Capturing of Civil Work Expenditure in SAP-AG dt 02.04.2009

OFFICE MEMORANDUM

Subject: Civil Work Expenditure in SAP

A meeting was held on 28.02.2009 in the office of the Accountant General, Punjab, Lahore under the Chairmanship of the Controller General of Accounts for the purpose of capturing/uploading of Civil Works expenditure/payment under Account-I in SAP system through District Accounts Offices.

2. All participants of the meeting expressed their concern that the new proforma devised for capturing Civil Works Payments expenditure in the system was lengthy and this might involve delays in the disbursements/payments to contractors leading to complaints/grievances. It was agreed that the new proforma shall be revised to make it simple for implementation.

3. In the light of Controller General of Accounts Memo bearing No.988/AC- II/6-112/08 dated 07.03.2009, the Worthy Accountant General has been pleased to direct that the following decisions taken in the said meeting may be implemented by all District Accounts Officers.

The scheme of capturing data of civil works payments/expenditure in the SAP system through DAOS shall be implemented with effect from 01.07.2009. The Finance Department shall issue instructions in this regard to all the Administrative Secretaries of Irrigation and Power, C&W/W&S and PHED and District Accounts Officers in the province. Similarly, all the Administrative Secretaries of I&P, C&W V&S and Public Health Engineering Departments shall issue instructions to their zonal/regional, circle and field offices for implementation of the scheme.

a. The Finance Department shall circulate the new proforma along with necessary instructions for implementation and compliance to the Secretaries, C&W/W&S, I&P and Public Health Departments.

b. New proforma shall replace Form-ll currently in practice. Each XEN and Divisional Accounts Officer posted with the XEN concerned shall be responsible to fill up the required information in the revised proforma and send it along with the Contractors cheques to the District Accounts Officer concerned for endorsement.

c. On receipt of cheque along with the proforma the District Accounts Officer shall ensure, before endorser g the cheque and its delivery to the payee, that all the information given in the proforma received from the XEN is cross checked with the proforma vis-à-vis the information given in the proforma and the information fed/uploaded in the system.

d.  All the XENS/DAOS in the Divisions shall. personally ensure that all the mandatory information to be filled up in the proforma is complete and relevant.

e. At the end of the month, each Divisional Accounts Officer shall reconcile the figures of cheques issued, during the month, on the basis of system generated report obtained from the District Accounts Office concerned and shall enclose a copies of the system generated report duly signed by the concerned District Accounts officer and Divisional Accounts Officers with the monthly account sent to DG, Works, Lahore.”

2. (a) Each Divisional Accounts Officer shall, at the end of month, complete TES affected during the month month to be adjustable/accounted for in the monthly accou.it due and prepare a list of TES and submit the same along with the proforma to the: concerned District Accounts Officer for uploading the same in the system.

(b) Each District Accounts Officer shall ensure, before generating/producing a report from the system and handing over to the concerned Divisional Accounts Officer/XEN, that all the required information under Part-A and B of the proforma has been uploaded in the system and the system) generated report is complete in all respects.

4.(a) AGS and DG Accounts (Works) Lahore shall, in collaboration with PIFRA (regional Office), jointly arrange brief orientation and training sessions for District Accounts, and Divisional Accounts Officers at Divisional Headquarters level. Nominees from PWD Divisions, shall also be invited to the orientation/training sessions.

(b) Orientation/Training sessions Roadmap shall be chalked out by- the AG and the DG Accounts (Works) jointly in collaboration with Regional DG PIFRA. This exercise of orientation/training schedule shall be completed by 15th April 2009.

(c)  DG Accounts (Works) through his Divisional Accounts Officers shall coordinate for nomination of PWD. officials for the training.

The revised proforma is enclosed.