Guidelines for Submission of Pension
Maintenance of Service Book
Certificates/documents that must be
enclosed for all types of pension cases
Relevant forms/enclosures must be
filled up properly
Discrepancies commonly noticed in
pension cases received in the office of the the Sr. Dy.
Accountant General (A&E), Manipur.
Checklist (for the pension sanctioning
authority of the Department) - Do's and Don'ts.
GUIDELINES FOR SUBMISSION OF
The motto of Pension Section of the Office of the Sr. Deputy
Accountant General (A&E), Manipur is to authorize Pension Payment
Order to the retired Government servants immediately after their
retirement or as early as possible in the event of death/premature
retirement, but not later than 2 months from the date of receipt of
the pension papers if the case is received with complete documents
by this Office. To achieve this, it is important and necessary to
mention that the pension papers of State Government employees who
are retired or yet to retire on superannuation is to reach the
Office of the Sr. Deputy Accountant General (A&E), Manipur through
Secretariat (Pension Cell/DP), Government of Manipur in complete
shape, not later than six months before the date of retirement of
the Government Servants as laid down under Rule 61 (4) of the
Manipur Civil Services (Pension) Rules, 1977. Further, the Head of
Department shall supply a list of all Government servants who are
due to retire within the next 24 to 30 months, twice in a year,
showing the position on 1st of January and 1st
of July each year as required under Rule 56 of MCS (Pension) Rules,
In order to settle the cases expeditiously, appropriate
timely steps be taken and documents furnished as provided herein.
The following guidelines may be observed in this regard:-
The Head of
Office/Head of Department should ensure:
of pension papers in compliance of Rule 58 & 59 of MCS (Pension)
of the correct date of birth;
entries of the history of service, chronologically, from the date of
joining up to retirement;
Verification of service
without any break;
of increments for every year till retirement;
of the retirement order in the service book.
certificates/documents must be enclosed for all types of pension
Demand/No Demand certificate issued by
the Head of Office/Head of Department.
Accommodation/Non-Accommodation Certificate of Government Quarter
issued by the Competent Authority.
Consent certificate for recovery of excess drawal, if any, duly
countersigned by the Head of Office/Head of Department.
Death certificate of other spouse, if not alive.
Retirement/Termination order duly countersigned/signed by the Head
of Office/Head of Department.
Passport size photographs of the retired government
employees/claimant & joint family photographs duly attested by the
Head of Office.
Specimen signature or thumb and fingers impression of the
application duly countersigned by the Head of Office.
Descriptive roll duly countersigned by the Head of Office.
Depending on the type of pension, the relevant forms/enclosures
as detailed below must be filled up properly, signed by the
competent authority before submission to AG office-
a) In respect of
Superannuation/voluntary retirement/Invalid pension:
Form 3: Details of
family members including physically/mentally handicapped children,
if any, in order of birth with date of birth and relationship. Date
of marriage in respect of married sons/daughters may also be
indicated in the remarks column. If a child is physically
handicapped/mentally retarded, a certificate in original issued by
the competent medical authority certifying the exact mental or
physical condition of the child and his/her inability to earn
his/her livelihood should also be brought to the notice of the head
of office and submitted to this office when necessity arises.
Form 5: Particulars to
be obtained by the Head of Office/Department.
Form 7: Form for
Assessing pension etc.
Form 8: Forwarding
Certificate of drawal/non-drawal
of provisional pension/retirement gratuity.
Last Pay certificate (GPF
account No. should be indicated).
commutation of pension, if so desired.
b) In respect of
Initially the Head of Office shall address the widow or
widower in Form 13 for claiming pension where the family of the
deceased Government servant is eligible under Rule 54 for the family
pension, besides the following-
As at (B) (a)-(i), (v),
(vi) and (vii) above, along with certificate of drawal/non-drawal of
Form 12: Application for
grant of Death Gratuity;
Form 14: Application for
grant of Family Pension;
Form 18: Form for
Assessing and Authorising Family Pension and Death gratuity;
Form 19: Forwarding
if the claimant is a minor;
certificate issued by the concerned District Magistrate.
c) In respect
of payment outside Manipur:
the payment is to be made outside Manipur, Special Seal is to be
embossed on the P.P.O./G.P.O. Authority.
retiring Official, therefore, should also take special care to
indicate the name of Treasury or Branch of Public Sector Bank & the
Pay and Accounts Office (through which pension is to be drawn)
correctly while filling up pension papers.
d) In respect
of Officials against whom departmental or judicial proceedings are
respect of a Government servant who has retired on attaining the age
of superannuation or otherwise and against whom any departmental or
judicial proceeding has been instituted, Provisional pension as
provided under Rule 69 of MCS (Pension) Rules, 1977 may be
authorized if the same is sanctioned by the concerned authority.
e) In respect
of Extra-ordinary pension and Liberalised pension:
those cases where the claims relate to Extraordinary pension and
Liberalised pension, the duly filled up forms, prescribed under MCS
(EOP) Rules, 1995 and MCS (LP) Rules, 2000 respectively, need to be
enclosed, in addition to other enclosures mentioned above.
case of any doubt regarding preparation and submission of any
pension case, the Sr. Accounts Officer and/or Assistant Accounts
Officer of Pension Section, office of the Sr. Deputy Accountant
General (A&E), Manipur, Imphal may be contacted.
NOTICED IN PENSION CASES RECEIVED IN THE OFFICE OF THE SR. DY. ACCOUNTANT
GENERAL (A&E), MANIPUR.
The Head of office did not sign on Form-18
The Head of office did not sign on Part-II
(Acknowledgement) of the Application for Commutation of a fraction of
pension without Medical Examination.
Cases of allowing to draw special pay in
the form of personal pay for small family norms are observed. However,
in most of such cases, the dates of birth of children shown in Form-3
are observed to be later than the dates of allowing to draw the personal
Sr. Scale/Selection Grade Scale of school
teachers were allowed to be drawn without approval of Screening
Notional and Retrospective Promotion/Pay
fixation were made without concurrence of the Finance Department.
Cases of change of date of birth in
violation of Note(6) below FR-56 are observed.
Cases of allowing to draw Non-Functional
Scale under the MS(RP) Rules, 1999 without issuing specific order, are
Wrong step up of pay are observed and in
most of the cases service particulars of the juniors were not recorded.
Periodical Service Verification for
particular periods were left out.
Affidavits not signed by the deponent,
Name of adopted son/daughter were shown in
Form-3. However, for such adoption, requisites of valid adoption were
Children shown as son/daughter happens to
be grand children.
Actual amount paid was not shown in the
LPC of those officials who retired/expired before completion of a full
Age of family members were furnished on
Form-3 instead of date of birth in Date/Month/Year.
Payment/Non-payment Certificate of
Immediate Relief was not furnished in the pension case of deceased
Instances of accepting Voluntary
Retirement under Rules 48-A, of the MCS(Pension) Rules, 1977, before
completion of 20 years qualifying service, are observed.
CHECKLIST (For the pension sanctioning
authority of the Department)
Maintain service book of the Government
servant properly with all noting of fixation of pay, promotion, scale of
pay, stepping up of pay, post held, leave, suspense,
re-instatement extension (adhoc service or service extension)
superannuation etc. under proper attestation alongwith any other
Process pension cases 2(Two) years before
tha date of superannuation of the Government Servant.
Regulation of pay i.e., in the case of
promotion, step up, Non-Functional Scale, revision of pay
etc. may be checked further before sending the case to the office of the
Sr. Dy. Accountant General(A&E), Manipur.
Every effort should be made to complete
the verification of service in the manner specified in the rule and to
make good the omissions, imperfections or deficiencies which have a
direct bearing on the determination of emoluments and the service
qualifying for pension.
Obtain necessary particulars in Form-8
from the retiring Government employee eight months before the
date of retirement.
Nominations for General Provident Fund,
Death cum Retirement Gratuity, Group Insurance etc. should be obtained
from the Government servant and the concerned nominations forwarded to
the office of the Sr. Dy. Accountant General(A&E) alongwith pension
papers, complete in all respect with Form-8 not later than six months
before the date of retirement.
After sending the pension papers to the
Sr. Dy. Accountant General(A&E), report to him at the earliest, any
event, if occurs, which has bearing on the amount of pension/gratuity
A consolidated “No Demand Certificate” may
be furnished, by the Head of the Office.
A notification/office order indicating the
date of superannuation/retirement should be sent to the office of the
Sr. Dy. Accountant General(A&E) after the retirement of the Government
Government dues payable by the retiring
Government employees pertaining to Government accommodation be
ascertained expeditiously and recovery be effected.
When the Government servant dies while in
service, Head of Office shall initiate immediate action for obtaining
claim for family pension and death gratuity using Form-13 and follow-up
action is to be taken up.
In death cases, the process of
determination of qualifying service and emoluments should be completed
within one month of the receipt of intimation of the date of death of
the Government employee.
Family pension papers, comprising among
others Forms-12, 14,18 and 19, No Demand Certificate/Details of dues,
death certificate etc. alongwith service book, duly completed in all
respect should be forwarded to the Sr. Dy. Accountant General(A&E),
Manipur not later than one month of the receipt of claim by the Head of
In case of Pre-mature retirement, copy of
the notice of retiring Government servant, office order accepting the
notice and his/her retirement order should be sent with the pension
case. In the case of Pre-mature retirement under Rule 48-A of the
MCS(Pension) Rules, 1977, completion of 20 years qualifying service must
be ensured before accepting the notice.
In the case of invalid pension,
certificate of the competent medical authority and copy of retirement
order should invariably be enclosed with the pension case.
Where the Government employee had rendered
military service, details of military service, pension/gratuity etc., if
any, availed in lieu thereof should be duly recorded in the service book
and intimated. Copy of the discharge certificate of the Defence
Department should be sent with pension case to the office of the Sr. Dy.
Accountant General (A&E).
Application for commutation of pension, if
applied for, should be in correct Form (Form-1/Form-2). The date of
receipt of application with the department must be recorded.
Entry in the service book regarding pay
fixation should be clear, comprehensive and duly audited by the
When pension has been sanctioned by the
department in terms of decree of a Court, it should invariably be
intimated whether appeal in the Higher Court has been filed or not, by
In Form-3, where details of family members
were shown, inclusion of grand children as son/daughter and ineligible
wife as eligible wife should be checked.
Last Pya Certificate for those who
retire/expire before completion of a full month, actual date upto which
he had been paid and actual amount paid, should be checked.
Do not keep any noting in service book
Avoid processing of pension cases just
before retirement or after the retirement.
Do not delay submission of pension cases
to the office of the Sr. Dy. Accountant General(A&E), Manipur.
Do not keep any period of service
Do not forward any form unfulfilled.
Do not forward Form-3 without proper
checking of family members.