Protocol Report

7/31/2019 Protocol Report

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OIL AND GAS DEVELOPMENT COMPANY LIMITED

INTERNAL AUDIT DEPARTMENT

F-8 MARKAS ISLAMAB

1- Lodging / Hotel stay charges Expatriate :- (402310)During audit of the Protocol Section it has been observed. An amount of Rs.1,625,544.38 paid

against lodging / Hotel stay charges of Expatriate, Barrister, Member, Board of Director,Out side

legal counsel, Media person. etc.

Name M.O No Hotel Voucher

No

Date Amount

Barrister. Shahid

Hamid

Serena IBA 4656271 05-2011 Rs.15,500/=

= = 4662366 06-2011 Rs.17,621/=

= 4677318 07-2011 Rs.14,501/=

= 4680350 27-07-11 Rs.22,521/=

= 4680421 02-09-11 Rs.15,521/=

4656277 05-2011 Rs.16,771/=

= Pre continental

Karachi

4644237 03-2011 Rs.12900/=

= = 4644289 03-2011 Rs.16017/=

= = 4642943 03-2011 Rs.12,900/=

= = 4642949 03-2011 Rs.16,017/=

= = 4662378 24-0411 Rs.15,570/=

= = 4663377 06-2011 Rs.13,916/=

= Marriate IBA 4721185 09-01-12 Rs.34,518/=

= Serena IBA 4651813 04-2011 Rs.140501/=

Mr.Kaiser Bangali

Member of Board

E/board /01-

01(134th

) dt-17-

08-11

Serena Hotel

IBA

4686929 Sep-2011 Rs.32,000/=

Mr.Abid Aziz

Shaik

M9CSLD)08/2011 Pre continental

IBA.

4642943 Mar-2-11 Rs.33,031/=

I- Movement order & Approved amount (H.O) control register required.II- Agreement/ Policy letter against Expatriate Required.


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2- Fare charges Expatriate :- (402304)During audit of the Protocol Section it has been observed. An amount of Rs.4,93,680/= paid against

Fare charges of Expatriate during Jan-2011 to March 2012, some instances as under.

Name M.O No Travel Agency. Voucher

No

Date Amount

Mr.Mehmood

AzamAwan.

KM-(LSD)1143/2011/ Travel Valley 4686773 08-09-11 Rs.56,049/=

Mr.Shahid

Hamid

(CLSD)1187/2010 Quality

Aviation

4652840 04-2011 Rs.42,185/=

= ED(F) 5509/10 = 4629580 01-2011 Rs.42183/=

Mr.Gohar Ali PUC/Dy-Registrar

NIRC

Air Pasban 4702854 12-2011 Rs.96,279/=

Mr.Zaka ullah

Khan

PUC/DY-Registrar = = = Rs.96,279/=

Omar Adam

Khan

M(CLSD)1187/2010 Quality

Aviation

4629495 01-2011 Rs.45,483/=

Mr.Mehmood

Azam Awan

M(CLSD)1219/2011 Travel valley 4694793 02-2011 Rs.41,192/=

Mr.Raja Amir

Abbas

- Grays Travel 4714345

4727058

02-2011

04-2011

Rs.26435/=

Rs.45,483/=

Mr.Mehmood

Azam Awan

M(CLSD)190/2011 Quality

Aviation

4642916

4694793

03-211 Rs.36,219/=

Rs.41,192/=

Dr.Kaiser

Bangali

BOARD/01-01 Gerrys Travel 4683096 Sep-2011 Rs.32752/=

I- Movement order & Approved amount (H.O) control register required.II- Agreement/ Policy letter against Expatriate Required.

Domestic Air Ticket Officer:- (402301) Rs.31,936,164.00

During audit of the Protocol Section it has been observed fare charges of Officers during Jan-2011 to

March 2012, it was noted that fare charges has been charge maximum rate some example as under.


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Name M.O No Travel Agency. Voucher

No

Date Amount

Mr.Mehmood

AzamAwan.

KM-(LSD)1143/2011/ Travel Valley 4686773 08-09-11 Rs.56,049/=

Mr.ShahidHamid

(CLSD)1187/2010 QualityAviation

4652840 04-2011 Rs.42,185/=

M.R

OIL & GAS DEVELOPMENT COMPANT LIMITED

INTERNAL AUDIT DEPARTMENT

F-8 MARKAZ ISLAMABAD

SCOP OF AUDIT:-

An internal audit of protocol Section was carried out for the 15 month from Jan-2011 to Mar-

2012. The scope of audit also entailed the review of the soundness and effectiveness of

accounting and internal control as applied Further the audit also included the review and extent

of compliance to the prescribe rules & regulations. The deficiencies observed have also being

highlighted below for remedial measures and improvement in effective internal control system.

Function Of Protocol Section.

Observation:-

Detail of Payments (Actual Versus Budget)

During checking Variances were noted in between the budget allocated and expenditure

incurred. In some Head of account the expenditure booked without budget allocation for the

period from Jan-2011 to March-2012,detail as under

Account Code Head of Account Budget Amount. Rs Actual Balance.

402101 Office

entertainment

Rs.10,822,702.99


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402301 Domestic air ticket Rs.31,31,936,164

402304 Domestic air ticket

Expatriate

402309 Lodging/Hotel stay

charges

Rs.16,413,821.00

402310 Lodging/Hotel staycharges Expatriate Rs.1,625,544.00

402301 Domestic air

ticketing Officer

Rs.31,936,164.00

402304 Domestic air

ticketing Officer Ex

Rs.493,608.00

402103 Meeting/Seminar Rs.5,266,547.00

Wrong Control of Account Head

Entertainment Charges;-

During checking on random check basis it is observed that payments to various venders against

refreshments, launches and office entertainment charges made by protocol section it has been

observed that may sources of payments has been adopted for these payments and different

payments are involved in this one account head.

Expenditure Approval of Meettings

An amount of Rs.37435.00 approved for 123rd meeting of the OGDCL Board of Directors is

schedule to be held on 30-12-2010, Balance amount Rs.10462.00 paid against reimbursement

charges to sr, protocol officer, an other amount Rs.18852.00 approved by GM(Comm) for

meeting draft Sinjhoro GAS with Joint venture partners as request as on 10-01-2011Balance

amount Rs.3352.00 paid to sr, Admin assistant against reimbursement charges An amount of

Rs.13615.00 approved by A.M (admin) for 56th meeting of Human Resources Committee as on

04-Jan,2011balance amount Rs. 3205.00 paid to admin assistant protocol section against

reimbursement of entertainment charges further, An amount of Rs.Rs.13,615.00 voucher No

4631217 invoice No.374 dated-04-01-2011Balance amount approved for 56th Meeting of Human

resources committee of the OGDCL Board of Directors as on 30-12-2010 Balance amount

Rs.3205.00 paid to control register of head office head approval and reimbursement charges

control register required.

Lodging / hotel Stay Charges Officer & Expatriates:-

Account code (402309) Total Expenditure Rs.16,413,821.00

Account code (402310) Total Expenditure Rs.1,625,544.00


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There is practice by protocol Section that Lodging / Hotel Stay Charges is provided in private

hotels in the private hotels in the cities areas where hired rest houses are already available

along with sufficient accommodation for stay of company employees. As frequent Lodging/

Hotel Stay in private hotels is being provided in Islamabad /Rawal Pindi ,Karachi,Multan, ect.it

has been observed that huge amount of Rs.16,413,821.00 and expatriates Rs.1,625,544 was

paid in this regard for the period from Jan-2011 to Mar-2012while rest house facility is already

available in these cities at company level. As per company policy vide Circular No-AAO-108-10

dated-06-07-2005 Hotel will be provided in condition of not availability of OGDCL Rest House,

and PPRTI policy also pertains to allow such stay vide letter No-AAO102-06 dated-22-03-2000

that It has been decided to earmark 06 rooms for officer at OGTI hostel for stay on transfer,

tour, and transit issued with the approval of E.D (Admin). The detail of hired Rest Houses &

Regional Offices, Monthly Expanses where comfortable accommodation is available as under.

Sr.No Name Monthly Rent(RS.) Other

Expenses

01 Officer Transit Camp Karachi 43,686.00

02 Transit Camp Uch gas Field Jacobabad 1,20,000.00

03 Regional Office/ Officer Transit Camp Sukkur 37,000.00

04 Regional Office/Officers Transit Camp Hyderabad 51,000.00

05 Officer transit Camp Sadiqabad 50,000.00

06 Officers Transit Camp Kohat 35,000.00

07 Regional office Kohat 25,000.00

08 Regional Office/Transit Camp Queta 55,000.00

09 OGTI Hostel Islamabad OGDCL

Stay in Hotels beyond the entitelment:-

Hotels charges facility is provided by protocol Section without considering the entitlement of

Officers which is against the Company rules instances noted on random check basis that the

following officer were provided hotel stay beyond the entitlement in four star hotel (M/S.

Islamabad Hotel while these Officer have entitlement for four Star hotel. Reference BPV No-

4663751 Invoice No-70360,70361,70362-dated-22-05-2011 in respect of M/S. Islamabad Hotel

(IBA ) are as under.

r.No Name of Officer


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0

Mr.Anwer Shah DCE(Mech)OG-101445-G

02 Mr.Nasir Mehmood DCE(Mech) OG-

03 Mr.Saleem Nasir DCE (Civil) OG-

04 Mr.Mir Ahmad Khan DCE (Civil)OG-

05 Mr.Riazat Hussain CE (Civil) OG-06 Mr.M.Muaz DEC (Mech) OG-

As per travel and expenses reimbursement policy of the company vide No. Board 01-06(01)

dated-October 30,2007 following categories have been defined entitlement in company

designation hotel. It is noted that Protocol Section is not following the policy in its true sprit.

Recommendation:-


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As per travel and expenses reimbursement Policy of the company vide No-Board 01-06 (1)

dated-October 30-,2007 following categories have been defined for entitlement in Company

designated hotels. EG- 1 to EG-III- Star EG-4 & 5 Four Star and EG-VII to EG-VIII & CEO Five Star

hotel


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