Accounting Rules Autonomous District Councils Autonomous District Councils

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Accounting Rules Autonomous District Councils

Accounting Rules Autonomous District Councils

Autonomous District Councils l 2 The District Councils are Autonomous bodies constituted under the

Autonomous District Councils l 2 The District Councils are Autonomous bodies constituted under the Sixth Schedule to the Constitution of India with the objectives of framing laws to safeguard the rights and interest of the indigenous Tribal people within their jurisdiction.

Sixth Schedule to the Constitution of India [Articles 244(2) and 275(1)] l l 3

Sixth Schedule to the Constitution of India [Articles 244(2) and 275(1)] l l 3 20. Tribal areas. —(1) The areas specified in Parts I, II, IIA and III of the table below shall respectively be the tribal areas within the State of Assam, the State of Meghalaya, the State of Tripura and the State of Mizoram. (2) Any reference in Part I, Part II or Part III of the table below to any district shall be construed as a reference to the territories comprised within the autonomous district of that name existing immediately before the day appointed under clause (b) of section 2 of the North-Eastern Areas (Reorganisation) Act, 1971

Sixth Schedule to the Constitution of India l 4 (3) The reference in Part

Sixth Schedule to the Constitution of India l 4 (3) The reference in Part IIA in the table below to the "Tripura Tribal Areas District" shall be construed as a reference to the territory comprising the tribal areas specified in the First Schedule to the Tripura Tribal Areas Autonomous District Council Act, 1979. TABLE Part I 1. The North Cachar Hills District. 2. The Karbi Anglong District. 3. The Bodoland Territorial Areas District. Part II 1. Khasi Hills District. 2. Jaintia Hills District. 3. The Garo Hills District. Part IIA Tripura Tribal Areas District Part III 1. The Chakma District. 2. The Mara District. 3. The Lai District.

District and Regional Funds l l 5 There shall be constituted for each autonomous

District and Regional Funds l l 5 There shall be constituted for each autonomous district, a District Fund and for each autonomous region, a Regional Fund to which shall be credited all moneys received respectively by the District Council for that district and the Regional Council for that region in the course of the administration of such district or region, as the case may be, in accordance with the provisions of this Constitution.

District and Regional Funds l l l 6 The Governor may make rules for

District and Regional Funds l l l 6 The Governor may make rules for the management of the District Fund, or, as the case may be, the Regional Fund and for the procedure to be followed in respect of payment of money into the said Fund, the withdrawal of moneys therefrom, the custody of moneys therein and any other matter connected with or ancillary to the matters aforesaid.

District and Regional Funds l 7 The accounts of the District Council or, as

District and Regional Funds l 7 The accounts of the District Council or, as the case may be, the Regional Council shall be kept in such form as the Comptroller and Auditor General of India may, with the approval of the President, prescribe.

District and Regional Funds l l l 8 The Comptroller and Auditor-General shall cause

District and Regional Funds l l l 8 The Comptroller and Auditor-General shall cause the accounts of the District and Regional Councils to be audited in such manner as he may think fit, and the reports of the Comptroller and Auditor. General relating to such accounts shall be submitted to the Governor who shall cause them to be laid before the Council.

grants from the Govt l l l 9 Though the District Councils has the

grants from the Govt l l l 9 Though the District Councils has the power to collect their own revenue, they depend largely on sanction of grants from the Govt. every year for development works as released by the Ministry of a Tribal Affairs to the State under the Proviso to the Article 275(1) of the Constitution of India.

Grants from the Govt l l 10 This fund is channellised through the District

Grants from the Govt l l 10 This fund is channellised through the District Council Affairs Department to the Autonomous District Councils. The District Council Affairs Department does not receive this fund directly from the Central Government.

grants from the Govt l 11 This fund is amalgamated with and received through

grants from the Govt l 11 This fund is amalgamated with and received through the State Plan allocation under grantin-aids to the Autonomous District Councils, for implementation of their own Development Schemes.

MEGHALAYA STATE DEVELOPMENT REPORT l 12 With the Government implementing schemes through Block Development

MEGHALAYA STATE DEVELOPMENT REPORT l 12 With the Government implementing schemes through Block Development officers, the Council has very little role in development to avoid duplication, wastage and mis-utilisation funds.

SECOND ADMINISTRATIVE REFORMS COMMISSION Fifteenth REPORT- APRIL 2009 l l l 13 Recommendations (para

SECOND ADMINISTRATIVE REFORMS COMMISSION Fifteenth REPORT- APRIL 2009 l l l 13 Recommendations (para 5. 15. 4. 7 ): a) The fact of Autonomous District Councils should be accepted and the State should undertake comprehensive activity mapping with regard to all the matters mentioned in para 3 of the Sixth Schedule. This process should cover all aspects of the subjects viz planning, budgeting and provisioning of finances. This will necessitate full transfer of local functionaries of the field offices/departments and bodies relating to these activities at the district level to the control of the Councils. The State Government should set-up a task force to complete this work in a time bound manner.

SECOND ADMINISTRATIVE REFORMS COMMISSION l l l 14 b) Allocation of funds to the

SECOND ADMINISTRATIVE REFORMS COMMISSION l l l 14 b) Allocation of funds to the District Councils should be based on normative and transparent considerations. These allocations should be budgeted in detail and released in agreed instalments during the financial year. c) The Union Government would also need to take similar action with regard to Centrally Sponsored Schemes being implemented in these areas. d) Appropriate measures may be taken for capacity building in Autonomous Councils so that they are able to utilise the funds in a better way.

SECOND ADMINISTRATIVE REFORMS COMMISSION l l 15 e) Government of Meghalaya may take steps

SECOND ADMINISTRATIVE REFORMS COMMISSION l l 15 e) Government of Meghalaya may take steps for extension of the experiment of elected village committees in the Garo Hills for implementing the National Employment Guarantee Act and for implementation of other rural development programmes as well. f) In the long run, directly elected village level representative bodies will need to be constituted and adequately empowered in autonomous Hill Councils areas of Meghalaya.

Present scenario l l 16 One Party has claimed majority, having 18 out of

Present scenario l l 16 One Party has claimed majority, having 18 out of the 30 seats in the Autonomous Council (GARO) and has demanded the right to thereby form the Executive Council. However, present alliance in power in Shillong, has put the council in suspended animation alleging huge financial discrepancies and irregularities in appointments by the Council.

Present scenario l l l 17 The Council has been put to suspended animation

Present scenario l l l 17 The Council has been put to suspended animation in a six month extension from September 8 th. The enquiry conducted by the Tura Deputy Commissioner has found “gross irregularities” in allocation and allotment of crores of rupees. It is alleged that several crores of rupees have been withdrawn without any proper utilisation. . The cabinet decision to conduct further enquiry which is however challenged by the majority party and a court case has been registered against the State government in the Guwahati High Court.

Powers to assess and collect land revenue and to impose taxes l l l

Powers to assess and collect land revenue and to impose taxes l l l 18 The Regional Council for an autonomous region in respect of all lands within such region and The District Council for an autonomous district in respect of all lands within the district except those which are in the areas under the authority of Regional Councils, if any, within the district, Shall have the power-

Powers to assess and collect land revenue and to impose taxes l l 19

Powers to assess and collect land revenue and to impose taxes l l 19 to assess and collect revenue in respect of such lands. to levy and collect taxes on lands and buildings, and tolls on persons resident within such areas.

Powers to assess and collect land revenue and to impose taxes l to levy

Powers to assess and collect land revenue and to impose taxes l to levy and collect all or any of the following taxes within such district, that is to say — – – 20 taxes on professions, trades and employments; taxes on animals, vehicles and boats; taxes on the entry of goods into a market for sale therein, and tolls on passengers and goods carried in ferries; and taxes for the maintenance of schools, dispensaries or roads.

Licences or leases for the purpose of prospecting for, or extraction of, minerals l

Licences or leases for the purpose of prospecting for, or extraction of, minerals l l l 21 Such share of the royalties accruing each year from licences or leases for the purpose of prospecting for, or the extraction of, minerals granted by the Government of the State in respect of any area within an autonomous district as may be agreed upon between the Government of the State and the District Council of such district shall be made over to that District Council.

Constitution of District Councils l l 22 The District Councils are constituted by the

Constitution of District Councils l l 22 The District Councils are constituted by the members representing different District Councils constituencies, elected on the basis of universal adult franchise like members of the Legislative Assembly. The leader of the largest party/group returned to the Council is appointed by the Governor as the Chief Executive Member (C. E. M. ). On the advice of such C. E. M. , a number of members are appointed by the Governor as Executive Members. The C. E. M. and the E. M. s constitute the Executive Committee of the Autonomous District Councils and exercise its Executive Powers.

Legislative, Executive and Judicial powers l Under the Sixth Schedule of the constitution the

Legislative, Executive and Judicial powers l Under the Sixth Schedule of the constitution the District Councils enjoy legislative, executive and judicial powers mainly over the following items: – – – – – 23 Land other than reserve forests Forests other than reserve forests Use of any land or water course for agricultural purposes Regulation in the practice of Jhum or other forms of shifting cultivation Establishment of village or town administration including village or town police and public health and sanitation. Appointment and succession of Chiefs and their powers Establishment of village or town Committees or Councils and their powers Regulation of laws or inheritance of property Marriage Social customs

Estimated receipts and expenditure pertaining to autonomous districts to be shown separately in the

Estimated receipts and expenditure pertaining to autonomous districts to be shown separately in the annual financial statement l The estimated receipts and expenditure pertaining to an autonomous district which are – – l l l 24 to be credited to, or is to be made from, the Consolidated Fund of the State shall be first placed before the District Council for discussion and then after such discussion be shown separately in the annual financial statement of the State to be laid before the Legislature of the State.

Accounting of District Fund

Accounting of District Fund

District fund l l l 26 The fund shall comprise all receipts from the

District fund l l l 26 The fund shall comprise all receipts from the Government either in the form of Grant-in-aid or otherwise and all receipts realised by the District Council under the provisions contained in the Sixth Schedule to the Constitution including the taxes levied or other revenues or receipts realised under the Laws, rules or regulations framed by the District Council under the Sixth Schedule to the constitution.

Period of Account l l l 27 The annual accounts of the District Council

Period of Account l l l 27 The annual accounts of the District Council shall record all transactions, which take place during a financial year commencing from 1 st April to 31 st March. The accounts will be maintained in the format prescribed by the Government of India, Ministry of Finance. For this purpose the forms of accounts prescribed by the Comptroller & Auditor General of India and approved by the President of India for other District Councils constituted under sixth schedule will be adopted as far as practicable for the District Council of the State till Comptroller & Auditor General of India prescribes such forms being approved by the President.

Main Division l The accounts of the Council shall be kept in the following

Main Division l The accounts of the Council shall be kept in the following of Accounts parts: - l (i) Part – I District fund of the Council. (ii) Part –II Deposit Fund. l 28

Part – I District fund of the Council l In Part – I of

Part – I District fund of the Council l In Part – I of the accounts, there shall be two main divisions, namely: - (i) Revenue consisting of sections for Receipt Heads (Revenue Account) and Expenditure Heads (Revenue Account), (ii) Capital, Public Debt, Loans etc. consisting of section for – l l 29 “Receipt Heads” (Capital Account) “Expenditure Heads” (Capital Account) and “Public Debt. ” “Loans and Advances”. The first division shall deal with the proceeds of taxation and other receipts classed as revenue and expenditure met there from. It shall also include the grants and contributions received from the Government and also grants and contributions made by the Council.

Revenue Account l l 30 This division shall deal with the proceeds of taxation

Revenue Account l l 30 This division shall deal with the proceeds of taxation and other receipts classed as revenue and expenditure met there from. It shall also include the grants and contributions received from the Government and also grants and contributions made by the Council.

Capital Account l l l 31 This division shall deal with expenditure met usually

Capital Account l l l 31 This division shall deal with expenditure met usually from borrowed funds with the object either of increasing concrete assets of a material and permanent character or reducing recurring liabilities. It also includes receipts of a capital nature intended to be applied as a set off to capital expenditure. The section “ Public Debt. ” and “Loans and Advances” etc. of the second division shall comprise loans received and their repayments by the District Council and loans and advances made and their recoveries by the District Council. Part 1

Part –II Deposit Fund l l In Part – II of the accounts, the

Part –II Deposit Fund l l In Part – II of the accounts, the transactions relating to Deposits, including General Provident Fund and other funds and advances shall be recorded. The transactions under “Debt, Deposit and Advances” in this part are such – – – 32 in respect of which the District Council incurs a liability to repay the moneys received or has a claim to recover the amount paid, together with the repayment of the former (Debt and Deposits) and the recoveries of the latter (Advances).

Contributions /grants l Contributions /grants made by the District Committees, Village Committees etc. or

Contributions /grants l Contributions /grants made by the District Committees, Village Committees etc. or viceversa shall be – – l 33 debited as expenditure or shown as receipt, as the case may be, under the head of account closely connected with the object for which the contributions / grants are made.

Refund of revenue l l 34 Refund of revenue, shall as a general rule,

Refund of revenue l l 34 Refund of revenue, shall as a general rule, be taken Revenue as reduction of the revenue receipts. The refunds of revenue may be accounted for under a separate detailed head “Deduction – Refunds”.

Accounting for direct recoveries • 35 The recoveries of repayments shall be posted under

Accounting for direct recoveries • 35 The recoveries of repayments shall be posted under receipt of service head concerned in the following manner:

Recoveries relating to the over payments of the current year l 36 These recoveries

Recoveries relating to the over payments of the current year l 36 These recoveries whether made in cash or by deduction from payment vouchers shall be taken as a reduction of expenditure by posting these as minus expenditure under the head previously overcharged, and

Recoveries relating to over payments of previous year. l 37 These shall be credited

Recoveries relating to over payments of previous year. l 37 These shall be credited to the Departmental receipt head concerned as receipt of the Department.

General Principles

General Principles

Registers and Forms l l l 39 The registers and forms prescribed provide for

Registers and Forms l l l 39 The registers and forms prescribed provide for all classes of transactions usually occurring in an Autonomous District. If it is found that account rules and forms prescribed do not conveniently meet the special requirement of the Autonomous District they may be added to or modified by the District Council in consultation with Accountant General and with the approval of the Governor. In respect of Forms and Registers not specifically provided, the District Council may adopt the forms and registers that are used in the State Government Offices in connection with accounts matter.

Audit l 40 The Member-in-Charge of the financial affairs shall at the time of

Audit l 40 The Member-in-Charge of the financial affairs shall at the time of audit cause to produce all accounts, registers, documents and subsidiary papers which may be called for by audit authority for investigation.

Cash and Account l l l 41 The Cash and Account branches of the

Cash and Account l l l 41 The Cash and Account branches of the Council Office shall be kept distinct from each other, and under separate officers, who, for the purpose of these rules shall be termed as the Cashier and Accountant respectively.

Cash and Account l 42 In no case shall the same person compile the

Cash and Account l 42 In no case shall the same person compile the accounts and superintend the collection of the rates, taxes and other income of the District Council.

Security l l 43 The Cashier and other officer in employ of the District

Security l l 43 The Cashier and other officer in employ of the District Council in whose custody the funds of the District Council are kept, shall furnish such security as is in practice in the State Government Offices. The forms of security bond for employees of the District Council shall be as prescribed in G. F. Rs as adopted in the District Council.

Books of Accounts l l 44 All Accounts and Registers shall for the present,

Books of Accounts l l 44 All Accounts and Registers shall for the present, be and Registers maintained in English. All books of Accounts and Registers shall be substantially bound and paged before being brought into use. A certificate as to the number of pages of each book contain shall be given in the fly leaf by the Chief Executive Officer or any other officer authorised by him in this behalf. No account shall be prepared on loose sheets.

Correction l l l 45 All corrections and alternations in accounts shall be neatly

Correction l l l 45 All corrections and alternations in accounts shall be neatly made in red ink and attested by the initial of the Chief Registers Executive Officer or by any other officer authorised by him in this behalf. Similarly all alterations or corrections in figures shall be duly authenticated by the Drawing Officer. All corrections in the total of the bill whether made in words or figures shall be attested by the full signature of the Drawing Officer with date against each instead of by his initials. A note to the effect that amount of the bill is below a specified amount expressed in whole rupees which is slightly in excess of the total amount of the bill, should invariably be recorded on the body of the bill in red ink. The note should be made in the same manner as is done in case of cheques.

Theft l l l 46 Whenever any loss of money or other property due

Theft l l l 46 Whenever any loss of money or other property due embezzlement to embezzlement or theft or to facts indicating misconduct, of the District neglect or dishonesty on the part of any employee of the Council money District Council is discovered, the fact shall be promptly reported by the Chief Executive Officer to the Chief Executive Member of the District Council and also to the Accountant General and a copy simultaneously be sent to the Government. If the Chief Executive Officer is satisfied that the offence has been committed, he shall immediately direct the appropriate authority to institute a departmental enquiry into the circumstances resulting in the loss of money and other property of the District Council. Apart from the steps taken by the Chief Executive Officer indicated above, he may apply to the Inspector General of Police for a regular police investigation in respect of such offence.

Theft l l 47 the Government may of its own motion direct and investigate

Theft l l 47 the Government may of its own motion direct and investigate into the matter by such officer as he deems fit and take such further action as he may consider necessary. Petty cases need not be reported to the Accountant General, unless there are in any case, important features which merit detailed investigation and consideration.

write off l l 48 No money or property lost shall be written off

write off l l 48 No money or property lost shall be written off except with the sanction of the District Council up to a maximum of Rs. 1000. Any amount in excess of Rs. 1000 may be written off by the District Council with the approval of the Government.

LOCATION AND CUSTODY OF MONEY AND PAYMENT TO THE DISTRICT COUNCIL FUND AND WITHDRAWAL

LOCATION AND CUSTODY OF MONEY AND PAYMENT TO THE DISTRICT COUNCIL FUND AND WITHDRAWAL

Responsibility l The Chief Executive Officer shall be responsible for accounts ensuring that –

Responsibility l The Chief Executive Officer shall be responsible for accounts ensuring that – – 50 accounts of the District Fund are at all times maintained up to date and in proper form and that the relevant rules and procedures are followed in sanctioning and incurring expenditure and the funds are applied only for legitimate and approved purposes.

Adherence to financial propriety l Every authority incurring expenditure shall be guided by the

Adherence to financial propriety l Every authority incurring expenditure shall be guided by the highest standard of financial propriety and in particular, to: - – – – 51 (a) Exercise the same vigilance in respect of expenditure incurred out of the District Fund as a person of ordinary prudence would exercise in respect of expenditure out of his own money. (b) Ensure that the expenditure or the order is not directly or indirectly to the own advantage of the officer or authority concerned. (c) Examine that the expenditure is not prima-facie more than the occasion demands

Custody of Money l All moneys pertaining to the District Fund shall be held

Custody of Money l All moneys pertaining to the District Fund shall be held in the Personal Ledger Account of the District Council maintained in – – 52 Treasury Bank Account of the Council.

Funds to be Drawn only when necessary l 53 No sum shall be drawn

Funds to be Drawn only when necessary l 53 No sum shall be drawn from the District Fund unless it is absolutely necessary and immediately required for disbursement.

Crediting of Funds to District Council Account l l l 54 All sums received

Crediting of Funds to District Council Account l l l 54 All sums received on account of the District Fund shall be deposited in the prescribed Bank and credited to the District Council current account. Provided that all sums received from the Government through grants-in -aid bills etc. shall, at the first instance, be deposited in the Personal Ledger Account of the District Council maintained in the Treasury in the name of the Chief Executive Officer and shall thereafter be transferred by crossed cheque into the current account of the District Council with the prescribed bank. In case of Funds Rules of some District Council, all sums received on account of the District Fund shall be deposited in the Personal Ledger Account of the District Council maintained in the Treasury in the name of the Chief Executive Officer

General Cash Book l l 55 All sums received or spent by or on

General Cash Book l l 55 All sums received or spent by or on behalf of the Council shall without any reservation be forthwith brought in the General Cash Book to be maintained in such form as may be prescribed by the Comptroller and Auditor General of India in accordance with the provisions of para 7(3) and 4 of 6 th Schedule to the constitution. The General Cash Book shall incorporate all Cash transactions and also the transactions drawn by cheques.

General Cash Book l l l 56 The pages of Cash Book or any

General Cash Book l l l 56 The pages of Cash Book or any other important register brought into use shall be machine numbered. A certificate as to the number of pages of a Book /register shall be recorded in the fly leaf before the same is brought into use under the signature of an authorized Officer. The receipt and payment of each transaction for cash as well as cheques shall be attested by the authorised Officer.

General Cash Book l l l 57 The General Cash Book shall be checked

General Cash Book l l l 57 The General Cash Book shall be checked daily item by item, closed, balanced and signed by an officer authorised by the Chief Executive Officer. At the end of each month it shall be compared and agreed with the Bank Pass Book. Every item of receipt and expenditure shall be checked with the entry in the General Cash Book.

General Cash Book l l 58 At the end of each month a statement

General Cash Book l l 58 At the end of each month a statement of reconciliation of balances shall be prepared in the Cash Book reconciling the balances as per Cash indicating the details of the balance at the end of month should also be drawn in the Cash Book. Cash shall be verified at the end of each month by the Chief Executive Officer or by any Officer authorised by him in this behalf and a certificate showing the result of verification shall be recorded in the Cash Book.

Attestation of Personal Entries in the Cash Book l l 59 All Council moneys

Attestation of Personal Entries in the Cash Book l l 59 All Council moneys shall be deposited in the Ledger Account maintained in the Treasury /Bank Account of the Council. While attesting the entries in the cash book to this effect, the Chief Executive Officer or the Officer authorised in this behalf shall compare the Banks/ Treasuries receipt in the Pass Book and the original copy of the challan.

Precaution for carrying Moneys l l l 60 The employment of peon to carry

Precaution for carrying Moneys l l l 60 The employment of peon to carry money shall be discouraged. When it is absolutely necessary to employ such person for the purpose, a man with considerable length of service with good reputation shall only be selected and in all cases when the amount to be carried in large, the Chief Executive Officer/ Head of Office/DDOs shall take sufficient precaution for the safe escort of the money to and from the Bank. If considered necessary, the Chief Executive Officer may request the Superintendent of Police for Police escort for this purpose.

Safe custody of Cash l l l 61 The minimum liquid cash of the

Safe custody of Cash l l l 61 The minimum liquid cash of the Council moneys in the custody of cashier shall be kept in a strong cash chest under double locking system. The keys of one lock will remain with the cashier and the keys of the other lock with the Chief Executive Officer or the Officer authorised in this behalf. Both the custodians of the keys shall be jointly and separately, responsible for the contents of the chest, which shall not be opened unless both the custodians are present. The Chief Executive Officer shall lay down the limit up to which money can be held in the District Council chest.

Safe custody of Cash l l 62 To meet the petty and emergent nature

Safe custody of Cash l l 62 To meet the petty and emergent nature of expenditure required to run Office an imprest money may be held by an Officer authorized in this behalf by the District Council and for this purpose an imprest Cash Book shall be maintained in such form as may be prescribed by the District Council. The imprest Cash Book shall be closed and balanced daily as that of regular Cash Book. The amount of expenditure incurred from time to time shall be recouped on submission of account unless it is finally closed. The imprest will be of the nature of permanent advance.

Issue of cheques l l 63 The claims against the District Council shall ordinarily

Issue of cheques l l 63 The claims against the District Council shall ordinarily be discharged by “Account Payee Cheques “ to holders of banking account provided that if the claim is less than Rs. 500 on any occasion payment may be made in cash from imprest money. All cheques shall be signed by the Chief Executive Officer or any other Officer empowered in this behalf by the Executive Committee of the District Council.

Deposit of District fund money l 64 All moneys on account of District Council

Deposit of District fund money l 64 All moneys on account of District Council fund shall be remitted intact without least possible delay into the bank/ treasury and shall on no account be appropriated towards any expenditure.

Deposit of District fund money l l 65 The moneys paid into the Treasury/Bank

Deposit of District fund money l l 65 The moneys paid into the Treasury/Bank to the credit of the District Council fund shall be accompanied by a Pass Book of District Council and the Challan to be prepared in duplicate. The second part of the challan shall be retained in the Bank/Treasury and the original shall be receipted by the Bank /Treasury and brought back to the District Council office by the person sent with the remittance.

Subsidiary Cash Book l l l 66 Money drawn by cheque in favour of

Subsidiary Cash Book l l l 66 Money drawn by cheque in favour of the Chief Executive Officer or any other authority for sums distributable as pay and wages among the members of the Council employees or in similar purpose shall be entered in the subsidiary Cash Book to be maintained in such form as may be prescribed by the District Council. Money order received on account of the District Council shall be similarly entered in this book. For recording transaction (both receipts and payments) for deposit funds a separate subsidiary cash book shall be maintained

Subsidiary Cash Book l l l 67 Another subsidiary Cash Book shall be maintained

Subsidiary Cash Book l l l 67 Another subsidiary Cash Book shall be maintained for recording the transactions (both receipts and payments) for Provident Fund of staffs. The Cash Book shall be closed and balanced everyday and signed by the Chief Executive Officer or any other Officer authorised is this behalf. Pay and allowances and wages shall not be retained in hand beyond the period prescribed in the relevant provision of Treasury Rules.

Cash collection and receipt thereof l l 68 The officer receiving money on behalf

Cash collection and receipt thereof l l 68 The officer receiving money on behalf of the District Council must give the payer a receipt in the form as prescribed in Receipt and Payment Rules (GAR-6). This rule applies to all moneys received either for deposit or for any other purpose except however, to money withdrawn from the Bank/ Treasury for disbursement of pay, allowance, advance etc. to Council employees or for payment of contingent and other charges to private parties.

Cash collection and receipt thereof l l 69 The receipt form shall be bound

Cash collection and receipt thereof l l 69 The receipt form shall be bound in books of suitable size and pages of each such book shall be consecutively machine numbered. A register of receipt book shall be maintained by the Cashier. The receipts shall be signed by the Chief Executive Officer or by any Officer authorised by him in this behalf, who shall satisfy himself at the time of signing the receipt that the amount has been properly entered in the Cash Book either directly or in total through a subsidiary register of the Cash Book. Stock Register of Receipt Books shall be maintained as per rule.

Procedure for realisation of Council dues l l 70 District Council dues and granting

Procedure for realisation of Council dues l l 70 District Council dues and granting of receipts for the money realised may be prescribed by the District Council in consultation with the Accountant General. The procedure so prescribed shall, inter-alia, provide for definite responsibilities of officers concerned to ensure: (i) that demands are made as revenue falls due. (ii) that steps are taken with a view to effecting prompt realisation of all revenues, regularly or occasionally and, (iii) that proper records are kept to show, in respect of all items of revenue recurring or non-recurring, the assessment made, the progress of recovery and the outstanding debts due to the District Council.

Payment of Bills l l l 71 Every bill or other claim for payment

Payment of Bills l l l 71 Every bill or other claim for payment shall be presented in the first instance to the Chief Executive Officer or any other Officer authorised in this behalf. After due check if the bill or the claim is found to be correct and in order, an order of payment shall be recorded on the bill and signed by the competent authority after satisfying that the claim is just and valid and actually due. All claims of the employees above Rs. 500. 00 including salary shall be paid through cheques. In respect of third party bills, all payments above Rs. 500. 00 shall also be paid through account payee cheques only.

Payment of Bills l l 72 If the bill is to be paid in

Payment of Bills l l 72 If the bill is to be paid in cash out of the imprest, it shall be stamped with the orders “paid in Cash” and shall be made over for payment. If it is to be paid by cheques it shall be stamped “ paid by cheque” and the cheque number and the amount shall be entered in the appropriate columns of the Cash Book. A Bill Register in the prescribed form used in State Government Offices shall be maintained. Every bill presented shall be entered in the register chronologically and all the columns filled up. At the end of each month/year all the un-paid bills shall be arrived at and carried forward for the succeeding month/year.

Pay, TA/DA and contingent bills l l 73 The salary, establishment, T. A. and

Pay, TA/DA and contingent bills l l 73 The salary, establishment, T. A. and Contingent charges shall be drawn on the basis of bill in such form as may be prescribed by the District Council till such time that are used in Government establishment, may be followed. All contingent bills presented shall be entered in a register of contingent bill to be maintained in the same manner as that prescribed for the Government. The District Council shall follow the procedure followed by the Government in this behalf.

Deposit with the Council l In regard to all kinds of deposits made with

Deposit with the Council l In regard to all kinds of deposits made with the District Council which may have to be refunded on fulfillment of the terms and conditions regulating such deposits, the council shall maintain a deposit register indicating – – – 74 the receipt of deposit, the purpose for which the deposit has been made and the return or refund of the deposit.

Loans and Grants-in-aid l The District Council may from time to time receive from

Loans and Grants-in-aid l The District Council may from time to time receive from – – – l l 75 State Government or Autonomous bodies, organisation or corporation under the State Government or from banks, Insurance corporation or from any other organisations, loans and grants-in-aid for purpose of the District Council. For availing of loans from financial institution by the Council, prior concurrence of State Government shall have to be obtained.

Utilization of Loans and Grants-in-aid l In cases where conditions are attached to utilisation

Utilization of Loans and Grants-in-aid l In cases where conditions are attached to utilisation of grants or loans specifying – – l it shall be responsibility of the District Council to see that – – 76 the particular object or expenditure or the time limit within which funds must be utilised, the funds are spent accordingly and utilisation certificates are furnished to appropriate authorities.

Loan Records l l 77 The transactions in regard to any loans contracted by

Loan Records l l 77 The transactions in regard to any loans contracted by the District Council shall be recorded in the loan register and the purpose for which it has been sanctioned, recorded in the appropriate register. The Council shall make payment of installments of loans and interests thereon, if any, regularly on the date of which they fall due.

Furnishing of accounts and Returns. Review of Expenditure l l 78 The District Council

Furnishing of accounts and Returns. Review of Expenditure l l 78 The District Council shall render such Accounts and submit such returns to the Accountant General (Audit), Government and Departments of the Government as may be prescribed from time to time or as may be provided in the conditions relating to the sanctions or grants. The District Council shall send to the Governor a review of income, receipts and expenditure for every quarter and separately for each year.

Securities of the Council l 79 A register shall be maintained for the Government

Securities of the Council l 79 A register shall be maintained for the Government and other securities held by the Council. The securities of the Council shall be under the custody of the Chief Executive Officer or any other person authorised in this behalf. No portion of the fund of the District Council shall be invested in securities without specific sanction of the Executive Committee of the District Council.

Authority to draw cheques l l 80 Special/general orders of the District Council shall

Authority to draw cheques l l 80 Special/general orders of the District Council shall be required to authorise any Officer of the council to draw money from the District Council fund by means of cheques. Cheques shall be drawn on forms in cheque books supplied by Treasury or the banks as the case may be. The Treasury Officer or the Bank with whom the District council has account, shall supply Cheque Books only on the receipt of the requisition from the Chief Executive Officer. Cheque books shall, on receipt, be carefully examined by the Drawing Officer, who shall count the number of forms contained in each and record a certificate of count on the flyleaf.

Authority to draw cheques l l l 81 The cheque books must be kept

Authority to draw cheques l l l 81 The cheque books must be kept under lock and key in the custody of Chief Executive Officer or Drawing Officer, who, when relived, shall take a receipt for the exact number of cheque books and blank cheque forms made over to the Relieving Officer. The loss of cheque book, signed cheques or blank cheques forms shall be notified immediately to the Treasury Officer or to the Bank as the case may be. A register of cheque book shall be maintained as per system in vogue in P. W. D or system of other government Departments as adopted by the Council.

Specimen signature of the Drawing Officer l l l 82 The Drawing Officer shall

Specimen signature of the Drawing Officer l l l 82 The Drawing Officer shall send a specimen Signature to the Treasury Officer and also to the bank through the Chief Executive Officer duly attested by the later. When the Drawing Officer makes over charge of his office to another, he shall like wise send a specimen signature of the Relieving Officer to the Treasury Officer and bank concerned. Specimen signature, when forwarded on a sheet of paper other than the forwarding letter itself must be duly attested by the officer signing the forwarding letter. Specimen signature sent to the Treasury/ Bank shall also have to be got attested by the Officer whose signature is already on record with the Treasury/ Bank.

Special power Executive Member (Financial) Affairs for removal of difficulties l l 83 In

Special power Executive Member (Financial) Affairs for removal of difficulties l l 83 In cases where the manner and forms in each of account, bill, register and return have not been specifically prescribed in any of these rules, the member in charge of financial affairs shall have the power to prescribe the manner and forms in which these records shall be maintained. In prescribing such forms the Executive Member, Financial Affairs shall, as far as practicable, adopt the forms and register etc. prescribed for use by the Government.

Stores, stock account and payment

Stores, stock account and payment

Records of Stores l Whenever any Department of the District Council obtains any stores

Records of Stores l Whenever any Department of the District Council obtains any stores for – – – l the Departmental officer entrusted with care for use or consumption of the stores shall be responsible – – 85 consumption, manufacture or other purposes, for maintaining correct record and preparing correct returns in respect of these stores entrusted to him

Stock Register l All materials received shall be – – l when the delivery

Stock Register l All materials received shall be – – l when the delivery is taken and should be kept in charge of a District Council employee, who should be required – – 86 examined, counted, measured or weighed, as the case may be, to give a certificate that he actually has received the material and record them in the stock register maintained in format as prescribed by the Council.

Issue of Materials l l l 87 When materials are issued from stock for

Issue of Materials l l l 87 When materials are issued from stock for departmental use, manufacture etc. the Council employee in charge of stores shall see that the requisition or indent in proper form has been placed by a duly authorised person and examine it carefully with reference to any orders or rules for the issue of stores. At the time of issue of materials, delivery of store shall be made by issuing delivery challan. All quantities of stores including tools and plants received in or issued from stock shall be entered in the stock account under the respective Heads on the dates the transactions take place, and balances left should correspond with the quantities of stock at the close of each month.

Verification of Stock l l 88 The stores held in stock should be got

Verification of Stock l l 88 The stores held in stock should be got yearly verified physically by an independent agency and the result of verification indicating the nature of discrepancy, if any, together with the conditions of stores, recorded in the stock register itself.

Purchase of Materials etc. l l l 89 Until the framing of rules or

Purchase of Materials etc. l l l 89 Until the framing of rules or regulation by the District Council, while purchasing the materials and goods etc. the District Council shall follow the procedure adopted by the State Government for the purchase of such materials or goods. As a general rule the payment for supply is not permissible unless the stores have been received and surveyed. Bills in support of payment for purchases of stores shall be accompanied by certificate that the articles detailed in the vouchers have been actually received and entered in the Stock Register, the quantities are correct and their quality is good.

Works Expenditure

Works Expenditure

Expenditure on Special services on special services - Plan and Estimate l l l

Expenditure on Special services on special services - Plan and Estimate l l l 91 The rules apply to the expenditure connected with the construction, repairs and maintenance of buildings, roads and other works undertaken or owned by the Council. For every work there should be a duly sanctioned plan and detailed estimate. The detailed record of the expenditure relating to each sanctioned work should be kept in a register in form specified or as prescribed by the A. G.

Muster Roll Labourers l l l 92 As a general rule, subject to such

Muster Roll Labourers l l l 92 As a general rule, subject to such exception as may be authorised by the District Council where the work is done departmentally; the charges of labourers engaged shall be drawn on muster rolls showing the names of the labourers. The daily attendance and absence of labourers must be made so recorded as to prevent any tempering with or unauthorized addition to the entries once made. The muster rolls may be kept in such form and in accordance with such methods as prescribed.

Payment of Muster Roll Workers l l 93 The payments made on Muster Rolls

Payment of Muster Roll Workers l l 93 The payments made on Muster Rolls must be made by the Chief Executive Officer or any other officer authorized for the purpose, who shall certify to the individual or group payments. The amount paid on each date shall be noted in words as well as in figures on the foot of the Muster Roll. Unless in any case the District Council directs otherwise, claims for payment for all works done otherwise than by daily labourers and for all supplies made on the basis of measurement recorded in the measurement books kept for the purpose shall be prepared as far as possible by the claimants themselves in authorised form of bills and vouchers and no payments other than an advance payment may be authorised unless the correctness of the claim in respect of quantities and date as well as the quality of the work done or supplies made have been accepted and all calculations carefully checked by the Chief Executive Officer or any other officer authorised in this behalf. .

Payment of Muster Roll Workers l l l 94 In case of works done

Payment of Muster Roll Workers l l l 94 In case of works done departmentally through daily labourers, the measurement of the work done shall also be recorded in the measurement book when items of work are susceptible of measurement Subject to such general and special instructions as may be issued by the District Council, measurement books shall be kept in such form and according to such method as prescribed in C. P. W. A. Code/Manual. The stock register of measurement books shall be maintained in the form specified in C. P. W. A. Code/Manual

Method of Payment to Contractors l l 95 As a general rule and subject

Method of Payment to Contractors l l 95 As a general rule and subject to such exceptions as may be authorised by the District Council, no payment can be made to a contractor, except for the work actually done or supplies actually made. Subject to such general and special order as may be issued by the District Council in this behalf, advances, if any, made to contractors during the execution of work shall invariably be recovered from their bills for the value of works done or supplies made before final payment is made, which must in no case be permitted without detailed measurement. The detailed rules prescribing the terms and conditions under which advance payment may be made in exceptional cases shall be laid down by the District Council, with the provisions contained in C. P. W. A. Code/Manual. A contractor’s ledger in form as specified in C. P. W. A. Code/Manual shall be maintained if any advance is paid or if any materials are issued to the contractor for execution of works.

Method of Payment to Contractors l l l 96 Separate contingent bills shall be

Method of Payment to Contractors l l l 96 Separate contingent bills shall be prepared for expenditure relating to works duly supported by sub-vouchers. The name of work as given on the sanctioned estimate should be noted conspicuously on each sub-voucher as well as the bill itself. Without prejudice to the generality of the rules in this chapter, the detailed procedure to be observed by the Chief Executive Officer or any other officer authorised in this behalf in making payment of works expenditure and the form of bills and vouchers on which such payments are to be made may be prescribed by the Member-in-charge of the financial affairs in consultation with the Accountant General and with the approval of the Governor. P. W. D. forms of bill shall be used for payment against works as per P. W. Account code.

BUDGET AND FINANCIAL CONTROL

BUDGET AND FINANCIAL CONTROL

Preparation of Budget l l l 98 The responsibility for the preparation of the

Preparation of Budget l l l 98 The responsibility for the preparation of the statement of estimated revenue expenditure as well as any supplementary estimates or demand for excess grants lies with the Member-in-charge of the Financial Affairs. The Member-in-charge of the Financial Affairs shall cause the budget or the revised budget to be prepared by the Chief Executive Officer. The budget shall be prepared in the form as specified and shall as far as practicable be prepared at least 60 days before the commencement of each financial year. In case of difficulties to adhere to this condition considering exigency Vote on Account shall be prepared for the interim period. The Revenue and Expenditure head of accounts prescribed for this purpose will be exhibited in the Council’s budget estimates. And the budget shall be prepared in two parts: - PART-A and PART-B.

Preparation of Budget l l 99 PART-A shall contain Budget Estimates of receipts and

Preparation of Budget l l 99 PART-A shall contain Budget Estimates of receipts and expenditure out of the receipts from own sources of the District Council and PART-B shall contain the receipts and expenditure pertaining to the Council which are anticipated to be credited from the consolidated fund of the state government on the basis of indication communicated from the Finance Department of the State Government.

Preparation of Budget l l l 10 0 The basis on which the estimates

Preparation of Budget l l l 10 0 The basis on which the estimates in the budget have been made shall be shown in detail in the budget notes, which shall form an Appendix to the budget. In preparing the budget the District Council shall have due regard to and be bound by the instructions issued by the Government from time to time. The budget should conform to the system of classification generally followed by the State Government subject to such modifications as may be necessary to suit the requirement of the District Council. A copy of the approved budget shall be sent to the Accountant General.

Consideration of Budget by the District Council l 10 1 Member-in-charge of the Financial

Consideration of Budget by the District Council l 10 1 Member-in-charge of the Financial Affairs shall the introduce the budget, prepared in the manner set out in rule before the Council along with an explanatory note at the meeting of the District Council specially convened for this purpose. The District Council shall decide upon income, receipts, expenditure, appropriation and ways and means contained in the budget and shall sanction the budget with or without modification. While sanctioning the budget, the District Council shall satisfy itself among other things, on the following points:

Consideration of Budget by the District Council l l 10 2 l That the

Consideration of Budget by the District Council l l 10 2 l That the estimates of income, receipts and expenditure are exhaustive, realistic and accurate and that they provide for the collection of the entire taxes, fees and loans outstanding along with those falling due during the budget year and also that due account is taken of all receipts from all sources. That the directions, if any, of the Governor have been duly considered and taken into account while framing the budget. That adequate provision has been made for all obligatory charges.

Consideration of Budget by the District Council l 10 3 That adequate provision has

Consideration of Budget by the District Council l 10 3 That adequate provision has been made for the due discharge of all liabilities and for all other inescapable commitments, and That the variation between the figures of the budget year and those of the previous year have been adequately explained. Provided that nothing in the rules shall prevent the District Council from setting up a committee for the purpose of examining the budget estimates in detail and making suitable recommendations for the consideration of the District Council.

Forwarding of Receipts and Expenditure of the PART-B of Budget to the State Government

Forwarding of Receipts and Expenditure of the PART-B of Budget to the State Government l l 10 4 After the District Council completes its discussion on PART-B of the Budget relating to the receipts and Expenditure, the Chief Executive Officer shall forward the same to the State Government for reflection of the same in the Budget documents of the state to be laid before the Legislative Assembly.

Expenditure in Anticipation of budget approval l The District Council may incur expenditure in

Expenditure in Anticipation of budget approval l The District Council may incur expenditure in respect of – – l 10 5 obligatory charges, pay and allowance of Chief Executive Member, Chairman, Executive Members and Members of the District Council , pay and allowances of officers and staff of District Council and other emergent expenses in anticipation of the approval of Budget by the District Council

Revised and Supplementary Estimates l l l 10 6 The Revised Budget shall be

Revised and Supplementary Estimates l l l 10 6 The Revised Budget shall be prepared by the District Council and submitted to the State Government preferably by the month of December each year. The procedure for the preparation, sanction and approval of the supplementary or revised budget shall be the same as that for the original budget. The necessity for modifications of the original budget shall be explained in the budget note, which shall form, an Appendix to the supplementary or revised budget.

Re-appropriation l l 10 7 While a budget has been approved, the District Council

Re-appropriation l l 10 7 While a budget has been approved, the District Council shall not incur any expenditure under any of the Head of the budget in excess of the amount provided under that Head without making proper provision for such excess by variation or alteration of the budget. The amount provided under any Head in the budget sanctioned by the Council and approved by the Governor may not be transferred by re-appropriation to any other Head except with the approval of the Executive Committee of the District Council.

l 10 8 All allotments made for expenditure in the budget shall lapse at

l 10 8 All allotments made for expenditure in the budget shall lapse at the end of the financial year except, the fund received and adjusted through P. L. Account /Bank Account against budget allotment for expenditure.

Financial powers

Financial powers

Powers of Expenditure- Delegation of Financial Powers l l 11 0 Subject to the

Powers of Expenditure- Delegation of Financial Powers l l 11 0 Subject to the provisions of the District Council Administration Rules, if any, all financial powers in respect of expenditure shall be exercised by the Executive Committee of the District Council. The Executive Committee may from time to time delegate financial powers to the Chief Executive Officer or other officers of the District Council.

Head of Offices l l 11 1 The District Council may by general or

Head of Offices l l 11 1 The District Council may by general or special order declare the Principal Officer or other gazetted officers as Head of Offices. Disbursing Officer - The District Council may declare a Head of Department or a Head of Office or a Gazetted Officer designated by the Council as Disbursing officer to draw bills and make payments on behalf of the Council. The Officers declared Head of Offices may incur expenditure to such extent within Department as may be specified by the District Council in the order. The District Council may also specify in the order the cases of financial limit beyond which the sanction of the Member-incharge, Financial Affairs will be necessary before incurring the expenditure.

MISCELLANEOUS

MISCELLANEOUS

Propriety for Incurring Expenditure l l 11 3 Expenditure on a new item for

Propriety for Incurring Expenditure l l 11 3 Expenditure on a new item for which no specific provision has been made in the budget shall not be incurred without the previous approval of the District Council. All approval of the District Council to such expenditure shall be obtained through supplementary Grant in due course. The District Council or any authority under the District Council shall not incur any expenditure or enter in to liability involving any expenditure of money or transferring money for investment or deposit from the District Council fund, unless the expenditure has been sanctioned by general or special order of the District Council or by any authority to which the power has been duly delegated.

Authority for Payment l No payment shall be made except on the written orders

Authority for Payment l No payment shall be made except on the written orders of the officer competent to issue such sanction and no expenditure shall be incurred against a sanction unless funds are made available to meet the expenditure provided that payment of any sum out of the District Council fund may be made or authorised by the Chief Executive Officer in the absence of valid appropriation only in the following cases: – – – l 11 4 (a) Sums payable under decree or order of the Civil Court. (b) Refund of security deposits. (c) Any sum which the District Council is required under law to pay by way of compensation. Chief Executive Officer shall communicate the details of the payment made along with the circumstances under which the payments have been made, to the Executive Member-in-charge of Finance and forthwith take action to make suitable provision in the budget.

Loans and Investments l l l 11 5 If the District Council decides, on

Loans and Investments l l l 11 5 If the District Council decides, on the recommendation of the Member-in-charge of the Financial Affairs to raise a loan in furtherance of schemes initiated by the District Council, the resolution shall require the concurrence of the Executive Committee of the District Council. The responsibilities for the payment according to the stipulated terms and conditions shall in all cases devolve on the Chief Executive Officer, who shall maintain a register of loans in such form as may be prescribed by the District Council. For raising such loan prior concurrence of the State Government would be essential.

Loans and Investments l l l 11 6 The District Council may on the

Loans and Investments l l l 11 6 The District Council may on the recommendation of the Executive Committee authorize investments of surplus fund of the District Council in the manner profitable to the District Council and consistent with the safety of the money invested. Usually the investment should be made in the recognised form of Government securities. The District Council shall maintain an investment register in such form as may be prescribed by the District Council, and shall strictly observe timely recovery of the interest accruing in each case.

Residuary Matters l l 11 7 Cases may arise for which no provisions have

Residuary Matters l l 11 7 Cases may arise for which no provisions have been made in these rules. In such cases the provisions of the State Government Financial Rules, Treasury Rules, P. W. Code and subsidiary orders made there under as amended from time to time or the order issued by the State Government, as the case may be, shall apply.

Financial Control Of the Executive Officer (Finance) l The Chief Executive Officer may entrust

Financial Control Of the Executive Officer (Finance) l The Chief Executive Officer may entrust – – l The Executive Officer (Finance) shall be responsible – – 11 8 the immediate executive control of the account of the District Council and of the District Fund to the Executive Officer (Finance) but may not divest himself of his administrative control. for the proper observance of the procedure prescribed by or under the rules and for the punctual submission of all accounts and returns required by the Government and to the Accountant General

Duties of the Executive Officer (Finance) l The Executive Officer (Finance) will be in

Duties of the Executive Officer (Finance) l The Executive Officer (Finance) will be in overall charge of the Budget and Accounts Section in addition to the Internal Finance Section. It will be the duty of the Executive Officer (Finance) to: – – 11 9 ensure that the schedule for preparation of budget is adhered to by the District Council and the budget is drawn up according to the Instructions issued by the District Council from time to time. scrutinise budget proposals thoroughly before placing it before the Member-in-charge of the Financial Affairs. For this purpose he should keep himself fully conversant with all proceedings of the Executive Committees that may have effect on the estimates or accounts of actual or anticipated receipt or charges of the District Council.

Duties of the Executive Officer (Finance) – – – 12 0 see that complete

Duties of the Executive Officer (Finance) – – – 12 0 see that complete departmental accounts are maintained in accordance with the requirements under the District Council Fund Rules. It should, in particular, be ensured that the District Council maintains accounts of Expenditure against the grants or appropriation. watch and review the progress of expenditure against sanction grants through maintenance of necessary control registers and to issue timely warnings to controlling authorities where the progress of expenditure is not even. ensure the proper maintenance of register of liabilities and commitments as required under these rules to facilitate realistic

Duties of the Executive Officer (Finance) – – 12 1 preparation of budget and

Duties of the Executive Officer (Finance) – – 12 1 preparation of budget and estimates and timely surrender of anticipated savings. Screening the proposal for supplementary demands for grants. identify, in particular, specific savings in cases of creation of posts and to maintain a register for this purpose. Keep himself closely associated with the formation of schemes and important expenditure proposals from their initial stages.

Duties of the Executive Officer (Finance) – – – 12 2 associate himself with

Duties of the Executive Officer (Finance) – – – 12 2 associate himself with the evaluation of progress/ performances in the case of projects and other continuing schemes and to see that the result of such evaluation studies are taken into account in the budget formulation. watch the settlement of audit objections inspection reports and draft audit paras etc. ensure prompt action on audit report and appropriation accounts and the recommendation of the District Council thereon.

Duties of the Executive Officer (Finance) – – 12 3 screening all expenditure proposals

Duties of the Executive Officer (Finance) – – 12 3 screening all expenditure proposals requiring to be referred to Executive Committee of the District Council. perform any other items of work that may be specifically entrusted to him by the Chief Executive Officer with the approval of the Executive Committee.

Internal Audit l 12 4 The District Council may prescribe a suitable system of

Internal Audit l 12 4 The District Council may prescribe a suitable system of internal audit.

Annual Accounts l l 12 5 The annual accounts of the District Council shall

Annual Accounts l l 12 5 The annual accounts of the District Council shall be maintained in such forms as may be prescribed by the Comptroller and Auditor General of India. The annual accounts so compiled in prescribed forms and duly authenticated by the Chief Executive Officer and Executive Officer (Finance) of the Council shall be submitted in triplicate to the Accountant General (Audit) by the 30 th June of the following year for conducting audit. Accountant General (Audit) will communicate the result of audit in the form of Inspection Report, Draft Audit Report on completion of audit. The council shall furnish the replies to the Inspection Report/ Draft Audit Report within six weeks of their receipt.

Audit Report/ C&AGs Comments/ Action taken Report/ Printing of Audit Report l l 12

Audit Report/ C&AGs Comments/ Action taken Report/ Printing of Audit Report l l 12 6 The report of the C. &A. G. on the account of the Council shall be submitted to the Governor who shall cause them to be laid before the Council. On receipt of comments included in the Audit report necessary arrangement will be made by the Council to prepare and to send the “Action taken note” indicating there in the action taken or proposed to be taken by the Council. The Action taken report in turn is to be sent to AG (Audit) for vetting. The Audit report and Annual Accounts of the Council shall be printed by the Council at its own cost.

Audit Report/ C&AGs Comments/ Action taken Report/ Printing of Audit Report l l l

Audit Report/ C&AGs Comments/ Action taken Report/ Printing of Audit Report l l l 12 7 These will be arranged to be laid before the council during the next budget session. The copies of the Audit Report would be circulated only after its presentation before the council. A committee under the Chairmanship of the Chief Executive Officer with two members to be selected by the Chief Executive Officer shall be constituted to examine and settle the outstanding paras of the Inspection Reports.

GENERAL PROVIDENT FUND

GENERAL PROVIDENT FUND

Maintenance of GPF Ledger & Accounts l l The GPF account of the employees

Maintenance of GPF Ledger & Accounts l l The GPF account of the employees of the Council shall be maintained under the GPF (CS) Rules 1960 with the approval of the District Council. General Index – l Ledger Card – 12 9 A general index register shall be maintained for allotment of GPF account number to the regular employees of the District Council. A Ledger card shall be maintained for each employee for recording transactions of subscriptions /refunds and withdrawal during a financial year.

Maintenance of Broad sheet / Issue of Annual Statement of GPF l l 13

Maintenance of Broad sheet / Issue of Annual Statement of GPF l l 13 0 A broad sheet shall be maintained for recording monthly receipts and withdrawal of Provident Fund money during a financial year. Annual statement of GPF account of a financial year shall be issued to the employee by the 30 th September of the Account following year.

Maintenance of GPF account of the Group-D l l 13 1 The detail PF

Maintenance of GPF account of the Group-D l l 13 1 The detail PF ledger account of regular Group-D employees of District Council shall be maintained by the Heads of Offices (Drawing Officers). The Employees accounts shall be kept in bound ledgers which will be machine number. A broad sheet shall also be maintained by each head of Office. All deposits and withdrawal posted in the ledger shall be posted in the broad sheet.

Maintenance of Pass Book l l l 13 2 Every Group-D employees who is

Maintenance of Pass Book l l l 13 2 Every Group-D employees who is subscribing to the General Provident Fund will be provided with a Pass Book which at the time of each supply will indicate the balance at his credit as on the 31 st March of the preceding financial year. The Pass Book will be maintained in format as prescribed in GPF (CS) Rules 1960 the size of which will be 15 cms X 11 cms with thick cover and provided with plastic jackets. At the end of each year the Head of Office will obtain the Pass Book of the employees for completion of entries and return to them.

Major audit points

Major audit points

Audit points l l l 13 4 Interest earned on investment in Term deposit

Audit points l l l 13 4 Interest earned on investment in Term deposit was accounted for in the Annual Accounts for the year under the head “Deposit not bearing interest” instead of revenue head “Interest Receipts” resulting in understatement of revenue receipts and overstatement of receipts under “”Deposit not bearing Interest”.

Audit points l l 13 5 Amount released by the State Government towards interest

Audit points l l 13 5 Amount released by the State Government towards interest due to delay in transfer of grants was not accounted for in the annual accounts resulting in understatement of receipts as well as closing balance.

Audit points l l l 13 6 As per Pass Book, collection of revenue

Audit points l l l 13 6 As per Pass Book, collection of revenue was “XX” during the year. Against this, “X” was accounted for in the annual accounts for the year, resulting in understatement of receipts and closing balance.

Audit points l l l 13 7 Expenditure incurred on construction of District Council

Audit points l l l 13 7 Expenditure incurred on construction of District Council building, market complex and site development, retaining wall, fencing etc. of hostel building was accounted for as revenue expenditure instead of capital expenditure resulting in understatement of capital and overstatement of expenditure.

Audit points l l 13 8 Wide variations between provision and actual collection of

Audit points l l 13 8 Wide variations between provision and actual collection of revenue (land revenue, taxes on vehicles) indicated flaws in the budgeting process.

Audit points l As per District Fund Rules, all moneys pertaining to District Fund

Audit points l As per District Fund Rules, all moneys pertaining to District Fund shall be held in the treasury. – – 13 9 The council invested in term deposit with the Bank. The Council had been maintaining a savings bank account.

Audit points l l 14 0 The reports (UC) on utilisation of “XX” amount

Audit points l l 14 0 The reports (UC) on utilisation of “XX” amount furnished by the Council did not exhibit the actual state of affairs; as only work worth “X” was executed.

Audit points l l 14 1 Since the vehicles were allotted to the executive

Audit points l l 14 1 Since the vehicles were allotted to the executive members and members were also claiming reimbursement for the POL of these vehicles, payment of mileage allowance to these members was not justified, which resulted in extension of double benefit involving expenditure of “XX”.

Audit points l l 14 2 The Council incurred expenditure on payment of pay

Audit points l l 14 2 The Council incurred expenditure on payment of pay and allowances to drivers/mechanic. Since no work was allotted to these drivers/mechanic according to their skill, the expenditure was unproductive.

Audit points l l 14 3 The Council paid to SEB as minimum charges.

Audit points l l 14 3 The Council paid to SEB as minimum charges. Since, requirement of power was minimal, continuation of higher contract demand was not a prudent exercise.

Audit points l l 14 4 Non deduction of sales tax/VAT from the bills

Audit points l l 14 4 Non deduction of sales tax/VAT from the bills of contractors thereby giving undue benefit to the contractors at the cost of the State Exchequer.

Audit points l 14 5 Non realisation of trading licence fee from non-tribal traders.

Audit points l 14 5 Non realisation of trading licence fee from non-tribal traders.

Audit points l l l 14 6 Entertainment of large staff (officers and staff)

Audit points l l l 14 6 Entertainment of large staff (officers and staff) without norms. Total expenditure on salary and TA during the year in respect of officers and staff constituted around 56 per cent of the total revenue expenditure leaving only 44 per cent for development and other activities.

Audit points l Scrutiny of records (Daily Receipt Registers, Cash Books, Challans etc. )

Audit points l Scrutiny of records (Daily Receipt Registers, Cash Books, Challans etc. ) revealed that – – l Out of `1. 95 crore, – – l 14 7 against `2. 39 crore revenue realised during the year, only `44 lakh was deposited in Personal Ledger Account (PLA) maintained with the Treasury and reflected in the Annual Accounts for the year, resulting in understatement of receipts by `1. 95 crore. `1. 39 crore was remitted into the Treasury after a considerable delay leaving a balance 56 lakh with the council. Retention of revenue outside the PLA was not only contrary to the Rule but is also fraught with the risk of misappropriation.

Audit points l Professional tax deducted from salary bills of the employees for credit

Audit points l Professional tax deducted from salary bills of the employees for credit to the Council’s Fund, was not accounted for as – – l 14 8 receipts under the head ‘Taxes on Income and expenditure’, resulting in understatement of receipts.

Audit points l l Funds were in deposit accounts with bank in favour of

Audit points l l Funds were in deposit accounts with bank in favour of Civils works and Forest Departments of the Council. The amount was, however, accounted for as – – 14 9 expenditure in the Annual Accounts instead of as closing balance, resulting in overstatement of expenditure and understatement of closing balance.

Audit points l l l 15 0 Opening and closing balances of `X and

Audit points l l l 15 0 Opening and closing balances of `X and `X shown under the head “Cash Remittances-Remittances into Treasury- Personal Ledger Accounts (PLA)” included cash balances. Since this head relates to PLA, inclusion of cash balance under this account is not correct. Transfer of funds from 1 st PLA to 2 nd PLA and vice versa were also shown as revenue receipts in the account.

Audit points l The discrepancy in – – l have not been reconciled for

Audit points l The discrepancy in – – l have not been reconciled for receipts and disbursement. l Annual accounts showed expenditure under the head “Rural Development – Council’s own plan scheme”. Records in support of this expenditure though called for had not been furnished. In the absence of supporting records, the veracity of expenditure could not be ascertained in audit. l l 15 1 the Treasury Pass Books and as per Accounts

Audit points l l l 15 2 Lease money in respect of 16 hats

Audit points l l l 15 2 Lease money in respect of 16 hats and nine fishery mahals required to be realised under regulation of District Council had not been realised till date. One bamboo mahal (area containing plantation of bamboos) was settled by the councial with a lessee for `5 lakh in 2000 -01 and thereafter neither tender was invited for settlement of this mahal nor minimum value was assessed and mahal was settled in 2006 -07 at `4 lakh. Cash of the council revealed that entries were not attested by the Secretary, there was no indication of verification of totaling by the Secretary, certificate in support of physical verification of cash balances was not recorded and in many cases, corrections were made in the cash book by overwriting.

Miscellaneous l l 15 3 The Audit has indicated that the Government remained a

Miscellaneous l l 15 3 The Audit has indicated that the Government remained a silent spectator when funds were being transferred to the bank accounts from treasury without any voucher or valid sanction of the authority. The treasury operates under the direct control of the state government.

Miscellaneous l Principal secretary of the District Council, who was allowed to hold dual

Miscellaneous l Principal secretary of the District Council, who was allowed to hold dual charges of the – – l 15 4 district administration as well as the autonomous council for more than six years by the state government, did not present any voucher or relevant records of utilisation for “XX” crore.

Miscellaneous l 15 5 The Audit has found serious discrepancy in the budget of

Miscellaneous l 15 5 The Audit has found serious discrepancy in the budget of the Government, which was pumping in more money than what was proposed in the budget for the District Council.

Miscellaneous l 15 6 Discrepancy between the fund set aside in the budget of

Miscellaneous l 15 6 Discrepancy between the fund set aside in the budget of the state government and receipt of the fund by the autonomous council.

ACTS AND RULES Sample

ACTS AND RULES Sample

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 15 8 Assam and

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 15 8 Assam and Meghalaya Autonomous Districts (Constitution of District Councils) Rules, 1951. The UK-JHD (Application of Laws) Regulation, 1952 The UK-JHD Fund Rules, 1952. The UK-JHD Council Members’ (Salaries and Allowances) Act, 1953. The UK-JHD Council Chairman’s Deputy Chairman’s and EM’s (Salaries and Allowances) Act, 1953.

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 15 9 The UK-JHD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 15 9 The UK-JHD (Administration of Justice) Rules, 1953). The UK-JHAD (Management and Controls of Markets) Act, 1953. The UK-JHD (Transfer of Land Act) 1953. The UK-JHD (Revenue Assessment) Regulation, 1953. The UK-JHD (Land Revenue) Regulation, 1953.

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 0 The UK-JHD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 0 The UK-JHD Fishery Act, 1954. The UK-JHD (Christian Marriage) Act, 1954. The UK-JHAD (Prevention of Epidemic Diseases) Act, 1954. The UK-JHD (Trading by non-tribals) Regulation, 1954. The UK-JHAD (Election of Wahadar) Act, 1955.

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 1 The UK-JHD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 1 The UK-JHD Divorce Act, 1955. The UK-JHAD (Electors from the 23 clans of Raid San Shnong of Mylliem Syiemship) Act, 1957. The UK-JHAD (Management and Control of Markets) Rules, 1957. The UK-JHAD (Management and Control of Forests) Act, 1958. The UK-JHAD (Trading by non-tribals) Rules, 1959.

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 2 The UK-JHAD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 2 The UK-JHAD (Appointment and Succession of Chiefs and Headmen) Act, 1959. The UK-JHAD (Management and Control of Forest. Rates of Royalty) Rules, 1959. The UK-JHAD (Administration and Election of Sirdar of Mawlong) Act, 1960. The UK-JHAD (Management and Control of Forests) Rules, 1960. The UK-JHD (Taxation on Professions, Trades, Callings and Employments) Regulation, 1960.

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l 16 3 l The UK-JHD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l 16 3 l The UK-JHD (Establishment of Town Committee) Act, 1960. The UK-JHAD Council Service Rules, 1961. The UK-JHD (Establishment of Town Committee) Rules, 1962. The UK-JHAD (Taxation on Professions, Trades, callings and Employments) Rules, 1963. The UK-JHAD (Election of Sirdar Dwara Nongtyrnem) Act, 1970.

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l 16 4 l The KHAD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l 16 4 l The KHAD Chairman’s, Deputy Chairman’s and Executive Members’ (Salaries and Allowances) Act, 1973 The KHAD (Court Fee) Rules, 1976. The KHD (Establishment Management and Control of Market) Regulation, 1979. The KHAD (Administration and Election of Sirdar of Wahlong) Act, 1985. The KHAD (Administration of Elaka) Act, 1991.

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 5 The KHAD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 5 The KHAD (Nomination and Election of Syiem Nongkhlaw Elaka) Act, 1994. The KHAD (Appointment and Succession of Sirdar and Headmen of Riangsih Sirdarship) Act, 1995. The KHAD (Appointment and Succession of Sirdar and Headmen of Nonglang Sirdarship) Act, 2000. The KHAD (Leader of Opposition Salary and Allowances) Act, 1996. The KHAD (Administration and Election of Sirdar of Saw Raid Khyriem Syiemship) Act, 1997.

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 6 The KHAD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 6 The KHAD (Khasi Social Custom of Lineage) Act, 1997. The KHAD (Members Pension) Act, 1997. The KHAD (Prevention of Defection) Act, 2003. The KHAD (Nomination and Election of the Syiem, Dy. Syiem and Electors of Nongstoin Syiemship) Act, 2003. The KHAD (Prevention of Defection) Rules, 2005.

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 7 The KHAD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 7 The KHAD (Appointment and Succession of Sirdar and Headmen of Jyrngam Sirdarship) Act, 2005. The KHAD (Appointment and Succession of Sirdar and Headmen of Laitkroh Sirdarship) Act, 2006. The KHAD (Appointment and Succession of the Sirdar and Headmen of Pamsanngut Sirdarship) Act, 2006. The KHAD (Nomination and Election of the Syiem, Deputy Syiem and Electors of Hima Maharam) Act, 2006. The KHAD (Appointment and Succession of Sirdar and Headmen of Saitsohpen Sirdarship) Act, 2007

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 8 The KHAD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 8 The KHAD (Appointment and Succession of Syiem, Deputy Syiem and Electors of Myriaw Syiemship) Act, 2007. The KHAD (Appointment and Succession of Syiem, Deputy Syiem, Electors and Rangbah Shnong of Mylliem Syiemship) Act, 2007. The KHAD (Nomination and Election of the Syiem, Deputy Syiem and Headmen of Langrin Syiemship) Act, 2007. The KHAD (Appointment and Succession of the Syiem, Syiem Khynnah and Headmen of Jirang Syiemship) Act, 2007. The KHAD (Nomination and Election of the Syiem, Deputy Syiem, Myntri, Basan and Rangbah Shnong of Bhowal Syiemship) Act, 2008.

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 9 The KHAD

ACTS AND RULES APPROVED/ASSENTED BY THE GOVERNOR l l l 16 9 The KHAD (Appointment and Succession of Syiem, Deputy Syiem, Electors and Rangbah Shnong of Mylliem Syiemship) Act, 2007 The KHAD (Nomination and Election of the Syiem, Deputy Syiem, Lyngdoh and Sordar of Rambrai Syiemship) Act, 2010 The KHAD (Protection and Promotion of Khasi Traditional Medicine) Act, 2011