3. PROCEDURAL INSTRUCTIONS REGARDING SANCTION AND PAYMENT OF RETIREMENT BENEFITS ADMISSIBLE UNDER THE STATUTES FOR THE GRANT OF RETIREMENT BENEFITS TO EMPLOYEES OF THE UNIVERSITIES OF BIHAR (EXCEPT PATNA UNIVERSITY).
CHAPTER1.
G.P.FU ND Under the Statutes referred to above, which come into force from 1.4.72- three alternative schemes, viz., General Provident Fund-cum-Pension-cum Gratuity Scheme, Contributory Provident Fund-cum-Gratuity Scheme and Contributory Provident Fund Scheme will be available for option by the University employees who entered the University service before 1-4-78 and had not ceased to be in University service before 1-4-72. Those who joined the University service on or after 1-4-78 will be governed only by the G. P. Fund cum-Pension-cum-Gratuity Scheme.
The eligible employees must exercise their option, send the same to the Registrar through their Principal/ Head of Department concerned, in the form given in Annexure-IX, within 3 months of the date of issue of notification by the University calling for option. Those who do riot exercise their option or from whom the option is not received in time will be deemed to have opted for the G.P.Fund-cum-Pension-cum-Gratuity Scheme,
2. Those who opt or are deemed to have opted for the General Provident Fund-cum- Pension-cum-Gratuity scherne or to whom this Scheme is automatically applicable, will inform in writing to the Registrar of the University concerned/ Principals of the constituent colleges con reed, the ratio at which they like to contribute to the G.P Fund, commencing with their pay bill for April each yea r, The rate of subscription will not be less than 6%% and not more than maximum of their emoluments as on the 31st March of the preceding year.The rate of subscription will be in the nearest whole rupee (50 Raise and above to be rounded up to the next higher rupee). The subscribers to the Fund will be entitled to vary the rate of subscription only once during a financial year.
3. The above Intimation will be received in the Provident Fund Section of the University Office of the Principal concerned. The Section/Principal will see that the rate of subscription is In accordance with the provisions of the Statutes. Thereafter a General Provident Fund Account Number will be allotted to each subscriber and intimated to the subscriber for quoting it on all future salary bills in which contributions towards G.P. Fund are made.
4. The self drawing staff will enclose to their salary bills a schedule in triplicate, in the proforma enclosed at Annexure-I indicating their Fund Account Number, the amount deducted in the salary bill on account of subscription to the Fund and or refund of advance, if any. In the case of other stall, this Schedule will be prepared by the authority drawing their salary
5. On receipt of the Schedules with the airy bills, the Salary paying Section, will keep one copy of the schedule with the salary bill and pass on the other two copies to the Provident Fund Section indicating the number and date of the cheque and its amount, the number and date of the advice and its amount, through r. hip the amount involved has been remitted to the Bank. This will apply only in respect of cases where salary is paid directly by the University Office. A separate saving account known as General Provident Fund Account in the name of each subscriber will be opened with any Nationalised Bank Post Office as may be decided by the Vice-Chancellor at different headquarters. These accounts will be operated on the authority issued by the Registrar, Principal or such other officer(s), as may be authorised by the Vice- Chancellor. The subscription made by the employees will be remitted by the salary paying section to the Bar Post Office concerned along with the Pass Books, as and when the salary bills are paid.
6. The Provident Fund Section office of the Principal will also maintain the General Provident Fund ledger of each subscriber in the proforma enclosed at Annexure-II. This account will be posted from the schedules (Annexure-1) received from the Salary Paying Section, The amount of interest earned by the subscribers will be noted in the RE ledger from the credit given by the Bank. The entries made by the Bank/Post Office in the Pass Books shall be compared with the entries in the RE ledger and discrepancies, if any, shall be set right.
7. If any subscriber desires to invest any part of his balance in the Fund In National Savings Certificates, G.P.Notes of Fixed Deposits in any Nationalised Bank or other approved Trustee securities, his application for purchase of such certificates etc. shall be examined and if found in order, investment shall be allowed with the approval of the Vice-Chancellor/Principal.
These certificates etc. will be kept under the custody of the Registrar/Principal. A record of those certificates will be kept in a register over the signature of Registrar/Principal in the form at Annexure III. and a physical stock taking of these will be done in the month of January each year to verify that all the certificates etc. are in existence. The interest earned on these investments will be deposited in the Provident Fund Account of the subscriber concerned and shown in a separate column in his General Provident Fund ledger account. If a subscriber so desires, he/she may be allowed to draw money from his/her Provident Fund to pay premium of his/her Life insurance Policy (ies), provided that the policy/policies is/are assigned to the Registrar of the University. Such policies will be kept in the register in the form at Annexure-III.
8. Provident Fund Section and also the office of the Principal in case of constituent colleges will keep a record of nominations received from the subscribers. In the month of June every year or soon thereafter not later than September, the subscribers will be furnished a statement of their account upto the end of the preceding financial year by the P.F. Section/office of the Principal concerned and also requested to send nomination forms if not already furnished.
9. Applications for temporary advances from the fund will be received by Provident Fund Section/office of the Principal. After necessary verifications advances shall be sanctioned within the limits prescribed under the Statutes, under the orders of the Vice- Chancellor. However, Vice-Chancellor may authorise the principals of the Constituent Colleges for sanctioning advances to the persons working in the colleges and may authorise the Registrar to sanction advances to TheGr.III& IV staff working in the PG. Departments and the University Office, Advances lo the Principals, teachers working in the PG. Departments and the officers of the University shall be sanctioned only under the orders of the Vice-Chancellor.
The entry of the advances shall be made in the RE ledger. The repayment of the advances will be watched by the salary paying section and the Heads of the institutions to ensure that recoveries of the advances are regularly affected till liquidation.
11. on receipt of applications for final withdrai.val in the case of subscribers who retire and are alive. the RE Account, will be closed after obtaining approval of the Vice-Chancellor and the amounts and certificates etc. released to the subscriber after such verification as may be considered necessary. The closure of the account etc. will be suitably noted in the relevant registers.
In case of death of the subscriber, either before retirement or after retirement but before release of his/her deposits in the Fund, the RF. Account and the certificates etc. if any will. After obtaining approval of the Vice-Chancellor, be closed and the amount due and the certificates etc, after such verification as may be considered necessary shall be released to hister nominee/nominees. as thecae may be on the basis of the latest nomination, made by the deceased on record.
If there is no nominee, the amount will be released in accordance with the provisions of the Statutes.
12. As the scheme comes into force with retrospective effect from 1-4-72 the subscriptions already made by the employees, (who opt for GP Fund-cum-Pensioncum-Gratuity Scheme) to 'heir G.P. Fund will be transferred to their G Fund account along with interest earned thereon upto the date of such transfer. The employee's share of the contribution with interest thereon will be transferred to the Pension & Gratuity Fund. In the case of those who have retired and opt for Provident Fund- Pension-cum-Gratuity, only the employer's share plus Interest thereon) of the G.P, Fund will be transferred to the Pension and Gratuity Fund. Their own contribution plus interest thereon will be payable to them. In case an employee has already received final payment of his/her G.P. Fund accumulation, the employer's share of the contribution (plus interest thereon) shall be deposited by him either in cash or by adjustment from the amount of gratuity or both.)
CHAPTER-II PENSION AND GRATUITY FUND
1. The University will have a Pension & Gratuity Fund known as University Employees' Pension & Gratuity Fund. The following amounts shall be credited to this fund:
(i) Employer's share (plus interest thereon) of the contributions made to the G.P. Fund Account of employees, who joined service on or after 1.1.78 and of employees who joined service before that date and have opted for the G.P.
Fund-cum-Pension-cum-Gratuity Scheme.
(ii) Employer's share(plus interest thereon) of the contribution made to the G.P.Fund to the extent of 2% of the emoluments of such of the employees who joined service before '1.4.78 but have opted for the G.P. Fund-cum-Gratuity Scheme.
(iii) Contribution to the Fund received from Slate Government from time to time.
2.The University will include In their budget estimates the amount retirement by them for payment ofpensicin including commuted value of pensions and Gratuity during the next financial year. Thane estimates will include (i) 10% of pay of all the employees of the University in the coming financial year irrespective of the scheme by which they are governed and (ii) any additional sum required during the year.
3. The account for the fund will be maintained in one of the scheduled banks at patna, as may be decided by the vice-Chancellor. This fund will be operated by the registrar and/or such other officer (s) as may authorised by the Vice-chancellor.
4. This fund will be utilised for payment of Pension including commuted value of pension, family pensions and gratuity to the employees of University or their beneficiaries, eligible to these benefits, as the case may be. These payments will be authorized through pension pagnent orders in the form enclosed at Annexure-VI, which will be signed by the Finance Officers and the Registrar. The Registrar will also sign the pension Payment order, where payment of an amount excedding Rs. 5000/- is involved.
5. The employees (or their beneficiaries in the case of family pension) will draw their pension as also commuted value of pen ion and gratuity, as the case may be, from the Banks on which the Pension Payment Order is issued. For this purpose, the employees or their beneficiaries will be required to open single account in his/her name, with the Branch of the sank from where they want to draw the pension/gratuity While the commuted value of pension and or gratuity will be paid in one lump sum, pension will be credited by the Bank in the employees' beneficiaries' account monthly. The Bank will debit all these payments to the Pension and Gratuity Fund of the University and send a monthly amount thereof duly supported by scrolls of disbursements made, which will quote in each case, the number and date of the Pension Payment Order, on the authority of which the payment is made. The Bank will also indicate the credit received and the balance available in the Fund at the end of every month. These figures will be checked in the Provident Fund Section of the University and a report about the position of the balance in the Fund submitted to the Vice-Chancellor every month_ Depending on the quantum of the balance, anticipated receipts and expenditure, theVice-Chancellor may decide to invest a portion of the amount lying in the Fund in short or long term deposits with the bank.
6. The Heads of Institutions in the ease of non-teaching staff serving in Colleges/Departments/institutions and the Registrar, in all other cases will draw up a list of persons due for superannuation during the next financial year, by the 1st of August each year. These lists will be drawn in three parts-one of those who have opted for G.P.Fund-cum-Pension-cum-Gratuity Scheme, another for those who have opted for G.P.Fund-cum Gratuity Scheme and the last of those who have opted only for G.P. Fund Scheme. The list of those persons who have opted for G,P.Fund-Cum- Pension-Cum-Gratuity Scheme as also of those who have opted only for G.P. Fundcum-Gratuity Scheme, will be sent to the Provident Fund Section, for preparation of the budget estimates for pension and gratuity for the next year.
These lists will indicate the length of service of these individuals will have on the date of their retirement and the rate of pay reckonable for pension that they will be drawing during the last ten months of their service. In the case of teaching staff, a copy of the list will be sent by the Registrar to the Heads of Institutions, where they are serving.
7. At least six months before tile date of retirement on superannuation of an employee, the Head of the institution and the Registrar in the case of employees in the University office will initiate the proposal for grant of pension and gratuity in the case of persons who have opted for G.P. Fund-cum Pension-cum-Gratuity Scheme and gratuity only in the case of those who have opted for G.P. Fund-cum-Gratuity Scheme. An application in the form enclosed at Anne cure 11/41 will be prepared by the Head of the Institution/Registrar for this purpose.These applications will be accompanied by two slips on quarter sheet of paper bearing specimen signatures of the applicant and his/her wife/husband and two joint photographs of husband-wife, both duly attested by a gazetted officer or an officer of the University or Principal of the college concerned. In the case of Parcianashin ladies, joint photographs may not be furnished along with the application. In such cases thumb and linger impressions or specimen signatures in the case of those who are literate and particulars of height ,and personal marks, shall be required to be furnished in duplicate, on two separate sheets, duly attested by a gazetted officer or an officer of the University or the Principal of the college concerned. The applicant shall also furnish thumb and finger impressions or specimen signatures (if liter- ate) and personal marks of them, spouses, in duplicate on two separate sheets duly attested by a gazetted officer or an officer of the University or Head of the Institutions.
In addition to the above, the following certificate shall be obtained from the employee and enclosed with the application:
1 hereby dedare that I have neither applied for nor received any pension or gratuity in respect of any portion of the service included in this application and in respect of which pension or gratuity is claimed herein nor shall submit an applica-. tion hereinafter without quoting a reference to.this application and to the orders which may be passed thereon".
8. After completion of the application as above, the Head of the Institution where the employee is serving and the Registrar in the case of employee serving in the University office will forward the applications along with the service record to the Provident Fund Section for processing. The application for pension and/or gratuity completed as stated above, will be forwarded along with the service record of the employee, to the Provident Fund Section. That Section will check the application with the service record of the employee concerned to verify the length of service in all cases and also the rate of emoluments in the case of non-teaching staff serving in College/Departments/ Institutions.
If need be, the pay bills for such staff will be obtained for verification from the Colleges/Department/Institutions.The rate of emoluments in other cases will be got verified from the salary paying section. Thereafter the proposed rates `of pension and gratuity will be checked and the pension application putup to the Vice-Chancellor, stating specifically the amount of pension/gratuity admissible to the applicant under the rules.
9. On receipt of orders of Vice-Chancellor as above, the Pension & Gratuity Section will ask the applicant to furnish 'No demand certificates' from the various Departments concerned if not already received. When these are received, a pens& payment order in the form enclosed at Annexure-Vi for payment of pension and/or gratuity, as the case may be, issued by the Pension and Gratuity Section authorising payment of pension and/or gratuity as approved by the Vice-Chancellor, The payment of pension will commence from the first of the second month following the date of the employee's retirement i.e. a person retiring on 31.3. will be paid his first pension for the month of April, on 1.5.The amount of gratuity, will, however, be payable immediately after retirement.
10. If due to any reason verification of the records of any employee who has retired and has applied for payment of the pension, gratuity etc. due to him, is delayed beyond one month of the date of retirement of the employee, provisional pension will be paid to the employee to the extent of 90% of the expected pension due to be paid to the employee, and this provisional pension shall start being paid to the retired employee not later than from the second month of the dale of retirement of the employee.
Provided further that if the verification etc. of records is not completed even after one month of the date of retirement of the employee, and the pension of the retired employee is not determined on that account for a period of ten months from the date of retirement of the employee, the provisional pension to the extent of 90% of the expected pension as being paid as above, shall be suitably raised to 100% of the expected pension, and be finally regarded as the pension to which the employees shall be entitled".
11. Provident Fund Section, will forward to the Bank with whom the Pension & Gratuity Fund is maintained the original copy of the Pension Payment Order, an attested copy of the employ's and his/her spouse's specimen signatures, as well as an attested copy of the joint photograph of the employee and his/ her wife/husband, as the case may be. In the case of Parclanasheen ladies personal marks will be sent, instead of joint photographs. The following seal will be embossed on the original copy of the P.P.O.
XXXXXXXXXXXXXXXX