Indian Railway Codes and Manuals-Accounts code- Vol-II-Chapter-34 (XXXIV)
Chapter No. XXXIV
CHECK OF TRAFFIC RELATING
TO RAILWAYS MATERIALS AND STORES
3401 Returns checked by Accounts Office -This
chapter deals with the check and accounting etc. of the following in respect of
"Local/Through traffic relating to railway materials and stores for
carriage by goods trains on the authority of Departmental Credit Notes.
(1) Departmental Credit Notes (COM/C-39 );
(2) Paid statement of Railway Materials and Stores
forwarded Local (COM/R. 4 Revised);
(3) Paid statement of Railway Materials and Stores
forwarded (Through) (COM/R. 5 Revised);
(4) Invoices/ Accounts Foil of RMC entries ;
(5) Machine Prepared abstract of Railway Materials
and Stores received Local (COM/R. 2 Revised);
(6) Machine Prepared abstract of Railway Materials
and Stores received Through (COM/R. 3 Revised);
(7) Carriage bills/Transfer certificate for railway
material and stores.
3402 Receipt of Accounts foil of Departmental Credit
Note for booking of Railway Material Consignments: - RMC invoices shall be
issued by station on collection of Credit Note in all cases of booking/movement
of Railway materials. Since the charges for transportation of RMC traffic will
be paid through Credit Note, two (2) copies of the credit notes shall be
remitted to Traffic Accounts through cash office under CR Notes duly treating
those as vouchers. The accounts foil of invoices are required to be submitted
by the stations through couriers daily or as per the time frame prescribed by
each Railway for each station. Separate Bundles of Accounts Foils of invoices
will be made by Each station of the following types of invoices in the same
manner as per Paragraph 2302 of Indian Railway Accounts Code -II. (1) Local
paid (2) Through paid Under e-TRR Accounts foils of invoices are to be
downloaded from FOIS for checking and preservation. Accounts Foil of all non
e-TRR invoices are to be submitted by station to Traffic Accounts office.
3403 Check of Departmental Credit Notes:-The
Accounts copy of Credit Note received from the stations through Cash Office
should be carefully examined as to the official designation of the consignor
and the consignee and the nature of materials carried to ensure, as far as
possible, that the consignments have been correctly treated as railway
materials and that both the consignee and consignor are railway officials. It
should further be seen that :-
i) All the particulars including the
head of allocation have been clearly and legibly entered
ii) it is signed by the official
authorized to issue the same, and 114
iii) it bears the stamp of the office of issue.
3404 Should it be found on examination that the
Credit Note has been issued for purposes other than those for which it is
intended, the items may be noted in a separate register. In case of
consignments meant for RVNL/other Railway PSUs if found necessary, the station
should be asked to regularize the transaction by the RR reference and to obtain
Cash/DD from the department concerned and also in case of consignments meant
for RVNL/other Railway PSUs if found necessary. All cases of wrong use of
Credit Notes should be reported to the Divisional Officer and to the
controlling officer of the official issuing the Credit Note for booking of
Railway Material Consignments.
3405 Check of Abstracts of Railway Materials and
Stores forwarded (Local/Through):-The abstracts of Railway Materials and stores
forwarded (local/through) should be examined to see that each entry is
supported by a Railway Material Consignment Note and that all the transactions
included in the Railway Material Consignment Notes received in the Accounts
Office have also been included in the outward abstracts. If any transaction
included in the Railway Material Consignment Notes is found to have been
omitted to be included in the forwarded abstracts, the same should be posted in
the 'forward abstracts' from the particulars available in the Railway Material
Consignment Notes.
3406 Check of Railway Receipts:- Railway Material
shall be treated as ordinary public traffic and accounted for as such, the
freight and other charges is collected through credit notes at the time of
booking/delivery as the case may be. The check of invoices of RMC traffic are
conducted in the same manner as prescribed in Chapter XXIII. In addition to the
above, the following checks are carried out:-
1. Charging of all types of Railway Material Consignments
(including Ballast) have been done at notified Class rate of the commodity for
a distance from the loading station to the unloading station. 2. In case the
loading station/point is not opened for loading of goods traffic, the booking
has been done from the nearest station open for goods traffic. Similarly, the
booking has been done for station open for goods traffic beyond the actual
unloading station/block section where the actual unloading point is not open
for goods traffic. In case there is no station open for goods booking beyond
the actual unloading station/block section then the booking has been done for
the nearest station open for goods booking.
3. If consignment has been moved in departmental
wagons then train load charges with a concession of 30% has been levied.
4. No
charge/surcharge for wagon load, Busy Season, Development charge, etc. shall be
levied on booking of RMC materials in departmental wagons.
5. If RMC rake consists of more than one commodity
chargeable at different rates, it shall be charged on per wagon basis for the
type of commodity loaded in a particular wagon. If a wagon contains more than
one commodity, the highest Class of the commodity loaded in that wagon shall be
charged.
6. These charges shall be levied as per the carrying
capacity of departmental wagons as painted on them. 115
7. General Service wagons shall be charged at
notified PCC.
8. The
Accounts copy of invoice has the reference of relevant credit note.
9. In such cases where RR has been issued after the
movement of Railway Material is to be seen that the RR has been issued within
15 days of the movement failing which the station should be advised not to book
further materials without issue of RRs.
10. No siding charges should be levied on Railway
Material and Stores booked in departmental wagons, as well as general service
wagons to or from private and railway sidings for train load and wagon load.
11. Following procedure should be followed in case
of diversion/rebooking of departmental material:
a. For diversion/rebooking of departmental material
from one place to another or the unloading of consignment done farther than the
farthest booking station /Block section, in case of paucity of time , the Super-cessional
RRs has been issued on payment of freight by credit note, within next seven
days.
b. In case credit note are not made available by the
end of next month, the same shall be brought to the notice of the Branch
officer concerned who shall ensure the same.
c. In case credit note are not made available by the
end of the second month, the station should be advised not to book next
consignment from the station.
3407 Apportionment of Freight charges:- In the case
of through Railway Materials and stores traffic, apportionment of freight
charges among the railways involved in the traffic will be made on the basis of
Freight mentioned in RR/e-TRR as provided by CRIS. The total freight mentioned
in RR/ e-TRR should be apportioned in kilometrage proportion of Carried route
in the same manner as applicable for other public Traffic.
3408 Comparison of the forwarded and received
Railway Materials and Stores Abstracts and Summaries (Local/Through)- The
Abstracts and Summaries of Railway Materials and Stores forwarded should be
compared in the case of local Traffic, with the Abstracts and Summaries of
Railway Materials and Stores received to ensure that all the transactions
booked have been completely accounted for in the inward abstracts and
summaries, allowance being made, where necessary for the receipt of invoices
etc. at the receiving stations in a month" other than the month of
despatch. Action regarding the non accountal of traffic in either class of
abstracts should be pursued with the stations concerned, no debit, however,
being raised against the stations in such cases. In the case of through
traffic, the abstracts of Railway Materials forwarded should be compared with
the Railway Materials Division sheets/Inward Abstracts received from the
receiving railway to ensure that the transactions have been completely
accounted for in either documents. A list of items less accounted for in the
Division sheets/Inward Abstracts should be furnished to the railway rendering
the Division Sheets/Inward Abstracts for arranging accountal of the items in
subsequent accounts. In the case of items less accounted for in the forwarded
abstracts, the matter should be taken up with the defaulting stations.
3409 Preparation of Carriage Bills:-Carriage bills
in Form A. 3408 showing particulars of Invoices/Error sheets/Credit Notes,
stations from and to, weight and amount of railway freight, etc. should be
prepared separately for Capital and Revenue Accounts and for each department of
the railway for which materials have
been carried. These bills may be prepared in triplicate or quadruplicate, as
may be required, and reconciled with the amounts shown in the checked inward
summaries of Railway Materials and Stores.
3410 The carriage bills for railway materials and
stores shall be generated manually or by Computerized system giving the details
of number and date of the bill, Railway department against whom issued and
amount, and to be adjusted through e-Recon directly with division or through
Central Books in case of Foreign Railway.
3411 Adjustment of Carriage Bills.- Adjustment of
Carriage Bills are as under:-
(1) The
amount of carriage bills on account of freight charges for carriage of railway
material and stores carried in general service wagon should be reflected in the
account of the spending department and credited to earnings under Abstract
Y-Goods earnings, Minor head 200, General Merchandise.
3412 On receipt of the carriage bills the Traffic
Accounts or General Accounts Section (as the case may be) should prepare a
journal slip crediting the amount of freight charges to 'Goods earnings' or '
Revenue Abstract-K under the detailed Head K 691-693 - Freight on Railway coal/
diesel and stores........... Receipts', debiting the various Branches or
Divisions concerned through the head Transfer Divisional' as the case may be.
Thereafter transfer certificates should be prepared and sent to Accounts Office
of the spending department concerned duly supported by carriage bills for
acceptance. Generating JV slips, forwarding Transfer Certificate to Accounts
office of the spending Dept. shall be taken up through Computerized system
(e-Recon).
3413 The Accounts Officers of the spending
Departments should accept the Transfer Certificates and minus debit the
Transfer' head by debiting the amount provisionally to the relevant final head,
pending acceptance of the bills by the departments concerned where either the
detailed allocation is available on the Railway Material Consignment
Notes/Invoices or can be made out from the particulars available. Acceptance by
departments should be watched through a register. If on receipt of acceptance,
the allocation given turns out to be different from that originally given, the
transfer should be made from the 117 incorrect to the correct head. These
acceptance registers should be reviewed quarterly and it should be certified at
the end of the year by the officer maintaining the acceptance registers that
all changes in allocation intimated by the accepting authorities have been
carried out. In the few cases where it is not possible to allocate the charges
even provisionally to a final head, the amount should continue to remain
outstanding, during the course of the year under the transfer head i.e.
Transfer Divisional' till allocation is known and adjustment can be made to the
final head. Only amounts remaining unadjusted at the close of the year in the
'Transfer' Head should be transferred to 'Miscellaneous Advances'. Note:- If on
a railway, the Traffic Accounts Office functions as a separate accounting Unit,
the procedure laid down in this paragraph may be suitably modified.
3414 In case of through traffic, the amount
creditable to other railways as per Division Sheet should be intimated by the
Traffic Accounts Branch of the receiving Railway to its General Accounts
Branch, who should minus credit Abstract Y or Abstract K, as the case may be,
to the extent credit is due to the other Railway(s), crediting Transfer
Railways" and send an advice of Transfer credit to the other Railways(s).
This head Transfer Railways should be cleared on receipt of Advice of transfer
debit from the other Railway(s). The latter should credit the amount to the
Abstract Y or K 691- 693, as the case may be. Note: If on a Railway, the
Traffic Accounts Office function as a separate accounting Unit, the procedure
laid down in this paragraph may be suitably modified.
3415 Railway Materials and Stores booked by
Passenger/Parcel Trains. These are treated as ordinary public traffic and
accounted for as such. The freight and other charges are to be collected from
the departments through Credit Notes at the time of booking or delivery, as the
case may be.
3416 Railway Materials and Stores intended for
Deposit Works:-These should be treated as ordinary public traffic and accounted
for as such. The freight and other charges are to be collected from the
Departments through Credit Notes at the time of booking or delivery, as the
case maybe and are to be deducted from Deposits made by the customer on whose
account the work is being carried out.
3417 Wharfage and Demurrage charges on Railway
Materials and Stores.-
(1) No demurrage charges should be levied for
detention of departmentally owned wagons. Moreover, no demurrage will be levied
on
(i) general service wagons declared condemned and
subsequently excluded from general service pool and handed over to Engineering
Department e.g. MBOX, BFR, BRN wagons;
(ii) BOB/BOBY/BOBYN wagons which are not public
wagons and have been introduced for transporting ballast or other Engineering
materials by Engineering Department, and
(iii) other wagons converted into departmental
wagons of other departments for movement of RMC.
(2) In case fit general service wagons are used for
moving of railway materials, then detentions to all such wagons shall be
subject to the same demurrage rates and rules as applicable for wagons booked
by the public. 118
(3) No wharfage charges shall be levied on RMC lying
at such railway premises which are meant exclusively for handling RMC.
(4) However, at goods shed/sidings where goods booked
at public tariff rate are also handled, all RMC shall be subject to the same
wharfage rates and rules as applicable to consignment booked at public tariff
rate.
Multiple choice questions:
Question 1:
Which of the following is not required to be checked when examining a
Departmental Credit Note?
a) Official designation of consignor and consignee
b) Nature of materials carried
c) Mode of transportation used
d) Head of allocation
Answer: c) Mode of transportation
used
Question 2:
How are charges for transportation of Railway Materials Consignments (RMC)
paid?
a) Through cash payment at the station
b) By issuing a credit note
c) Through online bank transfer
d) By using prepaid transport vouchers
Answer: b) By issuing a credit note
Question 3:
What should be done if a Credit Note is found to be used for purposes other
than intended?
a) Return the Credit Note to the station
b) Note the item in a separate register
c) Disregard the issue and process the consignment
d) Issue a warning to the consignee
Answer: b) Note the item in a
separate register
Question 4:
Which of the following should not be levied on the booking of Railway
Material Consignments (RMC) in departmental wagons?
a) Wagon load charge
b) Busy season surcharge
c) Development charge
d) All of the above
Answer: d) All of the above
Question 5:
If an RMC rake consists of more than one commodity chargeable at different
rates, how should it be charged?
a) Average rate of all commodities
b) Based on the highest class of commodity in each wagon
c) Lowest rate applicable
d) Separate invoices for each commodity
Answer: b) Based on the highest
class of commodity in each wagon
Question 6:
What action should be taken if Railway Receipts (RR) are not issued within 15
days of the movement of Railway Materials?
a) Cancel the consignment
b) Issue a warning to the loading station
c) Stop further bookings from that station
d) Charge a penalty to the consignor
Answer: c) Stop further bookings
from that station
Question 7:
What is the procedure if a consignment needs to be diverted or rebooked?
a) Issue a new RR and collect charges through credit note within seven days
b) Refund the original payment and start a new booking
c) Treat the consignment as lost and raise a claim
d) Transfer the consignment to the nearest station
Answer: a) Issue a new RR and
collect charges through credit note within seven days
Question 8:
How are freight charges for through Railway Materials and stores traffic
apportioned among the railways involved?
a) Evenly among all railways
b) Based on kilometrage proportion of the carried route
c) According to the weight of the consignment
d) Based on the class of material
Answer: b) Based on kilometrage
proportion of the carried route
Question 9:
What should be done with demurrage charges for condemned wagons handed over to
the Engineering Department?
a) No demurrage charges should be levied
b) Charge half the normal demurrage
c) Charge the standard public demurrage rate
d) Charge a special rate for departmental use
Answer: a) No demurrage charges
should be levied
Question 10:
In what case should no wharfage charges be levied on RMC lying at railway
premises?
a) When RMC is in transit
b) When RMC is lying in premises exclusively meant for RMC
c) When the consignee requests a waiver
d) When the RMC has been delayed due to bad weather
Answer: b) When RMC is lying in
premises exclusively meant for RMC
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