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EMPLOYEES’ OLD-AGE BENEFITS INSTITUTION
B&C Department, HO
Karachi
July 8, 2009
All Regional Heads,
Subject:
CONSOLIDATION AND CLEANSING OF RECORDS
As the year has closed
on 30th June 2009 and we could not achieve the targets
assigned by the BOT, therefore, we all need to sit back and reassess
our weaknesses and strengths so that we are better off in the
current year, during which, challenges would be enormous. While the
B&C Department is analyzing the shortfall in contribution based on
facts and figures & devising mechanism to allocate targets for the
current year 2009-10, you shall immediately take steps for
consolidation and cleansing of records specifically in the following
areas of activities;
i.
De-Registration closed units
ii. Retrieval of PR-02A
iii. Recovery of arrears
iv. Updating of database
v. Registration of establishments employing 5-9
vi. Registration of Insured Persons
I.
De-registration of
Closed Units:
i) During
visits to the Regions in the year ended on 30th June
2009, the percentage of paying employers has been found dismally
low. The Regional Heads always took shelter on the guise of closed
units. It has been decided that all Regions shall take immediate
steps to identify closed units in their respective Regions, initiate
actions as per circular and guidelines issued by the Head Office in
such a manner that the cases are duly processed for deregistration
as soon as possible but not later than 30th September
2009 in any case. In case the process of deregistration of closed
units is not completed by the target date, no excuse what so ever,
would be accepted and these units shall be deemed as active and the
Regional Heads concerned shall be held personally responsible for
any fall out on this account.
ii) The
Regional Heads shall send the lists of closed units and schedule of
meetings in consultation with the members
of the BOT by 20-07-2009 to B&C Department.
II.
Retrieval of PR-02A
i)
It is needless to point
out that our performance in this area of activity has always been
pathetic. There could be a variety of reasons for non retrieval of
PR-2A but the major reason is that our beat officers and Regional
Heads are not taking keen interest in its retrieval. It could be
gauged from the fact that the Regional Heads never used Verification
Regulations 2007 as a tool for retrieval of PR-02A. It has been
decided that Regions shall launch a campaign for retrieval of PR-02A
from all the employers and complete the task by 30th
September 2009. The B&C Department has devised a strategy of
involving Employer’s Federation of Pakistan and WEBCOP for retrieval
of PR-02A to assist the Regions in accomplishment of the task by 30th
September 2009. You are therefore, advised to;
a) Provide
details of employers whose records has been verified during 2008-09
without retrieval of PR02A with reasons thereof;
b) Provide
details of employers employing 100 or more IPs for taking it up with
the Employer’s bodies for retrieval of PR-02A.
c) All
beat officers shall be directed to obtain IPs’ details (PR-02A) on
excel on disk/flash drive and/or through e-mail because most of the
employers use computers for managing their business. The format is
also available on EOBI website.
III.
Recovery of arrears:
i) Our
performance during the year 2008-09 in this area has been
pathetically dismal as we could achieve only 20% of the assigned
target for recovery of arrears. This has largely been due to lack of
initiative on the part of Regional Heads. Last year the Regional
Heads were required to collect all current demands issued during
2007-08 by 30th September 2008 which was not
accomplished. The date was extended till February 2009 but of no
avail. Most of the current demands issued during 2008-09 have not
been recovered by the close of year this time too. You are,
therefore, directed to initiate immediate action under the Land
Revenue Act, 1967 to recover arrears as per following plan of
action;
a)
Categorized the
outstanding arrears as;
(i) Current
demands created during 2008-09
(ii)
Current demands created
during 2007-08
(iii)
Recoverable arrears
pertaining to last five years
(iv)
Recoverable arrears
pertaining to period beyond three years
b) Prepare plans
of recovery of the first two categories by 30th September
2009 positively. All beat officers shall prepare their individual
plan and submit to the Regional Heads for recovery. The Regional
recovery plan reduced to smaller beat-wise plans would be easier to
execute.
c) Arrears
pertaining to last five years shall be recovered by 30th
December 2009 by further phasing it out into smaller time specific
plans.
ii)
Details of arrears
provided to Director M&E-II have been complied and mailed to
Regional Offices. The Regional Heads shall obtain copies of the same
and also certify its correctness by 20-07-2009.
IV.
Updating of database:
As we have switched
over to CBA with live protocols from January 2009, it is imperative
to have a clean and updated database for efficient reporting and
decision making. Registration of Employers and Collection of
contribution (PR-03) is updated instantly through CBA which is no
longer worrisome. However, the IPs and Pensioners database still
need our attention. During the year 2008-09 it has been observed
that Regions misused the facility of backlog entry of pension cases
through CBA and hardly used CBA for processing the new claims cases.
You are therefore, directed to ensure that all Beat Officers update
their data on CBA themselves. Detailed SOP for updating database has
already been issued by the B&C Department which shall be followed in
letter and spirit so that the database of IPs and Pensioners
including their addresses is updated by 30th September
2009.
V. Registration
of Establishments employing 5-9:
i) The
performance of Regional Offices in registration of establishments
employing 5-9 has been pathetically very low
despite the fact that
the Chairman, EOBI very graciously waived off the condition of PE-01
on the insistence of the Regional Heads. Had the guidelines issued
by the B&C Department followed in its true spirit, the results would
have been far better. However, you are directed to ensure that all
such establishments are identified by updating the Map Survey
conducted in 2003-04 by every beat officer and the establishments
are registered through a targeted approach as detailed below;
a) Firstly
those sectors which are relatively documented and regulated such as
Education, CNG, Software Development, Hotels & Restaurants, Shopping
Malls, Mobile phone outlets etc. shall be registered. There shall
not be much of a problem in getting establishments in the above
sectors registered by 30th September 2009 along with
details of their Employees.
b) Secondly
the establishments which have their Associations/Trade Bodies shall
be approached through their representative bodies and all meetings
with them shall be properly documented by recording minutes. These
bodies shall be apprised of the law as well of the benefits under
the EOB Act, 1976. This needs proper and vigorous follow up and
Regional Heads shall take personal interest in the campaign of
registering smaller establishments in this sector. These
establishments shall be either registered or efforts made thereof
properly documented and recorded for perusal by 30th
December 2009.
c) Rest
of the establishments shall be issued notices for registration under
the EOB Act, 1976 and registered in the subsequent months.
VI.
Registration
of Insured Persons (IPs):
i) This
is the most important field of activity, therefore needs our utmost
attention. In the past we have adopted different tactics aimed at
increasing awareness and augmenting efforts to register insured
persons working in registered establishments. We have also assigned
NADRA for data entry of coding registers for updating database of
Insured Persons which is still in process. To update the database of
IPs and increase their registration, the following strategies shall
be adopted;
a) All
active employers shall be provided lists of their registered
employees by 30th July 2009 with the request to update
and return the same by 30th September 2009.
b) PE-01
in respect all IPs detected as a result of verification of books of
accounts during 2008-09 shall be obtained to issue PI-03 card
through CBA. This shall be done by 10th August 2009.
c) Many
IPs update and correct their status online through our website which
is forwarded to Region by the IT Department for updating their
records. This shall be attended to on priority and all pending
requests shall be responded by 30th July 2009.
2. B&C
Department is embarking upon a vigorous publicity campaign which
shall include frequent news paper advertisements, printing of
posters and holding seminars and workshops during the first quarter
2009-10. The purpose of the campaign is to augment Regional Offices’
efforts in achieving the above mentioned goals within the specified
time limits.
3. You are
requested to ensure compliance of the above action plan so that we
are able to clean and update our records/database to consolidate our
activities by 30th September 2009. You may also send
proposals for the campaign and assistance which the B&C Department
can provide to you.
4. Receipt of this
letter shall be acknowledged.
(Javed
Iqbal)
Dy. Director-General (B&C)
Cc to:
1. S.O to Chairman
2.
DG (Ops)
3.
PD (IT)
4.
Directors (M&E-I,II)
5.
Master File
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