The Commission is mandated under the Constitution to terminate the employment of teachers. The termination can either be through retirement, resignation, transfer of service,release,dismissal or death, among others.
In all forms of exit, the Commission is required to process exit dues as guided by the existing policies and guidelines. However, processing of the exit claims, especially for pensionable exits, has over the years been characterized by delays in submission of documents to the Pensions Directorate, Treasury for payment
A major cause of the delay in processing exit claims has been the late submission of retirement and death gratuity documents coupled with submission of incomplete documents by retirees and beneficiaries respectively.It is from this background that the Commission has put in place strategies to mitigate delays in processing of the exit claims.
To this end, you are expected to coordinate and guide retirees and beneficiaries in the process of completion and collation of exit documents and thereafter facilitate their submission to the Commission headquarters.This responsibility requires that the respective Sub County Directors to be directly accountable for the following:
(i) Tracing the next of kin upon demise of a teacher within their respective sub-counties.
(ii) Offering guidance to the next of kin on the required documentation.
(iii) Verification of the exit documents.
(iv) Maintenance of a register of teachers who exit service.
(v) Certify and confirm completeness of documents received.
(vi) Deliver the complete documents to the County Director in a register
On receipt of the complete documents, the County Director will be expected to:
(i) Deliver the complete documents in a register to the respective HRM Unit Heads.
(ii) Return any incomplete documents to the Sub-County Director, pointing out the extent of incompleteness and require the completion and resubmission of such documents within fourteen days.
a) Retiring teachers
(i) Teachers’ names should be indicated on the Payment of Commuted Pension forms (bank forms)exactly as they appear on their national identity cards.
(ii) Any change in bank details must be accompanied by a letter confirming the new account.
(iii) Where(ii) above is applicable the sub- county HRO will be required to emboss the teacher’s thumbprint on the Payment of Commuted Pension forms (bank forms), and witness by signing and indicating his/her name,and TSC Number.
(iv) The names on the bank plate (ATM or Card) must appear as on the national identity cards.
(v) Where (iv) above is not applicable, the teacher must obtain a letter from the bank confirming ownership of the account.
vi) Those who are contributors to Widows and Children Pension Scheme (WCPS)should submit the earliest payslip to support WCPS i.e. any payslip for the first ten (10) years of contribution.
(b) Beneficiaries of a deceased teacher
(i) In case of demise of a teacher,
i. The widow/widower will submit a duly completed and signed Widow/Widower Declaration Form.
ii. The names of the next of kin declared on Part 1 of the Declaration form must be indicated as they appear on the nationalidentitycard.The next of kin’s names should be indicated on the bank form exactly as they appear on their national identity card.
(ii) In the absence of the spouse of a deceased teacher,
I. The guardian will be required to submit a duly completed and signed Guardianship form.
II. The names of the guardian declared on Part 1 of the Guardianship form must be indicated as they appear on the national identity card.
III. The guardian’s names should be indicated on the bank form exactly as they appear on their national identity card.
This assignment is very critical and therefore calls for diligence and commitment from both your office and the sub county levels.