Process for the payment of Death Gratuity

• It is possible to obtain death gratuity for the male/female officers, who demise whilst in public service.

• The allowance paid to the dependents, who are affected due to the death of male/female officers whilst in public service, is called death gratuity.

• Provisions have been made under section 2 (b) 1 of the Pensions Minute for this purposes.

• Since an applications should be submitted to the Department of Pensions through the service station, where the demised person served for the last time, in order to obtain death gratuity after the death of a person whilst in public service, relevant documents should be handed over with immediate effect discussing required matters with the officers in charge of the subjects at the relevant institution.

• Institution means in the process for the payment of death gratuity the government institution where the demised male/female officer served for the last time. (Office)

• Male/female officers, who have been given an appointment to serve in a permanent and pensionable post in the public service and entitled to obtain the membership of widows’ and orphans’ fund is called ‘contributor’.

Yes. It is compulsory to satisfy the following requirements to obtain death gratuity..

• The contributor should have held a pensionable post at the time of death.
• The contributor should have been confirmed in the relevant post.
• The contributor should have completed a gross period of 06 months in the service.

• Since an applications should be submitted to the Department of Pensions through the service station, where the demised person served for the last time, in order to obtain death gratuity after the death of a person whilst in public service, relevant documents should be handed over with immediate effect discussing required matters with the officers in charge of the subjects at the relevant institution.

Applications for death gratuity (PD5) should be submitted to the Department of Pensions to obtain the death gratuity and instructions for the submission of applications have been issued by Pension Circular No 09/2015, 09/2015(III).

• 09/2015
• 09/2015 (III)

As per the above instructions, the officer in charge of the subject at the office, where the officer served for the last time, should send by post the copy of the application (PD5) obtained online entering the relevant particulars to the data system for the payment of death gratuity along with other documents to the Department of Pensions, after getting them certified by the Head of Institutions.

• Once the applications for death gratuity have been referred to the Department of Pensions, it is processed through an online system and therefore any interested party can check the progress of the application process through the official website of the department of Pensions (https://www.pensions.gov.lk). Further a person, whose particulars have been included as a dependent, will be informed the each step from the submission of application to making the payment by an SMS.

• For this purpose, it is required to enter the official website of Department of Pensions(https://www.pensions.gov.lk) and then to enter NIC number of the demised person in Public Services. Then ‘PD5 application’ should be selected.

It is possible to get the information on the present situation of the application through Application State appears on the screen,

• Since the payment process of death gratuity is done through an online system, all the relevant particulars should be included in the system correctly. When including such particulars, the weaknesses such as inclusion of incorrect particulars inadvertently and non-submission of one or several documents out of the documents, which are to be submitted to the Department of Pensions with PD5 form, are treated as defects.

• In such occasions, where there are certain defects in the applications submitted by your institution, the data system rejects the application giving the defects traced and further any person can check such defects visiting the website of the Department of Pensions (https://www.pensions.gov.lk). If any application is rejected due to a certain reason, an SMS is sent to the dependents informing the defect and therefore it is possible to know the reason for such rejection through the officer in charge of the subject at the relevant office communicating with the institution.

• It is required to visit the official website of the Department of Pension (https://www.pensions.gov.lk) and then to include the NIC number of the demised person in Public Service. Then the PD5 application should be selected. Clicking on the ‘View Reasons’ button under ‘Application State’ shown on screen you can check the reasons for rejecting application. The reasons for rejection are given at every occasion, where the application is rejected, and the reasons for rejection on the nearest day can be found at the bottom. Since it contains the reason for rejection and the date, any person can easily get clarifications in this regard.

• By now, the particulars for rectifying the defects of applications are called by E mails and therefore, all the documents submitted to us should be certified by the Head of the Institute and then they should be sent by E mail in the form of ODF after scanning them. Further, it is compulsory to indicate the number of Death Gratuity when the E mail is sent. Once such E mail is sent, it is possible to verify whether the relevant documents have reached the destination communicating with the Widows’ and Orphans’ Division through 011-2332346.
• It is possible also to submit particulars by post for rectifying defects and the documents submitted by hand to the Tappal Division of the Department are also entertained. (Every document should strictly be certified by the Head of the Relevant Department)

• Since you are facilitated to check every detail through the website of the Department of Pensions(https://www.pensions.gov.lk), you are hereby informed to visit the official website of the Department without communicating with the Department of Pensions, whenever you are having an issue pertaining to your application. Only at occasions where it is required to get information on matters, which are not available in the website, you have the facility to get such information calling Widows’ and Orphans’ Division through 011-2332346.

• Death gratuity is paid to the dependents of the make female public officers, who have completed a gross period of service of 60 months and demised whilst in service.

• Provisions for the payment of death gratuity have been made by section 2 (b) of the Pensions Minute.

• No. Death gratuity can strictly be paid to the officers, who demise whilst in active service.

• No. However, the pension gratuity can be paid if the officer has exercised option for the pension gratuity. In case where the officer has not exercised option for pension gratuity, the pension to be paid up to the date of demise of the officer can strictly be paid to the dependents. For this purpose, provisions have been made under section 2.39 of the Pension Minute and applications for the payment to the heirs should be submitted as per Pension Circular No 7/2022. (Actions pertaining to the payments to the heirs are carried out by the Centralized Pensions Division.)

• When issues are arisen in submitting applications online, technological instructions should be obtained communicating with the Information Technology Division of the Department of Pensions. For this purpose, it is possible to communicate with the Information Technology Division either by This email address is being protected from spambots. You need JavaScript enabled to view it. or calling through 011-5 920 403.

• Salary scales applied before year 2006 have not been included in the online system. Applications fallen under such salary scales should be submitted manually to the Department of Pensions along with the printed form given in Pension Circular No. 09/2015

• Pension Circular No 09/2015 Circulars and 09/2015(III) Circulars have been issued for the purpose.

It is compulsory to fulfill following requirements for obtaining death gratuity.

• The contributor should have held a pensionable post at the time of his/her demise
• The contributor should have been confirmed in the relevant post.
• The contributor should have completed a gross service period of 06 months.

• In terms of the section 2 (b) (a) and (b) of the Pensions Minute, two fold of the unreduced annual pension or annual salary, whichever is higher, is paid as the death gratuity.

• The legal dependents of the contributor are made entitle to the death gratuity due to the death of the contributor whilst in service.

• In case where the demised male/ female officer is married
  • Legal spouse
  • Unmarried and unemployed children as at the date of demise of the officer (ge of the children is not applicable)
• In case where the demised male/female officer is unmarried
  • Father and mother
  • In case where both father and mother are not living, the unmarried and unemployed brothers and sisters as at the date of demise of relevant officer (It is compulsory to indicate clearly in the report of the dependents that brothers and sisters are unmarried and unemployed.)

• In case where there are no dependents, an application for death gratuity should strictly be submitted to make recoveries due from the relevant officer, if any. For this purpose, it is essential to certify by the Divisional Secretary that there are no dependents.

• At present death gratuities are paid as indicated in the Pensions Circular No 09/2015(Revision iii). Accordingly it is required to include application for death gratuity in the online system and later the printed copy of it should be obtained. Then the hard copy should be certified by the Head of Institution and all the relevant documents should be submitted to the Department of Pensions along with the application after verifying whether all documents mentioned on the backside of application are attached.

Following documents of the demised officer

• Original of the death certificate
• Original of the certificate of birth
• A certified copy of the National Identity Card
• A certified copy of the history sheet – The history sheet which is perfected indicating all the years and relevant particulars from the date of first appointment up to the date of death. History sheets, which are incomplete, will be rejected.
• A certified copy of the letter of appointment -The letter of permanent and pensionable appointment and certified copies of the casual/substitute/temporary/ training appointment and appointment on daily wages or contract basis, if served on such basis before receiving a permanent and pensionable appointment, should be submitted. If a letter of appointment is not available, such period of service will not be considered for the payment of death gratuity.
• A certified copy of the letter of confirmation in the appointment- The demised male/female officer should have been confirmed in a permanent and pensionable post and in case where a letter of confirmation in appointment is not available, it is not possible to pay the death gratuity. Dependents of demised officer should be informed in this regard.
• No claim certificate –No claim certificate, which is prepared including all the recoveries due from officer to the Government, should be attached. However all the due amounts indicated in the no claim certificate and PD5 application should strictly be tallied. If not the application will be rejected.
• Particulars on service breaks, if any, and confirmation to the effect that contributions to W&OP have been recovered for the periods under service break- (If contributions have not been recovered, the amounts of contribution to be recovered for the relevant period should be calculated correctly as per Pension Circular No 3/2008, 3/2013 and 3/2008 (Revision I) and such report of calculations should be submitted. Further the amount to be recovered should be included in the no claim certificate and PD5 application.
• A certified copy of the salary slip issued for the last time.
• A certified copy of the letter of salary conversion issued for the last time.
• The report on dependents perfected accurately.
• Certified copies of the certificates of birth and bank pass books of all the dependents.
• PD04 application prepared as per Pensions Circular No 03/2020 (Widows and Orphans application) and other relevant documents.
• A certification on the recovery of contributions to widows and orphans’ pensions fund for the period of antedating, if the appointment has been antedated. – If there is any amount to be recovered, it should be calculated correctly and the report on calculation should be submitted. Further the amount to be recovered should be attached to the no claim certificate and PD5 application (Application for death gratuity).

• In the system, the recoveries to be made to the government should be indicated with correct categorization. Further several recoveries in one and the same categories should not be made and they should be shown as a sum total. (E.G. At such occasion, where arrears of contribution should be recovered to Widows and Orphans Fund for the period on daily wages and contributions to be recovered to W&OP fund for a period under interdiction, the entries should not be made twice as recovery of arrears for W&OP fund and recovery of the arrears for W&OP in the system but as one entry with the total sum of above two occasions.)

• When entering the data system of death gratuities, facility has been granted to down load the relevant specimen in the data system and all the parts of it should be filled and no space should be kept without filling with required particulars.

• Certified copies of the National Identity Card and certificate of birth of the spouse
• A certified copy of the certificate of birth
• Certified copies of certificates of birth and NIC of unmarried and unemployed children.
• Certified copies of the bank pass books of the spouse and unmarried and unemployed children.(The account should have been opened in a state bank but not be a joint account)
• If the spouse or children have died, certified copies of their death certificates.
• If any change is found among the names of spouse and children, affidavits or other legal documents provided to prove such matters- - (In case where a change is found in the name, an affidavit should be submitted for a slightchange such as a change in a letter. If there are changes in several letters or a word, an inquiry should be conducted using report of Grama Niladhari, extracts from voters’ registers, reports of distinguished persons, and then a report should be submitted through the Divisional Secretary after confirming the name. In case where there are changes in several words of the name, or it is not possible to confirm the change in the name as mentioned above, the spouse should be informed to confirm the change in the name by legal documents (Relevant revised documents after revising the name) and then such revised documents should be submitted.

• For this purpose, the certified copies of marriage certificate of each marriage, absolute orders of divorce case or death certificate of the spouse of previous marriage (Certified by the Registrar of the Court) should be submitted. It is compulsory to submit the particulars of the children of previous marriages (number of the children, whether they are employed (along with dates), whether they are married (Along with dates), their certificate of birth and copies of bank pass book) should be submitted and included in the report on dependents.

• Certified copies of the National Identity Cards of parents, certified copies of bank pass books and a certified copy of the marriage certificate
• If mother or father has died, certified copies of their death certificates.
• At such occasion where one of the parents is living, full gratuity should be granted for them.

• At such occasion where both parents are not living, there is a possibility to pay the death gratuity for the unmarried and unemployed brothers and sisters of the demised male/female officer. For this purpose, their certificate of birth, copies of National Identity Card and certified copies of bank pass books should be submitted (The civil status of brothers and sisters and whether they are employed should be included in the report on dependent with dates)

• At such occasion where both parents are not living, there is a possibility to pay the death gratuity for the unmarried and unemployed brothers and sisters of the demised male/female officer. For this purpose, their certificate of birth, copies of National Identity Card and certified copies of bank pass books should be submitted (The civil status of brothers and sisters and whether they are employed should be included in the report on dependent with dates)

• Certified copies of the letter of appointment under casual/temporary/substitute/ training and history sheet (Form General 226).
• Particulars pertaining to the recovery of contributions to widows' and orphans' fund for the service period under casual/temporary/substitute/ training appointment. (If there is a period, for which contributions have not been recovered, the amount to be recovered for the period should be calculated correctly and then reports on calculations should be submitted. Further outstanding amount should be included in the no claim certificate and PD5 application.)

• It is required to re check whether all the particulars of the demised officer and dependents have been included in the application correctly comparing with the PD5 application, which is printed after inclusion of particulars in the system. . If any defect is found, relevant rectification should be made entering the system again before submitting again the application to us and then the application should be printed. This printed application should be submitted after getting it certified by the Head of the Institution and placing official stamp.
• Along with the application, the documents prescribed in the check list should compulsorily be submitted. Attention should be paid the verify again whether all such documents are attached..
• All the recoveries to the Government indicated in no claim certificate and PD5 application should be tallied and they have been correctly clarified in the system. (One and the same recovery should not be included twice in the same recovery category and recoveries should be included in the system as a sum total of all the recoveries in each category..)
• When there is a service period under casual, temporary, substitute or training basis, the Accountant should confirm that contributions to W&OP have been recovered for such service periods. If recoveries have not been made to W&OP, it should be mentioned in the No Claim certificate and PD5 application in order to recover due amounts from the death gratuity.
• It is required to check again whether the branch of the bank, where the bank account of dependents is maintained, and numbers of bank accounts have been included in the system correctly before submitting the application..
• The report of the dependents should strictly be submitted as per the specimen given for the report of dependents and it should be filled correctly without leaving any blank space.

• The changes in the name should be confirmed by a formal certificate issued by the Head of the Institute and if the name has been revised, relevant documents should be submitted. Further, it should be noted that affidavits are not entertained for the changes in the name of the demised officer.

• When changes in the name of the spouse are found, an affidavit should be submitted for a slight change in the name such as change in one letter of the name. When there are changes in several letters of the name or a word, an inspection should be conducted to verify the name using the reports of Grama Niladhari, extracts of voters registers, reports of dignitaries etc and the name should be submitted by a report of the Divisional Secretary after verifying the name. When changes are found in several parts of the name or when it is impossible to confirm the changes in the name in the above manner, the spouse should be informed to confirm the change in the name by legal documents ( Documents issued after the revision of the name) and such documents should also be submitted.

• If the spouse is living with another person before the death of the contributor, a report should be submitted by the Divisional Secretary by way of looking in to this matter either by documentary evidences or conducting inquiries to verify whether the spouse is living together with another person. Further , information should be submitted by a report of the Divisional Secretary if the spouse has neglected children.
• Once the relevant particulars and application are submitted to the Department of Pensions, payments will be made after verifying such matters..

• At such occasions, in inquiry should be conducted using reports of Grama Niladhari, extracts of voters registers, reports of dignitaries etc and if evidences are found to the effect that the contributor and spouse have spent a married life for a number of years, a report should be submitted through Divisional Secretary whether it is recommended the entitlement to death gratuity, along with relevant documents. Accordingly, Department of Pensions will determine whether the payment is made after examining relevant matters.

• At such occasions, in inquiry should be conducted using reports of Grama Niladhari, extracts of voters registers, reports of dignitaries etc and if evidences are found to the effect that the contributor and spouse have spent a married life for a number of years, a report should be submitted through Divisional Secretary whether it is recommended the entitlement to death gratuity, along with relevant documents. Accordingly, Department of Pensions will determine whether the payment is made after examining relevant matters.

• A large number of applications is submitted daily to the Department of Pensions for death gratuity and therefore the institution should check the progress of the application at least once or twice per week through the system after submitting its applications. If any action has not been taken pertaining to the application after the lapse of 14 days of the submission, it is the sole responsibility of the relevant institute to make inquiries immediately from the Department of Pension in this regard.

• If it is found that an application has been rejected when checking the system, the relevant institution should settle the issues in the application and then submit PD5 application, all the documents duly rectified, and all the other documents called by the Department of Pensions strictly through the e mail address...................
• When such submissions are made pertaining to the defects through the e mail address, the reference number of the application for death gratuity should be mentioned in the e mail and further the contact number of the officer in charge of the subject should be submitted to us..
• Further, the application under Reject should be re-submitted in the system.