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�Abbreviation�

Short�Form� Full�form�AAY� Antyodaya�Anna�YojanaAC�Note� Acceptance�Note�ACH� Rice�for�Adrut�Children�Home�ACSO� Assistant�Civil�Supplies�Officer�ADM� Additional�District�MagistrateAR�cum�AC�Note� Analysis�Report�cum��Acceptance�Note�AP� Annapurna�APL� Above�Poverty�Line�ARCS� Assistant�Registrar�of�Cooperative�Societies

BC� Bulk�Consumer�(Institutional�Consumers�like�ST/SC�Hostels,�Jail,�Sports�Hostels,�SC/ST�Hostel�run�by�NGO�etc)�

BC� Banker’s�Cheque�BDO� Block�Development�Officer�BMC� Bhubaneswar�Municipal�CorporationBPL� Below�Poverty�LineCMR� Custom�Milled�Rice�Collector� Collector�of�the�District�CSO� Civil�Supplies�OfficerCSO�cum�DM� Civil�Supplies�Officer�cum�District�Manager�CWC� Central�Warehousing�Corporation�DC� Delivery�Certificate�DD� Demand�DraftDDS� Dealer�Deposit�Slip�(of�FPS�Retailers)�DLLP� District�Level�Lifting�Plan�DM� District�Manager�of�OSCSC�Ltd�DPO� District�Panchayat�OfficerDRCS� District�Registrar�of�Cooperative�Society�DSC� Departmental�Storage�Centre�DSS� Departmental�Storage�SystemDSWO� District�Social�Welfare�Officer�DWO� District�Welfare�Officer�EO� Executive�Officer�(of�Urban�Local�Body)�FCI� Food�Corporation�of�IndiaFPS� Fair�Price�Shop�FPS�AC�Note� Fair�Price�Shop�Acceptance�Note�FS�&�CW�Department� Food�Supplies�&�Consumer�Welfare�Department�FSD� Food�Storage�Depot�(of�FCI)FY� Financial�Year�GP� Gram�Panchayat�GP�cum�AC�Note� Gate�Pass�cum�Acceptance�Note�(for�Bulk�Consumers�–�7C)�

GP�cum�DN�Gate�Pass�cum�Dispatch�Note�(for�transport�of�Rice/�Sugar�from�one�Depot�to�another�–�5A)��

GP�cum�TP� Gate�Pass�cum�Transit�Pass�(for�transport�of�PDS�item�to�FPS�Retailers)�

Short�Form� Full�formGRS� Gram�RojagarSevak�H�&�TC� Handling�&�Transport�Contractor�IS� Inspector�of�Supplies�JS� Jogana�Sahayak�(Supply�Assistant)

KBK�Undivided�districts�of�Kalahandi�Balangir�Koraput(KBK)�Districts�[now�8�Districts�of�Kalahandi,�Nuapada,�Balangir,�Subarnapur,�Koraput,�Nawrangpur,�Malkangiri,�Rayagada]�

KMS� Kharif�Marketing�SeasonLAMPCS� Larger�size�Agricultural�Multi�Purpose�Cooperative�Society�LO� Lifting�Officer�MD� Managing�Director�of�the�OSCSC�Ltd�MFPS� Model�Fair�Price�ShopMI� Marketing�Inspector�MIS� Monitoring�Information�System�MV� Mobile�Van�scheme�of�OSCSC�Ltd�MVI� Motor�Vehicle�InspectorNEFT� National�Electronic�Fund�Transfer�NFSA� National�Food�Security�Act’2013�NGO� Non�Governmental�OrganizationNREGS� National�Rural�Employment�Guarantee�Scheme�NSBT�Gunny� New�Standard�B�Twill�Gunny�

OPDS�Control�Orders� Odisha�Public�Distribution�System�(Control)’2008�and��OPDS�(Control)Amendment�Order’2013�

OSCSC�HO� Odisha�State�Civil�Supplies�Corporation�Limited�Head�Office�OSCSC�Ltd� Odisha�State�Civil�Supplies�Corporation�Limited�OSWC� Odisha�State�Ware�housing�Corporation�PACS� Primary�Agricultural�Cooperative�Society�PDS� Public�Distribution�System�PEG� Private�Entrepreneurs’ GuaranteePI� Procurement�Inspector�PL�Account� Personal�Ledger�Account�PoA� Power�of�AttorneyPRI� Panchayati�Raj�InstitutionPV�Report� Physical�Verification�Report�RC� Ration�Card�RCMS� Ration�Card�Management�SystemRDP� Rice�for�Differently�able�Person�

RN� Receipt�Note�(�issued�by�depot�as�acknowledgement�of�receipt�of�stock�in�case�of�Depot�to�Depot�transfer�–�5B)�

RO� Release�Order�(for�Rice�–�2C)�RORC� Rice�for�Olive�Ridley�Conservation�RR� Railway�Receipt�issued�by�the�Railway�Goods�Shed�RRC� Rice�Receiving�Centre�RRC�cum�DSC� Rice�Receiving�Centre�cum�Departmental�Storage�Centre�RTO� Regional�Transport�Officer�SA�cum�DEO� Sales�Assistant�cum�Data�Entry�OperatorSA�cum�GA� Sales�Assistant�cum�Godown�Assistant�SCMS� Supply�Chain�Management�System�SLHTC� State�Level�Handling�&�Transport�Contractor

Short�Form� Full�formSLLP� State�Level�Lifting�Plan�SMS� Short�Messaging�Service�SRC� Special�Relief�Commissioner�ST�&�SC�Hostel� Scheduled�Tribe�&�Scheduled�Caste�HostelSZD� Sugar�Zonal�Depot�

TC� Transit�Challan�(issued�by�Custom�Miller�for�transit�of�Rice�from�Mill�to�RRC/RRC�cum�DSC/FCI�–�6A)�

UC� Utilisation�Certificate�

ULB� Urban�Local�Body�(includes�NAC�,�Municipalities�&�Municipal�Corporation)�

VR� Verification�Report�W.I.� Welfare�InstitutionWFP� World�Food�Programme�(of�United�Nations)�WLC� Wagon�Loading�Chart�WSHG� Women�Self�Help�Group�

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Concepts�&�Usage�

Subject� DefinitionAnalysis�Report�–Cum�Acceptance�Note�cum�of�Custom�Milled�Rice�(CMR)�

It� is� a� document� of� transaction� and� is� generated� by� the� receiving�depot� on� acceptance� of� CMR� from� the� custom� Miller� after� quality�check�&�weighment.�

Authorization�Letter�for�Bulk�Consumers�

The� Head� of� the� Bulk� Consumer� Institution� issues� the� letter�authorizing�the�person/official�who�lifts�the�stocks�from�the�RRC�cum�DSC�on�production�of�the�letter.�

Bulk�Consumer�(BC)�deposit�Slip�

It� is� a� document� which� is� used� by� the� BC� at� RRC�cum�DSC� for�providing�details�about� the�commodities� to�be� lifted,�cost�deposited�and� for� receiving� acknowledgement� from� the� Depot� against� the�deposit.�

CMR�Transit�Challan� The�document� is�prepared�by� � the�Custom�Miller� for� transit�of� CMR�from�Mill�to�Depot�(�RRC�or�FCI)��one�challan�for�one�vehicle�

DC�

Delivery�Certificate�is�a�document�generated�by�the�District�Office�of�CSO�cum�DM� on� the� basis� of� Verification� Report� of� the� Mill� by� the�Authorized� Officer.� It� is� issued� to� a� Custom� Miller� for� delivery� of�milled�rice�at�the�designated�Depot�of�FCI�&�OSCSC.�It�is�also�issued�by�the�District�representatives�or�other�State�agencies.�

DD/BC/PO/NEFT� These�are�the�mode�of�deposit�facilitated�for�the�FPS�to�deposit�cost�of�food�grain�&�sugar.�

Retailer�Deposit�Slip�The� Slip� is� a� document� which� is� used� by� FPS� at� RRC�cum�DSC� for�detailing� the� commodities� to� be� lifted,� cost� deposit� details� and�receiving�acknowledgement�from�the�Depot�against�the�deposit.�

District�Level�Lifting�Plan�(DLLP)�Rice�

The�plan�is�prepared�by�the�District�OSCSC�Office�on�a�monthly�basis�for�intra�district�transfer�of�stock�&�receipt�on�inter�district�transfer�of�stock.�

Driage� Loss�of�weight�due�to�drying�of�Moisture�Content��in�grain�(paddy)�

DSC/�RRC�cum�DSC�

The� depots� used� by� the� OSCSC� Ltd� at� strategic� locations(usually� at�Block� level� for� storage� of� foodgrains)� are� termed� � Departmental�Storage� Centre� (DSC)� � or� � Rice� Receiving� Center� cum� Departmental�Storage�Center�(RRC�cum�DSC).�

DSS�Government� entrusted� OSCSC� Ltd� with� the� responsibilities� of�handling,�storage�and�issue�of�PDS�stocks�to�Fair�Price�Shop�and�thus�it�was�called�Departmental�Storage�System.�

FIFO�

“First� In� First� Out”�� As� grain� is� prone� to� weight� loss� &� quality�deterioration��in�course�of�long�storage�due�to�moisture�content�in�it�thereby� forming� heat� inside� stacks,� it� is� pertinent� for� a� Depot� to�adopt�the�principle�while�issuing�stocks�of�food�grain�on�FIFO�basis�i.e.�“Stock�received�first�to�be�issued�out�first”.�

FPS�Acceptance�Note� The�document�is generated�by�the�dispatching�depot�on�issue�of�stock�to�FPS�on�which�the�FPS�acknowledges�receipt�of�stock.�

Financial�Year�(FY)� 1st�of�April�to�31st of�March.Gate�Pass�cum�Acceptance�Note(for�issue�of�Stock�to�Bulk�Consumers)�

The�document�is�generated�by�the�dispatching�depot�on�issue�of�stock�to�Bulk�Consumer.�

Gate�Pass�cum�Transit�Pass�for�level�II�

The�document�is�generated�by�the�dispatching�depot�on�issue�of�stock�to�FPS�from�RRC�cum�DSC.�

Gate�Pass�cum�Transit�Pass� The�document�is�generated�by�the�dispatching�depot�which�functions�

Subject� Definitionfor�level�II�(FCI)� as� RRC�cum�DSC� in� the� same� premises� of� FCI/CWC/OSWC� (Stock�

belongs� to�FCI)�on� issue�of� stock� to�FPS� i.e.�Direct�Level�II�operation�instead�of�Level�I�&�Level�II�operation.�

Gate�Pass�cum�Transit�Pass�for�level�II�(ST)�

The� document� is generated� by� the� dispatching� depot� for� issue� of�stocks� as� per� transfer� request� to� a� nearby� depot� when� rice� is� not�available�at�the�dispatching�depot.�

Gate�Pass�cum�Dispatch�Note�

The�document�is�generated�by�the�dispatching�depot�on�issue�of�stock�to�other�Depot�by�Road/Rail�Movement.�(For�Commodity�Dispatched�by�road/to�Railway�Good�Shed/Siding/Station)�

Infestation� Food�grain�affected�by�pest/insects�

KMS� Kharif�Marketing�Season:�The�Kharif�Marketing�Season�for�the�period�1st�of�October�to�30th�of�September.�

Lifting�&�Off�take�

Lifting:� Stock� of� Rice� (Other� than� received� from� Millers),� Wheat� &�Sugar� made� available� at� DSC� against� the� district� allotment� for� the�month.�Off�take:�Stock�distributed�to�the�consumers�at�Fair�Price�Shop�for�the�allotment�month.�

Mandatory�Declaration�It� isa� document� prepared� and� furnished� by� a� FPS� Retailer� regarding�transaction�of�PDS�commodities�during�a�month�indicating�the�Closing�Balance.�

NEFT�Application�Form� The� NEFT� application� form� is� used� by� FPS� for� electronic� transfer� of�cost�of�PDS�stocks�to�Corporation�account.�

Palla�Bag� Empty�Gunny�bag�used�for�collection�of�spillage�from�stack�Parkhi� Poker�(Locally�known�as�Boma)�used�for�drawal�of�sample�

Power�of�Attorney�(PoA)� The�document�is�prescribed�for�execution�of�registered�PoA�by�H�&�T�Contractor�delegating�powers�to�act�on�his/her�behalf.�

Receipt�Note� The�document�is�generated�by�receiving�depot�on�receipt�of�stock�from�other�Depot�by�Road/Rake�Movement.�

Receipt�Note�for�Return� The� document� is� generated� by� the� receiving� depot� on� receipt� of�return�stock�from�FPS/BC/BDO/Other�Govt.�Agency.�

Release�Order� The�Order�is� issued�by�the�District�OSCSC�Office�for�release�of�stocks�from�RRC/RRC�cum�DSC/Sugar�Zonal�Depot.�

RRC�

Storage� depots� used� by� OSCSC� Ltd� for� storage� of� rice� is� called� Rice�Receiving� Centre� (RRC).RRCs� are� being� used� for� storage� of� surplus�CMR� to� feed� the� deficit� RRC�cum�DSCs� in� the� district� as� well� as� to�other�consuming�districts.�

Scheme�Transfer�Note� The� document� is generated� by� the� inspector� of� supplies/marketing�inspector�on�scheme�transfer�of�stock�done�at�FPS�level.�

Specimen�Signature�of�FPS�Retailers�

The� document� is� prepared by� Inspector� of� Supplies/� Marketing�Inspector� In� Charge� of� Block/ULB� for� FPS� Retailers� under� their�jurisdiction.�

Stack�Card� It� is� a� card� displayed� on� the� body� of� the� stack� detailing� the� stack�history�

State�Level�Lifting�Plan�(SLLP)�

State� Level� Lifting� Plan� is� prepared� at� OSCSC� Head� Office� level� on�monthly� basis� indicating� the� district� allotment� and� its� arrangement�from�different�sources�including�FCI,�inter�district�movement�etc.�

Stock�Transfer�Acceptance�Note�

The�document�is�generated�by�the�Lifting�Officer�and�depot�in�charge�of�receiving�depot��

Transfer�Request� Transfer� Request� a� document� through� which� a� deficit� RRC�cum�DSC�requests� other� nearby� surplus� RRC�cum�DSC� within� a� radius� of� 10�

Subject� Definitionkilometers�to�issue�certain�quantity�of�stock�to�its�tagged�FPS�through�L�II� H� &� T� Contractor� as� per� the� allotment� of� FPS� &� against� the�deposits�received�from�FPS.��

Storage�Gain� Storage� Gain� is� gain� caused� in� grain� due� to� absorption� of� moisture�thereby�gain�in�weight.�

Storage�Loss� Storage�Loss�is�shortage�caused�during�storage�&�handling�operation�in�the�depot�

Verification�Report�Verification�Report�is�a�document�prepared�by�the�Authorised�Officer�(AO)� In� Charge� of� Rice� Mills� after� physical� verification� of� stock� of�paddy�&�rice�in�the�mill.�It�is�usually�submitted�every�week�by�the�AO�

Wagon�Loading�Chart�

Wagon� Loading� Chart� is� a� document� prepared� at� the� rake� loading�point� by� the� H� &�T�Contractor�under� the� supervision� of� the� Railway�Goods� Supervisor� and� under� the� supervision� and� validation� of� the�representative�of�Dispatching�CSO�cum�DM.�

Wagon�Unloading�Chart�

Wagon� Unloading� Chart� is� a� document� prepared� at� the� rake�unloading�point�by�the�H�&�T�Contractor�under�the�supervision�of�the�Railway�Goods�Supervisor�and�under�the�supervision�and�validation�of�the�representative�of�Dispatching�CSO�cum�DM.�

�����������������������������

I N D E X Sl No

Chapter Serial Section Subject Head At Page

No 1 1 Departmental Storage System

1.1 Introduction 1 1.2 New Initiatives under End to End Computerisation (ETEC) 4

2 2 PDS Stock Management 2.1 Allotment 7 2.2 Preparation of SLLP & DLLP 7 2.3 Deeming Provision 9 2.4 Actual Lifting of Stocks 9 2.5 Receipt & Storage of CMR at the RRC cum DSC 12 2.6 Arrangement for Feeding the FPS 13 2.7 Monitoring and Supervision 17 2.8 Delivery of stock to FPS 19 2.9 Delivery of stock in fraction 20 2.10 Lifting by Bulk Consumers/Institutions for PDS 21

2.11 Engagement of Jogana Sahayak (or Supply Assistant) in GPs 22

2.12 Transactions at CWC/OSWC Depots functioning as RRC/RRC-cum-DSC 22

2.13 Quality Testing/Joint Sampling of Stocks 23

2.14 Quality Testing during Receipt of CMR from Custom Millers 24

2.15 Weighment 25 3 Fund Management under DSS 3.1 Financial Arrangement by District OSCSC Office for

Lifting of PDS Items 27

3.2

Deposit by Fair Price Shop: Manual Method through Demand Draft (DD)/Banker’s Cheque (BC)/Pay Order (PO)

28

3.3 Online Deposit by Fair Price Shop (NEFT through Axis /ICICI Bank Module) 29

4 Accounting & Documentation of Transaction 4.1 Dispatch of Stocks to other districts/ other RRC-cum-

DSC’s of own district. 32

4.2 Receipt of stock at RRC/ RRC-cum-DSC 33 4.3 Receipt of stock from H & T Contractors (State Level &

Level-I) 34

4.4 Receipt of stock through railway rake at receiving district 34 4.5 Documents at DSC for issue of Stock to Fair Price Shops 35 4.6 Documentation at the District Office 36 4.7 Documentation in Base RRCs/RRC-cum-DSCs 37 4.8 Register to be maintained by the H & T Contractor State

Level, Level I & II 39

4.9 Submission of Report & Returns by In RRC /RRC-cum-DSC I/C 39

4.10 Report and Returns to be submitted by District Manager to Head Office 40

5 5 Computerization 5.1 e-Governance 41 5.2 m-Governance 43 5.3 Other Initiatives 47

I N D E X Sl No

Chapter Serial Section Subject Head At Page

No 6 6 Roles and Responsibilities of all Stakeholders

6.1 Role of FS & CW Department, Govt. of Odisha 49 6.2 Responsibilities of OSCSC Head Office 49 6.3 Role of Collector 49 6.4 Role of Sub Collector 50

6.5 Role of ADM/Sub-Collector (in charge of TPDS of ULB) and BDOs of Blocks 51

6.6 Role of District Manager, OSCSC 52

6.7 Duties & Responsibilities of Assistant Manager (Accounts)/Accounts Head of District OSCSC Office 54

6.8 Role of ACSO In Charge of Sub divisional Civil Supplies Establishment 55

6.9 Role of Inspector of Supplies/Marketing Inspector/ ACSO in-charge of Block & ULB 55

6.10 Duties and Responsibilities of RRC/RRC-cum-DSC In Charge 57

6.11 Duties and Responsibilities of Lifting Officer 58

6.12 Duties & Responsibilities of Authorized Officer of OSCSC Ltd at CWC/OSWC Depots 60

6.13 Duties & Responsibilities of Quality Analyst 60 6.14 Duties & Responsibilities of SA-cum-DEO/SA-cum-GA 62 6.15 Duties & Responsibilities of Dusting Operator 63

6.16 Duties & Responsibilities of Security Guard/Night Watchman 63

6.17 Duties & Responsibilities of H & T Contractor Level-I 64 6.18 Duties & Responsibilities of H & T Contractor Level-II 65 6.19 Duties & Responsibilities of State Level H & T Contractor 66

7 7 Miscellaneous 7.1 Relief Operation Procedure 67 7.2 Exigencies 69 7.3 Stack Operation under SCMS 71

7.4 Periodical Physical Verification of RRC/ RRC-cum-DSC/ CWC/ OSWC 72

7.5 Supply of New Standard B Twill (NSBT) Gunny Bags to RRC/ RRC-cum-DSC/ CWC/ OSWC 73

7.6 Grievance Reporting & Redressal Mechanism 76 7.7 Transparency Portal 77

7.8 Timeline for various activities under DSS for an allotment month 78

7.9 List of Annexure 79 �

�������

�List�of�Tables�

�Table�No�

Subject Chapters/Clause

Table�1� Code�of�PDS�items/Scheme�for�NEFT 3.3�Table�2� List�of�Stakeholders�registered�&�coded 5.1�Table�3� Codes�of�PDS�items/Schemes�for�CB�M�Gov�

module�5.2�

Table�4� Documents�relevant�for�Lifting�Officer 6.11�Table�5� Timeline�for�various�activities�for�an�allotment�

month�7.8�

Table�6� List�of�Annexure� 7.9��

Chapter-1Departmental Storage System

1.1. Introduction

1.1.1. Departmental Storage System (DSS) with Doorstep Delivery of PDS commoditiesThe State Government, in accordance with the recommendations of Justice

Wadhwa Committee appointed by Honourable Supreme Court, has introduced

Departmental Storage System (DSS) combined with doorstep delivery of food stuffs

with effect from 1st April, 2012 in the entire State. This system is a replacement of

Private Storage Agency(dealing with food items) and is being operated by the Odisha

State Civil Supplies Corporation (OSCSC). Under the system, the Departmental Storage Centre (DSC) of OSCSC has been made the centre of activity. It receives

stocks from different sources, manages its stock scientifically, does proper inventory

management and issues stocks to Fair Price Shops for onward distribution to

consumers.

1.1.2. Institutional ArrangementsAs on 31st July’2014 there are 262 Depots of OSCSC Ltd. (either owned or hired)

functioning in the State out of which 250 depots have been earmarked as Departmental

Storage Centres (DSCs) and are also called as Rice Receiving Centre-cum-Departmental Storage Centre (RRC-cum-DSC). Fair Price Shops of Block(s) and

ULB(s) have been tagged to the RRC-cum-DSCs depending upon the capacity of the

Depot, monthly allotment of food grains required for the concerned Block/ULB and

distance in between the deport & the Block/ ULB

RRC-cum-DSCs receive rice from various sources (Mills, other State Agencies,

other Districts & FCI depots), wheat from FCI Depots & Sugar from Sugar Zonal

Depots. DSC I/C (In-Charge), usually a Procurement Inspector, is to ensure scientific

storage of stocks with proper inventory management. S/he is responsible for distribution

of PDS items to Fair Price Shop Retailers tagged to the DSC as per their allotment and

on receipt of cost of PDS items. As bigger & scientific depots constructed under various

schemes are being made available to OSCSC, a large number of smaller depots are

being de-hired and therefore the number of RRC cum DSCs in use is reducing and is

likely to reduce further.

1

The big depots of OSCSC (either hired or owned) in some of the major surplus

districts have been earmarked as “Base RRCs”. Base RRCs receive Custom Milled

Rice (CMR) only from the custom Millers out of the paddy procurement made by

OSCSC Ltd. These Depots transfer rice to deficit RRC-cum-DSCs inside the district as

well as to other consuming districts by road & railway rakes.

The District administration is responsible for appointing Handling &

Transport(H&T) Contractors (of Level-I&Level-II categories) through a transparent

bidding process at district level for transportation of PDS stocks from FCI/ Base RRC/

Sugar Zonal Depot to RRC-cum-DSC (by Level-I) and from RRC-cum-DSC to FPS

Retailer point (by Level-II). While the Level-I Handling & Transport Contractor feeds the

RRC-cum-DSC with various PDS items, the Level-II Handling & Transport Contractors

are responsible for transportation of PDS items from RRC-cum-DSC to FPS point.

OSCSC Head Office appoints StateLevel Handling & Transport Contractors for

handling and transportation of rice from Surplus to deficit districts. The State Level H &

T Contractors carry out inter-district transfer of rice stock as per the State Level Lifting

Plan (SLLP) prepared by Corporation Head Office.

1.1.3. Computerisation of the RRCs & DSCsIntroduction of computerisation of all transactions in RRC- cum-DSCs has been

done with help of a web based application Supply Chain Management System

(SCMS). Master database of Rice Mills, H & T Contractors, Base RRCs/RRC-cum-

DSCs and FPSs etc has been created to implement the SCMS application. The Base

RRCs (12) and RRC-cum-DSC (250) have been assigned with unique depot code for

this e-Governance application.

All transactions starting from receipt of stocks, scientific storage with inventory

management and issue of stocks against allocation and deposit by the FPS Retailers for

transport to the doorstep of FPS are being done online in 129 RRC cum DSCs (out of

250) as on 15th July’2014 through SCMS application in Online & Offline mode. The

computerization of about 60 more depots is planned to be completed by end of

October, 2014. Remaining 60+ depots do not have electricity connection and may have

to be de-hired. A user manual for SCMS application has been prepared for circulation

among the concerned officials and staffs of OSCSC Ltd and FS & CW Department.

2

1.1.4. Online allocation of PDS items to FPSA database of all the 28590 FPS Retailers (as on 15th July’2014) has been

created by online registration, field verification & authorization. A unique 8-digit code

has been assigned to each of the above FPS Retailers. This database was being used

for allocating PDS items for each Fair Price Shop Retailers by the BDOs/ Sub

Collectors/ ADMs online for their Block/ULB every month from August’2012 till

June’2014. However, from July’14, CSOs are generating same for the FPS Retailers at

District level for each of the Blocks/ULBs in their District.

If there is any change in the assignment of ration card of one FPS to another or

tagging of a Fair Price Shop due to suspension/ cancellation of license or resignation by

a Retailer, same is notified by the concerned Inspector of Supplies/ Marketing Inspector/

Asst. Civil Supplies Officer to the Civil Supplies Officer. These information is updated in

the database at CSO level by end of every month. Instructions for modifying the FPS

database as per changes made in the field have been issued to all districts. The

procedure for preparation of online FPS allotment order has been illustrated in Chapter – 2of these Guidelines.

1.1.5. Online depositOnline deposit of Cash by FPS (NEFT through AXIS/ ICICI Bank Module):

OSCSC has introduced online deposit of cost of PDS items by FPS though NEFT using

AXIS Bank/ ICICI Bank module. About 30% FPS are already using this module for

depositing the cost “Rest FPS are depositing the cost of PDS items though Bank Draft/

Bankers Cheque”. Stock is issued at DSC on generation of MIS Report in OSCSC

website (www.oscsc.in) and FS & CW Department’s website (www.foododisha.in).

Provision of online deposit helps the FPS retailers to deposit as per their own

convenience and not to come down to DSC to deposit the draft for issue of PDS stock.

Secondly, instant credit of fund to OSCSC A/c and easier reconciliation is possible by

such online transaction. FPS retailers are being encouraged to use the bank modules to

cash transfer as it is not only convenient and cheap for them but also easy for account

reconciliation later.

3

1.2. New Initiatives under End to End Computerisation (ETEC)

1.2.1. Digitization of Ration Cards Digitization of Ration Cards and collection of Biometrics has been completed in

Rayagada district with the help of the World Food Program (WFP) between 2007-2011.

At present Smart Card/Bar coded ration card and Point of Sale (PoS) devices are

being used in 33 FPS in 3 ULBs and 6 rural locations of Rayagada block in which

30,478 families are getting their entitlements against Biometric validation every month.

The Project is being managed from State Data Centre, OCAC. The PoS-based solution

is being extended to more rural FPSs and those located at GP headquarters. Use of

biometric smart cards/ bar coded ration cards has made the PDS transactions at FPS

very transparent. All the transactions are tracked by the website www.pdsodisha.gov.in.

At present, the MIS reports of these transactions are seen under login. However, soon

many of these would be available in the transparency portal of the department’s website

www.foododisha.in.

Government of Odisha has decided, as a part of implementation of the

National Food Security Act ’2013, to use NPR Database to identify Priority

Household beneficiaries in Odisha. It is planned to be implemented in three phases; in

the first phase, the identification will be done in Bhubaneswar Municipal Corporation

(BMC) & Bhubaneswar Block. In second phase, the identification would be done in

remaining Blocks & ULBs of Khordha district along with all ULBs across the State & the

District headquarter Blocks of rest 29 districts. In the third & last phase, balance 275

Blocks of the State will be covered.

1.2.2. Supply Chain Management System: As mentioned earlier, the Food Supplies and Consumer Welfare Department,

Government of Odisha and OSCSC Ltd have taken up computerization of PDS supply

chain in the State in order to bring transparency in the system. Initially, emphasis has

been given to computerize all Departmental Storage Centres (RRC-cum-DSCs) of

OSCSC Ltd. RRC-cum-DSC is the nerve centre of supply chain which receives grains

from the FCI, Base RRC, Zonal Depot and Rice Mills sends the PDS item to Fair Price

Shop for final distribution to targeted beneficiaries.

On one hand, transaction-based Supply Chain Management System application

has been installed to function in offline and online modes to capture each & every

4

transaction at the DSCs. On the other hand, SMS alerts on lifting and transfer of stocks

to Fair Price Shops are being sent to registered consumers in following format:

“34.35 Q Rice dispatched for Maa Singhabahini WSHG (2904W009) FPS from Panisiali Depot at 11.09 AM on 02/03/14 by vehicle OR03D4610”.

1.2.3. Mobile Governance for Stock Management at Depots: RRCs/RRC-cum-DSCs of OSCSC Ltd have been registered and assigned with

specific depot code of two alpha & six numeric characters. Transaction of a day (Day’s

abstract Receipt & Issue) is being sent by the Depots through a fixed format SMS to

“9437000359” from the registered mobile number of the In Charge Officer of

RRC/RRC-cum-DSC on a daily basis. This helps in creating a database of stocks of

various commodities in the depots across the State with minimum effort. However, after

complete computerization of PDS supply chain, the SMS reporting will be phased out

from the Depot stock reporting

1.2.4. FPS Closing Balance: Similarly, considering the challenges of internet connectivity in remote locations

for online transactions, the Fair Price Shops have been asked to report closing

balance (CB) of PDS items under various schemes in a fixed format SMS and send it to

“9437000359”. This reporting is based on the Mandatory Monthly Declaration form

(Annexure-1A) submitted by them to the MI/ IS/ACSO who are to authenticate the

same within stipulated date (i.e 5th of the month) so that online allotment order can be

generated. The online allotment order takes into account the Closing Balance and

adjusts the allotment accordingly. As & when the FPS retailer starts using PoS devices

to record transaction at FPS, this can be discontinued. When all transactions at FPS are

captured through PoS devices at all locations, this can be discontinued completely. But

that may take 2-3 years to happen at all locations.

1.2.5. Transparency Portal: FS & CW Department and OSCSC have hosted some of the information in the

web portals at www.foododisha.in and www.oscsc.in for awareness of general public.

However, as the level of computerisation increases, more and more information would

be hosted for citizens.

Once digitisation of ration cards is completed, the Ration Card Management System (RCMS) would be hosted in the portals and all ration card related services

5

would be made available to citizens. Citizen participation is being ensured to bring in

transparency by providing stock dispatch information through SMS alerts to the

stakeholders (PRI members and the citizens who have registered their mobile phone

numbers in the transparency portal) at the time of dispatch to FPS retailers. More and

more citizens are to be encouraged to register their mobile phone numbers with the

concerned FPS to get SMS alerts when stocks are moved to that FPS.

1.2.6. Grievance Redressal :The vulnerable sections of consumers which do not have access to electronic

medium for posting their grievances related to PDS distribution, have been provided

with a toll free helpline number “155335”called “Sanjog Helpline” through which they

can register their complaint. Consumers can also register their complaints online in the

web portal. The registered complaints are attended and tracked by the responsible

officials at Government/OSCSC level on a daily basis and necessary follow up actions

are taken for addressing the grievances immediately.

Now there is a national PDS toll free number 1967. Steps are being initiated to

integrate that number as a toll free Helpline number, so that PDS beneficiaries can

easily log their complaints. Simultaneously, efforts are on to integrate the personnel

information system of the Department with the helpline for a system based response

and up-scaling when a grievance is not solved at a particular level.

6

SLLP By 9th of

Preceding Month

State level

allotmentBy 7th of

Preceding Month

Chapter-2 PDS Stock Management

2.1 Allotment

2.1.1 Online Allotment Orders

FS & CW Department makes online allotment of Rice and Wheat under different

schemes like AAY, BPLand APL etc. on monthly basis. This allotment is to be made by

the Department by 7th of preceding month for the allotment month for different

schemes. Based on the schematic allotment orders, the Districts are to generate FPS

wise allotment orders for each Block/ULB by 10th of the preceding month for the

allotment month (i.e. by 10th May 2014 for allotment of June, 2014). A sample of online

schematic Allotment Order (issued at State level) is at Annexure-1B& that of FPS wise

allotment order (issued at District level) for a Block/ULB is at Annexure-1C.

2.1.2 Ration Card Management

The online registration of FPS Retailers has brought out the details of various

PDS items dealt by individual Fair Price Shop. The same information has been

integrated into the application software to generate MIS reports. Therefore, it is very important to update the FPS changes like new assignment/deletion of cards or

tagging/ suspension/ cancellation of license of the FPS retailer into the system at the District/ Block/ ULB level through login every month by last date of the month. This will eliminate mistakes regarding allocation. Detailed instructions in this regard

have already been issued by FS & CW Department which needs to be followed without

fail.

2.2 Preparation of SLLP & DLLPs

2.2.1 State Level Lifting Plan (SLLP) by OSCSC Head Office

Basing on the allocation released by FS & CW Department, stock requirement in

consuming districts and required stock liquidation from surplus districts, the OSCSC

Head Office will prepare online State Level Lifting Plan by 9th of the preceding month for the allotment month for movement of PDS items through State Level and Level - I

H & T Contractors. For preparing the SLLP (Rice) the district will furnish RSR-2 (Rice

Stock Report) indicating the requirement at the district basing on the opening stock at

the different RRC-Cum-DSC,DC pending for receipt of CMR from millers as on 1st-Day

7

DLLP By 11th of Preceding

Month

of the preceding month. For preparing the SLLP of wheat, the physical stock of wheat at

beginning of preceding month in each District as per the WSR-2 and anticipated lifting

as per previous SLLP & anticipated off-take during the preceding month is to be taken.

The SLLP rice Plan shall also indicate plan for Road & Rail movement of stocks. The

SLLP will be prepared as per format at Annexure-2A (For Rice) & 2D (For Wheat).

2.2.2 District Level Lifting Plan by districts (DLLP):

Online District Level Lifting Plan will be prepared by all districts basing on the

State Level Lifting Plan by 11thof the preceding month. The District level lifting plan is

to be made taking inter account the State Level lifting plan. If any quantity of Rice is

purposed to be lifted from say District “A” to District “B” in the SLLP, the District “B” has

to honour that allocation and redistribute it among the RRCs-cum-DSCs of the District

‘B’ to meet its PDS needs. By adhering to the SLLP targets, both the objectives of

meeting the PDS needs of consuming District (‘B’) and the liquidating stocks of surplus

District (‘A’) can be met. The surplus district (A) shall liquidate stock following FIFO

principle, treating all the depots of the district as one unit.

The District Office shall prepare the District Level Lifting Plan prudently so as to

minimize the transportation cost so that maximum quantity of PDS item is transported

with minimum cost.The format for District Level Lifting Plan is at Annexure-2B (For

Rice) and Annexure-2E (For Wheat).

The DLLP would also take into account the pending delivery certificates with the

custom Millers for receiving rice against RRCs or RRC-cum-DSCs of the District. The

pending DC quantity of a Depot at the end of the month shall be treated as anticipated

receipt during the next month with an addition of 25% anticipated quantity e.g.

Example: If a Depot has 2400 Quintals of rice to be received against pending DCs

at the beginning of the preceding month, the anticipated receipt of the Depot

during the preceding month shall be treated as (2400+ 25% of 2400=) 3000

Quintals. This information is required to be taken into consideration while preparing the

DLLP.

Lifting plan of Wheat from F.C.I. as per Government allotment and as per SLLP

of Odisha State Civil Supplies Corporation shall be made by the district in the format

Annexture-2E indicating the FSD (FCI) from which wheat will be lifted along with the

8

RO By 15th of Preceding

Month

name of Level-I H & T Contractor. Rice (if required) along with wheat may be received

from FCI Depots located in the district or from nearby districts. It may be noted that

Government of India has instructed recently to complete lifting from FCI depots for PDS

allocations of an allotment month by the last day of the preceding month. That means

the wheat allocations for month of August’14 which is to be lifted from FCI depot has to

be lifted by 31st July’2014 failing which the balance allocation would lapse.

Lifting plan of sugar shall be prepared by the District OSCSC Office based on

Government allotment and the distribution order of OSCSC Head Office for lifting of

sugar from Zonal Depot through H & T Contractor Level-I. Sugar may be received from

Sugar Zonal Depot of OSCSC located at Bhubaneswar (Mancheswar), Balasore,

Bargarh, Rayagada and Ganjam (Jagannathpur). It may be noted that Sugar distribution in PDS has been discontinued since June, 2013 by Government of

Odisha until further orders.

2.3 Deeming Provision

In case of non-communication of allotment by concerned authorities as

mentioned in paragraphs 2.1 & 2.2 by the above datelines, the last month’s allotment will be taken as allotment for current month and accordingly OSCSC Head Office

and the CSO-cum-District Manager of the district shall proceed in making sub-allotment

& lifting plan respectively.

2.4 Actual Lifting of Stocks

2.4.1 Issue of Release Order (RO) for Rice by dispatching districts

On receipt of the State Level Lifting Plan and District Level Lifting Plan, the CSO-

cum-DM Office of the Dispatching (Source) District shall prepare Release Orderby 15th

of the preceding month as per Release Order format at Annexure-2C for lifting and

transportation of stocks. The Release order would indicate the quantity of rice to be

dispatched, the destination depot of the receiving District (if possible) and the State

Level H&T Contractor to be engaged for carrying the Stock. In some cases, where the

State Level H & T Contractor has not been finalised/ appointed, the receiving Districts

may engage Level-I H & T Contractor to transport rice.

9

2.4.2 Role of Lifting Officer

The CSO cum District Manager of the receiving district shall depute one Lifting

Officer (LO) in the rank of ACSO/I.S./M.I./P.I. for lifting of stocks from the depot(s) of

source District or FCI by road(or railway rake) to feed the RRC-cum-DSCs of his/her

district . The Lifting Officer should be rotated at every 4 to 6 month interval so as to

ensure effectiveness of the LOs and to break the monotony of repetitive work. The

Lifting Officer shall:

A. do the joint sampling of stock (L.O. & Depot in charge) to be received from

the RRC-cum-DSC/CWC/ OSWC& FCI (03 copies of sample from the stacks-

One each sealed sample to be retained by the Depot, Lifting Officer & H & T

Contractor).

B. select Stack basing on FIFO principle and sample analysis report

C. be a witness to 10-100% weighment of stock as the case may be.

D. ensure proper documentation of dispatches made and proper execution of

R.O.,

E. submit daily/Consolidated reports and returns to the consignee district office,

F. handover the stock to the H & T Contractor in person or to the registered

Power of Attorney (PoA) holder authorized by the H & T Contractor ;

G. liaison with the concerned H & T Contractor for logistics arrangement for

timely lifting of stocks;

H. prepare a Stock Transfer(ST) Acceptance Note (one for one receiving

depot as per Annexure – 5E) in four copies showing details of PDS item sent

during the day, quantity, vehicle details and dispatching & receiving depot

details. The last vehicle of the day carrying stock from dispatching depot to

the Receiving depot will carry 3 copies of the ST AC Note. One will be kept

by the in-charge of receiving depot (2nd copy). 1st copy would be returned to

the lifting officer through the same H & T Contractor. 3rd copy would be

retained by the H & T Contractor for billing purpose. It may be noted that the

LO is to make one Stock Transfer AC Note for one receiving depot forall

thestocks transferred during one day. I. send one SMS corresponding to one Stock Transfer AC Note in the

prescribed format to 9437000359 by 12 midnight of the day of transfer.

10

J. Submit a copy of the executed RO to the consignee district offices/he shall

indicate the total quantity lifted duly signed by LO & RRC In charge on the

back side of the RO.

Both the source district and receiving district shall ensure lifting from the source

point and transportation to and receipt of stocks at the destination point in between 16th

to 30thof preceding month for the allotment month. Fifty percent (50%) of such inter-

district transportation of rice shall be completed by 22nd of the preceding monthand

balance 50% shall be transported by end of the preceding month. OSCSC Head

Office would monitor the inter District lifting and transportation of stock on a daily basis.

Stock shall be dispatched and received as per the DLLP and RO. Normally there should

not be any deviation of the SLLP & DLLP so as to maintain adequate stocks for PDS at

all RRC cum DSCs.

Rice may be received from Millers of the District. The CSO cum District Manager

shall suitably tag custom millers of his district to RRC-cum-DSCs considering the

distance from the Mills and as per requirement of the tagged Block/ULB to the RRC

cum DSC to avoid double handling. Sometimes, the rice may be received from other

State agencies as per the specific office orders of the OSCSC Head office.

2.4.3 Dateline for Lifting & Transportation of Rice & Wheat:The District Manager shall complete the transportation of Rice from Base

RRCs/FCI depots (where ever necessary) and wheat from FCI depots through State

Level and Level-I H&T contractors to RRC-cum-DSCs between 16th to 30th of preceding month so as to ensure that the supply of PDS allocation to FPS can start

from 20th of the preceding month.

2.4.4 Lifting & Transportation of SugarThe CSO cum District Manager of the Nodal District of Sugar Zonal District shall

issue Release Order for release of sugar from Zonal Depot to the receiving districts as

per distribution order of OSCSC Head Office.

2.4.5 Dateline for Lifting & Transportation of SugarDate-line for completion of lifting of Sugar by Level-I H&T contractors to RRC-

cum-DSCs will be fixed by the District Administration as per availability of sugar stock in

Zonal Sugar Depots.

2.4.6 Delivery of stock to Authorised person of H & T ContractorThe Officer in charge of Base RRC/RRC-cum-DSC and the Lifting Officer

deputed by the Receiving District CSO cum DM shall only deliver the stock the H & T

11

Contractor of his/her Authorised Representative. The Authorised Representative needs

to be registered through a Power of Attorney (PoA) instrument in the format

prescribed at Annexue-8. They shall not deliver the stock to any person who has not

been authorised as such by the concerned H & T Contractor through a registered

Power of Attorney (PoA) to avoid fictitious trade and misappropriation.

Stock delivery & acceptance shall be recorded in the “Acceptance Register”

prescribed under Odisha Public Distribution System (Control) Amendment Order-2013

communicated vide Govt letter no 3999 dated 4/3/14 (Annexure-10).

2.5 Receipt& Storage of CMR at the RRC cum DSC:2.5.1 From Millers

Officer I/C of RRC cum DSC shall receive Custom Milled Rice (CMR) from the

custom millers of OSCSC on the strength of computerized Delivery Certificate (DC),

Advance delivery program issued by the District OSCSC office and CMR Transit

Challan (as at Annexure-6A). A sample copy of DC is at Annexure-6C. (It may be noted

that the Annexure-6C is a new inclusion).

Receipt of rice shall be made after sample analysis (as per analysis and

sampling method prescribed by Government of India/State Government/OSCSC) and

on proper weighment. Receipt of rice shall be properly documented and accounted for

in the prescribed registers and books. The received stock shall be properly stacked

inside the chamber of RRC, numbered and be kept in a countable position. On

acceptance of rice after quality analysis, weighment shall be made and Acceptance

Note-cum-Analysis Report of CM Rice as per Annexure-6B shall be prepared and

issued to the Custom Miller.

2.5.2 Receipt of Rice from other RRCsDepot to depot movement of Rice (through State level or Level-I H&T

Contractors) shall be done on the strength of Release Order (R.O.) issued by the

District OSCSC office. It is to be issued by the Dispatching district CSO for inter District

transfers or the District CSO for intra District transfers of rice. It shall be documented in

Gate Pass-cum-Dispatch Note (Annexure-5A for road movement & Annexure-5C for

railway rake movement).It may be noted that One Gate Pass-cum-Dispatch Note is to

be issued for one vehicle.

12

2.5.3 Quality checking for disputed stockIn case of any quality complaint regarding the stocks received at the RRC cum

DSC from other RRCs, i.e. if it doesn’t conform to the FAQ norms, the disputed stock is

to be kept separate in the depot. The Depot I/c may inform both the CSOs and OSCSC

HO immediately about such poor quality. A team constituted by OSCSC HO from the

District Quality Control Cells / State Quality Control Cell would examine the stock within

7 days of such dispute and give their final clearance for acceptance or rejection.

Necessary steps should be taken accordingly for disposal of the disputed stock. In case

of rejection of stock, the responsibility shall be fixed on concerned officials.

2.5.4 Computerized Supply Chain Management SystemWhere ever the Supply Chain Management System application has been

implemented at a depot, the entire transaction at the depot shall be done through

computer either in offline or online mode. All documents and registers including the

Analysis report cum Acceptance Note of CMR as in Annexure – 6B shall be generated

from the system.

2.5.5 Treatment of Stock in DepotsDuring storage of rice in the chamber, prophylactic (Preventive) and curative

treatment of stock shall be done periodically to keep it free from infestation. Spillage

shall be collected regularly and accounted for correctly.

2.5.6 Principle of issue at the RRC cum DSCsPDS Stock stored in RRC/RRC cum DSC shall be issued on basis of FIFO (First

In First Out) principle. The oldest stock received at the depot should be issued before

any new stock is issued. The stack formation & demolition in a Depot shall be done on

basis of FIFO principle. Stock shall be issued on joint sampling, with the concerned

Depot I/c, Lifting Officials and H & T Contractors as the signatories.

2.6 Arrangement for Feeding the FPS:2.6.1 Allotment Order by Districts

Basing on the online allocations made by FS & CW Department for various

schemes, the CSO-cum-District Manager of the district will make online FPS Retailer-

wise distribution order based on State level schematic allocations by 10th of preceding

month for the allotment month for each Block & ULB. The Fair Price Shop wise

distribution orders for each block/ULB shall be available in the Transparency portal for

the concerned PI/MI/ IS/ ACSOs to download and take follow up action. A copy of the

FPS Distribution Order By 10th of Preceding

Month

13

above distribution order is to be sent by email to the ADM/Sub Collector/BDO with cc to

ACSO/Inspector of Supplies/MI/PI by the Civil Supplies Officer cum DM by 10th of the

preceding month.

2.6.2 Deposit of cost of PDS items by FPS RetailerFPS Retailers are to deposit the cost of PDS items as per the distribution order of

CSO-cum-District Manager by 17th of the Preceding month for the allotment month.

If a FPS Retailer fails to deposit by 17th of the Preceding month, then ADM/Sub

Collector/BDO would make alternate arrangement for distribution through a nearby FPS

Retailer so as to ensure smooth functioning of Public Distribution System in the area

serviced by the concerned Retailer on 17th itself. The CSO-cum-District Manager shall

be intimated regarding the new arrangement by 18thof the Preceding month so that the

tagging can be updated online with a revised order keeping the rest of the distribution

order intact.

The deposit by FPS Retailers can be done either by Demand draft drawn in

favour of “DM, OSCSC Ltd, ________ District” or through NEFT under the Bank Module

(AXIS Bank). It may be noted that ICICI Bank has offered to provide similar services

(since May’2014) for FPS Retailers at a lesser commission. Few Districts have been

allocated to ICICI Bank so that the services of two banks can be compared and

accordingly further decision can be taken. The NEFT module has been integrated with

the Supply Chain Management System application so that DSC In charge can now see

the deposit of a FPS Retailer in the bank online, download the MIS report and then

issue stock in favor of the FPS retailer.

2.6.3 Issue of allotted stocks from DSC & delivery at the FPS

The RRC-cum-DSC to which the FPS has been tagged, shall issue PDS stocks

to the concerned FPS on the strength of following:

1. FPS-wise Distribution Order of CSO-cum-District Manager for the allotment

month of concerned Block/ ULB,

2. The deposits made by FPS in shape of Demand Draft (DD)/Banker’s

Cheque/ Bankers Cheque (BC) & Pay Order (PO) drawn in favour of District

Manager, OSCSC Ltd and

Deposit by FPS

By 17th of Preceding

Month

14

3. The FPS Retailer’s Deposit Slip (DDS) at Annexure-3A/ or through Online

deposit through NEFT (Annexure-4)

4. MIS Report generated from the website www.foododisha.in / www.oscsc.in

for online deposit through NEFT.

Important Note:The RRC-cum-DSC I/c shall be responsible for pre deposit of cost

before issue of PDS item(s) to any FPS.

PDS Stock stored in RRC cum DSC shall be issued on basis of FIFO (First In

First Out) principle. RRC-cum-DSC shall issue stock on proper weighment,

documentation of prescribed records and registers and after joint sampling of stock with

the H & T Contractor (L-II).Lifting from DSC & delivery at the FPS shall be made in

between 20th of preceding month and 4th of the allotment month. The Level-II H & T

contractors shall feed the FPS by delivering PDS stocks at their door step within this

period. The H & T Contractor Level-II shall lift, transport and deliver the stock at the FPS

doorstep on proper weighment and acknowledgement. Stock shall be delivered to the

H&T Contractor (L-II) through the Gate Pass-cum-Transit Pass (Annexure-7A) and with

the FPS Acceptance Note (Annexure-7B).

2.6.4 Tagging of Quota from one FPS to another

In case of tagging of quota of any FPS due to irregularity or misappropriation or

non-deposit of cost, the concerned ACSO/Marketing Inspector/Inspector of Supplies of

the Block/ULB shall immediately intimate to RRC-cum-DSC about the FPS tagged and

get the FPS Distribution Order modified accordingly at the District Civil Supplies office

for issue of stocks to the tagged FPS for distribution to consumers in time.

2.6.5 Stock issue only to H&T Contractor (L-II) or authorized Representative:

It will be the duty of the FPS retailer or his representative to go the DSC and the

receipt the PDS stock from DSC in charge in person after checking the quality and

weight at the DSC itself.However, if the FPS retailer or his representative do not turn off

at the DSC,stock for Fair Price Shop shall be issued by RRC cum DSC In charge to H &

T Contractor (Level-II) either in person or through his/her Authorised Representative

identified through Power of Attorney (PoA) executed in format at Annexure-8. Stock

issue to H & T contractor & acceptance by FPS shall be recorded in the “Acceptance

Issue & Delivery Between

20thof preceding

month and 4th of

the allotment

15

Register” under Odisha Public Distribution System (Control) Amendment Order-2013

communicated vide letter no 3999 dated 4/3/2014 (Annexure-10).

2.6.6 Delivery of PDS Stock only to FPS Retailer or authorized representative:

H & T Contractor Level-II shall deliver the PDS stock meant for a FPS retailer

either to him/her in person or his/her representative, whose Specimen Signature duly

countersigned by the concerned IS/MI/ACSO available with him. It shall not be delivered

to any other person to avoid fraudulent transaction.

The ACSO/IS/MI of the Block/ULB shall obtain Specimen Signature of the FPS

retailer and his/ her authorised Representative in the format at Annexure-7D/ and make

a copy available to the RRC-Cum-DSC in charge. The Level-II H & T Contractor or

his/her representative shall carry a copy of Annexure-7D having specimen signature of

FPS retailers/ their authorized representatives duly countersigned by concerned

IS/MI/ACSO for checking the same before making delivery PDS Stocks at the doorstep

of Fair Price Shop retailer .

RRC-cum-DSCs where “Supply Chain Management System” application has

been installed, PDS stock shall be dispatched after all the transaction are made either in

online mode or offline mode in the system. The Gate Pass (Annexure-7A) and FPS

Acceptance Note (Annexure-7B) shall be generated from the system.

2.6.7 Route Chart for door step delivery

Transportation of stock shall be made by Level-II H & T Contractor as per the

approved route chart for timely delivery of stock to FPS and to check possible diversion

of stock. The District Civil Supplies office shall prepare a route chart for Level-II

operation and distribute to all concerned after approval of Collector.

2.6.8 Vehicles carrying PDS Stock

Each vehicle carrying the PDS stock to FPS retailer shall carry a copy of Gate

Pass-cum-Transit Pass (GP-cum-TP) and separate FPS Acceptance Notes (FPS AC

Notes) in three parts for each of the FPS retailers for whom stock is being carried by the

vehicle.

16

ଖାଦ� େଯାଗାଣ ଓ ଖାଉଟ ିକଲ�ାଣ ବଭିାଗ

ଓଡଶିା ରାଜ� େଯାଗାଣ ନଗିମ, ........................................... ଜlିାପରିବହନ କt�ା� ନାମ ............................................................ଓ େଯାଗାେଯାଗ ନମ�ର ............................................................ଅଭିେଯାଗ ଦରଜ ନମ�ର(Office No. of CSO): ...........................

Toll Free Number:155335

RRC/RRC-cum-DSC In charge shall ensure during issue that Level-I/ Level-II H

& T contractors display a Uniform Banner/flex on the vehicles carrying PDS stocks,

displaying information in Navy Blue letters over White background as illustrated below:

2.7 Monitoring and Supervision2.7.1 Submission of Declaration

Each Fair Price Shop Retailer shall submit the mandatory declaration between 1st

to 3rd of the succeeding month for the transactions of the allotment month to the

concerned Inspector of Supplies/MI/ACSO. This declaration is absolutely necessary for

making future distribution/allocation to the Fair Price Shop. The Declaration needs to

submitted by a FPS Retailer for August’2014 by 3rdSeptember’14. The information in the

Declaration would be used to determine the allocation for the month of October’14 of

that Fair Price Shop.

A sample format of the Declaration to be furnished by the FPS Retailer is at

Annexure-1A. The declaration would have to be signed by any two RLAC Members/

PRI Members in case of Blocks and two WLAC members in case of ULBs as a proof of

distribution.

2.7.2 Updating the CB information of DeclarationThe closing balance information furnished in the Declaration by the FPS retailers

are to be updated in the system immediately the concerned MI / IS/ ACSOs latest by 5th

of succeeding month. This will enable the system to calculate District, Block/ ULB wise

FPS allocations for next allotment month.

To help the officials to update the closing balance information in the system, an

m-Gov application has been developed. Under this application, the FPS Retailer has to

Mandatory Declaration

by FPS To be

submitted by 3rd of

the succeeding

month

Upadating of CB of

FPS by 5th of

subsequent month

concerned IS/MI/ACS

O

17

send the Closing Balance (CB) information of the stock under various schemes by a

fixed format SMS to 9437000359, between 1stto 3rdof succeeding month based on the

information submitted in the month end mandatory Declaration. The closing balance of

FPS will be validated online by the concerned MI / IS/ ACSOs in their login latest by 5th

of the succeeding month based on the month end mandatory Declaration submitted

by the Fair Price Shop retailers. All field officers (MIs / ISs/ ACSOs) have been provided

with Laptops recently. They are to use the laptops to update the closing balance with

their login & Password from month of September’2014 for October allocations. District

Civil Supplies Officer offices may provide them data cards or reimburse cost of their

monthly connectivity charges.

2.7.3 Field verification of Fair Price Shops:The concerned MI / IS/ ACSOs shall have to physically verify 25% (Minimum

fifteen) of Fair Price Shops and their declarations during the succeeding month. The

verification shall be made in such a manner that the verification of all the FPS Retailers

of the Block/ULB are completed in 4 months cycle. The supervisory ACSO of the sub-

division shall make physical verification of 5% (Minimum twenty) Fair Price Shops every

month in Block/ULB under his jurisdiction in the succeeding month. This apart, the

Collector or Sub-Collector or BDO may authorize other officers for verification of Fair

Price Shops and their declarations at random. CSO may personally verify 10 FPS in a

month in different Blocks/ ULBs in the district. An Inspection module is being made so

that inspection reports can be fed online by the field officers directly from the Fair Price

Shop locations. All field officers of the Department & PIs shall be provided with Digital

Signatures shortly for authentication & security of transactions in the net.

2.7.4 Review in Monthly MeetingThe concerned ACSO/ Inspector of Supplies/Marketing Inspector shall submit the

Verification Report of checking made on the Declarations by end of the succeeding

month to concerned Administrative authorities with a copy to CSO in the format as

detailed at Annexure-1D. This practice may continue till the online inspection module is

developed & deployed. The CSO shall submit his inspection reports to Collector for

information and further action. The physical verification report of the Fair Price Shops

shall be one of the agenda items in the monthly District Supply Field Staff meeting

which is usually convened in the first week of a month.

CB SMS by FPS

By 3rdof succeeding

month

25% Verification

of FPS Declarations of allotment month in the next month

by M.I./I.S/ACSO

18

2.8 Delivery of stock to FPS2.8.1 Weighment

Stock shall be delivered to FPS on 10% sample weighment. Bags shall be

selected at random by the FPS Retailer/Authorised Representative for weighment at the

time of receipt from H & T Contractor Level-II. If the FPS retailer is not satisfied with the

10% weighment, s/he can opt for 100% weighment. In such a case, 100% weighment

shall be made by H & T Contractor Level-II for which labour will have to be arranged by

FPS retailer at his/her cost.

2.8.2 Acknowledgement of Delivery at Fair Price ShopOn delivery of stock at the FPS, the H & T Contractor (L-II) shall obtain signature

of the FPS Retailer/Authorised Representative on FPS Acceptance Note (Annexure 7B)

as acknowledgement regarding receipt of stock on proper weighment and also obtain

signature of two ration card holders as witness.

H & T Contractor Level-II shall ensure that the stock is received by the FPS

Retailer and the signature of the FPS Retailers on the FPS Acceptance Note match with

the specimen signatures of the said FPS Retailer / authorized representatives. Similarly,

the In Charge Officer RRC-cum-DSC shall also verify the signature of the FPS Retailers

in the FPS Acceptance Notes submitted by H & T contractor Level-II. In case of mis-

match the DSC in charge shall report the matter to the CSO-Cum-DM and MI/IS.

The District OSCSC Office shall not reimburse transportation charges to the H &

T Contractor if the signature on FPS Acceptance Note does not match with that of the

specimen signature of the FPS Retailer. Concerned MI/IS shall enquire in to the matter

& take follow up action

2.8.3 Situation due to new arrangement of FPS RetailerIn case any new arrangement of FPS Retailer is made due to suspension,

termination, tagging, non deposit or new appointment; proper intimation with specimen

signature to that effect shall also be given to RRC-cum-DSC I/C and H & T Contractor

Level-ll by the concerned IS/MI/ACSO who will be held responsible if any PDS stock is

not delivered to any FPS Retailer for want of Specimen Signature.

2.8.4 Distribution of PDS items at FPS pointsThe beneficiaries will get their entitled PDS items between 5th to end of the

allotment month. Normally, the PDS commodities would be distributed on pre fixed

specific dates, but there could be some local variations which may be managed with the

Distribution at FPS

Between 5th to endof

the allotment

month

19

approval of the Collector and with public notification/ intimation. The Fair Price Shop is

to remain open throughout the month. The Fair Price Shop retailer may sell items other

than PDS items like pulses, edible oil, salt, spices, soap, detergents etc. to increase its

profitability and viability.

2.9 Delivery of stock in fraction2.9.1 Delivery of fraction quantity by RRC-cum-DSC:

H & T Contractor Level-II may carry PDS items meant for one or more FPS in

one vehicle. The total quantity required to be dispatched may be in fraction of 50kg.

This fraction quantity will be packed separately in once used gunny bags and delivered

to the H & T Contractor(L-II).

The cost of once used gunny bags and labour charges for packing of fraction

stock will be borne by OSCSC. The In Charge Officer RRC/RRC-cum-DSC shall

purchase the once used gunny bags for delivery of fraction quantity observing the

prescribed procedure of OSCSC Ltd.

2.9.2 Issue of PDS stock to MFPS (Model Fair Price Shop) or “Maitree” Shops:The MFPS shall be tagged to the nearest RRC-cum-DSC by the District

Manager. The PDS items shall be delivered at the MFPS through H & T Contractor

Level-II as per the allotment order of CSO-cum-District Manager. However, where

mobile vans are available with the District Manager and are in running condition, stock

shall be delivered at the MFPS through Mobile Van only.

Stocks shall be issued to MFPS on pre-deposit of cost only. The RRC-cum-DSC

shall entertain deposit from MFPS either in shape of Demand Draft along with FPS

Retailer’s deposit slip or through online deposit through NEFT transfer before issue of

stock. The revolving fund available with MFPS shall be utilized for deposit of cost. In

case of online deposit, the stock shall be issued on the strength of generated MIS

report.

2.9.3 Utilisation of Mobile Van (MV) of OSCSC under DSS Operation:The District Manager shall utilize mobile vans for lifting of stock from Base RRC,

FSD (FCI) or Sugar Zonal Depots situated within the district under Level-I & Level-II

operation. The District Manager shall ensure efficient utilization of Mobile Van available

with him. Handling cost, in case of delivery through mobile van, shall be fixed on

approval of Collector.

20

The approved TC under Level I & Level-II operations against the quantity of PDS

commodities transported should be accounted for in concerned mobile van account and

Profit & Loss (PL) account shall be drawn and reviewed on a monthly basis as per the

procedure prescribed by the OSCSC Ltd.

Mobile vans shall not be allowed to function as alternative FPS retailer to

distribute food grains to the consumers on routine basis except in exigencies when

alternative options are not available. Such distribution shall be discontinued forthwith

after alternative arrangements are made for distribution through FPS at the earliest.

2.10 Lifting by Bulk Consumers/Institutions for PDS2.10.1 Online Registration

Bulk Consumer institutions in the context of PDS are welfare institutions those

who get subsidized rice only. Some get Re1/kg rice, some get it at Rs6.30 per kg while

others get rice at APL rate (Rs9.30/kg). Such institutions have to get their institutions

registered online along with number of beneficiaries at www.foododisha.in and submit

their registered bar coded printout to the concerned District Level Officer (DLOs) like the

DWO, DSWO etc for field verification. The concerned DLO shall submit the verified

registration form to the CSO for authorization in the system and issue of unique codes

for the Bulk Consumers.

2.10.2 AllotmentOnce the authorization of Bulk consumer is done online, the allotment order

would be generated through the online system. The CSO-cum-District Manager shall

make Block/ULB wise separate allotment order for the Bulk consumers getting

subsidized rice, based on State level allotment order as per sanctioned strength of the

inmates in the concerned institution.

2.10.3 Lifting:The Bulk Consumers/Institutions shall be tagged to the nearest RRC-cum-DSC

(similar to Fair Price Shops) to lift the allotted stock. The Bulk Consumers shall lift

stocks from the concerned RRC-cum-DSC, at their own arrangement, after depositing

the cost of allotted stock through Demand Draft along with the Deposit Slip similar to

that of FPS Retailer’s Deposit Slip as per Annexure-3B or through Online deposit

2.10.4 Documentation for issue of stocks to BCs

The In Charge Officer RRC-cum-DSC shall issue stock to the authorized person

through a Gate Pass-cum-Acceptance Note (GP-cum-AC Note). A copy of the same is

21

at Annexure-7C. The Bulk Consumer institution shall make authorization as per the

format at Annexuure-3C for any representative to receive the stock on behalf of the

institution.

2.11 Engagement of Jogana Sahayak (or Supply Assistant) in GPs

With doorstep delivery, the GPs which are dealing with PDS, are expected to

earn substantial amount from FPS Retailer commission @ Rs. 20/ quintal in addition to

the sale of gunnies. This commission amount is likely to go up shortly. They are to

engage a full time Jogana Sahayak (JS or Supply Assistant) to deal with PDS

exclusively (similar to that of GRS for NREGA) with about Rs. 4000/- monthly

honorarium. To be able to engage an exclusive Jogana Sahayak (JS) or Supply

Assistant, a GP must have a minimum monthly quota of 100-150 Quintals of PDS items.

Accordingly, Sub-Collector/ BDOs may tag adequate number of ration cards under

various schemes to them for being able to engage a JS for efficient management of

PDS.

2.12 Transactions at CWC/OSWC Depots functioning as RRC/RRC-cum-DSC:

2.12.1 Receipts:

Receipt of stock from Level-I H & T Contractors (from Base RRCs or FCI depots)

and receipt of CMR from Custom Millers of OSCSC is the responsibility of OSWC/CWC

whose depots have been hired by OSCSC for functioning as RRC/RRC-cum-DSC. The

Depot In-charge of such CWC/OSWC Depots shall ensure proper quality & weighment

of stock received for exact quantity. OSWC/CWC Depot In-charge shall keep all the

records & registers for receipt of stock. They shall use the online/offline Supply Chain

Management System application for all transactions at the depot.

2.12.2 OSCSC Manpower at OSWC/CWC depots

District Manager would post one Procurement Inspector as In-charge of

RRC/RRC-cum-DSC functioning at the CWC/OSWC Depot taking care of the issue of

PDS stock to FPS retailers through Level-II H&T Contractor. One SA-cum-DEO or SA-

cum-GA shall also be posted to assist the DSC I/C Officer as per availability of staff.

S/he shall make joint testing of moisture at the time of receipt, storage and issue of

stock for storage loss purpose.

22

2.12.3 Responsibility of RRC-Cum-DSC in-charge:

1. He or she would be responsible for issue of PDS Stocks to Level-II H & T

Contractor for doorstep delivery at the FPS on pre-deposit of cost.

2. S/he shall receive thedrafts along with FPS Retailer deposit slip from the

FPS. In case of on-line deposit, s/he shall generate MIS report before issue

of stock of online deposit.

3. S/he shall issueloading slip to depot In-charge of CWC/OSWC for dispatch

of stock through Level-II Handling & Transport Contractor, basing on

distribution order and deposits received.

4. S/he shall issue of Gate Pass-cum-Transit Pass for each vehicle loaded

with stock(Annexure-7A) & for preparation of FPS Acceptance Note for

each FPS as per Gate Pass-cum-Transit Pass (Annexure-7B).5. S/he shall maintain registers & records relating to FPS on payment received

and stock issued & reconciliation of stock issued to H & T Contractor Level-II

& stock delivered at FPS.

2.12.4 Arrangement when FCI Depot & DSC are in the same premisesThe DSC in charge shall be designated as Lifting Officer for the FCI depot. S/he

shall ensure lifting as per District Level Lifting Plan.

The necessary documentation for issue of stock to the FPS shall be done in DSC

premises without double handling. The stock shall be delivered on issue of Gate Pass-

cum-Transit Pass (Annexure-7A FCI) and FPS Acceptance Note (Annexure-7B).

The District Manager shall post one Procurement Inspector/Marketing

Inspector/Inspector of Supplies as Authorised Officer at a CWC/OSWC depot even

where there is no Level-II operation i.e. in the base RRC’s. The Authorized Officer along

with the concerned CWC/OSWC authorities shall carry out joint moisture testing of

stock received and issued in the depot and record in prescribed register.

The Authorised Officer along with the concerned CWC/OSWC authorities shall

also make joint reporting of requirement of gunny bags as per the prescribed procedure.

2.13 Quality Testing/Joint Sampling of Stocks:2.13.1 Testing during Lifting

1. Rice & Wheat shall be lifted from FCI/ CWC/ OSWC through joint sampling

by the Lifting Officer & FCI/CWC/OSWC officials.

23

2. Rice from Base RRC shall be lifted through joint sampling by the Base Rice

Receiving Center I/C and the Lifting Officer. The sealed sample bags shall

be handed over at receiving RRC-cum-DSC by the H & T Contractor for

cross checking during receipt.

3. Rice from RRC-cum-DSC shall be lifted after sampling by RRC-cum-DSC

I/c. Such sampling shall be made in presence of the Level-II H & T

Contractor or his authorized representative. The sealed sample bags shall

be handed over at the concerned receiving FPS by the H & T Contractor for

cross checking during receipt of stock at their point.

4. Sugar shall be lifted from Sugar Zonal Depot on joint sampling by Lifting

Officer and Sugar Zonal Depot I/C.

2.14 Quality Testing during Receipt of CMR from Custom Millers:1. Quality testing will be ensured by Quality Analyst or RRC/RRC-cum-DSC

I/C on receipt of CMR from custom millers in presence of Miller or his

authorized representative. This is a key activity at the RRCs as maximum

shortage occurs due to poor quality check at the time of receiving the stock

from the Millers.

2. It is to be noted that this is the first point of entry of Rice into the supply

chain. If the quality check at this point is proper, the same quality will be

maintained throughout and there would be very little cause for complaint on

quality of rice later.

3. Sampling procedure as per BIS (Bureau of Indian Standard) sampling

method shall be done by In Charge Officer RRC-cum-DSC/Quality Analyst

while receiving CMR from custom millers. Rice conforming to the

specifications (FAQ) as communicated by Government of India/FS & CW

Department and OSCSC shall be received.

4. Lot-wise quality analysis shall be done for CMR received directly from

Custom Millers to determine different refractions. Same shall be recorded in

the Rice AC Note or in the online entry screens of SCMS software.

5. Value Cut: For CMR received from the Custom Millers with Moisture

Content (MC) between 14% to 15% there shall be value cut. Detailed

guidelines regarding value cut and storage loss have been issued by

OSCSC Head office which should be followed scrupulously. The list of lots

24

against which value cut to be imposed at district office shall be reported

separately to District OSCSC office.

6. For all commodities including CMR received under inter/intra depot transfer,

joint sampling of stock under receipt shall be applied.

2.15 Weighment:2.15.1 Weighment while lifting from FCI Depots:

Stock shall be lifted on 100% weighment from the Depot. If no weigh bridge is

available in the Deport, same shall be organized within 5 km from the Depot.

2.15.2 Weighment while lifting from OSCSC Depots:1. Where there is weighbridge, stock shall be lifted on 100% weighment on

weighment slip. The specimen copy of the weighment slip is prescribed at

Annexure-9A

2. In case there is no weighbridge in the depot, the weighment will be made at

the weighbridge available within 5 KMs of the depot by H & T Contractor at

his/her cost. The list of such weigh bridges shall be notified by the District

Manager, with approval of the Collector, depot-wise in advance for benefit of

all concerned.

3. In case weighbridge is located beyond 5 KMs of the RRC cum DSC, the

weighment will be made, if so directed, at the nearest weighbridge by the H

& T Contractor and transportation charges for the additional distance (to &

fro) shall be borne by OSCSC.

4. The weighment slip shall be generated and preserved for one year from the

date of generation in shape of guard file for future reference &verification.

The weighment slip for receipt & issue of stock shall be maintained

separately.

5. Basing on weighment slip and weight check memo, one weighment register

(At Annexure PDS-8) shall be maintained.

2.15.3 Standard weight of rice bags received at RRC/RRC-cum-DSC from Millers:1. Stock received shall be of standard weight of 50 kg net i.e. excluding weight

of empty gunny bags.

2. Variance beyond ± 250 grams in a bag of 50 kg will be treated as non-

standard bag. Ensuring receipt of standard bag i.e. 50 kg net is very

25

critical for the subsequent supply chain. This may be ensured by all

RRCs/RRC-cum-DSCs while receiving CMR from the millers.

3. It may be noted that rice comprises of 75% of entire Public Distribution

System items. Ensuring receipt of standard bags at the RRCs from Millers

would reduce the numerous complaints on less weight bags sent to Fair

Price Shops.

2.15.4 Weighment of sample bags at the RRC/RRC-cum-DSC during Receipt & Issue in absence of Weighbridge:

1. In case weighment at weighbridge is not possible, a sample weighment of

10% of the stock shall be made in electronics/manual weighing machine

(Platform model) at RRC-cum-DSC in the weight check memo. The

specimen copy of weight check memo is prescribed at Annexure-9B.

2. Sample bags shall be drawn at random from periphery and inside layers so

that sample bags will be representative of the whole consignment.

3. The average net weight of sample bags shall be multiplied with total number

of bags in the consignment to determine the total weight of the stock.

4. The weight check memo shall be preserved for one year from the date of

generation in shape of guard file for future reference & verification. The

weight check memo for receipt & issue of stock shall be maintained

separately.

2.15.5 Weighment of Empty gunny bags carrying the stock during Receipt:

1. While receiving stock from the custom millers, the In Charge Officer of RRC-

cum-DSC shall make test weighment of at least 10% sample empty gunny

bags from the lot to ascertain the weight of empty gunny bags.

2. This exercise shall be done in order to ascertain standard weight of gunny

as well as to derive per bag standard weight of rice and standard weight of

the complete lot.

26

Chapter - 3Fund Management under DSS

3.1 Financial Arrangement by District OSCSC Office for Lifting of PDS ItemsThe District Manager of the district shall make requisition for funds to the OSCSC

Head Office for deposit with F.C.I for lifting of Wheat & Rice (if required), in case fund is

not available with the District Manager. Such requisition shall be made by 9th of the

preceding month of allotment month.

OSCSC Head Office shall make available funds by way of CC sub-limit to the

district within 03 days of requisition. Financial arrangement with FCI shall be completed

by 13th of the preceding month of allotment month.

3.1.1 Deposit of cost of Wheat & Rice at FCI/Online through RTGS from Cash Credit Sub-Limit :“Advance to FCI Account” shall be booked and this account shall be credited on

passing of purchase entries for the quantity of stock lifted, through journal at the end of

the month.

The funds required for payment of bills of H & T Contractor both Level-I & Level-II

shall be met from the cash credit sub-limit (CC Limit) allowed to the district by OSCSC

Head Office. Payments shall be released to the contractors directly from CC Limit.In no

case the funds shall be transferred to current account.

H & T Contractors both Level-I & II shall prefer bills to the DM, OSCSC and

payment of bills shall be made following guideline issued from OSCSC HO vide letter no

12978 dated 5/7/13.

(It may be noted that the District Manager is not required to make financial

arrangement for lifting of rice from other district transported through H & T Contractors engaged by OSCSC Head Office and for lifting of Sugar from Zonal

Depot of Sugar)

3.1.2 Deposit of cost of Sugar with Mills:

In case lifting of sugar is to be made from sugar mills within the state, the District

Manager shall deposit the cost of sugar with the sugar mill. Funds required shall be

provided by the Corporation Head Office on requisition. For deposit of cost of sugar in

27

the sugar mill located inside the state, ‘Advance to sugar mill’ shall be debited and this

account shall be adjusted on actual lifting of stock.

3.2 Deposit by Fair Price Shop: Manual Method through Demand Draft (DD)/Banker’s Cheque (BC)/Pay Order (PO)The FPS Retailers shall deposit cost of Rice/ Wheat / Sugar through Demand

Draft / Banker’s Cheque /Pay Order in favour of District Manager, OSCSC Ltd of the

district which shall be payable where the District Manager’s Office is located.(For

example: For District Manager, OSCSC Ltd, Koraput, it should be payable at Jeypore

for Koraput district FPS Retailers)

The FPS Retailers shall deposit the Demand Draft along with a Retailer’s Deposit Slip detailing the PDS items (scheme wise) for which the cost is being

deposited along with quantity, rate and amount for each item. The Retailer’s Slip will

also have Bank draft/ Banker’s Cheque/Pay Order details and will be submitted in

duplicate. The In Charge Officer RRC-cum-DSC shall acknowledge the receipt on the

second copy & return it to the FPS Retailer while retaining the first copy for record. The

content of the Retailer’s Deposit Slip will be verified with the Distribution order of the

District Civil Supplies Office for the FPS before issue of stock in its favour.

One Bank Draft may be made by the FPS Retailer for all the PDS items as per

his/her allocation. The details of PDS items scheme wise shall be mentioned in the

Retailer’s Deposit Slip. A sample copy of same is at Annexure-3A.

The drafts from FPS Retailers Deposit shall be collected by the RRC-cum-DSC

I/C and these should be checked to ensure that the DDs are drawn in favor of District

Manager OSCSC Ltd, correctly, valid & are in order.

However, if the RRC-cum-DSC is not located within a Block or ULB but is feeding

their FPS, the Inspector of Supplies/Marketing Inspector of the concerned Block/ULB

may receive the DDs along with Deposit Slip from the FPS Retailers. The Demand

drafts and Deposit Slips collected by the MI/IS shall be deposited by next day at the

concerned RRC-cum-DSC on proper acknowledgement so that stocks to the FPS

through H & T Contractor (Level-II) can be issued. The RRC-cum-DSC I/C shall deposit

the DDs collected from the retailers on weekly basis to the District Manager of OSCSC.

All the deposits by demand draft / pay order / bankers cheque received at District

office shall be deposited in the bank on the same day or on the next day.

28

For reconciliation of the bank account, the drafts received should be segregated

drawer bank wise and deposited in the bank, recording the same in “Draft Deposit

Register”. The amount of draft deposited on each day shall be accounted for in the

Cash Book crediting “Sales A/C XXXXXXXXX (Commodity & Scheme)”.

The sales proceeds so collected & credited to the bank account of District

Manager shall be remitted to the Account of OSCSC Head Office immediately online.

District Manager shall issue standing instructions to the bank for such online

remittance to the cash credit account of OSCSC Head Office to avoid delay and idling of

funds in the bank.

The bank statement at the end of each month is to be reconciled with Draft

Deposit Register to check if all the drafts deposited are credited to the account.

Important Note: All field functionaries of OSCSC should discourage the FPS

Retailers to deposit through Manual Method of deposits (DD/BC/PO) where there

is NEFT deposit facility to avoid paper transactions, to ensure instant remittance

and easy reconciliation.

3.3 Online Deposit by Fair Price Shop (NEFT through Axis /ICICI Bank Module):

3.3.1 Opening of account in CBS branch:For online deposit through the Bank Module, the FPS Retailer needs to open an

account in a CBS branch of any Commercial / Cooperative/ Rural Bank located his/her

Block/ULB. The list of all CBS branches in the District shall be circulated to the

Blocks/ULBs by the District Managers for dissemination of same among FPS Retailers.

3.3.2 Using the Bank Module:NEFT format shall be used by the FPS Retailer for transferring requisite funds

from his/her account to that of the District Manager, OSCSC upon which the FPS

Retailer gets an Acknowledgement from the bank. The Retailer shall use the unique 8-

digit code of his/her Fair Price Shop to fill up the NEFT format. The NEFT operation

takes about one hour to transfer the funds to OSCSC account. The FPS Retailer shall

give the appropriate 2-digit product code in the NEFT format to indicate the PDS item

for which s/he is transferring funds. A sample copy of the NEFT format is at Annexure-4.

29

The codes assigned to various PDS items for FPS Retailers & Bulk Consumers

are as under.

Table-1

Product Code

PDS Item

Scheme

10 Rice All Rice for FPS Retailer 11 Rice AAY 12 Rice BPL 13 Rice APL KBK 14 Rice BPL Additional/Ad hoc/Special 15 Rice BPL/AAY for Poor Left out (PLO) 16 Rice Rice for RORC 17 Rice Annapurna 18 Rice Rice for Differently able Persons (RDP) 30 Wheat APL 40 Sugar BPL/AAY

3.3.3 MIS ReportsMIS reports on Bank Module would be generated on real time basis in the home

page of OSCSC. All the Stakeholders (like FPS Retailers, Block/ULB, RRC/RRC-cum-

DSCs, Sub-Division, District and OSCSC HO) can view this report in the transparency

portals of the OSCSC website (www.oscsc.in) and Department website

www.foododisha.in.

As internet facility is available in all Blocks/ULBs and District OSCSC Offices, the

MI or IS will be responsible to download the list of FPS Retailers who have deposited

through NEFT (on line) along with the commodities. S/he will be responsible to

authenticate the same with his/her signature and send it to the concerned In Charge

Officer RRC-cum-DSC on every alternate day. If a FPS Retailer usesItem Code 10

meant for rice under all schemes being dealt by him/her, then s/he would submit the

details of scheme, quantity and amount for each through Retailer deposit slip along

with the NEFT transaction number (UTR Number). In fact all Fair Price Shop retailers

who deposit through NEFT may provide the NEFT transaction number in the Deposit

slip for reconciliation. (All FPS retailers may be encouraged to use item code 10 while filling up NEFT form to save on the transaction costs in the Bank).

30

Steps have been taken to integrate the outputs of Bank NEFT module to the

Supply Chain Management System application online. The depots which are operating

online are now able to verify the FPS Retailer deposits for the PDS commodities within

one hour of deposit or so.

The In Charge Officer RRC-cum-DSC shall issue Stock for delivery at FPS

through Level-II H & T Contractor on the basis of above downloaded & authenticated

computer generated MIS report showing proof of payment by the FPS Retailer.

In case there is a failure of Internet at the Block/ULB for long time, the Axis

Bank/ICICI Bank at the District HQ shall provide hard copy of the Block-wise and FPS

Retailer-wise deposits to District Manager’s office for facilitating issue of PDS items to

FPS retailers on requisition on every 3rd day starting from 15th of the preceding month. State Nodal Officer of these two banks may inform their District branch heads

accordingly.

The amount deposited (sale proceeds) shall be credited to the Account of District

Manager, OSCSC online through Axis Bank & ICICI Bank Modules. The name of FPS,

FPS Code number, scheme, Commodity, quantity, amount deposited, & allotment

month will be available in the customized MIS reports which are to be downloaded at

the end of each day at district office for record.

The NEFT deposit as appearing in the bank account is to be reconciled with the

sales statement received from RRC-cum-DSC. At the end of each day, accounting entry

shall be passed in the Bank Book crediting “Sales Account XXXXXXXXX (Commodity)”

on the basis of report downloaded from website.

Reconciliation of Sales Account & Quantity delivered to FPS by RRC-cum-DSC

shall be made at the end of the month by the District Office. The bank statement at the

end of each month is to be reconciled with NEFT deposit to check if all the deposits are

credited to the account.

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Chapter-4Accounting & Documentation of Transaction

4.1 Dispatch of Stocks to other districts/other RRC-Cum-DSC’s of own district:The Base RRC/ RRC-cum-DSC I/C shall generate Gate Pass-cum-Dispatch

Note (Annexure-5A) in triplicate for each vehicle carrying rice stock to

(a) Other districts through State Level H & T Contractor engaged by OSCSC

Head Office,

(b) Other RRC-cum-DSCs of the same district through Level-I H & T Contractor

as per District Level Lifting Plan.

These transactions shall be as per the RO issued by the CSO cum DM of the

district.

4.1.1 Dispatch from FCIThe Lifting Officer deputed by the CSO-cum-DM to FCI Depots shall deliver Rice

& Wheat to the H & T Contractor (Level-I). The Gate pass and transit document of Food

Corporation of India would be used by the vehicles of the H&T Contractor (L-I).

The Lifting Officer (LO) shall issue the Stock Transfer (ST) Acceptance Note (AC) as per Annexure-5E which is an abstract of all transfers from the FCI depot/Base

RRC to any RRC cum DSC during the day.Ifthere are more than one DSCs which are

supplied PDS stock on a day the Lifting Officer has to prepare as many ST AC notes.

The LOshall maintain the returned copy of this ST Acceptance Note for future

reference. S/he shall send the SMS based on the above ST AC note and interact with

the receiving DSC I/C to ascertain the receipt of dispatched stock and vehicles.

The Zonal Sugar Depot I/C shall issue stock through Gate Pass-cum-Dispatch Note (Annexure – 5 A) for transfer of stock of Sugar to other districts and to RRC-cum-

DSC of own district.The1st copy of the Gate Pass-cum-Dispatch Note is for Level-I H &

T Contractor who will carry the 2nd copy for the receiving RRC-cum-DSC.

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4.1.2 Dispatch of Rice through Railway RakeThe receiving district shall depute one senior official in the rank of ACSO or MI

or IS as Lifting Officer to the dispatching district for supervision of rake loading

operation. The official shall be witness to :

a) Joint sampling of stock under dispatch &

b) Weighment

S/he shall supervise H & T Operation till loading in the railway wagons. The

dispatch from the dispatching depot shall be done through Gate Pass-cum-Dispatch Note as in Annexure-5C. Each truck carrying stock for rake loading will carry one

such gate pass.

After completion of rake loading operation, the dispatching RRC/RRC-cum-DSC

shall hand over to the Lifting Officer of the receiving district

a) Vehicle-wise dispatch details, (GP-cum-Dispatch Notes)

b) Copy of Wagon Loading Chart (WLC) certified by the official of the

dispatching district supervising rake loading,

c) A set of stack-wise sealed samples jointly drawn,

d) A copy of Railway Receipt (RR) in original.

4.2 Receipt of stock at RRC/ RRC-cum-DSC4.2.1 Receipt from Custom Miller:

Custom Milled Rice (CMR) shall be received at RRCs/RRC cum DSCs from

Custom Millers on the basis of online Delivery Certificate (DC) and Advance

Programme issued by the district office. The custom miller is to deliver CMR at the

RRC-cum-DSC or RRC through a Transit Challan. A sample copy of CMR Transit Challan (TC) is at Annexure-6A.

The millers are to print challan books as per the format of Transit Challan at

Annexure-6A. They are to send one copy of same with each vehicle carrying rice to the

depot of OSCSC/FCI. The standard lot-size and specification of gunny & stencil shall be

followed by the millers as prescribed for the KMS by FS & CW Department/FCI/OSCSC

while sending CMR to the designated RRC/RRC-cum-DSC/ FCI depot.

4.2.2 Quality & Weight check at depots of OSCSCThe receipt of rice from Custom Millers, its quality and weight are be documented

through Rice Analysis Report-cum-Acceptance Note (AR-cum-AC Note). A sample

copy of the rice Analysis Report -cum-Acceptance Note is at Annexure-6B.

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The RRC-cum-DSC where Supply Chain Management System has been computerized, the details of the CMR Transit Challan giving vehicle details shall be

first entered in the computer. The analysis report shall be entered next. If the rice is of

proper quality, then it shall be weighed and weighment details shall be entered at the

end. The Rice Analysis Report-cum-Acceptance Noteshall be generated from

computer only after the weight details of the lot are keyed in.

This AC Note is to be issued to the custom miller on the same day or on the next

day of delivery by the RRC/RRC-cum-DSC I/c (Procurement Inspector). A copy of the

Acceptance Note shall be submitted to the District Manager, OSCSC on weekly basis.

4.3 Receipt of stock from H & T Contractors (State Level and Level-I):The RRC-cum-DSC I/C shall receive one copy of Gate Pass-cum-Dispatch Note

(Annexure-5A) from the H & T Contractor and shall prepare 3 copies of Receipt Note (RN). A sample copy of Receipt Note is at Annexure-5B.

The 1st copy of Receipt Noteshall be handed over to the H & T Contractor and

2nd copy shall be send to the District Manager of the receiving district after receiving the

stock and 3rd copy shall be the book copy of the Receiving depot.

4.4 Receipt of stock through railway rake at receiving district

The CSO-cum-District Manager of the receiving district shall depute one senior

official in the rank of ACSO or MI or IS along with the receiving RRC/RRC-cum-DSC I/C

to receiving rake point for overseeing the dispatch the stock from the rake point to the

RRC/RRC-cum-DSC through approved H & T Contractor. The receipt shall be

documented in Receipt Note-RR as per Annexure-5D which shall be made truck/

vehicle wise. The receiving RRC/RRC-cum-DSC shall receive the stock and

acknowledge same in the Receipt Note (Annexure-5B).

The 1st copy of the Receipt Note is for the H & T Contractor, 2nd copy is for the

receiving District Manager and 3rd copy counter foil is for the receiving depot. The stock

shall be received on 100% weighment and weighment records shall be kept in the depot

for future reference and audit.

On receipt of stock in railway rake, the District Manager of the receiving district

shall report the received quantity against dispatched quantity to the District Manager of

the dispatching district and Corporation Head Office for record.

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4.5 Documents at DSC for Issue of Stock to Fair Price Shops:4.5.1 Gate Pass-cum-Transit Pass

The DSC I/C shall issue the PDS stocks (Rice or/and Wheat under various

schemes) meant for FPS after receipt of Bank Draft or online deposit from the FPS

Retailer. The stocks are to be issued within two days of receipt. Issue of PDS stock

to FPS shall be done by the vehicles used for transport by (Level-II H & T Contractor)

through Gate Pass-cum-Transit Pass (one per vehicle).The name of FPS along with

code, the scheme, commodity and quantity shall be mentioned in the Gate Pass-cum-

Transit Pass. A sample copy of the same is at Annexure-7A.

4.5.2 FPS Acceptance NoteIndividual FPS Acceptance Note is to be generated/prepared for each FPS. A

sample of FPS Acceptance Note is at Annexure-7B.FPS Acceptance Note shall be

prepared in four copies. The RRC-cum-DSC I/C shall record the stock dispatch

particulars in all four copies.1st copy shall be retained by the DSC.

The FPS Retailer shall record the receipt particulars in the right half of the 2nd,

and 3rd and 4th copies. 2nd copy is to be retained by the FPS Retailer, 3rd copy is to be

returned to the dispatching DSC by the H & T Contractor (L-II) from the FPS and 4th

copy is for the H & T Contractor (L-II) to be submitted along with his bill. Any Two

consumers of a FPS are to put their signature as witness to delivery of stock on the

Acceptance Note in the 2nd, 3rd& 4th copies as a proof of actual delivery.

4.5.3 Direct issue to Fair Price Shops from FCI:In case of direct issue of stocks to FPS from FCI Depots (either FSD or CWC or

OSWC) through Level-II operation, the dispatches shall be documented as per

Annexure-7A (FCI)which is a modified form of the Gate Pass-cum-Transit Pass for the

vehicles carrying the PDS stock.

4.5.4 Emergency SituationIn case of non-availability of stock at the designated DSC feeding the FPSs of

tagged Block/ULB, the designated DSC shall make a Transfer Request (TR) to the

nearest RRC/RRC-cum-DSC to issue a particular quantity of stock to FPS through

Level-II H & T Contractor observing following formalities:

1. Transfer request shall be made after obtaining approval of District OSCSC Office. The format for Gate Pass-cum-Transit Pass for such transfers is at Annexure-7A-TR. Requesting DSC shall fill up the dispatch details (Sl No 1

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to 12 part) and dispatching depot shall fill the rest columns (Sl No 12 part to 18 part).

2. The RRC-cum-DSC issuing stock against transfer request shall issue the stock to the concerned FPS through the H & T Contractor Level-II who is operating for the Block/ULB unit.

3. The “Requesting DSC” shall make transfer request only to a RRC-cum-DSC located within 10 kilometres radius from its location. The concerned H & T Contractor Level-II has to lift the PDS stocks and transport the stock to FPS of the Block/ULB at the same approved rate of transportation approved for the Block/ULB unit. There shall not be any request for a RRC-cum-DSC beyond 10 km radius.

4. Issue of stock shall not be reflected in the stock register by the requesting depot. Issue of stock shall be recorded in the stock register of the dispatching depot from where the stock is physically issued against the Transfer Request.

4.5.5 Documentation of Deposits Received from the FPS Retailers.1. The DSC I/C shall acknowledge the receipt of the Bank Drafts/Banker’s

Cheque/Pay Order on the bottom of the Retailer Deposit Slip (Annexure 3A). An acknowledgement regarding receipt is to be given to the FPS

Retailer or his/her representative on the second copy of the Deposit slip.

The Fair Price Shop (retailers) who deposit through NEFT are to provide the

NEFT transaction number (UTR Number) in the Dealer Deposit slip for

recording of commodity details against deposit & easy reconciliation.

2. The RRC-cum-DSC I/C after receiving the above documents (BD/ PO/ BC)

and Deposit Slip shall verify same before issue of stock. The financial

instruments are to be sent to the CSO-cum-DM every week on Saturday.

3. DSC I/C shall download the MIS report of NEFT Bank module and match it

with the deposit slip of NEFT using retailers. This will indicate FPS Retailer

wise scheme wise deposits and then issue PDS stocks. The DSC I/c shall

record the money received through NEFT and the stock issued to FPS

Retailers in appropriate Registers.

4.6 Documentation at the District Office:4.6.1 Bank Draft Receipt Register and Bank Draft Deposit Register

At the district office, one Bank Draft Receipt Register and Bank Draft Deposit Register (PDS-18) shall be maintained for deposit of bank drafts in bank. Similarly, one

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Bank Draft Return Register (PDS-19) shall be maintained to keep track of the re-

deposit and credit of the draft at the bank.

4.6.2 Stock RegisterStock Register shall be maintained in the district office in the prescribed format

based on monthly stock return received from RRC-Cum-DSC (PDS-20).

4.6.3 Sales RegisterSales Register (PDS-21) shall be maintained and to reconciled with stock issued

at DSC against the deposits made in shape of Bank Daft/Banker’s Cheque/ Pay Order/

NEFT deposit on a monthly basis. At the end of the month, Reconciliation of payment

received from FPS and stock delivered to FPS through H & T Contractor shall be made

at District OSCSC Office level. One Junior Accountant/Senior Accountant/ Dealing

Assistant shall be assigned with the specific duty of maintenance of this register. At the

end of every month, the concerned Junior Accountant/Senior Accountant/Dealing

Assistant, Accounts Head and District Manager of the district shall sign the RRC-cum-

DSC wise reconciled position and furnish a copy of the Sales Reconciliation position

to the Corporation Head Office by 10thof the succeeding month.

4.6.4 Register of Release OrdersOn the basis of executed copy of release orders receipt from RRC/RRC-Cum-

DSC, a register shall be maintained at district to record the transactions made against in

each Release Order (PDS-22).

4.7 Documentation in Base RRCs/RRC-cum-DSCs4.7.1 Registers for receipt of stock at RRC/RRC-cum-DSC

It may be noted that depots where SCMS computerization has been completed,

they can generate all the transaction based registers from the system either on monthly

or daily basis. The RRC/DSC I/C may bindthem together either on monthly or Quarterly

or Annual basis based on volume of papers of the generated register. There is no need

for any manual documentation in all such RRC/DSCs.

4.7.2 Weighment RegisterWeighment Register for Receipt & Issue (Date-wise) (PDS-8).

4.7.3 Receipt-cum-Sample Analysis registerShall be maintained for CMR received from millers (PDS-3).

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4.7.4 Receipt register (PDS-2)Receipt register (PDS-2): Itshall be maintained separately for each commodity.

The receipt shall indicate the receipt of stock through State Level, Level-I H & T

Contractor, from FCI, other RRCs, Sugar Zonal Depot, other districts and other

Agencies. For receipt of CMR from custom millers , separate receipt registers shall be

maintained as prescribed in procurement guidelines.

4.7.5 Stock RegisterStock Register (PDS-7) shall be maintained separately for each commodity

stored in RRC-cum-DSC indicating receipt from all sources and all type of issues on a

day.

4.7.6 Registers for Issue of stocks at RRC-cum-DSCRegister for Issue of stock to FPS (PDS-4) and bulk consumers (PDS-5) shall be

maintained commodity wise and scheme wise. The Gate Pass-cum-Transit Pass

Number Separate folio shall be earmarked for FPS issue & bulk issue.

4.7.7 FPS Control RegisterFPS Control Register (PDS-10) shall be maintained to keep track of the

dispatched stock to a FPS and acceptance of stock made by the FPS. Separate folios

for each FPS shall be earmarked to maintain all transactions relating to that particular

FPS in a year against the deposit made.

4.7.8 Level-II H & T Contractor Control RegisterLevel-II H & T Contractor Control Register (PDS-11) shall be maintained

separately for each Level-II H & T Contractor in case more than one is engaged for a

Block/ULB.Stock dispatched as per Gate Pass, stock received by FPS as per FPS

Acceptance Note and shortages if any shall be reflected to watch progress of delivery.

Issue of stock to bulk consumers shall be recorded and reconciled on monthly basis

against payments made in this register.

4.7.9 Register for issue of stock to other RRC/ RRC-cum-DSC/ CWC/ OSWC/ Other districts:Issue of stock to other districts through H & T Contractor Level-I/State Level H &

T Contractor and for issues within own districts and other Districts shall be maintained in

this register. Separate folio should be earmarked for other districts (PDS-6B) and to

RRC’s of own districts (PDS-6A).

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4.7.10 Register for Vehicle-wise weighment & issue for Rake Loading & UnloadingVehicle-wise Issue Register/Railway Receipt Register (RR)/Wagon Loading and

Unloading Register for stock dispatched and received through Railway Rake shall be

maintained in case of dispatch and receipt of stocks through Railway Rakes.

4.7.11 Stack-wise Stock Register (PDS-12):It shall be maintained to watch the history of each stack, its issue, chemical

treatment and shortage of stock if any.

4.7.12 Release Order (RO) Control Register:RO Control register (PDS-9) shall be maintained to watch the issue of stock

against the RO issued.

4.7.13 Once used gunny bag register (PDS-14): The register shall be maintained to reflect purchase of once used gunny bags

and its utilization for fraction delivery to FPS and balance thereof.

4.8 Register to be maintained by the H & T Contractor State Level, Level I & II:State Level, Level I & Level II H & T Contractors shall maintain registers as

prescribed in the “Odisha Public Distribution System (Control) Amendment Order’2013”.

It is the responsibility of concerned Marketing Inspector, Inspector of Supplies,

ACSO and CSO-cum-District Manager to ensure that the H & T Contractors maintain

prescribed registers and follow documentation procedure as laid down in the said

Control Order.

4.9 Submission of Report & Returns by In RRC /RRC-cum-DSC I/C:4.9.1 Report on Lifting &off take:

Report on Lifting &Off take: Weekly returns shall be submitted to CSO-cum-

District Manager on receipt, lifting & off-take of rice, wheat & sugar. Lifting shall indicate

source wise receipt and off-take shall be scheme wise. Such returns shall be submitted

by 20th& 27thof the preceding month and 3rd, 10th & 17thof theallotment month for stocks pertaining to an Allotment month respectively. Copy of this return may be submitted to the ADM/BDO/Executive Officer of ULB as the case may be. It may be

noted that all lifting for allotment month from FCI depots have to be completed by last

day of the preceding month as per the recent Government of India guidelines. Hence all

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CSO-Cum-DM’s have to ensure it with immediate effect from September-2014 allotment

month.

Quantity of rice, wheat & sugar made available at DSC against allotment of

particular month will be considered as “Lifting” for the said allotment month & stock

distributed to the Fair Price Shops would be considered as “Off-take” for the said

month.

4.9.2 Deposit received from retailers & stock issuedThis return is to be submitted on monthly basis by DSC In charge to the CSO-

cum-District Manager showing FPS retailer wise payment received and stock delivered

commodity and scheme wise.

4.9.3 Monthly consolidated reportMonthly consolidated report on H & T Contractor both Level-I & II indicating

Allotment month, Lifting Order & Quantity / Release Order & Quantity, Quantity lifted/

delivered, shortage if any.

4.10 Report and Returns to be submitted by District Manager to Head Office.Weekly return on lifting & off-take to be submitted by 22nd& 29th of Preceding

month and 5th ,12th&19th of allotment month for stocks pertaining to allotment

monthshall be furnished by the District Manager to the OSCSC Head Office.

Quantity of rice, wheat & sugar made available at DSC against allotment of

particular month will be considered as “Lifting” for the said allotment month & stock

distributed to the Fair Price Shops would be considered as “Off-take” for the said

month.

Monthly stock return of all PDS transactions, commodity-wise & scheme-wise to

be submitted by 7th of the succeeding month of allotment month.

The CSO cum DM is to send the District Level Lifting Plan in the prescribed

format at Annexure-2B (For Rice) and Annexure-2E (For Wheat) to OSCSC Head

Office by 11th of the preceding month for the allotment month for record.

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Chapter – 5Computerization

5.1 E-Governance5.1.1 Registration of Fair Price Shop/ Bulk Consumers/ Depots/ H & T C/

Contractors/ Miller

In order to track movement of PDS items through different stages of operation,

FS & CW Department has initiated registration of key establishments dealing with PDS.

A unique code has been allotted to all stakeholders to implement various applications

and modules under e-Governance. The number of stakeholders who have registered,

whose details have been verified and authenticated through online application is as

under:

Table-2List of Registered Stakeholders

Sl # Stakeholder Type Number Registered As on Date1 FPSs 28563 16th-Aug-2014

2 DEPOTs 301 -do-

3 H & T Contractors State level 9 -do-

Level-I 56 -do-

Level-II 275 -do-

4 Bulk Consumers GOVT. SC ST Hostels 3129 -do-

WELFARE Institutions 291 -do-

NGO SC/ST Hostels 66 -do-

POLICE Stores 22 -do-

JAIL 99 -do-

TOTAL 3587 -do-

5 Rice Mills 1384 -do-

It may be noted that the above figures are being updated every month and, therefore,

are not fixed

5.1.2 Updating of Stakeholder StatusThe CSO-cum-District Manager is to ensure that the current statuses of each of

the above stakeholders are updated regularly for correctness in transactions and for

accurate MIS Reports. For example, if a FPS Retailer is suspended, its cards are to be

tagged to another FPS, then the same needs to be reflected in the system. The

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authority for updating has been given to the Civil Supplies Officer and the Asst

Programmer.

5.1.3 Hiring of New Depots or Dehiring of a DepotThe District OSCSC Office shall update the status of hiring and de-hiring of

depots in the district in the system and intimate the same to the OSCSC every month.

The District Manager and Assistant Manager (Accounts)/ Accounts Head of the District

OSCSC Ltd Office shall be held responsible for non-reporting on status of hiring or de-

hiring of depots in time. As information on de-hiring or hiring affects many e-Gov or m-

Gov applications, the same needs to be updated in the system under login as soon as it

happens.

5.1.4 Supply Chain Management System Application:Computerization of DSCs has been taken up under OMEGA project with DFID

assistance. The Supply Chain Management (SCMS) online software is being installed

in all DSCs/ RRCs in phases for digitizing all transactions at the DSCs/ RRCs. The

offline version of SCMS software has been installed in DSCs/ RRCs to ensure

transactions through computers even when there is no internet connectivity. The

RRC/DSC I/C and SA-cum-DEO shall be responsible for doing all transactions through

computers at those depots where SCMS software has been installed. In case of offline

transactions, same shall be uploaded in the system as & when internet is available.

5.1.5 Online Allocation of PDS ItemsSince August, 2012, PDS allocations to District and FPS Retailers is being done

ONLINE on basis of the number of ration cards under various schemes tagged to a FPS

and the scale of allocation. All the field functionaries are to report to Civil Supplies

Officer regarding change (if any) of status of the Fair Price Shop with respect to Ration

cards tagged to them and the Civil Supplies Officer/Asst Programmer are to update

them between 10th to end of the month under login in the system.

5.1.6 Digitization of Beneficiaries under NFSA:The FS & CW Department is initiating steps to create a beneficiary database

under NFSA 2013 and issue Bar coded & laminated ration cards to Priority Households

and Antodaya Anna Yojana households with details of family members. As entitlement

norms under NFSA are individual based, the database would be based on the NPR –

National Population Register in Odisha. The first phase of identification of Priority

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households & digitization is expected to be completed by January’2015 for

Bhubaneswar Municipal Corporation & Bhubaneswar block.

5.2 M-Governance:5.2.1 Closing Balance Module

Mobile technology has been introduced to keep track of Closing Balance (CB) of

stock of FPS Retailers at month end. The FPS Retailer is to send the information in a

fixed format SMS as detailed below. The CB of each scheme/ commodity would be

send separately. These SMS would be based on the information submitted by the FPS

Retailer in the Mandatory Declaration (Annexure-IA) at end of every month to IS/ MI/

ACSO.

These SMS would be sent between 1st to 3rd of subsequent month for

transactions done in the allotment month. The IS/ MI/ ACSO is to authenticate the

same data sent by SMS in the CB module under login & password by 5th of every

month based on the Mandatory Declaration .

SMS Module

CB_045_0412_11_259.25

CB → indicates Closing Balance

( _ ) → indicates Space

045 → indicates last 3 digit of the FPS code (e.g. for Dist. Jagatsinghpur,

Block- Naugaon, FPS Retailer Name-Naresh Swain, FPS Retailer Code

1206P045)

0412 → indicates the allotment month and year in which transaction took

place e.g. April, 2012

11 → indicates product/ scheme Code Operational Guidelines. Here it

means AAY rice. Other product codes are given bellow in Table-4

259.25 → (indicates Closing Balance of rice under AAY in quintals)

The SMS will look like CB_045_0412_11_259.25

The SMS is to be sent to the phone number - 94370 00359

The following table details the product-cum-scheme code of various PDS items

to be used in CB Module:

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Codes of PDS item/scheme for CB M-Gov moduleTable - 3

Product Code PDS Item Scheme

10 Rice All Rice for FPS Retailer

11 Rice AAY

12 Rice BPL

13 Rice APL KBK

14 Rice BPL Additional/Ad hoc/Special

15 Rice BPL/AAY for Poor Left out (PLO)

16 Rice Rice for RORC

17 Rice Annapurna

18 Rice Rice for Differently able Persons (RDP)

30 Wheat APL

40 Sugar BPL/AAY

5.2.2 Steps in implementing m-Gov application:

The first step to implement the CB Module under m-Governance is to make the

mobile number of each FPS unique [i.e. one FPS = one mobile number]. However, if

one Fair Price Shop retailer has another FPS tagged to him/her, then s/he can use one

mobile number for sending CB SMS since the last three digits of the FPS code are

different for the original FPS & tagged FPS.

Second step is to register this mobile number in the system. It is a fact that most

of the FPS Retailers had given their mobile number while registering in 2011. But the

CSO/ Field functionaries are to ensure whether these mobile numbers are still active or

have been changed. In case they have been changed, the same is to be collected and

updated at District level. One simple way to check is to call the numbers registered in 2011. This exercise is to completed before rolling out the CB modules in a District .It

may be completed by 31st August ’2014 so that CB Module can start from

September’2014.

5.2.3 Depot Transaction Module

The RRC/RRC-cum-DSC I/C are responsible for sending the daily transaction

abstract via SMS in the following format from the registered mobile number for the

Depot. The SMS is to be sent within 3 days of transaction i.e. receipt or issue. The

total commodity received or issued in a day is to be intimated in the SMS and same is to

be based on stock Receipt & Issue Register maintained at the RRC/DSC.

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For Commodities SMS Format

Rice RT_DDMMYY_XXXXX.XX_YYYYY.YYWheat WT_DDMMYY_XXXXX.XX_YYYYY.YYSugar ST_DDMMYY_XXXXX.XX_YYYYY.YY

“RT is for Rice Transfer”, “WT is for Wheat Transfer” & “ST is for Sugar Transfer”

“DD is for Date”, “MM is for Month” & “YY is for Year”

“_” is for Space

“XXXXX.XX” is for “Receipt Quantity” in Quintals.

“YYYYY.YY” is for “Issued Quantity” in Quintals.

For Example:

Suppose a Depot has a total Rice Receipt of Q. 1256.05 & total Rice Issue of

Q.342.08 on 3rd May’ 2014, the SMS to be sent would be:

RT_030514_01256.05_00342.08 and the Depot I/C would send the SMS to“9437000359”

Suppose a Depot has a total Wheat Receipt of Q. 287.50 & total Wheat Issue of

Q. 78.05 on 23rd of April’2014, the SMS to be sent would be:

WT_230414_00287.50_00078.05 andthe Depot I/C would send the SMS to“9437000359”

Suppose a Depot has a total Sugar Receipt of Q. 689.78 & total Sugar Issue of NIL on 1st of March’2014, the SMS to be sent would be: ST_010314_00689.78_00000.00 and the Depot I/C would send the SMS to“9437000359”

5.2.4 Registering the Mobile NumberThe District Manager-cum-CSO is to ensure that one SIM card is given to each of

the RRC/DSC I/C for a depot and same shall be earmarked for that particular depot.

The SIM is to be registered online. Outgoing In charge of RRC / DSC shall ensure

handing over the SIM to the next RRC/DSC I/C under proper acknowledgement and on

intimation to the Civil Supplies Officer cum District Manager.

Alternatively, MD Odisha State Civil Supplies Corporation may fix a monthly

amount to be reimbursed to the RRC/DSC I/C for sending SMS from their personal

mobile number. But in such a case, registering of the mobile number of the RRC/DSC

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I/C and its updating in case of transfer is to be ensured by the District Civil Supplies

Officer cum DM.

5.2.5 SMS Module for Lifting OfficerAll Lifting Officers lifting stocks of Rice, Wheat & Sugar from FCI/Base

RRC/RRC-cum-DSC/ CWC/ OSWC/ Sugar Zonal Depot for RRC-cum-DSC of their

district are required to prepare a AC Note (Stock Transfer) for the total quantity PDS

item lifted for one RRC-cum-DSC during the day as per Annexure-5E. The LO is to

send a fixed format SMS indicating Source Depot, Date, Receiving Depot, No of

vehicles and Quantity or the same day of dispatch i.e. by12 midnight. The format of

SMS is detailed as under:

For Commodity SMS Format

Rice RCL_SSSSSS_DDMMYY_DDDDDD_VV_QQQQ.QQWheat WHL_SSSSSS_DDMMYY_DDDDDD_VV_QQQQ.QQSugar SGL_ SSSSSS_DDMMYY_DDDDDD_VV_QQQQ.QQ“RCL is for Rice Lifting”, “WHL is for Wheat Lifting” & “SGL is for Sugar Lifting”

“SSSSSS” is six digit code of source depot

“DD is for Date”, “MM is for Month” & “YY is for Year”

“DDDDDD” is six digit code of receiving depot

“VV” is for number of vehicles used to transfer stocks to the receiving DSC on that date

“_” is for Space

“QQQQ.QQ” is the quantity of PDS item lifted in Quintals sent on above date.

For Example: Suppose, Lifting Officer has lifted & dispatched Q. 837.40 of Rice on 21st of Feb’2014 from the Depot Code DP280901 (OSCSC Depot at Rengali Sason of Sambalpur district) toDP020501 (OSCSC Depot at Jaleswar in Balasore district) in 5 vehicles, the SMS to be sent would be:

RCL_DP280901_210214_DP020501_05_0837.40 andthe LO would send the SMSto“9437000359”(Similarly, for Wheat & Sugar, it will be WHL&SGL respectively)

It may be noted that once the SMS sent by the Lifting Officer is received by the

system, it will generate a SMS for the RRC-cum-DSC I/C of receiving Depot with text as

under:

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“[_____________Qtls of (Wheat/Rice/Sugar) has been dispatched on

DDMMYY from ________ Depot to your depot in __________

vehicles]”

Up tothree earmarked SIM cards have been allotted to each district for use by

the Lifting Officer(s) who are being deployed for lifting and transfer of PDS stock. These

SIM numbers have already been registered in the system. If any new mobile is to be

used for sending SMS by LO(s), same needs to be registered first in the system before

use.

The Outgoing Lifting Officer shall handover the SIM to the new incumbent under

proper acknowledgement and on intimation to the District Manager. It will be the

responsibility of the Lifting Officer to send SMS on the date of lifting i.e. 12 midnight at

the latest.

5.2.6 Generation of SMS alert for registered consumers:The Supply Chain Management System application has been integrated with the

SMS gateway of the State. As a result, in DSCs where SCMS application software has

been installed, a fixed format SMS text message is generated as soon as Gate Pass-

cum-Transit Pass is generated for the vehicle of the H&T Contractor (Level-II). This

message is automatically fired to consumers who have registered for the FPS whose

stock is loaded in the vehicle. The message sent is as under:

“______Q ____(Rice/Wheat)___ dispatched for FPS Retailer Name (FPS Code) FPS from (Depot Name) Depot at (Time) on (Date)by Vehicle (Vehicle No)”

5.3 Other InitiativesIf any depot under OSCSC or CWC/ OSWC management is designated as

“RRC/RRC-cum-DSC”, they shall abide by the clauses and provisions of “Odisha Public

Distribution System (Control) Amendment Order’2013” and “Operational guidelines for

DSS Operation”.

All Handling & Transport Contractors (State Level, Level-I and Level-II), come

under the licensing provisions of “Odisha Public Distribution System (Control)

Amendment Order’2013”. Any irregularities committed by them shall be dealt as per the

above order.

It’s obligatory for all Fair Price Shop Retailers as licensee to file a monthly

Return of transactions through “FPS Declaration”, as per Annexure-1A between 1st to

47

3rd of the succeeding month for the allotment month to IS/ MI/ ACSO for making future

allocation by the CSO-cum-District Manager (e.g. the Declaration submitted by a FPS

for May’2014 on 1st to 3rd of June’14 would be used to determine its allocation for the

month of July’14 to be made in the 1st week of June’2014).

The online Distribution Order for FPS (Block or ULB wise) for all schemes shall

be prepared at the District Office by the CSO-cum-District Manager in the respective log

in by 10th of preceding month for the allotment month based on the allocation order

made by the State for various schemes by 7th of each month. The Block/ULB wise

allotment order for the FPS shall be signed by the CSO and sent to respective Blocks/

ULBs for implementation & monitoring. It is proposed to include Digital Signature (DSC)

for CSOs in near future so that online FPS wise allotment order can be authenticated in

the system by the CSOs and transmitted to Blocks/ ULBs for download and use.

5.3.1 Responsibilities of Marketing Inspector/ Inspector of Supplies/ Assistant Civil Supplies Officer I/C of Block/ULB: They shall be responsible for updating the current ration card strength of the FPS

regarding Cancellation or Addition or Surrender or Migration of ration cards in the

system in their respective log in.

They would also be responsible for monthly online updating of ration cards in the

FPS database between 11th to end of the month .They will be responsible for intimating

the office of the CSO-cum-District Manager about Suspension/ Cancellation of existing

FPS license and Tagging/Fresh appointment by last week of the month for enabling the

CSO to tag the ration cards of the suspended/ cancelled FPS to another FPS and

update same in the system by last date of the month.

5.3.2 Responsibility of FPS Retailer It may be noted that:

1. A FPS Retailer has to pay for the PDS Stock in advance in the preceding

month by 17th for being able to get the Stock for distribution.

2. If the FPS Retailer does not pay for the PDS stock by 17th of the preceding

month, BDO/Sub Collector /ADM would tag the ration cards to another Fair

Price Shop retailer and intimate same to Civil Supplies Officer for record and

updating in the system. The tagged FPS retailer has to deposit for quota by

22nd of the preceding month.

3. Under no circumstances, the PDS quota of consumers attached to a FPS

retailer shall be allowed to lapse

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Chapter – 6

Roles & Responsibilities of all Stakeholders

6.1 Role of FS & CW Department, Government of Odisha1. Prepare policy and guidelines for various activities of relating to

administration of PDS.

2. Issue of District-wise scheme-wise online allotment orders of PDS

commodities for enabling consequential arrangement at OSCSC Head

Office level & District level.

3. Issue necessary instructions/ guidelines for functioning of Departmental

Storage System with doorstep delivery.

4. Issue of License to State Level Handling & Transport Contractors as per

“Odisha Public Distribution System (Control) Amendment Order’2013”.

5. To supervise and monitor the PDS operations across the State.

6. To coordinate with Government of India and Food Corporation of India on

matters relating to Targeted Public Distribution System (TPDS)

7. To take steps for implementation of End to end Computerization of TPDS

6.2 Responsibilities of OSCSC Head Office1. Preparation of State level lifting Plan (SLLP) for Rice & Wheat based on the

allotment orders of FS & CW Department and input from Districts.

2. Placement of required funds with the Districts Managers for management of

TPDS.

3. Monitoring of inter district transportation of CMR.

4. Implementation of DSC Computerization under “Supply Chain Management System” in all the RRCs/ RRC-cum-DSCs.

5. Computerization of District OSCSC offices across the State.

6. Overall management of Public Distribution System relating to Rice, wheat

and sugar in the State

6.3 Role of Collector1. Posting of Procurement Inspector as DSC / RRC I/C.

2. Ensuing the generation of online allotment orders for FPS Retailers in time

at District level.

49

3. To finalise tenders for Level-I & Level-II H&T Contractors and appoint them.

4. To take appropriate action in case of unsatisfactory performance of

Handling & Transport Contractor Level-I & Level-II and make alternative

arrangement.

5. Authorize the senior officers of the district to check the ‘Mandatory

Declaration’ by FPS Retailer in the field.

6. Issue of License to H & T Contractor Level-I as per OPDS (Control)

(Amendment) Order, 2013.

7. Implementation and monthly review on implementation of “Supply Chain Management System” through computerization.

8. Strengthening PDS Enforcement mechanism and Grievance Redressal

mechanism.

9. Take appropriate action against the licensees for violation as per OPDS

Control Order 2008 & Amendment Order’2013.

10. Oversee the preparation of ration cards under NFSA 2013 and its

distribution in the District.

11. Overall supervision of PDS in the district.

6.4 Role of Sub-Collector1. Timely issue of license/renewal of license of FPS Retailers under his/ her

jurisdiction.

2. Overall supervision of PDS in the sub-division.

3. Tagging of retailer in case of non deposit, non-lifting, allegation,

misappropriation etc. against the existing retailer/Appointment after

cancellation of license.

4. Take appropriate action against the licensees on violation as per OPDS

Control Order 2008.

5. Oversee the preparation of ration cards under NFSA 2013 and its

distribution in the subdivision

6. Monthly review of FPS-wise lifting & off take of PDS commodities in the Sub

Division.

7. Monthly review of performance of H & T Contractor (Level II) in the Sub

Division.

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8. Monthly review of performance of M.I./ I.S./ ACSO in monitoring &

supervising PDS distribution in the Sub Division.

9. Monthly review of PDS reform initiatives (Supply Chain Management

System/Computerization/Social Audit) undertaken by the FS & CW

Department.

10. Effective implementation of PDS as “Odisha Public Distribution System

(Control) Order’2008 & Amendment Order’2013” and issue of License to H

& T Contractor Level-II.

11. Strengthening PDS Enforcement mechanism and Grievance Redressal in

the Sub division.

6.5 Role of ADM/ Sub Collector (in charge of TPDS of ULB) and BDOs of Blocks:1. Ensuring timely deposit of cost of allotted PDS stock by the FPS before the

dateline.

2. In case of non-deposit/ irregularity by FPS, to make alternative arrangement

for smooth and uninterrupted distribution of beneficiary entitlement on the

fixed dates of distribution.

3. Supervision & monitoring of doorstep delivery of PDS stock and distribution

by FPS.

4. Oversee the preparation of ration cards under NFSA 2013 and its

distribution in the Block/ULB.

5. Monthly review on checks made by M.I.s/I.S. In Charge of Block/ULB and

ACSO of the Subdivision in number of FPS and reporting of Closing

Balance figure by FPS coming under his jurisdiction as authorized by

Collector.

6. Review of PDS reform initiatives (Supply Chain Management System/

Computerization/ Social Audit) undertaken by the FS & CW Department on

a monthly basis.

7. Effective implementation of PDS as per “Odisha Public Distribution System

(Control) Order’2008 and Amendment Order’2013”and issue of License to H

& T Contractor Level-II by ADM, Bhubaneswar and ADM, Rourkela in their

respective jurisdictions.

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6.6 District Manager, OSCSC1. Preparation of Fair Price Shop wise Distribution Order of Rice, Wheat &

Sugar for each Block/ULB in the District by 10th of every month.

2. Preparation of District Level Lifting Plan of rice on the basis of allotment

received from Government/OSCSC and State Level Lifting Plan

communicated by OSCSC Head Office.

3. Deployment of Lifting Officer for lifting of PDS stock from FSD, FCI Zonal

Depot Sugar & from other districts as per SLLP.

4. Issue Release Order (RO) for delivery of stock observing FIFO principle

taking into account stock stored at Corporation managed depots as well as

CWC/OSWC managed depots ( for surplus Districts).

5. Oversee the preparation of ration cards under NFSA 2013 and its

distribution in the District.

6. Make adequate advance program for delivery of Rice for effective space

utilization at PEG depots and other depots.

7. Ensure preparation of Sales Register at the end of the calendar month

indicating RRC-cum-DSC-wise issue of scheme-wise stock and deposit

thereof.

8. See that no stock issued from the RRC-cum-DSC without pre-deposit of

cost.

9. Shall ensure furnishing of one copy of the Sales Reconciliation statement on

monthly basis to Corporation Head Office.

10. Deployment of suitable outsourced staff to assist the DSC (I/c) or RRC (I/c)

for effective management of RRC/RRC-cum-DSC.

11. Monitoring lifting of stock from each RRC-cum-DSC against District Level

Lifting Plan and State Level Transportation Plan.

12. Monitoring deposit by FPS and door step delivery of stock by Handling &

Transport Contractor, Level-II.

13. Monthly review of performance of H & T Contractor (Level I & Level II).

14. Monthly review of performance on functioning of RRC/RRC-cum-DSC.

15. Review of PDS reform initiatives (Supply Chain Management System/

Computerization/ Social Audit) undertaken by OSCSC Head Office and FS

& CW Department on a monthly basis.

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16. Implementation and monthly review on effective implementation of “Supply

Chain Management System” through computerization.

17. Providing required logistic support for complete DSC Computerization.

18. Timely requisition of funds from OSCSC Head Office.

19. Timely deposit of drafts deposited by FPS & received from RRC-cum-DSC.

20. Ensuring timely reconciliation of online deposit/Bank Draft deposited by

Retailers with RRC-cum-DSC & delivery of stock against such deposit.

21. Settlement of claims of Handling & Transport Contractor Level-I & Level-II

Contractor based on executed Dispatch-cum-Receipt Note, Delivery-cum-Receipt Note, FPS Acceptance Note & reports of RRC-cum-DSC as

per the prescribed procedures.

22. To make available stock as per standard specification for distribution under

PDS.

23. Ensure timely lifting and issue of stocks from FCI/ RRC/ RRC-cum-DSC as

per State Level Lifting Plan, District Level Lifting Plan and State Level

Transportation Plan.

24. Implementation of initiatives undertaken by FS & CW Department/ OSCSC

Ltd for complete computerization of RRC-cum-DSC/FPS.

25. Daily monitoring of real time computerization of RRC-cum-DSC/ FPS

transactions under “Supply Chain Management System”-Providing

necessary logistic support required by the RRC-cum-DSC/ FPS for

computerization in time.

26. Monthly review of FPS-wise lifting & off take of PDS commodities in the

district along with SMS reporting by Millers, RRC/RRC-cum-DSC, Lifting

Officer, FPS in the fixed SMS formats prescribed by FS & CW Department/

OSCSC.

27. Ensure submission of FPS Declaration by FPS within the dateline fixed by

Government.

28. Ensure timely implementation of all e-Governance initiatives and all

computerization projects being run at the district office level as well as in

field as per the directions/Guidelines issued by FS & CW Department and

OSCSC from time to time.

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29. Ensure implementation of all m-Gov applications in the field as per the

directions/Guidelines issued by FS & CW Department and OSCSC from

time to time.

30. To inspect each RRC-cum-DSC once in a month.

6.7 Duties & Responsibilities of Assistant Manager (Accounts)/ Accounts Head of the District OSCSC Ltd:1. The Assistant Manager (Accounts)/Accounts Head of the district OSCSC

Ltd shall process for issue of Release Order observing FIFO principle. S/he

shall see that required quantity of stocks is available in RRC-cum-DSCs for

feeding the FPSs.

2. S/he will be solely responsible for reconciliation of sales proceeds deposit

with that of the sales/issue statement of the RRC-cum-DSC on monthly

basis and for any resultant misappropriation of Corporation funds thereof.

3. S/he shall see that no stock is issued from RRC-cum-DSC without pre-

deposit of cost.

4. S/he shall ensure maintenance of records on sales statement jointly signed

by the Accountant, AM (Accounts)/ Accounts Head of the district and the

District Manager and furnish the reconciled sales statement to the

Corporation Head Office on monthly basis or as directed.

5. S/he shall facilitate audit of the transactions of RRC/RRC-cum-DSC as per

arrangement by the OSCSC Ltd Head Office/Government.

6. S/he shall ensure timely deposit of Bank Drafts and reconciliation with Bank

Statement. In case of online deposit of cost by retailer through AXIS Bank

module, it shall be ensured that the MIS report is reconciled with the Bank

Statement.

7. Facilitate complete computerization of District OSCSC Office and RRC-

cum-DSCs with internet facility.

8. Facilitate timely chemical treatment of stocks in RRC/RRC-cum-DSC to

prevent infestation.

9. Facilitate timely procurement and supply of computer consumables for

District Office and RRC/RRC-cum-DSC.

10. Ensure timely payment of dues of Electricity & Internet facility availed by the

District Office and RRC/RRC-cum-DSC.

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11. Ensure timely payment of H & T Claim Bills of H & T Contractors

maintaining necessary procedure & formalities.

12. To Supply RRC/RRC-cum-DSC and to field officials/staff adequate number

of prescribed books & registers for carrying out PDS transactions &

reporting. The same stationeries shall be requisitioned and received from

OSCSC Head Office in advance.

13. S/he is responsible for carrying out all assignments related to day to day

affairs of smooth PDS management as assigned to the district OSCSC

office in the DSS Guidelines in a time bound manner.

6.8 Role of ACSO In Charge of Sub Divisional Civil Supplies establishment1. Supervision and monitoring of RRC/RRC-cum-DSC within his jurisdiction.

2. Supervision and monitoring of lifting & delivery of stock by Handling &

Transport Contractor Level-I & Level-II.

3. Ensure timely deposit by FPS for lifting of allotted PDS stocks.

4. Ensure distribution of PDS stocks at FPS point as per the dateline fixed by

Government.

5. Checking of 5% mandatory declaration and reporting of Closing Balance

figure by FPS (As per Annexure-1B) for the allotted month coming under

the concerned sub-division between 4th to 5th of the allotment month. 6. Ensure online updation of FPS database following suspension and

cancellation of FPS retailership under the subdivision.

7. Ensure timely submission of report returns by MIs & IS in-charge of Block &

ULB as well as by FPS/ H & T Contractor under the sub division.

6.9 Role of Inspector of Supplies/Marketing Inspector/ACSO in charge of Block & ULB1. Regular updation of ration card tagging position in the FPS database online

between 11th to 30th of every month for enabling the office of the CSO-cum-

District Manager to prepare FPS allotment & distribution order by 10th of preceding month for the allotment month on the basis of the updated

ration card tagging figure. (Example: The updated ration card tagging figure till 31st of May’2014 will determine July’2014 allotment of an FPS)

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2. Ensuring timely deposit of cost of allotted PDS stock by FPS as per the

dateline fixed by Government. The Bank draft/MIS report on online

deposit/Deposit Slip should be deposited to the concerned RRC-cum-DSC

along with a countersigned statement for issue of stock against it.

3. To bring to the notice of BDO/Sub-Collector in case of non-deposit/

irregularity by FPS for taking necessary action.

4. To closely monitor delivery of stock by Level-II Handling & Transport

Contractor at FPS point.

5. Ensure submission of Closing Balance information in the fixed format to

9437000359 through SMS by the all FPS retailers as per FPS Declaration (Annexure-1A) from 1st to 3rd of subsequent month for transactions of

allotment month.

6. Checking of 25% or 15 numbers (Whichever is more) FPS retailers in the

period between 6th to 26th of the Subsequent month so as to verify

functioning of the FPSs and submit report in the format at Annexure-1B byend of the month to District CS office . Such checking shall be made in a

manner so that all the retailers of the Block/ ULB are covered in 4 months.

7. Proper implementation and close monitoring of PDS reform initiatives

(Supply Chain Management System/ Computerization/ Social Audit)

undertaken by the FS & CW Department.

8. Maintain a log diary of SMS received from RRC-cum-DSCs regarding

dispatch of stock to FPS under SCMS during the month, make 25%

verification of SMS vis-à-vis physical arrival of the consignment at FPS and

report to the Sub Collector/CSO-cum-District Manager by 5th of the

subsequent month.

9. The Inspector of Supplies/Marketing Inspectors of Block/ULB shall submit

Specimen Signature of FPS Retailers in the format at Annexure-7D duly

countersigned by them to the concerned designated RRC-cum-DSC/ H & T

Contractor Level-II/CSO-cum-District Manager.

10. In case any new arrangement of FPS Retailer is made due to suspension,

termination, tagging, intimation to that effect shall be given to RRC-cum-

DSC/ H & T Contractor Level-II/CSO-cum-District Manager. Concerned Inspector Supplies/ Marketing Inspector shall be held responsible

56

ifstock is not delivered to any FPS Retailer for want of Specimen Signature.

11. Enforcement on violation of “Odisha Public Distribution System (Control)

Order’2008 and Amendment Order’2013”in their respective jurisdiction.

6.10 Duties and Responsibilities RRC/ RRC-cum-DSC In Charge1. S/he shall be the Custodian of stock received and stored at RRC/RRC-cum-

DSC.

2. S/he shall receive stock of standard specification from Millers and H & T

Contractors on proper weighment.

3. S/he shall issue stock to Level-II H & T Contractor for door step delivery of

stock as per the FPS allotment & distribution order of CSO-cum-District

Manager and after receipt of deposits from FPS basing on specimen

signature of the FPS Retailer and receipt of registered Power of Attorney of

H & T Contractor if any. S/he shall be held personally responsible for issue

of stocks without deposit of cost and to any unauthorized person.

4. S/he shall issue stocks to State Level, Level-I and Level-II H & T

Contractors as per the Release Order issued by the District OSCSC Office

after proper quality check, weighment and joint sampling.

5. S/he shall record the Moisture Content at the time of receipt and issue of

stock for the purpose of availing storage loss as per the prescribed norms.

6. S/he shall ensure scientific storage of stock at RRC/RRC-cum-DSC with

timely chemical treatment and optimum utilization of storage space in RRC/

RRC-cum-DSC.

7. S/he shall carryout real time computerization and data uploading of

transactions of RRC/RRC-cum-DSC through SCMS software on real

time/on a daily basis where computers have been installed.

8. S/he shall keep close liaison with BDO, concerned Inspector of Supplies/

Marketing Inspector of the block & ULB/concerned ACSO to ensure timely

deposit by FPS & delivery of stock at retail point.

9. S/he shall deposit the sales proceeds received from the retailers at CSO-

cum-District Manager’s Office on weekly basis.

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10. S/he shall submit periodical reports and returns to BDO and CSO-cum-

District Manager. S/he shall submit the month ending Storage Loss report to

the district office in the prescribed format.

11. S/he shall maintain prescribed book of accounts.

12. S/he shall handover a copy of the Gate Pass-cum-Transit Pass (Annexure-

7A & 7C) to the representative of CWC/ OSWC at their depot as token of

receipt of stock and its delivery to H & T Contractor Level-II and Bulk

Consumer.

13. S/he shall report the performance of Level-I and Level-II H & T Contractor to

the BDO/EO/Sub Collector/CSO-cum-District Manager.

14. S/he shall ensure adequate safety of the stock stored in RRC-cum-DSC.

15. In case of detection of misappropriation or any shortage / excess of stock in

the RRC provision should be made for recovery of stocks as well as

departmental action against the in-charge of RRC cum DSC as well as other

concerned staff.

16. Any other duty as assigned by the CSO-cum-District Manager from time to

time.

6.11 Duties and Responsibilities of Lifting Officer1. To ensure that quality of Rice, Wheat & Sugar lifted from the depots under

PDS and under transfer to consuming districts confirm to standard

specification.

2. S/he shall carryout

2.1.Joint sampling of stock to be lifted from the FCI/RRC-cum-

DSC/CWC/OSWC (03 copies of sample from the stacks-one sealed

sample each to be retained by the Depot, Lifting Officer & H & T

Contractor-the H & T Contractor shall hand over the sealed sample at

the receiving RRC/RRC-cum-DSC),

2.2.Witness to 100% weighment of stock,

2.3.Proper documentation of dispatches made in prescribed formats,

2.4.Submit daily/Consolidated reports and returns to the

consignor/consignee district office,

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2.5.Handover the stock to the H & T Contractor in person or to the

registered Power of Attorney (PoA) holder authorized by the H & T

Contractor and

2.6.Liaison with H & T Contractor for arrangement of logistic support for

timely lifting of stocks, (vii) Send SMS on dispatch of stocks basing on

Stock Transfer Acceptance Note (Annexure-5E).

Documents relevant for the Lifting OfficerTable-4

Sl No Documentation Annexure

1 Stock Transfer Acceptance Note Annexure-5E

2 Gate Pass-cum-Dispatch Note Annexure-5A

3 Gate Pass-cum-Dispatch Note ( Railway Rake)

Annexure-5C

4 Date-wise/Vehicle-wise execution of R.O. Copies

On the back side of R.O. mentioning a) RO Quantity, b) Date of Lifting, c) Vehicle No, d) Qnty lifted (Net/Bags) e) Progressive dispatch against RO f) RO Balance

3. Reporting to the District Office regarding scheme-wise lifting position of

stock on a daily basis.

4. The Lifting Officer shall ensure lifting stock as per the Release Order issued

by the district OSCSC office.

5. In case of direct issue of stocks to FPS under Level-II operation from depots

of CWC/OSWC, the “Lifting Officer” shall issue stocks to FPS on the

strength of a) Online allotment order copy of CSO-cum-District Manager and

b) Copy of District Level Lifting Plan. He shall issue stocks after receipt of

Demand Draft/MIS report on online deposit statement/Slip from the FPS or

of FPS through M.I. or I.S. of Block/ULB concerned and handover the stock

to the concerned H & T Contractor Level-II by executing proper documents.

6. S/he shall deposit to the District Office:

6.1.The executed copies of all documents related to lifting & transportation

of stocks from the depot under Level-II operation,

6.2.Demand Draft/ Online deposit statement/ Slip and

6.3.Daily/ consolidated reports the same day or the next day in maximum.

7. Stock shall be issued after proper quality check, weighment & joint sampling

made by the Lifting Officer & CWC/OSWC officials.

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8. S/he shall deliver the stock only to the H & T Contractor or his Authorised

Representative appointed through a registered Power of Attorney (PoA) in

the format prescribed at Annexue-8 to avoid fictitious trade.

9. Similarly, H & T Contractor or his Authorized Representative shall not

deliver the stock for any FPS retailers, whose Specimen Signature duly countersigned by the Inspector of Supplies/ Marketing Inspector is not

available with them to avoid fraudulent transaction.

10. The Lifting Officer is responsible for strict adherence to the instructions

issued vide OSCSC Ltd Head Office letter No 8327 dated 26.04.2013 and

letter No 13570 dated 08.08.2013 of FS & CW Department while lifting

stocks of Rice, Wheat & Sugar from FCI/Base RRC/RRC-cum-

DSC/CWC/OSWC/Sugar Zonal Depot meant for RRC-cum-DSC.

11. S/he shall SMS the daily lifting position of stocks to “9437000359” based on

“Acceptance Note for stock transfer” executed as per Annexure-5E, through his/her registered mobile number.

6.12 Duties & Responsibilities of Authorized Officer of OSCSC at CWC/ OSWC Depots:1. The District OSCSC Ltd Office shall post one Authorised Officer in the rank

of Procurement Inspector/Inspector of Supplies/Marketing Inspector to the

CWC/ OSWC Depot who shall be carrying out following assignments:

2. S/he, along with the officials at CWC/OSWC, shall measure the Moisture

Content (MC) jointly at the time of receipt and issue of stocks and ensure

recording of the same in the prescribed register & documents.

3. S/he shall make joint requisition along with the officials at CWC/OSWC for

issue of new gunny bag by the CSO-cum-District Manager.

6.13 Duties & Responsibilities of Quality Analyst1. The Quality Analyst posted in RRC/RRC-cum-DSC shall be responsible for

receipt of CMR in RRC/RRC-cum-DSC as per the quality specification

prescribed by Government of India/FS & CW Department/OSCSC Head

Office.

2. S/he shall be responsible for lot-wise analysis of CMR received from

Custom Millers. The CMR from millers shall be received under the joint

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quality certification by the Quality Analyst and In Charge Officer RRC/RRC-

cum-DSC.

3. In case of receipt of stock from FCI account (Rice & Wheat) and Sugar from

Sugar Zonal Depot, the Quality Analyst is responsible for cross checking of

the stock with that of the sealed joint sample sent from the depots of FCI

and Sugar Zonal Depot. The stock tallied with that of the sealed samples

shall be received.

4. The Quality Analyst is responsible for preparing the stack plan in

chambers/sheds of RRC/RRC-cum-DSC and stacking of stock as per the

stack plan. The stack boarders shall be drawn in the floor area of the

chambers/sheds and stocks shall be stacked inside the boarders. The

details of stack plan shall be displayed through wall writing on the wall close

to the 1st entrance gate of each shed/chamber.

5. S/he shall be the custodian of all quality control apparatus and chemicals for

treatment supplied to the depot and shall maintain proper stock account of

the same. The Quality Control apparatus shall be kept by him under AMC

support, calibrated and in proper functional condition.

6. The Quality Analyst is responsible for maintaining Stack Register, Stack

Card, Sampling of stock, preserving sealed samples for inspection during

the KMS period etc. S/he shall inspect the condition of stock in stack on a

daily basis and record observation (Regarding Infestation in stock/Bursting

of stacks/ Dust layer on gunny etc) in stack card and stack register. The In

Charge Officer of RRC/ RRC-cum-DSC shall be informed regularly about

the condition of stock in stack/chamber/shed.

7. S/he shall submit Stack History report to the CSO-cum-District Manager

through In Charge Officer RRC/RRC-cum-DSC on every weekend for the

district office to take necessary follow up actions.

8. S/he shall bring to the notice of the In Charge Officer RRC/RRC-cum-DSC

as to the requirement of chemicals for treatment of stocks and shall

supervise prophylactic and curative treatment of stock undertaken in the

depot.

9. S/he, along with the SA-cum-DEO of the depot is responsible for necessary

data entry and data uploading of information related to quality of stock

received, stored and issued from RRC/RRC-cum-DSC.

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10. The Quality Analyst of the depot along with the In Charge Officer

RRC/RRC-cum-DSC will be held solely responsible for receipt of

substandard rice and substandard gunny.

11. S/he, along with the In Charge Officer RRC/RRC-cum-DSC is also solely

responsible for quality deterioration of stock in the depot due to their

negligence and non-reporting of the matter to the District OSCSC office well

in advance.

6.14 Duties & Responsibilities of SA-cum-DEO/SA-cum-GA1. S/he shall assist In Charge Officer RRC/RRC-cum-DSC in receipt & issue of

stock.

2. S/he is responsible for documentation of transactions of RRC/RRC-cum-

DSC.

3. S/he shall maintain the required registers/reports/returns for authentication

by the RRC in charge.

4. S/he shall act as Representative of In Charge Officer RRC/RRC-cum-DSC

in his/her absence.

5. SA-cum-DEO shall be responsible for correct & timely computerization and

uploading of all transaction data in real time/on a daily basis. S/he shall be

responsible for record keeping of all computer generated documents/reports

related to the transactions of RRC/RRC-cum-DSC authenticated by the In

Charge Officer RRC/RRC-cum-DSC.

6. SA-cum-DEO shall be responsible for proper maintenance of computer

hardware/software and other computer peripherals. He is also responsible

for proper use of internet facility provided for the depot.

7. Both SA-cum-GA and SA-cum-DEO shall work under the guidelines &

supervision of In Charge Officer RRC/RRC-cum-DSC and duties and

responsibilities as illustrated above.

8. Any other work as assigned by District Manager/In Charge Officer

RRC/RRC-cum-DSC shall be carried out.

9. The following specific duties are assigned to SA-cum-DEO in addition to

other duties which shall be followed scrupulously:

9.1. Proper & timely maintenance of Inverter.

9.2. Updating the anti-virus software in time.

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9.3. Not to allow use of other applications in the system other than the

required applications prescribed for SCMS applications.

9.4. Taking regular data backup of transaction data.

9.5. Daily data uploading to central server using data card.

9.6. Proper shut down of system at the end of the transaction day and

disconnecting the system from electricity supply.

6.15 Duties & Responsibilities of Dusting Operator1. The Dusting Operator in RRC/RRC-cum-DSC is responsible for keeping the

chambers/sheds and stocks stored in chambers/sheds free from infestation.

2. S/he is responsible for carrying out chemical treatment in chambers and

stacks as per the direction of the Quality Analyst and In Charge Officer of

RRC/ RRC-cum-DSC to keep the chambers and stocks free from

infestation.

3. S/he shall be responsible for keeping the inside chambers/walls clean, dust

free and free from cobweb. The alleyways and gangways inside the

chambers must be kept clean and passage-free for convenience of

inspecting officials.

4. S/he shall ensure sweeping of spillages, fanning and re-bagging to make it

issuable. Collection of spillages shall be properly counted by him/her stack-

wise and the account shall be handed over to the In Charge Officer on a

daily basis for getting it accounted for in prescribed records of the depot.

5. S/he is responsible for brushing of outer layer of stacks on a daily basis to

make it look merchantable.

6.16 Duties & Responsibilities of Security Guard/Night Watchman1. The Security Guard/Night Watchman deployed in the RRC/RRC-cum-DSC

shall be responsible for providing safety to stocks stored in depot and staff

working in the RRC/RRC-cum-DSC from unscrupulous elements. No person

other than the staff of the depot and persons/vehicles those are related to

the affairs of the depot, shall be allowed to enter the premises of the depot

without permission of the In Charge Officer of RRC/RRC-cum-DSC.

2. He shall be responsible for allowing entrance to vehicles/stocks inside the

depot campus those are accompanied by the prescribed documents of

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RRC/RRC-cum-DSC. Similarly, he shall allow vehicles/stocks to pass from

the gate of the depot only after examining the Gate Pass issued from the

depot.

3. For both the cases of entry and exit of stocks/vehicles from the gate, a Gate

Pass register shall be maintained by him recording the date/time-wise entry

and exit of stocks/vehicles through the gate.

4. In case of fire, the Security Guard/Night Watchman is responsible for

operating the fire fighting equipment’s supplied to the depot for controlling

the fire.

5. He shall carry out any other duties as assigned by the In Charge Officer of

the depot unit.

6.17 Duties & Responsibilities of H & T Contractor Level-I1. The H & T Contractor shall abide by the duties and responsibilities as

assigned vide “Odisha Public Distribution System (Control) Amendment

Order’2013” (OPDS Control Order), “Operational guidelines for DSS

Operation [2nd Edition 2014]” and vide H & T Agreement executed with the

competent authority. They shall maintain the prescribed registers as

communicated vide Government in FS & CW Department vide their letter

No 3999 dated 04.03.2014.

2. Any unlawful activities violating the clauses & sections of “Odisha Public

Distribution System (Control) Amendment Order’2013” (OPDS Control

Order), “Operational guidelines for DSS Operation [2nd Edition 2014]” and

breach of trust violating clauses of executed H & T agreement will attract

action/punishment as per law.

3. The H & T Contractor shall record entire information on lifting of stock for

verification of the same in a register maintained by him.

4. The H & T Contractor shall get it recorded details of PDS commodities, Date

& Time of delivery, depot of delivery, allotment month to which the stock

relates to, quantity in bags & weights in quintals, balance for lifting & time of

dispatch of PDS commodities along with details of the vehicle and receiving

depot under the signature of the Lifting Officer or RRC in-charge or DSC in-

charge or RRC-Cum-DSC in charge, as the case may be in the Acceptance

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Register, in the format prescribed as per Odisha Public Distribution (Control)

Amendment Order-2013.

5. The H & T Contractor shall be jointly responsible with the RRC in-charge or

DSC in-charge or RRC-Cum-DSC in charge and to get the information

recorded in the manner provided in above.

6.18 Duties & Responsibilities of H & T Contractor Level-II1. The H & T Contractor shall abide by the duties and responsibilities as

assigned vide “Odisha Public Distribution System (Control) Amendment

Order’2013” (OPDS Control Order), “Operational guidelines for DSS

Operation [2nd Edition 2014]”and vide H & T Agreement executed with the

competent authority. They shall maintain the prescribed registers as

communicated vide Government in FS & CW Department vide their letter

No 3999 dated 04.03.2014.

2. Any unlawful activities violating the clauses & sections of “Odisha Public

Distribution System (Control) Amendment Order’2013” (OPDS Control

Order), “Operational guidelines for DSS Operation [2nd Edition 2014]”and

breach of trust violating clauses of executed H & T agreement will attract

action/punishment as per law.

3. The H & T Contractor shall get it recorded the details of PDS Commodities

,date & time of dispatch of stock, allotment month to which the stock relates

to, dispatch of stocks in quintals in bags, balance for lifting of the such

commodities, name of the Fair Price Shop Dealer along with the details of

the vehicle under the signature of RRC in-charge or DSC in-charge or RRC-

Cum-DSC in charge for delivery of such commodities in the Acceptance

Register, in the format prescribed as per Odisha Public Distribution (Control)

Amendment Order-2013.

4. The H & T Contractor shall be jointly responsible with the RRC in-charge or

DSC in-charge or RRC-Cum-DSC in charge and to get the information

recorded in the manner provided in above.

5. The H & T Contractor shall at the time of delivery of stock to the Fair Price

Shop, enter the information relating to commodities delivered, date & time of

delivery, month to which the particular allotment relates to, delivered

quantity in quintals in bags and the vehicle number under his signature in

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the Acceptance Register, in the format prescribed as per Odisha Public

Distribution (Control) Amendment Order-2013.

6.19 Duties & Responsibilities of State Level H & T Contractor1. The H & T Contractor shall abide by the duties and responsibilities as

assigned vide “Odisha Public Distribution System (Control) Amendment

Order’2013” (OPDS Control Order), “Operational guidelines for DSS

Operation [2nd Edition 2014]” and vide H & T Agreement executed with the

competent authority. They shall maintain the prescribed registers as

communicated vide Government in FS & CW Department vide their letter

No 3999 dated 04.03.2014.

2. Any unlawful activities violating the clauses & sections of “Odisha Public Distribution System (Control) Amendment Order’2013” (OPDS Control Order), “Operational guidelines for DSS Operation [2nd Edition 2014]”and breach of trust violating clauses of executed H & T agreement

will attract action/punishment as per law.

3. The state level Contractor shall record entire information on lifting of stock

for verification of the same in a register maintained by him.

4. The state level contractor get it recorded details of PDS commodities, date

& time of delivery, depot of delivery, allotment month to which the stock

relates to quantity of bags & weights in quintals, balance for lifting and time

of dispatch of the PDS Commodities along with the details of vehicle and

receiving depot under the signature of Lifting Officer or RRC in charge or

DSC in charge or RRC-Cum-DSC in charge as the case may be ,prescribed

in the Acceptance Register, in the format prescribed as per Odisha Public

Distribution (Control) Amendment Order-2013.

5. The state level contractor shall be jointly responsible with the RRC in

charge, DSC in charge or RRC-Cum-DSC in charge, as the case may be, to

get information recorded in the manner provided above.

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Chapter – 7Miscellaneous

7.1 Relief Operation Procedure7.1.1 Stock shall be issued as per the orders of FS & CW Department, OSCSC Head

Office. Stock shall be issued from the RRC/RRC-cum-DSC as per the Release Order of

District OSCSC Office.

7.1.2 In case of transportation arranged by the CSO-cum-District Manager of the

dispatching district through requisition of vehicles from RTO, the following procedure

shall be followed: (Under Own Arrangement):

1. Vehicles shall be requisitioned through RTO by orders of Collector.

2. CSO-cum-District Manager shall issue directions to the local filling stations

under the signature of Collector to keep reserve stock of fuel for flood

emergency with a direction to issue fuel to requisitioned vehicles on coupon

issued by the district office.

3. A “Receipt Counter” shall be opened in the district office and an Officer in

the rank of ACSO shall be kept In Charge of the Counter who will receive

the requisitioned vehicles, prepare log book of the vehicle after keeping

photo copies of RC book and driving license/mobile number of the driver,

issue fuel as per the mileage certified by the RTO/M.V.I., issue an order

signed by the CSO-cum-District Manager identifying the vehicle for loading

and send it to the concerned RRC/RRC-cum-DSC for loading the stock.

4. A register shall be maintained by the ACSO where details of arrival and

dispatch of vehicles, fuel supplied, advance payment made etc shall be

maintained and after ascertaining the details of issue of stocks to the vehicle

from the depot concerned, the same shall be maintained in the register and

certified.

5. The above information shall be computerized in the District Office and

record shall be kept for future verification and reconciliation.

6. After completion of the operation, the ACSO shall deposit the records,

registers, copy of updated log book, fuel coupon books to the Accounts

Section of the office for reconciliation.

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7.1.3 The District Office shall issue Release Order to the concerned RRC/RRC-cum-

DSC mentioning the account to which the stock shall be booked.

7.1.4 The District Office shall depute a “Supervising Officer” who shall supervise the

operation right from loading to safe arrival and receipt of stock at the destination point.

7.1.5 The District Office dispatching the stock and the receiving district shall submit

vehicle-wise dispatch and receipt report to concerned district and the OSCSC Head

Office. Day wise detailed dispatch (Vehicle wise indicating date, vehicleno, drivername,

driver mobile no, quantity in quintals and bags,fuel and cash given shall be reported by

dispatching districts to receiving districts and similar report of day wise, vehicle wise

receipt of stock shall be reported by receiving districts to dispatching districts indicating

date of receipt, vehiclenumber, quantity dispatched (Quintal and Bags) as per report of

the dispatching district),quantity received (Quintal & Bags),shortage (Quintal & Bags), of

RRC/RRC-Cum-DSC receiving the stock, Fuel and advance in cash given. This

information shall be maintained in a record by the district manager of both the districts

and signed by DM and Accounts head of the districts.

7.1.6 RRC/RRC-cum-DSC shall issue the stock maintaining prescribed procedures of

RRC-cum-DSC operation.

7.1.7 The receiving district shall open a “Control Room” in the district office and

monitor/ supervise vehicle-wise receipt of stock by keeping close liasioning with the

dispatching district. The receiving district shall immediately prepare a receipt plan

basing on vacancy in the depot and ensure that the stock is received at the destination

point smoothly. In case of stock received as per the requirement of the district

administration, the receiving CSO-cum-District Manager shall depute senior officials

who shall, in close coordination with the concerned officials of district administration,

closely monitor safe unloading of stock at destination points as per the directions of the

district administration.

7.1.8 The transportation charges under such mode of operation shall be fixed by

Collector of the dispatching district. The Handling charges shall be fixed by the Collector

of dispatching & receiving districts.

7.1.9 In case of transportation of stock through State Level & Level-I Contractors, the

same should be done as per the existing terms and conditions as executed in the H & T

agreement for the financial year.

7.1.10 In case of stock delivered in relief account remains unutilized at the destination

point, the CSO-cum-District Manager of the receiving district shall utilize the stock under

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PDS by diverting the same to PDS account under different schemes against the district

allotment after obtaining approval of Collector. Such arrangement shall be reflected in

District Level Lifting Plan and FPS allotment order shall be prepared accordingly. The

transfer of stock shall be accounted for in concerned RRC/RRC-cum-DSC account after

deposit of cost of the stock by the utilizing FPS and transfer of stock is made from one

scheme to other scheme at field. Such transactions shall be documented in Annexure-

7E. The M.I./I.S. of the concerned Block/ULB shall facilitate such transfer at the field by

liasioning with the District OSCSC office and concerned RRC/RRC-cum-DSC.

7.1.11 Similarly, stock sent under relief account inside the district remaining unutilized in

inaccessible pockets may be utilized under PDS against the Block/ULB allotment after

approval of Collector. Such arrangement shall be reflected in District Level Lifting Plan

and FPS allotment order shall be prepared accordingly. The transfer of stock shall also

be accounted for in concerned RRC/RRC-cum-DSC account after deposit of cost of the

stock by the utilizing FPS. Such transactions shall be documented in Annexure-7E. The

M.I./I.S. of the concerned Block/ULB shall facilitate such transfer at the field by

liasioning with the District OSCSC office and concerned RRC/RRC-cum-DSC.

7.1.12 In cases where stocks sent under relief operation inside the district is returned by

the concerned authorities, the district OSCSC shall arrange to receive the stock in the

concerned RRC/RRC-cum-DSC for utilization of the stock under PDS. The transfer

request shall be documented by the concerned authorities through Annexure-5E. The

M.I./I.S. of the concerned Block/ULB shall facilitate such transfer by liasioning with the

District OSCSC office and concerned RRC/RRC-cum-DSC.

7.1.13 The District OSCSC Office shall collect Utilisation Certificate (UC) from

concerned authorities regarding utilization of stock, its timely reconciliation and

submission to the OSCSC Head office.

7.2 Exigencies7.2.1 New-arrangement in case of irregular operation/ suspension/ cancellation of H & T Contractor Level-I - The District OSCSC Ltd Office shall immediately take up

the handling and transportation work observing the procedure laid down in the tender

paper at the approved rate of the tender committee in exigency of PDS and start fresh

tender process. The departmental operation shall continue through these arrangements

till finalization of fresh tender process.

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7.2.2 New-arrangement in case of irregular operation/ suspension/ cancellation of H & T Contractor Level-II:The District OSCSC Ltd Office shall immediately appoint

the handling and transport contractor observing the procedure laid down in the tender

paper.

7.2.3 New-arrangement in case of irregular operation/ suspension/ cancellation of FPS Retailer:The Licensing authority may tag the PDS distribution work to the

nearest FPS till appointment of a new FPS Retailer for such FPS or may make

distribution of stocks through the mobile vans. However, on distribution through mobile

van, an alternative arrangement of FPS shall be made at the earliest.

7.2.4 New-arrangement in case of change of In Charge Officer at RRC/RRC-cum-DSC:In case of transfer/suspension/resignation of In Charge Officer RRC/RRC-cum-

DSC, the District OSCSC Ltd Office shall ensure immediate posting of a new incumbent

at the Depot and ensure charge handover and takeover of stock & store of the Depot in

between the incumbents.

In case the existing incumbent In Charge Officer of RRC/ RRC-cum-DSC does

not attend the Depot or District Office to handover the charges within 7 working days

from the date of issue of notice to him/her by the District OSCSC Office, the District

office shall immediately conduct 100% physical verification of stock and store by

requisitioning Executive Magistrate and the verified stock shall be handed over to the

new incumbent In Charge Officer as per the Physical Verification Report of the

Executive Magistrate. Any shortages found in stock and store, shall be charged on the

defaulting In Charge Officer and actions as per law shall be initiated immediately for

collection of Corporation dues.

7.2.5 Engagement of Mobile Van of OSCSC Ltd:Mobile vans shall not be allowed to

function as alternative FPS retailer to distribute food grains to the consumers on routine

basis except in exigencies when alternative options are not available. Such distribution

shall be discontinued forthwith after alternative arrangements are made for distribution

through FPS at the earliest.

7.2.6 Registration of SIM Card:In case of loss of registered SIM Card of In Charge

Officer RRC-cum-DSC/ACSO/Lifting Officer due to any reasons, the CSO-cum-District

Manager shall ensure supply of new SIM Card to the official after registration. In case of

FPS, the concerned M.I./I.S. of Block/ULB shall ensure procurement of a new SIM Card

by the FPS and its registration. Effort has to be made to obtain a duplicate of registered

SIM card for continuity of reports.

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7.2.7 Use of Internet facility -The facility shall be used for SCMS related applications

only. In case of excess use/excess usage charges billed by the telecom authority

beyond Corporation norms, the In Charge Officer, RRC/RRC-cum-DSC and SA-cum-

DEO looking after the internet use shall be held jointly responsible and shall make good

the loss caused to the Corporation.

7.3 Stack Operation under SCMS:7.3.1 The stocks in RRC/RRC-cum-DSC shall be stored in separate stack. Proper and

standard stack plan shall be drawn according to the floor area of the chamber and stack

area shall be marked and numbered. The standard stack size is 20’/30’ leaving 2’

alleyways in between stacks for aeration and 4’ gangways for stack operation.

7.3.2 The In Charge Officer of RRC/RRC-cum-DSC shall be responsible for

maintenance of Stack Register. He shall ensure recording of date-wise stack history of

building and breaking of each stack in the chambers of RRC/RRC-cum-DSC. The stack

details like:

a) Date of Building of Stack,

b) Source of Receipt with reference to Lot Number of Miller/Receipt Note

number (For identity of the stored stock),

c) Net Quantity/ Bags received,

d) Moisture Content in Stack,

e) Date of Breaking of Stack,

f) Name & Address of the Consignee,

g) Net Quantity/ Bags issued,

h) Moisture Reading at the time of Issue (Based on joint sampling) etc shall be

recorded in the register/ data entry shall be made in the SCMS entry screen.

i) Shortage/Gain on liquidation of stack.

7.3.3 The stack plan with stack history details shall be maintained and displayed on the

“Stack Card’ as well as in Stack Register which also shall reflect chemical treatment

history of the stack. After liquidation of stack, the stack card shall be punched in a guard

file for future record.

7.3.4 Periodical Physical Verification of stocks in RRC/RRC-cum-DSC shall be carried

out by the Inspecting Officials with reference to the available stack to ascertain the

actual stock position in a RRC/RRC-cum-DSC.

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7.3.5 The SCMS software provides entry screen for stack operation in a RRC/RRC-

cum-DSC. The In Charge Officer of the Depot/SA-cum-DEO/SA-cum-GA shall be

responsible for data entry of stack history details in the entry screen of the software on a

daily basis.

7.3.6 The priority of stocks to be issued out of the depot shall be determined on the

basis of the “Stack Register”.

7.3.7 The “Storage Loss” of a stack and thereby the storage loss on the total stock

transacted in a RRC/RRC-cum-DSC will be determined on the basis of the stack history

maintained in the Stack Register apart from other parameters prescribed for

ascertaining storage loss.

7.3.8 The detailed guidelines for “Storage Loss” have been laid down at 7.6 of these

guidelines.

7.4 Periodical Physical Verification of RRC/ RRC-cum-DSC/ CWC/ OSWC

7.4.1 In order to have a proper inventory management of stock, periodical physical

verification shall be carried out in RRC/ RRC-cum-DSC/ CWC/ OSWC.

Schedule of Physical Verification

Designation of Verifying Officer

RRC/RRC-cum-DSC assigned for Verification

Periodicity of Verification

Due date for submission of report

For RRC/RRC-cum-DSC under OSCSC Management

In Charge Officer RRC/RRC-cum-DSC

Own RRC/RRC-cum-DSC where he/she is deployed

Monthly (after closing of transaction on the last date of each calendar month)

7thof the succeeding month

ACSO of the Sub-Division

All the RRC/RRC-Cum-DSC in operation inside the sub-division.

Each & every depot once in each quarter.

Within one week of verification

CSO-cum-District Manager/Authorized ACSO &Assistant Manager (Accounts)/Accounts Staff

All RRC/RRC-cum-DSC within the district

At the end of KMS

(30th September)

At the end of Financial year (31st March)

1st week of October

1st week of April

Report to be maintained at District office

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Designation of Verifying Officer

RRC/RRC-cum-DSC assigned for Verification

Periodicity of Verification

Due date for submission of report

For RRC/RRC-cum-DSC under CWC/OSWC Management

Superintendent of OSWC/ Warehouse Manager of CWC/ACSO

For respective OSWC/CWC Depot

Monthly (after closing of transaction on the last date of each calendar month)

7th of the succeeding month

CSO-cum-District Manager/Authorized ACSO &Assistant Manager (Accounts)/Accounts Staff

For all OSWC/CWC Depot having space reservation of concerned district

At the end of KMS

(30th September)

At the end of Financial year (31st March)

1st week of October

1st week of April

Report to be maintained at District office

7.4.2 Reporting on physical verification shall be made as per the procedure prescribed

by the OSCSC Ltd.

7.4.3 In case of any abnormal loss in any RRC/RRC-Cum-DSC that shall be reported

separately to OSCSC head office.

7.5 Supply of New Standard B Twill (NSBT) Gunny Bags to RRC/ RRC-cum-DSC/ CWC/ OSWC:

7.5.1 District OSCSC Office shall supply New B.T. Gunny bags to RRC/RRC-cum-

DSC by following the procedures as laid down by the OSCSC in its letter bearing

number S & TL/04/2014-5818 dated 26/03/2014.Such procedure can be modified by the

corporation from time to time

7.5.2 In case of RRC/ RRC-cum-DSC managed by OSCSC, requisition shall be made

by the In Charge Officer of the depot unit basing on number of new stack formed.

7.5.3 Requisition carrying information regarding nature of damage caused to existing

gunny bags (Cut/Torn/Bursting) along with number shall be submitted to district office in

the prescribed format.

7.5.4 At the time of bursting of bags during receipt from Custom Miller, miller will

provide the new B.T. gunny.

7.5.5 New B.T. empty gunny shall be supplied to H & T Contractor for State Level,

Level-I, Level-II & Rake Handling for replacement of damaged gunny bags during

operation. But the cost of the gunny shall be realized from their dues.

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7.5.6 New B.T. gunny bags required for replacement against damaged gunny during

de-stacking shall be supplied as per actual requirement.

7.5.7 Stock account of the supplied new B.T. gunny shall be maintained in the

prescribed format and for unserviceable gunny bags in the prescribed format

7.5.8 The damaged gunny shall be disposed off through auction process by the district

office on monthly basis and the sales proceeds shall be deposited in Corporation

account.

7.5.9 In case of CWC/OSWC, the depot shall submit joint requisition along with the

Authorised Officer for supply of gunny in the prescribed format.

7.5.10 Storage Loss in RRC/RRC-cum-DSC/CWC/OSWC: The detailed guidelines on

storage loss and transit loss have been communicated to district vide OSCSC HO letter

No 7483 dated 26.04.2014 which shall be referred to & followed scrupulously.The

OSCSC may modify the norm as per the requirement.

7.5.11 Maintenance of prescribed stack register for recording stack history and other

documentation as prescribed for determination of periodical storage loss and transit loss

is a pre-condition for availing storage loss or transit loss in a RRC-Cum-DSC unit

operated under OSCSC Ltd’s own management as well as managed by CWC/OSWC.

7.5.12 In case of CWC/OSWC where the receipt of stock and storage is taken care of

by the CWC/OSWC staff and issue is done by OSCSC staff, the documentation relating

to moisture testing (during receipt and issue) which determines part of storage loss has

to be jointly recorded by both CWC/OSWC staff & OSCSC staff.

7.5.13 In case of RRC-Cum-DSC,periodical stack inspection report and other

documentation as required for determining storage loss and transit loss prescribed in

the above letter(see clause 7.5.9) issued by OSCSC Ltd shall be a precondition for

determining storage loss & transit loss.

7.5.14 The RRC/RRC-Cum-DSC/CWC/OSWC depots shall submit the monthly storage

loss/transit loss report following the prescribed procedures and in the prescribed norms

on liquidated stack during a month.

7.5.15 The table below indicates the admissible storage loss for CWC/OSWC go downs

&for RRC/RRC-Cum-DSC/CWC/OSWC depots.

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(A)FOR CWC / OSWC GODOWNS INCLUDING GODOWNS UNDER THEIR MANAGEMENTS AND PEG GODOWNS

a Driage of moisture between 14% to 15%

Full allowance for weight loss

b Driage of every 1% moisture and in proportion there of below 14%

0.7 % weight loss for driage of moisture

c Storage period of 365 days on proportionate basis

0.2% for storage period

(B)FOR RRC / RRC-CUM-DSC MANAGED BY OSCSC LTD.

a CMR stored up to 3 months 0.1% or actual which ever is less

b CMR stored beyond 3 months up to 6 months 0.2% or actual which ever is less

c CMR stored beyond 6 months 0.3% or actual which ever is less.

7.5.16 OSCSC HO has communicated the detailed guidelines on Delegation of Power

(DoP) and write off of storage/transit loss vide letter no S & TL/02/2014-7481 dated

26/04/2014.The table below indicates the DoP to write off the storage loss.

DELEGATION OF POWER (DOP) Letter no.S&TL/02/2014/7481 dt.26.04.14

Competent authority to write

off losses.

Delegation of power for write off of storage / transit losses in rice (%)

For CWC / OSWC godowns & godown

under their management

For RRC-cum-DSC managed by OSCSC

District Manager, OSCSC Ltd. 0.5%

CMR stored up to 3 months – 0.1% or actual whichever is less

CMR stored beyond 3 months up to 6 months – 0.2% or actual whichever is less

CMR stored beyond 6 months – 0.3% or actual whichever is less

Additional storage loss of 0.2% for storage period of 365 days on proportionate basis in case of genuine long storage beyond 06 months

Managing Director, OSCSC Ltd. Above 0.5% up to 1% Beyond admissible shortage up to 1%

Board of Directors OSCSC Ltd. Above 1% Above 1%

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7.5.17 The OSCSC may modify the DoP and procedure of write off proposal as per the

requirement.

7.6 Grievance Reporting & Redressal MechanismThe citizen can report their grievance by the following methods:

Method 1:The government of Odisha has an e-grievance redressal system called

Sanjog Helpline where Citizens can register grievances through toll free number, fax, e-

mail and throughSanjog Helpline portal from their home/villages. The overall objective is

to provide an interface to the citizensthrough which they can register their grievances

and at a later stage can track and acknowledge itsstatus until the grievance is

redressed.

A. The toll free Telephone no for the Sanjog Helpline: 155335

B. The FAX number for the Sanjog helpline: 0674-2567842

C. The e-mail address for the Sanjog helpline: grievance@sanjoghelpline.in

D. The website for the Sanjog helpline: http://www.sanjoghelpline.in

When reporting grievance, an acknowledgement number will be given to the

beneficiary. Any future correspondence with the authority shall be done by using the

acknowledgement number. The weekly and monthly status report of the proceedings of

the redressal shall be informed to the beneficiary through SMS if provided with a mobile

number else the beneficiary can call up the toll free number and enquire the status by

mentioning the acknowledgement number.

Method 2:The beneficiaries can also approach the concerned personnel of the

Department to report their grievances.

A. Designated officer at the Block Level -Block Development Officer & Marketing

Inspector/Inspector of Supplies

B. Designated officer at the Sub Divisional Level – Sub Collector & ACSO

C. Designated officer at the District Level – Collector, CSO & ACSO of the

district level

D. Designated officer at the Government – From Under Secretary to the level of

Commissioner-cum-Secretary / Principal Secretary

76

Now there is a national PDS toll free number 1967. Steps are being initiated to

integrate that number as a toll free Helpline number, so that PDS beneficiaries can

easily log their complaints. Simultaneously, efforts are on to integrate the personnel

information system of the Department with the helpline for a system based response

and up-scaling when a grievance is not solved at a particular level.

7.7 Transparency PortalFS & CW Department and OSCSC have hosted the following information in the

web portals at www.foododisha.in and www.oscsc.in for awareness of general

public.

A. District/Block/GP/ULB wise Depot List

B. District/Block/GP/ULB wise Dealer List

C. Dealer/Scheme wise Card Position List

D. District Wise Wholesaler/Sub-Wholesaler list for SKO

E. Monthly Allotment Order for Districts

F. Monthly Allotment Order for Blocks

G. Depot Wise Transaction (OB & CB) details

However, as the level of computerisation increases, more and more information

would be hosted for citizens.

Once digitisation of ration cards is completed, the Ration Card Management System (RCMS) would be hosted in the portals and all ration card related services

would be made available to citizens. Citizen participation is being ensured to bring in

transparency by providing stock dispatch information through SMS alerts at the time of

dispatch to the stakeholders (PRI members and the citizens who have registered their

mobile phone numbers in the transparency portal of the website of the Department

www.foododisha.in). More and more citizens are to be encouraged to register their

mobile phone numbers with the concerned FPS to get SMS alerts when stocks are

moved to that FPS.

77

7.8 Timeline for various activities under DSS for an allotment month:

The following table details the deadline for various activities for implementing

PDS in an allotment district.

Timeline for various activities under DSS for an Allotment Month (AM)

Table-5Month Date Activity ResponsibilityPrevious Month (AM-2)

11th to 30th Updating of ration card assignment among FPS

MI/IS/ACSO and CSO/AP

Preceding month (AM-1) 1st-3rd SMS reporting of CB of previous month

FPS Retailer

Preceding month 1st-3rd Submission of Declaration to MI/IS/ACSO

FPS Retailer

Preceding month By 5th Verifying CB in system with Declaration

MI/IS/ACSO

Preceding month 7th Issue of Scheme wise allotment order

FS & CW Department

Preceding month 9th State level Lifting Plan to be issued

OSCSC Head office

Preceding month 10th Issue of FPS wise Allotment order District Civil Supplies Office

Preceding month 11th District level Lifting Plan to be issued

District Civil Supplies Office

Preceding month By 9th Fund Requisition for purchase from FCI

District CS Office

Preceding month By 13th Fund arrangement to Districts/Deposit in FCI

OSCSC Head office

Preceding month By 15th Issue of Release Order (RO) Dispatching District Preceding month 16th -30th Lifting to feed the DSCs All Districts, State & Level-

I H&T contractor Preceding Month By end of

the Month Lifting from FCI (Wheat or Rice) to feed the DSC

All Districts, State and Level-1 H & T Contractor

Preceding month By 17th Deposit of cost of PDS items FPS Retailers; MI/IS/ACSO

Preceding month/ Allotment month-AM

20th of PM to 4th of AM

Feeding the Fair Price Shops DSC I/c , Level-II H&T Contractor

Allotment month 5th-30th Distribution of PDS items to beneficiaries

FPS Retailer; Nodal officers on key dates

Subsequent Month (AM+1)

6th -30th 25% FPS (15 minimum) Verification

MI/IS/ACSO

Subsequent Month (AM+1)

6th -30th 5% FPS(20 minimum) verification Sub Divisional ACSO

Please Note that : 1. Previous Month= 2 months prior to Allotment month 2. Preceding Month= 1 month prior to Allotment month 3. Subsequent Month= 1 month after the Allotment month 4. AM=Allotment Month

78

7.9 List of AnnexureTable-6

Sl No

Annexure Document Responsibility At Page

1 Monthly Declaration Form Annexure-1A To be used by FPS Retailer 2 Online Schematic Allotment

Order Annexure-1B To be generated by FS & CW Dept.

3 FPS wise allotment order Annexure-1C To be generated by CSO at district level 4 Verification Report on

Mandatory Declaration of FPS Annexure-1D To be used by IS/MI/ACSO

5 State Level Lifting Plan(Rice) Annexure-2A To be generated by HO, OSCSC 6 District Level Lifting Plan

(Rice) Annexure-2B To be generated by CSO-cum-DM

7 Release Order (Rice) Annexure-2C To be generated by source District CSO-cum-DM

8 State Level Lifting Plan (Wheat)

Annexure-2D To be generated by HO, OSCSC

9 District Level Lifting Plan (Wheat)

Annexure-2E To be generated by Receiving CSO-cum-DM

10 Retailer Deposit Slip Annexure-3A To be used by FPS Retailer on depositing of DD at Depot

11 Bulk Consumer deposit Slip Annexure-3B To be used by Bulk Consumer on depositing of DD at Depot

12 Authorization Letter for Bulk Consumers

Annexure-3C To be used by Bulk Consumer

13 NEFT Application Form Annexure-4 To be filled by FPS Retailer/BC on depositing through NEFT

14 Gate Pass-cum-Dispatch Note Annexure-5A To be generated by Depot-in-Charge of dispatching Depot on issuing of stock to other Depot by Road Movement

15 Receipt Note Annexure-5B To be generated by Depot-in-Charge of Receiving Depot on receipt of stock from other Depot by Road Movement

16 Gate Pass-cum-Dispatch Note (Commodity Dispatched to Railway Good Shed/ Siding/ Station)

Annexure-5C To be generated by Depot-in-Charge of dispatching Depot on issuing of stock to other Depot by Rail Movement

17 Receipt Note (Commodity Received from Railway Good Shed/ Siding/ Station)

Annexure-5D To be generated by Depot-in-Charge of Receiving Depot on receipt of stock from other Depot by Rail Movement

18 Stock Transfer Acceptance Note

Annexure-5E To be generated by Lifting Officer and depot in charge of receiving depot

19 Receipt Note for Stock Return Annexure-5F To be generated by the Receiving Depot-in-Charge on receipt of stock from FPS/BC/BDO/Other Govt. Agency

20 CMR Transit Challan Annexure-6A To be generated by Miller for road movement of CMR from Mill to Depot Point

21 Analysis Report –Cum-Acceptance Note of CM Rice

Annexure-6B To be generated by the Receiving Depot-in-Charge on acceptance/rejection of CMR from Miller

22 Gate Pass cum Transit Pass for level-II

Annexure-7A To be generated by the Dispatching Depot-in-Charge on issue of stock to FPS

23 Gate Pass cum Transit Pass for level-II

Annexure-7A (FCI) To be generated by the Dispatching Depot-in-Charge on issue of stock to H & T Contractor Level-II directly from FCI

79

Sl No

Annexure Document Responsibility At Page

24 Gate Pass cum Transit Pass for level-II

Annexure-7A (ST) To be generated by the Dispatching Depot-in-Charge on issue of stock to FPS as per the Transfer Request of nearby depot

25 FPS Acceptance Note Annexure-7B To be generated by the Dispatching Depot-in-Charge on issue of stock to FPS

26 Gate Pass cum Acceptance Note (for issue of Stock to Bulk Consumers)

Annexure-7C To be generated by the Dispatching Depot-in-Charge on issue of stock to Bulk Consumer

27 Specimen Signature of FPS Retailers

Annexure-7D To be generated by Inspector of Supplies/ Marketing Inspector

28 Scheme Transfer Note Annexure-7E To be generated by the Dispatching inspector of supply/marketing inspector.

29 Format for Power of Attorney (PoA)

Annexure-8 To be executed by H & T Contractor

30 Weighment Slip Annexure-9A To be furnished by RRC/RRC-cum-DSC/CWC/OSWC

31 Weight Check Memo Annexure-9B To be furnished by RRC/RRC-cum-DSC/CWC/OSWC

32 Bank Draft Receipt Register PDS-1 To be maintained at RRC/RRC-cum-DSC 33 Stock Receipt Register- For

stock received through Level-I & Sate Level Transport Contractor

PDS-2 To be maintained at RRC/RRC-cum-DSC

34 CMR receipt register from custom miller

PDS-3 To be maintained at RRC/RRC-cum-DSC

35 Stock Issue Register (Issue to FPS Retailer) (A)

PDS-4 To be maintained at RRC/RRC-cum-DSC

36 Stock Issue Register (Bulk Consumer) (B)

PDS-5 To be maintained at RRC/RRC-cum-DSC

37 Stock Issue Register to depots (A-Intra District , B-Inter District)

PDS-6 To be maintained at RRC/RRC-cum-DSC

38 Stock register PDS-7 To be maintained at RRC/RRC-cum-DSC 39 Weighment Register PDS-8 To be maintained at RRC/RRC-cum-DSC 40 R.O. Control Register PDS-9 To be maintained at RRC/RRC-cum-DSC 41 Retailer Control Register PDS-10 To be maintained at RRC/RRC-cum-DSC 42 Level-II H & T Contractor

Control Register PDS-11 To be maintained at RRC/RRC-cum-DSC

43 Stack Register PDS-12 To be maintained at RRC/RRC-cum-DSC 44 Storage Loss Register PDS-13 To be maintained at RRC/RRC-cum-DSC 45 Once Used Gunny Bag

Register PDS-14 To be maintained at RRC/RRC-cum-DSC

46 Gunny Account (NSBT) PDS-15 To be maintained at RRC/RRC-cum-DSC 47 Gunny Account (Old Gunny

Bags) PDS-16 To be maintained at RRC/RRC-cum-DSC

48 Register of Abstract of Stock Transfer Acceptance Note

PDS-17 To be maintained at RRC/RRC-cum-DSC

49 Bank Draft Receipt & Bank Deposit Register

PDS-18 To be maintained at District Office

50 Bank Draft Returned Register PDS-19 To be maintained at District Office 51 Stock Register PDS-20 To be maintained at District Office 52 Sales Register PDS-21 To be maintained at District Office 53 RO Register PDS-22 To be maintained at District Office

80

Mon

thly

Dec

lara

tion

Form

by

FPS

Dea

ler f

or A

llotm

ent M

onth

Nam

e of

the

Dis

trict

Fixe

d da

te o

f rep

ortin

g 26

th o

f eve

ry m

onth

For f

igur

es u

p to

25th

of a

llotm

ent m

onth

Nam

e of

the

FPS

: FP

S C

ode

Nam

e of

the

Blo

ck/U

LB:

A

llotm

ent M

onth

: Y

ear:

(Qua

ntity

in Q

uint

al)

Sl.

No.

Com

mod

ity/S

chem

e *

Bal

ance

sto

ck a

s on

last

Allo

tmen

t M

onth

’s re

porti

ng

Qty

. Rec

eive

d fo

r th

e al

lotm

ent

mon

th**

Tota

l (3

+4)

No

of c

ard

hold

ers

who

re

ceiv

ed P

DS

item

s du

ring

the

perio

d

Qty

. Iss

ued

to

card

hol

ders

fo

r the

al

lotm

ent

mon

th

Clo

sing

bal

ance

for

the

allo

tmen

t mon

th

For O

ne

Mon

th

For T

wo

Mon

ths

12

34

56A

6B7

81

AAY

Ric

e

2BP

L R

ice

3

AP

L K

BK

Ric

e

4B

PL

Add

l./S

pl./

Adh

oc

5

BP

L/ A

AY

for P

oore

st d

istri

cts

6

Ann

apur

na R

ice

7

Ric

e fo

r Dis

able

d pe

rson

s

8R

ice

for O

live

Rid

ley

Con

serv

atio

n

Ric

e To

tal

9

Whe

at

10

Sug

ar

Dec

lara

tion

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l

Sign

atur

e of

the

FPS

Dea

ler

Cer

tific

ate

on d

eliv

ery

of A

lloca

ting

TPD

S c

omm

oditi

es (F

ood

Gra

in e

tc) f

or th

e m

onth

of _

____

____

____

, 20_

____

__ a

nd th

eir d

istri

butio

n th

roug

h el

igib

le ra

tion

card

ho

lder

s by

FP

S d

urin

g al

loca

tion

Mon

th

1.

This

is to

cer

tify

that

the

abov

e qu

antit

ies

of T

PD

S c

omm

oditi

es h

ave

been

allo

cate

d an

d de

liver

ed to

the

Fair

Pric

e S

hop

for t

he m

onth

of _

____

____

____

____

____

___

as m

entio

ned

in th

e Ta

ble

give

n ab

ove.

2.

Th

is is

to c

ertif

y fu

rther

that

the

abov

e qu

antit

ies

deliv

ered

at t

he a

bove

Fai

r Pric

e S

hop

as p

er c

olum

n 4

of th

e ab

ove

Tabl

e ha

ve a

ctua

lly b

een

dist

ribut

ed b

y th

e FP

S to

th

e nu

mbe

r of e

ligib

le ra

tion

card

hol

ders

as

per c

olum

n 7A

and

7B

dur

ing

the

mon

th.

Sign

atur

e of

the

Sarp

anch

of G

P/C

hairm

an o

f ULB

With

sea

l

Ann

exur

e- 1

A

81

Annexure- 1B Schematic Allotment Order

Commodity/Scheme_______________________________________ Allotment Month:_________________________ Year: ______________

(Quantity in MT)SL.NO District OB (in MT) No. of Cards Amount of Rice Remarks

1 ANGUL

2 BALASORE

3 BARAGARH

4 BHADRAK

5 BOLANGIR

6 BOUDH

7 CUTTACK

8 DEOGARH

9 DHENKANAL

10 GAJAPATI

11 GANJAM

12 JAGATSINGHPUR

13 JAJPUR

14 JHARSUGUDA

15 KALAHANDI

16 KANDHAMAL

17 KENDRAPARA

18 KEONJHAR

19 KHURDHA

20 KORAPUT

21 MALKANGIRI

22 MAYURBHANJ

23 NAWARANGPUR

24 NAYAGARH

25 NUAPADA

26 PURI

27 RAYAGADA

28 SAMBALPUR

29 SONEPUR

30 SUNDERGARH

Total

Dy. Secretary to Government 82

Ann

exur

e- 1

C

FPS

wis

e A

llotm

ent O

rder

PA

NC

HA

YATA

SA

MIT

I OFF

ICE,

___

____

____

____

____

____

__N

o.__

____

____

____

____

____

_ D

ated

: ___

____

____

____

____

____

___

A s

tock

of Q

.___

____

____

.___

____

Kg

of R

ice

allo

ted

vide

ord

er N

o.__

____

____

____

____

, Dt _

____

____

____

____

__ o

f Col

lect

or,

Ang

ul to

this

Blo

ck fo

r ___

____

____

____

____

____

____

___i

s he

reby

redi

strib

uted

am

ong

the

follo

win

g ex

istin

g P

D re

tail

licen

sees

/P.E

.Os

of th

e G

.P.s

of t

his

Blo

ck a

s fo

llow

s. T

he re

tail

licen

ces

are

dire

cted

to li

ft th

e al

lote

d st

ock

and

effe

ct o

nwar

d di

strib

utio

n of

the

sam

e

amou

ntam

ong

the

diffe

rent

ben

efic

iarie

s in

the

Gov

t. fix

ed p

rice

i.e @

Rs.

1.0

0/K

g or

free

of c

ost o

n fix

edda

te o

f dis

tribu

tion.

Cha

rgin

g

high

er p

rem

ium

and

less

wei

ght d

eliv

ery

shal

l be

puni

shab

le a

s pe

rpro

visi

ons

of O

PD

S(C

ontro

l) or

der -

200

8.

Blo

ck D

evel

opm

ent O

ffice

r __

____

____

____

____

____

__, B

lock

Mem

o N

o.__

____

____

____

___

/ Dat

ed. _

____

____

____

____

____

1. C

opy

Sub

mitt

ed to

the

Col

lect

or /

Sub

-Col

lect

or /H

on'b

le M

.P./

Hon

'ble

MLA

for f

avou

r of i

nfor

mat

ion

and

nece

ssar

y ac

tion.

2. C

opy

to a

ll E

xecu

tive

Offi

cers

of t

his

Blo

ck fo

r inf

orm

atio

n an

d th

ey a

re re

ques

ted

to g

ive

wid

e pu

blic

ity in

the

mat

ter f

or c

onsu

mer

s

awar

enes

s.

3. C

opy

to th

e S

.D.I.

P.R

.O. f

or in

form

atio

n an

d he

is re

ques

ted

to g

ive

wid

e pu

blic

ity in

the

mat

ter.

4. C

opy

to a

ll P

D re

tail

deal

ers

of th

is B

lock

for i

nfor

mat

ion

and

nece

ssar

y ac

tion.

5. C

opy

to B

lock

Offi

ce n

otic

e bo

ard

for i

nfor

mat

ion

of a

ll co

ncer

ned

Blo

ck D

evel

opm

ent O

ffice

r __

____

____

____

____

____

__, B

lock

83

Dis

trib

utio

n lis

t

A

AY

B

PL

AN

PR

DP

To

tal

Sl.

FPS

Dea

ler

Nam

e FP

SC

ode

OB

C

ards

Q

ty

OB

C

ards

Q

TY

OB

C

ards

Q

ty

OB

C

ard

QTY

Tota

l

Blo

ck D

evel

opm

ent O

ffice

r __

____

____

____

____

____

__, B

lock

84

Ann

exur

e- 1

D

Verif

icat

ion

of M

anda

tory

Dec

lara

tion

of F

PS

(To

be m

aint

aine

d by

Insp

ecto

r of S

uppl

ies/

Mar

ketin

g In

spec

tor/A

CSO

)

Dis

tric

t:

Blo

ck/U

LB/S

ub D

ivis

ion:

Allo

tmen

t M

onth

/Yea

r Sl No

Nam

e of

the

FPS

Dea

ler

Verif

ied

Nam

e of

the

Villa

ges/

War

ds ta

gged

w

ith th

e FP

S D

eale

r D

ate

of

Verif

icat

ion

SMS

Rep

ortin

g of

C

losi

ng B

alan

ce b

y FP

S

(Yes

/No)

Find

ings

of V

erifi

catio

n.

Dis

crep

anci

es if

any

with

M

anda

tory

Dec

lara

tionb

y FP

S

Act

ion

Initi

ated

fo

r maj

or

irreg

ular

ities

N

otic

ed

1 2

3 4

5 6

78

Sign

atur

e of

Insp

ecto

r of S

uppl

ies/

Mar

ketin

g In

spec

tor/A

CSO

1.

This

info

rmat

ion

shal

l be

mai

ntai

ned

on m

onth

ly b

asis

afte

r ins

pect

ion

is m

ade

on F

PS

Dec

lara

tion

by c

once

rned

M.I.

/I.S

./AC

SO

.

2.Th

e in

form

atio

n sh

all b

e m

aint

aine

d in

a re

gist

er a

nd m

ade

avai

labl

e at

the

time

of in

spec

tion

by h

ighe

r aut

horit

ies.

85

Abs

trac

t of V

erifi

catio

n m

ade

on F

PS D

ecla

ratio

n (T

o be

sub

mitt

ed b

y In

spec

tor o

f Sup

plie

s/M

arke

ting

Insp

ecto

r/AC

SO)

D

istr

ict:

B

lock

/ULB

/Sub

Div

isio

n:

Allo

tmen

t M

onth

/Yea

r

Tota

l num

ber

of G

P/W

ard

in

Blo

ck/U

LB/S

ubD

ivis

ion

Tota

l nu

mbe

r of

FPS

Dea

lers

Po

int i

n th

eB

lock

/ULB

/Su

bD

ivis

ion

Num

ber o

f FP

SD

eale

rs

mad

e SM

S of

Clo

sing

B

alan

ce

Num

ber o

f FP

SD

eale

rs

furn

ishe

d M

anda

tory

D

ecla

ratio

n

Num

ber o

f FP

S de

aler

s

Verif

ied

durin

g th

e M

onth

Perc

enta

geof

FPS

de

aler

ve

rifie

d ag

ains

t to

tal

num

ber o

f FP

Sde

aler

s

Nat

ure

of D

iscr

epan

cy F

ound

A

ctio

n In

itiat

ed fo

r M

ajor

Irre

gula

ritie

s

Nam

e of

the

FPS

Dea

ler

Nat

ure

of D

iscr

epan

cy

Nam

e of

th

e FP

S D

eale

r

Act

ion

Initi

ated

1 2

3 4

56

78

910

11

Sign

atur

e of

Insp

ecto

r of S

uppl

ies/

Mar

ketin

g In

spec

tor/A

CSO

1.

This

abs

tract

shal

l be

base

d on

the

regi

ster

mai

ntai

ned

as p

er A

nnex

ure-

1B o

n ve

rific

atio

n of

FP

S D

ecla

ratio

n by

con

cern

ed M

.I./I.

S./A

CS

O.

2.

Cop

y of

the

abst

ract

sha

ll be

sub

mitt

ed b

y:

a.

Insp

ecto

r of S

uppl

ies

and

Mar

ketin

g In

spec

tor t

o B

DO

/EO

, A

CS

O a

nd C

SO

-Cum

-DM

b.

AC

SO

to S

ub-C

olle

ctor

, CS

O-C

um-D

M

Ann

exur

e- 1

E

86

Ann

exur

e- 2

A

OD

ISH

A S

TATE

CIV

IL S

UPP

LIES

CO

RPO

RA

TIO

N L

TDSt

ate

Leve

l Lift

ing

Plan

(SLL

P) (R

ice)

Allo

tmen

t Mon

th:_

____

____

____

____

____

____

Yea

r: __

____

____

____

Fi

gure

in M

.T.

Sl.

No.

Dis

trict

A

llotm

ent

CM

R

avai

labl

e at

R

RC

and

R

RC

-Cum

-D

SC

and

to

be re

ceiv

ed

agai

nst

pend

ing

D.C

. + 2

5%

of p

endi

ng

D.C

Bal

ance

Req

uire

men

t R

eser

ve to

be

mai

ntai

ned

in th

e D

istri

ct

Lifti

ngfro

m F

CI

Net

Req

uire

men

tfro

m o

ther

D

istri

ct

Net

CM

R re

quire

men

t to

be li

fted

from

Oth

er D

istri

ct

Sta

te P

ool

(Ow

n C

MR

) R

emar

ks

Qua

ntity

S

ourc

e D

istri

ct

Nam

e of

the

Sta

te L

evel

/ L

evel

-1 H

& T

C

ontra

ctor

/ Rak

e M

ovem

ent

1 2

34

5 =

(3-4

) 6

7 8

=(5+

6) -

7 9

1011

1213

D.G

.M. (

Fina

nce)

GM

(Pro

cure

men

t)

G.M

. (PD

S)

SLLP

No

Dat

e

87

Ann

exur

e- 2

B

OD

ISH

A S

TATE

CIV

IL S

UPP

LIES

CO

RPO

RA

TIO

N L

TD__

____

____

____

____

___

Dis

tric

t D

istr

ict L

evel

Lift

ing

Plan

(DLL

P) (R

ice)

(Q

uant

ity in

Qui

ntal

s)

Allo

tmen

tMon

th:

Yea

r:

Ref

. Sta

te L

evel

Lift

ing

Pla

n N

o. fo

r Ric

e (2

A):

Dat

e

Nam

e an

d C

ode

of th

e R

RC

-cum

-D

SC

Req

uire

men

tO

wn

CM

R

avai

labl

ean

d to

be

rece

ived

agai

nst

pend

ing

D.C

. + 2

5%

of p

endi

ng

D.C

.

Tran

spor

tatio

n A

rran

gem

ent

Tota

lO

ther

Dis

trict

O

wn

Dis

trict

D

ispa

tchi

ngD

epot

Nam

e &

C

ode

Qty

.N

ame

of th

e S

tate

/ Le

vel-1

H

& T

Con

t ra

ctor

Dis

trict

Dep

ot N

ame

& C

ode

Qty

.N

ame

of th

e H

&

T C

ontra

ctor

1 2

3 4

5 6

7 8

9 10

=2=3

+5+8

CSO

-cum

-Dis

tric

t Man

ager

D

istr

ict_

____

____

____

____

____

____

___

Mem

o N

o

Dat

e C

opy

to:

3.

Dep

ot In

-cha

rge

of O

SW

C/C

WC

.___

____

____

____

____

____

____

____

____

____

____

____

____

_

4.

RR

C-c

um-D

SC in

-cha

rge,

___

____

____

____

____

____

____

____

____

____

____

____

____

____

__

5.

BD

O/S

ub C

olle

ctor

___

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

6.

H &

T C

ontra

ctor

OSC

SC

H.O

. __

____

____

____

____

____

____

____

____

____

____

____

____

___

7.

Lifti

ng O

ffice

r ___

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

____

_

8.

AC

SO

of t

he S

ub-D

ivis

ion

____

____

____

____

____

____

____

____

____

____

____

____

____

____

__

9.

CS

O-c

um-D

.M. O

SC

SC

Sou

rce

Dis

trict

____

____

____

____

____

____

____

____

____

____

____

____

DLL

P N

o D

ate

88

Annexure- 2C ODISHA STATE CIVIL SUPPLIES CORPORATION LTD

_________________ District

RELEASE ORDER FOR RICE

(To be prepared separately for each dispatching RRC & Receiving District)

(For inter/intra District transfer of CMR through State level & level-I H & T Contractor)

Allotment Month/ Reserve Stock: _________________/ Year: ____________ State Level Lifting Plan No for Rice (2A) :No.______________ Dt.:______________ District Level Lifting Plan No of Rice of Receiving District (2B) : No.______________ Dt.:______________

Despatching RRC Receiving District

(In case of interdistrict transfer

Receiving RRC-cum-DSC

Location Code Location Code Quantity in Quintals

1 2 3 4 5 6

TOTAL

CSO-cum-District Manager, OSCSC Ltd., ___________________

(Despatching District) Memo No.________________ Date___________________ Copy to: 1. Depot In-charge of OSWC /CWC, ___________________________________________________

2. Despatching RRC-cum-DSC in-charge________________________________________________

3. CSO-cum-District Manager, Receiving district.__________________________________________

4. Lifting Officer, receiving district_______________________________________________________

5. H & T Contractor of OSCSC, Head Office.______________________________________________

89

Annexure- 2D

Wheat Stock Return (WSR)-1

Name of the DSC: Depot Code:

Report for the Allotment Month:________________ Year: ______________

Sl No Name of Block & ULB tagged

No of FPS in the

Block/ULB

No of APL wheat

cards in the Block/ ULB

MonthlyRequirement in Quintal for the

Block/ ULB

Stock of Wheat available as on

last day of allotment month

(in Quintal)

Further Requirement in

Quintal for subsequent

Month

1 2 3 4 5 6

Total

Signature of Depot In-Charge

90

Annexure- 2E

Wheat Stock Return (WSR)-2

Name of the District:

Report for the Allotment Month:________________ Year: ______________

Sl No Name of the Depot (DSC stocking wheat)

Depot Code

No of Block/ ULB

tagged

MonthlyRequirement of tagged Block/

ULBs in Quintal for the DSC

Closing Balance of Wheat on last day of month in

the DSC (in Quintal)

Further Requirement in

Quintal

1 2 3 4 5 6

Total

Signature of CSO-cum-DM

91

Annexure- 2F

ODISHA STATE CIVIL SUPPLIES CORPORATION LTDState Level Lifting Plan (SLLP) - Wheat

(Quantity in Quintals)Allotment Month:_____________/ Year: ____________

General Manager (PDS)

Sl No District Allotted Quantity Closing Balance of Wheat at all RRC

and RRC-cum-DSC as on 20th of the

preceding month of the allotment month

Percentage of available stock as

at column-4 to allotted quantity as

at Serial No-3

Quantity to be lifted from FCI

(To make the stock availability to 125% of the allotted quantity as at Serial No-3)

1 2 3 4 5 6

92

Ann

exur

e- 2

E O

DIS

HA

STA

TE C

IVIL

SU

PPLI

ES C

OR

POR

ATI

ON

LTD

____

____

____

____

____

_ D

istr

ict

Dis

tric

t Lev

el L

iftin

g Pl

an (D

LLP)

- Whe

at

DLL

P N

o

Dat

e

(Qua

ntity

in Q

uint

als)

Allo

tmen

t Mon

th:

Yea

r:

Sta

te L

evel

Lift

ing

Pla

n N

o. fo

r Whe

at

(2A

):D

ate:

Nam

e an

d C

ode

of th

e R

RC

-cum

-DSC

W

heat

allo

tmen

t of

R

RC

-cum

-DSC

as

per

the

tagg

ed B

lock

&

ULB

Clo

sing

B

alan

ce a

t R

RC

-cum

-DSC

as

on

20th o

f th

e pr

eced

ing

mon

th o

f al

lotm

ent m

onth

Per

cent

age

of

avai

labl

e st

ock

as a

t col

umn-

3 to

allo

tted

quan

tity

as a

t S

eria

l No-

2

Qua

ntity

to b

e lif

ted

from

FC

I ( T

o m

ake

the

stoc

k av

aila

bilit

y to

125

% o

f th

e al

lotte

d qu

antit

y as

at

Ser

ial N

o-2)

Nam

e of

the

H &

T C

ontra

ctor

1 2

3 4

5 6

CSO

-cum

-Dis

tric

t Man

ager

D

istr

ict_

____

____

____

____

____

____

Mem

o N

o

D

ate

Cop

y to

: 1.

D

epot

In-c

harg

e of

OS

WC

/CW

C/R

RC

-cum

-DS

C I/

C

2.

AD

M/S

ub C

olle

ctor

/BD

O c

once

rned

,

3.

All

Sub

Div

isio

nal A

CS

Os,

4.

Han

dlin

g &

Tra

nspo

rt C

ontra

ctor

5.

Lifti

ng O

ffice

r of O

SC

SC

for F

SD

, FC

I:

6.A

rea

Man

ager

, FC

I

93

Annexure-3AODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

District_________________________

Dealer Deposit Slip

AllotmentMonth

AllotmentYear Date (DD/MM/YY)

FPS Code

Name of The FPS Dealer

Commodity Details

Sl. No Commodity Quantity(in Qtl.)

Rateper Qtl.

Amount

1 AAY Rice

2 BPL Rice

3 RDP Rice

4 APL Wheat

5

6

7Total Amount

Demand Draft / Pay Order / Bakers Cheque Details

Draft Number Draft Date (DD/MM/YY)

Bank & Branch Name

Amount Deposited

In Words :

Full Signature of FPS Dealer ------------------------------------------------------------------------------------------------------------------------------------------

Received the above demand draft for Rupees

In Words

From FPS Dealer for allotment Month

and year on date

Signature of DSC in Charge with Seal

94

Annexure-3A (Sample Copy)ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

District: SONEPUR Dealer Deposit Slip

Allotment Month 0 3 Allotment Year 1 4 Date (DD/MM/YY) 0 3 0 3 1 4

FPS Code 2 9 0 2 W 0 0 7

Name of The FPS Dealer BAPUJI MISSION SKTI

Commodity Details

Sl No Commodity Quantity(in Qtl.)

Rateper Qtl.

Amount

1 AAY Rice 17.85 180.00 3213.00

2 BPL Rice 23.80 180.00 4284.00

3 RDP Rice 1.25 180.00 225.00

4 APL Wheat

5

6

7

Total Amount 7722.00

Demand Draft / Pay Order / Bakers ChequeDetails

Draft Number 840862 Draft Date (DD/MM/YY

0 2 0 3 1 2

Bank & Branch Name SBI Main Branch, Subarnapur

Amount Deposited 7 7 2 2

In Words : Rupees Seven Thousand Seven hundred twenty two Only

Full Signature of FPS Dealer -----------------------------------------------------------------------------------------------------------------------------------------

Received the above demand draft for Rupees 7 7 2 2

In Words Rupees Seven Thousand Seven hundred twenty two Only

From FPS Dealer 2 9 0 2 W 0 0 7 for allotment Month 0 3

and year 2 0 1 4 on date 0 3 0 3 1 4

Signature of DSC in Charge/IS or MI of Block/ULB

95

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED District: _____________________________

Bulk Consumer Deposit Slip

Allotment Month Allotment Year Date (DD/MM/YY)

Bulk Consumer Code

Name of The Bulk Consumer

Commodity/Scheme

Sl No Type of Institution Commodity Quantity(in Qtl.)

Rateper Qtl.

Amount

Total Amount

Note: Deposit Rate for Bulk Consumer Institution Rice (Per Qtl.)

Wheat (Per Qtl.)

ST & SC Hostel Rs.80.00 Welfare Institution Rs. 630.00 NGO ST/SC Rs. 930.00 Jail Rs. 930.00 Adrut Children Homes Rs. 930.00 Police Rs. 930.00 Rs.700.00

Demand Draft Details

Draft Number Draft Date (DD/MM/YY)

Bank & Branch Name

Amount Deposited

In Words :

Full Signature of Bulk Consumer ---------------------------------------------------------------------------------------------------------------------------------------------------

Received the above demand draft for Rupees

In Words

From Bulk Consumer

Signature of DSC in Charge/IS or MI of Block/ULB

Annexure-3B

96

Annexure-3B (Sample Copy)ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

District: SONEPUR

Bulk Consumer Deposit Slip

AllotmentMonth

0 3 AllotmentYear

1 2 Date (DD/MM/YY) 0 3 0 3 1 2

Bulk Consumer Code B G 2 9 0 4 0 2

Name of The Bulk Consumer MAKUNDPUR ASHRAM SCHOOL

Commodity Details

Sl No Commodity Quantity(in Qtl.)

Rateper Qtl.

Amount

1 SSD Hostel Rice 12.20 180.00 2196.00

2 Welfare Institution Rice

3 Sports Hostel Rice

4 NGO SC/ST Rice

5 Jail Rice

Total Amount 2196.00

Demand Draft Details

Draft Number 840962 Draft Date (DD/MM/YY) 0 3 0 3 1 2

Bank & Branch Name SBI Main Branch, Subarnapur

Amount Deposited 2 1 9 6

In Words : Rupees Two Thousand One Hundred Ninety Six Only

Full Signature of Bulk Consumer -------------------------------------------------------------------------------------------------------------------------------------------

Received the above demand draft for Rupees 2 1 9 6

In Words Rupees Two Thousand One Hundred Ninety Six Only

From Bulk Consumer B G 2 9 0 4 0 2

Signature of DSC in Charge/IS or MI of Block/ULB

97

Annexure-3C

Authorization Letter of Bulk Consumers for receiving the stock

From

______________________

______________________

______________________

To

In Charge Officer, RRC-cum-DSC,

______________________

______________________

______________________

Ref: 1. Allotment month:

2. Allotment order No. of CSO-cum-D.M____________:

Mr.__________________________________ (Name of the authorized person) ______________

(designation) is authorized to receive ______________ Qtls of Rice / Wheat from the depot. The Demand

Draft/Pay Order / Bankers Cheque of Rs._______________ and the deposit slip are enclosed. The Specimen

Signature of the authorized person is as given below.

________________________

Signature of Authorized person Signature of the Head of the Institution

(BULK CONSUMER)

SEAL

98

Annexure-4A

NEFT Application Form (AXIS Bank Module)

Bank: ………………………………………………

Branch ………………….. Date:……… /…………/2012 I wish to transfer a sum of Rs ……… (Rupees…………………………………) to M/s MD, OSCSC Ltd maintaining

CAAccount no. 1 3 9 7

Corporate Code FPS CODE Product Code

AllotmentMonth

AllotmentYear

With Bhubaneswar Branch of Axis Bank Ltd using IFSC No.UTIB0CCH274 (5th No is zero) using NEFT facility. For the amount ofremittance plus your charges. Amount to be Remitted to MD, OSCSC : Rs …………………………………. Service Charge of the Collecting Bank (Axis Bank): Rs 5/- Total Amount to be Remitted : Rs …………. ………………………………. Bank Charges of the Remitting Bank : Rs …… ……………………………. Total : Rs …(Rupees………………………………………………………………………..……………….. Only)You may transfer the amount as per above details, by debiting my account no.

To be filled in by the Bank To be filled in by the Applicant

Entered by: ___________________ Signature of the Applicant: ______________Checked by: ___________________ Name the Applicant: ………………. Transaction Ref No: _____________ Mobile Number……………………………

Please send the confirmation to the above Mobile No through SMS. --------------------------------------------------------------------------------------------------------------------------------------------

Customer Acknowledgement Remittance Amt NEFT Charges Total Amount

Amount to be Debited Rs. Name of the Beneficiary MD,OSCSC Ltd.

Debit Applicant’s Account

UTR No: ………………………………………………………………

Signature of Bank Official (With Stamp & Date)

99

Annexure-4B

NEFT Application Form (ICICI Bank Module)

Bank: ………………………………………………

Branch ………………….. Date:……… /…………/2012 I wish to transfer a sum of Rs ……… (Rupees…………………………………) to M/s MD, OSCSC Ltd maintaining

CAAccount no.

Corporate Code FPS CODE Product Code

AllotmentMonth

AllotmentYear

With Bhubaneswar Branch of Axis Bank Ltd using IFSC No.UTIB0CCH274 (5th No is zero) using NEFT facility. For the amount ofremittance plus your charges. Amount to be Remitted to MD, OSCSC: Rs …………………………………. Bank Charges of the Remitting Bank : Rs ………………………………. Total : Rs …(Rupees………………………………………………………………………..……………….. Only)You may transfer the amount as per above details, by debiting my account no.

To be filled in by the Bank To be filled in by the Applicant

Entered by: ___________________ Signature of the Applicant: ______________Checked by: ___________________ Name the Applicant: ………………. Transaction Ref No: _____________ Mobile Number……………………………

Please send the confirmation to the above Mobile No through SMS. --------------------------------------------------------------------------------------------------------------------------------------------

Customer Acknowledgement Remittance Amt NEFT Charges Total Amount

Amount to be Debited Rs. Name of the Beneficiary MD,OSCSC Ltd.

Debit Applicant’s Account

UTR No: ………………………………………………………………

Signature of Bank Official (With Stamp & Date)

100

Product�Code� PDS��Item Scheme�

10� Rice� All�Rice�for�FPS�Dealer��11� Rice� AAY��12� Rice� BPL��13� Rice� APL�KBK��14� Rice� BPL�Additional/Ad�hoc/Special��15� Rice� BPL/AAY�for�Poor�Left�out�(PLO)��16� Rice� Rice�for�RORC�17� Rice� Annapurna��18� Rice� Rice�for�Differently�able�Persons�(RDP)�19� Rice� Relief�21� Rice� SSD�Hostels�Bulk�Consumer�22� Rice� Welfare�Institutions�BC�23� Rice� Jail/Adrut�CH/NGO�SCST�BC�30� Wheat� APL��31� Wheat� Bulk�Consumer�(Police)�40� Sugar� BPL/AAY��

Conditions of Transfer 1. Remitting bank shall not be liable for any loss or damaged arising or resulting from the delay on

transmission delivery or non delivery of electronics massage or any mistake, omission or error of

transmission or delivery thereof or in deciphering the massage from any cause what so ever even its

misinterpretation received of the action destination Bank or any act beyond our control.

2. All payment instructions should be checked carefully remitter.

3. Message received after cut-off time will be sent next working day.

101

Annexure-5A ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

Gate Pass-cum-Despatch Note(For Inter District Transfer throughState Level & Level-I H & T Contractor)

1. Gate Pass cum Despatch Note No: 2.Date:

3. Time of Despatch:

4. Name of the Despatching Depot: 5. District:

6. Despatching Depot Code:7. Name of the Receiving Depot: 8.District:

9. Receiving Depot Code:

10. R.O. Details

Month of Allotment (a).

R.O. details Despatch Quantity (in Qtl) as per this

Gate Pass (d).

ProgressiveDespatch till Date

with this Gate Pass (in Qtl)

(e).

R.O. No & Date (b).

Quantity(in Qtl)

(c).

11. Name of the Lifting Officer: 11.A. Designation:

12. Transportation Done through (H & T Contractor/ Mobile Van/ Other): If Transportation through H & T Contractor

13. Name of the H & T Contractor: 13A. Code:

14. Vehicle Registration No:

15. Name of the Driver:

16. Commodity: 16.A. For Rice,Category (Raw/Boiled): 16.B. KMS:

No of Bags

Gross Weight (in Qtl.)

Less Tare Weight of Vehicle (in Qtl.)

Less Tare Weight of Gunny (in Qtl.)

Net Weight (in Qtl.)

17. Mode of Weighment: Weighbridge /10% sample weighment

N.B. 1: The stock of Rice/Wheat confirms to PFA Specification

N.B. 2. Lifting officer is to sign in case of lifting from FCI/ZSD/Other District.1st Copy for H & T Contractor/ 2nd Copy for Receiving Depot through H & T

Contractor / 3rd Copy for counter foil at Despatching Depot

Signature of Despatching Depot In-Charge

Signature of Driver / H & T Contractor / Representative

Signature of Lifting Officer

102

Annexure-5A [Sample Copy]

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED Gate Pass-cum-Despatch Note

(For Inter District Transfer throughState Level & Level-I H & T Contractor)

1. Gate Pass cum Despatch Note No: 0001 2.Date: 07/01/2014 3. Time of Despatch:10:00AM 4. Name of the Despatching Depot: RRC CUM DSC, Sonepur-1 5. District:Sonepur 6. Despatching Depot Code:DP290401 7. Name of the Receiving Depot: RRC CUM DSC, Hatta Chhak 8.District: Angul9. Receiving Depot Code:DG010101 10. R.O. Details

(a). R.O. No & (b). Allotment Month

(c). R.O. Quantity (in Qtl)

(d). Despatch Quantity (in

Qtl)as per this Gate Pass

(e).Progressive Despatch Till

Datewith this Gate Pass (in Qtl)

R0001 Dt. 03/01/2014 MAR-2014 2000.00 129.10 129.10

11. Name of the Lifting Officer: Arun Kumar Dehury 11.A. Designation:MI Angul, Block 12. Transportation Done through (H & T Contractor/ Mobile Van/ Other): H & T Contractor If Transportation through H & T Contractor

13. Name of the H & T Contractor: LADUKESHWAR AGARWALLA 13A. Code:T11301010314. Vehicle Registration No: OR15K818815. Name of the Driver: B NAYAK16. Commodity: Rice 16.A. For Rice,Category(Raw/Parboiled): Parboiled 16.B. KMS: 2012-13

No of Bags 260

Gross Weight (in Qtl.) 181.19

Less Tare Weight of Vehicle (in Qtl.) 50.40

Less Tare Weight of Gunny (in Qtl.) 1.69

Net Weight (in Qtl.) 129.10

17. Mode of Weighment: Weighbridge /10% sample weighment

N.B. 1: The stock of Rice/Wheat confirms to PFA Specification

N.B. 2. Lifting officer is to sign in case of lifting from FCI/ZSD/Other District.1st Copy for H & T Contractor/ 2nd Copy for Receiving Depot through H & T

Contractor / 3rd Copy for counter foil at Despatching Depot

Signature of Despatching Depot In-Charge

Signature of Driver / H & T Contractor / Representative Signature of Lifting Officer

103

Annexure-5B ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

Receipt Note

1. Receipt Note No: 2.Date & Time of Receipt:

3. Gate Pass-cum-Despatch Note No: 4. Date:

5. Despatching Depot Name: 6.District:

7. Despatching Depot Code:

8. Receiving Depot: 9.District:

10. Receiving Depot Code: 11.Month of Allotment/ Reserve Stock:

12. Transportation Done through (H & T Contractor/ Mobile Van/ Other): If Transportation through H & T Contractor

13. Name of H & T Contractor: 13.A. Code:

14. Vehicle No:

15. Commodity: 15.A. For Rice,Category (Raw/Boiled): 15.B. KMS:

16. Despatched Quantity (as per Despatch Note): ________Bags ________ Qtl.

17. Actual Receipt Details

No of Bags

Gross Weight (In Qtl.)

Less Tare Weight of Vehicle (in Qtl.)

Less Gunny Weight (in Qtl.)

Net Weight (in Qtl.)

Shortage if any (in Qtl.)

18. Mode of weighment: Weighbridge/10% sample weighment.

19. The stock of Rice/Wheat confirms to PFA Specification

1st Copy for H & T Contractor/2ndCopy for receiving D.M. through H & T Contractor /3rd Copy counter foil at receiving Depot

Signature of Receiving Depot In-Charge

Signature of Driver / H & T Contractor / Representative

104

Annexure-5B (Sample Copy)

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED Receipt Note

1. Receipt Note No: 2.Date & Time of Receipt:

3. Gate Pass-cum-Despatch Note No: 0001 4. Date: 07/01/2014

5. Despatching Depot Name: RRC CUM DSC, Sonepur-1 6.District: Sonepur

7. Despatching Depot Code: DP290401

8. Receiving Depot:RRC CUM DSC, Hatta Chhak, 9.District: Angul

10. Receiving Depot Code:DG010101 11.Month of Allotment/ Reserve Stock: MAR-2014

12. Transportation Done through (H & T Contractor/ Mobile Van/ Other): H & T Contractor If Transportation through H & T Contractor

13. Name of H & T Contractor:LADUKESHWAR AGARWALLA 13.A.Code:T113010103

14. Vehicle No: OR15K8188

15. Commodity: Rice 15.A. For Rice, Category (Raw/Parboiled): Parboiled 15.B. KMS: 2012-13

16. Despatched Quantity (as per Despatch Note): 260Bags 129.10 Qtl.

17. Actual Receipt Details

No of Bags 260

Gross Weight (In Qtl.) 181.19

Less Tare Weight of Vehicle (in Qtl.) 50.40

Less Gunny Weight (in Qtl.) 1.69

Net Weight (in Qtl.) 129.10

Shortage if any (in Qtl.) Nill

18. Mode of weighment: Weighbridge/10% sample weighment.

19. The stock of Rice/Wheat confirms to PFA Specification

1st Copy for H & T Contractor/2ndCopy for receiving D.M. through H & T Contractor /3rd Copy counter foil at receiving Depot

Signature of Receiving Depot In-Charge

Signature of Driver / H & T Contractor / Representative

0001 07/01/2014 03:00 PM

105

Annexure-5C ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

Gate Pass-cum-Despatch Note(Commodity Despatched to Railway Good Shed/Siding/Station)

(For State Level & Level-I H & T Contractor)

1. Gate Pass cum Despatch Note No: 2.Date:

3. Time of Despatch:

4. Name of the Despatching Depot: 5. District:

6. Despatching Depot Code:

7. Receiving District:

8. R.O. Details

(a). R.O. No & Date (b). Month of Allotment/

Reserve Stock

(c). R.O. Quantity (in Qtl)

(d). Despatch Quantity (in Qtl) in

this Gate Pass

(e).Progressive Despatch Till

Datewith this Gate Pass (in Qtl)

9. Name of the Railway Good Shed/Siding/Station:

10. Name of the Lifting Officer: 11. Designation:12. Transportation Done through (H & T Contractor/ Mobile Van/ Other): If Transportation through H & T Contractor

13. Name of the H & T Contractor: 13A. Code:

14. Vehicle Registration No:

15. Name of the Driver:

16. Commodity: 16.A. Category (For Rice): 16.B. KMS:

No of Bags

Gross Weight (in Qtl.)

Less Tare Weight of Vehicle (in Qtl.)

Less Tare Weight of Gunny (in Qtl.)

Net Weight (in Qtl.)

17. Mode of Weighment : Weighbridge /10% sample weighment

N.B. 1: The stock of Rice/Wheat confirms to PFA Specification

N.B. 2. Lifting officer is to sign in case of lifting from FCI/ZSD/Other District. 1st Copy for H & T Contractor/ 2nd Copy for Receiving Depot

through H & T Contractor / 3rd Copy for counter foil at Despatching Depot

Signature of Despatching Depot In-Charge

Signature of Driver / H & T Contractor / Representative Signature of Lifting Officer

106

Annexure-5C [Sample Copy]

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED Gate Pass-cum-Despatch Note

(Commodity Despatched to Railway Good Shed/Siding/Station) (For State Level & Level-I H & T Contractor)

1. Gate Pass cum Despatch Note No: 0001 2.Date: 07/01/2014 3. Time of Despatch: 10:00AM 4. Name of the Despatching Depot: OSWC, Kesinga 5. District: KALAHANDI 6. Despatching Depot Code: DW150801 7. Receiving District: CUTTACK 8. R.O. Details

(a). R.O. No & Date (b). Month of Allotment/

Reserve Stock

(c). R.O. Quantity (in Qtl)

(d). Despatch Quantity (in Qtl) in

this Gate Pass

(e).Progressive Despatch Till

Datewith this Gate Pass (in Qtl)

R0001 Dt. 03/01/2014 MAR-2014 20000 129.10 129.10

9. Name of the Railway Good Shed/Siding/Station: Kesinga10. Name of the Lifting Officer: Arun Kumar Dehury 11. Designation MI Angul, Block 12. Transportation Done through (H & T Contractor/ Mobile Van/ Other): H & T Contractor If Transportation through H & T Contractor

13. Name of the H & T Contractor: NILAMADHAB KHUNTIA 13A. Code: T107120714. Vehicle Registration No: OR15K818815. Name of the Driver: B NAYAK16. Commodity: Rice 16.A. For Rice, Category (Raw/Parboiled): Parboiled 16.B. KMS: 2012-13

No of Bags 260

Gross Weight (in Qtl.) 181.19

Less Tare Weight of Vehicle (in Qtl.) 50.40

Less Tare Weight of Gunny (in Qtl.) 1.69

Net Weight (in Qtl.) 129.10

17. Mode of Weighment : Weighbridge /10% sample weighment

N.B. 1: The stock of Rice/Wheat confirms to PFA Specification

N.B. 2. Lifting officer is to sign in case of lifting from Other District. 1st Copy for H & T Contractor/ 2nd Copy for Lifting officer / 3rd Copy

for counter foil at Despatching Depot

Signature of Despatching Depot In-Charge

Signature of Driver / H & T Contractor / Representative

Signature of Lifting Officer

107

Annexure-5D ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

Receipt Note (Commodity Received from Railway Good Shed/Siding/Station)

1. Receipt Note No: 2.Date & Time of Receipt:

3. Name of the Railway Good Siding/Shed:

4. Railway Receipt No: 5. Wagon No:

6. Challan No & Date:

7. Receiving Depot: 8.District:

9. Receiving Depot Code:DS071802 10.Month of Allotment/ Reserve Stock:

11. Transportation Done through (H & T Contractor/ Mobile Van/ Other): If Transportation through H & T Contractor

12. Name of H & T Contractor: 12.A. Code:

13. Vehicle No:

14. Commodity: 14.A.For Rice, Category (Raw/Parboiled): 14.B. KMS

15. Despatched Quantity (as per Challan): ____________ Bags _______ Qtl.

16. Actual Receipt Details

No of Bags

Gross Weight (In Qtl.)

Less Tare Weight of Vehicle (in Qtl.)

Less Gunny Weight (in Qtl.)

Net Weight (in Qtl.)

Shortage if any (in Qtl.)

17. Mode of weighment: Weighbridge/10% sample weighment.

N.B. The stock of Rice/Wheat confirms to PFA Specification

1st Copy for H & T Contractor/2ndCopy for receiving D.M. through H & T Contractor /3rd Copy counter foil at receiving Depot

Signature of Receiving Depot In-Charge

Signature of Driver / H & T Contractor / Representative

108

Annexure-5D (Sample Copy)

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED Receipt Note

(Commodity Received from Railway Good Shed/Siding/Station)

1. Receipt Note No: 2.Date & Time of Receipt:

3. Name of the Railway Good Siding/Shed: CUTTACK

4. Railway Receipt No: RR12289/2014 5. Wagon No: BN00019

6. Challan No & Date: 2567 / 10/01/2014

7. Receiving Depot:OSCSC OWN GODOWN, Jagatpur 8.District: CUTTACK

9. Receiving Depot Code:DS071802 10.Month of Allotment/ Reserve Stock: MAR-2014

11. Transportation Done through (H & T Contractor/ Mobile Van/ Other): H & T Contractor If Transportation through H & T Contractor

12. Name of H & T Contractor: NILAMADHAB KHUNTIA 12.A.Code: T11307070213. Vehicle No: OR15K8188 14. Commodity: Rice 14.A.For Rice, Category (Raw/Parboiled): Parboiled 14.B. KMS: 2012-13

15. Despatched Quantity (as per Challan): 260Bags 129.10 Qtl.

16. Actual Receipt Details

No of Bags 260

Gross Weight (In Qtl.) 181.19

Less Tare Weight of Vehicle (in Qtl.) 50.40

Less Gunny Weight (in Qtl.) 1.69

Net Weight (in Qtl.) 129.10

Shortage if any (in Qtl.) Nill

17. Mode of weighment: Weighbridge/10% sample weighment.

N.B. The stock of Rice/Wheat confirms to PFA Specification

1st Copy for H & T Contractor/2ndCopy for receiving D.M. through H & T Contractor /3rd Copy counter foil at receiving Depot

Signature of Receiving Depot In-Charge

Signature of Driver / H & T Contractor / Representative

0001 10/01/2014 10:00 AM

109

Annexure-5EODISHA STATE CIVIL SUPPLIES CORPORATION LIMITEDStock Transfer Acceptance Note (To be issued by Lifting Officer)

(For State Level/Level-I H & T Contractor)

For Commodity (Rice/Wheat/Sugar) Book No:

1.A. Acceptance Note No 1.B. Despatch Date

2A. Despatching Depot (FCI/ZSD/Base RRC) 2.B.Code

3A. Receiving Depot Location 3.B.Code

4.A. Name of the H & T Contractor 4.B.Code

5. R.O. No Dated Qty in Qtl.

Details of commodity despatched & received

Sl.No

Vehicle Regd. No Despatch Details Receipt Details to be filled by receiving Depot I/C

Bags Qty in Qtl. Gate Pass cum Despatch Note No

Bags Qty in Qtl. Receiving Date

1

2

3

4

5

6

7

8

9

10

Total

Shortage, if any on total receipt (to be filled by receiving depot I/C)

Signature of the Lifting Officer Signature of the H&T Contractor/ Driver/ Representative

Signature of the Receiving Depot –in-Charge

Name Name Name

Designation (In case of Driver/ Representative) Designation

NB i. To be prepared in 04 copies with running serial from 0001 for despatch of total stock for the day to one Depot ii. One Acceptance Note for despatch to one Depot. If more than 10 vehicles despatched on a day to one Depot additional Acceptance

Note to be used. Grand Total of Bags and Qtls of all such Acceptance Notes to be mentioned in the last Acceptance Note. iii. One vehicle to be despatched only once on a day to a particular Depot from FCI/Base RRC/ZSD. iv. 03 copies of the Acceptance Note to be sent to receiving Depot through H & T Contactor. Last vehicle despatched to a Depot shall

carry the Acceptance Note v. a. 1st Copy (Pink)- Return copy from receiving Depot to Lifting Officer through H & T Contractor

b. 2nd Copy (Yellow) - Receiving Depot copy c. 3rd Copy (Green) – H & T Contractor copy d. 4th Copy (White) – Book copy (Lifting Officer copy)

110

Annexure-5F ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

Receipt Note for Stock Return

1. Receipt Note No: 2.Date & Time of Receipt:

3. Receiving Depot: 4. Code:

5. Stock Received From 6. Code:

7. Scheme/Commodity wise Return Particular (If Applicable) 8. Commodity wise Summary

Sl. No Scheme/ Commodity Bag Quantity (In Qtl.)

Commodity/Category

Bag Quantity (In Qtl.)

1 Rice (Parboiled)

2 Wheat

3 Sugar

4

5

Total

9. For return the stock, transportation is done by: OSCSC/ Agency (To whom stock was issued). If stock is returned through H & T Contractor.

10. Name of H & T Contractor: 11. Code:

12. Vehicle No: 13. Name of the Driver:

14. Abstract of Commodities 15. Weighment Details SlNo Commodity Raw/Parboiled

for Rice KMS(For

Rice) Bag Quantity No of Bags

A Gross Weight of Vehicle (in Qtl.)

B Less Tare Weight of Vehicle (in Qtl.)

C Less Tare Weight of Gunny (in Qtl.)

Net Weight (in Qtl.)

TOTAL

16. Mode of weighment: Weighbridge / 10% sample weighment.

Signature of Receiving Depot In-Charge

Full Signature of Authorized Representative from whom stock is returned

111

Annexure-5F (Sample Copy)

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED Receipt Note forStock Return

1. Receipt Note No: 2.Date & Time of Receipt:

3. Receiving Depot: RRC-cum-DSC, Sonepur-I 4. Code: DP290401

5. Stock Received From BDO, ULLUNDA 6. Code: 2906

7. Scheme/Commodity wise Return Particular (If Applicable) 8. Commodity wise Summary

Sl. No Scheme/ Commodity Bag Quantity (In Qtl.)

Commodity/Category

Bag Quantity (In Qtl.)

1 Flood Rice 350 173.00 Rice (Parboiled) 350 173.00

2 Wheat

3 Sugar

4

5

Total 350 173.00

9. For return the stock, transportation is done by: OSCSC/ Agency (To whom stock was issued).If stock is returned through H & T Contractor.

10. Name of H & T Contractor: 11. Code:

12. Vehicle No: CG04A 3489 13. Name of the Driver:B SUNA

14. Abstract of Commodities 15. Weighment Details SlNo Commodity Raw/Parboiled

for Rice KMS(For

Rice) Bag Quantity No of Bags

A Gross Weight of Vehicle (in Qtl.)

B Less Tare Weight of Vehicle (in Qtl.)

C Less Tare Weight of Gunny (in Qtl.)

Net Weight (in Qtl.)

TOTAL

16. Mode of weighment: Weighbridge / 10% sample weighment.

Signature of Receiving Depot In-Charge

Full Signature of Authorized Representative from whom stock is returned

0001 04/02/2014 10:30AM

112

Annexure-5G

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED Gate Pass-cum-Despatch Note

(For Intra-District Stock Transfer through Level-I H & T Contractor)

1. Gate Pass cum Despatch Note No: 2.Date:

3. Time of Despatch:

4. Name of the Despatching Depot: 5. District:

6. Despatching Depot Code:

7. Name of the Receiving Depot: 8.District:

9. Receiving Depot Code:

10. DLLP Details

(a). DLLP No & Date (b). Month of Allotment

(c). DLLP Quantity(in Qtl) for Despatching

Depot

(d). Despatch Quantity (in Qtl)as

per this Gate Pass

(e).Progressive Despatch till

Datewith this Gate Pass (in Qtl)

11. Name of the Lifting Officer: 11.A. Designation:

12. Transportation Done through (H & T Contractor/ Mobile Van/ Other): If Transportation through H & T Contractor

13. Name of the H & T Contractor: 13A. Code:

14. Vehicle Registration No:

15. Name of the Driver:

16. Commodity: 16.A. For Rice, Category (Raw/Boiled): 16.B. KMS:

No of Bags

Gross Weight (in Qtl.)

Less Tare Weight of Vehicle (in Qtl.)

Less Tare Weight of Gunny (in Qtl.)

Net Weight (in Qtl.)

17. Mode of Weighment: Weighbridge /10% sample weighment

N.B. 1: The stock of Rice/Wheat confirms to PFA Specification

N.B. 2. Lifting officer is to sign in case of lifting from ZSD/Base RRC.1st Copy for H & T Contractor/ 2nd Copy for Receiving Depot through H & T

Contractor / 3rd Copy counterfoil at Despatching Depot

Signature of Despatching Depot In-Charge

Signature of Driver / H & T Contractor / Representative

Signature of Lifting Officer

113

Annexure-6A

CMR Transit Challan *

1. Challan No: 2. Date:

Miller Details 3 Name of the Custom Miller

4 Address/District

5 Miller Code

Depot Details

6 Name of the Receiving Depot/District

7 Receiving Depot Code

8 Name of the State Agency (OSCSC, NAFED, MARKFED, TDCC)

9 Delivery Certificate No& Date 10.KMS

11 If paddy procured from other district (Specify the district name)

12.Variety(Parboiled/Raw)

13 Gunnies Supplied by OSCSC/Miller

Vehicle Details

14 Vehicle Registration No

15 Name of the Driver

Lot Details 16 Lot Serial Number 17.No of Bags @ 50 kg

Total

_______________________________________________________________________(To be filled in by depot in Charge)

Received ______________ no of bags of CMR from ____________________________________________ vide challan No.___________ on_______________. The quality and quantity of the CMR received shall be checked and recorded in the Acceptance Note.

NB. 1. It is to be printed & used by millers for transportation CMR to RRCs/2. It is to be submitted in two copies. One copy is to be

returned to the miller and second copy to be retained by Depot in Charge/3*. One CMR Transit Challan shall be prepared for one

vehicle/4. If one vehicle is carrying stock of two lots, then it is to be mentioned under Lot No.

Seal & Signature of Depot In charge/ Representative

Seal & Signature of the Miller/ Authorized Representative

114

Annexure- 6B

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED District________________________

ACCEPTANCE NOTE-CUM-ANALYSIS REPORT OF CM RICE

1. Acceptance Note No: 2.Date:

3. Name of the Rice Receiving Center (RRC): 4.Depot Code:

5. KMS:

6. Name of the Agency:

7. Name of the Custom Miller:

8. Miller Code: 9.DC No: 10.Lot Number:

11. Paddy Procured District:

12. Vehicle Details

Sl. No Vehicle Registration No No of Bags

13. No of Bags: 13A. Gunnies Supplied by OSCSC: Miller:

14. Variety (Common / Grade-A - Raw/Parboiled):

15. Result of Analysis/ Re-Analysis

Sl. No Refractions Result Sl. No Refractions Result

1 Foreign Matter 7 Chalky Grain

2 Total Broken 8 Red Grain

3 Broken 9 Admixture of Lower Class

4 Small Broken 10 Dehusked Grain

5 Damaged/Slightly

Damaged

11 Moisture Content

6 Discoloured Grain

16. Accepted/Rejected:

17. Value-cut to be made for ___________ Qtl.

Gross Weight (in Quintal):

Less Tare Weight of Vehicle (in Quintal): Less Tare Weight of Packing Material (in Quintal Net Weight of CMR (in Quintal):

Mode of weighment: Weighbridge / 10% sample weighment

Seal & Signature of the Depot In-Charge

Signature of the Miller/ Authorized Representative with Seal

1st Copy for Miller/ 2nd Copy for Depot/ 3rd Copy to District Manager Office

Seal & Signature of Quality Analyst Only in case of OSCSC managed RRC

115

Annexure- 6B (Sample copy)

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED District: SONEPUR

ACCEPTANCE NOTE-CUM-ANALYSIS REPORT OF CM RICE 1. Acceptance Note No: 00354 2.Date:116/01/2014

3. Name of the Rice Receiving Center (RRC): RRRC, Sonepur-1 4.Depot Code:DP290401

5. KMS: 22013-14

6. Name of the Agency: OOSCSC

7. Name of the Custom Miller: MMITTAL RICE MILL

8. Miller Code:M290403 9.DC No:DD290011 10.Lot Number: M290403/1

11. Paddy Procured District: SSONEPUR

12. Vehicle Details

Sl. Vehicle Registration No No of Bags

1 CG-04-ZA4522 2002 OR-15Q-9303 200

13. No of Bags: 4400 13A. Gunnies Supplied by OSCSC:4400 Miller:00

14. Variety (Common / Grade-A - Raw/Parboiled): PParboiled

15. Result of Analysis/ Re-Analysis

Sl. No Refractions Result Sl. No Refractions Result

1 Foreign Matter 0.40 7 Chalky Grain

2 Total Broken 13.30 8 Red Grain 2.10

3 Broken 13.00 9 Admixture of Lower Class

4 Small Broken 0.30 10 Dehusked Grain 11.20

5 Damaged/Slightly

Damaged

3.20 11 Moisture Content 13.70

6 Discoloured Grain 4.30

16. Accepted/Rejected: AAccepted

17. Value-cut to be made for 00.00 Qtl.

Gross Weight (in Quintal): 363.20

Less Tare Weight of Vehicle (in Quintal): 161.10

Less Tare Weight of Packing Material (in Quintal 2.60

Net Weight of CMR (in Quintal): 199.50

Mode of weighment: Weighbridge / 10% sample weighment

Seal & Signature of the Depot In-Charge

Signature of the Miller/ Authorized Representative with Seal

1st Copy for Miller/ 2nd Copy for Depot/ 3rd Copy to District Manager Office

Seal & Signature of Quality Analyst Only in case of OSCSC managed RRC

116

Annexure- 6C

DELIVERY CERTIFICATE

Name of the District : ANGUL KMS Year : 2013-2014

Order No. : DCR010063 Date: 07-JUL-2014

1. The Custom Miller M/s KRISHNA PADDY & FOOD PRODUCTS PVT. LTD.Miller Code M010101 agreed for Custom Milling of paddy on behalf of OSCSC(ANGUL) is allowed to deliver Qtls. 2000 of BOILED rice.

2. The delivery shall be made at the following depot:

Sl. No Depot Name Depot Code No of Lots Quantity Qtl

1 ANGUL DW010102 10 2000

3. This Delivery Certificate is issued on the basis of Verification Report submited by the Authorized Officer of the said Mill.

RRC FCI Total

a Progressive quantity of CMR for which DC

issued33600 4320 37920

b Progressive quantity of CMR delivered 27657.94 4309.144 31967.084

c Balance to be delivered 5942.06 10.856 5952.916

In addition to the above, it is further certified that:-

1. The Agency has purchased the paddy at the Minimum Support Price fixed by the Govt. of India for the KMS 2013-2014. (Common Paddy - Rs 1310/- Gr. 'A' Paddy - Rs 1345/- per Qtl.)

2. The complete and correct accounts have been maintained in respect of the quality of paddy delivered by the agency, the quantity milled and the quantity of Rice which the Custom Miller is authorized to deliver as CMR.

3. The paddy has been purchased by the Agency or it's Commission Agents directly from the farmers.

4. The Custom Milled Rice during the KMS is only from the Paddy purchased by the Agency during the KMS which has been fixed from 1st Oct'13 to 31st Sep'14.

Full Name, Designation and Signature of District Manager

117

Annexure-7A

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED District: _______________

Gate Pass-cum-Transit Pass(For Level-II H & T Contractor)

1. Gate Pass cum Transit Pass No: 2. Date & Time of Departure:

3. Name of the Despatching Depot: 4. Code:

5. Transportation Done through (H & T Contractor/ Mobile Van/ Other): If Transportation through H & T Contractor 6. Name of the H & T Contractor: 7. Code:

8. Vehicle Registration No: 9. Name of the Driver:

10. Despatch DetailsSl.No Name of the FPS Block/ULB Commodity/

SchemeMonth of Allotment Bag Quantity

(In Qtl.)

1

2

3

4

5

6

7

11. Abstract of Commodities 12. Weighment Details SlNo Commodity Raw/Parboiled

for Rice KMS(For

Rice) Bag Quantity No of Bags

A Gross Weight of Vehicle (in Qtl.)

B Less Tare Weight of Vehicle (in Qtl.)

C Less Tare Weight of Gunny (in Qtl.)

Net Weight (in Qtl.)

TOTAL

N.B.: The stock of Rice & Wheat confirm to PFA Specification

Receive the stock on _____________ (100%/10%) weighment.

1st Copy for Level –II H & T Contractor/ 2nd Copy for CWC/OSWC/ 3rd Copy counterfoil at Despatching Depot

Signature of Depot In-Charge / Representative

Signature of Driver / H & T Contractor / Representative

Signature of the Manager Warehouse, CWC/ Supt. Warehouse OSWC

118

Annexure-7A (Sample Copy)

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED District: Sonepur

Gate Pass-cum-Transit Pass(For Level-II H & T Contractor)

1. Gate Pass cum Transit Pass No: 0001 2. Date & Time of Departure:

07/01/2014, 04:00PM 3. Name of the Despatching Depot: RRC CUM DSC, Sonepur-1 4. Code:DP2904015. Transportation Done through (H & T Contractor/ Mobile Van/ Other): H & T Contractor If Transportation through H & T Contractor 6. Name of the H & T Contractor: BALADEV PRASAD KARMI 7.Code:T213292902 8. Vehicle Registration No: OR15K8188 9. Name of the Driver: B NAYAK

10. Despatch DetailsSl.No Name of the FPS Block/ULB Commodity/

SchemeMonth of Allotment Bag Quantity

(In Qtl.)

1 BAPUJI�MISSION�SAKTI�[2902W007]� BIRMAHARAJPUR� AAY�Rice� MAR�2012� 48� 23.80�

2 MAA�WSHG,�BADAKHAMAR�[2902W020]� BIRMAHARAJPUR� BPL�Rice� MAR�2012� 103� 51.25�

3 E.O.�SUBALAYA�GP�[2902G006]� BIRMAHARAJPUR� BPL�Rice� MAR�2012� 14� 7.00�

4 E.O.�KENSHRIAPALI�GP�[2902G004]� BIRMAHARAJPUR� BPL�Rice� MAR�2012� 71� 35.45�

5 E.O.�PITAMAHUL�GP�[2902G008]� BIRMAHARAJPUR� BPL�Rice� MAR�2012� 24� 11.60�

6

7

11. Abstract of Commodities 12. Weighment Details SlNo Commodity Raw/Parboiled

for Rice KMS(For

Rice) Bag Quantity No of Bags 260

A Gross Weight of Vehicle (in Qtl.) 181.19

B Rice (Parboiled) 2013-14 260 129.10 Less Tare Weight of Vehicle (in Qtl.) 50.40

C Less Tare Weight of Gunny (in Qtl.) 1.69

Net Weight (in Qtl.) 129.10

TOTAL

N.B.: The stock of Rice & Wheat confirm to PFA Specification

Receive the stock on _____________ (100%/10%) weighment.

1st Copy for Level –II H & T Contractor/ 2nd Copy for CWC/OSWC/ 3rd Copy for counter foil at Despatching Depot

Annexure-7A-(FCI)

Signature of Depot In-Charge / Representative

Signature of Driver / H & T Contractor / Representative

Signature of the Manager Warehouse, CWC/ Supt. Warehouse OSWC

119

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED District: ______________________

Gate Pass-cum-Transit Pass (For FPS Lifting directly from FCI Depot)(For Level-II H & T Contractor)

1. Gate Pass cum Transit Pass No: 2. Date & Time of Departure:

3. Name of the Despatching Depot: 4. Code:

5. R.O.Details

(a).R.O. No & Date

(b).R.O. Quantity (in Qtl)

(c). Progressive Stock Lifted till issue of Current

Transit Pass (in Qtl)

(d). Stock lifted in current transit

pass (in Qtl)

(e). Total Stock lifted with this transit Pass

(in Qtl) [c+d]

(f).Balance Stock to be lifted (in Qtl)

[b-e]

6. Transportation Done through (H & T Contractor/ Mobile Van/ Other): If Transportation through H & T Contractor 7. Name of the H & T Contractor: 8. Code:

9. Vehicle Registration No: 10. Name of the Driver:

10. Despatch DetailsSl.No Name of the FPS Block/ULB Commodity/

SchemeMonth of Allotment Bag Quantity

(In Qtl.) 1

2

3

4

5

6

7

11. Abstract of Commodities 12. Weighment Details SlNo Commodity Raw/Parboiled

for Rice KMS(For

Rice) Bag Quantity No of Bags

A Gross Weight of Vehicle (in Qtl.)

B Less Tare Weight of Vehicle (in Qtl.)

C Less Tare Weight of Gunny (in Qtl.)

Net Weight (in Qtl.)

TOTAL

N.B.: The stock of Rice & Wheat confirm to PFA Specification

Receive the stock on _____________ (100%/10%) weighment.

1st Copy for Level –II H & T Contractor/ 2nd Copy for CWC/OSWC/ 3rd Copy counterfoil at Despatching Depot

Signature of Depot In-Charge / Representative

Signature of Driver / H & T Contractor / Representative

Signature of the Manager Warehouse, CWC/ Supt. Warehouse OSWC

120

Annexure-7A-(FCI) (Sample Copy)

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED District: CUTTACK

Gate Pass-cum-Transit Pass(For FPS Lifting directly from FCI Depot)(For Level-II H & T Contractor)

1. Gate Pass cum Transit Pass No: 0001 2. Date & Time of Departure: 07/01/2014, 04:00PM 3. Name of the Despatching Depot:SWC JAGATPUR 4. Code:DW071804 5. R.O. Details

(a).R.O. No & Date (b).R.O.Quantity (in Qtl)

(c). Progressive Stock Lifted till

issue of Current Transit

Pass (in Qtl)

(d). Stock lifted in

current transit pass (in Qtl)

(e). Total Stock lifted with this

transit Pass (in Qtl)

[c+d]

(f).Balance Stock to be lifted

(in Qtl) [b-e]

R0001Dt. 03/01/2014 2000.00 0.00 129.10 129.10 1870.90

6. Transportation Done through (H & T Contractor/ Mobile Van/ Other): H & T Contractor If Transportation through H & T Contractor 7. Name of the H & T Contractor: BALADEV PRASAD KARMI 8. Code:T213070702 9. Vehicle Registration No: OR15K8188 10. Name of the Driver: B NAYAK

11. Despatch Details

Sl. No Name of the FPS /Bulk Consumer Block/ULB Commodity/ Scheme

Month of Allotment Bag Quantity

(In Qtl.) 1 BABITA CHIMANKA [0718P337] CUTTACK MC APL Wheat MAR-2012 48 23.80

2 SMT. JAI DEI [0718P316] CUTTACK MC APL Wheat MAR-2012 103 51.25

3 ASHOK KUMAR SEN [0718P339] CUTTACK MC APL Wheat MAR-2012 14 7.00

4 SAROJ KUMAR MALLICK [0718P320] CUTTACK MC APL Wheat MAR-2012 71 35.45

5 PAWAN KUMAR KEYAL [0718P322] CUTTACK MC APL Wheat MAR-2012 24 11.60

6

7

8

9

10

12. Abstract of Commodities 13. Weighment Details

Sl. No Commodity For Rice, KMS Bag Quantity No of Bags 260

A Gross Weight of Vehicle (in Qtl.) 181.19

B Less Tare Weight of Vehicle (in Qtl.) 50.40

C Wheat 260 129.10 Less Tare Weight of Gunny (in Qtl.) 1.69

Net Weight (in Qtl.) 129.10

N.B.: The stock of Rice & Wheat confirm to PFA Specification

Receive the stock on _____________ (100%/10%) weighment.

1st Copy for Level –II H & T Contractor/ 2nd Copy for CWC/OSWC/ 3rd Copy for counter foil at Despatching Depot

Signature of Depot In-Charge / Representative

Signature of Driver / H & T Contractor / Representative

Signature of the Manager Warehouse, CWC/Supt. Warehouse OSWC

121

Annexure- 7A (TR)ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

District: ________________________ Gate Pass-cum-Transit Pass(To be used only incase of non-availability of PDS stock at DSC)

(For Level-II H & T Contractor) 1. Gate Pass cum Transit Pass No: 2. Date:

3. Transfer Request From (DSC): 4. Code:

5. Despatching Depot (DSC/RRC): 6. Code:

7. Transportation Done through (H & T Contractor/ Mobile Van/ Other): If Transportation through H & T Contractor

8. Name of the H & T Contractor: 9. Code:

10. Vehicle Registration No: 11. Name of the Driver:

12. Despatch Details

Sl. No Name of the FPS /Bulk Consumer Block/ULB Commodity/ Scheme

Month of Allotment Bag Quantity

(In Qtl.) 1

2

3

4

5

6

7

8

9

10

13. Abstract of Commodities 14. Weighment Details

Sl. No Commodity For Rice, KMS Bag Quantity No of Bags

A Gross Weight of Vehicle (in Qtl.)

B Less Tare Weight of Vehicle (in Qtl.)

C Less Tare Weight of Gunny (in Qtl.)

TOTAL Net Weight (in Qtl.)

15. Date & Time of Departure from Despatching Depot: 16. The stock of Rice & Wheat confirm to PFA Specification

Receive the stock on _____________ (100%/10%) weighment.

N.B.: 1. Requesting Depot will fill up to the Despatching Details (1 to 12) and the Despatching Depot will fill the rest (13 and 16). 2. Issue of stock will not be reflect in the Stock Book by requesting Depot and to be shown in all other related document. 3. Issue of stock will be shown in Despatching Depot Stock Book.

1st Copy for Level –II H & T Contractor/ 2nd Copy for the Transferring Depot /3rd Copy for counter foil at Requesting

Depot

Signature of Driver / H & T Contractor / Representative

Signature of Requesting Depot In-Charge / Representative

Signature of Despatching Depot In-Charge / Representative

122

Annexure- 7A-(ST) (Sample Copy)ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

District: Sonepur Gate Pass-cum-Transit Pass(To be used only incase of non-availability of PDS stock at DSC)

(For Level-II H & T Contractor) 1. Gate Pass cum Transit Pass No: 0001 2. Date: 04/01/2014 3. Transfer Request From (DSC): RRC CUM DSC, Sonepur-1 4. Code:DP2904015. Despatching Depot (DSC/RRC): RRC CUM DSC, Sonepur-II 6. Code:DP2904027. Transportation Done through (H & T Contractor/ Mobile Van/ Other): H & T Contractor If Transportation through H & T Contractor 8. Name of the H & T Contractor: BALADEV PRASAD KARMI 9. Code:T213292905 10. Vehicle Registration No: OR15K8188 11. Name of the Driver: B NAYAK

12. Despatch Details

Sl. No Name of the FPS /Bulk Consumer Block/ULB Commodity/ Scheme

Month of Allotment Bag Quantity

(In Qtl.) 1 BAPUJI MISSION SAKTI [2902W007] BIRMAHARAJPUR AAY Rice MAR-2012 48 23.80

2 MAA WSHG, BADAKHAMAR [2902W020] BIRMAHARAJPUR BPL Rice MAR-2012 103 51.25

3 E.O. SUBALAYA GP [2902G006] BIRMAHARAJPUR BPL Rice MAR-2012 14 7.00

4 E.O. KENSHRIAPALI GP [2902G004] BIRMAHARAJPUR BPL Rice MAR-2012 71 35.45

5 E.O. PITAMAHUL GP [2902G008] BIRMAHARAJPUR BPL Rice MAR-2012 24 11.60

6

7

8

9

10

13. Abstract of Commodities 14. Weighment Details

Sl. No Commodity For Rice, KMS Bag Quantity No of Bags 260

A Rice (Raw) Gross Weight of Vehicle (in Qtl.) 181.19

B Rice (Parboiled) 260 129.10 Less Tare Weight of Vehicle (in Qtl.) 50.40

C Wheat Less Tare Weight of Gunny (in Qtl.) 1.69

Net Weight (in Qtl.) 129.10

15. Date & Time of Departure from Despatching Depot:04/01/2014, 04:00PM 16. The stock of Rice & Wheat confirm to PFA Specification

Receive the stock on _____________ (100%/10%) weighment.

N.B.: 1. Requesting Depot will fill up to the Despatching Details (1 to 12) and the Despatching Depot will fill the rest

(13 and 16).

2. Issue of stock will not be reflect in the Stock Book by requesting Depot and to be shown in all other related

document.

3. Issue of stock will be shown in Despatching Depot Stock Book.

1st Copy for Level –II H & T Contractor/ 2nd Copy for the Despatching Depot /3rd Copy for counter foil at Requesting Depot

Signature of Despatching Depot In-Charge / Representative

Signature of Requesting Depot In-Charge / Representative Signature of Driver / H & T

Contractor / Representative

123

Annexure- 7B

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITEDFPS Acceptance Note

Gate Pass-cum-Transit Pass No: Acceptance Note No:

Despatching Depot: Depot Code:

Name of the FPS: FPS Code: Block/ULB:

Date & Time of Departure: Date & Time Receipt:

Name of the H & T Contractor: Vehicle No: Name of the Driver:

Sl No Commodity/Scheme

AllotmentMonth

Quantity Despatched Quantity Received Shortage

Bag Qty (Qtl) Bag Qty (In Qtl.) Bag Qty (In Qtl.)

1

2

3

4

5

FPS Acceptance Note Gate Pass-cum-Transit Pass No: Acceptance Note No:

Despatching Depot: Depot Code:

Name of the FPS: FPS Code: Block/ULB:

Date & Time of Departure: Date & Time Receipt:

Name of the H & T Contractor: Vehicle No: Name of the Driver:

Sl No Commodity/Scheme

AllotmentMonth

Quantity Despatched Quantity Received Shortage

Bag Qty (Qtl) Bag Qty (In Qtl.) Bag Qty (In Qtl.)

1

2

3

4

5

Mode of weighment: weighbridge / 10%sample weighment

Signature of DSC In-Charge Signature of Driver/ Level-II H&TContractor/Representative

FPS Dealer Copy

Signature of FPS Owner with Seal

Signature of Witness 1.

2.

07/03/2012 10:30 AM

DSC Copy

Signature of DSC In-Charge

Signature of Driver

07/03/2012

N.B. Acceptance Note No. shall be written by Depot in-charge/Representative & it will be same for all four copies. Despatch details to be filled by Depot in-charge and receipt details will be filled by FPS Dealer

124

FPS Acceptance Note Gate Pass-cum-Transit Pass No: Acceptance Note No:

Despatching Depot: Depot Code:

Name of the FPS: FPS Code: Block/ULB:

Date & Time of Departure: Date & Time Receipt:

Name of the H & T Contractor: Vehicle No: Name of the Driver:

Sl No Commodity/Scheme

AllotmentMonth

Quantity Despatched Quantity Received Shoratage

Bag Qty (Qtl) Bag Qty (In Qtl.) Bag Qty (In Qtl.)

1

2

3

4

5

Mode of weighment: weighbridge / 10%sample weighment

FPS Acceptance Note Gate Pass-cum-Transit Pass No: Acceptance Note No:

Despatching Depot: Depot Code:

Name of the FPS: FPS Code: Block/ULB:

Date & Time of Departure: Date & Time Receipt:

Name of the H & T Contractor: Vehicle No: Name of the Driver:

Sl No Commodity/Scheme

AllotmentMonth

Quantity Despatched Quantity Received Shoratage

Bag Qty (Qtl) Bag Qty (In Qtl.) Bag Qty (In Qtl.)

1

2

3

4

5

Mode of weighment: weighbridge / 10%sample weighment

H & T contractor copy (to be submitted along with bill.)

07/03/2012

N.B. Acceptance Note No. shall be written by Depot in-charge/Representative & it will be same for all four copies. Despatch details to be filled by Depot in-charge and receipt details will be filled by FPS Dealer

Signature of FPS Owner with Seal

Signature of Witness 1.

2.

Signature of Depot In-

Charge Signature of Driver

DSC Return Copy

Signature of Witness 1.

2.

Signature of Depot In-Charge

Signature of Driver Signature of FPS Owner with Seal

125

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITEDFPS Acceptance Note

Gate Pass-cum-Transit Pass No:0001 Acceptance Note No:0001Despatching Depot:RRC CUM DSC, Sonepur-1 Depot Code: DP290401Name of the FPS: BAPUJI MISSION SAKTI FPS Code: 2902W007 Block/ULB: BIRAMAHARJPUR

Date & Time of Departure: Date & Time Receipt:

Name of the H & T Contractor: BALADEV PRASAD KARMI Vehicle No: OR15K8188Name of the Driver: B NAYAK

Sl No Commodity/

Scheme

Allotment

Month

Quantity Despatched Quantity Received Shortage

Bag Qty (Qtl) Bag Qty (In Qtl.) Bag Qty (In Qtl.)

1 AAY Rice MAR-2012 48 23.80

2

3

4

5

FPS Acceptance Note Gate Pass-cum-Transit Pass No:0001 Acceptance Note No:0001Despatching Depot:RRC CUM DSC, Sonepur-1 Depot Code: DP290401Name of the FPS: BAPUJI MISSION SAKTI FPS Code: 2902W007 Block/ULB: BIRAMAHARJPUR

Date & Time of Departure: Date & Time Receipt:

Name of the H & T Contractor: BALADEV PRASAD KARMI Vehicle No: OR15K8188 Name of the Driver: B NAYAK

Sl No Commodity/

Scheme

Allotment

Month

Quantity Despatched Quantity Received Shortage

Bag Qty (Qtl) Bag Qty (In Qtl.) Bag Qty (In Qtl.)

1 AAY Rice MAR-2012 48 23.80

2

3

4

5

Mode of weighment: weighbridge / 10%sample weighment

Signature of Depot In-Charge Signature of Driver/H&TContractor/Representative

FPS Dealer Copy

Signature of FPS Owner with Seal

Signature of Witness 1.

2.

07/03/201207/01/2014 10:30 AM

DSC Copy

Annexure- 7B (Sample Copy)

Signature of Depot In-Charge

Signature of Driver

07/03/201207/01/2014 10:30 AM

N.B. Acceptance Note No. shall be written by Depot in-charge/Representative & it will be same for all four copies. Despatch details to be filled by Depot in-charge and receipt details will be filled by FPS Dealer

126

FPS Acceptance Note Gate Pass-cum-Transit Pass No:0001 Acceptance Note No:0001Despatching Depot:RRC CUM DSC, Sonepur-1 Depot Code: DP290401Name of the FPS: BAPUJI MISSION SAKTI FPS Code: 2902W007 Block/ULB: BIRAMAHARJPUR

Date & Time of Departure: Date & Time Receipt:

Name of the H & T Contractor: BALADEV PRASAD KARMI Vehicle No: OR15K8188 Name of the Driver: B NAYAK

Sl No Commodity/

Scheme

Allotment

Month

Quantity Despatched Quantity Received Shortage

Bag Qty (Qtl) Bag Qty (In Qtl.) Bag Qty (In Qtl.)

1 AAY Rice MAR-2012 48 23.80

2

3

4

5

Mode of weighment: weighbridge / 10%sample weighment

FPS Acceptance Note Gate Pass-cum-Transit Pass No:0001 Acceptance Note No:0001Despatching Depot:RRC CUM DSC, Sonepur-1 Depot Code: DP290401Name of the FPS: BAPUJI MISSION SAKTI FPS Code: 2902W007 Block/ULB: BIRAMAHARJPUR

Date & Time of Departure: Date & Time Receipt:

Name of the H & T Contractor: BALADEV PRASAD KARMI Vehicle No: OR15K8188 Name of the Driver: B NAYAK

Sl No Commodity/

Scheme

Allotment

Month

Quantity Despatched Quantity Received Shortage

Bag Qty (Qtl) Bag Qty (In Qtl.) Bag Qty (In Qtl.)

1 AAY Rice MAR-2012 48 23.80

2

3

4

5

Mode of weighment: weighbridge / 10%sample weighment

H & T copy to be submitted along with bill.

07/01/2014 10:30 AM

N.B. Acceptance Note No. shall be written by Depot in-charge/Representative & it will be same for all four copies. Despatch details to be filled by Depot in-charge and receipt details will be filled by FPS Dealer

Signature of FPS Owner with Seal

Signature of Witness 1.

2.

Signature of Depot In-

Charge Signature of Driver

07/01/2014 10:30 AM

DSC Return Copy

Signature of Witness 1.

2.

Signature of Depot In-Charge Signature of Driver Signature of FPS Owner

with Seal

127

Annexure-7C ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

__________________ DistrictGate Pass cum Acceptance Note (For Issue of Stock to Bulk Consumer)

1. Gate Pass No: 2.Date & Time of Departure:

3. Name of the Despatching Depot: 4. Code:

5. Name of the Bulk Consumer Institution: 6.Code:

7. Allotment Order No of CSO cum DM: 8.Allotment Month:

9. Vehicle Registration No:

10. Name of the Driver:

11. Commodity: 11.A. For Rice, Category (Raw/Parboiled): 11.B.KMS:

No of Bags

Gross Weight (in Qtl.)

Less Tare Weight of Vehicle (in Qtl.)

Less Tare Weight of Gunny (in Qtl.)

Net Weight (in Qtl.)

N.B.: The stock of Rice/Wheat confirm to PFA specification.

Received the stock on ______________ (100% /10% weighment)

1st Copy for Bulk Consumer / 2nd Copy for CWC/OSWC/ 3rdCopy to CSO-cum-District Manager / 4thCopy for counterfoil at despatching depot.

Signature of the Manager Warehouse, CWC/ Supt. Warehouse OSWC

Signature of Depot In-Charge / Representative

Signature of Authorised Representative of Bulk Consumer

128

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED__________________ District

Gate Pass cum Acceptance Note (For Issue of Stock to Bulk Consumer)

1. Gate Pass No: 0001 2.Date & Time of Departure: 04/02/2014, 04:00PM

3. Name of the Despatching Depot: RRC CUM DSC, Sonepur-1 4. Code:DP290401

5. Name of the Bulk Consumer Institution: ASHRAM SCHOOL KUNJAPALI 6.Code: BG290201

7. Allotment Order No of CSO cum DM: 12345 Dt. 01/02/2014 8.Allotment Month:FEB-2014

9. Vehicle Registration No: OR15K8188

10. Name of the Driver: B NAYAK

11. Commodity: Rice 11.A. For Rice,Category (Raw/Parboiled): Parboiled11.B.KMS: 2013-14

No of Bags 260

Gross Weight (in Qtl.) 181.19

Less Tare Weight of Vehicle (in Qtl.) 50.40

Less Tare Weight of Gunny (in Qtl.) 1.69

Net Weight (in Qtl.) 129.10

N.B.: The stock of Rice/Wheat confirm to PFA specification.

Received the stock on ______________ (100% /10% weighment)

1st Copy for Bulk Consumer / 2nd Copy for CWC/OSWC/ 3rdCopy to CSO-cum-District Manager / 4thCopy for counterfoil at despatching depot.

Annexure- 7C (Sample Copy)

Signature of the Manager Warehouse, CWC/ Supt. Warehouse OSWC

Signature of Depot In-Charge / Representative

Signature of Authorised Representative of Bulk Consumer

129

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

SPECIMEN SIGNATURE OF FPS DEALER

District:Block/ULB:Sl.No

Name of FPS Dealer Code No Address Name of Authorized person to receive

PDS stock (in case of institutional FPS)

Specimen Signature of Authorized person/Dealer

1 2 3 4 5 6

Counter Signed Signature of Inspector of Supplies / Marketing Inspector

Annexure- 7D

130

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

Scheme Transfer Note (To be used at Block, GP, FPS point)

1. Transfer Note No: 2. Date of Transfer:

3. Name of the Depot, where this transaction will be taken into account 4. Code:

5. Location of the existing stock to be transferred (Village/GP)

6. Month & Year of Storage of existing stock

7. Details of the Scheme/Commodity from which stock is transferred

Sl. No Scheme/ Commodity Bag Quantity (In Qtl.)

1

2

3

4

5

8. Details of the Scheme/Commodity to which stock is transferred

Name of the FPS Code

Sl. No Scheme/Commodity under which the transferred stock is utilized

AllotmentYear

(YYYY)

AllotmentMonth(MM)

Bag Quantity(In Qtl.)

1

2

3

4

5

Total

9. For transfer the stock, transportation is done by: OSCSC/ Agency/ Not Required.If stock is transferred through H & T Contractor.

10. Name of H & T Contractor: 11. Code:

12. Vehicle No: 13. Name of the Driver: N.B.: a. To be used only incase of transfer of stock from one scheme to other scheme at field without retuning stock to the Depot

b. The stock of Rice &Wheat confirm to PFA Specification 3. Acceptance of stock by FPS dealer in Acceptance Note (Annexure-7B) to be executed

1st Copy for the person from whom stock to be transferred / 2nd Copy for RRC-cum-DSC where stock to be received / 3rdCopy to Transport Contractor / 4thCopy counterfoil for Inspector of Supplies/ marketing Inspector.

Annexure- 7E

Full Signature of Authorized Representative from whom stock is

transferred

Full Signature of Inspector of Supplies/ Marketing Inspector

Signature of Transport Contractor / Authorized Representative / Driver

131

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED

Scheme Transfer Note (To be used at Block, GP, FPS point)

1. Transfer Note No: 0001 2. Date of Transfer: 03/02/2014

3. Name of the Depot, where this transaction will be taken into account Sonepur-I, Panishiali 4. Code: DP290401

5. Stock Transferred From BDO, ULLUNDA 6. Code: 2906

7. Details of the Scheme/Commodity from which stock is transferred

Sl. No Scheme/ Commodity Bag Quantity (In Qtl.)

1 Flood Rice 350 173.00

2

3

4

5

8. Details of the Scheme/Commodity to which stock is transferred

Name of the FPS/Bulk Consumer EO ULLUNDA GP Code 2906G009

Sl. No Scheme/Commodity under which the transferred stock is utilized

AllotmentYear

(YYYY)

AllotmentMonth(MM)

Bag Quantity(In Qtl.)

1 AAY Rice 2014 FEB 350 173.00

2

3

Total 350 173.00

9. For transfer the stock, transportation is done by: OSCSC/ Agency/ Not Required.If stock is transferred through H & T Contractor.

10. Name of H & T Contractor: 11. Code:

12. Vehicle No: 13. Name of the Driver:

N.B.: a. To be used only incase of transfer of stock from one scheme to other scheme at field without retuning stock to the Depot

b. The stock of Rice &Wheat confirm to PFA Specification

Annexure- 7E (Sample Copy)

Full Signature of RRC / DSC In-Charge

Full Signature of Authorized Representative from whom stock is

transferred

Full Signature of MI/ Inspector of Supplies

132

Annexure-8POWER OF ATTORNEY FOR HANDLING & TRANSPORT CONTRACTOR

BE IT KNOWN TO ALL BY THIS SPECIAL POWER OF ATTORNEY as follows: -

WHEREASISri/Smt/Miss ____________________________ aged about ______ years,

Son/Daughter/Wife of _________________________, resident of _____________________

have been appointed as Handling & Transport Contractor, Level-I/Level-II by the District

Manager, OSCSC Ltd. _______________ (hereinafter called Corporation) and also executed

an Agreement on _______________ for Handling & Transportation of essential commodities

such as rice, wheat, sugar etc.

(a) From FCI Depot ___________/ Base RRC ___________/Sugar Zonal Depot

_____________ to RRC-cum-DSC, ________ (In case of H & T Contractor Level –

I).

(b) From RRC-cum-DSC _________________ to FPS dealer points of

________________ Block (s)/ ULB (In case of H & T Contractor Level –II).

AND WHEREAS due to as my presence is required to monitor works at different

locations, I would be unable to attend personally the handling & transportation work at all the

locations/godowns, I hereby appoint Sri _____________________________ aged about

__________ Son of _______________________________ resident of __________________

district __________________ as my lawful attorney for me, in my name and on my behalf to do

the following acts, deeds & things.

1. To arrange vehicle & lift the stock of rice, wheat & levy sugar

a. From FCI Depot _________/Base RRC ________/ Sugar Zonal Depot __________

(strike out whichever is not applicable) to RRC-cum-DSC, _________ and deliver

the same at RRC-cum-DSC _____________.

b. From RRC-cum-DSC ________ and deliver at FPS dealer points of ___________

Block/ULB.

2. To arrange banner to be put on the vehicle used for transportation of PDS stock as per

the instruction of RRC-cum-DSC in-charge.

3. To deliver the stock at the Fair Price Shop (FPS) Dealers as per Gate pass-cum-Transit

pass.

4. To obtain FPS Acceptance Notes duly executed by FPS Dealers and submit copies of

the same to RRC-cum-DSC in-charge.

133

5. To sign all the prescribed documents required in course of handling & transportation of

stock.

6. To do all other works as prescribed in the terms of agreement for proper execution of

the work.

7. For any irregularity, omission & commission on the part of my said attorney

Sri/Smt/Miss _______________________, I will be held liable to the Corporation. The

Corporation accordingly can proceed against me as per terms & conditions of the

Handling & Transport agreement entered in to between myself & Corporation on

_____________.

7. That all acts, deeds, things lawfully done by my said attorney by virtue of these

presents shall be construed as the acts, deeds, things and matters done by me as if I

were personally present and have done the same.

IN WITNESS WHERE OF I the said _________________________ have hereto sign

this Deed at ________________ this the _____ day of ___________________ 2012.

WITNESSES

1.

SIGNATURE OF THE EXECUTANT (Transport Contractor)

2.SIGNATURE OF THE ATTORNEY

HOLDER IS ATTESTED EXECUTANT

134

ANNEXURE-9A

ODISHA STATE CIVIL SUPPLIES CORPORATION LTD

WEIGHMENT SLIP

_______________DEPOT / RRC / RRC-CUM-DSC_________________________

Sl. No.__________________/ Date________________________

Vehicle Number:-

Commodity:-

Name of the Miller / Transport Contractor:-

Gross weight of the vehicle Qt.___________kg._________

Date_____________Time____________Tare weight of the vehicle

Qt.___________kg. _________Date______________ Time____________

Net weight Qt.____________kg.

Signature of the weighbridge in-chargeSignature of the Miller / Transport Contractor

N.B.:- To be prepared in duplicate. 1st copy is meant for the miller / Transport Contractor & 2nd copy is meant for office use.

135

ODISHA STATE CIVIL SUPPLIES CORPORATION LIMITED. WEIGHT CHECK MEMO

Name of the RRC/ RRC-cum-DSC:

Commodity/Variety:

Sl.No.

Gross Weight

Tare weight Net weight Sl. No.

Gross Weight

Tare weight Net weight

Vehicle No: Vehicle No:

1 1 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 9 10 10

Total Total Vehicle No: Vehicle No:

1 1 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 9 10 10

Total Total Vehicle No: Vehicle No:

1 1 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 9 10 10

Total Total

Gross weight (total) :........................Quintal....................Kg......................Gram

Net weight in Quintals:.......................Quintal....................Kg……………….Gram

Signature of Miller/Lifting officer

Signature of H & T Contractor/FPS Dealer

Signature of SA-cum-GA

Counter Signature of Purchase Officer/ RRC-in-charge / Deport in-Charge

Annexure-9B

136

Annexure-10

GOVERNMENT OF ODISHA FOOD SUPPLIES AND CONSUMER WELFARE DEPARTMENT

No. ___3999______/dated, Bhubaneswar the 4.3.2014 09-17-10-05/13 From

Sri Madhusudan Padhi, IAS Commissioner-cum-Secretary to Government

ToAll Collectors

Sub: Guidelines on prescribed documents in connection with delivery of PDS materials.

Madam/Sir, I am directed to say that the Odisha Public Distribution System (Control)

Amendment Order, 2013 came into force with effect from 31.10.2013 i.e. the day of

Notification published in the extraordinary issue of the Odisha Gazette. The Xerox copy

of the above Notification is enclosed for ready reference. Clause 11-A (i), 11-B ©, 11-C

(f), (g) (h) and 11-D 2(b) envisage guidelines on issue of prescribed documents by

Government in connexion with delivery of PDS materials by H & T contractor. In view

of the above clauses of the OPDS (Control) Amendment Order, 2013, it has been

decided that the Receipt and Delivery Register shall be maintained by the State Level

H & T Contractor, Level-I & Level-II Contractor / H & T Contractor for Sugar Zonal

Depot as per the Model format enclosed in Annexure-I. In order to have proper

documents in connexion with delivery of stocks, “Acceptance Register” shall be

maintained at all delivery points as follows:

i) The “Acceptance Register” shall be issued in favour of the licensee by the

concerned Licensing Authority with the Model format specified for retailers /

Level-II Contractors / Level-I Contractors / State Level Contractors /

Contractors for Sugar Zonal Depot (Model format enclosed in Annexure-2,3

&4)

ii) The “Acceptance Register” shall contain the recent photograph of the

licensee and his/her authorized representative.

iii) The “Acceptance register” shall contain the specimen signature of the

licensee and his/her authorized representative duly authenticated by the

Licensing Authority or the Civil Supplies Staff authorized for the purpose.

137

iv) The licensee, shall record all the details from the lifting officer regarding PDS

commodities received by him/her from different depots, date & time of

receipt, details of depot delivery, allotment for the month to which the stock

relates, quantity received in bags and quintals, balance for lifting against the

allotment, details of vehicle number through which stock are lifted under the

signature of the lifting officer or RRC-in-charge / DSC-in-charge / RRC-cum-

DSC-in-charge as case may be in the said “Acceptance register”.v) At the time of delivery of essential commodities stock so lifted, the contractor

shall record in the “Acceptance register” of the concerned contractor /

RRC-cum-in-charge/ DSC-in-charge / RRC-cum-DSC-in-charge/ FPS as the

case may be to whom the stock is delivered. Such recording should contain

details of stock delivered along with number of bags /quantity delivered, date

of delivery, allotment month to which the delivery relates to, balance of stock

to be delivered against such allotment under the signature of the delivering

contractor.

vi) At the time of receipt of stock, the contractor / RRC-in-charge /DSC-in-charge /

RRC-cum—DSC-in-charge/FPS as the case may be shall acknowledge the details

of receipt i.e. quantity / number of bags/vehicle number etc in the “Acceptance Register” of the contractors who is delivering the stock.

Yours faithfully

Commissioner-cum-Secretary to Government

Memo No. _____ 4000____ Dt. ___4.3.14_________ Copy forwarded to the MD, OSCSC Ltd., Bhubaneswar /All ADMs/ All Sub-Collectors / All CSOs for information and necessary action.

Deputy Secretary to Government

138

Ann

exur

e-10

-(I)

Rec

eipt

& D

eliv

ery

Reg

iste

r (To

be

Mai

ntai

ned

com

mod

ity w

ise

sepa

rate

ly)

For S

tate

Lev

el/ L

-I, L

-II le

vel H

& T

Con

tract

ors

Dat

eSt

ock

Rec

eive

d St

ock

Del

iver

ed

Det

ails

of

Dep

otfro

mw

hich

stoc

kre

ceiv

ed

R.O

. No/

A

llotm

ent

Ord

er N

o.

with

Dat

e &

Qty

Gat

eP

ass-

cum

D

espa

tch

Not

e/Tr

ansi

tP

ass

No/

D

ate

Day

’ Rec

eipt

N

ame

&

Des

igna

tion

of th

e Li

fting

/ D

eliv

erin

gO

ffice

r

Nam

e of

the

Dep

ot/ R

etai

ler

to w

hom

sto

ck

deliv

ered

Day

s D

eliv

ery

Day

s To

tal

Del

iver

yR

emar

k

Bag

s Q

tls

Bag

s Q

tls

Bag

s Q

tls

139

Annexure-10-(II) Format

Acceptance Register (For Retailer)

1. Gate Pass-cum-Transit Pass No

2. Despatching Depot

3. Date/Time of Delivery

4. Commodity

5. Allotment Month/ Qty Allotted

6. Name of the Contractor Delivering Stock

7. Qty Delivered Qtls. Bags

8. Vehicle Registration No

Signature of the Retailer/ B.C. with Seal

Signature of the Contractor/ Representative wit Seal

140

Ann

exur

e-10

(III)

FO

RM

AT

AC

CEP

TAN

CE

REG

ISTE

R

(for L

evel

2 H

& T

Con

trac

tors

)

1.

Gat

e P

ass

cum

tran

sit P

ass

No.

/Dat

e 2.

N

ame

of th

e di

spat

chin

g D

epot

3.

D

ate

& T

ime

of D

espa

tch

4.

Allo

tmen

t Mon

th

5.

Com

mod

ity

6.

Qua

ntity

del

iver

ed

Q

B

ags

7.

Veh

icle

Reg

istra

tion

No.

8.

Nam

e of

the

reta

iler/B

ulk

Con

sum

er to

who

m S

tock

is to

be

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ered

with

Qty

.

Det

ails

of t

he re

taile

r/Bul

k C

onsu

mer

A

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ent

Qty

for d

eliv

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s Q

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i.

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iii.

S

igna

ture

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he c

ontra

ctor

/repr

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ith s

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natu

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f the

Dep

ot in

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repr

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ith s

eal

to b

e fil

led

up b

y th

e de

pot i

n ch

arge

at t

he ti

me

of d

eliv

ery

of th

e st

ock

141

Annexure-10 (IV) Format

Acceptance Register (For Sate Level &/Level-I H & T Contractors)

1. Gate Pass-cum-Despatch Note No with Date

2. Name of the Despatching Depot with District

3. Name of the Receiving Depot with District

4. Commodity

5. Vehicle Registration No

6. Qty Delivered Qtls. Bags

7. Date & time of Despatch

Signature of the Contractor/representative With Seal

Signature of the Lifting Officer

With seal

*To be filled up by the lifting officer at the time of delivery of the Stock

142

(GEN

ERAL

�INFO

RMAT

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RRC�cum�DSC�:�

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146

RRC�cum�DSC:

Commod

ity:

Page�No.

No.

Date

Qtls.

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�No.

Date

Vehicle�No.

No.

Date

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No.

Date

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atSugar

No.

Date

Date�of�

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12

34

56

78

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orpo

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n�Ltd.�[Level�II�H�&�T�Con

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egister��PDS

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168

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1 2 3 4 5 6 7

District�N

ame:�…………………………………………………………………………………………………………………………………………………………………

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EGIS

TER

[PD

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]

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171

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172

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1 2 3 4 5 6

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ONCE

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e�of�th

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…………………………………………………………………………………………………………………………………..

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r�of�the

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own�(CWC/OSW

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/Other�Govt.�Ag

ency):�…………………………………………………………………………….

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e�of�th

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173

RRC�cum�DSC:

Qty.�in�Num

ber

Page�No.

Date

Ope

ning�Balan

ceRe

ceipt

Total

Bags�used�for�d

elivery�

of�stock�to�H�&�T�

Contractor,�Level�II

Bags�used�for�P

alla�Bag�

&�sp

illage�collection

Total�B

ags�U

sed

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lance

12

34=

(2+3)

56

7=(5+6)

8=(4�7)

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orpo

ratio

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C�go

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174

(GEN

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1 2 3 4 5 6 7 8

Capa

city�of�the

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ORA

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Gun

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ame:�…………………………………………………………………………………………………………………………………………………………………

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r�of�the

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own�(CWC/OSW

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/Other�Govt.�Ag

ency):�…………………………………………………………………………….

Nam

e�of�th

e�RR

C/�RRC

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9

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175

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no.of�the

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no.

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12

34

56

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Signature�of�th

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�Officer�of�the

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(only�in�case�of�CWC�/�OSW

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owns�m

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)Signature�of�th

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176

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ION)

1 2 3 4 5 6 7 8

Capa

city�of�the

�God

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�M.T.)�…………………………………………………………………………………………………………………………………….

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A�STAT

E�CIVIL�SU

PPLIES�CORP

ORA

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Gun

ny�Accou

nt�(O

ld�Gun

ny�Bags)[PDS

�16]

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ame:�…………………………………………………………………………………………………………………………………………………………………

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e�of�th

e�RR

C/�RRC

�cum

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…………………………………………………………………………………………………………………………………..

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r�of�the

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own�(CWC/OSW

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/Other�Govt.�Ag

ency):�…………………………………………………………………………….

Nam

e�of�th

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C/�RRC

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9

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�that�th

is�re

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177

DateOpening�Balance

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Disposed�through�

auction�saleBalance

Amount�realised�form�auction�sale

Bank�Draft�no.�date�of�deposit�of�auction�sale�

proceeds

Remarks�

1 2 3 4 5 6 7 8 9

Odisha�State�Civil�Supplies�Corporation�Ltd.�District�__________

Name�of�RRC�/�RRC�cum�DSC�_______________

Gunny�Account�(Old�Gunny�Bags)��PDS�16Unserviceable�cut�and�torn�bags

Signature�of�the�RRC�in�Charge�/�RRC�cum�DSC�in�charge�/�Depot�manager�of�OSWC�/�CWC

Signature�of�Authorised�Officer�of�the�OSCSC�Ltd.�(Only�in�case�of�CWC�/�OSWC��godown�or�godowns�under�

their�management)

178

(GEN

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1 2 3 4 5 6 7 8

Capa

city�of�the

�God

own�(In

�M.T.)�…………………………………………………………………………………………………………………………………….

ODISH

A�STAT

E�CIVIL�SU

PPLIES�CORP

ORA

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�[OSCSC�Ltd.]

Register�of�A

bstract�o

f�Stock�Transfer�A

ccep

tance�Note�[PDS

�17]

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ame:�…………………………………………………………………………………………………………………………………………………………………

Nam

e�of�th

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�cum

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…………………………………………………………………………………………………………………………………..

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/Other�Govt.�Ag

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e�of�th

e�RR

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:�…………………………………………………………………………………………………………………………..

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9

Certified

�that�th

is�re

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