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Citizen Charter of Divisional Secretariat

 
Se.No. Service Provided  Requirements to be fulfilled by the customer  Time spent for providing the service 
1 Issue of revenue certificates  1.Submission of documents required for the verification of revenue together with the required recommendations.   20 Minutes 
2.payment of service charges 
2 issue of an Indentity Card on  one day service  1.Original certificate of birth and certified photocopy 
2. if the emploment is required to be entered in the identity a certificate of service is required.  05 Minutes 
3.03 colour photos in the size of .35 mm width and .45 mm height of ICAO standard should be affixed on the application.
4. Police report in respect of a lsot identity 
5.  Cash receipt to the effect that payments have been made to the Grama Niladhari 
6. In case a amended identity used identity card 
3 Obtaining a duplicate of a lost identity card  1.Application issued by the Department of Registration of Persons  04 days
2.  Birth Certificate and a certified Photocopy of the Birth Certificate 
3.03 colour photos in the size of .35 mm width and .45 mm height of ICAO standard should be affixed on the application.
4.  Cash receipt paid to the Grama Niladhari (Rs. 500.00) 
5. An enevelop on which a stamp to the value of Rs. 45/- pasted. 
6. Original copy of the complaint lodged at the Police station to effect that the Identity was lost. 
7. Documents for verifying that the number indicated mentioned in the lost identity has bee nused. 
(These aplications should be obtained by the Grama Niladhari and should be handed over to the Divisional Secretariat through the Grama Niladhari)  
4 Obtaining an amendment identity  1.    Application of the Department of Registration of Persons  04 days 
2.     Birth Certificate and Photocopy 
3.     Identity presently used    
3.03 colour photos in the size of .35 mm width and .45 mm height of ICAO standard should be affixed on the application.
5.  Cash receipt to the effect that payments have been made to the Grama Niladhari (Rs. 250.00) 
6.    Stamps to the value of Rs. 15/-
7.     An enevelop with a stamp affixed to the value of Rs. 45/-                                   
(These applications should be obtained through the Grama Niladhari and should be forwarded to the Divisional Secretariat through the Grama Niladhari) 
5 Obtaining an Identity card for the first time  1.    Application of the Department of Registration of Persons  04 days
2.     Birth Certificate and Photocopy 
3.03 colour photos in the size of .35 mm width and .45 mm height of ICAO standard should be affixed on the application.
4.Cash receipt to the effect that payments have been made to the Grama Niladhari (Rs.100/-) 
5. A stamp to the value of Rs. 3/-
6. Stamp affixed envelop to the value Rs. 45/-
7. If elder than the age of 16 a fine receipt of 250/- 
(These applications should be obtained through the Grama Niladhari and should be forwarded to the Divisional Secretariat through the Grama Niladhari) 
6 Registration of Business Names  1. Relevant application  04 days
2.Recommendation of the relevant business 
3.A photo copy of the cash receipt issued by the Pradeshiya Sabha 
4.Certified copy of Deed of land for verification the ownership of the Business Place 
5.Report of the Grama Niladhari 
7 Countersigning of  Certificates of Residence 1.national Identity Card (if necessary)  05  Minutes
8 Issue of license for transport of animals  1.Letter of Request  30 Minutes 
2Certificate of Health issued by the Government Veterinary, Cattle Voucher, Certificate or Recommendation of Vehicle 
3.Documents for confirming ownership (in case an animal farm certified copy of the certificate of  registration)
4.Certificate of Grama Niladhari of the the Division where transportation is taken place (countersigned by the Divisional Secretary) 
5.Receipt obtained by paying Rs. 50- per each animal to the Shroff through PIV 
6.Certificate of the Grama Niladhari of the Division where animals are living 
9 Issue of certificate of value  1.Written request of the application  30 Minutes 
2.Title report obtained within 03 days 
3.Certified photocopy of the deed of land 
4.Location of the land and recommendation certificate  on the value of the land issued by the Grama Niladhari 
 
10 Issue of railway warrant  for retired persons  1. Perfecting General 274 Format  10 Minutes 
2.Submission of Pensioner Identy 
3.if children under the age of 25 are travelled the certificate of of Grama Niladhari to the effect tha they are dependants. 
11 Providing medical assistance by President's Fund  1.Obtaining the recommendation of the Grama Niladhari and referel   03 days
12 Recommendation of fire arms license application for the protection of crops   1.Recommendation of Grama Niladhari/ Perfected application   01 day
2.Original Deed of the land confirming the ownership of the land  and photocopy  
3.If land is situated in another land the name of the Grama Niladhari Division and Divisional Secretariat 
4.The purpose is for agricultural activities relevant document 
5.Police Report - to the effect that the person is not a criminal 
13 Renewal of Excise Tax License   1.Certificate issued by the Provincial Commissioner of Revenue  to the effect that all the taxes have bee nsettled   01 hour
2. Clearance certificate of the Assistant Commissioner of Excise 
3.Recommendation of the Assistant Commissioner if Excise 
4.Excise Lisence issued from time to time 
14 Examining Electricity Objections and making a decision.  1.Appearing for the electricity objection investigation on the prescribed date   14 days
15 Recommnedation in respect of request for electricity without objections  1.Deed of land  15 days 
2.If the land is a joined land letter of consent of the partners 
16 Transfering vehicle ownership  1.Certificate of Registration of the vehicle   25 Minutes 
2.Payment of the relevant charges 
3.02 Photos  (2'x 2' 1/2) certified by the Grama Niladhari 
4.Certified photocopy of Identity 
5.Certified  copy of valid Revenue license 
6.If absolute ownership is  available the letter of relevant financial institutte provoded for canselation 
17 Issue of Vehicle Revenue License  1.Vehicle Registration certificate  03 Minutes 
2.Revenue License of the previous year 
3.Emission Report (if necessary) 
4. Certificate of Insurance 
5.Fitness certificate (if necessary) 
18 Pament of new pensions - after receiving the letters of (Civil/ Widow/Army/Local Government)  1.Pensin Identity   01 Week
2.Bank Account Number 
3.A letter to the effect that the person is not engaged  in a semi government employment 
4.A photocopy of the National Identity Card 
5. A letter for verifying  no remarried 
6.Issuing Grama Niladhari Report 
19 Issue of permits for felling trees  1.Submission of application   05 week
2.documents for verifying the ownership of the land  (Deed/ Plan/Folio) 
3.If the land is a joint land letters of consent by the partners 
4.Letter of request 
20 Issue of timber transport license  1.Letter of request  01 week
2.Application 
2.Documents for verifying the ownership of the land (Deed/Plan/Folio) 
3.In case a joint land letters of consent of the partners 
4.in case the owner of the land is dead documents for verifying the ownership of lands (Birth/Marriage/ Death)
5. License for felling trees (if necessary) 
6. Documents for verifying the ownership of wood 
7.01 copy of timber list 
8.Recommendation of Range Forest Officer 
21 Approval of public assistance  1.Social Service- Public Allowances - Format 01   05 days
2.Letter of request 
22 Providing housing asssitance for disabled persons  1.Medical Reports for verification of disability  05 days 
2.Deed of land owned by the disabled person 
3.Report of Technical Officer 
4.Letter for obtaining excess/ remaining amounts 
5.Letter of Request 
23 Payment of disease assistance  1.Medical Certificate  03 days
2.Letter of Request 
3.Recommendation of Grama Niladhari (if necessary)
4.N.W.P. Social Service Format V 
5.Recommendation of the Social Service Officer 
24 Recruiting contributors for Social Protection Pension Scheme  1.Perfected application   03 days
2.Certificate of Birth (for verifying the age) 
25 Payment of casual subsidies  1. Perfected application    03 days
2.Letter of request 
26 Payment ofComprehensive Disaster ReliefAssistance 1.In case of a comprehensive disaster it should be informed to the Grama Niladhari   03 days
2.Perfecting the Format 
27 issue of adult identities  1.Application   01 day
2.02 Color or Black and White stamp size photoes 
3.A document for verify the age (National Identity/ Birth Certificate/ Passport/ Bank Account Book) 
28 Referring adults for admision to adults homes  1.Application   01 day
2. Application 
3. Report of the Social Service Officer (eligibility report) 
29 Registration of Adult's Socities  1. Adults' Socities should have been effective for a period of one year   
2.Documents such as Report of the first meeting/ a copy of  attendance register/a certified copy of the constitution/  Bank Account particulars/ photocopy of the Bank Account Book should be forwarded. 
30 Making payments for development projects  1.Submission of necessary documents for making payments   03 days
31 purchasing by open Tenders  1.Supplying of necessary specifications  21 days
2.Supplying goods at the prescribed date
32 Issuing copies of birth certificates  1.Perfecting the application duly   05 Minutes 
2.Payment of the prescribed fee (if the Number or Registration Date is known Rs. 100/= per each copy, if the Number or registration date is unknown Rs. 200/- per each copy  for inspection for a period not more than two years. )
33 Issuing copies of Marriage certificates     05 Minutes 
2.Payment of the prescribed fee (if the Number or Registration Date is known Rs. 100/= per each copy, if the Number or registration date is unknown Rs. 200/- per each copy  for inspection for a period not more than two years. )
34 Issuing copies of Death certificates  1.Duly perfection of the application   05 Minutes 
2.Payment of the prescribed fee (if the Number or Registration Date is known Rs. 100/= per each copy, if the Number or registration date is unknown Rs. 200/- per each copy  for inspection for a period not more than two years. )
35 Registraton of marriages taken place witnin the Divisional Secretariat without making prior notification  1. Perfecting the application duly and handing over with the relevant fees   15 Minutes 
2.Submission of Identity certificates 
3.Rs. 750/- will be levied for a marriage within the office and Rs.100/- will be levied for the issue of a certified copy of marriage notification, Rs. 100/- for the issue of the Regisrtrar's certificate, Rs.50/- for Marriage Statment, stamp duty of Rs.100/- for Marriage Notification  
4.02 witneses should be present at the time of handing over the marriage notifications and registration of marriages and parties should be well dressed. 
36  Registration of belated births  1.Handing over the perfected prescribed application and affidavit (fee - Rs. 50/-)  15 days 
2.relevant documents for confirming the date of birth and mother and father (marriage certifictes of parens/ birth certificates of mother/ father, Nil results documents, Grama Niladhari Repaort, in case an Estate the report of Estate Supervisor, in case of a hospital births report of the hospital) 
37 Registration of belated deaths  1.Perfecting and handing over the prescribed application (Fee - Rs. 50/-)  15 days 
2.Affidavits 
3.Submission of Nil results  Document to the effect that registration has not been done 
4.Date of Death, Place of Death, written and oral evidences of the deceased person (condolance notifications, Grama Niladhari Report, Statment of the incumbent who carried out religeous activities)  
38 Altering names  1. Perfecting and handing over the prescribed application  (Fee is Rs. 50/=) 15 days 
2.Certificate of Grama Niladhari 
3.Affidavit 
4.Documents are not required for the children up to 7 years/ if the person is between 7-21 three evidences are required / if the person is elder than 21 year three eveidences together with the newspaper advetisement) 
39 Other amendments 1.Handing over the perfected prescribed applications (Fee Rs. 50/) 15 days
2.GramaNiladhari Certificate
3.Affidavit
4.Written evidences for verifying the recorection of the relevant error
40 Registration of art institutes   1.Certificate for verification of qualifications   01 week
2.If the person is a traditional artist  a clear description of his/her tradition should be forwarded with the recommendation of the Divisional SEcretary.  
41 Nominating succesors for Granted lands  1.Request letter of the first owner   01 day
2.Copy of folio 
3.Birth Certificate of the success 
4.If the name is different an affidavit is required
5.In case more than one person Interim plan 
6.03 Perfected Formats  155  Land. Commissioner and a stamp to the value of Rs. 25.00
42 Nominating succesors for licensed lands  1.Request letter of the first owner   01 day
2.Birth Certificate of successor 
3.If the name isdifferent an affidavit is required 
43 Recommendation of long term lease licesne  1.17 03copies of  affidavit complying with the Chapter   02 months 
2.03 personnel affidavits 
44 Issue of annual yeald tax  1.Furnishing a request letter   15 days 
2. Payment of prescribed tax 
3. Complying with tax conditions 
45 Ordering for survey activities  in Granted Lands  1. Plan of the land   07 days
2.Obtaining the consent of the resided owners of the boundaries of  lands
46 Recommendation of Granted lands forobtaining  loans  1.Photocopy of the grants sheet 01 hour 
2.Copy of folio 
3. Birth Certificate of the successor 
4.If the name is different an affidavit 
5.Identity of the Granter/ Marriage certificate 
6.Consent of the spouse 
7.Consent of the children elder than 18 years.
47 Transfer of lands by means of a Notary Deed  1. letter of requerst  15 days 
2.‍Grant Sheet 
3.Copy of folio 
4.Documnets to the effect the the person will not become destitute 
5. Affidavits 

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