Bank Scroll and Accounts Matters –AG dt 25.10.2022
Effective financial management relies heavily on the timely and accurate processing of bank scrolls and related accounts matters. On October 25, 2022, the Accountant General (AG) issued a directive to address persistent issues related to the delivery and handling of bank scrolls, as well as other associated account matters. This directive aims to streamline operations, resolve delays, and ensure efficient service delivery by District Accounts Offices (DAOs).
Key Issues and Directives
1. Delays in Bank Scrolls
It has been observed that branches of the National Bank of Pakistan (NBP) are consistently delaying the provision of bank scrolls. These scrolls, which are essential for accurate financial reporting, are often delivered with a delay of two to three days. Furthermore, the scrolls are frequently in poor condition, requiring DAO staff to manually sort and process the data.
Directive: The Deputy Accountant General (Accounts) has instructed all DAOs to address these delays directly with the managers of the concerned bank branches. DAOs are to ensure that these issues are promptly reported to the main office to facilitate swift corrective measures.
2. Delays in Data Preparation
In sub-treasuries, there is a standard practice where it takes up to ten days to prepare and send data to the district accounts office. This delay hampers timely financial reporting and reconciliation.
Directive: DAOs are advised to expedite the preparation and transmission of data to minimize delays and ensure that financial records are updated promptly.
3. Computer Equipment Shortages
DAOs have reported shortages of computer equipment and the use of outdated systems, which impede the efficiency of financial operations.
Directive: The AG has directed that these issues be addressed immediately. DAOs should assess their technological needs and request necessary upgrades or replacements to enhance operational efficiency.
4. Rude Behavior and Non-Compliance
There have been reports of rude behavior and non-compliance from local branches of NBP in some districts. This conduct affects the professionalism and efficiency of financial transactions.
Directive: DAOs are to report any incidents of unprofessional behavior and non-compliance to the relevant authorities. Actions should be taken to address these issues and improve the level of service provided by the bank branches.
5. Submission of Monthly Civil Accounts and Suspense Accounts
Concerns were raised about the submission of Monthly Civil Accounts and Suspense Account meetings. DAOs are required to ensure that only the concerned staff handle these submissions to maintain accuracy and accountability.
Directive: DAOs should ensure that appropriate staff members are designated for the submission of these accounts and that all relevant issues and hindrances are addressed promptly.
6. Written Submission of Issues
The Deputy Accountant General (Accounts) has requested that all issues and hindrances related to the agenda points be submitted in writing. This formal documentation will help in addressing and resolving the problems effectively.
Directive: DAOs are to compile and submit written reports outlining any issues encountered and the steps taken to resolve them. This will facilitate better communication and ensure that all concerns are documented and addressed.
7. Compliance and Communication
To ensure compliance with the directives and improve overall efficiency, DAOs must maintain clear communication with the main office and provide regular updates on the resolution of the reported issues.
Directive: DAOs are required to keep the main office informed about the status of their compliance with the directives. Regular updates will help in tracking progress and addressing any ongoing issues.
Implementation and Monitoring
To effectively implement these directives and resolve the identified issues, the following steps should be undertaken:
- Engage with Bank Branches: DAOs should schedule meetings with bank branch managers to discuss and resolve issues related to scroll delays and quality. Ensure that feedback is provided to the main office.
- Upgrade Technology: Assess the current technological setup and identify gaps. Request necessary upgrades or new equipment to improve efficiency.
- Enhance Professionalism: Address any reported instances of unprofessional behavior with the concerned bank branches. Ensure that DAOs maintain a professional and respectful approach in all interactions.
- Document Issues: Prepare detailed written reports on any issues or hindrances. Submit these reports to the main office and follow up to ensure that corrective actions are taken.
- Monitor Compliance: Regularly review the compliance with the directives and provide updates to the main office. Implement any additional measures required to address ongoing issues.
Conclusion
The directive issued on October 25, 2022, emphasizes the need for timely and efficient processing of bank scrolls and related accounts matters. By addressing delays, improving technology, and maintaining professionalism, DAOs can enhance the accuracy and efficiency of financial operations. Regular communication with the main office and adherence to the directives will ensure that issues are resolved effectively and that financial management practices are upheld to the highest standards.
