(The FAQs can be enriched further with your valuable support. You may send questions along its answers to the <mark>email Id: <font color="blue">pfms-eis@gov.in mentioning the subject as FAQs on EIS.)
Ans. Employees Information System (EIS) is a Centralized, Integrated (with PFMS) Web based System/ Package for Personnel Information and Payroll. It provides comprehensive structural facilities for Drawing and Disbursing Offices working for different Departments/Ministries of the Government of India. It works on the concept of dual user i.e. "DDO Maker" & "DDO Checker" and both registered under the domain of Drawing & Disbursing Officer. The DDO Maker work is to input the details and prepare the all types of bills and DDO Checker work is to verify and submit to PAO for further processing of Bill payment.
Ans. At present Employee Information System is only available for the Drawing & Disbursing offices of Civil Departments/ Ministry of the Government of India.
Ans. The pre-requisite for implementation of EIS are as under:
Ans. The following steps required to be completed before rollout of EIS:
For authorization on working/accessing PFMS-EIS portal, DDO has to send a request to IT Division through email to <font color="blue"> <font color="blue">pfms-eis@gov.in mentioning therein Controller Code, PAO Code and DDO Code.
Ans. The Employee Information System is works on concept of dual user. DDO Maker - All the officials (dealing hand) working for the preparation of Salary Bills can be designated/registered separately as DDO Maker in EIS. All the Data Entry work are required to be done by them. DDO Checker - The DDO(Admn) itself may be registered as DDO Checker for working in the EIS. He/she verify and authenticate after scrutiny of all the work done by DDO Maker. The submission of bills to PAO is routed through DDO Checker. However, this is in the jurisdiction of concerned DDO to make the users accordingly.
Ans. DDO is required to login on the PFMS portal i.e. <font color="blue">https://pfms.nic.in a) Creation of DDO Maker & DDO Checker: After login by DDO on PFMS go to option <q>Users Ministry User Registration . A form will be displayed similar to registration of DDO having Types of Users as DDO Maker and DDO Checker. Fill the details for each user and submit the forms. After submission a message will be given by the system <q>User has been successfully registered. b) Approval of DDO Maker & DDO Checker: After login by DDO on PFMS go to option <q>Manage . Under this option hyperlink is given in the name of login ID of successfully registered users (DDO Maker & DDO Checker). Click on the login ID name and approve the users one by one.
Ans. This consist of two steps as under: a) To know the login ID of DDO Users: Login with DDO User credentials and go to option <q>Users→Manage . In the Status type option select <q>Approved and click search. All the users with approved status will be displayed. Note the login ID verifying the details mentioned with it. b) To retrieve the password: Go to link <q> Forgot Password? provided on the home page/login page of PFMS ( <font color="blue">https://pfms.nic.in ). Follow the instruction therein. After successful validation of all details you get the option to Reset Password. This provision is applicable to all types of Users of PFMS.
Ans. The DDO is required to take the following two actions: a) Disable the login ID of transferred official using the option <q>User→Manage . Search the login ID of the DDO Maker and click on the hyperlink associated with login ID. Now selected the Disable option. b) The DDO should register the new official as DDO Maker following the steps described in the Q.No. B.2 above.
Ans. The new DDO joined in the office should take the following action: a) He/she should registered himself/herself as DDO using the hyperlink available on the home page of PFMS Portal ( <font color="blue">https://pfms.nic.in ) <q>Register Sanction ID Generation Users . After successful registration he/she should request the PAO office to approve the login ID of new DDO by providing requisite information. b) He/she should also send request to disable the login ID of transferred official to PAO Office.
Ans. a) The Users have been registered by the DDO. Approval is still pending by the DDO itself. Follow the steps given at Q.No. B.2(b) above. b) The Users have been registered and approved by the DDO. Authorization for working on EIS is still pending. Please submit a request to IT Division through email at <font color="blue">pfms-eis@gov.in mentioning therein Controller Code, PAO Code and DDO Code for authorization.
Ans. The following steps are mandatorily taken at first in the sequence given below:
Ans. The Sub-Ordinate Offices are the field offices located at different places than Main DDO, Pay Bills are being prepared and separate PBRs are being maintained in respect of these offices by the Main DDO. In general, Sub-Ordinate Offices has different City Class than Main Office.
If the number of Employees in the Sub-Ordinate Offices are very less and no separate PBR is maintained, then it is suggested that no Sub-ordinate Office may be saved. However, it is in the jurisdiction of DDO whether to maintain or not to maintain Sub-Ordinate Offices.
Ans. No, if a DDO Maker user saved the details of DDO Profile-Main Office once, it is available to all DDO Maker Users. In case of any updation in the details of Main Office in future, any DDO Maker user can update the same.
Ans. The access to Mapping of Designation is available to DDO Checker only. The option is available at “Establishment→Utility→Map Designations”. In this form, the grid shows the list of Designation already mapped to this DDO or already mapped by any DDO of Ministry/Dept.
For mapping new Designation, please follow the steps given below:
Ans. If the Designation is not available as per above exercise Q. No. C.4(c), first check whether this Designation is available in the above grid or not. If not, then provide the following information to ITD, O/o CGA through email at <font color="blue">pfms-eis@gov.in mentioning subject as “Addition of Designation” :
Ans. Yes, this option can be exercised by DDO Checker only. There is a link “Set Designation Hierarchy” at “Establishment →Utility →Map Designations” option at right side bottom of the page.
As mentioned above, the details of designations already mapped can be known.
Yes, go to the link “Establishment →Utility→ Map Designations” and click on the Print option at right side bottom of the page. (*This is not operational at present-only for report)
Ans. Yes, if a DDO has mapped any Designation from Common Designation Master of EIS Administration, it will be available to all the DDOs of the Ministry/Department as all the DDO's are governed by same Controller Code.
Ans. Creation of GPF Master Series (PF Series):
Ans. The access right for creation of Custodians is lying with PAO Offices in EIS. The DDO office provide the details of “Name of the Quarter Pool Type” and related Scheme Code (Functional Head) to the PAO Office and with login in PFMS-EIS, PAO can create the Custodian Series using the option “Employee Information System→Reference Data→Custodian Master”.
Ans. No. In case of Directorate of Estate Office Quarters, there is inbuilt Custodian Series “Directorate of Estate” mapped with Scheme Code (Major Head “0216”) in the system by default.
Ans. The option for creating GPF Merge Series is given at DDO Checker level “Establishment→ Utility→PF Series for Merge DDO
Ans. With rollout of EIS in DDO Office, the main work is to capture the correct and all the relevant details of its employee. The following are the initial details types of employees required to be captured by the DDO Office:
Ans. The Employee details at first can be captured online through user friendly Forms. Apart from this there are three methods which can be utilized for preparation of Employee Master Data/ Initial Data Entry. All details for different methods are available at “Establishment→Data Porting Tools” at DDO Maker Level only.
Ans. The User Manual is provided at the link “Establishment→Data Porting Tools→ Upload Data from CompDDO” in the login of DDO Maker.
Ans. The best method for capturing Master Data details is Online Entry Method only, if the no. of Employees is less. In case of large no. of Employees, Offline Data Entry may be utilized. However, this falls under the jurisdiction of DDO Office being rollout for EIS.
Ans. When the Employees' details data incorporated in EIS from CompDDO, the system auto generate 12-character Employee Code in the system. The details of such employee may be mandatorily deleted from EIS in the following manner:
Ans. The “Initial Data Entry” in respect of employee is discussed in the Q. No. D.1 above. The details of the employee are required to be captured step by step in the sequence as mentioned below:
Ans. Precautions should always be taken for every data entry in the system. However, while filling details of employee details Online, care should be taken for details entered in the Form “Personal” as after saving it for just once, it cannot be modified. The system displays appropriate message before confirmation on save. So precautions should be taken for correctness of data entered in the Form “Personal” before saving it. If mistake observed after saving only personal details (1st tab), the details may be deleted and re-entered with correct information. However, if discrepancy noted after bill generation/locking & verification of data, Change Module has been provided for necessary correction at DDO Maker Level. Such corrections are required to be verified by DDO Checker also to have its effect in system.
Ans. The following are the colour coding scheme for status of Employee data entry in EIS:
Ans. The Personal Details of the Employee contains prime data related to employee on the basis of which System generates Employee Code (of 12 characters) which further used as reference to all others details of the employee in the system. As such, the details of personal tab locked after saving only once. If mistake observed after saving only personal details (1st tab), the details may be deleted and re-entered with correct information. However, if discrepancy noted after bill generation/locking & verification of data, Change Module has been provided for necessary correction at DDO Maker Level. Such corrections are required to be verified by DDO Checker also to have its effect in system.
Ans. PAN can be skipped while entering the initial data entry, if not available. However, it is mandatory to fill the PAN within three months from initial data entry. The system will automatically stop the Salary in the absence of detail of PAN after three months.
Ans. The CGEGIS Membership date for new employee should be left blank who joined on or after 2nd January during current year. It will be reset in the month of Jan next year. The insurance part (1/3)rd will be deducted by the system even Membership Date left blank.
Ans. Such conditions can be handled in the following manner
Ans. In such cases when Internet Connection lost while saving Personal Details, employee not listed in the left pane as it failed to associate with PAO-DDO Code combinations. The partial data saved in such conditions are deleted automatically after some time. It is advised that you should wait for at least 2 hours before entering the details again. If the problem still persist, please contact ITD, O/o CGA giving full details of employee and DDO Office at email id <font color="blue">pfms-eis@gov.in for deletion so that details can be entered again at DDO end.
Ans. There are two scenarios of this condition:
Ans. The other details required to be captured in the System after initial data entry are given in Q. No. E.1 above.
Ans. The details of employees are locked (is in green colour status) and required to be changed.
Ans. Yes, but it is possible till generation of first Pay Bill in respect of any employee. The option for unlocking employee details is provided in Q. No. E.11 above. However, if Pay Bill has been generated, no unlocking of details is allowed. For modification in employee data, required option are provided in Change Menu.
Ans. The option of entering Bank Details in respect of an employee is available at Establishment→ Employee→Bank Details. In this Form fill the details of IFSC Code and click on go button. The name and branch details of bank will be automatically displayed by the system. Now enter the Bank Account No. in the field provided and save it.
Ans. The change in bank details may be done in accordance of the status of data entry of employee details, as mentioned below:
Ans. After the process of Salary Bill, no change is allowed in the system for the employee for whom bill has been generated. If the changes are required to be made in the bank detail, ask the concerned authority (PAO/DDO Checker) to return the bill in system. If the bill is returned to DDO Maker level, delete the bill and make the changes required in the bank details and verify it at DDO Checker level. Reprocess the Pay Bill (after generation of PFMS Unique ID) and forward it for passing.
Ans. On receiving such error, please contact and give the details of Bank and Branch Name along with its IFSC code to the ITD, O/o CGA for addition in the Central EIS Database through email at <font color="blue">pfms-eis@gov.in .
Ans. The change of Bank Details after processing of salary bill has not been allowed. Please ask the DDO Checker/PAO to return the bill. Make the correction in the bank details and reprocess the Pay Bill and forward the bill for passing. Change in Bank details should be made before processing of Salary Bills.
Ans. The details of allocation of Government Quarter to an employee can be captured through option Establishment→Employee→Govt. Accommodation→Allot Quarter. Only after verification of Quarter Allotment by DDO Checker, there will be effect on HRA and License Fee.
Ans. The quarter vacation details may be captured through option Establishment→Employee→Govt. Accommodation→Vacate Quarter. The same should be verified by DDO Checker to have its effect on Pay Details.
Ans. In such case check the following points:
Ans. The Pay & Accounts Office may be contacted in case Custodian details are not available while filling Govt. Accommodation details of an employee. The access right for creation of Custodians is lying with PAO Offices in EIS. The DDO office provide the details of “Name of the Quarter Pool Type” and related Scheme Code (Functional Head) to the PAO Office. With login in PFMS-EIS, PAO can create the Custodian Series using the option “Employee Information System→Reference Data→Creation of Master Custodian”.
Ans. The access of entering revised rate of License Fee is available to DDO Checker. Go to option Establishment→Utility→ Change in Rent Details (Quarter Already Verified). Through this form revised rate of License Fee can be entered in the system.
Ans. Please follow the answer of the Q. No. F.10 given above.
Ans. The recovery of arrears of license fee can be made through the Regular Salary Bill. At DDO Maker level select the option Pay Bill→Arrears→ Arrears of any Pay item (Paid with Regular Bill). To enter the Arrears amount of License Fee, select the employee and Pay Month. Now in the Arrears Details select the corresponding pay item i.e. License Fee. Fill the period of recovery and amount. Enter the remarks as applicable (optional). Save the records. When regular salary bill processed, the recovery of License fee will be automatically reflected in the deduction part of the salary.
Ans. At present as per the Govt. Rules the following Loans and Advances exist:
Ans. Some of the Forms in the EIS are in frozen/Disabled Status. To enter the loans details, you are required to click on “New” Button available at Top Right side of the page.
Ans. The details of Loans Already Taken can be entered/captured in the following manner:
Ans. If one of GPF Advance recovery details had been already captured in the system and is still going on, and another details of GPF Advance is required to be captured, the same process of capturing GPF Advance Recovery will be required to be followed. As soon as new advance details are entered in the system, the system prompt for the merger of outstanding balances of earlier GPF Advance with amount of new GPF Advance and gives option for new installment amount. On entering the requisite information, the system saved the Advance forms with total amount (equal to sum of outstanding amount plus new advance amount).
Ans. No, the interest amount on the loan is required to be calculated manually by DDO. The same should be get verified by PAO office before entering into the system.
Ans. The precaution should be always taken for every data for its correction. However, special precaution should be taken for “Last Instalment No. paid” as it effects the less or more recovery. <font color="red">Note: The “Last Instalment No. paid” reflected in the draft salary always shown as the no. of instalment of the previous month. But in the Pay Bill it will show as per current month details.
Ans. Option for capturing Multiple Instalment Recovery is available at DDO Maker at Establishment→ Loans/Advances→Multiple Instalment Recovery. Use this form to specify No. of instalments to be recovered from the current pay month in case any employee wants to repay multiple instalments. Please note that changes will be effective after Paybill generation.
Ans. Use the form given at link Establishment→ Loans/Advances→ Conversion of GPF Advance to Withdrawal. Please note that changes will be effective only after verification by DDO Checker.
Ans. Establishment→ Loans/Advances→ Recovery Through Challan. Use this option to enter the Installments Amount recovered through challan & not through Monthly Paybills, so that the Recovery Details can be updated. Please note that changes will be effective only after verification by DDO Checker.
Ans. Use the form given at link Establishment→Loans/Advances→Change in the Last Instalment Number Paid/Recovered. Fill the correct Last Instalment Number Paid in the revised details. The outstanding amount will be calculated automatically. Please note that changes will be effective only after verification by DDO Checker.
Ans. To correct the Loan Type, option is provided at Establishment→Loans/Advances→Change in Loan Type.
Ans. The request for revision of recovery schedule can be processed through Establishment→Loans/ Advances→Revision of Recovery Schedule. This option is to be used when the Instalment Amount is changed, and therefore total number of instalment is to be changed without changing the loan amount. Please note that changes will be effective only after verification by DDO.
Ans. For the excess payment recovery, the option Establishment→Loans/Advances→ Recovery of Excess Payment may be used. This Form has option to enter details of recovery form “Salary” and “Other than Salary” pertaining to current year or previous year. User can save maximum of two recovery of each type i.e. from Salary and Others. Note: In this form there is option to select Scheme Code (Account Head) as per recovery type i.e. from Salary and Other than Salary. For the “Other than Salary” the availability of Scheme Code depends on the budget data fed by PAO Office. If the concerned Scheme Code is not available, PAO Office may be contacted for the same.
Ans. The same process as mentioned in the Q. No. G.13 above. For the recovery pertaining to previous year, it may be ensured that Deduct Recovery Head ( Minor Head 911 ) corresponding to scheme code should be already mapped to DDO. If not, PAO may be requested to map the same.
Ans. There are three types of different reports available for Loan/Advances at Establishment→ Loans/Advances→Loan Related Reports, as mentioned below:
Ans. The Bills Groups created by system against a Scheme Code (Account Head) are called Default Bill Groups. It is required to be created once in a financial year. Yes, it is necessary to create them. If not created, the system will not allow further to create/modify bill group and attached/detach employee from a Bill Group. The system creates three default bill groups for each Scheme Code as under:
Ans. Yes, the name of the default bill groups can be modified as per requirement of the Office/DDO user. The option is available at Pay Bill→Bill Groups→Create/Modify Bill Groups. Select the Bill Group from the grid and modify the details as required.
Ans. The default Bill group “Supplementary Bill” remain hidden and utilized when supplementary bills are processed for an employee/s.
Ans. The additional bill groups, if required, may be created using the option Form available at Pay Bill→Bill Groups→Create/Modify Bill Groups. The bill groups can be created based on the following criteria:
Ans. When an employee details are verified and locked by DDO Checker and employees PFMS Unique ID have been generated by the system, the employee will be available for attachment to a bill group.
Ans. The probable reasons for non-availability of an employee for attachment to a bill group may be due to following reason/s:
Ans. Just detach the employee from the Bill Group where he/she is attached.
Ans. In the following circumstances an employee automatically gets detached from a bill group:
Ans. No, once the Bill Groups are created and all employees are attached to respective bill groups, no further month-wise bill groups should be created. Every month Pay bill generation may be done with same bill group and pay bill cycle may be completed i.e. till “Post to PBR (EIS Bills). It is necessary to complete the bill cycle as without its completion, the system will not allow to generate the pay bill for the next month.
Ans. The following are the complete steps for processing a regular salary bill in EIS: <font color="blue"> Processing at DDO Maker Level:
Ans. For each bill passed in the previous month, Post Paid Updation and Post to PBR (EIS Bill) are mandatorily required to be done/completed after Voucher Entry of Pay Bills done in the system, option being given under Pay Bill at DDO Checker Level. Until these both steps are completed after voucher entry for each bill, system will not allow to generate pay bill in respect of these bill groups for next month.
Ans. The extraordinary leave details of employee are required to be captured at the option given at Establishment→Leave/Suspension→Leave Sanctioned. After its verification by DDO Checker, the system will restrict the pay according to details of extraordinary leave entered. Please note that only current months' leaves will have its effect in current month salary. If the leave details pertain to previous month, the corresponding amount may be calculated manually and recovered through “Recovery of Excess Payment”.
Ans. The following details must be checked before process of regular month
Ans. When a pay bill is returned by PAO Office, first check the status of bill. If the status of bill is “Returned by PAO”, then this bill is available at DDO Maker level. After the necessary correction to remove objection raised by PAO Office, just reprocess the bill. The reprocess of bill is same as processing of any bill for a month.
Ans. After required correction, the bill may be processed again to bring the changes in the already processed pay bill. However, in case, if the bill is available at DDO Checker level, for any correction, it can be rejected by DDO Checker. It will now be available at DDO Maker level. After necessary correction, the bill may be reprocessed and forwarded to DDO Checker again.
Ans. In both case bill is required to be returned by DDO Checker/PAO Office for necessary modification at DDO Maker Level.
Ans. When any changes are made after bill processing and bill is still with DDO Maker, reprocessing is required to get the changes effected. When a pay bill is forwarded to DDO Checker/ PAO Office, a shortcoming is noticed in the Pay Bill, the DDO Checker/PAO Office may be contacted for returning the same. When pay Bill become available at DDO Maker level again, first pay bill is required to be reprocessed again to access the details the Pay Bill.
Ans. If the bill has already been forwarded to DDO Checker or to CDDO/PAO in PFMS, attachment or detachment of any employees to the corresponding bill group is not allowed until the bill cycle is completed i.e. until voucher generation.
Ans. The status of Pay Bill may be known through the option Pay Bill→Pay Bills→ View Pay Bill Status. The Bills have following different status as per detail below:
Ans. If basic pay of an employee has been captured incorrectly, the same could be corrected through “Establishment→Changes→Correction in Pay Details” at DDO Maker Level. It should be noted that it will be effective only after verification by DDO Checker.
Ans. The Annual Increment in the month of January and July may be released as under:
Ans. The option for cancellation of Annual Increment Order already verified is given at “Establishment→ Change→Release of Annual Increment→Cancellation of Regular Increment”.
Ans. First promotion details are required to be captured and verified in the system. The detail of promotion can be entered at Establishment→Promotion/Transfer→Promotion/Demotion (without transfer). After verification of same by DDO Checker, the employee will be available for Pay-Fixation through the Form given at Establishment→Changes→Pay Fixation→Promotion/ Demotion.
Ans. If TA rate is shown at normal rate for physically disabled employee, check the following points:
Ans. For the officials having Pay Level 14 and above, if the applicable TA Amount is Rs.15750+DA, the option “Entitlement for Office Vehicle” should be selected as “Yes”, in the Basic Data→Pay Details Form. (Establishment→Employee→Initial Data Entry→Pay Details”) If this has been saved as “No”, correction may be done through Establishment→ Changes→Change in Employee Details→ Entitlement of Office Vehicle. Please note that it should be verified by DDO Checker and Pay Rules should be assigned for taking effect in the system.
Ans. In case opted for Office Vehicle, the TA may be stopped adding the exceptional rule of “TA Not Admissible (Office Vehicle)” using the option “Pay Bills→Rules of Employees→ Eligibility of exceptional Allowances/Deductions for a specific employee”.
Ans. There is only requirement of Pay Rule Assignment for these employees. The system will now calculate higher rate of TA as applicable.
Ans. At present, for removing TA for employee on leave for full month, the option is as under:
Ans. For all the employees eligible for higher rate of TA make change in City Class for TA as under:
Ans. For all the employees eligible for lower rate of TA make change in City Class for TA as under:
Ans. Those Allowances which are applicable only to certain employees based on their special work/ nature of duty/place of duty/administrative admissibility are defined as Exceptional Allowances in the system Viz. Non-Practice Allowances for Doctors, Hospital Patient Care Allowances, Special Duty Allowances, etc. The exceptional Allowances/Deductions can be added to a specific employee through the option available at “Pay Bills →Rules of Employees→ Eligibility of exceptional Allowances/Deductions for a specific employee”. Note:
Ans. The deduction of NPS Tier-I for New Pension Scheme employee is system automated in the EIS. The system itself deduct the NPS Tier-I contribution automatically at the required rate.
Ans. Computational Pay items are those dues and deductions which are automatically calculated by the system as per rule applicable to employee. The Non-Computational Pay items are those dues and deductions which are required to be entered in the system manually for each employee as per rule applicable.
Ans. There is requirement of assigning Pay Rules to the employee. After Pay Rule Assignment to this specific employee all computational dues and deductions will be shown in the draft salary.
Ans. For the employees drawing pay & allowances as per 6th CPC, the option for capturing details of dues and deductions in the system is available at Pay Bill→Rules for Employees→Non Computation Dues/Deduction at DDO Maker level. The provision for capturing details of pay fixation from 6th to 7th CPC has been given at Establishment→7 Pay Commission→Pay Fixation for 7 PC→Pay Fixation Entry.
Ans. Yes. The CPF contribution for re-employed pensioner can be entered by using the option Pay Bills→Rules for Employees→7th pay Allowance and deductions→Select Employee→Enter/Modify Deductions at DDO maker level.
Ans. FA & AFA allowances are given under exceptional allowances. Follow the steps at maker level
Ans. Debit Bill Statement is not necessary to attach with the bill, because all such details are available with Nil Bill. Now onward, this schedule will not be available.
Ans. No, there is no such option if the salary bill is processed. If not, then we can unlock employee details and change the Pay Details. So be careful while filling details of an employee.
Ans. At present, almost all the details (data) related to an employee that can be corrected in the system are available under option Establishment →Changes→Change in Employee Details, except the following
Ans. The PAN/Aadhaar Number can be skipped due to non-availability at the time of filling initial data entry. When the details of PAN get available the same can be entered through the option “Establishment→Changes→Change in Employee Details→GPF/PAN/City Class”, whereas the details of Aadhaar can be capture through the option “Establishment→Changes→Change in Employee Details→Name/Aadhaar Number”. <i>Note: It may be noted that PAN details are required to be captured mandatorily within three months of “Initial Data Entry” of employee in EIS. In the absence of PAN details, the salary will be automatically stopped after three months.
Ans. The option for reset CGEGIS Membership date for such employee is available at DDO Maker Level “Pay Bill→Rules for Employee→Reset CGEGIS Membership Date in the month of January next year before the generation of pay bill. This will be effective only after verification by DDO Checker and Assignment of Pay rules.
Ans. The following details should be followed in this case:
Ans. Use the option “Establishment→Changes→Change in Employee Details→GPF/PAN/City Class” for change in PRAN of a NPS employee. In the form so available click on the PF/NPS option, fill and save the revised details. For its effect in the system it is required to be verified by DDO Checker.
Ans. For the officials having Pay Level 14 and above, the rate of TPTA admissible is Rs.15750 plus DA. In order to allow/attach higher rate of TPTA i.e. Rs.15750 plus DA, it is required to select “Yes” for the option “Is entitle for Office Vehicle”. Wherever, in cases, where official having Pay Level 14 and above not entitle for office vehicle, the admissible rate of TPTA is at normal rate i.e. Rs.7200 plus DA.
Ans. This option is provided for capturing details of employees who have attained the superannuation/retirement. Also, this is used for entering details of End of Service for the employees whose service end due to VRS / Resignation / Death etc. Note: In case of Technical Resignation, do not use “End of Service” provision. If this provision is used, employees will not be able to join in EIS further any more. In Technical resignation cases, transfer option may be opted.
Ans. The option of entering details of employee in case of Voluntary Retirement, Death, Technical Resignation is available at Establishment→Changes→End of Service. By default, in this option, the details of employee who have attained/crossed the age of superannuation are listed in the left pane. In the left upper side, the link “All Employee” is given. By clicking on the link, the name of all the employees listed in the left pane. Select the name of desired employee from the list so populated, fill the details of End of Service due to VRS /Resignation / Death etc., and save the form.
Ans. Yes, for changing Sub-ordinate/Main office can be changed for an employee and option has been provided under Change module. Establishment→Change→Change in Office (Same DDO).
Ans. If the employee got promotion within same office, the details should be captured at the option provided at Establishment→Promotion/Transfer→Promotion/Demotion (Without Transfer). Select the Promotion “Option” button and fill the requisite details. Please note that changes will be effective only after verification by DDO Checker. On verification, the Employee will be detached from current Bill Group automatically. New Bill Group should be assigned through “PayBill→Bill Groups→Attach/Detach employees to Bill Group” option at DDO Maker Level. Further the Pay Fixation details are required to be captured through the option Establishment→Changes→Pay Fixation→Promotion/Demotion. It will be effective only after verification by DDO Checker.
Ans. On promotion and transfer only the transfer details are required to be captured in the system. The reason for the transfer may be chosen as “On Promotion”
Ans. The employee after promotion/general transfer may be joined in the current office, as under:
Ans. In case of transfer, after verification by DDO Checker, LPC should be generated mandatorily. If not, the New DDO will not be able to join the employee.
Ans. The same process as given in Q. No. L.3 above.
Ans. If the employee belongs to “Pensionable Services” following details are required to be changed at DDO Maker Level and verified by DDO Checker.
Ans. The complete process of Transferring employee will be required to be followed wherein new DDO details will be chosen as “Not Known”. After transfer, the employee can be again joined in the same DDO under different Sub-ordinate office, following complete process of joining transferred employee in current DDO.
Ans. If the employee has been transferred with incorrect details viz. wrong date of relieving, new DDO details, increment option (in promotion case) etc, and subsequently verified by DDO checker, the Transfer order details can be reverted by DDO checker, option being provided at Establishment→ Utilities→ Revert transfer details. <font color="red"> Note: It is only possible till the new DDO not joined the relieved employee in system.
Ans. Supplementary Bills are part payment of Salary in a particular month. When an employee relieved from an office/ joined new office in the mid of a month, the part payment of Salary is required to be paid accordingly by the previous office as well as new office. In such circumstances supplementary bills are required to be prepared.
Ans. There are four different options/situations for preparation of Supplementary Bill, as under:
Ans. Suppose we want to prepare the Supplementary Bill for Delayed Payment of Past Month, then we have to choose the option “Pay Bill→Pay Bills→Generate Supplementary Bills→ For Delayed Payment of any employee (Past period)” at DDO Maker Level. The Pay Month will be shown automatically. Now follow the procedure given as under:
Ans. Yes, the system will allow to prepare two different Supplementary Bill in a particular month only if the period of payment does not overlap.
Ans. Yes, it is necessary, otherwise system will not allow to process bill for next month.
Ans. The system will automatically capture the details of recovery pertaining to Loan/Advances in respect of employee for whom supplementary bill is being generated.
Ans. While adding Computational Deductions, it is required to add “NPS Tier-I contribution” rule to deduct the same.
Ans. First we have to choose the option Pay Bill→Arrear→DA Arrears and then following steps are required for processing of DA Arrears Bills:
Ans. The DA Arrears Bills can be prepared for Regular Employees as well as Superannuated Employees in the following manner:
Ans. The Yellow colour indicates that the calculation has been done on the basis of current data available for employee as DA drawn data was not available in EIS since salary has not been drawn for the corresponding month EIS. So the DA arrears figures displayed are on the basis of DUE amount and DRAWN amount is '0'. These figures should then be edited and correct amount should be entered. Grey colour indicates that DA arrears already entered with a different bill (same or other DDO). These details are for display purpose only. They will not be included in the calculation of the arrears.
Ans. Before processing any DA Arrears Bill, Default Pay Rules applicable to all employees should be assigned using the option: Pay Bill→Rules for Employees→Assign Pay Rules to all employees.
Ans. No, the DA rate will be captured in the system by EIS Admin when DA Arrears O.M. issued by Department of Expenditure, Ministry of Finance, Govt. of India.
Ans. Yes, the system will automatically deduct NPS Tier-I deduction in the DA Arrears Bills as applicable.
Ans. The following types of Other Bills are available for processing through EIS
Ans. The Other Bills can be processed through following three steps at DDO Maker Level:
Ans. The Other Bills which have been already processed through EIS before rollout can be captured in the system for the purpose of Income Tax Calculation. The option is provided at Pay Bill→ Other Bills→ Entry of Other Bills→ External Bills(Payment already made). Please note details has to be verified by DDO Checker.
Ans. The leave details may be entered in the system using option Establishment→ Leaves / Suspensions. At present only leaves effecting the Pay are required to be entered in the system. There are four type of provisions/options for capturing leave details in the system:
Ans. The following types of reports are available in respect of Leaves in the system:
Ans. Yes, the option is available at Establishment→Leaves / Suspensions. The following provisions are present with respect to suspension in the system:
Ans. Yes, if an employee joins on Deputation, it is necessary to capture the deputation details. While filling employee “Initial Data Entry”, under the Posting Details, select “Current Posting Mode” as “Deputation In (From CG/SG/IPS/Other)”. A new page will be populated wherein the deputation details may be captured accordingly.
Ans. First exceptional allowance rule “Deputation Allowance (5% or 10%) is required to be added through the option “Pay Bills→Rules of Employees→ Eligibility of exceptional Allowances/ Deductions for a specific employee”. Once, the rule is saved, the system will allow to save the deputation amount in the Due Part of Pay Allowances/Deduction Form.
Ans. The GPF Series for IAS/IFS/IRS can be created at DDO Checker level using option Establishment→Utility→PF Series for GPF (State/Others). Please see flow chart “GPF Details” in the section Flow Chart.
Ans. The GPF Series for State AG's/Other Offices can be created at DDO Checker level using option Establishment→Utility→PF Series for GPF (State/Others).Please see flow chart “GPF Details” in the section Flow Chart.
Ans. In case PF Agency not available for selection, request may be sent to email Id <font color="blue">pfms-eis@gov.in therein mentioning the details of PF Agency/details for creation at EIS Admin Level in Central EIS.Please see flow chart “GPF Details” in the section Flow Chart.
Ans. ThisIstheAnswer
Ans. When the employee details are saved in the system for the first time in system, the following is generated as Employee PFMS Login ID in order of preference of availability:
Ans. There are many advantages of Employee PFMFS Login ID. If the user has access to PFMS-EIS portal, he/she can perform multiple task as well as can view various report as mentioned below:
Ans. For the employee for whom DDO is processing monthly salary, the minimum requirement for generation of Employee PFMS Login ID is that details of both Mobile Number and Email ID have been saved in the System.
Ans. In case, if the official is not able to login in PFMS-EIS portal with PFMS Login ID, the DDO may check the following details:
Ans. Yes, the Employee Code of 12 characters generated by system has relevance to following employee details. It will remain permanent during the entire government service. a) Name of the Employee b) Controller Code (for Ministry/Department)
c) Gender d) Birth Year
Ans. Those deductions/recoveries that are not covered under Government Deductions and are not part of the PBR such as Association/Membership Fee, Credit & Thrift Society deduction, Court Attachment etc., are Non-Governmental Recoveries. These deductions can be made through Cheque or E-Payment (if Bank Details are available). The DDO Maker can create NG Recover Types as per requirement. For every NG Recovery type in a particular DDO, each must have different Bank details for e-payment i.e. one Bank details cannot be saved for two or more different type of NG Recovery.
Ans. For saving NG Recovery Types in the system Go to link Pay Bill→Pay Bills→Non Govt.(NG) Recovery→Creation of NG Recovery Type. In the form so available, write the description for NG Recovery Type. If Bank details (for e-payment) are available, fill the details and save.
Ans. First the NG recovery type is/are saved in the system and Employees wise entry of NG Recovery amount are entered in the system using the option Pay Bill→Pay Bills→Non Govt.(NG) Recovery→Employee wise NG Entry. When the Pay Bill generated for a month, for deducting NG Recovery, NG Recovery Processing is required to be done at the option Pay Bill→Pay Bills→Non Govt.(NG) Recovery→NG Recovery Processing. Note:
Ans. When the NG Recovery Types are saved in the system with Bank details for e-payment, the system generated PFMS Unique ID for Bank details of NG Recovery types which may take maximum of 2 days depending on the bank details. If the Pay Bill is processed before the generation of concerned PFMS Unique ID of NG Recovery Bank details, the recovery will be booked in the PAO Suspense Accounts.
Ans. If the NPS EIS bills (main bill) are processed by selecting payment option as “E-payment”, the NPS Nil Bill will be automatically generated at DH level for receiving in PAO Office and DDO Maker level for passing in CDDO Office, when bill status changed to “Voucher entry done”. For the NPS EIS bills which are process through payment mode “Cheque”, the NPS Nil bill will not generate automatically and it is required to be passed manually by PAO/CDDO.
Ans. The DDO Name and it's details in EIS are fetched from PFMS Server. The users are not allowed to change any data. If any correction/modification is required, the DDO may sent written request for desired change to PAO Office. The PAO office will required to forward it to concerned Principal Accounts Office of the Ministry. On the request of Principal Accounts Office, the ITD Section, O/o the CGA will modify the desired details in PFMS. After necessary Updation in PFMS, the modified details will be automatically available in EIS portal.
Ans. It should be noted that only those employees whose End of Service is done by "Termination (End Of Term Of Appointment)" will be available for reinstatement by following given steps:
<i> <font size="2">These FAQs are meant to provide general guidance to the users working on EIS Module of PFMS. The information provided in FAQs is subject to change and modifications at any time due to updation in the process flow or development. Though utmost care has been taken to provide accurate information (accurate at the time of uploading), users are requested to bring into notice about the error encounter, if any, so that the same can be rectified instantly. For detailed guidance, users may refer to Videos available on YouTube (search INGAF Online), and may also contact EIS Team ITD(CGA) through email.
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