General Provident Fund Module updated

GENERAL PROVIDENT FUND

SPARK PMU has updated a new module for General Provident fund for submitting online application as per the G.O(P) No 9/2019/Fin, dated 12/02/2019 to Accountant General. GPF Admission /Non Refundable Advance and Conversion application by individual employee with the proper recommendation and sanction from the Department officers concerned and this is to be pushed as online to AG‘s system. For each and every online application there is a status retained in the individual users or DDO level to know the progress of application. Corresponding sanction order details will be available in the DDO users and can be forwarded to AG for processing. Once the application processed or sanctioned from AG subsequent intimation will be available in the DDO interface.

As per the G.O(P) No 37/2019/Fin, dated 30/03/2019, Government has revised the existing Upper Monetary Limit to various categories of Sanctioning Authorities for sanctioning NRA/Conversion of Temporary Advance to NRA subject to a maximum of 75% of the eligible balance at credit of the subscriber, as booked by the Accountant General. All NRA/Conversion of Temporary Advance to NRA will take in effect only after getting online authorization of the Principal Accountant General in SPARK and all the bills of the GPF NRA will be generated and encashed by the DDO’s through SPARK only based on this online authorization issued by the Principal Accountant General.

As per the Circular No 32/2019/Fin, dated 10/04/2019, all DDOs are informed that DSC is made mandatory in all departments for GPF related online modules with effect from 05/2019 and for pay and allowance processing and contingent bills in SPARK and BIMS respectively by 11.04.2019, in the case of following departments.

Archeology, Archives, Chemical Examiner’s Laboratory, Commissionerate of Entrance Exams, Culture, Election,  Police, Ground Water Department, State Audit Department, Museum & Zoo, Sainik welfare, Administrative Reforms Commission, Kerala Women’s Commission, GST Department and Kerala Public Service Commission.

The DDOs who have not availed DSC till time can contact their nearest District Treasury for availing DSC at free of cost.  The help desk of Keltron at the District Treasury offices would provide DSC, its installation and training.

All DDO should ensure;

  • In the case of departments for which Digital Signature Certificate (DSC) is mandatory for bill submission, these modules would only be operated using DSC.
  • In the case of departments for which DSC is not mandatory, they can use these modules without DSC.
  • The parallel system of submission of duly signed hard copies along with online submission to AG is to be continued until further orders.
  • All Government employees who have subscribed to General Provident Fund and their GPF accounts maintained by Accountant General Kerala can utilize the facility available in SPARK for these online submission modules.
  • In modification to the provisions in the G.O (P) No 58/2017/Fin dated 03/05/2017, these applications are to be submitted to the DDO online and in the case of DDO’s, Controlling Officer/immediate superior officer/Head of Department is authorized to sanction the same.
  • In the case of Head of Departments, the power vests with the Secretary to Government of the Administrative Department concerned in Secretariat.
  • The detailed (step by step) tutorial on operating the module in SPARK will be hosted in the website finance.kerala.gov.in and in www.info.spark.gov.in
  • The DDO’s can also use the facility in SPARK to operate the module for GPF related applications on behalf of the employees for whom SPARK login is not provided.

GPF Processing mode by Officials

GPF New Admission Application (Through DDO)

GPF admission applications can be filled and submitted to AG as online mode through the Individual User level. Here the applications can be filled through the office level user who is authorized to do or may be the DDO. The application for Admission to GPF is available in the menu, Salary Matters→Provident Fund (PF) →GPF New Admission Application. Employee who hasn’t started GPF account will be listed in the online application form. Employee can be selected based on Name or PEN. When a particular employee is selected for the application to GPF Admission, his/her Personal details and Service details will be automatically displayed in the screen. Then the user has to update all the mandatory fields like Monthly Subscription, Service type etc.  The Monthly Subscription amount should be greater than or equal to 6% of employee’s Basic pay (Refer point 14). If the applicant is a subscriber to any other Provident Fund then furnish its details too (Refer point 17).

                                                                                                          Figure 1: GPF New Admission Application

The Nominees details can be enclosed as in Figure 1 (Refer point 20). Before submitting the applications all the details should be verified clearly (Figure 2).Once the application is submitted then the details couldn’t be edited. After that Click “Submit” button. The applications submitted through individual logins will also be listed at left edge of the page under the menu, Salary Matters àProvident Fund (PF) àForward Application for GPF Admission. DDO or the authorized person can verify and submit such applications to AG through this option.

                                                                                                     Figure 2: Verification message in Admission page

Forward Application To AG for GPF Admission

Pending applications for approval will be listed at left edge of the page through the menu, Salary Matters→Provident Fund (PF) →Forward application for GPF admission. DDO or the authorized person can approve the request if all the details are found to be correct. Otherwise there is a provision to reject the application (Figure 3). Approved applications will be forwarded to AG for further processing.

 

                                                                                                       Figure 3: Approving/Rejecting forwarded applications

GPF NR Withdrawal/Conversion Application (Through DDO)

GPF withdrawal/conversion can be filled and submitted to AG as online mode by Individual User Level. Here the applications can be filled through the office level user who is authorized to do or may be the DDO. This is available under the menu,

Salary MattersProvident Fund (PF) GPF NR withdrawal/conversion Application

Employee can be selected from the list based on the Name or PEN. When a particular employee is selected for an application to GPF Withdrawal/Conversion, his/her Personal details will be automatically displayed in the screen (Figure 4). Then the user has to update all the mandatory fields like amount of withdrawal, purpose of withdrawal etc. If there are any pending recoveries with outstanding balance, then such details will be displayed on the screen (Refer point 6). During the application submission the system will check the condition that whether the employee has 10 years of service or superannuation date within 10 years of the date of retirement. Before submitting the applications all the details should be verified clearly. Once an application is submitted then the details couldn’t be edited. After that Click “Submit” button.

 

                                                                                                              Figure 4: GPF withdrawal/Conversion Application

The details of submitted application can be viewed through this page (Refer figure 5)

 

                                                                                        Figure 5: The status of GPF withdrawal/Conversion Application

GPF NR Withdrawal/Conversion Approval

DDO/ Authorized person can forward the verified applications as well as the applications forwarded from Individual user level.  Which is available under the option,

Salary Matters Provident Fund (PF) GPF NR Withdrawal/Conversion Approval.

Already submitted applications will be listed at the left side of this page. If all the details are found to be correct then DDO can approve the application otherwise it can be rejected by DDO itself (Figure 6). If the DDO has to submit his own application then he has to forward the application to Controlling Officer/Immediate superior officer/Head of Department who is authorized to sanction the same. (Refer point 10).

 

                                                                                               Figure 6: GPF withdrawal/Conversion approval form

Once the application approved by the DDO then a draft of the sanction order will be available for the DDO to verify before the submitting the application to AG. A draft of application can be downloaded from this page with a water mark ‘Draft’. Approved sanction order can be taken from the Salary Matters→Provident Fund (PF) →View Approved GPF Sanction orders and its details are given in Figure 8. Each sanction order will be generated as the prescribed format of application given by the AG.

Change Approving Authority (Withdrawal/Conversion)

The Approving authority of GPF Withdrawal/Conversion can be changed through the option,

Salary Matters→Provident Fund (PF) →Change Approving Authority (Withdrawal/Conversion).

It is enabled only for the applications which are already forwarded to DDO for approval. These applications are forwarded to the Authority who has the right to approve the application.

 

                                                                                                                  Figure 7: Change approving authority

The details of Approved GPF sanction order details can be viewed through the menu,

Salary Matters→Provident Fund (PF) →View Approved GPF Sanction orders (Figure 7 and 8).

 

                                                                                                Figure 8: Approved GPF Sanction Order details

View Approved Sanction order

Once the PF application is verified by the DDO while on approval it is possible to view a draft of the generated PF application. If it is found to be correct then DDO can forward the details to AG as mentioned in the (Figure 6). Final Sanction order details will be available through the menu. The forms are able to take as print out and is generated as the prescribed format of AG. This sanction order can be produced before AG for their processing.

Salary matters→Provident Fund→View Approved Sanction Order.

                                                                                                                           PDF generated as sanction order

GPF Processing Module by Individual

 

GPF New Admission Application

GPF admission applications can be filled and submitted to AG as online mode through the Individual User also. Here the applications can be filled through individual user. The application for Admission to GPF is available in the menu Provident FundàGPF New Admission Application.

 

Employee who hasn’t started GPF account can have the provision to apply for GPF Admission through this option, ‘Provident Fund’. When an employee login in SPARK as individual user his/her PEN, Personal details and Service details will automatically displayed in the screen (Figure 9). Then the user has to update all the mandatory fields like Monthly Subscription, Service type etc.  Please note that the Monthly Subscription amount should be greater than or equal to 6% of employee’s Basic pay (Refer point 14). If the applicant is a subscriber to any other Provident Fund then furnish its details too (Refer point 17).

 

                                                                                                         Figure 9: GPF New Admission Application

If there are any Nominees, then such details can be enclosed as in Figure 9. There is a user declaration for accepting the terms and conditions before submitting the online application (Refer point 20). So before submitting the application user has to cross check all the details. If the application is submitted then the details couldn’t be edited. After that Click “Submit” button.

Once the application is submitted by the user, then the status of the application can be viewed through the menu Provident Fund àGPF New Admission Application.

 

                                                                                                       Figure 10: Individual user level application status

GPF Withdrawal/Conversion Application

GPF withdrawal/conversion can be filled and forwarded to DDO through the Individual user. After updating the mandatory details Applicant can submit the application for approval. This is available under the menu,

Provident FundGPF Withdrawal/Conversion Application.

 

                                                                                     Figure 11: The page shows GPF Withdrawal/Conversion Application

When an employee made login in SPARK his/her PEN, Personal details and Service details will automatically be displayed in the screen (Figure 11). Then the applicant has to update all the mandatory fields like amount of withdrawal, purpose of withdrawal etc. If there are any pending recoveries with outstanding balance then such details will be displayed on the screen (Refer point 6). During the application submission the system will check the condition that whether the employee has 10 years of service or superannuation date within 10 years of the date of retirement. There is a user declaration for accepting the terms and conditions before submitting the online application (Refer point 11). So before submitting the application user has to ensure the information which is filled in the form is proper. Once the application is submitted to DDO then the details couldn’t be edited until a rejection is made by the DDO. After filling details click the “Submit” button. The status of each level of application will be available in the employee login page also.

 

 

 

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