Pension Guidelines



I.                   Age of Retirement on Superannuation

Every Government employee of group “A”, “B” or “C” shall retire from service on the afternoon of the last working day of the month in which he attains the age of 58 years. In the case of group ‘D’ employees the age of retirement is 60 years.

Provided a Government employee, whose date of birth is the Ist of a month, shall retire from service on the afternoon of the last working day of the preceding month in which he attains the age of 58 or 60 years, as the case may be.

                                                                  (Rule 3.26 of C.S.R. Vol. I, Part I)

II.        Admissibility of Pension

In cases where total qualifying service at the time of retirement is less than ten years, no pension is admissible. In such case only service-gratuity is admissible.

                                                                                    (Rule 6.16 (1) of C.S.R. Vol. II)

Superannuation pension is granted to a Government employee who retires at a particular age as mentioned in para I above.

            Government employee who retires or is required to retire under the provision of Rule 5.32A or 5.32B of Pb. C.S.R. Vol.II shall be entitled to get retiring pension and gratuity.

            Government employee who seeks voluntary retirement after completion of twenty years qualifying service, is also entitled to retiring pension and gratuity.

                                                                                    (Rule 5.27 to 5.32 of C.S.R. Vol. II)

            Employees retiring from Government Service without confirmation (i.e., as temporary Government employees) in any post on or after 5th February, 1969, will be entitled to invalid/retiring/superannuation pension as the case may be and also death-cum-retirement-gratuity on the same basis as admissible to permanent Government employees. In case of death of temporary employees while in service his family will also be entitled to similar benefits as are admissible to the families of permanent Government employees on their death while in service.

                                                                               (Rule 3.17 A-(f) of Pb. C.S.R. Vol. II)  

III. Service Qualifying for Pension

            The following periods of service/leave of Government employee are counted as service qualifying for pension:-

(a)        The service must be under Government. It should be on regular basis and paid by the Government.                                                        (Rule 3.12 of C.S.R. Vol.II)

            (a)        All service interrupted or continuous followed by confirmation shall be treated as qualifying service; the period of break shall be omitted while working out aggregate service.

            (b)        Extra-orindary leave counted towards increments under rule 4.9(b) (ii) of Punjab Civil Sercvices Rules, Vol.I, Part I, will be counted towards service qualifying for pension.

            (c)        Periods of suspension/dismissal/removal/compulsory retirement followed by re-instatement will count for pension to the extent permissible under rule 4.17 of C.S.R. Vol. II read with rule 7.3 of C.S.R. Vol. I, Part I.

            (d)        Resignation from the public service or dismissal or removal from it for misconduct, insolvency, inefficiency, not due to age, or failure to pass a prescribed examination will entail forfeiture of past service in terms of rule 4.19 (a) of C.S.R. Vol.II.

            (e)        An interruption in service of a Government employee caused by willful absence from duty and unauthorized absence without leave will as hitherto entail forfeiture of past service.

            (f)         Persons paid from contingencies provided that half of the period of services of such persons paid from contingencies rendered from February, 1973 onwards for which authentic records of service is available will count as qualifying service subject to the following conditions that the same:-

-                      should be in a job involving whole time employment and not part time or for a portion of a day.

-                      should be in a type of work/job for which regular post should have been sanctioned.

-                       Should have been continuous and followed by absorption in regular employment without a break.

(g)                The entire service rendered by an employee as worked charged shall be reckoned towards retirement benefits provided;

(i)            such service is followed by regular appointment.

(ii)                there is no interruption in the two or more spells of service or the interruptions fall within condonable limits; and

(iii)               such service is a whole time employment and not part-time or portion of day.                                                                                        (Rule 3.17-A of C.S.R. Vol. II)

Those Group ‘C’ and ‘D’ employees who were required to undergo departmental training relating to jobs before they are put to regular employment, such training period followed immediately by regular appointment is treated as qualifying service for pension.                                                                                           (Rule 4.12A of C.S.R. Vol. II)

Periods which are not counted as Qualifying Services

(a)                Boy service, i.e. service rendered prior to acquiring the age of eighteen years;

(b)                Service as Apprentice.

(c)                Period of suspension, if adjudged as a specific penalty and not allowed to count as duty or leave of the kind due, on reinstatement.

(d)                Over stayal of leave and Extra-oridinary leave other than that which counts for increment.

(e)                Services paid by fees and commission.

(f)                 Services paid from Trust-funds or local funds

(Rule 3.9, 3.23, 3.32,3.33,3.34,3.35,4.7, 4.17 and 4.20 (b) of C.S.R. Vol. II)

IV.       Amount of Pension

            The amount of pension may be determined by the length of qualifying service which for the purpose of pension shall be calculated in terms of completed six monthly period. The fraction of a year equal to three months or more shall be treated as a completed six monthly period.

                                                                                    (Rule 6.1 of C.S.R. Vol. II)

            Pension is fixed in rupees and shall be rounded off to the next higher rupee. In other words the fraction of a rupee shall be rounded off to next higher rupee.

                                                                                    (Rule 6.2 of C.S.R. Vol. II)

            Pension is fixed in rupees and is payable in India.                      

                                                                                    (Rule 6.3 of C.S.R. Vol. II)

            The pension will be calculated on average emoluments drawn during the last 10 months immediately preceding the date of retirement.

            The rates of pension for the employees who retire on or after-1-1-1996 have been revised and limits of their minimum and maximum of pensions have been raised to Rs. 1275/- and Rs. 12250/- per month respectively.

(Limits to be increased by 50% because of addition of 50% D.P. w.e.f. 1.4.2004)

            The term ‘emoluments’ for the purpose of calculating various retirement benefits shall mean basic pay as defined in rule 2.44 (a) (i) of C.S.R. Vol. I Part I, Say: Pay, Personal Pay & Special Pay.                                      (Rule 6.19-C of CSR Vol. II)

                        The formula for calculation of Pension is as under:-

            Ten month’s average                             Six monthly completed

            emoluments                                          periods of qualifying

                                                                        service (Maximum 66)

            ________________         X              __________________

2                                                                                                                    66

(Rule 6.16 (2) of CSR Vol. II.)

Pension on last Pay drawn fee 30.11.07


Note:   (i)         w.e.f. 7.12.2001 as per Noti. No. GSR-31/Const./Art. 309/2001 dated 7.12.2001, only basic pay without any Special Pay or Personal Pay to be treated for calculation of Pension as per rule 6.19 (C) of C.S.R. Vol. II as such so amended.

(ii)                w.e.f. 1.4.2004, 50% of Basic Pay i.e. Dearness Pay also to be counted for pension calculation as per F.D. Hr. No. 1/16/2004-3PR (FD) 17.5.2004.

V.        Retiring Pension

            The appointing authority shall, if it is of the opinion that it is in the public interest so to do, have the absolute right to retire any Government employee. Other than Class IV Government employee by giving him notice of not less than three months in writing or three months pay and allowances in lieu of such notice:-     

(i)                  If he is in Class I or Class II Service or post and had entered Government service, before attaining the age of thirty-five years, after he has attained the age of fifty years; and

(ii)        (a)        if he is in Class III service or post; or

(b)        if he is in Class I or Class II service or post and entered Government service after attaining the age of thirty-five years after he has attained the age of fifty-five years.

The Government employee would stand retired immediately on payment of three months pay and allowances in lieu of the notice period and will not be in service thereafter.                                                             (Rule 3.26 (d) of C.S.R. Vol. I, Part I)

A Government employee is entitled, on his resignation being accepted to a retiring pension after completing qualifying service of not less than thirty years, but a competent authority may permit the pension to be granted in special cases where the qualifying service is not less than 25 years.

A retiring pension is also granted to a Government employee who is required by Government to retire after completing twenty-five years qualifying service or more and who has not attained the age of fifty-five years.

                                                            (Rule 5.32A of C.S.R. Vol. II)

Retiring pension is also granted to an employee who is allowed to retire after giving 3 months notice or himself requests for retirement after giving such notice on attaining the age of 55 years (Also 50 years in case of Class I & II who entered the service before attaining the age of 35 years)

                                                                                (Rule 5.32A (c) of C.S.R. Vol. II)

VI.       Voluntary Retirement after Completion of twenty years Qualifying Service.

            This scheme is purely VOLUNTARY, the initiative resting with the Government employee himself and the Government have no reciprocal right to retire Government employee on its own.

            Government employee, who have put in not less than twenty years qualifying service may, by giving three months notice in writing to the appropriate authority, seek voluntary retirement from service.

            ‘Retiring Pension’ will be admissible under this scheme.

            A notice of voluntary retirement may be withdrawn subsequently only with the approval of appropriate authority and request for such withdrawal has to be made before the expiry of the said notice.

            Acceptance may generally be given in all cases except those:

(a)           In which disciplinary proceedings are pending or contemplated against the Government        employee concerned for imposition of major penalty and the disciplinary authority having regard to the circumstances of the case is of the view that the imposition of the penalty of removal or dismissal from service would be warranted in the case:   

(b)                In which prosecution is contemplated or may have been launched in a court of law against the government employee concerned.

In case the appointing authority does not refuse to grant permission for retirement before expiry of the notice period, the retirement shall become effective from the date of expiry of the said period.

The qualifying service as on the date of intended retirement of the Government employee seeking retirement under this scheme or rule 3.26(e) of CRS Vol. I Part-I with or without permission shall be increased by the period not exceeding five years, subject to the condition that the total qualifying service rendered by the Government employee does not in any case exceed thirty three years and it does not take him beyond the date of superannuation.

The weightage of five years shall not be admissible in case of those Government employees who are prematurely retired by the Government in public interest under the relevant rules.

The weightage, as quoted above, will not entitle the employee for any notional fixation of pay for purpose of calculating the pension and gratuity which will only be based on the actual emoluments calculated with reference to the date of retirement.

(Rule 5.32 B(I) of C.S.R. Vol. II read with Hr. Govt. F.D. No. 1/2(27)-79-IFR-I dated 1-8-1980 No. 1/2(27)-79-2FRII dated 2-3-1984).

VII.     Provisional Pension and Gratuity

            Rule 9.10-(1) The various stages of action laid down in rule 9.5 shall be strictly followed by the Head of office. There may be an isolated case where, inspite of following the procedure laid down in rule 9.5, it may not be possible for the Pension Sanctioning Authority to forward the pension papers referred to in rule 9.7 to the Audit Officer within the period prescribed in sub-rule (4) of that rule, or where the pension papers have been forwarded to the Audit Officer within the prescribed period but the Audit Officer may have returned the pension papers to the Pension Sanctioning Authority for eliciting further information before issue of pension payment order and order for the payment of gratuity. If the Pension Sanctioning Authority in such a case is of the opinion that the Government employee is likely to retire before his pension and gratuity or both can be finally assessed and settled in accordance with the provisions of these rules, he shall, without delay take steps to determine the qualifying years of service and the emoluments qualifying for pension after the most careful summary investigation that may be made. For this purpose he shall:-

            (i)            rely upon such information as may be available in the official records and

            (ii)        ask the retiring Government employee to file a written statement on plain   paper stating the total length of qualifying service including details of emoluments drawn       during the  last ten months of service but excluding the breaks and other non-qualifying periods of  service.  

(2)        The Government employees while furnishing the statement as in clause (ii) of sub-rule (1) shall, at the foot of the statement, make, and subscribe to, a declaration as to the truth of the statement.

(3)        The Pension Sanctioning Authority shall thereafter determine the qualifying years of service and the emoluments qualifying for pension in accordance with the information available in the official record and the information obtained from the retiring Government employee under sub-rule (1). He shall, then, determine the amount of provisional pension and amount of provisional death-cum-retirement-gratuity.

(4)        After the amount of pension and gratuity have been determined under sub-rule (3), the Pension Sanctioning Authority shall take further action as follows:-

(a)        he shall issue a sanction letter and endorse a copy thereof to the audit  Officer for authorizing payment at a treasury of the following:-

(i)       100% pension as determined under sub-rule (3) as provisional pension for a period not exceeding six months to be reckoned from the date of retirement of the Government employee; and

(ii) 100% of gratuity as provisional gratuity determined under sub-rule (3) after   deducting there from the dues mentioned in rule 9.17;

(b)               he shall indicate in the Sanction letter the amount recoverable from the gratuity under sub-rule (1) of rule 9.9.

The amount of provisional pension and gratuity payable under sub-rule (4) shall, if necessary, be revised on the completion of the detailed scrutiny of the records.

(a)        The payment of provisional pension shall not continue beyond the period of six months from the date of retirement of Government employee. If the amount of final pension and the amount of final gratuity, had been determined by the Pension Sanctioning Authority in Consultation with the Audit Officer before the expiry of the said period of six months, the Audit Officer shall-

                (i)            issue the pension payment order; and

(ii)           authorize the difference between the final amount of gratuity and the amount of  provisional gratuity paid under sub-clause (ii) of clause (a) of sub-rule (4) after adjusting the Government dues, if any, which may have come to notice after the payment of provisional gratuity. If the Government employee was an allottee of Government accommodation, the amount of gratuity withheld under sub-clause (ii) of clause (a) of sub-rule (4) should be refunded or receipt of no demand certificate from the Accounts Officer (Rent)/Rent Assessing Authority.    

(b)        If the amount of provisional pension disbursed to a Government employee under sub-rule (4) is on its final assessment found to be in excess of the final pension assessed by Audit Officer, it shall be open to the Audit Officer to adjust the excess amount of pension out of gratuity withheld under sub-clause (ii) of clause (a) of sub-rule (4) or recover the excess amount of pension in instalments by making short payments of pension payable in future.

(c)        (i)            If the amount of provisional gratuity authorized by the Pension Sanctioning

                            Authority under sub-rule (4) is larger than the amount finally assessed, the      

                             retired Government employee shall not be required to refund excess amount 

                            actually disbursed to him.

                (ii)           The Pension Sanctioning Authority shall ensure that chances of authorizing the 

                            amount of gratuity in excess of the amount finally assessed are minimized and        

                            the official responsible for the excess payment shall be accountable for the over-    


(7)     If the final amount of pension and gratuity have not been determined by the Pension Sanctioning Authority in consultation with the Audit Officer within a period of 6 months referred to in clause (a) of sub-rule (6) the Audit Officer shall treat the provisional pension and gratuity as final and issue pension payment order immediately on the expiry of the period of 6 months.

         Rule 9.15-(1) (a) In respect of a government employee referred to in rule 2.2 of these rules, the Audit Officer shall authorise the provisional pension equal to the maximum pension which would have been admissible on the basis of qualifying service up to the date of retirement of the Government employee, or if he was under suspension on the date of retirement, upto the date of immediately preceding the date on which he was placed under suspension.

(b)               The provisional pension shall be authorized by the Audit Officer during the period commencing from the date of retirement up to and including the date on which, after the concluding of departmental or judicial proceedings, final orders are passed by the competent authority.

(c)                No gratuity shall be paid to the Government employee until the conclusion of the departmental or judicial proceedings and issue of final orders thereon.

(2)        Payment of provisional pension made under sub-rule (1) shall be adjusted against final retirement benefits sanctioned to such Government employee upon conclusion of such proceedings but no recovery shall be made where the pension finally sanctioned is less than the provisional pension or the pension is reduced or withheld either permanently or for a specified period.

VIII.     Family Pension (To be paid after completion of Financial Assistance).

            The rates of family Pension as per Appendix 1 of Pb. C.S.R. Vol.II and as amended from 1.1.1996 are 30% of Basic Pay Subject to minimum of Rs. 1275 and maximum of Rs. 7350/-. (Limits to be increased by 50% because of addition of 50% D.P.w.e.f. 1.4.2004) (Para 1 of the scheme)

            In case of death of an employee while in service or after retirement before attaining the age of 65 years, the amount of Family Pension would be fixed at double the amount of normal Family Pension subject to the condition that such enhanced Family Pension does not exceed 50% of pay last drawn. In case of death of a Pensioner the maximum shall be the amount of Pension inclusive of commuted portion. This benefit will be available for a period of 7 years or till the deceased would have attained the age of 65 years, which ever is earlier.                                              (Para 2 of the scheme)

            The pension is admissible, if the deseased had compelted a minimum operiod of one year of continuous service without break, to;

(a)                in the case of widow/widower upto the date of death or remarriage, whichever is earlier;

(b)               in the case of son/unmarried daughter until he/she attains the age of twenty five years;

(c)                in the case of parents who were wholly dependent on the Government employee when he/she was alive, upto the date of death provided the deceased employee had left behind neither a widow nor a child.

(d)               In the case of the children in the order of their birth and younger of them will not eligible for family pension unless the elder next above him/her has become ineligible for grant of family pension.

(e)                In the case of divorced/widowed daughter till they are alive.

(Para 4 of the scheme)

            If the son or daughter of a Government employee is suffering from any disorder or disability of mind or is physically crippled or disable so as to render him or her unable to earn a living even after attaining the age of twenty five years the family pension shall be payable to such son or daughter for life subject to certain conditions.      

                                                                                                (Para 4 B of the scheme)

IX.       Service Gratuity

            A Government employee who retires from service before completing 10 years qualifying service will be granted service gratuity, and no pension will be admissible to him. The rates of service gratuity will be as given in Rule 6.16 (i) of Punjab Civil Service Rules, Volume-II.                                                  (Rule 6.16-(I) of C.S.R. Vol. II)

X.        Death-cum-Retirement Gratuity

            An employee is entitled to receive D.C.R.G. in lump sum at the time of retirement; or in the case of death while in service, the admissible amount depends upon the length of service rendered and last pay drawn by the employee.


                        Following are the broad methods of calculating D.C.R.G.

            (1)        A Government employee on retirement (with at least 5 years qualifying

                        service) is entitled for gratuity which is calculated as under:-                                                                                                       Completed 6 monthly

                        X                     1/4                   X         period subject to maximum

            Emoluments                                                      66 in case class I, II

Plus D.P. &                                                      and III and 70 in case of class IV employees

DearnessAllowance                                       (Fraction of 3 months & more to be counted half year)

                                                            (Rule 6.16A (3) of Pb. C.S.R. Vol. II)

(2)        Gratuity on Death,

            (i)            2 months emoluments:                                        If service is less than one year.

                                                                                                                [6.16A (2) (b) of CSR Vol. II]

                (ii)           6 months emoluments:                                        If service is less than five years.

                                                                                                                [6.16A (2) (b) of CSR Vol. II]

                (iii)          12 months emoluments:                                      If service is five years to 24 years.

                                                                                                                [6.16A (3) of CSR Vol. II]

(iii)                1/4 months emoluments: for                               In excess of 24 years

              each half year to maximum of 16 ½     service [6.16A (3) of CSR Vol.II]

                months (17 ½ months in case of class IV)

‘Emoluments’ means the Pay+S.P. +PP last drawn. [Rule 6.19-C(i) of CSR Vol. II read with 2.44 of CSR Vol. I Part –I] & DA vide Hr. Govt. No. 1/2 (8)/98-2FR-II(P-II) dated 9.3.98.

            Note: As per notification dated 7.12.2001 it will be Basic Pay and not S.P. or P.P.


The maximum limit of payable D.C.R.G. has been revised with effect from 1.1.1996 and has been raised to Rs. 3,50,000/- vide Hr. Govt. F.D. No. 1/2 (8)98-2FR-II(P-II) dated 9.3.1998.

Nomination for Death-cum-Retirement Gratuity

              A Government employee shall, at any time after confirmation, make a nomination, conferring on one or more persons the right to receive any Gratuity that may be sanctioned under sub rules (2) and (4) of Rule 6-16A and any gratuity which having become admissible to him under sub rule (I) of that rule and rule 6.16 has not been paid to him before death.

              Provided that if, at the time of making the nomination, the officer has a family, the nomination shall not be in favour of any person  or persons other than members of his family.

             Where nomination is made in favour of more than one member/person, he shall specify in the nomination the amount or share payable to each of the nominees, in such manner as to cover the whole amount of the Gratuity.

                                                                                       ( Rule 6.16-B of Pb.C.S.R Vol. II).


Payment of Interest on delayed payment.

             It has been decided that the rate of interest admissible on all these cases (delay in release of retrial benefits) should be linked with the interest rate in force on G.P.F of employees.


                                                            ( F.D Hr. No. ½(152) 01-2FRII dated 20.2.2002).

XII.     Commutation of Pension


            A Government employee shall be entitled to commute for a lumpsum payment upto 40% of his pension.  The fraction of  pension to commuted shall, however, be restored to him after the completion of seventy years of age (w.e.f  4.3.2003 on completion of 15 years etc.)

          If fraction of pension to be commuted results in fraction of rupee, such fraction of a rupee shall be ignored for the purpose of communication.

          Provided further that a Government employees against whom judicial or a departmental proceeding has been instituted or a pensioner against whom any such proceeding has been instituted or continued under rule 2.2 (b) ibid, shall not be permitted to commute any part of his pension during the pendency of such proceedings.

                                                                             ( Rule 11.1 of C.S.R Vol. II)

            An application for commutation of pension should be made in Part-I of Form PEN 12, accompanied by two passport size photograph (one duly attested & other without attestation) and addressed to the authority competent to sanction his pension, through the Head of the office in which he is/was serving.  If he himself is/was Head of Office, then through Head of Department.

                                                                        ( Rule 11.2 of C.S.R Vol-II)

            The lump sum payable on commutation shall be calculated in accordance with a table or tables of present values which shall be prescribed by the competent authority.


The table of the present values is given below :-



(referred to in Rule 11.5)

Age on the          

Next birthday     

Commutation value

expressed as number of                    Years purchase.

Age on the          

Next birthday     

Commutation value

expressed as number of                    Years purchase.


















































































































































XIII.  Documents Required for Finalization of Pension Cases.


         While sending the Pension cases to the Accountant General, Haryana,  it may be ensured that the following documents (depending upon nature of case) are complete.  This list will help to avoid routine nature objections from Audit Office and in finalisation of pension cases well in time.

The following documents should accompany pension claims to be sent to A.G.:-

1.         Formal application in Form Pen-9(2 Copies).

2.         Form Pen-I ( Four pages)

3.         Data Sheet (2 copies)

4.         Joint photographs (i.e retiree with spouse) Photographs (self  duly attested (Four Copies, one duly pasted on application form as per letter dated 30.12.2003)

5.         Two slips bearing specimen signatures/left hand thumb impression (if illiterate) duly countersigned of self ( 2 Copies)

6.         Two slips bearing specimen signatures/left hand thumb impression of spouse (2 copies).

7.         Two slips showing particulars of height and identification marks-Attested by Competent Authority (of Self & Spouse)

8.         Details of present and after retirement addresses.

9.         Details of Family members showing age/date of birth and relationship with the Government employee alongwith their marital status.

10.       Medical Certificate in case of Invalid Pension.

11.       Copies of application (three months notice) by the Government employee and retirement orders in case of voluntary/premature retirement.

12.       Service Book duly completed in all respects.

13.       Report regarding verification of qualifying service after completion of 25 years.

14.       Statement showing non qualifying service.

15.       Calculation Sheet of pension and D.C.R.G etc.

16.       Last Pay Certificate

17.       Consolidated No Demand Certificate relating to entire service.

18.       Commutation of Pension Application in case Pensioner desire to commute a portion of pension Maximum 40% (w.e.f 1.1.96) portion of pension can be commuted.

19.       Nomination for DCRG (Retirement Gratuity) one copy.

20.       Certificate to the effect that no judicial/Departments proceedings have been instituted pending against the individual.

 N.B.    Nomination for life time arrears of pensionary benefits are to be obtained by the Head of Office and forwarded to pension disbursing authority separately (Hr. Govt. F.D No. 1/2  (58) –81-2FR II dated 18.2.1986).


Death/Family Pension Cases

1.                              Form H-Formal application for family Pension and D.C.R.G.

2.                              Attested three copies of passport size photograph of widow/widower or claimant for family pension.

3.                              Attested copy of Death Certificate

4.                              Service Book duly completed in all respects

5.                              Calculation sheet alongwith History sheet of Service

6.                              Sanction for Family Pension (Annexure III) and sanction for D.C.R.G. in Annexure I duly signed by the Pension Sanctioning Authority.

7.                              Specimen signatures (Thumb impression in case of illiterate claimant) induplicate

8.                              Present address and descriptive roll including left hand thumb, fingers impressions of the claimant.

9.                              Legal documents such as guardianship certificate and indemnity bond incase where the family pension and D.C.R.G. etc. is to be paid to minor through guardian.

10.                          Last Pay Certificate.

11.                          Consolidated No Demand certificate.

XIV.    Time Schedule and steps in Pension Administration

      Chapter-IX of Punjab C.S.R. Vol. II contains schedule and procedure of processing Pension Cases and getting the same finalised.

      Rule 9.1 reads “All authorities dealing with applications for pension under these rules should bear in mind that delay in the payment of pensions involves peculiar hardship. It is essential to ensure, therefore, that a government employee begins to receive his pension on the date on which it becomes due.”

Note:                In order to prevent cause for complaint on the part of the pensioner, it is most important that pension cases should always be given as high a degree of priority as possible.

Pension Application: Rule 9.4- Every Head of Office shall undertake work of preparation of pension papers in Form Pen-I two years before the date of which Government employee is due to retire on superannuation.

Hr. Govt. letter No. 1/1(6)-8- 2FRII dated 30.11.82 states that it will be the RESPONSIBILITY OF THE HEAD OF DEPARTMENT/HEAD OF OFFICE to obtain Pension Application from retiring Government employee.

Completion of Service Record: Rule 9.5-The Head of Office shall divide the period of preparatory work of TWO YEARS referred to in Rule 9.4 in the following three stages:-

(a)                FIRST STAGE: Verification of Service.

-Going through the service book of the employee and satisfy himself as to whether the certificates of verification for the entire service are recorded therein.

-He shall arrange to get the unverified portion or portions of service verified from service record concerned and record necessary verification certificates.

(b)        SECOND STAGE:      Making good omission in the Service Book

            Head of Office while scrutinizing the certificates of verification shall also identify if there are any other omissions, imperfections or deficiencies which have a direct bearing on the determination of emoluments and the service qualifying for pension.

-Every effort shall be made to complete the verification of service and making good omissions, imperfections and deficiencies. 

-For the purpose of calculating of average emoluments, the Head of Office shall verify from the service book the correctness of the emoluments drawn or to be drawn during the last ten months of service.

(c)        THIRD STAGE Obtaining Form-9 by the Head of Office Eight months prior to the date of retirement of the Government employee ,the Head of Office shall obtain form Pen-9 from the Government employee duly completed.

No. Demand Certificate in respect of Long term advances/loans

            Head of Office should initiate steps 36 months in advance from the date of retirement , to work out balance of long term advances/loans and should ensure that the Government employee is intimated about this as well as the recoveries should be so adjusted that the Government money is recovered well before the date of retirement . This process be treated as ‘Demand Certificate’. This procedure should be repeated yearly in subsequent two years till retirement.

(Hr. Govt. F.D. No. 315-FD (Pen). SAP-77/7516 dated 17.3.1977)

No. Demand Certificate in respect of Go Accommodation

Under Rule 9.3 the Head of Office shall write to the Accounts Officer (Rent)/Rent Assessing Authority at least two years before the anticipated date of retirement of Government  employee who is in occupation of a Government  accommodation for issue of a No. Demand Certificate in respect of the period preceding One Year of the retirement of the allottee.

            Rule 9.18-The concerned rent authorities shall scrutinize its record and inform the Head of Office one year before the date of retirement of allottee, if any licence fee was recoverable and if no intimation in this regard is received by the stipulated date it shall be presumed that nothing is due in respect of period preceding one year of his retirement .

Clearance Certificate by Vigilance Department

            Head of Office should make a reference one year before the date of retirement through the Administrative Department for getting ‘Clearance Certificate’ in respect of Gazetted Officers.

                        (Hr. Govt. F.D. No. 405-FD (Pen) SAP-77/8017 dated 21.3.1977)

Forwarding Pension Papers to Audit Office for C&R

            Rule 9.6 -The Head of office shall complete Part-I of Form PEN I not later than six months of the date of retirement of the Government  employee .

Rule 9.7(i)-After complying with the requirements of Rule 9.5 and 9.6, the Pension sanctioning authority shall forward to the Audit Office Form Pen-9and Form Pen-I duly completed with a covering letter in FORM PEN-16 alongwith Service Book of the Government  employee fully completed up-to-date, and any other document relied upon for verification of Service.

            On receipt of pension papers, the Audit Office shall apply the requisite checks and assess the amount of pension and gratuity and return the same to the Head of Office in the form of C&R for removal of objections cited therein.  

Reply to C&R for issuing P.P.O./G.P.O.

            Reply to the objections raised in the C&R be sent to the Audit Office atleast 15-20 days before the actual date or retirement for issue of PENSION PAYMENT ORDER AND GRATUITY PAYMENT ORDER.

                                    (Hr. Govt. No. 68/2/89/FD/Pension/SAP dated 5.3.1990)

XV.      Drawing Pension through Public Sector Bank.

            This Scheme was introduced w.e.f. Ist January 1978 in respect of Haryana Government  Class I and II Pensioners, Scheme was extended to class III and Class IV Pensioners w.e.f. 1-11-1978. Scope of the Scheme was further extended w.e.f. 1-12-81 covering all Pensioners.

            Following are the authorized Public Sector Banks whose service can be utilized in arranging payment of pension etc.

            1.         State  Bank of India                  2.         Punjab National Bank

            3.         Central Bank of India                4.         Syndicate Bank

            5.         Bank of India                            6.         Union Bank of India                              7.         State Bank of Patiala.

            Pensioner who is desirous of drawing his pension from a Bank willapply to the Treasury Officer/Assistant Treasury Officer from whom they are receiving/to receive pension inform Annexure-I (in duplicate).

            Pensioner will be paid through Bank by credit to the Pensioner’s Saving/Current Account at the Public Sector Bank’s branch selected by him. Payment will be credited to the pensioner’s account on the first working day of the following month exceptionally, if for any reason such as rush of work on that date, the Payment of any pension is delayed it must be ensured that it will be paid as soon as possible thereafter, and, in any case, before the 7th of the month succeeding the month for which the pension is due. No bill will be required to be submitted for this purpose. Every pensioner availing of this facility will open a Saving/Current Account in his name unless he is already having one. Pension will not be paid in cash or through /Joint (either or survivor) Account’.

            Pensioner would be required to furnish following certificates:

1.                  Non-Employee certificate: (in form Annexure IV (II))

Retired State Service Class-I Officer and All India Service Officers retiring from State Government  are required to furnish a declaration in May and November, each year about acceptance/non-acceptance of commercial employment within two years from the date of their retirement and also about acceptance/non acceptance of any employment under any Government  outside India.

2.                  Non-Marriage/Remarriage Certificate:

In the case of widow recipients of family pensions, a certificate of remarriage prescribed in Annexure IV (III) will not be necessary. An undertaking will be obtained from the widow that she will report such an event to the pension disbursing office promptly. In the case of other recipients of family pension (a widow or an un-married daughter) the certificate of remarriage/non-marriage in the form prescribed to be furnished by the recipient once every six months in May and November).

XVI.        Leave Encashment

The Scheme of grant of cash payment in lieu of unutilized earned leave at the credit of the employee on the date of retirement .

The conditions are:


1.                  The payment of cash equivalent of leave salary shall be limited to maximum of 300 days (w.e.f.1.7.1997).           

(FD Hr. No. 11/12/98-4FRII dt. 12.8.98)


2.                  The leave encashment will be paid in one lump sum as a one time settlement.


3.                  Authority competent to grant leave shall suo-moto, issue order granting cash equivalent of earned leave at the credit on the date of retirement .




4.                  The cash payment for unutilized earned leave shall hence forth be made in the manner indicated below:

Number of

                                                            Pay+D.A. admissible                 unutilized

                        Cash                            on date of retirement                 days of earned

                        Payment                 =___________________      X     leave at credit

30                                subject to a miximum of 240 days. or 300 days as the case may be.          

            Government  employees seeking voluntary premature retirement will also be entitled to cash payment in lieu of un utilized earned leave on the date of retirement .  (Instructions operative w.e.f. 1.1.1979).  

(Hr. Govt. F.D. No. 11/5/73IFRII dated 21.4.1979)

Government  decided to allow the benefit of leave encashment to those Government  servants who are retired compulsorily premature on the basis of review of record or as a measure of punishment provided no cut in pension has been imposed. Effective from the date of issue of this letter.  

            (Hr. Govt. F.D.  No. 11/24/88-IFR-II dated 9.3.1988)

The scheme of leave encashment made applicable to those who retired on invalid pension on the same conditions as are applicable to other retirees.

            (Hr. Govt. F.D. No. 11/5/78-1-FR-II dated 13.2.1978)

XVII.     Ex-Gratia grant and other facilities to the family of deceased Haryana  Government  Employees

As per Haryana Govt. C.S’s letter No. 9054-4 G.S. :-70/32230 dated 22.12.1970 and subsequent instructions the bereaved family gets the following grants/concessions; Main features and modifications taken place from time ti time have also been explained in brief.

(1)               Ex.Gratia Grant

(a)                Rs. 25,000/- (Rupees Twentely Five Thousnad Only) shall be paid to the family of the deseased employee within fifteen days from the date of death to meet the immediate needs on the loss of bread earner.

(G.A.D. Hr. Noti. No. GSR. 19/Const. /Art. 309/2006 dt. 1.8.2006)

(b)        Ex-gratia to the families of police personnel who died while dealing with terrorist activities will be Rs. 1 lac irrespective of the emoluments he was drawing before death.

                        (Hr. Govt. C.S.’s No. 20/21/84-6GS II dt. 15.10.1987)

(2)        Free Medical Facility

            Same facilities as are being availed by Pensioners.

(3)        Government  Accommodation or House Rent Allowance

            (a)        Where deceased was having Government  House, the family can retain that house up to one year at the same rent which was being paid by deceased. In other cases the same House Rent Allowance will be admissible for one year.

(b)        Head of Department declared D.D.O. for reimbursement of House Rent Allowance. (C.S. Hr. No. 1410-3GSII/75/7411 dt. 3.4.1975)

(4)        Free Education

            (a)        All children will be entitled for free education upto degree level (including professional courses). Facility shall cease to exist if the widow/widower is retirement-married. This is incase the children get admission in the said course on merit; and pass the examination held from time to time.         (No. 769-3GSII-76/5766 dt. 15.3.1976)

            (b)        Facility will continue uninterrupted for 5 years after death of Government  employee and thereafter when the child fails in an examination the facility will be discontinued.

                                    (Hr. Govt. C.S.’s No. 16/19-3GSII dt. 12.12.1979)

            (c)        Reimbursement of tuition fee where the children of deceased employee studying in recognized private schools and colleges in Punjab/Haryana, Chandigarh, Delhi, is admissible.

(C.S. Hr. No. 8453-3GS-72/37452 dated 22.12.1972 and 24.2.1977)

(5)        Exgratia Financial Assistance:-

            System of Exgratia Employment or grant of Assistance of Rs. 2.5 Lakhs or Rs. 5 lakhs stands abolished and takes the shape as under:-

            On the death of the Government  employee the family would continue to receive a sum equal to pay and other allowances that was last drawn by the employee in the normal course without raising a specific claim;

(a)                For 15 years incase the deseased employee did not attain the age of 35 years.

(b)               For 12 years in case he was less than48 years of age.

(c)                For 7 years where he was 48 years of age or above.

(d)               Family pension shall, however, stand postponed till such financial assistance is received by the family.

(G.A.D. Hr. Noti. No. GSR. 19/Const. /Art. 309/2006 dt. 1.8.2006)

                        (6)        Waiving of recovery of Loans/Advance

(a)        Scooter/Car Advance-Principal/interest NOT TO BE  waived off. Interest on House Building Advance to be waived off; and Principal amount of House Building Advance not to be waived off and the number of instalments to be increase. 

Recovery of conveyance advance in the same manner be transferred to dependent of deceased and an agreement on stamp paper of Rs. /- be made.

(Hr. Govt. C.S’s No.  1866-3GSII-73/20091 dated 23.8.73)

(b)        In the case of employees of Group C&D, outstanding principal amount of House Building advance (only where one surviving member of the family is employed), Marriage Advance, Wheat Advance, Festival Advance, Cycle Advance and outstanding recovery of interest on all advances will be waived off. Effective date of instructions is 1.4.85. 

(Hr. Govt. C.S’s No. 16/3/85-3GSII dated 7.6.85)

(c)        Where death of class C and D employee occurred in an accident, while in service, the outstanding principal amount of Moped/Scooter/Motor Cycle advance taken by him in sevice will be waived off. This provision is not applicable in other death cases.

(C.S. Hr. No. 16/3/85-6GSII dated 7/13.1.87)

(7)        Miscellaneous

            Head of Department is competent to sanction the Ex-gratia Grant to the dependent member of the destitute family of deceased Government  employee (Group A.B.C and D employees) and will act as D.D.O. He can authorize any of his office to act as D.D.O. on his behalf under this scheme.


            Matters regarding providing employment, medical facility, education facility and retention of Government  house for a period of one year will remain under the administrative control of Chief Secretary to Government , Haryana (in G.S. II Branch)/Head of Department.

(C.S. Hr. No. 16/24/86-6GSII dt. 25.3.87 & Subsequent letter)

Information of deceased and dependent to got filled at personal level and case be sent to Government  within 15 days of death of Government  employee.

                        (C.S. Hr. No. 60-3GSII-75 dt. 13.3.1975)

XVIII.             Final payment of amount standing in General Provident Fund                   (New G.P.F. Rules 2006)

            An application inform P.F.5 is to be submitted.                                                              [Rule 25(3)(i)]

            When a subscriber has been retired on superannuation or otherwise or permitted to retire, the amount standing to the credit of a subscriber shall become payable. The Accountant General shall authorize payment of that portion of the amount standing to the credit of a subscriber, in regard to which there is no dispute or doubt, before fifteen days of the retirement of the employee on superannuation and within three months in other cases, the balance be released as soon as possible.             [Rule 24(2)]

            The subscription to the G.P.G. shall be stopped 6 months prior to retirement on superannuation.             [Rule 9 (6)]

            No recovery from General Provident Fund without the consent of the subscriber can be made by the Government .

                                                (Rule 2.46 of P.F.R.Vol. I)

XIX.    Payments under Haryana Government  Employees Group Insurance Scheme, 1985.

This scheme was introduced for Haryana Government  employees vide notification No. 16/6/84-3GSII dated 30.8.85.

                        Clause No. 11:-Payment from Insurance Fund or Saving Fund

(1)        When a member of the service ceases to be member of the Scheme and his service documents show that he has been a member of the Scheme, the Head of Office shall issue a sanction for payment of the member’s accumulation in his Saving Fund admissible to him under clause 8 after obtaining application in Form No. 4.

(2)        If member of the Scheme died while in service before attaining the age of superannuation and his service document show that he was a member of the Scheme, the Head of Office shall address the nominees/heirs of the Government  employee concerned inform 5 to submit an application in Form 6 and on receipt of such application shall issue a sanction for the payment of the amount of insurance and the accumulation in the Saving Fund to Them. If a member of the Scheme died during the month before the recovery of subscription for that month from him, his dues shall be paid after deducting the subscription.

(3)        The amount payable to the nominees/heirs of a member of the scheme who has the benefits of an insurance cover only shall be the amount of insurance appropriate to his Group.

(4)        The amount payable to the nominees/heirs of a member of the Scheme who dies while in service shall be-

(a)        the amount of appropriate insurance to which he was entitled at the time of his death.

(b)        the amount due to him out of the Saving Fund for the entire period of his membership in lowest group.

(c)        the amount or amounts due to him for additional units by which his subscription was raised on each occasion due to appointment or promotion to higher Group for the period from which the rate of subscription was raised to the date of his death.

(5)        The amount payable to the members of the Scheme who ceased to be in employment with the Haryana Government on account of resignation, retirement etc. shall be-

(a)        the amount due to him out of the Savings Fund or the entire period of his membership in the lowest Group; and

(b)        the amount or amounts due to him for the additional units by which his subscription was raised on each occasion due to appointment or promotion to higher Group for the period from which the rate of subscription was so raised to the date of cessation of his membership. 

Provisions of Clause 5(1) and 7(1) of Notification dated 29.8.1985 have been modified as under vide letter No. 1/5/89-IN GIS dated 13.10.1989.

“the subscription for the Scheme shall be in the Units of Rs. 15/- per month and the amount of Insurance cover shall be 15,000/- for each unit of subscription with effect from 1.1.90.”

The existing compulsory New Group Insurance Scheme as such should continue for all the employee as hitertofore and subscription at the enhanced rate of 50% be made optional for all employees of ‘D’ ‘C’ ‘B’ and ‘A’ categories with effect from 1.1.1990.”

Increase in rate of subscription and Insurance cover with effect from 1.1.1990.

(letter No. 1/23/890IN GIS dated 2.1.1990)



Subscription upto 31.12.89

Revised rates after 50% increase in subscription effective from 1.1.1990

Net insurance cover


Rs. 80

Rs. 120

Rs. 1,20,000/-


Rs. 40

Rs. 60

Rs. 60,000/-


Rs. 20

Rs. 30

Rs. 30,000/-


Rs. 10

Rs. 15

Rs. 15,000/-


XX.                  Admissibility of T.A. for journey on Retirement/for journey by dependent members of Deceased Government  Employees.

(i)     In case of transfer, an employee would be paid daily allowance for himself as well as for each member of his family. Besides this, he would be paid for each member of his family bus/rail fare as the case may be. Incase of journey by own car/Scooter/M.Cycle/Moped with or without family he will be entitled to claim road mileage for once only subject to the entitlement and for one vehicle only. The definition of family for the purpose of TA/DA includes an employee’s dependents also. 

(ii)    Am employee on transfer would be reimbursed the actual cost of transportation charges of his household goods on the undermentioned grades at the rates approved by the Union of Transport Companies/Registered Transporters:-

        Grade-                         I           2-Trucks

        Grade-                         II          2-Trucks

        Grade-                         III        1-1/2 Trucks

        Grade-                         IV        1 Truck

        Grade-                         V         1/2 Truck

(iii)    Incase the household goods are transported by any other mode of conveyance, the employee would be paid actual or the charges as per his entitlement, whichever is less.

I.                    A Government employee on transfer will be paid packing/unpacking and loading/unloading charges as per grades given below :-


Grade- I                       (Pay Rs. 16000 & above p.m.) 400

Grade-II                       (Pay Rs. 10500 upto Rs. 15999)          400

Grade-III                     (Pay Rs. 8000 upto Rs. 10499)            200     

Grade-IV                     (Pay Rs. 4000 upto Rs. 7999)              100     

Grade-V                      (Pay below Rs. 4000)                             50

J.          TA/DA for the journey to his/her home town would also be admissible to the family of a deceased Government employee on his/her death while in service and similarly to a Government employee on his/her retirement.

K.        The TA/DA referred to will be admissible in respect of the journey of the Government servant and members of his family from the last station of his duty to the place from where the retiree draws his pension.  

L.         The expenditure on transportation of conveyance by Government servants on their retirement shall be reimbursed without insisting on the requirement that the possession of the conveyance by them while in service at their last place of duty should have been in public interest subject to proof of having a conveyance.

                                                            (F.D. Hr. No. 5/27/98-1FRII(Part-I) dt. 29.7.98)       

The concession can be availed within one year of retirement .

                                                            (F.D. Hr. 5/50/86-1FR(II) dt. 15.5.87)

XXI.    Medical Facilities After Retirement

            Pensioners/their wives or husbands, as the case may be will be entitled to free medical treatment, indoor and outdoor, including X-ray, Laboratory and other such examination, at the States Hospitals, Dispensaries, according to the status enjoyed by them at the time or retirement. The free treatment will include the free supply of such medicines as are available at the Hospital/Dispensary.

            (No. 138-2-HBI-681/12620 dated 27/28.5.78 as modified vide No. 2/99/IHBIII-79 dated 24.9.79)

            For Claims submitted after 6 months but upto 12 months from the date of completion of treatment to be sanctioned by the Administrative departments, thereafter to be referred to Health Department.

                                                (H.D. Hr. No. 2/660/2003-1HB III dt. 11.12.2003)

Haryana Government pensioners drawing pensions from Punjab State Treasuries and their family will be allowed the medical facilities as mentioned above from Punjab Govt. dispensaries/Hospitals as are available to such pensioners in Haryana Dispensaries/Hospitals, in accordance with the status enjoyed by them at the time or retirement. 

(No. Pb. Govt. letter No. 14012-1HBI-70/30690 dt. 30.10.1970)

            In case of death of pensioners who had retired on superannuation/retirement pensions their widow/widowers and minor children will be allowed free medical aid which concession will also be allowed to the widow/widowers getting Family Pension in the event of death of their husbands/wives while in service.

                                                                        (No. 2/99-IHB-79 dt. 24.9.79)

            The pensioners are required to prefer their medical reimbursement claims to their Heads of offices from where they retired (No. 2/9-IHB-79 dated 11/13-11-1980). However, pensioners may submit their claims to the Head of Office nearest to the place where the pensioner has settled. For this purpose, he will have to file an affidavit showing the place where he has permanently settled after retirement and from which office he will get reimbursement of his medical bills. A copy of this affidavit will be supplied to the office from where he retired and also to the Head of the Department concerned.                                     (No. 2/77/82-IHBIII dt. 12-4-1983)

            In accordance with the instructions  contained in circular No. 2/99/IHB-III-79 dated 24.9.79 and No. 2/162/84-IHB-III dated 6.7.1985, the spouse and dependent parents, minor children grand-children of the retired officers/officials of Haryana Government, were granted the facility of getting free medical treatment at Hospitals and Dispensaries of Haryana Government and Chandigarh Administration and also at P.G.I., Chandigarh.

            It has further been decided that facility of reimbursement of medical charges for the treatment taken by the spouse and dependent parents, minor children and minor grand-children of the retired officers/officials of Haryana Government, at a Government Dispensary/Hospital or Institution recognized by the Government . Such claims should be countersigned by the Chief Medical Officer of the concerned district or Medical Superintendents of the Health Institutions.                

(No. 2/22/85-1 HB III dated 18.2.1986)

            To compensate the state Government employees/pensioners/family pensioners for the expenditure incurred by them on OUT DOOR medical treatment, Medical Allowance will be paid uniformally to all these categories alongwith their salary pension. However, indoor treatment/hospitalization charges will be reimbursable as hitherto. These instructions are applicable to all the retired/retiring Government employees.

                                                            (H.D. Hr. No. 2/363/98-1 HB-III dt. 17.12.2004)

            Reimbursement of expenses of chronic diseases has been allowed by Haryana Government to its employees/pensioners/family pensioners and their dependents who undergo allopathic treatment as outdoor patients on the following conditions:-

(a)        That the certificate of chronic diseases will be issued by the Board constituted under the Chairmanship of Civil Surgeon of the District in which a specialist of the chronic disease will be the Member.

(b)        The employees in Chandigarh and Panchkula will be examined by the Medical Board constituted under the Chairmanship of Civil Surgeon, Ambala.

(c)        The medical certificate issued by the P.G.I. authority and General Hospital, Sector 16 will be valid and the employees having this certificate will not be required to be examined by Medical Board, Ambala.

(d)        The Medical Certificate will be reviewed after a period of two years.

(e)        The medical Boards constituted at District Headquarters can refer the cases for detailed examination to Medical College, Rohtak and P.G.I.


Persons claiming reimbursement on chronic diseases will not be entitled to any other medical allowances either at fixed rate or as out-door patient. Expenditure either indoor or outdoor on chronic disease reimbursable in full.

                        (H.D’s No. 2/160/89-1 HB-III dated 11.8.1992 read with No. 2/157/2002-1 HB III dated 28.5.2003 and No. 2/640/2003-IHB III dated 8.6.2005)


The retirement-imbursement of the cost of denture is not included in the fixed medical allowance. Benefit is admissible to the entitled person only once in life time. The total retirement-imbursement allowed to an individual both for fixing of complete and partial denture shall not exceed Rs. 2000/-.

                                    (H.D. Hr. No. 2/628/20030 I HB III dt. 7.7.2004)

Cost of HEATR PACE MAKER is reimbursable on the conditions;  that the pace-maker should be purchased by the patient and the Director Health Services, Haryana, will certify the cost of Heart Pace Maker.

                                    (H.D. Hr. No. 2/288/I HB II-86 dt, 4.9.1989)

XXI.                Tips to ensure prompt release of Pensionary Benefits on Retirement.

            Government and its departments have been doing their best to simplify the procedures so that all officers/officials may get all pensionary benefits immediately on retirement. Despite these efforts still delay occurs in many cases. The delay can be eliminated if the officers/officials extend their helping hand to ensure that their pensionary benefits may be released immediately after retirement.

            Delay in immediate release of pensionary benefits, as per study, generally occurs in the cases of officers/officials who had either been working in different offices (being in transferable job) or worked on deputation during their service.

            All Government employees while serving in a department should keep in their mind following important tips:

Completion of Service Book]

The Service Book is a permanent Service Record  and on the basis of which qualifying service, amount of pension and entitlement of leave encashment etc. are worked out. Thus all officers/officials must ensure that every year they may put their signatures in column  against the entry of annual increment in the Service Book. At that time they may check:-

(i)         Whether all types of entries in their Service Book have been signed by D.D.O.?

(ii)        Whether Service Verification Certificates have been recorded?

(iii)       Whether all increment and pay fixation entries have been made?

(iv)       Whether their signatures have been attested by D.D.O. after a spell of five years?

(v)        Whether the leave account is complete in all respects?

(vi)       Whether entries of recovery of leave salary and pension contribution have been made.

Issues of Various Certificates

(i)         While laying down charge of a deputation post or any other post on transfer at any office/place, all the officers/officials make it sure that No Due/Demand Certificate is issued in their favour. 

(ii)        A certificate may also be got issued at the time of laying down the charge, to the effect that/ no enquiry or disciplinary action is pending against them and if any irregularity comes to notice later on that will be intimated to their Heads of Departments/offices.

(iii)       A certificate to the effect that the officers/officials have not/have availed long term advance (s) while serving in a particular office.

            (Title of Advance, Amount, sanction No. & Date, Total amount recovered, balance left. )

(iv)              If they were having any Government residential accommodation in possession at a station of duty, they must obtain No Demand Certificate from concerned authority immediately on handing over the possession of the accommodation.

Over the possession of the accommodation.

Leave Salary & Pension Contribution

            The officers/officials who proceed on deputation should get their deputation terms and conditions issued at the earliest.

            They may check from time to time whether the Leave Salary and Pension Contribution is being deposited by the borrowing organization with their parent department regularly.

Writing of Annual Confidential Reports

            Those officers (Gazetted) who serve or had served on deputation post or in different offices being on transferable job, mist ensure that their annual confidential reports (including broken periods) are being or have been written by the competent authority/officer under whom they have served.

            They may ensure:-

(i)         that their recoveries of monthly subscription and instalments of advance (s) are being made against their correct G.P. Fund Account No.;

(ii)                that recoveries of long term advance are being regularly adjusted against their name in the books of Accountant General office.

(iii)               That recoveries of licence fee/rent in respect of Government accommodation in their possession, are being booked in their account by the concerned authority.

So that on retirement they may not be required to exert to find out details of missing credits/entries.

Submission of Pension Papers

(i)         When they are left with two years service before retirement, they must, without waiting for letter/forms from Head of Office/Deptt., fill-up the relevant columns of Pension Forms and submit the same to their Head of Office. They must obtain receipt in token of submission of pension papers. 


(ii)        They must remain in contact with the Pension branch or official of their office to complete the formalities or remove the discrepancies in pension papers on the spot.

(iii)       They must check that their pension papers have been sent in time for Certificate and Report by the Accountant General office.

(iv)              To get final payment of G.P.F. immediately on retirement, they can stop subscribing to G.P.F. four months before retirement.

The above list of tips is only illustrative and not exhaustive.