Promotion of PA (SBCO) to LSG (SBCO) cadre - TN Circle dtd 01/04/2016

01/04/2016
Procedure For Supplementary Accounts In Head Post Offices
Procedure For Supplementary Accounts

  This document explains the steps to be followed in generating the Cash account for March, supplementary cash book as well as the supplementary cash account and later the general cash book. Great care may be taken in proceeding with the work. So, please go through this document entirely, before the work on supplementary accounts is taken up.

Declaring The Working Days For March And April 

During the month of March, when the Day begin is done for the first time in the sub accounts module, the Supervisor is expected to enter the last working day in the month of March and the first working day in the month of April. For the current year 2016, it will be 31.3.2016(last working day in March 2016) and 01.04.2016(first working day in April 2016). This is taken as the default value in the application. This may kindly be checked up(use the menu Tools – Supplementary dates working as Supervisor). If there are some other dates, they may be changed to 31.3.2016 and 01.04.2016 respectively, before 31st March. 

Regular Cashbook During The Month Of March

Regular work in all the modules leading to the generation of cashbook can continue up to 31st March in the usual course and there is no change. 

Generation Of Cash Account For March (Regular)

 All HOs should note that cash account for March (regular) should be generated before supplementary transactions commence. So, on the first of April, the accounts branch has to generate cash account for March, preferably before day begin is done in sub accounts module (though this is not a precondition, it ensures that work in supplementary accounts is not started).

Work In Supplementary Accounts 

Please note that the Meghdoot module provides for seven supplementaries. Daily accounts of all sub offices for March should be obtained latest by seven supplementary and incorporated in the accounts. After the cash account for March 2013 (regular) is generated, day begin can be done in sub accounts module in the usual course. 

First Supplementary 

Daily accounts received should be segregated between those of March and of April and bundled separately. The daily accounts of April should be entered using the usual menu Data entry – SO daily accounts and selecting the appropriate SOs. Note that supplementary daily accounts should not be posted using this menu. The daily accounts of March should be posted using the menu Supplementary – SupplementarydataSO. On completion of the posting, printing of SO summaries can be taken separately for regular and supplementary (for supplementary, use the menu Supplementary – Printing SO reports). Other tasks of preparing SO slips should be done in the usual course. At the end of the day, remittances should be verified in the usual course. After such verification, daily account adjustments for remittances of daily accounts of April should be done in the usual course first. Thereafter, the adjustment of remittances in March daily accounts should be taken up using the menu Supplementary – Remittances – SO daily account. While carrying out such adjustments, note down the details of remittances made by SOs in March which are acknowledged in April (called technical transit). 

On completion of the adjustment of remittances as per daily accounts, view the transit and advance items pending in the following sequence 

1. Regular transit and advance using the menu Transit – SO transit figures or SO Advance figures 

2. Supplementary transit and advance using the menu Supplementary – SO Transit figures and SO Advance figures 

3. Consolidated transit using the menu Supplementary – Consolidated transit – Technical transit 

Note that the third item will show you all the remittances in transit including those of April. 

Now please add the technical transit items, using the Add button here. Please note that such items added will not appear here on the day of adding but will be available in the print out. This has to be invariably done for the supplementary accounts to tally correctly. This technical transit item which will remain pending for adjustment throughout the supplementary period will automatically get adjusted after the last supplementary when you move over to the regular accounts. 

On completion of such addition, the operator should take the print out of transit and advance summaries for both regular and supplementary transactions. Now, the accounts branch can generate the cash book for first supplementary. While the supplementary transactions are pending, regular cash book should not be generated. The HO can generate only the HO summary and regular SO summary for the days when supplementary accounts are pending. On completion of all these tasks, day end can be done in all the modules of Meghdoot for the first April. 

Second and third supplementary 

The same process as above should be repeated for second and third supplementary(if any) during which period regular cashbook should never be generated. Technical transit items should be added as in first supplementary. On the day of last supplementary when all the remaining daily accounts of March 31 are received, the details of balances(red ink particulars) for the HO and SO balances of all SOs of date 31.3 should be noted down. The total of technical transit and the unadjusted transit of March, corresponding to the details of closing balance as per Supplementary cash book should also be noted down. These details are required for generation of supplementary cash account. 

Supplementary cash account 

On completion of all the supplementary accounts and on generation of the cashbook for the last supplementary, the supplementary cash account can also be generated. The accounts branch has to now access the cash account menu and select the March month. A dialog box will come up prompting to furnish details of balance. Click the Yes button. In the next window, you will find the details of closing balance of March as furnished initially. You have to now edit this figure to enter the details of SO balance and transit for the last supplementary (HO balance need not be changed) and generate the supplementary cash account. The cash account will now furnish the transactions including that of supplementaries and also the red ink particulars correctly. After the supplementary cash account is generated, the regular cash book can be generated from the next day on wards. 

Regular cashbook for April

It is reiterated that regular cash book generation should never be attempted when the supplementary accounts are still in progress. You can proceed with generating regular cashbook from the subsequent day onwards (and also for 1st April and subsequent days) after the last supplementary including.

 Note : minimum one supplementary is compulsory

Dopt needs comments on LTC Procedure of Public Transport between nearest Railway station and Declared place of visit 

Central Civil Services (Leave Travel Concession) Rules, 1988 — Fulfillment of procedural requirements : Draft memorandum as follows…

No.31011/3/2015-Estt.(A.IV)
Government of India
Ministry of Personnel, Public Grievances and Pensions
Department of Personnel and Training
Establishment A-IV Desk

North Block, New Delhi-110001
Dated March , 2016

OFFICE MEMORANDUM

Subject:- Central Civil Services (Leave Travel Concession) Rules, 1988 — Fulfillment procedural requirements.

The undersigned is directed to refer to para 8 and 9 of the Guidelines enclosed in this Department’s O.M. of even number dated 18.2.2016 on the above noted subject and to say that the issues have been revisited in consultation with the Department of Expenditure. It has been decided that the cases where a Government servant travels on LTC upto the nearest airport/railway station/ bus terminal by authorised mode of transport and undertakes rest of the journey to the declared place of visit by private transport/own arrangement, may be dealt with as follows:-

(i) When public transport is available between the nearest airport/railway station/ bus terminal and the declared place of visit:-

The Government servant may also be reimbursed the fare incurred for completion of journey to the declared place of visit by own arrangement. This will be restricted to the fare admissible for journey by otherwise entitled mode of public transport from the nearest airport/railway station/ bus terminal to the declared place of visit. The Government servant shall be required to submit an undertaking that he has actually visited the declared place of visit.

(ii) Where no public transport is available between the nearest airport/railway station/bus terminal and the declared place of visit:-

(a) In case he does not wish to claim reimbursement for the part of the journey which he has undertaken by his own arrangement, he may be reimbursed for the part of the journey which he has undertaken by public transport. The Government servant shall be required to submit an undertaking that he has actually visited the declared place of visit.

(b) Where the Government servant claims assistance for the entire journey, the part of the journey where he has used his own arrangement would also be reimbursed as per his entitlement for journey on transfer. The Government servant shall be required to submit an undertaking that he has actually visited the declared place of visit.

2. In case of (b) above, the Government servant shall be required to submit a certificate that the mode of transport used by him operates from point to point on regular basis with the approval of the State Government/Transport authorities, and is authorised to ply as public carrier.

3. Above certificate need not be insisted upon in case information to the effect that (i) no public transport is available in a particular area, (ii) list of transport operators who operate on regular basis from point to point on regular basis with the specific approval of the State Government/Transport authorities, is available on the website of a State/Central Government or a State or Central PSU or in a current publication brought out by these authorities.

(Surya Narayan Jha)
Under Secretary to the Government of India

Click to view the order 

Promotion of PA (SBCO) to LSG (SBCO) cadre - TN Circle dtd 01/04/2016