Transfer & Remittance Transactions
Source: Chapter 4 of Accounts Code
Differences between
Transfer Transactions
All Inter railway transactions are technically known as "Transfer Transactions"
Book Adjustment: As a general rule all transactions between two different accounting units in the same railway or between two railways (excluding company worked railways) should be settled by book adjustment (i. e. not by actual payment or recovery of cash).
Transfer transactions - Examples: Pay & Allowance, Transfer of PF balances and other advances, Fuel debits, POH debits, IRFA debits, IRCA debits, IRFC debits, Stores debits, Adjustment mema, Transfer of credits, Earnings debits/credits
Transfers between any two accounting units within the same railway should be effected by means of Transfer Certificates (A. 406)
The unit initiating a transfer should prepare the Transfer Certificates (A.406) in duplicate, send one copy duly supported by the initial accounts records or vouchers in which the details of the transactions are set forth to the unit to which the transaction pertains and retain the other copy as the office copy.
Acceptance of Transfer Certificates.-The responding Accounts Office i. e., the accounting unit which receives the Transfer Certificate, should accept the transfer in the accounts of the same month in which the transfer is proposed in the Transfer Certificate.
The Transfer Certificates for cash transactions should be accepted without demur. (without objections)
Inter-Railway Transfers.-All transfer transactions between Railways (excluding Railways worked by Company) will be adjusted by means of Transfer Certificates.
301 A - It is the duty of the Accounts Officer
Outward - To transfer to other accounts circles the items pertaining to them which originate in his circle, and
Inward - To adjust in his books of account the items of expenditure or receipts pertaining to his own circle and transferred to him by other Accounts officers;
401 A - All Inter / Intra Railway transactions are technically known as “ Transfer Transactions”
402 AI - As a general rule all transactions between two different accounting units in the same railway or between two railways should be settled by book adjustment (i. e. not by actual payment or recovery of cash).
Para 406 AI says....
Transfers between any two accounting units within the same railway should be effected by means of Transfer Certificates (A. 406)
The unit initiating a transfer should prepare the Transfer Certificates (A.406) in duplicate,
Send one copy duly supported by the initial accounts records or vouchers in which the details of the transactions are set forth to the unit to which the transaction pertains
And retains the other copy as the Office copy
Methodology
Originating unit
Collect vouchers from executive
Prepare TCs - Transfer Certificates
Attachment original vouchers with TCs
Send to Books Section with the JV
Books Section
To see whether the transaction pertains to other field units of Home Railway
If so, register the TC and allot a number to it
Send the TC to other field units with the original vouchers
Watch its acceptance through monthly reconciliation
Receiving Section
Verifies the voucher received
Accept the TC if the transaction pertains to them
Return the TC if the transaction does not pertain to them
E-Recon - Dispensing the manual exchange of TD/TCs among the different Zonal Railways/Divisions at the Reconciliation meetings.
E-Recon meant for Transfer transactions among various Accounting units such as Zonal Railways/Divisions only. Outturn JVs, rectification of errors & other adjustments which does not involve transfer to other units are to be dealt only in IPAS -Integrated Payroll & Accounting System.
E-Recon full form - Electronic Reconciliation.
An Online Transfer Transaction web based Portal - Introduced on 01.04.2011.
Exclusively developed to process the Intra and Inter Railway Transfer transactions through online.
Transfer Transactions fall under two categories namely “Cash” and “Adjustment”.
Cash: Cash transactions originate through CO7s, wherein Transfer Divisional allocations are fed on account of expenditure incurred or recoveries affected on behalf of Other Rlys/Divisions/ Unit Accounts Offices, which will subsequently be transferred to the respective units.
Adjustments: Adjustment transactions originate through JVs, whereby Drs/Crs on account of works carried out in our workshops, material assistance rendered on requisition, CRRMs, etc., for other Rlys/Divisions/Unit Accounts Offices raised against the respective units.
TD/TCs of cash items - Downloading the cash data from IPAS and uploading into E-Recon.
TD/TCs of non-cash items - Entering the key information of the Dr/Cr proposed to be raised.
The vouchers required to be sent are scanned, saved as PDF files and uploaded to eRecon as attachment to the respective TD/TCs.
After uploading is over, the TD/TCs are approved by the Source Unit.
Immediately after the approval, the Destination Units can view the TD/TCs in their systems.
If the destination units confirm that the Dr/Cr pertains to their units, the TD/TC gets accepted and the subsequent JV prepared and approved for their accountal in General Books.
Disputes/differences of opinions in regard to acceptance of a TC etc. are resolved by the Presiding Officer in the Quarterly Reconciliation Meetings. In E-Recon, a provision also exists for presiding officer but in electronic mode.
Advantages
Maintain the Transfer Transactions efficiently, accurately, quickly and within target dates.
Avoids reconciliation meetings at the end of each quarter and preceding month (i.e., February) attended by large number of officers/staff which involve substantial time and financial implications besides acrimonies and disputes amongst the participating staff
To reduce the time consumed in the physical transfer of vouchers.
To avoid delay for the expenditure to be accounted in the same month of incurrence, thereby to ensure more realistic comparison of expenditure with reference to Budget Proportion of a Month.
Ways and means to be authorised on actual basis.
Generation of Account Current has been advanced drastically.
Reduced the unavoidable TA/DA of staff and movement of documents from one accounting unit to another.
Avoided considerable delay in accepting the TD/TCs by the destination unit.
Simultaneous accounting of Dr/Cr by both source and destination units by preparing JVs on both sides.
Since reasons for rejection of an Inward TD/TC are recorded and rejection of Outward TD/TC are immediately known to the Source Unit, the source unit can take necessary rectification measures such as passing on requisite information to the Rejected Unit or raising of TD/TC on the connected unit.
Differences between
Remittance Transactions
AG Suspense example is Police Warrants issued by the State Govts.
PAO Suspense example is PRS tickets sold at Post Offices & CISF/BSF/IB warrants
RESERVE BANK SUSPENSE AND RESERVE BANK DEPOSIT
Reserve Bank Suspense (RBS) :
It is a suspense head operated for settling INWARD transactions from other Accounts Officers ( Except for Cheques & Bills and Remittance into Bank)
As and when, the ADVICES received, the RBS A/c is debited ( in case of receipts) or credited ( in case of expenditure).
On receiving "CLEARANCE MEMO" from RBI-Reserve Bank of India, the a/c in RBS is cleared by contra Debit or credit to Reserve Bank Deposit (RBD).
All balances under RBS should be NIL at the end of the financial year i.e., 31st March. If any balance is left over, the same should be transferred to MAR (if debit balance) or to Deposit Misc (if credit balance) as the case may be.
Journal entries:
example: Receiving Debit from Accounts Officer of Other Depts.
1) On receipt of ADVICE ( Debit ) from the other Accounts Officer
Concerned Revenue Demand Dr.xxxx
To Reserve Bank Suspense (RBS) Cr xxxx
( Booking of expenditure to respective Demand and simultaneously placed under RBS for clearing due from RBI)
2) On receipt of CLEARANCE MEMO from RBI-Reserve Bank of India
Reserve Bank Suspense (RBS) Dr xxxx
To Reserve Bank Deposit (RBD) Cr xxxx
(Clearing balance in RBS duly debited and credited to Railway Central Fund i.e., RBD- Reserve Bank Deposit)
Reserve Bank Deposit:
The original name is "Deposit with Reserve Bank" Major Head 8675.
It is a Railway Central Fund in the Books of Reserve Bank of India - CAS- Central Accounts Section at Nagpur.
It is operated to record, the "Clearance Memo" which are received from RBI in clearance of transactions intimated either by :-
PFA’s for the transactions originating in Railway Books and are to be settled through RBI.
In clearance of transactions which are intimated by other Accounts Officers to the RBI.
The clearances of RIB-Remittances Into Bank and C&B- Cheques & Bills ( through PSB suspense - Public Sector Bank Suspense)
The Balance under RBD is closed to "GOVERNMENT" at the end of the year i.e., 31st March.
RBD is reconciled with the General Books.
It is determined for ascertaining Net drawal position of the Indian Railways as a whole.
If Debit balance, it is favorable being Cash receipts are more than Cash payments. If Credit balance, it is vice versa.
Differences Between
PAO Suspense / AG Suspense
Full form: Pay & Accounts Officer Suspense / Accountant General Suspense
Source: Chapter 4 of Accounts Code (Para No. 457 A)
It is one of the Suspense Heads operated in Indian Railways in respect of its transactions with other Central Govt Depts / State Govts.
For the settlement of inter departmental and inter governmental transactions (other than defense and postal) arising in the books of Railway Accounts Offices, PAO suspense/AG suspense head is operated.
Pay and Accounts officers / Accountant Generals will not settle transactions with railways through the Reserve Bank and vice-versa. All their dues will be paid/received at weekly intervals on cash basis i. e., by cheques or Government drafts.
Journal entries of PAO/AG
1) When a Claim is preferred
PAO/AG Suspense Dr. xxxx
To Service Head/Earning Head Cr xxxx
( Claim is preferred on Central GovtDept or State Govt for rendering services to them by Railways)
2) On receipt of Cheque/Demand Draft
Remittance Into Bank A/c Dr xxxx
To PAO/AG Suspense Cr xxxx
(On Receipt of Cheque/Demand Draft and cleared the PAO/AG Suspense Head)
The balance under this head is exhibited on the Liabilities Side of the Balance Sheet of Indian Railways.
M Remittances
It is a Suspense Head operated to record the outward inter governmental transactions (Debits / Credits) vide Advanced Schedules raised by the Railways and pending clearance by RBI.
On issue of Advance Schedules (say Debit), Appropriate Service Head is credited and M-Remittance A/c is debited.
Journal entry
On Receipt of Memo of clearance from RBI, for the above Debit, the suspense Head is credited and the Deposits with RBI Head is debited
Journal entry
Net Entry
Examples: M&M vouchers (Military & Miscellaneous vouchers) pertaining to Defense Dept. Rent of Buildings occupied by Postal Dept.
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