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USER MANUAL

for

PFMS GPF Module

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1. Advance / Withdrawal Bill Passing

1.1 Login at DDO Maker Level

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STEP 1: Application entry by DDO Maker, navigate via GPF >

Advance/Withdrawals

Objective:

This form is used to enter the advance/withdrawal details of the subscriber who has requested

for taking advance or withdrawal.

This form is used to view the running/existing advance details of all those subscribers who

have taken advance and their instalment recovery is still under progress.

Logic Flow:

1. On click of “Advance/Withdrawals” from the top menu, following two dropdowns will get

appear:

Select Designation

Select Employee

2. Select the particular “Designation” & Employee Name from the dropdown menu.

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This allows the user to view the details of all the advances taken by user since the

beginning. The user will not be allowed to modify them. Details regarding existing

advance & withdrawal details will appear as follows:

On click of “New” button on top right menu, system allows the user to take another

advance or withdrawal. After selecting the particular Designation & Employee from

the dropdown & on click of “New” button, below advance form will appear:

3. Select the type of application: whether the user wants to apply for Advance or withdrawal.

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4. On selection of type of application, corresponding form will appear for entry.

5. Following fields appear on Advance/Withdrawal form:

Make entry in the corresponding fields of “Main reason, Sub reason, Remark, Amount to

apply, Total no. of Installment for recovery.

6. Click on Save to save the advance details.

7. User can click on “Delete” button to delete an entry in the list when required. As soon as

the form is forwarded to DDO Checker, it is not available for deletion/modification at

maker level.

8. User can click on “Edit” button to edit the new entry.

9. After submission of form, the same gets displayed under the list of advance/withdrawal details.

Note:

Same is process is followed for making entry for Withdrawal Application.

User can either be Employee or DDO Maker.

Validations:

All the mandatory/required fields which are highlighted by a red asterisk (*) mark cannot be left

blank.

Recovered amount till date cannot > total amount to recover.

Total number of instalments has to be > 0 and <= 60.

STEP 2: For viewing, approving all Advance/Withdrawal Cases, DDO Checker can

navigate via GPF >Approvals

Objective:

This form is used to approve or reject the advance/withdrawal form applied by the subscriber.

Logic Flow:

1. After submission of Advance/Withdrawal form, same will be available at DDO checker level

for approval.

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2. DDO checker will go through the Advance/Withdrawal application details and as per the

available closing balance of Employee/subscriber, applied advance amount is approved.

3. After login, below screen will appear:

4. On click of “Advance/Withdrawal Application” from left menu, list of all the subscribers who

have applied for Advance / Withdrawal gets displayed on the extreme Left Pane at DDO

Checker level.

5. On click of particular Employee from the left pane list, following details gets displayed on the

screen:

Ledger Details

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Application Details

Previous Outstanding details

6. On click of Loan Application no. check box under Application Details, following screen

appears:

7. After reviewing Eligibility conditions & Installment Details of the particular subscriber, DDO

Checker either approves or rejects the form.

8. On click of “Approve” button, form is available at PD level for sanction generation.

9. On click of “Reject” button, form is returned to DDO Maker with comments for necessary

changes.

Validations:

Recovery Starting paid in year and month should be > Year and month of Bill date

Maximum value of Total no. of instalments is 60.

Mandatory fields cannot be left blank

STEP 3: For preparing sanction for the approved Advance/Withdrawal applications,

PD can navigate via GPF >Approvals

Objective:

This form is used to prepare sanction for the approved Advance/Withdrawal applications.

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Logic:

1. After login at PD Checker level, below screen appears:

2. On click of “Advance/withdrawal Sanction” submenu under “Approvals” top menu, list of all the subscribers whose request for advance/withdrawal has been approved is displayed. Below screen appears:

3. On click of particular Employee from the left pane list, following details gets displayed on the screen:

Ledger Details

Application Details

Previous Outstanding details 4. On click of Loan Application no. check box under Application Details, below screen appears:

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5. Following fields are manually entered by the user /PD Checker:

Ifd No. & Date

Sanction Order no. & Date 6. On click of “Save” button, sanction is available at DDO Maker level for bill preparation. 7. On click of “Edit” button, records corresponding to particular Employee gets displayed & on

click of particular row, records can be edited/updated.

Validations:

Amount Passed cannot be more than the Bill Amount.

STEP 4: For preparing bill after sanction generation, DDO Maker can navigate via

GPF >Advance/withdrawals >GPF Bills

Objective:

This form is used to view the list of Employees whose sanction is generated at PD Level & as per the sanctioned amount, bill is prepared by DDO Maker. Logic:

1. After login at DDO Checker level, below screen appears:

2. On click of GPF bills, following dropdown appears:

Select Bill Type

With the following Bill Type options: a) Advance Bill b) DLIS Payment c) Final Payment d) Withdrawal Bill

Below is the screen for the same:

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3. User can click on one of the Bill Type & accordingly list of Employee gets displayed for the Bill

preparation. Below screens appears:

4. User can enable row under “Select” column for preparing /processing bill for the particular

Employee.

5. After selecting the particular row, click on “Proceed” button.

6. On click of “Proceed Button”, following details gets displayed on the screen:

Bill, Employee & Payee Details.

7. Bank & other confidential details displayed on the screen will be Masked to ensure the data is

secured.

8. On click of “Save Bill” button, above details gets saved successfully.

9. Same bill will be available under Processed bills category.

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10. On click of “forward” button, same bill is forwarded to DDO Checker for verification.

11. On click of Forward button, Status changes from Processed to Forwarded for the particular Bill.

12. On click of Forwarded/Rejected Bills, list of bills rejected by the DDO checker is displayed.

13. On click of Approved Bills, list of bills approved by the DDO checker is displayed.

STEP 5: For verification of bill by DDO Checker after bill preparation, DDO

Checker can navigate via GPF >Approvals >GPF Bills

Objective:

This form displays the list of Employees whose Bill is prepared by DDO Maker & is pending at DDO

Checker level for verification.

Logic:

1. After login at DDO Checker level, below screen appears:

Navigation: GPF >Approvals >GPF Bills

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2. DDO Checker can either Approve or reject the bill.

3. On click of “Rejection” button, bill is returned with comments to DDO Maker for necessary

changes.

4. On click of “Approval” button, bill is forwarded to PAO at DH Level.

5. Bill is passed at all 3 levels: DH/AAO/PAO.

6. After 3 level passing, bill is forwarded to PAO for Digital Signature & Voucher Generation.

7. As soon as a bill is passed at any of the levels it is not available for further

viewing/modification at that level. It can be viewed only at next higher level.

8. After voucher generation, Ledger & other Reports are updated.

2. Transfer Out via Transfer Entry

(If the destination DDO is in the online GPF system)

STEP 1: GPF Transfer initiated by DH at old PAO, DH can navigate via

GPF >Transfers >Transfer of Balance

Objective:

This form allows the user to transfer the GPF of a subscriber from one Pay and Accounts Office

to another within same or to a different Ministry, the transfers will be settled by issue of

Transfer Entry.

Logic

1. After login at DH level, below screen appears:

2. On click of “Transfer of balance (Transfer Out)” from top sub menu, four radio button options

appear on screen:

a) Regular Employee

b) Employee not joined Anywhere/Exceptional Cases

c) Employee from Any Other System

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d) Employee Transferred Before implementation of GPF

3. On click of one option out of four, user has to select the particular DDO & Employee. Screen

appears as below:

4. This form will allow the user to view the details of employee who are transferred from one

PAO to other or within PAO.

5. On click of “Calculate” button, system generated

6. System generated Ledger & Transaction details appears on screen.

7. User clicks on “Process” button & same is forwarded to AAO for verification.

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STEP 2: GPF Transfer verification at AAO Level, AAO can navigate via

Verification >> Verification of Transfers >> Transfer of Balance (Transfer Out)

Objective:

Using this form, AAO verifies Transfer Entry & Transfer Amount of the subscriber whose GPF

transfer out is initiated by DH.

Logic:

1. After login at AAO Level, below screen appears:

2. On click of Transfer of Balance (Transfer Out) & after selecting particular DDO & Employee,

Ledger & Transaction details of subscriber gets displayed.

3. AAO can either click on “Verify” or “Reject” button.

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4. On click of “Verify” button, transfer out bill is successfully forwarded to PAO for verification.

5. On click of” Reject” button, same is returned to DH with remarks for making necessary

changes.

STEP 3: GPF Transfer approval at PAO Level, PAO can navigate via

Approval >> Approval of Transfers >> Transfer of Balance (Transfer Out)

Objective:

Using this form, successfully verified Transfer Out Bill is either Approved or Rejected by PAO.

Logic:

1. After login at PAO level, below screen appears:

2. User clicks on “Transfer of Balance” from right submenu & selects the particular DDO & Employee.

3. Ledger & bill details appear on screen for the selected Employee.

4. After viewing the above details & entering the required bank details, PAO can either Approve or Reject the bill.

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5. Transfer Entry & Transfer Out is accepted at PAO level & same is posted at destination PAO.

3. Transfer Out via Cheque

(If the destination DDO is not in the online GPF system)

GPF >Transfers >Transfer of Balance

Objective:

This form allows the user to transfer the GPF of a subscriber from one Pay and Accounts Office to another within same or to a different Ministry, the transfers will be settled by issue of C- Category Cheque.

Logic

1. After login at DH level, below screen appears:

2. On click of “Transfer of balance (Transfer Out)” from top sub menu, four radio button options

appear on screen:

a) Regular Employee

b) Employee not joined Anywhere/Exceptional Cases

c) Employee from Any Other System

d) Employee Transferred Before implementation of GPF

e) On click of one option out of four, user has to select the particular DDO & Employee.

Screen appears as below:

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3. This form will allow the user to view the details of employee who are transferred from one

PAO to other or within PAO.

4. On click of “Calculate” button, system generated

5. System generated Ledger & Transaction details appears on screen.

6. Payment mode is selected as “Cheque – C cat”.

7. User clicks on “Process” button & same is forwarded to AAO for verification.

STEP 2: GPF Transfer verification at AAO Level, AAO can navigate via

Verification >> Verification of Transfers >> Transfer of Balance (Transfer Out) Objective:

Using this form, AAO verifies the details of the subscriber whose GPF transfer out is initiated by DH.

Logic:

1. After login at AAO Level, below screen appears:

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2. On click of Transfer of Balance (Transfer Out) & after selecting particular DDO & Employee,

Ledger & Transaction details of subscriber gets displayed.

3. AAO can either click on “Verify” or “Reject” button.

4. On click of “Verify” button, transfer out bill is successfully forwarded to PAO for verification.

5. On click of” Reject” button, same is returned to DH with remarks for making necessary

changes.

STEP 3: GPF Transfer approval at PAO Level, PAO can navigate via

Approval >> Approval of Transfers >> Transfer of Balance (Transfer Out)

Objective:

Using this form, successfully verified Transfer Out Bill is either Approved or Rejected by PAO.

Logic:

1. After login at PAO level, below screen appears:

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2. User clicks on “Transfer of Balance” from right submenu & selects the particular DDO & Employee.

3. Ledger & bill details appear on screen for the selected Employee.

4. User selects the “Payment Mode” as Cheque – C cat & other Cheque related details are entered

by the PAO.

5. After entering the required details, PAO can either Approve or Reject the bill.

6. On approval, Cheque is issued by PAO & vouchers are generated.

7. Simultaneously Ledger & other Reports are updated.

8. On rejection, same is returned to DH with remarks for making necessary changes.

4. Transfer IN:

STEP 1: GPF Transfer IN entry at DH Level, DH can navigate via

GPF >Transfers >Acceptance of Balance (Transfer IN)

Objective:

This form allows the user to accept the transfer balance of the subscriber who is transferred

from the DDO/PAO who are not enrolled for GPF on PFMS.

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Logic

1. After login at DH level, below screen appears:

2. On click of “Acceptance of Balance (transfer IN) form top sub menu, user selects the particular DDO code & Designation.

3. On selection, corresponding data will appear on screen.

4. Mode of transaction for Transfer IN will be via Challan as DDO is not enrolled for GPF.

5. Required Details under “Acceptance of balance” tab is entered by DH.

6. After entering details, user clicks on “Proceed to Ledger Details” button

7. Below screen appears on click of button:

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8. Transfer IN details entry with monthly break up displays on screen.

9. Transfer IN balance should be equal to Closing balance.

10. Same is forwarded to AAO for verification.

STEP 2: GPF Transfer IN balance acceptance at AAO Level, AAO can navigate via

Objective:

This form allows the user to accept the transfer balance of the subscriber who is transferred from the DDO/PAO who are not enrolled for GPF on PFMS.

Logic

1. After login at AAO level, below screen appears:

2. On click of “Acceptance of balance (Transfer IN)” from left sub menu, particular DDO code is

selected & corresponding Employee List displays on screen.

3. AAO goes through the “Acceptance of Balance” details & clicks on “Proceed to Ledger

Details” to view the transfer In details entry for the particular Employee.

4. AAO can either “Approve” or “Reject” the “Transfer IN balance” acceptance request.

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5. On approval, Ledger & other reports are updated.

6. On rejection, AAO returns the case with remarks to DH.

5. Subscription Change

5.1 Application for subscription rate change; navigate via

GPF > Approvals > Subscription Change

STEP 1: Select the employee from the left pane of list of employees

Objective:

This screen will be used for selection of employees who have applied for change in rate of

contribution as GPF.

Logic Flow:

1. On navigating on the menu path GPF > Approvals > Subscription Change, DDO Checker will

find the list of only the employees in the left pane who have applied for change in subscription

rate via PFMS login.

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2. The minimum rate of contribution is 6% of the basic pay and maximum rate can be 100% of

the basic pay. The request for change in rate of contribution by any employee can be

applied once a year for reduction and twice a year for increase.

3. On selecting an employee will show the request in the next step.

STEP 2: Verify and approve or reject the request for change in contribution rate

Objective:

This screen will be used viewing the application of the employee for verification if his

request amount fulfills the GPF contribution criteria.

Logic Flow:

1. On selecting an employee will show his current details of basic pay and GPF subscription

amount along with his requested new GPF amount and change request month and year from

which the employee wants new rate to be effective from.

2. System will show the maximum and minimum amounts that is applicable for the employee

along with the number of times he can increase or decrease in that year.

If his request doesn’t meet the criterions, the result for those will be shown in red.

a. If requested amount > maximum amount, it will show result as not applicable

b. If requested amount < minimum amount, it will show result as not applicable

c. If he has already increased rate twice in a year, it will show result as not applicable

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d. If he has already decreased rate once a year, it will show result as not applicable.

3. DDO Checker can change the month/year of applicability and can enter the end month if that

is applied by the employee himself after which original rate of 6% will be contributed.

4. Approve and Reject buttons will approve or reject the application

5. On clicking approve button will show popup as shown below:

6. On clicking on reject button will show popup with textbox to write reason for rejection (max.

50 characters, mandatory) as shown below:

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On entering reason and clicking on OK button, will show following success message:

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6. Approve for Conversion of Advance to Withdrawal

Conversion (Manual) STEP 1: Application entry by DDO Checker, navigate via GPF > Approvals >

Approve for Conversion of Advance to Withdrawal > Conversion (Manual)

Objective:

This form is used to capture the conversion of advance GPF applied by the employee and

application filled by the DDO Maker.

This form is also used to approve/reject the conversion of advance to withdrawals of

employee by the DDO Checker.

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Logic Flow:

1. On click of “Approvals” from the top menu followed by Approve for Conversion of

Advance to Withdrawal and Conversion (Manual). When the DDO Checker will click on

the name of the employee from left side, all the details will come on the screen.

2. Now the DDO Checker can review the filled information details and can Approve/Reject

the Application.

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6.1 Application from Employee

STEP 1: Application entry by DDO Checker, navigate via GPF > Approvals >

Approve for Conversion of Advance to Withdrawal > Application from

Employee

Objective:

This form is used to capture the conversion of advance GPF applied and application filled

by the employee.

This form is also used to approve/reject the conversion of advance to withdrawals of

employee by the DDO Checker.

Logic Flow:

1. On click of “Approvals” from the top menu followed by Approve for Conversion of Advance

to Withdrawal and Application from Employee. When the DDO Checker will click on the

name of the employee from left side, all the details will come on the screen.

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2. Now the DDO Checker can review the filled information details and can Approve/Reject

the Application.

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7. Final Settlement Initiation; navigate via GPF > Final Settlements >

Final Settlement Initiation

STEP 1: Select the employee from the combo box

Objective:

This screen will be used for selection of employee for whom final settlement is to be

initiated.

Logic Flow:

Employee can be selected from the combo box with label Select Employee. On selection the employee data is populated along with further menus for initiation process.

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STEP 2: Choose menu to view employee data related to GPF

Objective:

This screen will be used to select the following menus: i. View GPF Details ii. View Dues Details iii. View Bank and Payment iv. View Nominee Details v. Attached Document(s) vi. Initiation Letter Details

STEP 2: View GPF Details

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Objective:

This screen will be used to view GPF details of the current financial year.

STEP 3: View GPF Details

Objective:

To find if the employee up for recasting has any kind of dues left. If there are no dues

pending, it will show the message as “No Dues Are Pending!”

If there are any dues pending, this screen will show the dues details for the same.

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STEP 4: View Bank and Payment

Objective:

To view/edit employee account details.

Logic Flow:

Employee Bank details can be viewed on this page and can be edited by clicking on the edit

button as shown below:

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Bank Details can be edited if the employee desires to get the Final payment amount credited to the Bank account other

than Salary Bank Account through the option Bank & Payment Details. Any changes made in bank details are sent to

DDO Checker for approval and then endorsement number is provided for final approval at DDO Level.

STEP 5: View Nominee Details

Objective:

To view the nominee details provided by the employee.

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If there are no nominees available, this screen shows the message “Nominee Details are not

available Please enter Nominee Details in the System!”

STEP 6: Attached Document(s)

Objective:

To view any document submitted and uploaded to the system regarding final settlement of the employee.

STEP 7: Initiation Letter Details

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Objective:

To view if all the conditions for final recasting and settlement are fulfilled and are marked

according to the same.

Logic Flow:

An Endorsement No. is added by DDO Maker with Endorsement date to be submitted to PAO

level for verification purposes.

7.1 Recasting at DH Level; navigate to Final Settlements > Recasting of

Account

STEP 1: Select the employee

Objective:

This screen will be used for selecting an employee for recasting.

Logic Flow:

DH will select the recasting type, DDO, Employee name. Service end date and reason of recast

will be fetched from the system. DH will now select the interest period, recasting tenure and click

on Go button.

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Financial year wise reports are displayed which on clicking will show monthly breakup.

View Previous Values button will display a popup showing the previous values for the financial year

before recasting.

Calculate and Save button finally sends the recast to AAO for verification.

7.2 Recasting at AAO Level; navigate to Verification > Verification of Final Settlements > Recasting of Account

STEP 1: Select the employee

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Objective:

This screen will be used for selecting an employee for recasting verification.

Logic Flow:

AAO will select the recasting type, DDO, Employee name. Service end date and reason of recast

will be fetched from the system. DH will now select the interest period, recasting tenure and click

on Go button.

AAO can verify or reject the recasting by clicking on Verify and Reject buttons respectively.

On clicking on Reject button, it is mandatory to add remarks for the same.

Once approved, the recast is sent to PAO level for final verification.

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7.3 Recasting at PAO Level; navigate to Approval > Approval of Final

Settlements > Recasting of Account

STEP 1: Select the employee

Objective:

This screen will be used for selecting an employee for recasting approval.

Logic Flow:

PAO will select the recasting type, DDO, Employee name. Service end date and reason of recast

will be fetched from the system. DH will now select the interest period, recasting tenure and click

on Go button.

PAO can verify or reject the recasting by clicking on Verify and Reject buttons respectively. On

clicking on Reject button, it is mandatory to add remarks for the same.

Once approved, the recast process is considered to be complete.

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In case of death, following process will be considered:

DH in PAO After Approval of Recasting of Account at PAO level – Dealing Hand needs to process

the DLIS Settlement through the Option – Final Settlements –DLIS Settlement

AAO in PAO Verification of the DLIS processed by DH can be done through the option Verifications –

Verification of Final Settlements – DLIS Settlement

PAO PAO has to approve the DLIS Settlement through the Option Approval –Approval of

Final Settlements – DLIS Settlement

DH in PAO After Approval of DLIS at PAO level – Dealing Hand needs to process the Final Payment

Authority and DLIS authority separately through the Option – Final Settlements –Final

Payment Authority – Final Settlement & DLIS

AAO in PAO AAO has to verify the authorities through the option Verifications –Verification of Final

Settlements – Final Payment Authority – Final Settlement & DLIS

PAO PAO will then approve the DLIS Settlement through the Option Approval –Approval of

Final Settlements – Final Payment Authority – Final Settlement & DLIS