EAST
COAST RAILWAY =
Sectional Procedure Order No. 1 = &nb= sp; = &nb= sp; = &nb= sp; = &nb= sp; = &nb= sp; = Da= te:
The procedure is to be adopted for vetting TA & Contingency Bills.
1. The statements are mar= ked original and duplicate.
2. Amount Drawn is writte= n both in words and figures.
3. The statement is signe= d by the Bill compiling Officer
4. Corrections if any, ma= de should have been attested as many times as they are rectified
by the Bill Compiling officer.
5. Journal vouchers are a= ttached with the statements and they are countersigned by the
re= spective controlling officers.
6. Amounts claimed is written both in words and figures.
7. Disallowances, if any<= span class=3DGramE>, should= be rounded off and the totals should be corrected .
8. The same corrections s= hould be reflected in the Statements.
9. Corrections should inv= ariably be made both in figures and words.
10.
11.Am= ounts vetted should be written both in figures and words.
12.
actuals.
13.Am= ounts vetted should be posted in the relevant TA vetting register Bill Unit Wise,=
for every financial year.
14.Cl= aims more than three months old should have been condoned by the competen= t
authority.
15.Am= ounts disallowed to be entered in the disallowance list and a copy of the same to
be sent to the B.C.O.
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SURYA LAKSHMI)
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EAST
COAST RAILWAY =
Sectional Procedure Order No. 2. = &nb= sp; = &nb= sp; Date:
IT IS TO BE SEEN WHEHT= ER ALL ITEMS HAVE BEEN VERIFIED AS PER THE CHECK LIST FOR HOUSE BUILDING ADVANCE A= ND THE DOCUMENTS AND DEEDS ARE SUBMITTED ALONGWITH THE PAY ORDER =
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1 |
APPLICATION FORM |
YES/NO |
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2 |
HOD’S SANCTION |
YES/NO |
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3 |
PERSONAL BOND |
YES/NO |
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4 |
MORTAGAGE DEED |
YES/NO |
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5 |
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YES/NO |
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6 |
CALCULATION SHEET |
YES/NO |
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7 |
CERTIFICATION OF LAW OFFICER |
YES/NO |
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8 |
PF NO. MENTIONED IN THE PAY ORDER |
YES/NO |
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9 |
NON-ENCUMBERANCE CERTIFICATE |
YES/NO |
|
10 |
MUTATION CERTIFICATE |
YES/NO |
|
11 |
GOVERNMENT PLEADER’S CERTIFICATE |
YES/NO |
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12 |
AFFADAVIT FROM EXECUTIVE OFFICER/VILLAGE PANCHAYAT |
YES/NO |
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13 |
PLAN APPROVAL FROM MUNICIPALITY/PANCHAYAT |
YES/NO |
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14 |
APPROVED PLAN DIAGRAM |
YES/NO |
|
15 |
DETAILED ABSTRACT ESTIMATE |
YES/NO |
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16 |
DECLARATION OF THE SPOUSE OF THE LOANEE FOR RECOVERY= FROM DCRG |
YES/NO |
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17 |
DECLARATION OF RECOVERY OF OUTSTANDING AMOUNT FROM D= CRG. |
YES/NO |
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18 |
DECLARATION REGARDING CONSTRUCTING AREA IS A DEVELOP= ED AREA |
YES/NO |
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19 |
DECLARATION OF NOT HAVING A HOUSE |
YES/NO |
|
20 |
DECLARATION OF NON-COMMENCEMENT OF HOUSE |
YES/NO |
|
21 |
DECLARATION OF COMPLETION OF CONSTRUCTION WITHIN THE= TIME SCHEDULE |
YES/NO |
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22 |
PERMISSION GRANTED FOR CONSTRUCTION |
YES/NO |
|
23 |
PERMISSION GRANTED FOR PURCHASE OF LAND. |
YES/NO |
A.In= addition to the above , the existence of Fund fo= r the specific advance and for the =
departmen= t to be watched invariably.
B.Further , the foll= owing jobs and checks to be exercised,
C.CO6= NO. should be assigned.
= &nb= sp; = &nb= sp; = &nb= sp; = &nb= sp; = Cont.. page2
Page -2
D.Pa= y order is marked original on the right hand top corner.
E.Th= e amount passed below to be written across ( i.e. vertically).
F.Name and PF NO.
G.Am= ount passed is written both in words and figures.
H.Na= me and Designation of witness is written.
I.Co= rrection and alterations if any, have been attested as ma= ny times as they are made.
J.Th= e amount passed should invariably be posted in the fund maintaining register = and
should be put up the passing authority.
K.Th= e HBA passed should also be posted in the relevant Passing register.
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(DR.C SURYA LAKSMI)
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For FA&CAO/ECoR/BBS
EAST
COAST RAILWAY =
Sectional Procedure Order No. 3 = &nb= sp; = = Date:
On receipt of the Salary Bill the following items of w= ork to be done.
CO6 NO. is to be assigned.
It is to be seen that
01.The check list is attach= ed with the signature of the B.C.O.
02.Fund certification is ob= tained
03.Bill is marked ORIGIN= AL
04.Bill is signed by the Bi= ll Compiling Officer.
05.Amount passed is written= both in words and figures.
06.Corrections and alterati= ons are attested as many times as they are made
07.Scale check statement is enclosed
08.The scale check register= is to be posted first to ensure that the staff has not been
charged in excess of the sanctioned strength in the bi= ll.
09. Incase the bill is charged in excess of the sancti= oned strength the same should be
&nb= sp; objected and brought to the notice of the appropriate authority.
10.Memorandum of difference= s/Pay variation statement is enclosed. Reasons for
&nb= sp; variations.have been furnished.
11.Debit allocation stateme= nt is enclosed.
12.Statements of debits and= credits are enclosed.
13.Recovery sheets for both= Railway and Non Railway bodies have been signed and
are enclosed.
14.Bank statements are encl= osed in duplicate.
15.Increment statement and = Absentee statement if any, are enclosed.
16.Allocation is given sepa= rately for revenue and work charged posts.
17.All vouchers in connecti= on with the allowances and claims etc. drawn are enclosed,
&nb= sp; e.g. NDA, NHA, Festival advance…….etc..
18.The period and days for = which arrears of pay and allowances drawn, if any, are clearly
&nb= sp; furnished in the original bill of the sta= ff concerned.
19.In case the salary is dr= awn for staff joining on transfer, the LPC and the Office O= rder
&nb= sp; are to be verified. And it is seen that p= ay and allowances are drawn and the recoveries&nb= sp;
&nb= sp; are made in accordance with the last pay certificate.
20.In case of new appointme= nts, order of appointment, health certificate and report on the
&nb= sp; date of birth are to be verified.
21.In case of new posts,
22.The grand totals of each recovery sheet should agree with credits appearing in
&nb= sp; summary statement.
23.The debit allocation agr= ees with the debits in summary statement.
24.The total amount of TA,Contingency and O.T (if any) drawn in the salary b= ill agrees
&nb= sp; with the amount of T= A,Contingency and O.T. vetted for the relevant Bill Unit.
&nb= sp; Further, it is ensured that TA Contingency and O.T. are drawn for the same persons
&nb= sp; and for the same amount as per the vetted= statements.
25.If pay or allowances etc= . are drawn on the basis of vetted statements received from the
previous accounting units, it is ensured that the orig= inal vetted statements along with
the CO-16 are submitted with salary bill and the vette= d statements had been endorsed
&nb= sp; to ECoR/Hd.Qrs/BBS with non-drawal certificate. .
26.The relevant accounting unit/units has/have been booked(debited) in the CO-7 for issuing DATs as per the CO-16 and vetted statements.
27.The summary of the bank = statements are to be agreed with the Net Amount passed for
payment as per the bill and the No. of self- cheques required to issued are to be =
ascertained.
28.It is verified that the difference in the No. of staff charged in the salary bill and the
No. of staff recovered= P Tax is equal to the No. of staff drawing gross less than R= s.
5,000/-.
** TA & Contingency not taken for the consideratio= n in Gross for P TAX.
29.Similarly the number of = staff from whom CGEIS recovered should agree with the =
number of staff charged in the bills. Otherwise the re= asons should be investigated.
30.Railway Body recoveries = viz HR, EC are to be verified to see that the recover= ies are made
regularly. Recoveries of PF. HBA.<= /span> SCOOTER etc. are to checked at the time of
posting in the relevant registers.
31.Incase of Non-Railway Bo= dy Recoveries it should be ensured that the advice of
&nb= sp; Cheques have been made correctly i.e according to the units mentioned in the
D/sheets.
32.Summary statement (Origi= nal) with Enfacement
33.Debit allocation stateme= nt
34.Page wise summary sheets=
35.Pay slips of individual = names
36.Non-Railway Body Recover= y sheets in the same order as appearing in the summary
&nb= sp; sheet
37.Bank statements in dupli= cate for each branch of the Bank
38.The Pay & Allowan= ces drawn in the salary bill and the recoveries made from the salary bill are t= o be entered in the Bill Passing Register. Further, No. of Group-C Staff, No. of group-D staff, total No. of staff, CO-6 NO. & CO-7 N= O. with date also are to be noted in the Bill Passi= ng Register invariably.
39.CO7 IS TO PREPARED AFTER THE BILLS ARE PASSED.
40.The CO-6 &CO-7 numbe= rs to be entered in all the Recovery Sheets and Bank
Statements.
41.The absentee statement and memorandum of differences/Pay Variation statements to
be filed properly for future reference.
42.All the Vetted statement= s are to be preserved carefully.
The recovery sheets Viz. CGEGIS, HR EC etc. , are to be preserved in a proper way for= easy reference if the = need arises in future.
43.The PF D/sheets and Civi= l Grant Recovery sheets are to be handed over to the
respective sect= ions/dealing assistant under acknowledgement immediately after the
bills passed for payment.
44.CO-16 & other vouche= rs should be kept separately for issuing DATs and = the DATs to
be issued immediately unit wise.
45.The sanction orders for = festival advances , NHA, NDA, Mileage allowance etc., are to
&nb= sp; be preserved separately month wise.
46.The TA Bills are also re= quired to be preserved month wise.
&= nbsp; &nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; &= nbsp; FOR FA&CAO/EcoR/BBS
Check list
Summary statement (Original) with Enfacement
Debit allocation statement
Page wise summary sheets
Pay slips of individual names
Non-Railway Body Recovery sheets in the same order as appearing in the summary
sheet
Bank statements in duplicate for each branch of the Ba= nk
Scale check statement.
Railway Body recovery sheets in the same order as they appear in the summary
All other supporting statements and vouchers.
EAST
COAST RAILWAY =
Sectional Procedure Order No. = &nb= sp; = &nb= sp; Date:
The FA&CAO/ECoR/BBS
As such it is once again reiterated that in addition t= o sectional proce= dure order No. 1,2 and 3 Railway Board’s letter No. 2002/AC-II/25/3 dated 15-11-2002 should be followed for various establis= hment claims.
Checking of various other items gi= ven below.
OUTWARD LPC VETTING<=
u>.
1.The checks of following i= tems be done for vetting LPCs
2.Office Order of Transfer<= /p>
3.Release Memo
4.Last month’s salary= bill
5.PF NO.
6.Pension Account No. of si= xteen digits in case of staff under N.P.S.
7.Rate of pay
8.Pay and allowances drawn = .
9.Arrears if any drawn shou= ld not be clubbed but shown separately otherwise it will lead
to misinterpretation and excess payment will result in= the proceeding unit.
10.Recoveries also shown se= parately and in detail.
11.It is clearly stated tha= t the what Non-Rly Body recoveries to be continued.
12.The outstanding Festival Advances, PF and other Civil Grant Advances and interest on Advances made u= nder Civil Grants to be clearly mentioned. Amount of installment and the number = of installments clearly stated.
13.Whether the staff is und= er occupation of Railway Accommodation, if so, the Qr. No. and licence fee and to whom ( i.e. accounting unit) the recoveries to be transferred . =
Similarly the recoveries to be made towards the Electr= ic charges and to whom ( i.e. accounting unit) the recoveries to be transferred.
14.After necessary verifica= tion of items Section in charge of PF and Establishment Suspense be asked to put his signature on the LPC and to mark in the respective Ledger/Register the tran= sfer of the staff and proceeding office etc.
15.As drawn if shown in the= LPC then the relevant paid vouchers to be verified.
16.For next date of increme= nt if shown in the LPC the Service Register is to be verified.
SUPPLEMENTARY CLAIMS
FOR INCREMENT ARREARS
The Service Registers of the staff should be verified = to ascertain that the increment granted from the month in which it was due in addition to the verification of paid vouchers of the relevant months.
Necessary remarks to be made in the paid vouchers givi= ng the CO-6 nos. and in the Original supplementary bill/Statement the remarks that= the paid vouchers have been verified and necessary remarks made there in should invariably be made.
FOR SUPPLEMENTARY BILLS/STATEMENTS
The original orders on the basis of which supplementary claims made should be verified first.
In case the bills/ statements supported by the as drawn vetted statements, it should be seen that it is marked to ECoR/BBS/ head quarters.
The verification of paid vouchers of the relevant mont= hs is done.
Necessary remarks to be made in the paid vouchers givi= ng the CO-6 nos. and in the Original supplementary bill/Statement the remarks that= the paid vouchers have been verified and necessary remarks made there in should invariably be made.
= &nb= sp; = &nb= sp; = &nb= sp; For FA&CAO/ECoR/BBS