Railway Accounts Process Manuals

Document No: FX/FE January 01, 2009

FINANCE SECTION

PROCESS MANUAL

Office of Sr. DIVISIONAL FINANCE MANAGER WEST CENTRAL RAILWAY, BHOPALTelefax: : 0755-2457138 Railway Phone : 5064 E-mail : [email protected] By (JITENDRA SAXENA) SSO/FX CO-ordinated by (D.N.DWIVEDI) SSO/ISO Reviewed By (B.K.SEN) DFM Approved by (HIRA BALLABH) SR.DFM

SR.DFMS Office, West Central Railway, Bhopal

Process Manual

CONTENTSChapter No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Abbreviations Canons of Financial Property Introduction Source and References Scope of Work Section Procedure Activity/Responsibility Chart Monthly Reporting Sheet Responsibility Code Allocation Sheet Organization Chart Measurable Parameter List Of Record Section Flow Chart Changes to Manual Title Review No/Date 00 01/01/0901/01/09 01/01/09 01/01/09 01/01/09 01/01/09 01/01/09 01/01/09 01/01/09 01/01/09 01/01/09 01/01/09 01/01/09 01/01/09

01

02

No. of Pages 02 01 01 01 01 24 01 01 01 01 01 01 03 01

SR.DFMs Office, West Central Railway, Bhopal

Process Manual

ABBREVIATIONSS.No. Term Expansion

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25.

AA AAC AGM CRRM D&G Charges DA DFM DPWP/DWP DRM FA&CAO FSC Charges GB GM GMT HQ IRPWM IRS LAR M&P NIT NS Item OOT PAC PB PH

Accounts Assistant Average Annual Consumption Additional General Manager Credit for Released Material Direct and General Charges Dearness Allowance Divisional Finance Manager Divisional Preliminary Works Program Divisional Railway Manager Finance Advisor and Chief Accounts Officer Foreign Service Contribution Charges Green Book General Manager Gross Metric Tonne Headquarter Indian Railway P.way Manual Indian Railway Specification Last Accepted Rate Machinery And Plant Notification for Invitation of Tender Non Scheduled Item Out Of Turn Propriety Article Certificate Pink Book Plan Head

FX /FE Section:

chapter 1 Page 1 of 2

Rev:00

01.01.09

Approved by _______________


Process Manual

26. 27. 28. 29. 30. 31. 32. 33. 34.

PWP RSP SOPGEN SOR SR.DEN (CO.) SR.DFM SSO TC TCP

Preliminary Works Program Rolling Stock Program Schedule of Power Schedule Of Rate Senior Divisional Engineer( Co Ordination) Senior Divisional Finance Manager Senior Section Officer Tender Committee Tender Committee Proceedings (General)

FX /FE Section:

chapter 1 Page 2 of 2

Rev:00

01.01.09

Approved by _______________

SR.DFM'S OFFICE , WEST CENTRAL RAILWAY BHOPAL

Process Manual

MONTHLY REPORT (Finance & FE Section) SEC: FXMonth: Monthly Processed Status S. No. Activity Target Period of Clearing Total Recd1 2 3 4

Processed In Time

Processed not in time

Remarks, if any

FX PROPOSAL FE PROPOSAL TENDER FILES INDENT

SSO - FINANCE/FE (Name & Seal)

SR.DFM (Name & Seal)

FX SECTION CHAPTER 10 REV 00

01.01.09 PAGE 1 OF 1

APPROVED BY____________


Process Manual

MEASURABLE PARAMETERS

TARGETS fixed for various activities FX & FE section.

SR.NO

ACTIVITY

TARGET PERIOD FOR CLEARANCE

1

Scrutiny of all nature Fx and FE proposals/Indents for (Stock and Non Stock items)

7 Working Days for FX proposals/indent 10 working Days for FE proposals

2

Brief

Notes

and

Comparative

4 Working Days

Statement 3 Vetting of Contract Agreement 3 Working Days

IMPORTANT NOTE: It is to be ensured by the concerned section in charge that the updating of system is take place within barest minimum time and any revision, on account of new rule/instruction from Rly Bd/ HQs warrants revision of process manual, is taken place within one week of receipt of letter. However, to ensue the task On EVERY 1ST DAY OF THE MONTH THE SECTIN INCHARGE WILL REVIEW THE SYSTEM AND ENSURE THAT ALL UPDATION /REVISION DURING THE MONTH ARE TAKEN PLACE.

____________________________________________________________________________________ FX Section chapter 11 Page 1 of 1 Rev:00 01.01.09 Approved By____________

SR.DFM's Office West Central Railway Bhopal

LIST OF RECORDS

Process Manual

Sr. No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

RECORD NAMETENDER BRIEF NOTE REGISTER REQUISTION VETTING REGISTER CONTRACT VETTING REGISTER

FORMAT RECORD RETENTIO No. , RECORD No. COSTODIAN N PERIOD If any. WCR/Acs/BPL/FIN/BRIEF NOTE REGISTER NA SO 5 YEAR WCR/Acs/BPL/FIN/REQUISTION VETTING REGISTER NA AA 3 YEAR WCR/Acs/BPL/FIN/CONTRACT VETTING REGISTER NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR 10 YEAR

DWP PROPOSAL & ESTIMATE VETTING WCR/Acs/BPL/FIN/DWP PROPOSAL & ESTT REGISTER VETTING REGISTER WORKS PROPOSAL VETTING REGISTER WCR/Acs/BPL/FIN/WORKS PROPOSAL VETTING REGISTER W.P.ESTIMATE VETTING REGISTER WCR/Acs/BPL/FIN/W.P.ESTIMATE VETTING REGISTER REVENUE ESTIMATE VETTING WCR/Acs/BPL/FIN/REVENUE ESTIMATE VETTING REGISTER REGISTER SAVING REGISTER WCR/Acs/BPL/FIN/SAVING REGISTER CEILING LIMIT REGISTER WCR/Acs/BPL/FIN/CEILING LIMIT REGISTER POLICY FILE ON FE MATTER WCR/Acs/BPL/FIN/POLICY/FE POLICY FILE ON MISC.MATTER WCR/Acs/BPL/FIN/POLICY/MISC. POLICY FILE ON SOPGEN WCR/Acs/BPL/FIN/POLICY/SOPGEN POLICY FILE ON WORKS PROGRAMME WCR/Acs/BPL/FIN/POLICY/W.P. POLICY FILE ON FURNITURE WCR/Acs/BPL/FIN/POLICY/FURNITURE POLICY FILE ON MEDICAL MATTERS WCR/Acs/BPL/FIN/POLICY/MEDICAL MATTER POLICY FILE ON S&T & IT WCR/Acs/BPL/FIN/POLICY/S7T IT POLICY FILE ON ESTIMATE WCR/Acs/BPL/FIN/POLICY/ESTIMATE POLICY FILE ON VEHICLES WCR/Acs/BPL/FIN/POLICY/VEHICLES POLICY FILE ON MISC.MATTER WCR/Acs/BPL/FIN/POLICY/ POLICY FILE ON NOMINATION OF T.C. WCR/Acs/BPL/FIN/POLICY/TENDER COMMITTEE POLICY FILE ON COMMERCIAL MATTER WCR/Acs/BPL/FIN/POLICY/COMMERCIAL MATTERS POLICY FILE ON DELEGATION OF WCR/Acs/BPL/FIN/POLICY/D.O.P. POWER POLICY FILE ON CONTRACT & TENDER WCR/Acs/BPL/FIN/POLICY/CONTRACT & TENDER POLICY FILE ON AMC POLICY FILE ON ELECTRICAL MATTER WCR/Acs/BPL/FIN/POLICY/AMC WCR/Acs/BPL/FIN/POLICY/ELECTRICAL

fx section chapter 12 page 1 of 3

11-11-09 REV:01

APPROVED BY_____

SR.DFM's Office West Central Railway BhopalSr. No. 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 RECORD NAME POLICY FILE ON MECHANICAL MATTER POLICY FILE ON TAXES, LABOUR RATE PROPOSAL RECEIPT & DESPATCH (AU 6) REGISTER FOR CLERK B-1 PROPOSAL RECEIPT & DESPATCH (AU 6) REGISTER FOR CLERK B-2 PROPOSAL RECEIPT & DESPATCH (AU 6) REGISTER FOR CLERK B-3 PROPOSAL RECEIPT & DESPATCH (AU 6) REGISTER FOR CLERK B-4 PROPOSAL RECEIPT & DESPATCH (AU 6) REGISTER FOR CLERK B-5 CORRESPONDENCE FILE OF ENGG (SOUTH SECTION),BPL CORRESPONDENCE FILE OF ELECTRICAL (TRS) , ITARSI CORRESPONDENCE FILE OF MECHENICAL BRANCH, BHOPAL. CORRESPONDENCE FILE OF XEN (BRIDGE), BHOPAL CORRESPONDENCE FILE OF ENGG (NORTH SECTION),BHOPAL CORRESPONDENCE FILE OF Sr. DEN (Co), BHOPAL. CORRESPONDENCE FILE OF ENGG (CENTRAL SECTION), BPL. CORRESPONDENCE FILE OF COMMERCIAL DEPARTMENT. CORRESPONDENCE FILE OF PERSONNEL & MISC DEPARTMENTS. CORRESPONDENCE FILE OF FINANCE ESTABLISHMENT MATTERS. CORRESPONDENCE FILE OF MEDICAL DEPARTMENT. CORRESPONDENCE FILE OF RRB, BHOPAL.

LIST OF RECORDSRECORD No. FORMAT No. , If any. NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA

Process ManualRECORD COSTODIAN AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA AA RETENTION PERIOD 10 YEAR 10 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR

WCR/Acs/BPL/FIN/POLICY/MECHANICAL WCR/Acs/BPL/FIN/POLICY/TAXES,LABOUR WCR/Acs/BPL/FIN/PROPOSAL REC/DES/B-1 WCR/Acs/BPL/FIN/PROPOSAL REC/DES/B-2 WCR/Acs/BPL/FIN/PROPOSAL REC/DES/B-3 WCR/Acs/BPL/FIN/PROPOSAL REC/DES/B-4 WCR/Acs/BPL/FIN/PROPOSAL REC/DES/B-5 WCR/Acs/BPL/FIN/CORRES/DEN/S WCR/Acs/BPL/FIN/CORRES/TRS WCR/Acs/BPL/FIN/CORRES/SR.DME/BPL WCR/Acs/BPL/FIN/CORRES/BRIDGE WCR/Acs/BPL/FIN/CORRES/SR.DEN(N) WCR/Acs/BPL/FIN/CORRES/SR.DEN(CO) WCR/Acs/BPL/FIN/CORRES/DEN (C ) WCR/Acs/BPL/FIN/CORRES/COMMERCIAL WCR/Acs/BPL/FIN/CORRES/PERSONNEL & MISC. WCR/Acs/BPL/FIN/CORRES/FE WCR/Acs/BPL/FIN/CORRES/MEDICAL WCR/Acs/BPL/FIN/CORRES/RRB


11-11-09 REV:01

APPROVED BY_____

SR.DFM's Office West Central Railway BhopalSr. No. RECORD NAME

LIST OF RECORDSRECORD No. FORMAT No. , If any.

Process ManualRECORD COSTODIAN RETENTION PERIOD

45 46 47 48 49 50 51 52 53 54 55 56 57 58

CORRESPONDENCE FILE OF ELECT(General), DEPARTMENT. CORRESPONDENCE FILE OF OPERATING DEPARTMENT. CORRESPONDENCE FILE OF SAFETY DEPARTMENT. CORRESPONDENCE FILE OF ELECTRICAL (TRO), BPL DEPTT. CORRESPONDENCE FILE OF MECHENICAL (DIESEL), ITARSI. CORRESPONDENCE FILE OF S&T DEPARTMENT. CORRESPONDENCE FILE OF XEN(MD), BHOPAL. CORRESPONDENCE FILE OF RPF DEPARTMENT. CORRESPONDENCE FILE OF TRACK MACHINE DEPARTMENT. CORRESPONDENCE FILE OF TRD DEPARTMENT. CORRESPONDENCE FILE OF STORES DEPARTMENT. CORRESPONDENCE FILE OF XBR(PROPOSAL) FILE CONTAINING T.C. / B.N. OF VETTED AGREEMENT TEN DAYS POSITION FILE

WCR/Acs/BPL/FIN/CORRES/ELEC(G) WCR/Acs/BPL/FIN/CORRES/OPTG WCR/Acs/BPL/FIN/CORRES/SAFETY WCR/Acs/BPL/FIN/CORRES/TRP WCR/Acs/BPL/FIN/CORRES/SR.DME(D)/ET WCR/Acs/BPL/FIN/CORRES/S&T WCR/Acs/BPL/FIN/CORRES/XEN(MD) WCR/Acs/BPL/FIN/CORRES/RPF WCR/Acs/BPL/FIN/CORRES/T.M. WCR/Acs/BPL/FIN/CORRES/TRD WCR/Acs/BPL/FIN/CORRES/STORES WCR/Acs/BPL/FIN/CORRES/XBR PROP WCR/Acs/BPL/FIN/AGREEMENT WCR/Acs/BPL/FIN/10 DAYS POSITION

NA NA NA NA NA NA NA NA NA NA NA NA NA NA

AA AA AA AA AA AA AA AA AA AA AA AA AA AA

3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR 3 YEAR


11-11-09 REV:01

APPROVED BY_____


Process Manual

Finance Proposal : Process Flow ChartReceipt of Proposal

Inward number allotted

Putting up office notes/ letters for concurrence by A.A.

Return for clarifications

Verification by respective SSO

Verification by respective SSO

Perusal by SR.DFM/DFM Approval of SR.DF/DFM

Dispatch to Respective Unit

For Sr.DFMs approval

1 copy O/c copy 2nd copy- Executive 3rd copy-XII section

st

Dispatch to respective Unit.

END

__________________________________________________________________________________________ FX Section CHAPTER 13 Page 1 of 3 Rev:00 01.01.09 Approved by _______________


Process Manual

Finance Section : Brief Note Process Flow Chart

Receipt of Brief Note form Executive for Vetting

Inward No. allotted on the date of Receipt

Check of Brief Note with Tender file by respective SSO

Giving his remarks on Brief Note for the perusal of T.C.

Return to Executive for onward submission to T.C.

END

__________________________________________________________________________________________ FX Section CHAPTER 13 Page 2 of 3 Rev:00 01.01.09 Approved by _______________

Sr.DFM's OFFICE, West Central Railway, Bhopal

Process Manual

Proposal Cases/ Variation proposal: Flow ChartReceipt of FX , FE Proposal / Variation Proposal

Entry in the Proposal register

Scrutinity of Proposals

Vetting/ Concurring or Seeking Clarification

Put up to DFM/SR.DFM for Persual/ Approval

Return to Deptt.

END

FX SECTION CHAPTER 13 REV :00 PAGE 3 OF 3 01.01.09

Approveed By________


Process Manual

CHANGES TO PROCESS MANUALAmend ment No. 01 Date Section Particulars of Amendment New Rev No.

11-11-09

Chapter 12

List of Record

01

FX SECTION CHAPTER 15

Rev:01

11.11.09

Approved by ________________


Process Manual


Rev:01

11.11.09

Approved by ________________

Sr.DFMs Office, West Central Railway, Bhopal

Process Manual

Standards of financial proprietyThese rules also known as Canon of Financial Propriety are the guiding principals to be followed while incurring any expenditure from the Public Fund. Therefore, due regard must be paid to these golden principals as given below: (1) The expenditure should not prima facie be more than the occasion demands, and that every Government servant should exercise the same vigilance in respect of expenditure incurred from public moneys as a person of ordinary prudence would exercise in respect of the expenditure of his own money. (2) No authority should exercise its powers of sanctioning expenditure to pass an order, which will be directly or indirectly to its own advantage. (3) Public money should not be utilized for the benefit of a particular person or section of the community unless (I) (II) (III) (4 ) The amount of expenditure involved is insignificant; or A claim for the amount could be enforced in a court of law; or The expenditure is in pursuance of a recognized policy or custom.

The amount of allowances, such as traveling allowances, granted to meet expenditure of a particular type, should be so regulated that the allowances are not on the whole sources of profit to the recipient. ( 116 FI )

________________________________________________________________________________________FX Section: CHAPTER 2 Rev 00 Page 1 of 1 01.01.09 Approved By______________


Process Manual

INTRODUCTION: Finance Section is one of the most important branches of the Accounts Department. The Finance Branch advises the Administration on all matters wherein Railway finances are involved whether for projects or for day-to-day expenditure. This branch scrutinizes all proposals for expenditure from the point of view of financial prudence. Finance Branch does not merely comment on the proposals but goes into all aspects of the proposal including advice for alternative means of performance in an economical and efficient results. Finance Branchs advice is of vital importance as it represents the view of the case from the financial angle. A review of the proposed scheme of the Executive brings to light important points, which sometimes changes the scheme entirely to a new course. The check exercised by Finance ensures that no unnecessary/avoidable expenditure is incurred and the projects undertaken by the executives are financially viable and will achieve the benefits envisaged in the scheme. In the process of scrutiny of a proposal finance section may go into the questions like what, why, how, where, when, whom, available alternatives, history,

justifiability and so on.

____________________________________________________________________________ FX Section: chapter 3 Page 1 of 1 Rev:00 01.01.09 Approved by _______________

Sr.DFMs Office , West Central Railway, Bhopal Sources and References:

Process Manual

All the Railway Codes and Manuals have Presidential sanction, therefore; any violation of these provisions would be treated as an irregularity. The circulars issued by Railway Board are extension of codal provisions and they bear the same sanctity. In addition to the above documents, there are Manuals, which are issued on particular subject by Zonal Headquarters with the approval of FA&CAO. Some of the specific instructions contained in these manuals may vary from Zone to Zone. The difference between Codes and Manuals is that the codes give rulings and authority, i.e. what to do and what no to do, whereas the Manuals provide the procedure of doing things. In this Process of framing document on Finance Section, efforts have been made to incorporate vital aspects of Codes and Manuals and at the same time standards and targets have also been incorporated. The working of Finance section is guided by the following documents: Indian Railway Accounts Code, Part I Indian Railway Finance Code , Part I , II Indian Railway Establishment Code, Part I & II, Railway Boards circulars, Instruction/guide lines issued from time to time by Railway Board. Instruction issued by HQ and compendiums issued bydifferent zones.

The above codes and circulars are also available in the Indian Railway website. In this document instead of reproducing details from Codes and Manuals the relevant Para has been quoted in abbreviated form. For example 335 F1 means paragraph 35 of Chapter III of the Indian Railway Finance Code Volume I.

_______________________________________________________________________________ fx Section Chapter 4 page 1 of 1 Rev 00 01.01.09 Approved by ________

SR.DFMs Office, West Central Railway, Bhopal SCOPE OF WORK: i)

Process Manual

SCRUTINY OF PROPOSALS /INDENTS (STOCK AND NONSTOCK ITEMS): a.) On receipt of the proposal/ indent whether such proposal, indent have been received/ dealt with earlier (for

duplication purpose)is to be checked b.) If not, it is to be treated as a fresh proposal by allotting a Inward No. for the same. c). Putting of notes / letters of concurrence/ vetting and returning of proposals to the officer concerned. d). Ensure proper receipt and dispatch of all proposals/ indents/ tender schedules after entering all particulars in the PC. ii) VETIING OF CONTRACT AGREEMENT: On receipt of the Contract Agreement from various departments the vetting of the agreement is done. iii) CHECKING OF BRIEF NOTE AND COMPERATIVE STATEMENT: A. Checking of brief notes and comparative statement received from executives and sending back to concerned office. iv) DEALING WITH FINANCE ESTABLISHMENT CASES Establishment cases pertain to staff matters having

financial implications. There are separate set of rules against which these proposals are scrutinized.

____________________________________________________________________________ FX Section: chapter 5 Page 1 of 1 Rev:00 01.01.09 Approved by ___________

SR.DFMs Office, West Central Railway, Bhopal SECTIONAL PROCEDURE POINTS TO BE CHECKED IN FINANCE SECTION

Process Manual

Though specific points need to be scrutinized for different type of proposals yet the canons of financial propriety is to be always be kept in mind. As a basic principle, if a proposal is received for a new work which has not been done so far or work is proposed to execute differently, finance scrutiny should be very deep. Following is the list of important points to be seen by Finance section while scrutinizing different type of proposals and estimates.

1.

ESTIMATES

i. Abstract Estimate Detailed justification is provided by the branch officer. Indication of completion period and currency of the work is given. The cost of work with reference to competency of sanction i.e., GM/DRM, exists. Detailed allocation has been recorded. Basis of rates and correctness of related quantities is given by the department. Calculation of ROR for remunerative works is calculated (Para 202 of FI) Arithmetical accuracy. For Out Of Turn works, reasons for urgency have to be placed on file. (Ref: PARA 1104 E ) ii. Detailed Estimate Following points needs consideration while checking detailed estimates. Whether the estimates are based on LAW Book, Pink Book, SRSF (Green Book) with detailed justification. The estimate vetted should be endorsed in the Pink Book against that item by the finance section. Detailed estimate has been proposed in the prescribed format (Top sheet, detailed sheet with Works, Stores and Freight portions). Check of rates, whether they have been taken properly, the basis of rates have been given. Plan(s)/Drawing(s) is/are approved.

_______________________________________________________________________________________ FX SEC: Chapter 6 REV:00 15.05.08 Page 1 of 24 Approved By__________


Process Manual

Certification of quantities is based on realistic field requirement of the work as per Plan and Drawings. Rates taken are based on last, lowest, latest accepted rate for the similar works. This is also to be ensured that rates taken are not restricted for LAR purpose by the TC on previous occasion. Sub-estimate of the other concerned department are also available in details in the prescribed format (works, stores, CRRM) The competent authority has signed the estimate sheet and top sheet. Allocation wise clear break-up has been shown. Necessary auxiliary provisions made are as per prescribed rate and are on absolutely realistic basis (contingency, D&G etc.) Check of scope of works with respect to Abstract estimate and Reference of approval by the competent authority has been linked. Clear fund certificate towards availability of funds during the year is obtained. The estimate is arithmetically accurate. Deviation statement with clear demarcation for cost escalation and quantity variation is recorded so as to ensure appropriate competency of sanction. M&P items should not be clubbed in the works estimates. All the provisions in the estimate are as per Rly. Boards circulars issued from time to time. In addition, the divisional finance should make its own rate master that should be jointly vetted by accounts and executive. ( R E F : P A R A 703-E) iii. Track Estimates While checking the proposal of Track estimates, following points are to be kept under consideration Annual GMT and total GMT carried over that line since last renewal in terms of IRPWM. Wear and tear of rails, sleeper in terms of IRPWM. Quantity assessment of Ballast in terms of IRPWM (route, cushion and movement of Rolling Stock). Whether secondary or primary renewal?_______________________________________________________________________________________ FX SEC: Chapter 6 REV:00 15.05.08 Page 2 of 24 Approved By__________


Process Manual

Avoidance of separate rail renewal and sleeper renewal for the same section. Check of estimate against inclusion of M&P items, fancy items, small machines etc. Similarly the revenue work should not be charged to track provisions. D&G and other miscellaneous provisions are reasonably worked out. Realistic assessment of TRD and S&T sub estimates. Rates for same type of estimates to be seen. Compliance of FA&CAOs observations on these matters from time to time should be ensured. It should be seen that track work of the KMs sanctioned are not operated in different KMs and there is no duplicity in execution in the same place. ( Ref : SOP 1.01) 2. M&P AND RSP PROPOSALS Scrutiny of justification. Whether as a result of mechanization any reduction in Manpower is possible or not? If the M&Ps are being procured on the basis of Guidelines of Rly. Board or Inspections, the copies of such Guidelines and Inspections should be enclosed. It should be sent that RDSO guidelines are issued with the approval of Railway Board. Allocation of the expenditure has been clearly shown. Whether the M&Ps proposed on replacement a/c, if so complete details of Condemnation of previous one enclosed. Check of replacement vs. reconditioning analysis (Para 240 F I) The rates have been taken as per prevailing market rates. Whether the Procurement or Replacement is likely to effect expenditure on items i.e., Manpower and maintenance. Introduction a machine for the first time should be scrutinized thoroughly. The source should be sound having proved utility. 3. QUOTATION PROPOSALS Quotations are exceptions to the tendering rule therefore need to be resorted sparingly. Following points need consideration while examining quotations:_______________________________________________________________________________________ FX SEC: Chapter 6 REV:00 15.05.08 Page 3 of 24 Approved By__________

SR.DFMs Office, West Central Railway, Bhopal Reasons for dispensing with calling of tender. Justification for calling of Quotation.

Process Manual

Whether the quotation has been invited as per Rly. Boards circulars. Reference to the enquiry letter. Approval of the competent authority for inviting quotations. Number of offers received (minimum three offers) . Whether the quotations have been opened properly and on due date. Whether the proposal is for fancy and furnishing items. Reference to the comparative sheet. Net cost of the work. Certificate of suitableness, reasonableness, technical suitability and rate reasonability is submitted for the valid lowest offer. Repair is not for condemned items. Competency of the sanction in terms of item No 14(a) of SOP Part E. Availability of funds. Adherence to annual ceiling limit of sanctioning authority in the financial year. Ref: SOP1.16 and Remarks contained therein. ( Ref: Item No. 2.7.4.1 of B.S.Sudhir Chandra Committee along with Para 1211 E ) 4. REPAIR PROPOSALS Following details are required for consideration of repair proposal: Date/cost of procurement, installation/commissioning. That the repair proposal is not for items which has been condemned. The nature of the work done by machine and life of the machine. The life of asset and work done by the asset. Whether the machine is covered under warranty; period of warranty. Instances of earlier repairs, amount spent on its repair/maintenance till date, last similar repair, agency and mode of tender. Comparison between cost of machine and repair cost. Date of breakdown of the machines and how the work is managed after the breakdown.



Process Manual

Justification for the work and mode of tendering system i.e. open, limited or single; is given. Possibility to get most competitive rates/conditions must be explored. Administrative approval of the competent Authority exists. Cost benefit analysis indicating repairs cost and enhanced life of the machine. It should be worth spending on repairs so that life & performance of the asset increases considerably. Division accountant vetting in case of divisional proposals. Reasonability of rates to be certified and should match with the last accepted rates or actual expenditure. Warranty for satisfactory working after its repair. Competency of sanction and arithmetic accuracy. Availability of fund. - (Ref: SOP 6.32 for general repairs) 5. HIRING OF VEHICLE PROPOSALS Administrative approval of DRM/ADRM/competent authority is available. Financial justification for hiring of vehicles exists. Whether spare vehicles are available with the department from where the requirement can be met. Condemnation certificate is available if the hiring of vehicle is proposed on that ground. How the work is presently being managed. How the work is presently being managed. How the cost of hiring has been worked out. Whether the budgetary quotation/LAR has been obtained. ( Ref : SOP 6.12, SOP 6.13) (a) (b) 6. Bds Letter NO. E(G)2007/A14/6 dated 08-08-07. Bds Letter NO. CE-II/Genl/I dated 27-05-2002. AMC PROPOSALS When were the machine /equipment procured and original cost of machine/equipment?_______________________________________________________________________________________ FX SEC: Chapter 6 REV:00 15.05.08 Page 5 of 24 Approved By__________


Process Manual

Whether the machine is under warranty period, if so the details thereof. Administrative approval is obtained from competent authority. Whether AMC is comprehensive or Non- comprehensive. Why it can not be maintained departmentally. ( Ref: SOP 6.01)

7 . C A SH IMPREST PROPOSALS Following points are to be checked while scrutinizing the proposal for cash imprest or extension or enhancement. Proper justification is given. Imprest is an amount where pre-check is not carried out. Therefore, the provision should be barest minimum. Whether the proposed imprest is bare minimum to meet emergent

requirements of the office. The monthly/seasonal fluctuation in need of imprest is observed. Whether the provisions of Para 1050 to 1055 Finance code volume I are complied with. Actual amount of payment made during the past six months, if enhancement of cash imprest proposed. Proposals on the plea of delays in recoupment should not be entertained; action should be taken to expedite recoupments. Competency of sanction for the imprest. In case of new cash imprest, the proposal should be initially for a temporary period subject to review after a period of six months or so. Cash imprest for safety/disaster management should be dealt as per Railway Boards guidelines.- (Ref: Para 1050-1055 F1, SOP 6.42) 8. MISC. PROPOSALS Proposal other than Supplementary Work Orders, Estimates, M&P Proposals, Indents, M.S., Finance Establishments, Quotations and brief Notes. The proposal of Misc. nature other than quoted above received in Accounts office are examined as per circulars issued by Rly. Board, HQ and with specific reference to schedule of Powers. Scrutiny of financial justification is carried out with reference to provisions in Finance code connected rules, orders and instructions.



Process Manual

Rates reasonability, quantity justification and funds availability should be seen simultaneously. 9. BRIEF NOTES SCRUTINY Following factors have been kept under consideration while undertaking brief note scrutiny:Tender Number. Name of work. Reference to sanctioned Estimate with copy on record. Copy of the NIT along with newspapers cutting in which advertisement appeared showing date of publication etc. Original copy of M.R to purchase Tender documents. Number of tender forms sold /received. Validity date of offers. Tender time table. Number of NS items included and whether the rate analysis is vetted duly approved by SR.DEN/CO. Approval of NS item by competent authority. Requisite amount of Earnest Money. Whether E.M. is in valid and acceptable form No over writings and corrections and whether these are correctly examined and signed if found. Description of eligibility criteria & reference of the case file. Description of Bank solvency & reference thereof. Details of the T&P and Machinery and Human Resources submitted by the Party. Administrative remarks on special conditions submitted by the Party & evaluation of special conditions. Last accepted rate of the similar work in the same or contiguous area. Last , lowest, latest LAR is given. Any special reason or unusual factor with respect to acceptance of last rates.



Process Manual

Comparative position with the last lowest, latest accepted rate and the average accepted rate. Any error in the tender document and Comparative statement. Percentage variation between sanctioned Estimate and lowest offer received and reason thereof. Basis of rates for items in Tender Schedule. Deviation statement between sanctioned estimate and the tender schedule in terms of No. of items, quantity and rates. Special Conditions with financial implications in the Tender Documents to be checked and indicated for TC. Reasons for variation between NIT Cost and the lowest offer received. Any other reasons. Briefing note should be prepared in duplicate, checked and signed in the Executive office. In the accounts office, the facts & figures are checked and verified as also signed by the competent authority. One copy of the Briefing note duly verified & signed should be returned to the concerned department and the accounts office retains second copy. Legal vetting of Joint Venture documents or any deed etc. having legal implication. (Ref: Para 1254 E, 613 F1) 10. Vetting of Contract Agreements: After the acceptance of the tender, the contract agreement is received for vetting. The following checks are required: Only the Accounts copy of the contract agreement is to be vetted. The budget allocation on the cover page is as per the sanctioned detailed estimate. If it is a sanctioned work of the Law book/ Pink book, the concerned Law book/ Pink book item no. is mentioned on the cover page. The rates in the agreement are as accepted by the tender committee and specific recommendations are incorporated in the agreement. The Works Accountant has verified the agreement and put the sign on it. The competent authority along with the contractor has signed the contract agreement._______________________________________________________________________________________ FX SEC: Chapter 6 REV:00 15.05.08 Page 8 of 24 Approved By__________


Process Manual

If all above requirements are met, the cover page of the agreement is to be vetted. - (Ref: PARA 1259 E)

11.

PROPOSALS FOR VARIATION IN CONTRACT VALUE Any variation in excess of 25% of the total value and individual item and overall value in a contract, will require finance concurrence. The variation proposal is treated in the same way as a fresh proposal and all the checks to be exercised on a fresh proposal are to be conducted on a variation proposal also. In addition to this, the following checks are also exercised.

i)

The variation case should be furnished in the requisite format. i.e., duly showing the original scheduled quantity, rate, amount, the revised quantity, amount and the savings/ excess, both in aabsolute and percentages.

ii)

The variation statement should bear the signature of well as the Contractor

concerned Executive as

iii)

The Contractor furnishes No Claim Certificate regarding savings and nonoperation of items.

iv)

The original case file along with sanctioned estimate, the Tender Proceedings and Agreement copy are submitted along with the proposal for variation.

v) vi)

All the items where the variation is above 4-5 % should be explained in detail. All excess items above 25% over the scheduled quantity should be worked out on the basis of current rate/ LAR.

vii)

If specific rates are mentioned in the TCP, for excess quantity, it should be ensured that only these rates are adopted for excess quantity.

viii)

Any specific comments by the tender committee should also be born in mind while processing the variation proposal.

ix)

Approval of competent authority exists for the same. If all the above requirements are met, an office note / Concurrence / vetting letter is prepared and put up for approval and signature. - (Ref: PARA 1268E)

12.

VETTING OF INDENTS/ REQUISITIONS. The following checks are required for vetting the indents.

i)

It should be ascertained whether requisition has also been processed for the same item in the recent past.

ii)

If it is a new proposal, the same is given a In ward no. by feeding all the required information on the computer.


SR.DFMs Office, West Central Railway, Bhopal iii)

Process Manual

The requisition should be accompanied with a top sheet and all the requisite details should be duly filled in.

iv)

If the requisition is for items, which is being regularly procured every year, the consumption of last three years should be furnished in the top sheet.

v)

If the requisition is being processed for a new item for the first time, detailed justification, as to the background for procuring the item is required, alternately the requisition should be accompanied with the copy of competent authoritys sanction with the finance concurrence in terms of various schedule of powers delegated by GM.

vi)

If any item is being procured in large quantity for the first time, the procurement should be supported by the policy decision /sanction/already certified by an agency appointed by Railway Board and tested on trial basis.

vii)

If a pink requisition is being processed, the requisition should be accompanied with the original sanctioned detailed estimate, wherein there is a provision for the same.

viii)

If any of the above details is not fulfilled, the indent will be returned with specific remarks duly taking the approval of SR.DFM on a office note/ returning letter. If all the above requirements are met, the requisition is vetted by putting the effacement on the original requisition along with a covering letter.

Simultaneously an enfacement is also to be made on the original estimate as a token of the item being vetted. The same details is also entered in the vetting register and put up for SO and SR.DFMs signature. ( REF: SOP 6.23, SOP 2 ) 13. LAND LICENSING While checking the proposals for land licensing the following points should be considered: Licensing of Railway land is permitted only for purposes directly connected with the Railway working and with the personal approval of the GM and personal concurrence of FA&CAO. The proposal should bring out clearly the details of the land to be leased/licensed. The diagram/plan, period of lease to be indicated. Particulars of the party to whom the land is to be leased. A certificate that the land proposed to be licensed/leased is vacant and not required for use of Railways in the future._______________________________________________________________________________________ FX SEC: Chapter 6 REV:00 15.05.08 Page 10 of 24 Approved By__________


Process Manual

Certified Documents relating to latest market value of land from Revenue authorities.

The recovery of leased rent/license fee should be worked out based on the above documents. The license fee will be fixed as a percentage of the market value of the land being licensed.

Railway Boards policy letter, governing the mode of license fee/lease payable by the party, should be linked. (Ref: Chapter 10 of ENGG CODE.) Rly Bds Letter No. 2005/LML/18/8 Dtd. 10/01/05 Rly Bds Letter No. 2005/LML/18/8 Dtd. 08/06/05 Rly Bds Letter No. 2001/LML/24/20 Dtd .16/08/05

14.

Opening of Tenders

Tenders should be opened, at the specified time, date and place by the officer nominated for the purpose. All advertised (Open) stores tenders must be opened in the presence of a representative of the Accounts Department. Whether 'limited' stores tenders should be opened in the presence of a representative of the Accounts Department and if so beyond what minimum tender value, may be decided by the Railway Administration in consultation with the Financial Adviser and Chief Accounts Officer. The key points to be observed while opening tenders are mentioned below for guidance:(i) Tender should be opened by nominated executive at the prescribed time, date and place in the presence of accounts representative. (ii) Initial (with date) the cover containing the tender .All the tenders should be counted and marked 1/n.2/n.. N/n (n=total numbers of tender forms received against NIT). Immediately after opening the tender, each page of tender form should be machine numbered and date stamped. (iii) Initial (with date) front cover page of the tender and every page of the tender on which the rates or special tender conditions are quoted. All the tender documents should be machined numbered, credentials submitted should be numbered and mentioned in the tender register. (iv) The names of the tenderers and the rates quoted by each tenderer should be read out, wherever practicable, to the tenderes or the representative who may be present at the time of opening of the tenders. (v) Initial (with date) all corrections in the schedule of quantities, schedule of materials to be issued and specification and other essential parts of the contract document._______________________________________________________________________________________ FX SEC: Chapter 6 REV:00 15.05.08 Page 11 of 24 Approved By__________

SR.DFMs Office, West Central Railway, Bhopal (vi)

Process Manual

The rate quoted in figures and words should be circled in such a manner as to not leave any space after starting or ending digit.

(vii)

Mark and initial all over writings in red ink. The corrections, overwriting and omissions should be serially numbered and the total number of such corrections etc. should be clearly mentioned at the end of each page of the schedule attached to the tender and attested with date.

(viii)

Clearly indicate on each page of the schedule attached to the tender, any ambiguities in rates quoted by the tenderer in words of figures.

(ix) (x)

Specifically record whether samples submitted or not along with the tender. All the informations of each tenderer, viz. rate, special conditions, credentials, validity of offer, EM details etc. should be recorded in the tender NIT wise.

(xi)

While opening the tenders, no opportunity should be given to any tenderer to repudiate, amend or explain the rate and or any condition quoted in the tender.

(xii)

Delayed tenders i.e. tenders received before the time of opening but after the due date and time of receipt of tenders should also be opened and dealt with in the same manner as tenders received before due date and time.

(xiii) Late tenders, i.e., tenders received after the specified time of opening should be opened by the concerned Branch Officer in the same manner as tenders received before due date and time and marked as such in red ink prominently on the envelop as well as on the tender papers. (Ref: (xiv) Para 607- 610 FI)

A suitable remark in regard to both the delayed and late tenders should be made both in the Tender Register as well as the Comparative statement.

(xv) (xvi)

If the rates are not quoted in words, it should be recorded on the same page. Regarding Earnest Money, it should be seen whether requisite EM is submitted in the prescribed form or not. Otherwise suitable remarks may be offered in the tender document.

(xvii)

On front page of tender form an endorsement that Tender forms contains pages from 001 to . Should be made and initialed by executive and accounts representative.

(xviii) Tenderers authorized representatives initials should invariably, be obtained in tender register. Authority: FA&CAO/JBP Letter no.HQ/AC/FX/Inst dated 21-01-2009


SR.DFMs Office, West Central Railway, Bhopal 15. VETTING OF DETAILED ESTIMATE

Process Manual

I. On sanction of work (PB or GB or LAW Book or GM-OOT or Divisional Sanction etc.)

the detailed estimate for work should be prepared keeping in view the scope of work and cost as envisaged in the abstract estimate and submitted to the competent authority for the administrative approval.II. Subsequently, detailed estimate should be submitted to the associate finance for

vetting. At the time of associate finance vetting, copies of original proposal of that work (PWP, LAW proposal etc.) should be annexed for better appreciation. After finance vetting, technical sanction of competent authority should be obtained.III. The detailed estimate of a work should comprise of:

(a)

Narrative Report Sanction reference of work (no. & year of PB/GB/BM-OOT/LAW. Divisional Sanction etc.) Abstract sanctioned cost. Objective and brief justification of work. Location of work execution (Deviations, if any, w.r.t. sanctioned work should be brought out along with reasons) and inspection report, if required. Scheme of execution of work and proposed period of completion. Head of the allocation and fund availability position in current financial year. Position of excess over estimates under the heads escalation and other than escalation w.r.t. abstract estimate and declaration about presence of any material modification. Detailed estimate no. and any other relevant information.

(b)Outer sheet: The outer sheet of detailed estimate containing abstract of the cost of work. Summary sheets of sub estimates of various departments.

(c) Statements showing details of estimated cost: Sub- detailed estimates of all departments involved. Detailed estimate should segregate the provisions in terms of cash and stores. Executive should ensure that quantities are based upon realistic work requirement in line with approved plans and drawings (which should be attached). Methodology and basis for composition of quantities of major items should be mentioned in the case file. Detailed estimates should be prepared by considering the current rates. Rates references should be detailed out and attached in the case file.



Process Manual

Over head charges like D&G, contingencies etc. should be included on need basis. If these charges are included at maximum levels, this should be justified in terms of actual requirements, References of extent RLY Bds guidelines should be mentioned. Labor charge should not normally be included in the detailed estimates because now days most of the works are executed on contractual basis and rates are usually from contractual works itself. Fancy items like TV, VCR, Camera, laptop and Projector etc. should not be provided in the detailed estimates unless these are explicitly provided for in the abstract estimates. CRRM should be taken into account as per existing condition of asset, if applicable .It should be taken at current rates only. Any element of foreign exchange involvement should be brought out. In respect of detailed estimates prepared base on Survey Reports, it should be ensured that the provisions made in the detailed estimates are in conformity with the facilities proposed in Survey Report; Survey Report should be attached in these cases. In case of deposit works, the codal provisions as applicable on case-to-case basis e.g. levy of departmental charges, prior acceptance is taken for bearing the departmental charges, prior deposition of amount by the agency for whom the work is to be executed, etc. should be examined.

(d) Variation Statement During execution of the work there may be variation in original contract value due to various reasons. Mainly the variation in a works contract may occur due to the reasons detailed below:(i) Variation of the conditions of contract. (ii) Variation of the rates of items. (iii) Variation of the quantities of any items. (iv) Variations of the items. While scrutinization the variation proposal the following checks are to be exercised: Relative reasons and their genuineness. Impact on inter-se- position is to be seen. No undue benefits to contractor or any loss to railway should be ensured. If price variation clause is applied in case of works costing more than Rs.50 lakh and the same is being followed while working out the final varied cost due to escalation. Consent of the contractor has been obtained for the said variation._______________________________________________________________________________________ FX SEC: Chapter 6 REV:00 15.05.08 Page 14 of 24 Approved By__________

SR.DFMs Office, West Central Railway, Bhopal Necessary certificate has been given by executive.

Process Manual

Reasons for variation in individual items are not contradictory. For example if dismantled quantity has gone down , the quantity of removal of dismantled muck does not go up.

Variations are not being proposed for profit making items without adequate justification even if it is not leading to a vitiation in the contract.

Often variation in some items is restricted by the tender committee due to various reasons it is to be ensured that such restrictions have been observed.

As a consequence of proposed variation, the estimate is not being exceeded so as to necessitate higher authoritys sanction and if so the sanction is obtained.

Excess variation is not caused due to work being proposed at some other site. The reasons furnished do not give an impression that the work has already been completed.

As a consequence of proposed variation, the competency of sanction is not getting changed and while concurring such variations, the appropriate authority under whose sanction the revised value will lie has been pointed out.

The limit for varying quantities for minor value NS items shall be 100% (as against 25% prescribed for other items.) A minor value item for this purpose is defined as an item whose original agreement value is less than 1% of the total original agreement value.

No such quantity variation limit shall apply for foundation items. For tenders accepted by General Manager, variations up to 125% of the original agreement value (even if the revised agreement value is beyond GMs competence to accept tenders) may be accepted by General Manager.

For tenders accepted by Board Members and Railway Ministers, variations up to 110% of the original agreement value may be accepted by GM.

The aspect of vitiation of tender with respect to variation in quantities should be checked and avoided. In case of vitiation of the tender, sanction of the competent authority as per single tender should be obtained.

An additional provision of Type- I quarter should not be a reason of variation as the same are not to be constructed any more due to implementation of recommendations of 6th Pay Commission. CHAPTER - I WORKS MATTERS



Process Manual

EXTENT OF POWERS DELEGATED TO HEAD OFFICERS Item no. Ref. Rule Bds letter No. 94/CE/I/CT/4 Dated 22.10.01 1.25(b) Variation in quantities for the Up to 25% provided the value of contract is still within his of SG/JA Grade/ Sr. Scale Up to 25% the of is Up to 25% the of is SG/JA Grade/ Scale Up to 25% Sr. to Nature Powers of PHOD/CHOD/SAG Other officers DRM/ADRM OTHER OFFICERS QUARTER DIVISIONAL OFFICERS

provided value contract

powers acceptance.

provided value contract

contracts accepted by GM and below.

still within his powers acceptance. of

provided the value contract still of is

still within his powers acceptance. of

within

his powers of acceptance

NOTE: 1. 2. For variation in quantities accounts concurrence will be required if variation is in excess/ savings of 25 % of the total value and individual item in a contract. Chief Engineer (PHOD/CHOD) will have power to approve these changes in contract approved by the GM/AGM and Railway Board upto a maximum of 25 % of contract value or Rs. 25 lakhs which ever is less for each individual contract. Total implication of variation in quantities and variation of items in a contract will be limited to 25 % of total value of original contract. In case it is exceeding personal approval of GM or higher authority which approves the original estimate and in whose competence the enhanced value lies will have to be obtained. For controlling the payment in case agreemental value goes beyond (+) 25%, a regulatory mechanism as part of the contract shall be built in as part of contract itself. For the first 15 % increase in value beyond 25 % of agreemental value, the rates will have a reduction of 2 % in the incremental value of the agreement and for the next 10 % increase in the value, rates will have an additional reduction of 2% in the further incremental value of the agreement. The variation clause to this effect will be included in all works contract. In terms of Codal para 628-F1 & 1265 E the original accepting authority should approve the variation provided the total value of the contract is still within his power of acceptance. If the total value goes beyond the competence of the original acceptance authority, the sanction of the higher accepting authority to be taken. In case variation takes place due to variation in quantity, contract has to be treated like a single tender. -( Ref: SOP 1.25 b )

3.

4.

5.

6.


SR.DFMs Office, West Central Railway, Bhopal FINANCE ESTABLISHMENT

Process Manual

ii.TEMPORARY AND PERMANENT POSTS Following points are to be checked: Whether the proposal is for extension or creation of post. Status of sanctioned cadre and Men on roll. Detailed justification for the proposal with reference to workload and establishment already available. Reference to the guidelines and instructions of the higher authorities. Is there no possibility of avoidance of the post concerned? Position of divisional surplus bank. Yard sticks and benchmarks, if any. Whether the posts are for maintenance of existing assets or new, if so details thereof. Nature of post, temporary, permanent. If the proposal is for extension of currency clear reference to the previous noting with detail justification. If the post is chargeable to Private Parties details of the same on the items as under: i. ii. iii. iv. Details of the previous payments. Demand / application of the Party concerned. Percentage of Leave Reserve./Rest Giver. as per current cadre. Number of Leave Reserve /Rest giver required as per yardstick.

If the post is proposed under DRMs power, position of surplus bank of the Division. A certificate of availability of the value under the surplus.

Position of matching surrender if any. If proposal is for half-yearly review of running crew, reference to the actual hours of the crew should be made available on file. Also the results of the review are seen.

iii.

Check of Proposal for arithmetical accuracy. Competency of sanction of the post. WORKCHARGED POSTS (Gazetted and Non Gazetted)

The proposal should contain the following details: Whether creation or extension?_______________________________________________________________________________________ FX SEC: Chapter 6 REV:00 15.05.08 Page 17 of 24 Approved By__________


Process Manual

If the post is work charged reference to the sanctioned estimate for clear provision available. Cost of the staff chargeable/ allocation/is it within D & G charges provided in estimate. Justification in terms of worth of charge, balance of work, physical and financial progress of work. In case individual works are taken to which the post will be charged, outlay of the proposed work in that financial year. Fund availability duly certified by works accounts including details of estimate. Details of specific provision against estimates to which the post will be charged. Department, Designation and grade of the post, number of posts. Period for which the posts are required. Continuity of the post i.e. Date of creation, Date of operation, validity. The above should be administratively approved /certified by the authority competent to do so. The operation of posts should e minimum possible irrespective of availability of provisions . The current level of work load should also be checked. Normally, operation of group D should be avoided. Procedure for Test-Check: The Test check should, apart from verification and thorough examination of facts and figures embodied in various documents brought under test check, be directed to an intelligent scrutiny to find out whether the clerk(s) understand their duties and rules governing them and do the work allotted to them diligently and whether there is any tendency to do the work casually. Test check should particularly be conducted at least once in a month by SO and all officers. The test checks should not be of routine nature rather they should focus on system improvement, procedural lacuna and lapses. The underlying idea should be efficient disposal without any violation of rules and procedures. The checks should also reflect the updated skills of the officer. - [PARA 803 A1] Recording of results of Test- Check; _ The result of test check should be recorded systematically in a manuscript register in the form given below:-


SR.DFMs Office, West Central Railway, BhopalSR NO. Item of work test checked Extent of Test Particulars of vouchers elected for test check Name of the SO/SSO (A) who had test checked the item Result of

Process ManualWhether discrepancy the in

check prescribed

Test check

col.6 has been pointed out by the supervisory staff

1

2

3

4

5

6

7

The test check register should be opened separately

by each official, the

test check is

required to be made in accordance with these orders. The entries made in the register should contain adequate particulars so as to facilitate the identification of the entry/voucher subjected to test check and entry/voucher should be endorsed Test checked under the dated initial of the official conducting the test check. The exact nature of the discrepancy noticed should be briefly indicated in the appropriate column of the test check register. If the discrepancy calls for a lengthy note, the same

should be given as a separate note for further disposal being done on the connected file(s) and a cross reference to this note should be recorded in the relevant column of the Test Check Register. The observations as a result of the test check should be clearly indicative of the appraisal by the checking authority of the quality of performance of the clerks whose work came up for test check. Test- Check of registers: Another important item of test check is the inspection of different registers by the Gazetted Officers. The intervals at which different registers maintained in Accounts Offices should be put up for inspection by Officers. Periodicity of submission of Test- Check Register to Officers: Every test checks register should be provided with an inspection sheet below the front page indicating the month of test check, date on which put up and the date reviewed by the Officer concerned. The test check registers of Section Officers and Senior Section Officers should be put up to the Branch Officer on the 10th of each month indicating the test check done on the work of clerk in the preceding month for review and orders, where necessary, by the Branch Officers.


SR.DFMs Office, West Central Railway, Bhopal Check list for variation statement Items

Process Manual

Yes/No/ NA

1. Whether the following information are recorded on the summery sheet of variation? A. Approved cost of the work. B. Sanctioned estimated cost. C Physical progress of the work D. Extended completion period. E. Original cost of the C.A. F. Revised cost of the C.A. G. Value & percentage of variation with CA value /Approved cost / Estimated cost. 2. Whether the prior administrative approval is obtained from competent /tender accepting authority for proposed variation ? 3. Whether the item wise reason for the variation has been recorded against each item of the Schedule? 4. Whether there is any variation in those items which are restricted by TC/Accepting authority? If yes, (1) Whether the administrative approval of next higher authority is obtained? (2) Whether detail reason is recorded for the same? 5. Whether it is certified that items where the variation is on minus side will not be executed in near future & at higher rate ? 6. Whether the NCC obtained from the contractor in case of saving beyond 25 %? 7. Whether the provision of 2% deduction is made in case of variation for more then 25% to 40% and further 2 % for 40% to 50%? 8. In case, New NS item are included in variation, following are required to be

clarified. 1. Whether the provision is made in the sanctioned estimate? 2. Whether the LAR/Rate analysis is submitted with supported documents and signed by DA?_______________________________________________________________________________________ FX SEC: Chapter 6 REV:00 15.05.08 Page 20 of 24 Approved By__________

SR.DFMs Office, West Central Railway, Bhopal 3. Whether approval of com. Authority is obtained to operate the same?

Process Manual

4. Whether it is certified that no undue benefit has been passed to the contractor by operating new item? 9. In case, the tender has been split up and awarded to more than one tenderer, whether it is certified that over all variation will not exceed by 25%? 10. Whether the reason for delay in execution of the work is recorded and approved by C.A.? 11. Whether the variation is signed by controlling authority, contractor and SSO/WA? 12. Whether the BG/performance guarantee in lieu of SD is current and valid with validity date? 13. Whether it is certified that Inter-se-position is not changed? If changed, vitiated amount will be recovered from the contractor.

It is certified that all above item have been personally checked by the undersigned (Signature of Controlling Officer)


SR.DFMs Office, West Central Railway, Bhopal Check list for requisitions01. Authority under which procurement is asked SOPGEN item.. competent authority should be furnished, in case of other than SOGEN) 02. Whether the following informations have been furnished on the covering letter? A. Detail justification including quantity justification. B. Quantity procured previously (full particulars) C. Quantity purchased locally D. Major Group E. Stock in hand F. Stock In transit G. AAC as per proposed stock master of WCR H. Year wise consumption of last three years I. Average life (In case of replacement ) 03 Whether, the certification regarding SAFTY or NON SAFTY item is endorsed?

Process Manual

(Sanction of

04. Whether, the certification regarding REPLACMENT /ADDITIONAL accounts endorsed? 05. Whether the copy of LPO/B.Q. is attached in support of rates obtained ? 06. Whether the copy of instruction(s), guideline(s) of the Rly Bd,s , HQ or RDSO is attached ? If referred. 07. Whether the urgency certificate is submitted? If required. 08. Whether the PAC is submitted duly signed by competent authority? If required. 09. Whether the technical clearance is obtained from competent authority? If required 10. 1 Whether it is certified that item being procured is not under RESTICTED category? 2 In case of RESTICTED item, whether prior approval of competent authority is and submitted ?

obtained

11. Whether the correct allocation is recorded on indent? 12. Whether the funds availability is certified during the current Year? 13. Whether the indent is signed by competent authority? (SOPGEN ref ) 14. Whether the bill paying/passing authority is indicated on indent?

It is certified that all above item have been personally checked by the undersigned.

(Signature of Preparing authority)


SR.DFMs Office, West Central Railway, Bhopal CHECK LIST FOR TENDER SCHEDULE

Process Manual

Whether approval of competent authority has been obtained for inviting tenders in terms of item no.1.17, 1.18 & 1.19 of SOPGEN 2004. Whether estimate is sanctioned & whether provision exists for carrying out proposed work. (Reference to the estimate and specific item under which the provision exists for carrying out the proposed work to be given). Whether a comparative statement for items in Tender Schedule vis--vis item in sanctioned estimate has been prepared and proper justification for the variation\change in item, if any, have been recorded. Whether clear site is available for work and whether approach to site is available. Whether GAD is approved and whether structural drawings are ready. Whether Special conditions proposed to be incorporated in the tenders especially conditions involving financial implications have been critically examined. Whether the proposed completion period of the work has been assessed on a realistic basis. Whether all requisite items have been included in tender schedule as per drawings and site conditions. Whether items included in tender schedule are as per latest instructions and specifications. Whether quantities of items are realistic. Whether rates adopted are realistic estimated rates. (Basis of rates adopted such as reference to Contract agreements and calculations should be kept in record and put up to tender schedule accepting authority). Whether rate analysis for NS items are realistic and as per prevailing market rates. Whether tender documents contain proper Technical specifications. Whether tender schedule has been technically examined in drawing office. Whether Tender schedule has been checked by SO(A/cs).

(Signature of preparing Authority)

NOTE: - The check list should be prepared in every case before calling of tender and placed in respective file.


SR.DFMs Office, West Central Railway, Bhopal Check list for quotation work

Process Manual

Items 1. Whether it is certified that work is urgent in nature? 2. Whether the justification including quantity is endorsed on the proposal? 3. Whether the reason for not calling tender is endorsed? 4. Whether the administrative approval is obtained from the competent authority? 5. Whether the expenditure of work is within the power & ceiling limit of the Sanctioning authority as per SOPGEN item No? 6. Whether the quotations are invited for those items only, which can not be executed through any existing contract including Zonal contract ? 7. Whether the quotation have been called from at least three contractors working in that area ? (Precautions must be taken to see that firms are genuine, not factitious.) 8. Whether the reasonability of rates is certified in compression to last accepted rates? (LAR, if available, should be furnished other wise, rate analysis should be given. If necessary, budgetary quotation from dealers/firms should be obtained.) 9. Whether it is confirmed that no fancy items are being provided in this work? 10.Whether it is certified that the work has not been split up for the purpose of bringing it within the ambit of dispensation ? 11. Whether the correct allocation of expenditure is endorsed? 12. Whether the availability of funds has been certified by the OS/SSO budget? 13. Whether the following documents are attached? 1. Copy of approval 2. Comparative statement along with quotations. 3. History sheet of the item (In case of repairing works ) 4. Copy of LAR in reference. 5. Other relating, if required.

Yes/No/NA

It is certified that all above item have been personally checked by the undersigned

(Signature of preparing authority)


Sr.DFM Office,West Central Railway Bhopal

Process Manual

ACTIVITY/ RESPONSIBILITY MAPPING CHART FINANCE & FE SECTIONS. No. SCOPE OF WORK Dept. Supervisor Code AA Code

SCRUTINY OF PROPOSALS /INDENTS(STOCK AND NON STOCK ITMES):On receipt of the proposal/ indent whether such proposal, indent have been received/ dealt with earlier (for duplication purpose) to be checked If not, it is to be treated as a fresh proposal by allotting a CFN or Inward No.for the same.1

DEN( C ), SR.DEN(N),SR.DEN(CO).S R.DCM DEN(S),SR.DEE(TRS),ET, SR.DME/BPL,XEN(BR) RRB,SR.DPO,RAJ BHASHA,MEDICAL

A1

B1

A2 A2

B2 B3

Putting of notes / letters of concurrence/ vetting and returning of proposals to the officer concerned.

Receipt and dispatch of all proposals/ indents/ tender schedule after SR.DEE(TRO),SR.DOM entering all particulars in the PC SR.DSO,SR.DEE(G), SR.DME(D)ET XEN(MD),DY.CE(T/M), SR.DSTE,DMM,DSC/RPF . SR.DEE(TRD) VETIING OF CONTRACT AGREEMENT :On receipt of the Contract Agreemet from various department the vetting of the agreement is done .

A1

B4

A2

B5

2

XEN(MD),DY.CE(T/M), SR.DSTE,DMM,DSC/RPF . SR.DEE(TRD). SR.DEE(TRO),SR.DOM SR.DSO,SR.DEE(G), SR.DME(D)ET

A2

B3

CHECKING OF BRIEF NOTE AND COMPERATIVE STATEMENT :3

Checking of brief notes and comparative statement received from executives and sending back to concerned office.4

As specified aboveA1,A2

DEALING WITH FINANCE ESTABLISHMENT CASES:-

ALL DEPTT.

A1

FX

Section: CHAPTER 7 Page 1 of 1

Rev 00

01.01.09

Approved By__________

Sr.DFM's Office,West Central Railway,Bhopal

Process Manual

FINANCE & F.E. SECTION ( CODE ALLOCATION SHEET ) S.No.1 2 3 4 5 6 7

NameD.N.BAHETI JITENDRA SAXENA AJAY VARSHNEY K.S.RAGHUWANSHI C.L.KURIL C.B.PAWAR HARI OM RAJORIA

DesignationS.S.O S.S.O A.A. A.A. A.A. A.A. A.A.

Alloted CodeA1 A2 B1 B2 B3 B4 B5

Approved By (Name & Seal)


REV: 00 15.05.08 PAGE 1 OF 1

APPROVED BY__________

Sr.DFM's Office,West Central Railway,Bhopal

Process Manual


REV: 00 15.05.08 PAGE 1 OF 1


Sr.DFM's Office , West Central Railway,Bhopal

Process Manual

ORGANISATIONAL CHARTSR.DFM

DFM

SSO (FX) A1

SSO (FX) A2

A.A. (B1)

AA (B2)

AA (B3)

AA (B4)

FX SECTION CHAPTER 9:

REV:00 01.01.09 PAGE 1 OF 1


Document No: BOOKS January 01, 2009

BOOKS SECTION

PROCESS MANUAL

Office of Sr. DIVISIONAL FINANCE MANAGER WEST CENTRAL RAILWAY, BHOPALTelefax: : 0755-2457138 Railway Phone : 5052 E-mail : [email protected] By (Anil Shrivastva) SSO/BOOKS CO-Ordinated by (D.N.DWIVEDI) SSO/ISO Reviewed by(RAJIV SHRIVASTVA)

Reviewed by (R.M.DESHMUKH) ADFM

Approved by (HIRA BALLABH) SR.DFM

ADFM

CONTENTS

Section/ Ref 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Title Abbreviations Introduction Source of references Scope of work Sectional Procedure AFRES user Documents Activity Chart Staff Allocation Sheet Flow chart Monthly Report Measurable Parameter List of Records Calendar Of Returns Section Process Flow chart Organization Chart Changes to manual

00

Rev. No/Date 01

02

No. Of Pages 01 01 01 01 20 15 02 01 04 01 01 01 01 01 01 01

Sr.DFMs Office , West Central Railway, Bhopal

Process Manual

ABBREVIATIONS (BOOKS SECTION)S. No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. Term AA ADFM AFRES AG Suspense BG CO6 D.C. DEP.E DFM ECS EDP EFT EMD FA & CAO FDR M.R. MCO MICR PAO PMR. R.M.S Sr.D.E.E (G) SR.DFM SSO TD Expansion Account Assistant Astt. Divisional Finance Manager Advance Finance Railway Earning & Expenditure System Accountant Generals Suspense Bank Guarantee Cash Order 6 Divisional Cashier Deposit Establishment Divisional Finance Manager Electronic Clearing System Electronic Data Processing Electronic Fund Transfer Earnest Money Deposit. Financial Adviser & Chief Accounts Officer Fixed Deposit Receipts Money Receipt Movement Control Officer Magnetic Identifier and Card Reader Pay & Accounts Officer Pay Master Register Railway Mail Service Sr. Divisional Electrical Engineer (General) Senior Divisional Finance Manager Senior Section Officer Transfer Divisional

____________________________________________________________________________ BOOKS Section: chapter 1 Page 1 of 1 Rev:00 01.01.09 Approved By ___________

SR.DFM'S OFFICE W.C.RAILWAY BHOPAL

Process Manual

MONTHLY REPORTMonth: Monthly Processed Status S. No. Activity Target Period of Clearing Total Recd Processe d In Time Processed not in time Remarks, if any

1

Monthly Exchequer Report

2

Report of Surprise Check of Pay Office

3

Approximate Account Current

4 5

Actual Account Current Debt Head Report

SR.SO(BOOKS) (Name & Seal)

ADFM (Name & Seal)

BOOKS SECTION CHAPTER 10 PAGE 1 OF 1 01.01.09

APPROVED BY___________

Sr.DFMs Office , West Central Railway, Bhopal

Process Manual

MEASURABLE PARAMETER:Measurable Parameter SR.NO. No of Days Allowed for disposal

1 2 3 4 5 6

Pay orders related to unpaid wages Pay orders related to EMD Schedule of M Remittance Transaction TD meeting

Three working days after receipt of the pay order. Three working days after receipt of the pay order. Three working days after receipt of Transaction As per schedule given by F.A.&C.A.O. Within same day or as per Exchequer position. Three working days after receipt of letter from executive for releasing the same.

Preparing of Cheques Refund of EMD/SD received in shape of FDR/TDR/NSC etc.

IMPORTANT NOTE: It is to be ensured by the concerned section in charge that the updating of system is take place within barest minimum time and any revision, on account of new rule/instruction from Rly Bd/ HQs warrants revision of process manual, is taken place within one week of receipt of letter. However, to ensue the task On EVERY 1ST DAYOF THE MONTH THE SECTIN INCHARGE WILL REVIEW THE SYSTEM AND ENSURE THAT ALL UPDATION /REVISION DURING THE MONTH ARE TAKEN PLACE.

_________________________________________________________________________________ BOOKS Section: chapter 11 Page 1 of 1 Rev:00 01.01.09 Approved By ___________


Process Manual

LIST OF RECORDSBOOKS SECTION Section: ____________________

S. No.

Record Name

Record NO.AC/BPL/BOOKS/DHR/01

Format No., if any

Records Custodian

1 Debt Head report 2 Unpaid wages list 3 Schedule of Remittance transactions 4 Miscellaneous receipt transmit note 5 Revenue Ledger 6 Abstract of bills (CO 7) 7 Journal slip 8 Transfer certificate 9 Pay Order 10 Paid Cheques 11 Ex-chequer Register 12 13 14 15 Cheque stock Register Cancelled cheque Register In-lieu cheque Register AFRES CO7 Register of

Form A 749 Form A 1959 Form A 422 Form A 1605 Form A 310 Form A 1107 Form A - 308 Form A - 406

S.S.O,A.A. S.S.O,A.A S.S.O,A.A S.S.O,A.A A.A. A.A. A.A. A.A. S.S.O A.A. A.A. S.S.O A.A. A.A. A.A. A.A. A.A. A.A.

AC/BPL/BOOKS /UNPAID/02 AC/BPL/BOOKS /REMT/03

AC/BPL/BOOKS /MR/04

AC/BPL/BOOKS /REV/05

AC/BPL/BOOKS/CO7/06

AC/BPL/BOOKS /JOURNAL/07 AC/BPL/BOOKS/TC/08 AC/BPL/BOOKS /PO/09 AC/BPL/BOOKS /PAID CHQ/10 AC/BPL/EXCH/11 AC/BPL/CHQUE/12 AC/BPL/BOOKS/CANCLD/13 AC/BPL/BOOKS /INLIEU/14 AC/BPL/BOOKS/AFRES/CO7/15 AC/BPL/BOOKS/CHQ ISSUE/16 AC/BPL/BOOKS/STOPPAMNT/17

16 Cheque issuing Register 17 Advice for stop payment cheque.

NOTE: Before destruction of above records (in case of retention period is over), SR.DFM S prior approval will be required. Further, a circular may be issued to all concern asking them to withdraw any record from destruction if required by them for any purpose. BOOKS SECTION CHAPTER 12 11.11.09 PAGE 1 OF 1

REV: 01

Page NO.


Process Manual

Retention Period

2 years 3 years 2 years 3 1/2 years 10 years 10 years 5 years 2 years 3 years 10 years 5 years 10 years 5 years 5 years 5 years 5 years 5 years

BOOKS SECTION CHAPTER 12 11.11.09 PAGE 1 OF 1

REV: 01

Page NO.


Process Manual

CALENDAR OF RETURNS SR NO. 1 2 3 4 5 Name of Returns Monthly Exchequer Report Report of Surprise Check of Pay Office Approximate Account Current Actual Account Current Debt Head Report Period Monthly Monthly Monthly Monthly Annual Due date of submission 7th of Following month 7th of Following month 4th of following month 26th of following month As targeted by; HQ To be submitted FA&CAO FA&CAO & Chief Cashier JBP DY. FA&CAO (Books) DY. FA&CAO (Books) DY. FA&CAO (Books)

__________________________________________________________________________________ BOOKS. Section Chapter 13 Rev 00 Page 1 of 1 01.01.09 Approved By______________

Sr.DFMS Office , West Central Railway, Bhopal

Process Manual

Books Section Process Flow ChartCash book Cheques TD

CO7, Summary recd from cash office

ATD/ATC recd from other units

Printing of Cash Book by EDP Center

Scrutiny & tallying the amounts.

Entering and numbering in Register Checking of listing with Ex-chequer

Segregation of CO7 for MICR & non-MICR cheques

Distribution to concern Section Rectification of errors

Preparation of cheques

Recd. JV from Section. Resubmission of listing to EDP

Checking of cheques by S.O and signing by Officer.

Finalisation of transaction Finalisation of cash book

End Sent to PAY Office along with CO7 and Voucher ( In case of items other than ECS/EFT)

DATA prepared in CD/Pen Drive and forwarded to Central Bank Of India for crediting the amount in the account of respective employee/contractor/ supplier (in case of payment made through ECS /EFT.) ( In case of items other than ECS/EFT)

End

Paid Bills sent back by Pay office ( after delivery of cheques to concern party )to Records section .Record section activity defined in Admn section procedure manual. EndBooks SECTION:chapter 14 REV:00 PAGE 1 OF 1 01.01.09 Approved By ____________

Sr.DFM's Office,West Central Railawy,Bhopal

Process Manual

ORGANIZATIONAL CHART

ADFM

SSO (BOOKS) A1

AA (B1)

AA (B2)

AA (B3)

AA (B4)

AA (B5)

BOOK Section Chapter :15 Rev:00 page 1 of 1

01.01.09

Approved

By________

SR.DFM'S OFFICE , West Central Railway Bhopal

PROCESS MANUAL

ACCOUNT CURRENT PROCESS FLOW CHART

Cash Book

Cash Book + DP JV

Cash Book + DP JV + REV.JV + CAP.JV

Monthly Journal/Monthly Account Current

BOOKS SECTION CHAPTER 16 PAGE 5 OF 5

01.01.09

APPROVED BY_________

Sr. DFM OFFICE, West Central Railway, Bhopal

Process Manual

CHANGES TO PROCESS MANUALAmendment No. Date Section Particulars of Amendment New Rev No.

________________________________________________________________________BOOKS SECTION CHAPTER 17 PAGE 1 OF 1 01.01.09 APPROVED BY________

Sr.DFMS Office , West Central Railway, Bhopal INTRODUCTION

Process Manual

The basic framework of Divisional Accounting, is based on general accounting principals and it incorporates both cash and accrual based accounting to ensure that true and fair picture of accounts is reflected. There are adequate number of checks and balances between executive accounts departments and between various sections of Accounts office. The elaborative system of allocations and reconciliation ensures that each and every transaction is correctly accounted for and deviations are reflected.

The books section of the Divisional Unit is entrusted with the task of accounting all the disbursements and sundry receipts of the unit and to transfer to other accounting units, the items pertaining to them that had originated in the unit. The bills passed for payment along with relevant vouchers, CO-7s and allocations sheets are received from various sections of the unit. Based on the cheques abstracts of bills passed along with the bills and vouchers are prepared and sent to cash office for arranging payment. The CO-7 along with the allocation sheet forms the Cash Input Data, which is punched in the EDP center to generate cashbook at the end of the month and also a summarized form allocation wise at the end of the month. Payment contains the cash expenditure on all the allocations including Suspense head, Revenue and Capital Demands and details of transactions under Demands Payable. The bookings under various heads are available date wise. It also gives the summery of total cheques issued everyday during the month. Non-cash transactions are recorded on the basis of journal slip. The treasury wise statement of cheques prepared every day is posted in cheques and bills register giving details of cheques and amount. The debit scrolls along with the

paid cheques received from HQrs are also posted in cheques & Bills register.

__________________________________________________________________________________ BOOKS Section: chapter 2 Page 1 of 1 Rev:00 01.01.09 Approved By ___________

Sr.DFMs Office , West Central Railway, Bhopal Sources and References:

Process Manual

All the Codes and Manuals issued by Railway Board have Presidential sanction therefore; any violation of these provisions would be treated as an irregularity. The circulars issued by Railway Board are extension of codal provisions therefore, they bear the same sanctity. In addition to the above documents, there are Manuals, which have been issued on particular subject by Zonal Headquarters with the approval of FA&CAO. Therefore, some of the specific instructions contained in these manuals may vary from Zone to Zone. The difference between Codes and Manuals is that the codes give rulings and authority i.e. what to do and what no to do, whereas the Manuals provide the procedure of doing things. The working of Budget section is guided by the following documents: Board, Instruction issued by HQ. Indian Railway Accounts Code, part I, II, Indian Railway Finance Code, part I & part II, Railway Boards circulars, Instruction/guide lines issued from time to time by Railway

In this Process of framing document on budget, efforts have been made to incorporate vital aspects of Codes and Manuals and at the same time standards and targets have also been incorporated for effective disposal of files. Instead of reproducing details from codes and manuals attempt has been made to refer the relevant Para. For example Para 701 FI means paragraph 1 of Chapter VII of the Indian Railway Finance Volume-I. This is the first ISO obtained for any accounting unit of Railway which incorporates the post computerization state of affairs.

_________________________________________________________________________________ BOOKS Section: chapter 3 Page 1 of 1 Rev:00 01.01.09 Approved By ___________

Sr.DFMs Office , West Central Railway, Bhopal SCOPE OF WORK IN BOOK SECTION 1.

Process Manual

Preparation /printing and issuance of cheques after receipt of vouchers/CO7s received from various sections duly signed.

2. 3. a. b. c. d. e. f. g. h. i. j. k. l. m.

Issuance of in lieu cheques. Remittance Transactions: Reserve Bank Suspense Remittance into Bank Cheques and Bills Reconciliation PAO Suspense AG Suspense Remittance Account with Defense & Postal Reserve Bank Deposit Reconciliation of transfer transactions. Reconciliation of Paymasters Cash Book. Preparation of Debt-Head Report. Preparation of cash outgo monthly statement. Preparation of Approximate and actual Account Current (monthly) Deposit unpaid wages passing of Pay-orders and maintenance of Register.

n. o. p. q. r.

Recoupment of Cash Imprest (C4s) of cashiers. EMD - Passing of pay orders and maintenance of register. Report of Surprise Checks of cash with cashiers. Accountal of misc.cash receipts. Imprest Passing of First/Enhanced Imprest and maintenance of Register.

s.

Maintenance of Capital and Revenue Ledger.

____________________________________________________________________________ BOOKS Section: chapter 4 Page 1 of 1 Rev:00 01.01.09 Approved By ___________

Sr.DFMs Office, West Central Railway, Bhopal SECTIONAL PROCEDURE

Process Manual

1) Procedure followed before preparation of cheques / In lieu cheques. The passed CO-7 printouts along with relevant vouchers are received from various Sections for arranging of payment. On receipt, they are entered into a register meant for the purpose. The CO-7s are scrutinized and based on the section code a summery is generated. Subsequent to the summery generation, cheques are printed. The Cheques duly stamped and signed by a competent authority, are then sent to pay office. Before dispatching to the pay office, the cheques particulars are recorded in a register maintained for the purpose. The pay & cash office provides the acknowledgement of the cheques mentioned in the register to the books section. A soft copy is sent to the concerned bank for facilitation of payment where ECS & EFT is chosen as mode of payment. The sponsored bank credits the paid amount in the bank accounts of employees in their respective Banks. 2) Preparation of In-lieu Cheques: In lieu cheques are prepared and re-issued to the parties where cheques are either lost or received back in the books section for effecting corrections of any nature like error in account holders name, wrong treasury or invalid cheques. However, where a cheques is lost or burnt or cant be produced physically to the section, an indemnity bond is required to be executed by the party. After getting the confirmation from the concerned bank about the cheque being yet realized, the in lieu cheque is issued. In all other cases, where the issued cheques are available and can be presented to the books section, the in lieu cheques are issued with no requirement of execution of indemnity bond. The In-lieu Register is recorded wherever an in-lieu of cheque is issued. (2.A) Preparation of Cheque indents: The indents for the following year for MICR & non-MICR Cheques are submitted to FA & CAO (Books) every year. Quantity is arrived, taking the actual consumption of cheques during the past few years. (2.B) Issue of advice to Banks for Cheques books brought in use The advice regarding the cheque book currently is in use is required to be sent to Banks immediately after using the new cheque book.

_________________________________________________________________________Books Section: chapter 5 REV:00 Page 1 OF 20 01.01.09 Approved By______________

Sr.DFMs Office, West Central Railway, Bhopal (2.C) Sending of Specimen signatures

Process Manual

Specimen signatures of accounts officers who are authorized to draw payment are required to be sent to the RBI, SBI and other treasuries concerned as and when the officials are transferred from and to the office. Each authorized officer is allotted signature code by HQ. As and when officer is transferred to other unit, this code is cancelled. (2.D)Maintenance of Ex-chequer The exchequer (cash authorization by RBI through Rly Board/HQ) is allotted for every quarter by the HQ (FA & CAO/BOOKS) and it is intimated to all the concerned units. Total expenditure incurred to the date should be compared with Allotment of funds on daily basis to avoid a situation wherein the expenditure starts exceeding the prescribed limit of funds. SR.DFM is intimated timely regarding status of Ex-chequer. Besides, Cashbook figures are reconciled with the figures appearing in the Ex-chequer register. A day-today exchequer position is maintained in the register. 3) Remittance transaction The transactions between the railways on the one hand and departments of central and state government on the other hand are known as remittance transactions. The following heads of accounts are operated to record the remittance transaction: a. Reserve Bank Suspense b. Remittance into bank c. Cheques and bills d. PAO suspense e. AG

Railway Accounts Process Manuals

Documents

Transcript of Railway Accounts Process Manuals