Indian Railway Codes and Manuals-Stores code- Vol-I-Chapter-11 (XI)
PURCHASE OF STATIONERY AND PRINTING STORES AND PRINTING OF
FORMS
1101. Purchase
Policy.—The policy of the Government of India is to make their purchases of
printing and stationery stores for the public service in such a way as to
encourage the development of the industries of the country to the utmost
possible extent consistent with economy and efficiency. In
accordance with this policy, the following rules are prescribed for the
purchase of such stores for Railways. These rules supersede all previous orders
on the subject and apply to the purchase of all the Ptg. and Sty. Stores, as
dealt with and supplied by the Govt. of India, Controller of Ptg. and Sty. from
time to time. In the case of items procured through Director
General of Supplies and Disposals the rules prescribed in chapter VIII would
apply. (Authority-ACS No. 166-S)
1102. Purchase
in India.—Save as provided in Rule 1106, all stationery and Printing stores
required to be purchased for the railways should be purchased on the condition
that deli very is made in India for payment in rupees in India.
1103. Tenders.—(a) Tenders
should be invited in India and also abroad when considered desirable, unless
the value of the order to be placed is small or sufficient reasons (which shall
be recorded) exist for concluding that it is not in the public interest to call
for tenders.
(b) No tender which fails to comply
with the conditions as to delivery and payment prescribed in paragraph 1102
should be accepted.
(c) Tenders should be opened after
intimation to the tenderers and in the presence of those tenderers who desire
to attend.
1104. Preferences.—(a) Preferences
in making purchases should be given in the following order:—
Firstly, to articles produced in India in the form of raw
materials or manufactured in India from raw materials produced in India,
provided that the quality is sufficiently good for the purpose ;
Secondly, to articles wholly or partially manufactured in
India from imported materials, provided that the quality is sufficiently good
for the purpose ;
Thirdly, to articles manufactured abroad and held in stock
in India, provided that they are of suitable type and requisite quality ;
Fourthly, to articles manufactured abroad which need to be
specially imported.
(b) The Controller of Printing and Stationery may, when he
is satisfied that such a measure is justified, allow with the sanction of the
Government of India a limited degree of preference in respect of price to
articles produced or manufactured in India either wholly or in part.
Note .—The Dy. Controller of Printing & Stationery,
Calcutta is the Central Purchasing Officer for Stationery Stores and the
requirements of Railways have to be obtained from him.
(Authority:—Ministry of Works, Housing and Supplies Office
Memorandum No. 51/1/62/S-II/l dated 11-9-62).
1105. Inspections
and Tests.—All articles should be subject to inspection before acceptance and
articles for which specifications and/or tests have been prescribed should be
required to conform to such specifications and/or to satisfy such tests.
1106. Deleted.
1107. Inter-Departmental Purchases.—Nothing
in these rules should be deemed to prohibit the purchase of articles by one
Department of Railway from another.
1108. Power
of Purchase.—The Controller of Printing and Stationery, India,
exercises full powers.
1109. Power
of General Managers.—The General Managers have full powers to make direct
purchase in emergencies i.e. arising out of delay on the part of or failure of
supplies from the Govt. of India Stationery Office or sudden unforeseen
demands, subject to the conditions that such purchases at any one time should
not exceed 3 months requirements. These powers can be
exercised by the Controller of Stores upto Rs. 1,00,000/- for each
item at a time in proven emergencies in consultation with the FA &
CAO.
Note.—Immediately any purchase is made, its effect on the
pending indent should be assessed and information sent to the Controller of
Printing and Stationery, New Delhi, indicating :—
(i) The party from whom purchased ;
(ii) The rates paid and ;
(iii) The reference to the pending indent.
The General Managers can re-delegate the above powers to
the Heads of Departments, Divisional Railway Managers and District/Divisional
Officers posted away from the Railway/Divisional Headquarters to the extent
considered necessary in consultation with the FA&C AO up to an overall
ceiling limit of Rs. 20,000/- per annum for any individual officer. This should
be subject to the condition that:—
(i) It should be so regulated that the overall procurement
of stationery stores, including those received through the Govt. of India
Stationery Office, does not exceed the total requirement calculated on the
basis of the 'Quantity scale' prescribed by the Controller of Printing and
Stationery for consumption of different items of Stationery by various
categories of staff;
(ii) These delegations do not extend to the purchase of
paper for printing purpose etc., which are procured through Director General of
Supplies and Disposals for which separate limits and instructions
exist.
(Authority :—ACS-119 and Rly. Board's letter No. 79/F
(S)l/PW-7/5, dated 5-11-83.
1110. Deleted.
(ACS 120-S)
1111. List
"A" Stationery Stores :—
(i) Paper of all kinds except for printing purposes,
whether in sheets, rolls, reels or pads and envelopes of all kinds.
(ii) Mill boards, pulp boards, paste boards, and
straw boards,
(iii) Parchment and vellum (imitation or
real),
(iv) Book-binding materials.
(v) Books (blanks, rules or loose leaf including
equipment),
(vi) Writing and drawing materials including
:—
(a) Pens, pencils, crayons, chalks (writing and
drawing) and pen-nibs of all kinds ;
(b) Inks, ink-powders, ruling paste,
ink-stands and inkpots
;
(c) Water colours and boxes, saucers and brushes
for such colours and slants.
(d) Rulers, tracing cloth, ferro-gallic linen
and ferroprussiate cloth.
(e) Erasers (steel or rubber), slates, sponges
and pads (writing blotting and signature)
(vii) Desk appliances including :—
(a) Knives, hones, scissors, punching and
stapling tools, bells ;
(b) Envelope cases, trays, date cards, tag
labels.
(c) Pins, pin-cushions, fastners, paper-cutters,
eyelets, paper clips, paper weights, gum bottles and brushes and sealing
wax.
(viii) Rubber stamps, metal seals etc, rollers (rubber
thumb-impression and cyclostyle) thumb impression slabs and pocket cases pads
(rubber and leather) for stamping.
Note.—General Manager may exercise full powers for direct
purchase of rubber stamps and office seals in case of non supply or delay in
supply o f these items through the Govt. of India stationery office and
redelegate these powers to Heads of Departments, Divisional Railway Managers
and Additional/Dy. Chief Mech. Engineers holding independent charge of Railway
Workshops to the extent considered necessary.
(ix) Glue, gum, paste, tags, tape, strap thread and twine,
if required for office purpose.
(x) Packing cases and other packing materials (for
stationery, offices and printing presses only). (Authority.—-ACS-111-S,
167-S)
1112. Deleted.
(Authority.—ACS No. 168-S).
1113. Deleted.
(Authority.—ACS No. 168-S).
ARRANGEMENTS FOR SUPPLY
1114. Indents
for Stationery.—The various departments, stations and offices of the railway
should submit to the Controller of Stores or the Superintendent Printing and
Stationery, the indents of their annual requirements of stationery on a date to
be fixed by the Controller of Stores or Supdt. Printing and
Stationery.
1115. The
statutory Railway Auditors and the Commissioner/Addl. Commissioner for Railway
safety should submit their indents for stationery to the Controller of Stores
or the Superintendent, Printing and Stationery of the railway to which they are
attached, in accordance with the provisions of the preceding
paragraph. The cost of stationery supplied to them should be
debited to them by book transfer.
1116. For
the purpose of this rule, the Chief Auditors and Commissioner/Add. Commissioner
for Railway safety of respective circles should be considered as attached to
the Railways concerned.
1117. (a) Scales
for Supply of Stationery.—The scale for the supply of stationery to ordinary
offices is prescribed in the schedule at Appendix VII to this
Code. For Traffic and other special offices the scale may be
prescribed by the General Manager. In preparing their indents,
the officers concerned should see that the sanctioned scales are not exceeded
and that there is adequate budget provision to cover the cost of stationery
included in their indents.
(b) Use of Blank Registers.—Officers and supervising staff
of offices should take care to see that blank registers are not brought into
use indiscriminately. Whenever it is proposed to open a register for any
purpose, it should be seen that such use is prescribed by local circulars or
other orders issued by the head of the office or department
concerned.
1118. Check
of Indents.—Indents from departmental officers and stations and offices should
be checked with the sanctioned sc ale for such offices. When
items not in the sanctioned scale are included in the indent or when no scale
has been laid down for the particular office indenting for the stationery, the
requisitions should be entertained only if the indents have been countersigned
by the Head of the Department concerned. It will rest with the
General Manager of the Railway to prescribe rules prohibiting the supply of
particular items of stationery without his sanction or that of an officer
authorised in this behalf. In such cases the Stationery Depot
will be responsible to see that indents for such excepted items are signed or
countersigned by competent authority.
1119. Consolidated
Indents.—From the indents received from the various authorities, one general
annual indent for stationery should be comptied for the General Manager to the
Controller of Printing and Stationery, for compliance. This
indent should also include the Stationery required for such working forms and
returns as : ire to be printed in the Railway press. The
indent should be prepared in forms which will be supplied by the
Controller of Printing and Stationery and these should be submitted annually at
such times will ensure their reaching the Controller of Printing and
Stationery on dates which will be fixed by him. from time to time for the Govt.
Railways in communication with the General Manager. Emergent
indents on the Controller of Printing and Stationery are not admitted except in
cases of necessity. The practice of sending indents
at irregular intervals should be avoided as far as possible as it entails
additional expenses in packing and carriage.
1120. Payment
for stationery obtained through the Controller of Printing and Stationery.— The
bills will be sent by the Controller of Printing and Stationery direct to the
Superintendent Printing and Stationery of the Railway, in quadruplicate who
should pass the original and duplicate copies of the bills to the Stores
Accounts Officer with the Receipt order number quoted on them. The
bills should be duly endorsed for allocation and
acceptance. These should be treated like bills received from
the Directorate General of Supplies and Disposals and dealt with accordingly
after verification with the credits in the Purchase account register which should
be posted from the triplicate copy of the bills received from the
Superintendent Printing and Stationery, after he has posted his numerical
records. The Supdt. Printing and Stationery, should retain the
fourth copy of the bill for his record.
1121. Stationery
Depot.—All stationery including manuscript registers should be stocked in and
issued from a depot organised on the lines of other Stores
Depots. A nomenclature and Price List should also be
maintained as for other stores.
1122. Receipt
and Accountal.—The supplies from the Controller of Printing and Stationery
should be checked with the entries in the annual and emergent indents and the
bill for the cost of the stationery which accompanies the supplies should be
receipted and sent to the Stores Accounts Officer for audit and
payment. The charges should be accepted by debit to the head
"Purchases" but printing stores and such other materials as are to be
exclusively used in the railway press for printing and allied work, may be
forwarded direct to the press and the cost allocated in the bill to the Press
Manufacture Account.
1123. Issues.—When
the stationery becomes available for issue, the Stationery Depot Keeper should
take steps to comply with the annual indents received from various offices
taking care to see that no article is issued:—
(i) in excess of the sanctioned scale or to an office for
which there is no sanctioned scale, unless the indent has been countersigned by
the Head of the Department or
(ii) the supply of which has been prohibited by the General
Manager, or (iii) which is a durable article as defined in the following
paragraph.
1124. Durable
Articles,—The following items of stationery are classed as durable and should
not be issued on annual indents :—
1. Baskets, waste paper.
2. Binders, loose leaf (of
sorts).
3. Bells, office, call
4. Binders, brass screw.
5. Blotters, wooden.
6. Blotting pads.
7. Boxes, despatch.
8. Brushes (of sorts)
9. Cabinets, stationery.
10. Cards, date indicator.
11. Clips, paper (of sorts).
12. Cutters, paper (bone)
13. Gum bottles, empty.
14. Hones.
15. Ink pots (of sorts)
16. Knives, desk (of sorts), Ink stands
wooden.
17. Leather covers for despatch boxes.
18. Pads for rubber and metal
stamps.
19. Pen racks.
20. Pads, self-inking.
21. Pin cusions.
22. Rulers (of sorts).
23. Scissors (of sorts).
24. Slabs (tin) for thumb
impression.
25. Slates.
26. Trays, tin, office.
27. Trays, tin, office (with lid)
28. Weights, paper.
29. Colour boxes, tin (empty).
30. Cases, tin (for drawings).
31. Oilers for typewriters.
32. Pads By ford.
33. Pens, cyclostyle.
34. Pins drawing.
35. Rods, ranging.
36. Saucers, china.
37. Screw-drivers for
typewriters.
38. Slabs for mixing colours.
39. Stencil plates (of sorts)
40. Thermometers (of sorts)
These are to be issued on emergent requisitions only when
the unserviceable article have been returned to the stationery depot or when a
certificate to the effect that it is a new supply, not issued before, is
appended to the requisition. To expedite compliance with such demands,
indentors should quote in the requisition the number and date of the Advice
Note (S. 1539) under which the unserviceable articles have been returned and
endorse the Advice Note as follows :—
"For replacement, vide Requisition
No......................and date".
Note.—Broken articles, which will not fetch any value, e.g.
ink-pots and gum, bottles, need not be returned to the Stationery
depot. In the case of such articles, the head of the office
should certify (on the requisition) that the articles in question are not fit
for any use.
1125. Inspection
of Stationery in Offices.—Occasional checks should be made of the stocks of
stationery at offices by either the Accounts Verification staff or special
staff deputed by the Controller of Stores or Supdt. Printing and Stationery. If
the stock in hand is discovered to be in excess of normal requirements of the
book balance of the office, it shall be the duty of the office concerned to
return to the stationery depot the articles found to be in excess. They should
be taken into the stock of the stationery depot by credit to stock adjustment
account.
FORMS AND PRINTED REGISTERS
1126. Categories
of Forms.—The forms in use on railways fall under two main categories:—
(a) Standard and
(b) Local.
Standard forms and registers are those prescribed by Code
Rules, orders of the Railway Board and which are common for all railways. Local
forms and registers are those introduced under the orders of the General
Manager or Chief Accounts Officer to meet local requirements.
1127. Schedule
of Forms.—Each railway should maintain a complete schedule of standard and
local forms and printed registers in use on the railway. The numbers, if any,
assigned by the prescribing authority to Standard Form, etc. should be adopted,
without change, for use in this schedule and the forms themselves. If for any
reason different numbers are assigned by the railway to such forms, the
original numbers should also be exhibited along with for easy identification of
the forms. The authority for the standard and local forms i.e., reference to
the relevant paragraph of the Codes or other, should be quoted in the
schedule.
1128. Printing
of Forms.—Standard and local forms and printed registers should be printed in
the Railway Press wherever one exists. Departments should advise the Supdt. of
Ptg. and Sty. annually or half yearly, as may be arranged, of their
requirements of the standard and local forms and Printed Registers. Such
indents should be carefully scrutinized by the Heads of offices with relation
to the statistics of work in each office and unnecessary items or quantities
deleted before submission. The Printing Supdt. should make the necessary
arrangements for printing, stocking a working supply and issue of the forms and
registers.
1129. Printing
in Outside Presses.—If a railway press is unable to undertake a work on account
of pressure of work or lack of suitable facilities, or the railway has no press
of its own the work may be got executed in outside presses, with the sanction
of the General Manager, or that of the Heads of Departments or other lower
authorities, if power in this respect has been delegated to them by the General
Manager. In arranging for printing work in outside presses, the General
purchase policy should be followed. (Authority :—A.C.S. No. 63).
1130. Alteration
or Modification of Standard Forms.—No alteration or modification in respect of
the title, the distinguishing number, and the information prescribed in a
standard form should be made without the sanction of the Railway Board. The
size and substance of paper for the forms should be as per schedule of standard
forms issued by the Railway Board. Subject to this restriction, any addition or
modification which may be found necessary to suit conditions purely local to a
railway may be made in a standard form at the discretion of a railway administration.
When the revision of a standard form is undertaken by the Railway Board the
railway administration will be informed in time, so that they may not print or
order for, another supply without first referring to authority revising the
form. The railway administration should ordinarily print and issue the revised
form, after any existing, stock of the old has been exhausted, but if for
special reasons, it is necessary to bring the revised form into use at once,
they will be advised accordingly. They should then print the new form, but any
remaining stock of the old forms should not be destroyed without the orders of
the General Manager. (Authority : A.C.S. No. 88-S).
1131. Introduction
of Local Forms.—No new local forms may be introduced without the approval of
the General Manager or the Chief Accounts Officer. Any revision of authorised
local forms or discontinuance of their use which will necessitate the
destruction of existing stock exceeding Rs. 100 in value should not be given
effect to without the orders of the General Manager or the Chief Accounts
Officer. (Authority : A.C.S. No. 89-S).
1132. Cost
of Forms.—The Supdt. Printing and Stationery should advise the departments each
year, at the time of the preparation of the Budget, of the sums (arrived at on
basis of past year's statistics) which should be provided for the debits for
forms in their budgets. Any revision required in the figures as shown by the
actual cost of the forms should also be advised to the department at the time
of the submission of the Revised Budget.
The debits should be raised at the time of printing through
the press accounts and issues made subsequently on unpriced issue notes. The
cost of forms which are to be used only by a particular department should be
debited to that department and that of general forms to be used by various
departments should be distributed proportionately on the basis of the
consumption by each department.
1133. Accountal
of Forms.—Numerical ledgers, only need be maintained for forms. The receipts
should be posted from the challans of the Supdt. of the Railway press and the
Receipt Notes for local purchase in the case of orders on outside presses.
Balances in the ledgers should be struck at the end of each month.
1134. Requisition
for Forms.—Requisitions from indenting officers should be complied with
immediately if the forms indented for are in stock. If they are not in stock,
the orders of the competent authority should be obtained for the printing of
fresh supplies.
1135. Issue
Notes Unpriced.—Issue notes in triplicate should be used for issue of forms to
indenting officers of the railway. Two copies should be sent along-with the
supply, the other remaining as the record of the depot. The Indenting Officer
should return one copy duly receipted which be filled with the copy of the
requisition.
1136. Verification
of Balances of Stationery, Forms and Printed Registers.—Departmental stock
verification shou|d be carried out as prescribed for other general stores in
paragraph 1339-S. Accounts stock verification should be carried out once in
three years as provided in paragraph 3327-S.
OFFICE MACHINERY AND APPLIANCES
1137. Purchase
of Typewriters.—Typewriters, Duplicators, Calculating, Tabulating &
Accounting machines and similar machines required for use on Railways should,
like other Directorate General of Supplies and Disposals items, be obtained by
placing indents on the Directorate General of Supplies & Disposals. The
procedure for procurement of these office machines will be the same as
applicable for other stores i.e. the Controller of Stores should, except where
otherwise has been exempted from doing so, place indent on DGS &D beyond
the monetary limits prescribed for direct purchase from time to time. The rules
prescribed in Chapter VIII would apply in this case also.
1138. Calculating,
Tabulating and Accounting Machines.—No calculating machine or tabulating and
accounting machine of new type for any accounts office or for accounts works in
any other office on the railway may be obtained without the sanction of the
General Manager and without the prior concurrence of the Financial Adviser and
Chief Accounts Officer who is responsible for seeing that if the machine is
introduced he will still get the initial accounts in the form he
requires.
1139. Different
Patterns of Machines.—The General Manager may authorise the purchase and use of
typewriters, duplicators and, similar machines of more than one pattern
provided that only those patterns are admitted which have been specially
approved of and that before a new pattern approved, it shall have been fully
established after trials that it possesses special advantages and is important
points superior to those already in use; provided also that the pattern chosen
is one that can be obtained on reasonable terms by the Directorate General of
Supplies and Disposals from local representatives of the
manufacturers.
1140. Typewriters
for Temporary Offices.—Typewriters required for temporary offices and by
Commissions, Committees, Boards of Inquiries and offices of Officers on Special
Duty and also typewriters required on ad-hoc basis for temporary period should
be obtained on hire. The heads of Deptts. and Heads of offices may sanction
such hiring for a period of six months & four months respectively beyond
which the sanction of the Board would be necessary.
1141. Servicing
Contracts.—The DGS&D enters into annual servicing and over-hauling
contracts with the firms holding contracts for the main machines. The Heads of
Deptts. and the Heads of offices will operate against these contracts for the
maintenance of the typewriters and office machines in their respective offices.
Office machines for which the DGS&D does not enter into contracts will be
maintained by the Railway either by entering into ad-hoc annual contracts
themselves on competitive basis with the concurrence of associated finance or
by making local arrangements. At the places where the firms holding servicing
contracts with DGS&D do not have any servicing facilities, the up-keep and
repair of typewriters and other office machines will be undertaken by the
Deptts. concerned themselves either by entering into ad-hoc annual contracts or
by making local arrangements. In order to ensure against payment of different rates
for servicing and over-hauling of the machines, the Heads of Deptts. will
ascertain from the firms whether they already have a similar contracts with any
other Govt Dept/ office.
Note.—It may be noted that Companies supplying new office
machines undertake to maintain them free of cost for a certain period called
warranty period from, the date of purchase.
1142. Inspection
of Machines.—Each machine will be examined quarterly or as per the terms of the
agreement by the Company with which the servicing contract is made. These
inspections include inspecting, cleaning oiling and when necessary repairing
and generally adjusting and putting in good working order each machine before
the next inspection. Upon the periodical inspection etc. by the Companies
Mechanic being completed, the Head of the office or Branch should furnish
voucher certifying that the work has been satisfactorily carried
out.
1143. Major
Repair.—"Major Repairs" are repairs beyond the periodical maintenance
work. Major repair will be carried out as per procedure detailed in the
agreement at the nearest branch of the company to which the machine should be
sent by the owning officer. Upon the typewriter being returned after repairs
the owning office should furnish a receipt to the company certifying that the
repairs have been carried out in a satisfactory manner and that the machine is
in good working order.
Note .—If necessary, a serviceable second hand typewriter
can be had on free loan from the company to enable the owning office to carry
on during the period their machine is undergoing repairs.
1144. Heavy
repairs and over-hauling of any kind of office machinery and appliances should
not be ordered before proper estimates have been submitted by the firms and
approved and funds certified by the competent Authority.
1145. Bills
for Repairs.—The firm should submit their bill to Head of Deptt./Head of the
Office concerned who should arrange payments to the firm in the manner as may
be indicated in the Rate Contracts concluded by the DGS&D or servicing
agreements entered into directly by them.
1146. Spare
Parts.—The Heads of Deptts ./Head of Offices should obtain the copies of Rate
Contracts/Servicing Contracts concluded by the Directorate General of Supplies
and Disposals for servicing and over-hauling of the office machines. These
contracts will indicate the prices of the spare parts to be replaced by the
firms at the time of repair/servicing. The contracts entered into directly by
the Heads of Deptts./Heads of Offices should also indicate the prices of
various spare parts required to be used at the time of repair/servicing of the machines.
The rates of these spare parts should be verified before passing the bills for
payment. For proper verification, the correct Part Nos. should be indicated in
the servicing contracts and. the same should be quoted in their repair bills by
the firms.
1147. Condemnation
Procedure.—The Heads of Deptts. will decide whether the typewriters and other
office machines in use in their offices and in the offices subordinate to them
can be economically repaired. They will be competent to condemn such machines
themselves in their offices and in the offices subordinate to them depending
upon the life and condition of the machine, cost of repairs, the expected life
of the repaired machine vis-a-vis he cost of new machine and its expected
life.
1148. Disposal
of Condemned Machines.—The condemned machines will be returned to the
Superintendent, Printing & Stationery of the Railway for arranging
disposal. These machines should be disposed off in the same manner as other
condemned/scrapped materials by the Railways as per procedure out-lined in
Chapter XXIV of Stores Code.
Multiple
Choice Questions
1.
What is
the main policy of the Government of India regarding the purchase of printing
and stationery stores for the public service?
o
a) To import all printing and
stationery stores.
o
b) To develop the industries of
other countries.
o
c) To encourage the development of
Indian industries.
o
d) To purchase from the cheapest
supplier.
o
Answer: c) To encourage the development of Indian industries.
2.
Where
should all stationery and printing stores required for the railways be
delivered for payment?
o
a) Abroad
o
b) In India
o
c) In the country of manufacture
o
d) To the nearest railway station
o
Answer: b) In India
3.
Who is
responsible for inviting tenders for the purchase of stationery and printing
stores for the railways?
o
a) The General Manager
o
b) The Controller of Stores
o
c) The Railway Board
o
d) The Controller of Printing and
Stationery
o
Answer: d) The Controller of Printing and Stationery
4.
Which
article should be given the first preference when making purchases for the
railways?
o
a) Articles produced or manufactured
abroad
o
b) Articles manufactured in India
from imported materials
o
c) Articles produced in India in the
form of raw materials
o
d) Articles manufactured abroad and
held in stock in India
o
Answer: c) Articles produced in India in the form of raw materials
5.
Who may
allow a limited degree of preference in respect of price to articles produced
or manufactured in India?
o
a) The Railway Board
o
b) The Controller of Stores
o
c) The Controller of Printing and
Stationery with the sanction of the Government of India
o
d) The General Manager
o
Answer: c) The Controller of Printing and Stationery with the
sanction of the Government of India
6.
What
should all articles be subject to before acceptance?
o
a) A public vote
o
b) Price negotiation
o
c) Inspection and testing
o
d) International certification
o
Answer: c) Inspection and testing
7.
What is
the maximum amount the General Managers can spend on direct purchases in
emergencies?
o
a) Rs. 50,000
o
b) Rs. 1,00,000
o
c) Rs. 20,000
o
d) Rs. 2,00,000
o
Answer: b) Rs. 1,00,000
8.
Who should
immediately be informed after any emergency purchase is made?
o
a) The Railway Minister
o
b) The Chief Operating
Superintendent
o
c) The Controller of Printing and
Stationery
o
d) The Director General of Supplies and
Disposals
o
Answer: c) The Controller of Printing and Stationery
9.
Which item
is not included in List "A" Stationery Stores?
o
a) Pens, pencils, crayons
o
b) Paper for printing purposes
o
c) Gum bottles and brushes
o
d) Envelopes of all kinds
o
Answer: b) Paper for printing purposes
10. Who is responsible for preparing the consolidated indents
from the various departmental officers and stations?
o
a) The General Manager
o
b) The Superintendent Printing and
Stationery
o
c) The Controller of Stores
o
d) The Chief Operating
Superintendent
o
Answer: c) The Controller of Stores
11. What is the role of the Stationery Depot in the railway
system?
o
a) To manufacture stationery items
o
b) To stock and issue stationery
items
o
c) To inspect railway tracks
o
d) To conduct tender processes
o
Answer: b) To stock and issue stationery items
12. What should be done with unserviceable durable articles
before new ones are issued?
o
a) They should be sold.
o
b) They should be returned to the
Stationery Depot.
o
c) They should be destroyed.
o
d) They should be repaired.
o
Answer: b) They should be returned to the Stationery Depot.
13. Who has the authority to check the stocks of stationery at
railway offices?
o
a) The Railway Board
o
b) The General Manager
o
c) The Accounts Verification staff
or special staff deputed by the Controller of Stores or Supdt. Printing and
Stationery
o
d) The Director General of Supplies
and Disposals
o
Answer: c) The Accounts Verification staff or special staff deputed
by the Controller of Stores or Supdt. Printing and Stationery
14.
What are
the two main categories of forms in use on railways?
A.
Standard and International
B. Standard and Regional
C. Standard and Local
D. National and Local
Answer:
C. Standard and Local
15.
Who has the authority to introduce local forms and registers on a railway?
A.
General Manager or Chief Accounts Officer
B. Railway Board
C. Station Master
D. Superintendent of Printing and Stationery
Answer:
A. General Manager or Chief Accounts Officer
16.
How often should departments advise their requirements of standard and local
forms to the Superintendent of Printing and Stationery?
A.
Monthly or Quarterly
B. Annually or Half Yearly
C. Weekly or Monthly
D. Daily or Weekly
15.
Answer: B.
Annually or Half Yearly
17.
What should be done if a railway press is unable to undertake printing work due
to pressure or lack of facilities?
A.
Delay the work until facilities are available
B. Send the work to an outside press with the sanction of the General Manager
C. Cancel the work
D. Print the work in the departmental office
Answer:
B. Send the work to an outside press with the sanction of the General Manager
18.
Who must sanction any alteration or modification in respect of the title,
distinguishing number, and information prescribed in a standard form?
A.
General Manager
B. Chief Accounts Officer
C. Railway Board
D. Superintendent of Printing and Stationery
Answer:
C. Railway Board
19.
What should be done if the revision of a standard form is undertaken by the
Railway Board?
A.
Continue using the old form until the Railway Board sends the new one
B. Print and use the new form immediately
C. Print and issue the revised form after existing stock is exhausted
D. Destroy the old forms immediately
Answer:
C. Print and issue the revised form after existing stock is exhausted
20.
Who must approve the introduction of any new local forms?
A.
General Manager or Chief Accounts Officer
B. Railway Board
C. Station Master
D. Superintendent of Printing and Stationery
Answer:
A. General Manager or Chief Accounts Officer
21.
What should be done if the cost of a form exceeds Rs. 100 and needs to be
discontinued?
A.
Discontinue the form immediately
B. Obtain orders from the General Manager or Chief Accounts Officer
C. Destroy the form without any approval
D. Use up the remaining stock before discontinuation
Answer:
B. Obtain orders from the General Manager or Chief Accounts Officer
22.
How should the cost of forms used by specific departments be managed?
A.
Debited to the central budget
B. Debited to the specific department using the forms
C. Split equally among all departments
D. Covered by the Superintendent of Printing and Stationery
Answer:
B. Debited to the specific department using the forms
23.
What type of ledgers should be maintained for forms?
A.
Financial ledgers
B. Numerical ledgers
C. Inventory ledgers
D. Departmental ledgers
Answer:
B. Numerical ledgers
24.
How should forms be issued to indenting officers of the railway?
A.
Through a verbal request
B. Using issue notes in triplicate
C. By email request
D. Direct pick-up from the depot
Answer:
B. Using issue notes in triplicate
25.
How often should departmental stock verification of stationery, forms, and
printed registers be carried out?
A.
Annually
B. Biannually
C. Monthly
D. As prescribed for other general stores
Answer:
D. As prescribed for other general stores
26.
Who is responsible for deciding whether calculating, tabulating, and accounting
machines can be obtained for any accounts office?
A.
General Manager with concurrence of Financial Adviser and Chief Accounts Officer
B. Chief Accounts Officer alone
C. Superintendent of Printing and Stationery
D. Railway Board
16.
Answer: A.
General Manager with concurrence of Financial Adviser and Chief Accounts
Officer
27.
Who must approve the purchase and use of typewriters, duplicators, and similar
machines of more than one pattern?
A.
Financial Adviser
B. General Manager
C. Railway Board
D. Chief Accounts Officer
Answer:
B. General Manager
28.
How should typewriters required for temporary offices be obtained?
A.
Purchased
B. Borrowed from other departments
C. Obtained on hire
D. Donated by employees
17.
Answer: C.
Obtained on hire
29.
How should major repairs for office machinery and appliances be handled?
A.
Without any formal procedure
B. After proper estimates are submitted by the firms and approved
C. Done in-house without external assistance
D. Decided by the department head on an ad-hoc basis
Answer:
B. After proper estimates are submitted by the firms and approved
30.
What should be done with condemned office machines?
A.
Stored indefinitely
B. Returned to the Superintendent, Printing & Stationery for disposal
C. Repaired and reused
D. Donated to charity
Answer:
B. Returned to the Superintendent, Printing & Stationery for disposal
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