New Pmad Work

Workflow of Pay Groups, CMA (MC)
2
Background
• Letter No. 5/OSD/144-RSPA/Multan dated 14th October was received in CMA
(RC).
• O/o the CMA (MC) cited shortage of space as the reason owing to which the
said office wanted to introduce some changes in their workflow.
• O/o the CMA (MC) is of the view that workflow in PMAD is a mix of
electronic and manual processing and they have suggested the following
changes:
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• Punching Media (PM) is a mandatory requirement of all DV’s generated. MAG
Office has discontinued physical delivery of PM. 2 copies of PM are still
printed for record purposes. Such printing can be easily avoided as the data is
readily available in electronic form which is stored in MAG server.
• O/o the CMA (MC) has suggested that unit pay bills are also kept for record
which serve no purpose. Monthly changes are made by computer section on the
basis of data base server. This data is stored on MAG server and can be
retrieved at any moment.
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Input by O/o the CMA (RC)
• A detailed set of proposals was sent by O/o the CMA (MC) which targeted
changes in the entire workflow
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SOP for Regular Payment regarding Army Officers
Proposal by CMA (MC) Current Practice at CMA (RC) Remarks
1, Change statement received will be Change statement received will be change statement received by Facilitation
audited by Unit section and forwarded audited by the audit group & data office and sent to concerned audit group
over the signature of AAO to computer punched as per audited claim and request after assigning computerized dairy No.
section for printing of pay bills. sent to computer section for provision of through concerned AO.
pay list, over the signature of AAO Audit
group.
2, Change statement with a copy of the Computer section print the pay list and Audit group will be audit the changes and
amended pay bill will be returned to the sent to concerned audit group of unit punched data and sent request to
unit section after feeding by the computer section. computer section for provision of pay list
section.
3, Unit section will verify the amended CMA (RC) is following the same as Computer section print the pay list and
pay bill. In case of no change it will proposed partially as the audit section sent to audit group for verification of
request computer section for printing of assigned DV of entire group at once on changes. In case of no change it will
Authorization Letter and pass for one bank branch one cheque basis DV locked for further any amendment.
payment order of particular verified unit 6
pay bill.
4, Unit section will return the following On compilation of whole audit and data punching On compilation of entire
docs same day to the computer section: procedure completed of entire section request letter procedure AO audit group will
i. Authorization Letter sent to computer section for assigning DV and sent request for provision of
ii. Payment Order provision of u/m documents. payment order which will verify
iii. Change statement / bill received from a. DP sheet with pay list like as strength of
unit b. Payment Order unit, CD amount of Cheque, etc
c. P.M and it will signed by concerned
d. Cheque Slip auditor, AAO & AO of audit
e. Final pay list group.
5, After printing of payment order / pass CMA (RC) currently disburses salary pay group Computer section will also print
for payment order by concerned section / wise instead of units and are further moving DV register and sent to DV – I
computer section, further changes would towards 1 bank 1 cheque. In CMA (RC), further section, who compile the same
not be allowed in the database. changes to database are locked / banned once DV with payment received from
has been assigned to the entire officer pay group. audit group
6, On the next day, computer section will CMA (RC) follows the same practice but instead After compilation DV – I section
generate Bank / branch wise DV for all of generating DV the next day, it is done on the sent the DV register, Payment
units based on authorization date by same day in the O/o the CMA (RC). Order, audited playlist and
concerned section which is already change statement to D Section
logged in system.
7, After assigning DV, computer section
will print the following docs for handing
over to the Coordination section:
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Proposal by CMA (MC) Current Practice at CMA Remarks
(RC)
i. List of units concerned will be i. Same as proposed
printed for getting the below however, in CMA (RC)
documents received from Coord Computer section prints
section all docs instead of Coord.
ii. DV register along with unit wise ii. Same as proposed is
breakup in order to tally the amount being followed in CMA
of DV’s with unit wise total payment (RC).
for those DV’s authorized / passed iii. Same as proposed in
for payment by AO. CMA (RC).
iii. DP Sheet iv. Rather than individual pay
iv. Pay slips of officers of individual slips CMA (RC) prints a
units for that month. consolidated pay bill.
v. Change statement, unit copy of v. Same as proposed is being
amended pay bill along with Pass for followed in CMA (RC)
Payment will also be handed over to however said documents are
Coord section. handed over to concerned pay
section instead of Coord
section.
8, Coord section will retain all the above Same as proposed is being
mentioned docs and will sign the DV followed in CMA (RC)
register and DP sheet as per payment however said tasks are 8
order authorized by relevant group and performed by DV section
9, D section will import data of DV’s via 9, Same as proposed is being followed in Currently only 2x copies of Cheque slips
DV register and print cheques after which CMA (RC). are being printed. One is attached with
the following docs will be authorized by the cheque and the other is sent to the unit
AO D section: concerned. Rules (OM Part 1) suggests
i. DV payment register showing cheque that 3x copies should be printed and 1 of
No. and date. them must be sent to the LAO concerned.
ii. DV wise cheque slips (3 copies); one
for attaching with cheque signed by
AO D and 2 copies for handing over
to Coord section and LAO
respectively bearing following
inscription, “Computer generated slip
printed on the authority of AO D
section on dd/mm/yyyy and Passed
for payment by AAO and AO of
Audit Section on dd/mm/yyyy.
10, DV register, DP sheet, DV Payment 10, In CMA (RC), AO D signs 1x copy of
Register signed by AO D will be returned DP sheet, and bank copy of cheque slip.
to Coord along with x2 copies of cheque In CMA (RC) we have Schedule 3 instead
slips. DV payment register will be signed of DV register which is signed by AO D
by AO Coord in comparison with DV and then sent to old record.
register before sending to Old Record.
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11, Unit copy of Pay Bill, cheque slips 11, In CMA (RC) there is a Dispatch
meant for units and Dy CLA (DS) will be section which performs the afore
dispatched by Coord Section. mentioned tasks.
12, The following documents will be 12, Same is being followed in CMA (RC)
forwarded to Old Record by Coord however the afore mentioned docs are
Section in the form of a bundle: sent to Old Record by concerned pay
i. Change Statement with Payment group instead of Coord section.
Order / Pass for Payment.
ii. Authorization Letter.
iii. DV Register.
iv. DV Payment Register.
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SOP for Regular Payment regarding JCOs/ORs
1, Change statement received will be CMA (RC) is following the same as

audited by Unit section and forwarded proposed. Recently, over the orders of the
over the signature of AAO to computer worthy CMA (RC), AO instead of AAO
section for printing of pay bills. receives fresh pay bills.
2, Change statement with a copy of the Pay list printed by Computer Section and
amended pay bill will be returned to the forwarded to concerned pay section.
unit section after feeding by the computer
section.
3, Unit section will verify the amended Audit group verify the change
pay bill. In case of no change it will incorporated by the DEO, In case of no
request computer section for printing of change it will request computer section
Authorization Letter and pass for for assign DV of particular verified unit.
payment order of particular verified unit 11
pay bill.
4, Unit section will return the following Computer Section assign the DV against
docs same day to the computer section: requested Unit and print the following
i. Authorization Letter Documents:-
ii. Payment Order a. Payment Order
iii. Change statement / bill received from b. P.M
unit c. DP Sheet in Duplicate
d. Cheque Slip in Duplicate
5, After printing of Payment Order / Pass Same as proposed is being followed in

for Payment Order by concerned section / CMA (RC). But after printing of ser 4,(a)
computer section, further changes would to (d)
not be allowed in the database.
6, On the next day, computer section will CMA (RC) follows the same practice but
generate Bank / branch wise DV for all instead of generating DV the next day, it
units based on authorization date by is done on the same day in the O/o the
concerned section which is already CMA (RC).
logged in system.
7, After assigning DV, computer section

will print the following docs for handing
over to the Coordination section: 12
i. List of units concerned will be i. Same as proposed however, in CMA

printed for getting the below (RC) Computer section prints all
documents received from Coord docs instead of Coord.
section ii. Same as proposed is being followed
ii. DV register along with unit wise in CMA (RC).
breakup in order to tally the amount iii. Same as proposed in CMA (RC).
of DV’s with unit wise total payment iv. Rather than individual pay slips CMA
for those DV’s authorized / passed (RC) prints a consolidated pay bill.
for payment by AO Unit Section. v. Same as proposed is being followed in
iii. DP Sheet CMA (RC) however said documents are
iv. Change statement, unit copy of handed over to concerned pay section
amended pay bill for that month instead of Coord section.
along with Pass for Payment will also
be handed over to Coord section.
8, Coord section will retain all the above Same as proposed is being followed in
mentioned docs and will sign the DV CMA (RC) however said tasks are
register and DP sheet as per payment performed by DV section instead of
order authorized by relevant group and Coord section.
hand over DV register and DP to D
Section.
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9, D section will import data of DV’s via 9, Same as proposed is being followed in
DV register and print cheques after which CMA (RC).
the following docs will be authorized by
AO D section:
i. DV payment register showing cheque
No. and date.
ii. DV wise cheque slips (3 copies); one
for attaching with cheque signed by
AO D and 2 copies for handing over
to Coord section and LAO
respectively bearing following
inscription, “Computer generated slip
printed on the authority of AO D
section on dd/mm/yyyy and Passed
for payment by AAO and AO of
Audit Section on dd/mm/yyyy.
10, DV register, DP sheet, DV Payment 10, In CMA (RC), AO D signs 1x copy of
Register signed by AO D will be returned DP sheet, and bank copy of cheque slip.
to Coord alongwith x2 copies of cheque In CMA (RC) we have Schedule 3 instead
slips. DV payment register will be signed of DV register which is signed by AO D
by AO Coord in comparison with DV and then sent to old record.
register before sending to Old Record.
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11, Unit copy of Pay Bill, cheque slips 11, In CMA (RC) there is a Dispatch
meant for units and Dy CLA (DS) will be section which performs the afore
dispatched by Coord Section. mentioned tasks.
12, The following documents will be 12, Same is being followed in CMA (RC)
forwarded to Old Record by Coord however the afore mentioned docs are
Section in the form of a bundle: sent to Old Record by concerned pay
i. Change Statement with Payment group instead of Coord section.
Order / Pass for Payment.
iii. DV Register.
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SOP for Regular Payment regarding Civilians/FGEI/MES (Gazetted)
1, Change statement received will be 1, Change statement received will be

audited by Pay Civil / Education Section audited by Pay Civil / Education Section
and forwarded over the signature of AAO and forwarded over the signature of AAO
to computer section for printing of pay to computer section for printing of pay
bills. bills.
2, Change statement with a copy of the 2, Same as proposed is being followed in

amended pay bill will be returned to Pay CMA (RC).
Civil / Education section after feeding by
the computer section.
3, Pay civil / Education section will verify 3, Same as proposed is being followed in
the amended pay bill. In case of no CMA (RC). Additionally the
change it will request computer section authorization letter is printed for whole
for printing of Authorization Letter and group instead of indl Unit/educational
pass for payment order of particular institution.
verified unit / education institute pay bill.
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4, Pay civil / Education section will return the 4, Same procedure is being followed at
following docs same day to the computer section: CMA (RC),
i. Authorization Letter
ii. Payment Order
iii. Change statement / bill received from unit /
educational institute.
5, After printing of Payment Order / Pass for Same procedure is being followed at
Payment Order by concerned section / computer CMA (RC),
section, further changes would not be allowed in
the database.
6, On the next day, computer section will generate Same procedure is being followed at
Bank / branch wise DV for all units / educational CMA (RC),
institutes based on authorization date by
concerned section which is already logged in
system.
7, After assigning DV, computer section will print

the following docs for handing over to the Pay
civil / education section: 17
i. List of units / educational institutes concerned i. Same as proposed however, in
will be printed for getting the below documents CMA (RC) Computer section prints
received from Pay Civil / Education section. all docs instead of Unit/Educational
ii. DV register along with unit / educational Institution.
institute wise breakup in order to tally the ii. Same as proposed is being followed
amount of DV’s with unit / educational institute in CMA (RC).
wise total payment for these DV’s authorized / iii. Same as proposed in CMA (RC).
passed for payment by AO Pay Civil / iv. Rather than individual pay slips
Education section. CMA (RC) prints a consolidated pay
iii. DP Sheet bill.
iv. Pay slips of officers of individual units / v. Same as proposed is being followed
educational institutes for that month in CMA (RC) however said documents
v. Change statement, unit copy of amended pay are handed over to concerned pay
bill for that month along with Pass for Payment section instead of Unit/Educational
will also be handed over to Pay civil / education Institution.
section.
8, Pay Civil / Education section will retain all the Same as proposed is being followed in
above mentioned docs and will sign the DV register CMA (RC) however said tasks are
and DP sheet as per payment order authorized by performed by DV section instead of
relevant group and hand over DV register and DP to Coord section.
D Section.
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9, D section will import data of DV’s via DV 9, Same as proposed is being followed in
register and print cheques after which the CMA (RC).
following docs will be authorized by AO D
section:
i. DV payment register showing cheque No. and
date.
ii. DV wise cheque slips (3 copies); one for
attaching with cheque signed by AO D and 2
copies for handing over to Coord section and
LAO respectively bearing following
inscription, “Computer generated slip printed
on the authority of AO D section on
dd/mm/yyyy and Passed for payment by AAO
and AO of Audit Section on dd/mm/yyyy.
10, DV register, DP sheet, DV Payment Register 10, In CMA (RC), AO D signs 1x copy of
signed by AO D will be returned to Pay civil / DP sheet, and bank copy of cheque slip. In
Education section along with x2 copies of cheque CMA (RC) we have Schedule 3 instead of
slips. DV payment register will be signed by AO DV register which is signed by AO D and
Pay Civil / Education section in comparison with then sent to concerned audit .
DV register before sending to Old Record.
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11, Unit / educational institute copy of Pay Bill, 9, Same as proposed is being followed in
cheque slips meant for units / educational CMA (RC).
institutes and Dy CLA (DS) will be dispatched by
Pay civil / Education Section.
12, The following documents will be forwarded to 10, In CMA (RC), AO D signs 1x copy of
Old Record by Pay Civil / Education Section in DP sheet, and bank copy of cheque slip.
the form of a bundle: In CMA (RC) we have Schedule 3 instead
i. Change Statement with Payment Order / Pass of DV register which is signed by AO D
for Payment. and then sent to old record.
iii. DV Register.
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SOP for Regular Payment regarding Civilians/FGEI/MES (Non - Gazetted)
1, Change statement received will be audited by 1, Change statement received will be

Pay Civil / Education Section and forwarded over audited by Pay Civil / Education Section
the signature of AAO to computer section for and forwarded over the signature of AAO
printing of pay bills. to computer section for printing of pay
bills.
2, Change statement with a copy of the amended 2, Same as proposed is being followed in
pay bill will be returned to Pay Civil / Education CMA (RC).
section after feeding by the computer section.
3, Pay civil / Education section will verify the 3, Same as proposed is being followed in
amended pay bill. In case of no change it will CMA (RC). Additionally the authorization
request computer section for printing of letter is printed for whole group instead of
Authorization Letter and pass for payment order indl Unit/educational institution.
of particular verified unit / education institute pay
bill.
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4, Pay civil / Education section will return the 4, Same procedure is being followed at
following docs same day to the computer section: CMA (RC),
i. Authorization Letter
ii. Payment Order
iii. Change statement / bill received from unit /
educational institute.
5, After printing of Payment Order / Pass for Same procedure is being followed at
Payment Order by concerned section / computer CMA (RC),
section, further changes would not be allowed in
the database.
6, On the next day, computer section will generate Same procedure is being followed at
Bank / branch wise DV for all units / educational CMA (RC),
institutes based on authorization date by
concerned section which is already logged in
system.
7, After assigning DV, computer section will print

the following docs for handing over to the Pay
civil / education section: 22
i. List of units / educational institutes concerned i. Same as proposed however, in
will be printed for getting the below documents CMA (RC) Computer section prints
received from Pay Civil / Education section. all docs instead of Unit/Educational
ii. DV register along with unit / educational Institution.
institute wise breakup in order to tally the ii. Same as proposed is being followed
amount of DV’s with unit / educational institute in CMA (RC).
wise total payment for these DV’s authorized / iii. Same as proposed in CMA (RC).
passed for payment by AO Pay Civil / iv. Rather than individual pay slips
Education section. CMA (RC) prints a consolidated pay
iii. DP Sheet bill.
iv. Pay slips of officers of individual units / v. Same as proposed is being followed
educational institutes for that month in CMA (RC) however said documents
v. Change statement, unit copy of amended pay are handed over to concerned pay
bill for that month along with Pass for Payment section instead of Unit/Educational
will also be handed over to Pay civil / education Institution.
section.
8, Pay Civil / Education section will retain all the Same as proposed is being followed in
above mentioned docs and will sign the DV register CMA (RC) however said tasks are
and DP sheet as per payment order authorized by performed by DV section instead of
relevant group and hand over DV register and DP to Coord section.
D Section.
23
9, D section will import data of DV’s via DV 9, Same as proposed is being followed in
register and print cheques after which the CMA (RC).
following docs will be authorized by AO D
section:
i. DV payment register showing cheque No. and
date.
ii. DV wise cheque slips (3 copies); one for
attaching with cheque signed by AO D and 2
copies for handing over to Coord section and
LAO respectively bearing following
inscription, “Computer generated slip printed
on the authority of AO D section on
dd/mm/yyyy and Passed for payment by AAO
and AO of Audit Section on dd/mm/yyyy.
10, DV register, DP sheet, DV Payment Register 10, In CMA (RC), AO D signs 1x copy of
signed by AO D will be returned to Pay civil / DP sheet, and bank copy of cheque slip. In
Education section along with x2 copies of cheque CMA (RC) we have Schedule 3 instead of
slips. DV payment register will be signed by AO DV register which is signed by AO D and
Pay Civil / Education section in comparison with then sent to concerned audit .
DV register before sending to Old Record.
24
11, Unit / educational institute copy of Pay Bill, 9, Same as proposed is being followed in
cheque slips meant for units / educational CMA (RC).
institutes and Dy CLA (DS) will be dispatched by
Pay civil / Education Section.
12, The following documents will be forwarded to 10, In CMA (RC), AO D signs 1x copy of
Old Record by Pay Civil / Education Section in DP sheet, and bank copy of cheque slip.
the form of a bundle: In CMA (RC) we have Schedule 3 instead
i. Change Statement with Payment Order / Pass of DV register which is signed by AO D
for Payment. and then sent to old record.
iii. DV Register.
25

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Workflow of Pay Groups, CMA (MC)

1, Change statement received will be CMA (RC) is following the same as

5, After printing of Payment Order / Pass Same as proposed is being followed in

7, After assigning DV, computer section

i. List of units concerned will be i. Same as proposed however, in CMA

1, Change statement received will be 1, Change statement received will be

2, Change statement with a copy of the 2, Same as proposed is being followed in

7, After assigning DV, computer section will print

1, Change statement received will be audited by 1, Change statement received will be

7, After assigning DV, computer section will print

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