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Many
of the errors noticed in the GPF accounting
are due to improper data received in this office
in the form of Schedules. Carelessness or Ignorance
on the part the officials of the concerned
departments causes the data sent to this office
to be erratic, illegible or incomplete. We,
the office of the Accountant General Nagaland,
always desire an error free GPF account, so
that subcribers are assured that the money
they contribute to the fund are safe. To achieve
our vision to have an error free GPF accounting
system, we solicitate the cooperation of the
Drawaing and Disbursing Officers and Treasury
Officers. We hope that tips provided here to
the DDOs and TOs would help to provide us with
perfect data in respect of the contributors/contribution
to the fund.
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Have full
knowledge on the structure of "Account
Number" provided to the Subscribers. Please
click here to know how the GPF Account No.is
structured.
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Ensure that
correct Series & Number are
quoted with the Account Number issued by this
office in the GPF schedules |
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Ensure that
full name of the subscriber is quoted against
the Account Number. Avoid initializing the name
with the title of the subscriber. Example:
P. Angami, S. Sema, etc. - avoid these. Provide
full name - Puhonol Angami, Sukhavi Sema, etc. |
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It would
be advisable to print the details in the schedules
than to write by hand. Do not use hand written
carbon copies; Ensure that Cyclostyled copies
are clear and legible. |
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Ensure that
Schedules are prepared in chronological order
of the Subscribers Account Number. |
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Ensure that
minimum subscription of the employee is not less
than 6% of Basic Pay + Dearness Pay and not more
than Basic Pay + Dearness Pay |
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Ensure that
all schedules are properly signed and stamped
by DDOs and TOs. |
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Ensure that
Grade IV and workcharged staffs' schedules are
NOT clubbed along with schedules of Grade III
or others. Separate Schedules are to be prepared. |
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Ensure that
there is no overwritting/overtyping on the Account
Number, Name and Amount to avoid confusion. If
error occurs strike through the incorrent entry
and write or print above in clear space. |
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While
forwarding papers for withdrawals from Fund
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Ensure that
the Account Number (including Series and Number),
Name in full are inscribed in all the submissions/forms/Bills
forwarded by the department. |
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Ensure that
the latest and original copy of the GPF statement
is attached with the application of the subscriber.
If DDO/TO has any doubt on the authenticity of
the GPF Statement submitted by the Subscriber,
the same may be referred to this office for varification. |
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Ensure that
the Government sanction order is attached with
the application forwarded to this office for
withdrawals from the fund. |
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Authorize
amount within available Credit of the Subscriber
as per his/her latest GPF statement. |
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While
forwarding papers for Final withdrawal from
Fund - |
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Ensure that
all relevant documents are attached
with the application. Click here
to find the list of documents required to be
submitted. |
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Prepare the
documents well in advance of retirement. |
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Ensure the
documents are submitted through the department
nodal officer. |
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Ensure that
adequate care is given while filling up the forms
for submission to void errors and ommission which
may cause undue delay in settling the case. |
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Do not omit
the Account No. or Name while preparing the Schedules. |
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Do not club
the monthly subscription alongwith refund of
withdrawals. This has to be shown separately
in the schedule indicating as "refund" or "subscription" against
the amount. |
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Do not club
more than one months subscription or refund together.
If an employee draws more than one month's pay
at a time, the GPF schedule should either be
prepared separately for each month or the amount
shown separately for each month. |
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Do not change
the "series" of the Account Number
unilaterly, just because the employee has been
transfered from one department to another. "Series" is
a part of the Account Number which is alloted
by this office. Changing the "Series" unilaterly
will create a dupilicate Account Number which
will result in missing credits against the subscriber's
account. |
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Do not use
nicknames or short names of the subscribers. |
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Do not prepare
Grade IV schedules along with schedules of Grade
III or above. |
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While
forwarding papers for withdrawals from Fund
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Do not use
photocopies of Statements or older versions of
statements for authorising withdrawals from Fund. |
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Do not authorise
to sanction withdrawals for an amount greater
than the balance shown in the GPF statement. |
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While
forwarding papers for Final withdrawal from
Fund - |
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Do not sent
final payment papers directly to this office.
Ensure that the papers are routed through the
department concerned. |
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