2HOO_Bhavishya

BHAVISHYA Pension Sanction & Payment Tracking System An Initiative of Department of Pension & Pensioner’s Welfare User Manual - HEAD OF OFFICE (HOO) (Pension Cases of Serving/Retired Government Employees) Last Updated Date 02/12/2019

Table of Contents S.No. CONTENT PAGE NO. 1 About ‘Bhavishya’ 1 2 Registration process for Head of Office (HOO) 2-4 3 Actions by Head of Office (HOO) 5-6 4 Stakeholders 7 5 Objective & Special Feature 9 6 How to Access BHAVISHYA 10 7 Bhavishya: Home Page 11 8 Bhavishya: Login Page 12 9 Bhavishya: HOO Dashboard 13 10 Actions 14-27 10.1 Service Verification 12 Months Before Date of Retirement (12M BDR) 15 10.2 Form Received 6 Months Before Date of Retirement (6M BDR) 16-17 10.3 Forms Verification 4 Months Before Date of Retirement (4M BDR) 18-19 10.4 Fill Form 7 and 8: Form-7, 4 Months Before Date of Retirement (4M BDR) 20-22 10.5 Fill Form 7 and 8: Form-8, 4 Months Before Date of Retirement (4M BDR) 23-25 10.6 Send to PAO 4 Months Before Date of Retirement (4M BDR) 26-27 11 Revision 28-33 12 Contact Details 34

ABOUT ‘Bhavishya’ Department of P&PW have introduced an online Pension Sanction and Payment Tracking System called ‘BHAVISHYA’. Actions for timely payment of retirement dues and issue of Pension Payment Order (PPO) start one years before the date of retirement of the employee. There are a number of intervening stages and the system will pinpoint delays at each stage to enable timely interventions. The tracking can be done by the retiring employee as well as the administrative authorities. In addition, forms required during the process are available in electronic format. The retiring employee can fill the forms online. It facilitates the administrative authorities by processing the claims and passing on the calculated amounts and other details to the Pay and Accounts Offices. The new system will also capture personal information, service data and contact details like mobile number and e-mail etc. The retiring employees will be kept informed of the progress of pension sanction process through SMS/E-mail. Page |1

Registration process for Head of Office (HOO) 1. Fill Registration Form online at Bhavishya website– https://bhavishya.nic.in 2. Mandatory details required are DDO Code, PAO Code, NIC/GOV Email-id and Mobile No. Registration Page |2

Registration Form 3. After submitting form, you will receive OTP on your mobile number and Email-id. 4. Enter the OTP sent on your mobile number & Email-id and submit form. You will get reference number, which you can use to print & upload the form. Page |3

5. Take the print-out of the filled form and upload the scanned signed copy of the form on the Bhavishya website. The forms will be processed by the concerned Nodal officer-one in each Ministry/Department. Contact details of these Nodal Officers are available at Bhavishya website. 6. Enter reference number, security code and submit ‘Print/Upload Registration Form’, you will receive OTP on registered mobile number and Email-id. Enter any of the OTP as shown in the next screen. 7. Enter the OTP sent on your mobile number/Email-id & submit the form, you will get the option to ‘PRINT’ (to print filled registration form) and ‘UPLOAD’ (to upload the signed copy of registration form). Page |4

Actions by Head of Office (HOO) 1. Login to Bhavishya (https://bhavishya.nic.in) 2. HOO can view the list of employees who are going to retire in the next 15 months under Retiree Details. He can also track the pension process of every case. 3. HOO will receive alerts for each pending activity according to the roadmap set by DOPPW. 4. If there is any detail of retiree which needs correction, HOO must ask DDO to carry out necessary changes in ‘CompDDO’/Salary package and upload a fresh XML file in Bhavishya. If the office is using ‘EIS’ then the retiree’s enrollment details will be automatically reflected in bhavishya. 5. On Home Page, HOO can view progress report (both Tabular and Graphical) of actions taken/pending for the retirees. 6. HOO has to complete following Actions for each retiree according to the due dates:  Service Verification (12 Months before Date of Retirement): HOO/Dealing hand has to upload the scanned PDF copy of the Service Verification Certificate of each employee.  Send Forms to Retiree (08 Months before Date of Retirement): Retiree is asked to fill up the pension forms online. If retiree has mobile no. and email-id, then SMS & Email alert will be sent for online filling of forms.  Retiree will login into the software using credentials sent on his/her mobile no. and email-id which will be login id as (PAN) and password (initially DOB as ddmmyyyy, that to be changed mandatorily via OTP).  A confirmation Email and SMS will be sent to retiree, giving status of each action.  Retiree has to submit NDC request online via link to e-Awas website.  Retiree will fill up details required through the menu option –“Information to be filled by Retiree”.  Based on the information filled by retiree; Pension Forms (Form1, Form A, Form3, Form5, FMA, Commutation Form and Undertaking Form) will be auto generated by the software.  Retiree needs to click ‘Send forms to HOO’ after filling all the forms. Page |5

 Once forms have been submitted online to HOO, no editing can be done by retiree.  Individual will take print out of forms. Duly signed copy of each form is to be handed over to HOO.  Verification of Forms (04 Months before date of retirement): The pension forms received are verified by Head of Office (HOO). If any correction is required, forms can be returned online with remarks/reasons.  Action 4 months before date of retirement: Worksheet of Form 7 and Form 8 are filled online and checked by Head of Office before finally submitting to Pay and Accounts Office (PAO) online as well as signed copy of the forms along with calculation sheet.  Send to PAO: After filling Form 7 and Form 8 send the forms to PAO.  PPO (1 month before date of retirement (BDR): PPO number of the retiree is updated automatically from the ‘PFMS’ / ‘COMPACT’ package in PAO. 7. Reports: HOO can view various MIS Reports generated by Bhavishya. 8. In Utility, HOO has various options  Add/Update Functional Head: -Short Codes can be added as guided by respective PAO.  Retiree Forms: -HOO can fill retiree pension forms from his login itself in case the individual is unable to do so.  Identity Card: -Pensioners Identity Card can be generated through this utility.  Update Photograph and Sign: - HOO can update images without returning the case to Retiree.  Update Undertaking: - HOO can upload fresh file without returning the case to Retiree Page |6

Stakeholders  Individual (Retiree & Pensioner)  Drawing & Disbursing Officer (DDO)  Head of Office (HOO)  Head of Department (HOD)  Pay & Accounts Office (PAO)  Directorate of Estates (DoE)  Central Pension Accounting Office (CPAO) Page |7

Objective   Retiree should get all the retirement benefits on time and also get the first pension & subsequent pensions on time.  Timely processing of cases at each level.  Alerts, Reminder & Notifications to concerned stakeholders for every action due & performed.  Online tracking of pension cases at retiree level.  Guide the retirees to fill the forms as per CCS Pension Rules, 1972 and take the necessary steps related to his/her retirement process on time. Page |8

Special Feature  Single window and user friendly interface which makes it a convenient approach for retirees to know the whole procedure related to their retirement process online.  Auto registration/enrolment of retiree.  Online registration for DDO/HOO/PAO etc.  Help departmental authorities in monitoring delay.  Retirees can fill and print all the Pension related forms online by login into their accounts.  Auto Alerts/Reminders to concerned stakeholders for avoiding delays in pension process.  Auto Notifications at different stages of retirement process to ensure smooth working.  HOO can perform various activities online like filling of details for Form 7 & 8 and sending forms to PAO.  Auto Generation of Form 7, Form 8 & Calculation sheet.  Online transfer case to PFMS.  Online capturing of PPO no. and payment details of various retirement benefits from PFMS.  Online capturing of SSA no. and Pension credit details from CPAO. Page |9

How to Access BHAVISHYA  URL :-https://bhavishya.nic.in OR  Go To Pensioners Portal (http://pensionersportal.gov.in) & Click on Bhavishya P a g e | 10

Bhavishya: Home Page P a g e | 11

Bhavishya: Login Page LOGIN CONTINUE  Enter your user id or email registered with Bhavishya and Security code and click on ‘Continue’ button LOGIN  Now, enter your password and click on ‘Login’ button Note: Password will be same as your email id password For example: - If email id registered in Bhavishya is [email protected] Password: same password for this email  Department can have more than one login for HOO/PAO and their dealing hands. However, there must be only one active login for DDO processing salary for the employees. P a g e | 12

Bhavishya: HOO Dashboard  HOO can view the list of retirees going to retire in next 15 months.  HOO gets SMS/E-mail alert for each activity due & performed. P a g e | 13

Actions HOO has to complete all the actions in sequence for all the retirees with-in the given time frame.  Scanning and uploading of concerned document is required in • Service Verification  Automated Actions • Sent form to Retiree • Form Received:- Capturing “Form Sent Date by Retiree” • PPO Issued P a g e | 14

Service Verification 12 Months Before Date of Retirement (12M BDR) 1 3 4 25 • Scan and upload the Service verification certificate and specify the period of verified service. • Follow the steps 1 to 5 to upload the certificate. • HOO can view uploaded Service verification certificate. P a g e | 15

Form Received 6 Months Before Date of Retirement (6M BDR) Forms not submitted electronically No. of retirees who have not submitted their forms online  Click on no. in front of ‘Forms not submitted electronically’ to view the list of retirees who have not submitted their forms online through Bhavishya. You will be directed to the screen given below If you wish to fill pension forms of any retiree from your login, click on edit button Forms Submitted Electronically but Signed Copy of Forms Not Received No. of retirees who have submitted their forms online, but HOO has not received their forms online  After retiree submits forms online, HOO need to receive his forms online too on Bhavishya P a g e | 16

 Click on the no. against ‘Forms Submitted Electronically but Signed Copy of Forms not received’ 1 2 Step1: Click on the check box and upload the bank undertaking received and signed by retiree. Step2: Click on Submit  To Return Back the forms to retiree click on ‘Return Back’ button. HOO mandatorily has to give the reason for returning the case. s  Once the forms are received online it will be seen in ‘Signed Copy of Forms Received’ P a g e | 17

Forms Verification 4 Months Before Date of Retirement (4M BDR) 1 3 4 56 2 1. Pension forms submitted by retiree must be verified 4 months before the date of retirement. 2. Click on the ‘Browse’ button to upload the duly signed copy of Bank Undertaking. 3. To view the details filled and submitted by retiree click on the ‘View Forms’ button. 4. To view or edit the images uploaded by retiree click on the ‘View/Edit Images’ button 5. To Return Back the forms to retiree click on ‘Return Back’ button. HOO mandatorily has to give the reason for returning the case. 6. Finally, click on ‘Verify’ button. P a g e | 18

On clicking ‘View’ button a pop-up will activate showing all the details filled submitted by retiree to HOO. On clicking ‘Return’ button a dialog box will appear in which reason for returning the case has to be mentioned. The reason will be visible to retiree for performing required changes. P a g e | 19

Fill Form 7 and 8: Form-7, 4 Months Before Date of Retirement (4M BDR) 1 2 1. Semi-filled Work sheet of Form7 will be available, you can modify the data, if required, like type of pension, last 10 months emoluments etc., as shown on the next page. 2. Click on Edit button to open worksheet of form-7. P a g e | 20

Select ‘6th’ or ‘7th’ CPC 3 Click on ‘Add’ button after filling all the details i.e. period from, period to, basic, basic drawn etc., 3. Click on ‘Submit & Calculate’ after checking all the filled details to automatically generate Calculation sheet. P a g e | 21

4 4. Finally click on ‘Save Calculation’ button P a g e | 22

Fill Form 7 and 8: Form-8, 4 Months Before Date of Retirement (4M BDR) 1 2 Recoveries pending against the retiree are to be mentioned in this form.  If retiree does not have recoveries then just fill the ‘File number’ (number of file which is maintained for the individual manually) and click on ‘Submit’ If any recoveries/dues are there pertaining to retiree/individual then P a g e | 23

1. ‘Select Recovery type’ for which amount is to be recovered 2. Enter Recovery amount and Click on ‘Add Recovery’ If recovery type is not found in drop down then click on ‘Others’ 1. As soon as, you click on ‘Others’ short code is asked 2. Then, you need to first Add/Update Functional Heads from the Utility menu as shown below. P a g e | 24

3. Fill the details of the recovery type like code, functional head, functional desc. Object head, category and grant no. and click on ‘ADD’. Shot codes which were added/updated using UTILITY  ADD/UPDATE FUNCTIONAL HEAD 4. Select respective ‘Shot code’ from the dropdown, enter recovery amount and click on ‘Add Recovery’ button. Send to PAO 4 Months Before Date of Retirement (4M BDR) P a g e | 25

13 2 A. Form not Sent to PAO:- 1. Send the pension forms to PAO online, after checking the current view of Form-7 & 8. 2. Click on ‘Forward’ button to send all the pension forms (Form7, Form 8, Form 1, Form A, Form 3, Form 5) to PAO online. To Return Back the forms to retiree click on ‘Return Back’ button. 3. Forms returned back from PAO can edited and must be forward again to concern PAO. View and Print forms B B. Take the print-out of forms (Form7, Form8 & calculation sheet) & submit the signed copy to PAO. P a g e | 26

Note: - Action taken by PAO (e.g. status of pension case, assigning of PPO & retirement benefit payment details) updated automatically in the Bhavishya. Revision REVISION REVISION OF PENSION Step 1: Select ‘Revision’ tab Step 2: From the dropdown select ‘Revision of Pension’ P a g e | 27

Normal Pension If revision of pension is to be done for ‘Normal Pension’ cases then select ‘Normal Pension’ tab. Search for retiree by entering retiree name, PAN, PPO number or retirement date from and to date whose pension revision is to be done. Select Reason for Revision P a g e | 28

Revision in the rate of Dearness Allowance Click here After selecting reason of revision as ‘Revision in the rate of Dearness Allowance’, click on ‘Search’ button P a g e | 29

Edit button Pensioners/Retirees whose revision is to be done is shown Click on ‘Edit’ button against the retiree whose DA revision is to be done Revised Gratuity Gratuity Already Paid Gratuity Difference to be paid Final Save & Send to PAO Pension calculation sheet opens, check for revised retirement gratuity in sl no.10 (2) Click on ‘Final Save & Send to PAO’ P a g e | 30

Revision in the Pay Scale due to MACP/Promotion Click here After selecting reason of revision as ‘Revision in the Pay Scale due to MACP/Promotion’, click on ‘Search’ button Edit button Pensioners/Retirees whose revision is to be done is shown Click on ‘Edit’ button against the retiree whose revision due to MACP/Promotion is to be done P a g e | 31

Enter the date from which promotion /MACP is implied Edit the emolument details from when MACP/Promotion is implied Enter the effective from date. Make the changes in emoluments from when MACP/Promotion has been implied. Click on ‘Submit & Calculate’ button after editing the details P a g e | 32

Revised Gratuity Gratuity Already Paid Gratuity Difference to be paid Pension Calculation sheet opens Verify the revised gratuity and difference of gratuity to be paid If any changes are to be made then, calculation sheet can be saved in Draft mode by clicking on ‘Save as Draft’ button If you wish to save the form and send it to PAO then click on ‘Final Save & Send to PAO’ P a g e | 33

Contact Details https://bhavishya.nic.in or visit http://pensionersportal.gov.in and get the link Bhavishya •E-mail:- [email protected] •For technical matters: - 011-24640650, 24640651 P a g e | 34