Process of authorisation of pension and gratuity on retirement, Family pension on non-submission of forms due to infirmity and death: PCDA (Pension) Circular No. C-221

O/o The Principal Controller of Defence Accounts(Pension), Draupadighat, Prayagraj — 211014.

Circular No. C-221

No. G1/C/0176/Vol-X/Tech
Dated 06.02.2023

To
(All Head of Department under Min of Defence)

SUB: (i) Timelines for completion of various activities in the process of authorisation of pension and gratuity on retirement on superannuation of a Govt. servant.

(ii) Processing of cases for authorization of pension/family pension in respect of a (i) a Govt. servant who is not in a position to submit the pension form on account of any bodily or mental infirmity, and (ii) a Govt. servant who dies after retirement without having submitted the pension forms.

Govt. of India, Ministry of PPG&P, Deptt. Of P& PW vide their OM No. 11(15)/2022-P&PW (H)-8363 (1) dated 28.10.2022 and OM No. 11(15)/2022-P&PW (H)-8363 (2) dated 28.10.2022 has issued provisions on the subject mentioned above. The following procedure may be adopted for processing of the case regarding timelines for completion of various activities in the process of authorisation of pension and gratuity on retirement on superannuation of a Govt. servant and authorization of pension/family pension in respect of a (1) a Govt. servant who is not in a position to submit the pension form on account of any bodily or mental infirmity, and (11) a Govt. servant who dies after retirement without having submitted the pension forms are summarized as follows:

(A) Timeline for processing of a pension under CCS (Pension) Rules, 2021

(i) HOD (Head of Deptt) is required to have a list prepared by 15th day of every month, of all Govt. servants who are due to retire within the next fifteen months of that date.

(ii) Complete details regarding the Govt. accommodation to be obtained from Govt. servants at least one year before retirement and send these details, within 10 days to the Directorate of Estates for issuing a “No demand certificate” in respect of period preceding eight months of the retirement of the Govt. servant. If the Govt. servant is/was not occupation of any residential accommodation, HOO shall issue the “No Demand Certificate” on the basis of a declaration from the Govt. servant in this regard and after verification of the records and no separate “No Demand Certificate” from Directorate of Estates shall be necessary.

(iii) One year before the superannuation, the HOO will verify the service, make good the omission, imperfection or deficiencies in service .book. In order to ensure that the emoluments during last ten months of the service have been correctly shown in service book, the HOO shall verify the correctness of emoluments only the period of twenty four months preceding the date of retirement of a Govt. servant, and not for any period prior to that date. At least, eight months prior to the date of retirement of a Govt. servant, the HOO shall furnish to the retiring Govt, servant a certificate regarding the length of qualifying service and the emoluments/ average emoluments to be reckoned for retirement gratuity and pension and advise the retiring Govt. servant to submit/fill the required pension form. The Govt. servant shall submit the completed forms not later than six months prior to his date of retirement.

(iv) The HOO is required to send the pension forms to the AO within two months from the date of receipt of pension forms from the Govt. servant.

(v) On receipt of pension case the AO shall apply requisite checks and issue the pension payment order (PPO) not later than two months in advance of the date of retirement. In PPO, the AO shall indicate the name of spouse as family pensioner, the name of permanently disabled child/children, dependent parent and disabled siblings.

(vi) The AO shall forward a copy of the PPO duly digitally singed by him to the PDA (Pension disbursing authority) for taking necessary action to disburse the pension to the retired Govt. servant servant on the date on which it becomes due.

(B) (a) Processing of cases for authorization of pension/family pension in respect of a (i) a Govt. servant who is not in a position to submit the pension form on account of any bodily or mental infirmity..

Where the HOO 1s satisfied that the Govt, servant who retires, is not in a position to submit the pension forms on account of any bodily or mental infirmity, he may allow the spouse or in the case absence of spouse, the member of the family eligible to receive family pension on death of a Govt. Servant, to submit Form 4 and Form 6. If there is no member of the family eligible to receive family pension on death of Govt. servant, a member of the family in whose favour a nomination was made by the Govt. servant for payment of gratuity, may be allowed to submit the said form. No commutation of pension is admissible in such cases.

B (b) In case for authorization of pension, gratuity and family pension in respect of a Govt. servant, who has died after retirement without submission of pension form is required to be processed in the following manner.

In order to avoid any hardship to the family of a retired Govt. servant who dies without submitting the pension papers, it has been decided by Deptt. Of P&PW vide their OM No. 11(15)/2022-P&PW (H)-8363 (2) dated 28.02.2022, that following procedure may be adopted for processing of the case for sanction of pension/family pension to his/her family.

(i) The HOO shall allow the spouse or in the case absence of spouse, any other member of the family eligible to receive family pension on death of a Govt. servant, to submit the claim in Form 10 along with Form 4 and an undertaking to the bank in Format 9. If there is no member of the family eligible to receive family pension on death of Govt. servant, a member of the family in whose favour a nomination was made by the Govt. servant for payment of gratuity, shall be allowed to submit Form 6 in place of Form 10 and the said member of the family shall indicate , the details of his or her Bank account in Form 6.

(ii) The HOO shall fill up Form 7 for payment for pension and retirement gratuity in respect of the deceased retired Govt. servant and he shall also make an indication in Form 7 to the effect that the case pertain to a_ retired Govt. servant, who did not submit Form 6 and other documents before his death and if a claim for family pension has been submitted in Form 10, the HOO shall also issue a sanction in Format 13 for authorization of family pension to the eligible member of a family.

(iii) The HOO shall send Form4 ,Form7, Form10 or Form 6, as the case may be, Format 9 and Format 13 (if applicable) with a forwarding letter in Format 10 to the Accounts Officer for authorization of pension, retirement gratuity and family pension, if applicable.

(iv) The A O shall authorize the pension ,retirement gratuity and family pension (if applicable) in PPO and he shall also authorize the HOO to make payment of arrears of pension for period from the date following the date of retirement up to the date of death to the member of the family who is authorized to receive family pension. If there is no member of the family eligible to receive family pension, the arrears of pension shall be paid to the member of the family who has been authorize to receive retirement gratuity.

(v) If a family pension has been authorized to a member of the family, the Accounts Officer shall forward a copy of the PPO duly digitally singed by him to the PDA (Pension disbursing authority) along with the undertaking in Format 9 for taking necessary action to disburse the family pension.

In view of the above, all Head of Departments are requested to issue suitable instructions (along with copy of this circular) to all the Head of Office under their administrative control to ensure the compliance of above provisions.

[ Available on this office website www.pcdapension.nic.in]|

(S K Tripathi)
ACDA(P)
No. G1/C/MISC/Vol-X/Tech
Dated 06.02.2023
Enclosures:- As above

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