📑Operational Guide (Rule 38 Transfers, Administrative Office)

1. Introduction

• Guide provides detailed procedure for Rule 38 Transfer module for Administrative Offices.
• Rule 38 governs inter-circle and intra-circle transfers for Departmental Employees under DoP.
• Employees can apply online via: https://app.indiapost.gov.in/employeeportal.

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2. User Login

• Login through web browser using the portal URL.
• Credentials:
  • Username = 8-digit Employee ID
  • Password = employee’s login password.

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3. Vacancy Updation (Circle/Divisions/Units)

• Role required: TRF-DED-CRUD (Employee Transfers).
• Access path: Home → Employee Transfers → Admin Transfer → Rule 38 → Vacancy Data.
• Vacancy Data Entry fields:
  • Total Establishment (editable)
  • Total Occupied (editable)
  • Vacancy (auto-calculated)
  • DR/DP Earmarked Vacancy (editable)
  • Available Vacancy for Rule 38 (auto-calculated)
  • 2/3 Threshold of Establishment (auto-calculated)

⚠️ Rule: Total Occupied must be ≥ 2/3 of Establishment for outward Rule 38 transfer.

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4. Roster Details Entry

• After saving vacancy data, click Category to enter roster details.
• Division level cadres → Divisions enter roster details.
• Circle level cadres → Circle Office enters roster details.

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5. Error & Validation Messages

• If Occupied < 2/3 threshold → Error message displayed.
• If mismatch in vacancy totals → Error “Mismatch for Cadre: Expected X, Found Y”.
• On successful entry → Pop-up “Vacancy Data entry completed Successfully”.

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6. Special Case – PA/SA Cadre

• Establishment/Vacancy details entered by Division.
• Roster details entered by Circle Office after all Divisions complete vacancy capturing.

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7. Division Verification Statistics

• Completed Divisions → Status shown as “Completed”.
• Pending Divisions → Status shown as “Pending”.
• Circle can view division-wise completion status.

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8. Transfer Request Status (Verification Authorities: DO/RMS/MMS/CO)

• New option: Transfer Request Status.
• Search by Employee ID → Displays request details:
  • Request ID
  • Employee ID
  • Circle & Division
  • Type of Request (Inter/Intra)
  • Employee Name, Designation, Cadre
  • Present Office of Working
• Clicking Employee ID shows full application details:
  • Status
  • Waiting list number
  • Application grounds
  • Recommendation status
  • Allotment status

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9. Validate Transfer Data (Migrated from Rule 38 Portal 1.0)

• Applications submitted till 31.08.2025 migrated to 2.0.
• Withdrawn applications → available in “Withdrawn” tab.
• Pending cases → marked until support desk resolves.
• Verifying Authority should raise tickets only for data mismatch between 1.0 and 2.0.

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10. Abbreviations

Sl. No.	Abbreviation	Description
1	DH	Divisional Head
2	APT	Advanced Postal Technology
3	OA	Office Assistant
4	DO	Divisional Office

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11. Validate Transfer Data (continued)

• Applications migrated from Rule 38 Portal 1.0 (submitted till 31.08.2025).
• Categories:
• Straight Case
• Mutual Case
• Withdrawn Case
• Actions available: View / Validate.
• Errors handled via support desk tickets (only for data mismatch between 1.0 and 2.0).

12. Rule 38 – Verification

• Verifying authority must check:
• Employee details (ID, Name, Circle, Division, Cadre, Designation).
• Transfer request type (Inter/Intra).
• Application grounds (General, Medical, etc.).
• Status (Submitted, Recommended, Pending, Validated).
• Authority can approve, reject, or mark pending based on eligibility and vacancy availability.

13. Rule 38 – Reset Verification

• Option to reset verification if incorrect data was validated.
• Reset allows re-verification of employee transfer request.
• Used when:

• Wrong cadre/division was selected.
• Data mismatch occurred.
• Employee withdrew application after validation.

14. Rule 38 – Cancel / Void Transfer Requests

• Cancel option available for:
• Duplicate requests.
• Withdrawn applications.
• Invalid/mismatched entries.
• Once cancelled, request moves to Void Transfer Requests tab for record-keeping.

15. Key Rules & Thresholds

• 2/3 Establishment Rule: Outward transfers allowed only if ≥ 2/3 posts are occupied.
• Vacancy Calculation:
• Vacancy = Establishment – Occupied.
• Available Vacancy = Vacancy – DR/DP earmarked.
• Roster Entry: Must match total vacancy count; mismatch triggers error.

16. Circle & Division Roles

• Division: Captures establishment/vacancy for PA/SA cadres.
• Circle Office: Enters roster details for PA/SA after all divisions complete.
• Circle Login: Can unfreeze/delete incorrect entries made by divisions.

17. MIS Reports

• Division Verification MIS: Shows completed vs pending divisions.
• Inward Transfer MIS: Tracks inward requests and waiting list numbers.
• Vacancy Data Entry MIS: Consolidated view of cadre-wise vacancies.

18. Disclaimer (Reiterated)

• Guide is illustrative only for using APT software.
• For official rulings, refer to DoP manuals and volumes.
• This guide should not be cited as a ruling