1
TAMIL NADU HOUSING BOARD
RIGHT TO INFORMATION ACT, 2005
TAMIL NADU HOUSING BOARD,
493, ANNA SALAI,
NANDANAM,
CHENNAI 600 035.
(A Government of Tamil Nadu Undertaking-
Ministry of Housing and Urban Development Department)
“A MAN WITHOUT A HOME IS A MAN WITHOUT ADDRESS”
TNHB
STRIVES TO PROVIDE SHELTER TO EACH FAMILY
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RIGHT TO INFORMATION ACT-2005 Contact Person: A Public Relation Officer is posted in the reception of the Board Secretariat
having knowledge of the functions of the TNHB. The Executive Engineer and Administrative Officers of divisions/units in the city and mofussil areas may also be contacted.
FEES: Every application for obtaining information under sub section (1) of Section 6 of
the Right to Informaton Act-2005 shall be accompanied by an application with a fee of Rupees Ten by Cash/DD/Bankers Cheque payable in favour of the Managing Director, TNHB or Court Fee Stamp to the value of Rupees Ten to be affixed on the application.
For providing information under sub section (1) of Section of the Right to Information Act-2005, the fee shall be charged by way of Cash against proper receipt or by demand draft or bankers cheque payable the Public Authority at the following rates: (a) Rupees Two for each page (in A-4 (or) A-3 size Paper) created or copied (b) actual charge or cost price of a copy in larger size paper [c] actual cost or price for samples or models and (d ) for inspection of records,no fee for the first hour and a fee of Rupees Five for each subsequent hour (or fraction thereof)
For Providing the information under sub-section (5) of section 7, the fee shall be charged by way of cash against proper receipt or by demand draft or bankers cheque payable to the public authority at the following rates: 7 for information provided in diskette or floppy rupees fifty per diskette or floppy
and (b) for information provided in printed form at the price fixed for such publication
or rupees two per page of photocopy for extracts from the publication.
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(Government . Ref: Housing & Urban Development Department,Chennai, Letter No.23177/OP1(2)/2007-1 Dated 12.9.2007) FORM OF APPLICATION PIO from which Information is required: -------------------------------------------------- -------------------------------------------------- -------------------------------------------------- A Contact Details 1 Name of the Applicant -------------------------------- 2 a) Mailing Address --------------------------------- b) Telephone No. --------------------------------- c) E.Mail --------------------------------- 3 Whether a citizen of India Yes . . No . . B Details of information sought 1 Nature of Information sought (a) Life & Liberty of the Person . . (b) Other than (a) . . 2 Type of Information required (a) Copy of Documents . . Yes . . No (b) Inspection of records . Yes . . No © Sample of material . . Yes . . No (d) Other information . . Yes . . No
16 a) Whether information sought Yes . . No . . relates to third party ? b) If Yes, his/her name & address ------------------------------------------------------ ------------------------------------------------------
17 Specify the particulars of Information required (i)----------------------------------------------------- (ii)----------------------------------------------------- (iii)----------------------------------------------------- (iv)----------------------------------------------------- (v)----------------------------------------------------- 5 Time period for which information is required -------------------------------------------- 6 Whether applicanht belongs to BPL category Yes . . No . . Proof of BPL attached (Below Poverty Line) Yes . . No . . 7 Details of Fee Paid Rs………………………. Signature of the Applicant.
17. Application may preferably be submitted directly to the Public Information Officer
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concerned to avoid delay. Form of Supply of Information to the applicant (From) Office of ------------------------------------------------------------- (Address) ------------------------------------------------------------- No.---------------------------------------------------------Date -------------------------------- To ------------------------------------------------ ------------------------------------------------ ------------------------------------------------ Sir/Madam, Please refer to your application ,ID No. __________ dated___________ addressed to the undersigned regarding supply of information on ________________
17 The information asked for is as under:
(i) ___________________________________________________________________ (ii) ___________________________________________________________________
(OR)
The information sought is partly given below: i ___________________________________________________________________ ii __________________________________________________________________
The remaining information about the other aspects cannot be supplied due to the following reasons i ___________________________________________________________________ ii ___________________________________________________________________
3 As per Section 19 of the Right to Information Act 2005 you may file an appeal to the First Appellate Authority within 10 days of the issue of this order whose particulars are given below: Yours faithfully Name & Designation of the PIO Telephone No.
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TRANSFER OF APPLICATION TO OTHER STATE PUBLIC INFORMATION OFFICER
(TO BE DONE WITHIN FIVE DAYS) (From) Office of__________________________________________________________ (Address) __________________________________________________________ No.----------------------------------------------- Date ------------------------------------------------ To --------------------------------------------------- --------------------------------------------------- Sub: Transfrer of Application I.D No………………………….. received from Mr./Mrs…………………………………………under Sub-Section (3) of Section 6 of RTI Act 2005. Sir/Madam, The undersigned had received the above application on……..(date)…….. under RTI Act 2005.
1. The requested information does not fall within my jurisdiction. The following parts of the requested information does not fall within my jurisdiction. . .
. 3. The application/part of the application is,therefore,being transferred to you under sub-section (3) of section 6 of RTI Act 2005 for further necessary action. 4. In case it does not fall under your jurisdiction it may please be further transferred to the Public Authority to which the subject matter is more closely connected directly under intimation to the applicant. Yours faithfully Name & Designation of the PIO . Telephone No. Encl: Application in original Copy forwarded for information to the applicant Shrit/Smt.
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Form of Notice to third party (From) Office of__________________________________________________________ (Address) __________________________________________________________ No.----------------------------------------------- Date ------------------------------------------------ To --------------------------------------------------- --------------------------------------------------- Sir/Madam Whereas Mr/Mrs……………………….resident of…………………… has filed an applicatrion on…………………………...withy the undersigned under Right to Information Act 2005 to supply the following information/record pertaining to you:- And whereas the undersigned intends to disclose the above information or record or part thereof to the applicant. Now,therefore,you are hereby called upon to make your submissions in writing or orally as per section 11 of the Act,as to whether the information/record asked for by the applicant should be disclosed or not. The submissions or representation against the proposed disclosure should be made by you within ten days from the receipt of this notice,failing which the undersigned will take a decision in the matter in accordance with the provisions of the Act,without giving any further notice. As per Section 19 of the Right to Information Act,2005 you may prefer an appeal to the First Appellate Authority within 30 days,whose particulars are given below: Yours faithfully Name & Desingation of the PIO Telephone No.
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INTIMATION FOR DEPOSIT OF FURTHER FEE (From) Office of__________________________________________________________ (Address) __________________________________________________________ No.----------------------------------------------- Date ------------------------------------------------ To --------------------------------------------------- --------------------------------------------------- Sub: Deposit of Further fee. Sir/Madam Please refer to your application ID No ………… Dated……………… for obtaining information under Right to Information Act,2005.
2 You are requested to pay a sum of Rs…………… representing the cost of providing the information,which has been computed as per details given below:
3 You are requested to deposit the above amount with the authorised person and submit the receipt to the undersigned or pay the amount in the form of
demand draft or bankers cheque payable to the Accounts Officer of the (name of the office)
4 It may please be noted that the intervening period between the dispatch of this information and payment of fee shall be excluded for the purpose of calculating the prescribed period as per sub-section (3) (a) of Section 7 of the Act.
1. You have a right to get the decision for deposit of further fee reviewed for which you can apply to the First Appellate Authority whose address is given below: Yours faithfully, Name & Designation of the PIO Telephone No.
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REJECTION ORDER (From) Office of__________________________________________________________ (Address) __________________________________________________________ No.----------------------------------------------- Date ------------------------------------------------ To --------------------------------------------------- --------------------------------------------------- Sir/Madam, Please refer to your application ID No………………dated……… addressed to the undersigned regarding supply of information, Act 2005. 2 The information asked for cannot be supplied due to the following reasons:
i ……………………………………………. ii …………………………………………….
1) As per Section 19 of Right to Information Act 2005, you may like
to file an appeal within 30 days of the issue of this order to the first Appellate Authority whose particulars are given below: Yours faithfully,
Names & Designation of the PIO Telephone No.
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Appeal under Section 19 of the Right to Information Act 2005 To First Appellate Authroity …………………………. …………………………. A Contact Details: 1
Name of the applicant
2 Address B. Details about RTI requests 1 Particulars of the SPIO against
whose order appeal is preferred a) Name
b) Address 2 Date of submission or
application (please attach a copy)
3 Brief facts leading to appeal a) No response received within 30 days of submission of Form I.
b) Aggrieved by the response received within the prescribed period (a copy of the order received be attached)
Grounds for appeal…………………………………. ……………………………………………………… ……………………………………………………….
4 Prayer or relief sought 5 Last date for filing the appeal 6 If appeal is being filed after 30
days,the reasons which prevented from filing appeal in time
7 Copies of documents relied upon by the applicant
Signature of the Applicant
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FORWARDING OF APPLICATION/APPEAL Office of THE TAMIL NADU HOUSING BOARD 493 ANNA SALAI NANDANAM CHENNAI 600 035 No.F Dated: To The Public Information Officer (or) The First Appellate Authority (or) The Central Information Commission Sub: Forwarding of Right to Information Act-2005 application/appeal: I.D.No. Dated: Sir/Madam, I am to forward,herewith an application,appeal in original received on……………from the following application under section 5(2) of the Right to Information Act 2005,for further necessary action. 9 The applicant has deposited a fee of Rs.10/- vide Cash Receipt Number
………………………dated…………in this office. The applicant has deposited a fee of Rs.10/- vide Bankers Cheque/Demand
Draft No……………….dated…………….drawn on ………………Bank which is being sent in original for further necessary action. 3 It is requested that further necessary action in the matter may please be taken at your end. Yours faithfully, Assistant Public Information Officer Designation Encl: 1. Application in original
1) Copy of Cash Receipt/Demand Draft/Banker Cheque
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CHAPTER-I
INTRODUCTION
1. ORGANISZATION: The Tamil Nadu Housing Board is a body, duly constituted by an act called “Tamil Nadu Housing Board Act, 1961”. (Madras Act 17 of 1961). Originally a City Improvement Trust which becomes the present Tamil Nadu Housing Board. The Tamil Nadu Housing Board is catering the Housing needs of different categories of the society in tune with their economic affordability. The Board is managed by a Board of Directors with due representation from other state organisations, conducting meetings periodically taking policy decision to guide the Board. OBJECTIVES/FUNCTIONS:
i) Developing house sites (Plots) and ii) Creating a Satelite towns in the peripheral area of the city. Building houses and flats to
cater to the needs of the people of all sections of the society with necessary infrastructure like quality roads, public health preference such as sewerage disposal and potable water supply, public purpose sites, etc.
10 Through zero defect structures, with quality materials, superior design and architecture
(quality control wing functions). 11 Cost effectiveness and affordability. 12 Services like tying up for loans with housing financial institutions and National Banks for
Housing Finance. 13 Promptness and efficiency. 14 Liveable and loveable environment. 15 Clean, clear and free from encumbrance marketable title. 16 Fair and transparent dealings. 17 Superior after sales service for consumer delight. The Tamil Nadu Housing Board having it’s Secretariat Office in Chennai and having its
divisional/unit offices all over the state of Tamil Nadu covering all the districts. The Board having office of the Chairman, the Managing Director, Secretary & Personnel Officer and Other officials in the Board Secretariat in Chennai. In Chennai City there are 5 divisional offices and 11 unit offices in the districts, manned by an Executive Engineer and Administrative Officer with supporting Officials.
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CHAPTER- 2 (Manual-1)
Particulars of Organisation, Functions and Duties. The Tamil Nadu Housing Board with an ambition of providing quality shelter to all the family living in Tamil Nadu. The TNHB’s Motto is “to provide one house to each and every family”. The TNHB having its division/unit offices in the city and mofussil areas headed by an Executive Engineer and Administrative Officer. Executing works of developing House Sites, Construction of houses/apartments and allotting these dwelling units to the eligible persons in accordance with the rules and regulations of the Board/Government. Executing works of Government like TNGRH Scheme and executing deposit works of other agencies and in case self financing scheme. Public Grievances Redressal is conducted on every Monday. Petitions are received and processed expeditiously final reply given. Morning hours of the office 10.00 A.M. Closing hours of the office 05.45 P.M. Organizational Structure diagram: Attached separately (File name : TNHB ORGANISATION CHART)
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CHAPTER-3 (Manual-2)
Powers and Duties of Officers and Employees.
The Managing Director, Tamil Nadu Housing Board is the Administrative head of the Board, he is monitoring all the officers of the Board in all the wings of Administration, Allotment, Land Acquisition, Revenue and Accounts, Technical Works, etc. The Secretary & Personnel Officer is the Secretary of the Board and Personnel Officer of the Board dealing all the Administrative matters,allotment and to conduct Board meetings
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PROCEEDINGS OF THE CHAIRMAN , TAMIL NADU HOUSING BOARD, MADRAS -35.
PRESENT: THIRU.K.LAKSHMIKANTHAN BHARATHI, I.A.S.
Proceedings No.30109/Fin.II/73 Dated: 24th April 1974 Sub : Tamil Nadu Housing Board –Delegation of Powers to Accounts Officers for passing bills and signing cheques. Ref : Board’s Resolution No.226, dated 30.3.74 ------------------------ According to Rule 5 of the rules relating to the manner of operation of Accounts with banks, ‘all orders for making any deposit shall be in writing, and all such orders and cheques shall be signed by the Chairman or such other Officer of the Board, as may be authorized by the Board in this behalf”. At present, only the Chief Accounts Officer is delegated with powers to pass all bills and sign cheques in respect of the Board’s transactions, while the Executive Engineers and Administrative Officers of Mofussil Units are vested with similar powers in respect of the transactions of the city divisions or the units, as the case may be. In view of the increased volume of transactions, the Board has approved the following amendments to the rules so as to delegate certain powers to the Accounts Officers also. P.T.O.
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S.No. Passing of Bills Monetary Limit
Officers to be Empowerd
1. Establishment bills including Provident Fund withdrawals
Rs.1 lakh Accounts Officer incharge of Bills Section
2. T.A.Bills and Medical Reimbursement bills of Non-Gazetted Establishment
Without limit
Accounts Officer incharge of Bills Section
3. Contingent Bills Rs.1,000 Accounts Officer incharge of Bills Section.
II Signing of Cheques:
Cheques upto and inclusive of Rs.10,000/-
Accounts Officers incharge of Cash Section
In anticipation of orders of Government approving of the
amendment, the above delegation will take effect from 6th May 1974.
(Sd.) V.N. Subramaniam For CHAIRMAN
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efy;
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ghh;it : bray;Kiw eltof;iffs; vz; .,2/67642
ehs; 14.11.1975 -----------------
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brayhsh; kw;Wk; gzpahsh; mYtyh;
18
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19
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thhpa jiyik mYtyfj;jpy; vy;yh Ml;rpKiw kw;Wk; tUtha;g;
gphpt[fspypUe;Jk; ( Administration / Revenue wings) brayhsh; kw;Wk; gzpahsh;
mYtyUf;F bry;Yk; vy;yh nfhg;g[fSk; Jizr; brayhsh; \ykhfj;jhd;
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TAMIL NADU HOUSING BOARD
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Circular Memo T4/54681/74 Dated : 23.07.1974 Sub : Tamil Nadu Housing Board – Delegation of powers of
officers (Technical) – Revision of existing powers – approved – communication - regarding
Ref : Board’s Resolution No.349, dt. 12.7.74 -------------
The Board In its Resolution No. 349, dated 12.7.74 has approved
certain amendments of powers vested with the officers of the Board in
works Code Para 111. A copy of the amendment is communicated to all
the SEs & EEs of City Divisions and Mofussil units for information and
necessary action.
Sd/- B.A.Jeyapalan, CHIEF ENGINEER
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TO EXISTING ARTICLE III OF WORKS CODE POWERS OF SANCTION
The delegation of various financial powers for the officers (Technical) under this Code are given below. The powers now delegate are on par with the similar one approved for officials of PWD as per G.O.No.1600 PWD, dt.11.10.73 and 574 PWD dt.30.4.74.
EXISTING PROPOSED Sl.No. Brief Description Chairman Chief
Engineer S.E Executive
Engineer Chairman Chief
Engineer Suptdg. Engr.
E.E Remarks & conditions if any
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. TO ACCORD ADMINISTRATIVE
APPROVAL
A. For original works and repairs (other than conditions & alterations of the existing residential building)
50,000
20,000
-
5,000
Same as in existence
Same as in
existence
5,000
Nil
A single work or ‘project’ should not be split up into parts with a view to avoid the administrative approval of a higher authority.
2. Or original works & repairs (addition & alteration to existing residential buildings)
50,000
20,000
-
-
-do-
-do-
50,000
Nil
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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 3. TO ACCORD TECHNICAL
SANCTION
Original works ( civil works) Electrical works to buildings (residential & non- residential)
- -
Full Full
- -
40,000 5,000
- -
Full Full
5,00,000 40,000 (for building works)
1,00,000 15,000 (for Building works)
Note to item 2(a) & (b) The powers can be exercised by the EE only in respect of works not more than Rs. Where N.S.Provisional is made in the project estimate sanctioned by competent authority. In case of working estimates, the amount of L.S provision should not be exceeded with out the appl. Of the C.E/SE respectively Except as provided above the EE/SE can not technically sanction estimates for component works covered by a project even
…2….
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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Note to item
2a&b (contd.) Though the amount of such component part may be well within their powers.
4 Powers to pass excess over estimate for completion reports and revised estimate
May approve All excesses on completed works or component works of a project subject to regularization of the total excess if any over the amount administratively approved for the whole project by the competent authority when all the works covered by the project are completed.
Upto 15% of the original sanctioned estimate sanctioned by him or higher authority
Upto 5% of the sanctioned original estimate sanctioned by him or higher authority.
May approve all excess on completed sub works or component works of a project subject to regularisation of the total excess if any, over the amount administratively for the whole project by the competent authority when all the works covered by the project are completed
5% or Rs.5000 Which –ever is higher
5% or Rs.1500 Which-ever is higher
5% or Rs.750 Which-ever is higher
….3….
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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 5. Powers to approve
draft Tender notices and tender schedules
- Full - 40,000 - Full 5,00,000 1,00,000 Note under Item 4 The limit applies to the total estimated value of works or sub works covered by one project, for which tenders are invited at a time.
5. Powers to accept tenders for works
Full 5,00,00 - 40,000 - 5,00,000 3,00,000 40,000
NB: Tenders beyond Chief Engineer’s Powers shall be got accepted by the board.
Note under item 5 a) the limits refer to the total value of the tender inclusive of the cost of materials to be supplied departmentally. b) The limit also refers to the maximum value of the contracts in force at any time with a particular contractor in any one project amended by an officer on tenders.
..4…
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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 6. Powers to accept
tenders in excess of the sanctioned estimate rates
5% of Rs.5000/- whichever is greater
5% or Rs.5000/- Whichever is greater
-
5% or Rs.500 Whichever is Greater
- 5% or Rs.5000/- Whichever Is greater
5% or Rs.1500/- Whichever Is greater
5% or Rs.750/- Whichever Is greater
Note under item 6 a) The percentage has to be computed on the sanctioned estimated value of work put to tender including the cost of materials to be supplied departmentally. b)The total amount or tenders including the excess percentage should not exceed the limits prescribed under item (5) c) The accepting authority should take action as early as possible for obtaining sunction to levised estimate where the sanctioned estimate is likely to be exceeded by more than 5% and also revised adm.approval where the amount administratively
..5..
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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Note under item 6
(a) (Contd) approved exceeds or is likely to exceed by more than 10%
7. Were to execute contract or agreements standard form on half of the Housing and for works or applies after the tenders forward of remarks approved by competent authorities
Full - 1,00,000 - - Full Same as in existence
Note under item 7 The limit refers to the amount of each contract inclusive of the cost of materials to be supplied departmentally. All contracts, the value of which exceeds Rs.10,000 will be reported to the Board under Sec.32(4) of the Act.
8. Powers to dispense with tenders calls for execution of work
Full 50,000 - 5,000 Full No change
25,000 No change
Note under item 8 a) A Major work or project should not be split up for purpose of waiver of tender calls, except by the chairman b) The limits refer to the estimated value of works (excluding contingencies, supervision charges etc) for which
27
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Tender calls a are
proposed to be dispensed with.
9. Powers to award works on nomination to a selected contractor (in cases where the Chairman has sanctioned the splitting up of a major work or project and the entrustment of the split portions on nomination without call of tenders
1,00,000
50,000
5,000
No change
No change
25,000
No change
Note under Item 9 a) The limits refer to the maximum amt. of contracts awarded on nomination to a particular contract or under any one project which are inforce at a time. b) The amounts are inclusive of the cost of materials to be supplied departmentally. c) The rates allowed should not exceed estimate rates by more than the percentage prescribed under item (6).
10 MAINTENANCE AND SPECIAL REPAIRS a)Maintenance estimate for TNGRH Flats, Housing Board flats/house for financial year
Full
5,00,000
1,00,000
Note under item 11 subject to condition i) should not exceed the prescribed percentage over the capital cost under
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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. b) Maintenance
estimate for ordinary tools and plant ( per plant for financial year) c) Maintenance estimate for special tools & plant like lorry, roller etc. (per plant for financial year) full
Full
Full
50,000
1,00,000
2,000
20,000
Full
Full
No change
No change
25,000
50,000
No change
20,000
Individual parts.
11. a) Powers to award extra or supplemental items of works to the original contractor without call of tenders b) powers to approve supplemental rates and center into agreement
Full
30,000
Full
Upto (a limit of Rs.25,000) Full
Upto 10,000 For
agreements executed by EE. 5,00,000
(Including value of
supplemental Itmes)
Nil
1,00,000 (inclusing Value of supplemental Items)
Note under item 12 Subject to condition that i) the additional items are really necessary & they are not susceptible of being separated from original works. ii) The rates are to be decided as per para 59 under general conditions of contract, TNS (Former PS 63 of MDSS)
29
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Waiver of check
measurement upto Rs.1000/-
Upto Rs.500/-
No change
No change
Nil Nil For one work, for one time only . the limit applies to the total value of the set of measurements omitted, to be check measured.
13. Power to grant for extension of time or each accepted agreement
Full power in all cases
Full in cases where tenders are accepted for works awarded by the E.E
- (The authority who has accepted the agreement is fully competent deal with this)
14. Less in manufacture Rs.10000 In each cases
Upto Rs. 1000/-
In each case
- No change
No change
Nil Nil
15. Write of Losses a) irrecoverable value of stores, unprofitable outlay on works etc.
Rs.1000/- In each cases
Upto Rs.500/- In each cases
No change
No change
Nil Nil
b) Loss of M.Book, NMR
Full Full
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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 16. Powers to purchase
stores & T&P requirements
Full Rs.1,00,000 At a time
Rs.500 at a time Full No change
7,500 500 at a time
Except in the case of purchase for stock with in the reserve limit or for sanctioned works, the previous sanction of the competent authority to of approve the incurring the expenditure on purchase should be obtained. Articles on reserve stock account and available in stores should invariably drawn from stores.
17. Purchase of Office Furniture 9subject to budget provisions)
Nil * Full 5,000 2,500 1,000 * Chairmans powers have been fixed based on the powers of C.E.
18. Hiring of private accomation for: a) to locate stores materials at site (when to expr.is chargeable to work) & b) to locate office
Full Rs.25 per month in any course for a period not exceeding 6 months
Nil Full 100 p,m As in existence
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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 19. Lew Suits
To accord sanction for the institution of law suits to the value of
Rs.5,000 In each case
Rs.1,000/- In each case
- - No change
No change
- - -
20 To sanction entertainment of work establishment
Full May sanction the entertainment of work establishment subject to limit of pay of Rs.450 p.m. for each person so employed.
- - No changed
No change
Nil Nil On par with G.O. 874 PWD 30.5.73.
Sd/- K.Lakshmikanthan Bharathi, CHAIRMAN
32
POWERS DELEGATED TO THE SECRETARY & PERSONNEL OFFICER
Authority : O.O.No.2/85 Dated : 9.7.85 1. Sanction of increments for the categories namely Executive Engineer
Superintending Engineer, Chief Engineer, Deputy Secretary and Deputy Chief
Accounts Officer.
2. Sanction of increments which are held up for more than one year period in
respect of the categories namely Assistant Executive Engineer, Assistant
Secretary and Accounts Officer.
3. Sanction of Earned Leave and un-earned Leave for the categories namely,
Revenue Officer, Deputy Secretary, Senior Planner, Town planner, Executive
Engineer and Superintending Engineer.
4. Authority : Proc No.ENT-2/31624/90 dt. 26.4.90
The powers to approve fixation of pay grant of selection and special grades,
sanction of House Building Advance as per approved lists of applicants upto the
level of Assistant Secretary/Accounts Officer on the Non-Technical side and
Assistant Executive Engineers on the technical side are delegated to the
Secretary and Personnel Officer.
5. The Powers to initiate disciplinary action under S.R 37(a) and 37(b) in respect
of officers and staff upto the level of Assistant Secretary and Accounts Officer
on the non-technical side and Assistant Executive Engineers on the technical
side are delegated to the Secretary and Personnel Officer.
6. The Powers to depute officers and staff for training programmes, part time
courses, P.G. Courses etc. within India upto the level of Assistant
Secretary/Accounts Officer on the non-technical side and upto the level of
Assistant Executive Engineers on the technical side are delegated to Secretary
and Personnel Officer. The Secretary and Personnel Officer should consult the
concerned Chief Engineers in respect of technical personnel in this regard.
33
7. Authority: O.O.No. ENT-2/50097/91 dt. 24.7.91
To issue orders regularizing the services and declaration of probation upto the
level of Assistant Secretary/ Accounts Officer on the Non-Technical side and
Assistant Executive Engineers on the Technical side are delegated to the
Secretary & Personnel Officer.
8. To accept the resignation of employees upto the level of Assistant Secretary
/Accounts Officers on the Non-Technical side and Assistant Executive Engineers
on the Technical side are delegated to the Secretary & Personnel Officer.
9. To grant persmission to retire voluntarily and retirement on superannuation
upto the level of section officers/ Assistant Revenue Officers / Divisional
Accountants on the Non-Technical side and Assistant Engineers / Junior
Engineers on the Technical side are delegated to the Secretary and personnel
officer.
10. To approve the terms and conditions of deputation upto the level of Assistant
Secretary / Accounts officer on the Non- Technical side and Assistant Executive
Engineers on the Technical side are delegated to the Secretary & Personnel
officer.
11. To grant permissions under Tamilnadu Housing Board Officer’s and
Servant’s conduct Regulations upto the level of Assistant Secretary/Accounts
Officer on the Non –Technical side and Assistant Executive Engineers on the
Technical side are delegated to the Secretary & Personnel Officer.
Authority : O.O.No. 2/85 dated 9.7.85
12. Sanction of leave on loss of pay for all the categories in technical and non-
technical side.
34
POWERS DELEGATED TO THE COMMITTEE CONSTITUTED WITH THE FINANCIAL ADVISER, AND SECRETARY & PERSONNEL OFFICER , T.N.H.B.
Authority: Proc.No. ENT.2/31624/90 dated : 26.4.90 1. The powers to sanction an expenditure under a single item of
expenditure not exceeding Rs.20,000/- are delegated to the Committee
consisting of Secretary and Personnel Officer and Financial Adviser in
supercession of the orders issued in proceedings No.Misc.2/91859/77, dated
12.8.1977.
Authority: Proc.No.ENT-2/50097/91 dt. 24.7.91 2. For release of funds for payment on passing of award, payment decreed by the
Court, payment to the Legal Adviser, Advertisement charges, Establishment
charges for the land acquisition staff, etc. if it is above Rs.2,000/- the powers
are delegated to the Committee consisting of Secretary and Personnel Officer
and Financial Adviser.
35
PROCEEDINGS OF THE CHAIRMAN & MANAGING DIRECTOR,
TAMIL NADU HOUSING BOARD, MADRAS -600 035.
PRESENT: THIRU P.V.
RAMAN, I.A.S.
Proceeding No: ENT-2/31624/90 Dated: 26.4.90
Sub : Establishment (Non-Technical) – Tamil Nadu Housing Board –
Deligation of powers- ordered.
-------------
In exercise of the powers conferred under section 22 (2) of the Tamil Nadu
Housing Board Act 1961, the Chairman and Managing Director delegates the
following powers to the officers as indicated:
1. The powers to sanction any expenditure under a single item of expenditure
not exceeding Rs.20,000/- are delegated to the committee consisting of
secretary and Personnel Officer and Financial Adviser in supercession of the
orders issued in Proceedings No.Misc-2/91859/ dated 12.8.1977.
2. The Powers to approve fixation to pay grant of selection and special grades,
sanction of House Building Advance and Conveyance Advance as per
approved lists of applicants upto the level of Assistant Secretary/ Accounts
Officer on the Non-Technical side and Assistant Executive Engineers on the
technical side are delegated to the Secretary and personnel officer.
3. The powers to sanction pension, I.C.R.G. and family benefit fund to officers
and staff upto the level of Assistant Secretary and Accounts Officer on the
non-technical side and Assistant Executive Engineers on the Technical side
are delegated to the Engineers Adviser and Chief Accounts Officer.
4. The powers to limitate disciplinary action under S.R 37(a) and 37(b) in
regent of officers and staff upto the level of Assistant Secretary and Accounts
Officer on the non-technical side and Assistant Executive Engineers on the
Technical side are delegated to the secretary and personnel officer.
36
5. The powers to depute officers and staff for training programmes, part time
courses. P.G courses etc within India upto the level of Assistant
Secretary/Accounts Officer on the non-technical due and upto the level of
Assistant Executive Engineers on the technical side are delegated to
Secretary and personnel officer. The Secretary and Personnel Officer should
consult the concerned Chief Engineers in re of technical personnel in this
regard.
6. The power to make allotments under Board’s rental schemes in the city
strictly as per the seniority lists of applicants is delegated to the Chief
Revenue Officer. He will sand and weekly regert to the Chairman and
Managing Director on the allotments made under the delegated powers.
7. The power regarding name transfer of allotments of all rentals including
shops in accurance with Board’s decision in to the Chief Revenue
Officer.
The above orders will take immediate effect
(Sd) P.V. Rajaraman
CHAIRMAN & MANAGING DIRECTOR
37
PROCEEDINGS OF THE CHAIRMAN & MANAGING DIRECTOR,
TAMIL NADU HOUSING BOARD, NANDANAM, MADRAS – 600 035.
PRESENT : P.V. RAJARAMAN, I.A.S.
Proc.No.ENT-2/67970/90 Dated: 10.10.90
Sub : Establishment (NT) –TNHB – Delegation of power orders-
issued - Reg.
Ref : Proc.No.ENT-2/31624/90 dt. 26.4.90
------------
In partial modification to the item No.2 of the proceeding cited, the delegation
of powers to sanction conveyance advance as per the approved list of applicants is
restored to the Financial Adviser and Deputy Chief Accounts Officer as per
Proc.No.SR1/72503/86, dated 22.10.86. Accordingly the delegation of powers for
sanction of conveyance advance will be as indicated below:
Category of Post Sanctioning Authority
1. Chief Engineer, Superintending Engineer, Executive Engineer, Assistant Executive Engineer, Financial Advisedr Assistant Town Planner and Town Planner, Deputy Secretary, Chief Accountant, Cost Accountant, Senior Accounts Officer, Deputy Chief Accounts Officer, Accounts Officer and Assistant Secretary. 2. Other posts not falling under the Deputy Chief Categories indicated above Accounts Officer The above orders will take immediate effect. Sd/-A.M.KASIVISWANATHAN, FOR Chairman & Managing Director
38
TAMIL NADU HOSUING BOARD
Proceedings No.PNT-2/64385 /96 Dated: 7.9.2001 Sub : TNHB-PNT-Sanction of P.F delegation of Powers – Amendment orders Issued – Reg. Ref : Board’s proceedings No.PNT-2/64385/96, dt.16.8.2001. ----------- In partial modification of the orders issued in the reference cited the following
amendment is issued which is as follows:-
I. Accounts Officer ( Commercial)
To sanction all P.F temporary advance, partfinal withdrawal and final settlement
for all the categories, upto Assistant Engineer on the Technical side. Divisional
Accountant, Sanction Officer, Assistant Revenue Officer on Non-Technical side.
2. To pass all the contingent bills of P.F. upto a value of Rs.10,000/-
(Rupees ten thousand only).
II. The Chief Accountant
i) To sanction all P.F temporary Advances, Part final withdrawals and final
settlements for the category from Assistant Exe.Engineer, Assistant
Secretary and Accounts Officer and above.
ii) To Pass all contingent bills for the value exceeding Rs.10,000/-(Rupees ten
thousand only) and sign the cheque other than that of the P.F. Final
settlement.
III. Financial Adviser To issue all cheque of P.F. Final settlement This order shall take immediate effect.
Sd.N.Durairaj For Managing Director
39
POWERS DELEGATED TO THE CHIEF REVENUE OFFICER Authority:proc.No. ENT-2/31624/90 DATED 26.4.90
1. The power to make allotments under Board’s rental schemes in the city strictly
as per the seniority lists of applicants is delegated to the Chief Revenue Officer.
He will send a weekly report to the Chairman and Managing Director on the
allotments made under the delegated powers.
2. The power regarding name transfer of allotments of all rentals including shops
in accordance with Board’s decision is delegated to the Chief Revenue Officer.
40
POWERS DELEGATED TO THE ASSISTANT SECRETARY
Authority: O.O. No. 2/85 dated 9.7.85 1. Sanction of increments for the categories upto the cadre of Assistant
Revenue Officer (Section Officer in Non-technical side and for the
categories upto the cadre of Assistant Engineer in Technical side.
2. Sanction of Earned Leave/Unearned Leave for the categories upto the
cadre of Superintendent in Non-technical side and for the categories
upto the cadre of Assistant Engineer in technical side.
41
POWERS DELEGATED TO THE DEPUTY CHIEF ACCOUNTS OFFICER
Authority: Proc.No.ENT-2/67970/90 dt. 10.10.90 Powers to sanction conveyance advance to all others categories except the approved list of applicants. 1. Chief Engineer
2. Superintending Engineer
3. Executive Engineer
4. Assistant Executive Engineer
5. Assistant Town Planner and
6. Town Planner
7. Deputy Secretary
8. Chief Accountant
9. Cost Accountant
10. Senior Accounts Officer
11. Deputy Chief Accounts Office
12. Accounts Officer
13. Assistant Secretary.
42
ACCOUNTS OFFICER (As per Works Code V)
The Accounts officer of the Unit will be under the joint control of the Chief
Accounts Officer and of the Administrative Officer concerned. In accounts, finance and
pre-check matters, he will be under the technical control of the Chief Accounts Officer
and will report direct to him and take instructions from him. He will otherwise, be
under the administrative control of the Administrative Officer and give him such
assistance as is required from time to time.
He is responsible inter alia,
i) for the efficient functioning of the accounts branch of the Unit and for
conducting an efficient internal audit of all financial transactions and for
reporting to the Chief Accounts Officer through the Administrative Officer, all
cases of financial irregularities and breach of financial rules and regulations.
ii) For the scrutiny of all sanctions accorded by the officers of the Unit.
iii) For the expeditious disposal of all audit objections pertaining to the Unit and
to report to the Chief Accounts Officer cases in which prompt or adequate
action has not been taken by the Officer responsible for the regularization of
the objections.
43
POWERS DELEGATED TO THE ASSISTANT SECRETARY
Authority : O.O. No.2/85 dated 9.7.85
1. Sanction of increments for the categories upto the cadre of Assistant Revenue
Officer (Section Officer in Non-technical side and for the categories upto the
cadre of Assistant Engineer in Technical side.
2. Sanction of Earned Leave/Unearned Leave for the categories upto the cadre of
Superintendent in Non-technical side and for the categories upto the cadre of
Assistant Engineer in technical side.
44
PROCEEDINGS OF THE CHAIRMAN AND MANAGING DIRECTOR, TNHB, MADRAS – 600 035.
PRESENT: THIRU P.V.RAJARAMAN. I.A.S.
Proceeding No.ENT.2/50097/91 Dated: 24-7-91 Sub: Establishment – Tamil Nadu Housing Board – Delegation of powers – Ordered. Ref: Proc.No.ENT.2./31624/90, dt. 26-4-90 -------- In exercise of powers conferred under Section 22(2) of the TamilNadu Housing Board Act, 1961, the Chairman & Managing Director, delegates the following additional powers to the officers as indicated.
1. To issue orders regularizing the services and declaration of probatation upto the level of Assistant Secretary / Accounts Officer on the Non Technical side and Assistant Executive Engineers on the Technical side are delegated to the Secretary & Personnel Officer.
2. To accept the resignation of employees upto the level of Assistant Secretary /
Accounts Officer on the Non Technical side and Assistant Executive Engineers on the Technical side are delegated to the Secretary & Personnel Officer.
3. To grant permission to retire voluntarily and retirement on superannuation upto
the level of Section Officer / Assistant Revenue Officers / Divisional Accountants on the Non Technical side and Assistant Engineers / Junior Engineers on the Technical side are delegated to the Secretary & Personnel Officer.
4. To approve the terms and conditions of deputation upto the level of Assistant
Secretary / Accounts Officer on the Non Technical side and Assistant Executive Engineers on the Technical side are delegated to the Secretary & Personnel Officer.
5. To grant permission under Tamil Nadu Housing Board Officers and Servants
Conduct Regulation upto the level of Assistant Secretary / Accounts Officer on the Non Technical side and Assistant Executive Engineers on the Technical side are delegated to the Secretary & Personnel Officer.
6. For release of funds for payment on passing of award, payment decreed by the
Court, payment to the Legal Adviser, Advertisement Charges, Establishment Charges for the land acquisition staff, etc. are delegated to the Secretary & Personnel Officer, if it is below Rs.2000/-. If it is above Rs.2000/- the powers are delegated to the Committee consisting of Secretary & Personnel Officer and Financial Adviser.
45
7. Powers to place person under additional charge of a post and sanction of charge allowance upto the level of Assistant Secretary / Accounts Officer on the Non Technical side and Assistant Executive Engineers on the Technical side are delegated to the Secretary & Personnel Officer.
8. To permit pre-payment of Housing Building Advance, Conveyance Advance etc.
upto the level of Assistant Secretary / Accounts Officer on the Non Technical side and Assistant Executive Engineers on the Technical side are delegated to the Secretary & Personnel Officer
9. The powers to sanction Housing Building Advance as per the approved list of
applicants upto the level of Assistant Secretary / Accounts Officers on the Non Technical side and Assistant Executive Engineers on the Technical side are delegated to the Financial Adviser & Chief Accounts Officer instead of Secretary & Personnel Officer.
Sd/- P.V.RAJARAMAN CHAIRMAN & MANAGING DIRECTOR To: All the Officers / Sections in the Board Sectt / All SEs of the Board & Circles / All the EE&Ad.Os./EEs of the City & Mofussil Divisions / Units. /True Copy/ Superintendent
46
ANNEXURE I
DUTIES AND RESPONSIBILITIES OF FINANCIAL OFFICERS: a) The Assistant Accounts Officer / Accounts Officer / Chief Accounts Officer / Financial Adviser and Chief Accounts Officer / Financial Controller shall be in overall charge of the work relating to Finance, budget and accounts of the department and all such work shall be performed under his superintendence. b) All important Communications / references received from or addressed to the following authorities shall be, on their receipt or before issue shall be shown to the Assistant Accounts Officer/Accounts Officer/Chief Accounts Officer/Financial Controller:-
i) Finance Department of the Secretariat. ii) Chief Accountant General / Accountant General and the Accounts / Audit
Officers.
iii) Financial Committees of the State Legislative Assembly namely the Public Accounts Committee and the Estimates Committee.
c) Any other communication/reference having a financial implication which a department may in its discretion consider to be important, shall also be shown to the Assistant Accounts Officer, Accounts Officer / Chief Accounts Officer / Financial Adviser and Chief Accounts Officer / Financial controller. d) Reports or references on cases involving serious contravention of financial rules or a serious financial irregularity; relaxation of or deviation from any financial rules or principles ; or write off of a loss or abandonment or remission of revenue shall be shown / consulted with the Accounts Officers/ Chief Accounts Officers/Financial Adviser and Chief Accounts Officers / Financial controller passing of final orders. e) All references to Government in Finance Department shall issue only after consultation with the Assistant Accounts Officer, Accounts Officer /Chief Accounts Officer / Financial Adviser and Chief Accounts Officer/ Financial Adviser and Chief Accounts Officer / Financial Controller. f) All financial powers delegated to the sub-ordinates shall be exercised in consultation with the Accounts Officer / Chief Accounts Officer / Financial Adviser and Chief Accounts Officer/Financial Controller.
47
g) All sanction of grants-in-aid including scholarships) and loans
shall be referred to the Assistant Accounts Officer / Accounts Officer/Chief Accounts Officer/Financial Adviser and Chief Accounts Officer/Financial controller before issue of final orders. He shall be consulted in particular on the financial aspects of all transactions relating to loans. h) Before sanctioning expenditure for purchases and for execution of contracts subject to provisions in codal rules, the Assistant Accounts Officer/Accounts Officer/Chief Accounts Officer/Financial Adviser and Chief Accounts Officer/Financial Controller, shall be consulted. i) All cases involving financial matters shall be disposed in accordance with the advice of the Assistant Accounts Officer/Accounts Officer/Chief Accounts Officer/Financial Adviser and Chief Accounts Officer/Financial Controller; if it is unable to accept the advice of Assistant Accounts Officer/Accounts Officer/Chief Accounts Officer/Financial Adviser and Chief Accounts Officer/Financial Controller, the case shall be referred to the Head of Department who if he does not agree with the Accounts officer etc, shall record reasons therefore before passing orders. j) The Assistant Accounts Officer/Accounts Officer/Chief Accounts Officer/Financial Adviser and Chief Accounts Officer/Financial Controller etc., shall be responsible for ensuring that the budget estimates are properly framed, that the time schedule for the preparation of the budget is scrupulously followed by the department and that the orders and instructions issued by the Finance Department in respect of the preparation of budget and matter connected therewith are observed; k) He will scrutinize the budget proposals thoroughly, assist the Head of Department in the discharge of his responsibility in the formulation of Budget proposals in accordance with instructions of Finance Department; l) He will ensure the maintenance of proper accounts as required by the rules on the subjects; m) He will obtain periodical reports of the progress of expenditure, watch and review the progress of expenditure against the sanctioned grants and issue such instructions from time to time to the controlling officers as may be necessary. For this purpose he will ensure that necessary control registers under the rules are maintained by the Department; n) He will take necessary steps to ensure the timely surrender of anticipated savings in budget provisions/funds by the Department/the controlling officers as the case may be as early as possible during the financial year; o) He will scrutinize the proposals for supplementary demands for grants including the proposals for advances from the Contingency Fund and also advise the administrative department on the need for obtaining such supplementary grants or advances as may be necessary;
48
p) He will keep himself in regular touch with the audit objections
and the inspection reports of the Audit and their early settlement, etc. He will be actively associated with the processing and settlement of the audit paras in the Department; q) He will take speedy and timely action on the Reports, Appropriation Accounts and the reports and observations of the Financial Committee of the State Legislative Assembly namely, the Public Accounts Committee and the Estimates Committee. He will keep himself in touch particularly with the briefs prepared for such committees or with the replies to the questionnaires issued by them. r) He will keep himself closely associated with the formulation of scheme and important expenditure proposals from their initial stage;
49
ANNEXURE –II
DUTIES AND RESPONSIBILITIES OF FINANCIAL OFFICERS (CONTD.) 1. Advice on Financial Matters: The Financial Officers shall make a review on the implementation of quarterly control of appropriation and to point out the irregularities, deviation and non-implementation of Government Orders. 2. Control of Expenditure and Maintenance of Accounts: The Financial Officers shall ensure quarterly control of appropriation as per G.O. Ms.No. 460 Finance (BG-I) Department dated 14.6.95. 3. Budget Estimate: The Financial Officers shall ensure timely preparation of Number Statements, Budget Estimates, Revised Estimates/ Final Modified Appropriation and Surrender statements. The financial officers shall assist the Head of Department to implement the economy measures enunciated in G.O.Ms.No.404, Finance (BG-I) department dated 16.6.92 and to take care of these guidelines while formulating the budget proposals. Reconciliation of Receipts and Expenditure with the Accounts of Accountant – General. The Financial Officers shall follow the procedure indicated in para 128 of the Tamilnadu Budget Manual volume-I and the reconciliation has to be done systematically and certificate furnished to the Accountant General Tamil Nadu on monthly basis. The annual estimated receipts has to be allocated during the year according to their anticipated accrual and realization shall be watched. The trend of receipt has to be studied and deficiency if any shall be taken to the notice of the Head of Departments. The fees prescribed for various kinds of Services rendered, are to be examined in depth in order to ensure that the amount realized is equated with the expenditure. Improvement in receipts has to be suggested wherever necessary.
50
4. Plan Estimates: The Financial Officers shall review the implementation of plan schemes at prescribed intervals and also shall ensure the achievement of financial /physical targets. The monthly statements of expenditure received from Government Data Centre has to be checked with the departmental figures and reconciliation effected in time. s) He will keep a close watch on recoveries of dues to Government and repayments of loans and interest. t) He will ensure that value account of stores and stocks are maintained in the departments, which are required to maintain such accounts and that they are forwarded to the Account General immediately after the close of the year. 5. Adjustment of Central assistance and other Inter Governmental transactions. The Financial Officers viz. Assistant Accounts Officers, Accounts Officers/ Chief Accounts Officers etc., shall be responsible to watch the following points:
i) To check whether the Centrally Sponsored Schemes i.e. “Schemes shared between the Centre and the State”. And Financed by Autonomous bodies are being continued with central assistance in the succeeding financial year;
ii) To check whether the full amount of Government of India’s /autonomous
bodies share is released and no expenditure is incurred which is not as per the scheme design, will not be eligible for assistance.
iii) To match the receipt of assistance with the expenditure and verify
whether the receipts of assistance is as per the prescribed sharing pattern.
iv) To ensure timely submission of audit certificates, periodical reports on the
above points to Government / Head of Department. 6) Inter Departmental Adjustments: The Financial Accounts Officers will exercise supervisory control over inter-departmental transactions including free transfer of stores. Suitable records should be prescribed to see that prompt action is taken by the Departmental officers to accept the credits or debits raised by other departments and also to propose necessary transfer adjustments to the Accountant General Special attention should be given to payments by adjustments in respect of stores purchased through rate contract sufficiently early before the accounts of the year are closed, as any failure in this regard may result in lapse of funds.
51
7) Inspection and Local Audit: The accounts of all subordinate offices shall be inspected by the Financial Officers at periodical intervals and they should physically verify the cash in the custody of the departmental officers. The Financial Officers shall monitor the functioning of Internal Audit Wing effectively. The Internal Audit programme has to be drawn up so as to ensure the uptodate completion of Audit and its following up of the programme, submission of Audit reports watched. The Internal Audit report has to be placed before the Head of Department with comments on serious lapses/irregularities. The settlement of Internal Audit Objection has to be watched and progress report put up. The services of the Chief Internal Auditor have to be fully utilised. In respect of schemes of a Quasi-Commercial Character where the Chief Internal Auditor and Chief Auditor of Statutory Boards, is conducting the internal audit and in regard to cases of audit of grants to private and local bodies by the Examiner of Local Fund Accounts, the Financial Officers should assist the administrative wing to settle the objections expeditiously. In the case of Audit reports and Audit objections of the Accountant-General also. Similar procedure should be followed. The responsibility to clear the objections and settle the reports lies with the Departmental Officers. But the Accounts Branch shall be responsible to assist to clear objections quickly and to avoid undue accumulation of pending audit objections and reports. 8) Proforma and Commercial Accounts:- In case of Government undertakings of a quasi commercial character, where the financial results are reviewed through proforma or commercial accounts, the compilation of accounts is the responsibility of the Departmental Officers. Accounts Officers should however render all technical assistance in prescribing various initial records and registers and in periodical compilation and rendering accounts correctly and in periodical compilation and rendering accounts correctly. During the course of internal check and scrutiny of periodical accounts, the proper working of such schemes with financial results should be critically reviewed and remedial measure suggested by the Financial Officers wherever necessary. The review of the financial results of Commercial undertakings through proforma Accounts includes the following:-
i) Reconciliation of the monthly financial accounts with capital Accounts and journalizing the expenditure under Commercial Heads of Accounts.
ii) Maintenance of various Capital and depreciation registers of all assets like
buildings, plant and machinery, furniture etc.,
iii) Compilation of annual proforma accounts of the departments (viz., Trading Accounts, Profit and Loss Account, Balance Sheet, Cost Accounts in respect of various products manufactured by the Department).
52
iv) Compilation of the proforma budget of the Department .
v) Maintaining Central Stores and Tools Ledgers of the transactions in respect of all the Unit Officers of the Department.
vi) Maintaining Statistics relating to the activities of the department.
vii) Review of the procedure of stock taking and pricing the goods on hand. 9) Physical Verification of Stocks and Stores:- It is the responsibility of the Accounts wing to see that proper registers and accounts are maintained in respect of all types of stocks and stores, dead stock, etc. These records should be checked in detail by the audit parties during local visits to find out whether there has been unnecessary accumulation of dead stock, slow moving and obsolete items. Periodical physical verification of stocks and reconciliation of physical and book balances of different items of stores at half-yearly or annual intervals should be arranged by the departmental officers. The responsibility of the Accounts wing lies in checking how far this aspect of work has been achieved and prescribed procedure has been followed correctly. Wherever necessary and to the extent possible, surprise verification of stocks and stores can be undertaken by the Accounts wing or by my responsible person delegated by the Head of the Department for this purpose. It has to be ensured that the verification of stores is done systematically at prescribed intervals, as per manual and codes, and the control of inventories exercised. While effecting subsequent purchase, it has to be ensured that the stock purchased out of earlier purchase has been completely/nearly exhausted. 10) Stores Accounts Section:- a) The Stores Accounts Section is responsible for:
i) the maintenance of priced stores ledgers; ii) the scrutiny and payment of all bills for purchase of stores;
iii) the periodical reconciliation of figures in the different connected sets
of books;
iv) the maintenance of a regular and effective system of stock verification and proper investigation of all discrepancies which it brings to light;
53
v) ensuring that there is no unnecessary accumulation of stores and that adequate action is taken for the disposal of surplus and obsolete stores in public auction in the best interest of Government.
vi) Where priced accounts are maintained, taking steps for adjustment
of profits or losses due to revaluation, stock taking or other causes.
b) During the course of Internal Check it should be seen.
i) that the acquisition of stores has been effected in the most economical way and in accordance with orders.
ii) that the quantity accounts of receipts, issues and balance of articles
work upto and agree with those shown in the priced ledgers. iii) That the value accounts are correct
iv) That the stocks on hand or stores under custody do not exceed the
normally anticipated requirements of the office/department for a reasonable period.
11) Loss of Stores or Cash: When any loss of stores or cash is brought to light, it should be investigated by the Accounts wing and reported to the Head of the Department for necessary action. 12) Tenders, Agreements and Contracts for supply of Stores and
Execution of work: The Financial Officers shall be associated with all purchase/tender committees in the department. 13) Loans and Advances: The responsibility for the proper maintenance of the loan accounts and accounts of hire purchase schemes and their reconciliation rests with the department. Accounts wing will ensure that the prescribed initial records are correctly maintained. In respect of collections, periodical DCB statements should be obtained from Departmental Officers and reviewed. Any delay in the collection should be taken to the personal notice of the Head of the Department by the Financial Officers. The monthly reconciliation of figures and the annual acceptance of balances under various categories of loans and advances should be effected by the departmental officers subject to scrutiny by the Financial Officers.
54
14) Settlement of Accountant General’s audit reports: The Financial Officers shall pay special attention in settling Accountant General’s audit objections at draft para stage itself. Papers on pending draft paras, final paras and pending action notes etc. has to be put up with colour coding if need be. In order to clear the pending objections joint sitting with the Accountant General’s Office has to be resorted to. The replies to the paras included in the Public Accounts Committee report are to be examined carefully and the correct picture indicated in the reply to the report to the Public Accounts Committee in time. 15) Zerobase budgeting: The implementation of orders of Government on Zerobase Budgeting shall be effectively watched by the Financial Officers. 16) General : In respect of all returns and reports to Government and Accountant General on financial and accounts matters, Financial Officers will have an opportunity to scrutinize such proposals and offer their opinions wherever necessary. The services of the Accounts Branch (including Accounts Officers)should not normally be used for routine work, like preparation of Bills ( Pay bills, T.A.Bills, and other bills), arithmetical calculations, regulation of increments sanction of incremental arrears, sanction of leave, sanction of advances, maintenance of Service Registers, preparation of pension papers, incurring contingent expenditure etc. It would be normally unnecessary to employ Financial Officers for supervising such routine work. Such work should be entrusted to the officers of the administrative branch concerned. In cases when it is considered necessary to entrust any of these items of work to the Accounts Officers or even to continue the arrangements where they exist the approval of Government should be obtained, reviewing the position and explaining why no alternative arrangements are possible. The Departmental Accounts Officer will however ensure that adequate provision has been made for the safe custody of cash in subordinate offices and that the rules regarding the encashment of bills and remittances of money are strictly followed. 17) The Financial Officer of a Department is thus mainly concerned with the nature of duties detailed in paras 1 to 16 above and any other duty that can be brought under the scope of normal audit and accounting functions. This will not, however, absolve the Head of Department of responsibility for the financial transactions concerning his department. Nothing in these instructions should therefore be construed as divesting the Head of Department from ultimate responsibility in matters relating to financial supervision and control.
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ANNEXURE III i) Methodology to ensure quarterly control of appropriation and the
prevention of budget excesses. 1) The procedure prescribed in G.O.Ms.No. 520, Finance (BG.I) dated 27.6.95 should be implemented strictly and the compliance report sent to the Finance Department through administrative department of Secretariat concerned within a month of communication of Budget Estimate. 2) A compliance report shall also be obtained from the Commissioner of Treasuries and Accounts indicating the receipt of quarterly allotment from all the departments by the treasuries. 3) The subordinate Controlling Officers of the District level shall be made responsible for the distribution of appropriation on percentage basis only. However, allocation for each quarter shall be made based on expenditure trend if need be, subject to clearance by the Government in Finance Department depending on its merits. This has necessarily to be linked in formulating the estimates by the Controlling Officers in the District level in order to avoid any excess provision later on. 4) The above aspect shall be kept in view and the consolidated expenditure figures for all the four quarters of that year also taken into account by the Sub-ordinate Controlling Officers in finalization of the Budget proposals for Revised Estimate of that year and Budget Estimate for the next year. 5) Consequent on the communication of quarterly allotment to the Drawing Officers the progress of expenditure for each quarter shall be reviewed at the level of Accounts Officers / Chief Accounts Officers / Financial Adviser and Chief Accounts Officers / Financial Controllers during July / October / January and March for the respective quarters for which the availability of the actuals shall be ensured within the period of a month. 6) The Head of Department shall communicate the quarterly statements of Government Data Centre to the Assistant Accounts Officer / Accounts Officer/Chief Accounts Officer/ Financial Adviser and Chief Accounts Officer/ Financial Controller. 7) While the quarterly statements of expenditure have to be obtained from the Government Data Centre communication of monthly statements is not necessary.
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ii) procedure in associating the Financial Officers in the purchase and tender committee. 1. The Financial Officer shall be empowered to scrutinise the tender files and report the fact of deviation if any to the Head of the Department. 2. The Head of the Department should ensure that there is adequate provision in the Budget Estimate for the purchase and take advance action to procure as envisaged in the codal rules. 3. The tender committee should be constituted with the Head of the Department or the authority competent to order purchase as the case may be, as the Chairman with the following members as per the ranking indicated below.
i) Technical Officer concerned for the purchases. ii) Assistant Accounts Officer / Accounts Officer / Chief Accounts Officer/
Financial Adviser and Chief Accounts Officer / Financial Controller. Where there are two or more Financial officers, the highest ranking Financial Officer shall be the member of this Committee.
iii) The administrative scheme – officer as the Member Secretary of the
Committee.
4. The file calling for tenders should be routed through the Financial Officer from the initial stage itself. 5. The tender schedule should be got standardized. 6. The Financial Officer shall be associated while opening the tenders. 7. The comparative statement prepared by the scheme section should pass through the Accounts wing before being placed before the tender committee. 8. For all purchases / Sales there shall be guidelines fixing an approximate upset price for the items dealt with by the Department with reference to the prevailing market price. iii) Empowering the Financial Officers in overall control of budget, planning, receipts and expenditure, Financial accounts reconciliation, inventory and audit. 1. All sanctions should be routed through Financial officers except contingent expenditure. 2. The Head of Department shall conduct the bimonthly or quarterly review of the progress in revenue collection/expenditure with the financial officer and the concerned scheme officer. When the Head of Department is unable to conduct such a meeting the Finance Officer shall conduct it on behalf of the Head of Department.
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3. The Finance Officer shall review the monthly reconciled receipts and expenditure statements received from the District controlling officers and also arrange for conciliation with Government Data Centre figures. 4. The works such as recoveries on account of loss in physical verification, follow up action on severe irregularities detected in physical verification of stock and offering replies to audit objections, payment of pension contribution, watching recoveries of pension and Death-cum-Retirement Gratuity contribution etc. shall be entrusted to the respective scheme sections/establishment sections only as the case may be.
58
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ANNEXURE
59
(DETAILS OF FUNCTIONS OF ALLOTEE SERVICE MANAGER)
ALLOTMENT MATTERS 1. Calling for application by advertisement.
2. Registration of applications received
3. Scrutiny of the applications received and sorting out the application into various
categories.
4. Conducting lot for selection
5. Display of selection list in the Notice Board.
6. Issue of allotment orders to the successful applicants.
7. Watching of payment of initial deposit from the allottees.
8. Maintenance of cheque register of the cheques received from allottees towards
initial deposit.
9. Execution of Lease-cum-sale agreement.
10. Issue of handing over orders to the allottees.
11. Issue of A&B certificate to the allottees.
12. Issue of N.O.C. for construction work in the case of plots
13. Obtaining final cost of the flats/houses from the concern section
14. Issue of draft sale deed after observing all formalities
15. Execution of sale deed.
16. Maintenance of sale deed register
17. Progress report on the issue of sale deed.
18. Progress report and issue of plan No Objection Certificate.
19. Reporting of surrendering vacancies to the Board for allotment by Government.
20. Issue of No Objection Certificate to the allottees for the transfer of M.E.S.
Account.
21. Submitting proposal for name transfer.
22. Any other allied work.
ALLOTTEES ACCOUNTS: 1. Opening of ledger and D.C.B.
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2. Entry of payment of initial deposit
3. Posting of daily collection into the ledger and D.C.B.
4. Collection of monthly instalment and arrears.
5. Preparation of balance cost working sheet.
6. Maintenance of classification register.
7. Preparation of working sheet for the purpose of Income –Tax.
8. Consolidation of D.C.B.
9. Making closing entries in the ledger
10. Making refund entries in the ledger
11. Making sale deed issue entries in the ledger.
12. Any other allied work.
RENTAL ALLOTMENT:
1. Calling for applications for allotment of Single Person Quarters and
Rental flats.
2. Registration of applications.
3. Scrutiny of applications
4. Issue of Provisional Allotment order as per procedures laid down.
5. Issue of Regular Allotment order after payment of Rental Deposit & M.E.S.
Deposit.
6. Issue of Handing Over orders.
7. Maintenance of Register
8. Opening of ledger 7 D.C.B. Register
9. Postings of daily collection in Ledger & D.C.B. Registers.
10. Maintaining the D.C.B. Registers.
ANNEXURE –II
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DUTIES AND RESPONSIBILITIES OF ASSISTANT REVENEU OFFICER:
The Assistant Revenue Officer of each zone shall be responsible for:
(a) Arranging the collection of the dues from the allottees of his zone through the
Bill collectors/Shroff under him.
( Collections include remittance of initial deposit by the successful applicants
and other remittances such as E.M.D. and monthly instalments in connection
with allotment.)
(b) Remitting the collections to the Board Account.
(c) Rendering the account of the collections and eliminations demand to Revenue
Officer daily.
(d) Ensuring the simultanceous posting of the collections from the allottees in the
appropriate ledgers/ and issue of receipts to the allottees with reference to
remittances made by them.
(e) Ensuring the correctness of the balance cost workedout by the subordinates for
working out of the balance cost to the allottees.
(f) Preparation of Demand, Collection and Balance Statement for each month.
(g) Preparation and forwarding to the Revenue officer the list of persons in arrears
for (i) 2 months and (ii) more than 2 months and for initiating action for
recovery under sections 84 & 85 of the Act.
(h) The Assistant Revenue Officers shall be held responsible to ensure that the
provisions contained under sections 84 and 85 in the Act are strictly adhered to.
(i) Except Casual Leave of the staff in the Zonal Office, the other kinds of leave
shall be regulated at the Division level. The leave relating to the Assistant
Revenue Officer concerned shall be granted by the Revenue Officer concerned
shall be granted by the Revenue Officer and routed through the Establishment
(Non –Technical) section .
The Assistant Revenue Officer shall grant Casual Leave to the staff working under his
control.
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(j
