Verification of Payrolls – AG 26.09.2018
In light of the increasing cases of fraudulent payments due to bogus hiring and ghost employees, the Office of the Accountant General Punjab has issued a directive dated September 26, 2018. This directive aims to implement stringent measures and advanced steps to combat these issues. All District Accounts Officers (DAOs) and Accounts Officers are hereby directed to adhere to the following procedures to ensure the integrity and accuracy of payroll data.
Key Measures for Payroll Verification
A) Distribution and Verification of Payroll Registers
A comprehensive payroll register of all active employees under one Drawing & Disbursing Officer (DDO) code shall be distributed to all DDOs. This register must be meticulously verified by the DDOs and then returned to the concerned DAO/Payroll section after ensuring the accuracy of each employee’s details. This verification process is essential to identify and eliminate any discrepancies, unauthorized posts, or ghost employees.
B) Biannual Verification
This verification process is mandatory and must be conducted biannually in July and January of each year. Regular and consistent verification helps maintain the integrity of payroll data and prevents the recurrence of fraudulent activities.
C) Maintenance of Payroll Registers
The verified payroll registers must be maintained in a bound format by the DAOs/Payroll sections as a permanent office record. This ensures that all payroll data is systematically organized and easily accessible for future audits and verifications.
Detailed Employee Information for Accurate Record-Keeping
The payroll register must include the following detailed information for each employee to ensure comprehensive record-keeping:
- Personal Number
- Name of Employee
- CNIC Number
- Date of Birth
- Date of Appointment
- DDO Code / Cost Center
- Grade Number
- Pay Scale
- Gazetted or Non-Gazetted Status
- Designation
- Bank Account Number
- Basic Pay Admissible to the Employee
- Deductions
This data should be corroborated with the actual particulars of the employees to ensure accuracy and authenticity. Any discrepancies or unauthorized posts identified during this process must be promptly reported to the office for immediate rectification. Continuous follow-up should be maintained by deputing an employee until the finalization of the verification process.
Immediate Action and Compliance
The verified payroll data must be returned to the Office of the Accountant General Punjab within a week, duly countersigned by the Controlling Officer, before the payroll run. This swift action is crucial to ensure timely and accurate payroll processing.
The matter is to be treated with the utmost urgency to safeguard the financial integrity of the payroll system. The directive has been issued with the approval of the Accountant General Punjab, emphasizing its importance and the need for immediate compliance.
Distribution for Necessary Action
A copy of this directive has been forwarded for information and necessary action to:
- All officers in the Main Office.
- All sections in the Main Office.
- AAG PR (C) Local with the request to implement similar arrangements in the Main Office.
- The Assistant Accountant General Incharge H.R. Lab (Local).
- I.C.O. (for kind information of Accountant General, Punjab).
- Master file of TM-I Section (Local).
Deputy Accountant General (Accounts)
SEO Optimized Content: Ensuring Accurate and Fraud-Free Payrolls
The Office of the Accountant General Punjab, based at A.G. Complex, Turner Road, Lahore, has issued a crucial directive on September 26, 2018, to address the escalating issue of bogus hiring and ghost employees. This directive mandates stringent verification processes to ensure the accuracy and integrity of payroll data across all District Accounts Offices in Punjab.
Combating Fraudulent Payroll Practices
The increasing cases of fraudulent payments due to bogus hiring and ghost employees necessitate immediate and advanced remedial measures. The directive from the Accountant General Punjab outlines specific steps for DAOs and Accounts Officers to follow, ensuring that payroll data is thoroughly verified and maintained.
Distribution and Verification of Payroll Registers
One of the key measures involves the distribution of a detailed payroll register to all DDOs. This register, containing comprehensive information about all active employees under one DDO code, must be verified by the DDOs. After verification, the registers are to be returned to the concerned DAO/Payroll section, ensuring that each employee’s details are accurate and up-to-date.
Biannual Verification Schedule
To maintain continuous oversight, this verification process is required to be carried out twice a year, in July and January. Regular verification helps in identifying any discrepancies or unauthorized entries in the payroll system, thus preventing fraudulent activities.
Detailed Information for Accurate Records
The payroll register must include detailed information for each employee, such as personal number, CNIC number, date of birth, date of appointment, DDO code, grade number, pay scale, designation, and bank account number. This comprehensive data collection ensures that all records are accurate and verifiable.
Maintenance and Compliance
The verified payroll registers should be kept in a bound format as a permanent record by the DAOs/Payroll sections. This organized record-keeping facilitates easy access for future audits and inspections, ensuring compliance with financial regulations.
Importance of Immediate Action
The urgency of this directive cannot be overstated. Verified payroll data must be returned to the Accountant General Punjab’s office within a week, duly countersigned by the Controlling Officer, before the payroll run. Prompt action is essential to ensure the timely and accurate processing of payrolls.
Distribution of Directive
The directive has been distributed to all relevant officers and sections within the Main Office, ensuring that the necessary arrangements are implemented promptly. The Assistant Accountant General Incharge H.R. Lab (Local) and I.C.O. have also been informed to ensure widespread compliance.
Conclusion
The directive issued by the Office of the Accountant General Punjab on September 26, 2018, highlights the critical need for accurate and fraud-free payroll management. By implementing rigorous verification processes and maintaining detailed records, the directive aims to eliminate bogus hiring and ghost employees, ensuring the integrity of the payroll system. Immediate compliance with this directive is essential to safeguard the financial operations of the District Accounts Offices in Punjab.
For further information or assistance, DAOs and Accounts Officers can contact the Office of the Accountant General Punjab at the provided phone numbers.
