Procedure for Issuance of Assan Assignment Account Cheque Books – AG dt 26.07.2021
The introduction of Asaan Assignment Accounts from July 01, 2021, in Punjab, backed by the Government of Pakistan’s Finance Division and endorsed by the Controller General of Accounts, necessitates a meticulous operational procedure. This ensures smooth management and accountability in financial transactions. Below, we outline the structured approach adopted for the issuance of Asaan Assignment Account cheque books:
Opening Asaan Assignment Accounts (AAAs)
- Authorized Opening: All Asaan Assignment Accounts (AAAs) are exclusively opened by Principal Accounting Officers (PAOs). This initial step ensures centralized oversight and control.
Recording and Authorization
- Record Keeping: Upon receipt of the AAAs sanction by PAOs, detailed information of each account is meticulously recorded in the Asaan Assignment Account Register. This register is maintained in the Receipts and Credit (R&C) Section of the Office of the Accountant General Punjab (AG Punjab).
- Audit Compliance: Following the receipt of the audit copy, necessary authorizations for the release of funds are issued. This step adheres to established practices for Assignment Accounts and includes fulfilling all necessary formalities.
Cheque Book Issuance and Processing
- Cheque Issuance: Cheque books are exclusively issued by designated Accounting Offices, namely AG Punjab and District Accounts Offices (DAOs). This ensures strict control over cheque issuance.
- Submission and Endorsement: PAOs or their designated officers submit cheques along with prescribed supporting documents to the relevant Accounting Office (AG Punjab or DAOs). Here, each cheque undergoes thorough scrutiny.
- Recording and Posting: The R&C Section of AG Punjab (for AAAs in Lahore) and respective DAOs are responsible for receiving, recording, and posting cheques in the SAP/R3 system. Cheque postings are executed via T.Code FV50, and scheduling processes are managed through FBL3N.
Disbursement and Reconciliation
- Cheque Disbursement: Endorsed and processed cheque schedules are forwarded to the appropriate branches of either the State Bank of Pakistan or National Bank of Pakistan. This ensures timely and secure disbursement of funds.
- Monthly Reconciliation: To maintain transparency and accuracy, the R&C Section of the Main Office and DAOs conduct expenditure reconciliation with PAOs on the 15th of each subsequent month.
Adherence to Guidelines
- Compliance: The entire procedure outlined above must be meticulously followed by administrative departments, accounting offices, and AAAs operators. This protocol is designed in alignment with the directives of the Finance Division, Government of Pakistan, as per Office Memo No. F.2(2) BI/2008/2020-1081 dated October 20, 2020.
This structured approach ensures accountability, transparency, and efficiency in the management of Asaan Assignment Accounts. Any deviation from these guidelines may lead to disciplinary action as per the approval of the Accountant General, Punjab.
For further information or clarifications, please contact the relevant authorities at AG Punjab or DAOs.
