Process of authorisation of pension and gratuity on retirement on superannuation: Timelines for completion of various activities


Process of authorisation of pension and gratuity on retirement on superannuation: Timelines for completion of various activities

Process of authorisation of pension and gratuity on retirement on superannuation of a Government servant: DoP&PW OM dated 28.10.2022 regarding timelines for completion of various activities

सं. 11(15)/2022-P&PW(H)-8363 (1)
भारत सरकार
पेंशन और पेंशभोगी कल्‍याण विभाग

8वी. मंजिल ‘बी’ विंग, जनपथ भवन
जनपथ, नई दिल्‍ली-110001
दिनांक: 28 अक्‍टूबर, 2022


Sub: Timelines for completion of various activities in the process of authorisation of pension and gratuity on retirement on superannuation of a Government servant.

The undersigned is directed to say that Department of Pension & Pensioners Welfare has notified the Central Civil Services (Pension) Rules, 2021 in supersession of the Central Civil Service (Pension) Rules, 1972. Chapter X of the Central Civil Service (Pension) Rules, 2021 deals with the procedure for determination and authorisation of the amounts of pension and gratuity on retirement of a Government servant.

2. The process of authorisation of pension and gratuity involves various activities to be performed by different offices/authorities. Timelines have been prescribed in the Central Civil Service (Pension) Rules, 2021 for completion of each of these activities. The details of the offices/authorities involved, the action to be taken by each of these offices/authorities and the timeline for completing these actions are summarised below:

  1. Preparation of list of Government servants due for retirement– As per Rule 54, every Head of Department (HOD) is required to have a list prepared by 15th day of every month, of all Government servants who are due to retire within the next fifteen months of that date.
  2. Intimation to the Directorate of Estates regarding issue of “No Demand Certificate’– As per Rule 55, complete details regarding the Government accommodation are required to be obtained from the Government servant at least one year before retirement and send these details, within 10 days to the Directorate of Estates for issuing a “No demand certificate’ in respect of the period preceding eight months of the retirement of the Government servant. If the Government servant is/was not in occupation of any residential accommodation, HOO shall issue the ‘No Demand Certificate’ on the basis of a declaration from the Government servant in this regard and after verification of the records and no separate ‘No Demand Certificate’ from the Directorate of Estates shall be necessary in such cases.
  3. Preparation for processing of pension case– Elaborate procedure has been laid down in Rules 56 and 57 for preparatory work for processing of pension case on superannuation during the period of one year before retirement. This includes verification of service, making good the omissions, imperfections or deficiencies in the service book. In order to ensure that the emoluments during the last ten months of service have been correctly shown in the service book, the Head of Office shall verify the correctness of emoluments only for the period of twenty-four months preceding the date of retirement of a Government servant, and not for any period prior to that date. At least, eight months prior to the date of retirement of the Government servant, the HOO shall furnish to the retiring Government servant a certificate regarding the length of qualifying service and the emoluments/average emoluments to be reckoned for retirement gratuity and pension and advise the retiring Government servant to submit/fill the required pension Forms.
    The Government servant shall submit the completed Forms not later than six months prior to his date of retirement.
  4. Completion of pension case.-Detailed procedure for completion of pension papers (i.e. Form 7) by the HOO has been laid down in Rule 59 and 60. The HOO is required to send the pension case to the Pay & Accounts Office with a covering letter in Format 10, within two months from the date of receipt of pension forms from the Government servant.
  5. Authorisation of pension and gratuity by the Accounts Officer– On receipt of pension case the Accounts Officer shall apply the requisite checks and issue the pension payment order not later than two months in advance of the date of the retirement of a Government servant on attaining the age of superannuation. The Accounts Officer shall indicate in the PPO, the name of the spouse of the Government servant, if alive, as family pensioner. The names of the permanently disabled child or children and dependent parents and disabled siblings Accounts Officer shall also be indicated in the PPO, the as family pensioners, if there is no other member of family to whom family pension may become payable before such disabled child or children or dependent parents or disabled siblings.
  6. Issue of Special Seal of Authority and disbursement of pension– The Accounts Officer shall forward a copy of the Pension Payment Order to the Central Pension Accounting Office, within two months from the date of receipt of pension papers from the HOO. The CPAO shall issue the Special Seal of Authority and forward the same to the Pension Disbursing Authority along with the copy of the Pension Payment Order within twenty one days from the date of receipt of the Pension Payment Order.  The Pension Disbursing Authority shall thereafter take action to disburse the pension to the retired Government servant on the date on which it becomes due.

3. All Ministries/Departments are requested that the above provisions regarding timelines for processing of a pension under the Central Civil Services (Pension) Rules, 2021 may be brought to the notice of the personnel dealing with the pensionary benefits in the Ministry/Department and attached/subordinate offices thereunder, for strict implementation.

(अशोक कुमार सिंह)
अवर सचिव, भारत सरकार
फोन: 23310108

All Ministries/Departments/Organisations (As per standard list).


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    Respectful SIr/Madam,
    SUB: peyment of Pension and gratuity
    (1) I am a very honest person and worked in Field only at OIl INIDIA LTD throughout my entire service career but in the year 2004, Company initiated a department Inquiry against me without serving a charge sheet and witnesses to prove any charge and conducted the Inquiry retaining personnel from outside ( A Departmental Inquiry without any Departmental officer available) Eventhough the debated issue was not done by me but by the previous occupant of the Chair, I was given hard of the hardest punishment. Accordingly I had contested the verdict in the office of PM/President, which is still under process.Facing such a situation and limitless insults, I had applied for early retirement from the Company (being completed 35 years of service) after going through all formalities and kept attending the CASE filed with PMO (PMOPG/E/2018/0023869),residing at Bangalore.

    (2) Since I was hard pressed for Money, I took loan from various sources and begged in the streets of Bangalore to live ourselves. While first Inquiry was on going Company initiated a second Inquiry against me. Since I cannot be present in two places (Delhi and Duliajan,Assam) and the Company refused to settle my PF, I had submitted my resignation letter to the Company. Rejecting the resignation Letter, the Company kept conducting a second Inquiry one sided and sacked me from service due to mismatch of Rs.4 Laksh between expenditure and income during my entire Service Career being bought a two Bed Room DDA Flat at that price. Due to EPFO’s (Bangalore and Delhi’s) intervention, PF was released at a much later date when it was bearing no value to me. And also my pension and gratuity forfeited unfairly. Hence I am a homeless and a penniless person and now I am bedridden.Accordingly I most humbly request your high office to Inquire into the issue and offer me JUSTICE being the Company made my Pension and gratuity null and void after conducting an unlawful second Inquiry in my absence.

    Yours faithfully,

    Salary Code:483
    Personal Account Code:41/828