Programme of Pay & Accounts Office for Closing of F.Y. 2012-13

Government of West Bengal
Finance Department
Audit Branch

No. 531(65)-F(Y), Date: 18.01.2013

From: Shri Samiran Pal,WBCS(Exe)
Joint Secretary to the Government of West Bengal.

To: The Additional Chief Secretary/ Principal Secretary/ Secretary

Sub: Year ending programme for Pay & Accounts Office-I, II & III, Kolkata for Financial year 2012-2013.

Sir/ Madam,

It has been experienced that during the final months i.e. February and March of the financial year large number of bills are presented before the Pay & Accounts Offices-I, II & III, Kolkata leading to huge accumulation of bills in those offices and extreme pressure on the staff concerned. There is likelihood of committing mistakes resulting in complications when the Officers & Staff are to work under high stress. Such a situation is avoidable if submission of the bills are made in systematic and phased manner. Finance Department issues guideline every year in this respect and these are reiterated, in the following manner for the financial year 2012-2013 for adherence:

A Sanction issued upto Date by which bills are to be submitted to Pay & Accounts Offices
28.01.2013 11.02.2013
18.02.2013 25.02.2013
05.03.2013 15.03.2013
B Bills against Contingent Expenses incurred and TA bills for the Journeys undertaken up to Date by which bills are to be submitted to Pay & Accounts Offices
28.01.2013 11.02.2013
11.03.2013 19.03.2013
All other Bills 21.03.2013

C) Salary Bills for March 2013 should be presented by 11.03.2013.

D) Bills for other personal claims must be submitted on or before 11.03.2013.

E) i) Bills returned up to 04.02.2013 shall be resubmitted on or before 11.02.2013.

ii) Bills returned after 04.02.2013 but within 14.03.2013 shall be resubmitted within 7 days from the dale of return and the bills returned between 15th & 22nd March shall be resubmitted within 25.03.2013.

iii) Bills returned on 25.03.2013 & 26.03.2013 shall be resubmitted on the same day by 3.00 p.m.

iv) Bills returned before 2 p.m on 28.03.2013 shall be resubmitted by 2.30 p.m and the subsequent returned bills should be submitted within an hour from the time of return and after 8 p.m on 28.03.2013 no resubmission of bills should be allowed.

F) Closing of March, 2013 accounts shall be completed by the midnight of 28th March, 2013. Cheque(s) remaining undelivered on 28.03.2013 upto midnight shall be cancelled forthwith so that no cheques are delivered next day under any circumstances. This should be strictly adhered to.

G) You are, therefore, requested to please issue suitable instructions to all drawing and disbursing officers under your administrative control and under the payment control of Kolkata Pay & Accounts Offices to strictly follow the above programmes so that the work in Kolkata Pay & Accounts Offices can be carried out smoothly at the end of the financial year. Failing to comply with the above time schedule may lead to non realisation of bills for which D.D.Os shall be responsible.

H) No advance drawal shall be made without specific concurrence of the concerned Administrative Group of the Finance Department. No amount shall be credited to the Deposit Account (PL/LF/ Deposit Account) unless specific authorisation to that effect is given in the G.O. However, this restriction shall not apply to those accounts opened under statutory provisions.

Yours faithfully,

Sd/- S.Pal
Joint Secretary to the
Government of West Bengal

No. 531-F dated 18.01.2013