Public Service Commission General Orders>Housing

Part 1
Quarters and Allowances
Definition

600. "Pool quarters" means quarters under the allocation of the Suva Housing Board or
Commissioners of Divisions maintained and furnished by the Public Works Department. Houses
rented by Government are included in the "pool".

“Departmental quarters" means graded and/or ungraded institutional and other quarters
under the allocation of Heads of Departments built and furnished either by the Department or by
the Public Works Department for the Department, but are administered and maintained

Entitlement or Eligibility

601. The following Officers are entitled to receive rent-free quarters, or to an allowance in lieu
at rates to be approved by the Secretary for the Public Service.

(a) The Principals of Government Schools and Training Institutions with boarding facilities.

(b) The Senior Domestic Assistant and/or Domestic Assistant of Government Schools and Training Institutions with boarding facilities.

(d) Subordinate Officers of the Fiji Police Force and Prison Officers Classes A, B and C.

(e) Warden and/or Assistant Warden of Government Training Institutions.
(f) Landscape Officer, Chief Cook, Stewards, Lady’s Maid, Government House.

(g) Resident Teachers at Government Residential Schools, in return for performing
extra-curricular duties.

(h) The Public Works Department Supervisors at the Colonial War Memorial and
Tamavua Hospitals.

(i) Superintendents of the Old People's Homes at Natabua, Samabula and Labasa.

(j) All Officers of Permanent Secretary rank.

602. Officers employed under the British Overseas Service Aid Scheme, the Australian Staffing Assistance Scheme, the New Zealand Supplementation Scheme and expatriates on local contract and any other agreement of service which so specifies are entitled to Government quarters or to an allowance in lieu.

603. Local Officers recruited within their station are not eligible for Government quarters unless transferred to another station other than Suva.

Allocation of Quarters

604. (a) In Suva the allocation of pool quarters will he made by the Suva Housing Board,
consisting of a Chairman and such other members as may be appointed from time to time by the Secretary for the Public Service. Correspondence should be addressed to the Secretary, Suva Housing Board, Public Service Commission.

(b) Departmental quarters will be allocated by the Permanent Secretary or Head of Department.

605. (a) Outside Suva the allocation of pool quarters will be made by a Committee consisting of a Chairman and two members, to be appointed by the Divisional Commissioner.

(b) Departmental quarters will be allocated by the Permanent Secretary or Head of
Department.

(c) An Officer will not be permitted to occupy quarters outside the station to which
he is posted, except with the permission of the Secretary for the Public Service.

Appeals

606. From the decisions of the respective authorities in the allocation of quarters there shall lie
an appeal to the Secretary for the Public Service or the Divisional Commissioners as appropriate,
provided that such appeal is lodged within 14 days of the receipt of the decision against which the
officer is appealing,

Rates of Rent

607. With the exception of those officers specified in GO 601, all Officers occupying Government quarters of whatsoever grade or type or self contained flats, will be required to pay rent at the rate of eight percent (8%) of basic salary with maximum limits of rent for different grades of quarters as follows:

Special Grade $1600 pa
Grade I and II $1400 pa
Grade 1II $1200 pa
Grade IV $1000 pa
Grade V $ 720 pa
Grade VI and below $ 480 pa

(a) Where two or more Officers share quarters (except in the case of Government Mess, etc., see (b), rent shall be payable by each as follows :

(i) in the case of two Officers - each officer shall pay 4% of basic salary
per annum.
(ii) in the case of three Officers - each officer shall pay 2.660/0 of basic salary
per annum.
(iii) in the case of four or more Officers each officer shall pay 2% of basic
salary per annum.

(b) Officers occupying Bachelor's Mess shall each be required to pay rent at 40% of
basic salary.

(d) Officers occupying bures improved by the addition of floors shall be required to
pay rent at the rate of 5 per cent of salary.

(e) Officers occupying improved Forestry-type quarters shall be required to pay rent
at the rate of 5 per cent of salary; and for other Forestry-type quarters at 2 1/2 per
cent.

(f) Officers occupying quarters officially listed as condemned by the P.W.D. shall
be required to pay rent at 5 per cent of salary.

(g) Nursing Division Staff and Hospital Orderlies occupying institutional quarters
allocated by the Permanent Secretary for Health shall not normally be required to pay rent, but would be required to pay a combined charge for board and accommodation.

(h) For officers occupying unfurnished quarters, the normal rate and maximum limit of rent shall be reduced by twenty-five (25) percent.

(i) An officer posted to another station on relieving duties, who is provided with Government quarters in the new station, shall not be required to pay rent provided he continues to maintain his home in his home station. His Head of Department will be required to certify accordingly.

(j) Provided always, however, that any Officer who without the requisite authorization
occupies Government quarters or remains in Government Quarters following instructions to vacate, shall be charged rental based on the market rate as decided by the Secretary for the public Service, for the period of such authorized occupation.

(k) Should an Officer not conform to legal instructions as referred to in (1) above, he
would be dealt with under the disciplinary procedures the outcome of which could mean dismissal.
The current GO 607(j) becomes GO607 (l).

(l) Notwithstanding the preceding sections, the Secretary for the Public Service may determine the rent to apply in special circumstances.

Rent Subsidy

608. (a) Rent subsidy is payable to an Officer who is entitled to Government quarters as
defined in GOs 601 and 602, where such quarters cannot be provided and necessitates rental of private accommodation.
(b) Such payment shall be made subject to approval of the appropriate Housing
Board/Committee.
(c) Rent subsidy is an allowance equal to the difference between the rent an Officer
would have paid had he been occupying Government quarters as laid down in GO 607 and the rent which he had to pay for the accommodation obtained privately.
(d) Payment of(c) above is subject to limitations allowed for such rental, determined
by the housing authority concerned and will be subject to review from time to time as necessary.
(e) An Officer will not be eligible for rent subsidy if he refuses to occupy the Government quarters allocated to him.

Sub- Letting Prohibited

609. It shall be a condition of the letting arrangement under which an Officer is provided with
Government quarters or private quarters rented or subsidised by Government that he does not sub- let any part thereof or use the quarters to take in a lodger or paying guest without the express permission of the Secretary for the Public Service.

610. (a) (i) The Housing Board/Committee responsible for allocating pool quarters will advise the Officer concerned (through his Head of Department) and the Divisional Engineer when quarters have been allocated to an Officer. The advice to the Divisional Engineer should include the name, post and Department of the Officer and the number of the quarters allocated.

(ii) No Pool quarters may be occupied without the consent of the Divisional Engineer since he is responsible for deciding when the house is ready for the occupant to take possession. When an Officer is to occupy such quarters he should contact the Office of the Divisional Engineer and arrange for the attendance of the Quarters Clerk at the quarters in question.

(iii) The Officer will then take over the quarters, furniture and grounds from the Quarters Clerk. This taking over will include the signing of the furniture inventory and of a separate register relating to the keys of the quarters.

(iv) The Office of the Divisional Engineer will complete and forward copies of the prescribed form to the Officer' s Department (three copies), to the Director of Water and Sewerage (one copy) and to the quarters clerk (one copy), giving details of the quarters occupied or vacated. The Head of Department will then follow instructions laid down by Ministry of Finance.

(v) A similar procedure will be followed when an Officer vacates Pool quarters and a similar form will be completed by the Office of the Divisional Engineer and forwarded as above.

(vi) The same procedure as at (ii), (iii), (iv) and (v) will be followed in the case of Departmental quarters, except where they are rent-free quarters approved under G.O. 601, the Head of Department will assume the functions of the Divisional Engineer and Quarters Clerk. Heads of Departments will also be responsible for the collection of electricity/ water charges from occupants of Departmental quarters supplied from a Government institutional supply.

(vii) The procedure described above will be followed in Suva, Lautoka and Labasa. In areas where it is impracticable for an Officer of the Public Works Department to carry out his duty, the Divisional Engineer may request the District Officer to do so.

(b) A single Officer may be required to share quarters with other single Officer(s).

(c) An Officer, who is absent from his quarters on approved leave for three (3) months or more, may be required to vacate the quarters.

(d) An Officer who is retiring from the Service will he required to vacate quarters when proceeding on pre-retirement leave.

Tenancy Conditions

611. (a) The Officer occupying the quarters is the tenant of Government and it is he who is responsible for the quarters during the period of his tenancy. The appropriate Housing Board/Committee, Public Works Department or Head of Department as the case may be will deal only with the Officer in regard to all reports, complaints, etc., about the quarters. Except in cases of emergency, the appropriate Housing Board/ Committee, Public Works Department or Head of Department as the case may be will not deal direct with the spouse or dependents of an Officer.

(b) Electric light bulbs will be provided on the first occupation of Government quarters. Replacement of unserviceable bulbs will be the responsibility of the tenant. Electric plugs will not be provided.

(c) (i) Inventories of furniture in Pool and Departmental quarters will be prepared by the Public Works Department and the Head of Department respectively.

(ii) In respect of Government rented quarters, Public Works Department will make separate inventories of the furniture provided by the owner and the Government.

(d) If it is necessary for the quarters and grounds to be cleaned, the Officer vacating the quarters will be charged with the cost of undertaking the work unless a satisfactory explanation is forthcoming. A note that such action was necessary will also be recorded by the allocating Board/Committee which will take this factor into account when the Officer concerned next makes application for Government quarters.

Maintenance, Authority for
612. (a) The maintenance of Pool quarters is the responsibility of the Divisional Engineer and occupants should communicate with his Office regarding urgent building and plumbing repairs.
(b) The maintenance of Departmental quarters is the responsibility of the Head of Department concerned except where the quarters are on the Public Works Department building roll, when the Divisional Engineer is responsible.
(c) The maintenance of quarters rented by Government is the responsibility of the landlord, and unless the terms of the lease provide otherwise complaints should be addressed to the Director of Lands. Any Government furniture provided in such quarters is the responsibility of the Divisional Engineer.
Tenant Responsible for Security

613. Occupants of Government quarters are responsible for the security of the premises and their contents, and for keeping the grounds in proper order.

Tenant Liable for Damage Done

614. Occupants of all Government quarters will be responsible for the proper care and use of furniture, fixtures and equipment and will be charged with the cost of repair or replacement for any losses and damages either to the structure, furniture, fittings of equipment caused by their negligence.

615. Proposals for alterations to pool quarters will not normally be considered. In exceptional
circumstances application may be made by or through Heads of Departments who, if they are full satisfied that such alterations be made, shall submit such applications to the Permanent Secretary for the works. Alterations to Departmental quarters shall be the responsibility of the Head of Department.

Alterations by Tenant

616. (a) No structural alterations of any kind whether to the premises, furniture or fixtures, may be effected in Departmental quarters, Pool quarters or equivalent premises owned or rented by Government without the prior knowledge and written consent as follows :
(i) Pool quarters in Suva and other Divisions- Permanent Secretary for Works .

(ii) Departmental quarters not on the Public Works Department building roll - Head of Department.

(b) The Director of Lands shall also be informed of any proposed alterations to Government rented quarters.

(C) Occupants of Government quarters will be charged with the cost of carrying out any work made necessary as a result of any breach of (a) and (b) above.
Service/Utility Charges

617. (a) Officers occupying Government quarters will be required to pay water, electricity, telephone and other charges unless their terms of service provide otherwise.

(b) In the case of an Officer who by virtue of his office is provided with an official telephone in his residence, Government will pay the whole connection fee for a rent-free telephone and at half the connection fee for an Officer entitled to a telephone at half-rate. If the Officer is transferred within three (3) years, Government will reimburse half the connection fee paid.

(c) An Officer who has been provided with an official telephone in his residence free of charge, or at half rate, is required to give immediate notice to the Permanent Secretary or Head of Department whenever he vacates the premises or ceases to perform the duties of the Office in respect of which the privilege was granted.
(d) The obligations at (c) above is personal and not Departmental, and any Officer with it will become liable for telephone rental.

(e) Officers occupying quarters connected to Government systems which are not separately metered will pay charges at the rates specified by Government from time to time.

(f) Officers sharing quarters under G.O. 607(a) and (b) will be required to share electricity charges.

(g) Officers occupying Government quarters under G.O. 607 (c) and (d), or under G.O. 601 (b), (c) and (d) will not be required to pay electricity charges.

(h) Occupants of Government owned or rented quarters should make their own arrangements with the F.E.A. for connection with the electricity system and for the necessary disconnection when they vacate the quarters, and will themselves pay the Authority for electricity used.
Staff Movement Affecting Housing

618. Heads of Departments must advise the Secretary of the Suva Housing Board or Commissioners of Divisions as Tar in advance as possible of all staff movements, including postings from one station to another which may affect the allocation of Pool quarters.

Hotel Allowance in Lieu of Quarters

619. (a) For expatriate Officers entitled to Government quarters, an hotel allowance may be paid on production of receipted bills as defined in G.O. 602, for any period which they must necessarily spend in a hotel or boarding house on first arrival in Fiji, return from overseas leave or transfer within Fiji, subject to the following limitations :

(i) The allowance will be confined to the Officer, his spouse and dependent children age of 19 years.

(ii) The allowance will be at such rate that the Officer shall pay two-fifths of the hotel bill or one-half of his basic salary for the period involved, whichever is the less.
(iii) The allowance will not be paid if Government or rented quarters are available for the Officer, provided that when quarters are available a temporary hotel allowance may be paid while an Officer is arranging to enter the quarters, subject to the following maximum periods :

1. In the case of an Officer returning from leave-- two days.

2. In the case of an Officer on first appointment, transfer or secondment five days, provided further that if he arrives in Fiji by air, and his household effects follow by sea the number of days for which the allowance paid will be at the discretion of the Secretary for the Public Service and will depend upon the availability of equipment to enable the house.
3. In the case of an Officer departing on leave who moves out of his quarters to allow an incoming Officer to occupy them immediately - seven days, provided that alternative quarters are not available for the incoming Officer; and in the case of an Officer stationed in the Western from Nadi, whose flight leaves after 12 midnight - one day.

4. An hotel allowance for one night will be paid to an Officer departing on leave, on termination of his contract or terminal leave.

(iv) A married Officer who is awaiting the arrival of his spouse and/or family and who has to stay in an hotel may be reimbursed his hotel expenses at the appropriate rate with the prior approval of the Secretary for the Public Service. Such a claim will not normally be met in respect of a period exceeding one month, and if accommodation is available the Officer may be required to occupy it. If he does not wish to occupy the expenses.
(b) (i) Local Officers who are eligible for Government quarters outside Suva, and who have been allocated quarters which are not immediately available on transfer shall pay two-fifths of the hotel bill or one half of basic salary for the period involved whichever is the less.

(ii) Claims for hotel allowances under this General Order must be endorsed by the Secretary of the Housing Board in Suva, or by the Commissioner or by the District Officer in other areas to confirm that quarters were not available for the period in question.

(iii) No Officer should expect to be reimbursed for costs incurred above his entitlement unless he can show no other suitable accommodation was available and can explain why he did not make a reservation earlier.

(v) A married Officer who is transferred to another station except Suva, for whom quarters are not immediately available and who stays privately whilst awaiting the availability of quarters, will be paid the appropriate subsistence allowance in respect of himself up to a maximum of five days. If accompanied by his family, he will be paid double the subsistence allowance. The Allocating Authority should certify that quarters were not available for the Officer for the number of days subsistence allowance is claimed.

Permanent Secretaries and Heads of Departments should ensure that quarters are
available before an Officer is transferred to another station except Suva.

PART—II

FURNITURE

Scale of Furniture Supplied

630. (a) Scales of furniture to be supplied by Government for the various grades of quarters are set out in Appendix VI - I. The scale of furniture is related to the grade of quarters and not to the status of its occupant. The scale of furniture may in individual cases be varied with the approval of the Secretary for the Public Service.

(b) The scale of furniture to be supplied in the case of approved rent subsidy quarters or quarters rented by government which are unfurnished or not furnished to normal Government standards will be determined by the Suva Housing Board or Divisional Commissioners, as appropriate.

Responsibility for

631. (a) The Public Works Department will be responsible for furniture in Pool quarters and for the maintenance of proper records of all furniture and non-expendable in such quarters. Furniture shall not be removed from, or transferred between, Pool quarters in Suva or the Districts without the prior consent in writing of the Permanent Secretary for Works or the Divisional Engineer respectively.

(b) Heads of Departments will be similarly responsible for Departmental quarters under their control, and shall carry out the requirements of this Order subject to the provisions of G.O. 632.

Lists of Departmental Quarters in Districts

632. Divisional Commissioners will draw up and maintain, in consultation with Heads of Departments, lists of Departmental quarters, graded and ungraded in each District. These lists and subsequent amendments will be supplied to Heads of Departments concerned, Secretary for the Public Service and the Permanent Secretary for Works.
APPENDIX VI--I
(See General Order 630)

SCALES FOR FURNITURE FOR GOVERNMENT QUARTERS

Item of furniture Lounge	Grade I	Grade II	Grade III	Grade IV	Grade V	Grade VI
Settee	1	1	1
Easy Chairs	4	4	2	2
Arm chairs			2	2	4
Bookcase-open shelving	9.14m	6.1m	6.1m	3.05m
Standard lamp	1	1	1
Writing desk	1	1	1
Chair for writing desk	1	1	1
Occassional Table(large)	2	2
Coffee Table	1	1
Occassional Table(small)	2	2	4nest	3nest	2nest
DINING ROOM
Table(plain)	1	1	1	1	1	1
Chairs(plain)	6	6	6	4	4	4
Sideboard	1	1	1	1
Carving table	1
Dinner-wagon	1
BEDROOMS
Bed with springs & mattresses bunksonly)		4	4	4	4	3(beds or + 3(beds bunks only)
Dressing table with Mirrors	3	2	2	1	1
DressingStool	3	1	1	1
Chest of Drawers	3	3	3	3	3	3
Bedside cabinets	2	1
Chest of drawers with mirror		1	1	1
Chairs	2	2	2	2
Wardrobes	3	3	2	1
KITCHEN
Table(or fixed bench type	1	1	1	1	1	1
Foodsafe	1	1	1	1	1	1
Stool	1	1	1	1
Towel rail apprx .75mlong	1	1	1	1
MISCELLANEOUS:
Bathroom Stool	1	1	1	1
Towel Rail apprx lln IIn 8' single run			1	1
Ironing Board	1	1	1	1	1
Bathmats, timber approx 1m square	2	2	2	2