मानव संसाधन िवभाग / Human Resources Department

Employee Benefits Division (EBD), Central Office

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Staff Circular No:8466 November 14, 2024

To: All Branches/Offices.

Online facility to claim terminal benefits( Pension / PF / Gratuity)

by SUPERANNUATING EMPLOYEES through Union Parivar.

 As per the existing procedure, superannuating employee has to submit relevant

Terminal Benefits claim forms viz PF Final Settlement Form, FORM-I for gratuity, for
pension FORM-3, FORM-5, FORM-8, and letter of undertaking for recovery of excess
Pension physically to HR department of respective Regional/Zonal/Central office.
 On receipt of the claim forms, HR admin verifies the request and makes necessary
entries and uploads relevant claim forms / clearances from audit, ER , Vigilance and
credit card department, worksheets etc. in Union Parivar and thereafter
transmits/forward the application for processing of the same by EBD, HR,CO.
 In order to speed up the process and to discontinue with the existing process of
submitting physical claim forms by the superannuating employees a new module
has been introduced for claiming terminal benefits viz Gratuity, PF and Pension in
Union Parivar.
 In the new module, the superannuating employees themselves can submit the claim
forms online through their Union Parivar ID. The superannuating employee will be
able to submit the claim forms only after superannuation row has been updated
in the Job Data module of the employee by the HR official/admin of concerned
Regional office/Zonal Office/Central Office.
 HR official/Admin at RO/ZO/CO should ensure that the updation of
superannuation row in Job Data of the superannuating employee is done on 1 st
of the concerned month (retiring month) to enable the employee to submit the
online application. The superannuating employee shall ensure submission of the
online application by 15th of the superannuating month.
 After submission of the claim forms in Union Parivar by the superannuating employee
the relevant claim forms will reflect in the HR admin Worklist of the respective
RO/ZO/CO. The HR Admin shall check the details and upload the relevant clearances
and worksheets and save/transmit the application to CO for further processing.
 Detailed process flow along with Screen shots is given in the Annexure-I for Gratuity
and Annexure-II for Pension and Annexure-III for PF. Currently this facility for the
superannuating employee is available in desktop module only.
 Henceforth, HR officials at RO/ZO/CO should not insist for physical applications for
claiming terminal benefits from the superannuating employees. However, in the case
of employees who are superannuating on 30.11.2024 and those who have already
submitted the physical claim forms the same may be processed as per the existing
procedure.
 All concerned are requested to take a note of the above guidelines / instructions and
ensure compliance.

Sd/-
(C M Minocha)
Chief General Manager
 ANNEXURE – I

SOP for Submission of Gratuity Application (Form I) Online through Union

Parivar by Superannuating Employees
Employee will login to his Union Parivar with his login credentials and proceed as mentioned below:

Step – I (For Employee)

Navigation for Gratuity application: EMPLOYEE SELF SERVICE  TERMINAL BENEFITS

GRATUITYEMPLOYEE FORM-I. as show below:-

 Employee’s PF number will be auto populated in the employee ID field. The employee shall click
on “search” tab as shown below:

 Employee will then be navigated to the “Employee Form I” tab.

 In this tab applicant must verify the correctness of the data with respect to his name,
designation, posting etc. and mention his account number in the given field.
 After verifying the data employee shall click on “Submit” tab.
Step-II (For HR Admin at RO / ZO / CO)

 Once the application is submitted by the applicant, it will move to the worklist of HR official
having the role “UBI_GRA_LOCAL_ADMIN” as shown below.

 HR Official to verify the correctness of data in all the tabs (as shown below).
 In “Notional date of Joining” Tab the HR admin has to click on NDJ clear Flag check box as
shown below :-

 This check has been given to ensure that the RO/ZO/CO HR official has updated the NDJ of
the superannuating employee.
 Please note the NDJ has to be updated in two modules in Union Parivar. The navigation
for which is as under:
i) Main Menu  workforce administration  personal informaiton 
Biographical  Update NDJ.
ii) Main Menu  workforce adminsitration  Job information  Job data.

 In “IR Clearance From RO” Tab HR RO admin have to click on IR Clerances Received check
box and update the date of IR Clearance Received.

 In “Outstanding loan” Tab HR RO admin to update all loan outstandings and click on
“save” tab.
 HR Official to verify the correctness of data in all the tabs and upload Gratuity worksheet,
ER Clearance, Vigilance Clearance, Audit Clearance and credit card clearance in “Add
attachment” tab and thereafter click on the “save” Tab as shown below:- (attachment
should be a single PDF file)

Note: Worksheet & Clearances must be legible after scanning as no hard copy or soft copy in
mail will be accepted.
 Once the application is “Saved/Entered By” by the HR RO admin, it will move to transmitter’s
worklist for transmitting in RO level, having the role “UBI_RO_GRA_ADMIN”. (screenshot of
worklist of transmitter is given below)
 The transmitter needs to verify the genuineness of all data in all tabs and click on the “transmit”
tab as shown below:-

 Upon “TRANSMIT” the application will move to CO Admin worklist for further processing. No
hard/soft copies need to be sent to EBD, HR, CO by RO/ZO for processing the application.

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 ANNEXURE – II

SOP for Submission of Pension Application (Form 3) Online through Union

Parivar by Superannuating Employees
Navigation for PF application is EMPLOYEE SELF SERVICE  TERMINAL BENEFITS  PENSION 
PENSION GRANT FORM 3

Step – I (For Employee)

 Pension application page is opened after clicking on “Pension grant form 3”.
 Employee has to enter the account number and branch code of the pension paying branch.

 Select YES to avail commutation, else NO. Enter place of posting.

 Click on Upload photo tab(this field is not mandatory. If the employee wishes he/she can
upload joint photograph with spouse.
 To Upload photograhp, Click on “+” (photo should be in jpeg /jpg format only). After
uploading photograph click on update/display.

 In third tab Nominee details are displayed. In case where nominee details are blank kindly
update nominee details through following path in Union parivar:

EMPLOYEE SELF SERVICE  TERMINAL BENEFITS  TBD NOMINATION FORM TBD

NOMINEE FORM (Enter employee ID and select Pension management in Nomination type,
then enter nomination details and get it approved from leave sanctioning authority)
 Click on View Undertaking/Declaration tab, click on checkbox and click on update/Display
button.

 Last two tabs i.e. Salary details and Worksheet for Sanction are view only and no input is
required in these tabs.
 Click on “SAVE” button on first page i.e. Pension grant form No 3.
 Form will get submitted and no further modification will be permitted at employee level.
STEP 2: For RO/ZO/CO

 The form submitted by employee will be reflected in worklist of RO admin user

(UBI_RO_PEN_ADMIN) (as shown in the screenshot below)
 RO officials have to check the correctness of the details submitted by the applicant and
thereafter visit “salary Details” tab. If there is any anomaly in the salary records fetched by
the system the HR administrator can modify the details by clicking on “insert row” button
(as shown in the screenshot above) and make the necessary modifications. Thereafter click
on checkbox in salary details tab (as shown in the screen shot above).

 Relevant clearances (Audit,ER,Vigilance,Credit card ) and Pension worksheet should be

uploaded in “Pension grant form No 3” tab, and then click “ Transmit”.

 Upon transmitting the application, it will move to CO Admin worklist for further processing.
No hard/soft copies need to be sent to EBD, HR, CO by RO for processing the application.

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 ANNEXURE – III

SOP for Submission of PF Claim Application Online through Union Parivar by

Superannuating Employees.
Navigation for PF application is EMPLOYEE SELF SERVICE  TERMINAL BENEFITS  PROVIDENT
FUND  APPLY FOR FINAL PF WITHDRAWAL.

Step – I (For Employee)

 Employee’s PF number shall be auto populated in the employee ID field. The employee shall
click on search as shown below:
 Employee will then be taken to the “Application Form for Refund” tab.
 In this tab applicant must verify the correctness of the data with respect to his name,
designation, posting etc. and mention his account number in the given field.

 Thereafter applicant will move to the “PF Nominee Details” tab where he/she will view the
details of nominee. (for change in nominee there is a separate module in UNION PARIVAR)
 The Applicant will then vist the “PF NRW Form” tab. This tab will display the information of
NRW availed by the applicant for viewing. The applicant needs to tick the checkbox at the
bottom of this tab and submit the application.

 The application will move to the worklist of HR Admin of concerned RO/ZO/CO for further
processing.

Step-II (For HR Admin at RO / ZO / CO)

 Once the application is submitted by the applicant it will move to the worklist of HR official
having the role “UBI_ROLE_PF_ADMIN”.
 HR official to verify the correctness of data in the first three tabs of the module and check
whether the applicant is a Pension or PF Optee. (The same can also be checked from the
“Biodata” of the employee or the first tab of “Final PF Withdrawal” Module).

 HR official can view the data available in the PF Nominee details and PF NRW Form Tab. In the
next tab (Outstanding Loans & Advances) the HR official shall enter the Loan outstanding details
of the applicant and thereafter vist the “PF Calculation” tab.

 If the applicant is a PF Optee, HR official needs to obtain the relevant clearances

(ERD/VIGILANCE/AUDIT/CREDIT CARD) and upload the same in the PF Calculation tab (single PDF
 file) before saving the application. The system will not allow saving applications of PF optee
without the relevant attachments.

 If the applicant is a Pension Optee, no attachment is required and HR can save the application
without adding any attachment.

 Upon saving the application it will move to CO Admin worklist for further processing. No
hard/soft copies needs to be sent to EBD, HR, CO by RO for processing the application.

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