Para 6.7 — This para prescribes how GPF accounts are maintain
Original Rule Text
6.7 MAINTENANCE OF GPF ACCOUNT 6.7.1 The accounts of subscribers shall be maintained in a Ledger Folio in Form CAM -47 manually and electronically as the case may be. Till instructions in this regard are issued, the manual ledger folio will not be discontinued even where electronic ledgers are available. To reiterate, whenever a new ledger folio is opened, the AAO should attest all the opening entries namely: subscription, opening balance, advances outstanding, and acceptance of nominations. Similarly, at the time of closing of the subscriber’s account, the date and the reason for the closure shall be noted in the ledger folio as well as in the General Index Register under the dated initials of the AAO. In the electronic system, cross verification will be done through electronic records also.
6.7.2 The reasons for the closure of account like retirement, resignation, quitting, transfer out of the accounting circle etc. shall be noted in the ledger card. In each case, the amount of final payment made to the subscriber or the balance transferred to another Pay and Accounts Officer will also be indicated.
6.7.3 The ledgers should be treated as confidential documents and being important original records, they shall be kept in safe custody.
6.7.4 The ledger accounts should be posted from the following sourcesa. Provident Fund schedules attached to pay bills paid by PAOs and CDDOs; b. Challans for cheque deposits made at the banks by the subscriber; c. Schedules supported by vouchers of withdrawals from Provident Fund; and d. Other details of debits and credits to Fund appearing in accounts, for example, transfer adjustments, inward accounts, etc.
6.7.5 The concerned PAO shall, based on the schedules and debit vouchers
(i) verify that the subscriptions/refunds shown in the schedules agree with those shown in the bills
(ii) verify that the total credits and debits match with the figures in the classified abstract. A checklist of activities for proper maintenance of PF accounts is available in APPENDIX 6.1 to this chapter. (Authority: No.TA-3-104/1/2020-TA-III/cs-4261/403 dated 12.5.2021)
6.7.6 In case of Preparation of salary bills through EIS module, the schedules will be verified electronically by concerned AAO, and the system will post the credits in respective ledgers.
6.7.7 In case of Preparation of salary bills through sanction module / other bills of EIS module, the schedules will be posted electronically by concerned DH and verified by the AAO.
6.7.8 GPF accounts in respect of the AIS Officers borne on State/ UT cadre and officers of State Governments, Railways, Defence, Posts and Telecommunications shall be maintained by the AG/ Pay and Accounts Office of the respective Government/Department. For this purpose, the credits relating to the contribution and recovery of advances shall be remitted by the concerned departmentalized Pay and Accounts Officer on monthly basis to the respective AG of the State/ Accounting authority. This shall be done by issue of cheque in his favour and sent by Registered Post along with the original GPF schedules. The acknowledgement is required to be watched by the PAO. The Pay and Accounts Officer shall also prepare and send annual statement indicating the details of credits along with the
particulars of cheque through which credits were passed on, and the details of debits of advances and withdrawals.
What This Means
This para prescribes how GPF accounts are maintained in the ledger. Subscriber accounts are kept in Ledger Folio Form CAM-47, both manually and electronically. Even where electronic ledgers exist, manual ledger folios must continue until specific instructions are issued to discontinue them. When opening a new ledger folio, the AAO must attest all opening entries: subscription, opening balance, advances outstanding, and acceptance of nominations. When closing an account (retirement, resignation, transfer out), the date, reason, final payment amount or transferred balance are noted in the ledger and General Index Register under the AAO's dated initials. GPF ledgers are treated as confidential documents and must be kept securely, as they represent important financial records of government servants.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1GPF accounts are maintained in Ledger Folio Form CAM-47, both manually and electronically
- 2Manual ledger folios must not be discontinued even where electronic ledgers are available, until instructed otherwise
- 3AAO must attest all opening entries: subscription, opening balance, advances outstanding, nominations
- 4Account closure reasons (retirement, resignation, transfer out) must be noted in ledger and General Index Register
- 5GPF ledgers are confidential documents and must be kept under safe custody
Practical Example
When a new employee joins the Ministry and is enrolled in GPF, the AAO opens a new ledger folio in Form CAM-47, enters the opening subscription rate and balance (zero for new subscribers), and attests the entries. The same information is entered in the electronic system. Both manual and electronic records are maintained in parallel. When the employee retires 30 years later, the AAO notes 'Retired on superannuation - 31.03.2026' in the ledger folio, records the final payment amount of Rs 35 lakh, and makes corresponding entries in the General Index Register, all under dated initials. The manual and electronic records must show identical information.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
Can manual GPF ledgers be discontinued now that electronic systems exist?▼
Who is responsible for attesting GPF ledger entries?▼
Why are GPF ledgers treated as confidential?▼
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.