KINDLY CONFIRM THE LIMITS IN VARIOUS RAILWAYS
ASSOCIATE FINANCE
HISTORY OF FINANCE DIRECTORATE IN RAILWAY BOARD
WIN FUNCTIONS ARE FINANCIAL ADVICE AND KEEPER OF
ACCOUNTS
F A – FINANCIAL ADVISER
C A O – CHIEF ACCOUNTS OFFICER
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CONSTRUCTION FINANCE
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STORES FINANCE
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WORKSHOP FINANCE
•
TRAFFIC FINANCE
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ESTABLISHMENT FINANCE
The work in the Stores Finance involves
- Vetting of Indents
- Vetting of Tabulation Statements & Brief Note
- Vetting of Purchase Orders
- Concurrence to Finance Proposals
Vetting of Indents/ANEs: Stock Item:
- A-Category: vetted by Associate finance. Quantity tendered to be verified with
respect to EAC approved by COS/CMM.
Buffer is taken for 1 month and for Safety/Vital items it is 2
months. If EAC being adopted is
more than 10% of the last three year’s annual consumption, then it is to
be indicated in the observation while verifying the tabulation statement.
- B-Category:
Vetting not required. Buffer
is taken for 2 months and for Safety item it is 3 months.
- C-Category:
Quantity tendered to be verified with respect to EAC approved by
competent authority.
In terms of Rly.
Bd. Lr.No.2007/RS(G)/779/1 dt.16-10-08, vetting of NS demand requisition is
required only for Safety items above Rs.2 lakhs and Rs.1 lakh for other than
Safety item.
u Approval of competent authority has been taken for
floating a tender. This should be
verified with respect to SOP.
u Description, drawing No., specification No. indicated
in the demand to be verified with that tendered
u Vetted original Indent is placed on file and funds
duly certified (more than Rs.1 lakh).
u Original Indent is placed on file and with funds duly
certified (less than Rs.1 lakh).
u Newspaper clipping is available of file. The description of the item therein should
match with that tendered/indented.
u In case of amendment to the tender, copy of
Corrignedum is available on file.
u In case of Limited/Special Limited tender attention of
all approved sources has been drawn.
Essentiality
certificate for requisition of Safety item valuing upto Rs.2 lakhs by Field
officer at JAG level and above Rs.2 lakhs for SAG level i.e. CWM/ADRM/DRM is
needed.
Similarly,
essentiality certificate for requisition of items other than Safety items
valuing upto Rs.1 lakhs by Field officer at JAG level and above Rs.1 lakhs for
SAG level i.e. CWM/ADRM/DRM is needed.
Signing of PAC:
Indenting Officer – upto Rs.25,000
JAG/SG officer –
Rs.75,000
SAG officer – upto Rs.3 lakhs
PHOD/CHOD – above Rs.3 lakhs
In case of items
required for RSP, NS Indent has to be prepared invariably even if it is a stock
item.
Vetting of
Non-Stock Items Indents
Vetting of tabulated statement of tenders and briefing
notes- With the introduction of eTendering,
Vetting of
Tabulation Statements & Brief Note
As per the MMIS
programme, the vetting of Tabulation Statement will be as under
If there are no
special conditions/PVC etc., given by any tenderers on commercial rate page,
the IREPS (Indian Railway Electronic Procurement System) generated tabulation
statement duly signed by the tender opening official from Stores and Stores
Accounts shall be deemed as vetted tabulation statement and no further vetting
by Stores Finance is required.
However, any Brief
Note containing details of LPR, availability of Option clause, demand reference
etc. should be got vetted from Finance before opening of tenders.
In case any
updated manual tabulation statement is required to be prepared for taking
PVC/conditional offer rate by tenderers with Account, such manual tabulation
statement shall be vetted by Accounts as per existing procedure.
u Special conditions such as SVC/PVC/FM/LD/
MODVAT/Discount clause have been highlighted.
u Level of TC to be indicated as per SOP.
u Briefing Note to accompany Tabulation Statement for
Sr.Scale TCs onwards. COS office
Lr.No.S.232.P.2G &P dt.20-06-06 to be followed.
u All sheets of the Tabulations Statement have to be
signed after verification.
u Special conditions enclosed to the AT form to be
highlighted while verifying the tabulation statement.
u Tender documents not signed by the tenderers and tems
with financial implications not rounded off by the tender opening officials
should be brought out in the observations while verifying the tabulation
statement.
u Counter offer with regard to the tendered description
quoted by tenderers, if any, should be specified.
u Details of LPR/rate from neighbouring Railways has
been incorporated in the tabulation statement duly placing copies of the same
in the case file.
u Tenderers who quote FOR/Destination to be highlighted
while verifying the tabulation statement.
Split up of costs to be called for purposes of bill passing.
Vetting of
Purchase Order
Two types of POs
are vetted by Stores Finance.
- More than Rs.10 lakhs: Purchase involving more than Rs.10 lakhs
are finalized through a constitution of Tender Committee.
POs are made out with reference to TC
recommendations and acceptance.
- Less than Rs.10 lakhs: Purchase involving less than Rs.10 lakhs
are directly finalized without going through the procedure of Tender
Committee.
- The above powers are applicable only for Stores
Dept. and Stores Items of Engg. Dept.
- Medical Dept. have separate powers of delegation.
Vetting of Pos
valuing more than Rs.10 lakhs
The following
points are to be scrutinized while vetting a PO.
u PO has been prepared as per TC recommendations and as
per the orders of the accepting authority.
u It should be ensured that there are no contradictions
between the PO and the firm’s offer and subsequent letters
withdrawing/modifying certain clauses/conditions based on the Rly’s request.
u PO terms and conditions viz., destination i.e. FOB,
FOR destination etc., inspection agency i.e. RDSO, RITES/Consignee, period of
delivery, IRS conditions of contract, price, PVC formula should be specified,
applicable rate of ED and CST, freight cost, SVC, MODVAT, payment terms, mode
of despatch, EMD/SD, Guarantee terms, validity of offer etc.
u Counter offer acceptance has been received from the
firms. POs should not be placed unless
the counter offer has been accepted by the firm unconditionally.
u As per the Indian Contract Act, a offer when accepted
becomes a promise/contract. Therefore,
in order to convert a proposal into a contract, the acceptance should be
absolute and unqualified.
u An acceptance introducing new terms or conditions
varying from that of a proposal amounts to a counter proposal and rejection of
the original offer unless the party making the proposal renews it or agrees to
suggested modification.
u In case of Stock items, availability of funds is to be
ensured.
u If the value of the Non-stock PO is more than that of
the Indent on account of rate, revetting of Indent is not required only
additional funds have to be certified by the consignee. However, if the increase is on account of
quantity, then, revetting is required.
u Developmental/Trial order should be boldly indicated
on the PO.
u If Option clause is available or not should also be
indicated.
u Risk purchase and details of original POs should be
clearly mentioned in the Risk purchase tender POs.
u In case a firm does not accept certain conditions of
advance acceptance letter, POs should not be vetted and referred back to the
TC.
Vetting of POs
valuing less than Rs.10 lakhs
These comprise of POs where there are no
TC for these cases and are prepared with reference to the firm’s offer.
The role of Accounts officer in vetting in such POs acquires greater
significance because these are the cases which are accepted directly by the
Purchase officer and they have not been deliberated upon by a TC.
The following points are to be scrutinized.
Description/specification furnished are complete
Corrections made in the demand have been attested
Demand is vetted if the value exceeds Rs.2 lakhs in case of Safety item and
Rs.1 lakh in case of other than Safety items.
u Quantity has been reviewed
u Acknowledgements for limited Tender/Bulletin Tender
have been placed on the file
u List of quality spares/RDSO sources/ICF sources have
been placed on the file
u Status of offer (solicited/unsolicited) with
respect to registration for the subject
rate growth.
u Rate reasonableness
u Reasons for passing over and acceptance of offers have
been recorded on each offer as well on noting side
u Samples have been submitted if required
u Technical suitability has been obtained
u PVC has been updated
u Funds certification incase of Non-stock item has to be
certified by the consignee.
u In case of Single offer for a Limited/Bulletin tender,
Urgency certificate has to be given by a officer not less than the grade of SAG
for above Rs.50,000 and by JAG for below Rs.50,000.
u Apart from the above, rate reasonableness should be
certified and the enquiries should have been sent to all the earlier suppliers
and acknowledgements to be placed on the file.
u If the value of Non-stock PO is more than that of the
Indent on account of rate, additional funds have to be certified. However, if the increase is on account of
quantity the Indent has to be revetted by Associate finance.
u NS requisition is to countersigned by competent
authority.
u Freight breakup given in case of FOR destination,
inspecting agency indicated, payment terms, price preference/time preference,
SV clause, SD, EMD, collection/waiver etc.
Check points for
vetting of Modified Purchase Order
Stores Finance
section vets MPOs in all cases where financial implications are involved. The following situation could arise during
the currency of contract and which will lead to modification of POs.
u Extension of delivery period and the funds have to be
booked to a different financial year as compared to the original booking.
Check points in
the MPO while exercising 30% Option clause:
u Contract is live i.e. delivery exists or supply are
yet to be completed.
u 30% Option clause is available on the original PO
u Demand is available and is placed on the fie.
u Approval of competent authority has been obtained for
exercising the Option clause.
u Whether any tender for similar item has been finalized
subsequently at a lower rate.
WORKSHOP FINANCE
Estimate Vetting – Pink Book, Aw, Umbrella, GM’S OOT
Indent Vetting
Vetting For Calling Quotations
Enhancement Of Imprest
Outsourcing,
Transfer Of Post and Persons, Surrender of Posts,
Vetting Of Tender Schedule
Vetting OF LOA (Letter of Acceptance)
Concurrence for increase and decrease in agreement
quantity of items above 25%
With inputs from Ms Banu Regi, Sr SO, O/O
FA&CAO/S&W/PER.
TRAFFIC FINANCE
- Publicity
Proposals –Car Parking, Pay& Use Toilets, Branding of Trains,
Commercial Advertisements, CCTV,
- Station
To Station Rates – M/S Dalmia Cements, India Cements,
- Siding
Charges – 96 Sidings In SRLy, Train Engine, Shunting Engine Hours,
Haulages Charges Revised Annually By Rb In June/July
- Goods
Proposals
- Long
Term Traffic Contract – extending freight rate stability, certainty and
assured supply of wagons to customers during the period for which the
agreement is signed involving more
than one Zonal Railway (scrapped by RB).
- Catering
Proposals – mobile/static. Now assigned to M/s IRCTC
- Vetting
of leasing of Parcel trains above Rs 100 Crores. Less than Rs 100 Crores
under DRM powers
- Vetting
of Parcel Rates
- Vetting
of Gati Sakthi Tourist train operations 500 trains approximately
but vetting of parcel rates is for 500 trains for
every year from 1st June and GATI SAKTI is for charter trains operated by
private parties and e-payment scheme, maintaining of all BG for all e-payment
customers and dealing with all policy matters issued by RB
for new proposal.
Coaching and goods proposal for write off regarding EFT
ticket and goods closed station will also be received in finance section.
According to SOP powers some proposal will be sent to
GM for personal sanction and other will get the sanction of PCCM with the
concurrence of FA&CAO.
With inputs from Ms Suganthi AA, Traffic Accounts
Office/MAS @ MMC
CONSTRUCTION FINANCE:
In Construction office, finance proposals for all the
depts- Engineering, Signal &Telecommunication, Elec are dealt for
(1) Introduction of new USSOR items- (Unified Standard
Schedule Of Rates)
(2) Introduction of new Non-USSOR items
(3) Interim variations
(4) Final Variation
(5) Concurrence for special cash imprest and general
cash imprest
(6) Concurrence for hiring of vehicles
(7) Miscellaneous finance proposals etc
With inputs from Ms Predeepa Sr SO, O/O
FA&CAO/CN/MS
