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GOVERNMENT
OF ANDHRA PRADESH
DEPARTMENT
OF SAINIK WELFARE
OFFICE
ORDER NO : 1/2007
DUTIES
OF STAFF IN THE DIRECTORATE
Introduction
The
Director General Resettlement, Ministry of Defence, New Delhi has
the over-all responsibility for resettlement of Ex-service personnel
including officers, disabled Ex-servicemen, their families, widows
of Ex-servicemen and their dependents. The Welfare work including
care and help required by Ex-servicemen, their families and families
of serving/deceased Armed Forces Personnel is undertaken by the
Kendriya Sainik Board, New Delhi. The Kendriya Sainik Board is
presided over by Raksha Mantri and has other Ministers in the
Ministry of Defence as members. State Chief Ministers and State
Ministers, In-charge of Resettlement of Ex-servicemen are members of
Kendriya Sainik Board. At the State level, Rajya Sainik Board
undertake various welfare measures in respect of Ex-servicemen and
their dependents of the State. The Director of Sainik Welfare is one
of the Heads of the Departments and declared as an independent
Director. The Department of Sainik Welfare functions under
administrative control of Home Department at Secretariat level.
Functions
The
main functions of the Sainik Welfare Department are as under :
Co-ordinating
work of Zilla Sainik Welfare Offices in the State.
Promoting
measures of Welfare & Re-settlement of Ex-servicemen and
families of Serving and deceased Armed Forces Personnel.
Administration
of various funds placed at its disposal
Dissemination
of information to general public regarding Armed Forces in the
Country and taking measures to arouse Intelligent interest in the
Armed Forces amongst members of general public.
To
attend to welfare work pertaining to Ex-servicemen and their
dependents in accordance with rules and instructions prescribed by
the Central and State Governments.
3. There is a need to
spell out duties of various functionaries in the Directorate in
unambiguous manner so that all employees are quite clear of what is
expected of them and discharge their functions effectively.
4. Authorisation
of Staff.
The
authorized staff strength of the Directorate of Sainik Welfare is as
under :
(a) Director
- 1 (one)
(b) Assistant
Director (AD) - 1 (one)
(c) Placement
Officer (PO) - 1 (one)
(d) Assistant
Accounts Officer (AAO) - 1 (one)
(e) Superintendents
- 5 (Five)
(f) Senior
Assistants - 6 (Six) (g) Junior Assistants - 9
(Nine)
(h) Junior
Steno - 1 (One) (j) Typists - 3 (Three)
(k) Record Assistant - 1 (One)
(l) Roneo
Operator - 1 (One) (h) Driver - 1 (One)
(j) Office Subordinates - 5 (Five) (k) Watchman - 1
(One)
(l) Sweeper
- 1 (One)
-----------------------------------
Total
4 Officers + 34 (Thirty four)
------------------------------------
5. Sections
in the Directorate.The Directorate is divided into –05-
sections as given below :-
(a) Establishment
and Administration section.
(b) Accounts
section.
(c)
Schemes section including Employment & Self-employment scheme.
(d) Special
Fund section.
(e) Grants
section.
6. Duties
of Director. The Director, Sainik Welfare is responsible to
the Government of Andhra Pradesh and Kendriya Sainik Board, New Delhi
for efficient functioning of the Department. His other functions are
as given below :-
(a) To
ensure Government orders issued from time to time pertaining to the
Sainik Welfare Department are implemented.
(b) To
coordinate functions of all 23 Zilla Sainik Welfare Offices.
(c) To
familiarize himself with problems of Ex-Servicemen, their families,
widows and families of serving soldiers by visiting the districts
from time to time. He shall project the same to the Government and
Kendriya Sainik Board.
(d) To
carry out annual inspection of 23 Zilla Sainik Welfare Offices.
(e) As
Secretary of Special fund for Reconstruction and Rehabilitation to
carry out welfare activities with funds placed at the disposal of
Directorate by State Managing Committee as per bye-laws of special
fund. He shall also convene meetings of State Managing Committee at
regular intervals.
(f) To convene Rajya
Sainik Board meetings from time to time.
(g) To
maintain liaison with HQ Andhra Sub Area for welfare of
Ex-Servicemen, their dependents and widows.
(h) To
maintain liaison with various employers in the State of Andhra
Pradesh for getting employment opportunities for eligible
Ex-Servicemen.
(j) To
organize training events for employees in the Directorate for their
continual improvement.
(k) To
provide assistance to Ex-Servicemen for self-employment schemes.
(l) To
organize Flat Day function on every 7th December of the
year and ensure collections/contributions from public received are
deposited in Nationalised banks as per bye laws of special fund.
(m) To
organize other important functions such as Op VIJAY, Op CACTUS LILY
etc.
(n) To
attend Kendriya Sainik Board meetings and Civil Military Liaison
Conference meetings.
(n) To
project requirement of funds for various welfare activities to the
State Govt and Kendriya Sainik Board.
To
exercise functions of Head of Department.
7.
Duties of Asst Director (AD). He shall assist the
Director in discharge of his responsibilities. His other duties are
as given below:-
(a) General
supervision over the whole Directorate both with regards to
functioning and discipline. All correspondence both incoming and
outgoing except confidential and secret will pass through Assistant
Director.
To
make himself conversant with more important files pending in each
section and see that these are not delayed.
c) To
inspect Personal Registers and see that they are properly maintained.
(d) To
check for any tendency for delay and bring to the notice of the
Director, cases of abnormal delay or irregularities.
(e) To
hold confidential documents and confidential records. A register of
confidential documents will be maintained by the Assistant Director.
(f) To
process all files, note files pertaining to policy matters,
administrative matters, financial sanctions and meetings.
(g) All
correspondence to higher authorities shall be got approved by the
Director and Asst Director shall take action as per instructions of
Director. He will attend to various meetings on behalf of Director
whenever detailed.
(h) All
administrative matters pertaining to Department stores, equipment,
and transport shall be attended by him.
(j) All
t matters pertaining to establishment section.
(k) To
sign routine correspondence and also fair copies of the
letters/drafts which have been approved by the Director.
(l) To
co-ordinate work of all sections in the Directorate.
(m) To
initiate Annual Confidential Reports of Superintendents in the
Directorate.
(n) He/she
shall sanction casual leave to the staff members from superintendents
and below.
(o) To
attend to correspondence pertaining to Kendriya Sainik Board
Meetings/ Rajya Sainik Board meetings.
(p) To
attend to work pertaining to certain schemes i.e. self employment
schemes etc.
(q) To
perform other duties that may be assigned to him by the Director from
time to time.
8.
Duties of Placement Officer (PO).
Placement
Officer is responsible for entire work relating to employment of
Ex-servicemen of the State against posts reserved for Ex-servicemen
in Central Government Departments/Undertakings, State Government
Departments/Undertakings/Local Bodies including private sector
concerns.
To
sponsor names of Ex-servicemen for vacancies sought by empoloyers as
per rules and instructions in force.
To
attend to all correspondence pertaining to employment and self –
employment of Ex-servicemen.
All
correspondence to higher authorities shall be got approved by the
Director and taken action as directed.
To
initiate various returns/reports on employment and self-employment
of Ex-servicemen to Director General Resettlement, New Delhi etc, as
per instructions on the subject.
To
attend to certain schemes as entrusted by the Director. He shall
monitor reservations for Ex-servicemen in employment.
To
monitor reservations in various Educational Institutes for admission
of children of Ex-servicemen under CAP category. He shall also
represent the Director for counseling sessions to verify eligibility
of candidates under CAP category.
To
attend and sign routine correspondence.
To
sign fair copies of letters/drafts which have been approved by the
Director.
To
attend various meetings on behalf of the Director, whenever
detailed. He will check Personal Registers of individuals of
sections placed under his charge and see that they are properly
maintained.
To
interview persons calling on this Directorate to sort out various
problems pertaining to resettlement/employment.
To
assist Assistant Director in conducting various meetings such as
Rajya Sainik Board /State Managing Committee meetings etc.
To
perform other duties that may be assigned to him by the Director
from time to time.
9.
Duties of Asst Accounts Officer (AAO).
Asst
Accounts Officer is responsible for all financial matters /
transactions pertaining to Government moneys and Special Fund.
To
prepare budget estimates of entire department relating to Plan and
Non-plan schemes.
To
discharge duties of drawing officer as specified by Finance
Department of the Government.
To
scrutinise departmental schemes generally and all proposals for
fresh expenditure in particular from financial and accounts point of
views.
To
project funds required by the Directorate and 23 Zilla Sainik
Welfare Offices on account of pay, allowances, contingencies to the
Government. On receipt of budget, suggest allocation. While
recommending to the Director budget allotment to various Zilla
Sainik Welfare Offices, he shall keep in mind additional
requirements such as arrears of rent, wages etc.
To
scrutinise proposals for transfer, re-appropriation of funds from
one head to another, before they are sanctioned by the Head of
Department and forwarded to Government.
To
act as drawing officer on behalf of the Head of Department in
respect of all claims relating to pay, traveling allowances and
other allowances of office staff and office contingencies.
To
advise Gazetted officers of the department regarding drawal of their
personal claims and assist them in preparation of their bills when
sought for.
To
deal with audit inspection reports, test audit notices and audit
objections and take action to rectify and prevent
irregularities pointed out by the Accountant General.
To
maintain service books of Class-III Government servants and service
rolls of class-IV Government servants and keep leave accounts of
both classes.
To
keep Government moneys in his/her custody and make payments out of
them on account of pay, allowances, contingencies etc,
wherever such payments are in conformity with financial rules.
To
furnish to the Accountant General / PAO certificate of permanent
advance as required by the rules on the subject.
To
render advise on any matter involving financial implications to the
Director.
To
reconcile accounts of the Department with those maintained by the
Accountant General / Pay and Accounts Officer.
To
carry out annual inspection of all accounts maintained by 23 Zilla
Sainik Welfare Offices and ensure that funds are expended and
accounted as per laid down financial norms of Finance Dept.
To
investigate any irregularities revealed by inspection of accounts of
subordinate offices and recommend to the Director appropriate action
to be taken for any serious irregularities.
The
Asst. Accounts Officer shall be responsible for entire
accounting of Special Fund for Reconstruction and Rehabilitation
of Ex-servicemen.
To
submit all applications for leave other than casual leave to the
Director of Treasuries & Accounts through the Director, Sainik
Welfare Department and he shall submit casual leave application to
the Director, Sainik Welfare Department.
To
carry out any other duties assigned by the Director from time to
time.
10.
General Duties of Heads of Sections : (Superintendents)
Supervision
and control of all the staff in the section.
To
attend to all files submitted by staff of the section.
Be
responsible for style and accuracy of notes and drafts originating
from the section and quote rule position whenever drafts are put up
to superior officers giving his/her specific recommendation on the
subject matter without fear or favour.
He/she
must not submit a wrong note after simply adding his/her own note
correcting the clerk’s note. Superseded note should generally be
destroyed. If the Head of section thinks it necessary, superseded
note may be kept at the bottom of the entire bundle. The clerk
concerned and the Head of section concerned will both put their
initials at the left hand corner below each note.
To
ensure that papers are typed, checked and sent for signature of the
Director/Asst Director/AAO and on receipt after signature these are
despatched with least possible delay. It is also his/her duty to see
that carbon copies and duplicate copies are legible.
To
check personal registers once in a week and ensure that no avoidable
delay occurs.
He
or she will check files in the custody of clerks once in fifteen
days and ensure that they are maintained correctly and action on
pending letters is taken promptly. Any delay or irregularity will be
reported to the Asst Director.
To
peruse the Andhra Pradesh Gazette carefully and invite attention of
the Director/Asst Director to anything of importance in it.
To
ensure stock files on policy matters, important orders, instructions
are maintained for ease of reference and kept update. Each stock
file will have an index of contents, giving number, date of each
paper of the file and where it is to be found.
To
assign specific responsibility to Senior Assistant, Junior Assistant
and other staff members of his/her section.
To
ensure his/her section is kept clean and tidy.
To
ensure all old and current records, files and documents are properly
maintained.
To
recommend all types of leave applications to Asst Director for
sanction.
To
exercise responsibility for over all discipline and functioning of
the section.
To
redistribute work within the section whenever any staff member
proceeds on leave.
To
brief Asst Director on any developments in the section from time to
time and seek his/her guidance on all matters pertaining to the
section.
To
submit details/data /information to the Director/Asst Director
pertaining to his / her section for any meetings/discussions.
Bring
to notice of the Director/the Asst Director any non-conformity to
Government rules and regulations noticed in the functioning of Zilla
Sainik Welfare Offices.
To
carry out quarterly stock taking of all files, documents,
publications, records pertaining to the section.
To
ensure particulars of letters received or despatched are entered in
the section inward and outward registers.
To
maintain all furniture, office requisites etc allotted to the
section.
To
put up to Director/Asst Director, draft reply 24 hrs in advance for
any letter / document received from the Government for which a time
bound reply is required to be furnished.
To
ensure fire precautions elucidated in Appendix C of District Office
Manual are followed in his / her section.
In
case Superintendent retires or proceeds on long leave, senior most
Senior Assistant (in case two are present) shall assume the duty of
Superintendent.
11.
Section-wise allotment of personnel is as under :-
(a) Establishment
and Administration section:
The
section shall be called and will function as ‘E’ SECTION.
i)
Superintendent - E/Estt
ii) Senior Assistant - E1/Estt
iii) Junior Assistant - E2/Estt
iv) Junior Assistant - (Tappal) (Inward)
v) Junior Assistant - (Tappal) (Outward)
(b) Accounts section:
The
section shall be called and will function as ‘A’ SECTION.
i)
Superintendent - A/Accts
ii) Senior Assistant - A1/Accts
iii) Junior Assistant - A2/Accts
iv) Junior Assistant - A3/Accts
(c) Schemes
section including Employment & Self-employment
Schemes(Welfare
Activities):
The
section shall be called and will function as ‘W’ SECTION.
i)
Superintendent - W/Sche
ii) Senior Assistant - W1/Sche
iii) Senior Assistant - W2/Sche
iv) Junior Assistant - W3/Sche
(d) Special
Fund section :
The
section shall be called and will function as ‘S’ SECTION.
i)
Superintendent - S/Spl.Fd
ii) Senior Assistant - S1\Spl.Fd
iii) Junior Assistant - S2\Spl.Fd
iv) Junior Assistant - S3\Spl.Fd
(e)
Grants section:
The
section shall be called and functioned as ‘G’ SECTION.
i)
Superintendent - G\Grants
ii) Senior Assistant - G1\Grants
iii) Junior Assistant - G2\Grants
Duties
of staff
12.
The duties of staff of Establishment and Administration section are
as under :-
Superintendent
(E). Shall perform under mentioned duties in addition to the
duties listed out at Para 10.
Supervision
and control of all the staff of his/her section and also the general
supervision of the staff of the Directorate.
All
matters relating to establishment, discipline, postings, transfers
of Gazetted, Non-Gazetted, Class-IV employees of this Directorate
and Zilla Sainik Welfare Offices.
Review
of stamp account and Despatch register,
distribution register, fair copy register of typists, attendance and
late attendance register, to check maintenance cards of typewriters.
To
check Personal Registers and periodicals etc.
Maintenance
of service registers of all staff members of the Directorate.
Reports
and returns pertaining to Establishment section.
Safe
custody of Annual Confidential Reports of Officers and staff.
Maintenance
of telephones, stationery, equipment, furniture, computers and
peripherals etc.
Any
other work that may be assigned from time to time.
Senior
Assistant (E1).
Appointments,
postings, transfers, promotions, discipline and service matters
pertaining to Gazetted, Non-Gazetted and Class-IV employees of the
Directorate and subordinate offices.
All
cases of fixation of pay of employees working in the entire
Department.
Correspondence
relating to Pay Revision Commission, One Man Commission, Annual
Confidential Reports etc.
Maintenance
of service registers of all staff of the Directorate.
Correspondence
relating to continuation of temporary posts, making the posts
permanent, creation of additional staff, telephones etc.
Correspondence
of rents of office accommodation of Directorate and Zilla Sainik
Welfare Offices.
Initiation
of Plan Schemes.
Correspondence
of cases relating to pension of employees in the entire Department.
Maintenance
of relevant stock files.
Any
other work that may be assigned from time to time.
Junior
Assistant (E2).
Subject
of all kinds of leaves in respect of Gazetted, Non-Gazetted and
Class-IV employees working in the Directorate and Zilla
Sainik Welfare Offices.
Correspondence
of sanctions relating to Leave Travel Concession.
Correspondence
of sanctions relating to furniture, office expenditure, local
purchase of stationery etc pertaining to Directorate and Zilla
Sainik Welfare Offices.
Procurement
of stationery, equipment, typewriters, furniture, transport and its
correspondence.
Inspection
reports, tour programme of the Director and move sanctions of all
staff of the Directorate and subordinate offices.
Maintenance
of all periodicals, returns and reports.
Miscellaneous
correspondence.
Any
other work that may be assigned from time to time.
Junior
Assistant (Tappal /Inward).
Opening
& distribution of tappals.
Maintenance
of inward register, distribution register, register of registered
post received, register of telegrams received.
Any
other work that may be assigned from time to time.
Junior Assistant (Tappal / Outward).
Despatch
and maintenance of connected registers.
Stamp
account and maintenance of stamp account register.
Maintenance
of local delivery and tappal register.
Any
other work that may be assigned from time to time.
13. Accounts
Section :The duties of staff of Accounts section are as under
:-
Superintendent
(A). Shall perform under mentioned duties in addition to the
duties listed out at Para 10.
Supervision
and control of all the staff of his section.
To
attend all files submitted by the staff of his section.
Correspondence
pertaining to all Government accounts, Budget both Non-Plan and
Plan, distribution of budget under relevant heads in the Directorate
and to 23 Zilla Sainik Welfare Offices, revised estimates,
re-appropriation funds, additional funds, Budget speech, performance
of Budget note etc.
All
claims pertaining to Directorate, TA bills of subordinate offices,
GPF and APGLI and all loans and Advances.
Reconciliation
of Departmental figures in respect of Directorate and subordinate
offices, claiming of Centre share on the maintenance of the
Department and its correspondence.
Accountant
General’s audit report and audit reports of subordinate offices
carried out by the Accountant General and its follow up action.
Maintenance
of all relevant registers and cash chest
To
check Personal Registers and periodicals of his section.
Maintenance
of stock files of the section
Any
other work that may be assigned from time to time.
Senior
Assistant (A1).
Budget
estimates, revised estimates, distribution of budget, demand for
additional funds, appropriation of allotted funds, information
sought for budget speech / performance budget, number statement etc.
All
work relating to reconciliation of figures in respect of Directorate
and subordinate offices with AG/PAO.
Re-imbursement
of Central Govt’s share on maintenance of the Department.
Maintenance
of relevant registers/periodicals/reports and returns.
Maintenance
of relevant stock files.
Maintenance
of Personal Register.
Any
other work that may be assigned from time to time.
Junior
Assistant (A2).
All
claims pertaining to the Directorate i.e., Pay and allowances and TA
Bills, wages, water and electricity, rents, service postage stamps,
telephones, other office expenditure claims, GPF, LTC, Ex-gratia,
loans and advances of all kinds etc.
Maintenance
of cash book, acquittance register, permanent advances and
un-disbursed pay register etc.
Maintenance
of relevant registers and stock files / periodicals.
Disbursement
and handling of cash.
Any
other work that may be assigned from time to time.
Junior
Assistant (A3).
Correspondence
on Accountant General’s audit report and follow-up action and
audit reports of sub-ordinate offices carried out by the Accountant
General and all correspondence relating to the subject.
All
correspondence relating to loans and advances, GPF, APGLI, Employees
welfare fund etc.,
Scrutiny
of TA bills in respect of sub-ordinate offices and forwarding them
to the respective district officers after counter signature of the
Director.
Maintenance
of relevant registers, files and reports.
To
assist the Senior Assistant in reconciliation work.
Any
other work that may be assigned from time to time
14. Schemes
Section including Employment & Self-employment Schemes:
The duties of staff of
Schemes section including Employment & Self-employment schemes
are as under :-
Superintendent
(W). Shall perform the under mentioned duties in addition to
those listed out at Para 10.
Supervision
and control of all the staff of his/her section
To
attend to all files submitted by his/her section.
All
work relating to employment of Ex-servicemen, monitoring
reservations for Ex-servicemen in employment in Central/State
Government undertakings, Establishments, Departments, Local bodies
and private concerns.
Sponsoring
of Ex-servicemen, disabled Ex-servicemen for employment,
Correspondence
on policy and procedures relating to employment assistance,
utilization of reserved vacancies for Ex-Servicemen.
Correspondence
on Rajya Sainik Board/Kendriya Sainik Board meetings, agenda points
and follow-up action.
Correspondence
on definition of Ex-servicemen
Correspondence
on fixation of pay of re-employed Ex-servicemen
Matters
pertaining to Ex-servicemen Associations.
Correspondence
on CSD (I) Canteens.
Receipt
and despatch of Punarvas magazines, publicity material received from
Kendriya Sainik Boards and concession booklets
Correspondence
on seats reserved for Children of Armed Forces Personnel (CAP) by
various educational institutions. Nomination of members for checking
various certificates during counselling.
Correspondence
on compassionate appointments of War widows and battle casualities
and of dependents of those killed in action etc and extending
various concessions to such personnel.
Census
of Ex-servicemen and their dependents and widows of Ex-servicemen.
Correspondence
on assignment of land, house sites, Industrial plots and other
concessions extended to Ex-servicemen including allotment of Army
Surplus Vehicles.
General
welfare work relating to pensions, family pensions, AGI, final
settlement of accounts, medical facilities, Re-Survey Medical Boards
cases, Identity cards, legal protection, rent control act, duplicate
discharge certificates, Gallantry awards, etc.
Equation
of service trades, civil trades and qualification of Ex-Servicemen.
Civil
Military Liaison Conference (CMLC) and follow-up action.
Self-employment
schemes i.e., SEMFEX-I & II, Resettlement Training schemes etc
available to Ex-Servicemen.
Pre-recruitment
training for youth of Andhra Pradhesh.
To
check Personal Registers, Periodicals and initiation of Reports &
Returns pertaining to his/her section.
Maintain
stock files of the section.
Any
other work that may be assigned from time to time.
Policy
matters relating to the above subjects
Senior
Assistant (W1).
Entire
work relating to employment of Ex-servicemen, monitoring
reservation, co-sponsoring powers, registration etc.
Correspondence
on policy and procedures relating to employment and utilization of
reserved vacancies.
Maintenance
of relevant registers/periodicals, reports & returns.
Correspondence
on CSD (I) canteens
Matters
pertaining to Ex-servicemen Associations
Equation
of service trades, civil trades and qualification.
Court
cases relating to the above subjects
Any
other work that may be assigned from time to time.
Senior
Assistant (W2).
Monitoring
of reservation of seats for admission into various courses under CAP
category.
Maintenance
of relevant registers/periodicals, reports & returns.
Correspondence
on Kendriya Sainik Board / Rajya Sainik Board meetings, agenda,
minutes and necessary follow-up action.
Civil
Military Liaison Conference (CMLC) and follow-up action.
Policy
matter relating to the above subjects.
Extension
of various benefits to War widows and their dependents
Correspondence
on Self-employment schemes i.e.,SEMFEX-I & II, Resettlement
Training schemes etc.,.
Maintenance
of relevant registers/periodicals, reports & returns, stock
files.
Court
cases relating to admissions
Any
other work that may be assigned from time to time.
Junior
Assistant (W3).
General
welfare work relating to pensions, family pensions, AGI, final
settlement of accounts, medical facilities, Re-Survey Medical Boards
cases, Identity cards, legal protection, rent control act, duplicate
discharge certificates etc.
Census
of Ex-servicemen and their dependents and widows of Ex-servicemen.
Subjects
pertaining to assignment of lands, house sites, Industrial plots and
other agencies to Ex-servicemen including Army Surplus Vehicles.
Any
other work that may be assigned from time to time.
15.
Special Fund Section : Duties of staff of Special
Fund section are as under
Superintendent
(S). Shall perform the under mentioned duties in addition to
those listed out at Para 20.
Meeting
of State Managing Committee, preparation of Agenda, minutes and
follow-up action.
Correspondence
on policy matters relating to Special Fund
Accounting
of Special Fund and proper maintenance of registers
Correspondence
on Special Fund investments, FDRs etc.
Annual
audit of Special Fund by Chartered Accountant and Staff of
Accountant General and its follow-up action thereafter.
Work
relating to Flag Day fund and its accounting.
Reconciliation
of Special Fund Accounts and Flag Day Funds Accounts.
Maintenance
of Car purchased out of special fund and expenditure towards fuel
and repairs.
Recovery
of loans from Special Fund.
Maintenance
of relevant registers/periodicals/reports & returns etc.
Local
fund audit reports in respect of subordinate offices.
To
prepare cheques and obtain demand drafts for grants to be dispatched
to Zilla Sainik Welfare Offices etc.,
Maintenance
and safe custody of all cheque books/pass books relating to Special
Fund.
To
ensure drafts and cheques received from various agencies on account
of Flag Day contributions are deposited in the bank with least
delay.
Any
other work that may be assigned from time to time.
Senior
Assistant (S1).
Correspondence
on State Managing Committee meetings, Agenda, Minutes, follow-up
action, Rules & Bye Laws and policy matters relating to Special
Fund.
Correspondence
relating to Flag Day Fund (policy matters only)
Audit
of Special Fund and follow-up action.
Local
Fund, Audit Reports in respect of subordinate offices and follow up
action.
Special
Fund investments/Fixed Deposit Receipts and matching grants from
State/Central Governments.
Correspondence
relating to recovery of loans from Ex-servicemen.
Maintenance
of Special Fund car.
Preparation
of checks and obtaining Demand Drafts as and when requisitions are
received from sections.
Maintenance
of Personal Register/Relevant registers/periodicals/stock files.
Construction
and Maintenance of Sainik Bhavans in the State.
Any
other work that may be assigned from time to time.
Junior
Assistant (S2).
Entire
accounting work relating to Special Fund.
Accounting
of rents of Metal Bunks received from ZSWOs.
Reconciliation
of Special Fund accounts.
Interest
subsidy cases.
Maintenance
of Special Fund cash book/Security register
To
assist the Senior Assistant in connection with State Managing
Committee meetings.
Maintenance
of Personal Register/Relevant registers/periodicals/stock files.
Any
other work that may be assigned from time to time.
Junior
Assistant (S3).
Entire
accounting work relating to accounting of Flag Day Fund.
Send
acknowledgements to various officials/organisations in connection
with Flag Day Fund donations
Maintenance
of Flag Day Fund cash book/Security register
Maintenance
of district wise Flag Day fund collection register
Reconciliation
of Flag Day Fund collections with the bank.
General
correspondence relating to Flag Day Fund registers.
To
assist the Senior Assistant in audit of accounts
To
maintain Relevant registers/periodicals/stock files.
Any
other work that may be assigned from time to time.
16.
Grants Section . The duties of staff of Grants
section are as under :-
Superintendent
(G). Shall perform under mentioned duties in addition to
those listed out at Para 20.
Scrutiny
of applications for Medical Grants and processing of cases with the
Kendriya Sainik Board for reimbursement of medical expenses.
Applications
to be forwarded to Kendriya Sainik Board, New Delhi for
reimbursement of medical expenses.
Scrutiny
of applications for Spot Assistance, Marriage Grant, Funeral
Grant, PA welfare & processing cases for sanction of grants.
Scrutiny
of applications for sanction of boarding and lodging charges in
respect of children of ex-servicemen.
Maintenance
of separate registers for various grants.
Any
other work that may be assigned from time to time.
Senior
Assistant (G1).
Correspondence
pertaining to various grants relating to Special Fund i.e., Adhoc
grants, Monthly grants, Funeral grants, Medical Aid cases, etc.,
Maintenance
of Personal Register/Relevant registers/periodicals/stock files.
Scrutinise
applications as per bye laws of Special Fund.
Maintenance
of District wise grants list
e)
Any other work that may be assigned from time to time.
Junior
Assistant (G2).
Correspondence
on various grants relating to Special Fund i.e., Marriage grants,
Permanent advance, ITI Stipends, boarding & lodging charges,
QMTS cases, etc.,
Maintenance
of Personal Register/Relevant registers/periodicals/stock files.
Any
other work that may be assigned from time to time.
17. Junior
Steno.
In-charge
of telephones.
Preparation
of Director's tour programme.
To
take dictations and attend to all typing work.
Maintenance
of news papers scripts, log book, trunk call/phonogram registers.
To
assist the Typist in typing work.
Any
other work that may be assigned from time to time.
18.
Fair Copy Section.
Fair
copy section will consist of three typists. They are responsible to
get drafts/letters etc., typed neatly as per directions of the
section heads. They must maintain individual fair copy register. The
typists shall also attend to any other item of work that may be
assigned to them from time to time. They will submit fair copy
register to the Superintendent, Establishment section duly indicating
backlog of work if any. They must maintain machine cards properly.
19.
Record Assistant.
He/She
is administratively accountable to the Director and functionally
accountable to Assistant Director/Superintendent, Establishment
section. The individual is responsible for maintaining records in the
Directorate. Records must be maintained section wise and a section
wise register of records should be maintained. The individual shall
also attend to any other item of work that may be assigned from time
to time.
20.
Roneo Operator.
He is
administratively accountable to the Director and functionally
accountable to Assistant Director/Superintendent, Establishment
section. The individual is responsible to keep the Roneo Machine in
proper condition. The individual shall attend to all duplicating
work as and when entrusted to him by the section heads. The
individual should maintain a register duly indicating section wise
duplicating work attended by him. The individual shall also attend to
any other work that may be assigned to him from time to time.
21. Driver.
He
is administratively accountable to the Director and functionally
accountable to Assistant Director/Superintendent, Establishment
section. The individual is responsible for proper maintenance of the
vehicle purchased out of special fund. He should maintain the log
book. He should report repairs for the vehicle if any and replacement
of tyres, tubes etc, well in advance to the Assistant Director for
taking necessary action.
22. Sub-ordinate
Staff.
They
are administratively accountable to the Director and functionally
accountable to Assistant Director/Superintendent, Establishment
section. They are responsible for cleanliness of Officers’ tables,
staff tables and sections to whom they are allotted are kept clean.
They must attend to work entrusted to them by the Officers and staff
to whom they are attached. They have to fetch drinking water and
carry files and other records from sections to Officers and
vice-versa. They are responsible for local delivery of letters and
despatch of letters by post.
23.
The periodicity of checks of personal register, periodical
register etc. monthly is as under:-
(a) Establishment
section Superintendent Asst.
Director
i)
Senior Assistant (E1) 5th 20th
ii)
Junior Assistant (E2) 6th 21st
iii)
Junior Assistant (Inward) 7th 22nd
iv)
Junior Assistant (Outward) 7th 22nd
v)
Typists (fair copy register) Every Day Weekly
(b) Accounts
section: Superintendent
A.A.O
i)
Senior Assistant (A1) 5th 20th
ii)
Junior Assistant (A2) 6th 21st
iii)
Junior Assistant (A3) 7th 22nd
(c)
Schemes section: Superintendent
AD/PO
i)
Senior Assistant (W1) 5th 20th
ii)
Senior Assistant (W2) 6th 21th
iii)
Junior Assistant (W3) 7th 22nd
(d)
Special Fund section: Superintendent
A.A.O
i)
Senior Assistant (S1) 5th 20th
ii)
Junior Assistant (S2) 6th 21th
iii)
Junior Assistant (S3) 7th 22nd
(e) Grants
section: Superintendent
A.A.O
i)
Senior Assistant (G1) 5th 20th
II)
Junior Assistant (G2) 6th 21th
24. Whenever
Superintendent proceeds on long leave or the post is vacant, the
Senior Assistant (senior most in case two are present) of each
section shall attend to the normal duties of Superintendent. No
staff member will proceed on leave unless his or her charge is handed
over to another member in the same section.
25. Conclusion.
Aim of this office order is to delineate specific responsibilities to
every member of the Directorate for its smooth functioning.
Adherence to these orders by all members will result in efficient
functioning. The Directorate has to keep its house in order, so that
it can guide, advise and motivate 23 Zilla Sainik Welfare Offices to
discharge their responsibilities. The office order must be understood
and implemented in true letter and spirit by all members. All must
remember their bounden duty is to provide prompt service to
Ex-servicemen, their dependents and families of serving soldiers.
This can only be accomplished if the contents of above office orders
are implemented without resorting to disciplinary proceedings for
failure to do one’s assigned duties. These office orders shall be
amended from time to time to keep pace with changing situations.
Place
: Hyderabad
Date:
23.02.2007 DIRECTOR
SAINIK
WELFARE
GOVERNMENT
OF ANDHRA PRADESH
DEPARTMENT
OF SAINIK WELFARE
OFFICE
ORDER NO : 2/2007
DUTIES
OF STAFF IN ZILLA SAINIK WELFARE OFFICE
Zilla
Sainik Welfare Officer (ZSWO):-
The
welfare responsibilities of the Zilla Sainik Boards(ZSB) will compose
all such traditional activities performed by the Boards as heretofore
with particulars reference to :-
Welfare
Functions:
a)
Settlement of financial problems such as pension and
other retirement/release benefits/dues to Ex-servicemen
beneficiaries and their dependents from the Central/State
Government or other organisations such as the Indian Red Cross
Society etc.
b) Maintain close
liaison with the pension disbursing authorities/agencies in the
district to ensure prompt and correct payment of pension and
reliefs to Ex-servicemen pensioners and their
dependents.
c)
Providing assistance for settlement of land and other
disputes.
d)
Assist families of serving personnel in regard to their
safety/security during their absence/away on duty of the serving
personnel.
e) Promote and
maintain under the guidance of the State Rajya Sainik Boards,
Welfare measures in the district such as a rest house for
ex-servicemen, old age pensioners homes, Sainik Bhavans/shops,
vocational and other training facilities etc.
f)
Provide assistance for medical treatment in Military/Civil
hospitals.
g)
Maintain liaison with other welfare organisations such as the
Indian Red Cross Society etc, with a view to enlarge the
field of additional sources of welfare and concessions for
ex-servicemen and their families/dependents in the district.
h)
Maintain up-to-date register of war widows and dependents of
those disabled in action with a view to ensure their welfare and
security.
j)
Initiate and recommend deserving cases of ex-servicemen and
their dependents for sanction of financial assistance i.e., monthly
grants/adhoc grants/funeral grants/ marriage grants etc., from
Special Fund for Reconstruction and Rehabilitation of Ex-servicemen,
to the Directorate of Sainik Welfare, Hyderabad.
k)
Organise Flag Day and Flag Day collections and other authorised
fund raising measures in the district.
l)
Explore avenues for providing Educational and Vocational training
facilities for Ex-servicemen and their dependents to enable them to
seek and obtain employment or set up self-employment schemes.
m) Assist the three
service whenever called upon to do so, to disseminate
information within the district regarding terms and conditions of
service in the Armed Forces, publicity for assistance rendered by
the Armed Forces in times of natural calamities, notification
of awards of gallantry and other decorations,
introduction of welfare schemes for service personnel and their
families.
n)
Implementation of reservations in employment ie., 2% in State
and 10% & 24 1/2 % in Central Government Departments and
inspection of rosters in all Departments.
The
Responsibilities in Regard to Resettlement of Ex-Servicemen are:-
i) To maintain close
and effective liaison for purpose of resettlement through Employment
of Ex-servicemen with Central/State/Private Industrial organisation,
Local Employment Exchanges, Local Revenue authorities in
connection with schemes for resettlement of lands of ex-servicemen,
District Industries/Mandal Development Offices and assisting such
of those Ex-servicemen desirous of setting up small industries.
ii)
Assist Ex-servicemen in forming and setting up of co-operatives for
their Self- Employment.
iii)
Provide all resettlement assistances to war widows and dependents
of war disabled as well as those who dies/are disabled while in
service due to attributable reasons.
Field
Functions:
a) He has to verify
and investigate certain cases referred by various Military Record
Offices and Units and other Agencies on the requisition from
them.
b)
Verification of the genuineness of the cases relating to welfare
measures of serving Armed Forces personnel of the district including
ex-servicemen and their families.
c)
Settlement of litigations if any that may arise in respect of
families of serving Armed Forces personnel and ex-servicemen
Superintendent
:
The
functions of the post are detailed below :-
a)
He/She shall open the tappal in the presence of the Zilla Sainik
Welfare Officer. After perusal by the Zilla Sainik Welfare Officer,
he shall write the particulars in the inward register and
distribute the currents to the respective clerks.
b)
Supervision and control of all the junior staff of the Zilla
Sainik Welfare Office.
c)
To attend to all the files submitted by the staff.
d) To
attend to all establishment /administration matters such as sanction
of leave, increments, fixation of pay and all service matters
pertaining to staff members.
(e) Responsible
for the style and the accuracy of the notes and drafts originating
from the sections and they cannot throw the responsibility on
the clerks.
e)
It is the duty of the Superintendent to see that the papers
are typed, checked and sent for signature of the Zilla Sainik
Welfare Officer and on receipt after signature they are despatched
with the least possible delay.
f)
The Superintendent will check the personal registers once in a
week and ensure that no avoidable delays occur. He will check the
files in the custody of the clerks once in fifteen days and ensure
that they are maintained correctly and the action on pending letters
is taken promptly.
g)
The Superintendent will ensure that stock files on policy
matters, important orders, instructions are maintained and kept upto
date. Each stock file will have an index of contents giving number,
date of each paper of the file and where it is found.
h)
In the absence of the Zilla Sainik Welfare Officer either
on Official duty or on leave, he has to attend all the enquiries
and visitors and guide them properly.
j)
He shall be responsible for all the reports, returns and
periodicals to be submitted to the Director and other authorities in
time.
k) To
attend all confidential matters entrusted by ZSWO.
m) To
attend work pertaining to the meetings of Zilla Sainik Board (ZSB),
prepare minutes of meetings and take follow up action.
n) He/She
shall be responsible for safeguarding and keeping in safe custody and
accountable to the receipt of valuables like Cheques, Drafts etc and
other financial transactions.
o)
He/She shall be personally responsible for the safe
custody and maintenance of equipment, furniture of the office
of the Zilla Sainik Welfare Officer and Sainik Bhavans.
p) To
attend immediately to all petitions received through CMO/Directorate
of Sainik Welfare.
q) Any
other work assigned by ZSWO from time to time.
Senior
Assistant :
The
duties of Senior Assistant are detailed below :-
a)
Where there are no posts of Superintendents authorized or
Superintendent is absent due to leave or temporary duty, the Senior
Assistant shall perform duties and responsibilities of
Superintendent.
b)
All matters pertaining to registration of Ex-Servicemen, sponsoring
for employment, renewals, News papers / publications.
c) All
matters pertaining to welfare and resettlement of ex-servicemen and
their dependents.
c)
All correspondence work pertaining to Special Fund for
Reconstruction and Rehabilitation of ex-servicemen such as scrutiny
of Educational concession forms, Maintenance/Adhoc Grant forms,
Interest subsidy cases etc.
d) All
matters pertaining to self-employment schemes.
(e) Resettlement
training for Ex-Servicemen organized by DGR.
(f) All
work pertaining to Flag Day.
(g)
Maintenance of stock files of subjects allotted to him/her.
(h)
He/She should attend to the work pertaining to employment/
placement of ex- servicemen - Maintenance of Registers/Rosters etc.
(j) Financial
assistance cases with KSB, New Delhi.
(k) Work
pertaining to Meetings of Zilla Sainik Welfare Officers - Minutes of
the Meeting - follows up action etc.
(l) He/She
should assist other staff members in speedy disposal of cases.
(m)
He/She should maintain files pertaining to verification cases of
service personnel.
(n)
He/She should prepare and ensure that all statements to be
submitted in time to Directorate of Sainik Welfare, Hyderabad and
Kendriya Sainik Board,New Delhi.
(o) To
ensure all reports and returns are submitted in time.
(p) All
work pertaining to RTI Act 2005.
(q) Any
other work entrusted to him from time to time by ZSWO.
Junior
Assistant :
The
duties of Junior Assistant are detailed below. Where there are more
than one Junior Assistant in the district due to heavy quantum of
work, the functions will be distributed among all the Junior
Assistants by the ZSWOs.
a)
To attend to all bills of Zilla Sainik Welfare Office such
as monthly pay bills of staff members, T.A. Bills, LTC bills,
Contingent bills etc.
b)
Reconciliation of figure with District Treasury Office and
Control of Expenditure monthly statements.
c)
Preparation of number statement and other work pertaining to
Revised Estimates and Budget Estimates.
d)
Maintenance of all Registers pertaining to accounts such as Cash
Book, Treasury Bill Register, Un-disbursed Pay Register, Advances
Register, Permanent Advance Register etc.
e)
Maintenance of Stock Files pertaining to subjects allocated to
him/her.
f)
To assist Senior Assistant in maintenance of Flag Day Register
and accounting of Flag Day Collections in the district.
g)
Preparation of all statements to be submitted to Directorate,
Kendriya Sainik Board etc. pertaining to accounts matters.
j)
All correspondence/clerical work of Accounts matters.
k)
Any other work entrusted from time to time by ZSWO.
Welfare
Organisors :
The
functions Welfare Organiser are detailed below. Where there are more
than one post in the district due to heavy quantum of work, the
functions will be distributed among all the Welfare Organisors by the
ZSWO.
(a) All
verification works pertaining to Ex-Servicemen and serving soldiers
regarding change of home address, genuineness of claims submitted by
Ex- Servicemen, widows and war widows, verification of facts asked by
Record offices or units of serving soldiers.
(b) To
verify genuineness of Ex-Servicemen, widows and war widows in respect
of income who apply for financial assistance/interest subsidy and
educational concessions from Special Fund
(c) To
verify genuiness of Ex-Servicemen, widows, war widows and battle
casualities for concessions sought by them from KSB, New Delhi.
(d) To
verify cases of Ex-Servicemen who apply for assignment land and other
benefits from District /State administration.
(e)
All work relating to issue CAP certificates to Ex-Servicemen, widows
and war widows.
(f) Census
- All checks prior to issue of Ex-Servicemen/widow identity card and
issue of duplicate identity card after necessary verification.
(g) To
organize meetings of Ex-Servicemen Associations or Ex-Servicemen,
widows and war widows with ZSWO.
(g) To
locate change of address of personnel where effected, to clear
pending payments by respective Pay and Accounts and Central Defence
Accounts Offices.
(h)
To pursue and locate those persons whose re-survey medical board
is due.
(d)
To verify statements of those who apply for Cumulative Provident
Fund.
(e)
Work pertaining to allotment of house sites/plots to
ex-servicemen/war widows and their dependents - scrutiny of
applications etc.
(g)
To investigate and report cases of compassionate discharge.
(h)
To certify cases seeking change of address.
(k)
To attend to all accounts work pertaining to Special Fund Accounts
and maintaining of Registers with the assistance of Senior
Assistant.
(l)
All clerical and accounts work pertaining to Sainik Bhavan.
(m)
He should submit a report to Zilla Sainik Welfare Officer on all
cases referred to him immediately.
(n)
To deal with pension/family pension cases.
(o)
To assist in conduct of pre-recruitment training and recruitment
rallies.
p)
To attend to work relating to door-to-door services if
organised.
(q) Cases
pertaining to police protection sought by ex-s/war widows and widows.
(r) To
pursue cases of desertion as and when reported by the respective
record offices
(s) Any
other work entrusted by ZSWO from time to time.
Typist
:
The
functions of Typist are detailed below:-
a)
He is responsible for fair copying of all letters including all
typing work
b)
Entire despatching work and maintenance of service postage stamps
register and outward register.
c) Maintenance
/ repair of typewriters, computers and peripherals.
(d) Any
other work that may be entrusted by ZSWO from time to time.
Office
Sub-ordinates :
They
have to attend to the work entrusted to them by the ZSWO and staff to
whom they are attached. They have to clean the tables in the morning
and fetch drinking water. They have to carry the files and other
records from the sections to officers, other sections, or from
officers to sections. They have to attend to the work relating to
local delivery of tappal and despatch of letters/registered letters
by post.
Watchman
:
He
shall be on duty from 4.30 PM to 10.30 AM of the next day. He will
ensure that all doors are locked properly and lights, fans are put
off once the staff leaves the office. He will be responsible for the
entire security of the office and also Sainik Bhavan wherever exists.
He will be responsible for the safety and the security of the
equipment, furniture, machinery etc pertaining to the office and also
Sainik Bhavan. He shall not leave the office premises during night
times. The Watchman shall also responsible for the Sainik
Bhavans/ex-service centres wherever exists.
Place
: Hyderabad
Date:
30-04-2007 DIRECTOR SAINIK WELFARE
GOVERNMENT
OF ANDHRA PRADESH
DEPARTMENT
OF SAINIK WELFARE
OFFICE ORDER NO 3/2007
INSTRUCTIONS ON MAINTENANCE OF
MFA ACCOUNT & SAINIK BHAVAN ACCOUNT BY OFFICE STAFF & ZSWO
Introduction
1. Government of Andhra Pradesh
instituted Monthly Financial Assistance (MFA) to non pensioner Second
World War Veterans and their widows vide GO 2nd cited at
reference. The veterans receive as mothly financial assistance @ Rs
500 per month and widows Rs 400 per month with effect from
01-12-2006. Budget is released by the Government every quarter and
the same is distributed to 23 Zilla Sainik Welfare Offices through
budget release order by the Directorate of Sainik Welfare, Hyderabad.
This is public money and every rupee expended by Zilla Sainik Welfare
Officer (ZSWO) needs to be accounted for. The fund is audited
annually by team from Accountant General, Hyderabad and Assistant
Accounts Officer, Directorate of Sainik Welfare, Hyderabad.
2. The Directorate of Sainik Welfare,
Hyderabad got 10 Sainik Bhavans constructed one each at Kurnool,
Anantapur, Kadapa, Nellore, Guntur, Kakinada, Visakhapatnam,
Vizianagaram, Warangal and Karimnagar with money ex Special Fund for
Rehabilitation and Reconstruction for the welfare of Ex-Servicemen,
widows and their dependents who visit Zilla Sainik Welfare Office and
other District Offices to resolve their personal problems/seek
assistance. The rents for rooms in Sainik Bhavans are very nominal so
as not to cause any financial hardship to Ex-Servicemen, widows and
their dependents. The administration, maintenance and accounting of
funds of Sainik Bhavans are contained in the GO 1st cited.
Office Order No 2/2007
3. The duties and responsibilities of
various functionaries in the O/o ZSWO have been disseminated vide
this Directorate’s Office Order No 2/2007 forwarded to all ZSWOs
under our letter No 1199/02/2007-A(Estt)
dated 30-04-2007. ZSWO shall obtain a certificate from each of the
office staff to the effect he/she has read and understood the
contents of the office order No 2/2007 & 3/2007 and shall carry
out duties as mentioned therein scrupulously and diligently and
he/she is also aware that non adherence or non compliance or failure
to perform assigned duties shall invite disciplinary action. A sample
certificate is enclosed at Appendix A.
Financial Prudence
4. Article 273 of A.P. Financial Code
makes every Government servant personally responsible for any loss
sustained by the Government through fraud or negligence on his part
and also for any loss through fraud or negligence on the part of any
other Government servant to the extent to which it may be shown that
he contributed to the loss by his own action or negligence. The
cardinal principle governing assessment of responsibility for such
losses is that every Government Servant should exercise the same
diligence and care in respect of all expenditure from public funds
under his control as a person of ordinary prudence would exercise in
respect of the expenditure of his own money.
Financial Accountability
5. The responsibility to give an
explanation of one’s action is accountability and their
responsibility towards public money is called Financial
Accountability. The responsibility of Government Officer (ZSWO) who
is entrusted with duties of dealing with public money is greater than
his responsibility towards private money. This activity has different
stages right from planning, budgeting, drawl, disbursing, accounting,
reconciliation, getting accounts audited to resolving audit
objections. ZSWO must check accounts as frequently as he can to see
that his subordinates do not commit fraud, misappropriation or any
other irregularity vide Article 5 of A.P. Financial Code. Government
holds ZSWO personally responsible for any loss that may be found to
be due to any neglect of duties laid upon him by the relevant
provisions made by the Government. The fact that a ZSWO has been
milsed or deceived by a subordinate will in no way mitigate his
personal responsibility.
6. It is generally accepted principle
that those responsible for the conduct of public activity and
handling of public money should be held fully accountable for :-
(a) Ensuring that public money is
safeguarded and properly accounted for.
(b) Conducting financial activity in
accordance with the law and standards.
© Delivering services in an
economic, efficient and effective manner and strengthening service
delivery performance by establishing and seeking to achieve targets
and meet community expectations of outcomes.
Person to Deal with Accounts
7. ZSWO shall detail a suitable person
in his office (Junior Assistant) who shall be responsible for all
accounts in the Zilla Sainik Welfare Office. Proceedings shall be
issued by ZSWO nominating the person by name for accounts. He/she
shall not hold any cheque books.
8. Training of Accounts Clerk.
Asst Accounts Officer in the Directorate of Sainik Welfare,
Hyderabad shall organize one day training session to train all
Accounts Clerks of Zilla Sainik Welfare Offices on accounts once a
year.
Cheque Book
9. Henceforth, cheque book of all
accounts shall be in the custody of the following personnel: -
Offices
Where ZSWO is Posted. ZSWO shall hold the cheque books in his
personal custody.(for example Hyderabad Dist as on 31-05-2007)
Offices
Where ZSWO is FAC. Office Superintendent shall hold all the
cheque books in his /her personal custody (for example Kurnool Dist
as on 31-05-2007).
Offices
Where ZSWO is FAC and Office Superintendent is Not Authorised nor
Posted. Senior Assistant shall hold all cheque books in his /her
personal custody (for example Nellore District as on 31-05-2007).
The
cheque books shall be securely kept in an almirah under lock and
key. ZSWO shall ensure that all cheque leaves are intact and none is
missing by physically counting whenever the cheque book is put up to
him/her for signature. Before ZSWO signs the cheque leaf, he/she
must ensure the note is correctly prepared explaining the reason for
drawing money from the bank account i.e to disburse MFA to the
beneficiaries through post office. After signing the cheque, ZSWO
shall get the date of issue of cheque, person to whom the cheque is
issued (bank for getting demand draft or beneficiary), amount of
cheque and balance amount left in the bank filled up. All these
details shall be written in the cheque book at the end for which
separate sheets are provided by the bankers.
Maintenance of Accounts
10. All accounts shall be maintained
as per the rules and regulations contained in AP Financial code and
Treasury Code.
Monthly
Financial Account (MFA) of Second World War Veterans and Widows
11. Beneficiaries. Second World
War non pensioners and widows (in case veteran dies) are eligible for
MFA. In case, veteran is widower, MFA shall be stopped on his demise.
In case veteran is married and survived by his wife, MFA shall be
granted to the widow on the demise of the veteran after application
for MFA is submitted by the widow to ZSWO supported with documents
such as death certificate, legal heir certificate etc . When the
widow dies MFA shall be stopped.
12. Actions to be ensured for
maintenance of MFA account are as given below for strict compliance
by all staff members and ZSWO :-
(a) ZSWO shall nominate Junior
Assistant responsible for maintenance of MFA accounts in writing. The
accounts shall be counterchecked by Senior Assistant and Office
Superintendent (if authorized in the office) and finally by ZSWO to
ensure that checks and counterchecks are put in place. The dealing
person shall not approach ZSWO directly without the scrutiny of
accounts by Senior Assistant and Office Superintendent.
(b) A separate case file shall be
maintained with the heading Monthly Financial Assistance to the
Second World War Veterans and Widows
(c) On receipt of budget release order
for a quarter from the Directorate of Sainik Welfare, Hyderabad,
Junior Assistant shall put up a contingent bill for the amount
released through Senior Assistant & Office Superintendent for
signature of ZSWO. Thereafter the bill shall be submitted to DTO for
issue of cheque. Office copy of the bill shall be put in the case
file mentioned in para 12 (b) above.
(c) On receipt of cheque from the DTO,
it shall be deposited in the bank the same day or next working day.
The cheque till it is deposited in the bank shall be held by ZSWO or
Office Superintendent / Senior Assistant as explained at para 9
above.
(d) The existing practice of
issuing cheque to the post master for despatch of MOs to the
beneficiaries shall cease forthwith. ZSWO shall get a demand
draft made in favour of Post Master for dispatching MOs to the
beneficiaries. For other beneficiaries who have bank accounts,
cheques shall be issued by ZSWO. No cash payment shall be made under
any circumstances.
(e) A register titled Monthly
Financial Assistance to the Second World War Veterans/Widows Register
shall be maintained in the office for allotting sufficient pages
for each beneficiary which should contain particulars such as (1)
name, (2) address, (3) age, (4) date of joining Armed Forces, (5)
date of discharge, (6) telephone number if available and (7) photo of
veteran/widow along with signature or thumb impression in the left
hand side of the register. For widow, the date of death of her
husband, copy of death certificate filed in the case file mentioned
in para 12 (b) above should be mentioned. The register on the right
hand side of the first page should have columns to indicate (1) the
amount sent, (2) Quarter for which amount is sent, (3) Method of
desptach (MO or cheque), (4) Date of despatch, (5) Date of receipt of
acknowledgement MO/cheque from the beneficiary, (6) Name of post
office to which MO was dispatched, (7) Serial number of the person in
the consolidated list (8) Initials of ZSWO. Proforma is given at
Appendix B.
(f) The Junior Assistant in the O/O
ZSWO responsible for distribution of MFA to Second World War veterans
and widows shall prepare a consolidated list along with addresses and
amount to be disbursed and MO commission (including cost of MO form).
He shall put up the list to Senior Assistant & Office
Superintendent. After checking the list, it shall be put up along
with a note to ZSWO for signing of cheque for the amount in favour of
bank for demand draft to be made in favour of post master. The post
master shall be given a copy of consolidated list of beneficiaries
containing addresses. Every beneficiary shall be given a serial
number for the month which shall be entered in the register mentioned
in para 12 (e) above. The monthly financial assistance shall be
dispatched within 4 working days of receipt of cheque from DTO. A
sample of consolidated list of beneficiaries is given at Appendix C
for uniformity.
(g) The receipt for demand draft
collected from post master shall be filed in the Case file mentioned
at para 12 (b) above.
(h) All the MO acknowledgements
received from the beneficiaries shall be tagged as a bunch. Each MO
acknowledgement received from the beneficiary will be given the same
serial number of the beneficiary in the consolidated list for easier
cross linking. MO acknowledgement form with number 1 shall be in the
top followed by others. A sheet of paper containing the following
details shall be prepared to account for the money expended for the
quarter as shown below and signed by the dealing person, Senior
Assistant/Office Superintendent and ZSWO :-
Name
of the veteran/widow, date of receipt of acknowledgement in the
office, amount received by the beneficiary.
(ii) Total Number of beneficiaries who
received the MFA and the amount.
(iii) The sheet of paper with the
summary of acknowledgements shall be filed in the case file mentioned
at para 12 (b).
(j) The dealing person has to account
for the amount delivered as MFA to the beneficiaries by finding
whether the total of acknowledgements received tally with the amount
given to the post master (in the form of demand draft). In case,
there is a variation, it has to be accounted for. This variation may
be due to some of the beneficiaries could have died, hence MO could
not have been deli- vered. The postal department returns such amounts
as undelivered to the ZSWO. The ZSWO shall detail Welfare Organiser
to visit places of such beneficiaries to whom postal authorities
could not deliver MO to verify whether they have died. The
undisbursed amount shall be deposited in the bank account every
month. Still if any amount is not accounted for, the post master has
to be informed of the same and the case needs to be pursued till the
balance amount is accounted for. The sheet of paper should contain
the details as under and an illustration has been given for easier
comprehension :-
(i) Demand draft given to the post
master - (say Rs 2,40,060)
Amount
due to the beneficiaries (@ Rs 500 per month per veteran and @ Rs
400 per month per widow)
= ( say Rs 2,38,000)
MO
commission and cost of MO form. - (Rs 2,060)
(iii) Amount disbursed by postal
department for which acknowledgments are received by ZSWO. - (Rs
2,36,000)
(iv) Amount returned by postal
department as undisbursed.- (Rs
2000)
(v) variation = (i) – (ii+iii+iv).
= 2,40,060 –(2,060+2,36,000+2000)
= Zero
The variation at (v) if not zero is
to be accounted for by the dealing person in the office and suitable
remarks shall be made by ZSWO in the case file mentioned at para 12
(b).
(k) Cash Book. A cash book for
MFA shall be maintained by the dealing person which should contain
record of all transactions with the bank.
(l) Bank Reconciliation Statement
The dealing person shall obtain
monthly bank statement in the first week of the following month. Bank
Reconciliation Statement shall be prepared by the dealing person
giving the amount in the bank as per the cash book and amount as per
the bank statement. The difference shall be reconciled by finding the
reason for the variation such as interest given by bank or deduction
of bank commission. The bank reconciliation statement shall be
written in the Cash book itself for every month. The cash book
must be put up to ZSWO by 10th of the following month. The
cash book should be signed by ZSWO after satisfying himself that
accounts are maintained correctly. A sample Bank Reconciliation
Statement is shown as under:-
Bank Reconciliation Statement
for the Month of 2007
Balance As per Cash Book Balance
As per Bank Statement
Balance Rs 38,500.00 Balance Rs
42,500.75
Interest paid (+) Rs 4,100.75
Bank Comm (-) Rs 100.00
-------------------------------------------------------------
Total Rs 42,500.75 Rs 42,500.75
---------------------------------------------------------------
(m) Survival Certificate. A
survival certificate shall be obtained from each of the beneficiaries
in the month of April of every year. The survival certificate shall
be countersigned by Bank manager or a gazetted officer or ZSWO. In
case survival certificate is not received, Welfare Organiser shall be
sent to ascertain the reasons for non submission. MFA shall be
stopped till survival certificate is submitted by the beneficiary.
(n) In case, on death of veteran or
widow, an entry to this effect shall be made in MFA Register in Red
Ink and the balance number of surviving veterans and widows shall be
entered in the register. ZSWO shall claim MFA for surviving persons
for the next quarter.
(o) When a veteran passes away the
widow can be given monthly financial assistance after she submits an
application for commencement of MFA supported by death certificate,
legal heir certificate and any other certificate as per the practice
in vogue.
(p) The undisbursed amounts at the end
of the financial year shall be remitted back to the Government by
30th April of the year in the form of challan under the
code head in which the budget release order was given. The details of
undisbursed amount remitted to the Government shall be entered in the
cash book and accounts shall be tallied with the help of bank
reconciliation statement in the month of April of every year. The
counter foil of challan shall be pasted in the cash book itself.
(q) All the documents for monthly
financial assistance shall be inspected by ZSWO at the beginning of
following month.
(r) All the documents for monthly
financial assistance shall be put up to inspecting officers nominated
by the Director Sainik Welfare and to auditors from Accountant
General or their nominated authority.
(s) All the documents pertaining to
monthly financial assistance shall be put up to the Director Sainik
Welfare during his visit/ annual inspection.
13. Outstanding Balance in the
Account. Large credit balance in the MFA account could tempt
dealing person to resort to misappropriation as it happened in the
case of Zilla Sainik Welfare Office, Kurnool which was detected in
May 2007. In case, disbursements are made to the beneficiaries
regularly, then there is no scope for accumulation of large credit
balances in the MFA account. ZSWO should ensure outstanding balance
at the end of every quarter should be kept to the barest minimum
after paying to all the eligible beneficiaries and in no case should
it exceed Rs 25,000.
14. Maintenance of Cash Book.
The dealing person shall post entries for all transactions in the
cash book as they occur. He/she should not wait for the month to end
and then post all the entries in one go as there is likelihood of
some transactions not getting recorded. The ZSWO shall initial
transaction as it occurs. For example a cheque is given to a
beneficiary, the same shall be posted in the cash book on the
payments side on the same day. Similarly, when amount is received
from DTO for the quarter, then an entry shall be made on the same day
on the receipt side.
15. Documents to be Maintained for
MFA Account. The following documents are found to be adequate to
maintain MFA accounts in a fool-proof manner :-
Cash
Book.
MFA
Register.
Cheque
Book.
Case
File.
16. Some of Irregularities
Noticed by the Director Sainik Welfare in MFA Accounts of 3 Zilla
Sainik Welfare Offices During his Inspection on Detection of
Misappropriation.
(a) Too many files are being
maintained which leads to difficulty in furnishing required details.
Only one case file is required to be maintained as transactions are
only once in a quarter.
(b) Papers are loosely kept which may
result in some sheets getting misplaced or lost. All papers should be
tagged.
© At many places overwritings in
the cash book were noticed. Overwriting of figures must be avoided
and such overwritings must be scored out & initiallled and
rewritten.
(d) Transactions were not posted in
the cash book for the month of May till 30-05-2007 by staff of ZSWO,
Kurnool.
(e) The serial number of beneficiary
in the list in the case file is not linked to the MO acknowledgements
in the bundle. Serial number of the beneficiary in the consolidated
list if written in the MO acknowledgement forms will result in easier
linking up and proper check.
(f) Bank statements are not collected
from the Bank every month.
(g) Funds demanded by ZSWO in August
of the year at RE stage for the following year is not based on the
number of surviving veterans and widows.
(h) Surrender of funds is being made
by ZSWO to DTO instead of Directorate of Sainik Welfare. This
prevents Directorate to re-allot surplus funds to other ZSWO who is
in need of funds for disbursement.
(j) The MFA Register is not opened.
The details of veterans and widows are kept in loose sheets.
(k) Two persons are given
responsibility of maintaining MFA accounts. Only one person should be
made responsible. One staff member blames the other for not
maintaining the accounts properly.
(l) No summary of amounts is
maintained. As explained at 12 (j), amount deposited with the Post
master has to be accounted for.
(m) Bank reconciliation statement is
not made.
(n) MO
forms are being purchased from OOE funds. Cash can be drawn from
MFA account from the bank and paid for purchase of MO forms.
Sainik Bhavan Account
17. All ZSWOs shall adhere to the
instructions contained in GO 2nd cited at reference in
administering and maintaining Sainik Bhavans scrupulously.
18. Collection of Rent & Allied
Charges. The dealing person in the O/o ZSWO shall collect rent
and allied charges as specified in the GO 1st cited from
the occupants in cash and deposit in the bank account the same day or
next day.
19. Part Time Sweeper. ZSWO is
competent to employ a part time sweeper and pay remuneration as per
rates fixed by the District Collector/Government vide para 6 of GO
1st cited. In case the funds are not available to pay from
the Sainik Bhavan account at his/her disposal, the remuneration be
sought from Secretary, Special Fund on monthly basis. In case part
time sweeper is employed but not paid remuneration so far, the ZSWO
can now pay remuneration from the date of receipt of Office Order No
3/2007.
20. Major Repairs. ZSWO is
permitted vide para 7 of GO 1st cited to incur expenditure
on major repairs upto Rs 10,000 in a block of 2 years after obtaining
sanction from Secretary, Special Fund. Demand of funds for such
repairs shall be submitted by ZSWO supported by estimates given by
R&B/Police Housing Corporation. The repairs can be got executed
by ZSWO on competitive basis and under no circumstances can the cost
of repairs should exceed the estimates furnished by R&B/Police
Housing Corporation. The repairs be got carried out preferably by R&B
/Police Housing Corporation but in case they express their inability
to do so then the repairs be got executed by a reputed contractor.
21. Minor Works. ZSWO can get
minor repairs affecting safety of the building or causing
inconvenience to the occupants for sum not exceeding Rs 1000
at a time such as white washing/distempering, plumbing, electric
works (including replacement of bulbs/tube lights/CFL), drainage
works, water proofing, masonry work, fencing works without sanction
from Secretary Special Fund. In case funds are not available in the
account of Sainik Bhavan, the demand for the same be projected to the
Secretary Special Fund before incurring expenditure.
22. Petty Contingent Charges. ZSWO
can incur expenditure of Rs 500 per month vide para 7(b) of GO 2nd
cited for repairs to furniture, washing linen, purchase of linen and
purchase of toiletry, brooms, phenyl, room fresheners, newspapers,
periodicals etc.
23. Documents to be Maintained.
All documents mentioned in the GO 1st cited have to be
correctly maintained.
24. Bank Reconciliation Statement.
It must be prepared as explained at para 11(l).
25. Cheque Book. It must be
maintained as explained at para 8 above.
26. Checking of Accounts.
Accounts must be closed by the dealing person by first week of the
following month and put up accounts for signature of ZSWO through
Senior Assistant and Office Superintendent by 10th of the
following month.
27. Auditing of Accounts. The
account of Sainik Bhavan shall be audited by Asst Accounts Officer of
the Directorate of Sainik Welfare or any officer nominated by
Director Sainik Welfare or Director himself during his visit or
annual inspection.
28. All ZSWOs shall explain the
contents of the Office Order No 3/2007 to all the staff members and
ensure accounts are maintained as explained in this office order to
prevent misappropriation or embezzlement of Government funds or
Sainik Bhavan funds. Any laxity in maintenance of accounts as
explained above will be treated as dereliction of duty and
disciplinary action shall be taken against erring personnel. ZSWO can
not escape his responsibility pleading ignorance as an excuse. No
major irregularity takes place overnight but when simple aberrations
are not checked/noticed in time shall subsequently lead to major
catastrophe. Any difficulty in implementing the procedure in the
Office Order No 3/2007 shall be brought to the notice of the
Directorate of Sainik Welfare and if found to be correct, suitable
amendments to this Office Order shall be issued in due course.
29. This Office Order shall be
acknowledged.
DIRECTOR
SAINIKWELFARE
To:
All
Zilla Sainik Welfare Officers
I/C
Special Fund Section
Appendix
A
(Refers
to para 3 of Directorate
Memo
No 7714/94/2007-Accts dated 08-06-2007)
SAMPLE
CERTIFICATE
It
is certified that I have read Office Order No 2/2007 & 3/2007
regarding assignment of duties pertaining to me. I have understood
and shall carry out my duties diligently and sincerely to enhance
office efficiency and provide the best service to the Ex-Servicemen,
widows and their dependents. I am aware non- adherence to the
instructions pertaining to my assigned duties shall invite
disciplinary action against me.
Name Designation Signature
1. Sri/Smt
Office Superintendent
2. Sri/Smt
Senior Assistant
3. Sri/Smt Junior
Assistant
4. Sri Welfare
Organiser
5. Sri/Smt Typist
6. Sri/Smt Attender
7. Sri Watchman
8. Sri/Smt Sweeper
COUNTERSIGNED
Zilla
Sainik Welfare Officer
District
Place:
Date:
Appendix B
(Refers
to para 12(e) of Directorate Memo No 7714 /94
/2007-Accts dated 08-06-2007)
SAMPLE SHEET IN THE MFA REGISTER
(Earmark 5 to 6 pages for each veteran
or widow)
Left
Hand Side of the Register
1. Name : Sri Mehdi Ali Khan
2. Address: 4-3-120, Ghanta Ghar
Bhudevi Nagar
Warangal – 5xxxxxx
3. Date of Birth: 20-03-1918
4. Date of Joining Armed
Forces:10-03-1936
5. Date of Discharge from Armed
Forces: 14-12- 1946
6. Telephone No: Nil
Space
for photograph
Signature
or thumb impression of beneficiary
Right
Hand Side of the Register
1. Quarter
for which money is sent - April to Jun 2006
2. Amount
for the quarter - Rs 1,500
3. Method
of Despatch - By Money Order
4. Date
of Despatch - 12 – 08-2006
5. Acknowledgment
Received on - 13-09-2006
6. Name
of Post office - Bhudevi Nagar PO, Warangal
7. Serial
No of person in the - No 14
Consolidated
list
8. Signature
of ZSWO -
Appendix C
(Refers
to para 12(f) of
Directorate
Memo No
7714/94/2007-Accts
dated 08-06-2007)
CONSOLIDATED
LIST OF BENEFICIERIES OF MFA : APR - JUN 2006
Ser Name Amount
MO Commi- Total
No
ssion
Veterans
1 Ex-Sep
Mahbub Khan Rs 1500 Rs 35 Rs 1535
2. Ex-Nk
K Murali Rs 1500 Rs 35 Rs 1535
3. EX-Hav
A Abraham Rs 1500 Rs 35 Rs 1535
4
5
6
7
8
Total
100 veterans Rs 1,50,000 Rs 3500 Rs 1,53,000
Widows
Smt
Kamla Rs 1,200 Rs 30 Rs 1230
Smt
Mary Rs 1,200 Rs 30 Rs 1,230
3.
4.
5.
Total
Widows 200 Rs 2,40,000 Rs 6,000 Rs 2,46,000
Summary
100
veterans - Rs 1,50,000 Rs 3,500 Rs 1,53,500
200
Widows - Rs 2,40,000 Rs 6,000 Rs 2,46,000
Cost
of MO Forms 500 Nos Rs 140
---------------------------
Total Expenditure Rs
3,99,640.00
---------------------------
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