SOP for engagement benefits on engagement of GDS to IPPB

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SOP for engagement benefits on engagement of GDS to IPPB

Standard Operating Procedure (SOP) for remittances and credit of various engagement benefits and maintenance of engagement records etc. of Gramin Dak Sevaks on engagement to India Post Payments Bank (IPPB).

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SOP for engagement benefits on engagement of Gramin Dak Sevaks to India Post Payments Bank (IPPB)

 

F.No. 1-9/2018-PBI
Government of India
Ministry of Communications
Department of Posts
(PBI Division)

Sansad Marg, Dak Bhawan
New Delhi, Dated:   3 October, 2019

To,

I .  All Chief Postmasters General
2.    All Post Masters General
3.    All GM (Finance) I DAPs
4.    CEO, IPPB

sop-gds-engagement-ippb

Subject: Standard Operating Procedure (SOP) for remittances and credit of various engagement benefits and maintenance of engagement records etc. of Gramin Dak Sevaks on engagement to India Post Payments Bank (IPPB).

I am directed to forward herewith Standard Operating Procedure  (SoP) regulating remittances and credit of various engagement benefits and maintenance of engagement records etc. of Gramin Dak Sevaks on engagement to India Post Payments Bank (IPPB) for adherence.

2. All applicable rules, instructions etc. issued by the Department of Posts, Ministry of Communications, Government of India from time to time regulating the engagement matters shall be applicable. The SOP has been prepared in consultation with Establishment Division and PAF wing of the Postal Directorate. Since this is a new procedure hence while adhering the SOP any issue/ difficulty faced by the Circles and DAPs may be brought to notice of this Division so that immediate corrective action taken.

3. This issues with approval of com petent authority.

Yours faithfully,

Encl: As above

Assistant Director General (PBI)

Standard Operating Procedure (SOP) for remittances and credit of various engagement benefits and maintenance of engagement records etc. of Gramin Dak Sevaks (GDS) on engagement to India Post Payments Bank (IPPB)

I. Introduction:

India Post Payments Bank Limited (“IPPB”) was incorporated as a Public Limited Company on August 17, 2016 under the Companies Act, 2013, under Department of Posts with 100% Government of India equity and as a payments banking company under Section 22 (1) of the Banking Regulation Act, 1949.

IPPB as an organization, is designed to leverage the field network of the DoP and required to carry out its sales and operations through the workforce of the DoP. It was envisaged that IPPB to be a lean organization which will largely leverage existing DoP infrastructure including physical infrastructure and human resources for its operations. IPPB would have physical access points through post offices and all 1.55 lakh post offices will be linked to 650 IPPB branches. IPPB branches will be basically responsible to drive the business through post offices including door step (assisted) banking through the Postmen and Grameen Dak Sevaks, undertake marketing activities, monitoring the service quality standards, handling customer grievances, managing the risks of the banking operations and dealing with statutory and regulatory compliances, etc.

In view of the requirement of the close co-ordination between IPPB staff and DoP workforce for success of the project, it was proposed by IPPB board to leverage the experience and skill set of DoP officials including GDS in IPPB at various positions through deputation / engagement and same was agreed by Postal Services Board. Accordingly, IPPB has inducted Grameen Dak Sevaks as Territory Officers on engagement basis. These GDSs shall be governed by the terms and conditions of engagement of GDS as amended from time to time and rules framed by IPPB. However, there is a need to define the procedure to be adopted by Department of Posts and India Post Payments Bank on various issues like deductions from emoluments, remittance and credit of various engagement benefits and maintenance of engagement records etc. of such GDSs working on engagement basis in IPPB. This SOP defines the procedure that shall be adhered by DoP and IPPB.

II. Actionable Points by DoP:

(1)  Nodal Office:

The DAPs of each circle shall be the Nodal Office and responsible to deposit / credit of various contributions of the GDSs and maintain computerized records/ register for all remittances/ contributions made by IPPB for all GDSs of that Circle, working on engagement basis with IPPB. The register/ record should invariably contain name of the GDS, present TRCA and scale, date of joining in DoP, date of next annual increase, GDS gratuity, Severance amount contribution or SDBS deductions to be made etc., date of joining in IPPB etc. Nodal Office should verify the details of the contributions received from IPPB against recoveries/deductions of each GDS as intimated and ensure that there is no shortfall and in case of any dues not transferred by IPPB, the same shall be claimed immediately on monthly basis from IPPB. Nodal office shall charge penal interest at the rate of 1% per month for every completed month

for delay in remittance of contribution by IPPB if the delay attribute directly to IPPB. However, no penal interest shall be charged for the period before the issue of this SOP or if the delay is not directly attributed to IPPB. All relevant registers shall be duly attested by competent authority.

The Nodal Office shall intimate IPPB its details such as name, address, contact number, email id, details of Nodal Bank Account in which the amount to be remitted monthly/annually by IPPB (electronically or otherwise). Nodal Office shall appoint a single point of contact (SPOC) and share the address, contact no. and email id of the SPOC for all communications/ co-ordination with IPPB/ Administrative Office/ DDO for effective and speedy communication. Nodal Office shall be point of contact for all communications related to TRCA and allowances, severance amount, leave salary, gratuity, deductions including SDBS, EDGIS etc. Nodal Office shall ensure that all deductions towards all engagement benefits and remittances for government charges for severance amount, leave salary etc. shall be made by IPPB as per applicable rules / guidelines of the Department of Posts, Government of India on the subject.

(2)    Administrative Authority:

Controlling authority of the GDS in DoP prior to proceeding on engagement to IPPB shall be Administrative Authority for this purpose. Administrative Authority shall be the point of contact for issue of NOC, promotion etc.

 

(3)       Engagement Records:

Original engagement records of the GDS on engagement to IPPB shall be kept in the custody of the Administrative Authority during the period of engagement with IPPB. However, the concerned Administrative Authority of GDS shall update the engagement record of the GDS and make entry of proceeding on engagement with IPPB. Similarly, on return of GDS from IPPB to parent unit, Administrative Authority shall make relevant entry in the engagement records. Administrative Authority shall ensure that the engagement records are updated with all the necessary entries including TRCA drawn, annual increase drawn, recoveries made if any, paid leave and leave availed etc. from all records / information received from IPPB. Information related to change in pay etc. shall be communicated by Administrative Authority to Nodal Office in timely manner for updation of records at their end.

(4) Last TRCA drawn Certificate:

Concerned DDO shall provide Last TRCA drawn certificate of the GDS who is proceeding on engagement to IPPB with a copy to Nodal Office and Administrative Authority, intimating full particulars of the GDS along with the last TRCA drawn, date of next annual increase, deductions to be made towards SDBS, EDGIS and any other amount to be recovered / deducted from the salary of the GDS due towards government.

Concerned DDO shall also communicate to IPPB with copy to Nodal Office, any subsequent changes in the TRCA or any such orders which are effective to the GDS on engagement in their parent post from time to time.

 

(5)  Service Discharge Benefit Scheme (SDBS):

A mandatory contribution has to be made by all GDS who has subscribed for SDBS scheme at the rate of Rs. 300 per month from 01/07/2018 and Rs. 200 per month prior to 01.07.2018 and similar contribution shall be made by IPPB also. Nodal Office shall compile and update the list of such GDS and intimate IPPB accordingly. Nodal Office shall ensure that IPPB remit the SDBS contribution (employer and GDS both) along with schedule on monthly basis within 15 days from the end of the month in which the emoluments has been drawn by the GDS. Based on the monthly schedule received from IPPB, Nodal Office will deposit the SDBS contribution in the GDS’s NPS account within 15 days of receipt of contribution and schedule. Due entries shall be made by nodal office in the books of account and in the register.

(6) Severance Amount:

An amount of Rs. 4000/- has to be paid for every completed year of engagement w.e.f. 01/01/2016. This benefit shall be applicable only to those GDS who have not opted for SDBS. Nodal Office shall compile and update the list of such GDS and intimate IPPB accordingly. Nodal Office shall ensure that the amount is remitted by IPPB annually along with the schedule of remittances and make necessary entries in the record / register.

(7) Extra Departmental Group Insurance Scheme (EDGIS):

Nodal Office shall communicate to IPPB the details of the deductions to be made towards EDGIS of the GDSs on deputation to IPPB as they shall continue to be covered under EDGIS of DoP. Nodal Office shall ensure that IPPB remit the EDGIS contribution on monthly basis as per prevailing rate within 15 days from the end of the month. Based on the monthly schedule received from IPPB due entries shall be made by nodal office in the books of accounts and in the register.

(8) GDS Gratuity

Nodal Office shall communicate to IPPB the details of the GDS on deputation to IPPB e.g. Name, designation, basic TRCA drawn by GDS in DoP before joining in IPPB, CSI ID, Branch Post Office Name, Name of concerned account office of Branch Post Office, Postal Division, Circle, as they shall continue to be covered under the benefit of ‘GDS Gratuity’. An amount of half month’s basic TRCA drawn by the GDS in DoP before joining the engagement in IPPB has be paid for every year of engagement by IPPB to DoP at the end of engagement period in IPPB, from its own funds and not deduct from the salary of GDS. This amount will be calculated in following manner.

Further, Nodal Office shall ensure that the amount is remitted by IPPB along with the schedule of remittances and make necessary entries in the record / register.

 

(9) Other mandatory deductions:

DDO/Administrative Office shall intimate IPPB as well as Nodal Office concerned about other mandatory deductions like court orders / attachments, pecuniary losses to government, recovery of over payment etc. from time to time during the period of engagement, which is to be deducted from the salary of the GDS and remitted to the concerned Nodal Office. Nodal Office shall ensure that the same is deducted from the salary of the GDS and remitted within 15 days from the end of the month to the nodal office by IPPB. Necessary entries shall to be made in the books of accounts and register as per the monthly schedule received from IPPB.

(10) Optional deductions:

Out of account deductions like PLI, LIC, subscriptions to recognised postal societies, subscription to union/associations etc. are the responsibilities of the concerned GDS and necessary arrangement should be made by the GDSs themselves to remit.

(11) Death of GDS/ disability occurred during engagement to IPPB:

On receipt of information about death / disability of  GDS during engagement to IPPB, Administrative Authority shall call for engagement particulars of the GDS from IPPB and Nodal Office to make necessary entries in the engagement records. In such case IPPB shall make all payments due towards GDS to his/her nominee and DoP authorities will treat death / disability of GDS while in engagement of DoP and take necessary action including payment of any compensation / assistance as per prevailing practice. Other terms and conditions on this matter as amended from time to time will be applicable.

 

(12) No Objection Certificate (NOC) for appearing in examination/foreign tour/ acquiring of immoveable property:

In case of foreign tour, IPPB shall issue NOC to the GDS on engagement to IPPB and in such case, if required, Vigilance Clearance shall be provided by the Administrative Authority concerned. NOC for the purpose of appearing in examination and acquiring immovable property shall be issued by Administrative Authority. IPPB shall refer such cases to the Administrative Authority concerned. Administrative Authority will allow GDS to appear in Departmental examination as per the eligibility criteria and necessary information may be called from IPPB.

(13)  Reimbursement of Travelling Allowance (TA) on Transfer:

Nodal Office / Administrative Authority / DDO shall not reimburse TA claims for shifting the belonging on joining to IPPB on engagement or repatriation to parent post in DoP.

(14)  Promotion in DoP:

Administrative Authority shall call for the engagement particulars from IPPB of such GDSs whose case is being considered for promotion in DoP. Concerned DDO shall also communicate to IPPB and Nodal Office any subsequent changes in the TRCA, promotion or any such orders which are effective to the GDS on engagement to IPPB, in their parent post in DoP from time to time.

III.     Actionable by IPPB:

General terms and conditions: –

(i) Deductions towards all engagement benefits and remittances for government charges shall be made as per applicable rules/ guidelines of the Department of Posts, Government of India on the subject as amended from time to time. For this purpose, IPPB to follow all the relevant instructions published on India Post website or communicated by Department of Posts.

(ii) Monthly schedule of GDS contributions / deductions shall be shared by IPPB latest by 5th day of next month whereas GDS contributions / deductions along with DoP charge shall be paid by IPPB to Nodal Office within 15 days from the end of the month in which emoluments has been drawn by GDS on engagement to IPPB preferably through digital payment mode like NEFT/RTGS etc. for speedy receipt of funds at Nodal office. In case of delay in payment of GDS contribution / DoP charge, IPPB shall pay penal interest at the rate of 1% per month for every completed month, if the delay attribute directly to IPPB. However, no penal interest need to be paid for the period before the issue of this SOP or if the delay is not directly attributed to IPPB. A detailed schedule (Nodal Office, Administrative Authority and DDO wise) along with GDS particulars to be shared with Nodal office concerned for information and further action. Other terms and conditions on this matter as laid down by the Government of India on matters related to engagement (as amended from time to time) will be applicable.

(iii) IPPB shall appoint a single point of contact (SPOC) and share the address, contact no. and email id of the SPOC for all communications/ co-ordination with DoP Nodal Office/ Administrative Office/ DDO for effective and speedy communication.

(1) Nodal Office:

Nodal Office shall be point of contact for all communications related to TRCA / emoluments and allowances, mandatory deductions including SDBS, EDGIS and recovery of government dues etc. IPPB shall make necessary communications on all these matters with Nodal Office.

(2) Administrative Authority:

Administrative Authority shall be the point of contact for issues related to issuance of NOC, promotion etc. IPPB shall make necessary communications on all these matters with Administrative Authority.

(3) Engagement Records:

Engagement records of the GDS on engagement to IPPB shall be kept in the custody of the Administrative Authority. On return of the GDS from engagement, IPPB shall supply all necessary information which needs to be updated in the engagement records to the Administrative Authority with a copy to Nodal Office immediately after return of GDS from IPPB.

 

(4) Leave:

GDS on temporary engagement to IPPB shall be covered by leave rules as defined in the GDS conduct and engagement rules and its subsequent amendments. IPPB shall maintain the leave records and at the end of the engagement period the updated records indicating the paid leave, leave availed etc. shall be communicated to Administrative Authority with a copy to Nodal Office.

(5) Service Discharge Benefit Scheme (SDBS):

The GDSs who are covered under SDBS scheme, IPPB shall be responsible for deduction of GDS’s monthly contribution towards SDBS i.e. Rs. 300 per month from 01/07/2018 and Rs. 200 per month prior to 01.07.2018 and make a matching contribution of the employer and remit the entire SDBS contribution along with schedule to the Nodal Office on monthly basis within 15 days from the end of the month in which emoluments has been drawn by the GDS to credit in the GDS’s NPS account.

(6) Severance Amount:

An amount of Rs 4000/- has to be paid for every completed year of engagement w.e.f 01/01/2016. This benefit shall be applicable only to those GDS who have not opted for SDBS. IPPB shall make this contribution from its own funds and not deduct from the salary of GDS and remit the amount to Nodal Office annually in the following manner.

Sr. No. Criteria of contribution Payment of contribution
1 First year of joining in IPPB On financial year basis. Proportionate contribution will be made by IPPB in the first year of joining with the other contribution/ deduction of month of March.
2 In subsequent years, If the GDS continue to work  in IPPB for full year On financial year basis. Full contribution of Rs. 4000/- will be made by IPPB for that financial year with the other contribution/ deduction of month of March.
3 If the GDS is returned to DoP Proportionate contribution will be made by IPPB for the period served by GDS in IPPB from beginning of next financial year till relieving from IPPB.

(7) Extra Departmental Group Insurance Scheme (EDGIS):

The GDSs on engagement to IPPB shall continue to be covered under EDGIS of DoP. IPPB shall deduct the monthly contribution from the emoluments of the GDS as per the prevailing rates (which is currently Rs. 50 per month) and remit the entire contribution along with monthly schedule to the Nodal Office on monthly basis within 15 days from the end of the month in which emoluments has been drawn by the GDS.

(8) GDS Gratuity

An amount of half month’s basic TRCA drawn by the GDS in DoP before joining the engagement in IPPB has be paid for every year of engagement by IPPB to DoP at the end of engagement in IPPB. The illustrative gratuity calculation is as under.

Basic TRCA drawn by GDS in DoP before joining in IPPB  – Rs. 14,500/-
Period served in IPPB – 2 Years 9 Months
Gratuity contribution to be made by IPPB – (14,500/2)*2.75=Rs.19,937.50

Further, IPPB shall make this contribution from its own funds and not deduct from the salary of GDS and remit the amount to Nodal Office at the end of engagement in the following:

 

(9) Other mandatory deductions:

Other mandatory deductions like court orders / attachments, pecuniary losses to government, recovery of over payment etc. as intimated by DDO/Nodal Office/ Administrative Authority from time to time during the period of engagement shall be deducted by IPPB from the salary of the GDS and remitted along with schedule to the Nodal Office on monthly basis within 15 days from the end of the month in which deduction has been made.

(10) Optional deductions:

IPPB shall not be responsible for any out of account deductions like PLI, LIC, subscriptions to postal recognised societies, subscription to union/associations etc. and necessary arrangement should be made by the GDSs themselves to remit.

(11) Death of Government Servant/ disability occurred during deputation:

In case of death/disability of any nature of the GDS on engagement to IPPB, IPPB shall immediately inform the concerned Nodal Office and Administrative Authority of the GDS and intimate all engagement records along with dues/ recoveries from the GDS, leave details and other information to make necessary entries in the engagement records. In such case IPPB shall make all payments due towards GDS to his/her nominee. Other terms and conditions on this matter as amended from time to time will be applicable.

(12) No Objection Certificate (NOC) for appearing in examination/foreign tour/ acquiring of immoveable property:

In case of foreign tour, IPPB shall issue NOC for the GDS on engagement to IPPB and in such case, if required, Vigilance Clearance may be sought from the Administrative Authority concerned.

NOC for the purpose of appearing in examination and acquiring immovable property shall be issued by Administrative Authority only and not by IPPB. IPPB shall refer such cases to the Administrative Authority concerned.

In case of departmental examination, IPPB will provide the required information of GDS to the DoP authorities as per request.

(13)  Reimbursement of Travelling Allowance (TA) on Transfer:

IPPB shall reimburse TA claims for shifting the belonging on proceeding to and repatriation from engagement to IPPB as per the eligibility criteria of IPPB. However, IPPB shall have the right to define the minimum engagement (duration) eligibility for reimbursement of transfer TA on repatriation which shall not be more than two years.

(14) Voluntary Discharge/ Resignation from engagement:

In case of voluntary discharge / resignation of GDS during engagement to IPPB, IPPB shall immediately revert the GDS to his/her parent unit/ Administrative Authority concerned. The updated engagement records including leave account etc. of the GDS during engagement indicating a brief description of the duties performed by the GDS along with the application of the GDS in original shall be forwarded to Administrative Authority concerned with a copy to Nodal office. Any dues/ recoveries etc. from the GDS which is to be reimbursed to IPPB shall also be communicated to Nodal office with copy to Administrative Authority.

(15) No Objection Certificate (NOC) for outside employment:

IPPB shall not issue any NOC for outside employment to GDS on engagement to IPPB during the deputation period and refer all such cases to Administrative Authority concerned.

(16) Promotion:

IPPB shall furnish any such particulars as requested by the concerned Administrative Authority of such GDS whose case is being considered for promotion in DoP.

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