How shall PAO process the Subscriber contribution records of the Subscribers?
Steps in the Process for upload of Subscriber contribution files:
1.Consolidation of DDO wise Subscriber contribution records. 2.Digitization of records through FPU or own back office. 3.Validation of the contribution file using File Validation Utility (FVU) 4.Upload of contribution file in the NPSCAN by PAO. 5.Transfer of funds to the Trustee Bank along with Contribution Submission form (CSF). How shall contribution records of newly joined employees be processed?
Subscriber contribution record can be updated for a Subscriber who has been allotted PRAN by CRA. Hence, immediately on joining, the DDO should get the registration form duly filled by the Subscriber and forward it to PAO. Once PRAN has been allotted, the contribution details (for the previous months if any) can be uploaded as Arrears.
What is a Subscriber Contribution file (SCF)?
SCF is the file containing the details of the contributions of Subscriber (Own and Government contribution) towards the pension fund. PAO shall prepare the DDO wise Subscriber’s contribution file to be uploaded to the NPSCAN.
How can a contribution file be prepared?
At the end of every month, the DDO shall forward the contribution details of the Subscribers to the PAO. The PAO shall consolidate the data and prepare a Subscriber contribution file using File Preparation Utility (FPU) provided by CRA. PAO may also use any equivalent software for preparation of SCF. However, the file so prepared should be as per file formats of CRA.
Alternatively, the respective DDO can create the SCF using the FPU. PAO can consolidate the DDO wise files using a File Merger Utility (FMU) (FMU is in the process of development) being provided by CRA. After consolidating the files through FMU, PAO shall open the file in FPU for creation of final SCF to be run through FVU.
Whether PAO can carry out multiple uploads for SCF.
It is not mandatory for a PAO to upload a consolidated SCF. PAO can carry out multiple uploads of SCF as and when the data is received from the respective DDOs.
What is FPU?
File Preparation Utility (FPU) is a stand-alone utility provided by CRA to enable PAO to prepare the monthly Subscribers' contribution file as per the file formats of CRA. It will contain details such as PAO Registration number, DDO Registration number, Subscriber PRAN, amount of Government contribution is equal to Subscriber contribution, Pay month etc. In case of any incorrect data format inserted, FPU provides error prompt to enable the PAO to rectify the same. FPU has excel type features such as copy, paste, insert/delete rows etc.
What is FMU?
If DDO prepares the SCF then File Merger Utility (FMU) will provide PAO with the option of merging all the .fpu files prepared by individual DDOs. FMU will generate a single consolidated file in the fpu format. This merged file has to be opened by PAO using File Preparation Utility (FPU) for preparing a final text file.
What is FVU?
File validation utility (FVU) is a stand-alone utility provided by CRA to validate the contribution file prepared using FPU or the uploading Nodal Office's own software, against a set of validation rules. On successful validation, an output file with extension .fvu along with a control total html file will be generated, which can be uploaded in the NPSCAN/CRA system. If any of the validations fail, then the file will be rejected and an error file will be generated.
From where can PAO obtain the FPU, FMU, FVU or the file formats?
PAO can download the FPU, FMU, FVU and the file formats from CRA website.
What are the platforms for execution of FPU, FMU and FVU?
The utilities can be executed on any of the following windows platform:
Win 95/Win 98/Win 2K Professional/Win 2K Server/Win NT 4.0 Server/Win XP Professional. Further, Java (JRE 1.5 version) has to be installed to run FPU, FVU and FMU. The above said software can be freely downloaded from http://java.com.
What is the output file generated by FVU?
If the format level validation is successful at FVU, then an output file with extension .fvu along with a control total html file will be generated in the specified path. The .fvu file will contain the contribution details, FVU version and FVU generated hash value (digital lock to prevent the file being tampered) which has to be uploaded to NPSCAN. This control total file in html form would be for record purpose of the PAO.
What should a PAO do if file is not successfully run through FVU?
If the SCF validation is not successful, FVU will generate a error report containing details of the errors. The PAO shall rectify the errors in the original file and again pass it through the FVU until all records are rectified and SCF is successfully validated through FVU.
What is the error file generated by FVU?
If any of the validations fail in FVU, FVU will generate an error file in the specified folder indicating the details of the errors such as contribution month is a future month etc.
What are the types of errors, which will be given by the FVU?
FVU will validate whether the file is as per the format specified by CRA. Some of the errors which FVU may show are - Sum total of Subscriber contribution and Government contribution are not matching, contribution year is a future year etc.
Are FPU and FVU mandatory for preparation of contribution file?
PAO can use its own software for preparation of the file. However, the file should confirm to the file formats of CRA. The output file should be in ASCII Format with ".txt" as filename extension. However, it is mandatory for the PAO to validate the output file through FVU, irrespective of whether it has been created through FPU or own back office. Unless the file is successfully validated by FVU, it cannot be uploaded to the NPSCAN system. Therefore, in nutshell, the usage of FVU is mandatory, but usage of FPU is optional.
Whether the PAO is required to prepare a new contribution file every month?
PAO can reuse the contribution file prepared initially through the FPU by modifying the required details such as month of contribution etc.. When creating the final SCF file, FPU will create two files - a .fpu file for future use and a .txt file for upload to NPSCAN. For next month SCF, PAO can open the .fpu file of the previous month using the FPU and make the necessary modifications. For the record of PAO, the final file may be saved with the name of the month and year.
How can PAO upload the SCF?
PAO shall login to NPSCAN and upload the SCF, which is successfully validated by FVU. On acceptance of the file, a transaction id will be generated along with a Contribution Submission Form, which will contain the details of the SCF. PAO will print the SCF and submit it to the Trustee Bank along with transfer of funds.
Whether SCF can be rejected at CRA even after same is successfully validated by FVU.
FVU is a standalone utility and checks only the format level validations. However, database level validations such as whether PAO, DDO, Subscriber id is valid etc. will be carried out at CRA system. Hence, in such cases file which is successfully validated by FVU can be rejected at CRA.
How to check the status of SCF uploaded to CRA?
There will be ‘view” facility provided to the Nodal Offices to check the status of the contribution file. User can enquire about the status of a particular file by entering the upload period (from and to date) or batch id /file reference number or Transaction id. PAO can also check whether the SCF has been matched and booked, whether the Trustee Bank has uploaded the fund receipt confirmation.
Can PAO make any corrections to an uploaded file?
PAO can correct the details of the file already uploaded in the NPSCAN/CRA system by preparing and uploading a correction file along with the transaction id of the original file. The PAO will have to upload the entire file with the corrected records. PAO can upload the correction file only if the status of original file is not 'Matched and Booked" at CRA system. The file will go into "Matched & Booked" status once the information of receipt of payment is uploaded by Trustee bank & the records provided their in match with the records provided by PAO. If the original file is already matched and booked in CRA, PAO cannot upload a correction file. PAO can adjust the short/excess payment in the next month’s contribution record to be uploaded to CRA.
How can PAO process contribution arising out of arrears?
The contribution arising out of arrears can be uploaded to CRA along with the regular contribution. At the time of preparing the SCF, PAO shall enter the contribution type as Arrears and mention the period of arrears in the Remarks column.
At what levels error files will be generated?
Error files will be generated at two levels:
(a) FVU
(b) NPSCAN
If any of the validations fail in FVU, FVU will generate an error file in the specified folder indicating the details of the errors such as contribution month is a future month etc.
In case of validation failure in NPSCAN, an error file will be generated indicating the details of the error such as Duplicate files having same batch id, invalid PAO-DDO mapping, invalid PAO id, invalid PRAN. In case of rejection by NPSCAN, the error file will be available for download through the Contribution File Status View. On the basis of the File Reference Number generated at the time of uploading the contribution file, the PAO can check the status of the file.
How are funds transferred to Trustee Bank?
PAO shall transfer the funds to the Trustee Bank along with the Contribution Submission Form (CSF) generated by NPSCAN. The funds can be transferred either through cheque/DD/electronic transfer such as RTGS, NEFT etc. The Trustee Bank shall confirm to CRA the funds transferred by the respective PAO against the respective transaction id.
What are the precautions to be taken while transferring funds through RTGS/NEFT?
PAO shall provide the following additional details in the RTGS/NEFT slip:
a) PAO Registration Number
b) Transaction id.
The above details are critical since unless the above data reaches the Trustee Bank along with the funds, it will not be in a position to identify the PAO and the SCF for which funds are received for transmitting the fund confirmation receipt to CRA.
How can PAO check whether the Trustee Bank has transmitted the confirmation of funds to CRA?
PAO will have the 'Trustee Bank Uploaded Records View' where Trustee Bank fund confirmation details will be available. PAO will also receive an alert if the Trustee Bank does not upload the fund receipt confirmation file within 3 days of upload.
What are the various reports available to PrAO? Various reports which are available to the PrAOs are: 1.Contribution file status 2.Verification Pending Request 3.Pending Contribution files 4.PAO Performance for Contribution Upload 5.Exception report for PAO Performance for Subscriber Registration What are the various reports available to PAO?
Various reports which are available to the PAOs are:
1.Pending Contribution files 2.Statement of Holding of Subscriber. 3.Statement of Transactions of Subscriber. 4.Trustee Bank upload records 5.Subscriber Retirement Details What are the various information / alerts sent by CRA to the PAO?
Various information / alerts, which are sent by CRA to PAO:
1.on successful registration of PAO in CRA system 2.on successful registration of DDO in CRA system 3.on rejection of Subscriber application for registration 4.Contribution file which has been uploaded by PAO and the corresponding Fund Receipt 5.Confirmation 6.is not uploaded by Trustee Bank to CRA within 3 business days 7.When the status of contribution file is 'Match Failed'. 8.When the PAO contribution file is rejected by the NPSCAN 9.Subscriber request for modification is rejected by CRA | 
