Management of personal files

Main role is to ensure the maintenance and administration of personal files of all the officers connecting to office of the Chief Secretary and engineering division.

Assumption of duties on the first appointment

Procedure

Documents to be submitted by a newly appointed officer to the personal file when the duties are assumed

Letter of appointment
Letter of reporting for duty
Letter of assumption of duties at the service station to which the officer is attached
Original of the birth certificate
Copy of the National Identity Card
Copies of educational certificates
If the newly appointed officer is a married person,
- Originals of the spouse/ children
- Original of the marriage certificate

Forms

Form General 160, agreement
Form general 278, oath or affirmation /span>
Form General 261, Declaration of assets and liabilities ,
Form General 169, Report of the Medical Examiner

Legal Provisions

Chapter 11 of Establishments Code

Performance evaluation of the staff and granting salary increments

Performance plan of staff officers should be submitted at the beginning of every year and further midyear and end of year performance should be submitted for evaluation.

Performance evaluation of the previous year of non staff officers should be submitted on the date of salary increment

Procedure

Following qualifications and requirements are verified at the time of granting salary increments

Should have passed in the prescribed efficiency bar examination
Performance evaluation for the previous years
Should have obtained the competency in required language
Particulars of disciplinary action taken against officer, if any
Particulars of leave
In case of a staff officer performance plan should be submitted on the relevant date

o Order for payment of salary increment is issued by form General 232 (Order for of annual salary increment).

Forms

Performance evaluation of staff officers
Performance evaluation of Non Staff Officers
Performance evaluation of Technological officers
Performance evaluation of Development Officers
Performance evaluation of Management Assistants
Performance evaluation of Karyala Karya Sahayaka
Performance evaluation of drivers
Order of annual salary increment (Form General 232)
(Form General 185) Increment certificate form

Legal Provisions

Public Administration Circular No 7/98
Procedure of recruitment
Establishments Code

Confirmation

Procedure

Following information of the officers who complete probationary period are verified for their confirmation in the service.

Should have been certified by the medical examination report that the officer is fit for the service.
Should have passed in the efficiency bar examination.
Examination results should have been confirmed.
Should have perfected properly the annual reviewing reports for the probation period.
Reports on leave with no pay/half pay should have been obtained.
Other conditions as per letter of appointment

The officer will be confirmed in the service by the relevant appointing authority if all the prescribed qualifications have been satisfied..

Service	Appointing Authority
All Island services	Secretary, Provincial Public Service Commission
Development Officer	Secretary, Provincial Public Service Commission
Management Assistant
Karyala Karya Sahayaka
Driver	Chief Secretary

Forms

Form General 169

Legal Provisions

Establishments Code
Procedural Rules

Promotion in the service

Procedure

To obtain two copies of the original of the application for promotion subject to the recommendation of the Head of the Department.

Required documents

Two copies of the application for promotion which have been perfected as per the correct form.
Letter of appointment.
Letter of confirmation in the service.
Letter of passing the efficiency bar or letter of exemption from the same.
Results sheets and any other letters of exemption in relation to the departmental tests and other professional qualifications to be satisfied or passed as per the procedure of recruitment.
Letter of absorption in case where the appointment is not for the Western Province.
Documents obtained at the time of calling application should have been attached after certifying them as true copies.
Original of the letter of promotion.
Documents which are requested by the Public Services Commission, if they are officers in All Island services

Once the above documents are referred to the Chief Secretary,
- Approval for promotions of drivers and Karyala Karya Sahayaka(Office Employees service) is granted by the Chief Secretary.
- Approval for promotions in other services is sought from the Public Service Commission of Western Province.
- Approval for promotions in All Island Services is sought from Public Services Commission.

Forms

Application for promotions of staff officers
Application for promotions of Technological Officers
Application for promotions of Development Officers
Application for promotions of Management Assistants
Application for promotions of Karyala Karya Sahayaka
Application for promotions of Drivers
Applications for promotions of officers in All Island Services are called by Public Services Commission.

Retirement

Procedure

The letter of request for retirement should be submitted 06 months before the date of retirement
Following documents will be submitted to the pension authority along with the letter of request for retirement.
- Duly perfected form for pension from public service (Particulars of disciplinary activities are included in this application )
- Certified copy of the letter of appointment
- Letter of absorption to the public service of Western Province

o Once the approval is received for retirement following documents are referred to the Department of Pension along with the letter of retirement.

Application for pension gratuity and monthly pension award (PD 03)
Two color photographs of the officer and the spouse
Two certified copies of the National Identity Card of the officer
Two certified copies of the bank pass book of the officer.
Two certified copies of salary particulars in order to confirm the salary.
Certified copy of the salary conversion as per P.A.Circular No 3/2016
An affidavit if any difference is found in the name.

Once the pension number of the officer is issued by the Department of Pension, pension file is referred to the respective Divisional Secretariat.

Forms

Form for retirement
Application for pension gratuity and monthly pension award (PD 03)

Legal provisions

Establishments Code.
Pension circulars

Widows and orphans ‘pension

Registration for Widows and orphans ‘pension

Registration for widows and orphans’ pension scheme is made by internet. All the officers who are newly appointed to public service should submit following documents to the Management Assistant who maintains their personal files

Certified copies of the National Identity Card of the officer and spouse
Certificate of birth of the officer ,the spouse and children
Marriage certificate

Obtaining widows and orphans’ pension

Once the officers registered under widows and orphans’ pension scheme demise, the widows and orphans’ pension is paid to the spouse if she/he is still living. It is paid to the children who are below the age of 26 years if the spouse is not living.

Procedure

To get the application for Widows and Orphans’ pension perfected by the contributor ( Form PD 04)
To obtain the recommendation from Divisional Secretary and Grama Niladhari
To obtain the certification from the Head of the Institution
The application PD 04 should be sent to the Department of Pension by registered post along with relevant documents.

අවශ්‍ය ලිපි ලේඛන

Certified copy of the Death Certificate.
Certified copy of the marriage certificate.
Birth certificates of the children who are below 26 years of age
Number of the Widows and Orphans’ Pension.
Certified copy of the National Identity Card (Spouse)
Certified copy of the bank pass book.
A passport size colour photo.
Application , from general 55
Pension Circular .16 (F.R. 1729)

Forms

Application for widows and orphans’ pension
From general 55
Pension Circular .16 (F.R. 1729)

Legal Provisions

Pension circulars
06/2015(1)
06/2015
13/2010

Obtaining death gratuity

Death gratuity is entitled to the dependants of any public servant ,who has completed a net service period ( 05 year service in permanent and pensionable service ) after obtaining a permanent appoint in public service and demises during the period of his service in public service .

Procedure

Documents

Requests for death gratuity should be made by application for death gratuity (PD 05).
Certified copy of the Death Certificate..
Certified copy of the National Identity Card of the demised person.
Report on the dependents which have been certified by the Divisional Secretary.
Report on the salary in order to confirm the salary received for the last time.
A certified copy of the history sheet.
Certified copies of the bank pass books of dependents.
No claim certificate.

Forms

මරණ පාරිතෝෂික අයදුම්පත

Legal Provisions

o Pension Circular No 09/2015

Revision of death gratuity

Death gratuity should be revised at the following occasions.

When a promotion is antedated after the demise of the officer
When a change occurs in the salary due to the issuance of new circular which was received by the officer at the time of demise.
When it becomes necessary to revise particulars included in the application for death gratuity

Procedure

In order to pay the revised death gratuity, application for revision of death gratuity and pension gratuity (PD 6) is sent to the Department of Pension by registered post. ..

Documents which are required

Application for revision of death gratuity and pension gratuity (PD 6)
Certified copies of the bank pass books of dependants.
Certificate of award issued for the last time before the revision.
Revised history sheet.
Letters of salary revision, letters of promotion which are relevant to the revision.

Forms

Application for revision of death gratuity and pension gratuity (PD 6)

Legal Provisions

Pension Circular No 03/2016