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FAQs on PFMS-Employee Information System

Email : pfms-eis@gov.in

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A. General Query on EIS

B. DDO Maker and DDO Checker

C. Initial Steps in EIS

D. Data Porting Methods

E. Initial Data Entry of Employee Details

F. Employee Other Details(Bank/Govt.Quarter/Physical Disability)

G. Loans and Advances

H. Bill Groups

I. Regular Bill Processing

J. Pay & Related Items

K. Changes in Employees' Data (Basic/Others)

L. Promotion and Transfer

1. If an employee got promotion within same office, how the details should be captured in the system?
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.

2. If an employee got promotion and transferred to other office, what are the steps required to be captured
in the system?
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”

2.a How to transfer the transferred employee in EIS from old DDO to new DDO?
Ans. Steps/actions for transfer of Employee's data from Old DDO to New DDO:-
I.Old DDO:
a. DDO Maker login - GoTo Establishment→Promotion/Transfer→Transfer to another Office(General
transfer/with Promotion/Any other reason) ----- Capture the information for Transfer to another Office on
Promotion/Deputation/Any Other reason order details alongwith it relevant dates.
b. DDO Checker Login - Verify the above transfer details.
c. DDO Maker login - GoTo Establishment→Promotion/Transfer→Generate LPC→Transferred employee …..
select Office/Designation/Employee and generate LPC
II.New DDO:
1. DDO Maker login - GoTo Establishment→Promotion/Transfer→ Joining after Transfer / Repatriation→
'Search'the transferred employee by Employee Code/PAN/Aadhar number …… select & return and capture
the joining information and relevant dates.
2. DDO Checker Login - Verify the above transfer details.
3. DDO Maker login make changes if change required for GPF Account numbers etc. and got verified from
Checker.

3. An employee joined the office on promotion/general transfer. How should it be done in the system?
Ans. The employee after promotion/general transfer may be joined in the current office, as under:

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a. Go to option “Establishment→Promotion/Transfer→Joining After Transfer/Repatriation” and click on “Search”
button. Search details displayed at the bottom of this page. The transferred employee can be searched by
input of any of “Employee Code”, “Name” or “PAN” details. Select the Employee from the grid and click on
“Select & Return” button.
b. The previous page will be displayed with filled “Relieving Details” by past DDO with option to fill current
“Joining Details”. Fill the details and save the form.
c. After verification of “Joining Details” by DDO Checker, the employee will be shown in the Employee List.
d. If the employee joined the new DDO on Promotion, pay fixation details can be captured and verified in
manner given in Q. No. J.4 above.
4. Is it necessary to generate LPC in case of transferred employee?
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.

5. An employee joined the office after repatriation? What process are required?

6. An employee joined on transfer from an EIS DDO. What further details are required to be updated after
joining details are verified by DDO Checker?
Ans. If the employee belongs to “Pensionable Services” following details are required to be changed at DDO Maker
Level and verified by DDO Checker.
a. GPF No. (Establishment→Changes→Change in Employee Details→GPF/PAN/City Class)
b. City Class (for HRA, if applicable) (same as above)
c. City Class (for TA, if applicable) (option as point (a) above and City Class for TA)
d. Remove/Add the Exception allowances/deductions as applicable, if required.
If the employee belongs to “New Pension System” only (b), (c) & (d) are required to be updated, if
applicable.

7. We have two Sub-ordinate Offices. The employee from one Sub-ordinate office transferred to another
Sub-ordinate Office. How to transfer employee in such cases?

8. How to revert transfer order details after generation of LPC, in case details captured were not correct?

9. If an employee joined from State govt. on deputaion as Re-employeed Pensioner. How to capture the
same in EIS ?

M. Supplementary Bill Processing

1. What are Supplementary Bill?

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.

2. What are different options available for preparation of Supplementary Bill?

Ans. There are four different options/situations for preparation of Supplementary Bill, as under:
a. For Delayed Payment of Current Month
b. For Delayed Payment of Past Month
c. For Transferred Employee (with further option of Current Month and Past Month)
d. For Suspended Employee (with further option of Current Month and Past Month)

3. How to process Supplementary Bill?

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:
a. Select the Scheme Code.
b. Select the Employee Type as “Delayed Payment for any Employee (Past Period)”
c. Now select the Employee from the drop-down list available adjacent to it.
d. Enter the “From Date” and “To Date” of the period of payment.
e. Now click on the button “Enter Dues & Deductions for Past Period”. A new window will pop-up containing the
default details of employee showing Basic Pay, City Class and Group. If the details are correct for the period

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of payment, click on “Save & Specify Dues Deductions”. If the default details are required to be modified for
the period of payment, changes can be made accordingly.
f. After saving the above details, the system will now allow the users to “Add” specific Computational Dues and
Deductions as well as to enter Non-Computational Dues and Deductions. Saves each dues and deductions
one by one and close the Form.
g. Click the button “Process Bill” to generate the Supplementary Bill. You can now view the details of bill thus
prepared.
h. If any change is required, follow the above points to reprocess the supplementary bill again.
4. Will system allow to prepare two Supplementary Bills in a particular month?
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.

5. Is it necessary to make Post Paid Updation and PBR Updation for Supplementary Bills as in the case of
Regular Bills?
Ans. Yes, it is necessary, otherwise system will not allow to process bill for next month.

6. A Supplementary Bill is required to be prepared for an employee having Loan/Advances recovery. Will
system capture details of such recovery automatically or we have to enter it while preparing the same?

7. A Supplementary Bill is being prepared in respect of New Pension Scheme Employee. How to deduct the
NPS Tier-I contribution in this case?

N. DA Arrears and Other Bills

O. Leaves / Suspension

P. Deputation Cases

1. When an employee joins on “Deputation” from any Government/Other Office, is it necessary to capture
deputation details. If yes, where to capture the details?
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.

2. An employee joined office on deputation. While entering Deputation Amount under option PayBill→Rules
for Employee→7th Pay Allowances and Deductions, the system doesn't allow to save the deputation
amount in the due part and gives message “Deputation Allowance not applicable. Why?
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.

3. How to create GPF Series for IAS/IPS/IFS?

4. How to create GPF Series for State AG's/Other Offices?

5. What to do if PF Agency not available for selection?

Q. End of Service

R. Miscellaneous FAQs on EIS

S. Flow Chart

Disclaimer
Controller General of Accounts

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