How to Enter a Retirement in IFHRMS: Step Guide

Retirement entry is one of the easier IFHRMS tasks to get wrong. A wrong date, a missing nominee or a skipped approval can hold up DCRG and GPF claims later. This guide walks through the sequence in one pass, based on documents published by the Tamil Nadu Finance and Accounts Department.

Scope: This guide is for department staff and officials in Tamil Nadu state government offices who handle retirement cases in IFHRMS. It is not a guide for an individual applying for their own pension. Menu paths and screens can differ by login role and system version, so confirm each step against your department’s latest procedure.

Who Enters the Retirement in IFHRMS

According to the Finance and Accounts Department’s Standard Operating Procedure for the online pension and GPF proposal, the proposal is prepared by the department staff or official who handles the case. The retiring employee does not do it personally.

What you can see and do in IFHRMS depends on your login role and permissions. Before you begin, confirm that your role covers the pre-retirement work, because a menu that is visible to one officer may not be available to another.

Everything in this guide applies to Tamil Nadu state government employees and offices that use IFHRMS. It should not be read as a general retirement-planning article or as instructions for any other system.

The Retirement Entry Sequence at a Glance

The official documents describe five stages, which are easiest to follow in this order:

1. Check the employee’s records, including final salary and pay details.
2. Prepare the pension and GPF proposal.
3. Enter the retirement type.
4. Enter the retirement order.
5. Complete verification and approval so the status changes to retired.

Stage	What you enter or do	Who acts next
1. Record check	Final salary, pay details, core personal and service records	The department staff or official proceeds to the proposal
2. Pension and GPF proposal	Proposal details under Pre-retirement → Pension Proposal, then reports under Pre-Retirement → Reports	The department staff or official proceeds to the retirement type
3. Retirement type	Search by employee number, then choose the type under Action	Verifier and approver
4. Retirement order	Search by employee number in the separate retirement order menu, enter, review and submit	Verifier and approver
5. Approval and status change	Approvals are completed	Status shows retired; claim bills can then be generated

Before You Start: Check Final Salary and Pay Details

The IFHRMS user guidance asks staff to confirm the employee’s final salary and pay details before entering the retirement type. Do this first, because the retirement type entry is the point where the case moves into review and approval.

What to check: open the employee’s latest salary record and confirm that the pay particulars are final and match what the office has on file. If anything looks wrong, correct it through your department’s normal process before you continue.

Verify the Employee’s Core Records

The SOP asks staff to check the employee’s details in IFHRMS before preparing the proposal. These include:

• Date of birth
• PF number
• Date of joining
• Name
• Address

Service and leave records matter as well. According to the SOP, the qualifying-service calculation uses the joining date, the retirement date and any non-qualifying periods. An error in the dates or in the leave history can therefore change the result.

Pre-entry checklist:

• Date of birth matches the service records.
• PF number and name are correct.
• Joining date is correct.
• Address is current.
• Service and leave records are complete, including non-qualifying periods.

Add Family Members, Bank Accounts and Nominations

The SOP also directs staff to add the employee’s family member details and bank account information in IFHRMS, along with the nomination details for pension and gratuity.

Complete this data before you submit the proposal. If these details are missing, the proposal is built on incomplete information, and the gap may only come to light when someone reviews the case.

Prepare the Pension and GPF Proposal

With the records in order, the department staff or official prepares the proposal under Pre-retirement → Pension Proposal. According to the SOP, this step comes before the retirement type is entered.

Enter the information the proposal needs, and keep in mind that this work belongs to the person handling the case, not to the retiring employee.

Run and Review the Proposal Reports

After the required information is entered, run the pension proposal report and the GPF proposal report under Pre-Retirement → Reports, and review the results.

The SOP tells staff to review the output but does not give a field-by-field checklist. As a practical cross-check, compare what the reports show with the records you entered earlier: dates, PF number, family details, bank details and nominations. Treat this as good practice rather than an official list.

Enter the Retirement Type

The IFHRMS user guidance describes the retirement type entry like this:

1. Search for the employee by employee number.
2. Choose the retirement type under Action.
3. Review the entry and select the approval group.
4. Submit. The verifier and the approver then process it.

The standard retirement types in the official guidance are:

• Superannuation
• Voluntary retirement (VRS)
• Compulsory retirement
• Nullified retirement

Choose the type that matches the order or sanction for the case, and double-check it before you submit.

Enter the Retirement Order

The retirement order is entered in its own menu, separate from the retirement type. The pattern is the same: search for the employee by employee number, enter the details, review and submit. Verification and approval then follow.

Item	Retirement type entry	Retirement order entry
Purpose	Records the kind of retirement, such as superannuation or VRS	Records the retirement order for the employee
How you find the employee	Search by employee number	Search by employee number in a separate menu
Key actions	Choose the type under Action, review, select the approval group, submit	Enter, review, submit
What follows	Verifier and approver process it	Verification and approval follow
Effect after approval	Needed before the retiree can appear in payroll processing	Employee status changes to retired

Verification, Approval and the Status Change

Submitting an entry is not enough. According to the official FAQ, the retirement type and the retirement order must both be processed and approved before the retiree appears in payroll processing.

The SOP adds that after the retirement order is entered, the employee’s status changes to retired. Until that happens, DCRG and GPF claim bills cannot be generated. If a claim bill will not generate, check the status and the approval trail first.

What Happens After Entry (and What Does Not)

Entering and submitting a retirement in IFHRMS is not the same as pension or retirement benefits being paid. Review and approval of the proposal, the retirement order and related follow-up steps may still remain. The official materials used for this guide do not give timelines for those steps, so none are stated here.

Menu paths and screens can also change with your login role and with system updates. Confirm the current procedure with your department before you act on any step in this guide.

Common Mistakes and a Final Checklist

Common mistakes

• A wrong or missing date of birth or joining date.
• Missing nominee, family or bank details.
• Entering the retirement type before checking final salary and pay details.
• Submitting an entry and not following through to approval.

Final checklist

• Your login role covers the retirement work.
• Final salary and pay details are confirmed.
• Core records, service records and leave records are correct.
• Family, bank and nomination details are added.
• Pension and GPF proposal prepared, and both reports run and reviewed.
• Retirement type entered and submitted.
• Retirement order entered and submitted.
• Verification and approval completed, and the status shows retired.

Frequently Asked Questions

Who can do retirement entry in IFHRMS?

The official SOP assigns the pension and GPF proposal to the department staff or official who handles the case, not to the retiring employee. What you can access depends on your login role.

Do I enter the retirement type or the retirement order first?

The official materials describe the proposal first, then the retirement type, then the retirement order, with approval completed for both. They do not state this as a strict rule, so confirm the sequence with your department.

What should I check before entering the retirement type?

Confirm the final salary and pay details. Also check the date of birth, PF number, joining date, name, address, and the service and leave records.

Which retirement types are available?

The standard types in the official guidance are superannuation, voluntary retirement (VRS), compulsory retirement and nullified retirement.

Why can’t I generate the DCRG or GPF claim?

According to the SOP, claim bills cannot be generated until the employee’s status has changed to retired, which happens after the retirement order is entered and approved. Check that the retirement type and retirement order have both been submitted and approved.

Is the pension paid as soon as the entry is approved?

No. Approval of the entry is not the same as payment. Further review and approval steps may remain, and the official materials used here do not give processing times.

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