SAINIK BOARD Registration for Ex-Servicemen in Pune

1.      There are a lot of questions and lack of information about the process of registration of Ex-Servicemen (ESM) with the Zilla Sainik Board at Pune. In this post I explain the following:
•    Why you need to register.
•    The documents you should keep ready before visiting the website.
•    The procedure for registering on the KSB site (Kendriya Sainik Board) 
•    The procedure for registering on the ZSB website (Zilla Sainik Board)
•    The procedure for returning the Identity Card of deceased ESM or Widows
•    The process flow for obtaining the waiver on the PMC property tax. 

2.    Recently the Department of Ex-Servicemen Welfare has notified that all ESM need to enroll online at the KSB website. Note that this is mandatory even if you have registered earlier. I had registered in 2009, but had to go through the online process again. The next step is to register on the state ZSB website. This is required for availing of any benefits from the ZSB like purchase of a car from the canteen, certificates for children's admission, Property Tax benefits etc. For Maharashtra use this link to the ZSB website. The process, although simple enough has its own set of challenges. I have written this blog to try and help make the process smoother, simpler and faster.

3.      An email address and Aadhaar enabled mobile number is a must for registration.

4.     You need to have some scanned documents ready on your desktop Some Naval officers do not have the 'passport-type' of Certificate of Service, and must apply to the respective Service HQ to get this done. The following scans are required in pdf or jpg.
File size is minimum 200 kb, and maximum is 10mb, however it is better to restrict the file size to about 250 – 300 kb except some documents like the Discharge book / Service extract that have multiple pages. 
·    Photograph (identity card type with blue background for ZSB) 
·    Masked Aadhaar (can be saved as a screenshot of the downloaded document from a PC). You should upload the Masked Aadhaar as it is, because the file is password protected
·    PAN Card
·    Discharge book/ Certificate of service in booklet form, scanned and put into one file.
·    Documents regarding Gallantry Awards if applicable
·    PPO with wife’s name and date of birth (SPARSH PPO is good). 
·   Pension passbook first page (if available else pdf or screenshot of the statement page showing bank details). 
·    ECHS card (front only)
·    ESM identity card if already issued by ZSB 
·  School leaving certificate from a School located in Maharashtra OR Domicile certificate in Maharashtra for 15 years after retirement (Needed to apply for benefits for Maharashtra domiciled ESM). This rule is not specific to Maharashtra, but each state has the same rules – don’t blame the Maharashtra Sainik Board for this!!
·     Additionally, in case of widow’s registration,   the death certificate of the pensioner.

5.   First visit the KSB website. The process is fairly straightforward. The login ID will be your email address, and you have to set a password. (Keep the password for your email and the password to the KSB website different for security reasons). After completing the registration with all details filled in, download the pdf document that is generated.  The download pdf has to be printed, signed and taken with you when you visit the ZSB. Enter the dependent details here also since you will require an identity card for them too. For ESM, the printed form will show the ESM's face on page 1. There are two sets of documents, therefore.

6.  Once this is done, visit the ZSB website and choose the option for ESM (Select "widow" if that is applicable, and in this case the widow's face will show on the form). (Pro-tip sometimes the OTP takes a long time, and you might need to try multiple times. Go straight down to the ‘Generate OTP’ box and validate the mobile number. Once validated, then you can start entering the other details from the top like name, service details etc). The website generates a two-page pdf that you need to download and print. Subsequent log in is by an OTP on your mobile number. 

7. Carry the three printouts, the originals and a photocopy of all the documents that you have submitted online, and visit the Zilla Sainik Welfare Office on the 4th floor of the New Administrative Building  https://maps.app.goo.gl/PTHVfvU4oKvR53gE9

8.  There is a working lift to the 4th floor (the extreme right side lift does not go to the 4th floor). At one of the two windows at the Sainik Board, you need to verify the copies with the originals. 

9.  For the ESM (and dependent) identity card, the photo has to be stamp sized with a blue background. For widow's ID card, it is a red background. See later on in this blog for some points regarding widow registration.

10. Once you emerge victorious from the visit, you have to wait until your identity card is ready. This confirmation is on email / SMS. It took just three days for me. After this is done, you can apply to claim the PMC Property Tax exemption (as per eligibility). Issue of the ESM / Widow ID card is only after verification. Applying for property tax exemption application will be permitted after collecting the card.

11. Property Tax process. Carry a printout of your property tax bill which looks like this. At the ZSB you have to purchase two forms from the counter and fill them in. Carry loose change, about 5 to 10 rupees.  There is one pink application form on which the ZSWO signs and returns to you for submission to the PMC (a sample is here, but you need the original). The white form is actually your application to the ZSWO for the exemption, and you can see it here if you like, but they will give you the whole set so don’t print it- the forms are updated from time to time. I have provided links to both, so you have an idea of what information is required. Take a photocopy or scan of the pink form once signed by the ZSWO for your record. 

12. Before visiting the PMC for exemption, check this form to see the information required. There are updated forms available at the PMC. Carry the following to the PMC Office:-
•    The Pink Form signed by the ZSWO.
•    A photograph of the claimant to be pasted on the form.
•    Copy of the PPO.
•    Copy of the Service book, to include the page where Sainik Board endorsement. So take a fresh photocopy after the endorsement of your application for property tax rebate is made.
•    Copy of your Property Tax bill.
•    As always, never forget to carry copies of your Aadhaar and PAN to any government office !!!
Take a photocopy of the form and get acknowledgement at PMC. If not possible, then take a scan / photo of the submitted form with the PMC stamp.

You should visit Room No 18 on the ground floor, next to the ATM. If you enter from the main gate, the ATM / room is located on your right as you enter the central lobby. The person will check your documents, and ask you to submit the forms at the registry.  The process takes some time, but if everything is okay, your next property tax bill will reflect the changes. I was asked not to pay the bill generated in April, since the rebate will get factored in once your application is processed.

13.  Widow registration. During registration in the KSB, select the option for Widow. The online form that is download will have the widow's photograph on it, instead of the pensioner's photograph. In order to get a widow’s identity card you have to return the ESM I card. For this, fill out a form and submit the deceased ESM's identity card at the ZSB. Download and print and fill out the form located here. For widow’s application, the stamp sized photo (2cm x 2.5 cm) is with RED background. This form is not needed if you are registering as widow and want and ID card directly. This means, if you select ‘Widow’ in the registration, the form is not needed. If you are applying afterwords, then two photos are needed (one on the form and one for the card).

14. Dependent identity cards. There is a form you need to print and fill out. Stamp size photos are in blue background. You could download a copy from here. You need to carry two photos, one on the form and one for the card. The dependent or widow's name will be entered on the ID card exactly as it is in the PPO. Any corrections must be taken up with the Service HQ. 

15. Timeline for issue of the ID cards. On the first visit, the application is scrutinised at the counter, and you will be given back one form with a number written on it. Keep this safely. At this time, the ESM / Widow is not required in person in cases like difficulty in going outdoors due to health, and the form can be submitted by a relative too. You will get an email from the Sainik Board that the card is ready / application is approved. Keep checking your spam folder too. The card has to be collected in person, because a thumb impression is needed. Carry your Service Certificate  / discharge book in original for this, and also for the property tax exemption application. The staff are quite efficient and the pink form is usually returned to you duly signed the same day.

16.  Other facilities like admission certificates etc. 
•    Information on other services / facilities for ex-servicemen are put up on the notice board at the ZSB Office. This includes monetary awards, scholarships etc.
•    I have not gone through the process for other applications like scholarships, ESM certificates for children recently, hence, I cannot help in that aspect. 

17. Sewa Centre. In the adjoining building within walking distance right behind the ZSB office there are a few ESM owned and privately run Seva Centres that can help with all the paperwork/ photocopies and they seem to be able to handle a lot of services like application for Canteen cards, ECHS cards, education and others. Paid parking is available there.

18. In case there is a delay of more than a year after moving to Pune,  you will be asked to submit a form stating that you have not applied at any other Sainik Board. Similarly, if you are moving your registration from a different state to Maharashtra, then you need to get the paperwork for 'porting out' from the earlier place of stay.

19. Transfer in from other ZSBs within Maharashtra or from other states. When moving to Pune (or for that matter from any ZSB to another), submit your ID card, get a surrender certificate mentioning the reason being a transfer to say Pune. If you have taken property tax exemption at that location, you have to get that cancelled, NOC issued. Now repeat the process of registering at the KSB and new ZSB including printout of the forms etc. Take all these to the new place of residence and submit them for issue of the new ID card. It has been informed that the domicile requirements are for the state, so if you are shifting to Pune with a domicile of another city in Maharashtra, then you will remain eligible for the Property Tax exemption.

I hope this helps to some extent in visiting the office, and being prepared so as to avoid making multiple trips. 

Do comment, and also update in the comments section if you have any experience that I can add here to help others. I frequently update the blog based on feedback. A sign-in is not required to post a comment.
 
Jai Hind!