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AUDIT MANUAL

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					                        C H A P T E R - 18

                          APPENDICES


                     Re po rti ng Form s

1   Audit Report   (Form – A)

2   Summary Report of Branches      (Form No – B)

3   Summary Report of SDT Unit      (Form No – B1)

4   Report on Actions of the Unit Head and its Verification
    by Audit team (Form No – C)

5   Report on Registers Maintained     (Form No – D)

6   Special Report on monetary losses (Form No – E)

7   Work Diary of the Audit Teams     (Form No – F)

8   Audit Completion/Termination Report         (Form No – G)

9   Surprise Inspection Report    (Form No – H)

10. Intimation to Regional office (Form – I )

11. Quarterly review report to M.D/ACB. (Form – J )

12. Internal Audit Questionnaires    (1 – VI)
                                 FORM No: A


I.A.R No………………
INTERNAL AUDIT REPORT OF                                                                   BRANCH
FOR THE PERIOD From                                   To……………………………
Name of Auditors : - (Team No. ……………) Principal H.Q./ Region : …………………………
(i)
(ii)

Name of Branch Manager and Asst. Managers during the period under Audit : -
(i)
(ii)
(iii)
(iv)
(v)
(vi)

Name of the present Branch Manager
Sri/Smt …………………….……………………….. From ……………………………………………


Time Taken for Audit : - From ………………………………. To ………………………..

Branch Category (Small/Medium/Major) : -    Br. Code ……………. Region …………………..

                                                                                           NUMBER
      SECTION
                      AREAS OF VERIFICATION                 ENCLOSURES                     OF PAGES
        No.
                                                                                           ATTACHED
         I      PHYSICAL VERIFICATION OF
                CASH/VALUABLES/ASSETS. ETC.
                (a) Cash on Hand/Imprest
                    Cash/Special Purpose fund, etc.
                (b) Stock of Stamps/Stamp paper/      Verification Certificates/reports.   ………….
                    Franking machine balance, etc.
                (c) Gold ornaments (pledged)
                (d) Fixed Assets
                (e) Others (Specify)
        II      PERSONNEL ADMINISTRATION
                FUNCTION – REVIEW AND
                COMMENTS :
                (i) Serially numbered Audit queries   A.Q. Nos. ……..…..                    ………….
                (ii) Filled-up Questionnaire Form     Q : Form-No. 1
                (iii) Recommended Suggestions, if
                     any, of the audit team for       Yes/No.                              ………….
                     performance improvement
                                                                      NUMBER
SECTION
                AREAS OF VERIFICATION                 ENCLOSURES      OF PAGES
  No.
                                                                      ATTACHED

  III     FINANCE & ACCOUNTS FUNCTION-
          REVIEW AND COMMENTS :
          (i) Serially numbered Audit Queries.     A.Q. Nos. ………...   ………….
          (ii) Filled-up Questionnaire form.       Q : Form- II
          (iii) Recommended Suggestions, if
                any, of the audit team for per-    Yes/No.            ………….
                formance improvement.
  IV      ESTABLISHMENT AND GENERAL
          ADMINISTRATION FUNCTION –
          REVIEW AND COMMENTS : -
          (i) Serially numbered Audit Queries.     A.Q. Nos. …….…..   ………….
          (ii) Filled-up Questionnaire form.       Q : Form- III
          (iii) Recommended Suggestions, if
               any, of the audit team for per-     Yes/No.            ………….
               formance improvement.
   V      DEFAULT RECOVERY FUNCTION –
          REVIEW AND COMMENTS : -
          (i) Serially numbered Audit Queries.     A.Q. Nos. ………...   ………….
          (ii) Filled-up Questionnaire form.       Q : Form- IV
          (iii) Recommended Suggestions, if
               any, of the audit team for per-     Yes/No.            ………….
               formance improvement.
  VI      BUSINESS DEVELOPMENT –
          MARKETING OF SCHEMES –
          REVIEW ANALYSIS AND
          COMMENTS :
          (i) Serially numbered Audit Queries.     A.Q. Nos. …….…..   ………….
          (ii) Filled-up Questionnaire form.       Q : Form- V
          (iii) Recommended Suggestions, if
               any, of the audit team for per-     Yes/No.            ………….
               formance improvement.
  VII     CUSOMER SERVICES, REDRESSAL
          OF PUBLIC GRIVENCES AND
          OFFICE DISCIPLINE : -
          (ii) Filled-up Questionnaire form.       Q : Form- VI       ………….
          (iii).Recommended Suggestions if
                any for better customer service,   Yes/No.            ………….
                improved public relation, of the
                audit team.
  VII     SUMMARY REPORT :-                        Form No: (B/B1)    ………….
  VIII    SPECIAL REPORT ON MONETORY                                  ………….
          LOSS AND HIGHLY SERIOUS AUDIT            Form No: E
          QUERY.
PERFORMANCE AND RESULT OF AUDIT.

                                                 Maximum             Actual
                                                                                       Correspondi
                                                  eligible           points
            Rating Criteria                                                             ng Grade
                                                  points            obtained
                                                                                        obtained
                                                     (A)               (B)
1   Performance on targeted
                                           :         100
    business
2   Performance on default & Debt
                                                     100
    Recovery Management.          :

3 Performance on Accounts &
                                           :         125
  Finance Function
4 Performance on Personnel and
  General Administration                   :          75
  Function
                  Total                              400


Overall performance & Result of Audit           :-    (B)
                                                      400
                                                            X   100 = -----------------%




Total Achieved                                      Gross Points % Between
    Score           100%       76 % to           51% to      26% to     11% to
  percentage                                                                               0% to 10%
                                99%               75%         50%        25%
Corresponding
                 A               B+                  B             C               D            E
    Grade
    Audit
              Excellent         Good           Satisfactory      Poor         Very poor      Worst
 Comments


                                           Grade                            Audit Comment
AUDIT GRADE AWARDED                    :
(based on actual score)




Camp : ---------------------

Date : ---------------------     (Inspecting Assistant)                        (Inspecting Officer)


Encl : -
 Audit Queries (serially numbered)                (ii)   Reply/explanation to audit queries
(iii) Form „B‟                                       (iv)   Form „C‟
(v)   Form „D‟                                       (vi)   Form „E‟
(vii) Audit questionnaire (I – VI)        (viii) Form „F‟
                                   FORM No: B
(ix) Form „G‟                             ( x ) Minutes of staff meeting.


                 SUMMARY REPORT OF INTERNAL AUDIT

FOR THE PERIOD FROM….………………TO………………OF.…………………...BRANCH.


I. BUSINESS/COMMERCIAL PERFORMANCE
                                                                                                 (in Rs.)
                      As per last completed                   Current Financial Year
     Scheme              Financial Year              (1st April to the current completed calendar month)
                     Budget          Actual                  Budget                     Actual
   Chitty
   N.C.L.
   G.L.
   R.C.L.
   C.V.L.
   N.H.F.S.
   F.D.L.
   Trade loan.



(b). Property Documents verified
                                              Document               * Sufficiency of security
                            No. of
   Sl.                                         Number                value and other serious
            Scheme       documents
   No                                                                  remarks on property
                           verified        From         To
                                                                          security and
                                                                         documentation.




 * (Separate audit query with all details are to be raised on cases of insufficiency of
    Security/Property value or other serious irregularity on the property security accepted).

(c). Personal Surety Documents Verified :-
                                                                 Sufficiency of security as
   Sl.               No. of documents Documents Number
          Scheme                                                 per norms and other
   No.                    verified     From       To             serious     remarks      on
                                                                 personal security accepted
  * (Separate audit query with all details are to be raised on cases of insufficiency of
     Security/Property value or other serious irregularity on the personal security accepted).


(d). Financial Security Accepted :-
                           No. of                          Sufficiency of security as per
    Sl.
           Scheme       documents     Document‟s Number    norms and other serious remarks
    No
                          verified                         on financial security accepted




  * (Separate audit query with all details are to be raised on cases of insufficiency of Security/
     as per norms or other serious irregularity on the financial security accepted).


(e). Chitty Inflation:- (on chitty commenced during the audit period)

   Sl.     Chitty    Duration    No. of tickets kept Date of subsequent        Comments of the
   No.      No.       & Sala     blank/CD Cases remittance/substitution        inspection team




(f). Details of Property Revalued :-

   Sl.    Chitty/Loan     Amount of Default (No.      Amount           Value on          Value on
   No       A/c No.      of instalment X amount)       of F.L.   Original valuation    Revaluation




(g). Details of Gold Packets Verified :-
                                          No. of Packets on physical
    No. of Packets as per Books                                                Difference, if any
                                                  verification
II. DEFAULT RECOVERY:-
            Level of default for the immediate last four completed quarters. (as on the
        date of audit)

                                % of         % of      % of                         Progress made from
                                                                   % of
                               default      default   default                       the immediate past
    Sl.                                                         default as
              Scheme            as on        as on     as on                           quarter to last
    No                                                           on 31s
                                 30th         30th      31st                         completed quarter
                                                                March ----
                              June ----    Sept. ---- Dec. ----                            (in %)
           Chitty
    1      (Running)
           Chitty
    2      (Terminated
    3      R.C.L.
    4      C.V.L.
    5      N.H.F.S.
    6      N.C.L. (net)
    7

Gross NPA :- Interest default 3 months and above whether chitty is in default or not.
Net NPA     :- Gross NPA – A/c in which chitty is up to date (i.e., Gross NPA eliminating
               the account in which the remittance to chitty is up to date or default in
               chitty is less than 3 months).
(Default analysis should be done on at least for the last 2 completed half-year)
b) Position of default exceeding 12 months (as on the date of audit)
                          As on last completed       As on immediate prior         Reduction/Improvem
          Scheme           quarter ended ……           quarter ended ……..                ent made
                          Total number    Amount     Total number       Amount     Total number    Amount
                             of cases     involved      of cases        involved      of cases    involved
    Chitty

    Chitty
    (Terminated)
    RCL
    CVL
    NHFS
    NCL(net)

C) Comments of I.A.Team (On verification with follow-up diary/register and other
   connected files):- (use separate sheet/annexure, if required)
1    Adequacy of follow-up/recovery action on                       :
     current default upto six months. (current action
     for current default)
2       Adequacy of follow-up/recovery action on default             :
        between 6 months and 12 months (adequacy of
        persistent and regular measures initiated)

3       Adequacy of follow-up/recovery action on default exceed-     :
        ing 12 months (most serious cases) appropriateness
        of the action taken/continued) - account wise.

(Account-wise audit query, if required, are to be issued based on the verification of
default follow-up diary/ register and other connected files based on the position of
default exceeding 12 months and amount defaulted exceeded Rs 100000 per account.)

III. FINANCE AND ACCOUNTS POSITION (as on audit date):-
                                                                   Current position
        Sl.
                                   Item                            (as on inspection      Remarks
        No
                                                                         date)
    1         Main Cash Book
    2         General Ledger Trial Balance (Tallied)
    3         Sugama Day Book
    4         Sugama Monthly Schedule (Tallied)
    5         Bank Reconciliation (Monthly)
    6         Consolidated Trial Balance (Tallied) H.O.
              Circular 74/06 dt. 11.07.06)
    7         R.O.C A/C (Reconciliation & confirmation)
    8         H.O.C A/C (Reconciliation & confirmation)

a). Current position of claiming of interest on F.D. with Treasury (as on audit date)
    Sl.
                        Particulars                         CSD          Other than CSD   Flexy FD
    No
    1         Period of interest claimed up to:-
    2         Date of credit by treasury
    3         Remarks, if any, of I.A. Team

b). Transfer of Surplus bank/cash balance :

    Sl                                                                           Comments of the
                                      Description
    No                                                                           inspection team
    1         Funds kept by the branch in excess of the limit prescribed     :
              by H.O continuously for a period exceeding 15 days.
    2         Regular transfer of PRD & MQ for the period under :
              audit.
    3         Current status of transfer of PRD, MQ & surplus fund :
              (as on audit date)
c). Releasing of Chitty Security Deposit (as on inspection date) : -

  Sl.
                                 Description                              No. of A/c.   Amount (in Rs.)
  No

 1       Total number of matured C.S.D. pending for release as
         on the audit date.

 2       Total number of Chitty terminated but CSD not matured.

 Audit comments on the lack of timely follow-up/adequacy of follow-up steps/ by
 the branch on realising the CSD and for completing the required steps :-


d). Current position of closing of terminated chitty:
                                                                                           (in Nos.)
 1      Total number of terminated Chitty (as on audit date)
 2      Number of chitty terminated (during the current financial year)

 3      Total number of terminated chitty up to the last completed
        Financial year (1-2)
 4      Total number of chitty closed (as on date)
 5      Number of chitty pending for closing


e). Details of monitory loss incurred/serious lapses noted in the present audit
    query report (use separate sheet/annexure, if required)

 Sl.                       Brief description   Amount     Name of employees involved (Asst,
         Audit Query No.
 No                        of audit query      involved   AM, Mgr) with code and designation
Details of unsettled monitory loss and unclosed audit queries of
 previous periods:- (use separate sheet/annexure if required)

 Audit    A.Q   Brief description of   Amount     Stage of action/comments of
 Period   No.       audit query        Involved            audit team
IV.ADMINISTRATION
  Sl.
                                       Description                      Comments of the Inspection Team
 No
1         Late attendance and discipline in attendance
2         Wearing uniform clothes on duty hours
3         Cleanliness and maintenance of office premises
4         Upkeep, maintenance, and accuracy of service book, leave
          records, personal files and monthly returns to HO/R.O.
5         Safe custody of key : (specify the name)
               (i)  Office building key


                 (ii)   Cash/Jewal safe


                 (iii) Gold loan safe key

6         Physical verification gold loan packets with stock
          Register
7         Maintenance of Attendance Register, Manager‟s diary,
          etc.
8         Maintenance of staff liability records, details of default
          in the name of officers and staff, etc.
9         Upkeep of Fixed and other Assets possessed and
          maintenance of F.A. Register by the Unit.
10        Excess/Shortage of staff (as per norm)
11        Other serious administrative lapses, if any, observed
          in audit.


Audit Grade & Comments
      (as per audit report – Form A)
                                               :



       Audit grade            %         Comment       Audit grade       %             Comment

             A               100         Excellent         C         26 - 50             Poor
            B+             76 - 99         Good            D         11 - 25          Very Poor
             B             51 - 75     Satisfactory        E          0 - 10            Worst

Camp : _______________
                                               Sd/-                            Sd/-
Date : ________________

                                        (Inspecting Assistant)        (Inspecting Officer)
                                        Team No :                     Team No :

To:
         The Regional Manager,             for kind information and necessary directions
_______________ Region   : to branches to set-right the deviation / irregularity.
                                            FORM No: B1


                                S U M M A R Y R E P O R T ( RR CENTERS)

Sl.                                                                                     No. of   Amount
No.                                                                                     cases    (in Rs.)
1.     Total number of RR cases outstanding as per SDT‟s Office/books

2.     Total number of RR cases outstanding as per H.O. Register

3.     Difference (1 – 2)
4.     Recovery measures/action not initiated on files (as the end of the audit
       period)
5.     Number of cases, pending recovery for more than 10-years (as at the end of
       the audit period)
6.     Undue stay/time granted on receipt of part remittances and with out further
       closure/remittances.
7.     Cases on which statutory notices were not issued before the cases were put
       to auction.
8.     Action taken/disposal of court cases and Govt. stays (on expiry) and disputed
       valuation :-
       (i)   Total number of Court cases (stay expired)
       (ii)    Action taken on expiry of Court stay
       (iii)   No. of accounts closed on expiry of court stay.

       (i)     Total number of Govt. stay (stay expired)
       (ii)    Action taken on expiry of Govt. Stay
       (iii)   No. of accounts closed on expiry of Govt. stay.

       (i)     Total number of disputed valuation (inadequate value)
       (ii)    Action taken on disputed value cases
       (iii)   No. of accounts closed on disputed value cases

9.     Achievement of Collection Target :-
                 (as on the last completed financial year)
                          Budget
                          Actual
                          Excess/Short
10.    Achievement of Current Target :-
                 (running financial year)
                          Budget
                          Actual
                          Excess/Short

11.    Verification and deposit of daily cash / cheque :-                              Prompt/Delayed
12.    Cheque collection, Bank Reconciliation and Fund Transfers :-                    Prompt/Delayed
13.    Other observations, if any :-



Camp :
                                                       Sd/-
                                                                               Sd/-
Date     :                                     Inspecting Assistant     Inspecting Officer
                      FORM No: C

                                              Branch : …………………………..
REPORT ON ACTIONS OF THE UNIT HEAD AND ITS VERIFICATION BY AUDIT TEAM

                                                          Inspector‟s Remarks/
                                       Reply/Action
A.Q.           Audit Query                                 Confirmation on the
                                       taken by the
No.             (In Brief)                                 action taken by Unit
                                      branch (in brief)
                                                                   Head.




Camp: - …………………………

Date:- ……………………………                                        (Inspecting Officer)

                                                           Team No. : …………
                                                       Name of Branch ……………
                                                       Period of Audit ……………..


                             FORM No: D

      REPORT ON THE CONTROL REGISTERS MAINTAINED BY UNIT OFFICES.

                                                Maintained              Verification Remarks
                                            (To be filled-up by the       (To be filled-up by
                                                    branch)               Inspecting Officer)
                                                                       Up-
Sl.                                                    Not             to-
               Particulars of Registers
No.                                                applicable         date
                                            Yes No                            Requires improvement
                                                     at this           and
                                                      office           in-
                                                                      order
1.    NPA Registers
2.    Surety Index Register
3.    Staff Liability Register
4.    Document Register
5.    Title Deed Deposit Register
6.    Bank Guarantee Register
7.    I.B. Register
8.    Transfer Register (General)
9.    Sugama Transfer Register
10.   Manager‟s Diary
11.   Movement Register
12.   C. L. Register
13.   Bonus Register
14.   Vehicle Log Book
15.   Vehicle History Book
16.   Mail-Inward Register
17.   Despatch Register
18.   Chitty Enrolment Register
19.   Chitty, HP, NCL …. Inward Registe r
20.   Proxy register
21.   Dividend Register
22.   Chitty Security Deposit Registe r
23.   Agency Commission Register
24.   Agency Deposit Register
25.   Cheque Collection Register
26.   Cheque dishonour Register
27.   Cheque control/issue Register.
28.    M. O. Register
       Application/Regn Fee Register
29.    of NCL,HP,TL,RCL etc
30.    Gold Loan Stock Register
31.    Fixed Asset Register
32.    Insurance Renewal Register
33.    HP-Bill Register
34.    Local Stationery Register
35.    R.R. Register
36.    Local Delivery Register
37.    Business Register
38.    Register of Frauds
39.    Litigation/suit Register
40.    Key Register.
41.    Circular control Register.
42.    Register of Assumed properties on R.R
       cases.
43.
44.
45.
46.
47.
48.
49.
50.
51.
52.
53.
54.
55.
56.

●     Detailed explanations are to be obtained from the Unit head on any
      adverse/negative comments in the above report and to be complied by the branch
      immediately for verification of the inspection team.
●     Also specify other important registers not kept/properly maintained by the unit.



Camp Office : …………………                                          (Inspecting Officer)

Date : ………………………….                                             Team No. …………
                                FORM No: E



SPECIAL REPORT ON MONETARY LOSSES AND HIGHLY SERIOUS AUDIT
                         QUERIES
Name of Branch : ………………………………………
Audit Period : ………………………………………..

      Corresponding                                                  Amount of       Details of
                      Description of Highly Serious Audit Query &
Sl.    Audit Query                                                    Revenue        recovery
                             Monetary loss incurred cases.
No.      Number                                                       Leakage/       or Action
                                     (Category – A)
                                                                    Monetary Loss      taken




Camp: - …………………………                            Sd/-                            Sd/-

Date:- ……………………………                      (Inspecting Assistant)       (Inspecting Officer)

                                        Team No. : …………..             Team No. : …………
Copy to :                      ……………………….
              Regional Office, FORM No: F


                              WORK DIARY OF AUDIT TEAMS
Inspecting Officer : ……………………………                         Branch …………………………
Inspecting Asst. : ……………………………                           Inspection commenced on: ……….

        Sl.    Areas/item of work        Extend of      Attended by     Signature/     Remarks,
Date
        No.   attended on each day      verification     Mgr./A.M         initials      if any
 (1)    (2)            (3)                   (4)             (5)            (6)           (7)




Camp: - …………………………


Date:- ……………………………                                                         (Inspecting Officer)

      Item of work attended on each day by the Manager and A.M shall be stated in col (2).

      Item/areas of verification in col. (4) to be noted with 100% or random verification (noting
       the commencing voucher number and the end number or the A/C numbers selected for
       random verification etc.)
                                      FORM No: G

Ref.No.: ……………


Branch Manager,                                         Internal Audit Officer,
K S F E Ltd,                                            Internal Audit Department,
Branch : ------------------------                       Head Office, Thrissur - 20




Sub :- Completion of Audit of ……………………………branch – termination of inspection - reported




This is to report that the inspection of this branch which commenced on
………………………..…. has been completed today (date : …………....…) and the team
manager        accompanied          by………………………………..           is     proceeding     to
…………………………………… branch for inspection/returning to Head quarters.


I    Leave particulars of the Inspection Team : -
     (i)     Inspector : -


     (ii)   Assistant : -



II   Holidays other than Calendar Holidays (declared/ local holidays) : -


III Other off-campus duty attended.
    ( specify the date and nature of duty )

                                                                Yours faithfully


Branch : …………………

Date : ………………………                                                 ( Unit Head )




This report will be forwarded to H.O by the unit head immediately on completion of the
audit and before proceeding to the next unit.
                                         FORM No: H


                                      SURPRISE INSPECTION REPORT

     Name of the Branch : -           ……………………                    Date of Inspection :   ……………………
     Name of the Branch Manager : -   ……………………                    Time :      ……………..………………


I      ATTENDANCE
                                             Total Strength      Actually Present          Late Arrival

     Permanent Employees
     Ex-service/Daily Wages

     Details of late arrival and absent noted : -

          Name of employees             Remarks of the U/H on absent     Remarks of the U/H on late arrival




II     Verification of Cash & Securities : -
                                              As per Record      Actual position         Difference, if any
     (i) Main cash
     (ii) Imprest cash as per petty
            cash book
     (iii) Postage/Franking machine
            balance

III Verification of Gold Packets : -
                                           As per the Register    Actual position        Difference, if any
     (i) No.of packets as per stock
         register.

IV Verification of Cheque Register/M.O. Register : -
    (i) Cheque register position as on the date of
                                                                       Up to date/
        surprise inspection. (delay in deposit of
                                                                       Not up to date.
        cheques/DD)

    (ii) Extend of delay in deposit/credit of cheques

    (iii) Reconciliation of Bank Accounts.                              Prompt/Delayed
V     M.O. Register :
    (i) Recording and maintenance of M.O.Register and
                                                                           Prompt/Delayed.
        its accounting : -

    (ii) Extend of delay : -


VI Manager’s Dairy & Handing Over of Charge :

    (i) Maintenance of Manager‟s Diary and recording of
                                                                            Prompt/Not properly done.
        handing over of charge, etc


VI Conduct of Chitty Auction :
    (i) Report on conduct of chitty auction with                            Auction conducted properly/
        utmost transparency.                                                Not conducting properly.

    (ii) Customer complaints, if any in chitty
                                                                            Nil/(Separate annexure enclosed)
         scheme/ advance scheme

    (i) Deviation/irregularity observed in conducting
                                                                            Nil/(Separate annexure enclosed)
        chitty auction.


VI Keeping of excess Funds :
                                                                      C/As balance : Rs. …………….
    (i) Actual bank/cash balance/Treasury
                                                                      Treasury Savings Balance : Rs.……….
        S.B.Account as on the inspection date
                                                                      Cash Balance : Rs. …………..
    (ii) Whether the branch is keeping the excess
                                                                       Yes/No
         fund continuously for 15-days.

    (i) The level/amount of excess fund kept by
                                                                       Rs. ………………..
        the branch.


     (Audit note to be given to the branch immediately from the camp while on surprise
     inspection for transferring excess funds to R.O.)


VI Position of other vital areas verified (Default, Business & Actions and follow-up of audit queries etc.) : -
       (use separate sheet, if required)




     Camp : …………………….
                                                             Sd/-                            Sd/-

     Date : ………………………                               Inspecting Assistant              Inspecting Officer

          To :         HO / IAD, Thrissur.
     Copy To :         Regional Manager    ------------------------
                                     FORM No: I

Ref.No.: ……………


Inspecting Officer,                                        Regional Manager,

Team No. : ……………………………                                     ………………………..

Camp Office : ………………………..



Sir,


Sub :- Audit Summary Report and Special Report on monetary losses of ………..…
         branch -- copy submitted.




The      internal     audit   of   the   above   branch    for    the    period     from

……………………………………… to ……………………………… is completed by audit team

No. ……. on ………………….… . We furnish a copy of the audit summary report (Form

No.B/B1) and a special report on monetary loss incurred and highly serious audit

queries (Form No. E) of the unit for necessary instructions to set right the deviation,

non-compliance, recovery of revenue loss and to improve the unit performance/audit

grade.




                                                                 Yours faithfully


Camp Office : …………………

Date : ………………………                                                 (Inspecting Officer)
                                                                 Team No:
Encl: As above.
                                         FORM – J

    Quarterly Review Report to Managing Director/Audit Committee of Board
                     for the quarter ended ………...……………….
     Number of branches audited                                                              No. of Branches
1
     and report received during
                                       Audit period up to 30th Sep 20…….
     the quarter.                                                                             -------------
                                       Audit period up to 31st March 200 …….                  -------------
2    Number of branches reviewed
     of the (1) above at H.O.

3    Number of branches reviewed
     other than (1) above at H.O.

4    Performance on Various Functional Areas (based on reports reviewed)
     (i) Finance & Accounts Function :-            No of Branches        Grade obtained
                                                           -   -   -   -   -   -   -   -            A
                                                           -   -   -   -   -   -   -   -            B+
                                                           -   -   -   -   -   -   -   -            B
                                                           -   -   -   -   -   -   -   -            C
                                                           -   -   -   -   -   -   -   -            D
                                                           -   -   -   -   -   -   -   -            E
     (ii) Default & Debt Recovery :-                    No of Branches                     Grade obtained
                                                           -   -   -   -   -   -   -   -            A
                                                           -   -   -   -   -   -   -   -            B+
                                                           -   -   -   -   -   -   -   -            B
                                                           -   -   -   -   -   -   -   -            C
                                                           -   -   -   -   -   -   -   -            D
                                                           -   -   -   -   -   -   -   -            E
     (iii) Personnel & General Admn :-                  No of Branches                     Grade obtained
                                                           -   -   -   -   -   -   -   -            A
                                                           -   -   -   -   -   -   -   -            B+
                                                           -   -   -   -   -   -   -   -            B
                                                           -   -   -   -   -   -   -   -            C
                                                           -   -   -   -   -   -   -   -            D
                                                           -   -   -   -   -   -   -   -            E
     (iv) Performance on targetted Business :-          No of Branches                     Grade obtained
                                                           -   -   -   -   -   -   -   -            A
                                                           -   -   -   -   -   -   -   -            B+
                                                           -   -   -   -   -   -   -   -            B
                                                           -   -   -   -   -   -   -   -            C
                                                           -   -   -   -   -   -   -   -            D
                                                           -   -   -   -   -   -   -   -            E

5    Serious Discrepancies at Various Functional Areas:-

                           Separate statement attached 

[“A”– Excellent, “B+”- Good, “B ”– Satisfactory, “C”– Poor, “D”– Very Poor, “E”– Worst]

Date : ………………
          Sd/-                                       Sd/-                                         Sd/-
    Assist: Manager                              Manager                               Internal Audit Officer

                                            FORM No: I                             Name of Branch ……………
                                                                                   Period of Audit ……………...
  QUESTIONNAIRE ON PERSONNEL ADMINISTRATION
                                     FUNCTION
    Whether there is any excess in staff strength as per the Company‟s staff Yes                                     No
     norms based on the latest statement of review of staff position of the
     branch (if, yes, quantify)

      Whether monthly personal return to Admn [Dept) at H.O. are sent Yes                                           No
        correctly and promptly


     Whether Service Books/Personal Records/Casual leave register, etc of Yes                                      No
        the employees are maintained up-to-date and correct.


      Whether attendance register of the branch has properly been certified at the end of each month by the   Yes   No
        Unit Head with the marking of late attendance and forfeiture of leave, if any, during the month.

       Is there any over stayal by relieved employees on his transfer/change of station.                       Yes   No

      Whether Manager‟s diary has properly been maintained with all details.                                  Yes   No

     Whether all staff members attended the office in time and business transaction are commenced on time.   Yes   No

    Whether there is a proper assignment of work in the branch at all Yes                                         No
        personal/sections and work rotations effected at periodic intervals.

      Whether staff members are attentive, polite, courteous and attending to the customers promptly.         Yes   No

       Whether regular staff meetings are conducted by the branch and Yes                                            No
        grievances/issues settled appropriately and timely.

      Whether seating arrangements are conducive for quick service to public.                                 Yes   No

     Whether monthly pay-roll payments and deductions are in order and are Yes                                     No
        based on the attendance register and service records maintained at the
        branch.
    Whether all dues/liability etc. of the employee of the unit due to the Yes                                    No
        company are timely intimated to H.O. and deducted through pay-roll.



    ● Detailed explanations are to be furnished/obtained from the unit head on any
       adverse/negative comments in the questionnaire and to be attached with the audit
       reports and to be checked by the inspection team.

    Date : ………………………….                                                         (Seal and Signature of the Unit Head)
                                          FORM No: II

      Name of Branch ……………
      Period of Audit ……..……….

                    QUESTIONNAIRE ON FINANCE AND ACCOUNTS FUNCTION

        Has interest been claimed regularly on fixed deposits with treasury at Yes                                          No
         every quarter as on the date of audit verification?
       Whether timely steps have been taken to release the security fixed deposit Yes                                      No
         with treasury of all terminated chitties.
      Whether bank reconciliation statements are prepared on monthly basis and whether all pending                  Yes   No
         items for a period exceeding six months are appropriately cleared and accounted properly.
       Whether previous years Internal Audit files of the branch have been rectified and closed.                     Yes   No
        Whether all the serially numbered audit queries raised during the course Yes                                        No
         of current audit are attended/rectified/complied
       Whether excess fund of the branch has timely been transferred to R.O. Yes                                           No
         concerned keeping the bare minimum balance.
  Whether monthly reports/statements forwarded to R.O./H.O. are in Yes                                                    No
     accordance with the register/records maintained by the Branch.
 Whether all statutory and obligatory payments are effected without incurring Yes                                        No
         compounding fee/penalty/fine.
       Whether funds/burglaries etc attempted/committed at the branch, if any Yes                                          No
         are appropriately closed/action taken as per the directions from H.O.
        Whether purchase/disposal of fixed assets/capital expenditure etc. are done with                              Yes   No
         prior sanction/concurrence of the controlling office, subject to observing the procedure.
       Whether depreciation has been correctly provided at the end of the final Yes                                        No
         year on all fixed assets and recorded in the fixed asset register.
      Whether the current position of Accounts work is prompt and satisfactory.                                     Yes   No
     Whether cashier‟s cashbook is daily verified by Asst. Manager/Branch Yes                                            No
         Manager and related main cashbook is maintained in order.
      Is there any undue delay in realisation of cheque sent for collection with the bank.                          Yes   No
       Whether ROC/HOC Accounts of the branch are reconciled and balance confirm Yes                                       No
         regularly before completion of the statutory audit (if no, period up to completed)
      Whether inter-branch collection registers/files (inward & outward) are Yes                                          No
         maintained properly and accounted promptly.
     Whether steps have been taken to close all the terminated chitty accounts in the books of the branch.         Yes   No
Whether the unit has duly complied with all the instructions of annual closing of accounts.                       Yes   No
      Whether the credit notes on deduction of tax at source have been timely sent to H.O.                          Yes   No
       Whether the charges debited by the bank on customer‟s remittance are Yes                                            No
         fully charges to the respective accounts.

    ● Detailed explanations are to be furnished/obtained from the unit head on any adverse/negative
       comments in the questionnaire and to be attached with the audit reports and to be checked by the
       inspection team
    Date : ………………………….                                                         (Seal and Signature of the Unit Head)
                                                                                 Name of Branch ……………
                                             FORM No : III                       Period of Audit ……..……….

     QUESTIONNAIRE ON HOUSE KEEPING EST:/GENERAL ADMINISTRATION FUNCTION

i         Whether the Branch premises are being kept neatly and customer convenience is adequate.           Yes     No
ii        Whether the lease agreement of the branch building is live and rent paid as per the agreement     Yes     No
iii       If expired, whether the expired lease agreement has been taken up with Yes                                No
          H.O. for renewal/ appropriate action.
iv        Whether the register of fixed assets are maintained properly and whether Yes                              No
          all purchases/ disposals of fixed assets are entered in the Fixed Asset
          Register.
v         Whether all the fixed assets are numbered based on the serial number allotted in the F.A. register. Yes   No
vi        Whether any item of usable fixed assets of the branch is found excess/idle.                       Yes     No
vii       Is there any unusable/damaged item of furniture or other fixed assets in the branch (specify).    Yes     No
viii      Whether action has been taken to dispose of the damaged/unusable Yes                                      No
          items of fixed assets with necessary sanction from H.O. (GAD).
ix        Whether all fixed assets of the Branch are adequately protected and Yes                                   No
          maintained properly.

x         Whether Securities/Cash/Valuables, etc. are kept in steel safe under the Yes                              No
          joint custody of the Manager/Asst. Managers and the securities released
          are got duly acknowledged by the parties concerned.
xi        Whether stock of stationery (Printer forms) properly stored and registers Yes                             No
          maintained properly.

xii       Whether “Office stationery” items purchased locally for office use are in Yes                             No
          conformity with the economy in usage/expenditure.
xiii      Whether separate “Office Stationery” Register is maintained by the branch Yes                             No
          showing, receipts, consumption and balance position with initials of officials
          concerned.
xiv       Whether Day book, vouchers, registers, records etc. are properly Yes                                      No
          bundled, arranged and preserved in a safe place.
xv        Whether revenue expenses are incurred in excess of the earmarked limit Yes                                No
          or the specified budget limit for the period, (if yes specify).


      ● Detailed explanations are to be furnished/obtained from the unit head on any
        adverse/negative comments in the questionnaire and to be attached with the audit
        reports and to be checked by the inspection team.


      Date : ………………………….                                                     (Seal and Signature of the Unit Head)
                                                              Name of Branch ……………
                                                              Period of Audit ……..……….

              QUESTIONNAIRE ON NPAs, DEFAULT AND RECOVERY FUNCTION

i         Whether NPA Register is properly maintained by the branch and Yes                    No
          accounts are timely identified and transferred to NPA Accounts.

ii        Whether regular steps are taken to liquidate the NPA Accounts and result Yes         No
          obtained.

iii       Whether all the defaulted accounts exceeding three consecutive Yes                   No
          instalments have been extracted to quarterly default statement forwarded
          to H.O./R.O.
iv        Whether timely and periodic review of default and appropriate recovery Yes           No
          actions have been taken on all the defaulted terminated accounts.

v         Whether timely and periodic review of default and appropriate recovery Yes           No
          actions have been taken on all the defaulted terminated accounts.

vi        Whether all eligible and deserving cases of defaulted accounts are Yes               No
          transferred to Revenue Recovery Accounts/initiated R.R. Action.

vii       Whether there is any overdue Gold Loan account.                               Yes    No

viii      Whether action has been taken (Public Auction) to close all the over-due Yes         No
          gold loan accounts.

ix        Whether there is any loss on sale of gold ornaments pledged, if so, Yes              No
          whether it is made good by the officials concerned.

x         Whether physical verification of Gold Loan packets and telling them with Yes         No
          stock register are done periodically.

xi        Whether income/revenue are recognized and accounted on all regular Yes               No
          accounts (other than NPAs) at the end of the financial year.

xii       Whether the level of default has been reduced considerably by at least Yes           No
          50% by the end of the period under audit.

xiii      Whether repayment capacity of loanees are properly assessed based on Yes             No
          the parameters and guidelines prescribed by H.O. before sanctioning the
          advances under various schemes.



      ● Detailed explanations are to be furnished/obtained from the unit head on any
        adverse/negative comments in the questionnaire and to be attached with the audit
        reports and to be checked by the inspection team.




      Date : ………………………….                                    (Seal and Signature of the Unit Head)
                                     FORM No: V                     Name of Branch ……………
                                                                    Period of Audit ……..……….


                 QUESTIONNAIRE ON SCHEMES AND BUSINESS OPERATIONS
i         Whether repeated and frequent procedural lapses are noticed in chitty Yes                  No
          auction, violating M.O.P and H.O. instructions in force.
ii        Whether the auction proceedings register, minutes, proxy and all other Yes                 No
          relevant registers are maintained properly.
iii       Whether chitty dividend registers are maintained properly and verified by Yes              No
          the officer-in charge and the monthly dividend distributed correctly as
iv        per the register.
          Whether minutes and balance sheets of each chitty are filed timely and Yes                 No
          any amount of compounding fee incurred by the branch.
v         In case of remittance 1st instalment by cheque, whether the enrolment Yes                  No
          has been taken effect only after realisation.
vi        Whether defaulted subscribers were allowed to participle in the chitty auction.     Yes    No
vii       Whether there is any payment, which is not adequately secured as per Yes                   No
          the existing norms of the Company.
viii      Whether documents/bonds of chitty & other schemes are properly Yes                         No
          executed and duly witnessed.
ix        Whether all the prescribed registers pertaining to the various schemes Yes                 No
          under operation are properly maintained by the branch.
x         Whether Income tax has been deducted at source on payment of interest, Yes                 No
          rent etc., on all applicable cases.
xi        Whether commission paid to Chitty agents are made after realising the Yes                  No
          1st instalment towards of all officials concerned.
xii       Whether individual accounts as per the Personal Ledgers are properly Yes                   No
          closed with the initials of all the officials concerned.
xiii      Whether repeated revenue leakage noticed on individual accounts under Yes                  No
          various schemes on closure.
xiv       Whether Organisation‟s Resources/Assets etc, are utilized optimally and Yes                No
          protected against lossess.
xv        Whether all taxes, levies, fee etc. payable to Government/Approved Yes                     No
          institutions are paid timely without incurring damage/penalty.
xvi       Whether all insurable articles are insured and policy renewed regularly in time. Yes       No



      ● Detailed explanations are to be furnished/obtained from the unit head on any
        adverse/negative comments in the questionnaire and to be attached with the audit
        reports and to be checked by the inspection team.



      Date : ………………………….                                          (Seal and Signature of the Unit Head)
                                                      Name of Branch ……………
                                                      Period of Audit ……..……….

      QUESTIONNAIRE ON CUSTOMER COMPLAINTS AND REDRESSAL OF PUBLIC
                              GRIEVANCES

       Whether there are repeated customer complaints in the branch, if yes, Yes         No
        state the frequently disturbed area/section.

      Whether there is repeated delay in payment of prize money/execution of Yes        No
        security bond etc., (if yes state the reason).

     Whether adequate attention is given for prompt and good service to the Yes        No
        customers under various schemes.

      Whether there is abnormal queue in any one section noticed frequently Yes         No
        (if yes, state the section concerned).

       Whether chitty auction is conducted on time and whether all eligible Yes          No
        participants are participated in the auction.

      Whether there are repeated complaints in chitty auction, maintenance of Yes       No
        proxy, remittance dividend forfeiture etc., (if yes, state the reason there
        of)
     Whether there is any explicit mis-behaviour and misconduct of Yes                 No
        employees reported by customers, if yes, furnish details.

    Whether adequate supervisory/managerial attention         is   offered   by Yes   No
        supervisory personal on public grievances reported.

      Whether Branch Manager is redressing the grievances reported by Yes               No
        customers appropriately and timely.

       Whether there are repeated complaints on acceptance of property offered Yes       No
        as security.  (If yes, state the area of anomaly such as delay at
        R.O./Branch office and at other levels areas.

      Whether standing instructions received from the customers are properly Yes        No
        filed, diarised and attended to regularly.

     Whether there is any processing delay at the concerned work section for Yes       No
        scrutinizing and payment of prize money and advances timely.


    ● Detailed explanations are to be furnished/obtained from the unit head on any
      adverse/negative comments in the questionnaire and to be attached with the audit
      reports and to be checked by the inspection team.




      Date : ………………………                            (Seal and Signature of the Unit Head)

				
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