HANDBOOK ON

RETIREMENT BENEFITS
FOR
NON MANAGEMENT STAFF

NUMALIGARH REFINERY LIMITED

March 2017
 HAND BOOK ON RETIREMENT BENEFITS
FOR
NON-MANAGEMENT STAFF

Sl. No Topics Page No

1.0 Statutory Benefits 1

1.1 Provident Fund 1

1.2 Gratuity 1

2.0 Encashment of Leave 1

3.0 One Time Lump Sum Benefits 2

3.1 Group Savings Linked Insurance Scheme 2

3.2 LFA Encashment 2

4.0 Surrender of Identity Card 2

5.0 Pending Claims 2

6.0 Recoveries against outstanding dues 3

7.0 Post Retirement Medical Benefit Scheme 3

8.0 Issue of Medical Card 5

9.0 New Pension Scheme (NPS) 5

10.0 Resettlement Benefits 6

10.1 Eligibility 6

10.2 Entitlements 6

10.3 How to Claim Repatriation Benefits 8

11.0 Some Important Points for Guidance 9

12.0 Some Important Points for Guidance in the event of death of the Retiree 9

13.0 Instructions for Filling up Separation Forms 9

14.0 GSLI Claim Form 11

15.0 List of Empanelled Hospitals for NRL Employees 12

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Hand Book on Retirement Benefits for Non-Management Staff

 HAND BOOK ON RETIREMENT BENEFITS
FOR
NON-MANAGEMENT STAFF

1.0 STATUTORY BENEFITS :

1.1 Provident Fund :

PF Balance comprises of Employee’s Contribution, Employer’s Contribution and

the Interest accrued on the balance lying with EPFO (RPFC), NE Region,
Guwahati. Prior to retirement, employee has to submit appropriate PF
withdrawal and monthly pension (PF Pension) Forms to the Finance
Department. After certification/endorsement from Finance Deptt, NRL and
scrutiny by EPFO (RPFC),NE Region, Guwahati, dues are released to the
employee’s bank a/c.

1.2 Gratuity :

On retirement from service, Gratuity is payable as per the provisions under the
Gratuity Act. Gratuity is calculated at the rate of 15/26 of the monthly
emoluments, which term shall presently include last drawn Basic Salary +
Stagnation Increment (SI) + Dearness Allowance (DA) for every completed year
of service or part thereof for six or more months, subject to a maximum of 16.5
times the monthly emoluments or Rs.10 lakhs, whichever is less, provided the
staff has put in a minimum qualifying period of 5 years of continuous service.
Employee has to submit Form No.1 and an advance Stamp Receipt to Finance
Deptt for receiving the payments on the last working day.

2.0 ENCASHMENT OF LEAVE :

i) Privilege Leave : At the time of retirement, staff is allowed encashment

of PL upto a maximum of 300 days. PL over and above 300 days gets
lapsed. Employees need to ensure that PL balance, including PL to be
accrued till their date of retirement does not exceed 300 days. One
month prior to their date of retirement, employees can encash full PL in
their account.

ii) Half Pay Leave (HPL) : On retirement HPL balances in employees

account is encashable only upto a maximum of 300 days. The amount
against HPL encashment for a day’s HPL will be equivalent to half the
amount of one day salary.

iii) Encashable Entitlement : The total encashment of PL +HPL permissible

on retirement is only 300 days. The amount of payment on Encashment
of Leave will be on the basis of Basic Pay + Stagnation Increment (SI) (if
any) + Dearness Allowance (DA) admissible on the date of retirement.

Hand Book on Retirement Benefits for Non-Management Staff

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 iv) Exemption of Encashed Amount : As per Income Tax rules, tax
exemption is granted on minimum of the following:

• Amount paid towards Leave Encashment.

• Rs. 3,00,000/-
• Encashable Salary in last 10 months.

3.0 ONE TIME-LUMPSUM BENEFITS :

3.1 Group Savings Linked Insurance Scheme :

While in service, employees contribute an amount towards Group Savings

Linked Insurance Scheme (GSLI). The contribution comprises of a Savings
portions of 65% and Insurance coverage of 35%. The contributions are
deposited with insurance service provider every month. On retirement, the
savings portion of the contribution is refunded with interest at applicable rates.
The scheme was discontinued w. e. f., September, 2014 and, hence, benefits
will be applicable to those who had joined before September, 2014.

At the time of retirement, the claim forms are required to be filled up and the
same are sent to insurance company by Finance Deptt. On receipt of the
amounts from insurance company, payments are made to the employees,
normally within 3 months of Retirement. The GSLI Claim Form is enclosed in
Annexure-I.

3.2 LFA Encashment :

LFA is payable for Blocks of two years (April 2014 to March 2016, April 2016 to
March 2018, and so on). For computation of the amount payable as LFA, the
entire period in the block is considered irrespective of the number of months
worked in the block. Illustratively, a staff retiring in October, 2016 is entitled
for LFA payment for Block 2016-18 – while computing the entitlement, payment
would be based on salary for 24 months even though the staff has worked for
only 6 months in the block period.

In case an employee has not availed of LFA for the block year of retirement, the
unavailed LFA for the block is automatically encashed and paid along with
his/her Final settlement.

4.0 SURRENDER OF IDENTITY CARD :

The retiring employee is required to surrender his/her identity card/any other

pass issued to him/her in connection with the performance of his/her official
duties to Admin Section of HR Dept. on the last working day.

5.0 PENDING CLAIMS :

In case some claims like Medical/Tour claims/Advance etc are pending, these
are required to be settled before retiring from the services of NRL.

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6.0 RECOVERIES AGAINST OUTSTANDING DUES :

As a part of final settlement, following recoveries are made:

a) Outstanding loans – Housing, Vehicle, Education, Computer, Furniture,

Festival advance etc.
b) Any advance taken from Company.
c) Retention amount of Rs.50,000/- for adjustment against dues, if any.
d) Income Tax as applicable.

Any further recoveries after retirement will be adjusted against retention

amount of Rs. 50,000/- and balance will be refunded to staff after 6 months of
retirement.

7.0 POST RETIREMENT MEDICAL BENEFIT SCHEME :

i) The scheme for post retirement medical benefits is contributory and

voluntary. It is to be noted that the lumpsum contribution is non refundable. The
lumpsum contribution will be payable by the employee in advance, prior to
cessation from the service of the Company and the existing contribution is
as under :
Workmen for all Job Group : Rs 15,000/-

ii) The scheme will cover the Staff member, spouse, dependent children and
dependent parents. Criteria for dependency of children and parents will
be as per Company’s rules. Dependent parents will be covered under the
scheme if the combined monthly income of the dependent parents is less
than Rs.9,000/- per month. In the event of death of the member,
dependent parents, spouse and dependent children will continue to get
medical benefits.

iii) Reimbursements for children are limited to maximum age limit of 25

years. If children are employed or married before 25 years of age,
reimbursements will stop from the date of marriage/ employment. The
only exceptions are for those pursuing studies on a full time basis &
those who are mentally handicapped, based on the required certificates
produced.

iv) Individual declarations on dependency – Staff are required to submit

declaration in the required format along with required proof wherever
specifically mentioned. Reimbursements will be affected by Benefits
Administration Sections only based on receipt of completed declarations
with required proof and the same being acceptable.

v) In the event of death of member & spouse, scheme ceases.

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A. Domiciliary Expenses :

i) Reimbursement towards domiciliary treatment will be limited to a

maximum ceilings of Rs 50,000-/-(block of 2 FY).

ii) The above ceiling is the combined limit for staff, spouse and other
eligible dependent members for a block of two financial years.
Reimbursements for spectacles and dental expenses are part of
domiciliary entitlements. Block years start from April 2016 to
March 2018, April 2018 to March 2020 and so on. Reimbursement
is normally credited to the employee’s bank a/c thro NEFT.

iii) The retired workmen on reaching age of 75 years and above, shall
be allowed additional domiciliary entitlement of 25% of the
standard entitlement of their job group (rounded off to next Rs
100) as the enhanced annual combined ceiling.
iv) A further increase by 25% shall be admissible on the standard
domiciliary entitlement applicable to their job group (rounded off
to next Rs 100) on reaching the age of 85 years.
v) The additional entitlement is credited in the following financial
year in which the age of 75 years or 85 years is attained. The
higher ceiling shall be admissible in all cases on fulfilling the age
criteria.
vi) Entitlements for reimbursement will be the same as applicable to
a staff of the same job grade on the date of treatment as that of
the job grade of the concerned staff at the time of his/her
retirement.
vii) The benefits under the scheme will be based on pro–rata in the initial
financial year in which the Non-Management staff becomes eligible for
the PRMB facility. Medical expenses incurred for treatment outside
the country shall not be admissible for reimbursement under the
scheme. An eligible Non-Management staff desirous of availing the
benefits under the PRMB Scheme shall make a formal application in
the prescribed format prior to cessation from the service of the
Company. The Format is available in Eureka (under common folder).

B. Hospitalization Expenses :

i) Reimbursements of medical expenses incurred during

hospitalization will be made at the rates applicable as per the
schedule of rates applicable to Non-Management Staff. This will be
over and above the block amount specified for domiciliary
treatment.
ii) Entitlements for reimbursement will be the same as applicable to
a staff of the same job grade on the date of treatment as that of
the job grade of the concerned staff at the time of his/her
retirement.

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 iii) If a retired staff takes treatment for self and eligible dependents
with higher tariff, the room tariff and all other associated costs will
be considered for reimbursements only at the entitled rate.
iv) All retired staff and their families are advised to consult their
Benefits Administration Section and obtain their in-principle
approval for all planned hospitalization/surgeries and associated
hospital treatment, to understand the extent of reimbursement
they may get. Retired staff and their families are also advised to
obtain treatments in Income Tax notified hospitals.
v) The list of empanelled hospitals is enclosed for reference.

8.0 ISSUE OF MEDICAL CARD :

Medical Cards will be issued to retired employees for the purpose of

Hospitalization.

9.0 NEW PENSION SCHEME (NPS) :

i) Eligibility for Benefits under Defined Contribution Scheme (DCS) :

The member will be eligible for the benefit under the scheme after
qualifying the minimum service conditions as per the DPE guidelines
dated 26.11.2008, as amended pertaining to Superannuation Benefit and
all future circulars of DPE on eligibility as approved by the Company.

Presently Benefits under the NPS, shall be admissible to employees who

retired from the company having minimum of 15 years of continuous
service (including service prior to 01.01.2007) in NRL at the time of
superannuation. The continuous Service with other PSUs prior to joining
service in NRL will be taken into consideration for the purpose of
minimum qualifying service of 15 years. Service with Govt. will not be
considered for counting 15 years service.

The 15 years continuous service condition is not applicable in case of

death or permanent total disability while in service.

ii) The benefit will be extended out of the accumulation along with interest
in the individual account of the members as on the date of
superannuation. The accumulated fund comprising of Company’s
contributions against the employee along with interest earned thereon till
date of superannuation/ death. Annuity for the employee will be
purchased against the said amount based on annuity option available.

iii) The benefit will also be extended out of the accumulation in the erstwhile
pension scheme, if any, prior to NPS to the member in the erstwhile
pension scheme additionally. The accumulation in the erstwhile scheme
will be his accumulation at the time of NPS plus interest thereon.

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 iv) The pension will be provided by the Life Insurance Company of India or
any other Insurance company dealing with annuity.

v) The pension amount may differ based on the option of annuity as

selected at the time of superannuation. The details of annuity schemes
will be available with Trustee of the pension Scheme.

10.0 RESETTLEMENT BENEFITS :

10.1 ELIGIBILITY :

On retirement, staff will be eligible for reimbursement of

resettlement/repatriation expenses for change of residence. The entitlements
are Transfer Expenses entitlements on the date of retirement/ death in service
of the concerned staff, for settling down at any place in India, subject to the
following conditions:

a) Staff should be confirmed in the service of the Company and should have
put in at least 5 years continuous service at the time of retirement.
b) The reimbursement of expenses upto the prescribed ceiling will be
subject to production of satisfactory evidence of expenditure.
c) Staff should relocate within six months of retirement.
d) This benefit is not available when no shifting of residence is involved.

10.2 ENTITLEMENTS :

I. Resettlement to location other than Headquarters :

A. TRAVEL ASSISTANCE :

The staff will be reimbursed actual fare by the entitled class for
self/spouse/ children and dependent parents. Reimbursement for
dependent parents will be applicable for those who are actually
residing with the staff. The entitlements will be same as applicable
on official tour.

B. PERSONAL EFFECTS :

i) TRANSPORTATION OF HOUSEHOLD GOODS BY ROAD :

Workmen are allowed transportation of household goods by road

or train. Transportation of household goods by one truck is
admissible only. The capacity of the truck should not exceed 9
tonnes. This is subject to the production of 3 quotations for
approval in advance. Reimbursement will be made to the staff
against documentary evidences.

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 ii) TRANSPORTATION OF HOUSEHOLD GOODS BY TRAIN :

Transportation of household goods by train (rail wagon/container

service) is admissible as follows:

Job Group Kilograms

III & Below 3000
IV - V 4000
VI & above 5000

iii) INSURANCE CHARGES FOR BREAKAGE IN TRANSIT :

Actual premium paid for transportation of goods will be

reimbursed, on production of receipt from the Insurance
Company. Insurance charges charged by Insurance Company are
payable only if receipt is in the name of employee.

iv) LOADING AND UNLOADING CHARGES :

Loading and unloading charges will be paid to staff to assist them

in transporting by truck/railway wagon/railway containers their
household effects, subject to a maximum limit of Rs 600/- at both
ends. Receipts are required for claiming reimbursement.

v) PACKING CHARGES :

Packing charges will be paid to staff to assist them in packing the

household effects when actually moves through truck/rail.
Receipts are required for claiming reimbursement. The maximum
ceilings are as follows :

Job Group Amount (Rs)

III & Below 5000/-
IV - V 6000/-
VI & above 7000/-

vi) OCTROI :

Octroi charges actually paid for personal effects and vehicle will be
reimbursed on production of money receipts.

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 C. SETTLING-IN-ALLOWANCE :

Staff will be paid Settling in allowance to the extent of one month’s

salary (Basic +SI+DA) as per Company rule.

D. DAILY/DISPLACEMENT ALLOWANCE :

Amount equal to 30 days daily allowance (DA rate as admissible

on official tour) as per the applicable city/job group will be paid @
admissible to the new place of residence.

E. SCHOOL ADMISSION FEE :

School admission fees is not reimbursable.

II. Resettlement – Local Transfer :

(Within 100 km of radius from the place of posting prior to Retirement)

If Staff is not moving to outstation location and relocating at the same
place of posting, then an amount of maximum ceiling of Rs 1300/- will
be reimbursed for transporting household goods. Expenses will be
reimbursed against payment receipt.

F. SETTLING-IN-ALLOWANCE :

No settling allowance is payable.

G. DAILY/DISPLACMENT ALLOWANCE :

No Daily/Displacement Allowance is payable.

10.3 HOW TO CLAIM REPATRIATION BENEFITS :

i) Staff should claim repatriation benefits within six months from the date
of superannuation, failing which the entitlement would lapse.

ii) Claims should be submitted to HR Deptt. (Ben Admin Section) Refinery.

iii) While submitting the claims, place of settlement, journey tickets/

boarding pass, should be furnished.

iv) For transportation of personal effects, three quotations have to be taken

from transporters and submitted Ben Admin Section (refinery) of HR
Deptt. for necessary approvals, prior to shifting.

v) In case of transportation of personal effects, each receipts should be

enclosed along with goods consignment note from the transporter.
Loading/unloading & Packing charges are admissible only on
transportation of personal effects.

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 vi) If the transportation of car is done by road the fuel bills should be
enclosed.

vii) The Company reserves the right to take any action as deemed fit, if the
claim is found to be false.

11.0 SOME IMPORTANT POINTS FOR GUIDANCE :

i) All the forms duly filled in should be submitted to HR (Ben Admin

Section) preferably two months before Retirement.

ii) Full residential address with pin code number, telephone number,
mobile number and email ID (if any), should be given.

iii) Whenever there is a change in communication details viz., residential

address, telephone/ mobile number, address etc., the same should be
communicated to HR Deptt, GHY Office immediately.

iv) Life certificate is to be submitted every year (during April to May) to the
Service provider to continue the Superannuation and NPS pension
payments. Life certificate should also be submitted every year at the
bank where EPS pension amount is being remitted, for continuity of EPS
Pension.

v) All medical bills in original should be sent to Ben. Admin. Section along
with medical claim form.

vi) In case of change in bank details, kindly inform GM (Finance), Refinery.

12.0 SOME IMPORTANT POINTS FOR GUIDANCE IN THE EVENT OF DEATH OF

THE RETIREE :

In the unfortunate event of death of the retiree, the same should be intimated
to GM (HR). Contact No of GM (HR) office is 03776 – 265411. NRL HR deptt will
assist the widower/widow/dependent members to submit all the necessary
documents for purpose of future payments. Necessary documentations should
be executed with RPFC for claiming Family Pension to all eligible beneficiaries
as indicated in the Pension Payment Order.

13.0 INSTRUCTIONS FOR FILLING UP SEPARATION FORMS :

1. Following Forms in triplicate should be submitted :

a. Provident Fund.
b. Gratuity.
c. PRMB.

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2. One copy can be retained by the employee. Forms have to be submitted to
HR in duplicate.

3. Along with the Superannuation/Death case Form, following attachments are

required:
a. Photograph (3 copies) of self.
b. Photograph (3 copies) of nominee.
c. Proof of age of beneficiary and nominee.
d. NEFT Mandate Form.
e. Cancelled Cheque Leaf (ensuring IFS Code).
f. Photocopy of Pan Card.

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Hand Book on Retirement Benefits for Non-Management Staff

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 ANNEXURE - I

LIFE INSURANCE CORPORATION OF INDIA

P&GS UNIT: JORHAT DIVISION
TARAJAN: JORHAT
GSLI CLAIM FORM (A)

(To be completed by the Master Policy Holder for claiming benefits under the
Group Savings Linked Insurance Scheme on Retirement or Withdrawal of a
member)

1. Name of the Master Policy Holder : NUMALIGARH REFINERY LTD

2. Master Policy No : GSLI/71593
3. Date of commencement :
4. Details of the member :
5. a) Name of the member :
b) Category :
c) Employee no./ serial No :
d) Date of joining the scheme :
e) Initial monthly contribution :
f) Date of change/in category :
g) Amount of last monthly contribution : Rs.
h) Date of exist :
i) Due date of last contribution :
j) Date of payment of last contribution :
k) Any contribution unpaid
due date/ Amount :
l) Mode of exist :
* Date of birth :
* Date of appointment :

Date : Signature of the Master Policy

Holder:

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 ANNEXURE - II
List of Empanelled Hospitals for NRL Employees :

1. Apollo Hospitals, Chennai.

2. Indraprastha Apollo Hospitals, New Delhi.
3. Sir Ganga Ram Hospital, New Delhi.
4. Apollo Hospitals, Hyderabad.
5. Apollo Gleneagles Hospitals, Kolkata.
6. Neotia Getwel Health Care Centre, Siliguri.
7. North Bengal Clinic (NBC), Siliguri.
8. GNRC, Guwahati.
9. International Hospital, Guwahati.
10.Dr B Borooah Cancer Institute, Guwahati.
11.Sri Sankardeva Netralaya, Guwahati.
12.Down Town Hospital, Guwahati.
13.HAYAT Hospital, Guwahati.
14.Nemcare Hospital, Guwahati.
15.Chandra Prabha Eye Hospital; Jorhat.
16.Archana Trauma & Orthopaedics Hospital, Dibrugarh.
17.Rabindranath Tagore International Institute of Cardiac Sciences,
Mukundapur, Kolkata.
18. Narayana Superspeciality Hospital – Guwahati.
19.Narayana Superspeciality Hospital – Howrah, West Bengal.
20. Narayana Multispeciality Hospital - Howrah , West Bengal.
21. Narayana Multispeciality Hospital – Barasat, Kolkata, West Bengal.
22. Narayana Institute of Cardiac Sciences, Healthcity, Bangalore, Karnataka
(Only for Cardiac Care).
23.Mazumdar Shaw Medical Centre (Narayana group) , Health city, Bangalore,
Karnataka ( Superspeciality Hospital).
Note : Medical Treatment is extended on credit by the listed empanelled hospitals based on
forwarding letter from NRL. Forwarding letter is issued based on Doctor's advice /referral.

***

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