Improving the Service Delivery of District Accounts Offices dt 27.11.2017

Improving the Service Delivery of District Accounts Offices dt 27.11.2017

OFFICE MEMORANDUM

Subject: Improving the Service Delivery

This is in continuation of this office letter of even number dated 06.06.2017 on the subject note above.

I am directed to refer to the press conference of DG Anti-corruption Establishment aired on different TV channels of the country wherein it has been claimed that the District Accounts Offices are at the top of corruption in the Province.

The Finance Department has viewed with great concern that incidents of corruption/ frauds are being committed in the district accounts offices causing loss of public exchequer as well as grievances to public servants/pensioners etc. Due to non-compliance of audit and inspection paras indicating non-observance of local provisions and the prescribed procedure, it has become very hard to timely detect these frauds/ corrupt activities. It is, therefore, imperative that all district accounts officers/ Treasury Officers should observe the codal requirements, the prescribed procedures and avoid irregularities for the proper safe-guard of the public exchequer and prevention of frauds / corrupt activities.

I am further directed to advise you to ensure through personal interest that all Government work is disposed of, within prescribed time limits, by all members of the staff under your administrative control especially submission of accounts and returns are submitted and complaints, court cases and other time limit matters are dealt on top priority with personal involvement along with informing proceedings of court cases to higher authorities.

It is also advised that special attention may be given to cases of family pension and financial assistance to widows, needy persons. A dedicated cell for widows, family pensioners, senior citizens and needy persons may be developed and honest and gentle officials may be deputed with the purpose to dispose of such cases on priority.

It is reiterated that the instructions of the Finance Department dated 29.11.2016 and of Accountant General Punjab dated 20.12.2016 regarding job rotation be implemented in letter and spirit by shifting the treasury as well as audit staff who have completed their normal tenure within sections/seats. The re-posting of staff after a short interval against their original assignment is also in violation of the instructions ibid.

As per rule 29 of Punjab Government Servants (Conduct) Rules 1966, No Government servant shall bring or attempt to bring political or other outside influence, directly or indirectly, to bear on Government or any Government servant in support of any claim arising in connection with his employment as such.

It is of great importance to avoid delay while preparation of any loss due to fraud, negligence, financial irregularity, etc. In case an irregularity is detected, it would be the duty of the District Accounts Officer to report immediately in light of rules under 2.33 to 2.35 of the Punjab Financial Rules to the concerned authorities including Accountant General Punjab and Finance Department.

To establish an effective reporting system, it is advised to create a procedure whereby employees and even outsiders can report incidences of corruption that they witness. Ensure confidentiality to protect informers, investigate every report thoroughly and take or recommend disciplinary action against wrongdoers if you find evidence that supports a report as well as discourage frivolous reports by instituting negative consequences for inaccurate claims.

It is further advised that the District Accounts Officers should organize on job training and capacity building of inexperienced officials with help of experienced staff of the office and should educate all staff members with new rules or amendments to existing rules along with raising awareness on evading corruption.

It is also advised to promote a culture of transparency by fulfilling requirements as envisaged in the Punjab transparency and right to information Act 2013. Financial records that hide under the cloak of secrecy invite bribes, extortion and fraud. However it is duty of management to develop a strong control environment and internal control procedure regarding payments especially through SAP system to prevent official record (either manual or electronic i.e. SAP) from tempering or any other fraudulent endeavor.

It is emphasized that no private person should be engaged in conduct of official business. Moreover, only authorized messengers should be allowed in office as per rules and unrelated private persons especially touts should be discouraged from entry into office.

Any disregard to rules, regulations and instructions are considered as personal failure of the officer/official concerned rendering him liable to disciplinary action.