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INDIAN AUDIT AND ACCOUNTS DEPARTMENT ADMINISTRATIVE REPORT 2015-16 Office of The Accountant General (A.& E. ) -1, U.P. Allahabad

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Page 1: INDIAN AUDIT AND ACCOUNTS DEPARTMENT ADMINISTRATIVE REPORT ...agup.nic.in/ag1-admr-1516.pdf · INDIAN AUDIT AND ACCOUNTS DEPARTMENT ADMINISTRATIVE REPORT 2015-16 Office of The Accountant

INDIAN AUDIT AND ACCOUNTS DEPARTMENT

ADMINISTRATIVE REPORT

2015-16

Office of The Accountant General (A.& E. ) -1, U.P.

Allahabad

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CHAPTER - I

INTRODUCTION With a view to developing an organizational pattern suited to the maintenance of

accounts of the State Government and Audit thereof and consequent upon the restructuring of

cadres in the IA&AD with effect from 1st March 1984, the erstwhile offices of the

Accountants General, I, II and III UP were reorganized into the offices of the Accountants

General (A&E) - I & II UP and Accountants General (Audit) - I & II, UP. All the accounting

functions were entrusted to the A&E offices and the functions were accordingly distributed

between the two offices.

The Accountant General (A&E)-I UP has been entrusted with the following functions:

i) Preparation of annual Appropriation and Finance Accounts and its submission to the

Government of U.P.

ii) Preparation of Monthly Civil Accounts on the basis of vouchers/schedules received

from 79 treasuries with over 6500 drawing and disbursing officers and its submission

to Finance Department of the Government.

iii) Maintenance of detailed accounts of various long term Loans and Advances.

iv) Reconciliation of Accounts with the heads of offices and with those maintained by

treasuries under various deposit heads.

v) Reconciliation of Plan expenditure figures and preparation of statement of plan

expenditure.

vi) Maintenance of Provident Fund Accounts of eighteen departments and of the officers

of the All India Services of UP Cadre.

vii) Inspection of Treasuries.

viii) Correspondence/discussions with the State Government on matters of policy

involving the fundamental concepts/practices of accounting and periodical discussions

with State Government representatives in the High Power Committee set up for the

purpose.

ix) Cadre control of ‘B’, ‘C’ & ‘D’ (MTS) categories of staff, staff welfare, recognition

of service associations, recreational activities and departmental canteen, etc., for both

the (A&E) offices.

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x) Functional and Administrative control of Pay and Accounts Office responsible for

pre-check of regular payment and pension bills, issue of cheques, maintenance of GPF

accounts of departmental employees, compilation of accounts of the A&E and Audit

offices of U.P. at Allahabad and Lucknow, finalisation of pension cases and

maintenance of Broadsheets of long term advances etc.

XI) STEPS TAKEN TO IMPROVE THE SERVICE TO STAKE HOLDERS –

OPENING OF SINGLE WINDOW CLEARANCE CELL: In order to give speedy

disposal to the grievances of Officers\Employees of Uttar Pradesh Government

pertaining to Provident Fund, Pension, Loans & Advances or any other matter, a

single window clearance cell, at the entry point of the office, was inaugurated by

Hon’ble Governor of Uttar Pradesh on 16th November, 2010 on the eve of the 150th

anniversary of Indian Audit & Accounts Department. It is functioning under the direct

control of Accountant General through the Secretary.

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CHAPTER - II

ORGANISATIONAL STRUCTURE

Shri Manish Kumar is holding the charge as Accountant General in the office of the

Accountant General (A.& E.) – I, U.P., Allahabad.

The charges of Group Officers are as under:-

i) Administration:

Shri Arvind Srivastava, Dy. Accountant General is holding the charge of the

Administration Group.

ii) Treasury Accounts :

Shri Prem Chandra, Dy. Accountant General is holding the charge of the Treasury

Accounts Group.

iii) Provident Fund :

Dr. Shailja Khare, Dy. Accountant General is holding the charge of the Provident

Fund Group.

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CHAPTER - III ADMINISTRATION COORDINATION

I- BUDGET:

The position of expenditure as against the allotment of funds for office establishment under

various Sub-heads during the year 2014-15 along with the corresponding figure for the year 2015-16

(upto March, 2016) is as under :-

Expenditure incurred during the year 2014-15

(in lacs)

Expenditure incurred during the year 2015-16

(upto March, 2016) (in lacs)

Sl. No. Sub-Heads

Budget Actual Budget Actual1 Pay & Allowances 5146.80 5146.72 5122.99 5122.99

Office expenses 140.30 140.30 193.61 193.61

Wages 0 0 0 0

RRT 0.41 0.41 0.40 0.40

Publication 11.88 11.87 17.27 17.27

Minor Work 58.17 58.17 38.68 38.68

Prof. Services 40.20 40.20 49.73 49.73

Grant-in-Aid 0 0 5.60 5.60

2

Information Technology 34.18 34.18 55.09 55.09

House Building Advance 6.90 6.90 0 0

Motor Conveyance

advance/other conveyance.

3.32 3.32 0.84 0.84

3

Computer 3.60 3.60 1.20 1.20

4 Overtime Allowance 0.05 0.05 0.05 0.05

5 Departmental Canteen

23.96 23.96 22.15 22.15

TOTAL 5469.77 5469.68 5507.61 5507.61

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II- PERSONNEL: The statement of sanctioned strength and men-in-position in various categories

as on 01.04.2016 is enclosed as Annexure ‘A’.

The position of various reserved category staff in Group ‘C’ as on 31.03.16 and the number of

staff recruited upto the month of March, 2016 is as follows :-

* Only officials below Grade Pay Rs 4200/- have been shown in Group ‘Ç’ RECRUITMENT: Following recruitments were made during the month of April 2015 to March, 2016 Post No. of Persons Data Entry Operator 15

Accountant 28 Clerk 01

Jr. Translator 02 PROMOTIONS: Following promotions were made during the month of April 2015 to March, 2016

Designation No. of Person

AO to Sr AO 04

AAO to AO 18

Clerk to Accountant 02

Sr. Accountant to AAO 04

DA to AAO 01

Sr.Acctt to Supervisor 02

MTS to Clerk 01

CONFIRMATION : No confirmation was made during the month of March, 2016.

Total No. as on 31.03.2016

Number of employees recruited during April 2015 to March , 2016 Category

Group ‘C’ * Group ‘C’

Scheduled Caste 142 06

Scheduled Tribe 04 01

Other Backward Class 104 13

Physically Handicapped 07 02

Ex-Servicemen 08 03

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RETIREMENTS : Following number of staff retired during the month of April 2015 to March, 2016

Designation No. of Person

Sr. AO 10

AO 05

AAO 09

Sr. Accountant 23 Accountant 01

Supervisor 02 Clerk 02(1Compulsory Retd.) MTS 01

SGRK 01 EXAMINATIONS : Sl. No. Name of Examination Held in Appeared Passed

1 Incentive Exam for Sr. Accountants

May – 15 133 20

2 Departmental Exam for Clerks April – 15 Oct - 15

03 08

Nil Nil

3 Typewriting Test for Serving Clerks

April – 15 July - 15 Oct - 15

Jan - 16

08 06 05 12

05 Nil Nil 02

4 Incentive Exam for Sr. Aos/Aos/AAOs

March- 15 Sept – 15

March - 16

41 22 17

04 01

Result awaited

5 CPD Test for Sr. Aos/Aos/AAOs

March- 15 Sept – 15

March - 16

49 44 27

06 02

Result awaited

6 Pre-test of SAS(main) August -2016(Civil Accounts) Jan-16 24 04

7 SAS(Supp.) Civil Audit & Civil Accounts

March -15 Sept – 15 March-16

84 84 63

05 06

Result awaited

8 Departmental Exam for Accountants

Aug – 15 Feb-16

30 17

13 Result awaited

9 Departmental Competitive Exam for Intermediate MTS to Clerk grade

Sept - 15 01 01

DEPUTATIONS : 01 Accounts Officer, 04 Sr. Accountants & 01 Accountant were sent on deputation during the month of April 2015 to March, 2016.

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SMALL SAVINGS :

Employees of our office subscribed to Post Office Monthly Small Savings Scheme and saved Rs.

2821245/- upto the month of March, 2016.

ASSOCIATIONS:

Sr. Accounts Officers/Accounts Officers (A&E) Association, Allahabad is the only

recognized service association in the office.

CASH AWARD AND MERIT CERTIFICATES:

Fifty three (53) officers/ officials , who had rendered meritorious service, were given cash

awards and merit certificates on Republic Day, 2016.

III- ORGANISATION AND METHODS:

O&M section is responsible for :-

(i) Preparation of Administrative Report :

The section is responsible for preparation of yearly Administrative Report of Office, as well as monthly updates on it and their hoisting on office website.

Administrative Report of office for the year 2014-15 is available on office website.

(ii) Conduct of studies :

The section conducts studies on the topics of office interest as suggested by Headquarter’s Office/Accountant General/Group Officers.

During the year 2014-15 a study on the topic “Internal Control Evaluation System” has been completed, in June 2015.

During the year 2015-16 a study on the topic “Problem of unposted credits and debits in

the accounts of state GPF subscribers and its solution’’ has been completed, in January 2016.

Report on conduct of studies for the quarter ending March 2015 , June 2015 , September 2015 & December 2015 sent to Headquarter’s Office on 13.04.2015 , 10.07.2015 , 06.10.2015 & 06.01.2016 respectively.

(iii) Revision of Manuals :

The section co-ordinates the work relating to revision of manuals, their digitalization and

preparation of their diglot versions. Report on revision of manuals for the quarter ending March 2015 ,

June 2015 , September 2015 & December 2015 sent to Headquarter’s Office on 10.04.2015 , 08.07.2015 ,

06.10.2015 & 06.01.2016 respectively.

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Training at RTI, Allahabad : The section assesses the training needs of office and nominates Officers/Officials for various

General and EDP training programmes to be conducted at RTI, Allahabad. The number of Officers/Officials trained upto the month of March, 2016 is as under:

Duration Sl.

No. Name of the Course From To

No. of persons

trained

1 MS OFFICE 06.04.15 05.05.15 01.06.15 22.06.15

15.04.15 14.05.15 09.06.15 30.06.15

03 03 03 03

2 IT Concepts & M.S.Office, Internet.

13.04.15 11.05.15 20.07.15 17.08.15

21.04.15 19.05.15 28.07.15 25.08.15

04 04 03 03

3 Disciplinary Proceedings, Maintenance & implementation of Rosters, DPC meeting and writing of APARs

11.05.15 15.05.15 10

4 MS Word & Power Point

08.06.15 22.06.15 03.08.15

12.06.15 26.06.15 07.08.15

05 04 04

5 Seminar on R T I Act 02.06.15 07.10.15

04.06.15 09.10.15

06

07

6 Settlement of Suspense and Remittance Balances and maintenance of Broadsheets

08.06.15 12.06.15 13

7 Advance Course on MS Access 22.07.15 10.8.15 14.9.15

30.07.15 19.0815 22.9.15

04

05

04

8 Prep. Of Fin.& App. A/c and Working of A/c Current and Book Section.

07.09.15 11.9.15 10

9 Oracle, RDBMS 11(g) with Developer 2000

01.09.15 16.11.15

11.9.15 27.11.15

06

06

10 Advance Course on MS Excel

06.10.15 12.10.15 02.11.15 01.12.15

14.10.15 19.10.15 09.11.15 08.12.15

04

04

05

05

11 Principles of Networking, Internet & Network Security Office

02.11.15 01.02.16

06.11.15 05.02.16

04

04

12 IDEA 16.11.15 14.12.15

20.11.15 18.12.15

03

04

13 Workshop on Ethics and Values in Public Governance 02.12.15 04.12.15 02

14 GASAB & Accrual Accounting 14.12.15 19.12.15 04

15 I.T. Audit & IDEA 04.01.16 08.02.16 01.03.16

15.01.16 19.02.16 11.03.16

03

03

03

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16 General Management 01.02.16 06.02.16 04

17 SQL in IDEA 14.03.16 18.03.16 06

(v)Training at Other RTIs, iCISA, BPST etc. :

The Officers/Officials for various General and EDP training programmes to be conducted at

other RTIs, ICISA, BPST etc. are nominated as desired.

IV – TRAINING:

The following Departmental and In-House Training programmes were conducted upto the

month of March, 2016:

A – DEPARTMENTAL TRAINING COURSES:

Duration Sl. No. Name of the Course From To

No. of persons trained

Level of Participants

1 Sas (Civil Accounts) 01.06.15

24.07.15

08

Sr. Acctt./

Acctt./Clerks

2 Accountant confirmatory exam

27.7.15 27.1.16

04.08.15 04.02.16

03

02 Acctt. Acctt.

3 SAS (Pre) 2016 04.01.16 13.01.16 15 Sr. Acctt./ Acctt./Clerks

4 Clerks Training 15.02.16 09.03.16 02 Clerks

B – IN-HOUSE TRAINING COURSES:

The following In-house Programmes were organized upto the month of March, 2016 :

Duration No. of persons trained Sl.

No. Name of the Course From To

No. of ½ days A.G. I A.G. II

Level of Participants

1 Working of LA/Book © section

15.04.15 17.04.15 3 13 2 AAO/Sr. Acctt./ Acctt./ Clerks

2 Monthly Civil Accounts Finance & Appropriation Accounts

22.14.15 24.04.15 3 12 3 AAO/Sr. Acctt./ Acctt./ Clerks

3 Working of Account Current & RBD Section

06.05.15 08.05.15 3 12 3 AAO/Sr. Acctt./ Acctt./ Clerks

4 Working of Budget & Deposit Section

19.05.15 21.05.15 3 10 5 AAO/Sr. Acctt./ Acctt./ Clerks

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5 Precies & Noting /Drafting in Hindi 10.06.15 12.06.15 3 8 7 Sr. Acctt./ Acctt

6 Working of GD section 24.06.15 26.06.15 3 8 7 Sr. Acctt./ Acctt./ Clerks

7 Refresher course for Fund co-ordination

13.07.15 15.07.15 3 8 7 Sr. Acctt./ Acctt

8 Office Procedure 21.07.15 23.07.15 3 8 7 Sr. Acctt./ Acctt./ Clerks

9 Awareness about ISSAI 10.8.15 12.8.15 3 8 7 Sr. A.O./A.O./A.A.O

10 Working of PC section 24.08.15 14.03.16

26.08.15 16.03.16

3 3

8

8 7

7 Sr. Acctt./ Acctt./ Clerks Sr. Acctt./ Acctt./ Clerks

11 Workshop on maintenance of broad sheet of class IV employees

27.8.15 1 9 8 AAO/Sr. Acctt./ Acctt./ Clerks

12 Course of works accounts 09.09.15 11.09.15 3 2 13 Sr. Acctt./ Acctt./ Clerks

13 Right to information of act-2005

22.09.15 24.09.15 3 8 7 Sr. AO/AO/AAO/ Sr. Acctt./ Acctt./ Clerks

14 Record Management in A&E offices and disaster Management

13.10.15 16.10.15 4 8 7 AAO/Sr. Acctt./ Acctt./ MTS

15 Disciplinary Proceeding 27.10.15 29.10.15 3 8 7 Sr. AO/AO/AAO/ Sr. Acctt./ Acctt./ Clerk

16 APAR and writing of performance Appraisals

04.11.15 05.11.15 06.11.15 28.03.16

30.03.16

1 1 1 3

8 8 8 24

7 7 7 21

Sr. A.O./A.O./A.A.O Sr. A.O./A.O./A.A.O Sr. A.O./A.O./A.A.O Sr. Acctt./ Acctt./ Clerks

17 New Pension Scheme 18.11.15 20.11.15 3 10 5 Sr. Acctt./ Acctt./ Clerks

18 Workshop on change in mindset 9.12.15 11.12.15 3 8 7 Sr. AO/AO/AAO/ Sr. Acctt./ Acctt./ Clerk

19 Working of PAO section 21.12.15 23.12.15 3 8 7 Sr. Acctt./ Acctt./ Clerks

20 BEMS 28.12.15 31.12.15 3 8 7 Sr. Acctt./ Acctt./ Clerks

21 Training Course for MTS 18.01.16 20.01.16 3 8 7 MTS

22 Seniority and Promotion 27.01.16 29.01.16 3 8 7 AAO/ Sr. Acctt./ Acctt./ Clerks

23 Working of pension co-ordination 08.02.16 10.02.16 3 5 10 Sr. Acctt./ Acctt./ Clerks

24 Working of G.E. Section 23.02.16 24.02.16 3 8 7 Sr. Acctt./ Acctt./ Clerks

25 Maintenance of broadsheets of HBA/MCA 07.03.16 09.03.16 3 8 7

AAO/ Sr. Acctt./ Acctt./ Clerks

26 Data Entry Operator Training 23.02.16 04.03.16 8 7 5 DEOs

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C – EDP – TRAINING COURSES:

The following training programmes in Computer courses were conducted upto the month of

March, 2016:

No. of persons trained S.N. Name of the course No. of

Courses AG –I AG –II

Level of participation

1. MS Office (word, Excel Access, Power Point) & Internet- e-mail

01

01

01

01

06

06

06

06

06

06

06

06

Sr.Acct./Acct.

Sr.A.O./A.A.O.

Sr.Acct./Acct/clerks

Sr.A.O./A.O./A.A.O.

2 Special course on MS word and Hindi English type

01

06

06

Sr.Acct./Acct/clerk

3 Special course on ALPM 01

01

05

06

06

06 Sr.Acct./Acct/clerk of fund wing

4 Special course on MS Access & Awareness on IT Security

01

01

01

01

06

06

06

06

06

06

06

06

Sr.A.O./A.O./A.A.O.

Sr.Acct./Acct/clerk Sr. Acctt./ Acctt./ Clerks

Sr. Acctt./ Acctt./ Clerks

5 Training on MS word for beginners with Hindi and English type

01

01

01

06

06

06

06

06

06

Sr.Actt./Actt./clerk

Sr.Acct./Acct/clerk

Sr.Acct./Acct/clerk

6 Special course on MS Excel & Awareness on IT Security

01

01

01

01

06

06

06

06

06

06

06

06

Sr.Actt./Actt./clerk

Sr.A.O./A.O./A.A.O.

Sr.A.O./A.O./A.A.O.

Sr.A.O./A.O./A.A.O

7 Special Course on VLC 01

01

06

06

06

06

Sr.Actt./Actt./clerk of TAD wing

Sr.Actt./Actt./clerk of TAD wing

8 Special Course on ALPM 01

01

06

06

06

06

AAO/Sr.Actt./Actt./clerk of Fund wing

Sr.Actt./Actt./clerk

9 Training for DEOs 01 07 05 Newly Appointed DEOs

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V - I.T. CORE Group:

An I.T.Core Group functions to look after all the computer hardware and software

requirements of the office and matters related to purchase, physical verification and Annual

Maintenance Contract. Maintenance of Computers, UPS, Printers and Servers and networking is being

done by computer cell through AMC. Inventory of software and hardware is also being maintained.

An office Intranet has been established in this office. All manuals, Gradation List , Leave Account,

Circulars & office orders etc. have been hosted on Office Intranet and is being updated on day to day

basis. Diary & Dispatch software developed in house has since been installed successfully and

working properly.

This office has provided on line facility for serving Officials/Officres to view and download

the pay slip every month from the office website wef. July ,2015.

All type of payments related to serving and retired officeres/ officials of this office and third

party vendors are transmitted directly to their bank account through RTGS and the payees are also

informed about the payment through SMS on their mobiles.

Besides this, the persons receiving payment by cheques are also being intimated about issue of

cheques through SMS on their mobiles..

NO. OF HARDWARE UNDER AMC :

Sl.No. Name of Hardware No. 1 Computers 484 2 UPS 214 3 Printers 108

4 Servers 16

VI- HOUSE KEEPING COMPUTER CELL:

There is a house keeping computer cell responsible for preparation of pay bills etc. and for developing

software for use in the office. It has developed/implemented software for pay rolls, stock records,

service records/ gradation lists, AMS, various returns to Headquarters, complaints monitoring and

library information system.

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VII – PAY AND ACCOUNTS OFFICE:

The quantum of work done during the period from April,2015 to March, 2016 is as under:-

Sl. No. Name of Work Quantity

1 No. of Cheques issued 4521

2 No. of Pensioners drawing pension from PAO 403

3 No. of bills including pension bills passed 9658

4 No. of GPF A/cs maintained 2836

5 Issue of Annual A/cs Slips for the year 2014-15 issued in June

2015

6 No. of pension cases including family pension cases finalized 144

Broadsheet of long term advances

Number of loans sanctioned during the period from April

to March, 2016

Number of No dues certificates issued during the period from April to March,

2016

House Building Advance 06 41

Other Motor Cycle Advance 05 07

Car Advance Nil 01

Computer Advance 15 03

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CHAPTER IV

ACCOUNTING FUNCTIONS Treasury Accounts Department (T.A.D.)

The main task of the TAD coordination is the preparation of Monthly Civil Accounts and Annual Accounts (Finance and Appropriation Accounts) of Govt. of U.P. It also renders assistance to the State Government in the preparation of their Annual Budget. Schedules and Vouchers in support of receipt and payment on government account through 6536 DDOs are furnished as initial accounts by 79 treasuries and other offices (IRLA, etc.). Organization

The work of the coordination is carried out through the following sections :-

1. Treasury Miscellaneous Sections:

There are two Treasury Miscellaneous (TM) sections viz TM-I & TM-II. TM-I section gives opinion to State Government wherever sought on financial matters, rules

and regulations etc. The section prepares agenda for High Power Committee and co-ordinates conduct of Treasury Workshop, prepares half yearly bulletin and material for Administrative Report. The work of implementation of IFMS is also pursued in TM I section. It maintains three broadsheets – two for Reserve Bank deposit and one for N-Cash balances for clearing and adjusting the outstanding differences of RBD. The section sends annually a report on Review of Balances in respect of figure of RBD State –Major Head – 8675 to Book Civil section for further necessary action.

TM-II section is responsible for control and deployment of staff and assigning work among sections of the coordination, sending quarterly report on complaint cases to Headquarters’ office, monitoring embezzlement and court cases and sending of specimen signatures of Sr. Accounts Officers/Accounts Officers (issuing payment authorities to Treasuries in the State), sending periodical reports to H.Qrs. office on the state of the work of the office, performance indicator report of TAD coordination and submission of Annual Target & Half-Yearly Achievement Report of the wing to Headquarters. Work related to KFA/KRA is also done by this section. 2. Compilation General Branch:

There are three Compilation General Sections viz Comp G-I, Comp G-IV & Comp G-V. The primary function of Compilation General I Section is to ensure correctness of Accounts after going through the subsidiary records received along with the Abstract of Major head totals. A total of 5 broadsheets are maintained by these sections. L.O.P. / cash accounts received from all the 79 treasuries received in the section from Departmental Compilation section after posting of the same in computer where they are kept safe for two years. The section prepares month wise list and makes them available to DC sections on demand. The section transmits more than two years old LOP/CA accounts to record room. It also helps Book Civil section in checking of monthly civil accounts. It also procures details of unadjusted amounts under 8658 Suspense Accounts – 111 DAA Suspense each month after closing of monthly civil accounts under each Major Head and sends it to concerned DC sections for clearance. Liaisoning of any issue pertaining to DAA Suspense between the A&E offices, monitoring and control over suspense balances is done by the section. The section is also responsible for sending of fortnightly report on rendition of MCA, Finance Account & Appropriation Account of the State Government on 5th and 20th of each month to Headquarter’s Office.

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Comp G-IV & V sections receive and check the initial account of 1st and 2nd list rendered from 79

treasuries of the transactions relating to the State Govt. Department, except the Department of Works,

Forest and Irrigation. Thereafter the accounts received from treasuries are sent to concerned DC

sections for detailed accounting. The treasury accounts pertaining to Pension, A.C, L.A. and deposit

sections are sent to the concerned sections directly by Comp.(G) IV & V sections.

3. Voucher Level Computerization (V.L.C.)

VLC-EDP section is providing interface between system and user to remove irritants while

working on the software and to obtain backup of daily/monthly data and preserve the backup media in

fire proof safe at D.A.G./Admn. cell and ICISA, Noida. The section also helps in generation of

monthly civil accounts and in ensuring accuracy of figures shown in monthly civil accounts ;

monthly/annual appropriation accounts finance account etc. The section also provides data viz.

compilation sheets, consolidated abstract, capital receipts etc.in PDF format to Reconciliation Cell to

facilitate reconciliation by the government departments. Data in PDF format is also provided for

uploading in the official website. The cell is ensuring the compliance of IT Security Policy and

Backup Policy as framed by the Headquarters’ Office.

The IPAO module in treasury has been approved by the state Govt. under the IFMS the data of

LOP & Cash A/C, vouchers and challans of 78 treasuries connected through Central Server has been

downloaded from the month of December 2015 A/C.

4. Departmental Compilation Section:

There are in all 06 Departmental Compilation (D.C.) sections. They compile MCA received in

the shape of Ist and IInd list and maintain the Broadsheets of Departmental Adjusting Account

Suspense, Objection Book suspense, Long Term Advances viz. House Building Advances, Motor Car

Advances (other than Group ‘A’ officers) and Permanent Advances. They also issue no dues

certificate in respect of these advances. A total of 388 broadsheets are maintained by the DC

sections. Clearance of items kept under suspense and removal of misclassifications, objections, errors

and other irregularities are effected through reconciliation and examination of different records

obtained through correspondence and during Treasury Inspection. The reconciliation of figures

compiled is carried out with departmental figures maintained by the Controlling Officers of the State

Government, after obtaining and verifying the statement of differences from reconciliation parties

visiting this office for reconciliation purpose. All the annual and periodical adjustments in the

accounts are also carried out by the respective D.C. Sections.

The account slips pertaining to HBA,MCA and Computer Advance of the officers/ officials of State

Govt.have been issued to their DDO’s with a copy to concerned loanee for information .

The data entry work of issued ‘No Dues Certificate and Annual Statement of HBA,MCA and

Computer Advance’ of State Govt. employees is under progress in DC sections.

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5. Pension (Compilation) Section:

Pension (C) section deals with the compilation of civil pension vouchers of U.P. Treasuries

including interstate pension vouchers. Thereafter, data is fed into VLC software package. Following

heads of the Accounts are dealt with the section on manual basis in a prescribed data sheet. 2071 Pension and other retirement benefit.

0071 Contributions and other recoveries Towards Pension and other retirement benefits.

8793 Inter state Inward Suspense Accounts received from AC section to send pension

expenditure certificate to AC section.

DAA Broadsheet and OB Broadsheet total 04 Broadsheets are being maintained for M H 2071 (P) and

0071 in the section. Besides, this section arranges quarterly reconciliation of figures from Director of

Pension, U.P. Allahabad.

6. Account Current Sections:

There are three Account Current Sections – AC-II, III & IV, which handled 906 Inward

Settlement Accounts, 577 Outward Settlement Accounts and Nil P L I Accounts during the year

2014-15 . These sections maintain 26 Broad Sheets.

A new Account Code was opened as 8658-00-109-27-25 on account of receipt of carriage bill

from Deputy Financial Advisor & Chief Accounts Officer, North Western Railway, Jodhpur.

7. Loans and Advances Sections: Loans and advance wing has two sections – LA-I & II. They maintain loan registers and

Broadsheets in respect of Major Heads under Loans and Advances. These sections maintain 232

Broadsheets for the 4204 detailed loan accounts.

8. Deposit (State) Section:

This section maintains one broadsheet relating to Deposit bearing interest and Deposit not

bearing interest of the heads 8448, 8338 (Deposit of Local Funds), 8342, 8443 (Civil Deposit). On

the basis of sanctions issued by the U.P. Government, the section issues authorities which include

renewals as well as new authorities. The section also authorizes refund of Lapse Deposit Bills.

The section has reviewed the reasons of Adverse Balances appearing in the Finance Accounts

under the major head 8443-106. Details of adverse balances are obtained from VLC section and a

monthly/ quarterly report on adverse balances is sent to T.M.-II section regularly. The details of

authorities issued during 2014-2015 are as under:-

1-Renewals -27

2-Fresh authorities - Nil

9. Record Management Support (R.M.S.) Group:

A section named R.M.S. Group functions to manage the sorting, managing and transmissions of vouchers to Record Room. Bundles of Vouchers have been sent to records after Indexing & Listing. RMSG also provides vouchers to CASS/CAP section for Central Audit.

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10. Book (Civil) Section: Book (Civil) section does the scrutiny of Monthly Civil Accounts of the State Government generated by V.L.C. and after approval by the A.G. forwards the same to State Government on due dates. This section also maintains account of Internal Debt of the State Government and Loans and Advances from Central Government.

11. Report Section:

Report section prepares the Finance and Appropriation Accounts in prescribed formats. It also

arranges to get them printed in book form in English and Hindi after getting these accounts checked

and cleared by I.T.A. Section and Audit Office. These Accounts are sent to the State Government for

presentation to the State Legislature after the approval of Comptroller and Auditor General of India.

As per orders of Headquarters’ office, from 1998-99 the work of preparation of Accounts at a

Glance (English and Hindi version) and submission of the same to State Government has been

assigned to the Report section. The section issues monthly Appropriation Accounts to U.P.

Government and O/o PAG (G&SSA). Warning slips are issued by the section to each Grant

Controlling Officer.

12. Budget Section:

The main function of the Budget section is to assist the State Govt. in the preparation of its

budget. The section scrutinizes the annual budget of State Government. A monthly report on

expenditure figures of Central Plan Schemes, Centrally Sponsored Schemes and Externally aided/

World Bank Schemes is prepared for submission to O/o PAG (G&SSA) for issuing Audit Certificates

to the concerned State Government Departments. The section also prepares the Central Plan Scheme

monitoring report in respect of above scheme and sends it to O/o PAG (G&SSA) and O/o Sr. DAG

(SSA) – I, U.P., Allahabad.

13. Inspection of Treasuries/ Sub Treasuries:

The Inspection of 79 Treasuries & 207 Sub-Treasuries of the State is conducted/ managed by

Treasury Inspection Cell by five parties. The sanctioned strength of Treasury Inspection unit is as

under:

Sl. Name of Post Strength

A. Sr. Accounts Officer/Accounts Officer 05

B. Assistant Accounts Officer 10

An “Annual Review on working of Treasuries in Uttar Pradesh” is published by the wing.

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STATE OF WORK -------------------- Accounts Wing The volume of documents handled/work done during this period is given below:

Sl. Particulars Number

1 Treasury Vouchers upto February, 2016 678944

2 Transfer entries upto February, 2016 3856

Inward and Outward Settlement Accounts

(A) Inward Accounts Upto March, 2016 999

(B) Outward Accounts Upto March, 2016 5743

(C) PLI Accounts Upto March, 2016 0

4 Loan Accounts maintained upto February, 2016 4653

5 Broad Sheets maintained 659

6 Compilation of monthly Accounts Upto January, 2016 11

Personal Ledger Accounts for which A.G. issued authority:

(A) New PLAs Upto March, 2016 07

(B) Renewals Upto March, 2016 19

Adverse Balances Clearance Cell (A/c month 01/2016) C.B.= 168055.33(Rs.in lakhs) 8

Amount cleared (Rs.in lakhs) 11779

RMSG

(A) Month up to which bundles sent to Record/Library 10/20149

(B) Month up to which vouchers provided to Audit parties 11/2015

Report Section

(i) Finance & Appropriation Accounts for the year 2014-15

(A) Signed by C&AG on 20.11.2015

(B) Presented to the State Legislature on 06.03.2016

(ii) Accounts At A Glance for the year 2014-15

(A) signed by the Accountant General on 22.01.2016

10

(B) sent to the State Government on 15.02.2016

Treasury Inspection

(A) No of Treasuries inspected Upto March, 2016 79

(B) No of sub-Treasuries inspected Upto March, 2016 20711

© Annual Review on working of Treasuries in Uttar Pradesh 2014-15Budget section

(A) Scrutiny of Budget Completed for FY 2015-16

(B) monthly report on expenditure to the State Government Sent for the month of 02/ 2016

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© Budget estimates Prepared and sent to UP Govt. for FY 2016-17

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13 R.B.D.Cell

of outstanding differences upto February, 2016 under R.B Deposits were as under: Clearance

and adjustments

Sl

No

particulars Dr Amount

(in crores)

Items Cr Amount

(in crores)

Item

1 Adjusted by RBI 158.64 384 145.57 480

2 Settled by AG(A&E) 83.84 23 83.84 24

Total 242.48 407 229.41 504

14 Monthly Civil Accounts of U.P. :-

Submitted to the State Government by Book C section on the dates given below:-

Number of functional DDOs in the month of February, 2016: - 4487 16 Ninth one day workshop of Drawing and Disbursing Officer and Chief Treasury Officers / Sr.

Treasury Officers was organized in the seminar hall of the office of PAG(G&SSA) Allahabad

on 22.01.2016.

Month Due Dates Dates of Despatch

March-2015 12-05-2015 12-05-2015

April-2015 25.05.2015 25.05.2015

May -2015 25-06-2015 25-06-2015

March (Supplementary)2015 30-06-2015 30-06-2015

June – 2015 25-07-2015 24-07-2015

July- 2015 25-08-2015 25-08-2015

August – 2015 25-09-2015 24-09-2015

September -2015 25-10-2015 21-10-2015

October- 2015 25-11-2015 25-11-2015

November-2015 25-12-2015 23-12-2015

December-2015 25-01-2016 25-01-2016

January-2016 25-02-2016 26-02-2016

February-2016 25-03-2016 22-03-2016

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CHAPTER V

PROVIDENT FUND Organisation: The Provident Fund Group, which performs entitlement functions relating to maintenance of G.P.F. of State Government employees, consists of 34 regular sections. Presently 07 Sr.A.Os,03 A.Os,28 A.A.Os ,170 Sr.Accountants,38 Accountants,01 Steno,10 Clerks,03 DEOs,05 Record Keepers and 28 MTS are posted in fund coordination.In order to achieve better results, certain items of work have been centralized in particular sections as mentioned below:- (i) With a view to ensuring cent percent receipt of G.P.F. schedules, G.P.F. debit vouchers and

cash challans arrangements have been made in consultation with Director of treasuries, U.P. to obtain G.P.F. schedules, cash challans and debit vouchers in separate packets from all the treasuries directly in ALPM-VI, ALPM-VII, ALPM-VIII and ALPM-II sections respectively. On receipt of these packets from the treasuries, the ALPM-VI, ALPM-VII and ALPM-VIII sections sort out major Head wise schedules and vouchers and forward to corresponding regular sections. All the debit vouchers except those pertaining to AIS officers are posted by ALPM-II .Schedules and vouchers related to AIS officers are posted by Fund-1 section.

(ii) Review of balances, closing of consolidated Broadsheets, annual adjustment of interest and accounting of T.Es. are done in Fund-20 section.

(iii) Receipt of complaint cases from Headquarter Office, their distribution to the concerned sections, watching settlement of these cases and sending fortnightly progress report to C. & A. G. are done in Fund-40 section.

(iv) After implementation of New Diary and Dispatch software for diarizing F.P. ,Milan cases and other letters, the F.P. & Milan cases are being sent directly to concerned section by Dak section from 15.01.2015 onwards. The progress in settlement of these cases are monitored by Fund-1 section , through weekly and monthly reports.

(v) For proper maintenance of records, R.M.S.G. has been formed in Fund Wing. Maintenance of G.P.F. Accounts:

i. The office of the A. G. (A&E)-I, U.P., Allahabad is presently maintaining about 1.31 lakh G.P.F. Accounts relating to subscribers of the departments of Education, Labour, Employment, Food & Civil Supplies, Police, Land Records, General administration, Community Development, Planning and statistics, Industries, Information, Panchayati Raj, Road Transport, Stamps and Registration, Jail, Scientific and Sales Tax of the U.P. Government. Besides 1252 AISPF Accounts of IAS, IPS & IFS officers of U.P. cadre are also maintained by the office of A. G. (A&E) -I.

ii. Entire P. F. Accounts have been brought under computerized system of posting with effect from. the accounting year 1994-95. These accounts are posted in DBA section.. From 09.08.2011 posting work has been assigned to Fund Manual Sections and all Sr.Accountants and Accountants are required to do the posting work as well as the work relating to final payment cases, reconciliation cases and correspondence. All the Final payment and Reconciliation cases are being processed through F.P. Module w.e.f. 1st July 2014.

iii. Annual Accounts Statements of GPF of state employees and AISPF subscribers for the year 2011-12, 2012-13, 2013-14 and 2014-15 have been hosted on office website and the hosting of statements for the year 2009-10 & 2010-11 is currently in progress. The personal details of

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the subscriber are being obtained & the computer data is being updated accordingly. The details in r/o 77.58 GPF subscribers and 67.89% AISPF subscribers have been updated in master computer till date . The subscribers may view/ print their Annual Accounts Statements by using their PIN/ Date of birth. The number of GPF account slips of state employees and of AISPF for the year 2014-15 is 117814 and 697 respectively.

Citizens Charter: monitoring of schedule management and consequent posting and reconciliation is also being

sent to Headquarters office With a view to enhance the quality of services being rendered in A&E Offices in respect of maintenance of General Provident Fund accounts a “Citizens Charter” has been formulated as per directions of Headquarters’ office. In order to watch timely redressal of complaints a quarterly report is being sent to Headquarters office from January 2004. Schedule Management: A monthly report regarding since February 2004.

STATE OF WORK

Provident Fund wing

(A) Final Payment Cases:- Position regarding receipt and clearance of final payment cases upto the month of March, 2016:-

Year Cases outstanding at beginning of year

Cases, received during the year

Cases cleared during the year

Cases outstanding as

on 31.03.16 2015-16

(01.03.16 to

31.03.16)

01 9083 8572 512

(B) Missing credit and debit items and unposted credit and debit items:-

The number of missing items and unposted items outstanding upto the end of March, 2016 is

as under:-

(C) C. & A. G. complaint Cases:-

Period O.B. Receipts Settlement C.B.

01.03.16 – 31.03.2016 10 632 602 40

(D) VFC Cases:-

Period O.B. Receipts Settlement C.B.

01.03.16 - 31.03.2016 Nil 293 290 03

Unposted credit

Unposted debit Missing credit

Missing debit

O.B. as on 01.03.2016 234721 01 576870 0

Addition 15186 01 115266 0

Clearance 46066 02 397236 0

C.B. as on 31.03.2016 203841 NIL 294900 0

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CHAPTER VI

INSPECTION UNIT Status of work

1. Triennial Review of ledger cards of G.P.F. Number of ledger cards reviewed:- 69164 (Upto the month of March, 2016)

2. Checking of Service Book Number of Service Books checked : - 428 (Upto the month of March, 2016)

3. Checking of Appropriation & Finance Accounts Completed

for the year 2014-15

4. Halfyearly review of Cash books Completed

for the period of 04/2015 to 09/2015

5.Test audit of sections upto the 03/2016

No. of sections test checked by ITA - 130 No. of Paras initially issued - 908 No. of Paras settled after verification - 619 No. of Paras finally issued - 285 -

6. Review of CAG cases - upto 03/2016 - 1669

7. Review of VFC cases - upto 03/2016 - 196

8. Review of AG cases - upto 03/2016 - 185

9. Review of DAG cases - upto 03/2016 22

10. Review of RTI cases - upto 03/2016 - 02

11. Review of Transfer of Balances cases - upto 03/2016 - Nil

12.Review of FP/RB cases upto 03/2016 Nil

13. Review of opinion cases/Milan cases - upto 03/2016 - Nil

14.Review of IT Security Completed

15.Report of ADAI reply sent to Hqr’s office

16.Half Yearly Appraisal Report Completed

17.Quardreninal cycle/ Annual of Audit Programme /Verification (2015-19) completed

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CHAPTER VII

IMPLEMENTATION OF OFFICIAL LANGUAGE POLICY Inspection of sections for progressive use of Hindi :

30 Sections of office were inspected upto February 2016 for progressive use of Hindi in official working. Quarterly/Half yearly reports:

Hindi report for the period of July 2014 to December 2014 and for the period ending on

30.09.2015 sent to Nagar Raj bhasha Karyavayan Samiti’s halfyearly meeting held in April and in

November 2015 .

Quaterly Hindi Report for progressive use of Hindi for the quarter ending 31.03.15 sent to

Headquarter on 01-07-2015.

Quaterly Hindi Report for progressive use of Hindi for the quarter ending 30.06.15 , 30.09.2015 &

31.12.2015 sent to Headquarter on 11-08-2015 , 02.11.2015 & 28.01.2016 respectively.

Hindi workshop was organized in office from 16.06.15 to 18.06.15 , 27.10.2015 to 29.10.2015 and

24.02.2016 to 26.02.2016.

Material for annual appraisal report 2014-15 sent to Headquarters’ office on 02.07.15.

Material for departmental Rajbhasha Shield related with incentive for Hindi use sent on 29.7.15

Halfyearly Report of Hindi Shikshan Yojana for the period ending 31.03.215 & 30.09.2015 has been

sent to Hqrs.on 12.08.2015 & 6.11.2015 respectively.

Meetings:

Quarterly meetings of RAJBHASHA KARYANVAYAN SAMITI of office for the quarter ending

March 2015, June 2015 , September 2015 & December 2015 were held on 29.06.2015, 06.08.2015 ,

30.10.2015 & 27.01.2016 respectively.

Hindi Pakhwara:

Hindi Pakhwara was organized from 14.09.2015 to 24.09.2015 in the office and Various

programmes and competitions were organized during the Pakhwara.

Rajbhasha Sangoshthi:

A “Rajbhasha Sangoshthi” was organized on 25.01.2016 under the chairmanship of

Accountant General.

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CHAPTER VIII WELFARE AND CULTURAL ACTIVITIES

The Welfare Branch of the office works under the Welfare Officer and attends to staff

welfare, cultural and sports activities and upkeep of office buildings of both the A&E offices.

Monitored by the Accountant General, the branch under the guidance of the Deputy Accountant

General (Admn.) plays an important role in organizing various sports and cultural activities including

appointments against sports quota with the technical help of the office recreation club.

WELFARE ACTIVITIES :

Arrangements have been made for providing treatment to Officers/officials by

Homeopath Doctor two days in a week between 1:30 P.M. to 2:30 P.M. from

24.05.2012 for maintaining their good health. Checking of B.P. levels is also being

done regularly in the Welfare section.

The welfare section has collected money from the officers/officials of A.G.(A&E) I &

II for the treatment of child of Smt. Alka Ganvir , an employee working in office of

the A.G(A&E) Nagpur and sent amount of Rupees 76850/= to her bank A/C.

National Communal Harmony day (flag day) was observed on 24.11.2015 and flags

were distributed in the office and amount of Rs 5320/-collected and transmitted to the

account of the Secretary. National Communal Harmony Organization, Ministry of

Home, Govt. of India, New Delhi from this office.

Flag day was celebrated on 7.12.2015 for the welfare of soldiers , ex.soldiers and

their families.

A discussion on the topic Holistic Health and healthy living was organized in the

office on 16.06.2015 by Dr. G.S. Tomar from Govt. Ayurvedic Mahavidalya Handia

Allahabad who gave important information about Ayurveda through power point

presentation.

Doctors of Diabetes Education Foundation (D.E.F.) medical college Allahabad

organized Diabetes Awareness Camp in the office and checked random blood

sugar, B.P. and B.M.I of Officers/officials of this office on 05-08-2015.

North zone football tournament was organized by this office from 15.12.15 to

17.12.15 in which seven I.A&A.D teams participated.

Doctors of Maruti Dental Clinic Allahabad checked teeth and gave advice about

dental problems of Officers/officials of this office on 25-08-2015.

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Doctors of Yash Hospital Allahabad checked random blood sugar, B.P.,ECG and

Eyes of Officers/officials of this office on 26-02-2016.

Women health awareness camp was organized in the office on 08.03.2016 wherein

blood pressure, random suger and other female related deceases were checked up and

advised free of cost by doctors’ team of Batsalya hospital Allahabad.

Besides this, a Sangoshthi was organized in the office on the topic Save daughter

teach daughter in which all the women officers/ officials of the office participated.

DEPARTMENTAL CANTEEN:

The departmental Canteen caters to needs of employees and arranges foods and snacks etc. at

subsidized rates and appreciable level of consumer satisfaction has been achieved.

STAFF COOPERATIVE CREDIT SOCIETY:

With a view to fulfill short term financial needs of the employees, the U.P. Civil Accounts

Staff Cooperative Credit Society is functioning since 1932. It has a very strong financial base with

2878 Share holders and a share capital of over Rs 2crores. It has a total deposit of about Rs 1.5 Crores

Under various categories such as Monthly Thrift Deposit, Term Deposit, Reserve Fund, Daughter’s

Marriage account and Employees Welfare fund. The society arranges monetary help for the marriage

of daughter of the employees and immediate relief/ex-gratia payments to the family of the deceased.

Interest is paid annually on the deposits.

Affairs of the Society are managed by an elected body consisting of a President, a Vice-

President and eleven members which is assisted by a Secretary, two Sr. Accountant, Six Accountant

and two clerks.

ACCOUNTS RECREATION CLUB:

Established in 1935, this is one of the oldest clubs in the city and caters to literary and sports

needs of the employees. The club is managed by an elected body with two Vice-presidents, General

Secretary, Assistant General Secretary, Outdoor and Indoor Games Secretaries, Treasurer, Joint

Treasurer and three Executive Members.

Since , no elected body of the Recreation Club exists presently , all the activities/tasks of

the club are being performed by the welfare section.

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