Need Earned Leave Encashment Sanction Copy? Use RTI to Get the Order

RTI is especially useful when the department says the file is pending but does not give a written status.

Common Questions

Can I get my leave encashment sanction order through RTI?

Yes. If the sanction order exists in department records, you can request a certified copy under RTI.

Can I ask how leave encashment amount was calculated?

Yes. You can ask for the calculation sheet, applicable rule, number of earned leave days considered, pay details used for calculation, and deductions if any.

Can a family member file RTI for a deceased employee's leave encashment?

In many cases, the legal heir or authorised family member can seek status and copies relating to service benefits, but the application should explain the relationship and attach appropriate authority where required.

Why This Problem Happens

Earned leave encashment issues often arise after retirement, transfer, death of an employee, delayed service-book verification, audit objections, missing sanction copies, or incomplete pension papers.

RTI helps because leave encashment is usually file-based. The department must maintain sanction orders, calculation sheets, movement notes, and payment records.

How RTI Can Help

RTI can ask for:

• Certified copy of sanction order or letter.
• File status and file movement.
• Calculation sheet.
• Number of earned leave days considered.
• Applicable rule or government order.
• Payment date and bill status.
• Objections raised by accounts/audit, if any.
• Officer or section where the file is pending.

Sample RTI Questions

1. Please provide a certified copy of the earned leave encashment sanction letter/order relating to my service record.
2. Please provide the current status of the leave encashment file.
3. Please provide the file movement details with dates and section/officer names from submission to present status.
4. Please provide the calculation sheet showing number of earned leave days considered, pay details used, gross amount, deductions, and net payable amount.
5. Please provide the rule/government order/circular under which the leave encashment was sanctioned or calculated.
6. Please inform whether any objection was raised by accounts, audit, treasury, or establishment section.
7. If any objection exists, please provide a copy of the objection note and action taken.
8. Please provide payment status, bill number, treasury/reference details, and date of payment if already processed.
9. If payment is pending, please provide the recorded reason for delay and the section where the file is pending.
10. Please provide the name/designation of the officer responsible for processing the file at present.

Likely Public Authority

The RTI usually goes to the PIO of the employee's department, establishment section, accounts section, treasury office, pension office, or public sector employer depending on where the service record is maintained.

Details to Keep Ready

• Employee name
• Department/office
• Designation and employee/service number, if available
• Retirement/date of leaving service, if relevant
• Previous request or application date
• PPO/pension reference, if relevant
• Relationship proof/authorisation if filed by family member

What RTI Can and Cannot Do

RTI can get records and status. It can reveal whether the sanction exists, where the file is pending, and why payment or copy issuance is delayed.

RTI cannot itself sanction payment if the employee is not eligible or if a separate service-rule dispute exists. In such cases, the RTI reply becomes evidence for the next representation, grievance, appeal, or legal step.

When to File First Appeal

File a First Appeal if there is no reply, the department refuses its own service records without reason, calculation sheet is withheld, the reply is vague, or the file status is not given.