on e-fms for material and administrative expense 25-05-2015

on E-FMS for Material and Administrative Expense

25-05-2015

SFTP server

NREGAsoft -Data entry of musterrolls, material & admn. Exp. Bills -Generation of wage list,material list and admn exp. list Bank having

Nodal agency account

Bank 1Bank 2Bank 3…..

First signatory(panchayat secy/ accountantGenerate FTO and digitally sign

Second signatory(Pradhan/ BDOApprove FTO, digitally sign

Accounts of workers in

Wage List

FTOFTO

Integration of response in NREGASoft

Resp

onse

Direct benefit transfer in MGNREGA through e-FMS for Banks

Workers accounts

PFMSServer

SFTP server

NREGAsoft -Data entry of musterrolls, material & admn. Exp. Bills -Generation of wage list,material list and admn exp. list

CEPT mysore

Bank havingNodal agency account

HO 1 A/C

HO 2 A/C HO 3 A/C…..

First signatory(panchayat secy/ accountantGenerate FTO and digitally sign

Second signatory(Pradhan/ BDOApprove FTO, digitally sign

HO /SO1

HO /SO2 HO /SO3…..

Wage List

FTO FTO

Integration of response in NREGASoft

Response Response

Consolidated FTO

Detailed FTO

Direct benefit transfer in MGNREGA through e-FMS for Post offices

From 1st June 2015 Biometric authentication through Aadhaar

is compulsory for entering in any login under NREGASoft.

Registering Aadhaar number of all contractual employees in

NREGASoft is mandatory. Registration to be finished within

31st May 2015.

Yearly Rate Contract for material procurement for MGNREGA

works to be implemented from 1st April at all PIAs.

15 days e-MR to be implemented for non-IBS work

6 days e-MR for IBS work

Process Re-Engineering

FTO generation/authorization level Unskilled Wage FTO

– Unskilled Wage FTO authorization/generation to done from PIA(GP/PS/LD) level.

• Semi-skilled/Skilled Wage FTOSemi-skilled/skilled wage FTO authorization/generation to be done from PIA(GP/PS/LD) level.

Schematic Material Bill FTOAuthorization/generation of Schematic Material Bill FTO to be done from PIA(GP/PS/LD) level.

Salary Admin FTO• Salary FTO to be authorized /generated from DPC login only for all contractual

employees [sanctioned post].

Other Administrative Expenditure FTO• Other Admin Expenditure to be authorized/generated as per the following• GP , PS and PO Admin expenditure to authorized/generated from PO login.• Administrative Expenditure of DPC (only) to be generated from DPC level

MGNREGS workers having bank account/ Postal Account only can take part in the e-FMS payment process.

Freezing of workers account information.

Generation of Wagelist.

1st Signatory : Executive Assistant / Accountant to authorize FTO

2nd Signatory : Approving Authority (Pradhan etc.) to approve FTO

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For Wage Disbursement through e-FMS

For Material Payment through e-FMS

DPR Freezing

Vendor Information along with Account Information to be frozen.

Material list generation.

1st Signatory : Executive Assistant / Accountant to authorize FTO

2nd Signatory : Approving Authority (Pradhan/BDO etc.) to approve FTO.

Register and Freeze Personal and Account Information of semi-skilled/skilled labour.

Use e-MR only for booking attendance of semi/skilled worker. Payment through voucher (through cash book entry) is not permissible.

For generating wagelist of semi-skilled/skilled labour use the option as indicated

1st Signatory : Executive Assistant / Accountant to authorize FTO

2nd Signatory : Approving Authority (Pradhan/BDO etc.) to approve FTO.

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For Semi/Skilled Payment

Salary

Register and Freeze personal information of contractual employees and other workers.

Salary FTOs will be generated on 25th and 26th on each month. Other FTOs including wage, material etc will not be allowed to generate during the said period.

Other Admin Payment

For payment due to administrative expenditure other than payment of remuneration to the staff another round of scheduling will be done on 15th and 16th of each month. Other FTOs including wage, material etc will not be allowed to generate during the said period.

Other Admin expenditure details submitted by GP at PO end for generating Admin List must be segregated as per Expenditure head available in NREGASoft.

1st Signatory : Executive Assistant / Accountant to authorize FTO

2nd Signatory : Approving Authority (Pradhan/BDO etc.) to approve FTO.

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For Administrative Expenditure

Steps involved in MIS for Material Payment using

E-FMS

1. Add work wise Activity and Material items according to Esti

mate.

2. Freeze DPR.

3. Add vendor detail from DPC login.

4. Verify and Freeze vendor from DPC login.

5. Approval from State Login.

6. Enter Material unit and amount.7. Generate Material list.

8. Generate FTO from Accountant Login.

9. Authorise FTO from Prodhan Login.

Steps for make Material payment through e-FMS

Edit Old Scheme(For already entered scheme)

Yes

No

Freeze DPR(Freezed scheme can only be unfreezed from State

DBA login)

Check whether sum of amount for all activities added in work is equal to total sanction amount.

New Scheme(From 01-04-2015 onwards)

Update Activity & Material List (3rd Page)

•A) Freezing of DPR:

Flow Chart for Material Payment:

•B) Freezing of Vendor:

Flow Chart for Material Payment:

Add Vendor

(Having TIN and Aadhaar only)

Verify and Freeze Vendor(Update Aadhaar No. and Name as per Aadhaar)

(No Material can be added into Scheme without Frozen vendor)

•C) Material Bill Entry and generation of FTO:

Entry of Material Bill (Total amount and Tax (if applicable) amount) by

selecting E-FMS mode

1. Freeze DPR and vendors

2. Verify Physical bill by PO/DPC/Other Impl. Agency

Generate Material-List and Print the voucher

Generate & authorise FTO from 1st Signatory Login

Authorise FTO from 2nd Signatory Login

Amount (after deduction of Tax, if applicable) will be credited to

account of Vendor directly.

Tax Amount (if applicable) will be

credited into account of PIA directly.

1. Add work wise Activity and Material items according to Estimate:-

• Add activity master from State DBA.

• From PO login click on Edit according to Work category,

1. Update the 1st and 2nd page of scheme entry.

2. Open the 3rd page of scheme entry page.

3. Now select activity that’s perform on work and according to activity select

material items that’s use on work with proper unit price and quantity and

also keep in mind that material expenditure should be equal to sanction

amount of material.

2. Freeze DPR:- After update work activity and material items, click on

freeze DPR from PO login

• Whenever sum of amount for all activities added in work is equal to total sanction

amount we can’t freeze DPR.

• After freezing DPR you can’t add material items.

Screenshot

3. Add vendor detail from DPC login:-. Vendor must have unique TIN number and Aadhaar number with correct Name as per Aadhaar

4. Verify and Freeze vendor from DPC login:- Select check box for those

vendor which you want to verify.

• After verification select check box for those vendor which you want to freeze.

• From 1st April, 15 Aadhaar Number is mandatory for Vendor Verification.• No Vendor will be freezed without Aadhaar Number.• No Material can be added into Scheme without Freezed Vendor.

5. Enter Material unit and amount(Bill feeding):- Before feeding the bill detail from PO

Login check the following -

• Work DPR should be frozen.

• Vendor Detail should be frozen.

• Bill detail manually Verify by accountant and BDO.

After verification of above activity, enter bill detail as per below screen and select

payment mode through EFMS

6. Generate Material list:-

• Now find the bill, for payment through e-FMS

• After selection of agency, select bill those you want to make

payment through e-FMS and proceed.

• Click on Display and Proceed next.

• Print the voucher and go to Home..

• Generate FTO of material list login from Accountant Login -

7. Generate FTO from Accountant Login

• Now select on check box and generate FTO

• Now FTO generated and Sign this FTO through both authority

EFMS - Admin Expenditure[Salary and Other Administrative Expense]

1. Add/Edit Account details of DPC.

2. Freeze Account details.

3. Enter Administrative Expense detail from DPC login.

4. Generate Administrative list from DPC login.

5. Generate FTO from 1st Signatory Login of DPC Level.

6. Authorise FTO from 2nd Signatory Login of DPC Level.

Steps to make Payment of Salary Expense through e-FMS

Flow Chart for Salary Expense:

1. Enter Administrative Expenditure Detail (Salary) including Tax (applicable) by selecting “E-FMS” option from DPC Login.

2. Generate Administrative-List for Salary of all NREGA staff from DPC Login only.

3. Generate & authorise FTO from 1st Signatory Login of DPC level

4. Authorise FTO from 2nd Signatory Login of DPC level.

5. DPC will ready physical advice for the payment and it will be released directly to account of individual staff through NEFT/RTGS.

6. DPC will deduct the professional tax/IT and it will be the responsibility of the DPC to deposit such deducted amount to appropriate authorities.

1. Add/Edit Account details of PO.

2. Freeze Account details.

3. Enter Administrative Expense detail from PO (for PO + GP) login.

4. Enter Administrative Expense detail from DPC (for DPC only) login.

5. Generate Administrative list from PO (for PO + GP) login.

6. Generate Administrative list from DPC (for DPC only) login.

7. Generate FTO from 1st Signatory Login of PO/DPC Level.

8. Authorise FTO from 2nd Signatory Login of PO/DPC Level.

Steps to make Payment of Other Admin Expense through e-FMS

Flow Chart for Other Administrative Expense:

1. Add/Edit Account details of GP/PO/DPC.

Collect NREGA Account details (Name as per Bank, A/C No., Branch detail) of all PIAs (GP, PO and DPC).Verify the account information and update Name as per Bank field with the information as printed in the PIAs NREGA Bank Passbook from DPC Login.

2. Freeze Account detail. DPC must re-check and send a confirmation letter to State for freezing of accounts with the list attached. Freeze NREGA Account details of PIAs (GP, PO and DPC) from State Login.

3. Enter Administrative Expenditure detail. Enter Administrative Expenditure detail from PO/DPC login.

Click on Proceed after selecting “EFMS” option only.

4. Generate Administrative Exp. List

Generation of Administrative list

Enter date range of Bill date and proceed.

Generation of Administrative list

Select the Administrative list and proceed.

Print the Admin List and go to ‘’Home’’..

5. Generate FTO from Accountant Login

Generate FTO and Authorise from both the 1st and 2nd signatory login.

Rejection Process

Rejection w.r.t Level of SignatoriesRejection done by 1st Signatory Account Wrong: Unfreeze the worker account ,update the

worker account information with correct account information, freeze and send the worker payment info to 1st signatory using the option “ Add Payment details and send ” by selecting the same wagelist no.

Already Paid: The rejected worker(s)[USK/SSK/SK] will be available at DPC login under the option “Rejected Wage FTO as already Paid”. Enter the payment date (cheque date) on which the selected workers were paid for updation in online MIS.

Wage(USK/SK/SSK) FTO rejected as already Paid for previous years is now available at DPC login for payment date entry.

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Rejection w.r.t Level of Signatories contd..

Wrong Amount/Attendance: The rejected worker(s) will be available at DPC login under the option “Rejected Wage FTO as Wrong Amount/Attendence” . Select the wage-list no in which the rejected workers were sent to 1st signatory login. Correct the information and send the workers to 1st signatory login using the option “Add Payment details and send” by selecting the same wagelist no.Report available on Rejection done from 1st signatory login [http://164.100.129.4/netnrega/wagelist_rejection_reason.aspx]

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Rejection w.r.t Level of Signatories contd..

Rejection done by 2nd SignatoryWhole FTO rejected : The FTO has been forsaken absolutely. So, new FTO has

to be generated and so on.

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Rejection w.r.t. Financial Institution

• Rejection done by Financial Institution due to (Invalid Account / Branch)

• The rejected account information of beneficiery is unfreezed by the system .Update the worker account information with the correct account information using the option “Update REJECTED(FTO Transaction) A/c details of Applicants” , then freeze the account information.

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Rejection w.r.t. Financial Institution

•Then generate wage-list for the rejected transaction using the option “ Generate Wage-list of rejected transaction”.

•Send the rejected transaction wage-list to 1st Signatory login using the option ““ Add Payment details and send ”

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Rejection w.r.t. Financial Institution

• Rejection done by Financial Institution due to (ACCOUNT STOPPED /SUSPENDED / RESTRICTED /

DORMANT )

• Visit the branch of the financial institution where the beneficiary account has been maintained

• Initiate official procedure to make the account live again as per banking/post office rules.

• Re-generate FTO by following same procedure for rejected transaction. In this case, as account information is right, so unfreeze or updation of account information is not required.

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Common rejection reasons shown:INVALID ACCOUNTOPERATION SUSPENDEDNOT SPECIFIEDNO SUCH ACCOUNTACCOUNT STOPPEDNO SUCH ACCOUNT TYPE NEFT INVALID ACCOUNT NUMBER RESTRICTED ACCOUNT NO NOT PROPER

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