Role & Responsibilities of DDOs in reference to DFPRT, 2011.

Role & Responsibilities of DDOs in reference to DFPRT, 2011. Presented by: Er.Rajesh Kumar Das, TCS (Grade-I) Joint Director Elementary Education

DEFINITIONS Appropriation means the assignment to meet specified expenditure of funds including in a Primary unit of appropriation. Charged expenditure means the expenditure charged on the Consolidated fund of Tripura as listed in Article 202(3) of the Constitution. Contingent expenditure means all incidentals and other expenditure including expenditure on store which is incurred for the management of an office, for the working of technical establishment such as a laboratory, a workshop, an industrial installation, a farm and the like. A Continuing Scheme is one which has been administratively and financially approved in the previous year and continues to be under implementation as a plan or non-plan Scheme. Controlling Officer means and includes the Secretaries of all Departments in respect of Departments

DEFINITIONS DDO means the Head of Office and includes any Gazetted Officer serving under the Head of Office to sign a bill or order for him as authorized by him as per provision of Rule 142 of the Central Treasury Rules as adopted in the state. Department means the Department of the State Government as notified from time to time and for the purpose of these rules includes the Governor s Secretariat, the Legislative Assembly Secretariat, the Tripura Public Service Commission and other Commissions set up by the State Government. Each Case means in respect of non-recurring expenditure incurred at a given point of time and in regard to recurring expenditure, each type of expenditure of a recurring nature.

The Drawing and Disbursing Function: While functioning as the Drawing and Disbursing Officer one has to have knowledge of -Financial Rules, -Delegation of Financial Power Rules, Tripura,2011. -Treasury Rules, Service Rules, GPF Rules, -Group Insurance Rules, -Death-cum-Retirement Benefit Rules, -Medical Attendance Rules, -Professional Tax Rules, etc. In this short span we shall try to briefly touch upon some of the core areas that the Drawing and Disbursing Officer will have to deal with during his day to day work.

Books of accounts and Registers that have to be maintained by the DDO: Cash Book Bill Register Head-wise Allotment-cum-Expenditure Register Group D employees GP Fund Account Ledger and Broad Sheet Group Insurance Register

Maintenance of Cash Book Normally the Head of the office will be the Drawing and Disbursing Officer unless the duties and responsibilities of the DDO have been entrusted to a subordinate gazetted officer. Cash book should be maintained under double entry system. It has two sides, Receipts and Payments. Separate Cash Book should be maintained for each financial year. Every officer handling Govt. Money should maintain a cash book. The cash book should be bounded and its pages should be machine numbered.

Maintenance of Cash Book The D.D.O. should count the number of pages and record a certificate of count on the first page of the cash book. All cash/cheques/ demand drafts etc. received should be deposited into the bank as far as possible on the same day itself or next day positively so as to avoid cash in transit for long periods. If any cash is retained in hand that should be verified physically by the H.O/ D.D.O and recorded in the cash book and the cash in hand deposited into bank next day itself. When cash/cheque/d.d is paid into the bank, the counterfoils of the pay-in-slip should be verified with the cash book by the H.O/ D.D.O.

Maintenance of Cash Book Crossed Account Payee Cheque alone should be issued to third partied/firms etc. Bearer cheques should be avoided as far as possible. When payments are made through cheque, the number of the cheque should invariably be noted in the cash book for cross checking. If no transactions have taken in place in a day (s) the entry No transaction has to be noted in the Cash Book on that day (s) being attested by the H.O /D.D.O and balances carried over to next day. The D.D.O should scrutinize at end of each week to get ensured that the bills as submitted during the week have been encashed and entered in the cash book. If any bill remain uncashed, he should ascertain the reasons.

Maintenance of Cash Book All bills encashed and all receipts realized should be entered in the receipt side of the cash book on the date. Likewise all payment also should be entered on date. The cash book should be closed at the end of the day. Cash analysis showing bill wise and item wise balance is to be made while closing the cash book being authenticated by the D.D.O. At the end of the month D.D.O should verify the cah balance as per cash book with physical amount and record signed certificate indicating. Physical cash balance found on verification agreed with the book balance shown in the cash book.

Maintenance of Cash Book Any erasure or overwriting of any entry in the cash book is strictly prohibited. In such a case it should be corrected by drawing the pen through the incorrect entry and inserting the correct one in red ink in between the lines. The D.D.O should record dated initial invariably for every such correction. When any payment is made, the cashier should indicate against the relevant entry in the office copy of the bill or int he relevant supporting voucher that the payment has been made or putting a seal Paid on.... The D.D.O also should attest the entry paid in the cash book.

Disbursement of Drawn Amount The Head of Office and DDO is personally responsible for the amount drawn on a bill signed by him or on his behalf until he has paid it to the person (s) entitled to receive it and has obtained a legal acquaintance on the office copy of the bill or to Form TR-28 (CTR) 283(1).

Bank Reconciliation Monthly bank reconciliation should be carried out on a regular basis. Bank passbook should be sent regularly to the bank for making up-to-date entries of credit and debit in a month. In case bank pass book is not issued, monthly bank statement should be obtained from the bank regularly and entries to be tallied with the cash book. Any discrepancy to be rectified. A Synopsis to be prepared on a monthly basis.

ALLOTMENT OF FUNDS After the Budget has been passed, the Administrative Departments shall allot the provision under different units among the Controlling Officers out of the fund released by the Finance Department. Where the provision concerns only one Controlling Officer, it is implied that the entire fund released by the Finance Department is at his disposal. The Controlling Officer shall communicate allotment of funds to the Drawing and Disbursing Officers indicating reference of release of fund from the F.D. along with code and appropriation as advised from the Finance Department. While making allotment of fund among the DDOs by the Controlling Officer, the reference of release of fund from the F.D. along with code number must be mentioned indicating the appropriation position of the concerned release.

ALLOTMENT OF FUNDS It shall be the responsibility of Departments and Controlling Officers to ensure the budgetary provision for different schemes separately under State plan, non-plan Centrally Sponsored Schemes, Central Plan, Non-lapsable Central Pool of Resources and North Eastern Council Schemes are not exceeded in any circumstances except in cases where additional fund has been released from the F.D. subject to adjustment in the R.E.

ALLOTMENT OF FUNDS The drawal of money from Treasuries/Sub-Treasuries by Drawing and Disbursing Officers shall be restricted to the Letter of Credit (LOC) /Monthly or Quarterly Expenditure Ceilings (MEC)/Fund allocation order issued by the Controlling Officer in favour of the Drawing & Disbursing Officer(s) based on release or ceiling indicated by F.D. The Departments should send proposal for release/revalidation of central scheme funds only to the extent which could be actually utilized during the financial year to avoid the problem of revalidation in next/subsequent years.

GENERAL LIMITATIONS ON POWER TO SANCTION EXPENDITURE (1) No fund should be drawn merely to avoid lapse of budget provisions and to show expenditure by deposition in P.L. Account or bank/postal Account or otherwise. (2) A sanction to incur recurring expenditure becomes operative when funds to meet the expenditure of the first year are made available by appropriation or re-appropriation and remains effective during subsequent years subject to appropriation of funds in such years and also subject to the terms of sanction. (3) An authority may sanction expenditure or advance of money only in those cases where it is authorized to do so by (a) These or any other rules issued by or with the approval of the Finance Department. (b) The provisions of any law for the time being in force. (c) Any general order or special order of the Governor or other competent authority.

GENERAL LIMITATIONS ON POWER TO SANCTION EXPENDITURE (4) The exercise of powers to sanction expenditure is subject to the observance of general or special direction which the authority delegating or re-delegating such powers may issue from time to time. (5) No expenditure shall be incurred against a sanction unless funds are made available by appropriation or re-appropriation. (6) The Secretary of the Department and the controlling Officer shall arrange to be kept informed not only what has actually been spent from the grant or appropriation, but also what commitments and liabilities have been and will be incurred against them. They shall be completely responsible for the departmental expenditure. (7) Each bill irrespective of the amount involved (excepting salary bills) to be presented to the Treasury shall be accompanied with the sanction orders (s) by the authority empowered under these rules, without which such bills shall not be entertained.

PRIOR CONCURRENCE OF THE FINANCE DEPARTMENT: - 1) Prior concurrence of Finance Department shall be required in respect of the items mentioned below: - (i) Creation of posts. (ii)engagement of DRW/PTW/Contingent worker/contractual employees. (iii) Purchase of Vehicles. (iv) Hiring of vehicles. (v) Installation of telephones and extension of existing telephones. (vi) Purchase of furniture/ fax machines/ photocopiers/ electronic type writers/ computers and any other equipment not in common use in Government offices of the State. (vii) Re-drawal of lost cash. (viii) Writing off of losses. (ix) Deputation at State government cost of any individual or team to participate in any cultural, sports or similar programme outside the State

PRIOR CONCURRENCE OF THE FINANCE DEPARTMENT: - (x) Revision of pay scales/wages or of any service benefits and upgradation of any post. (xi) Terms and condition of appointment of persons in the State Government or Government Undertakings on deputation from Central Government, other State Governments, Central or other State Government Undertakings. (xii) Sanction of rent-free accommodation. (xiii)sanction of allowance/special pay/ honorarium/overtime allowance etc. unless covered under any specific order issued by the Finance Department. (xiv)contribution of equity capital to Public Sector Undertakings, (xx) Hiring of accommodation for official purpose within Agartala town and within a distance of 5 K.M. of Agartala Municipality area or outside the State.

PRIOR CONCURRENCE OF THE FINANCE DEPARTMENT: - (xxi) Acceptance of loan by any Department from financial institutions/undertakings. (xxii) Furnishing of guarantee by the State Government against any loan to be taken by any State Government Undertaking. (xxiv) Outsourcing of services (xxv) Engagement of consultants on long term basis. (xxvi) Opening of any new office/establishment. (xxvii) Opening of Bank/postal Account and making any term/fixed deposit. (xxviii) Filling up of vacant posts by direct recruitment. 2) In all cases mentioned under sub-rule (1), no action shall be taken without obtaining the prior approval of the Finance Department and under no circumstance ex-post-facto concurrence of the Finance Department shall be sought. The reference no. and date by which the Finance Department concurred in the proposal must be indicated on the Bills submitted to the Treasury in the absence of which the bill shall not be entertained. 3) Charges for vehicles hired with the prior approval of the Finance Department by any Government Department or any Government Undertaking shall be within rates specified in the Memorandum.

PRIOR CONCURRENCE OF THE FINANCE DEPARTMENT: - 4) The concurrence of the Finance Department shall not be required for purchase of the following items used in the Hospitals under the Health Department and the Home Department. :- i) Iron Cot ii) Bed-side Locker iii) Folding Table iv) Examination Table v) Long Bench with Backrest vi) Labour Table vii) Screen Stand viii) Bowl Stand ix) Stool x) Rack for medicines xi) Dispensing Table xii) Stretcher xiii) Wheel Chair 6) The concurrence of the Finance Department shall not be required for purchase of the following items of furniture and also for manufacture of items with the seized timber of the Forest Department used in the Education Department, Health & FW Department (for Government Medical College/Hostels), I & C Department (Hostels of ITIs) and TW/SC Welfare Department (for Hostels attached to residential schools) :- i) Class room furniture: - a. Joint Desk, Long Bench and High Bench. b. Teacher s Table c. Armless Chair d. Black Board ii) Stuff room furniture: - a) Chair with arms/leaning Bench b) Table c) Almirah d) Rack iii) Boarding house furniture:- a) Single Cot b) Reading Table c) Dining Table d) Meat safe The rates and terms of contract /supply recommended / approved by the Purchase Committees at different levels including SAB/WAB does not absolve requirement of concurrence of F.D. wherever the rules requires so.

SANCTION OF CONTINGENT EXPENDITURE ON ACCOUNT OF OFFICE EXPENSES Name of Officials Extent of powers delegated : Recurring a Heads of Office. Rs. 10,000 in each case Non- Recurring Rs. 20,000 in each case b Heads of Departments. Rs. 25,000 in each case c Secretary of a Deptt./Director General of Police/PCCF Rs. 50,000 in each case Rs. 40,000 in each case Rs. 1,00,000/- in each case d Department Full Powers Full Powers

ADMINISTRATIVE APPROVAL AND SANCTION OF EXPENDITURE IN CONNECTION WITH PLAN AND NON PLAN SCHEMES Powers for administrative approval and expenditure sanction in respect of both approved Plan and Non-Plan Schemes shall be as follows: - Authority to whom delegated Extent of powers (`in lakhs) Plan Non-Plan i Administrative Department Full Full Ii Heads of Department other than DMs 5.00 3.00 Iii D.M & Collectors 15.00 5.00 Iv BDOs 5.00 1.50 V Other Heads of Offices 2.00 1.00

RATES AND CONTRACTS The financial ceilings up to which rates and terms of contract for purchase of store/service contracts/ execution of works may be recommended by various committees shall be as follows: Sl.No. Name of Purchase Committee Financial Ceiling Limit i Lower Purchase Committee Rs. 3.00 Lacs ii Higher Purchase Committee Rs. 20.00 Lacs iii Departmental Purchase Committee Rs. 50.00 Lacs Iv Supply/ Work Advisory Board Full Power

Purchase of Vehicles The Departments may purchase vehicles at the DGS & D approved rate and no approval of the Purchase Committee shall be needed. Where payment in advance is unavoidable, the same may be made by cheque/draft without insisting on bank guarantee provided the purchase of vehicles is concurred by Finance Department.

DRAWAL OF A. C. BILL Sl. No. i Name of the implementing Officers B.D.O / Deputy Director, ARDD / Deputy Director of Agriculture / Deputy Director of Fisheries / Deputy Director of Education / Divisional Forest Officer/Executive Engineer of I&FM & PHE Extent to power Rs. 60,000/- in each case ii Superintendent of Agriculture, Assistant Director, Horticulture & Soil Conservation, Assistant Director, Animal Resource Development Department Principal, GTC / Farm Superintendent of Poultry Farm, Gandhigram/ Superintendent of Fisheries/ Inspector of Schools / Inspector of Social Welfare & Education / Child Development Project Officers. Rs. 30,000/- in each case iii Heads of office of High and Higher Secondary Schools, Education. & Youth Affairs. Rs. 20,000/- in each case

Principles to be followed in preparing bills for presentation at the treasury: 1.Only printed bill forms must be used. Computerised bills are also being accepted. 2.All bills should be drawn up in the particular T.R. Form meant for it. 3.All bills should be submitted in original. Carbon copies are not acceptable by treasuries. 4.Bills must be drawn up and signed in ink or a ball point pen. (However, with computers coming into use more and more, computerized bills are now being accepted by the treasuries though signature by the DDO is still required to be made in ink (by using a fountain or a ball point pen). 5. As soon as the bill is passed by the Treasury Pay & Accounts Officer where cheque system of payment has been introduced, the Cashier of the office or any other person authorized by the D.D.O. will collect the cheque after surrendering the token and an acknowledgement duly signed by the D.D.O.

CONTD 6.Amount of the bill should be written both in figures and words. 7.Fraction of a rupee should be rounded off to the nearest rupee. 8.Care should be taken to prevent any chance to interpolate the figures in the pay order. 9.There should not be any erasures on a bill. All corrections should be attested by the DDO under his full signature.

CONTD 10.For each head of account there should be only one bill. Two or more heads cannot be included in one bill. 11.Duly attested copy of Sanctioning Order, if any, should be attached with the bill. Where the existing power of the DDO does not allow him to draw a bill, countersignature of the competent authority will be necessary. 12.Tax at source for Income Tax and VAT should be deducted as per rules. 13.There is a space for indicating that a bill is under certain rupees. This should be properly filled in red ink. 14. Office copy of the bill should be initialled by the DDO and kept in a chronological order in his office. This is a safeguard against any fraud or double payment.

Contd 15.Recording the DDO Code on the bill should be ensured. 16.Salary bills should normally be submitted to the treasury by the middle of the month. Care should be taken to submit telephone and electricity bills within such time so that the payments can be made to the respective authorities within due time and rebates for timely payment can be availed of. 17.Care should always be taken to arrange for drawing a claim as soon as it becomes due.

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