SPARK user privileges
SPARK PMU assigns different authorization to users based on the requests receive from Department heads/DDOs, SPARK PMU issues these authorization accesses to eligible users by strictly verifying the Government orders /proceeding issued for the same from the concerned department heads and by following govt rules and regulations. Different authorizations are being facilitated in SPARK for handling different delegation of powers assigned to government officials. SPARK PMU provides these accesses to users based on requests forwarded through concerned department heads and also by verifying the eligibility criteria issued for handling that authorization in SPARK. The options enabled in each of the SPARK accesses are different, based on the authorization type given to them the users can view and operate only certain options enabled in their SPARK login account
|Controller of Spark||'C' access is only for SPARK Higher Authorities and SPARK Database personnel, thorough this login 'C' user can update/add/delete slabs and rates like DA rates, pay scales. HRA etc, Designations, authorisations, office, add/delete bank details. Cancellation of arrear bills can also be done thorough this login.|
|Master Trainer||SPARK provides ‘U’ access to SPARK Master trainers, Treasury helpdesk and Department Master trainers. Through this ‘U’ login, user can view/edit employee Present service / salary details in SPARK.|
|Department Management Users||Department Management Users are given this ‘M’ access. This helps the user to view the employee details of all employee in that Department, M user can provide 'I' access to the employee's in their Department, also they can reset password from DDO’s/Establishment users. Code master option, employee list and the list of employees whose salary have been processed and list of employees whose processing is pending can be viewed from this interface, leave surrender Processing/pending status of employees in their department can also be viewed through this login.|
|Editing by Treasury||This authorization given to treasury officers for locking and unlocking employee details|
|Head of the Department||W access has been provided for Head of the Department, for viewing the employee details of the employees working under his/her office. Editing option is restricted for this access.|
|District Level User||This access is given to district level heads of government departments and this facility enables the user to monitor the employees working under their superintendence. User can only view the details, data editing is not possible through this option.|
|NPS cell||Bulk file uploading facility has been enabled for NPS regional users, for uploading the PRAN details through front end. Files to be uploaded should be in .CVC format. This option will help to expedite the NPS details updation processes in SPARK|
|DDO (Accounts) User||Drawing and Disbursing Officers are given ‘D’ Access. Along with ‘D’ access , DDO’s are given ‘E’, ‘P’ & ‘Q” accesses, this enables the processing of service and salary related matters of employees working in that office, Establishment management, Leave Processing and Promt -Transfer and Posting activities are done through DDO login|
|Establishment Admin User||This access given to the Users, who manages the Establishment /Service Book of employees, E user can enter employee’s service/salary details in SPARK|
|Leave Processing||DDO’s are given ‘P’ access along with their D access to enter /process leave details thorough SPARK.|
|Promt-Transfer and Posting||DDO’s are given ‘Q’ access along with their D access to enter /process leave details thorough SPARK|
|Establishment Administrator||SPARK Provides ‘N’ access to AEO’s and DEO’s, they can authenticate/approve the aided school employee details thorough this login , Editing not possible thorough this access|
|Office Section editing in dept||No employees with ‘H’ access, not in use, previously given to Police Department to edit the employee details.|
|Property Returns Admin||‘F’ access is given to authorities who handle the Property Returns in the Department. Approving and verification of Employee submitted property returns are being done through this access|
|On line General Transfer||‘K’ access enables the user to manage online general transfer, this access is given to Department users handling Online general transfer, currently this module has been activated only in some departments like Health, Medical education, Agriculture and Homeopathy, and VHSE departments|
|Co-operative Societies etc||SPARK PMU gives ‘B’ access to Co-operative societies to submit co-operative request for making recovery from employee's salary.|
|Individual User||‘I’ access enables the user to view their Personal service and salary details, loan details, PF account details, AG payslips , salary drawn details and salary slips.|
|Data entry operator||Currently ‘G’ access not in use, During the initial phases of SPARK implementation ‘O’ access given to users for doing bulk data entry work like entering employees service book details in SPARK DB.|
|FORMS||Purpose||Access providing authority||Download|
|FORM 1||New Employee Registration|
(This form required to be duly filled up and submitted by the prospective employees while reporting for duty on fresh appointment. The officer before whom the prospective employee reports for duty and the appointing authority required to counter sign the duly filled up form submitted by the prospective employee, After getting the form counter signed by the appointing authority the Subject Assistant will feed the data into SPARK and obtain Permanent Employee Number from the system and write down it in the box provided below for the purpose)
|DDO/Head of the Department/Establishment User of the office||Download|
|FORM 2||Nomination/ Change of nomination of Department Management User (DMU)|
(To be furnished by the Department Heads)
|SPARK PMU office ( Controller of SPARK)||Download|
|FORM 3||Nomination /Change of Nomination of Drawing and Disbursing Officer( DDO)s/|
(To be furnished by the Head of Office to SPARK PMU/District Treasury
|SPARK PMU office/ ‘U’ privilege users||Download|
|FORM 5||For Setting Controlling Officer in SPARK||SPARK PMU office/ ‘U’ privilege users||Download|
|FORMAT 01||New Office Installation in SPARK||SPARK PMU office/’U’ privilege users||Download|
|FROM 6||HRA Change Request||SPARK PMU office/’U’ privilege users||Download|
|FORM 7||Change DDO code/Dept code/Treasury code /Office name in SPARK||SPARK PMU/’U’ privilege users||Download|
User can reset password by clicking on ‘Forgot password’ option displayed in SPARK log in page. On entering the page, ‘Reset password’ window will appear on the screen for setting new password.
Enter PEN, Date of Birth, and Email address (Please ensure that the email ID entered here is same as that updated in SPARK personal details) —– > Click on ‘Submit’ Button If the Email address entered is found matching with that updated in SPARK profile, then mobile Number as provided in SPARK Personal Details will appear on the page, check the mobile number, if the Mobile Number found correct then click on ‘Verify’ button.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
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 like user name, PEN, date of birth, month, standard word should be avoided.
Password will be expired after Every 60 days , so change your password before that..
If Nothing happens in the reset password Please Contact your DMU or SPARK PMU
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. New employee registration and PEN generation for the newly joined employee should be completed on the first day itself, as and when the new employee joins for duty (Circular No: 39/2018/Fin dated 05/05/2018). Also DDO should verify and ensure that no PEN has been earlier generated for this employee. 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.
PEN should be generated for provisional employees as like regular employees mentioned in the previous section. The same procedure should be followed for Employee registration and PEN generation for provisional employees also. 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 Number (TEN) Generation (who are not provided with service Book)
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. Then only, system will allow registering the employee details in SPARK. Also it should be noted that if employee details are save 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.
SPARK users should strictly ensure that the user authentication and privileges given to them shuld only for the purposes intended by the SPARK System and in accordance with the user instructions and password policy for using SPARK system.
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, pleasure ensure that the form is signed by DDO and counter signed by the concerned Treasury.
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 email@example.com
For adding new bank/bank branch in SPARK, the bank should send the following details to SPARK PMU office or e mail to firstname.lastname@example.org
Note: The above mentioned Bank details should be sent from bank’s official mail id
Service Matters — >Probation Clearance
The probation clearance details of an employee can be updated through the page. By selecting the office and the
designation, the list of employees due for probation clearance will be listed on right part of the page. Select an employee from the list and enter the probation clearance date, order number and order date in the left part of the screen. Probation clearance office order can be generated from the ‘print draft order’ button. The draft order can be generated and the details can be modified any number of times till you click on the ‘Confirm and Update data’ Button. Once you click on the confirm button, the master database will be updated and further modifications are not allowed and the order generated will be final.
The regularization details of the employee can be updated here. The procedure is same as that of probation clearance
details. Select an employee from the eligible list and update the regularization details. Regularization office order can be generated from the ‘print draft order’ button. The draft order can be generated and the details can be modified any number of times till you click on the ‘Confirm and Update data’ Button. Once you click on the confirm button, the master database will be updated and further modifications are not allowed.
Employees’ salary annual increment sanction can be done through this page. The list of employees who are due for annual increment will be listed by selecting office, designation, scale type, increment type, month and year. Select employee, give approving authority details, enter order number and order type. Verify the entered details again and click on “Put up for Approval’ Button to process the increment
The increment processed through ‘Process increment page will be listed in Controlling officers ‘Approve Increment’ page, Select the increment order from the list and click on ‘Proceed’ Button. Select the employee name and fill all the necessary details and Click on ‘Update data’ button to update this increment in SPARK DB.
Increment processing for Aided schools select office, designation, scale type, increment type, month and year and click on ‘Proceed’ button, then the list of employees who are due for annual increment will be displayed on the screen as mentioned in the previous section. After selecting the employee, click on ‘Forward for Approval’ for forwarding the increment details for getting approval from their approving authority (AEO/DEO). Also SPARK has enabled options to view the status of forwarded increment Application through the link in Increment processing page ‘View Status of the forwarded Application’ and status can also be viewed through the option Salary Matters–> View Status of forwarded Details.
The forwarded increment from the aided institutions will be listed in Approving authority (AEO/DEO)’s login for approving/Rejecting the forwarded increment.
The forwarded increment from the aided institutions will be listed in Approving authority (AEO/DEO)’s login for approving/Rejecting the forwarded increment. The approving authority can view the forwarded details from approving authority’s login through the option .
Service Matters->Authentication->Increment Sanction
‘Cancellation of forwarded details’ option has enabled under Aided school login, through this option the aided school users can cancel the forwarded applications, only condition is that if the approving authority started processing the application, cancellation won’t be possible, also the applications rejected by approving authority can also be cancelled through this ‘Cancellation of forwarded details’ option .
Increment for Gazetted employees
Accountant General Office issues and updates payslip in SPARK for updating Gazetted Employees increment.
Promotion For non-gazetted employees working under Government Offices/Institutions/Aided higher secondary schools/Aided colleges
Service Matters–> Promotion/Grade/Reversion–>Generate Promotion Order
The promotion details of employees who get promotion can be updated here. Select the employee and enter the promotion details. Also Employees reversion and grade promotion can be updated here. By selecting employee current details will be displayed, user has to enter new promotion details. Enter Promotion Order No. and Promotion order date, then enter present employee details, select ‘From Office’ from the list, Designation , PEN of the employee, enter Service category, then update To office details like To department, To office, New designation, Service category, Effective date of promotion, and enter Remarks, After entering the Promotion/Grade/Reversion details click on ‘Insert’ Button. Also fill the columns seen below, Govt. order to read with and order to be conveyed to fields. Promotion order can be generated on clicking the button ‘ Generate Order’. This order will take effect for further activities only when you click the confirm button and finalize it. After verifying the updated details click on ‘Confirm’ button.
View Generated Promotion order
Service Matters—->Promotion—> View Generated Promotion
In addition to the option enabled under Promotion page, Promotion Order can also be generated through the option
Cancel promotion order
Service Matters—> Promotion—-> Cancel Promotion Order option
If any error found in the promotion order before updating the promotion, the user can cancel the promotion order details through the option
Pay fixation on Promotion
Service Matters—> Promotion—-> Pay fixation on Promotion
Select the employee from the list, then user can see two segments on the screen, ‘Current Details’ and ‘Enter New details’. Current details will be automatically displayed on the corresponding fields and user have to update the ‘Enter New details’ segment, the fields to be filled in this segment are New Designation, New category, Promotion order No, Promotion Order date, Serial Number in Order, Promotion effective date, Remarks. Also SPARK has enabled a part salary status updation option here, if part salary need to be processed for the employee(for service category change cases, part salary details has to be updated) , then user has to select the ‘Yes’, otherwise update the filed as ‘No’. also opt correct Promotion rule and pay fixation option date, then new basic pay effecting this promotion will be automatically displayed in the New basic filed column, this filed is editable. After entering the details click on ‘Forward for Approval’ option.
Relieve on Promotion with Transfer
Select employee —–>Enter Relieving Details ( Relieving date, Relieve order number, Joining time, no of days, Details of department to which the employee is transferred, Designation, Transfer Order number, and Transfer order date—–> Mention whether part salary to be processed or not —–> update the details and Generate Relieving memo
Join on Promotion with Transfer
Employee joined new office with Promotion, use the module ‘Join on promotion with Transfer’. Employees transferred from other offices to this office through promotion module will be listed in this page for joining the employee with promotion status.
For gazetted employees promotion
On generating promotion order through promotion module, the designation will be changed but Accountant General Office has to update the payslip for this promotion to update the new basic pay in SPARK. User has to confirm the present salary details of this employee through the option Salary Matters–> Changes in the Month–> Present Salary Details by clicking the ‘Confirm’ button seen at the bottom of the page.
Non-gazettedemployee promoted to gazetted category/gazetted employee transferred to other office
Updation of AG slip will be delayed for Non-gazetted employee promoted to gazetted category/gazetted employee transferred to other office, in such cases the user can update the LPC slip from the new office for processing the employee’s salary for 3 months starting from the date of LPC slip updation from new office. LPC slip updation can be done through the option;
Salary Matters–> Changes in the Month–> LPC entry
For Aided Institutions Promotion
Select Employee from the list, then user can see two segments on the screen, ‘Current Details’ and ‘Enter New details’. Current details will be automatically displayed on the corresponding fields and user have to update the ‘Enter New details’ segment, the fields to be filled in this segment are New Designation, New category, Promotion order No, Promotion Order date, Serial Number in Order, Promotion effective date, Remarks. Also SPARK has enabled a part salary status updation option here, if part salary is to be processed for the employee, then user has to select the ‘Yes’, otherwise update the filed as ‘No’. Choose correct Promotion rule and pay fixation option date, then new basic pay effecting this promotion will be automatically displayed in the New basic filed column, this filed is editable. After entering the details click on ‘Forward for Approval’ option.
The forwarded details will be available in Approving authority’s login, the approving authority can approve/reject this promotion through Service Matters-> Authentication->promotion. On approving the promotion details by the approving authority this promotion gets updated in SPARK.
Other than promotion module, designation can be changed through the option Service matters–> Change Designation, but this will work only if scale of pay of employee’s current designation and new designation are the same.
Transfer order Generation
Service Matters —–> Transfer —–>Generate Transfer Order Generate Transfer Order
Enter Transfer Order type, transfer order number, Transfer order date —–> Insert relevant details of Transfer in the below displayed Table (Select ‘From Office’, Designation , PEN, Type of Transfer, To Department, To office, New designation from the drop down menus, Insert Remarks) —–>Click on ‘Insert’ Button Fill the below displayed fields ‘Govt orders to read with’ & ‘Order to be conveyed to’. Then confirm the details by clicking ‘Confirm’ Button and generate the Transfer order. This order will take effect for further activities only when you click the confirm button and finalize it.Relieve on Transfer Service Matters —–> Transfer —–>Generate Transfer Order By selecting office, the list of employees whose transfer order generated from the office will be displayed on the ‘Relieve on ‘Transfer’ page.Select employee for the list—–>Enter Relieving Details (Relieving date, Relieve order number, joining time, No of days etc.). Transferred to Department, Transferred to office details will be automatically displayed in respective columns, if part salary needs to be processed from this office, user has to update the part salary status. After entering the details, draft order can be generated through the option ” Print draft order’, If details found correct user may confirm the details by clicking on ‘Confirm and update data’
Join on Transfer
Service Matters–> Transfer–> Join on transfer
The list of employees transferred to the office through SPARK will be listed in ‘Join on Transfer’ page of the office (To office where the employee got transferred). User can select the employee from list displayed on the right side of the screen. After selecting an employee user has to enter Date of joining, Date till salary to be drawn as per rates of previous office, New Basic Pay, section, bill type and acquaintance type and click on ‘Confirm’ Button to join the employee in that office. On clicking the button the system will display the message ‘Data successfully updated’, if the employee joined in that office.
Generate posting order:
Service Matters–> Transfer–> Posting Order on Joining
Select Employee from the list —–>Select ‘Join on Category’ from ‘First appointment’/Promotion/ Transfer —–>then system will automatically display the columns, Sub, Ref, matter to be entered in the order —–> Enter ‘To’ address and other relevant details to be appeared in the order —–> Click on ‘Generate’ Button to generate posting order.
Edit Reliving details
Service Matters–> Transfer–> Edit relieving details
If any mistakes noted in relieving details after relieving the employee from the office, the user can correct that relieving details through the option Service Matters–> Transfer–> Edit relieving details”. If employee’s salary/Part salary processed after relieving, system will not allow the editing of relieving details. On loading the page, the list employees relieved from that office will be listed on left side of the screen, the user can select the employee from the list and edit the reliving details, the editable filed in this page are Transferred to Department, Transferred to Office and, Relived Date fields. After making necessary corrections on the relieving details click on ‘Confirm’ button to update the details in SPARK.
Service Matters–> Transfer–> Revert relieving
Before employee joining to new office, the previous office can revert the employee in that office through the option “Service Matters–> Transfer–> Revert relieving”. The reverting processing is very easy, select the employee from the list of employees relieved from that office, on selecting the employee, relieving details will be displayed on the right side of the screen. Click on Revert button to revert the employee back to this office. As discussed in the previous section, if employee’s salary/Part salary processed after relieving, system will not allow the editing of relieving details.
Last Pay Certificate (LPC) Generation
Salary Matters–>Other Reports–>LPC
After relieve on transfer, LPC can be generated through the aforesaid option. Select Office and enter the month and year of relieving and click on ‘GO’ button, then select the employee from the list, on selecting the employee relieving date will be automatically displayed on Relieving date filed, then click ’Proceed’ Button to generate the LPC.
Transfer processing for employees under Aided schools:
Transfer order generation:
Service Matters—> Transfer–> Generated transfer order
Select office and designation, then system will display the list of employees to be transferred, Select the employee and enter Transfer Details, select Type of Transfer ( Promotion with Transfer/ Inter Department Transfer/Transfer), Enter Transfer order date, number , Select District and Transferred to Department, Transferred to office, Designation details, After entering the details click on ‘Print draft order’ to generate the draft transfer order, If details found correct in draft order, update the details by clicking ‘Confirm and update data’ button.
Transfer order can be generated through the page Service Matters—> Transfer–> View Generated transfer order option
SPARK has also the option to cancel the Generated Transfer order, Cancel Transfer order option is enabled under the menu;
Service Matters—> Transfer–> Cancel Generated transfer order
Relieve on Transfer: List of employees, whose transfer order generated from the office will be listed in this option, Select the employee from the list. User have to enter Reliving details on the table, columns to be entered are Relieving date, Reliving Order number, Joining Time, No of days, and if part salary status has to be updated for the employee select ‘Yes’ and click ‘Forward For Approval’ button to forward the details to their Approving authority.
View Status of Forwarded Details
Service Matters—> Transfer–>View Status of Forwarded Details
The user can check the status of the forwarded details from their school using the option Service Matters—> Transfer–>View Status of Forwarded Details; Select the type (Increment/Promotion/Transfer) and click on ‘Proceed’ button to see the status of forward application.
Cancellation of forwarded details
Service Matters->Authentication-> Transfer-> Relieve on transfer
The forwarded details can be cancelled through the option Relieving on Transfer Cancellation-(For aided institutions)
The forwarded details will be available in Approving authority’s login, the approving authority can approve or reject the forwarded application through this option
Joining on Transfer (For aided institutions)
Service Matters—> Transfer–>Join on Transfer
The list of employees transferred to this school and approved by approving authority will be listed in the option; Service Matters—> Transfer–>Join on Transfer. The user can forward the joining details to their Approving authority using this option.User can select the employee from list displayed on the right side of the screen. After selecting an employee user has to enter Date of joining, Date till salary to be drawn as per rates of previous office, New Basic Pay, section, bill type and acquaintance type and click on ‘Forward for approval’ option to forward the joining details to Approving authority. The forwarded details will be available in Approving authority’s login, the approving authority can approve or reject the same through the option Service Matters-> Authentication-> Transfer-> Join on transfer On approving the forwarded joining details by the approving authority employee details will be transferred to the new office.
Transfer of Provisional employee (provided with PEN) details to other office
The user has to terminate the provisional employee from currently working office on completing their tenure in that office and if the employee got appointed through other office, then the DDO has to contact SPARK PMU office for transferring the employee details to new office.Transfer of temporary employee details (provided with TEN) to other office: In this case also, the user has to terminate the provisional employee from currently working office (through the option Accounts-> Terminate Temporary Employee option). Then the new office can register this employee again (employee appointed on contract basis and not provided with service book) to their office using the option (Accounts–>Register Temporary employee option)
Deputation is appointment given to a person to act on behalf of another for a stipulated time. To depute is to transfer an employee to a new department or new position for a temporary period with lien in the parent department. After the period of deputation, the employees return to their parent department and continue to hold the same position as held before, In SPARK, there are options to update the deputation details and to relieve and join the employees on deputation.
Relieve on Deputation
Service Matters–> Deputation–> Relieve on Deputation
When an employee leaves from the present office on deputation, the deputation details like deputation period, new department, office, date relieving from the present office, designation in the Deputation Department, order number and date are to be updated in Service Matters–> Deputation–> Relieve on Deputation option. The draft office order can be generated by clicking on the‘Print draft order’ and if details entered are correct click on ‘Confirm and update data’.
Service Matters–> Deputation–> Revert Relieving
Employee relived through Deputation option can be reverted to the office using this option. On entering the Revert Reliving page(Service Matters–> Deputation–> Revert Relieving)the user can see the list of employees relieved from the Office through deputation option. Select the employee to be reverted back to the office and click ‘Revert Relieving’ Button.
Join on Deputation
Service Matters–> Deputation–>Join on Deputation
When an employee joins in the new office on deputation, his joining details are to be updated through the option (Service Matters–> Deputation–>Join on Deputation). While selecting the office name from drop down, the list of employees deputed to that office will be listed in ‘Join on Deputation’ page. Select the particular employee from the list and Deputation details will be automatically displayed on corresponding fields, enter his joining time and AN/FN details and click on ‘Confirm’ button to update the joining details.
Relieve from Deputation
Service Matters–> Deputation–>Relieve from Deputation
When the employee relieves from the deputed office to his/her parent office after completion of deputation, the relieving procedures can be done through the option (Service Matters–> Deputation–>Relieve from Deputation). On selecting the employee, the deputation details will be displayed on the screen, user has to enter the Date of Relieving from Deputation column and then click ‘Confirm’ button to update the details.
Return from Deputation
Service Matters–> Deputation–>Return from Deputation
When the employee joins his parent office after completing the deputation, the joining details in the parent office are to be updated through the option (Service Matters–> Deputation–>Return from Deputation). Select office, employee name, and then deputation details will be automatically displayed in Deputation details table. Now user has to update the ‘Date of joining to the parent department’column. After verifying the details click on ‘Confirm and update dat’ to update the return from deputation details in SPARK.
Whenever an employee completed his/her deputation and returned to the parent office/ department, then the DDO of parent office should update employee details as per the current status. Pay drawn details of Deputation period can be entered in spark database through the option; Salary matters –> Manually Drawn
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.
Service Matters—- >Leave Processing—- >Leave Account
The leave account updation for non gazetted can be done through the option Service Matters—- >Leave 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.
Monthly salary processing can be done through the option, Salary Matters—- > Processing—> Salary— >Monthly Salary Processing. Input month, year, office, DDO code and the bill number details. There will be two options. First option ‘All employees’ considers all employees under the selected bill. The second option ‘Select employees’ selects one or more employees for processing. In this case, DDO has to select the required employees from a full list which will be displayed on the right side. Clicking on Submit Button starts the salary processing for the selected group of employees. Each Process is a job in the server. When DDO process a salary, the process will go in a job queue. The processing time and processing status will be displayed on the screen.Salary processing option is enabled for Gezetted,non Gazetted and Temporary employees.
Salary matters>>Processing>>Salary >>Monthly Salary Processing
User has to input month &year , office name , DDO code and the bill code .Select the employee/employees as discussed in the previous segment and clicking on ‘Submit’ Button to give salary processing request. For Processing gazetted employee’s salary, valid AG Slip has to be updated in SPARK from Accountant General Office. (Basic pay and Allowances in the Present salary details of the employee and the details in AG Pay Slip should be the same, or else the salary processing will end up with error bills) . Salary processing period can be opted as single month or multiple months(If multiple month salary bill is to be processed, use the option, Salary matters>>Processing>>Multiple Month Salary>>Multiple Month Salary Processing). Leave salary can also be processed through Salary processing option, but before processing leave salary, DDO should ensure that Leave availed details are updated in ‘Leave’ menu. Leave slip will be validated only after entering respective leaved in Leave availed option .Before processing the salary bill, confirm present salary details and ensure all the allowances in the slip and employees deductions are updated in SPARK.
Salary matters>>changes in the month>>present salary
Changes in salary details of an employee like bill type, bank /TSB detail, next increment date, allowance (other than DA, HRA and CCA) and deductions(other than Loans and Advances) can be updated through this screen. ‘Basic pay’ and ‘Last pay change date’ fields are disabled here. For gazetted employees, bill processing would be successful only if the present salary details are matching with AG pay slip/LPC, also the status of the corresponding slip should be in validated status, you may check AG slip details through the option Salary Matters>>Changes in the month>>AG payslip details
Salary Matters—> Changes in the Month—-> Present Salary —-> Other Allowances
Auto calculated Allowance other than DA, HRA and CCA can be updated through ‘Present Salary Details’ option. Select allowance type from allowance option, enter allowance amount and with effect from date and click Insert button to update the same. If an allowance needs to be terminated from Present Salary Details, then enter termination date for that allowance and click ‘OK’ button, then that terminated allowance will be updated in ‘Allowance History’ of the employee. During leave period, employees are not eligible to receive some of the allowances, in such cases the allowances updated in ‘Present Salary Details’ should be terminated as per AG slip.
Salary Matters—> Changes in the Month—-> Present Salary —-> Other Deductions
Monthly deductions other than loans & advances can be updated through ‘Present Salary’ option
Salary matters->Processing->Monthly Salary Processing
Salary processing procedures are same as mentioned in previous segment, Here also user has to Input the month & year, office name , DDO code and the bill code. Employee selection can be done by either through ‘All employees’ option or through ‘Select employees’ option. ‘All employees’ option enables the user to select all employees under the selected bill type. Using ‘Select employees’ option user can select one or more employees from the list of employees under that bill type. After employee selection click on ‘Submit’ Button to give salary processing request. An employee’s salary processing request has once given to the system and salary details updated in the database, then that employee’s name will not be listed again in salary processing page. DDO should verify and confirm present salary details (basic pay last pay change date, next increment date, bill type ,) Allowance (Other than DA& HRA) , deductions before proceeding to salary processing steps.
Salary matters->Changes in the month->Present Salary
Changes in salary details of an employee like bill type, bank /TSB detail, next increment date, allowances (other than DA, HRA and CCA), deductions (other than Loans and Advances) can be updated through this page. ‘Basic pay’ and ‘Last pay change date’ fields are disabled in ‘Present Salary’ page, changes in basic pay can be updated only through modules like increment sanction, promotion, pay revision etc.
Auto calculated Allowance other than DA, HRA and CCA can be updated through ‘Present Salary’ option. Select allowance type from allowance option, then update the effective date and insert the claim .If employee is not eligible for the allowance updated in ‘Present Salary’ then user can stop that allowance by entering termination date for the allowance. This terminated allowance details will be updated in allowance history of the employee.
The user can use ‘Add Allowance to All option’ for setting a particular allowance to all employees under a bill type in an office: Salary matters->changes in the month->Allowances->Add Allowance to all ;Select allowance type, bill type and enter allowance amount and period.
Monthly deductions other than loans & advances can be updated through ‘Present Salary’ option. Enter Serial No to update that deduction, select deduction item from the drop down menu, enter amount, account no and From date (if needed, enter ‘To ‘date also).
SPARK has an option for setting particular deduction to all employees in a bill type.
Salary matters->changes in the month->deduction->Add deduction to all; Select deduction type, bill type and enter allowance amount, period and update the details
Employees manually drawn details can be updated in SPARK through the option; Salary matters–>Manually Drawn . If an employee’s salary/ arrear/ leave surrender bill processed as non SPARK bill ( manually), and any arrears are pending to be drawn for this period based on this manually drawn amount, then the manually drawn details should be updated in SPARK through this option. This option allows the user to enter the details of manually drawn regular salary, arrear and surrender and surrender arrear. While updating leave surrender details , enter leave surrender sanction details also.
Multiple bill salary processing
Salary matters–>Processing–>Multiple Salary Processing
‘Multiple Salary Processing’ option allows the user to process the salary bills for two or more than two months. This option enables the user to process the pending salary bills over a long period together as a single bill. Before processing multiple salary employee’s service history & allowance history of the employee should be updated correctly. Part bill or leave period bill cannot be processed through this option.
Subsistence allowance processing
Salary matters–>Processing–>Subsistence allowance processing
Employees who are suspended and their disciplinary action details marked through disciplinary action module (in personal details) and subsistence allowance details updated through Salary Matters –>Subsistence allowance module (Select that employee and enter from and to date and hra/cca granted up to date) will be listed in ‘Subsistence Allowance Processing’ option to process their subsistence allowance. In order to process gazetted employees subsistence allowance bill, subsistence allowance slip has to be updated from Accountant General Office.
Salary matters–>Processing–>Multiple salary Processing
Multiple Month Salary is an option for processing salary of an employee for two or more months. It is a main feature in SPARK related to Salary Matters and commonly used tool. This option provides to process salary for a long period when he got transfer, promotion (Please add situations) or such special cases.Before processing multiple salary service history& allowance history of the employee should be updated.
Salary matters–>Processing–>Subsistence Allowance Processing
Employees who are suspended and their disciplinary action details marked through disciplinary action module (in
personal details) and subsistence allowance details updated through Salary Matters –>Subsistence allowance module (Select that employee and enter from and to date and HRA/CCA granted up to date) will be listed in ‘Subsistence Allowance Processing’ option to process their subsistence allowance. In order to process gazetted employees subsistence allowance bill, subsistence allowance slip has to be updated from Accountant General Office.
Government employees’ salary arrears and DA arrears can be processed through the below mentioned option, arrear merging facility is also incorporated in this option
Salary Matters–> Processing–> Arrear –>Salary Arrear
Separate salary arrear processing options have been enabled under ‘Salary arrear’ for processing the salary arrears of employees working in the office, relieved employees, promoted employees and retired employees. The arrear processing will be correct only if the employee’s all the previous drawn details are available/updated in SPARK DB, including salary, DA arrear, leave surrender details etc,. If the employee drawn these bills as non-SPARK( manual) bills, that drawn details should be updated in SPARK through manually drawn option also employees service history details for the arrear period should be updated correctly in SPARK.
Input the parameters like the period of salary arrear, Office, DDO code, bill type and select the employee/ employees by clicking on ‘All Employees’ or ‘Select Employees’ button and give salary arrear processing request.
Salary arrear bill cancellation
Salary matters–> processing –>Arrear>>cancel processed Arrear
If some error noticed and corrected after processing the arrear, the corrections will not be reflected in the bill. To reflect the changes in the bill, the previous Arrear has to be cancelled and processed again. In the Salary arrear bill cancellation page, enter parameters like month and year, Department, office, DDO code and bill code. The bills processed for the given month will be listed on the screen, user can select the bill and click on ‘Proceed’ button to cancel the bill.
Salary matters–>Processing–>Arrear–>DA Arrear
This option is used to process the DA arrear of employees for a given period. If the employees having both DA arrear and salary arrear for the same period, first process salary arrear then process DA rrear. The arrear processing will be correct only if the employees all previous drawn details including salary, DA arrear, leave surrender are updated in SPARK, manual drawn details should be updated in SPARK through manually drawn option. After process the DA arrear, bills can be generated through the option
Salary Matters–> Bills & Schedules–> Arrear–> DA Arrear Bills
Merge Arrear with Salary
The processed Arrear can be merged with monthly salary using the option
Salary Matters>>Processing>>Arrear>>Merge Arrear with Salary.
Select DDO code, Enter arrear processed month and year, then all the arrear bills processed in the given month will be listed on the page. Enter year and month of arrear to be merged with salary. There is option to credit arrear amount to GPF through salary bill or can payment along with salary bill. Select the bills that is to be merged with monthly salary and click ‘Proceed’ button
Cancel Merged Arrear
Arrear merged with monthly salary can be cancelled from here.
Salary Matters>>Processing>>Arrear>>Cancel Merged Arrear
Select DDO code, merged salary year, month. This will list merged arrear bill. Select bills to be cancelled and click remove button. If arrear is merged with salary, to cancel the processed arrear, first cancel the merging and then cancel processed arrear.
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