Para 19.10 — Under the departmentalized accounting system, Publ

19.10 ACCOUNTING AND RECONCILIATION OF TRANSACTIONS FALLING UNDER PWD REMITTANCES, FOREST REMITTANCES ETC. UNDER THE DEPARTMENTALISED ACCOUNTING SYSTEM.

19.10.1 In the PWD system, the minor head “102 – Public Works Remittance” below the Major Head “8782 – Cash Remittances & adjustments between Officers rendering accounts to the same AO” is operated to record transactions of Public Works Officers with Treasury and Other Officers of the Civil Departments within the same circle of Account. It includes the following sub-heads viz.

(i) Remittances into Treasuries/Banks; and

(ii) Public Works Cheques. (iii)Other remittances (iv)Transfers between Public works / Forest Officers

The sub-heads mentioned at

(i) and

(ii) above are operated for accounting for the remittances and drawings from the banks respectively. The Monthly Divisional Accounts will be continued to be supported by the "Schedule of Reconciliation of Cheques and Remittances", in the same form as the existing Schedule of Settlement with treasuries, with suitable modifications. The exception being that the reconciliation will be done with the copies of receipt and payment scroll received from the bank with which the Divisional officer is in account with, showing the receipts and payments accounted by the bank in the scroll sent to the PAO. This schedule should explain the differences between the cheques issued/e-payment advices issued and remittances made by the Divisional Officer on the one hand and the cheques encashed or epayment advices termed as success and remittances accounted for by that bank. A list of cheques issued but not encashed, e-payment advices failed or failure after success and remittances made but not accounted for during the month, as well as cheques or e-payment advices issued and remittances made during the previous months but accounted in the bank scrolls during the month on hand, should also the furnished.

19.10.2 In the PAO the `Schedule of Reconciliation of Cheques and Remittances will be carefully examined with reference to the divisional accounts and the bank scroll for the month, and it should be seen that:

(i) FOR CHEQUES or e-payment advices

(a) The total of the cheques encashed or e-payment advices found success as shown in the Schedule agrees with the total cheques encashed or e-payment advices found success as per the bank scrolls for the same period. The images of the paid cheques shall also be individually checked with the scroll as well as with the relevant paid vouchers received with the accounts;

(b) The difference between the cheques or e-payment advices issued by the Divisional Officer during the month and the cheques encashed or e-payment advices successful has been explained fully and reconciled, after taking into account the effect of the cheques issued but not encashed during the month and cheques issued during the previous months but paid during the month on hand; and

(c) The closing difference as at the end of the month is equal to the total of thecheques remaining un-encashed as on that date.

(ii) FOR REMITTANCES

(a) The total of the remittances shown as accounted for by the bank in the Schedule agrees with the total as per receipt scrolls received direct from the bank;

(b) That the difference between the total remittances accounted for by the Divisional Officer and that acknowledged by the bank is duly explained taking into account the remittances not accounted for by the bank during the month and the remittances of the previous months accounted for during the month on hand; and

(c) That the progressive difference at the end of the month is on account of remittances actually in transit. The PAO will also maintain separate broad sheets in respect of `IRemittances' and `II-Cheques' for reconciliation of the figures shown in the schedule withthose in the ledger.

19.10.3 The PAO will continue to follow the existing procedure for accounting of transfers between his books and divisional books through "PW Remittances III-Other Remittances" only for the transactions advised by the PAOs of the Department of Supply. In other cases the Divisions should resort to direct settlement by cheques/drafts. Accordingly, the Departments rendering supplies of services to the Divisions should prepare a bill for the claims recoverable from the Divisions and send them directly to the concerned Divisional Officers for payment by cheque or draft as the case may be. This expenditure will also be accounted by the Divisional Officers in their accounts, just like any other transaction arising in their books.

19.10.4 The foregoing instructions will also apply to officers rendering accounts under the Forest System of accounts e.g. in the Ministry of Environment and Forests.

19.11 SAFE CUSTODY OF DUPLICATE KEYS OF THE DEPARTMENTAL TREASURY CHESTS, PROMISSORY NOTES, SAVINGS CERTIFICATES ETC. RECEIVED AS SECURITIES.

19.11.1 The Public Sector Banks have agreed to extend, free of charge, the safe custody facilities for keeping duplicate keys of the concerned Ministries/Departments dealing with them, subject to the availability of adequate strong room facilities at the branch concerned

and observation of the usualbanking procedure. Similar safe keeping facility has also been extended free of charge for Promissory Notes/ Savings Certificates etc. received as security and held by Ministries/Departments of the Government of India. (Authority: - CGA's O.M.No.s.14013/1/78/TA/Vol.III/3246 DT. 29-8-1980).

What This Means

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.

Key Points

• 1PW Remittances use MH 8782 with sub-heads for Remittances into Banks, PW Cheques, Other Remittances, and Transfers between officers
• 2Divisional Officers prepare 'Schedule of Reconciliation of Cheques and Remittances' showing issued vs. encashed/credited
• 3PAO verifies: cheque totals match bank scrolls, remittance totals match receipt scrolls, and all differences are explained
• 4Closing difference at month-end must equal the total of un-encashed cheques on that date
• 5PSB branches provide free safe custody for duplicate keys and securities (Promissory Notes, Savings Certificates)

Practical Example

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.

Frequently Asked Questions

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.