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TSA Payment Process Flow in PFMS

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PUBLIC FINANCIAL MANAGEMENT SYSTEM (PFMS)

MANUAL OF PAYMENT THROUGH TREASURY SINGLE ACCOUNT ON PFMS

CONTROLLER GENERAL OF ACCOUNTS DEPARTMENT OF EXPENDITURE

MINISTRY OF FINANCE NEW DELHI

Website: www.pfms.nic.in

November, 2018


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CONTENTS

TABLE OF CONTENTS

1. PRE-REQUISITES (BOTH FOR PAO AND FOR AGENCY ................................................. ..2

2. CONFIGURATION OF TSA BANK ACCOUNT OF RBI BY THE AGENCY…………..……….3

3. ISSUING ASSIGNMENT BY PAO TO AB .............................................................................. ..…9

4. DOING EXPENDITURE BY AB ............................................................................................... ...20

5. ISSUING SUB-ASSIGNMENT BY AB TO SUB-AB .............................................................. ..30

6. VOUCHER (ASSIGNMENT)/SCROLLS ACCOUNTING IN PAO…………….………...……...40


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CHAPTER – 1

PRE REQUISITE FOR PAO (I) Budget in scheme to be paid from (II) Mapping of scheme at PD level PRE-REQUISITE FOR AUTONOMOUS BODY/SUB-AUTONOMOUS BODY(AGENCY/SUB-AGENCY) (I) Opening of new Bank Account in RBI

(II) Entry of new TSA Bank Account in PFMS by Agency/Sub-Agency & get it approved from the concerned program division.

(III) Enrolment of digital signature by authorized signatories of autonomous bodies/sub-autonomous bodies in PFMS if not already done.


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CHAPTER – 2

STEPS FOR CONFIGURATION OF TSA BANK ACCOUNT OF RBI BY THE AGENCY

I. Registration of scheme with New Bank Account (TSA Account)

by Agency ADMN Agency Admn user will log into PFMS with its user Id and Password and go to“My Scheme> Register New Scheme”. Screen will appear like as follows:-

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On clicking on Register New Scheme following page will appear:-

User will select the scheme from the blue hyperlink and select the funding agency as central government. Details of the RBIBank account number will be filled by the user and click on the “Save” Button.

On clicking on the “SAVE”button option for selection of Bank Account type as “TSA TYPE”will appear.


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After selecting “YES”Option User will select “PAO CODE” from thedrop down Menu and click on“SUBMIT” Button.


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System will save the details. User can see the details of new added scheme/Bank Account Under“MY SCHEME>MANAGE”

The details will be seen as under. User also has an option for registration of new scheme on this page by clicking on the Button “REGISTER NEW SCHEME”.

II. Approval of New Added Account by Programme Division User in PFMS.

Programme division user will login in PFMS with its user-id and Password and go to “AGENCY>APPROVE”


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Screen for Agency registration Approvalwill appear. On clicking on the red hyperlink under Agency Name the detail of the agency bank account will open.


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User will select the check box for the approval of Bank account and click on “APPROVE” Button.

System will confirm for approval of Bank Account on clicking yes Button


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CHAPTER 3

STEPS FOR ISSUING ASSIGNMENT BY PAO TO AB

I. Generation of Assignment Sanction at Programme Division(PD) level in Ministry/Deptt:-

User will log into PFMS with his userid and password. Click on link “Sanction”and then “Create New”.

The following screen will appear


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This screen will be used by PD user for creating a new Sanction. He will fill in the relevant information in the related fields under SANCTION HEADER Viz.Controller Name, IFD/HOD File Number, IFD/HOD File Date, Sanction Number, Sanction Date, scheme (mapped by PD user) PAO Code and DDO Code. User will select Sanction Type as“ASSIGNMENT”for generation of specific type of sanction i.e. Assignment sanction, and Sanction Amount.

Under ACCOUNT HEAD DETAILS USER will select the relevant“GRANT”, FUNCTIONAL HEAD”, OBJECT HEAD”, “CATEGORY” from dropdown menu and fill the“AMOUNT”. User will click on Add Account Head Button. Screen will look like as follows.

NOTE:- Under the sanction type “ASSIGNMENT” only object head “31”, “ 35” &“

36” will beavailable for generation of sanction. 1. After filling the above accounting details, User will then select the "Agency Type” as “Register society (Govt. autonomous Bodies) , “Agency Name” and fill the Amount in the relevantcolumn and click on “ADD” Button. 2. “Remove” Button: This button will remove the wrongly entered Agency from the Agency details if the same is not required. For this, user has to check the box given against Agency Name and press, “Remove” button.


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3. Now User will Press‚ “Create Sanction‛ button. System will display the following message:

Sanction has been saved successfully...!!! Do you want to proceed with payee details.

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On Pressing“Yes” button, user can see the Bank Account details of the agency.

After Pressing “NEXT” button the bank Account No. will be added in the grid below. User will add meaningful “REMARKS” in the column for the nature of payment made and press “CONFIRM” button.


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After pressing “CONFIRM”Button system will show the message “Payee details has been submitted successfully”

II. Approval of Sanction at PD Level:- Programme Division Level user will

go to menu “SANCTION>APPROVE”


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On clicking on the red hyperlink under “SANCTION NUMBER”user can see the details of the sanction along with bank details of the Agency on the screen.


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After satisfying himself of all the details, user will select the “APPROVE”Button and system will confirm the approval of sanction with the following Message:-

“SANCTION APPROVED SUCCESSFULLY”

III. GENERATION OF BILL AT DDO LEVEL Procedure for “Sanction Receiving” & “Generation of bill” at DDO Level will be sane as described in the Chapter 2 of PFMSUser manualVol.II at the following link :-

http://cga.nic.in//writereaddata/Manuals/PFMSUserManualVoLII.pdf

IV. BILL PASSING AND DIGITALLY SIGNING BILLS BY PAO Procedure for passing the bills in PAO Office and further digitally signing the payment file is same as described in the Chapter 3 of PFMS User Manual Vol. 1 at the following link.

http://cga.nic.in//writereaddata/Manuals/PFMSUserManualVoL1.pdf

http://cga.nic.in/writereaddata/Manuals/PFMSUserManualVoLII.pdf

http://cga.nic.in/writereaddata/Manuals/PFMSUserManualVoL1.pdf


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V. After Digitally Signing Payment files will be sent to RBI and ACKNOWLEDGEMENT(ACK)/NEGATIVEACKNOWLEDGEMENT(NACK) will be received in response from the RBI.

A. For the cases when ACK has been received from RBI, Assignment will

automatically be available to Agency for incurring expenditure. (Detailed Procedure explained in chapter 3 & 4)

B. For the cases when NACK has been received from RBI, TSA assignment will be available for Permanent Cancellation at PAO Office. The detailed procedure for the same is as under:-

VI. Permanent cancellation of Assignment sanction on receipt of NACK

from RBI

Permanent cancellation of assignment Sanction is three level processing in PFMS viz. DH Level, AAO Level, PAO level user.

A. Dealing hand user will login to PFMS with his user-id and password. User will go to the menu “FAILED TRANSACTION>MANAGE”


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User will click TSA radio Button and select “DDO AND TSA TRANSACTION ID” from the drop down menu. TSA NACK/failed transaction details are shown to user. Blue hyperlink on the Sanction number is also available to user for viewing the sanction details. System shows the accounting entry in the grid and the adjustment amount on permanent cancellation. User will press the Button “FORWARD TO AAO”. The message is shown on the screen:-

“TRANSACTION HAS BEEN SUCCESSFULLY TRANSFERRED TO AAO”


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B. AAO user will login to PFMS with his user-id and password. User will go to the menu “FAILED TRANSACTION>MANAGE”

AAO user will click TSA radio Button and select “DDO AND TSA TRANSACTION ID”passed by dealing handfrom the drop down menu. TSA failed transaction details are shown to user. Blue hyperlink on the Sanction number is also available to user for viewing the sanction details. System shows the accounting entry in the grid and the adjustment amount on permanent cancellation. AAO user will press the Button“FORWARD TO PAO”.


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Following messageappears on the screen:- “TRANSACTION HAS BEEN SUCCESSFULLY TRANSFERRED TO PAO”

C. PAO user will login to PFMS with his user-id and password. User will go to

the menu “FAILED TRANSACTION>MANAGE”


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All the transactions forwarded by AAO will be available to PAO on click of Radio button “TSA” and selection of “DDO” and “TSA Transaction ID”

PAO user will click “PASS” Button and following message will reflected on the screen:-

TRANSACTION HAS BEEN SUCCESSFUL CANCELLED.


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CHAPTER 4

EXPENDITURE BY AB

ON RECEIPT OF ACKNOWLEDGEMENT (ACK) FROM RBI IN RESPECT OF ASSIGNMENT ISSUED BY THE PAO, FUNDS WILL BE AUTOMATICALLY AVAILABLE TO AGENCY FOR EXPENDITURE/TRANSFER. A. Cycle of expenditure done by agency on receiving Assignment from

PAO.

Agency DO will login in PFMS with its user id and Password and go to Menu “EXPENDITURE>TSA NEW EXPENDITURE ENTRY”


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Screen will look like as below:

User will select the scheme and Bank Account Number from the drop down. All the assignment received successfully will be listed under the hyperlink “SELECT SANCTION Number”. When a particular sanction number of the assignment is selected and “ADD” button is clicked the details of the Assignment issued and Balance amount is reflected on the screen. User will fill all the mandatorily fields in the form. Total available amount in the Bank account will be auto calculated by the system and available in the field “TOTAL AVAILABLE AMOUNT” After filling all the details and selection of vendor details, user will select Scheme Components, amount, and click on “ADD” Button.Screen will look like as follows:


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User will click on “SAVE” Button. Voucher number will be generated by the system as under:-

User will press “OK” Button and the following Message flashes on the screen.


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“Expenditure details saved successfully. Do you want to proceed with payee details?”

Yes

No

On clicking on “YES” Button, the payee details of the vendor is shown to user. User will then select “INSTRUMENT TYPE” as “EPAYMENT USING DIGITAL SIGNATURE” and click on “ADD”Button

Details are to be filled in the column “NARRATION FOR PASSBOOK” and click on “CONFIRM” Button. System flashes the message “PAYEE DETAILS HAS BEEN CONFIRMED SUCCESSFULLY”


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CLICK on “SUBMIT FOR APPROVAL” Message received on the screen as “SUCCESSFULLY SAVED FOR SUBMITTED”


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B. Approval at Agency DA level: Agency DA will login in PFMS with its user-id and Password and go to Menu “EXPENDITURE>MANAGE”. In Case there are more than one vendors in the sanction then Menu will be “EXPENDITURE>MANAGE BULK EXPENDITURE”

Screen will look like as follows:


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On selection of Scheme and Bank Account number from the drop down menu, user can click on search Button. All the sanction will be listed on the screen.

User will click on the Blue Hyperlink under the Letter/Office Number to see the details of the sanction to be approved. The details of the sanction gets opened and then Click on “APPROVE/REJECT” Button. Give the Remarks as asked by the system and click on “APPROVE” Button.


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Message will flash on the screen:- “SUCCESSFULLY SAVED FOR APPROVED”


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III. DIGITALLY SIGNING OF FILES BY AGENCY DA(AUTHORIZED SIGNATORY) User will go to MENU>DIGITALLY SIGN PAYMENT FILE

All the files to be digitally signed are available on the page “DIGITALLY SIGN FILE” User can click on the radio Button for selection of file to be digitally signed and press “APPLY DIGITAL SIGNATURE” button.


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Acomplete cycle of JAVA will run and after successfully signing. File will automatically be sent to bank for e-payment.


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CHAPTER 5

ISSUING SUB-ASSIGNMENT BY AB TO SUB-AB On successful receipt of assignment from PAO, agency can do transfer/sub-assignment to sub Agency. Steps in this case will be as under:- A. Cycle of Transfer done by agency on receiving Assignment from PAO.

Agency DO will login in PFMS with its user id and Password and go to Menu “TRANSFER>ASSIGNMENT LIMIT FOR TSA”

On clicking on the Menu “ASSIGNED LIMIT FOR TSA” following screen will appear:-


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User will select the scheme and Bank Account number. All the Assignment received successfully is listed in the blue hyperlink “SELECT SANCTION NUMBER”. On clicking on “ADD” Button all the Balance details of the Assignment along with balance amount is shown in the grid. User will fill the form with all the necessary information along with Transferring Amount, Scheme Component and details of Sub Agency for transfer.


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After filling all the details User will click on “SUBMIT” Button. System flashes theh message “TRANSACTION HAS BEEN SUCCESSFULLY SAVED ALONG WITHH THE DETALS OF VOCUHER NUMBER”

User will Click on “OK” Button The following message flashes on the screen “AMOUNT BEING TRANSFERRED SAVE SUCCESSFULLY. PLEASE CLICK BELOW AT PAYEE DETAILS BUTTON TO COMPLETE FUND TRANSFER”


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User will click on “PAYEE DETAIL”. A screen showing PAYEE DETAILS will appear. User will select “INSTRUMENT TYPE” as “EPAYMENT USING DIGITAL SIGNATURE” and click on “ADD” Button.

User will give meaningful remarks in the column “NARRATION FOR PASSBOOK” and click on “SUBMIT” Button to confirm the PAYEE DETAILS of the Sub-agency. Following message flashes on the screen:-


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“PAYEE DETAILS SAVE SUCCESSFULLY”

After Confirmation of Bank details Click on “NEXT” Button. Screen showing fund transfer details will appear with a Button “SUBMIT FOR APPROVAL” User can edit payee details on this page if required.


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System Flashes the Message:-

“RECORD SUBMITTED SUCCESSFULLY”

II. Approval at Agency DA level Agency DA will login in PFMS with its user-id and Password and go to Menu “TRANSFER>MANAGE”


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A screen “MANAGE FUND TRANSFER” will appear. User will select Account Number and Bank Account from the dropdown menu and go for “search”option

Screen showing the details of all the files sent by DO will appear. For approval user will select the red hyperlink under Letter/Office order No. to see the details of the sanction to be approved.


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Click on “APPROVE” Button and give the remarks in the pop up appeared for this:-

On clicking on “CONFIRM” Button following message flashes on the screen

“RECORD APPROVED SUCCESSFULLY”


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III. DIGITALLY SIGNING OF FILES BY AGENCY DA(AUTHORIZED SIGNATORY) User will go to MENU>DIGITALLY SIGN PAYMENT FILE


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All the files to be digitally signed are available on the page “DIGITALLY SIGN FILE” User can click on the radio Button for selection of file to be digitally signed and press “APPLY DIGITAL SIGNATURE” button. Acomplete cycle of JAVA will run and after successfully signing. File will automaticallybe sent to bank for e-payment.


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CHAPTER 6

VOUCHER(ASSIGNMENT)/SCROLLS ACCOUNTING IN PAO

Controller wise New heads under Major heads 8454-Funds for Autonomous Bodies under TSA system are to be operated for Treasury single Accounts. Following will be the Accounting at the different scenarios taking the example of Controller Higher Education:-

1. At the time of DSC for Assignment sanction by PAO:

Debit Controller -Higher Education

Grant Selected by user

Expenditure head selected by user with object head 31/35/36

Category 4/5

Credit Controller -Higher Education

800 8454011010100 object head 31/35/36 (Object head will be same as selected by user in Expenditure head above)

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2. At the time of Permanent Cancellation of TSA Assignment sanction by PAO

(-)Debit Controller -

Higher Education

Grant Selected by user

Expenditure head selected by user with object head 31/35/36

Category 4/5

(-)Credit Controller -Higher Education

800 8454011010100 object head 31/35/36 (Object head will be same as selected by user in Expenditure head above)

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3. On receipt of Scrolls of ‘Success’ (‘S’) for the expenditure done by the Autonomous

bodies/Sub-autonomous bodies against the assignment:


800 8454011010100 object head 31/35/36 (object head will be same as selected by user in Expenditure head i.e as per sr. No. 1)

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Credit 800 8675001010200-RESERVE BANK HEAD QUARTER

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4. On receipt of Scrolls of Failed (‘F’) for the payment done by the Autonomous

bodies/Sub-autonomous bodies against the assignment

No Accounting

5. On receipt of Scrolls of ‘Failed-after-success’ (‘X’) for the payment done by the

Autonomous bodies/Sub-autonomous bodies against the assignment

Debit 800 8675001010200-RESERVE BANK HEAD QUARTER

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Credit Controller -Higher Education

800 8454011019900- object head 31/35/36 (object head will be same as selected by user in Expenditure head i.e. as per sr. No. 1)

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6. On Permanent cancellation of transaction of ‘Failed-after-success’ (‘X’)received in

scrolls for the payment done by the Autonomous bodies/Sub-autonomous bodies

against the assignment:



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Credit 800 8454011010100 object head 31/35/36 (object head will be same as selected by user in Expenditure head i.e as per sr. No. 1)

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7. On Reissue of transaction of ‘Failed-after-success’ (‘X’) for the payment done by the

Autonomous bodies/Sub-autonomous bodies against the assignment:



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Credit 800 8454011010100 object head 31/35/36 (object head will be same as selected by user in Expenditure head i.e as per sr. No. 1)

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*****


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