In such cases, DDO must ensure that the PRESENT SALARY for the mentioned employee has been authenticated by the concerned approving authority.
Before processing the salary arrears, should ensure that the SERVICE HISTORY’s all entries should be authenticated.
For Ref:
Authentication procedure: The verification user of your AEO/DEO can verify employee data of aided institutions through, Service Matters>>Verify proposals (aided) >> Verify entitlement authentication option and forward the verified application ( present salary and each service history entry ( from starting every entry of service history)) for approval to the concerned approving authority.
In the case of retired employees, select the option in verifier login- Include retired employees for the year>> Then enter the retirement year. Afterward, get all the entries authenticated ( present salary and each entry of service history ).
Entitlement authentication refers to the authentication of both present salary and service history (all entries)
Authentication procedure: The verification user of your AEO/DEO can verify employee data of aided institutions through, Service Matters>>Verify proposals (aided) >> Verify entitlement authentication option and forward the verified application ( present salary and each service history entry ( from starting every entry of service history)) for approval to the concerned approving authority.
Then the forwarded application is needed to be authenticated via approving authority after the above-mentioned procedure authentication is completed.
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.
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 )
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.
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:
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
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.
Which department does coordinate the implementation of SPARK?
What is the role of SPARK Project Management Unit (SPARK PMU)?
Who is the developer of 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
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
Points to be noted
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
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
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
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.
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
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
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
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.
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.
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:
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:
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.