FINANCE DEPARTMENT, IVth LEVEL, A WING

DELHI SECRETARIAT, IP ESTATE, NEW DELHI-110002

No.F.Pr.AO/CAM/07/T-II/06/Fin./06/7550 Dated:14.9.2006

CIRCULAR


Sub: Acceptance of bills by Pay & Accounts Offices


1. The Office of Controller of Accounts has issued a time schedule within
which Pay & Accounts Offices have to deal with and dispose of the bills
received from different Administrative departments. In this connection, it is
observed that over a period of time certain offices have developed their own
informal practice of specifying the days for acceptance of certain category of
bills etc. It is to be noted that such a restrictive practice is not in the interest
of prompt and efficient service to the customer/client departments. As
officers and staff of a service delivery department, all the employees of
Finance and Accounts Department should be ready to accept files and bills
during office hours, as and when they are referred to by the Administrative
departments without any limitation (like non-acceptance of files/bills after a
specified hour or on specified days). Therefore, it is impressed upon all the
employees of the Finance and Accounts Department at all levels that they
should be open to acceptance of files and bills on all working days without
any self-declared restrictive practices.

2. It is also observed that Drawing and Disbursing Officers are not giving
sufficient attention to the monthly reconciliation of accounts with the Pay &
Accounts Offices. Such reconciliation is to be done in a timely manner in the
interest of proper compilation of accounts.

3. In addition, the Drawing & Disbursing Officers are also advised to give
personal attention to adjustment of outstanding advances drawn for different
purposes. If non-settlement of advances taken for specific purposes
continues beyond a reasonable period, subsequent sanctions may not be
admitted by the Accounts Department in accordance with the rules.
Therefore it is requested that the Drawing and Disbursing Officers and Pay
and Accounts Officers may launch a drive to have as many outstanding
advances as possible to be settled within a month. Monthly meetings
scheduled between the DDO and PAO for reconciliation of accounts should
be adhered to regularly.





4. Clarifications and objections raised in the offices of PAOs if any should
be crisp and self-explanatory and in legible handwriting. By giving attention
to such qualitative aspects of our work, it is expected that the overall
standard of service will go up.

5. All the concerned officials are requested to note the spirit of this
circular and observe these guidelines in the interest of improving the
standard of our service to the customer/client departments.

Sd/-
(V.V.BHAT)
Pr.Secretary (Fin/Plg)

To

All Heads of Departments and Offices & PAOs