The ITP granted to officers living in quarters at a rate of 25% of the officers’ ITP as stipulated in PP8/2015 is applicable to all Federal Public Service officers in the Executing Group (Grades 11 to 40), Managerial and Professional Group (Grades 41 to 54), and Top Management Group (JUSA to TURUS).

The provision of 25% ITP is also applicable to all officers in the Executing Group (Grades 11 to 40), Managerial and Professional Group (Grades 41 to 54), and Top Management Group (JUSA to TURUS) who have relocated to another region and reside in quarters, based on Item 5 PP8/2015. The Government has decided that all public servants living in quarters are entitled to ITP at 25% of the officers’ ITP entitlement. This includes regionally relocated officers.

Item 6.2, Service Circular No. 11 of 2001 (PP11/2001) states that officers not residing in government quarters may choose either ITP or EPW. For regionally relocated officers, the option to accept either ITP or EPW is given only when the officers relocate to another region. However, based on PP11/2001, the ITP rate is used if the EPW rate is lower.

Based on Item 7, PP8/2005, officers allocated with quarters are entitled to the ITP payment at the rate of 25% of the officers’ ITP entitlement. In this case, both officers are entitled to the ITP payment at the rate of 25% of the officers’ respective ITP entitlements.

Based on Item 7, PP8/2005, officers allocated with quarters are entitled to the ITP payment at the rate of 25% of the officers’ ITP entitlement. Meanwhile, based on Item 8, PP8/2015, officers not allocated with quarters are entitled to the ITP or EPW payment in accordance with Item 6.2 PP11/2001.

An officer who is provided with accommodation/hostel that is deemed as quarters (ITP not paid) and resides there full-time is entitled to ITP at the rate of 25% of the officer’s ITP.

An officer residing in the Special Quarters for Department/Post is not entitled to the 25% ITP in accordance with Item 6 PP8/2015.

Officers occupying Department Special Quarters also enjoy the new ITP rate under PP8/2015 based on their respective levels. However, the percentage of BPK from the ITP rate remains the same, as set out in Item 3, Service Circular No. 11 of 2002 (PP11/2002).

An officer who is on unpaid leave is not entitled to be paid the ITP throughout the unpaid leave period, in accordance with Item 5.3(a), Service Circular Letter No. 4 of 2009 (SPP4/2009).

An officer who is on CBBP is entitled to be paid ITP at the full rate, in accordance with Item 5.1(b), SPP4/2009.

All officers whether permanent, temporary or under a Contract of Service are subject to PP8/2015, except for officers appointed under the Contract for Service. 

The terms and conditions of service and the total income of Contract for Service officers are different from public officers and are not subject to or administered according to PP8/2015.

PP8/2015 applies to all Federal Public Service officers including those who remain under the SSB and JKK 1976 Scheme of Service.

A Federal Public Officer who is serving abroad and provided with quarters by the Department is entitled to be paid ITP at the rate of 25% of the officer’s ITP entitlement based on the officer’s grade, in line with Item 5, PP8/2015.

• Service Circular No. 8 of 2015
• Service Circular No. 11 of 2001
• Service Circular No. 11 of 2002
• Service Circular Letter No. 4 of 2009

When an officer is required to work more than the normal working hours required for him, then he can be given ELM according to the rates set and the type of work carried out.

The Head of Department must determine the Overtime Work (KLM) of the officer based on the set working hours.

If the employee's HBB is set from Tuesday to Sunday, then KLM that is carried out on Tuesday to Sunday must be paid ELM at the HBB rate.

If Monday is designated as the employee's Weekly Holiday (HKM), then overtime work carried out on that Monday must be paid ELM at the HRB rate.

If HKA falls on the officer's duty shift day, then that duty shift day is counted as HKA. Therefore, if an officer is required to work on the HKA, then the officer is eligible to claim ELM at the HKA rate.

If HKA falls on HKM, then the Public Holiday is postponed to the next day.

For example:

If the HKM of an officer who works in shifts is set on a Wednesday, and the HKA falls on that Wednesday, then the HKA will be postponed to the next day, which is Thursday.

If the Head of Department requires the officer to work on Wednesday, then the officer is eligible to be paid ELM at the HRB rate, and if the officer is required to work on that Thursday, then the officer is eligible to be paid ELM at the HKA rate.

For officers on duty who have 2 rest days in a week, the concept of a rest day is the same as Office Working Hours, i.e., 1 day is known as the Weekly Rest Day (HRM) and 1 day is the Weekly Rest Day (HKM).

If HKA falls on HKM day then section 3 of the Holidays Act 1951 which stipulates:-

“… any Public Holiday falling on a Weekly Holiday, then the next day shall be a Public Holiday… shall apply.

The Head of Department must determine the HRM and HKM of the Officer.

Referring to the scenario presented, Mr. Ali can submit an ELM claim for the period of 22 hours and the officer can also take Alternate Leave for the remaining 18 hours of KLM (equivalent to 2 days of Alternate Leave) (9 hours equivalent to 1 day Alternate Leave) that is not used for the ELM claim in the same month as long as it complies with current financial regulations and has the approval of the Head of Department and the officer himself.

ELM can only be paid for the official work of an officer or department that is carried out on written instructions from a superior officer/Head of Department outside of normal working hours, at HKM and at HKA subject to the conditions stipulated in Service Circular Number 9 of 1991. ELM is paid based on actual overtime work not including rest/meal/prayer time that the officer concerned has done.

Mr. Chong's application can be considered ELM if he performs KLM at home on HRM, HKM and HKA with the instructions of the Head of Department and meets the conditions of KLM that have been set.

In this case too, the Head of Department should establish appropriate reporting and monitoring methods for the overtime work so that the implementation is more orderly. The ELM payment guidelines are the same as the guidelines set by the National Accountant's Department for the payment of Overtime Allowance Work Procedures.

The Head of Department may consider the ELM claim for the officer if the officer receives a written instruction from the Head of Department to perform overtime work outside the normal working hours set subject to the overtime work instruction meeting the overtime work pattern, as stipulated in Item 24, Appendix D PP9/1991 and Letter of Instruction JPA(SARAAN)(S)1619. Klt.16(93) dated 11 August 2010.

For officers who work in rotation or ELM rounds/shifts should be based on the established working hours.

1. If normal working days are set from Tuesday to Sunday, then KLM carried out on Tuesday to Sunday must be paid ELM at the Normal Working Day rate. If Monday is designated as the employee's HKM, KLM carried out on that Monday must be paid ELM at the Normal Rest Day rate;
   
   
2. If HKA falls on the officer's duty shift day, then the duty shift day is counted as HKA. Therefore, if an officer is required to work on that HKA, then the officer is eligible to claim ELM at the Holiday rate; and
   
   
3. If HKA falls on HKM, then the HKA is postponed to the next day. For example, if the HKM of an officer who works in shifts is set on Wednesday, and the HKA falls on that Wednesday, then the HKA will be postponed to the next day, which is Thursday. If the Head of Department requires the officer to work on Wednesday, then the officer is eligible to be paid ELM at the Normal Rest Day rate, and if required to work on that Thursday, then the officer is eligible to be paid ELM at the Holiday rate.

For officers who work in shifts or ELM rounds/shifts should be based on the established working hours.

When an officer is required to work more than the normal working hours required for him, then he can be given ELM according to the rates set and the type of work carried out.

The Head of Department shall determine the employee's KLM based on the established working hours.

For officers who work in shifts or rotations/shifts, the ELM must be based on the working hours that have been set.

If the work schedule set for the officer is 8.00 a.m. to 4.00 p.m., the KLM instruction starts at 4.01 p.m. which meets the KLM pattern as stipulated in Item 24, Appendix D PP 9/1991, and JPA Instruction Letter (SARAAN) (S) 1619. Klt.16(93) dated 11 August 2010, officers are eligible to be considered ELM subject to the regulations in force.

If the KLM instruction meets the pattern of overtime work as stipulated in Item 24, Appendix D PP 9/1991 and JPA Instruction Letter (SARAAN) (S) 1619. Klt.16(93) dated 11 August 2010, the officer is eligible to be considered ELM subject to the regulations in force.

During the month of Ramadan, officers may be considered to go home half an hour early provided that the break time is also reduced by 30 minutes as provided in the regulations in force.

Accordingly, the KLM directed by the Head of Department to the officers will start at 4.01 p.m. until the work is completed and eligible to be considered ELM subject to the regulations in force.

The Head of Department may consider the ELM claim for the officer if the officer receives a written instruction from the Head of Department to perform KLM outside of normal working hours set subject to the overtime work instructions meeting the KLM pattern as stipulated in Item 24, Appendix D PP 9/1991, and Letter of Instruction JPA(SARAAN)(S)1619. Klt.16(93) dated 11 August 2010.

Paragraph 5, Human Resource Service Circular (MyPPSM) Section SR.4.1.1 states the working hours that are currently in effect, it also explains that the period of Normal Office Working Hours that must be observed includes Rest Time and Friday Prayers.

General Order 11 Chapter G (Working Time and Overtime) 1974 and Service Circular Letter Number 1 of 1980 state that the definition of Overtime is as follows:

'work carried out outside the normal working hours set for an officer (office working hours/non-office working hours) including Weekly Rest Days, Weekly Holiday and Public Holidays to carry out the official duties of an officer related to the duties essential or official duty for his position in the public interest or the interest of the service'

Therefore, Ms. Arissa is not eligible to claim ELM, because rest time is part of working time, KJ must replace the officer's rest time on the same day.

Regionally relocated Public Service officers are entitled to the following allowances and benefits:

1. Regional Incentive Payment 
2. Regional Housing Allowance 
3. Disturbance Allowance
4. Fare to Travel to the Region of Origin 
5. Benevolent Fare 
6. Fare Facility for the Funeral Escort of Officers for family members of regionally relocated officers.

A regionally relocated officer is an officer working in another region other than his/her region of origin. In this context, region means Peninsular Malaysia, Sabah, Sarawak, and Labuan. An officer’s region of origin is based on the birth region of the officer’s mother or father. For cases where an officer’s parents were born in different regions, the officer may choose either the mother’s birth region or the father’s birth region as the officer’s region of origin.

Yes. The officer may declare Sabah as his/her region of origin as the rule allows the officer to choose either the mother’s or the father’s region of origin as his/her region of origin.

A regionally relocated officer may choose to accept either the Regional Housing Allowance (EPW) or the Fixed Housing Allowance (ITP) using the JPA Form (EPW) in Service Circular No. 11 of 2001. The form should be submitted to the Head of Department.

An officer is entitled to the Regional Housing Allowance effective from the date the officer reports for duty in the placement region.

Benevolent Fare is given to regionally relocated Public Service Officers. This benefit is provided from the place where the officer serves to the capital of the officer’s region of origin for one of two purposes, i.e., visiting critically ill or demised mother, father, mother-in-law, or father-in-law.

Disturbance Allowance is a payment made to a regionally relocated officer when the officer is transferred back to his/her region of origin. The Disturbance Allowance is paid at the rate of the officer’s one-month basic salary. If necessary, the Disturbance Allowance is paid in advance at half of the officer’s salary at that time. The balance will be paid based on the last-drawn salary received by officer before moving back to his/her region of origin. In the case where two officers (husband and wife) are transferred back to their region of origin, only one of them is entitled to the Disturbance Allowance based on whose salary is the higher.

The Fare Facility for the Funeral Escort of Officers is granted to the family members of a regionally relocated officer to accompany the deceased officer’s remains from the serving region to the burial site.

Family means the officer’s family comprising the officer’s wife/husband and children under 21 years old who are dependants of the officer except incapacitated children due to mental or physical disability.

Officials are not eligible to be paid provincial housing allowance (BIPW) when the house is ready and safe to occupy, which is on the date the house key is handed over by the Housing Developer.

The Head of Department is recommended to make some implementation methods as follows:

1. all approved Public Sector Housing Financing Board (LPPSA) loans will be recorded by the Head of Department in the officer's service record book;
   
   
2. the officer is responsible for informing the Head of Department regarding the date the house key was received from the Housing Developer and submitting documents related to the handing over of the key by the Housing Developer to the Head of Department;
   
   
3. The Head of Department instructs that information related to the key handover document by the Housing Developer be recorded in the officer's Service Book;
   
   
4. BIPW officers will be dismissed based on the date of handing over the keys by the Housing Developer; and
   
   
5. warning to the officer if it is found that the information submitted is not true then the officer may be subject to disciplinary action under rule 4(2), Public Officers (Conduct and Discipline) Regulations 1993.

• Service Circular Number 1 of 2012 
• Service Circular Number 22 of 2008 
• Service Circular Number 4 of 2002 
• Service Circular Number 11 of 2011 
• Service Circular Number 4 of 1988 
• Service Circular Number 5 of 1978

General Order 3, General Orders Chapter F (Medical) of 1974 stipulates that Public Service officers and their family members must seek treatment in Government hospitals or clinics near their stations. In the case where a local medical officer confirms that an officer or his/her family member requires treatment from medical officers elsewhere, the officer or his/her family member may claim such allowances as stated in General Orders Chapter B (Allowances in Service) of 1974 as if the officer or his/her family member is travelling out of the station for official purposes.

General Order 42 (a), General Orders Chapter B (Allowances in Public Service) of 1974 stipulates that when a medical officer confirmed that an officer or his/her family member requires treatment or medical advice that could not be obtained at the place where he/she works, and he/she or his/her family member is not required to stay in the hospital, then the officer may claim all the allowances he/she is entitled to in this chapter, including hotel or lodging rental, as if he/she were on an official trip because the purpose of the trip is to seek treatment for him/herself or his/her family member.

In the case where an officer him/herself wants to seek treatment from a medical officer at another place without the advice of a local medical officer, the allowances cannot be claimed [General Order 3, General Orders Chapter F (Medical) of 1974].

General Order 1 (iii), General Orders Chapter F (Medical) of 1974 interprets “an officer’s family” for a male officer as his wife and children, and for a female officer as her husband and children. Children who are entitled to the benefit are children who are full dependants on the officer and are below 18 years old or if they are still in school, under the age of 21. However, these age limits are not applicable to incapacitated children due to mental or physical disability. The term “child” includes a stepson/stepdaughter and a legally adopted child.

No. An officer’s legal parents are allowed to seek medical treatment as provided in General Order Chapter F (Medical) of 1974 and Service Circular No. 21 of 2009 only.

Item 15, Appendix D7, Service Circular No. 9 of 1991 allows one companion if certified by a local medical officer. The companion is entitled to official duty allowances, as if he/she were carrying out official duties while accompanying the patient, for not more than five (5) days based on the officer’s entitlement.

General Order 42 (b), General Orders Chapter B (Allowances in Public Service) of 1974 stipulates that the Meal Allowance rate that may be claimed for the wife or husband of an officer who requires treatment should be equal to the officer’s entitlement rate.

In the case where both husband and wife are Public Service officers, the claim should be made by either one of them (husband or wife only), regardless of whether the claimant is a patient or a companion.

An officer accompanying a family member to seek medical treatment out of the station must use the Annual Leave or Half-Pay Leave or other types of leave to which the officer is entitled.

Yes. An officer who has been approved by the Head of Department for a transfer on his/her own application is entitled for relocation and transfer payments provided that the relocation and transfer fulfil one of the following conditions:

• At least 5 years of service at the station or 3 years in a difficult to live area; or 
• To follow a spouse who has been transferred earlier provided that the officer has served more than one year in his/her last office; or 
• For health reasons for the officer or his/her family (husband/wife/children), and it must be confirmed by a Government Medical Officer; or 
• To take care of a sick parent who requires intensive care, and it must be confirmed by a Government Medical Officer; or 
• For reasons of incompatibility of placement based on scholarly expertise or difficult circumstances that could be detrimental to the officer.

Yes. Officers taking the optional retirement may be paid transfer claims to any place in Malaysia selected by the officer.

• Service Circular No. 4 of 1995. 
• JPA Distributed Letter JPA.BK(S)63/163/(30) dated 23 August 1994.
• JPA Distributed Letter JPA.BK(S)63/163/(40) dated 10 November 1994.

No. Based on current rules, a SP/PK receiving the EPK and is on Maternity Leave will not receive the allowance during her Maternity Leave period. However, the allowance payment will resume once the officer returns to her duty as a Special Assistant.

Yes. SP/PK directed by the Head of Department to perform his duties as a temporary Special Assistant to the officer allocated Special Assistant is eligible to be given EPK for the period of SP/PK in respect of performing duties as a temporary Special Assistant which is during the existing PK on maternity leave. EPK payment is proportionate according to the number of days of full-time duty.

SP/PK Grade N19 who has been placed to be a Special Assistant to the Premier Grade C officer is eligible to be given an EPK of RM150.00 per month. This is because, the EPK grant is based on the grade of the officer's position allocated by the Special Assistant and not the grade of the SP/PK position that is the Special Assistant.

No. SP/PK placed administratively is not eligible for EPK. This is because the allowance is only eligible to be paid if the said SP/PK is fills the position of Special Assistant to the Grade 48 officer.

If the SP/PK is still performing his duties as Special Assistant in the office of the Head of Department and is not converted to Group Position (Pool), the SP/ PK is eligible to be paid EPK at the rate based on the grade of the Supervising Officer's office as stated in Paragraph 7, PP1/2010.

No. The Deputy Minister is not a qualified Supervising Officer as per PP1/2010 to enable the said SP/PK to be paid EPK.

SP/PK is still eligible to be paid EPK for performing his duties as PK in the Director General's office. The rate he is eligible to receive during the vacancy of the Director General is based on the lowest flexible grade of the Supervising Officer's position, which is Premier Grade C with a rate of RM150.00 per month.

Yes. Domestic CBSG-approved officers are entitled to BSH at half the rate upon completion of a calendar month from the date of CBSG at the rate of the institution's area.

Officers allocated with Special Quarters for Post/Department who receive the Special Housing Payment are also entitled to BSH at half of the rate (50%) received by officers not allocated with the Government Quarters.

BSH is paid according to the workplace (office) based on the establishment warrant approved by the Ministry of Finance Malaysia. BSH rates vary by area and Service Group as per Schedule 1, Service Circular Number 7 of 2019.

Officers are entitled to receive BSH according to the location of the institution of study. For officers who are approved study leave/long-term courses in Sabah/Sarawak/Labuan, the BSH rate is according to Area A.

Officers are eligible to receive BSH according to the place of work (office) based on the establishment warrant where the officer is placed.

Officers who are entitled to receive BSH are as follows:

1. Government Quarters within 25 km radiusfrom the workplace (office) - paid the rate of half of the officer’s entitlement; or
   
   
2. Government Housing beyond 25 km radiusfrom the workplace (office) - paid at the full rate.

The distance of 25 km refers to the distance on a straight line (radius) on the map because this distance is fixed and not affected by new road constructions.

BSH payments are made based on an officer’s workplace or learning institution (for an officer who has been approved for study leave in the country). An officer’s workplace (office) is as per to the establishment warrant approved by the Ministry of Finance Malaysia.

• Service Circular No. 28 of 2005
• Service Circular No.7 of 2006 
• Service Circular No.6 of 2007 
• JPA (BGE)(S)63/145/1-2(47) dated 19 December 2008 
• JPA (BGE)(S)63/145/1-2(48) dated 19 December 2008 
• JPA (S)63/57/2 KH.8(97) dated 8 February 2010 
• Service Circular No. 3 of 2012

No. According to the provision in Item 3, Service Circular Number 8 of 1999, the Store Management Duty Incentive Payment is specifically paid to the PT(P/O) carrying out the store management duties full-time. Currently, this incentive is not extended to other services. Therefore, the Grade N11 Junior Storekeeper is not entitled to BITPS even though he/she is carrying out the management duties on a full-time basis.

According to Item 8, Service Circular Number 8 of 1999, an officer who receives the BITPS but has left his/her duties for 28 days or more consecutively will not receive the BITPS payment for that period. However, exceptions are given to officers who leave their duties for a period not exceeding 92 consecutive days including weekly rest days and public holidays under the following circumstances: 

1. Attending a course at the instruction of the Head of Department;
   
   
2. Carrying out official duties at the instruction of the Head of Department; and 
   
   
3. On a medical leave that is supported by a Medical Certificate in accordance with P.A Chapter C.

No. According to the provision in Item 3, Service Circular Number 8 of 1999, the Store Management Duty Incentive Payment is specifically paid to the PT(P/O) carrying out the store management duties full-time. Since the officer has been instructed to cover the store management duties, it means that the officer is also carrying out his/her existing substantive duties. In this case, the officer is not entitled to receive the BITPS as the duties carried out cannot be defined as full-time store management duties.

No. According to the provision in paragraph 5, Service Circular Number 8 of 1999, only an Administration Assistant (P/O) appointed on a contract and temporary basis and carrying out the Store Management duties on a full-time basis is entitled to receive the BITPS. Therefore, a part-time officer is not entitled to BITPS even though his/her entire duties are in store management.

According to the rules currently in force, the BITPS payment for an officer who has passed the BITPS examination will be increased from RM40.00 to RM80.00 in the month following the month the examination result is released. For example, if the examination result was released on 3 January or 28 January 2006, the officer shall receive the new BITPS rate effective from 1 February 2006.

No. According to the rules currently in force, an officer who has been directed by the Head of Department to carry out financial duties and store management duties on a full-time basis due to staff shortage is not entitled to either incentive because the officer has not fulfilled the condition of working on a full-time basis for either task. The officer must carry out the duties on a full-time basis to be eligible for the allowance.

Service Circular Number 8 of 1999

According to Service Circular Number 11 of 2001, a regionally relocated officer is an officer originating from Sabah or Sarawak working in Peninsular Malaysia or an officer originating from Peninsular Malaysia working in Sabah or Sarawak. Further, Service Circular Number 29 of 2005 states that the Government has agreed to define Labuan as a separate territory from Sabah. “Region of origin” refers to the birth region of an officer’s mother or father, as stated in this Department’s Distributed Letter no. JPA(S) 63/75/2/(SV61) dated 12 October 2000.

No. In this case, the officer is not entitled to receive the EPW as he/she does not meet the criterion of “originating from” as stated in Service Circular Number 22 of 2008.

In this case, the officer must first declare his/her region of origin, which shall be recorded in the officer’s service book. For the case where an officer’s parents were born in different regions, the officer must select between the mother’s birth region and the father’s birth region, subject to one selection throughout his/her service period.

Yes. According to this Department’s Distributed Letter no. JPA(S) 63/151, Klt. 23 (8) dated 14 July 2009, the Government has agreed for an amendment to allow an officer residing in a house bought by his/her spouse using a Government housing loan, located within the station where the officer serves, to receive the EPW.

According to Service Circular Number 11 of 2001, EPW is paid to an officer effective from the date the officer reports for duty in the new region.

No. Paragraph 6.7, PP11/2001 explains that an officer provided with a Government Housing Loan Scheme is not entitled to EPW.

No. An officer who has opted for EPW is not entitled to switch to ITP during the regional relocation period. However, the officer is allowed to make a new selection if he/she is relocated to a new region except for a relocation to the officer’s region of origin.

• Service Circular Number 11 of 2011 
• Service Circular Number 22 of 2008 
• Distributed Letter JPA(S) 63/151, Klt. 23 (8) dated 14 July 2009
• Distributed Letter JPA(S) 63/75/2/(SV61) dated 12 October 2000

Officers who apply for themselves for regional relocation are not eligible to claim Disturbance Allowance because the principle of granting Disturbance Allowance is for officers who are instructed to relocate to another region.

Officers who apply for their own return to their region of origin are not eligible to claim the Disturbance Allowance because the principle of granting the Disturbance Allowance is for the officer who are instructed to relocated back to the region of origin.

Officers are not eligible for Disturbance Allowance as the relocation to the region of origin to continue their studies is by his/her own application.

Retired officers outside from their region of origin are not eligible for Disturbance Allowance as the Disturbance Allowance grant is for officers who are still serving in the Civil Service and are instructed to relocated back to their region of origin. However, the advances that the current officer received were ordered to relocate, if any, did not need to be re-collected.

In the event that the wife has received an advance of the Disturbance Allowance during the exchange but died in her region of origin, the husband may claim the Disturbance Allowance at the rate of one month's basic salary when directed to relocated back to his region of origin without having to deduct the advance that the wife has previously received.

Spouse officers who are divorced while in the service region can claim the Disturbance Allowance according to their respective pay rates as the two officers return to their region of origin as different individuals. Spouses who have received an advance of the Disturbance Allowance when directed to relocate are only eligible to claim the balance of the allowance when reverting to the region of origin.

In a situation where a husband and wife do not relocate back to the region of origin simultaneously, only one person is eligible to claim the Disturbance Allowance based on the spouse's higher salary.

As stated in Service Circular Number 4 of 1988, two married officers who relocate to the same region, only one person is eligible to claim the Disturbance Allowance, based on the officer receiving a higher salary. However, the advances received by lower-paid couples do not need to be re-quoted as officials relocate while single and have their own qualifications.

In accordance with PP 4/1988 which explains that before the officer transferred, he may, if necessary, be paid the Disturbance Allowance in advance, as much as half of the salary he received at that time. The balance of the Disturbance Allowance payment will be paid based on the last salary the officer received shortly before he relocated back to his region of origin. Therefore, the payment of Disturbance Allowance is the responsibility of the last office of the serving officer before relocating or returning to the region or origin.

Disturbance Allowance claim must be submitted by the officer to the Head of Department within a reasonable period of time which is after the change order has been issued and before the transfer takes place or within three (3) months from the date of the relocation order. A reasonable period of time is required for the officer's application to be processed or any amendments to be made to the information submitted in the claim form, if necessary. The basic principle of payment for the payment of allowances is according to the current date of approval of the allowance. However, the payment of any backward allowance is based on the approval of the Head of Department subject to the provisions of the Department and compliance with the financial procedures as prescribed under the Treasury Directive.

Regional Incentive Payment (BIW) is made to Public Service officers who relocate the region. Officers who exchanged region are:

• Officers from Sabah and Sarawak who are appointed and/or placed to serve in the Peninsular;
  
  
• Officers from Peninsular who are appointed and/or stationed to serve in Sabah and Sarawak; and
  
  
• Officers from Sabah and Sarawak exchanged in those states.

Yes. For officers who are on courses for more than three (3) months, whether in or out of state, the Regional Incentive Payment will be discontinued.

No. Officers who are given Regional Incentive Payment are not eligible to receive Cost of Living Assistance as per paragraph 4, Service Circular Number 28 of 2005.

An officer that is undergoing training (including study leave) for more than three (3) months is not eligible to receive BIW. However, he/she will be given COLA based on the principle to overcome the increase in cost of living. This is underlined in the Study Leave for Public Service Officers Undergoing Medium-Term or Long-Term Courses (Full-Time) Guideline governed by the Human Capital Development Division, JPA. 

As stated in Service Circular No. 3 of 2012, COLA is paid in accordance with the location of the officer’s learning institution.

On the other hand, Regional Housing Allowance (EPW) will not be paid to an officer that is undergoing training for more than three (3) month. However, the officer will be given Fixed Housing Allowance (ITP). This is also underlined in the Study Leave for Public Service Officers Undergoing Medium-Term or Long-Term Courses (Full-Time) Guideline governed by the Human Capital Development Division, JPA.

Reference:

• Service Circular No. 3 of 2012

Regional Incentive Payment (BIW) is paid to:

1. Officers originated from Sabah and Sarawak and appointed and/or stationed in Peninsular Malaysia; 
2. Officers originated from Peninsular Malaysia and appointed and/or stationed in Sabah and Sarawak; or 
3. Officers originated from Sabah or Sarawak that are stationed within the two states.

BIW is paid according to a certain percentage determined by an officer’s salary band (refer to Appendix I, Service Circular No. 1 of 2012).

Based on Paragraph 4(d) Service Circular No. 3 of 2012 states that an officer receiving Regional Incentive Allowance (BIW) is not entitled for BSH.

An officer residing in a government quarters will be paid the BIW.

References:

• Service Circular No. 1 of 2012
• Service Circular No. 3 of 2012

According to paragraph 6.5, Service Circular No. 11 of 2001 (PP11/2001), officers that are husband and wife who are relocating their work to another region and do not occupy government quarters can each be awarded Fixed Housing Allowance (ITP). One of the spouses can decide to choose Regional Housing Allowance (EPW). The explanation for para 6.5 PP 11/2001 is as follows: 

1. Husband and wife (officers) that are relocated in the same region and do not reside in government quarters can each be paid a Fixed Housing Allowance (ITP). However, one of them is entitled to choose the Regional Housing Allowance (EPW); and 
2. Husband and wife (officers) who are relocated to different regions and do not reside in government quarters are both entitled to be paid EPW. 
3. Thus, the award of EPW is determined in accordance with paragraph 6.5 PP 11/2001 and the above explanation for paragraph (b), as both husband and wife (originated from Peninsular Malaysia) is relocated to different regions.

Reference:

• Service Circular No. 11 of 2001

• Service Circular Number 3 of 2012
• Service Circular Number 4 of 1988
• Service Circular Number 6 of 1987
• Service Circular Number 2 of 1996
• Service Circular Number 12 of 2001
• Service Circular Number 4 of 2002
• Service Circular Number 8 of 2005
• Service Circular Number 7 of 2007

The cash award under SPP 17/2008 is a sign of appreciation and recognition by the Government for the services and contributions given by an officer appointed on a contract basis (Contract of Service).

Cash under SPP 17/2008 is eligible to be given to the appointed officer on a contract basis that meets the following conditions:

• Officers are appointed on a contract of service basis based on PP 2/2008;
• The term of a contract in force shall not be less than one (1) year; and
• Consent to the grant of cash under SPP 17/2008 is included as a new provision added in the terms of the contract agreement but such provision is only included for new contracts signed with effect from 1 January 2009.

** This regulation only applies to new contracts effective from 1 January 2009.

The maximum number of Leave allowed for the purpose of granting cash under SPP 17/2008 for a contract is eight (8) days or one-fourth (1/4) of the Leave rate for one year, whichever is lower.

Contractually appointed officers are eligible to be granted the Leave facility according to the qualifications of an equivalent permanent officer who has served less than 10 years.

The maximum number of Rest Leave allowed for the purpose of granting cash under SPP 17/2008 for the duration of the officer's service on a contract basis with the Government (whether contracted service with the Federal Public Service, State Public Service, Statutory Authority [Federal and State] or Local Authority) is 75 days.

The grant of cash under SPP 17/2008 is paid after the expiry of the effective period of a contract.

Yes. Contractually appointed officers who are currently serving are eligible to be given cash grants under SPP 17/2008.

Contractually appointed officers who are currently serving are eligible to be considered for cash award under SPP 17/2008 without having to amend/add new provisions on the grant in the contract signed.

• Paragraph 3, SPP17/2008
• Paragraph 5, SPP 17/2008
• Paragraph 7.1, SPP 17/2008
• Paragraph 54, page 59, PP 2/2008
• Paragraph 7.2, SPP 17/2008
• Paragraph 7.4, SPP 17/2008
• Paragraph 8, SPP 17/2008

This circular streamlines the explanation of the four (4) principles of granting allowances, namely the principles of Non-Universal, Unusual, Non-Permanent and Fairness set out in SSB and SSM. This is to enable officers to understand the fundamentals of consideration of a decision made by the Government in relation to the granting of such allowances which involve the creation, prolongation, consolidation, and abolition of allowances including the amendment of names, conditions, and rates.

The principles are used in considering the application for the creation of new allowances or the prolongation of the provision of existing allowances. Each principle explains the basis of consideration or justification for why an allowance is given to a particular service, group, or grade. For example, in considering the creation of a new allowance, the Public Service Department of Malaysia (JPA) may consider the creation of a new allowance on one or more of the principles of granting the allowance.

The Fairness Principle means that the granting of allowances is not limited to any service group and can be extended to other eligible officers. However, this principle should not be applied without limitation. In certain circumstances, it should be used prudently and wisely based on the importance of the service.

The determination of the eligibility of the other officers is based on additional elements including the criteria for the duties carried out by the officer, as well as the extension of the allowance to meet the prescribed allowance instruments. For example, an allowance paid on the criterion of distress where a task causes an officer a hard time and requires constant effort compared to other officers who are in the same grade, scheme of service or service. In this regard, if the officer's duties meet the criteria and achieve scoring above the threshold of the allowance instrument score, then the officer has a solid basis to consider receiving the allowance.

The allowance criteria are used to consider the application for the creation of new allowances and the extension of existing allowances. In addition, the allowance criteria are also used in the review of the conditions and rates of allowances as well as the study of strengthening and updating the existing allowances to ensure that the allowances are still relevant and in accordance with the current requirements and are able to improve the productivity and performance of officers.

Prior to the coming into force of this Circular, there are criteria that overlap each other and there are also criteria that are not in line with the actual purpose of awarding an allowance. Re-alignment of these criteria is made to standardise the basis of granting allowances and enable the types of allowances to be set as follows:

1. Fixed Remuneration or Remuneration Payment are two (2) types of allowances given based on cost of living;
2. Allowance or Repayment are two (2) types of allowances given based on additional liability and reimbursement of expenses; and
3. Incentive Payment is a type of allowance given based on seven (7) criteria which is work risk; hardship; expertise; additional skills or competencies; the peculiarity or obscurity of the task; the importance of the retention of a service; and encouragement.

Please contact the Remuneration Division, Public Service Department Malaysia if some officers are still carrying out Special for Incumbent (KUP) duties and are paid the allowances that have been abolished by this Circular.

In accordance with the implementation of the Public Service Department Distributed Letter (SE JPA) reference: JPA.SARAAN(S)63/158 Jld.15 (16) dated 9 January 2020, the Government has agreed to maintain the BIPK payment until a review is carried out with the parties involved. Based on this decision, the BIPK payment for new appointments effective from 1 January 2020 for the 33 schemes of service provided with BIPK is maintained.

Service Circular Number 10 of 2019 is still in force effective from 1 January 2020. The implementation of SE JPA reference: JPA.SARAAN(S)63/158 Jld. 15 (16) dated 9 January 2020 is aimed at maintaining the BIPK payment for new appointments for the 33 schemes of service provided with BIPK.

Syarat umum kelayakan pembayaran elaun di Perenggan 14, Pekeliling Perkhidmatan Bilangan 10 Tahun 2019 adalah terpakai kepada BIPK.

SE JPA rujukan: JPA. SARAAN (S) 63/158 Jld 15 (16) bertarikh 9 Januari 2020 telah memaklumkan bahawa Kerajaan bersetuju mengekalkan pemberian BIPK sehingga kajian semula dilaksanakan dengan pihak-pihak yang terlibat, justeru itu pada masa ini pemberiannya dikekalkan kepada 33 skim perkhidmatan yang terlibat sahaja.

The names of allowances have been amended to suit the criteria and types of the allowances. In addition, the amendment is to ensure that the names of allowances provide a clearer depiction of the functions of the allowances involved and are specific to the services, groups or grades that receive the allowances.

Allowances that have similar features including the basis for granting the allowances, the scope of duties that entitle the allowances to be given, and the same specific conditions and/or rates are merged to reduce the number of allowances in force in order to streamline the supervision of Public Service allowances at Central Agency and Departmental levels.

The general conditions are applicable to the 91 existing allowances and are standardised under one source of power which in this Circular, to facilitate reference to the application of the general conditions for the entitlement to allowances.

The allowance will cease on the 29th day of leave, and the cessation of allowance payment must be made from the first day of that leave period.

No. All the related agencies must adopt the entire Service Circular No. 10/2019.