SOPs for Online Hiring Solution Provision of Soft Copy – AG dt 31.01.2025

SOPs for Online Hiring Solution Provision of Soft Copy – AG dt 31.01.2025

OFFICE MEMORANDUM

Subject: Online Hiring Solution

In pursuance of CGA directions vide letter No. CGA/HR-ABIS/HR-Training/181-2023/159 dated 09-12-2024, the Accountant General Punjab is pleased to approve the following standard operating procedures (SOPs) for the smooth functionality of hiring through workflow:

Step 1: DDO will send soft copy of the form alongwith relevant documents through their official email at the official emails of payrolls section concerned.

Step 2: Token Counter: Hard Form (alongwith attachments) will received as per previous practice till the completion of e-submission.

Workflow in AG office:

1. Ensure all requisite documents are uploaded according to the Rules and Procedures of pre audit.
2. Use the prescribed T-code PB40 to upload documents in the appropriate fields.
3. Generate the Application/Token Number for the hiring case.
4. Senior Auditor: Perform pre-audit of the documents to verify and scrutinize the appointment details of the candidate.
5. Forward the case, with complete documentation, to the Accounts Officer for further review.
6. As the authorized officer, ensure the proper conduct of employee appointments by verifying the legitimacy of the process.
7. Approve the case once all conditions are satisfied.
8. AOA/AG/AO (Approver): Review the forwarded documents to confirm adherence to applicable rules and procedures.
9. AO:
   • Verify that all requisite documents are attached with the case.
   • Confirm that due procedures are adopted in compliance with the rules and SOPs.
   • Initiate the process for the creation of Personal Numbers for the newly hired employees.

3. Documentation Requirements:

1. Appointment Letter.
2. CNIC Copy.
3. Educational Certificates.
4. Experience Certificates (if applicable).
5. Medical Fitness Certificate.
6. Other supporting documents.

4. Quality Control and Compliance:

• Periodic audits will be conducted to ensure adherence to these SOPs by internal audit section.
• Any deviations from the procedures must be documented and reported for corrective action.
• All cases must be kept in record (month wise and token wise).
• Stakeholders can provide feedback on the process for continual improvement to Deputy Accountant General-MIS.

(This issues with the approval of Accountant General Punjab)