Uploading of pending Payments in GeM Portal - DOP File No. PA/Bgt/Misc GeM/2024 Dated: 26.11.2025

File No. PA/Bgt/Misc GeM/2024
Government of India
Ministry of Communications
Department of Posts
(Budget Division) New Delhi

File No. PA/Bgt/Misc GeM/2024 Dated: 26.11.2025

To,

All Heads of Circles
All Heads of PAOs

Subject: Uploading of pending Payments in GeM Portal.

1. Please refer to Point 5(B) of the Minutes of the Sco-GeM Meeting dated 04.07.2025 and Letter No. PA/Bgt/Misc-GeM/2024 dated 24.10.2025, through which details of pending GeM payments pertaining to MSEs were circulated to all Circles. In this regard, the following is stated:
2. Upon evaluation of the pending payments, the Cabinet Secretariat has observed that a substantial pendency exists in the Department of Posts with regard to procurements made through the GeM portal. In order to regulate and reduce this pendency, circles are requested to adhere to the following:

i. All payments made up to 30.11.2025 shall be updated in the GeM Portal immediately, and this action shall be completed by 01.12.2025. This includes all pending payments reflected on the GeM Portal for previous years as well.

ii. All information in the prescribed format (attached as Annexure-A) relating to bill payments shall be forwarded to the Budget Division, HQ by the 2nd2nd of every month, for onward submission to the Cabinet Secretariat.

iii. The Nodal Officer (GeM) in every Circle shall urgently review the pendency position and take immediate steps to bulk-upload the payment details as instructed in Do Letter No. PA/Bgt/Misc-GeM/2023 dated 14.07.2023.

1. All Circles are requested to ensure that all active users update payment details on the GeM Portal immediately after payments are made. All procurement units shall work with the objective of reducing the pendency to zero.

Copy to, for information:

1. Sr. PPS to DG (PS)
2. Sr. DDG (PAF)
3. All procurement units in Directorate.

Minutes of the Sco-GeM Meeting chaired by AS&F held from VC Room, Dak Bhavan at 15.30 hours on 04.07.2025.

1. Meeting of the Sco-GeM, chaired by AS &FA was held at 15.30 hrs on 04.07.2025.

2. Agenda of the meeting was as under.
(i) Percentage-wise review of procurement made within and outside GeM during the year.
(ii) Status of pending Payments
(iii) Follow-up on action points of the Sco-GeM meeting dated 06.11.2024
(iv) Any other matter with the permission of the chair.

3. The list of participants is attached as Annexure 1 to this document.

The meeting started with DDG (B&A) welcoming all participants and highlighting the significance of the Sco-GeM platform in ensuring transparency, accountability, and efficiency in public procurement. She appreciated the continuous engagement of the GeM team and underscored the need for strict adherence to procurement norms as per General Financial Rules (GFR). Also emphasized how Sco-GeM platform is helping the Department in resolving procurement-related issues.

Mr. Sooraj Sharma, GeM official and Nodal Officer for DoP, presented a comprehensive performance overview of the Department’s engagement with GeM and outlined the critical areas requiring attention. Key discussion points are summarized below:

A. Projection of Annual Procurement Plans in GeM PortalAs per Rule 149(vi) of the General Financial Rules (GFR), Ministries and Departments are required to upload their Annual Procurement Plans for goods and services on the GeM portal within 30 days of budget approval. However, only a few units under the Department of Posts have complied with this directive. In view of this, DDG (B&A) instructed all Circles and PAOs to ensure immediate compliance. A list of units that have not uploaded their Annual Procurement Plans on the GeM portal is enclosed with this document.

Action (Circles/ Units)

B. Pending Payment Updation Circle-wise details of payments pending after the generation of Consignee Receipt-cum-Acceptance Certificate (CRAC) were shared during the meeting. Most Circles/Units informed that the payments have already been made; however, due to non-updation on the GeM portal, these are still being reflected as pending. The AS&FA requested GeM to share updated payment status and urged all Circles to ensure that payment details are updated on the portal by 31st July 2025.

Action (GeM, Circles/Units).

C. Compliance with MSE Procurement Targets: Participants were reminded of the procedural guidelines mandating that 25% of the total annual procurement be made from Micro and Small Enterprises (MSEs), 3% from women-led enterprises and 4% from SC/ST-owned MSEs. It was highlighted that the Department’s current performance in this regard is below expectations. Circles/Units were advised to regularly review supplier profiles prior to procurement to ensure compliance with these guidelines.

Action (Circles/Units)

D. Reduction of Custom Bidding: Circles and Units were requested to minimize the use of Custom Bidding in cases where predefined categories are already available on the GeM portal. It was expressed that excessive use of Custom Bidding often reduces transparency in the process. It was also informed that Circles/Units may approach GeM for the creation of additional categories based on their specific requirements, thereby promoting standardized procurement practices. All Circles/Units are advised to ensure strict compliance with these instructions. Regular monitoring of procurement activities and timely coordination with GeM are essential to streamline operations and maintain accountability.

Action (Circles/Units)

E. Open bids from 2018-2024: Open Bids refer to those bids that have been created on the GeM portal but have neither been awarded nor formally closed, and are still reflected as open in the GeM MIS reports. GeM representatives were requested to provide Circle-wise details of such bids to facilitate their review and necessary action. DDG (B&A) emphasized the importance of addressing this issue and instructed all field units to expedite the closure of these pending bids.

Action (GeM, Circles/Units).

6. As part of the presentation, an overview of the new functionalities available in GeM portal were evaluated. The same are annexed to this document.

7. Following the presentation, field units were encouraged to raise any GeM-related concerns. During this, Telangana Circle informed that procurement of the Circle is still reflected under Andhra Pradesh. GeM representatives requested the Circle to register the request so that change can be made.

Action (GeM, Telangana Circle).

In his concluding remarks, the DDG (B&A) acknowledged and appreciated the valuable inputs from participants and GeM representatives and strongly emphasized the need for immediate course correction and assured that all necessary support would be provided to escalate persistent issues to the Directorate level for resolution.

The meeting ended with vote of thanks

Copy to:

1. All participants.

Copy to for information

1. Sr.PPS to AS & FA
2. Sr. PPS to Sr DDG (PAF)
3. PS to DDG (B&A) 

Annexure-1: List of Participants – Sco-GeM Meeting:

1. Mr. Hoveyda Abbas (AS&FA)
2. Mrs Sharon Shefali Gupta (DDG B&A)
3. Mrs. Ritu Jakhmola (Director, Budget)
4. Mr. Suraj Sharma (GeM Authority)
5. Mr. Neeraj (GeM Authority)
6. Mr. Abhinav (GeM Authority)
7. ADG (Tech)
8. ADG (GA)
9. ADG (MO)
10. All PAOs
11. All Circles