SOP for timely payments to Rozgar Nigam

The Haryana Government has issued a stringent new standard operating procedure (SOP), directing all departments, boards and corporations to ensure timely payment of lump sum amounts to Haryana Kaushal Rozgar Nigam Limited (HKRNL), with emphasis on time-bound Employee Provident Fund (EPF) compliance.

In a letter by Chief Secretary Anurag Rastogi to all administrative secretaries, heads of department, and board managing directors, it has been stated that the new SOP aims to ensure uniformity, transparency, and timely disbursement of payments for contractual employees deployed through HKRNL, while ensuring that statutory obligations, particularly EPF compliance, are fulfilled promptly.

The SOP defines the responsibilities of each stakeholder involved in the payment process. The head of office is responsible for verifying records and issuing timely administrative approval to prevent delays in wage disbursement. The Drawing & Disbursing Officer (DDO) has been designated as the central figure in this process, tasked with verifying invoices, attendance, and deployment records; ensuring that payment of the indent cost to HKRNL is completed before the seventh of every month; uploading accurate EPF and ESI details on the HKRNL portal; and updating details of exits or maternity leave. The DDO must also inform HKRNL within 24 hours of any accident involving employees covered under ESIC and ensure that payments are deposited only into the VAN account mentioned on HKRNL invoices.

The Accounts Branch is required to scrutinise calculations and process bank transfers to the HKRNL’s designated account, while the Nodal Officer is responsible for coordinating with the HKRNL on manpower records, clarifications, and dispute resolution. The SOP outlines a clear payment workflow beginning with the receipt of a consolidated monthly invoice from HKRNL containing employee details, wages, statutory contributions, and service charges. DDOs must verify deployment, attendance, sanctioned strength, and calculation accuracy before forwarding the bills along with the prescribed verification form to the head of office for approval.

Once approved, a sanction order must be issued and the payment transferred exclusively to HKRNL’s designated account. Departments have been prohibited from depositing PF amounts directly to the EPFO. All departments are required to maintain a Monthly Payment Register and preserve copies of invoices, attendance sheets, payment proofs, and related documents for audit readiness.