1.

Initiation of Exit Case

1. Employee shall initiate the Exit application through the Self-Service Portal by
selecting the applicable category of exit, namely:
o Superannuation
o Voluntary Retirement (VRS)
o Invalid Pension
o Resignation
o Technical Resignation
o NPS/UPS Exit
2. For Superannuation cases, uploading of Exit Application shall not be mandatory.
3. For Voluntary Retirement cases, the Exit Application shall first be submitted to the
Competent/Appointing Authority for approval before pension processing commences.
4. The system shall validate retirement eligibility, date of retirement, pension scheme
(OPS/NPS/UPS), and category of exit.

2. Preliminary Verification by Head of Office (HOO)

1. HOO shall initiate the Exit case wherever employee initiation is not applicable.
2. HOO shall verify:
o Service Book
o Date of Birth
o Date of Appointment
o Qualifying Service
o Average Emoluments
o Leave Account
o Vigilance Clearance
o Departmental/Judicial Proceedings
o Suspension Details
o Service Verification Certificate
3. The system shall not permit forwarding of the case without:
o Vigilance Clearance
o Service Verification Certificate
4. Provision shall be available to enter:
o Addition to Qualifying Service
o Non-Qualifying Service
o Extraordinary Leave
o Military Service Weightage (where admissible)
5. HOO shall forward the case to DDO.

3. Verification by DDO

1. DDO shall verify:

o Qualifying Service
o Average Emoluments
o Recovery Amount
o Government Dues
o Service Book
o Vigilance Status
 2. DDO shall record recoveries from:
o Government accommodation
o Advances
o GPF
o Motor Car Advance
o Computer Advance
o Other Government dues
3. DDO shall forward the case to the Employee for submission of statutory pension
forms.

4. Submission of Pension Forms by Employee

1. Employee shall complete Form 6A (or N1/N2 for NPS/UPS cases).

2. Employee shall furnish:
o Family Details
o Nomination
o Bank Details
o Aadhaar
o PAN
o Photograph
o Joint Photograph
o Specimen Signature
o FMA/CGHS Option
o Commutation Option
o Undertakings
o Declarations
3. System shall ensure all mandatory columns prescribed under CCS (Pension) Rules,
2021 are available.
4. System shall not allow submission without mandatory documents and declarations.
5. Employee shall digitally submit the forms.

5. Verification by HOO after Employee Submission

1. HOO shall verify:

o Form 6A
o Form 3
o Form 4
o Form A
o Uploaded Documents
o Family Details
o Nomination
o Pension Calculations
o Promotion and increment details
2. System shall automatically calculate:
o Qualifying Service
o Average Emoluments
o Basic Pension
o Family Pension
o Enhanced Family Pension
 o Retirement Gratuity
o Commuted Value of Pension
o Leave Encashment (where applicable)
3. System shall generate:
o Form 7
o Pension Calculation Sheet
o DCRG Calculation Sheet
4. HOO shall sanction the pension proposal.
5. HOO shall digitally sign the prescribed documents.
6. HOO shall forward the case to PAO.

6. PAO Operator Verification

1. PAO Operator shall verify:

o Pension Proposal
o Form 7
o Pension Calculation Sheet, Family Pension, DCRG, Commutation, recoveries
if any or etc.
o Uploaded Documents
o Government Recoveries
o Account Enfacement
2. Provision shall exist to enter:
o Government Dues
o Audit Remarks
o Account Enfacement Remarks
3. PAO Operator shall forward the case to PAO Supervisor.

7. PAO Supervisor Verification

1. PAO Supervisor shall verify:

o Pension Calculation
o Family Pension
o DCRG
o Commutation
o Recovery
o Account Enfacement
2. PAO Supervisor may:
o Return the case to PAO Operator
o Forward the case to PAO Approver for approving AE or generation of E-PPO
o Sending the Account Enfacement to PAO approver for approving Account
Enfacement
3. All return actions shall capture remarks and maintain audit history.

8. PAO Approver Authorization

1. Approving AE or returning the case to PSA for compliance or return the case to PAO
Supervisor
2. PAO Approver shall conduct final scrutiny
3. PAO Approver shall authorize:
 oPension
oFamily Pension
oDCRG
oCommutation
oRecoveries
4. System shall generate:
o Digitally Signed PPO
o DCRG Authorization
o Commutation Authority
o PPO Forwarding Letter
5. Download facility shall be available.

9. Pensioner Master Creation

1. After PPO authorization:

o Pensioner ID shall be created automatically.
o Pensioner Master shall be updated.
o Employee Master shall be updated as Retired/Exited.
o Exit Date shall be updated.
2. Pension category shall be mapped correctly.

10. Pension Disbursement

1. Retirement benefits shall be disbursed through Payroll Payment Interface.

2. System shall process:
o Pension
o DCRG
o Commutation
o Leave Encashment
o FMA
o Arrears
3. Accounting entries shall be generated automatically.
4. Budget consumption shall be updated.

11. Special Workflow for Voluntary Retirement

1. Employee submits VR request.

2. Appointing Authority approves/rejects VR.
3. Only after approval shall pension processing commence.
4. Employee submits statutory pension forms.
5. Remaining workflow shall follow the normal pension process.

12. Special Workflow for Death Cases

1. HOO initiates Death Case.

2. Claimant submits Form 9 and Form 10.
3. Separate Form 9 shall be submitted by each claimant.
4. HOO submits Form 11.
5. System calculates:
 oDeath Gratuity
oFamily Pension
oEnhanced Family Pension
6. PAO authorizes Family Pension PPO.

13. Special Workflow for NPS/UPS Cases

1. HOO initiates NPS Exit.

2. Employee submits NPS Withdrawal Forms.
3. PAO verifies PRAN.
4. For DCRG authority the case was
5. System transmits data to CRA.
6. Separate workflow shall exist for NPS benefits.
7. No CCS Pension PPO shall be generated for pure NPS exits.

14. Invalid Pension Workflow

1. HOO uploads Medical Board Certificate.

2. Employee submits Form 6A.
3. HOO verifies eligibility.
4. System calculates Invalid Pension.
5. PAO authorizes PPO.

15. Resignation Workflow

1. HOO approves resignation.

2. Employee status updated as Exited.
3. No Pensioner ID shall be generated under Rule 26(1).
4. Technical resignation under Rule 26(2) shall preserve qualifying service.

16. Provisional Pension Workflow

1. HOO records reasons for provisional pension.

2. System generates Provisional PPO.
3. Final PPO shall be generated after clearance of pending issues.

17. Fixed Medical Allowance (FMA)

1. System shall determine eligibility.

2. FMA option shall be captured.
3. FMA shall be sanctioned separately.
4. Pensioner Master shall reflect FMA status.
5. Quarterly payment and accounting shall be generated.

18. Digital Repository

1. All forms and supporting documents shall be stored electronically.

2. Digitally signed documents shall be downloadable.
3. Repository shall maintain complete document history.
19. Audit Trail

1. Every workflow action shall capture:

o User ID
o Date & Time
o Role
o Action Taken
o Remarks
2. Audit logs shall be immutable.

20. Reports and MIS

The system shall generate reports relating to:

 Retirement Cases
 Family Pension Cases
 NPS Exits
 Pending Cases
 Returned Cases
 PPO Generation
 Pensioner Master
 Budget Utilization
 Audit Trail
 FMA
 Accounting
 Recovery

21. Role-Based Workflow

Employee
→ Head of Office (HOO)
→ Drawing & Disbursing Officer (DDO)
→ Employee (Submission of Forms)
→ Head of Office (Verification & Sanction)
→ PAO Operator
→ PAO Supervisor
→ PAO Approver
→ Pensioner Master Creation
→ Payroll Payment Interface
→ Pension Disbursement

22. Mandatory System Validations

The system shall ensure that:

 No case is forwarded without Vigilance Clearance.

 No case is forwarded without Service Verification Certificate.
 Mandatory forms under CCS (Pension) Rules, 2021 are completed.
 Form 7 and Pension Calculation Sheet are generated automatically.
 Pension calculations comply with CCS (Pension) Rules, 2021.
 PPO is generated only after PAO authorization.
 Complete audit trail is maintained.
 Role-based access controls are enforced.
 Employee and Pensioner Master are synchronized automatically after authorization.