Guidebook for Operating IBMS for BUDGET CENTRE Integrated Budget Management Solution-Demand Module (For Budget Centres only) *** Introduction:- IBMS (DEMAND MODULE) has been designed for raising request for the revision of budget for current year (2014-15) along with the estimated budget requirement for forthcoming year (2015-16). What is term ’BUDGET CENTRE’ (BC) ?:- The Office responsible for approving and incurring expenditure (headed by not below the rank of Sr .Xen/AO). The Office may or may not be a DDO, but shall be disbursing office. Each Budget centre has been allotted a unique seven digit number code specifically for IBMS. List of Budget Centre codes has been updated at Information Centre > Budget, on PSPCL official Website, which may please be referred to know the BC code of the respective centre. Following has been shown the Details of the IBMS (DEMAND MODULE) along with the snap shots of each screen. Go to www.PSPCL.in.--->PSPCL-Admin--->IBMS(DEMAND MODULE) Log-in Screen:- It comprises of Username and Password. Username is the Budget Centre Code discussed above. After entering the correct password, the user can enter the system by pressing Log-in button. The Users and their respective passwords shall be informed later on. The snapshot is shown below. 1
IBMS (DEMAND MODULE) has been designed for raising request for the revision of budget for current year (2014-15) along with the estimated budget requirement for forthcoming year (2015-16).
What is term ’BUDGET CENTRE’ (BC) ?:-
The Office responsible for approving and incurring expenditure (headed by not below the rank of Sr .Xen/AO). The Office may or may not be a DDO, but shall be disbursing office.
Each Budget centre has been allotted a unique seven digit number code specifically for IBMS. List of Budget Centre codes has been updated at Information Centre > Budget, on PSPCL official Website, which may please be referred to know the BC code of the respective centre.
Following has been shown the Details of the IBMS (DEMAND MODULE) along with the snap shots of each screen.
Go to www.PSPCL.in.--->PSPCL-Admin--->IBMS(DEMAND MODULE) Log-in Screen:-
It comprises of Username and Password. Username is the Budget Centre Code discussed above. After entering the correct password, the user can enter the system by pressing Log-in button. The Users and their respective passwords shall be informed later on. The snapshot is shown below.
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IBMS(DEMAND MODULE) have two operating levels of Budget Centres
(1) Official Level :- For Sub-ordinates.(2) Officer Level :-For Officer in charge of Budget Centre.
Official Level :-
The official of BC shall upload the budget demand for very first time at this level which have to pass through subsequent levels for final approval at Head Office. The snap shot for this level is shown below. The functionality of each button is explained here under.
Download Budget Attach Duly filled Checks validity Final Submission Demand File Budget Performa of attached file of budget demand
to Officer level.2
Step 1-Download Budget Demand File :-The Button downloads budget demand format. The copy of same is also available at Information Centre>Budget on PSPCL Site for ready reference. The User shall fill up the applicable columns according to the instructions already available at page no 6 of this file.
The Snap shot of the same has been shown for ready reference please. Please note that the data entered in the shot are examples only, not realistic in any way.
Similarly in column nos. 10 and 11 (asking for location codes as attached office and location codes as store drawl offices ) only valid DDO Location codes separated by commas are acceptable, else error of--- ONLY LOCATION CODES AND COMMAS ARE ALLOWED---shall be visible. Before uploading the file , please confirm that the budget sheet should not have any error shown on it.
Step 2-Choose File Button :-
The button is used to browse the duly filled budget demand file from the local computer to the IBMS System.
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Step 3-Check File Button :-
This button checks the attached file (in Step-2) for the validity of Location Codes mentioned in column 10 and 11 of the sheet. The Valid/Invalid Locations Codes and their office’s name shall be displayed for correction at this step. This is the most crucial step of the process. Any error (if present) shall become visible at this level. If correct, the information present in Excel sheet shall become visible in the box shown. The data visible in the box shall move forward to progressive levels.
Step 4-Submit Budget file:-
The Checked file in Step 3 shall be submitted to the Officer in-Charge Budget Centre on the pressing of this button. Once this Button is pressed, the Budget demand file shall move to Officer Level and the Official shall not be able to change it until and unless the file is RETURNED by any of the higher Level.
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Officer Level:- The snapshot of this level is shown below with the functionality of each button.
EDITs THE AMOUNTS CONFIRM THE RETURNS THE PRINT AFTER
BUDGET DEMAND FILE TO OFFICIAL CONFIRMATIONLEVEL
Once uploaded by Official Level, the Budget Demand got placed at the Level of Officer In-charge Budget Centre. As shown above, The Officer Level has the power to Approve, Edit or Return to Official Level, Once Approved, the hardcopy of the same may be saved as shown below.
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After Approval at this level, The Demand shall move to SE Concerned for approval. As such, the Budget Officer won’t be able to change the entries made, until and unless RETURNED by Higher Levels.
GUIDE FOR FILLING UP BUDGET DEMAND PERFORMA
IBMS (Demand Module)
The budget demands from current year onward are to be sent online as well as in hard copy, the Performa for budget demand has been updated this year, which has been uploaded on the website of PSPCL at Information Centre > Budget.The heads of budget demand of this Performa are similar to those which are used in FMIS for raising drawing limits. This help Book will explain that how the budget demands are to be prepared according to this new format. Please read the following points carefully:-
1) First three columns are already filled with Sr.no, Name of the head and Chart of Accounts (COA) code and these are not editable.
2) In the 4th column (ACTUAL EXPENDITURE LAST YEAR i.e. 2013-14)-, In this Column, actual expenditure for FY 2013-14 of all the heads is to be mentioned, please note that this amount should be as per trial balance of your location and should include all expenditure of the respective head whether payment has been made by your office or any other DDO.
3) In the 5thcolumn (ORIGINAL BUDGET CURRENT YEAR i.e. 2014-15)-In this Column, the original budget allocated to your office for the respective head for FY 2014-15 should be mentioned. Please note that any additional allocation of budget during FY 2014-15 should also be included in this amount.
4) In the 6th column (ACTUAL EXPENDITURE DURING 2014-15 (UPTO 30 SEP 2014))- In this column, actual expenditure for First half of FY 2014-15 of all the heads is to be mentioned, please note that this amount should be as per trial balance of your location and should include all expenditure of the respective head whether payment has been made by your office or any other DDO.
5) In the 7thcolumn(REVISED BUDGET DEMAND FOR THIS YEAR i.e. 2014-15)-In this column, the revised estimated expenditure for FY 2014-15 of all the heads is to be mentioned. This column shows the revised budget estimate for FY 2014-15 of the respective heads.
6) In the 8thcolumn(BUDGET DEMAND FOR NEXT YEAR i.e. 2015-16)-In this column, the estimated expenditure for FY 2015-16 of all the heads is to
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be mentioned. This column shows the original budget estimate for FY 2015-16 of the respective heads.
7) In the 9th column (REMARKS OF OFFICER INCHARGE OF BUDGET CENTRE)- In this column, the remarks of officer in charge of Budget Centre are to be mentioned, please enter total number of sanctioned posts of your office in this column and also any other remarks or explanation which the budget centre officer wants to mention. The remarks should not exceed 60 characters in any case.
8) In the 10th column (LOCATION CODE OF DDO OFFICES)-In this column, the location code of DDO offices who will be making payments for the respective head are to be mentioned. Please note that for GH 75.1, 75.3 and 75.4 following should be entered as DDOs in case of all offices.
AO/Centralized pay (LC-821) (for payment of salary of regular staff)
AO/Cash (LC-800) (for payment of GPF deductions from salary to GPF trust )
AO/Pay and Accounts (LC-801) (for payments of Income Tax and other deductions of Gazetted employees)
One more location code should be entered by those offices in which payments of Income Tax and other deductions of non-gazetted employees is made by DDO other than AO/Cash, Patiala. For e.g. DS Division Khanna should enter their own location code i.e. 423.
For other heads except 75.1,75.3 and 75.4, Budget Centre Officers (BCO) which are also DDO should enter their own location code in this column and the BCOs who are not DDOs should enter the 3 digit location code of those DDO(s), who will be drawing funds on their behalf. In case of all the offices, this column should be filled for every head in which budget is demanded. If you have to enter more than one codes, then every code should be separated by a "comma (,)". For example :-If you want to enter the location codes of AO/Centralized pay, AO/Cash and AO/Pay and Accounts then you will enter :-821,800,801. Only commas and location codes are allowed in this column.
9) In the 11th column (THE LOCATION CODE OF DDO MAKING THE PAYMENTS OF STORE DRAWL)- In this column, the location code of DDO who will be making the payments of store drawl on your behalf is to be entered. For example, AO/CPC (M) Patiala (location code 921) will be entered in this column in the case of all DS offices. Please make sure that
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this column be filled only against that head in which store drawl is to be made which means that it is obvious that this column will be filled only for sub heads of GH 74 in the case of all offices. If you have to enter more than one codes, then every code should be separated by a "comma (,)". For example :- If you want to enter the location codes of AO/CPC(M) PATIALA, AO/Cash and AO/Pay and Accounts then you will enter :-921,800,801
POINTS FOR SPECIAL CONSIDERATION:-
a) Please fill all amounts in Rupees only (i.e. absolute amount not in lakhs). No decimals are allowed in any of the given columns.
b) In the Budget Head F010 (COA code 75.1), only the budget/expenditure regarding basic pay of regular staff is to be entered. Please don't enter the amount of budget/expenditure of salaries to staff (other than regular staff) for which drawing limits are raised by DDOs other than AO/Centralized pay.
c) For budget demand/expenditure of salary to staff (other than regular staff) a new head FO32 has been introduced in the budget demand Performa. All the salaries of Contract Staff/ PESCO staff for which drawing limit is raised by DDOs other than AO/Centralized pay and which are booked under Sub-heads of GH 75.1 for example 75.180, 75.183 etc. should be entered against this head only. Please strictly follow this as in the current year many request letters have been received in budget section regarding non demanding the budget of these heads in the regular budget due to which payments to contract staff were got delayed in few cases.
d) In the Budget Head F019 (COA code 76.1), the budget/expenditure of all the sub-heads of GH 76.1 is to be entered except the heads of TA, Telephone and honorarium for which separate heads are available. For example :-76.166,76.190,76.131 etc. and the expenditure of outsourced vehicle should be entered against this head. Please strictly follow this as in the current year many request letters have been
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received in budget section regarding non demanding the budget of these heads in the regular budget due to which payments to contractors were got delayed in few cases.
For any further assistance Kindly Contact the followings:-
1 For Budget related queries please Contact:- CA. Aman Gupta, AO/Budget-96461-48563 , Mrs. Meena Gupta-Divisional Accountant-81464-99224.
2 For Software related queries please contact:-Er. Dimmy Sahni, AEE/Banking Comp-96461-11722.
