HIMACHAL PRADESH STATE ELECTRICITY BOARD. [A HP Govt _ Undertaking]

Transcription

1 HIMACHAL PRADESH STATE ELECTRICITY BOARD [A HP Govt _ Undertaking] No. HPSEB/F&AlPen-I/Genl.lnst.l2013 To All the Chief Engineers, in HPSEB Ltd. Subject: - Expeditious disposal of Pension cases and Final withdrawal cases of GPF in respect of retiring employees of HPSEB Limited. Sir, ---- Our office has been endeavoring to ensure that all the retiring HPSEB Ltd., employees get their retirement benefits in time. Yet despite our best efforts, we are not able to do so due to various reasons. Some of the reasons of delay are non-submission of pension cases by DDOs in time, submission of incomplete cases, deficiencies In Service Books etc. As you are aware, pension papers are required to be forwarded to our office not later than six months before the date of retirement of HPSEB Ltd., employee as provided In rule 61(4) of CCS (Pension) Rules 1972, so that pensioner benefits coul be authorized to the retiring employees before the date of their retirement. The instructions in this regard have also been issued in the past from time to time. Despite these effort s, delay is still seen in certain cases. As a consequence, dues settlement process is delayed. The Board is also facing similar problem in respect of revision involved as a result of enhancement of grade pay w.e.f with financial bene 'it w.e.f The revised cases are not being sent to this office promptly due to which revision of pension and gratuity in respect of effected categories of employees retired between to are held up and individual~ concerned are approaching this office for the revision time and again. Secondly Finance & Accounts Wing is also facing problems in finalizing the GPF final payment cases. The final payment cases get delayed due to late submission of cases by the DDOs, non-filling of the required information in final payment applications and nondiscontinuation of subscription three months before the dote of retirement etc. To tide over the above problems, the Board has exctmlned reasons for delay and certain guidelines have been proposed in order to help the DDOsl Head of Offices so that the pension cases and GPF final payment cases could be authorized by F&A Wing In time. A copy of the some is enclosed herewith. It is requested that these Instructions are followed in letter and Spirit by all the DDOs In HPSEB Ltd. ~...O\i~ECTOR fi,.. I -;:)\0 1):3 1 '.) ~~ {~~/r~ tb~{\ "ft:- ~~ief Accounts Officer, HPSEB Ltd., Shimla ~er (L~cr Cont... 2/ ~. ~~'Z\L <~

2 :-2-: Copy of above for information and similar necessary action is forwarded to: 1. The Ma'laging Director, HP Power Corpn. Ltd. Panjri, tutikandi Shimla. 2. The Managing Director BVPCL, Jogindernagar, Distt. Mandi (HP). 3. The Managing Director, HPTCL Barowalia House, Khalini, Shimla The Director (Personnel), SJVNL, Himfed Bldg. Shimla The Executive Director (Pers.), HPSEBL Vidyut Bhawan, Shimla All the ~~ Chief Engineers/Superintending Engineers in HPSEB Ltd., Shimla All the Add/. Superintending Engineers/ Executive Engineers/ Resident Engineers in td. The Superintending Engineer (IT) HPSeB Ltd., Shimla-4 for uploading the above communi ation and enclosed instructions on HPSEBL website. 9. The Resident Audit Officer, HPSeB Ltd., Shimla The Land Acquisition Officer, HPSEB Ltd., Mandi (HP). 11. The Dy. Secretary (Law), HPSEB Ltd., Shimla The Add!. Secretary-cum-PS to Chalrman-cum-Managing Director, HPSeB Ltd., Shimla The Spl. Pvt. Secretaries/Sr. PS/PS to CMD/Directors.lED(Pers.) in HPSEBL Sectt.

3 Pension Cases. 1. Late submission of Pension cases. Pension cases are required to be submitted to the Accounts Officer (Pension), F&A Wing, HPSEB Ltd., Shim'la-4 six months before the date of retirement of HPSEB Ltd., employee as prescribed under the provisions of Rule 61(4) of C.C.S (Pension) Rule At certain times, the cases are received after the retirement date of the Company's employee resulting in delay In finalization of such cases. Further pension cases ['eturned by our office with certain observations are not returned quickly by the DDOs of ' er complying with our observations which eventually results in delay in authorizing pensl cmary benefits to the retirees. It is therefore requested that pension cases should be;ent to this office as mentioned above without fai't after upto date vetting of pay fixations and any observation communicated by this office should be responded to quickly. 2. Non-supply of lists of pensioners in advance. In terms of rule 56 of C.C.S (Pension) Rules, 1972, every Head of Department/ DDO st should get a list prepared from the heads of offices every six mont~s i.e. on 1 of January and 1 st of July of each year of all HPSEB Ltd. employees under their control who are due to retire in the next 24 to 30 months and ensure that the consolidated list so prepared reaches the office of Chief Accounts Officer not later than 31 st January and 31 st July of the year respectively, We have observed that provis,ions of above rule are no being followed by any of the H ead of Department. Though some heads of offices individually send the lists of retirees directly to our office, which does not help the Heads of Department in monitoring the progress of preparation of pension cases in his/her Wing. It IS therefore requested that procedure discussed above may ki~dly be made operational. 3. Deficiencies in Service Books. It has also been observed that while sending the pension ccses to this office, the entries of service verification, pay fixation and non-qualifying period of service are not recorded In the Service Books under proper attestation by the competent authority in most of the cases. All the concerned should make efforts to remove such deficiencies. In the case of EOL, it should be clearly mentioned whether the same has been O'.'ailed on medical ground or on other grounds. 4. Submission of incomplete pension papers", In many cases Form-7 prescribed under pension rules is not Signed by the Head of Office. Further non-qualifying period IS also not being shown in the relevant columns and sometimes departmental or j udicial proceedings, if any, constituted against the Company's employee are also not mentioned in the relevant columns. In many cases, Form-1 relating to commutation of pension is not Signed by the retiree. In som ~ cases of pre-mature retirement, commutation forms are sent alongwith pension papers before completion of notice period of three months from retirement. The respective DDOs should scrutinize the cases carefully and ensure that the cases are sent to the office of Chief k:counts Officer HPSEBL Shimla duly completed in all respects.

4 5. Verification d qualifying services after 25 years service or five years before retirement. : Government of India decision No.(1) below rule 32 of C.C.S (Pension) Rules 1972 makes it obligatory that whmever a HPSEB Ltd., servant is completing 25 years of service or is left with five years of se vice, whichever is earlier, the Head of Office in consultation with the Accounts Officer (P nsion) F&A Wing Shimla shall in accordance with the ru les in force, verify the service rendered by such Company's employee, determine the qualifying service and communicate the same to him/her in Form 24. No office(s) of HPSEBL are following this practice. If such procedure is adopted In true spirit, the pension f 'inalization can be made much faster and efficient. 6 Grant of Pro isional Pension in certain isolated cases : Each Head of Office should endeavor to submit the complete pension case to the office of CAO HPSEBL Shimla-4 well in advance as stated herein above, but there may be isolated cases, where a reasonable delay in finalization of pension case is apprehended due to non-settlement of pay fixation case(s) or due to other reasons. ihe Head of Office lin such cases, may allow provisional pension under Rule-64 of CCS (Pension) Rule 1972 under intimation to A.O (Pension) HPSEBL Shlmla-4 to avoid financial hardship to the retiree as well as well as family of expiree. While submitting complete pension case to A.O (Pension), HPSEBL, Shlmla-4, It should be specifically mentioned that the retiree/expiree has been granted provisional p ~ nsion which is adjustab'le in final pension to be authorized by the A.O (Pens ion) General Provident Fund cases ~ J ~ 1. The Governl'rent of India's decision (1) under rule 7 of General Provident Fund (Central Services) R Jles 1960, provides that the deduction of subscription should be got discontinued compu k:orily before three months from the date of retirement of GPF subscriber. No cred t on account of arrear etc., should also be given to the GPF accounts if an emp l'oyee is left I'/ith less than 3 months for retirement. This order should be followed strictly by all the DDOs. 2. Further the Govt, of Indio's decision (12) under rule 12 of General Provident Fund (Central Services) Rules 1960, prescribes inter-alia that "no temporary advance should be sanctioned during th! last three months of serv.ice In order to enable the Accounts Officer (CAO's office) to complete the task of issuing authority for payment one month before retirement. No part, final Withdrawal shall also be per mitted during this period. However in exceptional circumstances, which should be rare, part-final withdrawal may be sanctioned with the approval of Chief Accounts Officer. In that event, the de'lay in settlement of final payment, If any, will be the responsibility of the subscriber himself". Thus all the' DDOs/other concerned Officers should ensure that the orders mentioned In Para 1 and 2 above are complied with strictly so that the final payment cases could be settled on t ime. The DDOs are requested to submit the cases of final payment of GPF to the office II f Chief Accounts Officer immediately after discontinuation of GPF subscription of retiring GPF subscribers i.e. 3 months before the retirement.

5 3. In case, a retiring subscriber wants to retain his/ her GPF CiI 'cumulation in terms of HP Government Notification No. Fin[c]A(3)-6/96-II dated 28/8/2007 adopted in HPSEB Ltd., vide No. HPSEB (SECTT) R&E-14-80/ datl~d 30/10/2007 beyond prescribed period, he may be permitted to do so by the concerned i-iead of Office. But in majority of the cases, the permission of the concerned authority is neither obtained nor sent alongwith the case to CAO office, resultantly retention cases are not settled well in time. Therefore, it should be ensured that permission of Head of Offic ~ to retain the balance should invariably be obtained by the subscriber and sent with such case to CAO office. 4. It has been noticed that the details of the advance/withdrawals sanctioned/ disbursed by the DDOs to the retirees during 12 months preceding the date of retirement are not mentioned in column No.4 of Part-II of the GPF Final Payment Form prescri bed in Appendix-D of General Provident Fund (Central) Services Rul~s, The last subscription/ deduction made to the fund is not mentioned by the H.O.O/DDO. 5. It has also been noticed that the advances/ withdrawals are sanctioned by the Head of the office without ascertaining the balance available in the accounts of the subscribers and advances are sanctioned more than the available balance in their ccounts which results In minus balances. Before sanctioning any advance or withdrawal from the GPF account of a subscriber, sanctioning authorities should ensure that sufficient balanc e exists to cover such advance or withdrawal