PART VI ANNEXURES TO ACCOUNTS MANUAL OF PMGSY ADMINISTRATIVE EXPENSES FUNDS ADMINISTRATIVE EXPENSES FUND (DRAFT VERSION 1REV2) (NOV 2004)

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1 Ver 1 Rev 2 Nov 2004 Page 1 PART VI ANNEXURES TO ACCOUNTS MANUAL OF PMGSY ADMINISTRATIVE EXPENSES FUNDS ADMINISTRATIVE EXPENSES FUND (DRAFT VERSION 1REV2) (NOV 2004) PREPARED BY INSTITUTE OF PUBLIC AUDITORS OF INDIA FOR NATIONAL RURAL ROADS DEVELOPMENT AGENCY (AN AGENCY OF THE MINISRY OF RURAL DEVELOPMENT, GOVERNMENT OF INDIA)

2 Ver 1 Rev 2 Nov 2004 Page 2 Table of Contents Administrative Expenses Fund FORMS INITIAL ACCOUNT RECORDS, SUBSIDIARY REGISTERS, MONTHLY ACCOUNT, INCOME AND EXPENDITURE ACCOUNT & BALANCE SHEET and SCHEDULES 1. The following forms shall be used for Initial Account Records, Subsidiary Registers, Monthly Account, Income and Expenditure Account and Balance Sheet and their schedules for the PMGSY Administrative Expenses Fund. These are for Implementing Unit (PIU) and the State Rural Roads Development Agency (SRRDA). These forms are broadly based on Programme Funds Accounting system, (which in turn is based on the Central Public Works Account Code with deviations considered necessary for meeting the requirements of the PMGSY). Wherever any changes have been made a compared to the Programme Fund, suffix RR has been used. S.No. Name of Record PMGSY Form No. Relevant Programme Fund MONTHLY ACCOUNT, INCOME AND EXPENDITURE ACCOUNT & BALANCE SHEET 1. Monthly Account of Receipts and Payments PMGSY / F-1A ADM PMGSY-F-1A 4-6 (SRRDA.) (RR) 2 Monthly Account of Receipts and Payments (PIU.) PMGSY / F-1B ADM Annual Account of Receipts and Payments (SRRDA) PMGSY / F-1A (ANNUAL) ADM 4 Annual Account of Receipts and Payments (PIU) PMGSY / F-1B (Annual) ADM Income and Expenditure Account (State) PMGSY-F-1 EXP-1 ADM New 14 6 Income and Expenditure Account (SRRDA) PMGSY-F-1EXP-2 ADM New 15 7 Income and Expenditure Account (PIU) PMGSY-F-1EXP-3 ADM New Balance Sheet Monthly/Annual (State) PMGSY-F-2 ADM New 17 9 Balance Sheet Monthly/Annual (SRRDA) PMGSY-F-2A ADM New Balance Sheet MonthlyAnnual (PIU) PMGSY-F-2B ADM PMGSY-F-2B 19 (RR) INITIAL ACCOUNT RECORDS 11 Cash Book PMGSY/IA/F-3 No Change Register of Cheques Received and Adjusted PMGSY/IA/F-3B No Change Imprest Cash Book PMGSY/IA/F-4 No Change Money Receipt Book PMGSY/IA/F-5 No Change Payment Voucher PMGSY/IA/F-6 No Change Transfer Entry Book PMGSY/IA/F-7 No Change General Ledger (Debit balances) PMGSY/IA/F-8ADM No Change General Ledger (Credit balances) PMGSY/IA/F-9ADM No Change Register of Funds Transferred by SRRDA to PIU PMGSY/IA/F-10 ADM New Register of PIU-wise Bank Authorisations PMGSY/IA/F-10 ADM Transfer Entry Order PMGSY/IA/F-17 Form SUBSIDIARY REGISTERS etc. 22 Register of Deposits Repayable PMGSY/SR/F-22 ADM Revised Register of Miscellaneous Advance PMGSY/SR/F-23 ADM Revised REGISTER OF S.T.D. / TRUNK CALL As per Government 35 Order CHARGES 24 REGISTER OF TRAVELLING As per Government 35 Order EXPENSES 26 REGISTER OF CONSUMABLE As per Government 35 Form Page No.

3 Ver 1 Rev 2 Nov 2004 Page 3 STORE Order 27 Register of Cheques/ Receipt Books PMGSY/SR/F-32 Form Register of Unpaid Bills PMGSY/SS/F-45 ADM Revised Hand Receipt PMGSY/SS/F-51A Form Bill for Refund of Lapsed Deposit PMGSY/SS/F-51B New 39 SUPPORTING SCHEDULES WITH MONTHLY ACCOUNT/ BALANCE SHEET 31 Bank Authorisation Reconciliation Statement PMGSY/SCH/F-52 BA No change Bank Remittance Reconciliation Statement PMGSY/SCH/F-52 BR Schedule of Administrative Expenses Funds PMGSY/SCH/F-52A Revised 43 ADM 34 Schedule of Incidental Funds/Misc. Income PMGSY/SCH/F-52B New 44 ADM 35 Schedule of Deposits Repayable PMGSY/SCH/F-52C 45 ADM 36 Schedule of Current Liabilities and Provisions PMGSY/SCH/F-52D 46 ADM 37 Schedule of Current Assets PMGSY/SCH/F-53 E ADM Funds Reconciliation Statement (Funds in Transit) PMGSY/SCH/F-55 New List of Schedules to be Annexed with Balance Sheet of PMGSY/SCH/F-56 ADM Form-83 / R 50 PIU 40 GENERAL 41 Requisition for Bank Authorisations for Central PMGSY/GEN/F-64A - New 52 Administrative Expenses Funds ADM 42 Requisition for Bank Authorisations for State PMGSY/GEN/F-64B - New 53 Administrative Expenses Funds ADM 43 Bank Authorisation Authority PMGSY/GEN/F-65 New Register Of Divisional Accountants Audit Objections PMGSY/OTHERS/F Advice for Amounts Deposited by PIU in Bank Account 97of SRRDA PMGSY/GEN/F-67 New 56

4 Ver 1 Rev 2 Nov 2004 Page 1 PMGSY / F-1A ADM ADMINISTRATIVE EXPENSES FUND MONTHLY ACCOUNT OF RECEIPTS AND PAYMENTS (FOR SRRDA) Name of SRRDA State Month Account Code Number Head of Account Ledger Folio DEBIT BALANCES For the month To end of previous month To end of the month (4+5) Central Administrative Expenses Fund transferred to PIUs State Administrative Expenses Funds transferred by SRRDA to PIUs Cash in Chest Bank Balance Fixed Deposits with the Bank Imprest with Staff Tax Deducted at source by others Travelling expenses Telephone Expenses Maintenance of Computers Internet Expenses Data Entry Costs Other Office Expenses Quality Monitoring Expenses Bank Charges Any Other expenses with the approval of MoRD Expenses approved by the State Government to be incurred from Funds it provided Assets expenses allowed by the MORD to Assets expenses allowed by the State Government Miscellaneous Advances TOTAL Accountant OFFICER-IN-CHARGE / SRRDA

5 Ver 1 Rev 2 Nov 2004 Page 2 Notes to the MONTHLY ACCOUNT OF RECEIPTS AND PAYMENTS (FOR SRRDA) Debit Balances) Notes: 1. Cash in chest (and also Bank Balance ) to end of the month shall be the closing balance as shown in the Cash Book. Cash in chest (and also Bank Balance) for the month shall be worked by deducting the balance to end of the previous month from the balance to end of the month i.e. column 6 minus column 4. 2.Bank reconciliation statement along-with photocopy of bank account shall be enclosed with the monthly account

6 Ver 1 Rev 2 Nov 2004 Page 3 ADMINISTRATIVE EXPENSES FUND MONTHLY ACCOUNT OF RECEIPTS AND PAYMENTS (FOR SRRDA) Name of SRRDA State Month Account Code Number Head of Account Ledger Folio Receipts CREDIT BALANCES To end of For the month previous month Administrative Expenses Funds Received by SRRDA from Government of India Administrative Expenses Funds received by SRRDA from State Government Bank Authorization Account (Books of SRRDA) Incidental funds generated from Interest and net Incidental Receipts Interest received from Bank Account Miscellaneous Receipts Unpaid Bills Deposits Repayable TOTAL Accountant OFFICER-IN-CHARGE SRRDA PMGSY / F-1A ADM To end of the month (4+5) Note: In the annual account the total amount of incidental receipts shall be credited to incidental funds generated from interest etc.

7 Ver 1 Rev 2 Nov 2004 Page 4 PMGSY / F-1B ADM ADMINISTRATIVE EXPENSES FUND MONTHLY ACCOUNT OF RECEIPTS AND PAYMENTS (FOR PIU) Name of PIU Month 200 Account Code Number Head of Account Ledger folio Debit Balances To end of previous month For the month Bank Authorization Account Travelling expenses Telephone Expenses Stationery Maintenance of Computers Internet Expenses Data Entry Costs Other Office Expenses Any Other expenses with the approval of MoRD Expenses approved by the State Government to be incurred from Funds it provided Assets expenses allowed by the MORD Miscellaneous Advances Cash in chest CBF Imprest With Staff TOTAL To end of the month(4+5) ACCOUNTANT OFFICER-IN-CHARGE/ PIU 1 Cash Book Folio

8 Ver 1 Rev 2 Nov 2004 Page 5 Notes on the MONTHLY ACCOUNT OF RECEIPTS AND PAYMENTS (FOR SRRDA) Debit balances. 1.Cash in chest (as also Bank Authorisation Account) to end of the month shall be the closing balance as shown in the cash book. Cash Balance for the month shall be worked by deducting the balance to end of the previous month from the balance to end of the month i.e. column 6 minus column 4. 2.Vouchers shall be retained by PIU for Audit. 3.Bank reconciliation statement along-with photocopy of bank account shall be enclosed with the monthly account

9 Ver 1 Rev 2 Nov 2004 Page 6 ADMINISTRATIVE EXPENSES FUND PMGSY / F-1B ADM MONTHLY ACCOUNT OF RECEIPTS AND PAYMENTS (FOR PIU) Name of Unit (PIU) Month Account Code Number Head of Account Ledger Folio CREDIT BALANCES To end of For the previous month month Central Administrative Expenses Fund received from SRRDA State Administrative Expenses Fund received by PIU from SRRDA Incidental funds generated from Interest and net incidental receipts Miscellaneous Receipts Unpaid bills Deposits Repayable To end of the month (4+5) TOTAL ACCOUNTANT OFFICER-INCHARGE/ PIU Note:- Total amount of incidental receipts shall be credited to Incidental funds generated from Interest etc. in the annual account.

10 Ver 1 Rev 2 Nov 2004 Page 7 PMGSY / F-1A ANNUAL ADM ADMINISTRATIVE EXPENSES FUND ANNUAL ACCOUNT OF RECEIPTS AND PAYMENTS (FOR SRRDA) FOR THE YEAR 1 ST APRIL, 200 TO 31 ST MARCH, 200 Name of SRRDA Head of Account Ledger Payments folio Debit Balances Account Code Number Opening balance on 1 st April of the year Receipts during the year (Col. 6 Col 4) Closing balance on 31 st March of the year Travelling expenses Telephone Expenses Maintenance of Computers Internet Expenses Data Entry Costs Other Office Expenses Quality Monitoring Expenses Bank Charges Any Other expenses with the approval of MoRD Expenses approved by the State Government to be incurred from Funds it provided Assets expenses allowed by the MORD to Assets expenses allowed by the State Government Miscellaneous Advances Cash in chest Bank Balance Imprest With Staff TOTAL ACCOUNTANT OFFICER-IN-CHARGE/ PIU 1. Bank reconciliation statement along-with photocopy of bank account shall be enclosed with the monthly account

11 Ver 1 Rev 2 Nov 2004 Page 8 PMGSY / F-1A ANNUAL ADM ADMINISTRATIVE EXPENSES FUND ANNUAL ACCOUNT OF RECEIPTS AND PAYMENTS (FOR SRRDA) FOR THE YEAR 1 ST APRIL, 200 TO 31 ST MARCH, 200 Name of SRRDA-- Account Code Number Head of Account Ledger Folio Receipts CREDIT BALANCES To end of For the month previous month Administrative Expenses Funds Received by SRRDA from Government of India Administrative Expenses Funds received by SRRDA from State Government Bank Authorization Account (Books of SRRDA) Incidental funds generated from Interest and net Incidental Receipts Interest received from Bank Account Miscellaneous Receipts Unpaid Bills Deposits Repayable TOTAL Accountant OFFICER-IN-CHARGE SRRDA To end of the month (4+5) Note: In the annual account the total amount of incidental receipts shall be credited to incidental funds generated from interest etc.

12 Ver 1 Rev 2 Nov 2004 Page 9 ADMINISTRATIVE EXPENSES FUND PMGSY / F-1B (ANNUAL) ADM_ ANNUAL ACCOUNT OF RECEIPTS AND PAYMENTS (FOR PIU) FOR THE YEAR 1 ST APRIL, 200 TO 31 ST MARCH, 200 Name of SRRDA Account Code Number Head of Account Ledger Folio Opening balance on 1 st April of the year RECEIPTS (CREDIT BALANCES) Receipts during the year (Col. 6 Col) Closing balance on 31 st March of the year Central Administrative Expenses Fund received from SRRDA State Administrative Expenses Fund received by PIU from SRRDA Bank Authorization Account Incidental funds generated from Interest and net incidental receipts Miscellaneous Receipts Unpaid bills Deposits Repayable TOTAL ACCOUNTANT OFFICER-INCHARGE/ PIU Note:- Total amount of incidental receipts shall be credited to Incidental funds generated from Interest etc. in the annual account.

13 Ver 1 Rev 2 Nov 2004 Page 10 PMGSY / F-1B ANNUAL ADM ADMINISTRATIVE EXPENSES FUND ANNUAL ACCOUNT OF RECEIPTS AND PAYMENTS (FOR PIU) Name of PIU Year Head of Account Ledger Payments folio Debit Balances Account Code Number Opening balance on 1 st April of the year Receipts during the year (Col. 6 Col) Closing balance on 31 st March of the year Bank Authorization Account Travelling expenses Telephone Expenses Stationery Maintenance of Computers Internet Expenses Data Entry Costs Other Office Expenses Any Other expenses with the approval of MoRD Expenses approved by the State Government to be incurred from Funds it provided Assets expenses allowed by the MORD Miscellaneous Advances Cash in chest CBF Imprest With Staff TOTAL ACCOUNTANT OFFICER-IN-CHARGE/ PIU 1.Cash in chest (as also Bank Authorisation Account) to end of the month shall be the closing balance as shown in the cash book. Cash Balance for the month shall be worked by deducting the balance to end of the previous month from the balance to end of the month i.e. column 6 minus column 4. 2.Vouchers shall be retained by PIU for Audit. 3.Bank reconciliation statement along-with photocopy of bank account shall be enclosed with the monthly account 2 Cash Book Folio

14 Ver 1 Rev 2 Nov 2004 Page 11 Administrative Expenses Fund Income and Expenditure Account for the State of From 1 st April, to the end of the month of, 200_. PMGSY-F-1 EXP-1 ADM Part I. Central Administrative Expenses Fund (funds from Government of India, Ministry of Rural Development) Income 1.1 Opening Balance at the start of the year A 1.2 Add received during the year B Amount Amount 1.3 Balance Available C (A+B ) Deduct Expenses of both SRRDA and PIUs --- Travelling expenses Telephone Expenses Maintenance of Computers Internet Expenses Data Entry Costs Other Office Expenses Quality Monitoring Expenses Bank Charges Any Other expenses with MORD s approval TOTAL Expenses (D) --- Excess of Income Over Expenditure or Excess of Expenditure Over Income (Minus) E= (C) minus (D) (Carried to the Balance Sheet) Part II. State Administrative Expenses Fund (funds from the State Government Income 1.1 Opening Balance at the start of the year A 1.2 Add received during the year B 1.4 Balance Available C (A+B ) Deduct Expenses of SRRDA and PIUs --- Details as prescribed by SRRDA --- TOTAL Expenses (D) Excess of Income Over Expenditure

15 Ver 1 Rev 2 Nov 2004 Page 12 or Excess of Expenditure Over Income (Minus) E= (C) minus (D) (Carried to the Balance Sheet) ACCOUNTANT OFFICER-INCHARGE SRRDA

16 Ver 1 Rev 2 Nov 2004 Page 13 PMGSY-F-1EXP-2 ADM Administrative Expenses Fund Income and Expenditure Account for the period from 1 st April, to the end of the month of, 200_. Name of SRRDA Part I. Administrative Expenses Funds from Government of India, Ministry of Rural Development Income Amount Amount Opening Balance at the start of the year A 1.2 Add received during the year B 1.3 Less transferred to PIUs C 1.4 Balance Available D (A+B - C ) --- Deduct SRRDA Expenses (excludes expenses by PIUs) --- Travelling expenses Telephone Expenses Maintenance of Computers Internet Expenses Data Entry Costs Other Office Expenses Quality Monitoring Expenses Bank Charges Any Other expenses with MORD s approval TOTAL Expenses (E) --- Excess of Income Over Expenditure or Excess of Expenditure Over Income (Minus) F= (D) minus (E) (Carried to the Balance Sheet) Part II. Administrative Expenses Funds from the State Government Income 1. Administrative Expenses Funds received during the year 1.1 Opening Balance at the start of the year A Add received during the year B 1.3 Less transferred to PIUs C 1.4 Balance Available D (A+B - C )

17 Ver 1 Rev 2 Nov 2004 Page 14 Deduct Expenses of SRRDA (excludes expenses by PIUs) --- Details as prescribed by SRRDA --- TOTAL Expenses (E) Excess of Income Over Expenditure or Excess of Expenditure Over Income (Minus) (F) = D minus E (Carried to the Balance Sheet) ACCOUNTANT OFFICER-INCHARGE SRRDA

18 Ver 1 Rev 2 Nov 2004 Page 15 PMGSY-F-1EXP-3 ADM Administrative Expenses Fund Income and Expenditure Account for the period from 1 st April, to the end of the month of, 200_. Name of PIU Part I. Administrative Expenses Funds from Government of India, Ministry of Rural Development Income 1.1 Central Administrative Expenses Funs at the start of Schedule Amount --- the year A 1.2 Add Administrative Expenses Funds received during the year B Total C (A+B) Deduct Expenses --- Travelling expenses Telephone Expenses Maintenance of Computers Internet Expenses Data Entry Costs Other Office Expenses Any Other expenses with MORD s approval TOTAL Expenses (D) --- Excess of Income Over Expenditure or Excess of Expenditure Over Income (Minus) E= (C) minus (D) (Carried to the Balance Sheet) Part II. State Administrative Expenses Fund ( from the State Government Income 1.1 State Administrative Expenses Funs at the start of the year A 1.2 Add Administrative Expenses Funds received during the year B Total C (A+B) Deduct Expenses --- Details as prescribed by SRRDA --- TOTAL Expenses (D) Excess of Income Over Expenditure or Excess of Expenditure Over Income (Minus) (E) = C minus D (Carried to the Balance Sheet)

19 Ver 1 Rev 2 Nov 2004 Page 16 ACCOUNTANT OFFICER-INCHARGE/ PIU

20 Ver 1 Rev 2 Nov 2004 Page 17 Administrative Expenses Fund PMGSY-F-2 ADM Monthly / Annual Balance Sheet Name of State Balance Sheet as at CAPITAL FUND AND LIABILITIES Central Administrative Expenses Fund Schedule Current year Amount State Administrative Expenses Fund Incidental Funds (from interest and other receipts) 2 Misc Income CURRENT LIABILITIES --- Previous year Amount* Deposits Repayable Unpaid Bills 4 TOTAL ASSETS Miscellaneous Advances 5 Cash in Chest --- Bank Balance including deposits Imprest with staff --- Other Assets TOTAL --- ACCOUNTANT OFFICER-INCHARGE/ PIU * This column is only for the Annual Balance Sheet

21 Ver 1 Rev 2 Nov 2004 Page 18 Administrative Expenses Fund MGSY-F-2A ADM Monthly / Annual Balance Sheet Name of SRRDA Balance Sheet as at CAPITAL FUND AND LIABILITIES Central Administrative Expenses Fund Schedule Current Year Amount State Administrative Expenses Fund Incidental Funds (from interest and other receipts) Misc Income CURRENT LIABILITIES Previous Year Amount* Deposits Repayable Unpaid Bills 4 Bank Authorisations to PIUs TOTAL ASSETS Central Administrative Expenses Fund transferred to PIUs State Administrative Expenses Fund transferred to PIUs Miscellaneous Advances Cash in Chest --- Bank Balance --- Imprest with staff --- TOTAL --- ACCOUNTANT OFFICER-INCHARGE/ PIU * This column is only for the Annual Balance Sheet

22 Ver 1 Rev 2 Nov 2004 Page 19 Administrative Expenses Fund PMGSY-F-2B ADM Monthly/Annual Balance Sheet Name of PIU Balance Sheet as at CAPITAL FUND AND LIABILITIES Schedule Amount Central Administrative Expenses Fund State Administrative Expenses Fund Incidental Funds (from interest and other receipts) 2 Misc Income CURRENT LIABILITIES --- Deposits Repayable Unpaid Bills 4 TOTAL ASSETS Miscellaneous Advances Cash in Chest Bank Authorisation --- Imprest with staff --- TOTAL ACCOUNTANT OFFICER-INCHARGE/ PIU

23 Ver 1 Rev 2 Nov 2004 Page 1 Administrative Expenses Fund CASH BOOK NAME OF PIU/ SRRDA MONTH Debit RECEIPTS Date Money Receipt/ Voucher Number Particulars of Transactio n Ledger Folio Cash Bank/Bank Authorisati on Account Code Number Rs. P. Rs. P PMGSY/ IA / F-3 Date Voucher Number Particular s of Transactio n PAYMENTS Credit Ledger Folio Cash Cheque Number Bank Account Code Number Rs. P Rs. P Note: 1. Cash Book pages shall be machine numbered. 2. Cash Book is the ledger account for cash and bank transactions. 3. Receipt Side of Cash Book shall be the Debits to Cash and Bank/Bank Authorisation Account, whereas payment side of cash book shall be credits to cash and bank/ Bank Authorisation Account. 4. Account code wise details shall be recorded in column 7 and 15 of the cash book for each entry to help in ledger posting.

24 Ver 1 Rev 2 Nov 2004 Page 2 5. Bank Column is for SRRDA and Bank Authorisation Column for PIU.

25 Ver 1 Rev 2 Nov 2004 Page 3 Administrative Expenses Fund PMGSY/IA/F-3B REGISTER OF CHEQUES RECEIVED AND ADJUSTED Serial Date of From whom Name of Bank Cheque No. and Amount No. Receipt received Date On what account to be credited Date of dispatch to the Bank Date of adjustment Divisional Officer s Initials Remarks

26 Ver 1 Rev 2 Nov 2004 Page 4 Administrative Expenses Fund IMPREST CASH BOOK NAME OF PIU / SRRDA IMPREST CASH BOOK OF SHRI DESIGNATION Date Voucher Particulars of Amount Account Code Number Transaction Number PMGSY / IA / F-4 Voucher Number Account Code Number Account Code Number ABSTRACT OF CASH PAYMENTS Account Code Number Account Code Number Account Code Number Amount Amount Amount Amount Amount Note: 1.Imprest Cash Book pages shall be machine numbered.

27 Ver 1 Rev 2 Nov 2004 Page 5 2.Abstract of cash payments shall be printed on the overleaf of imprest cash-book.

28 Ver 1 Rev 2 Nov 2004 Page 6 Administrative Expenses Fund PMGSY / IA / F-5 MONEY RECEIPT BOOK ORIGINAL NAME OF PIU / SRRDA BOOK NUMBER RECEIPT NUMBER DATE RECEIVED WITH THANKS FROM M/s/ SHRI A SUM OF RUPEES (IN WORDS) ON ACCOUNT OF Rs... Revenue Stamp Note: 1. Money Receipt Book shall be printed in Duplicate. 2. Book shall contain 50 Receipts. 3. Book number and Receipt number shall be machine numbered. 4. Reversible carbon paper shall be used. Signature Designation

29 Ver 1 Rev 2 Nov 2004 Page 7 PMGSY / IA / F-5A Administrative Expenses Fund MONEY RECEIPT BOOK DUPLICATE NAME OF PIU / SRRDA BOOK NUMBER RECEIPT NUMBER DATE RECEIVED WITH THANKS FROM M/s/ SHRI A SUM OF RUPEES (IN WORDS) ON ACCOUNT OF Rs... Account Code No Entered in Cash Book Folio Signature Accountant. Signature Designation

30 Ver 1 Rev 2 Nov 2004 Page 8 Administrative Expenses Fund PAYMENT VOUCHER PMGSY / IA / F-6 NAME OF PIU/ SRRDA Voucher Number Date Account Code Number Particulars of Transaction Amount TOTAL Rupees (In words) Passed for payment of Rs... Rupees (In words) Date Officer-in-charge/PIU/ SRRDA Received Rs Rupees (In words) Date Revenue Stamp

31 Ver 1 Rev 2 Nov 2004 Page 9 Signature of Payee.

32 Ver 1 Rev 2 Nov 2004 Page 10 Administrative Expenses Fund TRANSFER ENTRY BOOK NAME OF PIU / SRRDA MONTH Date Particulars of Ledger DEBITS CREDITS Dated Transaction with Folio Account Amount Ledger Account Amount Initials of reasons for Code Folio Code Accountant adjustment Number Number and its description and its description T.E.No. PMGSY / IA /F-7 Note: Pages of Transfer Entry Book shall be machine numbered.

33 Ver 1 Rev 2 Nov 2004 Page 11 Administrative Expenses Fund GENERAL LEDGER (DEBIT BALANCES) NAME OF PIU / SRRDA ACCOUNT CODE NUMBER Account Code Description / Date Vr. / T.E. No. Particulars of Transaction Cash Book / Transfer Entry Book Folio Transactions DEBIT CREDI T Debit Balance (5-6) Balance after the transactio n (last balance +7) PMGSY / IA / F-8ADM Opening Balance Note: 1. Pages of ledger shall be machine numbered. 2. Separate page shall be allotted to each Account Code 3. Index shall be prepared in the beginning of ledger to show page numbers allotted to each Account Code. 4. Opening balance shall be the first transaction entered in the particulars column when carried over to the next sheet or page. 5. If the credit transactions exists, then the balance in column 7 will be a minus debit balance.

34 Ver 1 Rev 2 Nov 2004 Page 12 Administrative Expenses Fund PMGSY / IA / F-9ADM GENERAL LEDGER (CREDIT BALANCES) NAME OF PIU / SRRDA ACCOUNT CODE NUMBER Account Code Description Date MR/Vr/ TE No. Particulars of Transaction Cash Book / Transfer Entry Book Folio Transaction CREDI DEBIT T Credit Balance (5-6) Balance after the transaction (last balance +7) Note: 1. Pages of ledger shall be machine numbered. 2. Separate page shall be allotted to each Account Code 3. Index shall be prepared in the beginning of ledger to show page numbers allotted to each Account Code. 4. Opening balance shall be the first transaction entered in the particulars column when carried over to the next sheet or page. 5. If a debit transactions exists, then the balance in column 7 will be a minus credit balance..

35 Ver 1 Rev 2 Nov 2004 Page 13 PMGSY / IA / F-10 ADM Administrative Expenses Fund REGISTER OF CENTRAL/STATE FUNDS TRANSFERRED BY SRRDA TO PIU NAME OF SRRDA NAME OF PIU Transaction amount Date Particulars of Transaction Cash Book / Transfer Entry Book Folio Funds Transferre d (Debit) Funds Received Back (Credit) Debit Balance (4-5) Balance after the transaction (last balance +6) NOTE: 1.Pages of Register shall be machine numbered. 2.Register shall be maintained PIU-wise. 3.Each PIU shall be allotted page numbers and index thereof shall be prepared in the beginning of the register. 4. Surplus funds, if any, received back from PIU shall be accounted for in column 5 5.An abstract shall also be prepared showing the position of net funds transferred to each PIU during the month and to end of the month. 6. There will be a separate register for Central and State Funds.

36 Ver 1 Rev 2 Nov 2004 Page 14 ABSTRACT OF FUNDS TRANSFERRED BY SRRDA TO PIU S.No Name of Ledge APRIL. PIU r Folio To end of previous month During the month To end of month MAY To end of previous month During the month To end of month June and so on TOT AL Note: Columns for 12 months shall be opened in the same manner as for the months of April and May.

37 Ver 1 Rev 2 Nov 2004 Page 15 Administrative Expenses Fund REGISTER OF BANK AUTHORISATIONS TO PIUs NAME OF SRRDA NAME OF PIU Date Vr. / BATE No. Particulars of Transaction Cash Book / BATE Book Folio Funds Authorised (Credit) Rs. Cheques Issued by PIU (Debit) Rs. Net Transation (Col. 5 Col. 6) Debit Closing Balance after the transaction (previous balance + Col. 7) PMGSY / IA / F-10A ADM NOTE: 1.Pages of Register shall be machine numbered. 2.Register shall be maintained PIU-wise. 3.Each PIU shall be allotted page numbers and index thereof shall be prepared in the beginning of the register. 4. Surplus funds, if any, received back from PIU shall be accounted for in column 5 5.An abstract shall also be prepared showing the position of net funds transferred to each PIU during the month and to end of the month.

38 Ver 1 Rev 2 Nov 2004 Page 16 Administrative Expenses Fund TRANSFER ENTRY ORDER NAME OF PIU / SRRDA MONTH Transfer Entry Order No. Date Particulars of transaction with reasons for adjustment DEBIT Account Amount Code Number Account Code Number CREDIT Amount PMGSY / IA / F-17 OFFICER-IN-CHARGE/ PIU ACCOUNTANT

39 Ver 1 Rev 2 Nov 2004 Page 17

40 Ver 1 Rev 2 Nov 2004 Page 1 ADMINISTRATIVE EXPENSES FUND REGISTER OF DEPOSITS REPAYABLE PMGSY / SR / F-22ADM PMGSY/SR/F-22 ADM NAME OF PIU / SRRDA S.No. Date Name of supplier, Reasons for the transaction TE No./Vr. No Original Credit Repayment/Adjustment Debit Ba + dr Date TE Rs. No./Vr. No Amount NOTE: Register will prepared new every year. Outstanding balances of the previous year will be brought forward.

41 Ver 1 Rev 2 Nov 2004 Page 2 ADMINISTRATIVE EXPENSES FUND REGISTER OF MISCELLANEOUS ADVANCES NAME OF PIU / SRRDA PMGSY / SR / F-23 ADM S.No. Date Name of supplier/employee Reasons for the transaction TE No./Vr. No Original Debit Details Date TE No./Vr. Rs. No NOTE: Register will prepared new every year. Outstanding balances of the previous year will be brought forward

42 Ver 1 Rev 2 Nov 2004 Page 3 Administrative Expenses Fund REGISTER OF S.T.D. / TRUNK CALL CHARGES REGISTER OF TRAVELLING EXPENSES REGISTER OF CONSUMABLE STORE As per State Government orders

43 Ver 1 Rev 2 Nov 2004 Page 4 Administrative Expenses Fund REGISTER OF CHEQUE / RECEIPT BOOK PMGSY / SR / F-32 NAME OF PIU/ SRRDA Book Number Designation of Officer Date of first entry in cash book Date of last entry in cash book Date of Return of counterfoils Dated initials of Accountant NOTE: Separate Register shall be maintained for money receipt books and cheque books.

44 Ver 1 Rev 2 Nov 2004 Page 5 Administrative Expenses Fund PMGSY / SR / F-45 ADM REGISTER OF UNPAID BILLS NAME OF PIU / SRRDA Seria l No. Date Name of supplier Particulars of supplies TE Details Payment details Transfer Entry No. Date Classific Amount Date Vr. No. Amount ation no

45 Ver 1 Rev 2 Nov 2004 Page 6 FORM MGSY/SS/F-51A Administrative Expenses Fund HAND RECEIPT (To be used as a simple form of voucher for all miscellaneous payments and advances for which none of the special forms 24 and 26 are suitable.) 0....Cash Book Voucher No. dated. 1. Pay by Cheque*/Cash* Rupees.. to 2. Paid by me! Received from the Sub-Divisional Officer in charge of. the sum of Rs. Name of work** or purpose for which payment is made (Amount in vernacular) Date. Stamp!! Witness Signature of payee * The officer authorizing payment should initial and date the pay order after scoring out the word, cheque or cash, as the case may be.! The person actually making the payment should initial and date payment certificate(2). ** In case of works the accounts of which are kept by sub-heads the amount chargeable to each sub-head should be specified by the disbursing officer.!! Payment should be attested by some known person when the payee s acknowledgement is given by a mark, seal or thumb impression. FOR USE IN DIVISIONAL OFFICE Checked A/c Clerk Div. Acctt.

46 Ver 1 Rev 2 Nov 2004 Page 7 Administrative Expenses Fund APPLICATION-CUM-BILL FOR REFUND OF LAPSED DEPOSIT PMGSY/SS/F-51B To The Divsional Officer... Sir, The refund of lapsed deposits aggregating Rs... (Rupees ) as mentioned in Cols. 1 to 4 below, is due to me/us and its payment may be arranged Purpose for which deposited No. & date of challan or authority with/under which deposited Amount deposited & Office/Bank in which deposited Amount claimed Amount lapsed to Particulars of lapsed statement Govt. Year Item No. Remarks (a) 6(b) 7 Note : Column 5 to 7 are for use in Departmental Offices. * Received payment Date.. Signature of claimant(s) I have satisfied myself about the identify of the claimant(s) and his/their title to the amount claimed vide details given in Columns 5 to 7 above. It is requested that the payment may be made by cheque in favour of self / [Claimant/(s)] or by bank draft in favour of [Claimant(s)] at (Station). No. Date.. Signature.. (Divisional Officer)

47 Ver 1 Rev 2 Nov 2004 Page 1 PMGSY / SCH / F-52 BA Administrative Expenses Fund Bank Authorisation Reconciliation Statement Name of PIU Part I This statement is in three parts. SRRDA will fill in part I. PIU will fill in Parts II and III of this statement and send it with the monthly account to SRRDA Month For office use in State Rural Roads Development Agency Voucher no. Date Debit Bank Authorisation account Credit Bank Account (Cash Book) Amount Signature of Accountant Signature of Financial Controller Line No. Part II (To be prepared by the PIU) Month and Year Amount Inner Column 1 Opening Balance of Bank Authorisation Bank Authorisatons received in the 2 month 3 Bank Authorisations cancelled in the month 4 Total Deduct Cheques Issued during the 5 month Sl. No. Cheque No. Date 6 Total of cheques issued Closing Balance of Bank 7 Authorisations (Line No. 4 minus Line 6) Signature of Accountant Amount Outer Column Signature of Incharge PIU

48 Ver 1 Rev 2 Nov 2004 Page 2 Part III Bank Reconciliation Statement to be submitted by the PIU 1. Opening balance of Uncahsed Cheques 2. Cheques issued during the month 3. Total 4. Deduct cheques encashed during the month 5. Closing balance of uncashed cheques Notes: 1 Attache a statement of uncashed cheques 2. The statement should reach SRRDA latest by the 5th of the next month.

49 Ver 1 Rev 2 Nov 2004 Page 3 PMGSY / SCH / F-52 BR Administrative Expenses Fund Bank Remittances Reconciliation Statement This statement is in two parts. Part I is for the SRRDA. PIU will fi SRRDA with the monthly account Name of PIU Month Part I For office use in State Rural Roads Development Agency Voucher no. Date Debit Credit Bank Account (Cash Book) Central Admn. Expenses Funds remitted to PIU Signature of Accountant Part II (To be prepared by the PIU) Month and Year Line No. 1 Un-accounted remittances of earlier months. (As per the last month s statement) 2 Remittances during the month 3 Total 4 Remittances in the month as per the bank statement. 5 Difference between Line 3 and Line 4 6 Analysis of the difference 7 PIU s remittances not yet accounted by the bank: Sl. No. Date of Remittance. Amount Inner Column 8 Total of remittances not accounted by the bank. Signature of Accountant

50 Ver 1 Rev 2 Nov 2004 Page 4 PMGSY/SCH/F-52A-ADM Administrative Expenses Fund NAME OF PIU/SRRDA SCHEDULES FORMING PART OF BALANCE SHEET AS AT (last date and month) year SCHEDULE 1 _ADMINISTRATIVE EXPENSES FUNDS Current Year Previous year* PART I: Central Administrative Expenses Funds Opening Balance on 1 st April of the year Add Received during the year Less Transferred to the PIU/SRRDA during the year. Total (A) Expenses (other than on assets) during the year B Balance C (B -A) PART II State Administrative Expenses Funds Opening Balance on 1 st April of the year Add Received during the year Less Transferred to the PIU/SRRDA during the year. Total (A) Expenses during the year B Balance C (B -A) Divisional Accountant Divisional Officer

51 Ver 1 Rev 2 Nov 2004 Page 5 PMGSY/SCH/F-52B ADM Administrative Expenses Fund NAME OF PIU/SRRDA SCHEDULES FORMING PART OF BALANCE SHEET AS AT SCHEDULE 2 INCIDENTAL FUNDS AND MISCELLANEOUS INCOME : 1. Incidental Funds (generated from interest and other receipts) as per the balance sheet of the previous month/year Added during the month/year Less: Used during the month/year 2. Miscellaneous Income (as per the balance sheet of the previous month/year Added: during the month/year Less: transferred to Incidental funds TOTAL *To be used only in the annual balance sheet Divisional Accountant Current Year. (.).. (.) Previous Year* Divisional Officer

52 Ver 1 Rev 2 Nov 2004 Page 6 PMGSY/SCH/F-52C ADM Administrative Expenses Fund NAME OF PIU/SRRDA SCHEDULES FORMING PART OF BALANCE SHEET AS AT SCHEDULE 3. DEPOSITS RE- PAYABLE : Balance as per the balance sheet of the previous month/year. Add: Received during the month/year Less: Refunded during the month/year Closing Balance Details of deposits outstanding for over three years. Current Month/Year.. Previous Year* *To be used only in the annual balance sheet Divisional Accountant Divisional Officer

53 Ver 1 Rev 2 Nov 2004 Page 7 PMGSY/SCH/F-52D ADM Administrative Expenses Fund NAME OF PIU/SRRDA SCHEDULES FORMING PART OF BALANCE SHEET AS AT SCHEDULE 4 CURRENT LIABILITIES AND PROVISIONS : Unpaid Bills of the previous year not yet paid. *To be used only in the annual balance sheet Current Month/Year Previous Year*. Divisional Accountant Divisional Officer

54 Ver 1 Rev 2 Nov 2004 Page 8 PMGSY/SCH/F-52 ADM Administrative Expenses Fund NAME OF PIU/SRRDA SCHEDULES FORMING PART OF BALANCE SHEET AS AT SCHEDULE 5 CURRENT ASSETS A. Miscellaneous Advance as at the end of the previous Year B. Add advances during the year C. Less Recoveries during the year D. Balance Note: Advances outstanding for more than One year Six months Current Year Previous Year* *This column for the previous year to be used only in the annual balance sheet Divisional Accountant Divisional Officer

55 Ver 1 Rev 2 Nov 2004 Page 9 PMGSY/SCH/F-52 ADM Administrative Expenses Fund NAME OF PIU/SRRDA SCHEDULES FORMING PART OF BALANCE SHEET AS AT SCHEDULE 6 Bank Balance & Deposits A. Bank Balance B. Deposits with the Bank C. Total D. Balances as per the Bank (i) Bank Balance (ii) Deposits E. Total of D Difference between C and E Reasons for the difference Details of items unsettled for more than three months. Current Year Previous Year* *This column for the previous year to be used only in the annual balance sheet Divisional Accountant Divisional Officer

56 Ver 1 Rev 2 Nov 2004 Page 10 PMGSY/SCH/F-52 ADM Administrative Expenses Fund NAME OF PIU/SRRDA SCHEDULES FORMING PART OF BALANCE SHEET AS AT SCHEDULE 7 OTHER CURRENT ASSETS 1. Computers 2. (Major details) Current Year Previous Year* *This column for the previous year to be used only in the annual balance sheet Divisional Accountant Divisional Officer

57 Ver 1 Rev 2 Nov 2004 Page 11 PMGSY/SCH/F-55 SCHEDULE OF FUNDS IN TRANSIT (Funds Reconciliation Statement) NAME OF SRRDA MONTH PARTICULARS AMOUNT FUNDS IN TRANSIT (A) Funds released by SRRDA LESS Funds received by PIU (B) Funds returned by PIU LESS Funds received back by SRRDA (a) Funds in Transit (b) Funds in Transit TOTAL FUNDS IN TRANSIT (a) + (b) Contd. on page 2- Total

58 Ver 1 Rev 2 Nov 2004 Page 12 DETAILS OF FUNDS IN TRANSIT (A) Funds released by SRRDA Date of Release Name of PIU to which Funds Released Amount Reasons for nonaccounting by PIU (B) Funds returned by PIU Date of Return Name of PIU Amount Reasons for nonaccounting by SRRDA ACCOUNTANT

59 Ver 1 Rev 2 Nov 2004 Page 13 PMGSY/SCH/F-56 ADM LIST OF SCHEDULES TO BE ANNEXED WITH BALANCE SHEET (PIU) PMGSY/SCH/F-52 BA PMGSY/SCH/F-52 BR PMGSY/SCH/F-52A ADM PMGSY/SCH/F-52B ADM PMGSY/SCH/F-52C ADM PMGSY/SCH/F-52D ADM PMGSY/SCH/F-53 E ADM Bank Authorisation Reconciliation Statement Bank Remittance Reconciliation Statement Schedule of Administrative Expenses Funds Schedule of Incidental Funds/Misc. Income Schedule of Deposits Repayable Schedule of Current Liabilities and Provisions Schedule of Current Assets Name of Schedule ACCOUNTANT

60 Ver 1 Rev 2 Nov 2004 Page 14 SCHEDULE FOR CASH BALANCE PMGSY/SCH/F-60 NAME OF PIU MONTH PARTICULARS AMOUNT 1. Cash in Chest 2. Imprest with staff TOTAL ACCOUNTANT

61 Ver 1 Rev 2 Nov 2004 Page 15 ADMINISTRATIVE EXPENSES FUND PMGSY/Admn/F-64A - ADM REQUISITION FOR BANK AUTHORISATIONS FOR CENTRAL FUNDS Name of PIU No. Date: To Empowered Officer SRRDA (PMGSY) Kindly issue Bank Authorisation amounting to Rs. (Rupees )for the quarter ending. Details are as under: S.No. Purpose Amount To Date Bank Bank Authorisation Remarks Expenditure authorisation available Required TOTAL OFFICER-In-CHARGE /PIU

62 Ver 1 Rev 2 Nov 2004 Page 16 ADMINISTRATIVE EXPENSES FUND PMGSY/Admn/F-64B - ADM REQUISITION FOR BANK AUTHORISATIONS FOR STATE FUNDS Name of PIU No. Date: To Empowered Officer SRRDA (PMGSY) Kindly issue Bank Authorisation amounting to Rs. (Rupees )for the quarter ending. Details are as under: S.No. Purpose Amount To Date Bank Bank Authorisation Remarks Expenditure authorisation available Required TOTAL OFFICER-In-CHARGE /PIU

63 Ver 1 Rev 2 Nov 2004 Page 17 PMGSY/Admn/F-65 ADMINISTRATIVE EXPENSES FUNDS BANK AUTHORISATION AUTHORITY Name of PIU Bank Authorisation amounting to Rs. (Rupees ) for the quarter ending is issued as under: S.No. Name of Payees Purpose Amount Remarks TOTAL No. Empowered Officer SRRDA Date: Copy forwarded to: 1. The Officer In-Charge, PIU 2. The Chief Manager (Bank) 3. Accounts Section of SRRDA for adjustment in the accounts. Empowered Officer SRRDA

64 Ver 1 Rev 2 Nov 2004 Page 18 FORM PMGSY/OTHERS/F-65 REGISTER OF DIVISIONAL ACCOUNTANTS AUDIT OBJECTIONS Item No. Brief particulars of the transaction or order placed under objections by the Divisional Accountant Name of objection (Rules and order to be quoted) Amount placed under objection Rs. P. Divisional Office replies (with reason not admitting th objection) Note : This register will remain in the personal custody of the Divisional Accountant except when submitted to the Divisional Officer under the provisions of paragraph ! Objections relating to transaction and orders of subordinate officer which fall within the powers of the Divisional Officer to sanction, or confirm should not be entered in this register.

65 Ver 1 Rev 2 Nov 2004 Page 19 ADVICE FOR AMOUNTS DEPOSITED IN THE BANK ACCOUNT OF SRRDA No. Date: To The Chief Accounts Officer SRRDA (PMGSY). PMGSY/Admn/F-67 It is to inform that a sum of Rs. (Rupees ) has been deposited in the Bank Account of SRRDA in (Branch of (Bank) at (Place) on (Date). Photocopy of Bank Pay-in slip is enclosed for ready reference. It is requested that necessary entries made in your account books. Encls: Photocopy of Bank Pay-in slip. Officer-In-Charge PIU No Date: Copy forwarded to the Chief Manager (Bank) (Branch) (Place) alongwith photocopy of Bank pay in slip for crediting the amount in the account of SRRDA. Officer-In-Charge PIU Encls: Photocopy of Bank Pay-in slip.

66 Ver 1 Rev 2 Nov 2004 Page 20 NOTES

67 Ver 1 Rev 2 Nov 2004 Page 21