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1_GUIDELINES_FOR_CONCURRENT_AUDITORS

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									CONCURRENT AUDITORS TO PLEASE GO THROUGH THE ENCLOSED GUIDELINES
THROUGHLY.



MOST IMPORTANT : ON THE MONTH ENDING MARCH / JUNE / SEPTEMBER
& DECEMBER , ONLY QUARTERLY REPORT IS TO BE SUBMITTED. NO
MONTHLY REPORT IS TO BE PREPARED FOR THE MONTH ENDING MARCH /
JUNE / SEPTEMBER / DECEMBER



Index                                                                             PAGE No

   1. Objective & scope of concurrent audit                                               2-3
   2. Audit check list and other general guidelines                                       3-6
   3. Details of Reporting format of Monthly / quarterly report                           6-9
       And guidelines for Flash / Special report & confidential report
       - MONTHLY / QUARTERLY REPOTING FORMATS ARE BEING GIVEN IN THIS
       CD SEPARATELY
       (PLEASE NOTE FLASH REPORT IS TO BE SUBMITTED EVERY MONTH
       EVEN IF IT IS NIL)
   4. Format of forwarding letter of concurrent audit report for the month /quarter ended 10
   5. Format of Completion report                                                          11
   6. Attendance certificate                                                              12
(CERTIFICATE AS PER ANNEXURE- X, Y & Z IS NECESSARILY TO BE
ATTACHED WITH THE BILL FOR PROFESSIONAL FEE BEING SUBMITTED TO
RESPECTIVE ZONAL INSPECTORATES DULY SIGNED BY CCA & BRANCH
MANAGER ALONGWITH FRC OF PREVIOUS MONTH)

   7. Guidance list of Serious irregularities – Relating to General routine          13-32
       and house keeping
   8. Guidance list of Serious irregularities—relating to credit management           33- 59
   9. Group Heading of serious irregularities- Relating to General routine            60-61
       and house keeping
   10. Group Heading of serious irregularities -- relating to credit management       62-63
   11. Instructions for revenue audit                                                 64-65
   12. Role of CCA in prevention and detection of frauds                              66-67
   13. Addresses of Zonal Offices and Zonal Inspectorates                              68




                                               1
CHAPTER 1

Objectives and Scope of CONCURRENT AUDIT

    BACKGROUND
RBI directed all the banks to introduce system of concurrent audit for the first time in 1993 based
on the recommendations of Ghosh committee on frauds and malpractices in Banks.
Subsequently, a working group headed by Mr. Jilani, CMD of Punjab National Bank,
recommended some improvements in the system of concurrent audit in the Banks. Thereafter,
RBI issued fresh guidelines vide its circular dated 14th August 1996 to make the system of
concurrent audit in the Banks more effective .RBI issued another circular on 12th August 1997 in
connection with enlargement of scope of concurrent audit to cover FOREX transactions.

OBJECTIVES OF CONCURRENT AUDIT

1.With a view to bringing about an ongoing improvement in the standard of internal House
Keeping and identifying areas of weakness and deficiency and with a view to energizing the
process of rectification, this system of audit has been introduced at selected branches. The object
is to carry out certain audit tasks on an on going basis. The Concurrent Auditor has been
provided as a special resource to the Branch Manager/Officers Incharge of different department.

2. To shorten the interval between transaction and its examination by an independent person not
involved in its documentation. Improve functioning of the branch leading to improvement in its
performance and prevention of frauds. Concurrent audit is essentially a management process
integral to the establishment of sound internal accounting functions and effective controls and
setting the tone for a vigilant internal audit.

Concurrent audit is an examination, which is contemporary to the occurrence of transaction or is
carried out as near to it as possible. Thus concurrent audit is a regular process that has to be
carried out round the year at a branch on an on going basis. Concurrent audit is an independent
appraisal activity conceived as a systematic examination of all financial transactions at a branch
to ensure accuracy and compliance of internal systems and procedures as laid down by the bank.
It aims at minimizing the incidence of serious errors and fraudulent manipulations.

3. To supplement the efforts of the bank in carrying out simultaneous internal checks of the
transactions and compliance with the laid down system and procedure of the bank. Perform
substantive checking in key areas and on the spot rectification of deficiencies to preclude the
incidence of serious errors and fraudulent manipulations.

SCOPE OF CONCURRENT AUDIT
Concurrent auditor is required to check that:

Transactions are properly recorded documented and vouched.
 Spot rectification of the irregularities and implementation of system and procedure of the bank.
To perform this job effectively and efficiently he must be aware of the latest guidelines issued by
the bank as well as RBI. He should also be well versed with the functioning of different deptts at
the branch.

                                                2
A concurrent auditor should not sit on judgment /decision taken by the Branch Manager or an
authorized official of the branch. As concurrent auditors are not meant to interfere or block the
day-to-day working of the branch. The purpose of their presence is to provide a second look on
the operations. The concurrent auditors will have to essentially see whether the transactions or
decisions are within the policy parameters of the bank and RBI. And that they are within the
delegated authority and in compliance with the terms and conditions for exercise of such an
authority. He has also to see in case of sanctions received from higher authorities that terms and
conditions of such sanctions are duly complied with.
In very large branches having different sections dealing with specific activities concurrent
auditor is a means to the incharge of the branch to ensure that the different sections do function
within laid down parameters and procedures on an ongoing basis.
Whenever serious irregularities are observed these have to be immediately reported to H.O.
Inspection Deptt. as well as concerned Zonal Office. Irregularities having vigilance angle have
to be reported to H.O. Vigilance Department.


In case of observation of i) Acts of corruption and bribery on the part of branch officials ii)
frauds /misappropriation iii) abuse of power to get pecuniary benefits at the expense of the bank
iv) any other malpractices, the concurrent auditor shall not include these incident in his regular
report but, after discussion with the Branch Manager, shall report such facts by way of a special
confidential report to H.O. Inspection Deptt./ HO Vigilance Deptt.

 PROCEDURAL ASPECTS OF CONCURRENT AUDIT
Our bank, based on the guidelines from RBI, has framed a policy for concurrent audit of the
selected branches of the bank. Administrative control over Concurrent auditors is to be exercised
by respective Zonal Inspectorates.

Areas required to be covered under concurrent audit
Concurrent Auditors are required to check the entire working of the branch covering 100%
transactions. An illustrative list of the areas covered under concurrent audit is as under;
a)      Cash

Daily cash transactions with particular reference to any abnormal receipts and payments.
Proper accounting of inward and outward cash remittances.
Proper accounting of Currency Chest transactions, its prompt reporting to the RBI.
Expenses incurrent by cash payment involving sizeable amount.

b)     Deposits

Check the transactions about deposits received and paid.
Conduct percentage check of interest paid on deposits including calculation of interest on large
deposits.
Check new accounts opened particularly current accounts. Verify operations in new current/SB
accounts in the initial periods to see whether there are any unusual operations.

c)     Advances:

Verify that loans and advances have been sanctioned as per standing guidelines of the bank. (i.e.
after due scrutiny and at the appropriate level),
Verify whether the sanctions are in accordance with delegated authority.
Verify that securities and documents have been received and properly charged/ registered.
                                                3
Verify that post disbursement supervision and follow up is proper such as receipt of stock
statements, instalments, renewal of limits etc.
Verify whether there is any misutilisation of the loans and whether there are instances indicative
of diversion of funds.
Check whether the letters of credit issued by the branch are within the delegated power and
ensure that they are for genuine trade transactions.
Check the bank guarantees issued, whether they have been properly worded and recorded in the
register of the bank and that whether they have been promptly renewed on the due dates.
Verify proper follow up of overdue bills of exchange.
Verify whether the submission of claims to DICGC and ECGC is in time.
Verify that instances of exceeding discretionary powers have been promptly reported to
controlling/Head Office by the branch and have been got confirmed or ratified at the required
level.
Verify the frequency and genuiness of such exercise of authority beyond the discretionary
powers by the concerned officials.
Verify the CREDIT RATING done by the branch & ensure interest rates charged are as per the
Credit Rating allotted to the account.

d)     Foreign Exchange Transactions

Check foreign bills negotiated under letters of credit.
Check FCNR and the other non resident accounts whether the debits and credits are permissible
under the rules.
Check whether inward/outward remittance have been properly accounted for.
Examine extension and cancellation of forward contracts for purchase and sale of foreign
currency. Ensure that they are duly authorized and necessary charges have been recovered.
Check that balances in Nostro accounts in different foreign currencies are within the limits as
prescribed by Head office.
Check that the overbought/oversold position maintained in different currencies is reasonable
taking into account the foreign exchange operations.
Check adherence to the guidelines issued by RBI/Ho about dealing room operations.
Check verification/reconciliation of Nostro and Vostro account transactions/balances.
100% checking of Form A1 & A2 & also of the documents evidencing export – Certificate to
that effect to be given every month by the Concurrent Auditor.

e)     Housing Keeping:

Check that the maintenance and balancing of accounts ledgers and registers including clean cash
is proper.
Check reconciliation of entries outstanding in the inter branch suspense account (IBSA) and inter
bank accounts, Suspense account Sundry Creditors Account, DPWA account, Payment made on
account of other branches (POAB) account etc. Ensure early adjustment of large value entries.
Carry out a percentage check of calculations of interest, discount, commission and exchange.
Check whether debits in income account have been permitted by the competent authorities.
Check the transactions of staff accounts.
In case of difference in clearing there is a tendency to book it in an intermediary suspense
account (DNR A/C) instead of locating the difference. Examine the day book to verify as to how
the differences in clearing have been adjusted. Such instances should be reported to Head Office
in case the difference persists.
Detection and prevention of revenue leakages through close examination of income and
expenditure heads.
                                                4
Check cheques returned/bills returned register and look into reasons for return of those
instruments.
Checking of inward and outward remittances (DDs,MTs and TTs).

(f)Know Your Customer (KYC) norms AND anti money laundering (ALM) norms.
(for guidelines please refer to various circulars issued from HO P&D & HO Inspection, latest
being Circular No.246 dated 26.07.2008)


(g) NPA management.

Check that the early warning signals in the account are being picked up and immediate remedial
actions including marking the account as SMA is being done.
Check the follow up being carried out by the branch towards recovery.
Check that proper record of Technical write Off accounts is maintained.

(h)Contingent Liabilities.
Check Bank Guarantee / Letter of Credit portfolio of the branch and report.

(i) Environmental audit of computerised branches.
Submit report on the format given.

(j)Revenue Audit
Check and report as per format.
k)     Other items:

In case of the branch has been entrusted with Government business, ensure that the transactions
are done in accordance with the instructions issued by Government, RBI and HO.
Ensure that the branch gives proper compliance to the internal inspection/other reports.
Ensure that customers complaints are dealt with promptly.
Verification of settlements HO returns, statutory returns and control returns submitted to ZO/HO.

The detailed functions of the Concurrent Audit as laid down above can be expanded further by
the Inspection Department (where necessary), depending upon the needs of the individual
Branch/Departments. The Branch Manager should impress upon the Officers Incharge of
different Departments the importance concurrent audit and the need for them to instruct/train the
staff under their control in laid down systems and procedures, wherever deficiencies are pointed
out by the Concurrent Auditor; in order to prevent recurrence of such irregularities.

Branches which are given special support of Concurrent Audit are expected to perform well
always from the audit stand point and the Branch Manager should ensure prompt compliance of
observations made by the Concurrent Auditor. If the Concurrent Auditor finds that the
observations are not complied with for any reason, he may record and submit to the Branch
Manager formal audit notes for rectification.

The services of the Concurrent Auditor (where he is the staff member of our bank) should not be
utilized for the following purposes;

a)     Removal of deficiencies and rectification thereof which are the direct and distinct
responsibility of the concerned department heads.

                                                5
b)     Relief duties/officiating assignment at the branch, even for brief periods.

c)     Assisting/replacing the functions of any Officer/Manager at the branch.

Disposal of Audit notes submitted by the Concurrent Auditors.

Ordinarily the audit notes of the Concurrent Auditor should be effectively disposed of within a
maxium period of seven days by the concerned officer incharge. If an audit note is not disposed
of within this period, the Branch Manager should review the position and initiate appropriate
action. A review of the action initiated on pending audit notes should be taken by the Branch
Manager once in a week with a view to removing deficiencies pointed out.

The Branch Manager should make efficient and effective use of the services of the Concurrent
Audit provided to him as an additional resource for identifying the weakness in the various vital
areas of Branch working with a view to initiating proper remedial action. Unsatisfactory
performance by a branch having the benefit of the resource of Concurrent Auditor should be
viewed with great disfavour by the H.O. because such branches constitute the backbone of the
bank’s Business structure.

To enable Head Office to have a feed back on the effectiveness and the manner in which
Concurrent Audit is being carried out, the Concurrent Auditor should submit monthly and
quarterly reports as per the reporting formats given in Chapter 3 to the Branch Manager with a
copy to Zonal Manager and Head Office Inspection Department New Delhi indicating the
deficiencies noticed and the extent to which the position stands rectified especially the effective
disposal of audit notes within the prescribed time limits. Based on the monthly/quarterly reports
submitted by the Concurrent Auditors, Zonal Offices should examine the deficiencies noticed, in
order to take prompt remedial measures. The Zonal Office should issue suitable directions/time
bound programmes in the matter. Zonal Office should advise Head Office Inspection
Department every quarter, various steps being taken for making the system of Concurrent Audit
effective.

During regular inspection of a branch where Concurrent Auditor has been posted, the Inspector
will comment on the manner in which concurrent audit functions are being carried out at the
branch.

Concurrent Auditors should full familarise themselves with the provisions of the Inspectional
Manual and the Systems and Procedures, Audit checklists and the scope of audit scrutiny under
the Inspection Report Format for broadening their audit perspective and skills.


                      REPORTING FORMATS

During the course of Audit of Branches the Concurrent Auditors are likely to make observations
of varied nature. Some of the observations may be of the nature of ordinary short-comings or
deficiencies in observance of systems and procedures. Some may be of the nature of general
comments for the guidance of branches. But there may be some findings observed by the
Concurrent Auditors during the course of inspection which may require a different kind of
reporting in view of their seriousness, and to enable the controlling offices to act upon such
findings at the earliest available opportunity to set right the deficiencies. Guidelines for
furnishing such reports are given here below:

                                                6
1)     Daily Report:

Discrepancies observed in the adherence of systems of procedures on daily basis have to be
given to the Branch Manager/Officers Incharge of different Departments on daily basis. This
report is to be prepared in duplicate. One copy of the report shall be returned by the Branch after
the rectification of irregularities.

Monthly Report:

We have devised guidance lists of serious irregularities relating to:

i)     General Routine and House Keeping and

ii)    Credit Management.

(These lists are illustrative and not exhaustive. Please seek chapter 4 for these guidance lists).

Serious irregularities enumerated in these guidance lists have to be covered in the Monthly
Reports / Quarterly Reports. With a view to bringing uniformity in the classification and
reporting of these serious irregularities, we have also given group Headings of Serious
irregularities (Please see Chapter 5). All serious irregularities (as per the Guidance Lists) should
be grouped as per Group Headings of Serious irregularities (GHSI). Monthly / Quarterly reports
should be grouped as per Group Headings of Serious Irregularities (GHSI). Monthly / Quarterly
reports should be notes of discussions and hence the subjects of these reports should be
thoroughly discussed with the Branch Manager and steps already taken, if any, should invariably
be incorporated in these reports.

Monthly reports of Concurrent Audit will consist of the following:

(i)Certificate of discussion with the BM
ii)Confirmation of receipt of the concurrent audit report by the BM
(iii) Flash Report/ Special Report
(iv) Executive Summary (including Development Report)
(v) Monthly Reporting formats – Ann M I to Ann M XIV, which includes

(a)Report on Compliance of KYC /AML guidelines - Ann.M VII
(b)Income Tax / Service Tax deducted at source- Auditor Certificate- Ann. M VIII
Legal Compliance Certificate M IX
© Compliance Certificate - Ann.M X
d) Report on Foreign Exchange business ( applicable only for branches authorized
to transact foreign exchange business) - Ann. M XI (A) To MXI (D)
(e) Environmental review of ALPM Branches/ EDP Audit of TBA branches) - M XII
(f) Report on Leakage of Revenue – Ann M XIII (A) to MXIII (E)
(g) FRC of last Monthly Concurrent Audit Report M XIV

Monthly reports should not be sketchy, but should be factual, clear, exhaustive in details and
wherever necessary, should indicate the action initiated by the branch. It should also contain
specific views/opinion of the Auditor based on his findings. Apart from incorporating the
irregularities pertaining to a particular advance reviewed, these reports should invariably cover
therein other limits enjoyed by the party, liabilities thereof and the irregular features there under,
if any.
                                                 7
Special/Confidential Report:

Matters of grave nature such as shortage in cash or huge shortage in securities pledged or
hypothecated to the Bank which is likely to cause loss to the bank, large scale deviation from
sanction terms, short collection of interest and other income for sizeable amount in respect of
which immediate action is called for on the part of the Branch/Zonal/Head Office and also
observations pertaining to submission of claims under DICGC/ECGC have to be informed
immediately by way of Special/Confidential Reports (for detailed guidelines please see pages 17
to 19) to H.O. Inspection Department with a copy to Zonal Manager.


Quarterly Reports:

Quarterly reports will cover:


(i)Certificate of discussion with the BM                              Page no.1
(ii)Confirmation of receipt of the concurrent audit report by the BM  Page no.2
(iii) Flash Report/ Special Report                                     Page No.3-5
(iv) Executive Summary (including Development Report)                  Page no.6-9
(v) Quarterly Reporting formats – Ann.Q I to Ann Q XXXVII, which includes
Report on Foreign Exchange business ( applicable only for branches authorized to transact
foreign exchange business) - Ann.QIII & Ann QIV (Page No.14 to17)
  Report on Leakage of Revenue – Ann QXV (page no.32 to 38)
 Report on Compliance of KYC /AML guidelines - Ann.Q XXXIII (Page 60- 62)

  Compliance Certificate - Ann.QXXXIV (page 63-65)
 Income Tax / Service Tax deducted at source- Auditor Certificate- Ann.QXXXV (page 66-67)
  Inspection of Units / Visit Reports of Accounts- Ann.QXXXVI & QXXXVII (Page no.68 to
74)
Report on Implementation of Fair Practice Code – Ann. QXXXVIII (Page no.75 to 78)
(vi) Environmental review of ALPM Branches/ EDP Audit of TBA branches) (Page No.79-85)
(vii) Report on Security arrangement at the Branch (page No.86 to 87)
(viii) FRC of last quarterly Concurrent Audit Report (page No.88)
ix) Report on Implementation of Official Language Policy
x) Half Yearly Review

Wherever the Auditors feel that the adherence to a particular system and procedure is of a critical
nature, non-compliance of the same can be covered as a serious irregularity and accordingly
covered in the monthly report. As system and procedures constitute the back bone of any
organization in general and banking industry in particular, due importance and adequate
emphasis has to be laid by the Auditors in their coverage in monthly/quarterly reports.

  Brief comments should be given at the end of each Annexure with regard to steps taken by the
      Branch for the rectification of irregularities and the suggestions by the Auditors to prevent
                                                                               recurrence thereof ..
Confidential Reports:

There are certain special reports of Confidential nature where the copies should not be given to
the Branch. Such reports should be sent only to the Inspection Department with a copy to
                                                8
respective Zonal Office. Before drawing up the report, the Concurrent Auditor should have a
thorough discussion with the Branch Manager to ascertain all relevant points/facts on the subject
to be covered in the confidential report. The Concurrent Auditor should invariably furnish
therein his views/opinion/conclusions based on his findings.

The following are to be reported by way of confidential report:

a)     Violation of IBA Ground Rules/Code of Ethics/Unethical practices resorted to in the
       matter of deposit mobilization.

b)     Observations, if any, from the angle of Limitation Act.

c)     Observations, if any, regarding under stamping/non-stamping of Demand promissory
       notes and the security documents.

General Guidelines regarding Special/Confidential Reports:

a)     The concurrent auditor should not wait until the audit is concluded to submit Special/
Confidential reports. They should be sent as and when the irregularities are observed.

b)      Where the grave irregularities are already brought to the notice of and controlling
authorities are seized of the matter, Concurrent Auditors may record their observations in the
Monthly report itself alongwith the observations on the action taken by the branch regarding
instructions received from ZO/HO Inspection Department.

c)     All Special reports submitted should be referred to in the Quarterly audit report under
relevant head and also in covering letter of the Quarterly audit report specimen of which is
marked as Annexure X in the guidelines to be adhered to by the Concurrent Auditor.

d)     In case of observations acts of (i) bribery/corruption on the part of the branch officials (ii)
frauds/mis-appropriations (iii) abuse of power to get pecuniary benefit at the expense of the bank
(iv) improper use of discretionary powers (v) undue favouritism and nepotism (vi) any other
instances of malpractices, the auditors shall not report the same in their audit report, but shall
discuss the same with official concerned and shall report such facts by way of confidential letter
addressed to the Dy. General Manager (I), New Delhi.

e)     If there are any matters of confidential nature involving the working of the personnel of
the branch, such matters also need not be reported in the audit report, but the same shall be
discussed with and the fact of such discussion be reported by way of a Confidential letter
addressed to DGM Inspection.




                                                 9
                                                                   ANNEXURE- X

                       FORMAT OF FORWARDING LETTER OF

         CONCURRENT AUDIT REPORT FOR THE MONTH /QUARTER ENDED

From                                         To
                                                    The Deputy General Manager (I)
---------------------------                         H.O. Inspection Department
                                                    New Delhi.
---------------------------


Dear Sir,

Sub:     Concurrent Audit Report of _____________ Branch ___________ covering the

         Period from ______________ to ______________.


I/We submit herewith the quarterly concurrent audit report in original in respect of captioned
branch. After discussion of the findings with the branch Manager, duplicate copy of the report
has been handed over to him for taking expeditious steps to set right the irregularities mentioned
in the report.

We confirm having mailed the copy of the report to Z.O. & Zonal Inspectorate / HO Inspection
(in case of quarterly report)

We also confirm of having strictly adhered to the instructions given in the guidelines regarding
coverage, norms, coverage area and also as per the printed report formats and the Audit
Checklist provided to us for the purpose of Concurrent Audit.


Yours faithfully,




Chartered Accountants/Concurrent Inspector.




                                               10
                                                            ANNEXURE – Y

                              FORMAT OF COMPLETION REPORT


From                                         To
                                                     The Deputy General Manager (I)
---------------------------                          H.O. Inspection Department
                                                     New Delhi.
---------------------------
Dear Sir,

Sub: Quarterly Concurrent Audit Report of _____________ Branch for the Quarter ending
__________.

The subject audit was taken in hand on ____________ and completed on __________. We
confirm that the important major functions of the audit like scrutiny of loan papers, review of
accounts etc. are being seen by Sh. ______________ who is/are practicing chartered accountants
and have utilized the services of our Assistants who are not practicing Chartered Accountants
only for the purpose of our assistance to carryout minor functioning like totaling, verification of
balancing etc.

Name of the Auditors who                     Period covering the report from
Are conducting audit work
1
2
3
4
5
Names of assistants with qualifications and status who accompanied auditors for auditing work

1.
2.
3.
4.


Yours faithfully,

Auditors

Date:

We certify that he above information furnished by the auditors is correct.



BRANCH MANAGER


                                                11
                                                             ANNEXURE- Z

ATTENDANCE CERTIFICATE
( THIS CERTIFICATE IS TO ACCOMPANY THE PROFESSIONAL FEE BILL TO BE SENT
TO RESPECTIVE ZONAL INSPECTORATE)


1.   B.O. __________________________

2.   Month _________________

3.   CA’s Firm Name         ____________________________

4.   Number of working days in the above month          _____________

5.   No.of days of visit of the assistant(s)            ______________

6.   Date(s) when the Assistant(s) visited the branch   _____________

     _______________________________________________________________

7.   Name of the Assistant(s) who visited the branch _________________________

8.   Name of the Partner/Prop.(CA) who visited the branch:

     __________________________________________________

9.   Date(s) when the Partner/Prop.(CA) visited the branch ________________




BRANCH MANAGER                                      CONCURRENT AUDITOR
BO                                                  NAME
DATE                                                DATE




                                               12
                                     CHAPPER II

General routine and House keeping

Audit Check List - A – I


                                     Cash                                  (1100)


110001.       Have you physically verified cash in hand ?

110002        Whether it tallies with detail book ?

110003.       Have you verified cash scrolls for receipts, token books for payments ?

110004.        Have you verified that no paid cheques/debit vouchers held alongwith the cash
purporting to represent payments made but not yet brought into account.

110005.       Have you verified that cash and other valuables are being checked by Zonal
Office? (Dates of last two checkings be given as per annexure-I).

110006.       Whether late receipts/payments are regular features at the branch.

110007.       Whether entire cash is being checked by the Manager at regular intervals atleast
              once in a month and whether a record of such verification is being maintained?

110008.       Whether soiled notes held are within reasonable limit and these are exchanged
              at the RBI/Currency Chest at regular intervals ?

110009.       Are you satisfied that cash bundles are stitched with prescribed cash slips and
              signed in full by the cashier/officer concerned ?

110010.       Whether proper record is maintained for recording instances of shortage or excess
              cash found with proper explanation and wherever necessary reported to ZO/HO ?

110011.       Whether cash brought over to the counter normally does not exceed the usual
              requirements ?

110012.       Whether cash is held under joint custody of Manager and Cashier/Officer ?

110013.       Whether all the terms and conditions in regard to insurance of cash in safe
              and in transit are being complied ?




                                               13
110014.       Whether duplicate set of keys of strong room and cash safe etc. were
              withdrawn during inspection.

110015.       Whether the same were brought in use and exchanged in your presence ?

110016.        Whether replaced set of keys is lodged back ?

110017.       Whether effective follow up of the entries outstanding under Cash Remittance
              is being done for their immediate adjustment.

110018.        Have you verified that the slips on bundles consisting of notes of denomination of
Rs.500/-, Rs.100/-, and Rs.50/- are duly signed by the cashier and countersigned by the
Manager/Branch Incharge ?


                                     TOKENS

110019.       Whether the branch is following the systems of tokens and tokens not in use are
              kept in the safe ?

110020.       Whether all the tokens in use are kept under lock and key of the authorized
              officials at the close of business?

110021.       Whether branch is maintaining pass book for recording issue of tokens to
              ledger keepers and cashiers against their initials ?

110022.        Whether proper entries are made for tokens received back at the close of business
from the cashiers, ledger keepers and departmental incharge against initials ?

110023.        Whether proper recording is done regarding lost tokens ?

110024.       Whether adequate efforts have been made to recover lost tokens ?

110025.       Whether ZO/HO have been informed regarding lost/missing tokens for
              circulation to other branches ?




                                               14
                               CASH MANAGEMENT                                       (1101)



110101.        Have you satisfied that correct assessment of daily cash requirements is made
               by the BM ?

110102.         Have you verified that minimum cash balance is maintained by the branch for
daily transactions?

110103.        Have you satisfied that proper utilization of cashier manpower including paying
cashiers is made for sorting and bundling of notes denomination-wise ?

110104.        Are you satisfied that the cashier staff has full day’s job and that hey attend and
               leave the office according to scheduled working hours ?

110105.        Are you satisfied that the branch is depositing surplus cash (if not otherwise
disposed of) with the nearest branch/currency chest/RBI/SBI etc. (Inspectors should furnish
figures of average cash holding on fortnightly basis as against the Retention Limit fixed for the
branch since the date of last inspection as per Annexure VIII)?

110106.        Have you verified that entries relating to remittance in transit are reversed within
the prescribed period ? List of entries outstanding for more than 10 days should be furnished as
per Annexure 1 (e)

110107.      Whether adequate escort is provided for transit cash remittances in accordance
with HO Security Department Circular No.1/93 dated 16.03.1993?

110108.        Does the branch furnish weekly statement to ZO in respect of cash movement as
               per HO Accounts Deptt. Circulatory letter No. 15/93 dt. 09.06.1993 ?

110109.        Whether cash remittance and cash drawn registers maintained ?

110110.        Miscellaneous




                                                 15
               PETTY CASH, POSTAGE, TELEGRAM, STAMPS IN                           (1102)
                    HAND/EMBOSSED STAMPS ETC.



110201.        Whether balances in petty cash, postage and stamps in hand as on the date
               of inspection tally with GL.?

110202.        Have you physically counted the adhesive stamps and stamp papers/forms
               and tallied with balances in GL ?

110203.        Have you verified that the branch maintains adequate stock of stamp forms?

110204.        Whether proper register is maintained by the branch in this regard ?

110205.         Have you physically verified all the unused/unissued cheque books/draft books,
MC books, FDR Books and other security forms with the record and found that no security form
is missing (in case of any shortage, inspecting officer must inform ZO/HO(I) with the following
details). Have you further verified that all security items are kept under the joint custody of BM
and second man and are also released jointly to prevent fraud?


               Form No./Cheque No.                  Nature of security form




                                               16
                              BALANCING OF BOOKS                                    (1103)




110301         Whether the branch has a satisfactory procedure of balancing of the books
               at prescribed periodical intervals?

110302         Whether office orders are issued invariably on or before the last Friday of every
               month for the tallying of balances and the same are got noted from the concerned
               clerks/officers?

110303         Whether branch maintains a proper record of the periodical balancing of books
and the balance books are duly signed by the clerks, officers and Manager ?

110304         Whether all the balances are tallied upto date (if not attach a list of untallied
balances as per Annexure II) mentioning clearly GL/PL Balances and the difference as on the
latest date/month for which balances have been taken down and tallied ?

110305         Whether progress made in clearing arrears in balancing satisfactory ?

110306         Whether pending balances being tallied with common difference ?

110307         Whether books are generally balanced by persons other than those handling them?

110308        Whether folio numbers and names of the account holders are being written in
balance books and totals/cuttings/alterations etc. are duly authenticated ?

110309         Whether subsidiary books are maintained and tallied with GL every month
               (for Saving Bank & Current Accounts) ?




                                                17
                                     DEPOSIT ACCOUNTS                              (1104)



110401         Whether minimum required balance is maintained in the a/cs as per
               P&D Circular No. 1567 dated 01.06.93 ?

110402          Whether summations of debit and credit entries are made on the red lines as well
as at the end of each page of individual account sheets in the ledgers and the same are checked
and authenticated ?

110403         Whether cross checking of entries in ledgers with long books is done daily ?

110404         Whether ledger entries/balances are properly initialed, ledger heads duly signed in
token of having checked the correctness of names, addresses, brought forward balances, mode of
operation, cheque book numbers, stop payment instructions, date of birth of minors etc. ?

110405         Whether operations in dormat/inoperative ledgers allowed under authentication of
               the Manager in terms of P&D Cir.No.1536 dated 18.12.92 ?

110406         Whether ledger keepers are rotated periodically and the same employee is not
allowed to work on the same ledgers for an unduly long time (office orders issued for the
allocation of duties issued since the date of last inspection should be seen in this regard ?

110407         Whether counter foils of deposit receipts issued are checked by the Incharge of
the Branch in the evening with the relative books/vouchers/cash books etc. to ensure the
genuineness of the transaction?

110408         Whether diary of due dates of terms deposits maintained and deposits not paid or
               renewed on due dates transferred to overdue deposit account?

110409         Whether renewal notices being sent to fixed deposit holders?

110410       Whether the facility of automatic renewal of FDRs is provided to the customers in
terms of P&D Cir.No.1511 dt. 17.9.92 and P&D Cir.No.1430 dt.10.8.91?

110411         Whether account opening forms are properly filled in, duly signed by all the
               depositors and introductions obtained in approved manner?

               (Irregularities observed in AOFs be given as per Annexure III)

               (Please refer P&D Cir.No.1535 dt. 17.12.92 giving detailed guidelines about
               the introduction aspect).

110412         Whether penal interest for late payment of instalments in R.D. Accounts as well
as charging of penalty for premature closure of FDs being done as per HO guidelines?

                                                18
110413        Have you ensured that branch is not charging penalty in respect of premature
closure of FDRs when the same are renewed on account of hike in the rate of interest?

110414        Have you ensured that branch is offering the facility of renewal of FDR from back
              date to any future date, which is not less than 46 days from the date the FDR is
              offered for renewal.

110415        Whether overdraft limits are entered correctly in the Current Account ledgers
              under full signatures of the Manager/Officer Incharge ?

110416        Whether interest on term deposits is regularly calculated, checked and posted
              in the ledgers on prescribed periodicity?

110417        Whether test checks of interest calculations and rate of interest allowed have
              been made in a few accounts and found to be in order (discrepancies in this
              regard be given as per Annexure IX)?

110418        Has the branch resorted to window dressing during the period under review.
              If yes, modus operandi adopted be given in detail?

110419.       Account opening and closing register.

110420        Index Register

110421        Cheque Book Issue Register.

110422        Cheque Returning Register

110423        Pass Book Issue Register

110424        Stopped Cheque Register

110425         Whether Inoperative Savings Bank accounts which remain inoperative for one
calendar year having a balance of below Rs.20/- are being transferred and credited
       to miscellaneous Income and customers being intimated about the closing of the account?

110426        Have you verified that the amount of deposit is being mentioned in the AOFs for
              FDRs in each case?


              I.B.S., D.P.W.A., P.O.B. ACCOUNTS                            (1105)


110501        Whether all the entries are genuinely authorized in terms of HO
              Circulatory letter NO.1/90 dated 04.01.90?

110502        Whether entries older than 15 days are being persued with the defaulting
              branches/concerned Zonal Offices.

                                               19
110503        Whether IBS,DPWA,POB A/C Statements are being submitted to ZO/HO
              Reconciliation department on due dates?

110504        Whether necessary precautions are taken by the branch while making
              payment of drafts without advice ?

110505        When the amount involved is large whether the issuing branch is immediately
              contacted to enquire as to the authenticity of the draft?

110506        Whether the branch is promptly pursuing the non-receipt of advice with the
drawing branch and entries are not allowed to remain outstanding beyond a fortnight?

110507        Whether the branch is maintaining the IBR Receipt Register in terms of HO
              Reconciliation department Cir. No. 6/93 dated 01.01.93.

       -      Comparative position of entries outstanding in these heads(age-wise) should
              be given as per Annexure V.
       -      Correspondence file of the branch should be gone through to assess the follow
              up measures/efforts made by the branch.

       -      Branch may be advised to prepare zone-wise lists of outstanding entries and
              submit these to respective ZMs under the cover of a D.O. letter with a copy
              endorsed to H.O. Reconciliation Department (IBS Special Cell).

110508        Whether the branch is passing POB entries through T.T.Payable?


       BANKERS A/C RECONCILIATION/IMPREST CLEARING                                       (1106)


110601        Whether branch is maintaining any current account with other banks?

110602         Whether account(s) with some banks are in-operative and whether you are
satisfied bank with the Branch Managers comments for not closing such account(s) ?

110603        Whether the counterfoils of cheques issued bear initials of authorized bank
              officials?

110604        Whether idle bank balances are promptly transferred to H.O. Accounts Deptt.?
              (Inspecting official should attach figures of bank balance on fortnightly basis
              since the date of last inspection as per Annexure VIII).

110605        Whether branch is getting statement of account regularly?

110606        Whether outstanding in imprest clearing a/c adjusted/reversed on each Friday
              and SCRA/IBR received from main branch responded promptly?

110607        Whether Bankers’ Reconciliation is done periodically (Balance confirmation
              certificate for the balance should be obtained as on the date of inspection)?

110608        Whether unreconciled entries are followed up effectively (details of outstanding
                                              20
               entries should be furnished as per Annexure IV (d)).

110609         Whether limits fixed with other banks (TT Discounting Limit) are reasonable?
               If no, views of the BM be taken in this regard.

110610         Whether surplus cash is being remitted every Friday through TT/Remittance?


                       IMPREST CLEARING                                              (1107)


110701         Whether clearing account is adjusted every wek ?

110702          Whether there are long outstanding entries under this Head pending
reconciliation; if yes, whether differences located and satisfactory efforts being made to
reconcile the imprest clearing a/c?

               (Details of outstanding entries be given as per Annexure IV (a) )



                               DNR/DNP ACCOUNT                                       (1108)



110801         Whether all the entries in the DNR/DNP A/Cs represent genuine debits/credits?

110802          Whether there are any long outstanding entries under DNR. If yes, whether
detailed particulars noted in cheque returning register (details of outstanding entries be given as
per Annexure IV(b) and IV (c) ) ?

110803          Whether in case of DNR. Branch is resorting to the practice of keeping the
cheques in DNR A/C and releasing the same next day by deposit of cash and adjusting the entry
by transfer entry instead of reversing the clearing?



                               DAY BOOK/GL/GLB                                       (1109)


110901         Whether Day Book is written daily and properly authenticated?

110902         Whether day book is checked with vouchers/long books/transfer scrolls etc.
               by Officers in routine?

110903         Whether each and every entry initialed and necessary checking certificate
               being given in the day book?

110904         Whether GL/GLB slip is being written daily and there is no pendency?

110905         Whether GL/GLB slip is being checked by Branch Manager daily?
                                                 21
110906        Whether GL/GLB slip is duly signed and necessary checking certificate
              being given in the day book?

110907        Whether various subsidiary books and registers are properly maintained and
              their summations are tallied up to date with the GL?

110908        Whether the transfer scroll is properly maintained and totals tallied with GLB
              transfer head?


              SUNDRY CREDITORS AND SUNDRY DEBTORS                                 (1110)


111001        Whether proper books are maintained to record all individual items and no
              unauthorized transactions have been put through Sundry Debtors account?

111002        Whether all debits in Sundry Debtors a/c are approved by the Manager?

111003        Whether there are any long outstanding entries (Agewise details & comparative
              position of entries are to be given as per Annexure V(d) and V (g)?

111004        Whether statements of Sundry Creditors and Sundry Debtors are submitted in
              terms of H.O. instructions?


                             EXPENDITURE                                          (1111)


111101        Whether all debits to various expenditure heads since the date of last inspection
              are in order & relative vouchers are being signed by the Branch Manager?

111102        Whether all items of Charges General, Stationery consumed etc. are within the
              discretionary power of the Branch Manager?

111103        Under proper authority.

111104        Whether powers for charges general are being used judiciously by the BM ?

111105        Whether proper control is being exercised in identing inventory and use of
Stationery?
              (Details of expenditure incurred by the branch beyond the powers vested/without
              appropriate sanction by the Competent Authority and details of expenses where
              no supporting bills/cash memo are held be given.)

111106        Whether branch is maintaining telephone register?

111107        Whether all trunk calls are entered in the register?

111108        Whether calls made on behalf of customers are being debited to their accounts?

                                                22
111109         Whether telephone bills paid by the branch are in order and routed through
               Sundry Dr.A/C pending receipt of approval from ZO.

111110         Whether personal calls are debited to the S.B.Accounts of concerned staff
               members?

111111         Whether the branch is maintaining General Charges Register as per HO
               guidelines?



                              PERSONNEL MATTERS                                             (1112)

111201         Whether the attendance register is properly maintained and the same is
               signed by the Branch Manager after opening time of the branch?

111202         Whether salary register is properly checked and signed by the BM?

111203         Whether Income Tax/PF and other deductions are deposited with the
               concerned authorities and proper receipts obtained thereof and kept
               on record?

111204         Whether IBRs advising the PF deduction of staff are being dispatched
               regularly?

111205         Whether instalments of staff loans are being deducted every month regularly
               from the salary and IBR dispatched soon thereafter?

111206         Whether advances outstanding against the staff are proportionate to the bills
               submitted, whether bills are submitted in time, proper follow up of these
               entries is made and got adjusted within 30 days?

111207         Whether leaves to the staff members are being sanctioned according to the
               stipulated norms and leave applications are being tendered by them before
               proceeding on leave and whether leave record is being properly maintained
               at the branch?

111208         Whether Festival advance, TA and LFC leave encashment, medical, salary and
overtime etc. are being paid in accordance with the laid down instructions and the requisite
registers properly maintained.

111209         Whether the staff members are trained properly to perform their duties
effectively?

111210         Whether duties of staff are rotated periodically?

111211         Whether supervisory staff at various levels exercising their powers judiciously?

111212         Whether industrial relations at the branch are cordial?

111213         Whether sub staff wear uniform?
                                                23
111214         Whether existing staff strength is commensurate with the approved manpower?

111215         Whether staff is motivated to clear the pendency of work and update house
keeping?

111216         Whether staff movement register is maintained properly and entries being
authenticated by the BM?


111217         Whether leased accommodation rent/HRA is being paid as per sanction/OSR/
settlement and whether 6% of Basic Pay at initial stage/standard rent is being deducted at source
regularly where leased accommodation is provided to the officer staff?

111218         Whether officiating allowance is being paid as per Staff Circulars/HO guidelines?

111219         Whether key result areas determined and confidential reports of staff for the
current year submitted?

111220         Whether all the pending transfer orders of the staff have been implemented?

111221        Whether in case of car loans to staff members, insurance amount is borne by the
staff members from their own sources and is not being debited to the loan account?

                              SECURITY ASPECTS                                     (1113)

111301        Has the security classification of the branch been done and advised by the ZO/HO
Security Department?

111302       Whether two guards are posted and two guns have been provided for high risk
      branches?

111303         Whether one guard is posted and one gun has been provided for normal risk
branches?

111304         Whether the Gun License is valid?

111305         Whether ammunition is older than three years?

111306         Whether cash safe is embedded if the branch is not having strong room/whether
               iron cage has been provided?

111307         Is Electronic Alarm System in order?

111308         Whether main entrance collapsible gate is chained and locked (with sufficient
opening to allow entry of one man only at a time) during banking hours?

111309         Whether window service provided in rural branches in Punjab & adjoining
districts and whether restricted entry system introduced if window service is impossible in rural
branches?

                                                24
111310         Whether collapsible gate at main entrance kept closed after banking hours and
entry of outsiders properly controlled and scanned?

111311          Whether grill gate of strong room kept locked during the day?
111312          Whether cashier’s cabin kept locked?
111313          Whether the branch is maintaining gun movement register and guns are being
tested at periodical intervals?
111314          Whether locker room is kept clean and dressing table is in order & curtains are
clean?


                                 FRAUDS/FOREGERY                                     (1114)

111401         Whether any fraud/forgery committed after the last inspection? If yes,
               complete details be furnished as per annexure (Y).

111402         Whether the same has been properly looked into and reported and esired
               action taken without delay?

               In case of already reported frauds whether proper follow up is being done in
               Respect of:

111403         Recovery

111404         Police/CBI action, if any

111405         Civil Suit, if any

111406         F.I.R. lodged ?


                                 MISCELLANEOUS                                                (1115)

                                 STOPPED CHEQUES

111501         Have you verified that stopped cheques are promptly recorded in the stop
payment register and proper caution is recorded in the respective ledger account and instructions
suitably posted therein in all cases. Have you also verified that entries in respect of stale cheques
are regularly marked off in the stop payment register?


                                 CORRESPONDENCE                                               (1116)

111601         Are you satisfied about the arrangements made for bringing dak from the Post
Office?

111602         Whether proper supervision is being exercised by the BM over inward mail?
111603         Whether outward letters and instruments are dispatched on the day of originating?
111604         Whether Dak Receipt & Dak Despatch Registers have been properly maintained?
111605         Whether correspondence is methodically filed and disposed of in a reasonable
time?
                                                 25
                              STATEMENT REGISTER                                            (1117)

111701         Whether statement register is properly maintained and all periodical returns
prescribed by HO are correctly compiled and promptly dispatched to HO/ZO within the
prescribed time schedule? (details of control returns not submitted for a long time should be
given as per Annexure XXI of Appendix B).




                      DEPOSIT VAULT/LOCKERS                                        (1118)


111801         Whether working of the safe deposit vault is in accordance with the prescribed
procedure?

111802        Whether locks of surrendered lockers are inter-changed before leasing them again?

111803         Whether proper safeguards are observed in respect of control of vault and the
               main keys?

111804         Whether keys of vacant lockers tally with the chart provided for this purpose.
               If not, give details?

111805         Whether nomination facility being provided and relevant forms obtained and kept
properly in record? Details of locker rent in arrears be furnished as per Annexure V(f)

111806         Whether safe custody facility provided to customers for keeping articles
               envelopes, documents etc.?


111807         Whether safe custody register maintained properly?



                              H.O. EXTRACTS                                        (1119)


111901           Have you verified that H.O. extracts are being sent to H.O. Reconciliation
Department/Z.O. respective regularly as per instructions, whether they are submitted complete in
all respects i.e. branch codes (credit/debit), full digit of IBRs issued/responded and amounts are
legibly recorded, self branch code and date of extracts being recorded neatly in the boxes
provided, summary of H.O. Account position is being filled properly, opening and closing
balances tally with that of GL, totals of credits and debits are actuals as per transactions
recorded and whether the entries recorded in H.O. extracts are being authenticated by the
concerned officer. Have you looked into pending correspondence also from H.O. Reconciliation
Department? (Refer H.O. Reconciliation Deptt. Cir.No.9/92 dt.1.08.92 in this regard).

                                                26
                                     POSTAGE                                      (1120)


112001        Whether postal receipts of Registered/insured letters dispatched are recorded daily
in the dispatch register and relative postal receipts are crossed under date in token of their
checking, whether dispatch register is checked daily and summary of stamps used, details of
unused stamps and cash in hand is prepared daily ?

112002        Whether the branch is maintaining inward and outward register for telegrams and
              telex and whether all telegrams/telex messages sent on behalf of customers are
              debited to their respective accounts.


                                     MARGIN MONEY                                 (1121)


112101        Whether reversal of entries from margin money a/c is properly accounted for?


                             BILLS FOR COLLECTION (IBC & OBC)                              (1122)

112201        Whether outward bills (irrespective of amount) are sent under Regd.post/
              IBA approved couriers ?

112202        Whether instructions regarding the custody of parcels/bills and accompanying
              documents are being carried out ?

112203        Whether usance bills in hand are properly accepted, adequately stamped and
              their due dates correctly worked out?

112204        Whether bills in hand are tallied with GL and verified documents of title of
              goods in each case?

112205        Whether contra vouchers are passed on daily/weekly basis?

112206       Whether all bills in hand are properly presented and intimations thereof sent to
drawees promptly? (List of overdue bills lying with the branch may be given as per Annexure V
( c) ).

                                               27
                              MANAGER CHEQUES                                       (1123)

112301         Whether effective follow up measures are being taken for the adjustment of old
               entries.
               (comparative position of outstanding entries may be furnished as per
               Annexure V (a) ) .




               DRAFTS PAYABLE, M.T.S. & T.T.S PAYABLE                                        (1124)



112401         In case where a Sr.No. allotted to the draft is found missing or a different number
is received, have you ensured that the drawee branch has taken up the matter with the drawing
branch for seeking confirmation and there is no unusual delay?

112402         Whether all entries of stale drafts and MCs have been transferred to unclaimed
drafts payable account?

112403          Whether all T.T.s are being serially numbered branchwise and recorded in the
T.T.s sent and received registers accordingly. Further, whether all procedural instructions are
being strictly followed?

112404         Whether T.T. Codes 1 and 2 are kept separately and code No. 1 and 2 are not
being used by the same person?


                       SHARES AND SECURITIES IN SAFE CUSTODY                                 (1125)


112501         Whether instructions laid down in respect of acceptance of shares and securities in
safe custody are duly observed?

112502          Whether half yearly confirmations are obtained from customers in respect of
shares/securities held and their signatures duly verified?

112503          Whether balances of securities and shares in the ledger are tallied with the balance
in the register periodically? And interest and/or dividends are realized in accordance with the
customer’s mandate?

112504         Whether branch is maintaining securities in and out register on prescribed lines
for recording the movement of securities and shares?

112505         Whether recovery of safe custody fee/handling charges are in order?


                              RECORDS AND VOUCHERS                                           (1126)
                                                28
112601        Whether old record requiring destruction has been properly dealt with in
accordance with the prescribed procedure? (Ref.P&D Cir.No.732 dt.13.3.84).

112602         Whether branch records are properly kept and recorded in Record Register?

112603         Whether vouchers are properly numbered, stitched and recorded in the voucher
               register and checked by the Manager/Second Man?

112604         Whether voucher movement register and old record register are properly
maintained?


                              MISCELLANEOUS/OTHERS                                 (1127)


112701         Whether signature books of authorized officers of RBI are kept in the personal
custody of the branch incharge and the same is kept uptodate?

112702         Whether bank’s books of authorized specimen signatures are properly kept and
               prompt action is taken on correction list?

112703         Whether code book and check symbol duly corrected uptodate are properly kept
and do they at all times remain in the custody of and are only handled by an authorized official?

112704         Whether the security registers of DD/FD/MT/MC issued being tallied and are
duly signed by Branch Incharge and second man daily and checked with security items while
taking them to strong room ?


                                     STATIONERY                                             (1128)

112801         Whether items of stationery are properly recorded and tallied with Balance of
Stock of Stationery?

112802         Whether security forms in use remain during office hours in the custoy of
authorized persons as per laid down norms and kept in safe in the strong room after closing
hours?

112803         Whether details of surplus/obsolete stationery items including MICR/NON-MICR
               cheque books etc. been given to ZO/HO Stationery Deptt. seeking instructions
               for disposal?

112804         Whether any SCRA relating to Stationery supplied is pending with the branch?


                              FURNITURE & FIXTURES (FF)                                     (1129)


112901         Whether furniture items are numbered?
                                                29
112902         Whether they tally with furniture and fixtures register maintained for the purpose?

112903         Whether F.F. Balances tally with G.L.?

112904         Whether the sign board is properly displayed ?

112905         Whether lease deed of bank premises executed or not?

112906         Whether lease deed of the bank premises is in force ?

112907         Whether rent is being paid regulary?


112908         Whether appropriate steps taken to renew the lease. If it has already expired or
going to expire shortly?

112909         Whether payment of taxes and ground rent is being made in time?
               (This is applicable for bank owned premises or in case of rented premises
               where payment of taxes is the liability of the work).

112910         Whether communication with regard to insurance of furniture and fixture items
has been received from H.O. Accounts Department and kept on record?

112911         Whether details of obsolete and broken furniture and other items given to ZO
               seeking instructions for disposal?

112912         Whether vehicles allotted to branch are insured?

112913         Whether cost of all the vehicles is duly recorded in books?




                      DISBURSEMENT OF PENSIONS                                             (1130)

               Pension Payment Orders (PPO) certificates, pension payment accounts.

113001         Whether the branch maintains the PPO’s (Disburser’s Portion) in good
               condition i.e. without mutilation?

113002         Whether the Pensioner’s Portion of PPO’s has been given to the pensioners?

113003         Whether the undertaking regarding the refund of excess payment prescribed
               in the scheme being obtained from the pensioners?

113004         Whether the PPO’s kept under the custody of a responsible officer in the branch?

113005         Whether certificates required under the scheme are being obtained on due date?

                                                30
113006        Whether the payments noted simultaneously in the Pension Payment Account
Register when the amount of pension is credited to the pensioner’s accounts?


                              PAYMENTS OF PENSIONS

113007         Whether the amount of pension credited to the pensioners accounts on the due
date?

113008         Whether the accounts to which pensions are credited are single accounts in the
               individual names of the concerned pensioners?



113009         Are there operational instructions to indicate that operations in the accounts are
permissible by the pensioners themselves and not by their attorneys or authorized agents?

113010         Whether the amount of relief in pension has been paid to the pensioners at correct
rates?

113011         Whether the recovery of Income Tax has been made as required under the schem?

113012       Whether the pension has been reduced only from the date of payment of
commuted value of pension as laid down in the scheme?

113013         Whether in case of death, pension has been drawn for the day of the pensioner’s
               death irrespective of the time of death?

113014          Whether a prominent note of the date from which family pension at the normal
(lower) rate to commence kept in red ink in the Pension Ledger Accounts of the family
pensioner?

113015         Whether the family pension has been reduced/paid at the lower normal rate?

113016          Whether the payments made to the pensioners have been noted in the Disburser’s
portion of the PPO ?


                                      SCROLLS

113017         Whether the payment scrolls submitted to the link branch by the 10th of the
month?

113018         Whether the pension payment scrolls are being prepared correctly according
               to different payment schemes?

                              IN THE LINK BRANCH

113019         Whether Index Register of pension payments authorized under the scheme is
               being maintained?

                                                 31
113020         Whether an impression of the special seal of the treasury officer together with
               the specimen of his signature maintained?

113021         Whether the specimen signature referred to at (113020) above countersigned,
               wherever necessary, by the Manager Reserve Bank of India or Agent, State
               Bank of India or its subsidiary conducting Govt.’s business at the center?

113022          Whether the payment scrolls submitted to the office of RBI of State bank of
India or its subsidiary conducting Govt. business at the center by the 15th of month?




               RESTORATION OF COMMUTED PORTION OF PENSION
                        AFTER 15 YEARS



113023         Whether commuted portion of pension has been restored to such pensioners
               who had commuted a portion of their pension on due date?

113024         Whether action taken as at (113023) above on receipt of applications from the
               eligible pensioners in the prescribed form?

113025         Whether full particulars of each pension case along with the amount of pension
               restored have been intimated to the accounts officer which had issued PPO’s
               for verifying the correctness?


                                     CLEARING                                        (1131)


113101         The branch is forwarding cheques/instruments regularly to Clearing House
               within the time stipulated.

113102         Proper check and control is exercised over cheques/instruments presented/
               received through Clearing House.

113103         Unpaid instruments are debited to constituents’ accounts promptly.

113104         Unpaid instruments are properly recorded.

113105         Unpaid instruments are returned to lodgers promptly.

113106         Clearing differences, if any, are promptly and effectively pursued.




                                                32
                      CREDIT MANAGE MENT
                      (OTHER THAN PRIORITY SECTORS)

Audit Check List – B 1


ADVANCES AGAINST IMMOVABLE PROPERTIES                                        (2200)


220001         Whether the branch is in possession of the relative original title deeds or the
               Mortgage Deed duly registered?

220002         Whether the branch is holding the memorandum of deposit of title deeds
               (On Form No.84-A or 84 AA) duly signed by the owners?

220003         Whether the branch is in possession of the legal opinion, search report,
               latest Index Inspection and valuation reports?

220004        Whether requirements pointed out in legal opinions, particularly those relating to
obtaining mortgage permission from competent authority in case of leased properties, permission
under Urban Land and Ceiling Regulation Act 1976, mutation, latest property tax receipts,
previous chains of title deeds etc. are complied with?

220005         Whether entry relating to equitable mortgage is properly entered in the Title Deed
               Register?

220006         Whether Certificate of Registration of charge with the Registrar of Companies
               in the case of Limited Companies is held by the branch?

220007         Whether the title deeds once deposited are not delivered to the customer. Where,
however, the same are required for perusal by any authority, have the same been presented
before such authority through a Bank Official Bank Counsel.

220008         Whether legal opinion states clearly that the owner of the property has a clear and
marketable title to the property and that the property can be validly mortgaged to the Bank by
way of Equitable Mortgage/Registered Mortgage.

                                                 33
                       CONSUMER LOANS                                       (2201)


220101        Whether the quantum of loan sanctioned, the amount of instalments, total
repayment period, and margin etc. are within the limits prescribed by the Head Office?

220102         Whether the loans have been granted only to persons with regular monthly salary
or proper repaying capacity?

220103         Whether letter of undertaking is obtained, wherever possible from the employer of
the borrower agreeing to deduct the amount of instalments from the borrowers salary and remit it
to the Bank directly?

220104        Whether the consumer loans are granted for purchase of new consumer articles of
standard companies which generally carry a performance warranty for a minimum period of six
to twelve months?

220105         Whether the disbursement of the loan is by means of cross pay order issued in
favour of the dealer and original invoice and receipt (and copy of Registration Certificate in case
of Vehicles) are obtained and kept on bank record?

220106       Whether the consumer goods purchased are insured against fire and other risks
wherever necessary?

220107        Whether it is verified from time to time that the consumer goods purchased are in
working condition?

220108        Whether in cases, wherever default occurs, prompt action is taken for recovery of
the bank’s dues?



       ADVANCES AGAINST GOVT. SECURITIES/SHARES                                          (2202)


220201         Whether all Govt. securities have been duly endorsed in favour of the bank
               and endorsements got registered wherever necessary?

                                                34
220202         Whether a diary relating to due date of interest on securities is maintained and
               the interest is collected regularly and promptly?

220203        Whether shares held are got transferred in the name of the bank in case of
advances of over Rs.3.00 lacs against shares?

220204         Whether debentures held as security are got transferred in the bank’s name?

220205         Whether there are sufficient blank columns for further endorsement?

220206         Whether proper record of securities held and their movement is maintained in
               security in and out register?

220207         Whether the shares/debentures stand in the name of the borrower?

220208          Whether shares of Private Limited Companies/Partly paid shares and unquoted
shares are not accepted as security and advance is granted against the shares/debentures of only
those companies which are approved by H.O. from time to time (Please refer ID Circular
No.1408 dated 28.01.94 in this regard).

220209         Whether the shares held are accompanied by adequate No.of blank transfer deeds?

220210         Whether the bank has accepted securities are mutilated or damaged and the chain
               of endorsements appearing thereon is broken?

220211         Whether any advance against shares/securities standing in the name of minors
               has been allowed?

220212         Whether stipulated margin is maintained in all cases?

220213         Whether the drawing power is revised on the basis of latest valuation reports
               of stock exchange?


               ADVANCES AGAINST BANK DEPOSITS                                       (2203)


220301         Whether Fixed Deposit Receipts/recurring deposit pass books, against which
               advances are allowed, are held by the branch duly discharged in favour of the
               bank by all the joint account holders?

220302         Whether lien is marked on the deposit receipt as well as on the respective ledger
               folios under full signatures of the authorized officer with date?

220303       Whether letter of undertaking for utilizing loan amount for minor’s benefit and
indemnity bond are obtained from guardian while advancing against minor’s deposit?

220304         Whether RBI Directives in regard to margin, rate of interest etc. are strictly
               complied with and in case of premature encashment of deposit or adjustment of
               advance rate of interest charged on the advance is also reduced accordingly?

                                                35
220305    Whether advances are allowed to continue after the date of maturity by renewal
          of the relative deposits?

220306    Whether advances against non-resident (external) fixed deposit and FCNR
          adjusted with local credits in India Rupees?

220307    Whether in case of advance against deposit of other offices, an acknowledge-
          ment of having noted the lien on the FD by the issuing branch has been
          obtained and kept with the security documents?




      ADVANCES AGAINST LIFE INSURANCE POLICIES                                 (2204)


220401    Whether the assignments in favour of the bank are duly registered with the
          LIC and original policies with such endorsement held on bank record?

220402    Whether latest surrender value has been obtained and the advance is within
          the stipulated margin?

220403    Whether latest premium receipts have been taken.

220404    Whether mandate authorizing the bank to make payment of the premium
          by debit to the borrowers account is held?

220405    Whether the age of the assured has in all cases been admitted and the policies
          are in full force and have been recorded in the documents register?

220406    Whether undated surrender letters have been held for each policy.


                 LOANS TO STAFF MEMBERS                                        (2205)


220501    Whether sanction from competent authority is invariably held on record
          before disbursing any loan to staff members?

220502    Whether loan in any case has been disbursed from sundry debtors account
          pending receipt of sanction?

220503    Whether all the stipulations of the sanction regarding margin, rate of interest
          amount of instalments, direct payment to dealer etc. are complied with?

220504    Whether end use is ensured and all the requisite documents/papers viz.
          invoice/receipt/insurance/copy of Registration Certificate etc. are obtained
          and kept on bank record.

220505    Whether in case of housing loan to staff, equitable mortgage has been
                                           36
              properly created, loan is disbursed in stages and the bills showing the cost
              incurred are held on record?

220506        Whether the property is got insured against various risks stipulated in the
              sanction/HO instructions?

220507        Whether the instalments in all staff loan accounts are invariably deducted
              from salary in terms of H.O. Staff Cir.letter No. 490 dated 21.08.89?




              HYPOTHECATION/PLEDGE OF GOODS                         (2206)

220601        Whether the stock statements relating to Hypothecated goods are obtained
              periodically from the borrowers at stipulated intervals on Form No.190?
              If not, whether penal interest is being charged?

220602        Is the gap between the date of the statement and the date of receipt at
              branch reasonable and properly explainable to your satisfaction?

220603        Whether all the columns of statement are properly filled in by the party
              and duly signed?

220604        Whether the stock statements are scrutinized by the branch and drawing power
              arrived at after maintaining the margin and noted in the drawing power
              register/ledger?

220605        Whether proper and upto date stock register is maintained by the borrower and
stock statement submitted tally with the register.

220606        Whether the stocks pledged/hypothecated are periodically checked by the branch
manager/officers surprisingly without informing the borrower?

220607        Whether godown inspection reports are being sent at Zonal Office regularly?

220608        Whether the branch is holding original/certified invoices on the basis of which
stocks have been evaluated and no advance is being allowed against unpaid stocks?

220609         Whether the valuation of stocks pledged/hypothecated has been made on the basis
of cost price or market price, whichever is lower?

220610        Whether the branch is maintaining the following registers properly?
220611        Limit Register
220612        Drawing Power Register
220613        Insurance Register.
220614        Godown Register
220615        Godown visit register
220616        Key Movement register
                                               37
220617        Title Deed Register

220618        Whether the Daily CC balances are taken down promptly and tallied with
              General Ledger?
220619        Whether the godowns storing pledged goods are independently accessible?
              Non-independently accessible godowns have been accepted after obtaining
              Proper sanctions and Non-Objections?

220620        Whether all doors to godowns having stocks under pledge are secured by Bank’s
              padlocks which bear the name of the Bank engraved in full and that Bank’s name
              plates are prominently displayed both outside and inside all such godowns?

220621         Whether the keys of the godowns are promptly kept after use in safe custody in
the strong room under the dual control of the Manager and the Officer Incharge Loans
Department?

220622         Whether the duplicate keys of godowns are sealed by the godown-keeper in a box
and placed in Safe custody under dual control of the Manager and the Officer Incharge Loans
Department?

220623        Whether all windows, ventilators and doors other than the main door are securely
              grilled from inside, the walls are built upto the roof and godowns are free from
              dampness etc.?

220624        Whether the borrowers are submitting all financial statements including income
              tax and wealth tax returns for timely reviewal of limits?

220625        Whether stocks are adequately insured against fire, burglary risks etc. and
              policies with bank clause, are held on record?

220626        Whether charge has been got registered with the Registrar of Companies in
              case of hypothecation advances to limited companies, and charge certificate
              held alongwith documents?

220627        Whether the stocks pledged/hypothecated are well within the norms as
              suggested by Tandon/Chore Committee? (wherever applicable).

220628        Whether the sale proceeds are routed through the CC account and are
              comparable to the party’s sales turnover?

220629        Whether the operations in the account reveal any undesirable features?

                      Inspectors are to ensure further

220630        That clean loan/overdrats facilities are not allowed to borrowers to enable
              them to maintain the prescribed margins?

220631        That the borrower is not having CC facility with other bank/non hypothecated
              the same stocks to another bank?

220632        That the godown does not contain goods which are not pledged to the bank
                                               38
               (unless specifically permitted and adequately insured)?

220633         That the stocks hypothecated to the bank are separately stored, if kept with other
stocks, and that all other stocks are also covered by Insurance?

220634         That there is no variation in the stocks as per Balance sheet and the stocks
               hypothecated/pledged as on the date of Balance Sheet?

220635         That in case of consortium advances there is proper arrangement for inspection of
stocks, exchange of information between the banks as regards conduct of the account and that
other formalities such as obtaining of resolution, registration of charge etc. are complied with?

220636         That Health Code wise classification of advances has been done correctly and
               the same has been confirmed by the Zonal Office?


               INLAND BILLS PURCHASED AND DISCOUNTED                                (2207)


220701       Whether the advance against bills is allowed against sanctioned limit and Branch
manager does not allow such facility to a party who is enjoying other facilities under sanction
from ZO/HO without their specific approval?

220702         Whether the bills drawn on sister/allied concerns are not purchased/discounted?

220703         Whether DA/DP Bills Limits are kept segregated and are not intermingled
without the approval of sanctioning authority?

220704         Whether bills are not overdetained and where overdetained, action is taken to
               enquire fate of the bills and its early realization?

220705         Whether the bills in respect of goods in which the borrower does not deal are
               not purchased/discounted?

220706         Whether bills returned unpaid are not repurchased?

220707         Whether overdue interest is charged on exscess drawings and delayed payments?

220708         Whether DA Bills are drawn as per the tenure approved in the sanction letter?

220709         Whether credit reports are maintained & periodically reviewed in respect of the
drawees, particularly those on whom bills for larger amounts are frequently drawn?

220710        Whether when bills drawn on a particular drawee are received back unpaid or
      generally not paid in time, due precautions are taken before accepting fresh
      bills on such drawees?

220711           Whether the party-wise bill purchased register is well maintained and all the
entries of bills purchased/realized/returned unpaid being duly routed through it?

220712         Whether the branch is prompt in dispatch of purchased/discounted bills?
                                                 39
220713         Whether Bank’s lien/interest is promptly notified to Railways/Transport Carriers
               wherever applicable?

220714        Whether the branch is accepting the Transport Receipts of approved Transport
Companies issued in IBA approved format only and that bills accompanied by only those
Transport Receipts/Railway Receipts have been purchased/discounted, where the consignee is
Bank?

220715         Whether the overdue bills against which advance is outstanding, are deleted from
the DP/transferred to bills for collection?

220716         Whether the irrevocable Power of Attorney executed in Bank’s favour are duly
registered with Govt. Departments in case of advance against Govt. Supply Bills?

220717         Whether only the genuine bills/cheques arising out of normal trade transactions
               are purchased/discounted?

220718         Whether the non-payment/non-acceptance advices are duly recorded and proper
steps taken?

220719         Whether the bills returned unpaid and not reimbursed immediately are transferred
               to the “Past due and Dishonoured Bills” account and notices of dishonour are
               promptly issued to all the parties liable on the dishonoured bills?

220720         Whether the bills returned unpaid are reported to the Zonal Office?
220721         Whether due date diaries in respect of usance bills are maintained properly?

220722         Whether it is ensured that the goods in transit are adequately ensured for
               TPND (Theft, Pilferage, non-delivery) flood, and against riots and civil
               Commotions etc.

                              LETTERS OF CREDIT                                     (2208)

220801         Whether it is verified that all the LC’s issued are backed by relative sanction and
are properly recorded in LC issued register?

220802         Whether applications for opening LC are obtained on bank’s prescribed proforma
               and the same are duly signed and stamped with stamp duly in force?

220803         Whether it is ensured that LCs are not issued in favour of sister/allied concerns
               of the buyer/customer?

220804         Whether the branch has obtained underlying sale contract between the buyer and
               the seller/supplier?

220805         Whether LC’s are issued for trade related transactions only?

220806         Whether balances under “Party-wise Register” extracted and tallied with the
               outstanding as per “LC Issued Register” as well as the general ledger?

                                                40
220807        Whether Contra Vouchers are passed promptly?

220808        Whether appropriate commission is charged and stipulated margin money is held
              in Margin Money account or in the shape of duly discharged deposit receipts?

220809        Whether I.Cs are issued under the joint signatures of Branch Incharge and
              senior most officer/officers incharge loans department of the branch?

220810        Whether the LCs are examined carefully at the designated branch to ensure that
              these have been issued by the opening branch authorisedly?

220811        Whether negotiating branch has received a copy of the sanction letter?


220812        Whether bills negotiated under the LCs are promptly paid and where not
              paid on presentation, the branch charges the over due interest besides
              observing other safeguards?

220813        Whether counter guarantee of the party on whose behalf the LC has been
              issued and also of the guarantees specified in the sanction have been obtained?


                                     GUARANTEES                             (2209)

220901        Whether it is verified that all the guarantees issued are backed by relative
              sanction and are properly recorded in guarantee issued register?

220902        Whether balances under “Party-wise Guarantee Register” extracted and tallied
              with the outstanding as per “Gurantee Issued Register” as well as the general
              ledger?

220903        Whether Contra Vouchers are passed promptly?

220904        Whether appropriate commission is charged and stipulated margin money is held
              in Margin Money account or in the shape of duly discharged deposit receipts?

220905        Whether counter-gurantees have been obtained from the constituents and in case
              of counter guarantees obtained from limited companies the same are backed by
              appropriate board resolutions?

220906        Whether guarantees are issued under the joint signatures of branch incharge
              and senior most officer/officers incharge loans department of the branch?

220907         Whether the counter guarantees obtained are adequately stamped and signed
by duly authorized persons and additional securities/guarantees have been properly documented?

220908        Whether bank guarantees are issued along with a covering letter as per the
              proforma prescribed vide H.O. Advances Deptt. Cir.Letter No.89/93 dated
              06.12.93.


                                               41
220909        Whether in case of Deferred Payment Guarantee, charge by way of hypothe-
cation of machinery is obtained and the same is also registered with the Registrar of Companies,
where such a facility is allowed to a Ltd. Co.?

220910         Whether instalments under deferred payment guarantee are paid in time on due
date?

220911         Whether due date diary has been properly maintained for deferred payment
guarantee?

220912         Whether BM visits the borrowers periodically to assess the working position of
               securities(in respect of which deferred payment guarantees have been issued)?


SUITS FILED/DECREED/RBI COMMENTED ACCOUNTS                                           (2210)


221001         Whether is verified that the recovery of bank’s dues in the advances
               cover under the above heads is being properly followed up?

221002         Whether the securities held in these advances are clear marketable,
               properly insured and latest market valuation held on record?

221003         Whether primary/collateral securities are inspected periodically and found
               intact?

221004         Whether any efforts are being made for amicable settlement of dues to
               avoid litigation?

221005         Whether expenses incurred in these accounts subsequent to filing of suit are
charged to “Litigation Suspense” or “Law” charges account with the approval of H.O. Law &
Recovery Department.

221006        Whether in suit filed cases, copies of the suit plaint are kept on record and
whether the case is being pursued actively by the branch and the lawyer?

221007         Whether in decreed cases, certified copies of decrees have been obtained and
               execution proceedings are properly taken well before the decree gets time barred?

221008         Whether the suit register and the decree register are properly maintained and
               checked and are always kept uptodate?


                      ADVANCES AGAINST BOOK DEBTS                                    (2211)

221101         Whether the statement of Book Debts with age of each book debt is obtained
               every month and the debts beyond stipulated period i.e. more than 6 months
               old are excluded while calculating drawing power?

221102         Whether complete address of the debtors are held by the Branch?

                                                42
221103   Whether the amount of book-debts as on date of Balance Sheet tallies with
         the Balance Sheet?

221104   Whether the branch obtains the power of attorney in favour of the bank duly
         executed on stamped paper and registered, wherever required?

221105   Whether the Branch is verifying book debts with borrowers’ books of accounts
         and original orders to verify that the book debts have arisen out of genuine
         trade transactions?

221106   Whether bank’s charge stands registered with the Registrar of Companies in
         case of advances to limited companies?




         CLEAN ADVANCES/CLEAN OVERDRAFTS                                       (2212)


221201   Whether in clean loan accounts the repayments as stipulated are received
         regularly and in the case of overdrafts, the accounts are operated satisfactorily
         and show healthy fluctuations?

221202   Whether the loan is utilized for speculative purposes, overtrading or for
         providing margin in some other secured advances or in violation of the spirit of
         Selective Credit Control & other directives issued by RBI?

221203   Whether the temporary unsecured overdrafts allowed by the BM are within his
         discretionary powers and are granted only in such cases which conform to the
         guidelines issued by H.O. from time to time?

221204   In case answer is in negative to 221203 above whether such cases were reported
         to the competent authority and action got confirmed?

221205   Whether granting of temporary overdrafts to the parties is a regular feature
         at the branch?

221206   Whether valid security documents are held on record and financial papers of such
         parties kept on record and credit reports prepared?

221207   Whether outstanding under clean overdrafts are taken down daily and tallied with
         the General Ledger?

221208   Whether enhancement, variations in terms of facilities as well as renewal of
         overdrafts/clean loans are made after obtaining the consent of the guarantors
         and copies of all communications in this regard are sent to them?

221209   Whether same parties or their sister/allied concerns are frequently allowed such
         facility?

                                           43
         ADVANCES AGAINST GOLD JEWELLERY/BULLIONS                                  (2213)


221301       Whether the advances are made only to persons properly introduced to the Bank?

221302       Whether branch is maintaining a complete record of all the Ornaments & Bullions
             held as security regarding the description, gross and net weight fineness etc?

221303       Whether the shroof, approved Govt. valuer’s certificate about net gold content
             along with valuation thereon is held by the branch in all cases?

221304       Whether the jewellery/bullion is held under the joint custody of bank officials?

221305       Whether provisions of Gold Control Act, relating to lending against gold/
             bullion are observed?


             PROTESTED/PAST DUE & DISHONOURED BILLS                                (2214)


221401       Whether proper action is being taken in consultation with the ZO/HO
             bank’s retainer counsel?

221402       Whether valid documents held/limitation available to the bank?

221403       Whether goods under the dishonoured bills protected?

221404       Whether security/additional security available to the Bank?

221405       Whether notices of dishonour issued to all the parties liable on the bills?

221406       Whether dishonoured bills have been got noted/protested through Notary Public?

221407       Whether chances of recovery are good?
                                               44
221408         Whether dishonoured bills were accommodation bills in nature?

221409       Whether outstanding in the past due and dishonoured bills ledger tallied with the
General Ledger?




                       SICK UNITS                                                    (2215)


221501         Whether all industrial accounts, both SSI (including tiny and decentralized sector)
and medium and large have been reviewed and whether any such account is showing signs of
sickness (indicative list given in ID Cir.No.1289) and if yes, whether corrective steps have been
taken to ensure that the unit does not become sick?

221502          Whether all industrial accounts both SSI (including tiny and decentralized sector)
and medium and large have been reviewed so as to ensure that no such account has become sick
in terms of definitions as laid down by RBI and/or Sick Industrial Companies (Special
provisions) Act 1985 (SICA) and as conveyed by H.O. Circulars from time to time (refer I.D.Cir.
No. 1289 and Circulatory letter No.84/93 dated 17.11.93). If any such account has become sick
as per the definitions whether the same has been identified as sick unit in terms of I.D.Cir.
No.1289 dated 29.12.89?

221503        If there are sick units identified as per (221502) above whether viability study for
the same has been conducted within 21 days of the date of identification in terms of RBI
guidelines?

221504         Whether in respect of potentially viable sick units, the rehabilitation package has
               been drawn and the same has been got approved from the appropriate authority
               within 3 months from the date of identification as sick unit?

221505         Whether sanctioned packages have been properly implemented?

221506         Whether in respect of all non-viable sick units steps are being taken by the branch
               for recovery of the balance outstanding including one time settlements and filing
               suits etc.

221507          Whether the branch is quarterly reporting the position of all the sick units on the
prescribed proforma in terms of ID Cir.No.1384 dated 04.05.93 to the controlling offices as
specified in this circular?

                                                 45
221508          Whether separate reporting on Form C as per I.D.Cir.No.1289 in respect of those
SSI Sick Units (including Tiny and Decentralised sector) where the borrower is either non-
traceable or the assets have not been created is being done?

221509        Whether DICGC claims in respect of non-viable sick SSI units have been lodged?

221510         Whether in respect of all the sick industrial companies as defined by SICA (ID
Cir.1289) the branch has sent necessary papers to H.O. for making reference to BIFR ?




                      PRE-SHIPMENT ADVANCES                                         (3300)

330001        Whether the borrowers are holding exporter’s code no. allotted by the RBI?

330002        Whether the packing credit advances are granted against lodgement of
              irrevocable letters of credit or firm export orders with definite expiry dates
              and are within discretionary powers or sanctioned limits?

330003         Whether packing credit contract-wise register and party-wise register maintained
and separate accounts in respect of each borrower maintained properly?

330004        Whether the disbursement of packing credit are linked to actual purchases of raw
              material and goods?

330005        Whether the periodical inspections of goods and inventory carried out and stock
              statements are received in time and regularly?

330006        Whether the interest is charged for periods and at rates laid down by the RBI?

330007        Whether the packing credit advances are adjusted within the prescribed periods?

330008        In case where extension of time is granted, whether party’s request for extension
              of time is held on record & permission from RBI obtained wherever necessary?

330009        Whether packing credits are adjusted by negotiation of relative export bills only?

330010        Whether adequate insurance is held for raw materials and goods?

330011        Whether all packing credit advances are covered under whole Turnover Packing
              Credit Guarantee by the bank and guarantee fee sent every month regularly?

330012        Whether ECGC policy is obtained by borrowers for individual buyers for their
whole turnovers?


                                                46
330013          Whether in cases where the exporter fails to effect shipment, normal rate of
interest as well as penal interest charged for the entire period of advance and
        interest subsidy, if any claimed, is refunded to RBI?

330014        In case of Packing Credit remains outstanding beyond due date, is the branch
      transferring it to overdue head promptly and charging overdue interest?

330015         Is the branch taking following precautions with regard to ECGC cover?

330016         Reporting of limit            within 30 days

330017         Payment of premium            by 15th of following month
330018         Reporting of overdues         within 30 days of due date

330019         Reporting of default          within 4 months of due date or one month of recall
330020         Lodgement of claim            Within 6 months from default.



330021          Is the branch endorsing order/LC against which Packing Credit is being permitted.
       (Further branches are to keep the ORIGINAL order/or LC in their record. In case
       original order/LC is to be released to party for some reasons branch must retain
       photocopy of confirmed order/LC indicating the endorsement of bank granting
       Packing Credit against such confirmed order/LC in bank’s record. In case running
account facility is permitted the order/LC is to be submitted in due course). Is the branch
pursuing and receiving from the party the order/LC in stipulated time.

330022        In the accounts not falling under Health Code-1, whether branch office is taking
permission of ECGC for accommodating parties beyond discretionary limit fixed by ECGC
under WTPCG. (The limit under WTPCG at present is Rs.20.00 lacs).



POST SHIPMENT ADVANCES/EXPORT BILLS PURCHASED NEGOTIATED (3301)

330101       Whether the export bills purchased/negotiated are within discretionary powers of
the Branch Manager or sanctioned limits?

330102      Whether the export bills purchased are covered under Whole Turnover Post Ship
      Guarantee as well as the ECGC Policy obtained by the exporter?

330103          Whether the export documents are submitted to the bank for negotiation within
the stipulated period of 21 days from date of shipment?

330104       Whether the export documents are thoroughly scrutinized before negotiation to
      ensure that they strictly conform to the terms of letter of Credit/firm order?

330105        Whether the documents are dispatched promptly and rate of exchange is
      correctly applied?

330106         Whether Packing Credit allowed against the oder/LC is adjusted first out of
                                                47
       purchase/negotiation of bills submitted thereunder and the balance amount
       is credited to exporter’s account?

330107       Whether the bills, including those negotiated under reserve are realized
      without undue delay and within six months from the date of shipment?

330108         Whether in the cases where bills remain unrealized beyond the prescribed period,
       the matter is promptly taken up with the exporter and if he fails to arrange to remittance
of proceeds, the matter is reported to RBI with reasons for delay?

330109            Whether proper steps are taken in case of dishonoured bills viz protecting the
goods by keeping in warehouse after obtaining margin to cover charges to be incurred by the
foreign bank, noting/protesting of the bills obtaining concurrence of ECGC guarantee invoked,
and systematically following up the matter of payment with the exporter, RBI and Foreign Bank
till the bill is paid or disposed of as permitted by RBI?


330110          Is branch office taking permission of ECGC for accommodating parties beyond
discretionary limit fixed by ECGC under Whole Turnover Postshipment Guarantee. (The limit
under WTPSG at present is Rs.40.00 lacs. However, in case of account with Health Code “1” no
such prior approval is required?

330111          Whether the interest charged on export bills purchased/negotiated exceeds the rate
stipulated by the RBI?

330112         Whether the interest subsidy is claimed regularly and relevant records maintained
properly?

330113       In case bills remain outstanding beyond due date, is the branch transferring it to
Overdue Head promptly and getting the bills protested and charging overdue interest thereof?

330114         Is the branch taking following precautions with regard to ECGC cover.

330115         Reporting of limit                    Within 30 days

330116         Payment of premium                    by 15th of following month

330117         Reporting of overdues                 Within 30 days of due date

330118         Reporting of default                within 4 months of due date of one
                                             month of recall.

330119         Lodgement of claim                    Within six months of reporting default.

330120         Is the branch covering post-shipment advances under WTPSC or ECGC and
ensuring that party also covers the bills under ECGC Policy unless specific exemption has been
obtained from the appropriate authority? Is the branch accommodating the party within the limit
set by ECGC on each buyer?

330121         Is the branch levying buyer charges on bills as per FEDAI rules?

                                                48
330122        Is the branch charging interest on quarterly basis on all overdue bills by debiting
current account of the party and the same are recovered promptly?

330123         Is the branch following exchange control regulations with regard to payment of
               agency commission, reduction of invoice etc?

330124         Is the branch maintaining record of Forward Contracts booked/used and charges
               applicable wherever are charged?

330125         Is the branch maintaining bill-wise/party-wise register?

330126         Is the branch crystallizing all bills remaining outstanding beyond due dates?




EXPORT BILLS NEGOTIATED UNDER LETTER OF CREDIT (ABLC) (3302)

330201        Whether it is ensured that documents pertaining to the title of goods i.e. bills of
lading/airway bills are with full set of documents received under import letter and documents are
thoroughly examined?

330202         Whether proper entries are made in the prescribed register and usuance bills
presented to the drawee/importers with the requisite foreign non-judicial import letter of credit
and documents are thoroughly examined.

330203         Whether physical inspection of the goods imported under LC carried out and
               ensured that these are lying at port or stored in bonded warehouse?

330204             Whether it is ensured that adequate insurance cover is available and kept in force
till the bill is retired?

330205         Whether due date or the fact of Non-acceptance, as the case may be, is promptly
               advised to the negotiating bank in case of usance bills?

330206        Whether it is verified that the importers concurrence or rejection is obtained in
writing without delay in cases where negotiation by foreign bank is under “Reserve” or
“Guarantee”?

330207         Whether it is ensured that where documents are in order, the drawee is not
permitted to refuse the documents?

330208         Whether it is ensured that all the import bills are retired to the debit of importer’s
               account with the branch?

330209         Whether it is verified that letter of credit liability is reversed on retirement of the
               bill?

330210         Whether the balances of outstanding are tallied atleast once a month?
                                                  49
330211        Whether the outstanding bills in hand under import LC are checked by the
              Branch Manager personally once a week?

330212        Is the branch levying charges as per FEDAI Rules?

330213        Is the branch following rules relating to forward contracts strictly?

330214        In case the bill is not paid, is the branch crystallizing the bill amount on the
              10th day of receipt of the bill?




              ADVANCES AGAINST DUTY DRAWBACK                                 (3303)


330301         Whether advance is granted to exporters against their duty drawback entitlements,
as provisionally certified by Customs Authorities pending final sanction & payment?

330302        Whether any interest is charged, if advance is adjusted within a period of 90 days?

330303        Whether 100% refinance at NIL rate of interest is obtained from RBI?

330304        Whether normal commercial rate of interest is charged for the overdue period
              beyond 90 days?

330305        In case the advance remains outstanding beyond due date, is the branch
              transferring it to overdue head promptly ?

330306        Is the branch taking following precautions with regard to ECGC Cover.

330306        Reporting of limit                     Within 30 days

330307        Payment of premium                     by 15th of following month

330308        Reporting of overdues                  Within 30 days of due date

330309        Reporting of default                 within 4 months of due date of one
                                             month of recall.

330310        Lodgement of claim                     Within six months of reporting default.




                                                50
                          IMPORTS                                                (3304)


a)   Import Letter of Credit


330401     Whether application of Form Imp. 1/1 duly signed and stamped obtained
           from importer in each case?

330402     Whether proper records and registers like LC Register F.Imp.9/9 and
           liability register F.Imp.8/8 maintained?

330403     Whether the amount of LC issued plus previous outstanding of the party
           is within the discretionary powers/sanctioned limits?

330404     Whether the letter of credit issued are supported by valid import license or
           are under O.G.L.?

330405     Whether the stipulated margin and commission are recovered prior to opening
           of credit?

330406     Whether any back dated letters of credit are established subsequent to change
           in the import policies?

330407     Whether the contra entries for controlling the letters of credit are passed
           promptly?

330408     Whether the outstanding LC are balanced atleast once a month?


           Advances against Shares & Debentures Bonds                            (3305)

           Hire Purchase/leasing activities                                      (3306)
                                              51
               Annexure




CREDIT MANAGEMENT               (PRIORITY SECTORS)

               AUDIT CHECK LIST – C I


AGRICULTURAL ADVANCES                                 (4400)

440001         Whether area of opoeration of the borrowers is within the controllable
               distance form the Branch concerned (to be verified from the record and not
               by actual visit to the said area)?

440002         Whether in case of term loans, a certificate from the field officer or Branch
               Manager regarding economic viability and Technical feasibility of the project
               Financed is held?

440003         Whether in case of crop loans, the amount of loan disbursed is in accordance
               with the approved scale of finance?

               In case of live stock loans:

440004         Whether veterinary doctor’s certificate in regard to age, health, etc of the
               animals are held on record?

440005         Whether animals have been insured against risk of mortality and are
               tatttoed/branded with bank’s name?

440006         Whether no dues certificates have been obtained from other financial agencies
concerned or a certificate from our own field staff, on the basis of local enquiries, affidavits from
the borrowers in respect of state of their indebtedness are held by the branch?

440007          Whether disbursement of loan in cash or kind is evidenced by the borrowers’
receipt for cash and/or for the goods purchased within the amount of loan as well as by the
sellers invoice, wherever possible?
                                                 52
440008        Whether loan documents are in order and have been kept alive by obtaining half
              yearly balance confirmation slips?

440009        Whether all the securities relating to agricultural advances viz Tractors, pump-set,
              implements etc. are fully insured against various risks with usual bank clause as
              prescribed?

440010        Whether pre and post disbursement inspections were properly conducted? Are
              securities periodically inspected as prescribed?

              In case where payments is not forthcoming:

440011        Whether the default in payments is due to crop failure on account of natural
reasons over which the borrowers had no control or it is due to some other reasons considered
equally good as evidenced by record?


440012        Whether in case of default for good reasons, rescheduling or repayment
programme has been appropriately made or in case of crop loan, the loan has been converted into
term loan repayable over a suitable period?

440013        Whether in case of willful default, notice has been served on the borrower
              and the guarantor, if any?

Whether in case where the default, has been persistent and ordinary methods of recovery have
failed to produce results, the provisions of Agricultural Recovery Act have been invoked? (in
the states where such Acts are in force).

440014        Whether in case of term loans which are highly irregular, the facts of the case
have been reported to the Zonal Manager and his permission to transfer the accounts to Protested
Advances and to file a claim with the Deposit Insurance and Credit Guarantee Corporation,
sought?

440015        Whether in cases considered fit by the Zonal Manager for transfer to Protested
              Advances Account and filing claims with Deposit Insurance and Credit Guarantee
              Corporation, claim actually has been lodged?

440016        Whether proper follow up measures have been taken by the branch to expedite
              recoveries? Is due date diary maintained to ensure effective and prompt action:

440017        For recovery of instalments in term loans.

440018        In relation to proceedings initiated under the Agricultural Recovery Act or
              other summary enactments.

440019        In respect of Protested Advances Accounts.

440020        In pursuing claims with Deposit Insurance & Credit Guarantee Corpn.

440021        In suit filed or decreed accounts.
                                                   53
440022        Have periodical balance confirmations as prescribed been secured from
              borrowers regularly on prescribed forms?

440023        If any loan has become time barred or its limitation period is to expire within
              6 months, has the Branch Manager taken appropriate measures to get the loan
              adjusted or to extend the limitation period?

440024          Has the branch been invariably taking appropriate, prompt and effective steps
(by regularly issuing reminders and notices to and making personal recovery of over dues? If so,
what has been the cause of accumulation of arrears (whether willful default or mis-utilisation of
loans or unsatisfactory/poor repayment capacity of borrowers?




   ADVANCES TO PRIMARY AGRICULTURAL CREDIT/FARMER                                         (4401)

                      SERVICE SOCIETIES


440101        Whether loans to the societies have been allowed with the approval of higher
              authorities?

440102        Whether the resolution passed by the Managing Committee of the Society
              for borrowing from the bank is obtained?

440103        Whether it is ensured that the amount of loan was within the borrowing limits
              of the Society as specified in its bye-laws?

440104         Whether proper loan security documents as prescribed by H.O. obtained,
including the deeds of assignment in favour of the bank of all rights the society
       has over the assets of its members through charge/mortgage of land?

440105        Whether the accounts of the societies are audited and the copy of the audited
              balance sheets held on record?

440106        Whether the bank’s field staff supervise the working of the societies at regular
              intervals of time and ensure that there is a proper system to follow up the dues?


                             EDUCATIONAL LOANS                                            (4402)

440201        Whether advances have been extended to only deserving students whose parents/
              guardians cannot afford such higher education without the bank assistance?

440202        Whether the borrowers are students of India Nationality with good academic
              record and have secured admission in Govt. recognized school/college/
              educational establishment?
                                               54
440203          Whether the amount of advance has covered all necessary items of expenses and
repayment schedule provides sufficient gestation period to allow the students to settle down in
life by securing suitable employment or by starting independent vocation/profession?

440204        Whether the requisite undertaking, as prescribed under the scheme has been
obtained from the borrower viz.

440205        That he would not participate in any unlawful activity?

440206        That he would follow all the rules and regulations laid down by the educational
              institution.

440207        That he would not change the course of studies or the place of study or the
              institution or take up employment during the course, without the bank’s prior
              permission in writing?


440208        That he would strive to secure a suitable employment immediately after the
              completion of the course and

440209        That he will confine all his borrowings to this bank.

440210        Whether all the eligible advances have been overed under DICGC Scheme
              and correct particulars along with the guarantee fee are being sent regularly
              in time ?


                      ADVANCES AGAINST VEHICLES                                     (4403)

A) Direct Finance:

440301        Whether all vehicles financed stand registered and insured in the joint names
              of the bank and the borrower and copies of Registration Certificate and
              Insurance held on record?

440302        Whether payment is released directly to the dealer and the invoice and payment
              receipts are held with the Bank in each case?

440303        Whether bank’s name is exhibited on the vehicles?

440304        Whether periodical physical inspection of the vehicles is conducted and record
              maintained in the security Inspection Register?

440305        Whether all eligible accounts covered under DICGC Schemes?

440306        Whether refinance obtained in all eligible cases?

440307        Whether the borrower holds a valid route permit to ply the vehicle?

440308        Whether the borrower holds valid driving license in case of owner driven
                                               55
         vehicle?

440309   Whether in case of default, Regional Transport Authority is being informed not
         to renew route permit without bank’s consent?

         In case of advances against second hand vehicles:
440310   Whether valuation report from reputed automobile engineer is obtained?
440311   Whether comprehensive Insurance Policy is available?
440312   Whether amount of advance does not exceed 50% of the value of the vehicle?
440313   Whether permission of competent authority is obtained?
440314   Whether bank’s charge has been registered with the Registrar of Companies
         in case of Limited Companies?

440315   Whether undated letters from borrower, addressed to registration authority for
         transfer of vehicle in Bank’s name are held?




INDIRECT FINANCE (AGAINST HIRE-PURCHASE AGREEMENT)                                      (4404)

440401   a) Whether the Demand Promissory Notes and Hire Purchase Agreements
            duly endorsed in bank’s favour are held by the bank?

440402   b) Whether Hire purchase agreements specially drafted by the bank for such
            type of business are held?

440403   a) Whether comprehensive insurance policy assigned in favour of the bank
            is held?

440404   b) Whether indemnity policy issued by an Insurance Company, wherever
            required in terms of sanction are held?

440405   Whether dealer’s invoice, certified copy of Registration Certificate, duplicate
         keys of the vehicles, certificate of Registration of Charge (in case of Limited
         Companies) are held?

440406   a) Whether periodical statement of hirers with amount due from them giving
            the amount of arrears is obtained regularly from the finance company?

440407   b) Whether drawing power is revised according to latest statement?

440408   c) Whether Hire Purchase Agreements where default is continuous are
            excluded from security?

440409   Whether a notice of Bank’s interest in the vehicles is sent to the hirers/
         guarantors?


         ADVANCES TO RETAILERS-SMALL BUSINESS                                  (4405)
                                           56
440501        Whether the advances to retailers/small traders made after assessing properly
              that the borrower comes under the purview of the definition?

440502        Whether the repayment programme is fixed keeping in view the expected
              generation of income from the business?

440503        Whether all eligible accounts are covered under DICGC Scheme and Guarantee
              fee sent in time?

440504        Whether the instalments in loan accounts are regular?

440505        Whether the branch has satisfied itself that the shop is owned by the borrower
              or is rented/leased in his own name?

440506        Whether the sale proceeds are being routed through the account?

440507        Whether the Branch Manager/Officials visit the borrower’s premises periodically
              by surprise for verification of the goods charged to the Bank?

ADVANCES TO PROFESSIONAL & SELF EMPLOYED PERSONS                                    (4406)

440601        Whether the borrower is holding a recognized degree and diploma or other-
              wise trained/professionally competent and satisfies the eligibility criteria in
              all respects?

440602        Whether the amount of credit facility sanctioned is adequate to take care of all
              the legitimate requirements?

440603        Whether repayment schedule has been fixed on a realistic basis keeping in view
              the gestation period required to establish the business/practice?

440604        Whether the income form professional service or from any other source regularly
              brought in the accounts?

440605        Whether the instalments of the loan accounts are regular?

440606        Whether the follow up and supervision of the branch is satisfactory vis-a-viz ?

440607        To know the progress of the borrower’s business as also his practical problems
              with a view to helping him in tiding over his temporary difficulties and

440608        To effect recovery of the advance according to repayment schedule?

440609          Whether all eligible accounts are covered under DICGC scheme and guarantee
fee being sent regularly in time?

              ADVANCES TO SMALL SCALE INDUSTRIES                                             (4407)



                                                57
440701          Whether it is satisfied that the borrower is a small scale industrial unit as defined
(including village/cottage industrial unit/artisan, tiny sector, small scale ancilliary unit) and
certificate issued is held on record?

440602         Whether the entrepreneur has the necessary technical or professional experience?

440603         Whether the loan applications are disposed of within the stipulated period and
there is no undue delay in decision making?

440604         Has the Branch obtained prescribed loan application forms for term loan and
               working capital facilities?

440605         Have you verified/scrutinized carefully that assessment of working capital
               assessment of working capital requirements done properly/correctly and the
               projections submitted by the party are realistic?

440606         Whether permissible limits against raw materials, stock in process, finished goods
               and receivables worked out correctly and whether the branch has satisfied about
               the borrower’s capability to meet permissible limits. (if any).

440607         Whether pre-sanction/post sanction inspection of unit done and branch maintains
               close and continuous contact with the unit to ensure that the funds are used for
               the purpose for which they are lent?


440608         Whether the problems, if any, faced by SSI units are immediately attended
               to by the Branch Manager?

440609         Whether all eligible accounts are overed under DICGC Scheme and requisite
               guarantee fee is being sent regularly?

440610         Whether in respect of units where refinance/rediscount facilities from IDBI
               have been availed relative terms and conditions are being strictly adhered to?

440611         Whether instalments are regular in term loan to SSI units?

440612        Where working capital limits have been sanctioned to SSI units against
hypothecation of stocks, whether all check points as mentioned under hypothecation accounts
have been observed?



D.R. LOANS                                                     (4408)


440801         Whether the loans under DRI Scheme have been allowed to eligible
               borrowers only, who satisfy eligibility criteria in all respects?

440802         Whether it is verified that margin money is not insisted upon?

440803         Whether only simple interest is being charged on current dues?
                                                  58
440804   Whether the assets purchased with the loan are hypothecated to the bank
         and in appropriate cases of loans to homogenous group of borrowers,
         group guarantees are obtained?

440805   Whether all the DRI advances are covered under DICGC and Guarantee
         fee etc. is charged to the Bank’s account?

440806   Whether branch is filing claims under DICGC/State Recovery Act promptly
         in cases where all other recovery have been exhausted?




                                         59
                           CHAPTER 4 (a)
     Guidance List of Serious Irregularities
GENERAL ROUTINE AND HOUSING KEEPING

1.      Shortage/Excess Cash
2.      Missing Telegraphic Transfer (TT) Code Books.
3.      Loss of securities/security forms (Draft books, MC Books, FD Books, Cheque Books etc.
        /Important keys.
4.      Large arrears in the balancing of various accounts/ledgers.
5.      Frauds/forgeries which have taken place since the previous inspection.
6.      Irregularities in staff accounts (cheques Purchased and Deposits of large amounts).
7.      Inordinate delay in submission of periodical returns/statements etc.
8.      Large accumulation of pending HO extracts.
9.      Inordinate delay/large arrears in the dispatch of IBRs/responding of IBRs.
10.     Entries outstanding for more than 6 months in OD suspense account. DPWA, IBSA.
        Imprest clearing and DN R accounts.
11.     Excess stocking of stationery.
12.     Late payment of Income Tax Deptt. In respect of income deducted at source from salary.
13.     Non disposal of the previous Inspection Report.
14.     Irregularities brought out in previous Inspection Reports which are pending despite the
Branch Manager having certified in the relative remarks sent to Zonal Office that they have been
rectified.
15.     Any conspicuous instances of wastage of avoidable expenditure.
16.     Widows dressing of deposits of advances.
17.     A large number of instructions/recommendations in regard to Customer Service not being
implemented.
18.     Irregularities in the calculation and recovery of income/recovery due to the bank.
19.     Complaints from customers.
20.     Interest test checks of FDRs etc. not carried out.
21.     Suit filed against the Bank.




                                               60
     Guidance List of Serious Irregularities
GENERAL HEADINGS OF SERIOUS IRREGULARITIES (GHSI)
GENERAL ROUTINE AND HOUSING KEEPING

1     Cash
2     Security arrangements.
3     Branch documents.
4     Branch Keys
5     Securities held in Safe Custody.
6     Customer service.
7     Staff supervisory.
8     Staff Award.
9     Performance Budgeting.
10    General Ledger Balance (GLB) Slip
11    Deposit accounts.
12    Staff accounts.
13    DPWA,IBSA & POAB Accounts.
14    Imprest clearing DNR and DNP accounts.
15    TTs issued/paid/purchased.
16    Safe Deposit Lockers.
17    Balancing of Books.
18    House keeping – Maintenance of Registers/Ledgers and other records.
19    Correspondence 9Inwards and Outwards).
20    Returns/Statements.
21    Security forms.
22.   Despatch of Daily HO Extracts.
23.   OD Suspense and Sundry Creditors accounts.
24.   Charges General account.

25.   Establishment including Bonus and Officiating Allowance.
26.   Income leakage.
27.   Clearing
28.   Stationery
29.   Records and vouchers.
30.   Implementation of Official Language Policy
31.   Previous Inspection and audit reports.
32.   Frauds
33.   Suits filed against the bank.




                                            61
           CHAPTER 4 (b)
     Guidance List of Serious Irregularities
CREDIT MANAGEMENT

1.      All outstandings in Past due and dishonoured bills (PDDB), Protested Advances and
recalled debts.
2.      All clean overdrafts which are outstanding for more than six months.
3.      All advances which are irregular/overdue/sticky.
(Accounts which are irregular only due to the application of interest need not be reported unless
there are other unsatisfactory features attached to them).
4.      Missing/Time Barred documents relating to advances.
5.      Large scale arrears in renewal of credit facilities/revision of credit reports and non
submission of renewal loans proposals.
6.      Non submission of control returns to controlling offices and non factual reporting.
7.      Irregularities in Bills purchased business such as frequent Purchase of Cheques/Bills
without sanctioned limits, large scale returns of Bills purchased, delays in the dispatch of
instruments.
8.      Lapses in periodical inspection of Discounted/securities of borrowers.
9.      Serious irregularities in the follow up of advances resulting in mounting of overdues.
10.     Serious lapses noticed in regard to appraisal, sanction, disbursal of loans and conduct of
accounts, documentation, insurance etc. to the detriment of Bank’s interests.
 11.    Serious irregularities in the handling of bills business like kite flying etc.
12.     Violation of bank’s instructions in regard to non-funded business.
13.     Violation of exchange control regulation/FEDAI Rules.
14.     Serious lapses in the opening of letters of credit like opening L/C after the validity period
of import license, without valid import license etc.




                                                 62
       Group Headings for Serious Irregularities (GHSI)
             CREDIT MANAGEMENT

201    General
202.   Protested Bills Account (Past Due and Dishonoured Bills)
203    Protested Advances (Others) and Recalled debts
204.   Suits filed by the Bank
205.   Particulars of irregularities in loan accounts (Priority Sector)
206.   Particulars of irregularities in loan accounts (other than Priority Sector).
207.   Particulars of Irregularities in Cash Credit Accounts.
208.   Particulars of Irregularities in Foreign Exchange Accounts.
209.   Govt. Sponsored Schemes.
210.   Staff Accounts.
211.   Inland Letter of Credit.
212.   Bank Guarantees.
213.   Deferred Payment Guarantees
214.   Bills Purchased (cheques)
215.   Bills Purchased (Others)
216.   Bills Discounted
217.   Import Letters of Credits.
218.   Import Bills under Letter of Credit.
219.   Bills of Entry Forms
220.   Preshipment Advances
221.   Post shipment advances.
222.   Non Resident Accounts.




                                                 63
              INSTRUCTIONS FOR REVENUE AUDIT


1.      You will have to check and certify correctness of cent percent interest earning of
borrowal accounts, dicount, commission earned on bills, cheques purchased, letter of credit,
letter of guarantees and all other incomes on account of service charges in terms of various
circulars issued from time to time on the subject (copies of circular in the booklet).


2.      You will also have to check 100% accounts in respect of interest paid on all deposits, so
as to ensure that interest paid on deposits or accrued thereon has been vouched correctly.

3.     The fee payable is inclusive of all expenses, no separate claim for TA/DA or any liability
is admissible. The bills for payment may be sent directly to the concerned Zonal Inspectorate
longwith copy/copies of the Revenue Audit Reports.

4.     Five copies of the Audit Reports (strictly as per enclosed format) have to be prepared and
submitted as under:
       i) Original to be sent to H.O. Inspection Department.
       ii) Second copy to the concerned Zonal Inspectorate.
       iii) Third copy to the concerned Zonal Office.
       iv) Fourth copy to be handed over to the Branch Incharge.
       v) Fifth copy to be retained by the Auditors for their own record.

5.     You have to ensure that the discrepancies observed in the branch(es) are discussed with
the Branch manager on day to day basis. The observations made in a day may be handed over to
the Branch Incharge so that the recoveries are effected expeditiously.

6.      This offer is subject to the condition that you are entitled to practice as a firm of
Chartered Accountants and that your firm as well as sister/associate concerned, if any, are not
entrusted with any Statutory Audit of this bank during the year 2002-2003.

7.     You are not subject to any disqualification under Section 226 of the Companies Act,
1956, you will keep secrecy of the bank affairs that come to your notice during the course of
audit.

8.     A letter of authority addressed to Branch manager for taking up the assignment is
enclosed herewith.

                                               64
9.     Please note that if the check list/guidelines are not followed and/or the report is not
compiled as per the check list, the same is likely to be rejected and no remuneration shall be
paid.

10.    A separate report shall be submitted, if any mala-fide intention of the staff is detected in
under charging the interest revenue leakage with full details and name of the erring officials.




11.    The discrepancies observed shall be discussed with the Branch Manager and where there
is any point of disagreement on your observation, the same shall be reported in the remarks
column of the report or in a separate report alongwith the Branch Manager’s views.

12.     Please identify reasons for leakages of revenue and also suggest corrective measures
thereof.

13.     In cases, where no/negligible recovery is detected under some heads, the details thereof
be furnished in the format as per annexure.

14.      Auditors are advised to thoroughly check:
i) Not only the calculation of products and arithmetical accuracy of interest bu the accuracy of
rate of interest applied by branches.
ii) Application of interest on drawings allowed against uncleared effects, cheques returned
unpaid, adhoc limits allowed, protested/NPA accounts etc.
iii) Penal rate of interest on account of non-submission of stock statements/QIS/Delay in
renewal of limits.
iv) Revenue leakage on DDs/Bills purchased which is one of the major areas of revenue
leakage.
v) Recovery of processing/up-front fees and commission on LCs/Guarantees.
vi) Inspection charges and Incidental Charges in CC/Current Accounts.
vii) Interest/Commission and remuneration in lieu of foreign exchange business.
viii) Payment of one time interest on deposit accounts particularly on term deposits. Those term
deposits which have been paid before maturity must invariably be checked thoroughly.
ix) Provisions for interest made by branches.
x) Recovery of telephone/telex/telegram/postage expenses for customers/employees and wide
variations on account of expenses on telephone, postage and telegrams.
xi) Salary paid to staff on a test check basis with emphasis on increments, LFC/ Medical
reimbursement and Officiating allowances.
15.      We have tried to include all major relevant circulars in the booklet provided. However,
these may have to be supplemented with other circulars/guidelines issued by the bank which are
available at the branches. In case of any problems please feel free to contact concerned Zonal
Office/Zonal Inspectorate/HO Inspection Department.




                                                65
ROLE OF CCAs IN PREVENTION AND DETECTION OF FRAUDS

The system of concurrent Audit is designed to serve as Administrative support to branches to
work within the prescribed System & Procedure and to ensure prevention and timely detection of
lapses and irregularities including fraud and malpractices. Infact, the Chartered accountants are
eyes and ears of any organization as their effectiveness in conduct of audit can help prevention
and detection of fraud. Generally, the main role of C.A.s while conducting concurrent audit is to
supplement the efforts of the bank in carrying out simultaneous internal check of the transactions
and other verifications and compliance with the procedure laid down but in particular it is the
examination of the transactions as to whether these have properly being recorded/documented
and vouched and have been carried out in conformity with the laid down procedure, regulation
and legislations applicable and this examination, if proper and thorough, can result in prevention/
detection of frauds. As we see that most of the frauds take place due to the failure of System &
Procedure and if there is a proper/timely check up and/or examination of the various activities
with a view that these are being carried out within the prescribed system and procedure can result
in prevention and/or detection of the frauds to a large extent.

As per the recommendations of Narang Committee Report for prevention and detection of
frauds, the modus operandi adopted for perpetrating bank frauds continued to be (a) opening of
new fictitious deposits accounts by persons not properly identified by the bank followed by
deposit of fake/stolen/forged instruments in such accounts and then immediate withdrawls of the
proceeds, (b) submission of false stock/financial statements to avail of finance, (c) clandestine
removal of goods hypothecated and siphoning of sale proceeds, (d) acceptance of deposits both
Residents and Non-residents (from persons not properly identified by the bank) through
middlemen and thereafter allowing/availing of overdrafts against fraudulent discharge of these
deposit receipts by forging power of attorney and loan documents to third parties who were also
not properly identified, (e) raising of accommodations bills, (f) kite flying, (g) manipulation in
outward/inward clearing, (h) raising unauthorized debits on nominal heads of account, (i)
manipulation and tampering with books of accounts by passing unauthorized entries, (j) sanction
of one time adhoc credit facilities to non-clients, (k) issue of letter of credit, bank guarantees
without recording in branch books, (l) issue of payorders/demand drafts without consideration,
(m) fake documentation etc.
In order to obiviate possibility of occurance of frauds and prevention and detection of frauds, the
Chartered Accountants are, therefore, expected:
1.      To get implemented the guidelines in respect of the sensitive areas as non-compliance
with such guidelines may result in fraud/financial loss to the bank/financial institution.
2.      To plug the short-cuts evolved by the different branch functionaries in carrying out day to
day transactions.
3.      To examine whether the account opening forms are complete in all respects and the
accounts are properly introduced. This is a major fraud prone area.
4.      To examine whether there are any cases of exceeding discretionary powers and if so
whether those have duly being reported to the competent authority for action confirmation.

                                                66
5.       To examine whether any fictitious accounts are operating wherein the cheque purchase
facilities have been allowed and loans have been granted with a view to concealing the
fraudulent transactions.
6.       To examine impersonal accounts with a view to check whether any fraudulent
transactions have been routed through such accounts and the cheque returned unpaid were
debited to impersonal account to conceal the fraud and to see whether there is proper follow up
for reconciliation of large outstanding entries in these accounts since there have been instances of
passing unauthorized entries in impersonal accounts for balancing of bank’s books.
7.       To check/examine any unauthorized opening of LCs and issue of DD/PO without
consideration.
8.       That there is no continuance of staff at the same work seat.
9.       That handling of critical areas of the branch functioning are not single handed since it
facilitates the manipulation of bank’s books of accounts and concealment of fraudulent
transactions.
10.      To examine large debit/credit entries in newly open accounts and it should arouse
suspicion and alert to verify the genuineness of the transactions with respect to business/
profession of the account holder.
11.      To examine whether heavy cash transactions are being allowed in newly opened
accounts.
12.      To examine movement of bank’s critical stationery, its stock on hand, indent, custody,
issue, movement loss etc. are proper.
13.      To examine whether adequate safeguard such as fixing of cello tapes and placing of
reverse carbon are adhere to while handling the remittances.
14.      To examine the varicity of exercise of delegated authority of the functionary.
15.      Physical verification of colletral securities charge to the bank during currency of audit.

Further, it would not be out of place to mention here that for the growing tendency in frauds, the
C.A.s are to some extent also responsible sometimes as they certify false stock and financial
statements submitted by the borrowers to the bank and also indulge in wrong reporting about the
affairs of the borrowing company/borrowers, about stock statement, mortgage/pledged to the
bank and diversion of funds to their sister concern on cash and fund flow statements.




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                       ADDRESSES OF ZONAL OFFICES



     1.    AMRITSAR (URBAN)      - Hall Bazar, AMRITSAR-143001.
     2.    AMRITSAR (RURAL)     - Opp. Dharam Market, Chowk Fountain , AMRITSAR-143001.
     3.    BAREILLY             - Gagandeep Complex, Civil Lines, BAREILLY-243001.
     4.    BATHINDA             - Civil Station, BHATINDA-151001.
     5.    BHOPAL               - M.P.Nagar, Zone II, BHOPAL-462016.
     6.    CHANDIGARH-I         - Bank Square, Sector 17-B, CHANDIGARH- 160017.
     7.    CHANDIGARH-II        - Bank Square, Sector 17-B, CHANDIGARH- 160017.
     8.    CHENNAI              - 770-A, Spencer Tower, Anna Salai, Ist Floor, CHENNAI-600002.
     9.    DEHRADUN             - Amrit Kaur Road, DEHRADUN.
     10.   FARIDKOT            - Red Cross Bhawan , Sadiq Chowk, FARIDKOT-151203.
     11.   GURDASPUR           - 435/7, Civil Lines, GURDASPUR-143521.
     12.   GUWAHATI            - 42, M.G.Road, River Side , Uzan Bazar, GUWHATI-781001.
     13.   HARYANA             - Bank Square, Sector 17-B, CHANDIGARH-160017.
     14.   HOSHIAR PUR          - Near Bajwa Petrol Pump,Tanda Bye Pass Road, Hoshiar Pur.
     15.   JALANDHAR           - MODEL TOWN,JALANDHAR -144003.
     16.   KOLKATA             - 14/15, Old Court House Street, KOLKATA-700001.
     17.   LUCKNOW             - Jawala Devi Building, LAL BAGH, LUCKNOW-226001.
     18.   LUDHIANA            - Bhai Wala Chowk, Ferozepur Road, LUDHIANA.
     19.   MUMBAI              - LBS Marg, Fitwell House,Vikhroli (W), MUMBAI-400018.
     20.   NEW DELHI-I         - Ashram Chowk, Sidharatha Enclave, NEW DELHI-110014.
     21.   NEW DELHI-II       - B/38-39, Phase-I, Industrial Area,Naraina,New Delhi-110028.
     22.   NEW DELHI-III      - 91, Bhandari House, Nehru Place, NEW DELHI-110019.
     23.   PATIALA            - Passi Road, Opp. Gurudwara Dukh Nivaran Sahib, Patiala-147001.




                                ADDRESSES OF ZONAL INSPECTORATES

S.No. Name of Zonal Inspectorate                  Address                Telephone Number

1.         DELHI                     D-1, Industrial Area, Phase-II            011-28117530
                                     Mayapuri, New Delhi-110064                011-28117531

2.         MUMBAI                    78,Girgaum Road, Opera House              022-23638682
                                     Mumbai.- 400004

3.         CHANDIGARH                Bank Square, Sector 17-B,                 0172-2722595
                                     Chandigarh- 160017                        0172-5089784

4.         KOLKATA                   8, Old Court House Street                 033-22435281
                                     Kolkata- 700001.

5.         LUCKNOW                   Jawala Devi Building                     0522-2625626
                                     Lal Bagh, Lucknow-226001.




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