Pension Information

Sl.No DO’s  DON’TS
1
Obtain pension application in Form-2
2(two)years in advance of the retirement of
the Government Servant. The head of office
ensure that gap, deficiencies in perfection if
any, noticed in the Service Book, etc. are set
right eight months ahead of retirement of
the Government Servant		 The Head of office ensure that gap, deficiencies
in perfection if any, noticed in the Service
Book, etc. are set right eight months ahead of
retirement of the Government Servant. The
pension case should not be forwarded in
incomplete shape, which results return of the
case and delay in settlement.
2 The Head of the office should forward the
pension to o/o Principal Accountant General
not later than six months in advance before
the retirement of the Government servant.		 About 90%of pension cases are received in
delay of 2 months to5 years of retirement
without stating any reasons for delay. Do not
forward any case to A.G’S office 1 (one) year
after retirement without stating the reasons for
delay. Such cases are not to be forwarded
directly to AG’S office. It should be forwarded
through the Administrative Department of the
Government
3 After completion of above formalities the
Head of office shall forward the Pension
cases of the retired government servant to
the O/o the Pr.A.G. not later than 6 months
before retirement of the Government
servant with the following documents :-
(i) Service Book.
(ii) NDC from Estate Officer.
(iii) Descriptive Roll in triplicate.
(iv) 3 (three) copies of joint photographs
duly attested.
(v) 2 (two) copies of specimen signature. In
case of illiterate Government Servant two
slips bearing the left thumb impression duly
attested.
(vi) Last Pay Certificate incorporating GPF
Account Number thereon.
(vii) Particulars/ Service statement / Service
Roll in case non- gazetted Government
Servant specially Muster Rolls employees
from date of engagement to date of
retirement / death with the entries of service
regularization.
(viii) Form-3 duly signed by the Head of
Office.
(ix) Form-4 duly signed by the Head of
Office.
(x) Form – 17 (Revised) details of Family
members (name should be written in Capital
letters along with date of birth invariably).
(xi) Form – 19 All the columns of the Form19 should be filled up and copy of the
sanction order of Provisional Pension and
Provisional DCRG to be attached with the
Pension Papers (wherever Provisional
Pension and DCRG sanctioned).
(xii) For missing Government employee
copy of the FIR and Police Report should be
invariably furnished along with the Pension
Papers.
(xiii) Pension Papers for minor son/daughter
of Late Government Servant should be
submitted through the legal guardian to be
appointed by a Court of Law in Form High
Court J-52 and legal guardianship to be
submitted along with the minor pension
case. 

If any of the documents as mentioned in left
side not attached or found with Pension papers
it will be treated as ‘ Incomplete shape’ and
returned to the department.
The Head of Office will be responsible for
delay in finalization of such incomplete cases. 

(i) Service Book
(a) If the Service Book is duplicate or
reconstructed order of the higher authorities
allowing such reconstruction should be
recorded in Service Book and a copy of such
order should be pasted on the front of the
Service Book otherwise the case will be
returned.
(b) If the name of the Government Servant in
Service Book differs from Pension papers
submitted. This will be treated as ‘incomplete
case’ and will be returned.
(c) The change of date of birth in Service Book
found unattested or found manipulated it be
returned immediately.
(d) The verification of Service if any period is
found unattested and recorded but the period
has not been shown as nonqualifying service in
Form-21, it will be returned.
(e) The date of death or retirement of the
Government Servant should have been
recorded in Service Book, otherwise it will be
returned.
(f) The period of suspension if any should have
been recorded in Service Book otherwise it will
be treated as incomplete shape.
(g) All EOL without MC should be recorded
and attested by the Head of Office otherwise
the case will be returned.
(h) No stepping up of pay should be done
without the concurrence of the Finance
Department and orders finance Department
should recorded in Service Book and a copy of
the Finance Department should be pasted in
Service Book.
(i) Last pay drawn by the Government Servant
should have been recorded in Service Book
with attestation. It should be ensured that all
regulations of pay from time to time should be
attested by Head of Office otherwise it will be
returned.
(j)NDC from Estate Officer is required in case
the Government Servant was residing in
Government accommodation.
(k) All columns of Form-4 must be properly
filled in and duly signed by the Head of Office.
No column of the Form-4 should be left blank. 

Any unsigned and incomplete Form-4 will be
returned to the concerned department forthwith.
(l) Form-17 should invariably be filled up with
proper and actual name of dependent family
members with date of birth in date month year
in bold letter and invariably attested by the
Head of Office.
(m) No columns of Form-19 should be left
blank. 
4 Family Pension Cases:
Family Pension case should be forwarded to
the A.G.(A&E), Meghalaya along with the
following documents within 1 (one) month
of receipt of the claim.
(i) Service Book.
(ii) Form- 8 – Application for family
pension.
(iii) Form-9
(iv) Form 11
(v) Form 17
(vi) Form 19, 20,21
(vii) Last Pay Certificate incorporating
GPF Account Number thereon.
(viii) Nomination form for gratuity
(ix)Details of Provisional family pension &
Provisional Gratuity paid by the Head of
Office and outstanding dues duly signed by
the Head of Office
(x) Duly attested Photographs, Descriptive
Roll, Specimen Signature (3 copies each) of
the Family Pensioner should be enclosed.
(xi) Death Certificate of the deceased
government servant		 (i) All instructions for maintenance of Service
Book as given for Superannuation Pension
should be strictly observed except the date of
the death of the deceased Government Servant
must invariably recorded in the Service Book.
(ii) Form-8 if not signed by the claimant or not
attested by the head of office it will be
returned.
Form-17 if the date of birth of children are not
furnished instead of it only age are mentioned
the case will be returned if the claimant is a
minor.
(iii)The Family Pension claim will be returned
where the claims are made by a person who is
not guardian and is not supported by Legal
Guardianship Certificate from a Court of Law.
(iv) Duly attested copy of Death Certificate of
the Government Servant must be furnished in
all Family Pension claims.
(v) All documents furnished with the Family
Pension proposal not signed or countersigned
or attested by Head of Office. In case of any
deficiencies the case will be returned.
(viii) Legal heir certificate/succession
certificate from a Court of Law. No claim
without legal heir certificate/succession
certificate from a Court of Law where the
claim is for arrear pension, should be furnished.
(ix)Ensure before sanctioning and forwarding a
Pension case to A.G’s Office whether the
claimants are entitled to Family Pension as per
the provisions of Rule 48 of Meghalaya Civil
Services(Pension) Rules, 1983.
(x) Ensure whether sanction orders of
Provisional Pension and Provisional DCRG are
enclosed with Pension proposal.
(xi)In case a Government Servant has more 
than one wife, it is to be indicated who the 1st
wife is. Seniority being determined with respect
of the date of marriage.
(xii) No case should be forwarded without the
Birth Certificate of the minor children. This is
important to decide eligibility of Family
Pension.
(xiii) In case of any overdraw due to wrong
fixation of pay in the past the amount drawn
excess should be indicated in the Service Book
as well as in the Form-19 and LPC.