By – K.N.Jha,By – K.N.Jha,

PROCESSING & VERIFICATION OF USO CLAIM

Basic concept of USO Basic concept of USO claim settlementclaim settlement

• Self certification of claim by USP/IPSelf certification of claim by USP/IP• Release the payment on Release the payment on preliminarypreliminary

scrutinyscrutiny• Don’t behave like a Police OfficerDon’t behave like a Police Officer• Provision of Post CheckProvision of Post Check• Adjust the excess paid amountAdjust the excess paid amount• Penalty for wrong claimPenalty for wrong claim

Submission of ClaimSubmission of Claim• Quarterly in arrearsQuarterly in arrears• Within 30 days from end of the quarter Within 30 days from end of the quarter

(30(30thth April,July,Oct.,Jan) April,July,Oct.,Jan)• In the office of respective CCAIn the office of respective CCA• Both in Hard and Soft copyBoth in Hard and Soft copy• Along with all documents/attachments & Along with all documents/attachments &

affidavit in prescribed proformaaffidavit in prescribed proforma• To be signed by authorised representativeTo be signed by authorised representative• Incomplete claim should not be acceptedIncomplete claim should not be accepted

Submission of ClaimSubmission of Claim

• In case of non acceptance of claim, In case of non acceptance of claim, CCA should write to USP with CCA should write to USP with reason reason

• Minor omission / errors may be Minor omission / errors may be accepted with a warning letter to the accepted with a warning letter to the USP for future referenceUSP for future reference

Claim IntimationClaim Intimation

• On receipt of valid subsidy claim from On receipt of valid subsidy claim from the IP/USP CCA office will intimate it the IP/USP CCA office will intimate it to the USO Headquarter immediately to the USO Headquarter immediately by FAX/e-mail / post in prescribed by FAX/e-mail / post in prescribed proforma – proforma –

OSR – I / IR – IOSR – I / IR – I• This is nothing but activity wise This is nothing but activity wise

subsidy claim by the USP received in subsidy claim by the USP received in CCA offieceCCA offiece

Delay in submission of Delay in submission of claimclaim

• Delayed claim can also be accepted by Delayed claim can also be accepted by the CCA provided a request from USP the CCA provided a request from USP for condonation of delay citing reason for condonation of delay citing reason for delay is received.for delay is received.

• Request for condonation of delay should Request for condonation of delay should be forwarded to Administrator (USOF)be forwarded to Administrator (USOF)

• The claim settlement will be subject to The claim settlement will be subject to condonation of delay by the USO HQ.condonation of delay by the USO HQ.

• Revised / additional claim can also be Revised / additional claim can also be acceptedaccepted

Validity of ClaimsValidity of Claims• For ongoing USO subsidy schemes For ongoing USO subsidy schemes

many agreements are old and now many agreements are old and now likely to be expired.likely to be expired.

• Due care should be taken to see that Due care should be taken to see that subsidy is not allowed beyond the subsidy is not allowed beyond the validity period of agreement.validity period of agreement.

• It should also be ensured that It should also be ensured that subsidy is not paid beyond the subsidy is not paid beyond the maximum period for which subsidy maximum period for which subsidy is payable. (Ready reference)is payable. (Ready reference)

Check list for acceptance Check list for acceptance of claimof claim

• Within 30 daysWithin 30 days• Prescribed Prescribed

Proforma/Annexures/EnclosersProforma/Annexures/Enclosers• Affidavit on stamp paperAffidavit on stamp paper• Stamped Pre-receiptStamped Pre-receipt• Claim duly signed by the authorised Claim duly signed by the authorised

personperson• Both in hard and soft copy of claimBoth in hard and soft copy of claim• CAF & Bill summary/CDR for RDEL – XCAF & Bill summary/CDR for RDEL – X

Check list contd ….Check list contd ….

• 11stst Bll of VPT for uncovered village Bll of VPT for uncovered village

Phase – I, Phase – II & RCPPhase – I, Phase – II & RCP• SSA wise list of NIMR, DNP & SSA wise list of NIMR, DNP &

Closed VPTs should be submitted Closed VPTs should be submitted • Certificate of DGM(TR)/GM(TR) Certificate of DGM(TR)/GM(TR)

about verification of claim with about verification of claim with billing records before submission to billing records before submission to CCACCA

Scrutiny of subsidy claimScrutiny of subsidy claim• Financial condition of the agreement Financial condition of the agreement

should be kept in mindshould be kept in mind• Hard copy and soft copy of the claim Hard copy and soft copy of the claim

should tallyshould tally• Representative rate as per Financial Representative rate as per Financial

condition should be checkedcondition should be checked• Name of the SSA/Clustor No. should Name of the SSA/Clustor No. should

match as per agreementmatch as per agreement• Consolidation sheet of the claim Consolidation sheet of the claim

should be checked w.r.t. total no. of should be checked w.r.t. total no. of VPT/RCP etc. and number added in VPT/RCP etc. and number added in the quarterthe quarter

Scrutiny contd ………Scrutiny contd ………

• OB of the claimed number should be the OB of the claimed number should be the CB of the last quarter’s claimed numberCB of the last quarter’s claimed number

• Period of fault pertains to the quarter Period of fault pertains to the quarter for which claim has been submittedfor which claim has been submitted

• Faulty days ‘from’ and ‘to’ should be Faulty days ‘from’ and ‘to’ should be included. Example – included. Example –

VPT faulty 1.5.09 to 9.5.09 = 9 days VPT faulty 1.5.09 to 9.5.09 = 9 days and accordingly subsidy shall be and accordingly subsidy shall be deducteddeducted

Scrutiny contd ………Scrutiny contd ………

• Date of installation should be in Date of installation should be in DD/MM/YY format and it should be in DD/MM/YY format and it should be in complete form. Not like Jan.09 etc.complete form. Not like Jan.09 etc.

• Sorting of data can be done Sorting of data can be done electronically on the basis of village electronically on the basis of village name and STD code to check repetition name and STD code to check repetition of claim. However village census code of claim. However village census code may also to be checked to ensure it.may also to be checked to ensure it.

Scrutiny contd ………Scrutiny contd ………

• While comparing the claim preferred by While comparing the claim preferred by two USPs for same SSA if common village two USPs for same SSA if common village names are found, claim of such VPTs names are found, claim of such VPTs should be withheld pending verification should be withheld pending verification through billing records/census through billing records/census code/Physical verification etc.code/Physical verification etc.

• Net addition of DELs should be scrutinized Net addition of DELs should be scrutinized w.r.t. DNP cases disconnected for > 3 w.r.t. DNP cases disconnected for > 3 months and closing Advice Note not issuedmonths and closing Advice Note not issued

Disbursement of subsidyDisbursement of subsidy

• Quarterly in arrearsQuarterly in arrears• After making adjustments if anyAfter making adjustments if any• After preliminary scrutiny, subsidy should After preliminary scrutiny, subsidy should

be released normally within 30 daysbe released normally within 30 days• On completion of preliminary checking On completion of preliminary checking

USO subsidy can be allowed for paymentUSO subsidy can be allowed for payment• CCA office will ask USO Hq. for CCA office will ask USO Hq. for

authorisation of fund for making payment authorisation of fund for making payment to the IP/USPto the IP/USP

Disbursement of subsidy Disbursement of subsidy contd..contd..

• Fund should be asked in prescribed Fund should be asked in prescribed Proforma giving activity wise detailsProforma giving activity wise details

• On receipt of authorization Sanction On receipt of authorization Sanction Memo is being issued by CCA office for Memo is being issued by CCA office for paymentpayment

• Payment is made through cheques. Payment is made through cheques. • Payment should be made within one Payment should be made within one

week of receipt of authorization of Fundweek of receipt of authorization of Fund• Payment should not in excess of Payment should not in excess of

authorisation of fund. However in case authorisation of fund. However in case of short payment, balance should be of short payment, balance should be surrendered to USO Hq.surrendered to USO Hq.

Classification of subsidy Classification of subsidy paymentpayment

• On disbursement of subsidy the On disbursement of subsidy the expenditure will be booked under the expenditure will be booked under the head 3275-00-103 ‘ compensation to head 3275-00-103 ‘ compensation to service providers for USO’service providers for USO’

• Payment to USP say Rs. xx shall be as Payment to USP say Rs. xx shall be as under – under –

Dr 3275-00-103 (TACT code 1515) - Rs.xxDr 3275-00-103 (TACT code 1515) - Rs.xx

Cr.8670 (Cheques and bills) - Rs.xxCr.8670 (Cheques and bills) - Rs.xx

Classification of subsidy Classification of subsidy contd...contd...

• After payment corresponding amount After payment corresponding amount will also be booked as deduct entry will also be booked as deduct entry under head – 3275-00-902 . Deduct amt. under head – 3275-00-902 . Deduct amt. met from USO fund by debiting the head met from USO fund by debiting the head 8235-00-118 USO Fund8235-00-118 USO Fund

Accounting entry shall beAccounting entry shall be

(-) Dr. 3275-00-902 (TACT 1508) – (- Rs.xx)(-) Dr. 3275-00-902 (TACT 1508) – (- Rs.xx)

Dr. 8235-00-118 (TACT 2821) – (Rs.xx)Dr. 8235-00-118 (TACT 2821) – (Rs.xx)

Post check and Post check and monitoringmonitoring

• 100% checking from billing records100% checking from billing records• Xge record and commercial records Xge record and commercial records

should be used as supporting records should be used as supporting records for checking like Technology used, for checking like Technology used, date of installation, duration of fault date of installation, duration of fault etc.etc.

• Each SSA in the service area should Each SSA in the service area should be visited for the purpose of sample be visited for the purpose of sample check at least once a year.check at least once a year.

• 100% Mob. Infra sites should be 100% Mob. Infra sites should be inspected by CCA office preferably by inspected by CCA office preferably by Jt.CCA/STS level officerJt.CCA/STS level officer

Post check and monitoring Post check and monitoring contd…contd…

• Physical Inspection (as per Physical Inspection (as per proforma)proforma)

Working conditionWorking conditionLocation- accessibilityLocation- accessibilitySTD facility in case of VPTSTD facility in case of VPTPublic utility number ( 100, 139 etc.) Public utility number ( 100, 139 etc.)

dialing facility dialing facility Display Board / Tariff chartDisplay Board / Tariff chartANNEXURE – 9 will be the base for ANNEXURE – 9 will be the base for

inspection of Mobile Infrastructure Sitesinspection of Mobile Infrastructure Sites

Some suggestions forSome suggestions for Physical InspectionPhysical Inspection

Take the blank format prescribed for Take the blank format prescribed for InspectionInspection

Take suitable photographs of the Take suitable photographs of the InspectionInspection

Get the logistics ready in advance – Tour Get the logistics ready in advance – Tour Program, Accommodation, Suitable Program, Accommodation, Suitable Vehicle, Potable water, Food, Camera, Vehicle, Potable water, Food, Camera, Route Map etc.Route Map etc.

Ask USP/IP to accompanyAsk USP/IP to accompanyDiscuss with Management after InspectionDiscuss with Management after Inspection