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Roshan Notes On CPWA
Roshan Notes On CPWA
Classifications
a) Consolidated Fund
b) Contingency Fund
c) Public Account
2. Expenditure under Consolidated Fund can be incurred only after vote of Legislature
has been obtained either through
a) Annual budget or
b) Vote on account or
c) Supplementary grant
4. Revenue Division: For receipts and payments relating to taxation, General Services,
Social Services and Economic Services.
5. Capital Division: Further comprising three distinct sections i.e a) Capital Receipts and
Capital expenditure b) Public debt and c) Loans and Advances
6. Government is not run for profit. Its object is to administer, keep law and order and to
render social and economic services. (This is generally speaking, Service Expenditure).
In the process of administration, it may acquire or construct assets of a lasting nature or
permanent character (that is called Capital Expenditure). Sometimes, Government has
to obtain loan etc (called Public Debt). Government may give loans for development
of countrys economy and social life (which is called Loans and advances). Other
money may also come in the hands of the Government, which is to be paid back to the
parties concerned in accordance with the rules (like earnest money, general provident
fund, deposits etc.,). All these transactions are called Public Account.
7. Public Account: This part of the Government Account has the following further sub
divisions;
8. The Debt Division here covers money coming in the hands of Government from
sources other than internal debt or external debt.
Ex: PF, Post of Deposits and Saving Certificates etc., In this cases Government has a
liability to repay the moneys received, and has the claim to recover the amounts paid.
Public Works Department
(Administration)
1.
Divisions (EE) Divisions (E E) Divisio ns (EE)
Functional
Buildings
Construction
MH concerned
in case of
General Pool
Accommodati Sector B and
Accommodati Non-
on as part of Sector C
on Functional
Project services & MH
Construction 4059 in case of Buildings
Construction Sector A
MH 4216 Construction
and Repairs Services
Repairs Buildings
chargeable to MH 4059
Residential Buildings Work Repairs: MH
Non-Residential Buildings
MH 2216 Repairs MH
concerned 2059
2059
9. Each division in Public Account is further divided into sectors and sub-sectors like
General Services, Social Services, and Economic Services etc.,
10. Under each Sector Government has a Function to perform. Each of the prescribed
major heads represents one such function.
11. Minor heads under the Major heads identify the programmes taken up to achieve the
objectives of the concerned Function (i.e Major Head).
12. Sub-Head below the minor heads represents the schemes or activities undertaken for
the programme.
13. A detailed head below the sub-head indicates the nature of inputs and is called the
Object Classification.
14. The kind of classification i.e nomenclature and coding is called Functional
Classification. The coding of the various heads of accounts is as under
15. The revised coding pattern of Major and Minor Heads w.e.f 1-4-1987
17. A Four digit Code has been allotted to the Major Head, the first digit indicating
whether the Major Head is a Receipt Head or Revenue Expenditure Head, or Capital
Expenditure Head or Loan Head.
18. If the first digit is 0 or 1 the Head of Account will represent Revenue Receipt
19. If the first digit is 2 or 3 the Head of Account will represent Revenue Expenditure
20. If the first digit is 4 or 5 the Head of Account will represent Capital Expenditure
21. If the first digit is 6 or 7 the Head of Account will represent Loans Head
22. The head of account 4000 represents to Capital Receipt
23. If the first digit is 8 the Head of Account will represent Contingency Fund and
Public Account.
24. Adding to 2 to the first digit of the Revenue Receipt will give the number allotted to
corresponding Revenue Expenditure Head.
25. Adding to 2 to the first digit of the Revenue Expenditure will give the number allotted
to Capital Expenditure Head.
26. Sale proceeds of dead stock, waste paper and other items, the cost of which was met
from office expenses.
Examples:
a) 0401 represents the Receipt Head for Crop Husbandry
b) 2401 represents the Revenue Expenditure Head for Crop Husbandry
c) 4401 represents the Capital Outlay on Crop Husbandry
d) 6401 represents the Loans for Crop Husbandry
27. Adding 2 pattern is not relevant for the departments which are not operating Capital /
Loan Heads of Accounts Ex: Department of Supply
28. Sub-Major Head: A two digit Code has been allotted, the code starting from 01
under each Major Head.
29. Where no Sub Major Head exists it is allotted a code 00
30. Nomenclature General has been allotted Code 80 so that even after further sub-
major heads are introduced the code for General will continue to remain the last one.
31. Minor Heads: These have been allotted a three digit Code, the code starting from 001
under each Sub-Major/ Major head (where there is no sub major head).
32. Codes have been reserved for certain standard Minor Heads are 001 100 750 to
900.
33. The code represents Direction and Administration is 001
34. Non-standard Minor Heads have been allotted Codes from 101 in the Revenue
Expenditure series and 201 in the Capital Loan series.
35. Code numbers from 900 are always reserved for Deduct Receipt or Deduct
Expenditure Heads.
36. Computer Cell of the CGAs organisation should be consulted before any new code is
allotted or existing code is altered.
37. At the Centre, the Sub-Head represents schemes, the detailed head- sub-schemes and
the Object Head (w.e.f 1-4-1995)-the Objects.
38. The number of tiers of classification in the Detailed Demands for Grants should not go
beyond the standard six tiers. At present, in a number of Detailed Demand Grants, the
numbers of tiers go well beyond six. The six tiers as under;
39. In the PWD, the Major Heads of account generally operated in 5 groups
a) For buildings (0059)
b) For Roads and Bridges (1054)
c) For functional Buildings generally
d) For Irrigation (0701)
e) For Water Supply and Sanitation (0215)
40. Three Major Heads for Major and Minor Irrigation are 0701, 2701, 4701
41. Three Major Heads for Minor Irrigation are 0702, 2702, 4702
42. Three Major Heads for water supply and sanitation are 0215, 2215, 4215
43. It should be remember, that Buildings can be Residential or Non-residential and
expenditure can be on Construction or Maintenance.
44. If a residential building is a part of a project, cost of construction of residential
buildings for general allotment to Government staff is debitable to the Major Head 4216
Capital Outlay as Housing. If it is a minor job of construction, it can be debited to 2216
Housing
45. Cost of maintenance of the residential buildings forming part of a project is debited to
the maintenance cost of the project concerned. Cost of maintenance of other residential
buildings is debited to 2216 Housing
47. It may be carefully noted that under each of the three sub major heads (i) Office
Buildings, (ii) Other Buildings and (iii) General below the Major Head 2059 Public Works,
there occur five Minor Heads namely
All the chronological record of the receipts, issues and the running balance of each
article of stock will be kept in the Bin Card.
Bin Card in Form 8, is kept at the place where the materials are stored.
Bin Card is kept only in terms of Quantities
In irrigations projects there are two kinds of receipts, i.e Direct Receipts and Indirect Receipts.
The items of revenue receipts that are realized in connection with a work or project
are brought to the account as directly pertaining to the project. These are called Direct
Receipts. Ex: Sale of water for irrigation purposes
The receipts that are pertaining to scheme or work are called Indirect Receipts.
These do not arise directly from the project. Ex: Portion of Land Revenue due to irrigation
projects.
4. Storage Charges:
Storages Charges are levied on issue of stores from Divisional Stock to contractors or to
work.
These charges are levied on percentage basis to the issue rates so as to form a part of the
issue rate
It is intended that PWD should be able to recover the expenditure incurred by it on the
stores after they were received. Ex: maintenance of store Godown & Yard, rent of stores
shed etc.,
5. Supervision Charges:
Supervision Charges are levied in addition to Book Value in respect of stock material sold
or transferred.
These charges are intended to cover such items of expenditure incurred on the stores, as
they do not enter their book value.
a) Departmentally (or)
b) Contractor whose contract is for labour rates only.
c) Material at site is in the custody of PWD.
A Register of Material in form 35 should be maintained to enter actual
consumption and wastages and loses etc.,
8. Issue to Contractor:
Materials are issued to contractors whose contract is for completed items of work
but the materials are required to issue at a price in accordance with the contract.
The custody of material lying at the site is that of the contractor and he is
responsible for its safety.
The contractor is not at liberty to take away the unused material without the
consent of the Divisional Officer.
9. On account of payment
If the contract runs over a long period, the work done by the contractor is measured at
intermediate stages and payment made for it on a running account basis. This is called
payment on account.
These payments are based on actual measurement of work done.
All these payments fall in the category of Intermediate Payments. Any disbursement on a
running account, but which is not final payment is called Intermediate Payment.
On the other hand, Inclusive rate of cost means the rate of cost of the entire work relating
to a sub head, including the cost of materials, if recorded separately in the accounts.
13. Sub Head:
The term Sub Head of work denotes the sub division into which total cost of the work is
divided for the purpose of estimate and subsequent financial control and statistical purposes.
Sub work is applied to a distinct unit of a large work when it is sufficient importance to
keep the accounts thereof separately. Ex: Mans Hostel, Science Block, Art Block etc.,
i) The amount of advance does not exceed 75% of the value of materials brought to
the site by him.
ii) The material are of imperishable nature
iii) The accounts of Secured Advance should be kept in Form 26 A as an Annexure to
the Running Account Bill
iv) The Secured Advance paid is posted both in the Works Abstract and Contractors
Ledger
Issue Rate is fixed on the principle that the cost to be charged to works on which the
materials are to be used should be equal to the actual cost of the stores.
There must be no ultimate profit or loss on stock account.
Thus, the issue rate consists
i) Purchase Price
ii) Cost of Carriage of Stores
iii) Cost of Storage
The issue Rate will be fixed at the beginning of each year. If there is material variation in
the purchase price, the issue rate can be revised at the discretion of the Divisional Officer.
Market Rate indicates the Cost per unit at which the article can be procured at a given time
from the public market suitable to the Division.
This cost should be included the expenses like carriage charges, incidental charges etc,.
If the Issue Rate is appreciably lower than the Market, the following precautions should be
observed.
Earnest Money is the amount of money that a tenderer has to deposit along with his tender
to assure the Government. It confirms of his earnestness in executing the work.
In case his tender is accepted, and he fails to proceed with the work in accordance with the
rates and terms of his tender, his earnest money can be forfeited.
Earnest Money given by all tenderers except the lowest tenderer is refunded/ returned
within a week.
After a work of construction or supply has been allotted to a contractor, a sum of money
(usually 10%) is deducted from the amount for work or supply due to him as security.
This safe guards / ensures that Government property handed over to contractor is received
back on the completion of work.
Earnest Money deposited at the time of tender is also treated as a part of Security Deposit.
A sum of 10% of the value of work done is deducted from each running account bill of the
contractor till this sum along with the sum already deposited as Earnest Money will amount
to 10% of the tendered value of the work subject to a maximum of Rs.5 lakh.
Direct Charges pertains to a work, project, or job, which are incurred directly for its
execution.
Direct Charges are included in the regular accounts of the department.
Indirect Charges are which pertains incidental to work, project, or job but which are
incurred indirectly for its execution.
Indirect Charges are not included in the detailed accounts of the department and are
included in the regular accounts of the department.
25. Special Tools and Plants & Ordinary Tools and Plants:
The tools and plant of a division are of two kinds; (i) Special Tools and Plants
(ii) Ordinary Tools and Plants
The Tool and Plant, which are kept in a PW Division for general use in the
Division, are called Ordinary Tools and Plants. Ex: Hammers, Spades, Road-Rollers etc.,
These are purchased from the budget under the minor head Machinery and
Equipment of the major head of the Division.
Special Tools and Plants, which are acquired by the Division for a particular
work, because these are specially needed for it.
These are not ordinarily stocked in the Division.
These are almost invariably required for Major Irrigation Project. Ex:
Bulldozers for a canal.
26. Recoverable Payment:
Any payment to or on behalf of a contractor, which does not represent value
creditable to his account, for work done or supplies made, is called Recoverable Payment.
Recoverable Payment has to be made good to Government by an equivalent cash
recovery or short payment from his dues.
Advance Payment and Secured Advance are recoverable Payments.
Thus all recovery payments are intermediate payments. But all Intermediate
payments are not Recovery Payments.
Original Works means new construction including additions and alterations to existing
works.
This term also covers special repairs to newly acquired or previously abandoned
works.
29. Repairs:
Rules provide for grant of advances to contractor in certain cases and for making running
account payment to him to tide over his financial constraints.
In case contractor fails to complete the work or neglects the work, the agreement provides
for spending by Government on his behalf at his risk and cost.
These are indirect but authorized aid to contractor.
The Division Officer subject to the following conditions can sanction secured
Advance;
The amount of advance does not exceed 75% of the value of materials brought to the site
by him.
The material are of imperishable nature
The accounts of Secured Advance should be kept in Form 26 A as an Annexure to the
Running Account Bill
The Secured Advance paid is posted both in the
32. Imprest:
Amount taken out by the Disbursing Officer himself for making disbursement at
outstation when on tour.
Advance on transfer to a Government Servant pending drawal of the advance from
the treasury / bank in the normal course.
It is an advance made temporarily to a subordinate to make a number of specific
petty payments, which have already been passed for payments.
Direction Office means the office of an Administrator who himself does not execute any
work but has one or more Divisional Officers working under his order.
Example: Chief Engineers, Superintending Engineers.
If such and officer is, at any time entrusted with the receipt and disbursement of Public
Money or with the execution of some works, he would also fall in the category of Divisional
Officer.
The name Water Course is given to a channel for the supply of water from an irrigation
work, which falls under the definition of the term as given in the Canal Act applicable to the area
concerned.
As per the Northern Indian Canal and Drainage Act of 1873 water course means any
channel which is supplied with water from a canal, but which is not maintained at the cost of
Government, and all subsidiary works belonging to any such channel.
36. Work Slips:
Work Slip records the up-to-date expenditure on the work against the sanctioned Estimate.
It indicates only the total figures for each sub head, in terms of quantity, Rate and value.
It is submitted to the Superintending Engineer to enable him to examine the cause of
excess and to sanction the excess expenditure.
Work Abstract is the monthly account of a work prepared in Form 33 by the Sub
Divisional Officer.
It is posted on day-to-day basis from the bills of contractors and supplies.
At the end of the month, stock and adjustment transactions are added.
Write back of charges are posted as minus entries
The Divisional Officer should examine all the works abstract of a month.
40. Refunds:
Refunds denote repayment of certain items of revenue, which was at some time collected
and credited to Government Account or kept in the Government custody in the Cash Book
Refund of Revenue already collected but ordered by Government to repay to the farmers to
compensate them for the loss due to floods, fire etc.
41. Remissions:
Remission is a term applied to non-collection of Revenue due to Government under the
Rules but the Government in special circumstances has forgone collection of which before the
actual collection starts.
It indicates a list of cheques encashed at the Treasury during a month against the account
of a particular Drawing Officer of the Division.
It is meant to enable the Division Officer to effect reconciliation between the cheques
drawn by him as per his records and the cheques encashed at the Treasury during the
month.
This relates to cheques drawn at the Treasury.
This is the monthly acknowledgement by the Treasury of the sums deposited in the
Treasury during the month by the Divisional Officer.
The Divisional Officer makes use of this Receipt to reconcile the remittances into the
Treasury as per his records with the Remittances as acknowledgement by the Treasury.
This relates to amount deposited in the Treasury.
Any payments to be paid to contractor at a periodic intervals for the part of the work done
till then, are called Running Payments.
Periodic on account payments, Advance Payments, and Secured Advances will be made on
Running Account.
The bill on which these payments are made is called Running Account Bill.
In the system of making First and Final Payment, there is no scope for grant of Advance
Payments of Secured Advances or Payment for a part of the work done.
48. Receipts:
The term contingencies refer to the expenditure incurred in an office on items, which are
incidental to the running of that office as an office.
Ex: Expenditure on stationary, postage stamps, office rent, telephone charges etc.,
The term Work Contingencies covers any item of expenditure of general nature in
connection with a work, which could not be foreseen at the stage of preparing the estimate of a
work.
In any Estimate there is provision (of 3% of estimate cost) for unforeseen items for this
purpose.
Ex: Cost of sweets, Cost of anti-malaria pills distributed to the labour, expenditure on
inauguration etc.,
52. Works Expenditure:
Works expenditure is the term applied to the expenditure on a work the cost of which is
met from Revenue account, which is debited to the major heads numbered from 2001 to 3999.
This may relate to Construction, Repairs, Maintenance, etc., so long as it is met from Revenue.
53. Works Outlay:
This means works expenditure but the distinguishing feature is the nature of expenditure
i.e Capital. It is met from Capital heads of Accounts i.e Major Heads being numbers 4001 to
5999. This includes not only Constructions, Repairs, Renewal but also Maintenance during the
period of Construction.
Unless a Grant is passed for a Major Head (or a group of Major Heads) by the Parliament
or Legislature, no money can be spent. Depending on the number of major heads or the numbers
of groups of major heads, there are separate grants for each of them. Each Budget Grant is
allotted a specific Number each year.
Assignment of a portion of each grant to the sub-head of the concerned major head to
which it relates is called Appropriation. The officers authorized for the purpose can do this
distribution of the grant to various units of appropriation.
55. Re-Appropriation:
Re-appropriation is the transfer of budgeted funds from one primary unit to another such
unit. Re-appropriation can be allowed at any time before the close of financial year to which the
grant relates. It can be made from a primary unit only if it is anticipated that full grant of funds
would not be utilized or saving can be effected. Only authorities so authorized by Delegation of
Financial Power Rules, 1978, can issue re-appropriation order. All cases of re-appropriation
involving saving of more than Rs.10 lakhs for the plan heads relating to Ministry/ Department
would have to be referred to the Ministry of Finance.
56. Operation :
Out Turn is also a term used in Manufacture Accounts and Workshop Accounts. But it
represents the value of the finished products derived from the Manufacture or Workshop.
A. This is a term applied to the estimate of a work the cost of which is likely to exceed a
prescribed limit (Rs. one lakh at present). Sub-Heads keep accounts of Major estimates in Works
Abstracts
59. Major Head:
In the structure of Government heads of account, Major Head represents one of the
functions of Government. For example, Education, Health, Public Works are Major heads of
Account. Each Major Head is sub divided into Major Heads, which correspond to the
programmes undertaken to achieve the objective of the function.
If labour is employed for short periods on urgent basis in exceptional cases, Casual Labour
Rolls is used. In the Roll, the name of labourers need not be given but payment to them may be
made by a Gazetted Officer.
If the works costing not more than Rs.10000, the estimate, account and completion
certificate are prepared in a single form called Petty works Requisition and Account, Form
32.
This work is taken in hand on the basis of approval of this form.
Part I of this form is requisition, Part II is Report and Estimate of Cost, and Part-III
is the Completion Report.
A list of materials required in stock showing their correct description and identifying
number is evolved on the basis of up-to-date classification of stores, this is called Priced
Vocabulary of Stores. Each division fills in it s issue rates for each article and ciculates it to other
Divisions for use by them for indenting them for supply if need arised. This then becomes the
Priced Vocabulary of Stores.
This schedule lists each Deposit Work indicating against each work the amount of Deposits
received during the month and up-to-date Deposits received, Expenditure incurred during the
month, and up-to-date expenditure.
An outstanding liability will have to be discharged sooner or later and that will affect the
utilization of the Budget grant. There are four kinds of liabilities namely,
i) actual execution of a
specific work or a project, or
ii) on subordinate
supervision of department labour, stores, and machinery in connection with such a
work or project.
74. Deposits made in the P W Department:
1. Public Work Deposits, which pass through the regular accounts of the Division.
3. Interest- Bearing Securities
Deposits of the first kind comprise transactions of the following classes, which are passed
through the head of PW.Deposits.
The interest bearing securities are deposited by subordinates and contractors. These do
not pass through the regular accounts of division.
One P.W.Division can charge another Division under the same Government for services
rendered or articles supplied in the following cases;
The detailed accounts of transactions recorded under the head, Miscellaneous Works
Advances are kept in form 67.
These are divided into four classes;
a) Sales on credit
b) Expenditure incurred on Deposit Works in excess of deposits received
c) Losses, retrenchments errors etc
d) Other Items
Note: No charges should be debited to this head on the ground of absence or insufficiency of
sanction or appropriation except as provided in item 2.
78. Forest Deposits:
Earnest Money Deposit are paid under the rules fixed by the Government by contractors or
purchasers of Forest Production those are which direct into a Treasury or Sub Treasury.
These deposits should be treated as Revenue Deposits and not as Forest Remittances.
These Deposits should not appear in the accounts of the officers of Forest Department.
Similarly, Earnest Money Deposits, which are received initially by a Forest Officers, but
remitted subsequently to the Treasury, should be dealt with treasury accounts as a Revenue
Deposits.
Note: Earnest Money Deposits, which are tendered at auctions held at outlaying stations and
received by Forest Officers, may be accounted for in the Forest Department Accounts as
Revenue Deposits. Such deposits whenever remitted to the treasury should be treated in
the treasury accounts as Forest Remittances.
In a Lumsum Contract, a contractor agrees to execute a complete work with all its
contingencies in accordance with the drawings and specification for a fixed sum. The following
are the essential characteristics;
The accounts of the transactions relating to Lumsum Contracts should be maintained in the
Contract Ledger, Form 43.
The materials should be issued only on receipt of an indent (Form 7) signed by the
Divisional or the Sub-Divisional Officer.
Note: The term works includes manufacture operations
i) If the error is discovered before the accounts of the month have been closed, it should be
corrected by drawing a pen through the incorrect entry by inserting the correct one in Red
Ink between the lines. The Divisional Officer should initial with date on every correction
made.
ii) If it is discovered after the accounts of the month have been closed, verbal correction can
be made if it does not effects the a) amount b) classification c) Name of the work,
otherwise, it can be corrected by formal transfer entry only. In that case, the number and
date of the transfer entry made to correct should be noted in red ink against the incorrect
entry in the Cashbook.
Transfer Entries
1. Transfer Entries, that is entries intended to transfer an item of receipt or charge from
the account of a work in progress of a regular head of account to the account of another work
or head, are necessary.
a) In order to correct an error of classification in the original accounts.
b) In order to adjust, by debit or credit to the proper head of account (or work),
an item outstanding in a suspense account or under a debt or deposit head.
c) In order to bring to account certain classes of transactions which do not pass
through the cash or stock account.
2. The error discovered may be corrected at any time before the accounts of the year are
closed.
3. An error, which affects a debt, deposit, suspense or remittances head must be corrected
by Transfers.
4. If the accounts of the year in which the errors take place are not close, the correction
should be made by the removal (through minus entry) of the item from the head under, which
it was wrongly taken, to that to which it properly belongs.
5. For every transfer entry there must either be an authority in Form CAM 34
6. A single transfer entry may cover a number of adjustments and corrections provided
that all the necessary particulars are set forth in respect of each.
7. Transfer Entry Order may be initiated by the Sub Divisional Officer.
8. All transfer entries prepared during a month should be entered in the Transfer Entry
Number Book CAM 35.
9. All transfer entries prepared during a month should be entered in the Transfer Entry
Number Book CAM 35. The effect thereof should be reflected in the monthly accounts of that
month after preparing a Summary of Transfer Entries CAM 36
10. No transfer should be made from one sub-head to another in the accounts of a work
except on the authority of a formal Transfer Entry Order prepared in accordance with the
procedure prescribed.
11. The Transfer Entry Order should be filled with the Works Abstract for the month in
which the transfer is effected and it should not be entered in the Transfer Entry Book.
12. Transfer Entries are necessary in order to correct an error of classification in the
original accounts.
13. The transfer entry orders prepared for the clearance of the suspense head Land
Acquisition by debit to the final head Land within the accounts of work should be entered
in the Transfer Entry Book and submitted to AO along with the Monthly Account supported by
land acquisition vouchers.
14. Transfer Entries are necessary in order to adjust by debit/credit to the proper head of
account, an item outstanding in a suspense account or under debt or deposit head.
15. Transfer Entries, that is entries intended to transfer an item of receipt or charge from
the account of a work in progress of a regular head of account to the account of another work
or head, are necessary.
16. Transfer Entries are necessary in order to bring to account certain classes of
transactions which do not pass through the cash or stock account
17. The transfer entry orders prepared for the clearance of the suspense head
Land Acquisition by debit to the final head land within the accounts of
work should be entered in the Transfer Entry Book and
submitted to the Accounts Officer along with the monthly account supported
by land acquisition vouchers
Revenue Receipts
Stores
1. The four classes of stores of the Central Public Works Department Code thus fall into two
distinct categories as shown below:-
9. Stock materials are received in the PWD by the store-keeper or the Section
Officer concerned only. The authority to receive is given by the Divisional Officer or by the
SDO
10. All materials received are examined, counted, weighted or measured before
delivery is taken. Immediate record is kept of their receipt in the Goods Received Sheet in
Form 8A (in triplicate) and Bin Card Form 8.
11. One copy of Goods Received Sheet is kept by the Store Keeper, one copy is
given to the supplier, and the third copy is sent to the Divisional Office.
12. The officer in charge of Stores is directly and personally responsible for the
safe custody and preservation of stores.
13. Store materials are issued only on receipt of an indent, Form 7
14. Quantity Accounts of Stock are maintained in Stores Sub-Division. Value
accounts are kept in the Divisional Office (in the form of Priced Stores Ledger) with the help
of Goods Received Sheets and Indents received from the Sub Division.
15. Priced Stores Ledger maintained in Divisional Office is in the form CPWA
12
16. In the Priced Stores Ledger, all the goods received stand entered with their
value even if their payment has not been made, and all the indents with value stand entered
even if their cost has not yet been recovered from the party to whom these were issued.
The items for which payment has not yet been made, or recoveries have not yet been made
will cause a difference in the Cash Account figure and Priced Stores Ledger figure or
Stock. To reconcile the two, the following procedure is adopted
a) The value of goods received but not paid for is debited to Stock by credit to
Material Purchases Settlement Suspense
b) The value goods issued for which recovery has not yet been made is credited to
Stock by debit to Miscellaneous Works Advances
17. From the Goods Received Sheets, Summary of Stock Receipts Form 9
are posted in the Divisional Office daily to indicate the value of Stores received as per each
Goods Received Sheet. Similarly, Summary of Indents Form 10 is posted daily from
indents. These entries are made only in term of value. These are totaled daily/ monthly.
18. All materials found surplus i.e in excess of the balance in the account, is
treated as a Receipt of Stores and immediately entered in the Goods Received Sheets and
from there, on the Quantity Account and value account of stores. The value of such stores is
credited to Revenue by debit to Stock.
19. Shortages are adjusted immediately though the final head of account to be
debited is not known. As usual in such cases, their value is removed from the Stock account
by credit to Stock and debit to Miscellaneous Works Advances.
20. Summary of Stock Receipts Form 9 is posted in the Divisional Office daily
to indicate the value of Stores received as per each Goods Received Sheet.
21. Carriage and other incidental charges which are incurred
simultaneously in connection with several articles of stock and cannot, therefore, be
allocated to the various articles, should be booked under a separate sub-head under stock titled
Handling and other incidental charges. A suitable percentage bases on expenditure on
account of these charges of the previous year should be fixed annually.
22. A sale Account in Form 19 should be prepared by Sub-division in support
of
every sale for Divisional Officer to effect recovery.
23. 10 Percent supervision charges should be realized in addition to the
value of stock including storage charges in all cases in which it is recoverable, but the
amount recovered on this account should not be treated as receipts on account of stock, but as
revenue receipts, or receipts on capital account, as the case may be.
24. Carriage and other incidental charges should be debited to Stock only when
they are incurred in connection with the general stock requirements
25. The receipt and issue transactions of the entire Division should be
abstracted in the Summary of Stock Receipts (Form 9) and the Summary of indents
(Form 10). These forms should be posted daily in the Divisional Office from the copies of
Goods Received Sheets and the Indents, the entries being made only in respect of value.
The total value of receipts and issues as brought out in these Summaries should be reconciled
with the corresponding monthly total of the Priced Stores Ledger, Form 12.
26. All items of receipts and issues will be entered in the Ledger from the
copies of Goods Received Sheets and the Indents which are received daily from the Sub-
divisions, vide paragraph 7.2.6 and 7.2.11. At the end of days postings, the balances under
each article should be worked out in respect of quantities as well as values. The Ledger should
be closed for both quantities and values at the end of each month
27. The value of a deficit should however not be debited to final heads, but kept
under
Miscellaneous Works Advances pending recovery or adjustment under orders of
competent authority. When the loss is declared to be irrecoverable and its write off
ordered, a transfer entry should be prepared clearing the head Miscellaneous P.W.
Advances by debit to the detailed head Minor Work under revenue/Capital major head
concerned.
28. Corrections of errors in the value of accounts discovered after the accounts
of the month are closed, should, when permissible, be made (i) by making entries of
values (without quantities) in the Stock accounts of the current month when no change is to
be made in the head of account affected, and (ii) by preparing transfer entries in other cases.
29. Other corrections in Stock account may be necessary in the following cases:-
(i) When quantities are found surplus or short, either as the result of stock-taking or
(ii) Otherwise, vide paragraph 153 and 154 of the Central Public Works Department Code.
(iii) When issue Rates have to be raised or lowered, vide paragraph 7.2.20.
(iv) When stores of any description become unserviceable and have, therefore, to be removed
from stock.
30. Both in quantity and value accounts, all additions to quantities should
be treated as receipt and reductions therein as Issues, a suitable remark being made in the
entries in Form 8 and 12. These entries must be made as soon as differences in quantities come
to notice, but in the case of materials to be declared unserviceable, no adjustment should be
made until receipt of orders of competent authority, which should be obtained on a Survey
Report in Form 18
31. No correction will be made in the accounts in respect of stores declared to
be in excess of requirements, such stores will continue to be borne on the Stock account
until transferred elsewhere or otherwise disposed of in the ordinary course
32. The tools and plant of a division are of two kinds:-
(i) General or ordinary tools and plant, i.e., those required for the general use of the
Division
(ii) Special Machinery and Equipment i.e., those required not for general purposes
but for a specific work
33. The cost of the supply, repairs, and carriage or articles of class (a) is charged
to the minor head Tools and Plant whereas similar charges of class (b) are borne by the work
concerned. In both cases, the cost is charged in the accounts against sanctioned estimates, in
the same way as expenditure on works, though for purposes of sanction it is treated as
expenditure on tools and plant.
34. Supplies of road metal should be measured and paid for in the same
way as supplies of other material for works. But as metal is often kept in store at the road side
before being laid down, a quantity account of it should be maintained in the Sub-divisional
Office in Form 16, Statement of Receipts, Issues and Balances of Road Metal, copies
on loose sheets being submitted monthly to the Divisional Office within a fortnight of the
submission of the monthly accounts
35. The statement in which should show kilometer by kilometer the
receipt, disposal and balance of road metal of each kind (stone, kunkar etc)
CPWA Form
16
36. A rate-book which is called also as Schedule of Rates showing the lowest
rate at which metal can be supplied to the road-side throughout the division, should be kept in
the divisional office in Form 17, with such modifications as may be considered
necessary to suit local conditions. The rates should be revised from time to time, as old
quarries are exhausted or new ones opened, or as other circumstances affect the rates.
37. The accounting procedure relating to materials obtained specially for a
work, Special tools and plant charged to works do not fall under the category materials
charged to works
Non-Government Works
6. Grants given for general purpose, such as grant to make good a deficit or a
compensation for revenue resumed, shall be classified under 3604- Compensation and
Assignments to Local Bodies and Panchayati Raj Institutions.
7. If the financial assistance given by the Central Government to a Local Body does
not take the form of a grant of cash, but of expenditure in the PWD equivalent whole/ or half )
to the cost of a work constructed by that department on behalf of the Local Body concerned,
the contribution made should be debited as expenditure under the detailed head
Contributions below the relevant major/ minor head corresponding to the
function/programme.
8. When buildings are constructed by CPWD, and handed over to the grantee,
a) The expenditure on such works should be met from the Budget Grants of the
Administrative Ministry sanctioning the grant to the institution concerned.
b) The amount will not be paid in cash to grantee institution but paid to concerned Central
Public Works Division by means of Government Account Cheque, debiting the
expenditure as grants-in-aid etc.,
c) A contribution paid by a Local Body or private party with the express object of
meeting the cost construction by the Public Works Department of specific work of
which is property of the Government should be credited as Revenue Receipt of the
Government .
9. In the Public Works Accounts, contributions made to Local Bodies are debited to
the detailed head Contributions below the relevant major/ minor head corresponding to
the function/ programme closely connected with the object of the assistance.
10. When works already constructed or land already purchased, are transferred free of
charge to local bodies, no-readjustment of the amounts of cost is necessary . (The rule does
not apply to Irrigation, Navigation and Drainage Works (commercial).
11. For every Non-Government Work there must be a duly sanctioned detailed estimate
of requisition as the case may be, in the same way as for a Government Work.
12. For every Non-Government Work the local body or other party concerned should
advance the gross estimated expenditure to the Divisional Officer. The amount received
should be credited in the accounts to the head Public Works Deposit against which will be
debited all expenditure incurred up to the amount of the deposit.
13. In case of autonomous bodies financed entirely from Government funds, where the
receipt of money is assured only 33 of the estimated cost of a particular work need be got
deposit as advance and thereafter expenditure incurred may be got reimbursed through
monthly bills. The deposit of 33 obtained earlier should be retained for adjustment against
the last portion of the estimated expenditure.
17. The amount of each deposit should be reteably divided into two parts, one
representing the share available for works expenditure and the other the total amount
chargeable as establishment, tools and plants and audit and account and pensionary
charges, if any, recoverable under the rules.
18. The expenditure on a Local Loan Work, including the portion of expenditure on a
joint work, which is incurred against a sanctioned loan, should be accounted for under the
head Loans and Advances pertaining the Functional Major Head concerned.
20. Takavi Works should be accounted for in the Schedule of Takavi Works, Form 66
21. Schedule of Takavi Works shows the expenditure incurred on each work, the
amount realized on account of it, and the outstanding balance of the account.
22. The accounts of all works of construction or of special repairs should be closed as
soon as the work is completed. On the 31st October of each year and expenditure thereon
incurred subsequently should accounted for as pertaining to a new work of the following year,
so that the transactions and balances relating to each takavi year may be kept distinct and
separate.
23. The cost of the individual takavi works, not covered by cash received direct from
the cultivators concerned should be recovered through District and Revenue Authorities.
24. Recovery of deposit money to the tune of 20% of the estimated cost of first
installment in respect of deposit works of autonomous bodies financed entirely from
Government Funds.
25. In partial modification of the above provisions, it has been decided that in case of
deposit works of autonomous bodies financed entirely from Government funds, and where
receipt of money is assured, 33 of the estimated cost of the work may be got deposited as
advance instead of 20% as stipulated hitherto, in case of typical Building Construction
Works.
26. Where delays are experienced in obtaining funds, and where expenditure has to be
incurred out of the 33 reserve to keep the works going, the matter should be brought to the
notice of the SE/CE promptly for taking up the matter with client Department.
27. With regard to Deposit Works involving autonomous bodies/ departments who
have earlier defaulted in payments and where outstanding amount exceeds Rs.10 lakhs or
where outlay is predominantly on purchase of Capital equipment, the entire Deposit including
DC should be obtained in advance.
Transactions with Other Divisions
1. The conditions under which one department of the public service may raise
debits against another department under the same Government or any department under
another government for services rendered or articles supplied to it, are regulated by the
directions contained in Chapter 4 of the
Government Accounting Rules, 1990
2. When a Special Officer is employed for the acquisition of land for the
Public Works Department, the expenditure on pay, allowances, etc., of him and his
establishment and any expenditure on contingencies is debitable to the Public Works
Department as part of the cost of works for which the land is acquired.
3. When the land is taken up by a Civil Officer, not specially employed for the
work, only special charges incurred will be borne by the Public Works Department as part of
the cost of works for which the land is acquired.
8. The allotment of land to, and recovery of cost of buildings from public
sector under takings shall be at Market Value
9. The transfer of land and buildings between the Union and State
Government shall be regulated by the provisions of Article 294, 295, 298 and 299of the
Constitution and subsidiary instructions issued by the Union.
11. Service rendered, or articles supplied, by one division to another will not be
charged for except in the following cases.
a) Stores: If they are issued from a Stock or Materials account or if their transfer
affects a work (for which a separate capital account is kept)
b) Other Services: If they affect the account of (a) any work for which a separate
capital account is kept, (b) of a work in progress, or (c) Suspense or Deposits.
13. When a transaction as in the case of cost of material paid by PAO (Supply)
has to be cleared by book transfer, the transfer should be effected by debiting or crediting it to
the remittance or other head concerned in the Cash or Stock Accounts, if it appears therein, or
by an entry in the Transfer Entry Book.
15. The following procedure shall apply in regard to the settlement of inter-
vision transactions for a particular month relating to a division if the amount involved for that
month is less than Rs.10/-
a) In the case of transactions requiring settlement with local divisions, the remittances
may be made in cash through a special messenger. The receiving Division should issue
a receipt in Form CPWA 3, which would ensure that the amount is accounted for
correctly in the Cash Book (receipt would form the voucher for the paying)
b) The payments at outstation may be remitted by money order the MO commission may
be charged to office contingencies. (Acknowledgement of MO may be treated as
voucher for the paying)
16. Since all inter-divisional transactions, irrespective of the fact whether the
Divisions fall within the same Circle of Account or in different Account Circles, are required
to be settled in cash.
Deposits
a) Public Works Deposits, which pass through the regular accounts of the Division
b) Interest bearing Securities
9. Fidelity Bond from any one of the following four subsidiaries of the
General Insurance Corporation of India may be accepted as Security;
18. The age of the repayable items (lapsed deposits) may be reckoned
from the time when the items were initially deposited.
19. A record of the transactions relating to Public Works Deposits
should be maintained in the Divisional Office in a Register in the same way as the Suspense
Register, Form 67.
20. From the Deposit Register, a monthly extract known as the Schedule
of Deposits, Form 79 should be prepared. This form is in two parts. Part I Account giving the
total for each class of deposit. Part II Detailed extracts from the deposit register.
21. The entry for deposits for work to be done will supported by the
Schedule of Deposit Works.
22. Transactions connected with interest bearing securities do not pass
through the cash book and consequently the regular accounts of the division.
23. A register of the receipt and disposal of securities should be kept in
Form 85, Register of Interest- bearing Securities and at the close of the year, an account in
Form 86, Account of Interest-bearing Securities should be prepared from this register.
24. Annual Account should be prepared in Form
86
25. Annual Account should be prepared from the Register, in Form 85
26. If a security recovered in installments is being deposited in the Post
Office Saving Bank, no entries should be made in respect of it in the register in Form 85, until
the security has been fully paid up. But if such security deposit is to be refunded before the
full amount is recovered, it should be treated as fully paid up and brought on the register
before being refunded.
Suspense Accounts
8. For all items paid for during the month, a single entry
Purchase made and paid for in the same month should suffice in the transfer entry book, the
suspense register of Material purchases settlement suspense account and the schedule of
Material purchase settlement suspense account.
14. In the case of all other departments of the Central and State
Government whose initial and subsidiary accounts are compiled departmentally, the orders
and instructions contained in the relevant departmental code, manual or Regulations in so far
as they provide for the forms of initial and subsidiary account kept.
17. The term The Bank means the Reserve Bank of India or
any office or agency of the Reserve bank of India and includes any branch of the State Bank
of India
29. Direct Receipts are those items of revenue receipts which are
realized in connection with a work or project either by officers of the Public Works
Department or other departments and are brought to account directly as appertaining to the
work or project.
34. Irrigation and other works for which separate Capital and
Revenue accounts are kept, the allocation of expenditure between Capital and Revenue should
be determined in accordance with the principle prescribed by the Government in consultation
with the A.G.
MSO Vol-I
Chapter-8
Accounts of Public Works
8. Who should conduct detailed check of muster rolls and petty vouchers which are not
submitted to the Accountant Generals Office? Divisional Accountant
9. Who is responsible for the arrangements for checking the compute tenders, i.e for seeing
that satisfactory and efficient arrangements are made for checking? Divisional Accountant
10. In any case, if the Divisional Accountant is not satisfied with the decision of the Divisional
Officer, what is the procedure to be followed?
He should at the same time make a brief note of the case in the
Register of Divisional Accountants Objections
14. The quarterly reconciliation of works expenditure/ receipts will be carried with reference
to the Works Accounts Summery Register
15. Which is responsible for the accounting of the transaction of the Public Works
Department? Works Accounts Department
16. The instructions relating to works accounts are brought in accordance with the directions in
the
Account Code, Volume III and the Financial Rules of the
Government concerned
17. Instructions (Exceptions may be made by the A.G with the prior concurrence of the CAG)
should b followed by other departments as mentioned in
Article 4 of Accounts Code Volume-III
18. The work of accounting shall commence immediately on receipt of the
Monthly Accounts
19. The work of checking of monthly account should be taken in A.Gs office
as soon as the account is received
20. Monthly Accounts should be supported by schedules and vouchers as described in the list
of accounts from CPWA 80/83
21. Figures of receipts and disbursement should be in Form CPWA 80
22. If items of receipts and disbursements are not agree, the difference should be taken to
Miscellaneous Public Works Advance or Deposit
23. The opening cash balance agrees with the closing balance of previous months. Hence, the
figure cash balance diminished/ increased is equal to
the difference between opening and closing cash balance
24. Schedule of Revenue Realised in Form CPWA 46
25. Schedule of Revenue Realised is to see arithmetically accurate
38. All debit entries in the Schedule of Debits / Credits to Remittances are supported by proper
vouchers, transactions on account of cost of work done by Div.Officer
39. Schedule of Settlement with Treasuries Form CPWA 51
40. Stock Accounts Form CPWA 73
41. The supplementary Account of the year should be dealt with in accounts in the same way
as Monthly Account of one of the month of the year.
42. When a minimum period for the preservation of an initial or compiled account record in a
Divisional or Sub Divisional Office has not been prescribed, Divisional Officers are
required to obtain the approval of the Accountant General
43. Copies of Sub Divisional Cash Books or of other accounts records which Sub Divisional
Officers submit to the divisional office should be treated as original account records, and
not as copies. Because;
As the Divisional Officers accounts rendered to the A.Gs Office
44. Work Register should be maintained in two parts to serve as collective record of important
sanctions in the Form 15
45. Part-I of Work Register contains Sanctions to works
46. Part-II of Work Register contains Sanctions to contracts
47. In Part-I sanctions to works, how much of the cost of work would be registered 1
Crore
48. In what circumstances the Work Register is not necessary to maintain?
In case of Irrigation etc., projects where centralize Accounting
organizations has been set up an if that organization is maintaining
identical records, no register need be maintained by the RAOs/or by
the Accountant General (A&E).
49. Part-I will show month by month the progress of expenditure on each work.
50. In which a line of the form being reserved for each suspense head Broad Sheet (Form 17)
51. Work Register shall be closed monthly and will continue till the work is completed
52. A Register of Land Charges should be kept in Form16
53. All transactions relating to serves rendered or supplies made by one Division to another are
settled by the divisions amongst themselves, without the intervention of the A.G
54. The application of transactions among the division s for adjustment of the cost of work
done in a division for another division is in relaxation to the provisions of
Article 182 of A.C.Code
55. The head which is intended for transactions of Public Work Officers with Treasury and
other officers of the Civil Department (including the Forest Department) within the same
circle of account and with officers (including Treasury Officers) in other circles of account
in cases where the transactions originate in those circles is Public Work Remittances
5. The formal acceptance, by the administrative department concerned of the proposals for
incurring expenditure in the PW Department on a work is called
Administrative Approval
6. A payment made on a running account to a contractor for work done by him but not
measured Advance Payment
7. The assignment of funds to meet specified expenditure included in a primary unit of
appropriation is called Appropriation
8. All outstanding or anticipated credits, which have to be taken in reduction of final charges
are Assets
Definitions
1. Accounts Officer means the Head of an office of Accounts or the Head of a Pay and
Accounts Office set up under the scheme of departmentalization of accounts.
4. Payment made on a running account to a contractor for work done by him but not measured
is termed as Advance Payment
5. Advance Payment - means a payment made on a running account to a contractor for work
done by him but not measured
7. In the accounts of works, the term Asset indicates all outstanding or anticipated
credits, which have to be taken in reduction of final charges.
8. Bank - means accredited bank acting as the agent of the Reserve Bank of India in
accordance with the provisions of the Reserve Bank of India Act, 1934 (2 of 1934).
9. The term Book Transfer is applied to the process whereby financial transactions
which do not involve the giving or receiving of Cash, or of stock materials, are brought to
account.
10. Book Transfer usually represent liabilities and assets of Government brought to account
either by way of settlement or otherwise, but they may also represent corrections and
amendments made in Cash, Stock, or Book Transfer transactions previously taken to
account.
11. Charged - means expenditure which under the provisions of the Constitution Of India is
not subject to vote by Parliament as enshrined in Article 112 (3) of the
Constitution of India
13. Chief Controller of Accounts - means the Head of the Accounting Organisation of the
Ministry.
15. When used in respect of the account of works, the term Contingencies indicates the
incidental expenses of a miscellaneous character which cannot appropriately be
classified under any distinct sub head or subwork, yet pertain to work as a whole
16. The term Contract means any kind of undertaking, written or verbal, express or
implied, by a person, not being a Government servant, or by a syndicate or firm for the
construction, maintenance or repairs of one or more works, for the supply of materials, or
for the performance of any service in connection with the execution of works or the
supply of materials.
17. The term Contractor means a person, syndicate or firm that has made such an
undertaking, but often its use is restricted to contractors for the execution of works or for
service in connection therewith.
18. The term Deposit Works is applied to works of construction or repair, the cost of which
is met, not out of Government Funds, but out of funds from non-Government
sources, which may either be deposited in cash or otherwise placed at the disposal of the
Divisional Officer. Works executed for municipalities and other public bodies fall under
this category when the cost is chargeable to cash deposits made for the purpose
21. Indirect Charges are those charges which pertain, or are incidental to a work,
project, workshop job or manufacture job, but which are not incurred directly or
solely in connection therewith and thus cannot be taken directly into such detailed accounts
of its as are incorporated in the regular accounts of the expenditure of the Department
22. The term Direction Office indicates the office of an administrative officer who
has one or more Divisional Officers working under his orders and is not himself entrusted
with the execution of works or with the receipt and disbursement of public money,
Example: Director General of Works/Chief Engineer or a Superintending Engineer, or a
Superintendent of Works; but if such an officer is also entrusted at any time with the receipt and
disbursement of public money, he is treated as a Divisional Officer for the purposes of this code, even
though some part of his emoluments may be treated as Direction charges
23. Direction Officer - The head of a Direction Officer is known by this designation.
25. Receipts which pertain or are incidental to scheme or work, but cannot be taken
directly into such detailed accounts of it as are incorporated in the regular accounts
of the receipts of the Department are called Indirect Receipts
26. Division and Divisional Office - These terms are used to denote respectively the
executive charge held by a Divisional Officer [Clause(24) below] and the head office of
such a charge. Thus, the office of an independent executive Sub-division is a Divisional
Office for the purposes of this Code, as also that of the Superintendent of a Workshop
working independently of a Divisional Officer
27. Divisional Officer - This term is applied to an executive officer of the Public Works
Department who is not subordinate to another executive or disbursing officer of the
Department, even though the executive charge held by him may not be recognized as a
Division by the Government concerned. Thus, the officer in charge of an
independent sub-division is also treated as a Divisional Officer for the purpose of
CPWD Code.
28. Disbursing Officer of other departments, if they spend Public Works funds and are
required to render their accounts direct to the Pay & Accounts Officer, are also
included in the term Divisional Officer.
29. Final Payment means the last payment on a running account made to a contractor on the
completion or determination of his contract and in full settlement of the account
30. Financial Adviser - means adviser on Budget and Accounts matters including
internal Finance of the Ministry
32. Inclusive Rate of Cost - means the rate of cost of the entire work relating to a sub-
head, including the cost of material, if recorded separately in Accounts
35. The term Issue Rate denotes the cost per unit fixed, in respect of an article borne
on the Stocks of the Department at a valuation, for the purpose of calculating the
amount creditable to the sub-head concerned (i.e. the sub-head under which the article is
classified) of the stock account by charge to the account or service concerned, when any
quantity of that article is issued from Stock;
36. Handling charges and other incidental storage charges will be included in the Issue
Rate by adding a suitable percentage based on the carriage and other incidental
charges of the previous year, and storage charges as reviewed and fixed at the
beginning of a year
37. Labour - when a separate materials account is kept for one or more sub-heads of an
estimate and the term labour is used in connection with such an account.
38. Lobour denotes all charges pertaining to each of those sub-heads, other than
39. Liabilities - when used in respect of accounts of works, this term includes all
anticipated charges which are adjustable as final charges, but have not been paid,
regardless of whether or not they have fallen due for payment, or having fallen due, have or
have not been placed to the credit of the persons concerned in a suspense head
subordinate to the account of the work concerned
40. Local Loan Works indicates works executed by the Public Works Department on
behalf of a Municipality, Port Trust or other corporation, when the cost of the works is to
form part of a loan given to it by Government for the purpose
41. Major Estimate is a term applied to the estimate for a work when the sanctioned
amount of the works expenditure exceeds Rs. 50,00,000/-. This term is also applied for
the sake of convenience, to the work itself.
42. Market Rate - Used in respect of an article borne on the Stock accounts of a
division, this term indicates the cost per unit at which the article, or an article of similar
description, can be procured, at a given time from the public markets suitable to the
division for obtaining supply thereof. This cost should be inclusive of carriage and
incidental charges, and may even include a reasonable provision for wastage
and depreciation when these are inevitable
43. Minor Estimate is a term applied to the estimate for a work, when the sanctioned
amount of the works expenditure does not exceed Rs. 50,00,000/-. This term is also
applied, for the sake of convenience, to the work itself.
48. Progress - means the up-to-date quantities of work done or supplies made
49. Public Works - means civil works and Irrigation, Navigation, Embankment and
Drainage Works etc
50. In the accounts of works, this expression Quantity is used to describe the extent of work
done, supplies made or services performed, when these can be measured,
weighed or counted.
51. In estimates or cost, contracts, contractors bills and vouchers generally, rate means the
consideration allowed for each unit of work, supply or other service
52. Rate of Cost means generally the total cost of a work or supply
divided by its quantity.
53. In the accounts, Rate of Cost represents the recorded cost per unit, as arrived at by
dividing the up-to-date final charge on a sub-head, by the up-to-date progress thereof.
54. Re-appropriation means the transfer of funds from one primary unit of
appropriation to another such unit
55. Recoverable Payment means a payment to or on behalf of a contractor which does not
represent value creditable or payable to him for work done or supplies made by him
and has, therefore, to be made good to Government by an equivalent cash recovery or
short payment of dues
56. Running Account is a term applied to the account with a contractor when payment for
work or supplies is made to him at convenient intervals subject to final settlement of
the account on the completion or determination of his contract
58. Secured Advance is a term applied specifically to an advance made on the security
of materials brought to site of work, to a contractor whose contract is for the
completed item of work
59. Special Officer (or Specialist Officer) - This term is applied in this Code, to such
officials of the Department as are neither Divisional Officers nor officials subordinate to a
Divisional Officer, and have no Divisional Officers working under their control
60. Storage charges mean expenditure incurred, after the acquisition of the stores, on work-
charged establishment, employed on handling and keeping initial accounts, the custody
of stock and the maintenance of the store godown or yards, etc. and are added on a
percentage basis to the issue rate, so as to form part of the issue rate
62. In the account of works and in working estimates the term Sub-head is used to describe
the sub-divisions into which the total cost of a work (or of its sub-works, if it is a large
work) is divided for purposes of financial control and statistical convenience. The
several descriptions of work that have to be executed in the course of construction or
maintenance or a work or sub-work, e.g. excavation, brick-work, concrete, wood work,
etc. are usually treated as the sub-heads of it
63. In the case of a large work consisting of several buildings or smaller work, or groups
thereof, the term sub-work is often applied to a distinct unit of the same, if that unit is
sufficiently large or important to kept distinct for the purpose of accounts. For example,
the outer wall, the solitary cells, the cook-houses, the jailors quarters, etc., in the case
of a large central jail.
64. In the case of irrigation etc., projects the Head Works, Main Line, each branch of a canal,
each group of distributaries relating to each branch separately, the drainage and
protective works, the Water Course Schemes, and Special Tools and Plant, all form
separate sub-works
65. This term Supervision charges is ordinarily applied to the charges which are levied,
in addition to book value in respect of stock materials sold or transferred and are intended
to cover such items of the expenditure incurred on the store as do not enter their book value.
66. The term Suspense Accounts is applied primarily to certain heads of account, falling
under the minor head Suspense of a major head of expenditure, which are
reserved for the temporary passage of such transactions as must at once be taken to the
account of the sanction or grant concerned, but cannot be cleared finally either because
the relevant payment, recovery, or adjustment is awaited, or because it is necessary to
keep an effective watch over the values of any stock materials, until their final disposal.
67. The charges under a suspense account are taken in enhancement of the charges under the
major head of expenditure concerned, and the receipts, in reduction thereof. (For
Suspense Accounts within the accounts of Works)
68. The term Takavi Works denotes works of construction or maintenance relating to
water courses or any other works, expenditure on which is treated by Government as
a takavi advance (i.e. an advance to cultivators) recoverable from the party or
parties concerned
69. The name Technical Sanction is given to the order of competent authority
sanctioning a properly detailed estimate of the cost of a work of construction or repair
proposed to be carried out in the Public Works Department. Ordinarily, such sanction
can only be accorded by Government in the Public Works Department or by such
authorities of the Department to whom the power has been delegated by Government.
Sanction accorded to a work by any other department of Government is regarded merely as
an administrative approval of the work
70. Voted - means expenditure flowing from Consolidated Fund of India duly voted by
Parliament
71. The name Water Course is given to a channel for the supply of water from an
irrigation work, which falls under the definition of the term as given in the Canal
Act applicable to the area concerned. The definition given in the Northern India
Canal and Drainage Act of 1873 is Water course means any channel which is supplied
with water from a canal, but which is not maintained at the cost of Government, and all
subsidiary works belonging to any such channel.
72. The term work when by itself, is used in a comprehensive sense and applies not only
to works of construction or repair, but also to other individual objects of expenditure
connected with the supply, repair and carriage of tools and plant, the supply or manufacture
of other stores, or the operation of a workshop
73. Works Expenditure and Works Outlay - These terms are used to indicate
respectively the expenditure, and the capital charges, on the special services connected
with the construction, repair and maintenance of work. The charges falling under
these categories may be net when, under rule, any receipts are taken in reduction of
the charges, but they do not include the cost of the general Services, Tools and
Plant and Establishment, or any charges not taken to final heads of account but
kept under one of the suspense accounts
CLASSIFICATION OF TRANSACTIONS
1. Central Public Works Department executes primarily works of all classes i.e
Public Works Buildings required for all Civil departments of Government, except such
works as are vested in, or delegated in terms of the provisions of General
Financial Rules,2005 or transferred to the administration of the departments
concerned, or entrusted for execution to a State Government or the Military Engineer
Services, Defence, Postal, Telecommunication or Railway works may also be entrusted to
the Department, either occasionally or as a standing arrangement, and at times works of
other departments or Government and Non-Government works may also have to be
undertaken.
Note 1:- Besides the foregoing, petty services such as the manufacture or supply of
stores are also undertaken by Divisional Officers.
2. The general principles to be followed in the classification of Public Works expenditure are
laid down in rule 29 of Government Accounting Rules, 1990 and notes under major
head 2059 and 4059.
3. Transactions relating to the charges and receipts connected with the services
pertaining to Public Works of Government other than works referred to below, are
adjusted finally in the accounts of Divisional Officers against the provision of funds
therefore, placed at their disposal. Transactions connected with the services for other
Government Works are not so adjusted finally, but pass eventually out of the accounts of
Divisional Officers for incorporation in the accounts of the departments and Government
concerned. Outlay on non-Government works is charged against the deposits received
therefore.
(i) Works of the Posts & Deptt. Of Telecommunication or Broadcasting and other
quasi-commercial departments and undertakings. Works pertaining to
Forest, Salt, Lighthouse and Mints debitable to grants controlled by these
departments.
(ii) Works connected with the conservation of ancient monuments which
are debitable to the Archeological Department.
(iii) Works connected with the construction and maintenance of civil aerodromes.
4. In all cases the primary accounts of these transactions should be kept, even
though the ultimate cost of the transactions may not have to be brought to account
finally in the books of the Divisional Officer
5. The transactions of Public works officers may be grouped under the heads indicated
below:-
Note 1 - The Administration of the Union Territories of Daman & Diu and Pondicherry
subject to control of the Central Government, may exercise the powers of opening
of sub heads, detailed heads and object heads of account under the various Major
and Minor heads of accounts within their respective territories - Subject to
observance of conditions laid down in Note 2 below Rule 26 of Government
Accounting Rules, 1990.
Note 2 - The detailed classification of any Public Works Major Heads that may be
introduced for the booking of special expenditure, shall be prescribed by the
Central Government on the advice of the Comptroller and Auditor General of India.
Note 3 - In the case of works undertaken by the Public Works Department as a standing
arrangement for other departments, when the cost is debitable to those departments,
the prescribed classification applicable to the connected transactions is intimated by
the Pay and Accounts Officer
Account Code Volume- III
Sl.
Source of receipt of material Head of account to be credited
no
1 Stock (including Manufacture) Stock
2 Transfer from another work Work concerned Adjustment of
3 Transfer from another division cost - by special
Purchases
department or Government TE in Form
4 Suppliers Purchases PWA 7
5 Obtained through the India supply
Purchases
Mission London/ Washington
6 Indian Charges on Head concerned Cash account
111. In the case of materials received direct from suppliers full details
of the articles received should at the same time be entered in the measurement book, with the
full name of the work as entered in the estimate.
112. When materials are issued direct to a work their cost should either
be treated as a final charge or debited to the suspense head Materials in the accounts
of the work.
113. When the suspense head Materials is used, a detailed account of
materials issued to, or returned from, the work will be kept in order that the total issues of
each kind of materials may be watched with reference to the estimated requirements.
114. If any surplus materials at site of works are transferred to works in
progress or brought on to stock account, their value should be credited to the work to
which they were issued originally and debited to the work to which they are transferred
or to the stock account as the case may be.
115. The cost of carriage of stock materials to site of work, and of all
carriage charges in connection with the movement, from place to place, of other materials
issued to or provided specially for a work should be debited direct to the account of the
work.
116. When surplus materials are returned from a work to stock, the cost
of carriage should be borne by the work but if they are transferred to another work, the
charges may be debited to either work as may be equitable.
117. Incidental charges, connected with the movement of materials
issued to or provided specially for a work or returned from a work should be adjusted in the
same way as the cost of carriage.
118. In all cases the places from and to which materials are conveyed, the
distance, the quantity and the approximate weight should be stated clearly in the payment
vouchers.
119. An account of all the transaction s relating to a work during a
month, whether in respect of cash, stock or other charges should be prepared in Works
Abstract Form PWA 10.
120. Percentage charges on account of Establishment, Tools and Plant
and Account and Audit, levied on works expenditure, should not be shown in Works
Abstracts and Registers of Works, though they are included eventually in the cost of
works.
121. Miscellaneous charges of a general nature, which do not pertain to
any sub-head in particular, should be treated as separate sub-heads, e.g Work-Charged
Establishment, Contingencies, etc.,
122. If any part of a work is pulled down and rebuilt to any serious
extent, the extra charges for construction should be debited ordinarily to the sub head
concerned unless they are recoverable from the contractor under the terms of his agreements.
But if the amount involved be so large as to after seriously the cost or rate of the sub head, it
should be debited to the sub head Contingencies or, with the sanction of competent
authority, to a new sub head additional to the original sanctioned sub heads of the estimate.
123. If any receipts or recoveries are credited under the rules to the
account of a work of which accounts are kept by sub heads, a special sub head should be
opened in the Work Abstract for the reception of all such credits.
124. In Works Abstract Materials is for the record of the cost of
materials issued direct to work
125. In Works Abstract Contracts-Advance Payments is for the
record of advance payment and of their recoveries.
126. If a contractor delays receiving final payment for more than one
month after his final bill has bee passed, the account of the work as passed on the bill should
be incorporated in the Work Abstract, and the balance due to him should be removed from
the account of the work by credit to the head Public Works Deposits to the dealt with
the thereafter under the rules of Government.
127. If the final account of a contractor shows that he has already been
overpaid or that the account, closes with a balance due by him and if an immediate recovery
is not practicable, the balance should be removed from the Works Abstract by debit to the
head, Miscellaneous P.W.Advances.
128. If any wages of labourers remain unpaid, after the completion of
work, the accounts of the work may be kept open for a period of one month, which may be
extended to three months at the discretion of the Divisional Officer. Thereafter the accounts
of the work should be closed, the balance under the suspense head Labourers being left
unadjusted. If unpaid wages of labourers are claimed and paid subsequent to the closing of
the accounts of work, the accounts of the work may be re-opened at the discretion of the
Divisional Officer.
129. The Works Abstract should be prepared in the Sub-Divisonal office
in the first instance. It should be posted day by day from the Cash Book and the connected
bills of contractors and suppliers, cash refunds and readjustment of final charges being
posted as minus entries.
130. A permanent and collective record of the expenditure incurred on all
works carried out during a year should be maintained in Register of Works, Form PWA 12
& 13. (These registers should be posted monthly from Work Abstracts).
131. The maintenance of a register, in Form PWA 13, for petty works for
which the estimate, accounts and completion reports are prepared on a single form
prescribed by Government is optional.
132. Before the date of submission of the monthly accounts to the A.G,
the posting of the Registers of Works should be completed and the registers should then be
laid before the Divisional Officer for review.
133. If the transactions of a division are very large, the Divisional Officer
may allow an extra period of a few days for the completion of the Registers of Works, but
the submission of the monthly accounts to the A.G and the completion of the Works
Abstracts should not be delayed on this account.
134. The accounts of annual maintenance estimates should be closed in
the month fixed by Government concerned, as the last month of the working year for the
purpose.
135. If any exceptional case, any work remains to be done and, it is
proposed to carry it on to completion, action should be taken as described below.
a. The expenditure incurred in the next working year should
be treated as expenditure against the annual maintenance estimate for that year.
b. The Suspense accounts of the work should be closed in the
last month of the working year, by transferring the balances of all those accounts
to the general suspense account Public Works Deposits or Miscellaneous
P.W.Advance as the case may be, which should be relieved in the following
month by re-transferring the balance to eh account concerned in the working
year. All unspent liabilities and assets should then be treated as the pertaining to
the next working years estimate.
Note: In the case of Takavi Works, ordinary maintenance and repair works
should be considered as completed on the 31st October each year.
136. The accounts relating to contracts should be kept in the
Contractors Ledger, Form PWA 14 a separate folio or set of folios being reserved for all
the transactions with each contractor for whom a personal account is maintained.
137. Except in the following cases, a personal account should be opened
in the ledger for every contractor, whether or not a formal contract has been executed.
a. If the work or supply entrusted to him is not important and
payment is made to him except on a First and Final Bill on completion of
the work; if any materials are issued to the contractor or any payment are
made on his behalf, a ledger account should be opened.
b. If under the rules of Government, a consolidated monthly
account for on account payments to petty contractors employed on the
same work or section of a work is prepared in preference to a separate bill
for each payee, a single ledger head, Petty Contractors, should be
opened for the running accounts of all such contractors.
138. Security Deposits of contractors may not be shown in the Contract
Ledger
139. Deduction from contractor bill for one work, which is creditable to
another work, two separate entries may be made in the contract ledger, i.e one for payment/
issue of material etc., and another for recovery.
140. If a petty contractors account has to be removed from the combined
ledger head Petty contractors account to a separate personal account for him, the total
value of work done up-to-date and the total payments up-to-date should be debited or
credited respectively to the Petty contractors account and taken on to the personal
accounts as credits and debits.
141. The ledger accounts should be closed and balanced monthly.
142. When materials are manufactured departmentally, either for the
general requirements of works or for a particular work, a separate account, called a
Manufacture Account, should be kept of the transactions connected with each manufacture
under a distinct sub-head Manufacture of the suspense head Stock.
Note: The accounts of road metal digging are not treated as manufacture accounts, but
the charges connected with land and quarries acquired (Land, Kiln etc)
143. The detailed accounts of the expenditure on a particular manufacture
process should be maintained in the same way as the accounts of a work and, in addition, an
account should be kept of the quantities and values of the products of the manufacture. The
two sections of the accounts are known respectively, as the Operation and the
Outturn accounts.
Operation :
Out-turn:
Out Turn is also a term used in Manufacture Accounts and Workshop Accounts. But it
represents the value of the finished products derived from the Manufacture or Workshop.
144. When the land, kilns, plant, etc., acquired for departmental
manufacture operations are leased to a contractor of the division or other person, the rent
recovered should be credited to this special account and not to Revenue.
Operation Accounts
145. The values of the manufactured articles and of the surplus materials
sold or otherwise disposed of should be credited to a Manufacture Account, i.e Out-turn
Accounts.
146. A detailed outturn account for each month should be prepared in
Form PWA 15, Outturn Statement of Manufacture, and should be attached to the Works
Abstract for the operation.
147. The record of the monthly transactions concerned with manufacture
operations should be kept in the divisional office in a separate Register of Manufacture,
Form PWA 16, instead of the ordinary forms of the Registers of Works.
148. The accounts of manufacture operations should not remain opened
indefinitely. If the operations are seasonal, the accounts of each season should be kept
separate and closed as soon as the operations are closed. In cases in which operations are
continuous, the accounts should be closed periodically or at least once a year.
149. Before the accounts are closed, the difference between the
operation and outturn should be adjusted under the orders of competent authority. If the
orders have effect of enhancing lowering the value of the outturn, adjustment should be
made by suitable entry in the Outturn Statement Form PWA 15, in other cases, the loss or
gain should be taken to the expenditure or revenue head concerned by a regular transfer
entry, which will effect Operation account only. In all the above cases, the total
Operation and Outturn should equal each other when the Manufacture Account is closed.
150. The entry of adjustment of enhancing lowering the value of the
outturn made in the Outturn
Statement Form PWA 15
151. A detailed account of the transactions relating to the suspense heads
Purchases, Stock, and Miscellaneous P.W.Advances should be maintained in the
Divisional Office in a Register called the Suspense Register, Form PWA 17. (The
account of the debit head Public Works Deposits should also be kept in the same
form).
152. In respect of items relating to deposit works, which are accounted
for in details in the schedule of Deposit Works, a single entry for the monthly transactions
relating to such works should be made both in the Deposit and the Suspense Register as
the case may be.
153. As the detailed accounts for individual transactions relating to Stock
are kept in Form PWA 4 to 6, the monthly totals only in respect of each sub-head of stock
should be posted in the Suspense Register, the transactions of the several sub-divisions
being detailed as separate items and the totals of all sub-divisions as another.
154. The recorded expenditure on a job should be removed from the
suspense head only when, and to the extent that, an adjustment is effected against the deposit
received or against the service or other head concerned. This removal should be effected by
a credit to the account of the job. But when any charges are transferred from one job or
operation to another, the transfer should be made by plus and minus debit entries.
155. In the accounts for March each year, the outstanding items in the
Deposit Register and the Suspense Head Purchases, which under the rules of
Government are to be treated as lapsed, should be cleared by recovery of cost, should not be
removed from the account of such an item, should be treated as refund of receipts under the
head to which the item was credited and the repayment should be noted in the deposit or
Suspense Register against the entry for its credit to Government.
156. The balance under the sub-head Storage of the Suspense head
Stock outstanding at the end of the year should also be adjusted finally as a surplus or
deficit, as profit or loss on stock, according as it is a minus or plus balance, and should not
be carried forward to the following year.
157. Items or balances under the suspense head Miscellaneous
P.W.Advances which becomes irrecoverable should not be removed from the amounts until
a competent authority has sanctioned their being written off.
Workshop Accounts
Transactions
Monthly Accounts
171. The initial accounts of cash and stores which are maintained in Sub-
Divisional offices should be closed on the 25th or such earlier date between the 19the and
the 25th as may be fixed by the A.G.
Note: In cases where sectional officers are authorized to maintain separate initial accounts
of stock in their charge, which have to be incorporated in those of the sub divisions,
they may be permitted, except in March, to close their monthly accounts three days
before the date of closing fixed by the sub division. This limit of three days may
be relaxed by the A.G in exceptional cases.
172. The cash and stock accounts of the divisional office should be
closed on the last working day of the calendar month.
173. Transfer Entry Book of the month should be closed as soon as
possible after expiry of the month, but before this is done, all necessary transfers e.g those
relating to the levy of the prescribed percentages for establishment tools and plant,
supervision charges etc, should be made.
174. In connection with transactions with other Governments and with
Railways it should be borne in mind that the Central Accounts Section of the Reserve Bank
close their books for the year on the 15th April.
175. The financial year closes on 31st March and actual transaction
taking place after that date may not be treated as pertaining to that year. However
unadjusted outstanding of the year and error in accounts may be rectified, normally before,
20th May, during that year.
176. Accounts of transactions with other Governments and with Railways
must be settled completely and communicated to the A.G by the 12th April
177. The error noticed after the close of accounts may be corrected on
reopening the account of work. No correction is required if amount of correction is not more
than ten rupees.
178. Earnest money received and returned to contractor on the same day
does not pass through the cash book
179. The Cash Book is normally closed on 22nd of each month except the
month of March
180. Cash found short is shown on the payment side of Cash Book
under the head Misc. Works Advances and Cash found short is shown on receipt side
under head P.W.Deposit
181. The account of temporary advance should be closed at the earliest
possible.
182. The main purpose of settlement of account with treasuries is to
avoid chances of fraud and embezzlement of Govt. money drawn from treasuries through
cheques and deposited into treasury in lump sum.
183. The stores found surplus during physical verification may be
incorporated in the Bin Card as receipt and its value should be credited as a revenue
receipt.
184. The stores found short during physical verification are required to
treated as issue in the Bin Card & debited to Misc.Works Advances. The value of stores
found short in one item and found excess against another item cannot be adjusted with each
other.
185. Muster Roll may be dispensed with in case of silt clearance of
canal or closing of breaches and in case of petty works and repairs done on petty works
requisition.
186. The detailed measurement may be dispensed with in case of daily
labour or on lump sum contract, Advance Payment and where standard measurement
books are used.
187. When surplus material is returned from a work to stock the carriage
cost may be borne by the work if it is transferred from one work to another the carriage cost
may be debited to both the work.
188. The cost of Esst. T& P Account and audit on work, should be
shown in Work Abstract.
189. Any excess payment made to a Contractor may not be debited to
Misc. Works Advances but appear in Contractor Ledger.
190. In case of lump sum contract, intermediate payment should be
treated as Advance Payment.
191. In case the contractor delays to receive final payment; the account of
the work may be closed by debit to the work concerned and credit to P.W.Deposit. If he
has already been over paid the excess amount should be debited to Misc. Works Advances
and credit to the work concerned.
192. The contractor ledger may be closed and balanced monthly,
necessary details of closing balance in respect of each separate work or stock may be
recorded after balancing the ledger.
193. The difference between the operation and outturn should be adjusted
before the close of accounts.
194. The balances under the sub head stores of the suspense head
stock may be adjusted during the same year.
195. While compilation of monthly accounts, all the transactions of the
division, as recorded in the initial accounts of Cash and Stock an in the Transfer Entry Book,
should be posted in one or other of the schedules, and the details of some cases recorded in
supporting schedule dockets.
196. While compilation of monthly accounts, the cash and stock
transactions booked under the head Transfer within Division should not be included in
any of the schedules leading in the monthly accounts.
197. Before the actual compilation of the various schedules and schedule
dockets etc., is undertaken, the Abstract Book, Form PWA 23 may be written up from the
original Cash Books.
198. The book which will consolidate all the transactions of the division
and will thereby facilitate the location of errors and omissions made n the compilation of the
Monthly Account from the schedules and also serve as an independent check over the
compiled accounts Abstract Book
199. As cash vouchers and transfer entry orders are received and are
scrutinized, they should be posted in to Schedule Dockets in Form PWA 24.
200. Vouchers and Transfer Entry Orders posted in Schedule Dockets are
relating to
(i) charges on works, other than percentages charged for establishment
and tool and plant, etc and
(ii) other items of expenditure or disbursement for which a contingent bill
is not required.
201. At the end of the month, the schedule dockets should be completed
in respect of the Stock Transactions. All the Stock debits and credits of the month as
recorded in the lower part in Abstracts to Stock Receipts and Stock Issues (other than
those brought to account through the Cash Book and the Transfer Entry Book) should be
posted in the Schedule Dockets.
202. The Schedule Dockets should then be totaled and reconciled with
the works abstracts in the case of works, and with the schedules concerned in the case of
dockets. All the vouchers, transfer entry orders, Survey Reports and Sale accounts
(which are required to be submitted to the A.G) should then be attached to the respective
schedule dockets.
203. For percentage recoveries made on account of establishment, tools
and plant, and accounts and audit charges, a single schedule docket should be prepared
in Form PWA 25, which should embrace all Government as well as non-Government works
on which these percentages may be leviable under rule.
Note: This form serves as the transfer entry order relating to these recoveries and
should be signed by the Divisional Officer.
204. After the settlement of account has been effected with treasuries a
Schedule of Monthly Settlement with Treasuries should be prepared in Form PWA 26
separately in respect of treasuries of each account circle.
205. Schedule of Revenue Receipts consists the schedules which are only
extracts of the Registers (i) Schedule of Revenue Realised (ii) Schedule of Refunds of
Revenue (iii) Schedule of Receipts and Recoveries on Capital Accounts.
206. After reconciliation has been effected between the totals of works
abstracts and relevant schedule dockets, a Schedule of Works Expenditure should be
prepared in Form PWA 27.
207. The schedules pertaining to the accounts for September and March
(Supplementary) should include all works, including those relating to which no
transactions have appeared in the accounts of those months.
208. The schedules pertaining to the accounts for June, September,
December and March (Supplementary) should include all works relating to National
Highways and the Central Road Funds to enable the A.G to furnish quarterly statements of
expenditure on such works to the Government of India.
209. All debits to stock should be collected in Schedule of Debits to
Stock, Form PWA 28. The entries in this schedule should be arranged in four groups.
Those are
(i) Manufacture: details of all manufacture operation in progress
(ii) Land, Kilns etc: details of all works in progress in connection with the
acquisition of land, construction and repairs of kilns etc
(iii) Storage: the expenditure incurred after the acquisition of stores, on
work charged establishment employed, the custody of stock and the
maintenance of the store godown or yards etc.
(iv) Other-sub-heads: all items of expenditure on the carriage, handling etc
of stock materials etc.
210. An account of suspense head Stock should be prepared in Form
PWA 29 Stock Account.
211. The following documents should be furnished with the Monthly
Account for facility of check in the Audit Office
(i) List of particulars of credit to the Suspense Head Purchases
aggregating to the figure shown in the classified abstract of Expenditure
(ii) Abstract account of credits, debits and balances of the purchases
account
(iii) A list of items outstanding under the Suspense Head Purchases for more
than 6 months (to be furnished with the Monthly Account for
September and March only)
(all these documents should be prepared on the basis of entries in the Register of Purchases)
212. A Schedule of Miscellaneous P.W.Advances should be prepared in
the Form PWA 32, on the basis of entries in the Register of Miscellaneous of P.W.Advances,
in addition, a list of items outstanding for more than six months should be furnished to the
A.G every half-year with the Monthly Account for September and March.
Note: In the Schedule of Miscellaneous P.W.Advances for the months other than March,
items, which do not exceed Rs.5 each, may be shown in a lump sum if so
authorized by the A.G.
Forest Accounts
213. Recoveries or payments made in cash should be treated like other
revenue receipts or service payments, as the case may be. But when a transaction has to be
adjusted by book transfer, the transfer should be effected by debiting or crediting the amount
involved to Book Transfers.
214. All revenue and expenditure should be recorded be recorded in the
accounts of the division within which it is collected or incurred without reference to its
origin or object, no inter-divisional adjustments should be made except under special order
of Government.
215. In cases where Government have declared a Division or a Circle as a
unit for the porpose of ascertaining the financial results of the working of the forests,
adjustments may be made between difference under. Thus, in cases where the unit is the
division, adjustments may be made between different divisions, where the unit is the circle;
adjustments may be made between divisions in different circles. These adjustments may
be made monthly or annually as may be found convenient.
216. Pay and allowances of temporary establishment, the subordinate
supervision of departmental labour, stores and machinery in connection with such a work
should be debited to the appropriate sub-head under Conservancy and Works and not
under Establishment
217. All sums paid into the treasury by a departmental officer or on his
account should be debited to Forest Remittances irrespective of whether a remittance is
made in cash or by a cheque. Similarly, the value of all cheques drawn should be credited
to Forest Remittances irrespective of whether or not they are cashed at once.
218. Advances to contractors, suppliers and labourers made in connection
with the execution of works under the orders of competent authority should be debited in the
accounts of the officer making the advance to the head Works Advances subordinate to
the minor head Conservancy and Works, the entry being supported by a
acknowledgment by the payee.
219. Petty advances to laboureres which are made by a subordinate out of
his own imprest or advance and allowed to be treated as part of the cash balance with him,
should not be account for as Works Advances
220. If the recoveries of service payments made after the close of the year
in the accounts of which the payments was included, the amount should be credited in the
accounts as Miscellaneous Revenue
221. Earnest money deposits which are paid by a contractors or purchases
of forest produce direct into a treasury or sub-treasury, should be treated as Revenue
Deposits and not as Forest Remittances. Such deposits should not appear in the accounts
of the officers of the Forest Department. Similarly, Earnest Money deposits, which are
received initially by a Forest Officer but remitted subsequently to the treasury, should also be
dealt with the treasury accounts as a Revenue Deposits.
222. If a cheque which has been drawn and entered in the Cash Book, has
to be cancelled subsequently, the amount of it should account for on the credit side as a
cancelled cheque, the cancelled cheque being treated as a voucher.
223. If the cancelled cheque is replaced immediately by a fresh cheque,
the fresh cheque should be shown as a Forest Remittance in debtor side of the Cash Book.
224. If the cancelled cheque is not replaced immediately, the expenditure
in payment of which it was drawn should be written-back by making an entry of the
cancelled cheque on the debtor side as for a cash recovery of a service payment.
225. A lost cheque should be treated in all respects like a cancelled
cheque, the treasury certificate of non-payment being regarded as a voucher in support of the
entry of cancellation in the creditor side of the Cash Book.
226. A lapsed or time-expired cheque, if renewed, should be treated as a
cancelled cheque and the fresh cheque issued in its place entered in the Cash Book.
227. A Monthly Register of Cheques drawn on all treasuries with which
the drawing officers is placed in account should be kept in Form Forest Account-2. The
register should be submitted to the A.G on the last day of each month other accounts i.e
Monthly Cash Account, Classified Abstract of Revenue and Expenditure, other Schedules on
or before 5th of the month following that to which they relate.
228. The monthly account should be submitted so as to reach the
A.G.Office by date between 7th and 10th of month following that to which it relates.
229. The consolidated account of Contingent Expenditure is not
required to accompany the monthly accounts if contingent charges are drawn by bills
presented at treasuries.
230. Within 6 weeks of the submission of the Monthly Account for
March, a consolidated certificate in respect of balances, other than cash, should be forwarded
to the A.G in form PWA 46, Annual Certificate of Balances.
231. The records and returns of all stores kept or rendered by Sub
Divisions should take account of quantities only, the value accounts being maintained in the
divisional office.
232. Value accounts maintained in the Divisional Office.
233. Quantities accounts maintained in the Sub Divisional Office.
234. All transactions of receipts and issues in quantities only should
be recorded by each officer authorized to receive and issue stock on behalf of Government in
Registers of Stock Receipt Issue Form PWA 4.
235. Which registers is to be kept where a detailed account of particular
kind of stock is maintained in the form of Card Leaf Ledger Registers of Stock
Receipt Issue
236. The receipt and issue transactions of the entire sub-division as
entered in Form PWA 4 should be abstracted monthly, in a single Abstract of Stock
Receipts (Form PWA 5) and in a single Abstract of Stock Issues (Form PWA 6).
237. These abstracts should be completed in the Divisional Office. The
cash and transfer entry debits and credits to the stock should be agreed with the transactions
pertaining to Stock brought to account in the Cash Book and the Transfer Entry Book.
238. Carriage and other incidental charges should be debited to stock
only when they are incurred in connection with the general stock requirements.
239. Any errors that may be discovered in the registers of Receipts and
Issues or in the Monthly Abstracts, before the accounts for the month are closed, should be
set right by the Sub-Divsional Officer.
240. In the case of certain works, there are departmental charges, known
as Establishment, Tools and Plants, and Audit and Accounts Charges, which are levied on
those works under the rules of Government and included in the cost of those works.
241. The cost of special establishment employed on the acquisition of
land taken up for a work when debitable to the Public Works Department should be treated
as a part of works expenditure.
242. The detailed accounts of the transactions under Accounts of
Workshop Suspense head will be kept to show the cost of each job or operation and its
adjustment from time to time.
243. The recorded expenditure on a job should be removed from the
Accounts of Workshop Suspense head only when, and to the extent that, an adjustment is
effected against the deposit received or against the service or other head concerned. This
removal should be effected by a credit to the account of the job. But when any charges are
transferred form one job or operation to another, the transfer should be made by plus and
minus debit entries.
244. The balance under the sub-head Storage of the Suspense head
Stock outstanding at the end of the year should be adjusted finally as a surplus or deficit,
i.e profit or loss on stock, according as it is a minus or plus balance, and should not be
carried forward to the following year.
245. Balances under the suspense head Miscellaneous P.W.Advances
which becomes irrecoverable, should not be removed from the amounts until a competent
authority has sanctioned their being written off.
246. The directions in respect of Workshop Accounts given in the
Account Code Vol-III, shall not apply to the accounts of small shops kept in divisions for the
execution of repairs to tools and plant or of small manufacture jobs.
247. Larger workshops, with special plant or machinery should be treated
as separate sub-divisions, or divisions, for account purposes.
248. When a transaction has to be cleared by a book transfer the transfer
should be effected by debiting or crediting it to the remittance or other head concerned in the
Cash or Stock Accounts by entry in the Transfer Entry Book.
249. Percentage charges on account of supervision and establishment and
tools and plant as may be leviable under the rules, should also be included, by transfer entry,
in the amount transferred.
250. The cost of the workshop jobs need not be adjusted monthly.
251. The Transfer Entry Book and Stock Accounts should be closed on
the 20th May or on such date as may be prescribed by the A.G.
252. If an error is detected after submission to the A.G of the Divisional
Officers Supplementary Account of the year, it should be reported to the A.G for his
instructions unless the amount if not more than ten rupees.
253. All errors affecting debt (including suspense) and remittance
heads must be corrected, however old they may be.
254. When a correction is permissible, it should be made by formal
transferred entry, but when it is not permissible, a suitable note of it should be made in the
account concerned.
255. Cash found short during physical verification is required to be
shown as Misc. Works Advances &Cash found excess may be shown as P.W. Deposits.
256. Refund of revenue actually collected is accounted under the revenue
receipt head under minor head 900 Deduct Refunds. Other refunds of revenue, such as
refunds of rent adjusted by short assessment are to be taken as reduction of revenue receipts
or receipt on capital account as the cases may be.
257. The fundamental principal on which stores accounts is based is that
the cost of acquisition of stores is required to be debited to the final head of account
concerned or the particular work for which they are required to be used if either of these is
known otherwise it is kept in a suspense account.
258. The Pay and Allowance of general Estt is required to be charged to
Direction & Administration and not to the work. Pay and allowances of such temporary
establishment as is employed upon the actual execution of work may be debited to the
accounts of that work.
259. No account adjustment is required on transfer of land or building
to local bodies free of cost.
260. The head Purchase is meant for recording the cost of material
purchased on credit. On receipt of such material the account of work is to be debited & the
head 8658 Suspense Account, 129 Material Purchase Settlement Suspense Account is
required to be credited.
261. Recoveries of over payments may be adjusted by deductions from
expenditure.
262. Recoveries of Estt.Charges effected from outside bodies may be
adjusted by deduction from expenditure under the minor head 001 Direction &
Administration. Recoveries for works carried out by one Government on behalf of another
may be treated as revenue receipt.
263. Recoveries of cost of audit and accounts is ordinarily adjusted under
the 0070 Other Administrative Services; 110- Fees for Government Audit.
264. Percentage deduction for Security Deposit made from contractor bill
is to be credited to the head 8443 Civil Deposits; 108 Public Works Deposits Cash
deposits of contractors as a security upto Rs.500/- is required to be with held which may
appear in the suspense account.
265. Municipal rates and taxes on public buildings when debitable to
PWD may be treated as expenditure on maintenance and repairs of the building
concerned.
266. Payment made to work charged Establishment on account of Wages
& T.A should be debited to the work concerned.
267. Self cheque drawn for cash is required to be debited as well as
credited to the head 8782 Cash Remittance and Adjustment between officers rendering
account to the same AO; 102 P.W.Remittances ; P.W.Cheques
268. Remittances of cash into treasuries may be credited and debited to
the head 8782 Cash Remittance and Adjustment between Officers rendering account to
the same AO; 102 PW.Remittances; I- Remittances in to treasuries
Forest Form
Sl.No.of
Description of Forms
Form
Cash Book/ Cash Account F.A 1
Register of Cheques Drawn FA 2
Register of Works FA 3
Contractors and Disbursers Ledger FA 4
Classified Abstract of Revenue and Expenditure FA 5
Schedule of Remittances to Treasuries FA 6
Schedule of Receipts/ Payments on behalf of other FA 7
Govt/Rly/P&T/Defence
Abstract of Entries in the Contractors and Disbursers Ledger FA 8