This document helps to remediate the situation where the DDO master data collected from DDO offices and being used in IFHRMS has some inaccuracies. These stem from the legacy data filled in by some of the DDO offices and relate to DDO master office details, Post creation, Employee Post mapping and Employee specific cut over balance details.
A Data Comparison Report has been enabled in the portal, after login, and also emailed to respective treasury.
DDOs can review Comparison of Master data and make corrections in the IFHRMS excel sheet.
Based on the corrections in the sheet, reference DDO can be corrected through WebADI Excel provision enabled in IFHRMS DDO login.
Data Validation Process Flow to be followed as per given Path :
DDO à Treasury L1 à Treasury L2
DDO Treasury Mapping is as per current Audit Mapping for Bill Process which is followed now.
Office Master
Navigation Path:
Finance
à Data Validation
àDDO
à Office Master Data Validation
Note:
1.
Please enter values in the correction field, only if correction is required. Some Users have entered the same value in the correction column which can be avoided. This is applicable for all the Columns given for correction in all the 3 masters.
2.
Each line data has to be verified by DDO and “DDO Verified” column to be selected as “Yes”. System will not allow to upload data if this flag is not selected.
DISTRICT
TO_CODE
DDO CODE
OFFICE NAME
Corrected Office
* Text
* Text
* Text
* Text
Text
KARUR
2801
MB201
DEAN GOVERNMENT MEDICAL COLLEGE,KARUR
GOVERNMENT KARUR MEDICAL COLLEGE
(e.g.) Taluk Office, Virudunagar
OFFICE_TYPE
Corrected Office Type
OFFICE_ADDRESS1
Corrected Office Address1
* Text
List - Text
Text
Text
District Level
DEAN GOVERNMENT MEDICAL COLLEGE,KARUR
DEAN, GOVERNMENT KARUR MEDICAL COLLEGE
Office Address2
Corrected Office Address2
OFFICE_PINCODE
Corrected Pin Code
Text
Text
Text
Text
SANAPIRATTI, NEAR GANDHI GRAMAM, KARUR DT
639004
(e.g.) the full postal address of the office should be entered in Address line 1 and Address line 2
HOD
Corrected HOD
HRA State Govt City Grade
Corrected HRA State Govt City Grade
Text
List - Text
Text
List – Text
01903
Grade 2
HRA RF State Govt City Grade
Corrected HRA RF State Govt City Grade
HRA Central Govt City
Corrected HRA Central Govt City
Text
List - Text
Text
List - Text
Grade 2(b)
Z
CCA City Grade
Corrected CCA City Grade
Hill Allowance
Corrected Hill Allowance
Text
List - Text
Text
List - Text
Not Applicable
-
Winter Allowance
Corrected Winter Allowance
DDO Verified?
Text
List - Text
* List - Text
Not Eligible
Yes
Office Type
HOD Code and Name
RECLASSIFICATION OF CITIES/TOWNS:
As per G.O. Ms. No. 305 Dated 13-OCT-2017, there are some changes in grades of cities and
Towns. Example: Erode & Tiruppur earlier were Grade 2 but now are Grade1 (b).
HRA State Govt City Grade
HRA RF (Rent Free) State Govt City Grade
HRA Central Govt City Grade
CITY COMPENSATORY ALLOWANCE:
As per G.O. Ms. No. 305 Dated 13-OCT-2017, Point no. 7 (REVISED RATE OF CITY COMPENSATORY ALLOWANCE)
Hill Allowance:
As per G.O.Ms.No.306, Dated 13th October 2017 Point no – 21 (HILL (AREA) ALLOWANCE)
If Hill Allowance Eligibility flag is marked as “Yes” in an organization, rate would be calculated as below.
Winter Allowance:
As per G.O.Ms.No.306, Dated 13th October 2017 Point no – 22 (WINTER ALLOWANCE)
Based on selected eligibility value at an organization level, system will calculate value for respective employees mapped.
DDO Verified:
DDO verified Flag is Mandatory as provided data has been authorized by respective DDO. Verified flag values would be updated in Production only after auditing process is completed at Treasury L1 & L2 level.
Post Master
Navigation Path:
Finance à Data Validation – DDO à Post Master Data Validation
Provision for New Post creation has been enabled in Treasury Admin Login.
If any post name has changes, it shall reflect at employee level after completion of Treasury Audit process L1 & L2.
Upl
District
TO Code
DDO Code
Office Name
HOD
Post Name
Corrected Post Name
Text
Text
Text
Text
Text
Text
List - Text
KARUR
2801
MB201
DEAN GOVERNMENT MEDICAL COLLEGE,KARUR
01903
Junior Resident-1483482
Unit Name
Corrected Unit Name
Category Name
Corrected Category Name
Text
Text
Text
List - Text
JUNIOR RESIDENT
Grade Name
Corrected Grade Name
Temporary Post End Date
Corrected Post End Date
* Text
List - Text
Date
DD-MON-YYYY
TNGS Time Scale.Level 22 (56100 - 177500)
GO Number And Date
Corrected GO Number and Date
Text
List - Text
G.O.MS.NO.548/H&FW(E2)DEPT. 27-NOV-2018
Post Type
Corrected Post Type
HOA
Corrected HOA
Duplicate Flag
Text
List - Text
Text
Text
List - Text
Permanent
Permanent
221005105CB
No
Service Type
Corrected Service Type
Approver Group Office
Corrected Approver Group Office
Text
List - Text
Text
List - Text
The Tamil Nadu Medical Service
DEAN GOVERNMENT MEDICAL COLLEGE,KARUR
Approver Group Name
Corrected Approver Group Name
Office Of The Appointing Or Promoting Authority
Text
List - Text
List - Text
Common HR Group
Office Of The Disciplinary 17a Authority
Office Of The Disciplinary 17b Authority
Office Of The Transferring Authority
List - Text
List - Text
List - Text
HRA State Govt City Grade
HRA RF State Govt City Grade
HRA Central Govt City Grade
List - Text
List - Text
List - Text
CCA City Grade
Hill Allowance
Winter Allowance
POSITION_ID
DDO Verified?
List - Text
List - Text
List - Text
Text
* List - Text
1434335
Yes
Corrected Post Name
All available post names would be listed in below LOV. In the corrected column, please enter the corrected value for the post name for it to reflect in system.
Corrected Category Name:
All available Category name should be listed in the LOV below. Procedure to correct the same is similar to postname correction.
All available grade should be populated in LOV.
GO details have to be selected from below LOV only. It has been restricted based on available GOs for a department. If any GO is missing, it can be created through Treasury Admin Login.
Post type has to be selected as per GOs. If any post is mapped to wrong type of category, it needs to be corrected.
Corrected Temporary Post End Date:
If any temporary post is created, it should have an End Date entered. It is mandatory to run salary for those who are tagged into it. The system will not allow to run Bill Generation process. To avoid such cases, please validate the end date. Please check the Bill Exception report for the same.
Duplicate Flag:
Posts not mapped to employees shall be marked as Duplicated based on comparison report. Please refer the comparison file where each post has post code.
Relevant service type has to be selected for Post.
Offices have been listed based on HOD. This is to maintain SR at post level.
Approver group name is listed based on Approver group office. This is selected for respective post (SR maintenance at post level).
Government has proposed to maintain Appointing, Transferring, Promoting & Disciplinary 17 (A) & (B) authority offices at each post.
“DDO verified?” Flag is Mandatory doe all entries as it is verified by DDO. Verified values would be updated in Production.
Employee Master
Navigation Path:
Finance -> Data Validation – DDO -> Post Master Data Validation
Upl
District
To Code
DDO Code
Office Name
CPS/GPF/TPF Number
Text
Text
Text
Text
Text
KARUR
2801
MB201
DEAN GOVERNMENT MEDICAL COLLEGE,KARUR
7131607/MEDL
Employee name and PAN (10 digit) details shall be corrected / added if not available.
Employee Number
Employee Name
Corrected Employee Name
PAN Number
Corrected PAN Number
Text
Text
Text
Text
Text
19030061517
Nandhakumar B
AEWPN8120N
DOB, DOJ in service and employee type should be corrected if wrongly entered. Based on DOJ, employee GPF/CPS element would be attached.
Based on Employee Type, rules would be applicable for pay components (Dues and Deductions for IAS, Judicial, ICDS, NMP employees etc.).
DOB
Corrected DOB
DOJ
Corrected DOJ
Employee Type
Corrected Employee Type
Date
DD-MON-YYYY
Date
DD-MON-YYYY
Text
List - Text
29-Dec-1975
01-Nov-2006
01-Nov-2006
TN GOVT SERVENT
If post is wrongly mapped, it can be corrected in corrected post column.
Post Name
Post Type
HOA
GO Number and Date
Corrected Post Name
Text
Text
Text
Text
List - Text
Tutor / Senior Assistant Surgeon Rank| |1483572
Temporary
221005105CB
G.O.MS.NO.142/H&FW(E2) DEPT 02-APR-2019
If HRA (Due / Deduction) value is not correct, it can also be corrected.
Residence Type
Corrected Residence Type
Quarters Type
Corrected Quarters Type
Text
List - Text
Text
List - Text
Occupying Own or Private Rented House
If bill group is wrongly tagged, that shall be corrected.
Rented Quarter City Grade
Corrected Rented Quarters City Grade
Bill Group
Corrected Bill Group
Text
List - Text
Text
List - Text
TEMPORARY 142
Medical Allowance eligibility flag should be corrected as “Yes“ if marked as “No”. Only if Flag is “Yes”, Medical Allowance component would be attached for employees.
Medical Allowance
Corrected Medical Allowance
Grade Name
Corrected Grade Name
Text
List - Text
Text
List - Text
Y
TNGS Time Scale.Level 23 (56900 - 180500)
EL & GPF balance shall be provided as on Dec 19.
Transferred TO Code
Transferred DDO Code
Transferred Office Name
Earned Leave Balance as on 01-Dec-2019
GPF Balance as on 01-Dec-2019
Text
Text
List - Text
Number
Text
128
If any Pay is corrected, then Pay Reason and Salary Effective date is Mandatory. Without that, pay will not be updated.
PAY
Corrected PAY
Pay Reason
Corrected Pay Reason
Salary CHANGE_DATE
Corrected Change Date
Number
Number
Text
List - Text
Date
DD-MON-YYYY
83600
86100
Annual Increment
01-Oct-2019
01-Apr-2019
NEXT_INC_DATE
Corrected Next Increment Date
Personal Pay
Corrected Personal Pay
Date
DD-MON-YYYY
Number
Number
01-Oct-2020
Duplicate Flag?
If an Employee id has been generated multiple time with same CPS/GPF/TPF, the number shall have “Yes“ duplicate flag. Wrong employee id has to be deleted from respective office.
For Transfer, Death, Retirement and Deputation, Duplicate flag should not be used. If used, they shall be provided for Audit L1 & L2 where remarks have to be provided.
Transfer Flag, Transferred TO Code, Transferred DDO Code & Transferred Office Name:
If an employee has been transferred to another office, Transfer flag shall be marked as “Yes”. Enter the details for respective office, Transferred TO Code, Transferred DDO Code and Transferred Office name.
Special Pay
Corrected Special Pay
Duplicate Flag?
Transfer Flag
DDO Verified?
Number
Number
List - Text
List - Text
* List - Text
900
No
N
Yes
Employee Type:
House Rent Allowance: Based on Residence Type, HRA and Recovery would be calculated.
Residence Type:
Quarters Type:
HRA City Grade:
Grade Name:
Data Validation Analysis on Corrected Data
1. Office Master:
1) Abbreviated names of Offices of Treasury Department (ST, DT & PAOs) are to be expanded. Except for the Treasury department offices, others can be corrected.
2. Position Master:
1) In one of the Block Educational Office, the Head Master Post is updated as Secondary Grade Teacher or BT Assistant. Also, Secondary Grade Teacher or BT Assistant is updated as Head Master. 2) Grade/ Groups in the Post Name should be updated in the Unit Name. If the updated Unit Name is not required, correcting/removing the same will be made possible. 3) While selecting the Post Title, the proper Items from the list should be selected. Incorrect List values will be removed from the list. 4) Values in HOA need to be updated properly as user may have entered 2 digits instead of full HOA code.
3. Employee Master:
1) Please enter values in the correction Field only when a correction is required. This is applicable for all the Columns given for correction in all the 3 masters. Eg:
EMPLOYEE NUMBER
FULL NAME
FULL NAME CORRECTED
43020044383
Jayakodi L
Jayakodi L
43020044384
Chithra P
Chithra P
43020044382
Jayaprakash V
Jayaprakash V
2) In case of Employee Retirement, please update correction values only. Eg. of wrong entries:
EMPLOYEE NUMBER
FULL NAME
FULL NAME CORRECTED
12020148948
Subramanian V
Retirement
05050071466
Leelavathi R
double entry
43030020215
Kandasamy P
DEATH
3) Difference in DOB is high. Users need to validate the same.
EMPLOYEE NUMBER
DOB
DOB CORRECTED
DOB WEB PAYROLL
41020526926
24-DEC-1985
02-MAY-1970
24-DEC-1985
4) Difference in DOJ is also high and requires validation. On changing the DOJ, Salary Effective date should be updated properly.
EMPLOYEE NUMBER
DOJ
DOJ CORRECTED
43020064972
03-AUG-1995
12-JUN-2018
42020050231
01-DEC-1996
29-OCT-2014
45040552597
01-SEP-2017
09-MAY-1985
43030060795
11-JUL-1991
05-AUG-2011
42020990611
27-APR-2018
01-DEC-1996
5) Past Dates are being entered in the Next Increment Date.
EMPLOYEE NUMBER
NEXT INCREMENT DATE
NEXT INCREMENT DATE CORRECTED
41020050290
01-APR-2020
01-APR-2016
41020044666
01-JUL-2020
01-APR-2017
41020050345
01-APR-2020
01-APR-2017
03010563939
01-JAN-2020
01-APR-2019
41020050292
01-APR-2019
01-APR-2018
6) Employees are tagged as Duplicates in offices where only one employee is available against the CPS Number/Name-DOB combination. 650 Employees are tagged as duplicates in Karur District and the same has to be validated.
In the below example, only 3 employees are available in the office and one of them is tagged as Duplicate.
TO CODE
DDO CODE
OFFICENAME
EMPLOYEE NUMBER
FULL NAME
DUPLICATE FLAG
SRNO
2803
RE405
16 GOVERNMENT HIGH SCHOOL, PERIYAKULATHUPALAYAM
42020043433
Banumathi K
No
5083030/NMP
2803
RE405
16 GOVERNMENT HIGH SCHOOL, PERIYAKULATHUPALAYAM
42020043432
Nagalakshmi R
No
5083029/NMP
2803
RE405
16 GOVERNMENT HIGH SCHOOL, PERIYAKULATHUPALAYAM
42020073236
Valarmathi M
Yes
5100015456/NMP
Dues and Deductions:
Any Pay component would be calculated based on effective date which is entered for an employee.
House Rent Allowance:
House Rent Allowance:- As per G.O. Ms. No. 305 Dated 13-OCT-2017
Types
HRA
Rent Recovery
Occupying own or private rented house
HRA as per GO 305 -- Point number 3 'Revised rate of House rent Allowance' considering the revised pay range.
Nill
Occupying rented Govt. Quarters
HRA as per GO 305 -- Point number 3 'Revised rate of House rent Allowance'
HRA + Quarters Administrative charges (as per Point no 6 in GO 305 - Rent recovery)
Note1: Those who are in level 5 and below, HRA will only be recovered and not the percentage recovery of rent.
Note 2: If a lower grade employee occupies higher grade quarters, the actual HRA for that employee is recovered as usual, but the quarters administrative charges will be recovered on pay range of higher grade quarters occupied (DDO to enter this amount as “Quarters Administrative charge for higher Grade w.r.t. quarters allotment letter”
Note 3: Arrears of rent as per allotment letter should be recovered in one Lump sum or installments. DDO will use an element called Rent Recovery Arrear and enter the 1. Arrear amount 2. No of installments 3. Reference number
Note 4: One more element called Rent Recovery Old Station Arrear with 1. Arrear amount 2. No of installment 3. Reference number to provide to the DDO. DDO will use this to recover arrear rent in the old station.
Occupying Rent Free quarters - Executive post
No HRA
no rent recovery
HRA IN LIEU OF FREE QUARTERS (Eligible but not occupying rent free quarters - Executive post)
HRA as per GO 305 -- Point number 4 'Revised rate of House rent Allowance'
no rent recovery
Accommodation controller rent recovery: It will be manual entry
Postal Life Insurance:
Based on policy start date PLI CGST / SGST would be calculated as per below guidelines.
Other Allowances: G.O.Ms.No.306, Dated 13th October 2017
Allowance Name
Point No.
Revised Rate
Medical Allowance
3
300/- per month
1000 /- Per Month (
Uniform Allowance
5
LOV (3600, 2000 & 1800)
Kit Maintenances Allowance
10
LOV (350 & 700)
Overcoat Allowances
6
1200
Washing Allowance
8
LOV 500 & 200
Robe Allowance
11
500/- per month
Non Practicing Allowance
12
LOV - 6000, 3600 & 2400
Other compensatory Allowance
13
LOV 1000, 600 & 400
Primary Health Centre Allowance (Rural Allowance)
14 & 15
Leprosy Allowance/Special Leprosy Allowance
17
LOV-120, 180, 240, 360, 600, 2000
Clerical Allowance
18
240/- Per month
Nursing Allowance
19
1000/- per month
Ration(Messing) Allowance
20
LOV- 120, 160 & 180
Hill Allowance
21
20% of Pay + personal pay & Ceiling limit is 6000
Winter Allowance
22
a. 1000- 1499 METERS: 5% OF PAY Max Rs. 1200
b. 1500 and above: 10% of PAY Max Rs. 1500
Cash Allowance
23 & 24
Surrender of residential office assistant
1 -- 1000 2 -- 2500
Special Allowance
25
LOV- 200 & 1000
Special Compensatory Allowance
26
LOV – 100, 150, 200, 400 & 700
Risk Allowance
27 & 28
Manual Entry
Supervisory Allowance
30
LOV 80 & 100
Equipment Allowance
31
Manual Entry
Min 3000 & max 8000
Farm Allowance
32
400/- per month
Project Allowance
33
3% of Pay
Investigation Allowance
34
5% of Pay
Provision Allowance
35
Maximum 180 -- Manual Entry
Cooking Allowance
36
100/ per month
Training Allowance
37
Manual Entry
Security Compensatory Allowance
38
LOV 20, 40, 60, 80
Office Accommodation Allowance
39
LOV- 500 & 750
Driving Allowance
40
90/- Per Month
Travel Allowances (Monthly Payroll): G.O.Ms.No.307, Dated 13th October 2017
Allowance Name
Point No.
Revised Rate
Conveyance Allowance
16
Manual Entry
Fixed Travel Allowance
15
Manual Entry
Conveyance Allowance for Disabled
17
2500/- Per month
Enhancement of Special Pay: G.O.Ms.No.304, Dated 13th October 2017
Special Pay will be one common pay component for all the departments and first time amount will be entered manually and entered/updated amount will be paid every month.
ICDS Employees:
Government Of India Contribution:
Following contributions are done by Govt Of India
Post
Contribution
AWW (Anganwadi Workers)
3000
MAWW (Mini Anganwadi Workers)
2500
AWH (Anganwadi Helpers)
1500
CW (Creche Workers)
3000
CH (Creche Helpers)
1500
NMP Employees:
Post --> NMP Organizer , NMP Cook, NMP Cook Assistant
