Para 5.6 — Transfer Entries are used to move an accounting it

5.6 TRANSFER ENTRIES 5.6.1 Transfer Entries are the entries relating to the transfer of an item from one head of account to another, wherever necessary and are prepared in Form CAM 34. While making transfer entry, there shall be only one major head on one side while debit or credit against it may be given to various heads, and vice-versa. All the particulars explaining the nature of the adjustment and the grounds for the correction must be clearly stated in a transfer entry. The Transfer Entries may be required for the following illustrative case -

(a) Correct an error of accounting classification within a PAO in the original accounts;

(b) To adjust any item outstanding under a Debt, Deposit or Remittance head by debit/credit to the proper head;

(c) To effect periodical adjustments such as -

(i) Annual adjustment of interest payable on the accumulations/accretions of

G.P.Fund/C.P.Fund, which is done by debiting the Major Head '2049 - Interest payments' and crediting the heads '8009- State Provident Fund-G.P.Fund/C.P.Fund etc.

(ii) Adjustment by Principal Accounts Office to transfer/clear the amount from the minor head Public/Private Sector Bank Suspense below the Major Head '8658- Suspense Accounts' to major/minor heads '8675-Deposits with Reserve Bank-Central Civil' etc.

(d) For arranging payments of grants in aid or loans to State Governments and Union Territory Governments.

5.6.2 TEs are to be prepared in the system as under:

(i) Transfer Entry is to be made to rectify accounting misclassification of any instrument entered in the system viz. Voucher, LOP, Challan, Scrolls, T.E. or for others.

(ii) Transfer Entry number will be generated by the system through PAO wise running serial number, unique for financial year. Transfer entry date however, has to be entered manually in the system.

(iii) Transfer entry will be processed at all the three levels in PAO viz. ‘dealing hand’, ‘AAO’, and ‘Pay and Accounts Officer’. Once passed by Pay and Accounts Officer, it will be accounted for in the PAO’s account.

(iv) The month of accounting will be decided on the basis of the date of Transfer Entry, provided the said month’s account is not consolidated in the system. Otherwise it will be accounted for in the next month.

(v) There are auto/system generated transfer entries viz. permanent cancellation of cheque/epayment, e-scrolls consumption etc. that need to be taken note of.

(vi) Transfer Entry entered in the system (i.e. PFMS) can be viewed from the following reports:

CMP-01 : Instrument wise details. CMP-02 : Compilation sheet. 5.6.3. The error relating to an item of revenue or expenditure head wrongly classified, may be corrected by proposing a transfer entry at any time before the accounts of the year are closed. However, if the accounts have been closed, such corrections are not admissible and it will be sufficient to make a suitable note of error against the original entry. However, if the error affects the receipt and disbursement of another Government or the transaction of any commercial Department, it should be corrected/adjusted in every case as soon as it is discovered. Corrections or transfers in Capital Major Heads that do not affect the accounts of other governments should be effected by simply altering the progressive figures on 'proforma' basis, for the purposes of Statement No.12 of Finance Accounts. That is, debit and credit entries will not be passed in the accounts of the year, to avoid unnecessary inflation of the expenditure in the accounts of the year in which the misclassification etc. was detected.

5.6.4 The errors affecting a debt, deposit, suspense or remittance head, however old or small, must be corrected by transfer entry. If the accounts of the year in which the error takes place are not closed, the correction should be made by removal of the item from the head it was wrongly taken through minus entry, and taking it to the proper head of account.

For example, a debit of ₹ one lakh representing House Building Advance may have wrongly been booked under 'Motor Car Advance' below the Major Head '7610-Loans to Government Servants'. If the accounts of the year are still open, the correction may be made by debiting the head 'House Building Advance' and withdrawing the same by minus debit to the head 'Motor Car Advance' below the Major Head '7610-Loans to Government Servants', in the accounts of the same year in which the error has occurred. If the accounts of the year in which the error takes place are closed, the following procedure may be adopted-

(i) If an item is wrongly taken to a debt, deposit, suspense or remittance head instead of another, the correction should be made by transfer from one to the other head of account;

(ii) If an item is wrongly credited/debited to a debt, deposit, suspense or remittance head instead of revenue/expenditure head, the correction should be made by transfer to the head under which it should originally have appeared;

(iii) If an item is wrongly credited to a revenue head instead of to a Debt, Deposit, Suspense or Remittance(DDSR) Head, the correction should be carried by debiting refunds and crediting the proper head of account. For example, if transactions relating to 'Central Government Employees Group Insurance Scheme' below the Major Head '8011-Insurance and Pension Funds' have wrongly been credited to the Minor Head 'Government Employees Insurance Schemes below the Major Head '0235-Social Security and Welfare', the corrections after the close of the year would be as under –

( - ) Cr Major Head 0235 - Social Security and Welfare Sub-major Head 60 - Other Social Security and Welfare Programmes Minor Head 105- Government Employees Insurance Schemes Minor Head 900-Deduct - Refunds

Major Head 8011 - Insurance and Pension Funds Minor Head 103 - Central Government Employees Group Insurance Scheme Cr.

5.6.5 If an item is wrongly debited to expenditure head instead of debt, deposit, suspense or remittance head, correction should be made by debiting the appropriate head and crediting the relevant receipt head. If the concerned Department does not have a corresponding receipt head, it will be accounted under Minor Head ‘911- Deduct Recoveries for Overpayment’. However, for corrections in the heads having budgetary provisions, the correction/transfer will be done by affording plus or minus credit under the head concerned, without affecting the actual expenditure (debit side of the head) for the year.

(The provisions of CPWA Code govern rectification of 'Errors' in the accounts of works in the CPWD).

5.6.6 Summary details of TEs should be maintained in CAM-35 and CAM -36 formats. Details of Transfer entry and its accounting effect can be viewed from the following reports available in the system:

CMP-01 : Instrument wise Report. CMP-02 : Compilation Sheet. CMP-03 : Classified Abstract CMP-04 : Major Head wise Total report.

5.6.7 System will validate that the total of debits matches with contra credits in respect of each accounting instrument. The same is again checked at the time of monthly consolidation. If there is any mismatch, the system won’t allow user to proceed further.

5.6.8 Head of Accounting Organization would conduct monthly review of key/high value accounting transactions (e.g. Transfer Entries) at senior management level in the accounting set up of Ministries/Departments.

What This Means

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Key Points

• 1Transfer Entries move items between heads of account and are prepared in Form CAM 34
• 2Only one major head on one side is permitted per transfer entry, with multiple contra heads on the other
• 3Full particulars of the adjustment nature and grounds must be clearly stated
• 4Common uses: classification correction, clearing suspense/deposit/remittance heads, periodic adjustments like GPF interest
• 5Principal Accounts Office uses transfer entries to clear PSB Suspense under Major Head 8658

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.