Integrated Financial Management System

Transcription

1 Integrated Financial Management System Meeting on Expenditure Data Capturing of Works Department (Online LoC Module in IFMS ) 22 nd August, 2012 Presentation by National Informatics Centre, Jaipur

2 Integrated Financial Management System Agenda Points 1. Existing System Flow of information LoC issue process Cheque preparation and issue process Deposit Heads Deposit Works process 2. Proposed System Proposed Flow Sub- Modules to be developed

3 Letter of Credit for works Departments : Existing Flow Finance Department Issues LoC Lump sum Further LoC to offices HoD ( Works Department) LoC Treasury LoC Authorized copy of LoC Divisions 1 Bank After Payment Cheques to treasury Divisions 2 Divisions 3. Issue Cheques according to LoC Check book issue Reconciliation by Divisions at Treasury Checkbo ok issue Monthly Account to AG with Treasury Certificate Accountant General (AG) Treasury Submits Monthly Statement of remittance cheques

4 Letter of Credit (LoC) Issue process : Existing Flow Letter of Credit is issued by Finance Department HoDs( Works Department) Finance department issues LoC No Fixed pattern Scheme wise Lump sum Major head wise Lump sum HoD (Works Department) issues LoC LoC for deposit Amount only No fixed pattern Further distributes the amount received from FD to subordinate offices

5 Cheque Preparation & Issue process : Existing Flow Cheque Preparation process Contractor submits the bills. Based on the work details in the bill, budget head is identified Check the availability of budget according to LoC Based on the availability,bills are cleared, following records are maintained:- Payable amount in a particular bill, if payable amount is not equal to the bill amount then details like service tax ( corresponding budget head is credited) security deposit(corresponding budget head 8443 is credited) other if payable amount is equal to the bill amount then specify the category of payment categories are security deposit ( deposit head 8443 will be debited) Cheque Issue Process One cheque for many bills of one contractor. One cheque may include amount from State Budget Deposit work amount At Treasury Receives cheques from Banks No details of expenditure head Cheque contains amount of multiple works

6 MLA/MP Fund Deposit works Process: Existing Intimation to AG in case of CSS AG Local bodies Deposit Work Cheque Division Deposit through Challan Bank Individual Copy of Request challan & for LC Direct CSS HoD (Works Department ) Treasury Maintain Register/ Ledger Work Detail Amount deposited Total Deposit Amount in a particular work

7 Deposit Heads: Existing Amount deposited in three categories 1 st Deposit Not in use as of now 2 nd Deposit Security Deposits 3 rd Deposit From Local Bodies (University, MP/MLA Fund, ) 4 th Deposit Not in use as of now 5 th Deposit Earnest Money Amount withheld because of Non availability of LC Amount withheld for any other reason???direct from Central Government

8 LoC : Bill Process at works Department Work 1 Work 2 Work 3 Work 4 Contractor 1 Contractor 2.. Bill 1 Bill 2 Bill 3 Bill 4 Budget Cheque to Contractor Cheque for Payment PWD Division XEN Officer Cheque Preparation & Budget Control Cheque BANK TREASURY Payment Information ( Bank Scroll with Cheque ) Bills One Cheque for Multiple Bills One Check for One Bill Cheque Entry at Compilation Section of Treasury Link with Service Head Details New HoD Account to AG AG Submit Monthly Account to AG Reconciliation Report

9 S.No Type Head Debited Head Credited Civil Work 1 Major Head Amount Transferred to Division Bill Submitted By Contractor Actual Payment to Contractor by by 80 5 Security Deposit by 10 6 Service Tax by 5 7 Penalty by 5 Deposit Work 1 Amount received from say MLA Bill Submitted By Contractor Actual Payment to Contractor by by 80 5 Security Deposit by 10 6 Service Tax by 5 7 Penalty by 5

10 Proposed System

11 Letter of Credit (LoC) : Proposed Process Following online sub-modules are to be developed: Module for Letter of Credit issued by Finance Department. Module for Letter of Credit issued by Works Department. Module for Deposit amount Maintenance. Module for Cheque Book Maintenance Master Maintenance ( Works, Contractors etc) Module for Budget Control at Works Department Module for Bill Entry Module for Maintenance of Works Details Module for cheque preparation and printing. Module for Interface with Budget and Treasury application Module for Interface with AG.

12 Module for LoC issued by Finance Department : Proposed Process LoC will be issued Budget Head wise (15 Digit) Amount can be transferred in installments/phases Single 15 digit budget head or all the budget heads of a particular scheme may be selected at a time. In case of scheme, all the budget heads of a particular scheme linked to the selected department will be displayed and amount may be transferred accordingly. FD will have to specify the budget heads on which LoC is applicable so that at the time of bulk transfer from FD to HoD these heads will be treated as exception entry. Scheme wise reports can always be generated as budget heads are linked with schemes Online intimation of issues of LoC to the Works departments.

13 Finance Department Letter of Credit for works Departments Proposed Flow Loc Module Budget Head wise HoD ( Works Department) LoC Treasury Divisions 1 Divisions 2 Divisions 3. Deposit Works Maintenanc e Further LoC to offices Loc Module Budge t Head Including deposit Works wise Budget Control Monthly Account to AG with Treasury Certificate Bank LoC Issue Cheques according to LoC Reconciliation by Divisions at Treasury Accountant General (AG) Bank Interface Authorized copy of LoC After Payment Cheques to treasury Cheque Book Control/ automatic reconciliation Check book issue Treasury Monthly Accounts includes these cheques AG Inter face Checkbo ok issue

14 Cheque Preparation & Issue process : Proposed Cheque Preparation process Contractor submits the bills. Based on the work details in the bill, budget head is identified Check the availability of budget in the particular budget head based on LC Based on the budget availability,bills are cleared Enter payable amount, if payable amount is not equal to the bill amount then enter service tax security deposit other sum of all the above + payable amount=billamount Amount of all the above category is transferred to budget head 8443 if payable amount is equal to the bill amount then specify the category of payment categories are Refund of civil deposit like security deposit ( deposit head 8443 will be debited) Petty Payments Cheque Issue Process One cheque for many bills of one contractor. One cheque may include amount from State Budget Deposit work amount

15 Letter of Credit for works Departments : Proposed flow Finance department Online Budget Head wise( 15 digit) Distribution/ in Installments HoD ( Works Department) Checkbook issue Further online Release Budget to offices Online Intimation to Banks Link of Treasury System Divisions 1 Bank Treasury Divisions 2 Cheques to treasury After Payment Divisions 3 Automatic Reconciliation Reports Module to Issue cheques According to Budget Availability Cheques to Third Party Monthly Account to AG Accountant General (AG) Treasury Monthly Accounts includes these cheques