Gujarat Fin Dept Karmayogi Portal HRMS Service Book Resolution
Gujarat, Finance Department, Karmayogi Portal, HRMS, Service Book, Resolution
The document details the comprehensive transition guidelines for moving state and panchayat employee service books from physical formats to online digital records on the HRMS Portal under the Karmayogi Portal system.
Document Details:
- Government Department: Government of Gujarat, Finance Department (ગુજરાત સરકાર, નાણા વિભાગ)
- Resolution Number: FD/MSM/e-file/4/2026/1957/CH (ઠરાવ ક્રમાંક)
- Date: October 19, 2026 (૧૯-૧૦-૨૦૨૬)
📄 Core Document Overview
- Department: Government of Gujarat, Finance Department (નાણા વિભાગ)
- Resolution Number: FD/MSM/e-file/4/2026/1957/CH
- Subject: Maintenance of service records for state government and panchayat employees online via the Karmayogi Portal (HRMS).
- Reference Rule: Chapter-4, Rules 37 to 50 of the Gujarat Civil Services (General Conditions of Services) Rules, 2002.
🔑 Critical Guidelines & Deadlines
The resolution outlines 7 main procedural points to implement the digital transition safely:
- Digital Registration Deadline: All service-related records of employees must be managed digitally on the Karmayogi Portal starting January 1, 2027 (01/01/2027).
- Prior Records Verification: For any events or service entries recorded physically before this deadline, verifying officers must ensure they are accurately updated, and employees should self-verify their records.
- Scanning & Formats: Service books must be properly scanned and uploaded to the HRMS portal following specific certificate procedures issued by the General Administration Department (GAD).
- Physical Retention: Even after the online digital service book goes live, the physical service book must be kept securely in the custody of the respective office or head of the department.
- Safe Custody & Transfers: The responsibility for safe custody lies directly with the designated office handling the jurisdiction. Physical books cannot be transferred or moved without official authorization.
- Dispute Resolution: In case of any official query, audit, or discrepancy, the physical service records must be pulled from the records room for verification.
- Employee Duty: Every employee must personally verify the generated PDF of their scanned and uploaded online service records to check for errors.
કર્મયોગી પોર્ટલ ગુજરાત: શિક્ષકો માટે ઓનલાઇન રજા, E-Service Book અને iGOT Training ની સંપૂર્ણ માહિતી
Resolution Rules & Guidelines
1. Implementation Timeline
- Starting April 1, 2027, all service-related record-keeping activities for all employees must be conducted strictly on the Karmayogi Portal.
2. Verifying Past Events
- For all events recorded in the physical service book prior to this implementation date, the verifying authority responsible for maintaining the service book must double-check and ensure accuracy. Employees must also personally verify and confirm these details.
3. Scanning and Digital Onboarding
- The task of scanning physical service books and uploading them to the HRMS (Karmayogi) portal, along with all operations for maintaining online service books from April 1, 2027 onwards, must be carried out by the HRMS cell of the General Administration Department (G.A.D.), following their specific instructions, working methods, and certifications.
4. Custody of Physical Service Books during Transition
- Once the scanning of the physical service book is complete, the officer responsible for its maintenance must take the physical book back into their safe custody. Even after the digital service book becomes active on the online portal, the physical service book must continue to be preserved by the employee’s main/parent office.
5. Safe Custody & Transfer Prohibitions
- The responsibility for preserving the service book lies with the employee under whose jurisdiction the records fall. All physical service books must be kept in safe custody. If an employee is transferred, their physical service book must not be physically transferred or moved.
6. Resolving Discrepancies
- If any query or issue arises regarding the scanned digital service book data, the physical service book must be made available by the record office to resolve the discrepancy.
7. Verification of PDFs
- Every employee is required to personally review and verify the scanned PDF copy of their physical service book on the system.
By order and in the name of the Governor of Gujarat,
(Signed)
(I. D. Chaudhari)
Deputy Secretary
Finance Department
Forwarded Copy Distribution List (Bottom of the Document)
Copy forwarded for information and necessary action to:
- Secretary to the Honorable Governor, Raj Bhavan, Gandhinagar.
- Principal Secretary to the Honorable Chief Minister, Swarnim Sankul-1, Sachivalaya, Gandhinagar.
- Personal Secretaries to all Honorable Ministers / Ministers of State, Sachivalaya, Gandhinagar.
SARVIS BOOK DOKYUMENT DOWNLOD
Karmayogi Portal, scanning and digital transition
The scanning and digital transition instructions require the HRMS cell of the General Administration Department (G.A.D.) to scan all physical service books, upload them to the Karmayogi Portal, and manage all online operations starting April 1, 2027, following their established guidelines and certifications. After the scanning is complete, the responsible officer must take the physical books back into safe custody, ensuring they remain permanently preserved at the employee’s main office to serve as the definitive reference if any digital discrepancies or data queries arise.
Would you like me to clarify the responsibilities of the employee during this process, or do you need the details of the government resolution numbers associated with these steps? Let me know how you want to proceed.
Employee Verification Steps, Karmayogi Portal
- Past Events: Employees must personally verify and confirm the accuracy of all historical service events recorded in their physical service book prior to the portal launch.
- Scanned PDFs: Every employee is strictly required to log into the system to review and verify the final scanned PDF copy of their service book for correctness.
Transfer Rules for Physical Books
- Safe Custody: The physical service books must remain under the strict jurisdiction and safe custody of the employee’s main or parent office, even after the digital version goes live.
- Transfer Prohibition: If an employee is transferred to a different department or location, their physical service book must not be physically transferred or moved from that main office.
effective date
| Event | Effective Date |
|---|---|
| Document Approval & Issue Date | October 19, 2026 |
| Mandatory Online Transition (Deadline) | April 1, 2027 |
| Stakeholder | Key Responsibility |
|---|---|
| HRMS Cell (G.A.D.) | Scans physical books, uploads files, and manages online portal operations. |
| Verifying Authority | Verifies accuracy of past events and ensures safe custody of physical records. |
| Individual Employee | Double-checks old entry records and verifies the final uploaded system PDF. |
IMPORTANT LETER DOWNLOD PDF
Gujrat Saral School 🌐📚
ગુજરાતી શિક્ષણ સામગ્રી, નિબંધ, પ્રશ્નપત્ર, માર્કશીટ અને શિક્ષણ અપડેટ્સ માટેની સરળ વેબસાઈટ. ✨
🔹 અભ્યાસ સામગ્રી
🔹 શિક્ષક ઉપયોગી માહિતી
