Frequently Asked Questions for Payroll - IT 2.0

Government of India – Department of Posts

IT Project 2.0

Frequently Asked Questions for Payroll
Version: 1.0
Date: 30.06.2025
Document Owner: Team Payroll Module
Status: In Review
Last Updated: 30 June 2025

1. Subsidiary Bank Accounts

   No. Each employee can have only one bank/POSB account for any payment.

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

2. Update TRCA for GDS Employees

   Use: Pay Configuration → Drawing and Disbursement Card → GDS TRCA Fixation

3. Association Names Missing in Third-Party Deduction

   • Pay Type: Third Party Deductions
   • Wage Type: Union/Associations
   • Sub Wage Type: Association Subscription
   • Wage Items: Association 1–9

4. Society Names Missing in Third-Party Deduction

   • Pay Type: Third Party Deductions
   • Wage Type: Society
   • Sub Wage Type: Cooperative Credit Society Recovery – Others
   • Wage Items: Other Societies 1–15

5. Union Names Missing in Third-Party Deduction

   • Pay Type: Third Party Deductions
   • Wage Type: Union/Associations
   • Sub Wage Type: Union Subscription
   • Wage Items: Union 1–9

6. Reversing Supplementary Bill

   Not possible once approved.

7. Negative GDS Earnings

   Verify leave details in LMS and ensure fixation start date is before approved leave date.

8. Error – Invalid Pension Subscription Scheme

   Update Pension Subscription Type in PIS (GPF/NPS/SDBS/Non-SDBS).

9. Error Uploading GPF Opening Balance

   Map the correct PAO Office ID in MDM module.

10. Common GPF Upload Errors

    • Employee does not exist → Raise ticket in PIS
    • Invalid scheme → Correct in PIS
    • PAO mapping issues → Fix in MDM
    • Negative balance not allowed

11. Error 401 Unauthorized While Confirming Pay Bill

    Assign Pay Verification Authority role.

12. Employees Not Appearing for Payroll Update

    Assign DDO Authority in Post Management module.

13. New Workflow for Claims & Misc Requests (w.e.f. 23-06-2025)

    Roles: Bill Sanction Authority, DDO Authority, Forwarder, Verifier, Approver.

    Non-financial requests follow DDO mapping.

14. Download Individual GPF Ledger Cards

    Available under Other Reports (self-service option too).

15. Paysheet, LPC, Leave Reports, Employee Details

    Available after Confirm Paybill → DDO Card → Pay Reports → Pay Sheet.

16. Update GPF Balance (non-CSI units)

    Employee ID must be created via PIS.

17. Payroll Card Not Displayed

    Appears only after office rollout.

18. Employee Add/Delete after Validation

    Update in PIS module.

19. Error – DDO Not Authorized for GDS Allowances

    Update DDO authority in Post to Post Mapping.

20. Residual Pension Zero in Paysheet

    Update commutation end date in Exit Management.

21. SDBS PRAN Not Fetching

    Update PRAN data in PIS.

22. Processing GDS Arrears

    Only via Supplementary Bill.

23. Payment to GDS Officiating as PM/MTS

    1. Ensure LWA in LMS
    2. Update arrangement type in LMS/PIS
    3. Pay drawn by DDO

24. Disabling PLI Premium

    Option available under DDO → Pay Reports → Pay Components.

25. Reversing Verified Pay Bill

    Not possible.

26. Bulk Pay Fixation Upload Success but No Request

    Requests appear under “Forward Pay Transactions” for DDO Supervisor.

27. GPF Subscription in Pay Slip

    Added in the same month’s payslip.

28. New Joiner’s GPF Balance Missing

    Request PAO to upload.

29. Exit Management Issues

    • Update FMA details
    • Pensioner IDs not fetching
    • Errors in arrear payments
    • Dual commutation dates handled manually

30. Employees Mapped Under Wrong Division

    Correct mapping in Post to Post Mapping/PIS.

31. Add/Delete Employees under Drawing & Disbursement

    Update in PIS and ensure DDO mapping.

32. Middle Name Missing in Payslip

    Only first and last name shown (length restriction).

33. Establishment Key for Regional Office Not Found

    Contact PAO/PA Wing.

34. Error 401 Accessing Pay Bill & Other Payments

    Assign Pay Config Operator and Pay Config Approver roles.