CSD AFD Online Registration Process 2025CANTEEN STORES DEPARTMENT MANUAL
FOR
UNIT RUN CANTEEN
✓Miscellaneous Points Concerning URCs
Sale of Non CSD Stores
18.1 Non CSD Stores will not be sold from URC premises, billing of CSD and non CSD Stores will be separate. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06. 2017 Appendix 3)
No Hoardings
18.2 No hoardings will be put up by vendors/ suppliers at URC premises/ mil stns/ cants. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06. 2017 Appendix 3)
No Vendor Interaction
18.3 No interaction will be carried by URCs with vendors/suppliers. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06. 2017 Appendix 3)
Sales Representative of the firm
18.4 No sales representatives of the companies / vendors will be permitted in any URC. URCs having sales representatives working for companies, for sale of their goods will be removed forthwith. CSD HO will blacklist vendors/suppliers if their representatives interact with URCs. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06. 2017 Appendix 3).
Misuse of Bronze Cards
18.5 Bronze cards are issued to URCs to cater for contingencies like loss of individual smart card, time delay in processing of new smart card and also for collective issue of liquor during regimental events. Bronze cards held by a URC will be as per authorization based on the type of URC. Sale, utilizing bronze cards will be strictly restricted and record maintained in a register. The register will be produced for scrutiny during audit and inspection of URC/ Unit by higher HQ. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06. 2017 Appendix 3)
Sale of Stores / Liquor by Serving Personnel/ESM
18.6 All serving personnel ESM be strictly warned against selling of stores / liquor to unauthorized persons. Any case of misuse/ violation be dealt in an exemplary manner. All such personnel will be permanently debarred from availing canteen facility by blacklisting the smart cards. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06. 2017 Appendix 3)
No Bulk Purchases by Individuals
18.7 No bulk purchases by an individual will be permitted. Formation commanders are requested to lay down limits at local URC level to ensure that the aspirations of maximum beneficiaries are met within the authorized budget. However, all bulk purchases, if valid reasons necessitate, will be supported by one time use written permission from the Chairman of URC. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06. 2017 Appendix 3)
Courteous Behaviour towards Veterans
18.8 Numerous complaints have been received from Veterans regarding misbehavior and ill treatment at URC. All assistance will be provided to the Veterans by the URC staff. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06. 2017 Appendix 3) Bio Metric Access Control System
18.9 All URCs, especially bigger ones, to install biometric system for entitled beneficiaries and their dependents, using readily available commercial systems, in order to prevent unauthorized entry by 01 Jan18. (Authority: DDGCS letter No.96001/Q/DDGCS dated 30.06. 2017 Appendix 3)
Termination of URCs
18.10 Detailed guidelines regarding termination of URCs have been given vide DDGCS letter No.95350/Q/DDGCS/advisory/15-2017 dated 13 Sep 2017 placed as Appendix 14 which may be refereed for taking the action.
Payment of Rent and Allied Charges by URCs
18.11 URCs are private undertakings of the Units / Fmns/Establishments which are operated from Non-Public Fund. It should therefore be noted that the URCs rent and allied charges are paid at the laid down rates from their profits like any other vendor. (Authority DDGCS letter No.96131/Q/Govt.Tpt/DDGCS dated 6 Sep 2013 Appendix 15).
No use of Govt transport by URCs.
18.12 Service Transport should not be used by the URCs except in some parts of J&K and other areas affected by insurgency/terrorism,where it is permitted due to peculiar security environment. The URCs should resort to hiring civil transport only paid from the profits of URCs. (Authority DDGCS letter No.96131/Q/Govt.Tpt/DDGCS dated 6 Sep 2013 Appendix 15).
No use of Combatants in URCs.
18.13 No combatants / service personnel are to be used to run the URCs except in certain cases where URCs are being run in places affected by insurgency/terrorism and also on board Naval ships or areas where either civilians are not available or employing them could tantamount to being a major security hazard (Authority DDGCS letter No.96131/Q/Govt.Tpt/DDGC dated 6 Sep 2013 Appendix 16).
Facilities for Handicapped/Disabled personnel
18.14 Handicapped/disabled personnel should be given due priority in issue of CSD goods and also be permitted to bring an attendant along with them for assistance. (Authority 96003/Q/DDGCS dated 10 May 2011. Appendix 16)
Misuse of Canteen Smart Card
18.15 Instances have come to the notice where URC Canteens smart cards are being misused. Formation HQs are therefore required to organize surprise check at various levels by using resources to correct this unethical practice. A severe disciplinary action to be initiated against the defaulters. Countersigning authorities will be made accountable for any lapse on their part. (Authority 96301/Q/DDGCS dated 18 May 2011. Appendix 17)
Review of Bronze Card Policy
18.16 Apart from individual smart cards, all URC are issued Bronzecards based on dependency. The aim of issuing Bronze card to URCs is to cater for contingencies like loss of individual smart card, time delay in processing of new individual smart cards and also to facilitate unis during regular barakhana, collective issue of liquor. However, considering the issues such as implementation of GST, C&AG observations and restrictions on sale of CSD stores for institutional purposes, the bronze card entitlement has been revised as per DDGCS letter No. 95350/Q/DDGCS/Policy/2017 dated 15.06.2017 (Appendix 18). Bronze cards will not be used for sale of CSD stores for institutional purposes i.e. for purchase of stores from Public Funds.
Canteen facilities to Retired Defence Civilians:-
18.17 Govt of India has decided to extend the CSD Canteen facilities to the Retired Defence Civilian Employees vide MoD letter No.F.No.8(14)/2015-D(Mov) dated 31.07.2015.
Eligibility. Retired Defence Civilian Employees of following departments who were not entitled to avail CSD facilities will now be entitled for CSD facilities:-
Ministry of Defence including those working in their respective attached offices and those working in lower military formations
Defence Audit Department.
Executive Officer Cantonment Board.
Hindustan Aeronautics Limited personnel retired from Air Force Station Hyderabad, Jorhat, Air Force Academy, Dundigal (Hyderabad) and Air Force Station Yelahanka (Banglore).
Indian Defence Accounts Services.
Secretariat Border Roads Development Board and HQ Director General Border Roads
Retired Employees of Canteen Stores Department who are getting pension from CSD Fund
MES employees.
Entitlement. They will be permitted for Only Grocery Stores. No liquor will be authorized.
Validity. The cards will have a validity of 10 years, from the date of issue and will be renewed every year.
Process / Authentication. All Retired Defence Civilian Employees will apply for the smart card to the URC through which they want to avail Canteen Facilities after authentication of the application. The application form will be authenticated for its correctness by the department from which the employee has retired. The form will be countersigned by an officer not below the rank of Under Secretary or Equivalent.
Documents to be submitted to Dependent URC. The following attested documents will be submitted to the URC.
Application for Smart Card duly countersigned by the Competent Authority.
Government order for Retirement.
Copy of Pension Payment Order (PPO).
Address Proof and Copy of PAN card.
Payment of Rs. 135/- to the URC.
Guidelines
Detailed guidelines for authenticating authority and URCs etc., are issued vide DDGCS letter 96301/Q/DDGCS/Policy dated 12.08.2015 placed as Appendix 19.
Grant of Canteen Facilities to the family pensioners of retired Defence civilians
18.18 Govt of India, MoD vide letter no. 8(14)/2015 dated 04.03.2016 has extended canteen facilities to family pensioners of retired Defence Civilians employees. The procedure for processing of application will be as per this Dte letter no. 96301/Q/DDGCS/Policy dated 12.08.2015. The applicant must write family pensioner of retired defence
civilian on the application form. (Authority 95350/Q/DDGCS/Policy/15/2016 dated 10.03.2016. Appendix 20)