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
  • 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
  • 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
  • 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.

Required documents

  • 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 color photo.
  • Application , from general 55
  • Pension Circular .16 (R. 1729)

Forms

  • Application for widows and orphans’ pension
  • From general 55
  • Pension Circular .16 (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

gratuity 

  • 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

  • Application for death gratuity (PD5)

Legal Provisions

  • 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

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

Forms

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

Legal Provisions

  • Pension Circular No 03/2016