USER MANUAL

for
PFMS GPF Module

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Contents
1. Pre- Requisites for on boarding the online GPF Module: ........................................................... 4
A. Data Creation for GPF module from COMPACT: .............................................................. 4
B. Online Reports for validation of uploaded data: ................................................................ 4
C. Online Mapping of GPF Subscribers: ................................................................................... 4
2. Advance / Withdrawal Bill Passing ............................................................................................... 6
STEP 1: Application entry by DDO Maker ..................................................................................... 6
STEP 2: For viewing, approving all Advance/Withdrawal Cases .............................................. 10
STEP 3: For preparing sanction for the approved Advance/Withdrawal applications.......... 11
STEP 4: For preparing bill after sanction generation ................................................................... 13
STEP 5: For verification of bill by DDO Checker after bill preparation ................................. 15
3. Schedule Entry for Deputation Out Employees .......................................................................... 16
STEP 1: Subscription fixing for Deputation Out Employees ..................................................... 16
STEP 2: Manual Schedule Entry through challan ........................................................................ 18
4. Transfer Out ..................................................................................................................................... 19
4.1 Transfer Out via Transfer Entry................................................................................................. 19
STEP 1: GPF Transfer initiated by DH at old PAO ...................................................................... 19
STEP 2: GPF Transfer verification at AAO Level ......................................................................... 21
STEP 3: GPF Transfer approval at PAO Level .............................................................................. 22
4.2. Transfer Out via Cheque ............................................................................................................ 23
STEP 1: GPF Transfer out at DH Level ........................................................................................... 23
STEP 2: GPF Transfer verification at AAO Level ......................................................................... 25
STEP 3: GPF Transfer approval at PAO Level .............................................................................. 26
5. Transfer IN: ...................................................................................................................................... 27
STEP 1: GPF Transfer IN entry at DH Level ................................................................................. 27
STEP 2: GPF Transfer IN balance acceptance at AAO Level ...................................................... 29
6. Final Settlements............................................................................................................................. 30
6.1 Entry of Family & Nomination Details .................................................................................... 30
STEP 1: Entry of Family Details at DDO Maker Level................................................................ 30
STEP 2: Entry of Nomination Details at DDO Maker Level ...................................................... 32
STEP 3: Verification of Nomination Details at DDO Checker Level ....................................... 32
6.2 Final Settlement Initiation .......................................................................................................... 35
STEP 1: Initiation of Final Settlement at DDO Maker Level ..................................................... 35
6.3 Recasting ........................................................................................................................................ 39
STEP 1: Recasting at DH Maker Level............................................................................................ 39
STEP 2: Recasting at AAO Level ...................................................................................................... 40
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 STEP 3: Recasting at PAO Level ...................................................................................................... 41
STEP 4: Bill Preparation at DDO Maker Level ............................................................................. 42
6.4 DLIS Settlement ............................................................................................................................ 45
STEP 1: DLIS Settlement case at DH Level for initiation ........................................................... 45
STEP 2: DLIS Settlement case at AAO Level for verification .................................................... 46
STEP 3: DLIS Settlement case at PAO Level for approval .......................................................... 46
6.5. Final Payment Authority at DH Level ..................................................................................... 47
STEP 1: Final Settlement + DLIS Settlement Authority at DH Level...................................... 47
STEP 2: Verification of Final Settlement at AAO Level .............................................................. 48
STEP 3: Approval of Final Settlement at PAO Level ................................................................... 49
7. Manual Adjustments: Missing Debits Credits............................................................................ 50
STEP 1: Missing Debit / Credit entry by DH using Login credentials ..................................... 50
STEP 2: Missing Debit / Credit entry available at AAO Level for verification ...................... 52
STEP 3: Missing Debit / Credit entry available at PAO Level for approval............................ 54
8. Reports available in GPF Module ................................................................................................ 57
1) Annual Report ............................................................................................................................. 57
2) Monthly Report ........................................................................................................................... 57
3) Status Report ................................................................................................................................ 57
4) Final Settlement Report ............................................................................................................. 57
5) Transfer Related Reports ........................................................................................................... 57
6) List Type Reports ........................................................................................................................ 58
7) Interest Reports ........................................................................................................................... 58
8) Instrument Reports ..................................................................................................................... 58
9) Advance & Withdrawal Reports .............................................................................................. 58
10) Employee Reports ................................................................................................................... 58

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1. Pre- Requisites for on boarding the online GPF Module:
A. Data Creation for GPF module from COMPACT:

Below are the steps for the Data Creation:

a) Complete all the personal details & Clear all the bills till voucher incorporation or return
unwanted tokens.
b) Upgradation of COMPACT for GPF Module & Registration of DSC (as Signatory 1) to be
completed before generation of text file.
c) Prepare trial file from Compact >GPF>utility Module > PFMS Data exchange >GPF data for
EIS option> Trial.
d) Upload the Trial file through the option EIS>GPF >Data upload from COMPACT/other system
from DH level.
e) If the data is correct and the message on uploading the trial files is “File has no severe errors;
final file can be uploaded” then prepare the final data by following the above step & by selecting
option Final in COMPACT.
f) Upload the Final file through the option EIS>GPF >Data upload from COMPACT from DH
level.

B. Online Reports for validation of uploaded data:

Data Porting Tool->Capture Legacy System>COMPACT and other system:

i. Consolidated report of uploaded data
ii. Uploaded data validation reports
iii. Checklist of uploaded data (Current Fin Year) – Take print out of the report and keep
it for record.
iv. Checklist of approved uploaded data

C. Online Mapping of GPF Subscribers:

i. Mapping of Employees initiates at DH Level of PAO.

ii. Employees uploaded from COMPACT need to be mapped with EIS Employees Basic
Data. Multiple & Single Employee Data Mapping options are available in the system. For
Mapping of any employee there are many parameters like PAN, Aadhaar, etc.

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 Multiple Mapping of subscribers:
 Mapping of subscribers: Data Porting Tool> COMPACT/Other System >Multiple employee
data – Preferable mapping criteria should be PAN.
 The Employees from COMPACT data will map against the existing Employees in EIS. If the
employee’s details are not available in EIS, it cannot be done.
 Matched Employees list would appear from Uploaded data and EIS data for mapping.
 The mapping is to be done by DDO wise employee selection.
 In case of PAN mismatch, data available in EIS will be treated as final.
 Matching can also be done w.r.t GPF Account no. & Aadhaar No.
 Tick the checkbox for employees who are required to be mapped.
 Click on the map button & Employees would get mapped.
 Matched employee details will be displayed in the matched table.
 Verify and approve the employees at AAO and PAO level.
 Ledger Card of all the Mapped Employees is available on the online system.

After completion of above steps, user can access GPF Module via EIS using provided login credentials.
Below is the user manual for GPF Module via EIS:
Single Mapping of subscribers:
 The link for Single mapping is Data Porting Tool> COMPACT/Other System > Single
Employee Data.
 DDO wise data will be available for selection.
 For uploaded data, system will search matching data from existing EIS Employee Data. User
can select any record, if same is not searched by the system. The complete details of selected
Employee from uploaded data & EIS data will be shown for verification. If verified, then
Employee data will be mapped successfully.
 Absconded/Missing Employee details will remain in the system for future reference & can be
mapped as & when required after Updation of desired data in EIS for mapping.

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2. Advance / Withdrawal Bill Passing
Login at DDO Maker Level

 DDO Maker can login to the https://pfms.nic.in using login credentials.

 After login, user can access the GPF module > Advance / Withdrawal via EIS.

Below are the steps for Advance /Withdrawal entry:

STEP 1: Application entry by DDO Maker

navigate via GPF > Advance:

Objective for Advance Application:

 This form is used to enter the advance of the subscriber who has requested for taking advance.
 This form is used to view the running/existing advance details of all those subscribers who have
taken advance and their installments recovery is still under progress.

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Logic Flow for Advance:
 On click of “Advance /Withdrawal” option from top menu, user can click on “Advance
Application” from submenu.

On click of “Advance Application” from the submenu, following two dropdowns will get appear:
 Select Designation
 Select Employee

 Select the particular “Designation” & Employee Name from the dropdown menu. This
allows the user to view the details of all the advances taken by user as per the data available
in the module, if any. Details regarding existing advance will appear as follows:

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  On click of “New” button on top right menu, system allows the user to take another
advance. Screen appears as follows:

 User is required to fill the relevant details and save the form.
 The data entry of GPF Advance will be available for Edit and Delete before forwarding to DDO
Checker.
 The saved details are required to be forwarded to DDO Checker for approval.
 In case, if there is any advance running, the system will update the sanctioned amount as sum
of “New requested advance amount” & the “balance amount of previous running advance”.
Option will also be available for entering total number of installment for recovery of updated
sanctioned amount.

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Objective for Withdrawal Application:
 This form is used to enter the withdrawal details of the subscriber who has requested for
withdrawal.

Logic Flow for Withdrawal:

 On click of “Advance /Withdrawal” option from top menu, user can click on “Withdrawal
Application” from submenu.

On click of “Withdrawal Application” from the submenu, following two dropdowns will get appear:
 Select Designation
 Select Employee

 User enters the required fields and clicks on save button.

 After submission of form, the same gets displayed under the list of withdrawal details.
 User can also 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
DDO maker level.

Validations:

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

 In case of advance: Recovered amount till date cannot > total amount to recover.
 Total number of installments has to be > 0 and <= 60.

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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.
2. DDO checker will go through the Advance/Withdrawal application details and as per the
available closing balance of Employee/subscriber, applied 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.

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 5. On click of particular Employee from the left pane list, following details gets displayed on the
screen:
 Ledger Details
 Application Details
 Previous Outstanding details if any, in case of advance application.

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 or Employee 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 installments is 60.
 Mandatory fields cannot be left blank

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

PD can navigate via EIS >Approvals

Objective:
This form is used to prepare sanction for the approved Advance/Withdrawal applications.
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Logic Flow:
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 if any, in case of advance application.
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.

 IFD No. & Date

 Sanction Order no. & Date
6. On click of “Save” button, sanction is available at DDO Maker level for bill preparation.

Validation: Amount Passed cannot be more than the Bill Amount.

STEP 4: For preparing bill after sanction generation

navigate via GPF >Advance/withdrawals >GPF Bills

Objective:
This form is used by DDO Maker to prepare the bill for the Employees whose sanction is generated at
PD Level.
Logic Flow:
1. After login at DDO Maker 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 & 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 will appear on the below screen:

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

9. Same bill will be available under Process bills category.
10. On click of “forward” button, same bill is forwarded to DDO Checker for verification.

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

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

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 Flow:
1. After login at DDO Checker level, below screen appears:
Navigation: GPF >Approvals >GPF Bills

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

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 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 voucher generation, Ledger & other Reports are updated.

3. Schedule Entry for Deputation Out Employees

a) Subscription fixing for Deputation Out employees
b) Manual Schedule Entry through challan

STEP 1: Subscription fixing for Deputation Out Employees

navigate via GPF > Manual Adjustments > Capture Subscription (For employees under Deputation)
Objective:
 This form allows the user to capture the Subscription details of Deputed Employees.
 GPF subscription is deducted from the Employees account from the month’s salary as the
mandatory contribution for GPF.
 This form also allows the user to enter the new subscription when amount of subscription is
reduced or increased. If same is not entered as new entry, then enhanced or reduced amount
will not get reflected in the system.

Logic Flow
1. Subscription details of Employees under particular DDO Code: At DH Level

 After Login at DH level, user can select the particular DDO Code.

 On selection of particular DDO Code, corresponding Employee List gets displayed on the left
panel.

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 User can select the particular Employee & can view the yearly subscription related details.
Screen appears as below:

2. Logic Flow for entering the new subscription details or entering the enhanced
or reduced subscription amount:

 User can enter the “Subscription Amount & Subscription Start Date and click on save button.
 User can enter subscription details for the following:
a) New Subscription Entry
b) Entry for reduction in subscription amount.
c) Entry for increase in subscription amount
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  Subscription details for the particular Employee will get updated.

STEP 2: Manual Schedule Entry through challan

navigate via EIS > Schedules > Manual Schedule Entry (Through Challan)
Objective:
 This form allows the user to enter the GPF schedule for Deputation Out Employees.
 Using this form, user can also keep the track of GPF subscription details on yearly basis along
with salary bills.

Logic Flow:
Initiated AT DH Level:

 After login at DH Level, below screen appears:

 On selection of “Manual Schedule Entry” from top sub menu, user selects the particular DDO
Code.
 On selection of particular DDO Code, corresponding Employees list gets displayed on screen.
 User can select the particular Employee & corresponding schedule entry details for the
Employee appears on screen.

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  Screen appears as below:

 After entering the required details, data gets updated.

4. Transfer Out

4.1 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

navigate via GPF >Transfers >Transfer of Balance

Objective:
This form allows the user to transfer the GPF balance of a subscriber from current Pay and Accounts
Office to New PAO, the transfer of GPF Balance will be settled using system generated Transfer Entries
in both the PAO’s.

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Logic Flow:
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
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 whose GPF balance is transferred
from one PAO to other or within PAO.
5. System provides the user to calculate balance “With interest” or “Without interest” as per the
requirement of specific case. On click of “Calculate” button, below screen appears.

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 6. On click of “Calculate” System generated Ledger & Transaction details appears on screen.
7. User clicks on “Process” button & same is forwarded to AAO for verification.

Validations:
If any Schedule Entry /Bill is pending for this subscriber, system should not allow the user to process
the transfer out case.

STEP 2: GPF Transfer verification at AAO Level

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 Flow:
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

navigate via Approval > Approval of Transfers > Transfer of Balance (Transfer Out)
Objective:
Using this form, successfully verified Transfer Out case is either Approved or Rejected by PAO.
Logic Flow:
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 & transaction details appear on the screen for the selected Employee.

4. After viewing the above details, PAO can either Approve or Reject the “Transfer Out Case”.
5. System will post transfer entry in both the PAO’s once the case is approved by PAO in old
PAO.
6. The above Transfer Entry Numbers are of EIS GPF system. Corresponding Transfer Entry
Numbers in PFMS for Monthly accounting purpose will be generated in the PFMS once
destination/new PAO accept the Transfer Entry in EIS GPF Module.

4.2. Transfer Out via Cheque

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

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.

STEP 1: GPF Transfer out at DH Level

navigate via GPF >Transfers >Transfer of Balance

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Logic Flow:

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:

3. This form will allow the user to view the details of Employee whose GPF balance is transferred
from one PAO to other or within PAO.
4. On click of “Calculate” button, summary details of current financial year appear on the screen:

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

Validations:
If any Schedule Entry / Bill is pending for the subscriber, system should not allow the user to process
the transfer out case.

STEP 2: GPF Transfer verification at AAO Level

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 Flow:
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 case is successfully forwarded to PAO for verification.
5. On click of” Reject” button, case is returned to DH with remarks for making necessary changes.

STEP 3: GPF Transfer approval at PAO Level

navigate via Approval >> Approval of Transfers >> Transfer of Balance (Transfer Out)
Objective:
Using this form, successfully verified Transfer Out case is either Approved or Rejected by PAO.
Logic Flow:
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. The summary details of current financial year appear on the screen below for the selected
Employee.

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 4. PAO can either Approve or Reject the bill.
5. On rejection, case is returned to DH with remarks for making necessary changes.
6. If approved at PAO level, Bill will be available at DH level in “Receive Sanction” in Sanction
Module for pass and payment.
7. Bill is passed in PFMS at 3 levels & Cheque is issued.
8. Voucher will be generated only after Cheque number is issued.
9. Simultaneously Ledger & other Reports are updated in GPF module.

5. Transfer IN:

STEP 1: GPF Transfer IN entry at DH Level

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.

Logic Flow:

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

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2. On click of “Acceptance of Balance (transfer IN) form top sub menu, user selects the particular
DDO code & clicks on “Transferred Employee” radio button.
3. On selection, corresponding data appears on the screen.

4. On selection of “Designation” from the drop down, list of Employees under that particular
designation displays on the screen.
5. Mode of transaction for Transfer IN will be via Challan as DDO is not enrolled for GPF.
6. On click of particular Employee from the above list, details under “Acceptance of Balance”
appears on the screen with the “Proceed to Ledger Details” button.
7. On click of button, below screen appears:

8. Transfer IN details entry with yearly & monthly break up displays on screen.
9. Same is forwarded to AAO for verification.

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STEP 2: GPF Transfer IN balance acceptance at AAO Level

navigate via Verification > Verification of 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.

Logic Flow:

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.

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

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

6. Final Settlements
Objective
 This form is used to capture the final amount to be paid to the subscriber on his
Retirement/Death/Resignation/VRS.
 The case of Final Settlement will be available in PAO Office only after it has been initiated by
DDO Maker.
 In case of subscriber’s death, the final settlement amount has to be paid to his/her nominee(s).
For this case, Family details and Nominee details are mandatory. Nominee details are required
to be verified by DDO Checker.
 In case of Superannuation, if the Bank details are changed (by DDO Maker), the same is required
to be verified by DDO Checker.
 If there is no change in Bank details in case of Superannuation, the Final Settlement case can be
initiated by DDO Maker Level only.
 The entire calculation details of DLIS/Final Payment are to be passed by all 3 levels viz. DH,
AAO & PAO.

6.1 Entry of Family & Nomination Details

STEP 1: Entry of Family Details at DDO Maker Level

via GPF > Final Settlements > Family Details

Logic Flow:
 After login at DDO Maker Level, below screen appears. Using this form, user can enter the
Family details.

 On click of Family Details from top sub menu, entry form appears where user can select the
“Office” & “Designation” from the dropdown menu.
 As per the selection from the dropdown, corresponding Employee List appears on the left panel.
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  Employees in the list can only be from the below mentioned categories:
1. Retires from service i.e. superannuation.
2. Quits service
3. is dismissed / removed from service
4. dies after having put in 5 years’ service
5. Voluntary Retirement
 On click of “New” button from the top right header, user can enter the Family Members Details
& same gets reflected in the grid after saving details.

 On click of particular row from the above grid, user can also edit or modify the Family details.
 Details entered by DDO Maker is forwarded to DDO Checker for verification.
 Once verified, then only mentioned Family members are eligible for payment in case of DLIS.

Validations:
 In case of DLIS, following details are mandatory to enter:
Family, Nomination & Bank details
 Entered details should always be verified by DDO Checker.
 End of Service date is also verified by DDO to check whether selected Employees are eligible
for Final Payment or not.

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STEP 2: Entry of Nomination Details at DDO Maker Level

via GPF > Final Settlements > Family Details >Nomination Details

Logic Flow:
 After login at DDO Maker Level, below screen appears:

 On click of Nomination Details from top sub menu, entry form appears where user can select
the “Office” & “Designation” from the dropdown menu.
 As per the selection from the dropdown, corresponding Employee List appears on the left pan.
 Only those Employees who have entered Family Details will get reflected in the dropdown.
 On click of “New” button from the top right header, user can enter the Nomination Details &
same gets reflected in the grid after saving details.
 Entered details are verified by DDO Checker.

Validations:
 Total share percentage (%) for PF Nomination type must be equal to 100(%).
 Nomination details are mandatory to enter in case of DLIS.
 In case of death, nominees mentioned by Employee are eligible for Final payment.
 (Date of Death – Date of Joining Govt.) >= 5 years.
 Credit balance of each of 36 months should be >= check amount.

STEP 3: Verification of Nomination Details at DDO Checker Level

via GPF > Approvals > Nominee Details Verify

Logic Flow:
 Using the login credentials provided to the user, below screen appears:

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 On click of “Nominee Details” from top menu, screen appears as below:

 User can select the “Office” & “Designation” from the dropdown menu.

 As per the selection from the dropdown, corresponding Employee List appears on the left pan.
 On the Left pan, following two options are available for the user:
a) Verified Employees: Verified Employees gets displayed on the screen.
b) Un-Verified Employees: Employees whose verification is pending at DDO Checker
Level.
 On selection of particular Employee under “UN-verified” from the left pan, nomination details
appear on the screen for verification. Screen appears as below:

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 DDO checker can either verify or reject the details.
 On click of verify button, mentioned nominee/nominees are eligible for Final Payment in case
of death.

 On click of “Reject” button, nominee details are rejected with remarks & returned to DDO Maker
for correction.

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6.2 Final Settlement Initiation

STEP 1: Initiation of Final Settlement at DDO Maker Level

via GPF > Final Settlements > Final Settlement Initiation

Logic Flow:
 Using provided login credentials, below screen appears:

 On click of “Family Settlement Initiation” from top sub menu, user can select the particular
Employee from the dropdown. On selection, data gets populated along with further menus for
initiation process. Screen appears as below:

This screen will be used to view the following details for the particular Employee:
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

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View GPF Details
 Using this screen, user can view the following details:
a) GPF Subscription details for the current & previous Financial Year.
b) Opening & Closing Balance for the selected financial year.

View Dues Details

Using this form:
 User can find if the Employee 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.

Below screen appears on click of “Due Details:

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View Bank and Payment
 On click of “View Bank & Payment details, user can view the account details.
 On click of “Edit” button, bank Details can be edited to get the Final payment amount credited
to the Bank account other than Salary Bank Account using this option
 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.

Screen appears as below:

View Nominee Details

 Using this option, user can view the nominee details provided by the employee.
 If there is no nominee details available, then screen displays the message as “Nominee Details
are not available. Please enter Nominee Details in the System!”. Below screen will appear on
the click of “View Nominee Details”

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STEP 6: Attached Document(s)
This option allows the user to view any document submitted and uploaded in the system regarding
final settlement of the Employee.

Initiation Letter Details

 This screen allows the user to view whether all the conditions for final recasting and settlement
is fulfilled and corresponding status is correct.

Below screen appears on the click of” Initiation Letter Details”

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  An Endorsement No. is added by DDO Maker with Endorsement date to be submitted to
PAO level for verification purposes.

6.3 Recasting

Objective:
 In case of final settlement before making final payment to the subscriber at the time of his
retirement/death/resignation, “Final” recasting process gets initiated at DH level & the entire
calculation details are to be passed by all three levels viz. DH, AAO and PAO.
 This form allows the user to capture the monthly credits and debits details of the subscriber for
each of the financial years included in the specified recast period.

Logic Flow:

STEP 1: Recasting at DH Maker Level

navigate via Final Settlements > Recasting of Account

 On click of “Recasting of Account” from top submenu, user can select the “Recasting Type”
from available radio button options.
 On selection of “Final Recasting”, user can select the particular DDO & Employee from the
dropdown. Remaining fields like “service end date” and “reason of recast” will come auto
populated.
 Now user can select the “recast period (From Date and to Date)” & Interest up to & click on
“Go” button.

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  User can view the following details:
a) Financial year wise Report
b) Missing Debit / Credit if any
c) Monthly break up Report get displayed which on clicking will show monthly breakup.

 On click of particular row under “Recasting for each year” left grid, recasting details for that
particular month gets displayed under “Recasting of the year” right grid.
 User can click on “Monthly Break Up” button to view month wise report.
 On click of “Calculate and Save” button, recasting details are available at AAO Level for
verification.

STEP 2: Recasting at AAO Level

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navigate to Verification > Verification of Final Settlements > Recasting of Account
 Select the particular DDO & Employee from the dropdown.

Logic Flow:
 This screen allows the user to verify the recasting details for particular Employee.
 AAO will select the recasting type, DDO, Employee name from the dropdown.
 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.

 On click of “Verify” & “Reject” button, AAO can either verify or reject the recasting of particular
account.
 On click of Reject button, case is returned to DH with remarks.
 Once approved, case is forwarded to PAO level for approval.

STEP 3: Recasting at PAO Level

navigate to Approval > Approval of Final Settlements > Recasting of Account

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Logic Flow:
 After login at PAO Level, below screen appears:

 PAO selects the “Recasting Type”, “DDO”, “Employee Name” from the dropdown.
 Remaining fields like “Service end date” and “Reason of Recast” will be fetched from the system.
 PAO selects the interest period, recasting tenure and click on Go button.
 Screen appears as below:

 After viewing the details, PAO can either “Approve” or “Reject” the case.
 On click of “Reject” button, case is returned to DH with remarks.
 Once approved, the recast process is considered to be complete & Employee is eligible for final
payment.

STEP 4: Bill Preparation at DDO Maker Level

navigate via GPF >Advance/withdrawals >GPF Bills

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Objective:
This form is used by DDO Maker to prepare the bill for the Employees whose recasting is approved by
PAO.
Logic Flow:
1. After login at DDO Maker level, below screen appears:

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

 Select Bill Type

With the following Bill Type options:

e) Advance Bill
f) DLIS Payment
g) Final Payment
h) Withdrawal Bill

Below is the screen for the same:

3. User can select “Final Payment” option from the dropdown & list of Employee gets displayed
for the Bill preparation.
4. On click of “Final Payment”, following two radio buttons appear on the screen:
Normal & Death Employee
5. On click of one of the radio button, corresponding Employee list will get displayed on the
screen with the following buttons:
a) Process Bills
b) Forwarded /Rejected Bills
c) Approved Bills

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6. On click of “Process Bills” button, Employee List will get displayed & user can process the
pending bills for the particular Employee.
7. On click of “radio button” under “Select” column, Particular row/Employee can be selected
for processing bills. Screen appears as below
8. On click of “Proceed Button”, following details gets displayed on the screen:
Bill, Employee & Payee Details.
9. Bank & other confidential details appear on the screen.
10. On click of “Save Bill” button, above details gets saved successfully.
11. Same bill will be available under Process bills category.
12. On click of “forward” button, same bill is forwarded to DDO Checker for verification.
13. On click of “Forwarded / Rejected Bills” button, list of employees whose pending bills are
processed gets displayed on the screen with the “Forward” button available on the screen.
14. On click of “Forward” button, bill is forwarded to DDO Checker & status of the bill changes to
“Forwarded”. Screen appears as below:

15. On click of “Approved Bills” button, list of employees whose processed bills are approved by
DDO Checker gets displayed on the screen with the “Print Bill” button available on the screen.
Screen appears as below:

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 16. Approved bill is available at DH level under Sanction Module for pass and payment.
17. Bill is passed at all 3 levels i.e. DH/AAO/PAO.
18. Voucher is generated & simultaneously Ledger & other Reports are updated.
19. On rejection, case is returned to DDO Maker with remarks for making necessary changes.

Note: Above mentioned process / steps till recasting & bill preparation will remain same for both
Final Payment for Superannuation/VRS/ Resignation etc. & DLIS case.

6.4 DLIS Settlement

After Approval of Recasting of Account at PAO level – Dealing Hand needs to process the DLIS
Settlement through the Option – Final Settlements –DLIS Settlement

STEP 1: DLIS Settlement case at DH Level for initiation

navigate via EIS >Final Settlements / DLIS Settlement

Objective:
 In the event of the death of a subscriber during his service period, the nominee(s) of the
subscriber besides getting his GPF savings will also be paid an additional amount by the
Government called Deposit Linked Insurance Scheme payment.
 The maximum admissible amount that can be paid to the nominees is Rs 60000 and its
calculation depends upon the credit balances at the end of each of 36 months prior to the
month of date of death.
 If the calculated DLIS amount is less than Rs 60000 then the calculated amount will be
distributed among the nominee(s) depending upon their share.

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

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 2. User can select the particular DDO & Employee from the dropdown, remaining fields will come
auto populated.
3. Same case will be available at AAO Level for verification.

STEP 2: DLIS Settlement case at AAO Level for verification

navigate via: EIS > Verification > Verification of Final settlements> DLIS Settlements
 After login at AAO Level, below screen appears:

 After viewing the entered details, AAO can either verify or reject the case.
 On click of verify button, same will be available at PAO Level for approval.
 On click of reject button, same will be returned to DH with remarks.

STEP 3: DLIS Settlement case at PAO Level for approval

navigate via: EIS > Approval > Approval of Final settlements> DLIS Settlements

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Logic Flow
 After login at PAO level, case is available for approval.
 After viewing the entered details, PAO can either Approve or Reject the case.
 On click of “Approve” button, same is forwarded for payment process.
 On click of reject button, same will be returned to DH with remarks.

In case of death, following process will be considered:

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

6.5. Final Payment Authority at DH Level

STEP 1: Final Settlement + DLIS Settlement Authority at DH Level

navigate via: EIS > Final Settlements > Final Payment Authority
 After login at DH Level, screen appears as below:

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  On click of “Final Payment Authority” from submenu, user selects the “Type of Settlement”,
particular DDO Code, Employee from the dropdown.
 Remaining fields will come auto populated & user click on “Go” button. Screen appears as
below:

 On click of “Go” button, nominee name with relation & Bank Account details appear on the
screen.
 Vendor code is mandatory to enter for Final Payment process.
 On click of” Forward” button on the right bottom corner, case will be available at AAO Level
for verification.
 In the below screen, after approval from PAO: status will change to “Approved”.
 User can also view the status for all the cases forwarded by DH. Screen appear as below:

STEP 2: Verification of Final Settlement at AAO Level

navigate via: EIS > Verification > Verification of Final Settlements > Final Payment Authority

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Logic Flow:
 On click of “Final Payment Authority” from side sub menu, forwarded nominee details for the
selected employee will appear on the screen for verification.
 After viewing the details, AAO can either “Verify” or “Reject” the case.
 Screen appears as below:

 On click of “Verify” button, case is available at PAO Level for approval.

 On click of “Reject” button, case is returned to DH with remarks.

STEP 3: Approval of Final Settlement at PAO Level

navigate via: EIS > Approval > Approval of Final settlements> Final Payment Authority
Logic Flow:
 After login at PAO level, case is available at PAO Level for approval.
 After viewing the entered details, PAO can either Approve or Reject the case.
 On click of “Approve” button, same is forwarded for payment process.
 On click of reject button, same will be returned to DH with remarks.

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7. Manual Adjustments: Missing Debits Credits
Login at DH Level
Objective:
This form is used to adjust the missing credit or debit amount of a subscriber and pass the calculations
at three different levels viz. DH, AAO and PAO.
Logic Flow:

STEP 1: Missing Debit / Credit entry by DH using Login credentials

navigate via EIS > Manual Adjustments > Missing Debits / Credits
At DH Level:
 After login at DH level, below screen appears

 On click of “Missing Debits/Credits from top sub menu, user can select the particular DDO
code, Designation & corresponding Employees are available under drop down option.

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 User can select the particular Employee for which the Missing Debit / credit entry has to be
made & enter the required details. Screen appears as below:

 Using this form, user can insert more than one record for the same Employee & same gets
reflected in the table below:

 After the insertion of record in the system, same gets reflected in the Ledger Card & other reports
showing the updated Missing Debits/credits for the current financial & previous financial year.
 Below is the screen for Ledger Card:

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STEP 2: Missing Debit / Credit entry available at AAO Level for verification

navigate via EIS > Verification > Verification of Missing Debits / Credits > Regular Employees
At AAO Level:
Logic Flow:
 After login at AAO Level, screen appears as below:

 On selection of “Regular Employees” submenu, user can select the particular DDO Code &
Designation.
 Corresponding Employee list will get displayed in the table & on click of particular row, missing
debit/credit entry will get reflected for verification.

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 User can either “Verify” or “Reject” the record.
 On verification, record is available at PAO Level for approval.

 On rejection, record is returned to DH with remarks for rejection. Screen appears as below:

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  On rejection also, reverse entry gets updated in the Ledger Card & other reports.
 Same gets reflected at DH Level & DH can do the modifications as required & forward the same
to AAO.

STEP 3: Missing Debit / Credit entry available at PAO Level for approval

navigate via EIS > Approval > Approval of Missing Debits / Credits > Regular Employees
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At PAO Level:
Logic Flow:
 After login at PAO Level, screen appears as below:

 On click of “Regular Employees” from sub menu, user can select the particular DDO Code &
Designation from dropdown.
 Records will get reflected in the below table for approval.
 On click of particular row, data entry for the Employee will get populated in the form for
approval.
 User can either click on “Approve” or “Reject” button.
 On click of Approve button, record will get updated in the Ledger Card & other reports.

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 On rejection, record is returned to DH with remarks.
 Record is available at DH Login with remarks & DH can do the modification as required.

 After modification same is forwarded to PAO for approval.

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  Reverse entry also gets reflected in the Ledger Card.

8. Reports available in GPF Module

1) Annual Report
 Ledger Card
 Annual Statement Details
 Annual Statement of Employees
 Broadsheet

2) Monthly Report
 Monthly Subscription
 Manual Adjustment Report

3) Status Report
 Verification Status
 Ledger Incorporation Missing Details
 Pending GPF Applications
 GPF Bill Status
 Other Bill Status

4) Final Settlement Report

 Recast Sheet
 Final Payment Register
 DLIS Calculation Sheet
 DLIS Register
 Authority Letter
 Pending Status of Final Payment

5) Transfer Related Reports

 Transfer IN Advice
 Transfer IN Register
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  Transfer Out Register
 Transfer Out Forwarding

6) List Type Reports

 List of subscribers having negative opening balance for DDO/PAO
 List of Employee whose details are missing
 List of Employees whose GPF is stop
 List of missing adjustment entered
 List of rejected applications for subscription change

7) Interest Reports
 Interest Register
 Interest T E printing
 Interest Calculation status
 Interest rates

8) Instrument Reports
 Reports on PFMS Instruments

9) Advance & Withdrawal Reports

 Advance & withdrawal Register

10) Employee Reports

 Allocation Letter
 General Index Register for DDO/PAO

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