THE UGANDA PUBLIC SERVICE STANDING ORDERS

1 THE REPUBLIC OF UGANDATHE UGANDA PUBLIC SERVICE STANDING ORDERSJANUARY 2010iiiThe UGANDA PUBLIC SERVICE STANDING OrdersTable of ContentsTABLE OF CONTENTSSECTION SUBJECTv xii Indexxiii Instructions for the use of STANDING ORDERS (2010 Edition)xiv xvi Applicability and powers of interpretation, waivure and amendmentxvii xxiii Definitions A - PUBLIC SERVICE General B - Salary C - leave D - Travel E - Allowances F - The Roles, Obligations and Conduct of a PUBLIC Officer G - Unionisation and Staff Association for PUBLIC Officers H - Government Staff Housing I - Unallocated J - Staff Training and Development in the PUBLIC SERVICE K - Unallocated L - Retirement in the PUBLIC SERVICE M - Medical Attention N - Procurement and Utilisation of Goods and services in the PUBLIC SERVICE O - Death of PUBLIC Officers in the PUBLIC SERVICE P - Information and Records management in the PUBLIC SERVICE Q - Legal AdviceThe UGANDA PUBLIC SERVICE STANDING OrdersivTable of ContentsvThe UGANDA PUBLIC SERVICE STANDING OrdersIndexINSTRUCTIONS FOR THE USE OF STANDING ORDERS (2010 EDITION)

2 XiiiAPPLICABILITY AND POWERS OF INTERPRETATION, WAIVURE AND AMENDMENT xivDEFINITIONS xviiCONTENTS 1 SECTION A: PUBLIC SERVICE GENERAL 2 THE PUBLIC SERVICE (A a) 2 APPOINTMENT TO THE PUBLIC SERVICE (A b) 6 APPOINTMENT PROCEDURES (A c) 8 Methods of Effecting Appointments 9 APPOINTMENT ON PROBATION (A d) 11 Extension or termination of probationary appointment 12 CONFIRMATION IN APPOINTMENT (A - e) 13 Effects of Confirmation 13 SENIORITY (A f) 15 APPOINTMENT ON PROMOTION (A - g) 17 APPOINTMENT ON LOCAL CONTRACT TERMS (A - h) 19RE-EMPLOYMENT IN THE PUBLIC SERVICE (A - i) 21 Employment of Pensioners 21 Employment of Persons retired on abolition of Office 21 Employment of persons after early retirement 21 Employment of persons who resigned 21 Circumstances under which persons shall not be re-employed in the UGANDA PUBLIC SERVICE 22 EFFECTIVE DATE OF APPOINTMENT, DECLARATION OF PERSONAL DATA AND PARTICULARS OF SERVICE (A j) 23 Effective Date of Appointment 23 Declaration of Personal Data 23 Change of Personal Data 23 ADMINISTRATION OF OATHS (A k) 25 MOVEMENT OF PERSONNEL WITHIN, TO OR FROM OUTSIDE THE PUBLIC SERVICE (A - l)

3 27 Movement of Personnel within the PUBLIC SERVICE 27 Appointment on Transfer within the PUBLIC SERVICE 28 Appointment on transfer of SERVICE from Central Government to a Local Government 28 Appointment on Transfer of SERVICE from a Local Government to Central Government 29 Appointment on Transfer of SERVICE from one Local Government to another 29 Appointment on Transfer from the PUBLIC SERVICE to Other PUBLIC SERVICE 29 Movement of Personnel from the PUBLIC SERVICE 29 INDEXThe UGANDA PUBLIC SERVICE STANDING OrdersviIndexOther Terms and Conditions of SERVICE Incidental to Movement of persons within and outside the PUBLIC SERVICE 30 PERFORMANCE MANAGEMENT IN THE PUBLIC SERVICE (A - m) 31 General 31 Staff Performance Appraisal 32 Recognizing and Rewarding Performance 33 Managing Poor Performance 33 SERVICE Delivery Standards/ Client Charters 33 Inspection/Quality Assurance 34 LEAVING THE PUBLIC SERVICE (A n) 36 General 36 Termination of Probationary Appointment 37 Resignation of PUBLIC officers 37 Abandonment of Duty 39 Notice 39 Exit interview 40 Certificate of SERVICE 40 Valedictory Letter 41 SECTION B.

4 SALARY 43 PAYMENT OF SALARY 44 General rules on Payment of Salaries (B - a) 44 Deductions from an Officer s Salary 45 Salary Advance 46 Salary Arrears 46 Salary Adjustment 46 Payment of salary on transfer 46 Salary adjustment on promotion or any appointment on transfer from one office to another 47 Assessment of salary on attainment of higher qualifications 47 STARTING SALARIES ON FIRST APPOINTMENT (B - b) 48 ANNUAL SALARY INCREMENTS (B - c) 49 Incremental Date 49 Salary Increments Deferred, Withheld and Stopped 50 Procedure regarding Deferment, Withholding or Stoppage of Increments 50 Effect of leave without pay on Incremental Dates 50 GRADING AND REGRADING OF JOBS IN THE PUBLIC SERVICE (B - d) 51 SECTION C: leave 53 leave 54 GENERAL RULES ABOUT leave (C a) 54 ANNUAL leave (C - b) 56 Approval for carrying leave forward 57 leave entitlement for officers who are on interdiction or suspension or remain undeployed pending assignment of other duties 58 leave WITHOUT PAY (C - c) 59 STUDY leave (C - d) 60 SICK leave (C - e) 61 SPECIAL leave OF ABSENCE (C - f) 62viiThe UGANDA PUBLIC SERVICE STANDING OrdersIndexMATERNITY leave (C - g) 63 PATERNITY leave (C - h) 64 SABBATICAL leave (C i) 65 PUBLIC HOLIDAYS (C- J) 66 SECTION D.

5 TRAVEL 67 TRAVEL GENERAL (D - a) 68 CLASS AND MODE OF TRAVEL WITHIN AND OUTSIDE UGANDA (D - b) 70 TRAVEL OF FOREIGN SERVICE OFFICERS (D - c) 72 SECTION E ALLOWANCES 73 ALLOWANCES 74 GENERAL 74 TRAVEL ALLOWANCE (E - b) 76 Night Allowance In UGANDA and Away from Officer s Station 76 Night Allowance Outside UGANDA 76 Safari Day Allowance in UGANDA 77 Safari Day Allowance outside UGANDA /Mission 77 Lunch and Dinner Allowance 78 Out of pocket Allowance 78 Warm Clothing Allowance 78 Kilometrage Allowance 78 Kilometrage for persons proceeding on Sick leave , Medical and Dental Treatment 79 Disturbance Allowance 80 Installation Allowance 81 Settling-in Allowance 82 EXTRA DUTY ALLOWANCE 83 Acting Allowance 83 Duty Allowance 84 Honoraria 85 Sitting Allowance 86 Overtime Allowance 86 Special provisions of Overtime for Drivers 87 TRAINING ALLOWANCE (E - d) 88 FOREIGN SERVICE ALLOWANCES (E - e)

6 92 Foreign SERVICE Allowance 92 Climatic Clothing Allowance 92 Children s Allowance 92 Education Allowance 93 Holiday Travel Concession 94 Baggage Allowance on Posting and Recall 94 SECTION F: THE ROLES, OBLIGATIONS AND CONDUCT OF A PUBLIC OFFICER 95 THE ROLES, OBLIGATIONS AND CONDUCT OF A PUBLIC OFFICER (F - a) 96 OFFICIAL WORKING HOURS AND ATTENDANCE TO DUTY(F - b) 98 POSTING AND REPORTING FOR DUTY (F - c) 99 HANDING-OVER AND TAKING-OVER OF OFFICE (F - d) 100 The UGANDA PUBLIC SERVICE STANDING OrdersviiiIndexEMPLOYMENT OUTSIDE OFFICIAL SCHEDULE (F e) 102 DISSEMINATION OF INFORMATION (F - f) 103 COMMUNICATION TO THE PRESS, RADIO, TELEVISION AND LITERATURE (F - g) 104 Communication to the Press by Officers 104 Lecturing, Broadcasting and Televising by PUBLIC officers 104 Publication of Books or other Works by Officers 105 Press and Radio Releases 106 ROYALTIES, PATENTS AND COPYRIGHTS (F h)

7 107 USE OF, CARE AND DISPOSAL OF GOVERNMENT PROPERTIES (F - i) 109 General Rules 109 Use and Care of Government Vehicles 109 Obligation of Drivers in caring for Government Vehicles 110 Provision of Government Vehicles 111 Liability for spot checks of Government Vehicles on the Road 112 Care and Maintenance of other Government Property 112 DRESS (F - j) 113 Ceremonial Occasions 113 Protective Clothing 114 OFFICIAL TRIPS/TOURS AND SUBMISSION OF REPORTS (F - k) 115 OFFICIAL TRIPS 115 Consultative Visits 115 Timing and Size of visiting Teams or Touring Groups 115 Submission of Reports and Follow-Up 116 ILLEGAL POSSESSION OF GAME TROPHIES (F - l) 117 ACCEPTANCE OF PRESENTS AND GIFTS (F - m) 118 FINANCIAL EMBARRASSMENT (F - n) 120 CONSTITUTIONAL ROLES AND THE RELATIONSHIP BETWEEN MINISTERS AND PUBLIC OFFICERS (F - o) 121 Ministers Portfolios 121 Relationship between Ministers and Permanent Secretaries 121 Policy Making 121 Consultation 121 Decisions by Officials 122 Communication with the President or the Vice President or Prime Minister 122 Communication between Ministries 122 Communication between a Minister and the staff of his or her Ministry 122 Communication with Officers in different Ministries 122 Political leaders and Human Resource Management Matters 122 PARTICIPATION OF PUBLIC OFFICERS IN POLITICAL ACTIVITIES (F - p) 124 DECLARATION OF INCOME, ASSETS AND LIABILITIES (F- q) 125 DISCIPLINE (F - r) 126 General 126 DISCIPLINARY PROCEDURES (F - s)

8 128 Interdiction 129 Appeal Mechanism 130 DISCIPLINARY ACTIONS (F - t) 131 Removal from Office 131 Retirement in PUBLIC interest 131ixThe UGANDA PUBLIC SERVICE STANDING OrdersIndexDismissal 131 Other forms of Disciplinary Action other than Removal from Office 131 SECTION G: UNIONIZATION AND STAFF ASSOCIATION FOR PUBLIC OFFICERS 133 UNIONIZATION AND STAFF ASSOCIATION FOR PUBLIC OFFICERS (G - a) 134 Labour Unions 134 PUBLIC SERVICE STAFF ASSOCIATIONS 134 NEGOTIATING, CONSULTATIVE AND DISPUTES SETTLEMENT (G b) 136 PUBLIC SERVICE GRIEVANCE PROCEDURE (G - c) 137 SECTION H: GOVERNMENT STAFF HOUSING 139 GOVERNMENT STAFF HOUSING (H - a) 140 General 140 TENANCY (H - b) 142 Retention of Government or Institutional House 143 MAINTENANCE OF GOVERNMENT HOUSES (H - c) 144 ALLOCATION OF GOVERNMENT STAFF HOUSES 146 HOUSING OF OFFICERS IN THE FOREIGN SERVICE (H - e) 148 Official Residence 148 Housing of other PUBLIC officers at Missions 148 Lighting, Water, Heating and Cooling 148 Telephones Charges 149 SECTION J.

9 STAFF TRAINING AND DEVELOPMENT IN THE PUBLIC SERVICE 151 STAFF TRAINING AND DEVELOPMENT IN THE PUBLIC SERVICE (J - a) 152 General 152 Obligation to serve in the PUBLIC SERVICE for officers trained at PUBLIC expense 154 Promotion after Training 154 Officers taking up full-time training without Government sponsorship 155 INSTITUTIONAL FRAMEWORK FOR MANAGEMENT OF TRAINING (J - b) 156 The National Scholarship and Fellowship Committee 157 Training Committee 157 Professional Development Committees 157 TRAINING, TRAVELLING, TRANSIT AND SUBSISTANCE ALLOWANCES FOR SPONSORED PUBLIC OFFICERS (J - c) 159 TRAINING BY DISTANCE LEARNING PROGRAMMES (J - d) 160 CATEGORIES OF TRAINING (J - e) 161 Induction (Orientation) Training Programmes 161 Job-related Training Programmes 161 Integration Training Programmes 161 Management Development Programmes 161 Specialised Training Programmes 162 Advanced Management Training Programmes 162Re-integration into society (Retirement) Training Programmes 162 ENHANCING EMPLOYABILITY SKILLS OF GRADUATES FROM TRAINING INSTITUTIONS (J - f) 163 PUBLIC SERVICE EXAMINATIONS (J - g) 164 The UGANDA PUBLIC SERVICE STANDING OrdersxIndexSECTION L.

10 RETIREMENT IN THE PUBLIC SERVICE 165 RETIREMENT OF PENSIONABLE OFFICERS (L - a) 166 RETIREMENT BENEFITS (L - b) 167 Pensions Authority 168 RETIREMENT PROCEDURE (L - c) 169 COMPUTATION OF PENSION AND COMMUTED PENSION GRATUITY (L - d) 171 COMPENSATION FOR INJURY AND DEPENDANTS PENSIONS AND DEATH GRATUITIES AND SURVIVORS BENEFITS (L - e) 173 Compensation for Injury 173 Dependants Pensions and Death Gratuity 173 Survivors Benefits 173 PENSION FOR PUBLIC OFFICERS ON TRANSFER AND POSTINGS FROM OR TO THE PUBLIC SERVICE (L - f) 175 Transfer from one Ministry, Department, or Local Government to another 175 Release of staff to work in another organisation temporarily or vice versa 175 Transfer to or from Other Governments or Authorities 175 Transfer to or from the Other PUBLIC SERVICE 176 CONTRACT GRATUITIES (L - g) 178 Gratuity for Police and Prisons Officers 179 SERVICE AS A LEARNER , APPRENTICE OR STUDENT (L - h) 180 RETIREMENT ON MEDICAL GROUNDS (L - i) 182 RETIREMENT ON ABOLITION OF OFFICE OR COMPULSORY RETIREMENT TO FACILITATE IMPROVEMENT OR TO EFFECT ECONOMY (L - j) 183 RETIREMENT ON MARRIAGE GROUNDS (L - k) 184 SECTION M.