Record office duty
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1.
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R.O. should ensure that Release Medical Examination/Release Medical Board is held in advance by 08 months of the date by which individual is likely to be discharged.
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2.
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R.O. should ensure that all pension papers are received from unit concerned 6 months before the date of discharge of the individual.
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3.
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R.O. should ensure the receipt of nomination for life time arrears of pension/family pension.
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4.
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R.O. should ensure attestation of joint photograph which is required to be pasted in the space provided in pension application.
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5.
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R.O. should ensure that the enhanced rate of family pension has been determined with reference to the date of birth of the individual.
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6.
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R.O. should ensure that all columns provided in the LPC-CUM-DATA-SHEET are filled properly.
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7.
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R.O. should ensure information regarding payment of provisional pension is reflected in the space provided in the data sheet.
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8.
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R.O. should ensure basic pension and net pension determined have been worked out correctly.
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9.
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R.O. should ensure that discharge Roll, Sheet Roll, enrolment Form and other relevant pension documents are invariably kept for authentication of LPC-CUM-DATA-SHEET by the PAO.
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10.
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R.O. should ensure sanction of Competent Authority regularising irregularity i.e. break in service and sanction for condonation of deficiency in service/rank.
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11.
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R.O. should ensure that all cols. of LPC-CUM-DATA-SHEET required to be authenticated by PAO have been completed before submission of the pension claim.
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12.
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R.O. should ensure that application for commutation of pension on prescribed form has been obtained duly recommended by the Competent Authority
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13.
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R.O. should ensure that Retirement Gratuity (DCRG) claim has been obtained from the pensioner.
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14.
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R.O. should ensure that while submitting LPC-CUM-DATA SHEET to PAO for checking all the requisite documents have been submitted to him for proper audit of the calculation furnished therein.
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15.
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R.O. should ensure that all supporting documents alongwith LPC-CUM-DATA SHEET duly checked by the PAO alongwith certificate furnished by him have been sent to PSA well in advance of the date of discharge of the individual.
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Procedures for sanction of pension
Personnel Below Officer Rank discharged from service with 15 years or more qualifying service are granted service pension, retirement gratuity, commutation of pension and ordinary family pension (that would be payable to spouse in the event of death of the Personnel). The following documents will be received by Record Offices from concerned Units and Personnel, 8 months before the date of discharge:
The Units concerned forward all documents/information relating to pension alongwith details of the family to the Record Office concerned at least 8 months before the date of discharge of the individual.
The individual to be discharged furnish the following information/documents to his Record Office through his Unit at least 8 months before his date of discharge:
(i) Three copies of his joint photograph with his spouse in civil dress duly verified on the reverse by his O.C Unit.
(ii) Application for commutation of his pension, if desired.
(iii) Nomination for payments of LifeTime Arrears of his pension in quadruplicate.
(iv) Particulars of his Pension Disbursing Authority.
11. THE RECORD OFFICES CONCERNED
(i) Check the record of service (Sheet Roll within the next 18 months and initiate the preliminary action 12 months in advance of his discharge for grant of service pension and retirement gratuity etc.
(ii) Verify the service and record, a certificate to that effect, 9 months in advance.
(iii) Obtain sanction of the Competent Authority for condonation of deficiency in service/Rank, where necessary.
(iv) Prepare a Last Pay Certificate –cum-data sheet in triplicate containing the service particulars other details of service and forward in duplicate to his P & A officer (ORs) alongwith Sheet Roll at least 5 months in advance of the date of discharge for check and completion.
(v) On receipt of LPC-cum–datasheet the PAO (ORs) submit the same along with following documents at least 3 months in advance of date of discharge to the Principal CDA (P) for grant of pensionary benefits to the individual:
(a) Discharge Roll-cum-pension application form (I.A.F.Y-1948-A)
(b) Commutation Application (I.A.F.A-340-A (I)) if applied for.
(c) Medical Examination Report (A.F.M.S.F-18) or a copy of annotation made about longevity of the individual for the purpose of commutation of pension alongwith Medical Examination Report ( A.F. M.S.F-18) if the individual was brought before Release Medical Board.
(d) Family details.
(e) One copy of the nomination made for payment of Life Time Arrears of pension.
(f) Sanction of the Competent Authority where such sanction is necessary under pension regulation.
(g) One copy of joint Photograph with spouse of the discharged individual in civil dress.
(h) Certificate whether or not a disciplinary/judicial proceedings is pending against the individual.
The Principal Pr. C.D.A.(P) scrutinise and check the pension claim and calculate service pension, retirement gratuity, commutation of pension, if applied for and ordinary family pension admissible to the individual and notify the same in Pension Payment Order not later than one month before the date of discharge of the individual. All dues intimated by the Record Office/PAO (OR’s) is recovered from the retirement gratuity due and in addition withheld ten percent of retirement gratuity or rupees RS. 1000/- whichever is less to cover unassessed dues. The withheld amount of retirement gratuity is released automatically after 6 months of the date of retirement unless any dues intimated by PAO(ORs)/Record Office is adjusted against the withheld amount.
Two copies of PPO (original and triplicate) is forwarded to the Record Office concerned alongwith pension certificate (to be handed over to the individual) for onward transmission of original copy of PPO to the PDA concerned.
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