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Frequently Asked Questions for -Retired Employee

  • How many types of “retirement nature” are available in SPARK software?

There are 12 different types of nature of retirement available in SPARK. They are:

  • Death
  • Resignation
  • Superannuation
  • Termination
  • Voluntary Retirement
  • Duplicate/Unused PEN
  • Invalid Pension
  • Dismissed from Service
  • Removed from Service
  • Compulsory Retirement as Penalty
  • Retirement on Compensation Pension
  • Resignation for joining PSUS / Autonomous bodies

 

  • How to mark the retirement for an employee

The retirement can be marked through:

“Service matters>Retirements>Enter Retirement details” (Either through DDO login or through establishment login)

 

  • How to  do Promotion for  a Retired Employee in SPARK ?

(Non-gazetted) –For non-gazetted employee enter the promotion order details of the employee through the menu,

Service matters>Promotion/Grade/Reversion>Generate promotion order (Retired Employees)

Afterwards, the pay fixation may be done through,

Service matters>Promotion/Grade/Reversion>Pay fixation on promotion (Retired Employees)

The designation will be changed accordingly.

 

(Gazetted ) – The regular employees CTC work flow condition will be applicable for the retired gazetted employees also.

  • For the retired gazetted employee the DDO may submit relieving request through

Service matters>Promotion/Grade/Reversion>Relieving CTC>Submit relieving request (For retired)

  • The DDO may forward the same to AG.
  • After the approval of relieving request by AG, the employee will be in transit
  • Then for the retired gazetted employee the DDO may submit the joining CTC through
  • Service matters>Promotion/Grade/Reversion>Joining CTC>Submit joining request(For retired)
  • The DDO may forward the same to AG.
  • After the approval of joining request by AG, the designation of the retired employee will be updated to new one.

 

 

  • How to do Promotion of retired employee in Aided sector ?

Promotion order details can be entered via the DDO/ Establishment login:

Service matters>Promotion/Grade/Reversion>Promotion/Demotion(Retired Employees-Aided) .

After entering the details, click “forward for approval” button. Then the approving authority can approve the same after the verification done by the verifier.

 

  • How to forward PF closure application of retired employee ?

 

The PF closure application can be submitted to the DDO through their login Salary matters>Provident Fund>GPF closure application

DDO may approve the same.

In case if the employee has been superannuated, then mark retirement in SPARK and then the GPF closure application can be submitted by DDO only.

 

If a DDO is supposed to be retired, concerned controlling officer may approve the GPF closure application.

 

  • How to prepare PF closure bill in SPARK ?

 

  1. Once the PF closure application has been approved by the concerned authority, the same will be forwarded to AG through approving authority using DSC.
  2. AG will issue PF closure sanction order accordingly ,Through the menu Accounts>View PF sanction order from AG, the same can be viewed)
  3. Then validate the GPF sanction order via menu Accounts>Validate GPF sanction order from AG
  4. Then do the claim entry Accounts > Claim entry>Relieved/Retired employee

NB: The period of bill in the claim entry should be the retirement month itself.

  1. DDO may do the claim approval
  2. AccountsàBillsàMake bill from approved claims, select the nature of claim as PF closure
  3. E-Submit the same

 

In case of aided institutions, the sanction order will be fetched from the GAINPF login and the remaining bill preparation in SPARK will be same as mentioned above.

 

  • How to edit the present salary/Service history of a retired employee ?

 

To edit the Present salary/Service history of a retired employee, DDO may use the option,

Salary Matters—>Processing—>Arrear—>Salary Arrear—>Salary Arrear-Retired employeesà Edit Present salary / Edit Service history

 

  • How to process the last month salary of retired employee when the Etsb has already  closed ?

After entering retirement details, last month salary of the retired employee can be processed through,

Salary matters>Processing>Salary>Monthly salary processing

 

If the Etsb has been closed by the employee through treasury, the bank account details of the employee will be fetched to SPARK profile automatically.

 

  • How to process salary arrears for retired employee ?

 

Salary arrear of retired employee can be processed through the option,

Salary Matters—>Processing—>Arrear—>Salary Arrear—>Salary Arrear Retired employeesà Salary Arrear -Retired

 

  • While processing the last month salary of a retired employee, deductions are seen along with the bill, how to stop the same ?

 

In order to stop the deductions, DDO may use the module

    Salary Matters—>Processing—>Arrear—>Salary Arrear—>Salary Arrear-Retired employeesà  Edit Present salary

Various deductions may be seen, the same can be stopped accordingly.

 

  • How to sanction the increment of the retired employee ?

Retired employee will not be listed for increment processing. The Basic pay of the employee may be updated accordingly in the present salary through,

Salary Matters—>Processing—>Arrear—>Salary Arrear—>Salary Arrear-Retired employeesà  Edit Present salary

 

  • How to process the terminal surrender of retired employee ?

The terminal surrender of retired employee can be processed through,

Accounts>Claim entry>Regular/Employees with SPARK ID

Select the nature of claim as “Terminal surr of Leave”. In the case of gazetted officers, AG slip will be considered for processing.

  • How to process the bills prior to 02/2011 ?
    • Salary bill processing

The salary bill prior to 02/11 for a retired employee can be processed through,

Salary matters>Manual bill preparation(Pre 2/2011)>Claim w.r.t employees having PEN(Retired)

  • Salary arrear bill processing

The salary arrear bill prior to 02/11 for a retired employee can be processed through,

Salary matters>Manual bill preparation(Pre 2/2011)>Claim w.r.t employees having PEN(Retired)

NB: If the bill is E-Submitted, it will not be available to cancel anywhere

  1. If not E-Submitted, please check whether the bill is in “make bill” status or not?

If so, then the bill will available to cancel in option

Accounts>>Bills>>cancel bills

  1. After cancellation, the bill will be available in cancel processed bill

 

  • How to process the tour claim sanctioned for attending court case for a retired employee ?

The tour claim sanctioned for attending court case can be processed through,

Accounts–>Claim entry–>Relieved/retired

where select the nature of claim as “TA Final Claim (Tour)”

 

  • How to prepare the deduction statement of a retired employee ?

The deduction statement of a retired employee can be done through

AccountsàDeduction statement

  • How to take the retirement LPC of an employee ?

Retirement LPC of an employee can be taken through

Salary matters–>Other reports–>LPC

  • What are the necessary documents needed to revoke a PEN marked retirement?

In general, the retired Employee will be listed in mainly all modules like regular employees, In some cases an authorized request letter by DDO is needed to revoke the PEN . But PEN will be revoked only for genuine cases and additional documents will be demanded based on the need of revoking.

  • Is login permission applicable for a retired employee ?

No. login permission is not applicable for a retired employee.

  • In which module, the Retired Employees listed in SPARK ?

At present, like regular employees the Retired employee will be listed in the SERVICE MATTERS —-> PERSONEL DETAILS  menu

 

  • AG sanction order for the PF closure has been issued for the employee, but the employee not listed in the claim entry. Why ?

The retirement may not be marked for the employee. (The employee will be listed for claim entry through retired employee module only if the retirement has marked for the employee.)

 

Spark PMU