Indian Railway Codes and Manuals-Accounts code- Vol-I-Chapter-16 (XVI)
CHAPTER XVI
MISCELLANEOUS EXPENDITURE
1601.
Check of Cash Imprest Account - Cash Imprest Account. - An imprest is a
standing advance of a fixed sum of money placed at the disposal of an official
to meet petty office expenses and emergent charges of small amounts which
cannot be foreseen. An emergent petty advance may also be made on the
responsibility of the Imprest holder, out of the imprest money placed at his
disposal. The amount of imprest must not be larger that is absolutely
necessary. It should be reckoned at the lowest possible figure calculated to
suffice for meeting charges of the nature referred to above. In all cases
including those for works and surveys, an imprest required must by specifically
sanctioned as such by the General Manager or by the Heads of Departments or by
any other authority to whom the powers in this regard may be delegated by the
competent authority. Imprest holders are not authorised to increase or decrease
the amount of their imprest without the sanction of the competent authority and
this should be seen when checking the imprest account submitted to the Accounts
Office.
1602.
The Imprest Account should be kept in duplicate and the original supported by
necessary vouchers should be forwarded to the Accounts Officer before the end
of each month or oftener if necessary, for check and recoupment. The accounts
should ordinarily be closed by the end of the month and recouped before the end
of the month so as to ensure, as many as possible of the month's transactions
being included in the accounts. If there is surplus money at the end of each
month, as noticed from time to time or if there is delay of several months in
sending the account for recoupment it is evident that the amount of imprest
held is in excess of the monthly requirements and the matter should be brought
to the notice of the authority who sanctioned the imprest with a view to
reducing the amount of the imprest.
1603.
Before recoupment is made, the Imprest Account should be scrutinised to see:
(i) hat it is arithmetically correct: (ii) hat the balance brought forward is
correct, i.e. the opening balance should be checked with the closing balance of
the previous account; (iii) hat all recoupments have been properly taken into
account; (iv) hat payment made are of a nature which could be passed through
imprest i.e. they are not irregular or unauthorised ; (v) hat the charges which
normally require pre-check by Accounts are not included in the Imprest Account;
(vi) hat all receipts are in proper form and signed by the persons in whose
favour the bill is drawn or by his agents and if the amount of the bill is over
Rs. 20/- revenue stamp is affixed. (vii) that the sum acknowledged is written
in words as well as in figures; (viii) that the rates are not extravagant ;
(ix) that in case of special charges which require sanction of higher authority
or are regulated by a scale the requisite sanction has been obtained and the
scale fixed is not exceeded. (x) he amounts shown as remitted have been
received by the Chief Cashier and accounted for in the books, Verification of
the remittances should be obtained from Traffic Accounts Branch ; (xi) he
certificate of actual amount of balance in hand is recorded under the signature
of Executive Officers in-charge ; (xii) iscellaneous receipts are remitted to
the stations or the cashier and not used by imprest holders for payment of
bills; (xiii) Proper acknowledgments in respect of moneys advanced are being
obtained; (xiv) In case of purchase of stock items a certificate is furnished
that the stock items purchased were not made available by the Stores
Department. The closing balance and the amount recouped during the month should
be noted in a manuscript register wherein the amount of imprest held by each
officer should also be recorded as soon as it is sanctioned.
1604.
Departmental Receipts. - All transactions to which a railway servant in his
official capacity is party, must without any reservation, be brought to
account, and all moneys received should be paid in full, without undue delay,
into the Treasury or the Bank, or in the case of railway servants employed on
open lines of Railways, in to the Railway Cash Office or to the nearest railway
station, to be credited to the appropriate head of account.
1605.
Transmission of Departmental Receipts to stations .- The amounts forwarded by
Departmental Officers to Station Masters for remittance must be accompanied by
a Miscellaneous Receipts Transmit Note in Form No. A. 1605 which consists of a
note giving full particulars or the remittance and a receipt in duplicate. Form
No. A.1605
1606.
Acceptance of local cheques in payment of Government dues. - Stations should
not ordinarily accept cheques in payment of passenger fares. In the case of
goods and parcels traffic cheques on banks which have clearing accounts with
the Reserve Bank or a Scheduled bank may be accepted in payment of railway
freight at the discretion of the General Manager, from well known firms subject
to the condition that the firm concerneddeposits with Government, as security,
a sum equivalent to an amount not less than a month's freight transactions with
the railway. The security deposit may be made in cash, Government Promissory
Notes or a Guarantee bond executed by a Scheduled Bank of India. The deposit
should be made for each booking or receiving point where a firm desires to pay
by cheques. Cheques may also be accepted in payment of other dues to the
railway or in settlement of other transactions.
1607.
Such cheques should, in all cases, be crossed. Until, however, a cheque has
been cleared, the Railway Administration cannot admit that payment has been
received and consequential final receipts will not be granted when a cheque is
tendered. A receipt for the cheque (only) will be given in the first instance,
but if the person making payment so desires, a formal payment receipt should be
sent by post to his address after the cheque has been cleared.
1608.
In the event of such a cheque being dishonoured by the bank concerned on
presentation, the fact will be intimated at once to the tenderer, but Railway
cannot accept any liability for loss or damage which may possibly occur as a
result of delay in intimating that the cheque has been dishonoured.
1609.
Erasures, Over-writing etc. in Accounts Records .- Erasures and over writings
in any account records, bill, Abstract of bills, voucher, cheque, cash book
etc. are absolutely forbidden. If any correction becomes necessary, the
incorrect entry should be cancelled neatly in red ink and the correct entry
recorded there under. Each such correction or interpolation deemed necessary
should be authenticated by the Officer-incharge setting his dated initials
against each.
1610.
Responsibility for overcharges. - Officers drawing bills, pay orders etc., are
responsible for the correctness of the amounts charged therein. In the case of
bills and pay orders which are not checked by the Accounts Officer before
payment, the responsibility for any overpayment which may result from an
erroneous charge, also devolves upon the drawing officers.
1611.
Duplicates or Copies. - Accounts Officer may not issue duplicates or copies of
receipts granted for money received, or duplicates or copies of bills or other
documents for the payment of money which has already been paid, on the ground
that the originals have been lost. If any necessity arises for such a document,
a certificate may be given that on a specified day, a certain sum on a certain
account, was received from or paid to a certain person. This prohibition
extends only to the issue of duplicates on the ground that the originals have
been lost, and does not apply to cases in which by existing rules, duplicates
are prepared and tendered with the originals. In the case of a bill or other
payment voucher lost before payment, a duplicate may be issued by the officer
who drew the original bill or voucher, on a certificate by the Accounts Officer
that payment has not been made on the original and will not be made if found
later on. The duplicate bill or voucher should bear distinctly on its face the
word "duplicate" written in red ink. The Accounts Officer should keep
a proper record of all duplicate bills and vouchers passed for payment, to
guard against a double claim being passed on the same account.
1612.
Grants-in-aid, Contributions etc. - The grants-in-aid or contributions are
generally sanctioned to the following Institutions viz.- (i) The Educational
and Medical institutions: (ii) the Railway Institutes and Sports Clubs : (iii)
the Railway Co-operative Societies & Stores : and (iv) other local bodies
e.g., Chambers of Commerce, etc. The power to sanctioning grants-in-aid or
contributions is exercised by the authorities to whom such powers may have been
delegated by the President from time to time. The following instructions may be
followed by the sanctioning authorities in the matter of according sanctions
for grants-in-aid.
1613.
(a) Every order sanctioning the grant should specify clearly the object for
which it is given, the recurring or the non-recurring nature of the grants and
the conditions attached. (b) Before a grant is paid to the Railway Institute or
Sports Club or the Railway Cooperative Stores or Societies, the sanctioning
authority should see that an audited statement of accounts of the Institution
concerned has been received and that the grant-inaid is justified by the
financial position of the Institution concerned, and that any previous grant was
spent for the purpose for which it was intended. (c) (1) In the case of
non-railway Schools, the proposals for the grants-in-aid to be made for the
first time should take into account the following factors viz. :- (i) the total
number of students in the School ; (ii) the number of wards of railway
employees studying in the School (iii) whether the School is running at a loss;
(iv) the actual deficit and the reasons for it ; (v) whether the School is
fully recognised for all purposes by the State Government in accordance with
their Education Code ; (vi) whether full grant-in-aid from the State Government
as admissible under the Education Code. Etc. is being received by the Schools ;
(vii) whether efforts have been made by the School to obtain additional assistance
from the State Government and if so, with what results ; (viii) the financial
position of the School; (ix) amount hitherto granted from the Railway Revenues
and the basis for it ; and (x) amount now proposed to be granted from the
Railway Revenues and the basis for it. (2) In the case of grants to Medical
Institutions, the sanctioning authority should take into account the average
number of railway patients getting benefits from that Institution in a year,
the per capita cost of medicines based on the actual expenditure of the
Institutions over all the patients concerned and the amount proposed to be
recovered from the Railway Administration. (3) In the case of Railway
Institutes and Clubs, the grant should be based on the financial position of the
Institute, as certified by the Accounts authorities. (4) In the case of Railway
Co-operative societies and Stores, the grant shall not be more than half the
Administrative and the Establishment charges for the first three years subject
to the condition that the subsidy will be paid only if the Cooperative
department concerned certifies that the Stores is working properly.
1614.
Grants may be sanctioned to meet the requirements of a year even extending
beyond the financial year ; but only so much of the grant should be paid during
the financial year as is likely to be expended during that year. The amount
remaining unspent at the end of the year in such cases need not be refunded at
the close of the financial year. In such cases sanctions should be so drafted
that they may not lapse at the close of the financial year. Immediately on the
expiry of one year from the date of the sanction, any unspent balance thereof
should be duly surrendered to the sanctioning authority as required in para
1617 (ii). However, in respect of sanctions which require the grant to be
utilized during a financial year, the unspent balance thereof should
nevertheless be surrendered to the sanctioning authority at the end of the
financial year or may be adjusted by the sanctioning authority against the next
year's grant, if any, It should be clearly stated in each sanction letter that
the unspent balance of the previous grant has either been surrendered to
Government or that it has been taken into account in sanctioning the subsequent
grant.
1615.
Grants-in-aid to small institutions which are entirely mainly fed by recurring
grants and which are likely to utilize the entire grant by the close of the
financial year and would not thus have sufficient funds to cover their expenses
at the beginning of the next financial year, pending receipt of fresh grants,
should be paid, during the financial year, if necessary, in three instalments
viz., first one in April itself, the second one sometimes during May to
September and the final one during October or later so as to ensure even flow
of funds at their disposal during the year. In the case of these institutions,
submission of audited statements of accounts required in terms of para 1613(b)
need not be insisted upon for sanctioning payment of the first two instalments
of the grant if such statements are not ready. However, such statements of
accounts in respect of the previous financial year should, as required in para
1613(b) be called for while sanctioning the final instalment unless the institution
concerned has been specifically exempted from furnishing them.
1616.
The sanctioning authority should certify that the conditions precedent to the
grant have been fulfilled. For this purpose, target dates should be prescribed
for submission of audited statements of accounts by the grantee institutions
etc. to the sanctioning authority. In every case of grant made for specific
purposes, a certificate of its actual utilization should be furnished by the
sanctioning authority to the Financial Adviser and Chief Accounts Officer
within a date stipulated for the purpose.
1617.
Unless it is otherwise ordered by the Railway Board, every grant made for a
specific object is subject to the implied conditions: (i) that the grant will
be spent upon the object within a reasonable time if no time limit has been
fixed by the sanctioning authority ; (ii) that any portion of the grant which
is not ultimately required for expenditure upon that object should be duly
surrendered to Government, and (iii) that the authority sanctioning the grant
reserves the right to arrange for the Inspection of the records of the
recipient Institution. Note: The expression "reasonable time"
occurring in item (I) above should in actual practice ordinarily beinterpreted
to mean "one year from the date of issue of the letter sanctioning the
grant".
1618.
Recurring grants exceeding Rs. 1 lakh per annum and non-recurring grants
exceeding Rs. 5 lakhs should be sanctioned subject to the specific condition
that the accounts of the Institution receiving the grants will be subject to
test check by the Railway Accounts Department and the Comptroller and Auditor
General will also have the right to test audit, at his discretion, the accounts
of the Institutions to ensure that the grants are utilized for the purpose for
which they are sanctioned.
1619.
Internal check of Grants-in-Aid. - The internal check of sanctions to
grants-in-aid should be conducted with reference to the provisions in the rules
laid down in the preceding paras. In addition the following points should be
seen. (1) Utilization of the Grants for the purpose for which sanctioned. - The
Accounts Officer should satisfy himself either at the time of scrutinizing the
proposal for the sanction to the grants-in-aid or at the time of internal check
of the sanctions as the case may be, that the sanctioning authority has
satisfied itself that the funds will be utilized for the purpose for which
these were sanctioned and that the sanctioning authority has also laid down
specifically the conditions attached to the grants. A certificate of actual
utilization of the grant should be obtained from the sanctioning authority by
the Financial Adviser and Chief Accounts Officer in every case of grant made
for specific purposes, within the prescribed target date. (2) Refund of Unspent
Balances. - At the time of inspection of the offices of the sanctioning
authority it may also be examined that certificates regarding unspent balances
for grants are obtained from the institution together with reasons for not spending
the amount so sanctioned and that the unspent balances remitted by the latter
are promptly remitted to stations or case office. (3) Extent of check at Local
Inspections. - The quantum and extent of check during local inspection may be
decided by the Financial Adviser and Chief Accounts officer. The Accounts of
the institutions receiving grants Rs. 1 lakh (recurring) per annum and Rs. 5
lakhs (non-recurring) should be subjected to test check by the Accounts
Department. (4) Audit of Accounts of Private Institutions, Receiving
Grants-in-Aid. - Whereas it is not necessary for the Financial Adviser and
Chief Accounts Officer to conduct the audit of the transactions of the private
bodies receiving grants he should ensure that the sanctions for the grants are made
by the competent authority after referring to statements of account of the
institutions duly audited by registered auditors wherever the amount of the
grant is more than Rs. 1,000 at a time.
1620.
Buildings and Rent - Preparation of Rent Return Account of residential
buildings. - With a view to enable the Railway administration as well as
Railway Board to sec that the return of rents obtained on residential buildings
does not fall below 6 per cent of the total outlay incurred thereon, a proforma
Rent Return Account should be compiled in the Accounts Office. A separate Rent
Return Account should be compiled for each class of buildings, the rent of
which is pooled for the purpose of obtaining the 6 per cent return. The Capital
outlay on the residential buildings will be obtained from the list of buildings
grouped separately for each pool of staff quarters and the total amount of
recovery made form the Staff will be ascertained from the booked actuals under
the sub classifications of Abstracts Z-210 prescribed for each pool of
residential buildings.
1621.
Rent Rolls. - Departmental officers are primarily responsible for the recovery
of the rent of rent-returning buildings under their charge. Rent Rolls in Form
A. 1621 showing the following particulars should be prepared by each
departmental officer in respect of all buildings under his charge. Form A. 1621
(i) Locality. (ii) No. of building. (iii) No. of units in the building. (iv)
Whether the building is electrified. (v) Name of occupant. (vi) Designation of
occupant. (vii) Rate of emoluments of occupant and date of appointment. (viii)
No. of days occupied. (ix) Assessed rent. (x) Rent recoverable. (xi) Remarks. A
copy of the Rent Rolls (A. 1621) should be submitted to the Accounts Officer
together with the pay bills of the staff concerned only for one month in the
year (say April paid in May). In the Rent Rolls the amount of rent actually
recovered through the pay bills should be indicated.
1622.
Check of Rent rolls. - The Rent Rolls (A. 1621) received in the Accounts Office
should be checked so as to ensure that : (i) rent has been correctly recovered
; and (ii) there are no omissions of rent-returning buildings in the Rent Rolls
received .
1623.
For the subsequent eleven months only a Statement of Variation in the recovery
of rent (in Form A.1623) will be submitted with the pay bills. In this Form
only those cases in which recovery of rent for a particular building varies
from that in the previous months will be itemised. The total of this Statement
of Variations should tally with the difference between the house rent column of
the pay bill for that bill unit in the previous and the current month. Form No.
A 1623
1624.
New buildings added during the course of the year (whether occupied by staff
free of rent or paying rent) would also be shown in the Variation Statement for
the month of first occupation, even though no change in the recovery if rent is
involved in the case of buildings occupied rent free.
1625.
In order to check whether the recoveries from the individuals are correctly
made the complete Rent Roll, for the initial month will be checked with the pay
bills. In the subsequent months, the items in the statement of Variations will
be checked with the Memorandum of Difference-G3, received with the pay bill or
with the increment Statements and other notifications where these statements
are not sent with the pay bills. Where increases in emoluments appearing in the
Memorandum of Difference etc. are not reflected in increases in rent recoveries
in the Statement of Variations, a check will be made with the list of buildings
to see whether the rent recovered in the pay bill is equal to the full assessed
rent. Variations in the recoveries due to causes other than changes in
emoluments will be checked with the list of buildings or advises of allotment
or vacation of existing or new buildings, or changes in tenancy, general
revision of assessed rent, last pay certificate etc.
1626.
The initial Rent Roll of the year will be checked with the list of buildings to
make sure that all residential buildings are included in the Rent Rolls. Items
of new buildings added and occupied during the course of the year appearing in
the Statements of Variation will also be checked into the list of buildings the
same month.
1627.
Classification of Recoveries. - In order to arrive at the figures of rent
recovered for each pool of residential buildings, sub-classification under the
Accounts Head Abstract Z-210 has been introduced to segregate and identify
recoveries of rent relating to each pool. For example, if there is one pool for
Gazetted Officers, recoveries of rent from Gazetted Officers have been
classified on the pay bill itself every month as "credit Z-211". If
Gazetted Officers' quarters, are divided into three pools, one for
Administrative Officers, one for Senior Scale Officers and one for Junior Scale
and Assistant Officers, the recoveries will be allocated in the bill itself as
credits to Z-211, Z212, Z-213 respectively. Similarly, subclassifications of
Abstracts Z-210 have been prescribed to identify separately rent recoveries
pertaining to each pool of residential buildings for Class III and IV staff. A
separate sub-classification has been laid down for rent recovery of quarters
let out to outsiders. In this way the accounts automatically throw up the
actual recovery of rent for each pool of residential buildings. Note. - Since
the number of pools varies from Railway to Railway. It is not proposed to lay
down the subclassification of Z-210 uniformly, but to leave it to the
discretion of the individual Railway Administration to do so in such a way that
recoveries for each pool are separately sub-classified.
1628.
Proforma recoveries of rent from those entitled to occupy quarters rent free as
a personal privilage are worked out once every year from the complete Rent Roll
prepared for one month in a year and multiplied by 12 to estimate the annual
figure of proforma recoveries.
1629.
Check of List of Buildings. - In order to ensure that the list of buildings is
current and up-to-date and the capital outlay for each pool is also correct,
there should be a tally at the end of each year to ascertain that the total
capital cost at the commencement of the year plus expenditure on residential
buildings booked during the year under the relevant heads of capital and other
works classification is equal to the capital cost of all the pools taken
together at the end of the year. Expenditure incurred on Rest Houses, out
buildings, wells, fences and other works required in connection therewith
should be excluded. This will ensure that new buildings constructed during the
year and their capital cost have been added on the list of buildings, that
additional expenditure incurred in existing buildings has similarly been added
on, and buildings condemned and abandoned have been taken off the list of
buildings. It is responsibiity of the Engineering Department to maintain the
list of buildings, grouped separately for each pool of residential buildings
and tallied with the capital outlay in the manner stated above.
1630.
Compilation of the Accounts. - The Annual Rent Return Account of residential
buildings as also the periodical review of assessed rents and rent recoveries
against the prescribed return on capital outlay will thus be compiled
straightaway by the Accounts Office from the list of buildings and the
financial Accounts. While compiling the Rent Return Account it should be seen
that the quarters let out to out-siders i.e. other than Railway employees
should not be included therein. Such quarters should be kept in a separate
category in the list of buildings and the recoveries in respect of the same
allocated to a separate subclassification under Abstract Z-210 as in the case
of other Railway quarters. An abstract of the Rent Return Account showing the
capital outlay, proforma rent recovered and the percentage rent return should
be submitted as soon after the close of the financial accounts of a year as
possible, to the Railway Board.
1631.
Rent Recoverable from outsiders . - The recovery of rent from other than
railway employees will be watched by the Accounts Office. For this purpose, a
register, preferably loose leaf, of buildings rented to non-railway departments
and outsiders should be maintained by the Accounts Office in the following
form. In order that this register may be kept up to date the executive officers
concerned should keep the Accounts Office advised of all changes, affecting the
rent of tenancy of such buildings. From this register necessary bills for the
recovery of rent should be prepared and sent to the parties concerned. Form
A.1631
1632.
Witnessing Payments to Labour by Accounts Staff. - The Accounts Officer should
arrange to have the payments to labour witnessed occasionally by Accounts
office staff. This should be done without warning to either the subordinate or
pay clerk. The check should be directed more towards witnessing of payments to
temporary staff and payments from station earnings. The extent and detailed
procedure for such checks may be prescribed by the Financial Adviser and Chief
Accounts Officer.
Multiple choice questions:
1.What is an imprest account used
for?
- a) Large purchases of equipment
- b) Petty office expenses and emergent charges
- c) Employee salaries
- d) Construction projects
Answer: b) Petty office expenses and emergent charges
2.Who must specifically sanction an
imprest account?
- a) Any railway employee
- b) The General Manager, Heads of Departments, or
delegated authorities
- c) The Accounts Officer
- d) The Station Master
Answer: b) The General Manager, Heads of Departments, or delegated
authorities
3.How often should an imprest
account be submitted for check and recoupment?
- a) Quarterly
- b) Bi-annually
- c) Before the end of each month or oftener if necessary
- d) Annually
Answer: c) Before the end of each month or oftener if necessary
4.What should be done if surplus
money is noticed in the imprest account at the end of the month?
- a) Keep it for future use
- b) Increase the amount of the imprest
- c) Reduce the amount of the imprest
- d) Transfer it to the next month's account
Answer: c) Reduce the amount of the imprest
5.Which of the following is NOT a
step to be checked before recoupment of an imprest account?
- a) Arithmetical correctness
- b) Opening balance matches the previous closing balance
- c) Ensure the purchase of stock items from the Stores
Department
- d) Charges require pre-check by Accounts
Answer: c) Ensure the purchase of stock items from the Stores
Department
6.In what form must receipts be
presented in the imprest account?
- a) Handwritten and unsigned
- b) Typed and unsigned
- c) Proper form, signed, and with revenue stamp for
amounts over Rs. 20/-
- d) Proper form, signed only
Answer: c) Proper form, signed, and with revenue stamp for amounts
over Rs. 20/-
7.What is forbidden in any account
records, bills, vouchers, etc.?
- a) Erasures and over-writings
- b) Use of red ink for corrections
- c) Use of signatures
- d) Use of stamps for amounts over Rs. 20/-
Answer: a) Erasures and over-writings
8.What is the responsibility of
officers drawing bills and pay orders?
- a) Ensuring the amounts charged are correct
- b) Preparing duplicates of all documents
- c) Erasing incorrect entries
- d) Approving all accounts
Answer: a) Ensuring the amounts charged are correct
9.What should be done if a cheque is
dishonored by the bank?
- a) Intimate the tenderer immediately
- b) Ignore it
- c) Accept liability for any losses
- d) Request a duplicate cheque immediately
Answer: a) Intimate the tenderer immediately
10.When can a duplicate bill or
voucher be issued?
- a) When the original is lost before payment
- b) When the original is partially damaged
- c) When the original has erasures
- d) When the original has been paid
Answer: a) When the original is lost before payment
11.What should every order
sanctioning a grant specify?
- a) The amount to be paid without any conditions
- b) The recurring or non-recurring nature and the
conditions attached
- c) The date the funds should be received
- d) The names of all employees
Answer: b) The recurring or non-recurring nature and the conditions
attached
12.Which of the following is a
condition for grants-in-aid to Railway Institutes and Clubs?
- a) The grant should be based on the financial position
of the Institute
- b) The grant should cover all expenses regardless of
necessity
- c) The grant should be sanctioned by any railway
employee
- d) The grant should be released immediately without
verification
Answer: a) The grant should be based on the financial position of
the Institute
13.What should be done with unspent
grant amounts at the end of the financial year?
- a) Keep it for the next financial year
- b) Surrender it to the sanctioning authority
- c) Use it for other unrelated expenses
- d) Transfer it to personal accounts
Answer: b) Surrender it to the sanctioning authority
14.What is required for the final
instalment of a grant to small institutions?
- a) Submission of audited statements of accounts
- b) No requirements, it is released automatically
- c) Verbal confirmation from the institution
- d) Approval from the Station Master
Answer: a) Submission of audited statements of accounts
15.What must the sanctioning
authority certify regarding grants?
- a) That the conditions precedent to the grant have been
fulfilled
- b) That the funds have been deposited
- c) That the grant amount is correct
- d) That the institution is well-known
Answer: a) That the conditions precedent to the grant have been
fulfilled
- Which of the following is an implied condition attached
to every grant made for a specific object by the Railway Board?
A) The grant must be spent within
six months.
B) The grant must be spent within a
reasonable time if no time limit is fixed.
C) The grant must be fully utilized within
three years.
D) The grant is not subject to any
conditions.
Answer: B) The grant must be spent
within a reasonable time if no time limit is fixed.
- For a recurring grant exceeding Rs. 1 lakh per annum,
what specific condition is attached?
A) The grant must be utilized within
six months.
B) The accounts of the institution
receiving the grant are subject to a test check by the Railway Accounts
Department.
C) The grant must be returned if not
utilized.
D) No specific condition is
attached.
Answer: B) The accounts of the
institution receiving the grant are subject to a test check by the Railway
Accounts Department.
- What is the responsibility of the Financial Adviser and
Chief Accounts Officer regarding grants made for specific purposes?
A) They must ensure that grants are
utilized for purposes other than those specified.
B) They must obtain a certificate of
actual utilization of the grant from the sanctioning authority.
C) They must ensure that the grants
are distributed equally.
D) They must return the grants
within a year.
Answer: B) They must obtain a
certificate of actual utilization of the grant from the sanctioning authority.
- Who is primarily responsible for the recovery of rent
for rent-returning buildings under their charge?
A) The Accounts Officer
B) The Rent Recovery Committee
C) The Departmental officers
D) The Railway Board
Answer: C) The Departmental officers
- What must the Rent Rolls prepared by each departmental
officer include?
A) Only the names of the occupants
B) The assessed rent and the rent
recoverable
C) The number of rooms in the
building
D) The expenses incurred on the
building
Answer: B) The assessed rent and the
rent recoverable
- What is the purpose of compiling a proforma Rent Return
Account in the Accounts Office?
A) To monitor the expenditure on
building maintenance
B) To ensure that the return on
rents does not fall below 6% of the total outlay
C) To manage the allocation of new
buildings
D) To assess the condition of the
buildings
Answer: B) To ensure that the return
on rents does not fall below 6% of the total outlay
- What action should be taken when a new building is
added during the course of the year?
A) The building should be ignored if
no rent is involved.
B) The building should be included
in the Rent Rolls for the month of first occupation.
C) The building should only be
recorded at the end of the year.
D) The building should be listed
separately.
Answer: B) The building should be
included in the Rent Rolls for the month of first occupation.
- How are proforma recoveries of rent for those entitled
to occupy quarters rent-free estimated?
A) By calculating the rent for the
first six months
B) By calculating the rent for one
month and multiplying by 12
C) By estimating based on the
building's market value
D) By referring to the previous
year's recoveries
Answer: B) By calculating the rent
for one month and multiplying by 12
- Who is responsible for maintaining the list of
buildings, grouped separately for each pool of residential buildings?
A) The Railway Board
B) The Engineering Department
C) The Accounts Officer
D) The Departmental officers
Answer: B) The Engineering
Department
- What should be done with the recoveries of rent for
quarters let out to outsiders?
A) They should be included in the
Rent Return Account.
B) They should be allocated to a
separate subclassification under Abstract Z-210.
C) They should be pooled with the
recoveries from Railway employees.
D) They should be exempted from any
classification.
Answer: B) They should be allocated
to a separate subclassification under Abstract Z-210.
- What is the role of the Accounts Office concerning rent
recoveries from non-railway employees?
A) They must refund the rent to the
tenants.
B) They must maintain a register and
prepare bills for rent recovery.
C) They must audit the rent
collection process.
D) They have no role in this matter.
Answer: B) They must maintain a
register and prepare bills for rent recovery.
- What should be done if the rent recovered does not
match the assessed rent?
A) No action is required.
B) The difference should be ignored.
C) A check should be made with the
list of buildings to ensure the rent recovered is equal to the full assessed
rent.
D) The rent should be reduced to
match the recovery.
Answer: C) A check should be made
with the list of buildings to ensure the rent recovered is equal to the full
assessed rent.
- What is the responsibility of the Accounts Officer
regarding payments to labor?
A) The Accounts Officer must make
all payments directly.
B) The Accounts Officer must
occasionally arrange for payments to be witnessed by Accounts Office staff.
C) The Accounts Officer must
delegate all payments to the Departmental officers.
D) The Accounts Officer is not
involved in labor payments.
Answer: B) The Accounts Officer must
occasionally arrange for payments to be witnessed by Accounts Office staff.
- How often should the initial Rent Roll of the year be
checked with the list of buildings?
A) Once every five years
B) Twice a year
C) Once a year
D) Monthly
Answer: C) Once a year
- What should be done if new buildings are constructed
during the year?
A) They should be excluded from the
list of buildings.
B) They should be added to the list
of buildings, and their capital cost included.
C) They should be recorded only if
occupied by staff.
D) They should be categorized
separately from existing buildings.
Answer: B) They should be added to
the list of buildings, and their capital cost included.
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