard Operating Procedure (SOP) for Mutual Transfer

 SOP for Updating Relieving Status of Officials in Case of Mutual Transfer

1. Division Login and Display of Allotted Employees
   After the release of the final allotment, in Division Login, by clicking the option “Division Relieving Pending,” all employees who received allotment (including mutual transfer cases) will be displayed.
2. Updating Status
   The Division/Unit can click on the “Update Status” link available against the request ID/transfer IDs to update the relieving, extension, or cancellation status of an employee.
3. Remarks for Updating Relieving Status
   The Division/Unit can select from six types of remarks in the drop down menu while updating the relieving status:
• Relieved
• Requested for extension
• Requested for cancellation
• Disciplinary proceedings under process
• Allotment cancelled due to expiry/removal/resignation/retirement
• Allotment cancelled due to promotion
4. Cancellation Process for Mutual Transfer Requests
   If the Division/Unit selects “Requested for cancellation” for an employee on mutual grounds, the system will display a popup message: “Mutual Transfer of Counterpart Employee will also get cancelled.”

4.1. Upon saving, the status of the employee’s transfer request updates to “Cancelled” with the remark “Requested for cancellation.” The counterpart employee’s request also updates to “Cancelled” with the remark “Counterpart Employee requested for Cancellation.”

4.2. The counterpart employee’s Division can view these updated remarks in the “Division Relieving Completed” report in their login.

4.3. In this case, only the employee who requested the cancellation loses one transfer opportunity under Rule-38. The counterpart employee does not lose any transfer opportunity.

5. Cancellation Due to Expiry, Removal, Resignation, or Retirement
   If the remarks are updated as “Allotment cancelled due to expiry/removal/resignation/retirement” for an employee on mutual grounds, the counterpart’s status will automatically update to “Cancelled” with the remark “Allotment cancelled due to expiry/removal/resignation/retirement of counterpart employee.”

5.1. In such cases, the count of availed transfers remains unchanged for both employees.

6. Cancellation Due to Promotion
   If the remarks are updated as “Allotment cancelled due to promotion” for an employee on mutual grounds, the counterpart’s status also updates to “Cancelled” with the remark “Allotment cancelled due to promotion of the counterpart employee.”

6.1. The count of availed transfers remains unchanged for both employees in this situation.

7. Extension Request Process
   If “Requested for extension” is selected for an employee on mutual grounds, the counterpart employee’s status also updates to “Requested for extension,” with the remark “Counterpart requested for extension.” Once the extension period expires, the status of both employees’ transfer requests automatically updates to “Relieved.”
   
8. Disciplinary Proceedings Status
   If the status is updated as “Disciplinary proceedings under process” for an employee on mutual grounds, the counterpart’s status updates similarly, with the remark “Counterpart under Disciplinary Proceedings.”