West Bengal Financial Rules Sib Sankar Banik, W.B.A&A.S, INTERNAL AUDIT OFFICER, FINANCE (INTERNAL AUDIT) DEPARTMENT E-mail: sibsankar.banik40@gmail.com Mob: 8926225065

Structure of Govt. Accounts Consolidated fund of the State Contingency fund of the State Public Accounts

Consolidated fund of India Revenue :- Taxes, Duties, Levies etc - Receipts are collectively called ‘ Revenue Receipts and the outgoings as ‘ Revenue Expenditure ’ Capital :- Receipts and expenditure of capital nature. ( e.g. development of State Roads ) Debt , comprising public debt, loans and advances and inter-state settlement :-Loan raised by Govt.

Contingency fund For meeting urgent unforeseen expenditure pending authorization from the Legislature.

Public Account Govt. function as a banker , and incurs a liability to repay the money received Small Savings and Provident Fund etc Reserve fund Deposit and Advances Suspense and Miscellaneous Remittance Cash Balance

Every Govt. officer shall exercise the same vigilance in respect to petty contingent expenses as a person of ordinary prudence may be expected to exercise in spending his own money WBTR,2005 -4.121(1)

W.B. FINANCIAL RULES Purchase up to Rs 20,000/- for a financial year is to be processed through inviting quotation . Any purchase above Rs 20,000/- attracts invitation of tender. The tender notice shall be circulated at important dailies through Director of Information and Culture who has been authorized by the Govt. to select the daily newspapers where from the tender notice will be circulated. ( This rule has been amended ) There are four categories of officers named in the financial rules Such as a) Sub-Divisional Officer status , b) District Officer status , c) Director and Head of the Departmental status , d) Departmental Secretary status

W.B. FINANCIAL RULES END OF THIS PART To meet emergency nature of expenditure each head of office is allowed to draw a permanent advance for the office considering extent of work and nature of job attached . The Head of Office shall scrutinize before making such payments and claims for reimbursement in T.R. 34 . Head of Office is also responsible for informing A.G,W.B regarding total amount of permanent advance held by him to A.G. W.B within 15th April each year. END OF THIS PART

CASH BOOK All monetary transaction must be entered into Cash book. All monetary transactions should be entered into the Cash Book as soon as they occur. Cheques and drafts should be entered into the Cash Book as soon as received. The Cash Book should be balanced and closed every day. The closing balance should be written both in figures and words and signed by the DDO Erasures and overwriting are prohibited in a Cash Book. If there is an error, the incorrect entry should be struck off Cash book

Cash Book Cash should be physically verified at regular intervals and if felt necessary, surprise checks can also be conducted The pages of the Cash Book should be machine-numbered and a page counting certificate given at the start of the Cash Book by the DDO. Money received on behalf of the Government by any DDO should be recorded in the Cash Book and deposited through T.R. Form No. 7 in the treasury-linked bank (normally the State Bank of India) under the appropriate head of account if possible, on the same day or on the immediately following working day.

Advance & Adjustment Bill for Govt. offices TR :- 27 – Bill for drawing advance without supporting Voucher -( Pink colour ) TR:-28 –Detailed bill for adjustment for advance - ( Yellow colour )

Advance & Adjustment Bill for Govt. aided offices TR -31 :- Grant- in-aid – Drawal of Advance Utilized Certificate :- Treated as adjustment for advance

01 – Grant in aid towards Salaries 02- Other grants Grant-in – aid Bill Detailed head 31- Grant in aid through which grant is awarded to Govt. sponsored educational institutions, local bodies etc .This detailed head has the following sub-detailed heads:- 01 – Grant in aid towards Salaries 02- Other grants

Amendment of Purchase Policy Notification No. 5400 –F(Y) Dt. 25th June ,2012 of Finance ( Audit ) Deptt amended W.B.Financial Rules , Volume –I and in partial modification of Notification No. 10500-F dated 19th November ,2004

New Purchase Policy Without any tender or quotation – Purchase up to Rs 10,000/- -The purchasing authority shall certify that the purchase has been made at reasonable market price Quotation -Purchase above Rs 10,000/- and upto Rs 1,00,000/- Open tender – Purchase above Rs 1,00,000/- E-Tender – Purchase above Rs 5,00,000/-

Sl.No. Expenditure Codification (i) Major Head – Function of the Government 4 digits (ii) Sub-major Head – Grouping of various functions of the Government 2 digits (iii) Minor Head – Programme of each function 3 digits (iv) Plan status – Non-plan, Annual Plan & State Plan, Centrally sponsored schemes, etc. 2 abbreviated code (v) Name of Scheme – activities of the organisations under each programme (vi) Voted / Charged status 1 abbreviated code (vii) Detailed Head – Object of expenditure Total number of digits from (i) to (vi) 17 digits (viii) Sub-detailed Head, if any Total number of digits in the expenditure code 19 digits

Sl.No. Receipt Codification (i) Major Head – Function of the Government 4 digits (ii) Sub-major Head – Grouping of various functions of the Government 2 digits (iii) Minor Head – Programme of each function 3 digits (iv) Sub Head - Name of Scheme: activities of the organisations under each programme (v) Detailed Head – Object of Receipt Total number of digits from (i) to (v) 14 digits

ABBREVIATED CODE OF EXPENDITURE STATUS Plan Status Code Non-Plan NP State Plan (Supplement Plan) SS State Plan (Eighth Plan & Committed) SE Non-plan (Development) ND Centrally Sponsored (New Schemes) CS Centrally Sponsored (Committed) CC State Plan (Annual Plan & 9th Plan) SP Central Sector (New Schemes) CN Central Sector (Committed) CM

DDO has to maintain the mainly the following set of accounts Cash Book Bill Register Bill Transit Register duly authenticated by Treasury Officer Stock Book Register of Advance

Bill Register Bill No. & Date (8) Token Date Particulars Gross Amount(Rs ) Deduction (Rs ) Net Amount (Rs ) Signature of DDO Token No. (8) Token Date (9) Amount passed by Treasury (10) Cheque No. of Date ( 11) TV. No. & Date (12) Signature of DDO (13) Remarks