CSD AFD Online Registration Process 2026CANTEEN STORES DEPARTMENT MANUAL
FOR
UNIT RUN CANTEEN
✓REIMBURSEMENT OF TRANSPORTATION CHARGES
6.1 Reimbursement of Transportation charges will be made to the URCs subject to following conditions.
(i) Transportation charges are not reimbursable if the stores are conveyed by the URCs in Defence Departmental (DD) vehicle.
(ii) URCs claiming reimbursement will have to render a certificate from their Station Headquarters clearly indicating the distance of their location from the Dependant Depot.
(iii) All claims for reimbursement of transportation charges must be submitted to the feeding Depot showing, inter alia, the invoice no., date, value of goods, number of packages and Gate Pass / Packing Note reference etc. within 30 days of collection of stores. Claims received after 30 days are liable to be disallowed by the Depot. However, where URC is able to offer full justification and valid reason for late submission, the case may be referred to the respective Regional Manager by the unit commander for waiver off of the late submission and to admit the claim, with a copy duly endorsed to the Depot.
(iv) All transportation claims shall be accompanied with a certificate from the unit commander to the effect that the goods relating to the particular invoice have been received and the expenses claimed have actually been incurred by the URC. It should also show full details of expenditure incurred, mode of conveyance and freight expenses etc duly supported with the original transportation bill, to the Depot Manager for verification and return, if considered necessary.
(v) Under no circumstances the reimbursement will be made in cash and it will Only in the form of credit note.
(vi) The extent of re-imbursement of transportation charges will be worked out as per parameters given below:-
| Sr. | Distance from Depot | Parameters |
| 1 | 0-50 Kms | Actual charges incurred restricted to RTO rates or where RTO rates not available, station Board rates or the freight reimbursement @ 0.15% of the indent value less local taxes and levies, whichever is less. |
| 2 | 51-200 Kms | Actual charges incurred restricted to RTO rates or where RTO rates not available, station Board rates or the freight reimbursement @ 0.25% of the indent value less local taxes and levies, whichever is less. 3 Beyond local taxes and levies, whichever is less. |
| 3 | Beyond 200 Kms | Actual charges incurred restricted to RTO rates or where RTO rates not available, station Board rates or the freight reimbursement @ 0.50% of the indent value less local taxes and levies, whichever is less. |