QUALITY MANAGEMENT SYSTEMS PUBLIC WORKS DEPARTMENT OF HIMACHAL PRADESH (HPPWD) (ISO 9001: 2008) FORMS AND FORMAT MANUAL (Issue No.: 01) (Revision No. : 00) Approved By: Issued By: Date of Approval : Date of Issue :
Title Chapters TABLE OF CONTENTS Page No. 1. INTRODUCTION...1-1 2. RECORDS IN USAGE...2-1 3. LIST OF RECORDS AVAILABLE AT CIRCLE/DIVISION RELEVANT TO QMS...3-1 3.1. Correspondence...3-1 3.2. Accounts Branch...3-1 3.3. Drawing Branch...3-2 3.4. Stores...3-2 4. LIST OF DEPARTMENT FORMATS...4-1 5. FORMS AND FORMATS...5-1 5.1. PWG 1...5-1 5.2. PWG 2...5-2 5.3. PWG 3...5-3 5.4. PWG 4...5-6 5.5. PWG 5...5-7 5.6. PWG 6...5-8 5.7. PWG 7...5-9 5.8. PWG 8...5-10 5.9. PWG 9...5-11 5.10. PWG 10...5-12 5.11. PWG 11...5-13 5.12. PWG 12...5-14 5.13. PWG 13...5-15 5.14. PWG 14...5-17 5.15. PWG 15...5-19 5.16. PWG 16...5-24 5.17. PWG 17...5-25 5.18. PWG 18...5-28 5.19. PWG 19...5-29 5.20. PWG 20...5-30 5.21. PWG 21...5-31 5.22. PWG 22...5-32 5.23. PWG 23...5-34 5.24. PWG 24...5-35 5.25. PWG 25...5-39 5.26. PWG 26...5-40 5.27. PWG 27...5-41 5.28. PWG 28...5-42 5.29. PWG 29...5-43 5.30. PWG 30...5-44 5.31. PWG 31...5-45 5.32. PWG 32...5-46 5.33. PWG 33(A)...5-47 5.34. PWG 34...5-59 5.35. PWG 35...5-60 5.36. PWG 36...5-61 QMS/F&F/Table of Contents Issue 01, Rev 00 Controlled Document Page No.: F&F/i
5.37. PWG 37...5-64 5.38. PWG 38...5-65 5.39. PWG 39...5-66 5.40. PWG 40...5-67 5.41. PWG 41...5-69 5.42. PWG 42...5-70 5.43. PWG 43...5-72 5.44. PWG 44...5-73 5.45. PWG 45...5-76 5.46. PWG 46...5-78 5.47. PWG 47...5-80 5.48. PWG 48...5-81 5.49. PWG 49...5-85 5.50. PWG 50...5-89 5.51. PWG 51...5-90 5.52. PWG 52...5-93 5.53. PWG 53...5-94 5.54. PWG 54...5-95 5.55. PWG 55...5-96 5.56. PWG 56...5-98 5.57. PWG 57...5-99 5.58. PWG 58...5-100 5.59. PWG 59...5-101 5.60. PWG 60...5-107 5.61. PWG 61...5-109 5.62. PWG 62...5-110 5.63. PWG 63...5-114 5.64. PWG 64...5-115 5.65. PWG 65 (a)...5-119 5.66. PWG 66...5-139 5.67. PWG 67...5-145 5.68. PWG 68...5-146 5.69. PWG 69...5-147 5.70. PWG 70...5-148 5.71. PWG 71...5-149 5.72. PWG 72...5-150 5.73. PWG 73...5-151 5.74. PWG 74...5-152 5.75. PWG 75...5-153 5.76. PWG 76...5-154 5.77. PWG 77...5-155 5.78. PWG 78...5-156 5.79. PWG 79...5-157 5.80. PWG 80...5-158 5.81. PWG 81...5-159 5.82. PWG 82...5-160 5.83. PWG 83...5-161 5.84. PWG 84...5-162 5.85. PWG 85...5-163 5.86. PWG 86...5-164 QMS/F&F/Table of Contents Issue 01, Rev 00 Controlled Document Page No.: F&F/ii
5.87. PWG 87...5-166 5.88. PWG 88...5-167 5.89. PWG 89...5-169 5.90. PWG 90...5-171 5.91. PWG 91...5-173 QMS/F&F/Table of Contents Issue 01, Rev 00 Controlled Document Page No.: F&F/iii
1. INTRODUCTION This document is a part of the QMS documentation for HPPWD. This forms an important adjunct to the other Levels of Documentation, namely. Procedure manual Level II Checklist and Work Instructions Level III (Covered in the Construction Management manuals) The Quality manual containing the Quality policy and Objectives is the Level I document in the family of documents of a QMS established as per ISO 9001: 2008. The succeeding pages contain the Forms and formats referred to in the Accounts and department Code followed by Public Works Department while executing various works. References have been made to other publications like Tender Document guidelines, delegation of financial powers etc. issued by the government for Public Works Department. The forms and formats refer to the paragraphs of the Public Works Code. Some of the terminologies, designations etc. may therefore have to be updated. The revision work of the Department Code has already been taken up and is likely to be finalized soon. The present forms may run concurrently till the usage of revised formats comes into practice. For easy reference, the PWG form Nos. have been aligned with identical Format number of the Quality Management System, as for example, PWG 1 (Register of Divisional Accountant s Audit Objections) is identical to QMS / F 01. QMS/F&F-01/Introduction Issue 01, Rev 00 Controlled Document Page No.: F&F/1-1
2. RECORDS IN USAGE Sl. No. Description of Record Records to be permanently retained 1. Acquittence rolls. 2. Administration reports (printed). 3. Agreements for occupation of bungalow built on Government land. 4. Agreements to construct a Bungalow on Government land /on lessors land. 5. Alterations in scale of permanent establishment. 6. Annual returns of public buildings. 7. Award statements. 8. Budget estimates (printed). 9. Capital and Revenue Accounts (printed). 10. Census report (printed). 11. Circulars of departmental officers and the Accountant-General. 12. Civil lists (printed). 13. Completion reports of works recorded in direction offices. 14. Defaulters books of lower subordinates. 15. Despatch Registers. 16. Field books not to be destroyed except under SE s orders. 17. Finance accounts (printed). 18. Gradation Lists (printed). 19. Important government orders. 20. Land registers and land acquisition correspondence. 21. Lease of Bungalow. 22. Karnataka Gazette*. 23. Office order books. 24. Cash Books of sub-divisional and divisional officers. 25. Public Works Department Codes and Service Rules. 26. Receipt Registers. 27. Registers of revenue lands, bridges and culverts. 28. Registers of sanction to estimates. 29. Registers of Buildings. 30. Register of landed property. 31. Register of Electric installation. 32. Register of incumbency and regular establishment files. 33. Register of special recoveries. 34. Reports of personal matters affecting the conduct and character of officers and subordinates. 35. Rules for occupation of residences. 36. Sanction to execution of works and reports upon works. 37. Sanction to purchase, sale, transfer and demolition of buildings. 38. Service books of lower subordinate and office establishment of divisions. Period of Preservation (years) QMS/F&F-02/ Records in Usage Issue 01, Rev 00 Controlled Document Page No.: F&F/2-1
Sl. No. Description of Record Quality Management System Period of Preservation (years) 39. Service books and pension and gratuity cases. 40. Standard estimates and type designs. 41. Correspondence relating to benchmarks. 42. Technical papers. Records with limited retention period 43. Abstract of imprest Account 5 44. Accident reports received from electric supply companies and others under section 33 of the Indian Electricity Act, 1910. 45. Accidents to life and property by injury fire, etc. 10 46. Accommodation for touring officers and traveling public. 2 47. Account correspondence regarding refund of deposit etc. 10 48. Account correspondence with other than sub-divisional officers. 10 49. Account of daily receipts and issues of materials. 3 50. Accounts of materials at site. 5 51. Accounts returns and miscellaneous. 10 52. Accountant-Generals inspection reports. 10 53. Accountant-Generals objections statements on salary and traveling allowance. 54. Accountant-Generals report of dates of dispatch and receipt of monthly accounts etc., of executive engineers. 55. Acquittence rolls for certain non-gazetted temporary establishment (both revenue and regular temporary) in public works department. 56. Adjustment books. 10 57. Adjustment memorandum. 10 58. Administration reports with a detailed review of the civil works. 5 59. Correspondence relating to advance to contractors and staff. 5 60. Advice of transfer credits or acceptance of transfer. 5 61. Advice of transfer credits or acceptance of transfer. 5 62. Advice slips. 5 63. Agreement with contractors/ piece works. 10 64. Allotments papers for residential building. 2 65. Allowance charge conveyance and local. 5 66. Annual Inspection of treasuries by executive engineers. 2 67. Annual list of Tools and plant available for transfer. 2 68. Annual Results of the test of lightning conductors. 2 69. Annual Returns of tools and plants. 5 70. Annual revenue estimates. 5 71. Annual Statements of expenditure on stores. 2 72. Annual Statements of expenditure on works establishment. 5 73. Application for letters of credit. 2 74. Application for Remittance Transfer Receipts. 5 75. Application of appointment. 2 76. Application for leave by Gazetted officers. 2 77. Application for leave by non Gazetted officers. 2 QMS/F&F-02/ Records in Usage Issue 01, Rev 00 5 5 2 10 Controlled Document Page No.: F&F/2-2
Sl. No. Description of Record Quality Management System Period of Preservation (years) 78. Application for re-appropriations of Budget grant. 2 79. Application to Treasuries by officers for funds on Sub-treasuries. 2 80. Arboriculture-Quinquennial reports and Plantation operation 20 statement. 81. Correspondence relating to Arrears of Wages of labourers, etc. 5 82. Auction lists with correspondence. 5 83. Audit memoranda. 2 84. Audit remarks on accounts and objectionable items statements by Accountant General. 2 85. Audit remarks by sub divisional accounts executive engineers. 2 86. Duplicate and triplicate bills of completed works and 10 correspondence with sub-divisional officers. 87. Books for contractors tools. 5 88. Bridge and causeways (state). 10 89. Buildings-Demolition, sale, transfer. 5 90. Buildings-ordinary state building works original and repairs. 5 91. Cash abstract books. 5 92. Cash balance statements. 5 93. Certificate with correspondence to treasury. 2 94. Certificate of leave. 2 95. Certificates and receipts for office rent. 10 96. Comparative statement of tender. 5 97. Completion report and completion certificates for original works costing over Rs.50 000/-. 98. Completion report and completion certificates for works and 5 repairs costing not more than Rs.50,000/-. 99. Completion reports and completion certificates for repairs costing 10 over Rs.5000/-. 100. Correspondence relating to conference of engineers etc. 2 101. Contract papers etc. 5 102. Contract s certificates for works and materials. 10 103. Contractor s ledger. 10 104. Correspondence in connection with penal cases and action for stoppages of, unauthorized speeches. 105. Correspondence in connection with permission or fees for occupation of Travelers or inspection bungalows and circuit houses. 106. Correspondence regarding award statements. 10 107. Correspondence regarding bills for electric energy consumed. 2 108. Correspondence regarding pension cases with copies of pension 10 application etc. 109. Correspondence regarding form books and envelopes. 3 110. Correspondence regarding surplus stores. 3 111. Correspondence sanctioning tenders of works. 10 112. Correspondence with contractors. 5 QMS/F&F-02/ Records in Usage Issue 01, Rev 00 10 2 10 Controlled Document Page No.: F&F/2-3
Sl. No. Description of Record Quality Management System Period of Preservation (years) 113. Correspondence with dealers. 2 114. Correspondence with sub-divisional officers and subordinates. 5 115. Counterfoils of Advice of transfer credit. 5 116. Counterfoils of Advice of transfer debit. 5 117. Counterfoils of cash balances statements. 5 118. Counterfoils of cheque books. 5 119. Counterfoils of credit note forms. 2 120. Counterfoils of books & hand receipt books. 5 121. Counterfoils of imprest cash books. 5 122. Counterfoils of pass books for reservation of public works 2 department bungalows. 123. Counterfoils of receipts for payment to government. 3 124. Counterfoils of requisitions for materials. 3 125. Defalcations and dismissals. 10 126. Delivery notes of Articles. 2 127. Disconnection report from electricity board. 2 128. Correspondence relating to educational matters. 3 129. Electric meter readings. 2 130. Estimates of tool and plants. 5 131. Estimates and work slips for repair work. 5 132. Excess over estimates and allotments etc. 5 133. Executive engineer s circulars (account branch). 10 134. Extra items list not provided for in the tender. 10 135. Correspondence relating to ferries. 10 136. Files of appeals to collectors. 2 137. Files of correspondence regarding purchase or acquisition of 10 land. 138. Files of distribution of stores. 3 139. Files of treasury accounts. 10 140. Fire appliances. 10 141. Correspondence relating to forest department and allied matters. 10 142. Forwarding memoranda and important papers regarding 5 stationary, indents, registers, etc. 143. Gang book. 3 144. Government orders (routine). 10 145. Indents for books and forms. 2 146. Indents for official publications. 2 147. Indent for stationery. 2 148. Indent for firms. 5 149. Inspecting officers, reports of public works. 2 150. Inspecting notes of the sub-divisional office by the executive 5 engineer. 151. Inspection reports by superintending engineers. 10 152. Inspection reports of drains and buildings. 2 153. Inspection reports on cinemas, theaters, mills, factories, etc. 20 QMS/F&F-02/ Records in Usage Issue 01, Rev 00 Controlled Document Page No.: F&F/2-4
Sl. No. Description of Record Quality Management System Period of Preservation (years) 154. Inspection reports on telephone crossing and trolley wire. 2 155. Intimations to government of leave granted by superintending 2 engineers. 156. Invoices of Inter-departmental charges. 5 157. Journals, ledgers, stock journals, etc. 5 158. Journals of the occupation and duties of officers. 10 159. Leave to temporary establishment. 2 160. Legal affairs (suits). 20 161. Letters of credits and statements and distribution of funds. 2 162. Level books. 5 163. List of materials for ordinary repairs. 2 164. List of office establishment. 2 165. List of sub-divisional work establishment. 5 166. Lists of works of construction. 5 167. Local funds and grant-in-aid works. 10 168. Local self-government (local board and municipal). 10 169. Loss or theft of government cash. 10 170. Maps. 5 171. Materials at site-abstract statement. 5 172. Materials of construction (cement, coal, paints etc.). 5 173. Measurement books and register of measurement books. 15 174. Medical (including public health). 10 175. Memoranda circulating books and periodicals. 2 176. Memoranda from subordinates to contractors of particulars of 3 works. 177. Memoranda intimating sanctions to estimates of repairs. 5 178. Memoranda to subordinates of contracts entered into. 5 179. Memorandum cheques drawn. 2 180. Memorandum to accompany measurement books (while submission to head office for check etc.). 181. Miscellaneous accounts return. 5 182. Miscellaneous correspondence. 2 183. Monthly list of all new works and repairs. 5 184. Monthly list of completed works. 2 185. Monthly progress report of all works. 5 186. Monthly progress report of military works. 5 187. Monthly statement of contracts. 3 188. Monthly statement of funds required by sub-divisional officers. 2 189. Notes on works by executive engineers. 10 190. Notes on works by superintending engineers. 10 191. Notice for tenders. 5 192. Office copies of monthly accounts. 10 193. Office copies of Accountant General s arrival and departure 2 reports. 194. Office copies of application for sanction to the local Purchases of 5 QMS/F&F-02/ Records in Usage Issue 01, Rev 00 5 Controlled Document Page No.: F&F/2-5
Sl. No. Description of Record Quality Management System Period of Preservation (years) stores. 195. Office copies of contingent bills. 5 196. Office copies of estimates for new works costing below 5 Rs.50,000/-. 197. Office copies of estimates for new works costing Rs.50,000/- and 5 upward. 198. Office copies of daily reports kept by sub-divisional officers. 2 199. Office copies of notices to subordinates. 5 200. Office copies of reports of the surveys of unserviceable stores. 2 201. Office copies of duplicate and triplicate bills of completed works. 5 202. Office copies of schedules. 5 203. Office copies of statements of distribution of establishment 5 charges. 204. Office copies of statements of income-tax. 2 205. Office copies of statements of objectionable items. 2 206. Office copies of statements of outlay exempt from establishment 5 charges. 207. Office copies of statements of receipts and issue of tools and 2 plant. 208. Office copies of Transfer reports of Accounts. 5 209. Pay bills and acquittence rolls where they are maintained separately in the case of the non-gazetted temporary establishments (both revenue and regular, temporary) in the public works department for whom no service rolls are maintained. 210. Peon s delivery books. 2 211. Periodicals Engineering. 2 212. Photographs. 10 213. Correspondence relating to police department and allied matters. 5 214. Post and telegraphs. 3 215. Postal guides. 2 216. Preliminary last pay certificate. 2 217. Pricelists of private firms. 2 218. Provident fund - general and state. 30 219. Correspondence relating to public works and allied matters. 10 220. Qualification reports of accountants, clerks, draftsmen, 5 Storekeepers. 221. Correspondence relating to railway department and allied 10 matters. 222. Records office. 10 223. Register of buildings with record of inspection. 5 224. Register of contracts. 10 225. Register of leave. 3 226. Register of major works. 10 227. Register of minor works. 10 QMS/F&F-02/ Records in Usage Issue 01, Rev 00 2 Controlled Document Page No.: F&F/2-6
Sl. No. Description of Record Quality Management System Period of Preservation (years) 228. Register of receipts and disposal of sub-divisional cash accounts. 2 229. Register of receipts and issues of note and measurement book, 10 etc. 230. Register of stationary with vouchers. 3 231. Register of suspense transactions. 5 232. Register of appropriations. 3 233. Register of arrival and departure of travelers. 5 234. Register of dispatchers stamps. 2 235. Register of liabilities. 2 236. Register of revenue. 30 237. Register of sanctions. 30 238. Register of tenders received. 10 239. Register of unclaimed wages. 5 240. Remissions. 5 241. Remittance books. 5 242. Repairs to bridge and sluices. 2 243. Reports of check measurements. 5 244. Reports of contracts. 3 245. Reports of sub-divisional transfers. 3 246. Reports of transfer by superintending engineers. 3 247. Reports of transfer of executive engineer. 3 248. Requisition of bank cheque and receipt books. 2 249. Requisition for cheques. 3 250. Requisition paid by executive engineers. 3 251. Resources estimates and estimates of approximate figures. 5 252. Returns of rentable buildings. 5 253. Returns of store in regional languages. 3 254. Returns of surplus stores. 5 255. Correspondence relating to revenue and allied matters. 10 256. Revenue and expenditure, approximate figures of 5 257. Road metal books. 5 258. Roads, buildings and causeways (local fund and municipal). 30 259. Roads-demarcation, encroachments. 30 260. Roads-General correspondence. 30 261. Roads passing through Municipal limits etc. 30 262. Salary bills correspondence. 5 263. Sanctioned estimates for original works costing. 5 264. Sanctioned estimates for original works costing more than 10 Rs.20,000/-. 265. Sanctioned estimates of outdoor works establishment. 5 266. Sanctions to pay, allowance, journey beyond jurisdiction, printing 5 advertising, and other contingent charges. 267. Sanitary works. 3 268. Schedule of establishment bills. 3 269. Schedule of rates. 10 QMS/F&F-02/ Records in Usage Issue 01, Rev 00 Controlled Document Page No.: F&F/2-7
Sl. No. Description of Record Quality Management System Period of Preservation (years) 270. Scientific publications. 15 271. Security correspondence. 10 272. Statement of compensation for inferior and non-provision of 10 quarters. 273. Statements of contributions. 5 274. Statements of establishment s charges for preparation and review of estimates for local und works. 5 275. Statements of expenditure on material compared with estimated 5 requirements. 276. Statements of receipts issues and balances of road metals. 5 277. Statements of savings and excesses. 2 278. Statements of sums deposited and account of interest. 10 279. Statements of works in progress not provided in the budget. 2 280. Statements of works establishments. 5 281. Statements showing rent calculated. 5 282. All stock accounts including Tools and plant accounts and 5 materials at site accounts. 283. Storekeeper s files. 5 284. Store ledger of mathematical instruments. 3 285. Sub-divisional cash balance statements. 5 286. Sub-divisional cash book copies 5 287. Sub-divisional monthly list of materials at site. 2 288. Sub-divisional returns of Tools and plant. 3 289. Superintending Engineer s sanction to the grant of sub-divisional allowance to subordinates in charge of sub divisions. 290. Supplement to balance return of tools and plant. 5 291. Survey reports of all works. 5 292. Surveyor s files. 5 293. Telegraph guides. 294. Tenders for piece works. 2 295. Thefts or loss of government cash. 5 296. Tour programme of officers. 10 297. Traveling allowance bills and acquittence rolls relating there to. 2 298. Treasury balance certificates. 5 299. Treasury pass books. 5 300. Treasury remittance books. 5 301. Typewriters. 2 302. Vouchers for unclaimed wages. 2 303. Weekly progress reports of leveling. 5 304. Work slips. 2 305. Work abstracts. 5 306. Work audit registers. 5 3 QMS/F&F-02/ Records in Usage Issue 01, Rev 00 Controlled Document Page No.: F&F/2-8
3. LIST OF RECORDS AVAILABLE AT H.O./DIVISION RELEVANT TO QMS 3.1. Correspondence 1. Organization chart of the office. 2. Work distribution statement. 3. List of appointments made by SE/EE under works charged establishment. 4. Service register with register of ACR. 5. No. of references received and despatched statement. 6. Office Order book. 7. Record Issue register. 3.2. Accounts Branch 1. Work cashbook. 2. Grant and outlay statement. 3. Register of works. 4. Contractor ledger. 5. Completion reports- PWG 46. 6. Materials at the site account. 7. Road metal account. 8. Check measurement book of EE. 9. Deposit register. 10. Register of sanction to fixed charges. 11. Register of agreements. 12. Surplus and dismantled materials account. 13. Miscellaneous advance register. 14. Miscellaneous sanction registers. 15. Register of security deposits. 16. Register of interest bearing securities. 17. Register of appropriation. 18. Purchase schedules. QMS/F&F-03/ List of Rec. available at Circle/Div Relevant to QMS Issue 01, Rev 00 Controlled Document Page No.: F&F/3-1
3.3. Drawing Branch Quality Management System 1. Register of sanction to major and minor estimates. 2. Register of inspection of buildings. 3. Register of buildings borne on the book of PWD. 4. Register of all lands in charge of PWD. 5. Register of immovable properties in charge of PWD. 6. Register of bridges and culverts in charge of PWD. 7. NWR books. 8. Schedule of Rates. 9. Register of fresh tanks, dams etc. 10. Watch register of budgeted works. 11. Register of bridges having waterway of 100 ft and above. 12. Register of tanks. 13. Pre monsoon and post monsoon reports for (11) above. 14. Records. 3.4. Stores 1. Register of measurement books. 2. Supply orders placed with firms. 3. Register of stationery. 4. Stores budget. 5. Register of bills. 6. Indents and invoices. 7. Stock register of blank forms. 8. Register for library. 9. Register of recovery of hire charges from contractors. 10. Quarterly counting certificate of cement and steel. 11. Register of Railway Receipts. 12. Register of vehicles and their logbooks. QMS/F&F-03/ List of Rec. available at Circle/Div Relevant to QMS Issue 01, Rev 00 Controlled Document Page No.: F&F/3-2
4. LIST OF DEPARTMENT FORMATS (As per A Code Vol. II and D Code Vol. II) Sl. QM Format Name of Work PWG No. No. No. 1. Register of divisional accounts audit objections. 01 01 2. Petty works objection book. 02 02 3. Register of interest bearing securities. 03 03 4. Account of interest bearing securities. 04 04 5. Register of transfers awaited. 05 05 6. Cheque book. 06 06 7. Register of cheque books received and adjusted. 07 07 8. Remittance slip. 08 08 9. Certificate of payment. 09 09 10. Treasury remittance book. 10 10 11. Indent for stores. 11 11 12. Invoices of stores supplied. 12 12 13. Half yearly balance return of stock. 13 13 14. Half yearly register of stock. 15 15 15. Survey report of stores. 16 16 16. Register of tools and plant. 17 17 17. Statement of receipts, issues and balances of road metal. 18 18 18. Register of miscellaneous revenue yielding properties. 20 20 19. Statement of rents recoverable in cash or by deduction from pay bill. 21 21 20. Register of rents of buildings and lands. 22 22 21. Register of bills received. 23 23 22. Muster rolls. 24 24 23. Register of unpaid wages. 25 25 24. Measurement books for roads, buildings and other works. 27 27 25. Register of measurement books. 28 28 26. Half yearly return of measurement books. 29 29 27. Register of standard measurement books. 30 30 28. Register of measurement books reviewed by Divisional accountant. 31 31 29. First and final bill. 32 32 30. Running account of Bill A. 33 A 33A 31. Running account of Bill B. 33 B 33 B 32. Running account of Bill C. 33 C 33 C 33. Hand receipt. 34 34 34. Account of petty customer (Task worker Statement). 35 35 QMS/F&F-04/List of Department Formats Issue 01, Rev 00 Controlled Document Page No.: F&F/4-1
Sl. QM Format Name of Work PWG No. No. No. 35. Indenture for secured advances. 36 36 36. Schedule of advances paid and recovered and balance outstanding. 37 37 37. Pay bill of work charged establishment. 38 38 38. Register of daily receipts / issues of departmental materials. 39 39 39. Register of materials at site account of major works. 40 40 40. Register of materials of site account of minor works. 41 41 41. Monthly accounts of materials at site of major works. 42 42 42. Monthly accounts of materials at site of minor works. 43 43 43. Petty works requisition and account. 44 44 44. Work slip. 45 45 45. Detailed completion report. 46 46 46. Consolidated completion statement of works and repairs. 47 47 47. Intermediate bill for lumpsum contracts. 48 48 48. Final bill for lumpsum contract. 49 49 49. List of monthly sub division accounts. 51 51 50. Register of sanction to fixed charges. 52 52 51. Register of miscellaneous sanction. 53 53 52. Register of special recoveries. 54 54 53. Statement of amounts remitted to the head- PN remittances I- remittances into treasuries. 55 55 54. Schedule of rates of buildings and lands realized. 56 56 55. Memo of review. 57 57 56. Register of cheques and receipt books. 58 58 57. Calendar of returns. 59 59 58. Register of records destroyed. 60 60 59. Declaration form to be signed by temporary employees 61 61 60. Estimate. 62 62 61. Abstract estimate. 62(a) 62(a) 62. Details of estimate. 62(b) 62(b) 63. Task work agreement (Rate list). 63 63 64. Piece work agreement. 64 64 65. Form of regular agreement. 65 65 66. Form of lumpsum contract. 65(a) 65(a) 67. Tender Notice form. 66 66 68. Register of tenders. 67 7 69. Comparative statement. 68 68 QMS/F&F-04/List of Department Formats Issue 01, Rev 00 Controlled Document Page No.: F&F/4-2
Sl. QM Format Name of Work PWG No. No. No. 70. Register of agreements. 69 69 71. Letter of agreement to the treasury officer for hypothecating the treasury savings bank account 70 70 given as security. 72. Extra item rate list. 71 71 73. Register of sanctions to estimates. 72 72 74. List of sanctions of major and minor works. 73 73 75. Completion certificate of buildings. 74 74 76. Completion certificate for tanks. 75 75 77. Daily report of labour employed. 76 76 78. Daily report of labour employed (periodical). 77 77 79. Statement showing the materials issued to 78 78 contractors and used on the works. 80. Statement showing the grant and expenditure to 79 79 end of; 81. Register of inspection of public buildings. 80 80 82. Register of inspection of buildings borne on the 81 81 books of the PWD. 83. Register of immovable govt. properties in charge 82 82 of the PWD. 84. Register of all lands in charge of PWD. 83 83 85. Register of bridges and culverts in charge of 84 84 PWD. 86. Data statement for fixing standard rent of govt. 85 85 buildings. 87. Order for supply of materials. 86 86 88. Unstamped acknowledgement for issue of 87 87 materials to the contractor. 89. Returned invoices. 88 88 90. Form of agreement for the lease of grasses on the bunds and channels or in the compounds of govt. buildings. 89 89 91. Form of agreement for the lease of usufruct of trees. 90 90 92. Form of supplemental agreement to be executed in the case of lease of grass and of fruit trees to village panchayats. 91 91 QMS/F&F-04/List of Department Formats Issue 01, Rev 00 Controlled Document Page No.: F&F/4-3
5.1. PWG 1 5. FORMS AND FORMATS (As per Department and Accounts Code of PWD) Register of Divisional Accountant s Audit Objections Division: Item No. QM / F 01 Remarks by the Accountant General ***Brief particulars of the Nature of objection Amount placed Divisional Officer s transaction or orders placed under (Rules and orders to under objection replies (with reasons objection by the Divisional be quoted) for not admitting the Accountant objection) 1 2 3 4 5 6 Rs. P. 1. This register will remain the personal custody of the Divisional Accountant, except when submitted to the Divisional Officer. *** Objections relating to transactions and orders of subordinate officers which fall within the powers of the Divisional Officer to sanction or confirm should not be entered in this register. Controlled Document Page No.: F&F/5-1
5.2. PWG 2 Petty Works Objection Book Month.. Division: QM / F 02 Sl. No. S. D. No. Name of work Want of Estimate Excess over Miscellaneous Irregularities estimate Nature Amount How regularised Divisional Accountant Controlled Document Page No.: F&F/5-2
5.3. PWG 3 Register of Interest Bearing Securities Item No. Name and designation of depositor For what purpose or work (quoting reference to agreement or bond. Particulars of securities received Government Securities including Municipal Debentures, Port Trust Bonds and Post Office 5-Year Cash Certificates. Number Percent (or issue price in the case of Cash Certificates) Loan (or Date of issue in the case of Cash Certificates) Amounts, i.e. Market value (or surrender value in the case of Cash Certificates) Other Securities i.e., Post Office or State Treasury Savings Bank Page Books or Deposit Receipts of Recognised Banks. Name of Post Office, Treasury or Bank Number of account receipt Amount* QM / F 03 Date of receipt in Office 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. * If the Post Office or State Treasury Savings Bank Pass Book pertains to a security deposit recovered in installments. No entry should be made in this column until the security has been fully paid up. But if such security deposit is to be refunded before the full amount is recovered, it should be treated as fully paid up, and brought on the register before being refunded. In all cases only the original deposit should be entered here and not the interest. Controlled Document Page No.: F&F/5-3
Dated initials of the Divisional Accountant and of the Divisional Officer verifying column 1-11 To whom sent for safe custody Number Date Name of Officer PWG 3 (Contd.) Acknowledgement of Officer for safe custody Number Date Dated initials of the Divisional Accountant and of the Divisional Officer verifying columns 13-17 Orders sanctioning the return or retransfer of the security Name of Officer Number 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. Date Controlled Document Page No.: F&F/5-4
PWG 3 (Concld.) Letter recalling the security if out of Dated initials of Letter with which received back Particulars of the office the Divisional disposal, quoting Accountant and reference to Remarks Name of Officer His Number and of the Divisional Number Date acknowledgement returning it Date Officer verifying of the depositor columns 19-26 22. 23. 24. 25. 26. 27. 28. Controlled Document Page No.: F&F/5-5
5.4. PWG 4 Account of Interest-Bearing Securities Division: For the year ending March 200 QM / F 04 *tem No. as per Register of Securities Name of Depositor (with name of work in the case of contractors) Balance as per last account Fresh deposits of the year Total Deduct securities returned or retransferred to the depositors Balance at the close of the year Reference to acknowledgements for amounts in column 6, which should be attached Remarks 1. 2. 3. 4. 5. 6. 7. 8. 9. Certified that with the exceptions noted below, all the securities shown in column 7 of this Account, or their acknowledgements by the authorized custodians are in my possession. Exceptions (with reasons). Divisional Officer * Items should be grouped separately for each of the classes of securities enumerated in paragraph 320. Controlled Document Page No.: F&F/5-6
5.5. PWG 5 Register of Transfers Awaited QM / F 05 Division.. For the year.. Reference to correspondence etc. Particulars Name work head account of or of * Estimated amount Probable date of adjustment Dated initials of Divisional Accountant References to adjustment Month in which adjusted Amount adjusted Dated initials of Divisional Accountants Remarks 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. * Sums creditable to the Division should be entered in column 4 as minus figures. Divisional Officer, Divisional Accountant.Division Controlled Document Page No.: F&F/5-7
5.6. PWG 6 Cheque QM / F 06 Cheque No. Dated.. Cheque No. Dated.. Book No. Book No. Counter Foil Name of Treasury / Bank drawn on.. Name of Payee.. PUBLIC WORKS DEPARTMENT Particulars of bills for which issued and the amount Total amount Progressive total of cheques drawn during the month including the above Limit fixed for the month (In the case of Sub-divisions) Amount Rs. P. B.R. No. = B.R. No. = B.R. No. = B.R. No. = = Rs To The Treasure Officer / Reserve Bank of India / State Bank of India /. Pay to... or order Rupees and debit the same to T. Remittances-II Public Works Cheque Division Sub-Division Officer Initials of cheque Initials of Drawing N.B. This cheque is current for three months only after the month Writer Officer of issue Controlled Document Page No.: F&F/5-8
5.7. PWG 7 Serial No. Date of receipt Number of receipt issued From whom received Register of Cheques Received and Adjusted Name of Bank drawn upon Cheque No. and date On what account received Amount Date of despatch to Bank Date of clearance Dated initials of the Divisional Officer 1 2 3 4 5 6 7 8 9 10 11 12 QM / F 07 Remarks Controlled Document Page No.: F&F/5-9
5.8. PWG 8 Remittance Slip QM / F 08 Book No... Place Book No.. Place Book No.. Place Book No. Place Foil No Dated 200 Foil No Dated 200 Foil No Dated 200 Temporary Receipt No TRIPLICATE ORIGINAL DUPLICATE Dated.. From From From Section Officer, Section Officer, Section Officer, To To To The Sub-Divisional Officer The Sub-Divisional Officer, The Sub-Divisional Officer, Received from.sub-division.sub-division A sum of Rupees (1)Please find enclosed Rs... Treasury receipt for Rs. on account of miscellaneous receipts realized, the particulars of (1)Please find enclosed Rs.. Treasury receipt for Rs. on (In words) which are given overleaf. account of miscellaneous Sub-Division (2) The amount was collected on and paid into the receipts realized, the particulars being.. Treasury on.. of which are given overleaf.. (1)Please find enclosed Rs... (3) The receipts in M.F.C. Form No. 1 may be sent. Treasury.. receipt.. (2) The amount was collected on.. For Rs Section Officer, and paid into the To.. Treasury on Section Officer On account of miscellaneous MEMO (3) The receipts in M.F.C. Form Note : receipts realized the particulars (Sub-Divisional Office copy) No. 1 may be sent. which are given overleaf. Your No.. dated.. Rs. received. Treasury receipt for Rs. Section Officer, This is only a temporary 2) The amount was collected on.. and paid into Treasury on.. 2. Receipts in M.F.C. Form No. 1 enclosed. Place Sub-Divisional Officer, Dated 200.. Sub-Division Copy forwarded to the Divisional Officer.. Division.. receipt, which should be surrendered on receipt of a receipt in Form No. 1 (3) The receipts in M.F.C. Form No. To.. Section Officer, M.F.C. signed by the 1 may be sent. MEMO (To be sent to Section Officer). Place Sub-Divisional Officer Your No. Rs. Received Treasury receipt for Rs. Dated 200.. 2. Receipts in M.F.C Form No. 1 enclosed. Section Officer Place. Sub Divisional Officer Dated Sub-Division Particulars of the sums referred Particulars of the sums referred Particulars of the sums referred Controlled Document Page No.: F&F/5-10
5.9. PWG 9 Certificate of Payment QM / F 09 I do hereby certify that I have personally satisfied myself that a sum of Rs.. was paid to.. for. on the. as recorded in my Cash Book for that month (Voucher No.) and that no part of the payment is covered by any other voucher. Dated Countersigned Disbursing Officer Divisional Officer Division Dated. Controlled Document Page No.: F&F/5-11
5.10. PWG 10 Treasury Remittance Book Division QM / F 10 Date of remittance Amount in words Rupees Paise Head of account to which the amount has to be credited Amount figures in Signature of the Treasurer or other person designated to attach second signature for sums under Rs.500 received by transfer in account Signature of Treasury Accountant or Bank Manager Signature of Treasury Officer for sums of and above Rs.500 Rs. P. Controlled Document Page No.: F&F/5-12
5.11. PWG 11 Indent for Stores (Counterfoil) Indent No. Dated.200. On Divisional / Sub-Divisional Stores Description Number or Quantity Head of Account Name of work (with name of contractor from whom value is to be recovered) Original/Duplicate/Triplicate Indent No. Dated.200. On Divisional / Sub-Divisional Stores Description Number or Quantity Head of Account QM / F 11 Name of work (with name of contractor from whom value is to be recovered) These materials should be delivered / dispatched to.. by.. Indenting Officer These materials should be delivered / dispatched to.. by.. Date.. Indenting Officer Certification of Supply Delivered / Despatched to on by.. Date. Supplying Officer Controlled Document Page No.: F&F/5-13
5.12. PWG 12 Invoices of Stores Supplied (Counterfoil) To. By. On Indent No dated 200 Description Number or Quantity Rate Cost Head of account Name of work (with name of contractor from whom value is to be recovered) Original/Duplicate/Triplicate To. By. On Indent No dated 200 Description Number or Quantity Rate Cost QM / F 12 Head of account Name of work (with name of contractor from whom value is to be recovered) Date.. Received Supplying Officer Date.. Received Supplying Officer Date.. Indenting Officer Date.. Indenting Officer Controlled Document Page No.: F&F/5-14
5.13. PWG 13 Item No. Class and Name of Article Half-Yearly Balance Return of Stock For the half year ending 200... Unit Issue Rate Balance Brought Forward.Division Sub-Division Receipts 1 2 3 4 5 6 7 8 9 10 11 12 QM / F 13 Total Controlled Document Page No.: F&F/5-15
Issues Total Closing book balance carried forward PWG 13 (contd.) Closing Balance (as actually verified) Difference in Stock-taking Excess Shortage Remarks By Storekeeper or Sub-Divisional Officer 13 14 15 16 17 18 19 20 20A 20B 20C 21 22 By Divisional Officer Dated the 200 Signature of officer by whom count was taken Certified that with the exceptions noted, the articles in this return have during the half year ending. been verified by actual count by me or the under mentioned officers. The report of verification is enclosed. Signature of officer in direct charge of articles NOTE: 1. The Sub-Divisional returns for Stock and Tools and Plant will be kept in this form but quite distinct from one another. 2. The report verification will furnish particulars of columns 1 to 3 and 20 of this form and in additional three columns will be shown. Controlled Document Page No.: F&F/5-16
5.14. PWG 14 [See Paragraph 122(a) note and 155] Sales Account.Division...Month QM / F 14 AUCTIONEER S RECEIPT Received (Rs ) Rupees Paise.. on account of commission on realizations, as within enumerated. Dated.. (Signature and stamp when the amount exceeds Rs.20).. Auctioneer CASHIER S RECEIPT Received (Rs ) Rupees Paise.. being not proceeds realized by sale as within. Dated.... Cashier Controlled Document Page No.: F&F/5-17
PWG 14 Concld. Account of Sales for the month 200.Divisions Authority for the Sale Name Quantity Article sold Rate Loss (if Book Amount any) value realized Rs. P. Rs. P. Rs. P. Rs. P. To whom sold Head to which the realisation is credited (Schedule docket No.) Remarks and explanation of loss, if any, with report of steps taken towards necessary adjustments Total. Deduct Auctioneer s Commission at As per auctioneer s receipt on 1 st page Net Proceeds As per Cashier s receipt on 1 st page Station Divisional Officer, Date 200. Divisional Accountant Division Controlled Document Page No.: F&F/5-18
5.15. PWG 15 Half-Yearly Register of Stock.DIVISION.SUB-DIVISION PART I THE REGISTER For the Half-year ending QM / F 15 Item No. and Names of Class articles Balance brought over Receipts Receipts and Total balance Issues Total balance carried Closing forward Unit Current issue Rates Future issue Rates at future issue Value Rates Market Rates Remarks 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 Rs. P. Rs. P. Rs. P. Rs. P. Note Book values also should be entered in column 18 in total for each Sub-head. Controlled Document Page No.: F&F/5-19
PWG 15 (Contd.) Sub-head General Abstract Small Stores Building Materials Timber Metals Fuel Painter s Stores House fittings Miscellaneous Land, Kilns, etc. Book Value PART II THE SUMMARY Value at future Issue Rates Sub-Division Book Value Abstract of Sub- Divisional Figures Value at Values of future Book future Issue Issue Value Rates Rates A B A B A B Rs. P. Rs. P. Small Stores Building Materials Rs. P. Rs. P. Rs. P. Rs. P. Totals for the Division Storage House fittings Miscellaneous Rs. P. Rs. P. Rs. P. Rs. P. Total value of Stock in the Division Totals for the Division N.B. Book value should be posted from column 18 PART I and also column Value at Future Issue Rates from column 22 of Part I. A. This total should agree with the balance as per Suspense Register (Stock). Controlled Document Page No.: F&F/5-20
PART II THE SUMMARY Book Value Value at Future Issue Rates Book Value Value at Future Issue Rates Book Value Value at Future Issue Rates Book Value Value at Future Issue Rates A B A B A B A B Timber Metals Fuel Painter s Stores Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Manufacture Land, Kilns, etc. Storage Total Value Divisional Accountant Controlled Document Page No.: F&F/5-21
To Sir, The Divisional Officer, PWG 15 (Contd.) PART III THE REVIEW The Future Issue Rates for all articles have been worked out by me personally, under your general instructions and in accordance with the prescribed rules. These rates do not exceed in any case, the market rates as filled in the Register, under your orders by (Rank) on. 1. Explanation have also been recorded in the Remarks Column against items of important differences between the Future Issue Rates and (i) the Current Issue Rates or (ii) Market Rates. 2. The following table shows the surpluses and deficits which are brought out by the revision by rates and should now be adjusted in the accounts in order to effect an agreement between the revised values and the present book values of the Stores under each sub-head. Sub-head A. Sub-Division B. Sub-Division C. Sub-Division** Surplus Deficit Surplus Deficit Surplus Deficit Small stores Building materials Timber Metals Fuel Painter s stores House fittings Miscellaneous Land, Kilns, etc. Storage* * The surplus or deficit against this sub-head will be adjusted only at the close of the year. ** The table can also be extended to cover other sub divisions. Controlled Document Page No.: F&F/5-22
PWG 15 (Contd.) Short notes explaining how these differences have resulted have been recorded in Part I against the individual items. 3. The Certificates recorded by Sub-Divisional Officers on their Balance Returns for the half year show that, with the exceptions noted below, stock of articles shown in this Return has been taken during the year ending by the persons named below :- Stock of Sub-Division counted by.. by.. by.. 4. Quantities seem to be excessive in the following cases : 5. Other points to be brought to the notice of the Divisional Officer. Dated 200.. Divisional Accountant ORDERS OF THE DIVISIONAL OFFICER (1) The future issue rates approved. All errors in accounting marked A within should be rectified in the next accounts. Subject to net surplus this condition the should be net deficit Credited to the revenue head concerned or treated as receipts on capital account. Charged off on receipt of sanction of which should be applied for. (2) Remarks and orders regarding stock taking and other points. Dated 200.. Divisional Officer Controlled Document Page No.: F&F/5-23
5.16. PWG 16 Survey Report of Stores Report of the survey of stores which have become unserviceable or lost Division QM / F 16 Remarks by the subordinate Value on the books Remarks in charge explaining the Orders of the Chief / Number of Description of Date of by the cause of the articles Superintending quantity articles Receipt Divisional Rate Amount becoming unserviceable or Engineer Officer the circumstances of the loss Rs. P. Rs. P. Chief / Superintending Engineer Station.. Divisional Officer, Date.200.. Divisional Accountant.Division No. dated the 200.. No. dated the 200 Returned to the Divisional Officer, for necessary action, Submitted to the Superintending Engineer.. as per orders noted above. Circle for orders. Controlled Document Page No.: F&F/5-24
5.17. PWG 17 Register of Tools and Plants Sub-Division.. Part I Articles on hand Year ending 200... QM / F 17 Receipts Issues Class Item number Balance brought forward Name of article grouped under the prescribed sub-heads October November December January February March April May June July August September Total including opening balance October November December January February March April May June July August September Total Closing balance carried forward Remarks Controlled Document Page No.: F&F/5-25
PWG 17 (Contd.) PART II Articles Temporarily Lent or Sent out Sub-Division.. Year ending 200. Debits Credits Class Item number Balance brought forward Name of Contractor or other person with names of articles October November December January February March April May June July August September Total debits and balances October November December January February March April May June July August September Total Closing balance carried forward Remarks Controlled Document Page No.: F&F/5-26
PWG 17 (Concld..) PART III Shortages awaiting adjustment Sub-Division.. Year ending 200.. Class Item number Name of Contractor or other person with name of articles Balance brought forward Debits October November December January February March April May June July August September Total debits and balances October November December January February Credits March April May June July August September Total Closing balance carried forward Remarks Note: Certified (1) that Part I of this return is a complete account of all imperishable articles for which this accounts is required to be maintained (2) that, with the exceptions noted, the articles shown in Part I of this return have, during the year ending September 200.. been counted by me or the persons named below, (3) that I have satisfied myself that closing balances of Part II actually represent articles lent or sent out for repairs, which could not for good reasons, be returned by the end of September 200, and (4) that the shortages detailed in Part III are receiving attention, and delays of more than three months in the clearance of individual items have been explained against them in the column of Remarks. Dated 200 Signature of Sub-Divisional Officer Signature of Divisional Officer Controlled Document Page No.: F&F/5-27
5.18. PWG 18 Statement of Receipts, Issues and Balances of Road Metal Road from.to.. Division.. Month 200.. Sub-Division.. Length Miles QM / F 18 No. of Mile Nature of Metal Opening Balance Received during the Month Reference to Bills Voucher Nos. in which collection was paid for Total Expended during the month Reference to Bills (Voucher Nos.) in which consolidation has been paid for Closing balance Actual checked by measurement 1 2 3 4 5 6 7 8 9 10 11 12 Date Result * Remarks Total. *Action taken in respect of deficiencies should be indicated in this column. Dated. Sub-Divisional Officer / Section Officer Controlled Document Page No.: F&F/5-28
5.19. PWG 19 Road Metal Rate Book or Lead Register Register showing Load (the lowest rates) at which metal can be supplied to the roadside through out the Division. QM / F 19 Name of Road No. of Mile No. of furlong Distance carried Metal Gravel Rate per 100 C. ft. Other Miscellaneous Carriage charges such as sorting, clearing, etc. Quarry from which dug Distance carried Quarry from which dug Rate for carrying per mile Digging and Stacking at road side Total M F M F Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Remarks Station Date... Divisional Officer Divisional Accountant.. Division Controlled Document Page No.: F&F/5-29
5.20. PWG 20 [See Paragraph 177 Note 3.] Register of Miscellaneous Revenue Yielding Properties Division. QM / F 20 200. ----- 200. Demand Collection Balance Serial No. Description of properly No. and date of lease agreement and sanction thereto Period of lease Amount of lease Conditions or recovery Average revenue for the past three years No. of installments Period covered Amount of installments Due date Actual date of realization Item number in Cash Book and month of receipt Amount Amount Date of Recovery Remarks explaining increase or fall of Revenue 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Rs. Rs. Rs. Controlled Document Page No.: F&F/5-30
5.21. PWG 21 (See Paragraph 182) Statement of Rents Recoverable in Cash or by Deduction from Pay Bills Name of Division. Major Head to be credited.. QM / F 21 Register No. of building Name of Building Name of Occupant Rank Office Pay and Allowance as known to the Divisional Officer Amount due to end of 200. To be filled in by the Treasury officer or other Disbursing Officer Amount recovered during Remarks with date and other particulars of changes in the rates of emoluments shown in Col. 6 1 2 3 4 5 6 7 8 9 Forwarding to Treasury or other Disbursing Officer for favour of supplying the particulars. Dated Divisional Officer Completed and returned to the officer in charge Division. Certified that the pay and allowances of the tenants named herein remained unchanged during the month and that no arrears of emoluments were paid to them during the previous month except as indicated in column 9. Treasury or other Disbursing Officer Dated.. Controlled Document Page No.: F&F/5-31