The GM, CEPT,
Bengaluru – 560001
Subject: Observation on UAT for the GDS Exit Management
Sir/Madam,
This is regarding clarification on the observation made during UAT for the GDS Exit Management Microservice under APT 2.0.
- As aware, UAT for Exit Management has been completed with the participation of Kerala, Tamil Nadu & Telangana Circles from 06.04.2026 to 08.04.2026 in online mode. Accordingly, CEPT has also submitted its observations, and comments on the same are given in Annexure-I.
- Circles have also shared their feedback on the UAT for Exit Management. Based on the feedback, the following are observed/proposed:
i) Provision for payment of GDS Gratuity, GDSGIS, and Severance amount has been tested in UAT under APT 2.0.
ii) Provision for payment of GDS Gratuity and Severance amount is available at the Division level and GDSGIS after authorization of the concerned PAO.
iii) There are different scenarios for the exit of GDS; all scenarios with their validation may also require testing again based on the clarification given and the proposed revised process flow for each scenario. The details of all exit scenarios available during the GDS engagement cycle are given in Annexure-II.
iv) Feedback received from the Kerala and Tamil Nadu Circles, along with tentative MIS report templates in Annexure-III, is being shared with CEPT for further enhancement in the Exit Management functionality.
- CEPT may incorporate the different exit scenarios/MIS reports given in the Annexures in the test environment and prepare sufficient test cases of each scenario with fixes of issues/suggestions raised by the Circles for testing during the final round of UAT.
Provision for processing of a separate claim for GDS Gratuity, GDSGIS, and Severance amount is also required instead of a combined claim request for Gratuity/Severance amount, and request to share the further UAT schedule.
This issues with the approval of the Competent Authority.
Yours faithfully,
Email: adggds426@gmail.com
Copy to:
- All Chief Postmasters General: For information and request to inform/report if any Exit criteria are in contradiction of the existing guidelines.
Annexure-I
(Annexure-I to letter No. 17-03/2026-GDS dated 22.06.2026)
| S. No. | Details of Issue / Requirement / Expectations | CEPT Response | Directorate Response |
|---|---|---|---|
| 3 | Option to separately upload supporting documents for the Exit Application, like Medical Certificate, Promotion Order, etc. | Detailed requirements to be shared with a list of documents to be provisioned for upload. | Yes. Provision to upload the following in the portal: • Claim Application from GDS or nominee (death cases). • Annexure-I Record of Service of ED Agents (revised format). • Copy of Exit Orders issued by DH/Unit Head. • Annexure-C (for GDSGIS). • Attestation Slip. • GDS ID/Nominee ID (all ID & Address Proofs including Aadhaar, PAN etc. in one file). • Other supporting documents (Family Details, Nomination Form, Bank Account etc. in one file). |
| 5 | Since TRCA and service particulars are verified by DDO, routing should start through DDO instead of direct submission to Divisional Accountant. | Detailed requirements required regarding role of DDO, Divisional Accountant and application processing. | All GDS details are available in APT 2.0. Exit applications may be processed by the Division. If any report from DDO is required, provision may be made to upload the DDO report in the portal. |
| 10 | Severance is currently calculated at flat rate ₹1,500/year which is incorrect. It should be ₹1,500 up to 31.03.2011 (for SDBS) and ₹4,000/year from 01.01.2016 for others. | Detailed requirement may be shared. | (i) Severance shall be calculated @ ₹1,500 up to 2015 and @ ₹4,000 per completed year from 01.01.2016 subject to maximum ceiling of ₹1.50 lakh. (ii) As per Directorate Order No. 6-11/2009-PE.II dated 01.04.2011 (SDBS-2010), GDS who opted for SDBS are eligible for Accrued Severance Amount up to date of joining SDBS @ ₹1,500 per completed year of service. Fraction less than 15 days ignored; 15 days or more treated as one complete month for proportional calculation. |
| 22 | Present procedure followed in the Circle is that Gratuity is approved directly by Divisional Head, whereas SDBS enrolled cases require Severance sanction from PAO. Since part transfer of only SDBS is not possible, Gratuity sanction is delayed until PAO sanctions SDBS. | (i) Separate claim processing should be available for GDS Gratuity, GDSGIS, and Severance Amount. (ii) System should generate list of GDS due for discharge during the next 6 months. (iii) SMS alert should be sent asking GDS to submit claim 90 days before discharge or immediately after exit (death/resignation/removal/dismissal/voluntary discharge). (iv) Division should supply complete set of documents through Sub-Division 3 months before discharge. (v) System should permit initiation of discharge benefits 90 days before due date, though payment shall be made only on or after discharge date. (vi) Refer Point 10 – No need to refer Severance cases to DAP. |
| S. No. | Details of Issue / Requirement / Expectations | CEPT Response | Directorate Response |
|---|---|---|---|
| 23 | While approving Exit Application through Divisional Head login, GDSGIS calculation should be referred to PAO. However, if approved in Divisional Head login, the system accepts it without any error. | Requirement to be discussed and shared. | (i) Same as Point 22(i) above. (ii) Only GDSGIS cases are to be referred to DAP/PAO for approval. |
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Annexure-II
(Annexure-II to Letter No. 17-03/2026-GDS dated 22.06.2026)
Exit Types for GDS and their Elements (GDS Gratuity, GDSGIS and Severance Amount)
| Exit Type | Gratuity (Admissibility) | Minimum Qualifying Engagement (Years) | GIS (Admissibility) | Minimum Qualifying Engagement (Years) | Severance (Admissibility) | Minimum Qualifying Engagement (Years) |
|---|---|---|---|---|---|---|
| Resignation (GDS) | Not Eligible | — | Eligible | — | Not Eligible | — |
| Compulsory Discharge | Eligible | 10 | Eligible | — | Eligible | 10 |
| Dismissal | Not Eligible | — | Eligible | — | Not Eligible | — |
| Termination (One Month Notice) – Rule 8 | Not Eligible | — | Eligible | — | Not Eligible | — |
| Removal (Disciplinary Grounds) | Not Eligible | — | Eligible | — | Not Eligible | — |
| Death while in Engagement | Eligible | 10 | Eligible | — | Eligible | 10 |
| Voluntary Discharge (Medical) | Eligible | 10 | Eligible | 10 | Eligible | 10 |
| Recruited to Departmental Post | Not Eligible | — | Eligible | — | Eligible | 10 |
| Discharged from Engagement (at 65 years) | Eligible | 10 | Eligible | — | Eligible | 10 |
| Voluntary Discharge (VDS) other than Medical Ground | Eligible | 20 | Eligible | 20 | Eligible | 20 |
Note 1
GDS Gratuity and Severance Amount shall be calculated on the completed years of engagement after deducting the non-qualifying engagement period.
Payment/calculation of GDS Gratuity/Severance Amount shall be as per Directorate letters dated 27.06.2018 and 01.07.2019.
Any fraction of paisa in GDS Gratuity/Severance Amount shall be rounded off as per the existing payment procedure.
Note 2
Till the matter relating to GDS Gratuity/GIS/Severance Amount payable to the family of a missing GDS is finalized, these provisions shall remain on hold in the portal.
Other Exit Management scenarios relating to GDS Gratuity/GIS/Severance Amount may be configured in the portal as detailed above.
Annexure-III
(Annexure-III to Letter No. 17-03/2026-GDS dated 22.06.2026)
Sample MIS Report Formats for Exit Management
1. List of GDS Due for Discharge in the Next 6 Months
(Report Selection – Date Range of 6 Months)
| S. No. | Name of GDS, Designation & GDS ID | Office of Working | Date of Birth | Date of Joining | Date of Discharge | Opted for SDBS or Not (Based on SDBS Recovery) |
|---|
2. Details of Pending Exit Cases
(All or Claim Type-wise – Older to Newest)
| S. No. | Name of GDS, Designation & GDS ID | Last Office of Working | Type of Exit & Date of Exit | Date of Application / Claim Initiation | Claim Type (Gratuity / Severance / GIS) | Status of Application (Pending at Stage with Remarks, if any – Accounts / DO / PAO) |
|---|
3. Exit Claim Payment Report
(Month / Date Range / Year and All or Claim Type-wise – Older to Newest)
| S. No. | Name of GDS, Designation & GDS ID | Last Office of Working | Type of Exit & Date of Exit | Date of Application / Claim Initiation | Claim Type (Gratuity / Severance / GIS) | Date of Claim Sanctioned | Date of Payment | Remarks (Payee Details & Payment Mode) |
|---|
4. GIS & SDBS Recovery Report
Provision to generate a GIS and SDBS Recovery Report with GDS ID based on:
- Date Range
- Financial Year
- Other required parameters
5. Exit Management Request / Claim Tracking
Provision to check/trace Exit Management Request/Claim Status using GDS ID.
6. Hierarchical Drill-down Report
Provision for Report Drill-down from Directorate to Division Level, including:
- Detailed Report at Division/Sub-Division Level
- Summary Report at higher levels
Updates:
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