south central railway employees co-operative credit … · 2018-07-21 · a) the cashier should...

SOUTH CENTRAL RAILWAY EMPLOYEES

CO-OPERATIVE CREDIT SOCIETY LIMITED,

SECUNDERABAD

WORKING MANUAL 2018

FOREWORD

It is very happy that a Working Manual is prepared for easy and smooth working

of the Society.

It is very useful particularly to the Junior staff in their daily working.

Ch.OS/G and Asst.Secretary have done a great job in bringing out the book.

I wish all the society staff to utilize the manual in their day to day working for

better and smooth working.

All the best.

Sd/-

RVSRK Prasad

31-03-2018 President

FOREWORD

Asst.Secretary and Ch.OS/G have worked hard in bringing out this book.

My best wishes to all the staff for utilisation of the manual in their day to day

working for better and smooth working.

Sd/-

Dorai Raj Bhushanam

31-03-2018 Vice- President

FOREWORD

It is very happy that first time in the society a Working Manual is prepared and

came into existence.

The idea behind preparation of the book is to facilitate the staff to follow the

same rules and guidelines in their day to day work. It is very useful to the staff in their

daily working, since there are no separate training classes for the Staff who are

inducted into Society’s working. It is very useful particularly to the Junior staff in their

daily working.

The credit goes to the Board of Management in bringing this book for the use of

Society Staff. I also congratulate and appreciate Sri B.Sai Kumar, Asst.Secretary and

his team for their sincere efforts in preparation of this Working Manual. Assistant

Secretary and Ch.OS (G) have done a great job in bringing out the book.

I wish that all the staff shall avail the benefit of this very useful material in

their day to day functioning for better and smooth working.

Sd/-

K.Altaf Hyssain

31-03-2018 Secretary

PREFACE/FOREWORD

Bring out this Working Manual is not possible without the instructions and

guidelines of the President, Vice-President.

We are very thankful to the Secretary for his guidance in every aspect in

preparation of the manual for the suggestions made and for his help in bringing up

the final shape of this Manual.

We are happy to present the Working Manual for easy and smooth working of

the Society.

While preparing the Working Manual due care has been taken to cover the working

procedure minutely. It has covered the working procedure of various sections of the

society such as Settlement Section, Establishment Section, Book Bank Section,

Enquiry, Loan Verification Section, Cashier Section etc. It has covered the general

working rules of all the important sections of the society which is very useful to the

Junior staff as well as Senior Staff in their daily working. All the efforts are made to

prepare this Manual in a simple way for easy understanding of the employees.

Sri M.Raghavendra Rao, PA to Secretary, Sri BK Srinivasa Rao, Internal Auditor,

Sri CCS.Sarma, Ch.OS&Incharge Accounts Section, Sri P.Srinivasa Rao, Programmer,

Sri DVS Bhaskara Reddy, Ch.OS/Settlement Section, Sri TP Natraj,

Ch.OS/Establishment Section, Sri A.Chandrasekhar, OS/Loan Verification Section

have shared their experiences and contributed in preparation of the Working Manual.

We have made every effort to remove the printing errors from the booklet. Further, if

the staff comes across any error and also if they have any suggestions, they are

requested to point out the same for the necessary rectification and improvement of the

Working Manual..

Sd/- Sd/-

B Sai kumar A Seshu

Asst. Secretary Ch.OS/G

31-03-2018

PREFACE

South central Railway Employees’ Co-operative Credit Society Limited.,

Secunderabad, Working Manual is prepared with the intention of providing

guidelines which assist the staff in the day to day working of the Society. As per

the instructions of Secretary Sri.K.Altaf Hussain this is prepared by Asst.Secretary

and Chief Office Superintendent (General) with the necessary and valuable inputs

received from senior most employees and supervisors of the society.

INDEX

Chapter I: Enquiry Section Page No.s 1 – 3

Chapter II: Cashier Page No. 4

Chapter III: Verification Section Page No.s 5 – 12

Chapter IV: Settlement Section Page No.s 13 – 19

Chapter V: R & D Section Page No.s 20 – 21

Chapter VI: Posting, NR & ONR Section Page No.s 22 – 23

Chapter VII: Cheque Section Page No. 24

Chapter VIII: Book Bank Section Page No.s 25 – 30

Chapter IX: Stores Section Page No.s 31 – 32

Chapter X: Establishment Section Page No.s 33 – 35

Chapter XI: Internal Audit Section Page No.s 36 – 38

Chapter XII: Accounts Section Page No.s 39 – 40

Chapter XIII: PA Section Page No. 41

Chapter XIV: IT Center Page No.s 42 – 45

Chapter XV: Notes Page No.s 46 – 52

THE SOUTH CENTRAL RAILWAY EMPLOYEES COOPERATIVE CREDIT SOCIETY LIMITED,

SECUNDERABAD

WORKING MANUAL 2018

The Society was established in the year 1923 with Registration No. 1548

and Registered under the Andhra Pradesh Cooperative Societies Act (NO.7)

of 1965 and Multi State Cooperative Societies Act 1984 to cater the needs

of Railway employees, formed with a motive to Saving, Thrift among

themselves and to assist the shareholders financially in times of difficulty

and to help them to get out of debts, to prevent them from falling prey into

permanent indebtedness and to run on no profit no loss motto.

The society grants loans to the shareholders such as General Loans,

Special Loans and Marriage Loans, besides loans welfare activities like Book

Bank facilities and scholarship to shareholders children, medical relief to

shareholders and their family.

The society functions with the following sections as detailed below:-

CHAPTER I:ENQUIRY SECTION: The staff in this section should check the

following items:-

After receiving the loan applications viz., General, Special and Marriage loans

manually verifying the controlling officers and verifying officers signature and

stamps appended or not, Borrower and sureties’ signature appended or not,

form duly filled in or not, any alteration attested under stamp and signature or

not, alterations in amount should be signed/attested by the borrower and the

sureties, writing on whitener is not allowed. Borrower/Sureties cannot attest

or forward the application.

a) List of enclosures for General Loan: (Form No.CCS.5)

1) Society Loan form duly filled and forwarded by the controlling department.

2) Self attested Society pass book Xerox.

3) Self attested Bank pass book Xerox.

: 2:

4) One surety is required.

5) Without surety also they can avail loan on CMTD, it is termed as CMTD

Loan

b) List of enclosures for Special Loan: (Form No.CCS.5A )


2) Self attested Society pass book Xerox.

3) Self attested Bank Pass Book Xerox.

4) Current month pay slip Original or Xerox duly attested by the department.

5) Two sureties are required.

c) For Marriage loan enclosures: (Form No.CCS.5B)

1) Two sureties are required.


3) Borrower original Society pass book Self attested Xerox copies of both

sureties.

4) Self attested Bank account Xerox copy should be enclosed.

5) Current month pay slip Xerox duly attested by the department of Borrower

and both Sureties.

6) Xerox copy of Aadhar card of Bride/Bridegroom.

7) Wedding card in original.

8) Pass declaration forwarded through personnel Branch for

children/dependent sister/widow sister. For self marriage pass declaration

is not required.

9) The loan form should be forwarded by the Personnel Branch.

10) Any correction using whitener will invariably be rejected.

Other than loan forms they should also receive the excess recoveries,

postal covers, Scholarship forms, medical assistance forms (Except covers

marked ‘Confidential’ and Legal/Court Papers) They should append date

stamp on each and every form/letter received and before sending them to

: 3:

the concerned sections immediately, they should maintain a record and

obtain acknowledgement from the sections.

They should attend to the shareholders grievances and give necessary

information as required by them, besides attending to 2 cug mobiles and 1

railway phone for enquiries from shareholders. They should be polite and

not involving in any argument and should have utmost patience

They have to write cash memos for repayment of loans, shortfall of ¼

amount, loss of pass book and etc., before writing they should confirm the

amounts to be written with care in writing the account codes. There should

be at least one per in the section at all times during working hours.

: 4 :

CHAPTER II: Cash Section: Duties and Responsibilities of Cashier.

a) The Cashier should check the cash memo issued by the enquiry clerks

for remittance of cash/cheques/Demand draft contains signature of

clerk/OS and Ch.OS/AS.

b) He should also check the code numbers and amount entries duly tallied.

c) The cashier issues receipts for the cash received to the different head of

accounts as per the cash memo. In case of cheques/Demand drafts, a

manual receipt is issued and sends them to Accounts Section for

depositing in Bank. After the above are credited into our bank with an

endorsement from the accounts section the entries will be made in the

system and a receipt will be issued.

d) The cashier should not accept cash more than Rs.20000/-in a day.

Cashier has to do the cash payments related to Board of Directors,

Delegates and staff and other miscellaneous payments, and also

issue/clearance of advance after certification by sections viz., Incharge ,

Accountant, Audited by the I.A. and approved by the Asst. Secretary or

Secretary as the case may be.

e) And apart from payments he should take care of admissions (Form

No.CCS.1), writing of new member pass book (CCS Form No.101) and

duplicate pass books.

f) A shareholder can be readmitted after completion of 6 months from the

date of closure of his account.

g) Cashier should tally the cash and deposit cash in excess of Rs.20,000/-

into Society’s Bank A/c on daily basis before banking hours. Excess if

any should be informed to Ch.OS(G), Asst. Secretary and Secretary.

h) At the end of the day all transactions are to be physically checked

and audited by Internal Audit section or Incharges of the branches as

the case may be.

: 5 :

CHAPTER III: Verification Section:

All the loan applications received in enquiry section are received by the

Ch.OS In charge in turn he will distribute the application amongst his clerks,

duly checking specimen signature of the forwarding officer.

List of enclosures for General Loan to be checked by the processing clerk:

a) Society Loan form duly filled in and forwarded by the controlling

department.

b) Incomplete loan form should be rejected.

c) Self attested Society pass book Xerox.

d) Self attested Bank pass book Xerox.

Important aspects to be verified while processing the General loan

applications.

a) He/she shall register the loan application in the system duly updating all

the entries available in the loan form.

b) 1 year service should be completed to avail the loan.

c) One surety is required.

d) For the first loan 1 CMTD recovery is to be effected and posted.

e) In case of Readmitted Shareholder 50% of CMTD and 100% MBF amount

paid at the time of closure of his account should be recovered.

f) In case the shareholder is not eligible for MBF it should not be recovered.

g) He/she should check for the eligibility of loan like ¼ period and ¼ amount is

completed/received for the previous loan or not.

h) In case ¼ amount not completed but ¼ period is completed the amount

should be paid in cash or cheque to make good for processing from the

borrower.

i) He/She should manually verifying the controlling officers and verifying

officer’s signature and stamps appended or not.

: 6 :

j) Borrower and sureties’ signature appended or not.

k) In case of difference in data with our records like PF No./DOB/DOA/Fathers

name/Husband name should be rejected.

l) He/She return the loan form if the recoveries of Borrower and sureties of

both general, special and marriage loan are irregular.

m) Any alteration attested under stamp and signature or not.

n) If Current month recovery towards general, special and marriage loan is not

made loan will be rejected.

o) Alterations in amount should be attested by the borrower and the sureties.

p) Writing on whitener should invariably be rejected.

q) Short fall/Non recoveries of CMTD and MBF should be recovered in full in

the loan.

r) Difference in 10% of loan sanction towards share account should be

recovered in loan.

s) Difference in 10% of loan sanction towards CMTD account should be

recovered in loan.

t) Any debit it the CMTD account should be recouped from loan.

u) Recovery of the subsequent month to be anticipated.

v) Current month recovery to be anticipated if the posting is not done.

w) Rs.10/- should be recovered towards RBF on every loan.

x) Interest for the current month should be recovered, outstanding if any

should also be recovered

y) Outstand loan amount should be recovered in the loan.

z) 1% of Gross loan to be recovered towards Loan Relief Fund on subsequent

loans 1% on net sanctions to be recovered.

aa) A shareholder can stand surety to 3 shareholders.

bb) Loan can be availed in 12 , 18,24,30,36,42,48,54 and 60 Instalments.

cc) Loan can be availed in 9 months if service less than 12 months.

dd) All the loan entries are to be made in the loan form manually.

: 7 :

ee) 90% of the CMTD balance can be availed as loan subject to sureties

are nil and further sureties should not be accepted, eligibility criteria

applies.

ff) Loan Eligibility criteria is as follows @ 5% Flat P.A.:

Service upto 5 years loan eligibility: Rs.1,20,000/-

Service from 5 to 10 years loan eligibility: Rs.1,50,000/-

Service from 10 to 15 years loan eligibility: Rs.1,80,000/-

Service above 15 years loan eligibility: Rs.2,30,000/-

CMTD balance Rs.1,00,000 to Rs.1,50,000 eligibility: Rs.2,50,000/-

CMTD balance above Rs.1,50,000 eligibility: Rs.3,00,000/-

Gazetted Officers Rs.3,50,000/-

gg) All conditions printed on the General loan form should be fulfilled/checked

thorougly in all aspects to process the loan.

Loan passing OS should check all the above details and authorize the loan

and should send it to Internal Audit Section/Branch Incharges for further

disbursement as the case may be.

: 8 :

List of enclosures for Special Loan to be checked by the processing clerk:


department.

b) Incomplete loan form should be rejected.

c) Self attested Society pass book Xerox.

d) Self attested Bank pass book Xerox.

e) Current month payslip attested by the department.

f) Two sureties are required.

Important aspect to be verified while processing the Special loan form.

a) He/she shall register the loan application in the system duly updating all

the entries available in the loan form and enclosures viz., Bank details and

payslip details.

b) 30% take home salary after recovery of instalments of this loan.

c) For calculation of take home salary VPF should be taken care off.

d) 1 year service is to be completed to avail the loan and should have availed

General Loan.

e) For the first loan 3 CMTD recoveries are to be effected/posted.

f) Should check for the eligibility of loan like 24 months period and 24 months

amount is completed/received for the previous loan or not.

g) After completion of 12 months they can avail the loan provided a

foreclosure form is signed and submitted along with the loan for shortfall

interest recovery to be made for the difference period of 24 months while

sanctioning the loan.

h) Should manually verifying the controlling officers and verifying officer’s

signature and stamps appended or not.

i) Borrower and sureties’ signature appended or not.

j) In case of difference in data with our records like PF No./DOB/DOA/Fathers


: 9 :

k) Should return the loan form if the recoveries of Borrower and sureties of

both general, special and marriage loan are irregular.

l) If Current month recovery is not made loan will be rejected.

m) Any alteration attested under stamp and signature or not.

n) Alterations in amount should be attested by the borrower and the sureties.

o) Writing on whitener should invariably be rejected.

p) Short fall/Non recoveries of CMTD and MBF should be rejected.

q) Interest for the current month should be recovered.

r) Outstand loan amount should be recovered in the loan.

s) 1% of Gross loan to be recovered towards Loan Relief Fund on subsequent

loans 1% on net sanctions to be recovered.

t) A shareholder can stand surety to 3 shareholders (Marriage loan surety is

also included in 3 sureties and cannot stand surety if given to special loan).

u) Loan can be availed in 24,30,36,42,48,54 and 60 Instalments.

v) Loan can be availed in 18 months if service less than 24 months.

w) Recovery of the subsequent month to be anticipated.

x) Current month recovery to be anticipated if the posting is not done.

y) All the loan entries are to be made in the loan form manually.

Loan Eligibility criteria is as follows @ 7% P.A.

CMTD balance upto Rs.40,000/- loan eligibility: Rs.1,40,000/-

CMTD balance between Rs.40,001/- to Rs.60,000 loan eligibility: Rs.1,75,000/-

CMTD balance between Rs.60,001/- to Rs.80,000 loan eligibility: Rs.2,30,000/-

CMTD balance above Rs.80,000/- loan eligibility: Rs.3,00,000/-

Gazetted Officers Rs.3,50,000/-

z) All conditions printed on the Special loan form should be fulfilled/checked

thorougly in all aspects to process the loan.

: 10:

Loan passing OS should check all the above details and authorize the loan

and sends it to Internal Audit Section/Branch Incharges for further

disbursement as the case may be.

List of enclosures for Marriage Loan to be checked by the processing clerk:


department.

b) The loan form must be submitted atleast 10 working days prior to the date

of marriage, failing which the loan will not be considered.

c) Incomplete loan form should be rejected.

d) Original Society pass book.

e) Self attested Xerox copies of Sureties Society pass books.

f) Self attested Bank pass book (Ist page) Xerox.

g) Current month Payslips of Borrower and both the sureties, attested by the

department.

h) Original wedding card.

i) Name of the Bride/Bride groom should be declared in Railway Pass

declaration form.

j) Self attested Xerox copy of medical card should be enclosed as proof

towards declaration of Bride/Bride groom name as per railway records.

k) Self attested Xerox copy of Aadhar Card of Bride/Bride groom as proof

towards the proof of age.

: 11 :

Important aspect to be verified while processing the marriage loan form.

a) Loan is given to self/dependent sister/daughter/son/widow sister.

b) Minimum age for Bride is 18 and Bride groom is 21 as per Indian Marriage

Act.

c) Two sureties are required.

d) He/she shall register the loan application in the system duly updating all

the entries available in the loan form.

e) 30% take home salary after recovery of instalments of this loan.

f) For calculation of take home salary VPF should be taken care off.

g) 1 year service is required to avail the loan and should have availed General

Loan.

h) For the first loan 6 CMTD recoveries are to be effected/posted.

i) Loan can be availed twice in service (self/dependent

sister/daughter/son/widow sister), provided the previous loan is totally

cleared, and should have completed 24 instalments/recovery.

j) Foreclosure interest applies as per special loan norms.

k) He/She should manually verifying the controlling officers and verifying

officer’s signature and stamps appended or not.

l) Borrower and sureties’ signature appended or not.

m) In case of difference in data with our records like PF No./DOB/DOA/Fathers


n) He/She return the loan form if the recoveries of Borrower and sureties

towards general, special and marriage loan are irregular.

o) Recovery of the subsequent month to be anticipated.

p) Current month recovery to be anticipated if the posting is not done.

q) If Current month recovery is not made loan will be rejected.

r) Any alteration attested under stamp and signature or not.

s) Alterations in amount should be attested by the borrower and the sureties.

t) Writing on whitener should invariably be rejected. Short fall/Non

recoveries of CMTD and MBF should be rejected.

u) Shortfall/Non recoveries of CMTD and MBF should be rejected.

: 12 :

v) Interest for the current month should be recovered.

w) Outstand loan amount should be recovered in the loan.

x) A shareholder can stand surety to 3 shareholders for special loan, surety for

marriage loan can be availed from above limit, a shareholder can stand

surety to 1 marriage loan and he should not be a surety to his special loan.

y) Loan can be availed in 24,30,36,42,48,54,60,66 and 72 Instalments.

z) Payment of loan is made through NEFT after confirmation of marriage by

the deputed staff.

aa) All the loan entries are to be made in the loan form manually.

bb) Maximum Loan is Rs.4,00,000/- @ 7% P.A. depending upon repaying

capacity in multiples of Rs.25,000/- in case of less eligibility.

cc) All conditions printed on the Marriage loan form should be

fulfilled/checked thorougly in all aspects to process the loan.

OS should check all the above details and authorize the loan and sends it to

Internal Audit Section/Branch Incharges for further disbursement as the

case may be.

: 13 :

CHAPTER IV: Settlement Section:

List of enclosures to be checked by the Settlement Registration clerk, cases

pertaining to Ceasing Membership, Retirement, VR, Medical Unfit,

Compulsory Retirement, LARSGESS and Removed from Service:

a) Closure form duly filled in and attested/forwarded by the concerned

department.

b) Three years of membership is must for closure of membership.

c) Self attested Xerox copy of Bank Pass Book Ist page of the shareholder or

Bank Statement or cancelled cheque.

d) Original Society Pass Book.

e) Original Share Certificates.

f) Surety release form with society pass book Xerox self attested wherever

sureties are outstanding.

g) Service Certificate/Memorandum/Inter Railway Transfer Memorandum.

h) While registering the case,

(i) Share admission form/Index card (old), from Records should be

enclosed.

(ii) ECCS 95 (A)/MBF Nomination form, from Records should be enclosed.

i) Should also fill the ECCS 19 form and enclose it to the case.

Important aspect to be verified while processing the settlement case

1. To check whether the claim form is duly filled in correctly, signed by the

shareholder and forwarded by the controlling officer.

2. Three years of membership is must for closure of membership.

3. For death and Inter Railway Transfers there is no time restriction for

settling the case.

: 14 :

4. If the liabilities (General, Special, Marriage and Laptop Loans) are more

than assets (CMTD and share) the case should be rejected, duly advising to

remit the difference of amount.

5. If Sureties are outstanding towards General, Special and Marriage Loans,

surety release forms should be enclosed along with the self attested Xerox

copy of New Surety society Pass books.

6. Before releasing the sureties they should check whether the new surety is

eligible to offer surety and his recoveries are regular and should not retire

before the completion of loan tenure.

7. To check the dues towards Book Bank account recover if due.

8. Penalty for loss share certificate @ Rs.2/- per share should be deducted.

9. Postal Charges are to be recovered as per the existing postal rates.

10. To check the surety release form for signatures, attestations and

forwarding signature and stamps.

11. Share holder who have availed loans (General and Special) on or after

01.11.2016, only 50% of amount in LRF account will be refunded.

12. In case of non recoveries more than 3 months for all loans penal interest @

3% is to be charged.

13. In case of Compulsory Retirement/Removed/Dismissed are not entitled for

Retirement Benefit Fund.

14. In case Superannuation/Voluntary Retirement/Medical Unfit/LARSGESE

under Retirement Benefit Fund Scheme a sum of Rs.5000/- or 8% on CMTD

holdings whichever is less will be paidto the shareholder provided they

should be a continuous member for 20 years or more.

15. Calculation of interest on MBF amount is (a) below 15 years is 25% (b)

above 15 years and below 25 years is 30% © above 25 years is 35%.

16. Cases kept under suspense should be released after fulfilling all the reasons

kept for pending.

17. All the suspense cases should be kept under the safe custody of

CH.OS/Settlement Section.

: 15 :

18. The entire pending dividends are to be paid/adjusted before closure of

account.


pertaining to Death of shareholder while in service.

a) Closure form and CCS 95 B (claim) form duly filled in Signed by the

nominee/claimant and attested by the department and forwarded by the

personnel branch.

b) Self attested Xerox copy of Bank Pass Book Ist page of nominee/claimant or


c) Original Society Pass Book.

d) Original Share Certificates.

e) Surety release form with society pass book Xerox self attested wherever


f) Original Death Certificate or Xerox attested by a gazetted officer.

g) In case of death of nominee, death certificate of nominee and Family

declaration from MRO should be submitted.

h) In case of claim other than the nominee PPO/DCRG payment from Railway

should be enclosed.

i) In case claimants are more than one, payment will be made to all.

j) In case claimants are more than one, and to be paid to one among them,

they should submit No objection certificate from the remaining nominees

on Indemnity Bond from Magistrate.

k) While registering the case,


enclosed.

(ii) ECCS 95 (A)/MBF Nomination form, from Records should be enclosed.

l) Should also fill the ECCS 19 form and enclose it to the case.

: 16:

Important aspect to be verified while processing the MBF settlement case

a) To check whether the claim form is duly filled in correctly, signed by the

nominee and forwarded by the controlling officer.

b) If the liabilities (Special, Marriage and Laptop Loans) are more than assets

(CMTD and share) the case should be rejected.

c) If Sureties are outstanding towards General, Special and Marriage Loans,



d) To check the surety release form for signatures, attestations and


e) Before releasing the sureties they should check whether the new surety is

eligible to offer surety and his recoveries are regular.

f) To check the dues towards Book Bank account recover if due.

g) Should take approval from Incharge MBF Section, Internal Auditor,

Secretary and Convenor or Directors MBF Committee.

h) Penalty for loss share certificate @ Rs.2/- per share should be deducted.

i) Postal Charges are to be recovered as per the existing postal rates.

j) Under this scheme nominee will be paid Rs.30,000/-.

k) MBF non recoveries will be made good from Rs.30,000/-

l) In case Railway dues are recovered the difference of amount or in full as

the case may be, should be refunded to nominee for Railway benefits.

m) Share holder who have availed loans (General and Special) on or after

01.11.2016, entire loans will be waived off and to be adjusted against LRF

account.

n) While finalizing the case any dues towards loans i.e., special and marriage

loans, are to be deducted where LRF is not recovered.

o) Cases kept under suspense should be released after fulfilling all the reasons

kept for pending.

p) All the suspense cases should be kept under the safe custody of


: 17 :

q) The entire pending dividends are to be paid/adjusted before closure of

account.


pertaining to Accidental Death of shareholder while in service.

a) Account Closing form and Accidental death benefit form duly filled in

Signed by the nominee/claimant and attested by the department and

forwarded by the personnel branch.

b) Police FIR Xerox copies (All Pages) to be attested by gazetted officer.

c) Post Mortem Report Xerox copies (All Pages) to be attested by gazetted

officer.

d) ShavaPanchanama Xerox copies (All Pages) to be attested by gazetted

officer.

e) Final closure Report from court Xerox copies (All Pages) to be attested by

gazetted officer.

f) Self attested Xerox copy of Bank Pass Book Ist page of nominee/claimant or


g) Original Society Pass Book.

h) Original Share Certificates.

i) Surety release form with society pass book Xerox self attested wherever


j) Original Death Certificate or Xerox attested by a gazetted officer.

k) In case of death of nominee, death certificate of nominee and Family

declaration from MRO should be submitted.

l) In case of claim other than the nominee PPO/DCRG payment from Railway

should be enclosed.

m) In case all nominees claim for the benefits, where there is more than one,

payment will be made to all.

: 18 :

n) In case nominees are more than one, and to be paid to one among them,

they should submit No objection certificate from the remaining nominees

on Indemnity Bond from Magistrate.

o) While registering the case,


enclosed.

(ii) ECCS 95 (A)/MBF Nomination form, from Records should be

enclosed.

p) Should also fill the ECCS 19 form and enclose it to the case.

Important aspect to be verified while processing the Accidental Death

Benefit Fund case

a) To check whether the claim form is duly filled in correctly, signed by the

nominee and forwarded by the controlling officer.

b) If the liabilities (Special, Marriage and Laptop Loans) are more than assets

(CMTD and share) the case should be rejected.

c) If Sureties are outstanding towards General, Special and Marriage Loans,



d) To check the surety release form for signatures, attestations and


e) Before releasing the sureties they should check whether the new surety is

eligible to offer surety and his recoveries are regular.

f) In case Railway dues are recovered the difference of amount or in full as

the case may be, should be refunded to nominee for Railway benefits.

g) To check the dues towards Book Bank account and recover if due.

h) Penalty for loss share certificate @ Rs.2/- per share should be deducted.

i) Postal Charges are to be recovered as per the existing postal rates.

j) Should take approval from Incharge MBF Section, Internal Auditor, and

Secretary

: 19 :

k) And should be approved in Board of Directors Meeting.

l) Under this scheme a sum of Rs.3,00,000/- is paid to the nominee duly

deducting the loans i.e., general, special and marriage loans, where LRF is

recovered in general and special loans the amounts will not be deducted.

m) Cases kept under suspense should be released after fulfilling all the reasons

kept for pending.

n) All the suspense cases should be kept under the safe custody of


o) The entire pending dividends are to be paid/adjusted before closure of

account.

CASES TO BE OPENED UNDER BY LAW 43

If a shareholder recoveries towards general, special and marriage loans are

not effecting for more than 6 months they are called defaulters, and their

accounts can be closed under this section.

1) In case of liabilities are more than assets the balance amount should be

recovered equally from the sureties or adjusted from their CMTD balances.

2) Before Recovery/Adjusting from Sureties, the sureties should be intimated

through a covering letter and a copy of the same is to be sent to their pay

drawing officers.

3) In case Assets are more the case should be closed and the amount should

be kept in suspense.

4) The entire pending dividends are to be paid/adjusted before closure of

account.

: 20 :

CHAPTER V: R&D Section:

After the disbursement i.e., printing of individual

cheques/NEFT/RTGS/CORE and etc., of General loans, Special loans,

Marriage loans, MBF, Settlement, Excess Recoveries, Dividends and all

miscellaneous vouchers, the paid loan forms, settlement cases, excess

recoveries forms, Disease Relief Fund forms, scholarship forms along with

the vouchers will be sent to dispatch section for further process, duly

making entry in the register for acknowledgement from the Records

Section.

HEAD QUARTERS DESPATCH

1) Individual Cheques other than NEFT/RTGS/CORE will be sent to the

respective Banks in Headquarters, irrespective of branches.

2) The Original Society Pass books along with Loan Advice, Deduction

Advice and Share certificates if any will be sent to respective

departments by despatch peons.

3) NEFT/RTGS/CORE cheques on daily basis will be sent to

SBI/Himmathnagar for payment of loans and etc., to shareholders

respective bank accounts.

4) Return applications of General, Special and Marriage loans will be

sent to respective departments.

5) Board Meeting letters/Official letters if any will be sent to respective

departments.

6) Non Recovery and surety intimation letters will be sent to respective

departments.

: 21 :

LINE DESPATCH

1) Despatch clerk will draw a sum of Rs.5000/- towards postal account

for purchase of postal stamps, which should be maintained, cleared

and drawn once the amount exhausts.

2) The Original Society Pass books along with Loan Advice, Deduction

Advice and Share certificates if any will be sent to respective

departments will be sent by post.

3) Return applications of General, Special and Marriage loans will be

sent by post.

4) Board Meeting letters, Official letters if any will be sent to respective

departments by post.

5) Non Recovery and surety intimation letters will be sent by post.

: 22 :

CHAPTER VI: Postings Section:

1. Postings CMTD, MBF, General Loans, Special Loans and Marriage Loans of all the divisions of HQRS, SC, HYB, LGD, NED, BZA, GTL & UBL every month through regular pay sheet. The soft copy of the recoveries received from EDP centers should be modified into the format required for the posting upload. Through upload the recoveries are to be posted to the shareholders’ accounts by matching their pfnos and demand. Unmatched recoveries are to be credited to suspense. The excess recoveries and suspense recoveries are to be cleared after getting the details.

2. Other than the posting sent through soft copy are posted through adjustment (A/c to A/c transfer). Any unidentified accounts which are credited to suspense are to be checked and credited to respective accounts through adjustment.

Non-Recoveries and shareholders’ grievances:

(a) Reasons for Non-Recoveries: In case of Leave without Pay of the

borrower, Transfer to other Units, where recovery amount exceeds net

pay of the borrower.

(b) Revised deductions are advised to recover the amounts, they should

monitor for 3 months and should be sent personally to concerned

departments to know the whereabouts.

Grievances from the shareholders regarding the recoveries, stoppages and

rectification thereon. Non – recoveries output is to be taken and processed

so as to send them to EDPs for the commencement of recoveries viz.,

CMTD, MBF, General Loans, Special Loans and Marriage Loans. Grievances

from the Shareholders are to be noted in registers month wise. Each and

every non-recovery is to be checked in the system and recovery slab is to

be calculated taking the latest loan balance. The calculated amount for the

: 23 :

same is to be entered in a Database file and in the same manner Stoppages

entry for the CRs paid by the shareholders for clearance of General loan,

Special loan and DML are to be entered in a separate Database file.

Retirements and Other than Normal Retirements:

To Issue no due/due letters to various departments including surety

liabilities receivable from the shareholders with respect to employees

demitting service on various grounds i.e., Superannuation, Voluntary,

Compulsory, Removed, Missing, Medical Unfit, LARSGESS and Expired.

Issue of revised due letters in case of clearance of surety or delayed. To

calculate the dues of the shareholders including the surety liability.

Excess Recoveries:

(a) Reasons for excess recovery: If a shareholder clears (through cash at the

counter and, if the amount exceeds Rs.20,000/- will be paid through

cheque\DD) the loan after 10th of that particular month as the recovery

for EDP will be generated the amount will be recovered in that particular

month, it is excess recovery.

Excess recoveries should be refunded to the member’s bank account

through NEFT without any claim letters, but bank account should be

ensured before making the payment, every excess recovery/non member

recovery has to be checked with their respective loan accounts if there is

any non recovery the excess amount should be adjusted to that account, if

the excess amount is against (a). For non member recovery it should be

refunded with a claim and Xerox copy of bank pass book for authenticity.

: 24 :

CHAPTER VII: Cheques Section:

After the disbursement of Loans (General, Special and Marriage Loans) by

the Internal Audit section/Branch Incharges as the case may be.

1) The Staff will make all entries in the system such as Excess

Recoveries, Scholarships,

Medical Aid, Establishment vouchers and all miscellaneous bills except

Loans and Settlements.

2) They should take the print out of subsidiary cash book statement

along with the Cheques, and check the details of Name, Bank Account

number, IFSC code, Amount of NEFT/CORE/RTGS.

3) They should take the print outs of Share Certificates for General

Loan.

4) They should take the print out of the Deduction advices of the

General Loan, Special Loan and Marriage Loan.

5) They should take the Print outs of Forwarding Memos.

6) All the Cheques along with the Loan applications/Settlement

Cases/Misc. vouchers will be sent to R & D Section.

: 25 :

CHAPTER VIII: BOOK BANK SECTION

List of enclosures for availing books to the wards of members:

a) Book Bank form (ECCS 124 B) duly filled in and forwarded by the controlling

officer and Principal of the College.

b) They shall enclose the Cash Receipt paid at the Society Cash Cashier

Counter a sum of Rs.20/- as registration fee for every academic year.

After issuing the books they should return the Books as soon as academic year is

completed otherwise the double amount of the MRP of the Book will be deducted

while settling his account. In case of death One and Half time of the MRP will be

deducted from the account. Books will be issued for Inter, Degree, Post

Graduation and Professional Courses worth Rs.5,000/-, for Medical courses upto

Rs.10,000/- for two children. As soon as academic year is completed Books have

to be returned. In case books are pending with the Share holder for more than

one and half year the books will not be taken back at any cost.

Purchase of Books: Indent of the Books prepared as per the demand by way of

requisition from the Shareholders Children for which a Register is maintained.

The Indent should be put up for the approval of the Secretary and the Welfare

Fund Committee through proper channel i.e., the Ch.OS/G and Assistant Secretary

for purchase of Books. After approval the order is placed for purchasing the

Books from authorized book supplier. The books details are to be entered in the

System and system generates stock register number. This number should be

entered on the Book manually. Purchased books should be audited by the

Internal Auditor, after the auditing the payment should be made to the Book

seller through the Account Payee Cheque.

: 26 :

SCHOLARSHIPS

The Welfare Fund Committee issues Notification for the Scholarships once in a year duly furnishing the last date for submission, which is usually 3 months from the date of Notification. Scholarships amounts eligibility criteria:

Sl.No. Courses Amount of Scholarships 01 SSC passed Rs.2,000/-

02 Intermediate, Degree, Technical (TTI), Diploma Courses, D.Pharma, B. Pharma, Ag. B.Sc. Students under CA. Atricleship

Rs.3,000/-

03 Physically, Mentally disabled children ( for students only) to only one child every year

Rs.5,000/-

04 Engg. Medical, PG Courses Rs.6,000/-

The eligibility conditions are mentioned in the Notification and also the Scholarship form No.124 A. Application for award of fresh Scholarship should be submitted in the Prescribed form No.124 A (Scholarship form) duly forwarded by the Controlling Officer of the Employee and the Principal of the concerned College/Institution as provided in the form on or before the last date. Eligibility Conditions:

1. The Scholarship shall be awarded only to sons/daughters and dependent brothers/sisters.

2. The Student should have successfully completed any of the above courses

during the financial year In the First attempt.

: 27 :

3. Engineering and other Courses (where ever semester system is applicable)

the student must enclose copies of Marks Memo of Two semesters. Students passing in the back-log subjects of the Ist semester in the II semester of the academic year are also eligible for scholarships.

4. Scholarship to any one child/dependent is allowed.

5. The Committee will consider for fresh awards of scholarships strictly based on the marks the respective qualifying examination in the first attempt.

6. The Scholarship will be granted upon the declaration by the employee that no child or dependent of the applicant has obtained a Govt. College or university scholarship or a free scholarship or exemption from paying tuition fees.

7. The decision of the Committee in regard to the award of scholarship in all respects will be final and no correspondence on the subject will be entertained.

8. If it is found that any application has obtained the grant by making false declaration or submitting fake certificates the amount paid shall be recovered from him. The applicant will also render himself liable for disciplinary action.

9. Applications which do not contain complete information are liable to be rejected.

10. Self attested xerox copies of society pass book and Bank account pass book should be enclosed for the scholarship application.

11. Xerox copy SSC Marks memo is mandatory for all the courses.

: 28 :

After receiving the scholarship form it will be verified thoroughly. If the application is found correct it will be registered in the System. Applications which do not contain complete information will be rejected or returned to the shareholders duly mentioning the reason for return. A Register is maintained to enter the particulars of returned applications for ready reference. At the time of Registration all the details of the scholarships will be entered in the adjustment voucher form (65 B) designed in the system for further process, computer will generate Registration No. Adjustment voucher print out will be taken from the system, in the order of registration number. All the generated vouchers will be signed by the section clerk/OS and sent to internal audit section for auditing. After auditing the applications they will be sent to Ch.OS/G or Asst. Secretary for checking. After obtaining the signature from them, they will be sent for cheque printing to Cheque Section. MEDICAL AID

Medical Aid is given only to son/daughter/wife/husband/Widow mother/Widow Sister/dependent brother/sister/widow sister. The Medical Assistance is given once in a lifetime. To claim Medical Aid the Medical Assistance Form No. ECCS 124 which is to be filled in forwarded from his/her department duly obtaining two witnesses. Medical Assistance form has a column to be filled by the Railway Medical officer for Railway employees and Govt. civil surgeon for the Society Staff. Medical officer has to mention the Name of the disease and forwarded with his stamp and attestation Discharge summary must be enclosed to the claim. After receiving the Medical Assistance it will be verified thoroughly, if the application is found correct it will be registered on the system. If it is found in

: 29 :

correct it will be returned duly mentioning the reasons for return. Reasons for return of the above application are maintained in a register for ready reference. All the registered application forms are attached to the Adjustment cum payment order i.e., 65B and 34A (Forwarding Memo) and Form 52 (Payment voucher) duly filled, which are then sent to the auditor for audit which is further sent to COS/G, Asst. Secretary or Secretary for checking after obtaining the signature, the same are then sent to cheques section for printing of Cheques for payment. After the approval all the details are entered in the Register maintained in the Book Bank.

Medical assistance Eligibility criteria:

Sl,No. Name of Diseases Amount (Rs.) 01 AIDS, Brain Operation, Cancer Rs.10,000/-

02 Heart Surgery, Kidney Operation Rs. 6,000/- 03 Orthopedic Operation (major), Paralysis,

Gynaec Operation Rs. 5,000/-

04 Spinal Cord operation Rs. 4,000/-

05 Abdominal Operation Rs. 3,000/-

Under the Welfare Fund Scheme, Staff Spectacle Aid will be given a maximum of

Rs.800/- (on par with railways) on production of proper bills and ophthalmic

report through welfare fund.

Conditions:

1.Below 45 years once in Three years.

2.Above 45 years of age once in two years.

Every year Rs.80,000/- will be given to Staff Recreation Club towards the Cultural

Tour for staff only.

: 30 :

Every year Rs.10,000/- will be given to Staff Recreation Club towards sports for

Staff only.

Every year Rs.10,000/- will be given to Staff Recreation Club towards Library for

purchase books.

Cash awards to sports persons Rs.2,500/- for National and International

Achievements.

Rs.1,500/- for state level achievements for self only

: 31 :

CHAPTER IX: STORES SECTION:

Stocks such as Furniture and Fixtures/Computers /Printers/Electrical and

Electronic Items/computer related peripherals/stationery and pre printed

forms/miscellaneous purchases are kept in this section and Procurement of all

items are done in this section, issuing and maintenance of the stock Register is

the responsibility of the Store Clerk both physical and book stock should be tallied

at all given times, however he should submit the stock statement for every

financial year and should be tallied with closing balance of previous year with the

present year opening balances duly showing receipts and issues during the year.

The stock should be issued to Staff only on proper indent signed by the

indentor and approved by Ch.os(G)/Asst. Secretary/Secretary. Loan forms and

Admission are issued to Directors/Delegates signed and approved by

Ch.os(G)/Asst. Secretary/Secretary.

Whenever the stock is near exhaustion, the stock should be procured by

the store clerk well in advance so that the entire stock is not exhausted, duly

preparing note for the same, after the note is approved he should call for tender

from the Registered Vendors, the Vendor shall register his firm by paying fee of

Rs.50/-and the validity period is 1 year. The lowest bid tenderer will be given the

purchase order, he shall supply the stock within the period mentioned in the

order. After receiving the stock the store clerk should make entries in the Stock

Register such as item and cost of it and quantity, the material supplied shall be

manually checked and audited by the Internal Auditor with order/supply form and

prepare the adjustments duly deducting TDS if any, for the final payment of the

stock received and sent to the Internal auditor for passing the bill. TDS Cheque is

sent to Bank and an Account Payee cheque will be issued to supplier for the cost

of material supplied.

: 32 :

Whenever the stock is scrapped/sold the stock should be reduced through

an adjustment in the Stock Register

The Indents should be posted in the various Ledgers for tallying half yearly

and annually and should be filed and should be segregated month wise. Indent

Numbers shall be given yearly starting from Serial No.1.

For every half year, Ledger balances should be tallied with the stock on

hand and close the Stock Registers every half Year and also maintain annual

statements for every financial year.

At the end of the financial year the Ledger accounts are closed and Stock

statements should be prepared, and sent to the Internal Auditor for auditing with

the physical stock on hand. The statements are to be submitted to the Accounts

Section for finalization of Accounts.

Yearly once 1 Glass and 2 Pens to each are purchased with the approval of

the Competent Authority and the same will be issued to the Staff and Directors of

the Society.

In emergency cases the stock is purchased with the approval of the

Competent Authority.

: 33 :

CHAPTER X: Establishment section

1. Maintaining the leave register, marking in muster and updating in the

system.

2. Closing muster by 15th of every month and taking leave data from branches

for calculating salaries.

3. Miscellaneous deductions like Tour advance, vehicle advance and House

Building Advance are to be updated in Advance register. Staff deductions

such as General loan, Special loan, Marriage loan, Income tax, Postal Life

Insurance, Life Insurance Corporation and court attachment to be updated

in system for preparation of salary.

4. To take rough print of paysheet and after checking by IA, printing of pay

slips and distribute to the staff. To take the summaries of all branches and

preparing salary adjustment of staff and Secretary, for payment, duly

checked by Internal Auditor and approved by Secretary.

5. Recovery statements are to be printed and prepare adjustments for

printing cheques and dispatch them to various departments such as LIC (P),

LIC (G&S), PLI, IncomTax Challan, Rly Institute, staff club, staff MBF and

District courts and etc.,

6. Online payments for Professional tax and Provident Fund after uploading

Electronic Clearance Receipt challan. Entry of salary Journal Entries and

handing over to accounts section.

7. Payment of travelling allowance vouchers of Staff through salary duly

checked by Internal Auditor and approved by Secretary.

8. Staff loan applications are to be forwarded after verifying the particulars.

9. Entry of Pass and PTO particulars in the register and handing them over to

pass section, FA&CAO/sc.

10. Writing of Railway sick memo of staff who apply sick for more than three

days.

: 34 :

11. Drawn and Due calculation of Dearness Allowance and Travelling Allowance

arrears, Payment of Dearness Allowance, Travelling Allowance arrears and

Productivity Linked Bonus by checking Salary of staff for Leave Without

Pays if any, duly checked by Internal Auditor and approved by Secretary.

12. Preparing Annual Performance Appraisal Reports (confidential reports) of

staff.

13. Pay fixation of staff during promotions duly checked by Internal Auditor

approved by Secretary.

14. Calculation of Annual Increment of the eligible staff (Jan & July), to make

entries in the SRs after auditing.

15. Calculation of Children Education Advance to staff children, to make entries

in the corresponding ledgers, after auditing and approval from Secretary,

prepare for final payment.

16. Updating and crediting of Leave on Average Pay and Half Average Pay Leave

in leave register (Half yearly).

17. Issue of Casual Leave cards to the staff.

18. IT filing of quarter returns after calculating staff Income tax every quarter.

Preparation of Form 16s of staff I.tax and filing Income Tax returns with the

Income Tax department (IT work to be done manually).

19. Preparation of schedules for submission to Accounts section (Balance

Sheet) for the advances sanctioned to the staff.

20. Representations received from staff for sanction of various advances like

vehicle, leave encashment and Composite Transfer Grant are to be sent to

the secretary for approval and arranging for payment through National

Electronic Fund Transfer.

21. Calculation of DCRG and Leave encashment of retiring staff and updating

leaves in the system from the Date of appointment.

22. Payment of Annual Per Capita charges to Railway Hospital for medical

treatment to staff and their families duly confirming the latest per capita

charges, prior to release.

: 35 :

23. To upload latest pay of entire staff to LIC with master policy number, for

renewal of Master policy annually this is mandatory to keep the policy alive

towards Employee Death Linked Insurance Scheme.

24. Railway dues of Deputation Staff should be sent to Chief Cashier/Office,

Secunderabad.

25. Due amount to be paid under master policy no.503408 refunded by LIC

(G&S) to retired staff and nominee in case of death.

26. To update vacancy position of staff to employment exchange quarterly as it

is mandatory.

27. An “Occupational Return” with details of qualification of all employees to

employment exchange for every two years is mandatory.

28. Annual Renewal Fee to be paid to Professional Tax Department.

29. Forwarding of provident fund applications of loan by staff.

30. Forwarding of provident fund applications of retired staff with full details as

required by the provident fund commissioner.

31. To issue service certificates to retired staff.

32. Fixation of pay for staff on promotion, implementation of Pay commissions,

payment of arrears if any duly checked by Internal Auditor and approved by

the Secretary.

33. Sending new recruits for medical examination at Railway Hospital

Lallaguda, duly making a payment of Rs.24/- by the employee at the Chief

Cashier’s Office Secunderabad.

34. Verification of educational certificates of new recruits.

35. All entries to be made in Service Records such as appointment, increments,

promotions, punishment, transfers, Leave encashment, composite transfer

grants and etc.,

36. Perusal of SRs by staff to be undertaken annually.

37. For working procedure refer IREM and clarify with the concerned railway

departments/officials also refer online for all latest rules and regulations.

: 36 :

CHAPTER XI: INTERNAL AUDIT SECTION:

This section plays a vital role in day to day functioning of the Society, each and every payment is routed through this section, they should check thoroughly and reject if not in order.

1. They should audit all payments namely General, Special and Marriage loans.

2. For General Loans eligibility, one month society membership and one CMTD recovery is made and posted for first loan and subsequent loans 1/4th period and 1/4th amount should be completed, if 1/4th amount is not received after completion of 1/4th period the amount should be made good by remitting cash/cheque/DD through Society cash counter.

3. For Special Loans eligibility, three months society membership and three CMTD recovery is made and posted for first loan and subsequent loans 24 months period and 24 monthsamount should be completed, if 24 months recovery amount is not received after completion of 24 months period the amount should be made good by remitting cash/cheque/DD through Society cash counter.

4. After completion of 12 months and before 24 months, they can avail special loan by signing in the foreclosure form for early eligibility and the difference of interest should be collected for difference of months while processing the loan.

5. For marriage loan eligibility shareholder should have completed 1 year membership, 6 CMTD recoveries and availed General Loan.

6. Manual checking of borrower and sureties signature, attestations under office stamp and signature for all loans.

7. Calculation of interest, receipts and payments, tallying with gross loan, shares, LRF, RBF deductions, and net amount, short comings if any should be recovered/returned.

8. Bank details with xerox copy, forwarding officials signatures, all the conditions mentioned in loan form should be fulfilled and the checks done by OS/Ch.OS Verification to be checked thoroughly.

: 37 :

9. For Settlement cases they shall check the claim form, signatures of the

shareholder/claimant, attestations, forwarding officials stamp and signature.

10. Bank details with self attested Bank Xerox copies enclosed to the claim. 11. Surety release forms with self attested society pass book xerox copies

of new surety. 12. To check the interest payable/receivable year wise, in case of non

recoveries for more than 3 occasions 3% penal interest should be charged.

13. All other checks done by OS/Ch.OS Settlement to be checked thoroughly any short comings noticed should be recovered/returned.

14. Establishment voucher such as salary bills, deductions, Increments, Promotion fixations, Calculations of DA, Bonus, I Tax, DCRG, Leave Encashment, Leave Salary and etc., payment of arrears, drawn and due statements, and all payments should be checked thoroughly.

15. For Book Bank, books purchased to be checked physically with the bill and stock register, before releasing the payment.

16. For payment of Scholarships, claim form duly signed, attested and forwarded by the Officer of department and Principle of the concerned college, enclosures such as self attested Xerox copy of Shareholder Society Passbook and Bank Passbook.

17. For Disease Relief and Spectacle aid to staff, claim form duly signed, attested and forwarded by the Officer of department and certified by the Doctor/Opthalmologist and Principle of the concerned college, enclosures such as self attested Xerox copy of Shareholder Society Passbook and Bank Passbook.

18. All payments pertaining to book bank should be checked thoroughly and the sanction/approval is made before releasing the payment.

19. For Stores payment all the stock/purchases made by the stores section is to be physically checked and audited with the stock register and bills, to check the sanction/approval/quotations are in order or not before releasing the payment.

20. At the end of the year opening stock, receipts during the year and closing stock is to be checked thoroughly with book stock and physical

: 38 :

21. stock duly tallying with the records. They should also check the branches

stock as done at HQRS. 22. For TA bills they shall check the authenticity of on duty sent by the

Ch.OS of the concerned branch with details of absenteeism if any, and confirm the permission obtained from the Secretary or not.

23. For Excess recoveries they shall check the Bank details and amount payable and deductions if any, before releasing the payment.

24. For Miscellaneous bills and vouchers they shall thoroughly check the payment details, sanctions and approvals obtained or not, TDS if any deducted or not, claim form duly filled in forwarded stamped by the officials/principal concerned.

25. At the end of the day 1 Auditor shall check the voucher and payment entries made by cashier and tally the physical cash with denominations and book cash.

: 39 :

CHAPTER XII: Accountants Section:

The primary and post audit for final statements of accounts are to be

done, they should thoroughly check the accuracy of daily transactions to finalize the accounts in the form of Receipts and Payment, Profit and Loss account and Balance sheet as per the accounting principles followed by the financial institutions.

They should record all the daily transactions like sanction of general,

special and marriage loans petty cash transactions, miscellaneous adjustments and receipts from Railway towards loans should be recorded in the form of day book daily after rectification of errors made in the transactions.

They should generate accounts wise ledgers on monthly basis and a

merged ledger should be generated merging the branches ledgers for the financial year, from this they should take all schedules under different codes which leads to finalization of receipts and payments, income and expenditure account and finally the Balance Sheet for the financial year.

In addition to above they should do the following works 1) The cheques received from railways to be credited in society bank

account duly allotting Rough Pre Audit (RPA) and Pre Audit numbers are to be allotted tallying with the statements received and handed over to the posting section for posting of CMTD, MBF, General Loan, Special Loan and Marriage Loan to respective member’s accounts.

2) Clearance of railway receipts through NEFT, the statements are to be taken from concerned departments for posting.

3) Correspondence to banks for cheque returns. 4) Maintenance of Over Draft and Term Loan account at Headquarters

and Vijayawada, transfer of Funds through RTGS from HQRS to branches and vice-versa on daily basis for free flow of loans.

5) Maintenance of daily bank balance for payment of loans at headquarters and branches.

6) Generation of daily loans and bank balances reports.

: 40 :

7) Checking of petty cash book and rectifications. 8) Checking of loans subsidiary cash book. 9) Bank Reconciliation and other clarifications. 10) Payment of Bills viz., Building Rent, Electricity, Water bills, Internet,

Auditor’s fee, Security Charges and etc., of HQRS and all branches. 11) Refund of erroneous recoveries of other societies. 12) Checking the adjustment and rectifications wherever necessary. 13) Maintenance of Fixed deposit account, monthly interest cheques,

renewals, maturity and pre closures and loans on FDRs. Preparation monthly, quarterly and yearly statements.

14) Dealing with Railway land lease and investments with other banks 15) Passing reverse entries for cancelled cheques. 16) Submission of monthly financial reports, provisional receipts and

payments, loans monthly statement, miscellaneous statements to the board for monthly meetings.

17) Preparation of Income tax monthly statements, attending to IT cases .

18) Printing of day books, subsidiary cash books, schedules, monthly general ledgers, merged ledgers and annual reports.

19) All reports necessary for Annual General Body Meetings. 20) Preparation of annual Budget, CME statements, statements and

reports 21) Preparation of statements to submit in Banks periodically i.e.,

monthly, quarterly and annually. 22) Auditing of accounts. 23) Coordinating with the branches for Accounts, clarifications, updates

and finalization.

: 41 :

CHAPTER XIV: PA SECTION

1. To prepare BOD Meeting minutes and meeting related works. 2. To prepare board meeting relief letters and dispatching to the

concerned departments through dispatch section manually and by post as the case may be.

3. To collect data from various sections and branches for Board Meeting.

4. To prepare TA/DA vouchers for Board and committee meetings. 5. To write in the Minutes book manually and getting the signatures

of President and Secretary appended. 6. To dispatch Office orders and notes to concerned sections and

branches. 7. To attend Secretary, President, Asst. Secretary and CH.OS. Works. 8. To attend Secretary’s and section phones. 9. To prepare draft letters of the society. 10. To attend General Body Meetings works, such as sending letters

to delegates, preparing TA/DA vouchers for Delegates. 11. To attend courts accompanying Advocate, Secretary,

Asst.Secretary, President and any other official. 12. To receive inward pertaining to Advocate, Court, Income tax,

Central/State Registrar notices, letters marked Confidential covers.

13. To attend email related works. 14. To Attend Election work.

: 42 :

CHAPTER XV: IT CENTRE:

1. Maintenance of Server: Regular server maintenance activity log has to be

checked and if there are any problem it has to be immediately reported to

HP service team

2. NETWORKING: we have firewalls at all our major branches with which

headquarters is connected and branches are segregated into small units

and each branch falling on this unit are again connected using static IP of

that particular branch.

3. SYSTEMS MANAGEMENT AND CONECTIVITY TO SERVER : with all branches

connected and load falling on the system at peak business hours are

monitored and if there is any deadlock situation it has to resolved

immediately

4. Date Base Backups: At the end of every day backup of the entire day

transactions has to be taken.

5. Attending to Branches Problems: There are around 22 branches connected

to HQRS and almost all the phases of works done at HQRS are also carried

out at branches. Any kind of problem related to network connectivity or

problem related to software or problem related to data are solved by

connecting online or by phone.

6. Day End: At the end of every day DAY END has to done so that system will

calculate all the closing balances of all account heads if it is month end

month end calculations will be done and if it is yearend year ending

calculations on all account heads will be done

: 43 :

7. Day begin: After day end day begin date of next working day has to be set

on server.

8. Yearly closing of accounts of all members and to calculate 5% Compound

Interest on Opening CMTD balance and receipts during the year.

9. At the end of every month complete Demand of Shareholders has to be

generated.

10. After receiving data from railways file has to be modified as per the

required structure and data has to be posted to respective shareholders

account.

11. Regular interaction with Railway’s EDP Staff for data related to

Shareholders information and their deduction particulars.

12. Every month before 12th data related to loans (general , special and out

Marriage loans), new members, settlements, cash paid and outstanding

amounts towards their respective loans cleared and data from non recoveries

section towards non recoveries, stoppages, new members has to be compared

with railways bio data and any data mismatch towards bill units has to be

rectified. There will be two formats 611 and 612. 611 include cmtd and mbf,

612 includes general loans, special loans and marriage loans. 612 format

which includes general loans, special loans and marriage loans new recoveries,

non recoveries and stoppages of settlements and outstanding loans cleared

through cash. 612 format file has to be segregated division wise and data to

be given to respective divisions to include in their salaries. 611 format file

includes CMTD and MBF from new members, non recoveries and stoppages

from settlements. This file also to be segregated division wise and prints has to

be taken .in IPAS there is no uploading facility for 611 format our staff has to

: 44 :

go to respective divisions and enter record by record by taking login from

Railways.

13. Payroll is maintained in FOXPRO and any modifications and development

related to their section is attended.

14. Book bank module is also maintained in FoxPro any modifications and

development related to their section is attended.

15. Every day total loans settlements, excess recoveries of that day are sent to

bank through NEFT, CORE and RTGS format to bank on next day. There will

be returns from bank of these records because of problem with bank

account no or IFSC code or for some other reason. It has to be rectified and

again sent to bank for credit to the shareholder.

16. Weekly once Web Site has to be updated by extraction data from server.

17. SMS SERVER MAIMTENANCE:

Daily SMS server has to be enabled for Sending SMS to the shareholders

and at the end of the day it has to be disabled.

18. INTERACTION WITH VSOFT FOR NEW ENANCEMENTS AND PROBLEMS

REPORTED FROM EXISTING MODULES.

19. GENERATION OF USER REPORTS.

Any reports related to MIS which are not there in front end are generated

from Back end.

: 45 :

20. After charging of dividends latest Shareholders information with bank

details has to be taken from railways and by comparing our data with

railways data bank details and their present working bill unit’s should be

updated. Data has to be segregated division wise and should be given credit

to bank.

: 46 :

Procedure for procuring daily needs, stock, fixtures and furniture for Head

Quarters Office and Branch Offices opening of new branches and etc.,

Illustration 1.

A) To procure daily use items viz., Pens, Pencils, erasers, sharpners,

A4 size paper, Printer Cartridge/Ribbons Broom sticks, Mop,

Phenyle and etc., the Branch Incharges from branches routed

through main branch and in Headquarters stores clerk will put up

a note with following details.

(1) Description of item/items.

(2) Details of previous procurement and its cost.

(3) On hand stock. (will last for how many days/months)

(4) Present procurement details (Number of items and period)

(5) Approximate cost of the items.

B) The note should be routed through Ch.OS (Accounts) He/She will

verify the funds availability and sends to Internal Auditor.

C) The Internal Auditor will scrutiny the items and authorizes to

CH.OS(G).

D) CH.OS(G) gives his acceptance and recommends to Asst.Secretary

for approval if the amount is less than Rs.1,000/-

E) CH.OS(G) gives his acceptance and sends to Asst.Secretary for

recommendation if the amount is more than Rs.1,000/-.

F) If the amount is less than Rs.1,000/- basing on the

recommendation by the Ch,OS(G) the Asst. Secretary will give his

approval.

G) If the amount is more than Rs.1,000/- basing on the acceptance by

the Ch,OS(G) the Asst. Secretary recommends to Secretary for

approval.

: 47 :

H) After the approval the Stores Clerk will purchase locally at

Headquarters, in case of branches the Main Branch Incharge will

purchase locally, duly taking the advance for purchases.

I) After the purchase they should make entries in the stock register

and audited by the Internal Auditor along with the bills and

material.

J) The advance taken should be cleared within a month from the

date of advance.

Illustration 2.

A) For procure Printing of Stationery (This will be done at Headquarters

only)the stores clerk will put up a note with following details.

(1) Description of item/items required for printing.

(2) Details of previous procurement and its cost.

(3) On hand stock. (Balance stock will last for how many days/months).

(4) Present procurement details (Number of items and period)

B) The noted should be routed through Ch.OS (Accounts) He/She will verify

the funds availability and sends to Internal Auditor.

C) The Internal Auditor will scrutiny the items and authorizes and send it to

CH.OS(G).

D) CH.OS(G) gives his acceptance and sends to Asst.Secretary for

recommendation.

E) The Asst. Secretary recommends and put up the same toSecretary.

F) The Secretary places it before the Board of Directors meeting for approval

for procurement.

G) After the approval the stores clerk will call for quotations fromatleast 3

registered suppliers, duly giving 10 days time.

: 48 :

H) The sealed quotations should be opened on the prescribed date in the

presence of Tender Committee/Convenor, Secretary and atleast two

tenderers.

I) The stores clerk shall prepare the comparative statement and put up to the

Tender Committee/Convenor, and it will be awarded to the lowest/suitable

tenderer.

J) The Secretary will give work order to the tenderer.

K) Once the stock is received the stores clerk should make entries in the stock

register and get it audited by the Internal Auditor along with the bills and

material.

L) After the auditing the stores clerk shall prepare the vouchers for payment,

routed through Ch.OS(Accounts), Internal Auditor, Ch.OS(G), Asst.Secretary

and Secretary for release of the bill.

Illustration 3. For Major Repairs and Maintenance to the Society Building(This will

be done at Headquarters only),

a) The Ch.OS (G) will put up a note in detail as to what Repairs/Works are to

be undertaken with description of works/repairs and justification.

b) In support of the above an expert opinion along with necessary blue prints

to be enclosed to the note.

c) The noted should be routed through Ch.OS (Accounts) He/She will verify

the budget allocation and sends to Internal Auditor.

d) The Internal Auditor will scrutiny the items and authorizes and sends it to

Asst. Secretary.

e) The Asst. Secretary recommends and put up the same to Secretary.

f) The Secretary places it before the Board of Directors meeting for approval

for repairs/maintenance.

g) After the approval the CH.OS(G) will call for open tenders notifying the

tender notice in the society notice board, duly giving 10 days time.

: 49 :

h) After receiving the sealed quotations from atleast 3 firms, the tenders

should be opened on the prescribed date in the presence of Tender

Committee/Convenor, Secretary and atleast two tenderers.

i) The PA to Secretary shall prepare the comparative statement and put up to

the Tender Committee/Convenor, and it will be awarded to the

lowest/suitable tenderer.

j) The Secretary will give work order to the tenderer.

k) After the work is completed the executor shall submit his claim.

l) The claim should be thoroughly checked by the auditor in all respects.

m) The stores clerk shall prepare the vouchers for payment, routed through

Ch.OS(Accounts), Internal Auditor, Ch.OS(G), Asst.Secretary and Secretary

for release of amount.

: 50 :

MODEL “NOTE’s”

NOTE

The Stationery i.e., A4 size paper is exhausted and the same is required for

day to day work, the cost of A4 size bundle is approximately Rs. _________ and

we require 2 bundles. Your orders are requested to procure the same at the

earliest please.

Br.Clerk/OS(RJY/J/GY/BPA)

Ch.OS(BZA/NED/GTL/KZJ)

Ch.OS (Accounts)

Ch.OS (G)

Asst.Secretary

(sanctions below Rs.1000/- Asst.Secretary and above Secretary)

Secretary

: 51 :

NOTE

The System in the Branch is not working and we have called the service

engineers and he advised for replacement/repair of __________ and the

approximate cost of spare and repair is around Rs._________. Your orders are

requested to replace/repair the same at the earliest please.

Br.Clerk/OS(OGL/J/RU/MDR)


Programmer

Ch.OS (Accounts)

Ch.OS (G)

Asst.Secretary


Secretary

: 52 :

NOTE

Onesystem, one printer, 2 tables, 2 executive chairs and 4 plastic chairs are

required for the proposed new branch at _______ the approximate cost of these

items are around Rs._________. Your orders are requested procure the same at

the earliest please.

Br.Clerk/OS(NDL/J/HX/DKJ)


Programmer

Ch.OS (Accounts)

Ch.OS (G)

Asst.Secretary


Secretary

PREFACE/FOREWORD

Bring out this Working Manual is not possible without the instructions and

guidelines of the President, Vice-President.

We are very thankful to the Secretary for his guidance in every aspect in

preparation of the manual for the suggestions made and for his help in bringing up

the final shape of this Manual.

We are happy to present the Working Manual for easy and smooth working of

the Society.

While preparing the Working Manual due care has been taken to cover the working

procedure minutely. It has covered the working procedure of various sections of the

society such as Settlement Section, Establishment Section, Book Bank Section,

Enquiry, Loan Verification Section, Cashier Section etc. It has covered the general

working rules of all the important sections of the society which is very useful to the

Junior staff as well as Senior Staff in their daily working. All the efforts are made to

prepare this Manual in a simple way for easy understanding of the employees.

Sri M.Raghavendra Rao, PA to Secretary, Sri BK Srinivasa Rao, Internal Auditor,

Sri CCS.Sarma, Ch.OS&Incharge Accounts Section, Sri P.Srinivasa Rao, Programmer,

Sri DVS Bhaskara Reddy, Ch.OS/Settlement Section, Sri TP Natraj,

Ch.OS/Establishment Section, Sri A.Chandrasekhar, OS/Loan Verification Section

have shared their experiences and contributed in preparation of the Working Manual.

We have made every effort to remove the printing errors from the booklet. Further, if

the staff comes across any error and also if they have any suggestions, they are

requested to point out the same for the necessary rectification and improvement of the

Working Manual..

Sd/-

Asst. Secretary

Ch.OS/G

31-03-2018

south central railway employees co-operative credit … · 2018-07-21 · a) the cashier should...

Documents