Manual Bill preparation (Pre 2/2011) Employee not having PEN


A module has been enabled   in SPARK to enter details of Manually Prepared Bill and to print the bill and e-submit to Treasury through SPARK for claims prior to 02/2011 in the cases of employee without PEN based on Circular No 08/2019/Fin.


All DDO’s should make sure;

  1. Claims should only be prepared based on an order issued by a competent authority as per relevant rules and procedures.
  2. Order number, date, amounts etc. added to the system should match with the hard copy details. Otherwise Treasury will reject the claim.
  3. Claims should be calculated based on approved rules, procedures, rates etc.
  4. In the case of claim to legal heirs, DDO should verify the documents such as legal heir ship certificate, bank details etc. And should ensure its genuineness.
  5. Hard copy of bill along with all supporting documents should be sent to Treasury for verification and claim passing.
  6. The DDO has the responsibility to update the employee details with utmost care, if any incongruity found later, then it is the liability of DDO

The following claims pertaining to periods prior to 02/2011 can be processed using the above mentioned module.


Nature of Bill 

  • Salary
  • Salary arrear
  • DA arrear

Claimant Type

  • Employee
  • Legal Heirs of employees died in service
  • Legal Heirs of employees died after Retirement

                                         Steps To Be Taken By DDO To Process a Manual Bill

Manual Bill preparation option is enabled Under Salary>>Manual Bill Preparation (Pre 2/2011).

                      Figure 1: Screenshot of the SPARK page showing manual Bill preparation(Pre 2/2011) Module

Step I: Employee selection for Preparation

Salary Matters>>Manual Bill Preparation (Pre 2/2011)–>>Claim w.r. t employee not having PEN–>Employee.

                             Figure 2: Screenshot of the SPARK page showing employee selection and amount insertion

DDO has to fill all the mandatory fields such as DDO code, Nature of Bill, Claimant Type, Name of employee, Date of Birth, Period of Bill, PF details, Sanctioning authority, Order number, Order Date, Head of account etc.

Make sure that the period entered in the Period of Bill column should match with the Month and Year selected for the bill preparation towards the end of the form. Before saving the data DDO should ensure the accuracy of bill details and also certify the responsibility for all the details updated. Once the data entered and can be saved by using ‘SAVE and CONFIRM’ button, a draft bill can be generated for initial verification.

Step II: Draft Bill Generation.

Salary matters>>Manual Bill preparation (Pre 2/2011) –>Salary–>Employee.


                                    Figure 3: Screenshot of the SPARK page showing Draft Bill Generation

 All pending bills will be listed in the left side of the page. On selecting the item, links will be displayed towards the right side of the same page for generating the hard copy. However, this print out will not be accepted in Treasury as it is only draft for verification. If anything is found incorrect, it is possible to edit or delete the existing entry by the user and generate again. Inner Bill, Outer Bill and bank details are also available for verification. Final bill for presenting to Treasury can be generated after ‘Make Bill’ option explained later.

Similarly Salary Arrear /DA Arrear for an employee as a claimant can be generated by using the above procedure.


                                                      Figure 4: Screenshot of the SPARK page showing Draft Bill

  Step III: Claim with respect to Legal Heirs of the Employee

 Salary matters>>Manual Bill preparation (Pre 2/2011) ->Salary Arrear->Legal heirs of the employee died in service /After retirement.

 Selecting death while on service or died after retired as employee category is mandatory and while on selection the system will ask to enter bank details of authorized beneficiaries.  In all cases, provision is enabled to add multiple numbers of authorized beneficiaries through the option by capturing the details such as: Beneficiary Name as in the Bank Account, beneficiary bank account details & Beneficiaries relation with the employee etc. Before entering the claim, DDO should ensure the authenticity and genuineness of documents submitted by the Nominee.

                         Figure 5: Screenshot of the SPARK page showing Legal heirs of the employee died in service

User can enter the Due & Drawn details of PAY, DA, HRA, CCA etc in the given Grid.


                                         Figure 6: Screenshot of the SPARK page showing Salary Arrear for Legal Heirs

                    Figure 7:Screenshot of the SPARK page showing Salary arrears  for Legal Heirs of employees died after Retirement

User can enter the Due & Drawn details of PAY,DA,HRA,CCA etc in the given Grid. Details of legal Heirs and Amount payable (If there are multiple beneficiaries, split up of amounts should be added as given in the sanction order) are also to be entered.

                               Figure 8: Screenshot of the SPARK page showing Bank details updation of Nominee


Step IV: Make Bill from pay Roll option for manual Bill

After verifying the draft bill and found error free, user can use the option Accounts>> Bills>>Make Bill from payroll for generating the bill number.


Fig 9: Figure showing bill is seen as draft after confirm the details

  After getting the bill number, the hard copy of the bill can be generated through the link available in ‘Make bill’ page(Fig 9) or through the Salary matters>>Manual Bill Preparation (Pre 2/2011)as given in the Step (II). Then the system will generate  the Final bill with the watermark ‘Manual Bill Pre (02/2011).

   Figure 10: Screenshot of the SPARK page showing the Bill generation through Make Bill

If any editing is necessary even after doing the Make Bill then use Accounts>>Bills>>Cancel Bills and try to make appropriate changes and repeat the procedure.

                                             Figure 11:  Screen shot of the SPARK page showing the Generated bill

Step V: E-submit bill to Treasury

 Accounts>> Bills>>E submit Bill

Step VI: View bill status

 Accounts>>Bills>>View submitted Pay bills

If the status of the e-submitted bill is seen as treasury objected, then this bill can be cancelled through Accounts>>Bills>>Cancel Bill.