For Office Use INSTRUCTIONS REGARDING GRANT OF TIMELY EX-GRATIA BENEFITS TO THE FAMILY OF DECEASED UNIVERISTY EMPLOYEES

Transcription

1 For Office Use INSTRUCTIONS REGARDING GRANT OF TIMELY EX-GRATIA BENEFITS TO THE FAMILY OF DECEASED UNIVERISTY EMPLOYEES CHAUDHARY CHARAN SINGH HARYANA AGRICULTURAL UNIVERISTY HISAR

2 PREFACE In order to make timely payment of ex-gratia benefits to the family of deceased University employees, instructions have been issued from time to time by the University. However, for sometime past, it was felt that these payments get delayed due to one reason or the other and for want of readily available instructions. So, it became necessary to have instructions as well as procedure to be adopted in this regard may be compiled in a booklet form. Accordingly, the present booklet titled as Instructions regarding grant of timely Ex-gratia Benefits to the Family of Deceased University Employees has been brought out, which contains the time schedule as well as procedure for releasing ex-gratia benefits such as; EWF, GSLIS, Ex-gratia, Deathcum-Retirement Gratuity, Leave Encashment, Compassionate Financial Assistance, Final Payment of CPF/GPF and Family Pension (if the deceased employee was in pension scheme). This booklet will serve as a guide and handy reference book to the Heads of the Departments/Offices as well as other concerned offices for releasing timely payment of ex-gratia benefits to the family of deceased University employees. I appreciate the efforts made by Sh. M. L. Munjal, Dy. Comptroller (Budget) and the assistance of computer typing extended by Sh. Krishan Munjal, Sr. Scale Stenographer and Mrs. Neelam Arora, Jr. Scale Stenographer in the compilation of this important booklet. June, 2010 (K. S. Khokhar) Vice-Chancellor 54

3 Sr. No. Particulars INDEX Page No. 1. Details of payments to the bereaved families 1 2. Time Schedule for payments Position and the attachments/documents required in each case of assistance Pre-requisites for payments Application/proposal for release of assistance out of EWF Application/proposal for release of payment of GSLIS Application/proposal for Ex-gratia grant Application for payment of Leave Encashment Application/proposal for release of Death-cum-Retirement Gratuity Application/proposal for Compassionate Financial Assistance Application/proposal for Final Payment of CPF/GPF Family Pension Form Set

4 Payments to bereaved families It has been observed that the financial assistance to the families of the employees dying while in service is not being provided in time. So to avoid unnecessary delay and to render financial assistance to the bereaved family in time, the University has been nominating/appointing Sr. Welfare Officer and Welfare Officer every year amongst the teachers and the employees of the University for the last several years. The job of the Welfare Officers is as under : - (i) (ii) (iii) To assist the bereaved families without any inhibition and in a spirit of social service. To ensure that all formalities regarding final payments due to the families of the deceased employees are got completed and cases got processed expeditiously. To visit the families to render all possible help wherever feasible. 2. The Welfare Officers are required to be given intimation about the unfortunate incident immediately so that all possible necessary assistance is rendered timely. 3. The bereaved family is provided the following assistance :- I. Employees Welfare Fund (EWF) II. Group Saving Linked Insurance (GSLI) III. Ex-Gratia Grant IV. Leave Encashment V. Death-cum-Retirement Gratuity (DCRG) VI. Compassionate Financial Assistance VII. Final Payment of CPF/GPF VIII. Family Pension (if the employee was in the Pension Scheme) 4. Time Schedule (A) Head of Deptt./office/Section To ensure the timely release of all payments on account of the above, the time schedule has been laid down for the various Deptts./offices as under :- Sr. No. (i) Particulars Head of Deptt./Section, on the receipt of intimation regarding the death of an employee, will inform the Registrar, Comptroller, Controlling Officer and the Sr. Welfare Officer/Welfare Officer Time prescribed Same day 1

5 Sr. No. Particulars (ii) (a) He will obtain the No Dues Certificate (NOC) from all concerned. Time prescribed Within 15 days (b) Simultaneously, he will obtain the requests/applications except of family pension (complete in all respect) from the nominee/legal heir of the deceased employee in respect of the above mentioned assistance. For this purpose, the HOD/Incharge will depute an official to get the necessary forms filled if the family of the deceased employee is at headquarter. If the family of the deceased employee is living at outstation, he will send the necessary applications/forms alongwith detail of the prerequisite documents, by post (Registered) for furnishing the same. (c) If there is any delay in submitting the application and furnishing the desired information by the family of the deceased employee, HOD/ Incharge will also send the necessary information to the Sr. Welfare Officer/Welfare Officer/Controlling Officer/Comptroller/ Registrar (iii) Thereafter, he will submit all the cases (except of family pension) with the service book/personal file/nocs/cr/sar file with a single note to the Controlling Officer for sanction/onward transmission to the Comptroller & Registrar as under :- (a) EWF, GSLIS, Ex-gratia, DCRG, Final Payment of CPF/GPF to the Comptroller. (b) Compassionate Financial Assistance to the Registrar (c) Leave encashment : to be sanctioned by the HOD/Controlling Officer as per their competency) Within 7 days (iv) He will make/ensure the payment of leave encashment/dcrg after its sanction by the competent authority Within 7 days 2

6 Sr. No. Particulars (v) Before completion of admissible period of Compassionate Financial Assistance, the HOD/Incharge will process the case of Family Pension due to the bereaved family Time prescribed 6 months prior to the completion of Compassionate Financial Assistance (B) Controlling Officer On receipt of the cases, he will scrutinize them and forward the cases of EWF, GSLIS, Ex-gratia, DCRG, Final Payment of CPF/GPF to the Comptroller while the case for grant of Compassionate Financial Assistance to the Registrar. He will forward the case of Compassionate Financial Assistance with an attested copy of the service book of the deceased employee, while the case of leave encashment, after sanction, will be returned to the Deptt./office. (C) Comptroller On receipt of the cases, he will deal/process all the cases and will ensure the payments (except of GSLIS as in this case the payment is to be released by the LIC). (D) Registrar On receipt of the case of Compassionate Financial Assistance, he will process and obtain the approval. (E) Sr. Welfare Officer/Welfare Officer Sr. Welfare Officer/Welfare Officer will pursue and ensure the release of all the payments/dues to the nominee/legal heir of the deceased employee timely. He will report the delay, if any, in release of the payments to the Registrar. Within 15 days Within 15 days Within 15 days Within 15 days 5. In case of late payment of dues to the bereaved family, responsibility will be fixed by the HOD/Officer concerned/registrar. The defaulter will be Rs.100/- per day. If the delay is more than one month, disciplinary proceedings will be initiated against the defaulter. 6. The position in brief and the attachments/documents required in each case of assistance is as under :- I. Employees Welfare Fund: (a) Out of this fund, the Monetary aids are provided to the family of deceased in case of his death. An amount of Rs. 7500/- is given immediately within 15 days of occurrence of the death of the employee out of this fund on the request of the legal heir/nominee. 3

7 (b) Financial assistance on the basis of rate of contribution by the employees is given as under : - (Amount in Rs.) S. No. Rate of contribution per month Amount of financial assistance admissible out of EWF 1. 15/- 35,000/ /- 70,000/ /- 1,40,000/ /- 2,00,000/- II. The amount of Rs. 7500/- as mentioned in (a) above is reduced from the quantum of financial assistance admissible as mentioned above. Group Saving Linked Insurance Scheme (GSLIS): According to this scheme, a portion of premium charged is set aside for insurance cover in the event of death and the balance is put into saving bank account of each member with interest. Out of every Rs. 10/- collected, about Rs are appropriated towards risk cover premium and the balance amount of about Rs is credited to the saving account. The monthly contribution payable by the employee and the amount of the insurance cover is as under: - S. No. Category of employee Monthly premium Maximum cover 1. Class-I 100 1,00,000/- 2. Class-II 60 60,000/- 3. Class-III 30 30,000/- 4. Class-IV 15 15,000/- The above rates have been revised w.e.f. 7/09 payable in 8/09, the revised rates of monthly contribution and the amount of insurance cover is as under :- S. No. Category Revised Monthly premium Maximum cover 1. Class-I 180 1,00,000/- 2. Class-II ,000/- 3. Class-III 54 30,000/- 4. Class-IV 27 15,000/- 4

8 III. According to the above, the insurance cover & saving portion is on 50 : 50% basis which are payable in the event of the death of the employee (i) In the event of death of an employee, the insurance cover as applicable to respective category would be paid to his beneficiary. In addition, amount accumulated in the savings with interest in respect of the deceased employee upto the date of death would also be paid to his beneficiary. Ex-gratia grant/payment: In the event of death of the employee, Ex-gratia grant maximum of Rs. 25,000/- is given to the dependent of the deceased employee. IV. Leave Encashment : The payment in lieu of unutilized earned leave at the credit of the employee on the day of death is granted. This leave encashment is paid in lumpsum as a one time settlement and maximum of 300 days. This cash payment for unutilized earned leave is made in the manner as under : - Cash Payment = Pay+GP+DA as admissible on date of death 30 V. Death-cum-Retirement Gratuity : - x Number of unutilized days of earned leave credit subject to a maximum of 300 days DCRG is granted to the dependent/nominated family member/legal heir of the deceased employee. This gratuity is calculated as under: - Last pay drawn (plus D.A.). x 1 4 Gratuity on death : (i) 2 months emoluments (ii) 6 months emoluments (iii) 12 months emoluments (iv) ¼ month emoluments for each half year subject to a maximum of 16½ months (17½ months in case of Class IV). x Completed 6 monthly period subject to maximum 66 times in case of Class-I, Class-II and Class-III and 70 times in case of Class-IV employees (Fraction of 3 months & more to be counted half year). If service is less than one year If service is less than five years. If service is five years to 24 years period. In excess of 24 years service. 5

9 The maximum limit of payable DCRG has been revised to Rs. 10,00,000/- w.e.f VI. Compassionate Financial Assistance :- The Govt. of Haryana has notified Haryana Compassionate Assistance to the dependents of deceased Government Employees Rules, 2006 to grant compassionate assistance by way of ex-gratia financial assistance on compassionate grounds to the members of the families of the deceased Govt. employees who die while in regular service/missing. The Govt. of Haryana instructions have been adopted by the University as such. The object of the rules is to assist the family of a deceased/missing employee, in tiding over the emergent situation, resulting from the loss of the breadearner while in regular service. On the death of an employee, the family of the employee would continue to receive financial assistance a sum equal to the pay and other allowances that was last drawn by the deceased employee in the normal course without raising a specific claim as under :- 1 (a) for a period of fifteen years from the date of death of the employee, if the employee at the time of his/her death had not attained the age of thirty five years. (b) for a period of twelve years or till the date the employee would have retired from Government service on attaining the age of superannuation, whichever is less, if the employee at the time of his/her death had attained the age of thirty-five years but had not attained the age of forty-eight years. (c) for a period of seven years or till the date the employee would have retired from Government service on attaining the age of superannuation, whichever is less, if the employee had attained the age of forty-eight years. 2. House Rent Allowance shall not be a part of allowance for the purposes of calculation of assistance. 3. The family of a deceased Government employee who was in occupation of a Government residence would continue to retain the residence on payment of normal rent/license fee for a period of one year from the date of death of the employee. 4. The eligibility to receive financial assistance under the rules shall be as per the provision in the Pension/Family Pension Scheme The family shall be eligible to receive family pension as per the normal rules only after the period during which he/she receives the financial assistance as above is completed. The request of the eligible nominee/legal heir of the deceased family will 6

10 be made in the prescribed Form as circulated by the Govt./University. On the receipt of this form, the department shall prepare/send a case (after getting the last salary drawn by the deceased employee duly verified from the Audit) alongwith service book to the Registrar through Controlling Officer for obtaining the necessary orders of the competent authority and issuing the orders so that the payment shall be released by the department. The payment will be released within one month by the department/office concerned. In case of inordinate delay, the responsibility will be fixed and necessary action will be initiated against the official at fault. VII. Final payment of C.P.F./G.P.F. :- When a subscriber dies, the amount standing to his credit in the General Provident Fund/Contributory Provident Fund is paid to his dependents. The interest shall be paid on the amount upto the end of twelve months after the month in which the amount becomes payable. As per the rules, the final payment of CPF/GPF can be drawn by the legal heir/nominee of the deceased employee after producing No Objection Certificate from all concerned. The request will be made in the prescribed form. Thereafter, the HOD will send the case in the prescribed Form after furnishing the complete information through the Controlling Officer to the Comptroller for final payment. This case will be supported with the service book and the copies of the NOC from all concerned. The service book should also contain the entry of the death of the employee as well as having obtained the NOC from all concerned. This entry should be duly attested/verified by the DDO/HOD concerned and the Audit. VIII. Family Pension (If the employee is/was in the Pension Scheme) :- Under Haryana Civil Services (Revised Pension) Part-II Rules, 2009, in case of death of an employee during service, if the service is more than one year but less than seven years, then minimum Rs.3500/- p.m. pension is admissible to his/her family w.e.f If service is more than 7 years, the family would get Enhanced Family Pension at the rates of pension what the employee would have drawn had he superannuated on attaining the age of 60 years at the pay drawn on the date of death while in service. This Enhanced Family Pension would be for 10 years after the completion of period of Financial Assistance. After that, the family would get normal family pension at the rate of 30% of basic pay of employee. Definition of family for entitlement of family pension (i) For the purposes of grant of family pension, the term family shall be categorized as under : - Category-I (a) widow or widower, upto re-marriage, or, as the case may be, 7

11 (ii) (iii) (iv) (b) death if the recipient remains un-married till death; son/daughter (including widowed daughter), upto the date of his/her marriage/re-marriage or till the date he/she starts earning or till the date he/she attains an age of 25 years, whichever is the earliest. Category-II (a) (b) unmarried/widowed/divorced daughter, not covered under Category-I above, till the date of marriage/re-marriage or till the date she starts earning or till the date of death, whichever is earlier; parents who were wholly dependent on the Government servant when he/she was alive provided the deceased employee had left behind neither a widow nor a child. Family pension to unmarried/widowed/divorced daughters in Category II and dependent parents shall be payable only after the other eligible family members in Category I have ceased to be eligible to receive family pension and there is no other eligible disabled child to receive the family pension. Grant of family pension to children in respective categories shall be payable in order of their date of birth and younger of them will not be eligible for family pension unless the next above him/her has become ineligible for grant of family pension in that category. The dependency criteria for the purpose of family pension shall be the minimum family pension of Rs. 3,500/- and dearness relief thereon. The childless widow of a deceased Government servant shall continue to be paid family pension even after her remarriage subject to the condition that the family pension shall cease once her independent income from all other sources becomes equal to or higher than the minimum prescribed family pension in the State Government. In all such cases, the family pensioner would be required to give a declaration regarding her income from all other sources to the Pension Disbursing Authority every six months. 3. All the cases for grant of assistance as mentioned above will be prepared by the concerned department/office where the employee was working and forwarded to the competent authorities. All these cases will be initiated along with the request of the dependent of the deceased family, death certificate, service book etc. of the deceased employee. The pre-requisite for sanction of the above payments/ assistance out of various funds are detailed in the Annexure A. 8

12 I. Employees Welfare Fund : (i) (ii) (iii) (iv) (v) II. GSLIS : (i) (ii) (iii) (iv) (v) (vi) PRE-REQUISITES FOR PAYMENTS Application from the nominated family member/legal heir. ANNEXURE-A Service book with entry of death of the employee duly attested/verified by the DDO/HOD concerned and Audit. Certificate from the DDO/HOD that the deceased was a regular Rs. p.m. and when was the last deduction made duly verified by the Audit. Attested copies of the Death certificate and nomination form duly accepted by the competent authority. Application with the recommendations of the HOD/Controlling Officer is to be forwarded to the Comptroller for payment. Application from the nominated family member/legal heir. Service book with entry of death of the employee duly attested/verified by the DDO/HOD and Audit Original Death Certificate issued by the Registrar, Birth & Death Registration Authority/competent authority. Certificate from the DDO/HOD that the deceased was a regular contributor towards GSLIS and that his name was sent to the Comptroller s office on 1st June while sending the list of employees to be covered under GSLIS. Application in the prescribed proforma with the recommendations of the HOD/ Controlling Officer is to be forwarded to the Comptroller for payment. Attested copy of the nomination form and the receipt of the nominee. III. Ex-Gratia Grant : (i) (ii) Application alongwith affidavit from the nominated family member/legal heir. Service book with entry of death of the employee duly attested/verified by the DDO/HOD & Audit. (iii) Confidential Reports File alongwith gist of the CRs/SARs of the deceased employee. 9

13 (iv) Application in the prescribed proforma with the recommendations of the HOD/ Controlling Officer is to be forwarded to the Comptroller for payment. IV. Payment of Leave Encashment : (i) (ii) (iii) (iv) Application from the nominated family member/legal heir. Service book with entry of death of the employee duly attested/verified by the DDO/HOD & Audit. No dues certificates may be obtained from the DEO, Nehru Library, Faculty Club/Community Centre, Appointing authority, Bank concerned (if loanee) and the Department and the entries thereof are also to be made in the service book duly attested/ verified by the DDO/HOD & Audit. Case with the recommendations of the DDO is to submitted for sanction to the competent authority. V. Payment of Death-cum-Retirement Gratuity : (i) (ii) (iii) (iv) (v) Application from the nominated family member/legal heir. Service book with entry of death of the employee and all certificates required for pension recorded in service book duly attested by the DDO/HOD. No dues certificates may be obtained from the DEO, Nehru Library, Faculty Club/Community Centre, Appointing authority, Bank concerned (if loanee) and entry thereof in the service book duly attested by the DDO/HOD. Original or attested copy of the death certificate and personal file. Recommendations of the HOD/Controlling Officer, if any deduction is required to be made from the gratuity due to unsatisfactory work of the official or any dues of the University made to the Comptroller for sanction. VI. Compassionate Financial Assistance : (i) (ii) (iii) Application (alongwith death certificate) and an undertaking on affidavit in view of employment/remarriage from the nominated family member/legal heir. Service book or attested photocopy thereof with entry of death of the employee duly attested/verified by the DDO/HOD & Audit. No dues certificates may be obtained from the DEO, Nehru Library, Faculty Club/Community Centre, Appointing authority, Bank concerned (if loanee) and the Department and the entries thereof are also to be made in the service book duly attested/ verified by the DDO/HOD & Audit. 10

14 (iv) (v) Detail of the last emoluments (Pay + GP + Allowances) drawn by the deceased duly attested/verified by the DDO/HOD & Audit. Application, alongwith service book, No Objection Certificates from all concerned alongwith recommendations of the Controlling Officer is to be sent to the Registrar for necessary approval and issue of orders. VII. Final payment of C.P.F./G.P.F. :- (i) (ii) (iii) (iv) VIII. Family Pension (i) (ii) (iii) (iv) Application in the prescribed form (alongwith death certificate & two attested photos, personal identification mark slip, two signatures duly attested) from the nominated family member/legal heir. Service book with entry of death of the employee duly attested/verified by the DDO/HOD & Audit. No dues certificates may be obtained from the DEO, Nehru Library, Faculty Club/Community Centre, Appointing authority, Bank concerned (if loanee) and the Department and the entries thereof are also to be made in the service book duly attested/ verified by the DDO/HOD & Audit. Applications in the prescribed form alongwith service book duly attested photocopy of nomination form, No Objection Certificates from all concerned with the recommendations of the Controlling Officer is to be sent to the Comptroller for payment. Application in the prescribed form (pension set) with the affidavits, photos and death certificate from the nominated family member/legal heir. Service book with entry of death of the employee and all required certificates for pension to be recorded in the service book duly attested by the DDO/HOD. No dues certificates may be obtained from the DEO, Nehru Library, Faculty Club/Community Centre, Appointing authority, Bank concerned (if loanee) and the Department and the entries thereof are also to be made in the service book duly attested (verified by the DDO/HOD & Audit). Application, alongwith service book, No Objection Certificates from all concerned alongwith recommendations of the Controlling Officer is to be sent to the Comptroller for issue of PPO. 11

15 APPLICATION FOR RELEASE OF ASSISTANCE OUT OF EMPLOYEES WELFARE FUND 1. Full information of the deceased University Employee : (i) Name & Designation : (ii) Deptt./office : (iii) Date of Birth : (iv) Date of joining of employee : (v) Date of death (with proof) : (vi) Pay scale : 2. Full information of Applicant/claimant (i) Name : (ii) Full Address : (iii) Relationship with the deceased : University employee 3. Any other information : It is requested to release the assistance out of the Employees Welfare Fund as per HAU rules. Encl : Place : Date : Death Certificate Signature of the applicant 12

16 Subject : Grant of assistance out of Employees Welfare Fund (EWF) in respect of Sh./Smt.. Sh./Smt. S/o, W/o was working as in this office/department. Sh. Smt. s/o, w/o late has requested for grant of assistance out of Employees Welfare Fund (EWF). Late Sh./Smt. has expired on as per death certificate issued by. As per nomination, the payment is to be made to Sh./Smt. s/o, w/o of the deceased employee. The deceased employee was contributing towards Rs. per month and last deduction of EWF contribution was made from the salary in the month of (to be got verified from the Audit). Therefore, the financial assistance of Rs. is admissible. An immediate assistance of Rs. has already been given to the family of the deceased employee. Therefore, full/balance amount of Rs. is payable to the nominee. The case is recommended and forwarded to the Controlling Officer for onward transmission to the Comptroller. Controlling Officer Head of Department (alongwith signature & stamp) The above case has been checked and is in order. So the case of the nominee of late Sh./Smt. for making the payment of Rs. on account of financial assistance out of EWF is recommended and forwarded to the Comptroller. Controlling Officer (alongwith signature & stamp) The case of in respect of late Sh./Smt. for making the payment of Rs. on account of financial assistance out of EWF is in order and is submitted to the Comptroller for sanction/approval please. 13

17 APPLICATION FOR RELEASE OF PAYMENT OF GSLIS 1. Full information of the deceased University Employee : (i) Name & Designation : (ii) Deptt./office : (iii) Date of Birth : (iv) Date of joining of employee : (v) Date of death (with proof) : (vi) Pay scale : 2. Full information of Applicant/claimant (i) Name : (ii) Full Address : (iii) Relationship with the deceased/ : University employee 3. Any other information : It is requested to release the payment of GSLIS as per HAU rules. Encl : Death Certificate Place : Date : Signature of the applicant 14

18 LIFE INSURANCE CORPORATION OF INDIA GSLI CLAIM FORM B ANNEXURE-II Divisional Office KARNAL (To be completed by the Master policy holder for claiming benefits under the Group Savings Linked Insurance Scheme on death of a member) 1. Name of the Master Policy Holder COMPTROLLER, CCSHAU, HISAR 2. Master Policy No. GSLI Date of commencement Full name of the deceased employee 4. Employee No./Sr. No. in the list of members 5. Date of birth 6. Date of joining service 7. Date of joining the scheme 8. Category/Salary Grade 9. Date of death 10. Amount of life insurance cover on the date of death 11. Amount of monthly contribution Risk Portion Savings Portion 12. If there has been any change/s in the monthly contribution during his membership indicate the date of change/s and the revised contribution/s 13. Amount of last monthly contribution 14. Due date for payment of the last monthly contribution (indicate day-month & year) 15. The date on which the last contribution was paid to the Corporation 16. Are there any gaps in premium and if so, give full particulars thereof. 17. Cause of Death 18. Nature of proof of death (please enclose original death registration certificate) 19. Was the member in the service of the employer on the date of death 15

19 20. Name of the beneficiary and relationship with the member 21. Additional information in case death has taken place within 3 years of date of joining the scheme (a) Was the member absent on the date of entry into the scheme (if so, give details of leave i.e. period of absence. Cause of absence, how the absence was treated by the employer and date of resuming duties) (b) Whether the contribution of the member was included in the monthly remittance for the scheme as a whole in the first month. Give details of amount and date of payment to LIC (c) The date of the Authority-cum-declaration form signed by the employee (d) Was the member alive on the date the salary was disbursed and out of which the deduction of contribution to the GSLI scheme to cover the first premium was made by the employer. We hereby declare that the answers to the above questions are true in every respect and the deceased member was eligible for the above benefits as per the rules of our GSLI Scheme and contributions were paid in respect of him strictly as per the rules of the scheme. Controlling Officer Head of department Dated at this day of WITNESS Signature Name Address Detail of premium Signature of the Master policyholder 16

20 CCS HARYANA AGRICULTURAL UNIVERSITY, HISAR FORM OF APPLICATION FOR EX-GRATIA GRANT PART-A Application from the family of Late Dr./Sh./Smt. employed as in the office/deptt. of. 1. Name and full address of the applicant 2. Relationship to the deceased employee 3. Date of birth of the HAU employee 4. Name and age of surviving relation of deceased a) Widow/husband b) Sons Name Age c) Unmarried daughters d) Widow daughters e) Parents wholly dependent on the deceased HAU employee f) Widowed/unmarried sisters 5. General financial condition of the family (to be indicated in affidavit proforma A/I) 6. Any other source of income 7. In case the widow/or any member of the deceased is employed, give detail of employment indicating the monthly emoluments drawn in each case. 8. Any other relevant information Place : Date : Signature of applicant 17

21 ASSISTANCE OUT OF EX-GRATIA GRANT AFFIDAVIT I, W/o /S/o R/o solemnly affirm and declare as under :- That the following property was with my husband/father and with the members of his family at the time of death. (a) (b) (c) (d) (e) Detail of deposit in bank/post office. Amount of General Life Insurance & income on other investments. Detail of cash/jewellery. Details of movable/immovable property and other investments. If any amount is received from ex-gratia policy, details of the same. 2. Family members who are in Government/University service (Income in each case be mentioned) Sr. Age No Name of member and relationship with deceased Whether married or unmarried 3. The following are the sources of income of family members :- (a) (b) (c) 4. I was fully dependent on the deceased/university employee. Detail of job & monthly income VERIFICATION DEPONENT I further hereby declare that the information given in the application form under the ex-gratia scheme and in the affidavit is correct and true to the best of my knowledge and belief and nothing has been concealed therein. DEPONENT 18

22 PART-B (To be filled by the Head of office/department) 1. Name of the deceased employee 2. Circumstances under which the employee died 3. Length of service 4. Date of birth 5. Details of monthly emoluments drawn at the time of death (with pay scale) 6. Financial conditions of the family alongwith exceptional features, if any. 7. Record of service alongwith exceptional features, if any 8. Property owned by the deceased employee (copy of property declaration be attached) 9. Period between date of retirement and date of death. 10. a) Benefits which would have been accrued to the deceased by way of GPF/CPF, gratuity, if he had retired in the normal course. b) Benefits which his family will not receive as CPF/GPF/Gratuity 11. Amount of CPF/GPF at the credit of the deceased employee at the time of death. 12. Where are the sons of the deceased settled and what are their monthly income 13. Amount of ex-gratia grant recommended Note : Lump-sum grant equal to 10 times the last emoluments drawn before the employee s death subject to a minimum Rs.10,000/- and a maximum of Rs.25,000/- provided the record of service of the deceased is not exceedingly adverse, say in the matter of integrity. Place : Dated : Signature of the Head of office/deptt. 19

23 PART-C (For use of Administrative Department/Head of Deptt.) 1. Recommendations by the Head of the Department 2. Recommendations by the Controlling Officer PART D Forwarded to the Comptroller for sanction and payment of ex-gratia grant as per HAU rules. (ii) The CR/SAR file, service book and personal file of Dr./Sh./Smt. are enclosed herewith. 20

24 APPLICATION FOR PAYMENT OF LEAVE ENCASHMENT 1. Full information of the deceased University Employee : (i) Name & Designation : (ii) Deptt./office : (iii) Date of Birth : (iv) Date of joining of employee : (v) Date of death (with proof) : (vi) Pay scale : 2. Full information of Applicant/claimant (i) Name : (ii) Full Address : (iii) Relationship with the deceased/ : University employee 3. Any other information : It is requested to release the payment of Leave Encashment as per HAU rules. Encl : Death Certificate Place : Date : Signature of the applicant 21

25 APPLICATION FOR RELEASE OF DEATH-CUM-RETIREMENT GRATUITY 1. Full information of the deceased University Employee : (i) Name & Designation : (ii) Deptt./office : (iii) Date of Birth : (iv) Date of joining of employee : (v) Date of death (with proof) : (vi) Pay scale : 2. Full information of Applicant/claimant (i) Name : (ii) Full Address : (iii) Relationship with the deceased/ : University employee 3. Any other information : It is requested to release the Death-cum-Retirement Gratuity as per HAU rules. Encl : Death Certificate Place : Date : Signature of the applicant 22

26 DEPARTMENT OF CCS HAU, HISAR Subject : Death-cum-Retirement Gratuity (DCRG) in respect of late Dr./Sh./Smt.. Dr./Sh./Smt. (designation) has expired on. Legal heir/nominee of Dr./Sh./Smt. has made a request for release of Death-cum- Retirement Gratuity in respect of him/her. He/she joined HAU service on. He/she was on EOL from to (total period = ). He/she has thus rendered total qualifying service in HAU for years, months and days. He/she has satisfactory record of service to his/her credit under Rule 6.16-A of Pb. CSR Vol.II. Death-cum-Retirement Gratuity is payable to him/her/his family/ legal heirs as per calculations below :- Last Basic Pay + Grade Pay + % Total emoluments = Rs. Gratuity = No Dues Certificates have been obtained from all concerned i.e. DEO, Nehru Library, Faculty Club/Community Centre, and the Departments Funds are available in the Department. It is proposed that above gratuity may be recommended in favour of Sh./Smt./Dr. and the case may be sent to the Comptroller through Controlling Officer for according financial sanction. Head of Department 23

27 CONTROLLING OFFICE The information/particulars as furnished above has/have been checked with reference to the service book/record is/are correct. The case is recommended to the Comptroller for according sanction of Rs. as Death-cum-Retirement- Gratuity to the claimant - Dr./Sh./Smt.. COMPTROLLER OFFICE This is a Death-cum-Retirement gratuity case in respect of Dr./Sh./Smt. which may kindly be perused. 2. The service has already been verified in service book. No Dues Certificates from all concerned have been obtained and entry made in the service book. The Head, Deptt. of and (Controlling Officer) have recommended gratuity amounting to Rs.. Funds are available in the concerned department/office. The case has been examined and found in order. 3. The gratuity has been calculated as under :- Last Basic Pay + GP+DA ( 4 ) X completed half years 4. The case is submitted for sanctioning a retirement gratuity of Rs. (Rupees only) in favour of Dr./Sh./Smt., Department/office of please. 24

28 APPLICATION FOR COMPASSIONATE FINANCIAL ASSISTANCE 1. Full information of the deceased University Employee : (i) Name & Designation : (ii) Deptt./office : (iii) Date of Birth : (iv) Date of joining of employee : (v) Date of death (with proof) : (vi) Date of missing : (vii) Pay scale : 2. Full information of Applicant/claimant (i) Name : (ii) Full Address : (iii) Relationship with the deceased/ : missing Government employee (iv) Detailed information regarding : Dependents of deceased/missing Government employee Sr. No. Name Relationship Age/date of birth Occupation Married/unmarried Monthly income of family from all sources : 4. Any other information : Encl : (i) Death Certificate (ii) An undertaking on affidavit in view of employment/remarriage Place : Date : Signature of the applicant 25

29 DEPARTMENT OF CCS HAU, HISAR Subject : Compassionate Financial Assistance in respect of late Dr./Sh./Smt.. Dr./Sh./Smt. (designation) has expired on. Legal heir/nominee - he/she of Dr./Sh./Smt. has made a request for payment of Compassionate Financial Assistance. The date of birth of the deceased employee is and he/she has joined the University service on. He/she was due for normal retirement on attaining the superannuation on. 2. As per Sr. No. 5(1) (b) & 5 (2) of State Govt. Notification dated adopted in the University vide Endst. No dated and clarification received from the Govt. vide letter dated and adopted by the University vide Endst. No. Admn.E.3/08/ dated , on the death of any employee, the family of the employee would continue to receive as financial assistance, a sum equal to the pay and other allowances that was last drawn by the deceased employee in the normal course without raising a specific claim for a period of 7 years or till the date the employee would have retired from Govt. service on attaining the age of superannuation whichever is less, if the employee had attained the age of 48 years and above. The family shall also be eligible to receive family pension as per normal rules (if the deceased employee has opted pension) after the period of financial assistance is over. 3. The detail of the last salary drawn by the deceased employee is as under :- (i) (ii) (iii) (iv) (v) (vi) Total : Basic Pay Grade Pay NPA Special Pay ADA FMA (if opted) 4. No Dues Certificates have been obtained from all concerned i.e. DEO, Nehru Library, Faculty Club, Community Centre, Bank (if loanee) and the departments. Nothing is due against him. The legal heir/nominee he/she of the deceased employee is entitled for Compassionate Financial Assistance for a period w.e.f. Rs. p.m. (BP+GP+SP+NPA+FMA+ADA). 26

30 Increase in ADA from time to time will also be admissible. Thereafter, he/she will be entitled to family pension (if the deceased employee was in pension scheme), as per rules. It is proposed that the above case may be recommended to the Registrar through Controlling Officer for issuing the necessary orders of Compassionate Financial Assistance as per rules. CONTROLLING OFFICER The above case has been checked and is in order. So, the case of the nominee of Late Sh./Smt./Dr. for making the payment of Rs. p.m. w.e.f. to on account of financial assistance is recommended and forwarded to the Registrar for obtaining the sanction of the Vice-Chancellor and issuing necessary orders. REGISTRAR OFFICE This is a case of Compassionate Financial Assistance in respect of Sh./Smt./Dr. which may kindly be perused. The information furnished above is correct. In view of the same, may submit the case to the Vice-Chancellor for approval of Compassionate Financial Assistance of Rs. p.m.(bp+gp+ NPA+SP+ADA+FMA) w.e.f. to in respect of Late Sh./Smt./Dr. to Sh./Smt. legal heir of the deceased family whereafter the necessary administrative orders will be issued. The increase in ADA from time to time will also be admissible. Thereafter, the family of the deceased employee (if pension opted) will be entitled to the family pension as per HAU Pension Rules please. 27

31 To The Comptroller, CCS HAU, Hisar. Sub :- Final payment of CPF/GPF. Sir, (Through Proper Channel) It is requested that arrangements may kindly be made for payment of the accumulation in the Contributory Provident Fund/General Provident Fund account No. of Sh/Smt.. Necessary particulars required in this connection are given below : 1. Name of University employee. 2. Date of joining. 3. Date of birth. 4. Date of death. 5. Post held by University employee at the time of death. 6. Proof of death in the form of death Certificate issued by the Municipal Authority etc. 7. (a) GPF account No. (b) CPF account No. 8. The amount of CPF/GPF money standing to the credit of the subscriber at the time of his/her death is Rs.. as per annual statement. 9. Details of nominee(s) alive on the date of death of the subscriber (if nomination subsists) are as under : Name of nominee Relationship with Subscriber Date of birth of Nominee Share of the nominee 10. In case no nomination subsists the details of surviving member(s) of the family on the date of death of the Subscriber as under: (i) (ii) Name Relationship with the subscriber (iii) Date of birth 28

32 Note (for para 9 and 10 above) In case of minor nominee the claim should be supported by indemnity bond or guardianship certificate, as the case may be. 11. If the subscriber has left no family and no nomination subsists (the names of persons to whom the CPF/GPF money is payable should be supported by letter of probate or succession certificate etc): (i) (ii) Name Relationship with subscriber (iii) Date of birth (iv) (v) Address Religion of the claimants 12. The following documents duly attested by the Gazetted Officer/Magistrate are also attached. (i) (ii) Personal marks of identification Left/right hand thumb and finger impression (in case of illiterate claimants). (iii) Specimen signatures in duplicate (in case of literate claimants). (iv) Photograph in duplicate. Place : Name : Date : Address : Endst. No. Yours faithfully, Signature of Claimant Office of Deptt./office Forwarded to the Comptroller for necessary payment. 2. Certified that the claimant is the rightful nominee/ legal heir to receive the outstanding amount of CPF/GPF Account No in the name of Sh. for Rs.. 3. Signatures and photographs of the claimant are duly verified. 4. The entry of death has been made in the service book on page. and duly verified by the Head of Deptt. 29

33 5. Has the above entry been got verified from RSA under full signatures? 6. The date of bill from which last GPF/CPF deduction was made is 7. Details of recoveries, if any, duly verified from Audit are as under : 8. No Dues Certificate from others concerned (i.e. Librarian, DEO, Secretary, Faculty Club/Community Centre) are at Pages. of personal file. 9. It is certified that nothing is due against the subscriber except Rs.. as mentioned above. 10. The following documents are sent herewith : (i) (ii) Service Book. Personal file (Page 1 to ). (iii) Death Certificate (iv) (v) Nomination Documents as mentioned under para-12 of the applicant. Signature of HOD/Office Deptt./Office Date Note : Details whatever is inapplicable. 30

34 Sub: Final payment of GPF/CPF PUC is an application of Dr./Sh./Smt. Ex office of the received through proper channel for the refund of Contributory Provident Fund/General Provident Fund. 2. The total amount of Rs. + Interest Rs. upto is standing to his/her credit under CPF/GPF A/c No.. Orders of acceptance of resignation/termination/retirement/voluntary retirement may kindly be perused at. He/she joined University service on regular basis on and left on. 3. His/her service in the University since commencement of subscription of CPF is not/is less than three years. He/she is not entitled to get University share of CPF. 4. As per No Dues Certificate from Librarian ( ). Dy. Estate Officer ( ), Secretary, Community Centre/Faculty Club ( ) and Head of Deptt./Office ( ) and service-book page No., recovery of Rs. is due. 5. Consent of the subscriber for effecting this recovery out of his/her CPF/GPF is at. Audit verification of recoverable amount is at. 6. May refund the payment of CPF/GPF of Rs. (Rupees ) as per details given overleaf, please. 7. Payee s A/c Cheque in f/o. Asstt. 31

35 CHAUDHARY CHARAN SINGH HARYANA AGRIL. UNIVERSITY, HISAR FAMILY PENSION 1. Name & Designation of the deceased 2. Father/Husband's name 3. Date of birth 4. Date of entry into University service 5. Date of Death 6. Nature of claim 7. Relationship with the deceased 8. Postal Address 9. Permanent Address 10. Name of the family pensioner 32

36 FORM PEN 18 Form of letter to Controlling Officer for forwarding papers for the grant of family pension From To HOD concerned, CCS HAU, Hisar. The. (Controlling Officer) CCS HAU, Hisar. Memo No. Dated : Sub :- Grant of Family Pension. It is to point out that Sh... Designation died on His family has become eligible for the grant of family pension. Form PEN 17 duly completed is forwarded herewith for further necessary action. 1. University dues in respect of the deceased University employee will be recovered out of Death-cum-retirement gratuity as indicated in section II of Part-I of form PEN Your attention is invited to the list of enclosures which is forwarded herewith. Yours faithfully List of enclosures :- Sr.No. Particulars Head of Office 1. PEN 17 Application form duly completed (Rules 9.12(1), 9.24(1) (3) and (5) and 9.26 (1) and (5). 2. Service Book indicating date of death. 3. Specimen signatures/left hand thumb and finger impression of the claimant or guardian duly attested. 4. Three copies of passport size photograph of the claimant or guardian duly attested. 5. Two copies of descriptive roll of the claimant or guardian duly attested indicating height and personal marks. 33

37 6. Postal address of the claimant or guardian. 7. Annexure-I - Form of letter from HOD concerned to the widow/ Widower of the deceased employee for grant of family pension. 8. Annexure-II - Form of application for the grant of family Pension on the death of the employee - also see PEN 19 & Annexure-III - Form for sanctioning Family Pension. 10. Calculation sheet of Family pension. 11. No Dues Certificate in respect of long term advances & other Recoveries, if any, by HOD, Librarian, DEO, Faculty Club, Community Centre. 12. No. complaint/enquiry Certificate. 13. L.P.C. 14. Consent of the legal heir of the deceased University employee to recover the amount of advances, if any, alongwith interest taken out of University share of CPF alongwith interest taken out of own share of the employee and if there is still any short-fall, the consent to recover the balance out of other retiral benefits, if he/she opts for family pension. 15. Statement indicating reason for delay for not forwarding Application within prescribed time, as per PCSR Vol. II Rules. 16. Employment/Non-employment Certificate from spouse claiming Family pension. 17. Certificate of correctness of particulars/calculations by A&AO of the Controlling Officer. Endst. No. Dated : Forwarded herewith the pension papers in respect of.of the Deptt. of.... to the Comptroller, CCS HAU, Hisar. It is certified that the particulars furnished in the application and its enclosures including Commutation application are in order. Further necessary action to release the P.P.O. may be taken at his end. Signature (Designation of Controlling Officer) 34

38 (FORM PEN 17) See rules 9.22(1), 9.24(1), (3) and (5) and 9.26 (1) and (5) FORM FOR ASSESSING AND AUTHORISING THE PAYMENT OF FAMILY PENSION WHEN A UNIVERSITY EMPLOYEE DIES WHILE IN SERVICE To be sent in duplicate. PART I SECTION I 1. Name of the deceased University employee. 2. Father's name and also husband's name in the case of female Univ. employee. 3. Date of birth (by Christian era). 4. Date of death (by Christian era). 5. Religion and Nationality. 6. Office/department in which last employed. 7. Appointment held last (1) Substantive (2) Officiating 8. Date of beginning of service 9. Date of ending of service. 10 (i) Total period of military service for which pension/gratuity was sanctioned; and (ii) Amount and nature of any pension/gratuity received for military service 11. Amount and nature of any pension received for previous civil service, if any. 12. Deptt./office under which service has been rendered in order of employment. 13. The date on which intimation regarding the death of a Univ. employee was received by the Head of office. 14. The date on which action initiated to : (i) (ii) (iii) Obtain claim or claims from the Claimants in the appropriate form death -cum-retirement gratuity and family Pension as provided in rule Obtain the "No Dues certificate" from the HOD, DEO, Library, F.Club, Community Centre. Assess the Univ. dues other than the dues pertaining to occupation of Univ. 35

39 (iv) Accommodation as provided in rule 9.24(2). Assess the service and emoluments qualifying for death-cum-retirement Gratuity and family pension as provided in rules 9.22 and Whether nomination made for Death-cum- Retirement gratuity. 16. Length of service qualifying for Death-cum- Retirement gratuity/pension. 17. Period of non-qualifying service. (i) (ii) (iii) (iv) Interruption in service condoned under rule 3.17A. Extra-ordinary leave not qualifying for Gratuity. Period of suspension treated as non-qualifying From.. to. Any other service not treated as qualifying Service. Total period of non-qualifying service. 18. (a) Emoluments reckoning for Death-cum Retirement gratuity. (b) Amount of Death-cum-Retirement Gratuity. 19. If Family Pension Scheme 1964 applies. (i) Proposed family pension at : (a) (b) Enhanced rates (if service rendered at the time of death is more than seven years) as in para 2 of Appendix I to these Rules ) Ordinary rates (as in para 1 of Appendix 1 to these rules). (ii) Period of tenability of Family Pension Scheme, (a) Enhanced rates From To (b) Ordinary rates 20. Person to whom family pension is payable. Name : (Relationship with the deceased University employee) Full postal address 36