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Instructions for the preparation of details of employees/pensioners and their dependants


Director of Treasuries

Prepare data (in the excel format attached) of State service pensioners / pensioners of local self Institutions which is available with Pensioner Information Management System (PIMS).

Chief Project Manager (SPARK)

Prepare data (in the excel format attached) of State service employees which is available with SPARK.

Director of Panchayaths

Prepare data (in the excel format attached) of employees including Part-time contingent employees of Grama Panchayaths and District Panchayaths of the State who do not draw salary through SPARK.

Director of Urban Affairs

Prepare data (in the excel format attached) of
  • Employees including Part-time contingent employees of Municipal Corporations, Municipalities of the State who do not draw salary through SPARK.
  • Pensioners including Part-time contingent pensioners, Ex gratia pensioners, Family pensioners, Ex-gratia family pensioners etc. of Municipal Corporations, Municipalities.

Universities in the State

Prepare data (in the excel format attached)of
  • Employees including Part-time contingent employees of the Universities in the State who do not draw salary through SPARK.
  • Pensioners including Part-time contingent pensioners, Ex gratia pensioners,Family pensioners,Ex gratia family pensioners etc. of Universities in the State.

Guidelines for filling up data of Employees and Pensioners in the Excel sheet

  • Name : (Initials after name, only single space permitted in between words, no other separator like full stop or comma, No salutation(Mr/Mrs/Dr etc.) required .
  • Employee/pensioner No/Code : Shall be unique for each employee/pensioner.
  • Office: Unique representation for each unit(Employees-Present Office, Pensioners-Last worked Office).
  • Department/Institution: Unique representation for each unit(Employees-Parent Department/Institution, Pensioners-Last worked Parent Department/Institution).
  • Designation: Unique representation for each unit(Employees- Present Designation in Parent Department/Institution, Pensioners-Last Designation in Parent Department/Institution).
  • Date of birth : dd-mm-yyyy .
  • PAN: (No space or separator in between).
  • Aadhaar No: only number limited to 12 digits (no space or separator allowed in between).
  • Name as in Aadhaar : As printed in Aadhaar card.
  • Date of Retirement: dd-mm-yyyy.
  • Employee/Pensioner in Receipt of any other pension like family Pension: Yes/No.
  • Name of Spouse: Initials after name, only single space permitted in between words, no other separator like full stop or comma, No salutation required .
  • Dependants including spouse :
    • Whether employed/pensioner : If yes provide Employee Code or PEN/Pension Code/Number.
    • Relationship*
    • Aadhhar No
    • Other ID Card Type (Specify -Passport, Election ID, Birth Certificate(For Children not having any other ID),Ration Card,PAN).
    • ID Card Number
    • Occupation;(If not employee/pensioner)Unemployed/Student/Private Employee/others.

* Dependants:

For employees : Spouse, Father (non-service/non-pensioner) Mother (non-service/non-pensioner), Son(Unemployed unmarried below 25 years),Daughter (Unemployed unmarried below 25 years),Children having more than 60% disability.

For Pensioners :  Spouse, Children having more than 60% disability.
  • Mobile : 10 digits
  • Gender :Male/Female
  • Height-cm(Digits only)
  • Blood Group : A+,B+,AB+,O+,A-,B-,AB-,O-
  • Districts : Thiruvananthapuram, Kollam, Pathanamthitta, Kottayam, Alappuzha, Ernakulam, Idukki, Thrissur, Malappuram, Palakkad, Kannur, Kozhikkode, Wayanad, Kasargod

Excel Downloads:

  • Employees and Dependants :  

  • Pensioners and Dependants :