Para 12.64 — A register of missing credits and debits must be m
Original Rule Text
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
- UNPOSTED ITEMS
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.
What This Means
A register of missing credits and debits must be maintained in Form 55 and closed every six months. Ledger cards are reviewed twice a year (after September accounts and after annual closing) to identify missing items. Letters are sent to Drawing and Disbursing Officers requesting details, and missing items are noted in subscriber account statements. A half-yearly report is sent to headquarters in Form 56 by October 31 and April 30 each year. The Section Officer and Branch Officer must review this register every six months to ensure active follow-up.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Missing credits/debits register maintained in Form 55, closed half-yearly
- 2Ledger cards reviewed twice: after September accounts and after annual closing
- 3DDOs are contacted in standard form requesting details of missing items
- 4Missing items are noted in subscriber account statements for transparency
- 5Half-yearly report to headquarters in Form 56 (due 31 Oct and 30 Apr)
- 6Section Officer and Branch Officer must review the register every 6 months
Practical Example
During the September review, the Accountant finds that Subscriber No. 3456 has missing credits for April and May — subscriptions were deducted from pay but never appeared in the AG office's schedules. These are recorded in Form 55. A letter is sent to the DDO of the District Collectorate asking for certified copies of the pay bills for those months. The subscriber's annual account statement notes: 'Missing credits: April, May 2025.' By October 31, the Branch Officer submits a consolidated report (Form 56) to headquarters showing 45 unresolved missing credits across all departments.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
What causes missing credits in provident fund accounts?▼
Why are missing items noted in subscriber account statements?▼
What is the role of the Branch Officer in reviewing the missing credits register?▼
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.