Para 15.6.2 — MSO

15.6.2 The bill Transit Register should also be examined periodically by the Branch Officer-in-change of the Pre-check Section connected.

15.7

(a) The bills will be passed after verifying with the specimen signature and photo of the pensioners as recorded in the relevant Register and after exercising necessary checks as may be required under Treasury Rules. After the bills have been examined and recorded in relevant Check Register and the amounts passed for payment (in words and figures) written on them by the Accountant, the bills should be laid before the Branch Officers along with the Check Register. The Officer will examine the bill, compare the signature of the drawing officer with his specimen signature in all cases and, if satisfied of the correctness of the charges, initial or tick off the entries in the registers and pass the orders for payment over his full, dated signature. The arrears bills will be routed through the Section Officer/Asstt. Accounts Officer in charge of the Precheck Section. The officer after being satisfied of the correctness and genuineness of the claim, will sign the Pay Order and attest the Record of Payment in money cages of the Check Register. The Payment Orders will always be signed with full signature and date. The periodical appearance of the pensioner, submission of life certificate and drawal through Bank, should also

Note: At the close of every day, the A.A.O/S.O. of Pension Payment Section should satisfy himself that the bills entered in the Bill Transit Registers have been received by Pension Precheck Section and no bill has been removed from the register without putting there an acknowledgement for the same be recorded in money cage with suitable abbreviation.

(b) At the time of first payment, pensioner’s signature after proper identification will be attested by the Branch Officer-in-charge of Pescion Pre-check Section superscribing the words “Signed before me”.

(c) The passed bills will be transferred to payment section through the same Bill Transit Register with which the bills were received from token counter. The transfer of passed bills from one section to another should be in locked boxes.

15.8

(a) When the passed bills are received in Payment Section from Check Section, the bills should be sorted out for “Cash Payment” and “Payment by Cheque”. When Cheque is prepared against a passed bill, the number of the token is noted on the Cheque prepared for payment. The payment is made (either in Cash or in Cheque as the case may be ) to the person who presents the token on proper identification with reference to the photo available in the P.P.O. and signature on the bill itself. Where however, the pensioner does not come personally and payment is made either to the messenger or agent, the payment is made on surrendering the tokens quoting the particulars of amount and payee of the bill.

15.8

(b) Specimen signatures of officers drawing bills should be obtained and pasted in the proper pages of the Check Registers, and each accountant should, on receipt of a bill, first of all see that the Register. The specimen should be attested by the full dated signature of the

Branch Officer and a rubber stamp should not be used for the purpose. 15.9

(a) The receipt and issue of token is recorded in a Register of Token in Form 80. The cashier should verify daily the stock of token in hand after taking into account the unredeemed numbers. It should be ensured daily that all bills paid during the day whether in cash or by cheque and for bills returned un-paid the corresponding tokens have been received back. The Section Officer-in-charge of section should record and certify in Form 81 to this effect and a certificate should be shown daily to the Branch Officer-in-charge. The verification is intended merely as a numerical check and the object is to see that for the number of token that are not in hand, and equal number of bills exists in the office. A certificate of this verification should be recorded in the Register of Token and should be put up to the Gazetted Officer-in-charge.

Note: 1. On a transfer of charge between Govt. servants, the relieved Govt. servant should send to the Accountant General’s Office the required number of specimen signatures of the relieving Govt. servant, The accountant will see that the signature of the relieved Govt. servant is correct and then paste the specimen signature of the relieving Govt. servant in the Check Register, cancelling the previous one.

Note: 2. In cases where a personal assistant or any other Govt. servant is entitled to sign bills “for” a superior officer, specimen signatures of the Govt. servant so entitled should be obtained and utilised as above.

15.9

(b) On 20th of each month a detailed census of all tokens in hand, should be taken by the Section Officer/Asstt. Accounts Officer in a Register in Form 82, and the result reported to the Deputy Accountant General. If the census represents any unusual feature, the matter should be brought to the notice of the Accountant General. In case of loss of any token, compensation should be recovered from the person concerned at a rate as may be fixed locally after taking into consideration of the value of the token.

Note: In case of loss of any token, the pensioner should immediately bring the matter to the notice of this office. The pensioner should deposit the value of token in the R.B.I. through Chalan.

When two or more bills are payable to the same person, a single cheque should be issued for their aggregate amount, though the particulars of each bill should be entered separately in the register of Cheques Delivered (form 84). In such case a stamped acknowledgement for each bill should not be demanded, a single stamped receipt is sufficient. Each such bill may, if necessary be stamped in the A.G’s Office with a rubber stamp indicating that the relevant receipt is included in the receipt attached to such and such a bill, the number being entered in manuscript.

(c) Duplicates of lost cheques are issued in the same form with the word “duplicate” recorded across the form in red ink.

Note:- The passed bill together with the cheque should be sent to the Pension Payer for delivery. After delivery, the payer will attach the payee’s acknowledgement to the bill, stamp it is paid, write the voucher number on the upper right hand corner of the bill and enter the payment in the Central or State Register of Cheques Delivered.

(b) The cheques will be delivered to the pensioner/messenger/agent on surrending the token and signing acknowledgement for receiving the payment. The personal cheques will be delivered by the Branch Officerin-charge of payment section. All cheques will be delivered after recording in the Cheque Delivery Register (form 84)

PAYMENT BY CHEQUE 15.10

(a) If payment is to be made by cheque, the passed bill will be transferred to the cheque writer, who will prepare a cheque for the net amount in the special form for pre-check cheques (separate forms being used for Central and State payments). He will note the number of the cheque conspicuously on the bill, enter the amount in the Register of Cheques Drawn (Form 83)-(Central or State) and lay the cheque and the bill together before the Branch Officer in-charge. This Officer will satisfy himself as to the genuineness of the dates, signatures of the Officer passing the ‘pay order’, tick off the number of the cheque, see that its amount agrees with the amount passed and then sign the cheque and stamp the bill “Cheque Drawn’ and intitial the entry in “Cheque Drawn Register”.

Note.-Specimen signature of each Officer passing the precheck bills for payment should be furnished to the payment section. Before signing the cheque/making the payment in cash, the signature on the Pay order will be compared with the specimen signature where there is reason to doubt the genuinenes of the “Pay Order”.