(a) A price list of all articles for sale shall be prominently displayed.
(b) A “Sales Book “ shall be kept in which all articles sold and their selling price shall be recorded. The money realized from sales shall be handed over daily to the officer-in-charge of the fund; the amount so received shall be compared with that shown in the sales book, which shall be signed daily by the officer in acknowledgement of receipt of the money.
(c) The accumulation of large sums of money shall not be permitted. Cash must be kept in a mo9ney chest, and where no other arrangement is possible it shall be placed with the Logistics officer for safe custody pending an opportunity of remitting it. For custody of canteen money, se regulations 2804 (4) and 2805 (3).
(d) “Stock Book” shall be used and an accurate account kept of all goods received, together with cost prices. Stock taking shall be held at least once a month.
(e) A “Cash Book” shall be kept by the officer-in-charge of the fund and shall contain a daily record of moneys received for sales and all other cash transactions. It shall be balanced, at least once a week, to check possible errors or irregularities, and shall then be inspected and initialed by the Captain.
2813. Balance Sheets. (1) At the end of each quarter, accounts shall be closed and balance sheets prepared by the mess, wine, canteens or other committees, or for other nonpublic funds where there is no committee, by the officer responsible for the accounts, showing the whole of the assets and liabilities or the funds for which they are responsible.
(2) The assets shall show the money in hand to meet the liabilities, the amounts owing by members or subscribers and the value of the stock in hand. Where stocks are held, a stock taking by two officers of the committee of the fund shall take place immediately preceding the preparation of the balance sheet, and a signed statement of stocks held, certified by these two officers, shall be handed to the auditing officers.
(3) The balance sheet for wine accounts shall be prepared in the appropriate section of the Wine Book (Form IN435) and for other accounts on Form IN341, Mess Account balance sheet and audit. Duplicate and triplicate copies, including those of wine accounts, shall also be made on Form IN341.
(4) Separate balance sheets may be prepared for subsidiary mess funds, e.g. catering account, mess subscription account, etc., but where this is done a final balance sheet shall also be prepared by the Mess Committee to include all the mess funds.
(5) The balance sheets may be prepared for subsidiary mess funds, e.g. catering account, mess subscription account, etc., but where this is done a final balance sheet shall also be prepared by the Mess Committee to include all the mess funds.
2814. Audit. (1)Accounts shall be audited not later than the 15th of the first month of each quarter and whenever the accounts are transferred from one officer to another or are finally closed.
(2) The auditing officers shall be a board of three officers selected by the Captain but no officer is to be selected to audit his own accounts. The board shall include, when available, one Executive officer not below the rank of Lieutenant, and one Logistics officer or Education officer. When four officers or less, including the Captain, are borne in the ship, the auditing officers shall be three officers detailed by the Administrative Authority, who shall ensure, when any accounts are kept personally by the Captain, that at least one of the auditors is an officer of another ship. In case of ships/establishments where sufficient number of officers are not available, Commanding officer of the ship may include one Master Chief Petty officer/Chief Petty officer/Petty officer in the Audit Board set up for audit of the funds.
(3) In ships in reserve, the auditing officers shall be appointed by the Senior officer of the Reserve Fleet.
(4) Auditing officers shall follow the procedure laid down in orders issued by the Chief of the Naval Staff from time to time.
(5) Administrative Authorities are authorised to approve the employment of qualified civilian auditors for the audit of mess, wine and other non-public funds where in their opinion th3 volume of business warrants it, the cost being borne by the fund concerned.
(6) The cash balance and accounts of all public and other funds in the charge of the officer keeping the particular account shall be produced and examined at the same audit. A note shall be made by the auditing officers (on form IN 341 Mess Account balance sheet for mess funds) to show that this has been done.
2815. Sailors’ Messes. (1) The instructions in this section shall apply to all sailors’ messes which have permanent messing funds. Such messes shall always have a messing committee, all members of which shall sign the periodical statements and balance sheets. The Captain shall make adequate arrangements to ensure continuous compliance with regulation 2811 (3).
(2) When the account of a sailors’ mess are audited, the Captain shall appoint a sailor who is not a members of the messing committee to be an auditor in addition to the offices prescribed in regulation 2814 (2).
2816. Examination of Accounts. The audited accounts and balance sheets shall be examined and initialed by the Captain, who will retain a duplicate copy of each balance sheet.
The accounts shall then be returned to the committee concerned, or to the officer maintaining the fund, who shall see that the audited balance sheets are exhibited publicly for the information of members or subscribers.
2817. Inspection of Accounts. A list shall be maintained of all non-public funds held in the ship. At inspection, this li9st shall be produced for the scrutiny of the inspecting officer, together with the accounts.
2818. Non-Public Funds on Paying Off. On paying ogg, the Captain shall take steps to ensure that all non-public accounts are closed and audited. The amount realized by sale proceeds of canteen items as well as other equipment/ items purchased from non-public funds along with any amount left in non-public fund accounts is forwarded to Naval Headquarters for credit in IN Amenities fund or any other fund specified by NHQ.
2819. Loss, etc. of Stores. The State is not liable for any loss or damage to officers’ mess or canteen stores owing to fire, shipwreck, deterioration or any other cause. However, in the case of losses and breakages of mess traps due to service conditions, e.g. rolling of the ship and firing of armament, the liability will be borne byu the State if the circumstances of the losses are covered by the existing regulations. See also regulation 3903 (3).
CHAPTER 29 BIRTHS, DEATHS, INJURIES, INQUESTS, ETC.
2901. RPORT OF births and Deaths. (1) When a birth or death occurs on board any of the Indian Naval Ships, or when an officer or sailor, belonging to the ship dies on detached service, the Commanding officer shall record particulars in the Ship’s Log. In the case of births at sea, burial at sea and cremation/burial abroad, he shall also make a report to the Chief of the Naval Staff on such forms as may be prescribed by him. For reports of cremation/burial in India see sub-regulation (3).
(2) When a birth or death occurs in a shore establishment the Commanding officer shall report the birth or death to the Local Registrar of Births and Deaths on the form prescribed by the local authorities. Where the birth or death occurs in Naval Hospital, the commanding officer of the Hospital shall make the necessary report irrespective of the ship or establishment to which the individual belongs.
(3) When a dearth has occurred on board a ship and the body is brought ashore for cremation/burial the procedure laid down in sub-regulation
(2) shall be followed. On arrival at homeport the local civilian authority should be informed and a death certificate obtained. See also regulation 2904.
2902. Accidental Death or Serious Injury. (1) The circumstances attending the accidental death of, or serious bodily injury to any person on board one of the Indian Naval Ships or at IN Establishment shall at once be investigated by a board of inquiry composed of members specially qualified to deal with any technical questions involved. One member of the board shall if possible be a Medical officer, and medical evidence about the cause of the death or injury shall always be taken.
(2) The board is to be convened by the Senior Officer present or Administrative Authority. It shall sit with closed doors and no part of the report or of the proceedings shall be divulged without the sanction of the Chief of the Naval Staff, except abroad when the Senior Officer may use his discretion in the matter.
(3) The minutes and proceedings shall be forwarded to the Chief of the Naval Staff with as little delay as possible.
(4) If a formal board of inquiry cannot be held, a full and detailed report of the occurrence shall be forwarded to the Chief of the Naval Staff together with statement of the reasons, which prevented the holding of formal inquiry.
(5) The disappearance of a person who is missing in circumstances that point to the possibility of accidental death shall similarly be investigated and reported.
2903. All Injuries Sustained on Duty to be reported. (1) It shall be brought to the notice of all officers and sailors that any injury received in carrying out any act of duty (which includes participation in games or other forms of physical recreation definitely organized by Naval authority) shall be reported at the first opportunity to the Medical officer of the ship or establishment.
(2) This regulation applies particularly to damage to the ears by gunfire, and claims to compensation on the ground of attributability to the service. In the event of disability development from such in injury as to necessitate invaliding from the service cannot be accepted unless the injury is reported and an injury report rendered at the time, or unless satisfactory evidence is available that the injury was actually sustained as claimed. See regulation 0820.
2904. Sudden or Unnatural Deaths. In cases of sudden or unnatural death in suspicious circumstances the following action shall be taken:
(a) Afloat. When circumstances do not permit of the help of shore authorities being obtained for the examination of the body, the Commanding officer shall instruct the Medical officer to examine the body to ascertain the cause of death. The Medical officer may, if the considers it necessary or advisable, after prior consent (in the absence of next –of-kin) of the Commanding officer, conduct an internal examination of the body.
Should there be any appearance of a suspicious character, the Medical officer shall retain evidence in accordance with the normal medico-legal requirements. He shall also inform the Commanding officer of his suspicions. The Commanding officer shall there-upon take appropriate steps to investigate the case reporting the same to the Senior Officer present or the Administrative Authority who shall thereupon convene a board of inquiry. If the ship is near an Indian port, the Commanding officer may, if he considers it advisable, inform the Coroner or other appropriate Civil Authority ashore so that an inquest may be held. Where, however, the body is to be cremated/buried ashore, the commanding officer shall inform the Coroner or other Civil Authority of the case;
action shall also be taken in accordance with sub-regulation (3) of regulation 2901 and sub-regulation (1) of regulation 2905.
(b) Ashore. A report to the Coroner and or other appropriate authorities regarding the death shall be made, and instructions from them shall be carried out. See also regulation 2905.
(2) Whenever practicable, the consent of the next-kin shall be obtained before a post-mortem examination is carried out. No consent is required when a post-mortem examination has been ordered by the Coroner or other appropriate Civil Authority, but the next-0n-kin should be informed if necessary that an examination has been so ordered.
2905. Inquest. (1) When it may be necessary to hold an inquest touching the death of any person on abroad and belonging to a ship, the Commanding officer shall acquaint the Coroner or other appropriate Civil Authority, within whose jurisdiction the ship may be, with all the circumstances of the case, care being taken to have all the witness in attendance at the time the Coroner or other appropriate Civil Authority, may appoint for holding the inquest. It is not the responsibility of the Commanding officer to warn the next-of-kin of the deceased of the time and place of the inquest. He must, however, ensure that the Coroner’s officer or other appropriate Civil Authority are given particulars of the next-of-kin so that action may be taken to inform them. In no case shall any service personnel be called upon to serve as juniors on these inquiries. Even when death has occurred outside his jurisdiction a Coroner or other appropriate Civil Authority and take such action as would have been taken had death occurred on board in harbour.
(2) In order that the Government of India may, if possible, be legally represented at the Coroner’s or other appropriate Civil Authority’s Inquest, the Commanding officer shall, except as stated in sub-regulation (3) immediately acquaint the Government (Civil) Law officer concerned (see regulation 3311) and if time permits the Administrative Authority and the Chief of the Naval Staff. In an emergency, when time does not permit instructions being obtained by signal, a local lawyer of repute may be employed to represent the Government of India.
(3) When the deceased is on leave at the time of his death, the Government of India will not be legally represented unless there is reason to believe that death occurred in circumstances, which might give rise to a claim against the Government of India or to respect of an act committed on duty. Arrangements shall, however, be made for the attendance of any Naval witnesses whose evidence is required, and a formal report of the result of the proceedings shall invariably be obtained.
(4) In cases where the Government of India is leally represented, the legal representative shall be shown the full transcript of the proceedings before the board of inquiry, as well as the report of the board, and shall also be given all such further information as he may require, or the Senior Officer may think necessary. He shall, however, be reminded that the board of inquiry documents must be treated as confidential, and not referred to in the course of the inquiries, and his attention shall also be drawn to matters connected with the case which ought to be regarded as confidential.
(5) The legal representative’s report of the inquest, or the fatal accident or sudden death inquiry, shall be forwarded to the Chief of the Naval Staff for the information of the Government of India. In cases where the Government of India was not legally represented, the Commanding officer shall furnish a report.
.
CHAPTER 30 CONVEYANCE OF PASSENGERS, MAIL, CARGO, ETC.
Section Regulation I Passages – General Instructions 3001 – 3010 II Passage by Transport or Merchant Ship 3011 – 3015 III Conveyance of Passengers, Cargo and mails in IN ships and Fleet Auxiliaries 3016 – 3022 IV. Air Travel 3023 – 3026 SECTION I- PASSAGES – GENERAL INSTRUCTIONS.
Note: The term ‘Port’ includes an ‘Airport’. The term ‘Embark’ includes ‘emplane’.
3001. Entitlement to Passage. Regulations regarding the admissibility and provision of conveyance to officers and sailors of the Navy and their families are given in Travel Regulations and other orders issued by the Government from time to time.
3002. Provision of Passages. (1) All passages from India for destinations abroad whether by sea, land or air shall be arranged by the Chief of the Naval Staff, or by the Administrative Authority or the Local Naval Authority concerned on instructions from the Chief of the Naval Staff.
(2) All passages from abroad whether by sea, land or air shall be arranged by the Diplomatic or consular Representative of India concerned on instructions from the Chief of the Naval Staff.
3003. Report of Passengers Proceeding from India. When Naval personnel proceed abroad whether by sea, land or air from India, a signal shall be made by naval Headquarters, or the Administrative Authority or the Local Naval Authority at the port of departure, as the case may be to the Diplomatic or Consular Representative concerned giving information of departure of Naval personnel in accordance with the orders issued by the Chief of the Naval Staff. The signal shall be repeated to Naval Headquarters where it is not the originator. In the case of sailors, signal shall also be repeated to the Bureau of Sailors.
3004. Report of Passengers Proceeding to India. The Diplomatic or Consular Representative shall inform the Administrative authority Or the Local Naval Authority at the port of arrival, by signal, of departure of Naval personnel for India, in accordance with the orders issued by the Chief of the Naval Staff from time to time. The signal shall be repeated to Naval Headquarters. In case of sailors, signal should also be repeated to the Bureau of Sailors.
3005.Oficers and Sailors Returning to India on Medical Grounds. (1) All officers and sailors returning to India from abroad on medical grounds shall be instructed to report on disembarkation to the nearest Services Hospital or Sick Bay. The authority ordering the passage shall ensure so far as practicable, that the individuals are disembarked at the port of call nearest to Services Hospital or Sick Bay and that they are able to proceed thereto direct. The individuals themselves shall be told the name of the port of disembarkation.
(2) If such an individual is permitted to select his own route, he shall be given orders to report at Service Hospital or Sick Bay nearest to the port at which he will arrive. The name of the officer, the route by which he is traveling, the date of departure for India and the hospital at which he has been ordered to report shall be signaled to Naval Headquarters.
Should he arrive in India away from the neighborhood of a Service Hospital or Sick Bay and he is medically unfit to travel on to one, he must, as soon as possible forward to the Chief of the Naval Staff a certificate of such inability, signed by the Medical officer of the ship in which he took passage, or by the Civil Surgeon at the port of arrival, or as a last resort, by another doctor. As soon as he is fit to travel, he must attend at the nearest Services Hospital or Sick Bay unless otherwise instructed by the Chief of the Naval Staff.
(3) When application is made for passage of persons who have to be returned to India on medical grounds, the classification for embarkation shall be in accordance with the orders issued by the Chief of the Naval Staff.
(4) Any alteration in classification between the date of recommendation for evacuation and the date of embarkation shall be notified to the embarkation authority.
(5) A signal reporting the departure of individuals being returned to India on medical grounds will be made by the Diplomatic or Consular Representative concerned to the Administrative Authority or the Local Naval Authority at the post of arrival in accordance with the orders issue by Chief of the Naval Staff. The signal shall be repeated to Naval Headquarters and the Commanding officer of the Services Hospital. In case of sailors the signal should also be repeated to the Bureau of Sailors.
(6) The Authority ordering the passage of invalids shall take steps to ensure that the Medical officer of the vessel or aircraft in which passage is ordered, or the Service Medical officer when one is embarked in medical charge, is acquainted fully as to the medical particulars of the invalids through the Medical officer conversant with them. If this is not practicable, the officer in charge shall be notified accordingly. See regulation 3013.
(7) Arrangements shall be made with the Master of the vessel or the Captain of aircraft for a signal to be sent in good time before the arrival of the ship or aircraft India, giving an y alterations which may have occurred in the state of invalids as set on the signal referred to in subregulation (5) above.
(8) A signal should not be sent if there have been no alterations.
(9) Arrangements shall also be made with the Master of the Vessel or Captain or aircraft for a report to be made to Naval Headquarters by a signal if it should become necessary to discharge or transfer an invalid while on passage to India.
3006. Report on Arrival in India. All officers and sailors ordered passages to In by any route shall, immediately, on their arrival in India, report their date of arrival address in accordance with the orders issued by the Chief of the Naval Staff.