INTERNSHIP REPORT ON

PAKISTAN TELECOMMUNICATION COMPANY

LIMITED (PTCL)

SUBMITTED BY:
o Sughandh abbasi
o Noor u lain qureshi
o Kanwal Soomro
o Sarah somar
o Iram sheikh
SUBMITTED TO: Human Resource Business Partners Hyderabad.

TABLE OF CONTENTS:
THE ACKNOWLEDGEMENT 6
CHAPTER NO 1:
AN INTRODUCTION TO PAKISTAN TELECOMMUNICATION COMPANY LIMITED
1. 1: COMPANYS BACKGROUND..7
1. 2: INTRODUCTION TO PTCL8
1. 3: VISION..9
1. 4: MISSION...9
1. 5: CORE VALUES.10
1. 6: COMPANYS PROFILE..10
1. 7: BUSINESS AND CORPORATE USERS.10
1. 8: OTHER SERVICES11
1. 9: BUSINESS OPERATIONS...12
1.10: ORGANIZATIONAL STRUCTURE OF PTCL..13
1. 11: EXECUTIVE SUMMARY..17
1. 12: RESEARCH METHODOLOGY.18
1. 13: HUMAN RESOURCE INFORMATION19
CHAPTER NO: 2
LEAVE MANAGEMENT SYSTEM
2. 1: DEFINITION20
2.2: PROCESS FLOW CHART...21
2. 3: TYPES OF LEAVES23
2. 4: LEAVE APPROVAL MATRIX..23

CHAPTER NO: 3
TRAVEL MANAGEMENT SYSTEM
3. 1: DEFINITION.24
3. 2: STEPS INVOLVED IN TMS24

CHAPTER NO 4:
TRANSFER MANAGEMENT SYSTEM
4. 1: DEFINITION..27
4. 2: ELEMENTS TO BE CONSIDERED BEFORE TRANSFER...27
4. 3: TRANSFER/POSTING STEPS INVOLVED.28

CHAPTER NO: 5
PAYROLL
5. 1: DEFINITION29
5. 2: T CODES.29

CHAPTER NO: 6
CIVIL & ESTATE DEPT
6. 1: DEFINITION & CONTENTS...32
CHAPTER NO: 7
HR ADMIN SERVICES
7. 1: CONTENTS33
7. 2: FUNCTIONS..33

CHAPTER NO: 8
FINANCE
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8. 1: DEFINITION..35
8. 2: TYPES OF EXPENDITURES35
CHAPTER NO: 9
ONE STOP SHOP
9. 1: HISTORY & BACKGROUND37
9. 2: PRODUCTS & SERVICES..37
CHAPTER NO: 10
EMPLOYEE FACILITATION CENTRE
10. 1: DEFINITION.41
10. 2: FUNCTIONS.41
10. 3: EMPLOYEE MEDICAL CARD..42
10. 4: HEAVE EXPENDITURE CASES...43
10. 5: MARRIAGE GRANT CASES.44
10. 6: GPF REFUNDABLE & NON REFUNDABLE CASES.46
10. 7: EDUCATION GRANT CASES...46
10. 8: UNIFORM GRANT CASES47
10. 9: MEDICAL DATA POSTING ON SAP...47
10. 10: TRANSFER MEDICAL FACILITY.48
10. 11: REGISTRATION OF MEDICAL DATA ON SAP..48
10. 12: DEPARTMENTAL CARD49
10. 13: CONDOLENCE LETTER.50
10. 14: COMPENSATION LETTER.50
10. 15: REST & RECREATION ALLOWANCE.50
CHAPTER NO: 11
PENSION & PAY FIXATION BRANCH
4

11. 1: DEFINITION.51
11. 2: SERVICE BOOK & ITS CONTENTS.51
11 .3: PENSION & ITS TYPES..53
11 .4: METHOD FOR CALCULATING GROSS PENSION53
11. 5: CALCULATING NET PENSION54
11. 6: SUPERANNUATION..54
11. 7: COMMUTATION55
11. 8: FAMILY PENSION & OTHER CASES OF ON DUTY DEATH EMPLOYEES55
11. 9: CALCULATION OF PENSION FOR WIDOWS..56
11. 10: GRATUITY56
11. 11: SYSTEM APPLICATION PROGRAM57
CONCLUSION ..58
ANNEXURE 59

ACKNOWLEDGEMENTS
All praise to ALLAH, the most Merciful and Kind; All gratitude belongs to Him
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We would like to express our deepest appreciation to all those who provided us the possibility to complete this
report. We have taken efforts in this project. However, it would not have been possible without the kind support
and help of many individuals and organizations. We would like to extend our sincere thanks to all of them.
We are highly indebted to PTCL ADMINISTRATION for their active guidance and constant supervision as
well as for providing necessary information & support in completing the Internship report, which was a
requirement for completing the BACHELORS DEGREE program. We would like to express our gratitude
towards our parents, families & members of PTCL for their kind co-operation and encouragement throughout
the internship program.
Our thanks and appreciations go to our colleague and group mates in developing the project and people who
have willingly helped us out with their abilities.
Although there may be many who remain unacknowledged in this humble note of gratitude there are none who
remain unappreciated.

CHAPTER NO: 1

AN INTRODUCTION TO THE PAKISTAN TELECOMMUNICATION

COMPANY LIMITED:
6

1.1: COMPANY BACKGROUND

PTCL operates in one of the most dynamic, deregulated and competitive markets in the world; Pakistan with a
population of 165 million people is a fast growing economy with relatively low penetration of Information
Communication Technology (ICT) services.
PTCL intends to be the leading ICT provider in the region by achieving customers' satisfaction and maximizing
shareholders' value and as such PTCL perceives its future as a customer centric organization enhancing its
infrastructure and investing in people.
History. Having its origin in the Post & Telegraph Department established in 1947, the Pakistan
Telecommunication Corporation (PTC) was established in December 1990, taking over operations and
functions from the Pakistan Telephone and Telegraph Department under the Pakistan Telecommunication
Corporation Act 1991.The Pakistan Government's policy to promote competition encouraged private sector
participation and resulted in the award of licenses to cellular companies, card-operated payphones, paging and,
lately, data communication services. Pursuing a progressive policy, the Government in 1991, announced its
plans to privatize PTC, and in 1994 issued six million vouchers exchangeable into 600 million shares of the
would-be PTCL in two separate placements. Each had a par value of Rs. 10/- per share.
In 1995, the Pakistan Telecommunication (Reorganization) Ordinance paved the way for the establishment of
an independent regulatory regime. A milestone was crossed in 1996 as the Pakistan Telecommunication
Company Limited (PTCL) was formed and formally listed on all Stock Exchanges of Pakistan.
Since then, PTCL has been working vigorously to meet the dual challenge of telecom development and socioeconomic uplift of the country. In keeping with the convergence of technologies in the telecom sector PTCLs
mobile and internet subsidiaries were created in 1998.PTCL launched its mobile and data services subsidiaries
in 2001 by the name of Ufone and Pak Net respectively. None of the brands made it to the top slots in the
respective competitions. Lately, however, Ufone had increased its market share in the cellular sector. The Pak
Net brand has effectively dissolved over the period of time. Recent DSL services launched by PTCL reflects
this by the introduction of a new brand name and operation of the service being directly supervised by PTCL..
The first major product initiative taken toward a changing PTCL during the year 2006-07,was the launch of
PTCL's Broadband service. PTCL achieved unprecedented success in Broadband service as it added over
10,000 customers within the first 120 days of its launch..
As telecommunication monopolies head towards an imminent end, services and infrastructure providers are set
7

to face even bigger challenges. The post-monopoly era came with Pakistans Liberalization in
Telecommunication in January 2003. On the Government level, a comprehensive liberalization policy for
telecoms sector is in the offering.
in April 2006 ,Emirates Telecommunication Corporation, which is commonly known as Etisalat,has assumed
management control of Pakistan telecommunication corporation limited part of the2.6$ deal to buy a 26% stake
in PTCL.there were three participated in the bet for privatization of PTCL.Etisalat, a Abu Dhabi based company
was able to get the shares with a large margin in the bet. Government's plan of privatizing the corporation was
not welcomed in all circles; countrywide protests and strikes were held by PTCL workers. They disordered
phone lines of institutions like Punjab University Lahore along with public sector institutions were also blocked.
Military had to take over the management of all the exchanges in the country. They arrested many workers and
put them behind bars. The contention between Government and employees ended with a 30% increase in the
salaries of workers .there have been various changes in the company due to privatization such example include
the VSS(voluntary separation scheme for its employees),ERP (SAP based),restructuring B& CC (Billing and
customer care software) etc. Another seemingly minor change was change of brand identity (LOGO) that will
present PTCL's new face after privatization, with greater focus on customer satisfaction and bringing about of
new advancements in telecom for Pakistani customers..
1.2: INTRODUCTION TO PTCL
Pakistan telecommunication company limited (PTCL) is the largest telecommunication service provider in
Pakistan with employee strength of about 30,000 and 5.7 million customers, the company structure spread over
the entire country which facilitates the company in providing value added services to the customers in every
part of Pakistan. Geographically the company divided into: headquarters, north, south, central and west zones
and functionally in commercial HR& admin, corporate development, Finance, operations, technical
departments.
UFONE
Ufone GSM is a Pakistani GSM cellular service provider. It is one of the five major GSM Mobile companies in
Pakistan. In January 2001 Pak Telecom Mobile Limited (PTML) a wholly owned subsidiary of Pakistan
Telecommunication Company Limited (PTCL) started its operations under the brand name Ufone.
ETISALAT
After the partial privatization of the parent company PTCL, 26% of shares and control was sold to Etisalat and
8

Ufone became a part of the Emirates Telecommunication Corporation Group. In 2012 Ufone launched their
social networking service for their Ufone customers Club Ufone, available in English and Urdu languages.
1.3: VISION OF PTCL
To be the leading Information and Communication Technology Service Provider in the region by achieving
customer satisfaction and maximizing shareholders' value'.
The future is unfolding around us. In times to come, we will be the link that allows global communication. We
are striving towards mobilizing the world for the future. By becoming partners in innovation, we are ready to
shape a future that offers telecom services that bring us closer.
1.4: MISSION OF PTCL
To achieve our vision by having:

An organizational environment that fosters professionalism, motivation and quality

An environment that is cost effective and quality conscious

Services that are based on the most optimum technology

"Quality" and "Time" conscious customer service

Sustained growth in earnings and profitability

1.5: CORE VALUES OF PTCL

Professional Integrity

Teamwork

Customer Satisfaction

Loyalty to the Company

1.6: COMPANY PROFILE

PTCL is all set to redefine the established boundaries of the telecommunication market and is shifting the
productivity frontier to new heights. Today, for millions of people, we demand instant access to new products
and ideas. More importantly we want them for their better living standards with increased values in this ever9

shrinking globe of ours. We are setting free the spirit of innovation. PTCL is going to be your first choice in the
future as well, just as it has been over the past six decades.

1.7: BUSINESS & CORPORATE USERS

For clear communication the first choice of business circles is PTCL telephone for local, nationwide and
international calling. Today businesses can have 10-100 lines with modern day services to meet their needs.
Now you get options like Caller-ID, call-forwarding, call-waiting, Call Barring, to name a few.

1.8: OTHER BUSINESS SPECIFIC SERVICES INCLUDE:

0800-Toll free number, 0900-Preminum rate services, VPN-Virtual Private Network, Audio Conference
Service, Digital Cross Connect (DXX), ISDN (Policy), Tele plus (ISDN/BRI), Digital Phone Facilities/
Modification Charges, UAN, UIN.

CARRIERS SERVICES
As carriers-carrier, we provide the core infrastructure services to the cellular, LDIs, Local Loop operators, ISPs,
Call Centers and payphone operators.
We provide all carrier services, right from inter-connects and tele housing to DPLC and IPLC connectivity. Our
interconnect services are provided from our 3200 exchange locations that connect your carriers networks
domestically, in addition to providing IPLC bandwidths to connect you internationally through our four
international gateways and SEA-ME-WE3, SEA-ME-WE4 and IMEWE submarine cables
Furthermore to provide connectivity to operators in the extreme remote areas of the country, PTCL launched its
state of the art satellite service (Sky link).
PTCL satellite service (Sky link) is provided using the Intelsat Satellite System, an undisputed leader in satellite
communications.

WHITE LABEL SERVICES

PTCL customers can now provide uninterrupted services to their clients without undertaking large scale
investment in infrastructure or developing expertise in their own network.
PTCL White Label Services are focused on speed and simplicity at minimal capex. This will enable our
10

customer to offer their own branded WLL, DSL etc to customers nationally, together with an array of key
support services.

1.9: BUSINESS OPERATIONS

SWOT ANALYSIS
SWOT analysis stands for analyzing the Strengths, Weaknesses, Opportunities and Threats of a certain industry
or company. In this post we do the SWOT analysis of the Telecom Industry of Pakistan. In upcoming posts we
will go in detail of individual companies and discuss the problems and how to make use of the opportunities.
STRENGTH

Exponential growth.

Skilled Human Resource at low-cost.

Access to Infrastructure optical network and satellite links.

Favorable policies (to some extent) and regulator.

Strong international brand names.

WEAKNESS

Quality of Service.

Low revenue per user (ARPU).

Customer retention.

No clear strategic direction.

Poor organizational structure.

No research and development programs.

Employee skill inconsistency.

Very low employee morale.

OPPORTUNITIES

Huge market size.

Local handset manufacturing.

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Making technology accessible to all (e.g. broadband).

Adopt latest technologies.

Removal of international trade barriers.

Adopting MVNO.

THREATS

Recession in economy.

Inconsistent and adhoc decisions from regulatory authorities.

Political Instability, Security issues.

Adverse shifts in trade policies of government.

1.10 : ORGANIZATIONAL STRUCTURE OF PTCL

An Organizational Structure clarify the roles of personnel of an Organization and to determine who has to do
what task, which is responsible for what, objectives to be achieved, who is to report to whom and to remove the
obstacles for performance caused by confusion and uncertainty of job assignment as well as to make easy
decision- making and communication networks reflecting and supporting organization objectives.
PTCL is divided into five major zones i-e north zone Rawalpindi and Islamabad, central zone Punjab , south
zone Sindh and Balochistan , western zone KPK and head quarter Islamabad , the zones are further divided into
regions , PTCL has been divided into almost thirty-two Regions (Nine Development and twenty-three
Maintenance Region ).
All the company heads offices are in Islamabad head quarters .The head of Pakistan Telecommunication
Company Limited is called President. Then there are SEVPs (Senior Executive Vice Presidents), i.e. SEVP
(Finance), SEVP (Operations), SEVP (Technical), and SEVP (Human Resource Management), SEVP
(Marketing & Business Development). Then there is a chain of Executive Vice-presidents (EVPs) like EVP
(Finance Central), EVP (Marketing), EVP (HR Central), EVP (Accounts), EVP (Operation), EVP (Information
Technology, Training & Research), and EVP (Revenue). All these are appointed at Pakistan
Telecommunication Company, Headquarters at G-8/4, Islamabad. Apart from these EVP, there are also
EVP(Operation), EVP (HR) etc. who are heading the other regions of PTCL in major cities country wide. Then
there are Chief Engineers and General Managers at H/Qs who report to their relevant EVP. Then there are

12

Senior Managers, Deputy Directors, Assistant Directors, Account Officers, Assistant Account Officers,
Financial Analysts, Marketing Managers, Computer Programmers, and IT Specialists etc.
There are Regional Heads (General Managers) to head PTCL Regions, There are numbers of Senior Managers
of different departments like HR, consumer, R&C and Finance works under the supervision of RGM. There
are three Senior Business Managers and five senior managers are working under RGM Hyderabad though their
general managers are different.
REGIONAL
GENERAL
REGIONAL
GENERAL
MANAGER
MANAGER(HYTR)
(HYTR)

SBM CITY

SBM
LATIFABAD

SBM RURAL

SM-HRBP

SM-MMBB

BM DADU

MANAGER
HRBP

MANAGER MMBB
PROVISION

BM-THATTA

BM-LATIFABAD

MANAGER
MMBB FAULLT

BM-CITY

BMQASIMABAD

BM
MIRPURKH
AS

MANAGER
ADMIN

BM CENTRAL

BM TANDO
ALLAH YAR

BMSANGHAR

Other senior managers that work under regional general manager Hyderabad, but their general managers
are different

REGIONAL GENERAL
MANAGER HYTR

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SM R&C

SM FINANCE

MANAGER
R&C- i

MANAGER
FINANCE

SM
CONSUMER

MANAGER
ONE STOP SHOP

MANAGER
CONSUMER

MANAGER
R&C-ii

As a human resource internee we will discuss HR department particularly, SM HRBP is the one who is
looking After all the management affairs of Hyderabad region SM HRBP reports to General Manager human
resource Karachi , manager HR & his staff are responsible to take care of Personnel affairs at Regional Level
and reports to SM-HRBP,there are around 3 Assistant managers that works under manager supervision i-e AM
HRBP , AM- ADMIN, AM-PAYROLL. Then the non-gazette staff there are Engineering Supervisors
Operations /Switching /Power plant /Optical Fibber system/M.W Media, Account Assistants, Stenographers,
Assistants, Key Punch Operators, Telecom Technicians, Upper Division Clerks, Lower Division Clerks, Line
Men, Wire Men, Drivers, Exchange Cleaners, Naib Qasids and Peons etc. All the staff is recruited by the HR
Department headed by SEVP HR. The HR experts are responsible for hiring & to further streamline its
recruitment process.

HRIERCHY OF PTCL HUMAN RESOURCE DEPARTMENT

PRESIDENT

SENIOR EXECUTIVE
VICE PRESIDENT

EXECUTIVE VICE
PRESIDENT

14

GENERAL MANAGER
HRBP

SENIOR MANAGERHRBP

MANAGER HRBP

ASSISTANT MANAGER

1.11: EXECUTIVE SUMMARY:

Title of internship
Six weeks summer unpaid internship programme at human resource department PTCL regional office
Hyderabad.
An internship programme is designed for students to pace exposure to the corporate world. We as a human
resource Interns at PTCL which is known as a telecom giant were working under Managers supervision. Apart
the requirement of degree our main purpose is to acquire knowledge related to Human Resource policies,
practices and techniques being practiced in a particular Organization .

15

We are grateful to PTCL and employees who gave their valuable time that we could learn and seek knowledge
related to our field.
During the six weeks we found how the bookish things were found in the practical life.
According to designed Internship programme our attachment was with different sections i-e
1. Human Resource information system, payroll, leave management system and travel management
system.
2. Estate and Civil
3. Human resource services ( Admin)
4. Employee facilitation centre (EFC)
5. Finance
6. Consumer sales (One Stop Shop)
7. Legal and Pension.

1.12: RESEARCH METHODOLOGY

We have made this report with the help both primary and secondary research methods.

PRIMARY DATA We collected primary data by practical experience , oberservation and by asking
questions from the employees concerning thire work.

SECONDARY DATA : Secondary data is collected from PTCL official website and different internet
websites.

LIMITATIONS
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During our internship there were some limitations such as:

1. Bad infrastructure and poor maintenance.
2. Major constrain was Power cut and generators were not working properly.
3. When we were attached to finance department, it was their budget closing time and staff was so busy

1.13: HUMAN RESOURCE INFORMATION SYSTEM

COMPENSATION AND
BENEFITS
Pay structures
Wage/salary administration
Benefits plans and usage analysis
Vacation usage

HR PLANING AND
ANAYSIS

Implementing legal stipulations

Organization charts

Job posting

Staffing needs

Internal job matching

17

Skills inventories

Job description tracking

Turnover analysis

Workforce utilization

Absenteeism analysis

Availability analysis

Labour relations
Union negotiation record
Attitude survey result
Exit interview analysis
Employee work history

HEALTH, SAFETY AND

SECURITY:
Safety training
Accident rewards

HRIS

Employee health records

Compliance with various acts

HR DEVELOPMENT

STAFFING

PERFORMANCE
APPRAISAL

Employee training profiles

Recruiting sources

Employees competency data

Matching actual

Training needs assessment

Application tracking
Job offer refusal analysis

CHAPTER NO: 2

Performance with standards

Succession planning
Career interests and experience

LEAVE MANAGEMENT SYSTEM (LMS)

2.1: DEFINITION:
LMS is a system on sap through which leave applications are processed .LMS stands for leave management
system".
Some important aspects to be considered in LMS:

for Leave (Leave Request)

Approve Leave (Leave Approval)

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Reject Leave

View Leave Balance (Leave Balance)

View all Leave applications (Leave Status)

View total Leaves for a specified period

View Leave dates/ detail

Cancel Leave application

Leave Report

2.2: PROCESS FLOW CHART:

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For grade 18 and above, employees have access to the LMS through their sap ids these employees can
apply their leaves on their own.

Non-gazette (1-17 BPS) employees, need to fill a leave transaction form (LTF), this form is then
submitted to the payroll agent.

After receiving the LTF, The LMS CORDINATORS makes the leave request on SAP for further
approval from the approving authority.

Approving authority has to open the portal and clicks approve or reject button for the particular leave
request and it by design goes to the next level.

Notification is issued to the applicant and GM HRA about the rejection/ approval of the leave.

The quota (if available) is deducted automatically from the system.

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LMS Coordinator sends the report to the staff branches and attendance department.

Contractual employees:

Eligible for earned leave only

Can be carry forward (upto 180 days maximum)

Encashment facility upon resignation/termination (prorate basis)

3 days per month added to the quota upon completion of the month

Regular:

Quota eligibility is of two types:

Earned leave: 48 days upon completion of one year; 4 days per month
Carry forward facility

Casual leave: 20 days at the start of the year.

Expire at the end of the year.

NCPG:

Quota eligibility is of three types

Earned/annual leave: 20 days upon completion of one year; remaining balance not more than 28 days
Carry forward facility

Casual leave: 8 days at the start of the year . Expire at the year-end.

Medical/sick leave: 8 days at the start of the year

Expire at the year-end

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2.3: OTHER TYPE OF LEAVES:

The other types of leaves include:

Earned annual leave

Iddat : maximum 130 days

Sick leave: maximum 14 days

Disability leave: maximum 720 days

Study leave: 12 months

Maternity leave: 90 days

Leave preparatory to retirement: maximum 180 days

Casual leave: maximum 10 days

Sick leave: maximum 14 days

2.4: LEAVE APPROVAL MATRIX:

1. For leave up till 30 days:

The application needs to be approved from the Concerned General Manager

Then the application is sent to the Concerned General Manager HR & A for final approval

2. For leave more than 30 days to 90 days:

The application needs to be approved from the Concerned General Manager

Then the application is sent to the Concerned General Manager HR & A

Executive Vice President HR & A (HQ) is the final approving authority

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3. FOR LEAVE MORE THAN 90 DAYS AND ABOVE:

The application needs to be approved from the Concerned General Manager

Then the application is sent to the Concerned General Manager HR & A

And to the Executive Vice President HR & A (HQ)

Senior Executive Vise President HR & A (HQ) is the final approving authority

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Chapter no: 3
TRAVEL MANAGEMENT SYSTEM
3.1: DEFINITION:
Travel management (TM) is the function of managing a companys strategic approach to travel (travel
policy), the negotiations with all vendors, day-today operation of the corporate travel program,
traveler safety & security and travel & expenses (T&E) data management..
T&E costs are not only limited to travel (airline, rail, hotel, car rental etc.) but include all costs incurred
during travel such as staff & client meals, taxi fares, gratuities, client gifts, supplies (office supplies and
services), etc. Furthermore this area often includes meeting management, traveler safety & security and
overall travel data management.0
The management of these costs is usually handled by the Corporate Travel Manager, a function that can
be part of the Finance, HR, Procurement or Administrative Services Department. As this function
touches on all of these areas in some form and represents such a major corporate expense, it stand to
reason that this function should have equal ranking within a corporation as any other major division and
not be seen as a sub-set of existing departments.
Traveling for work related activities is the part of every Organization. PTCL as being a
Telecommunication company where traveling is important for employees from lower to higher
authorities for work activities and different tasks.

24

3.2: STEPS INVOLVED IN TRAVEL MANAGEMENT SYSTEM AT PTCL:

The entire process is handled on the software which keeps the record:
1. When there is need for visit or travelling then the request is being sent to the TRAVEL
COORDINATOR of that particular region and also have to give the details such as where is the
visit , where is the stay(if any) and whether it is a personal stay or on job, estimate cost and dates on
which to travel etc.
2.

Travel coordinator sends request to the Finance unit for budget allocation that whether there is
budget in that cost center or not.

3. After allocation of budget by Finance unit now the travel coordinator will upload this request in the
system and then the trip number is being generated and will further go to the approving authority.
4. The concerned party will be known about the approval in this step.
5. Travel expense manager is also informed about the approval.
6. If concerned party needs advance payment so will have to in before to travel coordinator.
7.

This step comprises reimbursement / settlement with supporting documents and is uploaded into the
system software.

8. Now finally it is documented to Finance department their work is to post and decide the mode of
payment.

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CHAPTER NO: 4
TRANSFER MANAGEMENT SYSTEM:
4.1: DEFINITION:
The Transfer of employees has always remained a significant decision for the management. HR in PTCL has
always recognized that employees productivity is contingent upon their motivation to commit their time,
energy and ability in the performance of jobs suited to their interest and carrier growth. In view of aligning HR
practices with the company goals the automation of the process pertaining to transfer / posting has been
conceived with ideology of facilitating HR decisions by harboring efficiency .As a result the strategic decision
of transferring employees therefore will maintain a perfect equilibrium between individuals personal
development and Organizational efficiency.
When it becomes necessary for the company business to transfer employees from one position and/or location
to another, it is the policy of the company to place employees in positions where their maximum abilities can be
utilized to the mutual benefits of the company and the employee.
4.2: ELEMENTS TO BE CONSIDERED BEFORE TRANSFER
An employee is going to be transferred to a position where he/she will have new and/or increased
responsibilities and to assure the most effective use of employee abilities, the following factors should be
considered when reviewing a transfer:
(1) Demonstrated excellent performance in current and previous work assignments.
(2) Specific qualifications and knowledge which relate to the new position.
(3) Opportunity for the employee to further develop and increase his competence.
(4) Training required or previous working experience available to the new position.
The module of transfer/ posting has been designed. All transfer/posting cases are being initiated in the system
by HR.
Company-initiated transfers - If an employee in whom a supervisor is interested, he should discuss the
individual with HR Department and obtain pertinent data regarding the employee's background and present
status. If the supervisor is interested in talking with the employee, the supervisor should discuss it with the
employee's supervisor before any discussion with the employee. Should the supervisor want to transfer the
employee, he should arrange a transfer data. HR has responsibility for coordinating any interview and the
subsequent transfer.
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Employee-initiated transfers - if an employee desires a transfer, he should discuss the matter with his
supervisor. In case his supervisor gains knowledge over the employee's request the supervisor should discuss
the transfer matter with HR and concerned Department supervisor and Manager before any action taken or any
information leaking out.
4.3: STEPS INVOLVED IN TRANSFER/ POSTING:
TRANSFER/ POSTING MODULE
1. The first level will remain the HR business partners OR HR operations assessing the need. And check
the current position of the employee.
2. Where to send that particular employee on what designation now for which you have to tell position
number, controlling officer, cost center etc.
3. To initiate the transfer / posting work flow, the initiating agent will trigger Transfer/ Posting engine,
identifying the authorities involved in the process. The HR representatives will be responsible for input
of respective approving authorities that may vary case to case (as per the delegation of decision power).
4. Subsequent the to the initiation request will be routed to the concerned approvers as defined as
accordance to the delegation power, for e.g. the Transfer management coordinator will send request to
Manager after his approval the request is being send to Senior Manager and finally to RGM and further
higher authorities.
5. After the approval of Authorities the Transfer order/ notification will provide the basis to execute the
action of Transfer/Posting.
6. After the notification is being circulated then is finally sent to Payroll section to fill in the updates.

CHAPTER NO: 5
27

PAYROLL
5.1: DEFINITION:
A list of a company's employees and the amount of money they are to be paid. The total amount of wages and
salaries paid by a company to its employee

5.2: T CODES USED IN PAYROLL ON SAP:

In PAY ROLL the following T Codes are working efficiently to process salaries of employees.
1. PA 30 (Maintain HR Master DATA)
2. PA 40 (Personnel Action)
3. PA 70 Fast Entry
4. ZPT_BKST_BR

(Branch Wise Statement)

5. ZPT_PR (Pay Roll Register)

6. ZPT_BK_SMRY (Bank Summary)
7. ZPT_SAL_STM (Salary statement )
8. PC00_M99_CEDT (Remuneration Statement)
9. ZPT_IT (Income Tax Detail)
10. PC00_M99_CWTR (Wage Type Reporter)

PA 30 (Maintain HR Master Data)

After hiring of new employee create his EPI No. and then enter is Personnel
Information i.e. Family Data, address, CNIC, NTN, Contact Number, Hiring Data
after then maintain his salary as per his appointment letter and also maintain his PA
(Personnel Area) PSA (Personnel Sub Area) Cost Centre and also DDO for further
28

process their salary.

PA 40 (Personnel Action)
In PA 40 maintain employee record if transfer / leaving PTCL.

PA 70 FAST ENTRY
Fast entries use for the purpose of employee additional payment i.e. Annual Bonus,
Education Grant & Uniform etc.

ZPT_BKST_BR (BRANCH WISE STATEMENT)

Branch wise statement soft / hard copies sent to Finance Unit for preparation of
Cheques after that sent concerned branch with Demand Draft / Pay Order for
further payment

ZPT_PR (PAY ROLL REGISTER)

Pay Roll Register Region Wise use for the purpose of check the salaries of
employees and prepare excel file Cost Centre Wise.

ZPT_BK_SMRY (BANK SUMMARY)

Bank Summary Region Wise use for the purpose of check the salaries of employees
as per Bank Statement and also prepare excel file as per Bank Wise Statement.
After match the salaries amount of Pay Roll Register and Bank Summary, prepare
the ceiling statement for further sent to DDO for applying monthly salaries ceiling
from HQ.

ZPT_SAL_STM (SALARY STATEMENT )

T Code of Salary statement use for the purpose of demanding of any employee for
last one year salary detail.

PC00_M99_CEDT (REMUNERATION STATEMENT)

29

Remuneration Statement (Pay Slip) Soft / Hard Copies sent to concerned Region /
Units for hand over to employees for the purpose of check salary, account , CNIC,
NTN, BPS, Designation & other details.
9

ZPT_IT (INCOME TAX DETAIL)

T Code of Income Tax statement use for the purpose of demanding of any
employee for last one year paid Income Tax through his salary.

10

PC00_M99_CWTR (WAGE TYPE REPORTER)

Wage type report use for the purpose of check employee salary as per his salary T
Codes i.e. Basic Pay, Incentive Pay and other allowances

CHAPTER NO: 6
CIVIL AND ESTATE DEPARTMENT
6.1: DEFINITION& CONTENTS:
The work of Civil and Estate department is to keep on PTCL buildings e.g maintenance of PTCL assets
( general maintenance along with repairing) of :

PTCL BUILDING i.e.

30

1. Office building
2. Telecom building
3. Dispensaries
4. Residence building (PTCL colony)
5. And other assets such as

GENERATORS :

This department also deals with utility services such as:

ELECTRICITY: (HESCO): If there is any misuse, no proper power supply to buildings and other
issues regarding electricity then Civil and Estate department is responsible for these matters.

GAS: To provide proper supply of gas is the responsibility of this department that any
building/person should not face any problem related to utility issues.

WATER (PUMP): Issues related to water supply are dealt under people of estate and civil. If there
is lack of water or not proper supply of water to any building and to look after water pumps is the
core duty of estate and civil people.

CHAPTER NO: 7
HR ADMIN SERVICES
7.1: CONTENTS:
1) SECURITY
2) FLEET MANAGEMENT
3) DIESEL GENERATOR MANAGEMENT
31

4) JANITORIAL SERVICES
5) OTHER SERVICES

SECURITY:
In security management come security and protection of assets for e.g. Land, building, fixtures and
furnitures. If there is any issue regarding any of the material or equipment Admin looks after and resolves the
matter according to rules and regulations. Even the security guards who are responsible for companys valuable
assets (Equipments and employees) are working under ADMIN services.

FLEET MANAGEMENT:
Is the management of companys transportation fleet. Fleet Management includes commercial motors,
vehicles (such as cars, float, and vans).

7.2: FUNCTIONS:
1) Vehicle financing
2) Vehicle maintenance
3) Vehicle telematics( tracking)
4) Driver management
5) Speed management
6) Fuel management
7) Health safety management
Fleet management remove or minimize the risk associated with vehicles investment, improving efficiency,
productivity and reducing their overall transportation and staff cost.

DIESEL GENERATOR MANAGEMENT:

This type of management deals with POL (petroleum oil lubricants) for vehicles and generators. PTCL is
linked with PSO and SHELL for purchase of petroleum, diesel and lubricants. Admin HR works on a software
32

designed by PSO in which they feed amount of lubricants and diesel used in terms of rupees and usage. And
finally LOG book is maintained for it.

JANITORIAL SERVICES:
Cleaning and sweeping of the buildings.

OTHER SERVICES:

water filtering service

maintenance of A/C.

CHAPTER NO: 8
FINANCE
8.1: DEFINITION:
Finance is the study of funds management, or the allocation of assets and liabilities over time under conditions
of certainty and uncertainty.

8.2: TYPES OF EXPENDITURES:

There are two type of expenditures :
33

1: CAPITAL EXPENDITURE
2: OPERATIONAL EXPENDITURE

1. CAPITAL EXPENDITURE:
Capex (or Capital Expenditure) is a business expense incurred to create future benefit i.e. acquisition of assets
that will have a useful life beyond the tax year e.g. expenditure on assets like building, machinery, equipment or
upgrading existing facilities so their value as an asset increases.

2. OPERATIONAL EXPENDITURE:
On the other hand, those expenditures required for the day-to-day functioning of the business, like wages,
utilities, maintenance and repairs fall under the category of Opex (operational expenditure). Opex is the money
the business spends in order to turn inventory into throughput. Operating expenses also include depreciation of
plants and machinery which are used in the production process.
PTCL finance department deals over issues for such as:

Budget control

Travel management system

Non-purchased based payments.

Reporting on: monthly accrual report, withholding tax report, fuel, store consumption, variance report,
rent amortization , Government sales tax report)

Clearing of maintenance order(store budget)

Registration of fixed assets.

Apart all these functions how finance section allocate the budget for any material, asset etc.

First step is the need analysis that whether there is a need for anything that is done by the concerned
party e.g. building maintenance, vehicle information (vehicle pool), Administration (functions,
seminars) and so forth.
34

Then there is an initial document for any kind of work request that states estimated quantity, estimated
cost and nature of work.

For this now the Finance unit confirms the fund allocation on the approval of competent authority
(Regional General Manager)

Payment is done according to nature which means if payment is up till Rs: 5,000 that can be paid easily
and direct. Transactions above Rs: 5,000 are dealt through "REGIONAL PROCUREMENT
COMMITTEE" (RPC) , the committee is eligible for this nature of payment but not every time .If
payment is through committee then Request For Quotation (RFQ) , purchase order , (service acceptance
note RPC) and goods receiving note (GRN) is put into action.

CHAPTER NO: 9
ONE STOP SHOP (OSS)HYDERABAD
9.1: HISTORY & BACKGROUND
PTCL ONE STOP SHOP (Hyd) came into existence in 2010. It is the consumer sales and service department,
where customers reach easily and record their complains, pay their bills and clear their dues, get new ptcl
connections, evo, broadband and get answer to their queries, consumers can buy different products, get known
to new services, packages and offers and much more. OSS is offering one window operation, all under one roof.

35

OSS is strategically located to ease the valued customers. There are in total 191 oss in Pakistan across
different cities, where ptcl friendly staff/ employees deal with costumers and respond to their queries.

HYTR has 4 OSS located at

Thandi sarak (CTO compound Gul center)

Qasimabad

Latifabad

Market

9.2: PRODUCTS AND SERVICES OFFERED BY THE PTCL:

There are 2 categories of products and services that are being offered by the PTCL:
1) Wire line:
Wire line products include:

DSL

Telephone

Smart TV
2) Wireless:
Wireless products include:

Wireless landline (WLL)

EVO

PRODUCTS OFFERED BY THE PTCL:

LANDLINE
36

PTCL landline has always been a part of family and providing services from generations and it continues to be
the primary choice of customers for making voice calls from many decades. PTCL gives its customers highest
quality at very affordable rates along with attractive packages and Value Added Services to choose from. PTCL
offers many attractive packages like Freedom Package, International Packages, Mobile Buckets & Double Up
Unlimited (double play services)

PTCL EVO SERVICE

PTCL EVO 3G Wireless Broadband is Pakistans fastest wireless internet which offers its customers
superior 3G internet experience. EVO Wireless Broadband is enabling the wireless broadband revolution in
Pakistan with flexibility to roam freely like never before. PTCL EVO has revolutionized the way people
connect to the internet by offering true mobility. PTCL EVO gives its customers the advantage of nationwide
roaming with seamless internet connectivity across Pakistan. Evo coverage is in over 350 cities, whereas EVO
customers can also enjoy CDMA-1X data rates of up to 153.6 Kbps at more than 1000 destinations across
Pakistan.
PTCL Introduced EVO 3G Nitro in Pakistan - The Worlds first & most cutting-edge EV-DO Rev.B
commercial network. PTCL is the first operator in the world to commercially launch EV-DO Rev.B products,
which offer blazing fast speeds of up to 9.3 MBPS.
EVO 3G Nitro is all set to meet the next-generations need for ultimate speed & superior performance. It is the
next step in Evolution of the Wireless Broadband Revolution!
Whether it is streaming High Definition video or music, conducting a video conference while simultaneously
browsing the Internet or uploading multimedia content, in the Nitro Universe, everything happens at the speed
of light.
PTCL introduced Pakistans First 3G Enabled Smartphone Android Tablet3G EVO Tab. Powered by Google
Android Froyo 2.2 OS, EVO Tab is a 7 capacitive multi gestures touch screen tablet packed with features of
both a tablet and a GSM phone that lets you surf, talk, tweet & do a lot more simultaneously on-the-go in more
than 350 cities nationwide
Say Hello to the Future with Pakistans first 3G enabled Android Smartphone; Evo Droid--a GSM
Smartphone that keeps you connected to your world without being tied to a Wi-Fi connection or the worry of
being stuck with a slow mobile data connection. With Evo Droid, Get ready to experience the magic of 3G right
on your cell phone.
37

PTCL has introduced pocket-sized Evo 3.1 mbps & Nitro 9.3 mbps 3G Wi-Fi Clouds that enable its customers
to create instant 3G Wi-Fi hotspot. Users can connect up to 5 Wi-Fi gadgets simultaneously, use these as
external storage device via the provided Micro SD Card slot, and also use these to charge other devices. Both
the Clouds have a super-charged built-in battery that lasts up to 12 hours.
Introducing Pakistans first 3G USB modem with built-in Wi-Fi hotspot - EVO Wingle is all out & about! The
most talked about futuristic Wi-Fi tool that lets you effortlessly connect multiple Wi-Fi gadgets simultaneously
at Hyper Speeds of up to 9.3 Mbps* in over 250 cities, and auto switch over to Evo 3.1 Mbps speeds in over
350 cities. It lets you connect n share effortlessly through any external USB power adapter.

PTCL BROADBAND
PTCL Broadband is the largest and the fastest growing Broadband service in Pakistan. Launched in 2007, PTCL
Broadband Internet has acquired over 1 Million Broadband customers in over 2000 cities and towns across
Pakistan, leading the proliferation and awareness of Broadband services across Pakistan.
With its entry in this market segment, PTCL opened up a broadband culture in Pakistan, where till a couple of
years back there was very little awareness in the country about broadband & high speed internet services. PTCL
made the broadband technology affordable by lowering the barriers to entry, by geographically bringing the
service within the reach of a common user across Pakistan and by continuous improvements in customer care
for the service.

IPTV SERVICE (SMART TV)

PTCL SMART TV service using its state of the art Broadband network, PTCL entered the media sector on 14th
August 2008, by launching a digital interactive television service for the first time in Pakistan. PTCL brought
Pakistan in the list of a few countries across the globe that offers this state of the art interactive TV service to its
subscribers.
Branded as PTCL Smart TV , the service includes Interactive Television, Broadband and voice telephony all
at the same time on PTCLs telephone line. Besides offering the highest digital quality TV picture, the most
revolutionary section of this offering is the ability to rewind and pause live TV channels through TSTV
(Time Shift Television) feature, the ability to block / unblock any TV channel for parental lock and the ability to
search through video on demand content. Currently PTCL Smart TV offers its viewers 125 live channels and
over 500 Movie titles through its Video- on Demand service. The service is available in more than 50 cities
38

across Pakistan and PTCL is planning to expand to all remaining cities and towns across the country during the
year 2013.

VFONE SERVICE
PTCL also continues to be the largest CDMA operator in the country with approximately 1.4 million Vfone
customers. It gives the liberty of payment in both prepaid and postpaid options.
It offers fixed wireless telephone for your homes & business. With CDMA2000 1X technology, ours is the
largest WLL network with a capacity of 2.6M, covering over 10,000 urban & rural areas. The network is
already enabled for Voice, Dialup-Internet access (153.6kbps), SMS and for EVDO Broadband.

CHAPTER NO: 10
EMPLOYEE FACILITATION CENTRE:
10.1: DEFINITION:

PTCL has opened its employee facilitation centers around the country to facilitate its employees. All
problems and complains are resolved through the EFC.

It is a welfare institute for the PTCL employees

The EFC works under the HR department

10.2: FUNCTIONS OF THE EFC

39

The functions of the EFC include:

ISSUANCE OF EMPLOYEE MEDICAL CARD

MARRIAGE GRANT CASE

GPF REFUNDABLE AND NON REFUNDABLE

EDUCATION GRANT CASE

UNIFORM GRANT CASE

MEDICAL DATA POSTING ON SAP

TRANSFER MEDICAL FACILITIES

HEAVY EXPENDITURE CASES

ISSUANCE OF DEPARTMENTAL CARD

THE ISSUANCE OF CONDOLENCE LETTER

THE ISSUANCE OF FUNERAL CHARGES

ISSUANCE OF COMPENSATION LETTER

REST AND RECREATION ALLOWANCE

10.3: ISSUANCE OF EMPLOYEE MEDICAL CARD:

REQUIRED DOCUMENTS:

Along with prescribed Performa

Attested copies of CNIC for self, spouse, parents and children above 18 years

Attested Form: B for children under 18

40

2 Blue Back ground photographs 1x1 sizes for each family member

Attested copy of Departmental Card

Contract letter for NCPG & Contract Employees

Attested copy of pension Book (if retired)

Regular employees can have medical cards for their whole families, including self, spouse, and sons
less than 21 years of age, daughters (unmarried & unemployed) and parents.

For contract employees parents are not included.

Issuance of Medical authority is A. Manager EFC Hyderabad

Treatment is done in the panel hospitals

After registration of Medical cards in SAP employee/retired/widows & dependents can avail Medical
facilities from Health Centre Hyderabad & Mirpurkhas

Registration of medical card for retired Employees from PTCL H/Qs Islamabad
Registration of medical card for regular employees from the Hyderabad, Regional Office

After referral from SAP by the Senior Medical Officer of Health Center( if needed)
employee/retired/widows & dependents can avail Medical facilities through panel Hospitals

PANEL HOSPITALS INCLUDE

CMH, Hyderabad

Liaquat National Hospital, Karachi

PNS Shiffa, , Karachi

NIMRA, Hospital Jamshoro (For Cancer Patent)

Taj Medical Complex Karachi

41

PTCL Dispensary MRI & Laboratory in Latifabad, Hyderabad

10.4: HEAVY EXPENDITURE CASES

Heavy Expenditure Case if referred by the consultant of PTCL panel Hospitals

Employee/retired/widows & dependents approached to the Senior Manager (Medical

Services)

South Business Zone Karachi and through Medical Board which is duly signed by Three Medical
Officer of PTCL, Karachi & Hyderabad and recommended by S.M (M/S)

Medical Board Submitted in EFC Hyderabad for further Proces

Steps involved in getting approved a heave expenditure case

1. EFC, Assistant Manager, Hyderabad prepared case and submitted to higher authority.
2. Manager HR&A
3. Senior Manager HR&A.
4. Regional General Manager approved/ recommended case for sanction or refried to PTCL H/Qs
Islamabad for further approval.

GM (Medical services for approval of heavy expenditure)

Expenditure application less than 50,000 rs (mostly heart & cancer cases) are processed in the concerned
regional office.

Expenditure applications more than 50,000 rs (mostly Hepatitis C cases) are processed in Islamabad
Head Office.

Documentation of the expenditure.

Sanction to finance.

PROCESS, STEPS:
1. Doctor consultation
42

2. Consultation estimate
3. Medical board
4. Refer letter issued for disease

10.5: MARRIAGE GRANT CASE:

Employee can avail Marriage Grant of RS;,/ 50,000/ for Daughters only from Benevolent Funds

Through prescribed format through controlling Officer submitted in Region Office

Application Form:

Along with required documents

Original Nikah Nama

Photocopies of CNIC & DEPT. Card of Employee

Photocopies of CNIC / birth certificates of the bride & Groom

Photocopies of CNICs & DEPT. card of two witness of PTCL employees

Affidavit for stamp attested by oath commissioner

Marriage invitation card

Original medical card of Married daughter/surrendered

Steps involved in getting approved a Marriage Grant Case

EFC of Regional General Manager Hyderabad prepares the case and submit it to the Scrutiny committee
Scrutiny committee:

Manager HR&A

Senior Manager HR & A

43

Regional General Manager

After signed by the competent authority the is case forwarded to the Finance Department for allocation of
the Funds.

10.6: GPF REFUNDABLE & NON REFUNDABLE CASES

Deduction is made from the salaries of each regular employee every month acc. To his/her grade

Steps Involved (withdrawal process)

1. Application to the EFC, Assistant Manager, Hyderabad
2. Sanction processing through SM & Manager HR
3. Approving authority RGM
4. After sanctioning, it is submitted to the finance dept. for issuance of cheque
5. For non refundable cases the file is sent to Lahore for approval

An employee is allowed to withdraw not more than 80% from his/her GPF Account

Employees below the age of 45 cannot avail the facility of non refundable GPF

10.7: EDUCATION GRANT CASES

Employees below 17 grade are eligible to avail education grant

For school going children rupees 800 annually is allotted .

For college students rupees 1600 annually is allotted .

For university students rupees 6000 is annually is allotted .

*university stipend allowance can also be availed by above 17 grade officers

For position holder university students an extra amount of rupees 1500 is added to the stipend (6000 Rs)

44

Education grant facilities are allowed for regular employees and NCGP

10.8: UNIFORM GRANT

Is an allowance for below 17 grade employees.

2 shalwar kameez,pair of shoes , pair of socks , cape for drivers , duppata for female caders

twice a

year ( seasonally ).

One coat is provided in alternative years.

The uniform allowance is added to the salary of the employee according to the rates described by the
companys policy (seasonally).

STEPS INVOLVED:
1. EFC writes an application of rates according to the policy.
2. Attach finance letter about availability of funds.
3. Get it sanctioned form RGM .
4. Then the application is sent to the pay roll branch for adding the allowance to the salary.

10.9: MEDICAL DATA POSTING ON SAP ( System Application Program )

STEPS INVOLVED
1. Bills received from panel hospitals.
2. Entry of each amount on SAP.
3. Enter employee number
4. Enter medical bill date
5. Press F5
6. Enter slip number
45

7. Press enter
8. Enter amount on the bill
9. Press enter
10. Save the data for each employee/bill.
11. Referral service billing report
12. Enter the data
13. Then download the report

Excel file sorted by

Amount

Flag

Doctors name

Dispensary

10.10: TRANSFER MEDICAL FACILITIES

For instance for employees family lives in another city and he /she wants to get its family registered in
that city,

He/she may write an application to the EFC

Surrender the medical cards of his/her family members

The EFC will forward the case to the other region EFC to make new medical cards for employees
family members and get them registered to it dispensaries

10.11: REGISTRATION OF MEDICAL DATA ON SAP

46

STEPS:
1. Registering medical data on SAP requires the retired employees to fill in a data form.
2. To fill in the information needed about employee, his/her spouse, children & parents for verification.
3. Along with the documents, copy of CNIC for each, B form for the children under 18 & passport size
photos for each.
4. The form is then signed by General Manager, Islamabad

10.12: ISSUANCE OF DEPARTMENTAL CARD:

Regular employees are required to fill a data form for the issuance of dept. card
Retired employees need to fill a data form & are also required to submit the following documents:

Copy of CNIC

Copy of pension card

Retirement notification

3 photos

A fee of Rs. 30/-

Dept. card issued to the regular employees are computerized

Retirement service cards are made manually

10.13: THE ISSUANCE OF CONDOLENCE LETTER:

When an employee dies, a CONDOLENCE LETTER is issued from the EFC.
Signed by the:

Assistant Manager EFC

Manager HR & A
47

Senior Manager HR & A

General Manager OPS/TECH

A copy of the condolence letter is sent to the died employees family
Its copies are also sent to all the concerned officers

The senior manager (HRO) PTCL Headquarters, Islamabad

The senior manager (HR-CORDINATION) commercial accounts Lahore

The senior manager (switching)

The senior engineer

The assistant manager HR

The payroll agent, Region Office

The purpose of issuing a condolence letter is to make all the concerned offices know about the
employees death.

10.14: ISSUANCE OF FUNERAL CHARGES:

When an employee dies, his/her family is paid on the spot, 10,000 Rs , As funeral charges by the
concerned officer.

The widow/widower is then required to write an application to the EFC

EFC then issues a cheque

10.15: ISSUANCE OF COMPENSATION LETTERS

The widow/widower files an application and sends it to the EFC for the issuance of
compensation letter

48

When a PTCL employee dies, his/her child is given 200,000 instead of a job in the PTCL
as compensation.

10.16: REST & RECREATION ALLOWANCE:

Every alternative year, PTCL employees are paid a rest & recreation allowance
(half basic pay)

They are also given 15 days holidays

The amount is added to the salary of the employee by the pay roll agent, each
alternative year..

CHAPTER NO: 11
PENSION AND PAY FIXATIONS BRANCH:
11.1: DEFINITION:
Pension & pay fixation branch works under Human Resource Department , here the 606 employees record of
regular and retired employees record is kept in the form of service book , and personal files .A record of every
regular employee has to be maintained in a service book, from grade 1 to grade 16 (non-gazette) employees has
maintained at regional level , service book from grade 17 and above the service books are maintained by
director accounts PTCL ,Lahore. As well as the personal files of contractual employees also maintained at same
branch.
49

11.2: SERVICE BOOK & ITS CONTENTS:

1. Complete Bio data/personal information of the employee
2. Date of appointment and date of retirement.
3. Pay fixation of pay
4. Promotional documents
5. Service verification
6. Leave balance
7. Required documents in service book

1. BIODATA

Name

Fathers name

Date of birth

Mark of identification

Contact number

CNIC number

Finger prints

Residential address

2.

DATE OF APPOINTMENT AND DATE OF RETRIEMENT

An appointment letter is a information letter of a person who has been selected for a particular post in a
organization.
In appointment letter only date of appointment is mentioned, and same is kept in the service book for office
record .After retirement of regular employees, pension book is continued.

3. PAY FIXATION RECORD :

50

After appointment of employee the basic pay is fixed and written in the service book from date of
appointment ,it can be change on yearly increment , on promotion ,selection grade ,move over and due to
advance increments Salary increases on the following basis ,

1.SELECTION GRADE /MOVE OVER

In selection grade and move over the employees designation remain same only basic pay scale change
before 2001 . and after 2001 selection grade and move over cannot be granted in PTCL.

2. EDUCATION/TRAINING
After appointment employees has awarded increments on higher educational basis and
departmental
training , which as two increments on matric , two advance increments on intermediate ,two advance increments
on graduation (BA) , two advance increment on post-graduation ( MA) ,and two advance increments on
departmental training LM-Ii (TRAINING for LINE MAN ), AND T.O-ii(TRAINING FOR TELEPHONE
OPERATOR ). The increments were granted only before 1.12. 2001.
3. PROMOTION
Any PTCL employee who was promoted in next channel of promotion his/her pay will be fixed in next Basic
Pay Scale after including one pre mature increment.
4. PERFORMANCE ALLOWANCE
After privatization of PTCL performance allowance introduced for PTCL employees from 2011.
5.REACH AT MAX STAGE OF PAY SCALE
When an employees reaches at maximum basic pay scale stage, then the employee is entitled to move to the
next higher basic pay scale
6.UP GRADATION
In 2005 PTCL management introduced up gradation policy for those employees who had served for 12 years
has been promoted to the next channel of promotion.

4. PROMOTIONAL RECORD
Promotional record of every regular employee is also retaining in service book as well as in personal file.

5. SERVICE AND PAY VERIFICATION

Service books are verified by the in charge pay fixation branch after filling the service verification pro forma
the same will be sent to the director commercial accounts PTCL ,Lahore for final verification .

51

6. DOCUMENT REQUIRED IN SERVICE BOOK

1. Appointment letter
2. Move over order
3. Selection grade order
4. Promotion orders
5. Sanction for advance increments on higher education basis / training
6. Initial pay slip and
7. Service verification pro forma verified by director commercial accounts Lahore

11.3: PENSION & ITS TYPES:

TYPES OF PENSIONS
1. Pension and other cases of Retired employee on superannuation
2. Family pension and other cases of on duty death employee
3. Family pension and bf case of those employees who were expired after retirement
PTCL provide pension to its regular employees only, after the retirement or death. Maximum age of retirement
is 60 in PTCL after retirement of regular employee, retired employee get other benefits too like commutation,
benevolent fund, G.P.F etc., retired employee gets 65 % of its gross pension , there is a particular method for
calculating gross pension which explained below
1.PENSION AND OTHER CASES OF RETIRED EMPLOYEE ON SUPERANNUATION :
11.4: METHOD FOR CALCULATING GROSS PENSION
Formula
Total emolument x 7 x 30 years of service

= GROSS PENSION

300
TOTAL EMOLUMENT
1. Basic pay
2. Good conduct pay
3. Incentive pay

10,000 (assuming )
= 200 (assuming)
= 30% of basic pay
52

Add all the above values

Basic pay
10000

+
+

good conduct pay + incentive pay = total emolument

200

+ 3000

= 13,200

Now we will put the total emolument value in gross pensions formula
13,200 x 7 x 30

= 9,240 gross pension

300

11.5: CALCULATING NET PENSION

NET PENSION = 65% OF GROSS PENSION
Net pension = gross pension / 100 x 65
= 0.65 X 9,240
= 6006 net pension.
In case if employee die before or after retirement then the widow will get 50% of its gross pension.

11.6: SUPERANNUATION:
In case of superannuation employee gets retirement at his/her on will before the actual retirement time.
1. 65% of gross pension
2. GPF
3. House requisition for 6 months
4.

Leave encashment of six months

5. Commutation 35%

11.7: COMMUTATION:
Commutation is an amount of money that is provided to the regular employees at the time of his/her retirement
it is a loan that company provides to its regular employees to help them ,commutation is 35% of gross pension,
when commutation is refunded then the employee will get his full pension amount , that is known as restoration
of pension it may take several years( approx. 15 -20 years) to refund the commutation amount .
CALCULATION FOR COMMUTATION
COMMUTATION =

GROSS PENSION
53

100 x 35
=

9240 .
100 x 35

COMMUTATION RATE = Rs .3234

CALCULATION OF COMMUTATION AMOUNT
Commutation rate x age rate
3234

x 148.4628 = 480128.69 commutation amount

2. GENERAL PROVIDENT FUND (G.P.F) CASE

G.P.F cases are finalized by PTCL Lahore.
3. CALCULATION OF HOUSE REQUISITION ALLOWANCE
House requisition x 6 ( the amount of house requisition is taken from monthly salary)
4.LEAVE ENCASHMENT
LEAVE INCASHMENT = TOTAL EMOLUMENTS X 6
13,200 X 6

= 79,200 LEAVE INCASHMENT.

11.8: FAMILY PENSION AND OTHER CASE OF ON DUTY DEATH EMPLOYEE:

If an employee dies during his/her service period then his/her pension will be provided to his widow and un
married daughter till she gets married and son till the age of 21. PTCL provides following benefits to the family
of deceased employee along with:
1. 50% of gross pension
2. gratuity
3. Benevolent fund
4. GPF
5. House requisition for 2 years
6. Leave encashment
7. Death compensation 200,000
54

8. Funeral charges that is 10,000

9. Insurance 400,000

11.9: CALCULATION OF PENSION FOR WIDOW

Total emoluments x 7x length of service /300
Gross pension =

13,200

x 7 x 25

7700

300
CALCULATION OF NET PENSION FOR WIDOW
net pension =

gross pension x 50%

7700 x 0.50 = 3850

net pension

11.10: GRATUITY:
It is a "lump-sum" amount of money payable to a worker on leaving service (through retirement, death or
termination of service) based on salary (highest or the final salary) and period of service (over and above six
months).

CALCULATION FOR GRADUATY OF GROSS PENSION

Gross pension /50%
Rate of gratuity = net pension /2 x age rate
Emoluments
Basic pay
Good conducts pay
Incentive pay
Total emoluments

10,000
200
3000 i-e 30% of basic pay
13,200

GROSS PENSION = TOTAL EMOLUMENTS X 7 X 25

300
NET PENSION = 7700 / 2 = 3850
55

= 7700

AMOUNT OF GRATUITY =1925 (gratuity rate x age rate ) = Rs 349914.18.

3.FAMILY PENSION AND BF CASE OF THOSE EMPLOYEES WHO WERE

EXPIRED AFTER RETIREMENT:
In case if employee dies after his /her retirement than PTCL provides the family ( Widow/ Unmarried daughter)
of deceased, retired employee with the following benefits
1. 50% of gross pension
2. Benevolent fund
REST AND RECREATION ALLOWANCE
Rest and recreation leave may give employees time to go home and see their families. It is given over and
above regular vacation time. It is only granted to on duty employees after every two years half of basic pay is
also provided to them.

11.11: SYSTEM APPLICATION PROGRAME (SAP)

To record transactions software is used by PTCL named ''SAP'' .it was implemented after privatization in
PTCL .it is internationally recognized software used in most of the organizations. There were some authorized
transactions related to each individual employee and were any authorized to specific users in the department .i
used to work in some specific T-codes for learning of the transactions done in the software. SAP has been used
as data entry system and also for the day to day transactions related to cost and profit centers.

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CONCLUSION
Every Organization has some good and bad aspects but where as we noticed PTCL is one of the very well
renowned organizations in PAKISATAN.

Overall PTCL still behaves as a monopoly

PTCL's efficiency has increased in terms of its employees and sales as well as by introducing new
packages and by staff's efficiency how they are treating with their valued customers.

With the implementation of SAP system with includes transfer posting, travel management, leave
management system, pay roll has decreased the work load on employees and manual work is almost
finished. SAP system links the whole organization that means CENTERALIZATION of functions

With the increased efficiency of Management punctuality among employees has increased a lot and
employees Key performance indicators are already set for them.

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Establishment of EMPLOYEES FACILIATION CENTRE is among great efforts where employees are
faciliated easily, where as improvement in medical services is also greater than before.

Initiation of Recreational activities(sports etc) at PTCL HYDERABAD REGIONAL OFFICE .

PTCL HYDERABAD REGIONAL OFFICE has very poor infrastructure even the offices are not well
equipped which gives bad impression and also has a impact on work and employees.

There were no particular projects or assignments for internees.

PTCL needs to lower it rates on services and products and increase its speed and accessibility in terms of
internet services.

The system of E-payment which although exist in PTCL finance system but there is still a need of
improving this facility.

Complaint department is not working properly so that department should be made efficient.

Faulty telephone connections should be fault free within 24 hours in order to maximize the revenue ,as
revenue of PTCL should sacrifice as cost of faulty Telephone.

ANNEXURE
ABBREVIATIONS USED...

SEVP

SENIOR EXCECUTIVE VICE PRESEDENT

EVP

EXECUTIVE VICE PRESEDENT

GM

GENERAL MANAGER

SM

SENIOR MANAGER

HRBP

HUMAN RESOURCE BUSINESS PARTNER

HR&A

HUMAN RESOURCE AND ADMINSTRATION

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AM

ASISTANT MANAGER

HQ

HEAD QUARTERS

RGM

REGIONAL GENERAL MANAGER

OSS

ONE STOP SHOP

DSL

DIGITAL SUBSCRIBER LINE

MBPS

MEGA BITES PER SECOND

LMS

LEAVE MANAGEMENT SYSTEM

59