Government of Karnataka Finance Department

Project: KHAJANE II

Recipient Registration Manual

Version 1.0

March 2016

Project Monitoring Unit 7th floor, Commercial Taxes Building, Kalidasa Marg, Gandhi Nagar, Bangalore – 560009.

Email: k2.helpdesk@karnataka.gov.in/pdkhajane.gov.in

Phone: 080-22354020, Helpdesk No: 080-22342266

Notice:

This is a controlled document. Unauthorised access, copying,

replication or usage for purposes other than for which it is intended are prohibited.

Khajane II will recipient will be enabled to receive payments due to them from Khajane II system directly to their Bank accounts. For this purpose it is necessary that these recipients are registered within the Khajane II system as a precursor to enabling e-payments.

Table of Contents 1.Summary – Recipient Registration ........................................................................................................ 1

1.1 Purpose: ........................................................................................................................................ 1

1.2 Scope: ............................................................................................................................................ 1

1.3 Roles and Responsibilities .............................................................................................................. 2

1.4 Recipient registration process ........................................................................................................ 3

1.4.1 Mapping of existing recipient to DDO ....................................................................................9 2. Course Summary ...............................................................................................................................18 3.Appendix A ….……………………………………………………………………………………………………………………………………19

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Table of Figures Figure 1: Khajane-II login page ................................................................................................................. 3 Figure 2: Navigation to Create Recipient Master screen ........................................................................... 3 Figure 3: Create Recipient Master Screen ................................................................................................ 4 Figure 4: Create Recipient Master Screen after selecting Recipient Type ................................................. 5 Figure 5: Create Recipient Master Screen after input of form details ....................................................... 6 Figure 6: Confirmation page after submit ................................................................................................ 7 Figure 7: Bank Mandate form ..................................................................................................................8 Figure 8: Create Recipient Master screen ................................................................................................9 Figure 9: Create Recipient Master Screen after selecting recipient type as Existing Recipient.................10 Figure 10: Create Recipient Master Screen after entering Existing Recipient ..........................................11 Figure 11: Existing Recipient details .......................................................................................................12 Figure 12: Confirmation screen ..............................................................................................................13 Figure 13: Bank mandate form ..............................................................................................................14 Figure 14: Khajane- II login page ............................................................................................................15 Figure 15: Navigation to worklist ...........................................................................................................15 Figure 16: Recipient request details screen ............................................................................................16 Figure 17: Confirmation for approval screen ..........................................................................................17 Figure 18: Confirmation for approval screen after DSC ..........................................................................17 Figure 19: Confirmation after approval ..................................................................................................18

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1. Summary – Recipient Registration 1.1 Purpose: The purpose of this document/ manual is to provide an overall understanding of scope, roles and responsibilities of Khajane-II application users for the process of Recipient Registration. 1.2 Scope: The scope of this manual is to give a detailed understanding of Recipient registration in Khajane-II application. Ø Recipient Master will facilitate the registration of the recipients to whom payment has to be made

from Khajane-II system.

Ø It is necessary for the people who receive payment from Khajane-II system to be registered as Recipient in this master. Recipients can be Employees, Vendors, Beneficiaries, and Contractors etc.

Ø While preparing the bill or in any case of making payment, recipient details will be fetched from Recipient Master.

Ø Unique Recipient Id will be provided to each recipient in order to maintain unique recipient

details and track recipient easily

Brief Note on processes of Recipient Master Steps for Recipient creation: Superintendent creates a recipient with the following steps 1. User selects the recipient type 2. User has to enter the Recipient details such as Name, Aadhar number etc. 3. User selects the bank details such as account number, IFSC code. 4. User enters the Address of the recipients and submits the form. 5. Mandate is generated for the recipient along with unique recipient code. 6. Generated mandate has to be printed by the user and physically signed by the Recipient DDO approves the recipient record created by following the steps. 1. DDO accesses the work list to verify the records created by the Superintendent. 2. DDO selects the recipient record, validates it and approves it by clicking on approve button.

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1.3 Roles and Responsibilities Following table gives information about Users (roles) involved in the processes of Recipient master

Table 1: Roles and Activities Receipts- Roles and Activities

Sl.No. Role Process Name Activities 1 Superintendent Recipient Master 1. Recipient creation 2. Update /Deletion of Recipients created

2 DDO Recipient Master 1. Approval of new request of recipient master record 2. Approval of update or deletion of existing recipient

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1.4 Recipient registration process Step 1: Superintendent logs into Khajane application by providing login credentials.

Figure 1: Khajane-II login page

Step 2: On successful login, User will be able to view the Home Page of the Khajane application.

Figure 2: Khajane-II home page

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Step 3: Navigate to Create Recipient Master screen. Registration>Registration>Recipient Master> Create Recipient Master

Figure 2: Navigation to Create Recipient Master screen

Step 4: On click of create, User can view to Create Recipient Master screen as shown below.

Figure 3: Create Recipient Master Screen

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Step 5: In order to create a new recipient, select New Recipient and Recipient Type. Step 6: On selecting, Recipient Type, Recipient Details form will be displayed for the user to input the details.

Figure 4: Create Recipient Master Screen after selecting Recipient Type

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Step 7: Input the values for the fields present in the screen. Note: User has to select the department which has issued the Id to the Recipient and not thedepartment to which the recipient belongs. Department Specific Id should be the KGID of the employee (If Employee)

Figure 5: Create Recipient Master Screen after input of form details

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Step 8: Click on Submit button.

Figure 6: Confirmation page after submit

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Step 9: Click on OK button in the pop up message.

Figure 7: Bank Mandate form

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1.4.1 Mapping of existing recipient to DDO Step 1: Superintendent navigates to Create Recipient Master screen.

Figure 8: Create Recipient Master Screen

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Step 2: Select Recipient Type as Existing Recipient and Recipient type code from drop downs.

Figure 9: Create Recipient Master Screen after selecting recipient type as Existing Recipient

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Step 3: Enter the existing Recipient Id

Figure 10: Create Recipient Master Screen after entering Existing Recipient

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Step 4: Click OK for the alert messages

Figure 11: Existing Recipient details

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Step 5: Click on Submit button.

Figure 12: Confirmation screen

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Step 6: Click on Ok button in the above alert message.

Figure 13: Bank mandate form

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1.5 Mapping of existing recipient to DDO Step 1: DDO enters into the Khajane –II application.

Figure 14: Khajane- II login page Step 2: Navigate to Worklist. Workflow >WorkList>Worklist

Approver should be able to see the Recipient Master request sent by creator.

Figure 15: Navigation to worklist

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Step 3: Click on Document Number hyperlink. Approver should be able to see the Recipient details as provided by creator.

Figure 16: Recipient request details screen

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Step 4: Click on Approve button.

Figure 17: Confirmation for approval screen Step 5: Click on OK button.

Figure 18: Confirmation for approval screen after DSC

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Step 6: Click on Yes button.

Figure 19: Confirmation after approval 2 Course Summary This course is designed to give the participants an insight into the recipientregistration process. The document consists of detailed steps along with screenshots. By the end of this training the user will learn to successfully register a recipient in Khajane-II Application

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3Appendix A- Acronyms Abbreviation Description AC Bills Abstract Contingency Bills AFS Annual Financial Statement AG Accountant General AIN Account Identification Number AM Alteration Memo Asst. Assistant ATN Action Taken Note ATO Assistant Treasury Officer BAO Bill Approving Officer BDSS Budget Decision Support Systems BE Budget Estimate BEO Budget Estimating Officer BMS Beneficiary Monitoring System BoA Back Office Assistant BOI Bank of India BPL Below Poverty Line BSA Budget System Administrator CAAA Controller, Aid, Accounts and Audit Division CAG Comptroller and Auditor General of India CAO Chief Accounts Officer CAS Central Accounts Section CBE Current Budget Estimate CC Credit Card CCD Civil Court Deposits CCO Chief Controlling Officer CCS Credit Confirmation Slip CDV Cheque Delivery Voucher CEO Chief Executive Officer CFC Citizen Facilitation Centres CM Clearance Memo CO Controlling Officer COPU Committee on Public Undertakings CPO Chief Planning Officer CPPC Central Pension Processing Centre CPPO Central Pension Processing Officer CPS Central Plan Schemes CPSMS Central Plan Scheme Monitoring System CRA Central Record keeping Agency CRA-FC Central Record keeping Agency Facilitation Centre CRCD Criminal Court Deposits CSC Citizen Service Centres CSF Contribution Submission Form CSO Counter Signing Officer CSS Centrally Sponsored Schemes CVP Commuted Value of Pension DA Dearness Allowance DAG Deputy Accountant General DBMS Database Management System DC Debit Card DC Bills Detailed Contingency Bills

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Abbreviation Description DCRG Death Cum Retirement Gratuity DD Demand Draft DDO Drawing and Disbursement Officer DDR Debt, Deposit and Remittances Dept. Department DIS Daily Input Sheet DMO Debt and Investment Management Office DMS Day-wise Monthly Statement DoT Department of Treasuries DPI Dots Per Inch DS Deputy secretary DSC Digitally Signed Certificate DSN District Serial Number DSSP Directorate of Social Security Pension DTO District Treasury Officer DWP Destitute Widow Pension EAP Externally Aided Project EBR Extra Budgetary Resources ECS Electronic Clearing System EDMS Electronic Document Management System EFT Electronic Funds Transfer EMD Earnest Money Deposit EMI Equated Monthly Installments EMO Electronic Money Order EO Executive Officer FAQ Frequently Asked Questions FD Finance Department FIFO First In First Out FoA Front Office Assistant FP Family Pension FPU File Preparation Utility FRS Functional Requirement Specification FTP File Transfer Protocol FVU File Validity Utility GDFP General Delegation of Financial Powers GIA Grant-in-Aid GIS Bills Group Insurance Scheme Bills GO Government Order GOI Government of India GoK Government of Karnataka GP Gram Panchayat GPF General Provident Fund GSDP Gross State Domestic Product GSTO Gazetted Sub Treasury Officer GUI Graphical User Interface HA Head Accountant HBA House Building Advance HDFC Housing Development Finance Corporation HE His Excellency HoA Head of Account HoD Head of Department HoO Head of Office HRMS Human Resource Management System HTTPS Secure Hyper Text Transfer Protocol

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Abbreviation Description IEBR Internal Extra Budgetary Resources IFA Internal Financial Advisor IFSC Indian Financial System Code IGNOAP Indira Gandhi National Old Age Pension INR Indian Rupees IO Implementing Officer I-pin Internet Pin IR Inspection Report IST Indian Standard Time ITC Input Tax Credit IVRS Interactive Voice Response System JD (Admin) Joint Director (Administration) KB Knowledge Bank KCSR Karnataka State Civil Services Rules KFC Karnataka Financial Code KGID Karnataka Government Insurance Department KSWAN Karnataka State Wide Area Network KTC Karnataka Treasury Code LAR Local Audit Report LE Latest Estimate LIC Life Insurance Corporation of India LOP List of Payments LoV List of Values M/O/C Mandatory / Optional / Conditional MCA Monthly Civil Accounts MCE Manual of Contingent Expenditure MICR Magnetic Ink Character Recognition MIS Management Information System MO Money Order MoE Memorandum of Error MOU Memorandum of Understanding MPAS Model Panchayat Accounting System MPIC Monthly Program Implementation Calendar MTFP Medium Term Fiscal Plan NABARD National Bank for Agricultural and Rural Development NCDC National Co-operative Development Corporation NDC Bills Non Detailed Contingency Bills NEFT National Electronic Fund Transfer NIC National Informatics Centre NOC No Objection Certificate NP Non Plan NPS New Pension Scheme NSDL National Securities Depository Limited NSSF National Small Savings Fund NWMA Normal Ways and Means Advance OAP Old Age Pension OBE Original Budgetary Estimates OCR Optical Character Recognition P Plan PAC Public Accounts Committee PD Personal Deposits PF Public Fund PFM Pension Fund Managers PFRDA Pension Fund Regulatory and Development Authority

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Abbreviation Description PHP Physically Handicapped Pensions PMU Project Monitoring Unit POP SP Point of Presence Service Provider PPAN Permanent Pension Account Number PPO Pension Payment Order PPU Payment Processing User PRAN Permanent Retirement Account Number PRI Panchayati Raj Institutions PS Principal Secretary PSB Public Sector Banks PSU Public Sector Unit PwC Price water house Coopers PWD Public Works Department RBD Reserve Bank Deposits RBI Reserve Bank of India RDPR Rural Development and Panchayati Raj RE Revised Estimates RFP Request For Proposal RO Release Order ROI Rate of Interest ROP Recovery of over payment RTGS Real Time Gross Settlement RTI Right To Information SBI State Bank of India SBM State Bank of Mysore SCF Subscriber Contribution File SCP Special Component Plan SE Supplementary Estimates SHCIL Stock Holding Corporation of India Limited SI System Integrator SO Section Officer SOA Service Oriented Architecture SOP Schedule of Payments SOR Schedule of Receipts SOT Statement of Transaction SPU Schedule Processing User SR Service Register SRS System Requirement Specification SSP Social Security Pension SSY SandhyaSurakshaYojana STO Sub- Treasury Officer SWMA Special Ways and Means Advances T Day Transaction Day TA Travelling Allowance TAN Tax Deduction and Collection Account Number TB Trustee Bank T-Bill Treasury Bill TCS Tata Consultancy Services TE Transfer Entry TIN Tax Payer Identification Number TNMC Treasury Network Management Centre TO Treasury Officer TP TalukaPanchayat T-Pin Telephone Pin

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Abbreviation Description TSP Tribal Sub Plan TTR Treasury Transfer Receipts UAT User Acceptance Testing UC Utilization Certificate UCI Unique Challan Identity UID Unique Identification Number UIDAI Unique Identification Authority of India ULB Urban and Local Bodies US Under Secretary UTI Unit Trust of India UTR Unique Transaction Reference VAT Value added Tax VDMS Verified Day-wise Monthly Statement VOA Vote on Account VPN Virtual Private Network VSAT Very Small Aperture Terminal WDPB Work Done by Public Bodies WMA Ways and Means Advance ZP ZillaPanchayat

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Project Partner