Subscriber Contribution Upload

1. What is the procedure for preparation and upload of Subscriber Contribution File (SCF) forNodal Offices?

Below are the steps for preparation and upload of SCF:

Download Active Subscriber list from NPSCAN System under Menu ‘Views’; sub-menu ‘Subscriber-DDO List’
Consolidation of DDO wise Active Subscriber contribution records.
Digitization of records through FPU or own back office software
Validation of the contribution file using File Validation Utility (FVU)
Upload of contribution file in the NPSCAN System.
Transfer of funds (equivalent to the amount uploaded in the SCF) to the Trustee Bank

2. What is a Subscriber Contribution file (SCF)?

Subscriber Contribution File contains contribution related information like PRAN, employee contribution amount, employer contribution amount etc. This file can be prepared by Nodal Office by using the utility provided by CRA or by using it's own Back-Office. Contribution can be broadly classified into two types viz:

Regular Contribution – Contribution corresponding to salary deduction along with matching contribution from employer.
Arrear/Miscellaneous Contribution - Contributions corresponding to Arrear/Miscellaneous payments made to the employees. As per guidelines from Ministry of Finance, the contribution file needs to be uploaded by 25th of every month (for processing the NPS contribution corresponding to that month’s salary) and the consolidated amount needs to be transferred to the Trustee Bank (Axis Bank) latest by the last working day of that month. However, CRA System allows processing of contribution at any time by the Nodal Office.

3. How can a Subscriber Contribution File be prepared?

At the end of every month, the DDO shall forward the contribution details of the Subscribers to the PAO/CDDO/DTO. The PAO/CDDO/DTO shall consolidate the data and prepare a Subscriber Contribution File (SCF) using File Preparation Utility (FPU) provided by CRA. PAO/CDDO/DTO may also use any equivalent software for preparation of SCF. However, the file so prepared should be as per file formats of CRA.

Alternatively, the respective DDO can create the SCF using the FPU. PAO/CDDO/DTO can consolidate the DDO wise files using a File Merger Utility (FMU). After consolidating the files through FMU, PAO/CDDO/DTO shall open the file in FPU for creation of final SCF to be run through FVU.

4. Is there any timelines on upload of SCF and remittance of funds?

The timelines are specified in OM No 1 (7) 2003 / TA / Partfile/ 279 Dt 2/9/2008 issued by Department of Expenditure, Office of CGA, Ministry of Finance; applicable to Civil Ministries only.

5. From where can a PAO/CDDO/DTO obtain the FPU, FMU, FVU or the file formats?

PAO/CDDO/DTO can download the FPU, FMU, FVU and the file formats from CRA website (www.npscra.nsdl.co.in)under Menu ‘Software Downloads’.

6. What is File Preparation Utility (FPU)?

File Preparation Utility (FPU) is a stand-alone utility provided by CRA to enable PAO/CDDO/DTO to prepare the monthly Subscriber Contribution File (SCF) as per the file formats of CRA. It will contain details such as PAO/CDDO/DTO Registration number, DDO Registration number, Subscriber PRAN, Subscriber Name, amount of Government contribution and equivalent Subscriber contribution, Pay month & Year, Contribution Type, Arrear Remarks and Remarks (if applicable), etc.

In case of any incorrect data format inserted, FPU provides error prompt to enable the PAO/CDDO/DTO to rectify the same. FPU has MS Excel features such as copy, paste, insert/delete rows, etc.

7. What is File Merger Utility (FMU)?

If SCF is prepared by DDO, the File Merger Utility (FMU) helps the PAO/CDDO/DTO with the option of merging all the .fpu files prepared by individual DDOs.

FMU will generate a single consolidated file in the FPU format. This merged file then needs to be verified by PAO/CDDO/DTO using File Preparation Utility (FPU) for preparing a final SCF.

8. What is File validation utility (FVU)?

File validation utility (FVU) is a stand-alone utility provided by CRA to validate the Subscriber Contribution File (SCF) prepared using FPU provided by CRA or the uploading Nodal Office's own software against a set of validation rules.

On successful validation, an output file with extension .fvu along with a control total HTML file will be generated, which can be uploaded in the NPSCAN/CRA system. If any of the validations fail, then the file will be rejected and an error file will be generated.

9. What is the output file generated by FVU?

If the format level validation is successful at FVU, then an output file with extension .fvu along with a control total html file will be generated in the specified path. The .fvu file will contain the contribution details, FVU version and FVU generated hash value (digital lock to prevent the file being tampered) which has to be uploaded to NPSCAN. The control total file in HTML form can be stored for record purpose of the PAO/CDDO/DTO.

10. What should a PAO/CDDO/DTO do if SCF file is not successfully validated through FVU?

If the SCF validation is not successful, FVU will generate an error report containing details of the errors. The PAO/CDDO/DTO shall rectify the all the errors in the original file and again pass it through the FVU until all records are in SCF is successfully validated through FVU.

11. What is the error file generated by FVU and what are the type of errors?

FVU validates whether the file prepared is as per the format specified by CRA. If any of the validations fails, FVU generates an error file in the specified folder.

Some of the errors which FVU may show are - Sum total of Subscriber contribution and Government contribution are not matching, contribution year is a future year, etc.

12. Are FPU and FVU mandatory for preparation of contribution file?

PAO/CDDO/DTO can use its own software for preparation of the file. However, the file should confirm to the file formats of CRA. The output file should be in ASCII Format with ".txt" as filename extension.

However, it is mandatory for the PAO/CDDO/DTO to validate the output file through FVU, irrespective of whether it has been created through FPU or own back office. Unless the file is successfully validated by FVU, it cannot be uploaded to the NPSCAN system. Therefore, in a nutshell, the usage of FVU is mandatory, but usage of FPU is optional.

13. How can a PAO/CDDO/DTO upload the SCF?

PAO/CDDO/DTO shall login to NPSCAN with its own login credentials and upload the SCF, which is successfully validated by FVU.

On acceptance of the file, a 13 digit Transaction ID will be generated along with a Contribution Submission Form, which will contain the details of the SCF. PAO/CDDO/DTO will then transfer the funds to the Trustee Bank.

14. How is funds remitted to Trustee Bank?

All Nodal offices have to mandatorily transfer the NPS contribution funds to Trustee Bank through electronic mode (NEFT/ RTGS) only.

15. Whether the PAO/CDDO/DTO is required to prepare a new contribution file every month?

It is advisable to create new contribution file every month. However PAO/CDDO/DTO can reuse the contribution file prepared initially through the FPU by modifying the required details such as month of contribution, etc. When creating the final SCF, FPU will create two files - a .fpu file for future use and a .txt file for passing through FVU.

For next month SCF, PAO/CDDO/DTO can open the .fpu file of the previous month by browsing through a blank FPU and make the necessary modifications. For record purpose of PAO/CDDO/DTO, the final file may be saved with the name of that specific month and year.

16. At what levels error files will be generated?

Error files will be generated at two levels:

FVU: If any of the validations fail, FVU will generate an error file in the specified folder indicating the details of the errors such as Sum total of Subscriber contribution and Government contribution are not matching, contribution year is a future year, etc.
NPSCAN: In case of validation failure in NPSCAN, an error file will be generated indicating the details of the error such as Duplicate files having same batch ID, invalid PAO/CDDO-DDO mapping, invalid PAO/CDDO/ DTOID, invalid PRAN. In case of rejection by NPSCAN, the error file will be available for download through the Contribution File Status View. On the basis of the File Reference Number generated at the time of uploading the SCF or by specifying date range, the PAO/CDDO can check the status of the SCF.

17. Can SCF be rejected at NPSCAN system even after it is successfully validated by FVU ?

FVU is a standalone utility and checks only the format level validations. However, database level validations such as whether PAO/CDDO/DTO, DDO registration number and PRAN is valid, etc. will be carried out in the NPSCAN system. Hence, in such cases, file which is successfully validated by FVU can be rejected at NPSCAN.

18. What is online FPU?

Online FPU is a functionality provided by CRA to the Uploading Offices to facilitate preparation of Subscriber Contribution Files (SCF) online. However, this facility can be availed by uploading offices for preparing files of 50 or lesser number of Subscribers only.

19. How to check the status of SCF uploaded to CRA?

A facility has been provided to the Nodal Offices in NPSCAN System under Menu ‘Contribution Details’; sub-menu ‘File Status’ to check the status of the Subscriber Contribution File (SCF). Nodal Office can enquire about the status of a particular SCF by entering the date range (from and to date) not exceeding 15 days or by inputting Batch ID/ File Reference Number or Transaction ID.

20. Can a PAO/CDDO/DTO upload multiple contributions for the same Subscriber in one SCF?

PAO/CDDO/DTO can upload multiple contributions for the same PRAN in one SCF provided any one of the below mentioned fields are different:

DDO Registration Number
Month & Year of Contribution
Type of Contribution

21. Can a PAO/CDDO/DTO upload contribution for a Subscriber post his transfer to another sector?

Nodal Offices can process contribution for Subscribers associated with them in the past but now moved to a different sector. The Nodal Office needs to initiate a request in the CRA System which needs to be authorized by the Monitoring Office. Once authorized, the Subscriber Contribution File (SCF) for the said Subscriber can be uploaded within a defined window. The process for remitting funds for such SCFs is similar to the regular transactions.

In this situation the PAO/CDDO/DTO can use the functionality of “Contribution Upload for Shifted Subscriber” available under the PAO/CDDO/DTO login in the NPSCAN system. Once the request is successfully authorized by the PrAO, the PAO/CDDO/DTO can upload the contribution within seven calendar days after authorization of the request by PrAO.

22. Can a PAO/CDDO/DTO carry out multiple upload of SCF?

It is not mandatory for a PAO/CDDO/DTO to upload a consolidated SCF by merging files prepared by various underlying DDOs. PAO/CDDO/DTO can upload multiple SCF as and when the data is received from the respective DDOs.

23. Can PAO/CDDO/DTO make any corrections to an uploaded file?

PAO/CDDO/DTO can make a correction in the SCF already uploaded in the NPSCAN system by preparing and uploading a correction file.

Before preparing a Correction file, PAO/CDDO/DTO needs to ensure that the Original file uploaded is not ‘Matched and Booked’ in NPSCAN System. PAO/CDDO/DTO is required to mention the Transaction ID of the original filein the FPU and select the File Type as ‘Correction’ while preparing the correction file.

If the original file is already Matched and Booked in the CRA System, PAO/CDDO cannot upload a correction file.

24. How can PAO/CDDO/DTO process contribution arising out of arrears?

The contribution arising out of arrears can be uploaded to CRA along with the regular contribution. At the time of preparing the SCF, PAO/CDDO/DTO shall enter the contribution type as Arrears, select the appropriate type of Arrear Remarkas provided in the FPU.

25. Can PAO/CDDO/DTO Upload Unequal Contribution?

PAO/CDDO can upload unequal contribution with the use of separate FPU & FVU available at CRA website www.npscra.nsdl.co.in under Menu ‘Software Downloads’.

For more details, Nodal Office can refer Circular No. CRA/PO&RI/Master/2015/010 dated October 15, 2015.

26. Can PAO/CDDO Upload Voluntary & Tier II Contribution of Subscribers?

As per this option, the Government Subscribers mandatorily covered under NPS can approach their associated Nodal Office for making additional investment in their Tier I account. The Additional Voluntary Contribution upto Rs. 50,000/- can be claimed for tax exemption by the Subscriber under the applicable sections of the Income Tax Act, 1961. The steps for processing such contribution remain the same. However, File Preparation Utility (FPU)and File Validation Utility (FVU) for processing ‘Voluntary Contributions’ and ‘Tier II Contributions’ of Government Subscribers are different from utilities for processing mandatory contributions.

PAO/CDDO/DTO can download separate FPU & FVU provided for upload of Voluntary & Tier II contribution.

27. How are funds transferred to Trustee Bank?

PAO/CDDO/DTO shall transfer the funds to the Trustee Bank through electronic transfer such as RTGS or NEFT (Type R-41) (For detailed instructions regarding fund transfer viz. account number and PAO/CDDO/DTO string please refer footnote on the Contribution Submission Form [CSF] generated for the Transaction ID). The Trustee Bank shall confirm to CRA the funds transferred by the respective PAO/CDDO/DTO against the respective Transaction ID by uploading ‘Fund Receipt Confirmation (FRC)’ in the CRA System.

28. What are the precautions to be taken while transferring funds through electronic mode (RTGS/NEFT)?

The below mentioned instructions should be followed while transferring funds:

Remittances (RTGS/ NEFT) should be done by R-41 RTGS format only.
26 digit PAOFIN [please refer footnote on the Contribution Submission Form (CSF)] should be written in “Sender to Receiver Information” ( Field 7495 only)
Amount transferred to the Trustee Bank should be equivalent to the amount uploaded in the SCF.

29. How can PAO/CDDO/DTO check whether the Trustee Bank has transmitted the confirmation of funds to CRA?

PAO/CDDO/DTO can check the status of the file in NPSCAN. In case the funds have not been identified by the Trustee Bank in the system, the funds are remitted back to the originating account on T+1 day. The PAO/CDDO/DTO may check status of refund with their accredited bank in case the file is not Matched and Booked after T+2 days in the NPSCAN system.

In case the funds are identified correctly by the Trustee Bank, the Subscriber Contribution File is Matched and Booked in the CRA system.

30. Can the PAO/CDDO/DTO make a consolidated payment for multiple Subscriber Contribution Files?

PAO/CDDO cannot make a single consolidated payment for multiple Subscriber Contribution Files (SCF).

Since each SCF has a separate Transaction ID, the amount transferred should match the amount uploaded in each Transaction ID.

31. What is the time limit for transferring funds to the Trustee Bank?

Since, a Subscriber Contribution File (SCF) is valid for a period of 10 working days from the date of upload, fund should be transferred to the Trustee Bank within the same period. SCF pending for Matching and Booking for more than 10 working days gets automatically cancelled from the CRA System and the respective Uploading Office shall have to upload a new SCF in this scenario.