Online HRA Declaration: House Rent Allowance Declaration Now Online! Know the Step-by-Step Process and Rules

Online HRA Declaration: This is a crucial update for West Bengal government employees regarding their salary components. Submitting the House Rent Allowance (HRA) declaration is mandatory twice a year—specifically in January and July. While this process was traditionally handled manually using paper forms, the state government has streamlined the system, making it digital and hassle-free. As per the Finance Department’s directive, employees can now submit this declaration online directly through the WBIFMS portal from the comfort of their homes or offices.

According to Finance Department Memo No. 3972-F(Y) dated 17.12.2021, the submission can be easily completed using the eSE login of the HRMS module. Here is a comprehensive guide on how to navigate this online process step-by-step.

Process to Submit Online HRA Declaration

The procedure has been designed to be user-friendly. Below are the detailed steps:

1. Login to the Portal:
First, visit the WBIFMS portal and log in using your unique ‘Employee ID’ and ‘Password’.

2. Navigate to the Correct Menu:
Once logged in, go to the ‘My Application’ tab and select the ‘Employee HRA Declaration’ sub-menu. Clicking this will open the relevant declaration form on your screen.

3. Submission Based on Employee Category:
The form submission varies slightly depending on your marital status and your spouse’s employment status. There are three main scenarios:

• For Unmarried Employees: If you are single, the process is the simplest. You do not need to select any radio button options. Just click on the ‘Save & Forward to Approver’ button, and your task is complete.
• For Married Employees (Spouse Not in Service): In this case, you must select the first option which states, “My wife/husband IS NOT IN SERVICE…”. After selecting this, simply click ‘Save & Forward to Approver’.
• For Married Employees (Spouse in Service): If your spouse is employed in a government or government-aided sector, select the second option. You will then be required to enter specific details such as your spouse’s office name, address, current pay, and the amount of HRA they draw. Fill in these details accurately and then click ‘Save & Forward to Approver’.

Upon successful submission, a confirmation message displaying your DDO Code will appear on the screen. You can also download a PDF copy of the application for your records.

Action Required from the Office/DDO End

Once an employee submits the request, it is forwarded to the Drawing and Disbursing Officer (DDO) for approval. The DDO needs to follow these steps:

• Log in to the HRMS module using the DDO credentials and navigate to the ‘Inbox’.
• The pending HRA declarations will be listed there. The DDO can view the details and choose to either ‘Accept’ or ‘Reject’ the application.
• Once the DDO clicks ‘Accept’, the spouse’s HRA details will be automatically updated in the employee’s HRMS profile.

Is the Offline Method Still Available?

While the online mode is the primary and preferred method, provisions for offline submission still exist for exceptional cases. If technical issues prevent online submission, employees can download the prescribed form, fill it out manually, and submit it physically to the DDO’s office.

Click here to Download HRA Declaration form PDF

Adhering to these rules and submitting the declaration on time (January and July) is essential to ensure the uninterrupted disbursement of House Rent Allowance.