Para 5.9 — CAM
Original Rule Text
5.9 RENDITION OF MONTHLY ACCOUNTS:
5.9.1 Each PAO shall compile their accounts by incorporating the accounts rendered by the CDDOs functioning under them as well as their own accounts. The accounts should be compiled on PFMS or uploaded in PFMS using any other software of their office and the same should be submitted to the Principal Accounts Office on PFMS software, latest by the 5th of the following month. The expenditure has to be exhibited grant-wise, and separately against each primary unit of appropriation, showing- Revenue and Capital, Voted and Charged expenditure. Before submitting the accounts to the Principal Accounts Office, the PAO should ensure that the accounts are balanced, no unauthorized accounting heads are operated and expenditures are in terms of the Budget Appropriation.
5.9.2 On receiving the monthly accounts of PAO, the Principal Accounts Office will check the same, mainly to detect discrepancies and errors in classification. If any error is detected in any of the PAOs accounts, the same should be redirected to the concerned PAO for rectification. Principal Accounts Office will also prepare and incorporate a Transfer Entry in the respective PAO’s accounts to clear Major Head 8658-Suspense Accounts-‘108-Public Sector Bank Suspense’ /‘138-Other Nominated Banks (Private Sector Banks) Suspense’ on the basis of DMA2/CAS 122 provided by RBI by minus(-) debit/credit these heads under Major Head 8658- Suspense Accounts and contra debit/credit to Major Head 8675-Deposits with Reserve Bank101-Central-Civil under the respective sub-heads Reserve Bank(PSB) or Reserve Bank(Other Nominated Bank-Private Sector Banks) as the case may be. Once accounts from all the PAOs are received and verified for correctness, Principal Accounts Office will submit the same to the Office of CGA on e-lekha/PFMS. Thereafter Principal Accounts Office will watch for the acceptance of their accounts by Office of CGA.
5.9.3 The Chief Accounting Authority of the Ministry/ Department may also require the Principal Accounts Offices/Pay and Accounts Offices functioning under him, to periodically render the accounts showing expenditure against grants/units of appropriations, in such form as may be required.
5.9.4 The Consolidated Monthly accounts from each Principal Accounts Office of Civil/Non-civil Ministries and UT Administration should be furnished to the office of CGA by 8th of the following month.
What This Means
This para prescribes how PAOs compile and submit monthly accounts to the Principal Accounts Office. Each PAO must compile accounts that incorporate both their own transactions and those of CDDOs under them, and submit them on PFMS by the 5th of the following month. Expenditure must be shown grant-wise, separately for revenue and capital, and voted versus charged. Before submission, the PAO must ensure accounts are balanced, no unauthorized heads are used, and expenditure is within budget. The Principal Accounts Office checks the received accounts for discrepancies and classification errors, redirects errors back to the PAO, and incorporates necessary transfer entries. The final consolidated monthly account is submitted to the CGA through the Data Analytics and Monthly Accounts (DAMA) section.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1PAOs must compile and submit monthly accounts on PFMS by the 5th of the following month
- 2Accounts must incorporate both PAO's own transactions and those of CDDOs under them
- 3Expenditure is shown grant-wise, separately for revenue/capital and voted/charged
- 4Before submission: accounts must be balanced, no unauthorized heads used, expenditure within budget
- 5Principal Accounts Office checks for errors, redirects for correction, and consolidates for submission to CGA
Practical Example
A PAO with 3 CDDOs under him begins closing October accounts on November 1. He compiles his own vouchers and receipts, incorporates the CDDO accounts (either from PFMS auto-posting or manual List of Payments), ensures all expenditure is correctly classified grant-wise with revenue and capital separated, verifies the accounts balance, and uploads to PFMS by November 5. The Principal Accounts Office reviews the submission, finds that one CDDO has booked office furniture under a revenue head instead of capital, and redirects the account back to the PAO for correction. Once corrected, the consolidated monthly account moves to CGA's DAMA section.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
What is the deadline for submitting monthly accounts?▼
What checks does the PAO perform before submitting accounts?▼
What happens if the Principal Accounts Office finds errors?▼
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.