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Frequently Asked Questions - Pension Management

I received my pension until 2014, why was my name dropped from the pension payroll and how do I get it reinstated?

This is so due to non-verification of the retiree by the vote of retirement and eventual non-migration from the legacy system.  The retiree is advised to contact the vote of retirement and present a filled NS7 form, Bank statement and life certificate.  The vote will then write a request to the PS MoPS to migrate and decentralize the record to their respective vote payroll hence reinstatement.

I received my pension until July 2015, why was my name dropped from the pension payroll and how do I get reinstated?

This is so due to non-decentralization of the retiree’s record to their respective vote of retirement on the IPPS.  The retiree is advised to contact the vote of retirement and present a filled NS7 form, Bank statement and life certificate.  The vote will then write the PS MoPS a request to decentralize the record to their respective vote payroll hence reinstatement.

I retired between 1992 and 2013 and my pension file was submitted to MoPS with acknowledgement but I have never been paid, why?

This is a case that was not concluded prior to decentralization and now requires reinitiating of the process by the vote of retirement using the IPPS.

I retired after 2014 and my file was submitted to MoPS but I have not been paid to-date, why?

Your request may have been queried due to lack of some information (variances in dates of birth, hire, inconsistence of the salary details) or documentation.

You are advised to contact the Human Resource Officer of your vote of retirement who has access to workflow information on the IPPS to inform you of the required information which you need to provide to expedite the process.

I am receiving my monthly pension but gratuity and arrears have never been paid, how do I get paid my outstanding claims?

At the time of decentralizing pension processing, all unpaid gratuity and pension arrears were compiled in schedules which were submitted to MoFPED.  You are advised to contact the HRO of your retirement vote to fill the arrears form who will then send it to MoFPED.  Upon availability of resources, MoFPED will send the funds to the vote for payment to the claimant.

Why am I being under paid?

Payment of pension is based on a formula which considers one’s length of service in number of months, their last annual salary at the time of retirement and the pension fraction, 1/500.  Revalidation of pension is usually done when there is enhancement of salary levels for serving officers.  You are advised to contact the HRO to confirm whether or not you are being under paid.  In case it is established that you are under paid, the vote will correct the payment amount and also process arrears arising out of under payment.

What is a life Certificate and who should fill it and when?

A life certificate is a document that a pension fills and signs annually to inform the paying vote that the pensioner still lives.  It is filled by all pensioners but emphasis is usually put on those who have earned pension beyond 15years.  The life certificate is presented to the vote of retirement.

Who is responsible for payment of pension and gratuity arrears?

The respective vote of the retiree is responsible for the payment of all pension and gratuity arrears.

How do I access a copy of my pension file?

Access to pension files in the custody of the Ministry of Public Service can only be grated to the respective vote of the retiree.  Currently all pension files are being accessed to allow electronic access to.

What is involved in the processing of retirement benefits?

Processing of retirement benefits involves the following steps:

  1. Creation of Retirement Plans by the respective Vote immediately an employee is recruited and accessed on the salary payroll;
  2. Submission of PSF 18, a bank form and bank statement Six months prior to retirement by the prospective retiring officer;
  3. Creation of a Retirement Request by the Human Resource at Vote on behalf of the retiring officer;
  4. Approval and authorization of transaction on the system by the PS/ MoPS;
  5. Validation and Approval of Retirement Request by the Vote’s Responsible Officer;
  6. Verification and Validation of Retirement requests by the HR at Ministry of Public Service;
  7. Approval of Retirement Requests by the Commissioner HRP at Ministry of Public Service;
  8. Computation of benefits by Assessment Officers at Ministry of Public Service;
  9. Auditing transactions by Auditors at the Ministry of Public;
  10. Authorization of computed benefits by the Commissioner/ Compensation at MoPS;
  11. Calculation of Pension payroll and transmission of payment details for eventual payment through IFMS;

Note: With full decentralization coming, all these steps would be concluded at the respective votes except for the calculation which will remain at the Pension Authority, the Ministry of Public Service.

How long does it take to process a retirement benefit?

Processing of retirements plan can take a day if all records of the retiring officer are accurate and readily available.

How are the benefits of deceased officers handled?

Deceased employee benefits are paid only to legal representatives designated as Estate Administrators.  These are expected to have obtained letters of administration from the High Court and to have opened up an Estate account to which the payments would be made.

For officers that may have served less than 10 years, a death gratuity is paid as a one off while for those that served for more than 10 years, a death gratuity is paid and monthly pension is also paid to the survivors for 15 years (this is applicable for those deaths that occurred on or after 24th March 1994). Upon the elapse of 15 years, this benefit is automatically stopped.

Where a pensioner dies before earning pension for 15years, the survivors earn a survivors’ benefit for the remaining part of the 15years after which it also stops automatically.

What is the difference between gratuity and pension?

Gratuity is an advance payment from pension at the rate of 1/3 of the annual pension at retirement multiplied by a factor of 15 in accordance with regulation 20 of the Pension Regulations of the Pensions Act Cap. 286.

Pension is the periodic regular(monthly) payment made to a retiree who served for at least 10 years prior to retirement or to an officer who retired on abolition of office having been confirmed in the service.  On the contrary, Judges and Justices qualify for pension after serving for 1 year.

What are the requirements for early retirement?

The requirements for early retirement are having 10 consecutive years of service and being atleast 45 years of age.  It should be noted though that early retirement granted takes effect in the subsequent Financial Year when it is budgeted for.

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