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Kerala Account Code
Kerala Account Code
VOLUME I
I Introduction
2. Volume I of the code describes the functions of the Controller and Auditor
General of India in relation to Government Accounts and General Outlines of the
system of the accounts and also sets out the main directions issued by the
Controller and Auditor General ( C& AG) of India with the approval of the
President of India by virtue of the provision in Art 150 of the constitution of
India.
3. Certain rules of the Account Code, Vol I of the C & AG vest power in State
governments to frame rules or issue orders in regard to particular matters. The
rules and orders issued by the Kerala Govt. as such matters and those of local
interest which are not inconsistent with the basic principles laid down by the C &
AG are incorporated as 'Local Rulings'.
II 1. Functions of C & AG in relation to Accounts (Vice para 3.1 & 3.2 of
notes on introduction to Indian Govt. Accounts and Audit)
Accounts of the Central and State Govt. with the Bank (Art 9-12):-
The central Govt. and State Govt. Have made separate agreements with the
Reserve bank of India (RBI) by virtue of which the general banking business of the govts
is carried on and transacted by Bank. Central or State Govt. business is transacted by
any of the offices, branches or agencies of the Bank. The Central Govt. as a general rule,
operate in every branch of RBI and State Bank of India (SBI) throughout India. The
operations of each state are confined to the offices and branches of the two Banks falling
within the state. The receipt and payment of money on behalf of a state outside its
jurisdiction are ordinarily arranged through the Accountant General (AG). Each office or
branch of RBI keep separate accounts of cash transaction on behalf of Govt. – one for
central got. And the other for state Govt. Separate statements of transactions in their
central and state govt. accounts are transmitted by each office and branch of the bank
daily to Treasury officer or AG. At the close of each month the balance of the two
account are transferred to central accounts section of RBI at Nagpur which acts as a
general clearing house for the adjustments of transaction between different Govts. All
adjustments are all payments are advised the Accounts Officers authorised in this behalf
to the central accounts section of RBI which will pass necessary entries the accounts of
the Govt. concerned. At the close of the accounts of each month a statement of closing
balance of each Govt. on the books of the Bank after taking into accounts all cash
transactions in all the office branches and agencies of the Bank and the adjusting
transactions in its own book is forwarded by the Central Accounts to the AG concerned.
1. All receipts are paid into a Treasury/Bank and their initial accounts are
maintained there.
2. Receipts realised in the Railways, Defence, P&T, PW and Forest are paid into the
Treasury/Bank in lump and the initial accounts are maintained by the concerned
departments.
3. Payments are made by the Treasury/Bank and initial accounts are kept there.
Officers authorised to draw money in lump for payment keep initial accounts by
themselves.
4. At the beginning of each month, the Accountant General receives accounts from
the Treasuries supported by schedules and vouchers in respect of their
transactions during the previous month.
5. Civil Departmental Officers who pay/withdraw money in lump submit detailed
accounts of their transactions to the respective Accounts officers.
6. From the Accounts furnished by treasuries and Civil Departmental Officers
compiled by the Civil Accounts Officers showing the monthly receipts and
payments pertaining to each Department for the whole account circle classified
under the relevant major, minor and detailed heads. Separate classified abstracts
are maintained for each department. Transactions adjustable against a
department/a major head not relating to any particular department which are
intimated to the Civil Accounts Officer and all book adjustments which are
intimated in the Accounts Office itself are also incorporated in the relevant
“Departmental Classified Abstracts” so as to include all transactions connected
with the receipts and payments. From these classified abstracts separate
‘Departmental Consolidated Abstracts’ showing the progressive totals month by
month under major, minor and detailed heads of revenue receipts and service
payments are compiled.
7. Transactions relating to Debt, Deposits, Advances etc. heads appearing in the
Treasury Cash Accounts and list of payments and in the departmental and other
abstracts are collected for the whole circle of accounts under each head of account
from month to month in a ‘Detail Book’. From these figures the consolidated
abstract of Debt, Deposit, Advances, Remittances, Suspense etc. transaction is
prepared showing the progressive totals month by month by month under major
head in Public Debt and Loans and Advances etc., section and in the Public
Account.
8. Preparation of the Abstract of major head total showing the receipts and
disbursements by major heads during the end of the month is done from the
departmental Consolidated Abstract and the Consolidated Abstract of Debt and
Remittance transactions. From these monthly and annual accounts are prepared.
9. The P& T and Railway Departments submit accounts to the respective Accounts
Officers. These Account Officers render accounts to the Accountant – General of
P&T and Railway Board. The accounts of the Defence Service as a whole are
compiled by the Comptroller- General. Defence Accounts on the basis of the
accounts furnished by the various Defence Accounts Offices.
10. A copy of the monthly account of the State is submitted to Government by the
Accountant-General. The Accountant-General, Central Revenues receives from
each Civil Account Officer an abstract of the accounts of the transactions of the
Central Government compiled by it for each month and these accounts together
with the accounts for the month prepared in his office are consolidated into a
single monthly accounts for submission to the Central Government.
11. Each Civil Account Officer works out the progressive figures during the year of
the Central and State accounts of his circle. On closing the adjustments for March
supplementary, a progressive account of the state transactions is furnished by him
to the Accountant-General, Central Revenues. A copy of the Central transactions
is sent to the Comptroller and Auditor-General also.
12. The consolidated annual accounts of the P&T, Railways and Defence Service are
submitted to the Accountant-General, Central Revenues by the Accountant
Genera, P&T, Railway Board and Comptroller and Auditor-General.
Account Current:- Transaction of Government of India with the United Kingdom and
other countries are adjusted through the system of Account Current. An account current
purports to be an extract from the books of the office who despatches it and to show the
amounts he had passed to debit or credit of the other party to the account with necessary
explanations of the credits with documents supporting the debts.
II) The combined Finance and Revenue Accounts of the Central and State
governments in India (Article 18)
IV) Journal and Ledger (Article 20) deals with the double entry system of accounts.
The purpose of the journal and ledger is to bring out by a scientific method. The
balance of accounts in regard to which Government acts as a banker or remitter or
borrower or lender. The state Accountant General is maintaining separate
accounts for the State and Central Government. The Accountant-General, Central
revenues also is maintaining journal and ledger for Central transactions.
FORM OF ACCOUNTS
(Article 25)
a) Within each of the division/sections the transactions shall be grouped into sectors
such as General Services, social and Community Services, Economic Services
etc. under which specific functions or services are grouped. The sectors are sub-
divided into major heads of account. In some cases the sectors are, sub divided
into sub-sectors before division into major heads of accounts. The sectors shall be
distinguished by a series of letters of the alphabet separately for the Revenue
Receipt Section, the Revenue Expenditure Section and the remaining
Sections/divisions.
b) Each major head is allotted a four digit Arabic code number. The first digit
indicates the section to which the major head pertains ie, the Revenue receipt
Section/Revenue Expenditure Section/Capital Receipt Section/Capital
Expenditure section/Public Debt, Loans and Advances etc. section or the Public
Accounts. The next 3 digits indicate the functional major heads denoting the
same function occurring in the several sections included in the consolidated fund.
c) Under this scheme of codification the receipt major heads on Revenue Account
are assigned the block of consecutive serial numbers from 0020-1999 and the
expenditure major heads on and remain the same for the major head Revenue
account the block from 2011 to 3999. The only Capital Receipt major head is
4000. The expenditure major heads on Capital Account are from 4011 to 5999
while the major heads under public debt loans etc. are assigned the code number
from 6001 to 7999.
The sectors, major heads, minor heads, sub-heads and detailed heads together
constitute a five tier arrangement of the classification structure.
The detailed head constitutes the object classification. The detailed heads are
primarily meant for itemised control over expenditure and constitute the primary units of
appropriation like salaries, wages, travel expenses, medical reimbursement, office
expenses, motor vehicles, maintenance etc.
C. Classification of Accounts
a) Article 150 of the constitution authorises the C& AG to prescribe the form in which
the government accounts are to be maintained. He is the authority to determine the
classification of any transaction.
The introduction of any new major head or minor head, as well as the abolition or
change of nomenclature of any of the existing heads shall require the approval of the
C & AG. The Accountant enerl has discretion to open all the prescribed detailed
heads and to open any detailed the following conditions:
b) General Principles of classification (Article 30)
Expenditure which is subject to the vote of the Legislature is voted expenditure. Eg.
Pay and allowance, TA of Government Servants, establishment charges, expenditure on
works.
Capital Revenue
1 Expenditure incurred with the object of (I) Expenditure on a temporary asset
increasing concrete asset of a material and
permanent character (ii) for reducing
recurring liabilities
2 Expenditure on all chares for the first Expenditure by govt. on grants-in-
construction immediate maintenance and aid to local bodies for creating
future additions and improvements assets which will be long to the
local bodies
3 Genuine improvements are to be debited to Subsequent maintenance charges
capital expenditure for upkeep
4 When interest is met during the process of A fund for adequate replacement of
construction of a project this capitalised all Wastage/depreciation to be
interest will be the first charge on any capital provided and expenditure met.
receipt or surplus revenue
1. The pay and allowances of a Government Servant shall be classified as part of the
scheme, activity or organisation under a programme below a function to which
the service of the Government Servant closely relates. Where it is not possible
because of overlapping duties. The charge may be classified initially as part of
the scheme or activity or organisation to which the major portion of the work of
the government Servant relates. A suitable pro-rata allocation of such expenditure
should be made in all such cases as far as possible.
2. The transit pay should be debited to the office to which he is proceeding.
Local Ruling
1) the leave allowance of an officer transferred to another Department is
charged to the new department
2) the transfer does not take effect until he joins his new post.
The travelling allowance of a Government Servant shall be debited to the same head
of account as his pay.
Local Ruling
1. The leave allowances of an officer transferred from one department to another while
on leave is to be charged to the new department.
2. The transfer does not take effect until he joins his new appointment.
Note 1. If the control is not vested with the PWD the expenditure may be debited to a
detailed head ‘Works’ in the appropriate minor head of the function.
2. The construction of staff quarters for various functions may be debited to the
major heads of relevant major heads and maintenance may be debited to ‘2059 Public
works’.
Local Ruling
Grants for any public purpose made under Article 282 of the Constitution by the
Union or State Government may take the form of grant-in-aid or direct expenditure.
(Article 36)
(a) Money advanced and recoverable in cash and sums over paid should be adjusted
under ‘8550 Civil Advances’.
(b) 1. Advance of pay and TA on transfer should be debited to the final head of
account and not to civil advances.
1. In the case of the transfer of a Government servant from one government
to another the adjustments are made by the new rules app4nded under this
Article and the amended Art. 22 of the Account Code vol.IV of CAG.
Article 22:- The recoveries of over payments whether made in case or from payment
vouchers, shall be posted direct under the service head concerned in the compilation book
as reduction of expenditure, irrespective of other they related to over payment pertaining
to the current year or to any previous.
Items of receipts and payment which cannot at once to taken to a final head of receipt
or charge owing to lack of information may be held temporarily under ‘8658 Suspense
Account’ in the Sector ‘L suspense & Miscellaneous’.
A service receipt of which full particulars are not given must be credited to the minor
head ‘other receipts’. Charges written back or disallowance from Exchange Accounts or
charges disallowed from Inward Settlement account which are not susceptible of final
adjustment against some other head are also kept under Suspense Account.
Article 38
Cost of land acquired for any specific project shall be debited to the relevant
functional head. Acquisition by the PWD for general purposes may be debited to
‘2059/4059-PW-Acquisition of land’.
i) Article 42
Receipts or charges pertaining to more than one head of account may be booked in the
first instance under one of the heads concerned but the portion debitable or creditable to
the other head or heads involved should be transferred from the former head to the latter
before the accounts of the year are closed.
Local Ruling
Revenue: The receipts from tolls should be credited to Tolls & Roads under Roads
and Bridges’.
Expenditure
The following principles shall govern the record of Capital expenditure in accounts
i) The central and state governments should prescribe definite criteria for classifying
‘Revenue’ and ‘Capital’ expenditure, taking into account the nature and magnitude of
the expenditure. The source of financing (whether Revenue Budget or Capital
Budget) should follow this classification.
ii) All items of expenditure to be met from Revenue according to the above criteria
should be initially and finally debited to “Revenue” and is not permissible to debit such
expenditure temporarily to a capital head pending its write back to Revenue over a period
of years.
iii) The detailed rules by which allocation or expenditure between capital and revenue
in commercial departments and undertakings should be determined shall be such
as may be made by Government after consultation with the C& AG.
Article 50
All irrecoverable amounts should be written off from the debit head of account
concerned and expenditure head as a loss to government. Any amount due by
Government remaining unclaimed for such time as may be presented by Government by
debit to the Debt or Deposit head concerned. Amount outstanding due to book keeping
errors may be written off with the approval of the C& AG.
Note 1
a) The powers of the C& AG may be exercised by the AG in cases where the
amounts to be written off o not exceed Rs.41,000/- provided that;
i. the amounts written off have been thoroughly examined by Internal audit
Section.
ii. The AG is satisfied that items have been outstanding for over five years
that a dead end has been reached in all cases and a write off is
unavoidable.
iii. The AG has also satisfied himself that the outstanding is the result of a
book-keeping error only.
b) The amounts written off by the AG should be reported to the C& AH by 18th Nov.
along with certificates regarding the fulfillment of above conditions.
c) In the case of PF Suspense, the limit of 5 years will not be applicable. The group
officer holding charge of the PF group may also write off the outstanding amount
under this head upto Rs.500/- in each case subject to this having satisfied the
above conditions. A quarterly report of write off should be submitted by the
group officer to the AG for review. The AG should report to the C & AG on the
write off of suspense half yearly on 10th May and 10th November.
Note 2
The accounts of the Government shall work from balance to balance. The closing
balance shown in the accounts of each month shall work up to the General Cash Balance
of the Government to hold in the treasuries (including the remittances in transit) and by
the Reserve Bank of India at the end of that month.
1) Service Departments
2) Commercial Departments
These departments are constituted for the discharge of the functions of the Government.
There are two types of such departments.
i)some departments are the very idea of Government eg; Administration of
Justice[ police, education, medical public health etc.
ii) some departments are necessary for the conduct of the business of Government
eg; Department of Survey, printing stationery, PWD etc.
Exceptions
1. The Forest Department may charge any other department for vegetable animal or
mineral products extracted from a forest area.
2. No charge is paid for convict labour in the case of works undertaken by the PWD
which are treated as jail works.
3. The cost of additional police guards supplied to an irrigation or other project
while under construction may be debited to the project concerned.
4. The film division of the government of India may charge all other departments for
the cost of production.
Local Ruling
1. Adjustments for the value of prison labour supplied to PW and other departments
of government should be made at the rtes prescribe for the purpose.
2. When any land or building is transferred form one service department to another
the transfer should be free of charge.
Exceptions.
Article 61
Local Ruling:
Article 62
Local Ruling
Payment or service costing above Rs.1000/- will alone be made a charge on the
principal department by the agent department.
Article 63
The Defence Services shall charge and be charged for services rendered and
supplies made to or by other departments except when the government orders otherwise.
Local Ruling
If the State Government requires the property of the Defence Service (excess of
their requirements) as an emergency measure the property will be initially handed over
on loans with the approval of the Government of India on the basis that the transferee
will accept the terms and conditions of the Government of India.
Such terms and conditions will be settled within a period of six months from the
date of taking over possession of the property in question falling which the State
Government will have to accept the relevant debit on account of rental on the basis of the
assessment made b y the Government of India.
The same procedure will be adopted in respect of the lending of the State
Government property to the Defence Services.
Article 64
Article 65
Article 66
Local Ruling
Procedure for the adjustment of the cost of stores issued from the PWD is
prescribed in Article 18 IN Vol.III of Kerala Account Code.
Article 67
Government may for special reasons permit inter-departmental adjustments in any case
where such adjustment may be considered necessary in the interest of economy or of
departmental control of expenditure.
Local Ruling
1. Fees and duties leviable by law should be paid by government departments in the
same way as private individuals.
2. In respect of plan schemes, adjustment of a cost should be made in respect of
supplies made or services rendered by one service department to another and
between branches of the same service department.
Article 68
Payment is required to be made by one department to another . Such payments
may include adequate charge for supervision or other indirect expenditure connected with
the service or supply for which payment is made,.
Article 69
Payment of amount due both the department to another shall ordinarily be made
by book transfer except when such transfers do not suit the methods of accounts or
business adopted by the receiving department/
Local Ruling
1.petty supplies not costing more than Rs.50/- shall be made in cash.
2. Fees due by departments to the registration department and fees due to the Labour
department (Boiler Inspection Wing) should be adjusted by means of contingent bulls
drawn by the departmental offices concerned duly endorsed for payment by transfer
credit to the registration or labour department as the case may be. The forest department
and the PWD should draw a cheque for the fees due and endorse it to transfer credit to the
registration or labour department as the case may be.
Article 73
1) Recoveries from private persons or bodies including local funds and
goernment outside India are to be treated as revenue and not as deduction
of expenditure.
Execptions:
1. When a government undertakes a service merely as an agent of a private body the
recovery may be taken as reduction of expenditure.
2. Recoveries of expenditure on works in progress such as sale proceeds of materials
etc. and receipts under stock and suspense should be taken as reduction of
expenditure.
2) Recoveries by one Government from another (Article 74)
Recoveries should be treated as deduction from the gross expenditure except such
recoveries as are made by a commercial department which should be treated as receipts
of that department.
Note:- Recoveries made from another department if not affected within the accounts of
the year in which the expenditure was incurred should be treated as revenue unless the
latter course is authorized by provision in the budget estimates.
Any recovery made in the course of the year in which the losses are brought to
account are to be shown as deduction from the head under which the loss is recorded and
any recovery made after the accounts of the year are closed should be shown as an item
of receipts.
Local Ruling
A loss of cash written off under the orders of a competent authority should be
debited as a contingent check of the department. A loss of cash due to acceptance of
counterfeit coins or notes and any amount transferred from treasury balance in order to
make good any deficiency found in the currency chest should be debited under the head
“Advance payable’ pending recovery or orders to write it off.
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Train No
Stn Route
S# Stn Name Arrival Departure Distance Day Remark
Code No
TRIVANDRUM
1 TVC
CNTL
1 - 05:20 0000 1
2 QLN KOLLAM JN 1 06:25 06:30 0065 1
KAYANKULAM
3 KYJ
JN
1 07:08 07:10 0106 1
4 HAD HARIPPAD 1 07:29 07:30 0119 1
5 AMPA AMBALAPUZHA 1 07:49 07:50 0137 1
6 ALLP ALLEPPEY 1 08:00 08:05 0149 1
7 SRTL SHERTALAI 1 08:24 08:25 0173 1
ERANAKULAM
8 ERS
JN
1 09:20 09:30 0206 1
9 AWY ALUVA 1 10:05 10:10 0225 1
10 AFK ANGAMALI 1 10:18 10:20 0234 1
11 CKI CHALAKUDI 1 10:34 10:35 0250 1
12 IJK IRINJALAKUDA 1 10:44 10:45 0256 1
13 TCR THRISUR 1 11:15 11:20 0280 1
14 WKI WADAKANCHERI 1 11:34 11:35 0296 1
15 SRR SHORANUR JN 1 12:20 12:30 0313 1
16 OTP OTTAPPALAM 1 12:49 12:50 0326 1
17 PGT PALAKKAD 1 13:20 13:25 0357 1
18 CBE COIMBATORE JN 1 14:40 14:45 0412 1
19 TUP TIRUPPUR 1 15:30 15:35 0462 1
20 ED ERODE JN 1 16:40 16:45 0512 1
21 SA SALEM JN 1 17:45 17:50 0575 1
22 JTJ JOLARPETTAI 1 19:40 19:45 0695 1
23 KPD KATPADI JN 1 20:45 20:50 0778 1
CHENNAI
24 MAS
CENTRAL
1 22:50 23:15 0908 1
25 GDR GUDUR JN 1 01:43 01:45 1045 2
26 NLR NELLORE 1 02:10 02:11 1083 2
27 OGL ONGOLE 1 03:36 03:38 1199 2
28 CLX CHIRALA 1 04:12 04:13 1249 2
29 BZA VIJAYAWADA JN 1 06:05 06:20 1338 2
30 KMT KHAMMAM 1 07:30 07:32 1439 2
31 WL WARANGAL 1 09:20 09:22 1546 2
32 RDM RAMGUNDAM 1 10:34 10:36 1649 2
33 MCI MANCHERAL 1 10:46 10:48 1662 2
34 BPA BELAMPALLI 1 11:08 11:10 1682 2
SIRPUR
35 SKZR
KAGAZNGR
1 11:35 11:37 1721 2
36 BPQ BALHARSHAH 1 13:05 13:15 1790 2
37 CD CHANDRAPUR 1 13:34 13:35 1804 2
38 HGT HINGANGHAT 1 14:34 14:35 1888 2
39 SEGM SEVAGRAM 1 15:19 15:20 1925 2
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