Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1697803283714.pdf (India)
OFFICE OF THE PRINCIPAL ACCOUNTANT GENERAL (ACCOUNTS AND ENTITLEMENT), HARYANA Manual of General Provident Fund Final Payment Authorization Management System (GPF-FAMS) Introductory Pr.

Accountant General (A&E) Haryana is maintaining GPF accounts of all the Haryana State Government employees including AIS cadre of Haryana State and Class IV employees recruited prior to 01.01.2006.

As on 31.03.2020, number of such accounts is 1.29 lakh.
The whole work of GPF is being carried out under the supervision of DAG (Funds).

The work of final payments of all series of GPF is distributed on round robin basis among Fund FP sections except AIS series which is dealt in Fund-I section and organisational set-up of the Funds Wing is as under:- Pr.

Accountant General/Accountant General Sr. DAG/DAG(Funds) Branch Officers Asstt.

Accounts Officers Fund-I section Funds Correspondence Section Funds Misc.
Section Funds FP Sections Funds Debit Section Funds Debit Section which is an integral part of VLC, is engaged in posting of Debit Vouchers and final closing of GPF accounts as well as diarising the Final Payment cases in computer and printing of Final Payment authorities.

Credit posting of GPF is done in VLC through Accounts sections.
Procedure regarding processing of Final Payment Cases Initially, a GPF Final Payment Case duly signed by the subscriber/claimant and forwarded by the respective Drawing and Disbursing Officer (DDO) is received in the Correspondence, Record & Typing (CRT) Branch and the case is diarised in ODMS and sent to the Fund Debit Section.

Cases are again diarised in Fund Debit Section, in an integrated package of main VLC.

As on date, authorisation function is partially manual.
Application is fed in Computer database and unique inward number is allotted to each case.

Thereafter, the case is forwarded to the concerned Fund FP Section on round robin basis for calculating and authorising the GPF Payment.

The GPF accounts were maintained manually till 1997-98 and are on computer thereafter.

On receipt of Final Payment Case, subscriptions, drawals, refunds etc.
are checked from the beginning and calculations of the credits, debits for the last 5 years are rechecked and difference/discrepancy, if any is rectified after confirmation from DDO.

The dealing assistant, then submits the case to the Asstt.

Accounts Officer of the concerned Funds Final Payment section for checking the amount to be authorised.

The AAO, after checking, submits the case to the Branch Officer for approval.
Input sheet for the approved amount is sent to the Funds Debit Section for printing the GPF Authority.

As mentioned under ‘objectives’, endeavour is to issue authorization of the GP Fund payment to the retirees ahead of retirement so that they can get payment immediately after retirement.

With a view to accomplish this function, Departments are sent lists of subscriber’s likely to retire in near future in advance with a request to send their FP applications timely.

The payments in F.P.


cases received complete in advance are authorized at least 15 days ahead of retirement to enable them to get payment immediately after retirement.

Computerisation of Receipt of final Payment Cases in the office: The office has computerised the receipt of final payment (FP) cases through Online Diary Management System for keeping a watch and track on all cases so that the payments are authorised timely.
As and when the Final Payment cases are diarised, SMS messages are sent on the registered mobile number of the subscriber.

The objectives are to:-  Authorise final payment of GPF balances ahead of retirement in respect of the cases received in advance.

 Ensure issuance of GPF authority (where due) within one month from the receipt of case.

 Upload updated status of FP cases on official website to facilitate the retirees to view details at a glance by using respective PIN.
SMS messages on diarisation and authorization of final authority are also sent on the registered mobile number of the subscriber.

 Ensure error free print of authority of FP as it is generated on computer in main data base itself.

 Eliminate risk of posting of credits after retirement by deactivating the accounts of subscribers after final payment in main data base itself.

Flow Chart of GPF Final Payment Cases Authorisation CRT Section Receipt of the Case and diarisation on O.D.M.S.
↓ Fund Debit Section Section wise Diarising with Unique Inward No.

on round robin basis.

↓ Fund FP Sections 1.

Scrutiny and Calculation by Dealing Assistant.

2.

Checking by AAO.

3.

Approval by the BO.

4.

Filling the Input Sheet.

Fund Debit Section Input Sheet → the Authority on the Print basis of Input Sheet.

Fund FP Sections Authority checked by AAO & Signed by BO.
Printed Authority ← ↓ CRT Despatch → Fund Debit Section Mark the despatch date in the GPF Diary Sub-module Advantages of GPF Final Payment Authorisation Management System (GPF-FAMS) Modules 1.

Authorization of the amount of GP Fund Final Payment ahead of retirement / within one month of receipt of FP case.

2.

Easy tracking of FP case.

3.

4.

Issuance of computerized authority, thereby ensuring correctness and eliminating scope of mistake.

Automatic comparison/linking of amounts authorized.
the payments made with the Platform:  Operating System  Database backend  Application-frontend : : : Linux (Version 6.9) Oracle 11g (Release 2) Oracle 11g (Release 2) Sub-Modules: 1.

GPF Diary sub-module.

2.

Final Payment Authority sub-module.

Processing in Funds section by dealing Assistant 1.

Scrutiny of application forms/papers by the Accountant.

2.

Scrutiny of subscriber’s ledger card maintained manually.

3.

Scrutiny of subscriptions, drawals and refunds.

4.
4.

Verification of Credits and Debits for the last 05 years.

5.

Submission of processed sheet in hard copies to AAO and Sr. AO for approval.

6.

Input sheet for printing of FP authority.

Checking by Assistant Accounts Officer Thorough checking of the Final Payment Case by AAO as prescribed in the Manual.

Review and approval for authorisation by Branch Officer (BO) The Branch Officer will carry out the required checks as prescribed 1. in the GPF Manuals.
If satisfied with accuracy of the case, he will initial the calculation 2. sheet and authorize the case for final payment.

The amount of FP is finally approved by BO.

In case he has some observation, the case is sent back to the AAO.

Printing of Authorities Entries in the Input Sheet are fed in the Final Payment Authority 1. sub-module by the dealing assistant and the Authority is generated by computer.
After printing of FP authorities, account of the subscriber is 2. deactivated in order to avoid further posting of credits in the account.

3.

4.

Authorities are sent to the concerned BO for signatures.

Authorities signed by the BO are sent for dispatch.

After dispatch of FP authority, date of dispatch is marked in FP 5. register maintained in the Section and in GPF diary sub-module.
MIS Reports available in the Computer Database Following reports are generated from the system: Report of cases finalised.

Advance cases i.e.

cases received in anticipation of retirement.

Report of cases delayed.

Report of Returned cases.

FP Diary Report.

1.

2.

3.

4.

5.

In order to bring transparency in the maintenance of Provident Fund Accounts, GPF balances and status of FP cases are intimated through SMS and are displayed on Website.

http://www.aghry.gov.in.


Submission of Monthly Reports to the Group Officer / Principal Accountant General A report relating to the Final Payment Cases during the month on the basis of sectional diary maintained in the Final payment sections after comparing with the data in Computer is submitted to the Group Officer (Funds) who ensures that –  The cases received in advance are disposed of ahead of the retirement.

 The authority is issued within 30 days from the date of receipt of the case.
 No case remains unattended at any stage  Monthly Report of FP cases is also submitted by 10th of the following month to the Principal Accountant General / Accountant General.

Key points ensured:  Final payment cases are put up by the assistant within the stipulated period and the subscriber or beneficiaries are kept informed through SMS facility / website.

 No final payment application is returned except with the approval of the Group Officer.

 Scrutiny of the application/GPF case immediately.
 Prompt disposal of final payment cases and residual payment cases and authorisation of final payment / residual payment cases.

 Settlement of complaint cases and discrepancies in relation to GPF final payments.

 Review of residual payment cases every quarter.

 Analysis of the cases where authorities are issued after one month.

 Accuracy at each of three stages i.e.

Dealing Assistant, AAO & Sr.AO.


 In case of substantial difference between the amount authorised and the balance shown in last GPF statement issued to the subscriber, reasons thereof are analysed, explained to the subscriber along with copies of related ledger cards (where required) with the approval of Group Officer.
Screen Shots of Work Flow in Computerised Environment (1) F P Cases received from diary branch in GPF Debit Section and diarised in the system through the following screens:- (2) User selects FP Diary Authority Data Input - Final Payment Diary – Fresh Case Diary option under Screen Pull down Menu of GPF Module.

(3) User will get Final Payment Diary Screen for diarising Fresh FP Cases.

(4) System then generates unique Inward No.

for each Final Payment Case on diarising.


(5) Section-wise printouts are then taken out using following report screen as shown below for sending the same to the concerned GPF Fund Payment Sections on the same date.

(6) Parameter for generating Final Payment Diary Report.

(7) Specimen of F P Diary Report sent to respective sections along with FP cases received from the department.

(8) Fund FP Sections after scrutiny of case, calculate the Final Payment Amount.
(9) After approval of AAO/BO, Input sheet in following format is prepared and sent to GPF Computer Cell for generation of Authority.

(10) On receipt of Input Sheet, DEO feeds the data in the system using following screens as shown below:- (11) On saving the Input data of Authority System automatically made the account of the subscriber inactive.

(12) Now the prints of Authority are generated using following report screen for sending the same to Fund Section.
(13) Specimen of Authority printed is as under:- (14) Then Copies of Authority prints are sent to Fund Section for checking, signing and its despatch and record in Final Payment Diary and Closed Account Register.

(15) Finally, after despatch of Authority , the case is marked in the Computer System by using following two screens as shown below: