No. AN/II/452/ circular/Vol-VII

Date: 28.04.2023

Circular -02
Personal Attention please.

To

The Officer-in-Charge
All the sub-offices
All sections (Main office)

Subject: Updation of service book (Bio data. NPS option form & Part I of service book).

Of late, It has been observed that the biodata sheet of service book has either not been filled or partially filled causing problem at the time of promotion/ confirmation/ Pay fixation etc.

In case of new recruits. Part-I of service book along with bio data sheet duly filled by the Govt servant and attested by competent authority may please be forwarded to AN V section for verification within one months of joining the office so that the prepration of service book can be completed at the earliest.

To update bio data, a blank form is uploaded herewith for filling the same by all officers/ staffs and forward to this office duly attested by the competent authority at the earliest.

In addition to above, it has also been observed that some officers/staffs who come under NPS, have not submitted option Form-I (Copy enclosed) to avail benefits in case of death or discharge on invalidation or disability of Government servant/ subscriber during service. It is requested to submit the same at the earliest for updation in service book.

Please accord priority.

Rantu Saikia
ACDA(AN)

Download Updation of Service Book Biodata, NPS Option Form 1 PDF

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No. AN/VIII/1417/Circular

Dated: 10 /11/2020

To

The Officer I/C
All Sections in Main Office
All Sub offices
EDP (Local):-For up loading on PCDA (WC), Chandigarh web site.

Sub: Entry / Updation of Family details in Service Book

It has been observed that some of the sub offices are casually forwarding the family details of the employees for updation in Service Books which is resulting in undue correspondence. Hence, the following instructions are hereby issued which are required to be followed while forwarding the family details for updation in the service records:

1. The family details are being received on different proforma from different offices. Therefore a common format of ‘Details of Family’ has already been uploaded on the website of PCDA (WC) Chandigarh and details should be forwarded in the prescribed format only.
2. Proof of DOB of every dependent should be enclosed with the request for entry / updation of family detail.
3. In case of dependent Parents, the income certificates of the parents/ affidavit sworn in before 1st Class Magistrate duly mentioning that the joint income of parents from all sources is less than Rs. 9000/- plus applicable DA.
4. If any of the dependent children is handicapped, the Certificate issued by concerned Medical Authorities should be enclosed.
5. In case spouse is employed in State/ Centre Govt. a joint declaration regarding claim of Tuition fee/ Medical reimbursement/ LTC should be enclosed (Format available on www.pcdawc.gov.in )
6. In case the family details-are present in the service records and further updation is required due to any addition/deletion in family the same should be supported by requisite documents (e.g Birth Certificate/ Divorce Decree etc.) and names of all present family members should be reflected in the prescribed format for the purpose.
7. The Family details should be countersigned by the Officer-In-Charge of the sub office.
8. It should also be ensured that the employee has tick marked / cross marked all five declarations provided in the format.

Technical Resignation and Lien – Consolidated guidelines

The above instructions should be strictly adhered to while forwarding the Family. Details for updation in service records to avoid undue correspondence on matter.

(Manjeet Kaur)
DCDA

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Online Vigilance System of Board and below Board Level Executives of CPSEs launched

The Union Minister of State (Independent Charge) Development of North-Eastern Region (DoNER), MoS PMO, Personnel, Public Grievances & Pensions, Atomic Energy and Space, Dr Jitendra Singh launched Online Vigilance System of Board and below Board Level Executives of Central Public Sector Enterprises (CPSEs) here today. He also launched e-Service Book of the Department of Personnel & Training (DoPT) employees on the occasion. The Cabinet Secretary Shri P K Sinha, the Additional Principal Secretary to the Prime Minister, Dr P K Mishra, Central Vigilance Commissioner Shri K. V. Chowdary, Vigilance Commissioners Shri Rajiv and Dr T. M. Bhasin, CBI Director Shri Alok Kumar Verma, Secretary CVC, Smt Nilam Sawhney, Chairman, Public Enterprises Selection Board (PESB), Shri Sanjay Kothari, Secretary, DoPT Shri B. P. Sharma, Secretary to the Prime Minister, Shri Bhaskar Khulbe and senior officers of DoPT were also present on the occasion.

Speaking on the occasion, Dr Jitendra Singh said the launch of the online vigilance system is indeed a breakthrough. He said this will bring transparency and accountability in the system. As we move ahead with this initiative, many practical issues will keep arising and they will be tackled in due course, he added. Referring to the launch of e-Service Book, Dr Jitendra Singh said that in the long run it is going to touch each and every Central Government employee in the country. He said that most of the issues arise out of Service Book related matters and delay in disbursement of pensions, which will be resolved by this initiative. Dr Jitendra Singh said that these initiatives are in tune with the Prime Minister Shri Narendra Modi’s mantra of ‘Maximum Governance and Minimum Government’.

The Central Vigilance Commissioner Shri K. V. Chowdary said that the online vigilance system will be updated regularly and it is a major step in the process of promotions and appointments and will bring transparency in the process. It will minimize the scope of any confusion, he said. The CVC said that this will also curtail the delay in the processes, the cases which used to take months will now be resolved in one or two days. He said that improvements will be brought in as and when needed.

The Online Vigilance System is a technology based mechanism introduced to obtain vigilance status of 120-130 Board Level executive appointments made annually of Central Public Sector Enterprises (CPSEs) timely, accurately and objectively so that process of their appointment is expedited. The system would enable efficient vigilance clearance of officers on real time basis who apply for these senior level posts. This system would facilitate CVC to decide on Vigilance Clearance early based on updated information. System will cover all CPSEs, Banking, Insurance and other Financial Institutions. The Online system will have modules for DoPT, CVC, CVO, CBI, PESB and ACC. To make the system secure, the Web portal has the feature of authentication of users from Ministries/Departments by DoPT and the users of CPSEs by the concerned Ministry/Department. The users can log in based on e-sign (OTP to be sent to the email/mobile every time). The system also maintains transaction log. The implementation of online vigilance status of board level executives of CPSEs would require feeding/updating of data pertaining to the details of employee’s vigilance profile, i.e. pending disciplinary proceedings, status of complaints received, details of prosecution sanction, Agreed List, ODI etc. at regular intervals. The data will be updated every month by the CVOs. After a series of sensitisation meetings, at present, 143 CPSEs and 26 Ministries have entered data related to 402 board level officers and 1799 below board level officers of CPSEs. This system would be operational on receipt of the ‘Security Certificate’.

The e-Service Book, launched by Dr Jitendra Singh, is a document to record all the events of a Government servant in his/her entire service period and career, recording each and every administrative action concerning the Government servant right from the stage of his recruitment till his retirement to reflect the history of service of a Government employee. The format of e-service book was finalised on December 5, 2016 and it was decided to roll it out in DoPT initially so that necessary changes if required can be made along with credentials of software. Accordingly data of 661 employees of DoPT got verified and details as such Aadhaar, mobile no, DoB, leave balance, LTC details, salary details, designations, photographs etc were updated. Physical service book of employees also got scanned and uploaded as legacy data. It is decided to integrate Personnel Information Management System (PIMS) with Public Financial Management System (PFMS) so that all financial data will flow from PFMS to PIMS (e-service book), in general terms in case of change in salary particulars due to promotion, increment, DA etc. Change made in one system will automatically reflect in other system which will reduce chances of errors etc. It has also been decided to develop all other applications impacting service book such as Promotions, Advances, Family declarations of employees etc. 27 such applications have been identified for development; out of this 12 applications will be developed by 31st May 2017 and remaining by 31st December 2017.

DoPT has successfully implemented e-service book of its 661 employees and is now taking concrete steps to roll out of e-service book in respect of all Central Govt. employees in a time bound manner with the support of NIC and involvement of Cadre Controlling Authorities. In this regard a workshop of all Cadre Controlling Authorities (CCAs) is being organised in April 2017 to discuss roll out plan in all Ministries and Departments.

E-service book for all the employees working in attached offices, subordinate offices and autonomous bodies for which DoPT is administrative department would be undertaken shortly and it will be completed for approximately 10,000 employees by 30th June 2017. It is planned to roll out e-service book of all civilian employees (approximately 41 lakh) of Govt. of India by 31st March 2018 in consultation with all CCAs.

The launch of e-Service book is expected to bring many positive outcomes. The shift to electronic service book would free up significant manpower to concentrate on core works of the Department. It will lead to stoppage of physical movement of Service Book and other documents between the Departments that will save time of the organisation and problem of missing Service Book will be eliminated. This will also enable timely verification of Service Book that will facilitate timely processing and finalization of pensions. Availability of centralized data will enable government for policy research and planning as educational qualifications and other competencies and deficiencies may be easily obtained. It will enable Government to take transfer and posting decisions more pragmatically based on reliable first hand data.

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GOVERNMENT OF INDIA
MINISTRY OF FINANCE
DEPARTMENT OF EXPENDITURE
CENTRAL PENSION ACCOUNTING OFFICE
TRIKOOT-II, BHIKAJI CAMA PLACE,
NEW DELHI – 110066

CPAO/Tech/Jeevan Pramaan/2016/07
07.04.2016

Office Memorandum

Subject:- Incorporation of Aadhaar number in fresh Pension Payment Orders [PPOs].
Attention is invited to CPAO OM No. CPAO/Tech/leevan Pramaan/ 2015-16/ 1770 dated 07.03.2016 (Annex-l) and DO letter dated 30.07.2015 from CGA to all Secretaries (Civil Ministries) regarding incorporation of Aadhaar number in the fresh PPOs (Annex-II). In this context, it is observed that progress in incorporation of Aadhaar numbers in the fresh PPOs has been very low. For the period July, 2015 to March, 2016 out of 25608 total fresh PPOs received in CPAO, only in 1907 (7.45%) cases Aadhaar number was mentioned.

2. In view of Aadhaar Cards numbers crossing 100 crores marks and implementation of Aadhaar linked Biometric Attendance System in most of the central government offices, it is very unlikely that a retiring government servant will not have Aadhaar number. Further, DOPT vide its OM No. Z-20025/9/2014-Estt (AL) dated-03.11.2014 (Annex-III) had requested all Ministries/ Departments to ensure that the Service Books of all employees have an entry of Aadhaar number.

3. In view of above, all Pr. CCAs/CCAs/CAS are once again requested to take up the matter with IS (Admn) and Heads of Offices of respective Ministries / Departments to arrange for providing Aadhaar number in all pension papers to be submitted to concerned PAOs to enable them to incorporate the same in PPO booklets.

Encl:- As above

(Sanjai Singh)
Chief Controller (Pension)

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All central government employees will have to give declaration regarding bigamy in their service book, as per the Centre’s new proposal.

The Department of Personnel and Training (DoPT) has decided to modernise the employees’ service book to make it user friendly and has issued its new format.

The employees need to give a declaration regarding bigamy – those having two wives or two husbands at the same time – in their service book under the new format, according to the DoPT’s Office Memorandum F.No.21011/15/2010-Estt.(Allowance) was issued on Tuesday.

As per existing norms, no employee shall enter into a marriage with a person having a spouse living unless the central government permits him or her to do so.

The service book will have Aadhaar number and three photographs of an employee – one at the time of joining, another after completion of 18 years of service and third photograph one year ahead of the date of retirement.

An employee’s service book contains his or her bio-data, details of posting, qualifying service, house building advance, besides those regarding Central Government Health Scheme, Central Government Employees Group Insurance Scheme and Leave Travel Concession.

A senior DoPT official said the mentioning of Aadhaar number in the service book will help in ensuring timely delivery of all pension related benefit to employees.

There are about 50 lakh central government employees working across the country.

PTI

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F.No.21011/ 15/ 2010-Estt.(Allowance)
Government of India
Ministry of Personnel, Public Grievances & Pensions
Department of Personnel & Training

* * *

New Delhi, 5th April, 2016.

Office Memorandum

Subject: Modernization of Service Book

The undersigned is directed to state that there is a proposal to modernize the Service Book to make it user friendly. The proposed format of the Service Book is annexed herewith.

2. All Ministries/Departments are requested to offer the comments, if any, within 15 days of this O.M.

Download signed copy here

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No.21011/15/2010-Estt.(AL)
Government of India
Ministry of Personnel, Public Grievances and Pensions
Department of Personnel & Training

Subject: Inviting suggestions for improving the format of e-service book

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The Central Government had issued the following orders from time to time regarding aading the Aadhaar number in Service Reocords of Central Government Employees.

The Honourable Supreme Court of India had already clarified that Aadhaar numbers cannot be made compulsory for Indian citizens. But the Centre had argued that Aadhaar numbers are necessary for its welfare schemes. The case is pending in the Supreme Court.

Meanwhile, without declaring that Aadhaar numbers are compulsory for all, the central government has made it compulsory for enjoying the various benefit schemes that are being offered. This has led to a debate if the centre is indirectly twisting the arms of the citizens to obtain the Aadhaar number.

In the meantime, an order was issued by the finance minister of the Delhi state government on Tuesday. It said that in order to speed up the pension distribution and salary due payments, certain new clauses have been added to Form 5. Since the order issued in this regard by the Ministry of Labour Welfare and Training is applicable to the employees of all the state and union territory governments, the employees of Delhi state government too are bound by it. Until now, the pensions for the employees of Delhi state government were given at the Accounts Auditor’s office of the Ministry of Finance. It has now been made compulsory for all the Delhi state government employees to submit their Aadhaar numbers. Hence, orders have been issued to all the employees to add their Aadhaar numbers to their Service Records.

The Department of Exchequer of the Ministry of Finance had issued an order on June 2, in which, just stopping short of saying that Aadhaar card is compulsory for all, it laid emphasis on possessing the Aadhaar number. That is, as part of the Digital India plan, and for the issuing of digital life certificate to government employees, the government is forced to take certain steps. In order to facilitate these, employees have to now submit their PAN Cards, Aadhaar numbers, email ID and cellphone numbers in their pension book records. A number of accounts department in various offices do not bother to confirm if the employees possess Aadhaar cards. The order says that the offices must insist that the employees present their Aadnaar number when they begin to draw their pensions.

Source: www.cgstaffnews.in

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No. 48-5/2015-Pen.(B)

To
1. All Administrative Heads, BSNL Corporate Office
[PGM(BW), GM(Pers.), GM(PF/FP),
2. All Heads of Telecom Circles/
Telecom District & other Administrative Offices/
Telecom Stores/Telecom Factories, Bharat Sanchar Nigam Limited.

Sub: Indication of Aadhaar Number in the Salary Package Software/Service Book Pension Papers of Government Employees as per PMO direction -reg.

Sir,

Yours faithfully,
sd/-
(V.K. Sinha)
Asstt. General Manager (Estt.I)

Source: http://www.bsnleuchq.com/Adhar%20no0001.pdf

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Subject: Linkage of Aadhaar with various employees’ system.

Source: www.persmin.nic.in

[http://ccis.nic.in/WriteReadData/CircularPortal/D2/D02est/Z-20025_9_2014-Estt.AL-05082015.pdf]

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