Modifications in the e-Pass Module of HRMS

 File No. PC-VII/2020/HRMS/6                    New Delhi, dated: 06.02.2023

The General Managers,
All India Railways & Production Units,
(As per mailing list)

Sub: Modifications in the e-Pass Module of HRMS

This is to inform that in order to provide a significant boost to the user experience and convenience while using the e-Pass Module of HRMS, certain modifications have been introduced in the same, which are detailed as under:

1. The e-Pass/PTO shall be issued automatically and immediately by the HRMS system upon submission of a request by the user, as per extant Railway Servant (Pass) Rules, without any need for approval of the Pass clerk or Pass issuing authority.

2. Option has been provided to employees to re-declare existing family declarations, which will be auto-accepted, without any need for approval of the pass clerk/pass issuing authority if there is no change in the new declaration. To reconfirm the existing declaration without any change, the employee may click on the "No Change in Family Declaration" button, and thereafter the system will allow the issue of the pass based on the existing family declaration.

3. In case there is any change in family details, the same can be done by using the "Re-Declare Family" button to access the family declaration page and submit a revised family declaration for approval. The pass will be issued as per the revised declaration only after approval.

4. Cancellation of a pass and changes in family declaration would still require approval of the pass clerk/pass issuing authority.

5. An option for a faster and alternate route has been provided for PTO as well, as is currently available for Pass.

6. Family declaration is mandatory once a year. An e-Pass shall not be issued if the family declaration is more than one year old. However, a grace period of one month shall be available to the employee during which the pass will still be issued if a service request for the family declaration has been made.

7. 1. been submitted by the employee for approval. This rule will come into force from 19.02.2023.

      2. It is requested that the aforementioned modifications in the e-Pass Module may be widely circulated amongst all the employees for their convenience. The employees may also be advised to exercise necessary caution while filling the details of origin, destination, and break/via journey stations and choice of family members to be included in the e-Pass as in the new system, the pass will be auto-issued without being submitted to Pass Issuing Authority.

      Jaya Kumar G
      Deputy Director, Pay Commission-VII & HRMS
      Railway Board
      E-mail: jaya.kumarg@gov.in
      Ph. No: 011-47845125

      Copy to:
      (i) PPS to PED(HR), for the information of PED(HR)
      (ii) JS/Railway Board