EPFO APAR 2024-25 Through SPARROW System: Revised Timelines & Complete Guidelines
⚠️ Important Notice
This article is based on EPFO Circular No. HRD-II/65/2025/APAR/2024-25 dated 06 November 2025. Please note that:
- This is a simplified explanation of EPFO guidelines for government employees
- Timelines mentioned are the revised dates effective from November 2025
- For official, authoritative information, always refer to the original EPFO circular
- Neither the author nor the website assumes responsibility for any misinterpretation or consequences arising from this content
- Always verify with your APAR Custodian or HR department before taking any action
Introduction
On 6th November 2025, the EPFO (Employees Provident Fund Organisation) issued a critical circular regarding the revised timelines for Annual Performance Assessment Report (APAR) for the year 2024-25 through the SPARROW system.
Since this is the first year of SPARROW implementation, and many EPFO officials are facing technical difficulties, the Competent Authority has graciously extended the deadlines for completing various APAR activities.
If you're an EPFO employee or working in the Ministry of Labour & Employment, this guide will help you understand all the revised timelines and requirements.
What is SPARROW?
SPARROW stands for the new online portal system used by EPFO for filing and tracking Annual Performance Assessment Reports (APAR). It's the digital replacement for manual APAR submission processes, providing a streamlined, transparent workflow for performance evaluation.
Why Was SPARROW Introduced?
- Transparency: Both the employee and management can track APAR status in real-time
- Efficiency: Eliminates delays caused by manual document handling
- Digital Records: All APARs are securely stored in the system with automatic backup
- Accountability: Clear timestamps show when each authority completed their actions
- Accessibility: Can be accessed from anywhere with internet and appropriate credentials
Understanding the APAR Process Through SPARROW
The APAR process involves multiple levels of authorities, and each has specific timelines within which they must complete their actions. Here's how it works:
1. Employee (Officer Reported Upon)
The official whose performance is being assessed. They fill in their self-appraisal and submit it to their Reporting Officer.
2. Reporting Officer (RO)
Usually your immediate supervisor or department head. They assess your performance based on work done during the year and submit the report to the Reviewing Officer.
3. Reviewing Officer (ReO)
A senior authority (one level above the RO) who reviews the RO's assessment and makes the final APAR decision.
4. Competent Authority
The final decision-maker (same level as Competent Authority 2 in the system). They dispose of any representations/appeals filed by the employee.
5. APAR Custodian
Your department's APAR administrator. They coordinate between all parties and ensure deadlines are met.
📋 Revised Timeline for APAR 2024-25 (November to January 2026)
Here are the new revised dates for completing all APAR activities. These timelines are effective from the EPFO circular dated 6th November 2025.
| S. No. | Activity / Action | Auto-Forward Date (if not completed) | Deadline to Complete |
|---|---|---|---|
| 1 | Mapping of Reporting and Reviewing Officers | — | 8th November, 2025 |
| 2 | Submission of resume/self-appraisal by the officer to the Reporting Officer | 13th November, 2025 | 12th November, 2025 |
| 3 | Submission of report by Reporting Officer to Reviewing Officer | 20th November, 2025 | 19th November, 2025 |
| 4 | APAR to be completed by Reviewing Officer and sent to Administration/CR Section | 27th November, 2025 | 26th November, 2025 |
| 5 | Disclosure of APAR to the officer reported upon | — | 30th November, 2025 |
| 6 | Submission of representation (if any) by the officer reported upon | — | 15th December, 2025 (within 15 days from disclosure) |
| 7 | Forwarding of representation by APAR Custodian to Competent Authority | — | 22nd December, 2025 |
| 8 | Disposal of representation by Competent Authority and forwarding to APAR Custodian | — | 21st January, 2026 |
| 9 | Communication of Competent Authority's decision to the officer by APAR Custodian | — | Within 10 days from finalization |
| 10 | End of APAR process (APAR taken on record) | — | 31st January, 2026 |
Important Guidelines for SPARROW Access & Usage
⚠️ What NOT To Do (Common Mistakes)
- DO NOT wait till the last day to access SPARROW and then report technical issues
- DO NOT send emails directly to HRD-II at Head Office with technical complaints
- DO NOT bypass your APAR Custodian when facing issues
- DO NOT ignore auto-forward dates thinking you have more time
✅ Proper Process for Resolving SPARROW Issues
Follow These Steps if You Face Technical Issues:
- Contact your APAR Custodian or EMO Administrator immediately (don't wait)
- Follow all guidelines mentioned in the email dated 18.09.2025
- Document all troubleshooting steps you've taken
- If the problem persists, raise the issue to HRD-II, HO through your APAR Custodian only
- Mention all steps taken in the email to HRD-II
- Only technical issues (errors, system crashes) should be escalated. Administrative corrections (missing user, wrong designation) should be handled by EMD Administrator
How to Track Your APAR Status on SPARROW
Step-by-Step Guide to Track Your APAR:
- Login to SPARROW portal with your credentials
- Go to "User Assistance" menu (available on the left side of SPARROW homepage)
- Click on "Track Your PAR"
- Select the Assessment Year (2024-25)
- Click "Search"
- Click on your APAR ID
- See the current level where your APAR is parked (with Reporting Officer, Reviewing Officer, etc.)
Understanding Auto-Forward Dates
The SPARROW system has built-in automatic forwarding functionality. Here's what it means:
If an authority does NOT complete their action by the "Deadline to Complete" date, the APAR will automatically move to the next level on the "Auto-Forward Date".
For example:
- If the Reporting Officer doesn't submit the report by 19th November, 2025, the system will automatically forward it to the Reviewing Officer on 20th November, 2025
- This ensures no APAR gets stuck at any stage and the entire process moves forward
PIMS & EMD Administrator Access (For Technical Issues)
What is PIMS?
PIMS (Personnel Information Management System) is a separate system that stores user data for SPARROW. EMD Administrators (usually from HR/Admin departments) use PIMS to:
- Create missing user accounts
- Update user designations
- Correct place of posting information
- Fix login ID issues
Important: Common SPARROW Issues & Solutions
| Problem | Cause | Solution |
|---|---|---|
| Missing user on SPARROW | User not created in PIMS | Contact EMD Administrator to create the user account |
| "USER NOT AUTHORIZED TO ACCESS THE SERVICE" error | User doesn't exist OR Login ID is incorrect | EMD Administrator creates user or corrects Login ID in SPARROW to match KAVACH Login ID |
| Wrong designation or place of posting showing | Incorrect data in PIMS | EMD Administrator updates the profile in PIMS |
| Changes not reflecting after 1 hour | Synchronization lag between PIMS and SPARROW | Wait for 1 hour as there's a normal sync lag. Refresh the page after waiting |
Key Points Every EPFO Employee Should Remember
- ✅ Self-appraisal submission: By 12th November, 2025
- ✅ APAR disclosure to you: By 30th November, 2025
- ✅ Your representation deadline: 15th December, 2025 (15 days from disclosure)
- ✅ Final decision deadline: 21st January, 2026
- ✅ Complete process ends: 31st January, 2026
- ✅ Auto-forward happens if deadline missed (you'll be notified)
- ✅ Always approach APAR Custodian for help, not HO directly
- ✅ Track your status using "Track Your PAR" option
Who Should Read This?
This circular applies to:
- All Additional CPFCs (Contribution Provident Fund Commissioners) at HQ and Zones
- All Directors (PDNASS - Priyadarshini Devi National Institute of Social Security)
- All RPFCs (Regional Provident Fund Commissioners)
- All Regional Office In-Charge officers
- All Assistant Section Directors (ASD)
- All Department Heads and HR staff involved in APAR administration
- All EPFO employees undergoing APAR assessment for 2024-25
Final Summary
In Short: The EPFO has graciously extended the APAR deadlines for 2024-25 because SPARROW is new and officials were facing difficulties. The key is to:
- Act early, don't wait till the last day
- Report issues immediately to your APAR Custodian
- Follow proper channels (APAR Custodian → HRD-II, not direct emails to HO)
- Mark all critical dates on your calendar
- Track your APAR regularly using the tracking feature
- Submit your representation within 15 days if you disagree with the assessment
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