Divisional Secretariat - Uva Paranagama

Payment of Pensions

Widows’/Widowers’ & Orphans’ Pension Scheme

Widows, Widowers and Orphans and Children’s eligible for disabled Pension of persons in permanent and pensionable posts in public service are entitled to receive this pension.

(1) Process of contributing towards widows’ / widowers’ & orphans’ pension scheme

1) Within 3 months of receiving a permanent and pensionable appointment, the officer should register under the widows’ & orphans’ pension scheme and obtain a number.

2) If submit after 3 months of appointment, a certification should be forwarded to prove whether contributions recovered and together with reasons to such delay

3) A separate file for each officer shall maintain at the Department of Pensions.

4) Special incidence of the family occured during the service period should inform to the department of pensions

· Birth of children
· Details if any disabled children
· Death of spouse, divorce.

(2) Documents required for registering

i). Application (available at the office served) General 86 (male officers )/ General 86 ‘A’ (Female
Officers )
ii) A certified copy of appointment letter.
iii) Originals of marriage certificate.
iv) If there any previous marriages, death certificate or divorce certificate
v) Copies of birth certificates of spouse/ children.
vi) Photo copies of national identify card of officer/ spouse
vii) Any differences in name (Affidavit).?

Above document should be forwarded to the Department of Pensions through the office served last.

Special situations.

If an officer died without having a widows’ & orphans’ Pension number, the widow or orphans should make an apply to the office where officer served.

(3) Qualifications / eligibility to receive widows’ & orphans’ pension.

· Post held by contributor in the status? of Permanent & Pensionable
· Married before completing payment of contribution. (has been married before retirement)
· Entitlements receive from the date of death of contributor.
· Service period may not calculated.
· Not required being in permanent position.

(4) Amount of contribution from the salary.

· Primary and secondary level 6%
· Tertiary and senior level 7%

(5) Things to be known by contribution.

· Contributions recovered fully.
· details have been submitted for updating file
· Corresponded with stating Widows’ & Orphans’ number at all times.
· Widows’ & Orphans’ card remain at own safe having informed the spouse the number.

(6) Persons entitled for widows’ & orphans’ Pension.

i) Widow /Widower can receive until remarried after death if spouse
ii) Orphans

· Male children under 21 years of age.
· Unmarried female children under 21 years of age
· Unemployed male children between 21 to 26 years of age
· Unemployed, unmarried female children between 21 to 26 years of age.

Entitlement shall be received after the death of widow that is after the death of mother and father. If not, the entitlement received after the re-marriage of widows /widower.

iii) Permanently disabled children confirmed by a medical board (No - age limit)

(7) Method of drawing pension.

· The spouse after death of pensioner should submit death certificate, and a request for widow & orphans pensions together with widows’ orphans’ pension number to Divisional secretariat of the pensioner resided area.
· Payment will be paid by the Divisional Secretariat after verification of the entitlement.

(8) Method of drawing Orphans’ Pension

· Death Certificates of parents, birth certificates of children, Court order for adopted children, together with widows’ & orphans’ pension number should be submitted to the Divisional Secretariat of the person resided area.
· This will be forwarded to the Divisional Secretariat after verification for the payments.

Director General of Pension shall appoint a Guardian according to the recommendations of the Divisional Secretary when required.

(9) Method of drawing disable pension.

· Request should be forwarded to the Divisional Secretariat of the person resided area together with death certificates of parents, and widows’ & orphans’ pension number.
· Person shall be forwarded to a Medical Board. If approved (whether physically or mentally disabled) shall be forwarded to Divisional secretary for making payment.
· Director General of Pensions shall appoint a guardian according to the recommendations of Divisional Secretary when required.

Special instances (Adoption)
To receive entitlement for adopted children, It is required to submit court order granted approval. This order should be obtained before the retirement.

(10) If Officer/ Pensioner disappeared.

· Widows’ & Orphans’ pension shall award to heirs, based on Police report, report of Divisional Secretary and others after one year of disappearance of the officer.
· Widows’ & orphans’ pension shall award to heirs based on Police report, report of Divisional Secretary and others after four months of disappearance of the pensioner.

(11) If there are no-heirs for widows’ & orphans’ pension (Refunding of contribution)

· If retired unmarried, contribution shall refund together 2 % interest.
· If retired without children and as a widow, contribution shall refund together 2 % interest.
· If there are no -children who entitled for pension contribution to the latter date either of the date which the spouse dead on the date which the youngest child reached 26 years of age shall refunded without interest.

This scheme was established as an amendment to the EPF act no 1958 act no 15 therefore the Employees provident fund act is known as Contributory Pensions Fund and Employees provident fund act.
This fund is a separate Fund and has separate Accounts and Policies applicable to this fund. All income and expenditure is borne by the fund.

Eligibility

· Government and provincial servants
· Those who worked on permanent basis
· Joined on or after 01.01.2003

Submission Procedure

· Government and provincial public servants
· Those who worked on permanent basis
· Joined on or after 01.01.2003

The above mentioned employees are entitled to this pension’s scheme.

Contribution rates are as follows;

· Employee – 8% of the monthly pensionable earning of the employee
· Employer – 12% of the monthly pensionable earning of the employee

(Contribution should be calculated to the nearest rupee)

Note: With recommendation of Monitory Board the minister can change the contribution rates by regulation.

Details of contribution is submitted by the accounting officer

Application Forms: Same as pension’s application

Timeline: 2 weeks to 3 months

Costs Related to the Service
Cost: No cost applicable
Fee: No fee applicable
Penalties: No penalties applicable
Surcharges: Contribution should be credited to the fund within & working days from the last date of the month. Failure to do so will result in surcharge applicable to the respective officers.

Support Documents Required

To Register

· Treasury Approval letter
· Employer Information Sheet
· Employee Master Information Sheet
· Certified copy of

1. The National Identity Card
2. Appointment Letter
3. Marriage Certificate">Birth certificate
4. Marriage Certificate ( If Applicable)

· Member information Sheet ( fill only in English) and Transfer Information ( if transferred)

Service Responsibility Matrix
Not given

Special Cases

Widows/ Widowers & Orphans

· The person with respect to officers recruited on or after 1st January 2003 and have died after contributing for a period of 120 months are eligible to a pension payable at date of death of the contributor.

Employee Dying while in Service

· Less than 10 years = Total Contribution + Interest
· More than 10 years = Commuted gratuity at date of death + monthly pension

Public Service Provident Fund

01 Introduction

The Public Service Provident Fund was established with effect from 01.04.1942 by the Ordinance No.18 of 1942 with the expectation of providing financial benefits to public servants who are not entitled for government pension. The membership of this fund has been expanded by amendments implemented time to time. This fund was enhanced by Public Service Provident Fund Amendment Act No. 17 of 2003 in order to provide with benefits to public servants in daily paid or monthly paid non-pensionable services.

02 Structure of the fund

The Minister portfolio for the public administration was vested the power since 23.12.1970 to appoint members of management board and the members are as follow.

1. Director General of Pensions (President)
2. Solicitor General
3. Commissioner of Labor or a deputy director
4. A nominated member of the fund

Director General of Pensions appoints the secretary and accountant of the provident fund.

03 Officers eligible for membership

v Permanent and non-pensionable public officers

v Public servants received temporary, monthly salaries

v Non-pensionable employees recruited on contract basis

v Daily paid or monthly paid, non-pensionable public servants

v Non-pensionable foreign employee or a non-pensionable local employee serves in Sri Lanka Overseas Missions

v Officers in Sri Lanka reserve police service

v Officers in minster staff and officers in minister staff of Provincial Councils

v Officers of Civil Defense Force

v Members of the staff of Provincial Councilors (retired officers from public service are not entitled to contribute for this provident fund)

04 Method to avail membership

Duly filled PSPF04 application in two copies should be sent through the Head of the Institution in order to avail membership in this fund.

The PSPF04 application sent by stating the registration number under the PSPF should be attached to the personal file of the contributor.

The Head of the Institution should inform the number to the contributor.

It is important to be cited these details in history sheets of officers.

It is compulsory to indicate the PSPF number at each instance when inquire about contributions, refund of contributions or corresponding with PSPF.

Membership numbers shall not issue for duly completed applications.

Membership numbers shall not issue for any application not submitted through Head of the institution.

05 Charging of contributions

A certain percentage of the salary should be contributed by all members of this fund. It called as “compulsory contribution”. Percentage calculated as below.

Duration Percentage

From 01.01.1972 05%

From 01.01.1972 to 31.12.1994 06%

From 01.01.1995 08%

The government shall credit 1.5 as of the compulsory contribution to the fund as bonus. Monthly contributions should be recovered by calculating to the approximate Rupee from 01.01.203.

06 Sending contribution

Contributions charged by contributor in 8% can credited to the fund by a cheque written in favor of the Secretary and Accountant – Public Service Provident fund. It is important to credit contribution money not waiting till received the membership number.

Departments in central government can credit this money to the account 8098 by account summaries.

07 Annual abatement records

Annual abatement records of all employees of a department who are members of PSPF should be sent to this office by using Form PSPF-02 at the end of each financial year.

08 Revocation of membership

Membership shall revoke on following reasons.

i. Receipt of pensionable status
ii. Completing 60 or 55 years of age

iii. Resign

iv. Abolition of post
v. Conclusion of contract period
vi. Termination of service on disciplinary reason

vii. Vacate of post

viii. Death

09 Method to receive benefits

1. Dully filled form PSPF-03 should be forwarded (together with other documents) through the Head of the Department where the contributor served last.
1. Heads of institutions should verify as to whether the contributor has not received awards in this regard on a previous occasion.
1. The declaration of the contributor should fill by heirs in respect of contributors died.
1. The first reason to the abolition of membership shall be considered into make awards by the fund and the date as such would be the date which the incident occurred for such abolition in PSPF.
1. Since the interest is paid only for the period from the date commenced membership in PSPF to the date abolition of membership, it is informed to submit applications as soon as the abolition effected and elapsing time to submit applications to obtain benefits has been caused to arise several issues.
1. Following documents should be supported with the application.

Appointment letter for a post in PSPF entitlemen

Appointment letter for a post in permanent and pensionable entitlement

Approval letter to resign (at a time of resignation)

Birth certificate of contributor, if age completed

Report on charging of contribution

Death of the contributor

Death certificate

Marriage certificate

Birth certificates of children

Divisional Secretary report of heirs

1. Above all documents should be certified as true copies by placing name included official stamp of the citifying officer.
1. A cheque for the total amount shall send to the Head of the Department together with award letter and a copy of the award letter shall post to the contributor.
1. Any dues for government from the contributor should be recovered by the award. All charges shall recover by the relevant department.
1. Head of department shall pay the money to contributor after deducting the money payable to government by the contributor.
1. Contributory money is recovered for widows’ and orphans’ pension scheme from the members abolished PSPF membership to receive pensionable entitlement.
10. Payment of benefits

Benefits shall pay under following sections.

Section Details

The compulsory contribution and government bonus shall pay together with interest at the current year shall paid at a formal conditions such as conclusion of service, resign.

Only the compulsory contribution and relevant interest thereto shall pay to contributor at a time of service conclusion due to vacate of post or misconduct.

Only the compulsory contribution and relevant interest thereto shall pay to contributor at a time when contributor received pensionable entitlement

Civil Pension Scheme

• Minutes on Pensions was legalized by Ordinance No. 02 of 1947 effecting the civil pension scheme to be operative with effect from 1901.
• Activities at initial stages were carried out by Additional Controller of Establishments, General Treasury
• Department of Pensions established as an ‘A’ grade department in 1970
• It is now under the purview of the Ministry of Public Administration & Home Affairs

Legal provisions

Minutes on Civil Pensions§
Civil Pension Scheme is in operation in terms of the Minutes on Pensions

Public Administration Circulars§
Circulars issued on pensions at numerous instances with reference to miscellaneous point of matters of the Minutes on Pensions by the Ministry of Public Administration should be read along with the Minutes on Pensions

Department of Pensions’ Circular§
Circulars issued with reference to miscellaneous point of matters of the Minutes on Pensions by the Department of Pensions

Provisions in the Establishments Code§
Further particulars in detail regarding the manner in which action should be taken with reference to Minutes on Pensions are given under some chapters of the Establishments Code as and when necessary.

Entitlement

Following officers who have been confirmed in and are holding permanent and pensionable posts with following period of service given against them are entitled to a monthly pension in terms of Section 2 of Minutes on Pensions.

Gross Service Period Required
(in months)

(i)   Public and Provincial Public Officers                            120
(ii)   Supreme Court Judges                                          36
Appeal Court Judges                                                  36
High Court Judges                                                              84
Other Judicial Officers                                               84
(iii) Reserve Police Officers                                             240

• If a Five (05) year service period has been completed by following officers specified in Schedule ‘GQ’ to the Minutes on Pensions are entitled only to a monthly pension.
• Private Secretary to the President
• Private Secretary to the Prime Minister
• Private Secretary to the Leader of Opposition
• Private Secretary to the Speaker
• Private Secretary to a Cabinet Minister
• Private Secretary to a Project Minister
• Private Secretary to a District Minister
• Public Relations Secretaries to Cabinet Ministers
• Co-ordinating Secretaries to Cabinet Ministers

Reasons for Retirement

In terms of Minutes on Pensions, officers having entitlement to a civil pension are eligible to retire on following reations.

1. Optional Retirement

In between 55 – 60 years of age - Section 2, 17 & 26 (ix) of Minutes on Pensions

2. Compulsory Retirement

Completion of 60 years of age, - Section 2 & 17 of Minutes on Pensions

3. Retirement on Abolition of Post

Section 2 & 7 of Minutes on Pensions
Abolition of office, abolition of post and winding up of the department
- Should have completed 120 gross service period
- Additional 60 months service period shall be added
- Entitlement for Pension gratuity and monthly pension from the date of retirement
- Where an officer has a service period of 96 months at a department when it winding up to invent as a corporation, the officer may serve remaining 24 months in the corporation on the basis of Secondment. For that the officer should pay 25% of contribution of the salary to director general of pensions.
- When the officer has no 120 gross service he may be granted an addition of 50% bonus service period and a gratuity calculated as 1/12th of a month’s salary.

4. Retirement on Medical Grounds

Section 2 & 14 of Minutes on Pensions - when any public officer is found to be unfit for further service by a Medical Board, he is made to retire.

5. Retirement on Inefficiency

Section 2 & 15 of Minutes on Pensions

Pension may be paid based on the salary received at the time of retirement and service period from a date decides by the Secretary to the Ministry of Public Administration.

6. Retirement on Disciplinary Ground

Section 2 & 12 of Minutes on Pensions
These retirement are implemented by the disciplinary authority under approval of Secretary to the Ministry held the portfolio of pension where satisfied as there is a disciplinary inquiry proceeds at the time of retirement.
Pension gratuity or a monthly pension payment not make till the inquiry completed

7. Retirement under Public Administration Circular No. 30/88

Section 2 & 14 of Minutes on Pensions

• Public officer may opt to retire after competing 20 year service period.
• Gratuity and pension could be drawn after completing 55 years of age

8. Retirement from a statutory body or corporation after pension being kept frozen.

Section 48 (A) of Minutes on Pensions

Pension shall be paid from the date of secession (on formal manner) from Government Corporation

9. A nurse or female teacher may retire on the date on which she attains 50 years of age or completes 20 year service, whichever is earlier
Section 2 & 14 of Minutes on Pensions
10. Retirement of Judicial Officers

Section 2 & 25 of Minutes on Pensions
* Supreme Court Judge at 65 years of age
* Appeal Court Judge at 63 years of age
* High Court Judge at 61 years of age

Note: In case if an officer retired under any condition referred to above dies prior to draw pensions, payment of pension gratuity and pension in arrears in respect of the deceased officer will be made to the heirs of the officer.

Section 2 & 39(iii) of Minutes on Pensions

Retirements & Death Gratuities Decentralized as per Public Administration Circular 07/2002 under the Minutes on Civil Pensions

• In between 55-60 years of age
• Completing 60 years of age
• Abolition of post or winding up of department
• Retirement of judicial and legal officers
• Retirement on medical grounds
• Retirement of a nurse or a teacher on the date on which they attain 50 years of age or complete 20 years of service, whichever is earlier.
• Payments of other death gratuities except of those who died on terrorist activities.

Procedure to be followed in retirements decentralized under the Minutes on Civil Pensions

• Officer intending to retire should, Three months prior to the date of retirement, perfect part – I of form ‘A’ introduced by this Department in six copies and hand in 05 copies to the Head of Institute. Remaining copy should be submitted by the officer himself directly to the Director General of Pensions for his information. Form ‘A’ could be available from the institute where one serves.
• Within one week on receipt of request, the Institute should complete part – II of form ‘A’ and submit Four (4) copies to the Director General of Pensions.
• Thereafter within One week, Director General of Pensions should assign a Pension number to the pensioner and send the original back to the Head of Institute where the officer served along with the number so assigned. At the same time, pensioner should also be informed of his pension number. Upon the receipt of pension number, pension file should be prepared by the head of institute using the number as pension file number and to issue a pension award within three weeks. Thereafter, commuted gratuity should be paid to the officer on the day of his or her retirement using the provisions provided by the Department of Pensions.
• For payment of monthly pension, the Institute should forward pension file consisting of the copy of award fully signed by the institute, no claim certificate and Two (2) copies of Treasury 148 to the concerned Divisional Secretariat under registered cover.
• Divisional Secretariat should make pension payments monthly in keeping with the above-mentioned documents and pension file.
• On receipt of death notice of a public officer, concerned institute should complete first part of form ‘B’ in Five (5) copies and submit Four (4) copies to the Director General of Pensions. Monetary provisions and death gratuity number necessary for payment of death gratuity should be obtained from the Director General of Pensions.
• Upon the receipt of number, Head of Institute should prepare the death gratuity file using the number as the death gratuity file number and issue a death gratuity award. Thereafter, the death gratuity amount should be paid to the dependents of deceased officer using financial provisions provided by the Department of Pensions.

Retirements and Death Gratuities Non-Decentralized under the Minutes on Civil Pensions.

• Retirement on Disciplinary Grounds
• Retirement for Inefficiency
• Retirement under Public Administration Circular 30/88
• Retirement from service of a Statutory Body or a Government Corporation after pension being kept frozen.
• Death gratuities of officers who died under terrorist grounds

Procedure to be followed in non-decentralized retirements

• General 55 forms in respect of above retirements and death gratuities and documents necessary thereto should be submitted to the Director General of Pensions by the Head of Institute where the pensioner served last.
•
• Director General of Pensions prepares the award accordingly.
• Director General of Pensions submit the paying copy of the award together with the pension file directly to the Divisional Secretary, in which division the pensioner resides for starting payment of gratuity and relevant monthly pension
• Payments of both pension gratuity and monthly pension for paying copies issued by Department of Pensions is made only by the Divisional Secretariat, in which division the concerned pensioner is residing.
• For any amendment of pension to be occurred should be referred to and get it amended through the Director General of Pensions by the Institute concerned.
• Amended pensions based on applications submitted for amendments are directly informed to the Divisional Secretary by the Director General of Pensions.
Forfeiture of pension
If any person has fulfilled necessary requirements for a pension or receipt of pension shall be convicted of any offence for which he shall be sentenced to death or to any term of rigorous imprisonment or analogous punishment exceeding twelve months, the payment of such pension shall be forthwith discontinue.

Entitlement for pension may nullified due to
• Resignation
• Vacate of post
• Dismiss from service

Benefits under the Civil Pension Scheme

Following benefits could be available for public officers retiring under the Minutes on Pensions and relevant amendments made thereto.

1. Monthly Pension
2. Commuted Gratuity
3. Death Gratuity
4. Service Gratuity
5. Compassionate/Ex-gratia Payment
6. Charity Allowance
7. Special Compensation
8. Compensatory Pension
1. Monthly Pension

Unreduced and reduced monthly pension of officers entitled to a civil pension and retiring under any condition referred to above in the Minutes on Pensions will be computed on a percentage system prepared based on the existing salary scale and taking the period of service into consideration.

2. Commuted Gratuity

If a pensioner has opted to, an amount equal to 24 times the value of the unreduced monthly pension due to the pensioner is his/her commuted gratuity. Officers receiving this commuted gratuity will be paid reduced monthly pension during the first 10 years.

3. Death Gratuity

Conditions to be fulfilled for death gratuity

• Permanent and pensionable appointment
• Confirmation in the post
• 60 months’ or more net service period reckonable for pension purposes
• Death while on duty

What does Death Gratuity mean?

• If a public servant dies prior to retirement owing to some reason, considering the date on which he dies as the date of his retirement, the 24 times unreduced pension as at the date or the annual salary he was drawing, whichever is greater, is the death gratuity.
• Death gratuity payment will be made to the dependents of the deceased.
• As per Public Administration circular No. 369, payment of death gratuity in respect of those public officers who died due to terrorist activities will be made disregarding the requirements that whether they have been confirmed in the service or have not completed 60 months’ service period.
• If married, spouse is entitled to one-half and the remaining part will be distributed in equal shares among the unmarried and unemployed dependent children of the deceased.
• If the deceased is unmarried, the amount will be divided between the father and mother of the deceased
• If both mother and father are not alive, gratuity will be divided in equal shares among the unmarried and unemployed dependent brothers and sisters of the deceased officer.

4. Service Gratuity

Service gratuity means the payment made once for officers who have permanent and pensionable appointment and been confirmed in the post but have not completed 120 months’ gross service period. This is computed at the rate of 1/12th of the monthly salary drawn last for each full month of service

5. Compassionate / Ex-gratia Payment

• This is a payment made once for officers leaving the daily paid service having less than 120 months’ service period.
• Computation is based on at the rate of 1/12th of the month’s salary for each full month of service and the maximum being Rs.,3000/-.

6. Charity Allowance

• This is a payment made monthly to officers or dependents that are not entitled to government pensions or and have no source of income for existence.
• Monthly payment for a single person is Rs.500/-, with one dependent, Rs.650/- and more than with one dependent Rs.750/-

7. Special Compensation

• In case if a public officer dies or become fully incapacitated owing to accidents occurred while discharging duties or traveling to and from official duties, this is a compensation paid to such a disabled officer or to the dependents of deceased officer (Here, it must be clear that the accident caused was not attributable to officer’s negligence.)
• From 01.01.2005 an amount, equal to 120 times monthly salary drawn by the officer as at the date of accident is paid as special compensation after recovering dues owed to the government.
• If the officer is fully incapacitated the special compensation will be paid to the officer, if died, to the dependents of officer
• If the deceased is unmarried:
• Special compensation amount in full is paid to mother. If the mother is dead, father will be paid. If both the parents are dead, the amount will be distributed evenly among the unmarried and unemployed brother and sisters
• If children are minors
• Special compensatory shares of minors will not be paid to widow or widower. The share of money should be deposited in a fixed saving account and the passbook should be kept under the custody of concerned institute.
• Release of such shares of money
• A request should be made to the concerned institute after the minors, i.e. male and female children attain 18 and 21 years of age respectively.
• This special compensation award could not be available to those who have benefited the advantages under Public Administration circular 21/88

Compensatory Pension

In case if a public officer dies or become fully incapacitated owing to accidents occurred while discharging duties or traveling to and from official duties, this is a pension made monthly to the dependents of such an officer (Here, it must be clear that the accident caused was not attributable to officer’s negligence.)

• Considering as if the officer had been in the service up to 55 years of age, 10/60th of the annual salary the officer would have drawn at 55 years of his age on the salary scale applicable to him at the time of accident will be paid as compensatory pension together with other allowances made to pensioners. Of children, if any, male children under 18 years of age and female children under 21 years of age may each receive an amount of 1/8 of the 10/60 referred to above. Any dues owed to the government by the officer could be recoverable from this compensatory pension.
• Compensatory pension will be paid to the dependents of deceased officer
• If the deceased is unmarried:
• Compensatory pension will be paid only to mother
• If the deceased is married:
• Widow / widower and male children under 18 years of age and female
children under 21 years off age will be paid proportionately as mentioned above.
• If children are minors:
• Payments should start from the date next following the date of death of officer. In case if payments delay, shares of minors up to the date of starting payments from the date of death should, under the custodianship of concerned institute, be deposited in a fixed saving account of National Savings Bank. Minors shares could also be payable to widow /widower from the date of starting payments
• Concerned institute should release deposits after male children and female children attain 18 and 21 years of age respectively.
• This compensatory pension may not be available to those who are paid salaries up to 55 years of age of the officer died (died due to terrorist activities) in accordance with Public Administration Circular 21/88