University Grants Commission - Sri Lanka

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Commission Circular No: 586

29th September, 1993.



Vice-Chancellors of Universities,
Directors of Institutes.
Directors of Affliated University Colleges


This Circular (Paragraph 5) has been amended by Circular No : 588 | 707

(1) The Commission has decided that funds utilized at present for the payment of overtime and holiday pay be reduced by 50%, taking into consideration the payment of 25% allowance to clear the backlog of work.

(2) In order to implement the above decision, it has been further decided that -

(i) Every effort should be exercised to engage the staff at the maximum possible capacity during normal working hours, in view of their eligibility for the back-log clearing allowance. If necessary, re-scheduling of duty lists/rosters/internal transfers of staff may be made to minimize over- time. Strict supervision of staff at all times is also necessary.

(ii) In exceptional circumstances, where arrangements within the Department/Section/Unit cannot be made to get a particular work done during normal working hours, overtime may be authorised to members of staff whose services are essential.

(iii) Overtime cannot be authorised for work which constitutes part of the normal work and for work which has accumulated as a result of failure to carry it out at the proper time through negligence.

(iv) Once staff is called upon to work on overtime, arrangements should be made to maintain a system of checks and records of work done to ensure a proper out-put.

(v) Unless the Staff Officer concerned is personally satisfied that overtime has been actually and fairly earned, he/she should not approve any payment of overtime.

(vi) Overtime during weekends/public holidays should commence at 8.30 a.m. and end at 5.00p.m.

(vii) Overtime should not be allowed on Sundays.

(viii) On normal working days, the maximum permissible duration of overtime should be limited to 2 hours.

(ix) Staff Officers should not grant standing orders for overtime.

(3) The restrictions in paragraphs 2(vi),(vii) and (viii) above are not applicable to drivers, security and maintenance staff. However, prior approval of the Chief Executive Officer should be obtained to engage such staff working on overtime.

(4) It should also be noted that requests for additional funds for the above payments will not be entertained by the Commission in future and Higher Educational Institutions/Institutes should be able to manage such payments within the allocated funds.

(5) Holiday payment for staff officers also should be reduced by 50%.

(6) The provisions of this Circular will be effective from O1st October, 1993.

Please take action accordingly.

( Prof .A.P.R. ALUWIHARE - Chairman )


  • Chairman/UGC
  • Vice-Chairman/UGC
  • Members of the UGC
  • Secretary/UGC
  • Deans of Faculties
  • Registrars of Universites
  • Fnancial Controller/UGC
  • Bursars of Universities
  • Librarians/SAL/AL of the Higher Educational Institutions/Institutes;
  • Snr. Asst.Registrars/Asst.Registrars of HEIs/Campuses
  • Snr. Asst.Bursars/Asst.Bursars of HEIs/Campuses
  • Chief Internal Auditor/UGC
  • Govt. Audit Superintendents of Universities
  • Snr. Asst.Int. Auditors/Asst.Int.Auditors of HEIs
  • Secretary/FUTA
  • Secretary/UEOA
  • Secretary/IUTUF
  • Auditor-General

File No: UGC/E/9/2/1