FAQ


If you want to relieve  the employee from current post  to new higher post  in SPARK, go through Service Matters>>Fresh Appointment to new post>>Relieve  from current post, if there is any part salary in old office you can process it after relieving. The transferred employee can join to new post through the menu Service Matters>>Fresh Appointment to new post>>Join in new post.

To revert the employee back to current post, you can choose Service Matters>>Fresh Appointment to new post>>Revert relieving.

If you want to change both designation and basic pay choose rule 28 A in pay fixation on promotion, to change designation only then choose rule 30 in pay fixation on promotion.

 

 

You can transfer the employee by selecting the option Salary Matters>>Deputation>>Relieve on Deputation, enter the deputation details. The deputation is over and employee needs to join his/her own parent department, select the menu Matters>>Deputation>>Return from Deputation.

*** If the employee works under deputation in non-SPARK institution, corresponding period salary details can be updated in SPARK through  Salary Matters>>Manually Drawn Option.

 

 

  • Initially you have to enter employee disciplinary action details in Discip.Action tab  from the menu Service Matters>>Personal Details.
  • Enter subsistence allowance details in Salary Matters>>Sub.Allowance.
  • The subsistence allowance can be processed from Salary Matters>>Processing>>Salary>>Sub.Allowance, the multiple month subsistence allowance can be processed from Salary Matters>>Processing>>Multiple month>>Multiple Month Subsistence allowance Processing.
  • If the disciplinary action is regularized, you can revoke by penalty revoked date and same period salary can be processed.

 

Select the menu Service Matters— > Retirements —-> Retirements. In the  Retirement/Terminations/Resignations window, select Department, Office, Employee and then opt the Nature of Retirement or Termination As “Duplicate/Unused PEN”, finally enter the Retirement or Termination Date and confirm the data.

You have to select the menu Salary Matters–>Processing–>Arrear–>Salary Arrear–>Salary Arrear-Retired Employees—>Edit Present Salary for editing present salary details for salary arrear retired employees.

To update the service history of retired employees select the menu Salary Matters—>Processing–>Arrear—>Salary Arrear—>Edit Service History.

Initially you have to check and confirm whether employee designation and scale of pay is changed or not. If employee designation and scale of pay changed but no change in basic pay/last pay change date,then mail us

1.Request from DDO with seal and signature, clearly mentioning the reason for pay change, employee PEN, Basic pay and Last pay change date of this employee to be updated in spark.

2. Manual Fixation Statement.

3. Copy of the service book page showing the relevant changes in basic pay.

 

** If the employee have drawn excess pay and already refunded please send copy of refund chalan

** For all aided institutions the request letter should be counter signed by higher authority (AEO/DEO/RDD/DD )

  • Make sure that PF number and PF type are correct.
  • Check employee’s retirement is marked or not. The retirement is marked by using the menu Service Matters>>Retirements>> Retirements, make sure that employee’s superannuation date is over.
  • In the Claim Entry (Relieved/Retired) the period of the bill should be within employee’s superannuation date.

 

Check whether the TEN is already terminated from previous office .If yes, register the  employee again after the very next date of termination.

 

The Basic pay change and Service History change of the retired employee can be done only after the retirement is marked.

  • To correct the retired employee basic pay through Salary Matters >> Processing >> Arrear >> Salary Arrear >> Salary Arrear –> Retired Employees >> Edit Present salary option.
  • To correct the retired employee service history can correct through Salary Matters >> Processing >> Arrear >> Salary Arrear >> Salary Arrear –> Retired Employees >> Edit service history option.

 

SPARK generated challan

You have to send DDO request letter with corresponding challan copy via e mail to update the remittance details..

Treasury challan

If you have refunded excess amount through treasury challan then you can update the details through, Salary Matters>>Manually Drawn option as negative entries with payment type as Arrear.

 

Cancelling the Leave Account Request:

Service matters-> Leave/OD/Coff processing -> Leave account -> Leave account cancellation request.  

Conditions:

  • Gazetted employee name is exempted from listing.
  • EL and HPL accounts only possible for cancellation.
  • Multiple entries of leave account could not be selected for cancellation. It may either the EL or HPL at a time.
  • Supporting attachment is only available if it is attached during the Leave account uploading.
  • Forwarded applications could not be edited or delete until the approval or rejection have marked.
  • If there is a pending application corresponding leave account new request won’t be allowed.

 

Cancelling Leave Account Approval:

Service matters-> Leave/OD/Coff processing -> Leave account -> Leave account cancellation Approval. 

Leave Account processing

Service matters -> Leave/OD/Coff processing -> Leave account-> Leave account Processing. 

Conditions

  • Forwarded application will be listed for approve or reject
  • Applications forwarded before DDO change will be available to new DDO for approval.
  • Supporting attachment is only available if it is attached during the Leave account updating.

The individual employee can access login by SPARK after registering the details that is already in SPARK by using the link “Not registered a user yet, register now” from the login page of SPARK website.

Update the leave details through service matters —->leave —-> leave history option then validate leave slip using the menu Salary matters —>Changes in the month—> present salary option then click Go button,finally check Salary matters —>Changes in the month —->AG pay slip details is validated to ‘yes’.

To edit/cancel the leave entered, Please go through the menu Service matters—->Leave/Coff/OD processing—>Leave History then select “Edit” and select the Edit Purpose after that click the “Update” button.

The service history from date and to date entries should be continuous, avoid repetitive dates. The date should be previous date from last pay change date in present salary. The service history records can be edited after unlocking the employee record and lock after the necessary corrections done.

Use the option Accounts>>Claim Entry>>Regular Employee, Ensure that retirement is marked for the employee from Service matters menu.

What is SPARK?

Service and Payroll Administrative Repository for Kerala (SPARK) is a comprehensive Employee Management Information System for the Government of Kerala

Which department does coordinate the implementation of SPARK?

For Government of Kerala, Finance Department owns SPARK and facilitates its implementation through SPARK Project Management Unit

What is the role of SPARK Project Management Unit (SPARK PMU)?

For Finance Department, SPARK Project Management Unit (PMU) facilitates the implementation of SPARK by administrative and field departments. The PMU provides timely technical and coordination support to the implementing departments. SPARK PMU operates help desks for this purpose. Development of the SPARK software by NIC is also coordinated by SPARK PMU

Who is the developer of SPARK software?

For Finance Department, the state unit of National Informatics Centre (NIC) develops the SPARK software

Regular employees Registration
New employee registration is done by the concerned DDO/Head of the Department/Establishment User of the office through the SPARK option Administration→ New employee record. PEN will be generated on entering all the mandatory fields on the personal memoranda page and clicking on ‘Confirm’ button. The registration procedure will be completed only after entering the details in ‘Present Service Details and Contact Details pages.

Points to be noted

  • DDO should check and confirm if PEN has already generated for this employee, user can check this through Queries Employee Search option.
  • If PEN already generated for this employee during his/her past service tenure, in such cases the existing PEN should be continued for future services also.

Temporary Employee/Provisional Employee Registration
The DDO/Head of the Dept/Establishment can register the temporary employees (who are not provided with service Book) through Accounts Register Temporary employee by entering the details such as name, date of birth, address and bank account details. Name, date of birth and Aadhaar number should be same as given in the Aadhaar card. If system shows any error message like “Enter name/dob as in Aadhaar”, then employee should correct the Aadhaar details by contacting nearest Akshaya having biometric facility. Then only, system will allow registering the employee details in SPARK. Also it should be noted that if employee details are saved with incorrect Aadhaar details, system will restrict further correction on employee details with new Aadhaar. In such cases  Name / Date of Birth of an employee can be changed through the menu , Accounts   → Temporary employees→Edit details. System strictly restricts the registration of an employee from multiple offices. Once a temporary employee got registered in an office through SPARK system, then without terminating from that office, he/she cannot be registered in other offices. On registering the employee, system will generate a temporary employee number (TEN) for the employee.

 

User can reset password by clicking on ‘Forgot password’link displayed on the log in page of SPARK.  On clicking the link ‘Reset password’ window will appear on the screen for setting new password.Reset password Enter PEN, Date of Birth, and Email address Click on ‘Submit’ Button. If the Email address given is found matching with that given in SPARK profile, then Mobile Number as provided in SPARK Personal Details will appear. If the Mobile Number found correct, click on ‘Verify’ button. Then OTP (One Time Password) will be sent to the mobile number as in the Screen. Enter OTP click on ‘Confirm’ Button.Then a new window will be displayed for resetting the password, After setting a new password as per the password policy, click on ‘Continue’ Button to confirm new password.

Password Policy  

  • New password must be minimum eight characters in length. (Longer is generally better).
  • New password should be different from existing password and 2 previous ones.
  • Password should include alphabets, numbers and symbols.
  • Password like user name, PEN, date of birth, month, and standard word should be avoided.
  • Password will be expired after Every 30 days, so change your password before that.
  • If any issues found in resetting password, please contact your DMU ( Department Management User). The DMU details are available in the menu Queries→SPARK DMU Details, and it can be viewed through the login of any of the DDOs in your department.

 Points to be noted

  • The email id and mobile number entering through Reset password option should match with the details updated in employees’ ‘Contact details’ page .

Regular employees/Provisional Employee Registration
New employee registration is done by the concerned DDO/Head of the Department/Establishment User of the office through the SPARK option Administration→ New employee record. PEN will be generated on entering all the mandatory fields on the personal memoranda page and clicking on ‘Confirm’ button. The registration procedure will be completed only after entering the details in ‘Present Service Details and Contact Details pages.

Points to be noted

  • DDO should check and confirm if PEN has already generated for this employee, user can check this through Queries→ Employee Search option.
  • If PEN already generated for this employee during his/her past service tenure, in such cases the existing PEN should be continued for future services also.

Temporary Employee Registration
The DDO/Head of the Dept/Establishment can register the temporary employees (who are not provided with service Book) through Accounts →Register Temporary employee by entering the details such as name, date of birth, address and bank account details. Name, date of birth and Aadhaar number should be same as given in the Aadhaar card. If system shows any error message like “Enter name/dob as in Aadhaar”, then employee should correct the Aadhar details by contacting nearest Akshaya having biometric facility. Then only, system will allow registering the employee details in SPARK. Also it should be noted that if employee details are saved with incorrect Aadhaar details, system will restrict further correction on employee details with new Aadhaar. In such cases DDO should contact SPARK PMU for correcting Aadhaar details as per new Aadhaar. System strictly restricts the registration of an employee from multiple offices. Once a temporary employee got registered in an office through SPARK system, then without terminating from that office, he/she cannot be registered in other offices. On registering the employee, system will generate a temporary employee number (TEN) for the employee.

 

 

Pay and allowances of all temporary staffs are processed through Temporary employee module.  At first temporary employees Temporary Employees can be registered through the menu, Accounts → Temporary employees →Register Temporary employee.  Then update the details such as Name, Date of birth, Address and Bank Account details.  The Name / Date of Birth of an employee can be changed through the menu , Accounts >>  → Temporary employees→Edit details.

For updating Aadhar in SPARK, go through the menu Service mattersàPersonal detailsàPresentservice details. Thenverify the aadhar details and update it. After that register once again.

 

The concerned DDO/Head of the Department/Establishment User can lock the employee details through the option Administration→ Lock employee Record. Employee details should be locked after data verification for ensuring effective processing of employees’ service related procedure through SPARK.

To unlock employee record concerned DDO have to send unlock request through the menu Administration→ Unlock Request,

Select the details to be unlocked and forward for approval to controlling officer.

Unlock approval facility is enabled under controlling officer’s login through the menu Administration→ Unlock Approval option and approve the corresponding employee to unlock.

Points to be noted

  • Once data locked, the employee details can be unlocked by the user provided with controlling officer access in SPARK.
  • Aided school employees should contact their approving authority (AEO/DEO) for unlocking aided school employee’s employee details
  • For individual offices, if their DDO and controlling officer is the same person and the user has been provided only DDO access, then for unlocking employee details , the DDO should forward FORM 5 to SPARK PMU office ( user can download FORMs from info.spark.gov.in and email us to SPARK PMU email id : info@spark.gov.in) for setting the DDO as controlling officer.

For updating Aadhar in SPARK, go through the menu Service mattersàPersonal detailsàPresentservice details. Thenverify the aadhar details and update it. After that register once again.

 

No. The digital signer device need to be connected only at the time of E-submission or for approving Online PF Applications

 

 

Login to SPARK home page. Then go through the menu, AdministrationàNew registration/Renewal of DSC. Click the link ‘Download the appropriate Signer tool ZIP folder Windows/Ubuntu/Mac from https://www.info.spark.gov.in/?page_id=1501′, available in the menu.

 

If the device (Token) is replaced or the DDO has changed then the same option (NewRegistration/Renewal of DSC) can be used for renewal. In such cases DSC should be registered again in BIMSotherwise this message will be displayed on the screen.

 

Digital signature certificate can be imported in Internet explorer and Mozilla Firefox. Flag settings are to be imported in Google chrome

  • Mozilla Firefox

 

Open Mozilla Firefox and type the following in the address bar and press Enter key

 

about:preferences#privacy

A new window will appear and click the View Certificate button

In the new window click the Import button in Authorities tab.

Import the root CA.crt file certificate in the ssl Folder which is already downloaded with DSC Signer and click the Open button.

Select the option Trust this CA to identify websites from the new window and click Ok button.

When the configuration is completed Mozilla Firefox is ready for digital signing using DSC signer.

 

  • Google Chrome

 

Open Google Chrome and type the following in the address bar and press Enter key.

chrome://flags/#allow-insecure-localhost

Enable the yellow colored link in the flowing window.

After that click the Relaunch button seen at the bottom of the page.

 

The name in the device should be matched with the name registered in Spark or it should be matched with the name in Aadhar. So Aadhar number should be updated in Spark.

 

For Registration/Renewal of digital signature device in SPARK, select the Administration menu after login to SPARK. Then click New Registration/Renewal of DSC option in Administration menu.

Click New Registration/Renewal of DSC for registration. Once registered the validity period can be viewed in that window.

After clicking registration option a window will appear for inserting the Token password of the device. In that window insert the password and click Ok button.

A new window, with the name as in Token and the validity period of certificate will be displayed on the screen. Select the check box and click Ok button. If the name is matched then SPARK registration will be completed.

For Registration/Renewal of Digital signature device in BIMS click the DSC registration link available in BIMS Home page.

Insert the 10 digit DDO code and click Next button.

The DDO registration details including Treasury, Department, Office, Designation of DDO will appear in that page. Then click Proceed button.

A pdf certificate will generate in that page. This is the procedure of registration in BIMS.

Submit the acknowledgment letter downloaded from BIMS to concerned treasury.

 

Yes. At first the digital signer device should be installed in BIMS

 

DSC Signer will be seen at the right side of the task bar (if the Token is plugged in). To change the Token type right click the DSC signericon and click Settings.

Then select the appropriate Token.

After selecting the Token click Save button.

 

For updating new office details in SPARK, the Head of the office/DDO has to forward ‘Format 1’ to SPARK PMU office along with sanction order from Government, FORM 3 & FROM 5 for setting DDO /Controlling officer for the newly created office. Before sending Format 01 to SPARK, please ensure that the form is signed by DDO and counter signed by the concerned Treasury.

 

 

For adding new bank/bank branch in SPARK, the bank should send the following details to SPARK PMU office or e mail to info@spark.gov.in

  1. Bank Name
  2. Branch name
  3. District
  4. Branch Code
  5. IFSC code
  6. Bank Address
  7. Phone number
  8. Email ID

Note: The above mentioned Bank details should be sent from bank’s official mail id

For registering a Co Operative Society in SPARK, the cooperative society needs to send the following details (in Letter head) to SPARK PMU office or e mail to info@spark.gov.in

  1. Co Op Society/Bank Name
  2. Co Op Society Reg Number
  3. District
  4. Address
  5. Phone
  6. Co Op Society E mail
  7. Bank Name(Nationalized)
  8. Bank Branch
  9. IFSC Code
  10. Bank Account Number

All DDO’s should strictly follow the directions/ instructions mentioned in Circular No. 77/2017/Fin dated 19/10/2017 before processing the second instalment pay revision arrears.

Generate second instalment pay revision arrear bill, only after confirming the encashment details of the 1st pay revision arrear bill.
Encashment details of the pay revision arrear bills can be viewed through the option;
Salary matters→Encashment Details (Select SPARK code of the first instalment Pay Revision Arrear Bill)

Screen shot of the Encashment Details page

Step 1: Check the pay revision arrear second instalment draft bill
Salary Matters→ Pay revision 2014→ Pay revision arrear→Pay revision Arrear Bill→(for retired employees, select Pay revision Arrear Bill( Retired ) option)
Generate pay revision arrear bill by selecting the month (select the month on which the employee’s Ist pay revision arrear bill got processed), As there is no change in total pay revision arrear amount, inner bill will be same as that generated with the Ist instalment, but you need to check the draft bill of Outer bill (2nd instalment) and Schedules (2nd instalment)

 

Screen shot of the Pay Revision Arrear Bill Generation window

Description of 1st and 2nd instalment Bills

Step 2: Make bill
Accounts→Bills→Make bill from payroll, do make bill option for the 2nd instalment bill.

Screen shot of the Make Bill window

After make bill option you can generate 2nd instalment pay revision arrear bill through ;
Salary Matters→ Pay revision 2014→ Pay revision arrear→Pay revision Arrear Bill→(for retired employees, select Pay revision Arrear Bill( Retired ) option.
Printouts of the bills can be generated through the option referred in Step 1
Step 3: E-submit
Accounts→ Bills→E submit Bill

Screen shot of the E-submit window

Step 4: View bill status
Accounts→ Bills→ View submitted Pay bills
If the bill status seen as treasury objected, then this bill can be cancelled through the option;
Accounts→ Cancel bill
Terminal ELS (PR 2014) 2nd instalment:
Follow the below mentioned steps to process the second instalment of Terminal surrender arrear (PR 2014) claim
Make bill from approved claim→ View prepared contingent claim→ E submit bill
Bill status of the e-submitted Terminal surrender (PR 2014) bills can be viewed through the option,
Accounts→ Bills→ View prepared contingent claim.

Please see the below displayed table and submit forms to SPARK PMU office for setting office details

FORMAT 01 New Office Installation in SPARK
FORM 6 HRA Change Request
FORM 7 Change DDO code/Dept code/Treasury code /Office name in spark

For adding new bank/bank branch in SPARK, the bank should send the following details to SPARK PMU office or e mail to info@spark.gov.in

  1. Bank Name
  2. Branch name
  3. District
  4. Branch Code
  5. IFSC code
  6. Bank Address
  7. Phone number
  8. Email ID

Note: The above mentioned Bank details should be sent from bank’s official mail id

DDO privilege in SPARK:  The DDO/Head of the Dept has to submit Form 3 to SPARK PMU office/District Treasury, nominating new DDO. ( Form no 3 can be downloaded from info.spark.gov.in )
Note:
Form 3 should be filled and counter signed by the concerned DDO with seal.
Please specify date of Joining of new DDO in the concerned Office.
DDO Registration Number from Treasury should be specified in the form.

Controlling Officer Privilege
For Setting Controlling Officer in SPARK, Form 5 has to be sent to SPARK PMU office/District Treasury.

Nomination/ Change of nomination of Department Management User (DMU)
Submit Form 2 to SPARK PMU office.

Yes. User can generate the employee’s service records in PDF format through the option
Service Matters->Generate Data sheet option.
Employee details which have been entered through SPARK can be generated for printing through this screen. There are two options available under this option, ‘Individual data sheet’ and ‘Designation wise data sheet’.

Individual Data Sheet
Data sheet of individual employees can be generated through this option by selecting office and employee PEN. Click on ‘Generate Report’ button to produce the data sheet of the particular employee.

Designation wise Data Sheet
Data sheet of all employees under the particular designation for the selected office can be generated through this option. Select office and designation from drop down list and Click on ‘Generate Report’ button to generate the data sheet.

  • The leave account updation for non-gazetted can be done through the option Service Matters—- > Leave/COff/OD Processing —>Leave Account. While selecting an employee, the details of leave account will be displayed. Both EL and HPL can be updated here. First select leave type then select ‘Enter Opening balance’ option to enter opening balance of leaves as on a date. The Option ‘Enter Opening Balance on Subsequent Date’ is using for any correction in leave account. The Option’ Credit leave based on previous balance’ is using for knowing present leave balance and update leave account based on that details.
  • Gazetted employee’s leave account is maintained and updated by Accountant General Office.

 

Points to be noted:

Before updating leave account, the concerned DDO should check and verify the employee’s leave details, leave availed details should be updated in employee’s leave details.

 

The concerned DDO has to submit the following documents to SPARK PMU office for deleting the wrongly entered leave account. After getting this entry deleted from SPARK PMU office, user can update correct leave details.

 

  • Formal letter from DDO with signature and seal, which mentions the leave account entry to be deleted with as on date of the entry
  • Copy of the Service book’s relevant page which has the latest leave account with attestation in latest date by DDO / Controlling Officer.

 

 

Non-gazetted employees Leave Surrender:  

Before processing employee’s leave surrender, the concerned DDO has to update employee’s leave account through the option; Service Matters—- > Leave/COff/OD Processing —>Leave Account, then update leave surrender order using the option; Service Matters—- > Leave/COff/OD Processing —>Leave surrender order.  After creating the leave surrender order, process the leave surrender bill using the menu; Salary matters — >Processing— >Leave surrender

 

Points to be noted:

  • ‘While updating leave surrender order, ‘As on date’ field of the leave surrender order should be entered very carefully. If an employee’s leave surrender bill processed by entering an ‘as on date’ falling in a  financial year, then updation of another leave surrender order for the same employee, by entering a date in the same financial year as ‘as on date’ (same as entered before or another date) will not be possible in SPARK.

 

Gazetted Employees Leave Surrender:

Accountant General Office updates leave surrender slip in SPARK. The user has to enter leave surrender order through Service Matters—- > Leave/COff/OD Processing —>Leave Account as mentioned in the previous segment and process the leave surrender

 

Points to be noted:

  • While updating gazetted employee’s leave surrender order, the effective date of the AG’s leave surrender slip should be given as ‘as on date’ in the leave surrender order.

For Government of Kerala its Finance Department owns SPARK project

 

 

Employees in working arrangement

Service Matters–> Working Arrangement

If an employee is in working arrangement and eligible for HRA and CCA of working arrangement office, then the DDO has to relieve this employee through working arrangement module to the office where the employee got posted for working arrangement. Module for processing working arrangement procedure is as follows

Employees in working arrangement module have 3 options;
• View Employees in Working Arrangement
• Relieve on Working Arrangement
• Join from working Arrangement

View Employees in Working Arrangement:
Service Matters–> Employees in Working arrangement– > View Employees in Working Arrangement
This option enables the head of the institution/Drawing and Disbursing officer to view the employees who are in working arrangement from their office. Through this option user can check the details like the period of Working arrangement, working arrangement Department, office details, also see whether employee is eligible HRA and CC from this working arrangement office.

Relieve on working Arrangement:
Employees can be relieved to working arrangement offices through the option;
Service Matters–> Employees in Working arrangement–>Relieve on Working Arrangement
Select the employee, Enter Relieving details like Working arrangement Department, Office, Nature of work( On employee request/public interest), Date of relieving, also in user can opt ‘Yes’ or ‘No’ option for eligible for HRA and CCA fields, and confirm the details. On confirming the page working arrangement details get updated in SPARK DB and user can access employee details from the same office.

Join on Working Arrangement:
On completing the working arrangement tenure user can terminate the working arrangement through the option;
Service Matters– > Employees in Working arrangement– >Join on Working Arrangement
Select the employee, and then system will automatically display the updated relieving details of working arrangement in the respective fields. The user has to enter joining date to terminate working arrangement so to join the employee back to this office. On confirming the joining details, the system will update the termination date of working arrangement also in SPARK database.