ori -6 ffid · 2014-03-17 · solon timely submtssion of advance pension claim ppcuments by record...

inTqtorq qnT dsl TnrteT friT+office of the Principal controller of Defence Accounts

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No 107 Lower Agram Road Agram Post Bangalore - 560 007qifr dphoneNo-2554510125549746

- qtffi dFaxNo-25543810

Mren qnrq Audit Circular No 3640 fcaio Date 06 02 | 201 4

ldsq Sub Grant of Hardship Attowance to Army Personnet posted atChakrata

iEetlnef This Office Ordtf_tlcular No3625 dated 12012012

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Ptease refer to this Office Audit Circutar No cited under

reference In this connection it is intimated that Hqrs Office vide their letter No

ATllll6Appx-JRevised 2011 dated 2001 2014 has issued directions to accept

hard copy of Part ll orders for grant of hardship attowance in respect of JCOsORs

posted in units at Chakrata under HQrs 22 Estt and process it by inserting

manualty as a speciat case titt retease of HRMS and ARPAN-3 softwares being

developed by Army Software Devetopment Centre (ASDC)

Z The above directions may ptease be comptied with immediate effect

Eqqr qrtt-fr tPtease acknowtedge receipt

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qdsF(fifigtufft)Original in File No No PBOR43LlSV I STVol XI

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Ti r0T db 3-tr T- mtjlut]otNo 107 Lower Agram Road Agram Post Banualore - )ou uu

Sm irraxNo- 243819

dPhone No - 25545101 255497 46

dqrqtrenr qfqwAudit Circular No 3641

Eqqr q|-c|-fi tPlease acknowledge receipt

daraEncls - (eiisftAs above)

feaiol Dated 21 | oz | 2014

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Fqqlsub sop on timety subrnission of advance pension ctaim documents

for obtaining ppos ano their timety disposat

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A copy of Soi -thabove uittl9ry3tdd bv ADG MP

AGs Branch New oetri r-ltter No t tiooiiinPs 8(l of R) (a) dated

181 1 2013 receivei -- iiot Ha office tetter No

ATt3500FuncpAos outJ fiofio4 is forwarded herewith

for infJr-mation and necessary action ptease

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The time schedute as presciiniiJ inir soP mav strictty be

adhered to avoid hhi -io

the retiring JcosoRs due to non-

receiPt of PPO

doriginal PBOR077IPENORDERSIoI-XIX

f45qut ala6 fT fi 3rry1Oirt iUttion As Per Standard list

Entered in MNB C427-4 Page

soloN TIMELY SUBMTSSION OF ADVANCE PENSION CLAIM ppcUMENTS

--_-BY RECORD OFFICES

lntroduction

1 The issue regarding non receipt of PPOs timely by retiring personnel and

consequent problems being faced by them after discharge from service has been

receiving serious attention of the Ministry of Defence and IHQ of MoD (Army)

While clear cut policies are already existing on the subject yet it has now become

essentialto reiterate the policies and procedures

Aim

2 The aim of this SOP is to give time frame guidelines to the environrnent on

preparation of advance pension claim documents their timely processing

obtaining PPOs and their disposal

lssue of Discharqq Orders

3 lssue of discharge orders by the Record Offices being the first action the

same has a vital role to play Presently discharge orders are issued twelve

months in advance Henceforth the Record Offices to issue discharge orders

fourteen months in advance as far as normal discharge is concerned For

compassionate ground discharge pension claim documents will also be obtained

by Record Office alongwith compassionate ground discharge applications leaving

final SOS date blank which will be filled in by Record Office once compassionateground discharge is approved by OIC Records and discharge order issued All-ompassionate ground discharge will be issued giving eight months time for final

SOS date This will ensure both the normal and the compassionate ground

discharge documents for any particular month of discharge are processed and

submitted to PAO (OR)PCDA (P) simultaneously

Action bv Unit on Receipt of Discharqe Orders

4 NorFal Discharqe On receipt of discharge orders unit concerned totake following actions-

(a) Inform individual

(b) Send him on minimum required leave for completion of documentsfrom his NOK

I

-- (c) On return units to prepare medical examination documents and rund individual for RMERMB as the case may be eight months in

- ldunce as per AO 389 (units to get all previous medical documents well

iftp from concerned Record Office)

fO) i Finalise all documents and submit to concerned Record Office by

unitb eight months in advance RMB should be held eight months inadvance so that its proceedings also reach Record Office simultaneously

in6dvance

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2

5 Compassionate Ground Disgharqe While submitting compassionate

grounddischargeffinitstoSUbmitadVancepenSionc|aimdocuments also alongwith application for compassionate ground discharge On

receipt of documentsand application case will ne examined by Record Office

immediately lf accepted immediate signal will be issued intimating approrral and

calling for RMB in case of LMC personiel Where a person is in LMC final SOS

date to be fixed in the signal giving clear ten months time ln all other cases of

SHAPE-1 eight monthl time witt be given from the issue of compassionate

ground discharge orders and final SOS date

Action bv Record Offices

6 Record Office concerned to monitor receipt of advance pension claim

documents very iosety

on weekly basis In case documents not being received

eight months in advance followingaction will be initiated -

(a) signal to unit in the first week followed by every fifth day till receipt of

documents

(b) DO letter from col RecordscRo in the second week

(c) DO letter from olc Records to co in the third week under

iniimation to Departmental Head at the local Fmn HQ Where there is no

local departmental head then copy will be endorsed to A Branch of the

local Fmn HQ

(d) ln case documents arestill not received matter will be referred to

comd HQ concerned for intervention and necessary action

7 Advance pension claim documents alongwith LPC-Cum-Data sheet will

submitted to PAO (OR) concerned by Record Office six clear months

advance for audit and clearing LPC-Cum-Data Sheet to PCDA (P)

Offices

B PAO (OR) to immediately carry out necessary audit onLPC-Cum-Data

sheet ln case of any query it should-be got settled in consultation with Record

office on a time bound manner PAO (oR) will clear the documents and LPC-

cum-Data sheet with an aim to finalise documents ctear four months in

dun (ie PAO tOnl to clear the documents at least in the fifth months

piuruOing date of SOSi Documents will be handed over to concerned Record

bfitu duly signed sealed and completed

Action bv Record Office on Receipt of LPC-cum-Data Sheets and

Documenls from PAO (OR)

g Monthlv courier standing monthly courier for handing over the pension

craim document iilo detaired -by

Record office weil in time with confirmed

railwav berth for onward and return iournev

bein

3

10 Submission of Documents to PCDA (P) Allahabad After receipt ofLPC-Cum-Data Sheets from PAO (OR) alongwith other documents Record Officewill send the same to PCDA (P) through courier so as to reach PCDA (P) clearfour months preceding final SOS date of individuals from the Army (any advancepension claim documents and LPC-cum-Data Sheets being handed over when leftwith less than four months in advance it will be treated as non adhering to thetime limit and will be held as defaulter) The same courier while returning fromPCDA (P) will collect all PPOs kept ready by PCDA (P) in respect of cases earlierhanded over to PCDA (P)

Action by PCDA (P)

11 PCDA (P) will immediately act upon the LPC-Cum-Data Sheets so as togenerate PPOs lt will be ensured that PPOs are generated at least clear twomonths in advance Minor obsgrvations which can be settled by PCDA (P)

should be settled without returning the case Similarly infructuous observationson LPC-Cum-Data Sheet and on advance pension claim documents are not to be

raised Genuine observations if any may be raised immediately on receipt ofLPC-Cum-Data Sheet from PAO (OR) through monthly courier of Record OfficesRaising of such observations by PCDA (P) should not take more than a weekfrom receipt of documents

Action bv3ecord Offices on Receipt of PPOs from PGDA (P)

12 Record Offices to take following actions immediately on receipt of PPOsfrom PCDA (P) -

(a) Despatch PPOs to Pension Disbursing Agencies (PDA) includingBanks CPPCiBank Branch DPDO as the case may be one month inadvance preceding date of final SOS from the Army Boarder line cases oflikely promotion retention in service etc may be examined and PPOs to bedisposed on finalization of issues related to promotion retention onscreening etc Others PPOs will not be held back at Record Office

(b) Copy of PPOs will be sent to unitsDepot Coys for advanceinforrnation of individual concerned This will help the individual concernedto scrutinize his PPO and satisfy himself Observations if any can also beraised by him in advance

(c) lndividual copy of PPO will be handed over to individual concernedin the last of week of his service in Depot Coy by concerned RecordOffices

(d) RL No and date pertaining to despatch of original copyof PPO toPension Disbursing Agency will also be provided to individual concernedby Record Office to enable him to liaise with his Pension DisabusingAgency (PDA)

13 Flow Chart A flow chart indicating the time schedule is given at Appx tothis SOP

4

Conclusion

14 lt will be the collective responsibility of Record Offices PAOs (OR) andPCDA(P) to ensure that documents are submitted as per laid down time scheduleand PPOs are generated and cleared for PDAs well in time All organizations ieunits Record Offices PAOs (OR) and PCDA (P) to work accordingly so as toachieve the goal by adhering to the time schedule strictly

N20037 tMP B (l of R) (q)

Integrated HQ of MoD (Army)Adjutant Generals BranchAddl Dte Gen MPMP B(l of R)West Block-lll RK PuramNew Delhi - 110 066

Dated ra Nov 2013l)

rtt fIltVvddj singhyMaj GenADG MPfor Adjutant General

Distribg$cn

All Line Dte - for dissemination of this SOP down to unit level throughdepartmental channel and to all OIC Records

All Comd HQ - for further dissemination lt may please be ensured thatall units are in receipt of this SOP

All Record Offices - For strict compliance Include this SOP in ROl

- for further dissemination to all PAOs (OR)PCDA (P)

lnternal

AGPS5

Appendix(Ref para 13 of SOP)

FLOW CHART - SUBMISSION OF ADVANGE PENSION CLAIM DOCUMENTSAND GENEIATION OF PPOs

lssue of DischargeOrder by RO 14 monthsadvance to Units

Receipt of documents byRO - I months in advance

Scrutiny preparation ofLPC-Cum-Data Sheets andsubmission of documentsto PAO (OR) - 6 months inadvance by ROs

Segregation of documentsand despatch of medicaldocuments to Units for RMB -12 months in advance

Copy to ER Gp(Ro)

Submission of documentsby units to ROs - 8 monthsin advance

Directing indl concerned toMHBH by units for RMB - 8

months in advance

Despatch of RMB proceedingsto RO by Gompetent MedicalAuthority-8 months in

Glearing of LPC-Gum-DataSheets by PAO (OR) andhanding over to RecordOffices clear 4 months inadvance

iurg over LPC-cum-Datas and otheriiqle6f5 to PCDA (P) 4rlrs in advance by

trr from RO

over PPOs toof ROs clear 2

in advance by

lrt of PPOs and rlch of original copy to clear one month inre b ROs

Appendix (Contd)(Ref para 13 of SOP)

Final handing over ofindividual copy of PPOs toindividuals on disch drill inthe last week of seruice byROs

I

f

Audit and generation of PPOsat PCDA (P) Allahabad 2

months in advance

Despatch copy of PPOs toindividual for advance infoand their scrutiny by ROs

Chi tQ~ (it tQ ~m ~ QtITif fiI ~Cfii Office of the Principal Controller of Defencte Accounts

tf I 07 ~3T 3fcJJdr ts 3fcJJdr trTfc ~ 560007 No 107 Lower Agram Road Agram Post Bangalore _- 560 007

tfit1 cilPhone No - 080- 255451 25549746 tlgtltR1 ffpax No - 080- 25543810

~ QfQ5I ~ 3625 RiiiCll 120112012

fctIlltr CIlaquoikll c itmr Ri1T CIlI11iClll ~ ~ CIlf6iil~ Dfffi 3i~1f I

Sub Grant of Hardship Allowance to Army Personnel posted at Chakrata

5q)a fctrsnr tR dlamp41~4 CIllll~~lI c) RiiiCll 1411112011 tp QI ~ 1Jtr1088X lci 1g41~4 CIlI4)~4 c) RiiiCll 2811212011 c) mf ~ 1Jtr113110rorus~VII c) 3-11fIcr QTfI ~ Wau 3f$fi QtlQlf)Qlf) CIlI1l)~4 c) RiiiCll 14102011 c) qr 15216QilCf~QtlQlf)Qlf) ~tft q TJ201112940 lci RiiiCll 2511112011 c) mf ~ 15216(Q~CRJQtlQlf)Qlf)~Jtfi q T-20103280 c) m~ aif1aig~ tlfilql~lI c)RiiiCfi 160312009 ~ --cilifikl ~ 231142006shy~1III cfir ttfct iIlaquoikil c ~ ~ CIlI11iClll em CIlf6iil~ mt e~ ~ali1lii qJ Fc1Rl4fi1d ~ c) ~~ clir ~ ~I

Copies of Cabinet Secretariat Sanction No 23142006-EAHl dated 16032009 along with DG Security Office of the 10 SFF letter No 15216IHQSFFIAGPampA1201112940 dated 141012011

and Letter No 15216HQSFFIAGPampAl20103280 dated 251112011 received vide Hqrs Office Letter No ATIO88X dated 1411112011 and Hqrs Office Letter No ATI131l0Nol VII dated 281122011 are forwarded herewith for regulating the payment of Hardship Allowance to Army Personnel posted at Chakrata

~ tlTCTCfr ~ I Please acknowledge receipt

ti~dC1lEncl lI~As above ~shy

~~fr~(Qnft3ft3fR) CJI(gtf ~3ft3f[4311Qt1-cftQtltr~-x Original PBORl4311S-VSTNol-X

Fc1dOI ~~ c) ~I Distribution As per Standard list

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G(JVlI~NMIrj r OF INDIA CAUNET SlCIE IIIj

Illl(INFr~ llOllE (ANNIXE) GliAl IJII IAN I UID

NEW DELHI

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Subjoct- Grant of Hardship Aowal1ce consequollt upon the recommcndatioilS ur Villi PflY CUtllllllflfllofl ~

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QI)sod Poyi nu os 7UOl fur 0 W](J C CIICpoundjOIY locntiulfs Jespoclivply

~W -I (if~~ III consultation wllll LlH~ Ministrymiddot of Finance (Dept of gt

x JOmlilufo )ir II) Nu J7UDir(IC)IOO dllrd 73200U rlllcJ II1oglnled Firanccgtlt Unit viejo tile ir Uy No 1Jli 7tW U datnLJ 2 JIUUU JjS~~~~~~gtilj~f~

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Security

()~ ) Delhi-II0604

~ I 1 16IHQ SFFI AGP amp A120IIi2c1 ~0 I 1

Office ofthe CGDA Ll1an Batar Road Delhi Cantt

GRj~jT (F EFiD-SHIP ALLOVANCE TO ABJJ~~J~f[]RSONNEL POSTED AT CHAICRr IA

1 Ref your letter No ATu088X dated 08 Sep 2011

2 Para-vise reply ofyour letter under reference is furniShedJ

(3) Para 1 The position as to vhy Hardship not admissible to Army deputationist earlier has already been explained our letter No

16HQ P amp 1 ] 1206-2209 daled 1 As regard to para 4 of our iencr IH~( GPampAI1004-3 the S8me has alreadyP[llt~ been deleted vide our letter No 125216HQSfF i 1675middotmiddot677 dated 18 Mar J0 1Iccopyenclosed)Ph91 --- (b) Para 2

(i) Provisions of Cab Sec11 order No 231 dated 161far 200~ are ( applicable to Indian AmlY deputationists posted 21 (categorj station)

only being part of DGS staff as Chakrata is not ~f any AJmy formation and there are no Anny Units co-located at Chakrata

Oi) As regards to grant of allovanccs to the units at categorv B amp C station in

~ ~

Operations under co-located Hence

they are getting aloVvances as notifjed been explained vide para 8 of our letter -

dated 02 Aug 2011

1987 under which category of B amp e location has been (iii) Copy of Cab Sectt letter No 27011

-

2 ~-

4 In view of the above you are requested to issue suitable instructions to CDA (0) Pune and all PAOs for grant ofHardship Allowance Indian Army personnel posted at Chakrata

( R K Purohit) Lt Col Assistant Director (AG)

Ends As above

Copy to shy

Office of e CDA (0) - for info and necessary action please Goli r Maidan

ne-411001

HQ Est 022 - for info please P 34822

056APO

Records No 22 - for info info please PIN- 4822 Cf 56 APO

----

_ 11

Directorate General of Security Office oftheIG SFF East Block-V Level-IV RK Puram New Delhi-l10604

19 Mar fOll152J6IHQSFFAGIPampAJ2010G1S- b11shy

Office ofthe CDA (0) Golibar Maidan Pune 411001

GRANT OF HARDSHIP ALLOWANCE TO ARMY PERSONNEL POSTED WITH SFF ON DEPUTATION

1 Ref our letter No 15226IHQ SFF AGpampal2004-350 dated 02 Feb 2007 (Copy attached)

2 As per Government of India Cabinet Secretariat order No 23142006-EAffi-560 dated 16 Mar 2009 (Copy attached) personnel of RampWA and DGS posted at category B and C are authorizedHardshipAlloWince~(~ef OJ S6p2008 It is intiriiated that Army Officers and PBOR posted with fSFF on deputation are also part of DGS Therefore Army Officers posted witt unitssuburiits of SFF located under iB anoLC catcentgory stations are also entitled to Hardshi~ Allowance Chakrata is a B category station Civilian employees of DGS posted at Chakrata an getting Hardship Allowance 125 of Basic Pay Para 4 of our letter under reference may please b~ deleted

3 In view of the above you are requested to admit the Hardship Allowance 125 of Basic Pay in respect officers posted at HQ Est No 22 (Chakrata)

fJJbL( f) (RK PUrohit)Ie Lt Col

Assistant Director (AG)

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Copy to - -rPipound Office of the CGDA You are r~4l1estcd to issue suitable instmctionR to all P AOs concerned man Batar Road Palam for grant ofHardship Allowance to IA PBOR posted at H~tst No 22 Delhi Cantt-l10010 (Chakrata) r-

Records Est No 22 - for info with reference to their letter No 312802E-CoordlPampA dt PIN-934822 10 Mar 2011 C056APO

Directorate (ene-ral ofSecurity Office ofthe IG SFF East BlockV Level~IV RK Puram New Delhi-II 0604

152161HQSFFAGIPampAl201O IS~80 )( Nov 2011

HQ Est No 22 PIN-934822 clo 56 APO

GRANT OF HARDSHIP ALLOWANCE TO ARMY PERSONNEL

1 Army pers posted to SFF units located at category B and C stations other than Chakrata are in receipt of specific field concessionlallowance(s) as notilled by the Indian Anny they are not permitted to draw Hardship Allowance at these stations In this regard your attention is drawn to tJdra 5 ofGovt ofIndia Min ofFin OM No 3(l)12008-En(B) dt 29 Aug 2008

3 In view of the above you are requested to ensure that Hardship Allowance is not claimed by Indian Army pers posted at category B and CO locations other than Chakraia The Hardship Allowance as and when granted will only be claimed to Army pers posted in units in Chakrata gamson

4 You are requested to pass suitable instructions to all concerned units for strict compliance

( RS Nautiyal ) BFig Deputy Director (AG)

audit

hardship_allowance

qend FlfmOffice of the Principai Coqtroflr of Defence Accounts

Ti r0T db 3-tr T- mtjlut]otNo 107 Lower Agram Road Agram Post Banualore - )ou uu

Sm irraxNo- 243819

dPhone No - 25545101 255497 46

dqrqtrenr qfqwAudit Circular No 3641

Eqqr q|-c|-fi tPlease acknowledge receipt

daraEncls - (eiisftAs above)

feaiol Dated 21 | oz | 2014

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Eftrg dsr 3rMl(trftffiR)sAo (PBOR)

Fqqlsub sop on timety subrnission of advance pension ctaim documents

for obtaining ppos ano their timety disposat

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A copy of Soi -thabove uittl9ry3tdd bv ADG MP

AGs Branch New oetri r-ltter No t tiooiiinPs 8(l of R) (a) dated

181 1 2013 receivei -- iiot Ha office tetter No

ATt3500FuncpAos outJ fiofio4 is forwarded herewith

for infJr-mation and necessary action ptease

fiqBiT qrs a aA fi onw^fud 6f G im$lrilrrtu f d euroT

ffdt t qoe il RqftdT66ffiffiuiO-q t qrffi 6t t

The time schedute as presciiniiJ inir soP mav strictty be

adhered to avoid hhi -io

the retiring JcosoRs due to non-

receiPt of PPO

doriginal PBOR077IPENORDERSIoI-XIX

f45qut ala6 fT fi 3rry1Oirt iUttion As Per Standard list

Entered in MNB C427-4 Page



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months in advance




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----

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Copy to ER Gp(Ro)



months in advance




trr from RO


in advance by




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f


months in advance





~ QfQ5I ~ 3625 RiiiCll 120112012










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trr from RO


in advance by




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months in advance





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