Para 12.64 — MSO

12.64 A register of missing credits/debits should be maintained in the Form 55 and closed half yearly. The following instructions may be followed in regard to the maintenance of this register and the persuance of items of missing credit/debits.

(a) The ledger cards should be reviewed six monthly, once after posting of September Accounts and next after annual closing of Accounts and all missing credits/debits should be posted in space provided therefor in the ledger card. The particulars of adjustments made should also be noted therein.

(b) The missing credit register may be opened series-wise or departmentwise as may be considered necessary. A separate folio may be allotted to one or more subscribers as may be found convenient.

(c) Total number of missing credits/debits alongwith the yearwise details should be copied from Ledger cards in the register of missing credits/debits.

(d) Letters should be issued to the Drawing and Disbursing Officers at the end of mid-year i.e. six monthly review requesting for details of missing items relating to the period from April-September each year.

(e) An abstract may also be prepared at the end of the register to indicate the balance of missing credits/debits at the time of previous closing, additions and clearance made during 6 months and closing balance at the end of present closing.

(f) After closing of Annual Accounts for the year and before issue of annual accounts statements, ledger card should be reviewed and missing credits and debits covering the period of accounts from October to March (including March Supplementary) each year identified and noted in the Ledger Cards. Uptodate missing credits and debits with particulars of months should be noted in the Accounts Statements of subscribers, Number of uptodate missing credits and debits should also be noted in the register of missing credits and debits. The register should be closed and an abstract prepared to indicate the closing balance of missing credits/debits.

(g) The statement pertaining to each drawing and disbursing officer should be sent alongwith a covering list dealing with the particulars of the subscriber in respect of whom the statement are sent as well as a forwarding letter requesting the Drawing and Disbursing Officer to send details in a standard pro forma in respect of credits/probable missing debits which have been shown in the statements of the individual subscribers to facilitate tracing and adjustment of missing credits and debits. He may also be requested to forward the statement of such subscribers who have been transferred in the meanwhile to the new drawing and disbursing officer.

(h) The register of missing credits/debits should be reviewed by the Section Officer and Branch Officer at the end of every six months to see that action is being taken to pursue the missing items.

(i) It should be ensured that the replies received from Drawing and Disbursing Officers/Subscribers are properly recorded, processed and the missing items traced out.

(j) A report of incomplete Provident Fund Accounts and missing credits should be sent to Headquarters twice a year by 31st October and 30th April each year in Form 56.