write off definition

WRITE OFF OF LOSSES 1. Serial 23. Serial 23 at annexure to Government of India, Ministry of Defence letter No. PF/0104/CGHQ/115/DO(T)/D(N-II) dated 19 Jan 2004, and as amended from time to time, which deals with Irrecoverable losses of stores or public money, is as follows Sl.No Authority to Exercise Financial Powers Delegated powers W/o concurrence of With concurrence of IFA IFA Nil Rs. 2 lakhs for stores not due to theft or fraud or neglect and Rs. 15,000/- for other cases. Nil Rs. 20,000/- for stores not due to theft or fraud or neglect and Rs. 2,500/- for other cases Rs. 1,000/- for stores not due to theft or fraud or neglect 23 Write off Losses, Irrecoverable losses of stores Director General Regional Commanders District Commander and Nil Store Depots/ CO’s of Ships/Air Stations Note : While writing off losses, loss statement is to be prepared and audit report should be obtained from CDA/IFA Procedure 2. The provisions prescribed in Chapter 13 of INBR 12 to be read in conjunction with General Principles laid down in Financial Regulations (Defence Services) as amended from time to time may be followed. WRITE OFF LOSSES OF PUBLIC MONEY 1. Serial 24. Serial 24 at annexure to Government of India, Ministry of Defence letter No. PF/0104/CGHQ/115/DO(T)/D(N-II) dated 19 Jan 2004, as amended from time to time, which deals with the term “Writing off losses of Public Money’ is as follows: Authority to Delegated powers Exercise W/o concurrence With concurrence of Financial of IFA IFA Powers Write off Director Nil Rs. 20,000/- (in cases losses of General exceeding Rs. 2000/Public Regional audit report from CDA Money Commanders should be obtained District Commander and Store Depots/ CO’s of Ships/Air Stations Note: While writing off losses, loss statement is to be prepared and audit should be obtained from CDA/IFA. Definition of the term ‘Public Money’ 1. The following will come under the term ‘Losses of Public Money’: (a) Irrecoverable personal advances made to individuals no longer in Government Service (b) Overpayments of pay and allowances made to individuals no longer in Government Service (c) All other irrecoverable cash claims including the value of issues on payments to units or individuals the recovery of which would entail considerable hardship or present special difficulty (d) Value of stores issued to contractors which, for any cause, there has been a failure to recover and the recovery of which would present special difficulty (e) error Losses due to expenditure on freight in respect of stores despatched in Sl. 24 Remarks Note : While writing off losses, loss statement is to be prepared and audit report should be obtained from CDA/IFA report Losses resulting from the despatch of stores by other than the authorised procedure (f) (g) orders (h) Irrecoverable debts demobilization of units disbanded in accordance with Irrecoverable losses due to thefts and fraudulent use of railway warrants, credit notes or railway concession vouchers; (j) Demurrage charges incurred due to negligence on the part of consignor/consignee. Procedure for dealing with loss of Public Money. (a) All losses shall be reported to the Station Commander, District Commander, Regional Commander or DGCG whoever is immediately superior to the establishment in which the loss occurred. (b) The authorities stated above shall arrange for the assembly of BOI to investigate the loss. (c) The convening of BOI may be dispensed with by the CFA in case where the estimated loss is estimated to be less than Rs. 1000/- unless there are any circumstances connected with the loss which are not clear or which demand special investigation. (d) If the Board finds that the loss is not due to theft, fraud or gross neglect it may be written off by the CFA in consultation with his Financial Advisor. Should however, it be found that the loss is due to theft, fraud or gross neglect, the CFA shall (in consultation with his Financial Advisor), take action according to the circumstances of the case, as laid down in Rule 160 of the Defence Service Regulations, Financial Regulations Part-I. ISSUE OF MT VEHICLES ON LOAN TO COAST GUARD ESTABLISHMENTS 1. Serial 41. Serial 41 at annexure to Government of India, Ministry of Defence letter No. PF/0104/CGHQ/115/DO(T)/D(N-II) dated 19 Jan 2004, and as amended from time to time, which deals with issue of MT vehicles on loan to Coast Guard Establishments under exceptional circumstances as and when necessary, is as follows Sl.No Authority to Exercise Financial Powers Delegated powers W/o concurrence of With concurrence of IFA IFA Full Powers For Nil two years (including extension beyond the limits of other CFAs provided the total period does not exceed two years 41 Issue of MT Vehicles on loan to Coast Guard Establishments under exceptional circumstances as and when necessary Director General Note : Loan Register should be maintained properly and periodically got audited by the Audit Authority 2. On receipt of requisition the concerned DHQ/RHQ to initiate the case for issue of MT Vehicles on loan to other CG Establishments to concerned Directorate at CGHQ. The approval of CGHQ will be accorded considering the merit of the cases. 3. Preparation of Form IN 324/S 549. When MT Vehicles are transferred between ships/establishments, the MTO/Supply Officer of the supplying unit shall, (a) Prepare a demand, receipt of supply note for Occasional Supplies, Form IN 324/S 549, in quintuplicate. (b) Number serially forms IN 324/ S 549. (c) Indicate the Class along with registered numbers and full description of vehicles. (d) Following documents/items are to be forwarded (i) (ii) Registration book Status of Insurance/Road tax. (iii) (iv) (v) (vi) (vii) Tool kit and other accessories. Spares/tyres etc. Vehicle Daily Running Log (VDRL) Car Diary for Staff Cars. Condition of the vehicle (Mileage and Kilometer done). (viii) A statement of the general condition of the body, machinery, spare gear and canvas gear. (ix) A statement that the portable fitting and spare gear together with lists thereof, and maintenance schedule/manufacturers hand book. 4. Additional Particulars required for transferring MT Vehicles. When transferring MT Vehicles, the receiving ship/unit shall furnish the following additional particulars (a) (b) (c) The allowances by establishment for each vehicle transferred. The total quantity of vehicle after the transfer has been affected. The necessity for the transfer. (d) The reference number and date of the letter or signal on which approval was obtained for the transfer. 5. Transfer of MT Vehicles. The transfer of MT Vehicles shall not be made without approval of the DGCG. The Commanding Officer shall render report of the transfer at once by letter through proper channel. 6. Disposal of Forms S 549/IN 324. The provisions prescribed in article 134(4), Chapter 8 of INBR 12 to be followed. 7. Returning of MT Vehicles. The responsibility to follow-up and obtain the stores in serviceable condition after the loan period lies with the unit transferring the vehicles. However, the unit has to project the requirement for extension of loan period well in time to concerned Administrative Authority. REGULARISATION OF OVERISSUE OF RATIONS 1. Serial 43. Serial 43 at annexure to Government of India, Ministry of Defence letter No. PF/0104/CGHQ/115/DO(T)/D(N-II) dated 19 Jan 2004, as amended from time to time, which deals with Regularisation of over-issue of rations by ships/stations, is as follows Sl.No Authority to Exercise Financial Powers Delegated powers W/o concurrence of With concurrence of IFA IFA 43 Regional Commanders Nil Rs. 1,000/- on each occasion subject to Regularisation of max Rs.15,000/- p.a over issue of rations by ships/ District Commanders Nil Rs. 1,000/- on each stations occasion subject to max Rs.12,000/- p.a CO’s Air Station/CG Nil Stations/Ships Rs. 500/- on each occasion subject to max Rs.6,000/- p.a Procedure 2. The procedure prescribed in Article 0411 of Chapter 4 of INBR 14 to be referred for Regularisation of over-issue of rations. POWERS TO REGULARISE EXPENDITURE ON CONSUMABLE STORES 1. Serial 50. Serial 50 at annexure to Government of India, Ministry of Defence letter No. PF/0104/CGHQ/115/DO(T)/D(N-II) dated 19 Jan 2004, and as amended from time to time, which deals with powers to regularise expenditure on consumable stores in excess of the monetary allotment in respect of ships/stations, is as follows Sl.No Authority to Exercise Financial Powers Delegated powers W/o concurrence of With concurrence of IFA IFA Upto 50% of the Nil sanctioned allotment 50 Director General Powers to regularise expenditure on consumable Regional Commanders Upto 20% of the Nil stores in excess sanctioned of the monetary allotment allotment in respect of ships/stations 2. Conditions. The above powers of DGCG are subject to the condition that the overall allocation sanctioned by Government for all ships and stations is not exceeded. The above powers of Regional Commander are in respect of ships and stations under their control subject to the condition that the total allocation made to all ships and stations under their control is not exceeded. Monetary Allotments 3. The annual monetary allotments for consumable stores for ships and establishments is intended to cover all descriptions of the stores to be issued to the various departments of the ship/establishment, whether for maintenance, making good defects, self refit, trial or for any other essential purpose. They do not necessarily imply that equivalent supplies will be available on demand. 4. Officers are expected to exercise economy and endeavor to keep their expenditure as much below the authorized allotment as possible consistent with efficiency. 5. The provisions prescribed in Chapter 11 of INBR 12 be referred for regularising expenditure on consumable stores in respect of allotment to ships/stations. DESTRUCTION OF CATEGORY ‘G’ FOODSTUFF 1. Serial 55. Serial 55 at annexure to Government of India, Ministry of Defence letter No. PF/0104/CGHQ/115/DO(T)/D(N-II) dated 19 Jan 2004, and as amended from time to time, which deals with destruction of category ‘G’ foodstuff, is as follows Sl.No Authority to Exercise Financial Powers Delegated powers W/o concurrence of With concurrence of IFA IFA Rs. 30,000/- p.a Nil Nil Nil 55 Director General Destruction of food stuff unfit Regional Commanders Rs. 5,000/- p.a for human consumption District Commanders/ Rs. 2,500/- p.a CO’s Air Station/CO CG Stations/Ships Note : Loss statement should be prepared and got vetted by the CDA(N) Procedure 2. The provisions prescribed in Article 1314, Chapter 13 of INBR 14 be referred. POWER TO DECLARE TO DGS&D FOR DISPOSAL OF SURPLUS STORES 1. Serial 59. Serial 59 at annexure to Government of India, Ministry of Defence letter No. PF/0104/CGHQ/115/DO(T)/D(N-II) dated 19 Jan 2004, as amended from time to time, which deals with Power to declare to DGS&D for disposal of surplus stores, is as follows Sl.No Authority to Exercise Financial Powers Delegated powers W/o concurrence of With concurrence of IFA IFA Rs. 1 Lakh Nil 59 Director General Power to declare to DGS&D for disposal of surplus stores 2. Instruction to be followed in the Disposal of Surplus Stores. The instructions prescribed in Rule 123 and 124 of General Financial Rules and the Govt. of India decisions issued from time to time be referred. WAIVING OF TIME BARRED CLAIMS 1. Serial 61. Serial 61 at annexure to Government of India, Ministry of Defence letter No. PF/0104/CGHQ/115/DO(T)/D(N-II) dated 19 Jan 2004, as amended from time to time, which deals with waiving of time barred claims, is as follows Sl.No Authority to Exercise Financial Powers Delegated powers W/o concurrence of With concurrence IFA of IFA Full Powers (Max Nil .Rs 50 Lakhs p.a.) 61 Director General Waiving of time barred claims which cannot be Regional Commanders Full Powers Nil investigated by (Max. Rs 20 Lakhs audit authorities p.a.) due to non availability of records 2. The provisions prescribed in Rule 82 of General Financial Rules be referred for waiving of time barred claims. DISPOSAL OF SHIPS/AIRCRAFT/STORES 1. Serial 68. Serial 68 at annexure to Government of India, Ministry of Defence letter No. PF/0104/CGHQ/115/DO(T)/D(N-II) dated 19 Jan 2004, as amended from time to time, which deal with dispose ships/vessels/aircraft and stores is as follows:Sl. 68 Authority to Exercise Financial Powers Delegated powers W/o concurrence of With concurrence IFA of IFA To dispose ships/vessels/ aircraft and stores (A) Through Director General Nil public sector disposal Regional Commanders Nil organisations Full Powers Rs.10 Lakhs (Max.Rs1 Crores p.a.) Rs.05 Lakhs (Max.Rs 10 Lakhs p.a.) Rs.10 Lakhs (Max.Rs 1 Crore p.a.) Rs.05 Lakhs (Max.Rs 50 Lakhs p.a.) District Headquarters Nil (B) To dispose Director General through trade Nil Regional Commanders Nil Procedure 2. Government Sanction is to be obtained for Decommissioning of Ship/Aircraft 3. After obtaining the Government Sanction, M/s. MSTC or authorised auctioneers be approached for carrying out the tendering and obtaining of the Highest quotes of the bidders. 4. The CST prepared by the M/s. MSTC or authorised auctioneers is to be approved by the CFA through IFAs concurrence. 5. The approval for disposal of the ship/aircraft is to be given to M/s. MSTC or authorised auctioneers. 6. The highest bidder will remit the quoted amount to RBI by way of MRO. The original copy of the MRO on receipt from the highest bidder is to be forwarded by Coast Guard to CDA(N) for crediting to the Coast Guard account. 7. On producing the MRO copy, the ship/aircraft is to be handed over to the highest bidder and a receipt note duly signed is to be obtained. Copies of receipt note to be forwarded to D(Plans)/CGHQ and CDA(N) for records. Budget Head 8. Amount to be credited to CDA(N), Mumbai under subhead “Receipts”, code 041/01 of Coast Guard organisation.