Memo.03 Revised Procedure to be adopted in payment of GPF authorizations

Cir. Memo No.03/HR.VII/2014 dt. 04-07-2014  Revised Procedure to be adopted in payment of GPF authorizations. All the DDOs are instructed to follow the revised procedure of preparing two separate bills for total authorized GPF amount duly taking necessary care in software and fly leaf registers to ensure that the two bills pertaining to each authorization are presented at time to avoid duplicate payments. Details are as follows:

Memo.03 Revised Procedure to be adopted in payment of GPF authorizations

Reference: 

1.G.O.Ms.No.137, Finance (Pen.II)Dept, Dt:31.05.2014.
2. Lr.No.AG (A&E)FM/GL.II/2014-15/606, Dt: 17.06.2014 of DAG(Acs&VLC) O/o AG(A&E) A.P and Telangana.
3. Letter No. M3/(H1)/3806/2014, dt.25-6-2014 of the DTA, AP,Hyderabad.

1. The Principal Accountant General (PAG (A&E)) Andhra Pradesh and Telangana at Hyderabad has noticed certain deficiencies on in the Government Order(GO) first cited and suggested a revised procedure of two separate bills instead of a single bill while preferring bill for payment of Final GPF authorisations as the transactions involve two different heads of account.
2. 2. Government vide G.O. Ms. No.137, Finance (Pen.II) DeptDt: 31.05.2014 has prescribed the procedure for payment of claims pertaining to GPF authorisations by the DDOs by way of single bill duly indicating the share of each state in two major heads of account i.e. 8009 and 8793-Interstate suspense.
3. According to the provisions of SR 2(e) under TR 16 of APTC “a separate bill has to be prepared when charge is debitable to more than one major head of account, but not a single bill as in the case of pay and allowances of government servant or an establishment debitable to two or more major heads when whole charge is not drawn from Revenue of the state”. The APTC Form 40, i.e the bill in which the drawl of GPF final payment has to be made can accommodate only one debit head i.e 8009. The transaction that covers two heads of account i.e 8009 and 8793 fall under different Sub Accounts. As such a single bill cannot be preferred with the above two heads.
4. Therefore, two separate bills, i.e. one under MH 8009 and the other bill under 8793, Inter State Suspense must be prepared. The Impact software presently used by DTA doesn’t provide for booking under (02) major heads with a single bill.
5. Therefore, all the DDOs are instructed to follow the revised procedure of preparing two separate bills for total authorised amount duly taking necessary care in software and fly leaf registers to ensure that the two bills pertaining to each authorisation are presented at time to avoid duplicate payments. One bill debitable to MH 8009 is to be supported by attested copy of authorisation and copy of the each other bill debitable to MH 8793 should be attached with original authorisation. It is also instructed to the Payment Authorities to (i) honour both the bills and ensure that the total payment does not exceed the total of that particular authorisation (ii) ensure correctness of classification of the debit i.e. MH 8009 or MH 8793 as the casMe may be and (iii) transmit debit vouchers to AGs Office along with the relevant sub-account to enable prompt reimbursement from the other successor State Government. The DDOs and the Payment Authorities should also record the transaction I.D. (token number/voucher number) in both the bills as a cross reference to each other.
6. 6. Similar procedure should also be adopted for all payments made under the Social Security-cum-Provident Fund Scheme (Booster Scheme) under MH 2235.

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