Payroll Frequently Asked Question v1.0 in APT 2.0 dated 30/06/2025

1. Is there any provision to add a subsidiary bank account for payments other than salary to employees?

No, each employee can have only one bank account (Bank/POSB) for any kind of payment through the Payroll application.

To verify or approve employee bank data, go to:

Payroll → Drawing and Disbursements → Other Reports & Schedules → Employees Under DDO

2. How to update the TRCA for GDS employees in the IT 2.0 solution?

Use the GDS TRCA Fixation option available under:

Pay Configuration → Drawing and Disbursement Card

This will allow you to fix or update the TRCA for GDS officials.

3. Association names are not available under third-party deduction. What to do?

Use the following options under DOP Earnings and Deduction:

Pay Type: Third Party Deductions

Wage Type: Union/Associations

Sub Wage Type: Association Subscription

Wage Items: Use Association 1 to 9 (any available slot)

4. Society names are not available under third-party deduction. What to do?

Use the following settings under DOP Earnings and Deduction:

Pay Type: Third Party Deductions

Wage Type: Society

Sub Wage Type: Cooperative Credit Society Recovery - Others

Wage Items: Use Other Societies 1 to 15

5. Union names are not available under third-party deduction. What to do?

Follow the below steps under DOP Earnings and Deduction:

Pay Type: Third Party Deductions

Wage Type: Union/Associations

Sub Wage Type: Union Subscription

Wage Items: Use Union 1 to 9

6. Is it possible to reverse a supplementary bill after it gets approved?

No, once a supplementary bill is approved, it cannot be reversed.

7. GDS earnings are shown in negative. What steps should be taken?

Leave details must be verified in the LMS and the corresponding leave entry should be deleted only after confirming that the GDS official is genuinely on leave. Additionally during Rollout, make sure fixation start date is before Approved leave date.

8. While generating the pay bill for an employee, an error shows “Invalid pension subscription scheme type”. What should be done?

Update the Pension Subscription Type as GPF/NPS/SDBS/Non-SDBS in the PIS module to resolve the issue.

10. While uploading the GPF opening balance, an error “PAO not Authorised/Mapped : PAO : XXXXXXXX” appears. What should be done?

Map the correct PAO Office ID in the MDM module against the GPF subscriber Office ID and then proceed to update the GPF balance.

11. Errors while uploading the GPF balance and their solutions:

Employee does not exist: Raise a ticket with the PIS module to create the employee data.

Invalid scheme: Update the pension subscription type as GPF in the PIS module.

PAO Office Not Mapped/Incorrectly Mapped/Not Authorised: Map the PAO Office ID agaisnt Subscriber Office ID in the MDM module.

Negative Balance: Uploading a negative GPF balance is currently not allowed.

13. Error "401 Unauthorized – You do not have permission to view this page" while Confirm/Reject Pay Bill under HO Postmaster ID

Assign the Pay Verification Authority Role to the respective user.

14. Employees are not appearing for payroll data updation

Assign DDO Authority using the Post Management module.

15. New Update in Payroll Workflow for Claims and Misc Requests (Effective from 23-06-2025):

For Financial Claim/Reimbursement requests:

1. Assign the Bill Sanction and DDO Authority to all the employees through the Post Management module. For these authorities Pay Approve Authority and Pay DDO Approver roles to be provided respectively. Process to be completed through workflow for Payment request initiated through Self services.

1. Forward Pay request role to be assigned to Head of the office who shall be responsible for forward all the requests submitted under his office.

2. Forwarder to specify the Verification post/Position id who is authorised for further verification from Payroll-> Forward & Verification Card-> Forward Pay requests page.

3. Pay verification Role to be assigned to authorised verifier. Verifier will verify the request and further send to Bill Sanction authority from Payroll-> Forward & Verification Card-> Verify Pay requests page.

4. Bill Sanction authority as per post mapping should be assigned with Pay Approver Role who shall Approve/Reject the verified Requests from Payroll-> Approval-> Approve Pay requests page and Approved requests shall be available in Payment Interface Page for the DDO to disburse as per Bank Type of the Employee.

For Misc Requests (Non financial IT decl, GPF Subs etc)- As per DDO Auth Mapping

1. Employee Will submint

2. DDO Will approve/Reject

16. How to download individual GPF Ledger Cards in IT 2.0?

Use the Other Reports section to view ledger details employee-wise for the required dates. User as part of self service ,can download GPF Statement.

17. Where to view Paysheet (GDS/Pensioners/Deptt), LPC, Leave Reports, Employee Details?

These reports shall be available after confirm Paybill DDO Card-> Pay Reports -> Pay Sheet.

18. How to update GPF balance for non-CSI units with no employee IDs?

Employee ID is mandatory. Create the ID via the PIS module.

19. Pay role card not displayed even after work distribution

The cards will appear once the office the user is attached to has been rolled out.

20. Employees need to be added or deleted after employee validation

Update the employee data in the PIS module accordingly.

21. Error "DDO Not Authorized" while uploading allowances for GDS officials

Update the DDO authority against Employee Post in the Post to Post Mapping.

22. Residual pension shows zero in Pay Sheet but correct in Pensioner Master Data

Update the commutation end date correctly in the master data using the Exit Management module.

23. SDBS PRAN number not fetching for GDS officials

Update the relevant PRAN data in the PIS module.

24. How to process arrears for GDS employees?

Arrears must be paid via Supplementary Bill, not through Pay Bill.

25. Payment to GDS officiating as PM/MTS

• GDS must have Leave Without Allowance (LWA) approved in LMS.
• GDS must be shown under Arrangement Type Departmental Post by GDS in LMS substitute for leave posts of MTS/POSTMAN.
• GDS must be shown under Arrangement Type Departmental Post by GDS in PIS module for Vacant Dept Posts.
• Pay should be drawn by the concerned DDO through normal GDS pay drawl.

26. Who can disable the PLI premium?

• Disable option is available to users with the DDO -> Pay Reports -> Pay components configured.

27. Can a verified pay bill be reversed if verified by mistake?

• No, once a pay bill is confirmed, it cannot be reversed.

28. Bulk uploaded pay fixation status shows success, but no request found for approval

• The request will appear on the "Forward Pay Trasnactions" page for the DDO Supervisor under the respective DDO.

29. When will GPF subscription reflect in the pay slip?

• The GPF subscription for any month will be added as balance in Payslip of Same month.

30. Newly joined official's GPF balance not reflecting?

• Request the PAO to upload the balance.

31. Exit Management Related Issues

• Update Fixed Medical Allowance details.
• Pensioner IDs not fetching.
• Errors in arrear payments for pensioners.
• Dual commutation dates must be handled manually.

32. Employees of a division mapped under another division

• Check and correct the mapping in the Post to Post Mapping module./ employee details in PIS

33. Add/Delete employees under Drawing and Disbursement

• Ensure data is updated in the PIS module and Post management DDO Mapping is done againts employee Post.

34. Middle name not reflecting in the pay slip

• Due to length constraints, the system displays only first and last names.

35. Establishment key for the regional office not found

• Contact the PAO or PA Wing for establishment key details.

36. Error 401 while accessing Pay Bill and Other Payments

• Assign the roles of Pay Config Operator and Pay Config Approver to resolve the issue.