1.0 It is observed that in respect of superannuation cases, the settlement is done expeditiously as per timetable fixed for the purpose and the dues are disbursed to the retirees in the function held in Head Quarters and Divisional/Work shop offices. However, this type of arrangement is not available and it is reported that avoidable delays are taking place in arranging settlement dues in Other than Normal Retirement (ONR) cases with specific reference to cases of employees died while in service. To streamline these areas, a need is felt to issue a Joint POO of both Accounts and Personnel Departments.
1.2 It is needless to mention that expeditious action has to be
taken in such cases because the family of the expired Railway servant will be
in dire need of guidance in obtaining the settlement dues and financial
assistance. Action to process such cases should be initiated immediately on
the receipt of intimation of death without waiting for production of the
formal death certificate (Board’s letter No.F(E) III/94/PN1/18 Dated 21.07.1994).
2.0 A ‘register of intimation of death’ shall be maintained
in Personnel Branch and the services of welfare
inspectors shall be utilised for obtaining documents, forms, booklets etc.
The progress of each individual case has to be monitored through this medium in
Personnel Branch so that no case is lost sight of or delayed unduly and
ensure submission of settlement case papers to Accounts Office within a
month of the receipt of intimation of death.
3.0 In order to ensure timely relief in financial matters to the beneficiaries, the Personnel branch shall ensure submission of Last salary, Provident Fund Refund Order (PFRO) and GIS claims along with Form GP 46 from the beneficiary within seven days of the receipt of Death Certificate. Accounts office (Estt. section) shall certify last salary bill and GIS within three days. The Accounts office (Pension/Settlement Section) shall pass all such certified claims within 3 days of the receipt from Establishment section. The Accounts office (PF Section) shall keep the calculation sheet of PF dues and pass PFRO within five days of its receipt from Personnel branch.
4.0 The Personnel Branch while taking action to obtain claim or claims from the family shall simultaneously undertake preparation of Leave Encashment bill upon verification and certification of leave account and qualifying service by the Accounts Office. The work shall be completed within one month of the date on which intimation regarding the death of the railway servant has been received.
The Accounts Office shall pass the leave encashment
bill within three days from the date of receipt of certified bill along
with Form GP 46 from Personnel Branch.
5.0 The Accounts and Personnel Branches, to avoid delays, shall sort out any clarifications on all these claims.
6.0 FAMILY PENSION AND DEATH GRATUITY [Various forms mentioned in the subsequent paragraphs of this JPOO are available in Railway Services (Pension) Rules, 1993]
6.1. Obtaining of claims for family pension and death-cum-retirement gratuity
6.1.0 Where the Personnel Branch has received intimation about the death of a railway servant while in service, who shall ascertain whether any death-cum-retirement gratuity and or family pension is payable in respect of such deceased railway servant.
Personnel Branch shall
ascertain: -
Ø
if the deceased railway servant had nominated any person or persons to
receive the gratuity; and
Ø
if the deceased railway servant had not made
any nomination or the nomination made, but does not subsist, the person or
persons to whom the gratuity may be payable.
6.1.1
The Personnel Branch shall, then,
a) address the person concerned in
Form 11 (letter to the family member where
nomination exists) or Form 12 (letter to the family member where
nomination does not exist), as may be appropriate for making a claim in Form 13 (DCRG)
b) the Personnel Branch shall
address the widow or widower in Form 14 (letter to the widow/widower for
grant of family pension) for making a claim for Family Pension in Form 10, and
c) where the deceased railway servant is survived only by a
child or children, the guardian of such child or children, may submit a claim
in Form 10 to the Personnel Branch.
6.2 Completion of Form 16 (Booklets for Family Pension):
6.2.1 The Personnel Branch
while taking action to obtain claim or claims from the family shall
simultaneously undertake the completion of Form 16 (booklets in triplicate). The
services of welfare inspectors shall be kept at the disposal of family members
of the deceased railway employee. Such personnel should extend all help in
obtaining relevant document for speedy settlement and filling up of booklets by
the claimants. The work shall be
completed in all respects within one month of the date on which intimation
regarding the death of the railway servant has been received.
6.2.2 The Personnel Branch
shall go through the service book of the deceased railway servant and satisfy
himself as to whether certificates of verification of service for the entire
service are recorded therein.
6.2.3 The process of
determination of qualifying service and qualifying emoluments shall be
completed within one month of the receipt of intimation regarding the date of
death of the railway servant and the amount of family pension and
death-cum-retirement gratuity shall also be calculated accordingly.
6.3 Forwarding of papers to the Accounts Office
6.3.1 On receipt of completed Form 16 (booklets in triplicate) from the
claimant, the Personnel branch shall arrange to send the said form in original
(two booklets) to the Accounts Officer with a covering letter in Form 17 along
with the railway servant's service book with up-to-date entries and any other
documents relied upon for verification of the service claimed. The Personnel
Branch shall do this within one month of the receipt of booklets.
6.3.2 The Personnel Branch
shall retain one copy of the aforesaid Form 16 for his office record.
The Personnel Branch shall draw the attention
of the Accounts Officer to the details of Government or Railway dues
outstanding against the deceased railway servant.
6.3.3 The Accounts
Officer shall send the Pension Payment Order(PPO),
after due internal check of the claim/ proposal for family pension together
with a copy of Form 16 (booklet) duly completed to the Pension Disbursing
Authority for arranging payment. A copy of the PPO shall also be marked to the
Personnel Branch and the Family Pensioner. The Accounts Office shall do this not
later than 15 days of the receipt of booklets (Form 16), Service Register
and other documents from Personnel Branch.
6.4 Adjustment of Government dues or railway dues
6.4.1
Dues pertaining to Government accommodation, if on the date of death,
the railway servant was in occupation of Railway Quarters of Government
accommodation, the Personnel Branch on receipt of intimation regarding the
death of such railway servant shall within seven days of the receipt of such
intimation, write to the Quarters allotting authority for the issue of '(No)
Demand Certificate' so that authorization of family pension and
death-cum-retirement gratuity is not delayed.
6.4.2
The Personnel Branch shall, within one month of the receipt of
intimation regarding death of a railway servant, take steps to ascertain if any
dues as referred to in Rule 15 and sub-rule (6) of Rule 16 are recoverable from the deceased
railway servant. Such ascertainable dues shall be recovered from the amount of
death-cum-retirement gratuity becoming payable to the family of the deceased
railway servant.
6.5 No delay in seeking
clarification and furnishing replies
a) The Personnel Branch should submit the claims complete in all respects in the first instance itself.
b) Any clarifications,
after internal check should be sought by the Accounts office in one go within
seven days of the receipt of settlement case.
c) Personnel Branch should
submit its reply within three days of receipt of objections raised by
Accounts Office duly coordinating with other departments, if required.
d) Any clarifications
required from Law branch shall be sought for, within one month of the
receipt of intimation regarding death of a railway servant.
e) Intimation on progress
of case shall be intimated to the beneficiary concerned on regular basis by
Personnel branch, till the case reaches to its finality by endorsing a copy of
the letter addressed to FA&CAO/SC.
f) The claims received
from the beneficiary shall be examined and sent to Accounts Office without
keeping them pending. In any case, the period of pendency in personnel branch
shall be limited to three days of its receipt and should be examined &
passed by the Accounts Department within three days from the date of receipt in
their department.
6.6 Check Points to be taken
note of
Ø
Date of Birth particulars of the children (supported by necessary
certificate, verified with family composition submitted by the employee to the
administration when he/she was alive);
Ø
Bank opted should be an authorized bank through which family pension is
desired to be drawn, Account number particulars to be filled in;
Ø
Dues recoverable from death gratuity to be advised clearly in order to
avoid unnecessary correspondence with banks for recovery from pension payments;
Ø
Submission of NO DUES/ DUES from ECCS where ever necessary;
Ø
Service records and Leave account to be updated, entries related to
promotions, reversions, punishments and pay fixations to be made in SR before
being sent to Accounts Office;
Ø Service verification from the date of appointment up to the date of death;
Ø Wherever missing of leave account is involved, proper sanction is obtained and forwarded to Accounts Office;
Ø In the case of reconstruction of service record, necessary sanction to be obtained and entries to the above effect made in the reconstructed SR;
Ø Combined nominations forms properly filled in to be received and pasted in the SR;
Ø Ensure submission of NO OBJECTION certificate from major eligible children for payment of death gratuity;
Ø Entry regarding date of death to be made in the SR;
Ø Submission of latest GP 46 forms along with the claims;
Ø Withholding of death gratuity, if the family of deceased employee is in occupation of Railway accommodation;
Ø Submission of last payment certificate along with the settlement case; and
Ø Obtaining Stores debits and/ or Commercial debits from the departments concerned wherever necessary.
(K.Ponnuswami) (K.Jagannadha Rao)
CPO/Admn FA&CAO/G