Para 12.67 — Annual account statements must be prepared in Form
Original Rule Text
12.67 Statements of subscriber's annual accounts should be prepared in Form 59 and despatched to them not later than 31st August each year. The statements pertaining to gazetted subscribers should be sent to them direct with a request for sending acknowledgements for their receipt. Those pertaining to nonGazetted Subscribers, should be sent collectively to their respective Heads of Offices who should be called upon to send a certificate to the effect that all the account statements received by them have been delivered to the respective subscribers. A strict watch should be kept over the receipt of the acknowledgements and certificate mentioned above.
Where accounts are compiled by the hand method the account statements should be prepared by the Accountant while in the case of accounts compiled by the machine method such statements either prepared by the machinist (vide para 12.55) or by pasting extracts from the duplicate copy of the balances compilation, vide para 12.44 (2) should be checked by the Accountant concerned to see that the figures shown in the respective accounts of the subscribers have been correctly copied out.
While preparing or checking the statement of accounts as the case may be, the Accountant should indicate therein the missing credits and probable missing debits not only for that year but of the earlier years also. Credits and Debits if any pertaining to earlier years but adjusted in the account of the current year should also be indicated in the statement. Where necessary the fact of non-receipt of the nomination should
- PERIODICAL REVIEW
also be indicated in the statement. The despatch of account statements to the D.D.Os. may be given wide publicity through the Press and the subscribers be requested to collect the statements from their D.D.Os. The statement of accounts so prepared or checked, as the case may be should also be checked by Section Officer before they are despatched to the subscribers.
What This Means
Annual account statements must be prepared in Form 59 and sent to all subscribers by August 31 each year. Statements for gazetted officers are sent directly to them with a request for acknowledgement. Statements for non-gazetted employees are sent collectively to their Heads of Offices, who must certify that all statements were delivered. The Accountant must indicate missing credits, probable missing debits, adjustments from earlier years, and nomination status in each statement. Wide publicity should be given through the press, and statements must be checked by the Section Officer before dispatch.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Annual account statements in Form 59 must be despatched by August 31
- 2Gazetted officers receive statements directly; non-gazetted via Heads of Offices
- 3Acknowledgement/delivery certificates must be tracked and watched
- 4Missing credits/debits from all years (not just current) must be indicated
- 5Nomination status (receipt/non-receipt) must be noted where relevant
- 6Section Officer must check all statements before dispatch
Practical Example
By August 15, the AG office has prepared 3,000 annual account statements for the Education Department. Statements for 200 gazetted officers are mailed directly to their home addresses with return-receipt requests. The remaining 2,800 statements are bundled and sent to 45 Heads of Offices (school principals, college deans, etc.) with a covering letter asking for a certificate confirming delivery. Subscriber No. 1234's statement notes: 'Missing credit: Rs. 2,500 (June 2024), Rs. 3,000 (Feb 2025). Nomination not received — please submit.' A press notice is published in the local newspaper informing all GPF subscribers to collect their statements.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
Why is the August 31 deadline important for annual account statements?▼
Why are gazetted and non-gazetted officers handled differently?▼
Why must missing credits from earlier years also be shown?▼
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.