ECL EASTERN COALFIELDS LIMITED ( A Subsidiary of Coal India Limited) SANCTORIA, P.O. DISHERGARH DIST:BURDWAN – 713333 (W.B) (0341) 2521341-343, GRAM: EASTCOAL Fax: 0341 2520459

Ref. No.: ECL/D(P)/42 Dated: 14.01.2013

To The CGM/GM, Sodepur/Satgram/Sripur/Salanpur/ Mugma/ S.P. Mines/Rajmahal/Kajora/Kunustoria/Bankola/ Jhanjra/Sonepur Bazari/Pandaveswar/J K Ropeways/ Kenda/Kajora. The GM/Agent, Sodepur Central Workshop/Neamatpur Central Workshop/ Poniati workshop/Mugma Regional workshop / BE&FW/ Ukhra Regional workshop/Ratibati Workshop/ Mines Rescue Station/HRD,ECL Sales office, Kolkata / Andal Sales office/ CMO(IC), Sanctoria/C H Kalla, Dear Sir, Sub: Streamlining submission of CMPF/CMPS claim applications. A copy of D.O. letter dated 23.11.2012 from Shri Shailesh Kumar Singh, Joint Secretary, Ministry of Coal sent to Chairman, CIL has been forwarded to this office by the Director(Personnel & IR), CIL on the above subject matter(copies enclosed for circulating the same to all units/establishments under your control). 1) While advising to implement a time-bound action plan as suggested through the said letters, it is imperative that the CMPF Refund claim and pension claim form(PS-6) of employees retiring in a month should be got ready in the month previous to retirement and submitted to CMPF office latest by the first week of retiring month. In order to ensure this, following actions are suggested:- a) Superannuation notice should be issued in time i.e. 06 months prior to date of retirement on superannuation. Simultaneously, the Personnel Executive of concerned establishment shall issue a letter to retiring employee, advising him to collect a photocopy of prescribed CMPF and CMPS claim forms from office and submit the same duly filled up, alongwith details of his all previous posting for scrutiny, to the Personnel Executive of concerned establishment within 02 months of issue of letter by the Personnel Executive. Retiring employees should also be advised simultaneously to get prepared their Joint Photograph with spouse and/or children aged below 25 years, as applicable as per CMPS (Attested by Gazetted Officer on the back side) and single-holder Bank A/C. (one draft letter is enclosed). If no response is received from the retiring employee within the stipulated time, another letter to be communicated to him before 04 months as reminder(another draft letter is enclosed) Wide publicity should be given amongst the employees in order to make them aware of this decision so that they also know their responsibility in the matter. Contd..2

-2- b) The concerned office of Personnel Executive shall scrutinize the CMPF and pension claims submitted by the employee for necessary correction. In case, there is some deficiency of information/document, Personnel Executive of establishment shall immediately write to the Personnel Executive of other establishments for making the information/document available to him within a period of 15 days positively, with a copy of letter to the Area Personnel Manager and concerned employee also. c) The Personnel Executive of other establishments from which information/document are sought will ensure to make available the required information/document within 15 days positively. d) In cases where total recovery on account of CMPS has not been made from the employee, necessary recovery along with interest is to be made within 7 days and pension contributions should be completed. e) Thereafter the claim forms of CMPF and CMPS should be finally filled up by the dealing staff of concerned establishment, which will be checked by related Personnel Executive. f) The completed CMPF and pension forms should be submitted to CMPF Office latest by the first week of retiring month, even much earlier if possible and regular liaison to be kept with concerned Regional Office of CMPF to ensure timely disbursement of CMPF and pension. 2) For ensuring strict compliance, a specific Personnel Executive should be authorized for each and every establishment by the concerned CGM/GM/Controlling Officer so that suitable disciplinary action can be taken against the erring officials. They should also be instructed to send a consolidated list of retiring employees to the concerned Regional Commissioner of CMPFO at least three months before the date of actual retirement and to reconcile any difference in Name, Father’s name, Date of Birth, Date of appointment as per CMPF records vis-à-vis office records so as to clarify the matter in the forwarding letters of claims sent to CMPFO itself. 3) Further, to ensure effective control over the above system, a format for sending monthly status of processing and settlement of CMPF and CMPS claims (separately) against the previous month is furnished below, which should be sent by all Areas/Establishments so as to reach ECL HQ. Pension Cell within 10th of every month positively. No. of employees retired in the month ending-

No. of claims of employees processed & submitted to CMPF Office out of “A”.

No. of claims cleared by CMPF out of “B”.

No. of claims could not be sent to CMPFO with reasons of pending at concerned establishment(A-B)●

No. of claims could not be cleared by CMPFO & reasons thereof(B-C)●

No. of pending cases of previous months processed & sent to CMPFO.

A B C D E F

● Foot note(Name-wise) should be given mentioning specific reasons of pendency and action taken in the matter. A control register is required to be opened by dealing CMPF/CMPS Clerk to maintain specific flow chart against individual cases.

Contd..3

-3-

4) Simultaneously, a list of all employees whose retirement has already occurred in the past but application of Pension/PF (if eligible) has not been forwarded to the concerned Regional Commissioner of CMPFO, should be prepared and such cases must be processed for settlement in next two months time period without any more delay and a Special Drive be initiated to eliminate such pendencies in disbursement of Pension claims/PF refund claims. A copy of this list with reasons for non-submission of pension/CMPF claims should be sent to G.M(Pension) within 10 days. Area Personnel Manager will regularly review this list and ensure settlement of all pending claims of CMPF and pension under Special Drive within a period of 2 months. 5) Area CGM/GM and Unit Incharges should also review the status of settlement of CMPF/CMPS claim on monthly basis and advise concerned official for corrective action so as to ensure timely disposal of such cases in respect of pending claims of CMPF/pension also. Area CGM/GM/Unit Incharges should monitor the status and ensure Special Drive for settlement of such claims within 2 months. The above instructions are issued for strict compliance.

ENCL: As above(04 copies).

Yours faithfully,

(S.K.Srivastava) Director (Personnel)

Copy for kind information:- 1) CMD, ECL 2) Director(T)OP/Director(F)/Director(T)P&P, ECL. 3) C.V.O, ECL. Copy for information and similar needful action to :- 1) G.M(MP&Pension), ECL HQ.- with the advise to closely monitor the progress of settlement of

CMPF/Pension cases within prescribed time. In case of such cases pending at present, he will keep regular watch and ensure their settlement within prescribed time.

2) G.M(Finance)/IC, ECL HQ. 3) G.M(P&IR), ECL HQ.

$J'16lu' - t.".. :i

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COAL INDIA tTD.10, Netaji Stlbhas Road

Kof$3.-ZS0--Sa1F'hone : 033-22435293 GRAM : COAL INDIA

FAX :033-224358i7

CIL:D(P&IR) Sectt:2012: o o s,/to / z7 4

To ,//1. The Direetor {Personnel) - BCCL/Ect/ccLiMCL/NCt/SEcL/wct

2. Director (P&Dl, Cl\^PDlt

Dated:15.12.2012

Sub:

Dear Sir/s,

Copyo fD .o ' | e t t e rd t .23 '11 .201? f r cmshr i sha i | eshKumars ingh ,Jo in t sec re ta ry ,Ministry of coal sent to chairrnan, clL is enclosed, which speaks regarding state of affairs in

reference to submission of CMPF claim forms. in brief, after random review of the

p rocedure invo |ved inc |a imse t t l emen tandd isbu rsemen to fpens ion ( randomrev iewdoneinr"rp". tofonlyfewsubsidiar ies/of f icesl , theiol lowinghavebeenpointed-out:-

1, Most of the coal companies have not fonrvarded tfte claims of retirees to the

concerned Regional Offices of CMFF witMn a reasonable time frarne'

2, There is no proper ttme frame or action plarr for forwarding the claim to CMPFO after

retirement of emPloYees.3. ln BccL, besides delay, pick and choose method has been adopted in submission of

Pension claims', 4. ECL took even longer time than BccL in submlssion of claim applications. In th(ee

casesWh ichhavebeenpo in te r l . ou i , sub rn i ss iono fc |a im took2432 ,L4o7and845days respectivelY.

5. The performance crf CCL is also not satisfactory'.6. Thorough review of the outstanding and settled cases of Iast three yeals is imperative

to fix responsibility and initiating discipiinary action

7. Though wcl and sales offices of cil are in general submitting the claim before

retirement, but regular review is a must

G n Llo'ai onJ

streamlinins submission olcMPF cl-eiit-a.pp.l!ge!!9!E

w ltri v$ a otnofi"I A l -I ' n

* 'b$vssi rn 4t- +t'tteomwro'

;^,; )o: ',\.',o;r"'f#, ^+4ry : :',",' yyrlhr'-, a wonbDcPbta,clL

rvr"'

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while advising to implement a time-bound actionllan to streamline the submission

of ctaim applications to respel:# l#;;ililti ot irotpe' the sussestions have been

iiu.n in t"g.'a to following matters :-

a- Submission of applicatlon of CMPF' Pension' etc' in a time bound manner - within a

reasonable tit"-tr.tur,." ,", ro be fo!.wa,ded :f:il: il::.^tff#: :::HHi'b. Review of cases which ".;i;;;;; o"r'l'"_"jy t"i:t:,rpFo _ atteast three monrns

c. Forwardins ot o"*'"";::i;; n"air"rr ofr,.::,"::,, disbursement of pension.

d. Providins 'l ll" -?t-:l:;;;,,"**"ii- ,o

"n'ure time

before the date ot acrt

rt has been rurther sussestcd that a Y"::l.b':';rn,JlH:11,ii""i[:*"pendenciesin disbursemenr of p-ension claims and a system o" o"""*:.''

-l .,^* ^, ,

while drawins vour aftentian in this resardjt :r'r""$::li::t':I";t"tc eo:[:

po,itron'inl*p":l;1.'-":ffil$:J,ili,,*::":ff:"i:il;;;;ttier, againstthe errinsimmediate forwarding ot Pet

lttno'tlt"nlo't disciplinary action be taken'

A line in confirmation of action taken is solicited'

Yours faithfully'

o vn.N--.--tf,i iaott-as ots)

Director (Personnel & tR)

Encl: as above

Coov for information & needful/si$ilil a$ion tqj:

1. CGM, NEC' Assam -.,2. GM (Financel t7c 'urt-

3. GM (MP & lR)' clL

ffiffistrtc qri

vYewqcnfr6, g{r$qqqShailesh Kumar Singh' lrs

{itfrqHaJoint SscretarY

'-'ui'.''4 *tlV.'r- eCtduring that same period took even longer time than BCCL in submission; i . jn of claim applicati-on to respective Reglonal Offices. There are three cases, one of

- t >

inri nanta bolai, Loader of ECL, in which FCL management has taken 2432 days tot

iuOmit the claim to RO, Asansol-L In the case of Shr:i Surendra Kora, Driver and

shri Haridas, uG Loader it took 1407 and 845 clays r€rspectively' The perforunance

i of ccl is also not satisfactory in submission of pension claims to the respective ROs

, f atnancni andapropervg4f i lat ig lofdelaysireedstobedonetosqt-r ighl i l future;\.. i and penatize lrEgvjU. rt ii

-nori clrt of ptace t,'mention that thorqugh ryvFry 9l the I

" it,r, V oldtunding anO GttteO cases of hqt_t]llee years to fix responsibility and disciplinary /t action in this regard is also imperetive.

, 5. WCL and Saies Offices cf CIL are in general sutrmitting the claim application.'l

to RO, Nagpur and RO at New Deihi before retirement llut regular review is a must.

Tel. No. ! 23384887

Fax:23184893

e-mail : jslr.moc@nic'in

srRa qti5'K

*tmn rixreqGO]-ERNMENT OF INDIA

MINISTRY. OF COALpTrit YfiisHAsrRl BHAwAN

c-gmiNnwonlnl

.1i l

,flvw

Dear $,

I am directed to inform that in order to streamline the process ofdisbursement of pension of the retired employees of coal companies a randomreview of the procedure involved in clainn settlement and disbursement of pension,on the basis oi data provided by CMPFC for three months i.e. April, May and June,2012 (based on sample data of 213 pension claims) was undertaken in the Ministry.

2. In this random review, Regional offices of cMP'FO namely Asansol (llllllfilIV), Dhanbad (I/lI/ilI), Ranchi (l/IliIII), Nagpur, New- Delhi were lelj:w.ei :ngit,"r. ure mainiy coveied by BCCL, ECL, CCL, WCL anrl Sales Office 9f CIL. Yoslqthe coal com forwarded the

thereREd--ronalTflrces of CMPFO within a reasonaole tlme rrame'+ii;=;r#"d ;li rm; ;i ;aian' pi a n'- m i To r-wa rd i ns' th e claim CMPFO afterretirement of an employee.

3, It has been olrservec thet BCCL, Dhantrad took average 48 days for Ro,Dhanbad-I and 255 days for RO, Dhanbad-Ili iust for s;ubmission of pension claims.On the other hand RO, Dhanbad-Ii BCCL tlas submitted a few claims applicationeven before retirement. The abave statistics show ccrmplete imbalance and sorrystate of affairs concerhing the ietired employees. Pick and choose needs to be

oresented and discouraged In all cases'

Contd...2/-

a

In view of the above position, it has been decided to streamline submissionof claim applications to respective Regional offices of cMpFo from cIL and its:Yqt:9i:-,i".t' Yp!-ote-Equegted tg !ind!.y_lllpfgTtent.g_litrg bound action ptap. rheand rollowing steps are suggested:-

(i) standing [lstl-uglions may be. issued to concerned officers of coal comoaniesfor submitting tle appjeelions-.of provident Fund, pension, etc. to thetespective Regional office ci cl,lFFo in a iime bound manner within areasonable time frame.

(ii) A list 0f all pensioners may be obtained whose retirement has alreadyoccurred (that is mcre than 3 months have elapsed) and application ofpension by the company has not been forwarded tc,concerned RC ofCMpFO.Instructions for the above ceses have to be issued so that these must be'qomplgle-d" !A ng.It two, monllglqg peflqd,, wi!@-qt apy q4qrq Oetiv.--

(iv) Instructions to RCs to obtah the tiqlf0_edyance from coal companies of ailretirees.g! lggsJ .j. pg[!h= !-elor-e"!he".daE gf 9-4ual.rgtirerngIl! and ensureryq9e€i!9_glq-,giq-b!rse[e$._al pg0trgn -!po ne4 rronths of retirementfappiicEtlon or peniion wif[ cb-mbrciG?etaiGlnifEiLtiriieit]tirn aieMpFoEmust).

A-qpepialdrrveles.ds-lq.FS_ilWed to elinrlqalq_p_gldqirggs in disbursementof pension claims by th'e coal companres and a system to avoid such delays isrequired to be put in place.

(i i i)

u^IL *fU,

Shri S. Narcing Rao,Chairman-cum-Managing Director,Coal India Ltd.,10 Netaji subhas Road,Kolkatta - 700 001.

yours sincerely,

sl_rl(Sihailesh rurfi?ft Stnglr)

Draft-I

(Letter to retiring employee subsequent to issue of 06 months superannuation notice)

Ref.No. Date: To Shri/Smt.___________________________ Designaition/U.M.No.__________________ Name of Unit/Estb.____________________` CMPF A/C.No.________________________ Dear Sir/Madam, Sub: Information regarding P.F/Pension details. You are going to be retired on superannuation from the services of ECL w.e.f. ……………………………………….(last day of the month) as per retirement list of ……………………………………..(name of unit). To make your pension file complete in all respect in advance and in order to collect details of pensionable deductions effected from other areas/establishments where you have worked earlier, you are requested to contact the office of the undersigned without further delay, along with copy of any details on the matter, if you have already collected from elsewhere. You are also advised to get prepared immediately by opening Bank A/c.(Single) wherefrom you want to get pension after retirement and taking Joint photograph with spouse and/or children aged below 25 years(as applicable as per CMPS), duly attested by Gazetted Officer on its back side. A photocopy of prescribed CMPF and CMPS claim forms may be collected from the office for submitting the same duly filled up for scrutiny by this office within 02 months of issue of this letter or earlier, if possible. This is for your information and initiating necessary action on your part. Yours faithfully, Sign of Personnel Executive Name: Designation: Copy for information:- 1) Manager/other immediate controlling officer,……………………………(Name of unit). 2) Name of CMPF/CMPS dealing clerk,…………………………………………..(Name of Unit).

Draft-II

(Letter to retiring employee before 04 months to retire, if no response received from employee earlier). Ref.No. Date:

REMINDER MOST URGENT

To Shri/Smt.__________________________ Designaition/U.M.No._________________ Name of Unit/Estb.___________________ CMPF A/C.No._______________________ Dear Sir, Sub: Collection of pension claim form and deposition thereof. Ref: Our earlier letter No……………………….. Dt…………………………. With reference to the above, you are once again requested to contact the office of the undersigned to collect your PF and Pension claim form and deposit the same duly filled up immediately for further necessary action at our end. If you do not respond, the matter of settlement of your PF and pension claim may be delayed. Yours faithfully, Sign of Personnel Executive Name: Designation: Copy for information:- 1) Manager/other immediate controlling officer,………………………(Name of unit). 2) Name of CMPF/CMPS dealing clerk,……………………………………..(Name of Unit).