Managing Department
Role of Managing Department
A Managing Department is a public agency or organisation that is responsible for managing retirement affairs and pensions of the members. It also updates records and informs members of any changes. The Head of Department is responsible for maintaining and regularly updating the service records of employees until a day before their retirement date. The maintenance and updating process should be in accordance with the regulations and existing administrative practices, focusing on matters that affect the calculation of retirement benefits, including:
- changes in wages;
- changes in the fixed remuneration or allowances;
- changes in length of service;
- promotion; and
- leave.
Providing Completed Retirement Forms and Documents to KWAP:
Managing Departments are required to provide the completed forms and documents before the application for retirement or pension benefits is submitted to KWAP, within the time set out.
Funeral Arrangement Assistance:
Funeral Arrangement Assistance (RM3000) for a death in service is paid by the last department of the member. Treasury Circular Number 3 in 2010 is relevant.
Compulsory Retirement
A member who has chosen to retire at the age of 55/56/58/60 will retire from the service upon reaching their chosen retirement age.
Compulsory retirement under Section 10 Act 227/239
An officer shall retire from the public service on attaining the retirement age of 55/56/58 or 60 years old.
Forms and documents that needs to be submitted to the Head of Department:
- Form JPA.BP.SPPP.B01a – Pensioner’s Information (download here)
- Form JPA.BP.SPPP.B03 – Dependent’s Information (download here)
- Form JPA.BP.UMUM.B01 – Declaration of Debts (if any) (download here)
- Form JPA.BP.UMUM.B02 – Calculation of Leave in Lieu That Can Be Accumulated Under Regulation 21, Pension Regulation 1980 (if applicable) (download here)
- Form JPA.BP.UMUM.B04 – Verification Report on Mentally / Physically Disabled Child (if applicable) by a Certified Physician (download here)
- A copy of Service and Leave Statement
- A copy of marriage / registration certificate. If none, a valid declaration letter of is acceptable
- A copy of the NRIC of husband / wife of officer
- A copy of the birth certificates of children who are below 21 years old. There are no age limits for children with disabilities
- A copy of the bank document that shows the name, identity card number and bank account number.
Optional Retirement
Optional Retirement Under Section 12 Act 227 / 239
Requirements:
- Above 40 years of age;
- Not less than 10 years of reckonable service;
- The officer must be a confirmed staff and awarded with pensionable status.
Pension Benefit Payment
1. For officers appointed before 12/04/1991, gratuity and leave in lieu payment will be made on the date of retirement and the monthly pension will be paid as follows:
| Upon reaching 45 years of age | Upon reaching 50 years of age |
|---|---|
|
Male officer |
2. For officers appointed on and after 12/04/1991, pension and leave in lieu payment will be made on the retirement date, whereas the monthly pension will be paid when the officer reaches 55 years of age.
Retirement Due to Health Problems
Pensionable members who are not able to perform their duties because of infirmity of mind or body that is permanent shall be presented to the Medical Board, according to the principles of Circular of Service No. 10 of 1995 and General Order, Chapter F (1974).
Retirement Due to Medical Grounds
Pensionable officers who are not able to perform their duties due to permanent infirmity of mind or body shall be referred to the Medical Board, according to the principles of Circular of Service No. 10 of 1995 and General Order, Chapter F (1974).
The following conditions allow an officer to be referred to the Medical Board for consideration:
- Has used all annual sick leaves and is still unwell;
- Has taken 45 days of leave per year, three (3) years in a row;
- The medical officer believes there is no hope of recovery;
- Brain consciousness and body health is in doubt;
- The medical officer confirms that the officer is suffering from tuberculosis, leprosy or cancer;
- Was injured while on duty and not due to the officer’s negligence.
1/600 x total amount x last drawn salary received
*Subject to a maximum of three-fifths of last drawn salary received per month but :-
- not less than one-fifth of last drawn salary received; and
- not less than RM 820.00 per month for a period of reckonable service of 300 months or more.
Forms and Documents needed:
- Form JPA.BP.SPPP.B01a – Pensioner’s Information (download here)
- Form JPA.BP.SPPP.B03 – Dependent’s Information (download here)
- Form JPA.BP.SPPP.B04 – Notice of Release / Separation of Government Contribution from the Employees Provident Fund for Pension Benefits Calculation (download here)
- Form JPA.BP.UMUM.B01 – Declaration of Debts (if any) (download here)
- Form JPA.BP.UMUM.B02 – Calculation of Leave in Lieu That Can Be Accumulated Under Regulation 21, Pension Regulation 1980 (if applicable) (download here)
- Form JPA.BP.UMUM.B04 – Verification Report on Mentally / Physically Disabled Child (if applicable) by a Certified Physician (download here)
- A copy of Service and Leave Statement
- A copy of marriage / registration certificate. If none, a valid declaration letter of is acceptable
- A copy of the NRIC of husband / wife of officer
- A copy of the birth certificates of children who are below 21 years old. There are no age limits for children with disabilities
- A copy of the bank document that shows the name, identity card number and bank account number
- Board Medical Report – Appendix A to P.P. 10/95
- Approval Letter – Appendix “C-1” to P.P. 10/95
- Acknowledgement on Retirement Due to Health Problem – Appendix n D to P.P. 10/95
- Approval of retirement options:
- Federal civil officer, statutory bodies and local authorities: Approval from JPA
- State civil officer: Approval from State Secretariat Office
Retirement Application Status
Visit the Post Pension Division of the Public Services Department for application status, click here.
Officer Charged with Disciplinary Action or Currently in Jail
A member who has been charged with disciplinary action and has been dismissed from their current position is not eligible for the retirement benefit.
Officer Charged With Disciplinary Action:
An officer who has been charged with disciplinary action or has been dismissed from their current position is not eligible for the retirement benefit.
Officer Currently in Court Proceedings:
If an officer reaches the retirement age while in an ongoing criminal trial or disciplinary proceedings that may result in a conviction or dismissal, the service shall be deemed to have been extended beyond that age and considered as no-pay leave until the result of the case is obtained.
