Submission of Bills Through Transit Register and Passed Bill Statement – AG dt 06.12.2017
The Accountant General Punjab has instituted crucial measures to enhance the security and accuracy of cheque issuance and bill processing. Effective immediately, the following procedures are mandated to prevent unauthorized cheque delivery and ensure thorough verification of bills. These measures are designed to reinforce internal controls and streamline financial operations across the Punjab region.
Key Procedures for Bill Submission and Clearance
- Token Number Affixation:
- Protocol: Token numbers are to be affixed only when claims are entered into the designated “Bill Transit Register” by the DDO (Drawing and Disbursing Officer) and signed accordingly.
- Register Requirements: The Bill Transit Register must be sequentially page-marked with machine numbers to maintain order and integrity.
- Chronological Entry and Documentation:
- Entry Process: Claims should be recorded in the Bill Transit Register chronologically by the respective department, ensuring each entry is signed by the authorized personnel.
- Submission Protocol: The Bill Transit Register must be submitted to the Accountant General’s Office either directly by the DDO or through an authorized bill messenger. This messenger must be officially notified, with the notification detailing their CNIC number, phone number, name, designation, specimen signature, and personal details. A copy of their CNIC, photograph, and job card should also be submitted for verification.
- Bill Transit Register and Certificate:
- Certification: A certificate must be included in the Bill Transit Register affirming its completeness and the number of pages, covering the fiscal year starting from the current date.
- Cheque Receipt and Record Keeping:
- Cash Book Entry: Upon receipt of cheques by the authorized agent, the cheques must be entered into the cash book as specified in Rule 4.49 of the Punjab Financial Rules Vol-I.
- Token Number Requirement: Token numbers shall not be allocated without a duly signed Bill Transit Register.
- Preparation of Passed Bill Statements:
- Statement Preparation: Passed Bill Statements must be prepared by Payroll Sections after rigorous pre-audit and authentication by the concerned AO (Accounts Officer) or AAG (Assistant Accountant General). The statements will be managed by the concerned sections for preparation, authentication, and permanent record maintenance.
- Defacing Bills: Each passed bill against which a Passed Bill Statement is prepared should be stamped with “Passed Bill Statement Signed” to prevent misuse.
- Submission and Examination of Passed Bill Statements:
- Submission Protocol: Passed Bill Statements should be submitted to the Cheque Section in duplicate through the designated auditor. Private or unauthorized individuals are prohibited from handling these documents.
- Examination Criteria: The concerned auditor will review the Passed Bill Statements to ensure:
- Signatures of all authorized officers.
- Application of special embossing seal.
- Re-verification of bills over Rs.500,000 by the concerned AO/AAG.
- Absence of alterations or ambiguous entries.
- Proper documentation of Pay Roll or other section TR numbers and dates.
- Completion of all required columns.
- Proper forwarding of documents by the AO/AAG.
- Cheque Issuance Guidelines:
- Cheque Delivery: No cheque shall be delivered to anyone other than the DDO or their authorized civil servant. Vendors will not receive cheques directly but through the DDO or authorized agent under formal acknowledgement.
- Compliance and Enforcement:
- Adherence: All relevant staff, especially those in the Cheque Section and Payrolls, are required to adhere strictly to these instructions. Any deviations from these guidelines will be addressed in accordance with established rules and regulations.
These enhanced procedures are implemented with the approval of the Accountant General Punjab and are intended to ensure a more secure and efficient process for bill submission and cheque issuance. Compliance with these guidelines will help maintain the integrity and reliability of financial operations.
For further information or clarification, the relevant sections in the Accountant General’s Office are available to assist. All previous instructions related to cheque issuance and bill handling remain applicable.
Issued By: DEPUTY ACCOUNTANT GENERAL
No.TM-I/2-5/2016-17/1581
Date: 06.12.2017
Copy Forwarded To:
- Private Secretary to the Accountant General, Punjab, Lahore
- Additional Accountant General / Administration, Pay Rolls
- All Deputy Accountants General in the Main Office
- All District Accounts Officers in Punjab/T.O. Lahore
- All officers in the Main Office
- All Sections in the Main Office
- Assistant Accountant General Incharge Administration-I, Administration-II, Computer (C), HR Lab/F.I. Lab Section (Local)
- I.C.O. (for kind information of Accountant General, Punjab)
- Master File of TM-I Section (Local)
