SOPs for Hiring Forms Submission and SAP Procedure – AG dt 31.01.2025
OFFICE MEMORANDUM
Subject: SOPs for Hiring Forms Submission
In pursuance of CGA direction vide letter No. CGA/F/ABS/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 along with relevant documents through their official email at the official emails of payrolls section concerned.
- Step -2: Token Counter: Hard Form (along with attachments) will be received as per previous practice till the implementation of e-submission.
2. Work Flow in AG office:
Senior Auditor (Initiator)
- Ensure all requisite documents are uploaded according to the Rules and Procedures of pre-audit.
- Use the prescribed T-code PB40 to upload documents in the appropriate fields.
- Generate the Application/Token Number for the hiring case.
- Perform pre-audit of the documents to verify and scrutinize the appointment details of the candidate.
- Forward the case, with complete documentation, to the Accounts Officer for further review.
AOA/AG/DAO (Approver)
- As the authorized officer, ensure the proper conduct of employee appointments by verifying the legitimacy of the process.
- Approve the case once all conditions are satisfied.
- Review the forwarded documents to confirm adherence to applicable rules and procedures.
Assistant Accounts Officer / AAO(Deputy District Accounts Officer (Dy. DAO))
- 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:
- Appointment Letter.
- CNIC Copy.
- Educational Certificates.
- Experience Certificates (if applicable).
- Medical Fitness Certificate.
- Other supporting documents.
4. Quality Control and Compliance:
- Periodic audits will be conducted to ensure adherence to these SOPs by the 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.
