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«Organisaiton of the Finance and Accounts Wing General Instructions. The Finance and Accounts Organisation of the Board is under the charge of the ...»

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CHAPTER-1

Organisaiton of the Finance and Accounts Wing General Instructions.

The Finance and Accounts Organisation of the Board is under the charge of the

C.A.O. as H/O Deptt. Member (F &A) is also appointed by the State Govt. under

clause of the Indian Electricity Act, 1948. The functions of the C.A.O. are mainly to

manage the affairs of the organisation and he is to assist the Member (F&A) in the

following manner.

The Wing is divided into two groups namely Accounts and Internal Audit group headed by Deputy Chief Accounts Officer/Dy. C.A. and the Finance group headed by a Deputy Finance Adviser.

The detailed organisational set up of the Finance and Accounts Wing is given in the chart at the end of this chapter.

Finance Group This group is responsible for scrutiny of the proposals emanating from other units of the Board namely the Secretary’s Wing, the respective Chief Engineers’ Wings and units thereunder, from financial angle and giving financial concurrence to such proposals. Cases relating to creation of posts, all appointments, promotions according to cadre rules Departmental Promotion Committees, delegation of financial powers, and fixation of pay will be examined in the Staff Miscellaneous Section. All matters relating to Store-Purchases, contracts for purchases or sales, inventories, agreements for sale and purchase of power, tariff, scrutiny of work estimates will be handled in the ‘Stores and Contracts’ Section for the purpose of convenience of miscellaneous subjects, such as Audit Objections, Public Accounts Committee references, Estimate Committee and Assembly Questions, Planning Commission references and miscellaneous items not under any other classified group will also be handled in this group in the Sections named as Co-ordination Section and Reports Sections respectively.

Accounts Group Accounting functions comprise of maintenance of accounts of the Board preaudit of all payments. Watching the ways and means position, keeping a watch on recoveries of dues and making of disbursements on behalf of the Boards after scrutiny of claims, maintenance and reconciliation of bank accounts, preparation of bank accounts, preparation of annual accounts etc. These functions will be spread over the appropriate sections given in the Chart. In addition this group will be incharge of internal audit work and commercial. For the purpose of convenience internal administration, preparation of codes and manuals and procedures has also been placed in this group in store accounting and verification.

Store Accounts For purpose of convenience, the Store-Account and Verification Section has also been placed under the administrative control of the Accounts Wing presently headed by the ‘Chief Accounts Officer’.

Internal Audit Section 69(I) of the Indian electricity (Supply) Act, 1948 provides interalia that the Board shall have a proper system of internal check. The internal Audit group is entrusted with the functions of the conduction internal Audit of expenditure and receipts and revenue of the Board as well as of examination and analysis of the system and procedures in force and to suggest improvements therein with a view to securing an efficient financial management of the Board. The detailed scope and extent of internal Audit will be specified in the form of separate Manual for “Internal Audit” which is under preparation. It is enough to mention here that Internal Audit Wing will conduct the concurrent scrutiny of expenditure incurred both at the head-quarter units as well as in the field units of the Board with reference to the initial accounting records maintained therein. Internal Audit of revenue comprises of a concurrent audit of revenues of the Board, accruing and accounted for at the head quarter and field units of the Board.

Audit is conducted through the peripatetic audit parties functioning under the control of this group and the results of such audit are edited and issued by this group to the heads of the offices of the units concerned at both initial and controlling levels.

A monthly digest of important irregularities noticed in the course of Internal Audit alongwith suggestions for improvements in procedure and in the system as well as for economies in expenditure is submitted to the top management viz the Chairman and the members of the Board.

Budget This section will be responsible for preparation of Annual Financial Statement of the Board in accordance with provisions of Section 61 of the Indian Electricity (supply) Act, 1948. Its main duties are the determination of financial resources required to meet the Board’s expenditure, and programmes, long term operating and capital expenditure budget, maintenance of control over the flow of expenditure against Annual Budget and reporting of variations between budget and actuals to the top management through monthly reviews. The Budget Manual has been prepared and issued to all concerned separately.

Internal Administration.

Internal Administration of the Staff will be under the control of this Wing (See Chart at the end of this chapter) and will be the responsibility of Branch Officer (Internal Administration Section) this section will be responsible for arranging and providing all the office equipment for the Finance and Accounts Wing to process cases for staff and to handle all the affairs connected with the staff at the head-quarters and in the field working under the control of Finance and Accounts Wing, conduct of departmental examinations, maintenance of service records of staff etc.





–  –  –

Each Section in the Finance & Accounts Wing will maintain an index register of files.

(2) The file number should denote the section to which it pertains. For this purpose the following alphabets will be used.

–  –  –

No. HPSEB/F&A/CO/Audit objection – 1/70-71-Vol-issue No. and date.

All other standard instructions for maintenance of files should be followed.

Important orders on any particular subject should be kept in a separate order file for constant reference.

Duty List

–  –  –

Every section should maintain a calendar of returns in the prescribed form to watch the submission of returns/reports on due dates. The calendar of returns should be put up to the branch officer incharge once a week and to the Dy. Chief Accounts Officer/Dy. Financial Advisor every fortnight and to the Chief Accounts Officer, once a month, Accounting Year Every accounting year for the Board is form 1st March. All statutory book of accounts like purchase and sale books, Personal ledgers etc., should be closed on 31st and new books opened from the 1st April except in the case of running ledgers such as General Provident Funds ledgers.

Bill Register and Receipts All bills received should be entered (chronologically) in a bill register to be maintained by each section. A bill diary report showing the disposal of bills will be put up to the Accounts Officer concerned weekly. Reasons for delay beyond 3 days in the disposal of bills should be given in the summary of the

Abstract

of the diary.

Bank & Loan Section (a) Bank Section will also maintain a similar diary and will prepare cheques, on the basis of first come first served basis unless a particular voucher is marked ‘immediately’ by the debiting officer.

For payments received by the Board whether by cash, or by cheques, drafts, etc., receipts in an appropriate form will be issued. The receipts will be signed by the superintendent incharge and blank receipt books kept in possession of the Accounts Officer, Bank Section. Similarly for all payments made, the corresponding receipts from the payees should be watched and where delayed reminders should be sent as often as necessary to obtain the receipts.

(b) Loan Section separated from the main functions of Banking will keep accounts of all kinds of loans received and paid. The accounts should be so upto date that the precise position of liabilities is available at any given time.

Control Statement In order to ensure that sections maintain the accounts records properly and all action that is required, is taken in time, suitable control statements have been prescribed separately. Sectional Superintendents will ensure that these statements are properly filled in with correct facts and submitted on the due dates to the Branch Officer/Dy. Chief Accounts Officer/Dy. Financial Advisor/Chief Accounts Officer, as the case may be.

Inter Sectional Correspondence

As far as possible sections within the Finance and Accounts Wing should avoid formal correspondence with each other except specifically prescribed in the rules for transactions of the inter-sectional business or where it is necessary to have a written record of transactions involving two sections. It is expected that all the sections/Accounts Officers incharge of a group of section will work in close coordination and not in water tight compartments.

Central Payments Cell

–  –  –

Functions of the Chief Accounts Officer.

(a) Accounts The C.A.O. will be generally responsible for supervision of the Accounts Organisation and its functions. The main functions of this Organisaiton are :I- Accounts Group

1. To have a proper system organised for the maintenance of the accounts of the Board. They shall maintain or cause to maintain adequate records of assets, liabilities and other financial transactions of the Board. In particular they shall be responsible for maintenance of adequate system of store accounts.

2. Compilation of Annual Accounts of the Board, including Balance Sheet and Profit and Loss account in prescribed forms and their submission as required under the Electricity (Supply) Act. 1948.

3. Custody and control over cash. Adequate arrangements with Bankers of the Board will be made for receipts and disbursement of cash and their accountal Control over the liquid resources of the Board will be exercised and surplus funds invested in short/long term deposits. Adequate financial control will be exercised over allocation and use of funds in accordance with approved programme and budget and with due regard to policies and regulations of the Board.

–  –  –

(a) preparation of the Board’s annual and supplementary financial statements and their submission to the Board, the State Electricity Consultation council and thereafter to the State Government as per provisions of the Electricity (Supply) Act, 1948 and rules, if any, made thereunder.

(b) Control over the flow of receipts and expenditure in relation to the Budget Estimates and analysis and report to the Board of variations.

(c) Preparation of periodical cash flow statements and control over cash flow in relation thereto.

5. Internal Audit :- Prescribing a sound system of internal audit of Board’s Revenue Collection and expenditure and reporting the results of internal audit to the Board for necessary action.

6. Verification of stocks and disclosure of variations of physical stocks from books, alongwith identification of surplus stock wherever disclosed, to the Board through periodical reports.

B. Finance

1. Scrutiny of Expenditure:- All proposals involving expenditure from Board’s funds, other than those for which powers have been delegated to subordinate authorities or agencies, will be scrutinized by the Member before the Board accords sanction thereto. The Member will satisfy himself regarding the necessity for the expenditure and that it is the minimum necessary for achievement of the Board’s objectives. While doing so, he may suggest other measures and other ways of meeting the same objectives.

2. Scrutiny of Estimates:- All project estimates will be scrutinized by the Member and his concurrence thereto taken before Board’s approval is accorded.

3. Purchases and pricing policies:- Member will be associated in all matters relating to purchase of machinery and equipment, stores, raw materials etc.

including devising of a proper procedure for purchase to ensure that adequate control in exercised over such purchases. He will also be associated in the formulation of tariffs of the Board and in the pricing of products for sale, interdepartmental issues, charging of material to works etc.

4. Member will be associated in all service matters having financial implications such as scales of pay, dearness allowances, bonus, gratuity etc., creation of posts, yard sticks for such creation of posts and new addition to the organization, fringe benefits, and on all policy matters, affecting service conditions and benefits requiring Board’s approval.

C. General :

1. The Member will devise a reporting system by which the Board is kept apprised periodically of the financial results of the Board’s working, review of actuals against Budget, results of internal audit and any other matter of importance and interest which in his opinion, needs to be brought to the notice of the Board and interest which in his opinion, needs to be brought to the notice of the Board.

2. Member will provide an effective liaison with Statutory Audit in the settlement of audit objections, draft paras, finalization of the Audit Report of Comptroller and Auditor General and observations of the Public Accounts Committee.

D. Organisation:

For the discharge of his responsibilities and functions generally outlined above.

The C.A.O. will have Dy. C.A.O./DRA/DCA & Accounts Officers Incharge of various sections who will discharge the duties assigned to each section separately.

CHAPTER –II

–  –  –

1. Pay, contingencies, General Provident Fund Group.

This group is responsible for checking payments and accounting of transactions relating to the personal claims of gazetted officers of the Board, pre-checking of all claims of staff at the headquarters office and contingent expenditure incurred in the Board’s Head Office and their payments. The group is divided into three sections: (i) Pay and contingencies Section. (ii) General Provident Fund & Pension Section and (iii) Routine Section.

2. Pay & Contingencies Section.

The main functions of this section are:i) To disburse the salaries and all other claims of non-gazetted officers of the Board.



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