Retention and Career Progression as defined in the guidelines are operationalized in SF 7.4A: Retention and Career Progression and related definitions. This will be the basis to reckon a PIA’s entitlement to incentives on these two counts. Using these definitions as basis, list of candidates for physical verification will be generated as SF 7.4B1: List of candidates from where samples are to be drawn for physical verification for payment of retention and career progression incentives.

7.4.1     Generation of samples for physical verification

The sampling process and the decision rules for judging the incentive to be paid in all three instalments (other than 1st) are given in SF 7.4B: Process to draw samples for verifying incentive payment on retention and career progression. The process will be used to draw samples every month and the process of verification is described in the next section.

Note: The sample once generated cannot be changed under any circumstance and they are stored in a secure place in the repository of the ERP system.

 

7.4.2     Monthly sample verification

Overview

Item	Description
Purpose	To verify a sample of candidates who meet the retention and career progression criteria at the end of previous month
Reference to guidelines	Section 3.2.2.9 page 34
Prerequisite/s	Submission of list of candidates eligible for incentives in the month
Time for completion	Continuous process
Resource/s	SF7.4C: List of items to be verified from different documents to confirm retention and career progression, SF7.4D: Items to be checked during on-site visit to confirm retention and career progression, SF 7.4E: List of candidates for career progression and retention and SF 7.4F: Post verification summary of candidates eligible for retention and career progression incentives
Process owner	CTSA for YPS/SRLM for APS

Activities

Actor	Action	Time for completion	Relevant Documents
Physical verification
PIA Q team	Physical verification of placement	To be done between 16th to 20th of the month	SF7.4D: Items to be checked during on-site visit to confirm retention and career progression SF 7.4E: List of candidates for career progression and retention
SRLM for APS and CTSA for YPS	Physical verification of placement	To be done between 21st to 26th of month – As per sampling process	SF7.4D: Items to be checked during on-site visit to confirm retention and career progression SF 7.4E: List of candidates for career progression and retention
Finalisation of candidates for incentive payment in the month
SRLM for APS and CTSA for YPS	Analyse document verification and physical verification records of that month and conclude number of candidates placed in that month	27th to last day of the month	SF 7.4F: Post verification summary of candidates eligible for retention and career progression incentives
PIA op team	To raise any objections or seek clarifications on the summary	1st to 5th of next month	SF 7.4F: Post verification summary of candidates eligible for retention and career progression incentives
SRLM for APS and CTSA for YPS	To finally decide after considering the Ops team’s objections.	6th to 10th of next month	SF 7.4F: Post verification summary of candidates eligible for retention and career progression incentives

7.4.2.1     Mechanism for resolving differences over sampling results

The procedure followed will be same as that provided for placement verification Section 7.2.2.1.

7.4.3     Finalising eligibility of incentives for retention and career progression and its release with instalments

To release an instalment, the following will be followed:

• Data for each month will be collated till the samples for incentive claim are completed
• Based on the actual number for whom incentive was claimed and actual eligible for incentive payment, CTSA for YPS /SRLM for APS will decide the total number of candidates eligible for incentive payment.
• The amount will be released with the instalment.
• 2^nd and 3^rd instalment release will not be held up even when an appeal or review request of a PIA is pending, until PIA gives a request to hold back the instalment till the review process is over.
• If an appeal/review decision favours a PIA and a PIA becomes due for release of such additional money, this should be processed and released in 15 days. If PIA has to return money owing to an unfavourable decision it should be paid back in 15 days.

The process will be repeated for all instalments.