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178
IIMA HR Policy Manual 2023actually dependent on him;
iii) for meeting the expenses in connection with illness including where 
necessary, the travelling expenses, of the subscriber and members of his 
family or any person actually dependent on him;
iv) to meet the cost of Consumer durables such as TV, VCR/VCP , Washing 
Machines, Cooking Range, Geysers, Computers, etc.
(B) during the service of a subscriber from the amount of subscription and interest


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thereon standing to his credit in the Fund for one or more of the following purposes, 
namely:
i) for constructing or acquiring a suitable house or a ready built flat for his 
residence including the cost of the land;
ii) for repaying an outstanding amount on account of loan expressly taken for 
constructing or acquiring a suitable house or a ready built flat for his residence;
iii) for purchasing a plot of land for constructing a house thereon for his residence


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or repaying any outstanding amount on account of loan expressly taken for this 
purpose;
iv) for reconstructing or making additions or alterations to a house or a ready built 
flat already owned or acquired by the subscriber;
v) for renovating, making additions or alterations or upkeep of an ancestral house 
at a place other than the place of duty or to a house built with the assistance of 
loan from Government at a place other than the place of duty;


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vi) for constructing a house on a plot of land purchased under clause (iii)
(C) within six months before the date of the subscriber’s retirement, from the amount 
standing to his credit in the Fund for the purpose of acquiring a farm land or business 
premises or both.
Note 1:  A subscriber who has availed himself of an advance for house building purpose 
or has been allowed any assistance in this regard from any other Government


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source, shall be eligible for the grant of final withdrawal under sub clauses (i), 
(iii), (iv) and (vi) of clause B for the purpose specified therein and also for the 
purposes for the payment of any loan taken under aforesaid scheme subject to 
the limits specified in sub-para 1 of para 17.
 The actual withdrawal from the fund shall be made only on receipt of an 
authorisation from the Accounts Officer who shall arrange this as soon as the 
formal sanction of the sanctioning authority has been issued.


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16 A subscriber who has already drawn or may draw in future an advance under para 12 for 
any of the purposes specified in para 15 may convert at his discretion, by written request 
addressed to the Chief Administrative Officer through the sanctioning authority the balance 
outstanding against it into a final withdrawal on his satisfying the conditions laid down in 
para 15.
17 i) Any sum withdrawn by a subscriber at any one time for one or more of the purpose


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179
IIMA HR Policy Manual 2023not ordinarily exceed one-half of the amount of the subscriptions and interest thereon 
standing to the credit of the subscriber in the Fund or 6 months’ pay whichever is less. 
The sanctioning authority may, however, sanction the withdrawal of an amount in 
excess of this limit up to three-fourths in the case of withdrawal under sub-clause (A) 
and 90% in the case of withdrawal under sub-clause (B) of clause (i) of Rule 15 of the


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amount of subscriptions and interest thereon standing to the credit of the subscriber 
having due regard to (i) the object for which the withdrawal is being made, (ii) the 
status of the subscriber and (iii) the amount of subscriptions and interest thereon 
standing to the credit of the subscriber in the Fund.
ii) A subscriber who has been permitted to withdraw money from the Fund under 
paragraph (15) shall satisfy the sanctioning authority within a reasonable period as


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may be specified by that authority that the money has been utilised for the purpose for 
which it was withdrawn, and if he fails to do so, the whole of the sum as withdrawn, or 
so much thereof as has not been applied for the purpose for which it was withdrawn 
shall forthwith be repaid in one lump sum together with interest thereon by the 
subscriber to the Fund and in default of such payment, it shall be ordered by the 
sanctioning authority to be recovered from his emoluments either in a lump sum or in


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such manner of monthly instalments, as may be determined by the Institute.
CIRCUMST ANCES IN WHICH ACCUMULATIONS ARE PAYABLE
18 When a subscriber quits the service, the amount standing to his credit in the Fund shall, 
subject to any deduction under Rule 21 become payable to him.
19 When a subscriber -
i) has proceeded on leave preparatory to retirement, or
ii) while on leave, has been permitted to retire or declared by competent medical 
authority to be unfit for further service,


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authority to be unfit for further service,
 the amount of subscriptions and interest thereon standing to his credit in the Fund 
shall, upon application made by him in that behalf to the Director, become payable to 
the subscriber.
20 Subject to any deduction under Rule 21, on the death of a subscriber before the amount 
standing to his credit has become payable or where the amount has become payable, before 
payment has been made.
i) When the subscriber leaves a family -


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i) When the subscriber leaves a family -
(a) If a nomination made by the subscriber in accordance with the provisions of 
rule 5 in favour of a member or members of his family subsists, the amount 
standing to his credit in the Fund or the part thereof to which the nomination 
relates, shall become payable to his nominee or nominees in the proportion 
specified in the nomination.
(b) If no such nomination in favour of a member or members of the family of the


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subscriber subsists, or if such nomination relates only to a part of the amount 
standing to his credit in the Fund, the whole amount or the part thereof to which 
the nomination does not relate, as the case may be, shall, notwithstanding any


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180
IIMA HR Policy Manual 2023nomination purporting to be in favour of any person or persons other than 
a member or members of his family, become payable to the members of his 
family in equal shares:
 Provided that no share shall be payable to -
 (1) sons who have attained legal majority;
 (2) sons of a deceased son who have attained legal majority;
 (3) married daughters whose husbands are alive;
 (4) married daughters of a deceased son whose husbands are alive if there is


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any member of the family other than those specified in clauses (1), (2), (3), and 
(4):
 Provided also that the widow or widows and the child or children of a deceased 
son shall receive between them in equal parts only the share which that son 
would have received if he had survived the subscriber and had been exempted 
from the provisions of clause (1) of the first proviso:
Note:  Any sum payable under these rules to a member of the family of a subscriber


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vests in such member under sub-section (2) of section 3 of the Provident Fund 
Act, 1925.
 ii) when the subscriber leaves no family, if a nomination made by him in accordance 
with the provisions of rule 5, in favour of any person or persons subsists, the amount 
standing to his credit in the Fund or the part thereof to which the nomination relates 
shall become payable to his nominee or nominees in the proportion specified in the 
nomination.


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nomination.
Note:  When a nominee is a dependent of the subscriber as defined in clause (c) of 
section 2 of the Provident Fund Act, 1925, the amount vests in such nominees 
under subsection (2) of section 3 of that Act.
iii) when the subscriber leaves no family and no nomination made by him in accordance 
with the provisions of rule 5 subsists, or if such nomination relates only to part of the 
amount standing to his credit in the Fund, the relevant provisions of clause (b) and


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sub-clause (ii) of clause (c) of sub-section (1) or section 4 of the Provident Fund Act, 
1925, are applicable to the whole amount or the part thereof to which the nomination 
does not relate.
21 Subject to the conditions that no deduction may be made which reduces the credit by more 
than the amount of any contribution by the Institute with interest thereon credited under 
rules 10 and 11 before the amount standing to the credit of subscriber in the Fund is paid out


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of the Fund, the Board of Trustees may direct the deduction there from the payment to the 
Institute of -
i) any amount, if a subscriber has been dismissed from the service for grave misconduct;
ii) any amount, if a subscriber resigns his employment with the Institute within five 
years of the commencement thereof, otherwise than by reason of superannuation 
or a declaration by competent medical authority that he is unfit for further service,


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181
IIMA HR Policy Manual 2023except in the case of those who take employment in Indian Institute of Management 
at Ahmedabad, Bangalore, Calcutta, Lucknow, Indore and Kozhikode or in any of IITs 
established by Government of India in which case the entire amount at the credit of 
employee including the share of the Institute, shall be transferred to the employee’s 
new Provident Fund account in the IIMs and IITs concerned.
iii) any amount due under a liability incurred by the subscriber to the Institute.


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22 i) When the amount standing to the credit of a subscriber in the Fund or the balance 
thereof after any deduction under rule 21 becomes payable, it shall be the duty of the 
Secretary after satisfying himself, when no such deduction has been directed under 
that rule, that no deduction is to be made, to make the payments as provided in section 
4 of the Provident Fund Act, 1925.
ii) If the persons to whom, under these rules, any amounts to be paid is a lunatic for


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whose estate a manager has been appointed in this behalf, the payment will be made 
to such manager, and not to the lunatic.
iii) Any person who desires to claim payable under this rule shall send a written 
application in that behalf to the Director. Payment of amounts withdrawn shall be 
made in India only. The persons to whom the amounts are payable shall make their 
own arrangements to receive payment in India.
Note:  When the amount standing to the credit of a subscriber has become payable


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under rules 18, 19 or 20, the Institute shall make arrangement for prompt 
payment of that portion of the amount standing to the credit of a subscriber 
in regard to which there is no dispute or doubt, the balance being adjusted as 
soon after as may be.
PROCEDURE
23 Accumulation in the Fund of which payment has not been taken after they become payable 
under these rules shall be transferred to “Deposits” after the 31st March of the year and 
treated under the ordinary rules relating to deposits.


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24 i) As soon as possible after the 31st March of each year and after the Fund accounts have 
been audited, the Institute shall send to each subscriber a statement of his account in 
the Fund showing the opening balance as on the 1st April of the year, the total amount 
of deposits during the year, the total amount of interest credited as on the 31st March 
of the year, total amount of withdrawals during the year and the closing balance on 
that date.


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that date.
ii) Subscribers should satisfy themselves as to the correctness of the annual statement 
and errors should be brought to the notice of the Institute within one month from 
the date of receipt of the statement. If no intimation is received from the subscriber 
within this period it shall be assumed that he has accepted the statement.
iii) Where errors in the annual statement are brought to notice, it shall be the responsibility


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of the Institute to reconcile the same for settlement to the satisfaction of the subscriber.
25 Indemnity Clause
 “ Any loss or diminution in the value of the investment of the fund from whatever cause or


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182
IIMA HR Policy Manual 2023source shall be borne by the fund alone and the members of the Board of Trustees, jointly or 
severally, shall incur no responsibility by reason or on account thereof.”
 “No member of the Board of Trustees shall be responsible or chargeable save and except for 
monies actually received by him notwithstanding his having signed any receipts for the sake 
of conformity or otherwise nor shall he be responsible or chargeable for the acts, defaults or


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neglects of his co-Trustees nor of any bankers, brokers, auctioneers or other persons with 
whom or into whose hands any trust monies or securities may be deposited or come, nor for 
the insufficiency or deficiency of any securities nor for any other loss unless the same shall 
happen through his own wilful default or gross negligence.”
GRATUITY
01 (a) Gratuity shall be granted for good, efficient and faithful service to whole-time 
employees of the Institute and shall exclude the following:


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i) Casual and non-regular employees;
 ii) employees on deputation; and
iii) apprentices and trainees, and Note (1) 
Note 1:  Persons who retired before attaining the age of normal retirement of 60 years 
and who have not received the maximum amount of gratuity in their earlier 
service in any civil or military department or central government or from 
services of any local funds administered by the government or from any other


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institution prior to re-employment in the Institute may be eligible for benefits 
of gratuity rules of the Institute.
(b) It shall be granted in the following circumstances:
i) discharge on the abolition of post;
ii) permanent incapacity due to bodily or mental infirmity;
iii) superannuation at the age of 60 years; and
iv) after completion of five years of service at the Institute in case of retirement/
resignation or term over.
 Provided that -


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resignation or term over.
 Provided that - 
i) Gratuity shall not be admissible to an employee whose services are terminated 
for misconduct, insolvency or inefficiency.
ii) Except in the case of death, the gratuity will be admissible only after five years 
of qualifying service.
(c) Qualifying services shall mean all service rendered in the Institute after completion of 
18 years of age, except periods of service rendered as Apprentice and extra-ordinary 
leave without leave salary.


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183
IIMA HR Policy Manual 2023(d) i) Gratuity shall be equal to one-fourth of the monthly emoluments for each 
completed six monthly periods of service subject to a maximum of 16½ times 
of the emoluments or Rs. 20 lacs whichever is less.
ii) In case of death, the amount of gratuity shall be calculated under (i) or as 
worked out below, whichever be more:
Length of Service Death Gratuity payable to family
1. Less than one year 2 times of `emoluments’
2. One year or more but less than 5


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2. One year or more but less than 5 
years6 times of `emoluments’
3 5 years or more but less than 11 years 12 times of monthly ‘emoluments’
4. 11 years or more but less than 20 years 20 times of monthly `emoluments’
5. 20 years or more Half of monthly emoluments for every 
completed six-monthly period of 
qualifying service subject to a maximum 
of 33 times the `emoluments’.
iii) If an employee who has become eligible for payment of the Institute’s share of


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contribution to the Contributory Provident Fund under rules of the Institute 
dies within a period of 5 years after he/she retires from the service of the 
Institute and the sums actually received by him/her at the time of death on 
account of Institute share of contribution to contributory provident fund 
together with gratuity under rule 01(d)(i) is less than the amount equal to 12 
times the emoluments, a gratuity equal to the deficiency shall be granted to the 
person or persons nominated by him.


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person or persons nominated by him.
Explanation:   For the purpose of this paragraph, `emoluments’ means pay 
including dearness pay, if any, leave remuneration of the nature of pay (including 
dearness pay, if any) received in respect of the foreign service, immediately 
before his retirement or relinquishment of service subject to a maximum of  
Rs. 9000/- per month.
02 i) Every employee shall make a nomination in the Common Nomination form  conferring


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on one or more persons of his family the right to receive the gratuity in the event of his 
death while in service or after quitting service but before payment of gratuity is made, 
indicating the shares payable to each member. In the case of an employee having no 
family, the nomination may be made in favour of a person, or persons, or a body of 
persons, corporate or incorporate.
ii) In the event of there being no nomination, the gratuity on death may be paid in the 
manner indicated below:


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manner indicated below:
(a) If there are one or more surviving members of the family as in (i) to (iv) below, it 
may be paid to all such members other than any such member who is widowed 
daughter, in equal shares.
(b) If there are no such surviving members of the family but there are one or more 
surviving widowed daughters and/or more surviving members of the family 
as in (v) to (ix) below, the gratuity may be paid to all such members, in equal 
shares.


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184
IIMA HR Policy Manual 2023Explanation:   For the purpose of this paragraph, `family’ shall include the following:
i) wife in the case of a male employee;
ii) husband in the case of female employee;
iii) sons including step children and adopted children;
iv) unmarried and widowed daughters;
v) brothers below the age of 18 years and unmarried and widowed sisters 
including step brothers and step sisters;
vi) father;
vii) mother;
viii) married daughters; and
ix) children of a pre-deceased son.


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ix) children of a pre-deceased son.
03 When an employee of an educational institution under the control of the Ministry of 
Education, Government of India is permanently absorbed at IIMA the past service will count 
for retirement benefits at IIMA provided the transfer is certified to be in the public interest 
and also subject to the following conditions:
(a) The transfer is made with the consent of parent institution;


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(b) IIMA shall be the sole judge to decide as to whether the absorption is in the public 
interest or not;
(c) The parent institution pays the capitalised value of pension and gratuity in respect of 
past service of the employee in that institution to IIMA at the time of his permanent 
absorption; and
(d) In case the employee in question is on CPF Scheme, the accumulations in the CPF 
account and the capitalised value of gratuity to be transferred by the parent 
organisation to the IIMA.


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organisation to the IIMA.
04 Gratuity under National Pension System
• The staff members covered under NPS are admissible for service gratuity, retirement 
gratuity and death gratuity. 
• The service gratuity is admissible on completion of minimum of five years of qualifying 
service at the Institute. 
B NATIONAL PENSION SYSTEM
 The Central Government has introduced the Defined Contribution based Pension System 
known as the National Pension System (NPS) replacing the existing system of Defined


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Benefit Pension with effect from January 01, 2004 vide its notification Ministry of Finance 
(Department of Economic Affairs) OM No 5/7/2003 PR Dt 22/12/2003.
 National Pension System (NPS) is a contributory pension system whereby contributions 
from subscribers along with matching contributions from the Institute, are collected and 
accumulated in an individual pension account of the employee. NPS is mandatory to all 
employees joining the services of the Institute on or after 1st January 2004.


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185
IIMA HR Policy Manual 2023Indian Inst itute of Manag ement
Vastrapur , Ahmed abad - 380 015.¦ÉÉ®úiÉÒªÉ |É¤ÉÆvÉ ºÉÆºlÉÉxÉ
´ÉºjÉÉ{ÉÖ®ú, +½þ¨ÉnùÉ¤ÉÉnù - 380 015
{ÉÚ®úÉ xÉÉ¨É :
Name in Full
{ÉnùxÉÉ¨É :
Designation
¦ÉÊ´É¹ªÉ ÊxÉÊvÉ ±ÉäJÉÉ ºÉÆJªÉÉ :
P.F.A/c. No.
Eò¨ÉÇSÉÉ®úÒ EÚò]õ ºÉÆJªÉÉ :
Emp. Code No.
OÉäb {Éä :
Grade Pay
@ñhÉ Eäò |ÉEòÉ®ú / Loan type
@1.MÉÞ½þ ÊxÉ¨ÉÉÇhÉ Eäò Ê±ÉB @ñhÉú (         )
Loan for housing purpose
2.+xªÉ |ÉªÉÉäVÉxÉÉå Eäò Ê±ÉB @ñhÉ (         )
Loan for other purposes


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Loan for other purposes
@3.+ÆÊiÉ¨É +É½þ®úhÉ (         )
Final withdrawal
|ÉªÉÉäVÉxÉ / Purpose :
*¨ÉÉÄMÉÒ MÉ<Ç vÉxÉ®úÉÊ¶É ¯û./ Amount Required Rs. ÊEò¶iÉÉå EòÒ ºÉÆJªÉÉ / No. of installments
OÉäb {Éä / Grade Pay
1.5400+Éè®ú <ºÉºÉä +ÊvÉEò / and above (         )
2.4200 (         )
3.2800 (         )
2400
4.2400ºÉä xÉÒSÉä  / below 2400 (         )
*Eäò´É±É ¨ÉEòÉxÉ ¤ÉxÉÉxÉä Eäò Ê±ÉB ¦ÉÊ´É¹ªÉ ÊxÉÊvÉ @ñhÉ {É®ú ±ÉÉMÉÚ / Applicable to PF loan for housing purpose only .


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¨ÉèxÉä “VÉ¨ÉÉ ºÉä VÉÖcä÷ ½ÖþB ¤ÉÒ¨ÉÉ ªÉÉäVÉxÉÉ ”Eäò ºÉ¨¤ÉÆvÉ ¨Éå ºlÉÉ{ÉxÉÉ +xÉÖ¦ÉÉMÉ EòÉ ÊnùxÉÉÆEò 21.7.92 EòÉ {ÉÊ®ú{ÉjÉ ºÉÆJªÉÉ EòÉ {ÉÊ®ú{ÉjÉ
<º]õ-II/053/92/1023 {Égø Ê±ÉªÉÉ ½èþ *
I have read in circular No.EST -II/053/1023 dated 21.7.92 regarding the “Deposit Linked Insurance Scheme.”
¨ÉÖZÉä YÉÉiÉ ½èþ ÊEò ªÉÊnù ¨Éå xªÉÚxÉiÉ¨É ¶Éä¹É xÉ½þÓ ®úJÉÚÄMÉÉ iÉÉä ¨Éé VÉ¨ÉÉ ºÉä VÉÖc÷Ò ½Öþ<Ç ¤ÉÒ¨ÉÉ ªÉÉäVÉxÉÉ Eäò +ÆiÉ®úMiÉ ={É±É¤vÉ ±ÉÉ¦ÉÉå EòÉ {ÉÉjÉ
xÉ½þÓ ½ÚÄþMÉÉ *


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xÉ½þÓ ½ÚÄþMÉÉ *
I am aware that I will not be eligible for the benefits available under the Deposit Linked Insurance Scheme, if I do not
keep the minimum balance.
¨Éé +{ÉxÉä +Æ¶ÉnùÉªÉÒ ¦ÉÊ´É¹ªÉ ÊxÉÊvÉ JÉÉiÉä ¨Éå xªÉÚxÉiÉ¨É ¶Éä¹É ®úJÉÚÄMÉÉ   ½þÉÄ   (      )
I want to keep minimum balance in my CPF account.    No  (      )
@xÉÉä]õ : ªÉÊnù +É´ÉänùxÉ @ñhÉ / ¨ÉEòÉxÉ ¤ÉxÉÉxÉä Eäò |ÉªÉÉäVÉxÉ Eäò +É½þ®úhÉ Eäò Ê±ÉB ½èþ iÉÉä EÞò{ÉªÉÉ {ÉÒUäô nùÒ MÉ<Ç ºÉÚSÉxÉÉ ¶ÉÒ]õ ¦É®åú *


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Note : If the application is for Loan/Withdrawal for housing purpose, please fill up information sheet on the reverse.
ÊnùxÉÉÆEò :/ Date : ½þºiÉÉIÉ®ú /  Signature¦ÉÊ´É¹ªÉ ÊxÉÊvÉ ºÉä @ñhÉ / +ÆÊiÉ¨É +É½þ®úhÉ Eäò Ê±ÉB +É´ÉänùxÉ ¡òÉ¨ÉÇ
Application form for Loan/Final withdrawal from Provident Fund for Consumer durables
+É´ÉänùxÉ {É®ú EòÉªÉÇ´ÉÉ½þÒ Eò®úxÉä ´ÉÉ±Éä ´ªÉÊHò xÉÉä]õ Eò®åú
½þºiÉÉIÉ®ú Eò®åú
Person processing the application to note & sign
ºlÉÉ{ÉxÉÉ +xÉÖ¦ÉÉMÉ xÉÉä]õ Eò®åú +Éè®ú ½þºiÉÉIÉ®ú Eò®åú


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Establishment Section to note & sign
EèòÊ¶ÉªÉ®ú ´ÉºÉÚ±ÉÒ Eäò Ê±ÉB xÉÉä]õ Eò®åú +Éè®ú ½þºiÉÉIÉ®ú Eò®åú
Cashier to note for recovery & sign
ºÉ½þÒ ¤ÉÉìCºÉ {É®ú ÊxÉ¶ÉÉxÉ ±ÉMÉÉBÆ
Tick in appropriate box
ºÉ½þÒ ¤ÉÉìCºÉ {É®ú ÊxÉ¶ÉÉxÉ ±ÉMÉÉBÆ
Tick in appropriate box
ºÉ½þÒ ¤ÉÉìCºÉ {É®ú ÊxÉ¶ÉÉxÉ ±ÉMÉÉBÆ
Tick in appropriate box
(EÞò.{ÉÞ.{É. /P.T.O.)


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186
IIMA HR Policy Manual 20231.Eò¨ÉÇSÉÉ®úÒ EòÉ xÉÉ¨É :
Name of Employee
2.{ÉnùxÉÉ¨É :
Designation
3.¨ÉEòÉxÉ/}±Éè]õ EòÉ {ÉÚ®úÉ {ÉiÉÉ :
Full address of the house/flat
4.¨ÉEòÉxÉ/}±Éè]õ Eäò +Ê¦ÉOÉ½þhÉ EòÒ ±ÉÉMÉiÉ :
Cost of acquisition of the house/flat
5.iÉÉ®úÒJÉ ÊVÉºÉ ÊnùxÉ ÊxÉ¨ÉÉÇhÉ +É®ú¨¦É ÊEòªÉÉ MÉªÉÉ / +É®ú¨¦É ÊEòªÉÉ VÉÉxÉÉ ½èþ :
Date on which construction commenced/to be commenced
6.iÉÉ®úÒJÉ ÊVÉºÉ ÊnùxÉ ÊxÉ¨ÉÉÇhÉ {ÉÚ®úÉ ½Öþ+É / {ÉÚ®úÉ ½þÉäxÉä ´ÉÉ±ÉÉ ½èþ :


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Date on which construction completed/to be completed
7.ºÉÆºlÉÉxÉ ºÉä ={É±É¤vÉ ¦É´ÉxÉ ÊxÉ¨ÉÉÇhÉ +ÊOÉ¨É ÊnùxÉÉÆEò / Date : ®úÉÊ¶É ¯û. / Amount Rs.
HBA availed from Institute
1.ºÉÆºlÉÉxÉ ºÉä Ê±ÉªÉÉ MÉªÉÉ EÖò±É +ÊOÉ¨É
From HBA Fund of IIMA
2.+{ÉxÉä ¦ÉÊ´É¹ªÉÊxÉÊvÉ JÉÉiÉä ºÉä
From own P .F.
8.+¤É iÉEò Ê±ÉªÉÉ MÉªÉÉ EÖò±É +ÊOÉ¨É :
Total advance drawn so far
9.+ÊOÉ¨É EòÒ {ÉÉjÉiÉÉ ®úÉÊ¶É (4-8) :
Eligible amount of advance (4-8)
10.ªÉÊnù +É´ÉäÊnùiÉ +É½þ®úhÉ ´ÉiÉÇ¨ÉÉxÉ ¨ÉEòÉxÉ/}±Éè]õ EòÉä


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¤ÉgøÉxÉä/{ÉÊ®ú´ÉÌiÉiÉ Eò®úxÉä Eäò Ê±ÉB ½èþ iÉÉä <ºÉ |ÉEòÉ®ú Eäò
¤ÉgøÉxÉä/{ÉÊ®ú´ÉiÉÇxÉ EòÒ +xÉÖ¨ÉÉÊxÉiÉ ±ÉÉMÉiÉ *
In case withdrawal requested is for addition/
alternation of existing house/flat estimated,
cost of such addition/alteration.
(EÞò{ÉªÉÉ ¨ªÉÚÊxÉÊºÉ{ÉèÊ±É]õÒ/{ÉÆSÉÉªÉiÉ EòÒ ¨ÉÆVÉÚ®úÒ Eäò ºÉÉlÉ
¤ÉgøÉxÉä/{ÉÊ®ú´ÉiÉÇxÉ EòÉä nù¶ÉÉÇxÉä´ÉÉ±Éä <ÆVÉÒÊxÉªÉ®ú Eäò
|É¨ÉÉhÉ{ÉjÉ EòÒ |É¨ÉÉÊhÉiÉ |ÉÊiÉÊ±ÉÊ{É ºÉÆ±ÉMxÉ Eò®åú)
(Please attach certified copy of Engineer’s certificate


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showing details of addition/alteration along with
approval from Municipality/Panchayat.)
11.¨ÉEòÉxÉ ¤ÉxÉÉxÉä Eäò Ê±ÉB {É½þ±Éä ½þÒ |ÉÉ{iÉ +ÆÊiÉ¨É +É½þ®úhÉ :        ÊnùxÉÉÆEò  / Date :    ®úÉÊ¶É ¯û.  / Amount Rs.
Final withdrawal already availed for housing
12.EÞò{ÉªÉÉ ¦É´ÉxÉÊxÉ¨ÉÉÇhÉ EòÉ Ê±ÉÊJÉiÉ |É¨ÉÉhÉ ºÉÆ±ÉMxÉ Eò®åú :
Please attach documentary proof of house building
½þºiÉÉIÉ®ú / Signature¦ÉÊ´É¹ªÉ ÊxÉÊvÉ ºÉä ¨ÉEòÉxÉ ¤ÉxÉÉxÉä Eäò Ê±ÉB @ñhÉ / +ÆÊiÉ¨É +É½þ®úhÉ Eäò
+É´ÉänùxÉ Eäò ºÉÉlÉ ´ÉÉÆÊUôiÉ ºÉÚSÉxÉÉ


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+É´ÉänùxÉ Eäò ºÉÉlÉ ´ÉÉÆÊUôiÉ ºÉÚSÉxÉÉ
Information required with application for Loan/Final withdrawal from P.F. for housing
Eò¨ÉÇSÉÉ®úÒ EÚò]õ ºÉÆJªÉÉ /
Employee Code No.
¦ÉÊ´É¹ªÉÊxÉÊvÉ ±ÉäJÉÉ ºÉÆJªÉÉ
P.F.A/c No.IndIndIndIndIndian Instian Instian Instian Instian Inst it itit ititut utut utute of Managemente of Managemente of Managemente of Managemente of Management
Vastrapur , Ahmed abad - 380 015.¦ÉÉ®úiÉÒªÉ |É¤ÉÆvÉ ºÉÆºlÉÉxÉ
´ÉºjÉÉ{ÉÖ®ú, +½þ¨ÉnùÉ¤ÉÉnù - 380 015


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196
IIMA HR Policy Manual 2023
Files and records in the HR Department have been classified into three categories based on an 
assessment of how long they are needed to be retained.  These are as follows:
I.  A Category: (To be kept permanently)
1 Files & service records (personal, CR/evaluation, G Series) of all employees including 
those who have retired/expired but excluding those mentioned in B Category
2 Files of policy decisions
3 Files of House Building Advance


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3 Files of House Building Advance
4 Files of Minutes of all the Committees including Recruitment/Selection/ Evaluation/ 
Promotion/ Policy Decisions
5 Files of Government Orders
6 Government correspondence
7 Advertisement files
8 Legal files
9 Files of various returns/questionnaires filed with government departments
10 Files of correspondence with Labour Commissioner/any other Judicial Authority
11 Documents about RTI related matters
12 Files related to orders of pay commissions and pay revision


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13 Files of house allotment 
14 Agreements
15 Files on various labour contracts
16 Files on various labour registration
17 Chief Vigilance Officer files
18 Budgeting & related files
19 Minutes of Faculty Recruitment Committee
20 All Policy related files
21 Minority Community fileCHAPTER 23
RETENTION OF DOCUMENTS


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197
IIMA HR Policy Manual 202322 SC/ST file
23 Pension file
24 Group Insurance Scheme
25 Mediclaim file
26 Standing Guard files 
II. B Category: (To be kept for 5 years)
1 Files (Personal, CR/ Evaluation, G Series) of all the Temporary employees including 
TAA/ AAs who have left/ resigned from the Institute services
2 Documents relating to Project Staff Appointment
III. C Category: (To be kept for 02 years) 
1 Leave applications
2 Overtime documents


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1 Leave applications
2 Overtime documents
3 Applications for job (either permanent or Tenure Based Scaled Contract or Temporary 
and Academic or Administrative Positions).
2. Depending upon the situation and future requirement, subject to the change in the law and 
subsequent approval of the Competent Authority, the existing category of the files could be 
changed as follows:
•	 New category could be created/deleted
•	 Change of category


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•	 Change of category
3. The documents/files identified for permanent storage need to be binded in a special way to 
ensure that they are preserved forever.


