Table of Contents

Table of Contents 1
Chapter 6 Government Quarters and Office Buildings 2
Part 1 Government Quarters 2
Part 2 Responsibilities of Officers Occupying Government Quarters 3
Part 3 Rates of Rent and Eligibility to Occupy 4
Part 4 Government Officer Buildings 5
Part 5 Responsibility of the Public Works Department 6
Part 6 Miscellaneous 6
Part 7 Government Rest House 7

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 Chapter 6

Government Quarters and Office Buildings

Part 1

Government Quarters

Government does not 221.

provide quarters
The Government is not responsible for providing Government quarters for its officers save only as stated in General
Order 222.
Officers who may be 222.
provided quarters
(1) The Government may, at its discretion and provided that there are vacant Government quarters, allocate
Government quarters for eligible officers only.

(2) The officers eligible for reserved quarters, institutional quarters and pool quarters of the grade to which they are
eligible, as set out in the Sixteenth Schedule, are as follows:
(a) Reserved Quarters:

(i) the State Secretary of Sarawak and his Deputies;

(ii) the State Attorney-General of Sarawak and his Deputy;

(iii) the State Financial Secretary of Sarawak and his Deputy;

(iv) the Permanent Secretaries;

(v) the Heads of Departments;

(vi) the Residents;

(vii) the Divisional Heads of Departments;

(viii) the District Officers;

(ix) the District Heads of Departments;

(x) in the Subdistricts - for Administrative Officers in charge of the respective subdistricts; and

(xi) holders of such office as the State Secretary may determine from time to time.

(b) Institutional Quarters:

These quarters are for those officers who are required to stay close to their place of work.

(c) Pool Quarters:

(i) in Divisional Headquarters - pool quarters are allocated to officers who are not eligible for Reserved
or Institutional Quarters;

(ii) in isolated areas where suitable private houses for rent are not available, these quarters may be
allocated to those officers posted for duty in such areas.
Renting of houses by 223.
Government as quarters
Where the Government has no vacant quarters for accommodation, the Government may rent private houses and
officers serving in such areas are qualified to apply for occupation of such houses in accordance with the terms and
conditions of eligibility as provided in this Chapter.

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Government reserves the 224.
right to allocate and
withdraw quarters (1) Notwithstanding any other provisions of this Chapter, the Government reserves the right to allocate any quarters
to any officers as it thinks fit, or may call upon officers to share quarters.

(2) The Government or the Housing Board may require an officer to vacate Government quarters for purposes of
repair or on other reasonable grounds by giving one month’s notice without being obliged to grant the officer an
alternative quarters.

(3) The Housing Board reserves the right to withdraw any quarters which have been allocated to an officer when
such officer has not moved into such quarters within the time stipulated by it which normally shall not exceed the
period of thirty days. Any quarters so withdrawn may be reallocated by the Housing Board to any other officer who
has applied for such quarters.

Rent on quarters 225.

An officer who is permitted to occupy Government quarters or a house specially rented for him by the Government
shall be required to pay rent prescribed by the Government from time to time unless he has been exempted from
paying rent according to his conditions of service
Part 2

Responsibilities of Officers Occupying Government Quarters

Officers must comply with 226.

provisions of this Chapter
An officer occupying Government quarters or a house specially rented for him by the Government shall be required
to comply with the provisions of this Chapter
To report damage or 227.
deficiency during occupancy
As soon as an officer moves into Government quarters provided to him, it shall be his responsibility to report the
difference between the number of Government furniture or fittings in the house with the number of Government
furniture or fittings in the Inventory Book prepared by the Public Works Department. Failure of the officer to report
such fact may render him liable for all or part of the cost of the necessary repair or replacement.
Alteration of quarters is 228.
prohibited
Officers are prohibited from making addition or alteration to any portion in or outside the quarters without the prior
written approval of the Public Works Department. They shall be held responsible for any damage or deficiency to
the building or furniture therein not caused by fair wear and tear.
Responsibility in replacing of 229.
electrical light bulbs
It is the responsibility of every officer occupying Government quarters, except institutional quarters, to incur
expenses for the replacement of electrical light bulbs in such quarters, when necessary.
Subletting prohibited 230.
Officers are prohibited from subletting any portion of quarters allocated to them. No person, other than the family of
the officer, his servants and casual guests, may be allowed to stay in such quarters. No quarters may be used other
than as a residence of the officer himself.
Prohibition on keeping of 231.
livestock
Officers are prohibited from keeping livestock, including poultry, in any portion of or under the quarters or within its
compounds.
Responsibility to clean 232.
compound
It is the responsibility of every officer occupying Government quarters to take very good care of sanitation in the
quarters and also within its compound, including the disposal of refuse

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Responsibility to report 233.
damage and liability to pay
for damage (1) Every officer is required to report to the Public Works Department any damage or deficiency in respect of the
quarters he is occupying whenever such damage or deficiency occurs or is found. Such report shall be made on the
relevant Public Works Department requisition form. Failure of the officer to report such fact may render him liable
for all or part of the cost of the necessary repair or replacement.

(2) Where the damage or deficiency referred to in paragraph (1) was not caused by fair wear and tear, the officer
may be required to pay for all or part of the cost of repair or replacement as assessed by the Public Works
Department
Report on moving-in 234.

(1) An officer who has been allocated Government quarters by the Housing Board shall report the fact to the Public
Works Department by stating the proposed date he wishes to move into such quarters. He shall be required to sign
a moving-in certificate to take over responsibility of all contents, fittings and furniture in such quarters as in Form G
of the Sixth Schedule
(2) The officer is also required to notify the Housing Board, through his Head of Department, the actual date he
moved into such quarters, with copies thereof to the relevant authority requesting for the supply of water, gas,
electricity and telephone. Rental charges at such rates as may be determined by the Government from time to time
shall be payable by officers occupying such quarters and the rent may be deducted from his salary in each month.
Copies of notification of the Housing Board shall also be forwarded to the State Accountant-General and the
Director of Audit.
Vacating Government 235.
quarters
(1) An officer shall vacate the Government quarters occupied by him if he is no longer entitled under the provisions
of these General Orders to occupy that quarters or if he is directed in writing to vacate his quarters by the Housing
Board.

(2) An officer who is about to vacate Government quarters shall report such fact to the Public Works Department
and also to the Housing Board at least fourteen days before the proposed date he wishes to vacate such quarters.
He shall also report such fact to the relevant authorities if the quarters has water, gas, electricity or telephone
facilities so that appropriate action can be taken in relation thereto.

(3) The officer shall be required to hand over all keys of such quarters to the Public Works Department and to sign
a moving-out certificate as in Form H of the Sixth Schedule. He shall also, either immediately before or on vacating
the Government quarters, be required to check the inventory of furniture as to the number of Government furniture
or fittings in the quarters with the number of Government furniture or fittings in the Inventory Book prepared by the
Public Works Department together with an officer appointed by the Public Works Department for such purpose.
Receipt shall be issued to the officer vacating the quarters by the Public Works Department relating to the items
checked and handed over to him and the appointed officer shall report any damage or deficiency thereto, if any.
(4) An officer vacating a Government quarters who fails to comply with paragraphs (2) and (3) shall be deemed to
occupy the quarters and be liable for such rent as may be imposed by the Government and other charges relating to
any facility available in the quarters such as water, gas, electricity and telephone services until such time he has
notified the relevant authorities accordingly. He shall also be liable for the replacement of or the repairs to any
damage or the deficiency towards any item in the quarters.
Part 3

Rates of Rent and Eligibility to Occupy

Classification and rates of 236.

rent
(1) The classification and rates of rent for the Government quarters shall be as may be determined by the
Government from time to time.

(2) Government quarters of deteriorated structure may be categorised as substandard. The Public Works
Department may recommend to the State Secretary Government quarters which may be categorised as
substandard. The rate of monthly rent of such quarters shall not exceed 75% of the rent as may be determined by
the Government.

(3) Officers occupying any Government quarters, or houses specially rented by the Government, other than those
exempted according to their conditions of service or different conditions imposed by this General Order, shall be
required to pay rent according to the class of quarters in occupation.

(4) An officer who is entitled to occupy institutionalised quarters and not eligible for free residence is eligible to pay
half of the normal rent as may be determined by the Government from time to time.
Rent for quarters of a class 237.
higher than what officer is
entitled for An officer who has requested for and be permitted to occupy a Government quarters of a class higher than that for
which he is entitled shall pay rent according to the rent for the class of quarters allocated to him.

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Rent for quarters of a class 238.
higher or lower than what
officer is entitled for (1) An officer who has been given quarters of a class higher than that for which he is entitled, in the absence of
vacant quarters in the class for which he is eligible, shall pay rent according to the rent for quarters of the class for
which he is eligible.

(2) An officer who has been given quarters of a class lower than that for which he is entitled, in the absence of
vacant quarters in the class for which he is eligible, shall pay rent according to the rent for the quarters of the class
which has been allocated to him.
Rent for Government 239.
quarters
(1) Rent for quarters shall be calculated from the day an officer moves into such quarters and shall be paid monthly.
Subject to General Order 235(3), the rent shall terminate on the actual day the officer vacates such quarters after
notifying the Housing Board.

(2) It is the responsibility of the Head of Department to notify the State Accountant-General for deduction from the
salary of an officer under his supervision the monthly rent for quarters on receiving such request from the Housing
Board.

(3) The Head of Department shall also be responsible to ensure that the final rent is collected from an officer who
will resign, retire, transfer and so on.
Charges for water, etc., 240.
liability of officer
Unless otherwise exempted, an officer shall be required to pay on his own for charges in respect of water, gas,
electricity and telephone services, including any deposits required by the suppliers of such services.
Moving to quarters for 241.
which officer is eligible
An officer who has been allocated quarters according to General Order 223 or 224 may be required by the
Housing Board to move to the class of quarters for which he is eligible when there is a vacancy in the relevant class
of quarters
Officer to vacate quarters on 242.
completion of house built
with housing loan (1) Subject to the approval of the State Secretary, an officer who has been granted a housing loan under the
Government Officers’ Building Loans Scheme and is still staying in Government quarters shall vacate the
Government quarters on completion of the house built under such Scheme.

(2) An officer who fails to vacate such quarters as required under paragraph (1) shall be liable to pay the full
economic rent, and may be liable to disciplinary action.
Rent for officers sharing 243.
quarters
(1) When two or more officers are allowed to share quarters, they shall be required to share equally among
themselves the amount of the rent to be paid for such quarters.

(2) In the event the amount of rent payable by officers sharing the quarters in paragraph (1) is more than the amount
they are liable to pay if given separate quarters according to their eligibility, they shall only be required to pay rent
that each of them is liable to pay according to their respective eligibility.
Part 4

Government Officer Buildings

Allocation of office 244.

accommodation
(1) The authority for the allocation of Government office accommodation within the City of Kuching is vested with
the State Secretary and, in regard to other areas, with the Resident of the Division within which such office is
situated.

(2) It is within the scope of responsibility of the respective authority to ensure that all Government Departments be
accommodated in appropriate and suitable office buildings which not only can engender efficiency and favourable
working atmosphere but also can offer facilities and convenience to the public in dealing with such departments.
Nevertheless, Heads of Departments are directly responsible in ensuring that all sections or branches of their
Departments, including sub-branches outside Headquarters, acquire adequate and suitable office buildings for their
needs. Heads of Departments shall consult the State Secretary or the Resident, as the case may be, on matters such
as the acquisition of office spaces, the siting and construction of new office buildings or the renting of other buildings

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Head of Department 245.
responsible for looking after
buildings (1) It is the responsibility of the Head of Department in occupation of an office building, whether specially
constructed or rented, to carry out proper supervision over such building and to keep an inventory of all furniture,
machines and equipments supplied by the Public Works Department or the relevant authority. Any damage or
deficiency which may occur to a building, furniture, machine or equipment shall be reported forthwith to the local
Public Works Department or the relevant authority.

(2) When an office building needs minor alterations, such as to extend or reduce rooms therein, to repaint, to repair
walls, floors or windows or other works require to be carried out immediately, the Head of Department shall submit
a request on the relevant PWD requisition form to the Public Works Department which shall be responsible for
considering such request and for executing such works.

(3) When an office building needs alterations or additions the cost of which is substantial, it is the responsibility of
such Department to prepare the allocation of funds for them before the Public Works Department can execute such
required alterations or additions
Removal and alteration of 246.
furniture
(1) The removal of any furniture or part thereof, whether temporarily or permanently, from an office building shall
not be allowed without the prior written approval of the Public Works Department.

(2) The alteration of any furniture or part thereof, whether in form or colour, supplied to an office building shall not
be allowed without the prior written approval of the Public Works Department
Furniture in office used 247.
temporarily
An officer who is directed to occupy an office building temporarily may be supplied with suitable furniture in
accordance with General Order 253.
Part 5

Responsibility of the Public Works Department

Inspection and repair of 248.

quarters and office buildings
It is the responsibility of the Public Works Department to inspect all Government quarters and office buildings in
each district at least once a year and to execute such repairs as may be required from time to time.
Right of entry 249.

The staff of the Public Works Department, and the contractors of the Public Works Department and their
employees, shall, after identifying themselves satisfactorily, be permitted by occupants of Government quarters or
office buildings entry to inspect and repair such quarters or office buildings
Procedure for taking over 250.
quarters
When an officer has been allocated quarters, the Public Works Department shall make arrangement for handing
over such quarters to such officer. A moving-in certificate as in Form G of the Sixth Schedule containing particulars
of acknowledgement and condition of furniture, fittings and other contents of such quarters shall be signed by the
officer taking over. The officer shall be responsible for any damage or deficiency in respect of the contents in the
moving-in certificate and may be required to pay for any damage or deficiency caused other than by fair wear and
tear as prescribed under General Order 233 (2).
Procedure to vacate 251.
quarters
On receiving a report from an officer who wishes to vacate Government quarters, the Public Works Department
shall make arrangement for inspection of such quarters before the date of its vacation and the Public Works
Department shall fix with the occupant of such quarters a date for the inspection thereof. Such inspection shall be
made during office hours, and on the date fixed, whether or not the occupant of the quarters is present. The officer
shall be responsible for any damage or deficiency in respect of the contents to such extent as specified in Form H of
the Sixth Schedule.
Institutional quarters and 252.
office buildings
The same arrangements as in General Orders 250 and 251 shall be made by the Head of Department for
institutional quarters and office buildings under his supervision.
General responsibility of 253.
Public Works Department
Every quarters or office building shall be numbered by the Public Works Department. The Public Works
Department shall also be responsible for the supply and maintenance of furnitures to office buildings or quarters
other than equipments and machines provided for under General Order 214, in accordance with the standard, or to
the extent of such limits, as are laid down by the State Secretary from time to time.

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 Part 6

Miscellaneous

Vacation of quarters on 254.

retirement
(1) An officer occupying quarters shall vacate such quarters on his last working day prior to retirement.

(2) An officer on leave prior to retirement may be allowed by the Housing Board to continue to occupy the quarters
or be allocated another quarters while he is on such leave.
Head of Department to 255.
notify officers about to retire
to the Housing Board (1) It is the responsibility of every Head of Department to notify the Housing Board on the retirement of an officer
under his supervision who is occupying quarters. The notification shall be made three months before such officer
retires.

(2) On receiving the notice under paragraph (1), the Housing Board and the Public Works Department shall make
arrangment for a final inspection for vacation of the quarters on a day to be fixed as provided in General Order 251.
The Housing Board shall also submit a request to the Head of Department of such officer for deduction from his
emolument of the final rent for such quarters.
Part 7

Government Rest House

Maintenance and use of 256.

Rest Houses
The rules relating to the maintenance, management and occupation of Government Rest House shall be made by the
Resident of the Division where the rest house is located, after consultation with the State Secretary, and shall be
displayed in a prominent position therein.
Use of Rest Houses 257.

(1) Government Rest Houses are for the use and comfort of officers on duties away from the Headquarters or when
on vacation leave.

(2) When an officer who is eligible to be provided with quarters is waiting for the availability thereof, or the officer
who has been provided but awaiting to occupy same due to unavoidable circumstances, he and his family may make
use of Government Rest House until the quarters is ready for occupation.

(3) Notwithstanding paragraph (1) or (2), any person other than an officer may make use of a Government Rest
House as follows:

(a) when the Government Rest House is under the control of a Resident, with the prior written approval of
the Resident of the Division where the Government Rest House is located; and

(b) in all other cases, with the prior written approval of the District Officer of the District where the
Government Rest House is located.
Payment for Government 258.
Rest House
(1) The charges payable in respect of the use of Government Rest House by officers, members of their families or
any other persons shall be as may be determined by the Government from time to time.

(2) When an officer performs duties away from Headquarters or waiting for the provision of a quarters or awaiting
to occupy a quarters provided to him makes use of a Government Rest House for more than fourteen consecutive
days, he is eligible to get a rebate of 10% of the charges otherwise payable in respect of such occupation.
Liability for rent during 259.
accommodation in a
Government Rest House (1) An officer or a member of his family who necessarily utilises Government Rest House accommodation in
accordance with General Order 257 shall not, in addition to Government Rest House charges, be liable for payment
of rent if such officer is already paying rent in respect of quarters allocated to him or if the period of such
accommodation does not exceed thirty consecutive days.

(2) Where the period of such accommodation exceeds thirty consecutive days, an officer shall pay rent to the
Government at the rate not exceeding 71/2% of his salary, unless otherwise determined by the State Secretary from
time to time.

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