Basic guidelines for the offices of the State Government

Processing Pension and GPF cases faster
Basic guidelines for the offices of the State
Government
It has been observed that the offices of State Government generally send the
Pension and GPF payment cases to the office of the Accountant General (A&E) very late. Secondly, they often fail
to attach various prescribed forms with the cases and the forms are not filled in properly. Due to these omissions,
finalization of Pension and GPF cases gets delayed unnecessarily. As a result the Pensioner and GPF subscribers
do not get their dues on time and they are inconvenienced without any fault on their part.
In order to cut such delays, it is absolutely necessary that the State Government
offices process these cases as per rules and instructions governing Pension and GPF. The office of the Accountant
General (A&E) HP is bringing out this
brochure which highlights the timelines and procedures involved in processing of Pension and GFP cases with a
view to help the offices of the State Government. It is recommended that they should refer to main rules, regulations
and related
instructions in this regard..
Contacts:
Email: [email protected]
Phone: 0177– 2814936 (PRG Cell)
Kindly visit our website www.aghp.cag.gov.in for more information. The website also offers information like GPF
balance and has facility for lodging complaints online.
Office of the Accountant General (A&E)
Himachal Pradesh, Gorton Castel Building,
Shimla—171 003
1.1 Pension Cases
As per sub rules (1) and (4) of Rule 61 of CSS (Pension) Rules 1972, the Head of the Office is required to send
pension case along with prescribed forms to the office of the Accountant General (A&E) Shimla, six months before
date of retirement of the government servant. Thus the pension case should invariably be sent to the office of the
Accountant General (A&E) Shimla, six months before date of retirement of the government servant and following
documents should be sent along the pension case:
(i) Copy of retirement orders and Departmental Data sheet duly attested by the Head of office.
(ii) In case of commutation of pension (mentioned separately in following para 1.3 ) . (a) Form-I Commutation
without medical examination duly signed by the retiree and Pension Sanctioning authority with dates clearly
mentioned by both of them.
(b) Form-II: Commutation with medical examination duly signed by the retiree and Pension Sanctioning authority
with dates clearly mentioned by both of them
(iii) Form-3: Duly filled in and signed by the pensioner.
(iv) Form-5: Duly filled in and signed by the pensioner .
(v) Form-7: Duly filled in and signed by the Head of Office.
(vi) Three copies of joint photograph (Passport size) attested by the Head of Office.
(vii) Identification marks and specimen signatures duly attested by the Head of office.
(viii) Calculation sheet depicting average emoluments/ last pay and amount of
pensionary benefits duly attested by the Head of Office should be sent with original pension as well as revision
cases.
(ix) Service Book: The entries of service verification and pay fixation from time to time should be made in the
Service Book. All the columns of the first page of all the volumes of Service Book should be filled in.
1.2
Family Pension Cases/Death in harness
In case the government servant dies in harness his/ her case for Family Pension should be sent to the office of
the Accountant General as soon as possible after the event of death.
The following documents should be sent along with family pension cases:
(i) Attested copy of Death Certificate.
(ii) Departmental Data Sheet duly attested by the Head of Office.
(iii) Form-12: Properly filled in and signed by the claimant/guardian for the grant of death gratuity.
(iv) Form-14: Duly filled and signed by the claimant/guardian for grant of family pension.
(v) Form -18: Duly filled in and signed by the Head of Office.
(vi) Attested copy of nomination for death gratuity if any.
(vii) Guardianship Certificate in the case of minors/ mentally retarded children.
(viii) Three passport size photographs of claimant/guardian
(ix) Specimen signature and marks of identification duly attested by the Head of Office.
1.3
Commutation:
Under the CCS (Commutation of Pension) Rules 1981, the government servants can commute an amount not
exceeding 40 per cent of his/her pension. Accordingly in case of commutation of pension one of following
forms as applicable to the particular case, should be attached with pension case. The form should be duly
filled in by the retiring government servant and the Head of Office.
Form-I (without medical examination)
In superannuation pension under Rule 35 of CCS (Pension) Rules 1972
ii) In retiring pension under Rule 36 of CCS (Pension) Rules 1972
iii) In compensation pension under Rule 39 of CCS (Pension) Rules 1972
Form-II (After medical examination)
i) In Invalid pension under Rule-38 of CCS (Pension) Rules 1972
ii) In Compulsory retirement pension under Rule-40 of CCS (Pension) Rules 1972
iii) In compassionate allowance under rule 41 of CCS (Pension) Rules 1972.
iv) In case application is received by the Head of Office after one year of his superannuation and pre-mature
retirement.
2.1
General Provident Fund Cases
As per GOI Decision No. 1 under Rule 7 of General Provident Fund (CCS) Rules 1960, the subscription has to be
discontinued during last three months of service of a retiring government servant. Similarly as per GOI Decision No.
12 under Rule 12 of ibid rules no temporary advance should be sanctioned and no part final withdrawal shall be
permitted normally during last three months of service of retiring government servant. If any advance/ withdrawal
was sanctioned to the subscriber during this period the same should be disclosed in the Part II of Form 1.
2.2
Retiring subscribers:
The GPF Final Payment cases should be sent to the office of the Accountant (A&E) Shimla three months before the
date of retirement of the subscriber. The Part I and Part II of Form 1 prescribed under the General Provident Fund
(CCS) Rules 1960 should be duly filled in and signed by the subscriber and the Head of Office. It should be ensured
that the details of advances/ withdrawals during last twelve months before retirement are mentioned in it without
fail. The date of last subscription and Voucher No. should be mentioned invariably.
2.3
cases:
The GPF Final Payment cases should be sent to the office of the Accountant (A&E) Shimla soon after death of
subscriber. Following documents should be attached with final payment case:
i) Part I and Part II of Form 1 duly filled in and signed by nominee and also filled in and signed by Head of Office. It
should be ensured that the details of advances/ withdrawals during last twelve months before death should be
mentioned without fail. The date of last subscription and Voucher No. should be mentioned invariably.
(ii) Death Certificate of the subscriber
(iii) Copy of the nomination
iv) List of family members as per the records of Panchayat Parivar Register/ Municipal Body
2.4
Retention Cases:
The copy of permission for retaining the GPF balance with government issued by the Head of Office and
willingness of the subscriber for retention, should be forwarded with the application. It should be ensured that the
details advances/ withdrawals during last twelve months before retirement should be mentioned without fail. The
date of last subscription and Voucher No. should also be mentioned.
3.1
Dos and Don’ts:
The date of retirement should be mentioned clearly.
The handwriting in forms and applications should be legible.
Nominations should be updated.
The Pension cases and GPF final payment cases should be sent separately.
The address of the retiree/ nominee should be written in capital letters very clearly and PIN code should be
mentioned invariably.
The DDOs should mention their phone numbers with Pension/ GPF final payment cases.
The New Pension Scheme is being maintained by the State Government. Thus correspondence in this regard
should be made with the State Government.