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4th Controller's Training Committee Meeting 2012-13 held on 14th ...
Transcript of 4th Controller's Training Committee Meeting 2012-13 held on 14th ...
2
INDEX
Pages
1. List of Participants (Appendix – A) 03
2. Opening address by the PCDA (BR) (Appendix – B) 04-06
3. Minutes of 4th
CTC Meeting (North/North Western Region )
Held on 14th
and 15th
March 2013 at New Delhi
(Appendix - C) 07-09
4. Directives by the PCDA (BR) while
addressing the participants in CTC Meeting 2013
Held at New Delhi (Appendix – D) 10-11
5. Agenda Points of PAO(GREF) Pune
Annexure A 12 -14
6. Agenda Points of JCDA(BR) Chandigarh
Annexure B 15-16
7. Office wise Agenda Points Annexure-C 17-42
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APPENDIX – A
LIST OF OFFICERS WHO ATTENDED CTC MEETING AT NEW DELHI
ON 14TH & 15TH MARCH 2013
SL
No.
Name of Officer Name of Office
1. Shri Banwari Swarup, IDAS,
Principal Controller
PCDA(BR) New Delhi
2. Shri R.L.Negi,IDAS, Addl. Controller JCDA(BR) Chandigarh
3. Smt. Simerjit Kaur, IDAS, Addl. Controller PCDA(BR) New Delhi
4. Shri Dhananjay Singh, IDAS, DCDA PCDA(BR) New Delhi
5. Shri Pushkraj Bharti, IDAS, DCDA PAO (GREF),Pune
6. Shri Kartar Ram, IDAS, DCDA AO (P) Beacon
7. Shri G.R.Kaith, IDAS, DCDA AO(P)Sampark
8. Shri H.V.Lohani,IDAS,ACDA PCDA(BR) New Delhi
9. Smt. Richa Gupta, IDAS, ACDA PCDA(BR) New Delhi
10. Shri Chander Shekhar, ACDA AO(P)Chetak
11. Shri Rash Pal, SAO AO 760 BRTF
12. Shri Rishabjit Singh, SAO AO WBW Pathankot
13. Shri S.K.Gupta, SAO AO(P) Shivalik
14. Smt. P.Vijayalakshmi, SAO AO GREF Centre
15. Shri Vinod Kumar, SAO AO 38 BRTF
16. Shri A.K.Sakolia, SAO AO 762 BRTF
17. Shri R.C.Choudhary, SAO AO 31 BRTF
18. Shri K.Swami, AO PCDA(BR) New Delhi
19. Shri Rakesh Koul, AO AO 32 BRTF
20. Shri J.S.Raina, AO AO 35 BRTF
21. Shri Gian Chand, AO AO 45 BRTF
22. Shri M.S.Kashyap, AO AO 16 BRTF
23. Shri Subash Chandra, AO AO 753 BRTF
24. Shri Amar Singh, AO AO 21 BRTF
25. Shri Balbir Singh, AO AO 36 BRTF
26. Shri Pradeep Kumar, AAO PCDA(BR) New Delhi
27. Shri Mukesh Kumar, AAO AO(P) Himank
28. Shri Digambar Singh, AAO AO STF Hirak
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Appendix - B
OPENING ADDRESS BY PCDA (BR)
4th CTC MEETING – NORTH/NORTH WESTERN REGION
14 – 15 MARCH 2013
My dear fellow members of the DAD fraternity,
It is my proud privilege to inaugurate the 4th North & North Western
Region CTC Meeting at New Delhi.
I welcome all the participants to the CTC Meeting and expect whole-
hearted participation from each one of you. Everybody should feel
free and flag the problems/issues that require clarification. This is
also an opportunity for experience sharing so that we all are
benefited by the collective wisdom of this august group.
The meeting will be convened as per the agenda circulated to all the
participants. In order to make this meeting more effective and
interactive, all the participants will be allowed a time of 10-15
minutes to project their achievements and problems, if any, during
the last one year.
As you are aware, of late, due to certain geo-strategic factors, there
has been an increased pressure on the BRO. Needless to mention,
this pressure is bound to affect all of us in the sense that the
executives will have much higher expectations from us in terms of
delivery of service. In this context, the speed and quality of our
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service is of paramount significance for our effective role playing in
the overall scheme of things.
As you are aware, we have identified few Key Result Areas (KRA),
which have been duly approved by the HQrs Office as targets for
the current Financial Year. It is incumbent upon all of us to do our
utmost in order to concretize our targets. Some of the important
KRAs are as follows:-
* Initiate measures to overcome manpower shortage in PCDA (BR) Organisation.
* Implementation of E payment by all paying offices.
* Updation of Manuals (Internal Audit Manual/OM XIII).
* Inspection of sub-offices.
* Introduction of Quarterly Activity Report on the functioning of AO (P/TF).
* Ensuring timely submission & Quality of Reports.
* Liquidation of outstanding demands/advances.
* Clearance of Suspense Heads.
* Implementation of EDP Projects. Besides above, the areas which require focused attention are Internal
Audit Report and MFAI. Likewise, our performance in the field of
Financial Advice also needs considerable improvement. Since our
AOs are also working as IFAs in the field, they are bound to face
certain issues which impinge upon their functioning and as such, I
would like to devote at least one session exclusively to IFA related
issues.
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These are only some of the critical areas that warrant our focused
attention. We need to retrospect the past, introspect the present and
visualize the future in a comprehensive manner. Once we do this,
we shall embark on the road to excellence.
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Appendix - C
MINUTES OF 4TH CTC MEETING (NORTH/NORTH-WESTERN REGION) HELD ON 14TH &
15TH MARCH 2013 AT NEW DELHI
The CTC meeting for the 2012-13 was held in Delhi on 14th March 2013 & 15th March 2013
under the Chairmanship of PCDA(BR) New Delhi. The venue for the meeting was the Conference
Hall in Indian Federation of United Nations Associations ,New Delhi.
The meeting got underway with the welcome address by Shri Dhananjay Singh, IDAS,
DCDA, where besides welcoming PCDA(BR) amongst others, (List of participants enclosed in
appendix-A), he outlined the objectives of the meeting and requested PCDA(BR) to inaugurate the
CTC meeting 2012-13.
In his inaugural address , Shri Banwari Swarup, IDAS, PCDA(BR) extended a hearty
welcome to all the participants including those officers who have recently joined their respective
assignments. He touched upon various grey areas in administrative as well as functional fields and
urged upon all the participants to introspect and get themselves actively involved in the fields
which demand special attention. He advised all the participants to discuss issues as per agenda
points and in the process, they may raise some other points of common interest which they have
encountered during their day- to- day functioning and find difficulties in resolving them.
While acknowledging the fact that most of the sub-offices are facing acute shortage of
staff/officers in the region and which in other ways, affects the performance of our sub-offices,
he stressed that the officers in the sub- offices must rise to the occasion and get themselves
involved in order to tide over the difficult situation which has arisen out of shortage of staff. He
continued to say that he is seized of the matter and has taken up the issue personally, with the
authorities concerned to ensure that the deficiencies of staff/officers in sub-offices are
removed significantly and he would continue to do so till the staff/officers deficiency situation
improves. On the functional front, he insisted on pursuing excellence in terms of delivery, quality
of work and professionalism. He stressed on achieving targets that are duly approved by HQrs
Office and to do one’s best in concretizing those targets.
He asked the officers to motivate the young recruits, try to contain the attrition and as a
team leader should even try to retain them and help them integrate in the department. He also
advised the Accounts Officers to organize training of their staff in their own offices for half a
day or full day in a month where they should discuss various orders/circulars and their practical
application.
Although he expressed satisfaction over the present e-payment state, he asked all the
officers to achieve cent percent target as per CVC HQrs office guidelines in this regard. Our
offices are presently 5 %to 6 % short of the target.
8
PCDA(BR) also disclosed that Internal Audit Manual and OM Part-XIII are in the process
of updation/preparation. Once finalized, it would be of immense use to our sub-offices. He also
emphasised the need for meaningful inspection of sub-offices. For this purpose, comprehensive
questionnaires /proforma have been devised which have also the approval of HQrs office. This
questionnaire/proforma will be very useful for the Main Office in order to know the state of
works in such sub-offices. In addition, the PCDA (BR) has also devised a comprehensive proforma
for rendition of quarterly activity report by the sub-offices. He stressed on quality of the report
and timely submission of the same.
PCDA(BR) also touched upon several grey areas like liquidation of outstanding demands on
account of TA/DA/LTC, clearance of amount under suspense head, implementation of EDP
project, MFAI/IAR cases and outstanding audit objections. In the case of MFAI/IAR subject, he
expressed his dissatisfaction and anguish over rendition of nil report to Main Office by most of
the sub-offices. He wondered how there could be nil report when other audit agencies were able
to bring to light irregularities of high magnitude. He urged all the participants to go back to the
places of assignment with a resolve and clear intent to render at least one MFAI case in every
quarter. This positive and meaningful step would definitely enhance our reputation in the
department in general and Border Road Organisation in particular.
The outstanding audit objections are a matter of serious concern for all of us, and he
categorically described the state as poor reflection of our functional competence. Although he
agreed that there has to be a matching response from the executive side to address the issue, he
also asked the officers to take a pro active role in the matter and ensure that the outstanding
objections are brought to the barest minimum level. He also added that if positive response is
found to be wanting from the executives despite the efforts made by the officers, he advised
them to report the cases to Main Office or if required, to him directly with comprehensive notes.
At the conclusion of his inaugural speech PCDA(BR) advised that we all need to retrospect
the past events or activities, introspect the present and visualize the future. There is no finish
line in the race for excellence. In such a forum for discussion, will definitely surface ideas which
need to be translated into action.
Following the end of the speech, discussion on the agenda points was initiated by Shri
Dhananjay Singh, IDAS, DCDA and Shri H.V.Lohani,IDAS, ACDA and a threadbare deliberation
followed on all issues one after another. All the participants made a detailed account and
presentation on the issues concerning their offices. PCDA(BR), wherever necessary, intervened
and expressed his point of view on the issues.
After thorough discussion on all the issues of importance, decisions were arrived at in
respect of each issues which are appended in Annexure A,B,C(i),C(ii) &D.
Winding up the two day marathon session, PCDA(BR) expressed satisfaction over the
outcome of the meeting and once again urged upon all the officers present to put in sustained
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Appendix-D
DIRECTIVES BY THE HON’BLE PCDA(BR) WHILE ADDRESSING THE PARTICIPANTS IN
CTC MEETING 2012-13 AT NEW DELHI
(1) Submission of reports/returns:- (a) The reports should be submitted on time (b) The
reports must contain the correct state of relevant affairs.
(2) Qualitative works:- The officers should develop excellence in terms of delivery, quality of
work and professionalism.
(3) Achievement of target:- The officers should achieve the targets under various functional
areas, fixed by the Main Office and approved by the HQrs Office. No shortfall, without
proper and valid justification, will be acceptable. One should do their best in concretizing
those targets by the end of March 2013.
(4) Training of staff/new recruits:- Accounts Officers as a team leader should organize
internal training of staff/recruits in their offices for half a day or a full day in every
month. He should discuss with them the various orders/circulars on functional matters and
sort out the problems bring encountered by them in their day to day activities.
They should also motivate, encourage the new recruits so that they continue to
remain in the department and do not think of quitting the service in the department.
(5) Implementation of e-payment:- Presently payment of about 95% of total transactions are
released on e-mode payment system. As per CVC and HQrs Office guidelines, cent percent
payment should be made on e-mode payment system. All officers should ensure that cent
percent target is achieved in this regard.
(6) Inspection of sub-offices:- Inspection exercises of sub-offices should be meaningful.
Accordingly, comprehensive questionnaire and proforma have been devised by the
PCDA(BR) for the purpose of meaningful inspection of the sub-offices. Since the
inspection report serves as key document in Main Office to know the state of affairs in
sub-offices and also helps to monitor the activities thereat, it is important that the
inspecting officer inspects the offices and compiles the report with due diligence.
(7) Quarterly activity report:- This report which has been devised comprehensively is the
brain-child of PCDA(BR). Accounts Officers in the sub-offices should make use of this
report and apprise the Main Office about the state of affairs in their office. They can
also bring to the notice of PCDA(BR) any important issues through this report.
(8) Grey areas as under:-
(a) MFAI/IAR:- Excepting one or two sub-offices, most of the sub-offices are in the
habit of rendering nil reports to Main Office which clearly reflects the
lackadaisical attitude of the officers towards the core functioning in AO(P)/AO
TF. Henceforth, it should be ensured by AO(P)/AO TF to render at least one
11
MFAI/IAR case with comprehensive note including comments of executives
authorities, in each quarter.
(b) Clearance of amount under suspense head:- AO(P)/AO TF should ensure that no
amount is kept under suspense head by the end of the financial year.
(c) Liquidation of demands on account of advances:- The position of outstanding cases
be reviewed from time to time and ensure that the advances are liquidated
strictly as per extant orders.
(d) Implementation of EDP project:- Suitable software is being developed in Main
Office for use in sub-offices.
(e) Outstanding Internal Audit objections:- While expressing his concern over large
number of outstanding cases, PCDA(BR) directed that
I. AO(P)/AO TF should review all the outstanding cases and reconcile the
position.
II. They should take keen interest and take up matter with the OC/Comdr.
at the personal level in a bid for expeditious settlement of outstanding
cases.
III. AO(P)/AO TF, where necessary, should take up the cases with the CE
(P) for early settlement of the outstanding objections.
IV. In the event of non-response from the executive authorities, the cases
should be brought to the notice of Main Office/PCDA(BR) with
comprehensive note, so that may be taken up matter at the appropriate
level.
V. All out efforts should be made by the AO(P)/AO TF to bring the
number of objections to the barest minimum by the end of March
2013.
Page 12 of 42
ANNEXURE –A
AGENDA POINTS OF PAO (GREF) Pune
Sl
No
Office AGENDA POINTS Remarks of Main office Decision Taken at the CTC
Meeting
01. PAO (GREF)
PUNE
At present, pay & allowances and all other
personal claims upto AAO level, sanction of leave
upto AO level, maintenance of service book upto
AAO level, rendition of MACP report of eligible
AAO/SA/Aud/Clk of AO GREF centre are being
done by PAO (GREF), But AO (GREF) centre is
under the administrative control of JCDA (BR)
Chandigarh. Since PAO (GREF) is entrusted with
all the above mentioned responsibilities, it would
be appropriate to entrust the administrative
control of AO GREF Centre to PAO (GREF).
Agreed in Principle. i) The issue has been
agreed in principle.
ii) PAO GREF may
send SOC giving
pros and cons for
further
consideration in
the Main Office.
(Action: PAO GREF & Main
Office (AN-I)
02. PAO (GREF)
PUNE
The office is having 2 SAOs posted at EDP Centre.
Mr Mehta, SAO (EDP) will be moving out shortly
on promotion & Mr. D. G. Paithane, SAO (EDP)
will be retiring within 2 years. Moreover, Mr.
D.G. Paithane, SAO is planning to visit his son
abroad for a longer period, In case both of them
move out, this office will not have any
experienced hand to handle EDP. Moreover, our
EDP centre is not having an experienced AAO.
Hence HQ office may be requested to consider
the posting of Java trained (as skylark system is
based on Java) SAO and AAO immediately. So
that they can be trained by the officer posted to
Two AAOs from amongst the
posted strength in PAO (GREF)
Pune may be trained to address
the EDP related works. At present
providing EDP trained AAO cannot
be met considering the overall
shortage of AAO in the
organization. However matter will
be taken up with HQrs office.
PAO GREF may explore the
training avenue locally in Pune
and send proposal in SOC for
training to the requisite staff in
Java.
(Action: PAO GREF & Main
Office (EDP Sec))
Page 13 of 42
EDP, at present.
03. PAO (GREF)
PUNE
Though 3 Auditors stand posted to this office by
HQ office as shown on website, appointment
orders have not been received so far. M.O. may
consider issue of appointment order of 3
Auditors who stand posted to this office.
Pre-appointment formalities are
being carried out before final
appointment letters are issued.
AN-I section of Main Office to
expedite.
(Action: Main Office (AN-I))
04. PAO (GREF)
PUNE
Quite often, the officers of this office are
imparting training to the officers/staff of Gref
Centre whenever any course is conducted at Gref
Centre. But no honorarium is being paid to them.
HQ DGBR may be requested by M.O. to instruct
Gref Centre to pay honorarium to this office for
delivering lecture.
A statement of case may be
forwarded to Main Office for
taking up the case with HQ DGBR.
PAO GREF may send SOC giving
details of the training being
imparted to GREF Centre for
taking up the matter with HQ
DGBR for payment of
honorarium.
(Action: PAO GREF & Main
Office AN-I))
05. PAO (GREF)
PUNE
It is observed that lot of communications are
received in this office from AO CE(P)/TF regarding
non-adjustment of P&A of GREF officers and
personnel on the plea that some individual/ Units
have moved out of their jurisdiction without
raising TBO against the AO (EDP)/TF to which
individual/ unit moved or attached. Summary of
A/C to be adjusted by raising TBO.
All AOs (P)/AOs TF should raise
TBO on account of P&A of those
GREF officers/ Personnel who
have been transferred out and
the summary of accounts sent by
PAO (GREF) Pune needs to be
adjusted immediately on receipt
of the same.
As per the instructions on the
subject, Task Force/Project
office receiving debit on
account of pay & allowances
will accept the same without
any correspondence with PAO
GREF and then may raise TBO
against the office to which the
individuals have been posted
out.
At the same time PAO GREF is
Page 14 of 42
to ensure that they update
their record and should send
the debit correctly to the
concerned office.
(Action: 1. All AOs(TF/P)
06. PAO (GREF)
PUNE
At present CEA claims are being passed by PAO
(Gref). It is proposed that the CEA claims may be
passed by the concerned AO offices as no service
profile/ S.B of the individual is available in this
office. It will be more convenient of Gref
personnel to approach concerned AO office for
any doubt regarding CEA claims. It is proposed
that CEA claims may be admitted by AO offices
and nominal Roll may be forward to this office
for crediting in the IRLA.
The proposal is agreed with
principle. For the present status
quo may be maintained. However
necessary directives will be issued
in this regard from Main Office
shortly.
Detailed guidelines will be
issued by Main Office shortly.
(Action: Main Office –PAO Cell)
Page 15 of 42
ANNEXURE-B
Agenda Point of JCDA (BR) Chandigarh for CTC Meeting 2013
Sl
No
AO(P) /
AO TF
Points in Details Comments of
JCDA(BR) CHD
Comments of Main
Office
Decision Taken at the CTC
Meeting
01. JCDA(BR)
Chandigarh
Office Accommodation for JCDA (BR) Chandigarh:
The office of JCDA (BR) Chandigarh was situated in the
premises of PCDA (WC), Chandigarh before 11/1998. After
shifting the office from PCDA (WC) Chandigarh building, the
office started functioning from 09.11.1998 from the premises
of Rear 38 BRTF, Chandigarh.
The office of JCDA (BR) Chandigarh had got assessed the
requirement of land for office accommodation from GE (P)
Chandigarh and 1100 Sq meter land was assessed for Office
accommodation.
The matter has already
been
taken up with the CE
(P)
Deepak , Shimla vide
this office letter No.
BR/I/Adm/
178/Accn/I Dt.
15/02/2013
Progress of the case
may be intimated to
Main Office.
Main Office would await for
the progress in the matter and
would extend necessary help
whenever required.
(Action: JCDA(BR)
Chandigarh & Main Office
AN-II)
02 JCDA(BR)
Chandigarh
Modular Furniture for office of JCDA (BR) Chandigarh:
With onset of modernization in every sphere in offices of the
central Government of modular furniture for office of JCDA
(BR) Chandigarh is necessity of time. With modular furniture
in the office, the officers as well as staff can upkeep their
office efficiency up to the mark.
To be discussed in
CTC meeting
Proposal for furniture
items received from
JCDA (BR)
Chandigarh has been
sanctioned vide this
office letter No.
AN/II/62/OC/CHD/
2012-13 dated
14.02.13
A SOC may be forwarded to
Main Office for consideration.
(Action: JCDA(BR)
Chandigarh & Main Office
AN-II)
03 JCDA(BR)
Chandigarh
Posting of Personal Assistant (P.A..) for Addl. CDA:
Consequent upon the joining the office head to the rank of
Addl. CDA in the office of JCDA (BR) Chandigarh, the
requirement of posting of one P.A. is necessary at present. The
posting of P.A in the office may please be expedited.
Being policy matter
may be discussed in
CTC meeting
Matter will be taken
up with HQrs office.
JCDA(BR) Chandigarh may
send SOC so that matter can
be taken up with HQrs office
(Action: JCDA(BR)
Chandigarh & Main Office
AN-I)
Page 16 of 42
04 JCDA(BR)
Chandigarh
Posting of Data Entry Operator (DEO)/EDP trained AAO:
As the office of JCDA (BR) Chandigarh is responsible for
consolidation of Punching Medium in respect of sub-offices
under jurisdiction of this office and is also disbursing pay and
allowances in respect of this office and sub offices through
NEFT, the posting of one DEO and one EDP trained AAO are
required in the office so that the problems being faced by the
staff while operating systems, may be tackled.
To be discussed in
CTC meeting
A SOC for out-
sourcing of DEO
may be forwarded to
Main office for
examination. One
AAO from amongst
the posted strength in
JCDA (BR)
Chandigarh may be
trained to address the
EDP related works.
At present providing
EDP trained AAO
cannot be met
considering the
overall shortage of
AAO in the
organization.
A SOC for out-sourcing of
DEO may be forwarded to
Main office for examination.
One AAO from amongst the
posted strength in JCDA (BR)
Chandigarh may be trained to
address the EDP related
works. At present providing
EDP trained AAO cannot be
met considering the overall
shortage of AAO in the
organization.
(Action: JCDA(BR)
Chandigarh & Main Office
(EDP Sec))
Page 17 of 42
ANNEXURE-C
AGENDA POINTS FOR CTC MEETING: March 2013
AO (P)/ TF WISE AGENDA POINTS:
Sl
No
AO(P) /
AO TF
Points in Details Comments of JCDA(BR)
CHD
Comments of Main
Office
Decision Taken at the
CTC Meeting
01. AO (P) Himank,
Leh
Procurement of spare Parts (Cat A) under delegation
of Powers:
The agenda point in the previous (CTC) Meeting
held at Jammu was raised on the subject regarding
procurement of spare part (Cat-A) as per serial no. 25
(C) of Govt. of India MORTH letter
no.04/696/2007/BEA/21801/PC/DGBR/TPC dated
27/11/2007, the OC’s of field workshops are
empowered to procure spares for
vehicle/Equipment/Plants for Rs.25000/- on each
occasion.
As per Para 913 of BR regulations, the power of
local purchase will be determined with reference to the
value of each article and a number of similar articles.
But nothing has been heard so far.
However the practice followed in area of our audit
jurisdiction is that the financial powers are being
exercise as per each item.
Main office may kindly examine the issue with
reference to the practice followed in other projects and
issue necessary guidelines in this regard.
Matter already discussed in
CTC meeting on 22nd -23
rd
March 2012 at AO (P) Sampark
and practice followed in AO (P)
Project falling under the
jurisdiction of CDA Guwahati
may be ascertained.
The matter has been
examined at this end in
the light of Guidelines of
DPM, Note below Rule
147 of FR-Pt.I, Para 748
of MESR and BRDB
letter dated 27.11.07 and
it is stated that powers
should be determined
with reference to the
value of a number of
similar articles purchased
at the same time and not
by the total cost of all the
items purchased at a
time.
AO(P) Sampark to
submit a SOC to
Main Office for
examination and
necessary
instructions on the
issue. Meanwhile
powers should be
determined with
reference to the
value of a number of
similar articles
purchased at the
same time and not
by the total cost of
all the items
purchased at a time.
02. AO 16 BRTF, Leh During the month of Jan/Feb every year. Task Forces
prepare their Annual requirement of Cat B stores for
the next Financial year which includes construction
materials & other Misc. Stores Such an Annual
requirement is prepared in the form of a document
called ARA (Annual Resources Appreciation). The
projection of quantitative requirement of various items
in ARA document is decided by the Engineering
Authorities in BRO on the basis of works planned to
Suitable instructions in this
regard are required to be issued
to AO TF/AO (P) after
thorough discussion on the
subject in CTC.
As local IFA, AO (P)/AO
TF are required to
involve themselves from
AON stage to
finalisation. As such AO
is expected to vett the
ARA from the necessity
points of view as well as
the provision in the TS.
AO(P)/AO TF
should vet the ARA
when received from
the executive and
also ask for the
approved copy of
the ARA from the
executive before
vetting any
Page 18 of 42
be executed, on ground targets to be achieved
quantities of cement bitumen other constructional &
Misc. stores required as per engineering indices. The
ARA document was so far being approved by Chief
Engineer after deliberation with user Task Force
Commander. This year, However ARA has been
forwarded to this office for vetting. This new practice
is now being set by the executive authorities to rope in
audit to vet the quantitative requirements projected in
ARA by the engineering appreciation.
Comment of AO 16 BRTF:
It may be appreciated that quantitative requirements
have been prepared by the engineering authorities on
the basis of works planned to be executed on ground
targets to be achieved, quantities of cement, bitumen,
other constructional & Misc. stores required as per
engineering indices. Moreover, the basis of arriving at
the quantitative requirements as per engineering norms
lie with engineering experts and the Accounts Offices
would hardly have anything to contribute or make any
value addition in this arena, particularly on the basis of
inputs reflected in the ARA. An extract of first 02
page of ARA document is enclosed herewith for
appraisal to evaluate the inputs placed on record by the
executive authorities on the basis of which quantitative
requirements are sought to be vetted from audit.
Besides above, at the time of procurement stage,
when procurement proposal is received in AO office,
the same is examined with reference to all parameters
such as whether items is catered for in the technical
sanction, TS provision. Fund availability, price
reasonability etc. since all these inputs are available on
record at that time. Vetting would not only be an
infructuous exercise but also could lead to overlapping
i.e. vetting the quantitative requirement at ARA stage
and again at the time of according concurrence to
procurement proposals.
procurement
proposal.
Action: All
AO(P)/AO TF
Page 19 of 42
03 AO 16 BRTF, Leh Based on functional requirements on ground, priority
of works plans etc. re-appropriation of funds is done
by chief engineer (P) from time to time during the
course of a Financial year as per Job requirements.
Such powers are vested in chief Engineers in terms of
Para 576 of BR Regulations. During the course of re-
appropriation, additional allotment/withdrawal of
funds is done amongst various jobs under the same
Major Head and quantum/magnitude additional
allotment/withdrawal is done in accordance with
targets fixed / planning on ground. For the first time,
re-appropriation proposal has also been sent to this
office by the executives to vet the quantum of
additional allotments being made or withdrawals being
ordered.
Comment of AO 16 BRTF:
It is opined that making any additional allotment to a
job or withdrawal of funds from a job during the
course of its execution of with in sanctioned
appropriation, to achieve priorities/targets is solely
with in the purview of executive authorities and an AO
office may not be in a position to appreciate the
position of jobs on ground/assess the gravity of
priorities/physical position of a job on ground/
geographical or climatic constraints on spots etc.
Executive authorities may be in a better position to
assess the realistic situation on ground and mobilize
manpower/financial resources at their disposal in a
rational manner.
As per Para 576 of BR
regulation AO TF is not
required to vet the re-
appropriation of fund.
Agreed. The case has already
been referred to
BRDB Secretariat ,
Action: (Main
Office Budget
Sec)
04. AO 753BRTF, Leh Nil
05. AO (P) Shivalik,
Rishikesh
Shortage of Staff:-
At present this office is functioning with only one Sr.
Auditor Sh. Angat Singh, AAO/8328154 was posted
to this office vide Main office letter AN/I/77CHD/Vol
X dated 24/07/2013 as a substitute of Sh. B.S. Bisht
AAO/8335366 who has already been relieved from
this office on 31/07/2012 but Sh. Angat Singh AAO
has not reported since then. Hence suitable staff may
please be posted for smooth functioning of this office.
Being Policy matter may be
discussed in CTC meeting
There is an overall
shortage of Officers/staff
in the organization.
Every effort is being
made to make available
Officers/Staff to the sub-
offices for smooth
functioning of the
offices. The matter
The matter regarding
augmentation of
Officers/Staff
strength in BRO
Sub-offices has
already been taken-
up with the
appropriate authority
and Main Office is s
Page 20 of 42
regarding shortage of
officers/staff is being
taken up regularly with
HQrs Office. However,
the position has been
noted for further
necessary action.
seized of the matter.
(Action : Main
Office –AN-I)
06 AO 21 BRTF,
Joshimath
Nil
07. AO 36 BRTF,
Uttarkashi
Nil
08. AO(P)
Deepak, Shimla
Nil
09. AO 759 BRTF,
Jeori
Shortage of Staff:
This task force was shifted from Aghanistan to
Solang Valley (HP) under Project Rohtang Tunnel in
the year 2009 from that date no Accounts Officer has
been posted. At present the location of this Task Force
is at Jeori (HP) and only one AAO and two Auditors
have been posted which are not enough to carrying out
of routine works of office. Hence it is requested to
provide AO and at least one Auditor in this office
please.
To be discussed in CTC
Meeting.
There is an overall shortage
of Officers/staff in the
organization. Every effort is
being made to make
available Officers/Staff to
the sub-offices for smooth
functioning of the offices.
The matter regarding
shortage of office rs/staff is
being taken up regularly
with HQrs Office.
The matter regarding
augmentation of
Officers/Staff
strength in BRO
Sub-offices has
already been taken-
up with the
appropriate authority
and Main Office is
seized in the matter.
(Action : Main
Office –AN-I)
(Action : Main
Office –AN-I)
10. AO 759 BRTF,
Jeori
Office and Living Accommodation:
This office has moved with Task Force from its old
location Solang valley to Jeori. Only one room 10 x 10
Feet has been provided for office, which is not
sufficient. In the same room office work is being
conducting and AAO is also discharging his duty with
the staff in the same room. After several requests and
many reminders issued to HQ but no accommodation
has been provided to this office. It is requested to issue
the instructions to Task Force Commander through CE
(P) Deepak to provide the accommodation and office
furniture as per our previous demand. There is no
Being policy matter may be
discussed in CTC meeting
This matter was
discussed in the last CTC
meeting held at AO (P)
Sampark and it was
decided that AO (P)
Deepak will take up the
matter with CE (P)
Deepak demi- officially
and intimate status to
Main office. Outcome is
awaited.
As informed, the
problem is sorted
out now as more
room has been given
the the AO office.
No further action
required, as the issue
stands closed.
Page 21 of 42
separate room for store/old stock.
11 AO 759 BRTF,
Jeori
To make the 98% Payment to IOC:
As per MOU 98%payment will be made by AO office
in the IOC bills without watching CRV’s. This
payment has been done on receipt of bills from IOC.
As per our discretion it is not in order. We have no
token verification for receipt of consignment from the
consigner. This office is of the view that MOU may be
changed and full payment may be made on receipt of
full quantity along with the CRV and other supporting
document. In case it is not possible then at least a
token verification may be enclosed with the bill that
full quantity has been received by the consignee.
Already included in last CTC
meeting
The matter was clarified
in the last CTC meeting
held on 22& 23 March
2012 at AO (P) Sampark.
It is reiterated that the
payment of IOC bills
may be made as per
MOU.
Action- All AOs
(P/T.F.)
12. AO 38 BRTF,
Manali
Claims for grant of non-productivity linked (ad-hoc
bonus) to CPLs working in the area of 70 RCC under
HQ 38 BRTF, have been received in this office for
payment. The same was returned as per Para 2 (iii) of
GOI Min of Finance, Department of Expenditure E III
A Branch letter no. 7/24/2007/E III (A) dated 05-10-
2012 (copy enclosed) which clearly stipulated that the
casual labours who work in office following a 6 day
week for at least 240 days each year for 3 years or
more (206 days in each year for 3 years or more in the
case of officer observing (5days week), will be eligible
for this Non PLB (ad-hoc bonus) payment.
In this connection it is submitted that Casual labours
employed in GREF are working on roadside and not in
office accordingly in the opinion of this office, they
are not entitled for the ad-hoc bonus w.r.t above
quoted Govt. letter. It is pertinent to mention here that
the payment of ad-hoc bonus to CPLs in GREF is
being admitted in audit in the past and claims are
being preferred for payment.
In view of the above it is requested to clarify the
matter whether the CPLs in GREF who are working
on road side are also entitled for ad-hoc bonus.
2. Para -214 of Br regulation stipulates that the
members of the force shall be governed by the central
Required to be discussed in
CTC meeting.
The practice being followed
in BRO for grant of bonus
to CPLs who fulfill the
criteria for the same is
correct. Further there
should not be any doubt
regarding going to office or
to work.
1.Action- AO 38
BRTF
2. AO 38 BRTF may
Page 22 of 42
civil services (leave) Rules, 1972 as amended from
time to time. Leave will commence from the date on
which rail Accommodation become available at the
nearest rail head from the place of duty and will
terminate the date on which he reports for duty at the
rail head.
Of late it is seen that cash TA sanction in term of para
304 of BR regulation, read with in conjunction with
Rule 47 III of TA (revised addition 1976) has been
accorded for home town LTC and the member of the
GREF are claiming cash in lieu of railway warrants
from duty station to their home town and back
alongwith journey period(from
Istingri/udeypur/Manali) in term of 241 BR
Regulation.
In view of above this office is of the opinion that if the
GREF personnel travel on railway warrant then they
are entitle for journey period upto rail head and if they
are given cash TA sanction then their leave should be
start their duty station. Further the cash TA sanction
has been authorized to Gref officer only in term of
Para 302 BR regulation.
send the case
regarding issue of
Cash TA sanction to
Main Office for
further examination.
(Action : AO 38
BRTF & Main
Office AN-III)
13. AO STF HIRAK,
Champawat
AO S.T.F. Hirak is having dual nature of duties i.e.
HQ CE STF Hirak as well as the units falling under
HQ 50 BRTF. It is intimated that the authorized
strength of Auditors in respect of this office is seven
but only one Sr. Auditor and one clerk are posted at
present. AO/Sr. AO have not been posted since the
retirement of previous Sr. AO on 31/10/2012.
Furthermore, one of the posted Sr. Auditors is due to
retire on 31/10/2013 & often remains on leave due to
his domestic constraints. Many times our office is
dependent on the attached GREF personal for
important works like posting of demands, preparations
of construction accounts, PM and even for passing of
bills which should have done by our own staff.
Considering the volume of work, including Internal
Audit Main office is requested look into it favorably
and requested to post the AO/Sr. AO and at least three
PCDA (BR) is requested to
consider please.
There is an overall
shortage of Officers/staff
in the organization.
Every effort is being
made to make available
Officers/Staff to the sub-
offices for smooth
functioning of the
offices. The matter
regarding shortage of
officers /staff is being
taken up regularly with
HQrs Office.
The matter regarding
augmentation of
Officers/Staff
strength in BRO
Sub-offices has
already been taken-
up with the
appropriate authority
and Main Office is
seized of the matter.
(Action : Main
Office –AN-I)
Page 23 of 42
auditors for smooth running of the office work.
14. AO STF HIRAK,
Champawat Procurement of Spare parts (Cat A)
As per item 25 C of Govt. of India, MORTH letter No.
04/696/2007/BEA/21801/PC/DGBR/TPC dt
27/11/2007, OC’s of field workshops are empowered
to procure Cat A spare parts for I 25000/- on each occasion. However, in many case OC’s are procuring these spares quoting the authority of Para 913 of BR regulation as for each item. Thus the financial powers of procurement of Cat A spares are being exercised by the GREF authorities on the principle i.e. with reference to the value of each article & a number of similar articles purchased at the same time and not with reference to the total cost of all items purchased at the time. AO office is of the view that the total value of a supply order of Cat A spares required for one Vehicles/Plat/Equipment should be treated as an occasion & the CFA to be determined on the total value of that occasion.
The case is genuine and required to be discussed in CTC meeting.
The matter has been examined at this end in the light of Guidelines of DPM, Note below Rule 147 of FR-Pt.I, Para 748 of MESR and BRDB letter dated 27.11.07 and it is stated that powers should be determined with reference to the value of a number of similar articles purchased at the same time and not by the total cost of all the items purchased at a time.
Action- All AOs (P/T.F.)
15. AO STF HIRAK, Champawat
Audit Concurrence in IFA system
It has been observed that the proposals of procurement through supply orders or through contract agreement are being sent to AO (P)/ AO TF at the final stage i.e. after deciding L1 by the executives. Because of receipt of the proposal at this stage, the Account Offices (P)/ AO TF have limited scope to offer valuable comments on the proposed. Hence Accounts Office is of the view that the AO (P)/AO TF should be from the initial stage i.e. Acceptance of Necessity.
May be discussed in CTC meeting.
As local IFA, AO (P)/ AO TF is required to involve themselves from the AON Stage onwards as per IFA (BR) Manual Para 2.9.
Detailed guidelines in this regard have been circulated by M.O. Circular No.110 dated 21.03.2013. The same are required to be followed by all AOs(P/T.F.) (Action: All AOs (P/T.F.) & Works Cell of Main Office to take up the matter with HQ DGBR for issue of instructions to the units.)
Page 24 of 42
16. AO Gref Centre Pune
AS on date this office is having Rs. 90176752/- pertaining to TBO’s raised against various projects with oldest outstanding for the month of 6/2010. Consequent to introduction of MPS the debit raised prior to introduction of MPS needs to be accounted for. As the response from AO Project/AO task forces is not forthcoming this point may be included for discussion.
May be discussed in CTC meeting
List of offices who have not responded to the TBOs may be asked to respond the TBO by the 31.03.2013. Further progress may be intimated to M.O.
Action: AO GREF Centre & All AOs (P/T.F.)
12 AO (P) Chetak, Bikaner
Switching over to automated environment:- There is lot of scopes for office automation in the offices of AOs TF. This office proposes that a Software may be got developed for automated passing of bills on a system after linking the same with already fed Adm Approval, Technical sanction and Allotted funds for the year. This will facilitate following:
a) PM, MER, MES and construction A/Cs will be generated by the system.
b) Budget control and monitoring of funds. c) Controlling the expenditure to remain within
the tolerance limit of Adm Approval. d) Monitoring of item-wise expenditure against
the item-wise provision in T.S.
To be discussed in CTC meeting
Development of AO BRTF project is in hand at Main Office which will take care of office automation in various Sub Offices.
GO(EDP) Main Office to form a team and intimate Progress of the action plan. (Action: Main Office –EDP Section)
13. AO 49 BRTF, Hanumangarh
Nil
14. AO 45 BRTF, Jodhpur
Clarification on Condition 64 of IAFW-2249: As Per condition 64 of IAFW-2249 in case of measurement, lump sum and term contract the contractor shall be entitled to be paid advance on account (RAR payment) of work done/material supplied at the following percentage:- For work not exceeding 5 lac: 90% of the value of work executed. For work exceeding Rs. 5 lac but not exceeding 10 lac: 90% of the work executing for the first 5 lac and 92.5% of the value of work executed for the balance. For works exceeding Rs 10 lac: 90% of first 5 lac, 92.5% of next 5 lac and 95% of the value of work executed for the balance.
To be discussed in CTC meeting
Retention money is required to be retained as per condition 64 of IAFW2249. The Quantum of retention money of Rs. 1.5 Lakh or 1% of CA amount, whichever is more will be applicable only when the RAR is supported with completion certificate issued by OC contract.
Action- AO 45 BRTF & All other AOs (P/T.F.)
Page 25 of 42
The amount so retained is called the retention money and shall be released to the contractor at the time of final bill. Further, in case the amount of such retention money is more than Rs. 1.5 lac, then after retaining an amount of Rs.1.5 lac or 1 % of the contract amounts as executed whichever is more, the balance amount of retention money will be refunded to the contractor on satisfactory completion of works as certified by GE. In this regard, a clarification received from Dte GBR vide their letter no. 24269/DGBR/CTK/102/E8 dated 1/8.05.2008 (copy enclosed) wherein it has been clarified that the retention money shall not exceed 1.5 lac or 1% whichever is more. In the opinion of this office during the course of execution of work the retention money to be held from advance on account payment of the contractor should be strictly as per laid down percentage as mentioned in condition 64 (a), 64(b) and 64(c) and during the course of execution of work the amount of retention money may exceed Rs. 1.5 lac or 1% of the contract amount. However on satisfactory completion of work as certified by the GE, after retaining 1.5 lac or 1% of the contract value whichever is more, the balance amount (amount in excess of Rs. 1.5 lac or 1% of CA already retained from RAR payments of the contractor during the execution of work) may be refunded to the contractor without waiting for the final bill. The point needs deliberations in CTC meeting to implement the orders in their letter and spirit and to have a uniform application of conditions of contract (IAFW-2249) in all the offices of AO (TF) and AO(P).
AO 45 BRTF, Jodhpur
Advance Tax deduction on retention money (held from the payment of contractors) at the time of RAR Payments: As per condition 64 of IAFW-2249 at the time of payment of RAR, certain percentage, from the amount due to the contractor on account of work done, is retained as retention money and the same is released at
To be discussed in CTC meeting
This problem has not been encountered in any other area. However, IT. Official can be apprised that they should consider work done amount and not the payment received.
Income Tax to be deducted as per CBDT orders. Decision will follow shortly. (Action:Main Office
Page 26 of 42
the time of payment of final bill. As per practice, at the time of making advance on account payment (RAR), the Income Tax, Sales Tax and Labour Welfare Cess are deducted from the payment of the contractor with reference to the total work done (payment due to the contractor plus retention money withheld) and not w.r.t the amount due/released to the contractor. As a result, the quarterly statement of Tax deducted at source (TDS) submitted by the Task Force to the concerned Tax collecting authority i.e. Income Tax Department, Sales Tax Department and Labour welfare Department shows mismatch as the amount of TDS deducted w.r.t the work done comes more than the amount of TDS deducted due w.r.t the amount released to the contractor. In cases where the contractors usually get refund of such excess amount at the time of filing of annual return to the concerned Tax collecting authority. But, at the time of payment of final bill to the contractor, the TDS is not deducted on the portion of retention money held as per condition 64 of IAFW-2249 (which is released at the time of final bill), with the impression that the TDS on the portion of retention money has already been deducted at the time of releasing RAR payments. In this way, the contractors always take undue benefit by getting refund of excess tax already deducted at the time of RAR payments and the quarterly statement involving payment of final bills submitted to Income Tax Department does not match with the amount of tax due w.r.t amount due/ released to the contractor. This invites unnecessary issue of show cause notices for such mismatch with directions to deposit the difference by the tax collecting authorities to the payment releasing authority i.e Commander Task Force. In view of the above, this office is of the opinion that the TDS should be deducted w.r.t to the payment due/released to the contractor at any time not w.r.t to the work done. The points needs deliberations in the
While issuing Form 16, a column for work done amount can be inserted in the form. The practice being followed in other Projects/ TFs can also be ascertained.
– Store Section)
Page 27 of 42
CTC meeting to have the correct and uniform practice in all the offices of AO (TF), so that undue benefit to the contractors (by way of refund of tax at the time of filling of annual tax return), may be checked on one hand and displeasure of the Tax collecting authorities may be avoided on the other.
AO 45 BRTF, Jodhpur
Abolition of Surcharge and Cess on Tax deducted on non salary payments made to the resident Tax payers (contractors): Dte GBR letter No. 24228/DGBR/GEN/POL/10/E8 dated 20.05.2011 received vide 45 BRTF letter No.8004/P/101/E8 dated 10.06.2011 on the subject may please be referred (copy enclosed) As per CBDT circular No. 05/2010 circulated vide GOI MOF Department of revenue (CBDT) F. No. 142/13/20120-SO (TPL) dated 03/06/2012 and explanatory notes to the provisions of the Finance (No.2) Act 2009, (photocopies of relevant pages enclosed), the Surcharge and Cess on TDS on non salary payment to the resident tax payers has been abolished ( the extract of orders given below):- Para 3.2-2 SURCHARGE –IV- In case of every firm and domestic company no surcharge shall be levied. Para3.2-3 EDUCATION CESS:- The additional surcharge called the education Cess on income tax shall continue to be levied for the purpose of the Union @ 2% of income tax and Surcharge, if any, in the case of salary payment to the resident and in the case of all payment to non resident. Para 3.3-4 FIRMS:- RATIONALIZATION OF TDS RATE:- In order to ease the computation of TDS surcharge and Cess on tax deducted on non salary payment made to resident tax payers has been removed. The point needs deliberations and issue of clear instructions to have uniform practice in all AO (TF) to remove the surcharge and Cess on tax deducted on non-salary payments made to residents taxpayers (contractors Payments) as per existing orders of
To be discussed in CTC meeting
Deduction of IT/ Sur charge on IT/ Cess may be done as per CBDT circular 05/2010.
SOC may be forwarded to Main Office alongwith relevant orders of CBDT for further clarification. (Action: AO 45 BRTF & Main Office – Store Section)
Page 28 of 42
CBDT.
AO 45 BRTF, Jodhpur
Credit and accounting of Earned Leave in r/o GREF: As per GOI MORTH BRDB F No.BRDB/14/256201/GE-1 dated 20.102011, circulated vide DGBR letter No.18379/Leave/DGBR/T&C dated 21/10/2011 (enclosed), the GREF personnel & officers serving in the unit/establishment working on 6 days week basis are entitled to credit of 60 days EL and 15 days CL in a calendar year w.e.f 20.10.2012. The credit of EL will be afforded on half yearly basis @ of 30 days on 1st January & 1st July every year. The credit for a fraction of a month will be given @ 5 days for a complete calendar month. The balance at credit at the close of the half year will be carried forward to the next half year subject to maximum limit of 300 days as specified in CCS (Leave) Rules 1972. The points of doubt are as under:-
1. Whether the EL granted to the GREF at par with the Army should be governed by the Service Leave Rules or by the CCS (Leave) Rules 1972.
2. In case of Army, 60 days Annual leave is admissible in a year and the accumulation of Annual leave is maximum 30 days in a year. In the same way 60 days EL is admissible to GREF also, whether it is also applicable in case of GREF. In other words, if an officer avails 15 days (less than 30 days) of EL in a year, whether only 30 days leave be carried forward to the next year (as in the case of Army) or remaining 45 days EL be carried forward to the next year, The point needs clarification.
To be discussed in CTC meeting
1.The GREF is governed by the CCS (Leave) Rules . 2. Remaining 45 days EL is required to be carried forward to the next year. However there is no change in the total credit of EL in the A/c i.e. 300+15 days.
Action- AO 45 BRTF & All other AOs (P/T.F.)
AO 45 BRTF, Jodhpur
Booking of Railway warrants in respect of GREF personnel: As per PCDA (BR) letter No. BR/BUD/900/2011-12 dated 23.01.2012 (copy enclosed) the Railway
To be discussed in CTC meeting
Effective TE is required to be operated when the code heads operated by PCA (Fys) differ from
Action- AO 45 BRTF & All other AOs (P/T.F.)
Page 29 of 42
warrants depicting the code 066/01, 067/01 and 067/02 may be booked in revised code heads 069/10,069/14 and 066/09 respectively. But all the railway warrants received from CCOA (Fys) Kolkata have been debited by them to 56/069/14 (GS Works) whereas a substantive portion of these railway warrants pertains to 56/067/08 (Agency work) as per unit liability reports/actual deployment of GREF personnel. The point of doubt is whether an effective TE can be operated at AO (TF) level for rectifying the booking made by CCOA (Fys) as the TE pertains to transfer of charge between two Major Heads i.e. GS and Agency work. A clear decision is needed to rectify the error.
the actual deployment pattern and P.M. is operated by the PCA (Fys) in the same financial year.
AO 45 BRTF, Jodhpur
Annual In-house Training Programme: It has been experienced during past that the in- house training conducted in JCDA (BR) Chandigarh lacks faculty. The frequent training programme with an interval of less than one month at many times is another factor. Keeping in view the volume of works assigned to AO’s (TF) such as payment, accounting financial concurrence and internal audit of all units situated at distant places and in the absence of sufficient staff posted at different task forces, it is not feasible to detail staff for such training every month. However in case the staff is detailed at the cost of office work, the purpose of training could not be achieved due to lack of experienced faculty at JCDA (BR) Chandigarh. Further the JCDA (BR) Chandigarh is also not properly connected with Air India and Railway service is also very less. In view of above, it is proposed that the place of in house training should be PCDA (BR) Delhi and should be conducted by a Team of experienced faculty members on quarterly basis. Since Delhi is a central place and well connected by Railway/Air India , the training at Delhi will save time and money and purpose of training
To be discussed in CTC meeting
Training courses are being conducted as per directions of MO/HQrs office. However reduction in number of training is being considered at Main office for 2013-14.
The training course module will be worked out and the number of in-house trainings reduced accordingly. Action: Main Office AN-I & JCDA(BR) Chandigarh.
Page 30 of 42
would also be achieved to a greater extent.
15. AO (P) Sampark, Jammu
Medical Re-imbursement claim under emergency of GREF personnel: As per Main office letter No. AT/BR/153/Med/AR/Vol-VI dt. 27.08.2012 Srl No (d) “Emergency treatment taken directly in Pvt. Hospitals (Non-Empanelled Hospital with referral from AMA/Govt. Hospital where all facilities for treatment are available but the patient instead of going to Govt. Hospital went to Pvt. Hospital due to emergency. Clarification is therefore sought whether this case may be dealt with in accordance with Appendix VIII of CS (MA) Rules i.e. treatment taken in Emergency or as referral case.
To be discussed in CTC meeting
The case may be dealt with as per the provision regarding taking treatments in Private hospitals in accordance to Appendix VIII of CS (MA) Rules wherein it has clearly been stated that the emergent cases involving accidents, serious nature of disease etc, the person/ persons on the spot may use their discretion for taking the patient for treatment in a private hospital in case no Government or
recognized hospital is
available nearer than
the private hospital.
The case may be referred to Main Office duly offering comments of AO(P) Sampark for further examination in the Main Office. Action: AO(P) Sampark & Main Office-Audit Section)
AO (P) Sampark, Jammu
Enhancement of Earned Leave/Casual leave office: GOI of Road Transport & Highway BRDB their No. BRDB/14/256/2010/GE-I dt. 20.10.2011 (copy enclosed) Enhance the Earned Leave from 30 days to 60 days and Casual Leave from 12 days to 15 days to the member of GREF in a calendar year, serving in the units/establishment of BRO which work on 06 days week basis. Since Accounts Office project is also observing 06 working days in a week as per office timing of units/establishments of BRO, enhancement of leave is required to be taken up with higher authorities. It is therefore requested that letter in spirit for enhancement of leave may be got implemented in respect of DAD Staff working in BRO offices which observe 06 working days.
To be discussed in CTC meeting
It is major policy decision not only confined to DAD employees serving in BRO & cannot be considered in CTC Meeting.
The issue may be treated as closed.
16. AO13 BRTF, Procurement of Spare Parts (CAT ‘A’) under To be discussed in CTC meeting The matter has been
Page 31 of 42
Akhnoor delegations of powers: The point raised in previous CTC Meeting held during 2012 Srl. No. 01 AO (P) Himank Agenda but final decision has not been received so far.
examined at this end in the light of Guidelines of DPM, Note below Rule 147 of FR-Pt.I, Para 748 of MESR and BRDB letter dated 27.11.07 and it is stated that powers should be determined with reference to the value of a number of similar articles purchased at the same time and not by the total cost of all the items purchased at a time.
Vetting of Deviation Orders after approval in Principle by CE: The point raised in previous CTC Meeting held during 2012 at Srl No. 07 Of AO (P) Chetak but no decision was given by Main Office as the point was clearly understood by JCDA (BR) Chandigarh. This need re-initiation.
To be discussed in CTC meeting
This point was already discussed in the last CTC meeting where it was decided that S.O.C is to be submitted to Main office for examination, which is still awaited.
(Action: AO 13 BRTF & Main Office –Works Cell)
AO13 BRTF, Akhnoor
(i) Static Accounting System. Matter was discussed and closed in the last CTC Meeting.
The matter has already been decided in the previous CTC Meeting, however copy of the order will be again circulated to all AO offices. Action:1. AO(P) Beacon- You are requested to make available the copy of the order to Main Office. 2.Main office- Audit Section.
Page 32 of 42
AO13 BRTF, Akhnoor
(ii) Duplication in Accounting System: This issue has already been raised in previous CTC Meeting 2012 by AO 31 BRTF but no instructions in this regard have been issued by HQrs.
To be discussed in CTC meeting
This matter was discussed in the last CTC Meeting held at AO (P) Sampark and it was decided that duplication in preparation of CRV may be avoided and executive authorities may be advised to ensure compliance of correct procedure.
Existing system of accounting will continue. Action: AO 13 BRTF & All other AOs (P/T.F.)
AO 13 BRTF, Akhnoor
Misinterpretation in exercising of financial powers for procurement of Cat’A’ spares on the pattern of Cat ‘B’ Stores: Agenda point of AO 32 BRTF raised in CTC meeting 2012 at Srl No.06 clarification from HQ DGBR is still awaited.
To be discussed in CTC meeting
This matter was discussed in the last CTC Meeting held at AO (P) Sampark and it was decided that AO (P) Himank will submit a SOC to Main office for examination to take up the issue with HQ DGBR. Till receipt of clarification from BRDB, we should restrict to the power delegated vide BRDB letter No. even dated 27.11.2007.
AO 13 BRTF, Akhnoor
Irregular Expenditure/Maintenance of Fictitious Accounts: As per practice/records stores procured/booked against particular jobs as per demands are being released for consumption against different jobs without proposing any adjustment for the actual consumption made resulting in maintenance of fictitious accounts, over booking as per actual consumptions as the stores transferred for consumption for other jobs/Release orders are not provided to Accounts Office. It is therefore proposed that early release orders for consumption of stores against particular jobs other than that for which the stores were procured be
To be discussed in CTC meeting
Vetting of release order by AO office can be considered. This issue can also be seen during local Audit.
AO(P) Beacon, AO 760 BRTF. AO 762 BRTF, AO 13 BRTF, and AO 16 BRTF to study the issue and project solution to the problem. Action:1.AO(P) Beacon, AO 760 BRTF. AO 762 BRTF, AO 13
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concurred first by accounting authority to ensure proper booking/adjustment and avoid maintenance of any fictitious accounts. Case be examined and necessary directives be issued.
BRTF, and AO 16 BRTF 2.Main Office- Works Cell
17. AO 31 BRTF, Rajouri
Nil
18. AOWBW Pathankot Nil
19. AO WSD Pathankot Shortage of Officer: Consequent upon posting out of AAO on promotion during the month of Aug 2012 from AAO WSD Pathankot. No substitute has been posted till date. Stress of work load is always being felt on higher side due to above reason. A humble request is therefore, tender to consider the desirability for posting of AAO in commensurate with the authorised strength.
To be discussed in CTC meeting
There is an overall shortage of officers and staff in the organization. To tide over the shortage, Main office is in constant touch with HQrs office. Recently one AAO has been posted to AO WBW Pathankot who may look after the works of AO WSD Pathankot, both office being co-located.
The matter regarding augmentation of Officers/Staff strength in BRO Sub-offices has already been taken-up with the appropriate authority and Main Office is seized of the matter. Action-(Main Office –AN-I)
20. AO (P) Beacon, Srinagar
Procurement of furniture: As per delegation of power vide MORTH letter No.04/696/2007/BEA/21801/PC/DGBR/TPC dated 27/11/2007 item 15 of Annx. ‘A’ CE has been vested with financial power of Rs. 2 lakhs to sanction the furniture for GREF accommodation works, however it is seen that proposals of procurement of furniture like charpoys to meet with the short fall due to condemnation of stores and new requirements are being initiated by the executive authorities for amounting to more than 2 lakh, considering the nature of stores as other Cat ‘B’ stores. Hence it is a point of doubt if CE (P) can resort to local purchase of furniture exceeding Rs. Two lakhs at one point of time.
To be discussed in CTC meeting
This should be treated as procurement of furniture only and not Cat ‘B’ stores.
Action: AO(P) Beacon & All other AOS(P)/T.F.
AO (P) Beacon, Srinagar
Provision of stores in the Technical Sanction: The demands of construction/other Cat -B stores are projected by the Task Forces based on the provisions
To be discussed in CTC meeting
Suitable instruction can be given to the executive authorities for
AO(P) Beacon may please forward SOC for consideration in
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made for particular stores in the Technical Sanctions pertaining to a particular job. It is however seen that some stores which are not catered for in the TS are also proposed to be procured which on pointing out are stated to be covered under the provision made as Misc Stores. However keeping in view the volume of procurement made, this office is of the view that there is no foolproof system to check the quantum of purchase made in the TS in all cases where the Sanctions; a specific provision should be made in the TS in all cases where the procurement of stores is valued more than one lakh. The point is required to be deliberated taking into the practice being in other Projects/Task Forces.
implementation. (Though HQ DGBR)
consultation with HQ DGBR. Action: AO(P) Beacon & Main Office-Works Cell
AO (P) Beacon, Srinagar
Procurement of medical supplies and hygienic chemicals: As per item 58 of delegation of powers vide MORTH letter dated 27.11.2007, CE is empowered to procure the medical supplies and the hygienic chemicals up to Rs. 10 thousand only per day and no next higher authority has been delegated any power to procure the medical supplies and the hygienic chemical stores exceeding Rs.10 thousand, however a proposal on account of procurement of medical lab exceeding the powers of CE was received which was returned to executive authorities to obtain the clarification from the higher authorities if such nature of stores are covered under the Cat ‘B’ stores or otherwise but no clarification has been received till date since 2011. Hence it requires clarification if medical supplies can be covered under the category of Cat ‘B’ stores.
To be discussed in CTC meeting
Matter is under correspondence with HQ DGBR for categorization of medical lab as Other Cat”B” stores & also to obtain specific sanction of BRDB.
Action :_ Audit Section of Main Office to watch the progress.
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AO (P) Beacon, Srinagar
Fixation of pay on account of grant of MACPs: During the course of fixation of pay of GREF personnel on account of grant of MACPs, it has been noticed that the EOL period (without Medical) is being ignored while granting the MACPs in terms of Govt. of India Min. of personnel, public grievances and pensions (Department of Personnel and Training letter no.35034/3/2008-estt.(D) dated 19th May 2009. In this connection Para 11 of Annexure-I (terms and conditions) to ibid Govt. letter refers which stipulates ‘Regular service’ shall include all periods spent on deputation/foreign service, study leave and all other kind of account of grant of MACP-1 was received for fixation of pay where some absence of the individual was regularized by grant of EOL (without medical), accordingly the case was returned to executive authorities to reconsider the case for grant of MACP-1, taking into account the period of EOL. The case was referred to the Record office GREF Dighi Camp Pune who in turn has clarified vide his letter no.2056/MACP/Vol-23/32/FA2 dated 11.01.2013 that since the entire absence period was regularized as EOL by the competent authority. 1st and 2nd MACP granted wef 1 Sept.2008 will be in order. In this connection it is submitted that as per the provisions of above Govt. letter, 3 MACPs would be granted to the central Govt. GP-A,B & C after a interval of 10,20 and 30 years of regular service. Since the EOL period is not accounted for towards the qualifying service as per CCS (leave) rules unless granted due to civil commotion or for prosecuting higher technical and scientific studies, hence this office is of the view that the MACP in such cases would be deferred by equal period of EOL (without Medical) being the overstayed of leave.
To be discussed in CTC meeting
As Per DOPT letter dated 19.05.2009, there is no such condition that MACP will be deferred on A/c of EOL. Further GREF Records has correctly clarified that the absence is regularized by grant of EOL. EOL on personal affairs does not disqualify for grant of LTC and qualifying period for appearing in Departmental exams, as such there is no point that MACP should be deferred on A/c of EOL.
Action: AO(P) Beacon & All other AOs(P)/T.F.
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AO (P) Beacon, Srinagar
Shortage of staff: At present this office has been provided with 03 (three) Staff (Sr. Adrs) against authorized strength of 06 Auditors. All the three stand posted out and in place of them only two have been provided. This office feels that 02 staff personnel are not adequate to handle the entire work of the office. The deficiency of staff effects the smooth functioning of the office especially when one of the two proceeds on leave. Main office is requested to consider posting of at least 02 more Auditors along with One AAO for smooth functioning of the office.
To be discussed in CTC meeting
There is an overall shortage of Officers/staff in the organization. Every effort is being made to make available Officers/Staff to the sub-offices for smooth functioning of the offices. The matter regarding shortage of officers /staff is being taken up regularly with HQrs Office.
The matter regarding augmentation of Officers/Staff strength in BRO Sub-offices has already been taken-up with the appropriate authority and Main Office is seized of the matter. (Action : Main Office –AN-I)
AO (P) Beacon, Srinagar
Local purchase of items/stores from unit CSD without resorting to competition: This is with reference to the provisions contained in MOD (Finance) I.D No. 27(68)/C/2000 DATED 04/10/2003 (COPY ENCLOSED) which stipulates that the items available in the CSD can be purchased by the units/formations on a competitive basis by including CSD, which means that no direct purchase from the CSD for the departmental purposes can be resorted to by the units/formation. In this connection clarification on the points of doubt raised on the previsions of the DPM-2009 also refers (copy enclosed) which also does not allow the direct purchases from the CSD (MOD) without competition and it has been clarified that the CSD facilities cannot be extended for departmental purchases, as this could mean loss of state revenue, therefore a specific dispensation would have to be taken from DOPT & T and Ministry of Finance and has decided to maintain the status quo. In view of the above, the points need to be deliberated in detail to follow the same practice by all AO (P) Task Forces.
To be discussed in CTC meeting
In view of the provisions of MOD letter dated 04.10.2003, no direct purchase can be made from CSD. However CSD can be one party among other competitors. There is no need for asking dispensation from DOPT as MOF has decided to maintain status quo.
Action: AO(P) Beacon & All other AOs(P)/T.F.
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21. AO 32 BRTF, Srinagar
From the establishment procedures it is seen that the allocation of jobs is being done by the executive authorities wherein no role has been given to IFA. As there is no clarity on the issue and at times Audit authorities have no control over the allocation which is made at the sweet will of the kind laid down principles regarding allocation of funds in various jobs so that Audit Authorities can have a better budgetary control.
To be discussed in CTC meeting
Job allocation is done by the executive authorities on the basis of actual deployment, where our AO office has no role.
Action: AO 32 BRTF & All other AOs(P)/T.F.
AO 32 BRTF, Srinagar
The existing system regarding booking of P & A, TA/DA medical etc as well as work done in the jobs is under code heads leads to ambiguity. A different code head for P&A, TA/DA, medical which may also be booked to the same job needs to be evaluated. The concept of physical & financial mismatch can be addressed to if attached.
To be discussed in CTC meeting
Contention of the officer is not clear, however he may study and forward detailed report for consideration.
Action: AO 32 BRTF & All other AOs(P)/T.F.
AO 32 BRTF, Srinagar
As far as IFA system is concerned it pertains to delegation of power to lower hierarchy and for making the system more effective, it is imperative that there should be a clear determination of powers of the executives and the IFA/AO’s attached.
To be discussed in CTC meeting
Delegation of Financial powers has clearly been issued vide BRDB letter dated 27.11.2007.
Action: AO 32 BRTF & All other AOs(P)/T.F.
AO 32 BRTF, Srinagar
Methodology by which any query of IFA/AO Task Force for speedy disposal needs to be evaluated. Since the IFA system seeks to achieve the objective of resources utilized / output achieved, a greater decentralization of responsibilities is required.
To be discussed in CTC meeting
Sub offices are required to work on the authority of various Govt. orders/ Departmental Manual etc. However in case of any doubt, M.O. is always ready to extend clarifications on the subject. Further AO may forward proposal in details.
Action: AO 32 BRTF
AO 32 BRTF, Srinagar
One more important aspect is that there is no quality control
of the work done in BRO. A separate department in BRO
which will have officials experienced in quality control can
also be looked into.
To be discussed in CTC meeting
This is an executive issue, not related to AO office.
No action required as far as role of DAD is concerned.
22. AO 760 BRTF, Verinag
Shortage of staff: Against an authorized strength of 06 Sr.Adr/Adrs/Clerks this office has been functioning with just 02 Sr. Adr/Adrs/clerks for the past more than
To be discussed in CTC meeting
There is an overall shortage of Officers/staff in the organization. Every effort is being
The matter regarding augmentation of Officers/Staff strength in BRO
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01 year which has resulted in serious in-adequacies in-so-far as smooth functioning of office is concerned. This shortage of staff has also resulted in overdependence on the executive authorities for mitigating this shortfall which everybody will agree has its own pitfall. As such Main office is requested to post at least 02 more Auditors to this office for smooth functioning.
made to make available Officers/Staff to the sub-offices for smooth functioning of the offices. The matter regarding shortage of officers /staff is being taken up regularly with HQrs Office.
Sub-offices has already been taken-up with the appropriate authority and Main Office is seized of the matter. (Action : Main Office –AN-I)
23. AO 35 BRTF, Udhamnpur
Nil
24. AO 762 BRTF, Kargil
Shortage of Staff: At present, AO HQ 762 BRTF is also providing audit cover the HQ Chief Engineer Project Vijayak Co-located in the same complex at KARGIL. The staff position is as under:- (A) Posted Strength: AAO=01, Staff=02 Auditors.
Here it may not be out of place to mention that office of the AO HQ 762 BRTF was raised in Sep’2008 along with raising of HQ 762 BRTF at Kargil. Since then Project Vijayak was also raised in the same complex with only one task force viz. HQ 762 BRTF. Though office of the AO 762 BRTF is providing audit cover to HQ CE (P) Vijayak, but posted strength of this office is not increased so far. This point was also raised in last CTC meeting and has also been informed to the main office separately.
In view of the acute shortage being faced by this office it is humbly requested that at least one additional staff may please be posted in this office for smooth functioning of the two offices.
To be discussed in CTC meeting
There is an overall shortage of Officers/staff in the organization. Every effort is being made to make available Officers/Staff to the sub-offices for smooth functioning of the offices. The matter regarding shortage of officers /staff is being taken up regularly with HQrs Office.
The matter regarding augmentation of Officers/Staff strength in BRO Sub-offices has already been taken-up with the appropriate authority and Main Office is seized of the matter. (Action : Main Office –AN-I) (Action: Main Office AN-I
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25 AO 762 BRTF, Kargil
Shrinkage Loss: The issue regarding regularization of Shrinkage loss of POL products being received from IOCL and HPCL has been discussed with the authorities concerned and practice prevailing in supply unit of HQ 762 BRTF is as under:-
(i) As per practice prevailing in 533 SS & TC, POL products are being received in bulk from IOCL and HPCL at Kargil and further issued to consumer sub-units at RCCs/RMPLs level under HQ 762 BRTF. As per records available it is seen that full quantity of Petrol/Diesel as per invoice received from the IOCL/HPCL say 8KL is being taken on ledger charge. The payment to IOCL/HPCL agencies is also being made for the full quantity i.e. for 8KL. But physically lesser quantity say by less than 70 to 90 Ltrs is being received short due to temperature variation between dispatching & receiving locations which is further being charged off from the ledger charge as “Shrinkage Loss” on monthly basis through CIV.
(ii) This office had taken up the matter with authorities concerned suggesting that shrinkage loss should (A) Either be borne by the IOCL/HPCL agencies respectively or (B) in case it is not possible, the loss should be got regularized through loss statements. But the point is not agreed by the authorities concerned. In this context, views of this office are as under which may be considered by the Pr. CDA in consultation with HQrs DGBR/BRDB:-
(A) Shrinkage Loss is to be borne by IOCL/HPCL:-
Since both BRO & IOCL/HPCL are the Government departments, therefore, the shrinkage
To be discussed in CTC meeting
The matter has been examined in consultation with PCDA (NC) Jammu. The procedure of writing of shrinkage loss on DBS (Daily Balance Statement) is as per ASC Regs. This procedure is also being followed in the area of PCDA (NC) and in our area also hence no deviation from the procedure at this stage is required.
Status quo be maintained and the issue treated as closed.
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observed due to temperature variation between the Dispatching and the Receiving locations computed using the Co-efficient of Expansion/Shrinkage Factor, should be borne by the dispatching agency and payment be made for the actual quantity received on ground. (B) Shrinkage Loss to be regularized through
Loss statements: Refer Para (A) above, In case “Shrinkage Loss” still continues to be borne by the department, the matter for regularization of shrinkage loss through “loss statements on monthly/quarterly basis” be taken up with HQrs DGBR/BRDB so that net loss regularized is brought out to the notice of the Government.
The case has already been referred to main office vide this office letter No: A/762TF/POL Shrinkage/Corr dated 07.03.2012.
26 AO 762 BRTF, Kargil
Payment of Ration Money allowance to GREF Personnel: At present payment of “Ration Money Allowance” to GREF Personnel during leave period is being made by the respective AOs Task Force/AOs Projects. In this process lot of claims on account of regular Ration Money and arrears thereof on revision of the rates of the said allowance are being received for release of Payment. Basis of Payment: The ration allowance is paid at a fixed rate, being revised from time to time, on the basis of leave casualty. Otherwise also flow of GREF Personnel claim on temporary duty, LTC, Medical ration money is too much which is not possible to be completed by two staff within the specified period. It is therefore, proposed that payment of this allowance should be made by the PAO GREF by crediting the amount in the monthly leave salary statement on the basis of leave casualty published by
To be discussed in CTC meeting
PAO GREF is already hard pressed with the work load, hence ration money may be continued to be paid by the AO (P)/TF.
Status quo be maintained. Action: AO 762 BRTF & All other AOs(P/T.F.)
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the unit like other allowances. In case payment of ration allowance by PAO is agreed, at least 10 man days of a staff will be available to be utilized for other purposes fruitfully. Pr. CDA is therefore, requested to kindly take up the matter with HQrs DGBR for implementation of this point.
27 AO 762 BRTF, Kargil
Maintenance of Construction Accounts by Task Force: At present Construction Accounts are being prepared by the AO offices attached to the task force HQrs. In the last CTC meeting held at Jammu it was discussed that Construction Accounts be prepared by the task force HQrs but no directions in this regard have so far been received from the main office. Since all AOs office attached with task force HQrs are already facing acute shortage of staff, therefore, it is once again requested that matter regarding preparation of construction Accounts by the task force HQrs be taken up with authorities concerned.
To be discussed in CTC meeting
This matter was discussed in the last CTC meeting and it was decided to maintain status quo.
SOC may be prepared by Shri Kartar Ram,DCDA of AO(P) Beacon who was of the view that the construction A/c should be maintained by the BRO and Shri H.V.Lohani,ACDA of Main Office who was of the view that the construction A/c should be maintained by the DAD for taking up the issue with HQrs office in consultation with HQ DGBR. Action: 1. Sh. Kartar Ram, DCDA , AO(P) Beacon. 2.Sh H.V. Lohani, ACDA, Main Office. 3. Works Cell of Main Office.