The Haryana Civil Services (Pension) Rules, 2016 clearly define in Rules 62 to 71 (Chapter IX – Pension Procedure) the exact steps and documents required for sanctioning pension and gratuity. Every Head of Office must start the process well before retirement so that the employee receives their pension and gratuity on the first working day after retirement. This chapter ensures accuracy, transparency, and timely release of benefits.
1️⃣ Rule 62 – Responsibility for Pension Sanction
- The Head of Office is primarily responsible for initiating and completing the pension papers of all employees retiring from his department.
- The process should begin at least one year before the employee’s retirement date.
- Each case must be verified for:
- Length of qualifying service,
- Emoluments and last pay details,
- Leave record and suspension periods,
- Vigilance and departmental clearance.
2️⃣ Rule 63 – Preliminary Work Before 12 Months of Retirement
- Head of Office must:
- Prepare a list of employees due to retire within the next 12 months.
- Verify their service books and leave accounts.
- Ensure all entries such as promotions, increments, and pay revisions are updated.
- Obtain and verify the nomination forms for gratuity and family pension.
- All deficiencies must be corrected immediately and verified by the administrative authority.
3️⃣ Rule 64 – Employee’s Application and Pension Forms
Every retiring employee must fill out and submit the following forms:
| Form No. | Document Name | Purpose |
|---|---|---|
| Form 5 | Application for Pension | Main form containing personal details, service data, and retirement date. |
| Form 3 | Details of Family | Lists spouse, children, and dependents for family pension. |
| Form 1 | Nomination for Death-cum-Retirement Gratuity (DCRG) | Specifies nominee(s) entitled to gratuity payment. |
| Form 2 | Nomination for Family Pension | For naming eligible family members for pension after death. |
| Form 6 | Commutation of Pension (optional) | To receive part of pension as lump-sum commuted value. |
| Form 7 | Pension Calculation Form | Prepared by Head of Office showing qualifying service and pension calculation. |
| Form 8 | Verification and Audit Form | Used by Accountant General (A&E) for authorisation of final pension payment. |
4️⃣ Rule 65 – Documents to be Attached with Pension Forms
The following documents must accompany the pension proposal sent to the Accountant General, Haryana:
- ✅ Verified Service Book (up to last day of service).
- ✅ Certified Leave Account and record of suspension or EOL periods.
- ✅ Verified Pay History / Last Pay Certificate (LPC).
- ✅ Vigilance Clearance Certificate from competent authority.
- ✅ No Demand Certificate (NDC) for government accommodation, loans, or advances.
- ✅ Copies of Nomination Forms for DCRG and Family Pension.
- ✅ Medical fitness certificate (if retiring on invalid pension).
- ✅ Photographs (passport size) – three copies, jointly with spouse.
- ✅ Specimen Signatures and Thumb Impression (in duplicate).
- ✅ Bank Account Details (joint with spouse preferred).
- ✅ ID Proof (PAN card or Aadhaar card).
5️⃣ Rule 66 – Time Schedule for Pension Processing
| Stage | Responsible Officer | Timeline (Before Retirement) |
|---|---|---|
| Service Book Verification | Head of Office | 12 months |
| Issue of Pension Forms to Employee | Head of Office | 8 months |
| Submission of Completed Forms by Employee | Employee | 6 months |
| Forwarding Complete Pension Case to A.G. | Head of Office | 4 months |
| Authorisation of PPO (Pension Payment Order) | Accountant General | Before Retirement |
Goal: The employee should receive their pension and gratuity **on the first day after retirement**, without any delay.
6️⃣ Rule 67 – Verification by the Accountant General (A&E)
- The Accountant General (A&E), Haryana verifies all documents and calculations received from the department.
- If found correct, the Pension Payment Order (PPO) is issued.
- In case of discrepancy, the file is returned to the department for correction.
7️⃣ Rule 68 – Time Limits and Delays
- Departments must complete all work **well before the date of retirement**.
- Delays in sanction due to negligence or lack of verification attract responsibility under Haryana Civil Services (Conduct) Rules.
- Provisional pension may be sanctioned temporarily if delay is unavoidable (Rule 69).
8️⃣ Rule 69 – Provisional Pension
- When pension cannot be finalised in time due to ongoing verification or inquiry, the authority may sanction **Provisional Pension** equal to 100% of the estimated pension amount.
- Provisional pension continues until final authorisation by A.G., Haryana.
9️⃣ Rule 70 – Sanction of Gratuity
- Gratuity is sanctioned along with pension, but withheld if any departmental or judicial proceedings are pending.
- Once clearance is received, gratuity is released with interest (if delay is not the employee’s fault).
10️⃣ Rule 71 – Record Keeping and Departmental Accountability
- All pension records, including service books and sanction orders, must be safely retained for **at least 10 years** after retirement.
- Departmental officers are personally responsible for delays or loss of record leading to delayed pension disbursal.
✅ Pension Document Checklist – Haryana Government (Final Summary)
| Category | Required Documents |
|---|---|
| Employee Forms | Form 1, 2, 3, 5, 6 (as applicable) |
| Verification Records | Service Book, Leave Account, Last Pay Certificate |
| Certificates | Vigilance Clearance, No Demand Certificate, Medical Certificate (if applicable) |
| Personal Details | Photographs, Signature Sheets, Bank Details, ID Proof |
| Departmental Documents | Pension Calculation Sheet (Form 7), Forwarding Letter, Covering Checklist |
| Final Authority | Accountant General (A&E), Haryana for PPO issue |
FAQs – Pension Documentation & Process (Rules 62–71)
1. When should the pension process start?
Exactly 12 months before retirement, as per Rule 63.
2. Who is responsible for pension preparation?
The Head of Office of the department is responsible for verifying and forwarding the complete case to A.G., Haryana.
3. What happens if there is a delay?
Provisional pension can be sanctioned (Rule 69), and departmental officers may be held accountable for negligence.
4. Is it mandatory to attach photographs and signatures?
Yes. Photographs, specimen signatures, and bank details are mandatory for PPO generation.
5. Who issues the Pension Payment Order (PPO)?
The Accountant General (A&E), Haryana after verifying all documents and calculations.
6. Can pension be sanctioned without vigilance clearance?
No. Final pension and gratuity cannot be released until clearance is obtained from the competent authority.
Conclusion
Under Rules 62 to 71 of the Haryana Civil Services (Pension) Rules 2016, the documentation and verification process for pension is clearly defined. Timely completion of all forms, verification of service, and departmental diligence ensure that employees receive their pension and gratuity immediately upon retirement. Both the employee and the department must cooperate to ensure a smooth, delay-free pension sanctioning process.
Source: Official Haryana Civil Services (Pension) Rules, 2016 – Finance Department, Government of Haryana.