CHAPTER 13
BANK RECONCILIATION - EXPENDITURE ACCOUNTS TRANSACTIONS

13.1    General

13.1    With the departmentalization of accounts of Ministries/Departments of Government of India from 1st April, 1976, all the monetary transactions of the various Central Government offices take place at the branches of the R.B.I. and Public Sector Banks instead of at the treasuries. The various receipt and expenditure transactions including the revenue transactions of CBEC/CBDT finally get accounted for in the accounts of the Government of India through accounting channels and at the same time the effect of these transactions on the cash balance of the Government of India is reflected through banking channels at the Reserve Bank of India, Central Accounts Section (CAS), Nagpur. The reconciliation of the cash balance of the Government of India, as worked out from the accounting information by the Controller General of Accounts with the cash balance of Government, as worked out by the RBI with reference to the information received from the various banks including its own branches, is necessary for various reasons like: -

(i)    The reconciliation will bring out any mistake committed whether by the accounting authorities or by the banks in working out the cash balance;

(ii)    It has to be ensured that any payment by the R.B.I. and Public Sector Bank on account of Government of India, is an authorised payment and the amount paid is correct (i.e. agrees with the amount for which a cheque was issued);

(iii)    Similarly every item of receipt accounted for by the branches of the R.B.I. and Public Sector Bank actually pertains to the Government and the amount credited by the bank is correct with reference to the amount shown in the challans and

(iv)    The monthly settlement effected by the Public Sector Banks with the R.B.I. is for the correct amount and includes only the actual transactions of Government (both payments and receipts) actually arising at Public Sector banks and that there is no double/excess or less adjustment of the same transaction.

13.2    The transactions which pass through the banking channels and are reported to the accounts organisation of Ministries/Departments of Government of India can be broadly divided into the following two categories:-

(i)    Expenditure transactions including the departmental receipts other than those relating to Direct and Indirect Taxes; and

(ii)    Revenue Account transactions pertaining to collection and accountal of tax receipts and refunds therefrom administered by CBEC and CBDT.

13.3    The procedure of payment and reporting of expenditure transactions of Ministries/Departments introduced at the time of departmentalisation of accounts in April, 1976, has undergone a change. In CBEC, the procedure of reporting of expenditure transactions under the revised system of "One Focal Point Branch -one Pay & Accounts Officer" was introduced from 1st November, 1987 while in other Ministries/Departments (including Union Territories, whose accounts have been departmentalised) the revised system was introduced w.e.f. 1st May, 1989. The system of collection and reporting of revenue transactions of CBEC (i.e. Indirect Taxes - Excise and Customs, etc.) has been revised w.e.f. 1st April, 1986 introducing the “One Bank - One Commissionerate” pattern.

In CBDT, however, the system of collection and reporting of Revenue receipts has been revised from 1st October, 1988 - introducing Nodal Bank Branches. The functions of Nodal Bank Branches are same as that a Focal Point Branch at ZAO Centers.

13.4    REVISED SCHEME OF REPORTING, ACCOUNTING AND RECONCILIATION OF EXPENDITURE ACCOUNTS AS INTRODUCED FROM 1-5-1989.

(i)    All PAOs/Cheque Drawing DDOs continue to be in account with the branches of bank(s) accredited to the Ministry/Department;

(ii)    Payment/receipt scrolls will be prepared on daily basis in quadruplicate, by the dealing branch of the bank separately for each Ministry/Department in the existing form (separately for each Account holder - PAO or cheque drawing DDO etc.), giving running serial number to daily scrolls for each accounting year from 1st April, to 31st March. These numbers on the scrolls will bear prefix DMA(E) for ‘Payments’ and DMA(R) for ‘Receipts’. The serial number of each entry in the respective scrolls will be recorded on the corresponding cheque/challan for the purpose of identification;

(iii)    The bank branch i.e. dealing branch will send the Receipt and Payment scrolls daily (in duplicate) alongwith paid cheques/challans to the designated Focal Point branch of the bank appointed for. The scroll (without paid cheques/challans) will be sent to cheque drawing DDO and fourth copy retained by the branch for its own record;

(iv)    The Focal Point branch may be acting as a dealing branch in addition to its being Focal Point branch. It will check the accuracy of the scrolls/paid cheques/challans rendered to it by the dealing branches linked to it. This Focal Point branch will prepare (in triplicate) the Main Scroll (PAO wise) as per Annexure 1 in case of State Bank of India and as per Annexure 1A in case of Reserve Bank of India branches and other Public Sector Banks, separately for each Ministry/Department on a day to day basis. Two copies of the Main Scroll alongwith original copy of the scroll with relative instruments received from various dealing branches, including it own, will be sent by the Focal Point branch to the PAO on a day to day basis. The scrolls of dealing branches with documents to be attached to the original Main Scroll should be in the same order in which entries are listed in the Main Scroll. The duplicate copy of the scrolls without instrument received from dealing branches will be stitched and retained by the Focal Point branch for its record. The PAO after verification will certify and return the second copy of the Main Scroll (without documents) to the Focal Point branch within 24 hours of its receipt.

Submission of certificates in lieu of challans/paid cheques or duplicate copy of scrolls lost/misplaced in transit-

(a)    Since the challans/paid cheques are important documents evidencing payments into/withdrawal from Govt. account, utmost care has to be exercised by dealing/Focal Point Branch to ensure that no challans/paid cheques are lost/misplaced while handling the documents. However in the event of loss/misplacement of documents during transit, the Focal Point branch should obtain the certificate in lieu of challan/paid cheques (in Annexures 8 & 9 respectively) from dealing branch and attach with scroll. The certificates should be serially numbered and the number indicated against the entry in the relevant scroll. The scroll of the dealing branch should not be included in the main scroll unless it is supported by such certificate.

(b)    Similarly in the event of loss/misplacement of scroll alongwith documents during transit, the Focal Point branch should obtain duplicate copy of the scroll alongwith Certificates in lieu of challans/paid cheques and include them in Main Scrolls.

(c)    If the lost/misplaced challans/paid cheques/scrolls are recovered subsequently they should be sent to the Accounting Authority through a covering letter citing reference to the corresponding certificates/scrolls . The scroll/documents should be marked “for record and not for accounting” so as to avoid double accounting.

(v)    In the case of State Bank of India, the Focal Point branches will report the total of transactions as per daily Main Scroll to Govt. Accounts Department (GAD), Mumbai for monetary settlement with R.B.I., CAS, Nagpur for adjustment in the accounts of the Ministry/Department concerned. The Focal Point branches of other Public Sector Banks will report to their Link Cells at Nagpur for monetary settlement with RBI, CAS Nagpur. While reporting transactions the Focal Point branches will furnish a certificate to GAD/Link Cells that necessary scrolls/paid cheques/challans etc. have already been submitted to the concerned Pay & Accounts Office. Similar certificate will be given by GAD/Link Cells while settling transactions with RBI, CAS, Nagpur.

(vi)    The Focal Point branches after the close of the month, will prepare the Datewise Monthly Statement (DMS) in quintuplicate as per Annexure 2 in case of SBI and as per Annexure 2A in respect of Reserve Bank of India and other Public Sector Banks, PAO-wise of each Ministry/Department on the basis of the daily Main Scrolls already sent to PAO. Four copies of DMS will be submitted to PAO for verification by 3rd of the succeeding month. Two copies of the monthly statement will be returned by the PAO duly verified to the Focal Point branch within three days of receipt thereof and one copy of the statement duly verified sent to his Principal Accounts Office so as to reach that office by 8th of following month. Fourth copy will be retained by PAO for his records.

(vii)    The Focal Point branch will be responsible for reconciliation of accounts with the respective PAOs and rectification of discrepancies pointed out by the PAO will be carried out by the Focal Point branch in a separate ‘Error Scroll’ and reported to PAO/Link Cell for necessary action.

Methodology to be followed for adjustment of wrong debit/credit :- The mistakes/discrepancies in scroll, resulting from erroneous entry of debit/credit will be rectified by withdrawal of erroneous credit or debit by minus credit or minus debit, as the case may be, and not by passing contra debit/credit adjustments by the banks. The methodology for adjustment to be carried out through error scroll is illustrated here under :-

  1. The Focal Point branch will incorporate the Receipts and Payments figures of the dealing branches, as they appear on the branch scroll viz., either minus or plus, in the main scroll and the aggregate receipts and payments figure, either minus or plus, arrived at in the main scroll should be reported to RBI, CAS for settlement.
  2. For the purpose of inter-branch settlement, the minus “Receipt” may be treated as “Payment” and minus “Payment as “Receipt” and the branch account may be debited and credited respectively.
  3. When the overall Receipt and Payment transactions arrived at in the Main Scroll reveal a minus figure, it/they should be reported as such. However, for the purpose of inter-branch adjustment/settlement, the minus Receipt and minus Payment may be taken as Payment and Receipts respectively. An illustration of the minus adjustments is furnished below :

Illustration :-    A branch of a bank had effected Receipt transactions of Rs.1,54,000 and Payment transactions of Rs.2,60,000 on 5th March in respect of PAO “B”. These transactions had been wrongly reported as 5,14,000® & 6,20,000. Corrections were carried out by the bank on 9th March. The Receipt and Payment transactions of PAO “B” at that branch on that date were Rs,48,00,000® and Rs.78,00,000(P).

Adjustment entries would appear in the scroll as under :

PARTICULARS IN THE ERROR SCROLL

  R P

Correct transactions of 5th March

1,54,000 2,60,000
Withdrawal of wrong figures reported earlier (-)5,14,000 (-)6,20,000

Total

(-)3,60,000 (-)3,60,000

 These minus figures will be adjusted in the day’s scrolls (Receipts or Payments as the case may be) on 9th March as follow :

  R P
Total transactions of day (as shown in the respective Scrolls) 48,00,000 78,00,000
Adjustment of errors as shown in error scrolls (-) 3,60,000

 (-)3,60,000

Total

(+)44,40,000 (+)74,40,000

(viii)    GAD, Mumbai in case of SBI, will prepare four copies of the Monthly Settlement Statement as per Annexure 3 and forward three copies thereof to RBI, CAS, Nagpur for verification before 5th of the succeeding month. [R.B.I. after verification would forward one copy alongwith the Monthly Closing Balance Statement (CAS-122) to the Principal Accounts Office of Ministry/Department by 15th of the following month];

(Ix)    GAD. Mumbai in the case of SBI would also prepare four copies of Monthly Settlement Statement - PAO wise showing dates of settlement and dates of transactions, as per Annexure 4 and forward original copy to Principal Accounts Office and the second and third copies to PAO and Focal Point branch concerned respectively. The fourth copy will be retained by the GAD, SBI, Mumbai for their record;

(x)    GAD, SBI Mumbai would also prepare in duplicate another Monthly Settlement Statement as per Annexure 5 and forward one copy to Principal Accounts Office of the Ministry/Department concerned; and

In case of bank other than SBI, the RBI (CAS) Nagpur will generate (four copies) PAO-wise and Date-wise monthly settlement (DMA-I) as per Annexure-6. Three copies of the statement will be sent to Link Cell of Public Sector Bank, out of which one copy each will be sent by the latter to the Pr. AO and the PAO concerned by 5th of the following month. RBI (CAS) Nagpur will also generate in triplicate Ministry-wise statement (PAO-wise) as per Annexure -7 (DMA-2) of which one copy will be sent to Link Cell and second copy to Pr. Accounts Office.

13.5    In some cases the RBI offices, handle the transactions of Ministries/Departments accredited to them either exclusively or concurrently with SBI in the usual way. The RBI offices follow the procedure applicable to the dealing branches and ‘Focal Point’ branches as the offices will function both as ‘dealing branch’ and Focal Point branch in respect of those Ministries/Departments for which they are acting as bankers. Each office of the Bank acts independently and render accounts to Pay and Accounts Officer. The transactions effected by them in respect of the accredited Ministries/Departments are accounted for by them in their books and the balances in Departmentalised Ministries Accounts, are reported to CAS, Nagpur through Daily position telegram/telex. The offices render daily scrolls etc. to the Pay and Accounts Officer/Drawing and Disbursing Officer, submit Date-wise Monthly Statements to Pay and Accounts Officer for verification/certification and also attend to reconciliation work thereof. RBI offices telex the PAO-wise monthly receipts and payments of each Ministry/Department to CAS, Nagpur immediately after the month-end transfer of balances followed by detailed statement.

13.6    PAY AND ACCOUNTS OFFICE

(i)    As soon as a cheque is issued the PAO/CDDO books the amount by debit to the head of account concerned and credit to the suspense head “8670 - Cheques & Bills”. When the cheque is encashed, the bank branch on which the cheque is issued, sends the daily scrolls to Focal Point branch showing details of the transactions which have taken place at the bank on that day. The daily payment scroll of dealing branch shows every item of payment by the bank and is supported by the cheques issued by the PAO/cheque drawing DDO. Similarly the Receipt scroll also shows every item of receipt credited by various persons in favour of the PAO and is supported by receipted Challans. These scrolls of dealing branches are received alongwith the Main Scroll from the Focal Point bank by the PAO supported by paid cheques/receipted challans;

(ii)    On receipt of the original copy of Main Scroll accompanied by original copies of branch bank scrolls/paid cheques/challans and duplicate copy of the Main Scroll without documents, the PAO should exercise the following checks:-

  1. that the paid cheque is genuine and was issued by the PAO/cheque drawing DDO and was not time barred on the date of payment;
  2. that the amount of the paid cheque agrees with the amount entered in the dealing branch scroll;
  3. that the totals of the payment/receipt scrolls of dealing branches are correct;
  4. that the amount in the receipt scroll of dealing branch correctly pertains to the PAO or the cheques drawing DDO rendering account to the PAO as per copy of challan attached to the scroll;
  5. that the amount shown in the challan agrees with the amount shown in the scroll;
  6. that for every item of payment/receipt, not supported by the paid cheque/challan, there is a prescribed payment/receipt certificate for the correct amount in the scroll of dealing branch showing details of cheque No. and date for payment and details of receipts;
  7. that the total of the main scroll is correct with reference to the accompanying documents and
  8. that the running serial numbers of the Daily Main Scrolls are in consecutive order.

(iii)    After carrying out the above checks, the PAO should record a certificate of verification on the Main Scroll and return the duplicate copy thereof duly verified to the Focal Point branch within 24 hours of its receipt.

(iv)    The paid cheques/challans/scrolls not relating to the PAO, if any, included in the Main Scroll shall be returned to Focal Point branch and the Main Scroll will be got amended by personal contact. The PAO may accept the payment/receipt certificate issued by the bank in lieu of missing paid cheque/challans. An item, not supported by a paid cheque/challan or the certificate in lieu thereof, should be got deleted from the Main Scroll. Such an item could be included in the subsequent Main Scroll accompanied by the relevant challan/paid cheque/certificate of payments/receipts. For any discrepancy, PAO will get it rectified from Focal Point branch immediately by personal contact.

(v)    Every item of receipt including refunds of unspent amounts which are to be accounted for as reduction from expenditure should be adjusted by crediting/minus debiting the amount shown in the challan to the relevant receipt/functional expenditure head of account by contra debit to the head “PSB. Suspense” below Major Head 8658 suspense Accounts. Similarly total of all the payment items which have been accepted, should be adjusted by minus credit to the head “8670 - Cheques and Bills” - PAO Cheques/Departmental cheques as the case may be, by contra credit to the head “PSB Suspense”. In the case of transactions handled by the RBI office as the dealing branch, the head ‘8675 - Deposits with Reserve Bank-Central Civil (HQ)’ in place of “PSB Suspense” will be operated by the PAO.

The PAO shall maintain a register of “Public Sector Bank Suspense” in form CAM - 17 and post therein each day’s receipts and payments, as per the daily Main scrolls of Receipt/Payment received from the Focal Point branch. In this Register separate folios may be opened for entering scrolls pertaining to the PAO and each cheque drawing DDO etc. and one page may be used for compiling the aggregate of monthly transactions reported by the ‘Focal Point’ branch. The PAO should tally the monthly gross receipts/payments worked out in this Register with the gross amount shown in the Date wise Monthly Statement of receipts/payments (DMS) sent by the Focal Point branch and record a certificate in the Register.

(vi)    PAO should see that four copies of the Datewise monthly statements showing the daily total of payments made and amounts received, in respect of his office/cheque drawing DDO are received from the Focal Point branch by 3rd of the following month. If the DMS is not received, the PAO should obtain the same by personal contact. The figures of daily totals shown therein, should be checked with the corresponding totals shown in the daily Main Scrolls to ensure:-

  1. that the amount shown by the bank against a particular date agrees with the amount shown in Daily Main Scroll earlier sent to the PAO;
  2. that in case an item not pertaining to the PAO is included in the monthly statement, the same is got deleted from it by personal contact with Focal Point branch. In case an amount appearing in DMS was not included in the Main Scrolls, the Focal Point branch should be contacted to provide the scroll with supporting documents for that transaction, otherwise, the item may be got deleted;
  3. that any item appearing in the Main Scroll but omitted from DMS, should be got included by personal contact, and
  4. that the total of the DMS has been worked out correctly.

(vii)    After carrying out the above checks, the PAO should record verification on it. Two copies of DMS duly verified, should be returned by PAO to the Focal Point Branch within 3 days of its receipt. Out of two certified copies, one copy will be sent to Principal Accounts Office so as to reach him by 8th of the following month. Original copy of DMS (with verification recorded thereon) should be retained by the PAO.

(viii)    The PAO should see that monthly Put through Statements in prescribed form (as per Annexure 4 in case of SBI and as per Annexure 6 in case of other Public Sector Banks) is received by the end of the first week of the following month from SBI (GAD), Mumbai/Link Cell of Public Sector Bank as the case may be. These statements show the dates of transactions, dates of put through of receipts and disbursements with RBI, CAS, Nagpur. On receipt of this statement from the SBI, GAD, Mumbai/Link Cell at Nagpur, the PAO should link the Put through items shown in this statement with the items shown in the DMS reconciled by him earlier with the daily Main Scrolls received from the Focal Point branch. The discrepancies noticed by the PAO will fall into the following categories:-

  1. Amount shown in the DMS on a particular date or dates, has/have not been put through by the Bank as per Put through Statement (Annexure 4 or 6)
  2. Amount put through by the Bank, as per Put through Statements (Annexure 4 or 6) does not appear in the DMS.
  3. The amount of a transaction as shown in Put through Statement differs from that shown in the DMS.
  4. Minus disbursements/receipts appearing against some dates of transactions in the ‘Put through’ Statements denote reversal of erroneous amounts put through earlier. The dates of erroneous settlement will be indicated in the ‘Put through Statements’ to link the same.

(ix)    After verifying the ‘Put through’ figures with the DMS as stated against (viii) above, the PAO will take up reconciliation work. The PAO should prepare a “Monthly Reconciliation Analysis” in the form CAM 68. The PAO is responsible for reconciliation of any difference appearing in part ’A’ of the Analysis. For discrepant item appearing in part C(vi)(b) of the Analysis and transactions other than those pertaining to last few days of a month appearing in part C(vi)(a) of Analysis, the PAO should immediately contact the Focal Point branch and ensure that rectification are carried out and items put through by the Focal Point branch through GAD/Link cell in the second month positively.

The grand total of the columns C(vi) (a) and (b) should be tallied with the closing balance shown against column C(v) of the Analysis.

(x)    The PAO should maintain a register - “Register of Amounts Put through - Part I” in form CAM 69 (separately for Receipts and Payments). Amounts ‘Put through’ relevant to the revised procedure will be entered in this Register. Normally, all the amounts except those relating to the last 3-4 days of the month, will be ‘Put through’ in the same month. The transactions of last 3-4 days of the month are expected to the ‘Put through’ in the first few days of the subsequent month. In case the PAO finds some of these items outstanding while closing the Register for the subsequent month, he should immediately contact the ‘Focal Point’ branch for remedial action without further delay.

(xi)    After preparation of part I of the “Register of amounts put through" (CAM 69) the PAO should prepare part II of the Register of Amounts put through showing progressive position every month in the form CAM 70 (the opening balance on the introduction of the revised procedure from 1.5.1989 is to be taken as NIL to keep the previous balance separate for clearance)

(xii)    The PAO should prepare a statement of monthly Reconciliation between the amounts as per DMS and the amounts booked under “8658 - Suspense Accounts-PSB Suspense” in the form CAM 71. Proper explanation/reasons for the difference with reference to DMS shall be given in the statement. Action taken for the clearance of the difference should also be given therein. This monthly reconciliation statement should be submitted positively alongwith the monthly account format by the PAO to the Principal Account Office.

(xiii)    The PAO should also maintain a Broadsheet of “PSB Suspense” in the form CAM 72 [separately for Receipts (Debit) and Payments (Credit)], opening balance under the Revised System being taken as ‘NIL’. Balance relating to the period prior to introduction of Revised System (i.e. 1-5-1989 and in case of CBEC 1-11-1987) may be kept separate for clearance. The clearance of the head ‘PSB Suspense’ will be made by the Principal Accounts Office on the basis of DMA-2 statement or on the basis of Monthly Balance Statement (CAS - 122) in terms of para 7(ii) received from the RBI, CAS, Nagpur. The figures for the column “Amount of clearance of PSB Suspense in the month” shall be intimated to the PAO by the Principal Accounts Office every month. The PAO should keep a strict watch over the clearance of the balance under this head.

Note :- (i)    In case a PAO deals with two different banks ‘PSB Suspense’ figures of each shall be kept separate. Accordingly broadsheet folios will also be kept separate.

(xiv)    In order to have age-wise analysis of balance under “PSB Suspense” the PAO should keep a record in a form prescribed for Abstract of objections (Form CAM-26).

(xv)    Verification of the amounts “Put through” (DMA-I statement) with reference to the Date-wise Monthly Statement (DMA) and preparation of “Monthly Reconciliation Analysis” will throw light on the amounts of excess/double reimbursements, if any, obtained by the bank. For such excess/double reimbursements of over Rs.10 lakhs and above interest is to claimed from the bank. PAO should prepare the following reports :

  1. A monthly statement ( CAM 73) of cases (Rs.10 lakhs and above) in which levy of interest on Excess/Double Reimbursement claimed by bank is to be decided.
  2. A Quarterly (15th April/July/October/January report (CAM 74) of Excess/Double Reimbursement cases (attracting penal interest).
  3. A quarterly (15th, April, July, Oct. & Jan) report ( CAM 75) of Excess/Double Reimbursement (not attracting penal interest).

While in the case of (i) above, PAO should initiate action with FPB for recovery of penal interest, the statements mentioned at (ii) & (iii) above should be sent by PAO to Pr. AO for consolidation and onward transmission to Controller General of Accounts Office.

(xvi)    Sub-agency arrangements : At centres where the accredited bank does not have its own branch, the work of Ministry/Deptt. is undertaken by some other bank as sub-agent of the accredited bank. The accredited bank will enter into sub-agency arrangement with such bank at that centre. The role of the sub-agent bank in regard to the reporting and accounting of the transactions of the Min./Deptt. does not differ from the role of the accredited bank branch and as such, the sub-agent bank branch will follow the same procedure as applicable to the dealing branch of the accredited bank. The sub-agent bank branch will forward scrolls/documents to the designated focal point branch of the accredited bank. The transactions of the sub-agent bank branch will be accounted for by the Focal Point Branch in its main scroll in the same manner as the transactions of the dealing branches of the accredited bank. The transactions of all the dealing branches (including sub-agent bank branch) and the Focal Point branch will be reported to the Pay & Accounts Office/Link Cell (GAD in case of State Bank of India) in the usual Manner. The Focal Point Branch will also arrange to settle/reimburse the claims of the sub-agent bank, through a branch of the sub-agent bank at the centre where the Focal Point branch is located, on the same day the transactions are accounted for in the books of the Focal Point Branch.

13.7    PRINCIPAL ACCOUNTS OFFICE

(i)    The Principal Accounts Office receives monthly statements of put through in form as per Annexure 4 & 5 in case of SBI and Annexure 6 & 7 (DMA-1 & DMA-2 Statement) in case of other Public Sector Banks. The Principal Accounts Office should check these statements to ensure:-

  1. that the total of each Annexure 4 agrees with the total amount settled by SBI as shown against respective PAO in Annexure 5.
  2. That the total of Annexure 5 agrees with the total amount settled as shown in Annexure 3.
  3. That the total of each Annexure 6 agree with the total amount shown in Annexure 7, in the case of other Public Sector Banks.

(ii)    On the basis of ‘put through’ statement in DMA-2 or on the basis of Monthly Closing Balance statement (supported by amounts put through) in form CAS- 122 whichever is received earlier the Principal Accounts Office should carry out adjustment clearing the head ‘PSB Suspense’ by minus credit/debit and affording credit/debit under the head “8675-Deposits with Reserve Bank-101-Central Civil-Reserve Bank (PSB)”. In case adjustment is carried out on the basis of DMA-2 the correctness of amounts adjusted may be got confirmed on the basis of CAS-122. Details of adjustments so carried out, should be intimated to the PAO concerned for preparation of Broadsheet of “PSB Suspense” every month. In monthly accounts also effect of the Reserve Bank Deposits should be taken separately for credit & debit figures under this head.

(iii)    The Principal Accounts Office should maintain a Monthwise and PAO wise “Register of Amounts put through” in part I (separately for ‘Receipts’ and ‘Disbursements’) in form CAM 69 except that the column “Month” should be substituted by “Name of PAOs”. Similarly part II of the Register (separately for ‘Receipts and ‘Disbursements’) should be maintained PAO wise in form CAM 70 except that column “Names of PAOs” should be added in the beginning.

(iv)    Principal Accounts Office should also maintain PAO wise (separately for Debits and Credits) Broadsheet of PSB Suspense” in form CAM 72 except that the first column "Month” should be substituted by “Names of PAO’s”. The Principal Accounts Office will also work out age wise analysis of out-standing balances under ‘PSB Suspense’ in the form prescribed for Abstract in CAM -26.

(v)    The Principal Accounts Office should prepare “Monthly Reconciliation Analysis” in form CAM 68 in respect of all the PAOs and take immediate action for getting older items put through by Focal Point Branches through GAD/Link Cell in the second month positively.

(vi)    The Principal Accounts Office should keep strict watch on receipt of statement of Monthly Reconciliation in form CAM 71 from the PAOs to enable it to analyse the outstanding balance under ‘PSB Suspense’ and watch clearance thereof.

(vii)    The Controller General of Accounts will closely monitor clearance of balances under PSB Suspense.

13.8    RESIDUAL TRANSACTIONS FOR THE MONTH OF MARCH

The transactions pertaining to a financial year are required to be adjusted to the extent possible, in the accounts of that year itself. As such, the transactions effected during the month of March should be expeditiously advised by the dealing branches to the Focal Point branches to enable the latter to report the same to RBI, CAS, Nagpur through Link Cell/GAD Mumbai in case of SBI. In particular, the transactions taking place from the 15th of March till the end of the month should be reported by the Focal Point branch to Link Cell/GAD Mumbai in case of SBI by telex/telegram. As regards residual March transactions which could not be reported to RBI, during the concerned financial year, the ‘Focal Point’ branch should, segregate, from 1st April all transactions pertaining to the previous year and prepare separate Main Scrolls for :

(a)    the residual transactions effected at the dealing branches in March or earlier (i.e. during the earlier financial year),

(b)    current transactions i.e. those effected from 1st April onwards. The Main Scroll for March transactions prepared from 1st April to 25th April should be distinctly marked as March Residual-1, March Residual 2………. and so on upto March Residual 25. The Focal Point Branch should report these transactions to Link Cell/GAD Mumbai in case of SBI in separate Daily Memo for adjustment with RBI, CAS, Nagpur i.e. one for March and other for April transactions. The Focal Point branches should furnish two separate monthly statements-one pertaining to ‘March Residual Account’ clearly marked as such, covering transactions relating to the period upto 31st March but reported during 1st to 25th April and the other covering the April transactions (which may include the transactions of the previous month(s) reported after 25th April) as usual. The monthly statement of ‘March Residual Account’ should be sent to the concerned PAO latest by the 30th April. The statement relating to the month of April should be sent latest by the 3rd of the following month in the normal course.

Annexure 1
[Vide Para 13.4(iv)]

STATE BANK OF INDIA
DAILY MAIN SCROLL - UMEA EXPENDITURE ACCOUNTS
FOCAL POINT __________________BRANCH ( CODE NO. ____________ )

NAME & CODE NUMBER OF THE MINISTRY ___________________ 
RUNNING SR. NO. ________________ 
DATE ____________ 
SPECIAL ACCOUNT CODE NO. OF PAO ______________________

Sr. No.

Name of receiving branch

Branch Code No.

Date of transactions at receiving branch

A/c Code No. at receiving Branch (DDO NO.)

Receipts 

Payment 

Remarks

Rs. P. Rs. P.
                   
                   
SUB-TOTAL TRANSACTIONS OF LOCAL POINT BRANCH          
GRAND TOTAL          
  1. To be prepared in triplicate.
  2. Two copies - original with scrolls and paid cheques receipted challans and duplicate without documents to be submitted to PAO on day to-day basis.
  3. Duplicate copy duly verified by PAO, to be obtained from him on a day-to-day basis.
  4. Third copy to be retained as office copy.
  5. Scrolls of Receiving Branches with documents to be attached to Original Main Scroll should be in the same order in which entries are listed in this Main Scroll.
  6. The Grand Total of receipts and payments should be reported to GAD in the form/10(a) against

Special Code No. : _____________
Branch Seal 

Branch Manager

Annexure 1-A
Vide Para 13.4.(iv)

MAIN SCROLL - UNION MINISTRIES’ EXPENDITURE ACCOUNTS

Name of Focal Point Branch : ………………. ………. Code No. ………………… Name of PAO : ………………… Code No…… ……………….. Running Sr. No. ……………… Name of Ministry/Dept…………………….. Code No. ………………….. date : ……………….

Sr. No. Name of Dealing Branch Date of Transaction at dealing branch Receipts
Rs.
Payment
Rs.
Remarks
 

 

 

 

         
Sub-Total          
Transactions of Focal Point Branch          
Grand Total          
  1. To be prepared in triplicate.
  2. Two copies - original with scrolls and paid cheques/receipted challans and duplicate without documents to be submitted to PAO on a day-to-day basis.
  3. Duplicate copy duly verified by PAO, to be obtained by the Focal point branch on a day-to-day basis.
  4. Third copy to be retained as office copy.
  5. Scrolls of Dealing Branches with documents to be attached to original Main Scrolls should be in the same order in which entries are listed in this Main Scroll.
  6. The Grand Total of receipts and payments should be reported to Link Cell. Nagpur on a day-to-day basis.

Branch Seal 

Branch Manager

Annexure 2
[vide para 13.4(VI)]

CARE : To be compiled and handed over to PAO by 3rd of each month

STATE BANK OF INDIA

...................................... ..........................
(BRANCH NAME) (CODE NO.)

EXPENDITURE TRANSACTIONS OF MINISTRY /DEPTT. OF____________________________ MONTHLY STATEMENT OF RECEIPTS & DISBURSEMENT FOR THE MONTH OF __________________ 20 _________________. 

SPECIAL ACCOUNTS CODE NO._____________

DATE

RECEIPTS

DISBURSEMENTS

INITIAL OF SUPV. OFFICIAL

Rs.

P.

Rs.

P.
           
           
           
           
           
           
           
           
           
           
           
TOTAL          

___________ 20 ________

BRANCH MANAGER

Instructions for completing the form :

  1. To be prepared in Quintuplicate
  2. Four copies to be sent to pay & Accounts Office concerned and fifth copy to be retained at the Branch.
  3. 2 Copies will be received back from PAO duly certified . One copy should be forwarded to GAD, Bombay . the other copy be filed.

Annexure 2-A
[Vide Para 13.4(vi)]

Union Ministries Expenditure Accounts - Monthly Statement
of Receipts & Disbursements for the Month of …………….. 20……..

Name of Bank Code No.
Name of Focal Point Branch Code No.
Name of PAO Code No.
Name of Ministry/Deptt Code No.

 

Date Receipts
Rs.
Disbursements
Rs.
Initials of Supy. Official
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.      
26.      
27.      
28.      
29.      
30.      
31.      
Total      

………………… 20………………………………

Branch Manager

Annexure 3
[Vide Para 13.4.(vii)]

Settlements made by State Bank of India on account of Expenditure A/c transactions handled by all the Focal Point Branches of State Bank of India for the month of ____________________

(Consolidated for all the PAOs)

Name of the Ministry_________________________ Code __________________

 

AMOUNT SETTLED

 

Date of Settlement

RECEIPT

PAYMENT

NET

Rs. P. Rs. P. Rs. P.
             
             
             
             
             
             
             
             

Annexure 4
[Vide Para 13.4.(ix)]

Settlements made by State Bank of India on account of Expenditure Account transactions PAO-wise, datewise for the month of _____________.

Name of the Ministry /Deptt .__________________________.Code No. __________________________.

PAO Code No. _____________ _____________.

Name of the Focal Point Branch_____________ _____________. Br. Code No._____________ _____________.

Date of settlement

Date of Transaction

AMOUNT SETTLED

   

Receipt 

Payment 

Rs. P. Rs.  P.
           
           
           
           
           
           
           
           

Annexure 5
[ (Vide Para 13.4.(X)]

MONTHLY SETTLEMENT MADE BY STATE BANK OF INDIA PAO - WISE FOR THE MONTH OF _________________________

NAME OF THE MINISTRY / DEPTT.___________ CODE NO. ___________

Special Account Code No.

AMOUNT SETTLED

 

Receipt

Payment

Rs. P. Rs. P.
         
         
         
         
         
         
         

Annexure 6
[ Vide Para 13.4(XI)]

Settlements made by …………………………………. …………….. (Name of Bank) on account of Union Ministries’ Expenditure Account transactions PAO-wise, date-wise for the month of ……………………………………………. 

Name of Ministry /Dept :…………Code No. : ..............................

Name of Focal Name of P.A.O. . : ……………. Code No. : ..........................

Point Branch : …………. Code No.: ...........................

Date of transactions Date of settlement with 
RBI, CAS, Nagpur
Receipts
Rs.
Amount settled Payments
Rs.
 

 

 

 

 

     

Annexure 7
[Vide Para 13.4(XI)]

Statement showing monthly settlements made by

…………………………………………………………….
(Name of Bank)

PAO-wise, of he Ministry of ………………………………. Deptt. of ………………………….. for the month of ……………………………………………………………………………………..

PAO Code No. Name of Focal Point Branch Code No. Amount Settled
Receipts
Rs.
Payment
Rs.
 

 

 

       

ANNEXURE - 8
[Ref. Para 13.4 (iv)]

CERTIFICATE IN LIEU OF LOST/MISPLACED CHALLAN

Certified that a sum of Rs……………………..………………… (Rupees………………………………………………..only) was received from ……………………………………………………………………………… (Name of the Party) On account of ……………………… ………………………………….for credit to Central Government account under the head………………………… by …………… ……………………………….branch. The amount has been included in the scroll dated ……………………at Sr. No…………………..

Agent / Authorised Officer

Date
Bank
Focal Point Branch

ANNEXURE - 9
[Ref. Para 13.4(iv)]

CERTIFICATE IN LIEU OF LOST/MISPLACED PAID CHEQUES

Certified that a sum of Rs…………………………………………….. (Rupees……………………………………………………..……only) was paid to …………………………………on ………………….……………..by debit to (Name of the party) drawing account maintained in the name of …………………………….. (Name of DDO) on behalf of Ministry of ……………………………………………….. as per Cheque No……………………….dated………….at……………..…..branch. The amount has been included in the scroll dated ……………….at Sr. No……………………….

Agent /Authorised Officer

Date
Bank
Focal Point Branch