'qffif ~ GOVERNMENT OF INDIAt;r~MINISTRY OF RAILWAYS

~ mt (RAILWAY BOARD)

RBANo.2::t /2014

NO.2012/AC-II/1/6 New Delhi - 110001, dated \'.09.2014

FA&CAO,Rail Wheel Plant,Admn Building, Ground Floor,Bela, Distt. Saran -841 221 (Bihar)

Sub: Creation of new Production Unit Rail Wheel Plant (RWP)/Bela - Instruction forDrawing and Deposit Accounts - reg

Ref: Your office letter no. FA/RWP/Acs./Misc/14 dated 25.08.2014.

Please connect your letter under reference requesting to notify RWP/Bela as anindependent accounting unit. The matter has been examined and as requested, office ofController General of Accounts has been requested to issue necessary notification to allGovernment Departments to effect inter-departmental settlements with your office. ReserveBank of India, CAS, Nagpur has also been advised to open new accounts in name ofFA&CAO/RWP/Bela under 'Railway Fund Account' and send its accounts to your office w.e.f,01.10.2014. While the instructions in this regard will be issued by RBI, in the meanwhile it isadvised to assess the requirement of drawing and deposit account under your jurisdiction andsend proposal to Reserve Bank of India, DGBA, Mumbai/Controller General of Accounts,Ministry of Finance.

Further, the existing dealing branches maintaining Drawing and Deposit Accounts ofyour office through East Central Railway may continue to handle the transactions of your officeas at present. These dealing branches will however be linked for the purpose of reporting to thenewly designated 'Focal Point Branch (FPB), of nominated bank functioning at theHeadquarters of your office. You may liaise with the bank for nomination of new FPB for youroffice and send a proposal in this regard to Controller General of Accounts /Reserve Bank ofIndia i.n consultation with these banks to amend their records and ensure submission/settlement of accounts pertaining to your office correctly.

As regards new deposit accounts, it may be ensured that these are to be opened with RBIand PSBs only and the drawing accounts are to be opened with RBI/SBI only (Annexure-I).The proposal for opening of 'Deposit Account' with a bank branch in case where the concernedbank is already accredited to the Railway, new account can be opened in consultation with thebank under advise to RBI/DGBA/Mumbai (Annexure-H). However, in cases where the bankwith which the account is proposed is non accredited one, the proposal shall be routed throughCGA, Department of Expenditure, Ministry of Finance in terms of Board's letter at Annexure-III. After approval, the CGAwill forward the same to RBI/DGBA/Mumbai for their approval. Itis only after RBI's approval that the account will be opened with the bank in such cases. Asmentioned in the memorandum of the FPB scheme, the delayed remittances/double

mise topics of AC -II 444 -

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reimbursement by PSBs shan carry penal interest. The format for calculation of penal interest isenclosed at Annexure-IV and the extant rate of interest is at Annexure-V. The procedure forpreferring claims is at Annexure-VI.

Action may be taken accordingly. A monthly statement showing delayed remittances mayalso be sent to CGA/MOF and Railway Board in the proforma at Annexure-VII. Further, inorder to ensure better coordination with banks, monitoring committees comprising of banksand Railway officials may be constituted and regular meeting be held for smooth functioning ofthe scheme.

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Cheque books for use by Accounts office may be got printed from Government of IndiaPress, Nasik for which assessment may be made as per consumption trend of Accounts officeconcerned. For drawing accounts with RBI, the authorized signatories may be given signaturecode in terms of Board's letter No. 93/ ACII/9/1O dated 19.09.1994 at Annexure-VIII. Theprovisions contained in chapter II of Indian Railway Code for Accounts Department Vol. I andinstructions issued vide Board's letter No. 2009/ACII/25/2 dated 15.02.2010 at Annexure-IXmay be followed strictly in handling/issue of cheques. However, efforts may be made forarranging payments through e-mode as per existing instructions.

Kindly ensure immediate action in these matters to ensure smooth functioning of newProduction Unit.

DA:As above.~

(Sanjeev Sharma)Joint Director Accounts

Railway Board....

Copy to:1. Controller General of Accounts, Department of Expenditure, Ministry of Finance, 1h

Floor, Lok Nayak Bhavan, Khan Market, New Delhi-110003.2. The Comptroller & Auditor General of India, Pocket-o, Deen Dayal Upadhyay Marg,

New Delhi-i io 1243· Chief General Manager, State Bank of India, DGBA,Plot No.8, 9 & 10, CBD Building, Navi

Mumbai.4· General Manager, Government Banking Unit, State Bank of India, Parliament Street, New

Delhi - 110 001.5· FA&CAOs,All Zonal Railways/PUs for information.

(Sanjeev Sharma)Joint Director Accounts

Railway Board

mise topics of AC·1l445 .

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R.B. Accounts 9/2004

Government ofIndiaMinistry of Railways

(Railway Board)

',o2001/AC-II/9/11 New Delhi, Dated 12/04.

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Sub:- Authorisation of Private Sector Banks for conduct ofGovernmen [business.

Reserve Bank of India in consultation with CGA/MOF had authorized fourprivate sector banks viz., HDFC; ICICI,UTI and IDBI as their agents to conductgovernment business (copy enclosed). The matter regarding authorization of thesebanks for conduct of railway business was under consideration of Board for quitesome time. The same has since been examined and the following instructions areissued for the guidance of Railways in this regard»

a) Normal Drawing AccQunt for Rail~vavs:

The existing arrangement of transacting through RBI/SBI should not bealtered. Problems faced by Railways with existing PSBs if any, may be taken up atappropriate level and status advised to Board.

b) Aggmentation of Direct Remittance into Banks E.-om stations:

The Railways can explore the possibility of expanding the choice to otherauthorized Banks also so that all stations which have earnings of Rs.40 lakhs per3!llUn1, are brought under the direct remittance scheme by 31/3/05.

C) LC transactions:

Railways can have competitive bidding to derive the best advantage andterms in terms of Board's letter No. 2003/AC-II/9/3 dated 24110103.

d) Construction Units/Electrification Units:

These should also follow the same procedure i.e., open drawing accountwith only RBI/SBI failing which the same may be opened with other PSBs. ForLC transactions, they can go in for competitive bidding as per Board's instructionsibid. .. .

The Railway opting for Private Banks will ensure zero an-car in'Remittance into Banks: suspense. FA&CAO should manito" the positionpersonally. These banks shall also follow the procedure as per Focal Point Branchsystem. However, in case of private sector banks referred to above,

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I i->_fo--~ \;.i;:lay in remittance will attract penal interest beyond the stipulated period of 3days. Since 1illI has authorized private banks, Railways will pay nocharges/commission to these banks for handling government business.

rIn a nutshell, the aim of the Railways should be to move Towards a

situation wherein less cash is received in cash offices. For this purpose, eachRailway may draw up its own action plan through 'Direct Remittance intoBanks' or any other collection scheme, if it has some special advantages fOT

.Railways, in consultation with RBI and CGA as required under the extant rules..:~ .. ~l1-S-RlN1VA-S)

Director Finance (CCA)Railway Board,

Kindly acknowledge receipt.

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Governmeat ('if India'Mi11istrj of t:..aii.."vays

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RBA No. 24/2D06 .

'No. 20DS! ACliJ9111 1\i<>~;t} 'f~t..,l'S..;. Dated; ') s;: 0'5' 2·nO·6,.I; :I'l:..o /lC •.. ., .....•..lli.L,> _ -.(.~~ ..•. -~ ._-_~, . v

Fl"..&CA,OsAU Zou'al Raihv-aysJPUs

DepaFtfne.nts with AC~1:edited.Baflt:i&:em·'7/iHlout.1?liiO'~ai~n;n,evaIof RBI.

Frease fiIUl ende.::eda copy. €If '~DGA)"sletter. no'.. ~]'1ie12I IOn IACI2fJfY51 RBD! ValID f6@2 da!ed (}9WSi.,g~oot11e' .afJo,ve stlfijeet f9K.mi-oJ1ilT;j;ti~Liand: raecfissa;ry a:ctjo.n.;""

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j\lo. S-1101211(31)/AC/200S{F,BDfVoLIUJ£02

Dated: IVIay 9, 2006

()'ueT!jn~ ef h:arnk ' 'm;,,cOamt b'V Ce[Atr~ft t~fj;llett:}ment Tvltm:isttlf:t/,}_ .J -

Di:p2rtInfBnts with A~·C~·€rilRJtedBankers without Jllri{}r ~ppK"{!Y~lof Po:.:BX

As per the existing system, the process of approval/authorizatioa lor conduct ofGovernment business by additional bank' branches of the same accredited agency fuoank

. .th " , 'c+k " d'1\,f'·" d'l:>nr Y • .c' '< +,1. "'!c'" ',1", "',:.1,reqtnres .the concurrence or the coneemee ·.l¥llTIl~'tryan: ,,:~.lttS.te$l ..t:t'1£'ttfus,:procetim<a:.aQus'·c-.to delay without any value addition. With a view to sirnpIify ancistr;eamiine the p:r.oeed;uFe, ithas since been decided with the cencurrencc rof the RBI that if a: iviinistrylDeparlm.€ntrequires to change their accredited bank branch oraecredit aci@lttoBalhrancfles0.f the· same;;oe-,.,FW:il bank the' llP,~;r\ nf t}lP concerned !'i("rFH1""tQ8T'(TvH1i:?~t;"nn Cnfthe· 1,lf;nic::trvrtnpn=~.rtm·l?nt+t» -J .,.-•..........•.,..) ....,....•.'<-F ---,,"'"" .••••• ~••• - .,.....•••••..1 ;v .L •• :,..I.~~..1..:.:•••_ - ._. ~U:l....,l......." ..:.--o-- .•.••....-"'- ~ -- ~,.:.......••........'-~~-)'~ '""..1'(" ·.:....i; ••••·AI_ •••.'";-

may directly approach the accredited 19a111: llnf1ef ad'vice to RBI, DGJirFi.. Central Office,.'w..Bl,CAS, l\lagpur and office of t.~eCGA~-lrrimedi~telyOllC0111:U1ence-meBif·of Govermm;eni·business at sm::h bran.cb.es,~ theceacemed hfu:h~,,:;i.;1ll'advise RBI, Cefiu:aJiOm.ce, IJGI1A 8J1U

RBI, CAS, N:agpU1:. Tl~'Prevised procedure ,,~libeaiJp:ficabie oIJ.fy ill cases wn.~r€:c~ge: orFocal Point Brauch is nof involved. .

111 cases where a new branch is being identified as. :Foca~·PomtfNO:d2rf Dra:ach or allY..change Dr existing Focal' Point Franc-his w'vohred'~t~ieNilr.rlstrY/Depar:tQi'ileRf "viIl'have to seekA:;;rior permissiou of RBI, DGBA, Central' Offikd·PriQr p:eHFlissio:n wilT alsobe!eqm'I'edh"'lcsees where the nc:\;vly aecIe(litedb:n.llll~h is 10tii:,~arttrCt..11Sacf!iilHJS Sir .mal, CAS~Nag;pMi:'diJ.;e~~tIyvvilr~..ot.ttintervention of a Focal Pollirrt Bltand''l!. .

The ahfFve i~1S'tR18tio.B:s' Rla~t 1ge·fujJ'ol'1.gtltt~ tfuJ.=.liI0i~iC"..e erI arl e@tfieemi!£t~ ",'\larking lIIDml'.C,;F"jfxi'J:r c01!L1a.::@1 . .. . ... _.

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(Railway Board)

No. 200 J./ AC-II/91l New Del11i, Dated 1':J 1112002.

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Aff~lndhl:1l Railways, Production.Units, CQFMOW, .MTIJ./Chennai, M~rp/MunJbzd, 1\1etroRlyIK61ka~,<l, CORE.

Su\y- Accredition of Bank situated nearstation for direct deposit ofStation earnings. .,.

Under .the elttant procedure all proposal foro!pe;;1ing Q·f Dnn;yingJDepositAccounts with different branches: of non-aeeredjted BankSreqt1>lTe f3enh1,issiOl'l OirCan'tronerGeneral of Accounts, Lok NraY<l;k Bh<.l;wan,Ne\vDeJhi. AutnorisiatiOn byRB3I lDGBA's forsuch accounts is issued only alfuer CGA) s3ip:proval fOT a¢'Cf.eGitfO'lJ of de~l!'ed-'.r£1!3. Atpresent aU such 15ropo${'1}Smooied by.· 'Ra-iIW~ysneed he routed t1uot~ghMHl:l$'LryofRaiTways. \Vitha view to avoiding uIlIieCi,!ssarycotresondel'l:Ce at-la:aftertt'\;:il<tli ('.h;:l~};>.ttll.i,MIHislryhas taken tollmving cJ;e:€lslon -iil CO'f}S:Q:t~1ti:<nJ.'- '-VliihCOli,tr-oller Gi;'IiIeT~ldtA(l:-ce.1d:t}t$;_~

I. All proposals, ).rl connection ,~ithqpe»mgofDfawmg/Dep;osit aeC:(Ylmt intlieaccredited bank branch nbmirlated for the concenlecfVA&;(::AO ofRaxlvtay will contil~ll'eto

i: "z, .l:JG taken up with l~:BI, CO, Mumoai by the concerne'(j FA&CAO .a;s. p,el ins!.Tl,;lctl:Q.ns.~_~l:inedin Beards letter N.o;:87/AC-ITI9l13difu:te.ci:?2.8:,S8 and letter }<lo,93/AC,nI913ed 8:.11.93,

2. All proposals for oJ/eJling of d,rawinglcl:ep(Q.$ita(;CoHntin FltOI;l",}CG,r9.diteoh&:l1),[O:l'<iJ]:'chshould be sen-t to CantroUer GeneF3!I Accounts~lVtiJi}istty ofFill~;.nee, l)~f)aT~er;I~ ofEX<~De:trt~li:l'&H'e,711l Floor, Lok Nayaj~ .Bhav!').il1,. Khanlvr~v~;:eJ" New I);elhi c~i:t~ctlywj,th ~h~H:~C-(';}'lmn~~nq·atro.nsof thceoacemed FA&CAO forexamin~tiona-nd funh~rn(S9~s-sary a¢ti:o'u.Scl·ch FM'Q'pesa,l shoutd cont~li:nn~~es&1FY"pa.rtl€;u~ar:s,such as (i}n~!lle.ofthe ~c0tediite~bankof the c;or:ree.fF},e@ .<1QC:Otlnts uuhs ~pciits Eti:s~lC'e ftam·the ·o:ffi69/~.ta,ti.on:, {if} n~me··a:-A'ElfuU·2!d~lress 0.'1the b:1nk bFa-fiehP;top'O.s*,~(iii}re<,1son tor opeJi~i'I,P,g.dfa:m\tJtJl5gtdep:();5-it ~CCOI:Hltinthe b'.r:anOlJo:fn0'H ;:H('<cyeci',i~ecl b.~111~(iV) clisttl!~tceof IM':ppq$;i!,db~1Hikb;ra~11'&o·m·fl;l(} 'Stati:onl,_

(v) ~H:nmmt'of aai,lye.ammg of tHe statlcl>IiFnquestron~<l¥rG (v~) yii;1J:ingness iri,,"vritingofdlep,:o!9Cjsed1)~il'lJcbmnch alol'J5gv\1ttb that of ~ts I:ilead Offi'i)ef~)!r or:>e.F.t'iflg of Deposit A.bcolmt.

3. Before suhrn.itttingrhe .propos;]l [n respect·ofnon~accredit(s:d banks, fA&CAOshould also consider feasihilit), 0.[ sub-agency arrangernej(J,tsv/ith accredited-'bant-: andtf1'£orpOFZtt~ the resu!,t of such cxarnin~tfonrn his recommem~al'~lj)ns/propo~'al-s.

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Drrector Finance (CCA}Railway Board.

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Railv18Y Board

N o , 9:1./ AC I 1/9/ i/V o L, V I ( Pt. ) Norl Delhi, Dated 25-7-97.

FA&J:AOsf

All Indian Railwaysincluding Production Units.

Sub:Penal interest on delayed remittances/excessreimbursement by Banks under F.r.B. System.

A case of wrong calculation of penal interest byone of the Railways on delayed remittances/double paymentshas bean brought to the notice of this Ministry by, Officeof Controller General of Accounta, Ministry of Finance. Thserror in calculation of interest has been due to wrong~gppli-

'cation of interest rata and number of days. It is th.er.eforerequested the penal interest claimed is calculated correctlyand the claim is supported by copy of DMS and put thrciugh ~s t et emnn t , In this regal:d a specimen;!! f omn at for interestcalCulation is also enclossd for your information and g~idBnce~

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DIRECTOR Fr ANCE(CCA)RAILHAY BOARD

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Date of settleme nt Amount No. of days Rate af Interest Referencewith REI/CAS/NGP delayed I nteres"t payable

( 2) (3 ) ( 4) ( 5) ( 6) ( 7)

Date of transactionas per DMS .

( P.m:ountxRate aT .... ...J.. n c ez-e s -x No. of days

365100

(E) Exc~s$/DaublB reimbursement

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!J a1:'~ of se-ttlement ·Arnount of No. of Rete of Interestwith REUCAS/NGP excess deys Lrrt e ze st payable

reimbuX'se-( 2) rnent (3 ) (4) ( 5) ( 6)

Re f e..rcnceDate of transactionas p ex D!'oS

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(AmountxRate of Interest x No.of days)

100 x 365

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No. 200JlAC 1II9/8 New Delhf}.V7!2002

r ., C.i! E. I'Y." lJ E fl r- i,. ~C, S E . h( W c J' V(flte j{A.&CAOs 'j. ..-Il «Lf-J / Cr-AI! Indian Railways / PUs N c..P-..) N l.v !L. e.. LIZ t ~D( ell/L8 I J. /J

fJ LI,,) I j) LJ At 7f/ Ai·' I< L.F) Ie 0) '\ IM/ ,Sub: Recovery of interest from Hanks 011 delayed remittances of dovenlment

Receipts into Govt. Account and Excess / Double Reimbursement claim.

Please find enclosed a copy of letter No. S-l1012/3/99/Pt-II/02-03/RBD/518 dated10.7.2002 from the Controller General of Accounts, Ministry of Finance, New Delhi.

~-~~The rate of&!terest w.e.f 1st May 2002 remaineunchanged at 8.5% (i.e. Bank rate

6.50% + 2%) till further orders. . ". :

Please note that interest rates are now being notified twice a year i.e from 1st. May and~ .

1 .Nov.

Please acknowledge receipt. F-~.,,\2t'-·',,·l,.

(Sanjeev Sharma)Senior Accounts Officer

~ Railway Board.L(C_.

DA: As above.

Deposit

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IDated 27-9-2000

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. To,~'y 1 Pro CCA, CBEC.

2 Pro CCl\ CBDT.:3 AI! CCA's, CA's, Oy CA's'-1 Addl. CGDA, West Block V, R.f<, Puram, New Delhi.11 0022.

\-;!Y/Dirbctor Finance (CCA). Railway Board, Rail Bhavan, New Delhi.6 Oy Director Genera! (PA), Deptt. of Post. Oak Bhavan, New Delhi.7 Director of Budget and Accounts, Andaman & Nlicobar Admn. Port Blair-744101.8 Director of Accounts, Lakshadweep Adrnn. I(avaratti. Lakshadweep,9 Director, Accounts & treasuries, Govt. of Pondichery, OAT Office Complex. New

Municipal Road. Kurnaraqurupallarn, Pondicherry - 605003.10 Chief General Manager, RBI, C.O .. DGB & A, C-7, Bandra Kurla Complex,

Sandra (E), Mumbai.for information and further necessary action, if any w.r.t.Para 7.50f the Minutes of meeting,

I~;V'-~\.JLlA,\ '11 Dy,G.M., SBI. C.O., GAD. New Adrnn. Bldg., III rd Floor, Sector 11, CSO BelapurPlot No. 8,9,10, Navi Murnbai --400614 for information w.r.t. Para 7.5 of the,,-.- ...--,,~-~~~...-.- ..

Minutes of the meeting.

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( \J/' Subject: Standardised Proforma for claiming Penal interest from Public Sector~%~l'J Bank s on Delayed H~mittance and on Excess! Double ReimburseJ.!)ent. .

~ .. In the Apex Committee meeting held at Chandigarh on 11 th & 12'h ofr:f' August.2000 (to review the efficacy of revised procedure. Focal Point branch, in,v ;:-- \.\~( Non-ci~iI Ministries/Deptts.) representativ.e from State Bank of India pointed out H:at

\ \ penal interest from the Deptts. are received at a very late stage and that too with.\, incomplete particulars. Therefore, it was decided that a Standardised format for. \

\ preferring such claims be prepared. Accordingly, standardised proforma 'A' for" claiming penal interest on delayed remittances and 'B' for claiming interest on"

excess/double reimbursement are enclosed for use by all Civil and Non-CivilMinistries/Deptts. with immediate effect. Copies of above proformae may becirculated to all units working under your control.

OFFICE MEMORANDUM

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Pl"ofonna for claiming Interest on Delayed Remittance from PubHc Sector Banks

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lh:llH:h c{;dc ' Name •.1;.:addn'ss 1 nruncu ! RBI I daysiHdit.::ltiu~ .1 I I

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IRate of Amount of

IDelayed interest I· Interest due1 applicable II I I

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Signature

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No. 2K/l\C 11/9/5

Government of India1"1inistry of Railways

(Railway Board)

New D~lhi Dated q11/2000

FJ.I.&CAO' B

All Indian Ra.iLw ays .

Sub: Statement of Renattance of staueu eamings directly into 10e~banks and Openinf~of Drawing and DepositA/c.

Ref: Board's letter No.1. 83/AC IJf912 dated 29.4.852. 87/AC Tfl9f13 dated 22.8.88

Kindly refer to Board's 1et.ters ibid vide 'Ii-rhichs t a t erne nt s of Remittances of station earnings directly Lnt;ol')cal banks and Opon.Lnq of drawing & deposi tAles \,rereintroduced. The position has been reviewed and it has be'endecided that henceforth a consolidated statement (proformaenclosed) may be sent monthly to Board by 10th of the secc3Rd.f oLl.cvi.no month to which the information pertains ..

The statement may also be sent on Rail Ne t; to the '"undersigned on following address:

dfcca@rb.railnet.gov.in.(as an excel file attachment.).

DA as abov e , V

(An lf0~oyal)Directo iFinance/CCA

R-ilway Board.

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la) No. of stations with deposit account. iiiII

I

Ib) No. of stations without deposit account.

.c) 1,10. of stations having annual turnover!of Rs. 60 lakhs &. more (out of (b) above.)

i Nameof i Annual ILetter No.l Reference details, Station i turnover Iaddress ed to RBI'--'~==-==C=~==-L===J .'0---,- -;

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HC/1>, {..... O'{-8C.~1k..

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-Governmsnt of IndiaMinistry cf nailways

(Railway Board)

~o~ 93-AC 11/9/10 Np.w Dellyi,

The F A&"CA 0 s ~All Indian Railways,(including Production Units).

Sub:-AllotmAnt of RBI signatur~ codenumbers.

., , .• e

Reference is invited to Bnard! s Irtt~r of ev~nnumber dated 17-1-94 with which a copy of Ministry ofRailways 18tter of same number and datG addressed to RBI, Ne~Delhi was forwarded for informa-cion. The matt e r w as f\Jrth~3rtai<8n up vvith Re serv e Bank of India, DGBAJ Central Office"Bombay seeking authorisation to issue signature codes by I

Zonal Railways inst~ad of RBI to overcome various prGblem~fac0d by Railways viz., dplay in allotment of code numb~r-bv RBI in case of new Ln curnb e rrt and non-uniformity in allot-m~nt of C~dB number to dra~ing offic2X's empowered to issuech sq u ss o n mc re than one branch of RBI etc.

The issue has since been s~ttlrd in ,consultation withRBI Bombay and it has been decidRd that h8nceforth individualfA&'CAO w i.Ll, maintain and allot·the distinctive s i.qna bu ra co de sto drawing nf f ic exs of their Railway i;hemselv""s under adv i.c cto differ~n*_branchp8 of RBI dirpctly as p8r broad guidelinesq i.v rn b~I(]vJ:

i) Railw~ys by and l~rge arp issuing 8h~qu8s on MICRformat, which already provides for giving of the issuinaRailway/Zone code, the bank code and also the Account C~denu rnb cr of thp FA&.cAOs. Th8 various au t ho ri sed d raw.inq officers( a S 111r~n t i Dn F din c DIu mil 5 c fAn n 8 xu r"? I, P a 9 r" 9 t II 3:J 0 f tll 8

p rLn t r-d b ookLvt of nf:":vi.scd Scheme of Focal Point Prr:c8durs)Qrn~rally indicat~ also 'ths unit COdE to facilitat2 theid8ntifitatiun of linking of paid ch~ques when r~ceivEdwith th0 daily scrolls.i i) I tis co n a.i, d '~,r;' d t h 8 t t 11p.-',. . existing Bank Account.Codeand Zon', Co d e s may c o n t i nu e ,J_ l J_ )

sy s t 8mT h·: un i t co d (3 a nd d raw i n 9 Ci f fie f'.l:'

I s , to bE introduced un Lfo rme Lj v ,signature codeThr::pzo cedu r e

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U 1: 0 pes t:' d :i s E..5 U n d 2. r; -

(a ) T :-::: ::;~c9 n2 tU r ': cod e vJ i 11 b Po 0 f 5 dig its. The bID C k 0 f3 d i [J its 2: tun it, ten t h iJ n d -hu ndr P.dt h PJ. ace s ~'"i 11 b ~ u S'3 d f I] rgiiji;~;=="-::~:"rlctiveco d o in c o n secut i.vc .i rd cr to individualaCCI..JL.:,-::: =-;ficBrs au t ho rLs-rd toissu~~ c hequ ea on b r-heLf ofth (; ur; --::,

J distinctiv8 codes at thousandth ~nd ten thousandth::: _ = _ z bs c [1 n stan t f0::: the sp EOC i fie dun it. For ins tan C 8 ,

~~ _-="-~5~nder FA&CAO-CDntral Railway (column 5 pag9 90f_~~ I of Focal Point P~ocBdure) will be givsn distinctive

- :ndes 01 to 25, each with blocks of 000. ThreB p~rsons'31 & ICI authorisGd to issue chequEs on units say 05

- thus be assigned si9natU~'G c od r-e 001, 002 and 003=~5~Ectively and furnish thpfollowing code in suitabl? stamp

~ns chequAs signed by them.()50D1CJ50lJ2(J5003

(b ) !;~ and w he n any ne w au t horLs ab icn is made, th3 n8ltJGignature code serial number in consecutive ord5r willinva=iably be allot2d and indicated and ~n the absence ofthis, authorisation will be invalid~ The si~naturG coda ofan 0 u t9 0 i n 9 0 f fib 8 r wh c S;'J aut h 0:6 s ati on i scan c eLLa d , \rJ i 11 a 1 s0

stand· .can.ce.1J.GD.

(e) WhEn the Block Numbers 000 to 999 for individu@lsin a spGcifiRd unit a=e fullv utilised in consecutive ord~r:ths Unit will IPvert t8 usin~ tha digits 000 onward, ca=Bheing tc1k2f1 that p er ch anc e (IrAlich wo ul.d bR e xt r eme Ly :rf~lrlote.)any numb~3r is still c urren t , it would be skipp nd OVSI'.

(d) The abovp code numb2r will be unique fo~ th2 spacifi8d':ut h c:; i:iS t;:' d 0 f fie er f 0 i: d ~raItJi n ~J cheqU to s for a11 bra nc h f' S 0 f":F'Sf:'TV:~ BE~nk of I ndia throughout I ndia fD~ which c heuu a s er-oiJuthcH'.ised to be is SUF.'d, 80 long as the of f i.ca r continu8:s tofuriccio r, as autho:-isr'd o f f Lc n x in that oert.LcuLa r unit" .

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Th~ r8vispd procsdure should b~ implempnted imm8di~t81yand compllancH r~port with copy of alloted cnde numbo~s besent 1;0 Board for: information.

1/' :111'-.1_r1C .y ,.'.

acknow-lrd~e receipt.

(i1A-JIJ DATT)Jt. Di::<:~ctorFinance (CCA)

!{3ilway B oerd ,

,,...

. ,~Government of IndiaMinistry of Railways

(Railway Board)RBA No. i: 12010

"\"0.1009/ ACIV25/2 New Delhi, 15·02.10

?--\.& CAOs,_\11Zonal Railwaysf P U-5.

Sub: Streamlining the procedure of indenting, handling andreconciliation of Cheque-Books received from the Controller ofStamps, Nasik Road.

*****During the course of verification of stock of cheque-books, in the wake of

fraudulent encashment of cheques on one of the Zonal Railways, followingirregularities were noticed :-

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1. Counting of stock of RBI MICR cheque books was done for only thosecheque books, where the packets as received from Security Press, N3SIkhad been opened. The unopened packets of cheque books were not bringtaken into account in the manuscript register. As such if an entire packetof cheques goes missing, the same cannot be found out from the ava.lablerecords of the manuscript register.

2. It was also noticed that cheque books have been overstocked to be usedfor coming 16 years.

3. Handling of cheque-hooks and periodical verification of stock was alsonot proper.

The matter has been examined and as reiterated from time to time anaction plan may be made by Railways to cover all payments to staf£'outsidersunder .e-payment mode in a time bound manner for the locations where thisfacility exists. However, in cases where payments through cheques areunavoidable, procedure advised below may be followed for indenting, hanuuugand reconciliation of the stock ofCheque-Books:-

1. Indenting:- (i) All Accounts Offices should intimate their requirementsof cheque books for the next fmancial year to their respective headquarters by15th January every year. The annual requirements should be based on theaverage of the actual consumption of cheque forms during the precedingcalendar year duly taking into account extra/less requirement anticipated duringthe next financial year. The stock in hand as well as the requirement of cheque

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books for the remaining three months of the current fmancial year should alsobe taken into account. To the requirements so worked out, a reserve stock ofcheque books equal to approximately three months' requirement, should beadded, to meet unforeseen requirements and to safeguard against delay inprinting, transmission etc.

(ii) Based on requirements intimated by the Accounts Offices, a consolidatedannual indent should be prepared by the FA&CAOIHQ indicating therequirements of cheque books and sent to the Controller of Stamps, Nasik Roadby the end of January every year.

2. ACCOUNTING VERIFICATION OF THE CHEQUE-BOOKS

(i) Immediately on receipt of the cheque books, FA&CAOIHQ shallsupply these cheque books in the same sealed packets as received from theSecurity Press, to the different Accounts Offices under its control as per theirindents. It shall be the responsibility of the receiving Accounts Office to openthe packets and verify the correctness of cheque-leaves/cheque books and takethe cheque books on stock The actual counting of the cheques and the checkingof their serial numbers may be done at the Section Officers (A/cs) level whowill sign each book in full in token of having conducted the check TheAccounts Officer (cheques), will test check 10 per cent of the cheque bookschecked by the Section-officer and should sign in the books so test checked bythem. In case any discrepancy is noticed, it should be brought to the notice ofthe FA&CAOIHQ immediately, to take up the matter with the India SecurityPress.

(ii) In case more than one 'Accounts Officer is vested with cheque drawingpowers in the Accounts office, each such officer will requisition theirrequirement of cheque books sufficient to be used for three months from thecoordinating Accounts Officer. The latter will issue the cheque books afterentering the same in the Stock Register.

(iii) The Accounts Officer vested with cheque drawing power shall issue thecheque books/cheque leaves to the Section Officer (Alcs) incharge of thesection drawing cheques to be used for the period as may be decided by theAccounts Officer.

3. CUSTODY AND STORAGE

(i) The stock of cheque books shall be kept in the joint custody of the twosignatories under double lock system. The duplicate set of keys will be kept inan envelope duly sealed by the Accounts Officer (cheques), in the custody ofthe Head of the Office.

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(ii) If the double lock system for custody of cheque books is not feasiblein any office owing to the smallness of the establishment or lack of facilities, thecheque books should be in the custody of the Head of the Office under lock andkey. The Eead of the Office will be responsible for safe custody and issue ofcheque bC\':;~5 ~,='the cheque-drawing official as and when required.

4. STOCh: REGISTER OF CHEQUE-BOOKS

-. 5:'JCk Register of Cheque BookslForms should be maintained to keep::.= ::.: :=~lt of the receipts, issues and balance of cheque books/forms (Ann-I) by~__:-.~..:'..:ountsOfficer (cheques)

5, DAILY ACCOUNT OF CHEQUE FORMS USED

••••·..•10-..~,,•••tIi<i•••t••t•:"••t••••••••,l•I~

Each morning, the Cheque-writer should take such cheque books fromthe Section Officer (Afcs) in charge of section drawing cheques, as are likely tobe used during the course of the day and would remain responsible for usethereof and return of the balance at the close of the day. A register should bemaintained by the cheque-writer for showing the cheque forms received by himeach day and those returned by him. The entry should be made by the Cheque-writer with his dated initials in this register (Ann-2) and submitted to theAccounts Officer through Section Officer (Afcs) at the time of closing of theaccounts daily. In this register, the cheque numbers used during the day shouldalso be noted.

All the Accounts Officers vested with cheque drawing powers willmaintain the account of cheque books and the cheques used daily in the sameform as detailed in foregoing paras.

6. STOCK TAKING AT THE CHANGE OF THE OFFICER- IN- CHARGE

(i) Every six months, in April and October, stock taking of the chequebooks should be done by an Officer other than the Accounts Officer (cheques)and a certificate of physical count recorded by him in the stock register. Thisstock taking should also be done whenever there is a change of the AccountsOfficer (cheques) and the relieving officer should initial the entry in respect ofeach of the cheque book noted in the Ann-2 and sign a certificate in the StockRegister in the following form :-

"Received the current cheque books as indicated by my initials in the register ofaccount of cheque forms and the unused cheque books from to asentered in the Stock Register"

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(ii) In the case of an Accounts Office comprising only one Accounts Officer,half-yearly physical verification of stock of cheque-books may be arranged bydeputing officer from other office.

7. Disposal of unused cheque stationery

As already advised vide Board's letter no.2008/AC-II/25112 dated31.3 .09, in cases where the cheque books issued to any of the Accounts Officersare not required due to closing of the drawing account or for any other reason,he shall after keeping a note in the relevant records, send partly used/unusedcheque books/cheque leaves to the Headquarters' office which issued the same,per bearer/registered post. The HQ office shall take such cheque books intostock in the Stock Register of cheque books and re-issue to any other AccountsOfficer under their control or in Headquarters' office itself, if found feasible.However, cheque books which are not required at all shall be destroyed in thepresence of Section Officer (AlCs) of HQ Books section and representativefrom Railway Protection Force not below the rank of Sub -Inspector, keeping anote thereof in the Cheque Stock Register. The certificate regarding destructionof cheque books signed by SOlBooks and RPF representative shall be pasted inthe stock register.

Further, when an Accounts Office is wound up, all partly used/whollyunused cheque books in the custody of that office shall be returned along with acomplete accountal of the cheque books so remaining as per the Stock register,to the HQ office, which shall in turn take action on the same lines as indicatedin the above para.

The FA&CAOs maysupplement/complement the above instructions asper local requirements and issue detailed instructions in this regard and ensurestrict compliance thereof through test-checks/field inspections periodically.

Kindly acknowledge receipt and send a copy of the instructions issued inthe matter for Board's information.

DA:As above~~

L 1..)1'},o(B.N. Mohapatra) VI

Executive Director (Accounts)Railway Board

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STOCK REGISTER.oF CHEQUE glO.<N<Slf'O'Rf~S!-!-==ir:1e:of t!ie rv1i·Pl{S·t~,rUe-p1t. ",~_ " " "•.....•.........•..............

,Issue fronl St.sdkUu~b~-;:--'--;i;Liv-o .~D-;'t~:T~-··--r--·'N~~~b~~'·-'''lsi:--- --·iB.~-I~~~--1~~i1i~j~-,··N~-..&·o~i;~f-;~~ -

Scck~ 'F~~~~~fo.f ,,':Whom ;B-:;~i.;;--i:F~~;-;UO.Of10n _ ;MAO.f- acknowledyem iarks- !orms .; jforms :r~eipt ;d1e'fIUS cent. of boC»:'s

__,__~__,..._...-i~!.:~:'!:--~._...._. IssuedOS,6 .7 ,13,

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ACCOUNT OF CHEQUE FORMS

Date Opening No. of Total No. .No. of No. of Total No. No. of Closing qnitialslnitialsbalance cheque of cheque 'cheques cheque 'of cheque cheques ;balanceof of A!e!'of forms forms to .lssued .forrns .forms written of Cltepi:t'··;Offlcer -cheque received be 'cancelled .accounted .but not chequewn·tPIl!forms from accounted •. and -for issued forms ~'1..

stock for :destroyed :(Columns(Co!umns~" (l.

(Columns ,with SI. .5+6)4-7)2 + 3) 'Nos.

'thereof

1. 2_ 3. 4. 5. 6. '7. 8. 9. 10. 11.

3Gl