Annexure-9

Technical & functional Requirements

SUB: RFP for implementation of HRMS under SAAS Model.

Ref: Your GEM BID

Note:

1. The Bidder shall specifically mention the make and model of the items offered for
all the requirements in terms of RFP without fail, failing which the Bid is liable for
rejection.
2. If the Bidder feels that certain features offered are superior to what has been
specified by the Bank, it shall be highlighted separately. Information regarding any
modification required in the proposed configuration to meet the intent of the
specifications and state-of-the-art technology shall be provided. However, the Bank
reserves the right to accept the modifications / superior features suggested/offered.
3. The Bidder shall provide all services, whether or not explicitly mentioned in this
RFP, to ensure the intent of specification, completeness, operability, maintainability
and upgradability.
4. The selected bidder shall own the responsibility to demonstrate that the products
offered are as per the specification/performance stipulated in this RFP and as
committed by the bidder either at site or in bidder’s work site without any extra
cost to the Bank.

Note – All the points are Mandatory.

1. Employee Master

Value
Field
Field name Field requirement description Alphabetical
Number
/ Numerical
1. Numerical 5 digits. If actual Numerical
number is less than 5 digits, prefix
1.1 EPF Number with zero value/s.
2. Auto-generate new EPF number
from last issued number for fresh
recruitees.
1.2 Title Mr. / Ms. / Mrs. /Dr. (Drop down list) Alphabetical

(First Name, Middle Name and Last Name) Alphabetical

1.3 Name
(15, 10, 15)

1.4 Gender Drop down list (Male / Female / Other) Alphabetical

Identification Free text Alphabetical

1.5
marks

1.6 Maiden name Applicable only for female gender Alphabetical

 (First Name, Middle Name and Last Name)
(15, 10, 15)

Present Select from drop down list: Alphabetical

Designation
 Probationary Office Attendant
 Office Attendant (Multipurpose)
 Probationary Office Assistant
 Office Assistant
1.7  Probationary Assistant Manager
 Assistant Manager
 Probationary Manager
 Manager
 Senior Manager
 Chief Manager
 Assistant General Manager
 Deputy General Manager
Present Scale in Select from drop down list: Alphabetical
case of Officers
 Scale I
1.8  Scale II
 Scale III
 Scale IV
 Scale V
 Scale VI
Present posting as Select from drop down list: Alphabetical
(only for officers)
 Assistant Manager
1.9  Manager
 Senior Manager
 Chief Manager
 Branch Manager
 Regional Manager
Date of Birth DD/MM/YYYY Numerical
1.10
Date

Date of DD/MM/YYYY Numerical

1.11 appointment in the Date
Bank

1.12 Appointed as Select from drop down list: Alphabetical

 Probationary Office Attendant

 Probationary Office Assistant
 Probationary Assistant Manager
 Probationary Manager
 Probationary Senior Manager
1.13 Date of (DD/MM/YYYY) Numerical
superannuation Date
(Auto generate to last date of month of
completing 60 years from date of birth.
However, if date of birth is first of any
 month, date of superannuation should be
last date of preceeding month of
completion of 60 years of age

1.14 Date of promotion (DD/MM/YYYY) Numerical

to present cadre: Date

1.15 Date of increment (DD/MM/YYYY) Numerical

Date

1.16 Exit date: (DD/MM/YYYY) Numerical

Date
If exit date is other
than date of
superannuation

1.17 Probation period: 6 / 12 / 24 Numerical

In Months

1.18 Extension of If not extended, Default value: zero Numerical

Probation period: months
In months
If extended, extension period in months
(Numerical value from 1 to 12)

1.19 Date of (DD/MM/YYYY) To be auto generated as Numerical

Confirmation per Clauses 1.17 and 1.18 with reference Date
to 1.11 or 1.14, as applicable

1.20 Marital status Select from drop down list: Alphabetical

Married / Single / Separated

1.21 Blood Group Select from drop down list: Alphabetical

O positive

O negative

A positive

A negative

B positive

B negative

AB positive

AB negative

1.22 Religion Select from drop down list: Alphabetical
Hindu, Muslim, Christian, Sikh, Jain,
Parsee, Jew, Others
1.23 Universal Account Free Text Alpha
Number (EPFO) Numerical
1.24 Permanent Free text (maximum 10 characters) Alpha
Account Number Numerical
(PAN) First five characters mandatorily
Alphabets

Characters 6 to 9 mandatorily Numerical

Fourth character mandatorily “P”

Last character mandatorily Alphabet

1.25 Permanent Free Text Numerical

Retirement
Account Number
(PRAN)

1.26 Aadhaar Number 12 digit number Numerical

1.27 Passport Number: Free text Alpha

Numerical

1.28 Whether VISA Select from Drop down list:

obtained and still
valid: Yes / No

1.29 Country for which Free text Alphabetical

VISA has been
obtained

1.30 Specimen Free text Alpha

Signature Number Numerical

1.31 Whether joined as Select from Drop down list: Alphabetical

Specialist Officer,
Stream Yes / No

If yes, select from drop down list:

Agriculture / IT / Law / Risk / HR / IR /

Technical / Others

1.32 Caste Select from Drop down list: Alphabetical

SC / ST / OBC / General

1.33 Present Status Select from Drop down list: Alphabetical

In service / Suspended / Resigned /

Superannuated / VRS / CRS / Terminated
/ Removed / Dismissed / Deceased
1.34 Basis of Select from Drop down list: Alphabetical
employment
IBPS / Compassionate appointment /
Employment Exchange

1.35 Father’s name (First Name, Middle Name and Last Name) Alphabetical

1.36 Mother’s name (First Name, Middle Name and Last Name) Alphabetical

1.37 Native Place Free text Alphabetical

Village:

Taluk:

District:

1.38 Native State Select from drop down list: Alphabetical

Names of all states and Union Territories

1.39 Place of Domicile Free text Alphabetical

Village:

Taluk:

District:

1.40 Domicile State Select from drop down list: Alphabetical

Names of all states and Union Territories

1.41 Branch / Office Select from drop down list: Alphabetical

where currently
posted List of Banks’ branches and offices

1.42 DPD Code of To be auto-populated from the response Numerical

Branch / Office in field 1.39 above
where currently
posted

1.43 Category of Select from drop down list: Alphabetical

appointment:
PHD / Sports / Compassionate / Ex-
Serviceman / Specialist / General

1.44 Mobile Number Ten digit number Numerical

1.45 Alternate Mobile Ten digit number Numerical

Number

1.46 Email ID Free text with ‘@’ character Alpha

Numerical
 1.47 Alternate Email ID Free text with ‘@’ character Alpha
Numerical

1.48 Signature Number Free text Alpha

Numerical

1.49 Identity Card Free text Alpha

Number Numerical

1.50 Power of Attorney Select from drop down list: Alphabetical

and
Issued / not issued:
Numerical
If issued: Date of Issue (DD/MM/YYYY)

1.51 Photograph Facility for uploading photograph of the Image

employee in JPG / PDF format up to 30 kb

1.52 Whether worked If No, Default Value, “Karnataka Vikas Alphabetical

for erstwhile Grameena Bank”
merged RRB? If yes,
Drop down list should be activated for the
following options:
Malaprabha Grameena Bank
Bijapur Grameena Bank
Nethravati Grameena Bank
Varada Grameena Bank

1.53 Health data:

Details of major diseases / disability, if applicable:

Nature of ailment /
disease / handicap
Suffering from the above
since

Details of treatment

Extent of disability

1.54 Permanent Address:

Door No. / Flat No. / House No.

Floor Number

Building / House name

Street Name
 Main Road Name

Name of the Area / Locality

Name of the City / Town

Name of the State / Union

Territory
PIN Code

1.55 Address for communication / Local address:

Door No. / Flat No. / House No.

Floor Number

Building / House name

Street Name

Main Road Name

Name of the Area / Locality

Name of the City / Town

Name of the State / Union

Territory
PIN Code

1.56 Educational Qualifications:

a. Basic qualifications:
Sl. Month and year Percentage /Grade /
Qualifications Institution University
No. of passing Class obtained

b. JAIIB and CAIIB

Sl. No. Month and year of passing

JAIIB

CAIIB

c. Professional qualifications:
Sl. Month and year Percentage /Grade /
Qualifications Institution University
No. of passing Class obtained
1.57 Details of Spouse:
Name: (Mr. / Mrs.) (First Name, Middle Name and Last Name)

Date of birth

Occupation

Whether disabled?

Whether employee of KVGB?

If so, EPF No.

If employed elsewhere, name of the

organisation

Category of Employer:

Central Government / State Government /

Public Sector Undertaking / Local Body /
Private Sector / Self employed

Whether the job is transferable?

Annual income

1.58 Promotions:
Sl. No. Cadre to which promoted Date of promotion

1.59 Postings:
Branch Population Whether Date Whether Whether
Sl. Date of
/ Group (Rural hardship of transfer on posted
No. relieving
Office / Semi Urban centre? joining administrative as
 / Urban / grounds or on Branch
Metropolitan) Request Head?

1.60 Languages known:

Read Write Speak Mother Tongue

1.61 Training Details:

Name of the
Sl. Training Pro Institute conducting the Internal / From To
No. programme External Date Date
gramme

1.62 Sabbatical Leave Details:

From To Reason for Sanction reference Branch / Office where
Date Date Sabbatical Leave number and date availed Sabbatical Leave
1.63 Dependent Details:
Dependant Dependant Dependant Dependant
No.1 No.2 No.3 No.4
Name

Relationship

Date of birth

Gender

Marital status

Occupation

Whether disabled?

Whether KVGB employee

If so, Employee No.

If employed elsewhere,
name of the organization

Annual income / pension

1.64 Suspension Details:

From To Reason for IR reference number Branch / Office from
Date Date Suspension and date where Suspended

1.65 Details of disciplinary action:

Sl. No. Nature of irregularities Details of charge sheet issued Punishment awarded

1.66 Nominee/s for Provident Fund:

Name Date
Sl. Address for % Mobile
of the Relationshi of Permanen Emai
No communicatio shar Numbe
nomine p Birt t address l ID
. n e r
e h
1.67 Nominee/s for Gratuity:

Name Date
Sl. Address for % Mobile
of the Relationshi of Permanen Emai
No communicatio shar Numbe
nomine p Birt t address l ID
. n e r
e h

1.68 Details of Professional Qualifications and Certifications acquired after joining service:
Month and Fee
Sl. Incentive
Qualifications Institution University year of reimbursed
No. paid (Rs.)
passing (Rs.)

1.69 Details of Bank accounts:

If
Nature
borrowings,
Name of of If
Name Whether balance
Sl. the Bank / account Account borrowings,
of the savings or outstanding
No. Financial SB / CA number purpose of
Branch borrowings and
Institution / OD / borrowing
whether
Loan
regular

1.70 Details of previous employment, if any:

Sl. Name of the Date of Date of Designation / Reason for
No. organization appointment resignation Position held leaving
1.71 Details of deputations:
Date of Whether
Date of
Sl. Deputed conclusion Designation / within Purpose of
commencement
No. to of Position held the Bank deputation
of deputation
deputation or outside

1.72 Details of affiliation to Association / Union:

Name of
the Date of Date of
Association joining leaving
/ Union

1.73 Details of achievements / recognition / awards:

Sl. Achievement
Award Date
No. in
2. Performance Appraisal:

S No Particulars

2 Performance Appraisal

2.1 The system should support performance management tools such as

2.1.1 Ø Balanced Score Card

2.1.2 Ø 360 degree feedback for future requirements

2.1.3 Ø Tracking & reporting.

The system should record competencies and proficiency required for each job
2.2 matching with the available competencies of employees. The system should
make competency assessment on pre-designed metrics and should facilitate in
all employee development initiatives like recruitment, training, succession
planning, appraisals etc.
The system should be able to map the KRAs of the employee based on their
2.3 present job posting. Business Targets/Non business targets specific to Branch,
RO staff and HO staff should be acknowledged on the system.
The system should allow inclusion of weightages for each key parameter and
2.4 points against each rating attained in the performance appraisal template.
The system should be able to generate online performance appraisal for the
2.5 employee based on his cadre /job posting and agreed upon performance goals
(at the beginning of the year) if any
The system should be able to map KPIs listed in the performance to the business
2.6 and non-business reports (e.g. Advance, Deposits, recovery, compliance, etc.)
for each staff in order to verify performance.
The system should support online secure access to both staff as well as the
2.7 officers to complete performance self-appraisals.
The system should map appraiser and reviewing authority to each employee to
2.8 facilitate appraisal process. The system should allow editing of the same in case
of special circumstances
Facility to review set goals and change them during the performance year –
2.9 particularly during transfer/promotion in the middle of the year.
The system should support online secure access to appraiser and reviewing
2.10 authority to complete performance self-appraisals. The system should record
and store any comments which should be viewable by the appraiser and their
manager/s.
2.11 Provision for Unilateral Performance Appraisal.

The system should be able to calculate the total marks received based on the
2.12 point rating and individual parameter weightages.
The system should have functionality to compare appraiser and reviewer ratings
2.13 online.
Support generation of confirmation number for sign offs made by employee,
2.14 appraiser and reviewing authority, in printable form stating the time and date
of submission.
The system should be able to highlight appraisals to be placed before
2.15 moderation committee in scenarios of rating mismatch between appraiser and
 Reviewer.

The system should be able to map the appraisals to the moderation committees
2.16 specific to the cadre/grade of the employee
The system should support maintenance of history of performance appraisals and
2.17 promotions.
The system should be able to identify list of employees whose promotion is
2.18 dropped on account of last 3 years (or user defined period) performance ratings
and track the same on a year on year basis.
The system should have direct integration to the training needs analysis which
2.19 can be used as input in training calendar design as well as employee
Nomination.
The system should support for generation of reminder letters / mails / workflows
2.20 to the employees/ appraising authorities in case of non-submission of self-
appraisals etc.
The system should support memo letters / mails / workflows to be issued to the
2.21 employee in case of unsatisfactory performance (below average)
Support to generate defaulter's list and also acknowledge submission of
2.22 performance appraisals
The system should have facility to release of increments for qualifications
2.23 acquired and also for stagnation increments, FPA, PQA etc. and it should be
integrated with the payroll module and other relevant modules.
The system should have facility to support generation of increments due for each
2.24 month or for user defined period for employees – cadre wise/scale wise/ other
user defined combination.
2.25 Performance Appraisal
Capability to create online Performance documents for employees depending on
2.25.1 the cadre / grade in the organization
2.25.2 Facility to capture information of self-appraisal through Self Service Modules.
2.25.3 Ability to map the reporting officer for a given appraise officer
Support generation of system confirmation number for the appraisee, reporting
2.25.4 officer in printable form, stating the date and time etc. of submission
Facility to appraise the performance online by the appraising officer and capture
2.25.5 details as given by the appraising authority (reporting officer), reviewing
Authority
Facility to attach different rating model (5 point scale, 7 point scale) depending
2.25.6 upon the cadre / grade in the organization along with marks
Ability to define the period for which appraisal is being carried out
2.25.7 (Monthly/Quarterly/Half yearly/Yearly etc.)
Support parameter wise ratings, final ratings, strengths / weakness and
2.25.8 suggestions/recommendations for improvements by the appraising/reviewing
authority / accepting authority.
Facility to consolidate the overall points and calculate an overall grade to the
2.25.9 appraisee.
2.25.10 Support maintenance of history of performance appraisals

Support upload of a fixed format appraisal in case of non-connected

2.25.11 branches/offices
Support to generate reminder letters / mails / workflows to the employees/
2.25.12 appraising authorities in case of non-submission of self-appraisals etc.
 Support generation of printable list of outstanding appraisals for each reporting
2.25.13 and reviewing officer and dispatch to concerned officer through letter/mail /
workflow etc.
Support to generate defaulters list
2.25.14
Support memo letters / mails / workflows to be issued to the employee in case
2.25.15 of unsatisfactory performance.
Provision for recording special appraisal during retirement review process.
2.25.16
Provision to provide feedback and accepting acknowledgement of feedback
2.25.17 from staff members on submission of PARs.
Competency Mapping
2.26
Facility to create various competencies and categorize them into various
2.26.1 competency types viz., Ability, Skill, Knowledge, etc.
Facility to create multiple rating models (evaluation scale) and attach the same
2.26.2 to the competencies
Ability to define standard proficiency examples and benchmarks for the
2.26.3 competency so selected and rating model attached
Ability to define roles in the organization (in terms of Position, Job Family, Job
2.26.4 code, Job task)
Ability to link specific competencies to these roles and define minimum required
2.26.5 proficiency to fulfill the requirements of these roles
Ability to define competency clusters (combination of multiple competencies of
2.26.6 similar nature and its minimum proficiency requirement) and attach the same
to roles.
Ability to classify the requirement of the competencies as ―hiring related‖,
2.26.7 ―tenure related or ―promotion related
Ability to assess the employee on the competencies required for his current job
2.26.8 and planned jobs and update the actual proficiency on the competencies
Ability to capture the employees‘ interest level as well as the experience in
2.26.9 usage of the acquired competencies
Ability to carry out a ―Role to Person‖ and ―Person to Role‖ match to identify
2.26.10 employees’ fitment to roles.
Map competency that employees gains from completing a course completed or
2.26.11 training program attended and provide for automatic updation of employee
competency inventory (from training module)
2.27 Capability to create online Performance documents for employees depending on
the cadre / grade in the organization
2.28 Facility to capture information of self-appraisal

2.29 Facility for self-appraisal as well as superior‘s appraisal

2.30 Facility to have 360 degree appraisal

2.31 Ability to include the name of the employee in the training program in
respective area based on the training needs of the employee as envisaged
from the appraisal
2.32 Capture the details of assets & liabilities as furnished by the officers at the end
of every year
 2.33 Support maintenance of history of assets & liabilities details furnished by
officers
2.34 Support to generate list of officers defaulted from submitting the statement and
provision to generate reminder letters to the officers
2.35 Support generation of all related report and facility for dynamic query utilities

2.36 There should be provision to get acknowledgement to staff members on

submission of Performance Appraisal and Assets and Liabilities statement.
2.37 Performance Appraisal and Increments, asset and liabilities statement
Management (Part of Career & Succession Planning)
2.38 Capability to create online Performance documents for employees depending
on the cadre/grade in the organization
2.39 Ability to draw a Performance Matrix/ Job Matrix and map Key Responsibility
Areas for each employee (individual goal setting) position in the institution
based on the Matrix.
2.40 Ability to design the Matrix based on behavioral and technical (functional)
competencies for each cadre / grade in the organization.
Facility to review the Goals set earlier and changes them during the
2.41 performance period with adequate rights i.e. Both employee and reviewer
should mutually agree for the change the preset goals which should get recorded
in the system – to be linked with transfer/ change of role.
2.42 Ability to maintain past Annual Appraisal reports on scanned format or through
templates with feature to record quantitative score in separate field for making
calculations etc.
2.43 Display of full/partial APAR employees. Communication of APAR to employees.

2.44 System of appeal against the ratings/comments given in the APAR to the
employee and its grievance redressal mechanism.
2.45 Capability for moderation of the marks by the Moderation Committee awarded
by Reporting/ Review Authorities
2.46 Performance appraisal for Office Assistant, Office Attendant – not self should
be filled by Branch Head) – Format for Office Assistant, Office Attendant as
defined by the Bank
2.47 The system should allow submission of the grades allotted by the reviewing
authority for the preceding years in both front end and back end channels and
provide maker and checker concept for such data updation.
2.48 The system should provide the gist / grades of the selected staff members so as
to enable the admin / competent authority to take appropriate decision for
selection of candidates for promotion, transfers, trainings etc.
2.49 System should be flexible to include fresh guidelines issued by the regulators
with regard to performance appraisal of the staff members / other personnel
related to Bank.
Work
sheet Performance Appraisal
Total
Functionality flow:-
 Only HR Admin/s shall enter the data either individually or bulk upload using spread
 Sheet using mandatory maker – checker option.
 Only HR Admin/s shall able to change the data as and when warranted using
mandatory
 Maker – checker option.
 Only the particular employee shall be able to view data apart from HR Admin.
Performance Appraisal - Work flow.

Sl Category of Reviewing
N Reporting Authority
Employee/Officers Authority
o.
Branches
Office Assistants at Branches Senior Manager
1 Branch Manager
headed by Scale I & II (PHRD) at RO
Officers in Branches headed by Regional
2 Branch Manager
Scale 1 & II Manager
Branch Managers in Scale I & Regional
3 Senior Manager (PHRD) at RO
Scale II Manager
General
4 Branch Manager Scale III Regional Manager
Manager at HO
Regional Manager (AGM)/ General
5 Branch Manager Scale IV General Manager (In case RM is Manager at
Scale IV) HO/Chairman
6 Branch Manager Scale V General Manager Chairman
Staff at Scale IV headed Section Head at Branch/Chief Chief
7 Branches who are Officers and Manager (In absence of Section Manager/Regio
Office Assistants officers) nal Manager
Staff at scale III Branches who Senior
Branch Manager/Section Head
8 are Officers and Office Manager/Regio
at Branch
Assistants nal Manager
Regional Office
Regional
1 Office Assistants Senior Manager
Manager
Regional
2 Officers in Scale I & II Senior Manager
Manager
General
3 Senior Managers Regional Manager
Manager
4 Regional Manager General Manager Chairman
Head Office
Office Assistant (M), Officers in Manager/Senior Manager of the
1 Chief Manager
Scale I Division
Senior Manager of the General
2 Officers in Scale II
Division/Chief Manager Manager
Chief Manager/AGM of the General
3 Senior Managers
Division Manager
General Manager @ HO
4 Chief Managers Chairman

5 Assistant General Manager General Manager @ HO Chairman

Deputed staff to RBTC
Chief Manager
1 Officer deputed to RBTC Director RBTC
PHRD
General
2 Director, RBTC Chief Manager PHRD
Manager
3. Transfer & Promotions Module:

All matters related to TRANSFERS should be as per the guidelines mentioned in TRANSFER
POLICY.

S.No. Particulars
3 Transfer & Promotions
The system should have automation of transfer process and related workflow
with facility to configure rules. Transfer details shall include Transfer Request
entry, acknowledgement entry, Place of Request, Transferee Branch,
3.1 proceedings, relieving Date, Reporting date, date of taking charge , to record
details of discrepancies noted while taking over the charge and generation of
various related reports, details of Temporary transfer etc.
The system should have facility for Transfer/redeployment of officers based
3.2 on requirement/sanction strength of different regions
The system should maintain full transfer history of employee including name
of the branch/office with branch type (rural, urban, semi-urban, metro) ,
3.3 region wise (surplus/deficit) region wise (within region/ out of region
transfer), date of joining, date of relieving etc.
The system should be capable of maintaining the date of changes in the nature
of branch (rural to semi urban, semi urban to urban, etc.) which impacts
3.4 employee service history and promotions
Should maintain number of transfer requests rejected, number of transfer
3.5 requests/rejections upheld and reason for the same etc.
The system should identify vacancy posts identified as per Manpower Plan to
3.6 be filled through internal transfers

The system should generate proposed transfer list on employee seniority levels
for transfer based on user defined criteria - such as completion of tenure in
3.7
specific RO/2-3 years in deficit area/surplus area, transfer on promotion etc.
as per the Bank's policy.

The system should prioritize transfer/redeployment of employees based on

their specialization and expertise in a particular area drawn from the
3.8 performance appraisal reports.

3.9 Maintain transfer posting information on employee promotion.

The system should maintain temporary transfer/transfer abeyance on

3.10 compassionate grounds/bank exigencies/spouse transfer and also generate
report on over-due cases.
The system should facilitate logging of employee transfer request which should
3.11 follow the automated workflow for sanction if any, from the competent
authority.
The system should generate transfer orders to be issued to the present posting
3.12 controlling authority (Regional Manager/Dept. Head)to initiate relieving
process
The system should support online updation of joining details from the new
3.13
place of posting
 The system should track relieving /joining delays and generate reminder
3.14 letters for the controlling authorities to follow up on the transfer
implementation

Recording handing over and taking over charge of branch/office with provision
3.15
to record remarks (if any)
Linkage of transfer type to transfer specific allowances for auto incorporation
3.16
in the payroll

The system should be able to track the details of employees on deputation

3.17
within/outside the bank (date of deputation, period of deputation etc.)

Should create standard career paths in the organization in terms of various

3.18
possible moves from the current level / grade in the organization
3.19 The system should support full promotion processes from any to any cadre.
The system should allow defining promotion eligibility criteria for each grade
based on tenure, tenure in a specific posting (rural/semi urban), specific
3.20 qualification completed, performance appraisal ratings for the past years etc.
It should support relaxation for JAIIB/CAIIB once in the service
Should define additional rules specific to service in terms of suspensions,
3.21 disciplinary actions.
The system should support preparation of lists of eligible candidates based on
3.22 user- defined criteria
The system should support inviting applications from eligible candidates and
evaluate the details. It should include option for relaxation of eligibility
3.23
criteria
The system should allow defining rules on % of vacancies to be filled through
normal track and fast track. Based on the calculated positions, it should
3.24
generate number of employees to be shortlisted as per policy norms
The system should support preparation of lists for Normal Track and Fast Track
3.25 and issue of call letters for interview/written test in specified formats
The system should facilitate online capturing of shortlisted employee's (of
3.26 specific scales) willingness to participate in the promotion process

3.27 The system should capture marks for written test and generate merit lists.

The system should capture interview performance and generate list of

candidates selected for promotion based on the user-defined criteria and
3.28
category-wise (like general, SC/ST, OBC etc.)
The system should be able to calculate total score of the eligible employees
based on predefined weightages to written test score, interview performance
3.29
and appraisal ratings.
The system should support obtaining clearance from departments like audit,
3.30 vigilance etc.
The system should support preparation of seniority list/ merit list / waiting
3.31 list / empaneled list etc.
 The system should intimate employees of promotion / rejection through mail
3.32 / workflow / letters (call letter, promotion letter, rejection letter etc)
The system should support advising salary fitment on promotion. The fitment
3.33 made should automatically go to payroll module.
The system should have functionality of issuance of posting orders on
3.34 promotion and updating promotion/posting details of employees
The system should store all the information related to promotion
refusal/reversion and thereto issue necessary letters to candidates who
3.35 refused promotion indicating the consequences like barring to participate in
next process etc.
The system should maintain and track retirements, resignations, other
3.36 vacancy positions
The system should update employee profiles on the promotion and new place
3.37 of posting/rejections/promotion refusal etc.
The system should have the capability to handle backdated promotions with
3.38 due sanction workflows as per policy
The system should be able to generate reports on shortlisted employees,
employees attending written tests/interviews, Test/Interview scores, grade
3.39 wise/category wise promotions made, out of turn promotions, promotion
refusals with reason
The system should maintain resource profiles available with the Bank (like
3.40 specialist officers, faculty, IT Officers, ZCCs, Credit officers, Law officers,
Marketing officers).
The system should maintain details of the allocation of resources at various
3.41
critical departments
3.42 Transfer process
Provision to enter previous placement (transfer history) record, from, to,
3.42.1 date, worked branch/office, request, general Transfer/ Deputation /
Attachment record maintenance.

3.42.2 Maintenance of complete history of employee transfers since his recruitment

Identification of vacancies and preparation of transfer list based on the user

3.42.3
defined criteria – e.g. Officers who completed 3 years at one place/region etc.
Transfer/redeployment / deputation / attachment of officers based on
3.42.4 requirement/sanction strength of different regions including appeal against
transfers

Transfer/redeployment of officers based on their specialization and expertise

3.42.5
in any particular area.
Maintenance of request transfer registers for officers and subordinate / Office
3.42.6 Assistant staff separately and facility to generate list of eligible candidates for
transfers based on criteria fixed.

Provision to generate employees who have requested for a given town with
3.42.7 special weightage for user defined criteria. Cancellation of request of the
employee as per the option of the employee
 3.42.8 Updation of the request entry once the same is considered and order is issued

3.42.9 Posting / transfer of officers upon employee‘s promotions

Maintenance of records for officers transferred to hardship centers and also

3.42.10 officers to be transferred back to preferred centres on completion of required
tenure at hardship centres.

Maintenance of transfer records of specialist transfer, identification of

3.42.11 vacancies and issue of transfer orders based on the recommendations received
from the respective specialist departments

3.42.12 Maintenance of transfer diary request transfers

Provision to maintain transfer details on special circumstances like

3.42.13 compassionate / health grounds and generation of details of compassionate /
health grounds and generation of overdue cases

Support online updation of relevant particulars (e.g. date of relieving etc.) of

the employee by the relieving branch to the joining branch. The joining branch
3.42.14
will provide a second online update for joining particulars / new Departments
etc.

Provision to record the transfer orders cancelled/ deferred/ modified and

3.42.15
follow up with the respective Regional offices for implementation

3.42.16 Provision to record Reliving & reporting dates including extensions.

3.42.17 Provide transfer / promotion / confirmation history of employees.

3.42.18 Generation of all related reports and also dynamic query facility.

3.42.19 The system should be able to track the details of employees deputation

The System should be able to review employees’ qualifications and skills to

3.42.20
identify the best qualified candidate to send on deputation.

Provision to maintain the details of verbal communications between HR

3.42.21
employees and prospective transferee employees during transfer exercise.

3.42.22 Provision for recording inter-departmental transfer within the same branch.

Maintaining records of attachment of officers with outside agencies such as

3.42.23 Name of organizations, tenure of appointment, start date, end date, brief
T&C, etc.
3.42.24 Maintaining similar records of officers on deputation
3.42.25 Alert one week before date of relieving / end of tenure.

Provision to track manpower / transfer details for reserved categories

3.42.26
(SC/ST/OBC etc.)
3.42.27 Transfers / Postings Management
Maintenance of exemptions given in transfers with a facility to record the
3.42.28
reasons for the same
3.42.29 Provision to record Transfer Grievances

3.43 Promotions – Career and Succession Planning and IRP Division

Support full promotion processes from Office Attendant to Office Assistant,

Office Assistant to officer and from one scale to another amongst
3.43.1
officer/executive cadres. Capturing the channel of promotion - Fast
Track/Normal.
Eligible candidate list for promotion both under normal channel and fast track
channel. System should be able to capture required eligibility norms as per
Govt. guidelines to identify employees for fast track and normal channel.
3.43.2 Provision to get tabulated average of last specified number of years OPAS/Half
yearly performance report marks. Origination of call letters with system
generated roll numbers with the pattern followed by the Bank. To capture
details like date, Grade/Scale, fixation of new pay etc.

3.43.3 System should support Online application for promotions.

System should have ability to support employee deputation to other

3.43.4 organizations and there should be online forms available to capture and
maintain such details

Ability to define grade advancements within a level on the basis of time based
3.43.5
as well as merit based criteria

Ability to define the rules for promotion eligibility in terms of tenure,

3.43.6
consistent achievement of high performance grades, etc.

Ability to define additional rules specific to service in terms of suspensions,

3.43.7
disciplinary actions

3.43.8 Provision to give consent in electronic mode, which can be uploaded

3.43.9 Provision to enter the consent received in physical format

The entry module should have all validations such as length of service,
3.43.10 relaxation for certain category of employees, age factor, qualification,
disqualification etc.

Ability to generate the roll number for the test based on certain pre-defined
3.43.11
rules.
3.43.12 Ability to define out of turn promotions
 3.43.13 Ability to capture the list of candidates attended the test

Ability to capture results of written test, interview evaluation and preparation

3.43.14
of merit list of employees for promotion

Ability to calculate the marks to be given to each eligible candidate under

3.43.15 various parameters like, service, qualification, previous tests qualified etc.,
with a cap on each such parameter

Facility to intimate employees of promotion / rejection through mail /

3.43.16
letters/mobile etc.
Maintenance of employees who got through the test and could not come within
3.43.17
the ranking list.

Arriving at the final select list taking in to consideration Government guideline

3.43.18 with regard to reserved category candidates who are falling within the region
of consideration

Facility to create a waiting list of employees for promotions under different

3.43.19
channels / category
3.43.20 Facility to create offer letter on promotion
3.43.21 Ability to update promotion/Posting details
Facility for issuance of letters to unsuccessful candidates including the details
3.43.22 of marks obtained by them and their eligibility to participate in the next
promotion process
Issuance of posting orders on promotion and updating promotion / posting
3.43.23
details of employees
3.43.24 Keeping track on promotion refusal / degradation

Support issue of letters to candidates who refused promotion indicating the

3.43.25
consequences like barring to participate in the next process etc.

3.43.26 Sending promotion intimation letter with fitment

Arriving at the final select list who are falling within the Z.O.C. also including
3.43.27
the benefits of Z.O.C. for SC/ST candidates.

Support issue letters to candidates who refused promotion/not attended

3.43.28
interview etc.

3.43.29 Ability to update promotion/reporting position of promotes etc.

Provide transfer / promotion / confirmation history of employees. Provision

3.43.30
to track manpower / transfer details for reserved categories (SC/ST/OBC etc.)

Promotions: Promotions for all categories as per Regional Rural Banks Appointment of
Officers and Employees Rules, 2017 issued by DFS Govt. of India dated 29.03.2017.
 3.44 Promotions – Career and Succession Planning
Support full promotion processes from Office Attendant to Office Assistant,
Office Assistant to officer and from one scale to another amongst
3.44.1 officer/executive cadres

Facility to store data related to conducting written tests, interviews etc. for
3.44.2
the employees identified as a part of the eligibility list

3.44.3 Ability to do salary fitment on promotion.

3.44.4 Capability to handle Back Dated promotions with respective promotion policy.

3.44.5 Generate letters for appointment of interview committee.

3.44.6 Ability to update promotion/reporting position of promotees etc.

3.45 Promotions – Career Planning

Facility to store data related to conducting interviews etc. for the employees
3.45.1
identified as a part of the eligibility list
3.45.2 Posting details of employees
3.45.3 Vacancy assessment for all types of services
3.45.4 Capturing the details of interview committee members
3.45.5 Capture details of Switchover / Promotion
3.45.6 Capture details of Personal Promotion
3.45.7 Capture details of Assured Personal Promotion
3.45.8 Competency Assessment and Potential Appraisal
Recording of competencies and proficiency required for each job matching
3.45.9
with the available competencies of employees.

The system should make competency assessment on pre-designed metrics and

3.45.10
should facilitate in employee development initiatives.

The system should enable an organization to improve and leverage the

3.45.11
knowledge, skills, and abilities of the workforce.

The system should facilitate managers to use competency data for recruiting,
3.45.12
performance and development, training and succession planning activities.

To assess adequate Staff Officer, Award in an Office/ Department/ Branch in

3.45.13
accordance with approved policies and user defined parameters.
3.45.14 Generation of appraisal reports on confirmation
3.46 Seniority Lists
System should be able to give details on the seniority list of Group A, Group B
3.46.1 and Group C. Seniority meaning the employee who is working for a longer time
than his colleagues in a particular grade.
 Ability to maintain and generate seniority of employees of different grades
3.46.2
and cadres based on certain criteria like

3.46.3 Ø Promotion (Special / Reserved Category)

3.46.4 Ø Switch-over from category
Disciplinary Action (Fixation of seniority should be based on user defined
3.46.5 criteria and provision for manual intervention to fix seniority should be
available)
3.46.6 Ability to generate combined seniority lists
Ability to generate seniority lists on the basis of different parameters viz.,
3.46.7 Interview ratings, performance appraisal ratings, cadre entry date and date of
birth.

Using the seniority lists for promotion exercises. Generation of main list and
3.46.8
contingency lists. Again, this is a report program.

3.46.9 Ability to change seniority due to:

3.46.10 Ø Promotion (special/reserved class etc.)
3.46.11 Ø Disciplinary action
3.46.12 Ø Retirement/resignation/dismissal from the service
3.46.13 Ø Fresh appointment

Preparation & Maintenance of Rosters for recruitment , for promotions - for

3.46.14
Office Assistants ,Office Attendant ,PTS separately

3.46.15 Roster for officers/Employees

Work
Sheet Transfers & Promotions
Total
4. ESTABLISHMENT CELL (Payroll):

S No. Particulars

4 Payroll - Comprehensive payroll management system which should include

all the functions mentioned below but not limited to:
4.1 Capability to maintain a single central payroll repository and be able to run and
access payroll from any location in a centralized system to generate salary of all
the employees. The salary is determined by bipartite settlement and varies as
and when revision is implemented.
4.2 The dearness allowance is a variable and is determined by the living index
declared by the Govt. of India from time to time. HRA & CCA calculation as
per the percentage and location/center. All other allowances to be included.
4.3 Provision to deduct various deduction including income tax at
source/loan/installments/other recoveries, salary deduction for absence without
leaves/half pay leaves, provision of special allowances, increments for
professional qualification, Graduation pay, stagnation increments etc. Details of
membership in various trade unions, deduction membership fees. Details on
insurance and its deduction loans (No, amount, Installment Balance), Festival
advance (sanction, deduction, balance), EPF, GSLI, Society loan etc. Increments
and generation increment sanctions, increments automatic and manual,
generation of salary statement branch wise, head wise and individual salary slips,
accounting, etc.
4.4 Facility to upload data history from existing system for a number of
years/months as decided by the Bank and its updating
4.5 Support configuration and parameterization of different pay components including
facility to add / modify / delete pay components
4.6 Ability to make changes to rules, tax updates etc. without any code
programming
4.7 Capability to run multiple payrolls in a single instance

4.8 Support to define pay structure at various levels

4.9 Support calculation of different allowances based on user defined criteria like
Single Window allowance, Driver Allowance etc.
4.10 Capability to arrive at outer limit of salary for a given employee and check for
variation beyond certain user defined percentage and generation of exception
report on such occurrence
4.11 Ability to define various pay elements like earnings and deductions using a rules
based framework
4.12 Maintenance of slab wise details for Basic, DA, HRA, Income Tax, Professional Tax
etc.
4.13 Capability to group individual earning and deductions and link them to employees
as per their eligibilities
4.14 Ability to run separate payrolls for different categories of Staff such as Officers,
Office Assistants sub staff etc. depending on the eligibilities and rules applicable
for each category
4.15 Support final settlement of salary based on attendance marked, any other due
etc. for the employee who have resigned/retired/deceased
4.16 Ability to support multiple returns, if necessary, after resetting, before final
payroll generation
4.17 Support main, supplementary and partial payroll run

4.18 Support Bipartite Settlements/salary/allowances revision arrears calculation.

4.19 Ability to modify through front-end changes brought in by Bipartite settlements.

4.20 Audit trails to capture batch modifications to employee payroll

Information
4.21 Support to view pay details of current month, pay history, net amount paid,
unpaid deductions – employee wise and month wise, financial year
Wise
4.22 Capability to define various formulae and ability to link them to other calculation
formulae / elements such that when there is a rule change only the component
which has undergone a change will be effected
4.23 Capability to enter formulae not as a code but as a rule using a GUI based screen
such that the code is system generated. System also to have a syntax checker and
auto validate formulae options
4.24 Facility to indicate taxable earnings, deduction priority, carryover and partial
recovery
4.25 Monthly salary payment calculations and generation of related reports, salary
slips, deduction lists, vouchers, tax challans etc. (as per the user- defined criteria
like for a branch/ Region etc.)
4.26 Pay fixation for all cadres on promotion

4.27 Facility to maintain tax rates, standard deduction, investment, rebate, notional
rent, perquisites, like furniture and accommodation etc.
4.28 Professional tax deductions with exemptions, arrears and generation of related
reports and challans and remittance of Professional Tax to Professional Tax
Authorities.
4.29 Calculation of income tax as per rate slabs & standing instructions.

4.30 Facility to provide investment declaration form in electronic format. The

employee will be required to fill and submit the form electronically so as to
automatically updation of salary record and tax calculation by the system
4.31 Generation of all types of statutory reports of taxes like Form 16 and Form 24
in the user defined format (16AA, 12BA AND 27A). Monthly statement of Income
Tax which includes income Tax, Cess and statement of amount to be remitted to
Income Tax Office.
4.32 Generation of employee‘s individual tax return

4.33 Generation of ETDS data

4.34 Tax rules should be configurable without any additional cost

4.35 Calculation of income tax forecast for each employee based on the employee
declaration of savings etc.
4.36 Facility to allow income tax exemption & deductions Support calculations of loss
of pay, half pay, strike cut etc. and consequent adjustment in income tax
payment etc.
4.37 Provision to recover other charges as defined and configured by the user

4.38 Support leave encashment on LFC and also on retirement with consequent tax
adjustments
 4.39 Release of festival advance and other advances (user defined) against salary.
Employee wise recovery position, recovery list and outstanding balances list –
month wise or as user defined
4.40 Support calculation and payment of arrear/bonus with consequent tax
adjustments and retrospective benefits.
4.41 Payment of medical allowances, recovery and taxation (if any) thereon

4.42 Support calculation and payment of incremental arrears with consequent tax
adjustments
4.43 Support calculation and payment of salary arrears as per the industry level
settlements with tax adjustments
4.44 Support payment of arrears calculated in user defined installments or in lump sum

4.45 Support payment of subsistence allowance in case of suspended employees and

facility for rephasing various staff loans when on loss of pay and suspension
4.46 Support reimbursement with regard to conveyance, medical (normal &
hospitalization) Payment of deputation allowance
4.47 Support creation of PF enrolments, nominations and deduction of Employee
contributions to PF and Additional EPF
4.48 Support calculation of Employer contributions to PF including both EPF and FPF
part (if applicable)
4.49 Support maintenance of accounting entries for salary payments and related books
of accounts, registers. Generation of month wise, quarter wise, half year and
year wise statement of accounts
4.50 Support salary credit to staff current or saving accounts through an export file.
(All the cost must be quoted on the basis of three years comprehensive warranty).
4.51 Support creation of an export file in a pre-determined format for salary and / or
other payments to employees.
4.52 Monthly balance and half yearly balance position of various accounts related to
payroll
4.53 Facility to calculate Bonus payable projections for a given period

4.54 Facility to adjust following types of employee leave with the payroll

4.54.1 Ø Casual Leave

4.54.2 Ø Ordinary (earned) Leave/ Privilege Leave

4.54.3 Ø Sick Leave

4.54.4 Ø Maternity Leave

4.54.5 Ø Special Leave

4.54.6 Ø Special Casual Leave in lieu of joining time

4.54.7 Ø Absence without leave

4.54.8 Ø Sports related leave

4.54.9 Ø On duty leave

4.54.10 Ø Extra-ordinary

4.55 Facility for automatic Voucher generation for tax calculation.

4.56 Online page to enable each employee to view/print his pay slip/income tax
estimation.
4.57 Facility for online investment declaration.

4.58 Facility for employee to enroll for various HRA options like Normal HRA, Capital
Cost HRA and Rent reimbursement
4.59 Facility for employee to enroll for various PF and Pension options like Regular
Pension, Contributory pension.
4.60 Facility for various loan deductions through salary like Housing loan, Vehicle
loan, personal loan, Festival advance
4.61 Facility for society subscription deduction, group insurance, LIC premiums, Union
fee deduction through salary
4.62 Facility for calculation and payment of officiating allowance and temporary
special pay as per no. of days that employee has officiated
4.63 Facility for Normal leave encashment and retirement leave encashment and its
linkage directly to salary
4.64 Facility to generate single file to upload in CBS for salary, loans and PF.

4.65 The system should be able to define multiple pay structures

4.66 The system should be able to define earning, deduction, contribution and
provision heads for each pay structure
4.67 Option to enter DA parameters.

The system should perform tax computation and it should be handled as per
4.68 Income Tax Act without any need for repeated manual calculations.
The tax slabs, rates and surcharges should be maintained by the system and the
tax should be computed automatically.
Should handle unlimited number of allowances, deductions. Should be able to
configure characteristics for payment, taxability, computation and so on to suit
4.69 Bank‘s requirements
Should compute various benefits provided to our employees such as Leave Travel
Allowance, Medical Reimbursement, Medical Insurance, House Rent Allowance
and other long term reimbursements and general expenses which can be
4.70 customized as per requirement. Eligibility, computation and taxability should be
considered.
Employees should readily be able to see the above mentioned details online
4.71 along with their payroll details on their employee profile
The system should compute the Provident Fund, Contributions, Labour Welfare
4.72 Fund and Professional Tax for all states where applicable at the correct frequency
The system should calculate Gratuity and superannuation for multiple trusts and
4.73 user definable contributions.
The system should facilitate investment declaration e-form. The employee will
4.74 be required to fill and submit the form electronically so as to automate updation
of salary record and tax calculation
 The system should give Statutory reports relating to PF, Pension, Income Tax,
4.75
Profession Tax whether they are monthly, half yearly or annual should be
available.
The system should be able to generate Tax Challan.
4.76
TDS report to be generated which is suitable for uploading in e-TDS portal.
4.77
4.78 The system should facilitate perquisite tax calculations and the reports

4.79 The system should provide an impact analysis tool for analysis of impact of
salary revision
4.80 The system should support payment of salary to special appointees, temporary
staff etc.
4.80.1 Ø Date wise statistics on Leave applications processed

4.80.2 Ø Month wise statistics on Leave application processed

4.80.3 Ø Details LTC more than 2 times during the TAX period

4.80.4 Ø PL / SL balance as on date

4.80.5 Ø LTC availed during a given period.

4.80.6 Ø Encashment of Privilege Leave

4.81 The system should be configuring various tax rules (e.g. Income tax,
Professional taxes etc.), announced by Govt. from time to time.
4.82 The system should calculate and deduct Income tax, Professional tax etc., at the
time of: Accrual and Payment.
4.83 The system should support for all statutory reports/tax returns, based on, but
not limited to Classification of Taxes, Accounting entity,
location/branch, state and nature of transaction (User modifiable format)
4.84 The system should support all types of report generation such as :

4.84.1 Ø Checklist summary of changes made in each payroll cycle

4.84.2 Ø Report on earnings and deductions employee wise/region wise

4.84.3 Ø Tracking report on challan submission, statutory returns submissions

4.84.4 Ø Annual claims and closure

4.84.5 Ø Loans and recovery status etc.

4.85 Establishment & Payroll and facility for statement of HO as well as Branches at
any date with bifurcation of salary and allowance for Audit/inspection.
4.85.1 Provision to Manually adjust taxable earnings (in case of income from other
sources, investments etc.)
4.85.2 Generation of month wise, quarter wise, half year and year wise statement
of accounts.
4.85.3 Income tax & estimation reports should be generated on half yearly/user defined
periodicity basis along with confirmation reports.
4.85.4 Addition/subtraction clause shall be included for pay elements i.e. special
allowance.
 4.85.5 Festival advance reports for individuals and department wise is required to be
generated.
4.85.6 Increment processing & releasing of increment of employee to be made
automatically. The system should also allow manual intervention if required.
4.85.7 Generation of perquisite calculation reports (PF loan, Car loan, OD)

4.85.8 Non-trust hospitalization availment reports should be generated for tax

calculations.
4.85.9 Establishment report to be generated half-yearly.

4.85.10 LFAR & Tax audit report to be generated on half yearly basis.

4.85.11 Facility for automatic Voucher generation for tax calculation.

4.85.12 Facility for generating Union/Welfare Associations/executives club membership

details/records along with monthly subscription.
4.85.13 Facility for Generation of tax estimation report as and when required

4.85.14 Facility for Generation of Member wise festival advance report.

4.85.15 Facility for Generation of Leave Encashment report (Daily report and member wise
report)
4.85.16 Facility for Incorporation of Addition / Subtraction facility for amount payable
and amount recoverable.
4.85.17 Facility for perquisite calculations.

4.85.18 Facility for the generation of tax report for hospitalization against non-trust
hospitals.
4.85.19 Increments, EB increments, sanction / restoration of increments/
basic pay in punishment cases, shifting of the date of increment
due to LOP etc., special increments for CAIIB /Graduation etc.
4.86 Salary attachment

4.86.1 Maintaining General & Member wise Registers.

4.86.2 Starting & stopping deduction.

4.86.3 Monthly deduction report Member wise & Member cum

4.86.4 Beneficiary wise

4.86.5 Capability to map with New Pension Scheme (NPS) w.e.f.

01.04.2017.
4.86.6 Calculation of Tax on Terminal Benefits/ Leave encashment.

4.86.7 Capability to calculate salary as per different dispensation as may be required

till regulations are amended.
4.86.8 Facility to provide online application for the loan

4.86.9 Online approval/rejection of loan by the concerned official

4.86.10 Capturing of all types of loan details of an employee

4.86.11 Facility to update the details of the loan of the employees online or as and
when such details are received from the branches/offices
4.86.12 Updation of rebate/deduction during recovery of loan and affecting the
 employee‘s tax accordingly

4.86.13 Maintenance of loan registers

4.86.14 Loan EMI deduction must be directly linked with monthly salary computation and
with accounting books.
4.86.15 Details of indirect liabilities of employees and provision for updation

4.86.16 On line provision for application for NOC to avail loan under general public
category from The Bank and other Banks and provision for note for approval
from Competent Authority, generation of sanction/rejection letter.
4.86.17 Facility of various benefits after retirement should be possible through package.

4.86.18 Staff Welfare Schemes (Part of Establishment & pay roll)

4.86.19 Facility to apply/withdraw online by the employee to join various

staff welfare scheme
4.86.20 Generation of relevant reports – Also downloadable in different formats like pdf,
excel, word.
4.86.21 Payment of conveyance, entertainment, Newspapers Telephone and
other expenses to staff
4.86.22 Maintenance of details of allowances paid to each employee month-wise
bases on the application received
4.86.23 Online settlement of accounts of concerned officials and passing of
necessary accounting entries to maintain related books of accounts
4.86.24 Availment: FY & Class.

4.86.25 Details of :

4.86.26 a) All availment of Health Check-up Date wise.

4.86.27 b) Availment of various scales and meters for various ailments

4.86.28 c) FY availment of various health schemes.

4.86.29 Income Tax. : Automatic calculation of IT on School/College Fee/Medical

Reimbursement
4.86.30 Generating reports with some variable general columns like EMP NO./PFM NO.
Name, Design, Department etc.)
4.86.31 Facility of Staff welfare scheme taxable

4.86.32 Sanction and disbursement of all bills should be centralized or decentralized

as per the need of the bank.
4.86.33 Details of various scholarship schemes of The Bank Acceptance and processing
of applications for grant of scholarships
4.86.34 Details of sanctioned scholarships and recording payments made
Thereof
4.86.35 Generation of all relevant reports regarding scholarship in different formats like
pdf, excel, word etc.
4.86.36 Information regarding-Officers claiming conveyance reimbursement on the basis
of declaration, petrol/diesel/gas bills in respect of 4/2 wheelers owned by
them
4.86.37 Reimbursement of expenses incurred for medical check-up.

4.86.38 Financial assistance to employees on LOP on account of major

ailment/operation etc.
 4.87 Salary.

4.86.1 Creation of user defined components of pay like Basic Pay,

4.86.2 Computation of the following items (based on the bi-partite settlements and
instructions issued by bank) like:
4.86.2.1 Ø Pay elements applicable to staff

4.86.2.2 Ø DA on the components of pay as indicated above,

4.86.2.3 Ø Local Allowance / city compensatory allowance, House Rent Allowance as % of

Basic Pay;
4.86.2.4 Ø Calculation of salary on the basis of pay components as indicated above giving
effect to annual increments falling due in respective months, adjustment of
salary on account of sick leave with half pay, extra ordinary leave without pay
and allowances, revised pay on promotion, acquiring qualification of
JAIIB/CAIIB/PhD.
4.87 Exceptions

4.87.1 Effecting various recoveries like :

4.87.1.1 Ø PF, APF

4.87.1.2 Ø House Rent, Lounge/Canteen subscription, medical premium,

Group Life Insurance
4.87.1.3 Ø Statutory deductions - IT and Education Cess, Professional Tax etc.

4.87.1.4 Ø Subscriptions for associations/ sports clubs

4.87.1.5 Ø Installments of loans and advances granted to employees (like consumer,

computer, festival, professional, flood relief, vehicle, housing including the
interest on the loans, HPF RTA and other loans)
4.87.1.6 Ø Charges/court attachments

4.87.2 Availability of data uploads facility to upload historical salary data

4.87.3 Maintenance of slab wise details for statutory elements like :

4.87.3.1 Ø Income Tax,, PF/APF, Professional Tax state wise as well as user
defined elements
4.87.3.2 Ø Calculation of pay elements for Leave encashment and report for IT
calculations of the concerned employee – Link to Leave Administration
4.87.4 Maintaining information pertaining to investments made by the employee to
avail of tax rebates based on statutory legislation-direct savings declaration
4.87.5 Generation of various reports/certificates (user defined format with reference
number)
4.87.6 Support for major statutory reports

4.87.7 Calculation of tax on perquisites given to the employee

4.87.8 Calculation/ Recording of employees‘ perquisites and other information

relevant in computing their tax liability as tax components
4.87.9 Defining the tax rules to determine employees‘ tax liability as per changes by the
Central Govt.,/ local statutory legislation for arriving at the actual tax liability
of employee
 4.87.10 Automatic calculation and deduction of tax

4.87.11 Capability to provide tax patches /Form 24 Q patches to automatically

take care of tax calculations on changes in tax laws
4.87.12 Projection of the tax liability of an employee for the period within a tax calendar
and providing tax planners to the employee
4.87.13 Provision to record other table earnings (in case of income from other sources,
investments)
4.87.14 Handling of exemptions and rebates as per the Income Tax Rules

4.87.15 Calculation of HRA rebate for income tax

4.87.16 Handling of exemptions and rebates LFC and medical exemptions as per IT Rules

4.87.17 The system should have the ability to take deductions in the current period or
any pay period or periods selected, in any user defined frequency selected
between user defined start and stop dates, until the limit is reached.
4.87.18 Maintaining the start and stop dates for deductions on the employee master
file on user defined employee.
4.87.19 Facility to effect mass changes on deduction amounts, example staff welfare
fund deduction, Subscriptions to Association/ Sports clubs
4.87.20 Reversal of deduction, to be included in next salary if incorrectly
Withheld
4.87.21 Deduction of amounts is determined by amount of earnings, percent of
Earnings
4.87.22 Prioritization of deduction based on the separate priority numbers
allotted to the deductions (statutory/non-statutory)
4.87.23 Ability to be prompted by system when employee status changes on
account of grade change / transfer
4.87.24 For each employee system should use Employee Master Data of HRMS
for :-
4.87.24.1 Ø Name of employee PF Account No

4.87.24.2 Ø Employee No for salary purpose

4.87.24.3 Ø Office Code UIN

4.87.24.4 Ø Name of Father/Husband Date of birth

4.87.24.5 Ø Basic Pay

4.87.24.6 Ø Designation

4.87.24.7 Ø Date of joining service Month of Increment Option for pension

4.87.24.8 Ø Nomination details

4.87.24.9 Ø Name & Address of nominee

4.87.24.10 Ø Age of Nominee

4.87.24.11 Ø Other user defined fields

4.87.24.12 Ø Availability of mandatory forms and reports like the following but
not limited to:
4.87.24.13 Ø IT declaration form/quarterly ETDS, salary certificate earnings
 /other income outside salary

4.87.24.14 Ø PF Form 3A Form 6A

4.87.24.15 Ø Form F7 Form F8

4.87.24.16 Ø Salary Register

4.87.24.17 Ø Leave Register Pay Slip

4.87.24.18 Ø Form 24Q - Quarterly returns Form 7 B

4.87.25 The system should have an online Investment Declaration Form

4.87.26 The system should have the ability to provide an online pay slip through
Employee Self Service Module
4.87.27 The system should have the provision for generation of standard and
ad-hoc salary reports
4.87.28 The system should have the provision for generating user defined Reports

4.87.29 Automatic update of salary database for changes in employee record without
interfering with salary processing (e.g. promotions in the middle of month)
4.87.30 Automatic update of salary database when pay rate changes occur

4.87.31 The system should have the provision for back dated calculations and should have
the provision to suspend salary runs (cases of salary not drawn). Provision for
deletion/ disable of salary for chronic leave takers from the main salary. Facility
to be provided to enter the details of the salary calculated and paid by ROs in
such cases
4.87.32 The system should have the ability to reflect salary adjustments in correct
pay period for overtime as well as leave adjustments
4.87.33 The system should have the ability to maintain the salary information i.e. record
of all pay of all activity for each employee for a user specified Period
4.87.34 The system should have the ability to link with punishments i.e.
Suspension should result in subsistence allowance (user defined)
4.87.35 The system should have the provision for arrears calculation on account of salary
revision, refitment, reinstatement, retrospective release of
increments/allowances
4.87.36 For retired employees: Provision for arrears calculation including
gratuity, Calculation of Income Tax and Professional Tax during retirement
4.87.37 The facility to support provisions of IT as applicable to different financial
Years
4.87.38 The facility to store the income tax computation of past 3 to 5 years data
along with the current year
4.87.39 Facility to generate the statutory reports or user need based reports as
and when required as per statute/as per user
4.87.40 Facility to download Form 24Q quarterly returns data and file the return manually
with TIN facilitators. Various reports related to this module as per the
requirement.
4.87.41 Facility to load the data manually where the corrections are needed or
changes warranted
4.87.52 Facility to the individual returns online which may be provided through facilities
with the TIN providers during the days to come
4.87.43 Provision to generate the following Income Tax related reports
4.87.44 Tax deducted for employee for given month Tax deducted for an
employee (HO & RO wise) Income Tax declaration form
4.87.45 Rent paid details in Form 3

4.87.46 Other Income for Form 8(1) for deduction u/s 80DDB

4.87.47 Tax investment report year-wise TDS at source year-wise Annexure to

form 12 C
4.87.48 Salary paid for full year (IT Review - Projection) Annexure 2 form No. 8E

4.87.49 Annexure 2 form No.8E Arrears or advance salary

4.87.50 Form for sending particulars of income u/s182 (2B) for year ending 31 March

4.87.51 Form 8 BA List of users

4.87.52 Tax deducted for the FY Yearly tax paid details

4.87.53 Form 24Q deduction details report Form 24Q salary details report Form 24Q
section 8 report
4.87.54 Form 24Q section 16 report

4.87.55 Form 24Q perks report

4.87.56 Form 24Q section 80 report Form 24Q section 88 report Income Tax for
FY
4.87.57 Provision to generate the following reports related to E-TDS Details of challans
remitted
4.87.58 Particulars of deductees

4.87.59 Challan-wise reports (for particular challan with details of TDS remitted through
that challan)
4.87.60 Reports 27 A - Report for filing of TDS returns Details of employees with
PAN particulars
4.87.61 Details of salary particulars with investment / rebate details

4.87.62 Report on perquisite details paid to the employees

4.87.63 Provision to generate the following reports related to salary

4.87.64 Main salary report/ Pay-order for sanctions Component-wise details of main
salary
4.87.65 Report on PF deductions recovered from the salary to be submitted to
PF section
4.87.66 Report on various other recoveries deducted from the salary to be
submitted to various sections
4.87.67 RO-wise report on society deductions recovered from the employees

4.87.68 Annual report on salary paid/establishment expenses component wise

to be generated
4.87.69 Report of the members for all the unions/ societies

4.87.70 Report on quarters and HRR recovered from the salary

4.87.71 Administration of Group Saving Life Insurance

4.87.72 Enrolment of employee into the scheme - inclusion of new insurance
Schemes
4.87.73 Recovery of monthly premium from salary - towards insurance schemes
availed by employees
4.87.74 The system must capture at least following insurance details: Policy
Number, Risk Covered, Name of the insurer, Period of insurance, Premium paid,
Terminal value of settlement
4.87.75 Change in premium amount done based on change / revision in policy availed

4.88 Salary attachment :

4.85.1 Provision of Suspending and Restoring deduction of particular order on receipt of

another order.
4.89 The system should support creation and maintenance of the Bank's Branch
master which can be directly linked to the payroll
4.90 The system should calculate salary for the employees who are on long absence
on actual attended days
4.91 Previous Months Unpaid salary pay in the current month as Arrears Salary

4.92 With holding & Release of Salary

4.93 PF Loan : Recording of application Inward and forwarding date to PF

Office.
4.94 Provision to capture the application and sanction details of TA granted to officials
deputed from sponsor bank/other institutions.
4.95 Provision capture the details of salary reimbursed to sponsor bank related to
the officials deputed from sponsor bank along with the service tax.
4.96 Facility of Dependent List for Medical Reimbursement and Annual PL encashment
and other Allowances.
4.97 Facility of New Investment with LIC for Gratuity and PL Encashment Claims.
4.98 Facility for newly introduced 5/7 days PL Encashment facility.
4.99 Resolution for Gratuity payment on Retirement.
4.100 Union wise deduction should be taken care.

4.101 Salary Cut Back for availing Loan facilities.

4.102 Facility for Recovery of Unauthorised Absence, Sick Leave Half Pay, disciplinary
Actions and others from Salary.
4.103 Facility for message/acknowledgment of deductions details like, IT, PF, GSLI and
others.
4.104 Facility for Investment made by the Bank with LIC, date wise withdrawal/claim
and Fund Balance held(i.e Reconciliation statement)
4.105 Facility of Circulars of Establishment cell must available at any time.

4.106 Facility of recovery of Overdue Loans at the time of Arrears payable.

4.107 Auto calculation of TDS/Income Tax at the time of paying retiring benefits.

4.108 Facility for calculation of Provisions for Gratuity and PL Encashment on Quarterly
basis(AS-15).
4.109 Facility for generation of monthly statement of GSLI, Gratuity and PL Encashment
claims.
4.110 Facility for PAN and Employee UAN number is to be available.
 4.111 Facility for Certificate of PL Encashment on retirement for TDS exemption
purpose.
4.112 Date wise Annual Health Checkup, eye checkup, Tution fees and PL Encashment ,
150% HRA, Officiating Allowance and etc.
4.113 Facility for warning message for wrongly feeding Increments, Allowance double
and recovery double.
4.114 Facility for calculation of total Income when an existing employee is appointed
for higher post in our Bank(where Employee number of same employee is changed)

Leave Management:

S No Particulars

5 Leave Management:
1. The system should follow leave rules as per extant guidelines, our service regulations
2010, present circulars and all guidelines relating to leave issued from time to time.
2. The system should have the provision for making flexibility of date like previous,
 current and future date.

5.1 The system should maintain all types of leave like

5.1.1 Ø Privilege Leave (PL)
5.1.2 Ø Casual Leave (CL)
5.1.3 Ø Maternity Leave (ML)/Paternity Leave (PL)
5.1.4 Ø Sick Leave (SL) - Full Pay/Half Pay
5.1.5 Ø Extra-ordinary leave (medical and non-medical)
5.1.6 Ø Sabbatical leave
5.1.7 Ø Special leave
5.1.8 Ø Special Casual Leave
5.1.9 Ø Unauthorized Absence
5.1.10 Ø Sports Related
5.1.11 Ø Unavailed Casual Leave (UCL)
5.1.12 Ø LOP
5.1.13 Ø Absence without Leave (AWL)
5.1.14 Ø On Duty Leave
5.2
The system should have provision to add new type of leave with leave rules
5.3
The system should be able to identify all public holidays and Bank holidays as well as
log holidays declared as per NI Act in different states which are automatically
identified and taken into account when leave is calculated.
5.4 The system should have the provision of leave approvals granted post facto and
highlight such cases
5.5 The system should have the provision to initiate SL of 30 days/year for 21 years post
completion of 11 months and re-initiate SL for max 30 days/year post 30 years of
service completion up to max 720 days.
5.6
In case of Sick leave, the system should have the provision of uploading the requisite
medical certificate of the employee as per number of leaves based
on his cadre
5.7 The system should have facility to convert un-availed CL to Special sick Leave as per
the no. of year limits.
The system should credit PL annually based on number of days worked (1:11 days of
5.8
working) with accrual limit of 270 days and send emailers to employees on the same
The system should maintain leave rules for availing leave, encashment of
5.9
leave, accrual of leave, lapsing of leave, ceilings for accumulation of leave etc. for
each categories of employees
The system should maintain leave rules on pre-fixing and suffixing with other
5.10 leaves/holidays and barred combination of leaves
The system should support exception workflows to support leave requests and
5.11 sanction/rejection by competent authority keeping Personnel dept. informed

The system should record leaves availed and balance leave calculation at any point
5.12
of time and support report generation employee wise, grade wise etc.
The system should maintain rules on minimum and maximum no of days at a stretch in
5.13
 a specific type of leave and track any deviations in leave request cases.

5.14 The system should link leave record to payroll and employee history

5.15 Capability of record keeping and maintenance of historical data

5.16 Capability to integrate the time management with leave management

5.17 Capability to mark attendance through on-line with authentication feature (Manual
Intervention to be allowed with Authentication features)
5.18 Capability to integrate with pay-roll module for calculation and recovery of loss of pay
etc.
5.19 Capability to provide the Manager consolidated status of present/absent employees
working under him/her.
5.20 Capability to intimate the controlling officer when an employee goes on unauthorized
leave (unmarked attendance)/returns back from unauthorized leave/extends
leave/reports in the middle of the sanctioned leave period (along with appropriate
reduction in sanction)
5.21 Facility for Unavailed Casual Leave (UCL) as per Bi-partite settlements/ Officers'
Service Regulations.
5.22 Provision of Extended PL after 270 leaves and should be taken within 3 months.

5.23 Provision of not counting LFC block and calculating the leaves of next year on prorated
basis if employee opts for LFC on 25th Dec to 15th Jan. It will calculate current year
leave & next year leave up to 15th Jan.
The system should have leave cancellation, leave extension/amendments
5.24 advancement and postponement of leave
The system should be capable of conducting analysis of Leaves taken by all employees
5.25 in order to decide leave calendar for next year

The system should allow users to view leave balances on any date (past, current or
5.26
future) and prospective leave should be based on approved, leave pending approval.
The system should be able to have leave requests altered at any stage, even after the
5.27 leave has been approved, or after the leave was taken.
The system should interface between attendance captured with that of leave record
5.28
The system should have linkage between leave records to payroll module to calculate
5.29 leave liability (loss of pay) based on predefined rules.
The system should store record on the lapsed PL for any future consideration if any
5.30
The system should allow online request and sanction/rejection for LFC by the
employees based on the block as per the reporting authority mentioned in leave flow
5.31 chart.
5.32 Support for LFC cancellations/extensions/postponement etc.

5.33 The system should process leave encashment as per policy defined cadre wise limits.

5.34 The system should allow maintenance of rail/air fare ticket rates with respect to distance
limits to compare against actual claims
5.35 The system should allow online re-imbursement claim process with uploading of
requisite supporting documents by the user
5.36 The system should maintain master of dependents details to check eligibility to LFC
ticket supporting.
 5.37
The system should ensure the rules of LFC blocks relating to number of years,
home town/anywhere in India and distance limits are pre-checked during approval
as well as re-imbursement.
5.38 The system should allow online user application of LFC advances and approvals by
competent authority
5.39
The system should facilitate generation of reminder letters to employees who have not
submitted LFC re-imbursement claims within the prescribed time period from LFC
availment.
5.40
The system should support passing of all accounting entries, vouchers and
maintenance of relevant registers (payments to employee, travel agencies etc.) post
adjustment of LFC advances taken if any
5.41 The system should support recovery of LFC advances in case of cancellation of LFC.

5.42 The system should maintain Leave encashment record.

5.43 The system should enable alternate approvers for leave to be added or changed which
can either be selected by the approver or the employee applying for leave - this may
include situations where the manager is already on leave or the person is on
temporary unavailable and therefor an additional approver is required.
5.44 Management of Leave Fare Concession.

5.44.1 Management of LFC (Part of Leave & LFC). Details like Block period , sub blocks, type,
starting date, ending date, encashment of leave, sanction/rejection with reason- orders
to be automatically generated, provision for LFC modification, change in destination
and orders
5.44.2 Facility to apply online for LFC by the employees

5.44.3 Support online approval for LFC by concerned authority as per the flow chart.
5.44.4 Support LFC cancellation, extension, postponement etc.

5.44.5 Ability to facilitate actual LFC type within a given period of years.

5.44.6 Ability to sanction Encashment of LFC based on pre-defined parameters separately

for different category of employees.
Ability to maintain air/railway/transport rates with respect to distance covered
5.44.7

5.44.8 Sanctioning the LFC TA based on the entitlement being arrived from the approved
distance for different cadre by parameterizing the eligible distance
5.44.9 Sanction of advance against the LFC application and generation of vouchers and
accounting entries
Processing the calculation of final LFC bill as per the eligibility and payment
5.44.10 /recovery of amount after adjusting advance paid, if any.
Payment of local conveyance charges to the award staff as per LFC eligibility
5.44.11
Follow up of outstanding suspense entries with staff members – reminder and triggers,
5.44.12 including e-mail / SMS alerts.
Passing of all accounting entries, generation of export files and maintenance of all
5.44.13 relevant registers
5.44.14 Generation of all relevant reports and MIS reports

5.44.15 Advance payment for self and dependents should be accepted in LFC in single block.
 LFC for different blocks but availed in same year should be accepted.

5.44.16 Entry should be adjusted or be recovered if LFC Claimed in advance should be

cancelled due to any reason
5.44.17 Facility of extending the LFC block

5.44.18 Authorization from respective department is done online.

5.44.19 Modification of entries is possible through officer and above cadre.

5.44.20 Calculate perquisite value on eligible amount of LFC for visiting abroad / applicable
due to any other reason.
5.45 Leave Administration

5.45.1 Maintenance of leave register (service sheets) for all types of leave for all employees

5.45.2 Leave (counting or not counting for Increment/Qualifying Service). Provision for adding
any new leave type.
5.45.3 Provision to differentiate leave types which will be considered for active service and
inactive service for the purpose of credit to ordinary leave balance
5.45.4 Ability to maintain rules for leave - rules for availing or grant of leave, rejection of leave,
encashment of leave, accrual of leave, lapsing of leave, ceiling on accumulation of
leave, ceiling on spells of leave during a year, rules for combination of various type of
leave allowed, minimum and maximum
number of days of leave per spell, etc.
5.45.5 Ability to link with attendance system and should be able to take into account the
absence due to official reasons.

5.45.6 Ability to maintain festival / holiday calendar (as per NIA) for Karnataka State.
Provision to receive leave application online through Self Service Module and
5.45.7 recommendation by immediate supervisor also through Self Service Module.
Ability to automatically update the leave details, once leave application is approved
5.45.8 by the appropriate authority.
5.45.9 Ability to support the performance appraisal system

Ability to assess bad leave record as per rules and review of leave record for sending
5.45.10 warning to the employee.
Support online application, recommendation by appropriate authority, processing by the
5.45.11 Leave Section and approval by competent authority.

Provision to caution the forwarding authority in case more than a given

5.45.12
Percentage of employees of the cadre already sanctioned with leave during the period
for which the current request is being processed.
Provision for automatic credit of different type of leave and also provision for manual
5.45.13 credit / debit / modification / cancellation etc. with specified reasons.
Facility for cancellation/modification of leave wherever permitted as per the existing
5.45.14
provisions - automatic credit to balance if accepted by competent
Authority
Link leave management to payroll for recoveries in case of regularization of absence
5.45.15 by post-facto sanction of leave without pay or with half-pay/quarter pay
Link leave management to pay roll for payment of encashment of leave
5.45.16
 Facility to enquire on leave balances at any time
5.45.17
Record LTC incidental advance / Encashment along with Set period (which is recorded
5.45.18 in Service Sheet) and link to GAD-Bills module / Leave Section.
Support leave encashment / accumulation as per the rules laid down by the Bank.
5.45.19
Provision to store LTC details of the employee like Block Start date, block end date and
5.45.20 change of the block end date on expiry of the block automatically.
Provision to receive the LTC application online along with the leave application and
5.45.21 sanction and conveying the same online.
Provision for extending the LTC set of the employee.
5.45.22
Provision to block the LTC set of the employee in case the spouse is also working in
Bank and availing LTC. However, Encashment of leave will be available, if the
5.45.23 employee is eligible for such facility, otherwise.
Provision to process Leave Encashment and deduction of Income Tax as per rules,
5.45.24 along with LTC.
Provision for reversion of leave encashment and block in case of subsequent
5.45.25 modification by employee.

Provision to sanction encashment of leave accrued at the time of

5.45.26
retirement/resignation/death of an employee - i.e., on exit and sanction of permitted
percentage of leave at the time of resignation.
5.45.27 Provision to generate intimation to employee about PL/SL at Credit with reference
to overflow of leave
5.45.28 Facility to store other types of absence from duty due to on-duty, joining time etc.
separately.
5.45.29 Provision to sanction all the back dated leave applications with a procedure for re-
calculation of PL due to resultant change in active working days.
Provision to have all the entries authorized by the supervisor without which the
5.45.30
transaction will not be saved, with a maker - checker concept and an audit trail for all the
transactions that take place.
Provision for generation of leave pass sheet of the employee at any given date with
5.45.31 all the requisite date.

5.45.32 Provision for generation of list of employees availing leave which affects the salary
payment of the employee during a month and linkage to salary module.
Provision of generation of reports on various combinations as per the Bank's
5.45.33
requirement as also the reports as available in the existing leave module.
Provision to enter details of strike whenever occurs, and display of an alert message
5.45.34 wherever the strike coincides with the leave of the employee.
Provision to generate memo to all the employees who have participated in the strike.
5.45.35 Provision to generate a list of participants in the strike.

Provision to enter the staff no. of the office bearers of different unions/associations,
5.45.36
no. of days of special leave they are eligible for and provision to sanction the same
up to the limit entered.
Provision to enter the maximum limit of leave that can be availed under
5.45.37
various categories and to sanction up to this maximum limit only for various kinds of
leave
5.45.38 Provision to freeze the leave balance and LTC block of officers on study Leave / on
EOL to join spouse.
Automatic generation of reports as on the beginning of each year in January, containing
5.45.39
the details of employees not availing any category of leave during the preceding
calendar year.
Automatic generation of reports as on the beginning of each year in January, containing
5.45.40
the details of foreign visits made by employees on own account/
LTC during the preceding calendar year.
Provision of calculate the number of days of leave availed by any employee for the
5.45.41 purpose of confirmation and active service norms.
5.46 Provision to generate the following reports :

5.46.1 Ø Date wise statistics on Leave applications processed

5.46.2 Ø Month wise statistics on Leave application processed

5.46.3 Ø Details LTC more than 2 times during the TAX period

5.46.4 Ø Balance of all leaves (PL/SL etc.) as on date

5.46.5 Ø PL encashed

5.46.6 Ø LTC availed during a given period.

5.46.7 Ø Encashment of Ordinary Leave

5.47 Online application through Self Service Module for payment

5.48 Calculating amount to be paid based on the user defined criteria

5.49 Calculating required TDS

5.50 Linking payment details with Payroll modules

5.50.1 Ø Checklist summary of changes made in each payroll cycle

5.50.2 Ø Report on earnings and deductions employee wise/RO wise

5.50.3 Ø Tracking report on challan submission, statutory returns submissions

5.50.4 Ø Annual claims and closure

5.50.5 Ø Loans and recovery status etc.

5.51 Ability to Automatically calculate Overtime and pay in Payroll

5.52 Approval procedure for Overtime

5.53 Ability to input Time events (Clock-in , clock-out) on-line or off-line

5.54 Automatic Recalculation of Overtime , Attendance, Leave in case

5.55 Ability to calculate Attendance based Leave earnings like PL

5.56 Facility to have different methods of data capture

 5.57 Leave and attendance maintenance

5.57.1 Leave and attendance administration (Part of Leave & LFC)

5.57.2 Maintenance of leave calendars for different types of leave depending upon the type
and scales of the employee
Leave register containing records of all types of leave, employee-wise
5.57.3
Sabbatical leave with a provision to add any new type of leave which may be introduced
5.57.4 on a future date with a provision to differentiate them as leave which will be considered
as active service and inactive service for the purpose of calculation of P.L credit
Ability to store the days declared as HOLIDAY under N.I Act in different states
5.57.5
5.57.6 Support online application and approval of leaves

5.57.7
Support a fixed uploadable format for the branches / offices when connectivity is down
and facility for upload of same through e-mail / another branch.
5.57.8 Ability to maintain all types of leave including automatic credit of leave and also
provision for manual credit / debit / modification / cancellation etc.
5.57.9 Leave cancellation and leave extension/ amendments advancement, postponement of
leave
5.57.10 Ability to check leave balance availability at any time against current request

Ability to maintain muster roll of various departments with time in/out in office, and
5.57.11 should be linked to Biometric scan reader/Proximity card system at the places where
such system exists/comes in operation.
Ability to link to Biometric scan reader/Proximity card system for attendance at the
5.57.12 places where such system exists/comes in operation.
5.57.13 Support extraordinary leave or loss of pay

5.57.14 Support leave encashment / availment / carryover processes administration as per the
statutes laid down by the government / bank
5.57.15 Support interfacing of attendance captured with that of leave record

Facility to generate report periodically where the leave sanction is required post facto,
5.57.16 but the employee has not applied for sanction
Facility to caution the forwarding authority in case more than a given percentage of
5.57.17 employees of the cadre already sanctioned with leave during the period for which the
current request is being processed
Provision to store the lapsed portion of P.L and permit the employee to avail the same
5.57.18 up to a future date in case the same is permitted by the competent authority
Provision to block the LFC block of the employee in case the spouse is working in our
5.57.19 Bank and availing LFC However, Encashment of leave should be available, if the
employee is eligible for such facility, otherwise provision to process LFC application
separately against a leave already sanctioned.
5.57.20 Provision to process Encashment for a LFC already sanctioned

5.57.21 Provision to modify / cancel the number of day‘s encashed.

5.57.22 Provision to process one or more day encashment to contribute to P.M.R.F/other with
all validations (letter to be generated)
5.57.23 Provision to sanction Encashment of P.L accrued at the time of retirement / death of
 an employee and sanction of permitted percentage of leave at the time of resignation.

5.57.24 Provision to generate a letter to the employee informing him / her the annual
P.L credit given to their account
5.57.25 The period of unauthorized absence and extra ordinary leave under non-medical
ground beyond the prescribed leave should be linked to terminal benefit like
pension/gratuity, to arrive at the eligibility
5.57.26 Provision to store other types of absence from duty due to On duty, Joining time etc.,
separately
5.57.27 Provision to generate the P.L balance of all employees as on a given date

5.57.28 Provision to get the list of employees sanctioned with leave to visit abroad

5.57.29 Facility to convert balance casual leave to unavailed casual leave (UCL) and also for
tracking Unavailed Casual Leave (UCL) and its lapse after pre- defined period.
5.57.30 Provision of additional sick leave as on date after completion of pre-defined service
period.
5.57.31 Provision for the cancellation of authorized leave / encashment of PL.

Provision of sanctioning / extending leave beyond specified limits for individual

5.57.32 employee, a group of employees or across the organization. Provision for providing
time cap / expiry period / expiry date for such additional provisions.
5.57.33 Provision of sanctioning leaves of employee who is on Contract Basis.

Facility to calculate (on Prorata basis if required) and credit leave during the first year
5.58 of joining
5.59 Provision to postpone the deduction of leave/loans etc.,

LFC Surrender & encashment depending on number of passengers on the eligible

5.60 mode of transport and cadre
Leave Encashment Fund : Capture the details of remittance and withdrawals,
5.61 calculation of interest and generation of connected reports
Work Leave Management
sheet total

Sanctioning Authority for Leave - Work flow.

Sanctioning
Authority

Sl Nature of Branch Regional Manager Chief Manager General

No. Leave/Allowances Manager PHRD @ HO Manager
1 Casual Leave Branch staff Branch Managers HO staff up to Scale – IV BM
except Branch and RO staff. Scale III with Scale – IV
/ Unavailed Casual Manager RM
Leave i) Scale-V RM up to
Scale-IV Scale IV RM
ii) Scale-IV RM up
Scale IV at HO
to Scale – III.
Scale V at ROs
and HO.

2 Privilege Leave CM i)
headed Scale-V RM: up HO staff up to Scale – IV BM
branches: to Scale –IV Scale III with Scale – IV
/ Sick Leave Branch ii)staff RM
Scale –IV RM up
except BM to Scale III
Scale IV RMs
Other
Branches: No Scale IV at HO
powers
Scale V at ROs
and HO.

3 Extra Ordinary i)
No powers, Scale-V RM: up HO staff up to Scale – IV BM
Leave on LOP to scale –IV Scale III with Scale – IV
Forwarding RM.Scale IV
ii) Scale-IV RM: up
option should RMs
to Scale III
be available.
Scale IV at HO

Scale V at ROs
and HO.

4 Maternity Leave i)
No Powers, Scale-V RM up to HO staff up to Scale – IV BM
Scale-IV. Scale III with Scale – IV
/Paternity Leave Forwarding RM
ii)
option should
Scale-IV RM: up
to Scale III
be available Scale IV RMs

Scale IV at HO

Scale V at ROs
and HO.

5 Special Casual i)
No Powers, Scale-V RM: up HO staff up to Scale – IV BM
Leave/ Special to scale-IV Scale – III with Scale – IV
Leave for blood Forwarding RM
ii)
option should
Scale-IV RM: up
donation, family to Scale – III
planning, sports, be available Scale IV RMs
casting vote.
Scale IV at HO
Scale V at ROs
and HO.
6. Staff Re-imbursements and Welfare.

S No. Particulars
6 Staff Re-imbursements and Welfare.
The system should follow all rules as per extent guidelines and any guidelines
issued in this regard from time to time.
6.1
The system should Issue NOC for Passport, VISA, higher studies and any other
purpose including NOC for re-employment of retired employees as well as
existing employees.
6.2 The system should facilitate generation of No Objection letter for availing loan
from other Banks, financial institutions or other entities.
6.3 The system should maintain various staff welfare scheme like mediclaim,
subsidized canteen details and generation of relevant reports
6.4
The system should maintain details of allowances paid to each employee
month-wise based on the applications received like conveyance fee, new
paper, etc.
6.5 The system should maintain details of identity cards issued and cancelled
6.6 The system should capture the details, achievements of sports persons employed
in the Bank, their designations, scales etc.,
6.7 The system should capture details of Power of Attorney issued/Cancelled to
the employees along with the facility to scan and store and view the signatures
of the officials issued with PA – separately for PA
6.8 The system should capture details of PA of employees kept under suspension
6.9 The system should Maintain signature of officer/staff under suspension/retired
and their circulation
6.10 The system should capture details of various scholarship schemes of the Bank
The system should accept and process applications for grant of scholarships.
6.11 Accepted & rejected application details and related reports.
The system should maintain hospitalization /Domiciliary treatment rates ceilings
6.12 are defined as per regulatory guidelines
The system should maintain employee-wise medical aid details and giving
6.13 automatic credit of medical aid at the beginning of the year as per the
employee eligibility
The system should update the medical aid limit of the employee based on his
6.14 cadre
The system should accept the application for Medical aid and processing the
6.15 same
The system should maintain hospital reimbursement rates as per the Bank rules
6.16 (self and dependent eligibilities separately)
The system should maintain register of advances extended and adjust the
6.17 same during final re-imbursement
The system should allow online requisition of tour advance as well approval of
6.18 the same from controlling authority as per defined guidelines.
The system should allow uploading of claims information for re-imbursement of
6.19 tour expenses, transfer allowance etc.
 The system should allow sanction of competent authority to manage exceptions
6.20 to the defined limit of claim

The system should highlight transfer cases who are yet to claim transfer re-
6.21
imbursement and send reminder letters to ensure claim within a defined period
of transfer
6.22 The system should allow updation to re-imbursement limits based on internal
organization policy or other regulatory policies
6.23 Provision for entry of Reimbursement of conveyance allowance, telephone,
canteen subsidiary, business development expenses, staff welfare, payment for
meritorious student etc., Inward, sanction, Rejection with reasons.
6.24 Group Personal Accident Insurance Policy: Capture the details of Premium
payment - Cadre, No of employees and Total premium. Inwarding of accident
claims, forwarding to insurance company, sanction and reimbursement of claim
amount
6.25 Medical Facilities

6.26 General Requirements

6.26.1 Capturing Rules and Eligibility conditions

6.26.2 Maintenance of employee wise medical assistance details for both

serving/retired employees who are members of various Medical Assistance
Schema of the Bank as well as those who are not members.
6.26.3 Maintaining the medial assistance eligibility for different category of
employees, such as schedule of rates for different category of staff in the Bank
and Industry.
6.26.4 Capturing the details of rules and eligibility under Medical Assistance Fund,
Medical Facilities schemes etc.
6.26.5 REMS, Annual Health Checkup Scheme, Scheme for Spectacles, etc. in the Bank
and similar Schemes in the industry.
6.26.6 Medical profile of employees with details of dependents (age, relationship,
etc.) eligible for medical facility, membership of various schemes, expenditure
incurred on medicals per employee and expenditure on employees per ailment.
6.26.7 Hospital reimbursement rates as per the Bank rules (self and dependent
eligibilities to be classified separately)
6.26.8 Calculation of tax liability

6.26.9 Posting of sanctioned amount with details in medical sheet of employee

Handling of TDS in case of direct settlement including preparation of form 16-

6.26.10 A for all entities and forwarding these to them annually Preparation of
Outstanding medical advances list and follow up for refund of excess advance.
If not complied within stipulated time, salary section to be advised to recover
through salary. Deciding installments, if amount is big.
Preparation of Budget for Medical expenses and review of expenditure incurred
6.26.11 under various schemes of the Bank such as Medical Assistance Fund, Medical
Facilities Scheme, Dispensary facility, Annual Health, Checkup etc.,.
6.26.12 Monitoring of outstanding Sundry Advances at monthly / quarterly / annual
intervals
6.26.13
Employee-wise details for recovery of outstanding / excess advances, if any.
6.26.14 Generation of Annual Closing statements

6.26.15 Generating Reports employee-wise as well as department-wise / regional office

wise.
6.27 Staff Loan Detail Maintenance

6.27.1 Effecting monthly regular and one-time (due to voluntary increase,

foreclosures, prepayments) recoveries; incorporating any changes in monthly
installments – Linkage with Payroll module.
6.27.2 Linkage with Superannuation desk for recovering outstanding balances at the
time of superannuation and settlement thereof.
6.27.3 Calculating perquisite values for Income Tax deductions from salary.

6.27.4 Refund/Adjustment of excess recovery of Principal/interest effected, if any.

6.27.5 Generation of following Report: Statement of monthly recoveries to be effected

after incorporating any changes (due to voluntary increase, foreclosures,
prepayments).
6.28 Tour Approval and Claim Processing

6.28.1 Facility for Online application seeking approval by the employee for o fficial
work
6.28.2 Facility to provide online sanction by the authority. Generation of sanction
number for tracking subsequent activities
6.28.3 Online sanction of travel advance by concerned official

6.28.4 Provision to process the Claim with all validations and classifying the claim
under different category viz., on duty claim, cash remittance claim, LFC claim,
Transfer claim etc., with further break up as to Transportation expenses,
Lodging Expenses, Boarding Expenses and other expenses etc. T A Bill – inward
, date of journey, place of visit, purpose, head wise claim Amount, advance
taken, balance amount and sanctioned amount, Full Rejection/partial
Rejection with reasons, automatic generation of reports. Provision to tag TA
proceedings to various groups like training, training centers etc.
6.28.5 Facility to adjust the advance (after filing the claim and sanctioning the same
by the concerned official) through the employee‘s account and passing
necessary entries to the employee‘s account and passing necessary entries in
the books of accounts
6.28.6 On full adjustment of advance, sanction number must be closed

6.28.7 Facility to generate online reminder letter for the concerned employee in case
of non-submission of tour expense claim within a fixed time period
6.28.8 Facility for generating Union membership details along with subscription.

6.28.9 Facility for Generation of tax estimation report

6.28.10 Facility for Generation of Member-wise festival advance report.

6.28.11 Facility for Generation of Leave Encashment report(Daily report and member-
wise report)
6.28.12 Facility for perquisite calculations.

6.28.13 Entry provisions for Perquisite Details at various levels, defining the master,
perquisites information
6.28.14 Facility for the declaration and details of dependents.

6.28.15 Increments, sanction / restoration of increments/ basic pay in punishment cases,

shifting of the date of increment due to LOP etc., special increments for CAIIB
/ Graduation etc.
6.29 GENERAL ADMINISTRATION

6.29.1 Facility for News Paper Reimbursement.

6.29.2 Business Development Expenses

6.29.3 Facility for Briefcase Reimbursement.

6.29.4 Facility for Telephone/Mobile to executives.

6.29.5 Facility for issuing ID Cards to staff.

6.29.6 Facility for access control cards.

6.29.7 Facility for award after completion of certain yrs of service/ on retirement

6.30 TA/DA BILL

6.30.1 If an employee avails TA DA for a sanctioned bill, system should not accept the
same bill / again. This should be same with advance payments.
6.30.2 Award staff gets diem allowance for training. There should be provision to do
this online
6.30.3 Facility of authorization by officers for entry done by employee.

6.30.4 Facility to allow the calculation of Multiple bills pertaining to particular staff
should be allowed on same day.
6.30.5 Support online submission of TA Bills, processing, sanction etc. as per User
Defined Parameters. Claim passing of TA bill without tour program with a defined
procedure and defined sanction authority.
6.30.6 Support keeping record history of all TA Bills passed employees wise (individual
and category wise) periodicity wise.
6.31 Management of Medical Aid.

6.31.1 Maintenance of employee wise medical aid details

6.31.2 Whenever an employee promoted to another cadre whereby the employee is

eligible for higher Medical Aid the same should be mapped automatically
6.31.3 The eligibility of employee has to be parameterized and the period up to which
an employee can accumulate has to be parameterized
6.31.4 Whenever the application is received, the eligibility has to be arrived afresh
and the application has to be validated and passed for payment
6.31.5 Maintaining the medical aid eligibility for different category of employees

6.32 Scholarships

6.32.1 Details of various scholarship schemes of the Bank

6.32.2 Acceptance and processing of applications for grant of scholarships

6.32.3 Details of sanctioned scholarships and recording payments made thereof

 6.32.4 Generation of all relevant reports regarding scholarship

6.33 Staff Welfare Schemes

6.33.1 Maintenance of various staff welfare scheme details

6.33.2 Facility to apply/withdraw online by the employee to join various staff welfare
scheme
6.33.3 Generation of relevant reports

6.33.4 Payment of conveyance, entertainment, News Paper, Telephone and other

expenses to staff
6.33.5 Maintenance of details of allowances paid to each employee month wise bases
on the application received
6.33.6 Online settlement of accounts of concerned officials and passing of necessary
accounting entries to maintain related books of accounts
6.33.7 Details of Spouse: Name, DOB, Employed or Not.

6.33.8 Details of Children: Names, DOB, SCH/COLL Fee/Reward Availment: FY & Class.

6.33.9 Details of All availments of Health Check-up Date wise.

6.33.10 Staff Welfare Fund: Capture data of employees enrolled, details of remittance
and withdrawals, calculation of interest, loans granted to members, its
accounting and automated flow of deductions from salary module, closure of
loan, Capture the refund made to staff member on exit/death.
6.33.11 Training: Maintaining member-wise records : Course-Period-Institute

6.33.12 Training: Report of Non Attendance – for specific period.

6.33.13 Income Tax. : Automatic calculation of IT on SCH/COLL FEE / Medical

reimbursement
6.33.14 Facility of generating all above reports in system format and converting in Excel
format.
6.33.15 Generating reports with some variable general columns (like EMP NO., Name,
Design, Department etc.)
6.33.16 Facility of Staff welfare scheme taxable

6.33.17 Facility of NOC for PP/ VISA / GOING ABROAD

6.33.18 Provision for SWS taxable.

6.34 Facility for updation of information through employee self-service system and
its authorization.
6.35 Info system for maintaining record of IBA, ministry letters received, action
taken, reply sent (reference no) etc.,
6.36 Info system regarding amendments to Service regulations stage wise

6.37 Info system for maintaining the details of clarifications concerning policy
matters sent to Regional offices on various service conditions
6.38 Information regarding

6.38.1 Ø Officers claiming conveyance reimbursement on the basis of declaration,

petrol/diesel/gas bills in respect of 4/2 wheelers owned by them
6.38.2 Ø Reimbursement of expenses incurred for medical check-up by employees over
specified age.
6.38.3 Ø Financial assistance to employees on LOP on account of major
ailment/operation etc.
6.39 Information regarding quarters to officers:

6.40 Details of Sports persons

6.40.1 Ability to capture the details of sports persons employed in the Bank, their
designation, sex, scales etc.
6.40.2 Capture their achievements in various tournaments

6.40.3 Approval for participation in various tournaments

6.40.4 Special leave & expenses details granted to sports persons

6.40.5 Budget sanction & expenditure maintenance in various sports disciplines

6.40.6 Expenses sanctioned for promotion of cultural activities & their details

6.40.7 Granting permission to employees to join as Guarantor/Co-obligant to the loans

availed by their close relatives
6.40.8 Support to give early going memos to sports persons

6.41 Tour and Travel Bills

6.42 Inland Tour Bills

6.42.1 Capturing rules and eligibility conditions

6.42.2 Preparation of Tour program by the employee through Self Service Module

6.42.3 Approval of tour program by competent authority through Self Service Module

6.42.4 Application for tour advance by employee through Self Service Module

6.42.5 Scrutiny of application for advance and sanction of advance

6.42.6 Follow up of outstanding advances against bills submitted/settled

6.42.7 Submission of bill by employee – online – giving details of items of expenditure,

i.e. ticket cost, HA, Mazdoor hire, conveyance, hotel stay etc.,
6.42.8 Capturing center-wise data for distances between two local places in a city or
between two cities in a State.
6.42.9 Scrutiny and sanction of bills as per rules – limits for different category of
employees
6.43 Statement of employee wise data of sanctioned amount

6.43.1 Mapping of outstanding advances with sanctioned amount for accounting

6.43.2 Sundry Advances a/c - Tour/TA Advance

6.43.3 Sundry Advances a/c - Training/TA Advance and

6.43.4 Sundry Creditors a/c- Refund of tour with the balances maintained and
maintenance of related records/files.
 6.43.5 Report of Department-wise details of travel bills Management of data for
appropriate reports that can be leveraged as analytical tools. Maintenance of
records/files and related correspondence of settlement of tour /training bills.
6.44 Generation of Annual Closing statements

6.44.1 Generation of the outstanding position of tour/training advances employee-wise

6.44.2 Generation of statement of tour expenses department/centre-wise for

monitoring of budget
6.44.3 Settlement of payments made by one office on behalf of another in connection
with the visit undertaken by the latter's officials in respect of ticketing/hotel
booking and taxi hire and sent to the latter for sanction. Originating advice from
the latter to be responded by the former.
6.44.4 Monitoring of expenses vis-a-vis budget on Quarterly basis for all the
departments / Centre
6.45 Provisioning and Annual closing of accounts

6.45.1 Settlement of payments made by one office on behalf of another in connection

with the visit undertaken by the latter's officials in respect of ticketing/hotel
booking and taxi hire and sent to the latter for sanction.
6.45.2 Monitoring of expenses vis-a-vis budget on Quarterly basis for all the
departments / Centre.
6.46 Transfer Bills

6.46.1 Capturing rules and eligibility conditions

6.46.2 Application for transfer advance by employee through Self Service module

6.46.3 Monitoring of outstanding advances against bills submitted within time limits
prescribed
6.46.4 Submission of bill by employee – giving details of items of expenditure, i.e.,
travel cost, halting allowance on transfer, mazdoor hire, local conveyance,
lodging and boarding charges, packing & forwarding charges, transport charges
for household goods & vehicle, insurance, incidental expenses, etc., Capturing
centre-wise data for distances between airport / railway station and the place
of stay at new centre for calculation of local conveyance admissible at specified
rates
6.46.5 Scrutiny and sanction of bills as per rules – limits for different category of
employees and different pay-scales – linkage with other modules required, like
with payroll module (for basic pay, dearness allowance, etc.) and quarters
allotment module (for stoppage or payment of halting allowance on transfer)
6.46.6 Maintenance of Bills Register for statement on employee-wise data of bills due,
settled, pending for sanction, etc. and respective amounts
6.46.7 Generation advances of periodical reports for monitoring of outstanding
Reconciliation of intermediary head of accounts, i.e.
6.46.7.1 Ø Sundry Advances a/c – Transfer Advance

6.46.7.2 Ø Sundry Creditors a/c- Refund of Transfer Advance with the balances
maintained by respective authority and maintenance of related records/files.
6.46.8 Mapping of transfer expenses over time and across regions for future policy
purposes
6.46.9 Monitoring of expenses vis-a-vis budget on Quarterly basis for all the
departments / centre
 6.47 Leave / Retirement Travel Concession Bills

6.47.1 Capturing rules and eligibility conditions - for various cadres and various types,
set periods, distance limits, etc.
6.47.2 Facility to apply, cancel, extend, or postpone online by employee and approve
or reject by concerned authority
6.47.3 Application for LRTC advance by employee – separate norms for Declaration
Scheme and Reimbursement Scheme – maximum 2 separate applications for self
and family members allowed in a set period; Advance payment for self and
dependents should be accepted in LFC in single block.
6.47.4 Scrutiny of leave sanctioned from leave module and eligibility of set period etc.
from LTC binder (System to capture manual binders to electronic-documents)
6.47.5 Scrutiny of application for advance and sanction of advance – System to handle
release of advance separately depending on certain conditions (i.e., whether all
members of family are travelling, and LTC for different blocks but availed in
same year should be accepted.) - Making temporary entry of sanctioned amount
in LTC Binder until final settlement .In case of Retirement Travel Concession,
communicating to Superannuation desk for retaining an amount equal to RTC
advance, if availed, from the retirement benefits (to be settled only when RTC
bill is actually sanctioned)
6.47.6 Monitoring of outstanding advances and/or outstanding refunds, and bills
submitted within time limits prescribed
6.47.7 Submission of bill by employee – giving details of items of expenditure, i.e.,
travel cost, incidental amount, etc., for each member of family
6.47.8 Checking of dependency of family members for LRTC purpose from employee
database.
6.47.9 Scrutiny and sanction of bills as per rules – limits for different category of
employees and different pay-scales – linkage with payroll and leave modules
required. Bill payment in part should be possible.
6.47.10 Maintaining details of TDS due if any and alert for remittance of TDS by 7th of
next month, if not done through salary
6.47.11 Preparation of taxable amount and transmission of the same to payroll module
for recovery from salary, if not done directly.
6.47.12 Preparation of e-TDS statements on quarterly basis

6.47.13 Updation of LTC Sheet and Bills Register – System to generate e-registers for
audit
6.47.14 Posting of LTC incidental advance / encashment of leave in respective
sheets/binders (entry required also in respective application forms.)
6.47.15 Generation of report on pending bills, sanctioned cases, amount, etc. for a
month or quarter for monitoring purpose
6.47.16 Reconciliation of various heads of account for every month and its submission to
AES – Establishment charges a/c-LRTC, Sundry creditors A/c - TDS on LRTC,
Sundry Advances A/c - LRTC and Sundry creditors A/c-Refund of LRTC
6.47.17 Calculating quarterly and annual provision.

6.47.18 Monitoring of expenses vis-a-vis budget on Quarterly basis for all the
departments / centre.
6.48 Bills for Local Conveyance expenses

6.48.1 Capturing rules and eligibility conditions

6.48.2 Application by employee through Self Service Module

6.49 Scrutiny of Local Conveyance bills

6.49.1 Sanctioning bill.

6.49.2 Maintaining employee-wise as well as department-wise data.

6.49.3 Submission of Quarterly Statement to all the departments for monitoring of

budget utilization
6.49.4 Department wise statement of expenditure for bills of employees

6.49.5 Maintaining details of prevailing taxi/ Auto etc., rates at those centres.

6.49.6 Monitoring of expenses vis-a-vis budget on Quarterly basis for all the
departments / centre
6.49.7 Bills for Out-of-pocket Expenses Capturing rules and eligibility conditions

6.49.8 Capturing centre-wise data relating to local conveyance rates for taxi, three
wheelers and other modes of local transport
6.49.9 Online application by employee – link with employee database.

6.50 Scrutiny and Sanction of bill

6.50.1 Generating Reports employee-wise as well as department-wise /regional office

wise
6.50.2 Monitoring of expenses vis-a-vis budget on Quarterly basis for all the
departments / centre
6.50.3 Reconciliation with Accounts

6.50.4 Department wise details of payments made to Officers

6.50.5 Preparation of statement of payment, sanction note, provisioning and vouchers:

6.50.6 Handling queries, clarifications and correspondences from ROs

6.50.7 Statement for Reconciliation with Accounts

6.50.8 Preparing details of payments made to Officers entrusted with special

assignments where the cost is borne by other agencies and paid on
reimbursement basis
6.51 Verification of documents

6.51.1 Calculation of payment for each employee – (taking into account adjustment in
case of Extra Ordinary Leave / promotion)
6.51.2 Provision for checking by the authorised officer

6.51.3 Adjustment of less/excess amount paid to transferee employees from

subsequent payments (to be made at new centre)
6.51.4 Preparing statement of payment, sanction note, preparation of vouchers,
provisioning of amount to be paid
6.51.5 Handling queries, clarifications and correspondences from ROs

6.51.6 Statement for Reconciliation with Accounts

 6.51.7 Preparing details of payments made to Officers entrusted with special
assignments where the cost is borne by other agencies and paid on
reimbursement basis
6.51.8 Online application by employee - two stage - first advance and then actual bills

6.51.9 Online entitlement position, balance outstanding etc., balance can be availed
only in case of revision in limits
6.51.10 Online Scrutiny and Sanction of applications and bills.

6.51.11 Preparation of Statement/Voucher for Payment

6.51.12 Preparing details of payments made to Officers entrusted with special

assignments where the cost is borne by other agencies and paid on
reimbursement basis
6.51.13 Facility to generate statement for monetary perk calculation during availment
year only (once in 5 years).
6.51.14 Generation of Statements for Reconciliation with Accounts and Budget Review

6.52 Reimbursement of Telephone charges

6.53 Family Planning Incentive

6.53.1 Processing of applications received from the employees and release of incentive
as per the Bank‘s rules
6.53.2 Provision uniforms to record the bill particulars evidencing the purchase of

6.53.3 Issue of visiting Cards

6.53.4 Capturing eligibility norms relating to type of employee, periodicity of issue,

change of posting, change in position, etc.
6.53.5 The system should maintain details of staff members eligibility for uniforms,
shoes etc. track of past record when last issued also to be maintained
6.53.6 Maintaining list of employees with date of issue

Work Staff Re-imbursements & Welfare

sheet
Total

Sanctioning Authority for Staff reimbursement- work flow

Sanctioning Authority
Sl No. Nature of Branch Manager Regional Manager Chief Manager General Manager
allowance PHRD @ HO

1 LTC/LFC, annual No Powers, i) Scale V RM: HO staff up to Scale – IV BM with

health checkup, Up to Scale –IV. scale –III Scale – IV RM
Eye-checkup, TA Forwarding
I ii) Scale IV RM: up
bills, 150% HRA, option should be Scale IV RMs
to Scale-III.
Tuition fee, available
Scale IV at HO
closing
allowances, Scale V at ROs and
Joining Time HO.

2 Festival i)
Branch staff Branch HO Staff up to Scale – IV BM with
Advances, except Branch Managers and Scale III. Scale – IV RM
Annual Medical Manager. RO staff.
Reimbursement Scale IV RMs
ii) i) Scale –V RM:
up to Scale –IV Scale IV at HO
iii) ii)Scale –IV RM:
up to Scale- III Scale V at ROs and
HO.

3 Closing All Branch staff: NA NA NA

Allowances BM

In respect of BM:
BM with counter
signature of
Officer/joint
custodian

4 Officiating No powers, All staff of the NA NA

Allowances region.
Forwarding
option should be
available.

5 Conveyance All Branch staff: RO Staff HO staff upto Scale IV and Scale
allowances BM In respect of scale III. V at HO
BM: BM with sign
of officer/JC
(after
ascertaining
average petrol
rate from
respective ROs)

6 Uniforms, Cycle Branch Office RO Office HO Office NA

allowances. Attendance (M) Attendant (M) Attendant (M)
7 Payment of BM is NA NA NA
Special pay to sanctioning
Office Assistant authority.
(M) holding joint
custodian keys.

8 News Paper All Branch Staff: RO Staff HO Staff up to Scale IV and Scale
reimbursement BM Scale III V at HO

In respect of BM:
BM with counter
signature of
officer/joint
Custodian.

9 Silver Jubilee Branch Staff RO Staff HO Staff up to Scale IV and Scale

Award Scale III V at HO
7. TERMINAL BENEFITS AND SEPERATIONS (GRATUITY, PL ENCASHMENT AND PENSION)

1. The calculation of Gratuity and PL Encashment should be as per the guidelines of

Karnataka Vikas Grameena Bank (Officers and Employees) Service Regulation 2010, Gratuity
Act-1972, Bipartite settlements, joint notes and provision for modification whenever there
are changes in policy and guidelines.

2. The system should have the provision for making calculations for previous, current and
future dates.

S No Particulars
7 Terminal Benefits + Separations

7.1.1 The system should allow financial accounting of PF, Gratuity, Welfare and leave
encashment funds
7.1.2 Accounting module for PF, Pension and gratuity including daily, quarterly,
yearly statement of accounts (Balance sheet, trial balance. P&L)
7.1.3 The system should Generate Form 15 AA for the terminal benefits like
PF/Gratuity/Pension
7.1.4 The system should Generate all types of MIS reports as per request of Bank (like
pf ledger etc.)
The system should have the facility to record voluntary PF contribution and link
7.1.5
to payroll for deductions. The input for VPF to come from user with sanction
note of competent authority
The system should be capable of handling separation process triggered by
7.1.6
resignation letter / dismissal or termination letter / e-mail / intimation on
behalf of employee or Line Manager
Should be able to capture the reason for separation such as enter Reason for
7.1.7
separation in system such as resignation/VRA/compulsory
retirement/accident/death/fraud/other issues involving disciplinary action etc.
In case of a normal retirement process, the system should generate letters to all
7.1.8
the branch offices, where the retiring employee has worked to notify employee
liabilities, if any
7.1.9 The system should be able to track pending information from the posted locations
and generate reminder letters for follow ups
7.1.10 The system should also facilitate checking of any disciplinary action in process
against the employee
7.1.11 The system should facilitate online approval/comments from the controlling
authority on the last 3 years scrutiny of employee's property returns
The system should facilitate online approval/comments of the CVC and
7.1.12
Disciplinary action cell on employee check with respect to any
irregularities/disciplinary issues - to decide the course of retirement
The system should generate retirement note with details on liabilities,
7.1.13
disciplinary status, check on property returns to seek approval from competent
authority
7.1.14 On confirmation, the system direct the details to PF department as well as the
controlling authority of present place of posting
7.1.15 In case of VRS, the system based on the circular cut-off date/otherwise , track
online employee requests for VRS received
7.1.16 The system should facilitate online approval/rejection of VRS requested by the
employee keeping the personnel department informed
7.1.17 The system should generate relieving letter to be issued to the employee
through the Regional Office/department HOD at HO
The system should be able to alert all departments to prepare a list of
7.1.18 receivables/dues in cash/kind from the separating employee. Notification should
be sent to IT for cancellation of Login ID on the last day. Notification should
be sent for surrendering Power of Attorney
In case of an employee under disciplinary action proceedings, the system should
7.1.19 facilitate stoppage of F&F dues barring pension and employee's contribution to
PF. It should track the case closure status, before disbursement of net full and
final
The system should maintain rules regarding disbursement of PF, pension,
7.1.20
gratuity and leave encashment based on type of separation, status of disciplinary
action, employee specific requests etc.
7.1.21 The system should intimate the employees three months before their retirement
about their PF subscription, PF Loan, Gratuity and Pension claim forms etc.
The system should support pension processing for pensioners - to obtain pension
7.1.22
slip/change of nominees/details of pension during financial year/Tax
calculations/updation of personal details etc.
7.1.23 The system should maintain nominee details to facilitate pension processing

7.1.24 The system should support pension disbursement and support multiple
payment modes for pension
7.1.25 The system should calculate family pension and payment

The system should maintain rules regarding pension scheme and disbursement
7.1.26
options that employees can avail and process the same based on the pension
claim forms received (example, commuting option)
7.1.27 The system should support all related accounting procedures including
generation of vouchers and related reports
7.1.28 The system should perform Income tax calculation and deduction for pension
payment as per govt. guidelines and issuance of form 16
7.1.29 The system should perform gratuity calculation, provision & accounting
employee wise
7.1.30 The system should perform forfeiture of Gratuity in case of dismissals etc.

7.1.31 The system should generate all types of reports/registers related to Gratuity
management
In case of death, the system should allow uploading of spouse request for ex-
7.1.32
gratia along with relevant forms (liability, source of income etc.) for
Consideration
7.1.33 Based on defined ex-gratia norms, the system should facilitate generation of note
for approval/rejection by the competent authority
7.1.34 The system should allow logging on queries received by the PF department for
online resolution if possible
7.1.35 Group Gratuity Fund : Capture the details of remittance and withdrawals,
calculation of interest and generation of connected reports
Obtain details of Gratuity and Encashment of leave paid during the current
7.1.36
financial year and IT & EC deducted thereon and capture the details in the
software for assessing the taxable income for the year.
7.1.37 Obtain details of salary paid up to the date of retirement and capture the same
 in the software for assessing the taxable income for the year.
Preparation of the sanction memorandum as per prescribed format in which
7.1.38
employee details are to be captured from HRMS; forwarding the sanction memo
with the employee‘s application to appropriate authority.
7.1.39 Online receipt of applications for payment of Gratuity.

7.1.40 Listing the recovery dues.

7.1.41 Calculation of eligible amount of gratuity payment, preparation of scrutiny note

for sanction.
Maintaining details of payment after effecting recovery of dues and deduction of
7.1.42
income tax on taxable portion over the exemption limit. Compilation of data for
transmission to Gratuity.
7.1.43 Trust for reimbursement to the Bank

7.1.44 Calculating Bank's Tax and Tax on Tax

7.1.45 Making IT payment before 7th of subsequent month.

7.1.46 Issue of Gratuity Certificates based on the request of the employees.

7.1.47 Terminal Benefit (Pension, Gratuity, Leave encashment, and PF) Management

Ability to intimate the employees three months before their retirement about PF,
7.1.48
Gratuity and Pension claim forms etc. and ability to capture the required
information online through employee self-service.
7.1.49 Support earmarking lien on PF and gratuity payable to an employee

7.1.50 Module for investment of funds of SPF, Pension, Gratuity

7.1.51 Generation of form M, L etc. to various labour authorities in respect of Gratuity

payable/paid ; Calculation ,Sanction & Disbursal of Gratuity
7.1.52 Provision to generate data to be given to Actuary

7.1.53 Should incorporate the existing systems & procedures, regulations of each trust
viz., Provident Fund, Pension Fund & Gratuity Fund including investments
7.1.54 Calculation and Payment of Gratuity, Forfeiture of Gratuity and Reimbursement
Details of Gratuity to controlling Offices
Final Monthly Tally program to Reconcile Statements, Withheld Amount,
7.1.55
Transfer-in , Transfer-out etc. in respect of Own Contribution of Pf , Bank‘s
contribution of Pf and VPF with actual amount in General Ledger
7.1.56 Pension Gratuity & PF

7.1.57 Support Terms & Conditions for Gratuity Payment and Calculation Process

7.1.58 Calculation of liabilities of employee.

Support pension settlement and commutation calculation Ability to intimate

7.1.59
the employees three months before their retirement about PF, Gratuity and
Pension claim forms etc.
7.1.60 Maintenance of record of nomination/amendment in nomination for PF, Gratuity
etc.
7.1.61 Marking of lien on PF & Gratuity with reasons thereof.
7.1.62 Support forfeiture of PF (Bank contribution) and gratuity to the extent of loss
suffered by The Bank in case of dismissed employees.
7.1.63 Support giving effect of dismissal of employee to payment of PF amount.

Support calculation of Gratuity payable to employees on superannuation as per

7.1.64
Rules & regulations of Gratuity Act as well as Service Regulations/ Bi-partite
settlements.
7.1.65 Generation of form M, L etc. to various labour authorities in respect of Gratuity
payable/paid
7.1.66 Should incorporate the existing systems & procedures, regulations of each
trust viz., Provident Fund, Pension Fund & Gratuity Fund including investments
7.1.67 Module for investment of funds of SPF, Pension, Gratuity

Investment module should include pattern of investment as per Government

7.1.68
Policy & MIS including yield on security wise, maturity wise, type of security wise
etc.
7.1.69 Accounting module for PF, Pension and Gratuity including daily, quarterly, yearly
Trial Balance, Balance Sheet and Profit & Loss Account, MIS etc.
Capability to maintain records of Voluntary Retirement/ Resignation as follows
7.1.70
as also on other user defined parameters - Rules/ Regulations/ Conditions
applicable.
7.1.71 Format of the Note to be placed before the Competent Authority.

7.1.72 Letter to Regional Office/Circle after acceptance.

7.1.73 Capability to prepare – Retirement Letter.

7.1.74 List of Retired / VRS Employees on Annual/Half Yearly/Quarterly/ Monthly Basis.

Date of superannuation wise Seniority List.
7.1.75 Register of VRS/ Resignations.

7.1.76 Claim Forms in respect of settlement of PF/BCPF/GF/ Pension

7.1.77 Guidelines for completion/ filling up of forms.

7.1.78 Capability to maintain / process deceased claims as follows as also on other user
defined parameters –
7.1.79 Capability to maintain - Rules & Guidelines

7.1.80 Relevant Forms.

7.1.81 Register

7.1.82 Provision for Gift in case of retirement as superannuation Maintenance of Group

Savings Linked Insurance (GSLI) and other insurance schemes.

7.2 TERMINAL BENEFITS

 7.2.1 In case of a normal retirement process, the system should generate letters to all
the branch offices, where the retiring employee has worked to notify employee
liabilities, if any.
7.2.2 The system should also facilitate checking of any disciplinary action in process
against the employee.

7.2.3 The system should facilitate online approval/comments of the CVC and Disciplinary
action cell on employee check with respect to any irregularities/disciplinary issues -
to decide the course of retirement.
7.2.4 The system should generate retirement note with details on liabilities, disciplinary
status, check on property returns to seek approval from competent authority.
7.2.5 In case of VRS, the system based on the circular cut-off date/otherwise , track
online employee requests for VRS received.
7.2.6 The system should facilitate online approval/rejection of VRS requested by the
employee keeping the personnel department informed.
7.2.7 The system should generate relieving letter to be issued to the employee through
the Regional Office/department HOD at HO.

The system should be able to alert all departments to prepare a list of

7.2.8 receivables/dues in cash/kind from the separating employee. Notification should be
sent to IT for cancellation of Login ID on the last day. Notification should be sent
for surrendering Power of Attorney.
7.3
Pension:
7.3.1 - Receipt of application for pension, commutation of pension, etc. for both
pension/family pension
7.3.2 - Preparation of sanction notes involving calculation of pension/family pension,
commutation amount, arrears of pension amount.
7.3.3
- Preparation of Pension and Family Pension sanction letters.
7.3.4 - Preparing revised sanction notes, sanction letters, updation of Pension Pass Books
on account of grant of fresh Additional Qualifying Service
7.3.5 - Handling of representations received regarding non consideration of Additional
Qualifying Service.
7.3.6
- Entering details of Legal Opinion obtained from Law Department, if required.
7.3.7
- Referring cases to appropriate department for policy decision
7.3.8
- Maintaining details of sanctions of normal pension and family pension
7.3.9 - Calculating revised pension and pension arrears payable on account of revision in
pay scales.

Capture data of Pensioner from employee database of HRMS relating to Name,

Grade, UIN, Date of birth, Date of Retirement, Date commutation, Basic Pension,
7.3.10 mode of payment, A/c no. and MICR code on the Payroll Module used for
disbursement of pension
7.3.11
- Capture DA rates in pension module at half yearly intervals
7.3.12 - Preparation of pension roll for payment of monthly pension using the software
package
- Obtain details of Gratuity and Encashment of leave paid during the current
7.3.13 financial year and IT & EC deducted thereon and capture the details in the software
for assessing the taxable income for the year.
7.3.14 - Obtain details of salary paid up to the date of retirement and capture the same in
the software for assessing the taxable income for the year.
- Obtain declaration of savings from the pensioners regarding savings to be made by
7.3.15 them during the current financial year for the purpose of IT deduction through Self
Service Module.
7.3.16 - Linking pension details with salary details of pensioners who are employed in
Bank. (Family Pension cases).
7.3.17 - No. of pensioners, separately indicating the types of pensioners, the amount of
pension, date of retirement, last drawn pay and other details, for all offices.
- No. of family pensioners, separately indicating the rates of pension, the amount of
7.3.18 pension, name of employee in respect of whom the family pension is being paid and
other details, for all offices
In case of an employee under disciplinary action proceedings, the system should
7.3.19 facilitate stoppage of full and final ,dues barring pension and employee's
contribution to PF. It should track the case closure s
7.3.20
The system should maintain rules regarding disbursement of PF, pension,
7.3.21 gratuity and leave encashment based on type of separation, status of disciplinary
action, employee specific requests etc.
7.3.22 The system should intimate the employees three months before their retirement
about their PF subscription, PF Loan, Gratuity and Pension claim forms etc.
The system should support pension processing for pensioners - to obtain pension
7.3.23 slip/change of nominees/details of pension during financial year/Tax
calculations/updation of personal details etc.
7.3.24
The system should maintain nominee details to facilitate pension processing
7.3.25 The system should support pension disbursement and support multiple payment
modes for pension.
7.3.26
The system should calculate family pension and payment.
The system should maintain rules regarding pension scheme and disbursement
7.3.27 options that employees can avail and process the same based on the pension claim
forms received (example, commuting option).
7.3.28 The system should support all related accounting procedures including generation of
vouchers and related reports.
7.3.29 IT-The system should perform Income tax calculation and deduction for pension
payment as per govt. guidelines and issuance of form 16.
7.3.30 IT-Verification of actual savings made by the Pensioners and capturing the same in
the software.
 IT-Obtain details of Gratuity and Encashment of leave paid during the current
7.3.31 financial year and IT & EC deducted thereon and capture the details in the software
for assessing the taxable income for the year
7.3.32 IT-Assessment of IT and effecting monthly recovery of IT and EC and remittance of
the same to IT Authorities
7.3.33 IT-Obtain details of Pension received financial year. Calculation of Tax by putting
admissible deductions in Tax window
7.3.34 In case of death, the system should allow uploading of spouse request for ex- gratia
along with relevant forms (liability, source of income etc.) for
7.3.35
Consideration.
7.3.36
The system should be capable of handling separation process triggered by
7.3.37 resignation letter / dismissal or termination letter / e-mail / intimation on behalf
of employee or Line Manager.
Should be able to capture the reason for separation such as enter Reason for
7.3.38 separation in system such as resignation/VRA/compulsory
retirement/accident/death/fraud/other issues involving disciplinary action etc
Obtaining Life Certificate, Non-marriage, Non-Employment Certificate from
7.3.39 Pensioners/ Family Pensioners. Scrutiny and Review of the certificates and stoppage
of pension from January wherever certificate is not in order or not received.
7.3.40
Maintaining data base viz. Address, Telephone numbers and PAN of Pensioners.
7.3.41 Maintenance of Pension Fund Register and issue of Balance Confirmation of pension
fund A/c on monthly basis.
Maintaining data in respect of all pensioners (of HO and all ROs, SO, TEs) and
7.3.42 capturing the data directly in the pension software, for disbursement of monthly
pension.
7.3.43 Generating reports in respect of all Pension optees, Pensioners and Family
Pensioners for actuarial valuation of pension liability.
7.3.44
Provision for Pension Revision and calculation of arrears, if any.
7.3.45
Details of pensioners who have availed benefits of addition to qualifying service.
7.3.46 * On Educational Qualification & Experience as considered essential by the Bank at
the time of recruitment
7.3.47
* On Military Service
7.3.48
* On Premature Retirement
7.3.49
* On Premature Retirement
7.3.50
Counting of Period of Deputation
7.3.51
Counting of service rendered in other organisations
7.3.52 Details of serving / retired employees who have requested for benefits and request
is under consideration / in correspondence.
 Details of Court cases, their status, outcome, linkages with other cases, tracking
7.3.53 mechanism with facility to generate automatic system alerts for dealing staff, email
alerts to dealing Regional Office and Leg
7.3.54 Database on the various forums/ associations of pensioners, their contact details,
demands, etc.
7.3.55
Database on references from Govt. /VIPs and tracking mechanism.
7.3.56 Tools for extracting the above statistical information in full or in parts with a user
specified report generation.
7.3.57 Tools for calculating pension, family pension, exgratia using user-provided data
input along with instructions from instruction/ statistical database.
7.3.58 Calculating number of persons retiring at a particular point of time in future and
calculating from the same number of persons who are pension optees.
Projecting pension on basis of Pay expected at tune of retirement [up-to 5 years in
7.3.59 advance] taking into consideration the existing pay and expected pay in the
intervening period as per the rules of the Bank.
Calculating Total outgo on pension / ex-gratia on annual basis given the no of
7.3.60 retired employees, future retirees and pay and Dearness relief and inputs from
Section II above.
7.3.61 Calculation of Total outgo as and the expected rate of contribution to the Fund
calculated on the basis of projected salary.
7.3.62
SUPPORT
*Ability to intimate the employees three months before their retirement about PF,
7.3.63 Gratuity and Pension claim forms etc. and Ability to capture the required
information online through employee self-service.
7.3.64
*Support Pension processing for pensioners.
7.3.65
*Support processing and approval of Pension applications.
7.3.66
*Facility to generate Pension register / certificate/ PPO.
7.3.67
*Provision to maintain nominee details to facilitate Pension settlement.
7.3.68 *Facility to store the details of family pensioners such as nature of relationship
with the pensioner, family pensioner‘s date of birth etc.
7.3.69
*Facility for accounting & recording/generating of instruments for payments.
7.3.70 *Facility to accommodate & calculate for revised Pension as per Bipartite
settlement & Bank Officer Service Regulations.
7.3.71
Should be integrated with payroll system
7.3.72
Provision to generate data to be given to Actuary
7.3.73 Should incorporate the existing systems & procedures, regulations of each trust
viz., Provident Fund, Pension Fund & Gratuity Fund including investments.
7.3.74 Investment module should include pattern of investment as per Government Policy
& MIS including yield on security wise, maturity wise, type of security wise etc.
7.3.75 Accounting module for PF, Pension and Gratuity including daily, quarterly, yearly
Trial Balance, Balance Sheet and Profit & Loss Account, MIS etc.
7.3.76
Facility to calculate revised pension for errors, if any.
7.3.77
Provision for restoration of commuted portion of pension.
7.3.78
Generation of PPO.
7.3.79
Details of provisional pension being paid.
7.3.80
Pension Package interface with pensioners or Pensioners Self Service
7.3.81
Provision to generate data to be given to Actuary.
7.3.82 Capability to maintain records of Voluntary Retirement/ Resignation as follows as
also on other user defined parameters - Rules/ Regulations/ Conditions applicable.
7.3.83
Format of the Note to be placed before the Competent Authority.
7.3.84
Letter to Regional Office/Circle after acceptance.
7.3.85 List of Retired / VRS Employees on Annual/Half Yearly/Quarterly/ Monthly Basis.
Date of superannuation wise Seniority List
7.3.86
Register of VRS/ Resignations.
7.3.87
Guidelines for completion/ filling up of forms.
7.3.88 Capability to maintain / process deceased claims as follows as also on other user
defined parameters
7.3.89
Compassionate Appointments.
7.3.90
Relevant Forms and register

7.4
EMPLOYEES’ PROVIDENT FUND (EPF)
7.4.1 • The system should allow financial accounting of PF, Gratuity, Welfare and leave
encashment funds.
7.4.2 • Accounting module for PF, Pension and gratuity including daily, quarterly, yearly
statement of accounts (Balance sheet, trial balance. P&L)
7.4.3 • The system should map PF accounts with salary of respective employee for payroll
calculations
7.4.4 • The system should support pooling the monthly contribution of PF,VPF in to the PF
management system
• The system should support reconciliation of monthly contribution of employee
7.4.5 based on any deviations occurring on account of increments/promotions/Lop status
etc.
7.4.6 • In case of a new joinee, the system should generate the new PF code to be
allocated with due communication to PF department/ pension cell
7.4.7 • The system should Support PF settlement process including generation of
settlement sheets and relevant vouchers for accounting.
 7.4.8 • The system should support calculation of periodic interest and crediting the
amount to the accounts
7.4.9 • The system should maintain rules and regulations regarding PF Loan and ensure
tracking the same for any PF loan requisition
• The system should perform PF application processing, loan sanctioning, loan
7.4.10 disbursement, modification of loan installments, loan short closure, recovery
through payroll, final settlement during closing/transfer for different type of loan.
7.4.11 • The system should maintain nominee details and payment to nominee in case of
death of an employee
7.4.12
• The system should generate PF returns mandated for submission as per statute.
7.4.13 • The system should Generate Form 15 AA for the terminal benefits like
PF/Gratuity/Pension
7.4.14 • The system should Generate all types of MIS reports as per request of Bank (like pf
ledger etc.)
• The system should have the facility to record voluntary PF contribution and link to
7.4.15 payroll for deductions. The input for VPF to come from user with sanction note of
competent authority.
7.4.16 • The system should allow logging on queries received by the PF department for
online resolution if possible.
7.4.17
• No. of Pension Optees and Contributory Provident Fund Optees separately.
7.4.18
• Allot PF Index numbers to each employee
7.4.19 • Capturing employee-wise data for exercising option for Subscription(ES), Emp.
Additional Subs.(EAS), Recovery

RO-wise/employee-wise calculation and reports of Provident Fund remittances, the

Fund Manager, (with breakup of amounts for Bank's Contribution based on standard
rate, Employees Subscription, Employees' Additional Subscription, Recovery
7.4.20 Towards Advance in separate reports) in two sets – one for transferable employees
and another for non-transferable employees
7.4.21 • Provision for capturing of Supplementary Remittance for staff members on
deputation
7.4.22 • Generation of reports for employees where monthly subscription is not remitted
during a month
7.4.23
• Capture details of PF advances/withdrawals of Subscribers
7.4.24 • Generation of PF schedules & automatically update individual balance and output
in e-form for onward submission to PF Authority for updation of their records
Provision for calculation of administrative expenditure payable to the Funds
7.4.25 Manager for maintenance of PF accounts based on set criteria, which requires
capturing the criteria in the system.
• Provision for online application by an employee for withdrawal or advance for
7.4.26 eligible purposes and refund on retirement or exit from PF – rules for eligible
purposes and maximum allowable limits to be captured in the system.
7.4.27 • Scrutiny of the applications received for verification of correctness in filling of all
the columns, signature verification, supporting documents.
7.4.28 • Facility to check eligibility in accordance with PF regulations and Prepare sanction
memorandum.
• Preparation of the sanction memorandum as per prescribed format in which
7.4.29 employee details are to be captured from HRMS; forwarding the sanction memo
with the employee‘s application to appropriate authority.
• Maintaining details of receipt of amount from Fund Manager and release to
employee in case of withdrawal or advance for eligible purposes (in instalments in
case of housing purposes) from employee subscription portion. Release of both
employee portion and bank's contribution to employee on retirement or exit, if
7.4.30 employee opted for CPF, otherwise bank's contribution goes to Pension Fund (not to
employee).
7.4.31 • Facility to generate recovery advice for payroll desk in case of PF advance – Link
with payroll and also monitor outstanding balances of advance.
7.4.32 • Maintaining details of documentary evidence submitted for ensuring use of PF
withdrawal/ advance for intended purpose.
7.4.33
• Facility for conversion of PF advance to PF withdrawal
- On-line application from employee for addition or change in nomination, name
(after marriage), correction in the name, surname, birth date etc. and forwarding it
7.4.34 to Fund Manager along with supporting documents for necessary action at their end
– scrutin
7.4.35 - Up-dation of records after acceptance of nomination and correction by Fund
Manager
7.4.36 - Provision to identify discrepancies in PF statements and effect correction/changes
in date of birth, nominee name, etc.
7.4.37
Generate monthly returns:
7.4.38
• Consolidated Statement of Centre-wise contributions received during the month
7.4.39
• Statement showing details of input data sent by Fund Manager
7.4.40 • Statement detailing the variations found during the current month on comparison
with previous month.
7.4.41 • Statement detailing the Centre & Subscriber-wise opening balances, monthly
transactions as well as closing balances for the month
7.4.42
• Ability to every Employee to view his PF statement through Self Service Module.
7.4.43 • Statement showing details of staff transferred between centres after last payroll
processing
7.4.44
• Subscriber-wise Statements for distribution to subscribers and for records
Details in respect of Subscribers having withdrawn at least 75% of their balance
7.4.45 gratuity employees and forwarding them to HRMD-Leave section for recording in
service sheets.
7.4.46
• Calculating Bank's Tax and Tax on Tax.
7.4.47
• Making IT payment before 5th of subsequent month.
7.4.48 • Support PF settlement process including generation of settlement sheets and
relevant vouchers for accounting
7.4.49
• Support VPF, percentage basis and amount basis.
7.4.50 • Support recording of the clearance from vigilance / audit / salary sections for PF
claims
• Support PF loans processing separately for refundable loans and non- refundable
7.4.51 withdrawal with a facility to confine number of sanctions. These details should be
reflected in the employee‘s PF slip.
7.4.52 • Support forfeiture of PF (Bank contribution) and gratuity to the extent of loss
suffered by the Bank in case of dismissed employees.
7.4.53 • Provision to be made in case PF is paying more interest than the govt. prescribed,
so as to arrive at the taxable portion amount to be reckoned.
• Support to credit the amount of interest at prescribed rate to PF accounts (Half
7.4.54 yearly, Quarterly or monthly) depending upon yield earned from investment in
securities. The system should handle interest processing
7.4.55
• Financial accounting of PF Trust: Reconciliation of bank account of the PF trust
7.4.56 • Periodical interest calculation of P.F Temporary withdrawals & generation of
interest notices, default notices etc.
7.4.57 • Accounting module for PF, Pension and Gratuity including daily, quarterly, yearly
Trial Balance, Balance Sheet and Profit & Loss Account, MIS etc.
7.4.58
• Payment of Interest to Reinstated / Missing employees.
• Final Monthly Tally program to Reconcile Statements, Withheld Amount, Transfer-
7.4.59 in , Transfer-out etc. in respect of Own Contribution of Pf , Bank‘s contribution of
Pf and VPF with actual amount in General Ledger.
7.4.60 • Segregation of Eligible Amount of VPF eligible for interest and amount ineligible
for payment of interest.
7.4.61
• Facility to transfer part amount of VPF to main amount eligible for interest.
7.4.62 • Auto Reduction of Non-Refundable Withdrawal (NRW) from the Member‘s PF
Contribution.
7.4.63 • Release of PF change on the property on closure of Housing Loan and non-
refundable withdrawal or after settlement of Pf dues on cessation of service.
7.4.64
• Capability to allot PF Number to new employees and maintenance of PF accounts.
7.4.65 • Mapping of PF accounts with Salary of respective staff members for credit of
prescribed monthly contribution from salary
• Support to credit the amount of interest at prescribed rate to PF accounts (Half
7.4.66 Yearly, Quarterly or Monthly) depending upon yield earned from investment in
securities. The system should handle interest processing
7.4.67
• Generation of PF Statement on Half Yearly/ user defined basis.
7.4.68
• Reconciliation of PF Trust Account with Bank account.
7.4.69 • Maintenance of record of nomination/amendment in nomination for PF, Gratuity
etc.
 • Support online application for PF loans as per prescribed application
7.4.70 forms (soft copy), processing of PF loan applications as per user defined parameters
in respect of refundable loans/ non-refundable withdrawals.
7.4.71 • Support online sanction of refundable loan/ non-refundable withdrawals by
appropriate competent/ sanctioning authority.
7.4.72
• Maintenance of Loan ledgers. Trigger for due dates on maturity of securities.
7.4.73 • Support recording of the clearance from vigilance / audit /salary sections for PF
claims
7.4.74
• Financial accounting of PF Trust: Reconciliation of bank account of the PF trust
7.4.75 • Should incorporate the existing systems & procedures, regulations of each
trust viz., Provident Fund, Pension Fund & Gratuity Fund including investments
• Investment module should include pattern of investment as per Government
7.4.76 Policy & MIS including yield on security wise, maturity wise, type of security wise
etc.
7.4.77 • Accounting module for PF, Pension and Gratuity including daily, quarterly, yearly
Trial Balance, Balance Sheet and Profit & Loss Account, MIS etc
 7.5 NEW PENSION SCHEME (NPS)

Supporting NPS (National Payment System) in respect of employees who have

7.5.1 joined the Bank on or after 01.04.2010 Deduction of monthly contribution
,uploading of contribution to NSDL (CRA) infrastructure along with Bank
contribution , generation of reports ,MIS etc.
7.5.2 - Covering of employees who joined after 01.04.2010 in New Pension Scheme as
per requirement.
7.5.3
- Keeping track of PRAN Accounts opened with NSDL
7.5.4
- Transferring of monthly contribution under NPS to NSDL for PRAN holders.
7.5.5 - Reminder to non PRAN holders for submission of Subscriber Registration Form
Calculation of arears, if any.
7.5.6 - Notification should be generated by the system in case a PRAN holder employee
resigns, and appropriate shifting
7.5.7
- Provision for interest calculation of funds, not transferred to NSDL.
Work Terminal Benefits + Separations
Sheet
Total

Note:

A) Elements of Flexibility:
1. Application forms: Formats of general pension/family pension application forms.
2. Fixing family pension viz., presently it is fixed at the rate of 30%.
3. Tax Deduction at Source (TDS): To be changed as per latest guidelines issued by
Income Tax authorities, Govt. of India.

B) Rules- Set Guidelines to be followed as per below mentioned documents:

1. All matters related to Pension should be as per the guidelines mentioned in the
‘Karnataka Vikas Grameena Bank (Employees’) Pension Regulations, 2018’.
2. Investment of Employees Provident Fund should be regulated as per the Income Tax
Rule 67 of Income Tax Act 1962.
3. No option for Deletion of any data, but it can have option for modification,
cancelation and authorization.
8. Attendance Module

System should provide for marking attendance for all the permanent employees
using two factor authentications, namely login id and password and biometrics.
8.1
Disabling of biometric login should be provided to authorized officials at Regional
8.2 Office and Head Office.
There should be a provision for logging out of the application after marking
8.3 attendance.
System should map the reporting / sanctioning hierarchy at all units, including
8.4 Branch, Regional Office and Head Office.

Attendance Module should be integrated with Holiday Master and Leave Module.
8.5

Once the employee marks attendance for a particular day, the system should
display the message “Attendance marked for DD/MM/YYYY”. “Ok”
8.6
8.7 System should record the time of marking attendance.
System should allow marking of attendance by the employee only at the branch
/ office where the employee has been posted and not at any other location. To
enable this, the office – employee mapping has to be done in the system, or this
should be integrated with the Posting and transfer Module. However, in case of
officials of Inspection Division, who would be on tour to various branches /
offices, the attendance marking should be enabled at the branch at which they
are working. The Inspection Division at Head Office shall map the Inspecting
Officials to the concerned branch / office, where they are posted, for the limited
purpose of attendance.
8.8
8.9 Changing of posting can be done under two circumstances:
On Deputation – Mapping authority should be the authorized personnel at the
8.9.1 Regional Office.
On Transfer – Mapping authority should be the authorized personnel at PHRDD,
8.9.2 Head Office.
System should display under the employee’s login, the attendance marked by
8.10 him/her for all days during the last six months.
Real time report on status of marking attendance should be available for display
to the Branch head (for his branch), Alternative Branch head (for his branch),
Regional Office personnel (for all the employees in his region) and Head Office
PHRDD personnel (for all employees of the Bank).
8.11

When an employee after marking attendance, wants to cancel the same due to
any emergency situation, he / she should mark “Cancel Attendance” option for
the current day and the same should come into effect only after approval in the
system by the superior authority to whom the hierarchy is marked. The system
should provide a free text field or drop down list providing the reasons for
cancelling the marked attendance.
8.12
System should have facility to mark employees under the following categories by
8.13 the Branch head / superior authority:
 8.13.1 When the employee is on Strike.
8.13.2 When the employee is absent from duties.
8.13.3 When the employee is on office duty elsewhere

System should not permit marking of attendance for the following days:
8.14

When the employee has applied for leave and it has been sanctioned. A suitable
error message has to be displayed, when the employee attempts to mark
attendance on such days. Attendance for such days can be marked only after the
employee applies for cancellation of leave in the Leave Module and the superior
authority approves cancellation of leave.
8.14.1
8.14.2 On holidays already marked in the Holiday Master.
8.14.3 For previous days and for future days.
8.14.4 When the employee is under suspension.

On superannuation or on relieving from the bank’s service on any other reason.

The login credentials in such cases should be disabled by PHRDD at Head Office.
8.14.5

If any employee has not marked attendance for a previous day when he was on
duty, system should provide for “Marking previous day attendance” option in the
software. On exercising the option, the system should accept the date (excluding
holidays / strike days). The same should be recommended by the immediate
superior (Branch head) and should be approved by the next higher authority
(Regional head). For employees at Regional Office and the Head Office, the next
higher official shall be the authorised official at PHRDD at Head Office and the
approving authority shall be the head of PHRDD, Head Office (CM/AGM).
8.15
System should be able to generate the attendance report of the employee with
option for printing at the Regional Office and Head Office levels under the
8.16 following criteria:
8.16.1 Range – Attendance status on daily basis between two dates.
8.16.2 Range – Leave under various types of leave between two dates.
8.16.3 Range – Absence of the employee between two dates.

8.16.4 Range – Time of marking attendance by the employee between two dates.

System should provide for display of any message uploaded centrally from the
Regional Office and Head Office (reminder for submission of some report, etc.)
and should permit the employee to mark attendance only after he / she
acknowledges having read the message.
8.17

The system should auto generate log report and audit trial of all logged in actions
of all employees with date and time of the actions only at the Head Office level.
8.18

9. Industrial Relations
Sl No. Description

9.1 A. The system should allow the staff member (employees and officers upto scale iv)
to select/ Delete the desired trade union to become member and authorize the Bank
to deduct the applicable monthly membership fees.

a. For Employees:
Sl.No. Name of Trade Union

i. Karnataka Vikas Grameena Bank Employees’ Association

ii. Karnataka Vikas Grameena Bank Staff Association

iii. Provision to add union

iv. Provision to add union

b. For Officers Upto Scale IV:

Sl.No. Name of Trade Union

i. Karnataka Vikas Grameena Bank Officers’ Association

ii. Karnataka Vikas Grameena Bank Officers’ Federation

iii. Karnataka Vikas Grameena Bank Officers’ Okkuta

iv. Provision to add union

V Provision to add union

B. The system should allow the staff member (both employees and officers belonging
to SC/ST) to select/ Delete the desired welfare association to become member and
authorize the Bank to deduct the applicable monthly membership fees.

Sl No. Name of Welfare Association

i. Karnataka Vikas Grameena Bank SC/ST Employee’s Association

ii. Provision to add union.

9.2 The system should track strength of union memberships and members of each union
on a periodic basis to facilitate selection of majority union.

It should allow to generate the reports of Union strength based on following data

i. RO, ii. Gender, iii. Cadre & iv. Officer/Employee

9.3 The system should track Union meetings schedule, attendance details and highlight
overdue meetings.

9.3.1 Provision to maintain calendar of Industrial Relations meetings, agenda and minutes
of the meetings, list of participants, issue of advices to offices for relieving
representatives and entry into their respective service/leave records.
 9.4 The system should maintain Rules and Officer Service Regulations, Pension
Regulations, bipartite settlements, contract copies for review and ease of access.

9.5 Details of notices issued to unions regarding strikes/agitations (Data).

9.6 Details of notices received from unions regarding strikes/agitations (Data).

9.7 Strike Details

Details of strikes in the Bank should made available ,

Data/Report in respect of Branch wise/RO Wise/ District wise and cadre wise should
able to generate at each level (i.e. Branch ,RO & HO)

9.8 Details of employees on strike / on work / on leave / on tour / on training on a

particular date. Collating data from all offices, generating reports and forwarding the
same to Govt. of India / Regional Labor Commissioner / Assistant Labor Commissioner
etc.

9.9 Provision to generate various statutory and management reports related to

participation in strikes etc.

9.10 Details of employees on strike on the particular date, employees on work and
employees on leave

9.11 Duration of the strike to be recorded

9.12 Branch/Office/Zone/Regional Office/District wise strike details

9.13 Capability to generate reports like

Ø Strike and other union related statistics
Ø Employee union and demands of the union
Ø Statement of number of man-hours lost due to a strike and cadre
wages lost due to strike
Discipline and Vigilance Matters

9.14.1 The system should allow the refer the investigated case to Internal advisory
committee to classify whether the irregularity/ misconduct against particular staff
member is vigilance or non- Vigilance.

9.14.2 The system should allow online referencing of cases having vigilance angle to Vigilance
Department and seek online comments/confirmations from the CVO of Sponsor Bank
with facility to upload relevant supporting

9.14.3 The system based on the stage of the proceeding, highlight need for reference to CVO
for first stage and second stages

9.14.4 The system should facilitate seeking online comments/confirmations from the CVO of
Sponsor Bank with facility to upload relevant supporting

9.14.5 Irregularities/ misconducts reported to Regional Office- Staff Accountability

Examination Committee and Head Office- Staff Accountability Examination
Committee.
9.15 Details of the pending cases at RO- SAEC/ HO- SAEC, reports should made available
RO-wise/cadre wise.

9.16 Details of financial accountability fixed against staff member should made available
to it should allow the SAEC to refer the cases to Disciplinary Authority

9.17 The system should Issue memos to delinquent employees, show cause, charge sheets
and capturing response from concerned employee

9.18 Details of disciplinary cases initiated & completed against the employees like
Reference number, date and duration of disciplinary proceedings, Place of
misconduct, Type of charges, Type of Punishment imposed Punishment order number
& date. Capture details of legal cases against an employee or filed by an employee
against the Bank. Provision for generation of the relevant data in the form of
statements. Should form part of the bio-data of the employees. Capture other details
like date of charge sheet, date of suspension, revocation, explanation date, reply
date.

9.19 The system should support for appointment of Enquiry Officer from Disciplinary
Authority

9.20 Capability to define the appellate authority and competent authority

9.21 Maintenance of all Appeal cases and their connected reports

9.22 Maintenance of data in respect of disciplinary action cases of all officers/award staff
– Regional Office and total Maintenance of records in respect of all cases under
investigation/contemplation, enquiry and noting the periodic progress made

9.23 Capture of proceeding details, punishments awarded

9.24 Capture of appeals preferred by the staff members and recording of the decisions
given by appellate authorities

9.25 Capture information about suspension cases including suspension revocation

9.26 Maintenance of registers and compilation of periodic statements about pending cases,
suspension cases, cases dismissed, punishments awarded etc.

9.27 The system should capture details on closure of fraud cases after due processes

9.28 The system should maintain data in respect of disciplinary action cases of all
officers/award staff –Region wise and total.

9.29 The system should maintain records in respect of all cases under investigation,
enquiry and noting the periodic progress made.

9.30 The system should capture proceeding details, punishment award, appeals preferred
by the staff members and recording of the decisions given by competent authorities

The system should capture information about suspension cases including suspension
revocation

9.31 The system should maintain registers and compilation of periodic statements about
pending cases, suspension cases, cases dismissed, punishments awarded etc.
9.32 The system should maintain data of cases pending in Supreme Court, High Courts,
Labour Courts, Asst. Labour Commissioners, criminal cases, CBI cases, Police cases in
respect of employee category wise and generation of periodic reports

9.33 The system should maintain list of empanelled lawyers/advocates as per eligibility
criteria

9.34 The system should generate note with lawyer fees to seek approval from competent
authority before payment

9.35 The system should facilitate online logging of suggestions/grievances by employees

9.36 The system should facilitate online review of the suggestions by competent authority
for sanction/rejection on suggestion implementation

9.37 Maintenance of relevant registers, generation of reports, MIS reports.

9.38 Details of grievances initiated by employees/unions/associations.

9.39 Details of grievance resolution.

9.40 Facility to capture the details of complaints received, disposed and pending

9.41 Details of the action initiated on complaints and follow-up with Regional Offices/ HO
s

9.42 Staff Suggestion Scheme

9.43 Maintenance of a database of all suggestions received and allotting of a unique

number to each suggestion

9.44 Generation of a list of pending suggestions and initiation of follow-up action

9.45 Querying the database to check whether similar suggestion was received in the past
and action taken thereon.

9.46 Scope for multiple times test run of salary, before finalization to ensure accurate pay
computation

9.47 Capture details of the dealing officer such as Disciplinary authority ,enquiring
authority /Enquiry presenting officer /Management representative, Defence
representative etc.

9.48 Capability to define a presenting officer and an enquiry officer.

9.49 Ongoing disciplinary actions (live disciplinary cases yet to be concluded against the
employee)

9.50 Maintenance of data in respect of all Vigilance/Non-vigilance disciplinary action cases

of all Regions in respect of Officers / Award staff and part time employees at Head
Office. Maintaining record of Vigilance/Non-Vigilance disciplinary action of all
category of employees of Bank on whom penalty / punishment has been awarded by
respective Disciplinary authority.

9.51 Maintenance of record on Vigilance/Non- Vigilance Suspension cases.

 9.52 Capability to move data from one stage to another

9.53 Capability to define workflows for disciplinary proceedings. For e.g. both workmen
as well as officers the disciplinary proceedings are taken care at the regional office/
head office

LEGAL Department

9.55 Court Cases filed by the staff/Ex-staff members against the Organization

9.56 Ø Age wise data

Ø Zone wise

Ø Region wise

Ø Case No.

Ø Name of the petitioner

Ø Court name

Ø Present position-Note Date of hearing Court wise

Ø Category wise

9.57 Option for more than one writ petition by same employee in same court or different
court (for e.g. Against termination and gratuity or two diff. Prayers

9.58 Amount of loss and whether recovered. Award of CGIT and date Note

9.59 Interim stay if any with date and directions Note

9.60 Date of order of S/J and directions Note

9.61 Date of order of DB and directions Note Date of order of SLP and directions Note

9.62 Contempt petition if any field with details Note

9.63 Advocate of the petitioner Tel. No.

9.64 Advocate of the Respondent Tel. No.

9.65 Name of the Petitioner/s Name of the Respondent/s

9.66 Advocate Bill Details and payment made so far: Financial impact on the Organization
and legal charges

9.67 Details of FIR/Criminal case if any filed by the Organization Note Final outcome and
sentence awarded Note

9.68 Ability to view and print details of Court Cases filed by the staff/Ex-staff members
against the Bank as below

9.68.1 Ø Age wise data

 9.68.2 Ø Zone wise

9.68.3 Ø Region wise

9.68.4 Ø Case No.

9.68.5 Ø Year

9.68.6 Ø Name of the petitioner

9.68.7 Ø Court name

9.68.8 Ø Present position-Note

9.68.9 Ø Date of hearing

9.68.10 Ø Court wise ALC,CGIT,HC,SC

9.68.11 Ø Category wise TERM/PROM/DE/RET.DUES/PEN/MIS DE/COMP.APPT.

Ø Option for more than one writ petition by same employee in same court or
9.68.12
different court (for e.g. Against termination and gratuity or two diff. Prayers

9.68.13 Against each case the system should have the ability to capture the following details

9.68.14 Ø Amount of loss and whether recovered.

9.68.15 Ø Award of CGIT and date

9.68.16 Ø Interim stay if any with date and directions

9.68.17 Ø Date of order of S/J and directions

9.68.18 Ø Date of order of DB and directions

9.68.19 Ø Date of order of SLP and directions

9.68.20 Ø Contempt petition if any field with details

9.68.21
System should capture the following details in case of Dept. Enquiry cases

9.68.22 Ø Date of suspension

9.68.23 Ø Date of revocation

9.68.24 Ø Date of c/s

9.68.25 Ø Gist of charge

9.68.26 Ø Prayer in the writ petition

9.68.27 Ø Date of Disciplinary Authority order and punishment awarded

9.68.28 Ø Date of Appellate Authority order and punishment awarded

9.68.29 Ø Date of Reviewing Authority order and modification if any

 9.68.30 The System should also capture additional Information such as:

9.68.31 Ø Advocate of the petitioner & Tel. No

9.68.32 Ø Advocate of the Respondent & Tel. no

9.68.33 Ø Name of the Petitioner/s

9.68.34 Ø Name of the Respondent/s

9.68.35 Ø Advocate Bill Details and payment made so far:

9.68.36 Ø Financial impact on the Bank and legal charges

9.68.37 Ø Details of FIR/Criminal case if any filed by the Bank

9.68.38 Ø Final outcome and sentence awarded

9.68.39 Ability to capture data pertaining to RTI applications moved by employees such as

9.68.40 Ø Date of application

9.68.41 Ø Information sought

9.68.42 Ø No of applications

9.68.43 Ø 1 st appeal

9.68.44 Ø Final decision

9.68.45 Ø Writ filed by the bank

9.69 Ability to capture the details regarding court cases/consumer cases/suits handled by
the Legal department

9.70 Ability to capture details regarding Court Cases filed by the staff/Ex-staff members
against the Bank WP(writ petition) ,WA(writ appeal),SLP (special leave petition)

10. Annual Property Return

The system should record details of the employee in the service of Bank such as

Sl No Sub head Parameters

10.1 Part 1- Immovable Properties STAFF No. / EPF No.

10.2 Part 1- Immovable Properties Type of Property(Existing / Newly acquired)

10.3 Part 1- Immovable Properties Location

10.4 Part 1- Immovable Properties Address 1

10.5 Part 1- Immovable Properties Address 2

 10.6 Part 1- Immovable Properties Date of Acquisition

Part 1- Immovable Properties Mode of Acquisition (Purchase / In-heritance /

10.7
Lease etc)

10.8 Part 1- Immovable Properties Cost incurred during Acquisition

10.9 Part 1- Immovable Properties Name of the Owner

10.10 Part 1- Immovable Properties Relation of Owner to Staff member

10.11 Part 1- Immovable Properties Annual Income of the Owner

10.12 Part 1- Immovable Properties Present value of the immovable Property

10.13 Part 1- Immovable Properties Remarks

10.14 Part 1- Immovable Properties Utilization of sale Proceeds

10.15 Part 2- Liabilities Date of Sanction of Loan / Advance

10.16 Part 2- Liabilities Sanction Amount

10.17 Part 2- Liabilities Outstanding Balance

10.18 Part 2- Liabilities Name of the Borrower

10.19 Part 2- Liabilities Purpose of Loan

10.20 Part 2- Liabilities Loan Account Number

10.21 Part 2- Liabilities Type of Loan

10.22 Part 2- Liabilities Remarks

Part 3- Movable Properties Type of Movable Property (Cash, Shares, Mutual

10.23 Fund, Debentures, Options, Vehicles, House Hold
Items , Gold, Silver, Diamond, etc)

10.24 Part 3- Movable Properties Details of the Property

10.25 Part 3- Movable Properties Name of the Owner

10.26 Part 3- Movable Properties Date of Acquisition

10.27 Part 3- Movable Properties Type of Acquisition (Purchase, Lease, Gift)

10.28 Part 3- Movable Properties Value of the Property during Acquisition

10.29 Part 3- Movable Properties Present Value of the property

10.30 Part 3- Movable Properties Source of Fund for Acquisition

10.31 Part 3- Movable Properties Remarks

10.32 Part 3- Movable Properties

 10.33 Part 3- Movable Properties Utilization of sale Proceeds

Part 4- Variation in Movable

10.34
Properties Gist of Immovable Properties

Part 4- Variation in Movable Outstanding Value of Movable Properties as on

10.35
Properties last day OF Previous FY

Part 4- Variation in Movable Cost of Acquisition of Movable Properties as on

10.36
Properties last day OF Previous FY

Part 4- Variation in Movable Outstanding Value of Movable Properties as on

10.37
Properties last day OF Present FY

Part 4- Variation in Movable Cost of Acquisition of Movable Properties as on

10.38
Properties last day OF Present FY

Part 4- Variation in Movable

10.39
Properties Increase / Decrease in Acquisition Value

Part 4- Variation in Movable

10.40
Properties Source of Funding

10.41. The system should allow submission of the properties and Liabilities details of Staff
members obtained / collected during the preceding years in both front end and back end
(bulk upload using MS Office spread sheet ) channels and provide maker and checker concept
for such data updation.

10.42. The system should allow staff members to submit afresh / fetch the pre-filled data
obtained during previous years / amend the data submitted by them before the cutoff date
the details of their Immovable, Movable properties and Liabilities in front end after the
staff member signs in using the credentials assigned individually.

10.43. Once the staff member submits the property return, the system should consolidate
the Properties details (immovable and movable separately) and liabilities details submitted
by the staff members and compare the details with previous year and provide the Gist of
the same in the prescribed format to the processing and take note authority.

10.44. The system should permit the processing / take note authority to raise queries on
the property / liability details submitted by the staff members and allow the staff member
to submit their clarification along with a facility to upload additional documents /
photographs (in PDF and JPG) , if required. The system should keep record of such queries
and compliance for future records.

10.45. System should be flexible to include fresh guidelines issued by the regulators with
regard to Property Returns of the staff members / other personnel related to Bank Business.

11. Training and development

The Module should be capable of sourcing the basic data from the Employee Master where
the name, EPF number, Designation, Category, and all other details of the employee are
available.

Sl.No. Description
11.1 Training Need Analysis

Facility to capture inputs for “Training Need Analysis” from employees

through Self Service Module for the purpose of creating a training plan.
11.1.1
Identify training needs based on TNA and recommendations in Performance
11.1.2 Appraisal system.
Facility to generate list of employees to be trained and the area of training
based on recommendations by competent authority (in TNA and PAR).
11.1.3
Provide a mechanism to identify training needs based on a comparison of
organization requirements and employees' skill profile and book employees
11.1.4 into appropriate training courses.
11.1.5 Scope to add programmes outside TNA.
11.1.6 Perspective planning / calendar for courses and their schedules.
11.1.7 Linking of the Competency mapping, TNA, Annual Training plan.
11.2 Types of training programmes
11.2.1 Internal Training Programmes
11.2.1.1 General Training Programmes
11.2.1.1.1 Induction Training Programme
11.2.1.1.2 Refresher Training Programme
11.2.1.1.3 Orientation Training Programme
11.2.1.1.4 Pre-Promotion Training Programme
11.2.1.1.5 Managerial Development Programme
11.2.1.1.6 CBS Related Training Programme
11.2.1.2 Special Training Programmes
11.2.1.2.1 Domain Specific Knowledge for specialists.
11.2.1.2.2 Leadership Development Programme for Senior/Chief Managers
11.2.1.2.3 Soft Skill Development Programme
11.2.1.2.4 Executive Development Programme
11.2.1.2.5 Personality Development Programme
11.2.1.2.6 Pre-Retirement Training Programme
11.2.1.2.7 Programme on IR Matters
11.2.1.2.8 Programme on Recovery Management
11.2.1.2.9 Programme on MSME financing and B/S analysis
11.2.1.2.10 Any other training programme as per requirement
External Training Programmes conducted by various reputed training
11.2.2 institutes like BIRD, CAB, CIBM etc.
 The system should display all the above mentioned training programmes and
be capable of providing Facility to capture programmes available, Capture
details of channel-wise, program-wise courses, Capturing subject or area-
wise programmes scheduled, Programmes conducted for special categories.
11.2.2.1
11.3 Calendar of training programmes.
System should be capable of uploading calendar of training programmes on
quarterly, half yearly, yearly basis and on ad-hoc basis with provision for
11.3.1 making any changes.
10.3.2 The calendar of training program should be displayed in separate
11.3.2 module.
11.4 Nomination of participants
Identification of the staff members for participation in the training
programs on the basis of the recommendations in various systems/processes
11.4.1 on the following set criteria:
Based on the request of the employee in the Training Needs Analysis, where
the employee requests for participation in a training programme as per his
11.4.2 preferred area of training.
Training needs from feedback or request submitted by the employee in the
11.4.3 performance appraisal.
Training needs based on request and recommendations of the branch head,
11.4.4 regional head and Divisions in Head Office.
The system should have accept / reject / hold capability for the requests
received. System should also be capable of obtaining online approval from
11.4.5 the respective reporting authorities.
The system should facilitate generation of office note for nomination
approval from competent authority and track status of approved training
11.4.6 nominations.
The system should generate training nomination letters to be issued to the
Training institute (for external training), participating employee and
11.4.7 controlling office.

Capability of generating letters through print/browser/email with features

of on line confirmation, cancellations, explanation for non-attendance as
well as communication on re-scheduling of training courses.
11.4.8
The system should maintain minimum and maximum number of candidates
11.4.9 per course.
Provision to create wait list as per course class size and auto enrollment
11.4.10 features in case of cancellations.
The system should capture and maintain number of personnel trained -
month wise, cadre wise, zone wise, in house-external training wise, training
category wise etc. and categories like Gender, SC/ST/BC/PH/Ex-serviceman
11.4.11 etc.
11.5 Participation Details
Provision to capture details of courses held, date, duration, batch-size,
faculty and participant details, participant attendance, feedback and
11.5.1 evaluation for both in-house and external training programmes.
 Details of candidates who participated in training programs, department-
wise, cadre-wise, scale-wise – quarterly, half-yearly, yearly and cumulative.
11.5.2
Maintenance of history on number of personnel trained – monthly,
quarterly, half-yearly, yearly and cumulative – department-wise / region-
wise/ zone-wise/ channel-wise/training center-wise separately for officers
11.5.3 / award staff / category-wise / group-wise etc.
Maintaining training history (training cards) of all employees with effective
dates including programmes cancelled /not attended with reasons –
11.5.4 automatic updates once attendance is marked.
Displaying cases of repeat participation trainee-wise during a specified
11.5.5 period.
Issue of relieve orders automatically through system to participants and RO.
11.5.6
11.6 Programmes conducted.
Total number of programmes held during the month, quarter, half year,
year, Cumulative for each types of programmes (in-house and external
11.6.1 separately).
Number of new programmes held during the month, quarter, half year, year,
11.6.2 Cumulative.
Name of training program which has received highest rating from
11.6.3 participants during the month.
11.6.4 Ratio of actual participation to total nomination.
11.7 Faculty
Details of faculty members including date of posting and areas of expertise.
11.7.1
11.7.2 Maintaining topic/subject wise data base of faculty with bio data.
Data of topic wise information of sessions handled by officers (faculty/non
11.7.3 faculty).
11.7.4 Maintaining data related to training of trainers.
Details of external faculty members including areas of expertise along with
11.7.5 their bio data, address, honorarium.
11.7.6 Amount of honorarium paid to external faculty.
11.7.7 Sending emails to external faculty.
11.8 Feedback
Programmes wise/ session wise/faculty wise feedback/ rating
11.8.1 summarization report.
11.8.2 Preparation of summary report based on feedback and evaluation.
11.9 Budget Allocation
Details of budgetary allocation (estimated and actual spent in each
11.9.1 quarter).
11.9.2 Programme wise cost incurred for each Programme.
11.9.3 Course fees paid for deputation to external training programmes.
Total cumulative expenditure incurred for internal and external training
11.9.4 programmes
12. Branch Master:

12.1 Operation Rights in HRMS:

The following users to be made available ONLY at PHRD Division, PDD and IT Division,
Head Office:
Maximum
Areas where
number User rights for the
Sl. No. Role Designation Action User Rights
of users following actions
can be used
required

All fields
except those
pertaining to
Office
Office Master,
2 Assistant Maker Geographical
PHRDD Master,
Address  View
Master and  Create
Category  Edit
Master  Cancel an
unauthoriz
Assistant ed record
Manager  Delete
4 PHRDD Maker

(Scale I)

Manager
Operationa
12.1.1 4 PHRDD Maker
l

(Scale II)

Senior
Maker
Manager
and
All fields
PHRDD Checker
2
only for
(Scale III) above
users
 View
Chief
 Authorize
Manager /
Assistant Checker
General for all
2
Manager of above
PHRDD and Users
Alternate
at PDD
 Officers in IT Division for creating, enabling and disabling
System Users in PHRDD / PDD for the following roles
12.1.2 Administra 4
tor a. View Users with all profiles
b. Create, enable and disable User
c. Authorise creation, enabling and disabling User

12.2 User Profile Master

Sl. No. Unit Rights

12.2.1 Head Office View, Create, edit, cancel and authorise in all Masters

12.2.2 Other Units Apply and view their own profile

12.3 Office Master

Sl. No. Name of unit Number

12.3.1 Head Office 1

12.3.2 Regional Office 10

12.3.3 Branches 629

12.3.4 Extension Counters 3

12.3.5 Currency Chest 1

12.3.6 RBTC 1

12.3.7 CCPC 1

Total 646

12.4 Geographical Master

Name of the Description of the unit DPD Village Taluk District
Unit Code

Head Office /Branch / Regional Office

/
12.5 Address Master
Name
Description of the DPD Address Address PIN
of the Village Taluk District State
unit Code 1 2 Code
Unit

Branch /
Administrative
Office / Processing
Centre / Currency
Chest / Extension
Counter / Training
Centre

12.6 Category Master

Branch
Population
Category
Name of DPD category
Description of the unit Small /
the Unit Code Rural / Semi
Medium /
urban / Urban
Large

Branch / Administrative Office /

Processing Centre / Currency Chest /
Extension Counter / Training Centre

12.7 Holiday Master

12.7.1. All holidays declared by the State Government under the Negotiable Instruments
Act
12.7.2. All Sundays and second and fourth Saturdays
 Annexure-10
General Specifications

SUB: RFP for implementation of HRMS under SAAS Model.

Ref: Your GEM BID

Description
1. The solution should be under OPEX/hosted model, the selected Bidder is responsible for
providing required hardware, software, license, security, Bandwidth, hosting space, power
cooling, cabling, manpower etc. The bidder should not use End of life equipment, license
and software as a part of solution.
2. The solution should be hosted in MEITY approved cloud.
3. The Infrastructure should have high availability architecture and also the data centers
should be in different seismic zones within India.
4. The data should reside within India.
5. All the data in transit and data at rest should be encrypted.
6. The selected bidder should ensure all the cyber security for the hosted infrastructure such
as Anti malware, Intrusion prevention system, Firewall, Anti APT, Anti DDoS, sandboxing,
Web application firewall etc.
7. The solution should have dual factor authentication for all the users. The solution should
have facility to self-service password reset.
8. The solution should have support concurrency of at least 1:10 at any point of time without
any performance degradation.
9. The bidder should provide storage space of at least 1GB per user for storing document such
as investment proof, investment declaration, ITR, Travel, medical bills etc.
10. The selected bidder should ensure that backup of data is taken regularly.
11. The solution should be accessible through web browser such as Microsoft edge, Google
chrome, safari etc.
12. The bidder should provide mobile application for IOS and Android for all the staff members.
13. The solution should have three-tier architecture with separate WEB, APP & DB.
14. The solution should have separate setup for UAT & production.
15. The solution should ensure strong password protection (Atleast 8 alpha numeric characters)
16. The Selected bidder should provide help desk for general users and HR administrator from
9.00 AM to 9.00 PM on all working days of the Bank. The help desk should be in the form of
Toll free number and e-mail.
17. The solution should be Bandwidth efficient, user friendly, interactive with minimum
response time. The selected bidder should have sufficient LAN & WAN Bandwidth, compute,
memory and storage capacity to provide minimum response time.
18. The selected bidder should handover the complete data pertaining to Bank after completion
of contract period or upon termination.
19. The selected bidder should conduct vulnerability assessment and penetration testing (VAPT)
of their infrastructure through CERT-IN empaneled vendors and mitigate the vulnerabilities
if any. VA shall be conducted half-yearly. PT shall be conducted annually. The relevant
reports shall to be submitted to the Bank regularly.
20. The software should be bug free without any back door to the hacker and the selected
bidder should submit the source code audit report as and when changes are carried out in
the software.
21. The application should be accessible from anywhere within Country.
22. MIS reports should be available on demand for various combinations such as leave, training,
payroll, Tax, scale wise staff strength, date of retirement Branch wise, RO wise and Bank
as a whole.
23. The Software should have self-service facility for password reset, uploading documents such
as investment proof, transfer request, training request, Medical bills, Travel, Boarding and
Lodging bills for each employee.
24. The Solution should support AD integration for enabling Single Sign-on for user login.