Online Manual


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

Authorization codeDescriptionUsers
C
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.
U
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.
M
Department Management UsersDepartment 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.
V
Editing by TreasuryThis authorization given to treasury officers for locking and unlocking employee details
W
Head of the DepartmentW 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.
R
District Level UserThis 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.
X
NPS cellBulk 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
D
DDO (Accounts) UserDrawing 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
E
Establishment Admin UserThis access given to the Users, who manages the Establishment /Service Book of employees, E user can enter employee’s service/salary details in SPARK
P
Leave ProcessingDDO’s are given ‘P’ access along with their D access to enter /process leave details thorough SPARK.
Q
Promt-Transfer and PostingDDO’s are given ‘Q’ access along with their D access to enter /process leave details thorough SPARK
N
Establishment AdministratorSPARK 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
H
Office Section editing in deptNo employees with ‘H’ access, not in use, previously given to Police Department to edit the employee details.
F
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
K
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
B
Co-operative Societies etcSPARK PMU gives ‘B’ access to Co-operative societies to submit co-operative request for making recovery from employee's salary.
I
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.
O
Data entry operatorCurrently ‘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.

FORMSPurpose Access providing authority Download
FORMS for setting User Privileges in SPARK
FORM 1New 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 officeDownload
FORM 2Nomination/ Change of nomination of Department Management User (DMU)
(To be furnished by the Department Heads)
SPARK PMU office ( Controller of SPARK)Download
FORM 3Nomination /Change of Nomination of Drawing and Disbursing Officer( DDO)s/
Establishment Officers
(To be furnished by the Head of Office to SPARK PMU/District Treasury
SPARK PMU office/ ‘U’ privilege usersDownload
FORM 5 For Setting Controlling Officer in SPARKSPARK PMU office/ ‘U’ privilege usersDownload
Forms for setting Office Details
FORMAT 01New Office Installation in SPARKSPARK PMU office/’U’ privilege usersDownload
FROM 6HRA Change RequestSPARK PMU office/’U’ privilege usersDownload
FORM 7Change DDO code/Dept code/Treasury code /Office name in SPARKSPARK PMU/’U’ privilege usersDownload
FORM for setting as Sub officeSetting of an existing office in SPARK as sub office of another officeSPARK PMU office/’U’ privilege usersDownload

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.

Reset 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

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 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

Regular employees
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 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

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

Employee ID cards can be generated through the option

Service Matters — >Employee ID card

 

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.

Service Matters->Regularization
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.

Salary Matters-> Increment Sanction
Increment sanction of non-gazetted employees working under Government Offices/Institutions

Process Increment
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

Approve 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
order 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.

Change Designation
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.

Revert Relieving
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)

Service Matters->Deputation
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’.

Revert Relieving
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.

Present salary
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

Allowance
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.

Deductions
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.

Present salary
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.

Allowance
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.

Deductions
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

Manually Drawn
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.

Arrear
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 Bills
Salary arrear bills can be generated through the option
Salary Matters–> Bills & Schedules–> Arrear–> Salary Arrear Bills

Arrear PF schedule
can be generated through Salary matters– >Bills & Schedule–>Arrear Pf schedule.
Salary Arrear bill is a separate bill no need to    merge that detail with salary bill

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.

DA Arrear
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.

SPARK PMU has updated the CMDRF ( Flood 2018) Contribution details option for donating govt employee’s one month’s gross salary ( amount equivalent to 9/2018 gross salary) to CMDRF fund as per G.O. (P) No.144/2018/Fin dated 11/09/2018.  Using this option the concerned DDO/Head of the Department/Establishment user can facilitate employee contribution equivalent to one month gross salary of September 2018 to CMDRF, and this contribution amount can be recovered from employee’s salary, Leave account, Pay Revision arrear, PF account.  Employees’ CMDRF contribution can be updated through;

Salary matters —>CMDRF (Flood 2018) contribution details

Figure 1: Screen shot showing CMDRF (Flood 2018) contribution details option

Payment options facilitated under “CMDRF (Flood 2018) contribution details” option are as follows;

  1. Salary deduction
  2. 30 days Leave surrender
  3. PR arrear 4th Installment
  4. NRA withdrawal from PF

DDOs should  take utmost care while updating the CMDRF contribution details, preparing the bills and should ensure that proper verification is done which include checking of arithmetic accuracy in each bill generated from SPARK as the accuracy of the processed data depends upon the accuracy of data input by processing officials. Data once updated incorrectly and bills get encashed, this cannot be rectified directly through SPARK PMU. You may refer Circular No. 87/2018/Fin dated, 19/09/2018.

Processing steps:

Go to the option Salary Matters— > CMDRF (Flood 2018) contribution details

Figure 2: Screen shot of CMDRF (Flood 2018) contribution details page

Select office, DDO code, Bill type and then click on ‘Click here to get the Employee Details’ button to make the CMDRF deduction updations. On clicking the button a default message will be displayed on the screen, after reading the message click on ‘OK’ button to continue, then user can view the employee list under the selected bill type. All the employees in the selected bill are assumed to contribute the salary of September 2018 towards CMDRF. However, before processing the salary of 9/2018, this can be changed by the DDO, by changing the Willingness (Y/N) or by changing the payment option. After opting the payment type and making the necessary entries, click ‘Update’ button to effect the changes.

In addition to that there is an option to update the employees’ earlier made CMDRF contribution details with reference number (this earlier remitted amount details should be inserted by the DDO only after verifying the receipt produced by the employee), on updating the earlier contributed amount details system will auto calculate the amount payable to CMDRF, deducting the previously given contribution from gross salary of September 2018.

Let us see each payment option in detail;

Figure 3: Payment options in CMDRF ( Flood 2018) contribution details

Salary deduction

If employee wishes to make contribution from salary, choose the payment type as ‘Salary deduction’, make necessary edits/entries (like employee already made any contribution toward CMDRF, user can update the remittance amount details here with its reference details, no of installments can also be edited, default installment number set in the system is 10 installments) and click on ‘update ‘button to reflect the deduction while processing employee’s salary.  if not opted anything system will take default option, payment type as ‘salary deduction’ and ‘Number of installments’ as 10.

Steps to be followed:

Step 1: Update CMDRF (Flood 2018) contribution details by selecting payment type as ‘Salary Deduction’ through Salary Matters— > CMDRF (Flood 2018) contribution details

Step 2: Process Salary Bill

Salary processing can be done through the option; Salary Matters— > Processing— > Salary, and generate the bill, Employees’ contribution amount towards CMDRF will be displayed in the inner and outer bills with respective Treasury codes. Additional Schedule for CMDRF will also be generated along with other schedules.

Figure 4: Bill description

Figure 5: Schedule for CMDRF Flood Relief

Leave surrender:  

If employee opted to contribute 30 days leave surrender to CMDRF, follow the below mentioned procedures.

 Steps to be followed:

Step 1: Choose the payment type as ’30 days leave surrender’

Salary Matters— > CMDRF (Flood 2018) contribution details

Step 2:  Generate leave surrender order generation

Service Matters—-> Leave/COff/OD Processing—– > Leave surrender Order ( CMDRF)

Employees opted the payment type as ‘30 days leave surrender’ through CMDRF (Flood 2018) contribution details page, will be listed in “Leave surrender Order (CMDRF)” page for generating leave surrender order .

Figure 6: Option for generating leave surrender order for CMDRF Flood Relief

Step 3: Leave surrender processing through Leave surrender to CMDRF

Service Matters— > Processing—- > Leave surrender to CMDRF

Processing of leave surrender for CMDRF can be done through this option, Employee’s Leave surrender order generated through Leave surrender Order ( CMDRF) will be listed in processing page  ‘Leave surrender to CMDRF’.

Figure 7: Option for processing leave surrender to CMDRF

Figure 8: Screenshot of the ‘Leave surrender to CMDRF’ processing page

If an employee had already encashed a leave surrender in this financial year and this employee has 30 days (or 30 +) EL balance still available in leave account, then this employee can process and contribute that leave surrender to CMDRF.

For Gazetted officers leave surrender processing, leave surrender slip should be updated from Accountant General Office. After slip gets updated from Accountant General office, leave surrender order can be generated and proceed to leave surrender processing procedures as discussed in the previous session. The processed leave surrender bills can be generated through Salary Matters— > Bills & Schedules —- > Leave surrender Bill

Figure 9: ‘Leave surrender to CMDRF’ Bill generating page

 

 

Figure 10: ‘Leave surrender to CMDRF’ Bill with watermark CMDRF(Flood 2018)

PR arrear IV inst

4th installment PR arrear can be contributed to CMDRF through SPARK, by selecting the payment type as “ PR-4 Inst + remaining from salary”. In this case, 4th installment of pay revision arrear alone may not meet employee’s one month gross salary, so on opting this option, system will display the 4th installment PR arrear amount (including  interest amount ) in  “Amount remitted/ PR-4 Inst proposed” column and reference no column will be filled with text “ PR-IV Inst”. Also system will deduct the 4th installment pay revision arrear amount from employee’s Sept 2018 gross salary and this total amount payable will be shown in the corresponding column. Here also user can edit the no of installments or system will update the details with default option as 10 installments.  Salary deduction toward this will be started from Sept 2018 and The PR amt will be credited to CMDRF only at time of e-submission of 4th installment of PR arrear bills. .

This option cannot be used for employees,  who haven’t encashed the I,II, & IIIrd installments of Pay revision arrears  yet and user should avoid cases of  excess or short  withdrawal issues happened in previous Pay revision arrear installments. In case of an employee with part salary / or any salary affecting leave like HPL / LWA etc., or on Suspension, the decision on the deduction is to be taken by the concerned DDO with the approval of their Controlling officer.

NRA Withdrawal from PF

If employee wishes to make contribution from PF account, then user can choose payment type as ‘NRA withdrawal from PF, and can update the same through the option CMDRF (Flood 2018) contribution details.

Steps to be followed:

Step 1: Choose payment type as ‘NRA withdrawal from PF and update the same using the option; Salary Matters— > CMDRF (Flood 2018) contribution details

Step 2: Claim entry  (Accounts— > Claim entry option, select the nature of claim as PF NRA withdrawal to CMDRF, Sanction order from Accountant General office is needed for processing this claim) ——–> Claim approval——– >Make Bill—- > E-submit. (Claim amount details will be displayed in the respective claim entry columns, only if PF sanction order slip from AG gets updated in SPARK, user can check sanction order details through Accounts—> View PF sanction order from AG.

Figure 11: Screenshot of Claim entry page showing the nature of Claim selected as  “ PF NRA Withdrawal to CMDRF

Figure 12: Screen shot of   “PF NRA Withdrawal to CMDRF’ claim entry page

The ‘Leave surrender to CMDRF’ bills and ‘PF NRA withdrawal to CMDRF’ claim bills will be generated with watermark “CMDRF (Flood 2018).   On passing the bills with CMDRF contribution by treasury, the entire CMDRF amount in the processed bills will be automatically credited to the CMRF Flood relief account.

A module has been enabled in SPARK to enter details of Manually Prepared Bill and to print the bill and e-submit to Treasury through SPARK for claims prior to 02/2011 inthe cases of employee who have PEN.

WARNING!!!
All DDOs should make sure;
1. Claims should only be prepared based on an order issued by a competent authority as per relevant rules and procedures.
2. Order number, date, amounts etc. added to the system should match with the hard copy details. Otherwise Treasury will reject the claim.
3. Claims should be calculated based on approved rules, procedures, rates etc.
4. In the case of claim to legal heirs, DDO should verify the documents such as legal heir ship certificate, bank details etc. And should ensure its genuineness.
5. Hard copy of bill along with all supporting documents should be sent to Treasury for verification and claim passing.

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

 Nature of Bill

  • Salary
  • Salary arrear
  • DA arrear

Claimant Type

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

Steps To Be Taken By DDO To Process a Manual Bill

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

Fig 1: Screenshot of the SPARK page showing manual Bill preparation Module

Step I: Employee selection for Preparation
Salary matters–> Manual Bill Preparation (Pre 2/2011) –>Claim w.r. t employee having PEN–>Salary->Employee.

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

DDO can select employee (PEN) after successfully filling the mandatory fields such as DDO code, Nature of Bill, Claimant Type, Period of Bill, Sanctioning authority, Order number, Order Date, Head of account etc.

Make sure that the period entered in the Period of Bill column should match with themonth and year selected for the bill preparation towards the end of the form. Once the data entered and saved by using ‘SAVE and CONFIRM’ button, a draft bill can be generated for initial verification.

Step II: Draft Bill Generation.
Salary matters–> Manual Bill preparation (Pre 2/2011) –> Salary Arrear–> Employee.

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

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

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

Fig 3: Screenshot of the SPARK page showing Draft Bill

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

Salary matters->> Manual Bill preparation (Pre 2/2011)->> Salary Arrear->>Legal heirs of the employee died in service /After retirement.
Selecting death while on service or died after retired as employee category is mandatory and while on selection the system will ask to enter bank details of authorized beneficiaries. In all cases, provision is enabled to add multiple numbers of authorized beneficiaries through the option by capturing the details such as: Beneficiary Name as in the Bank Account, beneficiary bank accounts details & Beneficiaries relation with the employee etc. Before entering the claim, DDO should ensure the authenticity and genuineness of documents submitted by the Nominee.

Fig 4: Screenshot of the SPARK page showing Legal heirs of the employee died in service

Employee whose PEN is marked retired though the menu Service matters–>Retirements alone will be available for entering the details of Legal heirs of the employee died in service/died after retirement.

Fig 4: Screenshot of the SPARK page showing Salary arrear for Legal Heirs

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

Fig5: Screenshot of the SPARK page showing Bank details updation of Nominee

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

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

Fig6: Screenshot of the SPARK page showing make bill from payroll for manual Bill

After getting the bill number, the hard copy of the bill can be generated through the link available in ‘make bill’ page(Fig 7) or through the salary matters->>Manual Bill Preparation (Pre 2/2011) as given in the Step (2). Then the system will generate the Final bill with the watermark ‘Manual Bill Pre (02/2011).

Fig 7: Screenshot of the SPARK page showing the Bill generation through make Bill

Fig 8: Screen shot of the SPARK page showing the Generated bill

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

Step V: E-submit bill to Treasury
Accounts–>Bills–>E submit Bill.
Step VI: View bill status
Accounts–>Bills–>View submitted Pay bills.

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

Pay Revision 2014 Arrear Module

Module for taking Pay revision arrear(7/2014 to 1/2016) of employees has been updated in SPARK for processing vide G. O. (P) No. 7/16/Fin dated 20th January 2016. Employees will be entitled to draw arrears on account of pay revision in four installment, each at 25% of the arrears, in cash on 1/4/2017, 1/10/2017, 1/04/2018 and 01/10/2018 respectively along with the interest on the arrears not drawn as on the above dates at the rate of interest admissible on their Provident Fund (Rate of interest is calculated based on GO (P) No. 11/2017/FIN dated 30/1/2017)

Pay revision arrear can be processed through the option;

Salary Matters –> Pay Revision 2014- -> Pay Revision Arrear
Salary Matters- -> Pay Revision 2014- -> Pay Revision Arrear Retired/Deceased

There are 3 separate windows for processing Pay revision arrears, ie Regular, Retired; Deceased pay revision arrear processing options, in order to process Regular , Retired & Deceased cases respectively.

Checklist to be verified before processing these Pay revision arrears;

  • Service History should be updated correctly
  • Drawn statement for the pay revision period should be there in SPARK
  •   If the employee is on Deputation , the drawn details needs to be updated in SPARK

Pay Revision Arrear Processing Steps:
The inner bill (Due- Drawn Statement) can be generated as a whole. The Outer bill has to be taken for each installment separately.
Step 1: Process Pay revision Arrear
Salary Matters- -> Pay Revision 2014- -> Pay Revision Arrear

Pay Revision Arrear Processing Window

Pay Revision Arrear Processing Window for Retired Employees

Pay Revision Arrear Processing Window for Deceased Employees

Step 2: Check Bills & Schedules to see whether the generated draft bill is correct, inner, outer bills and schedule can be viewed there.
It is the responsibility of the DDO to verify and confirm the details obtained in the Bill in all aspects before presenting the same to treasury
Salary Matters- -> Pay Revision 2014- -> Pay Revision Arrear- ->Pay Revision Arrear
Bill

Pay Revision Arrear Bill Generation Page

Pay Revision Arrear Draft inner Bill

Pay Revision Arrear Draft Outer Bill

Pay Revision Arrear Installment Schedule

Pay Revision Arrear: Cancel Processed Arrear page

If the generated bill is found incorrect you can cancel the bill through Salary Matters–>Payrevision 2014- ->Pay revision arrear–> Cancel Pay revision Arrear bill option
Step 3: Make Bill
Accounts–> Bills–> Make bill from Payroll option

Pay Revision Arrear: Make Bill Page

After completing the make bill procedure, you will get the final print with SPARK bill control code , and another code for treasury reference.

Pay Revision Arrear: Final Inner Bill

Pay Revision Arrear: Final Outer Bill

Step 4: E submit the Bill
Accounts–> Bills–>E-Submit Bill

Step 5: View submitted pay bills for viewing the status of the e submitted bill.
Accounts–>Bills–> View Submitted Pay bills

For Queries/Clarification on Pay revision Arrear Processing;
Our Email id : info@spark.gov.in
Forward the mail with subject captioned as “Pay Revision Arrear 2014“. Also specify Employee PEN, and office user code (DDO PEN)

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.

PAY REVISION ARREAR SECOND INSTALMENT: PROCESSING OF EMPLOYEES BY EXCLUDING THOSE EMPLOYEES WHO HAVE MADE EXCESS DRAWAL / SHORT DRAWAL

Note: Extra care should be taken by the DDO while excluding an employee from the Pay revision Arrear BILL ( Refer para 3 of Circular No. 77/2017/Fin dated 19/10/2017. If excluded and if that bill is e submitted and ENCASHED , then those excluded employees’ 2nd Instalment could not be processed till option for reprocessing is made available in SPARK.

In cases for which, if any pay revision arrear MADE EXCESS DRAWAL / SHORT DRAWAL included in the 1st installment of pay revision arrear bill, earlier SPARK had no option to exclude the error cases and to generate the remaining employee’s 2nd installment pay revision arrears.

Now an option in SPARK has been done to enable the report generation of the 2nd Instalment of Pay revision to those employees, who have correctly taken their 1st instalment of pay revision arrears excluding the erroneous cases.
Second instalment arrear processing steps in this enhanced version are almost same as in the previous version, only added feature in this module is the provision to view employee list in Make bill option for excluding employee’s PENs having errors in the 1st instalment calculations.

Step I: Confirm Encashment details

Salary matters→ Encashment Details
(Enter processed month and year of 1st instalment Pay Revision Arrear and select SPARK code of the first instalment Pay Revision Arrear Bill , confirm the encashment details )
Step II: 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)
Step III: Make bill
Accounts→  Bills→ Make bill from Payroll
On selecting the 2nd instalment pay revision arrear Bill from ‘Make Bill from Payroll’ option, the list of employee’s included in the pay revision arrear bill will be displayed on the right side of the screen. By clicking on ‘Exclude selected employee(s)’button(after making employee selection), user can exclude the employees having issues in their 1st pay revision arrear instalment calculations (Figure 1). Then click on ‘Make bill option’ button for doing make bill option for remaining employees 2nd instalment of pay revision arrears.

Figure 1: Make bill option

Step IV: Bill Generation
User can generate 2nd instalment pay revision arrear bills through ‘Make bill ‘option itself. Screenshot of the ‘Make Bill from Payroll’ page after doing make bill for the 2nd instalment of pay revision arrear is shown below (Figure 2).

Figure 2: Bill generation option in ‘Make bill from Payroll’ window

On generating Inner bill, the amount details of excluded employee’s will be shown as struck
out in the bill(Figure 3).

Figure 3: Screen shot of 2nd instalment pay revision arrear inner bill

Step V: E-submit
Accounts→ Bills→ E submit Bill
Step VI: View bill status
Accounts→ Bills→ View submitted Pay bills
If the status of the e-submitted bill seen as treasury objected, then this bill can be cancelled through the option;
Accounts→ Cancel bill

SPARK PMU has enabled the option for processing the 3rd instalment Pay Revision arrears in accordance with the G.O (P) No. 50/2018/Fin dated 26/03/2016. Government of Kerala has issued this order to draw the amount of 3rd instalment PR arrear on 01/04/2018 along with the interest in the arrears at the rate admissible to the PF.
All DDO’s should strictly follow the below directions/ instructions for taking the 3rd instalment Pay revision arrears
Step 1: Confirm Encashment details:
Generate 3rd instalment pay revision arrear bill, only after confirming the encashment details of the 2nd 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 firstly processed PR arrear. If it is a reprocessed bill, then select the reprocessed bill and confirm encashment details)

Figure 1: Screen shot of the Encashment Updation page

For updating encashment details, select the pay revision arrear bill , select the month on which the employee’s 2nd pay revision arrear bill got processed , but in the case of reprocessed bills you should select reprocessed 2nd instalment bill).
On updating the encashment details, you may able to view the description of schedules in the pay revision arrear bill generation, but bill generation will be possible only after doing “ Make bill” option for the 3rd instalment bill. Draft bill generation option is not activated for 3rd instalment pay revision arrears, if employees’ 1st and 2nd instalment
processed correctly, the user may proceed with Make bill option for the 3rd instalment.
Step 2:Make the 3rd instalment Pay revision Arrear Bill
Accounts→ Make Bill from Pay Roll
For generating the 3rd instalment bill, please go to Accounts→ Make Bill from Pay roll option. Encashment updated bill will be listed in ‘Make Bill from Pay roll” option for doing make bill, Click on “Make bill” button and then you may able to view the links for generating the Bills and Schedules in the ‘Make bill from Pay Roll” option itself, Also you may generate the Bills and schedules through the option;
Salary Matters→ Pay revision arrear 2014 bill generation option.

Figure 2: Screen shot of the Make bill page

 

Figure 3: Screen shot of the Make Bill option with bill generation links

Bill generation through Salary Matters→ Pay revision 2014 Bill generation

 

Figure 4: Pay revision Arrear Bill generation option through Salary Matters→ Pay revision
2014 Bill generation option

Figure 5: Pay revision Arrear Bill generation option through Salary Matters→ Pay revision
2014 Bill generation option (Description wise option)

Step 3: E-submit
Accounts → Bills→ E submit Bill
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

SPARK PMU has enabled the option for processing the 4th instalment of Pay Revision arrears as per G.O (P) No. 146/2018/Fin dated 16/09/2016. The 4th instalment of PR arrear amount along with interest @ 7.6% per annum for the period from 01.04.2018 to 30.09.2018 will be paid in cash to the employees. Pending balance dues of previous instalments due to the rounding off figures will also adjusted in 4th PR amount. ‘Exclude employee’ option has facilitated under 4th instalment option to exclude the irregular drawal (excess/short) cases of previous instalments from the current bill. SPARK PMU has also added a provision to update employee’s income tax on PR arrear amount (all instalments) through this fourth instalment option.

Fourth Instalment of Pay revision arrear bill preparation steps are discussed below;

Step1: Encashment Updation

Confirm encashment details of 3rd instalment of PR arrear bill, the DDO can confirm encashment details of the pay revision arrear bills through the option;

Salary matters→Encashment Details

(Select SPARK code of the first processed PR Arrear bill, if it is a reprocessed bill, then select the reprocessed bill and confirm encashment details)

                                                Figure 1: Screen shot of the Encashment Updation page

On updating the encashment details, the 4th instalment bill will be listed in ‘Make bill from payroll’ option also the DDO/head of the institution/Establishment user may able to view the description of schedules in the pay revision arrear bill generation, but bill generation will be possible only after doing “Make bill” option for the 4th  instalment bill. Draft bill generation option is not activated for 4th instalment pay revision arrears, if employees’ previous pay revision instalments up to 3rd instalment of arrears processed correctly through SPARK, then the user may proceed with Make bill option for the 4th instalment.

Step 2: Make 4th instalment of Pay revision Arrear Bill

Accounts→Make Bill from Pay Roll

For generating the 4th instalment bill, please go to AccountsMake Bill from Pay roll option. Encashment updated bills will be listed in ‘Make Bill from Pay roll’ option for doing make bill.

Points to be noted:

  • If Irregular drawal made in previous instalments (either excess drawal or short drawal), such cases have to be excluded from 4th Click the check box seen with employee details to exclude the employee from the bill. On clicking the check box in Exclude employee option, the employees selected will get excluded from the bill, So DDOs should give almost care while processing ‘Exclude Employee’ step.
  • Reprocessed cases will not be listed in Exclude Employee option.
  • Pending balances of the previous instalments due to the rounding off figures will be adjusted from 4th instalment arrear amount.
  • Income tax amount updation option has facilitated in 4th The income tax amount entered through this option will be deducted from employee’s 4th instalment pay revision arrear amount. Income tax amount can be updated for Reprocessed cases also. But excluding not permitted for reprocessed bills. Click ‘Make Bill’ option only after updating the income tax amount for the employees’ whose income tax on PR arrears has to be deducted.
  • Employees who have contributed their 4th instalment pay revision arrear to CMDRF, such employees are exempted from income tax on PR arrear, so for employees who have contributed their 4th instalment to CMDRF, the income tax amount updation column and check box to exclude will be seen as disabled fields.

                                                            Figure 2: Screen shot of the Make bill page

After this, click on “Make bill” button and then you may able to view the links for generating the Bills and Schedules in the ‘Make bill from Pay Roll” option itself,

                                               Figure 3: Screen shot of the Make Bill option with bill generation links

User can also generate the Bills and schedules through the option; Salary Matters Pay revision arrear 2014 bill generation option.

 

 

        Figure 4: Pay revision Arrear Bill generation option through Salary Matters→Pay revision 2014 Bill generation option

Bill description seen through Salary Matters Pay revision arrear 2014 bill generation option.

      Figure 5: Pay revision Arrear Bill generation option through Salary Matters Pay revision 2014 Bill generation option (Description wise option)

Step 3: E-submit

Accounts → Bills→ E submit Bill

Being this the  final instalment of Pay revision Arrear,  all DDO are requested to make sure that the Pay revision Arrear 4th instalment is correct in all aspects before e- submission, if any discrepancy found in the bill, that BILL shall not be presented before the treasury officials. E-submission will only be enabled by 20th October 2018.

On passing the 4th instalment PR arrear bills with CMDRF contribution by treasury, the CMDRF contribution amount in the processed bills will be automatically credited to the CMDRF Flood relief fund

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

 

Module for taking Terminal Surrender arrear (Pay revision 2014) for retired employees has been updated in SPARK vide G.O. (P). No.9/2016/Fin dated 20.01.2016. If the employee’s terminal surrender arrear processed as non-SPARK bill then user need to enter the details of terminal surrender through ‘manually drawn terminal surrender’ option, introduced along with this Terminal Surrender arrear (Pay revision 2014) module. Terminal Surrender Arrear will be paid in four installments. The installment wise bill can be prepared using make bill option. Bill for each installment can be prepared as and when due. Bills will be listed in make bill option accordingly.
Terminal surrender Arrear (2014) can be processed through the option;

Account–>Claim entry–>Terminal Surrender (PR 2014)

Cases for which terminal surrender processed as Non-SPARK bill;
Enter drawn details of terminal surrender through ‘Manually drawn terminal surrender’

Account–>Claim entry–> Manually drawn terminal surrender

The user need to enter details of terminal surrender processed as non- SPARK bill, such as Drawn date, AG authorization number, AG authorization date(in the case of Gazetted Officers),Sanction order number, sanction order date, No of days and Amount.Enter all mandatory fields, after entering the details of terminal surrender click on ‘Save’ button.The user can also edit the details once entered through this window

Screen shot of ‘Manually drawn terminal surrender’option

Then proceed through claim entry option, Terminal surrender processed through SPARK can directly do claim entry by selecting ‘Terminal surrender (PR 2014)”.
Note: DO NOT enter the details through ‘manually drawn terminal surrender’ option whohave claimed Terminal Surrender through SPARK

Terminal Surrender Arrear (2014)
Account–>Claim entry–> Terminal Surrender (PR 2014)

STEP 1: CLAIM ENTRY
Accounts —-> Claim Entry —->Select ‘Terminal Surrender Arrear (PR 2014)’ —-> Insert

Screen shot of Claim entry option

Screen shot of Claim entry window

STEP 2: CLAIM APPROVAL
Accounts —-> Claim Approval—->Select ‘claim Terminal Surrender Arrear (PR 2014)’ —->Approve

STEP 3: MAKE BILL
Accounts —-> Bills —-> Make Bills from Approved Claims —-> E Submit Bill

Screen shot of ‘Make bill’ option window


Screen shot of ‘Make bill’ option window after doing make bill option

On clicking ‘Print’ button you will get TR 59( C) bill of this terminal surrender arrear

TR 59(C) bill of terminal surrender arrear

Due drawn statement of terminal surrender arrear

You can also generate Bill, Duedrawn statement, Bank statement through View prepared
contingent claim option

Accounts–> Bills–> View prepared contingent claim option

Screen shot of ‘View prepared contingent claim’window

STEP 4: E- SUBMIT

Accounts —-> Bills —-> e Submit Bill

After selecting the approved ‘Terminal surrender PR 2014’ claim, click on “Approve and Submit’
button to E-submit the bill

 

Screen shot of ‘E- submit’ window

Follow the below mentioned steps to prepare the 4th installment of terminal surrender arrear ( PR 2014) claim;

Step 1: Prepare the 4thinstallment of terminal surrender arrear (PR 2014) through Make Bill from Approved Claim option

Accounts–>Bills–> Make Bill from Approved Claim

Select Nature of claim as ‘Terminal surrender Arrear (PR 2014)’, the claims will be listed in left side of the window (claim nature will be displayed as TSP ( Installment 4), click on  ‘Select’ button to choose the claim.

                                                                       Figure A: Screen shot of ‘Make bill’ option window

 

                                                          Figure A1:Screen shot of ‘Make bill’ option window showing ‘Make bill’ button

 

Click on ‘Make Bill’ button to prepare the claim bill.

Step 2: Bill generation TSP 4thinstallment

Accounts– > Bills— > View prepared contingent Claims

On selecting the TSP claim, claim details will be displayed on the screen along with bill generating option, see the below displayed figure. On clicking the ‘Due Drawn Statement’ link due drawn statement of this TSP claim can be generated

     Figure A2: Screen shot of ‘View prepared contingent claim’ option window showing the link for generating due drawn statement

Step 3: E-submit

Accounts → Bills→ E submit Bill

 Being this the  final instalment of Pay revision Arrear,  all DDO are requested to make sure that the Pay revision Arrear 4thinstalment is correct in all aspects before e- submission, if any discrepancy found in the bill, that BILL shall not be presented before the treasury officials.E-submission will only be enabled by 20th October 2018.

Step 4: View bill status

 Accounts→ Bills→ View prepared contingent claims

 If the bill status seen as treasury objected, then this bill can be cancelled through the option;

Accounts→Cancel bill option