Content

7.5 Foreign placements: Counselling and verification

Foreign placements, as defined in the guidelines are operationalized in SF 7.5A: Foreign placements and their tracking. This will be the basis to reckon a PIA’s entitlement to incentives on account of foreign placements.

7.5.1     Counselling for the candidates to be placed in foreign countries

Overview

Item

Description

Purpose

To provide basic information to ease their transition into countries of destination

Reference to Guidelines

Section 3.2.2.12, page 34

Prerequisite/s                

Furnishing of SF 7.5B1: List of candidates who were offered and accepted the offers for foreign placement

Time for completion

 All counselling sessions to be completed before 10 days of scheduled departure from India.

Resource/s

SF7.5F: Counselling schedule for candidates who accepted foreign postings in the month of _______________

Process owner

PIA OP team

Activities

Actor

Action

Time for completion

Relevant Documents

PIA OP team

Counsel the candidates and provide transition assistance

 

OP team can make a schedule and inform Q team, SRLM and CTSA as per schedule.

SF7.5F: Counselling schedule for candidates who accepted foreign placement in the month of _______________

PIA Q team

Monitor physical (at least 25 % of randomly selected sessions) and rest video recorded sessions of counselling sessions

Not later than 5 days of completion of sessions but all should be completed 7 days before departure date.

SF7.5F: Counselling schedule for candidates who accepted foreign placement in the month of _______________

CTSA (for YPS) / SRLM (for APS)

1. Monitor 25 % of the sessions either through a physical visit or by viewing video scripts.

2. Counsel the candidates through a physical visit or through a  video chat

At least 5 days before departure

SF7.5F: Counselling schedule for candidates who accepted foreign placement in the month of _______________

7.5.2     Desk verification of candidate’s documents

Overview

Item

Description

Purpose

To verify the documents of the candidates who are placed in foreign countries

Reference to guidelines

No specific provision

Prerequisite/s                   

All candidates who are tracked as per SF 7.1B1

Time for completion                 

Continuous process 

Resource/s

SF 7.1B1: Tracking form for candidates in group ‘A’, SF7.5C: List of documents and items to be verified from different sources to confirm foreign placements , SF 7.5B1: List of candidates who were offered and accepted the offers for foreign employment

SF 7.5B2: List of people who joined the foreign employment

Process owner

PIA OP team

Activities

Actor

Action

Time for completion

Relevant Documents

Document verification

PIA OP team

To finalise and upload the list of candidates who were offered and accepted foreign placement, and those who joined foreign placement

To be submitted by 10th of every month

SF 7.5B1: List of candidates who were offered and accepted the offer for foreign placement

SF 7.5B2: List of people who joined the foreign placement

PIA Q team

Verify documents of placed candidates – 100 % verification

To be done between 11th to 15th of month

SF7.5C: List of items to be verified from different documents to confirm foreign placements

SRLM for APS and CTSA for YPS

Verify documents of placed candidates - 100 % verification

To be done between 16th to 20th of month

SF7.5C: List of items to be verified from different documents to confirm foreign placements

Salary payment

SRLM for APS and CTSA for YPS (finance teams)

Verify take home pay credited to candidate’s bank a/c uploaded in ERP system

To be done between 14th to 18th of month

SF 8.6A: Amount transferred to candidate bank a/c as take home pay

Combining document verification data and salary verification data

SRLM for APS and CTSA for YPS

Combine both data. If there are differences in salary, system should be programmed to take the lower figure and prepare a list of eligible candidates.

 

To be submitted by 20th of every month

SF 7.1G: List of candidates who are in Group ‘A’

7.5.3     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 7.5B: Process to draw samples for verifying incentives on foreign placement. The process will be used to draw samples every month and the process of the 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.

7.5.4     Sample Verification

Overview

Item

Description

Purpose

To verify a sample of candidates reckoned to be considered as placed for foreign placements at the end of previous month

Reference to guidelines

Section 4.1.1 page 37

Prerequisite/s

SF 7.5B1: List of candidates who were offered and accepted the offers for foreign employment

SF 7.5B2: List of people who joined the foreign employment

Time for completion

Continuous process 

Resource/s

SF7.5C: List of items to be verified from different documents to confirm foreign placements SF7.5D: Items to be checked during on-site visit to confirm foreign placements  SF 7.5E: Post verification summary of candidates eligible for foreign placements

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 as per procedure prescribed for drawing samples.

SF7.5D: Items to be checked during on-site visit to confirm foreign placements 

SRLM for APS and CTSA for YPS

Physical verification of placement

To be done as per procedure prescribed for drawing samples.

SF7.5D: Items to be checked during on-site visit to confirm foreign placements 

Finalisation of placement in the month

SRLM for APS and CTSA for YPS

Analyse document verification to conclude number of candidates placed.

To be corroborated later with physical verification.

27th to last day of the month

SF 7.5E: Post verification summary of candidates eligible for foreign placements

PIA op team

To raise any objections or seek clarifications on the summary

5th of next month

SF 7.5E: Post verification summary of candidates eligible for foreign placements

SRLM for APS and CTSA for YPS

To finally decide after considering the op team’s objections.

10th of next month

SF 7.5E: Post verification summary of candidates eligible for foreign placements

7.1.4.1     Mechanism for resolving differences over sampling results

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

7.1.5     Finalising eligibility for incentives for foreign placement and its release with instalments

To release of 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.
  • 2nd and 3rdinstalment 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, it 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.