integrated financial management...
TRANSCRIPT
Integrated Financial Management System
Meeting on
Expenditure Data Capturing of “Works Department”
(Online LoC Module in IFMS )
22nd August , 2012
Presentation by
National Informatics Centre, Jaipur
Integrated Financial Management System
Agenda Points
1. Existing System
• Flow of information • LoC issue process • Cheque preparation and issue process • Deposit Heads • Deposit Works process
2. Proposed System
• Proposed Flow • Sub- Modules to be developed
LoC
Monthly Account to AG with Treasury Certificate
HoD ( Works Department)
Divisions 1
Bank
Treasury Finance
Department Further LoC to
offices
Authorized copy of LoC
Issues LoC Lump sum
Divisions 2
Divisions 3….
Letter of Credit for works Departments : Existing Flow
Reconciliation by Divisions at
Treasury
Accountant General (AG)
Treasury Submits Monthly Statement
of remittance cheques
LoC
After Payment Cheques to treasury
Issue Cheques according to
LoC
Checkbook issue
Check
book issue
Letter of Credit is issued by
Finance Department HoDs( Works Department)
Finance department issues LoC No Fixed pattern
Scheme wise Lump sum Major head wise Lump sum
HoD (Works Department) issues LoC
LoC for deposit Amount only No fixed pattern Further distributes the amount received from FD to subordinate offices
Letter of Credit (LoC) Issue process : Existing Flow
Cheque Preparation process
Contractor submits the bills. Based on the work details in the bill, budget head is identified Check the availability of budget according to LoC Based on the availability ,bills are cleared, following records are maintained:-
Payable amount in a particular bill , if payable amount is not equal to the bill amount then details like
service tax ( corresponding budget head is credited) security deposit(corresponding budget head 8443 is credited) other
if payable amount is equal to the bill amount then specify the category of payment categories are
security deposit ( deposit head 8443 will be debited)
Cheque Issue Process One cheque for many bills of one contractor. One cheque may include amount from
State Budget Deposit work amount
At Treasury Receives cheques from Banks No details of expenditure head Cheque contains amount of multiple works
Cheque Preparation & Issue process : Existing Flow
Copy of challan & Request for LC
Deposit works Process: Existing
MLA/MP Fund
Local bodies
Individual
Direct CSS
Deposit Work
Bank Division Deposit through
Challan
Maintain Register/ Ledger •Work Detail •Amount deposited
•Total Deposit Amount in a particular work
HoD (Works Department )
Cheque
Treasury
AG Intimation to AG in case of CSS
Amount deposited in three categories
1st Deposit Not in use as of now
2nd Deposit
Security Deposits
3rd Deposit From Local Bodies (University, MP/MLA Fund, )
4th Deposit Not in use as of now
5th Deposit
Earnest Money Amount withheld because of Non availability of LC Amount withheld for any other reason
???Direct from Central Government
Deposit Heads: Existing
Work 1 Work 2 Work 3 Work 4
Contractor 1 Contractor 2
PWD Division
XEN Officer
Cheque Preparation
& Budget Control
Cheque Entry at Compilation Section
of Treasury Link with Service Head
Details
AG
Budget Bills
Bill 1 Bill 2 Bill 3
Payment Information
Account to AG
New Reconciliation Report
LoC : Bill Process at works Department Su
bm
it Mo
nth
ly Acco
un
t to A
G
Cheque to Contractor
Cheque for Payment
( Bank Scroll with Cheque )
Bill 4
HoD
………
Cheque
BANK
TREASURY
One Check for One Bill
…………..
One Cheque for Multiple Bills
S.No Type Head Debited Head Credited
Civil Work
1 Major Head 2054 100
2 Amount Transferred to Division 100.00
3 Bill Submitted By Contractor 100.00
4 Actual Payment to Contractor 80.00 2054 by 100 8782 by 80
5 Security Deposit 10.00 8443 by 10
6 Service Tax 5.00 0054 by 5
7 Penalty 5.00 0030 by 5
Deposit Work
1 Amount received from say MLA 100.00 8782
3 Bill Submitted By Contractor 100.00
4 Actual Payment to Contractor 80.00 8782 by 100 8782 by 80
5 Security Deposit 10.00 8443 by 10
6 Service Tax 5.00 0054 by 5
7 Penalty 5.00 0030 by 5
Proposed System
Letter of Credit (LoC) : Proposed Process
Following online sub-Modules are to be developed:
Module for Letter of Credit issued by Finance Department.
Module for Letter of Credit issued by Works Department.
Module for Deposit amount Maintenance.
Module for Cheque Book Maintenance
Master Maintenance ( Works, Contractors etc)
Module for Budget Control at Works Department
Module for Bill Entry
Module for Maintenance of Works Details
Module for cheque preparation and printing.
Module for Interface with Budget and Treasury application
Module for Interface with AG.
Module for LoC issued by Finance Department : Proposed Process
LoC will be issued Budget Head wise (15 Digit) Amount can be transferred in installments/Phases
Single 15 digit budget head or all the budget heads of a particular scheme may
be selected at a time.
In case of scheme, all the budget heads of a particular scheme linked to the
selected department will be displayed and amount may be transferred accordingly.
FD will have to specify the budget heads on which LoC is applicable so that at the
time of bulk transfer from FD to HoD these heads will be treated as exception entry.
Scheme wise reports can always be generated as budget heads are linked with schemes
Online intimation of issues of LoC to the Works departments.
LoC
Monthly Account to AG with Treasury Certificate
HoD ( Works Department)
Divisions 1
Bank
Treasury Finance
Department
Further LoC to offices
Authorized copy of LoC
Divisions 2
Divisions 3….
Letter of Credit for works Departments Proposed Flow
Reconciliation by Divisions at
Treasury
Accountant General (AG)
Treasury Monthly Accounts includes
these cheques
LoC
After Payment Cheques to treasury
Issue Cheques according to
LoC
Checkbook issue
Check
book issue
Loc Module Budget Head
wise
Loc Module Budge t Head
Including deposit Works wise
Deposit Works
Maintenance
Cheque Book Control/
automatic reconciliation
Budget Control
AG Interface
Bank Interface
Cheque Preparation process Contractor submits the bills. Based on the work details in the bill, budget head is identified Check the availability of budget in the particular budget head based on LC Based on the budget availability ,bills are cleared
Enter payable amount, if payable amount is not equal to the bill amount then enter
service tax security deposit other sum of all the above + payable amount=billamount Amount of all the above category is transferred to budget head 8443
if payable amount is equal to the bill amount then specify the category of payment categories are
Refund of civil deposit like security deposit ( deposit head 8443 will be debited) Petty Payments
Cheque Issue Process One cheque for many bills of one contractor. One cheque may include amount from
State Budget Deposit work amount
Cheque Preparation & Issue process : Proposed
HoD ( Works Department)
Divisions 1
Bank
Treasury
Finance department
Further online Release Budget to offices
Online Intimation to Banks
Online Budget Head wise( 15 digit)
Distribution/ in Installments
Divisions 2
Divisions 3
Module to Issue cheques
According to Budget Availability
Cheques to Third Party
Letter of Credit for works Departments : Proposed flow
Checkbook issue
Automatic Reconciliation
Reports
Accountant General (AG)
Monthly Account to AG Treasury Monthly Accounts includes
these cheques
Link of Treasury System
Cheques to treasury
After Payment