NO	TIME/PERIODICITY	RESPONSIBILITY	DESCRIPTION	REFERENCE
	At time of first appointment, & throughout Service	Head of Unit/SSA and Employee Concerned	A Service Book in prescribed format is to be maintained for every Govt. Servant holding a substantive post on a permanent establishment. (ii) Service Book shall be maintained for a Govt. Servant from the date of his first appointment to Govt. Service. (iii) Every step in a Govt. Servant’s official life must be recorded in his Service Book and each entry must be attested by the Head of his Office or if he himself is the Head of an Office, by his immediate superior. Eraser or overwriting must be avoided. Corrections, if necessary, are to be made neatly under proper attestation.  (iv) Every period of suspension and every other interruption of service must be noted in Service Book, with full details of its duration, under proper attestation.	SR 197 to 200
	On initial confirmation in a service or post	Employee concerned	A Govt. servant on his initial confirmation in a service or post, must make a nomination in Form 1 or 2, as may be,  as appropriate in the circumstances of the case, conferring on one or more persons the right to receive the retirement/death gratuity payable under Rule 50	Rule 53 of CCS (Pension) Rules Swamy’s Compilation
1.	Every Month	SSA/Unit  and CCA Office	Pension Contribution, Leave Salary Contribution(where applicable)GPF Details, Loans and Advances Details and Service Details Update must be submitted by SSA/Unit to the CCA office in prescribed format to enable proper updation of individual employee’s records  in Broadsheet concerned	DOT HQ Oder No:7-1/2000/TA1/17 dated 31-7-02 and various CCA Office References on subject
2.	Every Year	SSA Head and Employee himself	Annual verification of Service to be conducted covering the period from April to March i.e. Financial year after ensuring correctness of the entries.	SR-202 G10 (1)
3.	Every Six months	Head of SSA/Unit  Concerned	Preparation of six monthly list on the 1st January & 1st July each year of all Government servants due to retire within next 24 to 30 month of that date  A copy of every such list is to be submitted by your SSA  to the Communication Accounts officer (Pension) of Haryana CCA Office not later  than 31st January or 31st July as the case may be of the year
4.	Five Years before date of Retirement	Head of SSA/Unit Concerned	Verification of qualifying service after 25 years’ service or 5 years before retirement is to be ensured by Head of the office in Consultation with the Accounts Officer.   If the Head of the Office does not comply with the requirements of the Rule 32 ibid or in case any mistake in the calculation of qualifying service is detected later, the Head the Office will be held personally accountable.	Rule 32 read with GID  no. 1 of CCS(Pension) Rules
5.	Two years before Retirement	Head of SSA/Unit Concerned	The Head of the Office shall write to the Directorate of Estates at least two years before the anticipated date of retirement of the Govt. Servant who is in occupation of a Govt. quarters for the  issue of a “No demand Certificate”  in respect of the period of eight months preceeding  the date of retirement of the allottee.	Rule 56 of CCS(Pension) Rules
6.	Not later than 10 months before date of Retirement	Head of SSA/Unit Concerned	The Head of the Office shall furnish to the retiring government servant not later than ten months prior to the date of his/her retirement, a certificate regarding the length of qualifying service proposed to be admitted for purpose of pension and gratuity as also the emoluments and average emoluments proposed to be reckoned with the retirement gratuity and pension, for acceptance of retiring official.	Rule 59 (1) c  ibid
7.	Eight Months before Retirement	Head of SSA/Unit Concerned	The Head of the Office shall undertake the work of preparation of pension in Form 7 (form for assessing Pension/Family Pension and gratuity) two years before the date of retirement to ensure following:-   ( A.) Verification of Service and endorsement of certificate there of. (B) Making good the omissions,if any  in the Service Book. (C)  A proper assessment of outstanding Govt. dues.	Rule 59 (1) (a) & (b) of CCS Pension Rules         GID (2) below Rule 64
8.	Not later than Eight Months before Retirement	Employee Concerned	The retiring official shall be supplied Form-5 for furnishing statutory bio-data, specimen signature, photographs etc. advising him to submit the same duly completed in all respects so as to reach the Head of the office not later than eight months prior to his date of retirement.	Rule 59 (1) c (III) i bid
9.	Not later than Six Months before Retirement	Head of SSA/Unit Concerned	A.The Head of Office shall ensure completion of Part I of Form 7 not later than six months before the date of retirement. B.The Head of Office shall forward Form 5 & Form 7 referred above, to the Communications Accounts Officer(Pension), CCA Office not  later than six months before the date of retirement of Government Service.	Rule 60 i bid       Rule 60 (4) i bid
10.	Any time after Stage 9 above	SSA Concerned	If, after the pension papers have been forwarded to the Accounts Office within the period specified above, any event occurs which has a bearing on the amount of pension admissible,the fact shall be promptly reported to the Accounts Officer by the Head of the Office.	Rule 62 i bid
11.	After Stage 9 above	CCA OFFICE	Pension case checked. GPF Final Payment Case checked. PPO issued along with authority for payment of DCRG, commutation, GPF Final payment	Rule 62 i bid
12.	Rare cases:Provisional Pension	CCA OFFICE	(A.)In isolated cases only  Payment of provisional pension may be resorted to where in spite of following procedures laid down under Rule 59 it may not be possible for the Head of the Office to forward pension papers referred to in Rule 61 to the Accounts officer within prescribed  period or though forwarded in time  to Accounts Officer but could not be finalized by Accounts Officer due to some missing information. (B.)Payment of provisional pension shall not continue beyond the period of six months from the date of retirement of the Government Servant. If final amount of pension and gratuity have not been determined  by the Head of the Office in consultation within  the Accounts  Officer within the period of six months, the Accounts Office shall treat the provisional pension and gratuity as final and issue Pension Payment Order immediately on the expiry of the period of  six months.	Rule 64 (1) i bid                 Rule 64 (6) & (7) i bid
13.	Commutation of Pension Without medical examination   Case must be received atleast three months before date of Retirement Commutation of Pension Application Within one year after date of retirement	Employee Concerned Employee concerned	Those who are retiring on superannuation and desire Payment of the Commuted value of pension being authorized of the time of issue of Pension Payment Order may apply in Form 1-A so as to reach the application to the Head of the Office preferably not later than three months before the date or superannuation.  However if it is submitted on or before the date of retirement of the government servant, the commutation of pension shall become absolute on the date following the date of retirement. In such cases, authority for payment of commuted value should be issued as soon as possible after issue of the Pension Payment Order. If a government servant, who is in receipt of any pension referred to Rule 12, i bid, desires to commute a fraction of that pension any time after the date following the date of his retirement but before the expiry of one year from the date of retirement shall apply to the Head of the Office in Form 1 duly completed after the date of his retirement.	Authority Rule 13 (3) read with GID (1) under the said rule of CCS (Commutation of Pension) Rule 1981 Rule 13 (1) i bid]
14.	Commutation of Pension After Stage 13 above	Head of SSA/Unit	1.  On receipt of Form 1 A or Form 1, as the case may be, it should be ensured to initial the Form indicating    the date of receipt of application followed by immediate issue of acknowledgement to the applicant in Part II of the application form.  2.After immediate completion of Part III of Form 1 or 1 A as the case may be, the same should be forwarded to the Communications Account Officer(Pension) after retaining one copy for office record.

Note: Information as on 14.10.05
The Office of JCCA Ambala is not responsible for any typing errors on this page.
This page is maintained and updated by CAO(IV) Shri M.P Sharma

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