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IMPORTANT ORDER ... - Directorate General of Supplies _ Disposals

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IMPORTANT ORDER ... - Directorate General of Supplies _ Disposals Powered By Docstoc
					                      OFFICE OF CHIEF CONTROLLER OF ACCOUNTS
                             DEPARTMENT OF COMMERCE
                                  (SUPPLY DIVISION)
                            16-A, AKBAR ROAD HUTMENTS
                                 NEW DELHI – 110011

File No. CCA (SY)/CDN/Misc.Corres./05-06/             Dated:-03-05-2011

                                   OFFICE MEMORANDUM

        It has come to notice that when bulk bills are received in R& R Section they are
given running serial numbers.
2.      The dealing assistant have specific firms allotted to them treat these bulk bills as
single lot with single due date.
3.      These bills cannot be cleared by a single accountant within due time and as per
SIU norms of number of bills to be dealt by an Accountant. It is only possible by
compromising with scrutiny.
4.      Thus delay by a bulk submission of single firm delays entire queue in section as
they have to follow ‘First In First Out’ System. It is thus clarified that
(i)     With reference to firms submitting bulk bill (i.e. more than 15 bills), the
        first 15 bills will be taken as received on day one.
(ii)    The next 15 is to be taken as received on 2nd day and so on.
(iii)   Each of these bills will have due date after 7 working days for processing
        from the date of receipt.
        R&R Section may initiate the necessary process and diaries the bills
accordingly.
        It shall be the responsibility of all the AAOs of the concerned sections to
ensure that the implementation of ‘First In First Out’ System without causing
delay due to bulk submission of bills by firm is adhered to strictly and any
deviation will be viewed seriously.
        This has the approval of Chief Controller of Accounts.



                                                                           (O.C. CHOPRA)
                                                                   Senior Accounts Officer
Copy to:-

1.     All the Supply Sections
2.     O/o PRO
3.     R&R Section at the window
4.     Web site of CCA Supply & Entrance of Office
CHECK LIST FOR PROCESSING OF SUPPLY BILLS



        Ref. :- Section_________ Gen. Index No.____________
I       General Points

                                                                           YES   NO
    1   Whether the bill bears
        a      General Machine index No

        b       Sectional Machine index No.

        c       Electronic Bill Receipt No.

        d       Office Receipt dated stamp



    2   Whether bill is in the prescribed Form in DGS&D135 in triplicate.
    3   Whether all columns of the Bill Form DGS&D135 are properly filled in &
        in conformity with Rate Contract, Supply order, Inspection note and
        proof of Dispatch.
    4   Whether under mentioned certificates have been signed by the
        authorised signatory of firm/supplier
        a        Despatch & acknowledgement due certificate.

        b       Price Fall Clause certificate

        c       Excise Duty Certificate

        d       Sales tax Certificate



    5   Whether the bill is pre receipted with revenue stamp (in case of
        payment exceeding of Rs.5000/-).


    6   Whether copy of Rate Contract duly authenticated by the
        authentication cell of DGS&D and Office of the CCA(SY).


    7   Whether the Supply Order is
        a      In Form no. DGS&D131.

        b       Has been signed ink/ downloaded from the system .
      c       received from R&R section bearing Diary No. & Stamp.

      d       placed within the validity period of rate contract.



8      Whether the Inspection Note
a     Is in Form No. DGS&D84.

b     bears the nomenclature of the copy (1,2 &5) as may be applicable.

c     is issued subsequent to Inspection.

d     bears the facsimile stamp.

e     is complete with regard to Rate Contract & Supply Order.



9     Whether the stores put on inspection within the approved delivery
      period.
10    Whether the stores have been dispatched on or after the date of
      inspection.
11     Whether the stores have been dispatched with in the validity period of
      the Inspection Note.
12    Whether Pre-Dispatch allowed by the inspector in case of dispatch
      before issue of I-Note.
13    Whether the claim is supported by


A     For Advance payment

(a)   Self attested copy of Railway Receipt in case of despatch by Railways.

(b) Original postal receipt in case of despatch by Post,.

(c)   In case of despatch by Road/by hand/local

       (i)    the provisional receipt by the proper consignee or authorised
              signatory on behalf of consignee duly embossed with his
              rubber stamp.

      (ii)    details vide receipt certificate column no. 1(a)

    (iii) details vide receipt certificate column no. 1(b)
    (iv) Circle/area/station of the consignee below column no.3
(d) The relevant copy of the Inspection Note.

(e) The original copy of the invoice and the rates/taxes mentioned in the
    bill are in conformity with those mentioned in the invoice.

(f)   The proof of dispatch, the copy of R.R./G.R. duly attested in case goods
      transported by railway/road and original receipt in case of good
      transported by post.
B     For Balance payment

(a)   the relevant copies of the Inspection Note.

(b) the Final receipt by the proper consignee or authorised signatory on
    behalf of consignee duly embossed with his rubber stamp.

(c)   details vide receipt certificate column no. 1(a)

(d) details vide receipt certificate column no. 1(b)
(e) Circle/area/station of the consignee below column no.3


14    In the case of balance payment bills whether the supply has been made
      with in the approved delivery period.
15    Whether the mode of dispatch is as per the mode if any mentioned in
      the supply order.
16    Whether the freight charges claimed in the bill are as per the Rate
      Contract and is supported by the original money receipt.
17    All deletion/correction/addition in the documents are attested by the
      concerned authorised signatory.
18    In the case of balance payment whether the price variation clause is
      applicable. If so whether final rate has been received from the DGS&D.


      Acctt./Sr.Acctt.          A.A.O.                   PAO/Sr. A.O.

      Specific point relevant to the various Supply Sections.




      Sy-2 (Computer & its peripherals)


      1.       Whether balance claim supported by installation certificate along
               with CRC and copy of Bank Gurantee.
      2.       Whether requisite no. of relevant copy of CRC attached with the bill
               in case of GREEN CHANNEL Firms bearing CRC no. and signature of
               the consignee at appropriate place as per general points.



      Sy-3 (Motor Vehicle, Machine & Tools)
      1.       Whether claim is supported by Dispatch Challan and invoice in case
               of Hero Honda Motors Ltd.
      2.       Whether supported by the authorisation latter by the consignee
               duly signed by the recipient in case of Motor Vehicle.
      3.       Whether balance claim supported by errection certificate in case of
               Pre-fabricated Hut.
Sy-4 (Cement & Paper)
1.    Whether the supply order, amendments extension of D.P. received
      through Authentication Cell of DGS&D and CCA(Sy).
2.    Whether Advance claim is supported by
      (a)    Proof of Dispatch (R.R)
      (b)    Consignee Receipt Certificate in case of dispatch by road.
      (c)    CRC or Without CRC as per terms of RC in case of balance
             payment related to Cement.


AT/DD (Acceptance of Tender/Demand on Deposit)
1.    Whether ink signed copy of supply order received from
      Authentication Section.
2.    Whether Financial Certificate of A.T. is received from Indentor.
3.    Whether freight claimed in bill in payable with reference to
      S.O./RC/AT
4.    Whether amount of deposit received from Indentor verified from
      Deposit Register.
5.    Whether the amount of Deposit is sufficient to meet the cost of
      store and other departmental charges.



OIL (Oil, Lubricant & Chemical)
1.    Whether consignee specimen signature are available with Supply
      Order in case of Oil and Chemical.
2.    Whether the claim is supported by CRC/CCDA without I-Note in
      case of Oil and Chemical.
3.    Whether Attested copy of Supply order by the representative/
      officer of the firm related to PSU are available.
               OFFICE OF THE CHIEF CONTROLLER OF ACCOUNTS

                DEPARTMENT OF COMMERCE (SUPPLY DIVISION)

                           16-A, AKBAR ROAD, HUTMENTS

                                  NEW DELHI-110011

                                           ***




                                CORRIGENDUM


     THE EARLIER ORDER NO.SY.CONT/2(4)VII/00-08/1435 DT.11/3/2011 MAY
NOW BE READ AS FOLLOWS:-



        Keeping in the view the closing of financial year 2010-2011 the Chief Controller
of Accounts has desired that efforts should be made to clear all the bills by 31-03-2011.
The following programme for receipt and clearance of bills should be adhered to by all
the sections.



   1.      In order to avoid rush in the last days & ensure proper scrutiny, the bills will
           be received upto 21/03/2011 only. The suppliers may be advised by a
           NOTICE to submit their bills by 21/03/2011 positively. However bills
           received after 21st March, 2011 with an undertaking of Accounts office of the
           Consignee to reimburse the claim by 31/03/2011 will be considered for
           payment by 31/03/2011 only after written request from Govt. Deptt. &
           that too at a level not below Director to Govt. of India or equivalent with
           the prior approval of Chief Controller of Accounts.


   2.      To enable Supply Control Section to keep a close watch on the Progress of
           disposal of bills, all Supply sections should now submit a Daily Report to
           Supply Control Section (in addition to the fortnightly and monthly bill Report).
           The report should be prepared after sending the Detailed Vouchers (DV) for
           the day and should reach the Supply Control Section by 3.00 P.M(including
           position of bills in hand) from 16/03/2011 onwards.


   3.      DVs are to be sent by the Supply Sectionsto Cheque Section on daily
           basis w.e.f 16/03/2011. After issue of Cheques, the Cheque Section will
           send all D.V’s back to respective sections daily by 5.00 P.M. at the latest for
           preparation of Accounts by the concern Section.


   4.      All the Supply Sections will send the D.V. after taking        necessary
           action to the Account Section on daily basis w.e.f.17/3/201. The Account
           Section will prepare the account send to the concerned DDO/Indentors with
            correctness & without delay so that the DDO can utilize their funds in the
            same financial year.


   5.       The Cheque Section will accept the D.V’s of all the section including Oil
            Section on daily basis and will also make their own arrangement to see that
            the consolidated cheque of all payments should be signed on the same day.


   6.       In order to ensure that funds provided for the current financial year are
            utilized fully during the year itself by the Indentors/Consignees, the Supply
            section should give priority to advance payment bills immediately on its
            receipt.
   7.       The Branch Officer viz. Sr. A.O. shall assess the availability of bills in their
            respective section daily at 9.30 A.M. from 16/03/2011 to 31/03/2011 with a
            view to ensure that there is proper distribution of bills so that no accountant
            remains idle for want of bills.


   8.       Staff of the Supply Section, Cheques Section, Accounts Section have to
            attend the office on every Saturday and if necessary on Sunday during the
            months of March, 2011.


        This issues with the approval of CCA(S).




                                                                         (M.M. Gautam)

                                                                 Sr. Accounts Officer




Copy to:-

   1.       PS to CCA
   2.       All Sr. A.O
   3.       Dy. Controller of Accounts, Deptt. of Commerce(Supply Divison), 15
            R.N. Mukherjee Road, Kolkatta- 700001
   4.       Dy. Controller of Accounts, Deptt. of Commerce(Supply Divison),
            Exchange Building, Ballard Estate, Sprott Road, Mumbai-400001
   5.       Dy. Controller of Accounts, Deptt. of Commerce(Supply Divison),
            Shastri Bhavan, Vth Floor, 26, Haddows Road, Cheenai-600006
   6.       All AAO/JAO of Supply Section, Accounts Section, Cheque Sections, E
            & C Section, R&R Section (Bill Counter)
   7.       DGS&D web-site
   8.       Bill Counter
   9.       O.O File
            OFFICE OF THE CHIEF CONTROLLER OF ACCOUNTS

             DEPARTMENT OF COMMERCE (SUPPLY DIVISION)

                       16-A, AKBAR ROAD, HUTMENTS

                              NEW DELHI-110011

                                       ***

                             CORRIGENDUM


     THE EARLIER NOTICE NO.SY.CONT/2(4)VII/00-08/1436 DT.11/3/2011 MAY
NOW BE NEED AS FOLLOWS:-


      In view of the closing of Financial year 2010-2011 on 31st March 2011 all
  suppliers holding the DGS&D Contracts are hereby advised in their own
  interest, to submit their claims to this office by 21/03/2011 so that the same
  could be settled by the end of the month i.e, by 31st March 2011. They are also
  advised that bills submitted/received after 21st March, 2011 will be considered
  for payment by 31/03/2011 only after written request from Govt. Deptt. & at a
  level not below Director to Govt. of India or equivalent with the prior approval
  of Chief Controller of Accounts . These bills should also indicate an
  undertaking from the Accounts Officers of the Consignee/Indentor that the
  claims on account of their bills will be reimbursed during the current Financial
  year 2010-2011.


     It may please be noted that other bills received after the dates specified
  above are likely to be taken up for payments on or after 01/04/2011 and for that
  purpose Financial Certificates accompanying the Supply Orders will need the
  mention regarding provision of Funds for the next Financial year.




                                                                (M.M. Gautam)

                                                         Sr. Accounts Officer
No. Sy CDN/2(4)/VII/00-08/

Copy to.



   1)      Controller of Defence Accounts, Hd. QRs. ‘G’ Block New Delhi.
   2)      Director of Acccounts(Postal), Dak Bhavan, Sansad Marg New Delhi
   3)      FA&CAO, Northern Railway, Baroda House, New Delhi- for Onward
           transmission to all concerned.
   4)      Dy. Controller of Accounts, Deptt. of Commerce(Supply Divison), 15 R.N.
           Mukherjee Road, Kolkatta- 700001
   5)      Dy. Controller of Accounts, Deptt. of Commerce(Supply Divison), Exchange
           Building, Ballard Estate, Sprott Road, Mumbai-400001
   6)      Dy. Controller of Accounts, Deptt. of Commerce(Supply Divison), Shastri
           Bhavan, Vth Floor, 26, Haddows Road, Cheenai-600006
   7)      All PAO/Sr. A.O Sy. Payment Sections for information & necessary action
   8)      Sr. A.O. of Bill Counter Section for necessary action to put on Notice Boards
           for wider information to suppliers.
   9)      DGS&D website
   10)     Bill Counter
       OFFICE OF THE CHIEF CONTROLLER OF ACCOUNTS

        DEPARTMENT OF COMMERCE (SUPPLY DIVISION)

               16-A, AKBAR ROAD, HUTMENTS

                    NEW DELHI-110011




               PUBLIC HOURS

    In addition to the normal visiting hours
between 11.00AM to 12.00PM the Public
Relation Officer will also meet between
3.00PM to 4.00PM to address grievances of
suppliers/indenters. This effort is being
made for greater transparency & quick
disposal in the system.
    In addition to this every Wednesday will
be treated as public hours between 3.00PM
to 4.00PM wherein grievance not
satisfactorily addressed may be discussed
again by PRO & can also by PRO be put up
to CCA (Supply)
                                       Public Relation Officer


              OFFICE OF THE CHIEF CONTROLLER OF ACCOUNTS
                DEPTT. OF COMMERCE (SUPPLY DIVISION)
                            NEW DELHI-110011
                          cca.esupply@gmail.com


NO.CCA(Sy)/E-Payment/2010-11/             Dated : 10/08/2010




                                NOTICE
            KIND ATTN: TO ALL FIRM REPRESENTATIVE

     It has been decided that the bills submitted by the
firms will be disposed off with in 7 working days. This
order will be implemented with immediate effect.


                                     PAO ( Cheque &E-Payment)
Copy to :


6.   PS to CCA.
7.   Bill Counter
8.   ACA.
9.   All Sr.A.O./PAOs/AAOs.
5.                   Notice Board.

				
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